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Agenda . Monday, October 30, 2000 6:30 p.m. Raspberry Room, City Hall Lower Level 6:30 p.m. Call to order 6:35 p.m. 2001 Budget Discussions: . a. Community Services b. Recreation c. Activity Center d. Municipal Building e. Public Works f. Planning and Community Development 9:00 p.m. North Annex Redevelopment Expectations 9:30 p.m. Other 9:45 p.m. Adjourn . . 2001 BUDGET - DEPARTMENT REQUESTS . Initial Requests Attached to this report is a summary of requests for the year 200 I budget. The initial requests were approximately $300,000 over our established limit for the 2001 budget. The largest areas of increase over preliminary estimates were capital outlay requests and salaries. Finance underestimated capital outlay requests by $200,000. This included eliminating the tire station roof and exhaust system from the preliminary budget. Salaries were underestimated at $75,000, The only explanation for this is additional contract settlements since the cstimate and additional overtime and part-time requests. Departments were requested to reduce needs for the year 2001 by postponing projects, eliminating programs or reducing line items. After this process is complete we will be at the maximum established budget for the year 2001, This maximum does include a small contingency amount for the unresolved salary and benefits agreement for the year 2000 and 2001. Program budgeting is in effect. We will hand out a listing of programs with affiliated revenues. We are requesting departments to provide each program's activities and objectives. COMMUNITY SERVICES The community services department currently reflects a decrease over last years' budget of 5.3%. The community service department is broken down into sixteen programs. The programs with brief . descriptions of their activities are as follows: Receptionist - b'feeting the public, directing inquiries and answering phones. . . Assessing information provide customers infonnation about assessments. . Homestead infonnation - provide customers with homestead information. . Property valuation appraisals of new construction, reappraisals of existing buildings. . Special assessments - process and record special assessments. . Building code inspections ~ inspect to insure new or remodeled buildings meet minimum state requirements. . Fire inspections inspect existing buildings to insure they meet the minimum state tire code requirements. . Heating and plumbing inspections - inspect to insure new or remodeled buildings meet minimum state requirements. . I-lousing inspections - propertys inspected for compliance with city housing code. . Restuanmt/Hotel inspections health inspections to meet minimum state requirements. . Miscellaneous inspections - nuisance complaints [rom citizens are inspected, . Charter & Council administration minutes of council meeting, maintaining city code updates. . Licensing - issue most licenses. . Purchasing - issue most purchase orders, maintain supply inventory, meet with vendors, . Records Management - insure necessary documents are retained for correct period. . Elections - supervise election process, including volunteers, register voters and certify results. Year 2000 major objectives for the Community Services department were: . ,/ Reinspect 25% of the taxable parcels by January 15, ,/ Reassess 100% of the taxable parcels by January 15. .--- ---., ---- . . ./ Inspect 100% of the new construction by January 15, ./ Obtain an equalized assessment on all classes of property. ./ Revise and adopt the new State health and building code. ./ Implement new inspection division software providing integration with other departments. ./ Complete two year project to microfilm old building plans. ./ Develop and implement new occupancy/new business inspection program. RECREA TION The recreation department currently reflects a 9.6% increase over last years' budget. The increase is associated with an additional $25,000 payment for the Shady Oak Beach contract with Minnetonka. This will be our last payment for this project. The recreation department is broken down into four programs, The programs with brief descriptions for their activities are as follows: . Adult recreation - recreation programs offered for adults throughout the year at various locations. . Youth recreation - provides youth with a variety of recreation programs throughout the year at various locations. . Miscellaneous recreation programs provide Hopkins residents with a variety of recreation opportunities. . Shady Oak Beach - manage beach facility, . PLANNING AND COMMUNITY DEVELOPMENT The planning and community development shows a decrease over last years' budget of 3.2%. This is attributed to a reduction in equipment allocation and expert and professional services. The planning and community development dep31iment is broken down into four programs. The programs with brief descriptions of their activities are as follows: . Zoning amI Activities -. administer and enforce locally approved zoning ordinance and comprehensive plan. . Sign or Fence Pennits - administer issuance of sign and fence pennits. . Miscellaneous Planning - through planning, insure orderly development and redevelopment of city. . Community Development Activity ~ coordination of all community development activities including CDBG and housing redevelopment activities. Year 2000 major objectives for the Planning and Community development department were: ./ Review and amend the zoning ordinance regarding warehouse uses in the B-2 and B-3 main street area and park dedication fees, ./ Insure HBC A is kept updated on city activities, ./ Coordinate implementation of department activities with approved vision statement for the City. . . ACTIVITY CENTER The activity center currently reflects a 2.4% net increase over last years budget. We have changed the accounting for revenues and expenditures in the activity center which more accurately reflects program activity. Expenditures increased 26% but at the same time revenues increased 424%. This is why the net increase to the general fund is 2.4%. The activity center department is broken down into four programs. The programs with brief descriptions for their activities are as follows: . Community Use make available the facility to be used by residents for active or passive, large or smalI activities. . Senior Activities - provides programs and a place for older adults to gather and organize activities. . Teen Programs - provides a Friday teen program throughout the schoo] year. . Maintenance - maintains the building and facilities. Year 2000 major objectives for the Activity Center department were: ../ Market the Hopkins Activity Center to resedents. ../ Continue to implement a Hopkins Activity Center "Gifts to Share" program. ../ Partnership with Chapel View and Hopkins Care Center to provide group transportation. MUNICIPAL BUILDING . The municipal building department shows a decrease over last years' budget of 40.4%. This is attributed to the elimination of the fire roof and exhaust system replacement. This project has been put on hold until further space analysis has been complete. The municipal building department is broken down into two programs. The programs with brief descriptions of their activities are as follows: . Cleaning - public facility maintenance to insure that a neat and orderly environment may be provided for the transaction of public business. . Maintenanc.;c - physical maintenance of public facilities includes proper and preventive maintenance scheduling to maximize the expected life of public investments. Year 2000 major objectives for the Finance department were: ../ Fire station roof replacement. ../ Police station carpet replacement. PUBLIC WORKS The public works department shows an increase over last years' budget of 7.3%. This increase is associated with salary and benefit cost increases. The public works department is broken down into fourteen programs, The programs with brief descriptions of their aeti vities are as follows: . Buildings maintenance and cleaning of the public works facility. . . Vehicle and equipment maintenance - maintenance and repair of all city vehicles. . Public works administration administrative support for enterprise funds. . . Engineering - drafting, surveying, layout, desi/:.'11 and other engineering services. . Streets and Alleys - maintain city streets, alleys and parking lots on a systematic basis. . Street cleaning - streets, alleys and parking lots are swept to keep dirt and debris from entering storm sewer system, . Snow & ice removal provide safe travel and parking conditions within the city during winter. . Seal coat zone - maintenance of streets and parking lots for longevity. . Sidewalk repair - maintenance of sidewalks annually to provide for safe pedestrian passage. . Traffic signs & signals ~ maintenance of traffic signs, signals and street markings. . Street lighting - for safety of pedestrians and vehicular traffic throughout the city at night . Mall maintenance - specific maintenance for the downtown area. . Parks - maintenance of developed parks and grounds adjacent to public buildings and right of ways, Maintenance of picnic facilities and trails. . Tree service - all trees on public property will be maintained in acceptable condition. Residents are consulted on tree related issues and consulted on solutions. Year 2000 major objectives for the Administrative Services department were: y' Plans and specs for new public works storage facility. y' Continue aggressive maintenance on all city equipment y' Fuel system hardware and software replacement. y' Planning and design of Hopkins Crossroad corridor improvement. y' Complete planning and coordination of Shady Oak Rd improvement. y' Keep community abreast of Excelsior Blvd. Design, property acquisition and construction . issues and schedules. y' Continue to analyze and respond to opportunities to improve service quality and efficiency. y' Continue improvements in sanitary sewer and stonn sewer problem areas. y' Continue to develop sanitary sewer maps in digitized format and apply to GIS program. y' Continue field survey and inventory of storm sewer system for GIS application. y' Utilize pavement management for street maintenance, y' Alley and parking system maintenance as required. y' Continued maintenance of storm water drainage system. y' Civic event assistance as required. y' Continue contractual crack sealing. y' Early spring sweeping utilizing extended shift operations. y' Sweeping of seal coat rock. y' Downtown sweeping every three weeks. y' Residential sweeping three times a year. y' Continue research of reuse of metro seal rock in salt/sand operations, y' Complete plowing/sanding operations within 12 hours. y' Complete snow removal operations downtown to meet parking and traffic flow demands. y' Secure permanent snow dump sites. y' Continue efforts of snow policy information to high density problem areas. y' Seal coat as per pavement management plan. y' Seal coat lot #200. y' Inspect and repair all defective sidewalks in district 4. y' Continue change from electric outlet to vandal proofbollard system. y' Maintain traffic lights and signals, . y' Continue sign inventory, traffic control, safety issues, etc... y' Complete street light pole painting (Main street, 51h Ave, to Washington). . ,/ Continue to plan installation process of 11th Ave. So. street hghting improvement. ,/ Continue grounds maintenance at all parks and city facilities. ,/ Provide rinks for open skating and hockey. ,/ Develop rules and regulations for skate park, construct and operate. ../ Monitor Excelsior Blvd, landscaping, ../ Trim 10% of trees on city boulevards. ../ Remove and replace all diseased, dead or dying trees on public property. ../ Provide prompt service for customers requesting trimming or tree consultation. . . -- --. DEPARTMENT - COMMUNITY SERVICES FUND 101 . PROGRAM SUMMARY Net General and Tax Percent CATEGORY Revenues Expenditures Supported Change Receptionist 2001 Budget $ - $ 46,278 $ 46,278 3,36%1 2000 Budget 44,775 44,775 2000 Projected Actual - 47,303 47,303 Assessing Information 2001 Budget $ 300 $ 86,994 $ 86,694 0.69% 2000 Budget 300 86,397 86,097 2000 Projected Actual 449 87,587 87,138 Homestead Information 2001 Budget $ - $ 33,722 $ 33,722 3.46% 2000 Budget - 32,594 32,594 2000 Projected Actual - 33,565 33,565 Property Val ua tion . 2001 Budget $ - $ 82,975 $ 82,975 -2.45% 2000 Budget - 85,060 85,060 2000 Projected Actual - 75,441 75,441 Special Assessments 2001 Budget $ - $ 21,255 $ 21,255 6.38% 2000 Budget 19,981 19,98] 2000 Projected Actual 60 17,658 17,598 Building Code Inspections 2001 Budget $ 225,000 $ 137,238 $ (87,762 ) 13.02% 2000 Budget 187,000 109,351 (77.6~9) 2000 Projected Actual 260,816 150,880 (10\),935 ) Fire Inspections 2001 Budget $ - $ 37,405 $ 37,405 9.30% 2000 Budget - 34,221 34,221 2000 Projected Actual - 26.517 26,517 Heating and Plumbing Inspections 2001 Budget $ 65,000 $ 72,110 $ 7,110 22.44% 2000 Budget 63,000 68,807 5,807 . 2000 Projected Actual 64,917 56, ]42 (S,775) DEPARTMENT - COMMUNITY SERVICES FUND 101 . PROGRAM SUMMARY Net General and Tax Percent CATEGORY Revenues Expenditures Supported Change Housing Inspections 2001 Budget $ 7,000 $ 45,609 $ 38,609 47.15% 2000 Budget 19,500 45,738 26,238 2000 Projected Actual 6,923 32,997 26,074 Restaurant/Hotel Inspections 2001 Budget $ 19,000 $ 28,197 $ 9,197 -47.37% 2000 Budget 16,500 33,976 17,476 2000 Projected Actual 19,951 37,032 17,081 Miscellaeous Inspections 2001 Budget $ - $ 65,331 $ 65,331 -11.68% 2000 Budget 250 74,221 73,971 2000 Projected Actual - 54,487 54,487 Charter & Council Administration 2001 Budget $ - $ 16,759 $ 16,759 4.09% . 2000 Budget - 16,100 16,100 2000 Projected Actual - 13,585 13,585 Licensing 2001 Budget $ 6,700 $ 10,119 $ 3,419 156.68% 2000 Budget 7,200 8,532 1,332 2000 Projected Actual 6,647 7,360 713 Purchasing 2001 Budget $ - $ 10,471 $ 10,471 10.92% 2000 Budget - 9,440 9,440 2000 Projected Actual - 17,625 17,625 Records Management 2001 Budget $ 200 $ 8,870 $ 8,670 9.00% 2000 Budget - 7,954 7,954 2000 Projected Actual 165 11 ,3 1 3 11,148 Elections 2001 Budget $ 5,500 $ 20,241 $ 14,741 -56.22% 2000 Budget - 33,672 33,672 2000 Projected Actual - 28,217 28,217 . DEP ARTMENT - COMMUNITY SERVICES FlIND 101 . PROGRAM SUMMARY Net General and Tax Percent CATEGORY Revenues Expenditures Supported Change COMMUNITY DEVELOPMENT TOTAL 2001 Budget 328,700 723,574 394,874 -5,32% 2000 Budget 293,750 710,819 417,069 2000 Projected Actual 359,927 697,709 337,782 PERMANENT STAFFING Receptionist 1.05 Assessing lnfonnation 1.20 Homestead Information 0.55 Property Valuation 1.05 Special Assessments 0.30 . Charter & Council Administration 0.35 Licensing 0.15 Purchasing 0.25 Records Management 0.20 Elections 0.15 Building Code Inspections 1.75 Fire Inspections 0.5 Heating and Plumbing Inspections 1 Housing Inspections 0.7 Restaurant/Hotel Inspections 0,15 Miscellacous Inspections 0.95 TOTAL 10.30 . DEPARTMENT - RECREATION FUND 101 . PROGRAM SUMMARY Net General and Tax Percent CATEGORY Revenues Expenditures Supported Change Adult Recreation 2001 Budget $ - $ 38,565 $ 38,565 -10.26% 2000 Budget - 42,975 42,975 2000 Proj ected Actual - 29.275 29,275 Youth Recreation 2001 Budget $ - $ 58,265 $ 58,265 -10.33% 2000 Budget - 64,975 64,975 2000 Projected Actual - 29,275 29,275 Various Recreation Programs 2001 Budget $ - $ 93,564 $ 93,564 10.28% 2000 Budget - 84,840 84,840 2000 Projected Actual - 131,772 13 1 ,772 Shady Oak Beach . 2001 Budget $ - $ 69,346 $ 69,346 56.50% 2000 Budget - 44,310 44,310 2000 Projected Actual - 36,710 36,710 RECREATION TOTAL 2001 Budget - 259,740 259,740 9.55% 2000 Budget - 237,100 23 7, 100 2000 Projected Actual - 227 ,032 227,032 PERMANENT STAFFING Part-time Adult Recreation 1.50 Youth Recreation 1.50 Various Recreation Programs 3.25 Shady Oak Beach 0.50 TOTAL 6.75 . -.-....---.. DEPARTMENT - COMMlINITY DEVELOPMENT FUND 101 . PROGRAM SUMMARY Net General and Tax Percent CATEGORY Revenues Expellditu res Supported Change Zoning Activities and Enforcement 2001 Budget $ 2,000 $ 70,865 $ 68,865 0.95% 2000 Budget 3,000 71,219 68,219 2000 Projected Actual 3,324 68,088 64,764 Sign or Fence Permits 2001 Budget $ 1,500 $ 12,629 $ 11,129 -8.40% 2000 Budget 1,000 13,149 12,149 2000 Projected Actual 1,513 11,093 9,580 Miscellaneous Planning 2001 Budget $ - $ 23,919 $ 23,919 2.48% 2000 Budget - 23 ,341 23,341 2000 Projected Actual 3 21,891 21,888 Community Development Activity . 2001 Budget $ 36,000 $ 30,613 $ (5,387) 184.12% 2000 Budget 30,586 28,690 (UN6) 2000 Projected Actual 35,677 24,4 70 (11,207) COMMUNITY DEVELOPMENT TOTAL 2001 Budget 39,500 138,026 98,526 -3.23IVo 2000 Budget 34,586 136,399 101,813 2000 Projected Actual 40,517 125,541 85,024 PERMANENT STAFFING Committee Llason 0,05 0.05 0.05 Zoning Activities and Enforcement 0.85 0,85 0.85 Sign or Fence Permits 0,20 0,20 0.20 Miscellaneous Planning 0.35 0.35 0.35 Community Development Acti vity 0.40 0.40 0.40 TOTAL 1.85 1.85 1.85 . DEPARTMENT - ACTIVITY CENTER FOND 101 . PROGRAM SUMMARY Net General and Tax Percent CATEGORY Revenues Expenditures Supported Change Community Use 2001 Budget $ 13,100 $ 65,587 $ 52,487 24.23% 2000 Budget 10,000 52,250 42,250 2000 Projected Actual 13,744 56,364 42,620 Senior Activities 2001 Budget $ 55,000 $ 151,757 $ 96,757 -2.46'Yo 2000 Budget 3,000 102,197 99,197 2000 Projected Actual 54,135 143,868 89,733 Teen Programs 2001 Budget $ - $ 11,521 $ 11,521 10.62% 2000 Budget - 10,4 I 5 10,4 15 2000 Projected Actual - 4,401 4,401 Maintenance . 2001 Budget $ - $ 60,923 $ 60,923 -S.55O';;} 2000 Budget - 64,501 64,501 2000 Projected Actual - 48,466 48,466 ACTIVITY CENTER TOTAL 2001 Budget 68,100 289,788 221,688 2.46% 2000 Budget 13,000 229,363 216,363 2000 Projected Actual 67,880 253,098 185,219 PERMANENT STAFFING Community Use 1.00 Senior Activities 1.74 Teen Programs 0.22 Maintenance 0.25 TOTAL 3.21 . DEPARTMENT - MUNICIPAL BIllLDING FlfND 101 . PROGRAM SUMMARY Net General and Tax Percent CATEGORY Revenues Expenditures Supported Change Cleaning 2001 Budget $ - $ 17,098 $ 17,098 90.02% 2000 Budget - 8,998 8,998 2000 Projected Actual - 3,497 3,497 Maintenance 2001 Budget $ - $ 81,830 $ 81,830 -47.89% 2000 Budget - 157,035 157,035 2000 Projected Actual - 65, I 34 65,134 MUNICIPAL BUILDING TOTAL 2001 Budget - 98,928 98,928 -40.42% 2000 Budget - 166,033 166,033 2000 Projected Actual - 68,631 68,631 . PERMANENT STAFFING Cleaning 1.30 Maintenance 0.70 TOTAL 2.00 . DEP ARTMENT - PUBLIC WORKS FlJND 101 . PROGRAM SUMMARY Net General and Tax Percent CATEGORY Revenues Expenditures Supported Change Public Works Building Maintenance 2001 Budget $ - $ 1,489 $ 1,489 -33.84% 2000 Budget - 2,250 2,250 2000 Projected Actual - (4,562) (4,562) 1999 Actual 887 - (SS7J Equipment Services 2001 Budget $ 200 $ 32,074 $ 31,874 6.63% 2000 Budget 100 29,991 29,891 2000 Projected Actual 446 24,112 23,666 1999 Actual 202 1 7,792 17,590 Enterprise Administration 2001 Budget $ - $ 2,553 $ 2,553 2000 Budget - - - 2000 Projected Actual - (4,343 ) (4,343) 1999 Actual - 15,175 15,175 Engineering . 2001 Budget $ 2,700 $ 103,121 $ 100,421 4.10% 2000 Budget 1,800 98,263 96,463 2000 Projected Actual 1,011 96,908 95,897 1999 Actual 4,145 129,709 125,564 Streets and Alleys 2001 Budget $ 15,500 $ 278,327 $ 262,827 17.22% 2000 Budget 15,500 239,708 224,208 2000 Projected Actual 15,077 278,477 263,400 1999 Actual 18,000 339,522 321,522 Street Cleaning 2001 Budget $ - $ 34,162 $ 34,] 62 -9.34% 2000 Budget - 37,682 37,682 2000 Projected Actual - 66,480 66,480 1999 Actual - 71 ,049 71,049 Snow and lee Removal 2001 Budget $ - $ 154,234 $ ] 54,234 7,00% 2000 Budget - 144,148 144,148 2000 Projected Actual - 55,973 55,973 1999 Actual - 90,783 90,783 Seal Coat Zone 2001 Budget $ - $ 154,760 $ 154,760 -2.08% 2000 Budget - 158,053 158,053 . 2000 Projected Actual - 99,554 99,554 1999 Actual - 88,610 88,610 . DEPARTMENT - PUBLIC WORKS FUND 101 . PROGRAM SUMMARY Net General and Tax Percent CATEGORY Revenues Expenditures Supported Change Sidewalk Repair 2001 Budget $ - $ 24,376 $ 24,376 -28.39% 2000 Budget - 34,041 34,041 2000 Projected Actual - 35,810 35,810 1999 Actual - 32,465 32,465 Traffic Signs and Signals 2001 Budget $ 100 $ 110,115 $ 110,015 -5.20% 2000 Budget - 116,050 116,050 2000 Projected Actual 155 127,960 127,805 1999 Actual 50 125,622 125,572 Street Lighting 2001 Budget $ 300 $ 146,021 $ 145,721 -5.55% 2000 Budget 300 154,584 154,284 2000 Projected Actual - 114,423 114,423 1999 Actual 498 124,517 124,019 Mall Maintenance . 2001 Budget $ - $ 28,451 $ 28,451 2000 Budget - - - 2000 Projected Actual - 4,528 4,528 1999 Actual - - - Parks 2001 Budget $ 12,450 $ 568,071 $ 555,621 9.83% 2000 Budget 1,800 507,684 505,884 2000 Projected Actual 17,395 550,200 532,805 1999 Actual 984 453,907 452,923 Tree Service 2001 Budget $ 300 $ 146,693 $ 146,393 11.46 % 2000 Budget 1,300 132,637 131,337 2000 Projected Actual 150 108,624 108,474 1999 Actual 2,517 12 1 ,068 118,551 PUBLIC WORKS TOTAL 2001 Budget 31,550 1,784,446 1,752,896 7.26% 2000 Budget 20,800 1,655,091 1,634,291 2000 Proj ected Actual 34,234 1.554.143 1,519,909 1999 Actual 27 ,283 1.610,219 1,582,936 . ~ DEP ARTMENT - PUBLIC WORKS FUND 101 . PROGRAM SUMMARY Net General and Tax Percent CATEGORY Revenues Expenditures Supported Change PERMANENT STAFFING 2000 2001 Public Works Building Maintenance 1.500 1.500 Equipment Services 2.600 2,600 Enterprise Administration 1.350 1.350 Engineering 1.970 1.970 Streets and Alleys 2.671 3.600 Street Cleaning 0.200 0.200 Snow and Ice Removal 2.035 2.115 Seal Coat Zone 1.556 1,560 Sidewalk Repair 0.080 0.080 Traffic Signs and Signals 0.640 0.540 Street Lighting 0,600 0.400 Downtown Maintenance 0.400 . Parks 6.590 6.630 Tree Service 1.960 1.920 TOTAL 23.752 24.865 .