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Home My WebLink About2012 08-06 City Council Workshop Packet AGENDA MAPLEWOOD CITY COUNCIL MANAGER WORKSHOP 5:15 P.M. Monday, August 06, 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. Parks & Recreation b. Police Department c. Community Development d. Administration/Executive E. NEW BUSINESS F. ADJOURNMENT THIS PAGE IS INTENTIONALLY LEFT BLANK MEMORANDUM TO: Jim Antonen, City Manager FROM: DuWayne Konewko, Parks & Recreation Director DATE: July 28, 2012 for the August 6, 2012 Council Workshop SUBJECT: 2013 Parks & Recreation Department Budget Presentation INTRODUCTION This item is being presented as part of the discussions regarding the 2013 budget to provide additional information concerning the Parks & Recreation Department. DISCUSSION The projected revenue for the MCC for 2013 is $2,010,000. Expenditures are projected to be approximately $2,285,000 which results in an operating loss in the range of $275k for 2013. Compare this with a projected operating loss of approximately $306,000 for 2012. The decrease of approximately $31k in operating loss for 2013 is due to an increase of projected revenue ($56k) for the Community Center. Going forward, staff will be looking at enhancing revenue streams, membership being the largest and sustaining expenditures. The proposed 2013 tax levy subsidy for the Maplewood Community Center is $460k which is the same funding level as 2012. The Park Administration budget for 2013 is proposed at $187,210. This represents an increase of 2.4% or $4,500 over the 2012 budget. The proposed Recreation expenditure budget (206) for 2013 is $758k – an increase of $30k over the 2012 budget. Program fees are proposed to increase approximately $100k over 2012 to $590k for 2013. The tax levy subsidy for the Recreation Program will not change from the 2012 funding level which was $175k. The Nature Center proposed budget for 2013 is $273k which also includes the EUF stormwater budget. This represents an increase of 3.3% or $9k year over year. The Open Space Management budget will experience a slight decrease over 2012 funding levels at $71k. The Tree Preservation budget will also experience a reduction for 2013 and is the result of less program fee revenue. The Tartan Ice Arena budget will also experience a reduction of approximately $5k from $30k in 2012 to $25k in 2013. Looking ahead, staff will be focusing on increasing revenue opportunities at the MCC as well as soliciting funding for park improvement projects. Staff will working directly with the Parks and Recreation Commission and City Council on the creation of a non-profit entity to assist staff in raising funds for these park improvements. Workshop Agenda Item D1(a) Workshop Packet Page Number 1 of 90 Below is a table showing actual budgeted expenditures for 2010 thru 2013. PARKS & RECREATION EXPENDITURE SUMMARY Total By Program 2010 ACTUAL 2011 ACTUAL 2012 ORIGINAL BUDGET 2013 BUDGET PERCENT OVER (UNDER) 2012 BUDGET Administration $184,198 $157,592 $182,870 $187,210 2.4% Community Center 2,640,327 2,893,677 2,629,360 2,560,680 -2.6% Ice Arena Operation 17,439 21,118 30,300 25,360 -16.3% Nature Center 256,032 286,431 264,830 273,690 3.3% Open Space 62,047 66,683 72,790 71,240 -2.1% Recreation Programs 545,546 686,555 727,110 757,930 4.2% Tree Preservation 8,867 14,254 13,200 5,190 -60.7% Totals 3,714,456 4,126,310 3,920,460 3,881,300 -1.0% Total By Fund General Fund 450,006 464,591 477,620 479,210 .3% Community Center 2,640,327 2,893,677 2,629,360 2,560,680 -2.6% Environmental Utility Fund 69,710 67,233 73,170 78,290 7.0% Recreation Program Fund 545,546 686,555 727,110 757,930 4.2% Tree Preservation Fund 8,867 14,254 13,200 5,190 -60.7% Totals 3,714,456 4,126,310 3,920,460 3,881,300 -1.0% Workshop Agenda Item D1(a) Workshop Packet Page Number 2 of 90 Below is a partial listing of the performance measurements that the Parks & Recreation Department utilizes. Department accomplishments and projects are as follows: • Continue to administer JPA with the City of North St. Paul; • Completion of Lions Park; • Executed contract with Kokoro for volleyball services; • Continue to collaborate with Public works on park projects, trails, and implementing sustainability outcomes; • Completion of tree inventory for the city; • Continue to administer contract with ISD #622 for aquatic programming services; • Working on the development of creating a social media footprint for the MCC; • Implemented directives at the MCC aimed at increasing memberships and revenue while streamlining expenses; • Continue to coordinate the community garden program; Performance Measures 2010 Actual 2011 Actual 2012 Estimate 2013 Estimate OUTPUTS/WORKLOAD Number of MCC aquatic lesson packages 2,237 2,237 2,200 2,250 Number of MCC group fitness participants 56,730 - 51,550 54,350 Number of water related programs 46 45 50 55 Number of trees planted by residents through tree rebate program 50 47 45 45 Enhancements to Parks 6 5 4 6 Miles of trail developed and/or maintained 8 8 8 8 Number of sites monitored by volunteers 7 7 10 11 Adult Softball, number of teams 138 191 180 195 Youth Volleyball, number of teams 43 44 45 50 Number of day camp participants 2,016 2,010 2,100 2,100 EFFECTIVENESS INDICATORS Number of MCC Membership Units Sold - - 2,200 2,300 Number of SilverSneakers Membership Units Sold - - 500 550 Total number of Nature Center program participants and visitors 9,143 10,090 9,000 9,200 Number of Nature Center volunteers hours worked 3,794 2,751 3,000 3,500 Number of residents participating in tree rebate program 34 28 30 30 Change in massage revenue from previous year (2.9)% (5.3)% 55.4% 8.9% Workshop Agenda Item D1(a) Workshop Packet Page Number 3 of 90 • Continue to work on developing financial partner for the Fish Creek Acquisition Project; • Continue to work on the Gladstone Savanna Project; • Staff continues to explore various fitness classes and programs that members can take advantage of. RECOMMENDATION No action is recommended as this is presented as information on review of proposed expenditures for 2013. ATTACHMENTS: 1. Department Organizational Chart 2. Proposed Budget Documents Workshop Agenda Item D1(a) Workshop Packet Page Number 4 of 90 Admissions Manager On Duty Lead Nature Center Naturalists Recreation Coordinator Customer Service Representative Nature Center Naturalists Office Specialist Recreation Program Specialist Recreation Program Assistant (.50 Position Vacant) Lifeguards Massage Recreation Manager Personal Trainers Office Specialist Fitness Supervisor Banquet Manager Nature Resource Coordinator Parks & Recreation Director CITY OF MAPLEWOOD PARKS AND RECREATION ORGANIZATION CHART Group Fitness Instructors Office Specialist Customer Service Representative Community Center Operations Manager Membership CoordinatorParks Manager Workshop Packet Page Number 5 of 90 PARKS & RECREATION MISSION STATEMENT To provide Maplewood and North Saint Paul residents with the indoor and outdoor recreation, fitness, entertainment and hospitality needs of families, businesses and community organizations and others in the northeast metropolitan area 2013 OBJECTIVES 1. Identify certain Maplewood parks for development completion focusing on rain gardens, trails and other issues specific to the individual parks. 2. Continue to look for alternative funding sources for Park Development and Recreation Programming. 3. Continue to provide a community environment for all citizens to participate in and enjoy cultural and recreational activities on an equitable basis. 4. Develop programs, signage and brochures featuring sustainable building and sustainable landscaping to educate the citizens of Maplewood. 5. Continue to develop greenway concepts, policies, and programs. 6. Increase monetary sponsorship opportunities for all MCC and Parks & Recreation related events. 7. Increase the number of MCC banquet bookings by 5%. 8. Continue to offer a minimum of five community wide special events per year. These events will serve diverse audiences and may include a Senior Wellness Fair, Early Childhood Education Fair, Women’s Expo, etc. 9. Continue to facilitate a successful partnership with Ashland Theatre of Performing Arts and expand our utilization of the performing arts theater to include fifteen MCC events and or concerts. 10. Introduce a cultural theater series (grant funded) to better meet the entertainment needs of diverse audiences. Pursue alternative funding sources for this endeavor. 11. Increase the MCC membership base by 5%, focusing on increasing family memberships. 12. Adopt and maintain a stringent maintenance and cleaning schedule for the MCC. Workshop Agenda Item D1(a) Workshop Packet Page Number 6 of 90 13. Develop a three-year plan for the replacement and purchase of additional MCC fitness and cardio equipment. 14. Continue to offer comprehensive and diverse recreation programs designed to bring additional wellness, preventative and specialty programs advantageous for all ages, interests and fitness levels to Maplewood and surrounding communities. 15. Continue to focus on increasing general swim lesson participation by increasing "captive audience" marketing (for example, targeting childcare centers for introductory level classes such as Tot Swim and Parent/Child). 16. Increase MCC daily admissions by continuing to foster a “family environment” in the Aquatic Center. 17. Offer three aquatic special events at MCC as well as offer other family aquatic programs such as flotation events. 18. Continue to expand our programming efforts in North Saint Paul as set forth in our Joint Powers Agreement that includes but is not limited to youth and adult sports, community special events, music and arts programs, teen, senior and special populations programs and fitness and health & wellness classes. 19. Continue to explore and expand recreation programs and activities for teens/young adults in an effort to promote program/facility usage within the community. Workshop Agenda Item D1(a) Workshop Packet Page Number 7 of 90 CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET 2012 PERCENT ORIGINAL OVER(UNDER) Total By Program ACTUAL ACTUAL BUDGET BUDGET 2012 BUDGET Administration $184,198 $157,592 $182,870 $187,210 2.4% Community Center 2,640,327 2,893,677 2,629,360 2,560,680 -2.6% Ice Arena Operations 17,439 21,118 30,300 25,360 -16.3% Nature Center 256,032 286,431 264,830 273,690 3.3% Open Space Management 62,047 66,683 72,790 71,240 -2.1% Recreation Programs 545,546 686,555 727,110 757,930 4.2% Tree Preservation 8,867 14,254 13,200 5,190 -60.7% Totals 3,714,456 4,126,310 3,920,460 3,881,300 -1.0% Total By Classification Personnel Services 2,173,129 2,222,951 2,208,980 2,218,310 0.4% Commodities 323,972 293,324 258,460 317,440 22.8% Contractual Services 919,232 1,276,121 1,159,040 1,070,370 -7.7% Capital Outlay and Depreciation 295,501 333,013 293,870 275,070 -6.4% Other Charges 2,622 901 110 110 0.0% Totals 3,714,456 4,126,310 3,920,460 3,881,300 -1.0% Total By Fund General Fund 450,006 464,591 477,620 479,210 0.3% Community Center 2,640,327 2,893,677 2,629,360 2,560,680 -2.6% Environmental Utility Fund 69,710 67,233 73,170 78,290 7.0% Recreation Program Fund 545,546 686,555 727,110 757,930 4.2% Tree Preservation Fund 8,867 14,254 13,200 5,190 -60.7% Totals $3,714,456 $4,126,310 $3,920,460 $3,881,300 -1.0% PARKS & RECREATION EXPENDITURE SUMMARY 2010 2011 2013 Number of Employees (FTE)23.25 23.28 21.50 20.68 -3.8% 2010 ACTUAL 2011 ACTUAL 2012 ORIGINAL BUDGET 2013 ORIGINAL BUDGET 0.0 5.0 10.0 15.0 20.0 25.0 FTEs2010 ACTUAL 2011 ACTUAL 2012 ORIGINAL BUDGET 2013 ORIGINAL BUDGET 0.0 0.8 1.5 2.3 3.0 3.8 4.5 MillionsExpenditures Employees Workshop Agenda Item D1(a) Workshop Packet Page Number 8 of 90 CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET BUDGET 2013 PARKS & RECREATION Administration 4.8% Community Center 66.0% Ice Arena Operations % Nature Center 7.1% Open Space Management 1.8% Recreation Programs 19.5% Tree Preservation 0.1% Total By Program Personnel Services 57.2% Commodities 8.2% Contractual Services 27.6% Capital Outlay and Depreciation 7.1% Total By Classification 0.7% Workshop Agenda Item D1(a) Workshop Packet Page Number 9 of 90 CITY OF MAPLEWOOD, MINNESOTA Department: Parks & Recreation 602 Program: Community Center Operations 611-614 Program Description Program Expenditure Highlights 2010 2011 2012 2013 Program Expenditures ACTUAL ACTUAL BUDGET BUDGET Personnel Services 1,445,820$ 1,453,276$ 1,389,870$ 1,351,240$ Commodities 242,187 222,271 178,230 242,650 Contractual Services 656,438 923,952 767,390 691,720 Depreciation 293,401 293,865 293,870 275,070 Other Charges 2,481 313 - - Total 2,640,327$ 2,893,677$ 2,629,360$ 2,560,680$ Percent Change 0.4% 9.6% (-9.1%) (-2.6%) Full-Time Equivalent positions 14.25 14.58 13.60 12.53 Program Expenditures by Classification 2013 BUDGET Fund # : Program # : To serve the indoor recreation, entertainment and hospitality needs of families, businesses and groups in the northeast metropolitan area. Staff continues to work toward achieving a sustainable budget in the next 5-10 years. 53%9% 27%11% Personnel Services Commodities Contractual Services Depreciation Other Charges Workshop Agenda Item D1(a) Workshop Packet Page Number 10 of 90 CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET 2012 PERCENT ORIGINAL OVER(UNDER) Total By Program ACTUAL ACTUAL BUDGET BUDGET 2012 BUDGET Administration $184,198 $157,592 $182,870 $187,210 2.4% Community Center 2,640,327 2,893,677 2,629,360 2,553,300 -2.9% Ice Arena Operations 17,439 21,118 30,300 25,360 -16.3% Nature Center 256,032 286,431 264,830 273,690 3.3% Open Space Management 62,047 66,683 72,790 71,240 -2.1% Recreation Programs 545,546 686,555 727,110 757,930 4.2% Tree Preservation 8,867 14,254 13,200 5,190 -60.7% Totals 3,714,456 4,126,310 3,920,460 3,873,920 -1.2% Total By Classification Personnel Services 2,173,129 2,222,951 2,208,980 2,212,930 0.2% Commodities 323,972 293,324 258,460 317,440 22.8% Contractual Services 919,232 1,276,121 1,159,040 1,068,370 -7.8% Capital Outlay and Depreciation 295,501 333,013 293,870 275,070 -6.4% Other Charges 2,622 901 110 110 0.0% Totals 3,714,456 4,126,310 3,920,460 3,873,920 -1.2% Total By Fund General Fund 450,006 464,591 477,620 479,210 0.3% Community Center 2,640,327 2,893,677 2,629,360 2,553,300 -2.9% Environmental Utility Fund 69,710 67,233 73,170 78,290 7.0% Recreation Program Fund 545,546 686,555 727,110 757,930 4.2% Tree Preservation Fund 8,867 14,254 13,200 5,190 -60.7% Totals $3,714,456 $4,126,310 $3,920,460 $3,873,920 -1.2% PARKS & RECREATION EXPENDITURE SUMMARY 2010 2011 2013 Number of Employees (FTE)23.25 23.28 21.50 20.68 -3.8% 2010 ACTUAL 2011 ACTUAL 2012 ORIGINAL BUDGET 2013 ORIGINAL BUDGET 0.0 5.0 10.0 15.0 20.0 25.0 FTEs2010 ACTUAL 2011 ACTUAL 2012 ORIGINAL BUDGET 2013 ORIGINAL BUDGET 0.0 0.8 1.5 2.3 3.0 3.8 4.5 MillionsExpenditures Employees Workshop Agenda Item D1(a) Workshop Packet Page Number 11 of 90 CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET BUDGET 2013 PARKS & RECREATION Administration 4.8% Community Center 65.9% Ice Arena Operations % Nature Center 7.1% Open Space Management 1.8% Recreation Programs 19.6% Tree Preservation 0.1% Total By Program Personnel Services 57.1% Commodities 8.2% Contractual Services 27.6% Capital Outlay and Depreciation 7.1% Total By Classification 0.7% Workshop Agenda Item D1(a) Workshop Packet Page Number 12 of 90 CITY OF MAPLEWOOD, MINNESOTA Department: Parks & Recreation 101 Program: Administration 601 Program Description Program Expenditure Highlights 2010 2011 2012 2013 Program Expenditures ACTUAL ACTUAL BUDGET BUDGET Personnel Services 148,552$ 119,984$ 132,590$ 139,220$ Commodities 7,350 4,031 4,800 5,200 Contractual Services 28,296 33,577 45,480 42,790 Capital Outlay - - - - Other Charges - - - - Total 184,198$ 157,592$ 182,870$ 187,210$ Percent Change 25.4% (-14.4%) 16.0% 2.4% Full-Time Equivalent positions 2.30 1.80 1.20 1.30 Program Expenditures by Classification 2013 BUDGET Fund # : Program # : To develop and enhance a comprehensive park system for the residents including park development and re- development and the city wide trail system. .10 of the Parks Manager has been reallocated to this program from Recreation Programs to better reflect the duties associated with the position. 23% 74% 3% 23% Personnel Services Commodities Contractual Services Capital Outlay Other Charges Workshop Agenda Item D1(a) Workshop Packet Page Number 13 of 90 CITY OF MAPLEWOOD, MINNESOTA Department: Parks & Recreation 602 Program: Community Center Operations 611-614 Program Description Program Expenditure Highlights 2010 2011 2012 2013 Program Expenditures ACTUAL ACTUAL BUDGET BUDGET Personnel Services 1,445,820$ 1,453,276$ 1,389,870$ 1,345,860$ Commodities 242,187 222,271 178,230 242,650 Contractual Services 656,438 923,952 767,390 689,720 Depreciation 293,401 293,865 293,870 275,070 Other Charges 2,481 313 - - Total 2,640,327$ 2,893,677$ 2,629,360$ 2,553,300$ Percent Change 0.4% 9.6% (-9.1%) (-2.9%) Full-Time Equivalent positions 14.25 14.58 13.60 12.53 Program Expenditures by Classification 2013 BUDGET Fund # : Program # : To serve the indoor recreation, entertainment and hospitality needs of families, businesses and groups in the northeast metropolitan area. Staff continues to work toward achieving a sustainable budget in the next 5-10 years. 53%9% 27%11% Personnel Services Commodities Contractual Services Depreciation Other Charges Workshop Agenda Item D1(a) Workshop Packet Page Number 14 of 90 CITY OF MAPLEWOOD, MINNESOTA Department: Parks & Recreation 101 Program: Ice Arena Operations 606 Program Description Program Expenditure Highlights 2010 2011 2012 2013 Program Expenditures ACTUAL ACTUAL BUDGET BUDGET Personnel Services -$ -$ -$ -$ Commodities - - - - Contractual Services 17,439 21,118 30,300 25,360 Capital Outlay - - - - Other Charges - - - - Total 17,439$ 21,118$ 30,300$ 25,360$ Percent Change (-57.0%) 21.1% 43.5% (-16.3%) Full-Time Equivalent positions - - - - Program Expenditures by Classification 2013 BUDGET Fund # : Program # : To provide a nine-month indoor skating venue for Maplewood and School District 622 residents at the Tartan Ice Arena located in Oakdale, Minnesota. This budget is for city payments to Independent School District 622 for a portion of the costs for the operation and maintenance of the Tartan Ice Arena. The City of Oakdale and the school district also finance the ice arena. 100% Personnel Services Commodities Contractual Services Capital Outlay Other Charges Workshop Agenda Item D1(a) Workshop Packet Page Number 15 of 90 CITY OF MAPLEWOOD, MINNESOTA Department: Parks & Recreation 101 & 604 Program: Nature Center 604 Program Description Program Expenditure Highlights 2010 2011 2012 2013 Program Expenditures ACTUAL ACTUAL BUDGET BUDGET Personnel Services 218,501$ 215,757$ 224,970$ 231,870$ Commodities 9,851 11,917 10,530 13,650 Contractual Services 25,580 19,609 29,330 28,170 Capital Outlay 2,100 39,148 - - Other Charges - - - - Total 256,032$ 286,431$ 264,830$ 273,690$ Percent Change 7.0% 11.9% (-7.5%) 3.3% Full-Time Equivalent positions 3.40 2.85 2.85 2.85 Program Expenditures by Classification 2013 BUDGET Fund # : Program # : To enhance awareness and understanding of the land, water and wildlife resources; to empower the community to become stewards of the environment. The increase in personnel services is due to pay increases and an increase in the cost of benefits. Commodities is increasing due to increases in signage and supply costs. 85% 5% 10% Personnel Services Commodities Contractual Services Capital Outlay Other Charges Workshop Agenda Item D1(a) Workshop Packet Page Number 16 of 90 CITY OF MAPLEWOOD, MINNESOTA Department: Parks & Recreation 101 Program: Open Space Management 605 Program Description Program Expenditure Highlights 2010 2011 2012 2013 Program Expenditures ACTUAL ACTUAL BUDGET BUDGET Personnel Services 54,008$ 54,774$ 54,750$ 55,650$ Commodities 5,163 4,692 4,600 4,600 Contractual Services 2,876 7,217 13,440 10,990 Capital Outlay - - - - Other Charges - - - - Total 62,047$ 66,683$ 72,790$ 71,240$ Percent Change 1.2% 7.5% 9.2% (-2.1%) Full-Time Equivalent positions 0.80 0.55 0.55 0.55 Program Expenditures by Classification 2013 BUDGET Fund # : Program # : To provide for the preservation and conservation of ecological systems/natural resources and open space within the city. This program has expanded beyond the neighborhood preserves to natural resources throughout Maplewood. 15% 78% 7% 15% Personnel Services Commodities Contractual Services Capital Outlay Other Charges Workshop Agenda Item D1(a) Workshop Packet Page Number 17 of 90 CITY OF MAPLEWOOD, MINNESOTA Department: Parks & Recreation 206 Program: Recreation Programs 603,623 Program Description Program Expenditure Highlights 2010 2011 2012 2013 Program Expenditures ACTUAL ACTUAL BUDGET BUDGET Personnel Services 306,248$ 376,896$ 406,800$ 439,250$ Commodities 53,158 47,571 54,100 48,340 Contractual Services 186,107 261,571 266,210 270,340 Capital Outlay - - - - Other Charges 33 517 - - Total 545,546$ 686,555$ 727,110$ 757,930$ Percent Change (-17.3%) 25.8% 5.9% 4.2% 2013 BUDGET Fund # : Program # : To provide a varied and diverse offering of recreational programs and activities year round for people of all ages in Maplewood and the surrounding communities. The 2013 budget reflects the reallocation of .10 of the Parks Manager to the Administration program and the addition of a part-time Senior Programming Specialist. Maplewood has entered into a Joint Powers Agreement with North St. Paul to provide recreational programs for them. The City has also entered into an agreement to administer the Kokoro Youth Volleyball Program for 2012- 2014. Full-Time Equivalent positions 2.50 3.50 3.30 3.45 Program Expenditures by Classification 58%6% 36% Personnel Services Commodities Contractual Services Capital Outlay Other Charges Workshop Agenda Item D1(a) Workshop Packet Page Number 18 of 90 CITY OF MAPLEWOOD, MINNESOTA Department: Parks & Recreation 219 Program: Tree Preservation 000 Program Description Program Expenditure Highlights 2010 2011 2012 2013 Program Expenditures ACTUAL ACTUAL BUDGET BUDGET Personnel Services -$ 2,264$ -$ 1,080$ Commodities 6,263 2,842 6,200 3,000 Contractual Services 2,496 9,077 6,890 1,000 Capital Outlay - - - - Other Charges 108 71 110 110 Total 8,867$ 14,254$ 13,200$ 5,190$ Percent Change 62.5% 60.8% (-7.4%) (-60.7%) Full-Time Equivalent positions - - - - Program Expenditures by Classification 2013 BUDGET Fund # : Program # : To protect and enhance Maplewood's urban forest and promote the planting of trees. Due to the limited funding available in this program, reductions are proposed for the tree rebate program and consulting fees. Personnel services reflects staff time spent on tree inventories. 21% 58% 19%2% Personnel Services Commodities Contractual Services Capital Outlay Other Charges Workshop Agenda Item D1(a) Workshop Packet Page Number 19 of 90 Workshop Packet Page Number 20 of 90 Workshop Packet Page Number 21 of 90 Workshop Packet Page Number 22 of 90 Workshop Packet Page Number 23 of 90 Workshop Packet Page Number 24 of 90 Workshop Packet Page Number 25 of 90 Workshop Packet Page Number 26 of 90 Workshop Packet Page Number 27 of 90 Workshop Packet Page Number 28 of 90 Workshop Packet Page Number 29 of 90 Workshop Packet Page Number 30 of 90 Workshop Packet Page Number 31 of 90 Workshop Packet Page Number 32 of 90 WORK SESSION AGENDA NO. D-1(c) AGENDA REPORT TO: James Antonen, City Manager FROM: Chuck Ahl, Assistant City Manager SUBJECT: 2013 Community Development Budget Presentation DATE: July 31, 2012 INTRODUCTION This item is being presented as part of the discussions on the 2013 Budget to provide more information on the priorities of the Community Development Department. DISCUSSION – COMMUNITY DEVELOPMENT PROGRAM The Community Development portion of the budget provides for the planning, environmental planning, building codes, public health and recycling administration of the City operations. There are seven programs, including the overall department planning [Administration], the City Planner’s Office [Planning], the Building Inspections Department [Building Inspections], Health code inspections [Public Health], city code enforcement [Code Enforcement], Environmental Planning [EUF – Planning] and the City’s recycling program [Recycling]. The General Fund provides 58% of the funding for these programs, although revenue from permits to the General Fund are nearly equal to the General Fund expense for the programs. The Department budget request for 2013 is $2,047,100. This is a 0.10% increase over the 2012 Budget; however, it is proposed that the General Fund portion of these programs increase by 8.4%, while the Recycling Fund portion of the budget will be decreased by 14.4%. The 2013 Budget for these programs reflect that the building activity within Maplewood appears to have returned to pre-Recession levels. As of August 1, 2012, permit valuation activity is nearly at the entire 2010 activity and at 82% of the 2011 activity. We anticipate that 2012 will end with additional revenue from permits and fees of $300,000. The following chart indicates the trends: Program 2007 2008 2009 2010 2011 To-date 2012 New 2013 Building 490,202 498,805 1,008,881 396,987 458,388 388,479 600,000 600.000 Electric 52,244 72,548 97,103 57,063 39,428 23,125 60,000 60,000 Heating 148,312 129,309 171,757 133,854 119,567 109,103 150,000 130,000 Plumbing 76,751 69,878 94,648 45,598 46,063 61,720 80,000 70,000 Plan Check 291,565 220,416 371,854 161,409 288,923 210,612 300,000 260,000 Miscellaneous 65,506 46,138 71,118 32,292 35,355 18,891 34,400 34,400 Recording Fees 460 184 384 506 276 230 320 320 TOTAL 1,125,039 1,037,277 1,815,744 827,709 988,000 812,160 1,224,720 1,154,720 The Community Development Department in 2012 was staffed to address the 2010 and 2011 workload. With the increase, we have increased personnel and are proposing to continue that increased staffing to provide the necessary inspections and reviews required of this level of work. That is reflected in the 7.5% increase in staff expenses and the 0.6 increase in FTE, which will be accomplished by increasing part-time employee hours. Workshop Packet Page Number 33 of 90 2013 Community Development Budget PAGE TWO Below is a table showing actual and budgeted expenditures for 2008-2013. 2008 Actual 2009 Actual 2010 Actual 2011 Actual 2012 Budget 2013 Proposed Administration 355,659 379,311 281,849 246,761 261,380 286,410 Building Inspections 562,181 468,998 458,146 430,845 455,150 483,720 Code Enforcement 64,065 63,392 80,069 110,813 94,080 126,820 Planning 304,095 259,006 235,075 229,402 250,810 255,010 EUF – Planning 0 0 0 0 285,590 288,560 Public Health Inspect 44,054 46,890 52,695 49,507 43,040 45,210 Recycling Program 355,586 476,495 507,882 600,192 655,820 561,370 GENERAL FUND 1,685,640 1,694,092 1,615,716 1,667,520 2,045,870 2,047,100 During 2012, the EUF-Planning Program was removed from the Public Works Storm Water Program and created as a separately tracked fund, but it does not include new expenditures. Prior to 2012, all Environmental Planning was combined with storm water planning. As noted previously, the Community Development programs have decreased since 2008 due to the economic downturn. Now that trends appear to show a possible beginning to return to previous construction and new project levels, we are proposing a slow expansion of the staff. Because of the unknown certainty behind those trends, we are proposing this staff expansion to be interim. We are not proposing to hire additional staff, but will be increasing Personnel Services by over $96,000 in 2013 from 2012 levels. That will include expansion of hours for part-time personnel in the clerk hours as well as expansion of our Public Health Officer hours to assist with code enforcement efforts. This allows building officials to spend less time on code enforcement and dedicate more time to building inspection activity. In addition, we are proposing interns to assist with code enforcement as well as building inspection activity. Finally, a shift of personnel hours from the Assistant City Manager, who is no longer carrying a dual title of Public Works Director, provides more time for Administration, as well as Economic Development coordination duties. The workload indicators that are measured in the Community Development Department are attached as exhibits and each department shows trends of an increase in construction and development activity. Some concern in the slight decrease in the number of building inspections that are completed within 24 hours will need to be monitored. Delays in inspections can cause increased construction costs and make Maplewood less of an attractive development or redevelopment community in our economic development efforts. We are also seeing an increase in the total number of inspections and re-inspections for code enforcement. This indicates that staff is spending more time on “problem properties”. The number of cases referred to the Admin/Judicial process is anticipated to remain steady, as we continue to attempt to resolve all matters on a local basis. Workshop Packet Page Number 34 of 90 2013 COMMUNITY DEVELOPMENT BUDGET PAGE THREE Department objectives for 2013 are as follows: 1. Expand economic development efforts through pro-active actions that stimulate housing and industrial development, including redevelopment of strategic areas of the City. 2. Protect public’s health and improve the quality of life of the citizen’s of Maplewood through the prevention of disease, education, outreach and inspections. 3. Carry out the long-range planning vision for the community’s future as described in the 2030 Comprehensive Plan and the City Council’s goals. 4. Educate contractors, design professionals and the public through pre-development meetings, literature, city website, and the permit process. 5. Educate city staff and the community in developing a sustainable “green building practices and methods”, including the promotion and implementation through incentives of green construction and the Maplewood Green Building Program. 6. Promote high quality building and site design by recommending and requiring enhanced amenities during city development and building reviews. 7. Provide leadership by serving as the staff liaisons and technical experts for six of the city’s citizen advisory boards and commissions. 8. Provide technical expertise and regional leadership in issues related to municipal environmental practices and critical environmental issues that influence the city. 9. Implement the single-hauler solid waste and recycling programs to ensure compliance with regional and state rules and regulations. DISCUSSION – RECYCLING PROGRAM The Recycling Program is part of the Community Development Department and is under the leadership of our Environmental Planner. We are proposing a 14.4% reduction in expenditures in 2013 in comparison to 2012. This is a $94,450 reduction in proposed expenditures. A portion of this reduction is due to the removal of the consultant expenses which were budgeted in 2011 and 2012 for the Organized Collection effort. Secondly, the Council chose not to increase the Recycling Charge to residents in 2012, and the fund is projected to run a negative balance without a substantial increase in rates [approximately 25%] or a reduction in expenditures. The final attachment included with this report is a summary prepared by Ramsey County on the recycling rates of all 16 communities in Ramsey County. Unfortunately, Maplewood is rated 16th out of 16 communities in the pounds of recycling per household. These rates are based on 2011 data. It is anticipated that recycling rates will increase with the implementation of organized collection in October 2012, as an emphasis on volume-based disposal is highlighted. However, a major effort should be considered in 2013 to increase the Maplewood recycling tonnage per household. Workshop Packet Page Number 35 of 90 2013 COMMUNITY DEVELOPMENT BUDGET PAGE FOUR Later in 2012, the staff will review the rates for various fees and charges. It is likely that a substantial increase in the recycling fees will be needed to sustain this fund. While a 15% increase sounds large, and it is, this amounts to about $1 per household per quarter, or $4 per year. We are proposing to maintain staffing at existing levels, but will be spending more time on recycling efforts and hope to include an intern to assist our efforts in 2013. RECOMMENDATION No action is recommended as this is presented as information on review of proposed expenditures for 2013. Attachment(s): 1. 2013 Budget pages for Community Development Programs 2. Total Residential Recycling in Ramsey County for 2011 Workshop Packet Page Number 36 of 90 CITY OF MAPLEWOOD COMMUNITY DEVELOPMENT ORGANIZATION CHART Assistant City Manager/Community Development Director Planner Assistant Building Official Environmental Health Officer Building Inspectors Environmental Planner Building Official Administrative Assistant Senior Planner Office Specialists Workshop Agenda Item D1c Attachment 1 Workshop Packet Page Number 37 of 90 CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET COMMUNITY DEVELOPMENT MISSION STATEMENT To protect public health, safety and welfare by ensuring that land use and buildings meet applicable city codes, regional goals and state and Federal laws. The department will guide future growth and construction in the city that enhances economic development while conserving natural resources in accordance with the goals and policies of the Maplewood Comprehensive Plan. 2013 OBJECTIVES 1. Expand economic development efforts through pro-active actions that stimulate housing and industrial development, including redevelopment of strategic areas of the City. 2. Protect public’s health and improve the quality of life of the citizen’s of Maplewood through the prevention of disease, education, outreach and inspections. 3. Carry out the long-range planning vision for the community’s future as described in the 2030 Comprehensive Plan and the City Council’s goals. 4. Educate contractors, design professionals and the public through pre-development meetings, literature, city website, and the permit process. 5. Educate city staff and the community in developing a sustainable “green building practices and methods”, including the promotion and implementation through incentives of green construction and the Maplewood Green Building Program. 6. Promote high quality building and site design by recommending and requiring enhanced amenities during city development and building reviews. 7. Provide leadership by serving as the staff liaisons and technical experts for six of the city’s citizen advisory boards and commissions. 8. Provide technical expertise and regional leadership in issues related to municipal environmental practices and critical environmental issues that influence the city. 9. Implement the single-hauler solid waste and recycling programs to ensure compliance with regional and state rules and regulations. Workshop Agenda Item D1c Attachment 1 Workshop Packet Page Number 38 of 90 CITY OF MAPLEWOOD, MINNESOTA 2012 PERCENT ORIGINAL OVER(UNDER) Total By Program ACTUAL ACTUAL BUDGET BUDGET 2012 BUDGET Administration $281,849 $246,761 $261,380 $286,410 9.6% Building Inspections 458,146 430,845 455,150 483,720 6.3% Code Enforcement 80,069 110,813 94,080 126,820 34.8% Planning 235,075 229,402 536,400 543,570 1.3% Public Health Inspections 52,695 49,507 43,040 45,210 5.0% Recycling Program 507,882 600,192 655,820 561,370 -14.4% Totals 1,615,716 1,667,520 2,045,870 2,047,100 0.1% Total By Classification Personnel Services 1,010,713 1,011,540 1,280,480 1,376,590 7.5% Commodities 9,343 16,724 18,950 13,230 -30.2% Contractual Services 553,979 587,778 696,130 606,730 -12.8% Capital Outlay and Depreciation 0000 N/A Other Charges 41,681 51,478 50,310 50,550 0.5% Totals 1,615,716 1,667,520 2,045,870 2,047,100 0.1% Total By Fund General Fund 1,107,834 1,067,328 1,104,460 1,197,170 8.4% Environmental Utility Fund 0 0 285,590 288,560 1.0% Recycling Fund 507,882 600,192 655,820 561,370 -14.4% Totals $1,615,716 $1,667,520 $2,045,870 $2,047,100 0.1% Number of Employees (FTE)10.35 10.32 11.90 12.50 5.0% 2013 BUDGET COMMUNITY DEVELOPMENT EXPENDITURE SUMMARY 2010 2011 2013 2010 ACTUAL 2011 ACTUAL 2012 ORIGINAL BUDGET 2013 ORIGINAL BUDGET 0.0 5.0 10.0 15.0 FTEs2010 ACTUAL 2011 ACTUAL 2012 ORIGINAL BUDGET 2013 ORIGINAL BUDGET 0.0 0.5 1.0 1.5 2.0 2.5 MillionsExpenditures Employees Workshop Agenda Item D1c Attachment 1 Workshop Packet Page Number 39 of 90 CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET BUDGET 2013 COMMUNITY DEVELOPMENT Administration 14.0% Building Inspections 23.6% Code Enforcement 6.2% Planning 26.6% Public Health Inspections 2.2% Recycling Program 27.4% Total By Program Personnel Services 67.2% Commodities 0.6%Contractual Services 29.6% Other Charges 2.5% Total By Classification Workshop Agenda Item D1c Attachment 1 Workshop Packet Page Number 40 of 90 CITY OF MAPLEWOOD, MINNESOTA Department: Community Development 101 Program: Administration 701 Program Description Program Expenditure Highlights 2010 2011 2012 2013 Program Expenditures ACTUAL ACTUAL BUDGET BUDGET Personnel Services 215,178$ 187,868$ 193,790$ 216,390$ Commodities 5,850 3,686 6,350 6,200 Contractual Services 60,821 54,916 61,240 63,820 Capital Outlay - - - - Other Charges - 291 - - Total 281,849$ 246,761$ 261,380$ 286,410$ Percent Change (-25.7%) (-12.4%) 5.9% 9.6% Full-Time Equivalent positions 2.70 2.59 2.40 2.65 Program Expenditures by Classification 2013 BUDGET Fund # : Program # : To provide accurate and timely administrative and clerical support to the divisions within Community Development including Building, Planning, Public Health and Code Enforcement. Personnel services are increasing mainly due to the shift of .25 FTE of the Asst. City Manager's time to account for his duties as director of the department. 76% 2% 22% Personnel Services Commodities Contractual Services Capital Outlay Other Charges Workshop Agenda Item D1c Attachment 1 Workshop Packet Page Number 41 of 90 CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET Department: Program: Community Development Administration Fund #: Program #: 101 701 Performance Measures 2010 Actual 2011 Actual 2012 Estimate 2013 Estimate OUTPUTS/WORKLOAD Public meeting packets 76 58 65 65 Number of permits issued 3,095 3,095 3,100 3,100 EFFECTIVENESS INDICATORS Percent of minutes available for next meeting 95% 98% 99% 99% Percent of permits issued accurately 98% 98% 99% 99% COMMENTS Community development staff’s six of the city’s advisory commissions. This entails the continued preparation of meeting agenda packets and meeting minutes for each commission. In turn, the community development department issues permits for the construction of projects approved through the planning review process. The clerical staff works with Planning, Building, Public Health and Code Enforcement. Note: Estimated population according to the Community Development Department is as follows: 2004 – 35,892 2005 – 36,279 2006 – 36,397 2007 – 36,663 2008 – 36,717 2009 – 37,755 2010 – 38,018 2011 – 38,518 2012 – 39,018 2013 – 39,518 Workshop Agenda Item D1c Attachment 1 Workshop Packet Page Number 42 of 90 CITY OF MAPLEWOOD, MINNESOTA Department: Community Development 101 Program: Building Inspections 703 Program Description Program Expenditure Highlights 2010 2011 2012 2013 Program Expenditures ACTUAL ACTUAL BUDGET BUDGET Personnel Services 378,628$ 371,594$ 392,030$ 400,410$ Commodities 1,093 1,017 1,500 2,250 Contractual Services 78,425 58,234 61,620 81,060 Capital Outlay - - - - Other Charges - - - - Total 458,146$ 430,845$ 455,150$ 483,720$ Percent Change (-2.3%) (-6.0%) 5.6% 6.3% Full-Time Equivalent positions 3.70 3.70 3.50 3.45 2013 BUDGET Fund # : Program # : To administer the state building code and related ordinances and to safeguard life or limb, health, property and public welfare by regulating and controlling the design, construction, quality of materials, use and occupancy, location and maintenance of all building and structures within the City of Maplewood. Increased building activity results in more electrical permit revenues but also increases our costs for the contracted inspection services. This is reflected in contractual services. Program Expenditures by Classification 83% <1% 17% Personnel Services Commodities Contractual Services Capital Outlay Other Charges Workshop Agenda Item D1c Attachment 1 Workshop Packet Page Number 43 of 90 CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET Department: Program: Community Development Building Inspections Fund #: Program #: 101 703 Performance Measures 2010 Actual 2011 Actual 2012 Estimate 2013 Estimate OUTPUTS/WORKLOAD Revenue generated $794,911 $957,369 $939,000 $921,000 Number of permit apps. 3,095 3,095 3,200 3,200 Number of plan reviews 644 660 650 650 Number of inspections 7,183 6,162 7,000 7,000 EFFICIENCY MEASURES Average time to issue residential permit 7 days 7 days 7 days 7 days Average time to issue commercial permit 30 days 30 days 30 days 30 days Percentage of inspection completed within 24 hours 98% 98% 97% 97% COMMENTS The State of Minnesota will be adopting the updated building code in 2013 and building officials must maintain their knowledge and certifications through the state and International Code Council. The building officials are responsible for construction inspections for residential buildings, commercial buildings, manufactured homes, accessibility, plumbing, mechanical and energy. In addition, the building officials are responsible for using the updated codes for plan review. The Building Department promotes professionalism and knowledge by being involved in building official organizations, the International Code Council and the State of Minnesota for awareness and input on code changes that affect the City of Maplewood. The Building Department has been working as a leader in green building policies and development for sustainable buildings internationally, locally and is currently working to adopt a green building ordinance within the City of Maplewood. Workshop Agenda Item D1c Attachment 1 Workshop Packet Page Number 44 of 90 CITY OF MAPLEWOOD, MINNESOTA Department: Community Development 101 Program: Code Enforcement 707 Program Description Program Expenditure Highlights 2010 2011 2012 2013 Program Expenditures ACTUAL ACTUAL BUDGET BUDGET Personnel Services 74,572$ 105,062$ 87,520$ 120,710$ Commodities - - - - Contractual Services 5,497 5,751 6,560 6,110 Capital Outlay - - - - Other Charges - - - - Total 80,069$ 110,813$ 94,080$ 126,820$ Percent Change 26.3% 38.4% (-15.1%) 34.8% Full-Time Equivalent positions 0.75 0.75 0.85 1.10 Program Expenditures by Classification 2013 BUDGET Fund # : Program # : To maintain community standards and protect citizens through inspections, complaint investigations, and enforcement of local ordinances, state rules and regulations. The change in fte's and personnel costs is due to a shifting of employees between this program and building inspections to more accurately reflect their duties. 95% 5% Personnel Services Commodities Contractual Services Capital Outlay Other Charges Workshop Agenda Item D1c Attachment 1 Workshop Packet Page Number 45 of 90 CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET Department: Program: Community Development Code Enforcement Fund #: Program #: 101 707 Performance Measures 2010 Actual 2011 Actual 2012 Estimate 2013 Estimate OUTPUTS/WORKLOAD Total number of complaint cases inspected 570 539 580 540 Total number of complaint cases that were referred to the Admin/Judicial process 63 64 65 65 Total number of re-inspections 749 742 800 800 EFFICIENCY INDICATORS Total number of complaint cases resolved through the Admin/Judicial process and abatements 120 112 125 110 Total number of complaint cases resolved 741 707 700 700 Total number of complaint cases pending 8 35 40 40 Abatement fees* $18,952.32 $20,000 $22,000 $20,000 Re-inspection penalty fees** $350 $2,075 $2,300 $2,500 COMMENTS The 2013 code enforcement program is administered with the building and health divisions working together to maintain the community standards. The number of abatements was directly impacted by the number of foreclosed properties in the city from 2010 to 2012. The number of abatements may increase in 2012 from the early spring. * The abatement fees are assessed to properties for lawn mowing and cleanup. In addition, the administration cost is included in the abatement fee. **The re-inspection penalty fee is assessed to properties that have excessively consumed city services for multiple inspections of the same violation. Workshop Agenda Item D1c Attachment 1 Workshop Packet Page Number 46 of 90 CITY OF MAPLEWOOD, MINNESOTA Department: Community Development 101 & 604 Program: Planning 702 Program Description Program Expenditure Highlights 2010 2011 2012 2013 Program Expenditures ACTUAL ACTUAL BUDGET BUDGET Personnel Services 225,523$ 221,353$ 483,880$ 506,920$ Commodities 118 - 500 200 Contractual Services 9,434 8,049 52,020 36,450 Capital Outlay - - - - Other Charges - - - - Total 235,075$ 229,402$ 536,400$ 543,570$ Percent Change (-9.2%) (-2.4%) 133.8% 1.3% 2013 BUDGET Fund # : Program # : To guide and implement the development and redevelopment of residential, commercial and industrial areas as directed by the principles of the 2030 Comprehensive Plan, the city's zoning ordinance, the city's advisory boards and commissions and the city council. Also to conduct special land use studies, perform development reviews, facilitate economic development and assist residents, property owners and developers with planning building projects. And to provide planning, outreach and enforcement of the National Pollutant Discharge Elimination System (NPDES) permit. The increase in personnel services is mainly due to pay increases and an increase in the cost of benefits. Fees for service in the Environmental Utility Fund are proposed to be decreased by $15,000. Full-Time Equivalent positions 2.00 2.00 4.05 4.10 Program Expenditures by Classification 93% <1%7% Personnel Services Commodities Contractual Services Capital Outlay Other Charges Workshop Agenda Item D1c Attachment 1 Workshop Packet Page Number 47 of 90 CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET Department: Program: Community Development Planning Fund #: Program #: 101 & 604 702 Performance Measures 2010 Actual 2011 Actual 2012 Estimate 2013 Estimate OUTPUTS/WORKLOAD Revenue generated $32,292 $34,650 $38,000 $38,000 Number of planning reviews 81 43 45 45 Number of building permit reviews 265 278 234 350 Number of new or modified water- related ordinances and policies adopted by the city. 2 2 2 2 Number of water-related articles published in city newsletters or local paper. 2 4 4 4 Number of project sites receiving water-related construction inspections. N/A 460 500 550 Number of water-related improvements at parks or city facilities. N/A 2 4 4 Miles of new streets with stormwater improvements. N/A 3.1 2.5 2.3 EFFECTIVENESS INDICATORS Average # of hours to do building permit reviews 1 1 1 1 EDA contacts 1 5 10 15 Number of public meetings held to discuss water-related ordinances and policies 6 6 6 6 Number of households receiving water-related articles. N/A 17,000 17,000 17,000 Number of non-compliant water-related construction inspections. N/A 15 30 30 Drainage area affected by street improvements (in acres). N/A 150 90 90 COMMENTS These outputs reflect the number of reviews by city planners and the staff time needed to complete the review, but do not reflect additional staff time spent reviewing applications with citizen boards and commissions. The NPDES permit program controls water pollution by regulating point sources that discharge pollutants into waters. The Environmental Planning-EUF program is new in 2012 and shows commitment by the city to inform, plan, and enforce the permit process to meet the stormwater goals of the city and the region. Workshop Agenda Item D1c Attachment 1 Workshop Packet Page Number 48 of 90 CITY OF MAPLEWOOD, MINNESOTA Department: Community Development 101 Program: Public Health Inspections 704 Program Description Program Expenditure Highlights 2010 2011 2012 2013 Program Expenditures ACTUAL ACTUAL BUDGET BUDGET Personnel Services 52,139$ 48,570$ 42,030$ 43,330$ Commodities - 61 200 80 Contractual Services 556 876 810 1,800 Capital Outlay - - - - Other Charges - - - - Total 52,695$ 49,507$ 43,040$ 45,210$ Percent Change 12.4% (-6.0%) (-13.1%) 5.0% Full-Time Equivalent positions 0.60 0.60 0.50 0.50 Program Expenditures by Classification 2013 BUDGET Fund # : Program # : To improve and protect the health and well-being of the citizens of Maplewood through enforcement and education of local and state rules related to food, lodging, public swimming pools and public health. No significant change in the Public Health Inspections budget for 2013. 96% <1%4% Personnel Services Commodities Contractual Services Capital Outlay Other Charges Workshop Agenda Item D1c Attachment 1 Workshop Packet Page Number 49 of 90 CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET Department: Program: Community Development Public Health Inspections Fund #: Program #: 101 704 Performance Measures 2010 Actual 2011 Actual 2012 Estimate 2013 Estimate OUTPUTS/WORKLOAD Number of restaurant inspections 193 201 210 210 Number of pool inspections 52 48 40 40 Number of public health violations 34 32 25 25 Number of itinerant food sales inspections 100 54 50 50 EFFECTIVENESS INDICATORS Number of restaurant re-inspections 37 51 49 49 Number of hours on food sales inspections 590 545 545 545 Food establishment license fee* $88,836 $80,992 $89,000 $89,000 Swimming pool license fee** $1,534 $1,628 $1,600 $1,600 Lodging license fee*** $1,786 $1,564 $1,800 $1,800 COMMENTS The public health officer is currently working with the FDA on a grant to achieve FDA inspection standards. FDA based inspections are risk based and more educational/demonstration based vs check list items. Education, outreach, and a continual presence (ie—more follow up inspections and spot checks) in licensed establishments is a key factor in compliance with various Minnesota statues. This approach may be more time consuming for the public health officer, however it promotes a safer and healthier environment. The decrease in number of itinerant food sales inspections is reflected by the smaller Taste of Maplewood event. * The food establishment license fees from 2010 received in Citizen Services reflect the 132 inspections conducted by the public health officer. ** The swimming pool license fees from 2010 received in Citizen Services reflect the 13 inspections conducted by the public health officer. *** The lodging license fees from 2011 received in Citizen Services reflect the 5 inspections conducted by the public health officer Workshop Agenda Item D1c Attachment 1 Workshop Packet Page Number 50 of 90 CITY OF MAPLEWOOD, MINNESOTA Department: Community Development 605 Program: Recycling 706 Program Description Program Expenditure Highlights 2010 2011 2012 2013 Program Expenditures ACTUAL ACTUAL BUDGET BUDGET Personnel Services 64,673$ 77,093$ 81,230$ 88,830$ Commodities 2,282 11,960 10,400 4,500 Contractual Services 399,246 459,952 513,880 417,490 Depreciation - - - - Other Charges 41,681 51,187 50,310 50,550 Total 507,882$ 600,192$ 655,820$ 561,370$ Percent Change 6.6% 18.2% 9.3% (-14.4%) Full-Time Equivalent positions 0.60 0.68 0.60 0.70 2013 BUDGET Fund # : Program # : To manage the solid waste and recycling programs to ensure compliance with regional and state rules and regulations. It is proposed to purchase $3,000 worth of compost bins for re-sale at the Nature Center. The recylcing contract is a majority of the total annual budget for this program. No further costs related to the consultant for organized trash collection are anticipated for 2013. Program Expenditures by Classification 16%1% 74% 9% Personnel Services Commodities Contractual Services Depreciation Other Charges Workshop Agenda Item D1c Attachment 1 Workshop Packet Page Number 51 of 90 CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET Department: Program: Community Development Recycling Fund #: Program #: 605 706 Performance Measures 2010 Actual 2011 Actual 2012 Estimate 2013 Estimate OUTPUTS/WORKLOAD Education outreach opportunities 15,801 17,000 17,000 17,000 Number of phone calls to Recycling Hotline 521 309 300 300 Number of tons of materials recycled 2,662 2,541 2,600 2,900 City events that featured recycling 8 8 8 8 EFFICIENCY INDICATORS Multi-Family units not offering recycling 32 32 16 0 Average number of tons recycled per household 40 38.91 39 40 COMMENTS In 2011 the City began a new single stream recycling system where residents could recycle all of their materials together, no sorting necessary. Prior to 2011, the City had a dual stream recycling system for years where paper had to be separated from containers. Recycling rates from 2010 to 2011 declined due to the education needed regarding the new program and the ongoing effects of the economy on recyclable products. Paper tonnage volume did increase over the last quarter of the year, which reflects the educational components of the new program from the beginning of the year and the convenience of recycling without sorting. This allowed for the recycling of larger items, such as corrugated cardboard boxes which otherwise may end up in the trash. Workshop Agenda Item D1c Attachment 1 Workshop Packet Page Number 52 of 90 Comparison: TOTAL RESIDENTIAL RECYCLING-cURBSIDE, MULTI-UNIT, & MUNICIPALLY-SPONSORED DROP-QFF SITES & CLEANUP EVENTS: Pounds of Recycling per Person per Year, 2011 Community Educ., Median Household income: 2005-9 Recy. coor. Organized Recy. 1 Recy. lbs I Home-I I person adults owner-2011 25+,% ship rate value Per capita Median hshd. involve-% Pov-~ ment (1 = or open I collector Muiti-1 MSW 2011 unit I collection Bach. 2010 erty highest) 2 Maplewood 132 28,976 I $ 58,883 Notes: St. Anthony is not included; it is split between Ramsey & Hennepin counties Recycled pounds includes all tons/pounds reported into ReTRAC except problem materials & source-separated organics Per person reflects 2010 Census population 2.6 60.00 Org. 37.50 Open 76.18 Open 61.56 Org. Open Open Org. $ 3o.oo I $ 3o.oo $ 28.00 $ 40.651 $ 1.70 36.121 $ 22.80 26.64 Or g. Education, homeownership rate, & all income measures from U.S. Census. Education is from 2010 Census for most cities, from 2000 where 2010 information not yet available Ran kings by Envir. Health staff for recycling coordinator involvement, public education, & citizen commissions Color rankings: the darker the color the higher the rating. For the demographic variables, the ran kings are by quartile: 04.25.12 Allied Eureka Veolia; Tennis Freq. (weekly, every otherwk) 2011 EOW w w w w II sorts Revenue-2011 sharing in contract 2011 Single I No Dual Yes Dual Yes Dual Yes Single No Workshop Agenda Item D1c Attachment 2Workshop Packet Page Number 53 of 90 Comparison: TOTAL RESIDENTIAL RECYCLING--CURBSIDE, MULTI-UNIT, & MUNICIPALLY-SPONSORED DROP-OFF SITES & CLEANUP EVENTS: Pounds of Recycling per Household per Year, 2011 Community 1 Recy.lbs I Educ., Home-Median Household income: 2005-9 Recy. coor. Public Active/ /hshd adults owner-value involve-educ. (1 = influ-2011 25+,% ship rate owner-occ. ment {1 = highest) entia I Bach. 2010 hous. units, Per capita %Pov-highest) citizen degree+ 05-09 erty comm. North Oaks Vadnais Heights 3 3 White Bear Lake 449 3 2.6 :': --Notes: St. Anthony is not included; it is split between Ramsey & Hennepin counties. Recycled pounds includes all tons/pounds reported into ReTRAC except problem materials & source-separated organics. Households reflect information reported into ReTRAC where available for households served with recycling; otherwise 2010 Census. Munic. recy. fee per dwelling unit 2011 Single-Multi-family unit 61.56 32.40 Organized or open MSW collection Org. Org. Education, homeownership rate, & all income measures from U.S. Census. Education is from 2010 Census for most cities, from 2000 where 2010 information not yet available. Ran kings by Envir. Health staff for recycling coordinator involvement, public education, & citizen commissions. Color ran kings: the darker the color the higher the rating. For the demographic variables, the ran kings are by quartile: 04.25.12 Recy. Freq. collector (weekly, 2011 every other wk) 2011 EOW w #sorts Revenue-2011 sharing in contract 2011 Single Yes Dual Yes Workshop Agenda Item D1c Attachment 2Workshop Packet Page Number 54 of 90 WORK SESSION AGENDA NO. D-1(d) AGENDA REPORT TO: James Antonen, City Manager FROM: Chuck Ahl, Assistant City Manager SUBJECT: 2013 Executive and Legislative Budget Presentation DATE: July 31, 2012 INTRODUCTION This item is being presented as part of the discussions on the 2013 Budget to provide more information on the priorities of the Administration/Executive Department, as well as the proposed 2013 Budget for the Legislative Divisions Programs. DISCUSSION – EXECUTIVE PROGRAM The Executive Program portion of the budget provides for the leadership and administration of the City operations. There are four programs, including the City Manager’s Office [Administration], the City Attorney’s Office [Legal Services], the Human Resources Department [HR Administration], and the City’s safety program [Safety]. The General Fund provides 100% of the funding for these programs and the Department budget request for 2013 is $885,810. This is a 5.3% increase over the 2012 Budget; however, it is only $2,834 [+0.32%] more than the 2011 Actual expenditures for these programs. The 2013 Budget for these programs include addressing a number of organization needs for an operational standpoint. For example, in the 2012 Budget, a reduction was made in the allocation for the Human Resources Attorney. This proved to be unsustainable due to complex organizational needs that required high level Attorney advice and leadership. We are proposing to restore the Human Resources Attorney hours to 2011 levels, which is approximately equal to the 2011 expense, but is a $26,000 increase over the 2012 Budget, when a reduction was contemplated. Additionally, the City work force has seen a dramatic increase in worker compensation claims during the past 5 years. This budget proposes a doubling of expenditures for the safety program in an effort to reduce future worker compensation claims. These two initiatives require a $34,900 increase in expenditures in the Executive program, which is 78% of the proposed increase from 2012 to 2013. Both these initiatives and expenditures are strongly recommended. The Administration Programs do not have a revenue source that is specifically attributed to it although the City Attorney is responsible, in cooperation with the Police Department, for the implementation of Fines and Penalties which are reported by the Police Department. Below is a table showing actual and budgeted expenditures for 2008-2013. 2008 Actual 2009 Actual 2010 Actual 2011 Actual 2012 Budget 2013 Proposed 101-102 Administration 151,099 282,623 307,651 335,163 350,200 360,480 101-103 Legal 491,233 270,472 216,621 265,849 221,020 225,450 101-116 HR Admin 265,218 233,041 252,600 273,300 261,060 282,070 101-114 Safety 8,028 7,070 6,194 8,664 8,910 17,810 GENERAL FUND 915,578 793,206 783,066 882,976 841,190 885,810 Workshop Packet Page Number 55 of 90 2013 Executive – Legislative Budget PAGE TWO During 2008 to 2011, the Legal program recognized expenses to resolve legal claims. Those expenses were resolved and for 2012 a fund was established to cover future claims without major single expenses during a given year. The department consists of 4 full-time employees, although the Assistant City Manager position is allocated to other programs outside those listed above. Attached is a listing of the workload indicators that are measured in the Executive Department. Most are staying relatively steady with the exception of the large lost work day claims in 2011 under the safety program that have resulted in a doubling of worker compensation claims and rates. That doubling expense impacts the employee benefits fund in a range of $250,000 to $300,000 per year. A couple of large claims relating to excess work days lost are impacting the charges, however, the general overall increase in injuries point to a challenge to improve safety training and awareness as an organization. Department accomplishments and projects are as follows: • Conducted the 2012 Council Retreat and supervised 2012 Budget preparation • Began Implementation of Council Goal of Police and Fire Facility Planning • Began Implementation of Council Goal of Increased Economic Development • Continued Implementation of Financial Sustainability Concepts • Began Implementation of Safety Procedures to reduce Worker Comp Claims • Continued comprehensive hiring procedures to maintain quality work force DISCUSSION – LEGISLATIVE PROGRAM The Legislative Program portion of the budget provides for the Public Leadership of the City operations. There are eight programs, including the City Council, Maplewood Area EDA, Business and Economic Development Commission, Human Rights Commission, Parks and Recreation Commission, Planning Commission, Police Civil Service Commission and the Charitable Gambling Program. The funding for these programs and the Department budget request for 2013 is $248,660. This request for funding of these programs is a 28.3% increase over the 2012 Budget, or $54,810; however, $50,000 of the $54,810 is assumed to be part of the EDA Fund and is outside revenue. The request from the General Fund for these programs is $4,870 less than in 2012. It should be noted that the program includes a new levy of $89,270 for the EDA. In March 2012, the City Council established the following goals for the City in 2012-2014: 1. PUBLIC SAFETY: a. Complete the plan for rebuilding and relocating fire stations from five to three, including securing the 3M site. Develop and commit to a plan for meeting the space needs of the police department. 2. ECONOMIC DEVELOPMENT: a. Make a concerted effort to define and develop a plan [through the EDA] that will ensure new economic development in the city with a particular focus on re- development. Commit to a redevelopment [including housing] for the city through prioritizing and updating the master plan. Determine staffing needs for this effort with adequate resources. Work with BEDC. Workshop Packet Page Number 56 of 90 2013 Executive – Legislative Budget PAGE THREE 3. PARKS AND RECREATION a. Continue to determine how to resolve the Community Center’s funding and programming issues. Explore a possible joint venture with neighboring communities and a referendum on a sustainable Parks system. Develop a comprehensive plan about our parks. 4. CONSOLIDATION OF SERVICES / SHARED SERVICES: a. All departments will work collaboratively with other cities in an effort to provide more cost-effective services where possible. Consolidate or share city services where it makes sense from a sustainability standpoint [Good Government]. Following is summary of funding for the Legislative Programs from 2010 to 2013: PROGRAM 2010 2011 2012 2013 Charitable Gambling 20,919 23,492 30,120 30,000 General Fund 144,741 143,041 160,530 155,660 EDA Fund 0 0 3,200 63,000 ___________________________________________________________________ TOTAL $165,660 $166,533 $193,850 $248,660 The proposed increase in funding for these programs reflects the Council’s goal to begin more economic development programs, albeit at a reduced level due to funding constraints. Attached is a listing of the workload indicators that are measured in the Legislative Department. Most are staying relatively steady. The proposed expenditure by the EDA is undefined at this point, although it is anticipated that a program will be developed through the BEDC that would provide a business subsidy or support for expanding a job creation project. RECOMMENDATION No action is recommended as this is presented as information on review of proposed expenditures for 2013. Attachment(s): 1. 2013 Budget pages for Executive Programs 2. 2013 Budget pages for Legislative Programs Workshop Packet Page Number 57 of 90 Assistant City Manager/Community Development Director City Manager Police Chief City Engineer /Deputy Public Works Director Director of Parks & Recreation Senior Administrative Assistant Human Resource Coordinator City Attorney Civil CITY OF MAPLEWOOD EXECUTIVE ORGANIZATION CHART Fire Chief Director of Information Technology Finance Manager Director of Citizen Services City Attorney Prosecution City Attorney Labor Relations Workshop Agenda Item D1d Attachment 1 Workshop Packet Page Number 58 of 90 CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET EXECUTIVE MISSION STATEMENT To provide leadership for the effective implementation of policy directions given by the Maplewood City Council to efficiently deliver public services to the people of Maplewood. 2013 OBJECTIVES 1. Minimize the impact of property taxes on Maplewood home owners and businesses in the 2013 City Budget by limiting the property tax increase. 2. Explore options for alternative and sustainable revenues to reduce overall reliance on state finances and reduce/limit property tax increases. Make budget decisions that comport with the principles of sustainability. 3. Develop a plan to finance deferred capital maintenance and non- capital maintenance improvements needed at City Hall, the Maplewood Community Center, the Public Works Building, the Park Maintenance Building and the City’s Fire Stations. 4. Continue to make Maplewood city government transparent and accessible; operate within an environment of efficiency and mutual respect. Welcome and encourage citizen involvement, and work with other cities to collaborate and consolidate city services. 5. Work to attract new private investment in Maplewood businesses to add new jobs and expand economic opportunity through policies that reduce property taxes and promote economic growth. 6. Continue to expand the delivery of public information to Maplewood citizens. 7. Continue to recruit talented, qualified individuals as city employees. 8. Further explore policies to control medical insurance costs. Workshop Agenda Item D1d Attachment 1 Workshop Packet Page Number 59 of 90 CITY OF MAPLEWOOD, MINNESOTA 2012 PERCENT ORIGINAL OVER(UNDER) Total By Program ACTUAL ACTUAL BUDGET BUDGET 2012 BUDGET Administration $307,651 $335,163 $350,200 $360,480 2.9% H.R. Administration 252,600 273,300 261,060 282,070 8.0% Legal Services 216,621 265,849 221,020 225,450 2.0% Safety 6,194 8,664 8,910 17,810 99.9% Totals 783,066 882,976 841,190 885,810 5.3% Total By Classification Personnel Services 403,533 454,839 462,950 472,590 2.1% Commodities 11,082 8,351 10,900 10,200 -6.4% Contractual Services 360,663 355,947 367,340 403,020 9.7% Capital Outlay and Depreciation 0000 N/A Other Charges 7,788 63,839 0 0 N/A Totals 783,066 882,976 841,190 885,810 5.3% Total By Fund General Fund 783,066 882,976 841,190 885,810 5.3% Totals $783,066 $882,976 $841,190 $885,810 5.3% Number of Employees (FTE)3.40 3.40 3.40 3.40 0.0% 2013 BUDGET EXECUTIVE EXPENDITURE SUMMARY 2010 2011 2013 2010 ACTUAL 2011 ACTUAL 2012 ORIGINAL BUDGET 2013 ORIGINAL BUDGET 1 2 3 4 FTEs2010 ACTUAL 2011 ACTUAL 2012 ORIGINAL BUDGET 2013 ORIGINAL BUDGET 0.0 0.2 0.4 0.6 0.8 1.0 1.2 MillionsExpenditures Employees Workshop Agenda Item D1d Attachment 1 Workshop Packet Page Number 60 of 90 CITY OF MAPLEWOOD, MINNESOTA EXECUTIVE BUDGET 2013 2013 BUDGET Administration 40.7% H.R. Administration 31.8% Legal Services 25.5% Safety 2.0% Total By Program Personnel Services 53.4%Commodities 1.2% Contractual Services 45.5% Total By Classification Workshop Agenda Item D1d Attachment 1 Workshop Packet Page Number 61 of 90 CITY OF MAPLEWOOD, MINNESOTA Department: Executive 101 Program: Administration 102,119 Program Description Program Expenditure Highlights 2010 2011 2012 2013 Program Expenditures ACTUAL ACTUAL BUDGET BUDGET Personnel Services 264,213$ 298,122$ 302,200$ 310,420$ Commodities 8,932 5,104 5,900 6,100 Contractual Services 34,506 31,937 42,100 43,960 Capital Outlay - - - - Other Charges - - - - Total 307,651$ 335,163$ 350,200$ 360,480$ Percent Change 8.9% 8.9% 4.5% 2.9% Full-Time Equivalent positions 1.90 1.90 1.90 1.90 Program Expenditures by Classification 2013 BUDGET Fund # : Program # : To manage all departments and functions of city operations through department heads as directed by city code, state statue, and the City Council. The increase in personnel services is due to pay increases and an increase in the cost of benefits. No significant changes are reflected in the remaining budget categories. 86% 2% 12% Personnel Services Commodities Contractual Services Capital Outlay Other Charges Workshop Agenda Item D1d Attachment 1 Workshop Packet Page Number 62 of 90 CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET Department: Program: Executive Administration Fund #: Program #: 101 102,119 Performance Measures 2010 Actual 2011 Actual 2012 Estimate 2013 Estimate OUTPUTS/WORKLOAD Management Meetings 52 51 52 52 City Manager Reports 49 37 50 50 News Articles 6 8 10 10 EFFECTIVENESS INDICATORS Performance Review Good Good Good Good COMMENTS The management team remains the seven department heads, the two City Attorney representatives, the Assistant City Manager and is lead by the City Manager. This group provides policy direction for overall city management. Workshop Agenda Item D1d Attachment 1 Workshop Packet Page Number 63 of 90 CITY OF MAPLEWOOD, MINNESOTA Department: Executive 101 Program: Human Resource Administration 116 Program Description Program Expenditure Highlights 2010 2011 2012 2013 Program Expenditures ACTUAL ACTUAL BUDGET BUDGET Personnel Services 135,074$ 151,545$ 153,640$ 155,120$ Commodities 1,713 2,680 2,600 2,700 Contractual Services 115,813 119,075 104,820 124,250 Capital Outlay - - - - Other Charges - - - - Total 252,600$ 273,300$ 261,060$ 282,070$ Percent Change 8.4% 8.2% (-4.5%) 8.0% Full-Time Equivalent positions 1.50 1.50 1.50 1.50 Program Expenditures by Classification 2013 BUDGET Fund # : Program # : 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. The increase in contractual services is due to an increased need for services contracted with our HR Attorney. 55% 1% 44% Personnel Services Commodities Contractual Services Capital Outlay Other Charges Workshop Agenda Item D1d Attachment 1 Workshop Packet Page Number 64 of 90 CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET Department: Program: Executive Human Resource Administration Fund #: Program #: 101 116 Performance Measures 2010 Actual 2011 Actual 2012 Estimate 2013 Estimate OUTPUTS/WORKLOAD Number of full-time, regular employees who left City employment during the reporting period 12 11 5 4 Number of grievances 2 2 3 3 Number of employment investigations conducted or overseen by HR 14 14 15 15 EFFECTIVENESS INDICATORS Turnover rate 6.5% 6.1% 2.7% 2.2% 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 are referred to hiring supervisor in an internal hiring process 20 20 18 18 Average number of working days from request to fill vacancy until top candidates are referred to hiring supervisor in an external hiring process 38 37 35 35 COMMENTS Turnover in 2010 and 2011 results, in part, from early retirement incentives. Workshop Agenda Item D1d Attachment 1 Workshop Packet Page Number 65 of 90 CITY OF MAPLEWOOD, MINNESOTA Department: Executive 101 Program: Legal Services 103 Program Description Program Expenditure Highlights 2010 2011 2012 2013 Program Expenditures ACTUAL ACTUAL BUDGET BUDGET Personnel Services 4,246$ 5,172$ 7,110$ 7,050$ Commodities 437 567 1,500 500 Contractual Services 204,150 196,271 212,410 217,900 Capital Outlay - - - - Other Charges 7,788 63,839 - - Total 216,621$ 265,849$ 221,020$ 225,450$ Percent Change (-19.9%) 22.7% (-16.9%) 2.0% Full-Time Equivalent positions - - - - Program Expenditures by Classification 2013 BUDGET Fund # : Program # : To provide legal services for the City Council and administrative staff and to prosecute City criminal cases in court. Beginning in 2012, an internal service fund was established to account for general insurance and risk management expenses which includes judgments and claims. Attorney expenses remain the major part of this program. 3% 0% 97% Personnel Services Commodities Contractual Services Capital Outlay Other Charges Workshop Agenda Item D1d Attachment 1 Workshop Packet Page Number 66 of 90 CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET Department: Program: Executive Legal Services Fund #: Program #: 101 & 221 103 Performance Measures 2010 Actual 2011 Actual 2012 Estimate 2013 Estimate OUTPUTS/WORKLOAD Prosecution cases opened 7,113 8039 7,800 7,800 Civil cases processed 125 125 125 125 Meetings attended: Prosecution 585 575 575 575 Civil 200 225 225 225 EFFECTIVENESS INDICATORS % of criminal code enforcement cases favorably resolved 99% 99% 99% 99% % of litigation cases resulting in a favorable disposition of either a dismissal or a settlement of less than $25,000 100% 100% 100% 100% COMMENTS Legal services are provided by a contract with an attorney service that is provided as an in-house legal service. This provides for enhanced communication and efficiencies. Prosecution of police issues remains on a 3-5% annual increase, although a vast majority of cases are resolved in plea arrangements that minimize staff involvement. Workshop Agenda Item D1d Attachment 1 Workshop Packet Page Number 67 of 90 CITY OF MAPLEWOOD, MINNESOTA Department: Executive 101 Program: Safety 114 Program Description Program Expenditure Highlights 2010 2011 2012 2013 Program Expenditures ACTUAL ACTUAL BUDGET BUDGET Personnel Services -$ -$ -$ -$ Commodities - - 900 900 Contractual Services 6,194 8,664 8,010 16,910 Capital Outlay - - - - Other Charges - - - - Total 6,194$ 8,664$ 8,910$ 17,810$ Percent Change (-12.4%) 39.9% 2.8% 99.9% Full-Time Equivalent positions - - - - Program Expenditures by Classification 2013 BUDGET Fund # : Program # : To ensure compliance with federal and state safety laws, regulations and City policies. The Safety Consultant that was previously retained to do monthly work will provide advice whenever needed for a contracted hourly fee. The consultant will continue to do Public Works specific Safety Training, the yearly OSHA required "Awair" and "Right to Know" employee training. 5% 95% Personnel Services Commodities Contractual Services Capital Outlay Other Charges Workshop Agenda Item D1d Attachment 1 Workshop Packet Page Number 68 of 90 CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET Department: Program: Executive Safety Fund #: Program #: 101 114 Performance Measures 2010 Actual 2011 Actual 2012 Estimate 2013 Estimate OUTPUTS/WORKLOAD Number of work-related injuries reported 20 30 32 30 Number of worker days lost due to injuries 35 98 20 20 Percent of injuries involving lost work days 15% 23% 13% 12% 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 office work if they cannot perform their regular job. However, worker compensation claims have substantially increased, which are not shown in the above numbers, as the claims increase in 2011, are still showing an expense in premiums. A reduction in worker days lost due to injuries in 2012 and 2013 should impact worker compensation rates in 2013 – 2014. Workshop Agenda Item D1d Attachment 1 Workshop Packet Page Number 69 of 90 CITY OF MAPLEWOOD ORGANIZATIONAL CHART City Manager Housing & Redevelopment Authority Park & Recreation Commission Heritage Preservation Commission Legal Community Design Review Board Police Civil Service Commission Environmental & Natural Resources Commission LEGISLATIVE Human Rights Commission Planning Commission Citizens City Council Business & Economic Development Commission Workshop Agenda Item D1d Attachment 2 Workshop Packet Page Number 70 of 90 CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET LEGISLATIVE MISSION STATEMENT To provide for the establishment of policies and adoption of local laws for the public health, safety and welfare of the people of the City of Maplewood through the City Council as advised by various commissions and task forces as authorized by ordinance and appointment. 2013 OBJECTIVES 1. PUBLIC SAFETY a. Complete the plan for rebuilding and relocating fire stations, from five to three, including securing the 3M site. Develop and commit to a plan for meeting the space needs of the Police Department. 2. ECONOMIC DEVELOPMENT a. Make a concerted effort to define and develop a plan [through the EDA] that will ensure new economic development in the city with a particular focus on re- development. Commit to a redevelopment [including housing] for the city through prioritizing and updating the Master Plan. Determine staffing needs for this effort with adequate resources. Work with BEDC. 3. FINANCIAL STABILITY/SUSTAINABILITY a. Continue to provide quality, efficient services to our citizens while equalizing expenditures and revenues every year. Make budgeting decisions that comport with the principals of sustainability. 4. PARKS AND RECREATION a. Continue to determine how to resolve the Community Center’s funding and programming issues. Explore a possible joint venture with neighboring communities and a referendum on a sustainable Parks system. Develop a comprehensive plan about our parks. 5. CONSOLIDATION of SERVICES/SHARED SERVICES a. All departments will work collaborative with other cities in an effort to provide more cost-effective services where possible. Consolidate or share city services where it makes sense from a sustainability standpoint [Good Government]. Workshop Agenda Item D1d Attachment 2 Workshop Packet Page Number 71 of 90 CITY OF MAPLEWOOD, MINNESOTA 2012 PERCENT ORIGINAL OVER(UNDER) Total By Program ACTUAL ACTUAL BUDGET BUDGET 2012 BUDGET Business & Econ Dev Commission $5 $2 $1,500 $0 -100.0% Charitable Gambling 20,919 23,492 30,120 30,000 -0.4% City Council 143,756 136,771 155,080 151,710 -2.2% Human Rights Commission 0 1 500 500 0.0% Maplewood Area EDA 0 0 3,200 63,000 1868.8% Parks & Recreation Commission 1 69 250 250 0.0% Planning Commission 969 99 1,050 1,050 0.0% Police Civil Service Commission 10 6,099 2,150 2,150 0.0% Totals 165,660 166,533 193,850 248,660 28.3% Total By Classification Personnel Services 62,878 63,658 64,390 66,480 3.2% Commodities 6,541 4,513 8,400 8,200 -2.4% Contractual Services 96,126 98,362 120,940 123,980 2.5% Capital Outlay and Depreciation 0 0 0 50,000 N/A Other Charges 115 0 120 0 -100.0% Totals 165,660 166,533 193,850 248,660 28.3% Total By Fund Charitable Gambling Tax Fund 20,919 23,492 30,120 30,000 -0.4% General Fund 144,741 143,041 160,530 155,660 -3.0% Maplewood Area EDA 0 0 3,200 63,000 1868.8% Totals $165,660 $166,533 $193,850 $248,660 28.3% 2013 BUDGET LEGISLATIVE EXPENDITURE SUMMARY 2010 2011 2013 Number of Employees (FTE)0.00 0.00 0.00 0.00 0.00 2010 ACTUAL 2011 ACTUAL 2012 ORIGINAL BUDGET 2013 ORIGINAL BUDGET 0.0 0.1 0.1 0.2 0.2 0.3 0.3 MillionsExpenditures Workshop Agenda Item D1d Attachment 2 Workshop Packet Page Number 72 of 90 CITY OF MAPLEWOOD, MINNESOTA LEGISLATIVE BUDGET 2013 2013 BUDGET Charitable Gambling 12.1% City Council 61.0% Human Rights Commission 0.2% Maplewood Area EDA 25.3% Parks & Recreation Commission 0.1% Planning Commission 0.4% Police Civil Service Commission 0.9% Total By Program Personnel Services 26.7% Commodities 3.3% Contractual Services 49.9% Capital Outlay and Depreciation 20.1% Total By Classification Workshop Agenda Item D1d Attachment 2 Workshop Packet Page Number 73 of 90 CITY OF MAPLEWOOD, MINNESOTA Department: Legislative 101 Program: Business & Economic Development Commission 104 Program Description Program Expenditure Highlights 2010 2011 2012 2013 Program Expenditures ACTUAL ACTUAL BUDGET BUDGET Personnel Services -$ -$ -$ -$ Commodities - - 500 - Contractual Services 5 2 1,000 - Capital Outlay - - - - Other Charges - - - - Total 5$ 2$ 1,500$ -$ Percent Change (-44.4%) (-60.0%) 74900.0% (-100.0%) Full-Time Equivalent positions - - - - 2013 BUDGET Fund # : Program # : To advise the Maplewood Economic Development Authority on issues relating to maintaining, expanding and diversifying the economic and business opportunities in the City of Maplewood while addressing the needs of the city's residents' quality of life and its environment. The City is proposing to eliminate this commission and move its duties to either the Housing and Redevelopment Authority or Economic Development Authority. Beginning in 2013 the costs are reflected there. Program Expenditures by Classification 0% Personnel Services Commodities Contractual Services Capital Outlay Other Charges Workshop Agenda Item D1d Attachment 2 Workshop Packet Page Number 74 of 90 CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET Department: Program: Legislative Business & Economic Development Commission Fund #: Program #: 101 104 Performance Measures 2010 Actual 2011 Actual 2012 Estimate 2013 Estimate OUTPUTS/WORKLOAD Commission meetings 9 6 10 10 Business retention meetings 20 10 10 20 Local business leaders meetings 2 2 5 5 EFFECTIVENESS INDICATORS Number of business retention loans 0 0 0 3 Projects receiving city assistance (TIF, etc.) 1 1 1 1 COMMENTS In 2009, the city council established the Economic Development Authority and the Business and Economic Development Commission. In 2012, the Business and Economic Development Commission worked on establishing a plan for business retention visits and setting priorities for redevelopment opportunities. This work is meant to assist the city as it continues its economic development efforts into 2013. The Business and Economic Development Commission intends to continue its business outreach in 2013 as well as get more involved with direct project initiation opportunities via a revolving loan fund or similar program; however, the funding for the BEDC will be moved to the Council’s Economic Development Authority [EDA Fund #280]. Workshop Agenda Item D1d Attachment 2 Workshop Packet Page Number 75 of 90 CITY OF MAPLEWOOD, MINNESOTA Department: Legislative 205 Program: Charitable Gambling 000 Program Description Program Expenditure Highlights 2010 2011 2012 2013 Program Expenditures ACTUAL ACTUAL BUDGET BUDGET Personnel Services -$ -$ -$ -$ Commodities - - - - Contractual Services 20,804 23,492 30,000 30,000 Capital Outlay - - - - Other Charges 115 - 120 - Total 20,919$ 23,492$ 30,120$ 30,000$ Percent Change (-53.3%) 12.3% 28.2% (-0.4%) Full-Time Equivalent positions - - - - Program Expenditures by Classification 2013 BUDGET Fund # : Program # : The Charitable Gambling Fund accounts for expenditures of the City gambling tax. The tax is ten percent of the net receipts of a licensed organization for lawful gambling. The City Council allocates the funds to agencies and departments that provide city-related services. The requests approved by the City Council for 2013 are listed on the next page. 100% Personnel Services Commodities Contractual Services Capital Outlay Other Charges Workshop Agenda Item D1d Attachment 2 Workshop Packet Page Number 76 of 90 CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET Department: Program: Legislative Charitable Gambling Fund #: Program #: 205 000 Performance Measures 2010 Actual 2011 Actual 2012 Estimate 2013 Estimate OUTPUTS/WORKLOAD Requests considered 16 17 17 17 Requests awarded 15 17 15 15 COMMENTS The number of requests received and awarded has been fairly constant, but proceeds from the Charitable Gambling tax have receded in recent years. The requests approved by the City Council for 2013 are as follows: $ $ TOTAL Estimated Reserves Workshop Agenda Item D1d Attachment 2 Workshop Packet Page Number 77 of 90 CITY OF MAPLEWOOD, MINNESOTA Department: Legislative 101 Program: City Council 101 Program Description Program Expenditure Highlights 2010 2011 2012 2013 Program Expenditures ACTUAL ACTUAL BUDGET BUDGET Personnel Services 62,878$ 63,658$ 64,390$ 66,480$ Commodities 5,992 4,445 6,600 6,100 Contractual Services 74,886 68,668 84,090 79,130 Capital Outlay - - - - Other Charges - - - - Total 143,756$ 136,771$ 155,080$ 151,710$ Percent Change 3.2% (-4.9%) 13.4% (-2.2%) Full-Time Equivalent positions Council consists of one Mayor and four Council Members. Program Expenditures by Classification 2013 BUDGET Fund # : Program # : To establish policy, adopt laws and appoint members of advisory commissions. The 2012 wage increase received by the council was not reflected in the 2012 budget. It is included in the 2013 budget. 44% 4% 52% Personnel Services Commodities Contractual Services Capital Outlay Other Charges Workshop Agenda Item D1d Attachment 2 Workshop Packet Page Number 78 of 90 CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET Department: Program: Legislative City Council Fund #: Program #: 101 101 Performance Measures 2010 Actual 2011 Actual 2012 Estimate 2013 Estimate OUTPUTS/WORKLOAD Number of City Council meetings 30 28 30 28 Number of Council/Manager Workshops 35 26 20 24 Agenda items 632 652 600 525 COMMENTS The above items are a small part of the workload for the City Council. Workshop Agenda Item D1d Attachment 2 Workshop Packet Page Number 79 of 90 CITY OF MAPLEWOOD, MINNESOTA Department: Legislative 101 Program: Human Rights Commission 108 Program Description Program Expenditure Highlights 2010 2011 2012 2013 Program Expenditures ACTUAL ACTUAL BUDGET BUDGET Personnel Services -$ -$ -$ -$ Commodities - - 500 500 Contractual Services - 1 - - Capital Outlay - - - - Other Charges - - - - Total -$ 1$ 500$ 500$ Percent Change 0.0% 0.0% 0.0% 0.0% Full-Time Equivalent positions - - - - 2013 BUDGET Fund # : Program # : The Maplewood Human Rights Commission will advocate for equal opportunities for all citizens of Maplewood in housing, employment, public accommodations, services and education continuously working to improve human rights within the community. The Maplewood Human Rights Commission ordinance was passed in July 2010. Commission members were appointed in October and November 2010. Budget will be used for sponsorship of speech and art contests for local schools and operating expenses to develop an outreach pamphlet bringing awareness to the commission. Program Expenditures by Classification 100% Personnel Services Commodities Contractual Services Capital Outlay Other Charges Workshop Agenda Item D1d Attachment 2 Workshop Packet Page Number 80 of 90 CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET Department: Program: Legislative Human Rights Commission Fund #: Program #: 101 108 Performance Measures 2010 Actual 2011 Actual 2012 Estimate 2013 Estimate OUTPUTS/WORKLOAD Contests sponsored 0 0 3 1 Community awareness events sponsored 0 0 3 1 Bias crime complaints 0 0 3 0 Businesses and organizations participating as sponsors 0 0 5 3 EFFECTIVENESS INDICATORS Number of people attending community events N/A 0 1,000 1,000 Percentage of businesses and organizations participating 0% 0% 5% 2% COMMENTS The Human Rights Commission continues to be reestablished after the appointment of commission members in late 2010 by outreach into the community specifically through business contacts and with surrounding school districts. Workshop Agenda Item D1d Attachment 2 Workshop Packet Page Number 81 of 90 CITY OF MAPLEWOOD, MINNESOTA Department:Legislative 280 Program:Maplewood Area EDA 000 Program Description Program Expenditure Highlights 2010 2011 2012 2013 Program Expenditures ACTUAL ACTUAL BUDGET BUDGET Personnel Services -$ -$ -$ -$ Commodities - - 200 1,000 Contractual Services - - 3,000 12,000 Capital Outlay - - - 50,000 Other Charges - - - - Total -$ -$ 3,200$ 63,000$ Percent Change 0.0% #DIV/0! #DIV/0! 1868.8% Full-Time Equivalent positions - - - - Program Expenditures by Classification 2013 BUDGET Fund # : Program # : To assist with development and redevelopment parcels and initiatives. This program is proposed to be expanded in 2013 to assist with marketing of excess city property as well as training staff in the procedures of economic development for our business commuity. 2% 19% 79% Personnel Services Commodities Contractual Services Capital Outlay Other Charges Workshop Agenda Item D1d Attachment 2 Workshop Packet Page Number 82 of 90 CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET Department: Program: Legislative Maplewood Area EDA Fund #: Program #: 280 000 Performance Measures 2010 Actual 2011 Actual 2012 Estimate 2013 Estimate OUTPUTS/WORKLOAD Commission meetings 0 1 2 4 EFFECTIVENESS INDICATORS Number of loans 0 1 0 2 COMMENTS In 2009, the city council established the Economic Development Authority (EDA) and the Business and Economic Development Commission. In 2011, the EDA participated in the Trillion BTU program through the St. Paul Port Authority. The EDA, with the help of the General Fund, contributed $400,000 for a loan to St. John’s Hospital to be paid back over 5 years at a 4 percent interest rate. In 2012 the city council, which also serves as the EDA, established economic development as the city’s top priority. Throughout 2012, the council/EDA and staff are establishing priorities and work plans to carry out this goal. Implementation is expected to last into 2013. Workshop Agenda Item D1d Attachment 2 Workshop Packet Page Number 83 of 90 CITY OF MAPLEWOOD, MINNESOTA Department: Legislative 101 Program: Parks & Recreation Commission 106 Program Description Program Expenditure Highlights 2010 2011 2012 2013 Program Expenditures ACTUAL ACTUAL BUDGET BUDGET Personnel Services -$ -$ -$ -$ Commodities - 68 - - Contractual Services 1 1 250 250 Capital Outlay - - - - Other Charges - - - - Total 1$ 69$ 250$ 250$ Percent Change 0.0% 6800.0% 262.3% 0.0% Full-Time Equivalent positions - - - - Program Expenditures by Classification 2013 BUDGET Fund # : Program # : To serve as the liaison to the City Council between city residents and staff on all matters pertaining to parks, recreation and trails. 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. 100% Personnel Services Commodities Contractual Services Capital Outlay Other Charges Workshop Agenda Item D1d Attachment 2 Workshop Packet Page Number 84 of 90 CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET Department: Program: Legislative Parks & Recreation Commission Fund #: Program #: 101 106 Performance Measures 2010 Actual 2011 Actual 2012 Estimate 2013 Estimate OUTPUTS/WORKLOAD Number of public meetings 22 17 16 16 Commission items requiring formal action 20 19 12 20 EFFECTIVENESS INDICATORS Number of meetings involving the public; i.e., park planning process, community issues, etc. 12 15 8 6 EFFICIENCY MEASURES Average number of days between recommendation from the commission to city council action on the item 28 14 14 14 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. Parks & Recreation Department staff serves as the liaison between the Parks & 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. Workshop Agenda Item D1d Attachment 2 Workshop Packet Page Number 85 of 90 CITY OF MAPLEWOOD, MINNESOTA Department: Legislative 101 Program: Planning Commission 107 Program Description Program Expenditure Highlights 2010 2011 2012 2013 Program Expenditures ACTUAL ACTUAL BUDGET BUDGET Personnel Services -$ -$ -$ -$ Commodities 549 - 600 600 Contractual Services 420 99 450 450 Capital Outlay - - - - Other Charges - - - - Total 969$ 99$ 1,050$ 1,050$ Percent Change 0.5% (-89.8%) 960.6% 0.0% Full-Time Equivalent positions - - - - Program Expenditures by Classification 2013 BUDGET Fund # : Program # : To advise the City Council on zoning and land use requests and to periodically review and revise the city's comprehensive land use plan. Small budget set up to cover the cost of supplies and training. 57% 43% Personnel Services Commodities Contractual Services Capital Outlay Other Charges Workshop Agenda Item D1d Attachment 2 Workshop Packet Page Number 86 of 90 CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET Department: Program: Legislative Planning Commission Fund #: Program #: 101 107 Performance Measures 2010 Actual 2011 Actual 2012 Estimate 2013 Estimate OUTPUTS/WORKLOAD Number of applications reviewed 81 43 45 45 EFFECTIVENESS INDICATORS Number of public meetings held 20 15 15 15 COMMENTS The number of development applications reviewed by the Planning Commission dropped to more of a normal quantity in 2011. The number of reviews conducted by the Planning Commission in 2010 was high due to the large amount of “zoning follow-up” work needed after the adoption of the 2030 Comprehensive Plan Update. For comparisons, the 2008 and 2009 reviews totaled 52 and 49 respectively. In 2011 the planning commission began meeting once a month, unless there was a need to meet more often based on applications of a time-sensitive nature. Workshop Agenda Item D1d Attachment 2 Workshop Packet Page Number 87 of 90 CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET POLICE CIVIL SERVICE COMMISSION MISSION STATEMENT The Maplewood Police Civil Service Commission will help to ensure a fair and objective hiring process for sworn law enforcement positions and will investigate any grievances brought before it and render an impartial decision. 2012 OBJECTIVES 1. Maintain a sworn police officer list. 2. Create a promotional list if needed. 3. Respond to any complaints and requests for hearings under the jurisdiction of the Commission. Workshop Agenda Item D1d Attachment 2 Workshop Packet Page Number 88 of 90 CITY OF MAPLEWOOD, MINNESOTA Department: Legislative 101 Program: Police Civil Service Commission 105 Program Description Program Expenditure Highlights 2010 2011 2012 2013 Program Expenditures ACTUAL ACTUAL BUDGET BUDGET Personnel Services -$ -$ -$ -$ Commodities - - - - Contractual Services 10 6,099 2,150 2,150 Capital Outlay - - - - Other Charges - - - - Total 10$ 6,099$ 2,150$ 2,150$ Percent Change (-99.6%) 60890.0% (-64.7%) 0.0% Full-Time Equivalent positions - - - - Program Expenditures by Classification 2013 BUDGET Fund # : Program # : 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. Budget includes amounts to cover publishing and fees for service. 100% Personnel Services Commodities Contractual Services Capital Outlay Other Charges Workshop Agenda Item D1d Attachment 2 Workshop Packet Page Number 89 of 90 CITY OF MAPLEWOOD, MINNESOTA 2013 BUDGET Department: Program: Legislative Police Civil Service Commission Fund #: Program #: 101 105 Performance Measures 2010 Actual 2011 Actual 2012 Estimate 2013 Estimate OUTPUTS/WORKLOAD Number of lists created - external 0 1 0 1 Number of lists created - internal 0 1 0 1 EFFECTIVENESS INDICATORS Average number of working days between approval to post position and adoption of promotional list N/A 27 N/A 25 Average number of working days between approval to post position and adoption of external eligibility list N/A 90 N/A 85 COMMENTS The External and Internal Posting and Eligibility List have 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. Workshop Agenda Item D1d Attachment 2 Workshop Packet Page Number 90 of 90