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Home My WebLink About10-01-2018 WSMayor COLUMBIA Councilmembers Donna Schmitt _ HEIGHTS Robert A. Williams John Murzyn, Jr. City of Columbia Heights Connie Buesgens Nick Novitsky 59040 Avenue NE, Columbia Heights, MN 55421 -3878 (763) 706 -3600 Clty Manager Visit our website at: www.columbiaheightsmn.gov Walter R. Fehst NOTICE OF WORK SESSION Meeting of: Columbia Heights City Council Date of Meeting: Monday October 1, 2018 Time of Meeting: 7:00 PM (Following the Assessment Hearings) Location of Meeting: City Hall- Conference Room No. 1 Purpose of Meeting: Worksession • 2019 Budget Discussion • Recreation • Community Development • Library • Police (Including - Request for Upgrade of Public Safety Building Security Cameras) • Fire • Administration (if time allows) Auxiliary aids or other accommodations for disabled persons are available upon request when the request is made at least 48 hours in advance. Please contact the City Clerk at 763 - 706 -3611 or kbruno @columbiaheihtsmn.gov, to make arrangements. COLUMBIA HEIGHTS POLICE DEPARTMENT w MEMORANDUM To: Donna Schmitt, Mayor of Columbia Heights Columbia Heights City Council From: Lenny Austin, Chief of Police Subject: Request for Upgrade of Public Safety Building Security Cameras Date: September 27, 2018 At the 2018 budget presentation, I mentioned that the public safety building would be reviewing building security in the future due to some of the dated security equipment as well as recent changes and concerns with public safety. Since the installation of the current camera system in 2009, the police department has implemented a designated safe exchange zone for internet or classified ad purchases. It is also used for child custody drop offs. The current cameras do not provide enough coverage for this area and during a recent security camera review, several other areas were also found to be lacking in camera surveillance coverage. There have also been disturbances at the public safety building that occurred where there was no camera coverage to document the incidents. The Columbia Heights Police and Fire Departments are requesting approval to upgrade the current camera system at the public safety building. This would include replacing as well as adding additional internal and external cameras, and support equipment. Bids were requested from three different vendors, of those, only two submitted proposals. The Police and Fire Department is recommending Marco to conduct the upgrade and installation. It should be noted that Marco initially installed the existing cameras as well as at other city buildings and have had good success with their products. The estimated cost of the security camera update is $20,074.36. While this purchase was not included in the 2018 budget, the Police and Fire Departments currently has funds available to cover the expense. cc: Walt Fehst, City Manager Kelli Bourgeois, Assistant City Manager Gary Gorman, Fire Chief City of Columbia Heights 2019 Proposed Detailed Budget Table of Contents Recreation Summary Changes to Fund Balance ........................ ............................... 1 Department Budgets Administration ( 101 - 45000) ..................... ............................... 2 Youth Athletics ( 101 - 45001).... ................ ............................... 6 Adult Athletics ( 101 - 45003) .................... ............................... 9 Youth Enrichment (101- 45004) ................. ............................... 12 Traveling Athletics ( 101 - 45005) ................ ............................... 15 Trips & Outings ( 101 - 45030) .................... ............................... 18 Senior Citizens ( 101 - 45040) .................... ............................... 21 Murzyn Hall ( 101 - 45129) ....................... ............................... 24 Gym Fund ( 101 - 45130) .......................... ............................... 29 After School Programs ( 261 - 45029).......................................... 32 21St Century Arts Grant ( 262 - 45020) ........... ............................... 35 Capital Equipment (431- 45000) ................. ............................... 38 Reviewer's Notes BlankPages ........................................ ............................... 41 -42 a � •E O' -0 w Q CL u m y U 7 aJ �' U Q U ri N O N t E cn L Ix N OL d Q L aJ L r a; m m y = U c N m c3 = C L � O c _ a1 �C N y Ae to U o °� c tA C � a c H O C m vi c v_ t 0 0 N N OD N > L = W N H Q m y +, OG m Z E 7 7 O O v U T •` O w T u u 7 OJ Q u_ 4 a O T Q C ICI I" N I lO � N O rl O ri O rl ri O O r-I r-1 O ri O rl r-I O ri r-I O r-I 1 a-i m N to O O -e Ln m tin co 0 OO to m m n Lr ui N tO to Y9 O O O O O N t0 I� M If1 m -e Q M C O O m O O M N m N N N N Ln °O m w N m�°nN S N M N' f% n —I O a1 a-I r` ri co m Lr) Oo Cl) n O tD N O O N O N O N V1 O F, ri O Ln 00 O M N n O Lr , r\ 0) r In , O to Y1 0 Oq N ri 00 O M r�-I qt 0 ri rl r I N 00 Ln o ON 000 n O , r , , M N M n 0) m 00 N N m 00 ff1 n a1 n rl m " M O O N W tO m O N r-I M N r-I tD N O n Vf O V1 rl to G^ co lOD n O m taD C3) LO , tao " � , M Rt N 3 m m V4 N tD O tD to M m 000 ON0 O m M f\ O1 N tC 00 ri n rl 00 tf) N 00 W N O n %C O O rl ri q n 01 O rl co a1 r•i N , N m 01 n f\ rl N 00 rl rl M N rl M O 00 O 00 to O O rl ri tf1 N tf01 O O^ N O m to Ln N rl n rl t0 N N' r-0 m ri of m ri of V1 O O � a% O O N N M °O in n 0 m 0) cam+ Ln000m w m O f r M f" rm' en N N rl N ar a w y a w U L � 0 '^ M s > -C U c y,, V) � U U 4) Cr' m c ,n c m aiS E ow cLn 't O a) u 06 +� u d M> w LL y d O v m 0 cu 06 _ c �o L •� c C an � 00 OD v fin C O L gym., m > X v v o m v a" at a c � v d w m f- J C U iz G m L N d K a, � ++ W a. In O m O U u y e 7 0 C Ol a1 01 Q1 Gl Ol a1 (n y a1 a1 Ol 01 01 rn rn am m rn rn at ai > rn am m at m a « am ai 0) m 0) rn m ri as ai am rn ai rn W O r-I N m� tf1 lO m W O 4 N V tD 0�0 m m m m m m m m C m f0 F F°- u 1 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 DEPARTMENT: RECREATION ADMINISTRATION 101 45000 GENERAL RECREATION ADMINISTRATION Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 2019 City Manager Proposed 2019 Council Adopted 2019 Line Item Description 0999 Personal Services 176,788 182,102 179,598 184,500 184,500 1999 Supplies 8,870 8,273 11,800 12,800 12,800 2999 Other Services & Charges 23,931 30,390 37,820 41,352 41,352 4999 Capital Outlay - - 6999 Contingencies & Transfers - - - - TOTALS: RECREATION ADMINISTI 209,588 220,766 229,218 238,652 238,652 Activity Description This activity provides recreational opportunities and services to the residents of Columbia Heights. The Recreation Department is comprised of eight main areas in which the Director, fifty percent full time Clerk- Typist II, and one half -time Recreation Clerk disperse their time. Each of the nine areas has its own separate budget. This category provides salaries for the department as well as supplies and contractual services for the department. Recreation Administration also funds space allocation to the Murzyn Hall budget for office space. Objectives 1. Continue to improve customer service to our very diverse and ever - changing community. 2. Promote our recreation programs by utilizing local papers, social media and schools to get advertising out to members of our community. Budget Comments on Proposed Budget The Recreation Administration total budget has increased by $9,434. Personal Services has had an increase of $4,902 for wage adjustments and COLA. Computer Equipment increased $1,000. Information Systems has been increased by $2,200. This budget provides $2,902 for Murzyn Hall office space allocation. M City of Columbia Heights, Minnesota 2019 Budget Worksheet 101 45000 GENERAL RECREATION ADMINISTRATION Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 2019 City Manager Proposed 2019 Council Adopted 2019 Line Item Description PERSONAL SERVICES 1000 ACCRUED SALARIES - - - - - 1010 REGULAR EMPLOYEES 114,713 116,623 120,571 120,600 120,600 1011 PART -TIME EMPLOYEES 17,827 14,855 20,470 19,700 19,700 1012 SEASONAL EMPLOYEES - 3,960 400 - - 1020 OVERTIME - REGULAR 313 771 220 200 200 1030 VACATION & SICK 8,029 8,608 - - - 1050 SEVERANCE PAY - - 500 500 - 1070 INTERDEPARTMENTAL LABOR SERV 27 221 100 100 - 1080 INTERDEPARTMENTAL LABOR CR - - - - - 1210 P.E.R.A. CONTRIBUTION 9,946 9,923 10,578 10,500 10,500 1220 F.I.C.A. CONTRIBUTION 10,200 10,431 10,807 10,700 10,700 1225 FLEX BENEFIT FICA - - - 1300 INSURANCE 15,032 15,830 16,110 16,100 16,100 1510 WORKERS COMP INSURANCE PREM 728 880 842 900 900 1700 ALLOCATED FRINGE - - - - - 1800 INTERDEPARTMENTAL FRINGE CR 558 568 1,000 1,000 1,000 1810 COLA ALLOWANCE 1,279 - - 5,800 5,800 0999 TOTALS: PERSONAL SERVICES 176,788 182,102 179,598 184,500 184,500 SUPPLIES 2000 OFFICE SUPPLIES 718 962 1,000 1,000 1,000 2010 MINOR EQUIPMENT 479 - 400 400 400 2011 COMPUTER EQUIPMENT 34 2,604 500 1,500 1,500 2020 COMPUTER SUPPLIES - - 400 400 400 2030 PRINTING & PRINTED FORMS 132 400 400 400 2170 PROGRAM SUPPLIES - 500 500 500 2171 GENERALSUPPLIES 581 219 500 500 500 2175 FOOD SUPPLIES 27 32 100 100 100 2280 VEHICLE REPAIR AND PARTS 4,129 1,646 3,500 3,500 3,500 2282 GAS, OIL, LUBRICANTS 2,901 2,679 4,500 4,500 4,500 1999 TOTALS: SUPPLIES 8,870 8,273 11,800 12,800 12,800 OTHER SERVICES & CHARGES 3050 EXPERT & PROFESSIONAL SERV. - - 1,000 1,000 1,000 3105 TRAINING & EDUC ACTIVITIES - - 200 200 200 3210 TELEPHONE & TELEGRAPH 300 231 210 250 250 3211 CELL PHONES 558 568 1,000 1,000 1,000 3220 POSTAGE 1,279 1,314 1,300 1,400 1,400 3250 OTHER COMMUNICATIONS 517 456 460 400 400 3310 LOCAL TRAVEL EXPENSE - - 50 50 50 3320 OUT OF TOWN TRAVEL EXPENSE - - - - - 3430 ADVERTISING OTHER - 100 600 600 600 3500 LEGAL NOTICE PUBLISHING - - - - - 3600 PROP & LIAB INSURANCE 2,702 2,921 3,500 3,850 3,850 4000 REPAIR & MAINT. SERVICES 1,608 2,053 2,500 2,500 2,500 4040 INFORMATION SYS:INTERNAL SVC 4,000 9,900 15,000 17,200 17,200 3 City of Columbia Heights, Minnesota 2019 Budget Worksheet 101 45000 GENERAL RECREATION ADMINISTRATION Actual Expense 2016 1 Actual Expense 2017 Adopted Budget 2018 Department Proposed 2019 City Manager Proposed 2019 Council Adopted 2019 Line Item Description '+UDU UMMMUC, LADUM aurcv. 4,4b/ 4,4SU 4,000 5,000 5,000 4100 RENTS & LEASES 2,936 3,029 3,000 2,902 2,902 - 4300 MISC. CHARGES - - _ _ _ 4310 CREDIT CARD FEES 4,496 4,773 5,000 5,000 5,000 4330 SUBSCRIPTION, MEMBERSHIP 1,067 595 - - - 4374 EMPLOYEE RECOGNITION - - 4375 VOLUNTEER RECOGNITION 4380 COMMISSION & BOARDS 4390 TAXES & LICENSES 4395 STATE SALES TAX 2999 TOTALS: OTHER SERVICES & CHARGES 23,931 30,390 37,820 41,352 41,352 CAPITAL OUTLAY 5150 VEHICLES 4999 TOTALS: CAPITAL OUTLAY OTHER FINANCING USES 8100 CONTINGENCIES 6999 TOTALS: OTHER FINANCING USES - - _ _ TOTALS: RECREATION ADMINISTRATION 209,588 220,766 229,218 238,652 238,652 4 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 FUND NUMBER RECREATION ADMINISTRATION BUDGET 101 -45000 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel Supplies Other Services & Changes 2018 Adopted 550 2019 Proposed 250 Computer equipment 1,500 Staff training & education 200 Computer print cartridges Total Other communications 400 Total 200 F.T.E. 50 Total Total Comp Total Total Comp Position Title 2018 2019 Salaries Fringe & Fringe Salaries Fringe & Fringe Recreation Director 1.00 1.00 94,930 25,635 120,565 94,934 25,644 120,578 Clerk Typist II Rec. 1.00 1.00 51,721 18,911 70,632 51,581 18,894 70,475 Recreation Clerk Part-time 0.50 0.50 20,470 3,246 23,716 19,656 3,120 22,776 COLA Allowance 1,400 - - - 4,350 1,450 5,800 Subtotal 2.5G 2.50 _ 47,192 X144413 V0,521 49,108 2119.64 Labor Allocation To: Murzyn Hall 101 -45129 -0.50 -0.50 - 25,861 -9,455 - 35,316' - 25,791 -9,455 - 35,246 Rounding - - - - 70 47 117 Total 2.00 2.00 141,250 38,337 179,597 144,900 39,700 1ST, 5Q Supplies Other Services & Changes Paper 550 Telephone service 250 Computer equipment 1,500 Staff training & education 200 Computer print cartridges 400 Other communications 400 Misc. computer supplies 200 Local travel 50 Gas, oil, lubricants 4,500 JPM space allocation 2,902 Misc. program supplies 500 Garage labor & burden 5,000 Misc. general supplies 500 Credit card fees 5,000 Vehicle repair & parts 3,500 Cell phones 1,000 Letterhead 200 Advertising 600 Envelopes 200 Software support 500 Office equipment 400 Network support 100 Keys 50 Professional affiliation 300 Misc. office supplies 100 Repair & maintenance 2,500 Misc. printing 100 Information System 17,200 Food supplies 100 Postage 1,400 Prop & Liab Insurance 3,850 Telecom 100 Capital Outlay None 5 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 DEPARTMENT: YOUTH ATHLETICS 101 45001 GENERAL YOUTH ATHLETICS Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 2019 City Manager Proposed 2019 Council Adopted 2019 Line Item Description 0999 Personal Services 17,518 22,048 28,574 36,000 36,000 - 1999 Supplies 667 2,340 2,200 2,700 2,700 2999 Other Services & Charges 13,130 12,515 12,458 12,911 12,911 4999 Capital Outlay - - - - - 6999 Contingencies & Transfers - - - - TOTALS: YOUTH ATHLETICS 31,316 36,903 43,232 51,611 51,611 Activity Description This activity classification encompasses recreational programs provided to youth. These programs consist of children and adolescents K -12. Programs fall under several sport- specific headings, including baseball, softball, basketball, football, soccer, volleyball, and wrestling. All programs are participation- oriented, with the focus on fun, socialization, and athletic skill development. These particular programs provide the youth of Columbia Heights with supervised play opportunities at local gym facilities and neighborhood parks. This category also provides one -forth of the Recreation Coordinator salaries, gym supervisors and officials. Youth Athletics also provides office space to the J.P.M. budget. Objectives 1. Work with our varsity coaches to help develop our youth sports programs. 2. Explore options of creating additional sports programs for younger age youth. Budget Comments on Proposed Budget The 2019 Youth Athletics budget has increased $8,379. 25% of the full and part-time Recreation Coordinators salaries are included within this budget. One reason this budget has not had major increases is due to the significant donation of athletic equipment made by the Columbia Heights Athletic Boosters Association. The Youth Athletic budget also provides $2,861 for space allocation to J.P.M. 6 City of Columbia Heights, Minnesota 2019 Budget Worksheet 101 GENERAL Actual Actual Adopted Department City Manager Council 45001 YOUTH ATHLETICS Expense Expense Budget Proposed Proposed Adopted Line Item Description 2016 2017 2018 2019 2019 2019 PERSONAL SERVICES 1000 ACCRUED SALARIES _ _ _ 1010 REGULAR EMPLOYEES 11,506 12,045 12,821 44 11,4 11,444 1011 PART -TIME EMPLOYEES - 4,117 - 7,156 7,156 1012 SEASONAL EMPLOYEES 1,224 1,852 9,450 9,500 9,500 1020 OVERTIME - REGULAR 381 S39 330 100 100 1030 VACATION & SICK 2,169 386 - - _ 1050 SEVERANCE PAY _ _ 1070 INTERDEPARTMENTAL LABOR SERV. _ 1080 INTERDEPARTMENTAL LABOR CR - _ _ 1210 P.E.R.A. CONTRIBUTION 933 1,273 978 1,400 1,400 1220 F.I.C.A. CONTRIBUTION 1,003 1,421 1,729 2,200 2,200 1300 INSURANCE 172 197 2,685 2,700 2,700 1400 UNEMPLOYMENT COMPENSATION - - _ _ 1510 WORKERS COMP INSURANCE PREM 130 219 581 600 600 1700 ALLOCATED FRINGE _ _ 1800 INTERDEPARTMENTAL FRINGE CR _ 1810 COLA ALLOWANCE - - - 900 900 0999 TOTALS: PERSONAL SERVICES 17,518 22,048 28,574 36,000 36,000 SUPPLIES 2000 OFFICE SUPPLIES - _ _ 2010 MINOR EQUIPMENT 2011 COMPUTER EQUIPMENT 2030 PRINTING & PRINTED FORMS _ _ 2170 PROGRAM SUPPLIES - - 500 500 500 2171 GENERAL SUPPLIES 492 2,340 1,500 2,000 2,000 2175 FOOD SUPPLIES 176 - 200 200 200 1999 TOTALS: SUPPLIES 667 2,340 2,200 2,700 2,700 OTHER SERVICES & CHARGES 3050 EXPERT & PROFESSIONAL SERV. 9,085 7,578 7,000 7,500 7,500 3105 TRAINING & EDUC ACTIVITIES _ _ _ _ 3210 TELEPHONE & TELEGRAPH 100 100 100 3211 CELL PHONES 3220 POSTAGE 3310 LOCALTRAVELEXPENSE 61 - 3320 OUT OF TOWN TRAVEL EXPENSE - _ _ 3600 PROP & LIAB INSURANCE 161 115 100 150 150 4000 REPAIR & MAINT. SERVICES - _ _ _ 4100 RENTS & LEASES 2,894 2,986 2,958 2,861 2,861 4200 PROGRAM ACTIVITIES - 1,175 1,100 1,100 1,100 4300 MISC. CHARGES - _ _ 4330 SUBSCRIPTION, MEMBERSHIP 450 - 500 500 500 4375 VOLUNTEER RECOGNITION 540 600 700 700 700 4395 STATE SALES TAX - 2999 TOTALS: OTHER SERVICES & CHARGES 13,130 12,515 12,458 12,911 12,911 OTHER FINANCING USES 8100 CONTINGENCIES - 6999 TOTALS: OTHER FINANCING USES - _ _ _ TOTALS: YOUTH ATHLETICS 31,316 36,903 43,232 51,611 51,611 7 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET2019 FUND NUMBER YOUTH ATHLETICS BUDGET 101 -45001 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel Supplies Food supplies 200 General supplies 2,000 Athletic supplies 500 Other Services & Charees Telephone 2018 Adopted Volunteer coach recognition 201_9 Proposed Prop & Liab Insurance 150 Clinician & officials fees 7,500 League registrations Total J.P.M. space allocation 2,861 Total 1,100 F.T.E. Total Total Comp Total Total Comp Position Title 2018 2019 Salaries Fringe & Fringe Salaries Fringe & Fringe Building Supervisor 3,000 385 3,385 3,000 390 3,390 Baseball 600 77 677 600 78 678 Basketball 1,700 218 1,918 1,700 219 1,919 Football 500 64 564 500 64 564 Soccer 1,100 141 1,241 1,100 142 1,242 Softball 550 70 620 550 71 621 Volleyball 2,000 256 2,255 2,000 256 2,256 COLA Allowance - - 675 225 900 _ _..tal - - 9,450 1,211 10,661 10,125 1,445 11;570 Labor Allocation From: Adult Athletics 101-45003 0.25 0.25 13,150 4,763 17,913 11,512 4,504 16,016 Adult Athletics 101 -45003 0.18 - - - 7,156 1,136 8,292 Rounding - - - 107 15 122 Total 0.25 0.43 22,600 5,974 28,574 28,'900 7,140 36,000 Supplies Food supplies 200 General supplies 2,000 Athletic supplies 500 Other Services & Charees Telephone 100 Volunteer coach recognition 700 Prop & Liab Insurance 150 Clinician & officials fees 7,500 League registrations 500 J.P.M. space allocation 2,861 Program Activities 1,100 12,911 Capital Outlav None E3 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 DEPARTMENT: ADULT ATHLETICS 101 45003 GENERAL ADULT ATHLETICS Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 2019 City Manager Proposed 2019 Council Adopted 2019 Line Item Description 0999 Personal Services 13,930 14,779 17,913 24,900 24,900 1999 Supplies 811 1,228 1,100 1,100 1,100 2999 Other Services & Charges 12,625 12,964 11,308 12,211 12,211 4999 Capital Outlay - - - - - - 6999 Contingencies & Transfers - - - - - TOTALS: ADULT ATHLETICS 27,366 28,971 30,321 38,211 38,211 Activity Description This activity encompasses recreational programs provided to adults in Columbia Heights. Leagues are administered in summer and fall. An annual summer softball tournament is held during the Columbia Heights Jamboree. This activity also provides one -forth of the Recreation Coordinator salaries and covers costs of umpires and referees. J.P.M. budget is also paid for space allocation for office space and storage space. Objectives 1. Explore healthy options for adult programs to be held at the Hylander Center. 2. Continue to coordinate a very organized and competitive adult softball program. Budget Comments on Proposed Budget The total Adult Athletics budget for 2019 has an increase of $7,890. Murzyn Hall budget also received space allocation from Adult Athletics in the amount of $2,861. 25% of the full and part-time Recreation Coordinators salaries are included within this budget. 9 City of Columbia Heights, Minnesota 2019 Budget Worksheet 101 45003 GENERAL ADULT ATHLETICS Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 2019 City Manager Proposed 2019 Council Adopted 2019 Line Item Description PERSONAL SERVICES 1010 REGULAR EMPLOYEES 11,506 12,045 12,821 11,400 11,400 1011 PART -TIME EMPLOYEES - - - 7,200 7,200 1012 SEASONAL EMPLOYEES - - - - - 1020 OVERTIME - REGULAR 381 539 330 100 100 1070 INTERDEPARTMENTAL LABOR SERV - - - - - 1080 INTERDEPARTMENTAL LABOR CR - - - - - 1210 P.E.R.A. CONTRIBUTION 885 939 978 1,400 1,400 1220 F.I.C.A. CONTRIBUTION 909 965 1,006 1,400 1,400 1300 INSURANCE 172 198 2,685 2,700 2,700 1400 UNEMPLOYMENT COMPENSATION - - - - - 1510 WORKERS COMP INSURANCE PREM 76 94 93 100 100 1700 ALLOCATED FRINGE - - - - - 1800 INTERDEPARTMENTAL FRINGE CR - - - 1810 COLA ALLOWANCE - - - 600 600 0999 TOTALS: PERSONAL SERVICES 13,930 14,779 17,913 24,900 24,900 SUPPLIES 2010 MINOR EQUIPMENT - - - - 2030 PRINTING & PRINTED FORMS - - - - 2170 PROGRAM SUPPLIES - - 500 500 500 2171 GENERAL SUPPLIES 811 1,228 600 600 600 2175 FOOD SUPPLIES - - - - - 1999 TOTALS: SUPPLIES 811 1,228 1,100 1,100 1,100 OTHER SERVICES & CHARGES 3050 EXPERT & PROFESSIONAL SERV. 8,854 9,043 7,000 8,000 8,000 3105 TRAINING & EDUC ACTIVITIES - - - - 3210 TELEPHONE &TELEGRAPH 150 150 150 3220 POSTAGE - - - - 3600 PROP & LIAB INSURANCE 106 93 100 100 100 4000 REPAIR & MAINT. SERVICES - 500 500 500 4100 RENTS & LEASES 2,894 2,986 2,958 2,861 2,861 4200 PROGRAM ACTIVITIES - - - - 4300 MISC. CHARGES - - - - - 4330 SUBSCRIPTION, MEMBERSHIP 771 842 600 600 600 4395 STATE SALES TAX - - - - - 2999 TOTALS: OTHER SERVICES & CHARGES 12,625 12,964 11,308 12,211 12,211 - OTHER FINANCING USES 8100 CONTINGENCIES - - - - - 6999 TOTALS: OTHER FINANCING USES - - - - - TOTALS: ADULT ATHLETICS 27,366 28,971 30,321 38,211 38,211 10 FUND NUMBER 101 -45003 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel ADULT ATHLETICS BUDGET Supplies Trophies 100 Softballs 400 General Supplies 600 Other Services & Charees Officials 8,000 League sanctioning 2018 Adopted Prop & Liab Insurance 100 2019 Proposed 150 J.P.M. Space allocation 2,861 Repair 500 Total Total F.T.E. Total Total Comp Total Total Comp Position Title 2018 2019 Salaries Fringe & Fringe Salaries Fringe & Fringe Recreation Coordnator 1.00 1.00 52,601 19,050 71,651 46,048 18,017 64,065 PT Recreation Coordinator - - - 28,625 4,543 33,168 COLA Allowance - - - 450 150 600 Subtotal 1.00 1.00 52,601 19,050 71,651 75,123 22,_710 97, ,933 Labor Allocation To: Youth Ath. & Travel Ath. -0.75 -0.75 - 39,451 - 14,287 - 53,738 - 34,536 - 13,513 - 48,049 Youth Ath. & Travel Ath. -0.53 - - - - 21,469 -3,407 - 24,876 82 -90 -8 i'otal 0.25 -0.28 3.3,1.50 4,763 17,913 19,200 5,700 24,900 Supplies Trophies 100 Softballs 400 General Supplies 600 Other Services & Charees Officials 8,000 League sanctioning 600 Prop & Liab Insurance 100 Telephone 150 J.P.M. Space allocation 2,861 Repair 500 Capital Outlay None 11 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 DEPARTMENT: YOUTH ENRICHMENT 101 45004 GENERAL YOUTH ENRICHMENT Actual Expense 2016 Actual Expense 1 2017 Adopted Budget 1 2018 Department Proposed 2019 City Manager Proposed 2019 Council Adopted 2019 Line Item Description 0999 Personal Services 25,872 43,198 51,757 59,700 59,700 1999 Supplies 2,176 2,795 2,350 2,350 2,350 2999 Other Services & Charges 16,278 17,314 27,157 26,800 26,800 4999 Capital Outlay - - - - - - 6999 Contingencies & Transfers - - - - _ _ TOTALS: YOUTH ENRICHMENT 44,325 63,307 81,264 88,850 88,850 Activity Description This activity classification encompasses recreational, academic, athletic, and enrichment programs provided to the youth age 3 -13. These offerings are participation- oriented, with the focus on fun, socialization, achievement, and skill development. Dance and Tumbling runs throughout the fall, winter, and spring sessions. Special events that are family- oriented and run throughout the year are Bunny Brunch, Safety Camp, Halloween Spooktacular, and Breakfast with Santa. The Traveling Puppet Wagon, which was funded through a grant from the Medtronic Foundation in 1998 has been operating for the last twenty years. The Puppet Wagon travels to neighborhood parks and performs a variety of family -based puppet shows. Youth Enrichment funds office, storage and program space within the Murzyn Hall budget. This budget also provides one -fourth of the Recreation Coordinator salaries. Objectives 1. Continue to create classes, programs and special events that provide more opportunities to meet our diverse community needs. 2. Expand our gymnastics and dance programs to align with our current year -round martial arts programs Budget Comments on Proposed Budget The Youth Enrichment budget has an increase of $7,586. This budget has seasonals to cover the loss of the youth program grant. Personal Services has had an increase of $7,943 to cover wage adjustments and COLA. This budget provides $25,200 for space allocation to the Murzyn Hall budget. 25% of the full and part-time Recreation Coordinators salaries are included within this budget. 12 City of Columbia Heights, Minnesota 2019 Budget Worksheet 101 45004 GENERAL YOUTH ENRICHMENT Actual Expense 2016 Actual Expense 1 2017 Adopted Budget 1 2018 Department Proposed 1 2019 City Manager Proposed 1 2019 Council Adopted 1 2019 Line Item Description PERSONAL SERVICES 12,821 1010 REGULAR EMPLOYEES 11,506 1011 PART -TIME EMPLOYEES - 1012 SEASONAL EMPLOYEES 10,329 1020 OVERTIME - REGULAR 381 1070 INTERDEPARTMENTAL LABOR SERV. - 1210 P.E.R.A. CONTRIBUTION 1,271 1220 F.I.C.A. CONTRIBUTION 1,670 1300 INSURANCE 172 1400 UNEMPLOYMENT COMPENSATION 5 1510 WORKERS COMP INSURANCE PREM 537 1700 ALLOCATED FRINGE - 1810 COLA ALLOWANCE - 0999 TOTALS: PERSONAL SERVICES 25,872 SUPPLIES - 2010 MINOR EQUIPMENT - 2011 COMPUTER EQUIPMENT - 2030 PRINTING & PRINTED FORMS - 2170 PROGRAM SUPPLIES 938 2171 GENERAL SUPPLIES 183 2175 FOOD SUPPLIES 1,055 1999 TOTALS: SUPPLIES 2,176 OTHER SERVICES & CHARGES - 3050 EXPERT & PROFESSIONAL SERV. 250 3105 TRAINING & EDUC ACTIVITIES - 3210 TELEPHONE &TELEGRAPH 1,650 3211 CELL PHONES - 3600 PROP & LIAB INSURANCE 295 4100 RENTS & LEASES 15,688 4200 PROGRAM ACTIVITIES - 4330 SUBSCRIPTION, MEMBERSHIP 45 4378 SPECIAL EVENTS - 4395 STATE SALES TAX - 2999 TOTALS: OTHER SERVICES & CHARGES 16,278 CAPITAL OUTLAY 100 4999 TOTALS: CAPITAL OUTLAY - OTHER FINANCING USES 100 8100 CONTINGENCIES 100 6999 TOTALS: OTHER FINANCING USES - TOTALS: YOUTH ENRICHMENT 44,325 12,044 12,821 11,400 11,400 - - 7,200 7,200 24,835 30,000 30,000 30,000 539 330 100 100 1,178 978 1,400 1,400 2,895 3,302 3,700 3,700 198 2,685 2,700 2,700 - 42 - - - 1,468 1,641 1,600 1,600 - - 1,600 1,600 43,198 51,757 59,700 59,700 250 - - 1,841 1,650 1,650 1,650 25 100 100 100 679 600 600 600 2,795 2,350 2,350 2,350 850 100 500 500 - 100 100 100 - 100 100 100 266 200 300 300 16,153 26,057 25,200 25,200 - - 100 100 100 45 - - - - 500 500 500 17,314 27,157 26,800 26,800 63,307 81,264 88,850 88,850 13 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 FUND NUMBER YOUTH ENRICHMENT BUDGET 101 -45004 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel Supplies Food supplies 600 Athletic equipment 2018 Adopted Playground equipment 2019 Proposed New activities equipment 300 Gymnastics supplies 50 General supplies Total Program supplies 300 Total 125 F.T.E. Total Total Comp Total Total Comp Position Title 2018 2019 Salaries Fringe & Fringe Salaries Fringe & Fringe Gymnastics 3,000 385 3,385 3,000 388 3,388 Playgrounds 20,000 2,562 22,562 20,000 2,582 22,582 Puppeteers 4,000 512 4,512 4,000 516 4,516 New Activities Instructor 3,000 385 3,385 3,000 388 3,388 COLA Allowance - 1,200 400 1,600 Subtotal - - 30,000 3,844 33,844 31,200 4,274 35,474 Labor Allocation From: Adult Athletics 101 -45003 0.25 0.25 13,150 4,763 17,913 11,512 4,504 16,016 ,Adult Athletics 101 -45003 0.18 - - - 7,156 1,136 8,292 Rounding - - - 32 -114 -82 Total 0.25 0.43 43,150 8,607 51,757 49,900 9,800 59,700 Supplies Food supplies 600 Athletic equipment 500 Playground equipment 500 New activities equipment 300 Gymnastics supplies 50 General supplies 100 Program supplies 300 Other Services & Charges Telephone 100 Staff training 100 Prop & Liab Insurance 300 Program activities 100 *Special Events Halloween Spooktacular 125 Breakfast with Santa 125 Winter Fest 125 Bunny Brunch 125 J.P.M. space allocation 25,200 Professional services 500 14 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 DEPARTMENT: TRAVELING ATHLETICS 101 45005 GENERAL TRAVELING ATHLETICS Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 2019 City Manager Council Proposed Adopted 2019 2019 Line Item Description 0999 Personal Services 13,930 14,779 21,521 28,700 28,700 1999 Supplies 70 694 2,925 2,925 2,925 2999 Other Services & Charges 7,913 8,750 13,758 12,661 12,661 4999 Capital Outlay - - - 6999 Contingencies & Transfers - - - - - TOTALS: TRAVELING ATHLETICS 21,913 24,223 38,204 44,286 44,286 - Activity Description This activity classification encompasses competitive athletic opportunities offered to Columbia Heights' youth in grades 3 -12. Teams are formed in basketball, baseball, and softball, with players selected by ability after pre- season tryouts. Teams are organized and equipped through the Recreation Department, which is unique in the metro area. Teams compete within Minnesota Youth Athletic Services sanctioned leagues. This category also provides one -forth the Athletic Coordinator salaries as well as league fees for team memberships. Objectives 1. Continue to participate in more competitive youth leagues that play at a higher level. 2. Work with surrounding communities to create youth sports leagues, which are more beginner level at the younger ages. Budget Comments on Proposed Budget Traveling Athletics budget has had an increase of $7,179 for Personal Services. 25% of the full and part-time Recreation Coordinators salaries are included within this budget. Space allocation of $2,861 was also provided to the Murzyn Hall budget. Overall, the budget has increased $6,082. 15 City of Columbia Heights, Minnesota 2019 Budget Worksheet 101 GENERAL 45005 TRAVELING ATHLETICS Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 2019 City Manager Proposed 2019 Council Adopted 2019 Line Item Description PERSONAL SERVICES 1010 REGULAR EMPLOYEES 11,506 12,045 12,821 11,409 11,409 1011 PART -TIME EMPLOYEES - - - 7,156 7,156 1012 SEASONAL EMPLOYEES - - 3,200 3,200 3,200 1020 OVERTIME - REGULAR 381 539 330 100 100 1070 INTERDEPARTMENTAL LABOR SERV - - - - 1210 P.E.R.A. CONTRIBUTION 885 939 978 1,436 1,436 1220 F.I.C.A. CONTRIBUTION 909 965 1,250 1,647 1,647 1300 INSURANCE 172 198 2,685 2,700 2,700 1510 WORKERS COMP INSURANCE PREM 76 94 257 352 352 1700 ALLOCATED FRINGE - - - - - 1810 COLA ALLOWANCE - - - 700 700 0999 TOTALS: PERSONAL SERVICES 13,930 14,779 21,521 28,700 28,700 SUPPLIES 2010 MINOR EQUIPMEMNT - - 200 200 200 2011 COMPUTER EQUIPMENT - - - 2030 PRINTING & PRINTED FORMS 100 100 100 2070 TRAINING & INSTR SUPPLIES 50 50 50 2170 PROGRAM SUPPLIES - - 1,500 1,500 1,500 2171 GENERAL SUPPLIES 70 694 1,000 1,000 1,000 2175 FOOD SUPPLIES - - 75 75 75 1999 TOTALS: SUPPLIES 70 694 2,925 2,925 2,925 OTHER SERVICES & CHARGES 3050 EXPERT & PROFESSIONAL SERV. 542 1,218 5,000 4,000 4,000 3210 TELEPHONE & TELEGRAPH - - 50 50 50 3310 LOCAL TRAVEL EXPENSE 100 100 100 3410 ADVERTISING EMPLOYMENT - - 50 50 50 3600 PROP & LIAB INSURANCE 137 106 100 100 100 4100 RENTS & LEASES 2,894 2,986 2,958 2,861 2,861 4200 PROGRAM ACTIVITIES 50 500 500 500 4300 MISC. CHARGES 400 - - - 4330 SUBSCRIPTION, MEMBERSHIP 3,940 4,390 5,000 5,000 5,000 4395 STATE SALES TAX - - - - - 2999 TOTALS: OTHER SERVICES & CHARGES 7,913 8,750 13,758 12,661 12,661 CAPITAL OUTLAY 4999 TOTALS: CAPITAL OUTLAY - - - - - OTHER FINANCING USES 8100 CONTINGENCIES 6999 TOTALS: OTHER FINANCING USES - - - - - TOTALS: TRAVELING ATHLETICS 21,913 24,223 38,204 44,286 44,286 16 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 FUND NUMBER TRAVELING ATHLETICS BUDGET 101 -45005 SUMMARY OF COST FACTORS FOR THE COMING YEAR Exolanation of Personnel Supplies Minor equipment 200 2018 Adopted 100 2019 Proposed 1,000 Training materials 50 Food supplies Total Program supplies 1,500 Total F.T.E. Total Total Comp Total Total Comp Position Title 2018 2019 Salaries Fringe & Fringe Salaries Fringe & Fringe Building Supervisor 2,800 358 3,158 2,800 361 3,161 Baseball 200 25 225 200 26 226' Basketball 200 25 225 200 26 226 COLA Allowance - - - 525 - 175 700 Subtotal - - 3,200 408 3,608 3,725 588 4,313 Labor Allocation From: Adult Athletics 101 -45003 0.25 0.25 13,150 4,763 17,913 11,512 4,504 16,016 Adult Athletics 101 -45003 - 0.17 - - - 7,156 1,136 8,292 Rounding - - 7 72 79 Total 0.25 0.42 16,350 5,171 21,523 22,400 6,300 28,700 Supplies Minor equipment 200 Printed forms 100 General supplies 1,000 Training materials 50 Food supplies 75 Program supplies 1,500 Other Services & Charges League officials 4,000 Advertising 50 Traveling mileage 100 Baseball sanction fees 3,500 Basketball sanction fees 1,500 JPM space allocation 2,861 Prop & Liab Insurance 100 Program Activities 500 Telephone 50 Capital outlay None 17 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 DEPARTMENT: TRIPS & OUTINGS 101 45030 GENERAL TRIPS & OUTINGS Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 2019 City Manager Proposed 2019 Council Adopted 1 2019 Line Item Description 0999 Personal Services 20,602 20,933 21,482 22,100 22,100 1999 Supplies 53 - 350 350 350 2999 Other Services & Charges 16,537 18,523 17,595 17,620 17,620 4999 Capital Outlay - - - - - 6999 Contingencies & Transfers - - - - - TOTALS: TRIPS & OUTINGS 37,191 39,456 39,427 40,070 40,070 Activity Description Trips and Outings include one -day and extended trips for senior citizens. These are advertised through quarterly trip flyers mailed to participants. It continues to be one of our most popular offerings and is a self- sustaining program. This activity provides twenty -five percent of the Senior Citizen Coordinator salary. Trips and Outings also budgets monies for office space allocation to Murzyn Hall. Objectives 1. Provide seniors with a well - planned and well- executed trip schedule of both one -day extended trips and small group excursions. 2. Offer seniors a wide variety of well thought out and professionally executed trips that are extended trip options and ones closer to home. Budget Comments on Proposed Budget Trips and Outings budget has increased $618 for Personal Services. Twenty -five percent of the Senior Citizen Coordinator salary is budgeted within the Trips and Outings budget. The Murzyn Hall budget also received $741 for space allocation. 18 City of Columbia Heights, Minnesota 2019 Budget Worksheet 101 45030 GENERAL TRIPS & OUTINGS Actual Expense 2016 Actual Expense 1 2017 Adopted Budget 2018 Department Proposed 1 2019 City Manager Proposed 1 2019 Council Adopted 1 2019 Line Item Description 19 PERSONAL SERVICES 1010 REGULAR EMPLOYEES 15,553 15,836 16,231 16,200 16,200 - 1012 SEASONAL EMPLOYEES - - _ _ _ 1070 INTERDEPARTMENTAL LABOR SERV. - - - _ 1210 P.E.R.A. CONTRIBUTION 1,158 1,180 1,209 1,200 1,200 1220 F.I.C.A. CONTRIBUTION 1,200 1,202 1,242 1,200 1,200 1300 INSURANCE 2,590 2,596 2,685 2,700 2,700 1510 WORKERS COMP INSURANCE PREM 101 119 115 100 100 1700 ALLOCATED FRINGE - - _ - 1810 COLA ALLOWANCE - - 700 700 0999 TOTALS: PERSONAL SERVICES 20,602 20,933 21,482 22,100 22,100 SUPPLIES 2011 COMPUTER EQUIPMENT - _ _ - 2030 PRINTING & PRINTED FORMS 100 100 100 2170 PROGRAM SUPPLIES 50 50 50 2171 GENERAL SUPPLIES - 100 100 100 2175 FOOD SUPPLIES 53 100 100 100 1999 TOTALS: SUPPLIES 53 350 350 350 - OTHER SERVICES & CHARGES 3210 TELEPHONE & TELEGRAPH - - _ _ _ 3220 POSTAGE - 100 100 100 3310 LOCAL TRAVEL EXPENSE - - - - _ 3600 PROP & LIAB INSURANCE 205 132 100 150 150 - 4100 RENTS & LEASES 2,321 2,384 2,395 2,370 2,370 4200 PROGRAM ACTIVITIES 14,011 16,007 15,000 15,000 15,000 - 4395 STATE SALES TAX - _ _ _ 2999 TOTALS: OTHER SERVICES & CHARGES 16,537 18,523 17,595 17,620 17,620 - CAPITAL OUTLAY 4999 TOTALS: CAPITAL OUTLAY - - _ - _ OTHER FINANCING USES 8100 CONTINGENCIES 6999 TOTALS: OTHER FINANCING USES - - _ _ TOTALS: TRIPS & OUTINGS 37,191 39,456 39,427 40,070 40,070 19 FUND NUMBER 101 -45030 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel TRIPS & OUTINGS BUDGET Supplies Trip flyers sent out quarterly 100 Program Supplies 50 General supplies (name tags, cups) 100 Food Supplies 100 Other Services & Charees Postage for mailing trip flyers 100 Progam activities 15,000 Prop & Liab Insurance 150 J.P.M. space allocation 741 Rental 1,629 Caoita I Outlay None 20 2018 Adopted 2019 Proposed Total Total F.T.E. Total Total Comp Total Total Comp Position Title 2018 2019 Salaries Fringe & Fringe Salaries Fringe & Fringe Subtotal - - Labor Allocation From: Senior Citizens 101 -45040 0.25 0.25 16,231 5,251 21,482 16,231 5,251 21,482 COLA Allowance - - 525 175 700 Rounding - - 44 -126 -82 Total 015 0.25 16,231 5,251 21,482 16,800 5,300 22,100 Supplies Trip flyers sent out quarterly 100 Program Supplies 50 General supplies (name tags, cups) 100 Food Supplies 100 Other Services & Charees Postage for mailing trip flyers 100 Progam activities 15,000 Prop & Liab Insurance 150 J.P.M. space allocation 741 Rental 1,629 Caoita I Outlay None 20 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 DEPARTMENT: SENIOR CITIZENS 101 45040 GENERAL SENIOR CITIZENS Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 2019 City Manager Proposed 2019 Council Adopted 1 2019 Line Item Description 0999 Personal Services 67,970 71,822 69,825 72,200 72,200 1999 Supplies 2,479 1,605 3,250 3,200 3,200 2999 Other Services & Charges 15,916 14,972 18,531 18,337 18,337 - 4999 Capital Outlay - - - - - - 6999 Contingencies & Transfers - - - - - - TOTALS: SENIOR CITIZENS 86,365 88,399 91,606 93,737 93,737 - Activity Description The Senior Center is located in Murzyn Hall and provides a wide variety of programs to individuals 55 years and older in the community. The Center is open Monday through Friday from 9:00 a.m. to 4:00 p.m. This program provides seventy -five percent of the Senior Citizen Coordinator salary. The Senior Citizen budget also provides space allocation for Murzyn Hall for office, storage and Senior Center space. Objectives 1. To provide social, educational, and recreational programs to seniors in the community. 2. To serve as a center that provides resource information regarding senior issues and concerns. 3. To continue to provide the opportunity for senior exercise programs. 4. Offer seniors a variety of options in programs that address social, educational and recreational needs. Budget Comments on Proposed Budget The total Senior Citizens budget has increased by $2,131. Seventy -five percent of the Senior Coordinator salary is budgeted under this budget. There was a charge of $13,037 for space allocation to Murzyn Hall. 21 City of Columbia Heights, Minnesota 2019 Budget Worksheet 101 45040 GENERAL SENIOR CITIZENS Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 2019 City Managerl Proposed 2019 Council Adopted 2019 Line Item Description PERSONAL SERVICES 1010 REGULAR EMPLOYEES 46,657 47,516 48,694 48,700 48,700 1011 PART -TIME EMPLOYEES - - - - - 1012 SEASONAL EMPLOYEES 4,262 4,256 4,500 4,500 4,500 1030 VACATION & SICK 1,061 3,887 - - 1050 SEVERANCE PAY - - - - - 1210 P.E.R.A. CONTRIBUTION 3,794 3,859 3,929 3,900 3,900 1220 F.I.C.A. CONTRIBUTION 3,926 3,933 4,069 4,100 4,100 1300INSURANCE 7,770 7,787 8,055 8,100 8,100 1510 WORKERS COMP INSURANCE PREM 500 585 578 600 600 1810 COLA ALLOWANCE - - - 2,300 2,300 0999 TOTALS: PERSONAL SERVICES 67,970 71,822 69,825 72,200 72,200 SUPPLIES 2000 OFFICE SUPPLIES 18 179 50 100 100 2011 COMPUTER EQUIPMENT' - - - - - 2010 MINOR EQUIPMENT - 50 50 50 2030 PRINTING & PRINTED FORMS - 50 50 50 2170 PROGRAM SUPPLIES 19 - 100 100 100 2171 GENERAL SUPPLIES 801 530 1,000 1,000 1,000 2175 FOOD SUPPLIES 1,642 896 2,000 1,900 1,900 1999 TOTALS: SUPPLIES 2,479 1,605 3,250 3,200 3,200 OTHER SERVICES & CHARGES 3050 EXPERT & PROFESSIONAL SERV. 2,520 1,335 3,000 3,000 3,000 3105 TRAINING & EDUC ACTIVITIES - - 150 150 150 3210 TELEPHONE & TELEGRAPH - - 3220 POSTAGE 700 700 700 3310 LOCAL TRAVEL EXPENSE - - 50 50 50 3600 PROP & LIAB INSURANCE 338 291 400 400 400 4000 REPAIR & MAINT. SERVICES - - - - 4100 RENTS & LEASES 12,461 12,791 13,481 13,037 13,037 4200 PROGRAM ACTIVITIES - - - 4300 MISC. CHARGES - 300 300 300 4330 SUBSCRIPTION, MEMBERSHIP 597 555 250 500 500 4390 TAXES & LICENSES - - 200 200 200 4395 STATE SALES TAX - - - - 2999 TOTALS: OTHER SERVICES & CHARGES 15,916 14,972 18,531 18,337 18,337 CAPITAL OUTLAY 4999 TOTALS: CAPITAL OUTLAY - - OTHER FINANCING USES 8100 CONTINGENCIES - 6999 TOTALS: OTHER FINANCING USES - - - - TOTALS: SENIOR CITIZENS 86,365 88,399 91,606 93,737 93,737 22 FUND NUMBER 101 -45040 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 SUMMARY OF COST FACTORS FORTHE COMING YEAR Explanation of Personnel SENIOR CITIZENS BUDGET Supplies Senior newsletter issued monthly 50 Food supplies 1,900 2018 Adopted 100 2019 Proposed 50 Program supplies 100 General supplies 1,000 Subscription & membership Total Taxes & licenses 200 Total 13,037 F.T.E. Total Total Comp Total Total Comp Position Title 2018 2019 Salaries Fringe & Fringe Salaries Fringe & Fringe Senior Citizen Coordinator 1.00 1.00 64,925 21,006 85,931 64,925 21,012 85,937 Senior Arobic Instructor 4,000 812 4,812 4,000 816 4,816 Senior Arobic Instructor 500 64 564 500 64 564 COLA Allowance - - - 1,725 575 2,300 Subtotal 1.00 1.00 59,425 21,882 91,307 71,150 22,467 93;617 labor Allocation To: Trips & Outings 101 -45030 -0.25 -0.25 - 16,231 -5,251 - 21,482 - 16,231 -5,251 - 21,482 Rounding - - - 81 -16 65 Total 0.75 0.75 53,194 16,631 69,825 55,O00 17,200 72,200 Supplies Senior newsletter issued monthly 50 Food supplies 1,900 Office supplies 100 Minor office equipment 50 Program supplies 100 General supplies 1,000 Other Services & Charees Defensive Driving /Speakers /Educational 3,000 Golden Age Club Holiday Dinner 300 Training 150 Postage 700 Local travel 50 Prop & Liab Insurance 400 Subscription & membership 500 Taxes & licenses 200 J.P.M. space allocation 13,037 23 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 DEPARTMENT: MURZYN HALL 101 45129 GENERAL MURZYN HALL Actual Expense 2016 Actual Expense 2017 Adopted Budget 1 2018 Department Proposed 2019 City Manager Proposed 2019 Councif Adopted 1 2019 Line Item Description 0999 Personal Services 103,945 111,969 107,503 110,900 110,900 - 1999 Supplies 11,679 14,102 19,150 19,150 19,150 - 2999 Other Services & Charges 48,775 48,354 34,037 47,582 47,582 - 4999 Capital Outlay - - 72,362 - - - 6999 Contingencies & Transfers 23,000 23,000 23,000 23,000 23,000 TOTALS: MURZYN HALL 187,399 197,425 256,052 200,632 200,632 - Activity Description In an average year, Murzyn Hall (JPM) is used approximately 2,500 hours for classes/ activities, 1,500 hours for weddings, and 1,000 hours for meetings. Approximately 20% of the users are charged while the remaining 80% are fee waived or charged a minimal fee to offset custodial costs. JPM operates seven days a week and runs near full capacity throughout the year. Murzyn Hall budget provides salaries for part-time custodians, and fifty percent of the Recreation Secretary position. Objectives 1. Continue to provide renters a first rate facility for special events. Budget Comments on Proposed Budget The Murzyn Hall budget has decreased by $55,420 due to the additional allocation from Youth Enrichment. Maintenance Supervisor is budgeted at $8,400. Information Services has an increase of $1,300. A space allocation credit received from the recreation budgets is $50,463. A transfer out to bonds is also included in the Murzyn Hall budget for the Honeywell project in the amount of $23,000. 24 City of Columbia Heights, Minnesota 2019 Budget Worksheet 101 45129 GENERAL MURZYN HALL Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 2019 City Manager Proposed 2019 Council Adopted 2019 Line Item Description PERSONAL SERVICES 1010 REGULAR EMPLOYEES 23,743 24,759 25,641 25,600 25,600 1011 PART -TIME EMPLOYEES 59,729 64,517 60,000 60,000 60,000 1020 OVERTIME - REGULAR 313 770 220 200 200 1021 OVERTIME-PART-TIME 36 - - - - 1030 VACATION & SICK 222 -570 900 900 _ 1050 SEVERANCE PAY - _ 200 200 200 1070 INTERDEPARTMENTAL LABOR SERV 89 46 - - - 1210 P.E.R.A. CONTRIBUTION 6,277 6,741 6,424 6,400 6,400 1220 F.I.C.A. CONTRIBUTION 6,379 6,852 6,568 6,600 6,600 1225 FLEX BENEFIT FICA - - - _ 1300 INSURANCE 4,288 5,115 5,370 5,400 5,400 1400 UNEMPLOYMENT COMPENSATION - 987 - - - 1510 WORKERS COMP INSURANCE PREM 2,868 3,738 3,280 3,300 31300 1700 ALLOCATED FRINGE - - _ _ _ 1810 COLA ALLOWANCE - 6,035 - 3,400 3,400 0999 TOTALS: PERSONAL SERVICES 103,945 111,969 107,503 110,900 110,900 SUPPLIES 2000 OFFICE SUPPLIES 40 100 100 100 2010 MINOR EQUIPMENT 1,901 2,723 5,000 5,000 5,000 2011 COMPUTER EQUIPMENT - 301 200 200 200 2030 PRINTING & PRINTED FORMS - - 250 250 250 2160 MAINT & CONSTRUCT MATERIALS 281 1,146 900 900 900 2161 CHEMICALS - - 200 200 200 2170 PROGRAM SUPPLIES - _ 2171 GENERAL SUPPLIES 8,587 8,945 10,000 10,000 10,000 2172 UNIFORMS - - 500 500 500 2175 FOOD SUPPLIES _ _ 2280 VEHICLE REPAIR & PARTS - - - _ _ 2990 COMM. PURCHASED FOR RESALE 870 987 2,000 2,000 2,000 1999 TOTALS: SUPPLIES 11,679 14,102 19,150 19,150 19,150 OTHER SERVICES & CHARGES 3050 EXPERT & PROFESSIONAL SERV. 6,340 6,035 7,570 7,570 7,570 3210 TELEPHONE & TELEGRAPH 1,663 1,199 1,345 1,300 1,300 3220 POSTAGE - 100 100 100 3250 OTHER COMMUNICATIONS 75 138 125 150 150 3310 LOCAL TRAVEL EXPENSE - - _ _ 3430 ADVERTISING OTHER - - 600 600 600 3600 PROP & LIAB INSURANCE 7,563 6,955 6,200 6,000 6,000 3810 ELECTRIC 22,951 23,393 23,500 24,500 24,500 3820 WATER 1,297 1,555 1,600 1,600 1,600 3830 GAS 3,801 6,492 9,800 9,800 9,800 3850 SEWER 2,333 2,617 2,500 2,650 2,650 4000 REPAIR & MAINT. SERVICES 2,524 1,473 6,000 6,000 6,000 4010 BUILDING MAINT:LABOR & BURDEN 5,900 7,400 8,400 9,700 9,700 4020 BUILDING MAINTENANCE 32,295 27,860 10,625 19,625 19,625 25 City of Columbia Heights, Minnesota 2019 Budget Worksheet 101 45129 GENERAL M URZYN HALL Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 2019 City Managerl Proposed 2019 Council Adopted 2019 Line Item Description 4040 INFORMATION SYS:INTERNAL SVC 1,000 2,700 4,000 4,600 4,600 - 4050 GARAGE, LABOR KURD. - - - - - - 4100 RENTS & LEASES - 41,541 - 43,071 - 52,178 - 50,463 - 50,463 4310 CREDIT CARD FEES 2,134 2,896 3,000 3,000 3,000 4330 SUBSCRIPTION, MEMBERSHIP - - 550 550 550 4390 TAXES & LICENSES 440 712 300 300 300 4395 STATE SALES TAX - - - - - 2999 TOTALS: OTHER SERVICES & CHARGES 48,775 48,354 34,037 47,582 47,582 CAPITAL OUTLAY 5120 BUILDING 72,362 4999 TOTALS: CAPITAL OUTLAY 72,362 - OTHER FINANCING USES 7240 TRANSFER OUT TO CAP IMP BLDG 23,000 23,000 23,000 23,000 23,000 8100 CONTINGENCIES - - - - - 6999 TOTALS: OTHER FINANCING USES 23,000 23,000 23,000 23,000 23,000 TOTALS: MURZYN HALL 187,399 197,425 256,052 200,632 200,632 26 FUND NUMBER 101 -45129 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation: of Personnel MURZYN HALL BUDGET SUpplie5 2018 Adopted 2019 'Proposed 2,000 Telephone 1,300 Chemicals Total Rent credit from Rec. - 50,463 Total F.T.E. Total Total Comp Total Total Comp Position Title 2018 2019 Salaries Fringe & Fringe Salaries Fringe & Fringe Part-time Custodians 60,000 12,1.86 72,186 60,000 12,246 72,246 Scibfotal - 60,000 12,186 72,186 60,000 12,246 72,24E Labor Allocation From: Maint. Supervisor 9,700 Other equipment 2,800 Advertising 600 Rec. Administration 101 -45000 0.50 0.50 25,861 9,455 35,316 25,791 9,446 35,237 COLA Allowance - - - 2,550 850 3,400 Rounding - - - -41 58 17 Total 0.50 0.50 85,861 21,641 107,502 88,300 22,600 110,909 SUpplie5 father Services & Charges Table & chair replacements 2,000 Telephone 1,300 Chemicals 200 Rent credit from Rec. - 50,463 Light bulbs 1,100 Prop & Liab Insurance 6,000 Silverware 600 Sewer 2,650 Lumber 200 Contracted services 500 Ceiling tiles 400 Taxes & licenses 300 Printing & printed forms 250 Postage 100 Batteries 800 Credit card fees 3,000 Mops & towels 400 Other communications 150 Building & construction supplies 900 Maint. Supervisor 9,700 Other equipment 2,800 Advertising 600 Floor mats 500 NSI contract 10,625 Toilet products 1,000 Other repair & maintenance 4,500 Paint 1,500 Water utility 1,600 Pop & linens 2,000 Electric 24,500 Uniforms 500 Gas 9,800 Bags 1,500 Security 7,570 Office supplies 100 Subscription 550 Computer equipment 200 Cameras & locks 10,000 Cleaning supplies 1,000 Information Systems 4,600 Paper towels 1,000 Misc. tools & equipment 200 Other Financinp, Uses Transfer Out to Bonds (Honeywell) 23,000 27 zs x m N �-- c- O r, ti to N LL. O 0o OJ N O Ln M O M � 9 bN9 61 es, -le fOA 0*0. co 'N N N N N N N N r x co 0 oa M r C Lco O o O o O o o O 0 CO LO N 0 N �- LO %- 0) r C1 r ~ OR \ 0 0 0 0\ e O. i O LO I- U) c- Lo O r L V o e d C O O N A m O � co O r ° r Z A 0 0 0 0 18-0 o- e 0 M O 1n O .-CV) O ° O y� r H Q H N O C o O e 0 O ain LO `� Co M� J Q ED o W w � `- U a �\o � e c CQ. to c O �� O ° to C L s a, n _ c e CL o `n' 00 J ° Q W O M e H o 0 Q 0. u o �_ rn �% �% 0 0 D O O O O O e io ar N00000000 O W 0 C,4 N 3 CO o o \ 0 O r Lo r co O r M o \ \ OR e Y N N LO r LO 0 r m r 0 o 0 0 0 o a p o 0 o O OD N Cl) Lc) N r- 0 V D o o o 0 0 o p o °O Oo M Cl) CO O N r M LA r O O Y r C CA 0,0 O O O \ O O O O O \ O 0 O a-- O O O Ln e O Ln McccoN NO OON N Ln N r C M O V _v O C C c t m E H Q o m m Q ++ 7= pdj c 0 m ` O .. CL m y o c d .. t ° o m N C 5 c caau, w C OD �� Q 000400 d �� h° �. gw3 '.V °s�z 0 0 m dz V= G� 7 0w� Q w O y V Y W .0 y N 10 � N G V 7 7 .t 7 A Q. C� y G O- O c� >, b V W J W 4 i V cnm °¢ �1-vi LMm °a°Qmc))Lim47a°vax1a10- cw.mmx8> zs CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 DEPARTMENT: HYLANDER CENTER 101 45130 GENERAL HYLANDER CENTER Actual Expense 2016 Actual Expense 2017 Adopted Budget 1 2018 Department Proposed 1 2019 City Manager Proposed 1 2019 Council Adopted 1 2019 Line Item Description 0999 Personal Services 24,265 23,216 36,093 37,300 37,300 1999 Supplies 3,067 827 1,500 1,500 1,500 2999 Other Services & Charges 43,928 43,498 50,200 50,200 50,200 4999 Capital Outlay - - - - - 6999 Contingencies & Transfers - - - - - TOTALS: HYLANDER CENTER 71,260 67,541 87,793 89,000 89,000 Activity Description The Hylander Center budget covers the staff and utilities to maintain and operate the Hylander Center gym and fitness room. This budget includes utilities and cleaning that is serviced by the School District and then paid from this account. Objectives 1. Promote the facility to gain additional users. 2. Continue to expand revenue by operating tournaments. Budget Comments on Proposed Budget The Hylander Center budget increased $1,207 due to Personal Services. 29 City of Columbia Heights, Minnesota 2019 Budget Worksheet 101 45130 GENERAL HYLANDER CENTER Actual Expense 2016 Actual Expense 1 2017 Adopted Budget 2018 Department Proposed 2019 City Manager Proposed 2019 Council Adopted 1 2019 Line Item Description PERSONAL SERVICES - 1011 PARTTIME EMPLOYEES 1,001 1012 SEASONAL EMPLOYEES 19,280 1210 P.E.R.A. CONTRIBUTION 1,496 1220 F.I.C.A. CONTRIBUTION 1,551 1510 WORKERS COMP INSURANCE PREM 936 1810 COLA ALLOWANCE - 0999 TOTALS: PERSONAL SERVICES 24,265 SUPPLIES 1,548 2010 MINOR EQUIPMENT 3,067 2171 GENERAL SUPPLIES - 1999 TOTALS: SUPPLIES 3,067 OTHER SERVICES & CHARGES 36,093 3050 EXPERT & PROFESSIONAL SERV. - 3600 PROP & LIAB INSURANCE 892 3810 ELECTRIC - 3830 GAS - 4000 REPAIR & MAINT. SERVICES - 4020 BUILDING MAINTENANCE 43,036 2999 TOTALS: OTHER SERVICES & CHARGES 43,928 CAPITAL OUTLAY 200 4999 TOTALS: CAPITAL OUTLAY 200 OTHER FINANCING USES 8100 CONTINGENCIES 6999 TOTALS: OTHER FINANCING USES - TOTALS: HYLANDER CENTER 71,260 124 - - - 19,130 30,000 30,000 30,000 - 1,444 2,250 2,300 2,300 1,473 2,295 2,300 2,300 - 1,045 1,548 1,600 1,600 - - - 1,100 1,100 23,216 36,093 37,300 37,300 383 1,500 1,500 1,500 - 444 - - - 827 1,500 1,500 1,500 541 200 200 200 244 1,000 1,000 1,000 42,713 49,000 49,000 49,000 43,498 50,200 50,200 50,200 67,541 87,793 89,000 89,000 30 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 FUND NUMBER HYLANDER CENTER BUDGET 101 -45130 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel Supplies Minor equipment 1,500 Other Services & Charges Insurance 200 Equipment Repair 1,000 Maintenance 49,000 50,200 Capital Outlay None Contingencies & Transfers None 31 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 DEPARTMENT: PROGRAM REVENUE EXPENDED 261 45029 AFTER SCHOOL PROGRAMS PROGRAM REVENUE EXPENDED Actual Expense 2016 Actual Expense 1 2017 Adopted Budget 1 2018 Department Proposed 1 2019 City Manager Proposed 1 2019 11 Council Adopted 2019 Line Item Description 0999 Personal Services 35,928 20,939 22,562 23,300 23,300 1999 Supplies 2,203 2,782 3,000 3,000 3,000 2999 Other Services & Charges 15,789 14,570 18,000 18,000 18,000 4999 Capital Outlay - - - - 6999 Contingencies & Transfers - - - - - TOTALS: PROGRAM REVENUE EX 53,920 38,292 43,562 44,300 44,300 Activity Description Within fund 261, a separate expense department was created for each separate grant contract obtained in the past. The expense department shown here, 45029 Program Income Expended, is only used within Fund 261 when an active grant is not available. This activity covers summer programs and school out day programs. Objectives 1. To use existing fund balance to continue to provide services at previous levels in accordance with the terms of the past grants received for this activity. 2. To review options for obtaining future grants for this type of youth programming. Budget Comments on Proposed Budget Within fund 261, a separate expense department was created for each separate grant contract obtained in the past. The expense department shown here, 45029 Program Income Expended, is only used within Fund 261 when an active grant is not available. This is grant revenue that will be spent for the same purposes as the original grant was intended. 32 City of Columbia Heights, Minnesota 2019 Budget Worksheet 261 45029 AFTER SCHOOL PROGRAMS PROGRAM REVENUE EXPENDED Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 2019 City Manager Proposed 2019 Council Adopted 2019 Line Item Description PERSONAL SERVICES 1012 SEASONAL EMPLOYEES 31,773 18,518 20,000 20,000 20,000 1210 P.E.R.A. CONTRIBUTION 259 _28 - - - 1220 F.I.C.A. CONTRIBUTION 2,431 1,417 1,530 1,500 1,500 1510 WORKERS COMP INSURANCE PREM 1,465 1,032 1,032 1,100 1,100 1810 COLA ALLOWANCE - - - 700 700 0999 TOTALS: PERSONAL SERVICES 35,928 20,939 22,562 23,300 23,300 2170 PROGRAM SUPPLIES 1,427 2,021 1,500 1,500 1,500 2171 GENERAL SUPPLIES 31 - 100 100 100 2175 FOOD SUPPLIES 745 761 1,400 1,400 1,400 1999 SUPPLIES 2,203 2,782 3,000 3,000 3,000 OTHER SERVICES & CHARGES 3050 EXPERT & PROFESSIONAL SERV. 72 - - - - 4100 RENTS & LEASES 3,809 3,447 5,000 5,000 5,000 4200 PROGRAM ACTIVITIES 11,908 11,123 13,000 13,000 13,000 2999 TOTALS: OTHER SERVICES & CHARGES 15,789 14,570 18,000 18,000 18,000 OTHER FINANCING USES TOTALS: PROGRAM REVENUE EXPENDED 53,920 38,292 43,562 44,300 44,300 33 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 AFTER SCHOOL PROGRAMS FUND NUMBER PROGRAM REVENUE EXPENDED 261.45029 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel Supplies Program Supplies 1,500 General Supplies 100 Food Supplies 1,400 Other Services & Charges Rents & Leases: Buses 5,000 Program Activities: Admission fees 13,000 Capital Outlay None 34 2018 Adopted 2019 Proposed Position Title F.T.E. 2018 2019 Total Salaries Total Fringe Total Comp & Fringe Total Salaries Total Fringe Total Comp & Fringe Activities Instructor COLA Allowance 20,000 - 2,562 - 22,562 - 20,000 525 2,600 175 22,600 700 Subtotal 20,000 2,562 22,562 20,525 2,775 23,300 Total 20,000 2,562 22,562 20,525 2,775 23,300 Supplies Program Supplies 1,500 General Supplies 100 Food Supplies 1,400 Other Services & Charges Rents & Leases: Buses 5,000 Program Activities: Admission fees 13,000 Capital Outlay None 34 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 DEPARTMENT: 2017 - 20 CONTRACT 262 45020 21st CENTURY ARTS 2017 - 20 CONTRACT Actual Expense 2016 Actual Expense 2017 Adopted Department Budget Proposed 2018 2019 City Manager Proposed 2019 Council Adopted 2019 Line Item Description 0999 Personal Services 1,155 32,300 32,300 1999 Supplies 153 6,000 6,000 2999 Other Services & Charges - 241 7,000 7,000 4999 Capital Outlay - - _ 6999 Contingencies & Transfers - - - TOTALS: 2017 - 20 CONTRACT 1,549 45,300 45,300 Activity Description The 21st Century Arts budget is the Recreation Department's federal grant that we received with the Columbia Heights School District. It is focused on programs with the arts. Objectives This space intentionally left blank. Budget Comments on Proposed Budget The 21st Century Arts budget is the Recreation Department's federal grant that we received with the Columbia Heights School District. It is focused on programs with the arts. It funds instructors, trips, and supplies. W City of Columbia Heights, Minnesota 2019 Budget Worksheet 26212 45020 1st CENTURY ARTS 2017 - 20 CONTRACT Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 1 2019 City Manager Proposed 2019 1 Council Adopted 2019 Line Item Description PERSONAL SERVICES 1012 SEASONAL EMPLOYEES 1,017 28,600 28,600 1210 P.E.R.A. CONTRIBUTION 16 - - 1220 F.I.C.A. CONTRIBUTION 78 2,200 2,200 1510 WORKERS COMP INSURANCE PREM 44 1,500 1,500 0999 TOTALS: PERSONAL SERVICES 1,155 - 32,300 32,300 2170 PROGRAM SUPPLIES 153 2,500 2,500 2171 GENERAL SUPPLIES - 2,500 2,500 2175 FOOD SUPPLIES - 1,000 1,000 1999 SUPPLIES 153 - 6,000 6,000 OTHER SERVICES & CHARGES 3050 EXPERT & PROFESSIONAL SERV. - - - 4100 RENTS & LEASES 241 1,500 1,500 4200 PROGRAM ACTIVITIES - 5,500 5,500 2999 TOTALS: OTHER SERVICES & CHARGES 241 7,000 7,000 OTHER FINANCING USES TOTALS: 2017 - 20 CONTRACT 1,549 45,300 45,300 36 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 21st CENTURY ARTS FUND NUMBER 2017 - 20 CONTRACT 262.45020 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel Supplies Program Supplies 2,500 General Supplies 2,500 Art Supplies 1,000 Other Services & Charges Rents & Leases: Buses 1,500 Program Activities: Admission fees 5,500 Caoital Outlay None 37 2018 Adopted 2019 Proposed F.T.E. Position Title 2018 2019 Total Total Total Comp Salaries Fringe & Fringe Total Total Total Comp Salaries Fringe & Fringe Activities Instructor - - 28,600 3,700 32,300 Subtotal - - - 28,600 3,700 32,300 - - Total - 28,600 3,700 32,300 Supplies Program Supplies 2,500 General Supplies 2,500 Art Supplies 1,000 Other Services & Charges Rents & Leases: Buses 1,500 Program Activities: Admission fees 5,500 Caoital Outlay None 37 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 DEPARTMENT: CAP EQUIP REPLACEMENT GENERAL 431 450001 CAP EQUIP REPLACEMENT GEN RECREATION ADMINISTRATION Actual Expense 2016 Actual Expense 1 2017 Adopted Budget 2018 Department Proposed 1 2019 City Manager Proposed 2019 Council Adopted 2019 Line Item Description 0999 Personal Services - - - 1999 Supplies - - 2999 Other Services & Charges - - - - 4999 Capital Outlay 65,000 65,000 6999 Contingencies & Transfers - - TOTALS: CAP EQUIP REPLACEME - 65,000 65,000 Activity Description The Recreation Department coordinates day trips for senior citizens. These are advertised through the senior monthly newsletters. It continues to be one of our most popular offerings as it provides transportation to and from various venues throughout the metropolitan area. This program offers seniors an opportunity to do activities they may not be able to do on their own. Many times there is a waiting list to attend these outings. Currently, the vehicle used for these outings is 2003 Ford E350 mini bus that we acquired several years ago. It was a Park n Fly vehicle from the airport. The mini bus is a 15 passenger bus that has 133,000 miles on it. Our Vehicle Maintenance Supervisor has indicated that this vehicle is not as reliable as it once was. The Recreation Department would like to replace this with a Ford Transport vehicle with an estimated cost of $65,000. Objectives 1. Provide seniors with a well - planned and well- executed trip schedule of both one -day extended trips and small group excursions. 2. Offer seniors a wide variety of well thought out and professionally executed trips that are extended trip options and ones closer to home. Budget Comments on Proposed Budget The Recreation Department would like to replace the existing 2003 Ford E350 that has 133,000 miles on it with a Ford passenger Transport with an estimated cost of $65,000. 38 City of Columbia Heights, Minnesota 2019 Budget Worksheet 431 45000 CAP EQUIP REPLACEMENT GENERAL RECREATION ADMINISTRATION Actual Expense 2016 Actual Expense 2017 Adopted I Budget 2018 Department Proposed 2019 City Manager Proposed 2019 Council Adopted 2019 Line Item Description CAPITAL OUTLAY 5150 VEHICLES 4999 TOTALS: CAPITAL OUTLAY TOTALS: RECREATION ADMINISTRATION 65,000 65,000 65,000 65,000 65,000 65,000 39 FUND NUMBER 431.45000 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 CAP EQUIP REPLACEMENT GENERAL SUMMARY OF COST FACTORS FOR THE COMING YEAR Fxnlanation of Personnel Ford transport van 65,000 40 2018 Adopted 2019 Proposed F.T.E. Position Title 2018 2019 Total Total Total Comp Salaries Fringe & Fringe Total Total Total Comp Salaries Fringe & Fringe Subtotal - - Total Ford transport van 65,000 40 TABLE OF CONTENTS COMMUNITY DEVELOPMENT AND EDA AND PROTECTIVE INSPECTIONS 2019 PROPOSED DETAIL BUDGET Community Development/EDA/Inspections Summary Page 1 Proposed Expense and Narrative for Protective Inspections (Fund 201) 2 Detail of Expenses for Protective Inspections 4 Summary of Costs for Protective Inspections 6 Proposed Expense & Narrative for Community Development/EDA (Fund 204) 7 Detail of Expenses for Community Development/EDA 8 Summary of Costs for Community Development/EDA 10 Proposed Expense & Narrative for Special Projects /Downtown Pkg (Fund 228) 11 Detail of Expenses for Special Projects/Downtown Pkg 12 Summary of Costs for Special Projects /Downtown Pkg 13 Proposed Expense & Narrative for EDA Commercial Revitalization (Fund 408) 14 Detail of Expenses for Commercial Revitalization (Fund 408) 15 Summary of Costs for Commercial Revitalization (Fund 408) 16 Reviewer's Notes 17 City of Columbia Heights, Minnesota BUDGET 2019 Community Development Revenue 30999 Taxes 31999 Licenses & Permits 32999 Intergovernmental 33999 Charge for Services 34999 Fines & Forfeits 35999 Miscellaneous 36999 Sales and Related Charges 39199 Transfers & Non Rev Receipts Total Revenue Expenses 0999 Personal Services 1999 Supplies 2999 Other Services and Charges 4999 Capital Outlay 6999 Contingencies & Transfers Total Expenses Change to Fund Balance EDA Planning & Downtown Redevelopment Inspections EDA Parking Project 201 204 228 408 1 - 242,100 - 247,000 366,500 - - 500 - 2,100 2,000 25,000 3,000 135,000 - 503,600 244,600 25,000 250,000 462,500 201,900 2,400 1,500 - - 22,700 25,200 25,000 50,000 - - 200,000 16,000 16,000 - - 503,600 244,600 25,000 250,000 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 DEPARTMENT: PLANNING & INSPECTIONS 201 424 0 PLANNING & INSPECTIONS PLANNING & INSPECTIONS Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 2019 City Manager Council Proposed Adopted 2019 2019 Line Item Description 0999 Personal Services 1999 Supplies 2999 Other Services & Charges 4999 Capital Outlay 6999 Contingencies & Transfers TOTALS: PLANNING & INSPECTIONS Activity Description 338,498 417,098 434,779 462,500 462,500 3,910 6,538 1,400 2,400 2,400 16,221 21,527 17,497 22,700 22,700 15,164 15,550 16,006 16,000 16,000 373,794 460,714 469,682 503,600 503,600 The Planning & Inspections Department ensures the public health, safety, and general welfare of the community through implementation, administration, and enforcement of the City Zoning Code and the respective Minnesota State Building Codes. The main activities of the Planning & Inspections Department include providing staff support to the Planning Commission; implementing short and long -range planning policies that address the changing dynamics of social, political, and economic environments; facilitating the implementation and administration of the Comprehensive Plan; conducting special projects for the benefit of the community; serving as project managers for development and redevelopment projects; administering FEMA requirements; issuing building, mechanical and plumbing permits, as well as contractor and businesses licenses; reviewing building plans and construction documents; and inspecting the construction and installation of projects. Objectives City Goal - SAFE COMMUNITY & EXCELLENT HOUSING AND NEIGHBORHOODS - Regulate building, mechanical and plumbing permits, as well as contractor and business licensure. - Review building and mechanical plans. - Conduct inspections for building, mechanical, and plumbing permits. City Goal - ECONOMIC STRENGTH & EXCELLENT HOUSING AND NEIGHBORHOODS - Provide project management and coordination for development projects. - Provide staff assistance to the Planning Commission. - Provide short and long -range community planning services. - Lead various "special projects" related to City ordinance issues. City Goal - STRONG INFRASTRUCTURE/ PUBLIC SERVICES - Coordinate projects and programs with various outside agencies (Anoka County, FEMA, Met Council, MnDOT, etc.) Planning & Inspections Budget Comments Continued on Next Page 2 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 Planning & Inspections Budget Comments Continued Budget Comments on Proposed Budget The Planning & Inspections Fund increased by $33,918 from 2018 to 2019, an increase of approximately 7.2% from the previous year. This increase has been realized proportionally for both revenues and expenditures since, by design, this Fund operates on a self- supporting basis through permit and license revenue activity. In the past, this Fund has been partially supported by proceeds from the EDA and HRA levies; however, in 2019, the City Levy shall support this Fund. PERSONAL SERVICES: Personal Services will increase by $27,721 primarily due to the Community Development Department budgeting for a part- time, temporary intern in 2019 and the COLA Allowance being incorporated into the 2019 budget. Previously, interns were not incorporated into the Planning & Inspections budget prior to its adoption by City Council; however, based on the anticipated work load from the commencement of Grand Central Flats and Hy -Vee, the Community Development Department shall use permit revenue proceeds from 2018 to fund a Building Inspections Intern in 2019. SUPPLIES: Supplies will increase by $1,000 in order to adequately reflect the anticipated work load. OTHER SERVICES & CHARGES: Other Services & Charges will increase by $5,203 due to increases in Information System Services (4040), Training & Education Activates (3105) to adequately reflect the anticipated seminars, conferences, and classes required for each position, as well as Commissions & Boards (4380) to allow each Planning Commissioners to attend one training activity. CAPITAL OUTLAY: No Capital Outlay is anticipated for 2019. OTHER FINANCING USES: Other Financing Uses shall realize a nominal decrease of $6 based upon the 2019 Labor Administration Distribution. 3 City of Columbia Heights, Minnesota 2019 Budget Worksheet 201 42400 PLANNING & INSPECTIONS PLANNING & INSPECTIONS Actual Expense 2016 Actual Expense 1 2017 Adopted Budget 2018 Department Proposed 1 2019 City Manager Proposed 1 2019 Council Adopted 1 2019 Line Item Description PERSONAL SERVICES 1000 ACCRUED SALARIES - - - - 1010 REGULAR EMPLOYEES 226,812 315,357 331,656 335,800 335,800 1011 PART -TIME EMPLOYEES 20,765 - - 9,200 9,200 1012 SEASONAL EMPLOYEES 6,641 - - - 1020 OVERTIME - REGULAR 1,131 2,392 2,000 - 1021 OVERTIME -PART TIME 194 - 1030 VACATION & SICK 3,165 3,179 1050 SEVERANCE PAY 1060 MILEAGE ALLOWANCE 1070 INTERDEPARTMENTAL LABOR SERV - - - - - 1210 P.E.R.A. CONTRIBUTION 18,580 23,713 24,898 25,100 25,100 1220 F.I.C.A. CONTRIBUTION 19,528 23,949 25,525 26,400 26,400 1225 FLEX BENEFIT FICA - - - - 1300INSURANCE 31,981 45,714 48,330 49,400 49,400 1400 UNEMPLOYMENT COMPENSATION 7,933 546 - - - 1510 WORKERS COMP INSURANCE PREM 1,768 2,250 2,370 2,300 2,300 1700 ALLOCATED FRINGE - - - - - 1810 COLA ALLOWANCE - - 14,300 14,300 0999 TOTALS: PERSONAL SERVICES 338,498 417,098 434,779 462,500 462,500 SUPPLIES 2000 OFFICE SUPPLIES 801 1,376 500 1,000 1,000 2010 MINOR EQUIPMENT 591 - - - - 2011 COMPUTER EQUIPMENT 240 3,442 - 2020 COMPUTER SUPPLIES - 27 100 100 2030 PRINTING & PRINTED FORMS 471 124 - 2170 PROGRAM SUPPLIES 48 - - - 2171 GENERAL SUPPLIES 461 153 100 100 2173 PROTECTIVE CLOTHING 153 120 100 100 2175 FOOD SUPPLIES 40 156 - - - 2280 VEHICLE REPAIR AND PARTS 662 683 200 600 600 2282 GAS, OIL, LUBRICANTS 442 459 700 500 500 1999 TOTALS: SUPPLIES 3,910 6,538 1,400 2,400 2,400 OTHER SERVICES & CHARGES 3045 ATTORNEY FEES -OTHER - - - - 3050 EXPERT & PROFESSIONAL SERV. 1,170 2,406 500 1,200 1,200 3105 TRAINING & EDUC ACTIVITIES 1,555 1,911 500 2,100 2,100 3120 EDUCATIONAL REIMBURSEMENT - - - - - 3210 TELEPHONE & TELEGRAPH 371 286 706 800 800 3211 CELL PHONES 1,203 937 500 900 900 3220 POSTAGE 1,000 824 1,000 800 800 3250 OTHER COMMUNICATIONS 226 193 191 200 200 3310 LOCAL TRAVEL EXPENSE 371 233 100 200 200 3320 OUT OF TOWN TRAVEL EXPENSE - - - - - 3500 LEGAL NOTICE PUBLISHING 1,095 985 500 700 700 3600 PROP & LIAB INSURANCE 1,781 2,452 2,700 2,900 2,900 4000 REPAIR & MAINT. SERVICES 3,188 3,411 800 800 800 4040 INFORMATION SYS:INTERNAL SVC - 3,600 8,000 9,200 9,200 4050 GARAGE, LABOR BURD. 837 585 300 500 500 4100 RENTS & LEASES - - - - - 4300 MISC. CHARGES - - - - - 4310 CREDIT CARD FEES 2,274 2,389 1,000 1,000 1,000 4330 SUBSCRIPTION, MEMBERSHIP 1,026 1,305 700 700 700 4380 COMMISSION & BOARDS 30 8 - 700 700 4 City of Columbia Heights, Minnesota 2019 Budget Worksheet 201 42400 PLANNING & INSPECTIONS PLANNING & INSPECTIONS Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 2019 City Manager Proposed 2019 Council Adopted 2019 Line Item Description 4390 TAXES & LICENSES 96 4395 STATE SALES TAX - - - - - 2999 TOTALS: OTHER SERVICES & CHARGES 16,221 21,527 17,497 22,700 22,700 - CAPITAL OUTLAY 4999 TOTALS: CAPITAL OUTLAY - - - - OTHER FINANCING USES 7100 OPER. TRANSFER OUT - LABOR 15,164 15,550 16,006 16,000 16,000 8100 CONTINGENCIES - - - - 6999 TOTALS: OTHER FINANCING USES 15,164 15,550 16,006 16,000 16,000 TOTALS: PLANNING & INSPECTIONS 373,794 460,714 469,682 503,600 503,600 5 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 FUND NUMBER PLANNING & INSPECTIONS 201 -42400 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel SUPPLIES 2000 OFICE SUPPLIES 2020 COMPUTER SUPPLIES 2171 GENERAL SUPPLIES 2173 PROTECTIVE CLOTHING 2280 VEHICLE REPAIR & PARTS 2282 GAS, OIL, LUBRICANTS 1999 TOTALS: SUPPLIES OTHER SERVICES & CHARGES 3050 EXPERT & PROFESSIONAL SERV. 3105 TRAINING & EDUC. ACTIVITIES 3210 TELEPHONE & TELEGRAPH 3211 CELL PHONES 3220 POSTAGE 3250 OTHER COMMUNICATIONS 3310 LOCALTRAVELEXPENSE 3500 LEGAL NOTICE PUBLISHING 3600 PROP & LIAB INSURANCE 4000 REPAIR & MAINT. SERVICES 4040 INFORMATION SYS.:INTERNAL SVC. 4050 GARAGE, LABOR BURD. 4310 CREDIT CARD FEES 1,000 100 100 100 600 500 2,400 1,200 2,100 800 900 800 200 200 700 2,900 800 9,200 500 1,000 C 4330 SUBSCRIPTION, MEMBERSHIP 4380 COMMISSION & BOARDS 2999 TOTALS: OTHER SVCS. & CHARGE CAPITAL OUTLAY 4999 TOTAL CAPITAL OUTLAY OTHER FINANCING USES 7100 OPER. TRANSFER OUT - LABOR 6999 TOTALS:OTHER FINANCING USES 700 700 22,700 16,000 16,000 2018 Adopted 2019 Proposed Total Total F.T.E. Total Total Comp Total Total Comp Position Title 2018 2019 Salaries Fringe & Fringe Salaries Fringe & Fringe Sec II Permits 1.00 1.00 56,422 19,657 76,079 54,422 19,345 73,767 Planner 1.00 1.00 83,969 24,026 107,995 86,549 24,443 110,992 Bldg. Official 1.00 1.00 86,705 24,460 111,165 86,705 24,321 111,026 Secretary II 1.00 1.00 47,287 18,208 65,495 47,287 18,212 65,499 Intern - Inspections - 0.50 - - - 9,200 770 9,970 COLA Allowance I - - - - 14,300 Subtotal 4.00 4.50 274,383 86,351 360,734 284,163 87,091 385,554 Allocation from: 204.46314 0.50 0.60 59,273 14,771 74,044 60,755 16,076 76,831 Rounding - - 82 33 115 Total 4.50 5.10 333,656 101,122 434,778 345,000 103,200 462,500 SUPPLIES 2000 OFICE SUPPLIES 2020 COMPUTER SUPPLIES 2171 GENERAL SUPPLIES 2173 PROTECTIVE CLOTHING 2280 VEHICLE REPAIR & PARTS 2282 GAS, OIL, LUBRICANTS 1999 TOTALS: SUPPLIES OTHER SERVICES & CHARGES 3050 EXPERT & PROFESSIONAL SERV. 3105 TRAINING & EDUC. ACTIVITIES 3210 TELEPHONE & TELEGRAPH 3211 CELL PHONES 3220 POSTAGE 3250 OTHER COMMUNICATIONS 3310 LOCALTRAVELEXPENSE 3500 LEGAL NOTICE PUBLISHING 3600 PROP & LIAB INSURANCE 4000 REPAIR & MAINT. SERVICES 4040 INFORMATION SYS.:INTERNAL SVC. 4050 GARAGE, LABOR BURD. 4310 CREDIT CARD FEES 1,000 100 100 100 600 500 2,400 1,200 2,100 800 900 800 200 200 700 2,900 800 9,200 500 1,000 C 4330 SUBSCRIPTION, MEMBERSHIP 4380 COMMISSION & BOARDS 2999 TOTALS: OTHER SVCS. & CHARGE CAPITAL OUTLAY 4999 TOTAL CAPITAL OUTLAY OTHER FINANCING USES 7100 OPER. TRANSFER OUT - LABOR 6999 TOTALS:OTHER FINANCING USES 700 700 22,700 16,000 16,000 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 DEPARTMENT: ECONOMIC DEVELOPMENT AUTHORITY 204 COMMUNITY DEVELOPMENT 46314 ECONOMIC DEVELOPMENT AUTH. Actual Expense 2016 Actual Expense 1 2017 Adopted Budget 1 2018 Department Proposed 1 2019 City Manager Proposed 1 2019 Council Adopted 2019 Line Item Description 0999 Personal Services 172,001 151,608 163,774 201,900 201,900 1999 Supplies 1,025 144 - 1,500 1,500 2999 Other Services & Charges 15,961 20,775 14,484 25,200 25,200 4999 Capital Outlay - - - 6999 Contingencies & Transfers 68,615 136,216 269,984 16,000 16,000 TOTALS: ECONOMIC DEVELOPMENT 257,602 308,743 448,242 244,600 244,600 Activity Description The Economic Development Authority coordinates several activities that both directly and indirectly act as a catalyst for improving the community's overall quality of life, business vitality, and economic performance. The main activities of Economic Development Authority staff include providing support to the Columbia Heights Economic Development Authority and the Housing & Redevelopment Authority in and for the City of Columbia Heights; leveraging public and private partnerships to increase the amount of reinvestment within the City; serving as project managers for development and redevelopment projects; writing and maintaining grants from governmental agencies and corporate institutions; preparing and maintaining Tax Increment Financing, Tax Abatement, and Private Activity Bond records; developing and implementing a Business Retention & Expansion program; managing housing programs; and facilitating the acquisition and conveyance of city owned properties. Objectives City Goal - ECONOMIC STRENTH & EXCELLENT HOUSING AND NEIGHBORHOODS - Implement goals and objectives of the Economic Development Authority - Monitor and implement housing programs to ensure neighborhood reinvestment is occurring. - Develop and implement programs that work to increase assessed property values. - Enhance business opportunities with the City. - Develop and implement a Business Retention & Expansion program. City Goal - AFFORDABILITY - Work to ensure that high - quality, affordable housing options are available for all residents. Budget Comments on Proposed Budget The Economic Development Authority Fund decreased by $203,642 from 2018 to 2019, a decrease of approximately 45.4% from the previous year. This decrease is directly correlated to the HRA Levy being recognized in Fund 408 rather than Fund 204. PERSONAL SERVICES: Personal Services will increase by $38,126 due to anticipated cost of living adjustments, performance increases, the reinstatement of the Community Development Manager position, and the COLA Allowance being incorporated into the proposed 2019 budget. SUPPLIES: Supplies will increase by $1,500 to properly address the anticipated work load. OTHER SERVICES & CHARGES: Other Services & Charges will increase by $10,716 due to increases in Expert & Professional Services (3050), Prop & Liab Insurance (3600), and Training & Education Activates (3105) to adequately reflect the anticipated seminars, conferences, and classes required for each position. OTHER FINANCING USES: Other Financing Uses will decrease by $253,984 due to the reallocation of the EDA and HRA Levies beginning in 2019, and the recognition of the HRA Levy in Fund 408 rather than Fund 204 to support the increases in redevelopment project and program expenditures. City of Columbia Heights, Minnesota 2019 Budget Worksheet 204 46314 COMMUNITY DEVELOPMENT ECONOMIC DEVELOPMENT AUTHORITY Actual Expense 2016 Actual Expense 1 2017 Adopted Budget 1 2018 Department Proposed 2019 City Manager Proposed 2019 Council Adopted 2019 Line Item Description PERSONAL SERVICES 1000 ACCRUED SALARIES - - 1010 REGULAR EMPLOYEES 129,848 111,633 118,846 141,700 141,700 1011 PART -TIME EMPLOYEES - - 9,200 16,100 16,100 1012 SEASONAL EMPLOYEES - - - 1020 OVERTIME - REGULAR 126 - 1030 VACATION & SICK 1,543 5,328 - 1050 SEVERANCE PAY - - 1070 INTERDEPARTMENTAL LABOR SERV - - - - - 1210 P.E.R.A. CONTRIBUTION 9,731 8,364 8,914 10,600 10,600 1220 F.I.C.A. CONTRIBUTION 9,848 9,117 9,760 12,100 12,100 1225 FLEX BENEFIT FICA - - - - - 1300 INSURANCE 20,035 16,2S4 16,110 15,000 15,000 1400 UNEMPLOYMENT COMPENSATION - - 1510 WORKERS COMP INSURANCE PREM 871 913 944 1,100 1,100 1700 ALLOCATED FRINGE - - - - 1810 COLA ALLOWANCE - - - 5,300 5,300 0999 TOTALS: PERSONAL SERVICES 172,001 151,608 163,774 201,900 201,900 SUPPLIES 2000 OFFICE SUPPLIES 837 3 - 1,000 1,000 2010 MINOR EQUIPMENT 29 - - - 2011 COMPUTER EQUIPMENT 68 74 - - 2020 COMPUTER SUPPLIES 27 - 200 200 - 2030 PRINTING & PRINTED FORMS - - - - 2171 GENERAL SUPPLIES 38 40 100 100 2175 FOOD SUPPLIES 26 27 200 200 2280 VEHICLE REPAIR AND PARTS - - - - 1999 TOTALS: SUPPLIES 1,025 144 1,500 1,500 OTHER SERVICES & CHARGES 3045 ATTORNEY FEES -OTHER - - - 3050 EXPERT & PROFESSIONAL SERV. 8,920 7,226 3,000 8,000 8,000 - 3105 TRAINING & EDUC ACTIVITIES 499 445 - 1,400 1,400 3120 EDUCATIONAL REIMBURSEMENT - - - 3210 TELEPHONE & TELEGRAPH 1,110 930 706 800 800 3220 POSTAGE 805 780 800 800 800 3250 OTHER COMMUNICATIONS 245 193 278 300 300 3310 LOCAL TRAVEL EXPENSE 25 90 200 200 3320 OUT OF TOWN TRAVEL EXPENSE - - - 3430 ADVERTISING OTHER - - - 3500 LEGAL NOTICE PUBLISHING - 253 - 300 300 - 3600 PROP & LIAB INSURANCE 2,354 3,302 2,700 4,000 4,000 4000 REPAIR & MAINT. SERVICES 502 700 - - - 4020 BUILDING MAINTENANCE - - - - - 4040 INFORMATION SYS:INTERNAL SVC - 5,100 6,000 6,900 6,900 4050 GARAGE, LABOR BURD. - - - - - - 4100 RENTS & LEASES - 4300 MISC. CHARGES 138 - - - - 4330 SUBSCRIPTION, MEMBERSHIP 500 726 400 1,600 1,600 4376 MISCELLANEOUS CIVIC AFFAIRS - - - - 4380 COMMISSION & BOARDS 805 910 600 900 900 4390 TAXES & LICENSES - 120 - - - 4395 STATE SALES TAX - - - 4500 ADMINISTRATIVE EXPENSES 58 - - - - 2999 TOTALS: OTHER SERVICES & CHARGES 15,961 20,775 14,484 25,200 25,200 8 City of Columbia Heights, Minnesota 2019 Budget Worksheet 204 46314 COMMUNITY DEVELOPMENT ECONOMIC DEVELOPMENT AUTHORITY Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 1 2019 City Manager Proposed 2019 Council Adopted 1 2019 Line Item Description 1 0 OTHER FINANCING USES 7100 OPER. TRANSFER OUT - LABOR 15,163 15,550 16,006 16,000 16,000 7410 TRANSFER OUT TO COMM DEVELOPMENT 53,452 120,666 139,982 - - 7413 TRANSFER TO CAP IMP DEVELOPMENT - - 7421 TRANSFER OUT:EDA REDEVELOPE 113,996 - 8100 CONTINGENCIES - - 6999 TOTALS: OTHER FINANCING USES 68,615 136,216 269,984 16,000 16,000 TOTALS: ECONOMIC DEVELOPMENT AUTHO 257,602 308,743 448,242 244,600 244,600 0 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 FUND NUMBER ECONOMIC DEVELOPMENT AUTHORITY 204 -46314 SUMMARY OF COST FACTORS FOR THE COMING YEAR Exolanation of Personnel SUPPLIES 2000 OFICE SUPPLIES 1,000 2018 Adopted 200 2171 GENERAL SUPPLIES 2019 Proposed 2175 FOOD SUPPLIES 200 1999 TOTALS: SUPPLIES 1,500 3310 LOCAL TRAVEL EXPENSE 200 Total 300 3600 PROP & LIAB INSURANCE Total 4040 INFORMATION SYS.:INTERNALSVC. 6,900 F.T.E. Total Total Comp Total Total Comp Position Title 2018 2019 Salaries Fringe & Fringe Salaries Fringe & Fringe Comm. Dev. Director 1.00 1.00 118,546 29,542 148,088 118,546 29,554 148,100 Comm. Dev. Manager - 1.00 - - 83,969 24,034 108,003 EDA Manager 1.00 - 59,573 20,156 79,729 - - Intern 0.36 0.26 9,200 800 10,000 16,100 1,348 17,448 COLA Allowance - - - - - 5,300 Subtotal 2.36 2.26 187,319 50,498 237,817 218,615 54,936 278,851 Allocation to: 201.42400 -0.50 -0.60 - 59,273 - 14,771 - 74,044 - 60,755 - 16,076 - 76,831 Rounding -60 -60 -120 Total 1.86 1.66 128,046 35,727 163,773 157,800 38,800 201,900 SUPPLIES 2000 OFICE SUPPLIES 1,000 2020 COMPUTER SUPPLIES 200 2171 GENERAL SUPPLIES 100 2175 FOOD SUPPLIES 200 1999 TOTALS: SUPPLIES 1,500 OTHER SERVICES & CHARGES 3050 EXPERT & PROFESSIONAL SERV. 8,000 3105 TRAINING & EDUC. ACTIVITIES 1,400 3210 TELEPHONE & TELEGRAPH 800 3220 POSTAGE 800 3250 OTHER COMMUNICATIONS 300 3310 LOCAL TRAVEL EXPENSE 200 3500 LEGAL NOTICE PUBLISHING 300 3600 PROP & LIAB INSURANCE 4,000 4040 INFORMATION SYS.:INTERNALSVC. 6,900 4330 SUBSCRIPTION, MEMBERSHIP 1,600 4380 COMMISSIONS & BOARDS 900 2999 TOTALS: OTHER SVCS. & CHARGES 25,200 OTHER FINANCING USES 7100 OPER. TRANSFER OUT - LABOR 16,000 6999 TOTALS:OTHER FINANCING USES 16,000 10 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 DEPARTMENT: DOWNTOWN PARKING 228 46317 DOWNTOWN PARKING DOWNTOWN PARKING Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 2019 City Manager Proposed 1 2019 Council Adopted 1 2019 Line Item Description 0999 Personal Services 1999 Supplies - 2999 Other Services & Charges 25,000 25,000 4999 Capital Outlay - - 6999 Contingencies & Transfers - - TOTALS: DOWNTOWN PARKING 25,000 25,000 Activity Description The Downtown Parking Fund operates in partnership with the Columbia Park Properties, LLP and 500, LLC to increase the economic viability of the Central Business District and maintain its livable qualities. This fund administers the management, operation, and maintenance of the two municipal parking ramps located at 950 40th Avenue NE and 4011 Van Buren Street NE, Columbia Heights, MN, a total of 679 parking stalls. Objectives City Goal - STRONG INFRASTRUCTURE/ PUBLIC SERVICES - Administer the management, operation, and maintenance of the municipal parking ramps. Budget Comments on Proposed Budget The Downtown Parking Fund will realize no change based upon the Operation and Maintenance Agreements with Columbia Park Properties, LLP and 500, LLC. 11 City of Columbia Heights, Minnesota 2019 Budget Worksheet 228 46317 DOWNTOWN PARKING DOWNTOWN PARKING Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 2019 City Manager Proposed 2019 Council Adopted 1-2019 Line Item Description OTHER SERVICES & CHARGES 3600 PROP & LIAB INSURANCE 4000 REPAIR & MAINT. SERVICES 2999 TOTALS: OTHER SERVICES & CHARGES OTHER FINANCING USES 6999 TOTALS: OTHER FINANCING USES TOTALS: DOWNTOWN PARKING - 6,700 6,700 18,300 18,300 25,000 25,000 12 25,000 25,000 FUND NUMBER 228 -46317 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel DOWNTOWN PARKING Other Services & Charges 3600 Prop & Liab Insurance 6,700 4000 Repair & Maint. Services 18,300 13 2018 Adopted 2019 Proposed F.T.E. Total Total Total Comp Total Total Total Comp Position Title 2018 2019 Salaries Fringe & Fringe Salaries Fringe & Fringe Subtotal - - - - Total - Other Services & Charges 3600 Prop & Liab Insurance 6,700 4000 Repair & Maint. Services 18,300 13 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 DEPARTMENT: COMMERCIAL REVITALIZATION 4081 46414 EDA REDEVELOPMENT PROJECT COMMERCIAL REVITALIZATION Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 2019 City Manager Proposed 2019 Council Adopted 2019 Line Item Description 0999 Personal Services - 1999 Supplies - - 2999 Other Services & Charges 2,801 50,000 50,000 - 4999 Capital Outlay - 200,000 200,000 6999 Contingencies & Transfers - - - TOTALS: COMMERCIAL REVITALIZAI 2,801 250,000 250,000 Activity Description The Commercial Revitalization Fund is a working capital fund designed to provide the resources necessary for the Columbia Heights Economic Development Authority to implement approved activities for the benefit of the community. The two approved activities covered within this fund are the Commercial Revitalization Project and the Facade Improvement Grant Program. Objectives City Goal - ECONOMIC STRENTH & EXCELLENT HOUSING AND NEIGHBORHOODS - Implement the Commercial Revitalization Project and the Facade Improvement Grant Program. City Goal - DIVERSE, WELCOMING SMALL -TOWN FEEL Budget Comments on Proposed Budget The Commercial Revitalization Fund increased by $136,004 from 2018 to 2019, an increase of approximately 119.3% from the previous year. This significant increase reflects that beginning in 2019 the HRA levy is recognized in fund 408 to fund increases in redevelopment project and program expenditures. 14 City of Columbia Heights, Minnesota 2019 Budget Worksheet 408 46414 EDA REDEVELOPMENT PROJECT COMMERCIAL REVITALIZATIOON Actual Expense 2016 Actual Expense 1 2017 Adopted Budget 2018 Department Proposed 1 2019 City Manager Proposed 1 2019 Council Adopted 1 2019 Line Item Description OTHER SERVICES & CHARGES 3050 EXPERT & PROFESSIONAL SERV. 3820 WATER 3850 SEWER 4020 BUILDING MAINT:CONTRACT SVCS 4600 LOANS & GRANTS 2999 TOTALS: OTHER SERVICES & CHARGES CAPITAL OUTLAY 5110 LAND 4999 TOTALS: CAPITAL OUTLAY 2,231 466 101 3 2,801 50,000 50,000 50,000 50,000 200,000 200,000 - 200,000 200,000 OTHER FINANCING USES 6999 TOTALS: OTHER FINANCING USES - - - TOTALS: DOWNTOWN PARKING 2,801 250,000 250,000 15 FUND NUMBER 408 -46414 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 SUMMARY OF COST FACTORS FOR THE COMING YEAR Exolanation of Personnel COMMERCIAL REVITALIZATION Other Services & Charges Facade Improvement Program Grants 50,000 Capital Outlay Redevelopment Property Acquisition -Contingent 200,000 16 2018 Adopted 2019 Proposed F.T.E. Total Total Total Comp Total Total Total Comp Position Title 2018 2019 Salaries Fringe & Fringe Salaries Fringe & Fringe Subtotal - - - - - Total - - - - - Other Services & Charges Facade Improvement Program Grants 50,000 Capital Outlay Redevelopment Property Acquisition -Contingent 200,000 16 REVIEWER'S (VOTES 18 CITY OF COLUMBIA HEIGHTS Library Budget 2019 Table of Contents Summary of Revenue and Expenses ................ ............................... 3 Proposed Expenses and Narrative...... .......... ............................... 4 -5 ExpenseDetail ............................................... ............................... 6 -7 Summary of Costs ......................................... ............................... 8 -9 Certification of Minimum Local Support ....... ............................... 10 Library Levy and Maintenance of Effort History ........................... 11 2015 -2018 Library Usage ............................... ............................... 12 Notes......................................................... ............................... 13 -14 1 CITY OF COLUMBIA HEIGHTS Library Budget 2019 CITY OF COLUMBIA HEIGHTS Library Budget 2019 Expenses 0999 Personal Services 19'09 Supplies 2999 Other Services and Charges 4999 Capital Outlay 6999 Contingencies &Transfers Total Expenses Change to Fund Balance 670.200 98,700 219,100 14,700 1,002,700 3 Revenue 30999 Taxes 955,095 31999 Licenses & Permits - 32999- Intergovernmental - 33999 Charge for Services 14,105 34999 Fines & Forfeits 12,500 35999 Miscellaneous 10,000 369919 Sales and Related Charges 39199 Transfers & Non Rev Receipts 11,000 Total Revenue 1,002,700 Expenses 0999 Personal Services 19'09 Supplies 2999 Other Services and Charges 4999 Capital Outlay 6999 Contingencies &Transfers Total Expenses Change to Fund Balance 670.200 98,700 219,100 14,700 1,002,700 3 CITY OF COLUMBIA HEIGHTS Library Budget 2019 DEPARTMENT: LIBRARY 240 45500 LIBRARY LIBRARY Actual Expense 2016 Actual Expense 2017 Adopted Budget 1 2018 Department Proposed 2019 City Manager Proposed 2019 Council Adopted 2019 Line Item Description 0999 Personal Services 561,982 564,042 6381145 670,200 670,200 1999 Supplies 91,639 92,981 106,100 98,700 98,700 2999 Other Services & Charges 116,212 175,265 193,688 219,100 219,100 4999 Capital Outlay 6999 Contingencies & Transfers 13,979 14,317 14,711 14,700 14,700 TOTALS: LIBRARY 783,812 846,606 952,644 1,002,700 1,002,700 Activity Description The Library serves a diverse community's need for access to resources, information, and technology in a welcoming environment. It collects and lends materials in multiple formats including books, magazines, newspapers, music, videos, and energy meters. R provides educational programs and services including literacy -based storytimes, adult language learning and literacy programs, reading programs for all ages, arts and cultural events, and home delivery of materials_ The Library provides free access to computer software programs, the internet, and online research and instructional databases. It facilitates summer nutritional programs for children and provides space for individual work or study and public meetings. Library staff provide one -to -one and class -based computer instruction as well as research and reference assistance. Library staff provide customer service during 54 operational hours each week. The Library contracts with Anoka County Library for inclusion in an integrated library system to manage patron information and collection inventory, delivery of materials, and access to electronic resources such as databases, e- books, e- magazines, and downloadable audiobooks, it participates in the Metropolitan Library Service Agency (as an Associate Library), the Minitex multi -state interlibrary loan program, the Statewide Borrowers' Compact, and METRONET. These cooperative agreements enable Columbia Heights residents to gain access to library materials, special services, and electronic resources available throughout the state of Minnesota. The cooperative agreements also provide staff with professional training and development opportunities_ Objectives In 2019 Library staff will continue to provide the resources and programs described in the previous Activity Description, They will connectvisitors with the information and materials they need; provide a safe and welcoming space to study, work, and connect with neighbors; offer educational and entertaining programming forchildren and adults; and address the unique information and continuing education needs of the Columbia Heights community_ 2019 will be the third full year in the Central Avenue facility, Electricity costs include acquisition costs for rooftop solar panels to reduce future electricity costs. Library technology, including RFID- enabled self -check stations and security gates and automated mater! handling equipment, have significant annual maintenance costs but result in reduced labor costs. Library customers appreciate the modem convenience of self check and book drop technology. As we look to future budgets, public computing hardware and software, now four years old, will need to be updated, Library Board and staff will begin a strategic planning process in 2019 to guide library objectives over the next five years. Library Budget Comments Continued on Next Page 4 CITY OF COLUMBIA HEIGHTS Library Budget 2019 Library Budget Comments Continued Budget Comments on Proposed Budget The proposed budget for 2019 includes a 53% increase over the 2018 adopted budget. Personnel: Personnel expenses account for two- thirds of the overall library budget. No contracts have been settled with bargaining units for 2019. Four of six full -time staff and five of twelve part -time staff are still progressing through approved steps of pay ranges. The library aide position will remain unfilled in 2019. Staffing is at the absolute minimum to allow 54 hours of public service each week. Staffing levels limit library staff availability for outreach events during regular operational hours and substitute coverage during paid leaves. Underspending of past budgets was largely due to staff departures and subsequent delays in the appointment of replacements. Supplies: The supplies budget has decreased from the adopted 2018 budget. The increase in line 2025 (ACS supplies) anticipates the need to purchase library cards in 2019. The increase in line 2171 (general supplies) incorporates the cost of toilet paper and paper towels for public restrooms and building cleaning supplies, which were erroneously budgeted to the building maintenance line (4010) in the past. All other lines have been decreased or remain the same as 2018 based on actual expenditures in 2017 and the need to redirect collection dollars toward building and equipment maintenance, Preliminary conversations with Anoka County Library anticipate reductions in collection spending in 2019, including for e -books and periodicals. Other Services and Charge,-. This section of the budget incorporates a 13% increase over 2018. Electric and gas utilities were budgeted at 5% over 2017 actual expenditures; water and sewer costs were estimated at 2.5% over 2017 actuals. Line 3810 (electrical) also includes amortized costs for the purchase and installation of rooftop solar panels , which will result in significant reductions in electricity costs once payout has been completed. The slight Increase in line 3050 (professional services) anticipates an inflation -based increase to integrated library system software sharing costs and audit fees, The increase to line 4000 includes allowances for copier and printer overage charges to contracted maintenance agreements based on actual usage. Property and liability insurance costs have Increased 6% from 2018. Building maintenance labor costs have increased 11% over 2018_ The increase in the information systems line item M4040 reflects a 15% cost increase in this internal charge for all city departments using information services in 2019. From 2015 through 2018, the City phased in a long -term update to the proportionate shares of IJS costs allocated between user departments based on the number of devices in use in 2015. Beginning in 2019, the I/S charges reflect actual current costs. For tax- supported departments, additional 2019 funding is provided specifically for this 15% increase, so that departments are not required to fund it from the basic 3.5% inflation allowance provided to each 2019 budget. Capital Crutlav: No capital outlay is anticipated for 2019. Other Financing Uses: Charges for the library share of city administrative staff remain unchanged from 2018. 5 CITY OF COLUMBIA HEIGHTS Library Budget 2019 240 45500 LIBRARY LIBRARY Actual Expense 2016 Actual Expense 1 2017 Adopted Budget 1 2018 Department Proposed 1 2019 City Manage Proposed 1 2019 1 Council Adopted 2019 Line Item Description PERSONAL SERVICES 1000 ACCRUED SALARIES 1010 REGULAR EMPLOYEES 351,516 351,209 390,572 400,300 400,300 1011 PART -TIME EMPLOYEES 77,260 76,051 99,284 99,300 99,300 1020 OVERTIME- REGULAR 662 450 784 800 800 1030 VACATION & SICK 1,996 5,481 - - - 1050 SEVERANCE PAY 1,738 1,813 - - - 1070 INTERDEPARTMENTAL LABOR SERVICE 55 243 2,500 2,500 2,500 1210 P.E.R.A. CONTRIBUTION 31,568 31,939 36,828 37,600 37,600 1220 F.I,C.A. CONTRIBUTION 32,841 32,164 37,724 38,500 38,500 1225 FLEX BENEFIT FICA 197 271 - - 1300INSURANCE 61,319 61,180 66,840 66,800 66,800 1400 UNEMPLOYMENT COMPENSATION - - 1510 WORKERS COMP INSURANCE PREM 2,831 3,242 3,613 3,700 3,700 1700 ALLOCATED FRINGE 1810 COLA ALLOWANCE - - - 20,700 20,700 0999 TOTALS: PERSONAL SERVICES 561,982 564,042 638,145 670,200 670,200 SUPPLIES 2000 OFFICE SUPPLIES 1,065 930 1,400 1,000 1,0 ()0 2010 MINOR EQUIPMENT 43 761 1,000 500 500 2011 COMPUTER EQUIPMENT 334 50 400 100 100 2020 COMPUTER SUPPLIES 318 - 100 - - 2025 ACS SUPPLIES 2,214 1,627 2,275 2,400 2,400 2030 PRINTING & PRINTED FORMS 919 638 1,200 1,000 1,000 2170 PROGRAM SUPPLIES 1,358 1,484 2,000 1,600 1,600 2171 GENERAL SUPPLIES 5,443 4,671 5,650 5,700 5,700 2175 FOOD SUPPLIES 17 41 75 100 100 2180 BOOKS 53,223 55,346 62,000 60,000 60,000 2181 PERIODICALS, NIAG, NEWSPAPERS 6,097 6,820 6,500 6,500 6,500 2182 ELECTRONIC DATABASES - 250 100 100 2183 E -BOOKS 8,812 5,894 9,000 6,000 6,000 2183 VIDEOCASSETTES - 2185 COMPACTDISCS 4,499 6,928 6,500 6,500 6,500 2187 BOOK /CD SET 104 162 125 100 100 2188 MICROFORM - - 100 100 100 2189 DVD 7,151 7,392 7,000 6,500 6,500 2280 VEHICLE REPAIR AND PARTS - 25 - - 2990 COMM. PURCHASED FOR RESALE 40 238 500 500 500 1999 TOTALS: SUPPLIES 91,639 92,981 106,100 98,700 98,700 OTHER SERVICES & CHARGES 3050 EXPERT & PROFESSIONALSERV- 16,399 15,779 17,650 18,000 18,000 310S TRAINING & EDUC ACTIVITIES 50 285 750 500 500 3120 EDUCATIONAL REIMBURSEMENT 3210 TELEPHONE & TELEGRAPH 1,457 676 641 600 600 3220 POSTAGE 199 218 300 300 300 3250 OTHER COMMUNICATIONS 4889 1,769 2,508 2,500 2,500 3310 LOCAL TRAVEL EXPENSE 524 65S 600 600 600 3320 OUT OF TOWN TRAVEL EXPENSE - - - - 3430 ADVERTISING OTHER 50 3500 LEGAL NOTICE PUBLISHING 3600 PROP & LIAB INSURANCE 8,593 8,539 7,800 8,300 8,300 6 CITY OF COLUMBIA HEIGHTS Library Budget 2019 240 45500 LIBRARY LIBRARY Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 1 2019 City Managel I Proposed 2019 Council I Adopted 2019 Line Item Description 3810 ELECTRIC 21,716 3820 WATER 1,479 3830 GAS 4,694 3850 SEWER 1,809 4000 REPAIR & MAINT. SERVICES 922 4010 BUILDING MAINT:LABOR & BURDEN 25,600 4020 BUILDING MAINTENANCE 8,183 4040 INFORMATION SYS:INTERNALSVC 22,000 4050 GARAGE, LABOR SURD. 8,140 4100 RENTS & LEASES 10,000 4300 MISC. CHARGES 34,200 4310 CREDIT CARD FEES - 4330 SUBSCRIPTION, MEMBERSHIP 496 4375 VOLUNTEER RECOGNITION 103 4380 COMMISSION & BOARDS 55,000 4390 TAXES & LICENSES 100 4395 STATE SALES TAX - 2999 TOTALS: OTHER SERVICES & CHARGES 116,212 CAPITAL 0 UTLAY - 5180 OTHER EQUIPMENT - 4999 TOTALS: CAPITAL OUTLAY - OTHER FINANCING USES 300 7100 OPER. TRANSFER OUT - LABOR 13,979 7370 TRANSFER OUTTO INFO SYSTEMS 600 7435 TRANSFER OUTTO: OTHER 300 8100 CONTINGENCIES - 6999 TOTALS: OTHER FINANCING USES 13,979 TOTALS: LIBRARY 783,812 32,213 27,500 33,800 33,800 2,195 1,515 2,300 2,300 6,962 4,930 7,300 7,300 2,711 1,854 2,800 2,800 4,714 8,140 10,000 10,000 31,100 34,200 38,200 38,200 25,137 26,000 26,000 26,000 40,000 55,000 66,700 66,700 136 100 100 100 1,434 - - - - 300 300 300 400 550 600 600 344 300 200 200 175,265 193,688 219,100 219,100 14,317 14,711 14,700 14,700 14,317 14,711 14,700 14,700 846,606 952,644 1,002,700 1,002,700 N FUND NUMBER 240,45500 CITY OF COLUMBIA HEIGHTS Library Budget 2019 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel LIBRARY BUDGET Supplies office supplies and paper 1,000 portable tabletop display 500 2018 Adopted 100 2019 Proposed ILS supplies 2,400 printing 1,000 program supplies Total book supplies 1,500 Total 1,000 mist. F.T.E. Total Total Comp Total Total Comp Position Title 2018 2019 Salaries Fringe & Fringe Salaries Fringe & Fringe Library Director 1.00 1.00 105,428 27,937 136,365 111,740 28,474 140,214 Adult Services Librarian 1.00 1.00 70,500 24,290 94,790 72,705 24,646 97,351 Youth Services Librarian 1.00 1.00 73,440 22,355 95,795 73,807 22,421 96,228 Clerk Typist II -Adult 1.00 1.00 46,501 18,083 64,584 48,501 18,405 66,906 Clerk Typist 11 •Youth 1.00 1.00 48,535 18,406 66,941 48,535 18,410 66,945 Library Clerk 1.00 1.00 43,952 17,679 61,631 45,764 17,971 63,735 Library Pages (11) 2.02 2.02 64,302 10,199 74,501 64,302 10,205 74,507 Library Supervisors (3) 0.68 0.68 34,982 5,S48 40,530 34,982 5,552 40,534 Library Aide - - - - COLA Allowance - - 20,700 Subtotal 8.70 8.70 490,640 144,497 635,137 500,336 146,084 667,120 Labor Allocation To: Public Works 2,500 508 3,005 2,500 511 3,011 Rounding - 64 5 69 Total 8.70 8.70 493,140 145,005 638,145 507,900 146,600 670,200 Supplies office supplies and paper 1,000 portable tabletop display 500 computer equipment 100 computer supplies ILS supplies 2,400 printing 1,000 program supplies 1,600 book supplies 1,500 AV cases 1,000 mist. - toilet paper /paper towels 1000 cleaning supplies 2000 cleaning equipment parts 200 books 60,000 periodicals 6,500 electronic databases 100 e -books 6,000 compact discs 6,500 cd /book kits 100 microform 100 DVD s 6,500 vehicle repair parts purchase For resale 500 coffee /tea 100 98;700 Library Summary of Costs Continued on Next Page 8 FUND NUMBER 240.45500 Library Summary of Costs Continued Other Services and Charges Integrated Library System cataloging charges disc repair audit fees collection agency fees adult programs children's programs staff training telephone postage internet charges local travel - mileage advertising insurance electricity water gas sewer copier (2) maintenance printer (2) maintenance copier /printer overage charges microfilm software check out /security gate maint. AMH maintenance fire extinguisher vacuum /floor machine maint. building maintenance -labor HVAC preventive maintenance Set point controls carpet cleaning HVAC repair window cleaning plumbing /electrical repair painting landscaping fire alarm /sprinkler testing panic alarm monitoring pest control Information Systems garage fees credit card fees professional memberships volunteer recognition Capital Outlay Other Financing Uses Operational Transfer - labor CITY OF COLUMBIA HEIGHTS Library Budget 2019 SUMMARY OF COST FACTORS FOR THE COMING YEAR 13,000 400 200 1,600 1,200 600 1,000 Soo 600 300 2,500 600 8,300 33,800 2,300 7,300 2,800 1000 400 2,500 100 3,000 3,000 38,200 11,000 2,400 2,000 1,500 2,000 3,000 1,000 1,000 900 500 700 66,700 100 300 600 200 14,700 219,100 1,002,700 LIBRARY BUDGET r7 CITY OF COLUMBIA HEIGHTS Library Budget 2019 DEPARTMENT OF EDUCATION July 2018 State Library Services 1500 Highway 36 West Roseville, MN 55113 v: 651 - 582 -8791 f: 651 -582 -8752 Jennlfer.r.nelson @state.mn.us CERTIFICATION OF MINIMUM LOCAL SUPPORT REQUIREMENT: 2019 This is to certify the 2019 minimum level of financial support to be provided for operating expenses for public library services and participation in the regional public library system programs pursuant to Minnesota Statutes, Chapter 134.34 for the city of: Columbia Heights The state- certified level of library support for 2019 is: $577,535 This amount represents the equivalent of 90% of the official 2011 state- certified level of library support. 10 CITY OF COLUMBIA HEIGHTS Library Budget 2019 Maintenance of Effort and Library Leery History Minimum Level of Local Support Required YEAR LEVY 599,890 2010 738,393 641,706 2011 757,620 577,535+ 2012 765,195 577,535+ 2013 777,000 577,535+ 2014 784,770 577,535+ 2015 804,389 577,535+ 2016 824,499 577,535+ 2017 845,111 577,535+ 2018 919,244 577,535+ 2019 955,095* + 90'%o of 2011 *proposed 11 CITY OF COLUMBIA HEIGHTS Library Budget 2019 2015 -2018 Library Usage • - • — Cou nt] 2015 12016* 22017 02018 16000 14000 12000 10000 8000 6000 4000 2000 0 3,500 3,000 2,500 2,000 1,500 1,000 500 0 400 300 200 100 0 Loans (Circulation) Jan Feb Mar Apr May June July Aug Sep Oct Nov Dec �essions 2015 212016* ■ 2017 ■ 2018 Jan Feb Mar Apr May June July Aug Sep Oct Nov Dec i Usage !2015 12016* 02017 ■ 2018 Jan Feb Mar Apr May June July Aug Sep Oct Nov Dec *Columbia Heights Public Library was closed from May 281 —June 24t", 2016 for relocation. 12 a � pNp P 2015, - -. 2016* N 2017 51 c CL _ ■ 2018 m rn Jan Feb Mar Apr May June July Aug Sep Oct Nov Dec �essions 2015 212016* ■ 2017 ■ 2018 Jan Feb Mar Apr May June July Aug Sep Oct Nov Dec i Usage !2015 12016* 02017 ■ 2018 Jan Feb Mar Apr May June July Aug Sep Oct Nov Dec *Columbia Heights Public Library was closed from May 281 —June 24t", 2016 for relocation. 12 a CITY OF COLUMBIA HEIGHTS Library Budget 2019 NOTES 13 CITY OF COLUMBIA HEIGHTS Library Budget 2019 NOTES 14 Columbia Heights Police Department 7 fat, 2019 Budget Table of Contents Police Department Functional Area Summary Page ..................1 101.42100 Police proposed expense & narrative ....................... 2 101.42100 Police detail expense ................... ..............................4 101.42100 Police summary of cost factors .. ............................... 6 431.42100 Capital Equip proposed expense & narrative ........... 8 431.42100 Capital Equipment detail expense ..........................10 43 1.42 100 Capital Equip summary of cost factors. . ................. l l Blank Pages for Notes .................................. .............................12 City of Columbia Heights, Minnesota BUDGET 2019 Police Expenses 0999 Personal Services 1999 Supplies 2999 Other Services & Charges 4999 Capital Outlay 6999 Contingencies & Transfers Total Expenses Change to Fund Balance 1 4,205,500 - 175,400 203,000 456,900 - 108,700 4,837,800 311,700 - 67,399 - 276,619 Police Police Capital Equipment 101 431 Revenue 30999 Taxes 3,846,225 31999 Licenses & Permits 37,000 32999 Intergovernmental 521,804 16,547 33999 Charge for Services 270,000 - 34999 Fines & Forfeits 51,000 35999 Miscellaneous 34,372 15,886 36999 Sales and Related Charges 39199 Transfers & Non Rev Receipts 10,000 2,648 Total Revenue 4,770,401 35,081 Expenses 0999 Personal Services 1999 Supplies 2999 Other Services & Charges 4999 Capital Outlay 6999 Contingencies & Transfers Total Expenses Change to Fund Balance 1 4,205,500 - 175,400 203,000 456,900 - 108,700 4,837,800 311,700 - 67,399 - 276,619 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 DEPARTMENT: POLICE 101 42100 GENERAL POLICE Actual Expense 2016 Actual Expense 2017 Adopted Budget 1 2018 Department Proposed 2019 City Manager Proposed 2019 Council Adopted 2019 Line Item Description 0999 Personal Services 3,469,493 3,789,883 4,054,297 4,205,500 4,205,500 1999 Supplies 124,723 131,164 181,300 175,400 175,400 2999 Other Services & Charges 313,060 361,410 427,082 456,900 456,900 4999 Capital Outlay - 414 - - - 6999 Contingencies & Transfers - - - _ TOTALS: POLICE 3,907,276 4,282,871 4,662,679 4,837,800 4,837,800 Activity Description This is the general budget for day -to -day operations in the Police Department, including personnel costs, general supply costs, and other services and charges. The Police Department provides public safety and crime prevention services to the citizens of Columbia Heights and Hilltop. This includes police patrol, investigations, community policing activities, the Street Crimes unit, a Drug Task Force officer, School Liaison Officers (Dist. #13), traffic enforcement, code enforcement, and administration. Objectives The Police Department's Mission Statement is: The Columbia Heights Police Department is committed to active partnerships with the community in order to protect life and property, innovatively solve problems, and enhance the safety and qualify of life in the communities we serve. Each year, the Police Department participates in planning to develop a Strategic Plan for the coming year. The strategies, objectives and action plan outlined in that plan form the framework for the department's activities in the areas of Problem Oriented Policing, Community Oriented Policing /Partnerships and Communication, Accountability, and Training. Further, budgetary planning and spending decisions are based on this plan, particularly in terms of resource allocations, spending for community- related programs, and training. Police Budget Comments Continued on Next Page 2 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 Police Budget Comments Continued Budget Comments on Proposed Budget The Police Department's proposed 2019 budget comes in at $4,837,800, a 3.8% increase, which is in keeping with the City's overall proposed budget. Personnel: Because contracts for 2019 are not yet in place, personnel costs for all employees were calculated based on 2018 contract amounts, plus expected movement through salary and longevity steps. Line item 1020 Overtime was increased to $120,000 to bring it more in line with actual costs. An additional amount of $150,500 was included in line item 1810 as anticipated COLA increases. Supplies: Most changes in the Supplies section are minor ones, taking into account the previous years' actual expenditures. Most notable was a decrease in the line item 2282 Gas, Oil, Lubricants, which was decreased by $8,000 from 2018. This resulted in a decrease of about $6,000 from last year's total in this section. We are budgeting for the replacement of seven computers, per the IS department's recommendations. Other Services and Charges: Line item 3050 Expert and Professional Services sees an increase again this year to reflect anticipated expenses in line with 2017 expenditures of almost $81,000. Our share of the Public Safety Data System is leveling off somewhat; our expense for 2019 is expected to be about $40,000. Line item 3105 Training and Educational Activities is being budgeted at $28,000, up $1,000 from last year's budgeted amount and in line with 2017 actual expenditures and anticipated training needs. Line items 3105 Training and 3320 Out of Town Travel Expense include amounts to cover the costs of two department personnel to attend the IACP (International Association of Chiefs of Police) Conference. The IACP Conference features training on industry best practices as well as information on current and future policing trends, and the opportunity to network with professionals experienced in managing police agencies. This important training is critical to providing police administrators with information that can be used to help identify future trends in crime issues and shape future strategic initiatives. Line item 4100 Rents and Leases includes an expenditure of $19,395 to cover the cost of body worn cameras, an amount that was initially included in 2018 after an extensive review of the body worn camera options concluded that the leasing program offered through Taser International is best suited to our needs for the next five years. 2019 will be the second year of that five -year program. The result of this equipment lease and storage solution will be a budget increase as the cost is predictable, there is an ongoing expense, and the expense is appropriately positioned within the regular budget as opposed to Capital Equipment. City of Columbia Heights, Minnesota 2019 Budget Worksheet 101 421001 GENERAL POLICE Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 2019 City Manager Proposed 1 2019 Cound1 Adopted 1 2019 Line Item Description 4 PERSONAL SERVICES 1000 ACCRUED SALARIES - - _ _ _ 1010 REGULAR EMPLOYEES 2,243,997 2,424,277 2,715,164 2,688,200 2,688,200 1011 PART -TIME EMPLOYEES 62,432 86,486 106,877 109,200 109,200 1012 SEASONAL EMPLOYEES - - _ - 1020 OVERTIME - REGULAR 184,173 177,057 100,000 120,000 120,000 1021 OVERTIME- PART -TIME 144 1,767 - - 1030 VACATION & SICK -5,804 20,528 - - 1031 HOLIDAY PAY 16,972 16,695 17,665 16,700 16,700 1041 COURT PAY 7,337 8,930 10,000 9,600 9,600 1043 TRAINING PAY 213 - - - 1045 43,917 49,614 51,531 40,800 40,800 1050 SEVERANCE PAY 12,482 33,729 - - - 1070 INTERDEPARTMENTAL LABOR SERV - - - 1210 P.E.R.A. CONTRIBUTION 399,283 413,161 447,872 445,100 445,100 1220 F.I.C.A. CONTRIBUTION 56,325 59,958 69,360 70,500 70,500 1225 FLEX BENEFIT FICA 789 _ 1300 INSURANCE 340,394 367,843 416,160 433,400 433,400 1400 UNEMPLOYMENT COMPENSATION 5,003 5,256 1510 WORKERS COMP INSURANCE PREM 101,834 124,582 119,668 121,500 121,500 1700 ALLOCATED FRINGE - - _ _ 1810 COLA ALLOWANCE - - - 150,500 150,500 0999 TOTALS: PERSONAL SERVICES 3,469,493 3,789,883 4,054,297 4,205,500 4,205,500 SUPPLIES 2000 OFFICE SUPPLIES 3,303 2,547 5,000 3,500 3,500 2010 MINOR EQUIPMENT 5,104 11,243 10,000 9,300 9,300 2011 COMPUTER EQUIPMENT 1,575 10,298 9,400 10,500 10,500 2020 COMPUTER SUPPLIES 769 1,943 1,000 1,000 1,000 2030 PRINTING & PRINTED FORMS 2,504 1,780 4,000 2,000 2,000 2070 TRAINING & INSTR SUPPLIES 7,038 2,902 10,200 10,200 10,200 2160 MAINT. & CONSTRUCT MATERIALS 360 - - - 2161 CHEMICALS 26 - _ 2170 PROGRAM SUPPLIES 8,197 2,765 10,000 10,000 10,000 2171 GENERAL SUPPLIES 15,472 15,771 18,500 18,500 18,500 2172 UNIFORMS 20,171 17,204 25,000 30,000 30,000 2173 PROTECTIVE CLOTHING 7,144 5,493 7,600 8,400 8,400 2175 FOOD SUPPLIES 3,052 2,557 3,600 4,000 4,000 2280 VEHICLE REPAIR AND PARTS 13,001 16,042 19,000 18,000 18,000 2282 GAS, OIL, LUBRICANTS 37,008 40,619 58,000 50,000 50,000 1999 TOTALS: SUPPLIES 124,723 131,164 181,300 175,400 175,400 OTHER SERVICES & CHARGES 3050 EXPERT & PROFESSIONAL SERV. 42,977 80,625 71,900 81,000 81,000 3105 TRAINING & EDUC ACTIVITIES 27,688 25,115 27,000 28,000 28,000 3110 TRAINING & SCHOOL - - _ _ 3120 EDUCATIONAL REIMBURSEMENT 500 4 City of Columbia Heights, Minnesota 2019 Budget Worksheet 101 GENERAL 42100 POLICE Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 2019 City Manager Proposed 2019 Council Adopted 2019 Line Item Description 3L1V I tLtrnuv4t & I tLtk3KAF 11 3211 CELL PHONES 3220 POSTAGE 3250 OTHER COMMUNICATIONS 3310 LOCAL TRAVEL EXPENSE 3320 OUT OF TOWN TRAVEL EXPENSE 3500 LEGAL NOTICE PUBLISHING 3600 PROP & LIAB INSURANCE 3810 ELECTRIC 3820 WATER 3830 GAS 3850 SEWER 4000 REPAIR & MAINT. SERVICES 4010 BUILDING MAINT:LABOR & BURDEN 4020 BUILDING MAINTENANCE 4040 INFORMATION SYS:INTERNAL SVC 4050 GARAGE, LABOR BURD. 4080 VEHICLE REPAIR 4100 RENTS & LEASES 4300 MISC. CHARGES 4310 CREDIT CARD FEES 4330 SUBSCRIPTION, MEMBERSHIP 4376 MISCELLANEOUS CIVIC AFFAIRS 4390 TAXES & LICENSES 4395 STATE SALES TAX 2999 TOTALS: OTHER SERVICES & CHARGE CAPITAL OUTLAY 5150 VEHICLES 5180 OTHER EQUIPMENT 4999 CAPITAL OUTLAY OTHER FINANCING USES 8100 CONTINGENCIES 6999 TOTALS: OTHER FINANCING USES TOTALS: POLICE 5,ZZ6 4,337 4,482 4,100 4,100 6,394 8,212 8,500 9,000 9,000 2,520 2,097 4,000 3,000 3,000 8,967 8,522 9,000 9,200 9,200 296 1, 045 1,500 1,500 1,500 1,361 337 3,000 4,000 4,000 57,596 62,733 69,200 71,100 71,100 21,934 30,451 25,000 30,000 30,000 408 380 1,000 1,000 1,000 2,064 2,022 3,500 2,200 2,200 1,103 1,155 2,500 2,800 2,800 22,333 17,557 24,000 23,800 23,800 24,000 28,500 29,700 31,400 31,400 22,380 20,985 32,000 35,900 35,900 13,000 31,700 50,000 57,600 57,600 23,872 24,571 29,000 30,000 30,000 650 - - 19,174 900 21,000 21,000 21,000 5,644 5,675 5,700 5,700 5,700 8 7 1,492 1,231 1,600 1,600 1,600 2,625 2,602 3,000 3,000 3,000 313,060 361,410 427,082 456,900 456,900 414 414 3,907,276 4,282,871 4,662,679 4,837,800 4,837,800 5 FUND NUMBER 101.42100 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel POLICE BUDGET Paper, pens, notebooks, envelopes folders Misc. equip (dig recorders, cameras) Replacement /new computers Printer toner, flash drives, disks, etc. Tow sheets, admin tags, violation notices, etc. Training ammo, mace, Taser cartridges, books for knowledge -based exercises DARE t- shirts /workbooks, promotional items for NNO, Neighbored Watch & Comma picnic Uniforms for Officers Uniforms for CSO's /Supp Svcs /Reserves New /replacement ballistic vests Foud for rrieetings /trainings Vehicle repair /parts Gas, oil, lubricants Other Services and Charges Pet Central Vet Contract Shared costs for Central Records (PSDS) Car wash agreement Police Summary of Costs Continued on Next Page 3,500 Duty ammo & Taser cartridges 8,500 2018 Adopted Batteries, keys, mist. 2019 Proposed 9,300 Gloves and antibacterial wipes 90( 10,500 Evidence & intoxication supplies, drug kit 2,00( Total Range & training room supplies 90( Total Fingerprinting & mist. supplies F.T.E. Total Total Comp Total Total Comp Position Title 2018 2019 Salaries Fringe & Fringe Salaries Fringe & Fringe Chief of Police 1.00 1.00 127,882 38,848 166,730 120,942 37,433 158,375 Captain 1.00 2.00 106,031 34,045 140,076 212,062 73,082 285,144 Sergeants 5.00 4.00 508,008 176,358 684,366 426,024 143,222 569,246 Police Officers 20.00 20.00 1,708,273 601,360 2,309,633 1,654,257 599,278 2,253,535 Inv /Liaison pay 12,000 2,728 14,728 12,000 2,648 14,648 Overtime - Regular 100,000 21,920 121,920 120,000 26,304 146,304 Office Supervisor 1.00 1.00 71,525 22,053 93,578 71,825 22,107 93,932 Information Systems Spec 1.00 1.00 62,189 22,971 85,160 60,521 22,713 83,234 Records Technicians 3.00 3.00 150,354 55,970 206,324 149,519 55,852 205,371 Comm Svc Officer 1.00 1.00 48,099 22,479 70,578 48,099 22,522 70,621 PT Comm Svc Officer 2.50 2.50 106,877 20,788 127,665 109,240 21,348 130,588 Insurance Benefits of Officers Separated with Disability - 33,540 33,540 43,920 43,920 COLA Allowance - - 150,500 Rounding - - 11 - 82 Total 35.50 35.50 3,001,238 1,053,060 4,054,298 2,984,500 1,070,429 4,205,500 Total 35.50 35.5(} 3,001,238 1.053,060 4,054,298 2,984,500 1,070,429 4,205,500 Paper, pens, notebooks, envelopes folders Misc. equip (dig recorders, cameras) Replacement /new computers Printer toner, flash drives, disks, etc. Tow sheets, admin tags, violation notices, etc. Training ammo, mace, Taser cartridges, books for knowledge -based exercises DARE t- shirts /workbooks, promotional items for NNO, Neighbored Watch & Comma picnic Uniforms for Officers Uniforms for CSO's /Supp Svcs /Reserves New /replacement ballistic vests Foud for rrieetings /trainings Vehicle repair /parts Gas, oil, lubricants Other Services and Charges Pet Central Vet Contract Shared costs for Central Records (PSDS) Car wash agreement Police Summary of Costs Continued on Next Page 3,500 Duty ammo & Taser cartridges 8,500 1,0C Batteries, keys, mist. 90C 9,300 Gloves and antibacterial wipes 90( 10,500 Evidence & intoxication supplies, drug kit 2,00( 1,000 Range & training room supplies 90( 2,000 Fingerprinting & mist. supplies 90( Misc. supplies for Comma Pgs. 1,40( 10,200 G &K rugs /towels 2,601 Animal- control related 40( 10,000 24,000 6,000 8,400 4,000 18,000 50,000 Electric 30,00 5,000 Water 1,0C 40,020 Gas 2,2C 2,500 Sewer 2,8C 6 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 FUND NUMBER POLICE BUDGET 101.42100 Police Summary of Costs Continued Detox transports 1,500 Pawn shop query fees 300 Konica - Minolta copier mtnc 2,800 Hiring/testing fees 7,680 AIS report writing copier mtnc 1,200 Metrolnet 11,000 Bldg security mtnc 600 Misc /face painters, transcription /atty fees 13,000 C1DN Quarterly charges BCA 3,100 Radio repairs /mtnc 3,000 Law Enf driving courses 3,000 Fire extinguisher mtnc 1,500 Executive Training Institute 1,500 Mtnc to dept bicycles 1,400 IACP Conference 1,500 Misc mtnc to bldg/equipment 2,300 Training fees for non -sworn 1,200 POSS Schedule (VCS) 4,000 Datamaster recerts 500 One Call Now 900 CIT Course 2,500 Time IQ 900 Knowledge based and Wellness trng 3,000 Bio- cleaning of squads 1,000 BCA courses 5,000 Repair to digital recorders 300 Misc training fees /development 9,800 Misc repair and mtnc items 800 Educational Reimbursement - Bldg Mtnc labor 31,400 Bldg Mtnc Misc 30,050 Central phone service 3,700 HVAC mtnc per budget instr 5,850 Fee for fax access 400 Information Systems 57,600 Cell phones 9,000 Garage Labor charges 30,000 Central mailings 2,200 Rent for Anoka Co outdoor range 1,30C Special mailings (POR, landlord mtgs) 800 Body Worn Camera lease prgrm 19,39E Misc rentals 30! Other communications (data Svcs) 2,000 Wireless Internet Access (Anoka Co) 6,200 AHDTF match 5,50( Misc /Language Line 1,000 Tobacco /alcohol compliance purch 20( Local travel expense 1,500 Subscriptions /memberships 1,60( MN Chiefs, IACP, Anoka Co Chiefs, Out of town travel exp (incl 2 for IACP) 4,000 MN Multi Housing, MN Crime Prev, NATW, TAPE, PLEAA Prop and Liab Insurance 71,100 POST licenses 90 Vehicle licenses 2,10, 7 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 DEPARTMENT: POLICE CAPITAL EQUIPMENT 431 42100 GENERAL POLICE CAPITAL EQUIPMENT Actual Expense 2016 Actual Expense 2017 Adopted Budget 1 2018 Department Proposed 2019 City Manager Proposed 2019 Council Adopted 2019 Line Item Description 0999 Personal Services - 1999 Supplies 26,821 22,131 60,296 203,000 203,000 2999 Other Services & Charges - - - _ 4999 Capital Outlay 131,749 112,404 77,650 108,700 108,700 6999 Contingencies & Transfers - _ _ _ TOTALS: POLICE CAPITAL EQUIPP 158,570 134,534 137,946 311,700 311,700 Activity Description The Capital Equipment budget for 2019 includes: The purchase and set -up of two marked vehicles and one unmarked vehicle Forty Motorola 800mhz portable radios (including one for City Hall Varda) and Two multiple unit chargers Objectives The Police Department's objectives as they relate to Capital Equipment are to obtain and maintain vehicles and capital equipment in a way that meets the needs and requirements of the department, while utilizing best practices to obtain the highest value and affordability. Police Capital Equipment Budget Comments Continued on Next Page 8 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 Police Capital Equipment Budget Comments Continued Budget Comments on Proposed Budget Vehicles: As a part of the Police Department Capital Equipment replacement plan to maintain a safe and dependable vehicle fleet, the Police Department requests authorization to purchase two Ford Police Interceptor patrol vehicles and one unmarked vehicle. The purchase of two marked squad cars per year allows the department to keep the fleet in better working order, and aids in controlling costs on replacement parts. This also allows the marked squads to be rotated out of the police fleet after four years of service, and rotated into another department in the city, who in turn get a better operating vehicle for conventional uses. The police department is budgeting for the purchase of two Ford Utility vehicles this year. Ford has announced that they plan to discontinue production of the Taurus sedan. The advantages presented by the Utility include the added space for occupants and gear, and it offers increased maneuverability in poor weather conditions. The added room is used to better store and carry police equipment and supplies to include entry tools, first aid equipment and tactical gear. In addition, the increased size of the passenger compartment in the Utility vehicle offers better room and comfort for our larger statured officers. The vehicle will be purchased from the dealership awarded under the State of Minnesota Cooperative Purchasing Venture (CPV) In addition, the police department is budgeting to replace one unmarked vehicle in 2019. The vehicle scheduled for replacement is a 2009 Chevy Impala with over 55,300 miles on it. The age and mileage make this an inadequate vehicle for public safety use. The police department has determined the Ford Explorer vehicle to be an excellent fit for police work through the use as a patrol car and feel these qualities will extend to an unmarked vehicle as well. As a result, we are budgeting for a 2019 Ford Explorer, or similarly priced and equipped vehicle, listed on the CPV. This vehicle has comparable pricing and fuel economy when compared to past vehicle purchases, and is roomier and better equipped to carry needed police equipment. The police department is budgeting to purchase the following vehicles: 2 - 2018 Ford Police Interceptor Utility vehicles $27,393.45 e- 1 - 2018 unmarked Ford Explorer or similar $26,096.46 Total (rounded) $81,000 The police department is also budgeting to expend up to $36,700 for outfitting and setting up these vehicles for patrol use. This amount includes the standard set -up as has been done in the past, plus the purchase of necessary equipment for the squads including laptop computers. The squad outfitting will be awarded to the vendor listed on the State of MN CPV or a comparable vendor. The amount is less per vehicle than in previous years due to the department being able to reuse equipment that is still serviceable from the SUV's that are coming out of service as patrol vehicles. The total budgeted for squad cars and set -up in 2019 is $117,700. Radios: The police department has been notified by Anoka County Radio that the current generation of police portable radios we have in use are going end -of -life and will no longer be supported effective December, 2019. In addition, the current listening technology has made police radio communications easily monitored by the public. The encryption of the radios will allow radio communications to be made private; which increases officer safety and police effectiveness. The police department is budgeting capital to replace the portable radios for police, community service officers and reserves. These radios will be purchased through Anoka County and will utilize the vendor listed on the CPV. The total budgeted for replacement portable radios in 2019 is $194,000. 9 City of Columbia Heights, Minnesota 2019 Budget Worksheet 431 42100 GENERAL POLICE CAPITAL EQUIPMENT Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 2019 City Manager Council Proposed Adopted 2019 2019 Line Itern Description SUPPLIES 51,296 2010 MINOR EQUIPMENT 18,042 2011 COMPUTER EQUIPMENT 8,780 2020 COMPUTER SUPPLIES 9,000 1999 TOTALS: SUPPLIES 26,821 OTHER SERVICES & CHARGES 203,000 4000 REPAIR & MAINT. SERVICES - 4020 BUILDING MAINT: CONTRACT SVCS 81,000 4390 TAXES & LICENSES 23,508 4395 STATE SALES TAX 27,700 2999 TOTALS: OTHER SERVICES & CHARGES - CAPITAL OUTLAY 108,700 5150 VEHICLES 101,861 5180 OTHER EQUIPMENT 29,888 4999 TOTALS: CAPITAL OUTLAY 131,749 OTHER FINANCING USES 7435 TRANSFER OUT TO: OTHER 6999 TOTALS: OTHER FINANCING USES - TOTALS: POLICE CAPITAL EQUIPMENT 158,570 10 14,645 51,296 194,000 194,000 7,485 9,000 9,000 9,000 22,131 60,296 203,000 203,000 80,915 54,142 81,000 81,000 31,489 23,508 27,700 27,700 112,404 77,650 108,700 108,700 134,534 137,946 311,700 311,700 FUND NUMBER 431.42100 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel POLICE CAPITAL EQUIPMENT Portable radios (required for replacement) 39 Motorola 800mhz portable radios @4800 each 187,200 1 Motorola portable for City Hall Varda 4,800 2 multiple unit chargers @ $1,000 each 2,000 194,000 Vehicles /Build 2 Ford Police Interceptors @ 27,000 54,000 1 unmarked vehicle 27,000 81,000 CF 31 Toughbook computers @ 4,500 9,000 Squad build Strip Out Old Squad 400 800 Build New Squads 3,000 6,000 Shop Supplies 775 1,550 Mounting systems 575 1,150 squad lights 900 1,800 Console 300 300 Siren Control Box 850 1,700 Secondary cage for SUV 400 Utility Cargo Organizer 1,150 Power Tamers 90 180 secure idle 175 350 Light bars 1,900 Utility Cargo Floor System 375 750 Squad Graphics 1,600 3,200 hinged electronics tray 250 500 Auto - Charger Supplies 200 400 seat covers 300 600 unmarked lights 2,000 unmarked set up 1,500 unmarked gun locker 1,500 27,730 311,730 11 Reviewer's Notes 12 Reviewer's Notes 13 Reviewer's Notes 14 2019 FIRE BUDGET OUTLINE ❖ FUNCTIONAL AREA SUMMARY PAGE OF REVENUE AND EXPENSES 1 ➢ FIRE (101.42200) • Proposed Expense and Narrative 2 • Detail Expense 4 • Summary of Costs 6 ➢ PROPERTY INSPECTIONS (101.42300) • Proposed Expense and Narrative 8 • Detail Expense 9 • Summary of Costs 11 ➢ FIREFIGHTER SAFER GRANT (272.42202) • Proposed Expense and Narrative 12 • Detail Expense 13 • Summary Costs 14 ➢ CAPITAL EQUIPMENT REPLACEMENT GENERAL FIRE (431.42200) • Proposed Expense and Narrative 15 • Detail Expense 16 Summary Costs 17 ➢ FIRE CAPITAL EQUIPMENT (439.42200) • Detail Expense 18 • Summary Costs 20 ❖ INTERNAL STAFFING ASSESSMENT ❖ REVIEWER'S NOTES 21 City of Columbia Heights, Minnesota BUDGET 2019 Fire Property Public Safety Cap Equip Cap Equip Fire Inspections Grant-Other Replacement Fire Fire 101 101 272 431 439 Revenue 30999 Taxes 31999 Licenses & Permits 32999 Intergovernmental 33999 Charge for Services 34999 Fines & Forfeits 35999 Miscellaneous 36999 Sales and Related Charges 39199 Transfers & Non Rev Receipts Total Revenue Expenses 0999 Personal Services 1999 Supplies 2999 Other Services & Charges 4999 Capital Outlay 6999 Contingencies & Transfers Total Expenses Change to Fund Balance 1,095,967 197,352 - 61,300 600 185,000 - - 148,235 9,226 - 15,661 82,000 10,000 - 9,794 1,764 - 15,034 - - - 2,506 - 1,336,596 403,342 - 33,201 - 1,041,100 395,900 - - 61,300 1,700 - - 253,400 9,200 - - - - - 295,000 - 1,355,800 406,800 - 295,000 - - 19,204 -3,458 - 261,799 1 101 GENERAL 42200 FIRE Line Item Description 0999 Personal Services 1999 Supplies 2999 Other Services & Charges 4999 Capital Outlay 6999 Contingencies & Transfers TOTALS: FIRE Activity Description CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 The Fire Department provides medical care, fire suppression, public education, and inspection services for the citizens of Columbia Heights. The Fire Department also supplies the City of Hilltop with fire and medical service through a contract agreement. The Fire Department will continue to work with neighboring communities to share resources through auto aid and mutual aid agreements along with sharing of personnel for County and regional teams. Emergency Management works side by side with the U.S. Department of Homeland Security, Minnesota Department of Homeland Security and Emergency Management, and the Anoka County Emergency Manager to provide emergency management for the protection of public safety, health, and welfare in our city during emergencies and natural disasters. Objectives The Fire Department prides itself in our pro- active, modern approach in providing fire and EMS services. Based on the goals and objectives of city staff and the City Council we will continue to strive toward meeting some of these goals by: Build and Expand collaboration with the School District, other public entities by continuing and building our involvement with County and regional teams, emergency management organizations, the sharing of resources with neighboring communities, and continuing our move to the county wide computer data system. Conduct an Evaluation of City Staffing Levels by continuing to look at different, more stable staffing models, prioritizing fire department functions, and training full time staff for the fire department of the future which includes emergency management. The 2018 staffing study will be used as a resource in these evaluations. Expand Public safety community engagement programs with emphasis on prevention by having the fire department become more involved in outside community organizations, expanding our public education program, and working with the school district to provide a more efficient fire prevention education program in our schools. This goal may be difficult to achieve with current staffing due to the significant amount of time and resources dedicated to the Property Maintenance Inspection program. Fire Budget Comments Continued on Next Page 2 DEPARTMENT: FIRE Actual Actual Adopted Department City Manager Council Expense Expense Budget Proposed Proposed Adopted 2016 2017 2018 2019 2019 2019 1,087,004 1,132,173 1,139,990 1,041,100 1,041,100 56,879 63,031 55,767 61,300 61,300 175,331 214,618 234,100 253,400 253,400 - 1,319, 214 1,409,822 1,429,857 1,355,800 1,3 55,800 The Fire Department provides medical care, fire suppression, public education, and inspection services for the citizens of Columbia Heights. The Fire Department also supplies the City of Hilltop with fire and medical service through a contract agreement. The Fire Department will continue to work with neighboring communities to share resources through auto aid and mutual aid agreements along with sharing of personnel for County and regional teams. Emergency Management works side by side with the U.S. Department of Homeland Security, Minnesota Department of Homeland Security and Emergency Management, and the Anoka County Emergency Manager to provide emergency management for the protection of public safety, health, and welfare in our city during emergencies and natural disasters. Objectives The Fire Department prides itself in our pro- active, modern approach in providing fire and EMS services. Based on the goals and objectives of city staff and the City Council we will continue to strive toward meeting some of these goals by: Build and Expand collaboration with the School District, other public entities by continuing and building our involvement with County and regional teams, emergency management organizations, the sharing of resources with neighboring communities, and continuing our move to the county wide computer data system. Conduct an Evaluation of City Staffing Levels by continuing to look at different, more stable staffing models, prioritizing fire department functions, and training full time staff for the fire department of the future which includes emergency management. The 2018 staffing study will be used as a resource in these evaluations. Expand Public safety community engagement programs with emphasis on prevention by having the fire department become more involved in outside community organizations, expanding our public education program, and working with the school district to provide a more efficient fire prevention education program in our schools. This goal may be difficult to achieve with current staffing due to the significant amount of time and resources dedicated to the Property Maintenance Inspection program. Fire Budget Comments Continued on Next Page 2 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 Fire Budget Comments Continued Budget Comments on Proposed Budget The increases in the number of emergency calls, requests for fire services, rental properties and the need for property inspections has outpaced the abilities of the current Fire Department staffing model to complete everything in a timely manner. A National trend that we are also seeing in Minnesota is the difficulty in recruiting and retaining Paid -on -Call Firefighters. POC firefighters are covering less open shifts due to the changing demographics and their use of their free time. Using POC firefighters to cover shifts for full time firefighters is no longer a stable option. Overtime is proposed to increase and will continue to be high in order to maitain a minimum of two firefighters on duty and to conduct inspections. This workload is causing "burn out" of the full time staff. A staffing study will be completed in 2018 that will assist in making decisions for staffing the Fire Department at a level that will allow quality inspections to be conducted, not just quanity, along with the time and staff to fulfill our core fire department and emergency managment missions. The percentage of time that individual positions are charged to the Property Inspections budget has not been updated since its inception in 2010. An evaluation of the time was conducted and the percentage for some positions, especially the firefighters, has increased dramatically. This has almost doubled the cost of the inspection program and shows the significant subsidy of the City, and the Fire Department to run the program. The combined Fire /Property Inspections budget shows a net increase of $124,571 or 7.6% over 2018. The Fire Department 42200 budget by itself shows a decrease of -5.2% due to more time being shifted to the Property Inspections Department 42300, but there are still significant budget increases in the Fire Department. In Personal Services, increases include $20,000 in Overtime to bring it more in line with annual expenditures. Other increases include contract step increases for two firefighters and a Captain, plus related fringe. Also included is an increase in the City contribution to PERA that was recently passed by the State Legislature, and a COLA increase. The Supplies budget shows a small increase due to a $2,000 increase in computer equipment and a $3,000 increase in General Supplies mostly due to an increase of cost for medical supplies. An overall increase of $19,300 in the Other Services & Charges area is mostly due to increases of $3,000 in Training, $2,900 in our allocation of Building Maintenance labor costs, and a $7,300 increase in our IS allocation. City of Columbia Heights, Minnesota 2019 Budget Worksheet 101 GENERAL 42200 FIRE Actual Expense 2016 Actual Expense 1 2017 Adopted Budget 1 2018 Department Proposed 2019 City Manager Proposed 2019 Council Adopted 2019 Line Item Description PERSONAL SERVICES 1000 ACCRUED SALARIES - - - - - 1010 REGULAR EMPLOYEES 534,427 595,419 619,336 500,700 500,700 1011 PART -TIME EMPLOYEES 39,172 2,400 2,500 2,700 2,700 1012 SEASONAL EMPLOYEES - - - - 1013 PART -TIME OTHER 38,824 36,055 48,000 48,000 48,000 1020 OVERTIME - REGULAR 66,952 69,073 45,000 65,000 65,000 1021 OVERTIME - PART -TIME - - - - - 1030 VACATION & SICK (5,279) 8,950 - - - 1031 HOLIDAY PAY 7,056 9,081 7,416 7,600 7,600 1041 COURT PAY - - - - 1042 FIRE PAY 14,353 12,536 15,000 15,000 15,000 1043 TRAINING PAY 29,334 18,936 25,000 25,000 25,000 1044 COLLEGE INCENTIVE PAY - - 1050 SEVERANCE PAY 16,477 - 1070 INTERDEPARTMENTAL LABOR SERV - - - - 1210 P.E.R.A. CONTRIBUTION 101,191 105,238 104,189 88,000 88,000 1220 F.I.C.A. CONTRIBUTION 17,038 17,472 19,690 18,200 18,200 1225 FLEX BENEFIT FICA - - - - 1240 FIRE PENSION CONTRIBUTION 97,868 99,585 95,000 97,000 97,000 1300 INSURANCE 67,547 80,508 86,636 68,600 68,600 1400 UNEMPLOYMENT COMPENSATION 14 37 - - 1510 WORKERS COMP INSURANCE PREM 62,028 76,883 72,223 64,200 64,200 1700 ALLOCATED FRINGE _ - - - 1810 COLA ALLOWANCE - - - 41,100 41,100 0999 TOTALS: PERSONAL SERVICES 1,087,004 1,132,173 1,139,990 1,041,100 1,041,100 SUPPLIES 2000 OFFICE SUPPLIES 647 238 800 800 800 2010 MINOR EQUIPMENT - 6,905 7,000 7,000 7,000 2011 COMPUTER EQUIPMENT 139 8,226 6,000 8,000 8,000 2020 COMPUTER SUPPLIES 99 1,172 500 1,000 1,000 2030 PRINTING & PRINTED FORMS - 160 200 200 200 2160 MAINT. & CONSTRUCT MATERIALS - 638 - - 2161 CHEMICALS 30 - - - 2170 PROGRAM SUPPLIES 1,111 1,605 1,500 1,500 1,500 2171 GENERAL SUPPLIES 16,804 12,492 10,000 13,000 13,000 2172 UNIFORMS 4,481 6,841 5,000 5,000 5,000 2173 PROTECTIVE CLOTHING 10,947 5,603 7,000 7,000 7,000 2175 FOOD SUPPLIES 792 915 1,000 1,000 1,000 2180 BOOKS 799 754 767 800 800 2280 VEHICLE REPAIR AND PARTS 11,817 8,523 6,000 6,000 6,000 2282 GAS, OIL, LUBRICANTS 9,213 8,962 10,000 10,000 10,000 1999 TOTALS: SUPPLIES 56,879 63,031 55,767 61,300 61,300 4 City of Columbia Heights, Minnesota 2019 Budget Worksheet 1011GENERAL 200 FIRE Line Item Description OTHER SERVICES & CHARGES 3050 EXPERT & PROFESSIONAL SERV. 3105 TRAINING & EDUC ACTIVITIES 3110 TRAINING & SCHOOL 3210 TELEPHONE & TELEGRAPH 3211 CELL PHONES 3220 POSTAGE 3250 OTHER COMMUNICATIONS 3310 LOCAL TRAVEL EXPENSE 3320 OUT OF TOWN TRAVEL EXPENSE 3500 LEGAL NOTICE PUBLISHING 3600 PROP & LIAB INSURANCE 3810 ELECTRIC 3820 WATER 3830 GAS 3850 SEWER 4000 REPAIR & MAINT. SERVICES 4010 BUILDING MAINT:LABOR & BURDEN 4020 BUILDING MAINTENANCE 4040 INFORMATION SYS:INTERNAL SVC 4050 GARAGE, LABOR BURD. 4100 RENTS & LEASES 4300 MISC. CHARGES 4310 CREDIT CARD FEES 4330 SUBSCRIPTION, MEMBERSHIP 4375 VOLUNTEER RECOGNITION 4376 MISCELLANEOUS CIVIC AFFAIRS 4390 TAXES & LICENSES 4395 STATE SALES TAX 2999 TOTALS: OTHER SERVICES & CHARGE OTHER FINANCING USES 8100 CONTINGENCIES 6999 TOTALS: OTHER FINANCING USES TOTALS: FIRE Actual Actual Adopted Department City Manage Expense Expense Budget Proposed Proposed 2016 1 2017 1 2018 1 2019 1 2019 6,712 1,188 5,000 5,000 5,000 20,236 13,376 10,000 13,000 13,000 2,800 2,465 3,000 3,000 3,000 3,531 2,772 3,800 2,500 2,500 2,695 1,109 3,000 3,000 3,000 2,793 4,401 4,500 5,800 5,800 18 446 200 500 500 929 2,678 2,500 3,000 3,000 15,272 14,553 16,000 16,800 16,800 22,756 31,099 25,000 30,000 30,000 897 836 1,000 1,000 1,000 2,064 2,022 3,000 2,200 2,200 2,646 2,773 2,500 2,800 2,800 23,117 33,797 35,000 35,000 35,000 24,000 28,500 28,500 31,400 31,400 12,185 24,582 25,000 25,000 25,000 11,000 26,800 48,000 55,300 55,300 14,173 13,738 10,000 10,000 10,000 46 - 200 200 200 400 380 400 400 400 6,997 6,782 7,000 7,000 7,000 64 320 500 500 500 175,331 214,618 234,100 253,400 253,400 1,319,214 1,409,822 1,429,857 1,355,800 1,355,800 5 Council Adopted 2019 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 FUND NUMBER FIRE /EMERGENCY MANAGEMENT BUDGET 101.42200 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel Other Services and Shames Amount 3050 Physicals, psychological exams, medical director 5,000 3105 Schools, seminars, EMT training, CPR training, outside instructors 13,000 3210 City phones, long distance, alarm phone lines, phone maint. contract! 3,000 Fire Summary of Costs Continued on Next Page R 2018 Adopted 2019 Proposed Total Total F.T.E. Total Total Comp Total Total Comp Position Title 2018 2019 Salaries Fringe & Fringe Salaries Fringe & Fringe Fire Chief 1.00 1.00 122,122 42,663 164,785 122,122 42,871 164,993 Assistant Fire Chief 1.00 1.00 100,907 37,024 137,931 100,907 37,196 138,103 Captain III 1.00 1.00 83,233 32,428 115,661 88,122 33,856 121,978 Captain III 1.00 1.00 83,233 32,428 115,661 88,122 36,256 124,378 Captain III 1.00 1.00 83,233 32,428 115,661 83,233 32,570 115,803 Journeyman Firefighter 1.00 1.00 77,089 33,223 110,312 77,089 33,354 110,443 Firefighter II 1.00 1.00 71,083 29,253 100,336 75,156 30,445 105,601 Firefighter II 1.00 1.00 71,083 31,653 102,736 74,699 30,324 105,023 Overtime 46,000 12,024 58,024 65,000 17,102 82,102. Fire Secretary 1.00 1.00 54,422 19,339 73,761 54,422 19,345 73,767 PT Clerk Typist II 0.50 0.50 25,000 3,966 28,966 27,000 4,285 31,285 Paid -on -Call Firefighters 88,000 120,782 208,782 88,000 122,391 210,391 COLA - - - 41,100 Subtotal 9.50 9.50 905,405 427,211 1,332,616 943,872 439,995 1,424,967 Labor Allocation To: 101 -42300 Property Insp. -1.79 -2.15 - 143,153 - 49,473 - 192,626 - 279,908 - 103,922 - 3$3,830 Rounding - - 36 -73 -37 Total 7.71 7.35 762,252 377,738 1,139,990 664,000 336,000 1,041,140 Supplies Amount 2000 Paper, folders, pens, envelopes 800 2010 Pagers, radios, fire and medical equipment, furniture 7,000 2011 Computer hardware & software replacement, software licenses 8,000 2020 Replacement ink cartridges and misc. supplies 1,000 2030 Printed forms 200 2170 Explorer program, public educ. Materials, open house 1,500 2171 Building supplies, EMS supplies, linens and rugs, fire supplies 13,000 2172 Uniforms, badges, jackets, name tags 5,000 2173 Protective jackets, pants, boots, gloves, helmets, and hoods 7,000 2175 Food /beverages at calls, meetings and training 1,000 2180 Code books, training manuals 800 2280 Repair parts for vehicles 6,000 2282 Fuel, lubricants, and fluids for vehicles 10,000 Other Services and Shames Amount 3050 Physicals, psychological exams, medical director 5,000 3105 Schools, seminars, EMT training, CPR training, outside instructors 13,000 3210 City phones, long distance, alarm phone lines, phone maint. contract! 3,000 Fire Summary of Costs Continued on Next Page R CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 FUND NUMBER FIRE /EMERGENCY MANAGEMENT BUDGET 101.42200 SUMMARY OF COST FACTORS FOR THE COMING YEAR Fire Summary of Costs Continued 3211 Cell phones 2,500 3220 Postage and postage machine rental 3,000 3250 Laptop cards, Comcast, anti -spam software, County fiber optics line 5,800 3310 Local travel expenses, mileage 500 3320 Out of town travel expenses, mileage, hotels and meals 3,000 3600 Property and liability insurance 16,800 3810 Electrical service for PSB and warning sirens 30,000 3820 Water 1,000 3830 Natural gas 2,200 3850 Sewer 2,800 4000 Annual pumper, pumps, ladders, SCBA testing /certification; fire equipment repairs, extinguisher service, software and copier contrail 35,000 4010 Bldg. Maintenance: Labor and Burden 31,400 4020 Building Maintenance 25,000 4040 Information System - Fire Dept. share of IS support 55,300 4050 City shop labor 10,000 4100 Rents and leases 200 4310 Credit card fees 400 4330 Memberships in various organizations, subscriptions 7,000 4390 Ambulance & radio licenses, firefighter certifications and licenses 500 7 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 DEPARTMENT: PROPERTY INSPECTIONS 101 42300 GENERAL PROPERTY INSPECTIONS Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 2019 City Manager Proposed 2019 Council Adopted 2019 Line Item Description 0999 Personal Services 170,409 183,883 197,272 395,900 395,900 1999 Supplies 478 719 1,500 1,700 1,700 2999 Other Services & Charges 5,777 6,655 9,400 9,200 9,200 4999 Capital Outlay - - - - - 6999 Contingencies & Transfers - - - - TOTALS: PROPERTY INSPECTIONS 176,664 191,258 208,172 406,800 406,800 - Activity Description Property Inspections incorporates all rental property licensing and inspections, long grass /weed inspections, nuisance inspections and property maintenance inspections under one budget. Objectives The Fire Department provides timely and efficient fire and property maintenance inspection services in order to maintain property values by: Build and Expand collaboration with the School District, other public entities by continuing our strong partnerships with other city departments to provide coordinated inspection services. Conduct an Evaluation of City Staffing Levels by evaluating our inspection staffing needs to meet the demands of the high number of rental properties and property maintenance inspection demands. The 2018 staffing study will be used as a resource in these evaluations. Budget Comments on Proposed Budget The number of rental properties and licensing inspections has leveled off but is still too high for current staffing. The need for property maintenance inspections continues to remain high. Staffing needs will be continually evaluated in order to provide the necessary staff to do the inspections in a timely and efficient manner while also allowing the fire staff to complete their fire /EMS responsibilities. The combined Fire /Property Inspections budget shows a net increase of $124,571 or 7.6% over 2018. The Property Inspections Department 42300 budget by itself shows an increase from 2018 to 2019 of $198,628 or 95.4 %. The percentage of time that individual positions are charged to the Property Inspections budget has not been updated since its inception in 2010. An evaluation of the time was conducted and the percentage for some positions, especially the firefighters, has increased dramatically. This has almost doubled the cost of the inspection program and shows the significant subsidy of the City, and the Fire Department to run the program. Small changes in the Supplies area and the Other Services and Charges area show a small overall increase of $200.00. 8 City of Columbia Heights, Minnesota 2019 Budget Worksheet 101 42300 GENERAL PROPERTY INSPECTIONS Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 2019 City Manager Proposed 2019 Council Adopted 2019 Line Item Description PERSONAL SERVICES 1000 ACCRUED SALARIES - - - - - 1010 REGULAR EMPLOYEES 102,097 113,807 119,653 255,600 255,600 1011 PART -TIME EMPLOYEES 22,540 20,512 22,500 24,300 24,300 1012 SEASONAL EMPLOYEES 2,709 2,652 4,000 4,000 4,000 1013 PART -TIME OTHER - - - - - 1020 OVERTIME - REGULAR 1,000 - 1021 OVERTIME- PART -TIME - - - 1031 HOLIDAY PAY - 1044 COLLEGE INCENTIVE PAY - - - - 1050 SEVERANCE PAY 1,630 - - 1070 INTERDEPARTMENTAL LABOR SERV - - - - 1210 P.E.R.A. CONTRIBUTION 18,149 19,474 20,785 43,000 43,000 1220 F.I.C.A. CONTRIBUTION 3,333 3,697 4,126 6,300 6,300 1300 INSURANCE 11,751 13,562 14,824 32,800 32,800 1510 WORKERS COMP INSURANCE PREM 8,202 10,179 10,384 22,500 22,500 1700 ALLOCATED FRINGE - - - - 1810 COLA ALLOWANCE - - - 7,400 7,400 0999 TOTALS: PERSONAL SERVICES 170,409 183,883 197,272 395,900 395,900 SUPPLIES 2000 OFFICE SUPPLIES 362 719 300 500 500 2010 MINOR EQUIPMENT - 300 300 300 2011 COMPUTER EQUIPMENT - - - - 2020 COMPUTER SUPPLIES 78 - 300 300 300 2030 PRINTING & PRINTED FORMS - - - - 2171 GENERAL SUPPLIES 37 200 200 200 2280 VEHICLE REPAIR AND PARTS - - - - 2282 GAS, OIL, LUBRICANTS - - 400 400 400 1999 TOTALS: SUPPLIES 478 719 1,500 1,700 1,700 OTHER SERVICES & CHARGES 3050 EXPERT & PROFESSIONAL SERV. - - - - - 3105 TRAINING & EDUC ACTIVITIES 3210 TELEPHONE & TELEGRAPH - - 3211 CELL PHONES 210 51 - - - 3220 POSTAGE 2,500 2,000 3,500 3,500 3,500 3250 OTHER COMMUNICATIONS 1,260 840 1,500 1,300 1,300 3310 LOCAL TRAVEL EXPENSE - - - - 3430 ADVERTISING OTHER - 3500 LEGAL NOTICE PUBLISHING - - - - - 3600 PROP & LIAB INSURANCE 1,806 3,764 4,400 4,400 4,400 4000 REPAIR & MAINT. SERVICES - - - - 4050 GARAGE, LABOR BURD. - 4300 MISC. CHARGES - 4395 STATE SALES TAX - - - - - 2999 TOTALS: OTHER SERVICES & CHARGE' 5,777 6,655 9,400 9,200 9,200 CAPITAL OUTLAY 4999 TOTALS: CAPITAL OUTLAY - - OTHER FINANCING USES 9 City of Columbia Heights, Minnesota 2019 Budget Worksheet 101 42300 GENERAL PROPERTY INSPECTIONS Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 2019 City Manager Proposed 2019 Council Adopted 2019 Line Item Description 8100 CONTINGENCIES 6999 TOTALS: OTHER FINANCING USES - - - - - TOTALS: PROPERTY INSPECTIONS 176,664 191,258 208,172 406,800 406,800 10 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 FUND NUMBER PROPERTY INSPECTIONS BUDGET 101.42300 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel Supplies Amount 2000 Paper, folders, pens, envelopes 500 2018 Adopted 300 2020 Replacement ink cartridges and misc supplies 2019 Proposed 2171 Other inspection supplies 200 2282 Fuel, lubricants, and fluids for seasonal vehicle 400 Other Services and Charges Total 3,500 3250 Laptop phone cards Total 3600 Property and liability insurance F.T.E. Total Total Comp Total Total Comp Position Title 2018 2019 Salaries Fringe & Fringe Salaries Fringe & Fringe Seasonal Staff 0.21 0.50 4,000 646 4,646 4,000 652 4,652 Subtotal 0.21 0.50 4,000 646 4,646 4,000 652 4,652 Labor Allocation From: 101 -42200 Fire Fire Chief 0.10 0.10 12,212 4,266 16,478 12,212 4,287 16,499 Assistant Fire Chief 0.60 0.70 60,544 22,214 82,758 70,635 24,963 95,598 Fire Secretary 0.10 0.10 5,443 1,934 7,377 5,443 1,934 7,377 PT Clerk Typist II 0.90 0.90 22,500 3,569 26,069 24,300 3,857 28,157 Firefighters 0.09 0.35 41,454 17,228 58,682 167,319 68,881 236,200 Overtime 1,000 262 1,262 - - - COLA - - - - - 7,400 Rounding - - -9 26 17 Total 2.00 2.65 147,153 50,119 197,272 283,900 104,600 395,900 Supplies Amount 2000 Paper, folders, pens, envelopes 500 2010 Cameras and supplies 300 2020 Replacement ink cartridges and misc supplies 300 2171 Other inspection supplies 200 2282 Fuel, lubricants, and fluids for seasonal vehicle 400 Other Services and Charges 3220 Postage 3,500 3250 Laptop phone cards 1,300 3600 Property and liability insurance 4,400 11 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 DEPARTMENT: SAFER GRANT 2015 - 2017 272 42202 PUBLIC SAFETY GRANTS - OTHER SAFER GRANT 2015 - 2017 Actual Expense 2016 Actual Expense 1 2017 Adopted Budget 1 2018 Department Proposed 2019 City Manager Proposed 2019 Council Adopted 2019 Line Item Description 0999 Personal Services 145,849 119,773 - - - 1999 Supplies - - - - - 2999 Other Services & Charges - - - 4999 Capital Outlay - - - - 6999 Contingencies & Transfers - - - - TOTALS: SAFER GRANT 2015 - 2017 145,849 119,773 - - - - Activity Description This activty consisted of two full -time firefighter positions funded by a federal grant. The grant and the activity both ended in 2017. Objectives B Not applicable. See above. fidget Comments on Nroposea is Not applicable. See above. W) City of Columbia Heights 2019 Budget Worksheet 272 42202 PUBLIC SAFETY GRANTS - OTHER SAFER GRANT 2015 - 2017 Actual Expense 1 2016 Actual Expense 1 2017 Adopted Budget 2018 Department Proposed 1 2019 City Manager Proposed 2019 Council Adopted 2019 Line Item Description PERSONAL SERVICES 1010 REGULAR EMPLOYEES 1020 OVERTIME - REGULAR 1030 VACATION & SICK 1210 P.E.R.A. CONTRIBUTION 1220 F.I.C.A. CONTRIBUTION 1225 FLEX BENEFIT FICA 1300 INSURANCE 1510 WORKERS COMP INSURANCE PREM 1810 COLA ALLOWANCE 0999 TOTALS: PERSONAL SERVICES TOTALS: SAFER GRANT 2015 - 2017 103,604 79,754 16,784 12,821 - 1,411 1,263 - 16,146 18,379 - 7,905 7,557 - 145,849 119,773 - - 145,849 119,773 13 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 FUND NUMBER SAFER GRANT 2015 - 2017 BUDGET 272.42202 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel 14 2018 Adopted 2019 Proposed F.T.E. Position Title 2018 2019 Total Total Total Comp Salaries Fringe & Fringe Total Total Total Comp Salaries Fringe & Fringe Subtotal - - - - - - - - Total 14 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 DEPARTMENT: CAP EQUIP REPLACEMENT GENERAL 431 42200 CAP EQUIP REPLACEMENT GEN FIRE Actual Expense 2016 Actual Expense 2017 Adopted Budget 1 2018 Department Proposed 1 2019 City Manager Proposed 1 2019 Council Adopted 1 2019 Line Item Description 0999 Personal Services 1999 Supplies 2,073 2999 Other Services & Charges - - - - - 4999 Capital Outlay 50,946 117,326 315,000 295,000 295,000 6999 Contingencies & Transfers - - - - TOTALS: CAP EQUIP REPLACEME 53,018 117,326 315,000 295,000 295,000 Activity Description The Fire Capital Equipment Replacement - General Fund was established to fund the long term ongoing capital equipment needs in the general fund. This was accomplished by preparing, and maintaining, a detailed 20 year projection of the City's equipment needs and scheduling long term replacement. Objectives Replace equipment as needed in accordance with the Fire Department replacement schedule. Budget Comments on Proposed Budget The proposed budget is a decrease of - 20,000 or -6% from 2018 to 2019. Current mobile and portable radios were purchased County wide in 2005. Motorola will be ending support, service, and parts for portable radios in 2019. Mobile radios and half of the portable radios were replaced in 2018. Due to the costs of the radios, replacement was planned to be split over two years. Proposing to replace fourteen portable radios in 2019, along with accessories for a budgeted cost of $55,000. Fire Department Self Contained Breathing Apparatus (SCBA) were purchased in 2005. The air bottles are at the end of their 15 year life and needed maintenance on the packs is rising. Proposing to purchase 27 packs, 2 RIT packs, spare masks, and misc. accessories for $240,000. This purchase will be made along with Fridley Fire Department and possibly one or more other fire departments. 15 City of Columbia Heights, Minnesota 2019 Budget Worksheet 431 CAP EQUIP REPLACEMENT GENERAL Actual Actual Adopted Department City Manager Council 42200 FIRE Expense Expense Budget Proposed Proposed Adopted Line Item Description 2016 2017 2018 2019 2019 2019 SUPPLIES 2010 MINOR EQUIPMENT 2,073 - 1999 SUPPLIES 2,073 - - OTHER SERVICES & CHARGES 3105 TRAINING & EDUC ACTIVITIES - 2999 TOTALS: OTHER SERVICES & CHARGE: - - - - CAPITAL OUTLAY 5150 VEHICLES 5,022 117,326 225,000 - - 5180 OTHER EQUIPMENT 45,924 - 90,000 295,000 295,000 - 4999 TOTALS: CAPITAL OUTLAY 50,946 117,326 315,000 295,000 295,000 TOTALS: CAP EQUIP REPLACEMENT G 53,018 117,326 315,000 295,000 295,000 16 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 FUND NUMBER CAP EQUIP REPLACEMENT GENERAL BUDGET 431.42200 SUMMARY OF COST FACTORS FOR THE COMING YEAR Exolanation of Personnel 17 2018 Adopted 2019 Proposed F.T.E. Position Title 2018 2019 Total Total Total Comp Salaries Fringe & Fringe Total Total Total Comp Salaries Fringe & Fringe Subtotal - - - Total - - - - - - 17 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 DEPARTMENT: FIRE CAPITAL EQUIPMENT 439 42200 FIRE CAPITAL EQUIPMENT FIRE Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 2019 City Manager Proposed 2019 Council Adopted 1 2019 Line Item Description 0999 Personal Services 1999 Supplies 17,886 - 2999 Other Services & Charges - - - 4999 Capital Outlay - - 6999 Contingencies & Transfers - TOTALS: FIRE CAPITAL EQUIPMEN' 17,886 Activity Description This activity used a large one -time funding source to purchase fire equipment for many years. This funding was exhausted in 2016. After 2016, fire equipment is purchased from the City's general government equipment fund 431 used by all city departments. Objectives Not applicable. See above. Budget Comments on Proposed Budget Not applicable. See above. 18 City of Columbia Heights, Minnesota 2019 Budget Worksheet 'I 439 FIRE CAPITAL EQUIPMENT Actual Actual Adopted Department City Manager Counci 422001 FIRE Expense Expense Budget Proposed Proposed Adopted Line Item Description 2016 2017 2018 2019 2019 2019 SUPPLIES 2010 MINOR EQUIPMENT 4,660 - - - 2011 COMPUTER EQUIPMENT 9,579 - - - - 2171 GENERAL SUPPLIES - - 2173 PROTECTIVE CLOTHING 3,648 - - 2280 VEHICLE REPAIR AND PARTS - - 1999 TOTALS: SUPPLIES 17,886 - OTHER SERVICES & CHARGES 4000 REPAIR & MAINT. SERVICES - 4395 STATE SALES TAX 2999 TOTALS: OTHER SERVICES & CHARGE CAPITAL OUTLAY 5150 VEHICLES 4999 TOTALS: CAPITAL OUTLAY - OTHER FINANCING USES 6999 TOTALS: OTHER FINANCING USES - TOTALS: FIRE CAPITAL EQUIPMENT 17,886 - - - 19 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET2019 FUND NUMBER FIRE CAPITAL EQUIPMENT BUDGET 439.42200 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel 20 2018 Adopted 2019 Proposed F.T.E. Position Title 2018 2019 Total Total Total Comp Salaries Fringe & Fringe Total Total Total Comp Salaries Fringe & Fringe Subtotal Total - - - - - 20 INTERNAL STAFFTNG ASSESSMENT City of Columbia Heights Fire Department Prepared for Columbia Heights City Council August 2018 21 EXECUTIVE SUMMARY by Fire Chief Gary Gorman The Columbia Heights Fire Department is currently experiencing a staffing problem. Building up over the past decade, the problem has reached a point where it must be addressed directly. An increase in calls for service during this period has created a demand for services that exceeds our staffing resources. Increases in call volume, a change in the dynamics of the City's properties, and a shortage of staffing and experience of new staff, limit the capabilities of the current staff to adequately meet the expectations and needs of the community we serve. A study of the Department's staffing needs has been initiated but this has created another problem. The completion date for the study will be after the City's budget process for 2019, meaning that any additional staff the study suggests, needed today, will have to wait to be included in the next budget cycle and any new staffing will not be able to be hired until 2020. In an effort to be proactive, I would like to request that the Council establishes funding in the 2019 Fire Department budget for the hiring of an additional two full -time firefighters and amend the Property Maintenance Clerk- Typist II position from part -time to full -time. This document explains the rationale behind that request and outlines some of the factors that have influenced the need for additional staffing. 22 Established on May 26, 1907, and composed of citizens of the community, the Columbia Heights Fire Department began an all- volunteer department. Department members received a modest compensation from the City for response to emergencies. Early on, the Department leaders saw the value in fire prevention and education and, in 1935, adopted and enforced the first fire and life safety code and visited schools to perform public education. Providing excellent service to the community has always been important to the Department and in that era the Department saw the need and an opportunity to expand its services to help their fellow citizens by providing "first aid" emergency medical services to those in distress. Department records show first aid responses dating back to the early 1940s. The increased volume of calls for service led to the hiring from within the Volunteer ranks of Fire Chief Omar Schwartz in 1942, who became the Department's first Full -time Firefighter, followed shortly after by the second Full -time Firefighter William Ostmoe in 19431. Over the next 25 years the Department evolved into the combination department it is today. The City hired additional Full -time Firefighters as call volume and demand for additional services required more time than could be given by the Department's volunteers. The combination model of full -time and part - time firefighter staffing has dominated the fire department's staffing landscape for the past 75 years and has served the taxpayers well as a cost - effective solution to emergency response. At its peak, the Department employed nine full -time Suppression firefighting personnel. In 1976, one of the firefighter positions was eliminated through attrition, dropping the number to eight. The Fire Department's Suppression Division currently employs eight full -time staff and 18 volunteer part-time staff, or "Paid - on- Calls ", has one full -time Fire Secretary, and one part-time Property Maintenance Clerk. The scope of the Department's delivery of services has grown over time with the expectations placed upon them by its citizens and society. Today, the department provides emergency response for fire suppression, natural disasters, emergency medical calls, hazardous materials incidents, specialized rescue, weapons of mass destruction, terrorism, and active shooter incidents. Non - emergency services include public education and training, emergency preparedness and management, fire investigation, state fire code inspections, and inspection and enforcement for the City's Property Maintenance Code, long grass, and outside storage ordinances. 175 Years of Service Booklet (Columbia Heights Fire Department, 1983). 23 CALLS FOR SERVICE In the past three decades, the national average for calls for service has tripled. In addition, the public expectation for more and better quality fire and rescue services has also increased'. The call volume at the time the Department took on the Housing Maintenance Inspections was 1,574 calls per year. That number has slowly been climbing upward and, in 2017, the fire department responded to a record 2,904 calls for service. The largest bulk of the calls for service have historically been response to medical incidents, which last year accounted for 2,485 of the total call volume. Fire - related incidents accounted for the other 419 of the calls, 38 of which were structure fires. Through the end of July of this year, the Department has responded to 1,801 calls for service. This number sets the Department on pace for another record - breaking number of calls for service in 2018. CALLS FOR SERVICE 1990 TO 2017. 3500 - 3000 — 2500 - - - - 2000 I i II 1500 1000 2 I 500 I •- i 0 ° 00 �ti �7~ p'') 95 P) 95 p^ P; -0) ) 00 Oti O� O� Ob Oz 0�O O^ Oz O� ti0 'Y~ 'Yry 'YY 'YY 'YY 'YY 'y -Y yot -0) yci ,VO O �O Fire Calls First Aid /Medicals TOTAL CALLS Figure 1 Data obtained from City of Columbia Heights Annual Reports, 1990 —2017. ' Volunteer Firefighter Recruitment and Retention Formative Research Results (SalterMitchell Inc., 2015) Retrieved from https: / /www.google.com /u rl ?sa= t &rct =j &q= &esrc =s &sou rce= web &cd =1& cad= rja& uact= 8 &ved= 2ahUKEwjxg86GzMfcAhUJ rFQ KHa- gCVAQFjAAegQIAhAC &u rl= https %3A %2F %2Fwww. nvfc.org %2 Fwp- content%2Fuploads%2F2016%2F09%2FNVFC- Formative- Research- 2015_ Report_ vlf. pdf &usg= AOvVaw008dgbDAcdgidQiOMu mmU9 24 SIDEBARMA.SURVEY OF CITY SERVICES In 2017, the Columbia Heights [►�Il��l�'1��11 N► �� ]��:1►�11�11�1�I��II�]►1111�� Police Department conducted a survey of 222 residents in regards Response to Fires to City services. One section of the Respon :e to Medical Cads survey asked residents to prioritize what functions they felt the fire Residential Cade hlitorceAieA`"` department should invest their Rental Code Enforcement time and budget resources. .r Community Outreach Pnhhc Education THE SURVEY ON PMC W o it < < w INSPECTIONS ,5 44/0 Z u Z 0 The 2017 a2 0 Police Department Survey 2i °a also asked 4— ' V residents about Property Maintenance Inspections in the city. 16M , 3F' 25 15 6% City is doing a good job of enforcing the Property Maintenance Code. Overall appearance of the city is good. City should invest additional resources into Property Maintanenace Code enforcement and would support increasing taxes or cutting other programs. INSPECTIONS AND PROPERTY DYNAMICS The Department provides inspection services by enforcing the Minnesota State Fire Code and several City ordinances, including the Property Maintenance Code. Annual commercial property inspections of businesses are performed in the late fall and winter, leaving the months of March through September for rental property inspections and licensing. In respect to services provided it is significant to note the fire department's historical involvement with the City's Property Maintenance Code (PMC), formerly known as the Housing Maintenance Code (HMC). After its adoption in 1990, the HMC was initially placed under control of the Community Development department. By summer of that year, the Fire Department had begun to assist Community Development with the rental property inspection program as the inspection tasks had quickly overwhelmed their staffing. Over the next two years, Community Development came to the realization that the time required by the program was more than what their staff could effectively manage and, at the time, moving the HMC Program TEMPORARY CLERK Temporary Clerk Typist II position added FULL -TIME CLERK Clerk position amended to a 40 -hour Full -time Cleric Typist II position PART-TIME CLERK Full -time 40 -hour Clerk Typist II position eliminated NO CLERICAL STAFF Clerical duties performed by Assistant Fire Chief PART-TIME CLERK Increase From 13 to 20 hours for Temporary Cerk Typist II position ADDITIONAL CLERK Additional 20 -hour part-time Clerk Typist Poisiton added to the Fire Department was a good fit Figure 2 Property Maintenance Clerk Hours Timeline and easily filled the firefighter's time between calls and other duties. In 1992 the City transferred full responsibility for the inspection and licensing of rental properties to the Fire Department. The responsibility for the HMC initially came 26 without additional staffing and the Assistant Fire Chief took time away from his fire - related duties to perform HMC clerical duties. At first, the rental inspections were performed by only two of the full -time firefighters on duty. At that time, the approximately 5213 rental properties in the City were on a four -year inspection schedule so only one quarter (approximately 130) of the rental properties received a complete interior and exterior inspection each year. In 1996, due to deteriorated maintenance conditions throughout the city, the fire department proposed to the City Manager that all rental properties should receive annual inspections to keep the properties on par with the minimum standards the HMC had established. To accomplish this, all six full -time firefighters began performing annual HMC rental inspections. Since then the properties are on an annual schedule where half of the properties receive a complete interior and exterior inspection and the other half of the properties receive an exterior and, if applicable, a common area inspection. In 2007, the fire department rewrote the Housing Maintenance Code and the City adopted the new code as the Property Maintenance Code, which now applied to all properties in the City; residential commercial, or industrial. In an effort to increase efficiency of government by having fewer inspectors visit a property, the Fire Department also took on the grass and weed inspections from Public Works and the garbage and outside storage inspections from the Police Department. The fire department did not believe, based on past history, that these responsibilities would significantly increase the number of inspections performed. The recession from 2008 to 2012 is a tragedy Figure 3 Data obtained from City of Columbia Heights Annual Reports, 1990 -2017 unforeseen by the City as dozens of properties in 3 1992 City of Columbia Heights Annual Report 27 the city became foreclosed and subsequently vacant, requiring intervention by fire department inspectors. Violations such as outside storage, long grass, and scrub growth, as well as vacant and unsecured properties required immediate and continual attention by the Department. The recession caused a significant drop in city -wide property values. The dynamics of property ownership in the city shifted as foreclosed and vacant single - family homes, purchased and converted to rental properties, created close to a 77% increase in the number of rental properties. Complicating matters further, the City, also affected by the recession, made the tough decision in 2009 to severely cut budgets. The fire department budget, whose largest budget share is primarily composed of employee salaries, had to eliminate the 40 -hour per week HMC clerical position in order to meet budgetary goals. To this day, the 40 -hour clerical position remains vacant. With only the 20 -hour per week HMC clerical position remaining, the layoff severely handicapped the ability of the fire department to manage the inspection program and process the increasing number of inspections created by the recession. The Department's proactive inspection program became reactive and took longer to process as firefighters, whose strong suit is not necessarily clerical in nature, assisted with data entry. The trend of declining single - family home ownership in the city is likely to remain the same as millennials, who for several reasons, are delaying the purchase of or opting not to purchase homee. In the past three years, the Department has had two 30 -year plus veteran Fire Captains retire and is expecting the retirement of one of its 30 -year plus Full -time Firefighters around the end of the current year. That's over 90 years of strategic and tactical firefighting, EMS, and inspection experience lost. Experience on an emergency scene makes the job safer for firefighters and citizens alike by reducing the risk of injury and death. Experience cannot be taught. New firefighters receive training and gain "task" knowledge. This serves as a knowledge foundation and from that point on they experience learning, which builds experience. On the inspection side, the loss of three experienced inspectors slows down inspections as the new inspectors are learning to perform the job efficiently and accurately. Even when teamed with an experienced Inspector, it takes a longer time to perform an inspection as every inspection is a teaching moment. This extends the time it takes to perform an inspection, which coupled with an increase of inspections, reduces the number of inspections able to be performed in an inspection day. 4 Millennials and Home Ownership (Reid Cramer and Elliot Schruer, 2014) Retrieved from https: / /www.newa merica.org /millennials /millen nia Is- rising -resou rce- center/ 28 A 2015 report on recruitment and retention of Volunteer /Paid -on -Call firefighters (POC) by the National Volunteer Fire Council states "the number of volunteer firefighters and emergency responders in the United States is declining — about 12 percent in just the past three decades — leaving nearly half of U.S. communities at increased risk during emergencies. This declining number of volunteers coincides with an increased call volume that has tripled in that time, and an increased public expectation for more and better quality fire and rescue servicesi5. The Columbia Heights Fire Department is observing the same decline in volunteers both regionally and locally. Currently the average length of service for a POC firefighter is approximately 36 months, of which, the first 12 -18 months is spent on training. Financially, from application to the end of probation, the City spends approximately $12,000 to $15,000 on each employee. A "normal" day in the fire department consists of many activities squeezed into it and two firefighters on duty to accomplish them. Deviating from the norm, when one of the full -time firefighters is sick or on vacation, the Department loses 50% of their daily shift workforce. For the safety and security of firefighters and residents, the Department places a high priority on interior inspections being conducted with two firefighters. For many years the taxpayers have had the luxury of having most of the vacancies in the daytime shifts staffed with POC's who were available weekdays. While the POC firefighters can assist with EMS and fire calls, they lack training as an inspector and, in some cases, are not able to drive a rescue vehicle or fire engine. Having two experienced and trained inspectors on duty is critical in order to manage the current workload of inspections. Currently, there are no POC Firefighters that are consistently available to cover daytime weekday shift vacancies. 5000 4000 3000 2000 1000 ti3,31 tiod1 tio6l tiool tiool tifjd� 300 ti�01 ti313% .11309 ti0 ti130 tioti, ti0 ti0 ti6ti1 ti0 10.11 Figure 4 Data Source: City of Columbia Heights Annual Reports 2000 -2017. This graph shows the total hours worked by Paid - on -Call Firefighters since 2000. Graph does not include training hours and emergency calls for the POC staff. The large dip between 2006 and 2010 is for hours cut due to budget cuts during the recession. Paralleling the national issue of a decline in the recruitment and retention of volunteer firefighters the Fire Department has seen a decline in the ability to recruit qualified candidates and retain volunteer 5 Volunteer Firefighter Recruitment and Retention Formative Research Results, (National Volunteer Fire Council, March 2015). 29 firefighters for long -term employment. Emergency services are the most demanding of volunteer activities today. The demands on people's time in a hectic modern society; more stringent training requirements; population shifts from smaller towns to urban centers; changes in the nature of small town industry and farming and a decline in the sense of civic responsibility, are examples of factors that affect successful recruitment and retention of volunteer firefighters6. Currently, 11 of the Department's 18 POC firefighters have four or fewer years on the department. The inexperience of the POC staff places additional stress on the full -time staff tasked with mentoring, teaching, and assisting the inexperienced firefighters who are working in shifts. Until the new firefighters can gain experience they must be closely overseen during incidents to ensure their safety as well as the safety of other personnel and the public. In addition, staffing vacancies in shifts with the full -time staff on overtime creates another set of issues. The department has a normal shift schedule that consists of two of the six full -time staff on duty at all times. That leaves only four of the full -time staff available to call in on overtime to cover any vacancies. Overtime is costly for the City and the additional hours working in a stressful environment is taking its toll on the mental health of the full -time staff. The normal work schedule for the Department's 56 -hour per week full -time firefighters is 2,912 hours per year compared to 2,080 hours per year for a 40 -hour per week employee. Working long hours and stress is detrimental to the long -term physical and mental health wellbeing of full -time Suppression staff. In 2017, three of the six firefighters worked a total of 3,100 or more hours. An abundance of recent research pertaining to firefighter health shows that those in the fire service experience much higher rates of mental health challenges than the general population, particularly in the areas of sleep disorders, depression, substance abuse, post- traumatic stress disorder and suicidal ideation /action. In fact, research suggests that there is an association between the number of years of duty in the fire service and higher levels of suicidal ideation /action'. The National Fire Protection Council (NFPA) develops staffing and response standards for full -time, volunteer, and combination departments. Numerous studies on staffing for fire and EMS agencies over the past 20 years have concluded that four firefighters is the optimal staffing for response to fire and emergency medical incidents. The Department's leaders are confident that the City's current staffing study will conclude similar results as these previous studies. Some of the staffing studies are referenced at the end of this document. 6 Retention and Recruitment for the Volunteer Emergency Services, (U.S. Fire Administration, 2017) Minnesota Firefighter Initiative, 2016. Retrieved from mnfireinitiative.com CX Department inspectors perform inspections on weekdays, which amount to an average 21 weekdays per month. Using past inspection history the average number of inspections per day is 22. Scheduled inspections of rental properties having four units or fewer require a minimum of one half of an hour for a complete inspection. Since there are only 11 half hour slots in an inspection day, half of the inspections are "squeezed in" between other scheduled inspections. The highest number of calls in the inspection day occurs between the hours of 11 am and 1 pm. This has been continually problematic when it comes to providing adequate time for the firefighters to have some down time and eat lunch. Additionally, the Department's Firefighters have other collateral duties that require time during the day to perform; working with vendors, answering and returning phone calls and emails, station maintenance, vehicle and equipment checks and maintenance, public education, planning, preparing, and performing training for the department, and other daily tasks and duties assigned to them. The recent addition of emergency management duties and responsibilities to the firefighters has increased their duties and responsibilities. The firefighters attempt to perform these duties in the morning before their first scheduled inspection, between inspections, during their lunch break, or in the evening after the inspection day is over, but with so many interruptions it is difficult for them to accomplish many of these duties. The firefighter's schedules are such that they only work one or two weekdays per week so it is imperative they make contact with outside contacts and vendors during those weekday hours. The graphic below places the work and time in chart form. On average there is 2.75 hours of additional work than there are hours in a normal workday. This creates pressure on the inspectors and office to complete inspections based on speed rather than quality and the program as a whole suffers. HOURS AVAILABLE IN INSPECTION DAY HOURS OF WORK IN INSPECTION DAY 9 NOW OMNI JlkL Daily truck and equipmtnt checks, emalls, ver+dors etc. LUNCH & BREAKS EMERGENCY CALLS Average 4 per weekday @ 27 - 28 minutes per call. SCHEDULED RE- INSPECTIONS Sc MISC. INSPECTIONS - -- -`' Average Ii per clay @ IS minutes each SCHEDULED INSPECTIONS Average I1 per day @ half Jinja each Figure 5 Hours Available vs Hours of work 31 Note that inspections of buildings of more than four units are scheduled for a minimum of one hour, and additional time is required for very large buildings. Public Education events and tours are scheduled in blocks of one half an hour plus travel and preparation time. These activities are interwoven into the inspection schedule and further reduce the time available for inspections. The current hectic inspections schedule and increase in call volume has forced the department to be reactive towards prevention efforts, placing several vital components of a Comprehensive Fire Prevention Program on the "back burner". Most people understand that preventing emergencies is the most cost effective way to deal with them. However, few in our modern industrialized society place much emphasis on prevention. Attention is usually focused elsewhere, until a catastrophic event has already occurred and requires emergency response. Then attempts at prevention are too late. A Comprehensive Prevention Program is a combination of loss- control strategies designed to produce results in reducing risk or losses in any given community. All good programs start with engineering and safety solutions, such as plan review of new construction for water supply, fire department access, and fixed protection systems. Comprehensive prevention programs also include enforcement efforts, such as a well- designed fire inspection program that ensures code compliance. Another essential element of a good program includes developing partnerships with community entities to create, fund, and present educational activities that are well designed to reach the public through the school system or by other targeted means. In addition, an adequate fire investigation program helps guide the development of effective prevention strategies by providing information necessary to target prevention efforts appropriately. Comprehensive programs also include efforts to help control the problem of arson$. The Fire Department has long been good at documentation of incidents and inspections in the City but has traditionally lacked the staff time to conduct a Comprehensive Risk Assessment of the city. A Comprehensive Risk Assessment consists of an analysis of historical data to identify and prioritize the hazards present in the City. Nor has the Department had the staff time to develop programs, train educators, implement the programs, or evaluate the effectiveness of programs based on the identified hazards. Currently, the fire prevention education being taught in the elementary schools is based on the 2009 "Staying Alive Inc." curriculum and has never been evaluated by our department to determine if it is effective or not. A Comprehensive Fire Prevention Program is a cyclical process where each step determines the actions in the next step, which eventually leads back and supports the first step. The lack of staffing and time to address the fire prevention cycle has created several gaps in the fire prevention process that leaves the city and its citizens vulnerable to hazards and risks. 8 Fire Prevention Organization and Management (James Crawford, 2011) 32 THE FINANCIAL PIECE All things in government come with a price. Staffing is no exception. Minnesota, despite being the 21St most populous state and 12th largest in area, ranks 45th in the nation in per household ($218) fire service spending. In comparison, per the Minnesota Center for Fiscal Excellence, Minnesota ranked 3rd in Public Welfare ($16,111 per person at /below 150% of poverty level), 17th in spending for Police MW WEL}`RRE � Protection ($890 per household3) and 3 rd 5g9 ` 18th on education spending ($13,070 per pupil)9. Columbia Heights residents in in nation in spending per person at /below 150% poverty level EDUCATION 8th in nation in spending per pupil POLICE PROTECTION 7th in nation in spending per bousehold in nation in spending per household that same year spent $168 for fire service spending and $22 on PMC inspection spending for a total of $190 i I per household on the fire department. In U$ 1692 comparison, Columbia Heights residents (k Figure 6 How Columbia Heights Compares using 2015 (Most recent data available) spent $502 per household for Police protection. The majority of fire department's budget, like other departments in the City, is spent on staffing. At this time, a portion of the full -time firefighter p- ositions are being supported by PMC i~ SN inspection budget dollars. This is unusual )7n a in the fact that the City would need the 4 u firefighting staffing regardless of its Tf�! ?4i ��! ,3:1 involvement with the PMC inspection program. It has been a financial boon that the taxpayers has been able to save money on its fire protection by having the City support the fire department suppression staffing with Property Maintenance funds but it makes sense to fully fund the current fire department suppression staffing level so that it is self- sufficient. In the scenario of removing PMC inspections from the fire department, the loss of the PMC supportive funding will leave a gap in funding for the current fire 9 How Does Minnesota Compare? (Minnesota Center for Fiscal Excellence, 2017) Retrieved from www.fiscalexcelience.org 33 suppression staff. Summarily, it is reasonable to expect the City to fully fund its fire protection and not rely on a separate program's funding to subsidize staffing for an essential service they are obligated to provide. As mentioned previously, the full time staff works many hours of overtime to cover for other firefighters who are off duty due to compensatory, vacation, or sick leave. The graphic below illustrates the amount of shift coverage overtime spent during weekday hours: VERTIME COSTS FOR COVERAGE N16- V V V V V U V U U V V U U a U v U V U V 02017 V V 2016 NOV t�EC. Al{ FEa MAR APR' MAY JUN JUL AUG W � IAN EEB TNAfi APR MAY JUN PUL AUG SO Uri Nov DEC Figure 7 Overtime costs for past three years. The amounts above illustrate the benefit of having the additional staffing during the week, which reduces the amount of overtime coverage by approximately one half. Annually, the Fire Department produces revenue from the following four sources: Multiple Dwellings. Revenue generated from Property Maintenance Code related activities such as rental license fees, re- inspection fees, and late fees. State Fire Training. This revenue comes in the form of reimbursements from the Minnesota Board of Firefighter Training and Education (MBFTE) for fire training, certification classes, schools and conferences and from the Emergency Medical Services Regulatory Board (EMSRB) for revenue to assist with maintaining our EMS training and certifications. This amount varies each year depending on allocated funding from the State. 34 Special Fire Services. This line of revenue is from fire department activities and services such as recreational fire permit fees and plan review fees. This revenue line also includes the City of Hilltop fire [FIRE DEPARTMENT REVENUE $350,000.00 $278 - 254:67 $299,812.07 $300,000.00 $250,382.04 $255.,942.7.1 $250,000.00 $200,000.00 $150,000.00? $100,000.00 — - $50,000.00 $0.00 2014 2015 2016 2017 Abatement Services $12,369.52 $10,600.00 $9,365.00 $8,610.00 Special Fire Services $74,077.92 $73,147.92 $78,095.72 $82,084.41 State Fire Training $6,949.60 $8,225.79 $7,200.00 $26,038.26 Multiple Dwellings $156,985.00 $163,969.00 $183,593.95 $183,079.40 TOTAL $250,382.04 $255,942.71 $278,254.67 $299,812.07 service contract, which is approximately $60,000 for the operational portion. Abatement Services. This revenue is generated from the administrative fees for abatement services and grass cutting. Over the past four years the Fire Department has averaged approximately $271,098.00 of annual revenue. SUMMARY The current staffing resources within the Fire Department are inadequate to manage the increase in demand for services. This increase in demand, especially in the areas of emergency response and inspection duties, coupled with a general decrease of staffing has pushed programs into a reactive state rather than a proactive one. The current staffing model is ineffective, costly in overtime, and affects the safety of our staff and citizens by placing additional physical and mental stressors on our staff. Staffing limitations have hampered the ability to perform an efficient and effective Comprehensive Risk assessment and create a proactive Fire Prevention program that improves the safety of our citizens. The City, in recognition of these deficiencies, has commissioned a staffing study that will look at this problem. However, the results of the study will come too late for the 2019 budget and levy cycle and any potential budgetary increases for additional personnel the study suggests will be pushed into the [ �� 2020 budget cycle. This means that additional staffing, needed today, will not be able to be hired until 2020. 1 have a high level of confidence, based on current duties, call volume, national response standards, and national studies on fire and EMS response, that the staffing study will suggest an increase in staffing for the fire department. In an effort to redirect the fire department back onto a proactive path, I would respectfully request that the Council establishes an increase in funding for the 2019 Fire Department budget for the hire of two new permanent Full -time Firefighter positions and amend the Property Maintenance Clerk- Typist II position from part -time to full -time. The estimated cost of these positions, based on 2018 wages, is $85,000 for each firefighter and $41,000 for the additional Clerk- Typist II hours. This proposed increase in staffing will act as a stop gap until the City can develop and implement a long term staffing solution and will act as a stimulus to set the department back on to a more proactive path for its programs. 36 STUDY REFERENCES National Institute of Standards and Technology, "Landmark Residential Fire Study Shows How Crew Sizes and Arrival Times Influence Saving Lives and Property ", 2010, http:llwww.nist.,govlellfire research /residential.- fire - report 042810.cfm Averill, Jason D, Lori Moore - Merrell, Adam Barowy, et al., "NIST Technical Note 1661: Report on Residential Fireground Field Experiments," NIST, April 2010, httns : / /www.iafc.org /fiies /deptAdmin NISTdegloymentReport.rsdf Lori Moore - Merrell, Rob Santos, Doug Wissoker, Ron Benedict, Nicole Taylor, Randy Goldstein, Greg Mears, Jane Brice, Jason D. Averill, Kathy Notarianni, "NIST: Report in EMS Field Experiments ", September 2010 Cohen, Daniel A, Wei Wang, James K. Wyatt, et al. "Uncovering Residual Effects of Chronic Sleep Loss on Human Performance," Science Translational Medicine, Vol. 2, Issue 14, Jan 2010 National Volunteer Fire Council, "Volunteer Firefighter Recruitment and Retention Formative Research Results ", March 2015 U.S. Fire Administration, "Retention and Recruitment for the Volunteer Emergency Services: Challenges and Solutions ", FA- 310 /May 2007 37 REVIEWERS NOTES 38 REVIEWERS NOTES 39 CITY OF COLUMBIA HEIGHTS ADMINISTRATION 2019 PROPOSED DETAILED BUDGET Table of Contents Administration Functional Area Summary Page ................... ..............................1 Mayor - Council (101- 41110) Proposed Expense and Narrative .............................. ..............................2 DetailExpense ....................................................... ............................... 3 -4 Summary of Cost Factors ............................................ ..............................5 City Manager (101- 41320) Proposed Expense and Narrative .............................. ..............................6 DetailExpense ....................................................... ............................... 7 -8 Summary of Cost Factors ............................................ ..............................9 City Clerk (101- 41410) Proposed Expense and Narrative ............................. .............................10 DetailExpense ................................................... ............................... 11 -12 Summary of Cost Factors ........................................... .............................13 Assessing (101 - 41550) Proposed Expense and Narrative ............................. .............................14 DetailExpense ........................................................... .............................15 Summary of Cost Factors ........................................... .............................16 Legal Services (101- 41610) ProposedExpense and Narrative ............................. .............................17 DetailExpense ........................................................... .............................18 Summary of Cost Factors ........................................... .............................19 Cable Television (225- 49844) Proposed Expense and Narrative ............................. .............................20 DetailExpense ................................................... ............................... 21 -22 Summary of Cost Factors ........................................... .............................23 Reviewer's Notes .......................................................... ............................... 24 -25 City of Columbia Heights, Minnesota BUDGET 2019 Administration City Legal Cable Mayor - Council City Manager Clerk Assessing Services TV 101 101 101 101 101 225 Revenue 30999 Taxes 162,222 493,944 32,038 114,857 136,413 31999 Licenses & Permits 32999 Intergovernmental 7,579 23,091 1,498 5,369 6,377 33999 Charge for Services - - - 3,000 - 34999 Fines & Forfeits - - - 35,000 - 35999 Miscellaneous 1,450 4,414 286 1,026 1,219 217,425 36999 Sales and Related Charges - - 39199 Transfers & Non Rev Receipts - 58,515 31,437 - - Total Revenue 171,251 579,964 65,259 124,252 179,009 217,425 Expenses 0999 Personal Services 105,200 523,300 53,800 7,900 - 51,300 1999 Supplies 900 4,400 350 65 - 9,800 2999 Other Services and Charges 63,300 40,920 11,670 118,300 181,400 78,725 4999 Capital Outlay - - - - - - 6999 Contingencies & Transfers 4,700 20,000 - - - 64,500 Total Expenses 174,100 588,620 65,820 126,265 181,400 204,325 Summary Change to Fund Balance -2,849 -8,656 -561 -2,013 -2,391 13,100 1 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 DEPARTMENT: MAYOR - COUNCIL 101 41110 GENERAL MAYOR- COUNCIL Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department City Manager Proposed Proposed 2019 2019 Council Adopted 2019 Line Item Description 0999 Personal Services 94,572 74,157 90,929 105,200 1999 Supplies 1,445 1,085 600 900 2999 Other Services & Charges 48,106 56,344 59,909 63,300 4999 Capital Outlay - - - - 6999 Contingencies & Transfers 11,092 2,044 5,500 4,700 TOTALS: MAYOR- COUNCIL 155,215 133,630 156,938 174,100 Activity Description 105,200 900 63,300 4,700 174,100 The City Council is the legislative branch of city government. The Council is responsible for the establishment of policies and the adoption of local ordinances and resolutions. The Council has full authority over the financial affairs of the City and provides for the collection of all revenue and other assets, the auditing and settlements of accounts, and the safekeeping and disbursement of public monies. They appoint the City Manager and members of various advisory boards and commissions. The Council consists of a Mayor who is elected for a two -year term and four Councilmembers who are elected at large for staggered four -year terms. Objectives 1. To provide quality services with limited funding. 2. To understand and adapt to the demographic changes taking place in the City. 3. Promote the City in a positive and professional way. Budget Comments on Proposed Budget The Mayor Council Budget increased by $17,162 or 10.9% from 2018 to 2019 Personal Services increased by $14,271 due to estimating five health insurance participants instead of four. Other Services and Charges had an overall increase of $3,391. Significant changes include an increase to liability insurance, IS internal services, and Memberships. 2 City of Columbia Heights, Minnesota 2019 Budget Worksheet 101 41110 GENERAL MAYOR- COUNCIL Actual Expense 2016 Actual Expense 1 2017 Adopted Budget 1 2018 Department Proposed 2019 City Manager Proposed 1 2019 Council Adopted 1 2019 'Line Item Description PERSONAL SERVICES 1000 ACCRUED SALARIES - - - ` 1010 REGULAR EMPLOYEES 45,173 42,563 45,000 45,000 45,000 1012 SEASONAL EMPLOYEES - - - 1020 OVERTIME - REGULAR 1030 VACATION & SICK 1070 INTERDEPARTMENTAL LABOR SERV - - - - 1210 P.E.R.A. CONTRIBUTION 1,479 680 780 800 800 1220 F.I.C.A. CONTRIBUTION 3,341 2,958 3,444 3,400 3,400 1225 FLEX BENEFIT FICA - - - - 1300INSURANCE 44,413 27,771 41,520 51,900 51,900 1510 WORKERS COMP INSURANCE PREM 167 185 185 200.00 200 1700 ALLOCATED FRINGE - - ` - 1810 COLA ALLOWANCE - - - 3,900 3,900 0999 TOTALS: PERSONAL SERVICES 94,572 74,157 90,929 105,200 105,200 SUPPLIES 2000 OFFICE SUPPLIES 64 293 100 100 100 2010 MINOR EQUIPMENT 230 169 - - - 2011 COMPUTER EQUIPMENT - - - - - 2020 COMPUTER SUPPLIES - - 100 100 100 2030 PRINTING & PRINTED FORMS - 76 - - - 2171 GENERALSUPPLIES 255 139 200 500 500 2172 UNIFORMS - - - - - 2175 FOOD SUPPLIES 125 407 200 200 200 2280 VEHICLE REPAIR AND PARTS 772 - - - - 1999 TOTALS: SUPPLIES 1,445 1,085 600 900 900 OTHER SERVICES & CHARGES 3050 EXPERT & PROFESSIONAL SERV. 4,011 5,616 2,000 2,000 2,000 3105 TRAINING & EDUC ACTIVITIES 195 1,335 2,350 2,350 2,350 3210 TELEPHONE & TELEGRAPH 180 148 181 200 200 3211 CELL PHONES - - - 3220 POSTAGE 316 425 300 400 400 3250 OTHER COMMUNICATIONS 179 127 278 250 250 3310 LOCAL TRAVEL EXPENSE 13 - - 700 700 3320 OUT OF TOWN TRAVEL EXPENSE 389 1,213 2,000 2,000 2,000 3430 ADVERTISING OTHER - - - - 3500 LEGAL NOTICE PUBLISHING 121 74 150 200 200 3600 PROP & LIAB INSURANCE 16,486 18,352 19,400 20,700 20,700 4000 REPAIR & MAINT. SERVICES 2,259 2,198 2,100 2,100 2,100 4020 BUILDING MAINTENANCE - - - - 4040 INFORMATION SYS:INTERNAL SVC 2,000 3,600 3,000 3,400 3,400 4050 GARAGE, LABOR BURD. 179 101 4100 RENTS & LEASES 719 - 4300 MISC. CHARGES - - - - 4330 SUBSCRIPTION, MEMBERSHIP 19,233 23,044 26,350 28,000 28,000 4374 EMLOYEE RECOGNITION 173 - 100 100 100 4375 VOLUNTEER RECOGNITION 1,116 111 400 400 400 4376 MISCELLANEOUS CIVIC AFFAIRS 491 - 300 300 300 4380 COMMISSION & BOARDS 8 - 1,000 200 200 4390 TAXES & LICENSES 36 - - - - 4395 STATE SALES TAX - - - 2999 TOTALS: OTHER SERVICES & CHARGE; 48,106 56,344 59,909 63,300 63,300 3 City of Columbia Heights, Minnesota 2019 Budget Worksheet 101 41110 GENERAL MAYOR - COUNCIL Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 1 2019 City Manager Proposed 2019 Council Adopted 1 2019 Line Item Description OTHER FINANCING USES 8100 CONTINGENCIES 9,835 947 4,000 3,200 3,200 8200 SUNSHINE FUND 1,256 1,097 1,500 1,500 1,500 6999 TOTALS: OTHER FINANCING USES 11,092 2,044 5,500 4,700 4,700 TOTALS: MAYOR - COUNCIL 155,215 133,630 156,938 174,100 174,100 4 FUND NUMBER 101 -41110 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 SUMMARY OF COST FACTORS FOR THE COMING YEAR Exolanation of Personnel CITY COUNCIL BUDGET Supplies: General Supplies 500 Insurance 2018 Adopted computer supplies 100 2019 Proposed 20,700 Food Supplies 200 Repair & Maintenance Office Supplies Tota I Copies, copier maintenance 1,500 Total clock maintenance F.T.E Total Total Comp Total Total Comp Position Title 2018 2019 Salaries Fringe & Fringe Salaries Fringe & Fringe Mayor 0.20 0.20 13,800 11,493 25,293 13,800 11,494 25,294 Councilmember 0.20 0.20 7,800 11,399 19,199' 7,800 11,400 19,200 Councilmember 0.20 0.20 7,800 629 8,429 7,800 11,010 18,810 Councilmember 0.20 0.20 7,800 11,009 18,809 7,800 11,010 18,810 Councilmember 0.20 0.20 7,800 11,399 19,199 7,800 11,400 19,200 COLA Allowance - Cards, flowers, retirements - - - - 3,900 Rounding - - -14 Subtotal 1.00 1.00 45,000 45,929 90,929 45,000 56,314 105,200 Total 1.00 1.00 45,000 45,929 90,929 45,000 56,314 105,200 Supplies: General Supplies 500 Insurance computer supplies 100 Liability & property insurance 20,700 Food Supplies 200 Repair & Maintenance Office Supplies 100 Copies, copier maintenance 1,500 clock maintenance 600 Other Services: IS- Internal Service 3,400 Expert & Professional Services Subscriptions & Memberships Truth in Taxation Notices 1,900 League MN Cities Membership Dues 17,300 Translators 100 Sister Cities Membership Dues 425 Anoka County Mediation Services 2,250 Training & Educational Activities Mayors Association 25 LMC Annual Conference 1,200 Metro Cities 8,000 Joint Legislative Conference 500 Employee Rec.- awards, returning military 100 Chamber Meetings Volunteer Recognition - Humanitarian 400 Other Conferences 650 Misc. Civic Affairs 300 Telephone 200 Commissions and Boards Postage 400 Boards & Comm - name plates, plaques 200 Comcast & Anti Spam 250 Local Travel Expense 700 Other Financing Uses: Out of Town Travel 2,000 Contingences 3,200 Legal Notices 200 Cards, flowers, retirements 1,500 5 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 DEPARTMENT: CITY MANAGER 101 41320 GENERAL CITY MANAGER Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 2019 City Manager Proposed 2019 Council Adopted 2019 Line Item Description 0999 Personal Services 425,123 434,414 509,750 523,300 523,300 1999 Supplies 2,885 1,214 5,700 4,400 4,400 2999 Other Services & Charges 20,202 26,727 37,274 40,920 40,920 4999 Capital Outlay - - - - 6999 Contingencies & Transfers - - 15,000 20,000 20,000 TOTALS: CITY MANAGER 448,210 462,354 567,724 588,620 588,620 Activity Description This department is responsible for the administration of all activities, functions, and programs of the City in accordance with the policies and guidelines adopted by the City Council. Duties of the department include planning, organizing, directing, and coordinating the operations of all departments, with the exception of the Police Department. This department is responsible for human resources, labor relations, and employee relations functions of the City. Objectives 1. Improve communications with employees via intranet, online services, and employee meetings which, furthers the City Council's goal of recruiting, training, and retaining a talented and professional workforce . 2. Continue to implement new Human Resources Information System which also furthers the City Council's goal of recruiting, training, and retaining a talented and professional workforce. 3. Continue to improve communications to better inform the public of City activities; and provide better communication to our residents whose primary language is not English. This objective directly addresses the City Council goal of developing a communications plan and staff position including exploring more effective uses of communication vehicles, engaging multi - cultural communities, and modernizing use of technology to engage youth in the community. 4. Continue to implement a streamlined records retention program, which again furthers the City Council's goal of enhanced communication by improving the public's access to government information. Actively work to purge files that are well outside the records retention schedule. 5. Work to recruit and retain high quality employees who better represent the residents we serve which directly furthers the City Council's goal of recruiting, training, and retaining a talented and professional workforce. Budget Comments on Proposed Budget The City Manager budget increased by $20,896 from 2018 to 2019, a 3.7% overall increase. Personal Services made up the largest increase at $13,550. Contingencies made up $5,000 of the increase as $20,000 was budgeted for the City's participation in the Government Alliance on Race and Equity that is offered through the League of Minnesota Cities. Other changes include a $1,300 reduction in Supplies, and an increase of $3,646 in Other Services and Charges to provide for citywide administrative staff safety and respectful workplace training, increased ICMA membership fees, and increases to the Employee and Volunteer Recognition line items to better cover costs for the holiday lunch and employee and outstanding citizen award recognition. 6 City of Columbia Heights, Minnesota 2019 Budget Worksheet 101 41320 GENERAL CITY MANAGER Actual Expense 2016 Actual Expense 2017 Adopted Budget 1 2018 Department Proposed 2019 City Manager Proposed 1 2019 Council Adopted 1 2019 Line Item Description 7 PERSONAL SERVICES 1000 ACCRUED SALARIES - - - - 1010 REGULAR EMPLOYEES 328,364 336,549 398,223 391,600 391,600 1012 SEASONAL EMPLOYEES - - - 1020 OVERTIME - REGULAR 224 132 2,000 2,000 2,000 1030 VACATION & SICK 3,938 1,008 - - - 1050 SEVERANCE PAY - - - - 1060 MILEAGE ALLOWANCE 6,655 6,600 6,600 6,600 6,600 1070 INTERDEPARTMENTAL LABOR SERV - - - 1210 P.E.R.A. CONTRIBUTION 24,547 25,149 29,726 29,200 29,200 1220 F.I.C.A. CONTRIBUTION 23,200 24,183.50 28,709.00 28,200 28,200 1225 FLEX BENEFIT FICA 197 271.20 - - - 1300INSURANCE 36,036 38,174 41,886 46,700 46,700 1510 WORKERS COMP INSURANCE PREM 1,961 2,346 2,606 2,600 2,600 1700 ALLOCATED FRINGE - - - - 1810 COLA ALLOWANCE - - 16,400 16,400 0999 TOTALS: PERSONAL SERVICES 425,123 434,414 509,750 523,300 523,300 SUPPLIES 2000 OFFICE SUPPLIES 323 116 500 500 500 2010 MINOR EQUIPMENT 1,965 274 2,200 500 500 2011 COMPUTER EQUIPMENT 69 178 2,100 2,100 2,100 2020 COMPUTER SUPPLIES 175 33 300 300 300 2030 PRINTING & PRINTED FORMS 96 - - - 2070 TRAINING & INSTR SUPPLIES - - 100 500 500 2171 GENERALSUPPLIES 144 141 400 400 400 2172 UNIFORMA - - - - 2175 FOOD SUPPLIES 113 472 100 100 100 1999 TOTALS: SUPPLIES 2,885 1,214 5,700 4,400 4,400 OTHER SERVICES & CHARGES 3045 ATTY FEES -OTHER - - - 3050 EXPERT & PROFESSIONAL SERV. 7,229 5,484 8,500 9,500 9,500 3105 TRAINING & EDUC ACTIVITIES 1,450 2,655 4,150 4,150 4,150 3210 TELEPHONE & TELEGRAPH 760 633 561 550 550 3211 CELL PHONES - - 255 255 255 3220 POSTAGE 248 198 300 200 200 3250 OTHER COMMUNICATIONS 548 390 393 350 350 3310 LOCAL TRAVEL EXPENSE 298 425 425 425 3320 OUT OF TOWN TRAVEL EXPENSE 1,354 3,291 2,500 2,500 2,500 3410 ADVERTISING EMPLOYMENT 911 194 1,000 1,000 1,000 3430 ADVERTISING OTHER - - - - - 3500 LEGAL NOTICE PUBLISHING - 24 - 3600 PROP & LIAB INSURANCE 2,157 1,874 1,800 1,900 1,900 4000 REPAIR & MAINT. SERVICES 646 822 450 450 450 4040 INFORMATION SYS:INTERNAL SVC 3,000 7,300 10,000 11,500 11,500 4100 RENTS & LEASES - - - - 4300 MISC. CHARGES - 250 150 150 4330 SUBSCRIPTION, MEMBERSHIP 1,081 1,700 3,390 3,790 3,790 4374 EMPLOYEE RECOGNITION 819 1,864 3,300 3,900 3,900 4375 VOLUNTEER RECOGNITION - - 300 300 4376 MISCELLANEOUS CIVIC AFFAIRS 4390 TAXES & LICENSES 4395 STATE SALES TAX 2999 TOTALS: OTHER SERVICES & CHARGE' 20,202 26,727 37,274 40,920 40,920 7 City of Columbia Heights, Minnesota 2019 Budget Worksheet 101 41320 GENERAL CITY MANAGER Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 2019 City Manager' Proposed 2019 Council Adopted 2019 Line Item Description OTHER FINANCING USES 8100 CONTINGENCIES 6999 TOTALS: OTHER FINANCING USES TOTALS: CITY MANAGER 15,000 20,000 - - 15,000 20,000 448,210 462,354 567,724 588,620 20,000 20,000 588,620 8 FUND NUMBER 101 -41320 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 SUMMARY OF COST FACTORS FOR THE COMING YEAR Exnlanation of Personnel CITY MANAGER BUDGET Supp A ies Appt. books, folders, notepads 500 Computer paper, labels, cartridges 300 2018 Adopted 1,900 2019 Proposed 500 Computer equipment 2,100 Total 500 General Supplies Total Food Supplies 100 F.T.E 225 Total Total Comp Total Total Comp Position Title 2018 2019 Salaries Fringe & Fringe Salaries Fringe & Fringe City Manager 1.00 1.00 166,123 33,731 199,854 166,123 36,148 202,271 HR Dir. /Asst. to City Manager 1.00 1.00 110,663 28,249 138,912 110,663 30,660 141,323 Admin. Asst. HR 1.00 1.00 63,727 20,803 84,530 63,727 20,810 84,537 Comm. Coordinator 1.00 1.00 80,575 23,477 104,052 67,313 21,391 88,704 COLA Allowance - - - - - - 16,400 Subtotal 4.00 4.00 421,088 106,260 527,348 407,826 109,009 533,235 Labor Allocation To: 225 -49844 -0.50 -0.50 - 40,288 - 11,738 - 52,026 - 33,657 - 10,692 - 44,349 Labor Allocation From: 101 -41410 0.40 0.40 26,022 8,406 34,428 26,030 8,410 34,440 Rounding -26 Total 3.90 3.90 406,822 102,928 509,750 400,199 106,727 523,300 Supp A ies Appt. books, folders, notepads 500 Computer paper, labels, cartridges 300 toner, etc. 1,900 Minor equipment, office furniture 500 Computer equipment 2,100 Training and Testing materials 500 General Supplies 400 Food Supplies 100 Other Services and Charges 225 Medtox & First Advantage 1,500 drug testing 300 New employee physicals 2,500 Citywide staff training 5,500 Training and Education Activities 100 MPELRA Conferences 500 LMC Conferences 700 Employment Law Institute 1,100 ICMA Conference 750 MCMA Conference 700 Public Finance Seminar 300 LMC Safety Training 100 Main Telephone Trunk Line 550 Cell phone charges 255 Postage 200 Other Services and Charges Continued Employment Ads 1,000 Liability /Property Insurance 1,900 Repair /Maintenance 450 Miscellaneous Charges 150 Int'I Assoc. ofAdmin Prof. 180 Citizens League 25 National Civic League 175 Twin Cities North Chamber 225 League of MN Cities Dir. 110 MN City /County Mgmt. Assn 300 ICMA (2) 1,500 Metro Area Mgmt. Assn (2) 100 Business Journal 100 IPMA 175 NPELRA /MPELRA 200 Rotary 700 Costs Associated with 3,900 Employee Recognition Program Outstanding Citizen Award 300 Other Communications 350 (Courier, UPS, etc.) IS Internal Services 11,500 Local Travel Expense 425 Hotels, Transportation 2,500 & Meals at Conferences Capital Outlay None Contingencies Government Alliance on Race 20,000 and Equity 9 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 DEPARTMENT: CITY CLERK 101 41410 GENERAL CITY CLERK Actual Expense 2016 Actual Expense 2017 Adopted Budget 1 2018 Department Proposed 1 2019 City Manager Proposed 1 2019 Council Adopted 1 2019 Line Item Description 0999 Personal Services 1999 Supplies 2999 Other Services & Charges 4999 Capital Outlay 6999 Contingencies & Transfers TOTALS: CITY CLERK Activity Description 87,744 51,983 98,240 53,800 53,800 2,918 2,513 1,350 350 350 4,965 7,769 12,188 11,670 11,670 - 95,628 62,265 111,778 65,820 65,820 The City Clerk provides assistance to the Mayor, City Council, and City Manager; organizes and directs elections, serves as the responsible authority for compliance with the MN Data Practices Act, maintains the City Code, prepares and assembles Council meeting agendas and materials, takes and transcribes minutes of the City Council meetings, maintains records and files of official city documents, oversees the boards and commissions, serves as the Sunshine Fund Coordinator, serves as backup to the Administrative Assistant, and is the department liaison to the Sister City Committee. With the exception of special elections, elections are only held in even numbered years. This is the reason for the significant difference from one year to the next. Objectives 1. Serve the Mayor, City Council, and City Manager in a support capacity. 2. Review and revise, as needed, the Data Practices Policy 3. Maintain city contracts. 4. Update the City's record retention policy, maintain & destroy records in accordance with the schedule. 5. Keep current on election laws and regulations. Recruit and assist with training election judges. Budget Comments on Proposed Budget Personal Services decreased significantly due to this being a non - election year. Supplies decreased by $1,000 from 2018, again due to this being a non - election year. Other Services and Charges Decreased $518, local travel and legal notice publishing saw the greatest decrease. The net budget decrease from 2018 is $45,958 or -41.1% The net budget increase from 2017 (non - election year) is $3,555 over two years 20 City of Columbia Heights, Minnesota 2019 Budget Worksheet 101 41410 GENERAL CITY CLERK Actual Expense 2016 Actual Expense 1 2017 Adopted Budget 2018 Department Proposed 2019 City Manager Proposed 2019 Council Adopted 2019 Line Item Description PERSONAL SERVICES 1000 ACCRUED SALARIES - - 1010 REGULAR EMPLOYEES 37,052 38,109 39,033 39,000 39,000 1011 PART -TIME EMPLOYEES 4,095 - 6,000 - 1012 SEASONAL EMPLOYEES 25,482 33,216 1020 OVERTIME - REGULAR 228 - - 1030 VACATION & SICK 1,245 712 1050 SEVERANCE PAY - - 1070 INTERDEPARTMENTAL LABOR SERV 3,903 326 3,410 - 1210 P.E.R.A. CONTRIBUTION 3,372 2,856 3,158 2,900 2,900 1220 F.I.C.A. CONTRIBUTION 3,847 3,412.58 6,247.00 3,000 3,000 1225 FLEX BENEFIT FICA 197 - - 1300INSURANCE 7,603 6,230 6,444 6,400 6,400 1400 UNEMPLOYMENT COMPENSATION - - - - 1510 WORKERS COMP INSURANCE PREM 720 337 732 300 300 1700 ALLOCATED FRINGE - - - - - 1810 COLA ALLOWANCE - - 2,200 2,200 0999 TOTALS: PERSONAL SERVICES 87,744 51,983 98,240 53,800 53,800 SUPPLIES 2000 OFFICE SUPPLIES 134 24 100 50 50 2010 MINOR EQUIPMENT 1,832 - 125 - 2011 COMPUTER EQUIPMENT - 1,376 - 100 100 2020 COMPUTER SUPPLIES 17 198 150 - - 2030 PRINTING & PRINTED FORMS 596 - 600 - - 2171 GENERAL SUPPLIES 287 915 300 200 200 2175 FOOD SUPPLIES 52 75 - 1999 TOTALS: SUPPLIES 2,918 2,513 1,350 350 350 OTHER SERVICES & CHARGES 3050 EXPERT & PROFESSIONAL SERV. - 2,550 2,060 1,700 1,700 3105 TRAINING & EDUC ACTIVITIES 30 295 545 750 750 3210 TELEPHONE & TELEGRAPH - - 3220 POSTAGE 205 200 3250 OTHER COMMUNICATIONS - - - - - 3310 LOCAL TRAVEL EXPENSE 380 129 350 100 100 3320 OUT OF TOWN TRAVEL EXPENSE 236 - 300 300 3430 ADVERTISING OTHER - - - - 3500 LEGAL NOTICE PUBLISHING 414 75 500 100 100 3600 PROP & LIAB INSURANCE 217 212 400 400 400 4000 REPAIR & MAINT. SERVICES 3,083 3,133 4,602 4,880 4,880 4040 INFORMATION SYSTEMS: INTERNALSV - 1,100 3,000 3,400 3,400 4100 RENTS & LEASES 482 - 491 - - 4300 MISC. CHARGES - - - 4330 SUBSCRIPTION, MEMBERSHIP 35 40 40 40 40 4380 COMMISSION & BOARDS - - - - - 4390 TAXES & LICENSES 120 - - - - 2999 TOTALS: OTHER SERVICES & CHARGES 4,965 7,769 12,188 11,670 11,670 CAPITAL OUTLAY 5180 OTHER EQUIPMENT - - - - 4999 TOTALS: CAPITAL OUTLAY - 11 City of Columbia Heights, Minnesota 2019 Budget Worksheet 101 41410 GENERAL CITY CLERK Actual Expense 2016 Actual Expense 2017 Adopted Budget 1 2018 Department Proposed 1 2019 City Manager Proposed 1 2019 Council Adopted 2019 Line Item Description OTHER FINANCING USES 8100 CONTINGENCIES 6999 TOTALS: OTHER FINANCING USES - - - - TOTALS: CITY CLERK 95,628 62,265 111,778 65,820 65,820 12 FUND NUMBER 101.41410 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel CITY CLERK BUDGET Supplies: 2018 Adopted 300 Office Supplies 2019 Proposed Local Travel 100 Legal Notices /Publishing Total Computer Supplies 100 Total 100 F.T.E Total Total Comp Total Total Comp Position Title 2018 2019 Salaries Fringe & Fringe Salaries Fringe & Fringe City Clerk 1.00 1.00 65,055 21,015 86,070 65,075 21,025 86,100 Election Assistant Training & Education 6,000 502 6,502 - - - Election Head Judge Other Conferences 3,500 293 3,793 - - Election Asst. Head Judge 3,220 269 3,489 - - - Election Judge 25,344 2,119 27,463 - Student Judge 1,152 96 1,248 - - - COLA Allowance - - - - 2,200 Rounding - - - - - - -60 Subtotal 1.00 1.00 104,271 24,294 128,565 65,075 21,025 88,240 Labor Allocation To: 101 -41320 City Manager -0.40 -0.40 - 26,022 -8,406 - 34,428 - 26,030 -8,410 - 34,440 Labor Allocation From: 101 -43000 Public Works 3,410 693 4,103 - - - Total 0.60 0.60 81,659 16,581 98,240 39,045 12,615 53,800 Supplies: Out of Town travel 300 Office Supplies 50 Local Travel 100 Legal Notices /Publishing Computer Supplies 100 Sun Focus - Legal Notices 100 Prop & Liab Insurance 400 General Supplies 200 IS- Internal Service 3,400 Repair & Maint. Services Expert & Professional Services JPA with Anoka County on Election 4,600 Amer. Legal Pub 1,700 equipment,software, and materials Annual Copier Maint. Contract 100 Training & Education Shredding Svc 180 MCFOA Clerk School yr. 2 450 Memberships Other Conferences 300 MCFOA 40 13 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET2019 DEPARTMENT: ASSESSING 101 41550 GENERAL ASSESSING Actual Expense 2016 Actual Expense 1 2011 Adopted Budget 2018 Department Proposed 2019 City Manager Proposed 2019 1 Council Adopted 2019 Line Item Description 0999 Personal Services 1999 Supplies 2999 Other Services & Charges 4999 Capital Outlay 6999 Contingencies & Transfers TOTALS: ASSESSING Activity Description 7,129 7,479 7,647 7,900 7,900 67 50 65 65 65 116,618 116,747 118,300 118,300 118,300 123,814 124,276 126,012 126,265 126,265 The Assessing Department provides tax and homestead information. Through a joint powers agreement with Anoka County, the County provides for the assessment of property in Columbia Heights and processes homestead applications. The City contracted with the County for special assessment billing services beginning in 2003. Objectives Work with Anoka County in their implementation of a new computer system ensuring it is easier to use and provides more information to our staff and residents which furthers the City Council's goal of building on and expanding collaboration with the School District and other public entities. Budget Comments on Proposed Budget The Assessing budget increased by $253 from 2018 to 2019, or .20% with the increase occurring in Personal Services due to wage allocations. from the Public Works clerical staff. Supplies stayed equal from 2018 to 2019. Other Services and Charges remained the same from 2018 to 2019. 14 City of Columbia Heights, Minnesota 2019 Budget Worksheet 101 41550 GENERAI. ASSESSING Actual Expense 2016 Actual Expense 1 2017 Adopted Budget 2018 Department Proposed 1 2019 City Manager' Proposed 2019 Council Adopted 1 2019 Line Item Description PERSONAL SERVICES 1000 ACCRUED SALARIES - 1010 REGULAR EMPLOYEES 1011 PART -TIME EMPLOYEES - 1012 SEASONAL EMPLOYEES - - 1020 OVERTIME - REGULAR 1030 VACATION & SICK - - - - - 1070 INTERDEPARTMENTAL LABOR SERV 5,964 6,278 5,606 5,600 5,600 1210 P.E.R.A. CONTRIBUTION 447 471 421 450 450 1220 F.I.C.A. CONTRIBUTION 445 463 429 450 450 1300 INSURANCE 235 219.87 1,151.00 1,150 1,150 1510 WORKERS COMP INSURANCE PREM 38 47.54 40.00 50.00 50 1810 COLA ALLOWANCE - 200 200 0999 TOTALS: PERSONAL SERVICES 7,129 7,479 7,647 7,900 7,900 SUPPLIES 2000 OFFICE SUPPLIES 54 27 50 50 50 2010 MINOR EQUIPMENT - - 2011 COMPUTER EQUIPMENT - 2020 COMPUTER SUPPLIES - - - - 2030 PRINTING & PRINTED FORMS 13 23 15 15 15 2171 GENERAL SUPPLIES - - - - - 2175 FOOD SUPPLIES - - 1999 TOTALS: SUPPLIES 67 50 65 65 65 OTHER SERVICES & CHARGES 3050 EXPERT & PROFESSIONAL SERV. 115,671 115,477 117,000 117,000 117,000 3105 TRAINING & EDUC ACTIVITIES - - - - 3210 TELEPHONE & TELEGRAPH - - - - 3220 POSTAGE 505 476 500 500 500 3250 OTHER COMMUNICATIONS - - - - 3500 LEGAL NOTICE PUBLISHING 58 476 500 500 500 3600 PROP & LIAB INSURANCE 385 318 300 300 300 4000 REPAIR & MAINT. SERVICES - - - - 4100 RENTS & LEASES 4300 MISC. CHARGES 4330 SUBSCRIPTION, MEMBERSHIP 4390 TAXES & LICENSES 4395 STATE SALES TAX - - - - - 2999 TOTALS: OTHER SERVICES & CHARGE: 116,618 116,747 118,300 118,300 118,300 OTHER FINANCING USES 8100 CONTINGENCIES - - - 6999 TOTALS: OTHER FINANCING USES - - - - - TOTALS: ASSESSING 123,814 124,276 126,012 126,265 126,265 15 FUND NUMBER 101 -41550 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 ASSESSING BUDGET SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel Personal Services COLA Allowance 200 Supplies Binders, paper, envelopes 50 Printing and forms 15 Other Services & Charaes Assessment Contract 117,000 Postage 500 Legal Notice Publishing 500 Liability /Property Insurance 300 Capital Outlay, None 16 2018 Adopted 2019 Proposed Total Total F.T.E. Total Total Comp Total Total Comp Position Title 2018 2019 Salaries Fringe & Fringe Salaries Fringe & Fringe ;Subtotal - - Labor Allocation From: Public Works Secretary II -A 0.06 0.06 3,089 1,104 4,193 3,089 1,104 4,193 Assessing Clerk 0.05 0.05 2,517 937 3,454 2,543 941 3,484 COLA Allowance - - - - - - 200 Rounding - - 23 Total 0.11 0.11 5,606 2,041 7,647 5,632 2,045 7,900 Personal Services COLA Allowance 200 Supplies Binders, paper, envelopes 50 Printing and forms 15 Other Services & Charaes Assessment Contract 117,000 Postage 500 Legal Notice Publishing 500 Liability /Property Insurance 300 Capital Outlay, None 16 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET2019 DEPARTMENT: LEGAL SERVICES 101 41610 GENERAL LEGAL SERVICES Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 2019 City Manager Proposed 2019 Council Adopted 2019 Line Item Description 0999 Personal Services 1999 Supplies - - - 2999 Other Services & Charges 191,958 176,141 176,300 181,400 181,400 4999 Capital Outlay - - - - - 6999 Contingencies & Transfers - - TOTALS: LEGAL SERVICES 191,958 176,141 176,300 181,400 181,400 Activity Description The Legal Services Department handles all civil and prosecution matters for the City. These services are currently under retainer with the law firm of Barna, Guzy, and Steffen, Ltd. This department also budgets for outside labor attorney services. Objectives Maintain current service level under current contract terms. This function assists in accomplishing all of the City Council's goals by providing legal opinions, contract review and drafting, and negotiation assistance in all aspects of city business. Budget Comments on Proposed Budget The Legal Services budget increased by $5,100 or 2.9% from 2018 to 2019 due to a $5,000 increase to prosecution fees to better represent recent years' expenditures, and a $100 increase to the property and liability insurance allocation. 17 City of Columbia Heights, Minnesota 2019 Budeet Worksheet 101 41610 GENERAL LEGAL SERVICES Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 2019 City Manager Proposed 2019 Council Adopted 2019 Line Item Description 18 OTHER SERVICES & CHARGES 3041 ATTORNEY FEES -CIVIL PROCESS 73,132 50,508 55,500 55,500 55,500 3042 ATTORNEY FEES - PROSECUTION 118,016 119,156 115,000 120,000 120,000 3045 ATTORNEY FEES - OTHER 231 6,085 5,500 5,500 5,500 3050 EXPERT & PROFESSIONAL SERV. - - - - 3500 LEGAL NOTICE PUBLISHING - - - 3600 PROP & LIAB INSURANCE 579 392 300 400 400 4300 MISC. CHARGES - - - - 4330 SUBSCRIPTION, MEMBERSHIP 4395 STATE SALES TAX - - 2999 TOTALS: OTHER SERVICES & CHARGE! 191,958 176,141.38 176,300.00 181,400 181,400 OTHER FINANCING USES 8100 CONTINGENCIES - - - 6999 TOTALS: OTHER FINANCING USES - - - TOTALS: LEGAL SERVICES 191,958 176,141 176,300 181,400 181,400 18 FUND NUMBER 101.41610 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel LEGAL SERVICES BUDGET Supplies None !Other Services & Charges 2018 Adopted 2019 Proposed F.T.E. Position Title 2018 2019 Total Total Total Comp Salaries Fringe & Fringe Total Total Total Comp Salaries Fringe & Fringe Prosecution 120,000 Other Attorney Fees (Labor, el Subtotal Liability /Property Insurance 400 Total Supplies None !Other Services & Charges Barna,Guzy & Steffen Contract General Legal Rep (Civil) 55,500 Prosecution 120,000 Other Attorney Fees (Labor, el 5,500 Liability /Property Insurance 400 19 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 DEPARTMENT: CABLE TELEVISION 225 49844 CABLE TELEVISION Actual Expense 2016 Actual Expense 2017 Adopted Budget 2018 Department Proposed 2019 City Manager Proposed 2019 Council Adopted 2019 Line Item Description 0999 Personal Services 1999 Supplies 2999 Other Services & Charges 4999 Capital Outlay 6999 Contingencies & Transfers TOTALS: CABLE TELEVISION Activity Description 3,638 808 90,925 25,260 29,183 149,814 5,348 52,026 51,300 51,300 - 5,500 9,800 9,800 20,265 63,416 78,725 78,725 5,000 63,700 64,389 64,500 64,500 89,313 190,331 204,325 204,325 The Cable Television Department operates under the Administration Department to administer the franchise ordinances with Comcast and Centuryl-ink; operate the local government access channel, and provide customer resolution to their cable service and billing issues. Objectives 1. Continue to administer franchise ordinances , which further the City Council goal of expanding collaboration with the other public entities. Begin to negotiate a franchise extension with Comcast. 2. Expand the amount of information and programming on the government access channel by both creating video content internally and working with outside agencies to broadcast relevant information they have created. This objective meets and benefits from the City Council goals of creating a communications plan, exploring more effective use of communication vehicles, modernizing the use of technology to engage youth, building on expanding collaboration with other public entities and supporting volunteerism within the community. 3. Enhance staff training and technical services on the cable broadcasting software and hardware as well as the City website, which meets the City Council goal of training and retaining a talented and professional workforce as well as developing a staff succession /transition plan. Budget Comments on Proposed Budget Overall, the Cable Television budget increased by $13,994, or 7.4 %. Personal Services reduced by $726 due to more precise wages being available for the Communications Coordinator. The Supplies budget was increased by $4,300 due to the proposed implementation of NeoGov, an online application processing system. Other Services and Charges increased by $15,309 due in large part to the inclusion of BambooHR HRIS subscription. Other Financing Uses was increased by $111 due an increase in the operating transfer out for labor. 20 City of Columbia Heights, Minnesota 2019 Budget Worksheet 225 49844 CABLE TELEVISION Actual Expense 2016 Actual Expense 1 2017 Adopted Budget 1 2018 Department Proposed 1 2019 City Manager Proposed 1 2019 Council Adopted 1 2019 Line Item Description PERSONAL SERVICES 1000 ACCRUED SALARIES - 1010 REGULAR EMPLOYEES - - 40,000 33,600 33,600 1011 PART -TIME EMPLOYEES 3,363 4,930 5,100 5,100 1012 SEASONAL EMPLOYEES - - - - 1020 OVERTIME - REGULAR 1070 INTERDEPARTMENTAL LABOR SEF - - 1210 P.E.R.A. CONTRIBUTION - - 3,000 2,500 2,500 1220 F.I.C.A. CONTRIBUTION 254 380 3,082 3,000 3,000 1300 INSURANCE 5,658 5,400 5,400 1510 WORKERS COMP INSURANCE PRE 21 37.44 286 300 300 1700 ALLOCATED FRINGE - - - - - 1810 COLA ALLOWANCE - - - 1,400 1,400 0999 TOTALS: PERSONAL SERVICES 3,638 5,348 52,026 51,300 51,300 SUPPLIES 2000 OFFICE SUPPLIES - - 200 200 200 2010 MINOR EQUIPMENT - 2,200 - 2011 COMPUTER EQUIPMENT 808 3,000 9,500 9,500 2020 COMPUTER SUPPLIES - 100 100 100 2070 TRAINING & INSTR SUPPLIES - - 2160 MAINT. & CONSTRUCT MATERIAL 2171 GENERAL SUPPLIES 2175 FOOD SUPPLIES - - - - 1999 TOTALS: SUPPLIES 808 - 5,500 9,800 9,800 OTHER SERVICES & CHARGES 3050 EXPERT & PROFESSIONAL SERV. 32,495 7,614 22,000 24,000 24,000 3105 TRAINING & EDUC ACTIVITIES - 1,500 1,875 1,875 3210 TELEPHONE & TELEGRAPH - - 3220 POSTAGE - - - - - 3250 OTHER COMMUNICATIONS 6,371 6,363 6,346 6,350 6,350 3310 LOCAL TRAVEL EXPENSE - - - 3320 OUT OF TOWN TRAVEL EXPENSE - 3430 ADVERTISING OTHER - - - 3500 LEGAL NOTICE PUBLISHING 73 - 100 200 200 3600 PROP & LIAB INSURANCE 439 310 300 400 400 4000 REPAIR & MAINT. SERVICES 5,874 - 26,300 36,800 36,800 4040 INFORMATION SYS:INTERNAL SV( 45,000 5,000 5,000 5,700 5,700 4100 RENTS & LEASES - - - 4300 MISC. CHARGES - - 4330 SUBSCRIPTION, MEMBERSHIP 288 870 2,400 2,400 4380 COMMISSION & BOARDS - - - 4390 TAXES & LICENSES 672 689 1,000 1,000 1,000 4395 STATE SALES TAX - - - - 2999 TOTALS: OTHER SERVICES & CHAF 90,925 20,265 63,416 78,725 78,725 21 City of Columbia Heights, Minnesota 2019 Budget Worksheet 225 49844 CABLE TELEVISION Actual Expense 2016 Actual Expense 2017 Adopted Budget 1 2018 Department Proposed 1 2019 City Manager Proposed 1 2019 Council Adopted 1 2019 Line Item Description CAPITAL OUTLAY 5,000 5180 OTHER EQUIPMENT 25,260 4999 TOTALS: CAPITAL OUTLAY 25,260 OTHER FINANCING USES - 7100 OPER. TRANSFER OUT - LABOR 29,183 7210 TRANSFER OUT TO GENERAL FUN 24,500 7270 TRANSFER TO CAP EQUIP REPLA 29,000 7370 TRANSFER OUT TO INFO SYSTEM! 29,000 7385 TRANSFER OUT TO LIB CAP BLDG 11,000 7390 TRANSFER OUT TO LIBRARY 11,000 8100 CONTINGENCIES - 6999 TOTALS: OTHER FINANCING USES 29,183 TOTALS: CABLE TELEVISION 149,814 22 5,000 5,000 - - 23,700 24,389 24,500 24,500 29,000 29,000 29,000 29,000 11,000 11,000 11,000 11,000 63,700 64,389 64,500 64,500 89,313 190,331 204,325 204,325 22 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2019 FUND NUMBER 225.49844 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel 2018 Adopted Total F.T.E. Total Total Comp Total Position Title 2018 2019 Salaries Fringe & Fringe Salaries Intern - 0.02 5,100 COLA Allowance - Rounding subtotal - 0.02 Labor Allocation From: 101 -41320 0.50 0.50 Siihtotal 0.50 0.52 Supplies Office supplies 200 Computer equipment 10,695 Adobe and Graphics Software 1,500 NeoGov App Processing System 8,000 Computer supplies 100 Other Services & Charges Expert and Professional Services Legal Costs 6,000 Auditor's fee 1,600 Communications Consultants 12,900 Contracted video production 3,500 services Government Access, Tightrope & 1,875 Lynda training Data Charges - Comcast 6,350 Legal notice publishing 200 Liability and property insurance 400 Repair and Maintenance Services BambooHR 12,000 Camera and Equipment Upgrai 12,500 Tightrope support for live strea 1,600 and on- demand video Annual maintenance and servic 4,750 with third party vendor Website support, maintenance 3,950 and hosting fee Tightrope support for Cablecas- 2,000 and Carousel 40,288 11,738 40,288 11,738 CABLE BUDGET 2019 Propos( Total Fringe 427 5,100 427 52,026 33,657 10,695 52,026 38,757 11,122 NATOA Membership (Natl Assn of Telecommunications Officers and Advisors ASCAP (American Society of Composers, Authors, and Publishers) and Broadcast Music, Inc. and Music Copyright licenses Association of Government Communicators Photo Gallery Subscription Internal IS Services Taxes & Licenses Capital Outlay None Other Financing Uses Labor Transfer Out Operating Transfer Out Library Transfer Out Total Comp & Fringe 5,527 1,400 21 44, 51, 870 1,000 230 300 5,700 1,000 24,500 29,000 11,000 23 Reviewer's Notes 24 Reviewer's Notes 25