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Home My WebLink About2009 10-12 City Council Manager Workshop PacketAGENDA MAPLEWOOD CITY COUNCIL MANAGER WORKSHOP 5:00 P.M. Monday, October 12, 2009 Council Chambers, City Hall A. CALL TO ORDER B. ROLL CALL C. APPROVAL OF AGENDA D. UNFINISHED BUSINESS 1. 2010 Budget: a. Presentation Of Information Technology Department Budget Request b. Presentation Of Finance Department Budget Request c. Presentation Of Administration /Executive Department Budget Request E. NEW BUSINESS F. ADJOURNMENT THIS PAGE IS INTENTIONALLY LEFT BLAND Work Session Agenda Item D1 AGENDA REPORT TO: City Manager, Jim Antonen FROM: Charles Ahl, Assistant City Manager SUBJECT: City Council — Manager Work Session Meeting Topic: 2010 Budget — Presentations on Executive / Administration; Information Technology and Finance Department — Proposed Budget Programs DATE: October 8, 2009 INTRODUCTION The 2010 Budget discussion will continue on Monday, October 12 at 5:00 pm. The purpose of this meeting is for the Executive /Administration Department Budget Programs, Information Technology Department, and Finance Department Budget Programs to be presented to the Council for consideration and discussion. A packet of information on these programs is attached. Assistant City Manager Chuck AN will present first, followed by Information Technology Director Mychal Fowlds, and then Finance Director Bob Mittet will follow. Each will present their programs and proposed changes for 2010. At the September 28 Work Session on the Police and Fire Department budget presentations, a question was asked about the various columns titled on the detailed program expenditures. Following is an explanation of each category: 2010 Guideline: under this scenario, each Department Head was required to submit a budget at 98% of the 2009 allocation for that department, less reductions in personnel for vacant positions. In some circumstances, programs were decreased more than 98% of the 2009 budget, while the Department Head did have discretion to increase a program while decreasing a separate program by the corresponding amount, such that the overall department allocation was held at or less than 98% of the 2009 budget. This approach was used to develop the zero levy option and expenses under this category would be consistent if there is a zero levy increase. 2010 Dept Request: under this scenario, each Department Head was asked to prepare a budget request for needs within the various programs, but was given instructions that no increase could exceed 105% of the 2009 Budget. 2010 MGR Recommend: this is the final budget allocation recommended by the City Manager based upon the Council's selected maximum levy increase of 5.0 %. The City Manager, working with the Department Heads, increased a number of programs based upon the list of Unmet Needs that were provided to the Council during the discussion of the maximum levy. i i� • No action is required on this item. Attachments: 1. Administration 1 Legislative Department Budget Pages and Presentation 2. Information Technology Department Proposed Budget Pages and Presentation 3. Finance Department Proposed Budget and Presentation Packet Page Number 3 of 69 THIS PAGE IS INTENTIONALLY LEFT BLAND Packet Page Number 4 of 69 Executive and Legislative 2010 Budget Presentation Packet Page Number 5 of 69 Packet Page Number 6 of 69 Packet Page Number 7 of 69 Packet Page Number 8 of 69 CITY OF MAPLEWOOD, MINNESOTA EXECUTIVE DEPARTMENT EXPENDITURE SUMMARY Total By Program 2007 ACTUAL 2008 ACTUAL 2009 ORIGINAL BUDGET 2010 BUDGET PERCENT OVER(UNDER) 2009 BUDGET Administration $185,691 $151,099 $269,640 $301,430 11.8% Building Operations 0 0 0 0 NIA H.R. Administration 328,789 265,218 284,540 280,130 -1.5% Legal Services 286,474 491,233 462,500 417,400 -9.8% Marketing 128,264 217,851 0 0 NIA Safety 11,200 8,028 9,560 9,480 -0.8% Totals 940,418 1,133,429 1,026,240 1,008,440 -1.7% Total By Classification Personnel Services 322,767 310,689 353,100 401,440 13.7% Commodities 13,061 25,197 9,370 8,950 -4.5% Contractual Services 526,834 519,052 443,070 392,550 - 11.4% Capital Outlay and Depreciation 0 0 0 0 NIA Other Charges 77,756 278,491 220,700 205,500 -6.9% Totals 940,418 1,133,429 1,026,240 1,008,440 -1.7% Total By Fund General Fund 940,418 1,133,429 1,026,240 1,008,440 -1.7% Totals 940,418 1,133,429 1,026,240 1,008,440 -1.7% Number of Employees (FTE) 5.54 3.20 3.00 3.40 13.3% Expenditures Employees 1.4 N p 12 1.0 0.8 0.6 0.4 0.2 0.0 N W U. 5 Packet Page Number 9 of 69 2007 ACTUAL 2008 ACTUAL 2009 ORIGINAL 2010 ORIGINAL BUDGET BUDGET 2007 ACTUAL 2008 ACTUAL 2009ORIGINAL 2010ORIGINAL BUDGET BUDGET EXECUTIVE DEPARTMENT i ! 1 Administration 30% Safety 1% 41% Total By Classification Personr ServicE 40% Commodities 1% H.R. Administration 28% :ontractual Services 39% Packet Page Number 10 of 69 Other Charges 20% CITY OF MAPLEWOOD, MINNESOTA LEGISLATIVE DEPARTMENT EXPENDITURE SUMMARY Total By Program 2007 ACTUAL 2008 ACTUAL 2009 ORIGINAL BUDGET 2010 BUDGET PERCENT OVER(UNDER) 2009 BUDGET Charitable Gambling $35,923 $35,050 $46,750 $31,038 - 33.6% City Council 137,195 150,365 148,260 159,060 7.3% Commmunity Outreach Committee 6 7 630 320 - 49.2% Parks & Recreation Commission 1 1 310 310 0.0% Planning Commission 1,358 1,049 1,200 1,110 -7.5% Police Civil Service Commission 1,325 2,510 2,380 2,180 -8.4% Totals 175,808 188,982 199,530 194,018 -2.8% Total By Classification Personnel Services 57,179 62,469 60,620 59,860 -1.3% Commodities 14,967 6,829 9,220 8,300 -10.0% Contractual Services 103,446 119,634 129,470 125,820 -2.8% Capital Outlay and Depreciation 0 0 0 0 NIA Other Charges 216 50 220 38 - 82.7% Totals 175,808 188,982 199,530 194,018 -2.8% Total By Fund Charitable Gambling Tax Fund 35,923 35,050 46,750 31,038 - 33.6% General Fund 139,885 153,932 152,780 162,980 6.7% Totals 175,808 188,982 199,530 194,018 -2.8% •- • • • -- fiw 0 0 0 0 0 0.3 N G O Expenditures Employees 0.2 0.1 ORIG 2007 ACTUAL 2008 ACTUAL 2009 ORIGINAL 201 BUDGE BUDGET BUDGET H 5.00 - u ------------------------------------------------------------------------------------------------------------------------- ---- -v W LL 4.00 3.00 - ------------------------------------------------------------------------------------------------------------------------------------ 2.00 1.00 0.00 ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ---- 2007 ACTUAL 2008 ACTUAL 2009 ORIGINAL 2010ORIGINAL BUDGET BUDGET Packet Page Number 11 of 69 LEGISLATIVE DEPARTMENT - 111 i =11 MKI11 1 Total By Program Charitable Gambling 16% City Council 82% x Commmunity Outreach Police Civil Committee Service <1% Commission Parks & 1 % Recreation Planning Commission Commission <1% 1% Total By Classification Contractual Rprvinps Commodities 4% Services 31 Other Charges <1% Packet Page Number 12 of 69 CITY OF MAPLEWOOD, MINNESOTA 2010 BUDGET PROGRAM: ADMINISTRATION DEPARTMENT: EXECUTIVE 101 -102 PROGRAM MISSION To manage all departments and functions of city operations through department heads as directed by city code, state statute, and the City Council. INPUTS 2007 2008 2009 2010 Actual Actual Budget Budget Direct Expenditures Personnel Services $160,645 $111,845 $220,200 $260,230 Commodities 5,633 5,138 4,630 5,650 Contractual Services 19,685 34,116 44,810 35,550 Total $185,963 $151,099 $269,640 $301,430 Percent Change -36.3% -7.0% 45.4% 11.79% Staff Hours No. of Employees (FTE) 1.90 1.50 1.5 1.9 BUDGET COMMENTS The 2009 and 2010 personnel services include the shift of duties of Public Works Director to 40% Assistant City Manager. Packet Page Number 13 of 69 CITY OF MAPLEWOOD, MINNESOTA 2010 BUDGET PROGRAM: ADMINISTRATION DEPARTMENT: EXECUTIVE 2007 2008 2009 2010 Actual Actual Estimate Estimate OUTPUTSIWORKLOAD Management Meetings 45 52 52 54 City Manager reports 0 14 46 52 News articles 6 4 6 6 EFFECTIVENESS INDICATORS Performance review NIA* N /A* Good Good Notes: * No review of City Manager or Interim City Manager performed. Packet Page Number 14 of 69 CITY OF MAPLEWOOD, MINNESOTA 2010 BUDGET PROGRAM: HUMAN RESOURCE DEPARTMENT: EXECUTIVE ADMINISTRATION 101 -116 PROGRAM MISSION To provide a positive, productive work environment through management of employment law practices, labor and employee relations, personnel policies, hiring process, compensation and benefits program, performance, and training. INPUTS 2007 2008 2009 2010 Actual Actual Budget Budget Direct Expenditures Personnel Services $141,660 $129,935 $132,900 $141210 Commodities 1,490 1,410 3,700 2,300 Contractual Services 185,971 133,997 147,940 136,620 Total $329,121 $265,342 $284,540 $280,130 Percent Change 100.0% - 19.38% 7.24% - 1.55% Staff Hours No. of Employees (FTE) 1.5 1.5 1.5 1.5 BUDGET COMMENTS The reduction in contractual services is due to reduced litigation levels anticipated for 2009 and 2010. Packet Page Number 15 of 69 CITY OF MAPLEWOOD, MINNESOTA 2010 BUDGET PROGRAM: HUMAN RESOURCE DEPARTMENT: EXECUTIVE ADMINISTRATION 2007 Actual 2008 2009 2010 Actual Estimate Estimate OUTPUTS/WORKLOAD Number of full -time, regular employees who left City 28 17 6 5 employment during the reporting period Number of grievances 11 4 5 7 Number of employment investigations conducted or 11 16 18 19 overseen by HR EFFECTIVENESS INDICATORS Turnover rate 13.8% 8.2% 3.2% 2.7% Percentage of internal customers rating service as good to excellent 100% 100% 100% 100% EFFICIENCY MEASURES Average number of working days from request to fill vacancy until top candidates 25 28 25 25 are referred to hiring supervisor in an internal hiring process Average number of working days from request to fill vacancy until top candidates 43 48 45 45 are referred to hiring supervisor in an external hiring process COMMENTS The turnover for 2006 was higher than normal due to the retirements and consolidation of administrative functions. Turnover in 2007 included dispatchers that were transferred to Ramsey County. Anticipated turnover in 2009 results, in part, from early retirement incentives. Packet Page Number 16 of 69 CITY OF MAPLEWOOD, MINNESOTA 2010 BUDGET PROGRAM: LEGAL SERVICES DEPARTMENT: EXECUTIVE 101 -103 PROGRAM MISSION To provide legal services for the City Council and administrative staff and to prosecute City criminal cases in court. INPUTS 2007 2008 2009 2010 Actual Actual Budget Budget Direct Expenditures Contractual Services $209,084 $212,743 $241,800 $211,900 Other Charges 77,756 278,491 220,700 205,500 Total $286,840 $491,234 $462,500 $417,400 Percent Change -12.42 71.26% - 5.85% - 9.75% Staff Hours No. of Employees (FTE) 0 0 0 0 BUDGET COMMENTS An allocation of $200,000 for judgments and claims and attorney expenses are the majority of this program. Packet Page Number 17 of 69 CITY OF MAPLEWOOD, MINNESOTA 2010 BUDGET PROGRAM: LEGAL SERVICES DEPARTMENT: EXECUTIVE 2007 2008 2009 2010 Actual Actual Estimate Estimate OUTPUTSIWORKLOAD Prosecution cases opened 6,600 6,600 6,600 6,600 Civil cases processed 120 120 120 120 Meetings attended: Prosecution 530 530 530 530 Civil 150 150 150 150 EFFECTIVENESS INDICATORS % of criminal code enforcement cases favorably 99% 99% 99% 99% resolved % of litigation cases resulting in a favorable disposition of either a dismissal or a 100% 100% 100% 100% settlement of less than $25,000 COMMENTS To be updated in September 2009. Packet Page Number 18 of 69 CITY OF MAPLEWOOD, MINNESOTA 2010 BUDGET PROGRAM: SAFETY DEPARTMENT: EXECUTIVE 101 -114 PROGRAM MISSION To ensure compliance with federal and state safety laws and regulations and City policies. INPUTS 2007 2008 2009 2010 Actual Actual Budget Budget Direct Expenditures Commodities $433 $1049 $1040 $1000 Contractual Services 10784 6979 8520 8480 Total $11,217 $8,028 $9,560 $9,480 Percent Change - 37.37% 28.43% 19.08% - 0.84% Staff Hours No. of Employees (FTE) 0 0 0 0 BUDGET COMMENTS This program was in the Human Resource Department prior to 2007. The Safety Consultant that was p reviously retained to do monthly work will provide advice whenever needed for an hourly fee. Packet Page Number 19 of 69 CITY OF MAPLEWOOD, MINNESOTA 2010 BUDGET PROGRAM: SAFETY DEPARTMENT: EXECUTIVE 2007 2008 2009 2010 Actual Actual Estimate Estimate EFFECTIVENESS INDICATORS Number of work - related 40 52 34 34 injuries reported Number of worker days lost 77 48 100 20 due to injuries Percent of injuries involving 20% 19% 15% 18% lost work days COMMENTS The numbers have been fairly steady from year to year on injuries and lost time. The City does a very good job bringing employees back to work with restrictions. Injured employees are brought back to do scanning if they cannot perform their regular job. Packet Page Number 20 of 69 CITY OF MAPLEWOOD, MINNESOTA 2010 BUDGET PROGRAM: CITY COUNCIL DEPARTMENT: LEGISLATIVE 101 -101 PROGRAM MISSION To establish policy, adopt laws and appoint members of advisory commissions. INPUTS 2007 2008 2009 2010 Actual Actual Budget Budget Direct Expenditures Personnel Services $57,180 $62,469 $60,620 $59,860 Commodities 12,727 6,351 7,850 7,300 Contractual Services 67,420 81,456 79,790 91,900 Total $137,327 $150,276 $148,260 $159,060 Percent Change 15.7% 9.42% - 1.36% 0.07% Staff Hours No. of Employees (FTE) 0 0 0 0 BUDGET COMMENTS The 2010 Budget includes a salary freeze for Council members. Packet Page Number 21 of 69 CITY OF MAPLEWOOD, MINNESOTA 2010 BUDGET PROGRAM: CITY COUNCIL DEPARTMENT: LEGISLATIVE 2007 2008 2009 2010 Actual Actual Estimate Estimate OUTPUTSIWORKLOAD Number of City Council 28 32 30 30 meetings Number of Council /Manager 24 24 28 20 Workshops Agenda items 580 742 650 600 COMMENTS The above items are a small part of the workload for the City Council. Packet Page Number 22 of 69 CITY OF MAPLEWOOD, MINNESOTA 2010 BUDGET PROGRAM: COMMUNITY OUTREACH COMMITTEE DEPARTMENT: LEGISLATIVE 101 -104 PROGRAM MISSION To work with the local business community welcoming new and relocated residents to the city providing information on services and opportunities within the community. INPUTS 2007 2008 2009 2010 Actual Actual Budget Budget Direct Expenditures Commodities 0 0 $600 $300 Contractual Services 7 7 30 20 Total $7 $7 $ 630 $320 Percent Change 0% 0.0% 90% - 50.79% Staff Hours No. of Employees (FTE) 0 0 0 0 BUDGET COMMENTS 2004 -2006 budget was for the dissolved Human Relations Commission. The Maplewood Community Outreach Committee is not active yet. Packet Page Number 23 of 69 CITY OF MAPLEWOOD, MINNESOTA 2010 BUDGET PROGRAM: COMMUNITY OUTREACH DEPARTMENT: LEGISLATIVE COMMITTEE 2007 2008 2009 2010 Actual Actual Estimate Estimate OUTPUTSMORKLOAD Contests sponsored 0 0 0 2 Community awareness 0 0 0 2 events sponsored Bias crime complaints 0 0 0 0 Businesses and 0 0 0 50 Organizations Participating Percentage of new residents 0% 0% 0% 90% contacted by the committee EFFECTIVENESS INDICATORS Number of people attending N/A N/A N/A 200 community events Percentage of Businesses and Organizations 0% 0% 0% 50% Participating Percentage of New Residents 0% 0% 0% 50% Contacted by the Committee COMMENTS Community Outreach to start in 2010. Packet Page Number 24 of 69 CITY OF MAPLEWOOD, MINNESOTA 2010 BUDGET PROGRAM: POLICE CIVIL SERVICE DEPARTMENT: LEGISLATIVE COMMISSION 101 -105 PROGRAM MISSION To help ensure a fair and objective hiring process for sworn law enforcement positions and to investigate any grievances or discipline submitted to the Commission and render an impartial decision. INPUTS 2007 2008 2009 2010 Actual Budget Budget Budget Direct Expenditures Contractual Services 1,329 2,510 2,380 2,180 Total $1,329 $2,510 $2,380 $2,180 Percent Change - 65.39% 88.86% -5.18% -8.4% Staff Hours No. of Employees (FTE) 0 0 0 0 BUDGET COMMENTS Packet Page Number 25 of 69 CITY OF MAPLEWOOD, MINNESOTA 2010 BUDGET PROGRAM: POLICE CIVIL SERVICE COMMISSION 2007 Actual DEPARTMENT: LEGISLATIVE 2008 2009 2010 Estimate Estimate Estimate OUTPUTSMORKLOAD Number of lists created - 1 1 0 0 external Number of lists created - 1 3 2 0 internal EFFECTIVENESS INDICATORS Average number of working days between approval to 35 35 35 35 post position and adoption of promotional list Average number of working days between approval to 75 75 75 75 post position and adoption of external eligibility list COMMENTS The External and Internal Posting and Eligibility List has very little change from year to year on the average number of working days to adoption of a list. There are some years where there is no need to create an external eligibility list and other years where there is no need to create an internal eligibility list. On the other hand, sometimes there is a need to create 2 -3 lists, depending on new police positions, retirements and resignations. If there is a high ranking vacancy, lists are needed of all job titles below it due to probable promotions. Packet Page Number 26 of 69 CITY OF MAPLEWOOD, MINNESOTA 2010 BUDGET PROGRAM: PLANNING COMMISSION DEPARTMENT: LEGISLATIVE 101 -107 PROGRAM MISSION To advise the City Council on zoning and land use requests and to periodically review and revise the city's comprehensive land use plan. INPUTS 2007 2008 2009 2010 Actual Actual Budget Budget Direct Expenditures Commodities $442 $479 $670 $600 Contractual Services 917 570 530 510 Total $1,359 $1,049 $1,200 $1,110 Percent Change 54.08% -22.81% 14.39% -7.41% Staff Hours No. of Employees (FTE) 0 0 0 0 BUDGET COMMENTS Packet Page Number 27 of 69 CITY OF MAPLEWOOD, MINNESOTA 2010 BUDGET PROGRAM: PLANNING COMMISSION DEPARTMENT: LEGISLATIVE 2007 2008 2009 2010 Actual Actual Estimate Estimate OUTPUTSIWORKLOAD Number of applications 60 60 60 50 reviewed EFFECTIVENESS INDICATORS Number of public meetings 25 23 24 22 held COMMENTS Number of development applications reviewed by the Planning Commission at public meetings. Packet Page Number 28 of 69 CITY OF MAPLEWOOD, MINNESOTA 2010 BUDGET PROGRAM: PARKS & RECREATION DEPARTMENT: LEGISLATIVE COMMISSION 101 -106 PROGRAM MISSION To serve as the liaison to the City Council between city residents and staff on all matters pertaining to parks, recreation and trails. INPUTS 2007 2008 2009 2010 Actual Budget Budget Budget Direct Expenditures Commodities $ 0 $ 0 $100 100 Contractual Services 1 1 210 210 Total $ 1 $ 1 $ 310 $ 310 Percent Change - 98.78% 0% 30,900% 0% Staff Hours No. of Employees (FTE) 0 0 0 0 BUDGET COMMENTS The Parks and Recreation Commission budget includes incidental costs for travel and training (two commissioners to attend the State Conference), related workshops and meals for parks tours. Packet Page Number 29 of 69 CITY OF MAPLEWOOD, MINNESOTA 2010 BUDGET PROGRAM: PARKS & RECREATION COMMISSION 2007 Actual DEPARTMENT: LEGISLATIVE 2008 2009 2010 Actual Estimate Estimate OUTPUTSMORKLOAD Number of public meetings 14 14 14 22 Commission items requiring 24 24 24 20 formal action EFFECTIVENESS INDICATORS Number of meetings involving the public; i.e., park planning 8 8 8 12 process, community issues, etc. Percentage of recommendations adopted by 98% 98% 98% 95% the city council EFFICIENCY MEASURES Average number of days between recommendation 14 14 14 28 from the commission to city council action on the item COMMENTS The Parks and Recreation Commission is a nine - member, volunteer resident advisory board to the City Council on all matters relating to parks, recreation, trail, open space and park development issues. The commission meets the third Wednesday monthly but has experienced increased meetings due to public hearings for recent park development. Community Development and Parks staff serves as the liaison between the Parks and Recreation Commission and City Council. The commission does an excellent job in resolving public issues based on extensive surveying and coordinating the public input process to ensure community "buy -in" prior to submittal to the City Council. Packet Page Number 30 of 69 Packet Page Number 31 of 69 2010 CITY OF MAPLEWOOD EXPENDITURES BY ACCOUNT 2007 2008 2009 2010 2010 2010 101 GENERAL FUND EXPENDED EXPENDED ORIG BUDGT GUIDELINE DEPT MGR 101 CITY COUNCIL REQUEST RECOMMEND 4025 WAGES/TEMPORARY 53,123 58,159 56,310 55,610 57,280 55,610 4040 RETIREMENT BENEFITS 4,056 4,310 4,310 4,250 4,380 4,250 TOTAL PERSONNEL SERVICES 57,179 62,469 60,620 59,860 61,660 59,860 4110 SUPPLIES - OFFICE 364 295 450 450 450 450 4120 PROGRAM SUPPLIES 12,231 5,979 7,000 6,500 6,500 6,500 4160 SUPPLIES - EQUIPMENT 0 77 250 200 200 200 4165 SMALL EQUIPMENT 0 0 0 0 0 0 4170 BOOKS 132 0 150 150 150 150 4220 SIGNS & SIGNALS 0 0 0 0 0 0 TOTAL COMMODITIES 12,726 6,350 7,850 7,300 7,300 7,300 4310 TELEPHONE 397 156 2,100 200 200 200 4315 INTERNAL PHONE CHARGES 0 0 0 0 0 0 4330 POSTAGE 187 10 50 50 50 50 4360 PUBLISHING 0 0 2,000 200 200 200 4370 INSURANCE 675 625 600 700 700 700 4380 SUBSCRIPTIONS & MEMBERSHIPS 41,255 33,579 41,500 40,000 40,000 40,000 4390 TRAVEL & TRAINING 4,207 4,460 3,500 7,500 10,000 7,500 4400 VEHICLE ALLOWANCE 139 35 0 0 0 0 4430 REPAIRS & MTNCE.IEQUIPMENT 0 1 0 0 0 0 4480 FEES FOR SERVICE 1,664 11,765 5,930 5,500 5,500 25,500 4490 FEES - CONSULTING 2,631 20,565 14,950 10,000 15,000 10,000 4520 OUTSIDE RENTAL - EQUIPMENT 0 0 200 200 200 200 4530 OUTSIDE RENTAL- PROPERTYIBLD 405 200 0 200 200 200 4580 INTERNAL I. T. CHARGES 15,860 10,150 8,960 7,350 7,350 7,350 TOTAL CONTRACTUAL SERVICES 67,421 81,546 79,790 71,900 79,400 91,900 DEPTIDIV TOTALS 137,326 150,366 148,260 139,060 148,360 159,060 Packet Page Number 31 of 69 2010 Packet Page Number 32 of 69 2010 CITY OF MAPLEWOOD EXPENDITURES BY ACCOUNT 2007 2008 2009 2010 2010 2010 101 GENERAL FUND EXPENDED EXPENDED ORIG BUDGT GUIDELINE DEPT MGR 102 ADMINISTRATION REQUEST RECOMMEND 4010 WAGES /FULL -TIME EMPLOYEES 95,149 56,601 142,280 172,880 172,880 172,880 4011 OVERTIME PAY 720 36 120 140 750 140 4020 WAGES /PART -TIME 0 0 0 0 0 0 4025 WAGES/TEMPORARY 3,156 16,998 0 0 2,500 0 4030 LEAVE BENEFITS 17,424 9,620 19,640 33,080 33,080 33,080 4040 RETIREMENT BENEFITS 19,860 13,350 26,850 24,970 24,970 24,990 4050 INSURANCE BENEFITS 24,336 15,240 31,310 29,140 29,140 29,140 TOTAL PERSONNEL SERVICES 160,644 111,845 220,200 260,210 263,320 260,230 4110 SUPPLIES - OFFICE 4,274 1,896 2,700 4,200 4,200 4,200 4120 PROGRAM SUPPLIES 299 235 530 350 350 350 4160 SUPPLIES - EQUIPMENT 698 93 1,000 700 700 700 4165 SMALL EQUIPMENT 0 2,760 0 0 0 0 4170 BOOKS 362 154 400 400 400 400 TOTAL COMMODITIES 5,632 5,138 4,630 5,650 5,650 5,650 4310 TELEPHONE 1,380 444 2,500 1,500 1,500 1,500 4315 INTERNAL PHONE CHARGES 0 0 0 0 0 0 4330 POSTAGE 205 145 200 200 200 200 4360 PUBLISHING 0 795 0 0 0 0 4370 INSURANCE 1,401 1,299 1,800 1,500 1,500 1,500 4380 SUBSCRIPTIONS & MEMBERSHIPS 1,179 9,655 12,770 10,000 10,000 10,000 4390 TRAVEL & TRAINING 2,217 1,497 100 5,000 10,000 5,000 4391 EDUCATION REIMBURSEMENTS 0 8,736 0 0 0 0 4400 VEHICLE ALLOWANCE 0 0 4,800 3,600 3,600 3,600 4430 REPAIRS & MTNCE. /EQUIPMENT 467 212 100 200 200 200 4480 FEES FOR SERVICE 3,172 754 10,000 3,000 3,000 3,000 4490 FEES - CONSULTING 0 0 4,500 3,000 3,000 3,000 4520 OUTSIDE RENTAL - EQUIPMENT 0 0 0 0 0 0 4530 OUTSIDE RENTAL- PROPERTY /BLD 0 650 0 0 0 0 4550 DUPLICATING COSTS 2,924 1,299 420 1,300 1,300 1,300 4580 INTERNAL I. T. CHARGES 6,740 8,630 7,620 6,250 6,250 6,250 TOTAL CONTRACTUAL SERVICES 19,685 34,116 44,810 35,550 40,550 35,550 4630 EQUIPMENT - OFFICE 0 0 0 0 0 0 TOTAL CAPITAL OUTLAY & DEPN 0 0 0 0 0 0 DEPT /DIV TOTALS 185,962 151,099 269,640 301,410 309,520 301,430 Packet Page Number 32 of 69 2010 Packet Page Number 33 of 69 2010 CITY OF MAPLEWOOD EXPENDITURES BY ACCOUNT 2007 2008 2009 2010 2010 2010 101 GENERAL FUND EXPENDED EXPENDED ORIG BUDGT GUIDELINE DEPT MGR 103 LEGAL SERVICES REQUEST RECOMMEND 4110 SUPPLIES -OFFICE 0 0 0 0 0 0 TOTAL COMMODITIES 0 0 0 0 0 0 4370 INSURANCE 1,894 1,756 1,800 1,900 1,900 1,900 4390 TRAVEL & TRAINING 0 0 0 0 0 0 4480 FEES FOR SERVICE 207,190 210,987 240,000 210,000 210,000 210,000 TOTAL CONTRACTUAL SERVICES 209,084 212,742 241,800 211,900 211,900 211,900 4970 JUDGEMENTS & LOSSES 77,756 278,241 220,000 205,000 215,000 205,000 4975 SMALL LIABILITY CLAIMS 0 250 700 500 500 500 TOTAL OTHER CHARGES 77,756 278,491 220,700 205,500 215,500 205,500 DEPTIDIV TOTALS 286,841 491,233 462,500 417,400 427,400 417,400 Packet Page Number 33 of 69 2010 Packet Page Number 34 of 69 2010 CITY OF MAPLEWOOD EXPENDITURES BY ACCOUNT 2007 2008 2009 2010 2010 2010 101 GENERAL FUND EXPENDED EXPENDED ORIG BUDGT GUIDELINE DEPT MGR 104 COMMUNITY OUTREACH COMMITTEE REQUEST RECOMMEND 4025 WAGES/TEMPORARY 0 0 0 0 0 0 TOTAL PERSONNEL SERVICES 0 0 0 0 0 0 4120 PROGRAM SUPPLIES 0 0 600 300 300 300 TOTAL COMMODITIES 0 0 600 300 300 300 4370 INSURANCE 7 7 30 20 20 20 4380 SUBSCRIPTIONS & MEMBERSHIPS 0 0 0 0 0 0 4390 TRAVEL & TRAINING 0 0 0 0 0 0 4400 VEHICLE ALLOWANCE 0 0 0 0 0 0 4480 FEES FOR SERVICE 0 0 0 0 0 0 TOTAL CONTRACTUAL SERVICES 7 7 30 20 20 20 DEPTIDIV TOTALS 7 7 630 320 320 320 Packet Page Number 34 of 69 2010 Packet Page Number 35 of 69 2010 CITY OF MAPLEWOOD EXPENDITURES BY ACCOUNT 2007 2008 2009 2010 2010 2010 101 GENERAL FUND EXPENDED EXPENDED ORIG BUDGT GUIDELINE DEPT MGR 105 POLICE CIVIL SERVICE COMM. REQUEST RECOMMEND 4120 PROGRAM SUPPLIES 0 0 0 0 0 0 4170 BOOKS 0 0 0 0 0 0 TOTAL COMMODITIES 0 0 0 0 0 0 4360 PUBLISHING 0 0 850 750 750 750 4370 INSURANCE 20 19 30 30 30 30 4480 FEES FOR SERVICE 1,309 2,491 1,500 1,400 1,400 1,400 TOTAL CONTRACTUAL SERVICES 1,329 2,510 2,380 2,180 2,180 2,180 DEPTIDIV TOTALS 1,329 2,510 2,380 2,180 2,180 2,180 Packet Page Number 35 of 69 2010 Packet Page Number 36 of 69 2010 CITY OF MAPLEWOOD EXPENDITURES BY ACCOUNT 2007 2008 2009 2010 2010 2010 101 GENERAL FUND EXPENDED EXPENDED ORIG BUDGT GUIDELINE DEPT MGR 106 PARK & REC. COMMISSION REQUEST RECOMMEND 4120 PROGRAM SUPPLIES 0 0 100 100 100 100 4170 BOOKS 0 0 0 0 0 0 TOTAL COMMODITIES 0 0 100 100 100 100 4370 INSURANCE 1 1 0 0 0 0 4380 SUBSCRIPTIONS & MEMBERSHIPS 0 0 180 180 180 180 4390 TRAVEL & TRAINING 0 0 30 30 30 30 4480 FEES FOR SERVICE 0 0 0 0 0 0 TOTAL CONTRACTUAL SERVICES 1 1 210 210 210 210 DEPTIDIV TOTALS 1 1 310 310 310 310 Packet Page Number 36 of 69 2010 Packet Page Number 37 of 69 2010 CITY OF MAPLEWOOD EXPENDITURES BY ACCOUNT 2007 2008 2009 2010 2010 2010 101 GENERAL FUND EXPENDED EXPENDED ORIG BUDGT GUIDELINE DEPT MGR 107 PLANNING COMMISSION REQUEST RECOMMEND 4120 PROGRAM SUPPLIES 442 479 670 600 600 600 4160 SUPPLIES - EQUIPMENT 0 0 0 0 0 0 4170 BOOKS 0 0 0 0 0 0 TOTAL COMMODITIES 442 479 670 600 600 600 4370 INSURANCE 5 5 10 10 10 10 4380 SUBSCRIPTIONS & MEMBERSHIPS 0 40 70 50 50 50 4390 TRAVEL & TRAINING 912 135 450 450 450 450 4480 FEES FOR SERVICE 0 390 0 0 0 0 TOTAL CONTRACTUAL SERVICES 917 570 530 510 510 510 DEPTIDIV TOTALS 1,359 1,049 1,200 1,110 1,110 1,110 Packet Page Number 37 of 69 2010 Packet Page Number 38 of 69 2010 CITY OF MAPLEWOOD EXPENDITURES BY ACCOUNT 2007 2008 2009 2010 2010 2010 101 GENERAL FUND EXPENDED EXPENDED ORIG BUDGT GUIDELINE DEPT MGR 114 SAFETY REQUEST RECOMMEND 4110 SUPPLIES -OFFICE 0 0 100 100 100 100 4120 PROGRAM SUPPLIES 433 1,049 940 900 900 900 TOTAL COMMODITIES 433 1,049 1,040 1,000 1,000 1,000 4370 INSURANCE 84 78 0 80 80 80 4380 SUBSCRIPTIONS & MEMBERSHIPS 336 350 350 350 350 350 4390 TRAVEL & TRAINING 0 47 500 50 50 50 4480 FEES FOR SERVICE 10,364 6,504 7,670 8,000 15,000 8,000 4490 FEES - CONSULTING 0 0 0 0 0 0 4550 DUPLICATING COSTS 0 0 0 0 0 0 TOTAL CONTRACTUAL SERVICES 10,784 6,979 8,520 8,480 15,480 8,480 DEPTIDIV TOTALS 11,216 8,028 9,560 9,480 16,480 9,480 Packet Page Number 38 of 69 2010 Packet Page Number 39 of 69 2010 CITY OF MAPLEWOOD EXPENDITURES BY ACCOUNT 2007 2008 2009 2010 2010 2010 101 GENERAL FUND EXPENDED EXPENDED ORIG BUDGT GUIDELINE DEPT MGR 116 HUMAN RESOURCES ADMINISTRATION REQUEST RECOMMEND 4010 WAGES /FULL -TIME EMPLOYEES 86,245 76,441 80,920 84,730 84,730 84,730 4011 OVERTIME PAY 8,720 6,801 1,490 8,500 10,000 5,000 4020 WAGES /PART -TIME 35 -35 1,620 1,500 1,500 0 4025 WAGES/TEMPORARY 88 -88 0 0 0 0 4030 LEAVE BENEFITS 17,817 14,182 15,270 15,660 15,660 15,660 4040 RETIREMENT BENEFITS 10,971 15,304 15,670 16,090 16,090 17,040 4050 INSURANCE BENEFITS 17,784 17,207 17,930 18,780 18,780 18,780 TOTAL PERSONNEL SERVICES 141,660 129,813 132,900 145,260 146,760 141,210 4110 SUPPLIES - OFFICE 901 1,284 2,600 1,800 1,800 1,800 4120 PROGRAM SUPPLIES 589 126 500 500 500 500 4160 SUPPLIES - EQUIPMENT 0 0 500 0 0 0 4165 SMALL EQUIPMENT 0 0 0 0 0 0 4170 BOOKS 0 0 100 0 0 0 TOTAL COMMODITIES 1,490 1,409 3,700 2,300 2,300 2,300 4310 TELEPHONE 199 78 300 200 200 200 4315 INTERNAL PHONE CHARGES 0 0 0 0 0 0 4330 POSTAGE 907 1,161 1,000 1,200 1,200 1,200 4360 PUBLISHING 21,441 13,950 19,300 15,000 15,000 15,000 4370 INSURANCE 1,713 1,588 1,940 1,940 1,940 1,940 4380 SUBSCRIPTIONS & MEMBERSHIPS 0 184 600 300 300 300 4390 TRAVEL & TRAINING 0 0 1,200 600 600 600 4391 EDUCATION REIMBURSEMENTS 0 0 0 0 0 0 4400 VEHICLE ALLOWANCE 0 0 0 0 0 0 4430 REPAIRS & MTNCE. /EQUIPMENT 801 307 40 350 350 350 4480 FEES FOR SERVICE 123,646 93,051 83,160 85,000 85,000 85,000 4490 FEES - CONSULTING 18,747 0 20,000 15,000 15,000 15,000 4520 OUTSIDE RENTAL - EQUIPMENT 0 16 0 0 0 0 4530 OUTSIDE RENTAL - PROPERTY /BLD 300 750 0 0 0 0 4550 DUPLICATING COSTS 1,137 1,052 1,100 1,200 1,200 1,200 4580 INTERNAL I. T. CHARGES 17,080 21,860 19,300 15,830 15,830 15,830 TOTAL CONTRACTUAL SERVICES 185,970 133,996 147,940 136,620 136,620 136,620 4630 EQUIPMENT - OFFICE 0 0 0 0 0 0 TOTAL CAPITAL OUTLAY & DEPN 0 0 0 0 0 0 DEPT /DIV TOTALS 329,120 265,218 284,540 284,180 285,680 280,130 Packet Page Number 39 of 69 2010 THIS PAGE IS INTENTIONALLY LEFT BLAND Packet Page Number 40 of 69 IT Department 2 Budget Packet Page Number 41 of 69 10/7/2009 Information Technology Information 1 Techno e9 2010 Proposed Budget Overall budget reduction of 2.9% IT Technician remains vacant Small increase in Commodities & Contractual Services Workload & Performance Indicators Maintained devices: Up 29% in 2008 Helpdesk tickets: Up 5% in 2008 Calls resolved in 24 hrs: 55% in 2008 Ratings of good or excellent from users: 89% in 2008 Total webpage hits: Up 200% from 2007 to 1,800,000 Notable 2009 P rojects Increased campus connectivity Increased connectivity with surrounding communities Implementation of IP -based surveillance system Virtualization of 66% of our physical servers Implementation of Police in -car video system Installation of video server allowing for digital capture and replays of meetings Web streaming of meetings 2010 Initiatives Complete virtual server project Offering additional forms on website to aid in capturing citizen input Prepare network infrastructure for VoIP Improve security at City buildings Provide maintenance and training so as to use existing software to its full extent Packet Page Number 42 of 69 1 Information Technology Packet Page Number 43 of 69 CITY OF MAPLEWOOD, MINNESOTA INFORMATION TECHNOLOGY DEPARTMENT EXPENDITURE SUMMARY Total By Classification Personnel Services 254,901 272,200 2009 279,910 PERCENT Commodities 2007 2008 ORIGINAL 2010 OVER(UNDER) Total By Program ACTUAL ACTUAL BUDGET BUDGET 2009 BUDGET Information Technology Services $656,989 $720,628 $764,290 $742,210 -2.9% Phone Support Services 9,019 5,975 0 0 NIA Totals 666,008 726,603 764,290 742,210 -2.9% Total By Classification Personnel Services 254,901 272,200 321,050 279,910 -12.8% Commodities 116,477 74,975 99,170 105,220 6.1% Contractual Services 195,055 220,535 243,770 256,780 5.3% Capital Outlay and Depreciation 99,575 143,706 99,580 99,580 0.0% Other Charges 0 15,187 720 720 0.0% Totals 666,008 726,603 764,290 742,210 -2.9% Total By Fund Information Technology Fund 666,008 726,603 764,290 742,210 -2.9% Number of Employees (FTE) 4.25 3.10 3.75 3.00 - 20.0% Packet Page Number 44 of 69 INFORMATION TECHNOLOGY i i ! 1 Total By Program Total By Classification PersnnnPl Ser 3! Other Chai <1% Information Technology Services 100.0% Commodities Contractual Services 35% Packet Page Number 45 of 69 Capital Outlay and Depreciation 13% CITY OF MAPLEWOOD MISSION STATEMENT To provide the most effective information technology services and support possible to the City of Maplewood staff and citizens. 2010 OBJECTIVES 1. Offering additional forms on the website to aid in the capturing of citizen input. 2. Finish converting /migrating available servers to virtual servers. 3. Migrate the Maplewood Community Center security cameras to existing security software. 4. Rearrange and document video production room. 5. Test and rollout major update release for Eden Systems. 6. Partner with building operations to improve security at City buildings. 7. Prepare network infrastructure for VolP. 8. Spearhead effort to assist staff in taking full advantage of our document management system. Packet Page Number 46 of 69 CITY OF MAPLEWOOD, MINNESOTA 2010 BUDGET PROGRAM: INFORMATION DEPARTMENT: INFORMATION TECHNOLOGY SERVICES TECHNOLOGY 703 -118 PROGRAM MISSION To provide and support internal information systems and create external interfaces that facilitates access to city information. INPUTS 2007 2008 2009 2010 Actual Actual Budget Budget Direct Expenditures Personnel Services $245,902 262,497 $321,050 $279,908 Commodities 116,477 94,245 99,170 105,220 Contractual Services 195,035 231,418 243,770 256,784 Depreciation 99,575 152,580 99,580 102,580 Other 0 620 720 720 Sub -Total 656,989 741,360 764,290 $745,212 Less charges to other depts. (582,560) (748,420) (653,420) Net Total (74,429) (7,060) 110,870 Percent Change 723.6% - 109.5% - 1,670.4% Staff Hours No. of Employees (FTE) 3.00 3.00 3.00 3.00 BUDGET COMMENTS With the removal of the 3 f4 IT Technician position there is a drop in Personnel Services. Packet Page Number 47 of 69 CITY OF MAPLEWOOD, MINNESOTA 2010 BUDGET PROGRAM: INFORMATION TECHNOLOGY DEPARTMENT: INFORMATION SERVICES TECHNOLOGY 2007 2008 2009 2010 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Number of devices maintained 368 474 522 540 Number of workstations 210 207 215 215 maintained Number of help desk requests* 1,723 1816 2,000 2,100 Number of computers replaced 40 28 20 25 EFFECTIVENESS INDICATORS Percent of help desk service 60% 55% 60% 60% calls resolved within 24 hrs ** Percent of internal customers rating services as good or 93% 89% 90% 90% excellent Number of web page hits by 850,000 1,801,500 837,416 1,000,000 external users EFFICIENCY MEASURES IT wage and benefit $1,171 $1,268 $1,327 $1,350 expenditures per workstation COMMENTS Estimates for Outputs /Workload in 2010 continue to rise. Due to hardware upgrades on older machines we continue to see a low number of computers replaced. However, due to the age of some of them we will see a small increase in 2010 Website reporting has changed with the move to our new hosting company. The new reports will leave us with a more accurate picture of who is accessing our site. 2009 will be the first complete year with our new hosting company and will set the benchmark for future goals. * Total calls (service calls plus project calls) ** Service calls are those having a chance of being resolved within 24 hours. Other requests fall into the projects category, where because of job type, problems, parts, etc., cannot be resolved within 24 hours. Packet Page Number 48 of 69 CITY OF MAPLEWOOD, MINNESOTA 2010 BUDGET PROGRAM: PHONE SUPPORT DEPARTMENT: INFORMATION SERVICES TECHNOLOGY 703 -121 PROGRAM MISSION To provide and support the citywide telecommunication system. INPUTS 2007 2008 2009 2010 Actual Actual Budget Budget Direct Expenditures Personnel Services $9,060 $9,943 $0 $0 Sub -Total 9,060 9,943 0 0 Less charges to other depts. (9,060) (9,943) 0 0 Net Total $ 0 $ 0 0 0 Percent Change 0.0% 0.0% N/A N/A Staff Hours No. of Employees (FTE) .10 .10 0 0 BUDGET COMMENTS The costs for phone support services continue to be funded from the Information Technology Services Program in 2010. Packet Page Number 49 of 69 CITY OF MAPLEWOOD, MINNESOTA 2010 BUDGET PROGRAM: PHONE SUPPORT DEPARTMENT: INFORMATION SERVICES TECHNOLOGY 2007 2008 2009 2010 Actual Actual Estimate Estimate OUTPUTSIWORKLOAD Number of devices maintained 417 427 425 425 Number of help desk calls * 117 110 115 120 EFFECTIVENESS INDICATORS Percent of help desk service 35% 46% 55% 55% calls resolved within 24 hrs ** EFFICIENCY MEASURES Total operating and maintenance expenditures per $22 $23 N/A N/A device. Budget Comments As the phone system ages we expect an increase in service calls. 2009 has seen some server hardware replacements which we believe will continue in 2010. * Total calls (service calls plus project calls) ** Service calls are those having a chance of being resolved within 24 hours. Other requests fall into the projects category, where because of job type, problem, parts, etc., cannot be resolved within 24 hours. Packet Page Number 50 of 69 Packet Page Number 51 of 69 2010 CITY OF MAPLEWOOD EXPENDITURES BY ACCOUNT 2007 2008 2009 2010 2010 2010 703 INFORMATION TECHNOLOGY EXPENDED EXPENDED ORIG BUDGT GUIDELINE DEPT MGR 118 INFORMATION TECHNOLOGY SERVICES REQUEST RECOMMEND 4010 WAGES /FULL -TIME EMPLOYEES 153,666 172,383 176,170 177,010 217,620 177,010 4011 OVERTIME PAY 616 697 7,430 0 0 0 4020 WAGES/PART-TIME 0 0 28,730 0 0 0 4025 WAGES/TEMPORARY 0 0 0 0 0 0 4030 LEAVE BENEFITS 24,552 25,690 31,940 30,050 35,720 30,050 4040 RETIREMENT BENEFITS 30,228 32,160 40,330 33,620 41,330 33,620 4050 INSURANCE BENEFITS 36,840 35,310 36,450 39,230 49,390 39,230 TOTAL PERSONNEL SERVICES 245,902 266,240 321,050 279,910 344,060 279,910 4110 SUPPLIES - OFFICE 2,129 252 2,820 2,820 2,820 2,820 4120 PROGRAM SUPPLIES 0 0 0 0 0 0 4160 SUPPLIES - EQUIPMENT 76,869 43,322 66,500 67,600 67,600 67,600 4165 SMALL EQUIPMENT 36,999 30,863 28,000 33,000 33,000 33,000 4166 WORKSTATION COMPONENTS 0 0 0 0 0 0 4170 BOOKS 479 538 1,850 1,800 1,800 1,800 4290 MISCELLANEOUS COMMODITIES 0 0 0 0 0 0 TOTAL COMMODITIES 116,477 74,975 99,170 105,220 105,220 105,220 4310 TELEPHONE 3,137 2,863 3,000 2,840 2,840 2,840 4315 INTERNAL PHONE CHARGES 0 0 0 550 550 550 4330 POSTAGE 9 13 0 0 0 0 4360 PUBLISHING 0 0 0 0 0 0 4370 INSURANCE 1,805 1,722 970 940 940 940 4380 SUBSCRIPTIONS & MEMBERSHIPS 0 472 3,920 3,920 3,920 3,920 4390 TRAVEL & TRAINING 3,220 0 7,400 6,200 6,200 6,200 4400 VEHICLE ALLOWANCE 2,010 2,563 3,120 3,120 3,120 3,120 4410 REPAIR & MAINTIBUILDINGS 0 0 0 0 0 0 4430 REPAIRS & MTNCE.IEQUIPMENT 44,255 101,347 119,620 129,970 129,970 129,970 4480 FEES FOR SERVICE 140,246 111,686 105,740 109,240 104,240 109,240 4490 FEES - CONSULTING 0 0 0 0 0 0 4550 DUPLICATING COSTS 702 -145 0 0 0 0 TOTAL CONTRACTUAL SERVICES 195,384 220,520 243,770 256,780 251,780 256,780 4630 EQUIPMENT - OFFICE 0 0 0 0 0 0 4640 EQUIPMENT - OTHER 0 54,774 0 0 0 0 4730 BUILDING IMPROVEMENT 0 0 0 0 0 0 4761 LEGAL & FISCAL 0 0 0 0 0 0 4795 DEPRECIATION EXPENSE 99,575 88,932 99,580 99,580 99,580 99,580 Packet Page Number 51 of 69 2010 Packet Page Number 52 of 69 2010 CITY OF MAPLEWOOD EXPENDITURES BY ACCOUNT 2007 2008 2009 2010 2010 2010 703 INFORMATION TECHNOLOGY EXPENDED EXPENDED ORIG BUDGT GUIDELINE DEPT MGR 118 INFORMATION TECHNOLOGY SERVICES REQUEST RECOMMEND TOTAL CAPITAL OUTLAY & DEPN 99,575 143,706 99,580 99,580 99,580 99,580 4820 INTEREST PAYMENTS 0 0 0 0 0 0 TOTAL DEBT SERVICE 0 0 0 0 0 0 4901 LATE PAYMENT PENALTIES 0 0 0 0 0 0 4910 CONTINGENCY 0 0 0 0 0 0 4930 INVESTMENT MANAGEMENT FEES 0 0 720 720 720 720 4980 LOSS ON DISPOSAL OF PROP. 0 0 0 0 0 0 TOTAL OTHER CHARGES 0 0 720 720 720 720 DEPTIDIV TOTALS 657,338 705,439 764,290 742,210 801,360 742,210 Packet Page Number 52 of 69 2010 FINANCE DEPARTMENT BUDGET :A 1 5 3:61:1 Ll I V MA l l I 10 1 7L Packet Page Number 53 of 69 10/7/2009 Packet Page Number 54 of 69 get - 20 10/7/2009 Packet Page Number 55 of 69 2607 Act. 2008 Act; 2009 Bud. 2010 Re0. Personnel 508,999 525,700 530,650 534,270 Commodities: 8,602 12,946 9,120 6,160 Contractual 184,524 232,513 177,170 171,050 Other 36,689 30,389 39,690 37,000 Capital Outlay 36,891 Total 741,814 838,439 756,630 748,480 Packet Page Number 55 of 69 l III FINANCE DEPARTMENT ORGANIZATION CHART Finance Director Administrative Assistant Assistant Finance Director Payroll Accounts Accounts Technician Accountant Payable Receivable Techniccan Technician Packet Page Number 56 of 69 CITY OF MAPLEWOOD, MINNESOTA FINANCE DEPARTMENT EXPENDITURE SUMMARY Total By Classification Personnel Services 508,999 525,700 2009 534,270 PERCENT Commodities 2007 2008 ORIGINAL 2010 OVER(UNDER) Total By Program ACTUAL ACTUAL BUDGET BUDGET 2009 BUDGET Administration $241,304 $403,961 $301,200 $301,760 0.2% Ambulance Service Billing 81,775 84,719 74,290 72,810 -2.0% Finance Services 418,735 349,759 381,140 373,910 -1.9% Totals 741,814 838,439 756,630 748,480 -1.1% Total By Classification Personnel Services 508,999 525,700 530,650 534,270 0.7% Commodities 8,602 12,946 9,120 6,160 - 32.5% Contractual Services 184,524 232,513 177,170 171,050 -3.5% Capital Outlay and Depreciation 0 36,891 0 0 N/A Other Charges 39,689 30,389 39,690 37,000 -6.8% Totals 741,814 838,439 756,630 748,480 -1.1% Total By Fund General Fund 660,039 753,720 682,340 675,670 -1.0% Ambulance Service Fund 81,775 84,719 74,290 72,810 -2.0% Totals 741,814 838,439 756,630 748,480 -1.1% Number of Employees (FTE) 7.05 7.00 6.25 6.25 0.0% 1.0 N G 0 0.8 Expenditures 0.4 0.2 0.0 , 8.00 W I- 6.00 Employees 4.00 2.00 0.00 Packet Page Number 57 of 69 2007 ACTUAL 2008 ACTUAL 2009 ORIGINAL 2010 ORIGINAL BUDGET BUDGET 2007 ACTUAL 2008 ACTUAL 2009 ORIGINAL 2010 ORIGINAL BUDGET BUDGET FINANCE DEPARTMENT - 111 i A MKI11 1 Total By Program Administratinn 40% Ambulance Service Billing 10% 50% Total By Classification Personnel Services 71% Other Ch 5% Contractual Services 23% Commodities 1% Packet Page Number 58 of 69 CITY OF MAPLEWOOD FINANCE DEPARTMENT MISSION STATEMENT To provide quality financial services and to maintain the city's financial health and stability. 2010 OBJECTIVES 1. Arrange for the issuance of bonds to finance projects that will improve and expand the city's infrastructure of streets and utilities and explore opportunities for refunding of existing debt to move interest costs. 2. Maintain city's bond rating of Aa2 from Moody's. 3. Prepare and distribute the Comprehensive Annual Financial Report for 2009 by June 10, 2010. 4. Prepare and distribute the 2011 -2015 Capital Improvement Plan by June 24, 2010. 5. Prepare and distribute the proposed 2011 Budget for City Council review by August 19, 2010. 6. Submit 2009 CAFR to Government Finance Officers Association to receive the Certificate of Achievement for Excellence in Financial Reporting Award. 7. Submit 2010 Budget to Government Finance Officers Association to receive the Distinguished Budget Presentation Award. 8. Survey internal customers to determine the effectiveness of financial services by September 17, 2010. 9. Continue to review the city's system of internal controls so as to safeguard the city's assets. 10. Timely completion of the city's external audit with minimal audit adjusting entries. 11. Continued staff training, particularly in the areas of staff cross- training. Packet Page Number 59 of 69 CITY OF MAPLEWOOD, MINNESOTA 2010 BUDGET PROGRAM: ADMINISTRATION DEPARTMENT: FINANCE 101 -201 PROGRAM MISSION To manage department operations, borrow money to finance city expenditures, invest city money, prepare and monitor the annual city budget and prepare the annual update of the city's five -year capital improvement plan. INPUTS 2007 2008 2009 2010 Actual Actual Budget Budget Direct Expenditures Personnel Services $157,356 $186,106 $183,610 $188,210 Commodities 8,219 12,363 8,900 6,000 Contractual Services 75,730 205,535 108,690 107,550 Other (1) (43) 0 0 Total $241,304 $403,961 $301,200 $301,760 Percent Change -2.7% 67.4% -25.4% 0.2% Staff Hours No. of Employees (FTE) 2 2 2 2 BUDGET COMMENTS The increase in personnel services is due to pay increases and an increase in the cost of benefits. Anticipated decreases in audit fees account for the reduction in contractual services. Packet Page Number 60 of 69 CITY OF MAPLEWOOD, MINNESOTA 2010 BUDGET PROGRAM: ADMINISTRATION DEPARTMENT: FINANCE 2007 2008 2009 2010 Actual Actual Estimate Estimate OUTPUTS /WORKLOAD Number of pages in budget 350 300 318 330 booklet Number of pages in capital 170 172 170 169 improvement plan booklet COMMENTS The number of pages in the budget booklet increased by 25% when the 2004 budget was prepared in 2003 and changed to a program - performance format. Since then the number of pages has not changed significantly. Elimination of Human Resources and Parks and Recreation accounts for 2008 reduction. The number of pages in the capital improvement plan booklet is affected by the number of projects that are included in it. No significant change in the number of projects is anticipated in 2010. Packet Page Number 61 of 69 CITY OF MAPLEWOOD, MINNESOTA 2010 BUDGET PROGRAM: FINANCE SERVICES DEPARTMENT: FINANCE 101 -202 PROGRAM MISSION To collect and deposit revenues, disburse money to pay vendors and employees, maintain accounting records, prepare financial reports, maintain adequate insurance coverage, and assist with the preparation of the annual city budget and five -year capital improvement plan. INPUTS 2007 2008 2009 2010 Actual Actual Budget Budget Direct Expenditures Personnel Services $279,491 $264,326 $330,450 $327,930 Commodities 0 0 40 0 Contractual Services 99,554 18,110 10,960 8,980 Capital Outlay 0 36,891 0 0 Other Charges 39,690 30,432 39,690 37,000 Total $418,735 $349,759 $381,140 $373,910 Percent Change 3.0% - 16.5% 9.0% -1.9% Staff Hours No. of Employees (FTE) 4.05 4.00 4.00 4.00 BUDGET COMMENTS Personnel services increased in 2009 because the employee previously responsible for ambulance billing is transitioning to other roles in the Finance Services Department. Her time will continue to be allocated in 2010. Packet Page Number 62 of 69 CITY OF MAPLEWOOD, MINNESOTA 2010 BUDGET PROGRAM: FINANCE SERVICES DEPARTMENT: FINANCE 2007 2008 2009 2010 Actual Actual Estimate Estimate OUTPUTSMIORKLOAD Number of pages in annual financial report 200 203 203 203 EFFECTIVENESS INDICATORS Receive the GFOA Certificate on the annual Yes Yes Yes Yes financial report EFFICIENCY MEASURES Percent of employees paid by direct deposit 70% 73% 80% 99% COMMENTS The number of pages in the annual financial report fluctuates based upon the length of the notes to the financial statements, number of funds and changes in generally accepted accounting principles. The percent of employees paid by direct deposit has gradually increased each year since 1995 when it was first offered as an option. Beginning in 2001, all new employees were required to enroll in the direct deposit program. All non- casual employees are strongly encouraged to enroll beginning in 2008. Packet Page Number 63 of 69 CITY OF MAPLEWOOD, MINNESOTA 2010 BUDGET PROGRAM: AMBULANCE SERVICE BILLING DEPARTMENT: FINANCE bob -203 PROGRAM MISSION To bill, collect and account for ambulance service charges. INPUTS 2007 2008 2009 2010 Actual Actual Budget Budget Direct Expenditures Personnel Services $72,152 $75,268 $16,590 $18,130 Commodities 383 583 180 160 Contractual Services 9,240 8,868 57,520 54,520 Total $81,775 $84,719 $74,290 $72,810 Percent Change 3.4% 3.6% -12.3% -2.0% Staff Hours No. of Employees (FTE) 1 1 .25 .25 BUDGET COMMENTS During 2009, ambulance service billing transitioned to an outside provider. This accounts for the decrease in personnel services and the increase in contractual services. In 2010, 25% of the Accounts Receivable Technician' Packet Page Number 64 of 69 CITY OF MAPLEWOOD, MINNESOTA 2010 BUDGET PROGRAM: AMBULANCE SERVICE BILLING DEPARTMENT: FINANCE 2007 2008 2009 2010 Actual Actual Estimate Estimate OUTPUTS /WORKLOAD Number of service calls billed 2,643 2,264 0 0 Number of payments posted 3,193 4,754 900 600 EFFECTIVENESS INDICATORS Percent of unpaid ambulance bills over two years old written 36.0% 36.0% 36.0% 36.0% Off COMMENTS The estimated number of service calls billed has been increasing by an annual average of 5.3% over the past five years. It is assumed that this trend will continue for 2008 and 2009. The number of payments per bill averages 1.2 because many insurance policies require a co -pay by the patient. There are no payments on bills that are uncollectible which causes the average number of payments to be less than two. The law requires all ambulance service providers to accept assignment. This means that the City is prohibited from collecting the remaining balance on ambulance bills after the Medicare payment. The ambulance rates have been increased to fully offset these uncollectible balances. Packet Page Number 65 of 69 Packet Page Number 66 of 69 2010 CITY OF MAPLEWOOD EXPENDITURES BY ACCOUNT 2007 2008 2009 2010 2010 2010 101 GENERAL FUND EXPENDED EXPENDED ORIG BUDGT GUIDELINE DEPT MGR 201 FINANCE ADMINISTRATION REQUEST RECOMMEND 4010 WAGES /FULL -TIME EMPLOYEES 89,937 118,453 114,900 120,910 120,910 120,910 4011 OVERTIME PAY 820 4,207 4,000 0 0 0 4020 WAGES/PART-TIME 0 0 0 0 0 0 4025 WAGES/TEMPORARY 0 0 0 0 0 0 4030 LEAVE BENEFITS 18,156 16,390 16,660 17,540 17,540 17,540 4040 RETIREMENT BENEFITS 21,768 21,480 22,580 22,960 22,960 22,960 4050 INSURANCE BENEFITS 26,676 24,690 25,470 26,800 26,800 26,800 4901 LATE PAYMENT PENALTIES 0 886 0 0 0 0 TOTAL PERSONNEL SERVICES 157,356 186,106 183,610 188,210 188,210 188,210 4110 SUPPLIES - OFFICE 5,482 3,503 6,000 3,500 3,500 3,500 4120 PROGRAM SUPPLIES 100 0 0 0 0 0 4160 SUPPLIES - EQUIPMENT 2,637 2,523 2,700 2,500 2,500 2,500 4165 SMALL EQUIPMENT 0 0 0 0 0 0 4170 BOOKS 0 185 200 0 200 0 4290 MISCELLANEOUS COMMODITIES 0 6,153 0 0 0 0 TOTAL COMMODITIES 8,219 12,363 8,900 6,000 6,200 6,000 4310 TELEPHONE 620 740 760 1,200 1,200 1,200 4315 INTERNAL PHONE CHARGES 0 0 0 0 0 0 4330 POSTAGE 2,139 2,331 2,500 2,000 2,000 2,000 4360 PUBLISHING 0 0 0 0 0 0 4370 INSURANCE - 30,874 38,288 3,850 3,850 3,850 3,850 4380 SUBSCRIPTIONS & MEMBERSHIPS 955 805 410 500 500 500 4390 TRAVEL & TRAINING 4,514 5,664 3,300 0 3,300 3,500 4391 EDUCATION REIMBURSEMENTS 0 0 700 0 700 0 4400 VEHICLE ALLOWANCE 174 68 0 0 2,400 0 4430 REPAIRS & MTNCE.IEQUIPMENT 416 348 590 500 500 500 4480 FEES FOR SERVICE 56,562 72,409 45,000 45,000 55,000 45,000 4490 FEES - CONSULTING 870 32,635 1,000 0 0 0 4520 OUTSIDE RENTAL - EQUIPMENT 0 720 0 0 0 0 4550 DUPLICATING COSTS 1,203 1,417 1,980 2,000 2,000 2,000 4580 INTERNAL I. T. CHARGES 39,150 50,110 48,600 49,000 49,000 49,000 TOTAL CONTRACTUAL SERVICES 75,730 205,535 108,690 104,050 120,450 107,550 4630 EQUIPMENT - OFFICE 0 0 0 0 0 0 TOTAL CAPITAL OUTLAY & DEPN 0 0 0 0 0 0 4940 CASH OVER & SHORT -1 -43 0 0 0 0 Packet Page Number 66 of 69 2010 101 GENERAL FUND 201 FINANCE ADMINISTRATION TOTAL OTHER CHARGES DEPTIDIV TOTALS CITY OF MAPLEWOOD EXPENDITURES BY ACCOUNT 2007 2008 2009 2010 EXPENDED EXPENDED ORIG BUDGT GUIDELINE -1 -43 0 0 241,304 403,962 301,200 298,260 2010 2010 DEPT MGR REQUEST RECOMMEND 0 0 314,860 301,760 Packet Page Number 67 of 69 2010 Packet Page Number 68 of 69 2010 CITY OF MAPLEWOOD EXPENDITURES BY ACCOUNT 2007 2008 2009 2010 2010 2010 101 GENERAL FUND EXPENDED EXPENDED ORIG BUDGT GUIDELINE DEPT MGR 202 FINANCE SERVICES REQUEST RECOMMEND 4010 WAGES /FULL -TIME EMPLOYEES 83,142 89,314 147,050 149,600 149,600 149,600 4011 OVERTIME PAY 5,853 8,859 10,000 2,000 2,000 2,000 4020 WAGES/PART-TIME 52,865 70,190 57,480 61,120 61,120 61,120 4025 WAGES/TEMPORARY 10,167 10,654 6,000 0 6,000 0 4030 LEAVE BENEFITS 46,812 28,944 36,590 41,650 41,650 41,650 4040 RETIREMENT BENEFITS 41,448 32,042 40,740 40,020 40,020 40,400 4050 INSURANCE BENEFITS 39,204 24,323 32,590 33,160 33,160 33,160 TOTAL PERSONNEL SERVICES 279,491 264,326 330,450 327,550 333,550 327,930 4160 SUPPLIES - EQUIPMENT 0 0 40 0 0 0 TOTAL COMMODITIES 0 0 40 0 0 0 4310 TELEPHONE 596 234 890 500 500 500 4315 INTERNAL PHONE CHARGES 0 0 0 0 0 0 4370 INSURANCE 1,787 1,657 2,410 2,500 2,500 2,500 4380 SUBSCRIPTIONS & MEMBERSHIPS 580 120 780 280 700 280 4390 TRAVEL & TRAINING 0 2,471 3,800 3,800 3,800 3,800 4391 EDUCATION REIMBURSEMENTS 0 0 0 0 0 0 4400 VEHICLE ALLOWANCE 0 20 0 0 0 0 4430 REPAIRS & MTNCE.IEQUIPMENT 0 0 80 0 0 0 4480 FEES FOR SERVICE 96,591 1,612 2,000 1,900 1,900 1,900 4490 FEES - CONSULTING 0 11,995 1,000 0 0 0 TOTAL CONTRACTUAL SERVICES 99,554 18,110 10,960 8,980 9,400 8,980 4630 EQUIPMENT - OFFICE 0 36,891 0 0 0 0 TOTAL CAPITAL OUTLAY & DEPN 0 36,891 0 0 0 0 4820 INTEREST PAYMENTS 0 0 0 0 0 0 TOTAL DEBT SERVICE 0 0 0 0 0 0 4930 INVESTMENT MANAGEMENT FEES 39,690 30,432 39,690 37,000 37,000 37,000 TOTAL OTHER CHARGES 39,690 30,432 39,690 37,000 37,000 37,000 DEPTIDIV TOTALS 418,734 349,758 381,140 373,530 379,950 373,910 Packet Page Number 68 of 69 2010 Packet Page Number 69 of 69 2010 CITY OF MAPLEWOOD EXPENDITURES BY ACCOUNT 2007 2008 2009 2010 2010 2010 606 AMBULANCE SERVICE EXPENDED EXPENDED ORIG BUDGT GUIDELINE DEPT MGR 203 AMBULANCE SERVICE BILLING REQUEST RECOMMEND 4010 WAGES /FULL -TIME EMPLOYEES 43,087 45,380 10,340 11,260 11,260 11,260 4011 OVERTIME PAY 3,733 4,707 0 0 0 0 4030 LEAVE BENEFITS 7,596 7,830 2,000 2,230 2,230 2,230 4040 RETIREMENT BENEFITS 7,968 8,070 1,960 2,140 2,140 2,140 4050 INSURANCE BENEFITS 9,768 9,280 2,290 2,500 2,500 2,500 TOTAL PERSONNEL SERVICES 72,152 75,268 16,590 18,130 18,130 18,130 4110 SUPPLIES - OFFICE 383 466 180 160 160 160 4160 SUPPLIES - EQUIPMENT 0 117 0 0 0 0 TOTAL COMMODITIES 383 583 180 160 160 160 4310 TELEPHONE 146 62 0 0 0 0 4315 INTERNAL PHONE CHARGES 0 0 0 0 0 0 4330 POSTAGE 2,980 3,187 0 0 0 0 4370 INSURANCE 383 365 570 570 570 570 4390 TRAVEL & TRAINING 74 0 0 0 0 0 4400 VEHICLE ALLOWANCE 154 0 0 0 0 0 4430 REPAIRS & MTNCE. /EQUIPMENT 0 138 0 0 0 0 4480 FEES FOR SERVICE 375 -1,470 55,500 52,500 55,000 52,500 4520 OUTSIDE RENTAL - EQUIPMENT 0 16 0 0 0 0 4580 INTERNAL I. T. CHARGES 5,130 6,570 1,450 1,450 1,450 1,450 TOTAL CONTRACTUAL SERVICES 9,240 8,868 57,520 54,520 57,020 54,520 DEPT /DIV TOTALS 81,775 84,719 74,290 72,810 75,310 72,810 Packet Page Number 69 of 69 2010