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7/17/2023 - City Council - Work Session - Agendas CITY OF SPRING PARK WORK SESSION AGENDA JULY 17, 2023 – 5:30 PM SPRING PARK CITY HALL (Work Session discussion times are approximate) 1. 5:30: LMCC Survey – Jim Lundberg 2. 5:45: HR & Payroll Outsourcing – Services/Costs Grid 3. 6:00: IT RFP Responses – Services/Costs Grid 4. 6:10: First Look - 2024 Budget 5. 6:20 Miscellaneous 6. 6:30: Adjourn LMCC Member City Survey: Cord Cutting, or canceling of cable television subscriptfons through Mediacom is causing budgetfng issues for community television facilitfes such as the LMCC. The LMCC has historically been self-sufficient through franchise and PEG fess charged on the cable customers’ bills. As cable subscribership declines by 10-15% per year, this funding model is no longer viable. The LMCC has looked into grants(Non forthcoming) and for fee productfon work(Not viable at current staffing levels). Beginning with Budget Year 2025, Member Citfes will have to decide on whether or not they are willing to pay a percentage of any shortiall that occurs with future LMCC budgets. The following survey is designed to offer our Member Citfes optfons on the future of the LMCC and the services that it provides. Please rank your choices using 1 as best through 3 as your least favorite choice. We will tally our results and share the results at our August LMCC Full Commission meetfng. Our City would prefer that: A. Continue LMCC – long term- Transition to a dual funding model with mix of Mediacom & City Funding: Member Cities make up any LMCC budget shortfalls as revenues decline, based on % of population or dwelling units. *See Appendix A for allocations percentages and amounts in 2023 if revenues were try dry up completely(Worst case scenario) B. Continue LMCC – short term- Use/Sell LMCC assets to fund LMCC in the short term: The LMCC sell It’s building, moves into a Member City facility and use the funds to continue the LMCC mission without cost to our Member Cities for up to 8 to 10 years while continuing to look for solutions to our funding issues. C. Dissolve LMCC – December 2024 – Distribute assets: *The LMCC ceases to exist at the end of 2024 and current Member Cities would handle their own: 1). Franchise with the Cable Provider 2). Cable complaints from their residents 3). Recording, agenda parsing and posting of government meetings to the City’s website 4). Programming Services 5). Service the City’s Audio Visual Systems 6). Work with vendors to upgrade and/or replace existing Audio-Visual Systems *See attached Appendix B *For a complete listing of LMCC services, please refer to Appendix C LMCC Shortfall Forecast 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 A B C D E F G H I J City Population %2024 %Budget 2024 %Funding 2024 Shortfall 2025 Shortfall 2026 Shortfall 2027 Shortfall 2028 Shortfall Deephaven 3878 14.97%$41,921.09 $40,704.33 $1,216.76 $6,137.78 $10,766.83 $15,134.70 $19,269.58 Excelsior 2389 9.22%$25,825.03 $25,075.46 $749.57 $3,781.11 $6,632.79 $9,323.57 $11,870.81 Greenwood 732 2.83%$7,912.90 $7,683.23 $229.67 $1,158.55 $2,032.32 $2,856.78 $3,637.27 Independence 3735 14.42%$40,375.26 $39,203.37 $1,171.89 $5,911.45 $10,369.80 $14,576.62 $18,559.02 Long Lake 1738 6.71%$18,787.74 $18,242.42 $545.31 $2,750.76 $4,825.36 $6,782.91 $8,636.03 Loretto 727 2.81%$7,858.85 $7,630.75 $228.10 $1,150.64 $2,018.43 $2,837.27 $3,612.42 Mtka Beach 497 1.92%$5,372.56 $5,216.62 $155.94 $786.61 $1,379.86 $1,939.65 $2,469.57 St Boni 1969 7.60%$21,284.84 $20,667.05 $617.79 $3,116.37 $5,466.71 $7,684.43 $9,783.86 Shorewood 7779 30.03%$84,090.80 $81,650.07 $2,440.74 $12,311.97 $21,597.51 $30,359.17 $38,653.44 Spring Park 1921 7.42%$20,765.96 $20,163.23 $602.73 $3,040.40 $5,333.44 $7,497.10 $9,545.35 Woodland 537 2.07%$5,804.96 $5,636.47 $168.49 $849.92 $1,490.92 $2,095.75 $2,668.32 Total 25902 100.00%$280,000.00 $271,873.00 $8,127.00 $40,995.57 $71,913.97 $101,087.95 $128,705.66 280,000 $271,873 City Housing Units %2024 %Budget 2024 %Funding 2024 Shortfall 2025 2026 2027 2028 Deephaven 1616 14.57%40,804.40 $39,620.05 $1,184.35 $5,974.28 $10,480.02 $14,731.55 $18,756.28 Excelsior 1286 11.60%32,471.82 $31,529.32 $942.49 $4,754.29 $8,339.92 $11,723.25 $14,926.10 Greenwood 350 3.16%8,837.59 $8,581.08 $256.51 $1,293.94 $2,269.81 $3,190.62 $4,062.31 Independence 1191 10.74%30,073.05 $29,200.18 $872.87 $4,403.08 $7,723.83 $10,857.22 $13,823.47 Long Lake 707 6.38%17,851.93 $17,333.77 $518.15 $2,613.75 $4,585.01 $6,445.05 $8,205.87 Loretto 281 2.53%7,095.32 $6,889.38 $205.94 $1,038.85 $1,822.33 $2,561.61 $3,261.46 Mtka Beach 204 1.84%5,151.05 $5,001.54 $149.51 $754.18 $1,322.97 $1,859.68 $2,367.75 St Boni 854 7.70%21,563.71 $20,937.83 $625.89 $3,157.20 $5,538.33 $7,785.11 $9,912.04 Shorewood 3046 27.47%76,912.26 $74,679.88 $2,232.38 $11,260.93 $19,753.81 $27,767.51 $35,353.72 Spring Park 1316 11.87%33,229.33 $32,264.85 $964.48 $4,865.20 $8,534.47 $11,996.73 $15,274.29 Woodland 238 2.15%6,009.56 $5,835.13 $174.43 $879.88 $1,543.47 $2,169.62 $2,762.37 Total 11089 100.00%280,000.00 $271,873.00 $8,127.00 $40,995.57 $71,913.97 $101,087.95 $128,705.66 LMCC Member City Survey Appendix B: This appendix is designed to provide insight into what Cities would have to take on themselves if the LMCC ceased to exist: 1). Franchise with the Cable Provider -The LMCC will negotiate a new franchise agreement with for Member Cities with the Cable Provider in 2024. After that, if the LMCC ceased to exist, former Member Cities will have to negotiate directly with the cable provider at their own expense. 2). Cable complaints from their residents -Currently, Member City residents who have complaints regarding Mediacom’s services contact the LMCC who then advocates for the residents by submitting a formal complaint to Mediacom. Cities would have to formally submit complaints to Mediacom’s Government Relations Manager. -The LMCC currently follows up with Mediacom until the resident is satisfied. The City would also need to take on this responsibility. 3) Recording, agenda parsing and posting of government meetings to the City website -Cities would have to hire and train people to record their government meetings -Cities would need to create/maintain their own recording systems and update them regularly as technologies change. -Cities would have to create a means for residents to view their meetings online ie: A YouTube Channel -Cities would have to agenda parse and link government meetings to their own website. -Outsource/Contract for services 4) Programming Services -Cities would have to hire and train an individual to create content and program their own channel(s) if they wished to be able to receive PEG funding. -Recurring Programs at the LMCC Include: Lakeside News, First Responder TV, Talking Points, State of the City Addresses, Community Forums and Public Hearings 5) Service the Cities Audio Visual Systems -Cities would have to maintain their own Audio-Visual systems and find vendors to service these systems when there are issues. 6) Work with vendors to upgrade and/or replace existing Audio-Visual Systems -As Audio Visual system degrade or changes in technology require a system upgrade, Cities will need to work with multiple vendors to receive multiple bids for upgrades. -Cities will need to create training for people operating their Audio-Visual equipment and update the training as changes to their systems are implemented. 1 Appendix C LMCC Member City Benefits Production Services: The Lake Minnetonka Communications Commission produces a variety of quality Public, Educational, and Government (PEG) programming that serves our member cities on LMCC Community Channels 8, 12, 20, and 21. • Programming: LMCC produces over 300 community television programs annually. • Awards: LMCC has received a number of Local and National Awards (including the "Excellence in Public Access Programming Award" by the National Association of Telecommunications Officers and Advisors (NATOA). • Government Meetings: LMCC produces over 300 government meetings annually. • Video On Demand: Government Meetings are uploaded and linked to member city websites. Meetings are encoded and time stamped to agenda item locations. • Election Coverage: LMCC produces election-based programming. This includes both Candidate Statements and Forums. LMCC election coverage airs on the LMCC channels and is also available from the LMCC website. • School Programming/Community Events: LMCC has partnered with our local school districts (Minnetonka, Orono, Westonka), member cities, and area non-profits in the production of on-location programs with our Production Truck. • Technical Consulting/Channel Management/Equipment Main tenance for all member cities. Staff Produced Programs of Direct Interest to Area Residents: • First Responder TV: Monthly public safety show featuring our local police and fire departments. • Lakeside News: Award winning monthly program featuring our 17 member cities, area non-profits, and schools. • Community Forums • State of the City Addresses: By Member City Mayors • Public Hearings: For major City related issues and discussions that require community feedback. • Talking Points: A Local Issues oriented program LMCC Production Classes/Public Access: • Local residents can take our LMCC Production Classes: Studio Production Basics, Editing, and Van Production. Member City residents can then create programming (with staff assistance) that will air on LMCC Community Channel 12. Program Promotion: • We promote a variety of our member cities programming on LMCC Channels (8, 12, 20, and 21), the LMCC website, LMCC YouTube Channel, and through area publications. 2 LMCC Member City Benefits Administrative/Cable Commission Services: The Lake Minnetonka Communications Commission is an agency formed by a Joint Powers Agreement between area Member Cities, whose purpose is to oversee the franchise agreement with the cable operator, currently Mediacom, and to promote awareness and use of community television. The LMCC Commission meets quarterly to hear subscriber reports, handle compliance issues and subscriber complaints. The Commission also advises cities on communication services that may be available to residents. The Commission and staff provide the residents with an opportunity to communicate with their area neighbors through the medium of community television. • Franchise Enforcement: Ensuring Mediacom is following through on contractual obligations and by filing non-compliance reports or submitting legal documentation for non-compliance of the company according to the franchise agreement. • Subscriber Complaint Resolution: LMCC files complaints and/or does follow up with non-compliance violations or fines to Mediacom for member cities residents. • Cable Audits: Oversees Franchise Fee, PEG Fee, and LMCC Internal Audits. Provides this data to all member cities. • LMCC provides rights-of-way information and legal updates from state and local governments in terms of laws, rules, and regulations that may affect cable franchising. • Ensuring Local Control: Represents member cities in any opposition to state cable franchising. • Cable Disputes: LMCC works with city attorneys or other legal representatives from member cities to resolve disputes with Mediacom or their subscribers. • Budget Planning and Oversight: Staff provides strategic planning and budgeting services for the LMCC. • New Technologies: LMCC researches advanced technology applications for the future and long-term viability of community television. This includes streaming video and other technical advances. Non-Member Cities do not receive the Franchise Administration Functions of the LMCC currently administered by the LMCC Operations Manager HR & PAYROLL OUTSOURCING PROPOSAL Goal and Benefits of Outsourcing HR & Payroll 2 7/13/2023 To establish process consistency and compliance within Human Resource and payroll practices along with insuring we are adhering to, and staying abreast of, HR law, federal and state tax law, and overall HR management. The benefits will ensure compliance in categories such as: •Employee Benefits: access to the different types of employee benefit programs, what insurance company offers the best benefits and at the right cost, in addition to ensuring the plans are compliant with federal laws. •Human Resource Compliance: Federal and state laws, how an employee can be terminated, anti-discrimination protections, how much unpaid time an employee can take for family leave to while working within the confines of the law, and to assist in updating the Employee Handbook. •PTO Tracking; includes a PTO management system for tracking and approval of employee time off. •Labor Relations: stay abreast with changes in laws, employee needs, and compensation whether a union or non-union employee. •Payroll: stay in compliance with salaries and wages which are governed by state and federal law regarding minimum wage and overtime. Payroll deductions and year end reporting require a specialized knowledge and skill and requires a specialist to stay abreast of federal and state payroll tax changes and withholding. SERVICE COMPARISON 4 7/13/2023 HR & Payroll Services Comparison Press Gold Group (PGG)ADP Paychex Abdo Full-Service Payroll, Tax Filing & HR Services Payroll Processing Only Full-Service Payroll, Tax Filing & HR Services Payroll Processing Only Payroll Services W2 Tax Calculations, Compliance, & Reporting Payroll Services W2 Tax Calculations, Compliance, & Reporting Time & Attendance Management Platform Payroll Employee Access/Mobile Access Time & Attendance Add On Services HRIS New Hire Reporting to State and Federal Agencies HRIS Integrated time and PTO tracking, approval, and scheduling On-Boarding Platform Add On Services Hiring and Onboarding Employee Self-Service Login Support MN Based Customer Service Rep and Support PTO Management Client Payroll Bank Account Changes Employee Self-service Online Access Employee Handbook Wizard HR Technical & Administrative Support HR Complaince, Forms and Documents COST COMPARISON 6 7/13/2023 HR & Payroll Services Pricing Press Gold Group (PGG)ADP Paychex Abdo Full-service HR & Payroll Support $171/Month, $2,052 Annually Payroll Services Only $142.31 / month or $1,708 Annually Full-Service HR & Payroll Support $465.24/per pay priod -$12,096 Annually Payroll Services Only $425 / Month, $5,100 Annualy Year-End Fees W-2's ($95 +$6.50 x 8)$147 Annually Annual year end statements (W2) and delivery $116.50 Monthly Payroll Add $65.40/per employee Implementation Fee $1,100.00 Implementation Fee $250.00 Implementation Fee $200.00 Implementation Fee $3,100 HR Employee Onboarding $2,200 Total Annual Cost $2,199 Totall Annual Cost $1,825 Total Annual Cost $12,880.00 HR Consulting and Projects -Hourly Rates RECOMMENDATION Recommendation 8 7/13/2023 Staff is recommending we choose Press Gold for the following reasons: •Cost: Press Gold provides the most services with the most reasonable cost for a City and staff our size. •Staff Interaction with Service Provider: Staff has interacted with Press Gold and experienced a high level of service during the process and request for information. IT MANAGED SERVICES 2 7/13/2023 To retain a top tier IT service provider that focuses on the business technology needs for the City, provides excellent customer service, ensures data security, and provides business continuity planning. 3 7/13/2023 The City received 7 responses back from the IT Managed Services RFP; •Solution Builders •Corporate Technologies •CIT •BetterWorld Tech •Golden Five –eliminated •Five Technology –eliminated •SoftSages Technology –eliminated After review, we eliminated the bottom 3 based on cost & services provided. SERVICE COMPARISON 5 7/13/2023 Technology Support Services Business Continuity Planning HQ out of VA - closet local office is in ChicagoHQ in Woodbury Cybersecurity Managed IT Services Network Infrastructure Strategic Consulting Solution Tech Deployment Services Cybersecurity Managed IT Services Technology Support Services Business Continuity Planning Data Protection and Recovery Managed IT Services HQ in Eden Prairie Data Protection and Recovery Technology Support Services Business Continuity Planning HQ in Bloomington Cybersecurity IT Managed Services Solution Builders Corporate Technologies Better World TechCIT Support Desk Cybersecurity Managed IT Services COST COMPARISON 7 7/13/2023 Pricing Solution Builders Corporate Technologies CIT Better Worl Tech Monthly Managed IT Services Fee/Network Monitoring $850/month Monthly Managed IT Services Fee/Network Monitoring $1,095/month Monthly Managed IT Services Fee/Network Monitoring $1,323/month Monthly Managed IT Services Fee/Network Monitoring $1,110/month Workstation Installation Fee $250/per workstation One-Time Installation/Onboarding Fee $1,095.00 One-Time Installation/Onboarding Fee $250/hour Onsite Service $89/hour minimum 2 hours Implementation Fee $1,300 RECOMMENDATION Recommendation 9 7/13/2023 Staff is recommending we choose Solution Buildersfor the following reasons: •Cost: Solution Builders provides the most services with the most reasonable cost for a City and staff our size. •Staff Interaction with Service Provider: Staff has interacted with Solution Builders and experienced a high level of service during the process and request for information. City of Spring Park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US Staff Memo: General Fund: 2024 Preliminary Levy To: Spring Park – Mayor and Council From: Mike Anderson, Administrator Subject: 2024 Preliminary Levy Proposal The purpose of this memorandum is to provide you with some information regarding the proposed 2024 preliminary levy in preparation for Truth in Taxation in December. At first glance, increases for services plus bond payments results in an estimated 7% increase for 2024. The proposed increase includes: - Police Contract – increase of 3% - Public Works Contract – increase of 3% - Fire Services – increase of 4% - $68,000 in General Fund Bond Payments - 5% COLA for Staff for 2024 Additional options to consider adding: - City Hall Improvements (curb appeal, driveway, back parking area) - Mill and Overlay of Warren Ave ($60,000 approx.) - New fencing around Tennis and Pickleball Courts - Additional Council improvement requests Each 1% is roughly $12,000. Staff would like to discuss the additional options with the Council to establish the final % increase for 2024. This will allow us to have the appropriate Resolution ready for final approval at the December 5, 2023, Truth in Taxation meeting. Additional financial information: The budgeted revenue for 2024 is $295,050 and the budgeted expenditures are $1,793,715. The 7% increase results in dollar amount of $116,730.