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HomeMy WebLinkAbout08232010 City Council Packet Seward City Council A genda ge Packet In Memoriam: U.S. Senator Ted Stevens August 23, 2010 City Council Chambers Beginning at 7:00 p.m. 1963 1965 2005 The City of Seward, Alaska !mod CITY COUNCIL MEETING AGENDA y° s� All-America City c� 41 - to �T T� "�1 {Please silence all cellular phones and pagers during the meeting} a, AsK August 23, 2010 7:00 p.m. Council Chambers 1. CALL TO ORDER Willard E. Dunham 2. PLEDGE OF ALLEGIANCE Mayor 3. ROLL CALL Term Expires 2011 4. CITIZENS' COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING. [Those who have Jean Bardarson signed in will be given the first opportunity to speak Time is limited to Vice Mayor 2 minutes per speaker and 30 minutes total time for this agenda item.] Term Expires 2010 5. APPROVAL OF AGENDA AND CONSENT AGENDA [Approval of Consent Agenda passes all routine items indicated by asterisk ( *). Robert Valdatta Consent Agenda items are not considered separately unless a council Council Member member so requests. In the event of such a request, the item is returned Term Expires 2011 to the Regular Agenda] Tom Smith 6. SPECIAL ORDERS, PRESENTATIONS AND REPORTS Council Member A. Proclamations and Awards Term Expires 2011 1. U.S. Senator Ted Stevens Memoriam P 3 2. Senior Leaders Conference Proclamation P 4 Vanta Shafer B. City Manager's Report Council Member C. Mayor Report Term Expires 2011 D. Other Reports and Presentations 1. Presentation by Sales Representative Sheila Berm re: Novinium Marianna Keil Injections, product to inject into underground power lines. Council Member Term Expires 2010 7. PUBLIC HEARINGS - None Linda Amberg 8. UNFINISHED BUSINESS — None Council Member Term Expires 2010 9. NEW BUSINESS A. Resolutions Phillip Oates City Manager *1. Resolution 2010 -077, Authorizing The City Manager To Accept A 2009 Assistance To Firefighters Grant In The Amount Of $69,909 And Jean Lewis Contribute The Required Grant Match Of $3,679 For The Purchase Of City Clerk New Mobile And Portable Radios, Flow Testing Equipment For Self - Contained Breathing Apparatus And Training, And Appropriating Cheryl Brooking Funds Pg 5 City Attorney City of Seward, Alaska Council Agenda August 23, 2010 Page 1 i B. Other New Business Items *1. Approval of the August 9, 2010 special and regular meeting minutes Pg. 12 2. Discuss and approve the tentative timeline and procedure for the hiring process for the City Clerk position Pg. 21 3. Discuss a trade mission to Seoul Korea in October 2010...Pg. 27 10. INFORMATIONAL ITEMS AND REPORTS (No action required) A. City Quarterly Budget Report ending June 30, 2010 Pg. 30 B. Providence June Financials Pg. 88 C. City Clerk Records Management System Project Update Pg. 90 D. Mayor Dunham letter to Superintendent Mow re: Mary Lowell Center Pg. 100 E. Mayor Kim Chung -Seog from Yeosu Korea letter to Mayor Dunham Pg. 102 11. COUNCIL COMMENTS 12. CITIZENS' COMMENTS [5 minutes per individual - Each individual has one opportunity to speak.] 13. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZENS' COMMENTS 14. ADJOURNMENT City of Seward, Alaska Council Agenda August 23, 2010 Page 2 �. . 4 - r -,: .a _v;, .,& a•r,..o- ..s. e,n .[ ,..�i,::..- A': : }h t -.E .... ,::4: __ y 1. , 3 1. S1 Senator Ted Stevens 111 Memoriam ,, November 18, 1923 - August 9, 2010 The Seward City Council is gathered together in memoriam to honor United States Senator Ted Stevens. i 4 r - As the longest serving Republican in the United States Senate, ' ' Stevens relentlessly fought for Alaska, and many attributes In I Seward are due to his tenacity and fervor. Items such as the' " ,; #. Japanese Creek Levee, the Alaska SeaLife Center, the Seward ip , h Small Boat Harbor Expansion, the Long Term Care Facility, I; L s a A VTEC and its Marine Technical Training programs, and fi 4 . ' Waterfront Park have been affected profoundly because of Ted t ' , Steven's efforts. A senator for over forty years, Stevens funneled billions of federal dollars to Alaska, and was instrumental in the formation i ` of the country's 49th state. His footprint can be seen all over , Alaska, and Seward is no exception. p y � The Seward City Council is saddened to hear of this a .' tremendous loss to his family, to our state, and to our country. A , ' $ We hereby present this Special Recognition in Memoriam to P ' '' '' ,, , the f�rnily and extend our most sincere condolences. '4 k Dated this 23'd day ofdugust, 2010. s e- r »Fr' ~ , *l - ._ __- _ Willard E. Dunham, Mayor of Seward ' WELCOME TO SEWARD The Alaska Army National Guard is having their Senior Leaders Conference in Seward on August 30 through September 2, 2010. The purpose of the Senior Leaders Conference is to provide an environment for senior leaders of the Alaska Army National Guard to gain senior commander's philosophy and vision, review current operational missions, and develop an understanding between current operations and past operations. Please accept this as an official welcome from the City of Seward. We are honored our city was chosen to be your hosts during your conference. Dated this 23` Day of August, 2010. Mayor Willard E. Dunham City of Seward, Alaska f A , jf F, y of sett. , : 4 1-' , r Sponsored by: Oates CITY OF SEWARD, ALASKA RESOLUTION 2010 -077 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ACCEPT A 2009 ASSISTANCE TO FIREFIGHTERS GRANT IN THE AMOUNT OF $69,909 AND CONTRIBUTE THE REQUIRED GRANT MATCH OF $3,679 FOR THE PURCHASE OF NEW MOBILE AND PORTABLE RADIOS, FLOW TESTING EQUIPMENT FOR SELF - CONTAINED BREATHING APPARATUS AND TRAINING, AND APPROPRIATING FUNDS WHEREAS, in 2009 all departments were asked to be conservative on their budgetary requests for the new two year budgets for 2010 and 2011, and there were insufficient funds available for the purchase of new radios; and WHEREAS, the fire department desires to equip every volunteer with necessary safety equipment and develop the capability to test equipment in -house which will save money and provide more timely testing of equipment; and WHEREAS, the Seward Fire Department, applied for and was awarded a 2009 Assistance to Firefighters Grant in the amount of $69,909.00 with a required 5 % match: $3,679.00; and WHEREAS, these funds will be used to purchase new mobile and portable radios that will meet FCC requirements and are ALMR capable, and purchase an air -flow testing unit and laptop computer to conduct flow -tests on the self - contained breathing apparatus. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The City Council authorizes the City Manager to enter into an agreement with the Federal Emergency Management Agency, Division of Homeland Security, in the form of the2009 Assistance to Firefighters Grant, as attached hereto. . Section 2. The City Council authorizes the City Manager to accept grant funds in the amount of $69,909 to account no. 851- 8510- 4680 -0100, to contribute the required matching funds of $3,679 from the City's General Fund account no. 101- 0000 -3071- 0851, and to appropriate the total amount of $73,588 to account no. 851- 8510 -5460. Section 3. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the city of Seward, Alaska, this 23` day of August, 2010. Council Agenda Statement Meeting Date: August 23, 2010 f . of sett Thru: Phillip Oates, City Managerk, ~ �� r From: David Squires, Fire Chief gtgsKP Agenda Item: Accepting the 2009 Assistance to Firefighters Grant award for Fire Operations and Firefighter Safety BACKGROUND & JUSTIFICATION: The Seward Fire Department applied for and has been awarded a 2009 Assistance to Firefighters Grant (AFG) to: upgrade our ALMR - capable mobile and portable radios; purchase test equipment and a laptop computer to measure the air flow rates for our self - contained breathing apparatus (SCBA); and pay for training to conduct air flow testing. The total project cost is $73,588 which includes a 5% match of $ 3,679. The 95% granted amount total is $69,909. Seward Fire Department received AFG grants in both 2006 and 2008. These funds significantly increase the ability of the Fire Department to keep our volunteers safe and healthy. So far in the 2009 grant year, we are one of only 12 fire departments in the State of Alaska to receive this AFG grant funding. INTENT: Accept the 2009 Assistance to Firefighters Grant funds to purchase mobile and portable radios and SCBA air flow testing equipment. CONSISTENCY CHECKLIST: Where applicable this resolution is consistent with: • Compliance with NFPA, NIOSH and OSHA guidelines and standards. • Comprehensive Plan • Strategic Plan FISCAL NOTE: Major funding will be from the 2009 Assistance to Firefighters Grant award in the amount of $69,909. Matching funds (5 %) $3,697.00 will be allocated from General Fund reserves. Approved by Finance Department: ` RECOMMENDATION: City Council approve Resolution 2010- D77authorizing the City Manager to accept the 2009 Assistance to Firefighters Grant funds in the amount of $69,909.00 and appropriating the required matching funds for the purchase of new ALMR capable radios, SCBA testing equipment and training on such equipment. Panel Review Page 2 of 6 U. S. beparimenl of Homeland Security Washington. D.C. 20472 �1 FEMA , °�'�YD SEG Mr. David Squires City of Seward Fire Department 316 4th Avenue Seward, Alaska 99664 -0167 Re: Grant No.EMW2009 -FO -11029 Dear Mr. Squires: On behalf of the Federal Emergency Management Agency (FEMA) and the Department of Homeland Security (DHS), I am pleased to inform you that your grant application submitted under the FY 2009 Assistance to Firefighters Grant has been approved. FEMA's Grant Programs Directorate (GPD), in consultation with the U.S. Fire Administration (USFA), carries out the Federal responsibilities of administering your grant. The approved project costs total to $73,588.00. The Federal share is 95 percent or $69,909.00 of the approved amount and your share of the costs is 5 percent or $3,679.00. As part of your award package, you will find Grant Agreement Articles. Please make sure you read and understand the Articles as they outline the terms and conditions of your grant award. Maintain a copy of these documents for your official file. You establish acceptance of the grant and Grant Agreement Articles when you request and receive any of the Federal grant funds awarded to you. By accepting the grant, you agree not to deviate from the approved scope of work without prior written approval from FEMA. If your SF 1199A has been reviewed and approved, you will be able to request payments online. Remember, you should request funds when you have an immediate cash need. If you have any questions or concerns regarding the awards process or how to request your grant funds, please call the helpdesk at 1 -866- 274 -0960. Elizabeth M. Harman Assistant Administrator Grant Programs Directorate 7 htt ps:// eservices. fema. gov/ FemaFireGrant /firegrant/jsp /fire_admin /awards /spec /view awar... 8/17/2010 Panel Review Page 3 of 6 Agreement Articles SU:) Department of Homeland Security FEMA U.S. Depa Washington, D.C. 20472 AGREEMENT ARTICLES ASSISTANCE TO FIREFIGHTERS GRANT PROGRAM - Operations and Safety program GRANTEE: City of Seward Fire Department PROGRAM: Operations and Safety AGREEMENT NUMBER: EMW- 2009 -FO -11029 AMENDMENT NUMBER: TABLE OF CONTENTS Article I Project Description Article II Grantee Concurrence Article Ill Period of Performance Article IV Amount Awarded Article V Financial Guidelines Article VI Prohibition on Using Federal Funds Article VII GPD Allocations Article VIII Financial Reporting Article IX FEMA Officials Article I - Project Description The purpose of the Assistance to Firefighters Program is to protect the health and safety of the public and firefighting personnel against fire and fire - related hazards. After careful consideration, FEMA has determined that the grantee's project submitted as part of the grantee's application, and detailed in the project narrative as well as the request details section of the application - including budget information - was consistent with the program's purpose and worthy of award. Therefore, the grantee shall perform the work described in the approved grant application as itemized in the request details section of the application and further described in the grant application's narrative. These sections of the application are made a part of these grant agreement articles by reference. The grantee may not change or make any material deviations from the approved scope of work outlined in the above referenced sections of the application without prior written approval from FEMA. Article II - Grantee Concurrence By requesting and receiving Federal grant funds provided by this grant program, the grantee accepts and agrees to abide by the terms and conditions of the grant as set forth in this document and the documents identified below. By receiving funds under this grant, grantees agree that they will use the funds provided through the Fiscal Year 2009 Assistance to Firefighters Grant Program in accordance with these Articles of Agreement and the program guidelines provided in the Fiscal Year 2009 Assistance to Firefighters Grants program guidance. All documents submitted as part of the application are made a part of this agreement by reference. https: / /eservices. fema. gov /FemaFireGrant /firegrant/jsp /fire_admin /awards /spec /view_awar... 8/17/2010 3 Panel Review Page 4 of 6 Article III - Period of Performance The period of performance shall be from 23- JUL -10 to 22- JUL -11. Article IV - Amount Awarded The amount of the award is detailed on the Obligating Document for Award attached to these articles. Following are the budgeted estimates for each object classes of this grant (including Federal share plus grantee match): Personnel $0.00 Fringe Benefits $0.00 Travel $2,000.00 Equipment $71,088.00 Supplies $0.00 Contractual $0.00 Construction $0.00 Other $500.00 Indirect Charges $0.00 Total $73,588.00 NEGOTIATION COMMENTS IF APPLICABLE (max 4000 characters) The new request is for 6 not the 5 indicated in the initial application. The request for a Fit Tester at $9,615 was not approved and has been removed from the application because your department has already made this purchase. Therefore, they have recommended the award at this level: Total budget: $73,588.00 Federal share: $69,909.00 Applicant share: $3,679.00 Article V - Financial Guidelines The grantee and any subgrantee shall comply with the most recent version of the Administrative Requirements, Cost Principles, and Audit Requirements. A non - exclusive list of regulations commonly applicable to FEMA grants are listed below: A. Administrative Requirements 1. 44 CFR Part 13, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments 2. 2 CFR Part 215, Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals, and Other Nonprofit Organizations (OMB Circular A -110) B. Cost Principles 1. 2 CFR Part 225, Cost Principles for State, Local, and Indian Tribal Governments (OMB Circular A -87) 2. 2 CFR Part 220, Cost Principles for Educational Institutions (OMB Circular A -21) 3. 2 CFR Part 230, Cost Principles for Nonprofit Organizations (OMB Circular A -122) 4. Federal Acquisition Regulations (FAR), Part 31.2 Contract Cost Principles and Procedures, Contracts with Commercial Organizations hops : / /eservices.fema.go v/FemaFireGrant/firegrant/ jsp /fire_admi n /awards /spec/view_awar... 8/17/2010 9 Panel Review Page 5 of 6 C. Audit Requirements 1. OMB Circular A -133, Audits of States, Local Governments, and Nonprofit Organizations Article VI - Prohibition on Using Federal Funds Recipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of the enactment, repeal, modification or adoption of any law, regulation or policy, at any level of government, without the express prior written approval of FEMA. Article VII - GPD Allocations The recipient agrees that all allocations and use of funds under this grant will be in accordance with the FY 2009 Assistance to Firefighters Grant Program guidance and application kit. Article VIII - Financial Reporting The grantee must complete an on -line, semiannual financial status report to meet FEMA requirements. Semiannual financial reports are due within 30 days of the end of every six month period for the life of the grant. At the end of the performance period, or upon completion of the grantee's final program narrative, the grantee must complete an on -line final financial status report that is required to close out the grant. If a grantee's performance period is extended beyond the initial 12 -month period, a periodic performance report is due every six month increment until closeout. Article IX - FEMA Officials Program Officer: Tom Harrington is the Program Officer for the Assistance to Firefighters Grant Program. The Program Officer is responsible for the technical monitoring of the stages of work and technical performance of the activities described in the approved grant application. Grants Assistance Officer: Jane Early is the Assistance Officer for this grant program. The Assistance Officer is the Federal official responsible for negotiating, administering, and executing all grant business matters. Grants Management Division POC: The Grants Management Specialist shall be contacted to address all financial and administrative grant business matters for this award. If you have any questions regarding your grant please call ASK -GMD at 866- 927 -5646 to be directed to a specialist. https: / /eservices. fe ma.gov/Fe maFireGrant/firegrantJjsp/ fire _admin /awards /spec /view_awar... 8/17/2010 d 0 Panel Review Page 6 of 6 FEDERAL EMERGENCY MANAGEMENT AGENCY OBLIGATING DOCUMENT FOR AWARD /AMENDMENT la. AGREEMENT NO. 2. AMENDMENT 3. RECIPIENT NO. EMW- 2009 -FO -11029 NO. A. TYPE OF 5. CONTROL NO. 92 6000086 ACTION W468977N 0 AWARD 6. RECIPIENT NAME AND 7. ISSUING OFFICE AND ADDRESS 8. PAYMENT OFFICE AND ADDRESS ADDRESS Grant Programs Directorate FEMA, Financial Services Branch City of Seward Fire 500 C Street, S.W. 500 C Street, S.W., Room 723 Department Washington DC, 20528 -7000 Washington DC, 20472 316 4th Avenue POC: Jane Early Seward Alaska, 99664-0167 9. NAME OF RECIPIENT PHONE NO. 10. NAME OF PROJECT COORDINATOR PROJECT OFFICER 9072243445 Tom Harrington PHONE N David Squires 1 8fi6- 274 -0960 11. EFFECTIVE DATE OF 12. METHOD OF 13. ASSISTANCE ARRANGEMENT 14. PERFORMANCE PERIOD THIS ACTION PAYMENT Cost Sharing From:23 -JUL- 23-JUL-10 SF -270 10 To:22JUL•11 Budget Period From:01 -OCT- To:30- SEP -10 09 15. DESCRIPTION OF ACTION a. (Indicate funding data for awards or financial changes) PROGRAM NAME CFDA NO, ACCOUNTING DATA PRIOR AMOUNT CURRENT CUMMULATIVE ACRONYM (ACCS CODE) TOTAL AWARDED THIS TOTAL AWARD NON - XXXX- XXX- XXXXXX- XXXXX• AWARD ACTION FEDERAL XXXX- XXXX -X + OR ( -) COMMITMENT AFG 97.044 2 0 1 0- M9- 3120GF- 25000000 - $0.00 $69,909.00 $69,909.00 $3,679.00 4101 -D TOTALS $0.00 $69,909.00 $69,909.00 $3,679.00 b. To describe changes other than funding data or financial changes, attach schedule and check here. N/A 16a. FOR NON - DISASTER PROGRAMS: RECIPIENT IS REQUIRED TO SIGN AND RETURN THREE (3) COPIES OF THIS DOCUMENT TO FEMA (See Block 7 for address) Assistance to Firefighters Grant recipients are not required to sign and return copies of this document. However, recipients should print and keep a copy of this document for their records. 16b. FOR DISASTER PROGRAMS: RECIPIENT IS NOT REQUIRED TO SIGN This assistance is subject to terms and conditions attached to this award notice or by Incorporated reference in program legislation cited above. 17. RECIPIENT SIGNATORY OFFICIAL (Name and Title) DATE N/A N/A 18. FEMA SIGNATORY OFFICIAL (Name and Title) DATE Jane Early 22- JUL -10 I Go Back https: / /eservices. fema .gov /FemaFireGrantlfiregrant/j sp /fi re_admin /awards /spec /view_awar... 8/17/2010 1 City of Seward, Alaska City Council Minutes August 9, 2010 Volume 38, Page CALL TO ORDER The August 9, 2010 Special Meeting of the Seward City Council was called to order at 5:00 p.m. by Mayor Willard E. Dunham. OPENING CEREMONY City Manager Phillip Oates led the pledge of allegiance to the fl e ROLL CALL There were present: Bob Va 0 :f Willard E. Dunham presiding and Jean son Linda Amberg V. afer Tom Smith comprising a quorum of the Council; and Phillip Oates, City Manag Jean Lewis, City Clerk Cheryl Brooking, City Atto ABSENT — None (Council member Shaf _ < riff e in at 1S p.m. r fter the motion to go into Executive Session was made) CITIZENS' A T ' .. • NY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FORPU: - APP ® L OF AGE PN , � Motion .rson /S �� �s Approve the Agenda Motion Passe' Unanimous NEW BUSINESS EXECUTIVE SESSION Motion (Smith/Bardarson) Go Into Executive Session to meet with the City Attorney on potential litigation resulting from proposed changes related to Title 7. .t. City of Seward, Alaska City Council Minutes August 9, 2010 Volume 38, Page Keil objected to going into executive session for this reason and thought it may not be legal. Bardarson thought the point was to listen to what the attorney had to say and if all agreed, council could come out of executive session and make a statement if council wished. City Attorney Cheryl Brooking answered that the reason stated was certainly a legal meeting. Ativ Motion Passed Unanimous Council went into executive session at 5:15 p.m. Council came out of executive session at 5:40 p.m. COUNCILS' COMMENTS - None CITIZENS' COMMENTS — None s Ron Long clarified that the emails ” 'er during the , � oda approval discussion came from the State, not him. COUNCIL AND ADMINISTRATION 1 , a IZENS COMMENTS None ADJOURNMENT g ',, The meeting wa y i " ourne' 5:42 p. F Jean Le CMC ,- ` Willard E. Dunham City Mayor KY. (City Seal) , 1 3 City of Seward, Alaska City Council Minutes August 9, 2010 Volume 38, Page CALL TO ORDER The August 9, 2010 regular meeting of the Seward City Council was called to order at 7:00 p.m. by Mayor Willard E. Dunham. OPENING CEREMONY Police Chief Tom Clemons led the pledge of allegiance to the flag t ROLL CALL �� There were present: gar • Willard E. Dunham presiding and Jean W€ie son Vanta Shafer To so're' .. ith Bob Valdatta comprising a quorum of the Council; and Phillip Oates, City Manager Jean Lewis, City Clerk Cheryl Brooking, City Atto ABSENT — Linda Amberg CITIZENS' COM M S ON Y SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEA Shane ,e; local 451kter, was in support of the library museum project and wanted the council to y c - - ,,wou4gtolocal hire from the successful bidder. He was heartbroken to see that ° s could n ® k on ` "recent AVTEC project. He knew most of these were out of town co.ractors, but w a" to see a certain amount of local hire on those jobs. Hand stated he would 10 •to work on * new library /museum project. He had bought land in Seward and said locals on =the S ob benefitted'the community economically. Mary Bailey, spoke of the dead end stop by the fish ditch and wanted a footbridge installed somewhere by the culvert. She stated traffic didn't seem to understand dead ends and she was concerned about people falling in the creek underneath 4 Avenue. She hoped to continue enjoying watching otters roam in the area. Maureen Morales said the rate at the utilities to have the water capped for the winter was exorbitant, and thought the fee hike of 500% was unfair. She wanted to know why that decision to raise rates that high was made without notification. City of Seward, Alaska August 9, 2010 City Council Minutes Volume 38, Page Chris Goodwin, worked as a deckhand, paid property taxes, bought locally, and spent a lot of money within the community. After working a long hard season, he felt he should be able to leave Seward for a spell in the winter, and always shuts off his water to avoid damage. He said instead of a $35 rate to cap water, it was now raised to $250. He totally disagreed with the rate hike. Goodwin stated he needed to turn off the water and blow out the pipes in the winter to avoid pipes bursting and doing a lot of damage. On top of the utility bill and the oil bill, this rate increase was excessive. He would now have to have someone check his house more often, and would rather use the $250 towards his vacation. APPROVAL OF AGENDA AND CONSENT AGENDA Motion (Keil/Bardarson) Approval of Agenda a44fonsent Agenda Resolution 2010 - 076 was moved up in the agenda to allow ors from Anchorage to d riv e back. Motion Passed Un° `' �Q The clerk read the following approved consent agenda items T The July 12 and July 26, 2010 Regular9 : r s eeting 5 27 and g �nutes and the July August 2, 2010 Special Meeting Minutes re A . �a d. SPECIAL ORDERS, PRESENTATIONS m 'REPORTS Proclamations and Awards A Proclamatioj4k,Re4#1nrin' $ The U.S. Coast Guard's 220 Years Of Service. The Grath Court, Cerr Of The Amaranth, State Of Alaska Were Welcomed To Seward. .Borough Assembly eport. Borough Assembly Representative Sue McClure stated she was oif the dissenting side put the manager form of government on the ballot. Another ballot issue would be bo rding for th ere- roofing of 11 schools in the district, which Seward Elementary was one of. This issuer wa s also eligible for some federal reimbursement. She mentioned the capital improvement pr-o ect of paving would begin soon on. Bruno and Stoney Creek road in Questa Woods. Portions of Borough public land would be available for bid and she noted the redesigning governance for Central Peninsula Hospital was a hot item, with lots of public input. They were down to two options to be presented to the Kenai Peninsula Borough Assembly. In response to Valdatta, McClure mentioned there was a gentleman on the other side of the Peninsula who canned salmon and sent them overseas to serviceman if anyone wished to donate money or salmon for. NOW City of Seward, Alaska City Council Minutes August 9, 2010 Volume 38, Page Police Chief Tom Clemons spoke with the Colonel of the Alaska State Troopers about the recent assault of a young lady in the community, and he wanted the public to be assured this incident was being taken seriously, all resources were being used, and that they were confident this would result in closure. He explained the investigation was ongoing and needed to be kept closed at this time. City Manager's Report, City Manager Phillip Oates stated the following purchases had been approved between $10,000- 50,000 since the last Council Meeting: • The Public Works department purchased a Sewer Jet for $35,00 approved by council and finished the electrical wet well upgrades which . d payment to Service Electric for $11,350.18. "ors • A purchase order had been issued to M.L. Foster f. -x,000 to comp' se wastewater system assessment. i Oates announced the Library had new on -line se - %i pc . web -based catalog that could be accessed from home, and thousands of audio books, EL i .- 4r ds books, interactive games and music available for download. The Harbor was preparing to s. k pounded boats and continued to work with URS engineers to prepare bid doc • is for the i 0 �:on of Z float. The 870' linear section of float would be installed this wiA ves •the summer of 2011. Oates reported the Planning & Zoning Commissi'- had l; a ` 4400dplain variance to construct an aircraft hangar at the Seward airport, approv and . -, working on ordinance updates to the Sign Code and Wind Energy Con r :pion syst e announced the next organizational meeting for the navigability summit woul ..� � St 11, 2' g in Cooper Landing. Oates stated representatives from the United Metho o ' 's Divisi1Z;visited and reaffirmed their commitment and responsibility to the W Rehab_ cation andt =e Center building. Oates notified tha Rast ' gtdr4Wilding relocation was moving forward, with waterline design and stogy pe to relo°* and the foundation design were all being worked on. He had forwarded e tiity,y1 atio federal road and sidewalk earmarks to the Department of Transp on, ency4 "lairs to sidewalks continuing as weather permitted. A corn . ed sewer lin 3 rd Ave was being investigated and council would be apprised of proje s pe and cos Ati is was likely to lead to an emergency repair contract. In response to ° stions by Keil, Oates stated the system still had to be maintained while people were g -or he winter. Public Works was examining putting a pedestrian bridge in at the culvert. Oates reminded the maintenance and operating agreement with Seward Ships Drydock was extended for a year, and staff was in the process of deciding if the coating work was being done properly. City Attorney Report. City Attorney Cheryl Brooking re capped their involvement from the period of March 21 through July 20, 2010. Their office had provided advice on many different areas, worked on contracts and resolutions, completed the quiet title action on the lots at the Two Lakes property, which was recorded. They answered questions, and filed a declaration of taking on Tract B for the levee road project. They also provided assistance on unpermitted floodplain appeals, s ,te 1 0 City of Seward, Alaska August 9, 2010 City Council Minutes Volume 38, Page contract negotiations, and worked with utility easements and collective bargaining questions. She mentioned that ongoing litigation with Resurrection Bay Conservation Alliance and the Trustees' brief was due August 20, 2010. The issue now was $130,000 in attorney fees. Brooking noted Mayor Dunham recently sent a letter to municipalities around Alaska, asking for assistance since this case was being used as a test case to sue other municipalities. Mayoral Report, Mayor Willard Dunham was proud of the student exchange program with Obihiro, Japan and mentioned how positive it was. He thanked all the eople in town who volunteered each year to house our foreign guests and make their time he ; :ecial. He spoke of the reception by the Calista Corporation and how he went to every boo, 1., ' am stated as he made the rounds, he was amazed how many of the twelve companies i 3)10.s in Seward. All comments were positive and he was proud of Seward. They me i ti ) - d likin . .grades around town, and appreciated the upgrades in the harbor. He spoke o0Y e shipping o e w 'ties and was excited the Wada Memorial Association weekend was CO ens. ogether. Dunha it was a gift for the town to have so many professors working o 1p ging �:� g in i ether. �- ' Dunham informed the public he had appointed " �€ oc Committee of three council N members after a work session on land policies and lease pro � He appointed; Vanta Shafer, Tom Smith and Marianna Keil, to study and .. t city lands ' ld possibly be put up for sale. organizational meetin Their or would be to . i x i . g g q m an d all meetings would be publicly noticed for community attendance. - .. , r Other Reports, Announcements and �.esentations A Business Gap Analyse was given by I EDD Director John Torgerson and VISTA Employee Tom Sloan.;, PUBLIC HEARING - Na, NEW BUSINE Resol 2010 -076 A ut orizing The City Manager To Enter Into A Sole Source Contract With : ch Electric,sociation To Repair The Transmission Line And To Spend Up To $1,500,00 , . or The To Project And Appropriating Funds. Motion (Bard /Shafer) Approve Resolution 2010 -076 Oates pointed out Brad Evans and Bill Bernier of Chugach Electric Association were present in the audience in case there were any questions. Oates thought this was a good news resolution and wished he had thought of it himself. He stated this was the Mayor's initiative to see if there were any mutual aid agreements the City had with Chugach. The City had an opportunity to repair transmission line damage from Mile 18 to 37 at a significant cost savings. Oates said the city owned the transmission line and it posed an imminent threat to the utility. Chugach would charge the city at cost and the city code allowed for this. Funding would come out of the electric fund, and he urged approval to complete work before the onset of winter. 4 City of Seward, Alaska City Council Minutes August 9, 2010 Volume 38, Page Amendment (Bardarson/Keil) Change the Title and Section 1 to read; "$1 million dollars" instead of $1.5 million dollars. Amendment Passed Unanimous Main Motion Passed Unanimous Resolution 2010 -073 Authorizing The City Manager To Enter In ' , ' dment Number One With ECl/Hyer Inc. For Professional Design Development Servi , t ;:i ign) For The New Co- Located Library Museum Facility, And Appropriating A' ' - al F x _ of -To- Exceed Three Hundred Thirty Six Thousand Six Hundred Thirt en Dollars''v*,37) Motion (Bardarson/Keil) A . . ye Reso ;on 2010 -073 Oates stated this was for professional design servi' , % design for an amount not to exceed $336,637. This would be amendment number one ' mad I yers' contract. He noted the items that were included with this amendm*d said fund w oad be used from the State of Alaska money. Motion Passed U nanimous Council recessed at 8:30 p. Council resumed at 8:3701. 3 Resolution 2010 -074, ` , rizi e ire Department To Conduct Live Fire Evolutions During The 2010 Fire Co g - v nce OnA`Structure Located At Sixth And Adams On The New Library/Museum S Motion (trdarson/ Approve Resolution 2010 -074 ®. d reported t V lowed live fire evolutions on the blue building at the corner of 6 and Adams w e the new ary /museum would be built. He stated it was a cost effective way to demolish the bu d would also give the fire department some training. He noted the city must still satisfy the ., - -o: `from DEC, and this was the intent to provide notice that the structure would be burned down during the fire conference the end of September. Fire Department Chief Dave Squires stated they would have the first fire, then light small fires inside to put out. Then they would most likely have larger fires the next day. Squires stated they would not do this if there was inclement weather, and that they would comply with state laws to take out obvious hazards and toxics. Motion Passed Yes: Keil, Shafer, Smith, Bardarson, Dunham 13 City of Seward, Alaska August 9, 2010 City Council Minutes Volume 38, Page No: Valdatta Resolution 2010 -075, Approving Amendment No. 22 to the contract with Kent Dawson Company, Inc. for state lobbying services to include services for SAAMS' Lease And Operation Of The Alaska Sealife Center And Appropriating An Additional $18,000 To The Contract. Motion (Keil/Shafer) Approve Resolution W-075 Oates stated the Alaska Sealife Center had a contract with Daws©sb' had cancelled it from because of financial troubles. The continued to use Mr. Dawson si a` `e ?,- . es, but it was not proper to use his services without paying for them. The city would py $18 J 6: compensate Mr. Dawson for the rest of this year and through 2011, and would O ice for $300 4 uarter. Oates thought this reduced the administration burden for Mr. Daws`and kept the City . @ ° ®ska Sealife Center a strong entity and committed together.Y Keil thought this was good for the City and the Ara* life Center. Oates stressed the "Gag Law" prop the ballots d absolutely crush the city of Seward. Dawson advised the city and wor a s for th ci y. He had access to the right people and if prevented, the City of Sewart.° ould Motion Passed , ' f u g Unanimous OTHER NEW BUSINE Discussed Condemnatro . Proce d s. Councilmember Shafer was discouraged the city could not make certain property owners maintain dilapidated ib it ,ings 'and wnted to know how the city could enforce owners to comply. ff , Fire Chief D 4 id Squires briefed the council on a memo he wrote on condemnation proceditti Discussion sued about two properties in particular and Fire Chief Squires would investiga e d send lett s =from the city. Deborah Alte � �' � rniatand Daniel Oliver were unanimously appointed to the Port and Commerce Advisory Board"for a term to expire July 2013. INFORMATIONAL ITEMS AND REPORTS (No action required) Two letters to Qutekcak Native Tribe, re: WADA planning and attendance. Three letters written to Senator Begich, Senator Murkowski, and Representative Young about the Lowell Canyon Diversion System. City of Seward, Alaska City Council Minutes August 9, 2010 Volume 38, Page COUNCIL COMMENTS Shafer wanted local preference on construction if the city could and listened to City Attorney Brooking explanation on what could and couldn't be done in the name of "local hire." Shafer also thought putting in the footbridge was a good idea. Smith wanted to look at the cost of capping the water again. Keil wanted to see as much local hire as the city possibly could. ,TT; Bardarson liked the footbridge idea and noted the culinary ®is� i � � r ��� d be opening soon at AVTEC. ®�` Dunham wished the Chamber of Commerce go• . : -. on the upcomi f er Salmon Derby scheduled for this coming Saturday. He notifie d,„ e had Qlo posed a letter�o the National Park Service about the demolition of the Solly's buildin. � ' flirted Seward had a new pastor at St Peters Church who was here from Wrangell and Pal ° d a eminded people of the 100 -year celebration on the Catholic Church. Dunham strongly urge. -! , -, to vote "NO" on the Gag Law. CITIZENS' COMMENTS Sue McClure was concerned about " :~ Tits arid ' ted people to call if the saw lights were out. She encouraged the city to fix the o awe they were called in. COUNCIL AND ADM l RA N RES TO CITIZENS' COMMENTS - None ADJOURNMENT The meeting wa ado at 9:15 p.m. z x r �f r - Jean Levu CMC Willard E. Dunham City Clerk Mayor (City Seal) Memorandum Date: August 23, 2010 °� sets, vI To: Mayor Dunham, City Council Members qA� From: Jean Lewis, City Clerk _ Subj: City Clerk hiring process Because of the impending retirement of City Clerk, Jean Lewis at year's end, attached is the tentative timeline and procedure for the hiring process for the City Clerk position. The City Council could elect to promote from within the department, but this proposed procedure not only preserves the option of hiring from within, but provides the public the opportunity to apply and to make sure the Council and community find the most qualified individual. This is a contract position that works directly for the Seward City Council. This process would incur advertising costs. It is being proposed the city council accept the retirement of Jean Lewis by resolution at the September 13, 2010 meeting, contingent on the completion of 30 years of state and city service, for a date certain to be announced later (December or January). This gives well over the 60 days termination notice that must be given as stated in the employment agreement between the City of Seward and Jean Lewis. This resolution acceptance would start the hiring process for a smooth transition. The city clerk job description and position announcement to be advertised are also attached for your review. Li CLERK HIRE TIMETABLE AUGUST SEPTEMBER OCTOBER 13 Meeting (Oct 1 -13 Applications Distributed to council) 23 Meeting -- Discuss and approve the schedule and process for hiring the new City — Accept Lewis retirement resolution contingent 11 th -- Election results Clerk position. on 30 -yr. date in December /January. - -ES held to go over clerk applications. -- Announce who will be interviewed. (Advertise position Sept 1 through Sept 30) . 25 - -6:00 work session to conduct interviews - -ES during regular meeting to hire. - -Come out of ES and announce new city clerk selection depending upon successful salary negotiations. -- Appoint Mayor or committee to negotiate salary. NOVEMBER DECEMBER JANUARY 8 -- Resolution to accept _X_ as - -New clerk holds interviews and hires Deputy 10 -- Council resolution to approve Deputy new city clerk upon retirement of Lewis to begin January 2011. hire. and approve employment agreement. (if applicable) (if applicable) * *Advertise Deputy Clerk position (11/15 — 12/6) ** Note: If Deputy Clerk Johanna Dollerhide was not hired, there would be no need to hire a deputy, and the person hired as the new City Clerk would have a 2 -month wait before they would take over the City Clerk position, depending on exact date of Lewis' departure. City of Seward POSITION ANNOUNCEMENT City Clerk The City of Seward is seeking applications for the position of City Clerk. Salary is DOE. This position works directly for the City Council and prepares agenda packets; attends meetings and keeps records of proceedings; administers oaths and attests Mayor and City Manager signatures on documents; serves as parliamentarian; performs legal research; publishes all legal notices regarding council and board actions as required by law; establishes office policy; administers, coordinates and supervises elections for the City, Borough, State, and Federal elections; composes resolutions and ordinances for approval; provides for the codification and indexing of city ordinances; administers business permitting and licensing programs; and prepares and monitors the department's budget. The City Clerk supervises the records management for the city and authenticates records as necessary. The City Clerk supervises employees within the City Clerk department which includes the responsibilities of training, hiring, firing, evaluating performance and disciplinary actions. Must have a bachelor's degree in business administration or public administration, or an equivalent combination of experience and training displaying at least five years of high level administrative or management experience requiring independent judgment and initiative, preferably in the area of municipal government. Must have good organizational and grammar skills. Certification as a Certified Municipal Clerk (CMC) is preferred. Must be familiar with state and local legislative and election procedures. Send resume and a cover letter describing your qualifications and desire for the job, to the City Clerk's Office, City of Seward, P.O. Box 167 Seward, AK 99664 -0167 by 5:00 p.m. Thursday, September 30, 2010. Interviews would be October 25, 2010, with the position to be filled and begin January 2011. Published: Seward Phoenix Log, Touchstone, AK Business Journal, Anchorage Daily News, IIMC newsletter Posted: U.S. Post Office Harbormaster Office City Hall bulletin board City of Seward Job Description t of sFiq Job Title: City Clerk q�A y�P Range: Unclassified Salary: Established by Council Department: City Clerk Approved by: Reports to: City Council Date: July 1, 2010 Supervises: All positions in the department Summary: This is an appointed position reporting directly to the Mayor and City Council. Appointee performs all duties and assumes all responsibilities as required by State law, the City Code, and the Charter of the City of Seward and works with the broadest level of independence with only guidelines established for final results. Essential Duties and Responsibilities: Responsible for the preparation of all Council agenda packets including drafting of ordinances and resolutions. Maintains a visual presence in the office. Attends all meetings and work sessions of the City Council and keeps the record of its proceedings. Authenticates the record and all documents arising from the meetings. Keeps the Council and the Administration apprized of all items pending before the Council. Serves as Parliamentarian to the Mayor and Council and administration. Supervises the Records Manager. Authenticates records of the City as necessary. Reviews requests for public records and approves or disapproves release of records within the control of the Department. Administers all City elections. Acts as Registrar for the State of Alaska. Coordinates and supervises Election Ballot Counting Center for the City, Borough and State Elections. Trains appointed election workers. Appoints, trains and supervises Canvass Board for City Elections. Acts as chief absentee voting official for State Elections. Performs legal research as requested. Composes resolutions and ordinances for presentation to the City Council. Publishes legal notices regarding City Council actions and meetings as required. Provides for the codification and indexing of all city ordinances. Administers permitting and licensing programs of the City. Prepares and monitors budgets for the City Clerk Department and the Mayor and Council Department. Serves as the City's public information officer. 2 4 City Clerk Job Description Page 2 Administers oaths and affirmations related to municipal matters. Attests to the Mayor's and Manager's signatures on City documents. Maintains custody of the City Seal. Certifies official documents of the City. Composes speeches for the Mayor and Council as requested. Performs other duties required by State law, the City Code of the City Charter, and the City Council. Supervisory Responsibilities: Directly supervises all employees of the City Clerk Department. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include training employees; evaluating performance; rewarding and disciplining employees; planning, assigning and directing work; addressing complaints and resolving problems. Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must have above average organization, proofreading and grammar skills. Education and /or Experience: Completion of a Bachelor's Degree in business administration or public administration or an equivalent combination of experience and training displaying at least five years of high level administrative or management experience requiring independent judgment and initiative, preferably in the area of municipal government. Certified Municipal Clerk (CMC) certification preferred. Must be familiar with state and local legislative and election procedures. Language Skills: Ability to read, analyze and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write speeches and articles for publication that conform to prescribed style and format. Ability to effectively present information to top management, public groups, and the City Council. Mathematical Skills: Ability to work with mathematical concepts such as probability and statistical inference and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. Reasoning Ability: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. City Clerk Job Description Page 3 Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle or feel objects, tools or controls; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stoop, walk, climb or balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift and /or move up to 40 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Public Relations: Public relations shall be an integral part of each employee's job. Employees shall be courteous, helpful and conduct themselves in a manner which is appropriate for an employee in public service. Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. r r Memorandum Date: August 23, 2010 of sett, 44 17 To: Mayor Dunham, City Council Members q�asr� From: Jean Lewis, City Cler Subj: Trade Travel to Korea Mayor Dunham wishes to discuss a trade mission that will take place in October, 2010. The House and Senate leadership will be traveling to Russia and Korea, and have invited Mayor Dunham. Attached is their draft budget and itinerary. Mayor Dunham would not be traveling with the delegation to Russia, but would like to meet them in Seoul Korea to discuss trade issues and the Expo. He is willing to use his miles for the plane fare. Mayor Dunham is out of town, so a more comprehensive explanation and purpose will be given by him during discussion of this topic. A draft of estimated costs is provided below for discussion. • Air Miles from (Anc Korea - -- Sea- - -Anc) Estimated 70,000 miles or 105,000 for business class. Is the same from Anchorage RT as it would be from Seattle RT. ❖ RT perdiem Seward to Anch and back $130 ❖ Meals, hotel for 3 -4 nights $500 ❖ Parking $ 50 ❖ Baggage $100 ❖ Translator? $200 ❖ Gifts? $100 ❖ Ground transportation $100 Total $1180 - -Jean DRAFT BUDGET AND ITINERARY FOR RUSSIAN TRIP Airfare ANC / SEA /ICN /KHV /UUS /VLD /ICN /SEA /ANC (Inc' Visa) $ 2,460.00 Hotels /meals: Seoul $150 /Day, X 3 Khabarovsk $175 /day, X 2 Yuzhno $200 /day, X2 Vlad $175 /day, X2 1.550.00 Per person cost $ 3,860.00 Group Costs: Ground transportation and airport transfers 600.00 Two Translators @ $150 /day for 8 days 1,200.00 Gifts for dignitaries — commemorating visit to RFE 500.00 2,300.00 Total estimated cost $ 6,660.00 Proposed Travel Itinerary Friday, Oct. 8, 735a Depart Anchorage to Seattle on AS 120 at arrive 1154a Depart Sea on Korean Airlines Flt 20 at 240p arr Seoul Sat. 9 Sat. Oct 9 Hotel in Seoul (1 hr drive) check in at 7pm Sun. Oct. 10 — Depart Seoul at 245p arr; Khabarovsk 725p Mon. Oct.11 — Khabarovsk Tues. Oct.12 — Khabarovsk to Yuzhno Depart 8:35pm arr 9:50pm Wed. Oct. 13 — Yuzhno -Sa kha I i nsk Thu. Oct 14 — Yuzhno to Vladivostok Lv. 4pm arr 5:35pm Fri. Oct. 15 — Vladivostok Sat. Oct. 16 — Vladivostok Sun. Oct. 17 — Vladivostok to Seoul Iv. 1pm arr. 120pm (time change) Tues. Oct. 19 —Seoul return to Anchorage 0 REMEMBER CROSSING THE INT'L DATELINE WE JUMP AHEAD 18 HOURS ENROUTE AND LOOSE IT ON RETURN TO U.S. Fri. 8 Oct. ANC SEA AS 120 735a 1154a SEA ICN KE 20 240p 550p Sat 9 Oct. - You loose a day going over the International Dateline Sat 09 SEOUL Sun 10 Oct. ICN KHV XF 245p 245p 725p Mon 11 Oct. KHABAROVSK Tue 12 Oct. KHV UUS HZ 76 835p 950p Wed 13 Oct YUZHNO Thu 14 Oct UUS VLD 400p 535p Sat.16 Oct VLD ICN XF 743 100p 120p Sun.17 Oct Seoul Mon. 18 Oct Seoul Tue. 19 Oct Leave Seoul ICN SEA KE 19 620p arr SEA 12 noon same day Tue. 19 Oct SEA ANC AS 101 330p 544p r 9 City of Seward, Alaska Quarterly Budget Report For the Quarter ended June 30, 2010 We are pleased to provide this budget -to- actual report for the quarter ended June 30, 2010. This data is current as of August 17, 2010. The intent of this report is to provide transparent financial and budgetary information to the public, and to present information in a format that combines narrative and graphical elements, to make it easier to understand. The report includes the following components: 1) the narrative report explains the highlights of financial results for the General Fund; 2) cash balances in all City funds; 3) risk area assessment; and 4) detailed revenue and expenditure /expense reports. This monthly report includes data for the City's General Fund and the Harbor, SMIC, Electric, Water, Wastewater, and Parking Enterprise Funds. We welcome comments from the City Council or the public as to how we may improve this document to make it more useful for timely decision making. The following pages of this report contain information on the major sources of revenue for the General Fund, with a focus on providing historical perspective on the timing of revenues and the City's typical revenue cycle. Revenues are compared on a monthly basis over four years. Revenues are then compared according to major revenue category (taxes, licenses /permits, intergovernmental, charges for services, and miscellaneous) across years, to see whether major revenue sources are increasing or decreasing. And finally, year -to -date revenues are examined to predict whether we can expect to meet budgeted revenue goals. An analysis of expenditures demonstrates the typical pattern of spending during the year. For example, debt service payments are generally made semi - annually (June and October), snow removal costs are higher in the winter, and campgrounds gear up in the Spring. In this analysis, expenditures are compared on a monthly basis, and then by category, showing the trend in costs for each major category (salary, benefits, purchased services, supplies /maintenance, general and administrative, capital and debt, and other). The presentation of this financial information aims to meet the requirements for financial reporting as defined by the Seward City Council in Resolution 2008 -59. If you have questions or require additional information, please feel free to contact finance director Kristin Erchinger at (907)224 -4064, or by e -mail at kerchinger @cityofseward.net. June 2010 Financials as of 8/17/10 1 0 Li GENERAL FUND Analysis of All Revenue Sources 12,000 Graph 1: Revenue Comparison by Month 10,000 a L 20 i ki o 4 �e n ® � a n ;a 1 8 000 ° "�-� � nn� ® Q � ! V - °`� 3[� � � 4 i Q q R � '� .t O .1 z k } s Y e rr v v „'� i .tom s;.- A �. � : F 6,000 ➢ g ^ir r T e:[" r-s ,4: - .+ w,Hvia, 1 — s s - C ' 4,000 4= 4 41' a ,� ' i r I # { 't w ,"w`^- - 1_ - ' ate; ''• I 2,00 _ r...' _ �3:`$ p .. Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec ■ 2006 1 2007 ❑ 2008 1 2009 1 2010 This graph presents the monthly distribution of all revenues of the General Fund, which includes Taxes, Charges for Services, Intergovernmental, Licenses/Permits, and Miscellaneous. The graph highlights the revenue cycle of the General Fund and demonstrates that the majority of General Fund revenues are collected in the second half of the year. Revenues are higher in 2010 through June than in 2009 by $69,414 (2.5%) due to the following: 1) the earlier receipt of some State payments (dispatching and the jail contract) in 2010 than in 2009, resulting in intergovernmental revenues higher by $46,187; 2) higher bed tax revenues by $49,041; 3) a difference in timing of the allocation of interest earnings, resulting in higher investment earnings by $32,870; and 4) higher grant revenues of approximately $74,614. Sales tax collections through June are 1.9% lower than the same period last year, equal to a reduction in revenues of $18,432. However, this is likely due, in part, to the timing of collections. For example, March sales tax collections were lower than in the prior year, yet the Borough reported that first quarter 2010 taxable sales were 4.54% higher than the same quarter in 2009. June 2010 Financials as of 8/17/10 2 e i I .r.rrri..rr The 2010 General Fund budget was prepared based on an anticipated reduction in sales tax revenue of 7.8% compared to the 2009 sales tax budget. However, the 2009 actual sales tax revenues came in well below budget projections, so the 2010 projected sales tax figures may be overly optimistic. When compared with 2009 actual sales tax revenue, the 2010 budgeted sales tax revenue reflects an increase of 6% over 2009 actual sales tax revenue. The following graph aggregates revenues into primary categories. This graph reflects revenues through June for the current year and four prior years. General Fund revenues come primarily from Taxes, Charges for Services, and Intergovernmental Revenues, in that order. This graph shows that through June, revenues are higher in 2010 than in the prior year for all categories except licenses and permits and charges for services. The reduction in licenses /permits reflects taxi permits at 39% of budget and building permits at 40% of budget, with DMV fees coming in just under 50% mid -way through the year. The reduction in charges for services primarily reflects lower project management fees (grant administrative fees) and camping fees through June. Graph 3 - Revenue Comparison by Category - Through June 1,400 1,200 2 800 x H I 600 400 , . 200 ,.. 1 sl r Taxes License/Permits Intergovemment Charges for Misc. Services • 2006 • 2007 ® 2008 • 2009 ❑ 2010 The graph below reflects the percentage of annual revenues which are typically generated within the first six months of the calendar year. The reader should be cautioned against expecting revenues in 2010 to reach 2009 levels, primarily due to the fact that the prior year revenues includes a one -time $1.6 million EXXON Valdez Oil Spill settlement. It would appear in comparison to prior years, as though the annual revenue budget is reasonable and at this time, there is no reason to expect that we will not meet overall budgetary targets in the General Fund. June 2010 Financials as of 8/17/10 3 e-.• Graph 2 - Revenue through June 4.:„., , _ -_ ns O/ of A nnuaJ TntaI Anticipated (budgeted) 12,000 0 _ revenues , ,_ ,,,,,,0„:.:_:.-:-:•-..„,--,, _-_,-,:--„,t,-_,,,,,-,:y--::-.:-:;,,,,':,-- --A-2772:- a -.:- . _. . 10,000, through end of �o� year 8,000 Ir 7,305 8,308 4 6,000 6,167 6,853 4 4,000 k 2,000 � 0 2006 2007 2008 2009 2010 ® Revenue thru June ❑ Revenue after June 0 Remaining Budget ❑ June as % of Annual total June 2010 Financials as of 8/17/10 4 E. 0 0 J GENERAL FUND Analysis of Expenditures The graph below depicts the typical spending pattern of the General Fund. Spending in the General Fund is fairly equally distributed across the year, although slightly less in the early months of the year. Expenditures tend to rise toward the summer with the ramping up of campground operations, and then again at year -end due to snow removal operations and in the past three years, due to adjustments made to account for the State's contributions to PERS on behalf of the City. Graph 4 shows that in comparison to the prior year, overall costs are higher in the General Fund through June than the same period in 2009, by $75,078 or 1.7 %. Higher costs are particularly seen in salary and benefits ($88,385), purchased services ($58,645), supplies /general ($12,621) while lower costs are in interest expense (- $1,615) and capital outlay (- $69,975). In order to weather the potential economic downturn over the next two years, motor pool expenditures were scaled back in the General Fund by 43% for a two -year period, which accounts for the lower costs in the "capital outlay" area. Capital expenditures in 2010 includes the purchase of a new boiler for the City Shop. Graph 4: Expenditure Comparison (by Month) Through June 12,000 -- ^-- —__.__ 10,000 ,, ;. 11 8,000 6 6,000 t 1 K -=1 4,000 . I t , ' 1 I 2,000 1 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec ® 2006 2007 ❑ 2008 ® 2009 O 201 f Graph 5 below shows that compared with 2009, costs are higher in nearly all categories through June. June 2010 Financials as of 8/17/10 5 Graph 5 - Expenditure Comparison (by Category) Through June 1,800 .b 1,600 ` " z 1,400 z 0 1,200 . F 1,000 4 ' 800. _ a $ r 600 —1 1illiNET fi s kg . # 400 4. 44` X r *A- i ,d3Y s 200 Salaries Benefits Purchased Supplies & ral & Gene Capital & Debt Services Maint. Admin. • 2006 • 2007 • 2008 • 2009 02010 Chart 6 below shows that expenditures through Jun 2010 are slightly higher than the past eight years' average rate of 44% spending through June. It also shows that in order to meet the annual budget, costs for the remainder of the year must come in lower than they did in the second -half of 2009. If necessary, the administration will delay filling position vacancies in order to achieve the cost savings necessary to meet the annual budget. Currently, there are a number of vacancies being postponed in order to achieve cost savings (including contract administrator position and accounting position). Chart 6 - Expenditures through June as % of Annual Total Thousands 12000 38%q. 43% 45 1 % 46 %0 ■ 10000 4?I'o 1 8000 45°,74 ° _ - 1 , =1, sit ., 6000 � ' ! Li 0 4000 � _ I � I " 2000 . f (, J ) , - i 2003 2004 2005 2006 2007 2008 2009 2010 ® Emend. To Date 0 Post - June Expenditures 0 Remaining Budget 0 % o fAnnual 0 Overall for the year, General Fund expenditures for 2010 are budgeted at $ 9,813,054 which reflects a reduction of (- $331,719 or - 3.27 %) from the 2009 budget. However, given that 2009 actual exp enditures finished the yea at $9 the 2010 budget represents a slight decline from 2009 actual, by ( - $57,1 or (- 0.5 %). June 2010 Financials as of 8/17/10 6 7 t_ CITY OF SEWARD Budgeted Summary Revenue and Expense /Expenditure by Fund For the Month Ending June 30, 2010 (Through June, 50.0% of the year has expired) Through June Annual Actual YTD Budget Annual %of 2009 2010 Variance Budget Variance Budget Budget Revenue General Fund $ 2,829,871 $ 2,899,286 $ 69,415 $ 4,665,433 $ (1,766,147) $ 9,330,866 31.1% Small Boat Harbor Enterprise Fund $ 1,485,904 $ 1,475,854 $ (10,050) $ 1,448,393 $ 27,461 $ 2,896,786 50.9% Parking Enterprise Fund $ 65,944 $ 76,598 $ 10,654 $ 81,725 $ (5,127) $ 163,450 46.9% S.M.I.C. Enterprise Fund $ 436,488 $ 417,870 $ (18,618) $ 402,947 $ 14,924 $ 805,893 51.9% Electric Fund $ 4,986,454 $ 4,610,927 $ (375,527) $ 5,950,104 $ (1,339,177) $ 11,900,208 38.7% Water Enterprise Fund $ 464,656 $ 498,002 $ 33,346 $ 546,378 $ (48,376) $ 1,092,755 45.6% Wastewater Enterprise Fund $ 483,128 $ 511,853 $ 28,725 $ 523,313 $ (11,460) $ 1,046,625 48.9% Expenses General Fund General Government Mayor and Council $ 170,829 $ 201,133 $ 30,304 $ 162,563 $ (38,570) $ 325,126 61.9% General Fund Legal 37,437 70,413 32,976 $ 75,500 5,087 151,000 46.6% City Manager 476,391 457,233 (19,158) $ 535,683 78,450 1,071,366 42.7% City Clerk 111,099 110,882 (217) $ 128,216 17,334 256,431 43.2% Finance Administration 299,323 315,546 16,223 $ 335,934 20,388 671,868 47.0% General Services 32,698 31,413 (1,285) $ 42,950 11,537 85,900 36.6% Contributions 180,591 143,501 (37,090) $ 119,501 (24,000) 239,002 60.0% Total General Government $ 1,308,368 $ 1,330,121 21,753 $ 1,400,347 70,226 $ 2,800,693 47.5% Public Safety Police Department 1,101,833 1,133,517 31,684 $ 1,192,215 58,698 2,384,429 47.5% Fire Department 267,567 282,941 15,374 $ 312,980 30,039 625,959 45.2% Engineer /Utility Manager 19,197 - (19,197) - - - #DIV /0! Building Inspection 44,720 53,726 9,006 $ 59,565 5,839 119,129 45.1% Total Public Safety $ 1,433,317 $ 1,470,184 $ 36,867 $ 1,564,759 94,575 $ 3,129,517 47.0% Public Works Roads and Streets 425,267 381,151 (44,116) $ 421,421 40,270 842,842 45.2% City Shop 170,067 232,625 62,558 $ 187,621 (45,005) 375,241 62.0% Municipal Building 120,500 127,608 7,108 $ 147,572 19,964 295,143 43.2% Total Public Works $ 715,834 $ 741,384 $ 25,550 $ 756,613 15,229 $ 1,513,226 49.0% Parks & Recreation $ 510,707 $ 507,436 $ (3,271) $ 591,202 $ 83,766 $ 1,182,403 42.9% Library $ 183,323 $ 187,234 $ 3,911 $ 199,682 $ 12,448 $ 399,363 46.9% Debt Service $ 274,543 $ 280,949 $ 6,406 $ 393,926 $ 112,977 $ 787,852 35.7% Total General Fund $ 4,426,092 $ 4,517,308 $ 91,216 $ 4,906,527 $ 389,219 $ 9,813,054 46.0% Small Boat Harbor Enterprise Fund $ 1,847,116 $ 1,763,581 $ (83,535) $ 1,904,713 $ 141,132 $ 3,809,426 46.3% Parking Enterprise Fund $ 51,007 $ 91,017 $ 40,010 $ 239,518 $ 148,501 $ 479,036 19.0% S.M.I.C. Enterprise Fund $ 489,892 $ 457,133 $ (32,759) $ 506,620 $ 49,487 $ 1,013,239 45.1% Electric Fund $ 5,473,772 $ 5,337,686 $ (136,086) $ 5,762,884 $ 425,198 $ 11,525,767 46.3% Water Enterprise Fund $ 391,839 $ 420,711 $ 28,872 $ 770,468 $ 349,757 $ 1,540,936 27.3% Wastewater Enterprise Fund $ 428,627 $ 527,529 $ 98,902 $ 557,460 $ 29,931 $ 1,114,920 47.3% J 0 As of 8/17/10 e / a cy k a co l ic144647 a fro crb + Oil ALS4 ALS 17- Aug -10 06:46 PM City of Seward Audit Lead Sheet as of T(ANZ) 20(r) FUND: 001 - Central Treasury Adj Entry Reclas Sub Last Year This Year This Year Debit/ Adjusted Debit GL Acct Description Balance Budget Balance Credit Balance Credi ASSETS: K I � / � 4 �� ���,�� [ { -6 • 1020 Cash- Treasury $ 3,816,235.39 $ - $ (458,689.05) $ - $ - $ _ 1030 0010 Investments 15,925,385.14 - 13,646,668.32 - - - 1300 0101 General Fund (6,595,943.36) - (5,010,712.99) - 1300 0102 Motor Pool Fund (826,600.50) - (443,162.44) - - _ 1300 0103 Capital Acquistion (276,767.89) - (251,527.89) - - - 1300 0104 Compensated Leave (432,065.30) - (432,065.30) - - - 1300 0203 St. & Sidewalk Bond (11,236.12) - (11,236.12) - - - 1300 0208 Lawing /Ft.Ray.T -Line (630,640.10) - (630,640.10) - - - 1300 0215 ALPAR (445.54) - (2,905.94) - - - 1300 0220 Two Lakes Park (2,520.19) - (2,520.19) - _ - 1300 0271 FY97 Muni Grants 77,286.09 - 1300 0274 Sm Boat Harbor Exp (291,468.30) - (234,316.78) - - - 1300 0276 B Street Dock 9,075.66 - 2,851.86 - - - 1300 0306 1995 Flood Disaster - - 2,063.00 - - - 1300 0315 SBH Repair /Renovate (11,537.41) - (11,537.41) - - - 1300 0401 Harbor Fund (1,160,728.76) - (423,169.43) - - - 1300 0402 Harbor MRRF Fund (573,252.50) - (960,665.00) - 1300 0403 Parking Revenue Fund (412,074.01) - (385,849.38) - - - 1300 0417 SMIC Operations (18,917.87) - (33,401.13) r� - _ ` L 1300 0501 Electric Fund (1,334,884.33) - 196,261.65 nO' .1 %Lj - '• ���`F 1300 0502 Electric MRRF (874,233.74) - (910,362.07) - t` - - 1300 0505 Stndby Elec Generatr (3,008,793.69) - (95,251.72) - - - 1300 0600 Fourth & Adams Park (8,523.98) - (8,523.98) - - - 1300 0626 Library /Museum CP 12,462.50 - (50,000.00) - - - 1300 0651 Police Cap. Projects - - 285.52 - - - 1300 0660 Public Safety 1,913.50 - 1,913.50 - - - 1300 0666 NRCS Levee /Road 99,476.86 - 51,153.01 - - - 1300 0668 Networking, Web Page (75,340.78) - (32,468.32) - - - 1300 0670 Hospital Grants (129,347.98) - (29,258.52) - - - 1300 0700 Water MRRF (4,019.00) - (4,019.00) - - - 1300 0701 Water Fund (1,564,108.18) - (1,567,364.08) - - - 1300 0702 Wastewater MRRF (163,938.31) - (163,938.31) - - - 1300 0703 Wastewater Ent. Fund (395,033.27) - (362,140.38) - - - 1300 0704 Forest Acres /Gateway (30,662.62) - (30,662.62) - - - 1300 0706 B/U Gen & Lift Sta #3 (23,882.01) - - 1300 0708 Fire Hydrant Phase 2 (61,912.00) - (61,912.00) - - - 1300 0713 3rd Ave Water Main (45,000.27) - (45,000.27) - - - 1300 0800 Seward Mtn Haven - - (912,042.43) - - - 1300 0801 Hospital Debt Svc. (542,015.23) - 4,377.35 - - - 1300 0804 Teen Council Fund (41,714.69) - (41,429.10) - - - 1300 0805 Bus Transportation - - 6,398.29 - - - 1300 0806 Harbor Revenue Bond (383,161.89) - (453,646.46) - :, 7 - ■ ALS4 ALS 17- Aug -10 06:46 PM City of Seward Audit Lead Sheet as of FUND: 001 - Central Treasury Adj Entry Reclas Sub Last Year This Year This Year Debit/ Adjusted Debit GL Acct Description Balance Budget Balance Credit Balance Credi 1300 0810 Hoben Park $ (18,124.79) $ - $ (18,124.79) $ - $ - $ - 1300 0811 Parks Capital Projec (7,293.15) - (7,293.15) - - - 1300 0826 Library S.R.Projects (15,909.05) - 61,736.62 - - - 1300 0851 Fire Dept. Grants (580.84) - - - - - 1300 0866 Natural Disasters 30,842.51 - 118,488.55 - - - - 6,361.32 - - - S.`..) City of Seward FUND: 101 - General Fund Line Item Revenue Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of Account Name 2009 2010 Variance Budget Variance Budget Annual Bud General Property $ 38,705 $ 36,793 $ (1,912) $ 496,500 $ (459,708) $ 993,000 3.71 Sales Tax Revenue 969,486 951,054 (18,432) 1,903,369 (952,315) 3,806,738 24.98 Other Taxes 67,964 117,005 49,041 151,300 (34,295) 302,600 38.67 Penalties and int 848 1,102 254 750 352 1,500 73.47 Licenses & Permit 133,069 75,931 (57,138) 81,886 (5,954) 163,771 46.36 P.I.L.T. 2,777 2,467 (310) 37,500 (35,033) 75,000 3.29 Intrgvrnmntl Reve 295,825 342,012 46,187 580,250 (238,238) 1,160,500 29.47 GF Grant Revenue 2,500 - (2,500) - - - - General Governmen 905,598 856,599 (48,999) 865,968 (9,368) 1,731,935 49.46 Public Safety 7,076 6,210 (866) 6,400 (190) 12,800 48.52 Public Works - 893 893 7,500 (6,608) 15,000 5.95 Recreation 267,792 247,854 (19,938) 284,697 (36,843) 569,394 43.53 Library 7,411 6,182 (1,228) 6,250 (68) 12,500 49.46 Fines 6,393 3,388 (3,005) 8,500 (5,112) 17,000 19.93 GF Interest Reven (8,208) 24,662 32,870 98,000 (73,338) 196,000 12.58 Rents and Royalti 97,699 105,952 8,253 62,239 43,713 124,478 85.12 Sales Fixed Asset - 8,069 8,069 1,000 7,069 2,000 403.44 Spec Proj Revenue 5,898 80,512 74,614 - 80,512 Other Misc Revenu 28,796 27,049 (1,747) 72,325 (45,276) 144,650 18.70 Misc. Operating R 244 5,554 5,309 1,000 4,554 2,000 277.68 Total Revenue $ 2,829,871 $ 2,899,286 $ 69,414 $ 4,665,433 $(1,766,147) $ 9,330,866 31.07 % j9 City of Seward FUND: 101 - General Fund Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of Account Name 2009 2010 Variance Budget Variance Budget Annual Bud Salaries $ 1,697,919 $ 1,713,456 $ 15,537 $ 1,818,298 $ (104,842) $ 3,636,595 47.12 % Overtime 66,023 72,811 6,787 66,659 6,152 133,318 54.61 Standby Time 4,502 5,216 714 3,839 1,377 7,677 67.94 Unemployment Wage 17,431 17,118 (313) 9,250 7,868 18,500 92.53 Leave Time 172,072 176,899 4,827 186,580 (9,681) 373,160 47.41 In Lieu of FICA 6,913 6,584 (329) 3,457 3,127 6,914 95.22 Retirement Benefi 385,791 399,443 13,652 411,562 (12,119) 823,124 48.53 Health Insurance 487,766 536,926 49,161 560,007 (23,081) 1,120,014 47.94 Workers' Comp 62,557 61,080 (1,476) 68,304 (7,224) 136,608 44.71 Medicare 35,243 35,069 (174) 37,140 (2,071) 74,279 47.21 Total Persnl Sery 2,936,217 3,024,601 88,384 3,165,095 (140,493) 6,330,189 47.78 Audit 50,000 58,835 8,835 31,185 27,650 62,370 94.33 Advertising 13,243 9,738 (3,505) 18,300 (8,562) 36,600 26.61 Subscriptions /Due 10,110 7,591 (2,518) 13,005 (5,414) 26,010 29.19 Travel /Subsistenc 34,822 47,315 12,493 42,650 4,665 85,300 55.47 Communications 29,755 37,979 8,224 39,872 (1,893) 79,744 47.63 Education /Trainin 7,830 11,885 4,055 22,378 (10,493) 44,755 26.56 Legal 37,437 70,013 32,575 75,500 (5,487) 151,000 46.37 Other Spec Servic 11,065 11,033 (32) 9,750 1,283 19,500 56.58 Utilities 158,790 150,800 (7,990) 172,775 (21,975) 345,550 43.64 Heating Fuel 26,575 30,869 4,294 36,775 (5,906) 73,550 41.97 Rents & Leases 38,095 38,229 134 44,511 (6,282) 89,022 42.94 Insurance 121,941 108,986 (12,954) 125,915 (16,929) 251,830 43.28 Maintenance & Rep 77,494 64,328 (13,166) 126,615 (62,287) 253,230 25.40 Contracted Servic 80,519 100,915 20,396 138,065 (37,150) 276,130 36.55 Library Bks.& Mat 8,833 13,045 4,212 12,500 545 25,000 52.18 Vehicle Supplies 3,019 2,663 (356) 3,650 (987) 7,300 36.48 Uniform Allowance 1,355 3,378 2,023 3,150 228 6,300 53.61 Operating Supplie 102,583 120,781 18,198 131,540 (10,759) 263,080 45.91 Gas & Lube 38,722 40,567 1,845 56,325 (15,758) 112,650 36.01 Equip,Furn,Tools 22,178 18,591 (3,587) 39,935 (21,344) 79,870 23.28 Safety Equip /Supp 7,098 5,495 (1,604) 9,950 (4,455) 19,900 27.61 Janitorial Suppli 3,997 5,276 1,279 4,775 501 9,550 55.25 Inmate Meals 3,504 3,719 215 6,750 (3,031) 13,500 27.55 Postage /Misc.Frei 16,825 14,846 (1,979) 20,800 (5,954) 41,600 35.69 Equipment Rental 9,953 10,585 632 28,800 (18,215) 57,600 18.38 Motor Pool Rent 181,575 102,891 (78,684) 102,891 - 205,782 50.00 Campgrounds 3,711 - (3,711) - - - - Sister City Progr - - - 2,000 (2,000) 4,000 - Municipal Lobby F 62,500 77,833 15,333 77,000 833 154,000 50.54 Contributions 150,591 148,501 (2,090) 118,001 30,500 236,002 62.92 Bad Debt Expense 1,284 - (1,284) 750 (750) 1,500 - Genl Govt Admin F 37,915 39,786 1,871 39,786 - 79,572 50.00 T 0 City of Seward FUND: 101 - General Fund Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual o of Account Name 2009 2010 Variance Budget Variance Budget Annual Bud Contingency $ 175 $ 16,662 $ 16,487 $ 17,664 $ (1,002) $ 35,328 47.16 Elections - - 2,000 (2,000) 4,000 - Promotion 4,253 3,387 (865) 2,550 837 5,100 66.42 Vol Fireman Stipe 9,000 9,000 - 9,000 18,000 50.00 Bank,credit card 1,650 3,352 1,701 10,500 (7,148) 21,000 15.96 Misc. Expenses 34,327 7,796 (26,531) 12,210 (4,414) 24,420 31.92 Principal 62,438 65,595 3,157 79,914 (14,319) 159,828 41.04 Interest Expense 5,018 3,403 (1,615) 42,446 (39,043) 84,892 4.01 Buildings - 5,232 5,232 - 5,232 - - Capital Equipment 17,008 20,485 3,477 6,500 13,985 13,000 157.58 Misc. Programs 2,690 1,322 (1,368) 2,750 (1,428) 5,500 24.03 Total Expenses $ 4,426,092 $ 4,517,309 $ 91,216 $ 4,906,527 $ (389,219) $ 9,813,054 46.03 % 4 1 FUND: 101 - General Fund DEPT: 1110 - Mayor and Council Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of GL 2009 2010 Variance Budget Variance Budget Annual B 5010 Salaries $ 14,100 $ 13,500 $ (600) $ 9,225 $ 4,275 $ 18,450 73.17 5060 Retirement Benefi 182 182 - 93 90 185 98.46 5080 Workers' Comp 169 155 (14) 106 49 212 73.23 5090 Medicare 967 958 (9) 630 329 1,259 76.12 15,419 14,796 (623) 10,053 4,743 20,106 73.59 5110 Audit 50,000 58,835 8,835 31,185 27,650 62,370 94.33 5120 Advertising 9,442 7,046 (2,396) 11,000 (3,955) 22,000 32.02 5130 Subscriptions /Due 3,254 3,273 19 2,125 1,148 4,250 77.01 5140 Travel /Subsistenc 9,290 11,123 1,833 8,500 2,623 17,000 65.43 5150 Communications 779 1,492 712 1,000 492 2,000 74.58 5160 Education /Trainin 110 100 (10) 850 (750) 1,700 5.88 5370 Insurance 388 298 (90) 450 (152) 900 33.07 5440 Operating Supplie 2,658 2,874 216 5,000 (2,126) 10,000 28.74 5460 Equip,Furn,Tools - - - 2,500 (2,500) 5,000 - 5490 Postage /Misc.Frei 627 603 (24) 900 (297) 1,800 33.49 5560 Sister City Progr - - - 2,000 (2,000) 4,000 - 5570 Municipal Lobby F 62,500 77,833 15,333 77,000 833 154,000 50.54 5690 Contingency - 3,507 3,507 7,500 (3,993) 15,000 23.38 5730 Promotion 4,253 3,081 (1,171) 2,500 581 5,000 61.63 Total Expenses $ 158,718 $ 184,860 $ 26,141 $ 162,563 $ 22,297 $ 325,126 56.86 Z C, 1.. FUND: 101 - General Fund DEPT: 1111 - Legislative - Boards & Commissions Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of GL 2009 2010 Variance Budget Variance Budget Annual B 5010 Salaries $ 3,684 $ 11,207 $ 7,523 $ 8,758 $ 2,450 $ 17,515 63.99 5040 Leave Time 447 461 14 814 (353) 1,628 28.30 5060 Retirement Benefi 604 1,329 724 689 640 1,378 96.41 5070 Health Insurance 4,976 - (4,976) 3,358 (3,358) 6,715 - 5080 Workers' Comp 33 129 95 101 28 201 64.09 5090 Medicare 88 162 75 133 29 266 61.09 9,832 13,288 3,456 13,852 (564) 27,703 47.97 5120 Advertising - - - 425 (425) 850 5130 Subscriptions /Due 750 930 180 525 405 1,050 88.57 5140 Travel /Subsistenc - 250 250 550 (300) 1,100 22.76 5160 Education /Trainin 325 103 (223) 850 (748) 1,700 6.03 5370 Insurance 514 418 (97) 550 (132) 1,100 37.96 5440 Operating Supplie 688 1,283 595 1,500 (217) 3,000 42.78 5490 Postage /Misc.Frei 2 1 (1) 250 (249) 500 0.21 Total Expenses $ 12,111 $ 16,273 $ 4,161 $ 18,502 $ (2,229) $ 37,003 43.98 43 FUND: 101 - General Fund DEPT: 1115 - General Fund Legal Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of GL 2009 2010 Variance Budget Variance Budget Annual B 5170 Legal $ 37,437 $ 70,013 $ 32,575 $ 75,500 $ (5,487) $ 151,000 46.37 5390 Contracted Servic - 400 400 - 400 - - Total Expenses $ 37,437 $ 70,413 $ 32,975 $ 75,500 $ (5,087) $ 151,000 46.63 6 4 FUND: 101 - General Fund DEPT: 1120 - City Manager Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual ; of GL 2009 2010 Variance Budget Variance Budget Annual B 5010 Salaries $ 126,931 $ 92,305 $ (34,625) $ 94,087 $ (1,781) $ 188,173 49.05 5030 Unemployment Wage - 2,270 2,270 2,270 5040 Leave Time 14,090 11,508 (2,582) 10,824 685 21,647 53.16 5060 Retirement Benefi 13,792 10,749 (3,043) 6,444 4,305 12,887 83.41 5070 Health Insurance 23,928 23,571 (357) 22,664 907 45,328 52.00 5080 Workers' Comp 1,412 1,004 (408) 1,082 (78) 2,164 46.39 5090 Medicare 1,957 1,494 (463) 1,443 51 2,885 51.78 182,111 142,901 (39,210) 136,542 6,359 273,084 52.33 5120 Advertising 150 - (150) 500 (500) 1,000 - 5130 Subscriptions /Due 1,746 119 (1,627) 750 (631) 1,500 7.93 5140 Travel /Subsistenc 6,676 8,078 1,402 9,500 (1,422) 19,000 42.51 5150 Communications 922 1,374 452 1,500 (126) 3,000 45.79 5160 Education /Trainin 722 11 (711) 2,000 (1,989) 4,000 0.28 5370 Insurance 4,452 3,647 (805) 4,500 (853) 9,000 40.52 5380 Maintenance & Rep 343 5 (337) 163 (157) 325 1.65 5390 Contracted Servic 20 - (20) 5,000 (5,000) 10,000 - 5440 Operating Supplie 3,091 6,473 3,382 4,000 2,473 8,000 80.91 5450 Gas & Lube 449 398 (51) 350 48 700 56.79 5460 Equip,Furn,Tools 63 - (63) 2,250 (2,250) 4,500 - 5490 Postage /Misc.Frei 435 89 (346) 200 (111) 400 22.22 5690 Contingency 175 13,155 12,980 10,164 2,991 20,328 64.71 5730 Promotion - 56 56 50 6 100 56.00 5790 Misc. Expenses - - - 500 (500) 1,000 - Total Expenses $ 201,355 $ 176,305 $ (25,049) $ 177,969 $ (1,663) $ 355,937 49.53 FUND: 101 - General Fund DEPT: 1121 - Management Information Systems Dept. Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of GL 2009 2010 Variance Budget Variance Budget Annual B 5010 Salaries $ 55,847 $ 63,973 $ 8,125 $ 65,220 $ (1,247) $ 130,440 49.04 5020 Overtime 3,706 517 (3,189) 2,039 (1,521) 4,077 12.69 5030 Unemployment Wage - 43 43 - 43 - - 5040 Leave Time 5,923 6,939 1,017 7,410 (471) 14,820 46.82 5060 Retirement Benefi 6,786 7,816 1,030 5,337 2,480 10,673 73.23 5070 Health Insurance 14,452 15,714 1,262 16,788 (1,074) 33,576 46.80 5080 Workers' Comp 657 707 50 742 (35) 1,484 47.62 5090 Medicare 896 1,029 133 1,029 - 2,058 50.00 88,268 96,738 8,470 98,564 (1,826) 197,128 49.07 5120 Advertising 350 - (350) 250 (250) 500 - 5130 Subscriptions /Due - - - 250 (250) 500 - 5140 Travel /Subsistenc 23 1,140 1,117 1,250 (110) 2,500 45.59 5150 Communications 2,085 2,466 381 2,000 466 4,000 61.65 5160 Education /Trainin - 2,375 2,375 2,500 (125) 5,000 47.50 5370 Insurance 2,056 1,667 (389) 2,100 (433) 4,200 39.70 5380 Maintenance & Rep - - - 2,500 (2,500) 5,000 - 5390 Contracted Servic - - - 3,250 (3,250) 6,500 - 5440 Operating Supplie 10,750 20,980 10,231 11,500 9,480 23,000 91.22 5460 Equip,Furn,Tools - - - 2,500 (2,500) 5,000 - 5490 Postage /Misc.Frei 94 168 74 250 (82) 500 33.60 5790 Misc. Expenses - - - 250 (250) 500 - Total Expenses $ 103,626 $ 125,534 $ 21,909 $ 127,164 $ (1,630) $ 254,328 49.36 40 FUND: 101 - General Fund DEPT: 1130 - City Clerk Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual Bud et YTD g Annual % of GL 2009 2010 Variance Budget Variance Budget Annual B 5010 Salaries $ 64,050 $ 64,009 $ (41) $ 69,318 $ (5,309) $ 138,636 46.17 5020 Overtime 238 255 17 750 (495) 1,499 17.00 5040 Leave Time 7,303 7,559 257 8,399 (840) 16,798 45.00 5060 Retirement Benefi 7,116 7,311 195 5,660 1,651 11,320 64.58 5070 Health Insurance 21,678 23,571 1,892 25,182 (1,611) 50,364 46.80 5080 Workers' Comp 720 698 (22) 791 (92) 1,581 44.15 5090 Medicare 988 1,015 26 1,092 (77) 2,183 46.49 102,094 104,418 2,324 111,191 (6,772) 222,381 46.95 5130 Subscriptions /Due 225 270 45 275 (5) 550 49.09 5140 Travel /Subsistenc 2,016 1,493 (523) 2,500 (1,007) 5,000 29.86 5160 Education /Trainin 1,649 971 (678) 1,250 (279) 2,500 38.85 5370 Insurance 2,467 1,921 (546) 2,500 (579) 5,000 38.41 5390 Contracted Servic 2,649 1,700 ( 5,000 (3,300) 10,000 17.00 5440 Operating Supplie - 98 98 - 98 _ 5490 Postage /Misc.Frei - 11 11 11 5500 Equipment Rental - 3,500 (3,500) 7,000 - - 5720 Elections - - 2,000 (2,000) 4,000 - Total Expenses $ 111,099 $ 110,882 $ (217) $ 128,216 $ (17,333) $ 256,431 43.24 47 FUND: 101 - General Fund DEPT: 1140 - Finance Department Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of GL 2009 2010 Variance Budget Variance Budget Annual B 5010 Salaries $ 163,375 $ 175,003 $ 11,628 $ 185,068 $ (10,065) $ 370,135 47.28 5020 Overtime 248 1,552 1,304 1,737 (184) 3,473 44.69 5040 Leave Time 17,249 17,576 327 19,602 (2,026) 39,203 44.83 5060 Retirement Benefi 18,421 20,746 2,324 14,650 6,096 29,299 70.81 5070 Health Insurance 50,583 54,999 4,416 58,758 (3,759) 117,516 46.80 5080 Workers' Comp 1,819 1,861 42 2,122 (261) 4,243 43.85 5090 Medicare 2,472 3,281 809 2,825 457 5,649 58.09 254,167 275,017 20,850 284,759 (9,742) 569,518 48.29 5120 Advertising 60 77 17 225 (148) 450 17.11 5130 Subscriptions /Due 140 587 447 750 (163) 1,500 39.16 5140 Travel /SUbsistenc 4,376 3,180 (1,196) 2,750 430 5,500 57.81 5150 Communications 1,785 2,380 595 2,450 (70) 4,900 48.58 5160 Education /Trainin 1,255 1,146 (109) 1,250 (104) 2,500 45.84 5370 Insurance 6,788 5,472 (1,317) 6,750 (1,278) 13,500 40.53 5380 Maintenance & Rep 21,557 17,498 (4,060) 17,500 (2) 35,000 49.99 5390 Contracted Servic - 4,324 4,324 4,250 74 8,500 50.87 5440 Operating Supplie 7,466 4,407 (3,059) 7,500 (3,093) 15,000 29.38 5460 Equip,Furn,Tools - 205 205 1,750 (1,545) 3,500 5.86 5490 Postage /Misc.Frei 1,703 1,253 (450) 1,750 (497) 3,500 35.80 5790 Misc. Expenses 25 - (25) 250 (250) 500 (0.01) 5930 Capital Equipment - - - 4,000 (4,000) 8,000 - Total Expenses $ 299,323 $ 315,546 $ 16,223 $ 335,934 $ (20,388) $ 671,868 46.97 48 FUND: 101 - General Fund DEPT: 1150 - Community Development Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of GL 2009 2010 Variance Budget Variance Budget Annual B 5010 Salaries $ 94,751 $ 70,761 $ (23,990) $ 103,087 $ (32,326) $ 206,173 34.32 5040 Leave Time 8,081 7,566 (515) 9,913 (2,347) 19,826 38.16 5060 Retirement Benefi 9,107 8,200 (906) 8,125 75 16,250 50.46 5070 Health Insurance 27,700 27,511 (190) 32,737 (5,226) 65,473 42.02 5080 Workers' Comp 1,062 773 (289) 1,186 (412) 2,371 32.61 5090 Medicare 2,204 1,142 (1,062) 1,567 (424) 3,133 36.46 142,905 115,953 (26,952) 156,613 (40,660) 313,226 37.02 5120 Advertising - 260 260 - 260 - - 5130 Subscriptions /Due - - - 500 (500) 1,000 - 5140 Travel /Subsistenc 400 1,187 786 625 562 1,250 94.92 5150 Communications 1,197 1,178 (19) 1,500 (322) 3,000 39.26 5160 Education /Trainin 107 56 (51) 800 (744) 1,600 3.47 5360 Rents & Leases 13,989 13,989 - 13,361 628 26,722 52.35 5370 Insurance 1,509 1,210 (299) 1,600 (390) 3,200 37.81 5380 Maintenance & Rep 1,097 1,628 531 3,250 (1,622) 6,500 25.05 5390 Contracted Servic 7,415 12,415 5,000 30,500 (18,085) 61,000 20.35 5440 Operating Supplie 995 923 (72) 1,000 (77) 2,000 46.15 5460 Equip,Furn,Tools - 196 196 1,000 (804) 2,000 9.80 5490 Postage /Misc.Frei 220 253 33 300 (47) 600 42.10 5500 Equipment Rental 1,577 630 (947) 1,000 (370) 2,000 31.50 5730 Promotion - 250 250 - 250 - - 5790 Misc. Expenses - 35 35 - 35 - - 5920 Buildings - 5,232 5,232 - 5,232 - - Total Expenses $ 171,411 $ 155,394 $ (16,017) $ 212,049 $ (56,655) $ 424,098 36.64 49 FUND: 101 - General Fund DEPT: 1180 - General Services Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of GL 2009 2010 Variance Budget Variance Budget Annual B 5120 Advertising $ - $ 660 $ 660 $ 2,000 $ (1,340) $ 4,000 16.50 5130 Subscriptions /Due 236 284 48 400 (116) 800 35.46 5150 Communications - 521 521 400 121 800 65.15 5370 Insurance 468 314 (154) 500 (186) 1,000 31.38 5380 Maintenance & Rep 2,718 1,529 (1,189) 1,250 279 2,500 61.15 5390 Contracted Servic - - - 3,000 (3,000) 6,000 - 5440 Operating Supplie 2,143 115 (2,028) 4,500 (4,385) 9,000 1.28 5450 Gas & Lube 324 167 (157) 350 (183) 700 23.82 5460 Equip,Furn,Tools 1,147 - (1,147) 2,500 (2,500) 5,000 - 5465 Safety Equip /supp 3,346 557 (2,789) 850 (293) 1,700 32.78 5490 Postage /Misc.Frei (115) 1,016 1,131 1,125 (109) 2,250 45.16 5500 Equipment Rental - 1,295 1,295 - 1,295 5530 Motor Pool Rent 2,700 - (2,700) - - 5660 Bad Debt Expense 1,284 - (1,284) 750 (750) 1,500 5770 Bank,credit card 957 1,733 776 7,500 (5,767) 15,000 11.55 5790 Misc. Expenses 675 5,528 4,853 5,000 528 10,000 55.28 Total Expenses $ 15,884 $ 13,719 $ (2,165) $ 30,125 $ (16,406) $ 60,250 22.77 0 l J FUND: 101 - General Fund DEPT: 1181 - General Services Copier Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of GL 2009 2010 Variance Budget Variance Budget Annual B 5440 Operating Supplie $ 591 $ 493 $ (98) $ 850 $ (357) $ 1,700 28.97 5500 Equipment Rental 3,465 3,432 (34) 4,000 (568) 8,000 42.90 Total Expenses $ 4,056 $ 3,924 $ (132) $ 4,850 $ (926) $ 9,700 40.46 0 JI FUND: 101 - General Fund DEPT: 1190 - SVAC Expense Accumulation Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of GL 2009 2010 Variance Budget Variance Budget Annual B 5190 Other Spec Servic $ 10,000 $ 10,000 $ - $ 5,000 $ 5,000 $ 10,000 100.00 5370 Insurance 1,591 1,606 15 1,600 6 3,200 50.20 5380 Maintenance & Rep 499 1,606 1,107 375 1,231 750 214.19 5390 Contracted Servic - (100) (100) - (100) - - 5450 Gas & Lube 626 614 (12) 1,000 (386) 2,000 30.69 5490 Postage /Misc.Frei 41 43 2 - 43 - - Total Expenses $ 12,758 $ 13,770 $ 1,012 $ 7,975 $ 5,795 $ 15,950 86.33 r 7 J r.. FUND: 101 - General Fund DEPT: 1191 - Contributions Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of GL 2009 2010 Variance Budget Variance Budget Annual B 5610 Contributions $ 150,591 $ 143,501 $ (7,090) $ 118,001 $ 25,500 $ 236,002 60.80 5790 Misc. Expenses 30,000 - (30,000) 1,500 (1,500) 3,000 - Total Expenses $ 180,591 $ 143,501 $ (37,090) $ 119,501 $ 24,000 $ 239,002 60.04 J 0 FUND: 101 - General Fund DEPT: 1210 - Police Department Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of GL 2009 2010 Variance Budget Variance Budget Annual B 5010 Salaries $ 416,228 $ 434,899 $ 18,671 $ 460,827 $ (25,927) $ 921,653 47.19 5020 Overtime 27,466 27,761 295 27,837 (76) 55,673 49.86 5030 Unemployment Wage 4,580 - (4,580) 3,250 (3,250) 6,500 - 5040 Leave Time 43,627 47,864 4,237 50,024 (2,160) 100,048 47.84 5060 Retirement Benefi 43,623 51,440 7,817 38,629 12,811 77,257 66.58 5070 Health Insurance 125,253 142,777 17,524 151,092 (8,315) 302,184 47.25 5080 Workers' Comp 16,044 17,244 1,200 18,150 (906) 36,300 47.50 5090 Medicare 9,677 10,083 406 10,543 (460) 21,086 47.82 686,498 732,068 45,570 760,351 (28,282) 1,520,701 48.14 5120 Advertising 534 120 (414) 500 (380) 1,000 12.00 5130 Subscriptions /Due 1,758 1,121 (637) 4,390 (3,269) 8,780 12.77 5140 Travel /Subsistenc 3,858 8,831 4,972 6,500 2,331 13,000 67.93 5150 Communications 6,046 10,018 3,971 7,000 3,018 14,000 71.56 5160 Education /Trainin 1,049 3,326 2,277 2,000 1,326 4,000 83.15 5190 Other Spec Servic 156 1,033 877 1,250 (217) 2,500 41.32 5370 Insurance 33,140 30,423 (2,717) 33,000 (2,577) 66,000 46.09 5380 Maintenance & Rep 2,775 2,542 (233) 5,115 (2,573) 10,230 24.84 5390 Contracted Servic 460 - (460) 1,000 (1,000) 2,000 - 5430 Uniform Allowance 124 2,683 2,559 1,750 933 3,500 76.65 5440 Operating Supplie 6,827 6,810 (17) 7,000 (190) 14,000 48.65 5450 Gas & Lube 8,333 7,603 (730) 9,000 (1,397) 18,000 42.24 5460 Equip,Furn,Tools 7,696 2,669 (5,027) 3,250 (581) 6,500 41.06 5465 Safety Equip /Supp 210 557 347 1,250 (693) 2,500 22.26 5490 Postage /Misc.Frei 1,432 1,291 (142) 1,000 291 2,000 64.53 5500 Equipment Rental 2,070 1,987 (83) 2,500 (513) 5,000 39.74 5530 Motor Pool Rent 24,000 - (24,000) - - 5770 Bank,credit card 693 1,618 925 3,000 (1,382) 6,000 26.97 5790 Misc. Expenses 74 48 (26) 1,000 (952) 2,000 2.40 5990 Misc. Programs 2,690 1,322 (1,368) 2,750 (1,428) 5,500 24.03 Total Expenses $ 790,423 $ 816,069 $ 25,646 $ 853,606 $ (37,537) $ 1,707,211 47.80 5 1 FUND: 101 - General Fund DEPT: 1211 - Jail Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of GL 2009 2010 Variance Budget Variance Budget Annual B 5010 Salaries $ 114,628 $ 116,757 $ 2,129 $ 123,563 $ (6,806) $ 247,126 47.25 5020 Overtime 7,209 7,044 (165) 9,680 (2,636) 19,360 36.38 5030 Unemployment Wage - - - 500 (500) 1,000 - 5040 Leave Time 11,336 12,199 863 12,567 (368) 25,134 48.54 5060 Retirement Benefi 13,641 14,294 653 10,681 3,614 21,361 66.92 5070 Health Insurance 43,357 45,790 2,433 50,364 (4,574) 100,728 45.46 5080 Workers' Comp 5,164 6,358 1,194 6,704 (346) 13,408 47.42 5090 Medicare 1,835 1,885 51 2,060 (174) 4,119 45.77 197,170 204,328 7,158 216,118 (11,790) 432,236 47.27 5120 Advertising - - - 250 (250) 500 - 5130 Subscriptions /Due 300 400 100 350 50 700 57.14 5140 Travel /Subsistenc - 33 33 1,250 (1,217) 2,500 1.32 5150 Communications 1,166 1,049 (118) 1,250 (201) 2,500 41.94 5160 Education /Trainin 495 - (495) 1,000 (1,000) 2,000 - 5360 Rents & Leases 15,000 15,000 - 15,000 - 30,000 50.00 5370 Insurance 10,112 9,441 (671) 10,150 (709) 20,300 46.51 5380 Maintenance & Rep 731 41 (691) 750 (709) 1,500 2.72 5390 Contracted Servic - - - 500 (500) 1,000 - 5430 Uniform Allowance 898 535 (363) 500 35 1,000 53.49 5440 Operating Supplie 1,550 1,378 (172) 3,000 (1,622) 6,000 22.97 5460 Equip,Furn,Tools 37 522 484 750 (228) 1,500 34.77 5470 Janitorial Suppli 848 1,091 243 750 341 1,500 72.76 5480 Inmate Meals 3,504 3,719 215 6,750 (3,031) 13,500 27.55 5490 Postage /Misc.Frei 144 340 196 500 (160) 1,000 34.01 5530 Motor Pool Rent 1,250 - (1,250) - - - - 5670 Genl Govt Admin F 37,915 39,786 1,871 39,786 - 79,572 50.00 5790 Misc. Expenses 483 272 (211) 250 22 500 54.40 Total Expenses $ 271,604 $ 277,935 $ 6,331 $ 298,904 $ (20,969) $ 597,808 46.49 55 FUND: 101 - General Fund DEPT: 1212 - Animal Control Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of GL 2009 2010 Variance Budget Variance Budget Annual B 5310 Utilities $ 2,376 $ 3,228 $ 852 $ 2,400 $ 828 $ 4,800 67.25 5330 Heating Fuel 517 - (517) - - - - 5370 Insurance 78 66 (12) 165 (99) 330 20.05 5380 Maintenance & Rep 150 45 (106) 500 (456) 1,000 4.45 5390 Contracted Servic 36,525 36,140 (385) 36,140 - 72,280 50.00 5500 Equipment Rental 35 35 - 500 (465) 1,000 3.50 5790 Misc. Expenses 125 - (125) - - - - Total Expenses $ 39,806 $ 39,513 $ (292) $ 39,705 $ (192) $ 79,410 49.76 .J r) FUND: 101 - General Fund DEPT: 1220 - Fire Department Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of GL 2009 2010 Variance Budget Variance Budget Annual B 5010 Salaries $ 82,195 $ 80,556 $ (1,639) $ 85,382 $ (4,826) $ 170,764 47.17 5020 Overtime 111 114 3 214 (100) 428 26.69 5040 Leave Time 8,654 9,450 796 9,774 (324) 19,548 48.34 5050 In Lieu of FICA 1,975 1,975 - 988 988 1,975 100.00 5060 Retirement Benefi 9,021 9,274 253 6,879 2,395 13,757 67.41 5070 Health Insurance 21,678 23,571 1,892 23,084 487 46,167 51.06 5080 Workers' Comp 5,738 6,332 594 7,141 (809) 14,282 44.33 5090 Medicare 638 602 (36) 636 (34) 1,272 47.35 130,012 131,874 1,862 134,097 (2,222) 268,193 49.17 5120 Advertising 132 - (132) 250 (250) 500 - 5130 Subscriptions /Due 871 75 (796) 205 (130) 410 18.29 5140 Travel /Subsistenc 2,990 2,280 (711) 2,000 280 4,000 56.99 5150 Communications 3,037 2,628 (409) 4,404 (1,776) 8,808 29.84 5160 Education /Trainin 1,386 550 (836) 1,000 (450) 2,000 27.50 5310 Utilities 34,384 33,202 (1,182) 35,000 (1,798) 70,000 47.43 5330 Heating Fuel 4,950 4,751 (199) 9,000 (4,249) 18,000 26.40 5360 Rents & Leases 921 2,916 1,994 2,050 866 4,100 71.12 5370 Insurance 13,557 12,782 (775) 15,000 (2,218) 30,000 42.61 5380 Maintenance & Rep 4,849 2,017 (2,831) 3,875 (1,858) 7,750 26.03 5420 Vehicle Supplies 3,019 1,917 (1,102) 2,750 (833) 5,500 34.86 5430 Uniform Allowance 218 100 (118) 400 (300) 800 12.50 5440 Operating Supplie 1,941 1,384 (558) 3,250 (1,866) 6,500 21.28 5450 Gas & Lube 3,345 3,084 (261) 3,500 (416) 7,000 44.05 5460 Equip,Furn,Toals 2,020 2,836 816 3,500 (664) 7,000 40.52 5465 Safety Equip /Supp 1,130 3,595 2,465 4,500 (905) 9,000 39.94 5490 Postage /Misc.Frei 267 493 226 1,000 (507) 2,000 24.65 5500 Equipment Rental - - - 800 (800) 1,600 - 5530 Motor Pool Rent 29,000 55,088 26,088 55,089 - 110,177 50.00 5790 Misc. Expenses 72 395 323 - 395 - - 5930 Capital Equipment 7,999 - (7,999) - - - - Total Expenses $ 246,101 $ 261,967 $ 15,866 $ 281,669 $ (19,702) $ 563,338 46.50 57 FUND: 101 - General Fund DEPT: 1221 - Volunteer Training Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of GL 2009 2010 Variance Budget Variance Budget Annual B 5080 Workers' Comp $ 3,903 $ - $ (3,903) $ 3,450 $ (3,450) $ 6,900 - 3,903 - (3,903) 3,450 (3,450) 6,900 - 5130 Subscriptions /Due 45 - (45) - - - - 5140 Travel /Subsistenc 1,283 2,044 761 1,750 294 3,500 58.41 5160 Education /Trainin - 529 529 2,338 (1,809) 4,675 11.32 5370 Insurance 3,709 3,604 (105) 2,600 1,004 5,200 69.31 5380 Maintenance & Rep - 86 86 1,500 (1,414) 3,000 2.88 5420 Vehicle Supplies - 100 100 - 100 - - 5430 Uniform Allowance 60 60 - 500 (440) 1,000 6.00 5440 Operating Supplie 607 931 324 1,500 (569) 3,000 31.04 5460 Equip,Furn,Tools 1,398 3,116 1,718 4,510 (1,394) 9,020 34.55 5490 Postage /Misc.Frei 80 12 (68) 500 (488) 1,000 1.16 5750 Vol Fireman Stipe 9,000 9,000 - 9,000 18,000 50.00 5790 Misc. Expenses - 650 650 - 650 - - Total Expenses $ 20,084 $ 20,132 $ 48 $ 27,648 $ (7,515) $ 55,295 36.41 FUND: 101 - General Fund DEPT: 1222 - Emergency Preparedness Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of GL 2009 2010 Variance Budget Variance Budget Annual B 5140 Travel /Subsistenc $ 100 $ - $ (100) $ 500 $ (500) $ 1,000 - 5150 Communications 147 169 22 888 (719) 1,776 9.54 5160 Education /Trainin 36 - (36) 750 (750) 1,500 - 5310 Utilities 437 422 (14) 400 22 800 52.78 5380 Maintenance & Rep - - - 125 (125) 250 5440 Operating Supplie 592 - (592) 600 (600) 1,200 - 5460 Equip,Furn,Tools - 250 250 250 - 500 50.00 5490 Postage /Misc.Frei 70 - (70) 150 (150) 300 - Total Expenses $ 1,381 $ 842 $ (540) $ 3,663 $ (2,821) $ 7,326 11.49 FUND: 101 - General Fund DEPT: 1230 - Engineering & Construction Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of GL 2009 2010 Variance Budget Variance Budget Annual B 5010 Salaries $ 13,713 $ - $ (13,713) $ - $ - $ - 5040 Leave Time 1,318 - (1,318) - - - - 5060 Retirement Benefi 1,377 - (1,377) - _ - - 5080 Workers' Comp 160 - (160) - - - - 5090 Medicare 199 - (199) 16,768 - (16,768) - - 5150 Communications 699 - (699) - 5370 Insurance 1,730 - (1,730) - - - - Total Expenses $ 19,197 $ - $ (19,197) $ - $ - $ 6a FUND: 101 - General Fund DEPT: 1250 - Building Inspection Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual > of GL 2009 2010 Variance Budget Variance Budget Annual B 5010 Salaries $ 23,876 $ 30,917 $ 7,041 $ 31,495 $ (577) $ 62,989 49.08 5020 Overtime 77 315 238 1,572 (1,256) 3,143 10.03 5040 Leave Time 2,868 3,559 691 3,816 (257) 7,632 46.63 5060 Retirement Benefi 2,694 3,243 549 2,518 725 5,035 64.40 5070 Health Insurance 7,226 7,857 631 10,493 (2,636) 20,985 37.44 5080 Workers' Comp 267 342 75 362 (20) 724 47.27 5090 Medicare 377 456 79 486 (30) 971 46.93 37,384 46,689 9,305 50,740 (4,050) 101,479 46.01 5120 Advertising - - - 100 (100) 200 - 5130 Subscriptions /Due 125 125 - 100 25 200 62.50 5140 Travel /Subsistenc 472 231 (242) 1,125 (894) 2,250 10.25 5150 Communications 210 859 649 500 359 1,000 85.90 5160 Education /Trainin 175 350 175 1,000 (650) 2,000 17.50 5370 Insurance 1,437 2,367 930 1,500 867 3,000 78.91 5380 Maintenance & Rep - 420 420 500 (80) 1,000 41.99 5430 Uniform Allowance 55 - (55) - - - - 5440 Operating Supplie 206 1,106 900 500 606 1,000 110.63 5450 Gas & Lube 133 176 43 - 176 - - 5460 Equip,Furn,Tools - 578 578 2,000 (1,422) 4,000 14.45 5465 Safety Equip /Supp 55 - (55) - - - _ 5490 Postage /Misc.Frei 9 36 27 250 (215) 500 7.10 5500 Equipment Rental 1,458 790 (668) 1,000 (210) 2,000 39.50 5530 Motor Pool Rent 3,000 - (3,000) - - - - 5790 Misc. Expenses - - - 250 (250) 500 - Total Expenses $ 44,720 $ 53,726 $ 9,006 $ 59,565 $ (5,838) $ 119,129 45.10 61 FUND: 101 - General Fund DEPT: 1310 - Street General Operations Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of GL 2009 2010 Variance Budget Variance Budget Annual B 5010 Salaries $ 48,334 $ 72,033 $ 23,699 $ 66,858 $ 5,176 $ 133,715 53.87 5020 Overtime 1,083 6,057 4,974 2,080 3,978 4,159 145.64 5022 Standby Time - 1,670 1,670 - 1,670 - - 5040 Leave Time 6,566 7,533 947 7,741 (207) 15,481 48.66 5050 In Lieu of FICA 2,469 2,633 165 1,235 1,399 2,469 106.66 5060 Retirement Benefi 6,278 9,046 2,768 5,944 3,102 11,888 76.09 5070 Health Insurance 17,410 24,918 7,509 19,435 5,483 38,870 64.11 5080 Workers' Comp 3,019 4,999 1,980 3,841 1,159 7,681 65.09 5090 Medicare 983 815 (167) 511 305 1,021 79.84 86,162 129,705 43,543 107,642 22,063 215,284 60.25 5120 Advertising 283 - (283) 75 (75) 150 - 5130 Subscriptions /Due - 50 50 150 (100) 300 16.67 5140 Travel /Subsistenc 31 122 91 500 (378) 1,000 12.22 5150 Communications 160 92 (68) 1,000 (908) 2,000 4.61 5160 Education /Trainin - - - 500 (500) 1,000 - 5310 Utilities 52,455 49,512 (2,944) 46,000 3,512 92,000 53.82 5370 Insurance 10,102 9,785 (318) 11,000 (1,215) 22,000 44.48 5380 Maintenance & Rep 7,483 8,798 1,315 35,000 (26,202) 70,000 12.57 5390 Contracted Servic 5,638 3,415 (2,222) 10,000 (6,585) 20,000 17.08 5440 Operating Supplie 10,140 21,170 11,030 11,000 10,170 22,000 96.23 5450 Gas & Lube 18,515 23,677 5,162 30,000 (6,323) 60,000 39.46 5460 Equip,Furn,Tools 1,063 809 (255) 600 209 1,200 67.40 5465 Safety Equip /Supp 498 244 (254) 750 (506) 1,500 16.27 5490 Postage /Misc.Frei 1,627 2,333 706 2,500 (167) 5,000 46.66 5500 Equipment Rental - - - 500 (500) 1,000 - 5530 Motor P001 Rent 90,500 29,392 (61,109) 29,392 - 58,783 50.00 5790 Misc. Expenses 1,400 (12) (1,412) 1,250 (1,262) 2,500 (0.49) 5930 Capital Equipment 8,009 - (8,009) - - - - Total Expenses $ 294,067 $ 279,092 $ (14,975) $ 287,859 $ (8,767) $ 575,717 48.48 62 FUND: 101 - General Fund DEPT: 1314 - Snow & Ice Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of GL 2009 2010 Variance Budget Variance Budget Annual B 5010 Salaries $ 41,408 $ 22,919 $ (18,489) $ 32,782 $ (9,862) $ 65,563 34.96 5020 Overtime 21,253 20,166 (1,087) 13,952 6,215 27,903 72.27 5022 Standby Time 4,502 3,380 (1,122) 2,825 556 5,649 59.84 5030 Unemployment Wage - 496 496 - 496 - - 5040 Leave Time 4,611 2,645 (1,966) 3,172 (527) 6,344 41.69 5060 Retirement Benefi 6,320 4,689 (1,631) 3,169 1,520 6,338 73.98 5070 Health Insurance 3,065 - (3,065) 9,944 (9,944) 19,888 - 5080 Workers' Comp 4,085 3,300 (785) 4,118 (818) 8,235 40.07 5090 Medicare 843 452 (390) 542 (89) 1,083 41.78 86,087 58,048 (28,039) 70,502 (12,454) 141,003 41.17 5120 Advertising - - - 200 (200) 400 - 5140 Travel /Subsistenc 21 2,019 1,998 200 1,819 400 504.85 5160 Education /Trainin - - - 300 (300) 600 - 5330 Heating Fuel - 397 397 - 397 5380 Maintenance & Rep 16,468 12,807 (3,661) 15,000 (2,193) 30,000 42.69 5390 Contracted Servic 3,374 2,286 (1,089) 3,000 (715) 6,000 38.09 5440 Operating Supplie 13,141 7,322 (5,819) 22,500 (15,178) 45,000 16.27 5450 Gas & Lube 339 67 (272) 1,250 (1,183) 2,500 2.67 5460 Equip,Furn,Tools 19 - (19) 200 (200) 400 - 5465 Safety Equip /Supp 204 89 (115) 250 (161) 500 17.78 5490 Postage /Misc.Frei 947 614 (333) 1,500 (886) 3,000 20.47 5530 Motor Pool Rent 10,500 18,411 7,911 18,411 - 36,822 50.00 5790 Misc. Expenses 99 - (99) 250 (250) 500 - Total Expenses $ 131,200 $ 102,059 $ (29,141) $ 133,563 $ (31,504) $ 267,125 38.21 63 FUND: 101 - General Fund DEPT: 1340 - City Shop Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of GL 2009 2010 Variance Budget Variance Budget Annual B 5010 Salaries $ 62,460 $ 74,574 $ 12,114 $ 69,088 $ 5,486 $ 138,175 53.97 5020 Overtime 1,193 7,333 6,140 1,931 5,403 3,861 189.93 5022 Standby Time - 166 166 1,014 (848) 2,028 8.16 5030 Unemployment Wage - 3,432 3,432 - 3,432 - - 5040 Leave Time 6,584 7,628 1,044 7,231 398 14,461 52.75 5050 In Lieu of FICA 494 - (494) 247 (247) 494 - 5060 Retirement Benefi 6,650 9,434 2,784 5,933 3,501 11,866 79.50 5070 Health Insurance 25,292 36,651 11,359 20,985 15,666 41,970 87.33 5080 Workers' Comp 4,121 4,992 872 4,629 363 9,258 53.93 5090 Medicare 1,084 1,016 (68) 964 52 1,928 52.70 107,878 145,226 37,348 112,021 33,206 224,041 64.82 5120 Advertising 132 - (132) - - - - 5130 Subscriptions /Due - 26 26 1,000 (974) 2,000 1.30 5140 Travel /Subsistenc 4 3,342 3,338 625 2,717 1,250 267.35 5150 Communications 3,073 3,528 455 4,250 (722) 8,500 41.51 5160 Education /Trainin - 925 925 1,000 (75) 2,000 46.25 5310 Utilities 18,521 15,960 (2,561) 15,500 460 31,000 51.48 5330 Heating Fuel 7,864 11,738 3,873 12,500 (762) 25,000 46.95 5370 Insurance 7,562 3,680 (3,882) 7,500 (3,820) 15,000 24.54 5380 Maintenance & Rep 1,989 2,179 190 8,000 (5,821) 16,000 13.62 5390 Contracted Servic - 5,294 5,294 1,000 4,294 2,000 264.72 5440 Operating Supplie 9,907 16,789 6,882 14,000 2,789 28,000 59.96 5450 Gas & Lube 1,315 793 (522) 3,625 (2,833) 7,250 10.93 5460 Equip,Furn,Tools 6,396 2,085 (4,311) 4,500 (2,415) 9,000 23.17 5465 Safety Equip /Supp 879 27 (852) 750 (723) 1,500 1.80 5490 Postage /Misc.Frei 317 449 132 600 (151) 1,200 37.42 5530 Motor Pool Rent 3,625 - (3,625) - - - - 5790 Misc. Expenses 604 99 (505) 750 (651) 1,500 6.57 5930 Capital Equipment - 20,485 20,485 - 20,485 - - Total Expenses $ 170,067 $ 232,625 $ 62,558 $ 187,621 $ 45,004 $ 375,241 61.99 64 FUND: 101 - General Fund DEPT: 1350 - Municipal Building Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of GL 2009 2010 Variance Budget Variance Budget Annual B 5010 Salaries $ 37,121 $ 37,934 $ 813 $ 39,836 $ (1,902) $ 79,672 47.61 5020 Overtime 708 214 (493) 743 (529) 1,486 14.41 5040 Leave Time 4,242 4,305 63 4,402 (97) 8,804 48.90 5060 Retirement Benefi 4,117 4,132 15 3,217 915 6,434 64.22 5070 Health Insurance 14,452 15,714 1,262 16,788 (1,074) 33,576 46.80 5080 Workers' Comp 4,236 3,963 (273) 4,315 (352) 8,630 45.92 5090 Medicare 581 581 1 621 (39) 1,241 46.85 65,456 66,844 1,388 69,922 (3,078) 139,843 47.80 5120 Advertising - - - 50 (50) 100 - 5150 Communications 291 238 (52) 125 113 250 95.39 5310 Utilities 29,439 26,799 (2,639) 27,500 (701) 55,000 48.73 5330 Heating Fuel 7,300 9,267 1,967 9,000 267 18,000 51.48 5370 Insurance 3,488 4,058 570 4,250 (192) 8,500 47.74 5380 Maintenance & Rep 4,519 1,963 (2,556) 12,500 (10,537) 25,000 7.85 5390 Contracted Servic - 5,125 5,125 3,000 2,125 6,000 85.41 5440 Operating Supplie 4,297 3,160 (1,137) 5,500 (2,340) 11,000 28.73 5450 Gas & Lube - 179 179 - 179 - - 5460 Equip,Furn,Tools 267 - (267) 250 (250) 500 - 5465 Safety Equip /Supp 58 - (58) 125 (125) 250 - 5490 Postage /Misc.Frei 451 270 (181) 300 (30) 600 45.00 5790 Misc. Expenses - - - 125 (125) 250 - Total Expenses $ 115,566 $ 117,904 $ 2,338 $ 132,647 $ (14,743) $ 265,293 44.44 65 FUND: 101 - General Fund DEPT: 1351 - Community Center Expense Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of GL 2009 2010 Variance Budget Variance Budget Annual B 5310 Utilities $ - $ 2,996 $ 2,996 $ 3,000 $ (4) $ 6,000 49.93 5330 Heating Fuel 1,798 820 (978) 1,900 (1,080) 3,800 21.57 5370 Insurance 1,214 1,678 465 1,850 (172) 3,700 45.36 5380 Maintenance & Rep 1,698 760 (938) 5,000 (4,240) 10,000 7.60 5390 Contracted Servic - 3,188 3,188 2,500 688 5,000 63.75 5440 Operating Supplie - 214 214 250 (36) 500 42.84 5465 Safety Equip /Supp 225 - (225) - - - - 5490 Postage /Misc.Frei - 48 48 50 (2) 100 48.00 5790 Misc. Expenses - - - 375 (375) 750 - Total Expenses $ 4,934 $ 9,704 $ 4,770 $ 14,925 $ (5,221) $ 29,850 32.51 n 6 '0 FUND: 101 - General Fund DEPT: 1400 - Parks & Recreation- Administration Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of GL 2009 2010 Variance Budget Variance Budget Annual B 5010 Salaries $ 54,321 $ 53,645 $ (677) $ 43,155 $ 10,490 $ 86,309 62.15 5030 Unemployment Wage 582 631 49 - 631 - - 5040 Leave Time 6,325 6,241 (84) 6,004 237 12,008 51.97 5050 In Lieu of FICA 1,975 - (1,975) - - - - 5060 Retirement Benefi 5,863 5,479 (384) 3,953 1,526 7,905 69.31 5070 Health Insurance 19,944 15,714 (4,230) 10,200 5,514 20,400 77.03 5080 Workers' Comp 580 561 (19) 612 (51) 1,223 45.84 5090 Medicare 788 814 26 762 52 1,524 53.39 90,378 83,083 (7,295) 64,685 18,399 129,369 64.22 5120 Advertising - - - 50 (50) 100 - 5130 Subscriptions /Due - - - 250 (250) 500 - 5140 Travel /Subsistenc 297 109 (188) 750 (641) 1,500 7.30 5150 Communications 3,507 1,926 (1,581) 4,000 (2,074) 8,000 24.07 5160 Education /Trainin 238 37 (202) 700 (663) 1,400 2.61 5370 Insurance 1,745 1,401 (344) 1,800 (399) 3,600 38.92 5390 Contracted Servic 15,950 19,790 3,840 21,000 (1,210) 42,000 47.12 5440 Operating Supplie 79 181 102 625 (444) 1,250 14.51 5460 Equip,Furn,Tools - 1,399 1,399 - 1,399 - - 5465 Safety Equip /Supp 18 - (18) 75 (75) 150 - 5490 Postage /Misc.Frei 326 286 (40) 225 61 450 63.56 5790 Misc. Expenses - - - 60 (60) 120 - Total Expenses $ 112,539 $ 108,212 $ (4,327) $ 94,220 $ 13,993 $ 188,439 57.43 G FUND: 101 - General Fund DEPT: 1410 - Parks & Recreation- Parks Maintenance Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of GL 2009 2010 Variance Budget Variance Budget Annual B 5010 Salaries $ 47,671 $ 52,794 $ 5,123 $ 57,369 $ (4,575) $ 114,737 46.01 5020 Overtime 2,126 591 (1,535) 2,064 (1,473) 4,128 14.32 5030 Unemployment Wage 8,161 3,771 (4,390) 5,000 (1,229) 10,000 37.71 5040 Leave Time 4,250 4,341 91 2,877 1,465 5,753 75.46 5060 Retirement Benefi 3,927 3,854 (72) 1,950 1,904 3,900 98.82 5070 Health Insurance 14,452 15,714 1,262 8,394 7,320 16,788 93.60 5080 Workers' Comp 3,395 3,198 (197) 3,199 (1) 6,397 49.99 5090 Medicare 1,722 1,935 213 3,049 (1,114) 6,098 31.73 85,703 86,199 495 83,901 2,298 167,801 51.37 5120 Advertising 79 40 (40) - 40 - - 5130 Subscriptions /Due - - - 165 (165) 330 - 5140 Travel /Subsistenc 329 66 (263) 125 (59) 250 26.39 5150 Communications 251 904 653 625 279 1,250 72.31 5160 Education /Trainin - - - 275 (275) 550 - 5310 Utilities 5,512 4,973 (539) 6,475 (1,502) 12,950 38.41 5330 Heating Fuel 207 308 100 575 (267) 1,150 26.76 5370 Insurance 5,123 5,815 692 5,000 815 10,000 58.15 5380 Maintenance & Rep 6,466 4,446 (2,020) 5,700 (1,254) 11,400 39.00 5390 Contracted Servic - - - 250 (250) 500 - 5420 Vehicle Supplies - 646 646 375 271 750 86.17 5440 Operating Supplie 1,031 300 (731) 750 (450) 1,500 20.03 5450 Gas & Lube 2,603 2,379 (224) 4,250 (1,871) 8,500 27.99 5460 Equip,Furn,Tools 209 548 339 1,750 (1,202) 3,500 15.65 5465 Safety Equip /Supp 291 5 (286) 750 (745) 1,500 0.34 5470 Janitorial Suppli - 70 70 1,850 (1,780) 3,700 1.88 5490 Postage /Misc.Frei 867 375 (491) 900 (525) 1,800 20.85 5500 Equipment Rental 42 - (42) 2,500 (2,500) 5,000 - 5530 Motor Pool Rent 6,500 - (6,500) - - - - 5790 Misc. Expenses - 426 426 - 426 - - 5930 Capital Equipment 1,000 - (1,000) 1,500 (1,500) 3,000 - Total Expenses $ 116,214 $ 107,500 $ (8,715) $ 117,716 $ (10,216) $ 235,431 45.66 63 FUND: 101 - General Fund DEPT: 1415 - Parks & Recreation- Campgrounds Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of GL 2009 2010 Variance Budget Variance Budget Annual B 5010 Salaries $ 32,408 $ 34,371 $ 1,962 $ 56,870 $ (22,499) $ 113,740 30.22 5020 Overtime 346 261 (85) 2,064 (1,803) 4,128 6.33 5030 Unemployment Wage - 76 76 76 5040 Leave Time 1,204 1,268 64 2,877 (1,608) 5,753 22.04 5060 Retirement Benefi 1,054 1,115 61 1,913 (798) 3,825 29.14 5070 Health Insurance - - - 8,394 (8,394) 16,788 - 5080 Workers' Comp 2,688 2,007 (681) 3,170 (1,163) 6,339 31.66 5090 Medicare 1,857 1,964 108 3,042 (1,077) 6,083 32.29 39,557 41,062 1,505 78,328 (37,266) 156,656 26.21 5120 Advertising - - - 500 (500) 1,000 - 5130 Subscriptions /Due - - - 30 (30) 60 - 5140 Travel /Subsistenc 95 - (95) 250 (250) 500 - 5150 Communications 64 115 51 300 (185) 600 19.22 5310 Utilities 7,714 9,131 1,417 31,500 (22,369) 63,000 14.49 5330 Heating Fuel 207 389 182 300 89 600 64.84 5370 Insurance 22 - (22) 3,000 (3,000) 6,000 - 5380 Maintenance & Rep 3,039 4,207 1,169 4,263 (55) 8,525 49.35 5390 Contracted Servic - - - 1,250 (1,250) 2,500 - 5420 Vehicle Supplies - - - 375 (375) 750 - 5440 Operating Supplie 559 4,049 3,489 2,500 1,549 5,000 80.97 5450 Gas & Lube 2,051 857 (1,195) 2,000 (1,143) 4,000 21.42 5460 Equip,Furn,Tools 698 370 (328) 1,875 (1,505) 3,750 9.87 5465 Safety Equip /Supp 59 296 237 300 (4) 600 49.36 5470 Janitorial Suppli 2,153 2,951 798 1,150 1,801 2,300 128.30 5490 Postage /Misc.Frei 173 385 212 300 85 600 64.14 5500 Equipment Rental 42 1,108 1,066 11,000 (9,893) 22,000 5.03 5530 Motor Pool Rent 6,000 - (6,000) - - 5550 Campgrounds 3,711 - (3,711) - - 5930 Capital Equipment - - - 1,000 (1,000) 2,000 - Total Expenses $ 66,144 $ 64,919 $ (1,225) $ 140,221 $ (75,301) $ 280,441 23.15 69 FUND: 101 - General Fund DEPT: 1420 - Parks & Recreation- Sports & Recreation Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of GL 2009 2010 Variance Budget Variance Budget Annual B 5010 Salaries $ 52,615 $ 56,641 $ 4,026 $ 49,842 $ 6,800 $ 99,683 56.82 5020 Overtime 77 363 286 - 363 - - 5030 Unemployment Wage 3,639 609 (3,030) 500 109 1,000 60.91 5040 Leave Time 3,756 4,557 801 4,582 (25) 9,164 49.73 5050 In Lieu of FICA - 1,975 1,975 494 1,481 988 199.90 5060 Retirement Benefi 3,871 5,035 1,164 3,275 1,760 6,550 76.88 5070 Health Insurance 8,960 15,714 6,753 16,788 (1,074) 33,576 46.80 5080 Workers' Comp 1,308 633 (675) 573 60 1,146 55.26 5090 Medicare 1,536 1,610 74 1,227 383 2,454 65.60 75,764 87,138 11,374 77,281 9,858 154,561 56.38 5120 Advertising 1,110 216 (894) 1,000 (784) 2,000 10.78 5130 Subscriptions /Due - - - 160 (160) 320 - 5140 Travel /Subsistenc 975 11 (964) 500 (489) 1,000 1.10 5150 Communications 845 1,614 769 1,250 364 2,500 64.57 5160 Education /Trainin 44 - (44) 283 (283) 565 - 5360 Rents & Leases - - - 10,000 (10,000) 20,000 - 5370 Insurance 1,813 1,469 (344) 1,600 (131) 3,200 45.90 5380 Maintenance & Rep 296 - (296) - - - - 5390 Contracted Servic 7,189 6,401 (788) 7,000 (599) 14,000 45.72 5440 Operating Supplie 13,620 11,711 (1,909) 11,575 136 23,150 50.59 5450 Gas & Lube - 75 75 - 75 - - 5460 Equip,Furn,Tools - 580 580 - 580 - - 5465 Safety Equip /Supp 125 - (125) 250 (250) 500 - 5470 Janitorial Suppli - 53 53 - 53 - - 5490 Postage /Misc.Frei 1,560 618 (942) 1,800 (1,182) 3,600 17.16 5790 Misc. Expenses 267 355 88 150 205 300 118.33 Total Expenses $ 103,608 $ 110,241 $ 6,633 $ 112,848 $ (2,607) $ 225,696 48.84 t FUND: 101 - General Fund DEPT: 1422 - Parks & Recreation- Community Schools Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of GL 2009 2010 Variance Budget Variance Budget Annual B 5010 Salaries $ 4,396 $ 1,726 $ (2,670) $ 7,234 $ (5,508) $ 14,468 11.93 5040 Leave Time 294 - (294) - - - - 5060 Retirement Benefi 361 - (361) - - - - 5080 Workers' Comp 57 20 (37) 83 (63) 166 11.95 5090 Medicare 117 132 15 554 (421) 1,107 11.93 5,225 1,878 (3,347) 7,871 (5,993) 15,741 11.93 5150 Communications - - - 50 (50) 100 - 5440 Operating Supplie - - - 140 (140) 280 - Total Expenses $ 5,225 $ 1,878 $ (3,347) $ 8,061 $ (6,183) $ 16,121 11.65 r ° 1 FUND: 101 - General Fund DEPT: 1430 - Parks & Recreation- Youth Center Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of GL 2009 2010 Variance Budget Variance Budget Annual B 5010 Salaries $ 62,426 $ 70,183 $ 7,757 $ 68,513 $ 1,670 $ 137,025 51.22 5020 Overtime 181 266 85 - 266 - - 5030 Unemployment Wage 468 5,789 5,321 - 5,789 - - 5040 Leave Time 4,189 4,428 239 4,699 (271) 9,398 47.11 5050 In Lieu of FICA - - - 494 (494) 988 - 5060 Retirement Benefi 4,376 5,013 638 3,749 1,264 7,498 66.86 5070 Health Insurance 14,452 15,714 1,262 20,985 (5,271) 41,970 37.44 5080 Workers' Comp 996 900 (96) 788 112 1,576 57.13 5090 Medicare 2,133 2,303 170 2,043 260 4,085 56.37 89,221 104,596 15,374 101,270 3,326 202,540 51.64 5120 Advertising - - - 125 (125) 250 - 5130 Subscriptions /Due - 13 13 130 (117) 260 4.98 5140 Travel /Subsistenc 62 88 26 150 (62) 300 29.33 5150 Communications 1,179 2,331 1,151 1,880 451 3,760 61.99 5160 Education /Trainin 30 - (30) 483 (483) 965 - 5310 Utilities 2,831 - (2,831) - - - - 5330 Heating Fuel 754 - (754) - - - - 5370 Insurance 2,456 2,204 (252) 2,450 (246) 4,900 44.98 5380 Maintenance & Rep 360 408 49 2,000 (1,592) 4,000 10.21 5390 Contracted Servic - - - 175 (175) 350 - 5420 Vehicle Supplies - - - 150 (150) 300 - 5440 Operating Supplie 4,564 3,652 (912) 6,000 (2,348) 12,000 30.44 5450 Gas & Lube 688 499 (190) 1,000 (501) 2,000 24.94 5460 Equip,Furn,Tools - - - 1,500 (1,500) 3,000 - 5465 Safety Equip /Supp - 125 125 100 25 200 62.50 5470 Janitorial Suppli - 206 206 275 (69) 550 37.49 5490 Postage /Misc.Frei 331 565 234 450 115 900 62.74 5530 Motor Pool Rent 4,500 - (4,500) - - - - Total Expenses $ 106,977 $ 114,686 $ 7,710 $ 118,138 $ (3,451) $ 236,275 48.54 72 FUND: 101 - General Fund DEPT: 1500 - Library Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of GL 2009 2010 Variance Budget Variance Budget Annual B 5010 Salaries $ 81,379 $ 82,748 $ 1,369 $ 90,727 $ (7,979) $ 181,454 45.60 5040 Leave Time 9,136 9,271 135 9,855 (584) 19,710 47.04 5060 Retirement Benefi 9,523 10,112 589 7,193 2,919 14,386 70.29 5070 Health Insurance 28,905 31,428 2,523 33,576 (2,148) 67,152 46.80 5080 Workers' Comp 922 904 (18) 1,044 (140) 2,087 43.31 5090 Medicare 1,304 1,338 34 1,387 (49) 2,774 48.24 131,167 135,800 4,633 143,782 (7,981) 287,563 47.22 5120 Advertising 973 1,321 348 800 521 1,600 82.56 5130 Subscriptions /Due 660 318 (342) 500 (182) 1,000 31.83 5140 Travel /Subsistenc 1,522 1,690 168 750 940 1,500 112.66 5150 Communications 2,311 3,096 785 3,500 (404) 7,000 44.23 5160 Education /Trainin 208 1,407 1,199 1,250 157 2,500 56.28 5190 Other Spec Servic 909 - (909) 3,500 (3,500) 7,000 - 5310 Utilities 5,122 4,577 (545) 5,000 (423) 10,000 45.77 5330 Heating Fuel 2,978 3,200 223 3,500 (300) 7,000 45.72 5360 Rents & Leases 8,184 6,324 (1,860) 4,100 2,224 8,200 77.12 5370 Insurance 4,416 3,661 (755) 4,500 (839) 9,000 40.68 5380 Maintenance & Rep 457 1,341 884 1,750 (409) 3,500 38.33 5390 Contracted Servic 1,300 538 (763) 250 288 500 107.50 5400 Library Bks.& Mat 8,833 13,045 4,212 12,500 545 25,000 52.18 5440 Operating Supplie 5,139 2,977 (2,163) 5,000 (2,023) 10,000 29.77 5460 Equip,Furn,Tools 1,164 2,428 1,264 2,500 (72) 5,000 48.56 5470 Janitorial Suppli 997 905 (92) 750 155 1,500 60.30 5490 Postage /Misc.Frei 5,216 3,296 (1,921) 4,000 (704) 8,000 41.19 5500 Equipment Rental 1,264 1,309 45 1,500 (191) 3,000 43.62 5790 Misc. Expenses 502 - (502) 250 (250) 500 - Total Expenses $ 183,323 $ 187,234 $ 3,911 $ 199,682 $ (12,448) $ 399,363 46.88 r.'''' 3 FUND: 101 - General Fund DEPT: 1910 - General Fund Debt Service Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of GL 2009 2010 Variance Budget Variance Budget Annual B 5060 Retirement Benefi $ 207,087 $ 206,951 $ (136) $ 271,566 $ (64,615) $ 543,132 38.10 207,087 206,951 (136) 271,566 (64,615) 543,132 38.10 5610 Contributions - 5,000 5,000 - 5,000 - - 5810 Principal 62,438 65,595 3,157 79,914 (14,319) 159,828 41.04 5820 Interest Expense 5,018 3,403 (1,615) 42,446 (39,043) 84,892 4.01 Total Expenses $ 274,543 $ 280,949 $ 6,406 $ 393,926 $ (112,977) $ 787,852 35.66 City of Seward FUND: 401 - Small Boat Harbor Enterprise Fund Line Item Revenue Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of Account Name 2009 2010 Variance Budget Variance Budget Annual Bud EF Interest Reven $ 2,968 $ 5,952 $ 2,984 $ 10,500 $ (4,548) $ 21,000 28.34 % GF Interest Reven - 513 513 - 513 - - Sales Fixed Asset - 634 634 - 634 - - Other Misc Revenu 145 24 (121) 750 (726) 1,500 1.61 Amortization of C 326,813 314,123 (12,690) 314,123 - 628,245 50.00 Amort.Bond Premiu - - - 4,188 (4,188) 8,375 - Transient Moorage 181,218 228,351 47,132 206,885 21,466 413,770 55.19 Moorage 588,987 571,083 (17,904) 468,768 102,315 937,536 60.91 Boat Lift Fees 47,014 54,252 7,239 44,625 9,627 89,250 60.79 Capital Renewal F - - - 50,000 (50,000) 100,000 - Wharfage 5,163 7,810 2,647 27,500 (19,690) 55,000 14.20 Land Rents & Leas 181,519 173,794 (7,726) 172,097 1,697 344,193 50.49 Labor and Service 4,686 5,658 972 2,750 2,908 5,500 102.87 Land Lease Credit (25,000) (27,128) (2,128) (25,767) (1,362) (51,533) (52.64) Misc. Harbor Reve 31,344 27,301 (4,043) 50,475 (23,174) 100,950 27.04 Harbor Power Sale 141,047 113,489 (27,558) 121,500 (8,011) 243,000 46.70 Total Revenue $ 1,485,904 $ 1,475,854 $ (10,050) $ 1,448,393 $ 27,461 $ 2,896,786 50.95 % A City of Seward FUND: 401 - Small Boat Harbor Enterprise Fund Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of Account Name 2009 2010 Variance Budget Variance Budget Annual Bud Salaries $ 215,950 $ 204,792 $ (11,158) $ 240,857 $ (36,065) $ 481,714 42.51 % Overtime 5,697 4,274 (1,423) 19,104 (14,829) 38,207 11.19 Standby Time 6,210 6,270 61 5,477 794 10,953 57.25 Leave Time 23,664 22,124 (1,540) 24,822 (2,698) 49,644 44.57 Retirement Benefi 57,755 54,508 (3,247) 63,341 (8,833) 126,682 43.03 Health Insurance 77,530 83,702 6,173 84,948 (1,245) 169,895 49.27 Workers' Comp 16,631 12,145 (4,486) 14,509 (2,363) 29,017 41.85 Medicare 3,724 3,546 (177) 4,337 (791) 8,674 40.89 Total Persnl Sery 407,160 391,363 (15,798) 457,393 (66,030) 914,786 42.78 Advertising 868 2,294 1,426 2,750 (456) 5,500 41.70 Subscriptions /Due 275 - (275) 500 (500) 1,000 - Travel/Subsistenc 3,468 295 (3,173) 3,500 (3,206) 7,000 4.21 Communications 4,531 3,256 (1,275) 6,000 (2,744) 12,000 27.13 Education /Trainin 299 769 470 2,000 (1,231) 4,000 19.22 Legal 12,021 8,773 (3,248) 11,500 (2,727) 23,000 38.14 Utilities 33,970 31,326 (2,644) 42,750 (11,424) 85,500 36.64 Power for Resale 124,289 84,220 (40,070) 84,002 218 168,003 50.13 Heating Fuel 3,864 3,385 (479) 4,500 (1,115) 9,000 37.61 Insurance 52,321 48,318 (4,003) 49,250 (932) 98,500 49.05 Maintenance & Rep 19,218 11,605 (7,612) 18,350 (6,745) 36,700 31.62 Contracted Servic 33,338 40,462 7,124 58,100 (17,638) 116,200 34.82 Operating Supplie 11,934 10,382 (1,551) 15,625 (5,243) 31,250 33.22 Gas & Lube 9,437 7,580 (1,857) 11,750 (4,170) 23,500 32.25 Equip,Furn,Tools 3,560 3,849 290 8,750 (4,901) 17,500 22.00 Safety Equip /Supp 1,462 3,008 1,546 2,750 258 5,500 54.69 Janitorial Suppli 2,876 2,134 (741) 3,500 (1,366) 7,000 30.49 Postage /Misc.Frei 2,163 3,857 1,694 5,550 (1,693) 11,100 34.75 Equipment Rental - - 500 (500) 1,000 - Motor Pool Rent 25,522 26,800 1,278 26,800 - 53,600 50.00 Depreciation Expe 561,371 543,445 (17,925) 543,120 325 1,086,240 50.03 Bad Debt Expense - - - 5,000 (5,000) 10,000 - Harbor Overhead 506,785 428,082 (78,703) 428,082 1 856,163 50.00 Harbor Allocation (345,396) (271,813) 73,583 (271,814) - (543,627) (50.00) P.I.L.T. 79,974 80,635 661 79,924 711 159,848 50.45 Reclass PILT to T (79,974) (80,635) (661) (79,924) (711) (159,848) (50.45) Bank,credit card 3,309 7,106 3,796 20,000 (12,894) 40,000 17.76 Misc. Expenses 2,294 1,239 (1,055) 1,000 239 2,000 61.95 Principal 229,040 240,088 11,047 190,044 50,044 380,088 63.17 Interest Expense 137,138 131,758 (5,380) 173,462 (41,703) 346,923 37.98 Total Expenses $ 1,847,116 $ 1,763,581 $ (83,535) $ 1,904,713 $ (141,132) $ 3,809,426 46.30 % ` n i 0 City of Seward FUND: 403 - Parking Enterprise Fund Line Item Revenue Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of Account Name 2009 2010 Variance Budget Variance Budget Annual Bud Parking Fees $ 66,183 $ 76,437 $ 10,254 $ 75,725 $ 712 $ 151,450 50.47 % EF Interest Reven (240) 161 401 6,000 (5,839) 12,000 1.34 Total Revenue $ 65,944 $ 76,598 $ 10,654 $ 81,725 $ (5,127) $ 163,450 46.86 % II 1. City of Seward FUND: 403 - Parking Enterprise Fund Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of Account Name 2009 2010 Variance Budget Variance Budget Annual Bud Salaries $ 23,018 $ 26,663 $ 3,644 $ 55,399 $ (28,736) $ 110,798 24.06 % Overtime 118 174 56 - 174 - - Unemployment Wage 5,020 7,860 2,840 3,500 4,360 7,000 112.28 Leave Time - 47 47 - 47 - - Retirement Benefi - 41 41 - 41 - - Health Insurance - - - 2,371 (2,371) 4,742 - Workers' Comp 2,022 1,490 (531) 522 968 1,044 142.77 Medicare 1,770 2,013 243 3,473 (1,460) 6,946 28.98 Total Persnl Sery 31,948 38,289 6,341 65,265 (26,976) 130,530 29.33 Advertising 79 205 125 750 (545) 1,500 13.64 Subscriptions /Due - 250 250 1,375 (1,125) 2,750 9.09 Travel /Subsistenc - - - 190 (190) 380 - Communications 410 549 139 1,800 (1,251) 3,600 15.24 Education /Trainin - - - 750 (750) 1,500 - Legal - - - 250 (250) 500 - Other Spec Servic - - - 1,250 (1,250) 2,500 - Utilities 57 204 147 250 (46) 500 40.79 Rents & Leases - - - 500 (500) 1,000 - Insurance 1,731 1,474 (257) 1,750 (276) 3,500 42.10 Maintenance & Rep 808 902 94 2,750 (1,848) 5,500 16.39 Vehicle Supplies - 74 74 500 (426) 1,000 7.44 Operating Supplie 1,320 3,966 2,646 5,620 (1,654) 11,240 35.28 Gas & Lube 594 266 (328) 50 216 100 266.21 Equip,Furn,Tools - 1,399 1,399 1,613 (214) 3,225 43.38 Safety Equip /Supp 209 1,959 1,750 375 1,584 750 261.16 Postage /Misc.Frei 153 584 431 800 (216) 1,600 36.50 Motor Pool Rent 6,500 6,500 - 6,500 - 13,000 50.00 Depreciation Expe 2,497 6,819 4,322 3,657 3,162 7,313 93.24 Bad Debt Expense - - - 250 (250) 500 - Genl Govt Admin F 4,661 4,674 13 4,674 - 9,348 50.00 P.I.L.T. 5,295 6,115 820 9,266 (3,151) 18,532 33.00 Reclass PILT to T (5,295) (6,115) (820) (9,266) 3,151 (18,532) (33.00) Bank,credit card 38 345 307 2,000 (1,655) 4,000 8.62 Misc. Expenses - 727 727 600 127 1,200 60.58 Infrastructure Co - - - 136,000 (136,000) 272,000 - Capital Equipment - 21,833 21,833 - 21,833 - - Total Expenses $ 51,007 $ 91,017 $ 40,011 $ 239,518 $ (148,501) $ 479,036 19.00 % p ) i City of Seward FUND: 417 - S.M.I.C. Enterprise Fund Line Item Revenue Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of Account Name 2009 2010 Variance Budget Variance Budget Annual Bud EF Interest Reven $ (142) $ 12 $ 155 $ - $ 12 $ - - a Amortization of C 261,771 251,516 (10,255) 251,516 - 503,032 50.00 Moorage 1,874 629 (1,245) 1,313 (684) 2,625 23.95 Boat Lift Fees 62,499 33,952 (28,547) 57,500 (23,548) 115,000 29.52 Storage Fees 49,885 85,620 35,734 45,000 40,620 90,000 95.13 Wharfage 128 219 91 1,625 (1,406) 3,250 6.72 Land Rents & Leas 35,252 42,056 6,804 35,493 6,563 70,986 59.24 Labor and Service 218 120 (98) 500 (380) 1,000 12.00 Misc. Harbor Reve - 64 64 - 64 - - Harbor Power Sale 25,004 3,683 (21,321) 10,000 (6,317) 20,000 18.42 Total Revenue $ 436,488 $ 417,870 $ (18,618) $ 402,947 $ 14,924 $ 805,893 51.85 % P.e J $ City of Seward FUND: 417 - S.M.I.C. Enterprise Fund Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of Account Name 2009 2010 Variance Budget Variance Budget Annual Bud Salaries $ 29,990 $ 27,192 $ (2,798) $ 20,944 $ 6,248 $ 41,888 64.92 % Overtime 525 432 (92) 1,661 (1,229) 3,322 13.01 Leave Time 3,102 2,208 (894) 2,159 49 4,317 51.15 Retirement Benefi 3,211 3,226 15 1,781 1,445 3,561 90.59 Health Insurance 754 - (754) 7,387 (7,387) 14,773 - Workers' Comp 2,716 2,133 (583) 1,262 871 2,523 84.53 Medicare 442 401 (42) 377 24 754 53.12 Total Persnl Sery 40,740 35,592 (5,148) 35,569 23 71,138 50.03 Advertising - - - 500 (500) 1,000 - Communications 24 - (24) - - Legal 16,516 2,821 (13,695) 4,000 (1,179) 8,000 35.26 Utilities 6,147 6,199 52 6,250 (51) 12,500 49.59 Power for Resale 24,046 5,346 (18,700) 15,000 (9,654) 30,000 17.82 Heating Fuel 334 1,352 1,019 5,000 (3,648) 10,000 13.52 Insurance 8,115 7,327 (788) 8,900 (1,573) 17,800 41.16 Maintenance & Rep 1,293 8,344 7,052 16,500 (8,156) 33,000 25.29 Contracted Servic 25,106 12,824 (12,283) 21,500 (8,676) 43,000 29.82 Operating Supplie 2,878 1,089 (1,789) 2,750 (1,661) 5,500 19.81 Gas & Lube 2,144 2,095 (49) 4,750 (2,655) 9,500 22.05 Equip,Furn,Tools 427 933 506 750 183 1,500 62.21 Postage /Misc.Frei 92 123 32 3,000 (2,877) 6,000 2.06 Depreciation Expe 321,261 311,167 (10,093) 311,005 162 622,010 50.03 Harbor Overhead 94,943 83,922 (11,021) 83,922 - 167,844 50.00 Harbor Allocation (58,911) (42,183) 16,728 (42,183) - (84,366) (50.00) P.I.L.T. 11,138 9,943 (1,195) 9,275 668 18,550 53.60 Reclass PILT to T (11,138) (9,943) 1,195 (9,275) (668) (18,550) (53.60) Misc. Expenses 2,500 18,631 16,131 - 18,631 - - Principal - - - 27,547 (27,547) 55,094 - Interest Expense 2,238 1,550 (689) 1,860 (310) 3,719 41.66 Total Expenses $ 489,892 $ 457,133 $ (32,759) $ 506,620 $ (49,486) $ 1,013,239 45.12 % PO V City of Seward FUND: 501 - Electric Fund Line Item Revenue Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of Account Name 2009 2010 Variance Budget Variance Budget Annual Bud Assessment Revenu $ 83 $ 500 $ 417 $ 1,300 $ (800) $ 2,600 19.25 % EF Interest Reven 13,677 20,406 6,729 46,500 (26,094) 93,000 21.94 Sales Fixed Asset - 5,000 5,000 - 5,000 - Amortization of C 427,782 432,190 4,408 572,782 (140,592) 1,145,564 37.73 Amort.Bond Premiu - - - 4,183 (4,183) 8,366 - Residential Sales 1,510,211 1,349,110 (161,101) 1,698,209 (349,098) 3,396,417 39.72 SG Service 729,802 696,886 (32,916) 862,544 (165,658) 1,725,088 40.40 LG Service Sales 1,565,321 1,527,446 (37,875) 2,145,292 (617,846) 4,290,584 35.60 Industrial Sales 549,890 425,275 (124,614) 409,741 15,534 819,482 51.90 Harbor Power Sale 150,133 94,321 (55,812) 122,304 (27,983) 244,607 38.56 Street & Yard Lig 33,910 33,329 (581) 37,500 (4,171) 75,000 44.44 Special Rate Sale - 3,584 3,584 - 3,584 - - Misc. Operating R 5,645 22,880 17,235 49,750 (26,870) 99,500 23.00 Total Revenue $ 4,986,454 $ 4,610,927 $ (375,527) $ 5,950,104 $(1,339,177) $ 11,900,208 38.75 % 8 1 City of Seward FUND: 501 - Electric Fund Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual k of Account Name 2009 2010 Variance Budget Variance Budget Annual Bud Salaries $ 302,848 $ 343,065 $ 40,217 $ 394,624 $ (51,559) $ 789,248 43.47 % Overtime 27,586 41,802 14,216 25,409 16,393 50,817 82.26 Standby Time 37,592 40,186 2,594 40,438 (252) 80,876 49.69 Electric Meal All 2,006 3,495 1,490 6,542 (3,046) 13,083 26.72 Unemployment Wage - 7,053 7,053 1,500 5,553 3,000 235.10 Leave Time 29,736 30,752 1,016 36,004 (5,251) 72,007 42.71 Retirement Benefi 48,636 52,115 3,479 63,899 (11,784) 127,797 40.78 Health Insurance 63,218 76,524 13,306 75,624 900 151,248 50.59 Workers' Comp 30,040 33,561 3,521 46,447 (12,885) 92,893 36.13 Medicare 7,207 6,688 (519) 8,379 (1,691) 16,757 39.91 Union Benefits 8,871 8,134 (737) 10,000 (1,866) 20,000 40.67 Sal.& Ben.w /o cre - (18,592) (18,592) (100,000) 81,408 (200,000) (9.30) Total Persnl Sery 557,739 624,784 67,045 608,863 15,921 1,217,726 51.31 Advertising 1,262 452 (810) 1,750 (1,298) 3,500 12.91 Subscriptions /Due 18,434 16,608 (1,826) 15,750 858 31,500 52.72 Travel /Subsistenc 25,482 6,669 (18,813) 40,750 (34,081) 81,500 8.18 Communications 29,198 8,492 (20,706) 19,000 (10,508) 38,000 22.35 Education /Trainin 1,133 5,689 4,556 9,750 (4,061) 19,500 29.17 Legal 4,761 16,472 11,710 61,750 (45,278) 123,500 13.34 Other Spec Servic 5,000 5,000 - 7,500 (2,500) 15,000 33.33 Utilities 16,315 25,205 8,890 31,000 (5,795) 62,000 40.65 Power for Resale 2,852,592 2,069,177 (783,415) 2,450,000 (380,823) 4,900,000 42.23 Heating Fuel 2,341 8,060 5,719 5,000 3,060 10,000 80.60 Fuel for Generato 18,188 97,259 79,071 22,500 74,759 45,000 216.13 Rents & Leases 22,759 11,800 (10,959) 24,500 (12,700) 49,000 24.08 Insurance 34,954 33,767 (1,186) 37,000 (3,233) 74,000 45.63 Maintenance & Rep 19,881 27,067 7,186 68,100 (41,033) 136,200 19.87 Contracted Servic 54,901 66,982 12,080 300,000 (233,018) 600,000 11.16 Library Bks.& Mat 173 - (173) - - - - Vehicle Supplies - 101 101 1,250 (1,149) 2,500 4.05 Operating Supplie 73,898 236,925 163,027 168,750 68,175 337,500 70.20 Oper.Supp.w /o cre - (7,845) (7,845) (100,000) 92,155 (200,000) (3.92) Gas & Lube 13,005 14,585 1,580 20,750 (6,165) 41,500 35.14 Testing - - - 2,575 (2,575) 5,150 - Equip,Furn,Tools 12,081 1,243 (10,838) 11,250 (10,007) 22,500 5.52 Safety Equip /Supp 422 6,030 5,608 4,250 1,780 8,500 70.94 Postage /Misc.Frei 5,085 11,532 6,448 9,275 2,257 18,550 62.17 Equipment Rental 2,706 17,417 14,711 13,850 3,567 27,700 62.88 Motor Pool Rent 38,500 81,500 43,000 81,500 - 163,000 50.00 Util. Deposit Int 654 562 (92) 684 (121) 1,367 41.13 Depreciation Expe 707,190 719,016 11,826 720,832 (1,816) 1,441,663 49.87 Bad Debt Expense 22,100 - (22,100) 12,500 (12,500) 25,000 - Genl Govt Admin F 406,493 407,642 1,148 407,642 - 815,283 7 t^ X 0.00 ls4- City of Seward FUND: 501 - Electric Fund Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of Account Name 2009 2010 Variance Budget Variance Budget Annual Bud P.I.L.T. $ 363,593 $ 332,226 $ (31,366) $ 426,027 $ (93,801) $ 852,054 38.99 % Reclass PILT to T (363,593) (332,226) 31,366 (426,027) 93,801 (852,054) (38.99) Bank,credit card 10,900 12,297 1,397 25,000 (12,703) 50,000 24.59 Misc. Expenses 1,170 60 (1,110) 4,250 (4,190) 8,500 0.71 Principal 305,000 315,000 10,000 157,500 157,500 315,000 100.00 Interest Expense 155,619 150,234 (5,385) 226,054 (75,820) 452,107 33.23 Amort.BondlssueCo - - - 1,761 (1,761) 3,521 - Infrastructure Co - 304,604 304,604 290,000 14,604 580,000 52.52 Capital Equipment 53,835 43,301 (10,534) - 43,301 - - Total Expenses $ 5,473,772 $ 5,337,686 $ (136,086) $ 5,762,884 $ (425,198) $ 11,525,767 46.31 % 83 City of Seward FUND: 701 - Water Enterprise Fund Line Item Revenue Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of Account Name 2009 2010 Variance Budget Variance Budget Annual Bud EF Interest Reven $ 9,876 $ 12,538 $ 2,662 $ 34,000 $ (21,462) $ 68,000 18.44 % Amortization of C 17,400 14,720 (2,680) 14,720 - 29,439 50.00 Residential Sales 177,329 186,356 9,027 188,640 (2,284) 377,280 49.39 SG Service 52,648 45,597 (7,051) 58,688 (13,091) 117,376 38.85 LG Service Sales 68,130 81,676 13,546 78,600 3,076 157,200 51.96 SMIC Sales 24,765 24,966 202 31,440 (6,474) 62,880 39.70 Industrial Sales 57,241 72,957 15,717 68,120 4,837 136,240 53.55 Ship Water 18,963 15,639 (3,324) 41,920 (26,281) 83,840 18.65 Misc. Operating R 38,305 43,553 5,248 30,250 13,303 60,500 71.99 Total Revenue $ 464,656 $ 498,002 $ 33,346 $ 546,378 $ (48,376) $ 1,092,755 45.57 % City of Seward FUND: 701 - Water Enterprise Fund Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of Account Name 2009 2010 Variance Budget Variance Budget Annual Bud Salaries $ 72,894 $ 73,827 $ 932 $ 97,490 $ (23,663) $ 194,980 37.86 Overtime 4,268 6,258 1,990 2,003 4,255 4,005 156.25 Standby Time 3,355 4,024 669 4,788 (764) 9,576 42.02 Leave Time 8,503 8,503 - 11,187 (2,683) 22,373 38.01 In Lieu of FICA 494 658 165 247 411 494 133.27 Retirement Benefi 16,162 16,776 614 24,227 (7,450) 48,453 34.62 Health Insurance 14,452 15,714 1,262 29,799 (14,085) 59,597 26.37 Workers' Comp 3,854 4,438 583 6,420 (1,982) 12,840 34.56 Medicare 1,286 1,103 (182) 1,417 (313) 2,833 38.95 Total Persnl Sery 125,268 131,301 6,033 177,576 (46,274) 355,151 36.97 Advertising 809 311 (498) 500 (189) 1,000 31.10 Subscriptions /Due 97 599 502 600 (1) 1,200 49.94 Travel /Subsistenc 449 2,228 1,779 2,750 (522) 5,500 40.50 Communications 2,476 3,556 1,080 3,500 56 7,000 50.80 Education /Trainin 619 1,319 700 2,750 (1,431) 5,500 23.98 Legal - - - 5,000 (5,000) 10,000 - Utilities 39,129 40,486 1,356 80,000 (39,514) 160,000 25.30 Heating Fuel - - - 500 (500) 1,000 - Insurance 2,904 2,550 (354) 5,000 (2,450) 10,000 25.50 Maintenance & Rep 13,936 3,877 (10,058) 33,000 (29,123) 66,000 5.87 Contracted Servic 22,953 26,974 4,021 82,500 (55,526) 165,000 16.35 Operating Supplie 6,828 14,881 8,053 17,000 (2,119) 34,000 43.77 Gas & Lube 4,201 2,803 (1,398) 4,300 (1,497) 8,600 32.59 Testing 2,075 2,993 918 6,250 (3,258) 12,500 23.94 Equip,Furn,Tools 1,018 6,429 5,411 6,000 429 12,000 53.57 Safety Equip /Supp 549 55 (494) 3,500 (3,445) 7,000 0.78 Inmate Meals - 28 28 - 28 Postage /Misc.Frei 1,420 1,969 549 2,750 (781) 5,500 35.80 Equipment Rental 950 - (950) 3,000 (3,000) 6,000 - Motor Pool Rent 2,000 - (2,000) - - - - Depreciation Expe 107,454 102,302 (5,152) 101,218 1,084 202,436 50.54 Bad Debt Expense 2,062 - (2,062) 1,000 (1,000) 2,000 - Genl Govt Admin F 112,140 112,457 317 112,457 - 224,914 50.00 P.I.L.T. 34,990 37,660 2,669 38,080 (420) 76,160 49.45 Reclass PILT to T (34,990) (37,660) (2,669) (38,080) 420 (76,160) (49.45) Bank,credit card 992 1,286 295 4,000 (2,714) 8,000 16.08 Misc. Expenses 398 803 405 750 53 1,500 53.53 Principal - - - 70,214 (70,214) 140,427 - Interest Expense (73,937) (71,377) 2,560 24,354 (95,731) 48,708 (146.54) Infrastructure Co - 3,301 3,301 20,000 (16,699) 40,000 8.25 Capital Equipment 15,050 29,581 14,532 - 29,581 - - Total Expenses $ 391,839 $ 420,711 $ 28,873 $ 770,468 $ (349,757) $ 1,540,936 27.30 % City of Seward FUND: 703 - Wastewater Enterprise Fund Line Item Revenue Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of Account Name 2009 2010 Variance Budget Variance Budget Annual Bud EF Interest Reven $ 889 $ 1,033 $ 143 $ 13,100 $ (12,067) $ 26,200 3.94 % Amortization of C 109,861 107,829 (2,033) 107,829 - 215,657 50.00 Residential Sales 219,774 230,834 11,060 230,560 274 461,120 50.06 SG Service 48,519 53,936 5,417 55,544 (1,608) 111,088 48.55 LG Service Sales 82,419 92,321 9,902 94,320 (1,999) 188,640 48.94 SMIC Sales 18,658 25,429 6,772 20,960 4,469 41,920 60.66 Misc. Operating R 3,008 472 (2,537) 1,000 (528) 2,000 23.58 Total Revenue $ 483,128 $ 511,853 $ 28,724 $ 523,313 $ (11,460) $ 1,046,625 48.91 % 3 City of Seward FUND: 703 - Wastewater Enterprise Fund Line Item Expenditure Summary by Fund Through June, 50% of year has expired THROUGH JUNE ANNUAL Actual YTD Budget Annual % of Account Name 2009 2010 Variance Budget Variance Budget Annual Bud Salaries $ 62,104 $ 72,531 $ 10,426 $ 70,677 $ 1,854 $ 141,353 51.31 % Overtime 1,487 6,907 5,420 1,405 5,503 2,809 245.90 Standby Time 3,355 3,167 (189) 2,876 291 5,751 55.06 Leave Time 6,850 7,743 893 8,027 (284) 16,054 48.23 In Lieu of FICA 494 658 165 247 411 494 133.27 Retirement Benefi 13,610 16,651 3,041 17,428 (776) 34,855 47.77 Health Insurance 14,452 15,714 1,262 20,566 (4,852) 41,131 38.20 Workers' Comp 3,090 4,464 1,374 8,002 (3,538) 16,004 27.89 Medicare 984 1,041 57 969 72 1,937 53.73 Total Persnl Sery 106,426 128,876 22,450 130,194 (1,318) 260,388 49.49 Advertising - - - 250 (250) 500 - Subscriptions/Due 33 2,757 2,723 500 2,257 1,000 275.67 Travel /Subsistenc 38 722 684 1,500 (778) 3,000 24.06 Communications 1,987 2,429 442 2,750 (321) 5,500 44.16 Education /Trainin 100 60 (40) 1,750 (1,690) 3,500 1.71 Legal - - - 2,500 (2,500) 5,000 - Utilities 46,110 51,545 5,435 52,500 (955) 105,000 49.09 Heating Fuel 5,251 - (5,251) 800 (800) 1,600 - Rents & Leases - - - 250 (250) 500 - Insurance 3,882 3,616 (266) 4,250 (634) 8,500 42.54 Maintenance & Rep 7,012 30,347 23,335 40,000 (9,653) 80,000 37.93 Contracted Servic 22,546 78,155 55,609 37,500 40,655 75,000 104.21 Library Bks.& Mat 13 - (13) - - - - Operating Supplie 5,020 9,458 4,438 8,000 1,458 16,000 59.11 Gas & Lube 4,176 3,499 (677) 3,875 (376) 7,750 45.14 Testing 3,995 5,655 1,660 9,000 (3,345) 18,000 31.42 Equip,Furn,Tools 2,134 707 (1,427) 3,000 (2,294) 6,000 11.78 Safety Equip /Supp 376 130 (245) 600 (470) 1,200 10.87 Postage /Misc.Frei 1,758 934 (824) 2,600 (1,666) 5,200 17.96 Equipment Rental 950 - (950) 2,500 (2,500) 5,000 - Motor Pool Rent 2,000 - (2,000) - - - - Depreciation Expe 140,214 138,304 (1,910) 138,305 - 276,609 50.00 Bad Debt Expense 2,650 - (2,650) 650 (650) 1,300 - Genl Govt Admin F 68,483 68,677 194 68,677 - 137,353 50.00 P.I.L.T. 29,790 32,239 2,449 30,720 1,519 61,440 52.47 Reclass PILT to T (29,790) (32,239) (2,449) (30,720) (1,519) (61,440) (52.47) Bank,credit card 1,146 1,570 424 4,000 (2,430) 8,000 19.63 Misc. Expenses 2,327 89 (2,237) 500 (411) 1,000 8.93 Principal - - - 29,209 (29,209) 58,417 - Interest Expense - - - 1,802 (1,802) 3,603 - Infrastructure Co - - - 10,000 (10,000) 20,000 - Total Expenses $ 428,627 $ 527,529 $ 98,903 $ 557,460 $ (29,931) $ 1,114,920 47.32 % ` 7/21/2010 9:39 AM Run Date - 7/21/10 @ 9:39 AM Providence Health & Services DET OPS 110 - MGD - PROV SEWARD MED CTR Detail Statement of Operations (in Thousands) Reported as of June 2010 % Variance % Variance Last Year % Variance Actual MTD Budget MTD MTD Actual YTD Budget YTD YTD Actual YTD YTD Gross Service Revenues: 134 110 21.8% Acute Care- Inpatient 1,009 648 55.7% 721 39.9% 660 580 13.8% Acute Care - Outpatient 2,999 3,206 (6.5 %) 3,082 (2.7%) 176 140 25.7% Primary Care 795 801 (0.7 %) 747 6.4% 777 807 (3.7 %) Long -term Care 4,639 4,796 (3.3 %) 3,131 48.2% - - Homecare & Hospice - - - (9) - - Housing & Assist. Living - - - - - 1,747 1,637 6.7% Total Gross Service Revenues 9,442 9,451 (0.1 %) 7,672 23.1% Revenue Deductions: 2 16 87.5% Charity Care 143 99 (44.4 %) 95 (50.5%) - Medicaid Charity - - - - - 154 120 (28.3 %) Medicare & Medicaid 610 695 12.2% 543 (12.3 %) 8 4 (100.0 %) Negotiated Contracts 29 25 (16.0 %) 33 12.1% 46 367 87.5% Other 215 2,177 90.1% 426 49.5% 210 507 58.6% Total Deductions 997 2,996 66.7% 1,097 9.1% 1,537 1,130 36.0% Net Service Revenue 8,445 6,455 30.8% 6,575 28.4% - Premium Revenue - - - - - - Rental and Education Revenue - - - - - 24 8 200.0% Other Operating Revenue 188 46 308.7% 30 526.7% 1,561 1,138 37.2% Total Net Operating Revenues 8,633 6,501 32.8% 6,605 30.7% Expenses from Operations: - - Purchased and Healthcare Expenses - - - - - Other Expenses from Operations: 670 624 (7.4 %) Salaries & Wages 4,067 3,733 (8.9 %) 3,583 (13.5 %) 196 186 (5.4 %) Employee Benefits 1,205 1,117 (7.9 %) 1,031 (16.9 %) 1 4 75.0% Professional Fees 28 25 (12.0 %) 32 12.5% 84 67 (25.4 %) Supplies 466 399 (16.8 %) 374 (24.6 %) 215 210 (2.4%) Purchased Service 1,017 1,265 19.6% 959 (6.0 %) 2 2 - Depreciation 11 11 - 11 - 1 - - Interest and Amortization 2 - - 11 81.8% 113 71 (59.2 %) Bad Debts 421 400 (5.3 %) 395 (6.6 %) - - - Healthcare Taxes - - - - - 55 8 (587.5 %) Other Expenses (342) 48 812.5% 276 223.9% _ 1,337 1,172 (14.1 %) Total Other Exp from Operations 6,875 6,998 1.8% 6,672 (3.0 %) 1,337 1,172 (14.1 %) Total Operating Expenses 6,875 6,998 1.8% 6,672 (3.0 %) 224 (34) 758.8% Excess of Rev Over Exp from OPS 1,758 (497) 453.7% (67) 2,723.9% - 1 - Non - Operating Gain (Loss) 1 6 (83.3 %) - - 224 (33) 778.8% Excess of Revenues Over Expenses 1,759 (491) 458.2% (67) 2,725.4% Other Activity-Unrestricted (1,559) 501 (411.2 %) Increase (Decrease) in UR Net Assets 200 434 (53.9 %) CI 1 00 7/21/2010 9:39 AM PRELIM - Run Date - 7/21/10 @ 9:39 AM Providence Health & Services BAL_SHT 110 - MGD - PROV SEWARD MED CTR Balance Sheet (in Thousands) Reported as of June 2010 June 2010 December 2009 June 2010 December 2009 Actual Last Year Actual Last Year ASSETS LIABILITIES & NET ASSETS Current Assets: Current Liabilities: Cash and Cash Equivalents (352) 758 Accounts Payable 127 185 System Pooled Cash - - Accrued Compensation 798 807 Mgmt Designated Cash & Cash Equiv. - - Affiliates Payable - - Short Term Investments - - Payable to Contractual Agencies 114 102 Assets Held Under Securities Lending - - Deferred Revenue /Unearned Premiums 31 31 Accounts Receivable, Net 2,183 1,762 Liability for Unpaid Medical Claims - - Affiliate Receivable Liability for Risk - Sharing - - Premiums Receivable - - Liabilities Under Securities Lending - - Other Receivables 86 99 Other Current Liabilities 1,506 1,877 Supplies Inventory at Cost - - Short-Term Debt - - Other Current Assets 29 18 Current Portion of Long -Term Debt - - Current Port. of Assets -Use is LTD - - Total Current Liabilities 2,576 3,002 Total Current Assets 1,946 2,637 Assets Whose Use is Limited: Long-Term Debt: Mgmt Designated Cash and Investments .. - Master Trust Debt - - Funds Held for Long -term Purposes 572 128 Loans from Affiliates - - Gift Annuity and Trust Funds - - Other - - Funds Held by Trustees - - Long -Term Debt - _ Non- Current Assets Limited as to Use 572 128 Property. Plant & Equipment: Other Long -Term Liabilities 153 188 Gross Property, Plant & Equipment 107 107 Less: Accumulated Depreciation (64) (53) Total Liabilities 2,729 3,190 Net Property, Plant & Equipment 43 54 Net Assets: Other Assets: Unrestricted (171) (371) Unamortized Financing Cost - - Temporarily Restricted 3 - Interaffiliate Notes Receivable - - Permanently Restricted - - Other (Incl. Long -term Investments) - - Total Net Assets (168) (371) Total Other Assets - - Total Liabilities and Net Assets 2,561 2,819 Total Assets 2,561 2,819 8 Cl CO Memorandum of se Date: August 23, 2010 %.01,>_ To: Mayor Dunham, City Council Members 1 &ASKP From: Jean Lewis, City Clerk Subj: FYI Records Management System Update Attached is the results of a records management assessment that was done March 10, 2010 called "City of Seward Road Map to RIM Implementation" produced by Acumen Informational Services, Inc. Acumen is one of two records management companies in Alaska, and may be the only one that is certified by both the National Archives and Record Administration (NARA) and Association of Records Managers and Administrators (ARMA). There are over 12,000 laws and regulations governing Records Information Management (RIM), which are processes and procedures for managing records. These systems are mandated by federal and state government and regulatory agencies, and must adhere to strict methods established by the Library of Congress, International Standards Association (ISO) and the Institute of Certified Records Managers (ICRM). Long story —short ... We have contracted with Acumen to assist us with his 2010 execution plan only, which will help us bring our Record Retention Schedule up to date, add the appropriate record series, while making the city's record retention schedule legally justifiable. From there, the City Clerk's office will work toward adding the new record series into the software, work with departments and VERSATILE to get our records flowing from department to storage and onto disposal again. Acumen has started to work on this for us. They will be paid out of the City Clerk contracted services account that was approved in the 2010 budget. No additional money will need to be appropriated for this phase. Some additional training money should be able to be taken from the 2011 account if needed. We have also attached a page showing the problems we've encountered, and the solutions and plan we will be following. Wish us luck. Once completed, this should make us certifiable .. . I mean .... certified by both NARA and ARMA once this is completed. It is important to get these records flowing again and bring the City's Records Retention Schedule (RRS) up to governmental standards that would meet today's legal challenges. Record standards and electronic standards will continue to evolve at a fast pace. City of Seward Road Map to a .°A RIM Implementation 4 -44.ASd.P momeassesommomm March 10, 2010 Offered By amssissus umukuszatmawasemmem Page 1 ACUMEN The Log Jam INFORMATION SERVICES, INC. 6250 Tuttle Place, Suite 7 The City of Seward (city) Anchorage, AK 99507 has the basis for a quality s: 907.276.4567 RIM (Records and jschowen@acumen- crm.com Information Management) program provided some adjustments are made to procedures and Records Retention Scheduling. The new software Versatile Express (VE) has yet to be implemented however, offers some good automated functionality. By adding a legally responsive Records Retention Schedule (RRS) and procedures for professionally managing records storage boxes, the tables for use within the software can be populated. Once populated, the City Clerk's office plans for a city -wide roll -out of some new records initiatives. A log jam of boxes in user departments for the last two years has created a lack of forward momentum and to some, a lack of trust and confidence in the overall program. The goal of the Clerk's office is to implement the program at the department level and clear the log jam. Foundation to a Jump Start Acumen recommends the city base all RIM program initiatives on Certified Records Management (CRM) industry practices and standards. The following findings and recommendations are meant to help complete the program development effort and provide direction to jump start the RIM program. Findings and Recommendations 1. Finding: It is critically important for cities, government agencies and private businesses to understand and deliberately and successfully manage their records and information - it's the law. The City of Seward's current RIM program needs some attention, however, is not without merit. Base level components are in- place. Refinements and enhancements are needed to fully extend the program's effectiveness. Recommendation: In order to establish priorities and refresh memories of what RIM does, the Clerk may wish to hold an Executive Level training conference and have a CRM provide a Foundational Overview to the team. 2. Finding: The city is presently running an unfunded RIM program. Without dedicated funds, the RIM Program will never receive the attention it requires in order to be a success. Furthermore, in order to update Retention Guidelines into a usable format, the city's RRS has to be re- defined and updated. Normally this would require a full records inventory costing considerable amounts of time and money. Page 2 9 2 Recommendation: Acumen recommends using the existing retention schedule as a high level records inventory. A draft retention schedule can be developed based on records series. Acumen would perform legal research and assign legal requirements to each record series. The new Draft RRS can then be reviewed and approved by the city's legal representation and implemented city -wide. The new RRS would become the basis for entering the record series codes into the VE software for managing retention. 3. Finding: Existing procedures used to support RIM throughout Seward need to reflect control points required by RIM industry standards. Recommendations: Acumen suggests a detailed review of the existing procedures with an eye on longer term improvements and adjustments to the current system design. It is important that the revised procedures address: III Retention Overview and Glossary • Records Classification & Ownership • Records Inventory • Master Box Control System • Duplicates Management • Records Hold and Release • Records Transfer Procedure • Records Destruction Procedure • Records Training Program 4. Finding Current `Transient Storage" at City Hall houses a variety of types of storage containers. Other concerns include the non - uniform assignment of box identification, placement and numbering. Box tracking within a sequentially numbered facility becomes inefficient and difficult over time. Recommendation: Acumen recommends the development of a Box/Bin storage system and implementation and use of a box control system. Reasons include: ✓ The ability to randomly place boxes and optimize storage space ✓ Easy retrievability by tracking box locations electronically ✓ Standardizes box labeling and identification ✓ Promotes confidentiality and security This functionality may exist in VE. See Review of Versatile software in the next section for more information Review of Versatile Software 5. Finding: The VE software seems appropriately scaled to the city's current RIM needs, however, the city needs to define what functionality to use as part of the overall RIM program. Page 3 3 Recommendation: Acumen recommends the city use the system as a way to track the disposition (retention, storage and destruction) of inactive record storage boxes. Before fully implementing, the City should work with the vendor to ensure the following functionality exists or can be easily (and cost effectively) developed: • Can custom reports be developed to produce a Record Transfer List (RTL) and Record Destruction Authorization (RDA) form? The form should have similar fields as the city's current RTL and needs to have custom fields for destruction authorization signatures. • Can box numbers be assigned manually? User defined as opposed to system defined. Note: Based on Acumen's review of the software, this appears to be possible. • Will the system support a box/bin storage system? Can space be assigned within a defined record storage area for easy retrieval? • Is there an ability to put a box and /or record series on hold for destruction in case of legal discovery or financial audit? Is the process automated or manual? • What is required to add barcode functionality? 6. Finding: VE has the functionality to manage active files, some imaging capabilities and an ability to manage email retention. Recommendation; Based on the city's current operating environment, Acumen recommends postponing implementation of these features. It is unclear if using these features would solve any current problems or provide any immediate benefit. Also it would require extensive training to be properly rolled out to each department. 3 Year Execution Plan The following Execution Plan is being provided as a roadmap to help the city fully implement their RIM program. A three year time frame is being used in order to help manage the challenges of assigning budget and personnel resources. 2010 Execution Plan Action Description & Timing Budget Provide Assessment Acumen submits Assessment to the City Complete Clerk for review. Review Execution Plan Acumen and the Clerk schedule a phone conference to review the plan, make changes, and schedule future actions. Purchase Draft Record Acumen develops a draft Retention $4,000 Page 4 ;1 Retention Schedule Schedule using the current city Schedule as a guideline. On -Sight Training and Once the draft schedule is developed, $1,000 Versatile Express Set -up Acumen's VP of Operations (VPO) schedules a one -day on -site training session. Subjects include: ✓ How to use the new RRS ✓ How to integrate the new RRS into VE ✓ Helping to prepare data for entry into VE Populate VE Database City personnel populate tables within the database using the updated RRS and box management information. Perform Inventory in City personnel realign the archives and Storage Areas and transient storage area based on the revised Reorganize RRS and box number system. Integrate VE to complete the storage reorganization. 2011 RIM Budget Planning During the 4th quarter, schedule a phone N/C conference with Acumen to discuss 2011 action items. Total $5,000 2011 Execution Plan Action Description & Timing Budget Develop Network of Record During a multiple day visit by Acumen's $1,500 Coordinators VPO, a preselected list of individuals representing each department will undergo introductory training to Records Management and training on the inventory and Records Transfer List. Define Data Owners As part of the same visit, Acumen and the $1,500 Clerk will define Data Owner for each Record Series. Once defined, a formal training session will be provided by Acumen to train Data Owners on their RIM Program responsibilities. J Page 5 Implement Remaining Based on answers from Versatile, Acumen $5,000 System Components will assess remaining components required in a certified records management system not supported by the software. Any missing components with be developed by Acumen's CRM. This will include any required training for the Clerk's office. Overall Records Inventory Acumen's VPO spends one week at the $14,000 city training and implementing a city wide inventory effort. As the inventory is completed, Acumen will perform the legal retention coding (using new record series) and quality control in Anchorage. When the legal coding is complete, Acumen will update the draft RRS. Perform Records Acumen works with the Clerk's office to $500 Destruction oversee the city's first formal records destruction. 2012 Budget Planning During the 4th quarter, schedule a phone N/C conference with Acumen to discuss 2012 action items. Total $22,500 Page 6 J 2012 Execution Plan Action Description & Timing Budget Establish Seward RIM Add an FTE position, reporting to the City $30,000 Analyst Position Clerk as the city's Records Analyst. (ongoing cost to the Consider funding the position by having city) departments share the cost. Implement a Vital Record Acumen's CRM and VPO will document the $5,000 Program (VRP) city's VRP and spend approximately three days at the city to help with implementation Perform RIM program audit Acumen's CRM performs a certified records $3,000 audit of the city's RIM program and provides the Clerk with documented findings and recommendations. A RIM audit is required by industry standards once each year, however, Acumen recommends once every other year for small organizations. Perform E- Records As the City gains control of its hardcopy $4000 Assessment records, it is necessary to bring the same level of control and accountability to electronic records of all types. This includes instant messaging, email, databases, voicemail, server and network management, and shared drives. The Assessment findings and recommendations will outline step necessary to standardize e- records management according to industry standards and legal requirements. Total $42,000 Closing Acumen appreciates the openness and insightfulness of city staff while conducting this Assessment. The three year execution plan provides a solid foundation for understanding what must be done to bring the city's RIM program to life and into compliance. We look forward to hearing your commentary regarding the recommendations of this Assessment. Respectfully, J.C. Schowen, CRM President, Acumen Information Services, Inc. Page 7 PROBLEMS WITH THE RECORDS MANAGEMENT SYSTEM Old DOS-based Records: Management system NEED 7 L PLACJNG few VER. A software ecord ge St�n� as S ssful con ersio from S-lased t 3 Windows based oft re comp lete a a _ 2009 PROBLEMS ENVO NT RED Log , jam cif docu nts pending solutions Problems & Issues: • We now have a 2 -yr log jam of boxes awaiting storage and disposal with Departments backing up. • Cannot add any record into either system right now. Conversion has been completed. • Cannot add records into VERSATILE system without a record series being established. • City Clerk and staff have not been able to find the time to devote to this for over one year. • Need to bring the city record retention schedule up to governmental standards per assessment. • Records management is not annually funded, other than responsibility falling under the Deputy Clerk position. • Public Works Department has OSHA mandates that need to be added to the records management system. • City Clerk and staff need to take control and process 60 boxes of city records that are stored in another room and not catalogued into the system. • Must have a legally responsive Records Retention Schedule. • Space for storage of permanent records is an ongoing issue. • City Clerk and staff will need additional training from VERSATILE to set up the reports so records can be retrieved properly. a 8 THE PLAN FOR SOLUTIONS Con tracting with Acumen for his "2010 , e i1 k2( i to Execution Plan" to establish a new record 1 series and an updated record retention chedule (RRS) j • Coordinate with departments to get up -to -date information added into this above revision. J i • • Arrange for Public Works laserfiched documents and boxes for storage • • OSHA standards added to RRS • Get new updated RRS approved by the city attorney and council J All new record series and categories would have to be added into the new VERSATILE software system. FINALLY, can now take in departmental records for storage, conduct annual destruction of records, and problem solve other issues listed.. CITY OF SEWARD • Main Office (907) 224 -4050 P.O. BMX 167 of SEw •Police (907) 224 -3338 .i 4 • Harbor (907) 224 -3138 SEWARD, ALASKA 99664 - 0167 •Fire (907) 224 -3445 Gg 4k45w> • City Clerk (907) 224 -4046 • Community Development (907) 224 -4049 • • Utilities (907) 224 -4050 • Fax (907) 224 -4038 August 10, 2010 Kenai Fjords National Park Jeff Mow, Superintendent PO Box 1727 Seward, Alaska 99664 Dear Superintendent Mow, I have been asked by the Seward City Council to contact the National Park Service to request a status report on the Mary Lowell Center project. We are aware this project has been seriously stalled with obstacles like lawsuits, budget problems, time delays, design changes, etc. What has also happened is that large areas of downtown in Seward's business district have been converted from a taxable state to a tax exempt status. One of the businesses lost was a high sales tax generator. The concept of the Mary Lowell Center was to add to our downtown core as both expansion and as an anchor to local businesses and the growing Alaska SeaLife Center visitor traffic. This idea of the Mary Lowell Center has been around since 1991. The idea was consolidated into a multi - agency in 1996, and then evolved into a convention center during the 2003 Seward Centennial and the All American City project in 2005. For almost 20 years now, the multi- agency of major federal groups in one area combined with a community center had huge appeal. Our city looked forward to the establishment of a center which could host business groups, conventions, and conferences. Time delays have resulted in the Forest Service moving out of our area to a facility 25 miles away from Seward and thus an economic loss. Other interested tenants have also established other business areas. All these things have not served our downtown business area well. We understand today's funding problems and how funding for projects such as the Mary Lowell Center are drying up or are becoming unavailable. It is our understanding that you have a small amount of funds in hand ($2.5 million), which could possibly be used to upgrade the historic Solly's Building. This building has deteriorated to the point of being a serious eye sore. Our waterfront area has been continually improved and landscaped, including Hoben Park, the Alaska SeaLife Center walkways and various plazas. This has accented the degrading of the Solly's Building. We on the council feel some things need to be started on the improvements to this area. Please understand we are not addressing the Legends building. Your agency has been very helpful in the use of this building and allowing for community usage, which is much appreciated. 100 I have included a recent photo of Solly's both from the front and back. Please advise us of how we can work together to move forward on this remaining project or how we can establish attention to help remove the gaping hole in the downtown Seward area. It might help to also note the revenue loss in sales tax in this situation. We very much need to get this turned around. I look forward to discussing this with you further. Sincerely, A,/ ,01.....;„,„/„.„,,,,..._____ Willard E. Dunham, Mayor City of Seward t w f �r , i .�. r ,k ya�.t C 101 .. Yeosu City Government 1 Sicheongno, Yeosu -si, Jeolanam -do, 555 -701 Republic of Korea p t.> 4ia Fax : +0082 -61-690 -7229 - Tel : +0082-61-690-8428 ax EXP 2012 YEOSU KOREA Http: //yeosu.go.kr RECEIVED August 12, 2010 AUG 1 2 2010 CM-H E OF THE Dear Honorable Mayor Willard E. Dunham, CITY CLERK It was such a pleasure to receive your letter. Thank you for your warm message of congratulations on my recent election as the Mayor of Yeosu. I am very excited to return to this position to serve our citizens and all the more delighted to work for stronger bonds between Yeosu and Seward. I am grateful that the City of Seward has expressed so much interest in Expo 2012 Yeosu Korea. 1 am taking this opportunity to ask for your continuous support for and interest in the Expo. We are planning to invite our sister and friendly cities including Seward during the Expo 2012. I want to visit Seward which has been our close friend and thank you personally for your invitation to Silver Salmon Derby. Unfortunately, 1 am scheduled to visit China and Japan next week to discuss cooperation for Expo 2012. Although I will not be able to join the derby, I look forward to other opportunities to meet you and talk about possible partnership between our two cities. I foresee cooperation between our cities both at the public and private sectors bringing about effective changes to better our communities. I wish you and your city all the best. Very respectfully, c ✓, Kim Chung -Seog 1 0 2 Mavnr of YPncil Knrea Augus t August 2010 ' September 2010 �' M ,T.W'T F S S M T.W;TF S 1 2 3 4 56.7 1 2 3 4 9 910_.11 12 14 5 6 7 8 :9.10 11' '15'16 17 18 19 20 21: 12 13 14 15 16 17 18' 22.23 24 25 26 27 28 " 19 20 21 22 23 24 25. 29 30 31 26 27 28 29.30 Monday 'Tuesday Wednesday Thursday: Y : �: ; �Fnday ' . Sat/Sun August 5, 5pm CC Special ." 7:3011)'rriP&Z Meeting w ' 7ti00pttiCC WS (Land... Meeting Policies & Lease Procedures) 7 5:061)111 CC Special 9 1C % . :�• 1 1 13"- 1a, Meeting �i, 30am 5:20ptnCC WS (Title 7) 7kie , 7:00pnl''City Council Meeting i 6:3013M; P&Z Work ,12.00pr PACAB Work 21 <9 a 00�!�3 Social Session Session Security Rep (Canceled) 30prY2;''Historic ,. Preservation F ~' Meeting 7,00r,ihi'City Council Primary Election Meeting 29 - \Dft m COy4r 4V'e Nanci Richey 1 8/18/2010 9:33 AM iC'3 ■ Septem Sep er 20 t)t�erx t . - .. :,..__.:p:--,_,:., .- i',,,,, S M T : T S S M 4r v 'T 5 ,.:,,, ,,,,,, -, -,',- - -.. -,‘,,,,,,,,,,,, ,,,,,,,, , 1 2. 5 6.7.� X1011 3 4 z5 6i'7 8 9 12 1314 :15 161? 18 10 14 13 ,4,4.:15,;,16„ 4 :� � . e y e ' _ - X 20 62728 41 2526 „i42,.4,0,,,29‘..,,,,,...3,.:-.:',:',,:.,,,..,,,,- 30 z2324zs 3a Mpnda` ' Tu sda” Wednesda Thum ' Sa m;a * 1 '.: f p ' eto be ' a' 12:00pm PACAB Meeting labor C?a '(4`lfficesXlose , 7:30 : pm P&Z Meeting • 12:OOpm 1 ...' ' ; .:.;:'''... ,....\,,,,' ' 13'- 1.r 15 1d - - 1: 1 :00pm City Counci 12:00pm PACAB Work 9:00am;Social Meeting Session Security Rep 6 :30pm Historic Preservation Meeting , 21:, 21. 2 Z 7 :0OprrMeet the 6:30pm P&Z Work 7OOpm Meet the Candidates Session Candidates Night Night 2; r 77 OOpm`City Council a Meeting Nanci Richey 1 4 f ot 16 /2Q10 9:46 AM