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Home My WebLink About2015 11-02 City Council Workshop PacketRULES OF CIVILITY FOR THE CITY COUNCIL, BOARDS, COMMISSIONS AND OUR COMMUNITY Following are rules of civility the City of Maplewood expects of everyone appearing at Council Meetings - elected officials, staff and citizens. It is hoped that by following these simple rules, everyone’s opinions can be heard and understood in a reasonable manner. We appreciate the fact that when appearing at Council meetings, it is understood that everyone will follow these principles: Speak only for yourself, not for other council members or citizens - unless specifically tasked by your colleagues to speak for the group or for citizens in the form of a petition. Show respect during comments and/or discussions, listen actively and do not interrupt or talk amongst each other. Be respectful of the process, keeping order and decorum. Do not be critical of council members, staff or others in public. Be respectful of each other’s time keeping remarks brief, to the point and non-repetitive. AGENDA MAPLEWOOD CITY COUNCIL MANAGER WORKSHOP 5:00 P.M. Monday, November 2, 2015 City Hall, Council Chambers A. CALL TO ORDER B. ROLL CALL C. APPROVAL OF AGENDA D. UNFINISHED BUSINESS E. NEW BUSINESS 1. 2016 Proposed Budget Presentations a. Public Works b. Information Technology c. Police Department F. ADJOURNMENT THIS PAGE IS INTENTIONALLY LEFT BLANK MEMORANDUM To: Melinda Coleman, City Manager From: Michael Thompson, Director of Public Works/City Engineer Subject: Public Works 2016 Operating Budget Date: October 26, 2015 Introduction The proposed 2016 budget for Public Works will be presented to the City Council for comment and discussion. No action is required. Background / Discussion The total budget proposed in 2016 is $11,213,250.00, which is a 2.2% increase over 2015. The majority of the budget is covered by the sanitary sewer, environmental utility, street light utility, and fleet management funds, while $3,786,550.00 is covered by the general fund. The budget remains steady and most increases are due to labor costs (e.g.…cost of living adjustments). Full-time staffing that was built into the 2016 budget will remain the same as 2015. However with the expanded street pavement rehabilitation effort starting in 2016, hiring an additional engineering intern is proposed to supplement the existing full-time staff. Another area of need exists within our rain garden maintenance program. Currently one seasonal employee works over a period of 6 months during the growing season. This person is assisted by park maintenance and city naturalist. However, to properly maintain the expanding numbers of city rain gardens and boulevards, which we take great pride in, the 2016 budget reflects one additional seasonal employee. Two title changes will be reflected in 2016 budget including for our Assistant City Engineer, Steve Love. He has been performing many duties of the City Engineer and currently directly oversees engineering operations and continues to perform at a high level. It has been determined a reclassification is prudent and necessary. The new title would be City Engineer/Dep. Public Works Director, which would report to the Director of Public Works. This structure will also provide continuity and prudent succession planning going into the future. Lastly, the position of Building Maintenance Supervisor has been vacant since mid 2014. In the interim the duties have fallen under the Street/Storm Superintendent. With a renewed effort of investing into our city facilities which will require extensive planning, organizing, and management of building operations & staff, a City Facilities Manager position will be filled. This position will be directly responsible for prioritizing and implementing capital improvement projects for all city facilities using the recently completed Asset Management Plan among many other duties. This position would report directly to the Director of Public Works. E1a Workshop Packet Page Number 1 of 41 Budget Impact No budgetary approvals or actions are required at this time. Recommendation The Public Works proposed 2016 operating budget is submitted for informational purposes and to gather input from the City Council. No action is required. Attachments 1. PW 2016 Budget Power Point Presentation 2. PW 2016 Organization Charts 3. PW 2016 Objectives 4. PW 2016 Performance Measures E1a Workshop Packet Page Number 2 of 41 PRESENTED TO MAPLEWOOD CITY COUNCIL NOVEMBER 02, 2015 Public Works Department 2016 Budget Public Works Mission Statement To deliver a sound infrastructure system and high quality maintenance operations, complemented by exceptional customer service. E1a, Attachment 1 Workshop Packet Page Number 3 of 41 Public Works Employee Summary 34 FTE’s Department Objectives Continued successful delivery of neighborhood reconstruction program while integrating new franchise revenue pavement projects Champion and work towards implementation of a holistic asset management software program for buildings, streets, utilities, signs, park equipment, etc. Deliver capital building projects based on asset management plan prioritization (e.g.…condenser unit at city hall) Support redevelopment efforts and negotiations E1a, Attachment 1 Workshop Packet Page Number 4 of 41 2016 Budget $11,213,250 Administration 2.2% Building Operations 5.5% Engineering 5.9% Fleet Management 8.3% Forestry 1.5% Park Maintenance 7.7% Sanitary Sewer Operations 41.5% Snow and Ice Control 4.5% Storm Sewer Maintenance 11.9% Street Lights & Signals 2.1%Street Maintenance 6.4% Street Sweeping 2.4% Total By Program 2016 Budget Summary by Program 2013 2014 2015 2016 PERCENT ORIGINAL OVER(UNDER) Total By Program ACTUAL ACTUAL BUDGET BUDGET 2015 BUDGET Administration $205,914 $231,801 $251,170 $248,150 -1.2% Building Operations 644,346 561,198 576,350 617,230 7.1% Engineering 759,842 690,712 646,930 661,480 2.2% Fleet Management 917,174 988,955 943,190 928,230 -1.6% Forestry 148,846 121,599 158,040 167,970 6.3% Park Maintenance 879,628 804,574 854,450 866,000 1.4% Sanitary Sewer Operations 4,104,201 4,285,774 4,525,100 4,650,240 2.8% Snow and Ice Control 452,148 564,528 481,570 504,850 4.8% Storm Sewer Maintenance 1,184,860 1,252,012 1,281,150 1,339,510 4.6% Street Lights & Signals 226,423 224,975 250,550 238,500 -4.8% Street Maintenance 733,863 689,700 732,880 720,870 -1.6% Street Sweeping 202,127 271,032 270,660 270,220 -0.2% Totals 10,459,372 10,686,860 10,972,040 11,213,250 2.2% E1a, Attachment 1 Workshop Packet Page Number 5 of 41 2016 Budget Summary by Classification 2013 2014 2015 2016 PERCENT ORIGINAL OVER(UNDER) Total By Classification ACTUAL ACTUAL BUDGET BUDGET 2015 BUDGET Personnel Services 3,295,858 3,336,603 3,488,110 3,579,240 2.6% Commodities 693,626 643,775 682,500 623,110 -8.7% Contractual Services 4,713,988 4,921,631 5,074,260 5,217,450 2.8% Capital Outlay and Depreciation 1,244,783 1,250,318 1,188,420 1,236,450 4.0% Other Charges 511,117 534,533 538,750 557,000 3.4% Totals 10,459,372 10,686,860 10,972,040 11,213,250 2.2% 2016 Budget Summary by Fund 2013 2014 2015 2016 PERCENT ORIGINAL OVER(UNDER) Total By Fund ACTUAL ACTUAL BUDGET BUDGET 2015 BUDGET General Fund 3,824,587 3,664,112 3,701,390 3,786,550 2.3% Sewer Fund 4,104,201 4,285,774 4,525,100 4,650,240 2.8% Environmental Utility Fund 1,386,987 1,523,044 1,551,810 1,609,730 3.7% Street Light Utility Fund 226,423 224,975 250,550 238,500 -4.8% Fleet Management Fund 917,174 988,955 943,190 928,230 -1.6% Totals $10,459,372 $10,686,860 $10,972,040 $11,213,250 2.2% Roundabout at Frost /E. Shore (Gladstone Redevelopment Area) E1a, Attachment 1 Workshop Packet Page Number 6 of 41 Personnel Staffing levels remain constant. 36.55 36.55 36.25 36.25 0 5 10 15 20 25 30 35 40 2013 ACTUAL 2014 ACTUAL 2015 ORIGINAL BUDGET 2016 ORIGINAL BUDGET Full Time Equivalents General Fund Revenues 2013 = $1,316,680 actual 2014 = $1,114,563 actual 2015 = $1,135,620 est. 2016 = $1,101,400 est. Includes: Engineering, state aid street maintenance, JPA, business, and miscellaneous. Engineering revenues have decreased with focus on pavement rehab over reconstruction. The Fleet Management Fund within the Public Works Department receives its revenue for internal billings to other City departments. These amounts are not included above. E1a, Attachment 1 Workshop Packet Page Number 7 of 41 Performance Output Measures Franchise Fee Revenues Approved to Fix Streets Strategic Objective: Financial Stability (Diversify Revenues) Built Relationships for Redevelopment (Villages at Frost- English) Public/Private Partnership Strategic Objective: Targeted Redevelopment Delivered successful projects in redevelopment and school zones from grant revenues ($2.8 million) Strategic Objective: Financial Stability and Targeted Redevelopment Award Recognitions (Transportation Advocate and Excellence in Operations) Strategic Objective: Operational Effectiveness and Coordinated Communication QUESTIONS COMMENTS CONCERNS Public Works Department 2016 Budget E1a, Attachment 1 Workshop Packet Page Number 8 of 41 Streets / Storm Sewer Superintendent Storm Sewer Crew Chief City Facilities Manager Administrative Office Supervisor CITY OF MAPLEWOOD PUBLIC WORKS ORGANIZATION CHART Director of Public Works Office Specialist Utility, Fleet & Parks Superintendent Mechanic Crew Chief Sanitary Sewer Crew Chief Parks Crew Chief Streets Crew Chief Maintenance Staff Senior Engineering Technicians Deputy Public Works Director /City Engineer Maintenance Staff Civil Engineer II Building Maintenance Worker Facility Technician Mechanics E1a, Attachment 2 Workshop Packet Page Number 9 of 41 CITY OF MAPLEWOOD, MINNESOTA 2016 BUDGET PUBLIC WORKS MISSION STATEMENT To deliver a sound infrastructure system and high quality maintenance operations, complemented by exceptional customer service. 2016 OBJECTIVES 1. Finalize implementation of Phase 2 of the Gladstone Neighborhood Redevelopment/Savanna project located along Frost Avenue from Phalen Place to English Street. Construction of the public improvements and the first phase of Villages at Frost- English are slated for 2015. 2. Maintain a steady Street Reconstruction program to revitalize older neighborhoods by replacing deteriorated streets and utilities, incorporating Living Streets design standards, and meeting federal and state mandates by implementing stormwater best management practices. 3. Successfully implement the additional street rehabilitation investment through franchise fee revenues. In 2016, the first of many street rehabilitation projects, using methods such as full depth reclaim and mill and overlay, will be completed as a result of this additional financial commitment approved by the City Council towards fixing city streets. 4. Work with stakeholders along Century Avenue such as Oakdale, MnDOT, and Washington County to ensure planning efforts and due diligence is completed for a vision of the corridor along the western boundary of Maplewood to prepare for future reconstruction or upgrades. 5. Finalize the revision of design standards, city codes, and policies to realize full implementation of the Living Streets approach for infrastructure addition and/or replacement. 6. Continued successful administration of the new MS4 permit; including continuing the upgrade in internal tracking and enforcement on construction sites. Continue reductions of runoff volume and pollutant loading to the MS4 system through adherence to the Stormwater Ordinance and Standards. Meet the standards of the newly issued MS4 Permit. 7. Works towards implementing a holistic asset management system for municipal buildings, streets, utilities, signs, and other city assets to assist in determining long-term capital investment needs. 8. Implement capital improvement projects for municipal buildings based on the asset management report completed in 2015, while also leveraging existing public works staff to help complete minor improvements within normal operations. E1a, Attachment 3 Workshop Packet Page Number 10 of 41 CITY OF MAPLEWOOD, MINNESOTA 2016 BUDGET Department: Program: Public Works Building Operations Fund #: Program #: 101 115 Performance Measures 2013* Actual 2014 Actual 2015 Estimate 2016 Estimate OUTPUTS/WORKLOAD Number of help desk requests - MCC N/A 417 420 410 Number of help desk requests – all other city buildings N/A 460 450 425 Number of completed help desk requests - MCC N/A 416 420 410 Number of completed help desk requests – all other city buildings N/A 458 450 425 EFFECTIVENESS INDICATORS Percent of help desk requests completed - MCC N/A 99% 100% 100% Percent of help desk requests completed – all other city buildings N/A 99% 100% 100% COMMENTS During 2014, Building Operations was moved from I.T. to Public Works. This program covers routine HVAC and building maintenance for the City Hall Complex, 1902 Building Complex, Park Maintenance Building, Community Center, Fire Stations and the Nature Center. Staff anticipates to see a decrease in requests annually due in part to an asset management study which was completed on all city buildings and a five-year CIP plan. This will allow for proactive replacements and repairs. *All outputs and thus indicators are new and thus no information is available for 2013. E1a, Attachment 4 Workshop Packet Page Number 11 of 41 CITY OF MAPLEWOOD, MINNESOTA 2016 BUDGET Department: Program: Public Works Administration Fund #: Program #: 101 501 Performance Measures 2013 Actual 2014 Actual 2015 Estimate 2016 Estimate OUTPUTS/WORKLOAD Council agenda reports 76 66 70 70 Number of mechanic work orders processed 1,316 1,578 1,500 1,500 Number of new projects set up 12 23 25 25 Permits issued 145 168 160 160 E-mails to website requiring follow-up 67 24 50 50 COMMENTS The number of active projects shows a slight increase due to improved tracking. The number of permits issued shows a slight increase with new permit requirements and are expected to remain at a consistent level Administrative staff continues to provide quality service in a timely and efficient manner with a focus on customer satisfaction. Staff is also hoping to engage website visitors with better communication options with the new website. E1a, Attachment 4 Workshop Packet Page Number 12 of 41 CITY OF MAPLEWOOD, MINNESOTA 2016 BUDGET Department: Program: Public Works Street Maintenance Fund #: Program #: 101 502 Performance Measures 2013 Actual 2014 Actual 2015 Estimate 2016 Estimate OUTPUTS/WORKLOAD Total lane miles of streets 271 271 271 271 Lane miles rated 77 75 88 88 Lane miles above 70 PCI 153 156 158 164 Tonnage of repair material 579 560 550 550 EFFECTIVENESS INDICATORS Percent of lane miles over a 70 PCI rating 56% 59% 57%59% Percent of lane miles rated 28% 28% 32%32% COMMENTS The investment in the City’s road reconstruction program is shown in the mileage of streets expected to be above the good rating of 70 PCI. The goal of the department is to get at least 75% of the streets into a category of good within the next 5 years. This program is a long term investment in the infrastructure of the City of Maplewood. It is the City’s goal to rate 1/3 of the City’s streets each year. As the franchise fee revenue is put toward fixing an additional 2 miles per year, the percent of lane miles over a 70 PCI should steadily increase. E1a, Attachment 4 Workshop Packet Page Number 13 of 41 CITY OF MAPLEWOOD, MINNESOTA 2016 BUDGET Department: Program: Public Works Engineering Fund #: Program #: 101 503 Performance Measures 2013 Actual 2014 Actual 2015 Estimate 2016 Estimate OUTPUTS/WORKLOAD Revenue generated $957,000 $835,000 $785,000 $785,000 Improvements (engineered in-house only)$2.4 mil $5.0 mil $0 mil $2.5 mil Improvements (in-house and consultants)$23.6 mil $10.5 mil $4.7 mil $3.4 mil Billable hours 9,645 7,775 7,756 7,756 Total staff hours available 13,858 10,390 10,390 10,390 EFFECTIVENESS INDICATORS Staff utilization rate 70%75%75%75% Percent of improvement costs engineered in- house 10%50%100%74% COMMENTS The engineering program remains a revenue-producing program with revenues exceeding the program costs which allows for a contribution back into the general fund. The program continues to maintain a staff utilization rate well in excess of 50% which shows the program is continuing a high staff assignment rate to projects. Over the past few years there has been a reduction in the street reconstruction program. With the approval of the gas franchise fee in 2015, an additional 2 miles of street reconditioning projects per year will be performed over the next 20 years. This additional investment will have significant impacts on the quality of the local roads in Maplewood. E1a, Attachment 4 Workshop Packet Page Number 14 of 41 CITY OF MAPLEWOOD, MINNESOTA 2016 BUDGET Department: Program: Public Works Snow & Ice Control Fund #: Program #: 101 514 Performance Measures 2013 Actual 2014 Actual 2015 Estimate 2016 Estimate OUTPUTS/WORKLOAD Hours of plowing and deicing 2,178 1,858 1,100 1,100 Number of plowing events 21 26 14 14 Hours of deicing 672 508 300 300 Number of deicing events 33 24 13 13 Lane miles maintained 271 271 271 271 Inches of snowfall 70 66 55 55 EFFECTIVENESS INDICATORS Dollars per lane-mile $1,668 $2,083 $1,777 $1,863 EFFICIENCY MEASURES Average hours to plow event 7.1 7.1 7.8 7.8 Employee hours per deicing event 21 21 23 23 COMMENTS This program remains very efficient. The department continues to cross-train employees within the department to assist in snow plow operations to meet the 8 hour goal. Increase in cost per lane-mile related to amount of deicing materials purchased. E1a, Attachment 4 Workshop Packet Page Number 15 of 41 CITY OF MAPLEWOOD, MINNESOTA 2016 BUDGET Department: Program: Public Works Forestry Fund #: Program #: 101 516 Performance Measures 2013 Actual 2014 Actual 2015 Estimate 2016 Estimate OUTPUTS/WORKLOAD Number of trees (city maintained parks and boulevards)9,800 9,777 9,960 9,960 Number of calls for service 160 213 175 175 Number of trees removed from city project areas 146 54 150 150 Number of trees planted in city project areas 299 64 200 200 EFFECTIVENESS INDICATORS Percent of service calls resolved 80% 100% 100% 100% COMMENTS The forestry program was implemented in 2012. This program allows enhanced tracking of activities related to the urban forest where the city has maintenance responsibilities. The program encompasses customer service, tree inspections, tree removals, and regular maintenance activities such as trimming and cleanup. This program is separate from the tree preservation program in the Parks and Recreation Department. That program will continue to fund tree plantings in coordination with the rebate program. This program will track the number of new trees planted. E1a, Attachment 4 Workshop Packet Page Number 16 of 41 CITY OF MAPLEWOOD, MINNESOTA 2016 BUDGET Department: Program: Public Works Park Maintenance Fund #: Program #: 101 602 Performance Measures 2013 Actual 2014 Actual 2015 Estimate 2016 Estimate OUTPUTS/WORKLOAD Number of acres mowed per season 2,592 2,525 2,800 2,800 Number of work orders for removal of graffiti 20 12 20 20 Number of abatement actions for Code Enforcement 35 13 20 20 Number of times athletic fields are maintained 832 769 800 800 EFFECTIVENESS INDICATORS Percent of citizens rating the physical conditions of parks, preserves, open spaces, trails and recreation facilities as good or excellent 81% 83%* 83% 83% COMMENTS The major priority for park maintenance is to keep the parks well maintained and prepared for athletic activities. Park Maintenance also leads the effort in removal of graffiti in addition to working with Code Enforcement to abate nuisances as needed. A conscious effort continues to reduce mowing acreage annually with the creation of more natural areas consistent with a sustainability approach. *Data from the 2014 Statistically Valid Park Survey. E1a, Attachment 4 Workshop Packet Page Number 17 of 41 CITY OF MAPLEWOOD, MINNESOTA 2016 BUDGET Department: Program: Public Works Sanitary Sewer Operations Fund #: Program #: 601 508 Performance Measures 2013 Actual 2014 Actual 2015 Estimate 2016 Estimate OUTPUTS/WORKLOAD Feet of sewer cleaned 319,554 273,312 300,000 300,000 Hours of sewer cleaning 481 337 400 400 Feet of sewer televised 28,356 26,433 30,000 30,000 Total miles of sewer 155 155 155 155 Sewage volume (MG)1,625 1,625 1,625 1,625 EFFECTIVENESS INDICATORS Percent of system cleaned 39%34%37%37% Percent of system televised 3.5%3.2%3.7%3.7% Number of backup calls 31 56 45 45 Number of obstructions in sewer main 4 5 4 4 EFFICIENCY MEASURES Feet cleaned per hour 664 811 700 700 COMMENTS The feet of sewer cleaned in 2014 was slightly lower due to an increase in sanitary sewer main rehabilitation and replacement of trouble spots/problem areas. E1a, Attachment 4 Workshop Packet Page Number 18 of 41 CITY OF MAPLEWOOD, MINNESOTA 2016 BUDGET Department: Program: Public Works Storm Sewer Maintenance Fund #: Program #: 604 512 Performance Measures 2013 Actual 2014 Actual 2015 Estimate 2016 Estimate OUTPUTS/WORKLOAD Total # of water bodies 275 275 275 275 Water bodies inspected 0 0 137 138 Total outfalls 440 440 440 440 Outfalls inspected 0 0 220 220 Total sump structures 186 186 188 190 Sump structures inspected 186 186 188 190 Sump structures cleaned 64 75 60 60 Tons of sediment removed from sumps 143.5 39 40 40 EFFECTIVENESS INDICATORS Percent of water bodies and outfalls inspected 0% 0%50%50% Percent of sump structures inspected 100% 100% 100% 100% COMMENTS This program was new in 2004 and shows the growth of information, inspection and the dedication of personnel to the storm sewer program responsibilities. This is a major growth program as the requirements of the National Pollutant Discharge Elimination System (NPDES) Permit require additional inspections and maintenance activities to meet the storm water goals of the region. The sump structures are now part of the performance indicators, with a goal of 100% sediment removal of all sump structures in need of sediment removal. In addition, with the mandates required by the NPDES MS4 Permit, which is 5-years in duration, the goal is to inspect all water bodies over that period. E1a, Attachment 4 Workshop Packet Page Number 19 of 41 CITY OF MAPLEWOOD, MINNESOTA 2016 BUDGET Department: Program: Public Works Street Sweeping Fund #: Program #: 604 513 Performance Measures 2013 Actual 2014 Actual 2015 Estimate 2016 Estimate OUTPUTS/WORKLOAD Total lane miles 271 271 271 271 Lane miles swept 1,220 1,084 1,390 1,390 Employee hours sweeping 1,617 1,326 1,500 1,500 Tonnage collected 1,475 2,010 2,500 2,500 EFFECTIVENESS INDICATORS Times swept per year 4.5 4 5 5 1st sweep completion date 4/22 5/14 4/15 4/15 EFFICIENCY MEASURES Cost per lane mile swept $166 $250 $250 $250 Cost per capita $5.19 $6.90 $6.82 $6.79 COMMENTS This program is maintaining a steady pace of implementation. The indicators show that the average date of completion of the first sweep is in early April which typically allows much of the winter debris to be swept up prior to major rainstorm events. The department is maintaining the employee hours dedicated to this program and has been able to provide every street with at least 3 sweepings per year, with goal of 5 times per year. The number of times swept in 2014 was impacted by a late first round completion due to weather conditions. The increase in cost is related to screening and disposal at Industrial Landfill. Note: Cost per capita is based on estimated population provided by Environmental and Economic Development Department as follows: 2013 – 38,950 2014 – 39,265 2015 – 39,580 2016 - 39,765 E1a, Attachment 4 Workshop Packet Page Number 20 of 41 CITY OF MAPLEWOOD, MINNESOTA 2016 BUDGET Department: Program: Public Works Street Lights & Signals Fund #: Program #: 607 506 Performance Measures 2013 Actual 2014 Actual 2015 Estimate 2016 Estimate OUTPUTS/WORKLOAD Number of street lights 1,130 1,130 1,145 1,145 Number of traffic signals 51 51 51 51 EFFECTIVENESS INDICATORS Average cost per street light $200 $199 $205 $205 COMMENTS The number of street lights increased in 2011 as a result of the decorative pedestrian lighting installed near the Maplewood Mall on White Bear Avenue and County Rd D. The number also increased in 2012 with the installation of twenty new decorative pedestrian lights in the Gladstone area. In 2013, six new decorative lights were installed on the new English Bridge. The City of Saint Paul maintains the specialty lighting while Xcel Energy maintains the standard fixtures. E1a, Attachment 4 Workshop Packet Page Number 21 of 41 CITY OF MAPLEWOOD, MINNESOTA 2016 BUDGET Department: Program: Public Works Fleet Management Fund #: Program #: 702 509 Performance Measures 2013 Actual 2014 Actual 2015 Estimate 2016 Estimate OUTPUTS/WORKLOAD Total vehicles in fleet 264 264 264 264 Hours on work orders 2,776 3,293 3,200 3,200 Total staff hours 4,658 5,225 5,100 5,100 Number of work orders 1,542 1,898 1,850 1,900 Average age of equipment/vehicle 9.3 9.5 9.7 9.9 EFFECTIVENESS INDICATORS Percent of chargeable time 60%63%61%61% Work orders per vehicle 5.8 7.2 6.0 6.0 COMMENTS This program is showing an increase in the number of work orders per vehicle due to the rising average age of the fleet. E1a, Attachment 4 Workshop Packet Page Number 22 of 41 E1b MEMORANDUM To: Melinda Coleman, City Manager From: Mychal Fowlds, IT Director Subject: 2016 IT Department Budget Presentation Date: October 27, 2015 Introduction/Background The IT Departments 2016 budget request totals $787,200, almost exactly the budget of 2015. The department has only minor changes, and they are described below. The proposed budget shows a small increase in commodities in 2016 due to, in large part, the replacement of our wireless infrastructure throughout all City buildings. Our existing system will be ten years old next year and is due for replacement. Our only other significant change is in Contractual Services. In 2015, we have replaced some of our core Public Safety applications and with that we see a slight reduction in Fees for Service. The net result is a proposed budget very close to previous years. The information above and attached is looking at the IT Department as it is currently. With the City Councils recent decision to leave the Cable Commission and Coordinated Communication being a core objective, a change in staffing will likely be reviewed. Staff will continue to discuss this and will ultimately present our plan to the City Council when completed. Recommendation The proposed 2016 IT Department Budget has been presented for informational and discussion purposes. No Council action is required. Attachments 1. IT Department 2016 Budget Slide Presentation 2. IT Department 2016 Objectives 3. IT Department Performance Measurements Workshop Packet Page Number 23 of 41 PRESENTED TO MAPLEWOOD CITY COUNCIL NOVEMBER 2, 2015 IT Department 2016 Budget Mission Statement To provide the most effective information technology services and support possible to the City of Maplewood staff and citizens. E1b, Attachment 1 Workshop Packet Page Number 24 of 41 Employee Summary Current makeup of department: IT Director GIS Analyst Network/Systems Engineer Public Safety IT Technician Department Objectives Improve support of City staff Work with staff to automate routine processes Increase use of mobile technologies Evaluate Planning/Permitting applications for 2017 Work with staff to realize full capabilities of Laserfiche Improve documentation of IT systems, procedures & policies E1b, Attachment 1 Workshop Packet Page Number 25 of 41 2016 Budget $787,200 Information Technology Services 100.0% Total By Program 2016 Budget Summary by Program No significant changes from previous years. 2013 2014 2015 2016 PERCENT ORIGINAL OVER(UNDER) Total By Program ACTUAL ACTUAL BUDGET BUDGET 2015 BUDGET Information Technology Services 711,219 745,971 787,250 787,200 0.0% Totals 711,219 745,971 787,250 787,200 0.0% E1b, Attachment 1 Workshop Packet Page Number 26 of 41 2016 Budget Summary by Classification Small increase in commodities for wireless infrastructure. Small decrease in Contractual Services with the implementation of new core Public Safety application. 2013 2014 2015 2016 PERCENT ORIGINAL OVER(UNDER) Total By Classification ACTUAL ACTUAL BUDGET BUDGET 2015 BUDGET Personnel Services 365,801 354,027 368,880 375,530 1.8% Commodities 69,842 96,077 94,100 99,800 6.1% Contractual Services 252,389 276,553 302,920 288,410 -4.8% Capital Outlay and Depreciation 21,354 19,229 21,350 22,870 7.1% Other Charges 1,833 85 0 590 N/A Totals $711,219 $745,971 $787,250 $787,200 0.0% 2016 Budget Summary by Fund No significant changes from previous years. 2013 2014 2015 2016 PERCENT ORIGINAL OVER(UNDER) Total By Fund ACTUAL ACTUAL BUDGET BUDGET 2015 BUDGET Information Technology Fund 711,219 745,971 787,250 787,200 0.0% Totals $711,219 $745,971 $787,250 $787,200 0.0% E1b, Attachment 1 Workshop Packet Page Number 27 of 41 Personnel No significant changes from previous years. 4 333 0 0.5 1 1.5 2 2.5 3 3.5 4 4.5 2013 ACTUAL 2014 ACTUAL 2015 ORIGINAL BUDGET 2016 ORIGINAL BUDGET Full Time Equivalents Revenues 2013 = $ 693,680 actual 2014 = $ 743,680 actual 2015 = $ 773,680 est. 2016 = $ 803,680 est. The IT Fund receives its revenue from internal billings to other City departments. E1b, Attachment 1 Workshop Packet Page Number 28 of 41 Performance Output Measures % of Helpdesk Requests closed within SLA Strategic Objective: All Core Application/Infrastructure Uptime Strategic Objective: All Internal Ratings by Users Strategic Objective: All QUESTIONS COMMENTS CONCERNS IT Department 2016 Budget E1b, Attachment 1 Workshop Packet Page Number 29 of 41 CITY OF MAPLEWOOD, MINNESOTA 2016 BUDGET INFORMATION TECHNOLOGY MISSION STATEMENT To provide the most effective information technology services and support possible to the City of Maplewood staff and citizens. 2016 OBJECTIVES 1. Improve helpdesk responsiveness and support of City staff. 2. Improve support and knowledge of current City applications. 3. Work with staff to automate routine processes and improve efficiencies. 4. Continue to implement mobile technologies to increase staff efficiency. 5. Participate in State Electronics Challenge 6. Evaluate Planning/Permitting software applications for 2017 implementation. 7. Assist in implementing asset management application. 8. Continue to work with staff in taking full advantage of our document management system. 9. Continue documentation of IT policies & procedures. 10. Continue to increase documentation of IT systems. 11. Continue to explore working with other agencies to realize increased efficiencies. E1b, Attachment 2 Workshop Packet Page Number 30 of 41 CITY OF MAPLEWOOD, MINNESOTA 2016 BUDGET Department: Program: Information Technology Information Technology Services Fund #: Program #: 703 118 Performance Measures 2013 Actual 2014 Actual 2015 Estimate 2016 Estimate OUTPUTS/WORKLOAD Number of devices maintained 783 789 800 800 Number of workstations maintained 212 214 210 210 Number of help desk requests 1,810 1,945 2,800 2,900 Number of computers replaced 28 51 40 40 EFFECTIVENESS INDICATORS Percent of help desk service calls resolved within 24 hrs 58% 60% 65% 68% Percent of internal customers rating services as good or excellent 88% 87% 90% 90% Number of web page hits by external users 106,889 260,720 300,000 350,000 Efficiency Measures IT wage and benefit expenditures per workstation $1,725 $1,677 $1,757 $1,788 COMMENTS We will be adjusting some of our effectiveness indicators and efficiency measures this year to take effect in 2016. We are on track to shatter our record for yearly helpdesk tickets in 2015. We attribute this to some large projects this year, taking over the support of all Public Safety hardware and an increased focus on accounting for all requests. E1b, Attachment 3 Workshop Packet Page Number 31 of 41 E1c MEMORANDUM TO: City Manager Melinda Coleman FROM: Chief of Police Paul P. Schnell DATE: October 28, 2015 SUBJECT: Police Department Budget Presentation Introduction The 2016 police department budget proposal calls for a 4.3% increase over 2015. The police department budget is largely personnel costs and non-discretionary contract services, which drives the year-over-year increase. Background Despite overall reductions in the number of police department personnel over the past year, which resulted from early retirement incentive programming, personnel and non-discretionary contract services will increase in 2016. Driving the 2016 request is increased dispatching costs, contracted computer forensics services, unmarked squad leasing, and COLA and step increases for department personnel. The department proposed a reduction in commodity funds largely due to a dramatic reduction in fuel costs overall. Budget Impact Information only. Recommendation Information only. Attachments PowerPoint Presentation Workshop Packet Page Number 32 of 41 1 Police Department 2016 Budget PRESENTED TO MAPLEWOOD CITY COUNCIL OCTOBER 27, 2015 Mission Statement The Maplewood Police Department, in The Maplewood Police Department, in partnership with its citizens, will work to solve problems relating to crime and the fear of crime, with an emphasis on meeting community needs. Statement of Vision Excellence through Service E1c, Attachment 1 Workshop Packet Page Number 33 of 41 2 Organizational Chart Employee Summary Unit Supervisory FTE’s Sworn FTE’s Non- Sworn FTE s FTE s Sworn FTE’s Patrol * 8 -1 Commander -1 Lieutenant -6 Sergeants 33 0 *CSO/Animal Control 002.5 Investigations 2 7 .5 -1 Commander -1 Sergeant Records 1 Non-Sworn 02 Administration 1 Police Chief 0.33 E1c, Attachment 1 Workshop Packet Page Number 34 of 41 3 Department Objectives Reduce and solve crime/comm nit problemscrime/community problems Increase public safety Increase public confidence in policing Provide the best service & value for the money Reduction of crime focused on community priorities Traffic safetyTraffic safety Theft from auto Domestic violence and victim services Quality of life issues: Code enforcement, noise violations, etc… E1c, Attachment 1 Workshop Packet Page Number 35 of 41 4 Increase confidence in policing Ensure transparency in police practices and policies Work with residents and business by involving them in shaping police services Produce increased opportunities for the public to voice concerns about police services Work with the community to increase understanding of police Provide the Best Service & Value for the Money Work with the community to solve problems and Work with the community to solve problems and reduce service demands Free operational staff from administrative work Make better use of technology and develop more innovative ways of working Make the best use of existing resources: buildings Make the best use of existing resources: buildings, vehicles & equipment E1c, Attachment 1 Workshop Packet Page Number 36 of 41 5 2016 Budget $8,625,860 Total By Program Investigations 17.6%Police Services 67.2% Total By Program Administration 15.0% 2016 Budget Summary by Program 2013 2014 2015 2016 PERCENT ORIGINAL OVER(UNDER)2013 2014 2016ORIGINAL OVER(UNDER) Total By Program ACTUAL ACTUAL BUDGET BUDGET 2015 BUDGET Administration $935,984 $1,093,087 $1,066,230 $1,293,500 21.3% Animal Control 43,075 12,574 0 14,000 N/A Investigations 1,146,666 1,131,081 842,390 1,522,050 80.7% Police Services 6,087,522 5,937,580 6,362,840 5,796,310 -8.9% Totals 8,213,247 8,174,322 8,271,460 8,625,860 4.3% Include notes on any significant changes from previous years. E1c, Attachment 1 Workshop Packet Page Number 37 of 41 6 2016 Budget Summary by Classification 2013 2014 2015 2016 PERCENT ORIGINAL OVER(UNDER)2013 2014 2016ORIGINAL OVER(UNDER) Total By Classification ACTUAL ACTUAL BUDGET BUDGET 2015 BUDGET Personnel Services 6,549,069 6,774,880 6,966,890 7,147,130 2.6% Commodities 498,857 306,063 326,330 311,820 -4.4% Contractual Services 927,246 935,029 941,240 1,091,780 16.0% Capital Outlay and Depreciation 237,919 158,101 36,600 74,660 104.0% Other Charges 156 249 400 470 17.5% Totals 8,213,247 8,174,322 8,271,460 8,625,860 4.3% Increases: Contracted Services: Dispatching costs, computer forensics, additional squad purchase from forfeiture funds, unmarked squad leasing, and personnel COLA and step increases. Decreases: Reduction in fuel costs. 2016 Budget Summary by Fund 2013 2014 2015 2016 PERCENT ORIGINAL OVER(UNDER)() Total By Fund ACTUAL ACTUAL BUDGET BUDGET 2015 BUDGET General Fund 8,193,666 8,170,469 8,234,460 8,550,730 3.8% Police Services Fund 19,581 3,853 37,000 75,130 103.1% Totals $8,213,247 $8,174,322 $8,271,460 $8,625,860 4.3% E1c, Attachment 1 Workshop Packet Page Number 38 of 41 7 Personnel 70 Full Time Equivalents 57.91 58.91 58.33 59.9 10 20 30 40 50 60 70 Include notes on any significant changes from previous years. 0 2013 ACTUAL 2014 ACTUAL 2015 ORIGINAL BUDGET 2016 ORIGINAL BUDGET General Fund Revenues 2013 = $1,064,271 actual 2014 = $ 796,917 actual 2015 = $ 880,150 est. 2016 = $ 888,470 est. Includes: Court fines, Grants, state aid, SRO contract, Pawnbroker, Tow/Impound fees, Donations, Sale of unclaimed property, and miscellaneous. E1c, Attachment 1 Workshop Packet Page Number 39 of 41 8 Performance Output Measures Increase overall traffic stops by 10% Decrease traffic crashes by 5% Increase traffic safety awareness both inside and outside the department Increase use of technology to create Increase use of technology to create efficiencies and target efforts. Performance Output Measures Provide increased opportunity for the public to express concern about police eservice delivery.express concern about police eservice delivery. Revitalize Awards Committee to acknowledge and promote productivity and creativity Reduce theft from auto related crimes by 10% Maximize utilization of crime reduction tools – Bait cars video trailer speed trailercars, video trailer, speed trailer Maximize useful life of City assets – Squads, facilities, equipment. E1c, Attachment 1 Workshop Packet Page Number 40 of 41 9 Police Department 2016 Budget QUESTIONS COMMENTS CONCERNS E1c, Attachment 1 Workshop Packet Page Number 41 of 41