HomeMy WebLinkAbout2016 08-22 City Council Workshop PacketPPLLEEAASSEE NNOOTTEE SSTTAARRTT TTIIMMEE
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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 22, 2016
City Hall, Council Chambers
A. CALL TO ORDER
B. ROLL CALL
C. APPROVAL OF AGENDA
D. UNFINISHED BUSINESS
None
E. NEW BUSINESS
1. Presentation of Proposed 2017 Legislative Budget
2. Presentation of Proposed 2017 Finance Department Budget
3. Presentation of Proposed 2017 Environmental & Economic Development Department
Budget
4. Presentation of Proposed 2017 Parks & Recreation Department Budget
5. Presentation of Proposed 2017 Public Works Department Budge t
F. ADJOURNMENT
THIS PAGE IS INTENTIONALLY LEFT BLANK
MEMORANDUM
TO: Melinda Coleman, City Manager
FROM: Mike Funk, Assistant City Manager/HR Director
DATE: August 17, 2016
SUBJECT: Presentation of Proposed 2017 Legislative Budget
Introduction
The Legislative Department consists of the following five programs (divisions):
• Charitable Gambling
• City Council
• Human Rights Commission
• Maplewood EDA
• Police Civil Service Commission
The proposed expenditures for 2017 are expected to DECREASE slightly by approximately .66
percent.
City Staff will present a PowerPoint at the meeting that illustrates the operations of the
department.
Background
The total budget for the department is $329,760. The City Council program represents the
largest program in the department by representing 49 percent of the budget. The Maplewood
Area EDA is the second largest at 42 percent. The two largest expenditure items are Council
Compensation and Memberships to Organizations (LMC, Metro Cities, MLC, NLC). For the
Maplewood Area EDA, the expenditures are related to business development.
Budget Impact
Information only.
Recommendation
Information only.
Attachments
1. PowerPoint Presentation for Legislative Department
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0Workshop Packet Page Number 2 of 95
0Legislative Department2017 BudgetPresented to Maplewood City CouncilAugust 22, 2016Workshop Packet Page Number 3 of 95
0Mission 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.Workshop Packet Page Number 4 of 95
0Legislative Department Organizational ChartWorkshop Packet Page Number 5 of 95
02017 Department Objectives •Financial Sustainability•Coordinated Communication•Effective Governance•Targeted Redevelopment•Operational EffectivenessWorkshop Packet Page Number 6 of 95
02017 General Fund BudgetWorkshop Packet Page Number 7 of 95
02017 Total Legislative Budget$329,760Workshop Packet Page Number 8 of 95
02017 Total Legislative Budget$329,760Workshop Packet Page Number 9 of 95
02017 Budget Summary by ProgramWorkshop Packet Page Number 10 of 95
02017 Budget Summary by FundWorkshop Packet Page Number 11 of 95
02017 Budget Summary by ClassificationWorkshop Packet Page Number 12 of 95
0Legislative Department2017 Budget•Questions•Comments •ConcernsWorkshop Packet Page Number 13 of 95
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MEMORANDUM
To: Melinda Coleman, City Manager
From: Joe Rueb, Accounting Supervisor
Ellie Paulseth, Finance Director Date: August 22, 2016 Subject: FINANCE DEPARTMENT 2017 BUDGET REQUEST
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 14 of 95
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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.
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0Workshop Packet Page Number 16 of 95
0Finance Department2017 BudgetPresented to Maplewood City CouncilAugust 22, 2016Workshop Packet Page Number 17 of 95
0Mission StatementTo provide quality financial services and to maintainthe City’s financial health and stability.Workshop Packet Page Number 18 of 95
0City Organizational ChartWorkshop Packet Page Number 19 of 95
0What We Do?•Managing City Finances…$35M City Budget$70M Debt Portfolio$70M Total Expenditures$20M PayrollWorkshop Packet Page Number 20 of 95
0Finance Department Organizational ChartWorkshop Packet Page Number 21 of 95
0Employee SummaryCurrent makeup of department: (4.75 FTE)•Finance Director•Accounting Supervisor•Accountant .5 (budgeted .75)•Accounting Technician•Payroll TechnicianWorkshop Packet Page Number 22 of 95
0PersonnelWorkshop Packet Page Number 23 of 95
02017 Department ObjectivesMaintain highest quality financial reportingMaintain AA+ bond ratingAdequately plan for future capital investmentStreamline processes and improve efficienciesAlign investment portfolio with financial obligationsWorkshop Packet Page Number 24 of 95
02017 Strategic Initiatives (Action Steps)Workshop Packet Page Number 25 of 95
0Performance Measures/Key OutputsBond RatingInvestment Portfolio PerformanceGFOA Financial Reporting Program AwardsLong Term Financial Planning OutcomesWorkshop Packet Page Number 26 of 95
02017 City BudgetWorkshop Packet Page Number 27 of 95
02017 Budget$679,000Workshop Packet Page Number 28 of 95
02017 Budget Summary by Fund•$679,000 Finance Budget, all included in General Fund budget of $19,869,680Workshop Packet Page Number 29 of 95
02017 Budget Summary by ProgramWorkshop Packet Page Number 30 of 95
02017 Budget Summary by ClassificationWorkshop Packet Page Number 31 of 95
0Finance Department2017 Budget•Questions•Comments •ConcernsWorkshop Packet Page Number 32 of 95
MEMORANDUM
TO:
FROM:
SUBJECT:
DATE:
Melinda Coleman, City Manager
DuWayne Konewko, Environmental and Economic Development Director
Presentation of Proposed 2017 EEDD Department Budget
August 22, 2016
Introduction
The proposed 2017 Environmental and Economic Development Department budget is 6.8%
higher than the adopted 2016 budget. The General Fund is proposed to increase 16.4% over
2016 ($1,178,460 vs $1,012,650). This is the result of shifting personnel changes with the
addition of the department head’s salary and the proposed addition of a planning/GIS Analyst –
additional $41,330. In addition, $50,000 is proposed for the completion of the city’s
comprehensive plan update. The city is applying for a non-competitive grant from the
Metropolitan Council which would reimburse the city up to $32,000 in costs incurred during the
plan update. The building inspection budget will see a decrease of $23,350 from 2016 to 2017
while hiring a new Building Inspector and Building Official.
Included in your council packet are slides from the staff presentation that summarize the 2017
EEDD proposed budget.
Background
2016 Accomplishments:
•Created and maintained pages on the website for development projects – allowing
individuals to check in on the progress of reviews
•Completed first phase of Frost English Village – important step in continued
redevelopment of Gladstone
•Broke ground of the city’s first fully market-rate apartment complex in several years –
Conifer Ridge; Legacy Village
•By end of year, staff member will complete the Economic Development Finance
Professional Certification Program through the National Development Council
•Successful old Goodyear Tire building conversion into Maplewood Pediatric Dentistry
•Maplewood Women’s Care Clinic addition
•Completed Prairie Care medical office building
•Completed large renovation of 3M’s Building 223
•Awarded GreenStep Cities Step 4 Award
•Energize Maplewood! Team Energy Challenge
•Community Solar Garden Subscription Saving the City $200,000 plus over 25 years
•Organics collection in city facilities
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2017 Goals:
• Take first steps in building a successful housing program
• Complete business engagement program
• Continue and expand opportunities for staff training
• Continue management of all permits and inspections requirements to manage all
development within the city.
• Start second phase of Frost English Village while also exploring potential for other
redevelopment opportunities
• Retain delegation agreement with the State of Minnesota for all state-licensed facilities
• Continue transition into the digital realm with building plans and filing requirements
• Oversee safe and livable building projects throughout the community
• Adoption of new state food and pool codes and new inspection system which will result
in a large amount of time being spent educating licensed establishments on the
changes.
• New trash and recycling contracts
• Increase recycling participation
Discussion
As the department prepares to embark on creating a housing program, continuing to capitalize
on redevelopment opportunities in Gladstone and continuing the city’s business engagement
programs, the need for additional planning staff is apparent. The current makeup of the
department results in staff largely focusing on the day-to-day operations of managing all
development in the city. A new, entry-level planner/GIS analyst position – which would be
funded by the environmental and economic development, public works and IT departments –
will allow the city to expand its capability in achieving more of the stated long-range goals. In
addition, this position will allow the city to continue providing geographical information system
(GIS) resources city-wide.
Planner
• Growing expectations and programs
o Additional resource to work with department to implement housing strategies and
continued business engagement
• Provide additional support for development in the city
o Every building project in the city is facilitated by the city’s planning department;
additional resources ensure the city continues to have smooth development
review processes that incorporate meeting the city’s requirements and the
public’s concerns.
GIS analyst
• GIS as a communication tool
o Communicate complex policy decisions using GIS as a visual tool that tells the
city’s story – also maintain high level of service for residents and developers
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• GIS as a policy analysis tool
o Bring clarity to difficult choices by breaking down demographic trends
affecting the city and to analyze the implications of potential decisions
• Accurate mapping of city infrastructure
o Critical for day-to-day operations of the city
• Enhance park user experience
o Create and maintain interactive Parks System Map to better serve users
• Provide GIS services city-wide
o Create and maintain mapping resources with departments throughout the city
Budget Impact
As previously stated, the 2017 Environmental and Economic Development Department budget
is 6.8 percent higher than the 2016 adopted budget and the General Fund is proposed to
increase 16.4% over 2016.
Recommendation
The discussion regarding the Environmental and Economic Development Department’s
proposed 2017 budget is informational only, and no formal city council action is requested.
Attachments
1. EEDD 2017 Proposed Budget Slide Presentation
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0Workshop Packet Page Number 36 of 95
0Environmental and Economic Development Department2017 BudgetPresented to Maplewood City CouncilAugust 15, 2016Workshop Packet Page Number 37 of 95
0Workshop Packet Page Number 38 of 95
0What We Do?•Land use planning and zoning •Economic development •Environmental programs and education •Inspections •Code enforcement •Contractor licensing •Organized collection •Recycling •Green building programs •Commission packet preparation Workshop Packet Page Number 39 of 95
0Environmental and Economic Development Department Organizational ChartWorkshop Packet Page Number 40 of 95
0Current Employee SummaryEnvironmental and Economic Development DirectorAdmin Staff Economic Development and Planning Staff Health and Code Enforcement StaffBuilding StaffOffice Specialist EconomicDevelopment CoordinatorHealth Officer Building Official Office Specialist EnvironmentalPlannerEnvironmentalSpecialistBuilding Inspector Building Inspector Workshop Packet Page Number 41 of 95
0Personnel* Current staff level is 10.70 FTE.2014 ACTUAL2015 ACTUAL2016 ORIGINAL BUDGET2017 ORIGINAL BUDGET0.05.010.015.0FTEsWorkshop Packet Page Number 42 of 95
0Expand economic development efforts through pro-active actions that stimulate housing and non-residential development, including redevelopment of strategic areas of the City.Protect public’s health and improve the quality of life of the citizen’s of Maplewood through the prevention of disease, education, outreach and inspections. Carry out the long-range planning vision for the community’s future as described in the 2030 Comprehensive Plan and the City Council’s goals. 2017 Department ObjectivesWorkshop Packet Page Number 43 of 95
02017 Department ObjectivesEducate contractors, design professionals and the public through pre-development meetings, literature, city website, and the permit processEducate city staff and the community in developing a sustainable “green building practices and methods”, including the promotion and implementation through incentives of green construction and the Maplewood Green Building Program.Promote high quality building and site design by recommending and requiring enhanced amenities during city development and building reviews. Workshop Packet Page Number 44 of 95
02017 Department ObjectivesProvide leadership by serving as the staff liaisons and technical experts for four of the city’s citizen advisory boards and commissions. Provide technical expertise and regional leadership in issues related to municipal environmental practices and critical environmental issues that influence the city. Promote and manage the single-hauler solid waste and recycling programs to ensure compliance with regional and state rules and regulations.Workshop Packet Page Number 45 of 95
02017 Strategic Initiatives (Action Steps)Workshop Packet Page Number 46 of 95
02017 Strategic Initiatives (Action Steps)and Rice Larpenteur area).
Workshop Packet Page Number 47 of 95
0Performance Measures/Key Outputs•Truth-in-Housing Inspection reports, permits issued and inspections scheduled•Commission packets issued and meetings held •Permit revenue generated •Code enforcement complaints inspected •Planning and land use applications reviewed •Restaurant, lodging and pool inspections •Recycling educational opportunities Workshop Packet Page Number 48 of 95
02017 BudgetWorkshop Packet Page Number 49 of 95
0Administration16.5%Building Inspections21.0%Code Enforcement3.9%Planning 23.3%Public Health Inspections2.2%Recycling Program33.1%Total By Program2017 Environmental and Economic Development Budget$2,115,140Workshop Packet Page Number 50 of 95
02017 Environmental and Economic Development Budget$2,115,140Personnel Services59.5%Commodities0.4%Contractual Services37.6%Other Charges2.5%Total By ClassificationWorkshop Packet Page Number 51 of 95
02017 Budget Summary by Program2014 201520162017PERCENTORIGINAL OVER(UNDER)Total By Program ACTUAL ACTUAL BUDGET BUDGET 2016 BUDGETAdministration $285,305 $291,599 $256,980 $349,940 36.2%Building Inspections 483,881 491,869 468,340 444,990 ‐5.0%Code Enforcement 95,905 63,364 82,580 81,580 ‐1.2%Planning 561,190 462,937 432,810 493,030 13.9%Public Health Inspections 46,366 49,317 43,640 45,860 5.1%Recycling Program 632,908 648,135 695,560 699,740 0.6%Totals 2,105,555 2,007,221 1,979,910 2,115,140 6.8%
Workshop Packet Page Number 52 of 95
02017 Budget Summary by Fund2014 201520162017PERCENTORIGINAL OVER(UNDER)Total By Fund ACTUAL ACTUAL BUDGET BUDGET 2016 BUDGETGeneral Fund 1,181,243 1,067,682 1,012,650 1,178,460 16.4%Environmental Utility Fund 291,404 291,404 271,700 236,940 ‐12.8%Recycling Fund 632,908 648,135 695,560 699,740 0.6%Totals $2,105,555 $2,007,221 $1,979,910 $2,115,140 6.8%
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02017 Budget Summary by Classification2014201520162017PERCENTORIGINALOVER(UNDER)Total By ClassificationACTUAL ACTUAL BUDGET BUDGET 2016 BUDGETPersonnel Services1,342,905 1,219,116 1,172,740 1,259,320 7.4%Commodities11,003 15,113 9,200 8,250 ‐10.3%Contractual Services691,748 722,210 743,930 795,070 6.9%Capital Outlay and Depreciation8,847 0 0 0 N/AOther Charges51,052 50,782 54,040 52,500 ‐2.8%Totals2,105,555 2,007,221 1,979,910 2,115,140 6.8%Workshop Packet Page Number 54 of 95
0Environmental and Economic Development Department 2017 Budget•Questions•Comments •ConcernsWorkshop Packet Page Number 55 of 95
MEMORANDUM
TO:
FROM:
SUBJECT:
DATE:
Melinda Coleman, City Manager
DuWayne Konewko, Parks & Recreation Director
Presentation of Proposed 2017 Parks & Recreation Department Budget
August 22, 2016
Introduction
The proposed 2017 Parks & Recreation Budget is 4.6% higher than the adopted 2016 budget
($4,098,680 vs $3,916,720). The General Fund contribution for the department is decreasing by
12.4% over 2016. This is the result of shifting 50% of the Parks & Recreation Director’s salary to
EEDD. The Maplewood Community Center budget for 2017 is proposed to increase 6.0% over
2016. The Recreation budget is proposed to increase 12.4% over 2016 due to the addition of a
Recreation Supervisor and an increase in the number of program offerings. The Nature Center
EUF budget will see an increase of 1.6% over 2016.
Included in your council packet are slides from the staff presentation that summarize the 2017
Parks & Recreation Department proposed budget.
Background
2016 Accomplishments:
•Partnered with Healthy Contributions to offer new insurance reimbursement and
renewed offsite fitness class contracts
•Transitioned membership opportunities to admissions counter
•Partnered with Z Puppets Rosenschnoz on the Kid City project including the very
successful Laugh-In event at the MCC
•Completion of the 3nd Annual 3/5K run
•Completion of the Fish Creek Trail – installing 6000’ of asphalt trail – complete in
September 2016
•Taught environmental coursework to over 9,000 visitors at the Nature Center
2017 Goals:
•Increase number of events at the MCC including outreach to diverse communities
•Increase the number of membership transactions at the admissions counter while
working towards an increase in MCC memberships
•Implement outcomes of the Maplewood Parks System Master Plan
•Expand youth fitness/wellness programming through a potential partnership with the
Ramsey County Library
•Work with the watershed to solicit and secure funding for the redevelopment of
Wakefield Park
•Explore the creation of a Maplewood Area Arts Council to further public art efforts
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• Add an additional 10 raised beds at the Edgerton Community Garden
• Continue to build on the success of Kid City Programs
• Continue to invest in staff – largest resource
• Continue to seek out additional revenue streams to help offset costs – leverage
• Implement Council’s Strategic Goals
• Continue to work alongside other city departments to implement council goals
Budget Impact
As previously stated, the 2017 Parks & Recreation Department budget is 4.6% higher than the
2016 adopted budget and the General Fund contribution is decreasing by 12.4% over 2016.
Recommendation
The discussion regarding the Parks & Recreation Department’s proposed 2017 Budget is
informational only and no formal council action is requested.
Attachments
1. Proposed 2017 Parks & Recreation Department Budget Slide Presentation
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0Workshop Packet Page Number 58 of 95
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PARKS & RECREATION Department2017 Budget
Presented to Maplewood City Council
August 15, 2016
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0Workshop Packet Page Number 60 of 95
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What We Do?
•Parks, Preserves, Open Space and Trails
•Maplewood Community Center
•Recreation Programs
•Nature Center
•Greenways and Forestry
•Fitness Programs
•Community Outreach
•Adult and Youth Athletics
•Performing Arts
•Kid City
•Adopt-A-ParkWorkshop Packet Page Number 61 of 95
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Parks & Recreation Department Organizational ChartWorkshop Packet Page Number 62 of 95
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Employee Summary
Parks & Recreation Director
MCC Staff Nature Center Staff Parks Staff Recreation Staff
Supervisors, Coordinators, and
Building Technician.
Natural Resources
Coordinator
Parks Manager Recreation Manager
Fitness Instructors, Customer Service
Associate,Lead Custodian
Lead Naturalist Casual Part -
Time Seasonal
Staff
Recreation
Coordinator
Personal Trainers, Customer Service
Representatives, Building Attendants
Naturalists Administrative
Assistant
Massage,
MOD’s/Admissions/Concessions
Staff
Office Specialist Casual Part -Time
Seasonal StaffWorkshop Packet Page Number 63 of 95
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Personnel
* Current staff level is 19.1 FTE..
2014 ACTUAL
2015 ACTUAL 2016 ORIGINAL BUDGET 2017 ORIGINAL BUDGET
0.0
5.0
10.0
15.0
20.0
25.0
FTEsWorkshop Packet Page Number 64 of 95
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2017 Department Objectives
•Continue to implement the Parks System Master Plan.
•Continue to protect our natural resources through restoration work and managing natural areas.
•Increase sponsorships and partnership opportunities.
•Continue to offer a minimum of five community wide special events per year.
•Continue to facilitate a successful partnership with Ashland Theatre of Performing Arts and expand our utilization of the performing arts theatre to include 15 MCC events and/or concerts.Workshop Packet Page Number 65 of 95
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2017 Department Objectives Cont.
•Continue to offer comprehensive and diverse recreational programs.
•Continue to focus on increasing program participation by partnering with surrounding communities to expand our participation numbers and outreach.
•Continue to offer programming that includes, but is not limited to, youth and adult sports, community special events, music and arts programs, teen, senior and special populations programs, fitness, and health and wellness programs.
•Continue to facilitate a successful partnership with the YMCA.Workshop Packet Page Number 66 of 95
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2017 Strategic Initiatives (Action Steps)
•Financial Stability:
•Set appropriate fees to recover cost of services
•Monitor expenditures within approved budget
•Manage project budgets
•Coordinated Communication:
•Department participation to successfully implement communication strategy
•Operational Effectiveness:
•Work with Public Works on the implementation of Parks System Master Plan
Outcomes –Trails/Connectivity. Survey MCC members/non-members and
users. Provide opportunities for participant surveys in all Parks and
Recreation programming offerings including the MCCWorkshop Packet Page Number 67 of 95
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•Enhancements to parks per outcomes of the Parks System Master Plan.
•Goals that the Parks & Recreation Commission and City Council have achieved.
•Number of service and planting projects completed.
•Number of environmental education programs conducted at the Nature
Center.
•Number of Day Camp participants.
•Number of Kid City outreach events.
Performance Measures/Key OutputsWorkshop Packet Page Number 68 of 95
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2017 Budget
Workshop Packet Page Number 69 of 95
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2017 Parks & Recreation Budget
$4,098,680
Administration
3.5%Community Center
66.4%
Ice Arena Operations
0.8%
Nature Center
7.1%
Open Space
Management
1.9%
Recreation Programs
20.3%
Tree Preservation
0.1%
Total By ProgramWorkshop Packet Page Number 70 of 95
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2017 Parks & Recreation Budget
$4,098,680
Personnel Services
53.2%
Commodities
6.0%Contractual
Services
34.5%
Capital Outlay and
Depreciation
6.3%
Total By Classification
Workshop Packet Page Number 71 of 95
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2017 Budget Summary by Program
2014 2015
2016
2017
PERCENT
ORIGINAL OVER(UNDER)
Total By Program ACTUAL ACTUAL BUDGET BUDGET 2016 BUDGET
Administration $199,090 $215,055 $218,560 $141,880 -35.1%
Community Center 2,595,188 2,563,732 2,567,520 2,721,620 6.0%
Ice Arena Operations 20,056 38,953 26,740 32,760 22.5%
Nature Center 279,825 275,190 287,460 292,830 1.9%
Open Space Management 72,834 71,294 75,070 76,570 2.0%
Recreation Programs 690,315 746,251 739,350 830,960 12.4%
Tree Preservation 1,820 1,572 2,020 2,060 2.0%
Totals 3,859,128 3,912,047 3,916,720 4,098,680 4.6%Workshop Packet Page Number 72 of 95
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2017 Budget Summary by Fund
Total By Fund
General Fund 493,713 526,383 524,650 459,570 -12.4%
Community Center 2,595,188 2,563,732 2,567,520 2,721,620 6.0%
Environmental Utility Fund 78,092 74,109 83,180 84,470 1.6%
Recreation Program Fund 690,315 746,251 739,350 830,960 12.4%
Tree Preservation Fund 1,820 1,572 2,020 2,060 2.0%
Totals $3,859,128 $3,912,047 $3,916,720 $4,098,680 4.6%Workshop Packet Page Number 73 of 95
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2017 Budget Summary by Classification
Total By Classification
Personnel Services 2,202,144 2,118,418 2,005,510 2,180,820 8.7%
Commodities 244,952 252,287 247,760 244,830 -1.2%
Contractual Services 1,153,407 1,269,303 1,405,760 1,415,340 0.7%
Capital Outlay and Depreciation 258,554 274,362 257,690 257,690 0.0%
Other Charges 71 (2,323)0 0 N/A
Totals 3,859,128 3,912,047 3,916,720 4,098,680 4.6%Workshop Packet Page Number 74 of 95
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Parks & Recreation Department2017 Budget
•Questions
•Comments
•Concerns
Workshop Packet Page Number 75 of 95
MEMORANDUM
TO: Melinda Coleman, City Manager
FROM: Michael Thompson, Director of Public Works
DATE: August 9, 2016
SUBJECT: Presentation of Proposed 2017 Public Works Department Budget
Introduction
The City Council will be presented with an overview of the preliminary 2017 Public Works
Department budget.
Background
The Public Works Department is comprised of five funds:
1) General Fund – Costs Supported By General Tax Levy
2) Sanitary Sewer Fund (Enterprise Fund) - Costs Covered by San. Sewer Fees
3) Environmental Utility Fund (Enterprise Fund) - Costs Covered by Storm Water Fees
4) Street Light Utility Fund (Enterprise Fund) - Costs Covered by Xcel Electric Franchise
Fees
a. Please note that this franchise fee should not be confused with the recently
passed franchise fee on the Xcel Gas Utility. Those revenues of approximately
$470,000 per year go directly towards capital improvement projects related to
fixing pavement.
5) Fleet Management Fund (Internal Service Fund) - Costs Covered by Internal Programs
The proposed general fund expenditures for 2017 show a slight increase of $61,370 reflecting
mainly personnel costs (cost of living adjustments and step increases). The sanitary sewer
fund, based on current projections, will see an overall 4.6% increase mostly due to an estimated
increase in sewage treatment costs charged by the Met Council. Please see below for
summary comparison the five funds:
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Discussion
Personnel Proposal:
After review and coordination with EEDD and I.T. staff, along with collecting outside
independent input, it was determined that a part-time GIS position is warranted to replace duties
of the absence of a full-time GIS Analyst (Mr. Bergo transitioning to Communications). The
most efficient approach is combining this need with a part-time entry level planner position in
coordination with EEDD. A job description would be established to reflect split duties. The
Public Works Department would cover a 0.4 FTE share of the full-time position with EEDD
covering 0.4 and I.T. 0.2. The 0.4 FTE share (or just under $40,000 incl. benefits) within the
Public Works operating budget is already allocated within Eng., Sewer, and EUF; split 0.4, 0.3,
0.3 respectively, to reflect split divisional duties.
The partial replacement of the vacant GIS position is key to the City for the following reasons:
GIS as a communication tool
City needs to communicate policy decisions that are often complex and using GIS as a visual
tool tells the city’s story; GIS also provides the opportunity for a consistent brand through all city
maps.
GIS as a policy analysis tool
GIS can bring clarity to difficult choices by breaking down demographic trends affecting the city
and using mapping to analyze the implications of potential decisions. It is all about access to
information. Quick and reliable access to data commonly requested from residents, developers,
and contractors.
Help with maintaining institutional knowledge
Maintain knowledge that would typically be lost when an employee takes on a new position or
no longer works for Maplewood.
Creates a high level of service for residents, developers, contractors, and staff
Creation of interactive maps that can provide easy access to information and services provided
by the city.
Accurate mapping of city infrastructure
Critical for day to day operations of the city.
Asset Management:
Why a Holistic Asset Management Approach?
1) Implement an asset management system that shows the location, condition, value, and
other pertinent information of the city’s infrastructure assets across all departments.
2) Maintain accurate information through proper inspections and changes to assets.
3) Implement a system that provides residents and business owners a mechanism to
report deficient infrastructure (potholes, broken playground equipment, etc.…) and
receive real-time updates on progress.
What does good Asset Management mean to the public?
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Knowing the value and condition of our infrastructure assets allows the city to make informed
and prudent financial decisions… maximizing city resources. Implementing a companion
reporting system that takes input from and provides follow-up information to the public will help
the city tackle real-time complaints in a transparent manner.
Proposal
It is proposed that the City move forward with Asset Management Implementation later this year (2016).
The implementation, training, and first year software/hosting costs total $125,000 in year 1. The year 2
cost (2018 budget) would be $47,000 with the year 3 cost (2019 budget) also $47,000. Moving forward
with Asset Management this year would not affect the 2017 budget.
It is proposed that the first year costs (covered this year and would take us through the end of 2017) be
split mainly among those assets/services that would be directly benefited such as water utility, storm
sewer, streets, sanitary sewer, and street lighting (enterprise funds). The following is proposed to cover
the $125,000 implementation and first year costs:
St. Paul WAC Fund $ 65,000
Environmental Utility Fund $ 15,000
Sanitary Fund $ 15,000
Public Works 2016 General Fund Cuts $ 25,000
PW Street Light Utility Fund Cuts $ 5,000
Total = $125,000 YEAR 1
Moving into budget years 2018, 2019, etc.… the ongoing $47,000 would be strictly covered by enterprise
funds with also an allocation from the PW operating budget (for non-enterprise assets such as streets).
This will take out uncertainty within other departmental future budget priorities and also will provide little if
no impact to the tax levy portion of future budget rounds. This approach provides both a steady and
reliable source of funding moving forward. The overall split would be similar to above. For example, the
2018 budget would be allocated as follows:
St. Paul WAC Fund $25,000
Environmental Utility Fund $ 6,000
Sanitary Fund $ 6,000
Public Works Operating Budget Cuts $ 8,000
Street Light Utility Fund Cuts $ 2,000
Total = $47,000 YEAR 2, YEAR 3, etc.
Items of Note:
The Public Works Department recently established a 3 year strategic plan with the following vision:
“To be a regional leader of enterprise asset management and mapping technologies in order to
maximize investment into local infrastructure while connecting citizens to public works through real-
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time problem reporting and follow-up.” Our top four strategic goals are Asset Management, Accurate
Mapping and As-Built Information, Quality Construction, and Fleet Reinvestment.
Lastly, the City’s first pavement franchise fee project was successfully delivered in the
Lakewood/Snowshoe/Sterling Area in the south leg. This is a first step investment of a 20 year
revitalization of our local neighborhoods. Public Works was glad to help and take the lead on design
and inspection of the first phase of the Fish Creek trail project, working closely with the Parks and
Rec Department staff and other partners. This project will be a great addition to the many park and
open space assets throughout the City.
Budget Impact
Discussion item only.
Recommendation
No action is requested at this time. This is only an informational presentation.
Attachments
1. PowerPoint Presentation for Public Works Department 2017 Proposed Budget
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Workshop Packet Page Number 79 of 95
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Public Works Department2017 Budget
Presented to Maplewood City Council
August 15, 2016
2016 National Night OutWorkshop Packet Page Number 81 of 95
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Mission Statement
Deliver a sound infrastructure system and high quality maintenance operations, complemented by exceptional customer service.Workshop Packet Page Number 82 of 95
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Public Works Organizational Chart
Workshop Packet Page Number 83 of 95
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What We Do?Workshop Packet Page Number 84 of 95
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Employee Summary
Current makeup of department: (36.65 FTE)
•Administration - 2
•Engineering/Permitting/ROW - 8
•Streets/Storm Sewer/Buildings - 13
•Sanitar y/Fleet/Park Maintenance - 14Workshop Packet Page Number 85 of 95
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Personnel
Number of Employees (FTE)36.55 36.25 36.25 36.65
In 2011 FTE=39. Engineering positions have not been replaced to right
size staffing levels based on street project need/spending. In 2014
FTE=33.85 however Building Operations was integrated into Public
Works in mid 2014, reflecting FTE=36.55 shown above.Workshop Packet Page Number 86 of 95
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2017 Department Objectives
Maintain a steady Street Reconstruction Program
Maximize pavement rehabilitation with franchise fees
Deliver successful building improvement projects
MS4 Permit / Living Streets Leadership Continuation
Successfully implement holistic asset management system for
Buildings, street, utilities, signs, parks, etc.… in order to
better plan and make smarter capital replacement decisionsWorkshop Packet Page Number 87 of 95
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2017 Strategic Initiatives (Action Steps)
Financial
o Maximize operating budget to limit capital spending
o Project budget monitoring and controls
Communication
o Work with Comm. to develop strategies (PIOs)
Targeted Redevelopment
o Gladstone Redevelopment Corridor
o Century Avenue Corridor
Operational Effectiveness
o Best practices review (e.g.… fleet replacement)
o Identify areas for improvement (survey our customers) Workshop Packet Page Number 88 of 95
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Performance Measures/Key Outputs
Response time to snow/ice events
Percent of lane miles at 70 PCI rating or higher
Percent of water bodies/sumps inspected
Percent of sanitary sewer mains cleaned
Tonnage of sediment removed from sumps
Number of permits processed
Number of new developments reviewedWorkshop Packet Page Number 89 of 95
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2017 Public Works BudgetWorkshop Packet Page Number 90 of 95
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2017 Budget Summary by Program
2016 PERCENT
ORIGINAL OVER(UNDER)
Total By Program ACTUAL ACTUAL BUDGET BUDGET 2016 BUDGET
Administration $231,801 $241,246 $248,150 $273,200 10.1%
Building Operations 561,198 592,059 617,230 627,450 1.7%
Engineering 690,712 637,415 661,480 641,790 -3.0%
Fleet Management 988,955 812,536 928,230 929,950 0.2%
Forestry 121,599 135,325 167,970 175,710 4.6%
Park Maintenance 804,574 834,332 866,000 875,780 1.1%
Sanitary Sewer Operations 4,285,774 4,465,733 4,650,240 4,863,530 4.6%
Snow and Ice Control 564,528 423,910 504,850 500,900 -0.8%
Storm Sewer Maintenance 1,252,012 1,342,336 1,339,510 1,389,192 3.7%
Street Lights & Signals 224,975 205,938 238,500 220,680 -7.5%
Street Maintenance 689,700 752,481 720,870 753,090 4.5%
Street Sweeping 271,032 278,954 270,220 277,310 2.6%
Totals 10,686,860 10,722,265 11,213,250 11,528,582 2.8%
2014 2015 2017
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2017 Public WorksBudgetWorkshop Packet Page Number 92 of 95
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2017 Budget Summary by Classification
Total By Classification
Personnel Services 3,336,603 3,410,613 3,579,240 3,767,444 5.3%
Commodities 643,775 469,905 623,110 590,380 -5.3%
Contractual Services 4,921,631 5,009,194 5,217,450 5,398,048 3.5%
Capital Outlay and Depreciation 1,250,318 1,293,757 1,236,450 1,236,450 0.0%
Other Charges 534,533 538,796 557,000 536,260 -3.7%
Totals 10,686,860 10,722,265 11,213,250 11,528,582 2.8%Workshop Packet Page Number 93 of 95
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2017 Budget Summary by FundWorkshop Packet Page Number 94 of 95
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Public Works Department2017 Budget
•Questions
•Comments
•Concerns
Workshop Packet Page Number 95 of 95