2. 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

3. City Council Questions

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

5. Vacant Positions

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

7. 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)

8. 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

9. Professional Fees

10. Professional Fees

11. 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

12. 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

13. 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

14. 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

15. Landfill Fees
Elimination of non-eligible properties resulted in a savings of $54k in landfill fees from January 2018 to March 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

16. 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

17. 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.

18. 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

19. 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.

20. 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

21. 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)

22. Building Maintenance
The building space was measured in July 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.

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

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

25. 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

26. Miscellaneous Services

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

28. 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.

29. 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

32. 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

33. 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

34. Fleet Maintenance
The Fleet Maintenance and Repair Services Contract was awarded to First Vehicle Services effective October 1, 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

35. 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

36. 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

37. Motor Vehicle Fuels & Lubricants

38. Motor Vehicle Fuels & Lubricants

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

40. 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

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

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

43. 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

44. 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.

45. 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

49. 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

50. Capital Projects

51. 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.

53. Thank You!