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Home My WebLink About2006 10-09 500 CMWAGENDA CITY COUNCIL/MANAGER WORKSHOP Monday, October 9, 2006 Council Chambers, City Hall 5:00 p.m. A. CALL TO ORDER B. ROLL CALL C. APPROVAL OF AGENDA D. NEW BUSINESS 1. Community Development Department 2007 Budget 2. Historical Preservation Commission Interviews E. ADJOURNMENT Agenda Item D1 IINI CAM aA 0:A »: ty,M9161•1 COMMUNITY DEVELOPMENT DEPARTMENT ORGANIZATION CHART Interim Community Development Director/ Building Official Assistant Code Senior Environmental Chief Building Enforcement Planner Health officer Building Official Engineer Building I Planners I Facility Inspectors Techniican Building Office Custodian Intern Specialists Administrative Assistant COMMUNITY DEVELOPMENT DEPARTMENT plej =1 dKITI Total By Program Administration 24% i Building Inspections Planning 27% Personal Services 68% Capital Outlay and Depreciation 0.8% Contractual Services 28% ommodities 3% CITY OF MAPLEWOOD, MINNESOTA COMMUNITY DEVELOPMENT DEPARTMENT EXPENDITURE SUMMARY Total By Program 2004 ACTUAL 2005 ACTUAL 2006 ORIGINAL BUDGET 2007 BUDGET PERCENT OVER(UNDER) 2006 BUDGET Administration $397,835 $437,192 $478,810 $493,750 3.1% Building Inspections 490,155 539,982 621,800 563,720 -9.3% Building Operations 0 0 0 606,900 NIA Code Enforcement 11,023 30,732 27,130 140,080 416.3% Environmental Health 42,895 29,155 38,060 43,670 14.7% Planning 170,069 184,277 208,970 224,910 7.6% Redevelopment 17,157 17,439 0 0 N/A Totals 1,129,134 1,238,777 1,374,770 2,073,030 50.8% Total By Classification Personal Services 921,963 993,736 1,117,890 1,412,850 26.4% Commodities 12,825 17,795 12,270 63,280 415.7% Contractual Services 186,604 227,163 244,610 580,900 137.5% Capital Outlay and Depreciation 7,741 0 0 16,000 NIA Other Charges 1 83 0 0 N/A Totals 1,129,134 1,238,777 1,374,770 2,073,030 50.8% Total By Fund General Fund 1,129,134 1,238,777 1,374,770 2,073,030 50.8% Number of Emoloyees (FTE) 13.03 13.40 14.25 18.31 28.5% Expenditures r- z.s °- 2.0 1.5 1.0 0.5 0.0 20.0 N W F- 1, 15.0 Employees 10.0 5.0 w 2007 BUDGET 2004 ACTUAL 2005 ACTUAL 2006 ORIGINAL BUDGET 2006 ORIGINAL 2007 BUDGET 2004 ACTUAL 2005 ACTUAL BUDGET MISSION STATEMENT To plan and monitor the construction and uses associated with all buildings to ensure that they are safe and in compliance with city, state and federal laws. 2007 OBJECTIVES 1. Seek funding sources to continue the scattered site housing program. 2. Continue the dialog and education process to provide a better understanding of housing trends and needs in Maplewood. 3. Identify future sites and funding sources for redevelopment opportunities. 4. Continue staff support and leadership in the redevelopment areas throughout the City of Maplewood. 5. Commence work on the revision to the comprehensive plan to be complete by 2008. 6. Continue to enhance /improve city council and advisory board e- packets. 7. Continue contractor training program for residential and commercial builders. 8. Maintain planning intern program. 9. Complete a survey of all city -owned buildings for building maintenance and capital improvements. 10. Pursue the Twin Cities Capitol Community Fund program for redevelopment opportunities. 11. Sustain preventive maintenance program for all city buildings. 12. Maintain the level of environmental health inspections to protect the citizens of Maplewood. 13. Hire a Code Enforcement Officer and implement a proactive code enforcement program. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: ADMINISTRATION DEPARTMENT: COMMUNITY DEVELOPMENT PROGRAM MISSION To provide administrative and clerical support to the divisions within the Community Development Department and the fire marshal's office. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $330,886 $347,808 $384,500 $395,860 Commodities 11,464 10,069 9,970 10,130 Contractual Services 55,484 79,232 84,340 87,760 Other 1 83 0 0 Total $397,835 $437,192 $478,810 $493,750 Percent Change 9.4% 9.9% 9.5% 3.1% Staff Hours No. of Employees (FTE) 5.33 5.40 5.40 5.30 BUDGET COMMENTS The increase in personal services is due to pay increases and an increase in the cost of benefits. The increase in contractual services is due to higher costs for internal I.T. charges. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: ADMINISTRATION DEPARTMENT: COMMUNITY DEVELOPMENT 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTSIWORKLOAD Council agenda reports 139 145 125 130 Number of proposed 58 50 45 45 development surveys sent EFFECTIVENESS INDICATORS Number of proposed development survey NA 250 200 200 responses Percent of development projects approved by city 95% 98% 98% 98% council COMMENTS Resident surveys are sent with every development application. Responses are tracked and included in City Council agenda reports. Note: Estimated population according to the Community Development Department is as follows: 2004 — 35,892 2005 — 36,235 2006 — 36,981 2007 — 37,701 CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: BUILDING INSPECTIONS DEPARTMENT: COMMUNITY DEVELOPMENT PROGRAM MISSION To administer the state building code and related ordinances to safeguard life or limb, health, property and public welfare by regulating and controlling the design, construction, quality of materials, use and occupancy, location and maintenance of all building and structures within the City of Maplewood. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $375,942 $424,897 $495,680 $477,910 Commodities 1,004 4,913 1,480 1,500 Contractual Services 105,468 110,172 124,640 84,310 Capital Outlay 7,741 0 0 0 Total $490,155 $539,982 $621,800 $563,720 Percent Change 24.2% 10.2% 15.2% -9.3% Staff Hours No. of Employees (FTE) 4.95 4.95 5.95 5.45 BUDGET COMMENTS The decrease in personal services is due to moving 50% of the cost of the Building Official to the Administration program to cover his new duties as interim Community Development Director. The decrease in contractual services is due to completing more of the inspections in house instead of paying an outside contractor. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: BUILDING INSPECTIONS DEPARTMENT: COMMUNITY DEVELOPMENT 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTSIWORKLOAD Revenue generated $1,017,353 $1,664,139 $1,382,710 $1,382,710 Number of permit apps. 3,315 3,218 3,300 3,400 Number of plan reviews 1,112 1,011 1,200 1,200 Number of inspections 9,472 11,432 13,000 13,000 EFFICIENCY MEASURES Average time to issue 5 days 5 days 5 days 5 days residential permit Average time to issue 20 days 20 days 20 days 20 days commercial permit Percentage of inspection 98% 98% 98% 98% completed within 24 hours COMMENTS It is difficult to project the number of residential permits for 2007 until Gladstone and Carver Crossing unit counts are known. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: BUILDING OPERATIONS DEPARTMENT: COMMUNITY DEVELOPMENT PROGRAM MISSION To provide a clean, well - maintained and comfortable environment for building users of the city hall, public works building and park maintenance building. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $0 $0 $0 $193,800 Commodities 0 0 0 45,320 Contractual Services 0 0 0 367,780 Capital Outlay 0 0 0 0 Total $ 0 $ 0 $ 0 $606,900 Percent Change 0% 0% 0% 100% Staff Hours No. of Employees (FTE) 0 0 0 3.23 BUDGET COMMENTS This program was in the Executive Department prior to 2007. The increase in contractual services is due to an increase in the cost of utilities and building maintenance costs for the Public Works Building ($47,200) and City Hall ($44,800). The additional 0.23 full -time equivalent employee is due to the addition of a part -time Building Custodian who will work 25 hours per week (0.625 FTE) and the allocation of 40% of the Chief Building Engineer to the Community Center budget. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: BUILDING OPERATIONS DEPARTMENT: EXECUTIVE 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Number of work orders * 608 800 850 Number of vendor calls * 1,348 1,350 1,350 Service calls * 55 25 25 Number of janitorial tasks * 58,926 60,000 70,000 complete EFFECTIVENESS INDICATORS Percent of customer ratings 82% 85% 85% that were good or excellent Cost per sq. ft. vendor calls * $36.72 $71.94 $71.94 Cost per sq. ft. staff tasks * $7.47 $6.82 $8.20 COMMENTS Number of work orders relates to help desk requests from city staff. Vendor and service calls relate to outside contractors or assistance. Janitorial tasks include daily upkeep but also carpet cleaning and other seasonal building cleaning activities. * Indicates data not available CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: CODE ENFORCEMENT DEPARTMENT: COMMUNITY DEVELOPMENT PROGRAM MISSION To protect citizens through inspections, complaint investigations, and enforcement of local ordinances, state rules and regulations, and public health. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $ 10,679 $30,593 $27,130 $112,620 Commodities 104 0 0 5,500 Contractual Services 240 139 0 5,960 Capital Outlay 0 0 0 16,000 Total $11,023 $30,732 $27,130 $140,080 Percent Change 100% 178.8% - 11.7% 416.3% Staff Hours No. of Employees (FTE) 0 .80 .30 1.73 BUDGET COMMENTS A percentage of time for the full -time fire fighters is being allocated here to account for time spent enforcing the city code. Their allocation has decreased based on a review of actual hours worked in this program. The 2007 budget includes two new positions: a full -time Code Enforcement Officer and a part - time Office Specialist. Capital outlay of $16,000 is for a vehicle for the new Code Enforcement Officer. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: CODE ENFORCEMENT DEPARTMENT: COMMUNITY DEVELOPMENT 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTSIWORKLOAD Total number of complaint 882 700 500 575 cases inspected Total number of complaint cases that were referred to 8 5 5 3 the Admin /Judicial process Total number of re- 882 650 500 575 inspections EFFECTIVENESS INDICATORS Total number of complaint cases that required a notice 882 700 500 500 of violation letter Total number of complaint cases resolved through the 8 5 5 5 Admin /Judicial process Total number of complaint 874 675 645 545 cases resolved Total number of complaint 0 5 5 5 cases pending COMMENTS Number of cases inspected has decreased in 2006 because our proactive city "sweep" program will not be conducted in 2006. This included a city survey of junk vehicles and trash yards. Proactive campaign was suspended in order to do life safety inspections of commercial buildings. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: ENVIRONMENTAL HEALTH DEPARTMENT: COMMUNITY DEVELOPMENT PROGRAM MISSION To protect citizens through inspections, complaint investigations, and enforcement of local ordinances and state rules and regulations related to food, lodging, and public health. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $40,496 $16,854 $34,420 $40,560 Commodities 199 129 770 780 Contractual Services 2,200 12,172 2,870 2,330 Total $42,895 $29,155 $38,060 $43,670 Percent Change (37.8)% - 32.0% 30.5% 14.7% Staff Hours No. of Employees (FTE) .75 .25 .60 0.60 BUDGET COMMENTS The increase in personal services is due to increases in the payrate and the cost of benefits. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: ENVIRONMENTAL HEALTH DEPARTMENT: COMMUNITY DEVELOPMENT 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTSIWORKLOAD Number of restaurant 235 180 200 210 inspections Number of public health 45 37 40 35 violations Number of itinerant food sales 66 67 75 75 inspections EFFECTIVENESS INDICATORS Number of restaurant re- 45 50 50 40 inspections Number of hours on food sales inspections 460 470 510 510 COMMENTS It is anticipated that the number of restaurant inspections will increase slightly with the new developments at the Maplewood Mall. Through increased public health instructions, the number of violations and need for re- inspections will decrease. However, Maplewood Mall experiences high turn- over with the food court which may require more education & re- inspections. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: PLANNING DEPARTMENT: COMMUNITY DEVELOPMENT PROGRAM MISSION To facilitate the implementation of the comprehensive land use plan, special land use studies and development review. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $146,803 $156,145 $176,160 $192,100 Commodities 54 2684 50 50 Contractual Services 23,212 25,448 32,760 32,760 Total $170,069 $184,277 $208,970 $224,910 Percent Change (18.0)% 8.4% 13.4% 7.6% Staff Hours No. of Employees (FTE) 2.00 2.00 2.00 2.00 BUDGET COMMENTS The increase in personal services is due to pay increases and an increase in the cost of benefits. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: PLANNING DEPARTMENT: COMMUNITY DEVELOPMENT 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTSIWORKLOAD Revenue generated $67,039 $66,964 $67,020 $67,020 Number of development 69 90 75 80 applications Number of building permit 335 550 500 700 reviews EFFECTIVENESS INDICATORS Average # of hours to do 2 2 2 building permit reviews Average # of days to do 60 60 60 development reviews COMMENTS These outputs reflect the number of building permits reviewed by city planners and the staff time needed to complete the review. * Indicates data not available CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: REDEVELOPMENT DEPARTMENT: COMMUNITY DEVELOPMENT PROGRAM MISSION To revitalize and reinvest in housing stock and commercial properties to create economical, viable and diversified neighborhoods for the changing population. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $ 17,157 $17,439 $ 0 $ 0 Total $17,157 $17,439 $ 0 $ 0 Percent Change NIA 1.6% NA NA Staff Hours No. of Employees (FTE) 0 0 0 0 BUDGET COMMENTS Expenditures for redevelopment are normally in the capital improvement portion of the budget. The 2005 expenditures listed above were for staff time spent on redevelopment planning. It is anticipated that staff time will be expended but may be charged back to specific projects. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: REDEVELOPMENT DEPARTMENT: COMMUNITY DEVELOPMENT 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTSIWORKLOAD Assessed Market Value — before redevelopment N/A N/A N/A $1,525,500 Tourist Cabins Site EFFECTIVENESS INDICATORS Market Value — after redevelopment N/A N/A N/A $3,375,000 Tourist Cabins Site COMMENTS On July 10, 2006 the City Council approved the first phase of the Gladstone Redevelopment project which includes the Tourist Cabins site. Together 1410 Call September 22, 2006 TO: City Council FROM: Greg Copeland City Manager RE: Historical Preservation Commission Agenda Item D2 The attached memorandum from Lois Behrn, Staff Liaison Uo the Historical Preservation Commission, indicates the Commission's recommendation that Peter Bou|uy be appointed to the last remaining commission vacancy. Ihave scheduled him io appear for uu interview at 6:30 pmcmOctober 9,3006 after your workshop- Terms mf appointment are for three years according to City of Maplewood Ordinance No. Peter Boulay's application is attached, OFFICE OFr THE CITY MANAGER 651-249-2051 FAX: 651-249-2059 CITY OF MAPLEWOOD 1830 COUNTY ROAD B EAST MAPLEWOOD, MN 55109 7 TO: Mayor Longrie Councilmembers Cave, Hjelle, Juenemann, Rossbach Interim City Manager Copeland FROM: Lois Behm, Staff Liaison DATE: September 18, 2006 SUBJECT: Commission Applicant Attached is a copy of Peter Boulay's application for appointment to the Maplewood Historic Preservation Commission. The members of the Commission are very pleased that Pete is willing to serve on the Historic Preservation Commission, He was a prime mover in establishment of the original Historical Commission, serving initially as a member and later as chair. When the Historical Commission was created by Council ordinance, its primary purpose was to establish a historical society with the purpose of preserving the history of Maplewood and its surrounding area. The Maplewood Area Historical Society was launched in 1997, with Peter Boulay as its first President, and has steadily increased its membership and accomplishments. Pete worked tirelessly and was responsible for much of the success of Maplewood's 40th anniversary celebration in 1997. He is very interested in again working with the City Council and Staff as well as residents, businesses and civic organizations, including this Commission and the Historical Society in making the 50th Anniversary another successful event. On behalf of the members of the Historic Preservation Commission, I am recommending appointment of Peter Boulay as the seventh member of the Commission. CITY OF MAPLEWOOD BOARDS AND COMMISSIONS APPLICANT INFORMATION FORM NAME, Z Ks C) \ C ADDRESS 010 � 0 - 4 1 �— C. PHONE NO. Work: Home: DATE 1) How long have you lived in the City of Maplewood? Li tv- 2) Will other commitments make regular attendance at meetings difficult? Yes No Comments: 3) On which Board or Commission are interested in serving? (please check) Community Design Review Board Park & Recreation Commission Housing & Redevelopment Authority Planning Commission Human Relations Commission Police Civil Service Commission Envirom Committee Historic Preservation Commission 4) Do you have any specific areas of interest within this Board's or Commission's scope of responsibilities? 00 W 5) List other organizations or clubs in the Community in which you have been or are an active participant: A q k�e�6 3 k ('O- a, 4 ` S r N C-41A SO C- P- tS-k-t Cj 6) Why would you like to serve on this Board or Commission? CA - Vex ,4 - 7 S IN L4�0 13 1-1 �SAj ; L ADDIUONAL COMMENTS- THE INFORMATION CONTAINED IN THIS APPLICATION SHALL HE CLASSIFIED AS PUBLIC EXCEPT FOR ROME AND WORK TELEPHONE NUMBERS. Return Or Mail this application to: City Of Maplewood, 1830 County Road B East, Maplewood, MN 55109 &- Co-miu4rj- APP)iC31iondoe 03f1 610t