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HomeMy WebLinkAbout[07a] 2020 Budget CM Oft a1;JO$EPII Council Agenda Item [07a1 MEETING DATE: June 17,2019 AGENDA ITEM: 2020 Draft Budget:Memberships and Staffing SUBMITTED BY: Finance/Administration/Dept Heads BOARD/COMMISSION/COMMITTEE RECOMMENDATION: None PREVIOUS COUNCIL ACTION: Council provided 2020 budget initiatives at their June 3,2019 council meeting. The budget timeline was also presented. BACKGROUND INFORMATION: The proposed 2020 budget will be broken down in increments to build to the draft budget proposal coming in August. For this meeting the memberships with professional organizations are presented for discussion for council. The attached document depicts the estimated 2020 budget compared to 2018 and 2019. A few of the organizations have not indicated dues increases for 2020;estimates were provided. Also included are the staffing requests for the next three budget years. Each department analyzed their needs and provided a summary of their requests for years 2020-2022. Community Development envisions a planner will be needed sometime in the future, but not in these years. Finance filled the open finance technician in 2020 and does not have a request for an additional staff at this time. Positions requested in the three year period include the following: Police: Additional Police Officer Administration: Building Inspector Public Works: Seasonal,New FT Staff, Classification change Recreation Director: Details of the requests are attached. BUDGET/FISCAL IMPACT: $62,666 membership dues staffing request ATTACHMENTS: Request for Council Action—Draft Budget: Memberships/Staffing 2020 Membership Proposal 2020—2022 Staffing Requests REQUESTED COUNCIL ACTION: Provide direction on the 2020 budget for memberships and staffing requests. City of St.Joseph Dues Proposed -2020 2020 Dues renewed in 2019 Purpose Account 2018 Amt 2019 Amt Comments Request Provides access to Federal Transportation funds. The City received funding for 2 corridor studies from the APO and federal funding for phase 2 of the CR2 Trail. Assists with St.Cloud APO transportation planning. 101-41110 5,798 6,044 6,300 The Initiative Foundation lists their mission as"to unlock the power of Central MN people to build and sustain healthy communities." The City has utilized IF funding for establishing the Farmer's Market and Healthy Community Partnership. They have also provided a grant for the East Park design.The IF also assists with Economic Initiative Foundation Development. 101-41110 1,700 1,700 1,700 Joint City Partnership that provides education on water preservation and storm water management. The funds help pay for marketing and the annual water festival held at Millstream Park. All 6 area Cities belong to this organization and pay the same fee. This membership is paid through the Storm Water utility and is part of our CM Water Education Alliance Storm Water permit. 651-49900 1,650 1,650 1,650 Provides training,resource material,lobbying,routine reporting during the legislative session,publish monthly LMC has not released 2020 magazine and bi-weekly bulletin. The City also utilizes the projections yet.There will be insurances for general liability and workers'comp through increase from population League of MN Cities the League Insurance Trust. 101-41110 6,852 7,160 increase due to annexation. 7,518 Retired Senior Volunteer Program-This program is through the City of St.Cloud. RSVP reimburses the volunteers for mileage when they work. Work can include taking residents to appointments,to working at events. Annually the City of St.Cloud sends a request to the City for funding. In 2018,29 St.Joseph residents participated in RSVP,volunteering over 3,000 hours. The budget request from RSVP is presented,an increase of$3,570 RSVP from 2019. 101-41110 7,000 5,800 9,370 Central MN major crime prevention unit available to assist 101-42120- Gang Strike Task Force with crime investigation and solution for major crimes, 300 4,225 11,345 11,140 Local networking and supporting the efforts of the local St.Joseph Chamber businesses, 101-41110 125 125 125 2020 Dues renewed in 2019 Purpose Account 2018 Amt 2019 Amt Comments Request CGMC has not indicated dues increase for 2020. Funding Provides lobbying services,training,resource material, does not include environmental Coalition of Greater MN Cities labor data bases to include contract salaries and benefits. 101-41110 10,210 10,924 lawsuit. 11,142 Provides training and networking for the Mayor through LMC Mayor's Assn LMC. 101-41110 30 30 30 The GSCDC works with area stakeholders to improve job opportunities,quality of life,education,health&wellness, Greater St.Cloud Development Corporation and business development in the Greater St.Cloud area. 150-46500 5,000 5,000 5,000 The City of St.Cloud implemented a$50 annual membership charge for the Whitney Senior Center. For St. Cloud residents,the city is subsidizing$40 of the fee and offered the other cities to participate with their senior citizens. St.Joseph agreed to subsidize up to$1,000 per year for the subsidy(25 residents). Each year St.Joseph residents used this subsidy with others missing out on the Whitney Senior Center subsidy. 101-41110 1,000 1,000 1,000 Provides training and networking opportunities for the MN Gov't Finance Officer's Assn finance staff. Professional organization. 101-41530 50 50 50 Provides training and networking opportunities for the MN Clerks&Finance Officers Assn deputy clerk and finance staff. Professional organization. 101-41430 - 45 45 Provides training and networking opportunities for the MN American Planning Assn planning staff. Professional organization. 101-41910 324 324 325 Provides training and networking opportunities for the planning staff. This membership is national where ideas American Institute of Certified Planners are shared in the profession. Professional organization. 101-41910 135 135 135 Provides training and networking opportunities for the Economic Development Assn Minnesota economic development. Professional organization. 150-46500 295 295 295 Staff uses this membership to determine cost indexes for Engineer News Record deferred assessments. 101-41530 30 30 30 Provides training for the finance staff. Also provides current updates on GASB implementations. Professional Government Finance Officers Assn organization. 101-41530 170 170 170 2020 I Dues renewed in 2019 Purpose Account 2018 Amt 2019 Amt Comments Request The MN Chiefs of Police Association is a nonporfit, professional membership organization whose mission is to enhance the quality of police leadership in MN. The Association is recognized as the voice of police executives in MN and represents its members on legislative,regulator and community issues related to crime,public safety and MN Chiefs of Police Assn law enforcement. 101-42120 253 278 275 Representation includes a supervisor level member from the various police departments in Stearns County. Monthly meetings are conducted and include mutual Stearns County Chief's Assn concern discussions. 101-42120 50 50 50 AMEM is a professional organization of emergency managers dedicated to advocating and advancing effective emergency management capabilities and practices statewide. The AMEM vision is to be one voice advancing Assn of MN Emergency Managers individual,family and community preparedness. 101-42500 130 130 130 Provides training and resources for police officers working MN Juvenile Officers Assn with youth in the community. 101-42120 25 25 25 Online training portal for patrol officers whose city is a LMC Patrol Subscription member of LMC. 101-42120 900 900 900 The MMUA mission is to unify and serve as a common voice for municipal utilities and to provide support needed to improve service to their customers and community. This organization provides training and education opportunities to members also. Most recently,the MMUA provided education on the federally required Red Flags MN Municipal Utilities Rules policy regulation. 601-49440 452 475 475 Professional organization that provides technical assistance for water and sewer. In the past they have helped the City with a water leak and their dues covered MN Rural Water Assn the fees. They also provide training and newsletters. 601/602 250 250 250 The City is required to locate all underground utilities when someone digs near the City lines. One Call Concept keeps the database and notifies us when someone calls for a One Call Concept locate to dig. 601/602 50 100 100 i I I 2020 Dues renewed in 2019 Purpose Account 2018 Amt 2019 Amt Comments Request The City is required to have a drug testing program for staff that operate heavy equipment. MN Municipal Utilities runs the drug testing program for the City and we do not pay additional costs. The piece we are responsible 601/602/ for is arranging the random drug testing. We are part of MN Municipal Utilities Drug/Alcohol their pool and they inform the City who should be tested 101-45202/ Consortium and when. 101-43120 248 250 250 Professional organization that provides education and American Waterworks Assn license requirements for water operators. 601-49440 202 208 210 Through LMCIT,MMUA provides regional safety traning as required by OSHA. The cities of St.Joseph,Sauk Rapids, Waite Park and Sartell are included in the Central Region 101/601/ LMC/MMUA Safety Safety Group. 602/105 1,645 2,275 2,275 Montly firefighter subscription. Originally each firefighter received a subscription and it has since been reduced to one subscription that is received in the fire hall,available MN Smoke-Eater to all members. 105-42240 20 20 20 14 Neighboring fire departments meet 4 times per year to discuss possible cost sharing opportunities for training and equipment. In this manner,the departments ensure they Central MN Fire Aid Assn meet periodically to discuss issues. 105-42240 50 50 50 Professional organization that provides for networking and training opportunities for Fire Chiefs and command staff. MN State Fire Chiefs Assn The dues include memberships for 8 members. 105-42240 435 435 435 Fire departments in the mutual aid area meet monthly to discuss ideas and training opportunities. The dues also pay Lake Region Firefighters Assn for limited training. 105-42240 40 40 40 Professional organization for the fire fighters. The Association provides training opportunities and MN State Fire Dept Assn networking. 105-42240 271 271 271 Professional organization that deals with arson and investigation. The organization provides training and MN Chapter IAA' education. Two firefighters are members. 105-42240 25 25 25 Professional organization for the fire fighters. The certification board provides recertification of hazmat and MN Fire Service Certification Board firefighter 1 qualifications. 105-42240 50 150 150 Emergency Services ERRS/IAMRESPONDING Fire call reporting system. 105-42240 660 660 710 City of St. Joseph Additional/Increase Staff Request For the Budget Year 2020-2022 DEPARTMENT Administration POSITION Building Official EMPLOYMENT STATUS (Full or Part Time) Full Time How will the position be utilized? The City currently contracts for Building Inspection Services and monitoring should continue to determine if there is a time when it makes sense for the City to hire on staff a Building Official. What has created the need for additional staff? It is not additional staff rather employee versus contracting Additional Comments It works well for the City at this time to contract for Building Inspection Services and Inspectron staffs the office 40 hours a week and provides for the office support. The City expends approximately$ 93,000 a year for inspection. The fee is a flat rate fee. The cost for a staff inspector would be a little less; however, the City would also have to take care of the administrative portion such as scheduling appoints and reporting. Administrative Staff time would need to be evaluated to determine if the additional work load could be absorbed. Department Head Signature Date of Request Estimated Budget Impact [to be completed by Finance] 2020 2021 2022 Est. Wages/Benefits Est. Training Cost Est. Uniforms Total Est.Expense City of St. Joseph Additional/Increase Staff Request For the Budget Year 2020-2022 DEPARTMENT Parks and Recreation POSITION Recreation Director EMPLOYMENT STATUS (Full or Part Time) TBD How will the position be utilized? Create and provide a recreation program for residents of all ages. What has created the need for additional staff? The Recreation Association currently manages the adult league and are not opposed to the City taking over the management and providing assistance. The City does not have a recreation program and it is desired to have programming throughout the year Additional Comments Request of the Council at the last meeting. The creation of a program would also require part time staff to assist as there are guidelines for supervisors and numbers of participants. This role could also be a combination of volunteers and paid staff. Paid staff would be at the$ 15.00 per hour. Additional part time staffing approximately$ 10,000 Depaitinent Head Signature Date of Request Estimated Budget Impact [to be completed by Finance] 2020 2021 2022 Est. Wages/Benefits Est. Training Cost Est. Uniforms Total Est.Expense $55,000 FT or$ 30,000 PT City of St. Joseph Additional/Increase Staff Request For the Budget Year 2020-2022 DEPARTMENT Public Works POSITION Supervisor, When Jim Retires EMPLOYMENT STATUS(Full or Part Time) Full Time How will the position be utilized? This position will be utilized the same as the lead worker except with a nonunion position. This position will assist the public works director in supervising staff This position will be able to work with confidential information. This position would replace the current lead worker position and not be an additional position What has created the need for additional staff? This position is not currently a true supervisor position and needs to be for accountability. The Maintenance Supervisor would function like an assistant Public Works Director and would include management responsibilities such as overseeing work, assigning work, completing performance reviews, and assist with the recommendations for hiring,firing and discipline. The current position is a Lead Worker and does not include the management portions of the job which are needed to keep the department operating. This is not a new position; rather a change in classification. Additional Comments There are in house staff that currently able two fulfill the updated position when required. Tervy The vte' Department Head Signature Date of Request Estimated Budget Impact [to be completed by Finance] 2020 2021 2022 Est. Wages/Benefits Est. Training Cost Est.Uniforms Total Est.Expense $ 125,935 City of St. Joseph Additional/Increase Staff Request For the Budget Year 2020-2022 DEPARTMENT Public Works 2020 POSITION Public Works Maintenance Worker EMPLOYMENT STATUS(Full or Part Time) Full Time How will the position be utilized? This position will support existing staff in daily, monthly,yearly maintenance activities for streets,parks, water, sewer, storm sewer, building maint. What has created the need for additional staff? Public works has not added staff in 12 years, in that time there has been growth in the City requiring maintenance. Examples include Graceview Estates turn over, Grace View 4 and 5, Field St, Community Center, SJGC, Co Rd 2 turn over to the City, River Bend 1, 2, 3, Country Manor, Miles of trail, Gopher State One Call Tickets and more. The building maintenance needs has substantially increased. The newly annexed portion of the City also requires maintenance. This position will assist in those needs. There are maintenance needs not being completed at this time. Sanitary sewer jetting needs to happen more often and flushing of the sanitary sewer lines. Public works started changing out standard street lights to LED in 2017 to save energy cost, this is still not completed. There's approximately 50 left to change as time allows. Turf grows tall before we can circle around and cut it again. This is a direct result of needed work hours. There is no turn over with the current staff with the length of service staff members accrue more vacation and also are able to save and use comp time each year. Staff service to the community ranges from 40 plus years to the least years is 11 years. Additional Comments With the expansion of the City, Utilities has also expanded, this requires more support for the City Utilities. This is sanitary sewer, water system, storm water system, street lights and more Terry The v e, Department Head Signature Date of Request Estimated Budget Impact [to be completed by Finance] 2020 2021 2022 Est. Wages/Benefits $ 72,000 Est.Training Cost $ 300 Est. Uniforms $ 450 Total Est.Expense $72,750 City of St. Joseph Additional/Increase Staff Request For the Budget Year 2020-2022 DEPARTMENT Public Works POSITION Supervisor,When Jim Retires EMPLOYMENT STATUS(Full or Part Time) Full Time How will the position be utilized? This position will be utilized the same as the lead worker except with a nonunion position. This position will assist the public works director in supervising staff. This position will be able to work with confidential information. This position would replace the current lead worker position and not be an additional position What has created the need for additional staff? This position is not currently a true supervisor position and needs to be for accountability. The Maintenance Supervisor would function like an assistant Public Works Director and would include management responsibilities such as overseeing work, assigning work, completing performance reviews, and assist with the recommendations for hiring,firing and discipline. The current position is a Lead Worker and does not include the management portions of the job which are needed to keep the department operating. This is not a new position; rather a change in classification. Additional Comments There are in house staff that currently able two fulfill the updated position when required. terry rhe.n& Department Head Signature Date of Request Estimated Budget Impact[to be completed by Finance] 2020 2021 2022 Est. Wages/Benefits Est.Training Cost Est.Uniforms Total Est.Expense $ 125,935 City of St. Joseph Additional/Increase Staff Request For the Budget Year 2020-2022 DEPARTMENT Police Department POSITION Police Officer EMPLOYMENT STATUS(Full or Part Time) Full Time How will the position be utilized? This position will be utilized as all other police officers,fitting into the rotation What has created the need for additional staff? The City is growing and the recent annexation has created additional calls. In addition, calls for service have been increasing. Increasing calls for service is not unique to St. Joseph, other agencies as well are seeing an increase in calls. Additional Comments To help transition into a budget cycle it is recommended to start the hire process in May of 2021 with anticipated hire date July of 2021. . Dwi,9 "PfiGl4 en toi,vi Department Head Signature Date of Request Estimated Budget Impact [to be completed by Finance] 2020 2021 2022 Est. Wages/Benefits Est. Training Cost Est. Uniforms Total Est.Expense $35,000(1/2 year) City of St. Joseph Additional/Increase Staff Request For the Budget Year 2020-2022 DEPARTMENT Police Department POSITION Office Support EMPLOYMENT STATUS(Full or Part Time) Part Time How will the position be utilized? To provide assistance at the front window and help with office tasks What has created the need for additional staff? The department only has one staff member to provide administrative support and with the call load increasing it is difficult to manage all the task and keep current. This is also compounded by attorneys wanting more and more transcription. Additional Comments Consideration for 2020 Ow i.ght Pivw w&P,vt to i w Department Head Signature Date of Request Estimated Budget Impact [to be completed by Finance] 2020 2021 2022 Est. Wages/Benefits Est.Training Cost Est. Uniforms Total Est.Expense