Department of Public Works Water Laboratory Filtration Plants & Pumping Stations Plant Maintenance Water Meter Shop Environmental Compliance Wastewater Treatment Wet Weather Program Management Combined Sewer Overflow Management Stormwater Utility Distribution Maintenance Urban Forestry Operations Sanitation Street Cleaning Public Property Sewer Maintenance Street Maintenance Transportation Planning & Engineering Traffic Operation & Maintenance Parking Meters Streetscape Projects Engineering GIS Asset Management Construction Inspection Roadway Cut Program Contracts Records & Permits Administrative Services Personnel Purchasing & Payment Clerical Support Contract Management Fleet Management Call Center Building Management 2

City Council Questions

1 General Fund Discuss current vacant positions. Specify duration of the vacancy. Specify timeframe for filling positions. 4 4

Vacant Positions

2 General Fund Discuss proposed changes to positions (new positions, deleted positions, upgrades, downgrades, title changes, salary adjustments, etc.). 6 6

Positions/Upgrades Eliminated Positions New Positions Title Changes Administrative Clerk I New Positions Purchasing Coordinator I Title Changes Building Services Manager Upgraded Positions Assistant Street & Sewer Maintenance Supervisor Assistant Street Cleaning Supervisors (2) Constituent Services Supervisor Constituent Services Assistants (4)

3 General Fund Discuss the planned use of the approximately $730K budgeted in Professional Fees ($97K Consultants, $204K Engineering, $430K Temporary Agencies). Specify vendor names, amount of contracts, expiration dates, length of contracts, how long City has been doing business with the vendors, and scope of services. Specify hourly wages and length of service for all temporary, limited service or contracted employees. 8 8

Professional Fees

Professional Fees

4 General Fund Discuss the planned use of $413.3K budgeted in overtime, specifically identifying the projects and tasks that are the main budgetary factors. 11 11

Overtime Administration - $10k Street Maintenance - $3.3k Snow Events and Construction Inspectors Street Maintenance - $3.3k Street Repairs and Snow Events Transportation - $135k Emergency Repairs, Knockdowns, Street Light Outages, Crosswalk Painting, Special Projects

Overtime Street Cleaning - $150k Rubbish Collection - $80k Snow Events, Leaf Pickups and Cleanup for Special Events Rubbish Collection - $80k Snow Events, Household Hazardous Waste Events and Trash Requests Property Maintenance - $35k Snow Events, Special Events and Emergency Call-In Time

5 General Fund Discuss the $2.125M budgeted for Landfill Fees. Specify any budgetary savings realized as a result of enforcing the 92 non-eligible entities that the City will no longer pick up their trash. Specify the plan, timeframe, and cost for replacement of municipal waste bins. Specify the number of special pick-up’s done annually for the last 2 years, and the amount of fees collected. 14 14

Landfill Fees Elimination of non-eligible properties resulted in a savings of $54k in landfill fees from January 2018 to March 2018. Annual savings are projected to be $216k. The cost of the Municipal Solid Waste (MSW) container program is $400k annually over 5 years (Not a landfill related issue). Special Pick-ups Scheduled Fiscal Year # of Special Pick-ups Fees 2016 12,013 $34,500 2017 12,803 $42,387

6 General Fund Discuss the $700K budgeted for Recyclebank. Please explain why year to date actual expenditures total $0. Specify the plan, timeframe, and cost for replacement of recycle bins. 16 16

Recyclebank The contract with Recyclebank has expired. We have been unable to reach a new agreement with Recyclebank due to costs. We have kept our recycling program operating by managing the program in-house. The budget for Recyclebank will be used for the purchase of the MSW containers and associated services over a 5 year period. We have budgeted to replace 10% of the recycling containers this fiscal year at a cost of $100k.

7 General Fund Discuss if the performance goals have been met by Honeywell that guaranteed lower costs pertaining to electricity, considering electricity City-wide in the General Fund totals $1.2M. 18 18

Honeywell Portfolio 1 During the 5th year of the performance period (July 2016 – June 2017) the Energy Conservation Measures (ECM’s) generated $1,272,197 in annual savings vs. a guarantee amount of $783,593.

8 General Fund Discuss the approximately $1.2M budgeted in the Building Maintenance account line. Specify the last time an analysis was done to determine if the split of 70% City and 30% NCC is the accurate cost sharing assessment for this building. Specify cost sharing for Ameresco, and the benefit to the City. 20 20

Building Maintenance City/County Bldg. Management & Maintenance Costs $695,700 (75% General Fund/25% Water/Sewer) Cameras for Building Surveillance System at Municipal Complex $20k Costs paid to NCC for Electricity and Ameresco $490,600 (75% General Fund/25% Water/Sewer)

Building Maintenance The building space was measured in July 2012. Not including the common areas, the 70% City / 30% NCC formula was accurate. We are in the process of conducting an updated space utilization study. The Ameresco project is split based on building occupancy 70% City / 30% NCC. The improvements made to the City/County Bldg. as part of the Ameresco project have resulted in lower overall electricity costs.

9 General Fund Discuss funds budgeted pertaining to Snow Removal (inclusive of salt, brine, equipment rental, etc.). 23 23

Snow Removal Equipment Rental - $150k Road Salt - $133k Sand for Snow Events - $5k Ice Bite Solution - $12k

10 General Fund Discuss the $381K budgeted in Miscellaneous Services, considering actual expenditures have not exceeded $243K the last 3 years realizing costs can be variable from year to year. 25 25

Miscellaneous Services

11 General Fund Discuss the amount of funds anticipated for the Municipal Street Aid Fund. 27 27

Municipal Street Aid Public Works and OMB have budgeted MSA for FY’19 at $1,055,783. This is the same amount as FY’18.

12 Motor Vehicle Fund Discuss the $3.5M budgeted for the FY2019 motor vehicle fleet replacement plan. Provide any new additions, deletions or modifications to the City’s motor vehicle fleet. 29 29

Motor Vehicle Fleet Added Vehicles Upgraded Vehicles Deleted Vehicles L&I – (4) Chevy Trek for new employees Parks Maintenance - (2) Polaris Utility Vehicles Upgraded Vehicles Fire Department – Upgraded pickup to F-350 Diesel w/Salt Box and Plow Parks Maintenance – Upgraded F-350 Utility Body to small bucket truck Deleted Vehicles 2007 Ford Fusion – L&I 2006 L7500 Dump Truck – DPW Street Cleaning 2008 Ford F-350 Dump – Parks Maintenance 2006 Case Bobcat – Parks Maintenance

13 Motor Vehicle Fund Discuss the ~$2M budgeted for expenses pertaining to the motor vehicle fleet maintenance contract. Provide the vendor name, amount of contract, expiration date, length of contract, and scope of services. 33 33

Fleet Maintenance The Fleet Maintenance and Repair Services Contract was awarded to First Vehicle Services effective October 1, 2017. The new agreement is 5 years with (3) one-year extensions options. $1.862M Annual Targeted Expenses Contract expires June 30, 2025 including the options Services provided include maintaining fleet inventory, preventive maintenance, emergency repairs, vehicle and equipment repair, vehicle safety and emissions inspections, snow operations, new vehicle inspections and other fleet related activities. AIM Fuelmaster Annual Maintenance Agreement $12k Modifications to the Fuel Island Fire Suppression System $25k AIM Fuelmaster 2.4 Ghz VDM Modules for half the fleet. $50k

14 Motor Vehicle Fund Discuss the $1M budgeted for fuel. Realizing gas prices have been increasing annually, please explain why costs have trended well below budget for the last 2 years, and year to date figures are trending below budget. 35 35

Motor Vehicle Fuels & Lubricants Unleaded Gasoline - $600k 307,000 gallons based on actual 12 month usage Diesel Fuel - $400k 144,000 gallons based on actual 12 month usage Contracts for Gasoline & Diesel Fuel only lock in delivery charges, the price of the products fluctuate based on market conditions. The costs paid by the City are roughly $0.42 per gallon less than retail because of the City’s tax exempt status. Actual Fuel Expenses FY’16 - $663k FY’17 - $707k FY’18 (ytd) - $613k

Motor Vehicle Fuels & Lubricants

Motor Vehicle Fuels & Lubricants

15 Motor Vehicle Fund Discuss the $775K budgeted for non-targeted repairs of City vehicles, up $125K. 39 39

Non-Targeted Expenses Non-Targeted Repairs cover Accident Damage and Non-Warranty Repairs to Vehicles and Equipment. Repairs to Equipment $750k Repairs to Police & Fire Boats and Trailers $25k Non-Targeted Actual Expenses FY’16 - $854k FY’17 - $752k FY’18 (ytd) - $625k

16 Motor Vehicle Fund Discuss the planned use of $60K budgeted for Consultants. 41 41

Consultants Mercury Associates - Fleet Administration and Management Assistance - $60k

17 Motor Vehicle Fund Discuss the $55.1K budgeted for Equipment Rental considering actual expenditures have not exceeded $2K the last 2 years. 43 43

Equipment Rental Equipment Rental is used for the rental of specialized equipment when City equipment is out of service for an extended period or for the rental of vehicles for special events. In the past we have rented bucket trucks, loaders, and fire apparatus.

18 All Departments Provide FY2019 proposed organizational chart with the total number of employees (i.e. permanent, temporary, contract, vacancies). Outline specific duties of each employee. If there are multiple divisions, please ensure there are sub-org charts that enumerate all the above. 45 45

19 All Departments Provide a high-level update on all capital projects (planned use, available balance projected completion date, and project status). Considering the City has been doing bond anticipation notes (BAN) frequently for street paving projects, justify how the capital budget figures are derived to best meet the needs of the City. 49 49

Capital Projects

Street Paving & Reconstruction Based on the FY’18 Pavement Condition Assessment the City’s road network requires $8M in street paving and reconstruction every 2 years. This does not include the funding necessary to repair curbs and install ADA compliant curb ramps. FY’16 Street Paving & Reconstruction approved budget $6M FY’18 Street Paving & Reconstruction approved budget $5M Capital funds borrowed are based on what the General Fund can support.

Thank You!