The URL can be used to link to this page

Home My WebLink About2008 10-06 500 CMW AGENDA MAPLEWOOD CITY COUNCIL COUNCIL MANAGER WORKSHOP 5:00 P.M. Monday, October 2008 6, Council Chambers, City Hall A. CALL TO ORDER B. ROLL CALL C. APPROVAL OF AGENDA D. UNFINISHED BUSINESS 1. 2009 Proposed Budget (5:00 p.m. - 6:30 p.m.) a. Presentation of Proposed IT Department Budget . Presentation of Proposed Fire Department Budget b . Presentation of Proposed Police Department Budget c 2. Discussion of City Manager Selection Process (6:30 p.m. ? 8:30 p.m.) Note: times listed are approximate. E. ADJOURNMENT Agenda Item D1 AGENDA REPORT TO : City Council FROM: Charles Ahl, Acting City Manager SUBJECT: 2009 Budget Consideration a) Presentation of IT Department Budget b) Presentation of Fire Department Budget c) Presentation of Police Department Budget DATE: October 2, 2008 INTRODUCTION/SUMMARY On September 8, 2008, the City Council certified a maximum levy increase to the County Auditor of 4.8% for the operating portion of the levy. An additional 1.2% has been dedicated to the debt service levy. This portion of the work session will be dedicated to receiving presentations from the Department Managers regarding their final budget recommendations. Each Department Head will be making presentations over the next 4 weeks on each of the 50 programs within the operating budget. No action is recommended at this time. PROPOSED 2009 LEVY Attached is the proposed maximum levy for 2009. The recommendation is for an operations levy increase at the maximum level of 4.8%. Also attached are the proposed budget pages for the programs related to the IT Department, Fire Department and Police Department. 2009 Expenditures The Department Heads have presented requests for their department budgets for 2009 based upon estimated wage increases and benefit increases. Due to the full funding of the Employee Benefits Fund, departments who are heavily reliant upon personnel can be fully funded and still result in a budget reduction. This is most apparent in the Police Department. There have been no reductions and no cuts to the Police Department request, yet the resulting accounting shifts indicate that the Police budget shows a reduction of 2.2% over the 2008 allocation. A reference to the 2007 Police Budget shows that the 2009 request for Police is a 5.5% increase over the 2007 amount, which is more reflective of the actual increases. Following are the current proposed expenditures by department: Department 2008 Budget 2009 Budget 1. Citizen Services $ 970,827 $ 1,019,200 2. Executive $ 1,069,653 $ 1,203,300 3. Finance $ 594,502 $ 619,690 4. Fire $ 1,812,357 $ 1,868,490 5. Inspect, Plan, Bld Op $ 2,125,794 $ 2,109,830 6. Legislative $ 156,128 $ 153,030 7. Police $ 7,807,835 $ 7,633,200 8. Public Works $ 3,490,363 $ 3,671,750 9. Additional Insurance $ 0 $ 250,000 10. Total Expenditures $18,027,459 $18,528,490 [2.8% increase] Packet Page Number 2 of 44 Agenda Item D1 2009 Budget Page Two Note that additional revenues of $5,900,000 are part of the General Fund that offset the need for additional levy. The $250,000 listed as additional insurance is funding set aside to cover unanticipated expenses for lawsuits, funding for employee wage increases above that budgeted and other unanticipated expenses. Based upon this plan, the likely fund balance percentage will be set at 36.9% [with the additional $250,000 in reserve] of revenues. As part of the this review process, the City Council may consider additional expenditures for needs within programs. It is recommended that the Council consider the $250,000 as funds to be used for the reserve for insurance claims, but may also use the fund for reducing the overall levy, or adding additional expenditures to the various programs. The Department Heads have been given parameters for their budgets by the Acting City Manager. New requests needed to be specifically justified. Due to the accounting shifts, new positions will be very difficult to sustain in 2010 due to levy limits. Wage increases are estimated at 2% with a corresponding increase of 20% in benefits, mainly health care costs. These increases are built into the estimates, although the Employee Benefits Fund has over estimated charges to the programs in the past two years, so that expense is shown at 84% of the 2008 budget resulting in reduced costs for personnel in some programs that are heavily dependent upon personnel, as noted above in the Police programs. This will not be the case in 2010, as expenses for benefits will return to normal, and these expenses will not show excess, thus new personnel are not sustainable. 2009 Budget Highlights Each Department Head will have a powerpoint presentation that provides highlights and details on the final requests. Following are some specific highlights in each Department for consideration: IT Department: 1. Adding a ¾ time employee for service enhancement. Fire Department: 1. Outsourcing of Ambulance Billing [this will result in an employee in Finance being re- assigned duties, but will be a potential $30,000 - $40,000 savings] 2. Impacts of the economic slowdown on the Fire Relief Association requests. The Association has requested a $100 increase in benefits from $1,400 to $1,500, which in itself is an $8,000 impact. However, the Relief investments are likely to not fully fund commitments, which may results in six figure expenses for the City. Police Department: 1. Adding a Deputy Police Chief position [reduces by 1 the numbers of sergeants, so the impact on the number of personnel is neutral.] RECOMMENDATION No action is recommended. Attachments: 1. 2009 Budget ? Tax Levy by Fund 2. 2009 IT Department Budget Pages 3. 2009 Fire Department Budget Pages 4. 2009 Police Department Budget Pages Packet Page Number 3 of 44 2009 BUDGET Agenda Item D1 TAX LEVY BY FUND Proposed 20082009Change LevyLevyAmountPercent Operations: General Fund$11,644,525$507,9554.4% $12,152,480 Community Center Operations Fund $230,000$70,00030.4% $300,000 Recreation Programs Fund $250,000$00.0% $250,000 Operations Total$12,124,525$12,702,480$577,9554.8% Capital Improvements: C.I.P. Fund$0$0$0N/A F.T.R. Fund$0$0$0N/A Park Development Fund$0$0$0N/A Redevelopment Fund $0$0$0N/A Capital Improvements Total$0$0$0N/ A TOTAL LEVY FOR OP. & CAP. IMP.$12,124,525$12,702,480$577,9554.8% Debt Service: Debt Service Fund$3,421,925$3,779,340$357,41510.4% A Totals-All Funds$15,546,450$16,481,820$935,3706.0% A-Amount per P\BUDGET\BUDMISC\2009\DEBT SERVICE LEVY less transfer from General Fund of $360,000 P\BUDGET\BUDMISC\2009\09taxestD 3-Sep-08 Packet Page Number 4 of 44 Agenda Item D1a CITY OF MAPLEWOOD INFORMATION TECHNOLOGY DEPARTMENT ORGANIZATION CHART Information Technology Director Network/ Information GIS Systems Technology Analyst Technician Analyst Packet Page Number 5 of 44 Agenda Item D1a INFORMATION TECHNOLOGY DEPARTMENT BUDGET 2009 Total By Program Information Technology Services 100.0% Total By Classification Personnel Commodities Services 13% 42% Other Charges <1% Contractual Services 32% Capital Outlay and Depreciation 13% Packet Page Number 6 of 44 Agenda Item D1a CITY OF MAPLEWOOD, MINNESOTA INFORMATION TECHNOLOGY DEPARTMENT EXPENDITURE SUMMARY 2008PERCENT ORIGINALOVER(UNDER) 200620072009 Total By ProgramACTUALACTUALBUDGETBUDGET2008 BUDGET Information Technology Services666,684656,989741,360769,2903.8% Phone Support Services22,3479,0199,9430-100.0% Totals689,031666,008751,303769,2902.4% Total By Classification Personnel Services272,389254,901272,440321,05017.8% Commodities93,848116,47794,245104,17010.5% Contractual Services219,061195,055231,418243,7705.3% Capital Outlay and Depreciation102,57699,575152,58099,580-34.7% Other Charges1,157062072016.1% Totals689,031666,008751,303769,2902.4% Total By Fund Information Technology Fund689,031666,008751,303769,2902.4% Number of Employees (FTE)4.254.253.103.7521.0% 0.8 0.6 Expenditures 0.4 0.2 0.0 2008 ORIGINAL 2009 BUDGET 2006 ACTUAL2007 ACTUAL BUDGET 5.00 4.00 3.00 Employees 2.00 1.00 0.00 2007 ACTUAL 2006 ACTUAL2008 ORIGINAL 2009 BUDGET BUDGET Packet Page Number 7 of 44 Agenda Item D1a CITY OF MAPLEWOOD INFORMATION TECHNOLOGY DEPARTMENT MISSION STATEMENT To provide the most effective information technology services and support possible to the City of Maplewood staff and citizens. 2009 OBJECTIVES 1. Add climate monitoring sensors & video surveillance to server room. 2. Create pilot project to test new security system software. 3. Implement new help desk software. 4. Implement open source technologies. 5. Setup replay of City meetings via computer. 6. Research and implement solution to make live and archived meetings available for viewing via the web. 7. Develop more accurate point system for the IT cost allocation to departments. Packet Page Number 8 of 44 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D1a 2009 BUDGET PROGRAM: INFORMATION DEPARTMENT: INFORMATION TECHNOLOGY SERVICES TECHNOLOGY 703-118 PM ROGRAMISSION To provide and support internal information systems and create external interfaces that facilitates access to city information. 2006200720082009 I NPUTS ActualActualBudgetBudget Direct Expenditures Personnel Services $250,114 $245,902$262,497 $321,050 Commodities 93,848116,47794,245 104,170 Contractual Services 218,989195,035231,418 243,770 Depreciation 102,57699,575152,580 99,580 Other 1,1570620 720 Sub-Total 666,684656,989741,360 $769,290 Less charges to other depts. (678,620)(582,560)(748,420) (658,420) Net Total (11,936)74,429(7,060) 110,870 Percent Change -113.1%723.6%-109.5% -1,670.4% Staff Hours No. of Employees (FTE) 4.004.003.00 3.75 BC UDGETOMMENTS The 2009 budget includes the addition of a three-quarter time information technology technician. Packet Page Number 9 of 44 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D1a 2009 BUDGET PROGRAM:DEPARTMENT: INFORMATION TECHNOLOGY INFORMATION SERVICESTECHNOLOGY 2006200720082009 ActualActualEstimateEstimate O/W UTPUTSORKLOAD Number of devices maintained 358368370 375 Number of workstations 200210215 215 maintained Number of help desk requests* 1,5481,7232,000 2,200 Number of computers replaced 354030 30 EI FFECTIVENESS NDICATORS Percent of help desk service 65%60%75% 80% calls resolved within 24 hrs ** Percent of internal customers rating services as good or 80%93%85% 90% excellent Number of web page hits by 783,000850,0001,000,000 1,000,000 external users EM FFICIENCYEASURES IT wage and benefit $1,567$1,453$1,419 $1,493 expenditures per workstation C OMMENTS Estimates for Outputs/Workload in 2009 continue to rise. With a new warranty on our PC?s we?ll continue to attempt to get longer lives out of them keeping the number of replaced computers down. Help desk ticket resolution and employee rating indicators raise slightly with the addition of a part-time information technology technician. Website reporting will change with the move to our new hosting company. The new reports will leave us with a more accurate picture of who is accessing our site. * Total calls (service calls plus project calls) ** Service calls are those having a chance of being resolved within 24 hours. Other requests fall into the projects category, where because of job type, problems, parts, etc., cannot be resolved within 24 hours. Packet Page Number 10 of 44 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D1a 2009 BUDGET PROGRAM: PHONE SUPPORT DEPARTMENT: INFORMATION SERVICES TECHNOLOGY 703-121 PM ROGRAMISSION To provide and support the citywide telecommunication system. I 2006200720082009 NPUTS ActualActualBudgetBudget Direct Expenditures Personnel Services $22,347$9,060$9,943 $0 Sub-Total 22,3479,0609,943 0 Less charges to other depts. (22,347)(9,060)(9,943) 0 Net Total $ 0$ 00 0 Percent Change 0.0%0.0%0.0% N/A Staff Hours No. of Employees (FTE) .25.10.10 0 BC UDGETOMMENTS The costs for phone support services have been transferred to the Information Technology Services Program in 2009. Packet Page Number 11 of 44 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D1a 2009 BUDGET PROGRAM:DEPARTMENT: PHONE SUPPORT INFORMATION SERVICESTECHNOLOGY 2006200720082009 ActualActualEstimateEstimate O/W UTPUTSORKLOAD Number of devices maintained 411417427 425 Number of help desk calls * 114117130 140 EI FFECTIVENESS NDICATORS Percent of help desk service 40%35%65% 70% calls resolved within 24 hrs ** EM FFICIENCYEASURES Total operating and maintenance expenditures per $136$103$90 N/A device. BC udgetomments As the phone system ages we expect an increase in service calls. However, with the addition of a part- time IT Technician we expect to complete more service calls faster than ever before. * Total calls (service calls plus project calls) ** Service calls are those having a chance of being resolved within 24 hours. Other requests fall into the projects category, where because of job type, problem, parts, etc., cannot be resolved within 24 hours. Packet Page Number 12 of 44 Agenda Item D1b CITY OF MAPLEWOOD FIRE DEPARTMENT ORGANIZATION CHART Fire Chief / Emergency Management Director Deputy Director AdministrativeFire Marshal / Emergency Medical Captains Emergency AssistantAssistant Fire ChiefService DirectorFull-Time Management FF / EMT / Police Paramedics Paramedic Full-time District 1District 2District 3District 4District 7 ChiefChiefChiefChiefChief CaptainCaptainCaptainCaptainCaptain CaptainCaptainCaptainCaptain Captain Captain CaptainCaptainCaptainCaptain PaidPaidPaidPaidPaid Per Call Per Call Per Call Per Call Per Call FirefightersFirefightersFirefightersFirefightersFirefighters Packet Page Number 13 of 44 Agenda Item D1b FIRE DEPARTMENT BUDGET 2009 Total By Program Emergency Medical Services 46% Fire Prevention 2% Emergency Management 1% Fire Suppression 33% Administration 18% Total By Classification Personnel Services 66% Commodities 6% Contractual Services 15% Other Charges Capital Outlay and 10% Depreciation 3% Packet Page Number 14 of 44 Agenda Item D1b CITY OF MAPLEWOOD, MINNESOTA FIRE DEPARTMENT EXPENDITURE SUMMARY 2008PERCENT ORIGINALOVER(UNDER) 200620072009 Total By ProgramACTUALACTUALBUDGETBUDGET2008 BUDGET Administration$780,571$745,358$750,320$763,6601.8% Emergency Management17,30813,87720,37023,06013.2% Emergency Medical Services1,302,7871,559,3131,951,0732,009,1503.0% Fire Prevention77,88875,70983,59890,4008.1% Fire Suppression1,100,9421,192,7331,351,7511,414,8804.7% Totals3,279,4963,586,9904,157,1124,301,1503.5% Total By Classification Personnel Services2,157,3762,413,0752,790,2062,800,0500.4% Commodities199,032200,729250,230277,92011.1% Contractual Services436,088426,363595,576659,14010.7% Capital Outlay and Depreciation59,25095,880111,750128,45014.9% Other Charges427,750450,943409,350435,5906.4% Totals3,279,4963,586,9904,157,1124,301,1503.5% Total By Fund Ambulance Service Fund1,682,3551,952,1352,344,7552,414,6403.0% General Fund1,597,1411,634,8551,812,3571,886,5104.1% Totals$3,279,496$3,586,990$4,157,112$4,301,1503.5% Number of Employees (FTE)17.5016.3017.7317.830.6% 5.0 4.0 3.0 Expenditures 2.0 1.0 0.0 2006 ACTUAL 2007 ACTUAL 2008 ORIGINAL 2009 BUDGET BUDGET 18.00 17.50 17.00 Employees 16.50 16.00 15.50 2006 ACTUAL2009 BUDGET 2008 ORIGINAL 2007 ACTUAL BUDGET Packet Page Number 15 of 44 Agenda Item D1b CITY OF MAPLEWOOD FIRE DEPARTMENT MISSION STATEMENT To provide the highest quality service in public and employee education, fire prevention and emergency response in a safe, professional, and effective manner. 2009 OBJECTIVES 1. Reduce response times to fire and EMS calls by 5%. 2. Recruit new firefighters. 3. Evaluate new services and techniques to improve our customer service. 4. Update and refine emergency preparedness plans. 5. Train at the highest level possible in a safe environment. 6. To investigate and study the possibility of a joint county training center . 7. Examine the future department needs for a new rescue truck. 8. Implementation of outsourcing EMS billing system. 9. Evaluate new ways of becoming more efficient. Packet Page Number 16 of 44 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D1b 2009 BUDGET PROGRAM: ADMINISTRATION DEPARTMENT: FIRE ERH CITY OF MAPLEWOOD, MINNESOTA Agenda Item D1b 2009 BUDGET PROGRAM: ADMINISTRATION DEPARTMENT: FIRE 2006 2007 2008 2009 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Number of staff meetings 49 48 50 50 held Number of paid-per-call g3 82 85 85 staff Number of FTE 16 18 17 18 EFFECTIVENESS INDICATORS Per capita cost excluding $54 $56 $55 $54 ambulance service False alarm violations 97 79 85 80 Additions of new paid on call 17 10 8 8 Firefighters COMMENTS False alarms violations dropped from 97 in 2006 to 79 in 2007. This is due to the fire safety inspections being done in buildings, where in the past there had been num erous fire al arms activations. Packet Page Number 18 of 44 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D1b 2009 BUDGET PROGRAM: EMERGENCY DEPARTMENT: FIRE MANAGEMENT 101-413 PROGRAM MISSION To assist key officials and emergency services in carrying out their duties and responsibilities under emergency conditions. INPUTS 2006 2007 2008 2009 Actual Actual Budget Budget Direct Expenditures Personnel Services $9,159 $7,356 $9,636 $9,540 Commodities 229 41 1,790 1,810 Contractual Services 7,920 6,480 8,944 11,710 Capital Outlay 0 0 0 0 Other Charges 0 0 0 0 Total $17,308 $13,877 $20,370 $23,060 Percent Change 5.2% -19.8% 46.8% 13.2% Staff Hours No. of Employees (FTE) 0 0 0 0 BUDGET COMMENTS The increase in contractual services is due to needed maintenance on outdoor warning sirens . Packet Page Number 19 of 44 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D1b 2009 BUDGET PROGRAM: EMERGENCY MANAGEMENT DEPARTMENT: FIRE 2006 2007 2008 2009 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD City plan updated Yes Yes Yes Yes Skywarn activations 5 6 4 4 Meetings/training sessions 64 55 57 60 attended EFFECTIVENESS INDICATORS Hours spent updating City 47 44 40 45 plan Number of people per 4 3 4 4 skywarn activation Number of grants 0 0 1 1 COMMENTS We continue to upgrade the city's emergency action plan and meet monthly with Ramsey County emergency management staff to facilitate on-going training. Packet Page Number 20 of 44 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D1b 2009 BUDGET PROGRAM: EMERGENCY MEDICAL DEPARTMENT: FIRE SERVICES 606-403 PROGRAM MISSION To provide Emergency Medical Services, including emergency medical treatment and transport; sponsor and participate in public education and community awareness efforts to promote first aid skills, healthy living, and accident reduction. INPUTS 2006 2007 2008 2009 Actual Actual Budget Budget Direct Expenditures Personnel Services $987,579 $1,228,346 $1,487,015 $1,477,730 Commodities 103,893 103,570 135,750 151,540 Contractual Services 102,475 108,604 234,608 288,180 Capital Outlay 0 0 0 0 Depreciation 59,250 59,250 75,750 59,250 Other Charges 49,590 59,543 17,950 32,450 Total $1,302,787 $1,559,313 $1,951,073 $2,009,150 Percent Change 6.5% 19.6% 23.1 % 3.0% Staff Hours No. of Employees (FTE) 8.07 9.18 10.24 10.34 BUDGET COMMENTS The decrease in personnel services is due to the reallocation of salaries for time spent between fire suppression and EMS. The increase in contractual services is due to higher costs for equipment repairs & maintenance and fees for service. Other charges are for interest on interfund loans and has been adjusted based on the actual charges for 2007. Packet Page Number 21 of 44 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D1b 2009 BUDGET PROGRAM: EMERGENCY MEDICAL SERVICES DEPARTMENT: FIRE 2006 2007 2008 2009 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Total EMS calls 2,631 2,974 3,016 3,331 Total ALS transports 1 670 2 341 2 010 3 031 , (Advanced Life Support) , , , Total BLS transports 607 249 702 300 (Basic Life Support) Total number of ambulances 5 6 6 6 in service Total billable no transport cal Is 44 49 50 52 Average time spent per EMS 48 min. 47 min. 50 min. 50 min. Call EFFECTIVE INDICATORS Avg. EMS response time 4.58 min. 5.10 min. 4 min. 4 min. COMMENTS In 2007 the department had an increase of 671 ALS transports with BLS transports decreasing by 315. This can fluctuate from year to year based on the type of medical calls that are received. The average EMS response time increased from 4.58 min. in 2006 to 5.10 min. in 2007. This is partly due to the increase in back-to-back calls which re uire backu medics and ambulances to res ond. Packet Page Number 22 of 44 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D1b 2009 BUDGET PROGRAM: FIRE PREVENTION DEPARTMENT: FIRE PROGRAM MISSION To provide preservation of life and pro perty to the c itizens by way of fire prevention, education and code enforcement. INPUTS 2006 2007 2008 2009 Actual Actual Budget Budget Direct Expenditures Personnel Services $69,132 $68,966 $71,720 $77,580 Commodities 5,529 3,979 7,550 8,460 Contractual Services 3,227 2,764 4,328 4,360 Capital Outlay 0 0 0 0 Total $77,888 $75,709 $83,598 $90,400 Percent Change -1.6% -2.8% 10.4% 8.1% Staff Hours No. of Employees (FTE) .55 .50 .60 .60 BUDGET COMMENTS The increase in commodities is mainly due to the in crease of fuel costs. Packet Page Number 23 of 44 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D1b 2009 BUDGET PROGRAM: FIRE PREVENTION DEPARTMENT: FIRE 2006 2007 2008 2009 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Safety inspections 372 365 425 Life safety complaints 38 34 35 investigated Community education events 21 19 35 EFFECTIVENESS INDICATORS Number of reinspections 43 47 35 Number of second 33 34 25 reinspections Participants in fire prevention 970 700 1 000 training , 425 35 20 35 30 800 COMMENTS: In 2007, the fire marshal, along with the full-time firefighters, completed 365 life safety inspections of apartment buildings, nursing homes and businesses. These life safety inspections focus on code violations and fire hazards. The inspections include recommendations for compliance. Staff held 19 community education events and delivered our message of fire prevention to over 700 attendees. These educational events were held at schools, nursing homes, apartment complexes and other special events. Packet Page Number 24 of 44 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D1b 2009 BUDGET PROGRAM: FIRE SUPPRESSION DEPARTMENT: FIRE 101-404 PROGRAM MISSION To provide the highest level of fire suppression servi ces to our customers in a timely and professional manner. INPUTS 2006 2007 2008 2009 Actual Actual Budget Bud et Direct Expenditures Personnel Services $781,408 $842,282 $965,092 $973,400 Commodities 76,938 77,558 92,340 98,610 Contractual Services 242,596 236,263 258,319 273,670 Capital Outlay 0 36,630 36,000 69,200 Total $1,100,942 $1,192,733 $1,351,751 $1,414,880 Percent Change .7% 8.3% 13.3% 4.7% Staff Hours No. of Employees (FTE) 5.25 4.12 4.49 4.49 BUDGET COMMENTS Cpital outlay is for two vehicles and the addition of three new sets of tu rnout gear. Packet Page Number 25 of 44 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D1b 2009 BUDGET PROGRAM: FIRE SUPPRESSION DEPARTMENT: FIRE 2006 2007 2008 2009 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Population served: MAPLEWOOD LANDFALL Total fire calls Total EMS calls EFFECTIVENESS INDICATORS Percentage of response time of less than four minutes Percentage of response time of less than six minutes Average number of firefighters per call 36,981 36,667 38,020 37,417 700 700 700 700 696 689 725 710 2,631 3,094 3,016 3,331 29% 25.8% 35% 35% 62% 59.8% 60% 64% 6.0 6.0 7.0 7.0 COMMENTS The total fire and EMS call volume for 2006 was 3,327 and for 2007 it was 3,783. This is an increase of 12%. This increase is due to the increase in visitors and workforce flow into the city and the aging of population. Packet Page Number 26 of 44 Agenda Item D1 c CITY OF MAPLEWOOD POLICE DEPARTMENT ORGANIZATIONAL CHART Packet Page Number 27 of 44 Agenda Item D1 c POLICE DEPARTMENT BUDGET 2009 Total By Program Investigations 14% Animal Control 1% f Administration 11% Total By Classification Personnel Services 81% ~ 1 Capital Outlay and Contractual Depreciation Services 2% 12% Police Services 74% Commodities 5% Packet Page Number 28 of 44 Agenda Item D1 c CITY OF MAPLEWOOD, MINNESOTA POLICE DEPARTMENT EXPENDITURE SUMMARY 2008 PERCENT 2006 2007 ORIGINAL 2009 OVER(UNDER) Total By Program ACTUAL ACTUAL BUDGET BUDGET 2008 BUDGET Administration $915,450 $883,882 $1,124,772 $874,410 -22.3% Animal Control 32,224 34,382 40,444 42,080 4.0% Code Enforcement 0 0 146,987 0 -100.0% Dispatching Services 688,101 435,654 217,775 0 -100.0% Investigations 654,600 919,870 1,007,262 1,096,640 8.9% Police Services 4,432,950 5,034,762 5,469,152 5,624,720 2.8% Totals 6,723,325 7,308,550 8,006,392 7,637,850 -4.6% Total By Classification Personnel Services 5,650,346 6,076,784 6,403,840 6,152,190 -3.9% Commodities 270,282 330,176 317,890 396,890 24.9% Contractual Services 648,020 767,589 1,003,743 929,320 -7.4% Capital Outlay and Depreciation 154,110 133,442 280,741 159,450 -43.2% Other Charges 567 559 178 0 -100.0% Totals 6,723,325 7,308,550 8,006,392 7,637,850 -4.6% Total By Fund Ambulance Service Fund 60,060 27,950 0 0 N/A Enhanced 911 Service 24,711 9,724 0 0 N/A General Fund 6,596,924 7,229,404 7,954,822 7,611,850 -4.3% Law Enforcement Block Grant 2 153 0 0 N/A Police Services Fund 41,628 41,319 51,570 26,000 -49.6% Totals $6,723,325 $7,308,550 $8,006,392 $7,637,850 -4.6% Number of Employees (FTE) 66.20 70.80 61.20 59.80 -2.3% so.oo 60.00 Employees ao.oo zo.oo o. 00 9nnF ACTI IAI onm orTi ioi 9nnR (1RI(;INAI 2009 BUDGET BUDGET Packet Page Number 29 of 44 Agenda Item D1 c CITY OF MAPLEWOOD POLICE DEPARTMENT MISSION STATEMENT 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. 2009 OBJECTIVES 1. Increase non-enforcement public contact and interaction such as community meetings and presentations. 2. Increased interaction by officers in schools. 3. Proactively address community public safety problems. 4. Initiate outreach to the City's ethnic populations to improve lines of communication. 5. Increase use of technology to improve the efficiency and quality of police services. 6. Communicate better with the public via the Internet, email, and web-based programs and explore utilizing technology for other means of crime reporting. 7. Maintain a felony arrest rate of at least 30% of Part One offenses (i.e. murder, rape, robbery, aggravated assault). 8. Deliver cost-effective police services below the national average per capita cost. 9. Promote community policing and crime prevention by building on neighborhood block club network and strengthen resident contacts especially in the area of crime-free multi housing. 10. Increase interaction with retail community to proactively reduce retail crime and business related criminal activity. Packet Page Number 30 of 44 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D1 c 2009 BUDGET PROGRAM: ADMINISTRATION DEPARTMENT: POLICE 101-401 PROGRAM MISSION To provide vision, management, and technical support for the Police Department, including fi scal and program management, record and information services, project development, and interdepartmental and interagency coordination. INPUTS 2006 2007 2008 2009 Actual Actual Budget Budget Direct Expenditures Personnel Services $599,096 $629,911 $681,077 $568,780 Commodities 24,427 20,023 33,610 31,260 Contractual Services 266,777 233,960 304,335 274,370 Capital Outlay 25,148 0 105,750 0 Other Charges 2 -12 0 0 Total $915,450 $883,882 $1,124,772 $874,410 Percent Change 1.0% -3.4% 27.3% -22.3% Staff Hours No. of Employees (FTE) 7 7 7.5 6 BUDGET COMMENTS Personnel services have increased slightly due to the addition of a deputy chief. The police administrative operations manager has been reclassified as the investigative technical assistant and moved to the Investigation Program. Packet Page Number 31 of 44 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D1 c 2009 BUDGET PROGRAM: ADMINISTRATION DEPARTMENT: POLICE 2006 2007 2008 2009 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Hours of professional 52 41 48 46 development training Department expenditures $6.7 mil $7.3 mil $8.0 mil $7.6 mil Number of FTE 66 61 61 61 EFFECTIVENESS INDICATORS Per capita cost for services $187 $199 $212 $204 Percent of evaluations 100 100 100 100 completed on time COMMENTS Continuing professional development by administrative staff assures our citizens that law enforcement services are delivered with the highest degree of professionalism and in line with industry standards. Note: Estimated population according to the Inspections, Planning and Building Operations Department is as follows: 2006 - 36,397 2007 - 36,667 2008 - 37,042 2009 - 37,417 Packet Page Number 32 of 44 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D1 c 2009 BUDGET PROGRAM: ANIMAL CONTROL DEPARTMENT: POLICE 101-407 PROGRAM MISSION To provide animal control within the city and insure compliance with animal related ordinances. INPUTS 2006 2007 2008 2009 Actual Actual Budget Budget Direct Expenditures Contractual Services $32,224 $34,382 $40,444 $42,080 Total $32,224 $34,382 $40,444 $42,080 Percent Change 17.5% 6.7% 17.6% 4.0% Staff Hours No. of Employees (FTE) 0 0 0 0 BUDGET COMMENTS The animal control budget will increase due to an inflationary adjustment requested by the contractor. The contractor's costs are increasing due primarily to fuel costs. Packet Page Number 33 of 44 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D1 c 2009 BUDGET PROGRAM: ANIMAL CONTROL DEPARTMENT: POLICE 2006 2007 2008 2009 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Total licenses monitored 364 509 360 540 Total animal complaints 686 692 698 704 Number of contacts by animal 219 200 220 240 control officer EFFECTIVENESS INDICATORS Hours spent per 1,000 population on animal related 4.7 hours 5.9 hours 6.5 hours 7.1 hours calls for service COMMENTS The total number of licensed animals fluctuates greatly every other year because the city has gone to a two-year license cycle. The total number of animal complaints includes those handled by patrol officers when the animal control officer is not on duty. The animal control officer is only called for emergency issues when not on patrol. Packet Page Number 34 of 44 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D1 c 2009 BUDGET PROGRAM: CODE ENFORCEMENT DEPARTMENT: POLICE 101-707 PROGRAM MISSION To protect citizens through inspections, comp lain t investigations, an d enforcement of local ordinances, state rules and regulations, and public health. INPUTS 2006 2007 2008 2009 Actual Actual Budget Budget Direct Expenditures Personnel Services $0 $0 $117,739 Commodities 0 0 5,500 Contractual Services 0 0 8,748 Capital Outlay 0 0 15,000 Total $ 0 $ 0 $146,987 $ 0 Percent Change -100.00% -100.00% Staff Hours No. of Employees (FTE) 1.5 BUDGET COMMENTS Code enforcement has been moved back to the I nspections, Planning and Building Operations Department. Packet Page Number 35 of 44 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D1 c 2009 BUDGET PROGRAM: CODE ENFORCEMENT DEPARTMENT: POLICE 2006 2007 2008 2009 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Total number of complaint 900 cases inspected Total number of complaint cases that were referred to 95 the Admin/Judicial process Total number of re- 2,000 inspections EFFECTIVENESS INDICATORS Total number of complaint cases resolved through the 25 Admin/Judicial process and abatements Total number of complaint 750 cases resolved Total number of complaint NA cases pending COMMENTS Code enforcement has been moved back to the Inspections, Planning and Building Operations Department. Packet Page Number 36 of 44 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D1 c 2009 BUDGET PROGRAM: DISPATCHING SERVICES DEPARTMENT: POLICE 101-406 PROGRAM MISSION To provide professional emergency communication s assistance, assurance, and guidance to the publi c and public safety personnel. INPUTS 2006 2007 2008 2009 Actual Actual Budget Budget Direct Expenditures Personnel Services 645,417 $292,190 0 0 Commodities 1,603 3080 0 0 Contractual Services 40,954 142,874 $217,775 0 Other Charges 127 282 0 0 Total $688,101 $438,426 $217,775 0 Percent Change -2.3% -36.3% -50.3% -100 % Staff Hours No. of Employees (FTE) 10 10 0 0 BUDGET COMMENTS Dispatching services are now provided on a contractual basis by Ramsey County. Costs have been allocated to the three programs (Police Services, Fi re Suppression and EMS) that receive dispatching services beginning in 2009. Packet Page Number 37 of 44 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D1 c 2009 BUDGET PROGRAM: DISPATCHING SERVICES DEPARTMENT: POLICE 2006 2007 2008 2009 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Total police & EMS calls 30 248 28 211 29 000 N/A dispatched , , , Total fire & EMS calls 4 258 3 783 3 900 N/A dispatched , , , Total phone calls handled 134,306 N/A EFFECTIVENESS INDICATORS Police & EMS calls per 3 360 N/A dispatcher , Fire calls per dispatcher 473 N/A Total phone calls per 14 923 N/A dispatcher , Priority 1 receipt to dispatch 2.0 min 3.1 min 2.5 min N/A COMMENTS Dispatching services are now provi ded on a contractual basis by Ramsey County. Costs have been allocated to the three programs (Police Services, Fire Suppression and EMS) that receive dispatching services beginning in 2009. * Indicates data not available. 2006 figures include services provided to the City of North St. Paul. Packet Page Number 38 of 44 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D1 c 2009 BUDGET PROGRAM: INVESTIGATIONS DEPARTMENT: POLICE 101-409 PROGRAM MISSION To provide investigative services to the Police Department and community and provide follow-up work to prepare cases for criminal charging. INPUTS 2006 2007 2008 2009 Actual Actual Budget Budget Direct Expenditures Personnel Services $642,238 $887,204 $954,904 $1,042,030 Commodities 3,530 8,913 19,580 21,010 Contractual Services 8,832 23,753 32,778 33,600 Total $654,600 $919,870 $1,007,262 $1,096,640 Percent Change N/A 40.5% 9.5% 8.9% Staff Hours No. of Employees (FTE) 6.7 6.8 6.8 9.6 BUDGET COMMENTS This was a new program in 2006. Funds for this program were previously included in the Police Services Program. Additional personnel were redistributed from Police Services in 2007. Officers assigned to the East Metro Narcotics Task Force and Minnesota Gang Strike Force are included in this program. These positions are partially funded through grants. The administrative operations manager has been reclassified as and investigative technical assistant and moved from the Administration Program to the Investigations Program. Packet Page Number 39 of 44 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D1 c 2009 BUDGET PROGRAM: INVESTIGATIONS DEPARTMENT: POLICE 2006 2007 2008 2009 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Felony cases charged 217 194 208 222 Gross misdemeanor cases 425 364 376 388 charged EFFECTIVENESS INDICATORS Total cases assigned to 3542 4191 4500 4800 investigators Total cases cleared 3379 3933 4300 4500 Juveniles sent to Diversion 194 166 180 200 Program COMMENTS Total number of felony cases (crimes punishable by more than one year in prison) and gross misdemeanor (crimes punishable by not more than one year in jail and/or a fine of $3,000 or less) have decreased due to changes in several statutes raising the felony and gross misdemeanor thresholds. These changes were effective in August 2007. Despite this, the total number of cases assigned to investigators has increased by 16.4%. The department's new records management system allows case loads for individual investigators to be closely tracked. First time juvenile offenders can be sent to a contractual diversion program for certain first-time offenses. This keeps petty offenders out of the court system for minor offenses, thus reducing the caseload on the juvenile courts. Packet Page Number 40 of 44 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D1 c 2009 BUDGET PROGRAM: POLICE SERVICES DEPARTMENT: POLICE 101-402 PROGRAM MISSION To provide public safety, investigative, and enforcement activities including neighborhood policing and public service programs. INPUTS 2006 2007 2008 2009 Actual Actual Budget Budget Direct Expenditures Personnel Services $3,763,595 $4,267,479 $4,650,120 $4,541,380 Commodities 240,722 300,932 259,200 344,620 Contractual Services 299,233 332,620 399,771 553,270 Capital Outlay 128,962 133,442 159,991 185,450 Other Charges 438 289 70 0 Total $4,432,950 $5,034,762 $5,469,152 $5,624,720 Percent Change -10.0% 13.6% 8.6% 2.8% No. of Employees (FTE) 42.5 47.0 45.4 44.2 BUDGET COMMENTS The increase in contractual services is due to an increase in fees for service and vehicle maintenance. The cost of dispatching services has been shifted to this program in 2009. Capital outlay consists of five police patrol sedans, one supervisors' SUV and one hybrid vehicle for use by the police reserve. The sedans and supervisors' vehicle will replace high-mileage vehicles in an effort to avoid high maintenance costs and provide safe vehicles for personnel. A hybrid SUV will be purchased from the Police Services Fund and used for department volunteers as a pilot project to determine the viability of using "green" vehicles in the department. In 2006, the Investigations Program was created which resulted in a decrease in the Police Services Program. Additional personnel have been transferred to that program in 2007. Packet Page Number 41 of 44 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D1 c 2009 BUDGET PROGRAM: POLICE SERVICES DEPARTMENT: POLICE 2006 2007 2008 2009 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Arrests for Part I & II crimes 2470 2567 2670 2770 DUI arrests per 1,000 g 5 8 6 8 8 9 0 population . . . Total arrests for Part I crimes 21 0 21 8 22 6 23 4 per sworn FTE . . . . EFFECTIVENESS INDICATORS Part I offenses per 1,000 72 5 68 5 70 5 72 5 population . . . Arrests for Part I crimes per 30 5 31 7 32 9 34 1 1000 population . . . . Response time to Priority I 5 2 min 6 5 min 6 0 min 5 5 min calls from dispatch to arrival . . . . Satisfaction with police services from City-wide survey(Above average and 72 8% 72.8% 73.5% 74.2% Excel lent) COMMENTS Total arrests for Part I (murder, rape, robbery, assault, larceny, burglary, motor vehicle theft and arson) and Part II crime rose 3.9%. Part 1 arrests continue to increase steadily (9.9%) despite a decrease in Part 1 total offenses. Maplewood officers are arresting a greater percentage of offenders in relation to total reported crime. DUI arrests decreased slightly in 2007 but were still 19% higher than in 2005. Response times may continue to increase. This can be due to several factors including increased traffic congestion on our roadways and officers unavailable for immediate response due to increase call loads. Road construction in and around Maplewood in 2007 may also delay responses. A community survey was not done in 2005; however the department reestablished random quality assurance checks in 2006. Packet Page Number 42 of 44 AGENDA REPORT TO: City Council FROM: Charles Ahl, Acting City Manager SUBJECT: Discussion on City Manager Search Process DATE: October 2, 2008 INTRODUCTION/SUMMARY Agenda Item D2 The City Council has approved the City Manager Search Profile prepared by consultant Steve Bernard from The Par Group. During the month of October, The Par Group will be conducting a recruitment search for candidates. Once candidates are identified, the Council has requested a process involving various interest groups to help advise them on the final candidates. This item is a discussion on that process. The proposed recruitment timeline identified the following on a process: No. of people participating on the following panels 1. Mayor/City Council - 5 2. Commission/Board Members - ? 3. Citizens - ? 4. Business Owners - ? 5. Employees - ? Council Members Hjelle and Nephew have discussed this issue and are submitting the following for consideration, which I am recommending as a very good process: Chuck, To help facilitate next Monday's workshop, John and I just spent 30 minutes on the telephone discussing the Pro's and Con's of various interviewing panels make-ups and would like to "run" an option for your review and opinion. It made sense to us, but we would appreciate your input. 2 panels. "Employee". 9 persons total. 1 Rep from Police (either street officers or Sargeants). 1 Rep from Fire (full-time). 1 Rep from Metro Sup. 2 Reps from AFSCME. 4 Department Heads. "Resident". 11 persons total. Each Councilperson has 2 choices. 1 choice must be either a Commission Member or Business Owner, the other choice can be a "at large" resident. The 11th person is a Paid Per Call District Fire Chief, also a resident. John and I "think" we came up with balanced reasons for this. There is and can be "crossover" for many panel members. Business owners can also be residents. The District Packet Page Number 43 of 44 Fire Chief I would support is a resident, retired Maplewood Police Officer/Paramedic, PPC Firefighter. Good options in both Police and Fire are also residents. Commission members are residents, etc... We looked at smaller numbers on more panels, but that became cumbersome. Having more panels increases the challenges of scheduling and "putting people through the wringer". 2 different panels does also increase the exposure time of more people (on the panels themselves) to seeing each candidate for a longer period of time, more interaction to form a better perspective. Versus a "quick in and out" with little face time. Any thoughts? Obviously to not create an Open Meeting issue, we only discussed this amongst the 2 of us and only copied you. Thanks. Erik Hjelle Schedule and Consultant Consideration The contract with The Par Group calls for 60 days from the date of approval of the Search Profile to the time that candidates are available for interviews and selection. Steve Bernard believes that he will have a listed of 6-10 "semi-finalists" available for consideration in mid- to late-November. Steve strongly recommends that these "semi-finalists" be reviewed in an Executive Session with the Council to keep those individual's names confidential. The "semi-finalists" list should then be reduced to a list of 4 - 6 candidates who would be available for the "public" interview process as "finalists". The 4 - 6 "finalists" would become public information. This places the interview process of the "finalists" in the first 2 - 3 weeks of December. Depending on the City Council's desires, a contract could be negotiated with the selected candidate in the last few weeks of December, with the new Manager starting in early to mid-January 2009. The Council has asked that a webpage basis along with public comment process be included. This process can be started during the next few weeks. Comments and input will be provided to the City Council through their a-mail updates and printed mail deliveries. Additional input on this approach should be discussed if an alternative process is desired. RECOMMENDATION It is recommended that the City Council discuss the search process and direct that the City Manager search process follow the recommended program submitted by Council Members Hjelle and Nephew. Packet Page Number 44 of 44