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HomeMy WebLinkAbout2006 10-23 500 CMWAGENDA CITY COUNCIL/MANAGER WORKSHOP Monday, October 23, 2006 Council Chambers, City Hall 5:00 p.m. A. CALL TO ORDER B. ROLL CALL C. APPROVAL OF AGENDA D. NEW BUSINESS Public Works Department 2007 Budget E. ADJOURNMENT Agenda Item D1 AGENDA REPORT TO: Greg Copeland, Interim City Manager FROM: Charles Ahl, Pubic Works Director /City Engineer SUBJECT: Public Works Department — 2007 Budget Presentation DATE: October 19, 2006 INTRODUCTION The Public Works Department is scheduled for review of our budget proposals for Monday, October 23� Council — Manager Workshop. Attached are pages from the budget and a new organization chart. We will be reviewing each of the programs, our goals and performance issues, along with spending time reviewing some of the new issues and project plans for 2007 and beyond as they impact the Public Works Department. Background The Public Works Department will be experiencing a substantial realignment as proposed as part of the 2007 Budget. New programs for the Nature Center, Park Maintenance and Open Space are shown within the Public Works Department as a transfer from the Parks and Recreation Department. These three new programs indicate a major increase in the overall management within the department, but each proposed revision provides for a new alignment of functions. This alignment will provide a continuation of the cooperative efforts between the Nature Center and Open Space with the Environmental Program within Public Works; while the Park Maintenance personnel will continue to share personnel and resources with the Public Works maintenance personnel. We hope to use the first segment of our time to review each of the programs as noted below: • Public Works Administration • Engineering, with a brief summary of the revenue generated by these personnel • Fleet Management • Nature Center — this is a new program to Public Works in 2007 • Open Space Management — this is a new program to Public Works in 2007 • Park Maintenance — this is a new program to Public Works in 2007 • Recycling Program • Sanitary Sewer Operations • Snow and Ice Control • Storm Sewer Maintenance • Street Lights and Signals • Street Maintenance • Street Sweeping • Transit Operations We will be reviewing the diversity of financing within the public works department and the various programs along with the various revenue sources that the Public Works Department is responsible for achieving. Following a review of the financial impacts and plans, we will use our time to discuss issues with the future needs for our environmental programs, capital improvements program, right of way control ordinance, an erosion control ordinance and the need to continue pursuing outside funding for the overall transportation system that serves Maplewood. Discussion The attached organization chart shows the revisions necessary to meet the overall goals of an efficient Public Works Department. The original proposals for Public Works proposed the elimination of a part -time office specialist along with no investment into the seal coating program. These cuts were necessary to meet the Council's goal of operating programs at the 2006 funding level. The addition of the Nature Center, Open Space and Parks Maintenance programs to the Public Works Department should provide for some additional efficiencies in 2007 that may allow for some reallocation of expenses that are not shown within the budget document. We are currently exploring the following options: Re- establishment of the Office Specialist position to be shared between Public Works and the Nature Center. We anticipate additional revisions might be available to reduce or eliminate any major revisions to the Nature Center hours of operations. Sharing of a Park Maintenance employee on a 50 -50 basis between Parks Maintenance and Street /Storm Sewer /Sanitary Sewer Maintenance. This would be done through anticipated attrition as a number of maintenance employees are anticipated to retire in 2007. Re- classification of the Environmental Manager position to include duties associated with an Assistant Public Works Director position. This would include supervision of the Lead Nature Center Naturalist and the Open Space Coordinator. The Assistant Public Works Director would not directly supervise the Assistant City Engineer, Utility /Fleet Superintendent, Street Superintendent, or Parks Maintenance Foreman, but would assist the Director in coordinating operations within the expanded Public Works Department. The proposed changes /additions to Public Work's Programs will have some impacts to the operation in 2007. The program realignments are something that has been discussed for a number of years to better align functions. We expect 2007 to be a year of transition that will require additional changes during the year to better accomplish the overall program and department goals. Recommendation This is a review session with the Council. No action is required. CITY OF MAPLEWOOD PUBLIC WORKS DEPARTMENT ORGANIZATION CHART Public Works Diredort City Engineer Utilty & Fleet Superintendent Mechanic Utility Administrative Open Space Crew Chief Crew Chief Assistant Coordinator Mechanics I Persons Maintenance Office Specialist StreeUStorm Sewer Superintendent Storm Chief Street Senior Crew Chief I m l Crew Chief Engineering Technicians Maintenance Persons Park Maintenance Foreman stant Public Works Directors Environmental Manager Public YVorks Nature Center Operations Lead Naturalist Analyst Naturalists Assistant City Engineer Civil Engineering Engineer 11 Technicians Civil Engineer I Staff '■ i • � i � 1 s s an plej =k IK#Ti Total By Program Sanitary Sewer Operations 39% Recycling Program 4% Park Maintenance 10% Open Space Management 1 % Nature Center —/ / 2% Fleet , ' ' Transit Management- Engineering Administration � Operations 7% 9 J A 0.3% Total By Classification Contractual Services 44% Commodities 4% Snow and Ice Control 3% Storm Sewer - Maintenance 10% Street Lights & Signals 2% Street - Maintenance 7% Street Sweeping 2% Capital Outlay and Depreciation 8% Personal Services 40 % Other Charges 4% CITY OF MAPLEWOOD, MINNESOTA PUBLIC WORKS DEPARTMENT EXPENDITURE SUMMARY Total By Classification Personal Services 2,320,241 2,439,043 2006 4,025,550 PERCENT Commodities 2004 2005 ORIGINAL 2007 OVER(UNDER) Total By Program ACTUAL ACTUAL BUDGET BUDGET 2006 BUDGET Administration $412,812 $398,888 $353,070 $363,960 3.1% Engineering 714,575 703,454 806,390 852,580 5.7% Fleet Management 605,213 601,816 581,880 720,370 23.8% Nature Center 0 0 0 232,160 N/A Open Space Management 0 0 0 57,110 N/A Park Maintenance 0 0 0 981,610 NIA Recycling Program 326,554 348,029 396,810 405,920 2.3% Sanitary Sewer Operations 3,226,962 3,652,559 3,702,650 3,928,970 6.1% Snow and Ice Control 259,367 232,123 280,140 317,170 13.2% Storm Sewer Maintenance 665,472 927,081 874,420 1,039,250 18.9% Street Lights & Signals 145,699 134,084 179,310 182,540 1.8% Street Maintenance 771,329 683,053 746,600 689,180 -7.7% Street Sweeping 173,275 171,237 201,200 181,190 -9.9% Transit Operations 34,199 32,062 39,020 32,920 - 15.6% Totals 7,335,457 7,884,386 8,161,490 9,984,930 22.3% Total By Classification Personal Services 2,320,241 2,439,043 2,623,730 4,025,550 53.4% Commodities 296,712 324,347 377,250 423,390 12.2% Contractual Services 3,349,338 3,813,649 3,853,320 4,316,900 12.0% Capital Outlay and Depreciation 980,204 912,689 902,680 796,020 -11.8% Other Charges 388,962 394,658 404,510 423,070 4.6% Totals 7,335,457 7,884,386 8,161,490 9,984,930 22.3% Total By Fund General Fund 2,337,981 2,049,580 2,225,220 3,489,300 56.8% Sewer Fund 3,226,962 3,652,559 3,702,650 3,928,970 6.1% Environmental Utility Fund 838,747 1,098,318 1,075,620 1,257,830 16.9% Recycling Program 326,554 348,029 396,810 405,920 2.3% Street Light Utility Fund 0 134,084 179,310 182,540 1.8% Fleet Management Fund 605,213 601,816 581,880 720,370 23.8% Totals $7,335,457 $7,884,386 $8,161,490 $9,984,930 22.3% Number of Employees (FTE) 33.86 33.35 34.90 45.60 30.7% MISSION STATEMENT To maintain a strong infrastructure of streets, storm sewer and sanitary sewer systems. 2007 OBJECTIVES Begin implementation of Gladstone Redevelopment projects. 2. Continue the Street Reconstruction program with an emphasis on finding alternative methods to increase infrastructure replacement planning. 3. Begin environmental planning for implementation of the non- degradation plan for the storm sewer drainage system; included within this program is a major upgrade in construction site erosion control enforcement. 4. Maintain levels of preventive maintenance on sewer, streets, storm sewer at current levels. 5. Implement a Sidewalk Management Plan. 6. Continue Infiltration /Inflow Reduction Program for sanitary sewer system. 7. Implement a right -of -way ordinance. 8. Begin planning and design for major project to expand White Bear Avenue between Radatz and County Road D. 9. Expand use of public works website for maintenance and engineering. 10. Continue to redefine the nature center mission statement and role in relationship to the ever changing environmental focus within the city including use of Environmental Utility Fund monies and support role to public works National Pollutant Discharge Elimination System and environmental planner. 11. Work with the Friends of the Parks group, a new 501 C -3 organization, to solicit financial and political support for open space and the nature center. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: ADMINISTRATION DEPARTMENT: PUBLIC WORKS PROGRAM MISSION To provide accurate and timely administrative, clerical and financial support services for public works programs and to handle service requests, complaints and inquiries from the public in a courteous & helpful manner. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $232,118 $240,037 $232,330 $243,190 Commodities 15,835 11,925 11,560 11,740 Contractual Services 99,171 146,896 109,180 109,030 Capital Outlay 65,723 0 0 0 Other Charges ( 35 ) 30 0 0 Total $412,812 $398,888 $353,070 $363,960 Percent Change 27.7% -3.4% (11.5)% 3.1% Staff Hours No. of Employees (FTE) 2.60 2.50 2.25 2.20 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: ADMINISTRATION DEPARTMENT: PUBLIC WORKS 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Council agenda reports 165 139 185 204 Informational mailings 39 58 60 82 Active projects 56 56 61 63 Neighborhood meetings 11 11 12 18 Web Page Updates 104 125 135 Permits Issued 498 490 495 E -mails to web site requiring 34 48 72 follow -up EFFECTIVENESS INDICATORS Hits to PW Web Page 17,700 18,000 20,000 COMMENTS With the number of active projects increasing each year, the pressure on the administrative staff within public works increases. During 2007 a number of neighborhood meetings will be added to the schedule for the various projects that will need public involvement. As a result, the necessary updates to the web page are becoming a major task, as the public's and residents' desire for information is ever expanding and the need for quicker and higher quality updates is ever increasing. *Indicates data not available CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: ENGINEERING DEPARTMENT: PUBLIC WORKS PROGRAM MISSION Provide technical support and design services for a strong infrastructure of streets, storm sewer management, sanitary sewer and water systems. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $652,941 $658,625 $764,600 $810,250 Commodities 5,357 7,058 5,600 5,360 Contractual Services 48,595 37,771 36,190 36,970 Capital Outlay 7,682 0 0 0 Total $714,575 $703,454 $806,390 $852,580 Percent Change 2.6% -1.6% 14.6% 5.7% Staff Hours No. of Employees (FTE) 8.05 8.42 9.37 9.00 BUDGET COMMENTS The increase in personal services is due to pay increases and an increase in the cost of benefits. An additional increase is reflected in overtime hours due to the large increase in projects requiring added time for design and inspection. Billable hours and engineering revenue will increase because more time will be chargeable to public improvement projects. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: ENGINEERING DEPARTMENT: PUBLIC WORKS 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTSIWORKLOAD Revenue generated $901,396 $966,024 $1,002,000 $1,047,000 Improvements (engineered in- $3.0 mil $ 3.9 mil $4.9 mil $4.7 mil house only) Improvements (in -house and $15.7 mil $ 11.2 mil $8.6 mil $11.8 mil consultants) Billable Hours 12,655 12,859 12,687 14,503 Total staff hours available 25,289 22,726 24,644 26,828 EFFECTIVENESS INDICATORS Staff utilization rate 50% 57% 52% 54% Percent of improvement costs 19% 35% 57% 40% engineered in -house Engineering as a % of Construction costs 28% 28% 26% 26 %* (In -House Projects) Engineering as a % of construction costs 41% 41% 36% 36 %* (Consultant Projects) COMMENTS The engineering program remains a revenue - producing program. The costs of this program are exceeded by the revenue paid to the General Fund generated by the entire staff within this program. The program continues to maintain a utilization rate in excess of 50% for the staff, which shows the program is continuing a high staff assignment rate to projects. Engineering is beginning to see a trend toward a growth in the percentage of projects being completed by outside consultants. The 26% engineering cost for projects indicates efficiency in delivery; however the growth of the project volume is showing in the growth of the percentage engineered internally, but also reflected in the consultant percentage on construction projects, which are typically a more difficult and time - consuming process. * Based on past 4 year averages. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: FLEET MANAGEMENT DEPARTMENT: PUBLIC WORKS PROGRAM MISSION To maintain and repair the vehicles and equipment fleet so that other departments can perform their public services. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $241,313 $215,919 $227,680 $255,360 Commodities 98,714 131,430 91,290 143,000 Contractual Services 48,155 38,943 51,820 122,510 Depreciation 210,968 211,794 210,970 198,820 Other Charges 6,063 3,730 120 680 Sub -Total $605,213 $601,816 581,880 $720,370 Less charges to other depts. (675,579) (648,119) (645,380) (779,990) Net Total ($70,366) ($46,303) ($63,500) ($59,620) Percent Change (79.7)% 34.2% (37.1)% 6.1% Staff Hours No. of Employees (FTE) 3.83 3.50 3.50 3.50 BUDGET COMMENTS The increase in personal services is due to pay increases and an increase in the cost of benefits. Contractual services and commodities increases are due to increased expenses for aging equipment and a substantial increase in fuel cost (nearly 50% in the past two years). Capital outlay includes a one ton dump truck ($48,610), a street sweeper ($139,520), lawn mower ($53,250) a one ton stake truck ($33,490), two skid steers ($63,690), and two half -ton pickups ($37,220). CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: FLEET MANAGEMENT DEPARTMENT: PUBLIC WORKS 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Total vehicles in fleet 256 257 257 260 Hours on work orders 3,780 3,349 4,250 4,600 Total staff hours 4,845 4,557 5,416 5,416 Number of work orders 1,049 1,145 1,200 1,250 Average age of equiplveh. 7.69 8.24 8.50 8.65 EFFECTIVENESS INDICATORS Percent of chargeable time 78.0% 73.5% 78.5% 84.9% Work orders 1 vehicle 4.10 4.46 4.67 4.81 COMMENTS This program is showing that the average age of the fleet is increasing and the average work order per vehicle is increasing at nearly the same rate. The reduction in staff hours in 2005 was due to a need to transfer a mechanic to the streets division due to a man -power shortage within the Public Works Department. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: NATURE CENTER DEPARTMENT: PUBLIC WORKS PROGRAM MISSION To enhance awareness and understanding of the land, water and wildlife resources; to empower the community to become stewards of the environment. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $0 $0 $0 $188,400 Commodities 0 0 0 13,170 Contractual Services 0 0 0 30,590 Capital Outlay 0 0 0 0 Other Charges 0 0 0 0 Total $0 $0 $ 0 $232,160 Percent Change 0% 0% 0% 100% Staff Hours No. of Employees (FTE) 0 0 0 2.9 BUDGET COMMENTS This program was in the Parks and Recreation Department prior to 2007. The movement of this program to Public Works will help to address the elimination of the part -time Office Specialist position, originally proposed for budget reduction measures. In 2007, $37,390 of the Nature Center budget will be financed by the Environmental Utility Fund. This change is due to the water - related education projects that the Nature Center staff provides. These projects meet the requirements of the National Pollutant Discharge Elimination System. Program fees will be increased and a Friends of the Nature Center fundraising group has been formed. The tax dollar is stretched by sharing staff, services and publicity with agencies such as Ramsey County and Ramsey /Washington Watershed District, along with leveraging the work of volunteers. Over $50,000 of time has been donated by individuals and service groups such as Century College, Eagle Scouts, community groups and local schools. The local school partners have helped plant several thousand plants in city rain gardens this year. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: NATURE CENTER DEPARTMENT: PUBLIC WORKS 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTS /WORK LOAD Environmental education programs held at the Nature 294 242 250 245 Center & Preserves Number of households in neighborhood targeted for 85 623 500 500 buckthorn removal NUMBER OF RAIN GARDENS 335 374 409 466 EFFECTIVENESS INDICATORS Total number of program 22,000 19,649 19,000 19,000 participants and visitors Cubic yards of buckthorn 50 70 140 150 removed from target area Percentage of participants who are Maplewood citizens that has attended a 50% 38% 40% 40% neighborhood wilds or landscape seminar. COMMENTS The nature center's number one focus is public education and enhancement of Maplewood's urban environment. Scheduled community programs include adult seminars, neighborhood outreaches such as National Night Out, family programs, school outreaches, preschool, scout, birthday parties, etc. Most programs last 1 12 to 2 hours and may include anywhere from 10 to 70 participants. Citywide buckthorn removal program has increased in participation and removal annually. Maplewood residents are targeted with our Native Landscaping seminars, our demonstration rain gardens and sustainable backyard ideas as much as possible with special events like the Monarch Garden Party, garden tours, pruning workshops and rain water garden classes. Visitors are given information on programs and classes offered at the nature center. Many visitors return with their family and friends to attend programs and classes. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: OPEN SPACE DEPARTMENT: PUBLIC WORKS MANAGEMENT PROGRAM MISSION To provide for the preservation and conservation of ecological systems /natural resources and open space within the city. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $0 $0 $0 $22,560 Commodities 0 0 0 5,580 Contractual Services 0 0 0 28,970 Capital Outlay 0 0 0 0 Total $ 0 $ 0 $ 0 $57,110 Percent Change 0% 0% 0% 100% Staff Hours No. of Employees (FTE) 0 0 0 .3 BUDGET COMMENTS This program was in the Parks and Recreation Department prior to 2007. The decrease in personal services is due to a change in allocation of the Open Space Naturalist from 40% to 30% for this program. In 2007, the balance of the position will be allocated to the Engineering program (20 %) and the Storm Sewer Maintenance program (50 %). CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: OPEN SPACE DEPARTMENT: PUBLIC WORKS MANAGEMENT 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTSIWORK LOAD Master plans completed 2 0 2 2 Planting projects completed 2 3 1 2 Acres of sites receiving active 40 36 50 40 management Miles of trail developed and/or 5 5 6 7 maintained EFFECTIVENESS INDICATORS Percentage of participants in master plan meetings 90% N/A 75% 90% satisfied with process and plan Percentage survival of new 80% 80% 85% 85% plants by end of season EFFICIENCY MEASURES Acres managed per employee 270 270 270 270 COMMENTS Planting projects vary greatly from year to year. In 2005, 20 acres at Prairie Farm were overseeded and Kohlman Creek rain basins were seeded. In 2006, the entry garden at Priory Preserve was planted. 2007 projects will include overseeding at the Priory Preserve and planting a buffer at Jim's Prairie Preserve. Active management includes buckthorn removal, mowing, brush cutting, overseeding, and herbiciding. There are sections of paved or limerock trail at five preserves. Trails are mowed at four sites. Remaining sites have foot paths that are not maintained. Participants were pleased with the process and plans developed in 2004 for Priory and Applewood Preserves. Program highlights for 2007 include plans to coordinate with County Work Farm forces to enhance open space work programs. We hope to address, in 2007, previous concerns where plantings in the preserves have received very little care which limits survival to 80 % -85 %. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: PARK MAINTENANCE DEPARTMENT: PUBLIC WORKS PROGRAM MISSION To preserve and maintain the parks, preserves and campus grounds in a safe, clean and attractive condition for our city residents and visitors. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $0 $0 $0 $623,050 Commodities 0 0 0 64,550 Contractual Services 0 0 0 294,010 Capital Outlay 0 0 0 0 Total $ 0 $ 0 $ 0 $981,610 Percent Change N/A N/A N/A 100% Staff Hours No. of Employees (FTE) 0 0 0 8 BUDGET COMMENTS This program was in the Parks and Recreation Department prior to 2007. The increase in personal services is due to pay increases and an increase in the cost of benefits. The decrease in commodities is due to lower anticipated costs for supplies and maintenance materials. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: PARK MAINTENANCE DEPARTMENT: PUBLIC WORKS 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Number of acres mowed 271 245 240 250 Number of times athletic 1,900 1,900 1,800 1,900 fields maintained Number of work orders for 27 30 42 50 removal of graffiti EFFECTIVENESS INDICATORS Percent of citizens rating the appearance of parks and 88% 85% 85% recreation activities as good or excellent Percent of citizens rating the safety of parks and recreation 85% * 80% 75% facilities as good or excellent COMMENTS The major priority for park maintenance is to keep the parks well maintained. A conscious effort is being made to reduce mowing acreage annually with the creation of more natural areas. The athletic field markings have remained at a very steady, consistent level over the past four years. The numbers remain the same, but the types of fields that are being maintained and marked is quite different. In prior years, the maintenance and marking of baseball fields was a priority, as contrasted with soccer and lacrosse fields in the last two and future years. The park maintenance division has a standard policy to remove all graffiti within 24 -hours of being reported. This includes evenings and weekends, where we have seen increases in graffiti and vandalism to parks. The park maintenance division received one of the highest rankings not only locally, but nationally, for the appearance of the city's parks. This includes the issue of safety as well. The one concern experienced by staff is that although our parks are extremely safe, there is a continual fight with the "perception" that danger lurks around each tree or piece of playground equipment. Park maintenance should be enhanced in 2007 with the combination of cooperative work with Public Works maintenance personnel. * Indicates data not available CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: RECYCLING DEPARTMENT: PUBLIC WORKS PROGRAM MISSION To manage the solid waste and recycling programs to ensure compliance with state rules and regulations. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $23,350 $27,086 $24,950 $38,860 Commodities 3,348 6,368 4,330 4,400 Contractual Services 265,335 279,183 331,880 325,350 Other Charges 34,521 35,392 35,650 37,310 Total $326,554 $348,029 $396,810 $405,920 Percent Change 3.4% 6.6% 14.0% 2.3% Staff Hours No. of Employees (FTE) .25 .25 .25 .35 BUDGET COMMENTS The increase in personal services cost is due to the allocation of 10% of the Operations Analyst to promote and administer the apartment recycling program. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: RECYCLING DEPARTMENT: PUBLIC WORKS 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Number of service complaints 75 41 71 40 Number of tons of materials 2,500 2,600 2,900 3,000 recycled EFFECTIVENESS INDICATORS Number of complaints per 1.1 1.1 1.1 1.1 1,000 customers Average number of tons .1 (125 Ibs) .1 (125 Ibs) .15 (150 Ibs) .15 (150 Ibs) recycled per household COMMENTS Service complaints were higher in 2006 due to the change in the recycling vendor. Now that the program changes have been in place for approximately 9 months, the number of complaints is decreasing. We continue to see an expansion of the amount of material recycled. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: SANITARY SEWER DEPARTMENT: PUBLIC WORKS OPERATIONS PROGRAM MISSION To clean, repair and operate the wastewater infrastructure to minimize interruptions to customers. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $390,611 $445,176 $467,670 $496,920 Commodities 19,575 32,624 23,190 23,630 Contractual Services 2,236,311 2,579,311 2,613,290 2,792,780 Depreciation 292,291 300,834 300,840 304,660 Other Charges 288,174 294,614 297,660 310,980 Total $3,226,962 $3,652,559 $3,702,650 $3,928,970 Percent Change (5.2)% 13.2% 1.4% 6.1% Staff Hours No. of Employees (FTE) 6.33 6.44 6.69 6.55 BUDGET COMMENTS The increase in personal services is due to pay increases and an increase in the cost of benefits. Sewage treatment is 61.6% of the total annual budget for this program and can fluctuate due to wet weather, resulting in high flow years and low flow years. Contractual services includes $111,760 in consulting fees for reducing infiltration and inflow into the sanitary sewer system. Capital outlay includes repair of fractured pipe ($100,000) and a lift station rehabilitation program ($50,000). CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: SANITARY SEWER DEPARTMENT: PUBLIC WORKS OPERATIONS 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTSIWORKLOAD Feet of sewer cleaned 315,741 305,435 308,000 308,000 Hours of sewer cleaning 616 555 560 560 Feet of sewer televised 76,726 0 0 50,000 Sumps Inspected 0 1,200 2,000 2,000 Total miles of sewer 153.0 153.5 153.5 153.5 Sewage volume(MG) 1,546 1,458 1,488 1,488 EFFECTIVENESS INDICATORS Percent of system cleaned 39.1% 37.7% 38.0% 38.0% Number of backup calls 57 42 35 40 Number of obstructions 4 5 4 5 EFFICIENCY MEASURES Feet cleaned per hour 512.5 550.3 550 550 COMMENTS The infrastructure replacement program expenditure is a success, helping to reduce backups. The work force has been short of one full time person throughout 2005 and 2006 and at times, due to worker injuries, has been two persons short. The department has not seen an increase in the number of backup calls, which typically is delayed by a few years. The department hopes to be at full strength in 2007 and should see an increase in the maintenance efforts and a subsequent drop in the number of expected backups. No contract televising was performed in 2005: funds were used to purchase equipment. The purchase of the camera in 2006 should add to the overall efficiency of operations and effectiveness in preventing sewer backups. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: SNOW AND ICE CONTROL DEPARTMENT: PUBLIC WORKS PROGRAM MISSION To provide safe winter driving conditions for the community through timely plowing and chemical applications by plowing a 4 -inch snowfall within 8 hours. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $107,238 $138,910 $147,430 $166,750 Commodities 47,989 24,264 61,930 67,830 Contractual Services 104,140 68,949 70,780 82,590 Total $259,367 $232,123 $280,140 $317,170 Percent Change NIA (10.5)% 20.7% 13.2% Staff Hours No. of Employees (FTE) 2.0 2.0 2.0 2.1 BUDGET COMMENTS The cost of personal services increased in part due to the re- allocation of 10% of the Storm Sewer Crew Chief. Commodities is higher because the cost of sand and salt has increased by 10 %. The increase in contractual services is due to higher internal rental charges for vehicles and equipment. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: SNOW AND ICE CONTROL DEPARTMENT: PUBLIC WORKS 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Hours of plowing and sanding 1,035 1,098 1,123 1,123 Number of plowing events 11 17 12 12 Hours of sanding only 368 555 500 500 Number of sanding events 13 25 20 20 Lane miles maintained 268 268 270 270 Inches of snowfall 42 42.8 40 40 EFFECTIVENESS INDICATORS Dollars per lane -mile $968 $866 $1,037 $1,175 EFFICIENCY MEASURES Avg. hours to plow event 7.44 7.59 7.75 7.75 Employee hours per sand 28.3 22.2 25 25 event COMMENTS This program remains very efficient. There has been a slight increase in the cost per lane -mile, but that issue is most likely related to fuel expenses and personnel cost increases. The department is slowly requiring additional time to plow the average snowfall of 4- inches, although much of that is due to the addition of cul -de -sacs and specific roadway improvements that slightly hinder operations. At this point, the increases do not appear significant. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: STORM SEWER DEPARTMENT: PUBLIC WORKS MAINTENANCE PROGRAM MISSION To protect the environment and public safety by providing an adequate storm water system and wetland management program that addresses and enhances the treatment of storm water runoff. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $206,275 $282,394 $275,110 $404,250 Commodities 20,477 33,652 78,540 54,800 Contractual Services 87,610 257,673 167,660 222,900 Depreciation 290,871 292,545 290,870 292,540 Other Charges 60,239 60,817 62,240 64,760 Total $665,472 $927,081 $874,420 $1,039,250 Percent Change 293059.5% 39.3% (5.7)% 18.9% Staff Hours No. of Employees (FTE) 3.65 4.09 3.69 5.0 BUDGET COMMENTS The increase in personal services and contractual services are due to additional hours required from the Maintenance Workers, Operations Analyst, Civil Engineer and Naturalist because of NPDES II requirements. Capital outlay consists of specialized equipment needed to maintain off -road structures and water bodies ($39,600 for a Bobcat Tool Cat). CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: STORM SEWER DEPARTMENT: PUBLIC WORKS MAINTENANCE 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTSIWORKLOAD Total water bodies 50 228 228 228 Water bodies inspected 5 146 99 175 Total outfalls 250 430 430 435 Outfalls inspected 50 285 119 175 Employee hours of inspection 250 176 85 275 EFFECTIVENESS INDICATORS Percent of devices 19% 66% 34% 53% maintained EFFICIENCY MEASURES Number of hours /device 4.5 .4 .4 .8 COMMENTS This program was new in 2004 and shows the growth of information, inspection and the dedication of personnel to the storm sewer program responsibilities. This is a major growth program as the requirements of the National Pollutant Discharge Elimination System (NPDES) Permit require additional inspections and maintenance activities to meet the storm water goals of the region. In 2007, a comprehensive storm water management digital mapping system will be developed. This will assist the City in gaining compliance with the "new" non - degradation requirements. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: STREET LIGHTS AND DEPARTMENT: PUBLIC WORKS SIGNALS PROGRAM MISSION To maintain and operate street lights and traffic signals. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Contractual Services $145,699 $134,009 $170,470 $173,200 Other Services 0 75 8,840 9,340 Total $145,699 $134,084 $179,310 $182,540 Percent Change (1.8)% (8.0)% 33.7% 1.8% Staff Hours No. of Employees (FTE) 0 0 0 0 BUDGET COMMENTS The 2007 budget is essentially the same as 2006. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: STREET LIGHTS AND SIGNALS OUTPUTSIWORKLOAD 2004 Actual DEPARTMENT: PUBLIC WORKS 2005 2006 2007 Actual Estimate Estimate Number of street lights 980 999 999 1,043 Number of traffic signals 45 45 46 47 EFFECTIVENESS INDICATORS Average cost per street light $149 $134 $179 $175 COMMENTS This program shows the growth in the number of street lights within the system. Costs were reduced in 2005 by going to a maintenance agreement program with Xcel and a joint agreement with the City of St. Paul. The increases in 2006 and 2007 are reflective of the increased energy cost for these systems. In the future money could possibly be saved with LED installation. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: STREET MAINTENANCE DEPARTMENT: PUBLIC WORKS PROGRAM MISSION To keep the city streets in a safe and good condition through timely maintenance. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $366,784 $331,302 $356,920 $325,020 Commodities 85,370 75,168 96,670 89,670 Contractual Services 206,506 169,067 193,010 274,490 Capital Outlay 112,669 107,516 100,000 0 Total $771,329 $683,053 $746,600 $689,180 Percent Change (43.1)% (11.4)% 9.3% (7.7)% Staff Hours No. of Employees (FTE) 5.30 4.30 5.30 4.45 BUDGET COMMENTS The decrease in personal services is due to the transfer of maintenance workers' hours to the Storm Sewer Maintenance program. The decrease in commodities is due to a $10,370 (34 %) decrease in the signs and signals costs. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: STREET MAINTENANCE DEPARTMENT: PUBLIC WORKS 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Total lane miles of streets 268 268 270 270 Lane miles assessed 268 0 90 90 Lane miles above 70 PCI * 163 169 174 179 Lane miles seal coated 11.2 8.8 4.4 4.4 Tonnage of repair material 1224 1270 1250 1200 EFFECTIVENESS INDICATORS Percent in good condition 61% 63% 64.5% 66% Percent seal coated 4.2% 3.3% 1.6% 1.6% Percent of system assessed 100% 0% 33.3% 33.3% COMMENTS Due to the increased cost of oil, the street department can expect a 50% reduction of the seal coat program. This has already impacted the bituminous materials fund with a 10% increase per ton. The investment in the City's road reconstruction program is shown in the mileage of streets expected to be above the good rating of 70 PCI. The goal of the department is to get at least 75% of our streets into a category of good within the next 3 -5 years. Benefits are already evident in the reduction of the amount of repair material needed on the City's roadways. This program is a long term investment in the infrastructure of the City of Maplewood. * PCI: Pavement Condition Index; (range 0 — 100) (70= acceptable; 100 =new road) CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: STREET SWEEPING DEPARTMENT: PUBLIC WORKS PROGRAM MISSION To provide clean streets and protect the environment through timely street sweeping with a goal of sweeping each street three times per year. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $99,611 $99,594 $127,040 $92,380 Commodities 47 1,858 4,140 4,210 Contractual Services 73,617 69,785 70,020 84,600 Total $173,275 $171,237 $201,200 $181,190 Percent Change NIA (1.2)% 17.5% (9.9)% Staff Hours No. of Employees (FTE) 1.85 1.85 1.85 1.25 BUDGET COMMENTS The decrease in personal services is due to a re- allocation of maintenance worker hours to Storm Sewer Maintenance in order to meet the requirements of NPDES II. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: STREET SWEEPING DEPARTMENT: PUBLIC WORKS 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTS /WORKLOAD Lane miles swept 952 871 958 958 Total lane miles 268 268 270 270 Employee hours sweeping 2,384 2,192 2,384 2,384 Tonnage collected 2,128 2,802 2,250 2,250 EFFECTIVENESS INDICATORS Times swept per year 3.5 3.25 3.5 3.5 1 St sweep completion date 4/20 4/27 4/21 4/30 EFFICIENCY MEASURES Cost per lane mile swept $182 $197 $210 $189 Cost per capita $4.83 $4.72 $5.44 $4.81 COMMENTS This program is maintaining a steady pace of implementation. The indicators show that the average date of completion of the first sweep is within the last 10 days of April which is a good timeframe. The department is maintaining the employee hours dedicated to this program and has been able to provide every street with at least 3 sweepings per year. The increased cost per mile lane is due to an increase in fuel and employee expenses. Note: Cost per capita is based on estimated population provided by the Community Development Department as follows: 2004 — 35,892 2005 — 36,285 2006 — 36,981 2007 — 37,701 CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: TRANSIT OPERATIONS DEPARTMENT: PUBLIC WORKS PROGRAM MISSION To provide safe, reliable and affordable public transportation for everyone in Maplewood, North St. Paul and Oakdale. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Contractual Services $34,199 $32,062 $39,020 $32,920 Total $34,199 $32,062 $39,020 $32,920 Percent Change N/A (6.2)% 21.7% (15.6)% Staff Hours No. of Employees (FTE) 0 0 0 0 BUDGET COMMENTS This budget is for city payments to Northeast Suburban Transit which is financed by the Metropolitan Council, rider fares and payments from the cities of Oakdale and North St. Paul. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: TRANSIT OPERATIONS DEPARTMENT: PUBLIC WORKS 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Ridership 76,096 89,510 91,000 94,000 Buses 4 4 4 4 EFFICIENCY MEASURES Subsidy per passenger $7.35 $5.47 $5.36 $5.20 COMMENTS This program is a payment to the Northeast Suburban Transit operations. The subsidy rate is decreasing showing a healthy program that is increasing in efficiency. This program services the cities of North St. Paul, Oakdale and Maplewood.