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05. General Governmentpage Fund No. 1 1000 General Government $ 889,026 3 1000 City Manager $ 156,473 5 1000 Human Resources $ 138,731 7 1000 Mayor & City Council $ 102,875 9 1000 Media Specialist $ 33,079 11 1000 City Clerk $ 99,515 13 1000 Finance Department $ 250,105 15 1000 City Attorney $ 401,710 18 1000 Municipal Court $ 350,629 20 2921 Drug Court Grant $ 265,993 21 2951 DUI Court Grant $ 46,078 22 1000 City Facilities Maintenance $ 269,768 24 2992 Energy Efficiency & Conservation Grant $ 64,656 24 2993 Energy Efficiency & Conservation Grant #2 $ 92,023 25 6030 Data Processing $ 387,132 29 1000 Planning Department $ 319,191 31 2394 Building Department $ 316,115 Total General Gov't Budgets $ 4,183,099 FUND: GENERAL 1000-40041 XXXX 9 . ' ' ►1 t ►� 1►TI�/ ACTUAL BUDGET ACTUAL BUDGET FY09/10 FY10/11 FY10/11 FY11/12 Administration & Operations $378,857 $812,947 $781,964 $889,026 $378,857 $812,947 $781,964 $889,026 The purpose of the General Government budget is to provide funding for expenses of a general nature having application to all functions of general government. The budget includes funding for maintenance and operational items such as elections, general office supplies, postage, insurance printing, and costs associated with auditing and records administration. Conrad Mansion inventory completed. Ist year funding for 911 center Audit costs are $25,825 per the contract with Denning, Downey and Associates - costs are shared with other funds. Filing fees include State $965; GFOA $435 GASB 45 actuary study $6,000 for audit requirments; $3,000 will be reimbursed by MMIA (revenue). Printing includes $3,200 for envelopes,$500 P. O. books, $220 W-2's. $420, check stock, $300 print annual report,$600 final budget Eagle Transit contribution of $15,000. Elections costs added $10,000 mail -in costs Parade permit revenue and expense to pay our service organizations, estimate. 911 increased cost based on population adjusment; total cost $458,736 -Ambulance will pay $30,000. Legislation requires reimbursement for fire district voted levies on properties annexed into the City since 2009; several Smith Valley propeties were annex. 1 GENERAL GOVERNMENT I i1i411 ACTUAL FY09/10 BUDGET FY10/11 ACTUAL FY10/11 BUDGET FY11/12 410530 Audit: 331 Annual Report Filing fees $965 $1,000 $1,400 $1,435 353 Contract services ($25,825) $13,925 $10,500 $10,000 $10,500 354 GASB 45 cost for Other Post Employment Benefits $6,000 410560 210 Office Supplies $1,926 $3,000 $3,491 $3,000 312 Postage $11,559 $18,000 $12,971 $16,000 320 Printing & envelopes $7,072 $5,850 $2,637 $6,000 410600-354 Elections: $6,444 $0 $0 $10,000 410900 Records Admin.: 331 Publication & Filing Fees $2,175 $3,500 $3,038 $3,500 460446-354 Kidsport Lease (reimbursed) $42,275 $44,000 $42,910 $44,000 460446-355 Parade -reimburse service organizations $0 $2,000 460452-366 Hockaday -annual building maint. per lease $6,600 $6,600 $6,600 $6,600 460452-920 Conrad Mansion Inventory $0 $2,500 $2,500 $0 460452-355 Eagle Transit contribution $0 $15,000 $15,000 $15,000 420000-354 911 Dispatch Services Contract $352,266 $352,266 $428,736 420000-356 Smith Valley levy reimbursement $300 510300 Contingency -settlement Architects NW $6,500 $6,500 510310-354 ICMA Fees $500 $500 $500 $500 510330-513 Liability Insurance $221,618 $247,000 $236,592 $215,455 510330-517 Property Insurance $47,847 $50,000 $36,083 $50,000 510330-516 Uninsured Loss (insurance deductible) $15,951 $30,000 $34,779 $30,000 820 loan to Parking Commission $15,000 $14,697 $0 510300 Contingency $0 $1,731 $0 $40,000 $378,857 $812,947 $781,964 $889,026 2 CITY MANAGER FUND: GENERAL 1000-401410210 ACTUAL BUDGET ACTUAL BUDGET FY09/10 FY10/11 FY10/11 FY11/12 Personal Services $139,925 $151,158 $151,063 $151,773 Materials and Services $17,748 $5,550 $1,912 $4,700 $157,673 $156,708 $152,975 $156,473 The City Manager is the Chief Administrative Officer of the City. The Manager's responsibilities include supervision of the City employees, implementation of City policy, preparation and oversight of the City budget, advising the City Council, and informing the citizens of Kalispell about City plans, programs and actions. Reorganization of departmental functions Uniform procurement process Develop/implement ED strategic action plan Work with Evergreen water & sewer district on Interlocal agreement Analysis of ambulance operations Pursue grant opportunities Pursue regional partnerships 3 CITY MANAGER FUND: GENERAL 1000401-410210 EXPENDITURE ETAIL Personal Services: 110 Salaries and payroll costs 153 Health Insurance 155 Retirement & deferred comp. Total Personal Services Materials & Services: 210 computer software,/supplies 312 Newsletter, books 338 Recruitment (moving exp 2010) 345 Telephone 373 Dues & Training 379 Meetings Total Materials & Services Total City Manager ACTUAL BUDGET ACTUAL BUDGET FY09/10 FY10/11 FY10/11 FY11/12 I I I i (I1 MO.) $111,830 $124,038 $124,038 $123,832 $11,003 $13,770 $13,770 $14,956 $17,092 $13,350 $13,255 $12,985 $139,925 $151,158 $151,063 $151,773 $362 $1,150 $178 $800 $150 $500 $0 $500 $14,016 $0 $0 $0 $26 $400 S43 $400 $2,945 $3,000 $1,334 $2,500 $249 $500 $357 $500 $17,748 $5,550 $1,912 $4,700 $157,673 $156,708 $152,975 $156,473 4 HUMAN RESOURCES FUND: GENERAL 1000-401410830 Personal Services ACTUAL BUDGET ACTUAL BUDGET FY09/10 FY10/11 FY10/11 FY11/12 $123,412 $125,274 $125,055 $126,931 Materials and Services $6,723 $8,900 $5,973 $11,800 $130,135 $134,174 $131,028 $138,731 Acts as the City's authority for all personnel policies / procedures, including labor relations & contract administration, personnel policy administration, job classification, wage administration, recruitment / selection, employee relations, safety and insurance programs, benefits coordinator and any related state and federal programs. Continued to make improvements and streaml documentation used by various departments to improve efficiency. Updated City's Personnel Manual which was adopted by Council. Negotiated successful contract with AFSCME Union. * Continued to coordinate HR & Safety Training for all employees and established Executive Safety & Health Committee to help save additional costs x Coordinated City Employee Health Screening program with over 55% participation by employees. * Negotiating successful contract with Police Union. • Monitoring numerous relevent HR & Safety laws, rules, regulations and policies that can affect the City Continue to research and coordinate Human Resouces, Safety & Health Educational Programs for employees * Monitor health insurance program looking at possible options to reduce costs. Budget increased to work with contractor to implement enhanced Affirmative Action Tracking program to comply with Federal regulations. FY 2012 BUDGET CONST NTS HR Information System (HRIS) & Web Based Employee Performance Evaluation program Employee Safety, Liability and Human Resource Training programs Participate at a State/Federal level; Human Resources & Safety Organizations 5 HUMAN RESOURCES FUND: GENERAL 1000-401410830 Personal Services: FTE'S ACTUAL BUDGET ACTUAL BUDGET FY09/10 FY10/11 FY10/11 FY11/12 1.5 1.5 1.5 1.5 110 Salaries and payroll costs $103,195 $103,338 $103,094 $103,539 153 Health Insurance $13,491 $15,236 $15,235 $16,667 155 Retirement $6,726 $6,700 $6,726 $6,725 Total Personal Services $123,412 $125,274 $125,055 $126,931 Materials & Services 210 Office Supplies $335 $1,250 $229 $400 338 Recruitment $2,920 $3,500 $2,177 $3,500 354 Contract Services" $160 $250 $292 $4,000 373 Dues & Training $3,308 $3,900 $3,275 $3,900 Total M & S $6,723 $8,900 $5,973 $11,800 TOTAL BUDGET $130,135 $134,174 $131,028 $138,731 ro MAYOR / COUNCIL FUND: GENERAL 1000-402-410100 Personal Services Materials & Services ACTUAL BUDGET ACTUAL BUDGET FY09/10 FY10/11 FY10/11 FY11/12 $94,987 $97,409 $94,515 $93,424 $7,420 $8,311 $7,339 $9,450 $102,407 $105,720 $101,854 $102,874 The Kalispell City Council is composed ofeight (8) City Councilors and the Mayor. The City is divided into four Wards with two Councilors elected from each and the Mayor elected at large. Each member of the City Council serves a four-year tern of office with the terms being staggered. All functions of the City government fall directly or indirectly within the jurisdiction of the City Council. The greatest responsibility of the City Council lies in their legislative activities, which includes enacting ordinances, establishing policy and levels of service, adopting the budget, setting service fees, and appropriating money to fund the City's programs and services. The Mayor presides at all Council meetings and is a voting member ofthe Council. Council meetings are held on the first and third Mondays of each month at 7:00 p.m. in the City Council Chambers at City Hall. * Increase in Membership & Dues to Montana League of Cities & Towns - Directly related to new Census figures 7 MAYOR / COUNCIL FUND: GENERAL 1000-402-410100 Personal Services: F"rE'S 110 Salaries and payroll costs 153 Health Insurance 155 Retirement PERS Total Personal Services Materials & Services: 210 Office Supplies 335 MT. League of Cities 354 Contract Services 373 Dues & Training 379 Meetings Subtotal TOTAL EXPENDITURE / D ', ACTUAL BUDGET ACTUAL BUDGET FY09/10 FY10/11 FY10/11 FY11/12 9 9 9 9 $62,040 $63,162 $62,031 $63,056 $30,300 $31,815 $29,624 $27,936 $2,647 $2,432 $2,860 $2,432 $94,987 $97,409 $94,515 $93,424 $7 $100 $29 $50 $5,756 $4,811 $4,267 $6,000 $7 $100 $25 $100 $1,488 $3,000 $2,974 $3,000 $162 $300 $44 $300 $7,420 $8,311 $7,339 $9,450 $102,407 $105,720 $101,854 $102,874 N. MEDIA SPECIALIST FUND: GENERAL 1000-401-410900 Personal Services Maintenance & Services ACTUAL BUDGET ACTUAL BUDGET FY09/10 FY10/11 FY10/11 FY11/12 $28,464 $29,591 $28,364 $29,579 $3,600 $5,500 $2,998 $3,500 $32,064 $35,091 $31,362 $33,079 The media specialist manages the daily operation of Kalispell's Government Access Television Channel including government meetings coverage, training video tapes, public service announcement, documentaries, etc. FY 2012 BUDGET HIGHLIGHTS Decrease of almost $2,000 V * Worked in cooperation with Bresnan and Helena Civic Television to run legislatives session on Channel 9 at no cost to City Purchased a 15" Monitor for Master Control Character Generator Purchased Pressure Zone Mincrophone (PZM) for Council Chambers * Sony Camera HD/SD Switchable W MEDIA SPECIALIST FUND: GENERAL 1000-401-410900 ACTUAL BUDGET ACTUAL BUDGET FY09/10 FY10/11 FY10/11 FY11/12 Personal Services: 0.55 0.55 0.55 0.55 110 Salaries and payroll costs $19,468 $20,102 $19,480 $20,080 153 Health insurance $7,688 $8,190 $7,573 $8,200 155 Retirement PERS $1,308 $1,299 $1,311 $1299 Total Personal Services $28,464 $29,591 $28,364 $29,579 Maintenance & Services: 218 Equipment & Programming $1,000 $3,000 $598 $1,000 354 Contract Services $2,600 $2,500 $2,400 $2,500 $3,600 $5,500 $2,998 $3,500 $32,064 $35,091 $31,362 $33,079 10 CITY CLERK FUND: GENERAL 1000-402-410150 ACTUAL BUDGET ACTUAL BUDGET FY09/10 FY10/11 FY10/11 FY11/12 Personal Services $90,738 $95,615 $93,943 $94,164 Maintenance & Services $4,113 $4,400 $4,090 $5,350 $94,851 $100,015 $98,033 $99,514 PROGRAM DESCRIPTION The City Clerk is responsible for: entering into books all Ordinances, Resolutions and Minutes passed by the City Council; filing and keeping all agreements and contracts belonging to the City; making certified copies of all records, books and papers as needed; making and keeping a complete index of the Minute Book, Ordinance Book and Resolution Book and all other books and papers on file in the City Clerk's office; publish legal notices; take and administer oaths; organize and distribute materials for Council Meetings; perform any additional duties as directed by the City Manager, etc. $1,000 budgeted to attend MLCT annual convention in preparation of convention in Kalispell in October 2012 * A small portion (.05) of City clerk salary charged to Data Processing 'v MMCT/FOA & IIMC League of Cities Annual Training Institutes Complete Codification of Municipal Codes 11 CITY CLERK FUND: GENERAL 1000-402-410150 110 121 153 155 10.14 ' 13 13 V ILIM asT ACTUAL BUDGET ACTUAL BUDGET FY09/10 FY10/il FY10/11 FY11/12 CITY CLERK: Personal Services: FTE's 1.29 1.34 1.34 1.29 Salaries and payroll costs $76,328 $80,620 $79,190 $78,245 Overtime $513 $500 $242 S500 Health insurance $8,915 $9,446 $9,334 $10,357 Retirement PERS $4,982 $5,049 $5,177 $5,062 Total Personal Services $90,738 $95,615 $93,943 $94,164 Maintenance & Services: 210 Office Supplies $89 $200 $99 $]00 345 Telephone $409 $400 $425 $450 354 Contract Services $0 $25 $25 $25 352 Codification $3,400 $3,500 $3,316 53,500 373 Dues & Training $215 $275 $225 $1,275 Subtotal M & S $4,113 $4,400 $4,090 $5,350 TOTAL CITY CLERK $94,851 $100,015 $98,033 $99,514 12 "FINANCE DEPARTMENT FUND: GENERAL 1000-403-410550 Personal Services Materials and Services Capital Outlay Total ACTUAL BUDGET ACTUAL BUDGET FY09/10 FY10/11 FY10/11 FY11/12 $234,399 $235,021 $233,830 $239,706 $6,479 $9,400 $8,438 $10,400 $0 $0 $0 $0 $240,878 $244,421 $242,268 $250,106 The Finance Department is responsible for all activities concerning finances within the City. Planning, reporting, controlling the revenue and expenditures through various systems of checks and balances is a major duty. Investment, financial reporting and fulfilling regulation requirements are part of the daily responsibilites. These responsibilities are outlined in the task chart. FY 2011 ACCOMPLISHMENTS Prepared our 7th Annual Financial Report using the new reporting model - GASB 34 Received another unqualified audit for FY2009. Worked thru the GASB 45 implementation including hiring and working with the actuary. The Budget for 2011 remains funded for .5 FTE less. The accounts payable position is being split with the water clerk position. The water clerk vacancy will not be filled unless the work load changes. Some contract services is added for temporary to cover the accounts payable clerk vacation and leave requests. FY 2012 CONSTRAINTS Limited training funds for staff. Ability to adequately research and compile statistics for use in financial statements and reports. Unable to complete financial reports/audit early enough to apply for GFOA certificate for financial reporting. 13 IFINANCE DEPARTMENT FUND: GENERAL 1000-403-410550 Personal Services: FTE'S 110 Salaries and payroll costs 153 Health Insurance 155 Retirement Total Personal Services Materials & Services: 322 Books 345 Telephone & Communications 353 Contract Services -parking permits/temp help 354 Contract Services -Grizzly Security 355 Bank fees 373 Dues & Training Subtotal Materials and Services TOTAL ACTUAL BUDGET ACTUAL BUDGET FY09/10 FY1O/11 FY10/11 FY11/12 3.2 3.2 3.2 3.2 $191,301 $191,986 $189,375 $191,804 $30,627 $30,604 $32,097 $35,449 $12,471 $12,431 $12,358 $12,453 $234,399 $235,021 $233,830 $239,706 $254 $300 $205 $300 $55 $100 $0 $100 $295 $1,000 $1,275 $1,500 $1,060 $1,500 $630 $1,500 $1,780 $3,000 $3,506 $3,500 $3,035 $3,500 $2,822 $3,500 $6,479 $9,400 $8,438 $10,400 $240,878 $244,421 $242,268 $250,106 14 ATTORNEY FUND: GENERAL 1000-404-411110 1 ACTUAL BUDGET ACTUAL BUDGET FY09/10 FY10/11 FY10/11 FY11/12 Personal Services $373,718 $376,875 $375,566 $380,810 Maintenance & Operations $13,745 $20,900 $14,187 $20,900 Total $387,463 $397,775 $389,753 $401,710 City Attorney Legal Org Chart Secretary \ 2/3 Position Assistant City Adjutant Attorney City Attorney Legal Secretary 15 ATTORNEY FUND: GENERAL 1000-404-411110 The City Attorney's office is composed of a City Attorney, an Adjutant City Attorney, an Assistant City Attorney, and one full time Administrative Assistant and one Administrative Assistant shared with the City Clerk. The City Attorney's office has the responsibilities to represent the position of the City before the Municipal Court, the District Court, and other Courts where the City's legal interests are involved; compile contracts, ordinances, resolutions, and other documents necessary for the operation of City government; give written opinions to the Manager, Mayor and Council on questions pertaining to the duties, rights, liabilities and powers of the City; advise the various City departments on legal matters pertaining to department policy and operations; and such other duties as the City Council may prescribe. 2011 BUDGET ACCOMPLISHMENTS Completed Negotiations and entered into Collective Bargaining Agreements with the AFSCME and Fire Unions. 2012 BUDGET CONSTRAINTS I Attorney attend IMLA Conference in September 2011 I Attorney attend Fall and Spring State MLCT Attorney Conference 16 ATTORNEY FUND: GENERAL 1000-404-411110 ACTUAL BUDGET ACTUAL BUDGET FY09/10 FY10/11 FY10/11 FY11/12 Personal Services: FTE's 4.66 4.66 4.66 4.66 110 Salaries and payroll costs $306,795 $307,945 $306,567 $307,471 153 Health Insurance $46,917 $48,958 $48,998 $53,367 155 Retirement $20,006 $19,972 $20,001 $19,972 Total Personal Services $373,718 $376,875 $375,566 $380,810 Maintenance & Operations: 210 Office Supplies/computer $2,887 $3,200 $2,438 $3,200 322 Lexis/Nexis; books, subscriptions $4,508 $7,000 $7,788 $7,000 345 Telephone & Communications $873 $1,200 $790 $1,200 354 Contract Services/contingency $2,609 $5,000 $376 $5,000 373 Dues & Training $2,868 $4,500 $2,795 $4,500 Subtotal $13,745 $20,900 $14,187 $20,900 TOTAL $387,463 $397,775 $389,753 $401,710 17 MUNICIPAL COURT FUND: GENERAL 1000-406-410360 r 13a 11slffrur ACTUAL BUDGET ACTUAL BUDGET FY09/10 FY10/11 FY10/11 FY11/12 Personal Services $243,039 $250,534 $248,050 $258,429 Materials & Services $47,846 $65200 $54,853 $92,200 Capital $0 $0 $0 $0 $290,885 $315,734 $302,903 $350,629 Our courts have been established as a forum where the parties in a dispute can present their difference and obtain a solution. The system functions under the adversary procedure where each party to the dispute presents his evidence and arguments in the manner most beneficial to his position. It is essential for the proper operation of the system that the trial or hearing be presided over by an impartial judge. The judge must make certain that the proper law is applied and proper rules of evidence and procedure followed. F'Y 2011 ACCOMPLISHMENTS Kalispell Municipal Court is operating two diversion courts funded entirely by grant monies awarded by Montana Department of Transportation and Bureau ofJustice Assistance. Kalispell Municipal Court is working toward e-filings, which has been approved by the Montana Supreme Court. Grant funds awarded for a Compliance Officer to monitor counseling for defendants convicted of Partner Family Member Assault, Court Adminstrator serves on the Montana Supreme Court Automation Committee. FY 2012 BUDGET HIGHLIGHTS 353 Technology -The court assess a $10.00 surcharge per citation to assist with purchasing technology and security. The purchases scheduled for this year include recording/audio equipment for the courtroom. 354 Contract Services -includes expenses for the Judge Pro Tern and interpreters for court proceedings. Training for one court clerk to attend FULLCOURT conference in Kansas City, KS. Eight new chairs in courtroom for jurors and 20 chairs for the public at a cost of approximately $3600. Secure and accessible storage for court documents 18 MUNICIPAL COURT FUND: GENERAL 1000-406-410360 Personal Services: 110 Salaries and payroll costs 153 Health 155 Retirement Total Personal Services Materials & Services 210 Supplies 320 Printing & books 345 Tele. & Communications 353 Technology funds 354 Contract Services 373 Dues & Training 394 Jury & Witness fees 395 Drug Court incentives 396 DUI Court incentives Total M & O TOTAL WD1011311 ACTUAL BUDGET ACTUAL BUDGET FY09/10 FY10/11 FY10/11 FY11/12 FTE's 4 4 4 4 $194,347 $198,781 $195,932 $198,726 $36,023 $38,881 $39,323 $46,818 $12,669 $12,871 $12,795 $12,884 $243,039 $250,534 $248,050 $258,429 $5,670 $4,500 $7,872 $4,500 $7,715 $500 $373 $500 $1,434 $1,400 $1,056 $1,400 $5,173 $40,000 $28,494 $55,000 $11,542 $5,750 $7,917 $5,750 $3,743 $6,300 $3,233 $6,300 $9,092 $5,750 $4,416 $5,750 $0 $1,000 $433 $11,500 $3,477 $1,059 $1,500 $47,846 $65,200 $54,853 $92,200 19 $290,885 $315,734 $302,903 $350,629 DRUG COURT GRANTS FUND: 2921-406-4103 60 REVENUE PROJECTION - FUND SUMMARY BEGINNING CASH Cash on Hand REVENUES 331024 Drug COURT GRANT -DOJ grant 2009-DC-BX-0070 (3YEAR APPROPRIATION $348,473) Total Revenue Total Available Contrat Services ENDING CASH ACTUAL BUDGET ACTUAL I BUDGET FY09/10 FY1O/11 FY10/11 FY11/12 $0 $0 $0 $0 $17,081 $326,262 $60,269 $265,993 $17,081 $326,262 $60 269 $265,993 $17,081 $326,262 $60,269 $265,993 $17,081 $326,262 $60269 $265,993 Cash on Hand $0 $0 $0 PROGRAM DESCRIPTION The Drug Court Discretionary Grant Project is designed to assist states, state courts, units of local government in developing and establishing drug courts for substance -abusing adult and juvenile offenders. Drug court programs funded by the Drug Court Discretionary Grant Program are required by law to target nonviolent offenders. The program supports the following activities: adult drug court implementation, single jurisdiction drug court enhancement, statewide drug court enhancement and planning efforts. The Kalispell Municipal Treatment Court (KMTC) will use Drug Court Discretionary Grant funds to fully implement the drug court program. The MCTC focuses on misdemeanor offenders with serious substance abuse/addiction problems. Through intensive monitoring, education, and outpatient treatment, it is their objective to reduce the drug and alcohol usage of their participating offenders and their corresponding criminal conduct. The KMTC program will strictly adhere to the Ten Key Components model. $0 Rol DUI COURT GRANTS FUND: 2951-4064103 60 REVENUE PROJECTIONSUMMARY ACTUAL BUDGET ACTUAL BUDGET FY09/10 FY10/11 FY10/11 FY11/12 BEGINNING CASH Cash on Hand $953 $0 $0 $0 REVENUES 331149 DUI COURT GRANT#2010-18-21-02 $69,547 $10,788 $10,232 $0 331150 DUI COURT GRANT #2009-16-21-02 (amended) $57,099 $112,479 $66,401 $46,078 331151 TRAVEL GRANT #2009021503 $9,260 $0 $0 $0 Total Revenue $135,906 $123,267 $76,633 $46,078 Total Available $136,859 $123,267 $76,633 $46,078 EXPENDITURES Maintenance & Operations: 354 Contract Services - Evaluator, PO, LAC $94,212 $10,788 $10,232 $0 355 Contract Services - Drug & Alcohol Testing (amendec $33,387 $112,479 $66,401 $46,078 373 Training amended $9,260 $0 $0 $0 Total Maintenance & Operations $136,859 $123,267 $76,633 $46,078 ENDING CASH Cash on Hand $0 $0 $0 $0 PROGRAM DESCRIPTION Resolution 5475 accepted grant in the amount of $112,479 which was an increase in appropriation of $81,043 over the original budget. FY12 is a carryover. 21 CITY FACILITIES MAINTENANCE FUND: 1000412-411230 ACTUAL BUDGET ACTUAL BUDGET FY09/10 FY10/11 FY10/11 FY11/12 Personal Services $50,830 $82,618 $80,188 $81,463 Maintenance & Operations $201,915 $137,000 $110,956 $171,200 Debt/Intercap Loan $17,892 $16,986 $16,909 $17,105 11film $270,637 $236,604 $208,053 $269,768 PROGRAM DESCRIPTION City Facilities Maintenance budget provides for the building maintenance and janitorial services for the City Hall, Public Safety Building and the Parks and Recreation building. Maintenance covers utilities, a HVAC, and all other mechanical items as well as miscellaneous repairs and maintenance. FY 2011 BUDGET ACCOMPLISHMENTS ® Utilized ARRA grant monies for energy efficient retrofit of Public Safety Building Used Department of Justice grant to upgrade security and IT equipment. FY 2012 BUDGET HIGHLIGHTS ® Review maintenance contracts to improve efficiency. ® 6 SECURITY CAMERAS FOR CITY HALL $10,000 Evaluate City Hall HVAC control system efficiency. ® System analysis tracking energy use and efficieny ® Furnace for public safety building Moved electric and natural gas budgets from Fire to City Facilities for station 62. FY 2012 BUDGET CONSTRAINTS ® Hiring part-time janitorial for relief, vacation/sick leave. Dedicated repair and building maintenance individual. 22 CITY FACILITIES MAINTENANCE FUND: 1000412-411230 Personal Services: FTE'S 110 Salaries - will need adjusting 121 Overtime 153 Health Insurance 155 Retirement Total Personal Service MCA 1 VI 1 WRIM ACTUAL BUDGET ACTUAL BUDGET FY09/10 FY10/11 FY10/11 FY11/12 1 1.4 1.4 1.4 $39,718 $65,147 $63,144 $64,124 $0 $200 $33 $200 $8,653 $13,295 $13,039 $13,130 $2,459 $3,976 $3,972 $4,010 $50,830 $82,618 $80,188 $81,463 Maintenance & Operations: 218 Furnace (not covered by grant) $7,500 220 SECURITY CAMERA -CITY HALL $10,000 224 Janitorial Supplies $5,108 $5,000 $5,077 $5,200 241 Tools (mops, brooms, shovels)& Supplies $801 $1,450 $1,211 $1,450 341 Electricity $40,439 $41,000 $41,090 $45,000 344 Natural Gas $30,293 $43,300 $35,173 $50,000 345 Telephone $236 $250 $144 $250 354 Contract Services $14,326 $19,000 $10,200 $23,000 361 Elevator Maintenance/fire alarm maint. $1,105 $4,500 $991 $4,500 362 Equipment Maintenance $3,441 $5,000 $1,225 $5,000 366 Building Maintenance $6,911 $15,500 $13,665 $17,300 532 City Hall (to debt service fund) $97,500 $0 $0 $0 545 County Landfill $1,755 $2,000 $2,180 $2,000 Sub Total M & O $201,915 $137,000 $110,956 $171,200 Debt Service: 610 Debt Retirement/HVAC - 6th of 10 years $15,150 $15,561 $15,561 $15,985 620 Interest $2,742 $1,425 $1,348 $1,120 Subtotal Debt Service $17,892 $16,986 $16,909 $17,105 Total City Hall Facilities Maintenance $270,637 $236,604 $208,053 $269,768 23 Energy Efficiency & Conservation Block Grant #1 2992-412-411230 BEGINNING CASH 10100 CASH REVENUE 331991 Federal Stimulus - Energy Efficiency & Conservation Block G TOTAL AVAILABLE EXPENDITURES 925 Building energy improvements ($96,700) ENDING CASH CASH ACTUAL BUDGET ACTUAL BUDGET FY09/10 FY10/11 FY10/11 FY11/12 $0 $o $o $0 ra $8,000 $88,700 $24,044 $64,656 $8,000 $88,700 $24,044 $64,656 $8,000 $88,700 $24,044 $64,656 $o $o $0 $0 Energy Efficiency & Conservation Block Grant #2 2993-412-411230 BEGINNING CASH 10100 CASH REVENUE 331991 Federal Stimulus - Energy Efficiency & Conservation Block Grant TOTAL AVAILABLE EXPENDITURES 925 Building energy improvements ($100,300) ENDING CASH CASH The City has been awarded the Energy Efficiency Grants. Completing energy efficiency project utilizing grant funds to upgrade HVAC system, roof repairs, and controllers for Public Safety Building. BUDGET ACTUAL BUDGET FY10/11 FY10/11 FY11/12 $0 $0 $0 $103,000 $10,977 $92,023 $103,000 $10,977 $92,023 $103,000 $10,977 $92,023 $0 $0 $0 24 DATA PROCESSING FUND FUND: 6030403-4105 80;41058 5 BEGINNING CASH 10100 CASH: Operating 10120 Cash, Replacement account* REVENUES 393000 Charge for service -other Funds 335230 Entitlement (General Fund share) 371010 Interest 364030 Misc. 14130 Prepaid maint./ Comp. Abs. Total Revenue Total Available 10"V019111VIL' J Data Processing Equipment Equipment from Replacement $ Depreciation/Replacement reserve Total expenses add back depreciation cash to replacement ENDING CASH 10100 CASH: Operating 10120 Cash, Replacement account Total Cash ACTUAL BUDGET ACTUAL BUDGET FY09/10 FY10/11 FY10/11 FY11/12 $ 86,372 $ 109,430 $ 109,430 $ 75,476 $ 23,587 $ 33,587 $ 33,587 $ 28,587 $ 109,959 $ 143,017 $ 143,017 $ 104,063 $ 157,459 $ 145,624 $ 145,624 $ 148,461 $ 150,000 $ 174,937 $ 174,937 $ 174,937 $ 3,268 $ 2,323 $ 1,765 $ 1,500 $ 231 $ 300 $ 163 $ 200 $ 2,521 $ - $ (4,296) $ - $ 313,479 $ 323,184 $ 318,193 $ 325,098 $ 423,438 $ 466,201 $ 461,210 $ 429,161 $ 257,439 $ 341,440 $ 323,192 $ 328,136 $ 22,982 $ 56,978 $ 23,955 $ 53,996 $ 10,000 $ 10,000 $ 10,000 $ 5,000 $ 5,000 $ 5,000 $ 290,421 $ 413,418 $ 362,147 $ 387,132 $ 10,000 $ 5,000 $ 5,000 $ 5,000 $ 109,430 $ 29,196 $ 75,476 $ 13,442 $ 33,587 $ 28,587 $ 28,587 $ 33,587 $ 143,017 $ 57,783 $ 104,063 $ 47,029 ILI DATA PROCESSING FUND FUND: 6030-403-4105 80;4105 85 ACTUAL BUDGET ACTUAL BUDGET FY09/10 FY10/11 FY10/11 FY11/12 Personal Services $ 86,529 $ 90,733 $ 84,466 $ 124,731 Operating Expenses $ 170,910 $ 250,707 $ 214,171 $ 203,405 Equipment $ 22,982 $ 66,978 $ 58,765 $ 53,996 Replacement/Depreciation $ 10,000 $ 5,000 $ 5,000 $ 5,000 $ 290,421 $ 413,418 $ 362,402 $ 387,132 PROGRAM DESCRIPTION The Internal Service Fund charges other funds for the technical services provided. Transfers from each fund are included in their budgets as expenditures. Items which are fund specific are prorated only to those funds receiving benefit, i.e. copy machines. For maintenance and operations, the percent attributable to each department is related to usage on the server. Water and sewer are the biggest users (15%). Funds with both payroll and accounts payable functions are at 6% of operations. The General Fund share is the remaining amount which we have funded in the past with proceeds of Video gaming but are now funded from the Entitlement. We have reduced the cash carryover and replacement fund cash to lower levels since capital costs for computers are substantially less than in the past. For this reason the revenue is less than the expenses budgeted for this year. • Prepared voice and data network design for remodeled fire station. • Prepared voice and data network design for remodeled public safety building, including new IT closet. • Prepared audio video upgrade for municipal court. • City website redesigned and developed website done by Flathead County IT. • Compliant with PCI-DSS security standards. • Setup email archive system • Replaced server and newtork switches. • Participating in newly formed local government IT group with other City and County personnel from across the State. • Support 160+ computers, servers & MDTs; user accounts & IT • Mitigate malware infections with malware scanning software, used • Moved to Montana state's MPLS (fiber) service to access the Rol DATA PROCESSING FUND FUND: 6030403-4105 80;41058 5 * Complete the website redesign including all advanced functioning. • Setup a new system recovery for critical servers reducing the amount of recovery time for disastery recovery. • Add a part time staff person to the IT department to support the IT needs. • Move the IT equipment from current IT closet to the new IT closet in the public safety building. • Replace computers based on need and schedule, ensuring staff has resources available to complete required work. • Setup software for City departments to update information on the new website. * Find a solution to track and automate IT task requests. * Upgrade finance database software from Progress to SQL. * Carry over $7,500 for network switch replacements * Carry over $6,500 for fiber installation & equipment 27 DATA PROCESSING FUND FUND: 6030-403-4105 80;41058 5 MUM 13It 111IR Do 0 ACTUAL BUDGET ACTUALI BUDGET FY09/10 FY10/11 FY10/11 FY11/12 401 Computer 410580 Personal Services: FTE 1 1 1 1.55 110 Salaries & payroll costs $ 72,646 $ 73,786 $ 67,921 $ 96,525 153 Health $ 9,095 $ 12,157 $ 11,963 $ 21,940 155 Retirement $ 4,788 $ 4,790 $ 4,582 $ 6,267 403 Maint. & operations: 215 Computer, Office Supplies, Ship & Recycle 218 Equipment -(non capital) 325 Website (carryover) & hosting fees 346 SummitNet -State of MT ISP, 353 LaserFiche maint. Contract & licensing 354 Contracts - backup IT 355 Licenses/Maint contracts, ADG, Symantec, etc. 357 Granicus streaming 356 ADG- Electronic Timesheet 358 Hosted Exchange E-mail, Encryption & Archive 373 Training/school/memberships 510 Insurance 410585 Copiers, Fax, office machines, phones 229 Supplies (paper, etc.) 532 Copier Rentals (5) 345 Phone -leased lines (moved from General) Total M & O 410588 Equipment: DEPT. 940 Network Equipment Capital/switches 942 Servers -capital Contingency 218 Network Fiber installation & equipment 218 Police Dept. (413) 218 Park's Dept. (436) 218 Public Works (410) 218 Attorneys (406) 218 Fire Department (416) 218 MGR -1/HR -1 (401) Mayor -0/Clerk - 0 218 Planning & Zoning (420) Total Equipment Outlay 510400 831 Depreciation / Replacement reserve $ 86,529 $ 90,733 $ 84,466 $ 124,731 $ 3,025 $ 2,600 $ 768 $ 2,850 $ 12,745 $ 15,500 $ 3,618 $ 12,060 $ 1,725 $ 25,000 $ 19,798 $ 12,550 $ 3,153 $ 6,816 $ 2,981 $ 5,196 $ 3,160 $ 1,600 $ 11,306 $ 1,600 $ 8,800 $ 17,400 $ 16,413 $ 4,400 S 19,484 $ 38,592 $ 27,377 $ 28,759 $ 6,000 $ 6,000 $ 6,000 $ 6,000 $ - $ 7,000 $ 7,680 $ $ 10,441 $ 16,649 $ 11,664 $ 16,440 $ 3,945 $ 6,200 $ 179 $ 5,200 $ 1,497 $ 1,350 $ 1,190 $ 1,350 $ 3,796 $ 6,000 $ 5,540 $ 5,000 $ 30,913 $ 30,000 $ 30,479 $ 32,000 $ 62,226 $ 70,000 $ 65,793 $ 70,000 $ 170,910 $ 250,707 $ 210,786 $ 203,405 $ - $ 29,171 $ 28,153 $ 7,500 $ - $ 13,000 $ 8,932 $ 10,000 $ 6,500 $ 8,668 $ 9,147 $ 8,327 S 9,355 $ 2,015 $ 3,300 $ 2,968 $ 3,052 $ 3,523 $ 3,320 $ 4,070 $ 4,510 $ 1,501 $ 1,370 $ 521 $ 3,162 $ 3,105 $ 5,300 $ 7,120 $ 4,005 $ 2,705 $ 1,370 $ 804 $ 3,777 $ 1,465 $ 1,000 $ 1,000 $ 2,135 $ 22,982 $ 66,978 $ 61,895 $ 53,996 $ 10,000 $ 5,000 $ 5,000 $ 5,000 Total Budget $ 290,421 $ 413,418 $ 362,147 $ 387,132 28 PLANNING & Zoning FUND: 1000-420-411020 ACTUAL BUDGET ACTUAL BUDGET FY09/10 FY10/11 FY10/11 FY11/12 Planning & Zoning Personal Service $323,759 $328,231 $326,451 $303,191 Materials and Services $9,898 $16,000 $5,993 $16,000 Capital Outlay $0 $0 $0 $0 $333,657 $344,231 $332,444 $319,191 The planning department is responsible for all long and short range planning functions in the city including maintaining the city's growth policy, enforcing and administering the city zoning ordinances and map, reviewing all subdivision activity, and staffing the Kalispell Planning Board, Board of Adjustment, Architectural Review Committee, Technical Advisory Committee and Site Review Committee, FY 2012 BUDGET HIGHLIGHTS Update the Kalispell Subdivision Regulations. Continue updating the Growth Policy map specifically focusing on the southwest quadrant of the city (Two Mile - Foys Lake) * Review and update the growth policy plan document. * Assist in the preparatio of Phase I studies for the Brownfiled's Assessment Grant Assist in the development of the Brownfields Area Wide Plannig Grant. FY 2011 BUDGET ACCOMPLISHMENTS Developed and adopted policy on medical marijuana * Completed the update of the Kalispellz zoning ordinance. Began updating the Kalispell Subdivision Regulations emphasivingthe design standards Portion of the ordinance and legislative changes * Reviewed 2 preliminary plats (481 lots), I final plat (7 lots), 10 conditional use permits, 1 zone change, 4 annexations (13 acres) and 86 sign permits. Processed 38 weed violations, 4 junk vehicles violoations and 5 decay violations. Assisted in the deveopment and adoption of an annexation policy for the city. Continued to assist existing businesses comply with the dark sky ordinance. Reduced number of non -conforming buisineses from 91 to 38. 29 PLANNING & Zoning FUND: 1000-420-411020 Personal Services: FTE's 110 Salaries and payroll costs 153 Health Insurance 155 Retirement Total Personal Services Maintenance & Operations: 210 Office Supplies/Equip/ Software 331 Publication & Filing Fees, Books, Printing 345 Telephone 354 Contract Services 373 Dues & Training Total M & O Total Budget ACTUAL BUDGET ACTUAL BUDGET FY09/10 FY10/11 FY10/11 FY11/12 4.75 4.75 4.75 4.25 255,310 257,172 255,413 234,306 51,798 54,388 54,371 53,669 16,652 16,671 16,667 15216 323,759 328,231 326,451 303,191 $4,232 $7,500 $886 $7,500 $1,028 $3,000 $995 $2,700 $870 $900 $732 $900 $620 $1,300 $980 $1,600 $3,148 $3,300 $2,400 $3,300 $9,898 $16,000 $5,993 $16,000 $333,657 $344,231 $332,444 $319,191 BUILDING DEPARTMENT '41 i i u:Zej 0[all Vol WIN DhI M1►1110Ij►ill 11121 IX-11W llT /�: l BEGINNING CASH 10100 CASH: Operating REVENUES 323101 Building permits 323103 Plumbing permits 323104 Mechanical permits 323108 Plan Review 323107 House Moving 343380 Safety Building contract management 371010 Investment Earnings Total Revenue Total Available Operating ENDING CASH 10100 CASH: Operating ACTUAL BUDGET ACTUAL BUDGET FY09/10 FY10/11 FY10/11 FY11/12 $61,538 $26,535 $26,535 $149,608 $175,470 $150,000 $234,820 $190,000 $14,188 $12,000 $15,748 $15,000 $21,664 $20,000 $21,358 $22,000 $57,808 $50,000 $109,356 $60,000 $600 $200 $175 $200 $0 $38,000 $0 $0 $490 $100 $1,488 $1,000 $270,220 $270,300 $382,945 $288,200 $331,758 $296,835 $409,480 $437,808 $305,223 $260,542 $259,872 $316,115 $305,223 $260,542 $259,872 $316,115 $26,535 $36,293 $149,608 $121,693 31 11 n , �: i; [, 1 i ! ACTUAL BUDGET ACTUAL BUDGET FY09/10 FY10/11 FY10/11 FY11/12 Personal Service $269,342 $234,356 $235,902 $275,412 Materials and Services $35,881 $26,186 $23,970 $40,703 Capital Outlay $0 $0 $0 $0 $305,223 $260,542 $259,872 $316,115 The building department is responsible for reviewing plans, issuing permits and conduce new construction within the city limits. Through education & training of city staff and the construction community the department maintains an effective program for achieving code compliant construction. The building department maintains close working relationships with other city departments to effect a coordinated effort at regulating all impacts associated with building construction. The department also maintains an active fire prevention inspection program for existing buildings within the city. This year the program is authorized at 4.25 staff. FY 2012 BUDGET HIGHLIGHTS Provide staff training for the newly adopted 2009 codes. Conduct cross training between building , plumbing and mechanical inspectors and plan reviewers. Conduct cross training in the fire codes in order to provide additional certified staff to conduct fire prevention inspections when needed. Continue a fire prevention inspection program of existing commercial buildings. Implement a residential electrical inspection program. continue to provide project management and oversight for the fire/safety building remodel. During the 2009 calendar year we issued 228building, 201 mechanical and 159 plumbing pennits. Staff attended training and tested and earned 6 additional certifications. (staff currently holds 36 certifications in 25 different code disciplines) Staff developed a fire prevention inspection program with a focus to inspect all commercial buildings in the city. Conducted cross training in the Fire codes in order to increase capacity of the staff to undertake the fire prevention program. Added fire plans examiner function for new construction. Adopted the 2009 energy, mechanical, plumbing and building codes and completed an ISO audit for the building department. 32 BUILDING DEPARTMENT FUND: 2394-420420530 Personal Services: 110 Salaries and payroll costs 121 Overtime 153 Health Insurance 155 Retirement Total Personal Services Maintenance & Operations: 210 Supplies/computer hardware/software/other 231 Gas & Oil 320 Postage, printing, Code books 323 State Ed Assessments 345 Telephone & Communications 353 Auditing (3 year Building audit for state) 354 Conti -act Services 373 Dues & Training 510 Insurance - liability & property $3,800/$300 521 Central Garage Transfer 522 Administrative Transfer 528 Data Processing Transfer Total M & O ACTUAL BUDGET ACTUAL BUDGET FY09/10 FY10/11 FY10/11 FY11/12 4.25 4.25 4.25 4.75 $213,114 $185,897 $185,897 $215,510 $810 $2,000 $3,709 $3,000 $42,026 $35,160 $34,794 $43,492 $13,392 $11,299 $11,502 $13,409 $269,342 $234,356 $235,902 $275,412 $1,458 $5,250 $844 $4,750 $1,807 $2,250 $1,943 $2,250 $3,214 $2,600 $3,963 $2,600 $1,167 $2,500 $1,721 $2,500 $1,223 $1,500 $1,288 $1,500 $0 $0 $0 $3,500 $1,100 $1,300 $1,999 $1,300 $1,833 $2,900 $4,712 $3,400 $6,947 $4,250 $3,864 $4,100 $600 $300 $300 $300 $12,353 $2,000 $2,000 $10,324 $4,179 $1,336 $1,336 $4,179 $35,881 $26,186 $23,970 $40,703 TOTAL BUDGET $305,223 $260,542 $259,872 $316,115 33