HomeMy WebLinkAbout2016 08-08 City Council Workshop PacketPPLLEEAASSEE NNOOTTEE SSTTAARRTT TTIIMMEE
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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
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Show respect during comments and/or discussions, listen actively and do not interrupt or talk amongst each other.
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Be respectful of each other’s tim e keeping remarks brief, to the point and non-repetitive.
AGENDA
MAPLEWOOD CITY COUNCIL
MANAGER WORKSHOP
5:00 P.M. Monday, August 08, 2016
City Hall, Council Chambers
A. CALL TO ORDER
B. ROLL CALL
C. APPROVAL OF AGENDA
D. UNFINISHED BUSINESS
None
E. NEW BUSINESS
1. Commissioner Interviews
2. Presentation of 2017 General Budget Overview
3. Presentation of Proposed 2017 Executive/Legislative Budget
4. Presentation of Proposed 2017 IT Department Budget
5. Presentation of Proposed 2017 Finance Department Budget
F. ADJOURNMENT
THIS PAGE IS INTENTIONALLY LEFT BLANK
MEMORANDUM
TO: Melinda Coleman, City Manager
FROM: Lois Knutson, Senior Administrative Assistant
DATE: August 3, 2016
SUBJECT: Commission & Board Interviews
Introduction
The City Council will be conducting interviews of three candidates for openings on the Planning
Commission and the Housing & Economic Development Commission. Currently there is one
opening on the Planning Commission and one opening on the Housing & Economic
Development Commission. The openings are due to resignations and term expirations.
Budget Impact
None.
Recommendation
Staff recommends that the Council interview the candidates as indicated in the schedule below.
The suggested questions will be submitted under separate cover to the Council. During the
interview process, Council Members should fill out their ballots. Once the Interview has
concluded, Council Members should submit their ballots to staff, which will be tallied with the
results brought back to the Council during the following regular meeting with a recommendation
for appointment.
Time Candidate Commission
5:00 pm John Eads Planning Commission
5:10 pm Patricia Krageland Housing & Economic Development Commission
5:20 pm Benosi Maduka Planning Commission
Housing & Economic Development Commission
Attachments
1. Candidate Applications
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MEMORANDUM
TO: Melinda Coleman, City Manager
FROM: Ellen Paulseth, Finance Director
DATE: August 8, 2016
SUBJECT: Presentation of 2017 General Budget Overview
Introduction
The City is required to file a proposed property tax levy for fiscal year 2017 with Ramsey County
in September of 2016. The final 2017 tax levy must be adopted in December of 2016. The City
Council may decrease the proposed tax levy prior to final adoption, but may not increase the
proposed levy after it is filed with the County. The city manager, finance staff, and department
heads have been actively engaged in planning and developing the 2017 operating and capital
budgets.
Budget Planning
Department Heads, along with the City Manager and Finance Director have been focused
on balancing the need to control or reduce costs with maintaining or increasing existing
levels of service.
Specific challenges for 2017 include funding body cameras, increases in dispatching
contracts and prosecution services, a new comprehensive plan, a potential 2017 special
election, equipment needs, and restructuring internal charges. Department Heads are
continuing to work on the development of sustainable solutions to structural budget
challenges, including addressing issues related to funds with deficit balances.
Governmental budgets, in general, are challenging. Because Maplewood is fully developed, it
has unique challenges due to limited potential for tax-generating development opportunities.
The City’s Budget
The primary operating fund of the City is the General Fund. Activities of the General Fund
include services such as police, fire, public works, parks maintenance, community development,
citizen services and administration. The General Fund budget is financed by the property tax
levy and revenues from other sources, such as fees, licenses, permits, fines, charges for
services and interest earnings.
Expenditures: As noted below, proposed expenditures for 2017 in the General Fund are
$863,780 more than the 2016 budget.
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The primary elements of the increase are as follows:
Wages and Benefits*679,760
Prosecution services increase 35,000
Comprehensive Plan 50,000
Body and squad camera data storage 98,000
Police dispatching contract increase 46,650
Fire dispatching contract with Allina 26,000
Public safety facility assessment 28,000
AED lease 15,800
Turnout gear 10,000
Special election services 10,000
Historical society increased funding 3,000
Cuts in existing expenditure levels (135,000)
*A 2.5% COLA increase was calculated
on 2017 wages. Election judge wages
of $47,900 were included in the event of
a special election in 2017. Total FTE’s
were increased 2.35 to include:
.75 Planner/GIS position,
.60 licensing clerk,
.40 firefighter/paramedic, and
.60 police department support.
General Fund Expenditures 2016‐2017
Budget Proposed % Increase
2016 2017 (Decrease)
Citizen Services 1,235,080 1,277,890 3.47%
Environment & Econ Development 1,012,650 1,178,460 16.37%
Executive 1,098,090 1,144,180 4.20%
Finance 702,690 679,000 ‐3.37%
Fire 1,931,370 2,040,900 5.67%
Legislative 164,090 162,180 ‐1.16%
Parks & Recreation 524,650 459,570 ‐12.40%
Police 8,550,730 9,079,580 6.18%
Public Works 3,786,550 3,847,920 1.62%
Transfers Out 28,000 28,000 0.00%
19,033,900 19,897,680 4.54%
Increase (Decrease) over Prior Year 863,780
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Revenues: General Fund revenues, not including property taxes, are expected to decrease
$433,410 compared to 2016, as illustrated below:
The primary reason for the decrease in revenues, as shown above, is a reduction in charges for
services. Please note that there has been a change in accounting convention, as all internal
charges are reflected as Transfers In for 2017 rather than charges for services as reflected in
2016. This change in presentation was made at the request of our auditors and to increase
transparency.
Overall, internal charges have decreased $473,970. This is due to a reduction in the rate of
engineering charges applied to city projects and the elimination of administrative fees charged
to deficit funds. We believe that this change will better serve the overall financial health of the
City and lower future debt.
Property tax revenue for the General Fund is projected to increase 9.6% with this budget. This
is not the overall property tax levy increase, only the General Fund portion, which represents
70% of the total tax levy.
Property Tax Levy
The City’s overall property tax levy will increase by 4.51%, or $891,720 with this budget. This
budget accomplishes a number of City initiatives:
Increase public safety effectiveness and ensure officer safety with the implementation of
body and squad camera and video capabilities,
Provides a 2.5% COLA to employees,
Provides funding for a new comprehensive plan required by the Met Council,
Restructures internal fees and charges aimed at streamlining and reducing debt burden.
General Fund Revenues 2016‐2017
% Increase
2016 2017 (Decrease)
Property Taxes 13,131,520 14,393,730 9.61%
Special Asmts & Other Taxes 64,760 67,200 3.77%
Licenses & Permits 1,242,340 1,238,600 ‐0.30%
Intergovernmental 909,710 946,500 4.04%
Charges for Services 3,251,820 1,704,300 ‐47.59%
Fines 229,000 225,000 ‐1.75%
Interest 121,440 135,000 11.17%
Miscellaneous 118,290 113,800 ‐3.80%
Transfers In ‐ 1,073,550 N/A
19,068,880 19,897,680 4.35%
Non Property Tax Increase (Decrease)(433,410)
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The overall proposed property tax levy is detailed below:
Fund Balance/Reserves
In keeping with City Council established priorities, Maplewood has a fund balance of 40% of
operating revenues. This level of a fund balance is crucial to the economic health and viability
of local units of government. A City’s bond rating is, in part, based on the fund balance or
reserves. The fund balance also helps a City manage cash flow and emergency needs. This
budget reflects the City’s established goal of 40% of operating revenues in fund balance
reserves.
Recommendation
Staff seeks Council guidance around priorities and considerations for the 2017 budget. The
final staff recommendation will be based upon feedback from the Council. Details for potential
further cuts will be presented at the workshop.
Proposed $ Increase % Increase
Levy 2016 Levy 2017 Levy (Decrease) (Decrease)
Net Tax Capacity Levy:
General Fund 13,131,520 14,393,730 1,262,210 9.6%
Debt Service Funds 4,476,760 4,745,506 268,746 6.0%
Special Revenue Funds
Recreation Programs 200,000 200,000 ‐ 0.0%
Capital Project Funds
CIP Fund 292,660 125,000 (167,660) ‐57.3%
Police Vehicles & Equipment 300,000 150,000 (150,000) ‐50.0%
Fire Truck Replacement 60,000 60,000 ‐ 0.0%
Building Replacement 50,000 ‐ (50,000) ‐100.0%
Redevelopment 25,000 ‐ (25,000) ‐100.0%
Enterprise Funds
Ambulance 310,000 100,000 (210,000) ‐67.7%
Community Center 500,000 500,000 ‐ 0.0%
Total Net Tax Capacity Levy 19,345,940 20,274,236 928,296 4.8%
Market Value Levy:
Fire Safety Bonds 316,060 279,484 (36,576) ‐11.6%
Total Market Value Levy 316,060 279,484 (36,576) ‐11.6%
EDA Levy 89,270 89,270 ‐ 0.0%
Total City Levy 19,751,270 20,642,990 891,720 4.51%
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City of Maplewood
2017 Budget Summary
General Fund
Date of Adoption: December 12, 2016
General Fund Original
Actual Budget Estimated Proposed Budget %
2015 2016 2016 2017 Incr/(Decr)
Revenues:
Property Taxes $12,275,132 $13,131,520 $12,900,000 $14,393,730 9.61%
Other Taxes 76,028 63,960 80,000 66,000 3.19%
Special Assessments 1,510 800 1,000 1,200 50.00%
Licenses & Permits 1,351,543 1,242,340 1,200,000 1,238,600 -0.30%
Intergovernmental 936,437 909,710 935,000 946,500 4.04%
Charges for Service 2,878,857 3,251,820 3,250,000 1,704,300 -47.59%
Fines & Forfeits 220,951 229,000 225,000 225,000 -1.75%
Interest 44,021 121,440 110,000 135,000 11.17%
Miscellaneous Revenue 96,219 89,050 95,000 88,800 -0.28%
Total Revenues 17,880,699 19,039,640 18,796,000 18,799,130 -1.26%
Expenditures:
Current
Citizen Services 1,176,853 1,235,080 1,219,000 1,277,890 3.47%
Environment & Econ Dev 1,067,683 1,012,650 1,013,000 1,178,460 16.37%
Executive 989,799 1,098,090 1,081,000 1,144,180 4.20%
Finance 698,022 702,690 658,000 679,000 -3.37%
Fire 1,843,316 1,931,370 1,897,000 2,040,900 5.67%
Legislative 154,906 164,090 161,000 162,180 -1.16%
Parks & Recreation 526,431 524,650 524,000 459,570 -12.40%
Police 8,072,681 8,550,730 8,460,000 9,079,580 6.18%
Public Works 3,559,151 3,786,550 3,590,000 3,847,920 1.62%
Total Current Expenditures 18,088,842 19,005,900 18,603,000 19,869,680 4.54%
Capital Outlay
Parks & Recreation 15,168 - - - N/A
Public Works 36,131 - - N/A
Total Capital Outlay 51,299 - - - N/A
Total Expenditures 18,140,141 19,005,900 18,603,000 19,869,680 4.54%
Excess of Revenues Over (259,442) 33,740 193,000 (1,070,550) -3272.94%
(Under) Expenditures
Other Financing Sources (Uses)
Transfers In - - - 1,073,550 0.00%
Transfers Out (619,316) (28,000) (28,000) (28,000) 0.00%
Sale of General Fixed Assets 220,964 29,240 30,000 25,000 -14.50%
Total Other Financing (398,352) 1,240 2,000 1,070,550 86234.68%
Sources (Uses)
Net Change in Fund Balance (657,794) 34,980 195,000 -
Fund Balances:
Beginning of Year 8,364,323 7,706,529 7,706,529 7,901,529
End of Year $ 7,706,529 $ 7,741,509 $ 7,901,529 $ 7,901,529
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Proposed 2017 Budget WorkshopAugust 8, 2016E2, AttachmentWorkshop Packet Page Number 10 of 67
Strategic PrioritiesFinancial StabilityCoordinated CommunicationEffective GovernanceTargeted RedevelopmentOperational EffectivenessE2, AttachmentWorkshop Packet Page Number 11 of 67
Overall Proposed Tax LevyProposed Increase % Increase2016 Levy 2017 Levy (Decrease) (Decrease)19,751,270 20,642,990 891,720 4.51%E2, AttachmentWorkshop Packet Page Number 12 of 67
Proposed 2017 Levy by FundProposed $ Increase % IncreaseLevy: 2016 Levy 2017 Levy (Decrease) (Decrease)General Fund 13,131,520 14,393,730 1,262,210 9.6%Debt Service Funds4,476,760 4,745,506 268,746 6.0%Special Revenue Funds 200,000 200,000 - 0.0%Capital Project Funds727,660 335,000 (392,660) -54.0%Enterprise Funds810,000 600,000 (210,000) -25.9%EDA Fund89,270 89,270 - 0.0%Market Value Debt316,060 279,484 (36,576) -11.6%Total City Levy19,751,270 20,642,990 891,720 4.5%E2, AttachmentWorkshop Packet Page Number 13 of 67
General Fund Revenues68.9%0.3%6.5%4.8%17.1%1.2%0.6%0.6%0.0%General Fund 2016 Revenues Property TaxesSpecial Asmts & Other TaxesLicenses & PermitsIntergovernmentalCharges for ServicesFinesInterestMiscellaneousTransfers In72.3%0.3%6.2%4.8%8.6%1.1%0.7%0.6%5.4%General Fund 2017 RevenuesProperty TaxesSpecial Asmts & Other TaxesLicenses & PermitsIntergovernmentalCharges for ServicesFinesInterestMiscellaneousTransfers InE2, AttachmentWorkshop Packet Page Number 14 of 67
General Fund Revenues Classification% Increase2016 2017 (Decrease)Property Taxes 13,131,520 14,393,730 9.61%Special Asmts & Other Taxes 64,760 67,200 3.77%Licenses & Permits1,242,340 1,238,600 ‐0.30%Intergovernmental909,710 946,500 4.04%Charges for Services3,251,820 1,704,300 ‐47.59%Fines229,000 225,000 ‐1.75%Interest121,440 135,000 11.17%Miscellaneous118,290 113,800 ‐3.80%Transfers In‐ 1,073,550 N/A19,068,880 19,897,680 4.35%Non‐property tax revenues decreased 7.3%E2, AttachmentWorkshop Packet Page Number 15 of 67
General Fund Expenditures14,913,620 74.95%801,260 4.03%4,154,800 20.88%28,000 0.14%General Fund 2017 Expenditures by CategoryWages & BenefitsCommoditiesContracted ServicesTransfers Out14,233,860 74.64%845,860 4.44%3,961,390 20.77%28,000 0.15%General Fund 2016 Expenditures by CategoryWages & BenefitsCommoditiesContracted ServicesTransfers OutE2, AttachmentWorkshop Packet Page Number 16 of 67
General Fund Expenditures (continued)E2, AttachmentWorkshop Packet Page Number 17 of 67
Personnel ChangesChanges include:•GIS Planner position .75•Citizens Services position .60•Firefighter/Paramedic .40•Police Administration .60Total 2.35 FTEE2, AttachmentWorkshop Packet Page Number 18 of 67
Major Factors in Levy Increase•Increase in prosecution services 35,000•Comprehensive Plan 50,000•Body and squad camera data storage 98,000•2.5% COLA, election and 2.35 FTE’s 679,760•Public safety dispatching increases 72,650•Public safety facility assessment 28,000•Fire equipment 25,800•Debt service increase 232,166E2, AttachmentWorkshop Packet Page Number 19 of 67
Budget Cuts•$270,870 cuts made by City Manager and Finance Director prior to presentation to Council•A 1% decrease in the levy requires additional cuts in the amount of $200,000E2, AttachmentWorkshop Packet Page Number 20 of 67
Additional ConsiderationsSpecial election $60,000Planner/GIS position $57,000 (General Fund portion)Administrative intern $18,500Safety consultant $10,000Body cameras and storage $130,000DMV clerk PT hours $30,500Historical Society increase $3,000E2, AttachmentWorkshop Packet Page Number 21 of 67
Questions?E2, AttachmentWorkshop Packet Page Number 22 of 67
MEMORANDUM
TO: Melinda Coleman, City Manager
FROM: Mike Funk, Assistant City Manager/HR Director
DATE: August 3, 2016
SUBJECT: Presentation of Proposed 2017 Executive/Legislative Budget
Introduction
The Executive Department consists of the following five divisions: Administration,
Communications, Human Resources, Legal, and Safety. The proposed expenditures for 2017
are estimated to increase by approximately 30 percent.
The Legislative Department consists of the following five divisions: Charitable Gambling, City
Council, Human Rights Commission, Maplewood EDA, and Police Civil Service
Commission. The proposed expenditures for 2017 are expected to decrease slightly by
approximately .6 percent.
City Staff will discuss both departments and provide a foundation regarding operations.
Background
The Communications division is a new addition to the Executive Department budget. As a
result, the main reason for the departmental increase of 30 percent is in recognition of
personnel costs related to the positions of Communications Manager, Communications
Coordinator, and a part-time specialist. While the Communications division is contained within
the Executive Department, it is however, not funded through the general fund. Rather the
Communications fund is considered a special revenue fund and the costs for the division will be
covered/off-set by revenues generated by PEG and Franchise Fees.
The other consideration is the proposed increase in prosecution attorney services. Prosecution
services are anticipated to increase by $60,210. Staff recognizes this is a significant increase
from the previous year, however market research indicated the city of Maplewood has been
underpaying for these services as compared to other cities similar in size and level of
activity. Also, this budget recognizes the partnership between the City of Maplewood and the
Ramsey County Attorney's office regarding the Joint Domestic Abuse Prosecution
Enhancement Project.
For the Legislative Fund, the increase reflects modest increases in inflation.
Budget Impact
Information only.
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Recommendation
Information only.
Attachments
1. PowerPoint Presentation for Executive Department
2. PowerPoint Presentation for Legislative Department
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0
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Executive Department2017 Budget
Presented to Maplewood City Council
August 8, 2016
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Mission Statement
•To provide leadership for the effective implementation of policy directions given by they Maplewood City Council to efficiently deliver public services to the citizens of Maplewood.
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City Organizational Chart
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What We Do?
•Leading the organization…
Full Time Employees: 151
Part Time Employees: 22
Total Benefit EE’s 173
Temp/Seasonal/Cas. 241
Total Staff: 414
7 Bargaining Units
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Executive Department Organizational Chart
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Employee Summary
Makeup of department: (7.2 FTE)
•City Manager
•Assistant City Manager / Human Resource Director
•Senior Administrative Assistant
•Human Resource Coordinator
•Human Resource Assistant (.6 FTE)
•Communications Manager
•Communications Coordinator
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Personnel
*For 2017, the additional 2 FTE assumes a communications manager and a communications coordinator.
2014 ACTUAL 2015 ACTUAL 2016 ORIGINAL BUDGET
2017 ORIGINAL BUDGET
1
2
3
4
5
6
7
8
FTEsE3, Attachment 1
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2017 Department Objectives
•Budget Sustainability
•Citizen Engagement‐Racial Equity
•Communications
•Employee Well ‐Being and Safety
•Succession Planning
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2017 Strategic Initiatives (Action Steps)
•Create and Implement Communications Strategy – Coordinated
Communications
•Improve Employee Performance Review Process‐Effective
Governance
•Launch ‘Maplewood University’ –Effective Governance
•Focus on Gladstone Neighborhood and Rice Street Corridor‐
Targeted Redevelopment
•Implementation of effective Performance Measures –Operational
Effectiveness
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Performance Measures/Key Outputs
•Average time to complete the recruitment process (open date to close
date)
•Average time to complete the recruitment process (open date to
candidate start date)
•Percentage of workforce that represent people of color
•Percentage of employee and family member participation in health
assessment
•Workers Compensation ratio
•Number of Employee Recruitments
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2017 General Fund Budget
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2017 Total Executive Budget
$1,426,420
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2017 Total Executive Budget
$1,426,420
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2017 Budget Summary by Program
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2017 Budget Summary by Fund
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2017 Budget Summary by Classification
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Executive Department2017 Budget
•Questions
•Comments
•Concerns
E3, Attachment 1
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Legislative Department2017 Budget
Presented to Maplewood City Council
August 8, 2016
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Mission Statement
•To provide for the establishment of policies and adoption of local laws for the public health, safety and welfare of the citizens of the City of Maplewood through the City Council, as advised by various commissions and task forces as authorized by ordinance and appointment.
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Legislative Department Organizational Chart
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2017 Department Objectives
•Financial Sustainability
•Coordinated Communication
•Effective Governance
•Targeted Redevelopment
•Operational Effectiveness
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2017 General Fund Budget
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2017 Total Legislative Budget
$329,760
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2017 Total Legislative Budget
$329,760
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2017 Budget Summary by Program
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2017 Budget Summary by Fund
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2017 Budget Summary by Classification
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Legislative Department2017 Budget
•Questions
•Comments
•Concerns
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MEMORANDUM
TO: Melinda Coleman, City Manager
FROM: Mychal Fowlds, IT Director
DATE: August 3, 2016
SUBJECT: Presentation of Proposed 2017 IT Department Budget
Introduction
The IT Departments 2017 budget request totals $766,767, quite similar to the budget for 2016. The
department has only minor changes, and they are described below.
Background
As stated above, the IT Departments 2017 budget requests are fairly similar to previous years.
One of the changes from previous years is in personnel. We are in the process of hiring an IT Technician
and that position is included in the 2017 budget. Along with that, our former GIS Analyst, Chad Bergo, has
moved into his new role as Communications Coordinator. This proposed budget includes funding for 20%
of a GIS Analyst/Planner position to fill that void (EEDD & PW propose to fund the additional 80%). These
proposed changes equate to almost the exact same Personnel Services budget as in 2016.
The only other change of significance in the IT budget is the reduction of Contractual Services. This is due,
in large part, to the fact that many Communication based services (website hosting fees, etc.) are now paid
for out of the Cable Fund.
The changes above result in a proposed 2017 IT budget reduction of 2.6%.
Recommendation
The proposed 2017 IT Department Budget has been presented for information and discussion purposes.
No Council action is required.
Attachments
1.IT Department 2017 Budget Slide Presentation
Workshop Packet Page Number 40 of 67
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IT Department2017 Budget
Presented to Maplewood City Council
August 8, 2016
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Mission Statement
To provide the most effective Information Technology services and support possible to the City of Maplewood staff and citizens.
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City Organizational Chart
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What We Do?
•Provide Technical Assistance (Helpdesk)
•Ensure Infrastructure Stability
•Assist with Process Improvement
•Promote Use of Technology to Gain Efficiencies
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IT Department Organizational Chart
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Employee Summary
Current makeup of department: (4.0 FTE)
•IT Director
•Network/Systems Engineer
•Public Safety IT Technician
•IT Technician
E4, Attachment 1
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Personnel
3333.2
0
0.5
1
1.5
2
2.5
3
3.5
2014 ACTUAL 2015 ACTUAL 2016 ORIGINAL BUDGET 2017 ORIGINAL BUDGET
Full Time Equivalents
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2017 Department Objectives
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2017 Strategic Initiatives
•Utilize electronic workflow to increase
department efficiencies
•Utilize forms to input workflow
•Continue to explore hosted services
•Increase training of end‐users
•Increase cross‐training
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Performance Measures/Key Outputs
Key Outputs
•Number of devices & applications supported
•Number of helpdesk tickets
Performance Measures
•% of helpdesk tickets closed within SLA timeframe
•% of internal customers rating services as good or
excellent
•% of uptime for core applications/infrastructure
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2017 Budget
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2017 Budget Summary by Fund
2014 2015
2016
2017
PERCENT
ORIGINAL OVER(UNDER)
Total By Fund ACTUAL ACTUAL BUDGET BUDGET 2015 BUDGET
Information Technology Fund 745,971 749,297 787,200 766,767 (2.6)%
Totals $745,971 $749,297 $787,200 $766,767 (2.6)%
E4, Attachment 1
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2017 IT Budget Summary by Classification
$766,767
Personnel Services
49.3%Commodities
12.5%
Contractual Services
33.7%
Capital Outlay and Depreciation
4.5%
Total By Classification
0
2017 Budget Requests
2016 Budget Proposed 2017
Budget
Personnel Services $375,530 $377,883
Commodities $99,800 $95,650
Contractual Services $288,410 $258,677
Depreciation $22,870 $34,557
Other $590 $0
Total $787,200 $766,767
E4, Attachment 1
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IT Department2017 Budget
•Questions
•Comments
•Concerns
E4, Attachment 1
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MEMORANDUM
To:
Melinda Coleman, City Manager
From:
Joe Rueb, Accounting Supervisor
Ellie Paulseth, Finance Director
Date:
July 5, 2016
Subject:
Presentation of Proposed 2017 Finance Department Budget
Highlights of 2017 Budget Requests:
The Finance Department 2017 budget request is $679,000 which is a 3.37%
decrease from the original 2016 budget. All of it is financed by the General Fund.
The breakdown by program is as follows:
1. Administration program expenditures are anticipated to decrease from
the original 2016 Budget by 0.96% or $3,290. Personnel services have
decreased by 4.2% or $9,270. Contractual services have increased by
4.1% or $4,880.
2. Total Finance Services program expenditures are anticipated to
decrease from the original 2016 Budget by 5.7% or $20,400. Personal
services have increased by 3.3% or $10,520 and contractual services
increased by 12.6% or $1,080. Internal investment management fees of
$32,000 were eliminated.
The largest expenditure category in the 2017 budget request is personal services
at $539,400. This amount along with internal I.T. charges of $48,640 is 87% of
the total request.
Workshop Packet Page Number 49 of 67
E5
Breakdown of 2017 Operating Budget by Program:
PROGRAM
2016
ORIGINAL
BUDGET
2017
DEPT.
REQUEST
PERCENT
CHANGE
OVER 2016
ORIGINAL
BUDGET
Administration $344,200 $340,910 (0.96%)
Finance Services 358,490 338,090 (5.69)
TOTALS $702,690 $679,000 (3.37%)
JUSTIFICATION FOR NEW PERSONNEL:
No new personnel included in budget request.
CAPITAL OUTLAY REQUESTS:
None.
ORGANIZATION CHART:
No changes.
Workshop Packet Page Number 50 of 67
0E5, AttachmentWorkshop Packet Page Number 51 of 67
0Finance Department2017 BudgetPresented to Maplewood City CouncilAugust 8, 2016E5, AttachmentWorkshop Packet Page Number 52 of 67
0Mission StatementTo provide quality financial services and to maintainthe City’s financial health and stability.E5, AttachmentWorkshop Packet Page Number 53 of 67
0City Organizational ChartE5, AttachmentWorkshop Packet Page Number 54 of 67
0What We Do?•Managing City Finances…$35M City Budget$70M Debt Portfolio$70M Total ExpendituresE5, AttachmentWorkshop Packet Page Number 55 of 67
0Finance Department Organizational ChartE5, AttachmentWorkshop Packet Page Number 56 of 67
0Employee SummaryCurrent makeup of department: (4.75 FTE)•Finance Director•Accounting Supervisor•Accountant .5 (budgeted 4.75)•Accounting Technician•Payroll TechnicianE5, AttachmentWorkshop Packet Page Number 57 of 67
0PersonnelE5, AttachmentWorkshop Packet Page Number 58 of 67
02017 Department ObjectivesMaintain highest quality financial reportingMaintain AA+ bond ratingAdequately plan for future capital investmentStreamline processes and improve efficienciesAlign investment portfolio with financial obligationsE5, AttachmentWorkshop Packet Page Number 59 of 67
02017 Strategic Initiatives (Action Steps)E5, AttachmentWorkshop Packet Page Number 60 of 67
0Performance Measures/Key OutputsBond RatingInvestment Portfolio PerformanceGFOA Financial Reporting Program AwardsLong Term Financial Planning OutcomesE5, AttachmentWorkshop Packet Page Number 61 of 67
02017 City BudgetE5, AttachmentWorkshop Packet Page Number 62 of 67
02017 Budget$679,000E5, AttachmentWorkshop Packet Page Number 63 of 67
02017 Budget Summary by Fund•$679,000 Finance Budget, all included in General Fund budget of $19,869,680E5, AttachmentWorkshop Packet Page Number 64 of 67
02017 Budget Summary by ProgramE5, AttachmentWorkshop Packet Page Number 65 of 67
02017 Budget Summary by ClassificationE5, AttachmentWorkshop Packet Page Number 66 of 67
0Finance Department2017 Budget•Questions•Comments •ConcernsE5, AttachmentWorkshop Packet Page Number 67 of 67