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04. General GovernmentGENERAL GOVERNMENT 'age No. Fund No. 1 1000 General Government 893, 31 3 1000 City Manager $ 1 2, 00 100.�a Resources 148,08 1000 Mayor & City Council 110,378 9 1000 City Clerk 1031677 11 1000 Finance Department 2513709 1 1000 City Attomey 418,237 15 1000 Municipal Court S 3445661 17 2921 Drug Court Grant 211 ,667 18 2951 D.1 Court Grant S 3%955 19 1000 City Facilities Maintenance $ 259,408 1 6030 Data Processing 443434 25 1000 la Mi g Department 332,22 27 2394 Building Department 3431676 Total General Gov't Budgets 4,094,120 GENERAL GOVERNMENT FUND: GENERAL 1000-400-4 i 3C.XXX EXPENDITURE SUMMARY ACTUAL BUDGET ACTUAL BUDGET FY10/1 1 A FY11/12 FYI1/12 FYI2/13 Administration & Operations $781,964 $853,718 $840,092 93,313 $781,964 $853,71840,092 - $893,313 PROGRAM DESCRIPTION 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. Y 2012 BUDGET ACCOMPLISHMENTS GASB 45 actuary study $6,000 for audit requirements; $3,000 was reimbursed by i 11 s (revenue). Elections costs quoted by the County at $10,000 mail -in costs - actual costs were $1.51000. `' 23 BUDGET HIGHLIGHTS ` 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 $435 Printing includes $3,200 for envelop , 500 P. D. boobs, 220 W-2's. $420, check stock, 300 print annual report, 600 final budget Eagle Transit contribution of $15,000, 911 increased cast based on population adjustment; total cost .l" 13 include a 2% increase $467,911 -Ambulance will pay $30,6W Legislation requires reimbursement for fire district voted levies on properties annexed into the City since 200 ; 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 11 GENERAL GOVERNMENT FUND: GENERAL I000-400-41XXXX EXPENDITURE DETAIL ACTUAL BUDGET ACTUAL BUDGET FY10/11 FYII/12 FY11/12 FY12/13 410530 Audit; 331 Annual Deport Filing fees $13400 $1743 $1,400 $1,435 353 Contract services ($25, 25) $10, 00 $10,500 10,000 $10,500 354 GASB 45 cost for Other Post Employment Benefits $6,000 $6,000 0 410560 Central Purchasing 210 Office Supplies $3,491 $31>000 $4,137 $3,500 12 Postage $12,971 $16,000 $11,570 $14,500 320 Printing & envelopes $2,67 $6,000 $7,874 $7,000 41060 -354 Elections; $a $10,000 $14,965 $0 411950-379 League of City conference (revenue 15,000) $556 $15,000 410900 Records Ad im: 331 Publication & Filing Fees $3,038 $3,500 $2,283 $3,500 460446-353 $4,117 460446- 54 Kidsport Lease (reimbursed) $4 ,910 $443000 $4 , 53 $44,000 460446-355 Parade-reirnbwse service organizations $0 $2,00 $0 $0 460452-366 Hockaday -annual building maint. per lease $6,600 $6, 00 $600 $6,600 40452-920 Conrad Mansion Inventory $2,500 $0 $0 $0 460452-355 Eagle Transit. contribution $15,000 $15,000 $15,000 $15,000 420000-354 911 dispatch Services Contract (2% increase) $352266 $42 ,7 6 $42 ,736 $437,311 420000-356 Smith Valley levy reirnbursement $300 $30 350 5103 �54 IAA Fees $500 $500 $500 $500 510330-513 Liability Insurance $26,9 $213,I55 $21,144 $225,000 510330-517 Property Insurance $36,083 $4 .,0f 0 $41, 12 $45,000 10330-516 Uninsured Los (insurance deductible) $34,779 $30,000 $31,0 5 $30,000 820 loan to Parking ommission $14,697 $0 so $0 510300 Contingency $6,500 $14,992 69 $30,000 $781,964 $853,718 $ 40,092 $ 9 ,313 2 CITY MANAGER FUND- GENERAL 1000-401-410210 Personal Services Materials and Services EXPENDITURE SUMMARY ACTUAL BUDGET ACTUAL BUDGET FY10/11 FY11/12 F'YI1/22 FY12/I3 1 1,063 S 14 , 73 $103,801 $154,920 $1,912 $11,800 $9,889 $17,780 15 ,975 $156,473 $113,689 $172,700 PROGRAM DESCRIPTION The City Manager is the ChiefAdministrative Officer of the City. The Manager's responsibilities include supervision of the City ernployces, implementation of City policy, preparation and oversight of the City budget, advising the City Council, and infonning the citizens of Kalispell about City plans, programs and actions. Y 2012 BUDGET ACCOMPLISHMENTS Working with Evergreen water & sewer district on Interlocal areer a t-continuing Pursue grant opportunities Pursue regional partnership Update non union pay grades Implementaion of a VEBA program and sick leave savings incentive 3 4�'ITY MANAGER FUND. GENERAL 1000-40I-410210 EXPENDITURE DETAIL 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 Recru it m ent/ elocution l~ Y 13' 345 Telephone 373 Dues & Training 79 Meetings Total Materials & Services Total City Manager ACTUAL FY10/11 BUDGET I+Y11/12 ACTUAL FYI1/12 BUDGET FY12/13 1 I I I 1 I II, $124,038 $116,832 $86,350 $122,294 $13,770 $14,96 $8,922 $19,711 $13,255 $12,885 $8,59 $12,915 $15 1,063 $144,673 $103,801 $154,92 $17 $800$300 o $00 $4 $00 $0 $7,000 $6,870 $10,000 $4 $400 $140 $480 $1,4 $2,500 $1,943 $6,000 $357 $600 04 $00 1,912. $11,800 $9,889 $17,780 $152,975 $156,473 $113,689 $1 2,700 * NOTE: a $2 , 00 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 Dece ber. What this means is the Bud et for $10,000 was prepaid and wiII not affect cash F Y 1 . Transferred budget from Salaries to recruitment F12, Recruitment cost FY12 reflect the actual cost of hiring. 4 HUMAN RESOURCES FUND: GENERAL 1000-401-410830 Personal Services Materials and Services EPENI)I''ITitE SUMMARY ACTUAL BUDGET ACTUAL BUDGET FYI0/1I FY11/I2 FYI1/12 FY12/13 $125,055 $131,939 $129,938 $136,278 5,973 $11,800 $7,453 $11,800 131,0 8 $143,739 $137,391 $148,078 PROGRAM DESCRIPTION Acts as the ity's authority for all personnel policies 1 procedures, including labor relations & contract administration, personnel policy administration, job classification, wage administration, recrtiitrnent l selection, employee relations, safety and insurance programs, benefits coordinator and any related state and Federal programs. Y 2012 BUDGET ACCOMPLISHMENTS Continued to make improvements and streamline documentation used by various departments ,ts to improve efficiency. Implemented comprehensive Affirmative Action Plan tracking program Established Sick Leave Incentive Program and Volunteer Employee Benefit Assn EBA) plan to City Employees Negotiated successful contract with Police and AFSCME Unions Continued to coordinate HR & Safety Training employees Coordinated successful Jab search and hiring for new City Manager Coordinated i Employee Health Screening ° Cityg program with over t� o participation by employees FY 23 BUDGET HIGHLIGHTS Continue to negotiate with Unions over wage & work in conditions. Monitoring numerous relevent HR & Safety laves, rules, regulations and policies that can affect the City Monitor health insurance program looking at possible options to reduce costs, Y 2013 BUDGET CONSTRAINTS ' HR Information System RIWeb lased Employee Performance Evaluation program Employee Safety, Liability and Human resource Training programs Participate at a State/Federal level; Human Resources & Safety Organizations �1 PersonalServices: TE'S ACTUAL BUDGET ACTUAL BUDGET FYI/11 FY11/12 T+Y11/12 FY12/13 1.5 1.5 1.5 1.5 110 Salaries and payroll costs $103,094 $10 ,242 $106,3 0 $111,64 153 Health Insurance $15,23 5 $1607 $16,612 $1774 155 Retirement $6,726 $7�030 67946 VX Total Personal Services $12,055 $131,939 $129,938 $136,27 Materials & Services 210 Office Supplies 2 400 $323 400 338 Recruitment $2,177 $,500 $1,945 $3,500 354 ContractServices** $232 $4,000 $2,4 5 $4,000 373 Dues & Traintng* $3,275 $3,900 $2,739 $3,900 Total M ,973 $11, 800 $7,453 $ l 1, 00 TOT BUDGET $1311028 $143,739 $1 '77391 $14 .07 "contract services for federal Affirmative Action flan compliance. Cost anticipated to he less in future. 'continue to attend, research and coordinate Human I esouces, Safety & Health Educational Programs for employees. MAYOR / COUNCIL FUND: GENERAL 1000-402-410I00 EXPENDITURE SUMMARY Personal Services Materials & Set -vices ACTUAL BUDGET ACTUAL BUDGET FY10/11 FYI F"Y11/12 FY12/13- - - - -------------------------- $94,515 $93,424 $92,838 $102,800 7, 9 $9,450 $6,442 $7,578 101,4 $102,874 $99,279 $110,378 PROGRAM DESCRIPTION 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 of the City Council serves a four-year term of office with the terms being stagzn gered. All functions of the City governmentfall directly or indirectly within the jurisdiction of the City Council. The greatest responsibility of the City Council ties 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 theity's prograrns 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: 0 p.m. in the City Council Chambers at City Hall. Y 2013 BUDGET CHANGES #335 Decrease in MT League of Cities Conference - 2012 conference scheduled for October in Kalispell - eliminates travel casts #379 Increase in Meetings in anticipation of upcoming Legislative sessions 7 ACTUAL BUDGE' ACTUAL BUDGET Y 1 11/1 ' 11/1 1 l Personal Services: 9 9 9 9 110 Salaries and payroll costs $62,031 $63,056 $61,930$62,994 153 Health Insurance $29,624 $27,936 $27,840 $36,540 155 retirement PE $2,60 $2,432 $3,068 $3,266 'dotal Personal Services $94,515 $ 3,424 $92,838 $102,800 Materials ,' Services. 2.10 Office Supplies $32 so 335 MT. League of Cities Conference 4,267 6,000 $5,978 $1,000 354 Contract Services $54 $1 0 25 1. 00 373 Dues $2,974 $3,000 120 $5,97 379 Meetings $44 3 00 $2 6 5 00 Subtotal $7,339 $450 $,42 $7,578 TOTAL $101,854 $102,874 $99,279 $110, 7 8 uITY CLERK FUND: GENERAL 1000-402-4 i 0150 EXPENDITURE SUMMARY ACTUAL BUDG T ACTUAL BUDGET F 1 1 F 11 1 111 Y1 1 Personal Services $93,943 $100,705 $97,975 $99,30 Maintenance & Services S4,090 $5,350 $4, 1 $4,375 598,033 $10 ,0 5 $102,336 $103,677 PROGRAM DESCRIPTION The City Clerk is responsible for: entering into looks all Ordinances, resolutions and Minutes passed by the City Council; entering into hooks all Ordinances, resolutions and Minutes passed by the, City Council; Filing and keeping all agreements and contracts belanging to the City; making certifiers 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; perforin any additional duties as directed by the City Manager, etc. The City Clerk's office also oversees Channel 9, the IT department, and Procurement. FY 2013 BUDGET HIGHLIGHTS Completer Procurement Manual which is currently in effect Attended MT League of Cities & Towns Convention in Billings to prepare for local convention in October .05 FIE of City Clerk moved to Data along with Media Specialist budget to be funded with Bresnan Franchise fees. Y 2013 BUDGET CONSTRAINTS MM TIF A & 11MC League of Cities Amival Training Institutes omplete Codification of Municipal Codes 9 CITY CLERK FUND: GENERAL 1004-402-410150 EXPENDITURE DETAIL CITY CLERK: Personal Services: FTE's 110 Salaries and payroll costs 121 Overtime 153 Health insurance 155 retirement PEl Total Personal Services Maintenance Services: 210 Office Supplies 345 Telephone 354 Contract Services 352 Codification 373 Dues & Training Subtotal M & TOTAL CITY CLERK ACTUAL FY10/11 BUDGET FY11/I2 ACTUAL FY11/12 BUDGET RY12/13 1.34 1.29 1.2 1.24 $79,1 W $84,389 $ 2,117 $ 2, 20 $242 $500 $54 $500 $9,334 $10,357 $9,931 $ 1 0,37 5,177 $5,459 $5,30 $5,344 3.943 $100,705 $97,975 $99,302 $ $100 $34 $100 $425 $450 $402 $450 $25 $25 0 $2 S3,316 $3,500 $2,57 $3,500 $225 $1, 275 $1,0 300 4,090 $5,350 $4,361 $4,375 $98,033 $10 ,055 $102,336 $103, 77 ACTUAL BUDGET ACTUAL BEGET Personal Services $233,930 S257,131 $276,149 $239,809 Materials and Services $8,438 $10,400 $8,488 $11,900 Capital Outlay so 0 0 so Fatal $242,268 $267,531 $284,637 $251,709 PROGRAM DESCRIPTION The Finance Department is responsible. for all activities conceming finances within the City. Planning, reporting, controlling the revenue and xpendittire 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 2012 ACCOMPLISHMENTS Prepared our 8th Annual Financial Report using the new reporting model - GASB 34 Received another unqualified audit. for FY2011. Received 2xxd GFOA Certificate of A heivement for financial Reporting. 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 23 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 accounts payable position is 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 help to cover the accounts payable clerk vacation and leave requests, FINANCE DEPARTMENT FUND: GENERAL 1000-403-410550 Personal Services: FTE' 110 Salaries and payroll casts 112 Salaries -Retirement 153 Health Insurance 15 Retirement Total Personal Services Materials & Services: 322 Books & supplies 53 Contract SeniicesWtenip help 354 Contract Services -Grizzly Security 35.5 Bank fees 373 Dues &. Tr ininc, SuhtotaI Materials and Services TOTAL EXPENDITURE DETAIL ACTUAL BUDGET ACTUAL BUDGET 3.2 3.2 3.2 3.2 $189,375 20 .160 S2 6,691 $190,440 20,267 32,097 $35,449 $35,351 $36,992 $12,358 $13,522 $13,840 S12,377 23,30 $257,131 $276,149 S239,809 205 300 2I5 00 1,275 $1,600 S1,309 $1,600 60 $1,500 51 $1,500 ,506 $3,500 $3,174 $3,500 2, 22 $3,500 $3,2495,000 $8,438 $10,400 $8,488 $11,900 242,268 $267,531 $284,637 $251,709 12 ATTORNEY FUND: GENERAL I000-404-41 i 110 EXPENDITURE SUMMARY ACTUAL BUDGET ACT[JAI. BUDGET FY10/11 FYII/12 FY11/I2 FY12/13 Personal Services $375,566 $387,535 Maintenance & Operations $14,187 $20,900 Total $382,245 $397,337 $21,994 $20,900 3 9,753 $408.435 $404,239 $418,237 City Attorney Legal Ora Chart Sr 2/3 Position Assistant City Adjutant a Attorney CAY Attorney Legal Secretary PROGRAM DESCRIPTION he City Attorney's office is composed of a City Attorney, an Adjutant City Attorney; an Assistant City tt rney, and one full time Administrative Assistant and one Administrative Assistant shared with the 1t lurk. he 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 it 's legal �r terest are involved; compile contracts, ordinances, resolutions, and other documents necessary for the operation of City government; give writt pinions to the Manager, Mayor and Council on questions pertamiing to the duties, rights, liabilities and power of the City; advise the various City departments on legal matters pertaining to department policy an operations; and such other duties as the City Council may proscribe. ATTORNEY FUND: GENERAL 1000-404-4 i 1110 Personal Services: 110 Salaries and payroll costs 153 Health Insurance 155 Retirement Total Personal Services Maintenance & Operations: 210 Office Supplies/computer 322 L j ll e ts; books, stihs riptlons 345 Telephone & Communications 54 Contract Services/contingenc 73 Dues & Training Subtotal TOTAL EXPENDITURE DETAIL ACTUAL BUDGE' ACTUAL BUDGET V 1 11 ` ' 11/1 ' 11 1FY12/13 F 's 4.66 4.66 4.66 4.66 30 , ! $313,787 $310,162 $320,794 4 ,998 $53,367 $51,812 S55,691 20,001 $20,381 $20,272 $20,852 375,66 $387,535 S382,245 $397,337 2,438 $3,200 $4,990 S3,200 $7,788 $7,000 7, 16 $7,000 Y ! 9V $ 1 ,2VV ! 4.F/ S1,200 376 $5,000 $3, 2 $5,000 2,795 $4,500 $4,728 $4,500 - - ------------ -- 14,1 7 201900 $21,994 $20,900 35,753 $408,435 $404,239 $418,237 14 MUNICIPAL COURT FUND: GENERAL 1000-406-41 p360 EXPENDITURE SUMMARY ACTUAL BUDGET --------------------- ACTUAL BUDGET ]E'YlU/Il FY11/12 RY11/12 FY12/13 Personal Services $248,050 S258,429 $258,318 $267,461 Materials & Senices4. 3 $92,200 $66,297 $77,200 Capital 0 0 0 0 302,903 S350,629 $324,615 $344,661 PROGRAM DESCRIPTION Our courts have been established as a forum where the parties in a dispute can present their difference and obtain 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 inust make certain that the proper law is applied and proper rules of evidence and procedure followed- FY MUNICIPAL COURT FUND. GENERAL 1000-406-410360 EXPENDITURE DETAIL CTUA BUDGET ACTUAL UD . 111 FY11112 FY11/121 11 Personal Services: E's 110 Salaries and payroll costs S195,932 $198,727 S198,628 $205,305 153 Health $39,323 $46,818 $46,698 $48,840 155 Retirement $12,795 $12,884 $12,993 $13,315 Total Personal Services $248,050 $258,429 $258,318 $267,461 Materials & Services 210 Supplies $7,872 $4,500 $4,757 $4,500 320 lrixtyn� iook s 373 500 709 500 345 Tole. & Communications $ l ,05C $1,400 943 $1,400 353 Tmhnolo y funds $28,494 S55,000 $46,590 S40,000 354Conti-act Services $7,917 $5,750 $3,191 $5,750 373 Dues & Training $3,233 $6,300 $2,052 S 6,300 394 Jury & Witness fees S4,416 $5,750 $5,960 $5,750 395 Orin; Coup incentives 433 $11,500 789 $11,500 396 DUI Court incentives S1,059 $1,500 454 $1,500 826 TFR to 251 l .DUI Court Grt 0 0 53 Fatal M & 54,853 S92,200 S66,297 $77,200 TOTAL 302,903 $350,629 $324,615 $344,661 DRUG COURT GRANTS FUND: 2921-406-410360 REVENUE PILOdECTION - FUND SUMMARY BEGINNING CASH Cash on Hared 331024 Dr€ g COURT GIANT -DOJ grant 2009-D -B -0070 3 YEAR APPROPRIATION $348, 73 Total Revenue Total Available EXPENDITURES 40 - 10360 354 Contrat Services I* TT A CTX ACTUALBUDGE' ACTUAL BUDGET $0 $0 6 $1,651 $ 0,275 $265,993 $53,820 $210,016 $60,2 5 $265,993 $53,820 $210,016 60,275 $265,993 $53,826 $211,667 60,269 $265,993 $52,175 $211,66 Cash on Hasid 6 0 $1,651 so PROGRAM DESCRIPTION The Drug Court Discretionary Grant project is designed to assist states, state courts, units of local govemm nt in developing and establishing drug courts for substance -abusing adult and juvenile offenders. Drug court prograiu 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 (KMTQ will use Drug Court Discretionary Grant funds to fully implement the drug court. program. The M TC focuses on misdemeanor offenders with serious substance abuse/addiction problems. Through intensive monitming, 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 T KM program will strictly adhere to the Ten Key Components model. DUI COURT GRANTS FUND: 295 I-40G-41 0360 REVENUE PROJECTION - FUND SUMMARY BEGINNING CASH Cash on lend REVENUES 331149 DUI COURT ANT #CTS 10 006 331150 DUI COURT GRANT 351016 DUI Coun Fees 383000 Transfer from General Fund Total Revenue Total Available le EXPENDITURES Maintenance &Operations: 354 Cont Sery - Eva], PO, LAC CTS 106006 355 Cont. S ry - Eval, PO, LAC 396 DUI Court hicentives Total Maintenance & Operations ENDING CASH Cash on Hand ACTUAL BUDGET ACTUAL BUDGET 0 0 so $5,280 10,232 $97,000 $59,739 $37,261 66,4 1 $46,078 $14,616 0 so $5,280 $3,000 0 0 82 0 76,63 $143,078 $80,487 $37,261 $76,633 $143,078 $80,487 $42,541 10,232 $97,000 $57,045 $39,955 66,401 $46,078 $16,983 0 0 S1,179 0 76,633 $143,078 $75,207 S39,955 0 0 $5,280 $2,586 PROGRAM DESCRIPTION Resolution 5475 accepted grant in the amount of $112,479 which was an increase in appropriation of $91,043 over the original budget. FY12 is a can over. Personal Services S80,188 $81,464 $78,904 $76,421 Maintenance & Operations $110,956 $161,200 $161,438 $166,100 Debt/ nterc p Loan $16,909 $17,105 $17,026 $16,897 TOTAL $208.053 $259,769 $257,368 $259,408 .GAM DESCRIPTION T1ie 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, H A r mechanical items, all janitorial set -vices as well as miscellaneous repairs and maintenance in the City Complex. Y 2012 BUDGET ACC LISP , NTS Utilized ARIA 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 efficiny FY 2013 BUDGET HIGHLIGHTS Syst= analysis tracking energy use and efficieny Y 2013 BUDGET CONSTRAINTS Hiring Part -tine janitorial for relief; vacation/sick leave. Dedicated repair and building maintenance individual. I.0) 19 CI1'I' FACILITIES MAINTENANCE FUND: 1000-412 - 41 I230 EXPENDITURE DETAIL Personal Services: 'T' 110 Salaries 121 Overtime 153 Health Insurance 155 Retirement Total Personal Service Maintenance & Operations: 218 Fum ce not covered by grant) 20 Security Cameras -City Hall 220 Security Door -- police Dept. 224 Jau torial Supplies 241 Tools (mops, brooms, shovels)shovels)& Supplies 341 Electricity 344 Natural Gas 345 Telephone 354 Contract Services 361 Elevator Maintenanceffire alarm mains. 362 Equipment Maintenance 366 Building Maintenance 545 County Landfill & rec ling 25 Transfer out to 2958/FEMA golf grt 920 Public Safety Building - painting Sub Total M &. Debt er,.ice: 10 Debt Redrei en IHVA C - 8 th of 10 years 620 Tnterest Subtotal Debt Service Total City Hall Facilities Maintenance ACTUAL FY10/11 BUDGET FY11/12 ACTUAL FYI.1/12 BUDGET I'Y12/13 1.4 1.4 1.4 1.4 63,1 4 $64,124 $61,955 $58,428 33 200 100 250 $13,0319 $13,130 $12,924 $14,130 3,972 $4,010 $3,924 $3,612 $80,188 $81,464 $78,904 $76,421 7,500 $7,500 0 l 0,000 $7,955 so 5,000 5,077 $5,200 $5,662 $5,200 1,211 $1,450 S1,163 $1,450 41,090 $45.000 $44,680 $45,000 35,173 $40,000 $27,799 $40,000 144 250 94 S250 10,200 $23,000 $7,169 S23,000 991 $4,500 $1,034 $4,500 1,225 $5,000 $5,268 $5,000 13,665 $17,300 $28,993 $17,300 2,10 $2,000 $3,053 $3,400 21,06 16,000 110, 56 $161,200 $161,438 $166,100 15,561 S15,985 $15,984 $16,420 $1,348 $1,120 $1,042 47 ... .. ... .... ___ 1,909 $17,105 S17,026 $16,887 208,053 $259,769 $257,368 $259,408 20 DATA PROCESSING FUND FUND: 6030-403-4105 8fl;a i o s s s PROJECTED REVENUE AND FUND SUMMARY ACTUAL BUDGET ACTUAL BUDGET I+YIU/11 FY11/12 F'Y11/12 I+Y12/13 BEGINNING CASH 10100 CASH: Operating 109,430 $ 75,221 $ 75,221 $ 57,868 10120 Cash, Replacement account* 33,587 $ 28,587 S 28,587 $ 33,587 143,017 $ 103,808 $ 103,808 $ 91,45 REVENUES 393000 Charge for service -other Funds 145,624 $ 148,461 $ 148x461 189,340 335230 Stititlement(General Fund share) 174,937 $ 174,937 $ 174,937 $ 85,000 341021 Grant Administration $ 5�71 $ 4 341027 Bresnan/Optimun Franchise Fees (moved from General) $ 157,000 371010 Interest $ 1,765 $ 1,500 $ 1,428 $ 1,200 364030 isc) sale $ 163 $ 200 138 $ 100 14130 Prepaid maint.l Corp. Abs. $ 4,296 $ - Tota1 Revenue $ 318,193 $ 325,098 $ 330,79 $ 432,40 Total Available $ 461,210 $ 428,906 $ 4341-48' $ 524,095 EXPENDITURES Data Processing $ 298,637 $ 328,137 $ 291,729 $ 413,854 Equipment $ 48,7 5 $ 53,996 $ 51,303 $ 45,580 Equipment from Replacement $ 10,000 Depreciation/Replacement reserve 5,000 $ 5,000 $ 5,000 $ 5,000 Total expenses 32,402 $ 387033 3,032 $ 464,434 add back depreciation cash S 5,000 $ 5,000 $ 5,000 $ 5,000 ENDING CASH 10100 CASH; Operating $ 75,221 $ 13,186 $ 57,868 $ 31,07 101.20 Cash, Replacement account $ 28,587 $ 33 3,587 33,587 $ 33,587 Total Cash $ 103,808 $ 46,773 $ 91,4 $ 64,0 DATA PROCESSING FUND FUND: 6030-403-4105 80;41 OS 85 Personal Services Operating Expenses Equipment Replacement/Depreciation EXPENDITURE SUMMARY ACTUAL BUDGET ACTUAL BUDGET FYI0/11 ]FY11/12 FY11/12 F"SC12/13 __j 4, 124,732 S 111,739 $ 181,294 214� 171 203,405 $ 179, $ 232,560 58,765 $ 53,996 51,303 S 45,580 ,000 $ 5 Mo S 5,000 $ 5,000 362,402 $ 387,133 $ 34 >032 $ 464,434 PROGRAM DESCRIPTION The Internal Service Fund charges other funds for the technical services provided. Transfers froin 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 canryover 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 Tess than the e p en ses budgeted for this year. DATA ACCOMPLISHMENTS * Mired part time IT Support Specialist Replaced security camera system in public safety building, through grant i:unding Completed the remodel of public safety building ' Data and voice cabling replaced in public safety building Replaced network switches in pubiic 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 finds 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 earching disaster recovery solution for servers Removed IT rack from police records and relocated all equipment in proper IT closet ofpublic safety building Replaced computers based on need and schedule 22 DATA PROCESSING FUND FUND: 6030-403-410580;410sss Y 2013 BUDGET HIGHLIGHTS Implement disaster recovery system for servers Replace SQL serve- based on schedule and performance issues Nvith 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 G1 S centric rn anagement 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 Mall Replace computers based can need and schedule MEDIA SPECIALIST - PROGRAM OF SERVICES The med[a specialist manages the daily operation of Kalispell'Government Access Television Channel including gove anent meetings coverage, training video tapes, public service announcement; documentaries, etc, FY 2012 BUDGET ACCOMPLISHMENTS Purchased Epic Screen Play Purchased Gold Pass Software Purchased DVD Sop Express Editor Replaced Video Switch to display laptop inputs ' Sony Camera HD/SD S Pitchable ' Event Controller FY 2013 BUDGET CONSTRAINTS 23 401 Computer & TV Media Specialist 41 580 Personal Services: F T 110 Salaries & payroll casts 121 Overtime, Call Outs 153 Health 155 Retirement 403 Maint. & operations: 15 Computer, Office Supplies, Ship & recycle 218 Equipment -(non capital) 325 Website hosting fees 46 SummItNet -State of MT I P, 353 LaserFiche maint. Contract & licensing 354 Contracts - backup IT 35 iceneslllaint. contracts 357 .. ranicus streaming 356 A.- Electronic Timshet 358 Hosted E change E- m i1, Encryption & Archive 373 Training/school/memberships 510 Insurance 410 83- 1. TV -Video Equipment & programming 4105 3-354 TV -Video Contract Services 410585 Copiers, Fax, office machines, phones 229 Supplies (paper, etc.) 532 Copier Rentals 5 345 Phone leased lines moved from General) Total M 410588Equipment: DEFT. 940 Network EquipmentCapital/switches 410585-942 Servers -capital Contingency 218 Network Fiber installation & equipment 218 police Dept_ 413 218 Park's Dept. 43 218 Public Works 410 218 A.ttormy 406 218 Fire Department (416) 2'j 18 ` 4O1-011'f�}I -1 40 1 Mayor -O/C 1erk - 0 21 Planning �,f... Zoning (420) Total Equipment Outlay 510400 31 Depreciation 1 Replacement reserve Total Budget ACTUAl[.., BUDGET ACTUAL BUDGET FYlO/lI FYII/12 FYII/12 FYI2/I3 1 1.55 1.55 2.2 67,21 96,525 91,147 $ 140,220 104 $ 5,000 11,963 $ 21,40 $ 14,29 26,98 $ 4,582 $ 6,267 $ 5,959 $ 9,086 $ 84,466 $ 124,732 111,739 $ 181,294 $ 768 $ 2,850 $ 2,952 $ 3,230 $ 3,61 $ 1,060 $ 9,963 $ 1,97 $ 19,852 12,550 $ 3,176 $ 1,45 $ 3,182 5,196 $ 3,429 $ 7-520 11,306 $ 1,600 $ 1,558 $ 3,234 $ 16,413 $ 4,400 $ 4,425 $ 2,40 $ 30,507 $ 2,759 $ 29,467 45,602 6,000 $ 6,00 $ 5,940 $ 6,000 $ 7,680 $ - $ - $ 11,664 $ 161,440 $ 11,905 $ 30,300 179 5,200 $ 3,922 $ 6,000 $ 1,190 1�350 $ 1,163 $ 1,350 27000 S 2,50 5,540 $ 5,000 $ 3,3 $ 5,000 $ 3,479 $ 3,000 $ 32,407 $ 32,000 $ 65,793 $ 70,000 $ 66,120 $ 70,000 $ 214,171 $ 203,405 $ 17,90 232,60 $ 28,13 $ 7,500 $ 5,767 $ - 5,8 $ 10,000 $ 9,642 $ 18,000 $ 6,500 $ 4,334 $ 8,327 $ 9,355 $ 10,234 $ 6,400 $ 2,968 $ 3,052 4.122 $ 4,00 $ 4,070 $ 4,510 $ 4,510 $ 4,500 $ 521 $ 3,162 $ 3,2 $ 3,640 $ 7,120 $ 4)005 $ 3,998 $ 3,000 $ 804 $ 3,777 $ 3,.570 $ 1,500 $ 1,000 $ 2,135 $ 1,861 $ 4,040 $ 58,65 $ 53,96 $ 51,303 $ 45,580 5,0 $ 5,00 $ 51000 $ 5,000 $ 362,402 $ 37,133 $ 348,32 $ 464,434 24 PLANNING & Zoning FIJvD: 1000-420-41 1o?o EXPENDITURE SUMMARY ACTUAL BUDGET ACTUAL BUDGET FY10/11 FY11/12 FY11/12 FYI2/13 Planning Zoning Personal Service $326,450 $30 ,125 $302,5 2 3 $316,227 Materials and Services $5,993 $16,000 $10,210 S16,000 Capital Outlay 0 $0 so 0 332,443 $32 ,12. 1 ,7 3 S332,227 PROGRAM DESCRIPTION The plan ing departineiit is responsible for all loiig and short range planning functions in the pity including maintaining the city' growth policy, enforcing and administering the city zoning ordinances aiid reap, reviewing all subdivisioii activity, and staffing the Kalispell Plaiming Board, Board of Adjustment, Architectural Review Committee, Technical Advisory Conunittee aad Site Review o= ttee. 3 Y 23 BUDGET HIGHLIGHTS ontiiiiie work on developing the Core Area Plan for downtown Kalispell under the Browi>ields Miming Grant, `Continue updating the Kalispell Growth folic. "Plan -It 0 )0" and die Growth Policy resources Document_ Assist in the preparation of Please 1 studies for the Browifflled's Assessment Grant Close out the 1=EMA Disater Mitigation Grant Prograiri for Buffalo Hill Golf Course. FY 22 BUDGET ACCOMIPLISHMENTS Update the Kalispell Subdivision Regulations emphasizing the design standards portion of the ordinance and legislative changes. ' Began the review and u date of the growth olio late document. Held 4D coiumunit group meetin s. Began updating the resources document. g F p p Y� p g p g Began development of the Core Area Plan for properties along the rail corridor in Kalispell, inet with 80 property owners, held 3 community open houses, sent out 3 newsletQers, contracted with CTA to prepare visual developmew scenarios. Extended the Vest Side Urban renewal Plan into this area. onducted 10 pre Iiminar plats extensions, 11 conditioinal use permits, 2 Zone text amend menIs, 3 a iinex ations 0 acres) , 3 fioodpIain development permits and 80 sip i permits. Processed 59 weed violations, 8 junk vehicles violoations, 9 decay violations and 6 zoning violations. Managed the FEMA disaster mitigation funding pro am for flood damage at Buffalo Hills Golf Course. Continued to assist existing businesses comply with, the dark sky ordinance_ Reduced number of non -conforming huisine es to I S. Assisted in the prepa-ration of 2 Phase t studies for the B-rowrdileds Assessment Grant PLANNING & Zoning FUND:. . 1aoo�......... ............ .................. .2oa.i io2o EXPENDITURE TAIL Personal Services: FF 's 110 Salaries and payroll costs 153 Health Insurance 155 Retirement Total Personal Services Maintenance & Operations. 210 Office Supplies/Equip/ Soffivare 331 Publication & Filing Fees, Books, Printing 345 Telephone 4 Contract Services 373 Dues & Training Total 1 Total Budget ACTUAJL, BUDGE' ACTUAL BUDGET FYI0/11 FY11/12 FY11/12 FX12/13 .5 4.25 4.25 4.25 255,413 238,939 237P178 244,401 54,371 53,669 49P838 55,944 16,667 15,517 155506 15183 3263450 308,125 302,5 3 316,2.27 $6 $7,500 $4,062 $7,500 995 $2,700 $1,15 $2,700 732 $00 778 $900 980 $1,600 $916 $1,600 $2,400 $3,300 $3,269 $3, 00 $5,993 $16,000 $10,210 $16,000 21-443 $3241125 3121733 $ 3 ,227 26 BEGINNING CASH 10100 CASH: Operating REVENUES 323101 Building pe nits 323103 Plumbing permits 323104 Mechanical permit 323108 plan Review 3107 House gloving 371010 Investment Eamings Total Revenue Total Available EXPENDITURES Operating ENDING 10100 1: Operating ACTUAL BUDGET ACTUAL BUDGET FYI/11 FY11/12 FY11/12 FY12/13 $26, 535 $1495608 $149,60 $346710 $234,820 $15,748 21,358 $109, 56 ,$17 $1,488 $190,000 $15,000 $22,000 $ 0,000 $200 $1,000 $311,' 97 $15,44 $16,24 $158,758 $0 $2,025 $200,000 $15,000 $22,000 $ 0, 00 200 $1.000 3 2,945 $288,200 $504,348 $ 9 ,200 $40 ,480 $437, 08 $65 ,956 $644,300 $259, 72 $316,114 $307,856 $343,676 $259,872 $316,114 $307,6 $33,67 $149,608 $121,694 $346,100 $300,624 27 BUILDING DEPARTMENT FUND: 2394-420-420530 ExrErrnaTUtE sun7MatzY ACTUAL BUDGET ACTUAL BUDGET FY10/I1 FY11/I2 FX12/13 Personal Service $235,902 $27 ,411 $269,874 $285,868 Materials and Services $23,970 $40,703 $ 7,9 2. $37,808 Capital Outlay so so 0 $20,000 29,72 $316,114 $307,856 $343,676 PROGRAM DESCRIPTION The building department: is responsible for reVic ing plans, issuing pennits and conducting inspections for all construction within the city limits. Through education & training of city staff and the construction community the department maintains are 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 inipacts 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 2013 BUDGET HIGHLIGHTS 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 ofexisting commercial buildings, Implement a residential electrical inspection program, Adopt the 2012 code cycle - Provide staff training on the new codes. Y 2012 BUDGET ACCOMPLISHMENTS luring the 2011 calendar year we issued 244 building, 193 mechanical and 177 plumbing permits. Staff" attended training and participated in web inar classes to earn the required U's to renew their certifications. Staff currently holds 36 certifica 25 different cede 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, Staffhas expended 1966 man hours conducting fire related inspections and plan reviews during the 2 Adopted the 2009 enemy, mechanical, plumbing and building codes and completed an ISO audit for the building department. 28 Personal ervices. 110 Salaries and payroll costs 121 Overtime 153 Health Insurance 155 Retirement Total Personal Services Maintenance & Operations: 210 Supplies/computer hardware/software/other 231 bras & Oil 320 postage, printing, Code hooks 323 State Ed Assessments 45 Telephone & Communications 353 Auditing 3 year Building audit for state) 354 Contract Services 373 hies & Training 510 Insurance - liability & property 51 Central Garage Transfer 522 Administrative Transfer 528 Data Processing Transfer Taal M & 0 CAPITAL OUTLAY Web based softvare package ACTUAL BUDGET ACTUAL BUDGET FY10/11 FYII/12 j FYll/i2 FY12/13 4.25 4.75 4a7 ifs 1 5, 97 $215,510 $213,385 $219, 50 $3,79 $3,000 $44 $3,500 $34, 794 $43,492 $42,246 $49,155 $11,502 $13,409 $1,759 $13,563 $ 35,9 2 $275A11 $2 9,974 $2 5, 6 $44 $4,750 $5,215 :4,750 $1,943 $2,250 $1,971 $2,250 .$3,93 $2,00 $1,257 $2,600 $1,721 $,500 $2,352 $2,500 $1,288 $1,500 $1,92 $1,500 $0 $3,00 $3,500 $500 $1,999 $1,300 $37 $1,00 4,712 $3,400 $2,1. 54 $3,400 $3, 64 $4,100 $4,090 $4,100 00 $304 $300 $1,300 $2,000 $10,324 $10,234 $9,194 $1,33 $4,179 $4,179 $4,414 $23,970 $40,703 S.37,982 $37, 0 $20,00 TOTAL BUDGET $259,872 $ 1 ,114 $307,856 $343, 7 29