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Home My WebLink About2020 Administration Proposed Detail BudgetThe City of (cki Columbia Heights 2020 PROPOSED DETAIL BUDGET ADMINISTRATION CITY OF COLUMBIA HEIGHTS ADMINISTRATION 2020 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 Summaryof 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 2020 Administration City Legal Cable Mayor -Council City Manager Clerk Assessing Services TV 101 101 101 101 101 225 Revenue 30999 Taxes 176,929 552,735 84,641 117,605 138,885 31999 Licenses & Permits - - - - - 32999Intergovernmental 7,262 22,688 3,474 4,827 5,701 33999 Charge for Services - - 1,500 - 34999 Fines & Forfeits - - - - 35,000 35999 Miscellaneous 1,211 3,781 579 805 950 201,000 36999 Sales and Related Charges - - - - 39199 Transfers & Non Rev Receipts - 44,600 36,700 - - - Total Revenue 185,402 623,804 125,394 124,737 180,536 201,000 Expenses 0999 Personal Services 107,600 549,000 113,100 6,600 - 55,400 1999 Supplies 13,100 10,000 1,250 100 - 2,200 2999 Other Services and Charges 64,050 67,450 11,450 118,600 181,200 85,700 4999 Capital Outlay - - - - - - 6999 Contingencies & Transfers 1,500 - - - 85,400 Total Expenses 186,250 626,450 125,800 125,300 181,200 228,700 Summary Change to Fund Balance -848 -2,646 -406 -563 -664-27,700 1 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2020 DEPARTMENT: MAYOR -COUNCIL 101 41110 GENERAL MAYOR -COUNCIL Actual Expense 2017 Actual Expense 2018 Adopted Budget 2019 Department Proposed 2020 City Manager Proposed 1 2020 Council Adopted 1 2020 Line Item Description 0999 Personal Services 74,157 78,903 105,200 107,600 107,600 1999 Supplies 1,085 672 900 13,100 13,100 2999 Other Services & Charges 56,344 56,210 63,300 64,050 64,050 4999 Capital Outlay - - - 6999 Contingencies & Transfers 2,044 906 4,700 1,500 1,500 TOTALS: MAYOR -COUNCIL 133,630 136,691 174,100 186,250 186,250 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 $12,050 or 7% from 2019 to 2020. Personal Services increased by $2,400 due to an increase in insurance contributions. Supplies represented the largest increase, $12,200, due to food and supplies costs for public events such as the City Services Expo, Census 2020, Community Picnic, Citywide Garage Sale, Truck or Treat, and events leading up to the 2021 100 year anniversary. No Council member computers are anticipated to be purchased in 2020. Other Services and Charges had an overall increase of $750. The most notable changes here are a 3% dues increase for the League of Minnesota Cities, an increase to professional services to pay for a third party facilitator to conduct visioning and goal setting, and reductions in postage, and local travel expense. In addition, monies for employee and volunteer recognition have been moved from the Mayor -Council budget to the City Manager budget for consistency. City of Columbia Heights, Minnesota 2020 Budget Worksheet 101 41110 GENERAL MAYOR -COUNCIL Actual Expense 2017 Actual Expense 2018 Adopted Budget 2019 Department Proposed 2020 City Manager Proposed 2020 Council Adopted 1 2020 Line Item Description PERSONAL SERVICES 1000 ACCRUED SALARIES - - - - - 1010 REGULAR EMPLOYEES 42,563 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 680 395 800 400 400 1220 F.I.C.A. CONTRIBUTION 2,958 3,251 3,400 3,500 3,500 1225 FLEX BENEFIT FICA - - - - 1300INSURANCE 27,771 29,894 51,900 58,500 58,500 1510 WORKERS COMP INSURANCE PREM 185 190 200 200 200 1700 ALLOCATED FRINGE - - - - 1810 COLA ALLOWANCE - 3,900 - - 0999 TOTALS: PERSONAL SERVICES 74,157 78,903 105,200 107,600 107,600 SUPPLIES 2000 OFFICE SUPPLIES 293 25 100 100 100 2010 MINOR EQUIPMENT 169 - - - 2011 COMPUTER EQUIPMENT - - - - - 2020 COMPUTER SUPPLIES - 139 100 100 100 2030 PRINTING & PRINTED FORMS 76 99 - 2171 GENERAL SUPPLIES 139 166 500 12,500 12,500 2172 UNIFORMS - - - - - 2175 FOOD SUPPLIES 407 238 200 400 400 2280 VEHICLE REPAIR AND PARTS - 6 - - - 1999 TOTALS: SUPPLIES 1,085 672 900 13,100 13,100 OTHER SERVICES & CHARGES 3050 EXPERT & PROFESSIONAL SERV. 5,616 - 2,000 4,600 4,600 3105 TRAINING & EDUC ACTIVITIES 1,335 1,372 2,350 2,350 2,350 3210 TELEPHONE & TELEGRAPH 148 237 200 450 450 3211 CELL PHONES - - - - - 3220 POSTAGE 425 82 400 100 100 3250 OTHER COMMUNICATIONS 127 125 250 250 250 3310 LOCAL TRAVEL EXPENSE 413 700 - - 3320 OUT OF TOWN TRAVEL EXPENSE 1,213 1,598 2,000 2,000 2,000 3430 ADVERTISING OTHER - - - - - 3500 LEGAL NOTICE PUBLISHING 74 118 200 200 200 3600 PROP & LIAB INSURANCE 18,352 19,400 20,700 19,500 19,500 4000 REPAIR & MAINT. SERVICES 2,198 2,022 2,100 2,100 2,100 4020 BUILDING MAINTENANCE - - - - - 4040 INFORMATION SYS:INTERNAL SVC 3,600 3,000 3,400 3,600 3,600 4050 GARAGE, LABOR BURD. 101 189 - - 4100 RENTS & LEASES - - 4300 MISC. CHARGES - - - - - 4330 SUBSCRIPTION, MEMBERSHIP 23,044 27,180 28,000 28,900 28,900 4374 EMLOYEE RECOGNITION - - 100 - - 4375 VOLUNTEER RECOGNITION 111 386 400 4376 MISCELLANEOUS CIVIC AFFAIRS 73 300 4380 COMMISSION & BOARDS - 200 - 4390 TAXES & LICENSES 16 - 4395 STATE SALES TAX - - - - - 2999 TOTALS: OTHER SERVICES & CHARGE! 56,344 56,210 63,300 64,050 64,050 3 City of Columbia Heights, Minnesota 2020 Budget Worksheet 101 41110 GENERAL MAYOR -COUNCIL Actual Expense 2017 Actual Expense 1 2018 Adopted Budget 1 2019 Department Proposed 2020 City Manager Proposed 1 2020 Council Adopted 1 2020 Line Item Description OTHER FINANCING USES 8100 CONTINGENCIES 947 64 3,200 - - 8200 SUNSHINE FUND 1,097 842 1,500 1,500 1,500 6999 TOTALS: OTHER FINANCING USES 2,044 906 4,700 1,500 1,500 TOTALS: MAYOR -COUNCIL 133,630 136,691 174,100 186,250 186,250 4 FUND NUMBER 101-41110 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2020 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel CITY COUNCIL BUDGET 2019 Adopted 2020 Proposed Total Total F.T.E Total Total Comp Total Total Comp Position Title 2019 2020 Salaries Fringe & Fringe Salaries Fringe & Fringe Mayor 0.20 0.20 13,800 11,494 25,294 13,800 12,224 26,024 Councilmember 0.20 0.20 7,800 11,400 19,200 7,800 12,125 19,925 Councilmember 0.20 0.20 7,800 11,010 18,810 7,800 11,735 19,535 Councilmember 0.20 0.20 7,800 11,010 18,810 7,800 11,735 19,535 Councilmember 0.20 0.20 7,800 11,400 19,200 7,800 14,735 22,535 COLA Allowance - - 3,900 - - - Rounding - - -14 - - 46 Subtotal 1.00 1.00 45,000 56,314 105,200 45,000 62,554 107,600 Total 1.00 1.00 45,000 56,314 105,200 45,000 62,554 107,600 Supplies Office Supplies Computer Supplies Promotional Materials Food Supplies Other Services & Charees Expert & Professional Svcs. Truth & Taxation Notices Translators Training & Educational Activities LMC Annual Conference Joint Legislative Conference Chamber Meetings Other Conferences Telephone Postage Comcast & Anti-spam Out of Town Travel Legal Notice Publishing 100 100 12,500 to be managed by Special Projects and Communications Coordinators 400 Insurance Liability/Property Insurance 19,500 4,500 Repair & Maintenance 100 Copiers, Copier Maintenance 1,500 2,350 Clock Maintenance 600 1,200 IS Internal Service 3,600 500 Subsciption & Memberships League MN Cities Membership Dues 17,300 650 Sister Cities Membership Dues 425 450 Anoka County Mediation Services 3,150 100 Mayors Association 25 250 Metro Cities 8,000 2,000 200 Other Financing Uses Cards, Flowers, Retirements 1,500 F CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2020 DEPARTMENT: CITY MANAGER 101 41320 GENERAL CITY MANAGER Actual Expense 2017 Actual Expense 2018 Adopted Budget 2019 Department Proposed 1 2020 City Manager Proposed 1 2020 Council Adopted 1 2020 Line Item Description 0999 Personal Services 434,414 486,127 523,300 549,000 549,000 1999 Supplies 1,214 6,722 4,400 10,000 10,000 2999 Other Services & Charges 26,727 30,959 40,920 67,450 67,450 4999 Capital Outlay - - - 6999 Contingencies & Transfers - - - - - TOTALS: CITY MANAGER 462,354 523,807 568,620 626,450 626,450 Activity Description This Department is responsible for the administration of all activities, functions, and programs of the City in accorda 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. 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 $57,830 from 2019 to 2020, a 10% overall increase. Personal Services made up a large portion of the increase at $25,700 due to the addition of a full time Special Projects Coordinator. This cost is offset by savings in other areas and budgets however. The largest budget increase however is an increase to Other Services and Charges, by $26,530, due to the movement of $20,000 for HR software from Cable Television to the City Manager's budget. Other changes include a $6,400 increase in Supplies due to increased budget for food for community events including the Community Picnic, City Services Expo, and Truck or Treat. Finally, the budget reflects an increase in Other Services and Charges of $26,530 which includes $20,000 moved from Cable Television for HR software as well as $7,600 moved from 101.45050 for the employee picnic. 6 City of Columbia Heights, Minnesota 2020 Budget Worksheet 101 41320 GENERAL CITY MANAGER Actual Expense 2017 Actual Expense 2018 Adopted Budget 2019 Department Proposed 2020 City Manager' Proposed 2020 Council Adopted 2020 Line Item Description PERSONAL SERVICES 1000 ACCRUED SALARIES - - - - - 1010 REGULAR EMPLOYEES 336,549 370,399 391,600 417,900 417,900 1012 SEASONAL EMPLOYEES - - - - - 1020 OVERTIME -REGULAR 132 321 2,000 1030 VACATION & SICK 1,008 7,680 - 1050 SEVERANCE PAY - - - - 1060 MILEAGE ALLOWANCE 6,600 6,655 6,600 4,800 4,800 1070 INTERDEPARTMENTAL LABOR SERV - - 1210 P.E.R.A. CONTRIBUTION 25,149 27,704 29,200 31,200 31,200 1220 F.I.C.A. CONTRIBUTION 24,184 26,622 28,200 30,600 30,600 1225 FLEX BENEFIT FICA 271 197.28 - 1300INSURANCE 38,174 44,063 46,700 61,600 61,600 1510 WORKERS COMP INSURANCE PREM 2,346 2,487 2,600 2,900 2,900 1700 ALLOCATED FRINGE - - - - 1810 COLA ALLOWANCE - - 16,400 - 0999 TOTALS: PERSONAL SERVICES 434,414 486,127 523,300 549,000 549,000 SUPPLIES 2000 OFFICE SUPPLIES 116 306 500 500 500 2010 MINOR EQUIPMENT 274 390 500 300 300 2011 COMPUTER EQUIPMENT 178 2,126 2,100 500 500 2020 COMPUTER SUPPLIES 33 357 300 300 300 2030 PRINTING & PRINTED FORMS - 34 - - - 2070 TRAINING & INSTR SUPPLIES - 500 500 500 2171 GENERAL SUPPLIES 141 76 400 6,900 6,900 2172 UNIFORMS - 2175 FOOD SUPPLIES 472 3,433 100 1,000 1,000 1999 TOTALS: SUPPLIES 1,214 6,722 4,400 10,000 10,000 OTHER SERVICES & CHARGES 3045 ATTORNEY FEES -OTHER - - - - 3050 EXPERT & PROFESSIONAL SERV. 5,484 5,556 9,500 7,500 7,500 3105 TRAINING & EDUC ACTIVITIES 2,655 2,525 4,150 4,150 4,150 3210 TELEPHONE & TELEGRAPH 633 786 550 900 900 3211 CELL PHONES - - 255 - - 3220 POSTAGE 198 123 200 100 100 3250 OTHER COMMUNICATIONS 390 365 350 400 400 3310 LOCAL TRAVEL EXPENSE 298 - 425 400 400 3320 OUT OF TOWN TRAVEL EXPENSE 3,291 1,887 2,500 2,500 2,500 3410 ADVERTISING EMPLOYMENT 194 345 1,000 800 800 3430 ADVERTISING OTHER 2,200 - 3500 LEGAL NOTICE PUBLISHING 24 24 - - - 3600 PROP & LIAB INSURANCE 1,874 1,800 1,900 1,800 1,800 4000 REPAIR & MAINT. SERVICES 822 768 450 20,500 20,500 4040 INFORMATION SYS:INTERNAL SVC 7,300 10,000 11,500 12,100 12,100 4100 RENTS & LEASES 124 - - - 4300 MISC. CHARGES - - 150 - - 4330 SUBSCRIPTION, MEMBERSHIP 1,700 2,658 3,790 4,500 4,500 4374 EMPLOYEE RECOGNITION 1,864 1,799 3,900 11,500 11,500 4375 VOLUNTEER RECOGNITION - - 300 300 300 7 City of Columbia Heights, Minnesota 2020 Budget Worksheet 1=GENERAL 413AGER Actual Expense 2017 Actual Expense 2018 Adopted Budget 1 2019 Department Proposed 2020 City Manager Proposed 1 2020 1 Council Adopted 2020 Line Item Description 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: CITY MANAGER 26,727 30,959 40,920 67,450 67,450 462,354 523,807 568,620 626,450 626,450 8 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2020 FUND NUMBER 101-41320 SUMMARY OF COST FACTORS FOR THE COMING YEAR Exolanation of Personnel CITY MANAGER BUDGET 2019 Adopted 2020 Proposed Total Total F.T.E Total Total Comp Total Total Comp Position Title 2019 2020 Salaries Fringe & Fringe Salaries Fringe & Fringe City Manager 1.00 1.00 166,123 36,148 202,271 161,300 38,122 199,422 HR Manager 1.00 1.00 110,663 30,660 141,323 91,499 29,298 120,797 Admin. Asst. HR 1.00 1.00 63,727 20,810 84,537 65,447 22,163 87,610 Comm. Coordinator 1.00 1.00 67,313 21,391 88,704 76,010 23,849 99,859 Special Projects Coordinator - 1.00 - - - 58,503 21,070 79,573 COLA Allowance - - 16,400 - - - Subtotal 4.00 5.00 407,826 109,009 533,235 452,759 134,502 587,261 Labor Allocation To: 225-49844 Comm. Coor. -0.50 -0.50 -33,657 -10,692 -44,349 -38,005 -11,925 -49,930 204-46314 Spec. Proj. Coor. 0.00 -0.15 - - - -8,775 -3,161 -11,936 603-49520 Spec. Proj. Coor. 0.00 -0.07 -4,388 -1,580 -5,968 603.49530 Spec. Proj. Coor. 0.00 -0.07 - - - -4,388 -1,580 -5,968 Labor Allocation From: 101-41410 City Clerk 0.40 0.40 26,030 8,410 34,440 25,552 9,966 35,518 Rounding - - -26 -55 78 23 Total 3.90 4.61 400,199 106,727 523,300 422,700 126,300 549,000 Supplies Other Services and Charges Continues 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 300 Bamboo HR 12,000 Computer equipment 500 NeoGov App Processing System 8,000 Training and Testing materials 500 General 500 General Supplies 6,900 Professional Memberships Food Supplies 1,000 & Subscriptions Int'I Assoc. of Admin Prof. 180 Other Services and Charges Citizens League 30 Medtox & First Advantage 1,500 National Civic League 180 drug testing Twin Cities North Chamber 230 New employee physicals 1,500 League of MN Cities Dir. 110 Citywide staff training 4,500 MN City/County Mgmt Assn 420 Training and Education Activities ICMA 1,500 MPELRA Conferences 400 Metro Area Mgmt Assn 450 LMC Conferences 400 IPMA 200 Employment Law Institute 1,800 NPELRA/MPELRA 500 ICMA Conference 750 Rotary 700 MCMA Conference 700 Costs Associated with LMC Safety Training 100 Employee Recognition Program 11,500 Outstanding Citizen Award 300 Main Telephone Trunk Line 900 Postage 100 Other Communications 400 (Courier, UPS, etc.) IS Internal Services 12,100 Local Travel Expense 400 Hotels, Transportation 2,500 & Meals at Conferences 9 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2020 DEPARTMENT: CITY CLERK 101 GENERAL 41410 CITY CLERK Actual Expense 2017 Actual Expense 2018 Adopted Budget 2019 Department Proposed 2020 City Manager Proposed 2020 Council Adopted 2020 Line Item Description 0999 Personal Services 1999 Supplies 2999 Other Services & Charges 4999 Capital Outlay 6999 Contingencies & Transfers TOTALS: CITY CLERK Activity Description 51,983 95,447 53,800 113,100 113,100 2,513 1,208 350 1,250 1,250 7,769 9,728 11,670 11,450 11,450 62,265 106,384 65,820 125,800 125,800 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 The overall City Clerk budget increase from 2019 is $59,980 or 91.1%. This is due to 2020 being an election year with three elections scheduled, which is one more than typically occurs. The net budget increase from 2018 (prior election year) is $19,416 over two years. This is a larger than normal increase because we will have three elections instead of two during the year. It is hoped the Secretary of State will be reimbursing the City for the costs incurred for the March Presidential Nomination Election. Personal Services increased significantly, $59,300, due to this being a presidential election year with the addition of a third, presidential nomination, election to be held in March. Supplies increased by $900 from 2019, because of the elections. Other Services and Charge Decreased by $220 due to minor adjustments including a reduction in repair and maintenance services and the addition of $200 in postage. City of Columbia Heights, Minnesota 2020 Budget Worksheet 101 41410 GENERAL CITY CLERK Actual Actual Expense Expense 2017 2018 Adopted Budget 2019 Department Proposed 2020 City Manager Proposed 2020 Council Adopted 2020 Line Item Description PERSONAL SERVICES 1000 ACCRUED SALARIES - - - - - 1010 REGULAR EMPLOYEES 38,109 39,195 39,000 38,300 38,300 - 1011 PART-TIME EMPLOYEES - 165 - - - 1012 SEASONAL EMPLOYEES - 35,126 55,300 55,300 - 1020 OVERTIME -REGULAR - - - - 1030 VACATION & SICK 712 2,781 1050 SEVERANCE PAY - - 1070 INTERDEPARTMENTAL LABOR SERV 326 3,341 - - - 1210 P.E.R.A. CONTRIBUTION 2,856 3,303 2,900 2,800 2,800 - 1220 F.I.C.A. CONTRIBUTION 3,413 3,800 3,000 7,200 7,200 - 1225 FLEX BENEFIT FICA - 197 - - - - 13001NSURANCE 6,230 6,827 6,400 8,900 8,900 1400 UNEMPLOYMENT COMPENSATION - - - - - 1510 WORKERS COMP INSURANCE PREM 337 711 300 600 600 1700 ALLOCATED FRINGE - - - - - 1810 COLA ALLOWANCE - - 2,200 - - 0999 TOTALS: PERSONAL SERVICES 51,983 95,447 53,800 113,100 113,100 SUPPLIES 2000 OFFICE SUPPLIES 24 140 50 50 50 2010 MINOR EQUIPMENT - 125 - - 2011 COMPUTER EQUIPMENT 1,376 - 100 2020 COMPUTER SUPPLIES 198 138 - - - 2030 PRINTING & PRINTED FORMS - 544 - 1,000 1,000 2171 GENERALSUPPLIES 915 261 200 200 200 2175 FOOD SUPPLIES - - - - - 1999 TOTALS: SUPPLIES 2,513 1,208 350 1,250 1,250 OTHER SERVICES & CHARGES 3050 EXPERT & PROFESSIONAL SERV. 2,550 1,402 1,700 1,500 1,500 3105 TRAINING & EDUC ACTIVITIES 295 - 750 750 750 - 3210 TELEPHONE & TELEGRAPH - - - - - - 3220 POSTAGE 182 200 200 3250 OTHER COMMUNICATIONS - - - - - 3310 LOCAL TRAVEL EXPENSE 129 85 100 - 3320 OUT OF TOWN TRAVEL EXPENSE 236 - 300 3430 ADVERTISING OTHER - - - 3500 LEGAL NOTICE PUBLISHING 75 410 100 400 400 3600 PROP & LIAB INSURANCE 212 400 400 300 300 4000 REPAIR & MAINT. SERVICES 3,133 3,681 4,880 4,500 4,500 4040 INFORMATION SYSTEMS: INTERNALSV 1,100 3,000 3,400 3,600 3,600 4100 RENTS & LEASES - 524 - - 4300 MISC. CHARGES - - 4330 SUBSCRIPTION, MEMBERSHIP 40 45 40 200 200 - 4380 COMMISSION & BOARDS - - - - - 4390 TAXES & LICENSES - - - - - - 2999 TOTALS: OTHER SERVICES & CHARGES 7,769 9,728 11,670 11,450 11,450 CAPITAL OUTLAY 5180 OTHER EQUIPMENT - - - - - 4999 TOTALS: CAPITAL OUTLAY - 11 City of Columbia Heights, Minnesota 2020 Budget Worksheet 101 41410 GENERAL CITY CLERK Actual Expense 2017 Actual Adopted Expense Budget 2018 2019 Department Proposed 2020 City Manager Proposed 2020 Council Adopted 2020 Line Item Description OTHER FINANCING USES 8100 CONTINGENCIES 6999 TOTALS: OTHER FINANCING USES TOTALS: CITY CLERK 62,265 106,384 65,820 125,800 125,800 12 FUND NUMBER 101.41410 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2020 SUMMARY OF COST FACTORS FOR THE COMING YEAR Exoianation of Personnel CITY CLERK BUDGET 2019 Adopted 2020 Proposed Total Total F.T.E Total Total Comp Total Total Comp Position Title 2019 2020 Salaries Fringe & Fringe Salaries Fringe & Fringe City Clerk 1.00 1.00 65,075 21,025 86,100 24,915 63,881 88,796 'Temp for Absentee Ballots 0.00 0.35 - - - 8,640 715 9,355 Election Head Judges 0.00 0.17 4,860 402 5,262 Election Asst. Head Judges 0.00 0.17 4,500 372 4,872 Election Judges 0.00 1.44 36,000 2,977 38,977 :Student Election Judges 0.00 0.06 - 1,262 105 1,367 •COLA Allowance - 2,200 - Rounding - - -60 - - Subtotal 1.00 3.19 65,075 21,025 88,240 80,177 68,452 148,629 Labor Allocation To: 101-41320 City Manager -0.40 -0.40 -26,030 -8,410 -34,440 -25,552 -9,966 -35,518 Rounding 0.00 0.00 - - - - -11 Total 0.60 2.79 39,045 12,615 53,800 54,625 58,486 113,100 Supplies Office Supplies 50 Printing & Forms 1,000 General Supplies 200 Other Services Expert & Professional Svcs. Amer. Legal Pub 1,500 Training & Education MCFOA Clerk School yr. 2 450 Other Conferences 300 Postage 200 Legal Notice Publishing Sun Focus - Legal Notices 400 Liability/Property Insurance 300 IS Internal Service 3,600 Repair & Maint. Services 4,500 Memberships MCFOA 200 13 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2020 DEPARTMENT: ASSESSING 101 41550 GENERAL ASSESSING Actual Expense 2017 Actual Expense 2018 Adopted Budget 2019 Department Proposed 2020 City Manager Proposed 2020 Council Adopted 2020 Line Item Description 0999 Personal Services 1999 Supplies 2999 Other Services & Charges 4999 Capital Outlay 6999 Contingencies & Transfers TOTALS: ASSESSING Activity Description 7,479 6,821 50 50 116,747 116,588 124,276 123,459 7,900 6,600 6,600 65 100 100 118,300 118,600 118,600 126,265 125,300 125,300 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 Count 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 decreased by $965 from 2019 to 2020, a negligible percentage, with a slight decrease occurring in Personal Services due to wage allocations and a slight increase to the Legal Notices and Publishing. 14 City of Columbia Heights, Minnesota 2020 Budget Worksheet 101 41550 GENERAL ASSESSING Actual Expense 2017 Actual Expense 2018 Adopted Budget 2019 Department Proposed 2020 City Manager Proposed 2020 Cout}cil Adopted 2020 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 6,278 1210 P.E.R.A. CONTRIBUTION 471 1220 F.I.C.A. CONTRIBUTION 463 1300 INSURANCE 220 1510 WORKERS COMP INSURANCE PREM 48 1810 COLA ALLOWANCE - 0999 TOTALS: PERSONAL SERVICES 7,479 SUPPLIES 2000 OFFICE SUPPLIES 27 2010 MINOR EQUIPMENT 2011 COMPUTER EQUIPMENT 2020 COMPUTER SUPPLIES - 2030 PRINTING & PRINTED FORMS 23 2171 GENERAL SUPPLIES - 2175 FOOD SUPPLIES - 1999 TOTALS: SUPPLIES 50 OTHER SERVICES & CHARGES 3050 EXPERT & PROFESSIONAL SERV. 115,477 3105 TRAINING & EDUC ACTIVITIES - 3210 TELEPHONE & TELEGRAPH - 3220 POSTAGE 476 3250 OTHER COMMUNICATIONS - 3500 LEGAL NOTICE PUBLISHING 476 3600 PROP & LIAB INSURANCE 318 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! 116,747 OTHER FINANCING USES 8100 CONTINGENCIES - 6999 TOTALS: OTHER FINANCING USES TOTALS: ASSESSING 124,276 5,720 5,600 5,100 5,100 - 429 450 400 400 - 421 450 400 400 210 1,150 700 700 - 41 50 - - - 200 - - - 6,821 7,900 6,600 6,600 30 50 50 50 - 20 15 50 50 50 65 100 100 - 115,168 117,000 117,000 117,000 - 532 500 600 600 588 500 800 800 300 300 200 200 116,588 118,300 118,600 118,600 123,459 126,265 125,300 125,300 15 FUND NUMBER 101-41550 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2020 ASSESSING BUDGET SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel 2019 Adopted 2020 Proposed Total Total F.T.E. Total Total Comp Total Total Comp Position Title 2019 2020 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 3,277 1,197 4,474 Assessing Clerk 0.05 0.05 2,543 941 3,484 1,870 296 2,166 COLA Allowance - - - - 200 - - - Rounding - - - - 23 -47 7 -40 Total 0.11 0.11 5,632 2,045 7,900 5,100 1,500 6,600 Supplies Binders, paper, envelopes 50 Printing and forms 50 Other Services & Charges Assessment Contract 117,000 Postage 600 Legal Notice Publishing 800 Liability/Property Insurance 200 16 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2020 DEPARTMENT: LEGAL SERVICES 101 41610 GENERAL LEGAL SERVICES Actual Expense 2017 Actual Expense 1 2018 Adopted Budget 2019 Department Proposed 2020 City Manager Proposed 2020 Council Adopted 1 2020 Line Item Description 0999 Personal Services 1999 Supplies - - - 2999 Other Services & Charges 176,141 175,934 181,400 181,200 181,200 4999 Capital Outlay - - - • - - 6999 Contingencies & Transfers - - - - TOTALS: LEGAL SERVICES 176,141 175,934 181,400 181,200 181,200 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 reduced by $200, from 2019 to 2020. All line items remained the same with the exception of a $200 reduction in property and liability insurance. 17 City of Columbia Heights, Minnesota 2020 Budget Worksheet 101 41610 GENERAL LEGAL SERVICES Actual Expense 2017 Actual Expense 2018 Adopted Budget 2019 Department Proposed 1 2020 City Manager Proposed 1 2020 Council I Adopted 2020 Line Item Description OTHER SERVICES & CHARGES 3041 ATTORNEY FEES -CIVIL PROCESS 50,508 3042 ATTORNEY FEES -PROSECUTION 119,156 3045 ATTORNEY FEES - OTHER 6,085 3050 EXPERT & PROFESSIONAL SERV. - 3500 LEGAL NOTICE PUBLISHING - 3600 PROP & LIAB INSURANCE 392 4300 MISC. CHARGES - 4330 SUBSCRIPTION, MEMBERSHIP 4395 STATE SALES TAX - 2999 TOTALS: OTHER SERVICES & CHARGE! 176,141 OTHER FINANCING USES 8100 CONTINGENCIES - 6999 TOTALS: OTHER FINANCING USES - TOTALS: LEGAL SERVICES 176,141 50,508 55,500 55,500 55,500 119,186 120,000 120,000 120,000 5,940 5,500 5,500 5,500 300 400 200 200 175,934 181,400 181,200 181,200 175,934 181,400 181,200 181,200 18 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2020 FUND NUMBER 101.41610 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel LEGAL SERVICES BUDGET 2019 Adopted 2020 Proposed F.T.E. Position Title 2019 2020 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 200 19 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2020 DEPARTMENT: CABLE TELEVISION 225 49844 CABLE TELEVISION Actual Expense 2017 Actual Expense 2018 Adopted Budget 1 2019 Department Proposed 1 2020 I City Managerl Proposed 1 2020 Council Adopted 1 2020 Line Item Description 0999 Personal Services 5,348 32,450 51,300 55,400 55,400 1999 Supplies - 4,520 9,800 2,200 2,200 2999 Other Services & Charges 20,265 38,186 78,725 85,700 85,700 4999 Capital Outlay - - - - 6999 Contingencies & Transfers 63,700 64,389 64,500 85,400 85,400 TOTALS: CABLE TELEVISION 89,313 139,545 204,325 228,700 228,700 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 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. 3. 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. 4. 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 $24,375, or 12%. The Supplies budget decreased by $7,600 due primarily to a reduction in equipment upgrades needed. Other Services and Charges increased by $6,975, with the primary change being the addition of $31,200 to Expert and Professional Services of which $30,000 is reclassified from 101.45050 for the Citywide newsletter. There was a reduction in Repair and Maintenance Services due to work being planned in 2019 that will not continue into 2020. Other Financing Uses increased by $20,900, of which $20,000 is for a community survey. The remaining $900 is for labor transferred out. 20 City of Columbia Heights, Minnesota 2020 Budget Worksheet 225 49844 CABLE TELEVISION Actual Expense 2017 Actual Expense 2018 Adopted Budget 2019 Department Proposed 2020 City Manager Proposed 2020 Council Adopted 2020 Line Item Description PERSONAL SERVICES 1000 ACCRUED SALARIES - - - - 1010 REGULAR EMPLOYEES 22,408 33,600 38,000 38,000 1011 PART-TIME EMPLOYEES 4,930 2,806 5,100 5,100 5,100 1012 SEASONAL EMPLOYEES - - - - - 1020 OVERTIME -REGULAR - 1070 INTERDEPARTMENTAL LABOR SEF - - - 1210 P.E.R.A. CONTRIBUTION - 1,681 2,500 2,800 2,800 1220 F.I.C.A. CONTRIBUTION 380 1,925 3,000 3,300 3,300 1300INSURANCE - 3,460 5,400 5,900 5,900 1510 WORKERS COMP INSURANCE PRE 37 170 300 300 300 1700 ALLOCATED FRINGE - - - - 1810 COLA ALLOWANCE - 1,400 - - 0999 TOTALS: PERSONAL SERVICES 5,348 32,450 51,300 55,400 55,400 SUPPLIES 2000 OFFICE SUPPLIES - 3 200 100 100 2010 MINOR EQUIPMENT 549 - - 2011 COMPUTER EQUIPMENT 3,821 9,500 2,000 2,000 2020 COMPUTER SUPPLIES 24 100 100 100 2030 PRINTING & PRINTED FORMS 86 - - - 2070 TRAINING & INSTR SUPPLIES 2160 MAINT. & CONSTRUCT MATERIAL - 2171 GENERAL SUPPLIES 36 2175 FOOD SUPPLIES - - - 1999 TOTALS: SUPPLIES - 4,520 9,800 2,200 2,200 OTHER SERVICES & CHARGES 3050 EXPERT & PROFESSIONAL SERV. 7,614 10,273 24,000 55,200 55,200 3105 TRAINING & EDUC ACTIVITIES - - 1,875 1,900 1,900 3210 TELEPHONE & TELEGRAPH - - - 3220 POSTAGE - - - 2,000 2,000 3250 OTHER COMMUNICATIONS 6,363 6,327 6,350 6,000 6,000 3310 LOCAL TRAVEL EXPENSE - - - - 3320 OUT OF TOWN TRAVEL EXPENSE 3430 ADVERTISING OTHER - 3500 LEGAL NOTICE PUBLISHING - - 200 200 200 3600 PROP & LIAB INSURANCE 310 300 400 300 300 4000 REPAIR & MAINT. SERVICES - 16,273 36,800 10,700 10,700 4040 INFORMATION SYS:INTERNAL SVC 5,000 5,000 5,700 6,000 6,000 4100 RENTS & LEASES - - - - 4300 MISC. CHARGES - - - - 4330 SUBSCRIPTION, MEMBERSHIP 288 2,400 2,400 2,400 4380 COMMISSION & BOARDS - - - - 4390 TAXES & LICENSES 689 12 1,000 1,000 1,000 4395 STATE SALES TAX - - - - - 2999 TOTALS: OTHER SERVICES & CHAF 20,265 38,186 78,725 85,700 85,700 21 City of Columbia Heights, Minnesota 2020 Budget Worksheet 225 49844 CABLE TELEVISION Actual Expense 2017 Actual Expense 1 1018 Adopted Budget 1 2019 Department Proposed 2020 City Manager Proposed 2010 Council Adopted 2020 Line Item Description CAPITAL OUTLAY 5180 OTHER EQUIPMENT - - - 4999 TOTALS: CAPITAL OUTLAY - - - - OTHER FINANCING USES 7100 OPER. TRANSFER OUT - LABOR 23,700 24,389 24,500 25,400 25,400 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 - - - 20,000 20,000 6999 TOTALS: OTHER FINANCING USES 63,700 64,389 64,500 85,400 85,400 TOTALS: CABLE TELEVISION 89,313 139,545 204,325 228,700 228,700 22 FUND NUMBER 225.49844 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2020 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel CABLE BUDGET 2019 Adopted 2020 Proposed Total Total F.T.E. Total Total Comp Total Total Comp Position Title 2019 2020 Salaries Fringe & Fringe Salaries Fringe & Fringe Intern 0.02 0.02 5,100 427 5,527 5,100 427 5,527 COLA Allowance - - - - 1,400 - Rounding - - - - 21 - - - Subtotal 0.02 0.02 5,100 427 6,948 5,100 427 5,527 Labor Allocation From: 101-41320 Comm. Coordinator 0.50 0.50 33,657 10,695 44,352 38,005 11,925 49,930 -5 -52 -57 Subtotal 0.52 0.52 38,757 11,122 51,300 43,100 12,300 55,400 Supplies Office supplies Computer equipment Adobe and Graphics Software Computer supplies Other Services & Charges Expert and Professional Services Legal Costs Auditor's fee Communications Consultants Contracted video production services Newsletter Cable and Web Tech Support Government Access, Tightrope & Lynda training Post Card Mailings Other Communications Data Charges - Comcast Legal notice publishing Liability and property insurance Repair and Maintenance Services Equipment Upgrades Tightrope support for live stream and on -demand video Annual maintenance and service with third party vendor 100 Website support, maintenance 3,950 and hosting fee 2,000 Tightrope support for Cablecast 2,000 100 and Carousel NATOA Membership (Natl Assn of 870 Telecommunications Officers and Advisors 4,000 ASCAP (American Society of 1,000 1,700 Composers, Authors, and Publishers) 12,000 and Broadcast Music, Inc. and 3,500 Music Copyright licenses Association of Government 230 30,000 Communicators 4,000 Photo Gallery Subscription 300 1,900 Internal IS Services 6,000 Taxes & Licenses 1,000 2,000 Other Financing Uses 6,000 Labor Transfer Out 25,400 200 Operating Transfer Out 29,000 300 Library Transfer Out 11,000 Contingencies 20,000 1,600 3,150 23 Reviewer's Notes 24 Reviewer's Notes 25