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Home My WebLink About2021 General Goverment Proposed Detail BudgetThe City of Columbia Heights 2021 PROPOSED DETAIL BUDGET Sid GENERAL GOVERNMENT City of Columbia Heights Table of Contents General Government 2021 Proposed Detail Budget General Government Functional Area Summary Page City Hall Proposed Expense and Narrative Detail Expense Summary of Costs Recognition/Special Events Proposed Expense and Narrative Detail Expense Summary of Costs Contingencies Proposed Expense and Narrative Detail Expense Summary of Costs Transfers Proposed Expense and Narrative Detail Expense Summary of Costs Reviewer's Notes Blank Pages 1 2 3 5 7 8 10 11 12 13 14 15 16 17 City of Columbia Heights, Minnesota BUDGET 2021 General Government City Recognition/ Hall Spec Events Contingencies Transfers 101 101 101 101 Revenue 30999 Taxes 136,842 33,031 155,718 31999 Licenses & Permits - - - 32999Intergovernmental 5,340 1,289 6,077 33999 Charge for Services - - 34999 Fines & Forfeits - - - 35999 Miscellaneous 19,712 172 810 36999 Sales and Related Charges - - - 39199 Transfers & Non Rev Receipts - - - Total Revenue 161,894 - 34,492 162,605 Expenses 0999 Personal Services 1999 Supplies 16,800 2999 Other Services & Charges 147,200 4999 Capital Outlay - - - 6999 Contingencies & Transfers - 35,000 165,000 Total Expenses 164,000 - 35,000 165,000 Change to Fund Balance -2,106 -508 -2,395 1 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2021 DEPARTMENT: CITY HALL 101 41940 GENERAL CITY HALL 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 262 666 - - - 1999 Supplies 25,266 7,980 17,300 16,800 16,800 2999 Other Services & Charges 115,661 142,117 143,400 147,200 147,200 4999 Capital Outlay - - 6999 Contingencies & Transfers - - - - - TOTALS: CITY HALL 141,188 150,762 160,700 164,000 164,000 Activity Description This department accounts for the general maintenance of City Hall. The major expenses in this budget are utilities, janitorial expenses, building maintenance, and HVAC. Due to the age of the building, it is susceptible to significant unplanned emergency maintenance over time. Additionally, a significant portion of the department's budget is for weather -dependent utility costs. These greater risk factors, relative to many other departments, are considered when estimating the next year's budget. Objectives This department's objective is to maintain the existing City Hall in a condition that is safe and respectable until it is replaced under the approved City Hall master plan. Budget Comments on Proposed Budget The proposed 2021 budget for this department is an increase of $3,300 or 2% over 2020. This increase is substantially all to the allowance for potential major maintenance to the City Hall building. Maintenance costs for City Hall are routinely budgeted at a high level in this department, in order to address the unpredictable timing and significance of repairs intermittently required to an obsolete older building in poor condition. Despite the general goal of not investing any additional amounts in the existing building before it is abandoned, major repairs can still be unavoidable. A recent example is the elevator repair required in 2019 to keep the building operational. That repair increased actual 2019 building maintenance expenses in line item 4020 by $20,000 over 2018 actual expenses. Approximately $20,000 of the amount budgeted in line item 4020 for 2021 is a contingency to allow for an equivalent unplanned repair in 2021 . E City of Columbia Heights, Minnesota 2021 Budget Worksheet 101 41940 GENERAL CITY HALL Actual Expense 2018 Actual Expense 2019 Adopted Budget 2020 Department Proposed 2021 City Manager Proposed 2021 Council Adopted 2021 Line Item Description PERSONAL SERVICES 1000 ACCRUED SALARIES 1010 REGULAR EMPLOYEES 1011 PART-TIME EMPLOYEES 1030 VACATION & SICK 1050 SEVERANCE PAY - - 1070 INTERDEPARTMENTAL LABOR SEI 212 520 - 1210 P.E.R.A. CONTRIBUTION 16 39 1220 F.I.C.A. CONTRIBUTION 16 39 1300INSURANCE 8 51 1510 WORKERS COMP INSURANCE PRE 10 17 1700 ALLOCATED FRINGE - 0999 TOTALS: PERSONAL SERVICES 262 666 - - SUPPLIES 2000 OFFICE SUPPLIES 1,541 1,289 1,700 1,700 1,700 2010 MINOR EQUIPMEMNT 17,755 1,767 8,000 7,000 7,000 2011 COMPUTER EQUIPMENT 1,117 2,603 2,000 3,000 3,000 2020 COMPUTER SUPPLIES 36 - - - 2030 PRINTING & PRINTED FORMS 543 151 1,000 800 800 2070 TRAINING & INSTR SUPPLIES - - - - 2160 MAINT. & CONSTRUCT MATERIAL - - - - 2171 GENERAL SUPPLIES 3,926 2,060 4,000 4,000 4,000 2175 FOOD SUPPLIES - - - 2280 VEHICLE REPAIR AND PARTS 55 - 300 - - 2282 GAS, OIL, LUBRICANTS 292 109 300 300 300 1999 TOTALS: SUPPLIES 25,266 7,980 17,300 16,800 16,800 OTHER SERVICES & CHARGES 3050 EXPERT & PROFESSIONAL SERV. 44 - - - - 3105 TRAINING & EDUC ACTIVIITES - - - - 3210 TELEPHONE & TELEGRAPH 318 799 500 500 500 3211 CELL PHONES - - - - 3220 POSTAGE 2,175 2,325 2,500 2,800 2,800 3250 OTHER COMMUNICATIONS 69 76 100 100 100 3310 LOCAL TRAVEL EXPENSE 6 71 - 3430 ADVERTISING OTHER - - 3500 LEGAL NOTICE PUBLISHING - - - 3600 PROP & LIAB INSURANCE 4,400 4,800 4,300 4,900 4,900 3810 ELECTRIC 20,747 17,733 21,800 22,000 22,000 3820 WATER 1,527 906 1,800 1,300 1,300 3830 GAS 7,151 7,224 7,500 7,700 7,700 3850 SEWER 2,558 1,478 2,800 2,800 2,800 4000 REPAIR & MAINT. SERVICES 10,053 10,422 10,600 10,600 10,600 4010 BUILDIJNG MAINT:LABOR & BUR[ 52,300 55,400 55,400 55,400 55,400 4020 BUILDING MAINTENANCE 16,999 42,286 37,000 40,000 40,000 4040 INFORMATION SYS:INTERNAL SV( 6,000 6,900 7,300 7,500 7,500 3 City of Columbia Heights, Minnesota 2021 Budget Worksheet 101 41940 GENERAL CITY HALL Actual Expense 2018 Actual Expense 2019 Adopted Budget 2020 Department Proposed 2021 City Manager Proposed 2021 Council Adopted 2021 Line Item Description 4050 GARAGE, LABOR BURD. 520 514 700 600 600 4060 INTERDEPARTMENTAL COPIER CF -9,690 -9,279 -9,500 -9,500 -9,500 4100 RENTS & LEASES 383 363 500 400 400 4300 MISC. CHARGES - - 4330 SUBSCRIPTION, MEMBERSHIP - 100 - 4390 TAXES & LICENSES 100 100 100 100 4395 STATE SALES TAX - - 2999 TOTALS: OTHER SERVICES & CHAI 115,661 142,117 143,400 147,200 147,200 CAPITAL OUTLAY 5120 BUILDING - - - - - 5180 OTHER EQUIPMENT 4999 TOTALS: CAPITAL OUTLAY - OTHER FINANCING USES 8100 CONTINGENCIES 6999 TOTALS: OTHER FINANCING USES - TOTALS: CITY HALL 141,188 150,762 160,700 164,000 164,000 4 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2021 FUND NUMBER GENERAL GOVERNMENT CITY HALL 101.41940 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel 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 None - - Subtotal Total - Nonpersonnel Expenses Description Amount Object code Copy paper & standard office Supplies - per trend 1,700 2000 Minor Equip: desks, chairs, cabinets 7,000 2010 Computer equip: examples include replacement of security cameras, reception PC, wireless access points 3,000 2011 Printing - City envelopes 800 2030 General supplies - lite bulbs, trash bags, cleaning supplies, etc. 4,000 2171 Garage allocation - fuel for generator 300 2282 Supplies Subtotal 16,800 Telephones per prep manual + est long distance 500 3210 Postage per prep manual (est meter rent & maint.) 2,800 3220 Other Communications: per prep manual 100 3250 Property & Liability Insurance per prep manual est. 4,900 3600 Electric per trend 22,000 3810 Water per trend 1,300 3820 Gas per trend 7,700 3830 Sewer per trend 2,800 3850 Summary of Costs Continued on Next Page CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2021 FUND NUMBER 101.41940 GENERAL GOVERNMENT CITY HALL SUMMARY OF COST FACTORS FOR THE COMING YEAR Summary of Costs Continued Nonpersonnel Expenses Continued Description Amount Object code Other Maint. & Repair (not bldg.): Konica Copier agreement: 9,500 of maint. agreement for folder/stuffer 400 Other equip maint. 700 10,600 Bldg. Maintenance -Internal Services: per prep manual 55,400 4010 Bldg. Maintenance and Repair Fire alarm monitoring & services 1,000 Intrusion alarm monitoring 500 Carpet cleaning 1,300 Window cleaning 300 Pest & Lawn control 400 Rugs & drip dispensers 800 Elevator inspection agreement 800 Elevator repairs 6,000 Doors/security system maint. 3,000 Electrical- ballasts & various 3,000 Plumbing -various 2,000 Flooring replacement/repair 2,000 Painting/patching/ masonry/roof patching 3,000 HVAC base agreement 9,900 HVAC not under agreement: 4,000 Other building repair and maintenance 2,000 40,000 4020 Information Systems -Internal Service: per prep manual 7,500 4040 Garage labor per trend 600 4050 Interdept copier credit: for centrally -paid copier agreement -9,500 4060 Share of Folder/stuffer lease 400 4100 Elevator permit 100 4390 Other Services & Charges 147,200 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2021 DEPARTMENT: RECOGNITION/SPECIAL EVENTS 101 45050 GENERAL RECOGNITION/SPECIAL EVENTS Actual Expense 2018 Actual Expense 1 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: RECOGNITION/SPECIAL Activity Description 909 2,373 41,178 42,916 42,087 45,289 This department was originally established to budget and account for various activities that did not specifically fall under other departments. Examples of these activities are employee and volunteer recognition events, fireworks at the Jamboree, the City Beautification Program, and the City newsletter. Objectives See below. Budget Comments on Proposed Budget This department was discontinued after 2019, with its functions redistributed to other city departments. 7 City of Columbia Heights, Minnesota 2021 Budget Worksheet 101 GENERAL 45050 RECOGNITION/SPECIAL EVENT Actual Expense 2018 Actual Expense 2019 Adopted Budget 2020 Department Proposed 2021 City Manager Proposed 2021 Council Adopted 2021 Line Item Description PERSONAL SERVICES 1000 ACCRUED SALARIES 1010 REGULAR EMPLOYEES 1012 SEASONAL EMPLOYEES 1070 INTERDEPARTMENTAL LABOR'_ 1210 P.E.R.A. CONTRIBUTION 1220 F.I.C.A. CONTRIBUTION 1225 FLEX BENEFIT FICA 1300 INSURANCE 1400 UNEMPLOYMENT COMPENSAT 1510 WORKERS COMP INSURANCE P 1700 ALLOCATED FRINGE 1810 COLA ALLOWANCE 0999 TOTALS: PERSONAL SERVICES SUPPLIES 2000 OFFICE SUPPLIES 2010 MINOR EQUIPMENT 2011 COMPUTER EQUIPMENT 2030 PRINTING & PRINTED FORMS 715 2160 MAINT. & CONSTRUCT MATERI 1,500 2171 GENERAL SUPPLIES - - 2175 FOOD SUPPLIES 742 114 2280 VEHICLE REPAIR AND PARTS - - 2282 GAS, OIL, LUBRICANTS 166 44 1999 TOTALS: SUPPLIES 909 2,373 OTHER SERVICES & CHARGES 3050 EXPERT & PROFESSIONAL SERV 3,750 -200 3105 TRAINING & EDUC ACTIVITIES - - 3220 POSTAGE 3250 OTHER COMMUNICATIONS 3310 LOCAL TRAVEL EXPENSE - 3430 ADVERTISING OTHER - 105 3440 NEWSLETTER 28,837 28,318 3600 PROP & LIAB INSURANCE 400 400 4000 REPAIR & MAINT. SERVICES - 4100 RENTS & LEASES 4200 PROGRAM ACTIVITY FEES 1,455 4300 MISC. CHARGES - 4330 SUBSCRIPTION, MEMBERSHIP 4372 CITY FLOAT - - 4374 EMPLOYEE RECOGNITION 6,535 6,788 4375 VOLUNTEER RECOGNITION - 4376 MISCELLANEOUS CIVIC AFFAIR! 200 1,256 4378 SPECIAL EVENTS - 6,249 4380 COMMISSION & BOARDS - I City of Columbia Heights, Minnesota 2021 Budget Worksheet 101 GENERAL 45050 RECOGNITION/SPECIAL EVENT Actual Expense 2018 Actual Expense 2019 Adopted Budget 2020 1 Department Proposed 2021 City Manager Proposed 2021 Council Adopted 2021 Line Item Description 4390 TAXES & LICENSES 4395 STATE SALES TAX - - 2999 TOTALS: OTHER SERVICES & CH 41,178 42,916 CAPITAL OUTLAY 4999 TOTALS: CAPITAL OUTLAY - - - OTHER FINANCING USES 8100 CONTINGENCIES - 6999 TOTALS: OTHER FINANCING US - - - TOTALS: RECOGNITION/SPECI, 42,087 45,289 i CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2021 FUND NUMBER RECOGNITION/SPECIAL EVENTS 101.45050 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel 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 None - - - Subtotal - Labor Allocation To: None - 'Total - - This department was discontinued after 2019, with its functions redistributed to other city departments. 10 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2021 DEPARTMENT: CONTINGENCIES 101 49200 GENERAL CONTINGENCIES 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 - 3,350 2999 Other Services & Charges 4,053 - 4999 Capital Outlay - - 6999 Contingencies & Transfers - 35,000 35,000 35,000 TOTALS: CONTINGENCIES 4,053 3,350 35,000 35,000 35,000 Activity Description This department was established to budget and account for activities not budgeted under other departments. Objectives The objective of the Contingency department is to provide enough flexibility in the overall budget to adapt to items which cannot be projected/forecasted. Budget Comments on Proposed Budget The proposed contingency budgeted for 2021 of $35,000 is the same as for the 2017 - 2020 budget years. 11 City of Columbia Heights, Minnesota 2021 Budget Worksheet 101 49200 GENERAL CONTINGENCIES Actual Expense 2018 Actual Expense 2019 Adopted Budget 1 2020 Department Proposed 2021 City Manager Proposed 2021 Council Adopted 2021 Line Item Description SUPPLIES 2011 COMPUTER EQUIPMENT 1999 TOTAL SUPPLIES OTHER SERVICES & CHARGES 3050 EXPERT & PROFESSIONAL SERV. 3600 PROP & LIAB INSURANCE 4000 REPAIR & MAINT. SERVICES 4390 TAXES & LICENSES 4395 STATE SALES TAX 2999 TOTALS: OTHER SERVICES & CHA CAPITAL OUTLAY 6210 MISCELLANEOUS FISCAL CHARGE 4999 TOTALS: CAPITAL OUTLAY OTHER FINANCING USES 7370 TRANSFER OUT TO INFO SYSTEM 8100 CONTINGENCIES 8200 SUNSHINE FUND 6999 TOTALS: OTHER FINANCING USE' TOTALS: CONTINGENCIES 3,350 3,350 4,053 4,053 35,000 35,000 35,000 - - 35,000 35,000 35,000 4,053 3,350 35,000 35,000 35,000 12 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2021 FUND NUMBER GENERAL GOVERNMENT CONTINGENCIES 101.49200 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel 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 None - - - Subtotal Labor Allocation To: None Total - Nonpersonnel Expenses Description Allowance for both General Fund costs not estimable at this time, and for significant unexpected variances from the estimates included in other departments of the General Fund Amount Obiect code 35,000 8100 Contingencies subtotal $ 35,000 13 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2021 DEPARTMENT: TRANSFERS 101 49300 GENERAL TRANSFERS 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 1,400,000 135,000 135,000 165,000 165,000 TOTALS: TRANSFERS 1,400,000 135,000 135,000 165,000 165,000 Activity Description This department was established to account for transfers -out from the General Fund to other city funds. Objectives This department's only objective is to be a pass -through point between the general fund and other funds, separate from the operating departments within the general fund. Budget Comments on Proposed Budget There is one recurring item in this budget for 2021; an annual transfer of $135,000 of general fund property tax levy to Planning and Inspections Fund 201, in order to fund the portion of the planning function not provided by planning fees. Prior to 2019, this portion of the planning function was funded by the property taxes collected from the HRA levy and/or the EDA levy. There is also a one-time in this budget for 2021; a transfer of $30,000 to Special Projects Fund 226 to fund a City-wide compensation study. This study is described in the comments to the City Manager department budget (101.41320), as it pertains to human resources functions. 14 City of Columbia Heights, Minnesota 2021 Budget Worksheet 101 49300 GENERAL TRANSFERS Actual Expense 2018 Actual Expense 1 2019 Adopted Budget 1 2020 Department Proposed 2021 City Manager Proposed 2021 Council Adopted 2021 Line Item Description OTHER SERVICES & CHARGES 4040 INFORMATION SYS:INTERNAL SVC - 2999 TOTALS: OTHER SERVICES & CHAR( - OTHER FINANCING USES 7160 TRANSFER OUT TO BONDS 7230 TRANSFER OUT TO CAP IMP PARKS - 7240 TRANSFER OUT TO CAP IMP BLDG 1,400,000 7270 TRANSFER TO CAP EQUIP REPLA - 7330 TRANSFER OUTTO INFRASTRUCT 7370 TRANSFER OUT TO INFO SYSTEMS 7385 TRANSFER OUT TO LIB CAP BLDG 7410 TRANSFER OUT TO COMM DEVELO - 7431 TRANSFER OUT SPECIAL PROJECT 7435 TRANSFER OUT TO: OTHER 6999 TOTALS: OTHER FINANCING USES 1,400,000 TOTALS: TRANSFERS 1,400,000 135,000 135,000 135,000 135,000 - - 30,000 30,000 13 5, 000 135,000 165,000 165,000 135,000 135,000 165,000 165,000 15 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2021 FUND NUMBER GENERAL GOVERNMENT TRANSFERS 101.49300 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel 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 None - - Subtotal Labo Allocation To: None Total - Nonpersonnel Expenses Description Annual operating transfer to Fund 201 Planning and Inspections: General fund levy to fund the portion of the planning function not provided by planning fees Transfer to Special Projects fund for staffing study Amount $ 135,000 Obiect code 7410 7431 16 Reviewer's Notes 17 Reviewer's Notes 18