9.5. SR 07-17-2017Request for Action
To Item Number
Mayor and City Council 9.5
Agenda Section Meeting Date Prepared by
Work Session July 17, 2017 Lori Ziemer, Finance Director
Item Description Reviewed by
2018 Budget Discussion Cal Portner, City Administrator
Reviewed by
Action Requested
2018 budget discussion
Background/Discussion
Following is an overview of the Mayor & Council, Communications (Cable TV), Administration,
Elections, Human Resources, Legal, Finance, and Building Maintenance budgets.
Attached are the preliminary budget worksheets for those departments along with their 2018
department/division goals. Let staff know if you would like more detail.
Administration Budgets:
Mayor & Council –
Dues and Subscriptions include memberships for the League of Minnesota Cities and Historical
Society.
Insurance covers the liability insurance for the city.
Miscellaneous includes the employee and volunteer recognition events, Independence Day
fireworks, iPad connection for Council, and $4,000 was added in 2018 for downtown
projects/lighting.
Communications (was Cable TV) – transitions cable TV and website/social media into a
Communications Division. The overall increase is related to the transition of the Communications
Coordinator position from the Administration budget.
Personal Services reflects the transition of the communications coordinator from Administration.
Professional Services are transitioned from the Administration budget and reflects the annual website
maintenance and graphic/photo services. An increase of $5,500 is for social media archiving and
design software subscription services.
Administration – The overall decrease is related to the transition of communications duties to the
Communications budget.
Elections –
Reflects expenditures for the local and state elections in 2018.
Included on the capital outlay summary sheet is the second of four annual payments for the
voting equipment payback.
Human Resources –
Office Supplies includes the replacement of a computer in 2018.
Other Professional Services increased due to contingent flexible benefit plan updates.
Travel, Conferences & Schools decreased due to management training in 2017.
Equipment Repair & Maint. reflects the annual HRIS maintenance agreement.
Legal –The budget includes prosecuting attorney, city attorney and miscellaneous legal work outside of
the retainers.
Finance Budgets:
Finance –
Office Supplies includes an additional computer replacement in 2018.
Other Professional Services decreased due to the actuarial study in 2017 and is required every two
years.
Building Maintenance –
Personal Services do not include pay adjustments for the 49er’s union.
Utilities increased due to natural gas estimates.
Building Repair & Maintenance increased for HVAC controls software updates.
Equipment includes facility condition assessment software.
General Fund Update
We are continuing to review General Fund departmental budgets. An update on the overall General
Fund revenue and expenditures will be provided once all department budgets have been reviewed.
The capital outlay and personnel request summary sheets reflect only those requests by the departments
being reviewed at this work session. These summary sheets will be updated once all General Fund
department budgets have been reviewed.
Financial Impact
N/A
Attachments
Department Worksheets
Capital Outlay summary
Personnel Requests summary
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Division Performance Measures & Goals for 2018
Division: Mayor and City Council
Completed by: City Clerk Tina Allard
Date: May 30, 2017
Performance Measure
2016 Actual
2017 Estimated
2018 Projected
There are no performance measures
for Council.
promote community, recreational events, and active
lifestyle programming.
City Goal
GoalObjective/Task
Grow a healthy engaged community
Work with organized and non -organized groups to
promote community, recreational events, and active
lifestyle programming.
Improve appearance of the community, continue with
Beautification
code enforcement, develop material and landscape
standards, property maintenance and city intiatives.
Sustainable Community
Continue with environmental standards and initiatives.
Safe Community
Develop community engagement initiatives.
Develop good business relationships and government
Business Friendly/Economic Development
incentives to encourage business growth. Improve city
processes to be business friendly.
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Division Performance Measures & Goals for 2018
Division: Communications
Com feted by: City Clerk Tina Allard
Date: May 30 2017
Performance Measure
2016 Actual
2017 Estimated
2018 Projected
Number of pages viewed on website
490,000
505,000
500,00
Number of visitors to website
213,260
215,00
220,000
Total cable production hours
537
500
515
Total number of productions
62
55
60
Division Goal
Enhance community awareness and engagement, public education,
and transparency through effective media campaigns
Goal
community engagement coordinator.
Wayfinding Program, a long-term plan for
branded signage throughout the city.
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Division Performance Measures & Goals for 2018
Division: Administrative Services
Completed by: City Clerk Tina Allard
Date:I May 30, 2017
Performance Measure
2016 Actual
2017 Estimated
2018 Projected
Licenses Issued
Volume of paper records eliminated
661
51 cubic feet
640
60 cubic feet
645
65 cubic feet
ion Goal
Enhance record-keeping through digitalization
ist other departments in getting their records into the
electronic management system (Laserfiche). Building
artment files completed in 2017. Planning case files
Enhance customer service and streamline administrative processes Review administrative web pages for content and ease of
for municipal government use.
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Division Performance Measures & Goals for 2018
Division: Elections
Completed by: City Clerk Tina Allard
Date: May 30, 2018
Division Goal
Prepare for 2018 primary and general local, state, and national
elections.
Goal Objective/Task
Recruit, train, and certify approximately 120 judges
Secure and prepare 8 polling places with staff,
equipment, and supplies
Test and maintain integrity of election equipment
Prepare and conduct public accuracy tests and
demonstrations
Assist Sherburne County with recounts
2016 Actual
2017 Estimated
2018 Projected
Number of people voting in elections
13,121
8,600
People who registered to vote on
Election Day
1,525
Non -Election Year
550
Percentage of Registered Voters voting
in elections
81.5
60
Division Goal
Prepare for 2018 primary and general local, state, and national
elections.
Goal Objective/Task
Recruit, train, and certify approximately 120 judges
Secure and prepare 8 polling places with staff,
equipment, and supplies
Test and maintain integrity of election equipment
Prepare and conduct public accuracy tests and
demonstrations
Assist Sherburne County with recounts
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Division Performance Measures & Goals for 2018
Division: Illuman Resources
Completed by: ILauren Wipper, HR Re
Date: July 11, 2017
Performance Measure
2016 Actual
2017 Estimated
2018 Projected
Retention Rate
95%
92%
93%
Positions Filled/Employees Hired
48
41
36
Regular FT & PT
19
16
12
Seasonal
29
25
24
# of training hours scheduled - citywide
5
13
15
Job applications processed
382
600
600
Division Goal
Goal Objective/Task
Employ HRIS system and utilize features, digitalize and
Continue to improve HR efficiency
file employee data, purge items beyond retention
requirements.
Organization -wide succession planning and budget projections
Promote employee development and coordinate long-
term personnel plan.
Grow a positive workplace
Assist management with policy development, promote
safe & healthy workplace.
Decrease long-term medical costs
Grow the Health Rewards Program to increase employee
health and wellness participation.
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Division Performance Measures & Goals for 2018
Performance Measure
2016 Actual
2017 Estimated
2018 Projected
City Bond Rating
AA+
AA+
AA+
Avg Rate of Return
2.10%
2.15%
2.20%
Accounts payable disbursements
4832
4900
5000
AP ACH vendors
46
65
85
Division Goal
Goal Objective/Task
Continued participation in CAFR & Budget award
Transparency of public finances
programs
Provide meaningful and timely financial reports and
information to Council and city departments
Ensure compliance with applicable federal/state laws and
GASB statements
Maintain clean audit opinion
Review effectiveness of internal controls and implement
auditor recommendations
Evaluate processes to take advantage of current
technology to enhance efficiencies and streamline
Efficient and effective processes
operations
Evaluate financial software with potential integration with
other departments
Enhance employee development for succession planning
Employee development
Cross training of critical areas in finance (AP, payroll)
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Division Performance Measures & Goals for 2018
Division: IBuilding Maintenance
Completed by: I Gary Lore
Date: 5/16/17
Performance Measure
2016 Actual
2017 Estimated
2018 Projected
Buildings Maintained
12
12
12
Square feet cleaned daily
180,000
180,000
180,000
Work order requests
1092
1200
1400
Division Goal
Goal Objective/Task
Maintain clean and safe facilities for city staff and the public.
Planning and positioning
Improve building operations and efficiency.
Planning, training, and keeping up with new technology.
Complete an assessment of city facilities and equipment.
Implement new maintenance software.
Create a working preventative maintenance schedule.
Implement new maintenance software.
Improve capital forecasting capabilities.
Implement new maintenance software.
2018 CAPITAL OUTLAY
Funding Source
Requested General Capital Outlay Department
Department Item Amount Fund Reserve Total
Administration Election equipment- City contribution 15,600 15.600
15,600 -
Building Maintenance Facility Condition Assessment Software 32,000 32,000
32,000 32,000 32,000
2018 BUDGET
REQUESTED POSITIONS
4101
Full -Time
4104
PERA
4105
FICA
4107
Medicare
4108
Insurance
4109
Workers Comp
Total Personal Services
Communications
101-1120
Sr. Communications
This is a newly
created position and
will be evaluated