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04. General GovernmentPage No. Fund No. 1 1000 General Government $ 889,196 3 1000 City Manager $ 172,700 5 1000 Human Resources $ 148,078 7 1000 Mayor & City Council $ 107,400 9 1000 City Clerk $ 103,677 11 1000 Finance Department $ 251,709 13 1000 City Attorney $ 418,237 16 1000 Municipal Court $ 344,661 18 2921 Drug Court Grant $ 211,667 19 2951 DUI Court Grant $ 150,158 20 1000 City Facilities Maintenance $ 259,408 22 6030 Data Processing $ 464,434 26 1000 Planning Department $ 332,227 28 2394 Building Department $ 343,676 Total General Gov't Budgets $ 4,197,228 PERSONNEL SCHEDULES: 31 - 34 General Gov't Personnel GENERAL GOVERNMENT FUND: GENERAL 1000-40041XXXX ACTUAL ACTUAL BUDGET BUDGET FY09/10 FY10/11 FY11/12 FY12/13 Administration & Operations $378,857 $781,964 $853,718 $889,196 $378,857 $781,964 $853,718 $889,196 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. GAS13 45 actuary study $6,000 for audit requirements; $3,000 was reimbursed by MMIA (revenue). Elections costs quoted by the County at $10,000 mail -in costs - actual costs were $15,000. 1 ► 1 Audit costs are $25,825 per the contract with Denning, Downey and Associates - costs are shared with other funds. this is the 3rd year of the contract. Filing fees include State $965; GFOA S435 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. 911 increased cost based on population adjustment; total cost FY13 include a 2% increase $467,911 -Ambulance will pay $30,600. Legislation requires reimbursement for fire district voted levies on properties annexed into the City since 2009; several Smith Valley properties were annex. Appropriating $20,000 for appraisals of City buildings for insurance and replacement costs for future planning. FY 2013 UNFUNDED Property Appraisals for Insurance (city shops) $20,000 1 GOVERNMENT FUND: GENERAL ill 11 EXPENDITURE DETAIL ACTUAL ACTUAL, BUDGET BUDGET FY09/10 FY10/11 FY11/12 FY12/13 410530 Audit: 331 Annual Report Filing fees $965 $1,400 $1,435 $1,435 353 Contract services ($25,825) $13,925 $10,000 $10,500 $10,500 354 GASB 45 cost for Other Post Employment Benefits $6,000 $0 410560 Central Purchasing 210 Office Supplies $1,926 $3,491 $3,000 $3,500 312 Postage $11,559 $12,971 $16,000 $14,500 320 Printing & envelopes $7,072 $2,637 $6,000 $7,000 410600-354 Elections: $6,444 $0 $10,000 $0 411850-379 League of City conference (revenue $15,000) $15,000 410900 Records Admin.: 331 Publication & Filing Fees $2,175 $3,038 $3,500 $3,500 460446-354 Kidsport Lease (reimbursed) $42,275 $42,910 $44,000 $44,000 460446-355 Parade -reimburse service organizations $0 $2,000 $0 460452-366 Hockaday -annual building maint. per lease $6,600 $6,600 $6,600 $6,600 460452-920 Conrad Mansion Inventory $0 $2,500 $0 $0 460452-355 Eagle Transit contribution $0 $15,000 $15,000 $15,000 420000-354 911 Dispatch Services Contract (2% increase) $352,266 $428,736 $437,311 420000-356 Smith Valley levy reimbursement $300 $350 510310-354 ICMA Fees $500 $500 $500 $500 510330-513 Liability Insurance $221,618 $236,592 $213,155 $225,000 510330-517 Property Insurance $47,847 $36,083 $42,000 $45,000 510330-354 Property Appraisals for Insurance (city shops) 510330-516 Uninsured Loss (insurance deductible) $15,951 $34,779 $30,000 $30,000 820 loan to Parking Commission $14,697 $0 $0 510300 Contingency $0 $6,500 $14,992 $30,000 $378,857 $781,964 $853,718 $889,196 FUND: GENERAL 1000-401410210 ACTUAL ACTUAL BUDGET BUDGET FY09/10 FY10/11 FY11/12 FY12/13 Personal Services $139,925 Materials and Services $17,748 $157,673 $151,063 $144,673 $154,920 $1,912 $11,800 $17,780 $152,975 $156,473 $172,700 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. Working with Evergreen water & sewer district on Interlocal agreement -continuing Pursue grant op portunities pportunities Pursue regional partnerships Update non union pay grades Implementaion of VEBA program and sick leave savings incentive 3 CITY MANAGER FUND: GENERAL 1000-401-410210 Personal Services: 110 Salaries and payroll costs 153 Health Insurance 155 Retirement & deferred comp. Total Personal Services Materials & Services: 210 Supplies 312 Newsletter, books 338 Recruitment/Relocation FY13* 345 Telephone 373 Dues & Training 379 Meetings Total Materials & Services Total City Manager ACTUAL ACTUAL BUDGET BUDGET FY09/10 FY10/11 FY11/12 FY12/13 i 1 I I (I I MO.) $111,830 $124,038 $116,832 $122,294 $11,003 $13,770 514,956 $19,711 $17,092 $13,255 $12,885 $12,915 $139,925 5151,063 $144,673 $154,920 $362 $178 $800 $300 $150 $0 $500 $500 $14,016 $0 $7,000 $10,000 $26 $43 $400 $480 $2,945 $1,334 $2,500 $6,000 $249 $357 $600 $500 $17,748 $1,912 $11,800 $17,780 $157,673 $152,975 $156,473 $172,700 * NOTE: a $20,000 loan provided the City Manager for relocation. The loan will be forgiven over the next two years. The City will reduce the loan and record the Relocation costs annually and issue the manager a 1099 each December. What this means is the Budget for $10,000 was prepaid and will not affect cash FYI 3. Transferred budget from Salaries to recruitment FY12. Recruitment cost FYI reflect the actual cost of hiring. rd HUMAN RESOURCES FUND: GENERAL. 1000-401410830 Personal Services Materials and Services ACTUAL ACTUAL BUDGET BUDGET FY09/10 FY10/11 FY11/12 FY12/13 $123,412 $125,055 $6,723 $5,973 $131,939 $136,278 $11,800 $11,800 $130,135 $131,028 $143,739 $148,078 PROGRAM DESCRIPTION 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. FY 2012 BUDGET ACCOMPLISHMENTS Continued to make improvements and streamline documentation used by various departments to improve efficiency. Implemented comprehensive Affirmative Action Plan tracking program Established Sick Leave Incentive Program and Volunteer Employee Benefit Assn (VEBA) plan to City Employees Negotiated successful contract with Police and AFSCME Unions * Continued to coordinate HR & Safety Training employees * Coordinated successful Job search and hiring for new City Manager * Coordinated City Employee Health Screening program with over 80% participation by employees! FY 2013 BUDGET HIGHLIGHTS * Continue to negotiate with Unions over wage & working conditions. * Monitoring numerous relevent HR & Safety laws, rules, regulations and policies that can affect the City * Monitor health insurance program looking at possible options to reduce costs. FY 2013 BUDGET CONSTRAINTS * 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: 110 Salaries and payroll costs 153 Health Insurance 155 Retirement Total Personal Services Materials & Services 210 Office Supplies 338 Recruitment 354 Contract Services** 373 Dues & Training* Total M & S C / 1 ACTUAL ACTUAL BUDGET BUDGET FY09/10 FY10/11 FY11/12 FY12/13 1.5 1.5 1.5 1.5 $103,195 $103,094 $108,242 $111,534 $13,491 $15,235 $16,667 $17,502 $6,726 $6,726 57,030 $7,242 $123,412 $125,055 $131,939 5136,278 $335 $229 $400 $400 $2,920 $2,177 $3,500 $3,500 $160 $292 $4,000 $4,000 $3,308 $3,275 $3,900 $3,900 $6,723 $5,973 $11,800 $11,800 $130,135 $131,028 $143,739 $148,078 **contract services for federal Affirmative Action Plan compliance. Cost anticipated to he less in future. *continue to attend, research and coordinate Human Resouces, Safety & Health Educational Programs for employees. MAYOR / COUNCIL FUND: GENERAL 1000-402-410100 Personal Services Materials & Services ACTUAL ACTUAL BUDGET BUDGET FY09/10 FY10/11 FY11/12 FY12/13 $94,987 $94,515 $93,424 $102,800 $7,420 $7,339 $9,450 $4,600 $102,407 $101,854 $102,874 $107,400 The Kalispell City Council is composed of eight (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 ofthe City Council serves a four-year term 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 of the 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. #335 Decrease in MT League of Cities Conference - 2012 conference scheduled for October in Kalispell -eliminates travel costs #379 increase in Meetings in anticipation of upcoming Legislative sessions In[«� A f, Personal Services: 110 Salaries and payroll costs 153 Health Insurance 155 Retirement PERS Total Personal Services Materials & Services: 335 MT. League of Cities Conference 354 Contract Services 373 Dues 379 Meetings Subtotal TOTAL ACTUAL ACTUAL BUDGET BUDGET FY09/10 FY1O/11 FY11/12 FY12/13 9 9 9 9 $62,040 $62,031 $63,056 $62,994 $30,300 $29,624 $27,936 $36,540 $2,647 $2,860 $2,432 $3,266 $94,987 $94,515 $93,424 $102,800 $5,756 $4,267 $6,000 $1,000 $14 $54 $150 $100 $1,488 $2,974 $3,000 $3,000 $162 $44 $300 $500 $7,420 $7,339 $9,450 $4,600 $102,407 $101,854 $102,874 $107,400 CITY CLERK FUND: GENERAL 1000-402-410150 Personal Services Maintenance & Services ACTUAL ACTUAL BUDGET BUDGET FY09/10 FY10/11 FY11/12 FY12/13 $90,738 593,943 $100,705 599,302 $4,113 $4,090 $5,350 $4,375 $94,851 $98,033 $106,055 $103,677 PROGRAM DESCRIPTION The City Clerk is responsible for: entering into books all Ordinances, Resolutions and Minutes passed by the City Council; 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. The City Clerk's office also oversees Channel 9, the IT department, and Procurement. Completed Procurement Manual which is currently in effect Attended MT League of Cities & Towns Convention in Billings to prepare for local convention in October * .05 FTE of City Clerk moved to Data along with Media Specialist budget to be funded with Bresnan Franchise fees. FY 2013 BUDGET CONSTRAINTS MMCT/FOA & IIMC League of Cities Annual Training Institutes * Complete Codification of Municipal Codes E CITY CLERK FUND: GENERAL 1000-402410150 EXPENDITURE DETAIL CITY CLERK: Personal Services: FTE's 110 Salaries and payroll costs 121 Overtime 153 Health insurance 155 Retirement PERS Total Personal Services Maintenance & Services: 210 Office Supplies 345 Telephone 354 Contract Services 352 Codification 373 Dues & Training Subtotal M & S TOTAL CITY CLERK ACTUAL FY09/10 ACTUAL FY10/11 BUDGET FY11/12 BUDGET FY12/13 1.29 1.34 1.29 1.24 $76,328 $79,190 $84,389 $82,619 $513 $242 $500 $500 $8,915 $9,334 $10,357 $10,837 $4,982 $5,177 $5,459 $5,346 $90,738 $93,943 $100,705 $99,302 $89 $99 $100 $100 $409 $425 $450 S450 $0 $25 $25 $25 $3,400 $3,316 $3,500 $3,500 $215 $225 $1,275 $300 $4,113 $4,090 $5,350 $4,375 $94,851 $98,033 $106,055 $103,677 IR ii MCI '," 0 11 W M, ACTUAL ACTUAL BUDGET BUDGET FY09/10 FY10/11 FY11/12 FY12/13 Personal Services $234,399 $233,830 $257,131 $239,809 Materials and Services $6,479 $8,438 $10,400 $11,900 Capital Outlay $0 $0 $0 $0 Total $240,878 $242268 $267,531 $251,709 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. Prepared our 8th Annual Financial Report using the new reporting model - GASB 34 Received another unqualified audit for FY2010. Received GFOA Certificate of Acheivement for Financial Reporting for the 1 st time. Worked thru the GASB 45 implementation including hiring and working with the actuary. MMIA reimbursed City for $3,000 which is half the cost of the actuary. Implement GASB 54 the new Fund Balance Financial Report presentation. FY 2013 BUDGET HIGHLIGHTS Salary budget is reduced due to the retirement of the Finance Director and the anticipation of hiring savings. Additional training funds appropriated for new personnel. 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. Limited training funds for staff. 11 a, ► a. ' U ► • • ili �1 � 1 i Personal Services: FIFE'S 110 Salaries and payroll costs 153 Health Insurance 155 Retirement Total Personal Services Materials & Services: 322 Books & supplies 353 Contract Services -temp help 354 Contract Services -Grizzly Security 355 Bank fees 373 Dues & Training Subtotal Materials and Services TOTAL EXPENDITURE ACTUAL ACTUAL BUDGET BUDGET FY09/10 FY10/11 FY11/12 FY12/13 3.2 3.2 3.2 3.2 $191,301 $189,375 $208,160 $190,440 $30,627 $32,097 $35,449 $36,992 $12,471 $12,358 $13,522 $12,377 $234,399 $233,830 $257,131 $239,809 12 $254 $205 $300 $300 $350 $1,275 $1,600 $1,600 $1,060 $630 $1,500 $1,500 $1,780 $3,506 $3,500 $3,500 $3,035 $2,822 $3,500 $5,000 $6,479 $8,438 $10,400 $11,900 $240,878 $242,268 $267,531 $251,709 FUND: GENERAL 1000-404-411110 ACTUAL ACTUAL BUDGET BUDGET FY09/10 FY10/11 FY11/12 FY12/13 Personal Services $373,718 $375,566 Maintenance & Operations $13,745 $14,187 Total $387,463 $389,753 City Attorney _ Legal Secretary Org Chart 2/3 Position Assistant City Adjutant Attorney City Attorney Legal Secretary $387,535 $397,337 $20,900 $20,900 $408,435 $418,237 13 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. 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 1 Attorney attend Fall and Spring State MLCT Attorney Conference 14 ATTORNEY FUND: GENERAL 1000-404-411110 Personal Services: 110 Salaries and payroll costs 153 Health Insurance 155 Retirement Total Personal Services Maintenance & Operations: 210 Office Supplies/computer 322 Lexis/Nexis; books, subscriptions 345 Telephone & Communications 354 Contract Services/contingency 373 Dues & Training Subtotal TOTAL ACTUAL ACTUAL BUDGET BUDGET FY09/10 FY10/11 FY11/12 FY12/13 FTE's 4.66 4.66 4.66 4.66 $306,795 $306,567 $313,787 $320,797 $46,917 $48,998 $53,367 $55,691 $20,006 $20,001 $20,381 $20,849 $373,718 $375,566 $387,535 $397,337 $2,887 $2,438 $3,200 $3200 $4,508 $7,788 $7,000 $7,000 $873 $790 $1,200 $1,200 $2,609 $376 $5,000 $5,000 $2,868 $2,795 $4,500 $4,500 $13,745 $14,187 $20,900 $20,900 $387,463 $389,753 $408,435 $418,237 15 I= ♦; ) FUND: GENERAL 1000-406-410360 ACTUAL AL ACTUAL BUDGET BUDGET FY09/10 FY10/11 FY11/12 FY12/13 Personal Services $243,039 $248,050 $258,429 $267,461 Materials & Services $47,846 $54,853 $92,200 $77,200 Capital $0 $0 $0 $0 $290,885 $302,903 $350,629 $344,661 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. FY 2012 ACCOMPLISHMENTS Kalispell Municipal Court is operating two accountability courts funded by grant monies awarded by Montana Department of Transportation and Bureau of Justice Assistance. Kalispell Municipal Court is working toward e-filings, which has been approved by the Montana Supreme Court. Court Administrator continues to serve on the Montana Supreme Court Automation Committee. Domestic Violence Accountability Court which holds defendants accountable for the safety of victims and children which have been victims of violence FY 2013 BUDGET HIGHLIGHTS 353 Technology -The court assesses a $10.00 surcharge per citation to assist with purchasing technology and security. The purchases scheduled for this year includes audio/visual equipment for the courtroom. The new equipment will be used by Prosecutor, Witnesses, Defendants, and the jury. 354 Contract Services -includes expenses for the Judge Pro Tern and interpreters for court proceedings. FY 2013 BUDGET CONSTRAINTS Training for one court clerk to attend the annual FULLCOURT conference in Salt Lake City, Utah. * Training for clerks on the software for new audio/visual equipment in the courtroom. Security in courtroom during hearings. Sustainable source of funds to replace grant funds used in the operation of DUI Court Handicap Acess into courtroom 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 010111 Vr ACTUAL ACTUAL BUDGET BUDGET FY09/10 FY10/11 FY11/12 FY12/13 FTE's 4 4 4 4 $194,347 $195,932 $198,727 $205,305 $36,023 $39,323 $46,818 $48,840 $12,669 $12,795 $12,884 $13,316 $243,039 $248,050 $258,429 $267,461 $5,670 $7,872 $4,500 $4,500 $7,715 $373 $500 $500 $1,434 $1,056 $1,400 $1,400 $5,173 528,494 $55,000 $40,000 $11,542 $7,917 $5,750 $5,750 $3,743 $3,233 $6,300 $6,300 $9,092 $4,416 $5,750 $5,750 $0 $433 $11,500 $11,500 $3,477 $1,059 $1,500 $1,500 $47,846 $54,853 $92,200 $77,200 $290,885 $302,903 $350,629 $344,661 17 DRUG COURT GRANTS FUND: 2921-406-4103 60 BEGINNING CASH Cash on Hand REVENUES 331024 Drug COURT GRANT -DOJ grant 2009-DC-BX-0070 (3YEAR APPROPRIATION $348,473) Total Revenue Total Available 406-410360 354 Contrat Services ENDING CASH Cash on Hand ACTUAL ACTUAL I BUDGET BUDGET FY09/10 FY10/11 FY11/12 FY12/13 $0 $0 $0 $0 $17,081 $60,269 $265,993 $211,667 $17,081 $60,269 $265,993 $211,667 $17,081 $60,269 $265,993 $211,667 $17,081 $60,269 $265,993 $211,667 $0 $0 $0 $0 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. 18 DUI COURT GRANTS FUND: 2951-406-410360 REVENUE ECT N - FUND SUMMARY BEGINNING CASH Cash on Hand REVENUES 331149 DUI COURT GRANT #CTS 106006 331150 DUI COURT GRANT #2009-16-21-02 (amended) 331151 TRAVEL GRANT #2009021503 351016 DUI CourtFees Total Revenue Total Available Maintenance & Operations: 354 Cont Sery - Eval, PO, LAC CTS 106006 355 Cont Sery - Eva], PO, LAC #2011-02-03-02 373 Training 396 DUI Court Incentives Total Maintenance & Operations ENDING CASH ACTUAL, ACTUAL BUDGET BUDGET FY09/10 FY10/11 FY11/12 FY12/13 $953 $0 $0 $0 $69,547 $10,232 $97,000 $53,158 $57,099 $66,401 $46,078 $97,000 $9,260 $0 $0 $0 $0 $0 $0 $3,000 $135,906 $76,633 $143,078 $150,158 $136,859 $76,633 $143,078 $150,158 $94,212 $10,232 $97,000 $53,158 $33,387 $66,401 $46,078 $97,000 $9,260 $0 $0 $0 $0 $3,000 $136,859 $76,633 $143,078 $150,158 Cash on Hand $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. FY 12 is a carryover. $o $0 $o 19 CITY FACILITIES MAINTENANCE FUND: 1000412-411230 ACTUAL ACTUAL BUDGET I9 Personal Services $50,830 $80,188 $81,464 $76,421 Maintenance & Operations $201,915 $110,956 $161,200 $166,100 Debt/IntercapLoan $17,892 $16,909 $17,105 $16,887 TOTAL $270,637 $208,053 $259,769 $259,408 PROGRAM ESC PTION The City Facilities Maintenance budget provides for the building maintenance and janitorial services for City Hall, the Public Safety Building, and Parks and Recreation office. Maintenance covers utilities, HVAC, mechanical items, all janitorial services as well as miscellaneous repairs and maintenance in the City Complex. FY 2012 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. ® Evaluate City Hall HVAC control system efficiency. ® System analysis tracking energy use and efficieny FY 2013 BUDGET HIGHLIGHTS System analysis tracking energy use and efficieny FY 2013 BUDGET CONSTRAINTS • Hiring part-time janitorial for relief, vacation/sick leave. • Dedicated repair and building maintenance individual. (1.0) all CITY FACILITIES MAINTENANCE FUND: 1000412-411230 Personal Services: FTE'S 110 Salaries 121 Overtime 153 Health Insurance 155 Retirement Total Personal Service Maintenance & Operations: 218 Furnace (not covered by grant) 220 Security Cameras -City Hall 220 Security Door - Police Dept. 224 Janitorial Supplies 241 Tools (mops, brooms, shovels)& Supplies 341 Electricity 344 Natural Gas 345 Telephone 354 Contract Services 361 Elevator Maintenance/fire alarm maint. 362 Equipment Maintenance 366 Building Maintenance 532 City Hall (to debt service fund) 545 County Landfill & recyling 920 Public Safety Building - painting Sub Total M & O Debt Service: 610 Debt Retirement/HVAC - 8th of 10 years 620 Interest Subtotal Debt Service ACTUAL ACTUAL BUDGET BUDGET FY09/10 FY10/11 FY11/12 FY12/13 1 1.4 1.4 1.4 $39,718 $63,144 $64,124 $58,429 $0 $33 $200 $250 $8,653 $13,039 $13,130 $14,130 $2,459 $3,972 $4,010 $3,612 $50,830 $80,188 $81,464 $76,421 $7,500 $0 $10,000 $0 $5,000 $5,108 $5,077 $5,200 $5,200 $801 $1,211 $1,450 $1,450 $40,439 $41,090 $45,000 $45,000 $30,293 $35,173 $40,000 $40,000 $236 $144 $250 $250 $14,326 $10,200 $23,000 $23,000 $1,105 $991 $4,500 $4,500 $3,441 $1,225 $5,000 $5,000 $6,911 $13,665 $17,300 $17,300 $97,500 $0 $0 $0 $1,755 $2,180 $2,000 $3,400 $16,000 $201,915 $110,956 $161,200 $166,100 $15,150 $15,561 $15,985 $16,420 $2,742 $1,348 $1,120 $467 $17,892 $16,909 $17,105 $16,887 Total City Hall Facilities Maintenance $270,637 $208,053 $259,769 $259,408 21 DATA PROCESSING FUND FUND: 6030403-4105 80;4105 8 5 BEGINNING CASK 10100 CASH: Operating 10120 Cash, Replacement account* ESTIMATED ACTUAL BUDGET ACTUAL BUDGET FY10/11 FY11/12 FY11/12 FY12/13 $ 109,430 $ 75,476 $ 75,476 $ 66,274 $ 33,587 $ 28,587 $ 28,587 $ 28,587 $ 143,017 $ 104,063 $ 104,063 $ 94,861 393000 Charge for service -other Funds $ 335230 Entitlement (General Fund share) $ 341021 Grant Administration 341027 Bresnan/Optimun Franchise Fees (moved from General) 371010 Interest $ 364030 Misc./ sale $ 14130 Prepaid maint./ Comp. Abs. $ Total Revenue $ 145,624 $ 148,461 $ 148,461 $ 189,340 174,937 $ 174,937 S 174,937 $ 85,000 $ 6,000 $ - $ 157,000 1,765 $ 1,500 $ 1,200 $ 1,200 163 $ 200 $ 200 $ 100 (4,296) 318,193 $ 325,098 $ 330,798 $ 432,640 Total Available $ 461,210 $ 429,161 $ 434,861 $ 527,501 EXPENDITURES Data Processing $ Equipment $ Equipment from Replacement $ * $ Depreciation/Replacement reserve $ Total expenses $ add back depreciation cash $ ENDING CASH 323,192 $ 328,137 $ 300,000 $ 413,854 23,955 $ 53,996 $ 35,000 $ 45,580 10,000 5,000 $ 5,000 $ 5,000 $ 5,000 362,147 $ 387,133 $ 340,000 $ 464,434 5,000 $ 5,000 $ 5,000 $ 5,000 10100 CASH: Operating $ 75,476 $ 13,441 $ 66,274 $ 39,480 10120 Cash, Replacement account * $ 28,587 $ 33,587 $ 28,587 $ 28,587 Total Cash $ 104,063 $ 47,028 $ 94,861 $ 68,067 22 DATA PROCESSING FUND 61 1 4i 1 .i i ' I D►:� � \ 1 : i ll l/ ACTUAL ACTUAL BUDGET BUDGET FY09/10 FY10/11 FY11/12 FY12/13 Personal Services $ 86,529 $ 84,466 S 124,732 S 181,294 Operating Expenses S 170,910 $ 214,171 $ 203,405 $ 232,560 Equipment $ 22,982 $ 58,765 $ 53,996 S 45,580 Replacement/Depreciation $ 10,000 $ 5,000 $ 5,000 $ 5,000 $ 290,421 $ 362,402 $ 387,133 $ 464,434 PROGRAM ESC PTION 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 gaining 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. * Hired part time IT Support Specialist * Replaced security camera system in public safety building, through grant funding * Completed the remodel of public safety building Data and voice cabling replaced in public safety building Replaced network switches in public safety building, partial with grant funding Upgraded municipal court audio and visual design system, partial with grant funding Completed installation of fiber cable between all downtown City buildings Changed connectivity to remote sites Added 5 fully ruggedized laptops for police patrol officers, through grant funding & budgeted funds * Purchased an IT request tracking system Transitioned from Progress based to SQL based finance database Setup content management software on department computers to permit department to update website Researching disaster recovery solution for servers Removed IT rack from police records and relocated all equipment in proper IT closet of public safety building * Replaced computers based on need and schedule 23 � •i 1 �i � 1 .i < i Implement disaster recovery system for servers • Replace SQL server based on schedule and performance issues with current server • Add NAS server to meet needs of storage demands • Research grant to fund generator for City Hall server room • Add patch management system to use in addition to Windows patch system • Renew hosted email encryption and archive, 3 year licenses expire in FY 2013 • Renew antivirus subscription, 3 year contract expires in FY 2013 Setup new GIS centric management software for public works Setup public works computer with engineer edition of sewer camera inspection software Setup sewer camera inspection truck to replicate inspection records to engineer edition software at City Hall Replace computers based on need and schedule 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. Purchased Epic Screen Play Purchased Gold Pass Software Purchased DVD Sop Express Editor Replaced Video Switch to display laptop inputs Sony Camera HD/SD Switchable Event Controller 24 401 Computer & TV Media Specialist 410580 Personal Services: FTE 110 Salaries & payroll costs 121 Overtime, Call Outs 153 Health 155 Retirement 403 Maint. & operations: 215 Computer, Office Supplies, Ship & Recycle 218 Equipment -(non capital) 325 Website hosting fees 346 SummitNet -State of MT ISP, 353 LaserFiche maint. Contract & licensing 354 Contracts - backup IT 355 Licenses/Maint contracts 357 Granicus streaming 356 ADG- Electronic Timesheet 358 Hosted Exchange E-mail, Encryption & Archive 373 Training/school/memberships 510 Insurance 410583-218 TV -Video Equipment & programming 410583-354 TV -Video Contract Services 410585 Copiers, Fax, office machines, phones 229 Supplies (paper, etc.) 532 Copier Rentals (5) 345 Phone -leased lines (moved fiom General) Total M & O 410588 Equipment: DEPT. ACTUAL, ACTUAL, BUDGET BUDGET FY09/10 FY10/11 FY11/12 FY12/13 1 1 1.55 2.28 $ 72,646 S 67,921 $ 96,525 S 140220 $ 5,000 $ 9,095 $ 11,963 $ 21,940 $ 26,988 $ 4,788 $ 4,582 $ 6,267 $ 9,086 $ 86,529 $ 84,466 $ 124,732 $ 181,294 $ 3,025 $ 768 S 2,850 S 3,230 $ 12,745 $ 3,618 $ 12,060 $ 13,973 $ 1,725 $ 19,852 S 12,550 $ 1,450 $ 3,153 S 3,182 $ 5,196 $ 7,520 $ 3,160 $ 11,306 $ 1,600 $ 3,234 $ 8,800 S 16,413 S 4,400 S 2,400 $ 19,484 $ 30,507 $ 28,759 S 45,602 $ 6,000 $ 6,000 $ 6,000 S 6,000 $ - S 7,680 $ - $ - $ 10,441 $ 11,664 $ 16,440 $ 30,300 $ 3,945 S 179 $ 5,200 $ 6,000 $ 1,497 $ 1,190 S 1,350 S 1,350 $ 2,000 $ 2,500 $ 3,796 $ 5,540 $ 5,000 $ 5,000 $ 30,913 $ 30,479 S 32,000 $ 32,000 $ 62226 $ 65,793 $ 70,000 S 70,000 $ 170,910 $ 214,171 $ 203,405 S 232,560 940 Network Equipment Capital/switches S $ 28,153 $ 7,500 $ - 942 Servers -capital Contingency $ $ 5,802 $ 10,000 $ 18,000 218 Network Fiber installation & equipment $ 6,500 218 Police Dept. (413) $ 8,668 $ 8,327 S 9,355 $ 6,400 218 Park's Dept. (436) $ 2,015 $ 2,968 S 3,052 S 4,500 218 Public Works (410) $ 3,523 $ 4,070 $ 4,510 $ 4,500 218 Attorneys (406) $ 1,501 $ 521 S 3,162 $ 3,640 218 Fire Department (416) $ 3,105 $ 7,120 $ 4,005 S 3,000 218 MGR -0/HR -1 (401) Mayor -0/Clerk - 0 $ 2,705 $ 804 S 3,777 $ 1,500 218 Planning & Zoning (420) $ 1,465 $ 1,000 $ 2,135 $ 4,040 Total Equipment Outlay $ 22,982 $ 58,765 $ 53,996 S 45,580 510400 831 Depreciation / Replacement reserve $ 10,000 $ 5,000 $ 5,000 $ 5,000 Total Budget $ 290,421 $ 362,402 S 387,133 $ 464,434 W PLANNING ' Zonin 111 i 1 1 ACTUAL ACTUAL BUDGET BUDGET FY09/10 FY10/11 FY11/12 FY12/13 Planning & Zoning Personal Service $323,759 $326,451 $308,125 $316227 Materials and Services $9,898 S5,993 $16,000 $16,000 Capital Outlay $0 $0 $0 $0 $333,657 $332,444 $324,125 $332,227 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 Conunittee and Site Review Committee. FY 2013 BUDGET HIGHLIGHTS Continue work on developing the Core Area Plan for downtown Kalispell under the Brownfields Planning Grant. * Continue updating the Kalispell Growth Policy "Plan -It 2030" and the Growth Policy resources Document. Assist in the preparation of Phase 1 studies for the Brownfiled's Assessment Grant Close out the FEMA Disater Mitigation Grant Program for Buffalo Hill Golf Course. FY 2012 BUDGET ACCOMPLISHMENTS Update the Kalispell Subdivision Regulations emphasiving the design standards portion of the ordinance and legislative changes. Began the review and update of the growth policy plan document. Held 40 community group meetings. Began updating the resources deocument. Began development of the Core Area Plan for properties along the rail corridor in Kalispell, met with 80 property owners, held 3 community open hou sent out 3 newsletters, contracted with CTA to prepare visual development scenarios. Extended the West Side Urban renewal Plan into this area. Conducted 10 preliminary plats extensionsi I conditional use p ry , p permits, 2 zone text amendments, 3 annexations (20 acres) , 3 floodplain deveopment i and 80 sign permits. Processed 59 weed violations, 8 junk vehicles violoations, 9 decay violations and 6 zoning violations. Managed the FEMA disaster mitigation funding program g g g p gram for flood damage at Buffalo Hills Golf Course. Continued to assist existing businesses comply with the dark sky ordinance. Reduced number of non-confonning buisineses to 18. Assisted in the preparation of 2 Phase 1 studies for the Brownfiled's Assessment Grant W PLANNING ., Zonin, �� iii 1 i i 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 ACTUAL BUDGET BUDGET FY09/10 FY10/11 FY11/12 FY12/13 4.75 4.75 4.25 4.25 255,310 255,413 238,939 244,400 51,798 54,371 53,669 55,944 16,652 16,667 15,517 15,883 323,759 326,451 308,125 316,227 $4,232 $886 $7,500 $7,500 $1,028 $995 $2,700 $2,700 $870 S732 $900 S900 $620 $980 $1,600 $1,600 $3,148 $2,400 $3,300 $3,300 $9,898 $5,993 $16,000 $16,000 $333,657 $332,444 $324,125 $332,227 27 BUILDING DEPARTMENT FUND: 2394-420420530 PROJECTED VENUE AND FUND SUMMARY BEGINNING CASK 10100 CASH: Operating VENUES 323101 Building permits 323103 Plumbing permits 323104 Mechanical permits 323108 Plan Review 323107 House Moving 371010 Investment Earnings Total Revenue Total Available Operating ENDING CASH 10100 CASH: Operating ESTIMATED ACTUAL BUDGET ACTUAL BUDGET FY10/11 FY11/12 FY11/12 FY12/13 $26,535 $149,608 $149,608 $242,808 $234,820 $15,748 $21,358 $109,356 $175 $1,488 $190,000 $15,000 $22,000 $60,000 $200 $1,000 $220,000 $15,000 $22,000 $120,000 $200 $1,000 $200,000 $15,000 $22,000 $60,000 $200 $1,000 $382,945 $288,200 $378,200 $298,200 $409,480 $437,808 $527,808 $541,008 $259,872 $316,114 $285,000 $343,676 $259,872 $316,114 $285,000 $343,676 $149,608 $121,694 $242,808 $197,332 28 BUILDING DEPARTMENT FUND: 23 94-420-4205 30 ACTUAL ACTUAL BUDGET BUDGET FY09/10 FY10/11 FY11/12 FY12/13 Personal Service $269,342 $235,902 $275,411 $285,868 Materials and Services $35,881 $23,970 $40,703 $37,808 Capital Outlay $0 $0 $0 $20,000 $305,223 $259,872 $316,114 $343,676 The building department is responsible for reviewing plans, issuing permits and conducting inspections for all 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. Purchase a WEB based permit system to replace the existing locally deveoped permit system. 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. Adopt the 2012 code cycle - Provide staff training on the new codes, r t, During the 2011 calendar year we issued 244 building, 193 mechanical and 177 plumbing permits. Staff attended training and participated in webinar classes to earn the required CEU's to renew their certifications. Staff currently holds 36 certifea 25 different code disciplines) The fire prevention inspection program is moving forward with a focus to inspect all commercial buildinings in the city. We have concentrated our Conducted cross training in the Fire codes in order to increase capacity of the staff to undertake the fire prevention program. Cross training in the Fire Codes is ongoing. Staff has expended 1966 man hours conducting fire related inspections and plan reviews during the 20 Adopted the 2009 energy, mechanical, plumbing and building codes and completed an ISO audit for the building department. 29 WILDINGDEPARTMENT 2394-420420530 ACTUAL. ACTUAL BUDGET BUDGET FY09/10 FY10/11 FY11/12 FY12/13 4.25 4.25 4.75 4.75 Personal Services: 110 Salaries and payroll costs $213,114 $185,897 $215,510 $219,652 121 Overtime $810 $3,709 $3,000 $3,500 153 Health Insurance $42,026 $34,794 $43,492 $49,155 155 Retirement $13,392 $11,502 $13,409 $13,561 Total Personal Services $269,342 $235,902 $275,411 $285,868 Maintenance & Operations: 210 Supplies/computerhardware/software/other $1,458 $844 $4,750 $4,750 231 Gas & Oil $1,807 $1,943 $2,250 $2,250 320 Postage, printing, Code books $3,214 $3,963 $2,600 $2,600 323 State Ed Assessments $1,167 $1,721 $2,500 $2,500 345 Telephone & Communications $1,223 $1,288 $1,500 $1,500 353 Auditing (3 year Building audit for state) $0 $0 $3,500 $500 354 Contract Services $1,100 $1,999 $1,300 $1,300 373 Dues & Training $1,833 $4,712 $3,400 $3,400 510 Insurance - liability & property $3,8006300 $6,947 $3,864 $4,100 $4,100 521 Central Garage Transfer $600 $300 $300 $1,300 522 Administrative Transfer $12,353 $2,000 $10,324 $9,194 528 Data Processing Transfer $4,179 $1,336 $4,179 $4,414 Total M & O $35,881 $23,970 $40,703 $37,808 CAPITAL OUTLAY Web based software package $20,000 TOTAL BUDGET $305,223 $259,872 $316,114 $343,676 30 PERSONNEL SCHEDULE FTE BUDGET POSITION TITLE -City Manager FY12/13 City Manager 1.00 $105,000 Car allowance/contingency $7,425 Subtotal 1.00 $112,425 PAYROLL TAXES $9,869 Total line item 110 $122294 Human Resources Director 1.00 $74258 Human Resources Generalist 0.50 $25,293 contingency $3,000 Subtotal 1.50 $102,551 PAYROLL TAXES $8,983 Total line item 110 $111,534 POSITION TITLE - Mayor & City Council Mayor 1.00 $10,800 Council Member 8.00 $47,200 Subtotal 9.00 $58,000 PAYROLL TAXES $4,994 Total line item 110 $62,994 POSITION TITLE - City Clerk City Clerk 0.90 $59,623 Deputy City Clerk 0.34 $13,988 Contingency $2 000 Subtotal 1.24 $75,611 PAYROLL TAXES $7,008 Total line item 110 $82,619 POSITION TITLE - Finance Finance Director 0.50 $36,920 City Accountant 0.70 $32,032 City Treasurer 1.00 $61,402 Accounts Payable Clerk (.5 vacant) 0.50 $15,402 Human Resources Generalist/payroll 0.50 $25,303 Contingency $4,000 Subtotal 3.20 $175,059 PAYROLL TAXES $15,381 Total line item 110 $190,440 31 PERSONNEL SCHEDULE 11TE BUDGET POSITION TITLE -City Attorneys FY12/13 Attorneys 3.00 $221,244 Legal Secretaries 1.66 $66,154 Contingency 2.5% $7,200 Subtotal 4.66 $294,598 PAYROLL TAXES $25,899 Total line item 110 $320,497 POSITION TITLE -Municipal Court City Judge 1.00 $76,398 Clerk of Municipal Court 1.00 $50,544 Court Clerks 2.00 $57,699 ASFCME /step/contingency $3,700 Subtotal 4.00 $188,341 PAYROLL TAXES $16,964 Total line item 110 $205,305 POSITION TITLE - City Facilities Facilities Maintenance 1.00 $35,360 Parks caretaker/maintenance 0.30 $9,834 Parks superintendent 0.10 $5,689 step/longevity/contingency $200 Subtotal 1.40 $51,083 PAYROLL TAXES $7,346 Total line item 110 $58,429 POSITION TITLE - Data Processine Dept. Network Administrator 1.00 $68,633 Technician 0.60 $28,710 City Clerk 0.10 $6,650 Video Media Specialist 0.55 $21,533 contingency $3,480 Subtotal 2.25 $129,006 PAYROLL TAXES $11,214 Total line item 110 $140,220 W10 PERSONNEL SCHEDULE FTE BUDGET POSITION TITLE - Planning Office FY12/13 Planning Director 0.75 $61,324 Planning Office Supervisor 0.50 $21,289 Senior Planner 1.00 $54,246 Planner II (Zoning Officer) 1.00 $46,092 GIS Coordinator (funded 80%) 1.00 $36,209 Planner II (vacant) 0.00 $0 Code Enforcement Officer (vacant) 0.00 $0 contingency $5,500 Subtotal 4.25 $224,660 PAYROLL TAXES 19,740 Total line item 110 $244,400 POSITION TITLE - Building Department Planning Director 0.25 $20,520 Building Official 1.00 $53,891 Building Inspector 1.00 $39,797 Building/fire Inspectors * 1.20 $53,735 Office Supervisor/Permit Tech 0.50 $21,371 longevity/step/contingency $2,500 Subtotal 3.95 $191,814 PAYROLL TAXES $27,838 Total line item 110 $219,652 ° .8 fte charged to Fire Prevention $35,823 33