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City of Laramie Biennial Budget 2013-2014 Page 71 GENERAL ADMINISTRATION City Manager’s Office City Clerk’s Office City Council General Accounts Employee Safety Information Technology ---PAGE BREAK--- City of Laramie Biennial Budget 2013-2014 Page 72 City of Laramie FY 2013 Budget General Administration 13.5 5.0 3.5 61.7 0.2 16.1 Percent of General Administration Budget Alloted to Each Division FY 2013 City Manager's Office City Clerk City Council General Accounts Employee Safety Information Technology Total General Administration Budget $4,336,611 City Manager’s Office $584,061 City Clerk $216,478 City Council $153,361 General Accounts $2,677,010 Employee Safety $9,060 Information Technology $696,641 ---PAGE BREAK--- City of Laramie Biennial Budget 2013-2014 Page 73 City of Laramie FY 2014 Budget General Administration 14.9 5.4 3.8 58.6 0.2 17.0 Percent of General Administration Budget Alloted to Each Division FY 2014 City Manager's Office City Clerk City Council General Accounts Employee Safety Information Technology Total General Administration Budget $4,015,941 City Manager’s Office $598,894 City Clerk $218,457 City Council $154,367 General Accounts $2,353,103 Employee Safety $9,060 Information Technology $682,060 ---PAGE BREAK--- City of Laramie Biennial Budget 2013-2014 Page 74 City of Laramie City Manager’s Office Biennium Budget 2013-2014 DIVISION OVERVIEW The City Manager’s Office is responsible for implementing City policies and overseeing administrative functions in order to meet the City Council Goals. In addition to general administrative responsibilities, the City Manager’s Office is also responsible for budget development, public information duties, franchise and labor negotiations, and policy analysis and research. The Assistant City Manager reports to the City Manager and is responsible for overseeing risk management, employee safety, and information technology. BIENNIUM 2011-2012 ACCOMPLISHMENTS Developed and implemented the biennial budget Coordinated with Long Energy Solutions to complete energy efficiency projects Completed a review of the Ward System Began developing the Cirrus Sky Technology Park in partnership with the Laramie Economic Development Corporation (LEDC) Supported the Transit Authority BIENNIUM 2013-2014 OBJECTIVES Continue to implement City Council Policies Continue to support the Albany County Transit Authority Continue to develop the Cirrus Sky Technology Park in cooperation with LEDC The City of Laramie strives to provide community excellence through integrity, respect, teamwork and stewardship. ---PAGE BREAK--- City of Laramie Biennial Budget 2013-2014 Page 75 City of Laramie City Manager’s Office Biennium Budget 2013-2014 DIVISION BUDGET 2011 Budget 2011 Actuals 2012 Budget 2012 (YTD) Actuals* 2013 Budget 2014 Budget Personnel $438,533 $443,522 $537,766 $484,778 $554,661 $569,494 Contractual $28,928 $23,553 $26,250 $18,280 $26,250 $26,250 Materials & Supplies $3,150 $7,088 $3,150 $5,338 $3,150 $3,150 Capital Equipment - - - - - - Capital Obligations - - - - - - Total $470,611 $474,163 $567,166 $508,396 $584,061 $598,894 *Note: “2012 (YTD) Actuals” are as of 7/25/2012 and are unaudited. ---PAGE BREAK--- City of Laramie Biennial Budget 2013-2014 Page 76 City of Laramie City Manager’s Office Operating Budget Biennium 2013-2014 $554,661 (95.0%) $26,250 $3,150 City Manager's Office Operating Budget FY2013 Amount, % of Total Allotment) Personnel Contractual Materials & Supplies $569,494 (95.1%) $26,250 $3,150 City Manager's Office Operating Budget FY2014 Amount, % of Total Allotment) Personnel Contractual Materials & Supplies ---PAGE BREAK--- City of Laramie Biennial Budget 2013-2014 Page 77 City of Laramie City Clerk’s Office Biennium Budget 2013-2014 DIVISION OVERVIEW Municipal Services The City Clerk serves as Clerk to the City Council and City Manager. The Clerk attends Council meetings and prepares council meeting agendas and minutes. Responsibilities include administration of oaths; execution of official city documents; issuance of licenses; maintenance of municipal code; retention and management of city records and documents; publication of legal notices; and provision of administrative assistance to the City Manager and City Council. In addition, the City Clerk serves as a liaison between the City Council and the citizens of Laramie. Elections and Bids The City Clerk is responsible for overseeing municipal elections and special assessment district elections. The Clerk works in partnership with Albany County on some local elections. Services include contracting with the Albany County Clerk’s Office; preparing and providing required public notification of elections and candidates; filing campaign statements for elected municipal officials; certifying nomination applications; obtaining certified results and/or completing the canvass of election results; recruiting and training judges necessary to conduct special elections; and receiving and processing formal initiatives, referendums, and petitions. The City Clerk oversees the City of Laramie bidding policy and the bidding process program as outlined by Wyoming State Statute and City Policy. Liquor Licensing The City Clerk oversees and manages the liquor license program, including but not limited to filing, processing, site inspections and issuing of liquor licenses and special event alcohol permits that have been approved by the City Council and/or the City Manager. The Clerk serves as liaison between the City of Laramie and the Wyoming Liquor Division. The office of the City Clerk of the City of Laramie is dedicated to serving the Citizens of Laramie by providing accurate, necessary and desired public services to all people with the following values: respect, integrity, tolerance and a commitment to excellence. ---PAGE BREAK--- City of Laramie Biennial Budget 2013-2014 Page 78 City of Laramie City Clerk’s Office Biennium Budget 2013-2014 BIENNIUM 2011-2012 ACCOMPLISHMENTS Coordinated and managed the 2012 WAM Conference (June 2012) Organized City Council Mini-Retreat Coordinated Special Election – Ward System with the County Clerk Coordinated Ward System Boundary Committee adjustment process Coordinated New Liquor Licenses Procedures Program (City Clerk & City Attorney) Promoted fiscal responsibility within the division BIENNIUM 2013-2014 OBJECTIVES Coordinate 2012 Municipal Primary and General Elections with the County Clerk Organize 2013 City Council Retreat Coordinate new Ward System with 2012 Elections public & candidates Coordinate/Assist with New City Council Orientation Program Re-evaluate feasibility of electronic correspondence for streamlining City Council Documentation Process Continue organization service on WAMCAT Wyoming Institute Committee; conducting first of 3 years institute in 9/2012 Promote fiscal responsibility within the division DIVISION BUDGET 2011 Budget 2011 Actuals 2012 Budget 2012 (YTD) Actuals* 2013 Budget 2014 Budget Personnel $145,884 $147,391 $152,583 $151,016 $152,520 $156,499 Contractual $72,008 $59,160 $60,858 $47,975 $62,858 $60,858 Materials & Supplies $1,100 $366 $1,100 $474 $1,100 $1,100 Capital Equipment - - - - - - Capital Obligations - - - - - - Total $218,992 $206,917 $214,541 $199,465 $216,478 $218,457 *Note: “2012 (YTD) Actuals” are as of 7/25/2012 and are unaudited. ---PAGE BREAK--- City of Laramie Biennial Budget 2013-2014 Page 79 City of Laramie City Clerk’s Office Operating Budget Biennium 2013-2014 $152,520 (70.5%) $62,858 (29.0%) $1,100 City Clerk's Office Operating Budget FY2013 Amount, % of Total Allotment) Personnel Contractual Materials & Supplies $156,449 (71.6%) $60,858 (27.9%) $1,100 City Clerk's Office Operating Budget FY2014 Amount, % of Total Allotment) Personnel Contractual Materials & Supplies ---PAGE BREAK--- City of Laramie Biennial Budget 2013-2014 Page 80 City of Laramie City Council Biennium Budget 2013-2014 DIVISION OVERVIEW The City Council establishes Public policies for the City of Laramie; adopts the annual budget; appropriates funds; provides a forum for citizen input; analyzes issues of concern to residents; evaluates programs under consideration by the organization; and adopts ordinances. Regular meetings are held on the first and third Tuesdays of each month. Council is authorized to take official actions (e.g. pass ordinances, adopt resolutions, issue licenses) at regular and special meetings. Council frequently holds work sessions on the second and fourth Tuesdays of the month. All official Council business is conducted through open, public meetings. Council may call executive sessions that are closed to the public to discuss personnel matters, negotiations, and litigation. However, no formal action may be taken during executive sessions. Regular meetings of City Council are televised on Channel 11, the public access channel. Council passes ordinances by holding three public readings of the proposed law. In each reading the public is invited to comment on the proposed ordinance. It takes at least one month to pass an ordinance under normal circumstances. Council may pass emergency ordinances with a three-fourth vote of Council. The City Council is composed of nine members elected for staggered four-year terms. The City is sectioned into three wards with each ward electing three representatives to Council. The Mayor and Vice Mayor are elected by Council members for a two-year term. BIENNIUM 2011-2012 ACCOMPLISHMENTS Adopted an ordinance to establish a residential recycling program Supported formation of Transit Authority Reviewed and revised ward system of electing Council members (there are now three wards instead of seven Revised animal code Continued to approve infrastructure improvements Hosted the Wyoming Association of Municipalities Convention in June 2012 in Partnership with Albany County Tourism Board The City of Laramie strives to provide community excellence through integrity, respect, teamwork and stewardship. ---PAGE BREAK--- City of Laramie Biennial Budget 2013-2014 Page 81 City of Laramie City Council Biennium Budget 2013-2014 BIENNIUM 2013-2014 OBJECTIVES (goals established by Council on February 4th, 2012) 1. Solid Waste Services a. Adopt the 10-year Capital Improvement Plan for Solid Waste Collection, Disposal, and Diversion Programs b. Adopt Financial Plan for Landfill Capital Construction/Disposal Facility c. Expand Recycling Service to Multi-Family & Commercial Users d. Implement Municipal Compost Re-Sell/Use Programs 2. Economic Development a. Support Development of Data Park (Data Center Site) b. Foster strong partnership with Laramie Economic Development Corporation c. Market the Turner Tract proactively 3. Drinking Water and Sanitary Sewer a. Allocate resources for Infrastructure Rehabilitation in accordance with Adopted 10-Year CIP b. Provide for long-term Protection of Source Water from the Casper Aquifer, by means including but not limited to prioritizing lands for acquisition and/or conservation easement 4. Public Safety a. Adopt Memorandum of Understanding with Ivinson Memorial Hospital for Efficient, Cost-effective Emergency Medical Services b. Adopt Memorandum of Understanding with University of Wyoming for Fire Service Cost-Sharing c. Enhance Understanding of Law Enforcement process and service options to increase safety of Individual citizens and overall community d. Mitigate Downtown Electrical Grid Safety Issues 5. Community Development a. Maintain Active Planning Partnership with WYDOT for Design and Construction of Harney Viaduct b. Adopt Tree-Area Design Overlay c. Complete Comprehensive Plan 5-Year Evaluation/Appraisal Report Inclusive of Business Development Plan from Community Partners d. Initiate Housing Needs Study & Development Plan 6. Community Enhancement and Quality of Life a. Complete Recreation Master Plan for City and City-owned properties b. Complete Detailed Location Plan for Greenbelt Trail System c. Complete a Gateway Beautification-Redevelopment Plan d. Support Transit Authority e. Place Bike Commuter Test Site Into Service f. Construct Public Works Service Center g. Initiate North 4th Street Redevelopment Plan h. Place Dog Park(s) Into Service ---PAGE BREAK--- City of Laramie Biennial Budget 2013-2014 Page 82 City of Laramie City Council Biennium Budget 2013-2014 BIENNIUM 2013-2014 OBJECTIVES (goals established by Council on February 4th, 2012) continued 7. General Governance a. Provide Educational Opportunities for Citizens to learn about municipal government b. Be Efficient and Innovative - Continue to be efficient and do more with less whenever possible c. Enhance Citizen Understanding of Budget Reserve Categories d. Complete Plan for Conversion of Lewis Street Corridor to University-Use DIVISION BUDGET 2011 Budget 2011 Actuals 2012 Budget 2012 (YTD) Actuals* 2013 Budget 2014 Budget Personnel $62,394 $53,425 $62,394 $60,973 $62,394 $62,394 Contractual $91,738 $77,152 $116,738 $119,858 $90,467 $91,473 Materials & Supplies - $792 $500 $208 $500 $500 Capital Equipment - - - - - - Capital Obligations - - - - - - Total $154,132 $131,369 $179,632 $181,039 $153,361 $154,367 *Note: “2012 (YTD) Actuals” are as of 7/25/2012 and are unaudited. ---PAGE BREAK--- City of Laramie Biennial Budget 2013-2014 Page 83 City of Laramie City Council Operating Budget Biennium 2013-2014 $62,394 (40.7%) $90,467 (59.0%) $500 City Council Operating Budget FY2013 Amount, % of Total Allotment) Personnel Contractual Materials & Supplies $62,394 (40.4%) $91,473 (59.3%) $500 City Council Operating Budget FY2014 Amount, % of Total Allotment) Personnel Contractual Materials & Supplies ---PAGE BREAK--- City of Laramie Biennial Budget 2013-2014 Page 84 City of Laramie General Accounts Biennium Budget 2013-2014 DIVISION OVERVIEW General Accounts handles all outside agency/community funding. It is also responsible for the payment of the City’s liability and property coverage which is provided by the Wyoming Association of Risk Management (WARM). BIENNIUM 2011-2012 ACCOMPLISHMENTS Funded 35 outside agencies within the community BIENNIUM 2013-2014 OBJECTIVES Continue to fund outside agencies within the community Continue to pay for the City’s liability and property coverage through WARM The City of Laramie strives to provide community excellence through integrity, respect, teamwork and stewardship. ---PAGE BREAK--- City of Laramie Biennial Budget 2013-2014 Page 85 City of Laramie General Accounts Biennium Budget 2013-2014 DIVISION BUDGET 2011 Budget 2011 Actuals 2012 Budget 2012 (YTD) Actuals* 2013 Budget 2014 Budget Personnel $3,978 $148 $3,983 $793 $3,990 $4,048 Outside Agency Funding $872,772 $873,761 $964,488 $978,546 $1,102,740 $1,005,218 Materials & Supplies - - - $2,438 $1,500 $1,500 Capital Equipment - - $94,438 - $94,438 - Capital Obligations $742,248 $872,761 $853,990 $900,481 $1,474,342 $1,342,337 Total $1,618,998 $1,746,670 $1,916,899 $1,882,258 $2,677,010 $2,353,103 *Note: “2012 (YTD) Actuals” are as of 7/25/2012 and are unaudited. ---PAGE BREAK--- City of Laramie Biennial Budget 2013-2014 Page 86 City of Laramie General Accounts Operating Budget Biennium 2013-2014 $3,990 $1,102,740 (41.2%) $1,500 $94,438 $1,474,342 (55.1%) General Account Operating Budget FY2013 Amount, % of Total Allotment) Personnel Outside Agency Funding Materials & Supplies Capital Equipment Capital Obligations $4,048 $1,005,218 (42.7%) $1,500 $1,342,337 (57.0%) General Accounts Operating Budget FY2014 Amount, % of Total Allotment) Personnel Outside Agency Funding Materials & Supplies Capital Obligations ---PAGE BREAK--- City of Laramie Biennial Budget 2013-2014 Page 87 City of Laramie Employee Safety Biennium Budget 2013-2014 DIVISION OVERVIEW The City of Laramie is committed to providing a safe working environment for all City employees. It is a priority of the City of Laramie to provide an accident-free work environment by eliminating recognized hazards from the workplace. Our safety program has been developed to ensure compliance with federal, state and local regulations with specific emphasis on the Wyoming Occupational Health and Safety Organization rules and regulations. The City of Laramie Safety Office provides safety training for all City employees; updates and maintains the City safety manual and accident/incident reports; chairs the employee safety team; conducts facilities inspections; and provides research and support to staff on matters of employee safety. Our goal is to prevent accidents and injuries to our employees while working for the City of Laramie. BIENNIUM 2011-2012 ACCOMPLISHMENTS Organized the Safety Rodeo for FY 2011 Created and staffed a table at the annual Wellness Fair Brought the DART driving simulator to Laramie BIENNIUM 2013-2014 OBJECTIVES Review City safety training Continue to review and analyze incident/accident reports Reduce the number of accidents and incidents in the workplace The Safety Team, in cooperation with management, will identify hazards in the workplace and work to remediate them, including unsafe working conditions and work- practices. Individual Safety Team members will aid co-workers in understanding and complying with City Safety Policies and Programs. ---PAGE BREAK--- City of Laramie Biennial Budget 2013-2014 Page 88 City of Laramie Employee Safety Biennium Budget 2013-2014 DIVISION BUDGET 2011 Budget 2011 Actuals 2012 Budget 2012 (YTD) Actuals* 2013 Budget 2014 Budget Personnel - $8,730 - $253 - - Contractual $4,260 $2,477 $4,260 $6,874 $4,260 $4,260 Materials & Supplies $4,800 $3,145 $4,800 $4,883 $4,800 $4,800 Capital Equipment - - - - - - Capital Obligations - - - - - - Total $9,060 $14,352 $9,060 $12,010 $9,060 $9,060 *Note: “2012 (YTD) Actuals” are as of 7/25/2012 and are unaudited. ---PAGE BREAK--- City of Laramie Biennial Budget 2013-2014 Page 89 City of Laramie Employee Safety Operating Budget Biennium 2013-2014 $4,260 (47.0%) $4,800 (53.0%) Employee Safety Operating Budget FY2013 Amount, % of Total Allotment) Contractual Materials & Supplies $4,260 (47.0%) $4,800 (53.0%) Employee Safety Operating Budget FY2014 Amount, % of Total Allotment) Contractual Materials & Supplies ---PAGE BREAK--- City of Laramie Biennial Budget 2013-2014 Page 90 City of Laramie Information Technology Biennium Budget 2013-2014 DIVISION OVERVIEW Information Technology provides overall management and leadership for the City’s information technology resources. Staff manages the network infrastructure, servers, databases, and programs necessary to maintain the City’s local area network, wireless network, internet and website. Staff also maintains and manages the City’s Geographical Information Systems (GIS). Information Technology manages the telephone systems, including local and long distance phone services, telephone equipment, upgrades and maintenance contracts. Other responsibilities include maintaining and managing computer equipment, licensing software, installation and maintenance of hardware and software, troubleshooting, and desktop support for all employee computers. GIS staff provides support to all departments by maintaining computer-based mapping for the City of Laramie. GIS maintains mapping and addressing information for buildings, streets, parks, subdivisions, city- owned utilities, municipal boundaries, political boundaries, zoning boundaries, water features (rivers & streams), and flood zones. GIS staff is also responsible for maintaining city GPS units. BIENNIUM 2011-2012 ACCOMPLISHMENTS Virtualized many user desktops Added additional storage to meet the City’s growing data needs Expanded virtualization at the Recreation Center Developed a new City website Updated the wireless link to the Recreation Center Added additional editing to our intranet GIS map pages Added mapping for mosquito control Our mission is to provide fast, secure, and reliable technology to assist employees and the public. ---PAGE BREAK--- City of Laramie Biennial Budget 2013-2014 Page 91 City of Laramie Information Technology Biennium Budget 2013-2014 BIENNIUM 2013-2014 OBJECTIVES Keep City computer systems both secure and accessible for employees Evaluate and implement new technology that will increase operating efficiency Create an interactive map page for public use Continue to explore mobile device use for employees Consolidate email systems for better efficiency Upgrade wireless infrastructure Create a new backup / recovery plan Upgrade the city virtualization software DIVISION BUDGET 2011 Budget 2011 Actuals 2012 Budget 2012 (YTD) Actuals* 2013 Budget 2014 Budget Personnel $335,532 $336,982 $359,111 $353,257 $360,323 $370,522 Contractual $120,680 $111,832 $117,634 $105,865 $133,834 $133,634 Materials & Supplies $40,450 $28,560 $40,904 $33,731 $35,922 $35,941 Capital Equipment $157,500 $81,710 $129,780 $53,874 $141,000 $141,963 Capital Obligations $27,193 $68,024 $25,562 $1,283 $25,562 - Total $681,355 $627,108 $672,991 $548,010 $696,641 $682,060 *Note: “2012 (YTD) Actuals” are as of 7/25/2012 and are unaudited. ---PAGE BREAK--- City of Laramie Biennial Budget 2013-2014 Page 92 City of Laramie Information Technology Operating Budget Biennium 2013-2014 $360,323 (51.7%) $133,834 (19.2%) $35,922 $141,000 (20.2%) $25,562 Information Technology Operating Budget FY2013 Amount, % of Total Allotment) Personnel Contractual Materials & Supplies Capital Equipment Capital Obligations $370,522 (54.3%) $133,634 (19.6%) $35,941 $141,963 (20.8%) Information Technology Operating Budget FY2014 Amount, % of Total Allotment) Personnel Contractual Materials & Supplies Capital Equipment