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Home My WebLink About2021 Administration Proposed Detail BudgetThe City of (CH Columbia Heights 2021 PROPOSED DETAIL BUDGET L A i i L I� �III ADMINISTRATION CITY OF COLUMBIA HEIGHTS ADMINISTRATION 2021 PROPOSED DETAILED BUDGET Table of Contents Administration Functional Area Summary Page ................................................ 1 Mayor -Council (101-41110) Proposed Expense and Narrative............................................................ 2 DetailExpense....................................................................................... 3-4 Summaryof 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) Proposed Expense 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 2021 Administration City Legal Cable Mayor -Council City Manager Clerk Assessing Services TV 101 101 101 101 101 225 Revenue 30999 Taxes 194,364 552,938 66,109 117,174 135,710 - 31999 Licenses & Permits - - - - - 32999Intergovernmental 7,584 21,579 2,580 4,573 5,296 33999 Charge for Services - - 1,200 - - 34999 Fines & Forfeits - - - - 37,500 - 35999 Miscellaneous 1,011 2,877 344 610 706 152,000 36999 Sales and Related Charges - - - - - 39199 Transfers & Non Rev Receipts - 52,050 29,000 - Total Revenue 202.959 629.444 98.033 123.557 179.212 152.000 Expenses 0999 Personal Services 1999 Supplies 2999 Other Services and Charges 4999 Capital Outlay 6999 Contingencies & Transfers Total Expenses Summary Change to Fund Balance 115,700 562,200 60,300 6,859 57,600 19,100 8,800 2,300 100 - 1,700 69,650 66,950 36,450 118,400 181,300 85,450 1,500 - - - 58,000 205,950 637,950 99,050 125,359 181,300 202,750 -2,991 -8,506 -1,017 -1,802 -2,088-50,750 1 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2021 DEPARTMENT: MAYOR -COUNCIL 101 41110 GENERAL MAYOR -COUNCIL Actual Expense 2018 Actual Expense 2019 Adopted Budget 2020 Department Proposed 2021 City Manager Proposed 2021 Council Adopted 1 2021 Line Item Description 0999 Personal Services 78,903 91,187 107,600 115,700 115,700 1999 Supplies 672 537 13,100 19,100 19,100 2999 Other Services & Charges 56,210 63,150 63,450 69,650 69,650 4999 Capital Outlay - - - - - 6999 Contingencies & Transfers 906 2,598 1,500 1,500 1,500 TOTALS: MAYOR -COUNCIL 136,691 157,472 185,650 205,950 205,950 Activity Description 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 $20,300 or 11% from 2020 to 2021. Personal Services increased by $8,100 due to an increase in PERA and insurance contributions. The $6,000 increase in Supplies includes $5,500 in anticipation of events celebrating the City's 100 year anniversary - The most notable increases in Other Services and Charges include an increase of $3,650 for the Mayor and Council to attend LMC and NCL seminars and conferences; an additional $2,000 to the Out of Town Travel budget to allow two Council Members to attend the National League of Cities conference; and an additional $5,200 in Repair and Maintenance for annual subscription costs of agenda management software. These changes were partially offset by decreases in liability insurance and professional services, yielding a a net increase of $6,200 in the Other Services and Charges category. 2 City of Columbia Heights, Minnesota 2021 Bucket Worksheet 101 41110 GENERAL MAYOR -COUNCIL Actual Expense 2018 Actual Expense 2019 Adopted Budget 2020 Department Proposed 2021 City Manager Proposed 2021 M2021 Line Item Description PERSONAL SERVICES 1000 ACCRUED SALARIES - - - - - 1010 REGULAR EMPLOYEES 45,173 45,173 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 395 374 400 1,100 1,100 1220 F.I.C.A. CONTRIBUTION 3,251 3,231 3,500 3,400 3,400 1225 FLEX BENEFIT FICA - - - - - 1300INSURANCE 29,894 42,258 58,500 66,000 66,000 1510 WORKERS COMP INSURANCE PREM 190 152 200 200 200 1700 ALLOCATED FRINGE - - - - - 1810 COLA ALLOWANCE - - - - 0999 TOTALS: PERSONAL SERVICES 78,903 91,187 107,600 115,700 115,700 SUPPLIES 2000 OFFICE SUPPLIES 25 17 100 100 100 2010 MINOR EQUIPMENT - - - - - 2011 COMPUTER EQUIPMENT - - - 2020 COMPUTER SUPPLIES 139 - 100 100 100 2030 PRINTING & PRINTED FORMS 99 33 - - 2171 GENERAL SUPPLIES 166 112 12,500 18,000 18,000 2172 UNIFORMS - - - - - 2175 FOOD SUPPLIES 238 369 400 900 900 2280 VEHICLE REPAIR AND PARTS 6 6 - - - 1999 TOTALS: SUPPLIES 672 537 13,100 19,100 19,100 OTHER SERVICES & CHARGES 3050 EXPERT & PROFESSIONAL SERV. - 2,122 4,600 2,600 2,600 3105 TRAINING & EDUC ACTIVITIES 1,372 1,855 2,350 6,000 6,000 3210 TELEPHONE & TELEGRAPH 237 368 450 300 300 3211 CELL PHONES - - - - 3220 POSTAGE 82 286 100 100 100 3250 OTHER COMMUNICATIONS 125 248 250 250 250 3310 LOCAL TRAVEL EXPENSE 413 716 - 400 400 3320 OUT OF TOWN TRAVEL EXPENSE 1,598 3,417 2,000 4,000 4,000 3430 ADVERTISING OTHER - - - 3500 LEGAL NOTICE PUBLISHING 118 184 200 200 200 3600 PROP & LIAB INSURANCE 19,400 20,700 19,500 15,600 15,600 4000 REPAIR & MAINT. SERVICES 2,022 1,923 1,500 7,000 7,000 4020 BUILDING MAINTENANCE - - - - 4040 INFORMATION SYS:INTERNAL SVC 3,000 3,400 3,600 3,700 3,700 4050 GARAGE, LABOR BURD. 189 144 - - - 4100 RENTS & LEASES - - - 4300 MISC. CHARGES - - - - 4330 SUBSCRIPTION, MEMBERSHIP 27,180 27,381 28,900 28,900 28,900 4374 EMLOYEE RECOGNITION - 29 - - - 4375 VOLUNTEER RECOGNITION 386 251 400 400 4376 MISCELLANEOUS CIVIC AFFAIRS 73 107 - - - 4380 COMMISSION & BOARDS - 19 200 200 4390 TAXES & LICENSES 16 - - - 4395 STATE SALES TAX - - - - 2999 TOTALS: OTHER SERVICES & CHARGE 56,210 63,150 63,450 69,650 69,650 3 City of Columbia Heights, Minnesota 2021 Budget Worksheet 101 41110 GENERAL MAYOR -COUNCIL Actual Expense 2018 Actual Expense 2019 Adopted Budget 2020 Department Proposed 2021 City Manager Proposed 2021 Council Adopted 1 2021 Line Item Description OTHER FINANCING USES 8100 CONTINGENCIES 8200 SUNSHINE FUND 6999 TOTALS: OTHER FINANCING USES TOTALS: MAYOR -COUNCIL 64 - - - - 842 2,598 1,500 1,500 1,500 906 2,598 1,500 1,500 1,500 136,691 157,472 185,650 205,950 205,950 4 FUND NUMBER 101-41110 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2021 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel CITY COUNCIL BUDGET 2020 Adopted 2021 Proposed Total Total F.T.E Total Total Comp Total Total Comp Position Title 2020 2021 Salaries Fringe & Fringe Salaries Fringe & Fringe Mayor 0.20 0.20 13,800 12,224 26,024 13,800 14,301 28,101 Councilmember 0.20 0.20 7,800 12,125 19,925 7,800 13,509 21,309 Councilmember 0.20 0.20 7,800 11,735 19,535 7,800 13,119 20,919 Councilmember 0.20 0.20 7,800 11,735 19,535 7,800 13,119 20,919 Councilmember 0.20 0.20 7,800 14,735 22,535 7,800 16,719 24,519 Rounding - - - - 46 - -67 -67 Subtotal 1.00 1.00 45,000 62,554 107,600 45,000 70,700 115,700 Total 1.00 1.00 45,000 62,554 107,600 45,000 70,700 115,700 Supplies: Office Supplies Computer Equipment Computer Supplies General Supplies Food Supplies Other Services: Expert & Professional Services Truth in Taxation Notices Translators Training & Educational Activities Natl League of Cities (2) LMC Annual Conference Joint Legislative Conference Chamber Meetings Other Conferences OML and DP Training Telephone Postage Comcast & Anti Spam Local Travel Expense Out of Town Travel Legal Notices 100 100 18,000 900 2,500 100 1,300 1,400 300 100 400 2,500 300 100 250 400 4,000 200 Insurance Liability & property insurance Repair & Maintenance Copies, copier maintenance Adobe and Duo Agenda Mgmt. Software IS -Internal Service Subscriptions & Memberships League MN Cities Membership Dues Sister Cities Membership Dues Anoka County Mediation Services Mayors Association Metro Cities Volunteer Recognition Commission & Boards Other Financing Uses: Cards, Flowers, Retirements 15,600 1,500 300 5,200 3,700 17,300 425 3,150 25 8,000 400 200 1,500 F CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2021 DEPARTMENT: CITY MANAGER 101 41320 GENERAL CITY MANAGER Actual Expense 2018 Actual Expense 2019 Adopted Budget 2020 Department Proposed 2021 City Manager Proposed 2021 Council Adopted 2021 Line Item Description 0999 Personal Services 486,127 419,909 549,000 562,200 562,200 1999 Supplies 6,722 3,639 10,000 8,800 8,800 2999 Other Services & Charges 30,959 43,398 67,450 66,950 66,950 4999 Capital Outlay - - - - - 6999 Contingencies & Transfers - - - - TOTALS: CITY MANAGER 523,807 466,946 626,450 637,950 637,950 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, employee relations, communications, and special projects and events functions of the City. Objectives 1. Continue to 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. 6. Celebrate, promote and offer 100 year anniversary events to the residents and businesses of Columbia Heights. Budget Comments on Proposed Budget The City Manager budget increased by $11,500 from 2020 to 2021, a 1.8% overall increase. Generally, there were minor changes to the budget with the exception of an increase of $13,200 in Personal Services due to negotiated salary and benefit increases. Although not included in the City Managers budget it is important to note that an addition of $30,000 for a citywide staffing study has been included in the general fund department 101.49300, which will be paid for via the special projects fund 226. The last citywide staffing study was conducted in the 1980's and is overdue. Conducting a staffing study will ensure we remain in compliance with Minnesota Pay Equity requirements. 0 City of Columbia Heights, Minnesota 2021 Budget Worksheet 101 41320 GENERAL CITY MANAGER Actual Expense 2018 Actual Expense 2019 Adopted Budget 2020 Department Proposed 2021 City Manager Proposed 2021 Council Adopted 1 2021 Line Item Description PERSONAL SERVICES 1000 ACCRUED SALARIES - - - - 1010 REGULAR EMPLOYEES 370,399 315,856 417,900 429,500 429,500 1012 SEASONAL EMPLOYEES • - - 1020 OVERTIME -REGULAR 321 2,051 1030 VACATION & SICK 7,680 5,584 - 1050 SEVERANCE PAY - - - - - 1060 MILEAGE ALLOWANCE 6,655 5,025 4,800 4,800 4,800 1070 INTERDEPARTMENTAL LABOR SERV - 139 - - 1210 P.E.R.A. CONTRIBUTION 27,704 22,431 31,200 32,100 32,100 1220 F.I.C.A. CONTRIBUTION 26,622 23,559 30,600 31,500 31,500 1225 FLEX BENEFIT FICA • 197 - - - - 1300INSURANCE 44,063 43,698 61,600 61,100 61,100 1510 WORKERS COMP INSURANCE PREM 2,487 1,566 2,900 3,200 3,200 1700 ALLOCATED FRINGE - - - 1810 COLA ALLOWANCE - - - 0999 TOTALS: PERSONAL SERVICES 486,127 419,909 549,000 562,200 562,200 - SUPPLIES 2000 OFFICE SUPPLIES 306 288 500 500 500 2010 MINOR EQUIPMENT 390 300 300 100 100 2011 COMPUTER EQUIPMENT 2,126 1,697 500 400 400 - 2020 COMPUTER SUPPLIES 357 610 300 300 300 - 2030 PRINTING & PRINTED FORMS 34 345 - - - 2070 TRAINING & INSTR SUPPLIES - - 500 500 500 2171 GENERAL SUPPLIES 76 184 6,900 6,000 6,000 - 2172 UNIFORMS - - - - 2175 FOOD SUPPLIES 3,433 216 1,000 1,000 1,000 1999 TOTALS: SUPPLIES 6,722 3,639 10,000 8,800 8,800 OTHER SERVICES & CHARGES 3045 ATTORNEY FEES -OTHER - - - - - 3050 EXPERT & PROFESSIONAL SERV. 5,556 16,426 7,500 6,500 6,500 3105 TRAINING & EDUC ACTIVITIES 2,525 2,320 4,150 4,500 4,500 3210 TELEPHONE & TELEGRAPH 786 839 900 500 500 3211 CELL PHONES - 269 - 550 550 - 3220 POSTAGE 123 223 100 200 200 3250 OTHER COMMUNICATIONS 365 363 400 400 400 3310 LOCAL TRAVEL EXPENSE - 42 400 200 200 3320 OUT OF TOWN TRAVEL EXPENSE 1,887 1,683 2,500 2,500 2,500 3410 ADVERTISING EMPLOYMENT 345 35 800 800 800 3430 ADVERTISING OTHER 2,200 5 - - 3500 LEGAL NOTICE PUBLISHING 24 - - - 3600 PROP & LIAB INSURANCE 1,800 1,900 1,800 1,800 1,800 4000 REPAIR & MAINT. SERVICES 768 1,376 20,500 20,500 20,500 4040 INFORMATION SYS:INTERNAL SVC 10,000 11,500 12,100 12,500 12,500 4100 RENTS & LEASES 124 - - - - 4300 MISC. CHARGES - - - - - 4330 SUBSCRIPTION, MEMBERSHIP 2,658 3,972 4,500 4,500 4,500 4374 EMPLOYEE RECOGNITION 1,799 2,306 11,500 11,500 11,500 - 4375 VOLUNTEER RECOGNITION - 300 - - 7 City of Columbia Heights, Minnesota 2021 Budget Worksheet 101 41320 GENERAL CITY MANAGER Actual Expense 2018 Actual Expense 2019 Adopted Budget 2020 Department Proposed 2021 City Manager Proposed 2021 Council Adopted 2021 Line Item Description 4376 MISCELLANEOUS CIVIC AFFAIRS - 4390 TAXES & LICENSES 140 4395 STATE SALES TAX - - - - 2999 TOTALS: OTHER SERVICES & CHARGE! 30,959 43,398 67,450 66,950 66,950 OTHER FINANCING USES 8100 CONTINGENCIES - - - - - 6999 TOTALS: OTHER FINANCING USES - - - - - TOTALS: CITY MANAGER 523,807 466,946 626,450 637,950 637,950 8 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2021 FUND NUMBER 101-41320 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel CITY MANAGER BUDGET 2020 Adopted 2021 Proposed Total Total F.T.E Total Total Comp Total Total Comp Position Title 2020 2021 Salaries Fringe & Fringe Salaries Fringe & Fringe City Manager 1.00 1.00 161,300 38,122 199,422 165,845 40,196 206,041 HR Manager 1.00 1.00 91,499 29,298 120,797 95,037 27,576 122,613 Admin. Asst. HR 1.00 1.00 65,447 22,163 87,610 67,391 23,172 90,563 Comm. Coordinator 1.00 1.00 76,010 23,849 99,859 79,326 25,083 104,409 Special Projects Coordinator 1.00 1.00 58,503 21,070 79,573 55,181 21,236 76,417 Subtotal 5.00 5.00 452,759 134,502 587,261 462,780 137,263 600,043 Labor Allocation To: - 225-49844 Comm. Coor. -0.50 -0.50 -38,005 -11,925 -49,930 -39,663 -12,541 -52,204 204-46314 Spec. Proj. Coor. -0.15 -0.15 -8,775 -3,161 -11,936 -8,277 -3,185 -11,462 603-49520 Spec. Proj. Coor. -0.07 -0.07 -4,388 -1,580 -5,968 -3,863 -1,487 -5,350 603.49530 Spec. Proj. Coor. -0.07 -0.07 -4,388 -1,580 -5,968 -3,863 -1,487 -5,350 Labor Allocation From: - 101-41410 City Clerk 0.40 0.40 25,552 9,966 35,518 27,228 9,312 36,540 Rounding -55 78 23 -42 25 -17 "fatal 4.61 4.61 422,700 126,300 549,000 434,300 127,900 562,200 Supplies Other Services and Charges Continued Appt. books, folders, notepads 500 Employment Ads 800 Computer paper, labels, cartridges 300 Liability/Property Insurance 1,800 toner, etc. Repair/Maintenance Minor equipment, office coffee area 100 Bamboo HR 10,000 Computer equipment 400 NeoGov App Processing 10,000 Training and Testing materials 500 General 500 General Supplies 6,000 Professional Memberships Food Supplies 1,000 & Subscriptions Int'I Assoc. of Admin Prof. 180 Citizens League 30 National Civic League 180 Other Services and Charges Twin Cities North Chamber 230 Medtox & First Advantage League of MN Cities Dir. 110 drug testing 1,500 MN City/County Mgmt. As: 420 New employee physicals 1,500 ICMA 1,500 Citywide staff training 3,500 Metro Area Mgmt. Assn 450 I P MA 200 Training and Education Activities NPELRA/MPELRA 500 MPELRA Conferences 400 Rotary 700 LMC Conferences 500 Employment Law Institute 1,800 Costs Associated with 11,500 ICMA Conference 850 Employee Recognition Program MCMA Conference & Trgs 850 LMC Safety Training 100 Main Telephone Trunk Line 500 Cell Phones 550 Postage 200 Other Communications 400 (Courier, UPS, etc.) 0 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2021 DEPARTMENT: CITY CLERK 101 41410 GENERAL CITY CLERK Actual Expense 2018 Actual Expense 2019 Adopted Budget 2020 Department Proposed 2021 City Manager Proposed 2021 Council Adopted 2021 Line Item Description 0999 Personal Services 1999 Supplies 2999 Other Services & Charges 4999 Capital Outlay 6999 Contingencies & Transfers TOTALS: CITY CLERK Activity Description 95,447 37,731 113,100 60,300 60,300 1,208 1,626 1,250 2,300 2,300 9,728 11,849 11,450 36,450 36,450 106,384 51,207 125,800 99,050 99,050 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. Respond to citywide data requests. Budget Comments on Proposed Budget The overall City Clerk budget decreased from 2020 by $26,750 or 21%. This is due to 2020 being an election year and 2021 not having elections scheduled. The net budget increase from 2019 (prior election year) is $47,843 over two years. This is a larger than normal increase over the previous non -election year because temporary part time staff totaling $5,100 was added along with approximately $23,800 to provide for scanning and organizing documents in preparation for the move of City Hall in 2022. Other increases include $2,000 for scheduled computer replacement and $1,000 for travel for the City Clerk to attend MCFOA Clerk Certification training and the annual Clerks conference. City of Columbia Heights, Minnesota 2021 Budget Worksheet 101 41410 GENERAL CITY CLERK Actual Expense 2018 Actual Expense 2019 Adopted Budget 2020 Department Proposed 2021 City Manager Proposed 2021 Council Adopted 1 2021 Line Item Description PERSONAL SERVICES 1000 ACCRUED SALARIES - - - - - 1010 REGULAR EMPLOYEES 39,195 28,743 38,300 40,800 40,800 1011 PART-TIME EMPLOYEES 165 - - - 1012 SEASONAL EMPLOYEES 35,126 - 55,300 5,100 5,100 1020 OVERTIME -REGULAR - - - - - 1030 VACATION & SICK 2,781 -575 - - - 1050 SEVERANCE PAY - - - 1070 INTERDEPARTMENTAL LABOR SERV 3,341 - - 1210 P.E.R.A. CONTRIBUTION 3,303 1,975 2,800 3,000 3,000 1220 F.I.C.A. CONTRIBUTION 3,800 2,484 7,200 3,500 3,500 1225 FLEX BENEFIT FICA 197 167 - - - 1300INSURANCE 6,827 4,778 8,900 7,500 7,500 1400 UNEMPLOYMENT COMPENSATION - - - - 1510 WORKERS COMP INSURANCE PREM 711 158 600 400 400 1700 ALLOCATED FRINGE - - - - - 1810 COLA ALLOWANCE - - - - - 0999 TOTALS: PERSONAL SERVICES 95,447 37,731 113,100 60,300 60,300 SUPPLIES 2000 OFFICE SUPPLIES 140 29 50 100 100 2010 MINOR EQUIPMENT 125 - - - - 2011 COMPUTER EQUIPMENT - 1,279 - 2,000 2,000 2020 COMPUTER SUPPLIES 138 - - • - 2030 PRINTING & PRINTED FORMS 544 64 1,000 - - - 2171 GENERAL SUPPLIES 261 254 200 200 200 2175 FOOD SUPPLIES - - - 1999 TOTALS: SUPPLIES 1,208 1,626 1,250 2,300 2,300 OTHER SERVICES & CHARGES 3050 EXPERT & PROFESSIONAL SERV. 1,402 4,535 1,500 25,300 25,300 3105 TRAINING & EDUC ACTIVITIES - 95 750 750 750 3210 TELEPHONE & TELEGRAPH - - - - 3220 POSTAGE 182 - 200 200 200 - 3250 OTHER COMMUNICATIONS - - - - - - 3310 LOCAL TRAVEL EXPENSE 85 20 - - - 3320 OUT OF TOWN TRAVEL EXPENSE - 1,000 1,000 3430 ADVERTISING OTHER - - - 3500 LEGAL NOTICE PUBLISHING 410 - 400 100 100 3600 PROP & LIAB INSURANCE 400 400 300 300 300 4000 REPAIR & MAINT. SERVICES 3,681 3,214 4,500 4,800 4,800 - 4040 INFORMATION SYSTEMS:INTERNAL SV 3,000 3,400 3,600 3,700 3,700 4100 RENTS & LEASES 524 - - 4300 MISC. CHARGES - - 4330 SUBSCRIPTION, MEMBERSHIP 45 45 200 300 300 4380 COMMISSION & BOARDS - - - - 4390 TAXES & LICENSES - 140 - - - 2999 TOTALS: OTHER SERVICES & CHARGES 9,728 11,849 11,450 36,450 36,450 CAPITAL OUTLAY 5180 OTHER EQUIPMENT - - - 4999 TOTALS: CAPITAL OUTLAY - - - 11 City of Columbia Heights, Minnesota 2021 Budget Worksheet 101 41410 GENERAL CITY CLERK Actual Expense 2018 Actual Expense 1 2019 Adopted Budget 1 2020 Department Proposed 1 2021 City Manager Proposed 1 2021 Council Adopted 1 2021 Line Item Description OTHER FINANCING USES 8100 CONTINGENCIES - 6999 TOTALS: OTHER FINANCING USES - - - - - TOTALS: CITY CLERK 106,384 51,207 125,800 99,050 99,050 12 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2021 FUND NUMBER 101.41410 SUMMARY OF COST FACTORS FOR THE COMING YEAR Exolanation of Personnel CITY CLERK BUDGET 2020 Adopted 2021 Proposed Total Total F.T.E Total Total Comp Total Total Comp Position Title 2020 2021 Salaries Fringe & Fringe Salaries Fringe & Fringe •City Clerk 1.00 1.00 63,881 24,915 88,796 68,071 23,280 91,351 'Temp Admin. PT - 0.15 - - - 5,100 430 5,530 Temp for Absentee Ballots 0.35 - 8,640 715 9,355 - - - Election Head Judges 0.17 - 4,860 402 5,262 - Election Asst. Head Judges 0.17 - 4,500 372 4,872 - Election Judges 1.44 - 36,000 2,977 38,977 Student Election Judges 0.06 1,262 105 1,367 - Subtotal 3.19 1.15 119,143 29,486 148,629 73,171 23,71❑ 96,881 Labor Allocation To: 101-41320 City Manager -0.40 -0.40 -25,552 -9,966 -35,518 -27,228 -9,312 -36,540 Rounding - - - - -11 -43 2 -41 Total 2.79 0.75 93,591 19,520 113,100 45,900 14,400 60,300 Supplies: Office Supplies 100 Computer Equipment 2,000 General Supplies 200 Other Services and Charges Expert & Professional Services Amer. Legal Pub 2,000 Time Savers 4,800 LaserFiche 18,500 Training & Education MCFOA Clerk School yr. 2 450 Other Conferences 300 Postage 200 Out of Town Travel 1,000 Legal Notices/Publishing Sun Focus - Legal Notices 100 Prop & Liab Insurance 300 IS -Internal Service 3,700 Repair & Maint. Services 4,800 Memberships MCFOA 200 International Clerks Inst. 100 13 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2021 DEPARTMENT: ASSESSING 101 41550 GENERAL ASSESSING Actual Expense 2018 Actual Expense 2019 Adopted Budget 2020 Department Proposed 2021 City Manager Proposed 1 2021 Council Adopted 1 2021 Line Item Description 0999 Personal Services 6,821 6,758 6,600 6,859 6,859 1999 Supplies 50 182 100 100 100 2999 Other Services & Charges 116,588 118,345 118,600 118,400 118,400 4999 Capital Outlay - - - - - 6999 Contingencies & Transfers - - - - - TOTALS: ASSESSING 123,459 125,286 125,300 125,359 125,359 Activity Description 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 process 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 stayed the same from 2020 to 2021, with a $200 increase in Personnel due to negotiated wage and benefit increases, a $100 increase to postage and a $300 reduction in Legal Notices to better reflect actual expenses. 14 City of Columbia Heights, Minnesota In77 Mirioat WnrkcitPPt 101 41550 GENERAL ASSESSING Actual Expense 1018 Actual Expense 1019 Adopted Budget 2020 Department Proposed 2021 City Manager Proposed 2021 Council Adopted 1 2021 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 5,720 5,731 5,100 5,302 5,302 1210 P.E.R.A. CONTRIBUTION 429 415 400 397 397 1220 F.I.C.A. CONTRIBUTION 421 420 400 405 405 1300INSURANCE 210 163 700 714 714 1510 WORKERS COMP INSURANCE PREM 41 29 - 41 41 1810 COLA ALLOWANCE - - - - - 0999 TOTALS: PERSONAL SERVICES 6,821 6,758 6,600 6,859 6,859 SUPPLIES 2000 OFFICE SUPPLIES 30 18 50 50 50 2010 MINOR EQUIPMENT - - - - 2011 COMPUTER EQUIPMENT 112 - 2020 COMPUTER SUPPLIES - - - - - - 2030 PRINTING & PRINTED FORMS 20 52 50 50 50 2171 GENERAL SUPPLIES - - - - 2175 FOOD SUPPLIES - - - - - - 1999 TOTALS: SUPPLIES 50 182 100 100 100 - OTHER SERVICES & CHARGES 3050 EXPERT & PROFESSIONAL SERV. 115,168 116,403 117,000 117,000 117,000 3105 TRAINING & EDUC ACTIVITIES - - - - - 3210 TELEPHONE & TELEGRAPH - - - - 3220 POSTAGE 532 636 600 700 700 3250 OTHER COMMUNICATIONS - - - - 3500 LEGAL NOTICE PUBLISHING 588 - 800 500 500 3600 PROP & LIAB INSURANCE 300 300 200 200 200 4000 REPAIR & MAINT. SERVICES - - - - - 4100 RENTS & LEASES - 4300 MISC. CHARGES 1,007 - - 4330 SUBSCRIPTION, MEMBERSHIP - 4390 TAXES & LICENSES - - 4395 STATE SALES TAX - - - - - 2999 TOTALS: OTHER SERVICES & CHARGE 116,588 118,345 118,600 118,400 118,400 OTHER FINANCING USES 8100 CONTINGENCIES - - - - - 6999 TOTALS: OTHER FINANCING USES - - - - - TOTALS: ASSESSING 123,459 125,286 125,300 125,359 125,359 15 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2021 FUND NUMBER 101-41550 ASSESSING BUDGET SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel 2020 Adopted 2021 Proposed Total Total F.T.E. Total Total Comp Total Total Comp Position Title 2020 2021 Salaries Fringe & Fringe Salaries Fringe & Fringe Subtotal - - - - - Labor Allocation From: Public Works Secretary II -A 0.06 0.06 3,277 1,197 4,474 3,375 1,251 4,626 Assessing Clerk 0.05 0.05 1,870 296 2,166 1,926 306 2,232 COLA Allowance Rounding -47 7 -40 1 1 70ts! 0.11 1111 5,100 1,500 6,600 5,302 1,557 b,859 Supplies Binders, paper, envelopes 50 Printing and forms 50 Other Services & Charees Assessment Contract 117,000 Postage 700 Legal Notice Publishing 500 Liability/Property Insurance 200 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2021 DEPARTMENT: LEGAL SERVICES 101 41610 GENERAL LEGAL SERVICES Actual Expense 2018 Actual Expense 2019 Adopted Budget 2020 Department Proposed 1 2021 City Manager Proposed 2021 Council Adopted 2021 Line Item Description 0999 Personal Services - - - 1999 Supplies - - - - - 2999 Other Services & Charges 175,934 173,229 181,200 181,300 181,300 4999 Capital Outlay - - - - - 6999 Contingencies & Transfers - - - - - - TOTALS: LEGAL SERVICES 175,934 173,229 181,200 181,300 181,300 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 $100, from 2020 to 2021. All line items remained the same with the exception of a $100 increase in property and liability insurance. 17 City of Columbia Heights, Minnesota 2021 Budget Worksheet 101 41610 GENERAL LEGAL SERVICES Actual Expense 2018 Actual Expense 2019 Adopted Budget 2020 Department Proposed 2021 City Manager Proposed 1 2021 Council Adopted 1 2021 Line Item Description OTHER SERVICES & CHARGES 3041 ATTORNEY FEES -CIVIL PROCESS 50,508 3042 ATTORNEY FEES -PROSECUTION 119,186 3045 ATTORNEY FEES - OTHER 5,940 3050 EXPERT & PROFESSIONAL SERV. - 3500 LEGAL NOTICE PUBLISHING - 3600 PROP & LIAB INSURANCE 300 4300 MISC. CHARGES - 4330 SUBSCRIPTION, MEMBERSHIP - 4395 STATE SALES TAX 2999 TOTALS: OTHER SERVICES & CHARGE! 175,934 OTHER FINANCING USES 8100 CONTINGENCIES - 6999 TOTALS: OTHER FINANCING USES TOTALS: LEGAL SERVICES 175,934 50,508 55,500 55,500 55,500 118,986 120,000 120,000 120,000 3,335 5,500 5,500 5,500 400 200 300 300 173,229 181,200 181,300 181,300 - 173,229 181,200 181,300 181,300 - 18 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2021 FUND NUMBER 101.41610 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel LEGAL SERVICES BUDGET 2020 Adopted 2021.Proposed F.T.E. Position Title 2020 2021 Total Total Total Comp Salaries Fringe & Fringe Total Total Total Comp Salaries Fringe & Fringe Subtotal - - - - - - Total - - - - - - Other Services & Charges Barna, Guzy & Steffen Contract General Legal Rep (Civil) 55,500 Prosecution 120,000 Other Attorney Fees (Labor, etc. 5,500 Liability/Property Insurance 300 19 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2021 DEPARTMENT: CABLE TELEVISION 225 49844 CABLE TELEVISION Actual Expense 2018 Actual Expense 1 2019 Adopted Budget 1 2020 Department Proposed 1 2021 City Manager I Proposed 2021 Council I Adopted 2021 Line Item Description 0999 Personal Services 32,450 48,664 55,400 57,600 57,600 1999 Supplies 4,520 11,824 2,200 1,700 1,700 2999 Other Services & Charges 38,186 37,936 85,700 85,450 85,450 4999 Capital Outlay - - - - 6999 Contingencies & Transfers 64,389 64,500 65,400 58,000 58,000 TOTALS: CABLE TELEVISION 139,545 162,924 208,700 202,750 202,750 Activity Description The Cable Television Department operates under the Administration Department to administer the franchise ordinances with Comcast and CenturyLink; operate the local government access channels; 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. 2. Expand the amount of information and programming on the government access channel, website, and YouTube 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 and residents from other cultural backgrounds, 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 decreased by $5,950 or 2.8%. The Supplies budget decreased slightly due to less Computer Equipment needs. $550 was added to the Other Services budget to provide a cell phone to the Communications Coordinator; and website support was increased by $3,000 to provide survey, app and other features to the City's official website. It is important to note that the cable equipment used to live broadcast City Council and Planning Commission meetings has become inoperable, and to replace or fix the system would cost over $30,000. Due to current plans to move to a new City Hall within the next couple of years staff recommends not replacing this equipment. Instead, staff is video recording the meetings using a handheld video camera and uploading the videos to our website and cable channel. It is also important to note staff reduced anticipated cable revenue by 20% due to subscribers increasingly "cutting the cord" and moving away from traditional cable service to app and internet based services. Note, the large increase for the current year 2020 in line item #3050 reflects that beginning in 2020, the costs of the quarterly city newsletter are reported in this line item. 20 City of Columbia Heights, Minnesota 2021 Budget Worksheet 225 49844 CABLE TELEVISION Actual Expense 2018 Actual Expense 2019 Adopted Budget 2020 Department Proposed 2021 City Manager Proposed 2021 Council Adopted 1 2021 Line Item Description PERSONAL SERVICES 1000 ACCRUED SALARIES - - - - - 1010 REGULAR EMPLOYEES 22,408 35,260 38,000 39,600 39,600 1011 PART-TIME EMPLOYEES 2,806 2,610 5,100 5,100 5,100 1012 SEASONAL EMPLOYEES - - - - - 1020 OVERTIME -REGULAR 1070 INTERDEPARTMENTAL LABOR SEI - - - - - 1210 P.E.R.A. CONTRIBUTION 1,681 2,521 2,800 3,000 3,000 1220 F.I.C.A. CONTRIBUTION 1,925 2,897 3,300 3,400 3,400 1300INSURANCE 3,460 5,184 5,900 6,200 6,200 1510 WORKERS COMP INSURANCE PRE 170 192 300 300 300 1700 ALLOCATED FRINGE - - - - 1810 COLA ALLOWANCE - - - - • 0999 TOTALS: PERSONAL SERVICES 32,450 48,664 55,400 57,600 57,600 SUPPLIES 2000 OFFICE SUPPLIES 3 100 100 100 2010 MINOR EQUIPMENT 549 - - 2011 COMPUTER EQUIPMENT 3,821 11,793 2,000 1,500 1,500 2020 COMPUTER SUPPLIES 24 - 100 100 100 2030 PRINTING & PRINTED FORMS 86 31 - - - 2070 TRAINING & INSTR SUPPLIES - - - 2160 MAINT. & CONSTRUCT MATERIAL - - - 2171 GENERAL SUPPLIES 36 2175 FOOD SUPPLIES - 1999 TOTALS: SUPPLIES 4,520 11,824 2,200 1,700 1,700 OTHER SERVICES & CHARGES 3050 EXPERT & PROFESSIONAL SERV. 10,273 11,916 55,200 53,200 53,200 3105 TRAINING & EDUC ACTIVITIES - 200 1,900 1,900 1,900 3210 TELEPHONE & TELEGRAPH - - - - 3211 CELL PHONES - 550 550 3220 POSTAGE - - 2,000 - - 3250 OTHER COMMUNICATIONS 6,327 6,365 6,000 6,200 6,200 3310 LOCAL TRAVEL EXPENSE - - - 3320 OUT OF TOWN TRAVEL EXPENSE 3430 ADVERTISING OTHER 3500 LEGAL NOTICE PUBLISHING - - 200 - - 3600 PROP & LIAB INSURANCE 300 400 300 400 400 4000 REPAIR & MAINT. SERVICES 16,273 12,753 10,700 14,500 14,500 4040 INFORMATION SYS:INTERNAL SV( 5,000 5,700 6,000 6,200 6,200 4100 RENTS & LEASES - - - - 4300 MISC. CHARGES - - - - 4330 SUBSCRIPTION, MEMBERSHIP 245 2,400 1,500 1,500 4380 COMMISSION & BOARDS - - - - - 4390 TAXES & LICENSES 12 357 1,000 1,000 1,000 4395 STATE SALES TAX - - - - - 21 City of Columbia Heights, Minnesota 2021 Budget Worksheet 225 49844 CABLE TELEVISION Actual Expense 2018 Actual Expense 2019 Adopted Budget 2020 Department Proposed 2021 ,City Manager Proposed 2021 Council Adopted 1 2021 Line Item Description 2999 TOTALS: OTHER SERVICES & CHAF 38,186 37,936 85,7UU 85,45U 85,45U CAPITAL OUTLAY 5180 OTHER EQUIPMENT - - - 4999 TOTALS: CAPITAL OUTLAY - - - OTHER FINANCING USES 7100 OPER. TRANSFER OUT - LABOR 24,389 24,500 25,400 18,000 18,000 7210 TRANSFER OUT TO GENERAL FUN 29,000 29,000 29,000 29,000 29,000 7270 TRANSFER TO CAP EQUIP REPLA - - - - - 7370 TRANSFER OUT TO INFO SYSTEM! - 7385 TRANSFER OUT TO LIB CAP BLDG - - - - - 7390 TRANSFER OUT TO LIBRARY 11,000 11,000 11,000 11,000 11,000 8100 CONTINGENCIES - - - - - - 6999 TOTALS: OTHER FINANCING USES 64,389 64,500 65,400 58,000 58,000 TOTALS: CABLE TELEVISION 139,545 162,924 208,700 202,750 202,750 22 FUND NUMBER 225.49844 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2021 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel CABLE BUDGET 2020 Adopted 2021 Proposed Total Total F.T.E. Total Total Comp Total Total Comp Position Title 2020 2021 Salaries Fringe & Fringe Salaries Fringe & Fringe Intern 0.02 0.02 5,100 427 5,527 5,100 430 5,530 Subtotal 0.02 0.02 5,100 427 5,527 5,100 430 5,530 Labor Allocation From: 101-41320 Comm. Coordinator 0.50 0.50 38,005 11,925 49,930 39,663 12,541 52,204 Rounding -5 -52 -57 -63 -71 -134 Subtotal 0.52 0.52 43,100 12,300 55,400 44,700 12,900 57,600 Supplies Office supplies Computer equipment Adobe and Graphics Software Computer supplies Other Services &_Chames Expert and Professional Services Legal Costs Auditor's fee Communications Consultants Contracted video production services Newsletter Cable and Web Tech Support Post Card Mailings Government Access, Tightrope & Lynda training Cell Phones Other Communications Data Charges - Comcast Legal notice publishing Liability and Property Insurance Repair and Maintenance Services Tightrope support for live strearr and on -demand video Annual maintenance and service with third party vendor Website support, maintenance and hosting fee 100 1,500 100 Tightrope support for Cablecast 2,000 and Carousel 1,700 Subscriptions and Memberships 12,000 NATOA Membership (Natl Assn of 3,500 Telecommunications Officers and Advisors 30,000 ASCAP (American Society of 2,000 Composers, Authors, and Publishers) 2,000 and Broadcast Music, Inc. and 1,900 Music Copyright licenses Association of Government 550 Communicators Photo Gallery Subscription 6,200 Internal IS Services Taxes and Licenses 400 Other Financing Uses 1,600 Labor Transfer Out Operating Transfer Out 3,200 Library Transfer Out 7,700 2,000 1,000 500 6,200 1,000 18,000 29,000 11,000 23 Reviewer's Notes 24 Reviewer's Notes 25