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HomeMy WebLinkAboutBudget Discussion COMMISSION MEMORANDUM REPORT TO: Honorable Mayor and City Commission FROM: Anna Rosenberry, Finance Director Chris Kukulski, City Manager SUBJECT: FY10 Budget Discussion – General Fund – All Others MEETING DATE: August 17, 2009 AGENDA ITEM TYPE: Action Item, 4-6pm RECOMMENDATION: Give staff direction on any changes to City Manager’s Recommended Budget for FY10. BACKGROUND: The City Manager’s Recommended Budget for FY2009-2010 (FY10) was made available to the Commission and the public on June 1, 2009 and a formal presentation was made on June 15, 2009. During that presentation, it was determined that a number of additional meetings would be held during the summer to better understand the elements of the proposed spending plans for the year. Attached is a brief discussion list for your review prior to the meeting. The presentation by staff will be short and will primarily focus on the divisions of the General Fund that are not Public Safety/Criminal Justice related: · City Commission · City Manager’s Office · Finance · Facilities Management · Information Technology · Cemetery · Parks · Recreation · Library Questions regarding these or other divisions are welcome. If those are forwarded to us prior to the meeting, we will be best prepared with answers that night. However, answers can be prepared for presentation at a later date, if necessary. The City has received notice from the Montana Department of Revenue that taxable values will be delayed by at least 3 weeks this year. They estimate delivery of certified values in the last 4 week of August. Based on this information, we estimate Final Appropriation and Tax Levy resolutions will adopted on September 14, 2009. FISCAL EFFECTS: The Approved Budget for FY10 has far-reaching fiscal effects. This discussion is meant provide guidance on budget issues in time for their inclusion in the Final Appropriation and Tax Levy resolutions. ALTERNATIVES: As suggested by the City Commission. Attachments: August17, 2009 Budget Discussion List Library Workload Indicators & Performance Measurers 5 1 August 17, 2009 - FY 10 BUDGET DISCUSSION List 1. Commission Budget - $170,000 a. Ethics Board currently has no budget, it was not seated at the time of CM Recommended Budget development. Commission Budget has historically included Special Bodies (Study Commission.) 2. City Manager’s Office - $882,000 (Administration, City Clerk, Human Resources, Neighborhoods.) a. Highlights: i. National Citizen Survey - $12,000 ii. License Plate - $6,000 iii. Municipal Code Codification - $7,300 iv. Salary Survey - $24,000 **correction v. Organization-wide leadership training $20,000 3. Finance Department (Admin, Accounting, Treasury, Grants/Sustainability) - $906,000 a. Highlights: i. Budget and CIP Document Printing - $3,000 ii. Annual Audit (General Fund Share) - $21,000 iii. GASB 45 OPEB footnote compliance - $10,000 iv. Training for Green Facility Maintenance Practices - $2,000 4. Facilities Management - $1,205,000 a. Listing of Facilities included on page 109 of CM Rec. Budget. b. FY10 Projects include Shops Complex remodel and New Vehicle Maintenance Shop; completion of Fire Station #3; Landfill Addition; EECBG Upgrades to City Buildings. c. Also includes Training for Green Facility Maintenance Practices - $3,500 d. Adjustment of $20,000 due to Custodial Contract error. i. City Hall/Shops Irrigation Repairs - $8,000 ii. City Hall/Shops Clothing, Vehicle Supplies, Small Equipment & Tools - $2,500 (use other building’s if necessary) iii. Old City Hall Vacancy Maintenance Costs - $2,000 (absorb, as necessary) iv. Shops Overhead Door Repair & Maintenance - $4,000 (part of remodel project) v. Professional Building General Repairs - $3,500 (hold off on wall and surface upgrades, plumbing upgrades, electrical upgrades.) e. Teamster contract for FY10 has not been signed. 5. Information Technology - $865,000 a. Highlights: i. Upgrades to Citywide Anti-virus - $21,600 ii. Continued VoIP (phone) upgrades and maintenance - $28,000 iii. Router and Switch replacements - $25,000 6 2 iv. Changing from 3-year to 4-year warranties and replacements for citywide PC’s. 6. Cemetery - $481,900 a. Highlights: i. Cemetery fees increased July 1, 2009 ii. Lot sales and interments are relatively flat over the past three years. iii. Teamster contract for FY10 has not been signed. 7. Parks - $1,339,000 a. Highlights: i. Park Improvement Grants - $100,000 ii. Security Services - $19,000 iii. Mowing & Snowplowing contracts - $10,500 iv. Working through FY10 with Facilities Maintenance to see where seasonal labor may be able to replace mowing/plowing/service contracts around city buildings. v. Teamster contract for FY10 has not been signed. 8. Recreation - $1,177,654 a. Highlights: i. Swim Center UV Disinfection System - $55,000 ii. Repair and Maintenance to Swim Center - $60,700 iii. Repair and Maintenance to Bogert Pool - $21,300 iv. Repair and Maintenance to Lindley & Beall Centers - $18,800 v. Completion of Swim Center Air Handler and Pool Drain projects. 9. Library - $1,536,000 a. Updated Workload Indicators are included with this packet. b. Highlights: i. Adoption of a Strategic Plan (approved on July 15, 2009) ii. Radio Frequency Identification system to secure materials and make them easier to identify through the check-in/check-out/shelving processes - $134,000. iii. Increased funding assistance from the Friends/Foundation as Library is asked to make cuts to General Fund requirements. 7 LIBRARY ___________________________________________________________ PERFORMANCE MEASURERS Effectiveness Measurers (workload per capita – based on 47,805 service population) Standard FY 07 Actual FY 08 Actual FY 09 Projected FY10 Budgeted Circulation of Materials 9.9 11.45 12.58 13.28 13.94 Registered Borrowers – as a percent of total service population 50% 54% 58% 61% 64% Total volumes 2.38 2.45 2.63 2.75 2.9 Reference transactions 1 2.09 2.29 2.33 2.37 Interlibrary loan transactions .1 .05 .06 .07 .08 Children’s program attendance 30% 28% 33% 38% 42% Efficiency Measurers (workload/FTE – based on 19.66 FTE) Standard FY 07 Actual FY 08 Actual FY 09 Projected FY10 Budgeted Circulation of Materials 20,000 27833 29115 29994 31493 Registered Borrowers 1,000 1305 1341 1384 1440 Total volumes 4,000 5955 6075 6214 6554 Reference transactions 2,000 5078 5289 5268 5347 Interlibrary loan transactions 200 121 148 165 189 Children’s program attendance 650 676 771 864 950 8 LIBRARY ___________________________________________________________ WORKLOAD INDICATORS WORKLOAD INDICATOR FY 07 Actual FY 08 Actual FY 09 Projected FY10 Budgeted Library Materials Circulated 547194 601250 634667 666400 Children's Programs Provided 349 451 497 522 Attendance at Children's Programs 13294 15926 18280 20108 Reference Questions Answered 99827 109281 111464 113136 Interlibrary Loan Transactions 2383 3052 3500 3999 Registered Borrowers 25661 27711 29291 30463 New Library Materials Cataloged 9559 12939 13079 14000 Materials Reserved 7144 8037 9380 10787 Materials Renewed 41064 43800 44456 45123 9