9. SR 08-02-2010Item #9
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T~: 1Vlayor and City Council
F1~~1VI: Lori Johnson, City Administrator
DATE: August 2, 2010
SUBJECT: 2011 Budget Discussion
As we discussed previously, at this budget work session we will begin detailed General fund
budget review with the general government departments. Attached is the budget detail for
those funds along with the proposed 2011 goals by division. At Monday's meeting we will
go through each of the attached budgets in as much detail as the Council desires.
The Council's consensus on the 2011 tax levy, pay increases, and use of LGA are all
incorporated in this draft budget. It is typical that there are more expenditure requests than
funds available in the initial budget process. That gap is eliminated during the budget process
as requests are thoroughly evaluated and prioritized and additional funding sources are
identified and revenue estimates are adjusted. In fact, the gap this year is less than the initial
gap last year. Including the three Council consensus items noted above, there is currently a
budget gap of approximately $550,000 that needs to be closed. That number will change
slightly as we are still refining some of the line item amounts. Expenditures in the draft
budget are increasing $345,600 over 2010; this includes $320,400 of capital outlay in addition
to the $250,000 for equipment replacement charges. Additionally, the Ice .Arena and
Pinewood have requested $68,250 in capital outlay. This affects the General fiend because of
the transfers from the General fund to fully fiord their operations.
The list of capital outlay items included in the budget is attached for your review.
Obviously, funds aren't available to purchase all of these items. Some will need to be
delayed whIle others may be purchased with LGA if and when that is received. Also, if a
department will be under budget in 2010 or if the entire 2010 General fund budget has a
surplus, some of these items could be purchased in 2010 and eliminated from the 2011
budget. We will review each of the capital requests when the corresponding
department/division budget is discussed.
The Fleet Committee is finalizing the equipment purchases for 2011; therefore, that data is
not included with this memo. It will be included in next week's packet in preparation for the
discussion on public safety and public works budgets.
One of the biggest savings that has carried over in the budget again this year is the reduction
in staff and the related costs. There are several vacant positions that are not included in the
budget. In the budget process I requested that all departments include in their budget
requests the positions they need to fully function with the understanding that the positions
would not be filled. Those positions are not included in the budget either. Attached is a list
of the vacant and requested positions along with the cost, Although these positions will not
be filled in 2011, it gives the Council an idea of how far below normal. staffing levels we are.
As funds become available, the positions can be prioritized so the most needed positions are
filled first,
Another area that has been reduced in recent years is payment of overtime for non-
emergency overtime. Only the payment of overtime mandated by the personnel policy has
been paid for non-emergency overtime; the rest of the non-emergency overtime has been
compensatory time. As requested by Council, attached is the overtime payment history
indicating the amount of overtime paid in each department for the past three years. You
may recall that in our last budget discussion, I suggested that it would be helpful to add back
some of the overtime pay in 2011 to help manage the current staff shortages and to assist in
meeting the demand for services.
In 2010 we were fortunate to receive several energy grants to improve the efficiency of the
ice arena. Gary Lore Building Maintenance Supervisor will be at the work session to discuss
another energy efficiency grant that has been announced that could be used to decrease
utility costs at City Hall. The application deadline is August 4, The grant requires matching
funds; therefore, staff would like authorization from the Council prior to proceeding with
the application.
Finally, division managers and department heads will be present at the meeting to answer.
questions and provide more information on then division and related budget requests. No
decisions are required on the budgets being discussed on Monday as the actual budget will
not be approved until December. Once the Council has reviewed the entire budget it will be
easier to prioritize the services provided and to match the available funds with the Council's
priority programs and services. The goal is to provide the highest quality and most
important services to the citizens within the funds available.
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Cable Television
Administrative Division
2011 Goals
^ Organize ERtV on City website to make it more user-friendly.
® Utilize Channel Messaging System to provide emergency messaging and event information,
^ Increase cable coverage of City events.
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Administrative Services
Administrative Division
2011 Goals
^ Meet State mandate for data practices compliance.
^ Increase basement storage capacit~~ and meet State mandated records retention requirements.
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uman laesources
Administrative Division
2011 foals
® Update the City's Personnel Policy Manual and any departmental policy manuals that reference
or duplicate the City's manual.
® If approved by the City Council, implement electronic timekeeping.
® Stay current on all labor-related state and federal laws including Health Care Reform.
® Continue promoting healthy lifestyles by providing resources to employees.
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Elections
Administrative Division
2011 Goals
® Improve efficiency with future elections by evaluating 2010 election.
® Redistribute population evenly in precincts after 2010 Census results are determined.
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Finance department
2011 Goals
® Implement Governmental Standards Board (GASB) Statement No. 54.
® Review and update all financial policies.
® Start scanning invoices for increased document management.
® IJvaluate alternative payment options for customers.
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Inforimation Teclanoiogy Department
2011 foals
® Provide online email archiving.
® Upgrade of database management systems to current release,
® Upgrade the in-squad video system.
® Upgrade Laserfiche document management system.
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Community Development I)epa>rtment
Planning ivision
2011 Goals
^ Continue scanning of development files.
^ Complete mining utility study.
® Complete mining area master reclamation plan.
^ Continue to identify/implement Council goals/objectives.
^ Continue review of procedures, identify opportunities for unprovement.
Continue implementation of FAST project.
^ Promote City image.
^ Increase consistency of response to code enforcement issues.
^ Increase code enforcement presence as effective tool toward City image.
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13nildin~ 1VIaintenance
2411 Goals
® Improve response to service requests and maintain a preventative maintenance schedule for Ciry
facilities and equipment.
® Continue to research ways to conserve energy and reduce our facilities' carbon footprint.
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2011 CAPITAL OUTLAY -Requested
Funding Source
Requested General Waste Liquor Department
Department Item Amount Fund Water Fund Fund Other Total
Human Resources TOP Software/implementation 4,450 4,450
Incode Kronos intertace/maintenance 2,750 2,750
Incode Personnel Management Systems 15,000 15,000
22,200 22,200
Fire Confined Space Rescue Equipment 20,000 20,000
20,000 20,000
Emergency Mgmt Siren 16,000 16,000
Outdoor Warning Siren Radio Board Upgra de 55,750 55,750
71,750 71,750
IT In Squad video upgrade 20,000 20,000
Lasertiche Upgrade 13,000 13,000
Virtualization payment 10,900 10,900
SQL Server upgrade 26,000 26,000
69,900 69,900
Police KRONOS Software 75,000 75,000
75,000 75,000
SfreetslSnow removal Plow & hitch 8,850 8,850
Bobcaflease 4,000 4,000
12,850 12,850
Senior Center Database management system 8,700 8,700
Replace carpeting 40 000 40 000
48,700 48,700
Subtotal General Fund Departments 320 400 320 400 - - - 320,400
Ice Arena Barn Condenser 37,500 37,500
Certification stamp 16,500 16,500
Ice Edger 6 900 6,900
60,900 60,900
Pinewood Mower (Lease payment $7,350)
7,350
7,350
7,350
Total $388,650 $320,400 $0 $0 $68,250 $388,650
Note: Vehicle and equipment replacement for non-enterprise funds will be reviewed with the 2011-2015
equipment replacement fund.
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General Fund Overtime
Payment History and Budgets
Budget Amounts
Actual Overtime Paid Adopted Preliminary
Department 2007 2008 2009 2010 2011
Cable TV - 10 - - -
Administrative Services 444 180 - - -
Human Resources - 368 - - -
IT 301 91 - - -
Community Development - 109 - - -
Pianning 134 - - - -
City Hall Maintenance 12,456 5,419 - 2,500 2,500
Police Administration - 1,237 - - -
Patrol 81,484 135,154 84,384 90,000 90,000
Investigations 41,624 47,865 35,969 40,000 45,000
Police Support Services 6,207 7,224 607 6,500 3,500
Public Safety Building Maintenance - 863 - - -
Fire Administration - 296 - - -
Fire Inspections 1,836 562 - - -
Building Safety 1,152 910 - - -
Streets 19,514 18,418 - 2,000 -
Snow removal 23,901 13,338 11,363 3,000 -
Equipment Services 3,416 2,729 - - -
Engineering - 83 - - -
Park Maintenance 20,398 845 - - -
Park & Recreation Administration 120 3,085 - - -
Recreation Programs - 745 24 - -
Sr. Citizen Programs 403 453 - - -
Energy City - 1,063 - - -
Total 213,390 241,047 132,347 144,000 141,000