10.4. SR 08-07-2017 EGty1� ,.,�� Request for Action
River
To Item Number
Mayor and City Council 10.4
Agenda Section Meeting Date Prepared by
Worksession August 7, 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 Information Technology, Community Operations and Development,
Planning, Environmental, Energy City, and the Streets Maintenance budgets.
Attached are the preliminary budget worksheets for those departments along with the proposed 2018
department/division goals. Let staff know if you would like more detail.
Information Technology -
■ Operating Supplies increased for a computer replacement.
■ Professional Services increased for technology support services.
■ Equipment Repair&Maintenance increased due to the migration to a subscription service of
Microsoft Office 365.
■ Capital Outlay consists of an additional storage area network and cybersecurity countermeasures
that may result from the security assessment.
Community Operations and Development Budgets:
Community Operations and Development -
■ Personal Services decreased due to the Sr. Administrative Asst. position being moved to the
Planning Department in 2018.
Planning-
■ Personal Services increased due to the addition of the Sr. Administrative Asst. position from COD
and a temporary scanner for the planning case files.
■ Operating Supplies increased for computer replacements (2) in 2018.
■ Publishing increased due to the required publication of notices and ordinances related to the
increased activity in planning cases.
Environmental -
■ The Environmental Coordinator position is allocated among the following departments:
2017 2018
Environ.Coord. Environ.Coord.
Environmental 30% 30%
Energy City 30% 30%
Landfill 10% 10%
Garbage 30% 30%
Total 100% 100%
■ Contractual Services increases for the Lake Orono sediment study ($15,000).
Energy City -
■ Operating Supplies increase is for a solar picnic table project proposed by the Sustainable
Communities' partnership.
■ Other Professional Services decreased due to no projects proposed in 2018 for University of St.
Thomas projects.
■ Equipment Bepair/Maint. is for a promo wrap for an electric vehicle that is proposed to be leased
with funding from the Equipment Replacement Fund.
Streets Budgets:
Streets -
■ Office Supplies increase is for the replacement of 3 computers.
■ Fuels &Lubes is based on the average actual usage.
■ Capital Outlay is for an industrial floor scrubber/sweeper ($61,000) for shop maintenance and will
be shared with the public works building, public safety building, fire station and WWTP.
Snow Removal -
■ Personal Services decreased due to a change in the allocation of personnel to snow removal.
Equipment Services -
■ Operating Supplies increase is for an air conditioner charger/reclaimer that is required to comply
with federal standards ($10,000).
General Fund Update
An update on the overall preliminary 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
that have been reviewed and are 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 sheet (General Fund departments)
■ Personnel sheet summary
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Division Performance Measures & Goals for 2018
Division: JIT
Completed by: Bob Pearson
Date: June 21, 2017
Performance Measure
2016 Actual
2017 Estimated
2018 Pro
Number of Physical Servers
8
8
8
Number of Virtual Servers
28
30
32
Number of Desktop PCs
182
190
195
Number of Laptops
38
40
40
Number of Desk Phones
290
290
290
Number of Cell Phones
125
125
125
Number of data cards
52
52
54
Number of Tablets
49
50
53
Number of Wireless Access Points
21
24
26
ERMU Desktop PCs
20
22
23
ERMU Laptops
25
25
30
ERMU Tablets
9
9
9
Support Tickets
866
900
950
Division Goal
Goal Objective/Task
Provide staff training in network infrastructure systems in
Maintain network reliability
order to update and maintain network systems and
equipment.
Develop policies and documented plans to provide for
Ensure network security/recovery
business continuity, disaster recovery, and incident
response
Explore efficiencies through technology
Research and implement new technology and systems to
meet service needs
Maximize system capacity with entreprenurial spirit.
Seek opportunities to partner with neighboring
communities to provide IT services.
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Division Performance Measures & Goals for 2018
Division:
COD
Completed by:
Suzanne Fischer
Date:
6.5.2016
Performance Measure
2016 Actual
2017 Estimated
2018 Projected
1. Training Hours/FTE
10
12
14
2. Implement Process Improvements
2
2
3
3. Safety Program Events (monthly)
12
12
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4. Metrics - Streets
2
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- Wastewater
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Division Goal
Goal Objective/Task
1. Employee Development
Implement on-going training programs to further develop
employees
2. Lean Processes
Implement new methods to increase efficiency.
3. Safe Work Environment
Promote a safe and healthy work environment for employees.
4. Performance Accountability
Develop and implement metrics in Streets and Wastewater
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Division Performance Measures 8r Goals for 2018
Performance Measure
2016 Actual
2017 Estimated
2018 Projected
Land use applications (Exclude Plats)
116
120
120
Plats/subdivisions
22
22
20
Building permits reviewed by Planning
365
375
375
Actively review approved/active CUPs
15%
25%40%
for compliance with conditions.
develop a Planning SOP manual to ensure consistent
service is provided for every customer. This will improve
Division Goal
Goal Objective/Task
Assign educational opportunities to broaden department
Employee Development
expertise and knowledge of developing topics.
Administrative transitions also present opportunities for
cross -training within department.
Review and modify the internal land use review process.
Significant focus has been dedicated to improving the
process for applicants, but the internal review process
has not received the same attention. Administrative
Further improve and streamline internal land use review process
changes present ideal time for the review. Staff will also
develop a Planning SOP manual to ensure consistent
service is provided for every customer. This will improve
clarity on staff interpretation of ordinances and will be
approved by Council.
What our community looks like is becoming an
increasingly frequent topic of discussion. Staff will review
Review and amend design standards within zoning ordinances
the ordinance for improvements specific to community
aesthetics (landscaping, materials, setbacks, signs, etc.)
and provide recommendations for amendments.
The HPC has a desire and interest in taking a more
Increase community awareness and exposure of the Heritage
visual role in the community with projects that have been
Preservation Commission.
discussed during meetings. Staff will dedicate additional
time to HPC
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Division Performance Measures & Goals for 2018
Division: lEnvironment
Com leted by: lAmanda Bednar
Date: I May 31, 2017
Performance Measure
2016 Actual
2017 Estimate
2018 Projected
Wetland Conservation Act
shoreland BMPs, native landscapes
Utilize LOIA and community partnerships to increase
Increase public education on environmental topics
Applications
10
13
15
Shoreland Permit Applications
2
5
5
Native Planting new acres
Create and maintain wetland bank credits in Elk River to use for city
10
150
Provide incentives to local groups and businesses to plant trees
Increase native vegetation and tree canopy
(Houlton property)
Building permit reviews
202
275
300
Division Goal
Goal Objective/Task
Create incentives for environmental projects - buffer strip incentive,
shoreland BMPs, native landscapes
Utilize LOIA and community partnerships to increase
Increase public education on environmental topics
communications via social media, publications, campaigns, and
other means
Work with LOIA and Soil and Water Conservation District to finalize
and implement Lake Orono Management Plan.
Improve water quality
Create and maintain wetland bank credits in Elk River to use for city
projects and/or sell when available through partnership with EDA
Provide incentives to local groups and businesses to plant trees
Increase native vegetation and tree canopy
and create native vegetation areas
Utilize city property for portion of project, create native planting
demonstration site.
Ensure compliance of city environmental ordinances
Review buidling permit applications to ensure compliance with
applicable environmental ordinances before permits are issued.
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Division Performance Measures & Goals for 2018
Division: Ener Cit
Com leted
by: Amanda Bednar
Date: May 31, 2017
Performance Measure
2016 Actual
2017 Estimated
2018 Projected
Energy City Tours
Energy City Tour Participants
10
289
15
300
20
315
Division Goal
Increase education and outreach
Plan for city sustainability projects and programs
Sustainable
and share results
ate and plan wnn L;nmate smart
in Minnesota and Germany
and implement a Climate Action Plan
wentdy and promote renewame energy resources -
Action Plan C8-10; Climate Smart Municipalities go
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Division Performance Measures & Goals for 2018
Division: Streets
Completed by: Mark Thompson
Date: 7.14.2017
Performance Measure
2016 Actual
2017 Estimated
2018 Projected
PCI
82
82
82
Maintenance items
Crack sealing
880 hrs
1000 hrs
1200 hrs
Various asphalt patching
2144 hrs
2500 hrs
2500 hrs
Sweeping
1520 hrs
1500 hrs
1600 hrs
Painting
752 hrs
1000 hrs
1100 hrs
ROW mowing / tree trimming
2056 hrs
2100 hrs
2100 hrs
NPDES
896 hrs
1000 hrs
1000 hrs
Division Goal
Goal
Monitor all streets to ensure proper maintenance
Extend lifespan of public streets and infrastructure to ensure highly techniques are performed at the correct time enabling the
effective use and durability asphalt surfaces to stay in the best condition possible.
Maintain a PCI of >82.
Maintain an aesthetically pleasing and well functioning ROW mowing), helps provides a safe sight line for drivers, and
improves appearance of roadways.
NPDES / ensure the storm sewer system is properly maintained and Ongoing inspections and maintenance to keep the city
damaged components are repaired for functionality in i timely infrastructure working to allow the free flow of runoff.
manner.
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Mission Statement
'To provide quality service, with minimal downtime, for a well maintained, safe, dependable
and cost effective fleet which is represenative of the City of Elk River.
Division Performance Measures & Goals for 2018
Division: JEquipment Services
Completed by: I Mark Thompson
Date: jAugust 2, 2017
Performance Measure
2016 Actual
2017 to date
2018 Projected
Heavy Duty Services
114
as of 8-1-17 64
120
Light Duty Services
355
as of 8-1-17 227
365
Contracted - ERMU, Tri -Cap, SCSW
101
as of 8-1-17 62
100
Misc. Services - trailers, chainsaws,
62
as of 8-1-17 70
80
mowers, small tractors, etc.
Division Goal
Provide high quality and timely services to all customers
to maintain equipment availability at 95% or higher.
Continue a rigorous preventative maintenance program
Extend equipment lifecycles / get the most out of all equipment to keep equipment operating properly and extend their
useful lifecycle.
Implement process improvements to increase efficencies
roue to utilize the Managers Plus software to track
to assist with equipment replacement decisions.
mechanics training to keep up with service
2018 CAPITAL OUTLAY
Funding
Source
Requested
General
Capital Outlay
Department
Item
Amount
Fund
Reserve
Administration
Election equipment - City contribution
15,600
15,600
Building Maintenance
Facility Condition Assessment Software
32,000
32,000
Information Technology
Storage area network
60,000
60,000
C bersecurity countermeasures
25,000
2_5,00_0
Firewall upgrades
10,000
10,000
Laserfiche upgrade
10,000
10,000
Hardware/Enterprise switch/UPS
35,000
35,000
Fiber network enhancements
10,000
10,000
Virtualization refresh
95,000
95,000
Mobile management system
15,000
15,000
Virtual desktop
75,000
75,000
335,000
85,000
250,000
Streets
Floor scrubber/sweeper 1/4 share of $61,000
15,250
15,250
General Fund Departments
397,850 1
132,250
265,600
2018 BUDGET
REQUESTED POSITIONS
Department:
Communications
Planning
101-1120
101-1510
Sr. Comm. Coord.
Temp. Scanner
4101
Regular Pary
This is a newt
4102
Overtime Pay
created position
4103
Part -Time Pay
and will be
9,350
4104
PERA
evaluated
4105
FICA
600
4107
Medicare
150
4108
Insurance
4109
Workers Comp
Total Personal Services
$75,000 - $89,000
$
10,100
Additional Costs:
Uniform Allowance
-
-
Vehicle
-
Phone/office furniture
9,500
-
Trainin /License
Other
2,400
-
Total Additional Costs
$ 11,900
$
-
Total New Position Requests
$ 95,600
$
10,100