HomeMy WebLinkAbout2013 08-05 City Council Workshop Packet
AGENDA
MAPLEWOOD CITY COUNCIL
MANAGER WORKSHOP
5:00 P.M. Monday, August 5, 2013
Council Chambers, City Hall
A. CALL TO ORDER
B. ROLL CALL
C. APPROVAL OF AGENDA
D. UNFINISHED BUSINESS
None
E. NEW BUSINESS
1. 2014 Department Budget Presentations
a. Finance Department
b. Executive / Legislative Departments
c. IT / Building Operations
d. Citizen Services Department
e. Police Department
f. Fire Department / EMS
F. ADJOURNMENT
THIS PAGE IS INTENTIONALLY LEFT BLANK
WORK SESSION AGENDA E1a
AGENDA REPORT
TO: Charles Ahl, City Manager
FROM: Gayle Bauman, Finance Director
SUBJECT: 2014 Finance Department Budget Presentation
DATE: July 30, 2013 for August 5, 2013 :orkshop
INTRODUCTION
This item is being presented as part of the discussions on the 2014 Budget to provide more
information on the priorities of the Finance Department.
DISCUSSION
The proposed Finance Department budget for 2014 is $781,510, which is all financed through
the General Fund. 78.9% of this total ($616,320) is for personnel costs. The three other major
expenditures in Finance are Audit Fees, Internal IT Charges and Investment Management Fees.
Finance is an internal service function and does not have a revenue source that is specifically
attributed to it except for Investment Earnings and Management Fees which are driven by
economic forces.
Below is a table showing actual and budgeted expenditures for 2009-2014. The entire increase
to our General Fund budget for 2014 is attributed to wages and benefits.
2009
Actual
2010
Actual
2011
Actual
2012
Actual
2013
Budget
2014
Proposed
101-201 Administration 329,651 323,578 301,411 295,193 321,350 340,930
101-202 Accounting 362,808 356,528 387,863 406,803 450,880 440,580
GENERAL FUND 692,459 680,106 689,274 701,996 772,230 781,510
606-203 Ambulance 54,582 51,797 41,647 248 43,740 0
TOTAL 747,041 731,903 730,921 702,244 815,970 781,510
During 2010 and 2011, the department recognized vacancies in the Asst. Finance Manager and
Administrative Assistant positions. These vacancies resulted in decreased expenditures for
2010 and 2011. The Administrative Assistant position was restructured and filled in April 2012.
The department consists of 7 employees (5 full-time and 2 part-time).
Below is a partial listing of the workload indicators that are measured in the Finance
Department. Most of them are staying pretty steady.
Workshop Packet Page Number 1 of 109
2009
Actual
2010
Actual
2011
Actual
2012
Actual
2013
Budget
2014
Proposed
# of Budget pages 318 348 362 362 360 360
# of CAFR pages 202 210 208 208 210 210
# of CIP pages 169 142 143 138 140 140
GFOA Budget Award Yes Yes Yes Yes Yes Yes
GFOA CAFR Award Yes Yes Yes Yes Yes Yes
# of Invoices prepared 725 463 459 581 460 460
# of Invoice paid 10,787 10,780 11,178 10,660 10,700 10,700
# of Payroll cks/dir dep 9,277 9,728 9,852 9,742 9,800 9,800
Department accomplishments and projects are as follows:
• Decertified two TIF districts
• Sales tax audit and appeal
• Investment Management Services contract
• SPRWS billing agreement
• State Performance Measurement Program
• CIP bonding for Police Department Expansion project
• Currently working on compiling data on 2012 sales taxes paid to comply with new State
legislation
All cuts proposed by management were in Personnel Services. There is no request at this time
to add back the proposed cuts.
RECOMMENDATION
No action is recommended as this is presented as information on review of proposed
expenditures for 2014.
Attachment(s):
1. 2014 Budget pages
Packet Page Number 2 of 109
CITY OF MAPLEWOOD
FINANCE
ORGANIZATION CHART
Payroll
Coordinator (1)
Technician (.5)
Accounts
Payable
Technician
Accountant
Part-time
Accounts
Receivable
Technician
Finance Director
Administrative
Assistant (.5)
Assistant
Finance
Manager
Workshop Packet Page Number 3 of 109
CITY OF MAPLEWOOD, MINNESOTA
FINANCE
BUDGET 2014
2014 BUDGET
Administration
43.6%
Finance Services
56.4%
Total By Program
Personnel
Services
78.9%
Commodities
0.9%
Contractual
Services
16.2%
Other Charges
4.1%
Total By Classification
Packet Page Number 4 of 109
CITY OF MAPLEWOOD, MINNESOTA
2013 PERCENT
ORIGINAL OVER(UNDER)
Total By Program ACTUAL ACTUAL BUDGET BUDGET 2013 BUDGET
Administration $301,411 $295,193 $321,350 $340,930 6.1%
Ambulance Service Billing 41,647 248 43,740 0 -100.0%
Finance Services 387,863 406,803 450,880 440,580 -2.3%
Totals 730,921 702,244 815,970 781,510 -4.2%
Total By Classification
Personnel Services 548,761 568,390 604,910 616,320 1.9%
Commodities 8,969 3,184 6,740 6,840 1.5%
Contractual Services 147,904 106,672 172,320 126,350 -26.7%
Capital Outlay and Depreciation 0000 N/A
Other Charges 25,287 23,998 32,000 32,000 0.0%
Totals 730,921 702,244 815,970 781,510 -4.2%
Total By Fund
General Fund 689,274 701,996 772,230 781,510 1.2%
Ambulance Service Fund 41,647 248 43,740 0 -100.0%
Totals $730,921 $702,244 $815,970 $781,510 -4.2%
Number of Employees (FTE)6.25 6.15 6.15 5.90 -4.1%
2014 BUDGET
FINANCE
EXPENDITURE SUMMARY
2011 2012 2014
2011 ACTUAL 2012 ACTUAL 2013 ORIGINAL
BUDGET
2014 ORIGINAL
BUDGET
0.00
2.00
4.00
6.00
8.00
FTEs2011 ACTUAL 2012 ACTUAL 2013 ORIGINAL
BUDGET
2014 ORIGINAL
BUDGET
0.0
0.2
0.4
0.6
0.8
1.0 MillionsExpenditures
Employees
Workshop Packet Page Number 5 of 109
CITY OF MAPLEWOOD, MINNESOTA 2014 BUDGET
FINANCE
MISSION STATEMENT
To provide quality financial services and to maintain the city’s financial health and
stability.
2014 OBJECTIVES
1. Arrange for the issuance of bonds to finance projects that will improve and expand the city’s
infrastructure of streets and utilities and explore opportunities for refunding of existing debt
to move interest costs.
2. Maintain city’s bond rating of AA1 from the credit rating agencies.
3. Prepare and distribute the Comprehensive Annual Financial Report for 2013 by May 31,
2014.
4. Prepare and distribute the 2015-2019 Capital Improvement Plan by June 30, 2014.
5. Prepare and distribute the proposed 2015 Budget for City Council review by August 31,
2014.
6. Submit 2013 CAFR to Government Finance Officers Association to receive the Certificate of
Achievement for Excellence in Financial Reporting Award.
7. Submit 2014 Budget to Government Finance Officers Association to receive the
Distinguished Budget Presentation Award.
8. Continue to review the city’s system of internal controls so as to safeguard the city’s assets.
9. Timely completion of the city’s external audit with minimal audit adjusting entries.
10. Continued staff training, particularly in the areas of staff cross-training.
Packet Page Number 6 of 109
CITY OF MAPLEWOOD, MINNESOTA
Department: Finance 101
Program: Administration 201
Program Description
Program Expenditure Highlights
2011 2012 2013 2014
Program Expenditures ACTUAL ACTUAL BUDGET BUDGET
Personnel Services 192,245$ 193,040$ 196,610$ 217,990$
Commodities 8,969 3,184 6,740 6,840
Contractual Services 100,197 98,969 118,000 116,100
Capital Outlay - - - -
Other Charges - - - -
Total 301,411$ 295,193$ 321,350$ 340,930$
Percent Change (-6.9%) (-2.1%) 8.9% 6.1%
Full-Time Equivalent positions 2.00 2.00 1.50 1.50
2014 BUDGET
Fund # :
Program # :
To manage department operations, borrow money to finance city expenditures, invest city money, prepare and
monitor the annual city budget and prepare the annual update of the city's five-year capital improvement plan.
The increase in personnel services is due to pay increases and an increase in the cost of benefits. Also, the
Finance Manager was promoted to Finance Director in 2013.
Under contractual services there is a decrease in internal I.T. charges and an increase in fees for service over
the 2013 Budget.
Program Expenditures by Classification
64%2%
34%
Personnel Services Commodities
Contractual Services Capital Outlay
Other Charges
Workshop Packet Page Number 7 of 109
CITY OF MAPLEWOOD, MINNESOTA 2014 BUDGET
Department:
Program: Finance
Administration
Fund #:
Program #:
101
201
Performance Measures 2011
Actual 2012
Actual 2013
Estimate 2014
Estimate
OUTPUTS/WORKLOAD
Number of pages in budget booklet 362 362 360 360
Number of pages in capital improvement plan booklet 143 138 140 140
COMMENTS
The number of pages in the budget booklet increased by 25% when the 2004 budget was prepared in 2003 and
changed to a program-performance format. Since then the number of pages has not changed significantly.
The number of pages in the capital improvement plan booklet is affected by the number of projects that are included in
it. No significant change in the number of projects is anticipated in 2014.
Packet Page Number 8 of 109
CITY OF MAPLEWOOD, MINNESOTA
Department: Finance 606
Program: Ambulance Service Billing 203
Program Description
Program Expenditure Highlights
2011 2012 2013 2014
Program Expenditures ACTUAL ACTUAL BUDGET BUDGET
Personnel Services 424$ -$ -$ -$
Commodities - - - -
Contractual Services 41,223 248 43,740 -
Depreciation - - - -
Other Charges - - - -
Total 41,647$ 248$ 43,740$ -$
Percent Change (-19.6%) (-99.4%) 17537.1% (-100.0%)
Full-Time Equivalent positions - - - -
Program Expenditures by Classification
2014 BUDGET
Fund # :
Program # :
To bill, collect and account for ambulance service charges.
Ambulance billing fees are now accounted for in the Fire Department budget under 606-403.
0%Personnel Services Commodities
Contractual Services Depreciation
Other Charges
Workshop Packet Page Number 9 of 109
CITY OF MAPLEWOOD, MINNESOTA 2014 BUDGET
Department:
Program: Finance
Ambulance Service Billing
Fund #:
Program #:
606
203
Performance Measures 2011
Actual 2012
Actual 2013
Estimate 2014
Estimate
OUTPUTS/WORKLOAD
Number of service calls billed 0 0 0 0
Number of payments posted 196 101 0 0
EFFECTIVENESS INDICATORS
Percent of unpaid ambulance bills over two years old
written off N/A N/A N/A N/A
COMMENTS
Ambulance service billing was turned over to an outside provider at the end of 2008. This program is being phased
out.
Packet Page Number 10 of 109
CITY OF MAPLEWOOD, MINNESOTA
Department: Finance 101
Program: Finance Services 202
Program Description
Program Expenditure Highlights
2011 2012 2013 2014
Program Expenditures ACTUAL ACTUAL BUDGET BUDGET
Personnel Services 356,092$ 375,350$ 408,300$ 398,330$
Commodities - - - -
Contractual Services 6,484 7,455 10,580 10,250
Capital Outlay - - - -
Other Charges 25,287 23,998 32,000 32,000
Total 387,863$ 406,803$ 450,880$ 440,580$
Percent Change 8.8% 4.9% 10.8% (-2.3%)
Full-Time Equivalent positions 4.25 4.15 4.65 4.40
2014 BUDGET
Fund # :
Program # :
To collect and deposit revenues, disburse money to pay vendors and employees, maintain accounting records,
prepare financial reports, maintain adequate insurance coverage, and assist with the preparation of the annual
city budget and five-year capital improvement plan.
The increase in personnel services is due pay increases and an increase in the cost of benefits. A small
decrease is projected in contractual services.
Program Expenditures by Classification
91%
2%7%
Personnel Services Commodities
Contractual Services Capital Outlay
Other Charges
Workshop Packet Page Number 11 of 109
CITY OF MAPLEWOOD, MINNESOTA 2014 BUDGET
Department:
Program: Finance
Finance Services
Fund #:
Program #:
101
202
Performance Measures 2011
Actual 2012
Actual 2013
Estimate 2014
Estimate
OUTPUTS/WORKLOAD
Number of invoices paid 11,178 10,660 10,700 10,700
Number of payroll checks and direct deposits 9,852 9,742 9,800 9,800
Number of pages in annual financial report 208 208 210 210
EFFECTIVENESS INDICATORS
Receive the GFOA Certificate on the annual financial
report Yes Yes Yes Yes
EFFICIENCY MEASURES
Percent of invoices paid by purchasing cards 69% 69% 70% 70%
Percent of benefit earning employees paid by direct
deposit 100% 100% 100% 100%
COMMENTS
The number of pages in the annual financial report fluctuates based upon the length of the notes to the financial
statements, number of funds, and changes in generally accepted accounting principles.
The percent of benefit earning employees paid by direct deposit has gradually increased each year since 1995 when it
was first offered as an option. Beginning in 2001, all new employees were required to enroll in the direct deposit
program. All temporary/casual employees are strongly encouraged to enroll.
Packet Page Number 12 of 109
WORK SESSION AGENDA NO. E1b
AGENDA REPORT
TO: City Council
FROM: Chuck Ahl, City Manager
SUBJECT: 2014 Administration/Executive Budget Presentation
DATE: July 30, 2013
INTRODUCTION
This item is being presented as part of the discussions on the 2014 Budget to provide more
information on the priorities of the Administration/Executive Department, as well as the
proposed 2014 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 2014 is $901,630.
This is a 0.30 decrease over the 2013 Budget. The 2014 Budget for these programs allows the
City Manager and the Executive Team to address some employee operational priorities. Those
priorities are as follows:
1. A dedication by employees to an enhanced Wellness Program. The City provides the
employees with a responsible health care benefit, but the cost of that program continues
to increase. A Wellness initiative is intended to control or drive down expenses for
health care; but those require employee commitment. That commitment is only possible
with strong management leadership.
2. A renewed dedication to employee Safety Programs. Employee safety has not been a
high priority for a number of years. The results are beginning to show in extremely high
worker compensation premiums as Maplewood went from a low-rate agency to a high-
rate agency in the past 4-5 years. That reflects a lack of emphasis in the years prior to
2009. Management staff will be rededicating their efforts to improve safety and drive
down our rates to pre-2009 levels.
3. An increased commitment to Green / Environmental Programs. The Green Team
continues to work to change the culture of the organization to be an area leader in Green
initiatives from an employee standpoint, as well as a community. Continued efforts to be
responsible consumers will help control future costs.
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.
Workshop Packet Page Number 13 of 109
2014 Administration – Legislative Budget
PAGE TWO
Below is a table showing actual and budgeted expenditures for 2009-2014.
2009
Actual
2010
Actual
2011
Actual
2012
Actual
2013
Budget
2014
Budget
101-102 Administration 282,623 307,651 335,163 343,837 378,860 378,010
101-103 Legal 270,472 216,621 265,849 211,683 225,450 220,050
101-116 HR Admin 233,041 252,600 273,300 264,253 282,070 287,150
101-114 Safety 7,070 6,194 8,664 7,496 17,810 16,420
GENERAL FUND 793,206 783,066 882,976 827,269 904,190 901,630
During 2009, the Legal program recognized expenses to resolve legal claims. Those expenses
were resolved and 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.
Included in our packet 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 2012 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 improved safety training and awareness as an organization.
Department accomplishments and priorities from the March 2013 Retreat are:
• Improve PR and Communication efforts; which is on-going
• Commit to the Fire Station No 1 project; which was ordered on July 8th
• Implement Council Goal of Financial-Sustainable Commitment to Police and Fire
• Implement Council Goal of Increased Economic Development
• Continued Implementation of Financial Sustainability Concepts
• Fill vacant Management Positions is nearly completed
• Focus on Park Planning is underway
• Continued and expanded focus on environmental/green efforts
DISCUSSION – LEGISLATIVE PROGRAM
The Legislative Program portion of the budget provides for the Public Leadership of the City
operations. The eight programs, including the City Council, Maplewood Area EDA, Housing and
Economic Development Commission, Human Rights Commission, Parks and Recreation
Commission, Planning Commission, Police Civil Service Commission and the Charitable
Gambling Program are being reduced to four programs for efficiency. The funding for these
programs and the Department budget request for 2014 is $300,400.
Packet Page Number 14 of 109
2014 Administration – Legislative Budget
PAGE THREE
This request for funding of these programs is a 19.6% increase over the 2013 Budget, or
$49,240; however, $47,510 is assumed to be part of the EDA Fund and is outside revenue. The
request from the General Fund for these programs is $270 less than in 2013. It should be noted
that the program included a new levy for the EDA that was started in 2013 and is proposed to
not be increased in 2014.
In March 2012, [and re-affirmed by the Council in March 2013] 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 HEDC.
3. FINANCIAL STABILITY / SUSTAINABILITY:
a. Continue to provide quality, efficient services to our clients while equalizing
expenditures and revenues every year. Make budgeting decisions that comport
with the principles 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 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].
Workshop Packet Page Number 15 of 109
2014 Administration – Legislative Budget
PAGE FOUR
Following is summary of funding for the Legislative Programs from 2010 to 2013:
PROGRAM 2010 2011 2012 2013 2014
Charitable Gambling 20,919 23,492 24,027 30,000 32,000
General Fund 144,741 143,041 160,530 155,660 155,390
EDA Fund 0 0 14,789 65,500 113,010
________________________________________________________________________
TOTAL $165,660 $166,533 $193,850 $248,660 $300,400
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 HEDC that would
provide a business subsidy or support for expanding a job creation project. The programs
pages for Human Rights Commission, Housing & Economic Development Commission, Parks
and Recreation Commission, and Planning Commission are being discontinued. Those tasks
are being transferred to the department that provides the liaison to those Commissions.
Recommended Budget Cuts
There are no cuts provided for in the Executive and Legislative programs.
RECOMMENDATION
No action is recommended as this is presented as information on review of proposed
expenditures for 2014.
Attachment(s):
1. Power Point Presentation Slides for Executive – Legislative Programs
2. 2014 Budget pages for Executive Programs
3. 2014 Budget pages for Legislative Programs
Packet Page Number 16 of 109
7/31/2013
1
EXECUTIVE and
LEGISLATIVE
2014 Bd tRt2014 Budget Request
August 5, 2013
EXECUTIVE
•Administration/City Manager’s Office
•Legal Services [ City Attorney]
•Human Resources Administration
•Safety Program
Expenditure Trend
General Fund –Executive Program:
•2009 = $793,206
•2010 = $783,066
•2011 = $882,976
•2012 = $827,269
•2013 = $904,109 [budgeted]
•2014 = $901,630[requested]
Agenda Item E1b
Attachment 1
Workshop Packet Page Number 17 of 109
7/31/2013
2
Management Staff
Objectives
•Employee Wellness Program
•Dedication to employee Safety Program
•Increased commitment to Green /
Environmental Program.
Safety Program
Trends in Work Comp Premiums
2006 = $269,627
2007 = $270,790
2008 = $266 3782008 = $266,378
2009 = $312,416
2010 = $306,647
2011 = $408,604
2012 = $406,138
2013 = $504,045 [estimated]
2014 = $433,250 [proposed]
** ‐We propose a doubling of efforts led by
Management in 2014 to re‐emphasize employee
safety programs!!!
Executive Priorities from
2013 Retreat
1. Improve PR / Communication
2. Commit to Fire Station No. 1
3 Implementation of Council goals on3.Implementation of Council goals on
Police and Fire Planning
4. Implementation of Council goals on
Economic Development
5. Continued budgeting process according
to Sustainability Concept.
6. Fill vacant Management Positions.
7. Focus on Park Planning
Agenda Item E1b
Attachment 1
Packet Page Number 18 of 109
7/31/2013
3
CITY COUNCIL GOALS
1. PUBLIC SAFETY
1. Rebuild Fire Stations from 5 to 3.
2.Address Police space needs.2.Address Police space needs.
2. Economic Development
1. Ensure new development / redevelopment
3. Financial Sustainability
4. Parks and Recreation
1. Resolve MCC Financial Issues
2. Comprehensive Park Plan
5. Consolidate / Share Services
LEGISLATIVE PROGRAMS
•Charitable Gambling
•$32,000 in 2014
•EDA Levy ‐$113 000 [+$47 5000]•EDA Levy ‐$113,000 [+$47,5000]
•New in 2013; previously was part of General
Fund
•Commissions / Committees
•Steady funding from 2013 to 2014
•Shift to Departments
•City Council Budget
•$153,240 in 2014; up from $151,710 in 2013.
CITY COUNCIL PROGRAM
Major Expenditure Categories
Personnel Expenses = $68,980 [+$2,500]
Supplies = $5,500 [‐$600]
Memberships = $46,000 [no change]
Travel/Training = $8,000 [‐$2,000]
Outside Consulting = $12,000 [‐$500]
TOTAL = $153,240 [+$1,530]
Agenda Item E1b
Attachment 1
Workshop Packet Page Number 19 of 109
7/31/2013
4
EXECUTIVE / LEGISLATIVE
QUESTIONS
COMMENTS
CONCERNS
Agenda Item E1b
Attachment 1
Packet Page Number 20 of 109
CITY OF MAPLEWOOD
EXECUTIVE
ORGANIZATION CHART
Fire
Chief
Director of
Information
Technology
Finance
Director
Director of
Citizen
Services
Director of
Parks &
Recreation
Senior Administrative
Assistant
Human Resource
Coordinator
City Attorney
Civil
Assistant City
Manager/Community
Development Director
City Manager
Police
Chief
Public Works
Director/City
Engineer
City Attorney
Prosecution
City Attorney
Labor Relations
Agenda Item E1b
Attachment 2
Workshop Packet Page Number 21 of 109
CITY OF MAPLEWOOD, MINNESOTA
EXECUTIVE
BUDGET 2014
2014 BUDGET
Administration
41.9%
H.R.
Administration
31.8%
Legal Services
24.4%
Safety
1.8%
Total By Program
Personnel
Services
55.1%Commodities
1.2%
Contractual
Services
43.7%
Total By Classification
Agenda Item E1b
Attachment 2
Packet Page Number 22 of 109
CITY OF MAPLEWOOD, MINNESOTA
2013 PERCENT
ORIGINAL OVER(UNDER)
Total By Program ACTUAL ACTUAL BUDGET BUDGET 2013 BUDGET
Administration $335,163 $343,837 $378,860 $378,010 -0.2%
H.R. Administration 273,300 264,253 282,070 287,150 1.8%
Legal Services 265,849 211,683 225,450 220,050 -2.4%
Safety 8,664 7,496 17,810 16,420 -7.8%
Totals 882,976 827,269 904,190 901,630 -0.3%
Total By Classification
Personnel Services 454,839 455,052 490,970 497,170 1.3%
Commodities 8,351 8,146 10,200 10,400 2.0%
Contractual Services 355,947 363,071 403,020 394,060 -2.2%
Capital Outlay and Depreciation 0000 N/A
Other Charges 63,839 1,000 0 0 N/A
Totals 882,976 827,269 904,190 901,630 -0.3%
Total By Fund
General Fund 882,976 827,269 904,190 901,630 -0.3%
Totals $882,976 $827,269 $904,190 $901,630 -0.3%
Number of Employees (FTE)3.40 3.40 3.50 3.50 0.0%
2014 BUDGET
EXECUTIVE
EXPENDITURE SUMMARY
2011 2012 2014
2011 ACTUAL 2012 ACTUAL
2013 ORIGINAL
BUDGET
2014 ORIGINAL
BUDGET
1
2
3
4
FTEs2011 ACTUAL 2012 ACTUAL 2013 ORIGINAL
BUDGET 2014 ORIGINAL
BUDGET
0.0
0.2
0.4
0.6
0.8
1.0
1.2 MillionsExpenditures
Employees
Agenda Item E1b
Attachment 2
Workshop Packet Page Number 23 of 109
CITY OF MAPLEWOOD, MINNESOTA 2014 BUDGET
EXECUTIVE
MISSION STATEMENT
To provide leadership for the effective implementation of policy directions given by the
Maplewood City Council to efficiently deliver efficient public services to the people of
Maplewood.
2014 OBJECTIVES
1. Minimize the impact of property taxes on Maplewood home owners and businesses in the
2014 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. 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. Expand
communications of city activities to “tell the city story” through the use of City News, website,
CATV and social media.
4. 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. Expand involvement of HEDC and EDA in redevelopment activities and
marketing of vacant city-owned land.
5. Continue to expand the delivery of public information to Maplewood citizens.
6. Continue to recruit talented, qualified individuals as city employees.
7. Further explore policies to control medical insurance costs and employee expenses,
including continued expansion of employee wellness programs.
Agenda Item E1b
Attachment 2
Packet Page Number 24 of 109
CITY OF MAPLEWOOD, MINNESOTA
Department: Executive 101
Program: Administration 102,119
Program Description
Program Expenditure Highlights
2011 2012 2013 2014
Program Expenditures ACTUAL ACTUAL BUDGET BUDGET
Personnel Services 298,122$ 301,350$ 328,800$ 328,710$
Commodities 5,104 6,074 6,100 6,200
Contractual Services 31,937 36,413 43,960 43,100
Capital Outlay - - - -
Other Charges - - - -
Total 335,163$ 343,837$ 378,860$ 378,010$
Percent Change 8.9% 2.6% 10.2% (-0.2%)
Full-Time Equivalent positions 1.90 1.90 2.00 2.00
Program Expenditures by Classification
2014 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.
No significant change in the Administration budget for 2014.
87%
2%
11%
Personnel Services Commodities
Contractual Services Capital Outlay
Other Charges
Agenda Item E1b
Attachment 2
Workshop Packet Page Number 25 of 109
CITY OF MAPLEWOOD, MINNESOTA 2014 BUDGET
Department:
Program: Executive
Administration
Fund #:
Program #: 101
102,119
Performance Measures 2011
Actual 2012
Actual 2013
Estimate 2014
Estimate
OUTPUTS/WORKLOAD
Management Meetings 51 50 49 50
City Manager Reports 37 35 40 50
News Articles 8 7 8 8
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.
Agenda Item E1b
Attachment 2
Packet Page Number 26 of 109
CITY OF MAPLEWOOD, MINNESOTA
Department: Executive 101
Program: Human Resource Administration 116
Program Description
Program Expenditure Highlights
2011 2012 2013 2014
Program Expenditures ACTUAL ACTUAL BUDGET BUDGET
Personnel Services 151,545$ 146,586$ 155,120$ 161,450$
Commodities 2,680 1,822 2,700 2,700
Contractual Services 119,075 115,845 124,250 123,000
Capital Outlay - - - -
Other Charges - - - -
Total 273,300$ 264,253$ 282,070$ 287,150$
Percent Change 8.2% (-3.3%) 6.7% 1.8%
Full-Time Equivalent positions 1.50 1.50 1.50 1.50
Program Expenditures by Classification
2014 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 personnel services is due to pay increases and an increase in the cost of benefits.
56%
1%
43%
Personnel Services Commodities
Contractual Services Capital Outlay
Other Charges
Agenda Item E1b
Attachment 2
Workshop Packet Page Number 27 of 109
CITY OF MAPLEWOOD, MINNESOTA 2014 BUDGET
Department:
Program: Executive
Human Resource Administration
Fund #:
Program #: 101
116
Performance Measures 2011
Actual 2012
Actual 2013
Estimate 2014
Estimate
OUTPUTS/WORKLOAD
Number of full-time, regular employees who left City
employment during the reporting period 11 8 4 4
Number of grievances 2 2 3 2
Number of employment investigations conducted or
overseen by HR 14 5 8 8
EFFECTIVENESS INDICATORS
Turnover rate 6.1% 5.2% 2.2% 2.6%
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 20 20
Average number of working days from request to fill
vacancy until top candidates are referred to hiring
supervisor in an external hiring process
37 32 34 34
COMMENTS
Turnover in 2011 results, in part, from early retirement incentives.
Agenda Item E1b
Attachment 2
Packet Page Number 28 of 109
CITY OF MAPLEWOOD, MINNESOTA
Department: Executive 101
Program: Legal Services 103
Program Description
Program Expenditure Highlights
2011 2012 2013 2014
Program Expenditures ACTUAL ACTUAL BUDGET BUDGET
Personnel Services 5,172$ 7,116$ 7,050$ 7,010$
Commodities 567 250 500 500
Contractual Services 196,271 203,317 217,900 212,540
Capital Outlay - - - -
Other Charges 63,839 1,000 - -
Total 265,849$ 211,683$ 225,450$ 220,050$
Percent Change 22.7% (-20.4%) 6.5% (-2.4%)
Full-Time Equivalent positions - - - -
Program Expenditures by Classification
2014 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%
<1%
97%
Personnel Services Commodities
Contractual Services Capital Outlay
Other Charges
Agenda Item E1b
Attachment 2
Workshop Packet Page Number 29 of 109
CITY OF MAPLEWOOD, MINNESOTA 2014 BUDGET
Department:
Program: Executive
Legal Services
Fund #:
Program #: 101 & 221
103
Performance Measures 2011
Actual 2012
Actual 2013
Estimate 2014
Estimate
OUTPUTS/WORKLOAD
Prosecution cases opened 8039 8719 7,800 8000
Civil cases processed 125 125 125 125
Meetings attended:
Prosecution 575 575 575 600
Civil 225 225 225 250
EFFECTIVENESS INDICATORS
% of criminal code enforcement cases favorably resolved 99% 100% 99% 99%
% of litigation cases resulting in a favorable disposition of
either a dismissal or a settlement of less than $25,000 100% 100% 100% 100%
COMMENTS
Legal services are provided by a contract with an attorney service that is renting office space at City Hall. This
provides for enhanced communication and efficiencies. Prosecution of police issues remains on a 3-5% annual
increase, although a vast majority of cases are resolved in plea arrangements that minimize staff involvement.
Agenda Item E1b
Attachment 2
Packet Page Number 30 of 109
CITY OF MAPLEWOOD, MINNESOTA
Department: Executive 101
Program: Safety 114
Program Description
Program Expenditure Highlights
2011 2012 2013 2014
Program Expenditures ACTUAL ACTUAL BUDGET BUDGET
Personnel Services -$ -$ -$ -$
Commodities - - 900 1,000
Contractual Services 8,664 7,496 16,910 15,420
Capital Outlay - - - -
Other Charges - - - -
Total 8,664$ 7,496$ 17,810$ 16,420$
Percent Change 39.9% (-13.5%) 137.6% (-7.8%)
Full-Time Equivalent positions - - - -
Program Expenditures by Classification
2014 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.
6%
94%
Personnel Services Commodities
Contractual Services Capital Outlay
Other Charges
Agenda Item E1b
Attachment 2
Workshop Packet Page Number 31 of 109
CITY OF MAPLEWOOD, MINNESOTA 2014 BUDGET
Department:
Program: Executive
Safety
Fund #:
Program #: 101
114
Performance Measures 2011
Actual 2012
Actual 2013
Estimate 2014
Estimate
OUTPUTS/WORKLOAD
Number of work-related injuries reported 30 50 35 30
Number of worker days lost due to injuries 98 209 20 20
Percent of injuries involving lost work days 23% 8% 11% 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.
Agenda Item E1b
Attachment 2
Packet Page Number 32 of 109
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
Agenda Item E1b
Attachment 3
Workshop Packet Page Number 33 of 109
CITY OF MAPLEWOOD, MINNESOTA
LEGISLATIVE
BUDGET 2014
2014 BUDGET
Charitable
Gambling
10.7%
City Council
51.0%
Maplewood Area
EDA
37.6%Police Civil
Service
Commission
0.7%
Total By Program
Personnel
Services
23.0%
Commodities
2.2%
Contractual
Services
41.6%
Capital Outlay
and Depreciation
33.3%
Total By Classification
Agenda Item E1b
Attachment 3
Packet Page Number 34 of 109
CITY OF MAPLEWOOD, MINNESOTA
2013 PERCENT
ORIGINAL OVER(UNDER)
Total By Program ACTUAL ACTUAL BUDGET BUDGET 2013 BUDGET
Business & Econ Dev Commission $2 $0 $0 $0 N/A
Charitable Gambling 23,492 24,027 30,000 32,000 6.7%
City Council 136,771 146,686 151,710 153,240 1.0%
Human Rights Commission 1 1,060 500 0 -100.0%
Maplewood Area EDA 0 14,789 65,500 113,010 72.5%
Parks & Recreation Commission 69 0 250 0 -100.0%
Planning Commission 99 0 1,050 0 -100.0%
Police Civil Service Commission 6,099 0 2,150 2,150 0.0%
Totals 166,533 186,562 251,160 300,400 19.6%
Total By Classification
Personnel Services 63,658 66,212 66,480 68,980 3.8%
Commodities 4,513 3,908 8,200 6,500 -20.7%
Contractual Services 98,362 116,442 123,980 124,920 0.8%
Capital Outlay and Depreciation 0 0 50,000 100,000 100.0%
Other Charges 0 0 2,500 0 -100.0%
Totals 166,533 186,562 251,160 300,400 19.6%
Total By Fund
Charitable Gambling Tax Fund 23,492 24,027 30,000 32,000 6.7%
General Fund 143,041 147,746 155,660 155,390 -0.2%
Maplewood Area EDA 0 14,789 65,500 113,010 72.5%
Totals $166,533 $186,562 $251,160 $300,400 19.6%
2014 BUDGET
LEGISLATIVE
EXPENDITURE SUMMARY
2011 2012 2014
Number of Employees (FTE)0.00 0.00 0.00 0.00 0.00
2011 ACTUAL 2012 ACTUAL 2013 ORIGINAL
BUDGET 2014 ORIGINAL
BUDGET
0.00
0.05
0.10
0.15
0.20
0.25
0.30
0.35 MillionsExpenditures
Agenda Item E1b
Attachment 3
Workshop Packet Page Number 35 of 109
CITY OF MAPLEWOOD, MINNESOTA 2014 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.
2014 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 HEDC.
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].
Agenda Item E1b
Attachment 3
Packet Page Number 36 of 109
CITY OF MAPLEWOOD, MINNESOTA
Department: Legislative 205
Program: Charitable Gambling 000
Program Description
Program Expenditure Highlights
2011 2012 2013 2014
Program Expenditures ACTUAL ACTUAL BUDGET BUDGET
Personnel Services -$ -$ -$ -$
Commodities - - - -
Contractual Services 23,492 24,027 30,000 32,000
Capital Outlay - - - -
Other Charges - - - -
Total 23,492$ 24,027$ 30,000$ 32,000$
Percent Change 12.3% 2.3% 24.9% 6.7%
Full-Time Equivalent positions - - - -
Program Expenditures by Classification
2014 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 2014 are listed on the next page.
100%
Personnel Services Commodities
Contractual Services Capital Outlay
Other Charges
Agenda Item E1b
Attachment 3
Workshop Packet Page Number 37 of 109
CITY OF MAPLEWOOD, MINNESOTA 2014 BUDGET
Department:
Program: Legislative
Charitable Gambling
Fund #:
Program #: 205
000
Performance Measures 2011
Actual 2012
Actual 2013
Estimate 2014
Estimate
OUTPUTS/WORKLOAD
Requests considered 17 18 28 25
Requests awarded 17 18 25 25
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 2014 are as follows:
TOTAL
Estimated Reserves
Agenda Item E1b
Attachment 3
Packet Page Number 38 of 109
CITY OF MAPLEWOOD, MINNESOTA
Department: Legislative 101
Program: City Council 101
Program Description
Program Expenditure Highlights
2011 2012 2013 2014
Program Expenditures ACTUAL ACTUAL BUDGET BUDGET
Personnel Services 63,658$ 66,212$ 66,480$ 68,980$
Commodities 4,445 3,711 6,100 5,500
Contractual Services 68,668 76,763 79,130 78,760
Capital Outlay - - - -
Other Charges - - - -
Total 136,771$ 146,686$ 151,710$ 153,240$
Percent Change (-4.9%) 7.2% 3.4% 1.0%
Full-Time Equivalent positions Council consists of one Mayor and four Council Members.
Program Expenditures by Classification
2014 BUDGET
Fund # :
Program # :
To establish policy, adopt laws and appoint members of advisory commissions.
Council pay rates increase bi-annually in even-numbered years based on the Consumer Price Index.
45%
4%
51%
Personnel Services Commodities
Contractual Services Capital Outlay
Other Charges
Agenda Item E1b
Attachment 3
Workshop Packet Page Number 39 of 109
CITY OF MAPLEWOOD, MINNESOTA 2014 BUDGET
Department:
Program: Legislative
City Council
Fund #:
Program #: 101
101
Performance Measures 2011
Actual 2012
Actual 2013
Estimate 2014
Estimate
OUTPUTS/WORKLOAD
Number of City Council meetings 28 22 23 24
Number of Council/Manager Workshops 26 20 31 36
Agenda items 652 503 525 500
COMMENTS
The above items reflect meetings and agenda items that are submitted to the City Council.
Agenda Item E1b
Attachment 3
Packet Page Number 40 of 109
CITY OF MAPLEWOOD, MINNESOTA
Department: Legislative 101
Program: Human Rights Commission 108
Program Description
Program Expenditure Highlights
2011 2012 2013 2014
Program Expenditures ACTUAL ACTUAL BUDGET BUDGET
Personnel Services -$ -$ -$ -$
Commodities - 197 500 -
Contractual Services 1 863 - -
Capital Outlay - - - -
Other Charges - - - -
Total 1$ 1,060$ 500$ -$
Percent Change 0.0% 0.0% 0.0% (-100.0%)
Full-Time Equivalent positions - - - -
2014 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 budget for this program is being absorbed by the budget for the staff liason. In this case, any costs will be
paid for by 101-301 (Citizen Services - Administration).
Program Expenditures by Classification
0%Personnel Services Commodities
Contractual Services Capital Outlay
Other Charges
Agenda Item E1b
Attachment 3
Workshop Packet Page Number 41 of 109
CITY OF MAPLEWOOD, MINNESOTA 2014 BUDGET
Department:
Program: Legislative
Human Rights Commission
Fund #:
Program #: 101
108
Performance Measures 2011
Actual 2012
Actual 2013
Estimate 2014
Estimate
OUTPUTS/WORKLOAD
Contests sponsored 0 1 3 2
Community awareness events sponsored 0 0 3 3
Bias crime complaints 0 0 0 0
Businesses and organizations participating as sponsors 0 0 2 2
EFFECTIVENESS INDICATORS
Number of people attending community events 0 26 600 400
Percentage of businesses and organizations
participating 0% 0% 2% 2%
COMMENTS
The newly reformed Human Rights Commission held two successful public forums in 2012 on State ballot initiatives.
The politically charged Voter ID Amendment Forum was held in October before a packed city council and the Marriage
Amendment Forum was held in front of a large crowd at the MCC banquet facility. In 2013 the Commission sponsored
an art and poster contest for 3rd through 12th grade students in ISD 622, 623, 624, and all other public, private, or
homeschooled students residing in the City of Maplewood during the 2012-2013 academic year. Entries were required
to portray one of the 30 articles of the Universal Declaration of Human Rights. Twenty-nine submissions were
received.
Other presentations made by the Commission to bring public awareness were information on The Dakota Conflict, the
150th Anniversary of the Emancipation Proclamation and the YMCA Outreach Program.
In 2014 the Commission will continue its mission to aid and advocate for equal opportunities for all citizens of
Maplewood in: housing, employment, public accommodations, services and education, in addition to continuously
working to improve human rights within the community.
Agenda Item E1b
Attachment 3
Packet Page Number 42 of 109
CITY OF MAPLEWOOD, MINNESOTA
Department: Legislative 280
Program: Maplewood Area EDA 000
Program Description
2014 BUDGET
Fund # :
Program # :
To assist with development and redevelopment parcels and initiatives.
Program Expenditure Highlights
This program was 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.
2011 2012 2013 2014
Program Expenditures ACTUAL ACTUAL BUDGET BUDGET
Personnel Services -$ -$ -$ -$
Commodities - - 1,000 1,000
Contractual Services - 14,789 12,000 12,010
Capital Outlay - - 50,000 100,000
Other Charges --2 500 -Other Charges - - 2,500 -
Total -$ 14,789$ 65,500$ 113,010$
Percent Change 0.0% 0.0% 342.9% 72.5%
Full-Time Equivalent positions - - - -
Program Expenditures by ClassificationProgram Expenditures by Classification
1%
11%
0%
Personnel Services Commodities
Contractual Services Capital Outlay
Other Charges
88%
Agenda Item E1b
Attachment 3
Workshop Packet Page Number 43 of 109
CITY OF MAPLEWOOD, MINNESOTA 2014 BUDGET
Department:
Program: Legislative
Maplewood Area EDA
Fund #:
Program #: 280
000
Performance Measures 2011
Actual 2012
Actual 2013
Estimate 2014
Estimate
OUTPUTS/WORKLOAD
Commission meetings 1 3 4 8
EFFECTIVENESS INDICATORS
Number of loans 1 0 0 2
New Tax Abatement/TIF Districts 1 0 1 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 $400,000 for a loan to St. John’s Hospital to be
paid back over 5 years at a 4 percent interest rate. In 2012 the city council, which also serves as the EDA,
established economic development as the city’s top priority. During 2012 and throughout 2013, the EDA evaluated
options for a number of subsidy and economic development initiatives. This program will see an increased effort and
EDA action items in 2014, including implementation of new tax increment or tax abatement districts.
Agenda Item E1b
Attachment 3
Packet Page Number 44 of 109
CITY OF MAPLEWOOD, MINNESOTA
Department: Legislative 101
Program: Parks & Recreation Commission 106
Program Description
Program Expenditure Highlights
2011 2012 2013 2014
Program Expenditures ACTUAL ACTUAL BUDGET BUDGET
Personnel Services -$ -$ -$ -$
Commodities 68 - - -
Contractual Services 1 - 250 -
Capital Outlay - - - -
Other Charges - - - -
Total 69$ -$ 250$ -$
Percent Change 6800.0% (-100.0%) #DIV/0! (-100.0%)
Full-Time Equivalent positions - - - -
Program Expenditures by Classification
2014 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 budget for this program is being absorbed by the budget for the staff liason. In this case, any costs will be
paid for by 101-601 (Parks - Administration).
0%
Personnel Services Commodities
Contractual Services Capital Outlay
Other Charges
Agenda Item E1b
Attachment 3
Workshop Packet Page Number 45 of 109
CITY OF MAPLEWOOD, MINNESOTA 2014 BUDGET
Department:
Program: Legislative
Parks & Recreation Commission
Fund #:
Program #: 101
106
Performance Measures 2011
Actual 2012
Actual 2013
Estimate 2014
Estimate
OUTPUTS/WORKLOAD
Number of public meetings 17 15 16 14
Commission items requiring formal action 19 17 20 20
EFFECTIVENESS INDICATORS
Number of meetings involving the public; i.e., park
planning process, community issues, etc. 15 4 6 4
EFFICIENCY MEASURES
Average number of days between recommendation from
the commission to city council action on the item 14 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 on occasion additional meetings are needed.
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.
Agenda Item E1b
Attachment 3
Packet Page Number 46 of 109
CITY OF MAPLEWOOD, MINNESOTA
Department: Legislative 101
Program: Planning Commission 107
Program Description
Program Expenditure Highlights
2011 2012 2013 2014
Program Expenditures ACTUAL ACTUAL BUDGET BUDGET
Personnel Services -$ -$ -$ -$
Commodities - - 600 -
Contractual Services 99 - 450 -
Capital Outlay - - - -
Other Charges - - - -
Total 99$ -$ 1,050$ -$
Percent Change (-89.8%) (-100.0%) #DIV/0! (-100.0%)
Full-Time Equivalent positions - - - -
Program Expenditures by Classification
2014 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.
The budget for this program is being absorbed by the budget for the staff liason. In this case, any costs will be
paid for by 101-702 (Community Development - Planning).
0%
0%
Personnel Services Commodities
Contractual Services Capital Outlay
Other Charges
Agenda Item E1b
Attachment 3
Workshop Packet Page Number 47 of 109
CITY OF MAPLEWOOD, MINNESOTA 2014 BUDGET
Department:
Program: Legislative
Planning Commission
Fund #:
Program #: 101
107
Performance Measures 2011
Actual 2012
Actual 2013
Estimate 2014
Estimate
OUTPUTS/WORKLOAD
Number of applications reviewed 43 40 45 45
EFFECTIVENESS INDICATORS
Number of public meetings held 15 12 15 15
COMMENTS
The number of development applications reviewed by the Planning Commission returned to a normal quantity in
2011 and 2012. The 2010 case load was very high at 81 projects reviewed due to a considerable amount of
“zoning follow-up” work needed following the adoption of the 2030 Comprehensive Plan Update. 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.
Agenda Item E1b
Attachment 3
Packet Page Number 48 of 109
CITY OF MAPLEWOOD, MINNESOTA
Department: Legislative 101
Program: Police Civil Service Commission 105
Program Description
Program Expenditure Highlights
2011 2012 2013 2014
Program Expenditures ACTUAL ACTUAL BUDGET BUDGET
Personnel Services -$ -$ -$ -$
Commodities - - - -
Contractual Services 6,099 - 2,150 2,150
Capital Outlay - - - -
Other Charges - - - -
Total 6,099$ -$ 2,150$ 2,150$
Percent Change 60890.0% (-100.0%) #DIV/0! 0.0%
Full-Time Equivalent positions - - - -
Program Expenditures by Classification
2014 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
Agenda Item E1b
Attachment 3
Workshop Packet Page Number 49 of 109
CITY OF MAPLEWOOD, MINNESOTA 2014 BUDGET
Department:
Program: Legislative
Police Civil Service Commission
Fund #:
Program #: 101
105
Performance Measures 2011
Actual 2012
Actual 2013
Estimate 2014
Estimate
OUTPUTS/WORKLOAD
Number of lists created - external 1 0 1 0
Number of lists created - internal 1 0 3 0
EFFECTIVENESS INDICATORS
Average number of working days between approval to
post position and adoption of promotional list 27 NA 25 NA
Average number of working days between approval to
post position and adoption of external eligibility list 90 NA 85 NA
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.
Agenda Item E1b
Attachment 3
Packet Page Number 50 of 109
Agenda Item E1c
AGENDA REPORT
TO: City Manager, Chuck Ahl
FROM: IT Director, Mychal Fowlds
SUBJECT: Presentation on 2014 IT Department Budget
DATE: July 31, 2013
Introduction
This item is being presented as part of the discussions on the 2014 Budget to provide more information on
the priorities of the IT Department.
Discussion
The IT Departments 2014 budget requests are quite similar to previous years. Both the IT and Building
Operations divisions have only minor changes and they are described below.
As stated above the IT division has no major projects projected for 2014. Our budget proposal is very
similar to 2013. The only notable difference is the reduction in Personnel Services and the increase in
Contractual Services. In 2013 we were going to hire a full time Helpdesk Technician that was to be
partially funded by the City of Roseville. We instead flipped that arrangement therefore those funds were
moved to the appropriate locations for the 2014 budget.
The Building Operations budget is also very similar to 2013. Increases in a couple of items beyond our
control will require us to reduce some of the hours of our janitorial service. We will continue to explore all
possible options and efficiencies and will look for new revenue opportunities in 2014 as well.
Below is a table showing actual and budgeted expenditures for 2011-2014 for the two divisions.
2011
Actual
2012
Actual
2013
Budget
2014
Proposed
101-115 Building Ops 490,860 531,791 569,840 572,820
703-118 IT Fund 664,908 724,773 779,150 775,590
TOTAL 1,155,768 1,256,564 1,348,990 1,348,410
In 2010 and 2011 we postponed some projects due to mid-year budget constraints. Beginning in 2012 and
continuing through 2014 we’ve added those projects back into both budgets. These are proactive
improvements to our buildings and technology within those buildings.
Below is a partial listing of the workload indicators that we measure in the IT Department. The majority of
our indicators are staying consistent with past years. We have seen an increase in our responsiveness
when the IT Technician position has been filled. For the 2015 budget we will be changing the Performance
Measures for Building Operations to items that are more representative of the actual work performed by
staff.
101-115 Building Ops Outputs/Workload
2011
Actual
2012
Actual
2013
Estimate
2014
Estimate
Number of work orders/tasks 1,327 1,421 1,537 1,453
Number of vendor calls 247 227 263 254
Service Calls 54 63 84 85
Workshop Packet Page Number 51 of 109
Attachments:
1. 2014 Budget Pages
703-118 IT Outputs/Workload
Number of devices maintained 763 776 790 800
Number of workstations maintained 212 214 215 220
Number of help desk requests 1,902 1,987 2,000 2,100
Number of computers replaced 35 33 35 35
Department accomplishments and projects are as follows:
Continue to increase documentation of IT systems
Continue documentation of IT policies & procedures
Improve helpdesk responsiveness
Improve support of City applications
Continue to work with Building Operations to improve security at City buildings
Continue to work with staff in taking full advantage of our document management system
Evaluate and adjust as necessary our cost allocation process
Explore new revenue streams
Continue to explore working with other agencies to realize increased efficiencies
Complete Police Department Expansion Project
Update long range plans for equipment replacement
Recommendation
No action is recommended as this is presented as information on review of proposed expenditures for
2014.
Action Required
None.
Packet Page Number 52 of 109
MCC Temp
Custodians
Facility
Custodians
Network/
Systems
Analyst
GIS
Analyst
Chief
Building
Engineer
INFORMATION TECHNOLOGY
CITY OF MAPLEWOOD
ORGANIZATION CHART
Information
Technology
Director
Building
Maint Worker
Facility
Technicians
MCC Lead /
Building
Custodians
Helpdesk
Technician
Workshop Packet Page Number 53 of 109
CITY OF MAPLEWOOD, MINNESOTA
INFORMATION TECHNOLOGY
BUDGET 2014
2014 BUDGET
Building
Operations
42.5%
Information
Technology
Services
57.5%
Total By Program
Personnel
Services
44.2%Commodities
11.6%
Contractual
Services
42.9%Capital Outlay
and Depreciation
1.3%
Total By Classification
Packet Page Number 54 of 109
CITY OF MAPLEWOOD, MINNESOTA
2013 PERCENT
ORIGINAL OVER(UNDER)
Total By Program ACTUAL ACTUAL BUDGET BUDGET 2013 BUDGET
Building Operations $490,860 $531,791 $569,840 $572,820 0.5%
Information Technology Services 664,908 724,773 779,150 775,590 -0.5%
Totals 1,155,768 1,256,564 1,348,990 1,348,410 0.0%
Total By Classification
Personnel Services 542,140 596,816 641,170 596,000 -7.0%
Commodities 143,519 150,600 166,480 156,890 -5.8%
Contractual Services 431,694 491,203 523,650 577,830 10.3%
Capital Outlay and Depreciation 37,840 17,685 17,690 17,690 0.0%
Other Charges 575 260 0 0 N/A
Totals $1,155,768 $1,256,564 $1,348,990 $1,348,410 0.0%
Total By Fund
General Fund 490,860 531,791 569,840 572,820 0.5%
Information Technology Fund 664,908 724,773 779,150 775,590 -0.5%
Totals $1,155,768 $1,256,564 $1,348,990 $1,348,410 0.0%
Number of Employees (FTE)6.13 7.13 6.70 5.70 -14.9%
2014 BUDGET
INFORMATION TECHNOLOGY
EXPENDITURE SUMMARY
2011 2012 2014
1.5 s2011 ACTUAL 2012 ACTUAL 2013 ORIGINAL
BUDGET
2014 ORIGINAL
BUDGET
0.00
2.00
4.00
6.00
8.00
FTEs2011 ACTUAL 2012 ACTUAL 2013 ORIGINAL
BUDGET
2014 ORIGINAL
BUDGET
0.0
0.5
1.0
1.5 MillionsExpenditures
Employees
Workshop Packet Page Number 55 of 109
CITY OF MAPLEWOOD, MINNESOTA 2014 BUDGET
INFORMATION TECHNOLOGY
MISSION STATEMENT
To provide the most effective information technology and building operations services and
support possible to the City of Maplewood staff and citizens.
2014 OBJECTIVES
1. Continue to increase documentation of IT systems
2. Continue documentation of IT policies & procedures
3. Improve helpdesk responsiveness
4. Improve support of City applications
5. Continue to work with Building Operations to improve security at City buildings
6. Continue to work with staff in taking full advantage of our document management
system
7. Evaluate and adjust as necessary our cost allocation process
8. Explore new revenue streams
9. Continue to explore working with other agencies to realize increased efficiencies
10. Complete Police Department Expansion Project
11. Update long range plans for equipment replacement
Packet Page Number 56 of 109
CITY OF MAPLEWOOD, MINNESOTA
Department: Information Technology 101
Program: Building Operations 115,110,117
Program Description
Program Expenditure Highlights
2011 2012 2013 2014
Program Expenditures ACTUAL ACTUAL BUDGET BUDGET
Personnel Services 218,951$ 209,855$ 233,120$ 238,930$
Commodities 68,928 70,332 71,980 61,290
Contractual Services 193,633 251,604 264,740 272,600
Capital Outlay 9,348 - - -
Other Charges - - - -
Total 490,860$ 531,791$ 569,840$ 572,820$
Percent Change 0.8% 8.3% 7.2% 0.5%
Full-Time Equivalent positions 3.13 3.13 2.70 2.70
2014 BUDGET
Fund # :
Program # :
To provide a clean, well-maintained and comfortable environment for building users of the city hall, public works
building and park maintenance building.
The increase in personnel services is due to pay increases and an increase in the cost of benefits.
The 2.70 (FTE) are .70 Chief Building Engineer, 1 Facility Technician, and 1 Building Maintenance Worker.
Program Expenditures by Classification
42%
11%
47%
Personnel Services Commodities
Contractual Services Capital Outlay
Other Charges
Workshop Packet Page Number 57 of 109
CITY OF MAPLEWOOD, MINNESOTA 2014 BUDGET
Department:
Program:
Information Technology
Building Operations
Fund #:
Program #:
101
115,110,117
Performance Measures 2011
Actual 2012
Actual 2013
Estimate 2014
Estimate
OUTPUTS/WORKLOAD
Number of work orders/tasks 1,327 1,421 1,537 1,453
Number of vendor calls (Scheduled services &
suppliers) 247 227 263 254
Service calls (Outside service companies & contractors) 54 63 84 85
Number of janitorial tasks complete 68,327 67,481 68,600 22,571 (1)
EFFECTIVENESS INDICATORS
Percent of customer ratings that were good or excellent 88% 83% 85% 88%
Cost per sq. ft. (City Hall/Police/Public Works/Parks) $4.37 $4.41 $5.07
$4.69
Contracted repairs & maintenance cost per sq. ft $0.64 $0.16 $0.79 $0.19
COMMENTS
CITY HALL / POLICE DEPT.: 43,588 SQ. FT., PUBLIC W ORKS: 58,750 SQ. FT. PARKS: 9,954 SQ. FT.
The number of work orders relates to help desk requests by facility and verbal requests. Vendor calls are for
scheduled services and suppliers. Service calls relate to outside service companies or contractors. Staff anticipates
this number will start to increase slightly as we look to farm out some basic tasks. The effectiveness indicators
number is now tied to square footage of the related facilities. Staff has started to support the Nature Center and Fire
Departments Help Requests on a more regular basis.
(1) The number of janitorial tasks for 2014 is greatly reduced as we are now using a cleaning service.
For the 2015 Budget we will be changing the Performance Measures to items that are more representative of the
actual work performed such as tracking of Help Desk request service-level agreements and critical equipment up time.
Packet Page Number 58 of 109
CITY OF MAPLEWOOD, MINNESOTA
Department: Information Technology 703
Program: Information Technology Services 118
Program Description
Program Expenditure Highlights
2011 2012 2013 2014
Program Expenditures ACTUAL ACTUAL BUDGET BUDGET
Personnel Services 323,189$ 386,961$ 408,050$ 357,070$
Commodities 74,591 80,268 94,500 95,600
Contractual Services 238,061 239,599 258,910 305,230
Depreciation 28,492 17,685 17,690 17,690
Other Charges 575 260 - -
Total 664,908$ 724,773$ 779,150$ 775,590$
Percent Change (-2.6%) 9.0% 7.5% (-0.5%)
Less charges to other depts. (593,678) (643,680) (693,680) (743,680)
Net Total 71,230 81,093 85,470 31,910
Full-Time Equivalent positions 3.00 4.00 4.00 3.00
2014 BUDGET
Fund # :
Program # :
To provide and support internal information systems and create external interfaces that facilitates access to city
information.
Additional helpdesk services are being achieved through contractual services so an additional employee is not
needed at this time.
Program Expenditures by Classification
46%
12%
40%
2%
Personnel Services Commodities
Contractual Services Depreciation
Other Charges
Workshop Packet Page Number 59 of 109
CITY OF MAPLEWOOD, MINNESOTA 2014 BUDGET
Department:
Program:
Information Technology
Information Technology Services
Fund #:
Program #:
703
118
Performance Measures 2011
Actual 2012
Actual 2013
Estimate 2014
Estimate
OUTPUTS/WORKLOAD
Number of devices maintained 763 776 790 800
Number of workstations maintained 212 214 215 220
Number of help desk requests 1,902 1,987 2,000 2,100
Number of computers replaced 35 33 35 35
EFFECTIVENESS INDICATORS
Percent of help desk service calls resolved within 24 hrs 58% 64% 70% 75%
Percent of internal customers rating services as good or
excellent 87% 92% 92% 93%
Number of web page hits by external users 884,049 883,948 910,000 910,000
Efficiency Measures
IT wage and benefit expenditures per workstation $1,524 $1,808 $1,897 $1,631
COMMENTS
Estimates for Outputs/Workload in 2014 stay consistent with 2013.
When we’ve had the Helpdesk Technician role filled we’ve seen improvements in all of our Effectiveness Indicators.
This was intermittent during the first part of 2013. Currently that role is filled and we look forward to more consistency
in that role in 2014. The drop in support per workstation costs is due to the City not actually hiring additional staff but
instead looking to share employees across agencies.
Packet Page Number 60 of 109
Item E. 1d.
MEMORANDUM
To: City Manager Ahl
From: Karen Guilfoile, Citizen Services Director
Re: 2014 Citizen Services Budget Presentation
Date: July 29, 2013
Introduction
The 2014 budget for the Citizens Services Department includes the following Divisions:
Administration, Deputy Registrar, Elections, Light It Up July 4th Celebration and Marketing and
Advertising. Citizen Services staff also serves as staff liaison to the Human Rights Commission.
Discussion
Citizen Services is a customer service department that responds to the needs of constituents in
responding to data requests, compiling meeting agendas, packets and producing permanents
minutes of the city council, managing and issuing business licenses and miscellaneous permits,
performing motor vehicle and related transactions, annual republication of the city code of
ordinances, conducting Municipal, State and Federal elections, marketing projects, special
events and the publication of the Maplewood Monthly. The Administrative Division staff also
serves as Federal Passport Acceptance Agents.
Department performance is measured by response times and accuracy of received
requests, the amount of transactions performed from year to year, and meeting revenue
goals through services provided.
Proposed 2014 Budget Expenditures are $1,189,080. Estimated Revenues for 2014 are
$1,040,393. Personnel Services make up 74.4% of the Department Budget with 24%
allocated to Contractual Services which includes postage, publishing and consulting fees for
the Maplewood Monthly and the Republication of the City Code. The remaining 1.6% is
allocated to Commodities.
Expenditures 2011 2012 2013 2014
Actual Actual Budget Budget
Personnel Services $ 857,925 $ 869,165 $ 846,830 $ 884,210
Commodities 11,091 17,619 22,000 19,500
Contractual Services 179,365 200,063 276,520 285,370
Other Charges 4,123 3,114 0 0
Total $1,052,504 $ 1,089,961 $1,145,350 $1,189,080
Percent Change -11.2% 3.6% 5.1% 3.8%
The majority of the increase in the 2014 Budget is attributed to wages and benefits. The
Department has remained consistent in the number of personnel. The proposed budget shows
an increase in Administration and a decrease in Deputy Registrar due to changes implemented
by the Federal Passport Agency ruling that agencies having the capability to issue driver’s
Workshop Packet Page Number 61 of 109
license and State Identification Cards cannot be a Federal Passport Facility unless there is
designated staff for both functions.
Due to the Federal Passport ruling, a staff member formerly budgeted in Deputy Registrar, was
transferred to Citizen Services Administration and now serves as a Passport Acceptance Agent;
this change is reflected in the Personnel Budget.
The Maplewood Monthly will be published 12 times in 2014. Ninety percent of the costs
associated with the Monthly, including consultant fees, have been included in the Administration
budget. New efforts are taking place to “tell our story” to the citizens and about the citizens. In
2013, we have started to revamp the Monthly to include a section on Business Highlights; this
has been received well and further additions will be implemented going forward. For the
remainder of 2013 and into 2014 Citizen Services staff, working with other departments, will
continue to expand our role in the area of communications through the use of the Maplewood
Monthly, Clear Channel billboards, PSA’s and social media.
The Elections Division budget shows a slight increase from 2013 due to 2014 being a State
Election year and an increase in training election judges which will be required due to the
purchase of a new election equipment system.
The annual 4th of July Celebration/Light It Up Maplewood event has been budgeted at
$29,330.
Revenue 2011
Actual
2012
Actual
2013
Budget
2014
Proposed
Administration 490,983 524,405 470,910 497,393
Deputy Registrar 403,416 474,758 471,870 528,000
Elections 12,880 22,921 15,000 15,000
TOTAL REVENUES 907,279 1,022,084 957,780 1,040,393
PERCENTAGE CHANGE 3.2% 12.7% -6.3% 8.6%
During the 2011 legislative session an increase in motor vehicle registration and title transfer
fees were implemented and passed on to Deputy Registrar facilities. During the 2013 session,
Governor Dayton signed the Omnibus Transportation Finance Bill into law which included an
increase of $3.00 per Driver’s License and Minnesota ID transactions. This increase goes into
effect on January 1, 2014.
Following is a sample of Department Workload Indicators which have remained consistent in
most areas:
2011
Actual
2012
Actual
2013
Budget
2014
Proposed
CS Administration
Number of ordinances 8 9 8 7
Number of resolutions 164 170 240 200
Business licenses / permits /
registrations / dog-cat permits 2,085 2,092 2,000 2,170
Number of passports processed n/a n/a 1,950 1,950
Packet Page Number 62 of 109
Annual marketing agreements 21 40 18 12
Deputy Registrar
Number of motor vehicle transactions 50,038 50,362 51,000 50,000
Number of driver’s license transactions 17,457 18,217 17,500 18,000
Number of Auto Dealer’s that we
process for n/a n/a 3 5
Number of passports processed 1,993 1,940 n/a n/a
Elections
Number of registered voters 21,815 22,416 22,500 23,500
Election judges trained 186 197 180 180
Number of ballots cast 5,959 21,379 8,000 16,500
Number of absentee ballots transmitted 312 2,324 300 1,800
Number of absentee ballots returned
by voter 266 2,200 250 1,700
Number of absentee ballots rejected 12 114 5 4
Department Accomplishments in 2013 and Goals for 2014:
2013 Accomplishments
Training and getting Administrative Staff successfully certified to be Federal Passport
Agents
Updating the Eden Systems Licensing Module to more accurately reflect the licenses,
permits and registrations issued
Transferring Pet Licenses from Access Software to Eden Systems allowing staff to better
track the number of pets being registered per household and granting access to other
departments
Completed the annual republication of the city code of ordinances
Successfully conducted the State and Federal Election cycle
2014 Goals
Work with all Departments promoting City Council goals and staff initiatives through the use
of the Maplewood Monthly and social media
Create a Residents Guide which will be a “go to” source of general information for residents
and will be published annually as an insert into the Maplewood Monthly
Implement new records retention procedures adopted by the MN Department of Public
Safety for Deputy Registrar offices
Implement the use of new election equipment system, conduct mock elections educating
voters and developing new processes and procedures for election judges for use of the
equipment
Recommendation
This report is submitted for information purposes and review of pr oposed expenditures for the
2014 Budget.
Attachments:
2014 Proposed Budget Documents
Workshop Packet Page Number 63 of 109
Citizen Services
Supervisor
Marketing and
Advertising Consultant
CITY OF MAPLEWOOD
CITIZEN SERVICES
ORGANIZATION CHART
Citizens Services Director
Motor Vehicle
Office Specialists
Business License
Specialists &
Passport Agents
50%
Lead Motor Vehicle
Clerk
Business License
Specialists &
Passport Agents
50%
Reception Desk
Office Specialists
Election Judges
Packet Page Number 64 of 109
CITY OF MAPLEWOOD, MINNESOTA
CITIZEN SERVICES
BUDGET 2014
2014 BUDGET
Citizen Services
Administration
63.2%
Deputy
Registrar
28.4%
Elections
5.9%
Taste of
Maplewood
2.5%
Total By Program
Personnel
Services
74.4%
Commodities
1.6%
Contractual
Services
24.0%
Total By Classification
Workshop Packet Page Number 65 of 109
CITY OF MAPLEWOOD, MINNESOTA
2013 PERCENT
ORIGINAL OVER(UNDER)
Total By Program ACTUAL ACTUAL BUDGET BUDGET 2013 BUDGET
Citizen Services Administration $587,248 $591,238 $658,440 $751,780 14.2%
Deputy Registrar 382,415 400,113 395,180 337,390 -14.6%
Elections 57,873 80,474 57,310 70,580 23.2%
Marketing/Advertising 0000 N/A
Taste of Maplewood 24,968 18,136 34,420 29,330 -14.8%
Totals 1,052,504 1,089,961 1,145,350 1,189,080 3.8%
Total By Classification
Personnel Services 857,925 869,165 846,830 884,210 4.4%
Commodities 11,091 17,619 22,000 19,500 -11.4%
Contractual Services 179,365 200,063 276,520 285,370 3.2%
Capital Outlay and Depreciation 0000 N/A
Other Charges 4,123 3,114 0 0 N/A
Totals 1,052,504 1,089,961 1,145,350 1,189,080 3.8%
Total By Fund
General Fund 1,027,536 1,071,825 1,110,930 1,159,750 4.4%
Taste of Maplewood 24,968 18,136 34,420 29,330 -14.8%
Totals $1,052,504 $1,089,961 $1,145,350 $1,189,080 3.8%
Number of Employees (FTE)11.59 10.26 10.19 10.19 0.0%
2014 BUDGET
CITIZEN SERVICES
EXPENDITURE SUMMARY
2011 2012 2014
2011 ACTUAL 2012 ACTUAL 2013 ORIGINAL
BUDGET
2014 ORIGINAL
BUDGET
9
10
11
12
FTEs2011 ACTUAL 2012 ACTUAL 2013 ORIGINAL
BUDGET
2014 ORIGINAL
BUDGET
0.00
0.20
0.40
0.60
0.80
1.00
1.20 MillionsExpenditures
Employees
Packet Page Number 66 of 109
CITY OF MAPLEWOOD, MINNESOTA 2014 BUDGET
CITIZEN SERVICES
MISSION STATEMENT
To maintain records, administer elections, issue all licenses and passports in a timely and
efficient manner and provide citizens with requested data.
To promote the City through print and media and assist other departments in promoting their
activities and programs through innovative advertising, online ads, email and print newsletters to
Maplewood and surrounding areas.
2014 OBJECTIVES
1. 100% of completed council agendas and agenda packets provided 4 days in advance of
meetings and 100% of legal notices prepared, posted and or published with legal
deadlines.
2. Manage the production of the Maplewood Monthly and other city publications keeping
the public informed of progress, events and the overall story of the city. Continue to
work with local and surrounding businesses showcasing their offerings and increase the
use of social networking for marketing and advertising purposes.
3. Work with all departments to manage the record keeping of all contracts and
agreements for required retention purposes and for improved transparency.
4. Facilitate updates and republications to the City Code of Ordinances through Municipal
Code on a bi-annual basis or as needed.
5. Revise the Records Retention Schedule reflecting changes in the 2013 legislative
session and provide departments with updated laws and practices on records retention
practices.
6. Continue working with local auto dealers, banks and credit unions in Maplewood and
surrounding areas performing their deputy registrar work.
7. Conduct the 2014 State Election cycle implementing the use of the new election
equipment and conduct educational open houses for voters to view the new equipment.
8. Serve as the Department liaison for Human Rights Commission assisting the
Commission in projects and events as needed.
9. Conduct the annual July 4th “Lite It Up” fireworks event at Hazelwood Park securing
vendors and sponsors to help with the cost of the event.
Workshop Packet Page Number 67 of 109
CITY OF MAPLEWOOD, MINNESOTA
Department: Citizen Services 101
Program: Administration 301
Program Description
Program Expenditure Highlights
2011 2012 2013 2014
Program Expenditures ACTUAL ACTUAL BUDGET BUDGET
Personnel Services 431,428$ 410,478$ 412,490$ 497,760$
Commodities 7,706 12,672 19,200 14,700
Contractual Services 144,001 164,974 226,750 239,320
Capital Outlay - - - -
Other Charges 4,113 3,114 - -
Total 587,248$ 591,238$ 658,440$ 751,780$
Percent Change 22.0% 0.7% 11.4% 14.2%
To maintain accurate and complete permanent city records, to manage the issuance and processing of
business licenses and permits in a timely and efficient manner, produce the Maplewood Monthly to keep the
citizenry informed and provide marketing and advertising expertise to all city departments and to oversee the
general management to all department operations.
The increase in personnel services is due to the reallocation of some hours from the Deputy Registrar program
to the Administration program, pay increases, and an increase in the cost of benefits.
The increase in contractual services is mainly due to costs associated with the publication of the Maplewood
Monthly.
Fund # :
Program # :
2014 BUDGET
Full-Time Equivalent positions 5.57 4.26 4.39 5.39
Program Expenditures by Classification
66%2%
32%
Personnel Services Commodities
Contractual Services Capital Outlay
Other Charges
Packet Page Number 68 of 109
CITY OF MAPLEWOOD, MINNESOTA 2014 BUDGET
Department:
Program:
Citizen Services
Administration
Fund #:
Program #: 101
301
Performance Measures 2011
Actual 2012
Actual 2013
Estimate 2014
Estimate
OUTPUTS/WORKLOAD
Agenda reports 652 503 525 565
Pages of minutes 480 732 550 500
Number of ordinances 8 9 8 7
Number of resolutions 164 170 240 200
Business licenses / permits / registrations / dog-
cat permits 2,085 2,092 2,000 2,170
Number of passports processed n/a n/a 1,950 1,950
Annual marketing agreements 21 40 18 12
Number of marketing projects 325 200 200
Testimonial marketing 8 7 6 20
EFFECTIVENESS INDICATORS
Percentage of licenses, permits issued by
deadline 99% 99% 99% 99%
Maintain revenue sources 99% 99% 99% 100%
Percentage of marketing projects completed 100% 100% 99% 100%
Testimonials used in marketing materials 70% 70% 80% 80%
Business contacts for the purpose of ad revenue
and partnerships 80% 80% 80% 80%
EFFICIENCY MEASURES
Revenue changes from previous year 3.2% 12.7% 2.1% 2.5%
Projects are completed on time and in a
professional manner 100% 100% 100% 100%
COMMENTS
Administrative workload remains steady in all areas. Business licensing and permits numbers remain consistent.
Marketing projects have decreased due to implementing more social media opportunities.
Passport processing was moved from Deputy Registrar to the City Clerk Administrative Division due to new federal law
prohibiting the same individuals that have the ability to process driver’s licenses or identification cards to process
passport applications
Workshop Packet Page Number 69 of 109
CITY OF MAPLEWOOD, MINNESOTA
Department: Citizen Services 101
Program: Deputy Registrar 303
Program Description
Program Expenditure Highlights
2011 2012 2013 2014
Program Expenditures ACTUAL ACTUAL BUDGET BUDGET
Personnel Services 379,397$ 395,906$ 388,390$ 331,790$
Commodities - - - -
Contractual Services 3,018 4,207 6,790 5,600
Capital Outlay - - - -
Other Charges - - - -
Total 382,415$ 400,113$ 395,180$ 337,390$
Percent Change 1.9% 4.6% (-1.2%) (-14.6%)
Full-Time Equivalent positions 6.02 6.00 5.80 4.80
Program Expenditures by Classification
2014 BUDGET
Fund # :
Program # :
To present a courteous, service-oriented team providing a high level of accuracy and efficiency.
The decrease in personnel services is due to the reallocation of some hours from the Deputy Registrar program
to the Administration program
2%
98%
2%
Personnel Services Commodities
Contractual Services Capital Outlay
Other Charges
Packet Page Number 70 of 109
CITY OF MAPLEWOOD, MINNESOTA 2014 BUDGET
Department:
Program:
Citizen Services
Deputy Registrar
Fund #:
Program #: 101
303
Performance Measures 2011
Actual 2012
Actual 2013
Estimate 2014
Estimate
OUTPUTS/WORKLOAD
Number of motor vehicle transactions 50,038 50,362 51,000 50,000
Number of driver’s license transactions 17,457 18,217 17,500 18,000
Number of Auto Dealer’s that we process for n/a n/a 3 5
Number of passports processed 1,993 1,940 n/a n/a
EFFECTIVENESS INDICATORS
Initial accuracy rate on motor vehicle reports
reconciled 98% 98.5% 98% 99%
Initial accuracy rate on driver’s license reports
reconciled 98% 99% 98% 99%
COMMENTS
Number of transactions remains steady in all areas of motor vehicle and DNR. Passport processing has moved to the
City Clerk Administrative Division due to new federal law prohibiting the same individuals that have the ability to
process driver’s licenses or identification cards to process passport applications.
Driver’s license transactions should increase in 2014 due to passport processing being moved to City Clerk
Administration. In 2013, Federal guidelines prohibited State Motor Vehicle Departments that are also a Federal
Passport Facility to process first-time driver’s licenses and passports at the same facility. Since passport processing
has been moved to the City Clerk Division, the Deputy Registrar Division has resumed processing first-time driver’s
licenses applications.
Workshop Packet Page Number 71 of 109
CITY OF MAPLEWOOD, MINNESOTA
Department: Citizen Services 101
Program: Elections 304
Program Description
Program Expenditure Highlights
2011 2012 2013 2014
Program Expenditures ACTUAL ACTUAL BUDGET BUDGET
Personnel Services 43,845$ 62,781$ 43,030$ 54,660$
Commodities 3,020 4,412 2,000 4,000
Contractual Services 11,008 13,281 12,280 11,920
Capital Outlay - - - -
Other Charges - - - -
Total 57,873$ 80,474$ 57,310$ 70,580$
Percent Change (-12.8%) 39.1% (-28.8%) 23.2%
Full-Time Equivalent positions - - - -
Program Expenditures by Classification
2014 BUDGET
Fund # :
Program # :
To manage all muncipal, federal and state elections focusing on legal compliance and integrity.
2014 is not a presidential election year.
77%
6%
17%
Personnel Services Commodities
Contractual Services Capital Outlay
Other Charges
Packet Page Number 72 of 109
CITY OF MAPLEWOOD, MINNESOTA 2014 BUDGET
Department:
Program:
Citizen Services
Elections
Fund #:
Program #: 101
304
Performance Measures 2011
Actual 2012
Actual 2013
Estimate 2014
Estimate
OUTPUTS/WORKLOAD
Number of registered voters 21,815 22,416 22,500 23,500
Election judges trained 186 197 180 180
Number of ballots cast 5,959 21,379 8,000 16,500
Number of absentee ballots transmitted 312 2,324 300 1,800
Number of absentee ballots returned by voter 266 2,200 250 1,700
Number of absentee ballots rejected 12 114 5 4
EFFECTIVENESS INDICATORS
Eligible voter turnout 27% 86% 30% 12%
COMMENTS
Increase in 2014 Outputs/Workloads is due to 2014 being a State election.
Workshop Packet Page Number 73 of 109
CITY OF MAPLEWOOD, MINNESOTA
Department: Citizen Services 220
Program: Taste of Maplewood / Light It Up - July 4th Event 000
Program Description
Program Expenditure Highlights
2011 2012 2013 2014
Program Expenditures ACTUAL ACTUAL BUDGET BUDGET
Personnel Services 3,255$ -$ 2,920$ -$
Commodities 365 535 800 800
Contractual Services 21,338 17,601 30,700 28,530
Capital Outlay - - - -
Other Charges 10 - - -
Total 24,968$ 18,136$ 34,420$ 29,330$
Percent Change (-72.9%) (-27.4%) 89.8% (-14.8%)
Full-Time Equivalent positions - - - -
Program Expenditures by Classification
2014 BUDGET
Fund # :
Program # :
To hold a city-wide event for the purpose of bringing the community at large together to showcase area
restaurants, businesses, crafters and city departments.
The Taste of Maplewood is budgeted and additionally subsidized by funds solicited by participating vendors and
sponsors. Beginning in 2012 the City moved the event to July 4th and brought back its firework display.
0%3%
97%
Personnel Services
Commodities
Contractual Services
Capital Outlay
Other Charges
Packet Page Number 74 of 109
CITY OF MAPLEWOOD, MINNESOTA 2014 BUDGET
Department:
Program:
Citizen Services
Taste of Maplewood / Light it Up – July 4th
Event
Fund #:
Program #: 220
000
Performance Measures 2011
Actual 2012
Actual 2013
Estimate 2014
Estimate
OUTPUTS/WORKLOAD
Number of vendors 24 10 10 10
Number of business sponsors 11 3 10 11
Number of media sponsors 3 0 2 2
Number of waste/recycling containers 50/50 50/50 50/50 50/50
EFFECTIVENESS INDICATORS
Citizens attending the event (approximate) 3,000 5,000 10,000 10,000
Percentage of waste recycled 60% 60% 70% 80%
COMMENTS
The 2012 event was moved to July 4th and incorporated a fireworks display. Staff continues to work to make the event more
sustainable by providing recycling bins and educational information on the importance of recycling.
Workshop Packet Page Number 75 of 109
Packet Page Number 76 of 109
Workshop Packet Page Number 77 of 109
Packet Page Number 78 of 109
Workshop Packet Page Number 79 of 109
Packet Page Number 80 of 109
Workshop Packet Page Number 81 of 109
Packet Page Number 82 of 109
Workshop Packet Page Number 83 of 109
Packet Page Number 84 of 109
Workshop Packet Page Number 85 of 109
Packet Page Number 86 of 109
Workshop Packet Page Number 87 of 109
Packet Page Number 88 of 109
Workshop Packet Page Number 89 of 109
Packet Page Number 90 of 109
Workshop Packet Page Number 91 of 109
Packet Page Number 92 of 109
Workshop Packet Page Number 93 of 109
Packet Page Number 94 of 109
Workshop Packet Page Number 95 of 109
Packet Page Number 96 of 109
Workshop Packet Page Number 97 of 109
Packet Page Number 98 of 109
Workshop Packet Page Number 99 of 109
Packet Page Number 100 of 109
Workshop Packet Page Number 101 of 109
Packet Page Number 102 of 109
Workshop Packet Page Number 103 of 109
Packet Page Number 104 of 109
Workshop Packet Page Number 105 of 109
Packet Page Number 106 of 109
Workshop Packet Page Number 107 of 109
Packet Page Number 108 of 109
Workshop Packet Page Number 109 of 109