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HomeMy WebLinkAbout2025-02-06 Special Work Session Meeting Packet Meeting location: Edina City Hall Community Room 4801 W. 50th St. Edina, MN City Council SPECIAL Work Session Meeting Agenda Thursday, February 6, 2025 5:00 PM Accessibility Support: The City of Edina wants all residents to be comfortable being part of the public process. If you need assistance in the way of hearing amplification, an interpreter, large-print documents or something else, please call 952-927-8861 at least 72 hours in advance of the meeting. 1. Call to Order 2. Roll Call 3. Meeting Topics 3.1. Budget Work Session 4. Adjournment Page 1 of 105 d ITEM REPORT Date: February 6, 2025 Item Activity: Information Meeting: City Council Agenda Number: 3.1 Prepared By: Scott Neal, City Manager Item Type: Other Department: Finance Item Title: Budget Work Session Action Requested: None. Information only. Information/Background: The purpose of the February work sessions is to kick off the budget process and provide an overview of all the services the City provides, where the Council has policy discretion, and the cost drivers. The presentations are intended to serve as a foundation for further discussion at the retreat in March. Due to the volume of content to cover in a limited amount of time, staff has been given some time constraints. We are asking the Council to hold off on discussions about the service priorities until the retreat, but clarifying questions to enhance understanding are welcome. After the presentations, individual Council members will be asked to submit up to five service areas they would like to prioritize learning more about, with the potential goal of making changes to the service or its level. Staff will then compile all individual Council feedback and review it to make a recommendation for up to five areas to explore further over the next year or two (timeline will depend on scale and available time). Staff will present the recommendations for discussion and review at the retreat. Staff is also including the proposed budget process timeline for 2026-2027 budget. Resources/Financial Impacts: This is essential for the development of the 2026 - 2027 biennial budget and city work plans. Relationship to City Policies: This is essential for the development of the 2026 - 2027 biennial budget and city work plans. Supporting Documentation: 1. 2026-2027 Budget Tentative Timeline 2. Budget Department Presentations Page 2 of 105 Timeline - Tentative Date Dec I 7th Februar y 4th & 6th March 15th May 6th August 19th September 2nd September 16th Dec. 2nd I Dec. 16th January 2025 The CITY of EDINA Event Action Council Approved 2025 Levy and Budget Council Work Session Council Work Session (Services Overview by Dept.) Discussion & Goal Setting Council Retreat Council Work Session Review CIP for 2026/27 26/27 Budget Presented Council Work Session 26/27 Budget Discussion Council Work Session Preliminary Levy Adoption Council Meeting Council Work session Public hearing and adopt final 2026/27 Levy Council Meeting Council Meeting Adopt final 2026/27 Levy Finance Deadline Publish detail budget book to website Page 3 of 105 2026-2027 Budget February 4 & 6 Work Sessions Page 4 of 105 The mission of the City of Edina is to provide effective and valued services, maintain a sound public infrastructure, offer premier public facilities, and guide the development and redevelopment of lands, all in a manner that sustains and improves the high quality of life enjoyed by residents and businesses. The vision for the City of Edina is to be the preeminent place for living, learning, raising families, and doing business. This vision is distinguished by a livable environment, effective and valued city services, a sound public infrastructure, a balance of land uses, and innovation. Page 5 of 105 The Budget is the largest reflection of an organization’s priorities. The Budget serves as the foundation of operationalizing the communities’ goals into actionable plans. Page 6 of 105 2026/27 Budget Process •Policy Decision Discussions •External Service Level Discussions Council •Efficiency Opportunities •Minimal Service Impacts •Internal Service optimization City Management 2026/27 Budget Page 7 of 105 Purpose of February Work Sessions •Intention is to inform Council on policy level information regarding services by department. •Tight schedule- monitoring time. Significant amount of content to get through. Goal is to wait on discussion about service priorities until March Retreat, but instead to ask questions to understand/clarification. •Numbers are from 2025 adopted budget (2026-27 numbers won’t be available until late summer). •Focus is on levy funded areas (operating and capital). Key Takeaways: Better understanding of services, policy discretion and cost drivers. Grounding for March discussions. Page 8 of 105 Operations vs. Policy What vs. How What How Page 9 of 105 Complex and interconnected organization •100+ lines of service •Further review and discussion to truly understand impact will be required. •On-going. Work in progress (we will make mistakes). Need focus, time and flexibility. Page 10 of 105 EdinaMN.gov Review of 2025 Budget and Levies Page 11 of 105 Tentative Timeline Date Event Action Dec 17th Council Approved 2025 Levy and Budget February 4th & 6th Council Work Session Council Work Session (Services Overview by Dept.) March 15th Discussion & Goal Setting Council Retreat May 6th Council Work Session Review CIP for 2026/27 August 19th 26/27 Budget Presented Council Work Session September 2nd 26/27 Budget Discussion Council Work Session September 16th Preliminary Levy Adoption Council Meeting Dec. 2nd Council Work session Council Meeting Public hearing and adopt final 2026/27 Levy Dec. 16th Council Meeting Adopt final 2026/27 Levy January 2025 Finance Deadline Publish detail budget book to website Page 12 of 105 Behind the Scenes (tentative) Date Event Type Action Item(s) 1/2-1/29 ELT Meeting Prep for February WS Preview Budget Kick-off Presentation to Council Present Budget & WP Staff Guide 2/1-2/28 Internal Salary & Benefits Projections Updated 2/4 Council Work session Council WS Budget Preview Review proposed timeline Review Department Services 2/6 Special Meeting Review Department Services 2/12 ELT Meeting Draft Budget WP Items Discussion 3/15/2025 Council Retreat Debt Service Discussion Equipment Levy Explanation (Technology, Facility Needs, Vehicle Purchases) Review 26-27 Projections Budget Work Plan 3/19 Internal Staff Budget & Workplan Training 4/1-5/15 Internal Depts Develop Budget & Workplan 5/6 Council Work session Council Budget Review Review Updated CIP for 2026/27 Follow up on projections from retreat related to draft WP 5/15-6/1 Internal Budget Review, Edits & Clean Up 5/28 ELT Retreat (Full Day) Work Plan & Budget Presentations 6/1-7/20 Internal Budget Review & Edits 7/23 ELT Meeting Budget Preview 7/30 Internal Budget Final Edits & Clean Up 8/19 Council Work session CM Budget Proposal Shared with Council 9/2 Council Work session Council Budget Review, Comments & Edits 9/16 Council Meeting Council Adopts Preliminary Levy 12/2 Council Meeting Truth in Taxation 12/16 Council Meeting Council Adopts Final Budget Page 13 of 105 2025 All Funds 35% 33% 11% 4% 3% 3% 2% 2%2%2% 1% 1%1%0% Sources Property Tax Levy (34.8%) Operating Revenues (33.1%) Charges for Services (10.9%) Licenses & Permits (3.4%) Local Option Sales Tax (3.2%) Transfers and Contributions (2.8%) Franchise Fees & Other Taxes (2.4%) Other Revenue (2.3%) Special Assessments (2.2%) Intergovernmental (1.6%) Tax Increments (1.4%) Investment Income (1.1%) Other Financing Sources (0.6%) Fines and Forfeitures (0.2%) Page 14 of 105 2025 General Fund 73% 9% 9% 4%2%2% 1% SOURCES Property Tax Levy (73%) Charges for Services (9%) Licenses & Permits (9%) Intergovernmental (4%) Other (2%) Franchise Fees & Other taxes (2%) Fines & Forfeitures (1%) Page 15 of 105 Breakdown by Levy Area 80% 10% 9% 1% LEVY BREAKDOWN General Fund Levy Construction Levy Debt Service Levy HRA Levy Page 16 of 105 2025 General Fund 28% 16% 13% 13% 9% 4% 4% 4% 3%3% 2%1% USES BY FUNCTION Police (28%) Fire (15%) Parks & Recreation (13%) Public Works (13%) Engineering (9%) I.T. (4%) Development (4%) Administration - Supporting (4%) Human Resource Management (3%) Finance (3%) Administration - Operating (2%) Communications (1%) •Only includes portions funded with levy (non-franchise fee, non-utilities etc). •Does not include equipment, capital or debt service. Page 17 of 105 Services by Department Presentation February 2025 Data based off 2025 budget Page 18 of 105 Presentation Schedule February 4th Start Time Budget Process Kick off 5:30 pm Police - 30 minutes (28%)5:45 pm Fire - 40 minutes (15%)6:15 pm February 6th Parks and Recreation - 60 minutes (13%)5:00 pm Public Works - 30 minutes (13%)6:00 pm Engineering - 30 minutes (9%)6:30 pm Development - 20 minutes (4%)6:50 pm Internal Services Administration (6%)7:00 pm IT - (4%)7:10 pm Human Resources - (3%)7:20 pm Finance - (3%)7:40 pm Communications - (1%)7:50 pm Wrap up & Next Steps 8:00 pm Page 19 of 105 Function Department Division % of GF Exp % of All Funds Exp Operating Police Police Administration 5.79%3.23% Operating Police Dispatch 3.39%0.93% Operating Police Patrol 16.04%3.98% Operating Police Investigations 3.00%0.76% Police Department: 28% Additional services -School Liaisons -Drug Task Force -Neighborhood Engagement -Police Records -911 Dispatch 86 FT Page 20 of 105 Page 21 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Law Enforcement Required Statutory, best practice, industry standard Enforcement of ordinance, statute, and law Emergency Response Required Statutory, best practice, industry standard 911 response to all hazards, emergencies, accidents, and disasters 911 Dispatch for Police, Fire, EMS, Public Works Required Statutory, best practice, industry standard Cost offset by partnership with Richfield Police and Fire Traffic Safety and Enforcement Quality of Life Best practice, past practice, industry standard Significant community demand for traffic safety Mental Health Response and Social Work Quality of Life Best practice, past practice Alternative Response Team and Embedded Social Worker programs Emergency Medical Services Required Statutory, best practice, industry standard Work in partnership with Fire to provide rapid first response to medical emergencies Crime Prevention and Analysis Quality of Life Best practice, past practice,industry standard Leveraging intelligence led policing to reduce and interrupt crime patterns Animal Control Quality of Life Best practice, past practice, industry standard Domestic and wild animal management programs and enforcement Page 22 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes School Resource Officers Quality of Life Best practice, past practice, industry standard Reimbursed for service by Edina Schools Criminal Investigations Required Statutory, best practice, industry standard Investigation and prosecution of serious crimes Community Engagement Quality of Life Best practice, past practice,industry standard Proactive efforts with Community Engagement Officer and Joint Community Police Partnership Liaison Special Events Planning and Security Quality of Life Best practice, past practice,industry standard Numerous major City and community events Records Management, Data Practices, and CJIS Compliance Required Statutory, best practice,industry standard Significant and complex statutory requirements Property and Evidence Management Required Statutory, best practice,industry standard Assure integrity of criminal cases and manage significant liability for the City Staff Training and Certification Required Statutory, best practice,industry standard Maintenance of licenses, certifications, and proficiency Page 23 of 105 Cost Drivers & Other Important Information •Significant Change Over the Past Five Years •Additional statutory/regulatory requirements •Increased costs for training, certification, and equipment •Public perception and expectations •Significant community growth •Increase in mental health and crisis response •Hiring and Retaining the Best People •Our biggest challenge today, have not been fully staffed since 2020 •Staffing targets for 2024-25 not yet realized •9-12 month process from job posting to solo patrol •Focusing efforts on Cadet program, will need to develop future talent in-house •Staffing necessary to provide past service levels, accommodate community growth, and assure retention of existing staff Page 24 of 105 Cost Drivers & Other Important Information •Adapting to Change •24-hour Sergeant coverage •Mental health services including Embedded Social Worker and Alternative Response Team •Community Engagement and Joint Community Police Partnership •Cadet Officer Program •Fiscal Responsibility •Cost sharing partnerships with Edina Public Schools, Southdale Center, City of Richfield, and Hennepin County •Extending the life cycle of equipment and vehicles where possible •Utilizing State and Federal grant funding including Auto Theft and ICPOET •Leveraging Edina Crime Prevention Fund for special projects and opportunities Page 25 of 105 Fire Department:15% Function Department Division % of GF Exp % of All Funds Exp Operating Fire Fire 14.12%4.99% Operating Fire Building Inspections 0.00%1.50% Operating Fire Public Health 1.32%0.72% Additional services -Fire Response -Ambulance Service (ALS) -MN Taskforce One -Fire Prevention (Fire Marshal) -Training Facility -Organics Recycling -Rental Inspections -Residential Redevelopment 71 FT Page 26 of 105 Fire Department Fire Chief Building Division Fire Operations Fire Prevention Fire Training and EMS Public Health Training Facility Page 27 of 105 Fire Department- More Than Just a Fire Department •Fire Department Full Time Staff •Building Division -16 •Fire Department – 47 •24 HR - 36 •Fire Inspectors - 3 •Administrative Chief - 5 •Administrative Assistant- 2 •Minnesota Task Force One Administrator - 1 •Public Health - 7 •South Metro Public Safety Training Facility - 1 Page 28 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Fire Department Emergency Response Quality of Life Past Practice No State Statute/Federal Mandates that drive service. Local policy decision is required. Fire Department Ambulance Response Quality of Life Past practice No State Statute/Federal Mandates that drive service. Local policy decision is required. Fire Prevention and Inspections Quality of Life Industry Standard Community Risk Reduction Fire Department Training and Safety Statutory Risk Management Continuing Education and risk reduction Minnesota Task Force One Host Agency Quality of Life Council Policy JPA for State of MN Urban Search and Rescue Team Fiscal Agency- Minnesota Task Force One Quality of Life Internal Policy Supervise and oversee Minnesota Task Force One Administrator position and fiscal agency. Fiscal Agency – Training Facility Quality of Life Internal Policy Supervise and oversee Staff assigned to the SMPSTF. Emergency Management Quality of Life Best Practice Emergency manager for the City of Edina. Page 29 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Community Health Board Statutory Council Policy The City of Edina's status is a Community Health Board (CHB) M.S. 145A. The statutory responsibilities listed below are required of CHB's and we must meet those responsibilities. Food, Pools, Lodging Licensing and Inspection Statutory Best Practice MN Statute 145A, which includes Environmental Public Health Activities like food, pools, and lodging licensing and inspection. Funded by City license fees. Public Health Nuisance Investigation & Enforcement Statutory Best Practice MN Statute 145A, which includes Environmental Public Health Activities like public health nuisance investigation and enforcement. Local Public Health Services Statutory Best Practice MN Statute 145A, which includes local public health activities. Funding: LPH Grant and Local Match and general budget. Foundational Public Health Services - Grant Statutory Best Practice MN Statute 145A, which includes foundational public health services grant duties. Completely funded by FPHR Grant which pays for contracted services with Bloomington Public Health. Page 30 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Public Health Emergency Preparedness - Grant Statutory Best Practice MN Statute 145A, which includes Public Health Emergency Preparedness. Completely funded by PHEP Grant Response Sustainability Grant Services Statutory Best Practice MN Statute 145A, which includes Response Sustainability Grant Services. Completely funded by RSG grant which pays for contracted services with Bloomington Public Health. COVID 19 Response Services/Vaccine Implementation Statutory Best Practice MN Statute 145A, which includes COVID 19 response. Response activities have been funded through various grants from State and Federal sources which pay for contracted services with Bloomington Public Health. CDC Infrastructure Grant Services Statutory Best Practice MN Statute 145A, which includes CDC Infrastructure grant requirements. Funded completely by CDC Infrastructure Grant which pays for contracted services with Bloomington Public Health. Page 31 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Multi-Unit Parking Garage Licensing & Inspection QOL Past Practice, Risk Management Inspections to ensure air quality/safety in parking structures attached to housing units. Funded completely by license fees. Property Maintenance Code Enforcement QOL Council Policy, Industry Standard Property Maintenance/Code Enforcement is a standard municipal practice for maintaining quality of life and property. No funding source other than general budget funds. Body Art Licensing and Inspection Statutory Best Practice Funded by City license fees. Opioid Settlement Funding Services Statutory Industry Standard Required services as detailed in settlement funding. Tobacco Licensing Statutory Industry Standard Municipal licensing required Cannabis/Low Dose Hemp Edible Registration and Inspection Statutory Industry Standard, Best Practice Required licensing and inspection as detailed in new regulations Page 32 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Cannabis and Substance Use Prevention Grant Statutory Best Practice Required of Edina Community Health Board - meet grant duties through agreement with Bloomington Public Health. Residential Recycling Program Management QOL County Requirement, Council Policy County Ordinance 13 requirements must be met - Verify Residential Organics Recycling Program Management QOL County Requirement, Council Policy County Ordinance 13 requirements must be met Building Inspections Statutory Best Practice Delegated Municipal Inspections. Locally administered and conducted. Residential Redevelopment Coordinator Quality of Life Best practice Coordinate residential redevelopment between residents, contractors, and City staff. Page 33 of 105 Cost Drivers & Other Important Information •Fire Department Service Response Policy •Fire Department Staffing Study •Fire Department Station Study •Hiring – candidate pool reductions, experience reduction •Capital Expenses Escalation (Apparatus, Station, Equipment) •Value alignment •Quality of Life vs Overall Service expectation •Environmental Impacts/Climate Change •Drivers of Public Health initiatives •Community Engagement •Community Risk Reduction •Operational, customer, Staffing or Infrastructure Impacts •Increased volume, Aging populations, Development, Reimbursement Page 34 of 105 2025 Fire Department Recommendations •Key Recommendations •Evaluate and create a Fire Department Response Policy •Evaluate and review Community Health Board Impacts and fees for service Page 35 of 105 Parks & Recreation Department: 13% Function Department Division % of GF Exp % of All Funds Exp Operating Parks & Recreation Park Administration 2.94%1.02% Operating Parks & Recreation Recreation 0.68%0.57% Operating Parks & Recreation Arts & Culture 0.03%0.01% Operating Parks & Recreation Park Maintenance 9.55%2.49% Additional services -Recreation Programs -Forestry -Braemar Golf -Braemar Arena -Centennial Lakes -Edina Aquatic Center -Edinborough Park -Edina Liquor -Edina Art Center 68 FT Page 36 of 105 Parks and Recreation Department Perry Vetter, Director Tom Swenson, Asst. Director Park Maintenance Forestry and Natural Resources Janet Canton / Sabrina Clark, Administrative Support Tracy Petersen, Asst. Director Programming Division Enterprise Division Kersten McManamon, Marketing Josh Furbish, General Manager Edina Liquor Mallory Jensvold, Financial Analyst Page 37 of 105 Perry Vetter, Director Tom Swenson, Asst. Director Rachel Finberg, Park Planner Brian Driste, Parks Field Supervisor Park Service Workers (14 FTE/Local 49) Luther Overholt, City Forester Laura Beres, Asst City Forester Janet Canton / Sabrina Clark, Administrative Support Park Maintenance and Natural Resources Division Page 38 of 105 Mallory Jensveld, Financial Analyst Programming and Park Enterprise Division Perry Vetter, Director Janet Canton & Sabrina Clark, Administration Tracy Petersen, Asst. Director Programming Division Amanda Clarke, Recreation Supervisor Rachael Walters, Recreation Supervisor Nicole Gorman, Recreation Supervisor / Senior Center Supv. Laura Fulton, Recreation Supervisor Enterprise Division Joseph Abood, GM Braemar Golf Jesse Buchholz, GM Braemar Arena/Sports Dome Art Center Tiffany Bushland, GM Centennial Lakes Park Patty McGrath, GM Edinborough Park/Aquatic Center Kersten McManamon, Marketing Page 39 of 105 Edina Liquor Division Page 40 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Project Planning Quality of Life Best Practice Increase in engagement requires additional project time, resources and techniques Long-term revenue opportunities Quality of Life Best Practice Opportunity to pursue sponsorship and naming rights at select enterprise locations Liaison Duties Quality of Life Past Practice Liaison to Garden Council, Historical Society, 14 athletic associations, Braemar Golf Club, Morningside Athletics, Veterans Memorial, Community Education, Fourth of July Committee, EP Associations, CLP Associations, Sousa Band Special Events Quality of Life Industry Standard Special event requests often overload park system for design, operations, and resident access Activity Directory publications Quality of Life Past Practice distribute three directories to each living unit in Edina Safety & Security Health/Safety Best Practice Ensuring compliance with emergency protocols, risk management and adequate staffing responsibility levels Youth Scholarships Quality of Life Best Practice Provide equitable access to rec programs (ECF) Park Administration Page 41 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Youth Athletic Associations Access to Athletic Field, Gym Space & Outdoor Ice Quality of Life Best Practice Provide high level access to athletic spaces for recreational and competitive use Adaptive & Inclusion Programs & Services Quality of Life Best Practice Provide adaptive and inclusion services and programs for residents and youth athletic association participants Youth, Family & Adult Programming Quality of Life Best Practice Provide wide array of recreation programs, events and services for residents of all ages Senior Programming Quality of Life Best Practice Provide high level programming, events and services to older adult population Maintain & Operate Senior Center Quality of Life Best Practice Maintain building and classroom spaces for use by older adult visitors to facility Park Building & Picnic Shelter Rentals Quality of Life Best Practice Provide rental indoor and outdoor park spaces for residents to use for events and celebrations Outdoor Ice Skating Quality of Life Best Practice Climate resiliency is forefront on operating season Recreation Page 42 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Diseased tree & weed inspection State Statute Ordinance enforcement Inspect and enforce diseased tree and weed ordinance violations Tree Protection Ordinance Permit Review Quality of Life Ordinance enforcement Review and inspection of properties for compliance with Tree Protection Permits Tree storm damage removal Health/Safety Best Practice Emergency removal of storm trees to keep streets open Forestry programs Quality of Life Best Practice Tree planting, trimming and disease management of trees on park land and other city parcels Turf management Quality of Life Best Practice Mowing of sports fields, parks and street right of ways Building Maintenance Quality of Life Best Practice Maintenance of park structures, implementing projects and cleaning of rentable spaces Playground Safety Inspections Statutory Industry Standard Inspect and maintain existing and new structures to CPSI standards Park Maintenance Page 43 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Greenhouse and Horticulture Quality of Life Best Practice Horticulture and beautification throughout parks and Arneson acres Snow Plowing of Parks and Trials Quality of Life Best Practice Snow removal activities on rinks, trails, parking lots and park entrance roads Skating Rink Maintenance Quality of Life Best Practice Daily sweeping and flooding of skating rinks Operational Capacity Quality of Life Best Practice Shoulder season demands due to climate adaptation Athletic Field Maintenance Quality of Life Best Practice Maintaining and preparing all outdoor sports fields for youth and adult athletics Park Maintenance Page 44 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Maintain & Operate Braemar Golf Course Quality of Life Industry Standard Agronomic maintenance and operation of a high end municipal golf course to include the Championship 18, Academy 9 and Driving Range. Maintain & Operate Braemar Championship 18 Clubhouse Quality of Life Industry Standard Maintain and operate clubhouse interior and exterior to provide a high quality recreational experience. Maintain & Operate Braemar Academy 9 and Driving Range Clubhouse Quality of Life Industry Standard Maintain and operate clubhouse interior and exterior to provide a high quality recreational experience. Maintain & Operate Braemar Golf Dome & Ancillary Building Quality of Life Industry Standard Maintain Golf Dome fabric, inflation system as well as the golf shop, office and restroom building to provide a high quality recreational experience. Maintain & Operate Braemar Courtyard Quality of Life Industry Standard Maintain and operate the Braemar Courtyard to provide a high quality recreational and leisure experience. Braemar Golf Page 45 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Golf Instruction Quality of Life Industry Standard Provide an assortment of Golf Instruction Programing that includes camps, clinics and private lessons to residents and non-residents. Community Programming Quality of Life Industry Standard Provide non-golf community programing that includes snowshoeing, lawn bowling and family nights on the Braemar Courtyard. Golf League Host Facility Quality of Life Industry Standard Host 18 different golf leagues that provide an opportunity for Men, Women, Seniors and Juniors to play the different golf facilities within Braemar park. Golf Retail Quality of Life Industry Standard Provide three different outlets to purchase golf retail within the Braemar Park. Charity Golf Outing Host Facility Quality of Life Industry Standard Provide opportunity for charitable organizations to host golf events at a high end municipal facility. Food & Beverage contract Quality of Life Best Practice Provide food & beverage options to enhance golf user experience Braemar Golf Page 46 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Maintain & Operate Arena Building & Dome Quality of Life Best Practice Maintain ice arenas & seasonal dome & outdoor turf to provide high quality recreational experiences Equipment Maintenance Quality of Life Best Practice Provide routine maintenance and repair of facility equipment to maintain safety & functionality Program & Event Coordination Quality of Life Best Practice Scheduling and organizing rec programs, leagues and special events for all age groups Concessions Operations Quality of Life Best Practice Managing food & beverage operations to enhance visitor experience Snow & Ice Removal Health/Safety Best Practice Clean parking lots, walkway and entrances to ensure safe access to facility Energy Management Health/Safety Best Practice Monitoring energy use, optimizing system efficiency and implementing sustainable initiatives Maintain & Operate Arena Building & Dome Quality of Life Best Practice Maintain ice arenas & seasonal dome & outdoor turf to provide high quality recreational experiences Braemar Arena & Sports Dome Page 47 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Safety & Security Health/Safety Best Practice Ensuring compliance with emergency protocols, conducting safety checks and maintaining security systems Cleaning & Sanitization Health/Safety Best Practice Routine cleaning of facility spaces to maintain safe & welcoming environment Ice Operations & Maintenance Health/Safety Industry Standard Maintain ice safety and quality to ensure safe user experience Equipment Maintenance Quality of Life Best Practice Provide routine maintenance and repair of facility equipment to maintain safety & functionality Braemar Arena & Sports Dome Page 48 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Tree maintenance Quality of Life Best Practice Tree planting, trimming and disease management of trees on park property Turf management Quality of Life Best Practice Mowing of CLP & Edina Promenade Building Maintenance Quality of Life Best Practice Maintenance of park structures, implementing projects and cleaning of rentable spaces Putting Course Maintenance & Operations Quality of Life Best Practice Maintaining putting course and open operations to public Horticulture Quality of Life Best Practice Horticulture and beautification throughout CLP Snowplowing Walking Trails Quality of Life Best Practice Snow removal activities on walking paths in park Centennial Lakes Page 49 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Skating Rink Maintenance Quality of Life Best Practice Daily sweeping and maintenance of skating rink Entertainment Series Quality of Life Best Practice Provide 85 free concerts/performances each summer Paddleboat Rentals Quality of Life Best Practice Provide paddleboat rental for park users Farmers Market Quality of Life Best Practice Provide residents with locally grown food options Building Rentals Quality of Life Best Practice External rentals of Hughes Pavilion & Amphitheater Public Art Quality of Life Best Practice Variety of public art throughout park Centennial Lakes Page 50 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Mechanical and Chemical Operations State Statute Industry Standard Monitor, maintain and repair pumps, filters, chemical dispersant equipment to ensure safe standards are met Facility Maintenance Quality of Life Best Practice Daily cleaning and custodial functions on pool decks, buildings & grounds Public Admission Quality of Life Best Practice Provide access to facility through daily admission, group rental and season passes Safety and Lifeguards Health/Safety Industry Standard Recruit, train and supervise 60-70 lifeguards trained in rescue/lifesaving techniques and rule enforcement Facility Rentals Quality of Life Best Practice Provide swim clubs and individual access to pools for rentals Concessions Operations Quality of Life Best Practice Provide food & beverage options to enhance visitor experience Facility Programming Quality of Life Best Practice Provide programming and access for facility passholders Playground Maintenance Quality of Life Industry Standard Conduct monthly safety inspections, maintenance and repair on playground equipment Edina Aquatic Center Page 51 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Art Programming Quality of Life Best Practice Provide art programming for all ages and levels Maintain & Operate Art Center Quality of Life Best Practice Provide access to art spaces for programmed use Public Art Quality of Life Best Practice Manage public art inventory and assist with overall city public art process Edina Art Center Page 52 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Building Operations Quality of Life Best Practice Daily inspections, cleaning and maintenance of indoor playpark structure, indoor gym area & track; cleaning of facility spaces and equipment to maintain safe & healthy environment Mechanical and Chemical Operations State Statute Industry Standard Monitor, maintain and repair pumps, filters, chemical dispersant equipment to ensure safe standards are met Pool Operations-Public Use Quality of Life Best Practice Provide opportunity for recreational swimming for people of all ages and rentals for organized activities by groups Building Rentals Quality of Life Best Practice Provide rentals of amphitheater & pool to outside community groups Birthday Party Rentals Quality of Life Best Practice Provide birthday party options to general public Entertainment Series Quality of Life Best Practice Provide entertainment for youth, families and adults Concessions Operations Quality of Life Best Practice Provide food & beverage opportunities to guests Exterior Grounds Maintenance Quality of Life Best Practice Mowing & snow removal of exterior property Community Programming Quality of Life Best Practice Provide & conduct various recreational events and programs for community Edinborough Park Page 53 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Compliance Verification and Safety Controls State Statute Industry Standard Age and eligibility verification compliance E-Commerce Quality of Life Industry Standard Online ordering and delivery services Retail sales State Statute Industry Standard Three store locations selling beer, wine, spirits, THC and non-alcoholic beverages and related products Special Events and Education Quality of Life Best Practice Conduct tasting and educational events as quality of life and marketing opportunities Edina Liquor Page 54 of 105 Cost Drivers & Other Important Information (Values impact) Page 55 of 105 Cost Drivers & Other Important Information (Values impact) Page 56 of 105 Cost Drivers & Other Important Information (Values impact) 1.Facility Condition and Aging Infrastructure, Enterprise Vehicles 2.Alternative funding methods - Unscheduled and Unfunded 3.Climate Change 4.Front Line Seasonal Staffing 5.Social Disruption / Safety and Security Blueprint 6.Predicting future use patterns 7.Growing Demands / Perception Gaps 8.Servicing and prioritizing residents, partners and patrons 9.Importance of Municipal Liquor 10.Art Center Operations (2027 / 2028) 11.Turf replacement plans (Pamela and Braemar) 12.Sports Dome replacement plan (Braemar) Page 57 of 105 Public Works Department: 13% Function Department Division % of GF Exp % of All Funds Exp Operating Public Works Sidewalks & Bridges Maintenance & Repairs 0.70%0.18% Operating Public Works Street Maintenance & Repairs 2.28%0.55% Operating Public Works Snow Removal 0.49%0.12% Operating Public Works Traffic Safety 0.28%0.07% Operating Public Works General Maintenance 8.28%2.10% Operating Public Works Public Works Admin 0.61%0.39% Additional services -Water & Sewer -Equipment Operations 50 FT Page 58 of 105 Public Works Department: 13% Page 59 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Snow Plowing Quality of Life / Health Safety Past practice / internal policy Equipment Maintenance and Repair Fleet and Emergency Fleet Health Safety / Efficiency Best Practice No body work (outsourced), Weekly PMs, emergency Repair and Maintenance Fuel consortium Health Safety Best practice Provide fuel for all departments Street Maintenance Health Safety / Risk Management Best practice 486 lane miles of roads Pothole Repair Health Safety / Risk Management Best practice Street sweeping Health Safety / Environmental / Quality of Life Internal policy 2 times citywide (Spring and Fall) Near water bodies monthly(specific sweeping areas targeted) Mill and Overlay program Quality of Life Internal policy / Industry standard 7 miles per year to 6.5 miles per year to allow us to meet 1% reduction (PCI 78 from 51) Crack sealing Quality of Life Industry standard Must maintain what we have Page 60 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Retaining wall repair Quality of Life / Health Safety Past practice / internal policy We reactively repair walls that are failing. Legal liability has shifted regarding retaining walls impacting the ROW/infrastructure. Sidewalk Maintenance Health Safety / Quality of Life Best Practice / Internal policy / Risk Management 123 miles of trails and sidewalks, 71.55 miles maintained by PW, 24.9 miles maintained by residents, 13.28 miles maintained by other depts, 14.22 unmaintained by City Sign maintenance Quality of Life / Health Safety / Industry standard Best practice / Risk Management 486 lane miles of streets. Retroreflective standard (federal) Pavement marking maintenance Health Safety / Industry standard Best practice / Risk Management Repaint all lines, thermoplastic installation of crosswalk (1000+) and directional arrows Minor bridge repair Health Safety / Industry standard Asset preservation 13 city maintained Minor parking ramp maintenance Health Safety / Industry standard Best practice / Risk Management 3 public parking ramps. Day to day maintenance of Jerry's ramp is private, structural repairs public. Minor repair of boulevards and sprinklers due to plow damage Quality of Life Past practice / internal policy Spring cleanup Resident requests Quality of Life Best practice / Customer satisfaction / risk management Respond within one working day Page 61 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Sewer Cleaning Quality of Life / Health Safety Risk management/LMCIT policy 1/5th of 180 miles of sanitary sewer main annually. Televising 1/10 of sanitary sewer annually (LMCIT standard) Watermain/hydrant Flushing Health Safety / Quality of Life Best Practice / Internal policy / Risk Management 200 miles of watermain. Removal of sequestered iron and manganese Water shutoffs Quality of Life / Health Safety / Industry standard Best practice / Risk Management Damage prevention/system security Watermain break/ water service repairs Health Safety / Industry standard Best practice / Risk Management 25-35 watermain breaks annuallly/ 50-60 water service leaks annually Flood prevention and response Health Safety / Industry standard Risk Management Normally Spring/Summer/Fall Sewer Backup Response Health Safety / Industry standard Best practice / Risk Management 10-15 sewer backups annually Locating Public Utilities in ROW Health Safety/ Statutory Best practice/ Statewide requirement Normally 20 miles per year. 2024 was ~ 105 miles located CB and MH repairs Health Safety/MS4 permit req.Best practice / Customer satisfaction / risk management Asset preservation Page 62 of 105 Cost Drivers & Other Important Information •Public Works FT staffing based upon snow plowing needs (remained constant since 2016) •Over 70 % of our costs are funded through the utility enterprises •Since 2016 added 16 miles of City maintained sidewalks. •Sidewalk maintenance on private sidewalks is not included in budget •Seasonal labor necessary in summer months, hiring challenges. •Staffing analysis performed in 2021 recommended: •Increased sweeping beyond 2 times (Spring and Fall) to add another 30.5 miles with an increased frequency of once a month. •Sidewalk maintenance liabilities Page 63 of 105 Cost Drivers & Other Important Information •Expectations continue to rise for our service requests •Not all of utility services are listed (Focus was on General Tax burden) •Equipment replacement •Cost of vehicles •Parts & Technology •Sustainability goals •Utilities •Decentralized system •PFAs & Regulations Page 64 of 105 Cost Drivers & Other Important Information •Pavement Condition Index Page 65 of 105 Engineering Department: 9% Function Department Division % of GF Exp % of All Funds Exp Operating Engineering Engineering General 1.28%0.41% Operating Engineering Construction Management 1.34%0.34% Operating Engineering Transportation 0.69%0.17% Operating Engineering Engineering Services 1.42%0.39% Operating Engineering Electrical/HVAC 2.98%0.76% Operating Engineering Facilities 1.31%0.33% Operating Engineering Sustainability 0.00%0.00% Additional services -Design & Construction -Engineering Services & Water Resources 27 FT Page 66 of 105 Engineering Department: 9% Liz Moore Derik Otten Aaron Ditzler Andrew Scipioni Ross Bintner Marisa Bayer Chad Millner Engineering Services62 2411 27 Page 67 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Street Reconstruction – Local & Municipal State Aid Quality of Life Best Practice Combination In-house and Consultants Storm, Sanitary, & Water Utility Projects Statutory / Quality of Life / Health & Safety Industry Standard / Council Policy / Best Practice / Risk Management Combination In-house and Consultants PACS Projects – Pedestrian and Bicycle Facilities Quality of Life Industry Standard / Council Policy / Best Practice High Resident Demand Service Traffic Safety Requests / Traffic Safety Committee Quality of Life Industry Standard /Council Poli cy / Best Practice High Resident Demand Service Residential Site Permitting Statutory / Quality of Life / Health &Safety Industry Standard / Council Policy / Best Practice Consultant Assistance – Demand greater than staff capacity Commercial Site Permitting Statutory / Quality of Life / Health &Safety Industry Standard / Council Policy / Best Practice Consultant Assistance – Demand greater than staff capacity Right-of-Way Permitting Statutory / Quality of Life / Health &Safety Industry Standard / Council Policy / Best Practice Consultant Assistance – Demand greater than staff capacity Water Resources – Flooding and Drainage Statutory / Quality of Life / Health &Safety Industry Standard / Council Policy / Best Practice FEMA, Watershed Page 68 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Clean Water / Lakes and Ponds Policy Statutory / Quality of Life / Health &Safety Industry Standard / Council Policy / Best Practice MS4 MPCA Permit Natural Resources Management (landscaping) Quality of Life / Health &Safety Industry Standard / Council Policy / Best Practice Storm Water and Climate Action Plan Related Private Wells Statutory / Health &Safety Industry Standard / Best Practice Wellhead Protection Plan CloverRide Circulator Bus Quality of Life Council Policy 1 day a week service Transportation Commission Quality of Life Council Policy Wants faster implementation of Ped / Bike Master Plan Energy and Environment Commission Quality of Life Council Policy Wants faster implementation on Climate Action Plan Climate Action Plan (CAP) Quality of Life Industry Standard /Council Poli cy / Best Practice High Resident Demand Service Climate Action Fund (CAF) Quality of Life Industry Standard /Council Poli cy / Best Practice High Resident Demand Service Page 69 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Sustainability Education and Outreach Quality of Life Industry Standard /Council Poli cy GreenToGo, Carry Out Bag Fee, Building Benching Marking, CAF, Energy Assessments Grants & Funding Quality of Life Best Practice Sustainability & Infrastructure Related Facility Management Quality of Life Industry Standard /Council Poli cy / Best Practice Decentralized, Staffing study notes need for more staff vs hiring contractors (plumbing, carpentry) 50th & France Maintenance District Quality of Life Industry Standard /Council Poli cy / Best Practice Snow & ice removal, garbage, landscaping, paver maintenance, private project coordination, parking ramps, seasonals for workload relief Park Shelter Custodial Quality of Life Industry Standard /Council Poli cy / Best Practice Seasonals for workload relief City Hall PD Custodial Quality of Life Industry Standard /Council Poli cy / Best Practice Electrical / HVAC Staff & Union Quality of Life Industry Standard /Council Poli cy / Best Practice Contractor needed for UT Locating – Demand too high for staff Right-of-Way Vacations Statutory Statutory Page 70 of 105 Cost Drivers & Other Important Information •Note FT increase 2020: Facilities and Sustainability added to Engineering •14 FTs to 24 FTs •24 FTs to 27 FT's: 2 Facility PM's and Sustainability Specialist •Facility Staffing Study: 3 additional FTs based on Bldg. SF's / Needs •Pedestrian & Bicycle Master Plan, ETC wants faster adoption. •Climate Action Plan, EEC wants faster adoption. •Funding Challenges: MSA Streets, Street Lighting,Permitting / ROW Locates – demand greater than staff capacity, GreenToGo, Bag Fee, Ageing Infrastructure, Climate Change •Consultants most likely cost more vs In-House Staff Page 71 of 105 Community Development Department: 4% Function Department Division % of GF Exp % of All Funds Exp Operating Community Development Planning 1.84%0.59% Operating Community Development Assessing 2.84%0.66% Operating Community Development Affordable Housing 0.00%0.00% Additional services -Planning & Zoning -Economic Development -Heritage Preservation 14 FT Page 72 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Respond to resident and developer inquiries Quality of Life Best Practice Respond to/work with residents and developers to explain and enforce City Code Building & Sign Permit Review Quality of Life Best Practice Review every commercial and residential building permit and sign permit to ensure City Code compliance Land Use Requests (Site Plan Review, Variance & Rezoning etc...) Statutory/Quality of Life Industry Standard and Best Practice Provide Commissions, HRA and Council background and advice for making decisions. High Demand Support Boards and Commissions & HRA (City Council) Statutory and Quality of Life Industry Standard and Best Practice Staff Liaison to Planning Commission, Heritage Preservation Commission, Board of Appeal and Equalization, HRA, and the Edina Housing Foundation Comprehensive Plan Statutory Industry Standard Done every 10 years; Two-three-year process; multiple public engagement meetings and public hearings. Consultant Assistance – Demand is greater than staff capacity Small Area Planning Quality of Life Best Practice Part of the Comprehensive Plan. Provide additional detail. Consultant Assistance – Demand is greater than staff capacity Page 73 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Home Rehab Program Quality of Life Best Practice/Council Policy/Internal Policy Affordable Housing Trust Fund; Values View Finder Affordable Housing Preservation Program Quality of Life Best Practice/Council Policy/Internal Policy High demand, but opportunities becoming limited; Affordable Housing Trust Fun; Values View Finder 4d NOAH Preservation Quality of Life Best Practice/Council Policy/Internal Policy Affordable Housing Trust Fund; Values View Finder Community Internet Quality of Life Best Practice/Internal Policy ARPA; Values View Finder (Free internet for income eligible residents) Economic Development Quality of Life Best Practice Liaison to 50th & France Ass.; Connection to Edina businesses and developers Development Finance Quality of Life Internal Policy Includes TIF, abatement, SPARC and similar programs; Fees charged for this service; external costs reimbursed by applicant/developer Public parking facilities – permits and programs Quality of Life Best Practice Fees charged for parking permits Page 74 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Assessing Statutory & Quality of Life Best Practice & Industry Standard High residential demand. High tax court petition count. Assessing – Special Assessment Management Statutory Internal policy/industry standard Special assessment levy, payments and reporting are managed by the Assessing Division. If the Assessing function is moved to the County, this function would stay with the City and would need software to track the special assessments. Page 75 of 105 Cost Drivers & Other Important Information •Staffing to provide services. •Consulting Fees for Comprehensive Plan & Small Area Plans. •Consultant Fees for historic review of homes in the Country Club District for the Heritage Preservation Commission. •Credit card fees in Assessing division. •Zoning Code Update will add efficiencies to processes. Page 76 of 105 Administrative – Supporting & Operating Department: 6% Function Department Division % of GF Exp % of All Funds Exp Operating Administrative City Clerk 0.43%0.27% Operating Administrative City Council 0.69%0.11% Operating Administrative Equity 0.39%0.10% Supporting Administrative Administration 3.82%1.04% Additional services -City Council Support & Meeting Management -B&C Management -HRRC & Human Services Task Force -Elections -Data Practices & Records Retention -Liquor Licensing -Community Engagement -Diversity, Equity & Inclusion -Special Projects -Legal & Contingency 8 FT Page 77 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Data Practices & Records Retention Required Statute/Council Policy 436 data requests in 2024, up 25% from 2023 and 97% since 2021(varying degrees of work needed). Other department impact Liquor Licensing Required Statute/Council Policy 60 Licenses in 2024 Charge for service, multiple departments involved. Massage Licensing Quality of Life Council Policy 23 Licenses in 2024 Charge for service, multiple departments involved. Permits (charitable gambling, beekeeping, domestic partnerships, commercial photography, benches, etc. ) Quality of Life Council Policy Charitable Gambling: 18 Commercial Photography: 3 Bee: 30 total; 4 New in 2024/2025 Domestic Partnership: 68 total, 4 New Registrations in 2024. Charge for service, multiple departments involved. Elections Required Statute Moving to even years only, has significant impact in even years on operations. City Code Management Required Statute Special Events Coordination Quality of Life Council Policy 15 events in 2024. Multiple departments involved. Page 78 of 105 Service Summary Statutory or Quality of Life Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes City Council, Support & Meeting Management Statute Statute Strategic Planning & Financial Management Quality of Life City Council Policy & Best Practice Cross department collaboration and strategic alignment with organizational priorities Organizational Development & Performance Quality of Life Best Practice Cross department collaboration and strategic alignment with organizational priorities Board & Commission Management Quality of Life/Statute Best Practice/Past Practice Depends on the B&C. Includes recruitment, administration/ management and recognition. Community Engagement Quality of Life Best Practice/Past Practice Better together, neighborhood associations, etc. Diversity, Equity & Inclusion Quality of Life/Statute Best Practice/Risk Management * Some required items like ADA. Human Rights & Relations Commission Quality of Life Council Policy HRE Taskforce currently Human Services Task Force Quality of Life Past practice Moving to a multi-year award period. 10 service providers Special Projects Quality of Life/Statute Best Practice Depends on the projects, i.e. cannabis Legislative Quality of Life/Statute Best Practice Depends on the item Page 79 of 105 Service Summary Statutory or Quality of Life Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Legal & Contingency Statute/Quality of Life Best Practice/ Risk Management Cable Commission Management Quality of Life Past practice, best practice Meetings, Fiscal agent and community concerns (CM Agnew, City Manager, Communications represents) Regional, School, Airport & Railroad Relations Quality of Life Past Practice Responds to Community or Council Concerns, partners South Metro Public Safety Facility Board Quality of Life Past practice, best practice Meetings, Fiscal Agent, Managing partner Edina Chamber of Commerce Board Quality of Life Past practice, best practice (City Manager and Mayor) 494 Corridor Committee Suburban Rate Authority U.S. Hwy 169 Corridor Coalition Metro Cities Greater MSP Municipal Legislative Commission League of MN Cities Intergovernmental Relations Contract Quality of Life Past Practice Pay for memberships, attend meetings (various Council and staff support) Page 80 of 105 Cost Drivers & Other Important Information •Both a department and oversees day to day operations and strategic planning/oversight of the organization (11 departments). •Includes Council, Legal and Citywide budget items. •Elections will move to every other year. Significant workload associated with even years. Odd years will become a balance of workload catch up/ordinance and policy review. •Misc. catch all. When something new comes up, it often starts here or escalates here. Page 81 of 105 Information Technology: 4% Function Department Division % of GF Exp % of All Funds Exp Supporting I.T.I.T.4.43%1.34%Information Technology -Network & Servers -Telecommunications -End User Support -Security -Geographic Information Systems (GIS) IT 9 FT Page 82 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Servers, Systems, Storage Management Required Best Practice/Industry Standard/Risk Management Existing and new projects from Departments, Integrations, End User Support, Workstations, and Mobiles Required Best Practice/Industry Standard Increasing mobile usage in field. Network Infrastructure Required Best Practice/Industry Standard 52 Sites, UPS, Fiber (20 miles) costs to install, repair and replace GIS organization wide management (governance) Quality of Life Best Practice/Industry Standard GIS Strategy, Admin and Maintenance, Decennial Census and Redistricting Security Statutory, Quality of Life Best Practice/Industry Standard/Risk Management MFA, Cybersecurity Training, Phishing Campaigns, Conditional Access, Assessments, Remediation Telecom Required Best Practice/Industry Standard Desk phones (IPT), Cellular, Analog, 911 MOE, Fiber Public Safety Vehicles Quality of Life Best Practice/Industry Standard Squad Video and BWC, MedVault, KeySecure, License plate readers, Page 83 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Enterprise Applications Statutory, Quality of Life Best Practice/Industry Standard Tyler Public Safety, Tyler Munis, EnerGov, CityWorks Software Support Quality of Life Best Practice/Industry Standard 175+ software programs PCI, BCA, LPR Finance Audits Statutory Best Practice/Industry Standard/Risk Management External Map Applications Quality of Life Best Practice/Industry Standard Development Tracker, Park Finder Point of Sale systems and support Quality of Life Best Practice/Industry Standard 42 Terminals, 14 Sites, 5 POS Systems Security Cameras and Card Access Quality of Life Best Practice/Industry Standard/Risk Management 341 Cameras 262 Doors at 40 Sites Microsoft 365 Quality of Life Best Practice/Industry Standard/Risk Management SSO, Azure AD, Enterprise agreement, Sharepoint, Teams Internal GIS Tools Quality of Life Best Practice/Industry Standard Dashboards, Field Data Collection Inter-Agency Connections Quality of Life Best Practice Hennepin, EP, Richfield Page 84 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Election Support Quality of Life Best Practice/Industry Standard iPad Support (unique) 24/7 On-Call Support Quality of Life Best Practice/Industry Standard Council Meeting Support, Public Safety, Enterprises, Internal Infrastucture E-Discovery and document management Statutory, Quality of Life Best Practice/Industry Standard/Risk Management Laserfiche, M365 Compliance Staff Training Statutory, Quality of Life Best Practice/Industry Standard/Risk Management Support to Auxiliary Organizations Quality of Life Best Practice South Metro PS Training Facility, Historical Society, MN Task Force One Utilities Support Statutory, Quality of Life Best Practice/Industry Standard/Risk Management SCADA Servers, Network, Alerting, Billing Tools Audio Visual Support Quality of Life Best Practice 20+ Rooms and many smaller setups, Digital Display Boards, HVAC BAS Support Quality of Life Best Practice/Industry Standard/Risk Management Servers, HVAC & Lighting Panels, Solar, Innovation Required Industry Standard Enhance Existing vs New Tools Page 85 of 105 Cost Drivers & Other Important Information •New projects and initiatives often have a technology component and I.T. resource needs. Integrations, Mobile devices, AI Technology •Security – Cyber and Physical •Increasing costs of subscription model •Capital Expenses Escalation •Extensive list of software and services •I.T. Managed •Department Managed •Technology salary and talent - especially in Security, Cloud and AI/Automation •Difficult to find time for training Page 86 of 105 Human Resources: 3% Function Department Division % of GF Exp % of All Funds Exp Supporting Human Resource Management Human Resources 3.43%0.89% Human Resources -Recruitment & Selection -Compensation & Benefits -Employee & Labor Relations -Risk Management & Safety -Payroll Human Resources 6 FT Page 87 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Compliance/Employment Policies Required Best Practice, Risk Management Developing and updating policies for clarity, consistency and for legal compliance. Compensation and Benefit Strategy Required Best Practice, Industry Standard Significant amount of time to research and ensure City remains competitive with benchmark cities. Payroll/Reporting Required Risk Management, Internal Policy Issued 1,155 W-2s for 2024. FLSA, Internal Revenue Code (IRC), State Labor Laws. Labor Relations Required Best Practice, Risk Management Collective bargaining, grievance and dispute resolution. Currently six collective bargaining units at the City. Each union contract is negotiated every two years. Benefits & Leave of Absences Required Best Practice Managing the benefit packages offered to employees, overseeing policies/practices in leave administration. Risk Management Required Risk Management Safe work environment, City-wide and department safety committees in place. Page 88 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Recruitment and Selection Required Best Practice, Industry Standard Increasingly more difficult to attract talent. Training and Development Required, Quality of Life Best Practice, Industry Standard, Risk Management OSHA, Learning Management System, Developing training for all levels of employees. Employee Relations and Performance Management Quality of Life Best Practice, Risk Management Increased need to help supervisors navigate workplace situations and performance. Employee Recognition & Appreciation Quality of Life Best Practice Engagement, retention, organizational culture Wellness Programs Quality of Life Best Practice Citywide Wellness Committee, Wellness Program Page 89 of 105 Cost Drivers & Other Important Information •Recruiting Challenges •Tight Labor Market •Turnover •Balancing increase in internal service needs with external requirements. •Increase in Citywide projects and initiatives requiring HR involvement. •New employment-related laws/regulations Page 90 of 105 Cost Drivers & Other Important Information •Insurance •Health Insurance •Property Insurance •Labor attorney costs •Need and cost for HR-related technology increasing •New Minnesota Leave Laws •Minnesota Earned Sick and Safe Time (ESST) •MN Paid Leave– Starting January 1, 2026, employers will pay a 0.44% payroll tax to fund new program, excluding plan administration fees. •Competitive wages •Minnesota Pay Equity •Benchmark Cities Page 91 of 105 City Compensation Strategy Attract, retain and reward high-performing employees needed to build a successful service- based organization. Page 92 of 105 Equal Pay vs. Pay Equity Equal Pay Pay Equity Definition Paying same wage for the same work •Focuses on “same” jobs and same pay Paying fairly for work of equal or comparable value •Different jobs, similar value, fair pay Goal Close gender/racial pay gaps for identical roles Close wage gap for jobs of comparable value Legislation Equal Pay Act of 1963: Ensures equal pay for equal work. Minnesota Pay Equity Act: Ensures fair pay for jobs of comparable value. Page 93 of 105 Minnesota Pay Equity Act Pay Equity Act (1982). Created to ensure public employers (state and local governments) provide equal pay for equal work regardless of gender. •Equal pay for equal work •Submit pay equity report to the state every three years •Requires comparable worth plan Page 94 of 105 Job Classification System •All jobs evaluated and given points based on various factors •Edina implemented Classification System in 2012 Factors Qualifications Decision Making Problem Solving Relationships Effort (physical & mental) Hazards Environment Page 95 of 105 Other Considerations •Market Changes •Benchmark Cities completing comp studies, adjusting Comp Plans •Union Negotiations •Competing with private sector •Comp Strategy: Review every 3-4 years, full classification and comp study ~10 years Benchmark Cities •Apple Valley •Bloomington •Brooklyn Park •Burnsville •Eagan •Eden Prairie •Lakeville •Maple Grove •Minnetonka •Plymouth •St. Louis Park •Woodbury Page 96 of 105 Finance: 3% Function Department Division % of GF Exp % of All Funds Exp Supporting Finance Finance 3.07%0.89% Finance -Budget & CIP -Audit -Financial Management & Planning -Investments -Bonding -Purchasing -Utility Billing -Accounts Payable & Accounts Receivable Finance 10 FT Page 97 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Annual Comprehensive Financial Report (ACFR) Statutory and Quality of Life Best practice Annual audit Popular Annual Financial Report (PAFR) Statutory and Quality of Life Best practice Dependent on annual audit – in house Biennial Budget Statutory and Quality of Life Best practice Distinguish Budget Presentation Capital Improvement Plan Statutory and Quality of Life Best practice 6 year plan Utility Billing Statutory Statute, Council policy Infrastructure Edina Ambulance Services Statutory and Quality of Life Best practice, statute EMS | MC South Metro Public Training Facility Statutory and Quality of Life Best practice, statute Treasurer, financial monitoring, annual audit, budget, AP and AR Debt Management Statutory Best practice Investments Page 98 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes East Edina Housing Foundation Quality of Life Best practice Treasurer, financial monitoring, annual audit, 990 filing MN Task Force One Statutory and Quality of Life Best practice, statute Treasurer, host city Enterprise Financials Statutory and Quality of Life Best practice, statute Financial analytics, AP, AR and financial reporting Southwest Cable Commission Statutory Best Practice Treasurer Accounts Payable Statutory Best practice, industry standard Purchasing cards, vendor invoices, expense claims, requisitions Accounts Receivable Statutory Best practice, industry standard General billing, deposits, bank reconciliation Page 99 of 105 Cost Drivers & Other Important Information •Staffing to provide quality services •Operational costs – Rising costs of technology, software maintenance and upgrades •Debt Management -Repayment obligations •Utility Billing Infrastructure •Capital Improvement Plan Budget - Volume of aging existing infrastructure needs •Funding Gaps – Deferring capital improvement projects and equipment replacement needs •Community Engagement – Transparency in financial presentation (e.g.,Popular Annual Financial Report) Page 100 of 105 Communications: 1% Function Department Division % of GF Exp % of All Funds Exp Supporting Communications Communications 0.94%0.84% Communications -Media & Public Relations -Digital Communications -Print Publications -Video Production -Advertising & Marketing for General Fund activities Communications 7 FT Page 101 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Media Relations Quality of Life Best practice, industry standard Issue press releases, respond to media inquiries and data requests, provide media training and support for staff Public Relations Quality of Life Best practice, internal Plain Language Policy, internal Limited English Proficiency Policy City Hall reception, provide centralized telephone switchboard, coordinate award and recognition programs (Hometown Heroes, Mayor Commendations), communications plans, oversee logos and trademarks for City logos Print Publications Quality of Life Past Practice Produce About Town annual report, Edition: Edina monthly newsletter, biannual Public Works Pipeline newsletter; and seasonal Parks & Recreation Activities Directory mailed to all homes and business in Edina. Produce The Times Senior Center newsletter, mailed to subscribers 10 times per year. Video Production – Edina TV Quality of Life Past Practice; Internal Video Production Policy Administer government access channels for Edina and Eden Prairie; broadcast meetings of Edina City Council, Planning Commission and Housing & Redevelopment Authority; create original programming for Edina TV; create short videos and reels for websites and social media; create internal training videos; film meetings and events on City property for other groups and Metropolitan Airport Commission meetings Page 102 of 105 Service Summary Statutory or Quality of Life (includes health/safety) Decision Discretion Level (best practice, past practice, internal policy, Council policy, industry standard or for risk management) Notes Video Production -- SWTV Quality of Life Past Practice Administer public and education access channels for Edina, Eden Prairie, Hopkins, Minnetonka and Richfield; support access producers in those five cities Digital Communications Quality of Life, Americans with Disabilities Act Technical Standard— WCAG 2.1 Level AA Best practice, industry standard, internal Social Media Policy, internal Website Links Policy Administer the City's primary websites, EdinaMN.gov and BetterTogetherEdina.org, including ecommerce and other forms; administer the City's website for employees; administer the City's social media channels; oversee City email and text systems Advertising & Marketing for General Fund activities Quality of Life Best practice; Council Advertising, Donations & Sponsorship Policy Oversee advertising sales in City publications and in facilities; oversee sponsorship sales;create and execute advertising and marketing plans for City services and programs, such as traffic safety and crime prevention (evergreen/ongoing) and carryout bag fee and referendums (one-time or special campaigns) Internal Communications Quality of Life Best practice Oversee internal communications Page 103 of 105 Cost Drivers & Other Important Information •Video production equipment is paid for with PEG fees, which are decreasing each year •Half of Community Television Administrator's salary is paid by the Southwest Suburban Cable Commission •Small revenue comes in from video production services and sale of Edina-branded merchandise and history books •There are many communications methods and preferences •Other than word of mouth, there are no "free" ways to communicate to the public •Translation services are not cheap •Department size has remained steady,though the City's services and projects have continued to grow, along with communications needs (organics recycling, affordable housing, local-option sales tax, etc.) Page 104 of 105 Next Steps •Process information and review. Staff will reach out and ask you to provide up to 5 areas you want to learn more about. •Staff will combine the areas and then the City Manager will make a recommendation of which areas to focus in on for potential prioritization and bring this recommendation to the March Retreat for discussion. Page 105 of 105