HomeMy WebLinkAbout2012 07-23 City Council Workshop Packet
AGENDA
MAPLEWOOD CITY COUNCIL
MANAGER WORKSHOP
5:15 P.M. Monday, July 23, 2012
Council Chambers, City Hall
A. CALL TO ORDER
B. ROLL CALL
C. APPROVAL OF AGENDA
D. UNFINISHED BUSINESS
1. 2013 Department Budget Presentations
a. Finance
b. Information Technology
c. Citizen Services
E. NEW BUSINESS
F. ADJOURNMENT
THIS PAGE IS INTENTIONALLY LEFT BLANK
WORK SESSION AGENDA NO. D-1(a)
AGENDA REPORT
TO: James Antonen, City Manager
FROM: Gayle Bauman, Finance Manager
SUBJECT: 2013 Finance Department Budget Presentation
DATE: July 17, 2012 for July 23, 2012 workshop
INTRODUCTION
This item is being presented as part of the discussions on the 2013 Budget to provide more
information on the priorities of the Finance Department.
DISCUSSION
The General Fund portion of the proposed Finance Department budget for 2013 is $772,230.
78% of this total ($604,910) is for personnel costs. The three other major expenditures in
Finance are Audit Fees, Internal IT Charges and Investment Management Fees.
Finance is an internal service function and does not have a revenue source that is specifically
attributed to it except for Investment Earnings and Management Fees which are driven by
economic forces. Council recently approved an Investment Management Agreement with US
Bank which will result in additional interest earnings to the City. It is proposed that the increase
in investment earnings will offset the increased costs of the Finance Department for 2013. Also,
we switched over to a new VISA purchasing card program in 2011 which comes with rebate
incentives. New annual revenues from this program are about $11,000.
Below is a table showing actual and budgeted expenditures for 2008-2013. The entire increase
to our budget for 2013 is attributed to wages and benefits.
2008
Actual
2009
Actual
2010
Actual
2011
Actual
2012
Budget
2013
Proposed
101-201 Administration 367,800 329,651 323,578 301,411 354,050 321,350
101-202 Accounting 349,758 362,808 356,528 387,863 403,190 450,880
GENERAL FUND 717,558 692,459 680,106 689,274 757,240 772,230
606-203 Ambulance 84,719 54,582 51,797 41,647 41,470 43,740
TOTAL 802,277 747,041 731,903 730,921 798,710 815,970
During 2010 and 2011, the department recognized vacancies in the Asst. Finance Manager and
Administrative Assistant positions. These vacancies resulted in decreased expenditures for
2010 and 2011. The Administrative Assistant position was restructured and filled in April 2012.
The department consists of 7 employees (5 full-time and 2 part-time).
Workshop Packet Page Number 1 of 39
Below is a partial listing of the workload indicators that we measure in the Finance Department.
Most of them are staying pretty steady. The change in Number of Invoices Prepared is due to
the outsourcing of Ambulance Billing.
2008
Actual
2009
Actual
2010
Actual
2011
Actual
2012
Budget
2013
Proposed
# of Budget pages 300 318 348 362 360 360
# of CAFR pages 203 202 210 208 210 210
# of CIP pages 171 169 142 143 144 145
GFOA Budget Award No Yes Yes Yes Yes Yes
GFOA CAFR Award Yes Yes Yes Yes Yes Yes
# of Invoices prepared 3,065 725 463 459 450 460
# of Invoice paid 11,127 10,787 10,780 11,178 10,700 10,500
# of Payroll cks/dir dep 9,559 9,277 9,728 9,852 9,700 9,900
Department accomplishments and projects are as follows:
• Reviewed the 2012 budget and budget process at the Fall 2011 Town Hall meeting
• Updated the City’s Purchasing Policies
• Went through the RFP process and hired new auditors
• Implemented GASB 54 which deals with fund balances
• Gathered and submitted information for our OPEB actuarial study
• Restructured the Administrative Assistant position and hired an employee
• Implemented cross training with the Accounting Technicians
RECOMMENDATION
No action is recommended as this is presented as information on review of proposed
expenditures for 2013.
Attachment(s):
1. 2013 Budget pages
Workshop Packet Page Number 2 of 39
CITY OF MAPLEWOOD
FINANCE
ORGANIZATION CHART
Payroll
Coordinator (1)
Technician (.5)
Accounts
Payable
Technician
Accountant
Part-time
Accounts
Receivable
Technician
Finance Manager
Administrative
Assistant (.5)
Assistant
Finance
Manager
Workshop Packet Page Number 3 of 39
CITY OF MAPLEWOOD, MINNESOTA
FINANCE
BUDGET 2013
2013 BUDGET
Administration
39.4%Ambulance
Service Billing
5.4%
Finance Services
55.3%
Total By Program
Personnel
Services
74.1%
Commodities
0.8%
Contractual
Services
21.1%
Other Charges
3.9%
Total By Classification
Workshop Packet Page Number 4 of 39
CITY OF MAPLEWOOD, MINNESOTA
2012 PERCENT
ORIGINAL OVER(UNDER)
Total By Program ACTUAL ACTUAL BUDGET BUDGET 2012 BUDGET
Administration $323,578 $301,411 $354,050 $321,350 -9.2%
Ambulance Service Billing 51,797 41,647 41,470 43,740 5.5%
Finance Services 356,528 387,863 403,190 450,880 11.8%
Totals 731,903 730,921 798,710 815,970 2.2%
Total By Classification
Personnel Services 525,164 548,761 581,300 604,910 4.1%
Commodities 2,577 8,969 12,590 6,740 -46.5%
Contractual Services 180,827 147,904 172,820 172,320 -0.3%
Capital Outlay and Depreciation 0000 N/A
Other Charges 23,335 25,287 32,000 32,000 0.0%
Totals 731,903 730,921 798,710 815,970 2.2%
Total By Fund
General Fund 680,106 689,274 757,240 772,230 2.0%
Ambulance Service Fund 51,797 41,647 41,470 43,740 5.5%
Totals $731,903 $730,921 $798,710 $815,970 2.2%
Number of Employees (FTE)6.25 6.25 6.15 6.15 0.0%
2013 BUDGET
FINANCE
EXPENDITURE SUMMARY
2010 2011 2013
2010 ACTUAL 2011 ACTUAL 2012 ORIGINAL
BUDGET
2013 ORIGINAL
BUDGET
0.00
2.00
4.00
6.00
8.00
FTEs2010 ACTUAL 2011 ACTUAL 2012 ORIGINAL
BUDGET
2013 ORIGINAL
BUDGET
0.0
0.2
0.4
0.6
0.8
1.0 MillionsExpenditures
Employees
Workshop Packet Page Number 5 of 39
CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET
FINANCE
MISSION STATEMENT
To provide quality financial services and to maintain the city’s financial health and
stability.
2013 OBJECTIVES
1. Arrange for the issuance of bonds to finance projects that will improve and expand the city’s
infrastructure of streets and utilities and explore opportunities for refunding of existing debt
to move interest costs.
2. Maintain city’s bond rating of AA1 from the credit rating agencies.
3. Prepare and distribute the Comprehensive Annual Financial Report for 2012 by May 27,
2013.
4. Prepare and distribute the 2014-2018 Capital Improvement Plan by June 24, 2013.
5. Prepare and distribute the proposed 2014 Budget for City Council review by August 26,
2013.
6. Submit 2012 CAFR to Government Finance Officers Association to receive the Certificate of
Achievement for Excellence in Financial Reporting Award.
7. Submit 2013 Budget to Government Finance Officers Association to receive the
Distinguished Budget Presentation Award.
8. Continue to review the city’s system of internal controls so as to safeguard the city’s assets.
9. Timely completion of the city’s external audit with minimal audit adjusting entries.
10. Continued staff training, particularly in the areas of staff cross-training.
Workshop Packet Page Number 6 of 39
CITY OF MAPLEWOOD, MINNESOTA
Department: Finance 101
Program: Administration 201
Program Description
Program Expenditure Highlights
2010 2011 2012 2013
Program Expenditures ACTUAL ACTUAL BUDGET BUDGET
Personnel Services 183,889$ 192,245$ 222,430$ 196,610$
Commodities 2,577 8,969 9,490 6,740
Contractual Services 137,111 100,197 122,130 118,000
Capital Outlay - - - -
Other Charges 1 - - -
Total 323,578$ 301,411$ 354,050$ 321,350$
Percent Change (-1.8%) (-6.9%) 17.5% (-9.2%)
Full-Time Equivalent positions 2.00 2.00 2.00 1.50
2013 BUDGET
Fund # :
Program # :
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.
The decrease in personnel services is due to creation of a new position to replace the vacant Administrative
Assistant position. The new position is split between this program and Finance Services (101-202). There is
also an increase in internal I.T. charges and a decrease in fees for service over the 2012 Budget.
Program Expenditures by Classification
61%
2%
37%
Personnel Services Commodities
Contractual Services Capital Outlay
Other Charges
Workshop Packet Page Number 7 of 39
CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET
Department:
Program: Finance
Administration
Fund #:
Program #:
101
201
Performance Measures 2010
Actual 2011
Actual 2012
Estimate 2013
Estimate
OUTPUTS/WORKLOAD
Number of pages in budget booklet 348 362 360 360
Number of pages in capital improvement plan booklet 142 143 144 145
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.
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 2012.
Workshop Packet Page Number 8 of 39
CITY OF MAPLEWOOD, MINNESOTA
Department: Finance 606
Program: Ambulance Service Billing 203
Program Description
Program Expenditure Highlights
2010 2011 2012 2013
Program Expenditures ACTUAL ACTUAL BUDGET BUDGET
Personnel Services 13,254$ 424$ -$ -$
Commodities - - - -
Contractual Services 38,543 41,223 41,470 43,740
Depreciation - - - -
Other Charges - - - -
Total 51,797$ 41,647$ 41,470$ 43,740$
Percent Change (-5.1%) (-19.6%) (-0.4%) 5.5%
Full-Time Equivalent positions 0.25 - - -
Program Expenditures by Classification
2013 BUDGET
Fund # :
Program # :
To bill, collect and account for ambulance service charges.
During 2009, ambulance service billing transitioned to an outside provider.
100%
Personnel Services Commodities
Contractual Services Depreciation
Other Charges
Workshop Packet Page Number 9 of 39
CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET
Department:
Program: Finance
Ambulance Service Billing
Fund #:
Program #:
606
203
Performance Measures 2010
Actual 2011
Actual 2012
Estimate 2013
Estimate
OUTPUTS/WORKLOAD
Number of service calls billed 0 0 0 0
Number of payments posted 150 196 0 0
EFFECTIVENESS INDICATORS
Percent of unpaid ambulance bills over two years old
written off N/A N/A N/A N/A
COMMENTS
Ambulance service billing was turned over to an outside provider at the end of 2008. This program is being phased
out.
Workshop Packet Page Number 10 of 39
CITY OF MAPLEWOOD, MINNESOTA
Department: Finance 101
Program: Finance Services 202
Program Description
Program Expenditure Highlights
2010 2011 2012 2013
Program Expenditures ACTUAL ACTUAL BUDGET BUDGET
Personnel Services 328,021$ 356,092$ 358,870$ 408,300$
Commodities - - 3,100 -
Contractual Services 5,173 6,484 9,220 10,580
Capital Outlay - - - -
Other Charges 23,334 25,287 32,000 32,000
Total 356,528$ 387,863$ 403,190$ 450,880$
Percent Change (-1.7%) 8.8% 4.0% 11.8%
Full-Time Equivalent positions 4.00 4.25 4.15 4.65
2013 BUDGET
Fund # :
Program # :
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.
The increase in personnel services is due to the creation of a new position to fill a vacant position - of which
50% was classified to this program. A small increase is projected in contractual services.
Program Expenditures by Classification
91%
2%7%
Personnel Services Commodities
Contractual Services Capital Outlay
Other Charges
Workshop Packet Page Number 11 of 39
CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET
Department:
Program: Finance
Finance Services
Fund #:
Program #:
101
202
Performance Measures 2010
Actual 2011
Actual 2012
Estimate 2013
Estimate
OUTPUTS/WORKLOAD
Number of invoices paid 10,780 11,178 10,700 10,500
Number of payroll checks and direct deposits 9,728 9,852 9,700 9,900
Number of pages in annual financial report 210 208 210 210
EFFECTIVENESS INDICATORS
Receive the GFOA Certificate on the annual financial
report Yes Yes Yes Yes
EFFICIENCY MEASURES
Percent of invoices paid by purchasing cards 64% 69% 70% 70%
Percent of benefit earning employees paid by direct
deposit 100% 100% 100% 100%
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 benefit earning 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 temporary/casual employees are strongly encouraged to enroll.
Workshop Packet Page Number 12 of 39
Agenda Item D1b
AGENDA REPORT
TO: City Manager, Jim Antonen
FROM: IT Director, Mychal Fowlds
SUBJECT: Presentation on 2013 IT Department Budget
DATE: July 16, 2010
Introduction
This item is being presented as part of the discussions on the 2013 Budget to provide more information on
the priorities of the IT Department.
Discussion
The IT Departments 2013 budget requests are fairly similar to previous years. Both the IT and Building
Operations divisions have only minor changes and they are described below.
As stated above the IT division has no major projects projected for 2013. Our budget proposal is very
similar to 2012. It is worth noting that beginning in 2013 we hope to be fully integrated with the Metro-Inet
group of cities. What this means budget wise is that we will fund a portion of the IT Technician position
from Metro-Inet funds. We are also exploring other revenue opportunities and will hopefully look to
implement some of them in the future as well.
The Building Operations budget shows no major changes in the proposed 2013 budget. We will continue
to explore all possible efficiencies and will look for new revenue opportunities in 2013 as well.
Below is a table showing actual and budgeted expenditures for 2010-2013 for the two divisions.
2010
Actual
2011
Actual
2012
Budget
2013
Proposed
101-115 Building Ops 486,963 490,860 548,720 551,030
703-118 IT Fund 682,464 664,908 786,840 779,150
TOTAL 1,169,427 1,155,768 1,335,560 1,330,180
In 2010 and 2011 we postponed some projects due to mid-year budget constraints. The budgets proposed
for 2013 include those projects.
Below is a partial listing of the workload indicators that we measure in the IT Department. The majority of
our indicators are staying consistent with past years. We have seen an increase in our responsiveness
when the IT Technician position has been filled.
101-115 Building Ops Outputs/Workload
2010
Actual
2011
Actual
2012
Budget
2013
Proposed
Number of work orders/tasks 1.132 1,327 1,456 1,537
Number of vendor calls 178 247 156 263
Service Calls 41 54 66 84
703-118 IT Outputs/Workload
Number of devices maintained 556 763 780 800
Number of workstations maintained 218 212 210 210
Number of help desk requests 1,851 1,902 1,950 2,000 Workshop Packet Page Number 13 of 39
Attachments:
1. 2013 Budget Pages
Number of computers replaced 32 35 35 35
Department accomplishments and projects are as follows:
• Continue to increase documentation of IT systems
• Continue documentation of IT policies & procedures
• Improve helpdesk responsiveness
• Improve support of City applications
• Continue to work with Building Operations to improve security at City buildings
• Continue to work with staff in taking full advantage of our document management system
• Evaluate and adjust as necessary our cost allocation process
• Explore new revenue streams
• Continue to explore working with other agencies to realize increased efficiencies
• Develop a core set of responsibilities for Building Operations
Recommendation
No action is recommended as this is presented as information on review of proposed expenditures for
2013.
Action Required
None.
Workshop Packet Page Number 14 of 39
CITY OF MAPLEWOOD
ORGANIZATION CHART
Information
Technology
Director
Building
Maintenance
Worker
Facility
Technicians
MCC Lead /
Building
Custodians
Helpdesk
Technician
MCC Temp
Custodians
Facility
Custodians
Network/
Systems
Analyst
GIS
Analyst
Chief
Building
Engineer
INFORMATION TECHNOLOGY
Workshop Packet Page Number 15 of 39
CITY OF MAPLEWOOD, MINNESOTA
INFORMATION TECHNOLOGY
BUDGET 2013
2013 BUDGET
Building
Operations
41.4%
Information
Technology
Services
58.6%
Total By Program
Personnel
Services
49.0%Commodities
12.5%
Contractual
Services
37.1%Capital Outlay
and Depreciation
1.3%
Other Charges
0.0%
Total By Classification
Workshop Packet Page Number 16 of 39
CITY OF MAPLEWOOD, MINNESOTA
2012 PERCENT
ORIGINAL OVER(UNDER)
Total By Program ACTUAL ACTUAL BUDGET BUDGET 2012 BUDGET
Building Operations $486,963 $490,860 $548,720 $551,030 0.4%
Information Technology Services 682,464 664,908 786,840 779,150 -1.0%
Totals 1,169,427 1,155,768 1,335,560 1,330,180 -0.4%
Total By Classification
Personnel Services 508,321 542,140 644,960 652,040 1.1%
Commodities 176,591 143,519 160,840 166,480 3.5%
Contractual Services 437,478 431,694 493,830 493,970 0.0%
Capital Outlay and Depreciation 46,994 37,840 34,800 17,690 -49.2%
Other Charges 43 575 1,130 0 -100.0%
Totals $1,169,427 $1,155,768 $1,335,560 $1,330,180 -0.4%
Total By Fund
General Fund 486,963 490,860 548,720 551,030 0.4%
Information Technology Fund 682,464 664,908 786,840 779,150 -1.0%
Totals $1,169,427 $1,155,768 $1,335,560 $1,330,180 -0.4%
Number of Employees (FTE)6.12 6.13 7.13 7.13 0.0%
2013 BUDGET
INFORMATION TECHNOLOGY
EXPENDITURE SUMMARY
2010 2011 2013
1.5 Millions2010 ACTUAL 2011 ACTUAL
2012 ORIGINAL
BUDGET
2013 ORIGINAL
BUDGET
0.00
2.00
4.00
6.00
8.00
FTEs2010 ACTUAL 2011 ACTUAL 2012 ORIGINAL
BUDGET 2013 ORIGINAL
BUDGET
0.0
0.5
1.0
1.5 MillionsExpenditures
Employees
Workshop Packet Page Number 17 of 39
CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET
INFORMATION TECHNOLOGY
MISSION STATEMENT
To provide the most effective information technology and building operations services and
support possible to the City of Maplewood staff and citizens.
2013 OBJECTIVES
1. Continue to increase documentation of IT systems
2. Continue documentation of IT policies & procedures
3. Improve helpdesk responsiveness
4. Improve support of City applications
5. Continue to work with Building Operations to improve security at City buildings
6. Continue to work with staff in taking full advantage of our document management
system
7. Evaluate and adjust as necessary our cost allocation process
8. Explore new revenue streams
9. Continue to explore working with other agencies to realize increased efficiencies
10. Develop a core set of responsibilities for Building Operations
Workshop Packet Page Number 18 of 39
CITY OF MAPLEWOOD, MINNESOTA
Department: Information Technology 101
Program: Building Operations 115,110,117
Program Description
Program Expenditure Highlights
2010 2011 2012 2013
Program Expenditures ACTUAL ACTUAL BUDGET BUDGET
Personnel Services 219,234$ 218,951$ 246,470$ 243,990$
Commodities 63,157 68,928 64,340 71,980
Contractual Services 201,883 193,633 237,910 235,060
Capital Outlay 2,689 9,348 - -
Other Charges - - - -
Total 486,963$ 490,860$ 548,720$ 551,030$
Percent Change (-5.4%) 0.8% 11.8% 0.4%
Full-Time Equivalent positions 3.12 3.13 3.13 3.13
2013 BUDGET
Fund # :
Program # :
To provide a clean, well-maintained and comfortable environment for building users of the city hall, public works
building and park maintenance building.
The decrease in personnel services is due to filling a vacant position with an entry level person.
The 3.13 (FTE) are .60 Chief Building Engineer, 1 Facility Technician, .90 Building Maintenance Worker, and
.63 Part Time Building Maintenance Worker.
Program Expenditures by Classification
44%
13%
43%
Personnel Services
Commodities
Contractual Services
Capital Outlay
Other Charges
Workshop Packet Page Number 19 of 39
CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET
Department:
Program: Information Technology
Building Operations
Fund #:
Program #: 101
115,110,117
Performance Measures 2010
Actual 2011
Actual 2012
Estimate 2013
Estimate
OUTPUTS/WORKLOAD
Number of work orders/tasks 1,132 1,327 1456 1537
Number of vendor calls (Scheduled services &
suppliers) 178 247 156 263
Service calls (Outside service companies & contractors) 41
54
66 84
Number of janitorial tasks complete 70,860 68,327 69,046 68,600
EFFECTIVENESS INDICATORS
Percent of customer ratings that were good or excellent 92% 88% 91% 92%
Cost per sq. ft. (City Hall/Police/Public Works/Parks) $4.34 $4.62 $4.89 $4.98
2% inc.
Contracted repairs & maintenance cost per sq. ft $0.72 $0.86 $0.75 $0.94
COMMENTS
CITY HALL / POLICE DEPT.: 43,588 SQ. FT., PUBLIC WORKS: 58,750 SQ. FT. PARKS: 9,954 SQ. FT.
The number of work orders relates to help desk requests by facility and verbal requests. Vendor calls are for
scheduled services and suppliers. Service calls relate to outside service companies or contractors. This number will
start to increase as the internal maintenance staff has not increased to take on more of these tasks. The effectiveness
indicators number is now tied to square footage of the related facilities. Staff has started to support the Nature Center
and Fire Departments Help Requests on a more regular basis.
Workshop Packet Page Number 20 of 39
CITY OF MAPLEWOOD, MINNESOTA
Department: Information Technology 703
Program: Information Technology Services 118
Program Description
Program Expenditure Highlights
2010 2011 2012 2013
Program Expenditures ACTUAL ACTUAL BUDGET BUDGET
Personnel Services 289,087$ 323,189$ 398,490$ 408,050$
Commodities 113,434 74,591 96,500 94,500
Contractual Services 235,595 238,061 255,920 258,910
Depreciation 44,305 28,492 34,800 17,690
Other Charges 43 575 1,130 -
Total 682,464$ 664,908$ 786,840$ 779,150$
Percent Change (-5.3%) (-2.6%) 18.3% (-1.0%)
Less charges to other depts. (593,670) (593,678) (643,680) (693,680)
Net Total 88,794 71,230 143,160 85,470
Full-Time Equivalent positions 3.00 3.00 4.00 4.00
2013 BUDGET
Fund # :
Program # :
To provide and support internal information systems and create external interfaces that facilitates access to city
information.
The increase in personnel services is due to pay increases and an increase in the cost of benefits.
Due to the lack of high dollar expenditures over the past 5 years, we've seen a large decrease in depreciation
and this has allowed us to absorb part of the cost of obtaining additional helpdesk services.
Program Expenditures by Classification
53%
12%
33%
2%
Personnel Services
Commodities
Contractual Services
Depreciation
Other Charges
Workshop Packet Page Number 21 of 39
CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET
Department:
Program: Information Technology
Information Technology Services
Fund #:
Program #:
703
118
Performance Measures 2010
Actual 2011
Actual 2012
Estimate 2013
Estimate
OUTPUTS/WORKLOAD
Number of devices maintained 556 763 780 800
Number of workstations maintained 218 212 210 210
Number of help desk requests 1,851 1,902 1,950 2,000
Number of computers replaced 32 35 35 35
EFFECTIVENESS INDICATORS
Percent of help desk service calls resolved within 24 hrs 56% 58% 65% 70%
Percent of internal customers rating services as good or
excellent 83% 87% 90% 92%
Number of web page hits by external users 780,218 884,049 899,781 910,000
Efficiency Measures
IT wage and benefit expenditures per workstation $1,326 $1,524 $1,897 $1,792
COMMENTS
Estimates for Outputs/Workload in 2013 stay consistent with 2012.
By filling the IT Technician position we’ve seen improvements in all of our Effectiveness Indicators. By looking at new
revenue streams and cost sharing opportunities in 2012 and 2013 we hope to reduce our cost per workstation.
Workshop Packet Page Number 22 of 39
Item D. 1c
MEMORANDUM
To: City Manager Antonen
Assistant City Manager Ahl
From: Karen Guilfoile, Citizen Services Director
Re: 2013 City Council Budget Presentation
Date: July 16, 2012
Following is information on the 2013 operating budget for the Citizens Service Department.
2012 2013
Budget Budget
Personnel Services $ 834,000 $ 846,830
Commodities 24,800 22,000
Contractual Services 259,710 277,520
Other Charges 0 0
Total $ 1,118,510 $ 1,146,350
Percent Change 2.49%
Brief Description of the Department
The Department includes the following Divisions: City Clerk Administration, Deputy Registrar,
and Elections. Included in City Clerk Administration is Marketing and Advertising. Also, the
Department manages the Taste of Maplewood/July 4th Light It Up Event and serves as staff
liaison to the Human Rights Commission. Personnel and related costs are 74% of the total
budget.
The Department has remained consistent in the number of personnel with an FTE equivalent of
around 10.25.
Performance Measurements
Citizen Services is a customer service department that responds to the needs of constituents in
requesting data, meeting related information, business licenses, miscellaneous permits, motor
vehicle related transactions, managing elections, including the significant increase in absentee
voting and related duties, marketing projects, special events, Maplewood Monthly, etc.
Workshop Packet Page Number 23 of 39
Department performance is measured by response times to requests, how many transactions
are performed from year to year, and obtaining revenue goals through services provided.
2013 Budget Request
The submitted 2013 proposed budget is $27,840 over the 2012 original budget. The only
significant change in the 2013 proposed budget is that all Marketing & Advertising costs related
to the Maplewood Monthly and Consultant fees are now included in the Citizen Services
Administrative budget.
The Department is funded by the General Fund. Department revenues for the 2013 Budget for
business licenses, motor vehicle, passport processing and advertising are estimated at
approximately $957,780. It is noteworthy that Department revenues have increased in excess
of $90,000 since the 2009 actual revenues. This continual increase in revenues is due to
business licenses and an increase in Motor Vehicle revenues due to legislation passed in 2011
increasing motor vehicle registration and title transfer fees.
Reductions Agreed to in Budget Meetings with the City Manager
To reduce the 2013 proposed budget to the 2012 original budget, the 2013 proposed budget
would need to be cut by $27,840. If required by the council, I would propose that the
Maplewood Monthly be published ten times in 2013 instead of the 12 proposed and each
monthly edition be eight pages in length.
Workshop Packet Page Number 24 of 39
CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET
CITIZEN SERVICES
MISSION STATEMENT
To maintain records, administer elections, issue all licenses and passports in a timely and
efficient manner and provide citizens with requested data.
To promote the City through print and media and assist other departments in promoting their
activities and programs through innovative advertising, online ads, email and print newsletters to
Maplewood and surrounding areas.
2013 OBJECTIVES
1. 100% of completed council agendas and agenda packets provided 4 days in advance of
meetings and 100% of legal notices prepared, posted and or published with legal
deadlines.
2. Streamline the agenda and minute process using software that allows the user to track
an agenda item from its creation, approvals and recommendations, readying documents
such as agreements, contracts, ordinances and resolutions for proper storage for
retention purposed and for improved transparency.
3. Facilitate updates to the City Code of Ordinances through Municipal Code on a quarterly
basis or as needed.
4. Revise the Retention Schedule reflecting changes in the 2012 legislative session and
train departments in current Data Practice Laws and Practices and retention practices.
5. Continue working with local auto dealers, bands and credit unions in Maplewood and
surrounding areas performing deputy registrar work.
6. Conduct the 2013 Local Municipal Election cycle and be involved in the selection of
election equipment in conjunction with Ramsey County.
7. Continue to work with local and surrounding business and the use of social networking
for marketing and advertising purposes.
8. Act as the Department liaison for Human Rights Commission assisting the Commission
in projects and events as needed.
9. Conduct the annual July 4th “Lite It Up” fireworks event at Hazelwood Park.
Workshop Packet Page Number 25 of 39
DMV/Passport
Office
Specialists &
Staff
Reception Desk
Office
Specialists
Election Judges
Business License
Specialist 50%
Lead Motor Vehicle
Clerk
Business
License
Specialist 50%
Citizen Services
Supervisor
Marketing and
Advertising
Coordinator
CITY OF MAPLEWOOD
CITIZEN SERVICES
ORGANIZATION CHART
Citizens Services Director
Workshop Packet Page Number 26 of 39
2009 2010 2011 2012 2013
Actual Actual Actual Budget Budget
Revenues
3201-Liquor $203,498 $229,353 $227,891 $215,000 $210,500
3203-Cigarette 5,500 19,250 9,750 9,000 9,250
3204-Entertainment-Amusement 4,116 4,468 4,213 4,450 4,200
3205-General Business – CS ONLY 104,441 106,276 115,949 105,000 115,000
3208-Garbage & Rubbish Removal 2,318 2,193 2,064 2,300 2,060
3209-Service & Repair Stations 12,444 13,565 12,789 12,600 12,700
3210-Business Registration Fee 7,560 5,840 5,120 5,000 5,100
3219-Miscellaneous (License-All CS)23,132 21,318 19,836 20,000 20,000
3306-Animal 10,988 3,326 8,263 3,300 8,200
3319-Miscellaneous (Permits) – CS ONLY 11,679 10,953 13,903 10,800 13,900
3610-Election Services 90 15 30 0 0
3613-General-Motor Vehicle Fees 268,001 268,997 306,916 375,000 375,000
3614-General Govt. Drivers Lic Fees 93,220 91,745 87,875 92,000 87,870
3615-DNR Filing Fees 8,576 9,702 8,625 8,400 9,000
3617-Passport Fees 83,669 79,645 71,175 90,000 70,000
3811-Advertising Fees 28,522 12,431 12,880 15,000 15,000
Total $867,753 $879,076 $907,278 $967,850 $957,780
Percent Change From Previous Year -4.28%1.30%3.21%6.68%-1.04%
City Of Maplewood
Citizen Servies Department Revenues
Workshop Packet Page Number 27 of 39
CITY OF MAPLEWOOD, MINNESOTA
2012 PERCENT
ORIGINAL OVER(UNDER)
Total By Program ACTUAL ACTUAL BUDGET BUDGET 2012 BUDGET
Citizen Services Administration $481,358 $587,248 $618,980 $658,440 6.4%
Deputy Registrar 375,267 382,415 393,890 395,180 0.3%
Elections 66,387 57,873 64,640 57,310 -11.3%
Marketing/Advertising 169,585000 N/A
Taste of Maplewood 92,184 24,968 41,000 35,420 -13.6%
Totals 1,184,781 1,052,504 1,118,510 1,146,350 2.5%
Total By Classification
Personnel Services 863,115 857,925 834,000 846,830 1.5%
Commodities 24,455 11,091 24,800 22,000 -11.3%
Contractual Services 290,800 179,365 259,710 277,520 6.9%
Capital Outlay and Depreciation 0000 N/A
Other Charges 6,411 4,123 0 0 N/A
Totals 1,184,781 1,052,504 1,118,510 1,146,350 2.5%
Total By Fund
General Fund 1,092,597 1,027,536 1,077,510 1,110,930 3.1%
Taste of Maplewood 92,184 24,968 41,000 35,420 -13.6%
Totals $1,184,781 $1,052,504 $1,118,510 $1,146,350 2.5%
Number of Employees (FTE)11.33 11.59 10.26 10.19 -0.7%
2013 BUDGET
CITIZEN SERVICES
EXPENDITURE SUMMARY
2010 2011 2013
2010 ACTUAL 2011 ACTUAL 2012 ORIGINAL
BUDGET
2013 ORIGINAL
BUDGET
9
10
11
12
FTEs2010 ACTUAL 2011 ACTUAL 2012 ORIGINAL
BUDGET
2013 ORIGINAL
BUDGET
0.00
0.20
0.40
0.60
0.80
1.00
1.20 MillionsExpenditures
Employees
Workshop Packet Page Number 28 of 39
CITY OF MAPLEWOOD, MINNESOTA
CITIZEN SERVICES
BUDGET 2013
2013 BUDGET
Citizen Services
Administration
57.4%
Deputy
Registrar
34.5%Elections
5.0%
Taste of
Maplewood
3.1%
Total By Program
Personnel
Services
73.9%
Commodities
1.9%
Contractual
Services
24.2%
Total By Classification
Workshop Packet Page Number 29 of 39
CITY OF MAPLEWOOD, MINNESOTA
Department: Citizen Services 101
Program: Administration 301
Program Description
Program Expenditure Highlights
2010 2011 2012 2013
Program Expenditures ACTUAL ACTUAL BUDGET BUDGET
Personnel Services 370,165$ 431,428$ 391,800$ 412,490$
Commodities 13,225 7,706 23,200 19,200
Contractual Services 91,557 144,001 203,980 226,750
Capital Outlay - - - -
Other Charges 6,411 4,113 - -
To maintain accurate and complete permanent city records, to manage the issuance and processing of
business licenses and permits in a timely and efficient manner, produce the Maplewood Monthly to keep the
citizenry informed and provide marketing and advertising expertise to all city departments and to oversee the
general management to all department operations.
The increase in personnel services is due to the reallocation of some hours from the Deputy Registrar program
to the Administration program, pay increases, and an increase in the cost of benefits.
The increase in contractual services is due to costs associated with the publication of the Maplewood Monthly.
The City is proposing to increase the annual number of publications from 8 to 10.
It is to be noted that the increase in the 2011 budget was due to the Marketing program being moved to the
Citizen Services Administration budget which includes costs associated with the publication of the Maplewood
Monthly.
Fund # :
Program # :
2013 BUDGET
Total 481,358$ 587,248$ 618,980$ 658,440$
Percent Change 0.7% 22.0% 5.4% 6.4%
Full-Time Equivalent positions 4.30 5.57 4.26 4.39
Program Expenditures by Classification
63%
3%
34%
Personnel Services
Commodities
Contractual Services
Capital Outlay
Other Charges
Workshop Packet Page Number 30 of 39
CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET
Department:
Program: Citizen Services
Administration
Fund #:
Program #:
101
301
Performance Measures 2010
Actual 2011
Actual 2012
Estimate 2013
Estimate
OUTPUTS/WORKLOAD
Agenda reports 632 652 630 525
Pages of minutes 549 480 560 550
Number of ordinances 15 8 8 8
Number of resolutions 298 164 290 240
Business licenses / permits / registrations / dog-
cat licenses 2,124 1,175 2,000 2,000
Annual marketing agreements 20 21 10 18
Number of marketing projects 300 325 350 200
Testimonial marketing 8 8 8-10 6
EFFECTIVENESS INDICATORS
Percentage of licenses, permits issued by
deadline 99% 99% 99% 99%
Maintain revenue sources 94% 99% 99% 99%
Percentage of marketing projects completed 98% 100% 98% 99%
Testimonials used in marketing materials 70% 70% 80% 80%
Business contacts for the purpose of ad revenue
and partnerships 60% 80% 80% 80%
EFFICIENCY MEASURES
Revenue changes from previous year 8% 1% -7.5% 3.5%
Projects are completed on time and in a
professional manner 100% 100% 100% 100%
COMMENTS
Administrative workload remains steady in all areas. Business licensing and permits numbers remain consistent.
Marketing projects have decreased due to implementing more social media opportunities.
Workshop Packet Page Number 31 of 39
CITY OF MAPLEWOOD, MINNESOTA
Department: Citizen Services 101
Program: Deputy Registrar 303
Program Description
Program Expenditure Highlights
2010 2011 2012 2013
Program Expenditures ACTUAL ACTUAL BUDGET BUDGET
Personnel Services 372,397$ 379,397$ 388,370$ 388,390$
Commodities - - - -
Contractual Services 2,870 3,018 5,520 6,790
Capital Outlay - - - -
Other Charges - - - -
Total 375,267$ 382,415$ 393,890$ 395,180$
Percent Change 1.0% 1.9% 3.0% 0.3%
Full-Time Equivalent positions 6.03 6.02 6.00 5.80
Program Expenditures by Classification
2013 BUDGET
Fund # :
Program # :
To present a courteous, service-oriented team providing a high level of accuracy and efficiency.
No significant change in the Deputy Registrar budget for 2013.
2%
98%
2%
Personnel Services
Commodities
Contractual Services
Capital Outlay
Other Charges
Workshop Packet Page Number 32 of 39
CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET
Department:
Program: Citizen Services
Deputy Registrar
Fund #:
Program #:
101
303
Performance Measures 2010
Actual 2011
Actual 2012
Estimate 2013
Estimate
OUTPUTS/WORKLOAD
Number of motor vehicle transactions 50,691 50,038 51,500 51,000
Number of driver’s license transactions 19,481 17,457 21,000 17,500
Number of passports processed 2,200 1,993 2,100 2,000
EFFECTIVENESS INDICATORS
Initial accuracy rate on motor vehicle reports
reconciled 98% 98% 98% 98%
Initial accuracy rate on driver’s license reports
reconciled 98% 98% 98% 98%
COMMENTS
Number of transactions remains steady in all areas of motor vehicle and DNR. Passport activity has decreased due
to the Federal Passport Card that can be used for entry into Canada.
Driver’s license transactions have decreased due to Federal guidelines prohibiting State Motor Vehicle Departments
that are also house a Federal Passport Facility to process first-time drivers licenses and passports at the same facility.
The City opted to continue processing passports as that option is more revenue producing than first-time drivers
licenses.
Workshop Packet Page Number 33 of 39
CITY OF MAPLEWOOD, MINNESOTA
Department: Citizen Services 101
Program: Elections 304
Program Description
Program Expenditure Highlights
2010 2011 2012 2013
Program Expenditures ACTUAL ACTUAL BUDGET BUDGET
Personnel Services 55,470$ 43,845$ 53,830$ 43,030$
Commodities 2,322 3,020 1,600 2,000
Contractual Services 8,595 11,008 9,210 12,280
Capital Outlay - - - -
Other Charges - - - -
Total 66,387$ 57,873$ 64,640$ 57,310$
Percent Change (-2.6%) (-12.8%) 11.7% (-11.3%)
Full-Time Equivalent positions - - - -
Program Expenditures by Classification
2013 BUDGET
Fund # :
Program # :
To manage all muncipal, federal and state elections focusing on legal compliance and integrity.
2013 is not a presidential election year.
75%
4%
21%
Personnel Services
Commodities
Contractual Services
Capital Outlay
Other Charges
Workshop Packet Page Number 34 of 39
CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET
Department:
Program: Citizen Services
Elections
Fund #:
Program #:
101
304
Performance Measures 2010
Actual 2011
Actual 2012
Estimate 2013
Estimate
OUTPUTS/WORKLOAD
Number of registered voters 23,764 21,815 27,000 24,000
Election judges trained 190 186 200 180
Number of ballots cast 14,355 5,959 26,000 8,000
Number of absentee ballots transmitted 1,022 312 2,800 300
Number of absentee ballots returned by voter 930 266 2,600 250
Number of absentee ballots rejected 50 12 100 5
EFFECTIVENESS INDICATORS
Eligible voter turnout 62% 27% 85% 30%
COMMENTS
Decrease 2013 Outputs/Workloads is due to 2013 being a local election.
Workshop Packet Page Number 35 of 39
CITY OF MAPLEWOOD, MINNESOTA
Department: Citizen Services 101
Program: Marketing & Advertising 111
Program Description
Program Expenditure Highlights
2010 2011 2012 2013
Program Expenditures ACTUAL ACTUAL BUDGET BUDGET
Personnel Services 59,423$ -$ -$ -$
Commodities 1,444 - - -
Contractual Services 108,718 - - -
Capital Outlay - - - -
Other Charges - - - -
Total 169,585$ -$ -$ -$
Percent Change (-21.6%) (-100.0%) #DIV/0! #DIV/0!
Full-Time Equivalent positions 1.00 - - -
Program Expenditures by Classification
2013 BUDGET
Fund # :
Program # :
This program has been moved to Citizen Services Administration.
This program has been included in the Citizen Services Administration program beginning in 2011.
0%
Personnel Services
Commodities
Contractual Services
Capital Outlay
Other Charges
Workshop Packet Page Number 36 of 39
CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET
Department:
Program: Citizen Services
Marketing & Advertising
Fund #:
Program #:
101
111
Performance Measures 2010
Actual 2011
Actual 2012
Estimate 2013
Estimate
OUTPUTS/WORKLOAD
Annual marketing agreements 20 21 N/A N/A
Number of marketing projects 300 325 N/A N/A
Testimonial marketing 8-10 8 N/A N/A
EFFECTIVENESS INDICATORS
Revenue increases from year to year 20% 3.6% N/A N/A
Percentage of marketing projects completed 98% 98% N/A N/A
Testimonials used in marketing materials 70% 60% N/A N/A
Business contacts for the purpose of ad revenue and
partnerships 60% 70% N/A N/A
EFFICIENCY MEASURES
Revenue increases 25% 22% N/A N/A
Projects are completed on time and in a professional
manner 100% 100% N/A N/A
Testimonial marketing increases the effectiveness of
the promotion and brings in additional revenue 70% 60% N/A N/A
COMMENTS
This program was moved to the Citizen Services Administration program in the 2012 budget.
Workshop Packet Page Number 37 of 39
CITY OF MAPLEWOOD, MINNESOTA
Department: Citizen Services 220
Program: Taste of Maplewood 000
Program Description
Program Expenditure Highlights
2010 2011 2012 2013
Program Expenditures ACTUAL ACTUAL BUDGET BUDGET
Personnel Services 5,660$ 3,255$ -$ 2,920$
Commodities 7,464 365 - 800
Contractual Services 79,060 21,338 41,000 31,700
Capital Outlay - - - -
Other Charges - 10 - -
Total 92,184$ 24,968$ 41,000$ 35,420$
Percent Change 138.1% (-72.9%) 64.2% (-13.6%)
Full-Time Equivalent positions - - - -
Program Expenditures by Classification
2013 BUDGET
Fund # :
Program # :
To hold a city-wide event for the purpose of bringing the community at large together to showcase area
restaurants, businesses, crafters and city departments.
The Taste of Maplewood is budgeted and additionally subsidized by funds solicited by participating vendors and
sponsors. Beginning in 2012 the City moved the event to July 4th and brought back its firework display.
8%2%
90%
Personnel Services
Commodities
Contractual Services
Capital Outlay
Other Charges
Workshop Packet Page Number 38 of 39
CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET
Department:
Program: Citizen Services
Light it Up – July 4th Event
Fund #:
Program #:
220
000
Performance Measures 2010
Actual 2011
Actual 2012
Estimate 2013
Estimate
OUTPUTS/WORKLOAD
Number of vendors 114 24 12 10
Number of business sponsors 15 11 3 10
Number of media sponsors 3 3 2 2
Number of waste/recycling containers 50/50 50/50 50/50 50/50
EFFECTIVENESS INDICATORS
Citizens attending the event (approximate) 8,500 3,000 7,000 10,000
Percentage of waste recycled 40% 60% 65% 70%
COMMENTS
The Taste of Maplewood has been downsized for 2012 and plans are to move the event to July 4th and incorporate a fireworks
display in future years. Staff continues to work to make the event more sustainable by providing recycling bins and educational
information on the importance of recycling.
Workshop Packet Page Number 39 of 39