HomeMy WebLinkAbout2015-08-05 PACKET 04 2016 & 2017 Budget Additions i
BUDGET ADDITION . � �
BUDGET YEAR 2015
FUND: General TOTAL COST 25,000
Use following lines for additional funds.
PROGRAM NUMBER 0010
DIVISION Mayor& Council
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
' EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Conduct a community survey.
JUSTIFICATION: (please explain why this budget item is necessary to operations) �
City Council conducts a citizen survey approximately every five to seven years to assess the level of
. taxpayer satisfaction with City policies, services and amenities. Last complete survey was conducted by
Decision Resources in 2009.
FUNDING SOURCE: (is there a specific funding source?)
NO
ADMINISTRATOR'S RECOMMENDATION:
APPROVE DENY � -
City Administrator
. (
BUDGET ADDITION
BUDGET YEAR 2016 � 1
FUN�: TOTAL COST: see below
Use following lines for additional funds.
PROGRAM NUMBER: Fire, BEC, City Hall
DIVISION
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Generator inspection and load tests
JUSTIFICATION: (please explain why this budget item is necessary to operations)
There will be a new contract for generator maintenance coming up.This will affect the following
budgets We may not do all the services offered but if we do,the total cost will be as follows.
Looks lil<e in the past it was charged to 4372.This will not include any repairs if needed.
Fire#1=1,737
Fire#2=1,872 ��� �
Fire#3=1,724
Fire#4=1,734
BEG-2,124 � ��
City Hall=4,268 �� �
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
BUDGET ADDITION
BUDGET YEAR 2016 & 2017
FUN�: TOTAL COST $60,000 ($30,000 in 2016
and $30,000 in 2017)
Use following lines for additional funds.
PROGRAM NUMBER See Details Below �
DIVISION
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE: Met Council Required Comprehensive Plan Update 2040
DESCRIPT�ON: : (please describe the budget item you are requesting, including dollar amount)
The City's Comprehensive Plan sets the course for future growth in Cottage Grove. Included in
the plan are goals and policies intended to guide decisions on development and redevelopment in
the City. The plan brings together in a single document the plans for land use,transportation,
utilities, and parks.
The plan chapters include:
1. Growth and Community Vision
2. Land Use
3. Housing
4. Historic Preservation
5. Parks and Open Space
6. Transportation
7. Water Resources
JUSTIFICATION: (please explain why this budget item is necessary to operations)
State law(473.858 State Statute) requires local governments to update their comprehensive plans.
It also requires the Met Council to create regional plans and policies to guide growth and manage
regional systems for transportation, aviation,wastewater and water resources, and regional parks
and open space areas.
FUNDING SOURCE: (is there a specific funding source?)
1. Growth and Community Vision -$ 760
2. Land Use-$7,400
3. Housing -$1,400
4. Historic Preservation -$700
5. Parks and Open Space-$2,550
6. Transportation (MSA) -$7,190
7. Water Resources (Water Area -$15,000, Sanitary Sewer Area -$15,000, Stormwater Area -
$10,000)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA �� N-.Q �'c.`,Q � � �� r�
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BUDGET ADDITION
BUDGET YEAR 2016 /2017
FUND: 100 TOTAL COST
Use following lines for additional funds. $3,800/$3,800
PROGRAM NUMBER 0400
DIVISION 15
SERVICE LEVEL EXISTING � YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Remote monitoring system for the outdoor warning sirens.
The 2014 verbally quoted price was$3,800.
JUSTIFICATION: (please explain why this budget item is necessary to operations)
Currently personnel are needed to respond to each siren site to confirm activation and operation
on a monthly test schedule.With implementation of remote monitoring will allow the department
to monitor eight(8) of the eleven (11)sites via the web.Thus only requiring three (3) personnel to
be needed to monitor sirens on the testing day.
FUNDING SOURCE: (is there a specific funding source?) General Fund
ADMINISTRATOR'S RECOMMENDATION:
APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA 2016/2017 0400.01 — Remote Monitor System
BUDGET ADDITION
BUDGET YEAR 2016/2017
FUND: General 100 TOTAL COST $ 50,900/$ 90,700
Use following lines for additional funds.
PROGRAM NUMBER 0500
DIVISION 21
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE: Additional Police Officer
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Add an additional Police Officer for half of the 2016 year beginning July 1st, and continue each full
year to provide adequate coverage for the Public Safety Department.
2016 2017
4100: Yearly Salary $33,300.00 Yearly Salary $64,800.00
PERA(16.2%) $5,400.00 PERA(16.2%) $10,500.00
4144: Health Insurance $10,500.00 Health Insurance $12,200.00
Medicare (1.45%) $500.00 Medicare (1.45%) $900.00
4148: Workers Comp (3.54%) $1,200.00 Workers Comp (3.54%) $2,300.00
TOTAL: $50,900.00 TOTAL: $90,700.00
JUSTIFICATION: (please explain why this budget item is necessary to operations)
An additional officer is being requested to begin July 1, 2016 through December 31, 2016, and to
be employed with the Public Safety Department each year thereafter. The money saved in 2015
from Officer Adam Overbey resigning will be used towards funding for this additional officer.The
additional officer would be used to fulfill the Department's computer forensics needs. The
position is currently being completed by the rotating investigator.This position would allow the
Department to add to the Detective's Division and continue to offer career advancement by
rotating a detective's position to be filled with officers from the patrol division.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
BUDGET ADDITION
BUDGET YEAR 2016/2017/2018
FUND: General 100 TOTAL COST $45,000/$20,000/$20,000
Use following lines for additional funds.
PROGRAM NUMBER 0500-4281
DIVISION 21
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE: Replace outdated equipment that has outlived its life expectancy
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Replace back end server and DVD robot burner to hold and burn HD video. This replacement will
occur by upgrading five in-car video systems each year for the next three years with HD video
cameras/DVR and antennas,which are associated with new system. The back end server is
capable of receiving and maintaining the new squad video, along with future body camera
deployment to patrol officers. After Legislature reviews the practice of laws relating to footage by
State data, body cameras will be budgeted for in future years.
(2016 = $45,000 2017 = $20,000 2018 =$20,000)
JUSTIFICATION: (please explain why this budget item is necessary to operations)
The Public Safety Department's current squad camera system was purchased and deployed in
April of 2009,with a life expectancy of five years. The system that the Public Safety Department is
currently using is no longer being sold; therefore,the Department will begin to purchase HD
cameras to replace the current ones.The storage required for this new system is four(4)times
that of the current video. This upgrade is planned to occur over three years with the largest cost
in year one, due to the main server/burner upgrades.The new server will allow the purchase of
body cameras, and the maintenance of those files will be within the same system as all of the
Public Safety Department's digital evidence (squad files, digital photos, and audio files).
FUNDING SOURCE: (is there a specific funding source?)
General Fund
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
�
( BUDGET ADDITION
BUDGET YEAR 2015 ����
FUND: 100 TOTAL COST
Use following lines for additional funds. $35,826.14—0400-4370
PROGRAM NUMBER 0400 � 35ja�JO v� .
DIVISION 15
�� � ���
SERVICE LEVEL EXISTWG YES NO � ``� � '"�
SERVICE LEVEL NEW YES NO ���� � ��� �
SERVICE I..EVEL REPLACE YES NO
�►� � �
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Upgrade four(4) of the city's Civil Defense Sirens. One (1)to add a battery backup capability and
all four(4) to have remote monitoring capabilities.
The quoted price for this project is approximately$8,997.00 per siren =$23,710.14
( Installation cost by Ready Watt Corporation via verbal quote was $ 12,116.00
JUSTIFICATION: (please explain why this budget item is necessary to operations)
Currently there is (1)siren that is not capable of sounding a warning if the power is oufi in the area
it is located.A battery backup will allow the siren to sound even when the power is out in the area
of the siren.The remote monitoring will eliminate the need to assign 11 personnel fio a siren on
test day to verify the siren is working. This can be done remotely and enables a check to be done
at any time on any siren.
It should be noted we have three(3)sirens which are too old to use this system so we would stiil
need to personally monitor those sites on test day.
FUNDING SOURCE: (is there a specific funding source?) General Fund
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
�
I:\2015 Budget\Budget Additions\BA 2015 0400.01 — Upgrade 4 Sirens
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� BUDGET ADDITION
BUDGET YEAR 2015/2016
FUND: 100 TOTAL COST
Use following lines for additional funds. 2015 -$4,700 (0500-4403)
2016 —additional $5,000 (OS00-4403)
PROGRAM NUMBER 0500
DIVISION 21
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Increase the annuai training amount by$4,700 totaling $30,000 in 2105 and an additional$5,000
for a total of$35,000 in 2016. �
JUSTIFICATION: (please explain why this budget item is necessary to operations)
� The police training account has not seen an increase in five years, and the past two years has
been overspent to ensure that all required training is received.This over expenditure due mainly
to fraining requirements of ever changing phone and computer forensic responsibilities.
The plan is to add our support staff and community service officers to the Patrol On-Line training
program for an additional$85 per person.This would assists us in annual-stat�rired�ra�ittirYg.
The newly hired officers will require additional training. With the retirements of senior officer, this
trend of hiring new officers in need of additional required training will continue. New
inexperienced officers require additional training, preparing them for the complex workload
required of their position.
� In 2016 the department is requesting an additional$5,000, bringing the yearly police training
budget to$35,000.
FUNDING SOURCE: (is there a specific funding source?)
General Fund
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
�
I:\2015 Budget\Budget Additions\BA 2015,2016 0500.02 — Police Training
1
BUDGET ADDITION
BUDGET YEAR 2016
FUND: General 100 TOTAL COST Estimated $16,400
Use following lines for additional funds.
�5'�� dFund balance $2�9, i ��� '
PROGRAM NUMBER 0500 �•,� �
DIVISION 21
SERVICE LEVEL EXISTING YES X NO
SERVICE LEVEL NEW YES NO X
SERVICE LEVEL REPLACE YES X NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
Replacement of K-9 Unit to Patrol Division
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
K-9 Purchase $8,750
K-9 Certification $4,500
Kennel/Fence/Slab $2,500
Initial Equipment 650
Total Estimate $16,400
JUSTIFICATION: (please explain why this budget item is necessary to operations)
In 2007, a police K-9 unit was implemented in the patrol division. Generally a K-9 provides 5-9 years of
service; however, this is dependent on age and health of dog. K-9 "Blitz" is nearing retirement and the
Department is planning for the transition. Police K-9 units have proven to be an effective means to safely
search for armed subjects, track fleeing criminals, as well as tracking lost or missing persons. There is
also a very positive element to the K-9 visiting schools, public demonstrations, and other public events.
K-9 service animals can be trained to track people, effect arrests, and search for narcotics, where patrol
officers have other limitations. Please see attached support documentation.
FUNDING SOURCE: Fund Balance Transfer for Crime Board Donation
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
�
BUDGET ADDITION
BUDGET YEAR 2016/2017
FUND: General Fund 100 TOTAL COST 2016 2017
Enterprise Fund 9660 $ $$,720 $88,500
Sal/Bfts
� EMS 75% 2016 $59,400 2017 $65,250
FIRE 25% 2016 $19,800 2017 $21,750
PROGRAM NUMBER 0800,0600 Uniform/Equi�
DIVISION Fire-26, EMS-24 EMS 75% 2016 $7,135 2017 $ , � �
FIRE 25% 2016 $2,385 2017 $385
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW EXISTING
NEW OR EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
One (1) Firefighter/Paramedic positions to provide paramedic coverage. This new position will
help relieve the scheduling difficulties, leave of absences, and time off due to injury issues
experienced. Primary first out paramedic coverage and transport will still be given to the Fire
Division.The position will also work on duty crew.
JUSTIFICATION: (please explain why this budget item is necessary to operations)
In 2014 the City Council decided on a Fire Based EMS response for the City of Cottage Grove.
The major EMS theme was to give the Fire Division primary transport and paramedic coverage for
all first out medical calls and many of the second callouts. It is being asked to have the position
start in January 2016.
With the additional Firefighter/Paramedic position,the department will continue to have 24/7 ALS
coverage out of Fire Station 2. In the past few years,the number of Police Officer/Paramedics has
decreased by seven, either by retirement, resignation or request to be removed from the program.
The hiring of an eighth (8)firefighter/paramedic will help relieve unexpected scheduling
difficulties, leave of absences, and time off due to injury issues currently experienced in the
Public Safety Division. Part-time firefighter/paramedics have been picking up extra shifts when
they were available but due to their full-time positions elsewhere this is becoming increasingly
difficult.
With increased full-time staffing, additional Fire Division specialty pay programs will be evaluated
for full-time program management.
FUNDING SOURCE: (is there a specific funding source?)
Enterprise Fund 9660 75%, General Fund 25%
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA 2016,2017 0600,0800.01
INITIAL ISSUE
UNIFORM/EQUIP
Item Amount Approx$
Class B Shirts 2 $90.00
EMS pants 3 $150.00
Dufy Polo 2 $60.00
1%4;z�p 2 $100.00
T-shirts 2 $20.00
jBelt 1 $25.00
�I<ey I<eeper 1 $20.00
Radio holder 1 $75.00
`Boots 1 $150.00
Name plate 1 $15.00
,Tie 1 $15.00
BB Hat 1 $15.00
ANSI Jacl<et 1 $150.00
y�..r:' _ ,. 1 $2,500.00
���_
Ph_o�:- 1 $450.00
o .= 1 $1,500.00
F� s - 1 $600.00
����
POSS licen� 1 $140.00
Cell reimburse� 1 $420.00
$6,495.00
� ��u�: ��-��° 1 $2,037.00
,-,
Helmet 1 $165.00
Gloves 2 $150.00
Nom;ex 2 $70.00
C�B m:-s 1 $600.00
$3,022.00
$9,520.00/FF-
Total Para
2016 2017
__ _ _
EMS FIRE EMS FIRE
Acct:,4217=$ 1,270 (950/320) 400/130
8= _$ 7,240 (5430/1810)
cct:.430�� _$ 590 (440/150) 440/150
Acct 4310=$ 420(315/105) 315/105
,_.�.,.__�w_�_�
$9,520
75% EMS $ 7,135
25% Fire $ 2,385
Firefighter Paramedic
2016 2017
Budget Budget
Sta rt 26.55 27.35
6 month 27.81 28.64
1 year 28.77 29.63
Start 1/1/2016
Salary 56,500.00 61,600.00
FICA 0.0145 800.00 900.00
PERA 0.162 9,200.00 10,000.00
Health 9800 9,800.00 11,300.00
Worker's Comp 0.0519 2,900.00 3,200.00
79,200.00 87,000.00
25%
Salary Fire Budget-800 14,125.00 15,400.00
FICA 200.00 225.00
PERA 2,300.00 2,500.00
Health 2,450.00 2,825.00
Worker's Comp 725.00 800.00
19,800.00 21,750.00
75%
Salary EMS Budget 42,375.00 46,200.00
FICA 600.00 675.00
PERA 6,900.00 7,500.00
Health 7,350.00 8,475.00
Worker's Comp 2,175.00 2,400.00
59,400.00 65,250.00
� �
BUDGET ADDITION
BUDGET YEAR 2016 � �
FUND: General -100 TOTAL COST $500
Use following lines for additional funds.
PROGRAM NUMBER 0800-4272
DIVISION Fire—26
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Requesting an increase in budget for building operating supplies to help maintain the current fire
stations. The four(4)fire stations are needing more light bulbs replaced, cleaning supply costs
are up, and general up keep items are costing more.
The current budget amount is$500.00. The department would like to increase it another$500.00 to
$1,000.00.
JUSTIFICATION: (please explain why this budget item is necessary to operations)
The four(4)fire stations are needing more light bulbs replaced, cleaning supply costs are up, and
general up keep items are costing more.With the ability of in house fire staff to complete a
majority of these tasks there is less need for outsourcing these to Public Works if we have the
supplies in-house.
Currently the budget for this is $500.00.Through the first six(6) months of 2015 the department
has spent$493.00 on operating supplies.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
�
BUDGET ADDITION
BUDGET YEAR 2016 � �
FUND: General -100 TOTAL COST $500
Use following lines for additional funds.
PROGRAM NUMBER 0800-4216
DIVISION Fire—26
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Requesting an increase in budget for fire extinguisher recharging for the fire division from $500.00
to$1,000.00.
JUSTIFICATION: (please explain why this budget item is necessary to operations)
The vendors for this service have had a rate increase and the current amount budgeted may be to
low causing the account to go over budget.
In 2014,the annual servicing of each station extinguisher and the recharging of several
extinguishers through the year came to$1,070.00 alone.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
1:\2016 Budget\Budget Additions\BA
�
a �
BUDGET ADDITION
BUDGET YEAR 2016 � � �
FUND: General -100 TOTAL COST $200
Use following lines for additional funds.
PROGRAM NUMBER 0800-4341
DIVISION Fire—26
SERV�CE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Requesting an increase in budget for advertising costs associated to hiring potential new staff.
The current budgeted amount is $150.00. The department would like to increase to$350.00.
JUSTIFICATION: (please explain why this budget item is necessary to operations)
The department has been advertising for positions in 2015. The current budget amount is $150.00.
So far in 2015 the amount spent is $154.00.The need to increase in the area comes for two (2)
reasons. 1. The increased cost the Bulletin Newspaper is charging for advertising. 2. The more
staff we need the more advertising we need to do to hire.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
�
BUDGET ADDITION
BUDGET YEAR 2016 � � `1
FUND: General -100 TOTAL COST $445
Use following lines for additional funds.
PROGRAM NUMBER 0800-4401
DIVISION Fire—26
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Requesting an increase in budget for dues and subscriptions costs associated to an increasing
cost in membership dues with various organizations the department is a member with.
The current budgeted amount is $555.00. The department would like to increase this by$445.00 to
have it equal $1,000.00.
JUSTIFICATION: (please explain why this budget item is necessary to operations)
The department has several memberships with different state level and county level fire
associations. These memberships often allow the department chances a reduced training costs
when members attend rather than paying the fuil price.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
�
BUDGET ADDITION
BUDGET YEAR 2016 � �
FUND: General -100 TOTAL COST $5,000
Use following lines for additional funds.
PROGRAM NUMBER 0800-4403
DIVISION Fire—26
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Requesting an increase in budget for 2016 out of town training costs associated with sending the
Fire Chief and a full-time firefighter to specific training to better the department.
The increase request for on-going training is approximately$2,500.for each person equaling
approximately$5,000.00.
JUSTIFICATION: (please explain why this budget item is necessary to operations)
Currently there are two training conferences that would help bring ideas help improve efficiencies,
skills, and the newest technologies in the fire service. First is the Fire Department Instructors
Conference (FDIC). This conference is held in Indianapolis, IN.This is one of the largest training
conferences in the country and a majority of the Washington County and Dakota County Fire
departments send representatives to it and have so for several years. Second is the Volunteer and
Combination Officers Conference (VOCS). This conference is for staff involved with leading
combination departments,which we have.The main course for this conference is Leading the
Transition in Volunteer and Combination Departments. Several of the Washington County Fire
Chiefs attend this conference every year and speak very highly of it and how the training has
helped them and their department.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
�
BUDGET ADDITION
BUDGET YEAR 2016
FUND: 100 TOTAL COST: $9,000
Use following lines for additional funds.
PROGRAM NUMBER 1200
DIVISION 31
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Stand on spreader/sprayer s series and carrier=$9,000
JUSTIFICATION: (please explain why this budget item is necessary to operations)
This piece of equipment will give staff the flexibility of spraying and fertilizing boulevards. Due to
the fact that right of ways vary, staff can adjust the spreader/sprayer up or down as needed using
the same piece of equipment and getting the job done quicker by not having to switch to a
different piece of equipment. It is capable of hauling material on the machine to keep it moving for
longer periods of time.
The addition of a stand on sprayer/spreader will be more efficient and will increase productivity
giving staff more time to spend on other maintenance activities.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
� !
BUDGET ADDITION
BUDGET YEAR 2016
FUND:100 TOTAL COST: $7,500 (spilt with parks)
Use following lines for additional funds.
PROGRAM NUMBER 1290, 1500 �� �
DIVISION ..� �� �
SERVICE LEVEL EXISTING YES NO �
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Straight blade plow for unit#2401 that is being replaced with a pickup in 2016. 1500-$3,750,
1290=$3,750 ��
�j � � �� ��� � `� �.
JUSTIFICATION: (please explain why this budget item is necessary to operations)
This plow is needed in the parks dept.for plowing and cleaning up hockey rinks.This would also
be used in cul-de-sac routes as a backup plow. Public Works currently only has two back up
plows. Pickup trucks usually go down for a long period of time in the winter and having backups
is key for snow removal.Another route will have to be created in the near future for a pickup plow
and this will help with that as well.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
�
BUDGET ADDITION
BUDGET YEAR��� {
FUND:100 TOTAL COST $5,000
Use following lines for additional funds.
PROGRAM NUMBER 1290
DIVISION 34
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Sandblast and paint two dump trucks 4008 and 4105-$5,000
JUSTIFICATION: (please explain why this budget item is necessary to operations)
Painting and sandblasting will extend the life of the dump trucks and plows. The weather elements
take their toll on the bodies and equipment.The trucks will be 7 and 9 years old.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2017 Budget\Budget Additions\BA
�
BUDGET ADDITION
BUDGET YEAR 2016
FUND: 100 TOTAL COST: $5,000
Use following lines for additional funds.
PROGRAM NUMBER 2005
DIVISION PW Admin
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Replace the ice machine at Public Works-$5,000
JUSTIFICATION: (please explain why this budget item is necessary to operations)
The current ice machine needs to be replaced. It was a hand me down from the ice arena and is no
longer up to code. It would cost a significant amount of money to update and bring the ice
machine up to standards. The ice is used for different events and day to day operations for the
employees here at Public Works.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
BUDGET ADDITION
BUDGET YEAR 2016
FUND: 100 TOTAL COST 16,000
Use following lines for additional funds.
PROGRAM NUMBER 2005
DIVISION PW Admin
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Outdoor wash area needs to be updated to increase safety
JUSTIFICATION: (please explain why this budget item is necessary to operations)
Many discussions have taken place regarding the outdoor wash area outside next to the wash
bay. During the Labor Management Committee, employees have mentioned their displeasure with
the conditions when washing the dump trucks. The trucks get washed but the water doesn't drain,
it ends up freezing and becoming a sheet of ice.This becomes very dangerous as all the trucks
need to be washed and employees are standing on ice with high powered hose.These trucks are
too big to be washed in the indoor wash bay. Engineering has assisted Public Works in creating a
plan in regards to fixing the drain problem.
A section of pavement will be cut out and the grade will be reshaped to drain into a new catch
basin.This will tap into the existing storm sewer drain.The new slope and catch basin will
increase safety during the washing of the dump trucks in the outside wash area.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
�
BUDGET ADDITION
BUDGET YEAR 2016
FUND: 100 TOTAL COST $67,000
Use following lines for additional funds.
PROGRAM NUMBER 2005
DIVISION PW Admin
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Update security within Public Works-$60,000, $30,000 for card readers and $37,000 for fencing
JUSTIFICATION: (please explain why this budget item is necessary to operations)
Public Works values its employees and would like to see increased safety around the facility.
Around the Public Works facility lies thousands of dollars'worth of materials, machinery and
equipment. The facility is not fenced and anyone can drive onto the property of Public Works. The
gas tanks and salt shed are currently open for the public to tamper with after hours. There are
also many vehicles and pieces of equipment parked outside the facility.
Public Works Administration would like to install a fence that surrounds the entire Public Works
property around the building.There would be an electric gate at the Islay Avenue entrance and a
manual gate by the Miller Road entrance.This would secure the entire property. The addition of a
fence will assist in protecting the Public Works facility from intruders and the public.
Public Works would also like to add card readers to help secure the administration section and
the main entrances around the building.This can be tapped into the current system at City Hall.
The card readers will also serve as a deterrent from intruders after hours and special access will
be granted to employees needing to get into the building after hours.
Public Works would also like to install some type of security feature at the entrance. Right now,
anyone can walk into the building and not be stopped.Admin would like to install some type of
gate next to the counter, preventing residents and vendors from roaming into the offices.
The increased security in and around Public Works will help keep our employees safe as well as
our equipment and supplies.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
BUDGET ADDITION
BUDGET YEAR 2016 � Q ��
FUN�: TOTAL COST
Use following lines for additional funds. $2,000
PROGRAM NUMBER 2200
DIVISION 36
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Purchase of mulch for park and public trees
JUSTIFICATION: (please explain why this budget item is necessary to operations)
Mulch is a crucial maintenance component for both newly planted and existing trees.
The mulch secures moisture to the trees throughout the growing season and also protect
the tree from injury due to weed whips and mowers.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2015 Budget\Budget Additions\BA
BUDGET ADDITION
BUDGET YEAR 2016
FUND: General TOTAL COST $10,000
Use following lines for additional funds.
PROGRAM NUMBER 1516
DIVISION 41
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW NEW EXISTING
OR EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar
amount)
Add 400 yards of mulch to 80'"street, 85t"street, roundabout, City Hall & Ravine
Parkway planter beds.
JUSTIFICATION: (please explain why this budget item is necessary to operations)
Planter beds in these highly visible corridors need mulching. Beds are on a 2 to 3 year
mulching rotation.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
BUDGET ADDITION
BUDGET YEAR 2016
FUND: 100 TOTAL COST $10,000.00
Use following lines for additional funds.
PROGRAM NUMBER 1500
DIVISION 41
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Purchase of a tractor mounted ice resurfacer for maintaining outdoor ice rinks.
JUSTIFICATION: (please explain why this budget item is necessary to operations)
The current system for maintaining ice rinks is to sweep,snowblow,shovel and then flood by
hand. The process takes 4-5 employees to fulfill all the duties. This is not only an inefficient
method of maintaining ice rinks, but the quality of ice is often poor. With the purchase of a tractor
mounted ice-resurfacer maintenance time would be cut by nearly half for an average day's use
(snowfalls would still require more labor). With the current process,staff is often unable to
maintain each rink after snowfalls due to shortage of personnel time (because they must remove
snow from roads first). We would hope this unit will greatly reduce the frequency of those lost
days and get our residents back outside and skating in the parks as much as possible each winter.
The unit also provides a superior sheet of ice through the use of a shaving blade which reduces
ruts and boils on the ice surFace thus reducing the amount of water and labor needed to flood for
a level sheet of ice. About seven years ago, the parks department used an old Zamboni from the
ice arena and found that method of resurfacing to improve ice quality(and residents were ecstatic
over the ice conditions), reduce on-ice labor and thus reducing risk for injuries. Staff also visited
Woodbury who owns a tractor-mounted resurFacer and was very impressed with their efficiency
and ice quality. Staff believes this moderately-priced tractor mounted resurfacer(a full Zamboni
is over$100K) is a win for the City, employees and park patrons.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2012 Budget\Budget Additions\Budadd 1500-03 �
�
�
BUDGET ADDITION
BUDGET YEAR 2016 � � � `�
FUND: General TOTAL COST $6,160
Use following lines for additional funds.
PROGRAM NUMBER 1500
DIVISION 41
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW NEW EXISTING
OR EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar
amount)
Add one PT/Seasonal maintenance positions to aid in maintaining expanding turf
areas. Labor cost of$11/hr x 560hrs =$6,160
JUSTIFICATION: (please explain why this budget item is necessary to operations)
The Parks maintenance division has recently absorbed the new City Hall facility which in
itself averages 10-15 man hours per week in mowing and trimming depending on the growing
season. Maintenance staff also added three additional parks in 2015; Cedarhurst Meadows,
Sunnyhill Park and Gateway North Open Space. Staff is simply having a very difficult time
keeping up with mowing/trimming needs.
It's also important to note the increased expectation of turf management in City parks. Staff
is proud of the improvements being made to make the public turf healthier and more
appealing. However, that improvement comes with increased maintenance labor in the
areas of fertilizing, spraying, irrigation, mowing and trimming.
It is recommended that one employee be hired per year for the next two seasons. Each will
work 560 hours per year. Scheduling would be done in a way to eliminate the need for
additional equipment purchasing. We believe this extra support will enable us to meet the
expanding needs of turf maintenance.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
( BUDGET ADDITION
BUDGETYEAR29 �t�1 ��
FUND: 100 TOTAL COST $2,000.00
Use following lines for additional funds.
PROGRAM NUMBER 1260
DIVISION 32
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO �
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Training on related software and equipment in the Sign Shop-$2,000.00
�
JUSTIFICATION: (please explain why this budget item is necessary to operations)
To bring Sign Shop'Personnel up to date with current software �
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
APPROVE DENY
City Administrator
I:\2015 Budget\Budget Additions\Budadd 1260-1
( _
BUDGET ADDITION
BUDGET YEAR 2017
FUN�: TOTAL COST $4,000
Use following lines for additional funds.
PROGRAM NUMBER 1260
DIVISION 32
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS TNIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Replace sign post driver-$4,000
JUSTIFICATION: (please explain why this budget item is necessary to operations)
The sign shop would like to replace their sign post driver. The current driver is worn out and is over 18
years old.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
BUDGET ADDITION
BUDGET YEAR 2017
FUN�: TOTAL COST $5,000
Use following lines for additional funds.
PROGRAM NUMBER 1290
DIVISION 34
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Sandblast and paint two dump trucks 4001 and 4002-$5,000
JUSTIFICATION: (please explain why this budget item is necessary to operations)
Painting and sandblasting will extend the life of the dump trucks and plows.The weather elements
take their toll on the bodies and equipment.The trucks will be 7 years old.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2017 Budget\Budget Additions\BA
BUDGET ADDITION
BUDGET YEAR 2017
FUND: TOTAL COST: $45,000
Use following lines for additional funds.
PROGRAM NUMBER 2005
DIVISION PW Admin
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NQ
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Upgrade truck radios at Public Works to VHF Digital Repeater system-$45,000
JUSTIFICATION: (please explain why this budget item is necessary to operations)
Public Works would like to replace the current radio system in the vehicles. The current system is
a low band frequency radio. Public Works would like to upgrade to a VHF digital frequency radio.
Newport and St. Paul Park have upgraded to the VHF radio system.
The current low band system is begin phased out, however it is not completely gone. Parts and
radios still can be obtained but at a higher cost.The manufacturers only make one model low
band frequency radio.
This upgrade would allow for better coverage throughout the city and eliminate scratchy sounds
creating a clearer message. The antennas are also smaller with the VHF digital frequency
compared to the low band radio antennas. The radios and parts are significantly cheaper than that
pf the low band system. This is a key communication tool in the day to day operations especially
for snowplowing.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
�
BUDGET ADDITION
BUDGET YEAR 2016-2017
FUND: ��a I O TOTAL COST
Use following lines for additional funds. 2016 - $25,190
2017 - $25,190
PROGRAM NUMBER 1000
DIVISION 4375
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE: None
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Due to the accelerated rusting of both the 2006 &2008 Dodge Dakota Inspection vehicles a budget add
was requested in 2013 for early replacement or rust removal approved for the vehicles. In the 2013
budget the final decision was to utilize Public Safety SUV's for early replacement for 2015 and 2016. The
Public Safety vehicles upon further review were no longer available therefore no longer a replacement
option. °
JUSTIFICATION: (please explain why this budget item is necessary to operations)
Both vehicles were scheduled to be replaced per the 12 year replacement policy however both vehicles
have experienced more than normal general maintenance, very costly repairs (i.e. rear axle, transmission,
transfer case, passenger air bag bracket replacement) are getting very poor gas mileage and are rusting
prematurely within the engine compartment, under the doors and the truck boxes, we feel that both
vehicles will require further, extensive, costly repairs prior to the scheduled replacement date and suggest
that this replacement date be modified from 2018 &2020 to 2016 &2017.
FUNDING SOURCE: (is there a specific funding source?)
1000-4375
2016 -$25,190
2017 -$ 25,190
ADMINISTRATOR'S RECOMMENDATION:
APPROVE DENY
City Administrator
1502 E HOWARD ST RANGER GM HIBBING,MN 55746
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2015 GMC SIERRA/SIL VERADO
CREW CAB—DOUBLE CAB—REG CAB PICI�UPS
Cont�act#T-642(5)
4.3L V6 285 HP Cloth Seat trim Rear Cloth Seat(n/a reg cab)
6 Speed Auto E-85 Flex Fuel Active Fuel Management
Power poor Locics 150 Amp Altei�nator Electric Power Steering
Stabili-tracic Control Cruise Control Daytime Running Lights
Full Size Spare Corner Step Rear Bumper Single Zone Climate Control
Tilt Steering Coluinn Z85 HD Suspension Power Windows (opt reg cab)
CONTRACT PRICING
Regular Cab w/6'6"Box 2WD $17,657.42
Re�ular Cab w/8' Box 2WD $18,020.11
Double Cab w/6'6"Box 2WD $20,671.02
Crew Cab w/5'8"Box 2WD $22,899.17
Crew Cab w/6'6"Box 2WD $23,175.17
Re�ular Cab w/6'6"Box 4WD $20,721.61
Re�ular Cab w/8'Box 4WD $21,000.61
Double Cab e/6'6" box 4WD $23,932.61
Crew Cab w/5'8"Box 4WD $25,197.17
Crew Cab w/6'6"Box 4WD $25,473.17
Contact Bob O'Hara e-mail 800-894-7579
Cell#218-349-8955 rwohara0l@aol.com fax 218-263-7576
1502 E HOWARD ST RANGER GM HIBBING,MN 55746
THE STATE CONTRACT PRICING IS FOR OUR BASE MODEL
TR UCK
YOUMAYADD ANY OF THE OPTIONS LISTED BELOW TO MATCH
YOUR REQUIRED SPECIFICATION.
ADDITIONAL OPTIONS MAY REQUIRE ANOTHER OPTION FOR COMPATABILITY
OPTIONS LISTED BELOW MAY BE STANDARD ON SOME MODELS OR DESIGNED
FOR A CERTAIN CAB CONFIGURATIONS. WE WILL VALIDATE OPTION CONTENT
1. L83 5.3L V8 355HP Direct Injection w/Active fuel inanagelnent 930.75
2. RCS TIlZES LT265/70R17C ALL TERR.AIN 335.75
3. RC3 TIRES P265/70R17 ALL TERRAIN 170.00
4. AZ3 40/20/40 SEAT W/DRIVER 10 WAY POWER 352.75
5. I04 4.2" COLOR DISPLAY RADIO WBLUETOOTH 255.00
6. PCX APPEARANCE PKG(chrome clad wheels deep t-glass) 348.50
7. PDD CONVIENENCE PI�G(incllceyless entry 110 volt AC heated mirrors) 675.75
8. PCR FLEET CONVINCE PKG(heated mirrors lceyless entry power windows) 518.50
9. PDM. BED PROTECTION PKG(bed mat,tailgate liner, soft tonneau) 684.25
10. K47 HD AIR CLEANER 21.25
11. KOS BLOCK HEATER 76.50
12. G80 LOCKING REAR AXLE 335.75
13. Z82 TRAILERING PKG(inc17 and 4 pin connectors,hitch and coolers) 318.75
14. JL1 BRAKE CONTROLLER INTEGRATED ELECRONIC 195.50
' 15. V76 FRONT TOW HOOKS (std on 4x4's) 42.50
16. S41 REAR WHEEL HOUSE LINERS 136.00
17. VPB VINYL SOFT TONNEAU COVER 493.00
18. VXH CHROME TUBULAR STEPS 6"RECTANGULAR 552.50
19. RVQ BLACK TUBULER STEPS 6"RECTANGULAR 510.00
20. VXJ CHROME TUBULAR STEPS 4"ROT_1ND 488.75
21. RVS BLACK TUBULAR STEPS 4"ROUND 446.25
22. UF2 LED CARGO BOX LIGHTING 51.00
23. TRW PROVISIONS FOR CAB MOUNTED LIGHT 25.50
23. DF2 CAMPER STYLE RV MIRRORS 59.00
- -
24. DPN REMOTE CONTROL CAMPER RV MIRRORS (req PCR) 255.00
25. TGS SINGLE SLOT CD PLAYER(req I04 radio upgrade) � 85.00
26. 9L7 UPFITTER SWITCHES 4�ASH MOLINTED 106.25
27. C49 REAR WINDOW DEFROSTER 148.75
• 28. KIA 110 VOLT POWER OUTLET 106.25
29. 8S3 BACKUP ALARM 117.30
30.UVC REAR BACKUP CAMERA 170.00
Contact Bob O'Hara e-inail 800-894-7579
Cell#218-349-8955 rwohara0l@aol.com fax 218-263-7576
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�
BUDGET ADDITION
BUDGET YEAR 2016
FUND: Equipment Replacement TOTAL COST: $95,000
Use following lines for additional funds.
PROGRAM NUMBER
DIVISION
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Replace the Forestry pickup(36-1302-07) early with an aerial service truck(one similar to
streetlights)$95,000 and keep the pickup in the fleet as seasonal use.
JUSTIFICATION: (please explain why this budget item is necessary to operations)
The forestry division would like the early replacement of the current pickup with an aerial service
truck.This would be a new service for the forestry division and would be increasing the service
offered by the City.
Currently,the forester has a pickup he uses for day to day tasks. If there is a call about a downed
tree branch or a tree branch needs to be trimmed,the forester needs to check out the property,
determine what will be needed for the job and if it is an emergency or not. The forester will then
create a list and when the list is worthwhile,will take out the big bucket truck with a chipper box
which can reach the branches safely. The process to mobilize that truck is such that it would be
difficult to do on a daily basis. It's currently done about once per week.
With the addition of an aerial service box as an everyday vehicle,the forester will have the ability
to trim and pick up branches throughout any day as time permits. A list won't have to be made as
he can take care of the problem the day of,which will reduce the amount of trips back and forth to
the shop and also alleviate some level of customer complaints on timeliness. Further,staff is
always concerned with the liability involved in regards to having safety concerns on a list for
extended periods of time. The quicker we can remove safety concerns, the safer the public and
the less liable the City is in potential litigation.
Staff believes the end result of transitioning to this type of vehicle for the City Forester is
increased customer service, increased efficiency in tree maintenance requirements and increased
safety of the boulevards and parks.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
BUDGET ADDITION
BUDGET YEAR 2016
FUND: TOTAL COST
Use following lines for additional funds. $7,000
PROGRAM NUMBER 3700
DIVISION 77
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Replacement of the floor scrubber that services our lower level.
JUSTIFICATION: (please explain why this budget item is necessary to operations)
The Kent floor scrubber was purchased in 2006 and will have reached its life expectancy in 2016.
The scrubber is essentiai to help keep the Ice Arena clean and employee injuries low by keeping
mopping to a minimum.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2015 Budget\Budget Additions\BA
BUDGET ADDITION
BUDGET YEAR 2016 ` ��
FUND: TOTAL COST
Use following lines for additional funds. $25,000
PROGRAM NUMBER 3700
DIVISION 77
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Skate Instructors will be instructing our Highway 61 Hockey Academy, Stride Ahead and the Girls
Hockey Clinic.
JUSTIFICATION: (please explain why this budget item is necessary to operations)
The Skate Instructors expenses will be offset entirely by revenue generated by each camp.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2015 Budget\Budget Additions\BA
BUDGET ADDITION
BUDGET YEAR 2017
FUND: TOTAL COST
Use following lines for additional funds. $3,200
PROGRAM NUMBER 3700
DIVISION 77
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Replacement of the ice machine in the Concession Stand
JUSTIFICATION: (please explain why this budget item is necessary to operations)
The ice machine was purchased in 2007 and will have reached its life expectancy in 2017. Should
the ice machine not need replacing,funds will remain in arena balance until necessary.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2015 Budget\Budget Additions\BA
BUDGET ADDITION
BUDGET YEAR 2016
FUND: MSA — � TOTAL COST: $16,700
Use following lines for additional funds.
PROGRAM NUMBER
DIVISION 42
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Replace 18 traffic counters and purchase an additionai 10 for a total of 28 traffic counters
-$16,700.
JUSTIFICATION: (please explain why this budget item is necessary to operations)
A good portion of the current counters are near 30 years old and parts to repair them are no
longer available. A couple of them have had circuit board problems and are junk. These counters
are used every other year in traffic counts that are required to be done.
With the additional 10 extra counters,staff will cut time counting from 7 weeks down to 4 weeks.
FUNDING SOURCE: (is there a specific funding source?)_
MSA
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
BUDGET ADDITION
BUDGET YEAR 2016
FUND: 1'60 �� °� TOTAL COST $15,000.00
Use following lines for additional funds.
PROGRAM NUMBER
DIVISION 2040
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Complete a comprehensive ADA review of all City facilities (Park Buildings, Golf Course, Ice
Arena, Public Works, Public Safety/City Hall),trails, roads, intersections. Define necessary
improvements, develop cost estimates, and develop a CIP implementation schedule. $15,000.00
JUSTIFICATION: (please explain why this budget item is necessary to operations)
MnDOT is requiring that all cities have ADA Transition Plans in conformance with the ADA
regulations. Future MSA payments may become contingent on having an approved plan.
MnDOT is moving toward requiring cities to have an ADA Transition Plan on place.
The goal is to complete a majority of the work in-house.We will need more technical expertise for
intersection review and facility evaluation.
Meet with MnDOT ADA Specialist for specific areas of concern and ensure plan meets MnDOT
requirements
This BA was first requested in 2013 and has not been funded. This inventory and lack of ADA
Transition Plan may prevent MSA project funding in the future. This is an issue that cannot be
pushed out any further without negative financial implications,
FUNDING SOURCE: (is there a specific funding source?)
MSA -$10,000 (roads,trails intersection review)
525- $5,000 Municipal Building Fund (maps, graphics, estimates,facility review)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2013 Budget\Budget Additions\Budadd 2040-01
�
BUDGET ADDITION
BUDGET YEAR 2016
FUND: 610 and 620 TOTAL COST: $31,118.21-Water
$31,118.21-Sewer
Use following lines for additional funds.
PROGRAM NUMBER 3000 and 3100
DIVISION 70 and 80
SERVICE LEVEL EXISTING YES NO X
SERVICE LEVEL NEW YES NO X
SERVICE LEVEL REPLACE YES X NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
1) Re-fill open position in Water Department and split with Sewer Department-$62,236.42 total
JUSTIFICATION: (please explain why this budget item is necessary to operations)
The Department takes pride in the services they offer to their customers. With the growth of the City and
infrastructure over the past years, there have been duties and services that the Utility Department cannot
keep up with without a full complement of personnel. The position will be funded by the Utility Enterprise
Fund with wages not affecting the General Fund.
Following is a list of work activities that have been neglected and/or reduced:
• WATER DIVISION
Pumphouses/chemical rooms:
- parts are not getting replaced or repaired until they break causing damage to these rooms
- pumps are not being overhauled in a timely manner
- overall preventative maintenance (i.e. painting, electrical, heating) is not getting done on a
routine basis
- grounds are being neglected with the exception of mowing
Hydrants are on a priority repair list
Well draw downs are not being regularly monitored
PRV stations aren't being maintained on a regular basis
• SEWER DIVISION
Cleaning sanitary lines requires two people. Due to shortages, maintenance has been neglected
with the exception of"troubled areas."
Flushing of sanitary lines has not been done since the vacancy due to time and manpower. This
duty has prevented several backups in the past
Sanitary manhole repairs and inspection are not being done until there is a failure.
Increase in storm water mandates has led to more time inspecting (sumps and skimmers) than
cleaning sanitary lines.
• METER READING/REPAIRS
The meter program duties continue to utilize one employee practically full time. Repairs are
ongoing. Zero reads and high uses are continuing to pile up. The meter replacement program
is also tying up staff time.
• BUILDING MAINTENANCE
The Utility Department has taken on building maintenance throughout the City. Due to aging
facilities, it is becoming increasingly common for staff to spend additional hours tending to these
tasks/repairs and less time on other Water/Sewer/Streetlight duties. Even with the additional
employee being added for building maintenance later this year, Public Works will still be involved
in building maintenance for years to come.
• STREETLIGHTS
Proper maintenance (i.e. painting, feed points and street light heads) are not being done.
Replacing lenses and cover plates are not being done on a regular basis.
Proper inventory is not being done. Poles are becoming bigger and it is taking two people to install
the poles. Our system continues to age and outages are becoming more frequent.
The followin information was ulled from ast bud et books.
Water 2008 2009 2010 2011 2012 2013 %
Increase-6
ears
Connections 10,298 10,322 10,418 10,448 10,468 10,482 2%
Miles of water main 143 143 143 144 144 147 3%
Fire H drants 1,286 1,286 1,292 1,300 1,310 1,340 4%
Valves maintained 2,460 2,460 2,471 2,492 2,522 2,584 5%
Work Orders 747 992 932 974 1,186 1,623 117%
Readin s 10,298 10,298 10,418 10,480 10,635 10,789 5%
Sewer 2008 2009 2010 2011 2012 2013 %
Increase
or
decrease
6 ears
Connections 10,260 10,322 10,418 10,433 10,486 10,542 3%
residential
Lineal feet of sewer 73,920 70,000 48,000 17,200 5,250 38,213 48%
line televised decrease
Miles of sanitary 127 126 127 128 128 129 2%
sewer
Lineal feet of sewer 187,000 210,000 96,900 169,568 173,000 166,050 11%
lined cleaned decrease
• Reviewing the progress of the city's utility system over the past 6 years shows how the city has
been growing as a community but also paints a picture of the need for increased service levels.
As shown in the tables above, the water division continues to see an increase in all aspects
especially work orders. With the new developments picking up the past two years, locates are
always coming in and average about 5,000 per year with most of them coming in the months of
May-August. These all have to be looked at and either cleared or marked. There is an increase in
meetings with contractors and developers regarding utilities and inspections during the year.
Water meters are always in need of fixing. Water turn off and on requests are always coming in to
Public Works as well. The lineal feet of both sewer line televised and cleaned has decreased
significantly over the past 6 years. This could be attributed to the lack of available staff. This leads
to being more reactive to situations rather than being proactive where the city could be performing
preventive maintenance such as televising sewer lines for problems. The City has the equipment,
just not enough available staff.
Staff has taken a considerable amount of time to formulate a recommendation to the City Council.
It is our suggestion to add a full time employee to the Utilities Division for the reasons outlined
above. Without the open position filled, duties as described will continue to be neglected leading
to more costly repairs in the future. We ask for sincere consideration in this matter with the end
goal of continuing to maintenance our utilities around the City.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\Budadd
PSW-Water-2016
Wages 20.69 43,000.00 6 months each @ PSW& PSW I
PERA 7.50% 3,200.00
Health Insurance 10,500.00 '
FICA/Medicare 7.65% 3,300.00
Workers' Comp 4.79% 2,100.00
Tota( 62,100.00
PSW-Water-2017
Wages 24.68 51,300.00 1 year at PSW II
PERA 7.50% 3,800.00
Health Insurance 12,200.00
FICA/Medicare 7.65% 3,900.00
Workers' Comp 4.79% 2,500.00
73,700.00
BUDGET ADDITION
BUDGET YEAR 2016
FUND: daleed�toGc�i�c�us� � TOTAL COST :$23,960 � 'a
� � (This does not include installation)
Use following I nes f�additional funds. � a � ����
{
PROGRAM NUMBER
DIVISION
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Replace aging meters with new meters and RPZ valves in City facilities and parks irrigation
systems. $23,960. (This does not include installation)
JUSTIFICATION: (please explain why this budget item is necessary to operations)
DNR is requesting the City have a more accurate method to measure unaccountable water usage.
By putting in these new meters, it will allow us to do so.
Parks-$17,000
10-2" meters (1,700/ea)
City buildings-$6,960
2-2" meters ($1,700/ea
2-1 '/2 meters ($480.00/ea)
4 RPZ ($650/ea)
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
BUDGET ADDITION
BUDGET YEAR 2016
FUND: 610 TOTAL COST:$75,000
Use following lines for additional funds.
PROGRAM NUMBER 3000
DIVISION 70
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Replace SCADA radios at Utility sites-$75,000
JUSTIFICATION: (please explain why this budget item is necessary to operations)
The Utility Department has 25 radio units that communicate to the master PLC and are
operational.These radios no longer have the technical support. If they fail,they will need to be
replaced. Recommendation is to replace them at a cost of$3,000 per unit.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
BUDGET ADDITION
BUDGET YEAR 2016
FUND: 610 TOTAL COST:$27,000
Use following lines for additional funds.
PROGRAM NUMBER 3000
DIVISION 70
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Replace fencing around the storage tanks @ 81St and Innsdale Ave.-$27,000
JUSTIFICATION: (please explain why this budget item is necessary to operations)
The fence is original and is an eye sore to the neighborhood.There are several bent posts,the
gates are inoperable,the fencing tops had barbed wire along them and there are several spots
that are missing. The new fence will provide better security to our Utility site and help beautify the
area.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
�
BUDGET ADDITION
BUDGET YEAR 2016
FUND: 630 TOTAL COST :$60,000
Use following lines for additional funds.
PROGRAM NUMBER 1400
DIVISION street lights
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
40 candy canes
38 Trees
45 Snowman Banners
JUSTIFICATION: (please explain why this budget item is necessary to operations)
The decorations will be 5 years old and should be replaced in 2016. Residents of Cottage Grove
enjoy the decorations the City puts up for the holidays.
With the cold temperatures and harsh winters,the decorations take a beating. Many of them have
lost color on the metallic foil, do not function anymore or are starting to rust. If the City is going
to take the time to put out decorations,we want them to look good and work properly. Also,when
the decorations do not work,staff has to bring a bucket truck and figure out the problem.Whether
it's just a burnt out bulb and all the lights are out or it's a wiring issue, this takes time.The
brackets that also hold the decorations need to be replaced as they are starting to rust out as well.
The banners are starting to become torn and lose color. By 2016,the decorations will be in need
of replacement.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
BUDGET ADDITION
BUDGET YEAR 2016
FUND: Ambulance 660 TOTAL COST $3,510
Use following lines for additional funds.
PROGRAM NUMBER 0660-4210
DIVISION Ambulance—24
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Requesting an increase in budget for replacement of MRX Phillips monitor batteries.
9 batteries @$390.00 per battery=$3,510
JUSTIFICATION: (please explain why this budget item is necessary to operations)
Many of the monitors being used by the Public Safety Division have batteries nearing the end of
their life cycle.These batteries power the heart monitors and AED's that the paramedics carry in
their squads or the units mounted in the ambulances.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
1 APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
BUDGET ADDITION
BUDGET YEAR 2016
FUND: Ambulance 660 TOTAL COST $7,725
Use following lines for additional funds.
PROGRAM NUMBER 0660-4210
DIVISION Ambulance—24
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Requesting a budget addition to purchase bariatric gear attachments for our current and future
ambulance stretchers for obese patients in our service area.The bariatric gear would consist of
stretcher attachments to keep a large patient on the stretcher and improve their safety during
transport.
The Stryker Expandable Patient Surface(XPS)system is $2,575 ea.x 3 = $7,725
The approximate cost of this system is $7,725
JUSTIFICATION: (please explain why this budget item is necessary to operations)
The EMS division has been responding to more and more calls where the patient is obese and the
crew is not capable of ensuring the patient's safety while moving to/from our ambulance and
during the transport stage. In the past another service has to be contacted to come to the scene
with their bariatric equipped ambulance.This increases transport times and wait time for our
service and for the patient.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
BUDGET ADDITION
BUDGET YEAR 2016 /2017
FUND: Ambulance 660 TOTAL COST $1,000
Use following lines for additional funds. �
�� ����
PROGRAM NUMBER 0660-4217 ��� ��
DIVISION Ambulance—24
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO �
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Requesting a budget addition to purchase repair/replacement Class B formal uniform items and
accessories associated with the Class B uniform.
Class B uniform shirts (short/long) average price of$39.95 x 50 members = $1,997.50
The approximate ongoing cost of this is $1,997.50
The EMS division is only asking for a $1,000 increase in this area because it is believed that the
entire division will not need a replacement in one years' time.
JUSTIFICATION: (please explain why this budget item is necessary to operations)
In 2015 the EMS division was able to use a grant to purchase a majority of the Class B uniforms
issued to the fire/ems division staff.As staff begin to wear Class B uniforms more often,the need
to repair and replace non-salvageable uniforms will increase the need to maintain these uniforms.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
� �
BUDGET ADDITION
BUDGET YEAR 2016 /2017
FUND: Ambulance 660 TOTAL COST $1,300
Use following lines for additional funds.
� ��� � � �
PROGRAM NUMBER 0660-4217
DIVISION Ambulance—24 � ��� �6 t��
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAW SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Requesting a budget addition for repair/replacement of the daily uniform for the paid on call staff.
This includes their duty crew uniforms of t-shirt, '/4 zip pull over jacket, and ems pants.
T-shirt(short/long) replacement at an average price of$15.53 x 50 members =$776.50
'/4 zip pull over jacket at$59.95 x 50 =$2,997.50
EMS pants at$52.95 x 50 = $2,647.50
The approximate ongoing cost of this is $6,421.50. Fire @ 25% _ $1,605.38
EMS @ 75% _ $4,816.13
The EMS division is only asking for a$1,300 increase in this area because it is believed that the
entire division will not need a replacement in one years' time.
The approximate yearly replacements are as follows:
T-shirts 20 x$15.53 = $310.60 Fire @ 25% _ $453.81
'/a zips 15 x$59.95 = $899.25 EMS @ 75% _ $1,383.94
EMS pants 12 x$52.95= 635.40
$1,845.25
JUSTIFICATION: (please explain why this budget item is necessary to operations)
In 2015 the EMS division was able to use some grant money to purchase a majority of the duty
crew uniforms issued to the fire/ems division staff. Because the staff are only issued a few items
on an as needed basis of each item the constant wear and tear is high. The paid on call staff work
with a turn in as needed basis meaning they need to turn in the bad uniform piece to receive a
new one. Some staff put in over 50 hrs a month which not only causes high wear but the constant
washing of items has its effects as well.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
�
BUDGET ADDITION
BUDGET YEAR 2016 /2017
FUND: Ambulance 660 TOTAL COST $100
Use following lines for additional funds.
PROGRAM NUMBER 0660-4401 ,
DIVISION Ambulance—24
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Requesting a budget addition for I AM RESPONDING mapping program for emergency
responders.The previous request was for$630.00 but the request was for Active 911 which does
not provide the services and ease of use that I AM RESPONDING provides. The increase is
$100.00 over last year's budget approval.
The ongoing cost of this is $725.00. A three year contract was signed to maintain this lower price
over a three year period.
When invoiced for this program it will be split between the divisions of Fire @ 25% _ $181.25 and
EMS @ 75% _$543.75.
JUSTIFICATION: (please explain why this budget item is necessary to operations)
In 2015 the fire/ems division was able to start using the I AM RESPONDING response and mapping
system. This web/cellular based system allows responders with smartphones to receive an
emergent call for service. Get information about a call, and map its location whether it is in
Cottage Grove,St Paul Park, Newport, Grey Cloud Island, etc.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
BUDGET ADDITION
BUDGET YEAR 2016 /2017
FUND: Ambulance 660 TOTAL COST $1,500
Use following lines for additional funds.
PROGRAM NUMBER 0660-4401
DIVISION Ambulance—24
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Requesting a budget addition for Target Solutions training program. This will add an EMS portion
to the training program which was started by the fire division in 2015.
The ongoing cost of this is approximately$1,500.This would be added into the 2016 contract of
Target Solutions and would be steady for two years.
JUSTIFICATION: (please explain why this budget item is necessary to operations)
In 2015 the fire/ems division was able to start using Target Solutions to start incorporate training
of staff while they are on/off duty. It also is a user based system meaning the user can set up the
training,search for training on-line, track staff training, and incorporate testing of staff for specific
skills competencies. Right now the system is only signed up for fire based training. Adding this
component will open the training for all facets of our job requirements.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
�
BUDGET ADDITION
BUDGET YEAR 2016 /2017
FUND: Ambualnce 660 TOTAL COST $1,883.55
Use following lines for additional funds.
� � ���
PROGRAM NUMBER 0660-4403
DIVISION Ambulance -24
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
PHTLS (Prehospital Trauma Life Support) and AMLS (Advanced Medical Life Support) ongoing
training programs.
PHTLS Costs—On-line class $75 ea x 10 = $750
Book is 36.86 ea x 5 = $184.30
AMLS Costs— On-line class $58.95 ea x 10 = $589.50
Book is $71.95 ea x 5=$359.75
The approximate ongoing cost of this is $1,883.55
JUSTIFICATION: (please explain why this budget item is necessary to operations)
PHTLS (Prehospital Trauma Life Support) and AMLS (Advanced Medical Life Support) are training
programs the paramedics use to maintain National Registry status and continuing education
credits to maintain their certification.
The reason for this budget addition is the training account has been over budget for two
consecutive years.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
� �
BUDGET ADDITION
BUDGET YEAR 2016 /2017
FUND: Ambulance 660 TOTAL COST $8,000
Use following lines for additional funds.
PROGRAM NUMBER 0660-4403
DIVISION Ambulance-24
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount) .
Requesting a budget addition for EMT training for new personnel. The current EMT training we
send new personnel to is approximately$2,000 per student. This is the average price for sending
students to the area colleges.
The ongoing cost of this is approximately$8,000 per year if we were to send four(4)student
through training each year.
JUSTIFICATION: (please explain why this budget item is necessary to operations)
In 2014/2015 the fire/ems division was able to hire new personnel who already had their fire and
ems training completed. This allowed us to save money on training because we did not have to
send anyone to school.The last round of hiring has indicated we have reached the end of the
already trained as each of the four new personnel being back grounded currently need EMT
training. It is foreseen that this may be the trend in the future as well.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
BUDGET ADDITION
BUDGET YEAR 2017
FUND: Ambulance 660 TOTAL COST $146,000
Use following lines for additional funds.
PROGRAM NUMBER 0660-4530
DIVISION Ambulance—24
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Requesting a budget addition to purchase 5 ALS Monitors to replace current aging units which
will be at 9 years of age in 2017.
ALS Monitors 5 X$29,200 ea. _ $146,000
JUSTIFICATION: (please explain why this budget item is necessary to operations)
The monitors the EMS division utilizes currently are nearing their useable life expectancy.There
are many updates in technology on the market now with the new monitors which will enhance the
EMS responder's capabilities on scene. The cost for refurbishment would be prohibitive as the
current units are not upgradable to the newest technology.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
�
BUDGET ADDITION
BUDGET YEAR 2017
FUND: Ambulance 660 TOTAL COST $38,600
Use following lines for additional funds.
PROGRAM NUMBER 0660-4530
DIVISION Ambulance—24
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Requesting a budget addition to purchase 3 power hydraulic stretchers to replace current aging
units which will be at 8 years of age in 2017.
3 Stretchers 3 X$12,860 ea. _$38,560
JUSTIFICATION: (please explain why this budget item is necessary to operations)
The current hydraulic stretchers were purchased through an AFG (assistance to firefighter grant)
in 2009. These units have endured heavy use since their acquisition. They will be nearing their life
expectancy in 2017.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
BUDGET ADDITION
BUDGET YEAR 2017
FUND: Ambulance 660 TOTAL COST $11,700
Use following lines for additional funds.
PROGRAM NUMBER 0660-4530
DIVISION Ambulance—24
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAW SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Requesting a budget addition to purchase 4 stair chair stretchers to replace current aging units
which will be at 11 years of age in 2017.
4 Stretchers 4 X$12,860 ea. _$11,653.20
JUSTIFICATION: (please explain why this budget item is necessary to operations)
The current stair chair stretchers were purchased in 2006. These units have a preventative
maintenance contract for only seven (7)years. They will be past their life expectancy in 2017.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
BUDGET ADDITION
BUDGET YEAR 2016
FUND: 710 TOTAL COST:$4,000
Use following lines for additional funds.
PROGRAM NUMBER 1700
DIVISION 33
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Upgrade office furniture in foreman and mechanic offices. -$4,000
JUSTIFICATION: (please explain why this budget item is necessary to operations)
The shop office furniture has always been hand me downs or furniture that was found and fixed
up. The chairs in the shop area are not ergonomically correct and the shop foreman's desk needs
to be replaced. New file cabinets and shelving should be purchased to better store shop manuals
for ease of use. This will lead to a cleaner more organized shop office and increase employee
morale.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
BUDGET ADDITION
BUDGET YEAR 2016
FUND: 710 TOTAL COST:$1,350
Use following lines for additional funds.
PROGRAM NUMBER 1700 �
DIVISION 33
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Replace and add cordless grease guns in the shop (4 total)=$1,350
JUSTIFICATION: (please explain why this budget item is necessary to operations)
Currently,there is only one usable grease gun in the shop. Public Works would like to replace that
one and purchase 3 additional grease guns. Every piece of equipment that is owned needs to be
greased. Each mechanic should have one readily available for them to use. Greasing is a must for
our equipment to last.This is a necessity for the shop.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
BUDGET ADDITION
BUDGET YEAR 2016
FUND: 710 TOTAL COST: $4,100
Use following lines for additional funds.
PROGRAM NUMBER 1700
DIVISION 33
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Cooling system flusher-$4,100
JUSTIFICATION: (please explain why this budget item is necessary to operations)
The shop would like to purchase a cooling system flusher. Currently,the mechanics pull the lower
radiator hose and let coolant drain in buckets which tends to get spilt on the floor on occasion.
They put the hose back on and fill it back up. However, only half of the fluid drains out during this
process.The mechanics blow out as much of the fluid as possible but there is no way to currently
exchange all of the fluid easily from the vehicle. This maintenance activity needs to occur every
three years.
With the cooling system flusher,the mechanic would hook up the machine to the hose fitting and
let the machine run.The machine drains the old fluid and deposits the new fluid. There is no
spillage, as the machine pumps it into a jug. The mechanic unhooks the fluid exchanger,tops off
the fluid and the process is complete.
This machine will also assist in cleaning the radiator, engine block and heater core as it has a
cleaning aspect to the machine which currently we cannot perform.
The purchase of a cooling system flusher will increase efficiency and lead to a cleaner shop. The
purchase of this machine should help extend the life of the coolant systems in the vehicles.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
�APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
BUDGET ADDITION
BUDGET YEAR 2016
FUND: 710 TOTAL COST: $3,500
Use following lines for additional funds.
PROGRAM NUMBER 1700
DIVISION 33
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Replace current puller set-$3,500
JUSTIFICATION: (please explain why this budget item is necessary to operations)
The shop would like to replace the current puller set. The puller set is from 1986 and is
significantly worn out. Over the years some of the set has been lost. This set is used anytime
gears, bearings or sprockets need to be pulled. The puller set is used on all different types of
equipment.The point of a puller set is to reduce time for the mechanics.
Currently,with the tools being worn out, the mechanics are spending significantly more time on
repairs then necessary.
With the replacement of the puller set,the shop will increase productivity and become more
efficient when pulling bearings,sprockets and gears.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
— a
BUDGET ADDITION
BUDGET YEAR 2016
FUND: 710 TOTAL COST:$2,300
Use following lines for additional funds.
PROGRAM NUMBER 1700
DIVISION 33
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERV�CE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Drive Line Fluid Exchanger-$2,300
JUSTIFICATION: (please explain why this budget item is necessary to operations)
The shop would like to purchase a drive line fluid exchanger.This machine will be used for
changing differential fluid and transfer case fluid in vehicles.This maintenance task occurs
between 40,000 and 60,000 thousand miles on the light duty vehicles.The heavy trucks need to
have it changed every 10,000 miles. A full drive line fluid change takes anywhere from two to three
hours on a pickup.With the addition of this machine it will be done in about an hour.
Currently,the mechanic has to pull the covers off the differential,wait for the fluid to drain out,
reseal the cover, reinstall it and fill it back up.
When using the machine,the mechanic pulls the fill plug, hooks the machine up which sucks the
old fluid out and pushes new fluid in until it's full. The mechanic unhooks the machine and screws
the fill plug back on.
The purchase of a drive line fluid exchanger will increase production and decrease downtime.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
BUDGET ADDITION
BUDGET YEAR 2016
FUND: 710 TOTAL COST :$1,900
Use following lines for additional funds.
PROGRAM NUMBER 1700
DIVISION 33 fleet
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
3/4 inch drive socket and ratchet set
JUSTIFICATION: (please explain why this budget item is necessary to operations)
The shop would like to replace the current 3/4 inch drive socket and ratchet set. This set is used on
heavy equipment, dump trucks and plow equipment anytime when working with large bolts.
Currently the extensions are worn out and no longer lock on to the ratchet or the sockets. This
can become a safety concern when sockets could fly off the impact wrench or slip off the
extension when you are wrenching bolts.Also,when the mechanics go to get a specific size,the
sockets are not available or they are worn out.The shop does not have a full set as there was
never a full set purchased.They are currently all mis-matching sockets.
The purchase of a 3/4 inch drive socket and ratchet set is needed in the shop to continue to
perform their duties.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
BUDGET ADDITION
BUDGET YEAR 2016
FUND: 710 TOTAL COST:$1,350
Use following lines for additional funds.
PROGRAM NUMBER 1700
DIVISION 33 fleet
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Replace strut spring compressor-$1,350
JUSTIFICATION: (please explain why this budget item is necessary to operations)
The shop would like to replace their current strut spring compressor. This tool is used anytime a
strut needs to be replaced. The tool compresses the strut spring which allows the mechanic to
remove the strut safely.
The current strut spring compressor will not work on any of the new police squads the shop
maintains. Currently,the shop has been contracting this task out to a local repair shop.With the
addition of the new strut spring compressor,the shop can replace the struts in the same amount
of time for a lower cost.The shop would like to keep outside work costs down and this will help in
achieving that goal.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2016 Budget\Budget Additions\BA
BUDGET ADDITION
BUDGET YEAR 2017
FUND: 710 TOTAL COST :$10,000
Use following lines for additional funds.
PROGRAM NUMBER 1700
DIVISION 33
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Upgrade shelving in shop mezzanine-$10,000
JUSTIFICATION: (please explain why this budget item is necessary to operations)
The shop would like to upgrade the shelving in the mezzanine area above the parts room. The
shelving is old,falling apart and should be upgraded to better suit the fleet needs.There is not
enough shelving upstairs and it could use more organizing.The current way the tires are stored is
not safe and could be looked at as a hazard.
Purchasing new shelving will assist in increasing the overall housekeeping of the shop, inventory
and safety.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2017 Budget\Budget Additions\BA
�
BUDGET ADDITION
BUDGET YEAR 2017
FUND: TOTAL COST: $10,000
Use following lines for additional funds.
PROGRAM NUMBER 1700
DIVISION 33
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Replace indoor wash bay hotsy-$10,000
JUSTIFICATION: (please explain why this budget item is necessary to operations)
The current hotsy is a year 2000 and will be 17 years old come time for replacement. It has served
its life and is starting to show signs of wear. Planning on replacing it 2017,would be a big
expense if it were to need major repairs.
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
I:\2017 Budget\Budget Additions\BA
BUDGET ADDITION
BUDGET YEAR 2016
FUND: �oo TOTAL COST ($8,740)
Use following lines for additional funds.
PROGRAM NUMBER 0395
DIVISION
SERVICE LEVEL EXISTING YES NO
SERVICE LEVEL NEW YES NO
SERVICE LEVEL REPLACE YES NO
IS THIS REQUEST RELATED TO A NEW OR NEW EXISTING
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
See attached communications budget request.
JUSTIFICATION: (please explain why this budget item is necessary to operations)
current proposed difference
printing 28,200 11,660 (16,540)
mailing 3,000 8,000 5,000
software - 2,800 2,800
31,200 22,460 (8,740)
FUNDING SOURCE: (is there a specific funding source?)
ADMINISTRATOR'S RECOMMENDATION:
_APPROVE DENY
City Administrator
�
Communications 2015 Budget Request — Software for E-newsletters
PROPOSED: Eliminate monthly print newsletter that is mailed in the utility bill. Replace it with a weekly(or every other
weel<) e-newsletter blast and a quarterly print 8-page newsletter. The City's spring quarterly newsletter could be
combined with the Parl<s & Recreation Activities brochure for additional cost savings as well as efficiency and branding
consistency. (I'm not sure of potential cost savings for this option.)
The subscription based weel<ly e-blast provides the ability to get information out on a regular,timely basis. This option
allows us to provide consistent branding and messaging,to cross-promote departments,to promote our social media
and website and to set up targeted e-blasts i.e. General City News, Recreation, River Oal<s Golf,Weddings and Banquets,
Council updates, etc. �
Current Monthly cost to print newsletter $2,350.90(per invoice dated 6/16/15)
$28,210.80 annual cost
Graphic Design quote—quarterly 8 page $2915 (printing only)
$11,660(8 page newsletter,four times per year)
Plus Postage
Graphic Design would bull<mail into USPS carrier routes; we would need to discuss routes we want. Estimated cost
would be$0.16 each. Graphic Design currently does the newsletters for Hastings and River Falls this way.
Two software options for the e-newsletters:
VERTICAL RESPONSE Monthly cost $120.00 (up to 10,000 subscribers) � $1440/annua)
$232.00(up to 25,000 subscribers) � $2784/annual
(Brian Bluhm has experience with this one)
MAD MIMI Monthly cost $199 (up to 25,000 subscribers) � $2388/annual
(City of Woodbury, Dakota County use)
Current numbers: Recreation current email subscribers=5,000
Newsletter monthly print copies= 12,445
Sample of frequency of inetro-area City print newsletters
• Apple Valley Mailed quarterly
• Burnsville Mailed quarterly
• Bloomington Mailed six times per year
• Eagan Mailed six times per year
• Eden Prairie Quarterly—insert inside Eden Prairie News paper
• Edina Monthly newsletter insert in Edina Sun-Current
• Farmington Quarterly combined with Recreation guide
• Hastings Mailed three times per year-Spring, Fall, and Winter
• Lal<eville No mailing—weel<ly e-newsletter& half-page update in Lakeville Sun-Current
• Mendota Heights quarterly newsletter
• Prior Lal<e Bi-monthly—insert in water utility bill
• Rosemount Three times per year
• Shal<opee Three times per year combined with Park and Rec Activities brochure
• Woodbury Mailed 10 times per year