Mason_2009_Budget by City of Mason

2009 BUDGET PLAN

“Commitment to Excellence in Public Service”

Produced by the City of Mason 6000 Mason-Montgomery Rd. Mason, OH 45040 513-229-8500 www.imaginemason.org

City of Mason 2009 Budget Table of Contents Page Introduction Transmittal Letter/Budget Message Principal City Officials Organization Chart City Profile

1 10 11 12

Revenue Summary General Fund Revenue Summary General Fund Revenue Description Non-General Fund Revenue Summary Non-General Fund Revenue Description

17 22 27 29

Budget Summary Operating Budget Staffing Summary Appropriation Ordinance

33 35 36

Capital Improvement Plan General Fund Capital Equipment and Improvements Non-General Fund Capital Equipment and Improvements Capital Improvement Project Fact Sheets

43 44 45

Debt Outstanding Debt Debt Description Debt Statistical Tables

68 69 73

Police Department Description Cost Savings Budget Detail

78 90 92

Fire Department Description Cost Savings Budget Detail

96 102 103

Parks & Recreation Department Description Cost Savings Budget Detail

105 110 111

City of Mason 2009 Budget Table of Contents Page Engineering & Building Department Description Cost Savings Budget Detail

116 126 131

Public Works Department Description Cost Savings Budget Detail

143 148 150

Public Utilities Department Description Cost Savings Budget Detail

155 161 162

Finance Department Description Cost Savings Budget Detail

167 172 174

Council/Administration Description Cost Savings Budget Detail

176 189 194

Municipal Court Description Budget Detail

207 208

Appendix Fund Index Fund Description Object Listing Glossary

216 217 222 223

6000 Mason-Montgomery Road Mason, OH 45040 513-229-8510 Fax: 513-229-8511

May 15, 2009 Dear Council Members: It is my pleasure to present to you the City of Masonâ&#x20AC;&#x2122;s 2009 Budget Plan. The Budget is a priority-setting process that remains the most important policy statement that City Council makes each year. The philosophies expressed by Council Members, formally and informally throughout the year, are reflected in this budget proposal. The 2009 Budget Plan is a comprehensive document that provides citywide accountability to the Mason community. The document serves as a financial instrument by detailing City revenues and expenditures, debt management, capital project planning, and line item budgeting for each department and obligation of the City. Our goal is to one day develop a Budget Plan that meets the requirements necessary to comply with the Government Finance Officers Associationâ&#x20AC;&#x2122;s Distinguished Budget Program. Staffing vacancies this past year hindered those efforts, but the 2009 Budget Plan does represent significant efforts toward our goal. I am excited about the changes to the Budget Plan and I hope you find the changes and additional information beneficial. 2008 Budget Initiatives As we begin 2009, let me highlight some of the successful budget initiatives from 2008. Community Center In 2007, the City began actively exploring partnership opportunities with health care providers to add a wellness component at the Community Center. Ultimately that work led to the City authorizing Ordinance 2007-178, which designated TriHealth as the preferred provider for long-term space lease and health services operations at the Community Center and allowed this project to move to the next phase. A significant amount of time and effort by staff and Council was invested in this project throughout 2008. In March, Council authorized a contract with Champlin/Haupt for the TriHealth/MCC Expansion conceptual design drawings. In August, Council authorized the long-term space lease with Bethesda Hospital for TriHealthâ&#x20AC;&#x2122;s medical office and rehabilitation space and entered into a contract with Michael Schuster and Associates (MSA) for architectural services related to the Community Center expansion. In September, Council authorized a contract with Turner Construction for pre-construction services for additions and alterations to

the Community Center. Finalizing these details completed an exciting step in the Community Center expansion process and began the construction phase. During 2009, the Community Center Committee and staff will work on finalizing details for how the Community Center expansion will be financed, design elements of the expanded facility, developing an operating agreement, establishing a loyalty program, leveraging additional partnership opportunities, accepting completed construction drawings, developing a guaranteed maximum price (GMP), authorizing construction contracts, beginning site work, and building construction. The partnership with TriHealth extends the City’s track record of success in developing mutually beneficial relationships that deliver enormous and costeffective benefits to the residents of Mason. Economic Development New business investment reinforced a strong community and helped pay for City services. New investments reported in 2008 were over $52 million as 151,000 square feet of new corporate and industrial space were added, bringing over 654 announced new jobs to the community. In 2008, several large developments underway from 2007 opened their doors, including the $12 million Prasco Pharmaceutical Campus and the $4 million nationally recognized Lindner Center of Hope Behavioral Health Sciences and Research and Development Center. Announced in 2008 were Bush Trucking Corporate Headquarters, Fujitec North American Corporate Headquarters, AssureRx Bio Sciences Company, and American Business Personnel. In addition, the City recruited a new Economic Development Manager, Beth Gottfried, to join the team. Beth adds the strength of over eight years in the private sector at Toyota and will be working directly with Mason’s corporate partners to leverage continued business investment. •

Downtown The City of Mason completed its $5.2 million investment in the downtown area. The project was finished on time and on budget and renovated four blocks in the core of downtown Mason. The project was combined with improvements along Mason-Montgomery Road from West Main Street to the I&O Railroad bridge that widened three blocks to a three-lane road with a bike path and sidewalks. In addition, $400,000 in state and federal Community Block Grant money was leveraged to complete the project. Fire Department Throughout 2006 and 2007, Fire and EMS consultants consistently recommended that the City move to the NFPA standard of a six-minute response time – fourminute road time. In 2007, the City adopted the goal of meeting the National minimum standards of reaching 90% of calls within six minutes of receiving an emergency call. Other recommendations from several fire consultants, at that time, included an intense training program with national accreditations, a revision to the

fire departmentâ&#x20AC;&#x2122;s command structure to provide more fulltime supervision, and reconfiguring the location of fire stations to improve response time. In December 2007, Chief John Moore, formerly Assistant Fire Chief for the City of Dayton, was hired and launched a reorganization of the department. The new supervisory/command structure was developed to improve the level and quality of supervision within the department. In April 2008, after a thorough selection process, Craig Bryant and Joseph Hoying were selected to serve as Deputy Fire Chiefs. Next, an extensive promotional process for six Fire Lieutenant positions was developed and implemented, resulting in the internal promotion of six firefighters. This new structure allows one lieutenant to be on duty at both fire stations on each of the three shifts. In May, City Council adopted legislation proposing a 5-year, additional 2-mill levy and a 5-mill renewal fire levy be placed on the August 5, 2008, ballot to ensure the continuation of property tax revenues to support the Fire and Emergency Medical Services provided by the City of Mason Fire Department. At the special election in August, voters approved the 5-mill renewal levy (a 3.97 effective millage). Because it was a renewal, it allows the community to secure the Personal Property Tax reimbursement from the State. This levy will provide much of the funding needed for current operations of the Fire Department. However, at least .5 mills of the additional levy that was not approved were to provide the balance of funds needed to keep pace with inflation, to comply with changes in state law, and to maintain current operations. Council then authorized a 2-mill levy to be placed on the November 2008 ballot. The levy did not pass. The new levy was needed both to sustain the current level of operations and to meet NFPA standards. Projections show that beginning in 2010, the existing 5-mill fire operations levy will not generate enough revenue to pay for fire department operations if adjustments are not made. Also during 2008, Council authorized a contract with Michael Schuster Associates for fire station design services. The contract was for the design of three strategically-located stations in order to meet the NFPA standard. For 2009, Mason continues to work toward the relocation of Station 51. The relocation of this downtown station must proceed. The existing station on MasonMontgomery Road does not meet current department needs and is in the way of road improvements made in downtown Mason. A new location has been selected at Lakewood Commerce Park on Mason-Montgomery Road. During 2009, Council and staff will work on design and construction of the relocation of Station 51 and continue to evaluate the level of service that is currently being provided. Staff is considering all options to continue the success of the Fire Department. The department has a direct impact on the quality of life in the City of Mason, making

the City of Mason a great place to raise a family and a desirable place to do business.

Infrastructure Once again for 2008, a considerable amount of investment was for infrastructure improvements. Improvements completed during 2008 included: o Mason Sports Park. Park was dedicated and opened to public on April 19, 2008. o Completed design and began construction of the Western Row Widening project. Project is under construction and scheduled to be complete by December 2009. o Downtown Streetscape and Mason-Montgomery Road Widening projects. Downtown Dedication ceremony occurred on August 17, 2008. o Annual Street Striping Program o Annual Street Maintenance & Resurfacing Program, which included several projects for the Parks & Recreation Department, resurfacing work at the Golf Center, a new bike path from David Lane to Nixon Park and construction of Alliance Drive. The city once again partnered with Deerfield Township to combine projects for the Street Resurfacing Program, which was over $2 million. o Annual Sidewalk Replacement Program â&#x20AC;&#x201C; replaced about 4,500 feet of failed sidewalk. o Muddy Creek Bike Path, Phase 1. o Replacement of pedestrian bridge to Rose Hill Cemetery. o Tylersville Road/Fireside Drive intersection improvements o Cedar Village Drive/Snider Road traffic signal o LED Traffic Signal Replacement Project o Began construction of US 42 Trunk Sewer Phase 2B, US 42 Storm Sewer Replacement, and Muddy Creek Restoration Project o Annual traffic signal operations and maintenance contract, reducing the cost of signal maintenance for 40 traffic signals. o Improved the timing of the traffic signals along Mason-Montgomery Road south by retiming the system. o Interconnected the SR 741/US 42 traffic signal with the SR 741/Bethany Road signal to provide coordination and reduce delay to motorists. o Completed preliminary design for US 42 from Tylersville Road to ButlerWarren Road. Started to acquire right-of-way. o Continued design of Mason Road from downtown to the west corporation line. Started to acquire right-of-way. Project expected to be bid in spring 2009. o Assisted ODOT with the construction of Kings Island Drive and I-71 intersection improvements. o Continued design of Bethany Road Widening and Mason-Morrow-Milgrove Road realignment from SR 741 to the Mason Sports Park.

o Constructed the Muddy Creek Restoration – Phase 2B improvements, including installation of boulder cross vanes, boulder j-hook vanes, boulder vanes, root wads, and riffle armor. o Installed a new catch basins and storm at two locations on US 42. o Re-graded the ditch along SR 741 to an existing storm sewer headwall at US 42 and then from US 42 to Muddy Creek. o Re-graded the ditch to alleviate standing water along Snider Road from Western Row Road north. o Completed construction of the US 42 Storm Sewer Improvements from Kings Mills Road to Fox Drive. o Redefined the drainage swale and installed new drive pipes in the area of Western Row Road and Industrial Row Road. o Re-graded a ditch in front of 5454 Bethany Road to alleviate standing water. o Re-graded a ditch in front of 908 Cherokee Drive to alleviate standing water and yard flooding problems. 2009 Cost Savings Throughout the year, department heads and other City staff closely monitor expenses to conserve costs, become more efficient, reduce expenses, and put tax dollars to better use. Continuing to recognize and encourage these practices are key to the City’s continued financial health. Within this budget plan are department descriptions that contain detailed information related to cost savings. The following is a summary of those cost savings: Police Department Fire Department Parks & Recreation Department Engineering & Building Department Public Works Department Public Utilities Department Finance Department Council & Administration

$172,900 84,000 298,012 439,075 369,000 297,000 154,713 1,372,216

In 2008, direct cost savings from changes or innovations in City practices are estimated at over $3.1 million. I am very proud of the staff’s efforts and believe that by reinforcing the message that these practices are noticed and important to the efficient and effective use of taxpayer dollars, they will continue to grow.

CAPITAL IMPROVEMENT PLAN (CIP) One of the most significant investments included in the 2009 Budget is Council’s $3,500,000 commitment to relocating Fire Station 51. This Capital Improvement Project will relocate Station 51 and fire headquarters from downtown north to the southwest corner of Alliance Drive and Mason-Montgomery Road. The fire station design will be one of three prototype stations; however, Station 51 will house the fire headquarters.

Another significant investment is in Mason’s road projects. Phase 1 and 2 of the Mason Road Widening will cost $5,500,000. This project consists of the widening of Mason Road from an existing two-lane roadway without curb and gutter, to a three-lane roadway with curb and gutter. Limits for this 7,300-foot project are West Main Street on the east to the western corporation limit. Roadway improvements included in this project are curb and gutter, sidewalk, bike path, storm sewers, and property acquisitions. Landscaping, street trees, and median irrigation will be included in the construction of this project. In addition to the Mason Road Widening project, $1,000,000 is included in the 2009 budget for the annual street maintenance program, $1,165,000 is included for the Main, Forest, First streets storm and sanitary sewer replacement, and $1,000,000 is included for the Western Row Road I-71 interchange modification study and recommendations. While these projects do require financial commitment, Council has always displayed a strong level of fiscal responsibility when it comes to overseeing management of the City’s capital resources.

2009 PERSONNEL The 2009 Budget did not include any personnel additions.

GENERAL FINANCIAL POSITION Mason has benefited from Council’s focus on economic development. While other communities have been faced with a deteriorating financial position due to a declining economy, Mason’s General Fund has remained about the same in 2008 compared to 2007. Income tax, the City’s primary source of General Fund revenues, remained constant. Mason’s top ten employers generate $9.9 million (46%) of the earnings tax revenues. Council has a long history of embracing the challenge of keeping revenues at a healthy level, but doing so without putting an excessive tax burden on the Mason community. The task for Council and City staff will continue to be to use these revenues to more effectively deliver excellent service to the Mason taxpayer, which will further enhance the quality of life in the City of Mason. As the economy continues to deteriorate, it will have a more significant impact on the City of Mason. However, the City of Mason continues to position itself to recover faster than many other communities when the recession ends. The following chart compares total operating revenues to total operating expenditures. The “gap” has allowed the City to increase capital programming, pay off debt, and make unanticipated investments that were not originally included in the annual budget.

City of Mason General Fund Operating Activity $35,000,000 $30,000,000 $25,000,000 $20,000,000 $15,000,000 $10,000,000 $5,000,000 $-

Operating Revenue

l Ac t

l ua 20

Ac t

l 20

Ac t

l 20

Ac t

l ua 20

Ac t 03

Ac t

Operating Expenditures

The following chart illustrates percent of total expenditures for the City (all funds) by category.

City of Mason 2009 Appropriation

Personnel 27%

Transfers 13% Debt Payment 24%

Operating 20%

Capital Outlay 16%

The City continues its long-standing investment in capital improvements, with 16% of the 2009 Budget designated for capital outlay and 24% designated for debt payments on capital projects. Personnel, at 27%, is the next major share of the budget. Control of the cost of employee benefits continues to present a challenge. In 2007, as part of the compensation package, modifications were made to the Cityâ&#x20AC;&#x2122;s health insurance program, including the implementation of an $800 annual deductible and a mail-order prescription drug plan that had a significant impact on health care costs for the City. In

2008, to continue those efforts to control health care costs and build on the partnership with TriHealth, the Employee Relations Committee recommended that the City partner with TriHealth for the development and implementation of a Wellness Program for employees that may include membership access to the Community Center as well as a City-wide educational, coaching, and promotional element. The Employee Health Insurance Committee has a proven track record of reducing health care costs for the City and increasing employee awareness, helping to mitigate future increases. A primary focus of the budget process is to ensure that sufficient fund balances are available to provide the necessary funding for unanticipated needs or opportunities, and to ensure satisfactory cash flow. The City’s conservative budget philosophy has resulted in actual General Fund revenues exceeding actual General Fund expenditures for many years. The following are financial performance measures for 2008: Total General Fund Revenues General Fund Balance as % of General Fund Revenues Unreserved, Undesignated General Fund Balance as % of Revenues Total Full Property Value Population 2000 Census Full Property Value Per Capita ($) Top 10 Taxpayers as a % of Assessed Valuation Per Capita Income (2000 Census)

$31,100,801 44.2% 22.7% $3,053,470,202 22,016 $138,693 8.00% $29,109

While each municipality is unique and there are numerous factors that lead to a bond rating, the above performance measures are generally used as broad guidelines by credit rating agencies. The information provided above would be looked upon favorably by rating agencies for cities with a population less than 50,000. CUSTOMER SERVICE The City of Mason continues to take great pride in its motto of “Commitment to excellence in public service.” Striving to provide residents with the highest level of customer service is at the fore of everything City staff does. Leaf and brush pickup; storm sewer projects; Christmas tree recycling; water; sewer and waste collection services; the street resurfacing program, amenities in the parks, and police and fire services all culminate into a fullservice city. Services in the City of Mason have increased over the years with the foresight of City Council and a devoted work force. The City of Mason’s employees are to be commended for efficiently keeping pace with the demands that the community’s growth places on each department. In 2008, a new initiative was announced that empowered employees to “Exceed the Need” for customer service. All employees were required to attend internal customer service training sessions that reinforced/reminded employees of the City’s minimum levels of expectations for providing customer service. For 2009, the Committee will continue to develop educational and training opportunities and reinforcement and incentive programs for employees who continue to provide levels of customer service that “Exceed the Need”. Mason has created a culture in which residents have come to expect a high level of service—which has become the basis for why residents and businesses are choosing Mason as the place to locate.

SUMMARY Due to the state of the economy, nearly all local government agencies continue to be challenged by tight budgets and the City of Mason is no exception. As the tight economy continues to pose a financial challenge for all municipalities, it will require continued prioritizing of City services and capital improvements. City departments will continue to look for ways to cut costs. Once again, the City will be forced to keep a pace parallel to the growth of the Mason area and to do so in the most cost-effective manner. Clearly, the quality of life in Mason has generated our growth over the past decade. While such rapid growth does present benefits as well as challenges for Council and staff, we remain committed to maintaining the quality of life that the community desires. The planning and efficiency we demonstrate as we carry out projects will help preserve the quality of life enjoyed in the City of Mason for generations to come.

Sincerely,

Eric Hansen City Manager

THE CITY OF MASON, OHIO LIST OF PRINCIPAL OFFICIALS December 31, 2008

COUNCIL MEMBERS Mayor Tom Grossmann Vice Mayor Peter Beck Council Member Tony Bradburn Council Member Victor Kidd Council Member Don Prince Council Member Christine Shimrock Council Member David Nichols

FINANCE COMMITTEE Committee Chair Peter Beck Committee Member Tony Bradburn Committee Member Tom Grossmann

COUNCIL APPOINTED OFFICIALS City Manager Eric Hansen Law Director Ken Schneider Clerk of Council Terry Schulte

DEPARTMENT HEADS Service Director Public Utilities Director City Engineer Chief of Police/Safety Director Parks & Recreation Director Assistant City Manager Fire Chief Finance Director Public Works Director Economic Development Director

Richard Fair Keith Collins Kurt Seiler Ron Ferrell Michael Hecker Jennifer Heft John Moore Joe Reigelsperger David Riggs Michele Blair

Residents of Mason

Mason City Council

Clerk of Council Terry Schulte

Mayor Tom Grossmann

Vice-Mayor Peter Beck

Tony Bradburn

Victor Kidd

Don Prince

Christine Shrimrock

Law Director Ken Schneider

David Nichols

City Manager Eric Hansen Assistant City Manager Jennifer Heft Economic Development Michele Blair Beth Gottfried

Human Resources Director Kari Geiser

ED Technician Amanda Hisey Receptionist 1 - Vacant

Secretary to the City Manager Joan Bernard

Services Director Richard Fair

Engineering & Building Kurt Seiler

Secretary Barbara Beckelhimer

Asst. City Engineer 1 Vacant

Subdivision Engineer Scott Burkhardt

Finance Joe Reigelsperger

GIS Manager Amy Schuesler Engineer Technicians Ryan Tyree Stephen Caddell Craig Barksdale

Receptionist Wanda Lindley

Chief Building Official Greg Nicholls Building Inspectors Bill Barnett John Skidmore Lorenzo Adam

Fire John Moore

Secretary Carolyn Byrd

Secretary Pam Eickenhorst

Asst. Finance Director Mary Mueller

Deputy Chief Craig Bryant Joe Hoying

Finance Clerk Bev Salatin

Tax Technician Michael Reaver

Lieutenants Andrew Riddiough Dyana Garland Mark Gerano Dave Manning Chris Heywood Richard Wentzel

Secretary Sheri Collins

Finance Clerk Gale Long

Manager Steve Gayfield â&#x20AC;&#x201C; Facilities Angie Gardner - Recreation

Operations Supervisor Matthew Glaser Account Clerks Kim Stadler Jason Schell Jessica Manwaring Ananthanarayanan, Kalpagam 1 - Vacant

FT Paramedics/Firefighters Brad Weesner Greg Thomas Bill Blades Paul Rosell Douglas Nagel Aaron Bosco Thomas Haber III John Cerjan John Schaurer Nicholas Stocksdale Scott Ray Alex Carr Dustin McGhghy Travis Brausch Douglas Woollard Kathryn Brown Ashley Brogan Jeremiah McCarthy Doug Rolph Evan Willis Julie Stanley

Secretary Kendra Taylor

City Planner Brian Lazor

Parks & Recreation Michael Hecker

FF/EMS/Inspector Eric Durbin 1 - Vacant

Facility Manager Larry Rudd

Maintenance Workers Steve McNamee Dean Taylor Troy Applegate David Jandes Darryl Davis Devon Martin

Senior Center Supervisor Dana Maidenberg

Recreation Supervisors Chrissy Egeler Dane Burchett

Fitness Sports Supervisor Laura Swartzel PT Fire Fighters/EMS

Project Manager Prem Garg

Plans Examiner Mark Heckenmueller

Public Utilities Keith Collins

Public Works David Riggs

Lieutenant Colonel Steve Schuchart

Secretary Barb Ostendarp

Secretary Patti Workman

Asst. Superintendent Vacant

Foreman Bob Behan Kathy Wray

Secretary Kelli Kaskocsak Clerk Karen Eve - Supervisor Pattie Connor Karen Arp Terry Saylor

Sergeants Mikel Carter Neil Garland Michael Downey Scott Doughman Jeff Burson

Officers Scott Burdick Aaron Yeary John Cullen Dan Edwards Mathew Hayes Jeremy Saylor Scott Spears Craig Kline Brad Walker Derek Bauman Nathan Ketterer Scott Miller Paul Martin Aaron Schaffer Jamie Van Wagner Brian Lahman Michael Bishop Karli Smith Sean McCormick Daniel Fry Vincent Moore Andrew Herlinger Eric Fitzgerald Kevin Bryant Nicholas Fantini Stephanie Debolt Jeffry Wyss Shawn Aryes

Utility Project Inspector Vacant Project Coordinator Art Oliver Maintenance Foreman Ed Smith Maintenance Workers Mike Panno Larry Reeder Mike Ledford Richard Mahiques Neal Chamberlain

Plant Operators Bob Beyer Josh Creech Seth Wilson 1 - Vacant

Maintenance Workers Jeff Kohus Eric Lykins Devon Martin Steve Sparks Tony Tracy Mike Trader Ben Vogelsang Levi Wells Rick Oppy George Oberle Larry Burress Patrick Ford Ken Spillman Conrad Flowers Trent Turner

Maint. Worker/Mechanic Roy Moore

Mechanics Glen Janson Travis Siders

Detectives Sgt. Todd Carter Don Cope Toni Hoelke Jerry Deidesheimer Jeremy Saylor Staff Services Sgt. Paul Lindenschmidt Dare Office Ryan Tanner School Resource Officer Troy Nelson

Aquatics Supervisor Irene James

Assistant Aquatics Supervisors Ken Heis Todd Billhimer

IT Technician Eric Meister

Police Ron Ferrell

Front Desk Manager Lacey Luxon

Maintenance Supervisor Don Allen

Human Resources Technician Barb Hering

Assistant to the City Manager Lisa Griffin IT Manager Robin McKeehan

Finance Technician Marlene Burnell Stormwater Engineer Kathy Wade-Dorman

Public Information Officer Jennifer Trepal

Court Security Kevin Stall 1 - Vacant

City of Mason Organization Chart 12/31/08

City of Mason Profile History and Background Mason has earned a reputation as a progressive, innovative community. It is located in the southwest portion of Ohio, 22 miles northeast of Cincinnati and 30 miles south of Dayton. Mason is the largest and fastest growing city in Warren County and Warren County is the second fastest growing county in Ohio. Originally settled as the village of Palmyra in 1815 by Major William Mason, the community was renamed in his honor 20 years later. Incorporated as a city in 1971, Mason is governed by a charter approved by its voters in 1969 that establishes guidelines for its operations. Mason is a home-rule city with a council/manager form of government. The legislative body of Mason consists of a mayor and six council members who are responsible for the legislative affairs of the city. Council also makes appointments to various statutory and advisory boards and appoints the City Manager, Law Director, and Clerk of Council. As chief executive officer, the City Manager is responsible for enforcement of all laws and ordinances, the efficient delivery of all city services, and preparation of capital and operating budgets. The City of Mason is organized into eight departments; Police, Fire, Parks & Recreation, Engineering & Building, Public Works, Public Utilities, Finance, and Administration. The department head of each department is appointed by the City Manager and is responsible for the operations of his or her department. All department heads work closely with the City Manager in providing the citizens and businesses of Mason with the highest quality of services while maintaining efficiency and cost effectiveness. The City provides many of the municipal services normally associated with a municipality, including emergency services; street construction and maintenance; full engineering, building, and planning services; recreation space and activities; and business recruitment and retention. In addition, Mason provides sanitary sewer, stormwater management and contracts through Rumpke for solid waste collection/disposal. Additional information about the City’s departments and the services provided are described in the individual department section. Economic Conditions and Outlook Mason is the fastest growing city in Warren County and Mason’s industrial facilities employ an estimated 22,000 persons, equivalent to almost three quarters of the City’s nighttime population of about 30,000 as of 2009. Three of the 10 largest employers in Warren County are located in Mason. Mason’s 10 largest employers provide work for more than 7,000 persons and generated more than $6.7 million in income tax revenue for 2008. Overall, it is estimated that there are more than 600 businesses that operate within Mason’s 18 square miles. Mason continues to attract quality companies that are relocating or expanding. In choosing Mason, companies cite prime location along the interstates, availability of land for development within established business parks, rising property values, the established 12

core of high-tech businesses, available workforce, and an exceptional level of support and services with a favorable business environment widely promoted in the region. Tax incentives targeting high-tech businesses and light industry are strong inducements as well. Additionally, interest in the marriage between tourism, Warren County’s top industry, and business development continues to be a focus for Mason. The Greater Cincinnati, Ohio, region ranks twentieth in total exports among U.S. cities. The Region’s worldwide impact is underscored by more than 1,000 firms engaged in international trade, generating annual export sales of over $6 billion. More than 300 firms from Japan, Western Europe and Canada have established facilities in the Greater Cincinnati, Ohio, region. In the last fifteen years, Mason has become home to numerous national companies and has one of the region’s largest complements of international businesses. In an effort to further enhance our foreign investment strategy, the City joined CincinnatiUSA Partnership’s Regional Economic Development Council (REDC) in 2001. This regional marketing partnership has lent remarkable strength and leverage to Mason’s work on both national and international recruitment projects. Mason renewed its commitment to this innovative regional strategy in 2003, with a second three-year commitment as one of thirteen members, and only the third city, to come together to make marketing and recruitment decisions for the Greater Cincinnati region. In 2004, this alliance facilitated extended contact with national and international corporate site selectors and brokers through site location consultant missions in Cincinnati and other major metro areas. During the years 2005 and 2006, the group leveraged partnerships with news organizations in major metropolitan areas, including Atlanta, Chicago, and New York. As a result, the city and its corporate partners hosted well-regarded pharmaceutical trade publication heads and New York journalists, gaining national exposure and future new investment interests in this industry. The CincinnatiUSA organization also strengthens a methodology of continued relationship maintenance with valuable contacts in Europe and Asia, giving Mason the opportunity to tell the unique stories of our corporate investors to companies outside the U.S. that are looking to start new U.S. operations. The REDC Partnership in years 20042006 is estimated to have shown a value of well over $350,000 of marketing and recruitment outreach value during the three-year term. With Mason’s annual participation of $25,000, the return on investment for marketing leverage, exposure, and opportunity has been substantial. In 2007, the City negotiated a contribution renewal through 2009 that combined two organizations: CincinnatiUSA Partnership for Economic Development and CincyTechUSA. This new agreement enabled Mason access to membership on the Board of Governors and partnership with the CincyTech management team. The target business sectors that the CincinnatiUSA and CincyTech partnerships help the City reach include emerging markets, entrepreneurs, information technology, biosciences, and advanced manufacturing. These partnerships help to give Mason a high profile among investment prospects and set the city apart from the efforts of competing communities.

The year 2008 marked the City’s third year of operating with the Mason Port Authority. This economic development tool has already provided advantageous flexibility with financial recruitment options. It has helped retain over 100 jobs and allowed the City to attract more than $7 million in new capital investment with over 100 new jobs to be created. The Mason Port Authority makes regular proposals to major prospects, often in combination with the marketing of the City’s industrial property on SR 741, that would not have been opportunities for Mason without this important economic development tool. Mason’s reputation as a serious business environment is confirmed by corporate decisions to consolidate here and move jobs and investment to the city. New investments reported in 2008 were over $52 million as 151,000 square feet of new corporate and industrial space were added, bringing over 654 announced new jobs to the community. The new square footage numbers were flat compared to last year. However, due to a diversified environment, Mason’s 2008 new investment numbers for industrial and corporate sectors trended upward despite little new square footage. New commercial investment was up over 300% and announced new jobs increased 150% from 2007. The combined new investment revenues for 2006 through 2008 were nearly $100 million, with over 450,000 new square feet and over 1,500 new jobs. In 2008, several large developments underway during the previous years opened their doors, including the $15 million Prasco Pharmaceutical Campus and the $40 million nationally recognized Lindner Center of Hope Behavioral Health Sciences and Research and Development Center. Announced in 2008 were projects including Bush Trucking Corporate Headquarters relocation, Fujitec North American Corporate Headquarters relocation, AssureRx Bio Sciences Company, and American Business Personnel. In 2008, industrial and office absorption continued the trend, with the private sector focusing heavily on existing real estate for expansion opportunities. Since Mason is traditionally strong within the build-to-suit sector, the City does not have a large supply of vacant buildings, making some major regional opportunities not available to the City, such as Tata Consultancy and GE Corporate Headquarters. Mason was impacted by the closing of four employers: Blackhawk, International Paper, Crane Fencing, and Bilvern, resulting in 800 jobs lost in the manufacturing sector. Procter and Gamble reported approximately 100 jobs affected with the elimination of distance drug discovery at the Mason campus. Overall, Mason saw the loss of 900 jobs. As each new investment is announced, job creation and payroll are projected for the next three years. Many of the jobs announced have already been realized by the city and many others will be realized in the next two years. The following projects were the largest new developments announced in the City of Mason for 2008: Corporate investment (new capital & payroll) Mitsubishi Electric Automotive America Fujitec America Tri-Health/Community Center

New Capital $14.0 million

New Payroll $0

$4.0 $27 million

$8.0 million $4.0 million

American Business Personnel

$3.3 million

$1.6 million

AssureRx

$700,000

$800,000

Growth and development in the City of Mason are expected to continue. Efforts to focus on growth sectors and emerging markets that bring high rates of return to the City are the key focuses of the City’s economic strategy. In 2008, Mason has seen continued renewed interest in land sales and new construction in the industrial, manufacturing, and specialty healthcare and pharmaceutical sectors. Recognizing that the regional market outlook predicts flat activity into the next several years, Mason still expects to see positive commercial activity. The City’s physical location, developable terrain, municipal facilities, services and utilities, and the progressive attitude and actions of city council, administration, and citizens are strong assets. Focal areas for future growth are cityowned land that continues to provide opportunity to offer competitive options for new investors and the I-71 corridor, which has over 600 acres of undeveloped land that has attracted the attention of the development community. Mason is also well attuned to the benefit of destination construction such as Great Wolf Lodge, new investments with Kings Island, and expansion of high-profile events such as the Tennis Masters Series and related sports events, which are expected to drive more interest in tourism development. The City’s economic development efforts fully recognize a positive relationship between destination tourism and the development of conference, technology, and office development. Budget Process Each year, as required by state law, the budget process begins with preparing revenue estimates for the tax budget. The tax budget is the preliminary estimate of all revenue for the City, including the amount expected from property taxes assessed by the Warren County Auditor. A public hearing is held before Council approves, by resolution, the tax budget. The tax budget is submitted to the Warren County Auditor and is reviewed by the County Budget Commission. Results of the County Budget Commission’s determination are typically received in September. Original revenue estimates are reviewed and revised based upon more recent year-to-date information before the appropriation ordinance is approved. The Employee Relations Committee of Council meets to discuss potential changes to employees’ wages and benefits that need to be incorporated into the annual budget. The Equipment Committee of Council reviews the Manager’s recommendation of equipment requests and recommends those items to include in the budget. Departmental operating budgets, projects (as prioritized in the Capital Improvement Project list), and personnel requests are submitted to the City Manager for review. After discussions with each department and a review of estimated revenues, the City Manager makes modifications in order to prepare a recommended balanced budget to Council’s Finance Committee.

The Finance Committee of Council, in meetings with each department head, reviews all requests and departmental budgets and recommends what to include in the final budget presented to Council. Typically in December, Council is asked authorize the budget through the approval of the annual appropriation ordinance. Throughout the year, departments and administration continue to find opportunities to reduce overall costs or seek options to provide more or better services to residents. Each department is responsible for monitoring the budget versus actual expenditures to identify any issues that need to be addressed. Reports showing the budget and year-to-date actual expenditures are provided to Council and the City Manager on a monthly basis. The level of budgetary control (that is, the level at which expenditures cannot legally exceed appropriated amounts) is maintained at the function level for the major funds of the City. All other funds are maintained at the fund level. Budgetary control is maintained by encumbering the estimated purchase amounts prior to the release of purchase orders to vendors. Department directors are responsible for ensuring that purchase orders do not exceed each yearâ&#x20AC;&#x2122;s budgetary balances. As the budget represents a guide to each yearâ&#x20AC;&#x2122;s expenses, department directors have the ability to move money between object codes within the same function. City Council, through a reappropriation ordinance, approves all transfers outside function levels. City Council may authorize supplemental appropriations for expenses that exceed original appropriation amounts. Typically, Council will consider a re-appropriation and/or supplemental appropriation ordinance near the end of the fiscal year. Budget Policy The City of Mason is required by law to have a balanced budget for each fund. A balanced budget is achieved when the appropriation for expenditures and encumbrances does not exceed the resources available within each fund. Resources available are the combination of the fund balance available and the estimation of resources expected during the year. These resources include revenue, transfers from other funds, and debt proceeds expected for the current year. As part of the budget process, the Cityâ&#x20AC;&#x2122;s revenue estimates are always conservatively projected without reliance upon one-time revenue sources. Likewise, any revenue source that is at risk of being reduced or eliminated is accounted for in the revenue estimate. Most revenue estimates are based upon historical trends with consideration for the current economic condition. Requests for appropriation are based on historic trends and expected changes for the next year. Each department continues to seek ways to save or contain operating expenses while seeking opportunities to find alternative funding sources to supplement their operations.

City of Mason General Fund Revenue Summary

Income Tax Property Taxes Motel Tax Intergovernmental Revenue Charges for Services Court Cost & Fines Permits Franchise Fees Interest Other Revenue Transfers

Actual Revenues 2006 $ 22,674,588 2,196,111 153,014 1,982,961 410,683 592,650 372,323 341,102 1,015,227 545,768 89,568 $ 30,373,995

Actual Revenues 2007 $ 21,349,140 2,131,196 537,936 2,204,101 434,377 596,077 422,518 358,089 1,650,804 602,718 $ 30,286,956

Estimated Revenues 2008 $ 20,716,369 2,245,563 490,528 1,699,036 397,800 537,500 384,600 340,000 420,000 510,000 $ 27,741,396

Actual Revenues 2008 $ 21,739,647 2,133,657 683,261 2,653,861 460,712 749,520 306,321 357,828 1,374,450 641,545 $ 31,100,802

Estimated Revenues 2009 $ 20,716,369 900,130 570,000 1,765,145 412,800 595,000 359,600 340,000 420,000 495,000 $ 26,574,044

City of Mason General Fund Revenue Income Tax $35,000,000

Property Taxes

$30,000,000

Motel Tax Intergovenmental

$25,000,000

Charges for Services $20,000,000 Court Cost & Fines $15,000,000

Permits

$10,000,000

Franchise Fees Interest

$5,000,000

Other $0 Transfers

City of Mason General Fund Revenue Detail Actual Revenues 2006

Actual Revenues 2007

Estimated Revenues 2008

Actual Revenues 2008

Estimated Revenues 2009

$ 22,674,588

$ 21,349,140

$ 20,716,369

$ 21,739,647

$ 20,716,369

1,758,150 244,915 192,736 310 2,196,111

1,786,736 148,622 195,552 286 2,131,196

1,978,000 72,000 195,263 300 2,245,563

1,839,697 74,714 218,914 332 2,133,657

810,000 90,000 130 900,130

153,014

537,936

490,528

683,261

570,000

852,387 164,644 159,001 530,371 48,543 81,608 458 35,035 110,914 1,982,961

855,288 216,927 189,799 706,671 45,464 150,246 501 37,354 1,851 2,204,101

1,071,000 154,536 0 150,000 35,000 228,000 500 35,000 25,000 1,699,036

1,231,609 190,787 -30,798 921,437 52,051 212,642 412 33,615 42,106 2,653,861

1,224,145 165,000 0 150,000 35,000 130,500 500 35,000 25,000 1,765,145

Charges for Services Service Charges Recreation Programs Swimming Pool Revenues Swimming Pool Concessions Park Concessions Rec Fishing Permits Total Charges for Services

25,703 171,809 186,369 8,636 7,290 10,876 410,683

36,136 176,380 190,124 9,511 10,753 11,473 434,377

24,000 160,000 185,300 7,500 10,000 11,000 397,800

59,043 224,340 149,002 3,689 13,242 11,396 460,712

24,000 175,000 185,300 7,500 10,000 11,000 412,800

Court Fines & Costs Court Costs Court Fines Jail Cost Reimbursement Total Court Fines & Costs

367,661 219,363 5,626 592,650

349,456 239,320 7,301 596,077

325,000 210,000 2,500 537,500

455,731 273,353 20,436 749,520

350,000 240,000 5,000 595,000

Income Tax Property Taxes Real Estate Taxes Personal Property Taxes Rollback, H.S. Taxes Trailer Taxes Total Property Taxes Motel Tax Intergovernmental Revenue Local Govt Fund County Local Govt Fund State Local Govt Assistance Inheritance Tax Public Utility Deregulation Personal Property Tax Reimbursement Cigarette Tax Liquor Permits Federal/State Grants Total Intergovernmental Revenue

City of Mason General Fund Revenue Detail Actual Revenues 2006 Permits Building Permits Electric Permits Occupancy Permits Plan-Zone Fees Misc. Permits Downtown Revitalization Permit State 3% Bldg. Permit Fees Total Permits Franchise Fees Interest Other Revenue Contributions Rent Misc. Sales Ins. Claims - Damages Reimbursements Refunds Total Other Revenue Transfers * Total General Fund Revenue

Actual Revenues 2007

Estimated Revenues 2008 $

Actual Revenues 2008

275,000 25,000 45,000 30,000 1,000 100 8,500 384,600

Estimated Revenues 2009

261,952 $ 27,105 44,500 29,305 1,380 360 7,721 372,323

328,378 25,023 30,101 27,861 1,200 150 9,805 422,518

233,472 19,405 31,250 13,550 1,250 210 7,184 306,321

341,102

358,089

340,000

357,828

340,000

1,015,227

1,650,804

420,000

1,374,450

420,000

4,000 346,648 7,334 44,651 126,042 17,093 545,768

5,250 331,388 12,061 3,240 169,715 81,064 602,718

350,000 5,000 150,000 5,000 510,000

7,955 348,955 5,000 1,602 271,919 6,114 641,545

335,000 5,000 150,000 5,000 495,000

89,568

$ 30,373,995

$ 30,286,956

$ 27,741,396

$ 31,100,802

$ 26,574,044

Transfers to the General Fund are usually to repay a prior transfer or transfer the balance of a closed fund.

275,000 25,000 30,000 20,000 1,000 100 8,500 359,600

City of Mason Income Tax Collection

2004 $16,393,659 8.04%

Income Tax Collection Increase from prior year

2005 $19,005,844 15.93%

2006 $22,674,588 19.30%

2007 $21,349,140 -5.85%

2008 $21,739,647 1.83%

City of Mason Income Tax Collections $25,000,000 $20,000,000 $15,000,000 $10,000,000 $5,000,000

20 08

20 06

20 04

20 02

20 00

19 98

19 96

19 94

19 92

19 90

19 88

19 86

19 84

19 82

19 80

19 78

19 76

19 74

19 72

Year

City of Mason Income Tax by Payor 100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0%

29%

21%

25%

20%

22%

13%

19%

43% 9%

Individuals 10%

Businesses Withholding 62%

57%

62%

61%

1993

1998

2003

2008

48%

1988

City of Mason Assessed Property Values 2004 $825,905,960 15,736,660 137,059,790 $978,702,410

Real Property Public Utility Property Tangible Personal Property Total Assessed Property Values

Tax Year 2005 2006 2007 2008 $861,180,630 $1,004,936,080 $1,035,101,280 $1,063,362,220 16,252,830 16,147,840 13,021,700 13,457,340 110,500,187 77,362,457 36,731,155 0 $987,933,647 $1,098,446,377 $1,084,854,135 $1,076,819,560

City of Mason Assessed Property Values (millions) $1,200.0 $1,000.0 $800.0 $600.0 $400.0 $200.0

City of Mason Property Tax Rate Tax Year 2008 Collected in 2009

Jurisdiction City of Mason City of Mason Fire Mason City Schools Joint Vocational School Warren County MRDD Senior Citizens Mental Health Health Total Millage

Effective Millage (residential)

Total Millage

Tax Assessed per $100,000* (residential)

2.32 5.00

2.32 3.96

83.45 2.70

42.42 2.00

1,484.70 70.00

2.00 2.00 1.21 1.00 0.50

2.00 1.53 1.05 0.78 0.32

70.00 53.55 36.75 27.30 11.20

100.18

56.38

81.20 138.60

1,973.30

* Assessed value is equal to 35% of true or market value. Tax does not reflect the 10% and 2.5% rollback. The rollbacks are reductions to real estate tax allowed by the State. Local governments are reimbursed for the reduction.

2008

2007

2006

2005

2004

2003

2002

2001

2000

1999

1998

1997

1996

1995

1994

1993

1992

1991

1990

1989

1988

1987

1986

1985

1984

1983

1982

1981

1980

$0.0

City of Mason Revenue Description

Income Tax By State law a municipality may levy a municipal income tax, not to exceed one percent (1%) without a majority vote of the electors. Mason’s one-percent (1%)income tax was enacted in 1971. This tax is the largest single source of revenue for the City’s General Fund. The tax is levied on wages, salaries and other compensation earned by Mason residents and by nonresidents working in Mason. Residents are required to file a tax return by April 15th for the preceding year. Businesses located in Mason are required to withhold the tax from the wages of their employees’ who are working in the City. The tax is also levied upon the net profit of business activity attributed to activities in the City of Mason. Roughly 75% of the income tax collected is from payroll withholding or profit earned by the Mason business community. The remaining 25% is paid directly by residents. In November 2007, voters approved an amendment to the city’s charter that changed the city’s tax ordinance. In prior years, residents employed in another city that has an income tax received a maximum credit of up to 50% of the tax due on the portion of their earning taxed by the city where employed. The amendment phases in the following changes to allow full credit: Tax Year Maximum Credit 2007 65% 2008 80% 2009 90% 2010 and later 100% (full credit) Property Taxes The City of Mason receives property tax from three sources: Real Estate Property, Tangible Personal Property and Manufactured Home Tax. Real Estate Property Tax Real property tax rates vary with taxing jurisdictions. Total tax rate includes all levies enacted by legislative authority or approved by voters for all taxing jurisdictions in which the property is located (e.g., county, township, municipality, and school district). The Ohio Constitution prohibits governmental units from levying property taxes, which in the aggregate exceed one percent of true value unless they are approved by the voters. This is known as the 10-mill limitation, and the millage within this limitation is commonly referred to as “inside millage” Since the “inside 10 mills are levied on “taxable value” which is 35 percent of true or market value, the effect is a statutory limit of .35 percent. Personal property taxes are the only ones that will show an increase or decrease with respect to market conditions such as new construction, improvements, reassessments or reevaluation. Any increase in revenue from real property must come from additional millage or from voter approval of the additional levy following a reassessment or reevaluation. State law grants tax relief in the form of a 10 percent reduction in each taxpayer’s real property tax bill. In addition, a 2.5 percent of rollback of real property taxes is granted on a homestead for each homeowner. The state reimburses local governments for the cost of these tax credits.

This tax is assessed on the assessed value of all land and buildings unless specifically exempt by the State of Ohio. Assessed value is 35% of market values except for certain agricultural land. The Warren County auditor must reappraise all real estate once every six years. Equalization adjustments are made in the third year following reappraisal. The last reappraisal was completed in 2006. The City of Mason property tax rate within the 10-mill limitation is 2.32 mills (0.232% of the assessed value.) A portion of the revenue generated from the 2.32 mills property tax are distributed first to the General Bond Retirement Fund to pay for debt service on the Cityâ&#x20AC;&#x2122;s long-term general obligation bonds. The balance is distributed to the Cityâ&#x20AC;&#x2122;s General Fund. In August 2008, Mason voters renewed the 5.0 mill Fire Levy preserving funding to support Fire and Emergency Medical Services for Mason residents. Revenues collected from this levy are deposited into the Fire & Emergency Services Fund. Tangible Personal Property Tax This tax is assessed on tangible personal property (machinery, equipment, and inventories) used in business. Business land and building are taxed under the real property tax. The tax rate for tangible person property tax is the same rate and limitation allowed for real property. In 2006 the State of Ohio made significant changes to taxes for businesses including phasing out the tangible personal property tax and enacting a Commercial Activity Tax (CAT). The Tangible Personal Property Tax is to be phased out by 2009. In order to assist local governments with this change, the State will fully reimburse the City, through 2010, the lost revenue using revenue collected from the CAT. The reimbursement will phase out starting in 2011 and ending in 2017. Manufacture Home Tax A house trailer tax, in lieu of the general property tax, is levied on all house trailers. Since a manufacture home is not a building attached to real property, it cannot be assessed real estate tax. The tax is collected by the County Auditor and is distributed among the taxing subdivisions of the county in the same ratio as real estate and public utility property taxes are distributed. Motel Tax A tax on transactions in which lodging accommodations are furnished to transient guests in hotels, motels, rooming houses and other accommodations. A 3% "bed" tax is levied on all hotel/motel rooms in Mason. All revenue collected is deposited in the General Fund. The maximum rate allowed by state law, that a municipality may enact is 6%. However, for any amounts levied over 3%, half must be contributed to the Warren County Convention and Visitors Bureau. The Warren County Convention and Visitors Bureau currently levies, its own 3% tax on all hotel/motel rooms in Mason. Intergovernmental Revenues Local Government Revenues Local Government revenues are divided into three sources: County, State and Local Government Assistance. County Local Government Fund State imposed taxes which are collected by the State Treasurer but are distributed to local governments for their disposition. Distributions from the State Local Government Fund to the County is based upon a statutory formula. These funds are returned to the 88 county 23

undivided local government funds. The County Budget Commission is responsible for dividing the funds received among the participating subdivisions, on the basis of need. Under State law, an individual county has the authority to adopt an alternative formula for the distribution of the local government funds. Warren County has adopted an alternative formula. State Local Government Fund The state local government fund is composed of 4.2 % of the state levied sales, use tax, personal income tax, corporate franchise and public utility excise taxes. Before state local government fund revenues are distributed to local governments, the total amount in the fund is divided into county and municipal portions. This division of the state local government fund is determined by statutory formula. The total amount distributed to the county undivided local government funds equals: (1)nine-tenths of the difference between the amount transferred to the state local government fund and 145.45 percent of the 1983 deposits tax revenue; plus (2) 145.45 percent of the 1983 deposits tax revenue; less (3) $6 million. The remainder (1/10 of the difference between the amount transferred and 145.45 percent of the 1983 deposits tax revenue plus $6 million) is distributed directly to municipalities. Each municipality levying an income tax in the preceding year is eligible to receive a share of the municipal portion of the State Local Government Fund. The share each receives equals its percentage of total municipal income taxes collected in the state in the second preceding year. Local Government Assistance On July 1, 1989, a Special Local Government Revenue Assistance Fund, in addition to the State Local Government Fund was created. It is funded by .6% of the same state levied taxes earmarked for the State Local Government Fund. Each Countyâ&#x20AC;&#x2122;s share of the state local government revenue assistance fund is determined each year based upon the Countyâ&#x20AC;&#x2122;s population for the state. The population used is the more recent of either the latest federal estimated census figures or the latest decennial census figures that include population totals as of June 1 of the preceding year. Starting in 2008, Local Government Assistance was combined with the County Local Government Fund. Over the past few years, the State has continued to limit, freeze and reduce the funds distributed to local governments to balance the Stateâ&#x20AC;&#x2122;s budget. It is anticipated that this will continue. Inheritance Tax The Tax Commissioner for the State of Ohio administers the estate tax, but the tax is collected by the County treasurer of the county in which the decedent resided. Twice a year, the County treasurer remits 36% of the tax collection to the State, less various administration fees. The remaining portion, 64%, is then distributed to local jurisdictions. Inheritance Tax is not a reliable source of revenue since it is difficult to project the amount that may be collected in each year. Public Utility Deregulation This tax is collected by the Ohio Department of Taxation on behalf of local governments for public utilities. Personal Property Tax Reimbursement 24

This is the amount paid by the State of Ohio through Commercial Activity Tax (CAT) for revenue lost from the phase out of Tangible Personal Property Tax. 2006 was the first year for the reimbursement. The amount will increase as the Tangible Personal Property Tax is phased out through 2009. In 2011 the reimbursement to local governments will phased out and be eliminated by 2017. Cigarette Tax An excise tax on cigarettes has been levied in Ohio since 1931. House Bill 904 enacted an excise tax on other tobacco products to include: cigars, chewing tobacco, snuff, smoking tobacco, and other tobacco products. The excise tax on cigarettes is made up of two separate levies on each cigarette: one levy of 1.15 cent and the other .05 cent for a total of 1.2 cent per cigarette, or 24 cents per standard package of 20 cigarettes. The tax is paid primarily by wholesale dealer through the purchase of stamps or meter impressions that are affixed to cigarette packs. Retailers, individuals and other consumers are responsible for paying the tax on cigarettes not taxed at the wholesale dealer level. The tax is levied on the wholesale price of any other tobacco product manufactured in Ohio or imported into Ohio that is to be sold fro resale at retail. The rate is 17 percent of the wholesale price. Liquor Permits Liquor permits are issued by the Department of Liquor Control and the receipts from these permits are paid to the Treasurer of the State. One-half of one percent of liquor permit fees are retained by the State to be used by the Ohio Health Department for the study of alcoholism. Federal/State Grants The City seeks opportunities to apply for and receive grant awards that may be used to offset operating expenses for special projects or unanticipated events. A few examples included the Police Department DARE program, bulletproof vest for police officers, federal COPS grants and FEMA emergency assistance when needed. Charges for Services The City charges fees for various services to assist in recovering a portion or all of the cost to administer that program, activity or service. The most common service charges include fees for recreational programs, concessions, fishing permits, passes to Lou Eves Municipal Pool, fingerprinting and charges associated with excessive false alarms. Court Cost & Fines Court costs are fees assessed on a per case basis for all traffic and criminal violations. Court fines are charges imposed by the Judge for violations. These fees are distributed back to the state, county and city to cover their costs associated with each case. Permits Fees associated with residential and commercial development in Mason. These fees are utilized to primarily offset the cost of services. Permits include: building, electrical and occupancy permits. Also included are fees placed on applications before Planning Commission and Zoning Board of Appeals, as well as fees charged for different publications. Franchise Fees A 5% franchise fees paid to the City of Mason by Warner Cable. 2% of the fees that the City receives are distributed to the ICRC as part of the Cityâ&#x20AC;&#x2122;s membership. 25

Interest All idle funds of the City are invested according to the Cityâ&#x20AC;&#x2122;s Investment Policy. Other The General Fund has a variety of other miscellaneous revenue. The largest is the annual $250,000 rental charge to Mason Municipal Court for the proportionate share of the Municipal Center debt payment. Others would include the rental of City property and lands such as farming land currently available for future development.

NON-GENERAL FUND OPERATING REVENUES Actual Revenues 2006

Police Officer Training Fund Police Crime Prevention Fund Drug Law Enforcement Fund Law Enforce. & Ed Trust Fund Police Funds

Actual Revenues 2007

Estimated Revenues 2008

Actual Revenues 2008

Estimated Revenues 2009

200 3,723 2,140 6,063

50 3,078 2,025 5,153

6,000 50 1,500 500 8,050

10,840 5,710 2,645 19,195

2,500 1,500 500 4,500

Fire & Emergency Service Fund

5,479,828

5,770,554

5,355,700

5,677,434

5,445,000

Community Center Fund

2,809,111

3,028,627

3,117,100

3,213,164

3,158,100

Storm Water Utility Fund Subdivision Inspection Fund Engineering & Building Funds

2,986,180 224,187 3,210,367

2,889,016 146,404 3,035,420

2,739,000 110,000 2,849,000

2,811,820 198,340 3,010,160

2,615,500 180,000 2,795,500

Sewer Revenue Fund

5,479,845

5,673,840

5,590,400

5,790,516

5,841,500

13,059 57,254 17,901 235,222 500 183,351 507,287

13,550 57,569 18,011 235,481 635 210,137 535,383

10,000 50,000 15,000 220,000 500 212,000 507,500

15,920 64,095 19,847 259,797 805 177,232 537,696

10,000 50,000 15,000 220,000 500 195,000 490,500

3,320 9,716 187,000 1,085,000

2,687 13,452 1,201,359 12,336,124 2,991,657

1,418,157 12,804,700 3,048,860 7,010 8,000 17,286,727

1,447,000 12,723,186 2,800,000 150 16,970,336

$35,534,892

$34,705,436

Indigent Drivers' Alcohol Fund Municipal Court Clerk Computer Municipal Court Computerization Municipal Court Special Projects Vehicle Immobilization Fee Fund Municipal Court Probation Services Court Funds Downtown Development Loan(closed) I&O Railroad Payback Fund(closed) CIC/Veterans Memeorial Fund Waste Collection Fund Golf Course Fund Employee Medical Insurance Fund City Contribution Fund Unclaimed Money Fund Mason Port Authority Community Improvement Corporation Administration Funds Total Operating Revenue

4,298,910

16,606,300

1,375,000 12,793,144 2,400,000 150 16,568,294

$21,791,411

$34,655,277

$33,996,044

2,612,750 1,124 400,000

3,021 58,000

CAPITAL FUNDS REVENUES

General Capital Improvement Fund Street Maintenance and Repair State Highway Improvement Fund Street Improvement Fund Street Subdivision Improvement Recreation Improvement Fund Bicycle & Pedestian Way (closed) Downtown Investment Fund Kings Mills Road Project (closed) Western Row & Snider Rd (closed) Socialville-Fosters Road Project Community Center Expansion Governmental Capital Funds

Sewer Plant Expansion Fund (closed) Sewer Line Charge Fund (closed) Sewer Expansion Fund Sewer Replace/Improve Fund Sewer 2004 Debt Project Fund (closed) Sewer Capital Funds

Actual Revenues 2006

Actual Revenues 2007

Estimated Revenues 2008

$22,017,233 1,339,092 265,187 674,623 60,650 5,894,262 1,152,336 5,400 117,656 2,816,457

$17,017,067 1,912,406 106,932 3,432,927 69,534 5,912,630 10,250 4,324,719 732,598

$10,700,000 8,500,650 102,000 50,000 6,465,000 -

$34,342,896

$33,519,063

26,373 169,033 4,965,441 21,508 82,168 $5,264,523

866,173 36,112 $902,285

Actual Revenues 2008

Estimated Revenues 2009

$18,074,402 8,539,932 121,009 262,265 57,182 5,675,716 16,875

$5,300,000 8,288,700 102,000 30,000 -

$25,817,650

323,632 1,900,000 $34,971,013

$13,720,700

1,050,000 15,000

541,542 41,879

345,000 15,000

$1,065,000

$583,421

$360,000

DEBT FUNDS REVENUES Actual Revenues 2006

Actual Revenues 2007

Estimated Revenues 2008

Actual Revenues 2008

Estimated Revenues 2009

General Bond Retirement Fund JW Harris TIF Central Parke TIF Mason Enterprise Park TIF Tylersville Crossings TIF Government Center Reserve Fund Special Assessment Bond Fund Governmental Debt Funds

$91,478 102,609 227,921 188,974 887,716 2,578,837 143,772 $4,221,307

$412,618 105,401 264,238 76,905 237,530 1,846,423 137,374 $3,080,489

$380,000 95,000 240,000 183,000 275,900 1,694,200 131,500 $2,999,600

$1,183,277 107,068 280,595 182,175 244,705 1,705,774 133,501 $3,837,095

$1,707,000 95,000 297,000 201,000 280,000 1,671,400 124,000 $4,375,400

Sewer 2004 Debt Bond Fund Sewer 2004 Debt Reserve Fund Sewer Debt Funds

2,413,742 149,982 $2,563,724

3,026,510 121,089 $3,147,599

2,590,000 115,000 $2,705,000

2,685,350 53,932 $2,739,282

2,568,400 35,000 $2,603,400

NON-GENERAL FUND REVENUES Motor Vehicle License Fee State Motor Vehicle License Fees A tax on vehicle registration. Fees collected by the Ohio Bureau of Motor Vehicles for vehicles registered within the City of Mason. Municipalities share in thirty-four percent, of the base fee. This portion is returned to either the municipality of registration or the County of registration. The fees are returned by the State to the County Auditor and the County Auditor distributes the funds to the municipalities within the County. County Motor Vehicle License Fee A tax on vehicle registration. Fees collected by the Ohio Bureau of Motor Vehicles for vehicles registered within the City of Mason. The base fee is distributed according to state law to the state and local governments, as described above. In addition to the base fee, there are a series of permissive fees that may be enacted by the County and/or City. The following describes these fees. Authority for counties to enact an original $5 license fee. The County has enacted this $5 fee. Authority for counties to enact their first $5 (50% to each municipality, 50% to county). The Countyâ&#x20AC;&#x2122;s 50% share must be used for the construction and maintenance of bridges within the Municipality. The County has enacted this first $5 fee. Authority for counties to enact their second $5. Authority for municipalities to enact $5 if the County had not enacted the first $5. See above the County has enacted the first $5 fee. Authority for municipalities to enact $5 if the County had not enacted the second $5. In 2005, the County attempted to enact this second $5 fee. However, on March 14, 2005, the City passed Ordinance 2005-29, which enacted this second $5 fee, preventing the County from enacting this fee. Authority for municipalities to enact an additional $5 at any time. Gasoline Tax A tax assessed on all gasoline sold in Ohio. Municipalities share in the state levied gasoline taxes as follows: A statutorily set percentage is sent directly to all municipalities on the basis of number or registered motor vehicles with the municipality. These revenues are generated by the state and distributed to the County for further distribution to municipalities. Of the total amount received, 92.5% is distributed into the Street Maintenance and Improvement Fund and 7.5% is distributed into the State Highway Fund. Those revenues distributed to the State Highway Fund may only be used for improvements to state highways (US 42 and State Route 741) located in the municipality.

Liberty Township JEDD In 2006, the City of Mason and Liberty Township entered into an economic partnership with the formation of the Liberty Township Joint Economic District (JEDD). This partnership allows the City to accomplish regional transportation and economic goals. The JEDD District enacted an earnings tax to generate revenues that are shared between the various jurisdictions that are part of the JEDD. The City receives 15% of the net JEDD revenues. These revenues will be used for road improvements primarily in the area of the JEDD. The funds are deposited in the Street Improvement Fund. Street Improvement Contribution Upon the approval of Planning Commission a $200.00 per unit fee is assessed each subdivision that would impact the City’s infrastructure system. These revenues are used for infrastructure improvements to areas affected by the subdivision. Fee assessed must have a rational basis, based on subdivision’s impact on roadway and be used for improvements within or surrounding that subdivision. These revenues are distributed to the Street Subdivision Fund. Reimbursements for EMS Services In 1998, with the formation of the City’s Fire Department, the City contracted with Medicount Management, Inc. to provide billing services for paramedic operations. Since the majority of users of EMS have some form of insurance, a majority these funds are collected from insurance companies to pay for the expense of ambulance transports. Billing for emergency medical services is standard procedure for many communities. Revenues received are distributed to the Fire & Emergency Services Fund. Recreation Tax The $100 fee per bedroom built in Mason is collected with the building permit and deposited towards recreation expansion. Revenues received are distributed to the Recreation Improvement Fund to be used for park and recreational improvements. Drug Law Enforcement Fines Mandatory fines collected by Mason Municipal Court under Section 2925.03 and 2929.18 of the Ohio Revised Code. The Court distributes these fines to the City for further distribution into the City’s Law Enforcement Trust Fund. These revenues may be used to subsidize the Police Department’s activities related to drug and alcohol prevention and enforcement. Law Enforcement and Education Fines Mandatory fines collected by Mason Municipal Court under Section 4511.99 of the Ohio Revised Code. The Court distributes these fines to the City for further distribution into the City’s Law Enforcement and Education Fund. These revenues may be used to subsidize the Police Department’s educational activities related to drug and alcohol prevention and enforcement. Indigent Drivers Alcohol Fee $25 fee is assessed for any fine imposed for a violation of municipal ordinance relating to operating a vehicle while under the influence of drugs or alcohol. The Court distributes these fees to the City for further distribution into the Indigent Drivers Alcohol Fund. These revenues may be used by the Mason Municipal Court to pay for the cost of an offender’s attendance at a treatment program if the offender is unable to pay their cost of attendance.

Municipal Court Clerk Computer Fee A fee assessed in addition to court costs. This fee cannot exceed $10.00. The Court distributes these fees to the City for further distribution into the Municipal Court Clerk Computer Fund. These fees may be used by Court for the procurement and maintenance of computer systems for the office of the Clerk of Courts. Municipal Court Computerization Fee A fee assessed in addition to court costs. This fee cannot exceed $3.00. The Court distributes these fees to the City for further distribution into the Municipal Court Computer Fund. These fees may be used by Court for computerization of Court, computerization of legal research and other technological expenses. Court Improvement Fee A fee assessed in addition to court costs. This fee shall not exceed actual costs of providing a service or program. The Court distributes these fees to the City for further distribution into the Court Special Projects Fund. The revenues collected are used for special projects of the court, including, but not limited to, the acquisition of additional facilities or the rehabilitation of existing facilities, the acquisition of equipment, the hiring and training of staff, community service programs, mediation or dispute resolution services, the employment of magistrates and other related services. Vehicle Immobilization Reimbursements received from the State of Ohio for costs incurred in obtaining immobilization equipment, and if required, in sending an officer to search for and locate the vehicle specified in the immobilization and impoundment order and to immobilize the vehicle. Sewer Utility Charges Most revenue for the sanitary sewer utility is the user fee based upon the customer’s water usage. Since Greater Cincinnati Water Works (GCWW) is responsible for providing water service to the City of Mason, they are responsible for the measuring the water usage, preparing the monthly utility bill, and collecting the revenue for the sanitary sewer utility. Other revenue includes industrial pretreatment permit/fees and permits for accessing the sanitary sewer systems. Waste Collection Charges The City of Mason provides waste collection and recycling services for residents through a contract with Rumpke. The City charges users of this service a monthly fee. The monthly billing is processed and collected by Greater Cincinnati Water Works (GCWW) and deposited to the City’s Waste Collection Fund. Stormwater Fees All developed property is required to pay fees to operate and maintain the City’s stormwater management utility. The fee is based upon Equivalent Residential Units (ERUs). Like other City utilities, the monthly stormwater billing is billed and collected by Greater Cincinnati Water Works (GCWW).

Sewer Expansion Fees As part of the building permit process, each property being developed pays a sewer tap fee for access the sewer collection and treatment system. The fees are based upon residential units for residential development. Commercial fees increase based on the size of the propertyâ&#x20AC;&#x2122;s water meter. These expansion fees are deposited into the Sewer Expansion Fund to be used for capital improvements of the sewer collection system or the water reclamation plant. Sewer Line Charges In addition to the sewer expansion fees, sewer line charges are special permit fees assessed in specific geographical areas to pay for the substantial improvements that were previously constructed. The fees are deposited into the Sewer Expansion Fund to use for capital improvements to the sewer collection and treatment system. Community Center Charges All revenue from the Mason Community Center is deposited in the Community Center Fund. Revenues include pass sales, program fees, swim team activities, admissions and donations. Golf Course Charges All revenue generated by the golf course is deposited into the Golf Course Fund. Revenues include: green fees, pro shop sales, food and beverage purchases. 2007 revenue also includes the debt proceeds to purchase the golf course. Employee Medical Insurance Fund Health insurance cost for all City employees is paid through an internal service fund. Each department is charged based on the number of employees who has insurance coverage and the funds are deposited in the Employee Medical Insurance Fund to pay for the claims submitted to the third party administrator. Subdivision Inspection Fee A fee is assessed as part of the building permit to offset the costs associated with subdivision inspections. These fees are deposited into the Subdivision Inspection Fund.

City of Mason Departmental Operating Budget

Department/Fund/Division Police 101 General Fund 206 Police Officer Training 232 Crime Prevention 233 Law Enforcement Trust 234 Law Enforcement & Education Total Police

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

$4,501,643

$5,181,801

$5,604,629

677 9,393 9,465 $4,521,178

5,767 5,767 5,027 $5,198,362

0 0 6,160 $5,610,789

$5,616,866 $10,840 500 8,000 5,000 $5,641,206

$4,600,864

$6,208,947

$4,909,578

$5,554,146

Parks & Recreation 101 General Fund Recreation Programs Parks Swimming Pool Environmental 630 Community Center Total Parks & Recreation

$484,996 1,295,594 200,309 3,804 2,028,529 $4,013,232

$655,089 1,328,586 236,624 2,231 3,981,297 $6,203,827

$740,082 1,354,314 260,063 220 3,013,007 $5,367,686

$991,336 1,691,671 312,909 2,400 3,156,064 $6,154,380

Engineering & Building 101 General Fund Community Planning-Zoning Building Inspections Traffic Signals Lands, Buildings, & Grounds Engineering 608 Storm Water Utility 802 Subdivision Inspection Total Engineering & Building

$144,692 550,614 192,806 727,856 871,611 458,733 171,238 $3,117,550

$99,132 572,855 150,373 659,737 1,066,782 366,004 237,651 $3,152,534

$150,504 576,206 172,087 638,112 867,329 403,138 216,383 $3,023,759

$207,607 604,200 196,000 770,536 1,058,969 666,294 233,284 $3,736,890

Public Works 101 General Fund Street Lighting Disaster Services Street Maintenance & Repair Garage 201 Street Maint & Repair Fund Total Public Works

$277,315 25,378 1,776,973 360,474 188,605 $2,628,745

$335,857 6,049 1,970,616 359,197 275,231 $2,946,950

$342,817 19,935 2,654,805 374,438 7,155 $3,399,150

$383,000 13,750 2,966,249 372,060 0 $3,735,059

Public Utilities 602 Sewer Revenue Sewer Treatment Administration Billing Maintenance Lands & Buildings Total Public Utilities

$1,247,079 510,579 280,887 648,114 21,279 $2,707,938

$1,378,826 696,166 26,571 749,085 34,717 $2,885,365

$1,279,585 688,373 0 814,514 9,086 $2,791,558

$1,648,984 927,782 0 688,969 0 $3,265,735

Fire 211 Fire & Emergency Services

City of Mason Departmental Operating Budget 2006 Actual Expenditures Finance 101 General Fund Finance Earning Tax Collection and Refunds 804 Unclaimed Monies Total Finance

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

$499,412 971,888 132 $1,471,432

$444,014 1,626,317 0 $2,070,331

$535,772 1,536,762 17 $2,072,551

$613,010 1,221,734 29,600 $1,864,344

$808,870 477,599 645,814 449,277 871,103 463,780 1,128,892

$309,216 332,534 762,588 473,830 809,536 1,032,368 1,383,726 3,551,053.00 2,582,058 0 0 0 $11,236,909

$455,410 440,486 947,738 565,828 856,234 1,267,000 1,446,329 3,445,145.00 2,814,000 120,000 8,000 0 $12,366,170

Council/Administration 101 General Fund Economic Development City Manager Assistant City Manager Law Director Council Auditor Deduction 603 Waste Collection 640 Golf Course 801 Employee Medical Insurance 803 City Contribution 805 Mason Port Authority 806 Community Improvement Corporation Total Council/Administration

2,568,284 0 0 0 $7,413,619

$409,718 327,099 621,684 514,245 782,878 782,045 1,255,088 2,875,970.67 2,535,796 0 32,500 0 $10,137,024

Municipal Court 101 General Fund Municipal Court 235 Court Indigent Drivers Alcohol 236 Municipal Court Clerk Computer 237 Municipal Court Computer 238 Municipal Court Special Projects 239 Vehicle Immobilization Fee 240 Municipal Probation Services 241 Drivers Intervention Program Total Municipal Court

$1,018,887 2,231 69,503 0 284,188 0 292,546 0 $1,667,355

$1,069,658 11,070 110,788 79,948 252,199 0 229,470 0 $1,753,133

$1,037,490 2,442 48,451 8,922 219,071 0 185,954 0 $1,502,330

$1,119,244 155,000 64,498 15,000 261,373 16,000 194,668 0 $1,825,783

$32,141,913

$40,556,473

$39,914,310

$44,143,713

Grand Total All Departments

General Fund Summary

Police Fire Parks & Recreation Engineering & Building Public Works Public Utilities Municipal Court Finance Council/Administration Debt Payment Transfers Total General Fund

2007 2008 2006 Actual Actual Actual Expenditures Expenditures Expenditures $4,501,643 $5,181,801 $5,604,629 0 0 0 1,984,703 2,222,530 2,354,679 2,487,579 2,548,879 2,404,238 2,440,140 2,671,719 3,391,995 0 0 0 1,018,887 1,069,658 1,037,490 1,471,300 2,070,331 2,072,534 3,716,443 3,437,669 3,720,072 0 0 0 12,677,147 8,157,110 11,981,700 $30,297,842 $27,359,697 $32,567,337

2009 Budget $5,616,866 0 2,998,316 2,837,312 3,735,059 0 1,119,244 1,834,744 4,532,696 0 3,511,400 $26,185,637

City of Mason Staffing Summary

Department Police Fire Parks & Recreation Public Works Public Utilities Engineering & Building Finance City Administration Total

2004

2005

2006

2007

2008

Budgeted 2009

40 23 18 20 15 17 11 12 156

42 23 19 20 15 17 11 13 160

44 32 20 21 15 19 11 13 175

47 32 21 21 15 19 11 15 181

49 33 22 21 15 20 11 14 185

2009 Positions Added (0) None 2008 Positions Added (5) Reduced (1) 2 - Patrol Officers - Police Deputy Fire Chief - Fire Parks Maintenance Worker - Parks & Recreation Assistant City Planner - Engineering & Building Downtown/Small Business Coordinator - Administration (eliminated) Tax Technician (Reclassification) - Finance 2007 Positions Added (6) 2 - Patrol Officers - Police Police Clerk - Police Economic Development Resource Technician - Administration Community Center Recreation Supervisor - Parks & Recreation Clerk of Council 2006 Positions Added (15) Plans Examiner - Engineering & Building Project Manager - Engineering & Building 2 Court Security - Police (positions previously in court) 9 Paramedic/Firefighters - Fire Maintenance Worker - Parks & Recreation Maintenance Worker - Public Works 2005 Position Added (4) Assistant Aquatics Supervisor - Parks & Recreation 2 - Patrol Officers - Police IT Technician - Administration 2004 Positions Added (2) Downtown/Small Business Coordinator - Administration Foreman - Public Works

Note: Positions for Mason Municipal Court are not listed and are determined by the Municipal Court Judge.

Ordinance No. 2008 - 139 Annual Appropriation Ordinance BE IT ORDAINED by the Council of the City of Mason, Ohio, members elected thereto concurring: Section 1. That to provide for the current expenses and other expenditures of the City of Mason, during the fiscal year ending December 31, 2009 the following sums be and they are hereby set aside and appropriated, as follows:

General Fund POLICE DEPARTMENT Personal Services Operating Total

$5,008,007 608,859 5,616,866

STREET LIGHTING Operating Total

383,000 383,000

DISASTER SERVICES Operating Total

13,750 13,750

Total for Security of Persons and Property

RECREATION PROGRAMS Personal Services Operating Total

$6,013,616

418,386 572,950 991,336

PARKS Personal Services Operating Total

1,060,671 631,000 1,691,671

SWIMMING POOL Personal Services Operating Total

228,759 84,150 312,909

Total for Leisure Time Activities

$2,995,916

COMMUNITY PLANNING -ZONING Personal Services Operating Total

154,282 53,325 207,607

BUILDING INSPECTIONS Personal Services Operating Total

559.950 44,250 604,200

ECONOMIC DEVELOPMENT Personal Services Operating Total

277,660 177,750 455,410

ENVIRONMENTAL Operating Total

2,000 2,400

Total for Community Environment

$1,269,617

TRAFFIC SIGNALS Operating Capital Outlay Total

189,000 7,000 196,000

STREET MAINTENANCE & REPAIR Personal Services Operating Total

1,574,749 1,391,500 2,966,249

GARAGE Personal Services Operating Total

250,710 121,350 372,060

Total for Transportation

$3,534,309

CITY MANAGER Personal Services Operating Total

342,226 98,260 440,486

ASSISTANT CITY MANAGER Personal Services Operating Total

850,738 97,000 947,738

FINANCE Personal Services Operating Total

453,979 159,031 613,010

EARNINGS TAX Personal Services Operating Refunds & Reimbursements Total

448,519 263,215 510,000 1,221,734

LAW DIRECTOR Personal Services Operating Total

122,978 442,850 565,828

COUNCIL Personal Services Operating Total

188,234 668,000 856,234

MUNCIPAL COURT Personal Services Operating Total

707,794 411,450 1,119,244

LANDS, BUILDINGS & GROUNDS Personal Services Operating Total

97,136 673,400 770,536

ENGINEERING Personal Services Operating Total

787,319 271,650 1,058,969

AUDITORS DEDUCTIONS Personal Services Operating Total

35,000 1,232,000 1,267,000

Total for General Government

$8,860,779

Total Transfers

$3,511,400

Grand Total General Fund Appropriations

Grand Total General Capital Improvement Funds

$26,185,637

$9,000,400

Special Revenue Funds FIRE & EMERGENCY SERVICES FUND Personal Services Operating Capital Outlay Transfers Out Total

4,617,846 936,300 6,000,000 0 11,554,146

Total for Street MR Fund Total for State Highway Fund Total for Street Improvement Fund Total for Street Subdivision Fund Total for Federal Grant Fund Total for Police Officer Training Fund Total for CIC/Veterans Memorial Fund Total for Recreation Improvement Fund Total for Police Crime Prevention Fund Total for Law Enforcement Trust (MDF) Total for Law Enforcement & Education Fund (DUI) Total for Court Indigent Drivers Alcohol Fund Total for Municipal Court Clerk Computer Fund Total for Municipal Court Computer Fund

7,367,880 120,000 330,000 950,000 0 10,840 0 143,000 500 8,000 5,000 155,000 64,498 15,000

Total for Municipal Court Special Projects Fund Total for Vehicle Immobilization Fee Fund Total for Municipal Probation Services Fund Total for Drivers Intervention Program Fund

Grand Total Special Revenue Funds

261,373 16,000 194,668 0

$21,195,905

Debt Service Funds Total for General Bond Retirement Total for Special Assessment Debt Retirement Total for Tax Increment Financing Fund (JW Harris) Total for Central Parke TIF Fund Total for Mason Enterprise TIF Fund Total for Tylersville Road TIF Fund

Grand Total Debt Service Funds

1,701,710 124,100 31,800 281,500 200,200 223,000

$2,562,310

Capital Project Funds Total for Socialville-Fosters Rd Fund Total for Downtown Investment Fund Total for Government Center Reserve Fund

946,550 1,116,000 1,672,000

Grand Total Capital Project Funds

$3,734,550

Sewer Revenue SEWER REVENUE FUND - SEWER TREATMENT Personal Services Operating Total

SEWER REVENUE FUND - ADMINISTRATION Personal Services Operating Total

327,184 1,321,800 1,648,984

429,532 498,250 927,782

SEWER REVENUE FUND - MAINTENANCE Personal Services Operating Total

501,469 187,500 688,969

SEWER REVENUE FUND - TRANSFER OUT Transfers Out Total

2,568,400 2,568,400

Total for Sewer Revenue

5,834,135

Other Sewer Funds Total for Sewer Expansion Fund Total for Sewer Replacement & Improvement Fund Total for 2004 Sewer Debt Reserve Fund Total for 2004 Sewer Debt Bond Fund

Grand Total Sewer Funds

3,234,000 662,000 2,600,000 2,568,400

$14,898,535

Waste Fund WASTE COLLECTION FUND Personal Services Operating Total

15,329 1,431,000 $1,446,329

Storm Water Utility Fund STORM WATER UTILITY FUND Personal Services Operating Capital Outlay Debt Service Total

194,644 471,650 660,000 1,962,000 $3,288,294

City of Mason 2009 General Fund Capital Equipment and Improvements Project Number

Equipment

Description

General Capital Improvement Fund Police Cruisers (4) Tasers Body Armor Vehicle Equipment and Changeover Police Department 50017 50071

20060

80002

Project

100,000 13,200 10,200 18,000 141,400

Lou Eves Municipal Pool Analysis Electric Service Design for Corwin M. Nixon Park Parks & Recreation

Annual Sidewalk Program Copier Replacement Engineering & Building

12,000 12,000

Heavy Dump Truck Small Dump Truck Public Works Facility - Storage Building for Salt Spreaders Public Works

165,000

Emergency Operation Center Network switches, data base creation and consolidation Administration

50,000 157,000 207,000

Total Capital Equipment and Projects

Total

10,000 20,000 30,000

100,000 100,000

100,000 12,000 112,000

50,000 50,000

100,000 65,000 50,000 215,000

50,000 157,000 207,000

100,000 65,000

525,400

100,000 13,200 10,200 18,000 141,400

180,000

705,400

4,627,475

General Capital Improvement Fund Summary Beginning Fund Balance (unencumbered) Proceeds from Re-issued Short-Term Notes Transfer from Closing Capital Project Fund for Completed Projects

4,000,000 1,300,000

Capital Equipment and Projects

705,400

Debt Payments for Outstanding Short-Term Notes Interest for Outstanding Short-Term Notes Debt Payment

4,284,500 115,500

Transfer to Golf Course Fund for Debt Payment Transfer to Golf Course Fund for Capital Transfer to Street Improvement Fund for Projects Transfer to Municipal Building Debt Transfers

675,000 220,000 2,000,000 1,000,000

4,400,000

3,895,000

Total Budget for Capital Outlay, Debt, and Transfers Projected Ending Fund Balance (without transfer from the General Fund)

9,000,400 $

927,075

City of Mason 2009 Capital Equipment and Improvements Project Number Description

Project

Equipment $

Total General Fund Capital Equipment and Projects

525,400

Street Maintenance & Repair Fund 14013 Bethany Rd Widening Design (SR 741 to Sports Park) 17007 Main St, Forest St, First St Storm & Sanitary Sewer Replacement 20003 Mason Road Widening (Phase 1 & 2) 20009 Snider Rd Design (Western Row Rd to US 42) 20011 Western Row Road I-71 Interchange Modification Study and Recommendations 20019 Kings Island Drive Safety Improvements Design 20020 US 42 Widening from Tylersville Road to Butler -Warren Road 20056 2009 Street Maintenance & Resurfacing Project 20057 2009 Street Striping Program 20079 Tylersville Rd & Mason-Montgomery Rd Split Phase Elimination Design 20080 Split Phase Traffic Signal Elimination Design (Fairway/Tylersville) 20095 Urban Paving Program SR 741 (Parkside Dr to Bethany Rd) 20099 Mason-Montgomery Road/Bethany Road Roundabout Design Total Street Maintenance & Repair Fund Fire & Emergency Service Fund 10035 Fire Station 51 Relocation Total Fire & Emergency Service Fund Sewer Expansion Fund 17007 Main St, Forest St, First St Storm & Sanitary Sewer Replacement 70010 US 42 North Trunk Sewer Phase III Design 70012 Mason Heights Rehab Inventory 70015 Beach Lift Station Rehabilitation Total Sewer Expansion Fund Storm Water Utility Fund 17007 Main St, Forest St, First St Storm & Sanitary Sewer Replacement 30005 Southwind Dr & Windsong Ct Storm Sewer Design 30076 Hoff Run Flood Design (Eagleview Dr & The Golf Center) Total Storm Water Utility Fund

Total All Equipment and Projects

525,400

180,000

Total $

705,400

50,000 200,000

3,500,000 100,000

1,000,000 200,000

1,000,000 1,000,000 120,000 50,000 57,880 15,000 75,000 7,367,880

2,000,000 2,000,000

140,000

100,000 50,000 110,000 400,000

575,000

30,000 55,000 660,000

$ 10,607,880

$ 11,133,280

CAPITAL IMPROVEMENT PROJECT FACT SHEET PROJECT NUMBER: 10035 PROJECT TITLE: Fire Station 51Relocation PROJECT YEAR: 2008-2009 DEPARTMENT: Fire DEPARTMENT CODE: 211 FUND CODE: 635 PROJECT MANAGER: Richard Fair

CURRENT YEAR BUDGET REQUEST:

$2,000,000 ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. #

2008-80

COST ESTIMATES: (i.e. Construction; Engineering) Construction Land Acquisition $1.00 Engineering $120,000

ESTIMATED BUDGET YEAR: $2,000,000 2009 2008 2008-2009

GRANT STATUS: N/A PROJECT DESCRIPTION: Relocating Station 51 and fire headquarters from downtown north to the southwest corner of Alliance Drive and Mason-Montgomery Road. The fire station design will be one of three prototype stations; however, Station 51 will house the fire headquarters. PROJECT STATUS: Indicate estimated dates until actual dates are known Eng./Design Date: 2008 Property Acquisition: 2008 Construction Contract: 2009 Anticipated Completion Date: Winter 2009 ADDITIONAL COMMENTS: Mason exchanged approximately $378,262.00 worth of road improvements to Alliance Drive and Mason-Montgomery Road for 5 acres of land in the Lakewood Commerce Center Subdivision. THIS INFORMATION WAS LAST UPDATED ON: 5/28/2009

CAPITAL IMPROVEMENT PROJECT FACT SHEET PROJECT NUMBER: 14013 PROJECT TITLE: PROJECT YEAR: DEPARTMENT: DEPARTMENT CODE: FUND CODE: PROJECT MANAGER:

Bethany Road Widening Design (SR 741 to Sports Park) 2005 - 2006 (design), 2008 (construction) Engineering & Building 601 201 Richard Fair/Steve Caddell ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD. CONSTRUCTION ORD. # CHANGE ORDER ORD. #

CURRENT YEAR BUDGET REQUEST:

Design- $50,000 Construction- $350,000 (Finance Committee recommended pending availability of funds)

2004-76 TBD TBD TBD

COST ESTIMATES: (i.e. Construction; Engineering) Construction Land Acquisition $400,000 Engineering $215,353

ESTIMATED BUDGET YEAR: $5,350,000 2012 2009 2005 - 2009

GRANT STATUS: Applied for $811,000. Received $411,000 in Issue #2 Funds. Issue II grant application Ord # 2003-114. Applied again for $1,000,000 in Issue #1 funds (2010) and also $3,671,000 in OKI STP funds for FY 2013. PROJECT DESCRIPTION: This project consists of the widening of Bethany Rd, SR 741 to Mason Sports Park, from an existing two-lane road to a three-lane road, with curb and gutter, proper storm drainage and safer roadway geometrics. The 3168-foot (0.60 mile) roadway improvements include storm sewers, sidewalks, bike paths, curb and gutter, and property acquisitions. It will also include the realignment of the intersection of Bethany Rd and Mason-Morrow-Milgrove Rd and a traffic signal. Relocated Mason-Morrow-Milgrove will be 5-lane roadway with curb and gutter, storm sewer, medians, and a bike path. Landscaping, street trees and median irrigation will be included with construction of this improvement. PROJECT STATUS:

Eng./Design Date: Fall 2005- 2009 Property Acquisition: 2009 Construction Contract: 2012 Anticipated Completion Date: 2013

ADDITIONAL COMMENTS: CDS & Associates is the design Engineer. THIS INFORMATION WAS LAST UPDATED ON: 5/28/2009

CAPITAL IMPROVEMENT PROJECT FACT SHEET PROJECT NUMBER: 17007 PROJECT TITLE: PROJECT YEAR: DEPARTMENT: DEPARTMENT CODE: FUND CODE: PROJECT MANAGER:

Main St., Forest St., First St. Storm & Sanitary Sewer Replacement 2002 (design), 2008 (construction) Engineering & Building 552 / 504 / 602 201/ 608 / 612 Kathy Dorman / Art Oliver ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD. CONSTRUCTION ORD. # CHANGE ORDER ORD. #

CURRENT YEAR BUDGET REQUEST:

$915,000 2002-110 2005-27 2005-65 TBD TBD

COST ESTIMATES: (i.e. Construction; Engineering) ESTIMATED BUDGET YEAR: Construction $575,000 (Stormwater) 2009 $140,000 (Sanitary) 2009 $200,000 (Roadway) 2009 Land Acquisition $50,000 2008 Engineering $51,524 2002 GRANT STATUS:

N/A

PROJECT DESCRIPTION: This project consists of installing 2,000 feet of new storm sewer through the older part of Mason beginning at Forest and Main, traveling down First Avenue, through the Library property across South East Street to the Muddy Creek. In addition, replacing the existing sanitary sewer from S. East Street to the Muddy Creek ($140,000). PROJECT STATUS: Indicate estimated dates until actual dates are known Eng./Design Date: December 2005 Property Acquisition: 2008 Construction Contract: 2009 Anticipated Completion Date: Late 2009 ADDITIONAL COMMENTS: Engineering costs include acquisition of permanent and temporary storm sewer easements for this project. M.E. Companies is the design engineer. THIS INFORMATION WAS LAST UPDATED ON: 5/28/2009

CAPITAL IMPROVEMENT PROJECT FACT SHEET PROJECT NUMBER: 20003 PROJECT TITLE: PROJECT YEAR: DEPARTMENT: DEPARTMENT CODE: FUND CODE: PROJECT MANAGER:

Mason Road Widening (Phase 1 & 2) 2007-2008 Engineering & Building 601 201 Kurt Seiler ENG./DESIGN/PROPERTY ACQUISITION ORD. # CONSTRUCTION ORD. # CHANGE ORDER ORD. #

CURRENT YEAR BUDGET REQUEST:

$3,500,000 2005-42 - $438,250 TBD TBD

COST ESTIMATES: (i.e. Construction; Engineering) Construction $300,000 $5,500,000 Land Acquisition $200,000 Engineering $200,000

ESTIMATED BUDGET YEAR: 2005 2009 2008 - 2009 2005

GRANT STATUS: Applied for Issue #2 Grant for PY 20 (2006) and 21 (2007) for $2,400,000 (Ord 2004-78). Broke project into 2 phases to compete for additional Issue 2 funds and received final approval for PY 20 in the amount of $1,141,000 for Phase 1. Phase 1 grant in 2006 for project from Sarah to west corporation limit. Phase 2 grant in 2007 for portion from Sarah to Main Street. Phase 2 was approved for $478,500. Total grant proceeds of $1,619,500. Received a grant extension to bid by May 31, 2009. PROJECT DESCRIPTION: This project consists of the widening of Mason Road from an existing two-lane roadway without curb and gutter, to a three-lane roadway with curb and gutter. Limits for this 7,300 foot project are from West Main Street in the East, to the western corporation limit. Roadway improvements included in this project are curb and gutter, sidewalk, bike path, storm sewers, and property acquisitions. Landscaping, street trees and median irrigation will be included in the construction of this project. PROJECT STATUS:

Eng./Design Date: Property Acquisition: Construction Contract: Anticipated Completion Date:

2005 - 2008 2008 - 2009 Early 2009 April 2010

ADDITIONAL COMMENTS: Began designing entire project 2006, including the Birchwood Farms drainage improvement and acquisition of right-of-way has begun. Mason City Schools are proposing a left turn lane into the new school. Dedication Plats, P.O. # RG252652, $1500. THIS INFORMATION WAS LAST UPDATED ON:

5/28/2009

CAPITAL IMPROVEMENT PROJECT FACT SHEET PROJECT NUMBER: 20009 PROJECT TITLE: Snider Road Widening (Western Row Road to US 42) PROJECT YEAR: DEPARTMENT: Engineering & Building DEPARTMENT CODE: 601 FUND CODE: 201 PROJECT MANAGER: Kurt Seiler ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. # COST ESTIMATES: (i.e. Construction; Engineering) Construction Land Acquisition Engineering $100,000

CURRENT YEAR BUDGET REQUEST:

$100,000

ESTIMATED BUDGET YEAR:

2009

GRANT STATUS: PROJECT DESCRIPTION: This project provides for the widening of Snider Road from an existing two lane to a four-lane road. The roadway widening will start at the intersection of U.S. 42 and terminate at the intersection of Western Row Road. The project length is 3,500 feet or 0.66 miles. The roadway improvements include storm sewer, sidewalk, bike path, curb and gutter. PROJECT STATUS: Eng./Design Date: 2009 Property Acquisition: Construction Contract: Anticipated Completion Date: ADDITIONAL COMMENTS: THIS INFORMATION WAS LAST UPDATED ON: 5/28/2009

CAPITAL IMPROVEMENT PROJECT FACT SHEET PROJECT NUMBER: 20011 PROJECT TITLE: PROJECT YEAR: DEPARTMENT: DEPARTMENT CODE: FUND CODE: PROJECT MANAGER:

Western Row Road I-71 Interchange Modification Study and Recommendations 2006, 2009 Engineering & Building 602 201 ENG./DESIGN ORD. # Richard Fair PROPERTY ACQUISITION ORD. CONSTRUCTION ORD. # CHANGE ORDER ORD. #

CURRENT YEAR BUDGET REQUEST:

$1,000,000

2006-90 N/A N/A N/A

COST ESTIMATES: (i.e. Construction; Engineering) ESTIMATED BUDGET YEAR: Construction 21,000,000 Future Land Acquisition TBD Future Engineering 2006-90- $149,380.50 2006 Stage 1 Design and Environmental Documentation 2009 - $1,000,000.00 GRANT STATUS: N/A PROJECT DESCRIPTION: The main objective of this project is to add northbound I-71 on ramps and southbound off ramps to the I-71 / Western Row Road Interchange. 2006 Engineering to determine conceptual alternatives; 2009 engineering to finalize alternatives, environmental engineering, and preliminary design. PROJECT STATUS: Eng./Design Date: Property Acquisition: Construction Contract: Anticipated Completion Date:

2006, 2009 Future Future Future

ADDITIONAL COMMENTS: THIS INFORMATION WAS LAST UPDATED ON: 5/28/2009

CAPITAL IMPROVEMENT PROJECT FACT SHEET PROJECT NUMBER: 20019 PROJECT TITLE: PROJECT YEAR: DEPARTMENT: DEPARTMENT CODE: FUND CODE: PROJECT MANAGER:

Kings Island Drive Traffic Safety Improvements Design 2009 Engineering 602 201 Kurt Seiler ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. # COST ESTIMATES: (i.e. Construction; Engineering) Construction Land Acquisition Engineering $200,000

CURRENT YEAR BUDGET REQUEST:

$200,000

ESTIMATED BUDGET YEAR:

2009

GRANT STATUS: Staff has applied for an Issue II Grant and a Safety Grant. Neither funding source has been successful. PROJECT DESCRIPTION: Project is listed in the Kings Island Memorandum of Understanding. A safety study was completed in 2008 to analyze the accident data and make recommendations for improvements. Recommended improvements include: adding left-turn lanes, medians, coordinated signage, street lights, and upgrading the traffic signals. The project will make the roadway safer, but also optimize the traffic flow in the area surrounding Kings Island. Some improvements could be combined with Western Row Interchange improvements. A more prominent landscape and memorable environment would suit this area well. Economic Development will ultimately capitalize on the exposure that these venues give to the City, most importantly the business conference facility. An opportunity exists to make a lasting impression on visiting companies and corporate executives. PROJECT STATUS:

Eng./Design Date: Property Acquisition: Construction Contract: Anticipated Completion Date: THIS INFORMATION WAS LAST UPDATED ON: 5/28/2009

CAPITAL IMPROVEMENT PROJECT FACT SHEET PROJECT NUMBER: 20020 PROJECT TITLE: PROJECT YEAR: DEPARTMENT: DEPARTMENT CODE: FUND CODE: PROJECT MANAGER:

US 42 Widening from Tylersville Road to Butler-Warren Road 2008 Engineering & Building 601 201 Kurt Seiler/Prem Garg ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. #

CURRENT YEAR BUDGET REQUEST:

$1,000,000 2005-149 2008-23

COST ESTIMATES: (i.e. Construction; Engineering) ESTIMATED BUDGET YEAR: Construction $7,143,000 2010 Land Acquisition $1,000,000 2008/2009 Engineering Stage I Engineering $341,318; Ord. 2005-149; KZF Design Stage II Engineering$553,077; Ord. 2008-23; KZF Design

GRANT STATUS: February 28, 2005, City Council accepted a Congestion Management Air Quality grant from ODOT to begin the engineering phase of this project. The grant award is $3.5 million, covering approximately 50% of the estimated construction costs. PROJECT DESCRIPTION: Widening and adding a sidewalk, bike path, curb and gutter and drainage improvements to the 2-mile stretch of US 42 from Tylersville Road to Butler-Warren Road. From Butler-Warren Road to Western Row Road will be widened to 3 lanes and from Western Row Road to Tylersville Road will be widened to 5 lanes. PROJECT STATUS: Eng./Design Date: Stage I Eng. 11/14/2005 awarded to KZF; Ord. 2005-170 authorized preliminary legislation with ODOT; Stage II Eng. 2/25/2008 awarded to KZF Property Acquisition: 2008-2009 Construction Contract: October 2010 â&#x20AC;&#x201C; ODOT Bid Anticipated Completion Date: Late 2012 ADDITIONAL COMMENTS: ODOT recommended phasing the design into 2 segments. Phase I, steps 1 to 4 in PDP, was awarded to KZF Design, Inc. with 18 months to complete. Phase II was awarded to KZF and included R/W acquisition and appraisal services. THIS INFORMATION WAS LAST UPDATED ON: 5/28/2009

CAPITAL IMPROVEMENT PROJECT FACT SHEET PROJECT NUMBER: 20056 PROJECT TITLE: 2009 Street Maintenance & Resurfacing Project PROJECT YEAR: 2009 DEPARTMENT: Engineering DEPARTMENT CODE: 601 FUND CODE: 201 PROJECT MANAGER: Ryan Tyree ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. # COST ESTIMATES: (i.e. Construction; Engineering) Construction $1,000,000 Land Acquisition $0 Engineering $0

CURRENT YEAR BUDGET REQUEST:

$1,000,000

ESTIMATED BUDGET YEAR: 2009

GRANT STATUS: PROJECT DESCRIPTION: Annual street resurfacing project, which also includes crack sealing and curb replacement. PROJECT STATUS: Indicate estimated dates until actual dates are known Eng./Design Date: January 2009 Property Acquisition: Construction Contract: April 2009 Anticipated Completion Date: August 31, 2009 ADDITIONAL COMMENTS:

THIS INFORMATION WAS LAST UPDATED ON: 5/28/2009

CAPITAL IMPROVEMENT PROJECT FACT SHEET PROJECT NUMBER: 20057 PROJECT TITLE: 2009 Street Striping Program PROJECT YEAR: 2009 DEPARTMENT: Engineering DEPARTMENT CODE: 601 FUND CODE: 201 PROJECT MANAGER: Craig Barksdale

CURRENT YEAR BUDGET REQUEST:

$120,000 ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. # COST ESTIMATES: (i.e. Construction; Engineering) Construction $120,000 Land Acquisition N/A Engineering N/A

ESTIMATED BUDGET YEAR: 2009

GRANT STATUS: PROJECT DESCRIPTION: Annual project to re-stripe all painted pavement markings and addition of thermoplastic pavement markings. PROJECT STATUS: Eng./Design Date: Property Acquisition: Construction Contract: Anticipated Completion Date:

January, 2009 N/A June/July 2009 September, 2009

ADDITIONAL COMMENTS:

THIS INFORMATION WAS LAST UPDATED ON: 5/28/2009

CAPITAL IMPROVEMENT PROJECT FACT SHEET PROJECT NUMBER: 20060 PROJECT TITLE: PROJECT YEAR: DEPARTMENT: DEPARTMENT CODE: FUND CODE: PROJECT MANAGER:

Annual Sidewalk Program 2009 Engineering 601 102 Ryan Tyree ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. # COST ESTIMATES: (i.e. Construction; Engineering) Construction $100,000

CURRENT YEAR BUDGET REQUEST:

$100,000

ESTIMATED BUDGET YEAR: 2009

GRANT STATUS: None Identified PROJECT DESCRIPTION: Annual project to replace sidewalk in the public right of way at no cost to residents. Also includes upgrading sidewalk ramps to meet current ADA standards. This program focuses first on residential areas of deteriorating sidewalk, then business areas with deteriorating sidewalk and lastly, installation of new sidewalk in areas that currently have none. PROJECT STATUS: Indicate estimated dates until actual dates are known Construction Contract: February 2009 Anticipated Completion Date: April 30, 2009 ADDITIONAL COMMENTS: Program is done in one general area of the City to keep costs down. 2007 included the following streets: Church Street, N. Forest Avenue, N. West Street, N. East Street, S. East Street, Short Street and Second Avenue. 2008 included: Dawson Street, Cox Street, Hanover Drive, Mason Hills Court, Overlook Drive, Carter Court and a portion of Kings Mills Road 2009 expected streets include: Continuation of Kings Mills Road and if funding allows Western Estates. THIS INFORMATION WAS LAST UPDATED ON: 5/28/2009

CAPITAL IMPROVEMENT PROJECT FACT SHEET PROJECT NUMBER: 20079 PROJECT TITLE: Tylersville Rd & Mason-Montgomery Rd Split Phase Elimination Design PROJECT YEAR: 2009 DEPARTMENT: Engineering & Building DEPARTMENT CODE: 601 FUND CODE: 201 PROJECT MANAGER: Kurt Seiler ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. # COST ESTIMATES: (i.e. Construction; Engineering) Construction Land Acquisition Engineering $50,000

CURRENT YEAR BUDGET REQUEST:

$50,000

ESTIMATED BUDGET YEAR:

2009

GRANT STATUS: PROJECT DESCRIPTION: This project would add a lane in order to separate the NB thru-right lane into two separate lanes. Having the left turn lane separated would allow the signal to run without split-phase timing and significantly reduce the delay to motorists at the intersection. PROJECT STATUS: Indicate estimated dates until actual dates are known Eng./Design Date: 2009 Property Acquisition: Construction Contract: Anticipated Completion Date: ADDITIONAL COMMENTS: THIS INFORMATION WAS LAST UPDATED ON: 5/28/2009

CAPITAL IMPROVEMENT PROJECT FACT SHEET PROJECT NUMBER: 20080 PROJECT TITLE: PROJECT YEAR: DEPARTMENT: DEPARTMENT CODE: FUND CODE: PROJECT MANAGER:

Split Phase Traffic Signal Elimination Design (Fairway/Tylersville) 2009 Engineering & Building 601 201 Kurt Seiler ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. #

CURRENT YEAR BUDGET REQUEST:

Design - $57,880 Construction - $250,000 (Finance Committee recommended pending availability of funds)

TBD TBD TBD

COST ESTIMATES: (i.e. Construction; Engineering) Construction $252,880 Land Acquisition $ 25,000 Engineering $ 30,000

ESTIMATED BUDGET YEAR: 2009 2009 2009

GRANT STATUS: Engineering staff has submitted a final application for $145,961 in Issue #1 funds to help finance the project. The City’s share estimated at $161,919. PROJECT DESCRIPTION: This project consists of the elimination of split phase timing at the intersections of Villagefield Drive at Tylersville Road and Cintas Boulevard at Western Row Road. Due to turn lane alignments, the signal design at both intersections required the signals to perform in a split phase manner. The project will add turn lanes and align lanes as necessary to eliminate the split phase function, relieving congestion and backups on the thoroughfare and allowing the signal to operate more efficiently in the coordinated system. PROJECT STATUS: Eng./Design Date: Construction Contract: Anticipated Completion Date:

Spring 2009 July 2009 – When Issue #1 Funds are released End of 2009

ADDITIONAL COMMENTS: THIS INFORMATION WAS LAST UPDATED ON: 5/28/2009

CAPITAL IMPROVEMENT PROJECT FACT SHEET PROJECT NUMBER: 20095 PROJECT TITLE: PROJECT YEAR: DEPARTMENT: DEPARTMENT FUND CODE: PROJECT MANAGER:

Urban Paving Program SR 741 (Parkside to Bethany Rd) 2008 Engineering 603 202 Steve Caddell ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. # COST ESTIMATES: (i.e. Construction; Engineering) Construction $614,700 Land Acquisition NA Engineering $15,000

CURRENT YEAR BUDGET REQUEST:

$15,000

ESTIMATED BUDGET YEAR: 2012 NA 2009

GRANT STATUS: PROJECT DESCRIPTION: ODOT Urban Paving Program for SR 741 from Parkside Drive to Bethany Road. The program is an 80/20 split; however, the City must pay for engineering and ODOT construction inspection. Paving will be bid in early 2012 and engineering must be completed by 2010. Grant money is about $372,000. PROJECT STATUS: Indicate estimated dates until actual dates are known Eng./Design Date: 2009 Property Acquisition: N/A Construction Contract: 2011 Anticipated Completion Date: 2012 ADDITIONAL COMMENTS: This project will be an ODOT Let contract – PID 84307. THIS INFORMATION WAS LAST UPDATED ON: 5/28/2009

CAPITAL IMPROVEMENT PROJECT FACT SHEET PROJECT NUMBER: 20099 PROJECT TITLE: PROJECT YEAR: DEPARTMENT: DEPARTMENT FUND CODE: PROJECT MANAGER:

Mason-Montgomery Road/Bethany Road Roundabout Design 2009 Engineering 603 202 Kurt Seiler ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. # COST ESTIMATES: (i.e. Construction; Engineering) Construction $1,000,000 Land Acquisition NA Engineering $75,000

CURRENT YEAR BUDGET REQUEST:

$75,000

ESTIMATED BUDGET YEAR: 2010 NA 2009

GRANT STATUS: PROJECT DESCRIPTION: The intersection currently experiences heavy backups during the peak hours. During the evening peak northbound traffic frequently backs up to Alliance Drive. A roundabout at this intersection would be a very effective type of intersection, reducing delays, reducing queuing and providing a long-term solution to the traffic on Bethany Road. The proposed two-lane roundabout would be able to handle the 2030 design year traffic. The inner circle is about 190â&#x20AC;&#x2122; diameter that provides 20-25 mph entry speeds that is essential to the safe operation of vehicles in the intersection. A few of the benefits of a roundabout include increased safety, efficiency, quiet, aesthetic and low maintenance. PROJECT STATUS: Indicate estimated dates until actual dates are known Eng./Design Date: Property Acquisition: Construction Contract: Anticipated Completion Date: ADDITIONAL COMMENTS: THIS INFORMATION WAS LAST UPDATED ON: 5/28/2009

CAPITAL IMPROVEMENT PROJECT FACT SHEET PROJECT NUMBER: 30005 PROJECT TITLE: PROJECT YEAR: DEPARTMENT: DEPARTMENT CODE: FUND CODE: PROJECT MANAGER:

CURRENT YEAR BUDGET REQUEST:

Southwind Dr. & Windsong Ct. Storm Sewer Design 2009 (design), 2010(construction) Engineering & Building 552 608 Kathy Dorman ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. #

$30,000

COST ESTIMATES: (i.e. Construction; Engineering) Construction Land Acquisition $0 Engineering $30,000 GRANT STATUS:

ESTIMATED BUDGET YEAR: $55,000 2010 2009-2010 2009

N/A

PROJECT DESCRIPTION: This project consists of reviewing the original storm sewer designs, evaluating alternative options to reduce street, floodplain erosion and yard flooding in the area of Tradewind Dr. Southwind Dr., Windsong Ct., Stratford Pl. and Sheffield Pl. in the Olympia Fields Subdivision. PROJECT STATUS: Eng./Design Date: Property Acquisition: Construction Contract: Anticipated Completion Date:

5/2009 5/2010 7/2010 12/2010

ADDITIONAL COMMENTS: This project includes the two projects in this area (CIP #30005 & #30012.) The initial study and design will look at both areas for solutions to both areas of concern and may also be combined for construction and or include a phased construction approach. THIS INFORMATION WAS LAST UPDATED ON: 5/28/2009

CAPITAL IMPROVEMENT PROJECT FACT SHEET PROJECT NUMBER: 30076 PROJECT TITLE: PROJECT YEAR: DEPARTMENT: DEPARTMENT CODE: FUND CODE: PROJECT MANAGER:

Hoff Run Flood Design (Eagle View Drive & The Golf Center) 2009 Engineering & Building 552 608 ENG./DESIGN ORD. # Kathy Dorman PROPERTY ACQUISITION ORD. CONSTRUCTION ORD. # CHANGE ORDER ORD. #

CURRENT YEAR BUDGET REQUEST:

$55,000

TBD TBD TBD TBD

COST ESTIMATES: (i.e. Construction; Engineering) Construction 445,000 Land Acquisition N/A Engineering 55,000 GRANT STATUS:

ESTIMATED BUDGET YEAR: 2010-2011 2009

None Identified

PROJECT DESCRIPTION: The City completed a hydraulic and hydrologic analysis of the Hoff Run watershed and to update the FEMA floodplain in this area and recommend improvements. This project also recognized a design issue with the existing detention basin located at Eagle View Drive. Evaluation of the outlet structure and the culverts down stream of the detention basin are required to determine what improvements can be installed to reduce flooding in this area of the City. PROJECT STATUS: Eng./Design Date: Property Acquisition: Construction Contract: Anticipated Completion Date:

2009 N/A 2010 Late 2011

ADDITIONAL COMMENTS: THIS INFORMATION WAS LAST UPDATED ON: 5/28/2009

CAPITAL IMPROVEMENT PROJECT FACT SHEET PROJECT NUMBER: 50017 PROJECT TITLE: PROJECT YEAR: DEPARTMENT: DEPARTMENT CODE: FUND CODE: PROJECT MANAGER:

Lou Eves Municipal Pool Analysis 2009 Parks & Recreation 302 223 Michael Hecker ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD. CONSTRUCTION ORD. # CHANGE ORDER ORD. # CONSTRUCTION MANAGEMENT# COST ESTIMATES: Analysis Design Construction GRANT STATUS:

$10,000

CURRENT YEAR BUDGET REQUEST:

$10,000 N/A N/A TBD TBD TBD ESTIMATED BUDGET YEAR: 2009

None Identified

PROJECT DESCRIPTION: The Lou Eves Municipal Pool opened in 1995. Three of its features including the slide, playground area and kiddie pool needs to soon be replaced. The slide finish has become rough and the actual structure is becoming weak. It is expected that it will need to be replaced within the next 2-3 years or be removed for safety reasons. The playground is becoming obsolete and unsafe. The kiddie pool stainless wall is already in need of $10,000 in repairs that can only be delayed for another 1-2 years. A spray ground could be installed and is recommended to replace the playground and kiddie pool areas. This should enhance the pool experience attracting customers and increasing revenues. The $10,000 analysis will review the existing operations, provide a report of outdoor aquatic facility trends, develop a survey of needs and concepts that will enhance the outdoor pool, and increase revenue. . PROJECT STATUS: Eng./Design Date: N/A Property Acquisition: N/A Design Contract: 5/09 Anticipated Completion Date: 8/10 ADDITIONAL COMMENTS: THIS INFORMATION WAS LAST UPDATED ON: 5/28/2009

CAPITAL IMPROVEMENT PROJECT FACT SHEET PROJECT NUMBER: 50071 PROJECT TITLE: Electric Service Design for Corwin M. Nixon Park PROJECT YEAR: 2009 DEPARTMENT: Parks and Recreation DEPARTMENT CODE: 302 FUND CODE: 102 PROJECT MANAGER: Michael Hecker ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. # COST ESTIMATES: (i.e. Construction; Engineering) Construction $80,000 Land Acquisition N/A Engineering $20,000

CURRENT YEAR BUDGET REQUEST:

$100,000

ESTIMATED BUDGET YEAR: 2009 N/A 2009

GRANT STATUS: PROJECT DESCRIPTION: This provides electric service for events such as Red, Rhythm & Boom at Corwin M. Nixon Park. The electric would be used for vendors, lighting, sound systems and portable restrooms. Electric will also be provided for the portable stage during the Summer Concert Series. The electric in the park will then reduce or eliminate the need for noisy generators. PROJECT STATUS: Indicate estimated dates until actual dates are known Eng./Design Date: Property Acquisition: Construction Contract: Anticipated Completion Date: ADDITIONAL COMMENTS: THIS INFORMATION WAS LAST UPDATED ON: 5/28/2009

CAPITAL IMPROVEMENT PROJECT FACT SHEET PROJECT NUMBER: 70010 PROJECT TITLE: US 42 North Trunk Sewer Phase III Design PROJECT YEAR: 2009 DEPARTMENT: Public Utilities DEPARTMENT CODE: FUND CODE: PROJECT MANAGER: Art Oliver ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. #

CURRENT YEAR BUDGET REQUEST:

Design - $100,000 Construction - $1,325,000 (Finance Committee recommended pending availability of funds)

TBD TBD TBD TBD

COST ESTIMATES: (i.e. Construction; Engineering) Construction $1,300,000 Land Acquisition $25,000 Engineering $100,000

ESTIMATED BUDGET YEAR: 2009/2010 2009 2009

GRANT STATUS: None Identified PROJECT DESCRIPTION: Replace deteriorated section of US 42 North Trunk Sewer (approximately 2,400 feet long) from Four Seasons to existing depressed sewer crossing under Muddy Creek near the westerly end of Spyglass Hill Drive. The pipe size will be increased to provide greater carrying capacity for future wastewater conveyance needs. PROJECT STATUS: Eng./Design Date: Property Acquisition: Construction Contract: Anticipated Completion Date:

5/15/09 7/31/09 9/01/09 6/30/10

ADDITIONAL COMMENTS: THIS INFORMATION WAS LAST UPDATED ON: 5/28/2009

CAPITAL IMPROVEMENT PROJECT FACT SHEET PROJECT NUMBER: 70012 PROJECT TITLE: Mason Heights Rehab Inventory PROJECT YEAR: 2009 DEPARTMENT: Public Utilities DEPARTMENT CODE: FUND CODE: PROJECT MANAGER: Art Oliver

CURRENT YEAR BUDGET REQUEST:

$50,000 ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. #

TBD TBD TBD TBD

COST ESTIMATES: (i.e. Construction; Engineering) Construction N/A Land Acquisition N/A Engineering $50,000

ESTIMATED BUDGET YEAR: N/A N/A 2009

GRANT STATUS: None Identified PROJECT DESCRIPTION: Conduct detailed flow monitoring of individual sanitary sewers in the Mason Heights area based on results of the Infiltration/Inflow (I/I) Analysis, completed in 2008 to identify amounts of excess water getting into the sewer system from ground water and storm water. This project will recommend sewers in Mason Heights for future construction/rehabilitation projects to eliminate I/I and/or correct structural problems. PROJECT STATUS: Eng./Design Date: Property Acquisition: Construction Contract: Anticipated Completion Date:

4/15/09 N/A N/A 7/15/09

ADDITIONAL COMMENTS: THIS INFORMATION WAS LAST UPDATED ON: 5/28/2009

CAPITAL IMPROVEMENT PROJECT FACT SHEET PROJECT NUMBER: 70015 PROJECT TITLE: PROJECT YEAR: DEPARTMENT: DEPARTMENT CODE: FUND CODE: PROJECT MANAGER:

Beach Lift Station Rehabilitation 2009 Public Utilities 504 612 ENG./DESIGN ORD. # Art Oliver PROPERTY ACQUISITION ORD. CONSTRUCTION ORD. # CHANGE ORDER ORD. #

CURRENT YEAR BUDGET REQUEST:

$110,000

TBD TBD TBD TBD

COST ESTIMATES: (i.e. Construction; Engineering) Construction 100,000 Land Acquisition 2,000 Engineering 10,000 GRANT STATUS:

ESTIMATED BUDGET YEAR: 2009 2008 2008/2009

None Identified

PROJECT DESCRIPTION: Construction contract to rehabilitate deteriorated pumps and controls at the existing Beach Lift Station, and to add flow monitoring manhole and meter to accurately assess sewer use charges for sewage flow from the Beach Park PROJECT STATUS: Eng./Design Date: Construction Phase Eng: Property Acquisition: Construction Contract: Anticipated Completion Date:

10/31/08 1/15/09 10/31/08 1/15/09 5/01/09

ADDITIONAL COMMENTS: THIS INFORMATION WAS LAST UPDATED ON: 5/28/2009

CAPITAL IMPROVEMENT PROJECT FACT SHEET PROJECT NUMBER: 80002 PROJECT TITLE: PROJECT YEAR: DEPARTMENT: DEPARTMENT CODE: FUND CODE: PROJECT MANAGER:

Public Works Facility â&#x20AC;&#x201C; Storage Building for Salt Spreaders 2009 Public Works 606 102 David R. Riggs ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. #

CURRENT YEAR BUDGET REQUEST:

$50,000 N/A N/A N/A N/A

COST ESTIMATES: (i.e. Construction; Engineering) Construction $50,000 Land Acquisition N/A Engineering N/A GRANT STATUS:

ESTIMATED BUDGET YEAR: 2009 N/A N/A

N/A

PROJECT DESCRIPTION: The Public Works salt spreaders are currently stored outside on the ground at the garage. These spreaders are very heavy, awkward, and dangerous to load/unload. The proposed storage building will be used to hang the salt spreaders so that trucks can back under the spreaders to load and unload safely and easily. This covered protection will also extend the life of the salt spreaders. PROJECT STATUS: Indicate estimated dates until actual dates are known Eng./Design Date: N/A Property Acquisition: N/A Construction Contract: April 2009 Anticipated Completion Date: October 2009 ADDITIONAL COMMENTS: The proposed building is a metal frame metal-sided building on a concrete foundation. THIS INFORMATION WAS LAST UPDATED ON: 5/28/2009

Outstanding Debt Projected for 2009 Description General Obligation Notes: Stormwater Improvement (2005) 741 Property Acquistion (2006) Golf Center at Kings Island Acquisition (2007) Mason Road Widening (2009) Total General Obligation Bonds: Road Improvement Bonds Various Purpose Bonds

Total

Original Issue 900,000 4,500,000 9,000,000

Date Issued

Maturity Date

12/18/08 07/02/08 03/13/08

Interest Rate

12/17/09 07/01/09 03/12/09

Balance 12/31/2008

2.50% 2.75% 3.00%

14,400,000

2009 Principal

2009 Interest

Balance 12/31/2009

1,900,000 4,200,000 8,820,000

125,000 200,000 400,000

47,500 115,500 264,600

1,775,000 4,000,000 8,420,000 2,000,000

14,920,000

725,000

427,600

16,195,000

4,945,000 17,570,000

12/28/98 06/02/08

12/01/18 12/01/27

4.47% 4.14%

2,965,000 17,250,000

245,000 650,000

132,133 672,577

2,720,000 16,600,000

22,515,000

20,215,000

895,000

804,710

19,320,000

38,105,000

03/01/04

12/01/28

4.71% $

32,710,000

1,070,000

1,498,400

31,640,000

32,710,000

1,070,000

1,498,400

31,640,000

$ $ $ $

600,000 940,000 610,000 990,000

$ $ $ $

60,000 50,000 30,000

$ $ $ $

31,800 47,000 36,600 49,500

$ $ $ $

600,000 880,000 560,000 960,000

Fund Paid From 608 102 640 102

301 301

Mortgage Revenue Bonds: Sewer System Improvement - 2004 Total

38,105,000

Tax Increment Financing Bonds JW Harris Central Parke Mason Enterprise Park Tylersville Crossing TIF Total

600,000 1,150,000 680,000 1,030,000

01/20/99 02/01/00 01/01/02 07/21/04

12/01/18 12/01/19 12/01/17 12/01/23

5.30% 5.00% 6.00% 5.00%

3,460,000

3,140,000

140,000

164,900

602

401 402 403 404

3,000,000

Special Assessment Bonds: Lindemann C & G, Bethany Water #3, KMSW 741 Waterline N.E. Sewer, W.R. Water Bethany Water #4 Snider Road - Water/Sewer Dilley Water/Sewer

30,785 469,581 1,075,000 345,000 74,000

Total

1,994,366

Certificates of Participation Municipal Building Lease

Total Debt Outstanding:

24,205,264

09/01/88 05/01/90 01/01/91 09/01/91 06/28/94

7/31/2001

12/01/09 12/01/10 12/01/11 12/01/11 12/01/14

12/1/2026

104,679,630

7.78% 7.38% 6.75% 6.76% 6.00%

4.15%

$ $ $ $ $

2,000 50,000 165,000 45,000 33,000

$ $ $ $ $

2,000 25,000 55,000 15,000 4,000

$ $ $ $ $

158 3,688 11,138 3,150 1,980

$ $ $ $ $

25,000 110,000 30,000 29,000

295,000

101,000

20,114

194,000

19,640,000

725,000

946,400

18,915,000

90,920,000

3,656,000

3,862,124

89,264,000

501 501 501 501 501

419

Debt Description The City of Mason issues debt to finance capital expenditures. The timing of capital expenditures does not necessarily synchronize with the timing of benefits derived. The expenditures are made over a short period of time; and the benefits received are over a longer period of time. Many items are considered before the City makes the decision to issue debt. Some of these include: current and future interest rates, Council priorities and objectives, current fund balances, reserve amounts, current and future commitments and their anticipated costs and legal and political constraints. Governmental units must have statutory permission to borrow for specific purposes. Debt may not be issued without obtaining a legal opinion, which states that the borrowing may be undertaken for the intended purposes, and the interest is exempt from federal income taxes. While there are several forms of short term and long term financing that the City may pursue the following describes the types of debt the City currently has outstanding. Types of Debt Short-term debt – typically matures within one year Bond Anticipation Note (BAN) Notes issued in the anticipation of the issuance of bonds or being paid off within a five-year period. BANs may be renewed annually at maturity until the expiration of 60 months (5 years) from the date of original issue. After 5 years a portion of the principal of the notes must be retired in amounts as if the notes had been issued as bonds at the end of the initial five-year period. Long-term debt – typically matures in 20-30 years. General Obligation Bonds Bonds that pledge the full faith and credit of the municipality and are payable out of tax revenues. General obligation bonds may be voted or unvoted. Unvoted general obligation bonds that are payable only out of taxes must be considered in determining “net debt” under the 5½ percent statutory debt limit; and must be considered in the determination of the indirect debt limitation either under the ten mill constitutional limitation or an indirect debt limit created by charter provision. They are also included within the statutory 10½ percent debt limit on voted and unvoted “net debt”. In a general obligation situation, if we default on the debt service payments, the County Auditor would be required to redistribute a portion of our inside millage, equal to principal and interest on the debt, to bondholders.

Special Revenue Bonds Bonds that are secured only by property and revenues of a utility. Mortgage revenue bonds are exempt from the statutory debt limitations and the indirect or constitutional debt limitation. Since mortgage revenue bonds are not payable out of taxes and do not pledge the credit of the municipality, the risk of nonpayment is greater and this type of bond usually carries a higher interest rate than general obligation bonds. Tax Increment Financing Bonds Tax Increment Financing (TIF) is an economic development mechanism available to local governments in Ohio to finance public infrastructure improvements. A TIF works by locking in the taxable worth of real property at the value it holds at the time the authorizing legislation is approved. Payments derived from the increased assessed value of any improvement to real property beyond that amount are directed towards a separate fund to finance the construction of public infrastructure defined within the TIF legislation. Typically the City issues general obligation bonds or revenue bonds to finance the construction and utilizes TIF revenues for debt service payments. Special Assessment Bonds Occasionally, the City of Mason will complete a specific capital improvement or service deemed to benefit certain properties rather than the general public. A levy is made against the property for owners who do not pay for the improvement when at the completion of the project. The City is repaid through the annual assessment for the real estate taxed that is billed and collected by Warren County. In order to finance the project, the City may issue general obligation bonds to pay for the initial cost. The property owner is assessed the amount necessary to pay the principal and interest of the debt. Certificates of Participation â&#x20AC;&#x201C; Lease Purchase Agreement In 2001, the City entered into a lease purchase arrangement for the financing of the Municipal Center. At that time while the financing for the Center was being considered, the City was negotiating with Tennis Masters Series in an attempt to retain the ATP tournament in the City. One of the scenarios being evaluated as part of the negotiations was the potential purchase of the stadium by the City. The City did not have the debt capacity to finance both a municipal center and stadium as general obligation debt. A viable alternative was financing the Municipal Center as a lease purchase. Annually lease payments must be appropriated therefore, these arrangements are statutorily exempt from debt capacity calculations. In a lease purchase arrangement a ground lease is entered into as collateral on the arrangement. If the lease payment is not appropriated annually the

City is considered in deficit, and the trustee has the right to the facility. However, at the end of the original agreement (in our case 2021) the facility would once again become ours. Debt Limitations In Ohio, the Ohio Revised Code establishes limitations on debt that municipalities may incur with or without the vote of the electors. There are three separate and distinct limitations: 1. The statutory limitation on all non-exempt debt whether voted or unvoted. 2. The statutory or direct limitation on unvoted non-exempt debt; 3. The constitutional, or Charter, ten mill or indirect limitation on unvoted general obligation debt. The Statutory limitation This limit provides that the net debt of a municipal corporation whether or not approved by the electors, shall not exceed 10 ½ percent of its tax valuation. The Statutory or Direct Limit This limit provides that the net debt of a municipality incurred without a vote of the electors, cannot exceed 5 ½ percent of its tax valuation. The statutory debt limitations are not limitations on all debt, but rather limitations upon what is defined by ORC Section 133.04 as net debt. In determining “net debt” certain bonds and notes are not to be considered pursuant to ORC sections 133.04 and 133.05. Some of the more common exempt debt as it relates to the City of Mason is as follows: -

Securities issued in anticipation of the levy or collection of special assessments, Self supporting securities issued for the following purposes: water systems or facilities, sanitary sewer system or facilities Lease purchase agreements – per ORC Section 133.01 (KK) The ORC authorizes lease purchase agreements in ORC Section 715.01.1.

Constitutional Indirect Limitation on Unvoted Debt The Ohio Constitution does not impose any direct restraint on the amount of debt that may be incurred by a municipality. It does indirectly impose a debt limitation on unvoted bonds because of the ten-mill tax limitation without a vote of the electors, and a mandatory duty to provide for the levy of taxes to pay bonded debt. In determining whether or not unvoted bonds may be issued within the constitutional or indirect debt limit the outstanding unvoted bonded indebtness of all overlapping political subdivisions and not only the debt of the issuing municipality must be considered. The amount of bonds that may be issued under the indirect limitation is determined by whether the aggregate combined amount required for principal and interest on the proposed bonds in a given year is greater than the number of dollars that will be produced

by a tax levy equal to the millage available. The millage available is determined by subtracting from 10 mills the number of mills required for unvoted outstanding general obligation bonds issued by the issuing municipality and all other political subdivisions that overlap the municipality. The single limit on the amount of debt the City can issue is the Cityâ&#x20AC;&#x2122;s ability to make principle and interest payments outlast debt.

City of Mason Ratios of Outstanding Debt by Type Last Ten Fiscal Years Governmental Activities General

Bond

Tax

Certificates

Special

Fiscal

Obligation

Anticipation

Increment

Assessments

Installment

Capital

Governmental

Total

Year

Bonds

Notes

Financing

Participation

Bonds

Loan

Leases

Activities

1999

$4,920,000

$4,530,000

$600,000

$1,445,000

$1,571,763

$13,066,763

2000

4,725,000

5,280,000

1,735,000

1,281,000

1,267,039

14,288,039

2001

4,505,000

9,650,000

1,435,000

24,020,000

1,121,000

958,811

41,689,811

2002

4,275,000

8,400,000

2,415,000

23,455,000

963,000

659,323

40,167,323

2003

4,045,000

5,700,000

2,430,000

22,875,000

816,000

379,161

36,245,161

2004

3,845,000

9,700,000

3,450,000

22,275,000

684,000

155,420

40,109,420

2005

3,640,000

9,400,000

3,405,000

21,650,000

551,000

38,646,000

2006

3,425,000

19,700,000

3,350,000

21,005,000

455,000

47,935,000

2007

3,200,000

20,350,000

3,265,000

20,335,000

358,000

47,508,000

2008

20,215,000

4,200,000

3,140,000

19,640,000

262,000

47,457,000

Business-Type Activities Mortgage

Bond

Special

Total

Percentage

Fiscal

Revenue

Anticipation

Assessments

Business-Type

Primary

of Personal

Per

Year

Bonds

Notes

Bonds

Activities

Government

Income(1)

Capita(1)

1999

$15,055,000

$64,000

$15,119,000

$28,185,763

4.60%

$1,336

2000

14,845,000

61,000

14,906,000

29,194,039

4.35%

1,326

2001

14,090,000

58,000

14,148,000

55,837,811

7.48%

2,317

2002

6,690,000

55,000

6,745,000

46,912,323

5.73%

1,819

2003

6,445,000

52,000

6,497,000

42,742,161

4.89%

1,580

2004

36,745,000

49,000

36,794,000

76,903,420

8.16%

2,766

2005

35,765,000

3,165,000

46,000

38,976,000

77,622,000

7.70%

2,720

2006

34,973,698

2,115,000

42,000

37,130,698

85,065,698

7.98%

2,924

2007

33,745,000

11,010,000

38,000

44,793,000

92,301,000

8.52%

3,123

2008

32,710,000

10,720,000

33,000

43,463,000

90,920,000

8.36%

3,064

Note: Details regarding the city's outstanding debt can be found in the notes to the financial statements. (1)

See the Schedule of Deomographic and Economic Statistics on Table 18 for personal income and population data.

City of Mason Ratios of Net General Bonded Debt Outstanding To Assessed Value and Net Bonded Debt Per Capita Last Ten Fiscal Years

General Fiscal

Net

Ratio of Net

General

Bonded Debt

Net Bonded

Assessed

Bonded

Less Debt

Bonded

to Assessed

Debt Per

Value (2)

Debt (3)

Service Fund (4)

Debt

Value

Capita

Year

Population(1)

1999

21,097

562,626,397

4,945,000

8,566

4,936,434

0.88%

234

2000

22,016

710,086,410

4,725,000

138,702

4,586,298

0.65%

208

2001

24,094

793,522,729

4,505,000

230,472

4,274,528

0.54%

177

2002

25,786

847,756,510

4,275,000

302,523

3,972,477

0.47%

154

2003

27,060

933,884,870

4,045,000

428,899

3,616,101

0.39%

134

2004

27,799

978,702,410

3,845,000

484,775

3,360,225

0.34%

121

2005

28,539

987,933,647

3,640,000

335,757

3,304,243

0.33%

116

2006

29,089

1,098,446,377

3,425,000

52,975

3,372,025

0.31%

116

2007

29,555

1,084,854,140

3,200,000

89,826

3,110,174

0.29%

105

2008

29,674

1,076,819,560

20,215,000

140,707

20,074,293

1.86%

676

Note: Details regardin the city's outstanding debt can be found in the notes to the financial statements.

(1) U.S. Census Bureau 2007 Population Estimates

Estimate for 2008: City of Mason Planning and Economic Development

(2) Assessed Value from Warren County Auditor's Office (3) Does not include Bond Anticipation Notes or Special Assessment debt with governmental commitment. (4) Does not include debt service fund balances for Special Assessment debt with governmental commitment.

City of Mason Property Tax Rates Direct and Overlapping Governments Last Ten Fiscal Years

City of Mason

Overlapping Rates

Tax

General

Fire

Debt

Mason City

Warren

Joint

Special

Year

Fund

Operating

Service

Total

School District

County

Voc. School

District

1999

2.15%

5.00%

0.17%

7.32%

61.95%

4.00%

2.70%

1.50%

77.47%

2000

1.47%

5.00%

0.85%

7.32%

64.57%

4.00%

2.70%

1.50%

80.09%

2001

1.67%

5.00%

0.65%

7.32%

71.11%

4.00%

2.70%

1.50%

86.63%

2002

1.67%

5.00%

0.65%

7.32%

72.61%

4.96%

2.70%

1.50%

89.09%

2003

1.67%

5.00%

0.65%

7.32%

74.11%

6.53%

2.70%

1.50%

92.16%

2004

1.87%

5.00%

0.45%

7.32%

74.11%

6.46%

2.70%

1.50%

92.09%

2005

2.11%

5.00%

0.21%

7.32%

80.65%

6.46%

2.70%

1.50%

98.63%

2006

1.96%

5.00%

0.36%

7.32%

81.76%

6.71%

2.70%

1.50%

99.99%

2007

1.96%

5.00%

0.36%

7.32%

83.45%

6.71%

2.70%

1.50%

101.68%

2008

0.88%

5.00%

1.44%

7.32%

83.45%

5.21%

2.70%

1.50%

100.18%

Source: Warren County Auditor's Office

(1) Rates equivalent to $1 in tax per $1,000 of assessed valuation.

Total

City of Mason Direct and Overlapping Governmental Activities Debt As of December 31, 2008

City of Mason

Net General

Percentage

Amount

Obligations

Applicable

Bonded Debt

Outstanding

City

$35,135,000

100.00%

$35,135,000

1,151,500

17.71%

203,931

41,834,951

0.30%

125,505

Mason City School District

149,540,000

60.25%

90,097,850

Kings Local School District

54,954,646

11.41%

6,270,325

Great Oaks Careec Center Joint Vocational School

14,630,000

5.21%

762,223

Deerfield Township

32,460,000

0.72%

233,712

Total:

$132,828,546

Warren County

Lebanon City School District

Source: Ohio Municipal Advisory Council

City of Mason Legal Debt Margin Information Last Ten Fiscal Years

1999

2000

$59,075,772

$74,559,073

2001

2002

2003

2004

2005

2006

2007

2008

$113,909,685

$113,066,054

Total Debt Limit (1) Total Debt Limit (10.5%) Total Net Debt Applicable to Limits Legal Debt Limit Margin

$83,319,887

$89,014,434

$98,057,911

$102,763,753

$103,733,033

$115,336,870

5,663,566 $53,412,206

9,843,997 $64,715,076

6,009,528 $77,310,359

6,387,477 $82,626,957

9,301,101 $88,756,810

13,060,225 $89,703,528

12,704,243 $91,028,790

25,187,025 $90,149,845

34,470,174 $79,439,511

34,994,293 $78,071,761

9.59%

13.20%

7.21%

7.18%

9.49%

12.71%

12.25%

21.84%

30.26%

30.95%

Total Net Debt Applicable to the Limit as a Percentage of Total Debt Limit Total Unvoted Debt Limit (1) Total Unvoted Debt Limit (5.5%) Total Net Debt Applicable to Limits Legal Unvoted Debt Limit Margin

30,944,452

39,054,753

43,643,750

46,626,608

51,363,668

53,828,633

54,336,351

60,414,551

59,666,978

5,663,566

9,843,997

6,009,528

6,387,477

9,301,101

13,060,225

12,704,243

25,187,025

34,470,174

59,225,076 34,994,293

$25,280,886

$29,210,756

$37,634,222

$40,239,131

$42,062,567

$40,768,408

$41,632,108

$35,227,526

$25,196,804

$24,230,783

18.30%

25.21%

13.77%

13.70%

18.11%

24.26%

23.38%

41.69%

57.77%

59.09%

Total Net Debt Applicable to the Limit as a Percentage of Total Unvoted Debt Limit

Legal Debt Margin Calculation for Fiscal Year 2008 Total Debt Limit Net assessed valuation Statutory legal debt limitation (1) Total debt limitation

$1,076,819,560

Total Unvoted Debt Limit $1,076,819,560

10.5%

5.5%

$113,066,054

$59,225,076

35,135,000

Debt applicable to limit: Debt applicable to limit(2) Less: applicable debt service fund amounts(3) Total net debt applicable to limit Legal debt margin

(140,707) 34,994,293 $78,071,761

(140,707) 34,994,293 $24,230,783

(1)

Direct debt limitation based upon Section 133, the Uniform Bond Act of the Ohio Revised Code. Total debt limit should not exceed 10.5% of net assessed property value. Total unvoted debt limit

(2)

City debt outstanding includes non self-supporting general obligation notes and bonds only. Enterprise debt is not considered in the computation of the legal debt margin.

(3)

Does not include debt service fund balances for Special Assessment debt with governmental commitment.

should not exceed 5.5% of net assessed property value.

POLICE

DESCRIPTION OF DEPARTMENT The City of Mason has a full-service, internationally accredited municipal police agency. The City of Mason Police Department was first accredited in 1997. Every three years, the department must undergo an on-site assessment as part of its effort to maintain international accreditation. This process verifies that the department continues to meet specifically defined professional standards. Administered by the Commission on Accreditation for Law Enforcement Agencies, Inc. (CALEA), the accreditation program requires agencies to comply with 460 state-of-the-art standards in four basic areas, policy and procedures, administration, operations and support services. The last reaccredidation process was in 2006. The Department employs forty-three full-time sworn police officers, including the Chief of Police and Assistant Chief of Police. Additionally, the department has seven nonsworn support personnel, including two Court Security Officers. The City of Mason Police Department operates 17 fully equipped, marked police cruisers and 6 unmarked police cars. The department operates 4 community policing patrol districts to which officers are assigned for periods of 12 to 24 months. City of Mason police officers average eight years of professional police experience. The Chief of Police holds a Doctorate degree from Ohio State University. He is a graduate of the FBI National Academy, the Southern Police Institute, and the Police Executive Leadership College (PELC). He also is a Certified Law Enforcement Executive Professional (CLEE). The Assistant Chief holds a Master of Science degree in Criminal Justice, is a certified law enforcement executive, a graduate of the FBI National Academy, a graduate of the Police Executive Leadership College, and a graduate of the Northwestern University Traffic Institute School of Police Staff and Command where he received the Franklin Kreml Leadership Award. Five sergeants are graduates of the Northwestern University Traffic Institute School of Police Staff and Command. Masonâ&#x20AC;&#x2122;s community policing efforts fall into both traditional and contemporary categories, including: e-mail alerts, bicycle patrols, selective traffic problem-area enforcement, and use of the speed monitor signs throughout the City. The department provides many crime prevention programs that include: Neighborhood Watch, D.A.R.E., and Neighborhood SpeedWatch. The department is continuing its technology efforts by utilizing mobile data computers in all of its cruisers. These computers are linked to the Law Enforcement Automated Data System (LEADS). Technology allows officers to receive instant information while out in the field, thereby reducing demands on nonsworn support personnel. The department trained and certified two groups of C.E.R.T. (Community Emergency Response Team) volunteers in 2007 and 2008.

POLICE

The Mason Police Department is a major partner in the Warren County Tactical Response Unit, a joint law enforcement initiative to handle high profile, high-risk threats and acts of violence. The most important ingredient to effective law enforcement today is communication between the members of the community and the officers hired to serve them. The Police Department encourages residents and businesses to become acquainted with officers of the department and seek their support to enhance the quality of life enjoyed by Mason residents. _________________________

MISSION STATEMENT In partnership with the community, policing with honor, integrity, and compassion. In this mission, we hold as our core values: integrity, honor, compassion, community partnership, dedication, and honesty. _________________________ PERFORMANCE MEASURES 2007 Law Enforcement Number of Crashes • Crashes w/o injuries • Crashes w/ injuries • Private property crashes Number of reported burglary/breaking & entering Number of incidents Number of calls for service Number of patrol initiated Number of persons arrested Number of felony & misdemeanor charges filed Number of warrants served Number of Operating a Vehicle Impaired (OVI) arrests Number of reported thefts Number of traffic citations Number of traffic warnings

849 513 117 219 55 18,184 10,892 7,292 851 1241 255 119 459 3,755 1,351

2008 803 495 146 162 81 26,089* 15,089* 11,000* 888 1187 330 84 456 3,425 1,854

*In March of 2008, CAD was interfaced into our Records Management System (RMS). This interface resulted in all CAD entry's creating an incident in the RMS, significantly increasing the number of incidents.

POLICE

School Resource Officer Program Number of incidents SROâ&#x20AC;&#x2122;s handled Number of resulting arrests Number of classroom hours educating students

124 25 110

81 24 96

980 60 943 2,000 31 30

930 32 940 300 24 30

Warren County Tactical Response Unit Number of responses to critical police incidents

Neighborhood Speedwatch Program Number of neighborhoods participating in program

Public Education Programs Number of students completing the D.A.R.E program Number of students completing Safety Camp Number of students completing seatbelt program Number of students receiving Stranger Danger class Number of residents completing Citizens Police Academy Number of C.E.R.T. volunteers trained

K-9 Program Number of times K-9â&#x20AC;&#x2122;s used

182

176

_________________________ DESCRIPTION OF PROGRAMS Law Enforcement Law enforcement in the City of Mason consists of, the Patrol Unit, the Detective Unit and the Traffic Unit. The Patrol Unit is composed of three sergeants, and twenty-one officers. Each sergeant is assigned to one of three shifts, and the patrol officers are divided up among the three shifts. The primary function of the officers assigned to patrol is to respond to calls for service and conduct preliminary investigations of offenses. In addition to responding to criminal related incidents, these officers provide numerous additional services to the public. These include well being checks, opening locked vehicles, and escorts. The Detective Unit is composed of one sergeant and four officers. Their primary function is to assist with preliminary investigations on serious criminal offenses and to conduct follow-up investigations as required. In addition, they conduct background investigations on new employees and provide some basic forensic services to the department. At least one detective is always on call, available 24 hours a day. The Traffic Unit is composed of one sergeant and two officers. Their primary function is to conduct traffic enforcement in problem areas and investigate traffic crashes through out the City. In addition, they assist in placement of speed display devices around the

POLICE

City. They also review traffic crash data and work with other City departments in making recommendations on ways to increase traffic safety. School Resource Officer Program The City of Mason Police Department and Mason City Schools have partnered to offer a School Resource Officer (SRO) program, within the Mason City School District. The SRO provides a law enforcement presence in the school and helps educate students on a variety of prevention programs and topics. Presentations are made at various times on the following topics: alcohol and drug prevention, DUI laws, careers in law enforcement, personal safety, search and seizure, the role of law enforcement in society, crime scene and fingerprint processing, and bullying prevention. Through the end of the 2007 school year, one School Resource Officer was deployed at Mason High School. The High School houses approximately 2,100 students in grades 9 through 12. The SRO position was fully funded by Mason City Schools for 10 months of the year. Public Education Programs D.A.R.E. Program -- The D.A.R.E. program targets sixth grade students at Mason Intermediate School and St. Susanna School with a crime prevention curriculum. The focus of the D.A.R.E. program is an anti-drug and violence curriculum that also demonstrates the social, moral, and legal consequences of criminal behavior. This program is partnered as a component of the Health curriculum. These crime prevention efforts are reinforced through various extra curricular activities that both support and are supported by the D.A.R.E. program. During the past school year, 800 students received the D.A.R.E. curriculum. This program has instructed 7,500 students since its inception in 1994. The D.A.R.E. officer also provides a law enforcement presence at Mason Intermediate School. Besides a presence at this school, the D.A.R.E. officer makes frequent visits to St. Susanna School, Mason City elementary schools, and various pre-school and day care facilities. During these visits, the officer speaks to classes about a variety of topics, i.e.: Stranger Danger, Eddie Eagle Gun Safety, Too Smart to Start, Good touch / Bad touch, poison safety, how not to become a victim, and general safety guidelines. A total of three Mason Police Officers are trained instructors in the D.A.R.E. curriculum. A grant in the amount of $15,000 from the Ohio Attorney General's office helps to fund the positions for the 2006 school year.

POLICE

Drug and Alcohol Awareness -- For the fourth straight year, the Mason Police Department, in collaboration with Mason City Schools, participated in an alcohol awareness campaign called “Parents Who Host, Lose The Most”. The goal was to stress the consequences to parents who would allow underage drinking, hoping to curtail this type of behavior. Printed flyers were distributed for posting, at local convenient and grocery stores. Informational brochures were also distributed at each of the D.A.R.E. graduation ceremonies. Red Ribbon Week is a national alcohol and drug abuse program that promotes a healthy and drug-free lifestyle. This program runs the last full week in October, annually. All schools within the Mason City School District participate at varying levels with the program. The D.A.R.E. Officer makes visits to the elementary schools and the School Resource Officers assist with events at their respective schools. The Mason City School District started a Community Drug Task Force that began meeting on a regular basis. The group was comprised of school and community leaders, parents, students, church leaders, and the police department, for the purpose of addressing drug and alcohol concerns in the community. Drug and alcohol use data was collected through a PRIDE survey administered to middle and high school students. This group is continuing to grow and develop. Safety Camp -- Safety Camp is a prevention program provided by the Mason Police Department, in conjunction with the Parks & Recreation and Fire Departments. This weeklong program targets five to nine year olds with a variety of safety related and crime prevention topics. During the half day camp, participants learn about gun safety, weather safety, fire safety and first aid, Stranger Danger, bike safety, water and playground safety. This camp ran for two consecutive weeks with 60 juveniles participating. Student Assistance Task Force -- Mason City Schools have a student assistance task force that is comprised of teachers, counselors, parents, and school resource officers. The School District receives a federal ‘Safe and Drug Free Schools’ grant to develop and implement programs. This group evaluates and develops programs aimed at various student issues: bullying, alcohol / drug issues, conflict management, and character education. Seatbelt Safety Programs -- Road patrol officers coordinated the annual third grade seatbelt program. An officer goes into the elementary school and gives a presentation to third grade students about seatbelt safety and the importance of wearing them. This program was presented to all the third grade classes at Western Row Elementary and St. Susanna School, totaling 1,000 students. Scouting Activities -- The Mason Police Department supports several Boy and Girl Scout troops in a variety of ways. Scout Day is offered to help Scout participants obtain merit badges. Tours of the Police Department and City facilities are conducted for these groups on a regular basis. A variety of other safety talks are presented to these groups when requested.

POLICE

Stranger Danger -- Another program the Mason Police Department makes available is â&#x20AC;&#x153;Stranger Dangerâ&#x20AC;?. This program is designed to teach younger juveniles the dangers associated with strangers. This program is offered at the request of small groups and during regular visits with elementary school aged children. Citizens Police Academy -- The Mason Police Department offers the Citizens Police Academy (CPA) to adult members of the community. The purpose of the CPA is to provide an opportunity for community members to interact with police officers and to learn about what they do. Those attending the CPA learn about criminal investigation and community oriented policing. Attendees are also given the chance to ride along with officers and see police work first hand. Citizens Police Academy Alumni Re-Trainer -- In addition to the above-mentioned Citizen Police Academy, the department offers a three-day re-trainer event in the Fall. During this event, the Alumni are brought up to date on current events within the Department and community, they are given subsequent formal instruction on areas of interest, and they are allowed to participate in a weapons live fire range where a competitive atmosphere is established and a prize is awarded. Community Emergency Response Team -- A program created by the Federal Emergency Management Agency, using the model created by the Los Angeles City Fire Department. CERT training promotes a partnering effort between emergency services and the people the serve. Emergency personnel train members of the community in basic response skills. CERT members are then integrated into the emergency response capability for their area. If a disastrous event overwhelms or delays the communityâ&#x20AC;&#x2122;s professional response, CERT members can assist others by applying the basic response and organizational skills that they learned during training. Citizen Observer Program -- This program is a state of the art crime prevention tool designed to help improve communication between law enforcement, citizens and businesses. Alerts are sent only to subscribers. Community Festivals and Events -- The D.A.R.E. and crime prevention messages are reinforced through booths at annual events such as, Heritage Day Festival, Christmas in Mason, and National Night Out. These events are family oriented and heavily attended. They allow the Police Department to continue to reinforce its crime prevention programs and distribute literature. Participation in the Warren County Tactical Response Unit Five members of our department participate in the Warren County Tactical Response Unit (SWAT). The unit has responded to critical police incidents in the City of Mason as well as throughout Warren County. These incidents have included hostage situations, barricaded subjects, armed mentally disturbed subjects, high risk warrant service, and drug raids.

POLICE

Neighborhood Speedwatch Upon receipt of a petition, neighborhood residents are trained by a police officer in the use of a special radar device that tracks speeders. The radar device is loaned to citizens at no charge from the City of Mason Police Department. Residents monitor traffic speed for three consecutive days. When alleged speeders are detected , their license number and time of infraction is recorded and submitted to the Police Department. A letter is sent to the registered owners requesting cooperation in creating a safe environment in our City. K-9 In July 2004, Officer Hayes and Zicco began patrolling the City of Mason as a team. At the end of 2006 Zicco has been used nearly 300 times. Officer Brad Walker began patrolling with the second K-9, Timber, in the spring of 2007. Zicco and Timber assist with narcotics detection, evidence location, suspect tracking, building searches, and community policing activities. Highlights of K-9 activities are a $1M cocaine seizure, locating a suicidal teen, and locating an elderly Alzheimer’s patient. Zicco and Timber were used 244 times in 2007. Court Services In early 2006, the Police Department took over responsibility for providing security for Mason Municipal court. The Police Department provides a Sergeant and two Court Security Officers for this purpose. They provide security for court employees and members of the public. In addition, they are responsible for transportation of prisoners to and from the Warren County Jail. _________________________

DEPARTMENTAL ACCOMPLISHMENTS FOR 2008 Law Enforcement Program • Maintained adequate proofs of compliance for accreditation files. • Continued to improve interpersonal communications. • Maintained background information files for sexual offenders. • Maintained school emergency preparedness files. • Completed Field Training of newly hired officers. • Aggressively practiced community policing with shift sergeants acting as Community Policing Coordinators and individual squads with all activities documented in monthly reports. • Continued neighborhood watch program. • Implemented a liquor permit review process. • Provided “A Child is Missing” response protocol training for patrol teams. • Utilized Citizen Observer Program to disseminate information to business parks, pharmacies, banks, health care providers and homeowners associations. • Provided citizens access to traffic crash reports via the Web. • Implemented the FBI national electronic fingerprinting process.

POLICE

• • • • • •

Continued to focus on problem-solving projects and activities. Maintained a liaison officer with the Fire Department and conduct quarterly meetings with the Command Staff. Planned and facilitated one of the most successful National Night Out events in cooperation with the Mason Community Center. Continued proactive measures for Four Seasons Apartments. Implemented a Police Explorer Program. Increased planning involvement with all city departments for special events.

School Resource Officer Program • Planned and coordinated Safety Camp. Public Education Program • Planned for the Citizens Police Academy Alumni re-trainer for all alumni. • Conducted Citizens Police Academy XV. • Conducted the 2nd C.E.R.T. class to train 25 new members of the team. Participation in the Warren County Tactical Response Unit • Began transition from strictly a tactical response to also emergency support for critical incident. K-9 • Maintained K-9 familiarization program for agency employees on use and abilities of K-9. Court Services • Conducted Tours of the Court and holding facility for public and high school law classes. _________________________

DEPARTMENTAL GOALS FOR 2009 Continue to coordinate the city efforts in providing the Scout Day event for the end of 2008 and plan the 2009 event. Performance Objective: To increase the scout participation in 2008 and 2009 to 700 scouts with additional participants being parents and guests. This may be done through tailoring the event. Continue the Public Police Memorial Service to be held in May 2009. Performance Objective: Increase the public attendance to the event to over 100 through increased advertising and selection of keynote speaker. Conduct second annual review of liquor permit holders in preparation for the department’s response to their renewal applications. Performance Objective: Conduct

POLICE

and complete these reports and process by the end of February 2009 for all liquor permit holders in the city that are assigned to the day shift. Coordinate and host a Hoxworth blood drive to be held in conjunction with and support of Police Memorial Week, the week of May 15th, 2009. Performance Objective: Host a Hoxworth blood drive on our location in recognition of Police Memorial Week 2009. The benefit of this drive will be increased public awareness of the memorial resulting in a greater partnership with the community. Exact numbers of donors cannot be determined due to this being the first year for the program. However, 100 donors is an initial goal. Implement a Crime Prevention Team. Performance Objective: Complete and distribute the crime prevention pamphlet, form and train the committee as necessary, design and implement a crime prevention checklist to be used as the basis for the reports to the business owners, and conduct courtesy crime prevention analysis upon request. Continue to maintain the Citizen Observer Program. Performance Objective: Increase enrollment to 2000 members. Implement a Police Explorer Program for the Mason Police Department. Performance Objective: Establish program, enroll 6 individuals in the program. Maintain the CERT Program. Provide 16 hours of continuing education to current members. In addition continue to review equipment needs as well as ensuring that the strength level of 75 is maintained. Performance Objective: Maintain current membership of 75 CERT Volunteers. Complete required re-training of all current members. Host National Night Out at the Mason Community Center. Performance Objective: Increase attendance to 1000. Maintain background information files for sexual offenders. In addition maintain sex offender mapping program. Also upgrade mapping system onto the new building and engineering mapping program. Performance Objective: Transfer onto new mapping program, train all department members, and load program onto the computer, giving all department members access. Maintain 3rd Grade Seatbelt Program. Performance Objective: Increase student participation to 1000. Continue to seek out and nominate our Hard Target Award two times for the upcoming calendar year. Performance Objective: To locate and select two businesses in this calendar year that we feel present a Hard Target in the 2008 â&#x20AC;&#x201C; 2009 calendar. Once we make our selection, make a plaque presentation to that business to be on display in their business representing a Hard Target business. Continue the Four Seasons Project in an attempt to put police in this neighborhood in a positive light. Performance Objective: To conduct a day at Four Seasons Apartment for

POLICE

Mason police to interact and mingle with the residents to show officers in a positive light. Our goal is to have between 200 to 250 residents attend this event. Continue to take proactive measures for street light repairs. Performance Objective: To locate and fill our street order repairs for malfunctioning streetlights and notify the City Garage. Depending on the streetlight, they will either replace the light or have Duke Energy make replacement. Our goal is to locate 100 streetlights that are in need of repair. Continue proactive patrol for open garage doors. Performance Objective: To locate and fill out Pro Active Patrol reports as we find them while on patrol to make the owner of the home aware of this oversight and vulnerability. Our goal is to find 250 open garage doors during this period. Continue to offer PROTECT classes to teach self defense to women. Performance Objective: To host several PROTECT classes throughout this calendar year for woman who are interested to learn more about self-defense and how to PROTECT themselves. Our goal is to present the PROTECT class to 150 people this calendar year. Pre-plan with The Beach Waterpark to help combat issues at their teen dances during the summer. Performance Objective: To work with the 2nd shift supervisor to present and show a strong police presence at The Beach water park during their teen dances. This police presence will be shown at their facility as well as the street sand businesses that are in close proximity of The Beach. Educate employees of liquor establishments about when to “cut off” a patron. Performance Objective: To visit every bar, with their permission, once a year and conduct alcohol awareness and interaction with intoxicated people. Every year we would turn in a report to show documentation of our visit and our items discussed. Our goal is to go to each bar in the City and make this Partnership presentation once a year. Continue the fireworks safety and education program. Performance Objective: Partnership with the fire department and travel to different neighborhoods in the City with our fireworks display and host fireworks safety presentations on the street. Secondly, take a harder stand on illegal fireworks and cite violation that we locate through our course of a fireworks investigation. This calendar year we would like to do 6 neighborhood visits to present our fireworks safety presentation. Continue the Neighborhood Watch program. Performance Objective: Continue to conduct Neighborhood Watch meetings in various neighborhoods in our City to partnership with the community to become a “hard target” and not become a victim of crime. Our goal is to hold 8 Neighborhood Watch programs this calendar year. Conduct Citizen’s Police Academy: Performance Objective: Plan and complete CPA class XVI.

POLICE

Conduct a Minimum of Two Liquor Compliance Checks. Performance Objective: Complete at least two liquor compliance checks during the budget period. Provide â&#x20AC;&#x153;A Child is Missingâ&#x20AC;? response protocol training for patrol teams. Performance Objective: Complete ACIM training for all new Officers and refresher training for patrol teams and other components of the organization. Complete Forensic Interview Training for Detectives. Performance Objective: Complete forensic interview training for all Detectives during this budget period. Implement DNA Child Identification Project. Performance Objective: Discuss feasibility of program with Administration, advertise and implement program during this budget period. Conduct 2008 CPA Alumni Re-trainer. Performance Objective: Plan and conduct the 2008 CPA re-trainer during this budget period. Obtain successful re-accreditation with on-site scheduled for April 18 through 22. Performance Objective: Re-accreditation awarded in July of 2009 Continue to provide DARE instruction to sixth grade students at St. Susanna Elementary and Mason Intermediate. Performance Objective: Instruct over 1,000 sixth grade students during the school year. Continue to offer Red Ribbon Week presentations to the City of Mason Elementary School children in grades K-3 during Red Ribbon Week in October. Performance Objective: To continue educating approximately 2570 children by giving the Stranger Danger presentation, drug awareness presentation and safety message. Continue to offer Safety Camp to area 6-9 year olds for two weeks during the summer. Work with the Parks and Fire Departments to close the gap between the participation in the partnership. Performance Objective: Improve the working relationship between the three departments to make Safety Camp even better for the campers. Approximately 60 children will be involved with Safety Camp in June 2009 Participate in the Tri-County Mall Law Enforcement Expo in May 2009. Performance Objective: Place in the top three displays at the Expo. Create standardized lesson plans for a variety of prevention related educational topics offered by the police department on a regular basis. Performance objective: Create standardized lesson plans for a variety of educational programs offered by the police department, i.e.; Internet Safety, Stranger Danger, Home Alone, Bicycle Safety; Develop multimedia resources for use in presentations; Documentation of when programs are conducted; Create a list of officers trained and recommended to conduct community presentations.

POLICE

Continue to work on prevention Objectives to combat underage alcohol consumption by local youth. Performance Objective: Participation in Mason Partners in Prevention, the local drug and alcohol coalition in Mason; Participation in nationally recognized prevention programs: ‘Parents Who Host, Lose The Most’, ‘Too Smart To Start’, and Red Ribbon Week; Team with Mason Partners in Prevention and Mason Kiwanis to host a Youth Summit regarding drug and alcohol use in our community; and continue to analyze PRIDE survey data and court data to recognize trends in underage alcohol and drug use. Target high-risk intersections for enforcement and accident reduction. Performance Objective: Conduct a quarterly comparison to see if targeted enforcement is reducing crashes. Continue to work with Engineering and Building to complete intersection and corridorrelated studies. Performance Objective: Respond to any requests for assistance from Engineering and Building.

COST SAVINGS Estimated Estimated Estimated Estimated Projected 2005 2006 2007 2008 2009 The Police Department currently uses FOUR volunteers on an ongoing basis. The volunteers work approximately 40 per week total. These volunteers make case files, file reports and cases, make police report copies and mail to insurance companies and other requesters, assist in answering telephones, greet customers at the lobby window, and perform limited data entry. This has resulted in a reduction in the amount of overtime the clerical staff has had to work and taken the place of hiring a 4th full time clerical person. In 2009 we lost two of volunteers. One took a part time job and is no longer able to volunteer. The other is temporarily out due to a serious family illness. We still anticipate a large cost savings by using volunteers. By using the resources of the Warren-Clinton County Drug Task Force our detectives can focus on other investigations and saves the cost of one investigator. The City of Mason Police Department participates in the Warren County Joint Tactical Response Team. By combining resources with other county law enforcement agencies, we save the cost of manpower and equipment of fielding an eight to twelve-member team. The City of Mason pays manpower and equipment expenses for training and callouts for four members vs. eight. The City of Mason is currently having the Detective Section perform CVSA on prospective employees before scheduling polygraphs. This has the potential to save the $250.00 cost of a pre-employment polygraph. If an applicant is eliminated by the CVSA the conditional offer of employment is withdrawn and the cost of a polygraph, as well as, additional pre-employment testing is saved. By using WebCheck for pre-employment criminal background checks the City has reduced the wait time for receiving the results from 4-6 weeks to 24 hours. This enables Human Resources to make a hiring decision within days instead of weeks. In addition, by charging nonresidents a fee slightly over the fee charged by the state, we collect in approximately $3,000.00 per year. In mid 2007 the capability to perform federal background checks was added. Received funding from Great Wolf Lodge for the cost of a second K-9. Cameras were added to the bullpen area reducing the number of hours guarding prisoners. This increased productivity during hours guarding prisoners and reduced overtime. A court transport van was added which reduced overtime expenses associated with prisoner transports. More prisoners can now be transproted per trip reducing time, gas expense, and maintenance expense. Purchase of cruisers from the state bid contract. The City of Mason Police Department will continue to offer our facility for training in exchange for tuition. Awarded Federal Grant for 50% of cost of soft body armor. Simmunition firearms training was introduced to the firearms program. The equipment allows training within the city which reduces drive time and overtime associated with firearms training for at least one shoot per year. Began using digital cameras for photographs, saving the cost of film and processing of photos. Also time-saving of not having staff take film back and forth for processing. Officer Jeff Burson presented "Drugs that Impair Driving" class to the midnight shift officers. This is a NHTSA class that must be taught by a certified instructor. This class is not offered in Ohio. By Officer Burson teaching this class in-house, we saved tuition and travel expenses for five officers.

57,000

60,000

40,000

43,000

55,000

57,000

62,000

50,000

25,000

10,000

5,500

8,500

10,000

5,000

4,000

3,000

2,000

2,500

5,000

7,000

4,000

2,500

5,000

7,000

5,000

4,000

8,000

10,000

2,000

500

900

1,500

2,000

1,000

1,500

2,000

3,000

1,000

COST SAVINGS Estimated Estimated Estimated Estimated Projected 2005 2006 2007 2008 2009 Trained more officers as evidence technicians in order to staff shifts which reduced the need to call out a detective for basic crime scene processing which saves overtime dollars. Hosted surveillance equipment training in EOC room in exchange for our detectives to attend tuition-free. We saved tuition, hotel, meal, travel expenses. Purchasing of radio batteries from a local vendor that was willing to beat price from previous vendor. By implementing the 4/2 schedule for patrol officers overtime, sick time coverage, and roll call time was reduced thereby creating this savings. The schedule allows more flexibility in scheduling so overtime is avoided when maintaining adequate patrol coverage. By participating with the Center for Local Government in the purchase, maintenance, and use of the Firearms Training System for the Police Department it saves the City to the cost of purchasing the system. Total - Police

2,000

1,000

400

500

250

172,750

186,250

195,750

69,000

30,000 275,900

172,900

City of Mason, Ohio Fund 101.101 : Police Department

2009 Budget

Departmental Budget Detail Account Number

Description

101.101.52110

Salaries and Wages

101.101.52120 101.101.52130

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

2,745,900.47

3,217,188.02

3,449,149.41

3,456,390.38

Retirement

524,109.99

606,922.46

652,620.43

670,243.10

Medical Insurance

599,556.99

707,000.00

693,000.00

101.101.52150

Medicare

31,800.78

38,540.86

42,372.79

50,117.66

101.101.52160

Workerâ&#x20AC;&#x2122;s Compensation

35,576.41

42,296.50

105,244.63

138,255.61

3,936,944.64

4,611,947.84

4,942,387.26

5,008,006.75

79,841.09

46,451.23

55,389.35

48,000.00

4,846.39

2,870.60

5,519.76

6,000.00

84,687.48

49,321.83

60,909.11

54,000.00

136.08

194.05

159.87

250.00

16,322.22

15,833.75

13,814.89

17,000.00

4,327.41

6,468.95

5,870.40

8,000.00

Subtotal Personal Services: 101.101.52210

Training/Meeting Expense

101.101.52220

Memberships/Subscriptions

Subtotal Employee Development: 101.101.52310

Utilities

101.101.52320

Telephone/Pager Service

101.101.52330

Rents & Leases

101.101.52340

Professional Services

77,153.82

59,266.38

70,522.23

75,000.00

101.101.52350

Contracts/Agreements

65,730.62

67,172.87

104,375.03

84,251.00

101.101.52370

Printing & Advertising

18,402.41

3,035.77

4,058.35

5,000.00

101.101.52390

Prisoner Expense

Subtotal Contractual Services:

13,051.75

24,783.25

33,938.25

40,000.00

195,124.31

176,755.02

232,739.02

229,501.00

101.101.52410

Office Supplies

12,042.44

19,061.72

14,373.40

20,000.00

101.101.52420

Operational Supplies

50,484.02

58,589.96

74,120.39

80,203.00

101.101.52430

Repairs and Maintenance

23,464.41

36,564.13

32,256.81

41,000.00

101.101.52440

Small Tools/Minor Equipment/Computers

57,048.38

72,373.80

55,263.25

26,155.00

101.101.52450

Postage

2,139.89

3,069.65

1,232.52

3,000.00

101.101.52470

Fuel

76,129.09

90,836.22

136,419.10

95,000.00

101.101.52480

Uniforms & Clothing

63,578.33

63,281.03

54,927.31

60,000.00

284,886.56

343,776.51

368,592.78

325,358.00

4,501,642.99

5,181,801.20

5,604,628.17

5,616,865.75

Subtotal Supplies & Materials: Totals

Notes: 52340 - Web check $50,000 (charge to customer), Annual Physicals $13,000 52350 - Miami Valley Crime Lab $10,000, Pamet $10,000, LEADS $8,000, Drug Task Force $22,016, Victim Witness Services $20,000, Court Security $5,650, Accrediation $4,195

City of Mason, Ohio Fund 232.101 : Police Crime Prevention Fund

2009 Budget

Departmental Budget Detail Account Number 232.101.52420

Description

2006 Actual Expenditures

Operational Supplies

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

677.05

0.00

Subtotal Supplies & Materials:

677.05

0.00

500.00

Totals

677.05

0.00

500.00

Notes:

500.00

City of Mason, Ohio Fund 233.101 : Law Enforcement Trust (MDF)

2009 Budget

Departmental Budget Detail Account Number 233.101.52340

Description

2006 Actual Expenditures

Professional Services

Subtotal Contractual Services:

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

37.45

0.00

37.45

0.00

5,767.20

0.00

8,000.00

233.101.52420

Operational Supplies

4,711.75

233.101.52440

Small Tools/Minor Equipment/Computers

4,644.22

0.00

Subtotal Supplies & Materials:

9,355.97

5,767.20

0.00

8,000.00

Totals

9,393.42

5,767.20

0.00

8,000.00

Notes:

City of Mason, Ohio Fund 234.101 : Law Enforcement & Education Fund (DUI)

2009 Budget

Departmental Budget Detail Account Number 234.101.52420

Description

2006 Actual Expenditures

Operational Supplies

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

9,464.73

5,027.00

6,160.00

Subtotal Supplies & Materials:

9,464.73

5,027.00

6,160.00

5,000.00

Totals

9,464.73

5,027.00

6,160.00

5,000.00

Notes:

5,000.00

FIRE

DEPARTMENT DESCRIPTION The City of Mason Fire Department is a combination department consisting of 33 career employees (21 career firefighter/paramedics, 6 Fire Lieutenant, 3 career administrative chief officers (one chief, two deputy chief), 2 career firefighter/EMT/Inspectors, 1 career secretary and 31 part-time paid firefighter/EMT and/or paramedics. The Fire Department covers 18 square miles, operating from 2 fire stations, which are staffed 24 hours each day. The Fire Department has eighteen vehicles, which includes one front line rescue pumper (2006), one frontline quint (1999), one reserve quint (1999), one reserve pumper (1993), one 100-foot tower ladder (1997), one heavy rescue/hazardous materials truck (1992), four life squad vehicles (two front line, two reserve), one Battalion 51 command vehicle, one paramedic response vehicle, two fire inspector cars, and additional staff vehicles. These vehicles respond from one of the cityâ&#x20AC;&#x2122;s two fire stations or the administrative office located in the cityâ&#x20AC;&#x2122;s municipal center. The City of Mason Fire Department handles approximately 3,600 fire and medical emergency responses each year. Dispatch is accomplished through the Warren County Emergency Communications and 9-1-1 Center which is located in Lebanon, a city located 10 miles north of Mason. All full time career firefighters are trained to State of Ohio Firefighter Level II (240 hours) and EMT-Paramedic; all part time firefighters carry a minimum Firefighter Level I and EMT-B. Unlike many departments, the City of Mason Fire Department is accredited by the State of Ohio Division of Emergency Medical Services to teach and certify EMT and paramedic continuing education classes. Staff certifications include two EMS Instructors and 17 Special Topics Instructors. In addition to emergency fire and EMS responses, the Fire Department is also responsible for fire prevention, public education, and business inspections. The Fire Inspectors work closely with the Engineering and Building Department on all commercial structural plans reviews and fire pre-plans. _________________________

MISSION STATEMENT The mission of the City of Mason Fire Department is to enhance the quality of life of all those we serve. We will respond safely and quickly with trained, skilled, and compassionate members using the best available equipment to neutralize or reverse any situation of those in need. We will continue aggressive planning, response preparation, and will strive to prevent the need for our emergency services through education and community interaction. A dedicated family of members committed to exceeding the needs shall deliver our services and expectations of those we serve ... anytime, any place, any need. _________________________

FIRE

PERFORMANCE MEASURES 2007

2008

Fire Suppression Number of Fire Runs

1,003

1,206

EMS Number of EMS Runs

2,656

2,611

Fire Prevention Number of business inspections Number of business re-inspection

457 86

457 159

Public Education Programs Number of school / Public education safety trainings

219

137

_________________________

DESCRIPTION OF PROGRAMS

Fire Suppression The Fire Department provides emergency rescue and hazardous materials response for the City of Mason. Two fire stations positioned in the City allow the Fire Division to provide a less than 6-minute average emergency response time. Two stations include: Station 51 located at 135 Mason Montgomery Road and Station 52 located at 5500 Cedar Village Drive. Fire administration offices are located in the Municipal Center. The Department is ready to respond to any type of emergency 24 hours a day. The Department has mutual aid agreements in place with neighboring communities. The City of Mason currently has a “4” ISO Fire Rating Classification. EMS EMS Services are dispatched out of the two fire stations in the City. Each Medic Unit is staffed with at least one Paramedic and one EMT and uses another quick response vehicle to provide another Paramedic on the scene on every Advance Life Support dispatch. All fire trucks are staffed and equipped to provide additional Advance Life Support as needed. The medic crew provides emergency medical services and transport services to area hospitals. EMS Bike Team -- Large-scale events that take place within the City of Mason each year often present a challenge to emergency medical responders. It can be extremely difficult to get an ambulance to a person in need when you have large areas filled with people. In response to these challenges, the City of Mason Fire Department has formed a 2-member “EMS Bike Team” consisting of a basic emergency medical technician and a paramedic. The team uses professional-grade police bikes equipped with the same items one might 97

FIRE

find on an ambulance – automatic defibrillators, intubations kits, advanced life support drugs, and other basic first aid supplies. The bikes enable the team to respond to the scene of a call much faster in large crowds. In situations where minutes count, the implementation of this program has been found to truly make a difference. There are fifteen team members with six members of the department having completed the International Police Mountain Bike Association’s (ICMBA) EMS Cyclist Program. The training program teaches effective cycling techniques and emphasizes EMS-specific concerns, such as cycling with a heavy load, EMS gear management, and scene safety. Lessons also included bike safety, technical cycling, hazard avoidance, maintenance, load placement, and numerous other topics. The ‘EMS Bike Team’ made its debut at the Western-Southern Tennis Masters Series in 2002. Since then, the team assisted with numerous City sponsored events. Fire Prevention Bureau The City of Mason employs two full time Fire Safety Inspectors. Their main job is assist businesses in understanding what it takes to be in compliance with, and to enforce the State of Ohio and local fire codes in the City of Mason. Fire Inspections for Businesses -- The Fire Safety Inspectors inspect all of the City of Mason businesses at least once a year to ensure a safe work environment as well as comply with the State and local fire codes. If and when violations are found, the owner/occupant is given notice to correct the items and are given an appropriate amount of time to make the change and to obtain compliance. The City of Mason Fire Department’s goal is to work with businesses to ensure their continued success by minimizing losses through loss control and fire and emergency prevention. Plan Reviews -- The Fire Safety Inspectors also work closely with the Engineering and Building Department in reviewing all the plans for new subdivisions, buildings and additions to existing structures. They meet with the City of Mason Building Code Official on a weekly basis to review plans and to make sure that all fire safety items are addressed prior to construction. Smoke Alarm and Carbon Monoxide Detector Program -- The Fire Department works with the American Red Cross to provide Smoke Alarm and Carbon Monoxide Detectors to the public. Smoke Alarms and Carbon Monoxide Detectors are installed where there is a need. Also, once a year, the Department selects an area in the City to canvas which includes approximately 200 residences. The goal is to inspect and/or install the necessary Smoke or Carbon Monoxide Detectors as needed. Knox Box Rapid Entry System -- The Knox Box Rapid Entry System is available for business or home use. Safe-like key-entry Knox Boxes are installed on the exterior of a structure. Door keys and information that would be useful in an emergency are placed in the box. In an emergency, the Fire Department will unlock the box and get the key to gain access to a building, reducing damage to the property and risks to the responding firefighters. Also, the Knox Box System is being utilized more frequently in the elderly residential areas within the City. 98

FIRE

Public Education Programs One of the most significant jobs of a Firefighter is our Public Education Program. Our Public Education Coordinator schedules all the Public Education Safety Programs for schools, civic groups, organizations, and businesses and residents requests. Our Fire and EMS Personnel along with the Fire Safety Inspectors teach most of these programs. Fire Safety House -- The Kids Fire Safety House is a very popular program. This fire safety trailer is taken to schools and other locations to help teach children fire escape and safety so they will be able to exit the structure safely. Annual Safety Festival -- The Fire Department proudly sponsors our Annual “Kidz Safety Festival” at Station # 52. We have an average of 400 adults and children which attend this event. The Safety Festival includes valuable safety information about Fire and Life Safety, Bike Safety, Child Car and Booster Seat Safety, Weather Safety and Road Safety. There are several other agencies that volunteer to participate such as, Mason Police, Ohio State Patrol, American Red Cross, Warren County Emergency Management, Cincinnati Children’s Medical Center and Miami Care Flight and there are additional agencies from year to year that assist in our Safety Festival. It has proven to be a worthwhile Educational Experience for both the parents and the children. American Red Cross CPR / AED / First Aid Training -- The Fire Department provides Certified American Red Cross CPR /AED and Basic First Aid Training to both the City Employees and City Residents. The CPR Classes are offered at the Health Care Provider, Heart Saver and Friends and Family Levels of Certification. A lot of training requests are made by City Businesses that employee Health Care Providers, First Responders and utilize an AED (Automatic External Defibrillator) on location. The area residents that need it for Babysitting, Adoption and Foster Care Processing generally request the Basic CPR and First Aid Classes. The American Red Cross Certification is valid for a period of two years. _________________________

DEPARTMENTAL ACCOMPLISHMENTS FOR 2008 Fire Suppression • Revised the organizational structure for the fire department. • Completed testing and promotion of Fire Lieutenants positions. • All Fire Employees completed basic skills assessment held in September. • Live Fire Training Burn Exercise completed. • Completed a fire station locations study on needs assessment. • Acquired land for new station 51 on Mason-Montgomery Rd. • Completed ICS refresher course. EMS • Completed Site Inspection and was approved for Re-Certification by the Cincinnati Academy of Medicine. 99

FIRE

• • • •

Implemented the transmission of EKG over cellular phone service to hospital, including protocols. Implement new Medical signature requirements for EMS runs sheet. Completed Paramedic refresher class for department. Initiated AED/CPR classes for community/businesses.

Fire Prevention • Inspectors worked closely with contractors on major city projects (i.e.) Linder Center of Hope, Prasco etc.. • Continued the Smoke Alarm and Carbon Monoxide Detector Program in conjunction with the American Red Cross Organization in Cincinnati. • Increased the public awareness of the advantages of Residential Knox Boxes. The Knox Box allows Fire personnel to gain access to a business and/or residence in the case of a 911 Emergency. • Implemented new Company Inspection Program to assist with business inspections to increase business employees’ fire and life safety awareness.

Public Education Programs • Held the annual Safety Festival at station 52 in June. This festival provides Fire, EMS and Law Enforcement Safety information.

DEPARTMENTAL GOALS FOR 2009 Fire Suppression • • • • • • •

Establish a department wide training program, including a training matrix for the different positions within the Fire Department. Update information of all business pre-plans on the computer and place all mobile data computers in fire vehicles. Update fire hydrant inspection and testing program in conjunction with water authority. Continue to develop a Local Emergency Response plan along with development of the Emergency operations center. Continue to refine and upgrade a training program and include plans for both local and county training facilities. Implement second phase of Firefighter basic skills. Begin self-assessment of Accreditation.

EMS • Review approximately 25-35 EMS Run Reports on a monthly basis by The Medical Director. • Create an internal EMS Review Board working with the Medical Director for quality assurance purposes. • Implement new skills check offs with Medical Director • Complete the Annual State Pharmacy Board Inspection. 100

FIRE

Fire Prevention • Continue to work closely with the Engineering & Building Department on construction plan reviews. • Implement Computer Software Program (Inspections and Pre-Plans) to improve department effectiveness. • Continue new Company Inspection Program to assist with business inspections to increase business employees’ fire and life safety awareness. Public Education & Safety • Continue our Outreach Program for Public Education, Fire Safety and Injury Prevention. • Research an Elderly Outreach Program to be used to meet the needs of our elderly residents.

_________________________

101

COST SAVINGS Estimated 2005 Facility Maintenance and Repairs handled through the Public Works Department. Approximately 300 Hours per year estimated. Cost Savings based on $25.00 Per Hour (2000-2003) and $75.00 Per Hour FD Quints(s) and Tower Monthly Maintenance Agreement with The Fire Apparatus Service Technician who provides expert maintenance for these three pieces of specialized fire apparatus. Approximately 100 Hours per year estimated. FD Apparatus Maintenance and Repairs completed by Public Works Mechanics; by handling such equipment maintenance and repair inhouse; the City has substantially more control over both costs and quality of service. Approximately 500 Hours per year estimated. Cost Savings based on $25.00 Per Hour (2000-2003) and $75.00 per FD Bulk Station/Administrative Office Supply Order; purchasing office supplies quarterly reduces overall Fire administrative costs. FD Bulk Station Maintenance/Janitorial Supply Orders/Grainger; quarterly bulk purchasing reduces costs of facility maintenance. FD Administrative and Fire Station Copier Purchases on Contracted Pricing (2005-2008). Established new policy for ideling fire equipment, saving fuel and wear and tear. Savings shown for only fuel. 2008 figured on 1832 Total - Fire

102

Estimated 2006

Estimated 2007

Estimated 2008

Projected 2009

37,500

40,000

42,500

45,000

20,000

23,000

26,000

29,000

25,000

12,500

15,000

17,500

20,000

2,500

3,000

3,500

4,000

2,500

3,000

3,500

4,000

2,500

$84,000

$93,000

5,500 $107,500

7,500 $84,000

2,000

$77,000

City of Mason, Ohio Fund 211.102 : Fire & Emergency Services Fund

2009 Budget

Departmental Budget Detail Account Number

Description

211.102.52110

Salaries and Wages

211.102.52120

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

2,505,140.58

3,004,615.79

2,921,809.36

3,332,116.71

Retirement

404,906.15

519,541.55

541,310.03

635,128.41

211.102.52130

Medical Insurance

465,462.55

427,794.00

441,000.00

469,000.00

211.102.52150

Medicare

35,972.94

43,207.73

41,738.72

48,315.69

211.102.52160

Workerâ&#x20AC;&#x2122;s Compensation

Subtotal Personal Services: 211.102.52210

Training/Meeting Expense

211.102.52220

Memberships/Subscriptions

142,305.63

169,185.98

103,503.03

133,284.67

3,553,787.85

4,164,345.05

4,049,361.14

4,617,845.48

76,393.60

289,555.75

80,979.73

85,000.00

Subtotal Employee Development:

2,793.00

4,431.99

1,848.09

4,200.00

79,186.60

293,987.74

82,827.82

89,200.00

211.102.52310

Utilities

34,937.86

38,497.20

38,240.54

45,000.00

211.102.52320

Telephone/Pager Service

31,955.56

31,575.71

32,488.94

32,000.00

211.102.52340

Professional Services

150,811.45

118,392.33

145,194.24

175,000.00

211.102.52350

Contracts/Agreements

26,404.65

19,615.40

18,870.71

25,000.00

211.102.52360

Insurance

95,808.80

70,303.20

63,600.75

100,000.00

211.102.52370

Printing & Advertising

Subtotal Contractual Services:

17,156.60

18,514.90

27,522.17

20,000.00

357,074.92

296,898.74

325,917.35

397,000.00

8,099.65

4,994.42

2,818.90

5,000.00

211.102.52410

Office Supplies

211.102.52420

Operational Supplies

128,145.72

123,780.56

89,577.81

97,000.00

211.102.52430

Repairs and Maintenance

113,056.90

151,705.66

124,190.19

150,000.00

211.102.52440

Small Tools/Minor Equipment/Computers

247,653.47

104,779.93

45,596.47

57,000.00

211.102.52450

Postage

626.29

1,024.26

497.88

1,000.00

211.102.52470

Fuel

63,932.34

64,978.67

86,285.58

90,100.00

211.102.52480

Uniforms & Clothing

49,301.07

46,653.52

36,396.68

50,000.00

610,815.44

497,917.02

385,363.51

450,100.00

Subtotal Supplies & Materials: 211.102.52510

Land & Land Improvement

0.00

673.66

0.00

211.102.52520

Buildings/Building Improvements

0.00

20,799.57

0.00

211.102.52550

Vehicles/Vehicular Equipment

454,688.90

155,798.63

44,634.94

0.00

211.102.52580

Machinery & Equipment

4,889.93

0.00

211.102.52599

Special Equipment

Subtotal Capital Outlay: 211.102.52710

Transfers Out

149,628.71

0.00

609,207.54

155,798.63

66,108.17

0.00

1,200,000.00

800,000.00

0.00

Subtotal Transfers Out:

1,200,000.00

800,000.00

0.00

Totals

6,410,072.35

6,208,947.18

4,909,577.99

5,554,145.48

Notes: Fuel is a projection of what we will need for 2008 with a 15% reduction in usage this year.

103

City of Mason, Ohio Fund 212.102 : Fire & Emergency Services - Capital

2009 Budget

Departmental Budget Detail Account Number

Description

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

212.102.52510

Land & Land Improvement

0.00

212.102.52520

Buildings/Building Improvements

0.00

6,000,000.00

Subtotal Capital Outlay:

0.00

6,000,000.00

Totals

0.00

6,000,000.00

Notes:

104

PARKS & RECREATION

DESCRIPTION OF DEPARTMENT The City of Mason’s Parks and Recreation Department is responsible for enhancing the lives of our citizens by providing quality parks & recreation facilities and programs. It manages 302 acres of parks, with an additional 250 acres of open space recently acquired for future development. The 54-acre Mason Sports Park was completed, with a grand opening celebration on April 19, 2008. The existing parks are home to athletic fields, basketball and tennis courts, 9-hole disc golf course, picnic shelter areas, fishing lakes, hiking trails, playgrounds, and the Lou Eves Municipal Pool. The 158,300 square foot Mason Community Center, one of the largest public recreation facilities in Ohio, offers two indoor pools, gym and field house space, an indoor track, fitness areas, meeting rooms, and an array of programs for all ages and interests. These parks, facilities and programs are an important component of what makes Mason a great place to live, recreate, and work. _________________________ MISSION STATEMENT We are committed to enhancing the quality of life for the community by preserving open space, providing exceptional facilities and programs that encourage health, fitness, learning and enjoyment, as well as opportunities for community involvement. _________________________ PERFORMANCE MEASURES 2007

2008

Recreation Number of camps offered Number of summer camp participants Number of programs offered Number of community wide specials events Number of fitness and wellness programs Number of bridge programs offered to seniors Number of swimming participants

58 2,056 6,446 49 102 100 11,340

59 2,012 8,352 63 102 152 9,613

Parks Number of fishing passes sold • Season • Daily Pounds of fish stocked Number of acres of parks maintained Number of trees planted Number of flower beds added Amount of material added to ball fields (ton) Number of Eagle Scout projects

340 311 6,149 299 53 5 40 0

377 377 5,250 300 58 8 80 5

105

PARKS & RECREATION

Number of park shelter rentals Facilities Number of passes issued at community center Number of on-line registration sessions Number of community center rentals Number of swim team members Number of outdoor pool passes sold • Season • Daily

362

353

16,835 7,789 151 250

9,163 7,946 176 250

1,035 10,742

891 7,413

_________________________ DESCRIPTION OF PROGRAMS Recreation The recreation division is responsible for city programs and special events that occur in the parks, Mason Community Center, and other local facilities. In 2008, the recreation staff developed over 2,000 types of programs and over 60 community wide special events. Recreation programs at the Community Center include a variety of over 90 fitness and wellness programs and classes, 100’s of birthday parties, over 14,000 swimming participants, the Manta Ray USA year-round swim team program with 250 youth. Over 575 volunteers served our community. There were also 58 camps offered in 2008 totaling over 2,000 participants. Over 100 Bridge programs were offered to adults 55 years and older. Parks and Recreation Scheduling - includes the coordination and scheduling of all user groups for parks. This includes both external user groups (rentals; sports organizations, etc.) and internal users (department/schools, and other city programs). In 2007, Mason City Council supported a Youth Sports Manual, which requires a National Alliance for Youth Sports coaches training for youth coaches. In 2008 out of hundreds of applicants on a national level we were nominated for the Excellence in Youth Sports Award. Parks The parks division is responsible for the maintenance of seven parks and facilities totaling over 300 acres. The Parks and Facilities include the following: Meadows Park (5 acres), Quinn Park (10 acres), Corwin Nixon Park (53 acres), Heritage Oak Park (80 acres), Pine Hill Lakes Park (84 acres) Frank Hosea Woods Park (14 acres), Memorial Park (15 acres), Kings Mills Lodge, Lindemann Lane property (>1 acre) and the new Mason Sports Park (54 acres). Staff also assists with other duties such as the set-up and clean up of community wide special events as well as the preparation of athletic fields, picnic shelters, and other park facilities for community/individual use. Facilities The facilities team of the Mason Parks & Recreation Department, under the leadership of the Facilities Manager, is responsible for three primary areas of responsibility with tertiary goals under each.

106

PARKS & RECREATION

Facility Operations - the facilities team oversees all operational aspects of the Parks & Recreation Department facilities including: the Mason Community Center and the Lou Eve’s Municipal Pool. Customer Service & Safety - while customer service and safety are an integral part of operations; the facilities team of the department shoulders the responsibility of the primary customer service contact point for the department at the Mason Community Center front desk. The team is also the primary source of Red Cross training for most department staff and oversees all safety operations at the Mason Community Center and the Lou Eves Municipal Pool. These areas are highly interconnected. The facilities team also works in cooperation with the other two department teams, Recreation and Parks Maintenance, in a support role and as part of the overall department team to accomplish goals set forth by the department Director. _________________________ DEPARTMENTAL ACCOMPLISHMENTS FOR 2008 Recreation • Created or expanded several new camps including cheer groups, clay camp, baseball and softball leagues, etc. for an increase in program revenues. • Partnered with Cincinnati Ballet, and developed a Mason Academy Site. • Acquired $6,400 in sponsorship for Bridge activities. • Received donation from Tennis Tournament to add four new computers to the computer lab. • Implemented multiple new camps in cooperation with Sky Hawks at Heritage Oak Park. • Expanded Yoga classes and ran our first “ZUMBA” marathon. • Extended the Camp Little Feet program on Fridays through the school year. Parks • •

• • • • •

The City’s July 3rd event, Red, Rhythm, and Boom, was a huge success facilitating the NIMS system. Corwin Nixon Park welcomed 30,000 people to celebrate our countries freedom. Worked with the Mason City Schools in providing field space for school sports, such as softball, baseball, tennis, and cross country. Maintenance staff also worked with the schools on the Senior Picnic, class picnics, field days and actual high school classes held in Pine Hill Lakes Park. Partnered with Cincinnati Reds and Prasco to host the 1st Annual Reds Rookie Success League at the Mason Sports Park. Hosted the CABA World Series at Corwin Nixon Park. Worked with numerous non for profit organizations with camps, runs, festivals and projects Replaced the gaskets and lights and changed the oil filters on the hydraulic pump at the indoor pool at the Community Center. Soccer fields at Corwin M. Nixon Park and Heritage Oak Park were rolled, eliminating holes and ruts benefiting area soccer organizations. 107

PARKS & RECREATION

•

Staff members, Darryl Davis and Don Allen were certified as Playground Safety Inspector and Don Allen, Dean Taylor, Dave Jandes, and Troy Applegate received his Pesticide license. Devon Martin recertified his Pesticide license.

Facilities • Contracted park and outdoor pool concessions to Homemade Dreams and Mustard’s Last Stand, approximately $16,608 in revenue was returned to the City. • Pine Hill Lodge increased its usage by holding multiple Parks & Recreation nature programs and camps in the facility. • Maintenance Staff located a growing leak in the tot pool and temporarily fixed the problem at Lou Eves Municipal Pool facility. • Maintenance Staff performed major cleanup of two City-owned properties at David Lane and Lakeview Drive. • Homemade Dreams began operating the Mason Community Center Café. • A new part-time and seasonal employee recognition/incentive program was developed to encourage retention and development. • Developed and implemented VIP pass program for the community center. _________________________ DEPARTMENTAL GOALS FOR 2009 Recreation • Create programs and increase participation in existing programs for all ages that provide revenues. • Increase the wellness programs for women. Develop a Body and Mind event, Fitness Matters that is geared towards nutrition as well as training techniques. • Expand the gymnastics program to the next phase to build participation and leadership. • Secure at least one sponsor for every special event. • Add 4 enrichment programs and build revenue. Parks • Work with the local Boy Scouts on Eagle Scout projects and Girl Scout projects that will make improvements to our current parks and facilities. • Develop a Special Event Rental policy, for use by non-profit to holding sporting events and programs in the city’s parks. • Develop an all-inclusive playground concept and design including site planning with Park Foundation and Park Board. • Develop a plan for stabilizing the buildings at Castle Park. • All sport coaches will be required to be certified by NYSA per the Youth Sports Policy Manual, adopted by City Council. • Develop the partnership and plan the expansion of the Mason Community Center with Tri-Health. • Restructure and organize the Park Maintenance Facility • Replace backstops at Corwin Nixon with new fencing. 108

PARKS & RECREATION

Facilities • Increase the efficiency of the Mason Community Center through an effective VIP membership program, an emphasis on programs and services and customer retention. • Continue to build upon the VIP membership and potential community partnerships. • Continue to provide full service café at the Mason Community Center and build on the partnership with Homemade Dreams. • Update the department Fees and Charges Policy Manual to reflect changes in policy and methods to optimize revenues. • Complete partnership with Tri-Health and Group Health Associates, facilitating additional programs and revenue streams at the community center. • Begin process of facilitating community sports programs through the community center. • Focus on “Healthy Community” initiative for 2009. _________________________

109

COST SAVINGS

Volunteer basketball coaches. Power Systems %10 discount and new wipes for Fit. Floor ERC Worked with Mason School District to reduce overtime charges for maintenance/custodial work at Mason Community Center. Maintenance staff was able to complete various projects reducing outside contractor costs. Use of swim team parent volunteers to run swim meets team administration. Saves 6000 hours at $8.00 per hour. Volunteers for special events (not including Basketball and Manta Rays). Reorganized autumn special event (now Autumn Fest) Volunteers for speakers and instructors:BRIDGE. Utilized a seasonal scheduling policy for customer service staff at the Mason Community Center and Lou Eves Muncipal Pool, eliminating approx. 1000 man hours@average $8.00 per hour. Utilized salaried staff and volunteers to instruct fitness classes. Reduced overtime by cutting the lips off of infields to save on drying time. Through becoming a training site for the American Red Cross and allowing them to offer classes at the Community Center, the City receives gratis passes for classes and a waiver on the processing fee for every certification given. Sponsors for the BRIDGE coffee supplies. Volunteers from the BRIDGE have staffed many Special Events and helped during operating hour. Utilized parks & recreation maintenance staff and public utilities staff to assist with pool maintenance issues, Lou Eves Muncipal Pool and Community Center. Sponsors for the BRIDGE lunches. Ad sales for BRIDGE Map, reducing our publication costs. Volunteers from the BRIDGE worked the ATP Tennis Tourney, donation was given to the BRIDGE. Price comparisons and vendor proposals in products and services. Use of e-mail to send newsletters, meet info, meet entries, and overall communication instead of copies. Banners were reused only changing the dates for many special events in the parks. Utilized volunteer camp counselors for Nature Day Camp, 90 man hours at $10.64 per hour. Staff will plant large trees throughout the parks Eliminated three fitness specialist shifts for a savings of 1352 man-hours per year at $10.64 per hour. Flower beds and bird blinds were created and installed by Boy Scout projects Sponsor for Chair Volleyball

Estimated 2006 87,040

Estimated Estimated 2007 2008 88,000 88,000

Projected 2009 86,050 1,408

55,138

50,000

51,000

50,000

20,000

43,740

45,000

48,000

14,820

15,000

23,000

9,446 8,130

9,500 8,000

7,460 6,300

8,000

6,600

7,000

5,200

4,000

2,700

2,000

3,800

4,000

3,600

1,246

3,000

2,600 1,800

2,600 2,000

3,280 1,840

2,000

2,200

1,000

958

1,000

6,400

6,960

14385

9576

14,385

4,000 350

Utilized Community groups to paint Pine Hill Lodge garage, ramp, deck and mulch areas Sponsor for Raskals

400

2,000

Received donations from Mason SAY Soccer to reseed the soccer fields Use of sponsors/donations to purchase computer equipment and supplies for swim team. Total - Parks & Recreation

2,000

500

2,000

306,964

299,420

10,000 336,057

110

2,000

429

325,085

City of Mason, Ohio Fund 101.301 : Recreation Programs

2009 Budget

Departmental Budget Detail Account Number

Description

101.301.52110

Salaries and Wages

101.301.52120

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

128,938.83

166,290.51

201,992.87

326,819.92

Retirement

17,738.73

22,910.37

28,039.11

45,754.79

101.301.52130

Medical Insurance

25,787.40

28,000.00

32,200.00

28,000.00

101.301.52150

Medicare

1,869.78

2,411.16

2,916.74

4,738.89

101.301.52160

Workerâ&#x20AC;&#x2122;s Compensation

Subtotal Personal Services: 101.301.52210

Training/Meeting Expense

101.301.52220

Memberships/Subscriptions

5,978.87

7,108.23

8,770.39

13,072.80

180,313.61

226,720.27

273,919.11

418,386.40

4,176.30

4,622.84

3,150.12

5,000.00

Subtotal Employee Development:

498.00

364.00

335.08

500.00

4,674.30

4,986.84

3,485.20

5,500.00

101.301.52320

Telephone/Pager Service

0.00

3,661.00

0.00

101.301.52330

Rents & Leases

0.00

2,128.00

0.00

101.301.52340

Professional Services

8,811.83

3,755.87

1,534.74

3,000.00

101.301.52350

Contracts/Agreements

235,346.27

299,973.25

352,783.36

470,850.00

101.301.52370

Printing & Advertising

Subtotal Contractual Services:

14,485.68

17,730.89

23,650.52

17,000.00

258,643.78

321,460.01

383,757.62

490,850.00

438.43

27.09

2,150.83

2,000.00

26,670.96

98,785.61

63,620.44

69,000.00

0.00

2,926.78

0.00

101.301.52410

Office Supplies

101.301.52420

Operational Supplies

101.301.52440

Small Tools/Minor Equipment/Computers

101.301.52450

Postage

250.00

0.00

100.00

101.301.52480

Uniforms & Clothing

720.00

76.50

250.00

500.00

28,079.39

98,889.20

68,948.05

71,600.00

Refunds

13,285.00

3,033.00

9,972.50

5,000.00

Subtotal Refunds & Reimbursements:

13,285.00

3,033.00

9,972.50

5,000.00

484,996.08

655,089.32

740,082.48

991,336.40

Subtotal Supplies & Materials: 101.301.52810 Totals

Notes: 52340 - RRB band contract deposit 2010 ($175,000) opening act 2009 ($4,000), stage sound ($16,000), LED screens ($28,000), fireworks contract ($28,000), Thunderbolt ($16,000), staging ($18,000), backstage RVs ($2,600), tents ($24,000), bus shuttles ($7,200), kids zone ($19,000), skydiver ($3,000) strolling entertainment ($3,000) special event insurance ($8,000), cancellation insruance ($10,000). Summer Concert Series ($19,000), Camp Contracts ($43,000), Autumn Fest ($20,000)

111

City of Mason, Ohio Fund 101.302 : Parks

2009 Budget

Departmental Budget Detail Account Number

Description

101.302.52110

Salaries and Wages

101.302.52120

Retirement

101.302.52130

Medical Insurance

101.302.52150

Medicare

101.302.52160

Workerâ&#x20AC;&#x2122;s Compensation

Subtotal Personal Services: 101.302.52210

Training/Meeting Expense

101.302.52220

Memberships/Subscriptions

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

520,876.94

552,861.54

608,511.20

774,110.74

77,873.75

83,912.54

91,988.65

118,371.49

103,149.60

112,000.00

126,000.00

7,539.99

7,983.56

8,724.17

11,224.61

17,601.52

20,926.30

21,925.96

30,964.43

727,041.80

777,683.94

857,149.98

1,060,671.27

16,581.10

20,603.99

11,288.41

20,000.00

2,367.00

2,617.05

3,635.21

3,000.00

18,948.10

23,221.04

14,923.62

23,000.00

56,696.72

58,152.73

113,671.41

108,000.00

Subtotal Employee Development: 101.302.52310

Utilities

101.302.52320

Telephone/Pager Service

7,281.03

9,030.29

13,153.53

8,000.00

101.302.52330

Rents & Leases

6,770.60

2,308.14

425.00

1,500.00

101.302.52340

Professional Services

44,402.81

47,554.65

26,863.62

65,000.00

101.302.52342

Engineering Services

0.00

15,000.00

0.00

101.302.52350

Contracts/Agreements

38,299.91

35,074.00

20,997.00

39,000.00

101.302.52370

Printing & Advertising

Subtotal Contractual Services:

46,325.38

34,827.97

13,306.56

35,000.00

199,776.45

201,947.78

188,417.12

256,500.00

10,278.44

4,150.07

4,377.05

5,000.00

182,660.31

171,512.04

167,206.75

184,000.00

101.302.52410

Office Supplies

101.302.52420

Operational Supplies

101.302.52421

Snow Expense

4,921.18

1,151.84

9,342.18

14,000.00

101.302.52422

Regulatory Signs

2,073.90

6,471.07

6,155.17

0.00

101.302.52424

Concessions

2,073.90

0.00

101.302.52430

Repairs and Maintenance

54,537.53

56,235.28

32,137.99

55,000.00

101.302.52440

Small Tools/Minor Equipment/Computers

7,073.34

2,056.82

1,573.61

2,000.00

101.302.52450

Postage

1,222.24

392.32

257.34

2,500.00

101.302.52460

Chemicals

27,897.39

39,359.13

31,076.37

45,000.00

101.302.52470

Fuel

20,154.41

20,505.78

32,279.91

35,000.00

101.302.52480

Uniforms & Clothing

Subtotal Supplies & Materials: 101.302.52510

Land & Land Improvement

101.302.52570

Recreation/Playground Equipment

6,032.05

9,170.22

9,415.69

9,000.00

318,924.69

311,004.57

293,822.06

351,500.00

32,976.72

0.00

0.00 0.00

0.00

14,729.00

0.00

32,976.72

14,729.00

0.00

1,297,667.76

1,328,586.33

1,354,312.78

1,691,671.27

Subtotal Capital Outlay: Totals

Notes: 52310 - Parks maintenance facility ($14,000), MSP sports lighting ($10,000), MSP electric ($10,000), MSP irrigation and water ($15,000), HO Park court lighting ($3,000), Lodge ($3,000), buildings at Nixon and HO ($29,000), Pine Hill Lakes VIP building ($12,300), Nixon sports lighting ($6,000), Parks ($5,000) 52420 - lake stocking ($15,000), topsoil & mulch ($25,000)

112

City of Mason, Ohio Fund 101.304 : Swimming Pool

2009 Budget

Departmental Budget Detail Account Number

Description

101.304.52110

Salaries and Wages

101.304.52120

Retirement

101.304.52130

Medical Insurance

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

108,291.56

119,462.37

141,817.28

191,509.94

14,842.62

16,520.81

19,854.48

26,811.39

0.00

8,400.00

0.00

101.304.52150

Medicare

1,570.19

1,731.75

2,056.28

2,776.89

101.304.52160

Workerâ&#x20AC;&#x2122;s Compensation

4,542.01

5,399.96

6,577.79

7,660.40

129,246.38

143,114.89

178,705.83

228,758.62

0.00

678.12

934.00

1,000.00

0.00

678.12

934.00

1,000.00

15,487.45

16,836.16

17,132.14

19,000.00

1,969.39

0.00

1,220.00

1,300.00

0.00

709.00

500.00

490.00

812.88

500.00

9,067.45

9,657.50

15,340.09

14,000.00

0.00

576.12

600.00

300.00

27,014.29

27,559.78

35,814.11

35,600.00

0.00

645.00

50.00

25,242.34

28,873.29

12,863.36

20,000.00

0.00

850.00

521.00

0.00

10,405.35

10,637.93

6,559.91

12,000.00

Subtotal Personal Services: 101.304.52210

Training/Meeting Expense

Subtotal Employee Development: 101.304.52310

Utilities

101.304.52320

Telephone/Pager Service

101.304.52330

Rents & Leases

101.304.52340

Professional Services

101.304.52350

Contracts/Agreements

101.304.52370

Printing & Advertising

Subtotal Contractual Services: 101.304.52410

Office Supplies

101.304.52420

Operational Supplies

101.304.52422

Regulatory Signs

101.304.52430

Repairs and Maintenance

101.304.52440

Small Tools/Minor Equipment/Computers

845.30

15,347.30

12,068.70

5,000.00

101.304.52450

Postage

250.00

0.00

237.53

0.00

101.304.52460

Chemicals

6,490.58

7,095.07

7,576.25

8,500.00

101.304.52480

Uniforms & Clothing

0.00

2,441.35

1,675.36

2,000.00

43,233.57

65,244.94

42,147.11

47,550.00

Refunds

815.00

26.50

2,462.05

200.00

Subtotal Refunds & Reimbursements:

815.00

26.50

2,462.05

200.00

200,309.24

236,624.23

260,063.10

313,108.62

Subtotal Supplies & Materials: 101.304.52810 Totals Notes:

113

City of Mason, Ohio Fund 101.405 : Environmental

2009 Budget

Departmental Budget Detail Account Number 101.405.52370

Description

2006 Actual Expenditures

Printing & Advertising

Subtotal Contractual Services: 101.405.52420

Operational Supplies

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

0.00

400.00

0.00

400.00 2,000.00

3,803.50

2,230.84

220.00

Subtotal Supplies & Materials:

3,803.50

2,230.84

220.00

2,000.00

Totals

3,803.50

2,230.84

220.00

2,400.00

Notes: Earth Day t-shirts, advertising and promotion

114

City of Mason, Ohio Fund 630.306 : Community Center

2009 Budget

Departmental Budget Detail Account Number

Description

630.306.52110

Salaries and Wages

630.306.52120

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

1,088,765.21

1,128,216.47

1,173,784.04

1,230,467.19

Retirement

149,174.54

155,640.25

162,667.09

172,265.41

630.306.52130

Medical Insurance

128,936.99

168,000.00

141,400.00

154,000.00

630.306.52150

Medicare

15,739.75

16,346.36

16,869.03

17,841.77

630.306.52160

Workerâ&#x20AC;&#x2122;s Compensation

25,242.21

30,010.25

43,851.93

49,218.69

630.306.52180

Vehicle Allowance

0.00

6,400.00

1,407,858.70

1,498,213.33

1,538,572.09

1,630,193.05

8,534.36

6,863.78

3,196.36

5,000.00

439.00

1,066.14

1,479.06

2,000.00

8,973.36

7,929.92

4,675.42

7,000.00

Subtotal Personal Services: 630.306.52210

Training/Meeting Expense

630.306.52220

Memberships/Subscriptions

Subtotal Employee Development: 630.306.52320

Telephone/Pager Service

17,786.12

14,473.34

8,508.26

20,000.00

630.306.52330

Rents & Leases

10,155.06

9,223.56

6,320.86

9,000.00

630.306.52340

Professional Services

25,391.29

4,780.55

14,821.17

25,000.00

630.306.52350

Contracts/Agreements

313,500.67

2,175,961.81

1,201,784.07

1,144,871.00

630.306.52360

Insurance

7,083.00

7,090.00

0.00

7,100.00

630.306.52370

Printing & Advertising

Subtotal Contractual Services: 630.306.52410

Office Supplies

630.306.52420

Operational Supplies

630.306.52430

Repairs and Maintenance

630.306.52440

Small Tools/Minor Equipment/Computers

630.306.52450

Postage

630.306.52460

Chemicals

630.306.52480

Uniforms & Clothing

Subtotal Supplies & Materials: 630.306.52540

51,039.11

46,047.94

40,322.65

50,000.00

424,955.25

2,257,577.20

1,271,757.01

1,255,971.00

8,694.56

11,671.29

3,918.91

9,500.00

89,530.89

111,087.37

103,323.50

97,000.00

3,965.63

14,230.10

22,851.44

15,000.00

22,819.22

42,867.76

35,999.65

90,000.00

5,300.00

5,225.00

5,289.22

9,800.00

10,266.39

10,054.63

8,414.88

11,000.00

6,697.82

3,301.50

5,673.95

7,000.00

147,274.51

198,437.65

185,471.55

239,300.00

11,115.00

0.00

11,115.00

0.00

28,224.66

19,027.82

12,472.35

30,000.00

Computers/Computer Equip.

Subtotal Capital Outlay: 630.306.52810

Refunds

630.306.52830

Remittances

127.59

111.15

58.17

0.00

28,352.25

19,138.97

12,530.52

30,000.00

2,028,529.07

3,981,297.07

3,013,006.59

3,162,464.05

Subtotal Refunds & Reimbursements: Totals Notes:

115

ENGINEERING & BUILDING

DESCRIPTION OF DEPARTMENT The Engineering and Building Department plays a major role in the City of Mason's continued growth and its international reputation for excellence. The department is composed of three divisions: Engineering, Building, and Planning, overseen by the City Engineer, Chief Building Official, and City Planner, respectively. As the name implies, the department is responsible for initial conception, planning, engineering, design, and building of municipal projects and review of all stages of private and public construction. As Mason grows, Engineering and Building is the first department to feel the impact, ensuring that well thought-out plans are in place, updated and followed, and that the final product is inspected to adhere to plans. All these functions are crucial to guiding and building the future of Mason. Each member of the department knows his or her job is an important link in the process of providing an excellent community for residents and for building civic pride. The City of Mason continues to be a highly desirable place to work and to live. It also represents a tremendous workload for the Engineering and Building Department. Each division is proud of its continuous ability to accomplish the enormous amount of work it takes to manage our growing community. By prioritizing projects, interacting, and communicating with all City departments, the Engineering and Building staff is able to accomplish aggressive deadlines and stay within budget.

_________________________

MISSION STATEMENT Driven by the needs of the community, we continually strive to redefine the role of responsive government to enhance the quality of life in the City of Mason. We will accomplish this by actively and effectively working together with other departments and community members to create and preserve a city that sets the standard for successful growth and development.

__________________________

116

ENGINEERING & BUILDING

PERFORMANCE MEASURES

Engineering Number of lane miles resurfaced Grant application (Issue 1, STP) applied for Infrastructure improvements (Sidewalk Program) Infrastructure improvements (Street Program) Traffic Signal Complaints/Maintenance Calls Stormwater Utility Floodplain permits and information requested Number of storm sewer construction activities completed Number of New Commercial Stormwater accounts updated New Residential ERUs Added Number of Commercial ERUs Added Total ERUs Billed Monthly Geographic Information System Continue to create and update a variety of maps Planning Number of planning commissions meetings Number of zoning board of appeals meetings Number of design review board meetings Number of submittals for planning commission Number of submittals for zoning board of appeals Number of submittals for design review board Number of lot splits Weed control program â&#x20AC;˘ Number of violation letters sent â&#x20AC;˘ Number of properties mowed Number of landscape violations letters sent Building Value of building permits issued Number of building inspections Number of building permits issued Number of zoning certificates issued Number of right-of-way permits

2007

2008

8.80 $1,000,000 $99,800 $899,400 209

6.46 $4,816,940 $99,900 $884,000 158

15 20 18 168 449.4 22,803

12 16 19 49 371.4 23,223

520

550

10 11 7 61 33 9 12

12 10 5 54 23 8 4

63 9 1

71 10 1

$112,285,631 $104,000,000 3,964 3,462 824 779 4 2 91 57

Facility Maintenance Community space usage per room/meeting (internal and external) 1,200 _________________________

117

1,075

ENGINEERING & BUILDING

DESCRIPTION OF PROGRAMS ENGINEERING The Engineering Division plans and oversees new road construction, traffic signals, building sites, new subdivisions, stormwater administration, grant applications, floodplain management, geographical information system, and improvement projects such as street resurfacing, maintenance, and street striping. The division also works with the Ohio Valley Development Council to maintain open communication with builders and developers and participates in the Ohio Public Works Commission, District 10Intergrating Committee to seek Issue 1 funds (formerly Issue 2) for construction projects. STORMWATER UTILITY The Stormwater Section is responsible for appropriately using stormwater funds by planning and overseeing storm sewer construction and maintenance projects throughout the city. The office provides utility billing updates, administers stormwater policies and procedures, assures compliance with Ohio EPA NPDES Phase II requirements, Storm Water Management Program (SWMP), and floodplain management. GEOGRAPHIC INFORMATION SYSTEM Government agencies are now required to inventory all assets, including underground pipes, manholes, curbs, gutter, streets, sidewalks, bike paths, etc. The Cityâ&#x20AC;&#x2122;s Geographic Information System (GIS) allows a visual analysis of this data to create an extremely helpful tool for virtually every department in the City. GIS is used to make the City of Mason Street Map and is used daily to make customized maps, such as safe landing zones for Lifeflight, or locations of bike paths or detour routes. Maps are also generated to analyze data, like showing the locations of the majority of traffic tickets, to pinpoint the location of pass holders to the recreation center, or to determine where the majority of Fire Department runs are located. Engineering and Building also uses GIS for documents referred to daily, like zoning maps, the thoroughfare plan, and an inventory of available industrial and office land. PLANNING The first step for new construction projects within the City of Mason is to submit plans to the Planning Division. The City Planner meets with developers for residential, commercial, and industrial projects and also reviews plans and makes recommendations to the Planning Commission and the Zoning Board of Appeals. New projects affect city codes, such as the thoroughfare plan, comprehensive plan, zoning regulations, subdivision regulations, bicycle and pedestrian master plan, landscape code, and the sign code. These codes have to be reviewed every couple years and updated as needed. The Planning Division is responsible for making sure the required and proposed landscaping materials have been planted before a certificate of occupancy is issued. Enforcement of the cityâ&#x20AC;&#x2122;s weed ordinance is another priority of this division. BUILDING The Building Division administers several codes that provide the minimum standards for the construction of safe buildings, including the building, electrical, and mechanical codes. Permits are required for new construction, additions, alterations, remodeling and electric, including swimming pools, decks, and sheds. The Residential Code of Ohio 118

ENGINEERING & BUILDING

(now a state document) regulates the construction of one, two, and three-family residential dwellings and accessory buildings; the Ohio Building Code regulates all other types of buildings. The Building Division also assists with plan review and enforcement for the Zoning Code, for single family projects and signs. FACILITY MAINTENANCE Facility Maintenance strives to provide a workplace environment that enhances the ability of all other departments to accomplish their goals. This division is also assigned the task of protecting and prolonging the useful life of city assets, including all buildings and associated equipment. The department is responsible for scheduling State mandated inspections for boilers, fire alarms, fire sprinklers, elevators, and fire extinguishers. It seeks to reduce operating expenses through energy management programs and by maintaining equipment in peak operating condition. In addition, facility manager assists various civic and business groups in the use of the community space within the Municipal Center. _________________________ DEPARTMENTAL ACCOMPLISHMENTS FOR 2008 Engineering â&#x20AC;˘ Administered contract documents, bidding, letting, construction inspections, and change orders on the following municipal construction contracts: o Managed construction of the Mason Sports Park. Park was dedicated and opened to public on April 19, 2008. o Design of Western Row Widening project was completed, however, at the request of the City Council design was modified to include right turn only lanes at Mason-Montgomery Road and Western Row Road. Project was advertised for bids in Spring 2008. Project is under construction and scheduled to be complete in December 2009. o Managed and constructed the Downtown Streetscape and MasonMontgomery Road Widening projects. Downtown Dedication ceremony occurred on August 17, 2008. o Managed the annual Street Striping Program o Managed the Street Maintenance & Resurfacing Program, which included several projects for the Parks and Recreation Department, resurfacing work at the Golf Center, a new bike path from David Lane to Nixon Park and construction of Alliance Drive. The City once again partnered with Deerfield Township to combine projects for the Street Resurfacing Program, which was over $2 million. o Administered the second annual Sidewalk Replacement Program â&#x20AC;&#x201C; replaced about 4,500 feet of failed sidewalk. o Muddy Creek Bike Path, Phase 1, was completed o Replacement of Pedestrian Bridge to Rose Hill Cemetery was completed. o Tylersville Road/Fireside Drive Intersection Improvements o Cedar Village Drive/Snider Road Traffic Signal o LED Traffic Signal Replacement Project

119

ENGINEERING & BUILDING

•

o Assisted Public Utilities in the construction of US 42 Trunk Sewer Phase 2B, US 42 Storm Sewer Replacement, and Muddy Creek Restoration Project o Administered the Traffic Signal Operations and Maintenance Contract, reducing the cost signal maintenance for 40 traffic signals. o Improved the timing of the traffic signals along the Mason-Montgomery Road south system by retiming the system. o Interconnected the SR 741/US 42 traffic signal with the SR 741/Bethany Road signal to provide coordination and reduce delay to motorists. Administered the design contract for the following projects: o Preliminary design for US 42 from Tylersville Road to Butler-Warren Road. Start to acquire right-of-way. o Mason Road from Downtown to the West Corporation Line. Start to acquire right-of-way. Project expected to be bid in early Spring 2009. o Tylersville Road and US 42 intersection improvements o Kings Island Drive and I-71 intersection improvements o Bethany Road Widening and Mason-Morrow-Milgrove Road realignment from SR 741 to the Mason Sports Park. o US 42 ODOT Urban Paving Project o US 42 Main Street Storm Sewer Improvement from Kings Mills Road to Fox Drive. o Western Row Road Widening from Cherokee Drive to Tylersville Road o Muddy Creek Restoration and Sanitary Sewer Improvements - Phase 2B

Stormwater Utility • Worked with GCWW to complete impervious updates for all stormwater utility customers to reflect current land use and to correct billing appropriately. • Reviewed the stormwater regulations in order to comply with the National Pollutant Discharge Elimination (NPDES) Phase II permit. • Worked with Warren County Soil & Water Conservation District to aid the City of Mason in meeting the public education, outreach requirements, and public participation/involvement requirements of the NPDES Phase II Permit. • Worked with Warren County Soil & Water Conservation District to aid the City of Mason in meeting the Construction Site Runoff Management and Control, inspection requirements of the NPDES Phase II Permit. • Administered and monitored contract documents, policies, and change orders on Municipal Stormwater Floodplain Studies and Design Contracts: o Constructed the Muddy Creek Restoration – Phase 2B improvements including: installation of boulder cross vanes, boulder j-hook vanes, boulder vanes, root wads, and riffle armor. o Installed a new catch basins and storm at two locations on US 42. o Re-graded the ditch along SR 741 to an existing storm sewer headwall at US 42 and then from US 42 to the Muddy Creek. o Re-graded the ditch along Snider Road from Western Row Rd north to alleviate standing water. o Completed construction on the US 42 Storm Sewer Improvements from Kings Mills Rd to Fox Drive. o Redefined the drainage swale and installed new drive pipes in the area of 120

ENGINEERING & BUILDING

•

Western Row Road and Industrial Row Rd. o Re-graded a ditch in front of 5454 Bethany Road to alleviate standing water. o Re-graded a ditch in front of 908 Cherokee Drive to alleviate standing water and yard flooding problems. o Continued to partner with Miami University and SWCD to complete an internal audit of Mason’s Good Housekeeping practices. Produced educational materials and guidance on improving Good Housekeeping throughout all City Departments and conduct an educational workshop in accordance with the City’s NPDES Phase II Permit. Worked with property owners to obtain right-of-way, permanent easements, and temporary easements for several projects: Library Storm Sewer Improvements, Muddy Creek Restoration and Sanitary Sewer Improvements Phase 2B, Muddy Creek Bike Path Phase II, Overlook Drive Restoration, etc.

Geographic Information System • Obtained updated aerial photography, centerline and parcel information, from Warren County, to use within the City’s GIS. • Updated and maintained the Utility Management System. • Provided asset inventory and cost estimates to the Finance Department to fulfill GASB34 requirements. • Worked with Greater Cincinnati Water Works to obtain updates to the Water System as they made changes to the data. • Assisted many departments in managing information through the use of mapping capabilities. These maps assisted in police investigations, property acquisitions, and providing efficient municipal services. a. Public Works - Updated the Brush Route and Snow Route Maps. Also created maps to help them determine public/private maintenance areas throughout the City. b. Public Utilities – Created a variety of maps highlighting different areas of the sewer system, as needed. Also provided them with citywide maps of the sewer system in its entirety. c. Police Department – Updated the district map. Printed maps, as needed, for crash investigations and court hearings. Maintained an interactive map to allow them to view addresses of sex offenders and locations of schools. Also created maps showing the location of all banks within Mason and the surrounding areas. d. Fire Department – Created maps to help them in planning for future fire station locations. Also updated the Hydrant Location Map and the Zone Alarm Map. e. Finance – Provided them with spreadsheets and maps detailing all street and utility assets within the City. Also provided documentation on the procedures used to obtain the information from the GIS. f. Parks & Recreation – Provided maps of bike paths, parks, and other miscellaneous requests as needed. Also created maps to help them in planning for Red, Rhythm & Boom. g. Economic Development – Created many different types of maps to help them bring in new businesses to the city and retain existing ones. Also 121

ENGINEERING & BUILDING

• • • • • • •

created maps showing areas of future development. h. Engineering, Building & Planning – Updated Street Map, Zoning, Thoroughfare, School District and Subdivision Maps and made them available for sale to the public at the Customer Service Desk. Worked with the Census Bureau to update our residential address list as part of the national LUCA Program. Updated maps available for download on the City’s website. Created a custom wall map for use in the EOC. Installed and trained Police and Fire Departments on Pictometry software. Worked with Rumpke to create maps showing their collection routes. Transferred the GIS website to a new server and updated the software and layers. Worked with the Stormwater Engineer to update the impervious area layer for the Stormwater Utility. Also created maps as part of the NPDES Phase II Permit.

Planning • Facilitated the overhaul of the City of Mason Comprehensive Master Plan. • Worked with developers and approved two new subdivisions on Mason-MorrowMillgrove Road. The Reserves of Carmelle and Willow Brooke Planned Unit Developments are the two largest subdivisions to be approved in Mason over the past several years. • Guided the City as well as Mason City School District through the Final Planned Unit Development process, which allows for the Mason Community Center addition as well as the Atrium Medical Center addition to the Middle School Campus. • Reviewed and inspected plans for two large campus oriented developments for Prasco Pharmaceuticals and the Lindner Center of Hope. • Continued to update the City of Mason existing land-use inventory GIS layer. • Worked with the Stormwater Engineer to provide impervious surface area data for the Stormwater Utility. • Created an existing sidewalk and bicycle path layer in the GIS system. • Designed streetscape for Western Row Road construction project. • Created a design concept for the Mason-Montgomery fire station relocation. • Created sign concepts to help with business recruitment for Economic Development. Attended the Healthy Lifestyle summits in preparation for implementation of Ohio’s physical activity plan. Building • Reviewed proposals for property maintenance, and the services provided by City and County agencies. • Updated the current deck information sheet to provide builders and homeowners, which includes a sample, framing plan along with detailed drawings. Information sheet and drawings are available on-line on the City web site. • Reviewed fee schedule and proposed revisions based on updated costs, budget, comparison survey, and fee exemptions. • Greg Nicholls continued work as an instructor for the Ohio Board of Building Standards. He also became a member of the national general building code development committee for the International Codes Council, holding hearings on 122

ENGINEERING & BUILDING

• • • •

code changes for Ohio and the nation. Lorenzo Adam represents SWOBOA as the Secretary of the Chapter. He attends monthly meetings to promote efficiency and seek improvement in administrative techniques related to zoning, housing, and building construction. Lorenzo Adam holds position as Secretary for Southwest Division, Ohio Chapter, International Association of Electrical Inspectors (IAEI) for a fourth year. The Building Department revised its code reviews for the Governor’s pending orders on Energy and National Electrical Code editions. Greg Nicholls assisted with RFP’s, architect selection, and construction manager selection for the Community Center expansion and RFP’s and architect selection for the Fire Stations.

Facility Maintenance • Consolidated the various city departments into single source purchasing of janitorial supplies. • Assisted with a variety of events, such as the Mason Arts Festival, Race for the Cure, Veterans’ Memorial Service, Police Memorial Service, Fallen Firefighters Award Ceremony. • Coordinated the removal of utilities and demolition of remaining houses, as part of the Mason-Montgomery Road widening project. • City contact with Duke Energy for securing a rate reduction reflecting the retrofit of all City owned traffic signals to LED bulbs. • Recommended and coordinated the security measures to reduce or eliminate vandalism at Lou Eves Municipal Pool. • Responsible for managing the City owned farmland and establishing a lease agreement. _________________________ DEPARTMENTAL GOALS FOR 2009 Engineering • Improve customer service by continuing to partner with Deerfield Township and Warren County to save administrative costs and contractors’ costs. o I-71 interchange modification study o Western Row Road/Kings Island Drive Intersection Improvements o Street Maintenance Program o Street Striping Program o Sidewalk Program • Look for additional opportunities to apply for grants o Actively participate in the State’s OPWC District 10 Integrating Committee to seek funding for Issue 1 (formerly Issue 2) projects. • Complete acquiring permanent easements and right-of-way for US 42 from Tylersville Road to Butler-Warren Road. • Complete the right-of-way acquisition and utility relocation for Mason Road Improvement project. • Continue to aggressively apply for grants money for projects. • Complete the design drawing modification for the Bethany Road Widening Project from SR 741 to the Mason Sports Park. 123

ENGINEERING & BUILDING

• • • • • • •

Design, acquire R/W and construct the Split Phase Signal Elimination Project. Design Phase II of the Muddy Creek Bike Path. Oversee the Urban Paving Program for US 42 from Fox Drive to Tylersville Road Complete a bridge/culvert inventory and inspection for all structures in the City Continue to reduce the delays to motorists caused by traffic signal malfunctions and improperly timed signals. Actively attend quality training to further develop and enhance our knowledgeable staff. Provide excellent coordination, communication and customer service with all customers both internal and external.

Stormwater Utility • Finalize updating the billing and database information. • Administer and monitor contract documents, policies, construction inspections, change orders on Municipal Stormwater Construction Contracts, floodplain studies, and design contracts; these include: o First Avenue to the Muddy Creek Storm Sewer Project o Muddy Creek Floodplain Study from Tylersville Road to Kings Mills Road. o Review and study the storm sewer system in the area of Eagle View Village Drive. o Review and study the storm sewer system in the area of Olympia Field subdivision (Southwind Drive, Windsong Drive, Stratford Place, and Sheffield Drive) • Monitor all changes to the FIRM/FIS and review updated mapping from FEMA work on new Warren County DFIRMS. • Coordinate with GCWW to update and maintain the Stormwater Utility customer database and billing information. • Continue to partner with Warren County Soil & Water Conservation District to meet the public education and outreach requirements, as well as public and construction site inspections. • Provide excellent coordination, communication and customer service with all customers both internal and external. Geographic Information System • Continue to work with various agencies/departments for updates: o Warren County’s updated parcel and centerline data information o Greater Cincinnati Water Works’ updated information to water system • Create a building footprint layer in the GIS database. • Update and maintain the Utility Management System. • Maintain inventory of assets to be reported to the auditors, for GASB34 requirements. • Update and maintain the GIS website and all data layers used within the GIS. • Update and maintain all maps available for download on the City’s website, and available for sale at the Customer Service Desk. • Continue to service map requests from various departments. • Work with the Census Bureau to provide information for the 2010 Census. 124

ENGINEERING & BUILDING

• • •

Update the City of Mason Map Book. Continue to work with the Stormwater Engineer to update the impervious area layer for the Stormwater Utility, and create maps as part of the NPDES Phase II Permit. Provide excellent coordination, communication and customer service with all customers both internal and external.

Planning • Oversee the completion of the new City of Mason Comprehensive Master Plan. • Begin making major revisions to the City of Mason Zoning Ordinance based on the results of the Comprehensive Plan changes. • Create information brochures to explain Planning and Zoning topics to handout to residents and business owners. • Provide excellent coordination, communication and customer service with all customers both internal and external. Building • Update building permit fees to cover expenses of processing building permits. • Look at fast-tracking the permit review process one particular day a week. • Retain relationships with Downtown business owners to educate and work with them to acquire permits for building and sign codes. • Prepare review and evaluate methods for inspection staff in field and clerical staff in office, possibly with another building department. • Assist with the construction management and administration process for the Community Center expansion and Fire Station(s). • Continue to participate with the Greater Cincinnati Homebuilders Association on regional code administration issues at quarterly meetings. • Provide excellent coordination, communication and customer service with all customers both internal and external. Facility Maintenance • Continue to consolidate vendors used across departmental functions to assure best prices and delivery. • Secure spare parts for inventory to reduce downtime and minimize business disruptions. • Act as a resource person to secure bids on various department building projects and requests, i.e. replacement roofing, roof ice dams, audio/video needs, electrical problems. • Work with Police and I.T. personnel on surveillance equipment, to ensure long range planning and compatibility of hardware and software. • Assisted with the development of EOC room. • Explore opportunities to reduce energy costs and consumption throughout the City. • Coordinate a master key system with all city facilities. • Provide excellent coordination, communication and customer service with all customers both internal and external. _________________________ 125

COST SAVINGS Estimated Estimated Estimated 2005 2006 2007 Set up Building Management System to regulate building temperature in an unoccupied mode during non-business hours. Also scheduled low usage areas i.e. Council Chambers, 2nd Floor Classroom, Community Room for climate control, only when these areas are in use. These actions reflect an approximate 20% savings on our total utility bill.

40,000

44,000

Sell the 500 David Lane property without listing thru realtor. Used a 3rd party Natural Gas Supplier Standardized Building Plans saves on storage and cost of microfilming for records retention. Replaced incandescent bulbs with compact fluorescent bulbs in atrium elevators Began working with Courts to remove dimmer switches and replace with standard on/off switch. Replacing these dimmers, that are not used, will allow the City to utilize 27-watt compact fluorescent bulbs in place of the existing 200-watt incandescent bulbs. This will result in a savings of approximately $1200.00 over the life of the bulbs. Order custodial supplies directly from outside vendor. Eliminates the August Groh 10% mark-up. Charged contractors higher fees for after-hour inspections to save on inspectorsâ&#x20AC;&#x2122; overtime costs. Most of the Engineering & Building Department regulations are available electronically and on CD ROM, which saves on printing and paper costs. Reproducing one paper document costs approximately $20.00 - $25.00 if copied in bulk; Providing the same document on a CD ROM on an individual or mass produced bases costs about $3 â&#x20AC;&#x201C; $5. Used timers on exterior building lights and parking lot lights to turn lights off from 11:00 PM to 5:00 AM nightly. Attended web seminars (webinars) in the EOC room as opposed to traveling to a site away from the Municipal Center. Members of the E&B department attended webinars involving: Ohio EPA, Streetscape Design; Post Construction activities; Critical Path Method. Colored 11 x 17 maps are reproduced in office; saving the City printing and reproduction costs from an outside printer. Also, maps are located on the internet for additional cost savings. Electrical costs for street lighting are billed to developer until accepted by City Council Purchase vs. rent Christmas Decorations and renegotiate contract for plant rental in Municipal Center and Community Center Monitors and reports quarterly to GCWW pavement, sidewalk, and restoration repairs issues that have not been completed from water main repairs and projects. Therefore, the cost of the repairs for these items is not paid by the City and assures they are completed in a timely manner. Apply permanent thermoplastic pavement markings to all streets that are resurfaced to eliminate the need to repaint every year. During a normal 10-year pavement life, this is a savings of $1,500 per mile compared to repainting every year.

126

2,000

Estimated 2008

Projected 2009

44,000

35,000

40,000

15,000 5,000

25,000

500

250

200

100

110

115

340

375

350

800

840

850

800

1,500

900

1500

1,500

1,600

1,750

1,800

3,000

4,000

5,900

4,000

2,000

3,600

3,000

5,000

20,000

15,000

40,000

COST SAVINGS Estimated Estimated Estimated 2005 2006 2007 Worked with Warren County Water and Deerfield Township Fire on the Socialville-Fosters Road Project to abandon 2 fire hydrants in lieu of relocating them. Both Warren County hydrants were directly adjacent to City hydrants. Partnered with GCWW's contractor, Adleta Construction, to mill and resurface one lane of Fairway Drive after the new water main project was completed. This provided a much smoother ride and appearance compared to a normal trench restoration. Adleta Construction paid 50% of the cost to resurface. Modified the designed profile on the Socialville-Fosters Road Project to remove the necessity of excess gravel. Design Snider Road landscaping in house as opposed to hiring a landscape architect to do work. Used extruded curb in Heritage, Quinn, and Pine Hill Parks instead of full depth curb, saving $16.50 per foot. Worked with Warren County Water on the Socialville-Fosters Road Project to modify an existing meter vault to prevent having to relocate it. Performed exploratory digging on the Socialville-Fosters Road Project and determined water line relocation originally designed by GCWW to be installed was not necessary. Combining paving contracts with the Parks Department with the Street Maintenance & Resurfacing Program resulted in over 50% savings on the cost of asphalt compared to asphalt prices for small quantity projects. Used one city employee to administer the project instead of two from two different departments. The Street Maintenance and Resurfacing Program was completed under the contract amount. Right of Way has been dedicated to the City of Mason by property owners to satisfy the requirements of the Thoroughfare Plan. Combined construction contracts for the Muddy Creek sanitary sewer improvements, Hoff Run drainage improvement, and Overlook Drive creek restoration. Combining these projects also helped to save on engineering costs and easement acquisition.

Included needed drainage channel cleaning into the Snider Road Realignment project utilizing a lump sum cost and saved the cost of hiring an additional contractor and equipment mobilization. Included the installation of a culvert on SR741 in the annual Street Maintenance and Resurfacing Program.

127

Projected 2009

2,000

8,500

11,000 15,000 139,458

15,910 25,000

33,575

94,700

35,000

25,000

30,000

48,000

28,000

40,000

110,000

75,000

120,000

2,000

500

2,000

30,000

230,000

Replace "no-touch" faucets in public areas with standard single lever faucets. This action reduces material cost and maintenance hours. Annual in-house calculations, updates, and map creation for GASB34. Partnered with GCWW on the Kings Mills Road waterline project to replace 6 deteriorating sections of storm sewer. We utilized GCWW's contractor on the project to do the replacement of pipe, catch basins and headwalls at a savings over the bid prices in the Street Maintenance and Resurfacing Program.

Estimated 2008

2,000

5,000

6,500 13,300

2,000

COST SAVINGS Estimated Estimated Estimated 2005 2006 2007 Combining paving contracts for the construction of the Municipal Center Bike Path with the Street Maintenance & Resurfacing Program resulted in over 50% savings on the cost of asphalt compared to the asphalt prices from the Tylersville Road Bike Path project. Used one city employee to administer the project instead of two from different departments. Incorporated the construction of the Snider Road Re-alignment into the construction of the regional detention basins and eliminated the need for additional construction administration and inspection. Partnered with ODOT's Urban Paving Program to resurface SR 741 from Bethany Road to the north corporation limits. ODOT contributes 80% of the project cost for resurfacing with the city paying only 20% on many bid items. Modified the design of a regional detention facility in the Muddy Creek from a single detention to two inline detention facilities when engineering design and meeting permitting regulations became an issue and projected costs exceeded $1.5 million dollars - savings from original design cost quoted on 12/4/03. Partnered with Utilities Department on the design of the Muddy Creek Restoration and Sanitary Sewer Replacement: reducing the cost of additional surveying and general engineering cost. Partnered with Utilities Department on the right-of-way acquisition for the Muddy Creek Restoration and Sanitary Sewer Replacement. Partnered with Utilities Department on the construction of the Muddy Creek Restoration and Sanitary Sewer Replacement. Including inspection services. Utilized the proposed alignment of the Muddy Creek Bike Path for access to construct the Muddy Creek Restoration and Sanitary Sewer Replacement: reducing fill amount and required clearing and grubbing. In house Building, Engineering, Planning, GIS, & Stormwater Services. Staff does as much as possible in house to reduce engineering and architectural fees. Examples: Community Center building construction, bike path construction, Kings Mills Road culvert, grant writing, Sports Park consultation, etc. Most of the Engineering & Building Departmentâ&#x20AC;&#x2122;s regulations have been made available on the internet. This allows residents and developers with questions or inquiries to help themselves by accessing the documents on our web site or on the Ohio Board of Building Standards site. This in turn, helps staff be more efficient in completing their other responsibilities. Appealed a Building Code requirement to build a maintenance platform on the roof of the concessionâ&#x20AC;&#x2122;s building at the Sports Park to the State Board of Building Appeals. Appeal filed and successfully obtained with the help of the Building Department. With no contingency, which is generally 6% to 8% of the estimated cost, alternates and options were explored before negotiating each and every necessary change. Negotiated a price reduction on undercuts. Sports Park is mostly complete. All Change Orders are less than 3.25%. Western Row Road underground Conduit contract completed at less than the contract amount. Saved money by using a different contractor to install underground conduit on Snider Road and Western Row Road Landscaping contract.

128

Estimated 2008

Projected 2009

15,000

59,900

250,000

998,462

30,000 20,000 45,000

100,000

15,000

4,000

5,000

24,000

5,000

6,800

12,285

160,000

13,000 6,000

COST SAVINGS Estimated Estimated Estimated 2005 2006 2007 Partnered with Deerfield Township to combine annual resurfacing contracts. By increasing total asphalt quantities, an estimated 8% cost savings was realized. Several projects for the Parks Department were also combined into this project. Bid the Sidewalk Program early in the year and replaced sidewalk on streets that were grouped closely together with large quantities of sidewalk per street. Constructed the David Lane Bike Path with the resurfacing program rather than bidding as a separate project in the future when asphalt prices are expected to be much higher. Consolidated Mason-Montgomery Road widening and the Downtown Streetscape project into one project. Staff performing shop drawing review, inspections, meeting minutes for the Downtown Streetscape project Worked with the Fire Department to prepare maps and research future fire station locations Implemented single source purchasing of janitorial supplies by all city departments. Providing digital packets for Design Review Board and Zoning Board of Appeals Retrofit of traffic signals from incandescent to LED bulbs Modified design and renegotiated with Duke Energy to relocate an electric pole at their cost, on Western Row Road Widening Negotiated with GCWW to reimburse a portion of the costs of the waterline modifications on the Mason-Montgomery Road Widening Project Modified the curb design due to conflicts on the Downtown Streetscape to prevent possible change order. Negotiated with the contractor on the Downtown Streetscape for force account items to eliminate the claim. Meticulously reviewed Downtown Streetscape & MasonMontgomery Road force account claims to deny or reduce the cost of the claim. Made field engineering changes to the storm sewer design due to conflicts on the Downtown Streetscape to reduce possible claims for additional costs and delays.

Estimated 2008

72,000

75,000

23,000

25,000

195,000 20,000 20,000 8,500

17,000

120

360 15,000

60,000

11,029

10,000 6,500 35,000

35,000

10,000

Coordinated/combined TriHealth/Community Center and Fire Stations - design construction used in-house project management

100,000

Other cost savings practices (actual cost savings difficult to measure) Staff enforces city regulations during Planning Commission and development review and keeps the regulations updated to insure all public improvements that are needed for the proposed development are completed and paid for by the developer. Examples include: right of-way dedication, street tree installation, and road improvements.

129

20,000

25,000

Modified the lighting and electrical design of the Downtown Streetscape to add pull boxes for easier access for future repairs.

Used the paving program to save on the cost to build Alliance Drive for Station #51

Projected 2009

65,000

200,000

COST SAVINGS Estimated Estimated Estimated 2005 2006 2007 We have a standard contract and bidding process which takes less time and is used for all projects so staff and contractors do not need to reference several different forms of the same document. This saves us time and attorney fees. Total Engineering & Building

130

1,676,360

660,060

843,860

Estimated 2008

908,404

Projected 2009

439,075

City of Mason, Ohio Fund 101.401 : Community Planning -Zoning

2009 Budget

Departmental Budget Detail Account Number

Description

101.401.52110

Salaries and Wages

101.401.52120

Retirement

101.401.52130

Medical Insurance

101.401.52150

Medicare

101.401.52160

Workerâ&#x20AC;&#x2122;s Compensation

2006 Actual Expenditures

Subtotal Personal Services: 101.401.52210

Training/Meeting Expense

101.401.52220

Memberships/Subscriptions

Subtotal Employee Development: 101.401.52320

Telephone/Pager Service

101.401.52340

Professional Services

101.401.52343

Plan Reviews

101.401.52350

Contracts/Agreements

101.401.52370

Printing & Advertising

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

57,046.20

51,109.00

55,133.80

105,719.23

7,803.33

9,028.84

7,621.77

14,800.69

12,893.70

14,000.00

28,000.00

827.05

741.03

784.75

1,532.93

892.87

1,061.53

2,192.60

4,228.77

79,463.15

75,940.40

93,732.92

154,281.62

1,371.48

1,587.73

1,085.17

3,000.00

0.00

526.25

334.00

500.00

1,371.48

2,113.98

1,419.17

3,500.00

465.85

378.64

352.42

500.00

56,910.64

9,617.93

49,269.27

33,200.00

0.00

907.50

0.00

2,500.00

480.45

330.50

2,500.00

1,009.71

4,298.66

2,377.46

5,500.00

58,866.65

15,533.23

52,329.65

44,200.00

1,476.55

2,329.60

2,263.69

3,000.00

138.32

1,382.00

200.00

750.00

2,000.00

596.41

0.00

500.00

926.10

487.23

244.00

500.00

0.00

15.00

125.00

4,540.97

4,795.24

2,722.69

4,875.00

Refunds

450.00

750.00

300.00

750.00

Subtotal Refunds & Reimbursements:

450.00

750.00

300.00

750.00

144,692.25

99,132.85

150,504.43

207,606.62

Subtotal Contractual Services: 101.401.52410

Office Supplies

101.401.52420

Operational Supplies

101.401.52440

Small Tools/Minor Equipment/Computers

101.401.52450

Postage

101.401.52480

Uniforms & Clothing

Subtotal Supplies & Materials: 101.401.52810 Totals Notes: 52340 - Zoning Code Update

131

City of Mason, Ohio Fund 101.402 : Building Inspections

2009 Budget

Departmental Budget Detail Account Number

Description

101.402.52110

Salaries and Wages

101.402.52120

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

337,253.48

366,017.25

366,261.26

398,450.97

Retirement

45,395.75

50,424.62

51,049.59

55,783.14

101.402.52130

Medical Insurance

90,255.90

98,000.00

84,000.00

101.402.52150

Medicare

4,884.71

5,296.11

5,220.96

5,777.54

101.402.52160

Workerâ&#x20AC;&#x2122;s Compensation

4,228.48

5,027.21

10,962.98

15,938.04

101.402.52180

Vehicle Allowance

Subtotal Personal Services: 101.402.52210

Training/Meeting Expense

101.402.52220

Memberships/Subscriptions

0.00

2,400.00

482,018.32

524,765.19

531,494.79

562,349.68

8,090.10

10,214.78

3,921.66

9,000.00

Subtotal Employee Development: 101.402.52320

Telephone/Pager Service

101.402.52340

Professional Services

101.402.52343

Plan Reviews

101.402.52350

Contracts/Agreements

101.402.52370

Printing & Advertising

Subtotal Contractual Services: 101.402.52410

Office Supplies

101.402.52420

Operational Supplies

101.402.52430

Repairs and Maintenance

101.402.52440

Small Tools/Minor Equipment/Computers

101.402.52450

Postage

101.402.52470

Fuel

101.402.52480

Uniforms & Clothing

Subtotal Supplies & Materials:

836.81

680.00

740.00

900.00

8,926.91

10,894.78

4,661.66

9,900.00

3,006.30

2,580.36

2,671.30

3,000.00

495.00

1,493.74

2,685.02

5,000.00

32,493.75

0.00

1,197.58

6,767.05

888.49

2,500.00

303.18

942.65

1,052.90

850.00

37,495.81

11,783.80

7,297.71

11,350.00

3,213.94

2,362.94

2,033.49

3,000.00

74.31

349.27

100.00

500.00

634.37

995.23

122.92

1,000.00

4,596.41

89.49

1,000.00

215.88

587.05

384.00

700.00

4,377.80

5,359.65

5,615.61

8,000.00

284.70

101.64

447.82

300.00

9,801.00

14,352.19

8,793.33

14,500.00

101.402.52810

Refunds

4,787.22

662.08

17,105.73

1,000.00

101.402.52830

Remittances

7,584.60

10,396.85

6,853.22

7,500.00

Subtotal Refunds & Reimbursements: Totals

12,371.82

11,058.93

23,958.95

8,500.00

550,613.86

572,854.89

576,206.44

606,599.68

Notes: 52340 - RecTrac Updates & Microfilm

132

City of Mason, Ohio Fund 101.601 : Traffic Signals

2009 Budget

Departmental Budget Detail Account Number

Description

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

101.601.52340

Professional Services

52,723.19

43,474.53

26,754.26

50,000.00

101.601.52342

Engineering Services

24,720.49

57,154.88

74,505.46

86,000.00

101.601.52350

Contracts/Agreements

29,881.78

48,183.89

57,369.14

46,500.00

101.601.52370

Printing & Advertising

388.36

1,559.28

1,107.90

1,500.00

107,713.82

150,372.58

159,736.76

184,000.00

4,310.39

0.00

1,700.00

5,000.00

4,310.39

0.00

1,700.00

5,000.00

0.00

-500.00

0.00

80,782.01

0.00

11,150.00

7,000.00

80,782.01

0.00

10,650.00

7,000.00

192,806.22

150,372.58

172,086.76

196,000.00

Subtotal Contractual Services: 101.601.52430

Repairs and Maintenance

Subtotal Supplies & Materials: 101.601.52510

Land & Land Improvement

101.601.52595

Repairs, Improvements & Replacements

Subtotal Capital Outlay: Totals

133

City of Mason, Ohio Fund 101.708 : Lands, Buildings & Grounds

2009 Budget

Departmental Budget Detail Account Number

Description

101.708.52110

Salaries and Wages

101.708.52120

Retirement

101.708.52130

Medical Insurance

101.708.52150

Medicare

101.708.52160

Workerâ&#x20AC;&#x2122;s Compensation

2006 Actual Expenditures

Training/Meeting Expense

101.708.52220

Memberships/Subscriptions

2008 Actual Expenditures

2009 Budget

59,516.80

62,035.20

65,253.61

69,598.62

8,114.60

8,558.36

9,089.82

9,743.81

12,893.70

14,000.00

863.03

897.67

933.00

1,009.18

731.86

870.11

4,385.19

2,783.94

82,119.99

86,361.34

93,661.62

97,135.55

0.00

249.00

500.00

205.00

500.00

205.00

454.00

1,000.00

211,201.95

217,730.92

249,188.07

290,000.00

30,778.57

32,285.46

51,923.18

45,000.00

Subtotal Personal Services: 101.708.52210

2007 Actual Expenditures

Subtotal Employee Development: 101.708.52310

Utilities

101.708.52320

Telephone/Pager Service

101.708.52330

Rents & Leases

6,891.14

6,803.20

1,218.24

0.00

101.708.52340

Professional Services

4,565.00

19,520.00

28,576.27

61,000.00

101.708.52350

Contracts/Agreements

217,912.01

171,556.23

131,333.24

185,200.00

471,348.67

447,895.81

462,239.00

581,200.00

296.95

940.50

0.00

250.00

Subtotal Contractual Services: 101.708.52410

Office Supplies

101.708.52420

Operational Supplies

25,808.07

22,570.57

24,804.29

25,000.00

101.708.52430

Repairs and Maintenance

35,876.29

63,514.06

42,545.98

65,750.00

101.708.52440

Small Tools/Minor Equipment/Computers

112,081.84

31,950.16

14,392.39

0.00

101.708.52450

Postage

101.708.52480

Uniforms & Clothing

Subtotal Supplies & Materials: 101.708.52510

0.00

100.00

119.00

0.00

15.00

100.00

174,182.15

118,975.29

81,757.66

91,200.00

0.00

6,300.00

0.00

6,300.00

0.00

727,855.81

659,737.44

638,112.28

770,535.55

Land & Land Improvement

Subtotal Capital Outlay: Totals Notes: 52320 - IT - Phone/Data Service 52340 - IT - Annual renewals, $3,200 Voicemail additions

134

City of Mason, Ohio Fund 101.709 : Engineering

2009 Budget

Departmental Budget Detail Account Number

Description

101.709.52110

Salaries and Wages

101.709.52120 101.709.52130

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

424,654.89

485,655.79

519,354.19

547,550.48

Retirement

66,935.82

77,822.58

90,714.11

97,927.22

Medical Insurance

87,032.47

98,000.00

112,000.00

101.709.52150

Medicare

5,142.02

6,104.64

7,437.99

7,939.48

101.709.52160

Workerâ&#x20AC;&#x2122;s Compensation

5,160.15

6,134.86

7,674.09

21,902.02

588,925.35

673,717.87

723,180.38

787,319.21

10,010.72

9,530.83

5,358.72

10,000.00

2,962.00

1,898.74

2,891.25

2,500.00

12,972.72

11,429.57

8,249.97

12,500.00

1,381.77

1,359.77

1,235.62

1,500.00

Subtotal Personal Services: 101.709.52210

Training/Meeting Expense

101.709.52220

Memberships/Subscriptions

Subtotal Employee Development: 101.709.52320

Telephone/Pager Service

101.709.52340

Professional Services

64,462.67

78,886.76

59,668.85

80,000.00

101.709.52342

Engineering Services

128,045.21

77,684.17

26,406.00

110,000.00

101.709.52350

Contracts/Agreements

28,941.74

21,655.99

26,287.99

30,000.00

101.709.52370

Printing & Advertising

8,377.18

5,409.61

6,460.74

12,150.00

231,208.57

184,996.30

120,059.20

233,650.00

3,588.03

3,058.65

3,065.18

5,000.00

Subtotal Contractual Services: 101.709.52410

Office Supplies

101.709.52420

Operational Supplies

101.709.52430

Repairs and Maintenance

328.16

804.58

1,086.96

1,500.00

2,276.45

1,623.13

1,324.30

4,000.00

101.709.52440

Small Tools/Minor Equipment/Computers

23,221.54

8,411.61

1,600.38

3,000.00

101.709.52450

Postage

1,178.03

1,850.30

601.00

1,000.00

101.709.52470

Fuel

7,336.77

5,551.56

7,445.98

10,000.00

101.709.52480

Uniforms & Clothing

575.73

337.97

715.25

1,000.00

38,504.71

21,637.80

15,839.05

25,500.00

0.00

175,000.00

0.00

175,000.00

0.00

871,611.35

1,066,781.54

867,328.60

1,058,969.21

Subtotal Supplies & Materials: 101.709.52510

Land & Land Improvement

Subtotal Capital Outlay: Totals Notes:

135

City of Mason, Ohio Fund 201.601 : Street MR Fund St. Construction & Recon.

2009 Budget

Departmental Budget Detail Account Number

Description

201.601.52342

Engineering Services

201.601.52350

Contracts/Agreements

201.601.52370

Printing & Advertising

Subtotal Contractual Services:

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

0.00

315,538.50

2,490,000.00

784,611.24

1,441,996.62

0.00

1,687.31

0.00

784,611.24

1,441,996.62

317,225.81

2,490,000.00

201.601.52510

Land & Land Improvement

0.00

17,100.00

0.00

201.601.52590

Traffic Control Devices/Street Lighting

0.00

68,708.51

0.00

201.601.52595

Repairs, Improvements & Replacements

111,171.69

92,624.21

5,955,543.44

4,877,880.00

Subtotal Capital Outlay:

111,171.69

92,624.21

6,041,351.95

4,877,880.00

Totals

895,782.93

1,534,620.83

6,358,577.76

7,367,880.00

Notes:

136

City of Mason, Ohio Fund 202.602 : State Highway Fund

2009 Budget

Departmental Budget Detail Account Number 202.602.52342

Description

2006 Actual Expenditures

Engineering Services

Subtotal Contractual Services: 202.602.52595

Repairs, Improvements & Replacements

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

14,000.00

0.00

14,000.00

0.00

147,015.22

268,769.63

56,203.70

120,000.00

Subtotal Capital Outlay:

147,015.22

268,769.63

56,203.70

120,000.00

Totals

161,015.22

268,769.63

56,203.70

120,000.00

Notes:

137

City of Mason, Ohio Fund 203.602 : Street Capital Improvement Fund

2009 Budget

Departmental Budget Detail Account Number 203.602.52310

Description

2006 Actual Expenditures

Utilities

Subtotal Contractual Services: 203.602.52510

Land & Land Improvement

203.602.52595

Repairs, Improvements & Replacements

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

0.00

1,616.87

1,805.99

0.00

1,616.87

1,805.99

0.00

1,221,546.83

0.00

1,293,495.94

1,233,524.48

0.00

Subtotal Capital Outlay:

0.00

2,515,042.77

1,233,524.48

0.00

Totals

0.00

2,516,659.64

1,235,330.47

0.00

Notes:

138

City of Mason, Ohio Fund 204.601 : Street Subdivision Fund

2009 Budget

Departmental Budget Detail Account Number

Description

204.601.52595

Repairs, Improvements & Replacements

2006 Actual Expenditures

Subtotal Capital Outlay: 204.601.52810

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

0.00

950,000.00

0.00

950,000.00 0.00

Refunds

0.00

52,924.00

Subtotal Refunds & Reimbursements:

0.00

52,924.00

0.00

Totals

0.00

52,924.00

950,000.00

Notes:

139

City of Mason, Ohio Fund 224.401 : Bicycle & Pedestrian Way Fund

2009 Budget

Departmental Budget Detail Account Number

Description

224.401.52595

Repairs, Improvements & Replacements

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

0.00

20,220.20

0.00

Subtotal Capital Outlay:

0.00

20,220.20

0.00

Totals

0.00

20,220.20

0.00

Notes:

140

City of Mason, Ohio Fund 608.552 : Storm Water Utility Fund

2009 Budget

Departmental Budget Detail Account Number

Description

608.552.52110

Salaries and Wages

608.552.52120

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

100,843.71

106,183.64

112,872.43

139,509.43

Retirement

13,877.90

14,625.69

15,709.95

19,531.32

608.552.52130

Medical Insurance

25,787.40

28,000.00

608.552.52150

Medicare

1,383.15

1,542.06

1,610.21

2,022.89

608.552.52160

Workerâ&#x20AC;&#x2122;s Compensation

Subtotal Personal Services: 608.552.52210

Training/Meeting Expense

608.552.52220

Memberships/Subscriptions

1,376.02

1,635.94

2,192.60

5,580.38

143,268.18

151,987.33

160,385.19

194,644.02

1,819.67

706.23

941.77

2,000.00

Subtotal Employee Development:

357.00

312.00

227.00

600.00

2,176.67

1,018.23

1,168.77

2,600.00

859.35

453.81

453.37

600.00

608.552.52320

Telephone/Pager Service

608.552.52340

Professional Services

68,447.53

34,070.91

54,485.18

100,000.00

608.552.52342

Engineering Services

72,519.35

8,715.75

30,300.17

102,000.00

608.552.52350

Contracts/Agreements

104,978.08

87,271.53

95,728.39

120,000.00

608.552.52370

Printing & Advertising

Subtotal Contractual Services:

921.37

196.26

1,098.98

3,000.00

247,725.68

130,708.26

182,066.09

325,600.00

608.552.52410

Office Supplies

1,571.73

1,284.09

3,135.93

1,500.00

608.552.52420

Operational Supplies

1,765.00

2,005.00

1,965.00

4,000.00

608.552.52430

Repairs and Maintenance

51,708.97

71,394.74

53,022.19

135,000.00

608.552.52440

Small Tools/Minor Equipment/Computers

1,156.15

6,327.11

0.00

1,000.00

608.552.52450

Postage

0.00

26.29

200.00

608.552.52470

Fuel

768.43

1,129.98

1,372.09

1,500.00

608.552.52480

Uniforms & Clothing

109.91

148.99

0.00

250.00

57,080.19

82,289.91

59,521.50

143,450.00

5,181.47

0.00

134,883.07

0.00

Subtotal Supplies & Materials: 608.552.52510

Land & Land Improvement

608.552.52530

Furniture, Fixtures & Office Machines

608.552.52595

Repairs, Improvements & Replacements

608.552.52599

Special Equipment

Subtotal Capital Outlay: 608.552.52610

Principal Retirement

608.552.52620

Interest Payment

Subtotal Debt Service: 608.552.52810

3,300.00

0.00

1,100.00

0.00

1,552,009.12

335,324.08

250,386.89

660,000.00

0.00

6,662.00

0.00

1,560,490.59

341,986.08

386,369.96

660,000.00

3,165,000.00

2,115,000.00

2,010,000.00

1,900,000.00

118,881.36

89,637.82

69,959.17

62,000.00

3,283,881.36

2,204,637.82

2,079,959.17

1,962,000.00

0.00

-3.30

0.00

Refunds

Subtotal Refunds & Reimbursements: Totals

0.00

-3.30

0.00

5,294,622.67

2,912,627.63

2,869,467.38

3,288,294.02

Notes: 52342 - Illicit Discharge Detection & Elimination Program - $65,000 52342 - Pollution Prevention/Good Housekeeping - $37,000 52350 - Construction Site Stormwater Runoff Control Enforcement - $15,000 52350 - Post-Construction Site Stormwater Management - $29,000

141

City of Mason, Ohio Fund 802.403 : Subdivision Inspection Fund

2009 Budget

Departmental Budget Detail Account Number

Description

802.403.52110

Salaries and Wages

802.403.52120

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

112,027.09

119,051.06

122,454.29

126,818.18

Retirement

15,364.04

16,318.10

17,039.13

17,754.55

802.403.52130

Medical Insurance

25,787.40

28,000.00

802.403.52150

Medicare

1,538.88

1,636.41

1,664.00

1,838.86

802.403.52160

Workerâ&#x20AC;&#x2122;s Compensation

Subtotal Personal Services:

1,129.66

1,343.03

2,192.60

5,072.73

155,847.07

166,348.60

171,350.02

179,484.31

472.89

414.50

458.05

550.00

802.403.52320

Telephone/Pager Service

802.403.52340

Professional Services

14,369.33

70,160.55

3,227.55

40,000.00

802.403.52342

Engineering Services

0.00

5,000.00

802.403.52343

Plan Reviews

0.00

5,000.00

802.403.52350

Contracts/Agreements

802.403.52370

Printing & Advertising

Subtotal Contractual Services:

0.00

15,000.00

0.00

200.00

0.00

128.71

500.00

15,042.22

70,575.05

18,814.31

51,050.00

802.403.52410

Office Supplies

40.35

0.00

500.00

1,000.00

802.403.52420

Operational Supplies

68.32

707.25

0.00

802.403.52430

Repairs and Maintenance

40.00

20.00

25.00

1,000.00

802.403.52440

Small Tools/Minor Equipment/Computers

0.00

500.00

802.403.52480

Uniforms & Clothing

0.00

120.99

250.00

148.67

727.25

645.99

2,750.00

0.00

25,572.72

0.00

200.00

0.00

Subtotal Supplies & Materials: 802.403.52810

Refunds

802.403.52820

Reimbursements

Subtotal Refunds & Reimbursements: Totals

200.00

0.00

25,572.72

0.00

171,237.96

237,650.90

216,383.04

233,284.31

Notes:

142

PUBLIC WORKS

DESCRIPTION OF DEPARTMENT The Public Works Department is responsible for the maintenance of over 350 lane miles within the City. The department works in cooperation with the Fire, Police and Warren County responding to emergency situations. The department provides 24-hour emergency response for traffic crashes involving road closures, damaged infrastructure (guardrail, street lights, trees, etc.), flooding and wind damage. The Department maintains 700 City owned streetlights and manages 6,500 Duke Energy maintained streetlights. The Department also maintains all outdoor lighting at the Municipal Building, Fire Stations, and the Public Works Garage. The department is responsible for the maintenance of over 5,200 regulatory street signs and all City signage. The Public Works Department provides maintenance for all traffic signals within the City corporation limits. The department assists with maintaining City owned buildings and property. Over 90 non-emergency vehicles and 52 emergency vehicles are maintained and serviced by the Public Works mechanics. The Public Works Department installs flags and banners on the poles located throughout the City for special events and activities occurring within the City of Mason. The Public Works Department manages the contracts to maintain City owned landscaping and irrigation systems, as well as right-of-way and city property mowing. The Public Works Department is responsible for catch basin repair, storm sewer pipe replacement, ditch maintenance and repair, as well as routine sewer jet cleaning of the storm sewer infrastructure. The Public Works Department consists of twenty-one full-time and several part-time employees. The Department is responsible for the maintenance of all City streets, storm sewers, landscaped islands and irrigation, street banners and flags, street signs, traffic lights, and signals. The Department also provides facility maintenance, street sweeping, mowing, and the very popular brush and leaf programs. _________________________

MISSION STATEMENT Through professionalism and dedication, the Public Works Department provides safe superior services and a clean environment for the community of Mason. _________________________

143

PUBLIC WORKS

PERFORMANCE MEASURES

Street Maintenance Number of acres of public right-of-way mowed Number of potholes repaired Lineal feet of berm repaired Number of lanes miles of street sweeping Number of deceased animals removed from city streets Number of snowfall events Number of City street lane miles plowed Treated streets with: â&#x20AC;˘ Tons of salt â&#x20AC;˘ Gallons of calcium chloride Number of City streetlights maintained Number of City regulatory signs maintained Number of street signs installed, replaced, or repaired Number of traffic signals maintained Maintenance calls to City owned buildings and property Non-emergency City vehicles maintained Emergency City vehicles maintained Regular service of fleet vehicles Number of flags and banners installed Number of over-the-street banners installed Number of irrigation and landscaped systems maintained Number of hours of storm sewer maintenance performed Cubic yards of brush picked up Number of brush stops Cubic yards of leaves picked up City Sponsored Events Number of City sponsored events Number of man-hours utilized at City sponsored events Regular Overtime _________________________

144

2007

2008

45 40 0 350 125 8 350

45 40 0 350 105 9 350

2,800 600 725 5,200 1,625 40 50 93 52 688 825 30 44 2,750 5,500 16,700 5,200

3,600 450 725 5,200 1,625 40 30 93 52 688 825 0 44 3,000 5,600 16,700 5,500

275 250

PUBLIC WORKS

DESCRIPTION OF PROGRAMS The City provides numerous services to residents and businesses of Mason. Many of the services are provided by the Public Works Department, from maintaining the appearance of the City by mowing along roadways and sweeping the streets to helping residents maintain their yards by collecting leaves and chipping brush. 911 Address Signs -- The Public Works Department provides personalized reflective street signs and mailbox address signs to residents and business. A $10.00 fee is charged for the signs. Brush Chipping -- Crews following scheduled routes chip brush placed at the curb. Chips are used on trails in the park and are available to residents who would like to use them in their landscaping. Animal Removal -- The Public Works Department is responsible for the removal of dead animals from City streets or public right-of-way. Fleet Maintenance -- The Public Works Department is responsible for maintaining the Cityâ&#x20AC;&#x2122;s fleet vehicles including Police and Fire vehicles. Graffiti Removal -- The department removes graffiti from public areas. Facility Maintenance -- The department assists the facility manager in maintaining the Cityâ&#x20AC;&#x2122;s buildings. Public Works is responsible for remodeling, mowing, electrical repair, plumbing repair, cleaning, and painting these facilities. Regulatory Signage -- The department is responsible for the installation, maintenance and repair of all regulatory signage, including street signs, stop and speed limit signage. Leaf Collection -- The City provides free leaf collection from October through December. Signs are placed at the curbside notifying residents of the next leaf collection day. Residents can rake leaves into a pile by the curb for removal. Snow and Ice Control -- Public streets within the City limits are plowed and salted as conditions warrant. Main roads are plowed and/or salted first; then through streets, followed by cul-de-sac streets and alleys. Street Lights -- The department is responsible for replacing broken or burnt out streetlights. Street Maintenance -- The City provides routine sweeping and cleaning, repair of potholes and berms, street signs, mowing and litter control in the right-of-way on major roadways, patching, and resurfacing.

145

PUBLIC WORKS

Outdoor Warning Sirens -- The City of Mason has eight outdoor warning sirens that provide emergency notification. The sirens are designed to be outdoor warning devices. Sirens are tested at noon on the first Wednesday of the month, except during severe weather. Bike Path Maintenance -- The Public Works Department provides sweeping and litter control on all bike paths throughout the City. City Sponsored Events The Public Works Department coordinates with the event directors to provide road closing, traffic maintenance, garbage pickup, and electrical service for most City sponsored events. _________________________

DEPARTMENTAL ACCOMPLISHMENTS FOR 2008 Street Maintenance • Revised the City’s snowplowing program to incorporate staff from multiple departments. • Provided a usable five-year replacement program for fleet vehicles to each Department. • Provided Departments detailed fleet reports each month, tracking fuel consumption, mileage, and maintenance/accident costs. • Increased the annual safety and equipment training for staff to be better able to provide for the needs of the residents through MVRMA training, in-house seminars, and other local programs. • Evaluated the effectiveness of an anti-icing program for the City of Mason to improve the ability of the department to effectively provide snow and ice control of the City streets including alternative additives such as beet juice. The effectiveness of an anti-icing brine system was also measured • Managed the Emerald Ash Borer Action Plan adopted by City Council. City Sponsored Events • Successfully provided manpower for eight City sponsored events. _________________________

DEPARTMENTAL GOALS FOR 2009 Street Maintenance • Manage and evaluate the Emerald Ash Borer Action Plan adopted by City Council.

146

PUBLIC WORKS

• • • • • • •

Provide a usable five-year replacement program for fleet vehicles to each Department. Manage and evaluate the new citywide vehicle pool. Change the City’s weekly brush pickup program to a more cost effective and efficient program. Outsource the majority of the right-of-way mowing program and reallocate manpower to more cost effective programs such as sidewalk replacement. Provide information to Council on the feasibility of constructing a new Public Works Garage for 2010. Construct a storage building on Mason-Morrow-Milgrove Road to safely store the City’s salt spreaders. Increase the training for staff to be better able to provide for the needs of the residents through MVRMA training, in-house seminars, and other local programs.

________________________

147

COST SAVINGS Estimated Estimated Estimated Projected 2006 2007 2008 2009 USE STATE BID PURCHASING PROGRAM - The City of Mason utilizes the State of Ohio Cooperative Purchasing Program. This program uses competitive bidding to obtain the best and lowest costs of typical government purchases. This program is administered through the State of Ohio Department of Administrative Services rather than using City staff. The City makes many local purchases at a cost that is below the competitive State Bid program. State Law allows municipalities to purchase items from a supplier if they can sell an equal or better commodity at a price below the State Bid Contract. Purchases made in this manner create additional savings on City purchases. Use the salt storage facility to purchase salt during non-peak season. Used in-house staff to repair and update KI Signage. Contract price $65,000. Actual cost $20,000 Built a wash system to remove salt from fleet vehicles. This will reduce the maintenance and repair costs and save the $35,000 cost of a factory built wash system. Provide storm sewer cleaning and jet vacuuming, rather than outsourcing this work. Outsource traffic signal repairs. At this time, it is not cost effective to have additional staff that repairs traffic signals. The most cost effective solution at this time is to outsource this work. Outsource mowing right-of-way. This will save on mowing costs and will reduce the need for additional staff to provide mowing. Provide engineering and surveying design and layout for facilities, storm drain ditches, and other construction layout. USE OTHER PURCHASING PROGRAMS - Other government organizations buy in bulk and significantly reduce the cost of bulk supplies needed by Mason. SWOP4G is a large group of local communities that have combined their buying power to purchase bulk commodities at a cost that is consistently below the State Bid Contract prices. The City purchases road salt through SWOP4G at a significant savings. Save waste oil for use in waste oil furnace. This saves both the cost of disposing waste oil and reduces the garage heating bills. Use stainless steel truck beds. This alternate is almost the same cost as a painted truck bed, but does not have to be repainted every three years and does not rust or corrode. Installed pressurized oil and lube dispensers. No cost for the installation of the equipment, reduced cost on the oil and lube, and improved efficiency for the mechanics. Attended web seminars (webinars) in the EOC room as opposed to traveling to a site away from the Municipal Center. Attended webinars involving: Ohio EPA, Streetscape Design; Post Construction activities; Outsourced maintenance of traffic signals and reduced the cost of repairs. Repainted and reused old street lights for the salt storage facility. Installed the lights in-house rather than contracting out the work. Provided in-house maintenance and emergency repair and remodeling work for all City facilities, instead of outsourcing the work. Other cost savings practices (actual cost savings difficult to measure) Use in-house engineering and planning. Currently, the Public Works Department has experienced staff that can provide site planning and evaluate options rather than hiring an engineering firm to do this work.

148

100,000

25,000

45,000 45,000

45,000

35,000

20,000

40,000

10,000

12,000

14,000

10,000

15,000

6,000

8,000

9,000

5,000

7,000

3,000

10,000

1,000 15,000

20,000

15,000

BUY THE SAME EQUIPMENT When purchasing new equipment, The Public Works Department strives to buy equipment that matches the existing fleet. Purchasing one type of mower, for instance, reduces the number of stock parts stored, reduces the mechanic maintenance training needs, and increases the ability to interchange parts. All of these practices significantly reduce fleet maintenance costs. Total Public Works

229,000

149

243,000

387,000

369,000

City of Mason, Ohio Fund 101.103 : Street Lighting

2009 Budget

Departmental Budget Detail Account Number

Description

101.103.52310

Utilities

101.103.52340

Professional Services

Subtotal Contractual Services: 101.103.52430

2006 Actual Expenditures 214,627.66

213,439.97

2008 Actual Expenditures 215,234.97

2009 Budget 235,000.00

18,337.50

17,162.50

14,314.13

18,000.00

232,965.16

230,602.47

229,549.10

253,000.00

44,350.15

105,254.60

113,268.16

130,000.00

44,350.15

105,254.60

113,268.16

130,000.00

277,315.31

335,857.07

342,817.26

383,000.00

Repairs and Maintenance

Subtotal Supplies & Materials: Totals

2007 Actual Expenditures

Notes: 52310 - Duke rate increase plus additional street lights from capital projects 52430 - Contracting all street light repair and maintenance

150

City of Mason, Ohio Fund 101.106 : Disaster Services

2009 Budget

Departmental Budget Detail Account Number

Description

101.106.52310

Utilities

101.106.52340

Professional Services

2006 Actual Expenditures

Subtotal Contractual Services: 101.106.52430

Repairs and Maintenance

Subtotal Supplies & Materials: Totals Notes:

151

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

1,178.93

652.08

420.00

750.00

24,199.47

2,975.75

12,437.00

5,000.00

25,378.40

3,627.83

12,857.00

5,750.00

0.00

2,421.20

7,078.00

8,000.00

0.00

2,421.20

7,078.00

8,000.00

25,378.40

6,049.03

19,935.00

13,750.00

City of Mason, Ohio Fund 101.602 : Street Maintenance & Repair

2009 Budget

Departmental Budget Detail Account Number

Description

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

101.602.52110

Salaries and Wages

732,125.20

844,314.93

939,115.71

1,098,914.08

101.602.52120

Retirement

107,101.85

122,597.28

140,246.12

163,944.24

101.602.52130

Medical Insurance

206,299.19

224,000.00

252,000.00

101.602.52150

Medicare

9,921.05

11,525.57

12,741.45

15,934.25

101.602.52160

Workerâ&#x20AC;&#x2122;s Compensation

Subtotal Personal Services: 101.602.52210

Training/Meeting Expense

101.602.52220

Memberships/Subscriptions

17,788.20

21,148.24

41,659.33

43,956.56

1,073,235.49

1,223,586.02

1,385,762.61

1,574,749.14

3,581.17

6,569.55

5,753.71

9,000.00

Subtotal Employee Development:

800.00

207.60

1,195.63

1,000.00

4,381.17

6,777.15

6,949.34

10,000.00

0.00

36,373.71

35,000.00

5,050.34

6,809.71

7,540.21

7,000.00

101.602.52310

Utilities

101.602.52320

Telephone/Pager Service

101.602.52330

Rents & Leases

10,599.05

4,545.25

5,575.50

5,000.00

101.602.52340

Professional Services

23,258.27

51,888.77

89,475.70

60,000.00

101.602.52350

Contracts/Agreements

279,800.04

313,920.76

326,555.14

430,000.00

101.602.52370

Printing & Advertising

Subtotal Contractual Services:

658.34

1,265.83

1,357.22

2,000.00

319,366.04

378,430.32

466,877.48

539,000.00

1,467.88

1,520.09

1,901.40

2,500.00

15,531.38

15,071.39

30,813.79

22,000.00

197,318.14

125,625.60

397,634.71

450,000.00

101.602.52410

Office Supplies

101.602.52420

Operational Supplies

101.602.52421

Snow Expense

101.602.52422

Regulatory Signs

16,206.40

21,825.52

36,742.76

40,000.00

76,443.34

115,086.08

170,519.93

175,000.00

0.00

5,250.84

4,607.95

5,000.00

1,726.17

623.42

12,915.94

5,000.00

58,396.57

64,033.50

123,110.31

125,000.00

101.602.52430

Repairs and Maintenance

101.602.52431

Traffic Signal Maintenance

101.602.52440

Small Tools/Minor Equipment/Computers

101.602.52470

Fuel

101.602.52480

Uniforms & Clothing

Subtotal Supplies & Materials: Totals

12,900.23

12,786.49

16,968.57

18,000.00

379,990.11

361,822.93

795,215.36

842,500.00

1,776,972.81

1,970,616.42

2,654,804.79

2,966,249.14

Notes: 52350 - Addition of Snider Road, Western Row Road, Downtown Plaza, and right-of-way mowing $55,000. Includes $25,000 tree removal reserve for emeral ash borer 52420 - salt pricing increased 47% (6,000 tons @ $70 per ton plus blades beet juice & supplies 52430 - Increased maintenance for older vehicles rather than replacement $30,000 52470 - Fuel increased to match expected fuel prices

152

City of Mason, Ohio Fund 101.606 : Garage

2009 Budget

Departmental Budget Detail Account Number

Description

101.606.52110

Salaries and Wages

101.606.52120 101.606.52130

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

163,166.82

160,730.24

188,036.54

174,725.55

Retirement

22,792.17

22,157.65

25,592.31

24,461.58

Medical Insurance

38,681.10

42,000.00

101.606.52150

Medicare

101.606.52160

Workerâ&#x20AC;&#x2122;s Compensation

Subtotal Personal Services: 101.606.52210

Training/Meeting Expense

101.606.52220

Memberships/Subscriptions

2,355.88

2,327.71

2,693.84

2,533.52

17,788.20

21,148.24

5,481.49

6,989.02

244,784.17

248,363.84

263,804.18

250,709.68

3,094.04

6,636.50

7,583.80

6,000.00

231.00

250.00

156.63

250.00

3,325.04

6,886.50

7,740.43

6,250.00

13,451.05

19,211.00

20,985.52

20,000.00

2,017.51

2,096.70

2,001.25

2,000.00

331.00

1,278.58

452.78

1,000.00

Subtotal Employee Development: 101.606.52310

Utilities

101.606.52320

Telephone/Pager Service

101.606.52330

Rents & Leases

101.606.52340

Professional Services

9,127.97

9,130.80

13,214.59

10,000.00

101.606.52350

Contracts/Agreements

8,077.88

9,837.48

2,531.52

12,000.00

101.606.52370

Printing & Advertising

2,257.81

224.00

1,451.84

1,000.00

35,263.22

41,778.56

40,637.50

46,000.00

Subtotal Contractual Services: 101.606.52410

Office Supplies

1,487.45

1,879.93

1,759.95

2,000.00

101.606.52420

Operational Supplies

53,132.06

32,313.48

29,189.42

35,000.00

101.606.52430

Repairs and Maintenance

17,651.61

23,860.76

22,598.40

25,000.00

101.606.52440

Small Tools/Minor Equipment/Computers

3,059.72

3,218.82

5,254.60

5,000.00

101.606.52450

Postage

278.51

106.80

318.19

100.00

101.606.52480

Uniforms & Clothing

1,492.61

788.75

3,135.43

2,000.00

77,101.96

62,168.54

62,255.99

69,100.00

360,474.39

359,197.44

374,438.10

372,059.68

Subtotal Supplies & Materials: Totals Notes:

153

City of Mason, Ohio Fund 201.602 : Street MR Fund Street Maintenance and Repair

2009 Budget

Departmental Budget Detail Account Number

Description

201.602.52110

Salaries and Wages

201.602.52120

Retirement

201.602.52130

Medical Insurance

201.602.52150

Medicare

2006 Actual Expenditures

Subtotal Personal Services:

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

52,219.11

50,560.19

0.00

7,198.46

7,170.77

0.00

12,893.70

14,000.00

0.00

757.16

733.12

0.00

73,068.43

72,464.08

0.00

1,262.00

0.00

201.602.52210

Training/Meeting Expense

499.66

201.602.52220

Memberships/Subscriptions

236.00

153.90

0.00

735.66

1,415.90

0.00

31,822.60

37,495.82

1,117.28

0.00

2,355.43

144.57

0.00

Subtotal Employee Development: 201.602.52310

Utilities

201.602.52340

Professional Services

201.602.52350

Contracts/Agreements

Subtotal Contractual Services: 201.602.52420

Operational Supplies

201.602.52421

Snow Expense

201.602.52422

Regulatory Signs

201.602.52430

Repairs and Maintenance

201.602.52440

Small Tools/Minor Equipment/Computers

201.602.52470

Fuel

201.602.52480

Uniforms & Clothing

Subtotal Supplies & Materials: 201.602.52580

Machinery & Equipment

201.602.52595

Repairs, Improvements & Replacements

9,000.00

0.00

48,851.25

1,261.85

0.00

7,532.55

7,947.47

0.00

11,903.42

0.00

3,360.71

0.00

9,668.25

15,516.55

996.50

0.00

51,379.58

30,206.13

1,536.22

0.00

655.80

0.00

1,175.25

17,777.53

0.00

447.40

1,338.65

0.00

82,762.25

72,786.33

5,893.43

0.00

45,708.00

0.00

216.00

34,005.60

0.00

216.00

79,713.60

0.00

188,604.94

275,231.16

7,155.28

0.00

Subtotal Capital Outlay: Totals

0.00 31,822.60

Notes:

154

PUBLIC UTILITIES

DESCRIPTION OF DEPARTMENT The Public Utilities Department operates and maintains the sanitary sewer collection system and complies with the Ohio Environmental Protection Agency (OEPA) requirements for the treatment and safe discharge of the wastewater. Since the City of Mason has experienced rapid growth in the past 16 years and the prior treatment facility was nearing its physical limit, a new water reclamation plant was completed in 2006. The new plant, located at 3200 Mason-Morrow-Millgrove Road, was constructed to meet the City’s current needs with room for future expansion. Due to the risk of polluting the local water system, the Public Utilities Department employees are required to have diversified task training. The cross training allows each employee to be capable of taking the place of any other employees in the event that another person in the department may be absent. The superintendent of the water reclamation plant has completed the Ohio Environmental Protection Agency (OEPA) class IV certifications in wastewater treatment and holds a class III certification in water treatment. The other OEPA certifications among the department include: • • • • • • • • •

One Class IV wastewater certification One Class III water treatment certification Two Wastewater III certifications One Collection I certification Five Collection II certifications Three Wastewater I certifications Three Water distribution certifications Two Backflow Device certifications One Laboratory certification _________________________ MISSION STATEMENT

The mission of the City of Mason Public Utilities Department is to anticipate the needs of our customers and meet those needs by exceeding the public’s expectations through service that is respectful and compassionate. Our team of workers strives to provide our community family with the highest quality of service possible and hold to the higher calling as protectors of the environment, and provide a safe and healthy atmosphere for the citizens of Mason to live and thrive in. _________________________

155

PUBLIC UTILITIES

PERFORMANCE MEASURES Maintenance Miles of sewer lines maintained Number of lift stations maintained Feet of line smoke tested Feet of line cleaned Markings Manholes maintained Number of field inspection including septic systems Feet of sanitary line Tved Feet of storm line Tved Operations Number of lab tests performed Process samples Average daily flow of wastewater processed (in gallons) Industrial Pretreatment Number of regulated industries Number of industrial pretreatment samples tested Projects Projects completed

2007 132 9 200 117,871 4407 2023

2008 132 9 0 123,980 3876 2023

88,920 3,042

90,653 3,150

4800 10,500 5.5 mil

4700 11,398 5.801 mil

16 61

15 89

_________________________ DESCRIPTION OF PROGRAMS Maintenance The maintenance staff performs daily operations that include maintenance and repair of plant equipment, and maintaining 9 lift stations throughout the City. The maintenance staff also responds to sewer line complaints and conducts sewer line smoke testing annually. Since the purchase of a new VAC truck the maintenance crew has developed a sewer-cleaning schedule. Other responsibilities of the maintenance staff include marking for new construction. The maintenance division maintains over 200 miles of sewer lines. They conduct inspections and respond to calls and complaints from residential and commercial locations throughout the City of Mason. There are over 3, 000 manholes within the City. The maintenance division has six staff members. The supervisor of the maintenance division has many certifications and years of experience in the field of wastewater collections and water distribution with, 15 of those years of experience with the City of Mason.

156

PUBLIC UTILITIES

Operations The operations staff performs daily lab tests. These include ammonia testing, biochemical oxygen demand (BOD) testing, pH and temperature tests, fecal analysis, Settleometer testing and analysis, and water hardness. These tests are performed to ensure that the City complies with OEPA guidelines. In addition, there is one staff member who is responsible for coordinating the Industrial Pretreatment Program, which includes pretreatment sampling and testing. Industrial Pretreatment The City of Mason received approval of its Industrial Pretreatment Program from the Ohio Environmental Protection Agency (OEPA) in September 1992. Since then, the City has worked closely with the OEPA and with industries in the City of Mason. Our goal is to continuously improve our program and build strong relationships with the industrial community while protecting the receiving waters. The City of Mason has consistently received high ratings from the OEPA annual pretreatment compliance inspection. Currently there are 16 regulated industries within the City of Mason that include metal finishing and metal formation processes up to food processing industries. The City of Mason conducts annual inspections and regular meetings with all of the regulated industries within the city to discuss the program requirements and provide networking opportunities. Projects The City of Mason has an ongoing program to rehabilitate and reconstruct trunk and collector sewers, which have been in service for a number of years, and to eliminate lift stations wherever possible. Each year, projects are designed and bid to accomplish these purposes. Over the previous six years, the various projects have resulted in reconstruction of the following: • • • •

US 42 Trunk Sewer from Quinn Park to 3rd Avenue US 42 Trunk Sewer from Mason-Montgomery Road to Kings Mills Road South Central Trunk Sewer from Duane Drive to Tylersville Road Concord Crossing Trunk Sewer

These projects eliminated three lift stations, and the Concord Crossing project also included elimination of a fourth lift station, at Tyler Court. In 2008, Phase 2B of the US 42 Trunk Sewer, from 3rd Avenue to Mason-Montgomery Road and from Kings Mills Road to US 42 by Four Seasons is being constructed. , The Olympia Drive Sanitary Sewer Replacement project is also being constructed in 2008 This project will replace existing sewers found to be damaged during TV inspection in 2007. All of the sewer reconstruction projects have the benefit of reducing infiltration/inflow to the sewer system, which results in lower conveyance and treatment costs. Also in 2008, all process units and several buildings at the City’s old Water Reclamation Plant on US 42 were demolished. This project included elimination and fill of the EQ Basins across US 42 from the old plant. ___________________________________

157

PUBLIC UTILITIES

DEPARTMENTAL ACCOMPLISHMENTS FOR 2008 Maintenance • We have a citywide backflow program. This program continues saving the City thousands of dollars by not having to outsource the testing of the backflow devices. Licensed personnel do all of the testing and rebuilding of the backflow devices. Tested over 65 devices in 2007. • Installed Retro-grates on all wet well/dry well openings at the new plant to provide a safer working environment for the utilities staff while working around these open wells. • Continued working on a comprehensive maintenance program for the wastewater collection system and lift stations. • Controlled cost on all collection construction projects by doing in house inspections and internal cost control measures. • Cleaned the entire sanity sewer system on schedule • Started a tving schedule Operations • Continued cross training program and continued education program to improve efficiency of operations and maintenance. • Completed training programs as follows: basic First Aid/CPR, AED operation, Fork lift operations, Confined Space Entry, electrical safety • Continued working with GCWW to improve customer service. • Improved response to customer concerns through improved tracking methods and follow up telephone calls. • Completed training on the Water Reclamation processes and the equipment. • Finalize the Quality Assurance/Quality Control program for the laboratory. Industrial Pretreatment • Continued working on updating the Industrial Pretreatment Program (IPP) Enforcement Response Plan and evaluation of Local Limits. Projects • Completed contracts and made final payments to all for the contractors of the new WRP. _________________________ DEPARTMENTAL GOALS FOR 2009 Maintenance • Continue to make improvements in the maintenance program for the pumps and peripheral equipment in the lift stations. • Continue to work on a comprehensive flushing and cleaning schedule for sanitary and storm water sewers.

158

PUBLIC UTILITIES

• • • • • • • •

Continue to develop a more comprehensive maintenance program for the wastewater collection system and lift stations including increasing maintenance in problem grease areas. Continue to eliminate as much inflow and infiltration by using departmental staff making point repairs as they are found. Continue with a citywide smoke-testing program to identify problem areas and illegal connections to the sewer. Reduce weekend overtime for maintenance. Continue with the vac-truck cleaning of the sewer system Continue with the Tving of the sewer system Rebuild the lift station at the beach water park Get the new electronic O&M manual up and operating

Operations • Continue safety-training program for operation and maintenance. In particular, confined space and tag-out procedures, blood borne pathogen training. Offer and provide Hepatitis B series vaccinations for all staff. • Continue with the implementation of a more comprehensive Inflow and Infiltration (I&I) study. • Continue to hold down operating costs through tighter operating controls and better training with the operations and maintenance of the new WRP. • Start the Operation and Maintenance manual for the WRP. • Continue to increase in-house testing in the wastewater laboratory to reduce outsourcing costs. • Continue with a comprehensive cross training program to improve efficiency of both operations and maintenance. • Continue to improve response to customer concerns through improved tracking methods and follow up telephone calls. • Continue to have all employees become familiar with safety issues at the new plant. Industrial Pretreatment • Continue to work with all major industrial customers to keep them of out of SNC (Significant non-Compliance with their discharge limits). • Continue to improve communication with major and minor industries. • Inspect and sample all permitted industrial customers and all minor industrial customers. • Implement Ohio EPA approved Local Limits. • Renew all 15 Industrial user permits • Evaluation of a FOG program.. Projects • Construct US 42 North Trunk Sewer Improvements - Phase 3. • Develop O&M Manual and Computerized Maintenance Management System (CMMS) for new WRP.

159

PUBLIC UTILITIES

• • • • •

• •

Update Sewer Master Plan. Complete Mason Sports Park Irrigation Feasibility Study. Meet or exceed NPDES permit limits issued by the OEPA for the WRP. Continue to control cost on all collection construction projects by doing in house inspections and internal cost control measures. Planning for Inflow/Infiltration Removal Projects in southwest area of the City. Complete in house inspections and testing of the above mentioned projects. Complete the projects at or below budget.

160

COST SAVINGS Estimated 2005 In house work on the backfill and demolition of various structures at the old WRP including inspections Department cleaning or sewer lines rather than outsourcing. Mow and maintain lift stations

Estimated 2007

Estimated 2008

Projected 2009

200,000 45,000

50,000

20,000

In house lawn and landscaping we dedicate approximately 10 to 15 hours per week to mow and maintain and landscape the WRP as well as the lift stations and Socialville Foster and Snider road water towers. 34% reduction in maintenance call ins and overtime due to better time management within the department. Additional overtime saved by cross training and combing operations and maintence on call Savings per year on Sprint Service (due to elimination of old SCADA). Optimize performance if the new BNR process allowed a reduction in Ferric Chloride. Control costs for laboratory supplies and testing. Net savings pumping sludge to new plant rather than hauling by tanker truck. Conducted Jar test and found a better price on polymer In house inspection of Villas, Concord, and Tylers station lift station. Reduction in chemical costs (i.e. Ferric Chloride & Polymer). Optimization of the ACE Automated controls for oxidation ditches to improve effluent quality and reduce electrical costs In house inspections of construction projects Reduction in electrical cost (less air needed and no floc mixers and flow pacing the UV disinfection). Moved to new plant in 2006. Much of the moving of material and items from the old plant to the new WRP was done in house. We do all janitorial and in house cleaning (approximate savings). Nonperformed sod installation for the new admin office at the new WRP. Internal review leading to a redesign of the east trunk sewer from gravity to a force main. Changed alignment for new plant influent sewer from 42 North to Carter property. Savings for parks by installing their backflow device at Heritage Oak Park. Did in house residential background sampling in the system and at the plant. Total - Public Utilities

Estimated 2006

29,000

30,000

40,000

20,000

21,000

22,000

20,000

10,000

7,000

7,500

12,000 8,000

15,000

20,000

17,000

7,000

20,000

33,000

35,000

20,000

10,000

10,000 20,000

10,000

20,000 150,000

10,000 10,000

10,000

5,000 5,000

500,000 750,000 4,000 4,000 1,444,000

161

231,000

149,000

364,500

297,000

City of Mason, Ohio Fund 602.504 : Sewer Revenue Fund - Sewer Treatment

2009 Budget

Departmental Budget Detail Account Number

Description

602.504.52110

Salaries and Wages

602.504.52120

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

217,984.45

198,767.42

201,717.93

227,027.27

Retirement

29,347.16

27,896.66

28,164.01

31,783.82

602.504.52130

Medical Insurance

64,468.50

70,000.00

56,000.00

602.504.52150

Medicare

3,146.23

2,881.63

2,888.74

3,291.90

602.504.52160

Workerâ&#x20AC;&#x2122;s Compensation

Subtotal Personal Services: 602.504.52210

Training/Meeting Expense

602.504.52220

Memberships/Subscriptions

14,230.56

16,918.60

7,674.07

9,081.09

329,176.90

316,464.31

296,444.75

327,184.08

1,761.68

3,012.64

6,120.03

7,500.00

275.00

0.00

215.00

300.00

2,036.68

3,012.64

6,335.03

7,800.00

468,870.90

680,271.69

638,452.99

755,000.00

17,465.19

323.21

0.00

1,890.50

432.30

625.00

1,000.00

Subtotal Employee Development: 602.504.52310

Utilities

602.504.52320

Telephone/Pager Service

602.504.52330

Rents & Leases

602.504.52340

Professional Services

34,604.29

29,936.09

21,277.04

30,000.00

602.504.52342

Engineering Services

34,006.14

7,901.66

1,500.00

40,000.00

602.504.52343

Plan Reviews

725.68

0.00

5,000.00

602.504.52344

Industrial Pretreatment

29,542.09

32,229.66

26,614.17

45,000.00

602.504.52350

Contracts/Agreements

128,981.34

40,698.93

32,233.93

50,000.00

602.504.52370

Printing & Advertising

8,674.18

1,276.41

0.00

724,760.31

793,069.95

720,703.13

926,000.00

1,456.68

0.00

Subtotal Contractual Services: 602.504.52410

Office Supplies

602.504.52420

Operational Supplies

42,306.76

28,042.55

40,357.88

60,000.00

602.504.52423

EPA Operating Permit

1,872.04

643.25

1,781.80

5,000.00

602.504.52430

Repairs and Maintenance

50,472.82

53,209.88

57,589.81

140,000.00

602.504.52440

Small Tools/Minor Equipment/Computers

2,813.87

2,770.44

6,041.74

2,000.00

602.504.52450

Postage

3.42

0.00

602.504.52460

Chemicals

69,991.13

137,950.90

141,989.34

175,000.00

602.504.52480

Uniforms & Clothing

Subtotal Supplies & Materials: 602.504.52560

Utility Plant in Service

602.504.52599

Special Equipment

3,793.03

3,004.30

4,946.57

6,000.00

172,709.75

225,621.32

252,707.14

388,000.00

18,395.00

20,658.19

0.00

20,000.00

3,395.35

0.00

18,395.00

40,658.19

3,395.35

0.00

1,247,078.64

1,378,826.41

1,279,585.40

1,648,984.08

Subtotal Capital Outlay: Totals Notes:

162

City of Mason, Ohio Fund 602.552 : Sewer Revenue Fund - Administration

2009 Budget

Departmental Budget Detail Account Number

Description

602.552.52110

Salaries and Wages

602.552.52120

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

252,280.09

188,560.51

192,174.62

300,759.22

Retirement

41,386.89

33,735.37

35,543.00

51,713.53

602.552.52130

Medical Insurance

64,468.50

74,666.25

74,668.00

60,667.60

602.552.52150

Medicare

2,812.88

2,720.55

2,754.57

4,361.01

602.552.52160

Workerâ&#x20AC;&#x2122;s Compensation

Subtotal Personal Services:

5,872.60

6,981.89

4,385.19

12,030.37

366,820.96

306,664.57

309,525.38

429,531.73

5,218.69

5,364.25

10,000.00

602.552.52210

Training/Meeting Expense

2,303.29

602.552.52220

Memberships/Subscriptions

1,643.00

929.60

733.26

1,500.00

3,946.29

6,148.29

6,097.51

11,500.00

1,566.70

21,556.67

19,441.66

30,000.00

448.00

0.00

1,000.00

6,137.81

51,844.74

18,478.77

50,000.00

126.00

237,530.86

270,599.90

315,000.00

66,469.55

61,871.60

50,881.00

75,000.00

Subtotal Employee Development: 602.552.52320

Telephone/Pager Service

602.552.52330

Rents & Leases

602.552.52340

Professional Services

602.552.52350

Contracts/Agreements

602.552.52360

Insurance

602.552.52370

Printing & Advertising

Subtotal Contractual Services:

1,188.60

4,812.84

8,561.56

9,000.00

75,936.66

377,616.71

367,962.89

480,000.00

602.552.52410

Office Supplies

1,811.78

2,878.97

2,548.43

3,500.00

602.552.52420

Operational Supplies

3,064.96

0.00

48.55

0.00

602.552.52430

Repairs and Maintenance

246.00

0.00

602.552.52440

Small Tools/Minor Equipment/Computers

10,494.13

638.14

1,487.27

2,000.00

602.552.52450

Postage

21.33

414.76

111.00

750.00

602.552.52480

Uniforms & Clothing

226.63

434.31

432.75

500.00

Subtotal Supplies & Materials:

15,864.83

4,366.18

4,628.00

6,750.00

47,890.44

1,369.76

0.00

47,890.44

1,369.76

0.00

Refunds

120.00

0.00

332.50

0.00

Subtotal Refunds & Reimbursements:

120.00

0.00

332.50

0.00

510,579.18

696,165.51

688,546.28

927,781.73

602.552.52530

Furniture, Fixtures & Office Machines

Subtotal Capital Outlay: 602.552.52810 Totals

Notes: 52340 Professional Services - IT, Mason Matters, HR, Mailing, etc 52350 Increase sewer revenue increases the billing/collection cost for GCWW

163

City of Mason, Ohio Fund 602.555 : Sewer Revenue Fund - Maintenance

2009 Budget

Departmental Budget Detail Account Number

Description

602.555.52110

Salaries and Wages

602.555.52120

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

249,186.93

313,970.98

326,692.40

349,492.84

Retirement

33,838.44

42,879.08

45,112.05

48,929.00

602.555.52130

Medical Insurance

64,468.50

70,000.00

84,000.00

602.555.52150

Medicare

3,583.26

4,561.79

4,689.47

5,067.65

602.555.52160

Workerâ&#x20AC;&#x2122;s Compensation

Subtotal Personal Services: 602.555.52210

Training/Meeting Expense

602.555.52220

Memberships/Subscriptions

21,521.24

25,586.43

12,059.28

13,979.71

372,598.37

456,998.28

472,553.20

501,469.20

1,852.61

5,404.56

2,663.11

6,500.00

Subtotal Employee Development:

289.00

0.00

2,141.61

5,404.56

2,663.11

6,500.00

2,750.84

71.75

0.00

786.25

400.00

664.00

1,000.00

602.555.52320

Telephone/Pager Service

602.555.52330

Rents & Leases

602.555.52340

Professional Services

9,440.00

4,882.41

8,124.54

20,000.00

602.555.52342

Engineering Services

36,379.39

77,880.00

149,220.00

30,000.00

49,356.48

83,234.16

158,008.54

51,000.00

484.79

0.00

Subtotal Contractual Services: 602.555.52410

Office Supplies

602.555.52420

Operational Supplies

11,250.18

4,864.04

5,206.60

10,000.00

602.555.52430

Repairs and Maintenance

61,033.80

51,430.37

47,593.81

65,000.00

602.555.52440

Small Tools/Minor Equipment/Computers

25,966.07

9,918.66

5,884.21

10,000.00

602.555.52460

Chemicals

3,850.00

3,267.12

799.78

5,000.00

602.555.52470

Fuel

21,225.06

24,591.45

32,141.59

34,000.00

602.555.52480

Uniforms & Clothing

4,087.14

4,587.62

5,055.24

6,000.00

127,897.04

98,659.26

96,681.23

130,000.00

Subtotal Supplies & Materials: 602.555.52550

Vehicles/Vehicular Equipment

36,120.00

0.00

38,607.65

0.00

602.555.52560

Utility Plant in Service

60,000.00

0.00

602.555.52580

Machinery & Equipment

0.00

4,789.19

0.00

602.555.52599

Special Equipment

0.00

100,000.00

46,000.00

0.00

96,120.00

104,789.19

84,607.65

0.00

648,113.50

749,085.45

814,513.73

688,969.20

Subtotal Capital Outlay: Totals Notes:

164

City of Mason, Ohio Fund 602.559 : Sewer Revenue Fund - Lift Stations

2009 Budget

Departmental Budget Detail Account Number 602.559.52430

Description

2006 Actual Expenditures

Repairs and Maintenance

Subtotal Supplies & Materials: 602.559.52599

Special Equipment

Subtotal Capital Outlay: Totals Notes:

165

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

21,278.81

34,717.34

3,294.93

0.00

21,278.81

34,717.34

3,294.93

0.00

5,790.72

0.00

5,790.72

0.00

21,278.81

34,717.34

9,085.65

0.00

City of Mason, Ohio Fund 612.504 : Sewer Expansion Fund

2009 Budget

Departmental Budget Detail Account Number

Description

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

612.504.52340

Professional Services

462,858.86

975.00

86,623.74

0.00

612.504.52342

Engineering Services

0.00

36,000.00

45,273.41

160,000.00

612.504.52350

Contracts/Agreements

0.00

13,611.00

44,162.80

0.00

612.504.52370

Printing & Advertising

Subtotal Contractual Services: 612.504.52440

0.00

983.06

0.00

462,858.86

50,586.00

177,043.01

160,000.00

4,815.00

0.00

4,815.00

0.00

8,980.00

0.00

1,473,735.95

1,010,641.20

842,034.92

0.00

30,000.00

Small Tools/Minor Equipment/Computers

Subtotal Supplies & Materials: 612.504.52510

Land & Land Improvement

612.504.52560

Utility Plant in Service

612.504.52580

Machinery & Equipment

612.504.52595

Repairs, Improvements & Replacements

0.00

1,577,650.74

3,044,000.00

1,473,735.95

1,010,641.20

2,428,665.66

3,074,000.00

Refunds

11,861.13

0.00

7,851.60

0.00

Subtotal Refunds & Reimbursements:

11,861.13

0.00

7,851.60

0.00

1,953,270.94

1,061,227.20

2,613,560.27

3,234,000.00

Subtotal Capital Outlay: 612.504.52810 Totals Notes: Us 42 trunk Sewer Phase III Design $100,000 Replacement of the Beach lift station $110,000 Sewer Portion on the Main and Forest Street project $140,000 Southwest Quadrant SSES $50,000 Back up Generator replacement $30,000

166

FINANCE

DESCRIPTION OF DEPARTMENT The Finance Department is the custodian for all public money of the Municipality. The department is responsible for collecting all money due and payable to the Municipality, disbursing all money as may be required by law or ordinance, and investing all excess funds in accordance with City policy and objectives. The department provides support and services to other departments of the City to ensure they meet their goals and objectives. The Finance Department oversees, income tax collections, payroll, accounts payable, and customer service. _________________________

MISSION STATEMENT The key to success for businesses, whose products and services are similar, is to be different from the others. To create that distinguishing characteristic, that unique factor that makes the statement, “We are a step ahead”. We, the Finance Department will conduct our business in an open and forthright manner in strict compliance with applicable laws, rules, and regulations while maintaining high moral and ethical standards in providing the highest quality of services to our customers that exceed all expectations in the most cost effective fashion, now and in the future. We will enhance relationships with those we serve by anticipating customer needs, being prompt, accurate, professional, and by adding a personal touch. Though we may be better today than we were yesterday, we are not as good as we must become. We regard this community and each other as extended family, deserving of compassion, demanding of respect, and entitled to integrity in all matters. We respect individuality both inside and outside the organization, honoring diverse lifestyles and work styles. We understand that every employee’s contribution is valuable. We believe vitality depends on capitalizing on everyone’s unique talents. We are committed to helping each other reach his or her full potential. _________________________

PERFORMANCE MEASURES 2006

2007

2008

Payroll Number of payroll checks written Number of direct deposits Number of employees

1,233 9,076 591

1,151 9,570 543

1,283 9,392 522

Accounts Payable Number of purchase orders processed Number of accounts payable checks written

5,310 8,059

5,904 8,543

167

6,814 9,984

FINANCE

2006

2007

2008

Income Tax Number of tax returns processed for the tax year 14,931 15,116 ** Tax revenue collected (in millions) 22.7 21.3 21.7 Number of new tax accounts 3,283 3,288 1,650* Number of business tax accounts 2,261 2,313 2,716 Number of tax withholding accounts 2,886 2,884 3,309 Number of tax accounts 19,760 18,728 19,986 * New accounts for 2008 will increase since many are added in the year after residents move into Mason. ** 2008 Tax return is due April 15, 2009. ______________________ DESCRIPTION OF PROGRAMS Customer Service Fulfilling the multitude of obvious and less obvious customer needs. We do this through a customer friendly attitude and viewing our customers as the most important part of our job. This includes both internal and external customers. We provide this service through excellent communication and listening with empathy to our customers. Payroll The payroll office provides accurate, cost effective bi-weekly payroll to all employees. The office ensures the City is in compliance with all Federal and State laws related to payroll. It facilitates information between the Human Resource office and employees. Provides direct response to employeesâ&#x20AC;&#x2122; inquiries. In conjunction with the Human Resource office is responsible for new hire orientations. Accurately reports withholdings and deduction information and payments. Responsible for maintaining payroll records and files in accordance with Federal, State and City record keeping policies. Accounts Payable The accounts payable office is responsible for providing accurate, efficient and cost effective procurement services for all departments of the City. The office ensures departments are in compliance with the City's purchasing policy. Responsibilities of the office include: processing purchase orders and invoices, preparing checks, reconciling vendor accounts, responding to vendor and internal departmental inquiries, reconciling the financial reporting software system and producing month-end financial statements. Income Tax Office The Income Tax office is responsible for the administration and communication of the City's Income Tax Ordinance. Primary responsibility is assisting residents and businesses meet their tax obligations with the City. Additional responsibilities of the office include: collection of revenues, maintaining accounts and responding to inquiries

168

FINANCE

Finance Operations The Finance Department has the following major functions: Preparation of the City’s comprehensive annual financial report (CAFR), investment activities, assists Administration with the preparation of the annual budget, monthly and annual reconciliation, monthly and annual financial reporting, annual audit, revenue collections, financial analysis, forecasting, and expenditure monitoring. _________________________

DEPARTMENTAL ACCOMPLISHMENTS FOR 2008 Customer Service • Continued to cross-train staff members to better service external and internal customers. Payroll • Continued time clock interface to reduce data entry time needed to process payroll for the Community Center. • Human Resource and Payroll worked together to reduce the paperwork and administrative process for rehiring part-time seasonal employees. • Implemented program to properly report taxable fringe benefits. Accounts Payable • Created spreadsheets and other applications to reduce time needed to process and allocate invoices for proper payments. • Changed accounts payable payment cycle to improve process and communication with other departments. Income Tax • Communicated the tax credit phase-in to both residents and preparers for tax year 2007. • Continued with monthly ACH credit program for payroll companies and many businesses. This process has increased the City’s monthly cash flow, improved internal control, and reduced data entry. • Accepted income tax returns, estimated payments, and withholding tax payments from businesses electronically via the Ohio Business Gateway. • Used the Online Tax Filing Tool to assist resident taxpayers to complete their 2007 tax return. About 1,000 taxpayers took advantage of the online tool. • Improved method to account for individual tax filing in a manner that allows better reporting of the City’s tax base.

169

FINANCE

Finance Operations • Received Certificate of Achievement for Excellence in Financial Reporting for the City’s 2007 Comprehensive Annual Financial Report (CAFR). This is the tenth consecutive time the City has received this award. • Issued the 2008 Budget in electronic format on CD-ROM. • Completed 5-year depository agreement. • Revised the City’s investment policy • Converted short-term notes to a $17.5 million bond issuance • Confirmed the City’s Aa2 rating through a bond rating update. • Continued development of an emergency operation plan for the Finance Department and completed NIMS training for key personnel. _________________________

DEPARTMENTAL GOALS FOR 2009 • • • • • • •

Work to support and uphold the mission statement of the City. Continue to work to improve customer service. Continue to maintain a safe working environment. Continue to search for cost-saving options for department operational expenses. Improve website features. Continue training and cross-training employees to better service the needs of the residents. Begin round table discussions with other departments to improve efficiencies.

Payroll • Expand time clock interface to other departments to reduce date entry for payroll. • Revise Employee Deduction manual to include online filing instructions. • Implement document imaging for the payroll system. • Reduce the number of checks issued for deductions and to submit more deductions online. • Provide employee electronic access to pay stubs and W-2s. Accounts Payable • Improve requisition/purchase order process. • Increase all departments’ awareness of legal requirements for purchasing. • Establish a standard procedure across departments for approving invoices. Income Tax • Increase number of taxpayers who use the on-line tool for filing tax returns. • Increase the number of businesses to make withholding payments electronically via ACH or Ohio Business Gateway. • Explore options for complete on-line filing and on-line payment. • Continue collection of delinquent taxes including implementation of alternative collection methods for excessive delinquency. 170

FINANCE

• • • • •

Continue enforcement of the tax-filing requirement especially for taxpayers who fail to file multiple years. Increase the number of employers that submit their employees’ W-2 electronically. Revise income tax rules and regulations based on the revised income tax ordinance. Revise and update income tax procedure manual. Enter and print tax returns when residents bring their information to us to prepare the return.

Finance Operations • Review banking, credit card processing, and investment services • Explore alternative debt financing options • Improve budget oversight and control functions • Continue deed organization.

_________________________

171

COST SAVINGS Estimated Estimated Estimated Estimated Projected 2005 2006 2007 2008 2009 Reduction of temporary tax staff. Department has been aggressively working to reduce the backlog of work. Document Management System which scans all tax return for the City. This is save employees time from looking in the file room for returns. $16.32 X 7 X 1 X 250 (average salaryXemployeesXone hourXdays). Upgrading Document Management System to Docuscan. Besides saving employee time looking for returns, time in scanning will decrease. Requiring large employers to pay tax withholding on a monthly basis resulting in improved cash flow that will be invested until needed for disbursement. This will result in increased investment earning of about $20,000 a year using a 3% rate of return. This also reduced the number of forms sent to employers each year. Preparing more of the CAFR in-house and bidding the services needed . During 2002 and 2003, we cross trained an employee on payroll operations in conjunction with the development of a payroll procedures manual. In 2007& 2008, we cross trained two additional employees. Even though the workload had increased over 97% during this time through cross training we were able to reduce overtime. Implementing the Online Tool for resident has reduced the amount of errors that taxpayers make in preparing their tax return. It has reduced the amount of time needed to audit the returns prepared using the Online Tool and has reduced the number of correction letters. In 2008, about 1000 residents used the Online Tool. The usage is expected to increase as we explore option for full online filing. The requisition routing has automated our purchase order process. The City issues approximately 5000 purchase orders annually. Previously the Finance Technician entered each of these purchase orders individually. Now, employees enter their purchase orders, which are routed through an automated system approval process. Each requisition takes approximately 2.5 minutes to enter. This process allows the Finance Technician to now focus on reviewing and evaluating purchases rather than on data entry. Finally, employees now have access to the system, which has greatly reduced the number of inquiries- estimated 43 hours annually responding to purchase order inquiries.

90,000

65,000

50,000

45,000

42,000

26,810

27,615

27,738

28,560

9,405

10,000

26,600

23,300

20,000

16,700

6,766

16,418

9,735

10,027

10,328

11,151

12,043

4,500

7,500

5,005

5,155

5,309

5,465

5,629

Per O.R.C. revenues must be deposited with a financial institution within 24 hours of receipt of the revenue. We initiated a lock box service, to help process tax payments received during the busy tax season. Employees bundled all incoming mail into bundles of 50-60 pieces, which were sent to 5/3 bank, who opened it for us, deposited the checks, and separated â&#x20AC;&#x153;non-paysâ&#x20AC;? from those returns with checks. The information was returned to us with a detailed listing of what was deposited, and tax entered the information for further processing. While this may not appear to be a cost savings, it is an effective method for ensuring deposits are made in a timely manner and allowed us to focus on auditing tax returns as they are filed and to perform other necessary functions of the department.

4,563

4,700

4,841

4,986

5,136

Having tax forms available on the City's website has reduced postage costs and personnel costs associated with mailing these forms out. In 2002, approximately 3287 tax forms were downloaded from the web. For that year we estimated a cost savings which include $1,200 in postage and approximately 273 work hours. More current information related to the number of downloads from the web is not available. However, we believe that our cost savings has only increased as the City continues to grow. We have based the cost savings amount for 2004-2008 upon the percentage increase in the City's population since 2002.

4,006

4,126

4,250

4,350

4,481

2,919

3,006

3,096

3,186

3,282

2,583

2,660

2,740

2,850

2,964

Direct Deposit â&#x20AC;&#x201C; Bank processing fees for direct deposits are currently $.05 cents each while processing fees for a check are $.06 each. 100% of the bi-weekly payroll is direct deposits. In addition, we have reduced the amount of time signing checks and performing a monthly check reconciliation. Employees save time cashing or depositing their payroll checks. By establishing one individual as contact for office supplies within the department and ordering in bulk quantities, like items, and some less expensive supplies (generic post-it-notes), we have been able to reduce our costs for office supplies within the Finance Division by 15%. Attempting to calculate if there was a cost savings for the Tax Department was difficult to do with the additional staff and temps. Therefore, we based our calculations on a per employee amount and were able to determine that the Tax Department reduced its expenses for office supplies by 59%.

172

COST SAVINGS Estimated Estimated Estimated Estimated Projected 2005 2006 2007 2008 2009 Other cost Savings Practices (actual cost savings difficult to measure) One-Stop-Shop Customer Service Counter: We have saved our residents valuable time with the introduction of this design in our new facility. Residents can now conduct multiple transactions at one single place. In the past they often had to visit different facilities to conduct their transactions. Departments take turns being primary at the counter, which allows other departments to perform their Tracking construction in progress-this project has not been completed, but will be implemented in 2009. Total - Finance

173

125,577

169,002

155,397

158,049

154,713

City of Mason, Ohio Fund 101.703 : Finance

2009 Budget

Departmental Budget Detail Account Number

Description

101.703.52110

Salaries and Wages

101.703.52120 101.703.52130

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

246,843.12

229,099.75

282,084.41

317,914.17

Retirement

42,418.37

36,556.03

47,416.45

53,406.10

Medical Insurance

55,873.56

65,333.75

60,666.00

65,332.40

101.703.52150

Medicare

3,555.80

3,304.80

4,026.99

4,609.76

101.703.52160

Workerâ&#x20AC;&#x2122;s Compensation

6,403.75

7,613.37

4,604.45

12,716.57

355,094.60

341,907.70

398,798.30

453,978.99

Subtotal Personal Services: 101.703.52210

Training/Meeting Expense

3,998.48

3,720.07

4,866.48

6,700.00

101.703.52220

Memberships/Subscriptions

3,687.81

3,304.22

4,460.62

3,860.00

7,686.29

7,024.29

9,327.10

10,560.00

36.96

0.00

50.00

Subtotal Employee Development: 101.703.52320

Telephone/Pager Service

101.703.52340

Professional Services

79,319.67

46,480.21

55,604.07

78,870.00

101.703.52350

Contracts/Agreements

28,245.06

26,586.83

46,240.23

38,367.00

101.703.52370

Printing & Advertising

7,356.87

10,596.28

12,298.49

13,334.00

114,958.56

83,663.32

114,142.79

130,621.00

Subtotal Contractual Services: 101.703.52410

Office Supplies

4,554.84

3,135.78

3,546.26

4,800.00

101.703.52420

Operational Supplies

2,134.67

2,004.38

2,788.75

2,250.00

101.703.52430

Repairs and Maintenance

101.703.52440

Small Tools/Minor Equipment/Computers

101.703.52450

Postage

101.703.52480

Uniforms & Clothing

Subtotal Supplies & Materials: 101.703.52810

Refunds

Subtotal Refunds & Reimbursements: Totals

1,274.06

1,600.10

1,744.72

2,250.00

10,583.63

1,561.71

3,178.47

3,800.00

3,124.94

3,116.22

2,068.00

4,750.00

0.00

77.00

0.00

21,672.14

11,418.19

13,403.20

17,850.00

0.00

100.25

0.00

100.25

0.00

499,411.59

444,013.50

535,771.64

613,009.99

Notes: 52440 - computer replacement and check signer

174

City of Mason, Ohio Fund 101.704 : Earnings Tax

2009 Budget

Departmental Budget Detail Account Number

Description

101.704.52110

Salaries and Wages

101.704.52120 101.704.52130

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

212,182.01

234,781.22

199,182.44

305,164.11

Retirement

28,785.02

32,507.79

27,497.79

42,722.98

Medical Insurance

77,362.20

84,000.00

101.704.52150

Medicare

3,048.33

3,385.44

2,845.85

4,424.88

101.704.52160

Workerâ&#x20AC;&#x2122;s Compensation

4,624.93

5,498.54

4,385.19

12,206.56

326,002.49

360,172.99

317,911.27

448,518.53

10,589.12

1,687.48

2,108.11

6,200.00

556.95

822.56

442.00

1,095.00

11,146.07

2,510.04

2,550.11

7,295.00

Subtotal Personal Services: 101.704.52210

Training/Meeting Expense

101.704.52220

Memberships/Subscriptions

Subtotal Employee Development: 101.704.52340

Professional Services

60,756.85

160,489.91

179,174.42

163,920.00

101.704.52350

Contracts/Agreements

30,644.67

33,808.17

46,343.88

50,200.00

101.704.52370

Printing & Advertising

20,227.05

25,495.55

30,173.33

25,200.00

111,628.57

219,793.63

255,691.63

239,320.00

3,360.18

2,996.99

3,396.56

2,900.00

Subtotal Contractual Services: 101.704.52410

Office Supplies

101.704.52420

Operational Supplies

785.67

915.51

539.56

750.00

101.704.52430

Repairs and Maintenance

696.00

328.99

111.08

500.00

10,500.00

827.91

1,805.24

1,700.00

8,872.48

14,549.77

7,250.00

10,750.00

0.00

94.00

0.00

101.704.52440

Small Tools/Minor Equipment/Computers

101.704.52450

Postage

101.704.52480

Uniforms & Clothing

Subtotal Supplies & Materials: 101.704.52810

Refunds

24,214.33

19,619.17

13,196.44

16,600.00

498,896.63

1,024,221.23

947,412.27

510,000.00

Subtotal Refunds & Reimbursements:

498,896.63

1,024,221.23

947,412.27

510,000.00

Totals

971,888.09

1,626,317.06

1,536,761.72

1,221,733.53

Notes: 52350 - Includes $13,000 for start up cost for efiling system in 2010 52440 - Replacement of computer and 2 scanners

175

COUNCIL & ADMINISTRATION

DESCRIPTION OF DEPARTMENT The Administration Department administers policy and procedures as established by Mason City Council. The Administration Department’s primary function is to oversee all City departments and maintain consistent contact with Council. The Administration Department additionally is an umbrella heading for overlapping administrative functions of the City such as Human Resources, Information Technology, Economic Development, and Public Information. _______________________ MISSION STATEMENT We represent the people of the City of Mason who entrust us to serve their interests. Together – through the guidance of our community and the initiative of our employees – we take responsibility today for making our great city even better tomorrow. ________________________ PERFORMANCE MEASURES 2007

2008

Council Number of new city ordinances Number of council resolutions

179 23

141 22

Economic Development Amount of new business investment (millions) Number of new jobs created New payroll created within industry sectors (millions) Number of newly created square footage (thousands) Number of business leads & prospects managed Number of developer/broker meetings/contacts Number of site visits conducted Number of corporate/industry CEO’s calls logged Number of corporate/industry CEO meetings Number of office/industrial expansions/relocations within city

14 347 17 144 60 45 25 321 27 2

48.4 729 29.3 73 64 70 10 289 65 5

451 18 80 87 525 3,337

500 20 135 80 612 4,475

Human Resources Number of candidates interviewed for full time positions Number of full time employees hired Number of part time employees hired Number of new hire employee orientations Number of individual reference checks for new hires Number of online applications processed

176

COUNCIL & ADMINISTRATION

2007 Information Technology Number of technical work orders completed 1,489 Number of computers/servers replaced 113 Number of telephones supported/maintained 297 Number of city employees trained in Microsoft Office Applications 70 Number of databases configured, developed, and/or queried 38 Number of spam processed in email filtering system (million) 4.7 Number of Households that used Online Program Registration 3,381 Number of Voicemail boxes supported/maintained 124 Average completion time per Helpdesk Ticket (in days) 21 Improvement in Response time to users requests 50%

2008 1193 69 243 98 42 2.6 2,205 177 2.5 88%

Public Information Office Number of Mason Matters distributed (last issue of year) • Number of issues produced Number of Funformason distributed (last issue of year) • Number of issues produced Number of new monthly messages on hold tapes Number of electronic newsletters and agendas sent • Total number of copies sent Number of news releases Number of press conferences Number of public records requests • Number of copies (estimated) Number of backpack stuffers Number of city flyers for water bills Number of media contacts

2007 14,250 4 27,000 5 12 116 39,734 247 0 27 700 7 4 357

2008 13,648 4 27,000 6 12 114 44,263 222 0 3* 7* 5 3 584

*Does not include many hours and dozens of pages provided by multiple people working for one reporter who was doing a comprehensive fire story. _________________________ DESCRIPTION OF PROGRAMS CUSTOMER SERVICE Fulfilling the multitude of obvious and less obvious customer needs. We do this through a customer friendly attitude and viewing our customers as the most important part of our job. This includes both internal and external customers. We provide this service through excellent communication and listening with empathy to our customers. ECONOMIC DEVELOPMENT Mason’s Economic Development Office includes Business Attraction & Marketing; Business Retention. In 2004 through 2007 an additional focus was added to facilitate

177

COUNCIL & ADMINISTRATION

Downtown Revitalization & Small Business Development. The Economic Development Office proactively recruits corporate and industrial investment within the city and provides development support and technical assistance to relocating and expanding corporations. It serves as a liaison to well over 100 Mason corporations such as Luxottica Retail (Parent Company to LensCrafters, Sunglass Hut, Watch Station and EyeMed); Procter & Gamble Global Pharmaceuticals; PRASCO Pharmaceuticals, Mitsubishi Electric Automotive America; Cintas Corporate Headquarters; L3 Communications; Kings Island; Great Wolf Lodge as well as commercial developers and real estate brokers. Business Attraction & Marketing Program - To focus on exposure of the proactive business climate of Mason and promote new investment and job creation through a comprehensive, regional, national and international strategy of prospect lead generation, management, and to build and maintain other critical contacts that will result in future business prosperity for Mason. Business Retention & Expansion Program – The investor relations initiative positions the city to be the primary point of contact for the industrial, hi-tech, and professional corporations fostering relationships and ensuring company growth within the City of Mason. The effort, well over a decade in program, pays repeated dividends with high percentages of continued and repeat corporate investments and job creation. HUMAN RESOURCES The Human Resource Office (HR) serves as a quintessential business partner with all city departments in executing their strategies. The primary functions are: labor relations, position classification, recruitment and retention, pre-employment testing, compensation, training/professional development, employee performance review, Equal Employment Opportunities (EEO), development and administration of employee benefits and providing a safe and healthy environment. The Human Resource Office provides assistance in two primary functions. The first area HR serves is as an advocate for employees as individuals. HR provides information on policy and procedures, benefits, health and safety, consistency (fair and equitable treatment), career development and recognition for accomplishments. Secondly, HR provides assistance to all City departments when needed in the areas of coaching and directing, leadership and learning, creating positive change and department strategies. INFORMATION TECHNOLOGY Technical Solutions and Support The ITO (IT Office) provides Information Technology related leadership to both internal and external customers by: • • • •

Developing IT internal staff skills to support all city departments Anticipating and identifying evolving technological trends Fostering a broad understanding of our customers’ business functions Identifying, providing, replacing and maintaining information technology-related tools and systems to support the City’s mission

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COUNCIL & ADMINISTRATION

• • • • •

Providing training and education to develop a technology literate work force characterized by a standard level of core skill competencies Working closely with each city department to identify and support their information technology needs Treating all of our customers with respect, addressing problems immediately, and always following up regardless of the result Assisting departments in re-engineering and automating their processes to increase efficiency and effectiveness while encouraging and supporting continuous improvement Empowering our customers to become more self-sufficient and gain the technological confidence to utilize the full potential of the tools available to them

And, finally “Expect the Best”. Realizing there are strengths, possibilities and latent richness in all situations, people and events. The Information Technology Office provides consistent and unparalleled service for the city and our customers while continually seeking knowledge and growth. PUBLIC INFORMATION The Public Information Office provides the citizens with information about the programs, events, projects, and initiatives of the City of Mason through regular communication vehicles, including newsletters, program guides, the city web site, special publications, and news releases. The office provides factual information in a timely manner, helps provide a consistent message to the public by coordinating information from City departments and overseeing the integrity of the City logos and image, cultivates working and responsible relationships with the media, organizes selected city events, and provides writing and graphical support to City departments. _________________________ DEPARTMENTAL ACCOMPLISHMENTS FOR 2008 Administration Team Facilitated communication among departments for more frequent exchanges of information so as to identify ways to improve services and openness to the public. • Facilitated increased cooperation and coordination among departments services to ensure maximum benefits for residents. • Increase Customer-Service-focused environment by instituting minimum Customer Service standards and establishing benchmarks throughout the organization. • Provided Customer Service Training to all full time, part time, seasonal and volunteer staff throughout the City. • Developed “Exceed the Need” program to promote Mason’s expectations for Customer Service. • Redesigned and produced the 2008 Employee Newsletter

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COUNCIL & ADMINISTRATION

Economic Development Business Attraction & Retention •

• •

•

• • •

• •

•

The Mason Port Authority spearheaded a development focus study with Jack Rouse and Associates (JRA) to conduct a land use study that focuses on largeacre long-term development plans to meet economic development corridor. Strategic goals along the I-71 corridor. Aligned the development planning efforts of the Mason Port Authority, the private sector planning work of g Al Neyer/Health Alliance and the City Comprehensive Plan Update to maximize partnership and awareness. Economic Development played an important role on a city team to target medical industry partners for the Community Center Wellness Expansion project, used development community contacts (Equity) to develop RFI and analysis and relationships with Health Alliance and Tri-Health (Group Health Associates) to bring negotiations together. Economic Development is facilitating the evaluation of financial tools to help fund the Tri-Health Project. Economic Development aided property location research for the Fire Station 51 relocation, used development and corporate contacts to facilitate discussions and negotiated and recommended an Economic Development Stimulus Agreement to finalize the Henkle Schueler Lakewood Commerce Center Agreement. During attraction efforts, like-industry materials from Mason companies were used in marketing materials and site tours. Prospects like Project Foxtrot and Project Blade were introduced to potentially neighboring corporations along Innovation Way that could increase spin-off business growth. Capitalized on corporate relationships to assist with recruitment efforts by accessing data related to workforce availability, workforce relocation trends and attitudes (how easy is it to relocate people to Cincinnati/Mason), prospect interviews with new companies recently located from out of state regarding business environment. Industry connections of existing corporations such AssureRx and Lindner Center of Hope were identified to increase partnership and market opportunities. Re-launched the Business Retention and Expansion Program with the hiring of the new Economic Development Manager (July 08). Implemented a business retention program that partners with Warren County, the State of Ohio and the Ohio Federal representatives to discuss the growing needs of the Mason corporations and engaged in a Retention Blitz that involved several levels of government from County to Congressional. Became a member of the CincinnatiUSA Regional Board of Governors as a result of increased investment opportunities to ensure that Mason was a leader within the Region and at the decision making- tables deciding regional investment focus. Mason’s membership with the CincinnatiUSA Regional Economic Development Council allowed contact with prospects of national and international site location consultants and Mason participation in Regional business development missions as one of only 13 regional partners. Mason’s CincinnatiUSA investment also leveraged active participation with

180

COUNCIL & ADMINISTRATION

• •

•

• •

CincyTech and set a work plan to continue contact to start-ups, technology spinoffs, and entrepreneur business development. 2008 secured the investment of the Northern CincyTech business liaison position in Mason, resulted in the location of pharmacology start-up AssureRx in Mason and contact with over 30 venture capital investors and new companies. Invested in CincyTech USA to promote Mason’s opportunity for high-tech company growth. Recognized companies in Mason Matters and at Mason City Council to recognize company accomplishments and initiate partnerships with the private sector in an effort to build positive relationships that can benefit future economic development efforts. Partnered with the Warren County Economic Development Office on many projects that focused on business attraction efforts, the Western Row Road interchange and the joint effort to market the community to potential developers and real estate agents. Hired an Economic Development Technician to ensure consistency in our economic development resources and to manage the up-to-date market changes of Mason’s available land and buildings. Engaged the University of Cincinnati to evaluate the historical return on investment of the city’s tax abatement program.

Downtown/Small Business • Completed construction of the Downtown Revitalization Project in August 2008, on-time and on-budget. • Managed the public-private partnership with the Downtown Block Captain Program. • Managed a public PR campaign to promote information and positive feedback related to the Construction. • Worked closely with Downtown Committee of Council, the Downtown Mason Association and the Block Captains throughout. • Maintained a Downtown Construction Headquarters office in Downtown Mason and promoted a 24-hour construction hotline to build an open door partnership between the city and downtown businesses, residents and visitors. • Completed with KMK Consulting, a report to identify downtown development assistant tools that have proven success in like-communities identifying catalytic programs and traditional programs that will attract new retail and entertainment development in downtown. • Continued the “Yes We’re Open” campaign to promote business access and commerce in Downtown Mason during construction through the printing of the 2007 Downtown Merchant’s Guide, Parking sign indicators, Directional signs. Human Resources Office • Continue to monitor health care and find effective options to minimize increased costs. • Negotiating collective bargaining agreement with IAFF, FOP and Teamsters bargaining unit members. • Updated procedures for Bureau of Workers’ Compensation.

181

COUNCIL & ADMINISTRATION

• • • • • • • • • • • • • •

Conducted successful employee recognition programs. Enhanced communications with part-time and full-time candidates through online system. Updated processes for FMLA and OPFPF. Provided Wellness Screenings for Employees in benefits plan. Assisted employees in processing claims and other benefits online through Custom Design Benefits. Updated part-time hiring process for part-time applicants. Establish and distribute monthly employee newsletter. Review and implement an online performance evaluation system. Continue to update the Personnel Review Manual. Implemented timesheet tracking system citywide. Completed Human Resources file audit. Researched and developed Employee Wellness Program. Assisted departments in developing strategic recruitment and selection processes to fill vacant positions. Assisted departments in developing competencies for employee performance.

Information Technology Office Technical Solutions and Support • • • • • • • • • • • • • • • •

Successfully migrated all city email users to Microsoft Exchange 2003 Created a contract for IT Consultants to better serve the city through increased accountability Added general orders on the network for the Police Department Developed a solution for “Online Accidents” to assist the Police Department and the Mason residents using FTP site Upgraded City’s Phone system, Phone servers, Cisco VoIP software and city’s VoiceMail Update City Security including Firewall PIX to ASA Creation of a secure VPN uses two-factor authentication FTP, Intranet, Meeting Room Manager, Server Consolidation and Replacement Microsoft Office 2007 Upgrade Meeting Room Manager Merged with Email GIS used citywide for disaster recovery Evaluation of city’s Printing needs and recommendation for citywide solution Replacement of older network cabling – 1K City Networked IP based Video Security System for Municipal Building, Salt Barn, Parks, Water Plant, etc. Database Projects – Each DB needs to be upgraded and consolidation of databases wherever possible – EcoDev databases, PermitsPlus Helpdesk Finance AlarmDrop Fire Payroll Researched Document Management System to centralize citywide for improved requests and record retention solution

182

COUNCIL & ADMINISTRATION

• • • • • • • • • • • • • • • • • • • • • • • • • • • •

Developed and implemented a solution for the city’s data storage needs that is both scalable as well as secure Implemented network intrusion detection system for city network Provided network management server / services based on industry best-practices Updated network infrastructure and network backup documentation with focus on enhanced security and disaster recovery Continued with solutions that eliminated viruses, threats, and worms Consolidated domain controller servers from 4 remote sites for cost savings from less staff time spent for required maintenance Devised a written plan to provide complete data recovery success Maintained stable computer infrastructure with new hardware Separated e-mail storage strictly for Record Retention Continued with Cisco Call Manager Training Contributed a centralization area for all city forms that will serve as an effective communication tool for city employees on the Intranet Trained existing IT office staff in networking concepts to provide network administration Trained existing IT office staff in Access to bring application development inhouse Trained city Employees in Excel, Word, PowerPoint, and Outlook as a means to become more effective with technology Trained all IT Reps with Basic Troubleshooting tips in Microsoft Office applications, other various software, Desktop/Laptop computers, and basic networking. Provided better IT Security password policy, layers of defense, etc. Networked with other local city IT Mangers in order to share ideas and stay on top of best practices in IT industry Reviewed and Updated all Licensing, and Installation Keys Developed hardware standards with consistency to coordinate workstations Developed computer replacement cycle Created images for ghosting computers Continued to build credibility with other city departments and implement good project management Communicated definition to IT Reps for accurate “helpdesk ticket entry” Used IT project template for all projects Meeting Room Manager – install web-based application to allow easier reserving and tracking of city rooms, pool fleet cars, IT assets, etc. Added audio storage on network with additional security for the police Department and detective’s electronic evidence Worked on existing Access databases for cost savings consolidation and application development Explored the full potential of GIS for disaster recovery and developed a solution for the city’s front line staff in Police and Fire departments.

183

COUNCIL & ADMINISTRATION

Public Information Office • Continued the process to design a new city logo. • Held the annual State of the City address at the Courseview Pavilion at the Golf Center at Kings Island on April 8. A 42-minute video on the “Top 81 Reasons to Love Mason” was presented. The video featured City Council and many city employees. • Renewed the contract with the Cincinnati Enquirer/Our Town magazine to design, print, and distribute Funformason. • Published the City Guide, a citizen’s resource book for government and community information. • Updated the Student Guide to Government and the Youth in Government Guide. • Produced materials to educate the public about the new Mason Community Center pass options. • Worked with the Mason Community Center staff to create a benefits booklet for new members of the center. • Designed and/or placed ads for the city in the ATP tennis program, in free ads provided as part of our relationship with the Cincinnati Enquirer, for ad space obtained as part of the agreement with the AVP volleyball contract, and for various local publications. • Updated the city web site throughout the year, including tax forms, weekly updates during the downtown construction season and posting job announcements for online applications, comprehensive Red, Rhythm & Boom information and parking/shuttle maps, budget and annual financial reports, GCWW hydrant flushing schedules, road construction information, the updated Landscape Ordinance, the field usage policy, and resource sheets for permit applicants who are finishing basements or adding a deck. • Conducted the annual photo contest, with winning entries used in the 2009 city calendar that was distributed at the Heritage Festival and at city customer service counters. Ad revenues were used to offset some of the printing costs. 2,500 copies were distributed. • Assisted city departments and committees with updates and designs for presentations and printed materials. • Worked with Police and Fire to establish department officials to serve as or with the city public information officer for police and fire events. • Designed and procured three new sets of pole banners for roadway medians. • Began distributing news releases and Mason Matters citywide to keep employees better informed about city events and programs. • Began promotion of the Partners for Wellness campaign, marking Mason Community Center’s partnership with TriHealth. This includes the “Live Well in Mason” health and wellness series that began in November. _________________________

184

COUNCIL & ADMINISTRATION

DEPARTMENTAL GOALS FOR 2009 City Manager Continue to facilitate communication among departments for more frequent exchanges of information so as to identify ways to improve services and openness to the public. • Continue to evaluate and improve planning efforts to ensure the effective development of the community. • The City of Mason is committed to exceeding the need in Customer Service. Every employee is empowered to use all available resources to build strong relationships and provide an exceptional experience to each resident, business partner and all others who desire information or assistance from the City of Mason. • Continue to develop and foster partnerships for the overall success of Mason and Cincinnati region. • Coordination of city departments and services to ensure maximum benefits for residents. • Foster and promote an environment for innovative ideas resulting in more efficient and effective services and cost savings to our residents. Administration Team • Lead by Example not the Exception • Promote and work to support and uphold the mission statement of the City • Increase Customer Service-focused environment by instituting minimum Customer Service standards and establishing benchmarks throughout the organization. • Continue to promote and maintain a safe working environment • Continue to reduce operational expenses by implementing cost-saving opportunities • Further develop an city-wide planning process to calendar service and program events one-year in advance • Introduce the use of the Intranet tool to serve as a cross-departmental communication tool • Develop a paperless system for communicating information to Council members. • Continue training and cross-training employees to better serve the needs of the residents Economic Development Business Attraction & Retention • Raise the bar of Economic Development Efforts in Mason and differentiate Mason’s efforts from its partners and competition. • Invest more time strategic planning for economic development. • Build a strong reputation for business development in Mason. • Build the reputation of the Mason Port Authority as a development partner and competitive asset to business attraction. • Identify creative methods to attract new businesses to Mason’s industrial parks that will supplement the changing State of Ohio incentive programs.

185

COUNCIL & ADMINISTRATION

• • • •

• •

• • • • •

Participate in national and international recruitment efforts with the Cincinnati USA partnership to expand Mason’s exposure to site selection consultants. Partner with CincyTech USA to expand technology company spin-offs in the corporate city limits of Mason and explore entrepreneurial opportunities. Continue our partnership with Warren County Economic Development Office to identify joint means to assist with business attraction and retention efforts. Leverage benefits from our established corporate partnerships such as Henkle Schueler Business Park Development, Health Alliance/Al Neyer Business Park Development, Reach Event Marketing & AVP, Tennis Masters Series, Great Wolf Lodge Marketing Partnership, Tax Increment Financing Agreement Marketing Partnership. Implement new ideas for communications in economic development and how we communicate to the management team, business assistance team, corporate partners, and the regional population. Increase efficiency with partnerships and technology. Work to identify regional partnerships that can be expanded and counted on to provide resources. Work with IT Department to move economic development operations, client and prospect management and reporting software to a new level of efficiency. Integrate the City’s customer service focus into the economic development client relationship model. Benchmark and set a minimum target for CEO weekly meetings with our top 100 corporate partners, the City Manager and a City Council representative. Set a minimum target for completing retention visits and company retention surveys. Introduce newly attracted corporate leaders to the existing business community assisting in business networking and growth opportunities. Update business recruitment outreach through the update of the new business marketing package and the Economic Development web site.

Downtown/Small Business • Evaluate the continued focus of the downtown revitalization efforts with the Downtown Committee of Council. • Evaluate the needs of a successful downtown and what steps follow the City’s infrastructure and streetscape investment. • Establish benchmarks for success for downtown Mason. • Determine private sector interests better and develop marketing tools for downtown. • Review and evaluate the job description needs for the Downtown/Small Business Coordinator to determine future direction of City’s focus.

Human Resources Office • Research compensation and incentive systems to control the effects on payroll. • Continue to research Health Care options for employees while containing costs. • Develop a Human Resources Strategic Plan that will assist all departments in meeting their goals of working with employees.

186

COUNCIL & ADMINISTRATION

• • • • • • • •

Expand monthly employee newsletter and make available online. Provide citywide training for supervisors and staff on drug free workplace programs. Review and revise employee performance evaluation system. Continue to update the Personnel Review Manual. Expand coverage of human resources availability to include evening hours. Implement HR software system Review and revise employee and interdepartmental forms Continue staff training and development

Information Technology Office Technical Solutions and Support • Reconfigure IP address scheme to support more devices on network and growth • Move helpdesk, FTP site and city Intranet to new hardware • Municipal Building Wireless Upgrade, Downtown Hotspots, Park Hotspots •

Create an Information Technology Strategic Plan that is outcome-oriented with emphasis on defining short-term needs and planning for long-term requirements in selecting cost-effective and practical technological solutions. By outlining effective management of the technological infrastructure, a strong emphasis can be placed on both external and internal customer services

•

Consolidation of existing city databases - Advances in various forms of workplace technology have made the application of technology more economical to purchase, easier to install, easier to use, and easier to upgrade. With the past lack of IT leadership and resources, there has been a tendency to view technologies as quick, easy, and low-cost remedies, which meet short-term needs of maintaining and/or enhancing services while using fewer resources. This approach may meet short-term needs but does not address longer-term Citywide needs, and fosters the development of "islands of technology" which limit the City’s ability to share information across organizational boundaries and to access information from other systems.

•

Implement Document Management System to centralize citywide for improved requests and record retention solution

•

This Plan, similar to all strategic planning, is a process - not an end result. The Plan is a working tool to link the City’s needs and goals with information technology to provide improved government functions and enhanced customer service.

•

Maintain a high level of computer availability, application development, and user support.

•

Continue support for a Citywide EOC implementation that provides data access and necessary technology in the event of an emergency.

•

Maintain fiber optic network infrastructure in order to provide municipal building, fire stations, public utilities, public works, community center with the ability to

187

COUNCIL & ADMINISTRATION

effectively communicate amongst city departments, as well as access the world via the Internet, while offering future growth potential for voice, data and video transmission. •

Increase access and usage to City of Mason Internet/Intranet providing a useful tool for obtaining/disseminating information.

•

Expand client/server Windows-based office automation system.

•

Provide citizens with greater access to government services through the Web such as online registration, online tax filing, and police reports for traffic accidents, and other city services.

Public Information Office • Continue to improve internal communications about activities within the organization • Make better use of departmental PIO representatives • Aggressively promote new city logo • Coordinate promotions for the expansion of the Mason Community Center, new pass types, benefits of membership, Live Well in Mason series, etc.

188

COST SAVINGS Estimated 2006 City Manager City Staff worked with Heritage Festival to remove one day Special Events premium that City had been paying for. City departments combined their efforts for the Heritage Festival to create a more unified image of the city and to reduce costs. The emphasis is on providing information and resources to the public, rather than giveaways. Assistant City Manager MVRMA Membership - saves City substantial dollars from traditional insurance policies, and provides for excess dollars to be returned to members. Also provides a higher level of risk management services, training, and inspections. City staff bid the municipal waste hauling contract to include free removal of waste receptacles from all City facilities by Rumpke. Purchase all office supplies from a vendor with much more competitive pricing than those used in prior years. Received a grant from the WCCVB to assist in creation of welcoming pole banners for the AVP volleyball championships. Negotiated a 50% refund on still-useable AVP pole banners when it was discovered the manufacturer erred in production. A cheaper production method was chosen for street pole banners, while still maintaining quality. Economic Development Economic Development Partners Regionally on all Business Recruitment Outreach and Marketing. Cost is $50,000. Savings is estimated, depending on the activities within the 3-year period, to be three to four times the investment that would have to be made to get the same product. Exceptional amounts of staff time is leverage via CincinnatiUSA Partnership staff, Customized presentation preparation, graphics resources, and outreach events to target market sectors for both site location consultants and media. Online database tools, and database updates and redesign work for CEO, developer broker and small business databases. Formerly used outside consultant. Two steps are being taken. In-house IT staff are providing all support current = cost savings. Also working with the CincinnatiUSA Regional Partnership to combine site location databases and design a highly sophisticated database resource available online at all times. Mason has considered design of this resource, however the regional and county partnership has shifted the cost to those entities, not Mason. Cost to design the tool is $80,000 and maintenance is $40,000 annually for the Region. A Mason benefit is at least 20% of the total cost but the regional development tool value is much higher. Warren County and Partnership have both invested in GIS Map providing site location and demographic resources to us. Cost for an individual tool is $30,000 to $40,000 plus maintenance. Negotiated Contract with University of Cincinnati Department of Economics, Institute for Economics and Research to perform needed data evaluation and analysis. Leveraged a grant from the University to cover one half of the contacted price, cost for one graduate fellow. Leveraged cost savings on economics demographic software and data by obtaining subsidy of the software cost by the UC Department of Economics

189

Estimated 2007

Estimated 2008

Projected 2009

23,000

5,000

140,000

150,000

160,000

9,000

500

120,000

125,000

20,000

18,000

22,000

20,000

2,000 2,000

15,000

450

COST SAVINGS Estimated 2006

Estimated 2007

Public-Private Partnership with Great Wolf Lodge. Marketing costs for tourism and downtown Mason promotions are being subsidized by a negotiated arrangement to cost share with the Great Wolf Lodge Company, sharing in in-facility broadcast and other on-site opportunities to promote new business development. Have hosted multiple City of events in the conference facility including the State of the City, professional association meetings (2), staff meetings, This partnership is expected to be used more and maximized in future years. Public Private Partnership - Tourism Signage along Kings Island Drive. Negotiated with Private Sector partners and the WC CVB to partner and share the cost of R/O/W signage Replacement. Public-Private Partnership with Tennis for Charity - Underwrite the Cost of Cross Marketing within Tournament Publication (program), Mason recognition as a sponsor and Suite Privileges for three days (six sessions) for the purpose of new business development. Economic Development works with other City Departments to foster good relations within the business community and thus supplementing city department operational and program budgets. These partnerships with departments including Parks & Recreation (Sun Shine Concert Series and others), The Bridge, Police Department Community Education Programs, Fire Department have had positive impact. These partnerships help the City develop or expand programs and services to the community otherwise not available. This years most recent partnership is the Great Wolf partnership for a new K-9 Officer ($5,000). Economic Development employed a UC Co-op design student to create over six downtown faรงade renderings for individual business owners to assist in the promotion of the CDBG Faรงade Improvement Program. These are high value add components to encourage reinvestment in downtown. Downtown Partnerships. Designed Downtown Merchants Guide, solicited merchant sponsors to under write costs including printing. Savings from budget realized. Designed, printed and cut in-house the customer service, "Yes We're Open, Who To Contact Cards; Phase III Construction Fliers - distribution to all Mason residents - costs were significantly reduced by Contract negotiated with the Cincinnati Enquirer for printing and direct mail ($2,000). Downtown Block Captain Program for Information Decemination. Nine Volunteers, spending approximately 2-3 hours weekly handing out materials, attending a weekly meeting and talking, calling or walking to neighbors regarding specific construction information. Savings on staff time and troubleshooting problem areas before they occur. Positive Public Relations as a result of the educated group of ambassadors. Economic Development used in-house Graphic Design by college cooops for Economic Development Business Networking Events including, CEO and Developer & Broker Suite, Event Program design advocating business development, Tennis Tournament Business Recruitment Ad design, Business Recruitment Package Proposal Design (2); invitation design for Downtown Groundbreaking, Forum Poster Design, Invitation Design for two public meetings, web design revisions, and . Projects in past 12 months. Economic Development Material Printing Completed In-house. Staff now prints materials in house: downtown presentation maps, materials, some meeting posters, meeting invitations, all maps included in new business packets (downtown, business park, CRA, TIF and EZ maps). This is an additional cost savings which reduces excess copies (usually a 200 minimum) and printer set up charges. Note that our goals is to do more print-on-demand and customized web and electronic response and material distribution going forward.

190

Estimated 2008

Projected 2009

2,400

60,000

5,000

10,000

6,000

6,500

3,000

2,000

1,000

4,175

7,500

1,800

2,000

3,000

1,700

1,900

COST SAVINGS Estimated 2006 Electronic Business Briefs to Economic Development network of over 900 Companies, and Developer /Broker instead of postal mail. The ED Office initiated the electronic newsletter technology that is currently in place, reducing our printing to 200 that continue to be mailed and used in recruitment packets. Downtown Plaza dedication tent rental Downtwon plaza dedication inhouse services for event, volunteer staffing, inhouse desing and prinint of invitations and email delivery.

800

Participate in monthly Safety Council Meetings savings of 2% to 4% on 2008 WC costs. Personnel Testing -use internet based personnel profile to reduce staff time, shipping, and administration costs. Upgraded online applications process and system On-line application - savings in paper products, mailing correspondence and staff time spent in processing applications. Pre-employment Testing - use in-house CVSA and background checks. Combined Employee EEA and Picnic Events together. Advertised multiple positions when available in local publications. Public Information Office Mason Matters and Funformason continue to be publications that citizens use regularly, and they provide a valuable tool for the city to communicate with residents. To help keep distribution costs down, we use news organizations to print and distribute both publications at a greatly reduced cost. Due to efficiencies in an already-established distribution system for their weekly paper, Cox-Ohio is able to distribute Mason Matters for much less. Funformason was moved from Cox-Ohio to Our Town Magazine, published by the Cincinnati Enquirer. Costs were reduced by 20% while increasing circulation by 55% to include nearly all of Deerfield Township. In addition, the number of issues a year was increased to 6 from 4. The increased exposure due to both frequency and distribution should help the center compete against new fitness and recreation centers opening in the surrounding areas.

191

850

Estimated 2008

875

Projected 2009

875

2,700

600

training for new EDM grant by Duke Energy Downtwon constrcution, cost savings of staff time by use of Private Public Partnership program Block Captains food and gift donations Lessened 2nd quarter Business Briefs from 250 to 150 (Apr 2008) Combined Business Brief mailing w/ Annual Update Letter (Jan 2008) (Annual Update 123 x .41 = $50.43 - saved) (Business Briefs 150 x .41 = $61.50) Joint event w/ County for Dev & Broker day at TMS proposal development for prospects Downtown - inhouse photography for downtown updates. $200 Downtown - article ad equivalency (get from ytd from SMG) Downtown - items donated by businesses $500 Downtown - printed programs in house $50 Human Resources Health insurance plan revisions. Negotiating administration fees for medical and life Insurance. Provided Health Care Screening for employees. Ohio Bureau of Worker's Compensation rebate reduced BWC costs by approximately 20%. Negotiating hospital and physician costs for Workers Compensation.

Estimated 2007

500

50 1,500 200 500 50

50,000

300,000 5,000 20,000

1,000,000 8,000 30,000

450,000 8,000 50,000

70,000

90,000

1,500

7,000

15,000

16,000

17,000

10,000

12,000

14,000

4,000

7,000 10,000 8,000

10,000 10,000 12,000

10,000

5,000

8,300

16,600

5,000

COST SAVINGS Estimated 2006 Public Information Office created an in-house graphic design resource available to all city departments. This valuable resource provides graphic design expertise to enhance readership of city publications and promotions. In many applications, this resource is employed to complete graphic and digital design projects for a fraction of the design cost the city would incur by going to outside agencies. On-going department partnerships include Economic Development, Human Resources, Parks & Recreation, web design, ads, signs, posters, invitations, etc. Received free ad space in issues of OurTown magazine, in City Clips magazine, and on cincinnati.com to promote the Mason Community Center and city programs, as a value-added bonus to the Funformason distribution contract or, in 2006, in exchange for having a distribution box for the magazine. Reverted to 2-color printing of Mason Matters on all pages instead of full color on 8 of the pages. Partnered with the Pulse-Journal newspaper and local businesses to print calendars for use as Heritage Festival promotional items at no or reduced cost to the city. Negotiated a reduced price on street pole banners. Assembly of new resident packets in house as opposed to outsourcing. The format of the city map was changed to booklet form, allowing layout to be done in-house, reducing the per-issue printing cost, and allowing it to be posted on the web, reducing the number of copies needed. Negotiated a reduced price on Chamber map ad in consideration of our assistance with ensuring map accuracy. Set up forms in the intranet to save time, paper, ink, and printer usage. Information Technology IT realized enormous savings in phone, long distance, and internet service as part of the move to the new building and upgrade of communications infrastructure. Costs were dramatically reduced at the same time as additional services (more phone lines, higher speed access, better call management options) were provided. These savings have been expanded to other facilities as they are coordinated with the new City network. In-house Training for Staff with Microsoft Outlook, Excel, Word, PowerPoint, Access, and Windows Tips & Tricks coordinated by the IT Manager. Consolidated switches eliminating maintenance contracts and technical support (6 switches @ $2,500). The IT Office performed database support and development for Economic Development, Finance, Engineering and Building, and Parks & Recreation reducing spending for contractors. Setup FTP site in house to send and receive large attachments and provide Public access to files as needed. Also, used FTP site for "online accidents" in the Police Department which resulted in additional savings to the city. Eliminated unused mailboxes and calendars ($80 per mailbox)(150 mailboxes). IT reduced spending by making many changes to the city's Firewall, Router, and Switches "in house" Switched to GSA-FSS Verizon Cell phones plan. IT developed a network design for the Water Reclamation Plant that saved the city substantial dollars by consolidating existing network router eliminating Cisco SMARTnet support /maintenance on 7 switches @ $2,000/ea.

192

Estimated 2007

Estimated 2008

Projected 2009

15,000

6,000

40,00

40,000

1,600

8,993

9,000

3,300

3,500

4,000

1,500

1,700

2,000

1,000

1,020 1,000

1,000

1,500

795 100

2,000

134,400

141,120

148,176

14,700

19,500

20,475

15,000

15,750

13,720

14,406

13,000

13,650

12,000

12,600

7,015

7,366

4,389

4,500

14,000

COST SAVINGS Estimated 2006 Found a local vendor for data extraction services who charges smallcompany prices instead of big-company prices. Network Improvements that eliminated a secondary T1 Added necessary memory for Operating System upgrade to several computers to avoid computer replacement costs. Developed solution and advised Police Department on purchase of 14 Mobile Data Computers instead of 20 Researched several phone vendors and found 7940 and 7960 devices at much lower pricing Remote access to police resources for school officers - In conjunction with Mason city schools, set up a secure connection to the school network to allow DARE officers to access city police resources quickly and efficiently (cost savings attached to loss of hours spent traveling between school and city facilities). Bringing high bandwidth / high performance web services in-house instead of being billed for high bandwidth usage, IT is bringing 4 core web services in-house (WebTrac, GIS, newsletter graphics, tax filing).

Estimated 2007

Estimated 2008

4,800 6,000

6,300

6,615

2,000

1,800 30,000 1,000

Full-time IT Manager on staff reduced reliance on various technical consultants and specialized software providers (CMI, Rectrak, Pamet, FRMS, etc.) while still providing additional services. IT realized enormous savings with application development support accomplished internally. Wireless data access - Currently using installed cellular network for secure connectivity to police vehicles instead of installing and maintaining a city-owned infrastructure. Consolidation of Servers to reduce labor hours for necessary maintenance. Domain controllers removed from 4 remote sites. Worked with our Police Department and Warren County to assist with development and implementation of solution to use Warren County applications and city of Mason Police Department Record Management System. Stopped service on 3 Wireless lines that weren't being used from Cincinnati Bell Wireless (104.70 x12) Negotiated free service to fix Bridge printer Stopped service on 15 Wireless lines that weren't being used from Cincinnati Bell Wireless (523.50x12) Free Cisco Security Training (1500 x 3people) Stopped Service on Old Water Plant Lines Bought Finance Server through Dell rather than using CMI

1,257 300 6,282 4,500 7,000

Used blackberry for scheduling and did not reorder Franklin Covey Ordered Double printer toner T1 Line instead of Fiber ($250 Month to 70,200) Negotiated Cincinnati Bell Contract down 10 dollars for 6 lines on monthy bills

75 48 67200

Negotiated Price on Blackberries $10 off x 20 Blackberries with Verizon Negotiated 20 free car chargers x $15 with Verizon Negotiated a free Blackberry Server Software with Verizon Negotiated free Blackberry software Negotiated Free Blackberry licensing $60x 20 Blackberries Negotiated with Cincinnati Bell who wanted to charge time and a half. $75 extra an hour x 100 hours Citywide Printer Consolidation Project Total

200 300 11000 3500 1200

193

Projected 2009

720

7500 692,519

1,096,355

1,990,348

1,372,216

City of Mason, Ohio Fund 101.403 : Economic Development

2009 Budget

Departmental Budget Detail Account Number

Description

101.403.52110

Salaries and Wages

101.403.52120

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

172,927.46

161,089.20

148,267.52

190,039.26

Retirement

26,227.87

30,595.94

28,055.13

35,263.25

101.403.52130

Medical Insurance

38,681.10

84,000.00

56,000.00

42,000.00

101.403.52150

Medicare

2,469.09

2,305.00

2,082.61

2,755.57

101.403.52160

Workerâ&#x20AC;&#x2122;s Compensation

Subtotal Personal Services: 101.403.52210

Training/Meeting Expense

101.403.52220

Memberships/Subscriptions

3,557.64

4,229.65

2,192.60

7,601.57

243,863.16

282,219.79

236,597.86

277,659.65

8,557.29

8,701.45

15,568.28

30,000.00

Subtotal Employee Development:

2,961.50

3,675.50

4,945.95

4,000.00

11,518.79

12,376.95

20,514.23

34,000.00

1,630.37

1,659.00

1,425.66

2,000.00

101.403.52320

Telephone/Pager Service

101.403.52340

Professional Services

27,110.61

4,182.54

8,395.90

30,000.00

101.403.52341

Legal Services

18,758.06

1,062.00

1,578.57

10,000.00

101.403.52350

Contracts/Agreements

490,621.54

99,920.80

33,127.00

90,000.00

101.403.52370

Printing & Advertising

Subtotal Contractual Services:

8,120.95

4,521.87

4,158.96

5,000.00

546,241.53

111,346.21

48,686.09

137,000.00

1,193.05

621.84

1,758.67

1,000.00

0.00

213.80

603.48

0.00

101.403.52410

Office Supplies

101.403.52420

Operational Supplies

101.403.52440

Small Tools/Minor Equipment/Computers

1,077.00

2,060.82

697.41

4,250.00

101.403.52450

Postage

4,976.49

878.82

328.65

1,500.00

101.403.52480

Uniforms & Clothing

0.00

30.00

0.00

Subtotal Supplies & Materials: Totals

7,246.54

3,775.28

3,418.21

6,750.00

808,870.02

409,718.23

309,216.39

455,409.65

Notes:

194

City of Mason, Ohio Fund 101.701 : City Manager

2009 Budget

Departmental Budget Detail Account Number

Description

101.701.52110

Salaries and Wages

101.701.52120 101.701.52130

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

335,888.22

191,758.53

198,434.42

240,332.67

Retirement

48,446.12

56,279.65

40,265.84

46,795.59

Medical Insurance

38,835.82

42,000.00

101.701.52150

Medicare

4,962.18

2,767.09

2,846.17

3,484.82

101.701.52160

Workerâ&#x20AC;&#x2122;s Compensation

1,778.82

2,114.82

2,192.60

9,613.31

429,911.16

294,920.09

285,739.03

342,226.39

Subtotal Personal Services: 101.701.52210

Training/Meeting Expense

8,643.65

5,040.30

18,196.98

10,000.00

101.701.52220

Memberships/Subscriptions

5,416.18

3,784.10

3,980.71

5,700.00

14,059.83

8,824.40

22,177.69

15,700.00

497.60

1,229.03

781.44

1,200.00

Subtotal Employee Development: 101.701.52320

Telephone/Pager Service

101.701.52330

Rents & Leases

2,033.25

2,824.00

1,986.11

2,300.00

101.701.52340

Professional Services

7,916.41

5,317.61

9,586.61

50,000.00

101.701.52350

Contracts/Agreements

5,557.99

290.00

364.62

6,000.00

101.701.52370

Printing & Advertising

6,370.34

5,886.31

6,668.22

12,360.00

22,375.59

15,546.95

19,387.00

71,860.00

2,693.43

3,728.35

2,316.09

2,500.00

Subtotal Contractual Services: 101.701.52410

Office Supplies

101.701.52420

Operational Supplies

204.48

1,830.56

1,512.06

1,700.00

101.701.52440

Small Tools/Minor Equipment/Computers

7,188.55

1,469.41

0.00

5,150.00

101.701.52450

Postage

1,166.01

779.12

1,369.77

1,300.00

101.701.52480

Uniforms & Clothing

0.00

32.00

50.00

11,252.47

7,807.44

5,229.92

10,700.00

477,599.05

327,098.88

332,533.64

440,486.39

Subtotal Supplies & Materials: Totals Notes: $50,000 Management Partners Renewal

195

City of Mason, Ohio Fund 101.702 : Assistant City Manager

2009 Budget

Departmental Budget Detail Account Number

Description

101.702.52110

Salaries and Wages

101.702.52120

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

395,281.76

367,632.87

473,059.28

620,347.23

Retirement

61,965.86

55,156.88

76,640.69

98,581.36

101.702.52130

Medical Insurance

90,255.90

98,000.00

101.702.52150

Medicare

5,515.29

5,221.66

6,756.81

8,995.03

101.702.52160

Workerâ&#x20AC;&#x2122;s Compensation

Subtotal Personal Services: 101.702.52210

Training/Meeting Expense

101.702.52220

Memberships/Subscriptions

5,388.64

5,888.43

18,205.20

24,813.89

558,407.45

531,899.84

672,661.98

850,737.51

18,419.84

17,524.18

27,497.44

18,000.00

Subtotal Employee Development:

7,258.04

11,120.45

2,831.73

5,000.00

25,677.88

28,644.63

30,329.17

23,000.00

101.702.52320

Telephone/Pager Service

4,073.71

3,178.85

3,087.00

1,000.00

101.702.52330

Rents & Leases

1,999.67

2,324.00

1,986.11

1,500.00

101.702.52340

Professional Services

25,301.48

33,255.34

38,382.46

55,000.00

101.702.52350

Contracts/Agreements

3,239.46

2,405.00

2,030.18

2,000.00

101.702.52370

Printing & Advertising

Subtotal Contractual Services:

9,409.91

6,568.57

5,499.22

9,500.00

44,024.23

47,731.76

50,984.97

69,000.00

101.702.52410

Office Supplies

5,042.23

1,407.50

1,835.90

2,000.00

101.702.52420

Operational Supplies

1,936.88

1,336.49

4,507.79

2,000.00

101.702.52440

Small Tools/Minor Equipment/Computers

9,242.99

10,145.13

1,777.61

0.00

101.702.52450

Postage

1,482.28

518.65

222.00

500.00

101.702.52480

Uniforms & Clothing

0.00

269.00

500.00

Subtotal Supplies & Materials: Totals

17,704.38

13,407.77

8,612.30

5,000.00

645,813.94

621,684.00

762,588.42

947,737.51

Notes:

196

City of Mason, Ohio Fund 101.705 : Law Director

2009 Budget

Departmental Budget Detail Account Number

Description

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

101.705.52110

Salaries and Wages

73,499.96

86,722.95

87,000.02

91,233.50

101.705.52120

Retirement

10,049.30

11,851.37

12,169.59

12,772.69

101.705.52130

Medical Insurance

0.00

14,000.00

101.705.52150

Medicare

0.00

1,322.89

101.705.52160

Workerâ&#x20AC;&#x2122;s Compensation

0.00

2,192.60

3,649.34

83,549.26

98,574.32

101,362.21

122,978.41

40.00

0.00

2,000.00

40.00

0.00

2,000.00

0.00

339.08

352.42

350.00

351,805.44

162,988.92

87,154.25

210,000.00

Subtotal Personal Services: 101.705.52210

Training/Meeting Expense

Subtotal Employee Development: 101.705.52320

Telephone/Pager Service

101.705.52340

Professional Services

101.705.52341

Legal Services

Subtotal Contractual Services: 101.705.52410

Office Supplies

101.705.52420

Operational Supplies

11,121.68

248,778.14

281,306.30

225,000.00

362,927.12

412,106.14

368,812.97

435,350.00

2,761.06

3,564.88

3,528.53

5,000.00

0.00

126.70

500.00

2,761.06

3,564.88

3,655.23

5,500.00

449,277.44

514,245.34

473,830.41

565,828.41

Subtotal Supplies & Materials: Totals Notes:

197

City of Mason, Ohio Fund 101.706 : Council

2009 Budget

Departmental Budget Detail Account Number

Description

101.706.52110

Salaries and Wages

101.706.52120

Retirement

101.706.52130

Medical Insurance

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

119,811.07

132,498.88

135,044.76

138,767.36

22,445.94

25,311.46

26,876.65

27,904.17

0.00

14,000.00

101.706.52150

Medicare

1,737.21

1,921.20

1,946.54

2,012.13

101.706.52160

Workerâ&#x20AC;&#x2122;s Compensation

3,557.64

4,229.65

2,192.60

5,550.69

147,551.86

163,961.19

180,060.55

188,234.35

24,146.47

36,557.16

43,252.78

20,000.00

9,685.60

19,655.86

10,932.95

20,000.00

33,832.07

56,213.02

54,185.73

40,000.00

0.00

478.30

536.10

0.00

Subtotal Personal Services: 101.706.52210

Training/Meeting Expense

101.706.52220

Memberships/Subscriptions

Subtotal Employee Development: 101.706.52330

Rents & Leases

101.706.52340

Professional Services

115,334.31

108,355.30

69,557.31

95,000.00

101.706.52350

Contracts/Agreements

348,972.90

254,549.45

312,898.59

378,000.00

101.706.52353

ICRC

168,797.92

143,317.79

143,146.26

120,000.00

101.706.52370

Printing & Advertising

18,120.47

16,729.19

25,609.64

20,000.00

651,225.60

523,430.03

551,747.90

613,000.00

3,312.92

2,541.10

5,040.65

3,000.00

Subtotal Contractual Services: 101.706.52410

Office Supplies

101.706.52420

Operational Supplies

11,185.80

4,030.04

9,331.13

8,000.00

101.706.52440

Small Tools/Minor Equipment/Computers

9,813.78

179.99

0.00

1,000.00

101.706.52450

Postage

4,206.96

2,022.14

2,132.19

3,000.00

28,519.46

8,773.27

16,503.97

15,000.00

9,973.90

30,500.00

7,037.70

0.00

Subtotal Supplies & Materials: 101.706.52510

Land & Land Improvement

Subtotal Capital Outlay: Totals

9,973.90

30,500.00

7,037.70

0.00

871,102.89

782,877.51

809,535.85

856,234.35

Notes: Contribution to Mason Historical Society - $8,000 Contribution to Mason Arts Council - $8,000 Contribution to Mason Community Players - $8,000 Contribution to Duramed - $20,000

198

City of Mason, Ohio Fund 101.710 : Auditors Deductions

2009 Budget

Departmental Budget Detail Account Number 101.710.52170

Description

2006 Actual Expenditures

Unemployment

Subtotal Personal Services:

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

30,502.58

20,209.84

24,752.86

35,000.00

30,502.58

20,209.84

24,752.86

35,000.00

101.710.52340

Professional Services

229,031.47

286,246.89

474,398.51

475,000.00

101.710.52360

Insurance

201,359.34

150,829.39

148,069.62

185,000.00

101.710.52380

Elections

Subtotal Contractual Services: 101.710.52450

0.00

20,000.00

430,390.81

437,076.28

622,468.13

680,000.00

Postage

2,886.17

1,820.00

725.00

2,000.00

2,886.17

1,820.00

725.00

2,000.00

0.00

322,938.47

384,422.02

550,000.00

0.00

322,938.47

384,422.02

550,000.00

463,779.56

782,044.59

1,032,368.01

1,267,000.00

Subtotal Supplies & Materials: 101.710.52820

Reimbursements

Subtotal Refunds & Reimbursements: Totals

Notes: 52340 - County Auditors Fees - $250,000, Audit Fees - $35,000, Property Tax - $190,000 52820 - Reimbursement for Great Wolf Lodge Agreement

199

City of Mason, Ohio Fund 209.607 : Downtown Development Loan Fund

2009 Budget

Departmental Budget Detail Account Number

Description

209.607.52595

Repairs, Improvements & Replacements

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

0.00

92,497.64

0.00

Subtotal Capital Outlay:

0.00

92,497.64

0.00

Totals

0.00

92,497.64

0.00

Notes:

200

City of Mason, Ohio Fund 210.302 : I & O Railroad Payback Fund

2009 Budget

Departmental Budget Detail Account Number

Description

210.302.52595

Repairs, Improvements & Replacements

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

0.00

278,153.98

0.00

Subtotal Capital Outlay:

0.00

278,153.98

0.00

Totals

0.00

278,153.98

0.00

Notes:

201

City of Mason, Ohio Fund 223.302 : Recreation Tax Fund

2009 Budget

Departmental Budget Detail Account Number

Description

2006 Actual Expenditures

223.302.52340

Professional Services

0.00

223.302.52342

Engineering Services

0.00 0.00

Subtotal Contractual Services:

2007 Actual Expenditures 23,865.00

2008 Actual Expenditures

2009 Budget

7,195.00

0.00

23,865.00

7,195.00

0.00

223.302.52510

Land & Land Improvement

0.00

71,100.00

86,228.32

0.00

223.302.52570

Recreation/Playground Equipment

0.00

5,369,465.69

342,207.06

143,000.00

223.302.52595

Repairs, Improvements & Replacements

Subtotal Capital Outlay:

0.00

5,440,565.69

428,435.38

143,000.00

5,800,000.00

5,600,000.00

0.00

223.302.52610

Principal Retirement

0.00

223.302.52620

Interest Payment

0.00

123,250.00

250,600.00

0.00

5,923,250.00

5,850,600.00

0.00 0.00

Subtotal Debt Service: 223.302.52810

Refunds

400.00

0.00

Subtotal Refunds & Reimbursements:

400.00

0.00

Totals

400.00

11,387,680.69

6,286,230.38

143,000.00

Notes:

202

City of Mason, Ohio Fund 406.403 : Downtown Investment Fund

2009 Budget

Departmental Budget Detail Account Number

Description

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

406.403.52340

Professional Services

106,144.20

44,393.55

3,077.50

0.00

406.403.52350

Contracts/Agreements

409,967.23

1,270,799.13

1,994,818.99

0.00

406.403.52370

Printing & Advertising

Subtotal Contractual Services: 406.403.52510

3,460.00

12,996.77

0.00

519,571.43

1,328,189.45

1,997,896.49

0.00

139,763.03

0.00

139,763.03

0.00

Land & Land Improvement

Subtotal Capital Outlay: 406.403.52710

Transfers Out

0.00

1,116,000.00

0.00

1,116,000.00

519,571.43

1,328,189.45

2,137,659.52

1,116,000.00

Subtotal Transfers Out: Totals Notes:

203

City of Mason, Ohio Fund 603.506 : Waste Collection Fund

2009 Budget

Departmental Budget Detail Account Number

Description

603.506.52110

Salaries and Wages

603.506.52120

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

10,734.25

0.00

8,925.09

Retirement

1,460.19

0.00

1,249.51

603.506.52130

Medical Insurance

4,297.47

0.00

4,668.00

4,667.60

603.506.52150

Medicare

126.14

0.00

129.41

603.506.52160

Workerâ&#x20AC;&#x2122;s Compensation

0.00

2,192.60

357.00

16,618.05

0.00

6,860.60

15,328.61

1,110,328.85

1,253,470.97

1,376,002.71

1,428,300.00

Subtotal Personal Services: 603.506.52350

Contracts/Agreements

603.506.52370

Printing & Advertising

Subtotal Contractual Services: 603.506.52410

Office Supplies

603.506.52450

Postage

755.13

1,599.96

576.13

1,850.00

1,111,083.98

1,255,070.93

1,376,578.84

1,430,150.00

0.00

250.00

1.17

0.00

297.00

0.00

1.17

0.00

297.00

250.00

Refunds

1,189.00

17.00

-10.73

600.00

Subtotal Refunds & Reimbursements:

1,189.00

17.00

-10.73

600.00

1,128,892.20

1,255,087.93

1,383,725.71

1,446,328.61

Subtotal Supplies & Materials: 603.506.52810 Totals Notes:

204

City of Mason, Ohio Fund 640.306 : Golf Course Fund

2009 Budget

Departmental Budget Detail Account Number

Description

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

640.306.52110

Salaries and Wages

0.00

1,238,568.90

1,506,436.04

1,558,351.00

640.306.52120

Retirement

0.00

750.00

127,475.18

80,117.00

640.306.52130

Medical Insurance

0.00

112,410.07

150,356.69

171,607.00

640.306.52150

Medicare

0.00

95,291.33

112,669.73

128,230.00

640.306.52160

Workerâ&#x20AC;&#x2122;s Compensation

0.00

43,299.64

47,632.97

52,630.00

640.306.52170

Unemployment

0.00

20,446.32

20,647.01

31,229.00

0.00

1,510,766.26

1,965,217.62

2,022,164.00 8,730.00

Subtotal Personal Services: 640.306.52210

Training/Meeting Expense

0.00

3,448.31

4,778.19

640.306.52220

Memberships/Subscriptions

0.00

6,019.00

5,045.00

7,075.00

0.00

9,467.31

9,823.19

15,805.00

Subtotal Employee Development: 640.306.52310

Utilities

0.00

113,935.23

161,374.46

175,850.00

640.306.52320

Telephone/Pager Service

0.00

21,019.91

27,299.37

30,000.00

640.306.52330

Rents & Leases

0.00

2,670.00

21,868.85

22,780.00

640.306.52340

Professional Services

0.00

88,380.61

139,287.50

8,350.00

640.306.52350

Contracts/Agreements

0.00

207,440.11

218,176.28

231,753.00

640.306.52360

Insurance

0.00

14,684.00

29,968.88

34,500.00

640.306.52370

Printing & Advertising

0.00

17,761.46

19,086.65

40,000.00

0.00

465,891.32

617,061.99

543,233.00

Subtotal Contractual Services: 640.306.52410

Office Supplies

0.00

6,355.64

5,600.07

8,100.00

640.306.52420

Operational Supplies

0.00

512,217.86

441,189.81

449,463.00

640.306.52430

Repairs and Maintenance

0.00

126,872.80

159,016.83

149,780.00

640.306.52440

Small Tools/Minor Equipment/Computers

0.00

7,315.00

0.00

750.00

640.306.52450

Postage

0.00

2,467.29

4,839.58

5,200.00

640.306.52460

Chemicals

0.00

130,200.83

85,447.01

113,900.00

640.306.52470

Fuel

0.00

27,717.55

39,004.18

40,100.00

640.306.52480

Uniforms & Clothing

Subtotal Supplies & Materials:

0.00

6,290.12

5,810.96

7,650.00

0.00

819,437.09

740,908.44

774,943.00

640.306.52510

Land & Land Improvement

0.00

9,025,662.50

0.00

100,000.00

640.306.52580

Machinery & Equipment

0.00

105,000.00

640.306.52595

Repairs, Improvements & Replacements

0.00

143,586.08

15,000.00

0.00

9,025,662.50

143,586.08

220,000.00

Subtotal Capital Outlay: 640.306.52610

Principal Retirement

0.00

9,000,000.00

8,820,000.00

640.306.52620

Interest Payment

0.00

381,437.50

264,600.00

640.306.52630

Service Fees

0.00

5,000.00

0.00

9,381,437.50

9,089,600.00

Subtotal Debt Service: 640.306.52810

Refunds

0.00

1,350.00

2,362.32

0.00

640.306.52830

Remittances

89,000.00

0.00

69,058.69

72,093.86

Subtotal Refunds & Reimbursements:

0.00

70,408.69

74,456.18

89,000.00

Totals

0.00

11,901,633.17

12,932,491.00

12,754,745.00

Notes: Capital includes: cart path repair - $15,000, cart fleet replacement - $105,000, signage $65,000, and rinsate pad - $35,000

205

City of Mason, Ohio Fund 801.710 : Employee Medical Insurance Fund

2009 Budget

Departmental Budget Detail Account Number 801.710.52130

Description Medical Insurance

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

2,568,283.68

2,535,796.36

2,582,058.33

2,814,000.00

Subtotal Personal Services:

2,568,283.68

2,535,796.36

2,582,058.33

2,814,000.00

Totals

2,568,283.68

2,535,796.36

2,582,058.33

2,814,000.00

Notes:

206

MUNICIPAL COURT

DESCRIPTION OF MASON MUNICIPAL COURT The Mason Municipal Court was established on January 1, 1965 pursuant to Ohio Revised Code 1901.02. Territorial jurisdiction for this southwest Ohio court includes the City of Mason and Deerfield Township of Warren County, Ohio. All requirements for the municipal court are established through state law and the Ohio judicial system. The municipal court judge is elected by the voters of Mason and Deerfield Township and serves a six-year term. The elected judge is solely responsible for the operations of the municipal court and its compliance with state law.

207

City of Mason, Ohio Fund 101.707 : Muncipal Court

2009 Budget

Departmental Budget Detail Account Number

Description

101.707.52110

Salaries and Wages

101.707.52120

Retirement

101.707.52130

Medical Insurance

101.707.52150

Medicare

101.707.52160

Workerâ&#x20AC;&#x2122;s Compensation

Subtotal Personal Services:

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

403,881.50

442,589.75

429,251.47

481,200.34

56,599.18

60,493.32

58,360.28

67,368.05

128,936.99

133,000.00

112,000.00

133,000.00

5,724.09

6,359.28

6,157.84

6,977.41

6,504.92

7,733.64

9,099.28

19,248.01

601,646.68

650,175.99

614,868.87

707,793.81

101.707.52210

Training/Meeting Expense

1,948.98

1,266.35

2,086.87

2,500.00

101.707.52220

Memberships/Subscriptions

1,330.00

1,111.65

1,197.00

1,500.00

3,278.98

2,378.00

3,283.87

4,000.00

Subtotal Employee Development: 101.707.52310

Utilities

36,558.22

36,958.94

42,632.40

39,000.00

101.707.52320

Telephone/Pager Service

13,715.63

10,014.57

22,227.49

17,000.00

101.707.52330

Rents & Leases

256,544.46

251,687.54

3,789.18

0.00

101.707.52340

Professional Services

8,366.70

12,961.75

13,363.37

15,000.00

101.707.52341

Legal Services

17,916.11

0.00

6,000.00

101.707.52350

Contracts/Agreements

21,085.38

31,790.25

34,363.63

27,000.00

101.707.52360

Insurance

13,800.00

12,000.00

101.707.52370

Printing & Advertising

0.00

142.17

250.00

101.707.52390

Prisoner Expense

Subtotal Contractual Services: 101.707.52410

Office Supplies

101.707.52420

Operational Supplies

101.707.52430

Repairs and Maintenance

101.707.52440

Small Tools/Minor Equipment/Computers

101.707.52450

Postage

101.707.52470

Fuel

0.00

234.00

300.00

367,986.50

355,413.05

128,752.24

116,550.00

7,701.53

19,614.36

9,378.84

8,000.00

22,169.79

30,919.02

16,535.11

11,000.00

2,259.75

1,640.00

315.77

2,000.00

392.00

0.00

400.00

13,351.84

5,250.00

12,364.41

12,000.00

0.00

991.34

6,500.00

45,874.91

57,423.38

39,585.47

39,900.00

0.00

4,116.00

0.00

4,116.00

0.00

Refunds

100.00

152.07

1,000.00

Subtotal Refunds & Reimbursements:

100.00

152.07

1,000.00

0.00

250,000.00

Subtotal Supplies & Materials: 101.707.52530

Furniture, Fixtures & Office Machines

Subtotal Capital Outlay: 101.707.52810

101.707.53330

Rents & Leases - City

Subtotal Contractual Services: Totals

0.00

250,000.00

1,018,887.07

1,069,658.49

1,037,490.45

1,119,243.81

Notes:

208

City of Mason, Ohio Fund 235.707 : Court Indigent Drivers Alcohol Fund

2009 Budget

Departmental Budget Detail Account Number 235.707.52340

Description

2006 Actual Expenditures

Professional Services

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

2,230.87

11,070.42

2,441.52

155,000.00

Subtotal Contractual Services:

2,230.87

11,070.42

2,441.52

155,000.00

Totals

2,230.87

11,070.42

2,441.52

155,000.00

Notes:

209

City of Mason, Ohio Fund 236.707 : Municipal Court Clerk Computer Fund

2009 Budget

Departmental Budget Detail Account Number

Description

236.707.52110

Salaries and Wages

236.707.52120

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

20,617.52

21,002.45

13,187.04

17,160.00

Retirement

2,818.49

2,860.77

2,108.32

2,402.40

236.707.52130

Medical Insurance

6,446.85

7,000.00

0.00

7,000.00

236.707.52150

Medicare

297.31

304.47

191.18

248.82

236.707.52160

Workerâ&#x20AC;&#x2122;s Compensation

Subtotal Personal Services:

143.26

170.32

109.63

686.40

30,323.43

31,338.01

15,596.17

27,497.62

236.707.52320

Telephone/Pager Service

0.00

3,648.00

1,000.00

236.707.52330

Rents & Leases

0.00

5,177.99

6,500.00

236.707.52350

Contracts/Agreements

34,357.77

43,145.50

16,769.26

22,000.00

34,357.77

43,145.50

25,595.25

29,500.00

728.57

49.99

500.00

Subtotal Contractual Services: 236.707.52420

Operational Supplies

1,466.87

236.707.52430

Repairs and Maintenance

2,057.72

0.00

6,460.00

5,000.00

3,524.59

728.57

6,509.99

5,500.00

1,297.48

35,576.13

749.95

2,000.00

1,297.48

35,576.13

749.95

2,000.00

69,503.27

110,788.21

48,451.36

64,497.62

Subtotal Supplies & Materials: 236.707.52540

Computers/Computer Equip.

Subtotal Capital Outlay: Totals Notes:

210

City of Mason, Ohio Fund 237.707 : Municipal Court Computer Fund

2009 Budget

Departmental Budget Detail Account Number 237.707.52350

Description

2006 Actual Expenditures

Contracts/Agreements

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

0.00

325.00

0.00

325.00

0.00

8,922.00

15,000.00

0.00

8,922.00

15,000.00

0.00

79,622.63

0.00

Subtotal Capital Outlay:

0.00

79,622.63

0.00

Totals

0.00

79,947.63

8,922.00

15,000.00

Subtotal Contractual Services: 237.707.52420

Operational Supplies

Subtotal Supplies & Materials: 237.707.52540

Computers/Computer Equip.

Notes:

211

City of Mason, Ohio Fund 238.707 : Municipal Court Special Projects Fund

2009 Budget

Departmental Budget Detail Account Number

Description

238.707.52110

Salaries and Wages

238.707.52120

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

176,355.30

129,246.79

89,608.23

163,560.80

Retirement

26,295.29

18,330.89

12,745.77

22,898.51

238.707.52130

Medical Insurance

32,234.25

42,000.00

70,000.00

42,000.00

238.707.52150

Medicare

2,009.35

1,229.24

630.32

2,371.63

238.707.52160

Workerâ&#x20AC;&#x2122;s Compensation

Subtotal Personal Services: 238.707.52340

Professional Services

238.707.52350

Contracts/Agreements

1,977.99

2,351.62

4,385.19

6,542.43

238,872.18

193,158.54

177,369.51

237,373.38

0.00

1,472.50

1,000.00

22,875.41

38,378.00

20,382.50

22,000.00

22,875.41

38,378.00

21,855.00

23,000.00

20,662.00

0.00

Subtotal Contractual Services: 238.707.52410

Office Supplies

0.00

238.707.52420

Operational Supplies

0.00

1,935.72

1,000.00

0.00

20,662.00

1,935.72

1,000.00

0.00

17,911.18

0.00

17,911.18

0.00

Subtotal Supplies & Materials: 238.707.52540

Computers/Computer Equip.

Subtotal Capital Outlay: 238.707.52710

Transfers Out

22,440.00

0.00

22,440.00

0.00

284,187.59

252,198.54

219,071.41

261,373.38

Subtotal Transfers Out: Totals Notes:

212

City of Mason, Ohio Fund 239.101 : Vehicle Immobilization Fee Fund

2009 Budget

Departmental Budget Detail Account Number 239.101.52340

Description

2006 Actual Expenditures

Professional Services

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

0.00

16,000.00

Subtotal Contractual Services:

0.00

16,000.00

Totals

0.00

16,000.00

Notes:

213

City of Mason, Ohio Fund 240.707 : Municipal Probation Services Fund

2009 Budget

Departmental Budget Detail Account Number

Description

240.707.52110

Salaries and Wages

240.707.52120

2006 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

176,922.44

130,037.61

113,362.40

108,721.60

Retirement

24,992.91

18,698.69

15,373.76

15,221.02

240.707.52130

Medical Insurance

51,574.80

56,000.00

28,000.00

42,000.00

240.707.52150

Medicare

2,558.68

1,882.59

1,613.91

1,576.46

240.707.52160

Workerâ&#x20AC;&#x2122;s Compensation

Subtotal Personal Services: 240.707.52210

Training/Meeting Expense

240.707.52220

Memberships/Subscriptions

1,690.99

2,351.62

4,385.19

4,348.86

257,739.82

208,970.51

162,735.26

171,867.95

8,441.49

484.75

450.00

10,000.00

Subtotal Employee Development: 240.707.52340

Professional Services

240.707.52350

Contracts/Agreements

Subtotal Contractual Services: 240.707.52410

Office Supplies

240.707.52420

Operational Supplies

240.707.52430

Repairs and Maintenance

240.707.52450

Postage

240.707.52470

Fuel

0.00

150.00

300.00

484.75

600.00

10,300.00

4,950.18

5,320.73

9,230.00

5,500.00

0.00

11,953.21

3,000.00

4,950.18

5,320.73

21,183.21

8,500.00

1,481.96

1,270.51

0.00

500.00

14,486.39

11,492.07

1,256.44

2,000.00

4,566.24

0.00

500.00 1,000.00

669.67

1,931.76

179.23

21,204.26

14,694.34

1,435.67

4,000.00

292,545.75

229,470.33

185,954.14

194,667.95

Subtotal Supplies & Materials: Totals

210.00 8,651.49

Notes:

214

City of Mason, Ohio Fund 241.707 : Drivers Intervention Program Fund

2009 Budget

Departmental Budget Detail Account Number 241.707.52340

Description

2006 Actual Expenditures

Professional Services

Subtotal Contractual Services: 241.707.52420

Operational Supplies

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

0.00

Subtotal Supplies & Materials:

0.00

Totals

0.00

Notes:

215

City of Mason Fund Index Operating Funds Number 101 205 206 211 213 232 233 234 235 236 237 238 239 240 602 603 608 630 640 801 802 803 804 805 806

Description

Department

General Fund Federal Grant Fund Police Officer Training Fund Fire and Emergency Service CIC/ Veterans Memorial Police Crime Prevention Fund Law Enforcement Trust (MDF) Law Enforcement and Education Fund (DUI) Court Indigent Drivers Alcohol Municipal Court Clerk Computer Costs Municipal Court Computer Fund Municipal Court Special Project Fund Vehicle Immobilization Fee Fund Municipal Court Probation Services Sewer Revenue Waste Collection Stormwater Utility Community Center Golf Course Employee Medical Insurance Subdivision Inspection City Contribution Unclaimed Monies Mason Port Authority Community Improvement Corp

Police Fire Administration Police Police Police Court Court Court Court Court Court Public Utilities Administration Engineering & Building Parks & Recreation Administration Administration Engineering & Building Administration Administration Administration Administration

Debt Service Funds 301 401 402 403 404 419 501 619 620

General Bond Retirement Fund Tax Increment Financing Fund-JW Harris TIF Central Park TIF Mason Enterprise Parke TIF Tylersville Crossing TIF Government Center Reserve Special Assessment Bond Retirement 2004 Sewer Bond 2004 Sewer Debt Reserve

102 201 202 204 223 224 406 413 612 614 635

General Capital Improvement Street Maintenance & Repair State Highway Improvement Street Subdivision Recreation Improvement Bicycle & Pedestrian Way Downtown Investment Fund Socialville-Fosters Rd Improvement Sewer Expansion Sewer Replacement-Improvement Community Center Expansion Fund

Capital Improvement Funds Engineering & Building Engineering & Building Engineering & Building Parks & Recreation Engineering & Building Administration Engineering & Building Public Utilities Public Utilities Parks & Recreation

216

City of Mason Fund Description General Fund – The chief operating fund for the City of Mason. The General Fund is used to account for all financial resources except those required to be accounted in another fund. General Capital Improvement – A separate division of the General Fund to reserve resources for capital improvements identified through the City’s capital improvement plan and to reserve funds for payment of short-term debt.

Special Revenue Funds: Special Revenue funds are used to account for the proceeds of specific revenue sources that are legally restricted to expenditures for specified purposes. Fire and Emergency Service – The Fire Levy revenue is accounted for separately for the operation of the Fire Department since the funds may only be used for fire and emergency medical services. Fire Capital Improvement – A part of the Fire and Emergency Medical Service Fund to set aside funds for capital improvements. Street Maintenance and Repair – 92.5% of the City’s share of state gasoline taxes and motor vehicle license fees is deposited into this fund. State law requires that such monies be spent on street construction and maintenance. All major street construction and improvements are paid from this fund. Resources restricted for street improvement are account for in the Street Improvement Fund. Debt proceeds, grants, contributions, and transfers from the General Fund are used to pay for the street improvements. State Highway Improvement - The remaining 7.5% of the City’s share of state gasoline taxes and motor vehicle license fees is deposited into this fund. State law requires that such monies be spent on state highways construction and improvements. Street Subdivision- Funds paid to maintain and improve streets in specific subdivisions are account for in the Street Subdivision Fund. Federal Grant – To account for federal grant monies that require a separate fund from the General Fund. This typically is a requirement for FEMA reimbursements. Police Officer Training – Funds paid from the State of Ohio that may only be used to provide police officer training CIC/Veterans Memorial - The loan and repayment for the Veterans Memorial is kept in a separate fund.

217

Recreation Improvement - All major parks construction and improvements are paid from this fund. Resources restricted for park and recreation improvement are account for in the Recreation Improvement Fund. Debt proceeds, grants, contributions, and transfers from the General Fund are used to pay for these improvements. Police Crime Prevention - This fund is used to account for donations received for the prevention of crime within the City. Revenues collected have been used to support the Cityâ&#x20AC;&#x2122;s National Night Out program. Drug Law Enforcement - To account for monies designated to be used for drug law enforcement from court fines and forfeitures. Law Enforcement and Education Trust - To account for monies received from court fines imposed for drivers convicted of driving under the influence of drugs and alcohol. Monies generated under this fund shall be used for enforcement and education of the public of such dangers. Indigent Driver Alcohol - This fund is used by municipal court to account for fees collected in conjunction with DUI offenses. Revenues received are used, by the court, for treatment and education of drug and alcohol offenders. Municipal Court Clerk Computer Costs - To account for monies received from court fines. Monies generated under this fund shall be used for computer related expenses of the Court. Municipal Court Computerization - This fund is used to account for a $2.00 fee assessed in conjunction with court costs. Revenues collected are used for computer education and training within the Municipal Court. Municipal Court Special Project - This fund is used to account for a $5.00 fee assessed in conjunction with court costs. Revenues collected are used for improvements to the Municipal Court facilities. Vehicle Immobilization Fee -This fund is used to account for reimbursements received from the State of Ohio for costs incurred with the Court ordered immobilization of a vehicle. Municipal Court Probation Services - To account for monies received from court fines. Monies generated under this fund shall be used for probation services provided by the Court. Subdivision Inspection - This fund is used to account for the revenues received and expenses incurred for inspection services rendered for subdivision construction.

218

Debt Service Funds: The Debt Service Funds are used to account for the accumulation of resources and payment of general obligation bond principal and interest from governmental resources and special assessments levies when the government is obligated in some manner for payment. General Bond Retirement - To accumulate monies for the payment of long-term and shortterm debt issued without a vote of the people. Transfers from the .2% Capital Improvements and .3% Street Improvement Funds support this fund. Special Assessment Bond Retirement- To account for payment of bonds issued for improvements deemed to benefit specific properties against which assessments are levied. JW Harris TIF- To account for the financial resources, expenditures, and debt payment related to the development of 42 North Commerce Parke for JW Harris. Central Parke TIF- To account for the financial resources, expenditures, and debt payment related to the development of Central Park. Mason Enterprise Parke TIF- To account for the financial resources, expenditures, and debt payment related to the development of Mason Enterprise. Tylersville Crossing TIF- To account for the financial resources, expenditures, and debt payment related to the development of Tylersville Crossing. Government Center Reserve- To account for the financial resources, expenditures, and debt payment related to the development of Mason Municipal Center.

Capital Projects Funds: The Capital Projects Funds are used to account for the financial resources to be used for the acquisition or construction of major capital facilities. Downtown Investment - To account for financial resources used for improvements to Masonâ&#x20AC;&#x2122;s downtown.

Enterprise Funds: The Enterprise Funds are established to account for operations that are financed and operated in a manner similar to private business enterprises where the intent is that the expense of providing goods or services primarily or solely to the general public be financed or recovered primarily through user charges. Sewer Revenue â&#x20AC;&#x201C; To account for the operations of the sanitary sewer collection system and water reclamation plant. Primary source of revenue for this fund comes from service charges to customers.

219

Sewer Expansion - To account for financial resources used for improvements to the sanitary sewer system and water reclamation plant. Sewer tap fees and permits restricted to system improvements are account for in the Sewer Expansion Fund. Sewer Replacement & Improvement – The 2004 Sewer Mortgage Revenue Bonds’ indenture requires a minimum reserve each year for capital improvements. This fund meets the reserve requirement. 2004 Sewer Bond – To account for financial resources in a trust account for making the annual debt payment for the 2004 Sewer Mortgage Revenue Bonds. The City is required to make monthly payments from the Sewer Revenue Fund to be used for the semi-annual debt payment. 2004 Sewer Debt Reserve – The 2004 Sewer Mortgage Revenue Bonds’ indenture requires a minimum reserve to make the debt payment if the City would default of the semiannual debt payment. This fund meets the requirement and is maintain is a separate bank trust account. Waste Collection - To account for the operations of the City’s solid waste collection and recycling service. Sources of revenues for this fund come from service charges to customers, based on rates authorized by City Council. Storm Water Utility - To account for the operations and maintenance of the storm water utility and flood control system. Primary source of revenue for this fund comes from service charges to customers. Community Center – To account for the operations of the Mason Community Center. Primary source of revenue come from monthly membership passes and registration for various programs. Community Center Expansion – To account for the operations, capital outlay, and debt service for the Community Center Expansion. Golf Course – To account for the operations and maintenance of the golf course complex purchased by the City in 2007. Primary source of revenue comes from customers who utilizes the facility.

Other Funds Employee Medical Insurance – An internal service fund to account for resources and expenditures for employee health, life, and disability benefits. City Contributions – To account for donations and contributions given to the City of Mason for specific and restrictive use.

220

Unclaimed Monies – Agency fund used to account for funds not claimed by the owner of the funds. Most unclaimed funds is the result of outstanding checks issued by the City of Mason. Mason Port Authority – Agency fund to account for resources given to the Mason Port Authority Community Improvement Corporation – Agency fund to account for resources given to the Mason Community Improvement Corporation

221

City of Mason Object Codes Category Personal Services

Employee Development Contractual Services

Supplies & Materials

Capital Outlay

Debt Service Transfers Refunds

Number Description 52110 52120 52130 52150 52160 52210 52220 52310 52320 52330 52340 52350 52360 52370 52390 52410 52420 52430 52440 52450 52460 52470 52480 52510 52520 52530 52540 52550 52560 52570 52580 50595 52599 52610 52620 52710 52810 52830

Salaries Retirement Medical Insurance Medicare Workers Compensation Training/Meeting Membership/Subscriptions Utilities Telephone/Pager Service Rents/Leases Professional Services Contracts/Agreements Insurance Printing & Advertising Prisoner Expense Office Supplies Operating Supplies Repair & Maintenance Small Tools/Equip/Computers Postage Chemicals Fuel Uniform & Clothing Land & Land Improvements Building & Building Improvements Furniture Fixtures & Equipment Computers/Computer Equipment Vehicle/Vehicular Equipment Utility Plant In Service Recreation/Playground Equipment Machinery & Equipment Repairs Improvements & Replacements Special Equipment Principal Interest Transfer Refunds Remittance

222

Short Glossary of Budget-Related Terms ADA –

Americans with Disabilities Act

Agency Funds –

Funds used to account for the various funds that are held by the City in the role of an agent for individuals, private organizations or other governmental units.

Appropriation –

Legal authorization to make expenditures and incur obligations for specified purposes.

Assessed Valuation –

Value given to real estate and some forms of personal property by the Assessor. This forms the basis for property taxes.

CAFR –

Comprehensive Annual Financial Report

Capital Improvement Plan – Plan of potential capital improvement projects that are tentatively planned by the City for the years to come. Capital Project Fund –

Fund used to account for the resources used for the acquisition or construction of the City’s capital improvements.

CDBG –

Community Development Block Grant

CIP –

Capital Improvement Plan, which includes the long-term planning for maintaining and improving City assets and infrastructure.

Debt Service Funds –

Funds used to account for the accumulation of resources for, and the payment of, general long-term debt principal and interest.

Encumbrance –

A commitment by the City to use appropriated funds for a specific purpose, effectively setting aside the funds.

Enterprise Funds –

Funds used to account for “business-like activities” that are similar to private business carried out by the City of Mason.

Expenditure –

The financial resources expended for operations, capital outlay and debt service.

FEMA –

Federal Emergency Management Agency

Fiscal Policy –

The expenditures that the City of Mason undertakes to provide goods and services as well as the way that those expenditures are financed.

223

GCWW –

Greater Cincinnati Water Works

General Fund –

Fund that is used to account for all financial resources that are not restricted as to their use or required to be accounted for in another fund.

GIS –

Geographic Information System

Infrastructure –

Long-lived physical assets that are typically stationary. Roadways and sewer lines are two examples.

Inside Millage –

Millage provided by the Constitution of the State of Ohio and is levied without being voted upon.

Internal Service Fund –

Fund used to account for the operations of a City department that provides services to other City departments or other governmental units on a cost reimbursed basis.

Major Fund –

Any governmental fund that meets the Governmental Accounting Standards Board Statement Number 34 criteria. Major funds are required to be stated separately in the fund financial statements.

Mason Matters –

Quarterly newsletter containing news about city services, information about City departments, calendars and other useful information.

Mill –

Method of computing property tax rates. 1 Mill = $1 for every $1,000 of assessed value.

Modified Accrual Basis of Accounting-

Method of accounting in which revenues are recognized in the period in which they become measurable and available and expenditures are recognized in the period in which they are incurred.

MVRMA –

Miami Valley Risk Management Association – The local selfinsurance pool that the City of Mason joined in 1997 in order to lower insurance costs.

NPDES –

National Pollutant Discharge Elimination System

ODNR –

Ohio Department of Natural Resources

OPWC –

Ohio Public Works Commission

224

Outside Millage –

Millage voted upon by the public.

Performance Measure –

Measurement of the progress of the implementation of strategies and activities.

Proprietary Funds –

Consist of two types: Enterprise Funds and Internal Service Funds.

Revenue –

Income received by the City of Mason that is used to support the programs and services provided by the City. Sources include earnings tax, property tax, service charges and grants.

Special Revenue Funds –

Funds used to account for the proceeds of specific revenue sources that are legally restricted to expenditures for specific purposes.

TIF –

Tax Increment Financing

225