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Home My WebLink About2020 General Government Proposed Detailed BudgetThe City of CH. Columbia Heights 2020 PROPOSED DETAIL BUDGET GENERAL GOVERNMENT City of Columbia Heights Table of Contents General Government 2020 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 Capital Equipment Replacement - Gen. Gov. Buildings 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 18 19 20 City of Columbia Heights, Minnesota BUDGET 2020 General Government City Recognition/ Cap. Equip. Repl Hall Spec Events Contingencies Transfers Gen. Gov. Bldgs. 101 101 101 101 431 Revenue 30999 Taxes 138,030 33,248 128,245 31999 Licenses & Permits - - - 32999Intergovernmental 5,666 1,365 5,264 33999 Charge for Services - - - 34999 Fines & Forfeits 35999 Miscellaneous 16,344 227 877 36999 Sales and Related Charges - - - 39199 Transfers & Non Rev Receipts Total Revenue 160,040 - 34,840 134,386 - Expenses 0999 Personal Services - - - 1999 Supplies 17,300 2999 Other Services & Charges 143,400 4999 Capital Outlay - - - 6999 Contingencies & Transfers 35,000 135,000 Total Expenses 160,700 35,000 135,000 - Change to Fund Balance -660 -160 -614 1 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2020 DEPARTMENT: CITY HALL 101 41940 GENERAL CITY HALL 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 HALL Activity Description 1,199 262 - - - 15,848 25,266 15,400 17,300 17,300 126,364 115,661 142,300 143,400 143,400 143,411 141,188 157,700 160,700 160,700 - 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 The development of a master plan for City Hall is a short-term objective in the City of Columbia Heights' 2017 Goals Report. This department's role in that objective is to maintain the existing City Hall in a condition that is safe and respectable until the master plan is implemented. Budget Comments on Proposed Budget The proposed 2020 budget for this department is an increase of $3,000 or 2% over 2019. • 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 required to an obsolete older building in poor condition. • The current five-year leases for the postage meter and folder/inserter (mailing) machine expire in 2019. This budget assumes those leases will be renewed at comparable rates. ■ Prior to 2019, charges for interdepartmental labor appear in this budget for occasional public works time spent to maintain City hall, or to install furniture, etc. Beginning in 2019, these occasional services are included within line item 4010 included in Other Services and Charges . 2 City of Columbia Heights, Minnesota 2020 Budget Worksheet 101 41940 GENERAL CITY HALL 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 1011 PART-TIME EMPLOYEES 1030 VACATION & SICK 1050 SEVERANCE PAY - - 1070 INTERDEPARTMENTAL LABOR SEF 839 212 1210 P.E.R.A. CONTRIBUTION 63 16 1220 F.I.C.A. CONTRIBUTION 64 16 1300 INSURANCE 186 8 1510 WORKERS COMP INSURANCE PRE 47 10 1700 ALLOCATED FRINGE - - 0999 TOTALS: PERSONAL SERVICES 1,199 262 - - - SUPPLIES 2000 OFFICE SUPPLIES 1,401 1,541 2,000 1,700 1,700 2010 MINOR EQUIPMEMNT 5,144 17,755 6,000 8,000 8,000 2011 COMPUTER EQUIPMENT 4,967 1,117 2,000 2,000 2,000 2020 COMPUTER SUPPLIES 2 36 - 2030 PRINTING & PRINTED FORMS 919 543 1,000 1,000 1,000 2070 TRAINING & INSTR SUPPLIES - - - 2160 MAINT. & CONSTRUCT MATERIAL 500 2171 GENERAL SUPPLIES 2,585 3,926 3,000 4,000 4,000 2175 FOOD SUPPLIES - - - - 2280 VEHICLE REPAIR AND PARTS 364 55 400 300 300 2282 GAS, OIL, LUBRICANTS 466 292 500 300 300 1999 TOTALS: SUPPLIES 15,848 25,266 15,400 17,300 17,300 OTHER SERVICES & CHARGES 3050 EXPERT & PROFESSIONAL SERV. 57 44 - - - 3105 TRAINING & EDUC ACTIVIITES - - - - - 3210 TELEPHONE & TELEGRAPH 143 318 400 500 500 3211 CELL PHONES - - - - - 3220 POSTAGE 2,175 2,175 2,200 2,500 2,500 3250 OTHER COMMUNICATIONS 527 69 300 100 100 3310 LOCAL TRAVEL EXPENSE 19 6 - - 3430 ADVERTISING OTHER - - 3500 LEGAL NOTICE PUBLISHING - 3600 PROP & LIAB INSURANCE 4,768 4,400 4,800 4,300 4,300 3810 ELECTRIC 17,845 20,747 20,000 21,800 21,800 3820 WATER 2,186 1,527 2,500 1,800 1,800 3830 GAS 7,361 7,151 7,500 7,500 7,500 3850 SEWER 2,590 2,558 3,000 2,800 2,800 4000 REPAIR & MAINT. SERVICES 8,539 10,053 9,000 10,600 10,600 4010 BUILDUNG MAINT:LABOR & BUR[ 49,200 52,300 55,400 55,400 55,400 4020 BUILDING MAINTENANCE 33,657 16,999 38,000 37,000 37,000 4040 INFORMATION SYS:INTERNAL SV( 4,600 6,000 6,900 7,300 7,300 3 City of Columbia Heights, Minnesota 2020 Budget Worksheet 101 41940 GENERAL CITY HALL Actual Expense 2017 1 Actual Expense 2018 Adopted Budget 2019 Department Proposed 2020 City Managerl Proposed 2020 Council Adopted 2020 Line Item Description 4050 GARAGE, LABOR BURD. 807 520 800 700 700 - 4060 INTERDEPARTMENTAL COPIER CR -8,758 -9,690 -9,000 -9,500 -9,500 - 4100 RENTS & LEASES 447 383 400 500 500 - 4300 MISC. CHARGES - - - - - - 4330 SUBSCRIPTION, MEMBERSHIP - - - - - - 4390 TAXES & LICENSES 200 100 100 100 100 - 4395 STATE SALES TAX - - - - - - 2999 TOTALS: OTHER SERVICES & CHAF 126,364 115,661 142,300 143,400 143,400 - CAPITAL OUTLAY 5120 BUILDING 5180 OTHER EQUIPMENT 4999 TOTALS: CAPITAL OUTLAY OTHER FINANCING USES 8100 CONTINGENCIES 6999 TOTALS: OTHER FINANCING USES - - - - - TOTALS: CITY HALL 143,411 141,188 157,700 160,700 160,700 4 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2020 FUND NUMBER GENERAL GOVERNMENT CITY HALL 101.41940 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel 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 None - Subtotal - Total Nonpersonnel Expenses Description Copy paper & standard office Supplies - per trend Minor Equip: desks, chairs, cabinets Computer equip: replacement of security cameras Printing - City envelopes General supplies - lite bulbs, trash bags, cleaning supplies, etc. Garage allocation - parts Garage allocation - gas/oil/lube Supplies Subtotal Summary of Costs Continued on Next Page Amount Object code 1,700 2000 8,000 2010 2,000 2011 1,000 2030 4,000 2171 300 2280 300 2282 1 /,3uu 5 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2020 FUND NUMBER 101.41940 GENERAL GOVERNMENT CITY HALL SUMMARY OF COST FACTORS FOR THE COMING YEAR Summary of Costs Continued Nonpersonnel Expenses Continued Description Telephones per prep manual + est long distance Postage per prep manual (est meter rent & maint.) Other Communications: per prep manual Property & Liability Insurance per prep manual est. Electric per trend Water per trend Gas per trend Sewer per trend Other Maint. & Repair (not bldg.): Konica Copier agreement: % of maint. agreement for folder/stuffer Other equip maint. Bldg. Maintenance -Internal Services: per prep manual Bldg. Maintenance and Repair Fire alarm monitoring & services Intrusion alarm monitoring Carpet cleaning Window cleaning Pest & Lawn control Rugs & drip dispensers Elevator inspection agreement Elevator repairs &/or upgrades Doors/security system maint. Electrical- ballasts & various Plumbing -various Flooring replacement/repair Painting/patching/ masonry/roof patching HVAC base agreement HVAC not under agreement: Other building repair and maintenance 9,500 400 700 1,000 500 1,300 300 400 800 800 3,000 3,000 3,000 2,000 2,000 3,000 9,900 4,000 2.000 Information Systems -Internal Service: per prep manual Garage labor per trend Interdept copier credit: for centrally -paid copier agreement Share of Folder/stuffer lease Elevator permit Other Services & Charges Amount Object code 500 3210 2,500 3220 100 3250 4,300 3600 21,800 3810 1,800 7,500 3830 2,800 10,600 55,400 4010 37,000 4020 7,300 4040 700 4050 -9,500 4060 500 4100 100 4390 143,4UU A CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2020 DEPARTMENT: RECOGNITION/SPECIAL EVENTS 101 GENERAL 45050 RECOGNITION/SPECIAL EVENTS Actual Expense 2017 Actual Expense 2018 Adopted Budget 2019 Department Proposed 2020 I City Manager Proposed 2020 Council Adopted 2020 Line Item Description 1 0999 Personal Services 1999 Supplies 784 909 1,700 2999 Other Services & Charges 41,133 41,178 40,300 - 4999 Capital Outlay - - - 6999 Contingencies & Transfers - - - TOTALS: RECOGNITION/SPECIAL 41,917 42,087 42,000 Activity Description See below. Objectives See below - Budget Comments on Proposed Budget For 2020, activities and line items previously reported in this department have been reclassified to other departments. For example, the fireworks were moved to the Recreation department, the flowers for the beautification program were moved to the Parks department, and the newsletter was moved to the Cable Television budget, which funds half of the Communications Coordinator position. 7 City of Columbia Heights, Minnesota 2020 Budget Worksheet 101 45050 GENERAL RECOGNITION/5PECIAL EVENT 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 1012 SEASONAL EMPLOYEES 1070 INTERDEPARTMENTAL LABOR 5 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 2160 MAINT. & CONSTRUCT MATERI 2171 GENERAL SUPPLIES 2175 FOOD SUPPLIES 2280 VEHICLE REPAIR AND PARTS 2282 GAS, OIL, LUBRICANTS 1999 TOTALS: SUPPLIES OTHER SERVICES & CHARGES 3050 EXPERT & PROFESSIONAL SERV 3105 TRAINING & EDUC ACTIVITIES 3220 POSTAGE 3250 OTHER COMMUNICATIONS 3310 LOCAL TRAVEL EXPENSE 3430 ADVERTISING OTHER 3440 NEWSLETTER 3600 PROP & LIAB INSURANCE 4000 REPAIR & MAINT. SERVICES 4100 RENTS & LEASES 4200 PROGRAM ACTIVITY FEES 4300 MISC. CHARGES 4330 SUBSCRIPTION, MEMBERSHIP 4372 CITY FLOAT 4374 EMPLOYEE RECOGNITION 4375 VOLUNTEER RECOGNITION 4376 MISCELLANEOUS CIVIC AFFAIR'_ 4378 SPECIAL EVENTS 4380 COMMISSION & BOARDS - 1,500 40 - 597 742 148 166 200 784 909 1,700 250 3,750 - 5,026 22,375 28,837 26,000 389 400 400 1,245 1,455 5,817 6,535 6,800 - 200 1,600 6,000 - 5,500 P. City of Columbia Heights, Minnesota 2020 Budget Worksheet 101 GENERAL 45050 RECOGNITION/SPECIAL EVENT Actual Expense 2017 Actual Expense 1 2018 Adopted Budget 2019 Department Proposed 2020 City Manager Proposed 2020 Council Adopted 2020 Line Item Description 4390 TAXES & LICENSES 30 4395 STATE SALES TAX - - - 2999 TOTALS: OTHER SERVICES & CH 41,133 41,178 40,300 CAPITAL OUTLAY 4999 TOTALS: CAPITAL OUTLAY - - OTHER FINANCING USES 8100 CONTINGENCIES 6999 TOTALS: OTHER FINANCING US - - - TOTALS: RECOGNITION/SPECIj 41,917 42,087 42,000 9 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2020 FUND NUMBER RECOGNITION/SPECIAL EVENTS 101.45050 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel 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 - - - - For 2020, activities and line items previously reported in this department have been reclassified to other departments. For example, the fireworks were moved to the Recreation department, the flowers for the beautification program were moved to the Parks department, and the newsletter was moved to the cable television budget, which funds half of the Communications Coordinator position. 10 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2020 DEPARTMENT: CONTINGENCIES 101 492001 GENERAL CONTINGENCIES Actual Expense 2017 Actual Expense 2018 Adopted Budget 2019 Department Proposed 2020 City Manager Proposed 1 2020 Council Adopted 2020 Line Item Description 0999 Personal Services 1999 Supplies - - 2999 Other Services & Charges 7,995 4,053 - 4999 Capital Outlay - - - 6999 Contingencies & Transfers - 35,000 35,000 35,000 TOTALS: CONTINGENCIES 7,995 4,053 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 allow for sufficient flexibility in the overall budget to adapt to items which, cannot be projected/forecasted with sufficient certainty to be detailed in the budget. This supports the element within the Columbia Heights Vision of well -planned and well -maintained public services/infrastructure, as stated in the City of Columbia Heights' 2017 Goals Report. Budget Comments on Proposed Budget The proposed contingency budgeted for 2020 of $35,000 is the same as for the 2017 - 2019 budget years. 11 City of Columbia Heights, Minnesota 2020 Budget Worksheet 101 49200 GENERAL CONTINGENCIES Actual Expense 2017 Actual Expense 2018 Adopted Budget 2019 Department Proposed 2020 City Manager Proposed 2020 Council Adopted 2 220 Line Item Description 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 7,995 4,053 7,995 4,053 7,995 4,053 35,000 35,000 35,000 35,000 35,000 35,000 35,000 35,000 35,000 12 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2020 FUND NUMBER GENERAL GOVERNMENT CONTINGENCIES 101.49200 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel 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 None - - Subtotal - Labor Allocation To: None Total - Nonpersonnel Expenses Description Amount Object code 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 35,000 8100 Contingencies subtotal $ 35,000 13 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2020 DEPARTMENT: TRANSFERS 101 49300 GENERAL TRANSFERS 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 0999 Personal Services 1999 Supplies 2999 Other Services & Charges 4999 Capital Outlay 6999 Contingencies & Transfers TOTALS: TRANSFERS Activity Description - 1,400,000 135,000 135,000 135,000 1,400, 000 135,000 135,000 135,000 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 The only item proposed in this budget for 2020 is an annual transfer of $135,000 of general fund property tax levy to Fund 201 Planning and Inspections, in order to provide for approximately two existing planning -related staff positions. Prior to 2019, these two positions were funded by the HRA special district property tax levy. That special district levy is now planned for EDA redevelopment projects, and is recorded in EDA Redevelopment Fund 408. 14 City of Columbia Heights, Minnesota 2020 Budget Worksheet 101 49300 GENERAL TRANSFERS Actual Expense 2017 Actual Expense 2018 Adopted Budget 2019 Department Proposed 2020 City Manager Proposed 1 2020 Council Adopted 1 2020 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 OUT TO INFRASTRUCT 7370 TRANSFER OUT TO INFO SYSTEMS 7385 TRANSFER OUT TO LIB CAP BLDG - - 7410 TRANSFER OUT TO COMM DEVELO 135,000 135,000 135,000 7435 TRANSFER OUT TO: OTHER - - 6999 TOTALS: OTHER FINANCING USES 1,400,000 135,000 135,000 135,000 TOTALS: TRANSFERS 1,400,000 135,000 135,000 135,000 15 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2020 FUND NUMBER GENERAL GOVERNMENT TRANSFERS 101.49300 SUMMARY OF COST FACTORS FOR THE COMING YEAR Explanation of Personnel 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 None - Subtotal - - - Labor Allocation To: None Total - - Nonpersonnel Expenses Description Amount Obiect code Annual operating transfer to Fund 201 Planning and Inspections: General fund levy to fund approximately two planning -related positions $135,000 7410 16 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2020 DEPARTMENT: CAPITAL EQUIP. GENERAL GOVERNMENT BLDGS. 431 41940 CAPITAL EQUIPMENT REPLACEMENT FUND GENERAL GOVERNMENT BUILDINGS 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 28,000 - 6999 Contingencies & Transfers - - - - - TOTALS: GENERAL GOVERNMENT BUILDING! 28,000 - - - - Activity Description This department was established to account for periodic purchases of equipment that are not included in the budgets of other functional areas, such as equipment used by multiple functional areas, or equipment purchased as a group for the benefit of multiple functional areas. Objectives There are no items scheduled in this budget for 2020 t3uaget comments on Proposea budget There are no items scheduled in this budget for 2020. 17 City of Columbia Heights, Minnesota 2020 Budget Worksheet 411 41940 CAPITAL EQUIPMENT REPLACEMENT FUND GENERAL GOVERNMENT BUILDINGS Actual Expense 2017 Actual Expense 1 2018 Adopted Budget 1 2019 Department Proposed 1 2020 City Manager Proposed 1 2020 Council Adopted 2020 Line Item Description SUPPLIES 2010 MINOR EQUIPMENT 2011 COMPUTER EQUIPMENT 1999 TOTALS: SUPPLIES - - CAPITAL OUTLAY 5180 OTHER EQUIPMENT 28,000 4999 TOTALS: CAPITAL OUTLAY 28,000 TOTALS: GENERAL GOVERNMENT BUILDING 28,000 18 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2020 CAPITAL EQUIPMENT REPLACEMENT FUND FUND NUMBER GENERAL GOVERNMENT BUILDINGS 431.41940 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 None - - Subtotal - - Labor Allocation To: None Total - - CAPITAL EQUIPMENT REPLACEMENTS LINE # DESCRIPTION PROPOSED COSTS 2019 COSTS EXPENSED FUTURE COSTS DEPRECIATE D None No items scheduled for 2020 $ $ $ TOTAL: $ $ 1$ 19 Reviewer's Notes 20 Reviewer's Notes 21