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Home My WebLink About2008 10-13 500 CMW AGENDA MAPLEWOOD CITY COUNCIL MANAGER WORKSHOP 5:00 P.M. Monday, October 13, 2008 Council Chambers, City Hall A. CALL TO ORDER B. ROLL CALL C. APPROVAL OF AGENDA D. UNFINISHED BUSINESS 1. Declaration of Special Meeting Topics and Intent to Close Session. a. Markham Pond Retaining Wall Improvements ? City Project 05-18 ? Discussion with Attorney on Settlement Agreement with Property Owner 2. 2009 Budget ? Presentation of Citizen Services Proposed Budget E. NEW BUSINESS F. ADJOURNMENT Agenda Item D2. MEMORANDUM To: City Manager Ahl Finance Director Mittet Finance Consultant Faust From: Karen Guilfoile, Citizen Services Director Re: 2009 Operating Budget Requests Date: October 6, 2008 The 2009 expenditure portion of the operating budget for the Citizens Service Department is submitted for your approval and includes the following Divisions: City Clerk Administration, Deputy Registrar, Elections, Recreation Programming, MCC Administration, MCC Recreation Program, MCC Leisure and Mcc Building Maintenance. 2007 2008 2009 Actual Budget Budget Personnel Services $2,575,726 $2,558,977 $2,624,170 Commodities 341,297 271,367 298,420 Contractual Services 1,052,759 1,181,049 1,1,19,740 Capital Outlay 261,058 261,510 261,060 Other Charges 21,527 12,420 18,680 Total $4,252,367 $4,285,323 $4,322,070 Percent Change 7.0% 0.8% 0.9% The Administrative Division, aside from City Council related duties and responding to citizen requests, serves as the administrative staff for business licenses, passport processing, recreation programming and marketing and advertising. A 2% decrease in the 2009 Budget is mostly due to a decrease in administrative assistant hours and replacing the business license clerk at a lower salary than the previous tenured employee. In the Deputy Registrar Division there is no significant change in the 2009 Operating Budget with the number of motor vehicle, driver?s licenses and related transactions remaining consistent. The Elections Division will decrease in excess of 13% due to the decrease of election judges and related costs required for the local election cycle in 2009. Recreation Programming sees a decrease of 7.5% due to staff doing an in-depth analysis of current th programming offerings and actual costs. Also, the annual 4 of July Celebration has been moved from Recreation Programming to Marketing and Advertising. An increase of 4.6% is requested in the Community Center operating budget and is due to mostly to salary and benefits. There is also an increase in commodities due to purchasing merchandise for resale and to more accurately reflect the cost of janitorial supplies. Packet Page Number 22 Agenda Item D2. Included in this memorandum and will be included in the Citizen Services Department presentation to the council is Marketing and Advertising and Ice Arena Operations. The Marketing and Advertising operating budget is not included in the above totals while Ice Arena Operations are. The Marketing and Advertising Division has seen a significant increase due to council approval of a full-time Marketing and Advertising Coordinator in 2008. There is a reduction of Commodities and an increase in Contractual Services that reflects moving the Taste of Maplewood from Commodities th to Contractual Services and also the addition of the annual 4 of July Celebration being moved from Recreation Programming to Marketing & Advertising which includes costs of city-wide sponsored events. Attached you will find the Department Organizational Chart which reflects the Marketing and Advertising Coordinator and the Banquet Sales and Event Coordinator being a direct report to me. As you are aware, these salaries are in the Executive Department. Finally, submitted for your review are the 2009 Department Objectives and the Department Organizational Chart. Packet Page Number 23 Agenda Item D2. CITY OF MAPLEWOOD CITIZEN SERVICES ORGANIZATION CHART Citizens Services Director Marketing and Administrative Advertising Assistant Coordinator Lead Motor Vehicle Citizens ServicesBusiness License AquaticsMCC Fitness & City Events and Recreation ClerkSupervisorSpecialist 50%SupervisorOperations DirectorMarketing DirectorSuperintendent DMV/PassportBanquet Sales BusinessMembership OfficeLifeguardand Special Recreation LicenseServices & Specialists & StaffEventsSupervisor Specialist 50%Sales Specialist StaffCoorindator Reception Desk Recreation OfficeOffice SpecialistAshland Theater Supervisor I Specialists Manager on Election Judges Duty Fitness Coordinator Activities Coordinator Packet Page Number 24 Agenda Item D2. CITIZEN SERVICES BUDGET 2009 Total By Program Community Citizen Services Center Administration 61% 12% Recreation Programs 17% Ice Arena Deputy Registrar Operations 8% Elections 1% 1% Total By Classification Personnel Other Charges Services <1% 61% Capital Outlay and Depreciation Commodities Contractual 6% 7% Services 26% Packet Page Number 25 Agenda Item D2. CITY OF MAPLEWOOD, MINNESOTA CITIZEN SERVICES EXPENDITURE SUMMARY 2008PERCENT 20062007ORIGINAL2009OVER(UNDER) Total By ProgramACTUALACTUALBUDGETBUDGET2008 BUDGET Citizen Services Administration364,592545,479522,655510,890-2.3% Community Center02,538,7172,499,8282,614,0104.6% Deputy Registrar318,306348,230358,202361,0800.8% Elections65,70053,49260,71852,650-13.3% Ice Arena Operations0029,25230,0002.6% Recreation Programs0766,449814,668753,440-7.5% Totals748,5984,252,3674,285,3234,322,0700.9% Total By Classification Personnel Services633,8962,575,7262,558,9772,624,1702.5% Commodities22,507341,297271,367298,42010.0% Contractual Services70,6591,052,7591,181,0491,119,740-5.2% Capital Outlay and Depreciation18,618261,058261,510261,060-0.2% Other Charges2,91821,52712,42018,68050.4% Totals748,5984,252,3674,285,3234,322,0700.9% Total By Fund General Fund748,598987,954970,827954,620-1.7% Community Center02,538,7172,499,8282,614,0104.6% Recreation Programs0766,449814,668753,440-7.5% Totals748,5984,293,1204,285,3234,322,0700.9% Number of Employees (FTE)9.5831.2031.4230.01-4.5% 5.0 4.0 3.0 Expenditures 2.0 1.0 0.0 2009 BUDGET 2007 ACTUAL 2006 ACTUAL 2008 ORIGINAL BUDGET 35 30 25 Employees 20 15 10 5 0 2006 ACTUAL2008 ORIGINAL 2007 ACTUAL 2009 BUDGET BUDGET Packet Page Number 26 Agenda Item D2. CITY OF MAPLEWOOD CITIZEN SERVICES MISSION STATEMENT To maintain records, administer elections and issue licenses in a timely and efficient manner. To provide Maplewood residents with the indoor and outdoor recreation, entertainment and hospitality needs of families, businesses and community organizations and others in the northeast metropolitan area. 2009 OBJECTIVES 1. Work with IT and Finance Departments to provide the capability for people to apply and pay for business licenses via the Internet. 2. Work with Fire and Police Departments to implement the new business registration program. 3. 100% of completed council agendas and agenda packets provided 4 days in advance of meetings and 100% of legal notices prepared, posted and/or published within legal deadlines. 4. Make arrangements with at least 50% of the current Maplewood based vehicle dealers to perform the deputy registrar work. 5. Launch flat screen TV and restroom stall advertising as a source of revenue. 6. To increase testimonial promotion by 100% including the following departments: swim lessons, birthday parties, recreation, MCC fitness, banquet room, meetings, weddings, active adults, martial arts, and dance. 7. Increase recreation program revenues by seven percent through increased fees and participation. 8. Analyze all space at the MCC for potential revenue generating leasing agreements. 9. Increase the number of MCC banquet bookings by 25%. 10. Increase the number of Special Events in the MCC banquet room to eight. 11. Complete and implement new banquet room catering and liquor provider contracts. 12. Continue to facilitate a successful partnership with the Ashland Theatre of Performing Arts. 13. Increase the membership base by 5%, focusing on increasing the Maplewood resident percentage and employees of Maplewood businesses. 14. Continue to develop the volunteer recruitment program at the MCC Packet Page Number 27 Agenda Item D2. 15. Expand the current recreation programs offered to bring additional wellness, preventative and specialty programs advantageous for all ages, interests and fitness levels to Maplewood and surrounding communities. 16. Increase school year daytime swim lessons by targeting charter and home schools. 17. Increase general swim lessons participation by increasing "captive audience" marketing. Also, targeting childcare centers for introductory level classes such as Tot Swim and Parent/Child. 18. Increase CPR revenues by marketing to childcare centers and local businesses. Packet Page Number 28 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D2. 2009 BUDGET PROGRAM:DEPARTMENT: ADMINISTRATION CITIZEN SERVICES PM ROGRAMISSION To maintain accurate and complete permanent city records, to manage the issuance and processing of business licenses and permits in a timely and efficient manner and to manage department operations. 2006200720082009 I NPUTS ActualActualBudgetBudget DirectExpenditures Personnel Services $266,778$312,157$368,143 360,270 Commodities 14,71229,82218,630 19,210 Contractual Services 61,56687,787135,882 131,410 Capital Outlay 18,61800 0 Other Charges 2,9182390 0 Total $364,592$430,005$522,655 $510,890 Percent Change 3.0%17.9%21.5% -2.3% StaffHours No. of Employees (FTE) 3.754.003.70 3.70 BC UDGETOMMENTS Decrease in budget is due to new hire in business licenses at a rate than previous tenured employee. Packet Page Number 29 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D2. 2009 BUDGET PROGRAM: DEPARTMENT: ADMINISTRATION CITIZEN SERVICES 2006200720082009 ActualActualEstimateEstimate O/W UTPUTSORKLOAD Agenda reports 496580550 565 Pages of minutes 510650600 630 Number of ordinances 81015 12 Number of resolutions 205185175 225 Business 1,1501,6541,600 1,750 licenses/permits/registrations EI FFECTIVENESS NDICATORS Percentage of licenses, 97%99%99% 99% permits issued by deadline C OMMENTS Administrative workload remains steady in the area of output and workload as shown above. Packet Page Number 30 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D2. 2009 BUDGET PROGRAM:DEPARTMENT: COMMUNITY CENTER CITIZEN SERVICES OPERATIONS CITY OF MAPLEWOOD, MINNESOTA Agenda Item D2. 2009 BUDGET PROGRAM: COMMUNITY CENTER OPERATIONS 2006 Actual DEPARTMENT: CITIZEN SERVICES 2007 2008 2009 Actual Estimate Estimate OUTPUTS/WORKLOAD Number of community center 7 200 6 166 6 198 6 507 , , members , , Number of aquatic lessons 2,850 2,800 2,650 2,850 Number of room reservations 1,200 1,320 1,200 1,300 Number of group fitness 40 000 46 560 52 221 53 265 , , participants , , Number of childcare 9 000 10 000 7 000 7 200 , , participants , , EFFECTIVENESS INDICATORS Rank in Business Journal's 7tn 7tn 6th N/A "Top 25 Fitness Centers" Voted Best Fitness Center by yes yes Yes Yes Lillie News Percentage of swim participants rating services 97% 97% 98% 98% satisfactory or better Percentage of memberships 20% 25% 41 % 46% with fitness discount Average revenue per $1 540 $1 700 $1 300 $1 500 , , wedding , , Number of events covered by 20 25 23 25 charitable gambling COMMENTS The Fitness Discount program is the reimbursement program in which insuran ce companies will pay adult members up to $20 per month if they work out at least eight to twelve times per month. The reimbursements are sent to the community center and then their membership account is credited . This benefit was started in January 2005 with Blue Cross Blue Shield. In March 2006, UCare was add ed and in 2007 Health Partners. The events covered through charitable gambling funds include outside rentals . To qualify for funding the applicant is required to meet the lawful purposes as defined by the State Gambling Control Board. Applicants are most generally 501-(c) (3) organizations. Packet Page Number 32 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D2. 2009 BUDGET PROGRAM: DEPUTY REGISTRAR DEPARTMENT: CITIZEN SERVICES 101-303 PROGRAM MISSION To present a courteous, service-oriented team providing a high level of a ccuracy and effic iency. INPUTS 2006 2007 2008 2009 Actual Actual Budget Budget Direct Expenditures Personnel Services $315,854 $345,447 $354,684 357,470 Commodities 0 0 0 0 Contractual Services 2,452 2,783 3,518 3,610 Capital Outlay 0 0 0 0 Total $318,306 $348,230 $358,202 $361,080 Percent Change 4.2% 9.4% 2.9% 0.8% Staff Hours No. of Employees (FTE) 5.83 6.25 6.03 6.03 BUDGET COMMENTS No significant change in the Deputy Registrar Program. Packet Page Number 33 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D2. 2009 BUDGET PROGRAM: DEPUTY REGISTRAR DEPARTMENT: CITIZEN SERVICES 2006 2007 2008 2009 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Number of motor vehicle 45 000 49 800 50 000 50 000 transactions , , , , Number of driver's license 18 000 18 500 18 700 18 600 transactions , , , , Number of passports 2 800 3 000 3 500 3 000 processed , , , , EFFECTIVENESS INDICATORS Initial accuracy rate on motor gg% 99% 98% 98% vehicle reports reconciled Initial accuracy rate on driver's license reports 98% 98% 98% 98% reconciled COMMENTS Number of transactions remains steady in all areas of motor vehicle and DNR. Passport activity is reduced due to a decrease in travel projections estima ted by the Federal Passport Agency. Packet Page Number 34 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D2. 2009 BUDGET PROGRAM: ELECTIONS DEPARTMENT: CITIZEN SERVICES 101-304 PROGRAM MISSION To manage all municipal, federal and state elections focusing on legal compliance and integrity. INPUTS 2006 2007 2008 2009 Actual Actual Budget Budget Direct Expenditures Personnel Services $51,775 $41,074 $56,000 $46,290 Commodities 7,795 7,719 770 790 Contractual Services 6,641 4,698 3,948 5,570 Capital Outlay 0 0 0 Total $66,211 $53,491 $60,718 $52,650 Percent Change 98.3% -19.2% 13.5% -13.3% Staff Hours No. of Employees (FTE) 0 0 0 0 BUDGET COMMENTS The decrease in this budget is due to 2009 being a local election cycle w ith the need of fewer election judges working. Packet Page Number 35 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D2. 2009 BUDGET PROGRAM: ELECTIONS DEPARTMENT: CITIZEN SERVICES 2006 2007 2008 2009 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Number of registered voters 24,000 24,700 23,500 25,000 Election judges trained 160 150 200 150 Number of ballots cast 18,000 7,000 19,000 8,500 Number of absentee ballots 200 200 500 300 processed EFFECTIVENESS INDICATORS Percentage of eligible voters 65% 65% 70% 30% registered to vote COMMENTS Decrease in ballots cast due to 2009 being a local election. Percentage of eligible voters voting is historically significantly less for local elections. Packet Page Number 36 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D2. 2009 BUDGET PROGRAM: ICE ARENA OPERATIONS DEPARTMENT: CITIZEN SERVICES 101-606 PROGRAM MISSION To provide anine-month, indoor skating venue for Maplewood and School District 622 residents at the Tartan Ice Arena located in Oakdale, Minnesota. INPUTS 2006 2007 2008 2009 Actual Actual Budget Budget Direct Expenditures Contractual Services $ 0 $40,753 $29,252 $30,000 Total $ 0 $40,753 $29,252 $30,000 Percent Change N/A 100.0% -28.2% 2.6% Staff Hours No. of Employees (FTE) 0 0 0 0 BUDGET COMMENTS This budget is for city payments to Independent Sch ool District 622 for a portion of the costs for the operation and maintenance of the Tartan Ice Arena. The City of Oakdale and the school district also finance the ice arena. Packet Page Number 37 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D2. 2009 BUDGET PROGRAM: ICE ARENA OPERATIONS DEPARTMENT: CITIZEN SERVICES 2006 2007 2008 2009 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Number of actual ice hours 2,200 2,300 2,300 2,300 sold Number of Joint Powers Board meetings attended by City Council liaisons and/or 10 8 8 8 Parks and Recreation Director EFFECTIVENESS INDICATORS Facility utilization rate 58% 66% 70% 70% COMMENTS The city is a one-third owner of Tartan Ice Arena. The City Council provides two members as liaisons to the Tartan Ice Arena Joint Powers Board. The facility utilization rate continues to increase annually. Packet Page Number 38 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D2. 2009 BUDGET PROGRAM: RECREATION PROGRAMS DEPARTMENT: CITIZEN SERVICES 206-603 PROGRAM MISSION To provide a variety of leisure time and recreational programs year-round for all ages. INPUTS 2006 2007 2008 2009 Actual Actual Budget Bud et Direct Expenditures Personnel Services $0 $434,339 $432,762 $426,560 Commodities 0 71,448 65,677 52,870 Contractual Services 0 257,170 315,649 274,010 Other Charges 0 3,492 580 0 Total $ 0 $766,449 $814,668 $753,440 Percent Change N/A -1.9% 6.3% -7.5% Staff Hours No. of Employees (FTE) 0 3.97 3.38 3.38 BUDGET COMMENTS The 2009 budget for recreation programs was the end result of recreation program staff carefully analyzing existing program revenues and expenditures. This analysis resulted in a budget that more accurately reflects the current trends in recreation program participation and ultimately a more accurate recreation program budget. Packet Page Number 39 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D2. 2009 BUDGET PROGRAM: RECREATION PROGRAMS DEPARTMENT: CITIZEN SERVICES 2006 2007 2008 2009 Actual Actual Estimate Estimate OUTPUTS/WORK LOAD Total number of teens 330 420 380 380 enrolled Adult softball, number of g0 95 143 140 teams Fall soccer teams 75 67 71 48 Basketball teams 130 130 120 110 T-ball teams 24 30 33 30 Youth volleyball teams 30 40 42 40 Into. to Soccer Participants 0 0 235 250 Senior High Basketball teams 49 60 60 60 Number of day camp 2,100 2,180 2180 2180 participants EFFECTIVENESS INDICATORS Percent of non-Caucasian 7% 9% 10% 12% employees & volunteers Percent of program evaluations rated satisfactory 95% 95% 99% 95% or better Percent of programs formally g0% 100% 90% 70% evaluated COMMENTS The changes made in the preschool soccer program in 2008 will continue in 2009. The program became more of an instructional program with emphasis on increasing the number of soccer ball touches a player has in each session through smaller teams along with more and improved skill development opportunities. Quality instructors lead the program with volunteer parent assistants. The new format has been well received by parents and participants. Demand for soccer fields by adult teams continues to grow creating scheduling challenges relating to field use and maintenance. This demand is being studied and the resulting policies for field use and maintenance were implemented in 2008 and will be revisited in 2009. Demand for Summer Day Camp continues to grow. Staff is currently exploring options that would allow for additional participants. Packet Page Number 40 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D2. 2009 BUDGET PROGRAM: MARKETING DEPARTMENT: EXECUTIVE 101-111 PROGRAM MISSION To build the identity and paid usage of all parks and recreation programs and facilities, maintain the web page and create a monthly city newsletter as a means of building a strong sense of community. INPUTS 2006 2007 2008 2009 Actual Actual Budget Budget Direct Expenditures Personnel Services $55,087 $20,463 $55,580 $140,330 Commodities 955 5,506 10,000 520 Contractual Services 86,230 102,295 100,230 113,020 Total $142,272 $128,264 $165,810 $275,180 Percent Change 15.5% -9.8% 29.3% 66.0% Staff Hours No. of Employees (FTE) .64 .20 .50 1.50 BUDGET COMMENTS Personnel services include 50% of the Events Marketing Coordinator and funds to cover wages and benefits for the individual who tapes public meetings. Includes Marketing previously in MCC. Packet Page Number 41 CITY OF MAPLEWOOD, MINNESOTA Agenda Item D2. 2009 BUDGET PROGRAM: MARKETING DEPARTMENT: EXECUTIVE 2006 2007 2008 2009 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Annual marketing N/A N/A N/A 20 agreements Number of marketing projects N/A N/A N/A 300 Testimonial marketing N/A N/A N/A 8-10 EFFECTIVENESS INDICATORS Revenue increases from year N/A N/A N/A 20% to year Percentage of marketing N/A N/A N/A 98% projects completed Testimonials used in N/A N/A N/A 70% marketing materials Business contacts for the purpose of ad revenue and N/A N/A N/A 60% partnerships EFFICIENCY MEASURES Revenue increases N/A N/A N/A 50% Projects are completed on time and in a professional N/A N/A N/A 100% manner Testimonial marketing increases the effectiveness of N/A N/A N/A 70% the promotion and brings in additional revenue COMMENTS Marketing staff produce many projects for the Parks and Recreation Department that include brochures, posters, publications, CDs, flyers, newsletters, school brochures, email b lasts, evaluation forms and much more. Marketing staff work closely with the community to secure advertisers to place ads in the school brochure, Parks and Recreation brochure, All Star Summer Kick Off, July 4th Celebration and National Night Out. These advertisers help to reduce the cost of the program and the cost of the publication. Percentage of residents that read the City News is approximately 75%. Readership is tracked thru coupons placed in the book, calls for information in articles and responses received thru email. Packet Page Number 42