Mason_2010_Budget by City of Mason

2010 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 2010 Budget Table of Contents Page Introduction Transmittal Letter/Budget Message List of Principal Officials Organization Chart City of Mason Profile

1 11 12 13

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

18 23 28 30

Budget Summary Departmental Operating Budget Staffing Summary Annual Appropriation Ordinance

34 36 37

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

44 45 46

Debt Outstanding Debt Debt Description Debt Statistical Tables

69 70 74

Police Department Description Cost Savings Budget Detail

79 89 91

Fire Department Description Cost Savings Budget Detail

95 100 101

Parks & Recreation Department Description Cost Savings Budget Detail

103 109 111

City of Mason 2010 Budget Table of Contents Page Engineering & Building Department Description Cost Savings Budget Detail

114 124 129

Public Works Department Description Cost Savings Budget Detail

139 144 145

Public Utilities Department Description Cost Savings Budget Detail

149 155 156

Finance Department Description Cost Savings Budget Detail

161 166 169

Council/Administration Description Cost Savings Budget Detail

171 183 188

Municipal Court Description Budget Detail

199 200

Appendix Fund Index Fund Description Object Listing Glossary

208 209 214 215

1106000 Mason-Montgomery Road Mason, OH 45040 513-229-8510 Fax: 513-229-8511

April 15, 2010 Dear Council Members: It is my pleasure to present to you the City of Mason’s 2010 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 2010 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 Association’s Distinguished Budget Program. Other priorities have hindered those efforts, but the 2010 Budget Plan does represent significant efforts toward that goal. 2009 Budget Initiatives As we begin 2010, let me highlight some of the successful budget initiatives from 2009. 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 a 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 and 2009. In March 2008, Council authorized a contract with Champlin/Haupt for the TriHealth/MCC Expansion conceptual design drawings. In August 2008, Council authorized the long-term space lease with Bethesda Hospital for TriHealth’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 of that year, Council authorized a contract with Turner Construction for preconstruction services for additions and alterations to the Community Center. Finalizing these details completed an exciting step in the Community Center expansion process and marked the start of the construction phase. 1

During 2009, the Community Center Committee of Council and staff worked on finalizing details for how the Community Center expansion will be financed, creating 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 constructing the building. 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. 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 2009 were over $36 million as 137,000 square feet of new corporate and industrial space were added, bringing over 675 announced new jobs to the community. Even in a down economy nationally, Mason’s 2009 new investment numbers for industrial and corporate sectors trended downward slightly compared to 2008. The diversified tax base in Mason allows the continued reporting of annual growth with over 11 new projects completed within the year. The combined new investment revenues for 2007 through 2009 were over $117 million, with over 467,000 new square feet and over 1,700 new jobs. 2009 kicked off several large developments now underway or complete: the $5.2 million Lindner Center of HOPE Brain Imaging Center, Noritake, a $1.6 million investment in the AssureRx expansion, P&G Iams Division relocation, AssureRx Bio Sciences Company lab expansion, $25 million TriHealth Community Center project, and the $10 million Linder Family Tennis Center expansion. Fire Department Throughout 2006 and 2007, Fire and EMS consultants consistently recommended that the City move to the NFPA standard of a six-minute total response time (fourminute road time). In 2007, the City adopted the goal of meeting the national minimum standard of reaching 90% of calls within six minutes of receiving the emergency call. Other recommendations from several fire consultants at that time included an intense training program with national accreditations, a revision to the fire department’s command structure to provide more fulltime supervision, and reconfiguring the location of fire stations to improve response time. In December 2007, Fire Chief John Moore, former Assistant Fire Chief for the City of Dayton, was hired and a reorganization of the department was launched. 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 2008, City Council adopted legislation to plan a 5-year, additional 2-mill levy and a 5-mill renewal fire levy on the August 5, 2008, ballot. The goal of the two levies was 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 only 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. 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. Due to growth in the northern section of Mason, during 2009 staff worked to strategically relocate Station 51 to help increase the service area of the Mason Fire Department and reduce response times. To make this possible, the City of Mason partnered with the owner of Lakewood Commerce Center in an economic development partnership to spur development and new job growth. The result of the partnership is a new road in the industrial park (Alliance Drive), a site for the fire station, and job creation as a new business, Noritake, is already locating to the park. The station was designed with the necessary flexibility to accommodate future partnerships with Deerfield Township to more cost effectively provide fire service in the northern area of both jurisdictions. The new building accesses both Mason-Montgomery Road and Alliance Drive. The prototype fire station was designed in a rectangle shape for building economy and easier expansion to a community room and headquarters area. The building was also designed around its intended purpose based on manpower and equipment instead of fitting manpower and equipment into a pre-designed building. Efficiencies included downsized apparatus bays (20 to 25% smaller than those at Station 52) to house two pieces of equipment per bay, using low maintenance floor materials and wall finishes for longer life and easier cleaning, stained/stamped concrete in high traffic areas in place of carpet; adding fixed windows, zoning the building for temperature control, energy efficient windows and light fixtures, and adhering to the model energy code to help reduce future energy costs. Practical green measures were used, including adding geothermal heat (at a cost of approximately $70,000, with a 5 to 7 year payback) and low maintenance grass and landscaping. A mezzanine to reduce the building footprint was also added for storage and training opportunities.

x Police Reorganization Three years ago the Mason Police Department identified two key issues that inhibit the long-term success of the organization. The first issue is an overdependence on an Officer-In-Charge (OIC) system of management. The second is a lack of positions available in the current structure to effectively develop future management leaders. The second key issue was found to be a result of the department’s current organizational structure. Currently there are nine officers in command positions: the Chief, the Assistant Chief, and seven Sergeants. Of the nine officers, six are eligible to retire within a year. This level of loss is nearly impossible to absorb and would be a tremendous detriment to the department. The need for a re-organization of the existing management structure was critical to ensuring continued effective organizational leadership and to best position the department for long-term growth. In February 2009, Council authorized Resolution 2009-4, which laid out the conceptual direction for the reorganization, provided some interim flexibility in staffing and anticipated future legislation to formalize a new command structure once financial, union and transition impacts were established. In August, Council approved Ordinance 2009 – 90, which was the first step in implementing the full reorganization plan. The ordinance authorized the City Manager to establish a second Assistant Chief position. In October, the next step of the Reorganization Plan was the approval of Ordinance 2009-117, which reclassified the current Sergeant position to Police Lieutenant. The next step in the reorganization plan took place on January 11, 2010, with Council’s approval of Ordinance 2010 – 6, which authorized the establishment of up to six (6) Sergeant positions. The reorganization plan does not increase the number of sworn officers within the department and the initial costs to implement the plan are minimal. This final step in the reorganization includes updating the Sergeants position to more accurately reflect job responsibilities. The City anticipates completing the reorganization plan by late April 2010 when promotions to the position of Sergeant are expected to occur. Infrastructure Once again for 2009, investment in infrastructure improvements and maintenance remained a priority. Improvements and maintenance completed in 2009 included: o The $6.5 million Western Row Widening project was completed 6 months ahead of schedule and under budget. o Annual Street Maintenance & Resurfacing Program, which included several projects for the Parks & Recreation Department, resurfacing work at the Golf Center, a turn lane on Mason-Montgomery Road for Armor

o o o o o o o o o o

Consolidated Inc., site work for the Community Center expansion, electric service for vendors at Corwin Nixon Park, site work for Fire Station 51, construction of Alliance Drive, the parking lot behind Mason Grill, upgrades to the electric service Downtown and completion of punch list items at Avalon Farms subdivision. The city once again partnered with Deerfield Township to combine projects for the Street Resurfacing Program, The city’s portion was under $3 million. Annual Sidewalk Replacement Program – In 2009, a portion of the program was completed by the Public Works Department and the other portion by a contractor. A total of about 4,500 feet of failed sidewalk was replaced. Annual Street Striping Program Mason Road from Downtown to the west corporation limit was bid, awarded and began construction. The $4.9 million project included the Library Area Storm and Sanitary Sewer Improvements. New Fire Station 51 was designed, bid and began construction. Construction of US 42 Trunk Sewer Phase 2B, US 42 Storm Sewer Replacement, and Muddy Creek Restoration Project Annual traffic signal operations and maintenance contract, reducing the cost of signal maintenance for 40 traffic signals. Improvement of the timing of the traffic signals along Tylersville Road west of Mason-Montgomery Road. Design of US 42 Widening from Tylersville Road to Butler-Warren Road was completed. Began to acquire right-of-way needed on 72 parcels. Removal of the split-phase timing at the Tylersville Road/MasonMontgomery Road intersection at very low cost with dramatic improvement in traffic flow. Awarded the Kings Island Drive resurfacing project after successfully applying and receiving grant funds to pay for a large portion of the project. The work will occur in 2010.

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

$183,900 107,000 336,420 954,975 454,000 319,000 155,948 1,162,816

In 2009, direct cost savings from changes or innovations in City practices are estimated at over $3.6 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) Over $7 million of capital improvements are included in the 2010 budget, including $2.7 million for street improvements and $2.6 million for sewer improvements. Nearly $1 million of the capital improvements will be paid from grants. One of the most significant investments included in the 2010 Budget is Council’s $1,345,000 commitment to Phase III of the US 42 North Trunk Sewer Upgrade. This capital improvement project will replace a deteriorated section of the US 42 North Trunk Sewer (approximately 2,400 feet long) from Four Seasons Apartment Complex to an 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. Another significant investment is in Mason’s road projects. Phases 1 and 2 of the Mason Road Widening are under construction at a cost of $4,280,000 from the 2009 budget. This project consists of the widening of Mason Road from an existing two-lane roadway without curb and gutter to a three-lane roadway. Roadway improvements included in this project are curb and gutter, sidewalk, bike path, storm sewers, and property acquisitions. Landscaping, street trees, and median irrigation are also included in the construction of this project. Limits for this 7,300-foot project are West Main Street on the east to the western corporation limit. In addition, $350,000 is included in the 2010 budget for a base annual street maintenance program with an additional $350,000 allocated for a possible secondary list of streets to be resurfaced depending on bid prices. $557,000 is included for the Mason Road Roundabout, and $1,000,000 is included for the Western Row Road I-71 interchange modification study and recommendations. 2010 PERSONNEL The 2010 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 balance remained about the same in 2009 compared to 2008. General Fund revenue was $4 million (13%) lower than 2008. However, expenditures were $6.4 million (20%) lower than 2008 including a 3% decrease in operating expenditures. Income tax, the City’s primary source of General Fund revenues, declined 6% due to the current economic conditions and the phase in of full credit for taxes paid to other cities. Mason’s top ten employers generate $6.5 million (32%) of the earnings tax revenues.

The following chart compares total operating revenues to total operating expenditures. The â&#x20AC;&#x153;gapâ&#x20AC;? 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 $2005 Actual 2006 Actual 2007 Actual 2008 Actual 2009 Actual Operating Revenue

Operating Expenditures

The 2010 budget is lower in all areas. The following chart shows the difference between the 2009 and 2010 budget by category:

Personnel Operating Capital Outlay Debt Payment Transfers

2009 Budget 2010 Budget $26,729,281 $26,213,797 20,715,732 18,308,618 16,526,880 7,033,200 24,423,710 23,966,201 13,332,050 12,680,425 $101,727,653 $88,202,241

% of 2009 Budget -1.93% -11.62% -57.44% -1.87% -4.89% -13.30%

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

City of Mason 2010 Appropriation

Transfers 14%

Personnel 30%

Debt Payment 27% Operating 21%

Capital Outlay 8%

The City has a long-standing investment in capital improvements. Despite decreased revenue, 8% of the 2010 Budget is designated for capital outlay and 27% is designated for debt payments on capital projects. Personnel costs at 30%, are the largest share of the budget. Control of the cost of employee benefits continues to present a challenge. In 2007, modifications were made to the Cityâ&#x20AC;&#x2122;s health insurance program, including the implementation of an annual deductible and a mail-order prescription drug plan that had a significant impact on health care costs for the City. In 2009, efforts to control health care costs continued and the City built on the partnership with TriHealth for the development and implementation of a Wellness Program for employees that included 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 Cityâ&#x20AC;&#x2122;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 2009: 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)

$27,122,483 54.2% 32.7% $2,927,700,064 22,016 $130,765 8.38% $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 pickups, storm sewer projects, Christmas tree recycling, sewer and waste collection services, the street resurfacing program, amenities in the parks, and police and fire services all culminate into a fullservice city. The levels of service 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 that reinforced and reminded employees of the City’s minimum levels of expectations for providing customer service. For 2010, the Committee will continue reinforcement and incentive efforts 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. This is one of the reasons 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. The 2010 Budget is a reflection of the City continuing to be mindful of the growth of City revenues, the current and forecast economic climate, and the ongoing need to adjust City service levels and resource utilization to contain costs and prepare for long-term financial health. The following initiatives were undertaken during 2009 to control expenses:

x x x x x x x x x x x x x x x x x x x x

Seven vacant positions remain unfilled Prolonged filling four vacant positions Reduced merit allocations Department Heads waived merit increase Eliminated or reduced overtime Eliminated or reduced training Elimination of seasonal positions Reduced frequency of brush removal services Implemented cross departmental coordination for snow/ice removal Implemented cross departmental coordination for leaf removal Eliminated two police cruisers Reduced Mason Matters to eight pages Used cross departmental coordination Red, Rhythm and Boom Used cross departmental coordination for parks maintenance Partnered with Deerfield Township on the Annual Street Resurfacing Program Outsourced mowing Used in-house resources for sidewalk and curb repair work Used in-house resources for design work on several projects Outsourced traffic signal repair and maintenance work Outsourced street light maintenance work

Based on the current economic conditions, these cost saving measures will continue throughout 2010. City departments will continue to look for ways to cut additional costs. Once again, the City will be forced to keep a pace parallel to the growth of the Mason area and 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, 2009

Mayor Vice Mayor Council Member Council Member Council Member Council Member Council Member

COUNCIL MEMBERS Don Prince David Nichols Tony Bradburn Richard Cox Michael Gilb Charlene Pelfrey Christine Shimrock

FINANCE COMMITTEE Committee Chair Tony Bradburn Committee Member Mike Gilb Committee Member David Nichols

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

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

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

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 2010. Three of the 10 largest employers in Warren County are located in Mason. Mason’s 10 largest employers provide work for more than 6,000 persons and generated more than $6.4 million in income tax revenue for 2009. Overall, it is estimated that there are more than 700 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 13

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 2009 marked the City’s fifth year of operating with the Mason Port Authority. This economic development tool has already provided advantageous flexibility with financial recruitment options. Since its inception, the Port has helped retain over 208 jobs and allowed the City to attract more than $7 million in new capital investment with over 130 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 2009 were over $36 million as 137,000 square feet of new corporate and industrial space were added, bringing over 675 announced new jobs to the community. Due to a diversified environment, Mason’s 2009 new investment numbers for industrial and corporate sectors trended downward slightly compared to 2008. The diversified tax base in Mason continues to allow the continued reporting of positive growth and over 11 new projects completed within the year. The combined new investment revenues for 2007 through 2009 were over $117 million, with over 467,000 new square feet and over 1,700 new jobs. 2009 kicked off several large developments now underway or complete; the $5.2 million Lindner Center of HOPE Brain Imaging, Noritake, $1.6 million investment of the AssureRx expansion, P&G Iams Division relocation, AssureRx Bio Sciences Company Lab Expansion, $25million TriHealth Community Center Project, and the $10 million Tennis Center Expansion. In 2009, industrial and office absorption continued the trend, with the private sector focusing heavily on existing real estate for expansion opportunities and mergers and acquisition. 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 or relocation of four employers: P&G, Central Light, Downlight, and Global Packaging & Exports, resulting in over 500 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 approximately 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 2009: Corporate investment (new capital & payroll) Lindner Center of HOPE Tennis Center Expansion Spear USA Portion Pac

New Capital $5.2 million $10 million $7 million $4.9 million

New Payroll $0 million $0 million $2.1 million $859 thousand

Noritake

$2.7 million

$2 million

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 2009, 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. 16

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 Actual Estimated Actual Estimated Revenues Revenues Revenues Revenues Revenues 2007 2008 2009 2009 2010 $ 21,349,140 $ 21,739,647 $ 20,716,369 $ 20,405,744 $ 19,500,000 2,131,196 2,133,657 900,130 939,925 549,000 537,936 683,261 570,000 666,274 600,000 2,204,101 2,653,861 1,765,145 1,780,881 1,495,500 434,377 460,712 412,800 435,619 416,500 596,077 749,520 595,000 737,885 737,000 422,518 306,321 359,600 257,773 222,600 358,089 357,828 340,000 357,108 340,000 1,650,804 1,374,450 420,000 571,934 150,000 602,718 641,545 495,000 753,144 575,000 216,198 $ 30,286,956 $ 31,100,802 $ 26,574,044 $ 27,122,484 $ 24,585,600

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 2007 Actual

2008 Actual

2009 Estimate

2009 Actual

2010 Estimate

Transfers

City of Mason General Fund Revenue Detail Actual Revenues 2007

Actual Revenues 2008

Estimated Revenues 2009

Actual Revenues 2009

Estimated Revenues 2010

$ 21,349,140

$ 21,739,647

$ 20,716,369

$ 20,405,744

$ 19,500,000

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

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

810,000 90,000 130 900,130

831,657 8,221 99,848 198 939,925

486,000 8,850 54,000 150 549,000

537,936

683,261

570,000

666,274

600,000

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

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

1,052,885 168,437 0 348,217 44,269 113,077 408 37,704 15,884 1,780,881

1,030,000 160,000 0 150,000 35,000 60,000 500 35,000 25,000 1,495,500

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

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

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

52,342 216,294 155,199 0 2,481 9,304 435,619

40,000 200,000 150,000 7,500 10,000 9,000 416,500

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

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

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

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

446,813 246,664 44,407 737,885

455,000 248,000 34,000 737,000

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 2007 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 Postal Unit Sales Ins. Claims - Damages Reimbursements Refunds Total Other Revenue Transfers * Total General Fund Revenue

Actual Revenues 2008

Estimated Revenues 2009 $

Actual Revenues 2009

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

203,780 11,352 24,673 11,250 655 150 5,913 257,773

Estimated Revenues 2010

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

358,089

357,828

340,000

357,108

340,000

1,650,804

1,374,450

420,000

571,934

150,000

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

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

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

32,242 338,719 32,421 85 50,836 165,758 133,082 753,144

150,000 335,000 5,000 150,000 640,000

216,198

$ 30,286,956

$ 31,100,802

$ 26,574,044

$ 27,122,484

$ 24,650,600

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

175,000 10,000 20,000 12,000 500 100 5,000 222,600

City of Mason Income Tax Collection

2005 $19,005,844 15.93%

Income Tax Collection Increase from prior year

2006 $22,674,588 19.30%

2007 $21,349,140 -5.85%

2008 21,739,647 1.83%

2009 $20,405,744 -6.14%

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

Income Tax by Payor 100% 90% 80% 70% 60% 50%

27%

21%

27%

13%

18%

13%

20%

41% 19% Individuals

Businesses

40% 30%

Withholding 53%

60%

61%

60%

61%

1994

1999

2004

2009

20% 10% 0% 1989

City of Mason Assessed Property Values Tax Year 2005 2006 2007 2008 2009 $861,180,630 $1,004,936,080 $1,035,101,280 $1,063,362,220 $1,001,908,990 16,252,830 16,147,840 13,021,700 13,457,340 14,371,800 110,500,187 77,362,457 36,731,155 4,651,000 3,048,210 $987,933,647 $1,098,446,377 $1,084,854,135 $1,081,470,560 $1,019,329,000

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

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 2009 Collected in 2010

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 4.40

83.45 2.70

45.49 2.02

1,592.15 70.70

2.57 2.00 1.21 1.00 0.50

2.57 1.71 1.18 0.85 0.36

89.95 59.85 41.30 29.75 12.60

100.75

60.90

81.20 154.00

2,131.50

* 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.

2009

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 General Fund 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 24

the County is based upon a statutory formula. These funds are returned to the 88 county 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 20% of the tax collection to the State, less various administration fees. The remaining portion, 80%, 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. 25

Personal Property Tax Reimbursement 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 26

receives are distributed to the ICRC as part of the Cityâ&#x20AC;&#x2122;s membership. 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 REVENUES

2006

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

Actual Revenues 2007

Actual Revenues 2008

Estimated Revenues 2009

Actual Revenues 2009

Estimated Revenues 2010

200 3,723 2,140 6,063

50 3,078 2,025 5,153

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

2,500 1,500 500 4,500

820 22,833 1,650 25,303

1,500 500 2,000

Fire & Emergency Service Fund

5,479,828

5,770,554

5,677,434

5,445,000

7,982,599

5,385,000

Community Center Fund

2,809,111

3,028,627

3,213,164

3,158,100

2,861,563

3,668,050

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

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

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

2,627,250 25,717 2,652,967

2,455,500 152,000 2,607,500

Sewer Revenue Fund

5,479,845

5,673,840

5,790,516

5,841,500

5,497,028

5,573,000

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

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

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

507,287

535,383

537,696

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

15,897 57,916 17,957 245,892 2,495 237,416 2,665 580,238

10,000 50,000 15,000 180,000 500 220,000 1,000 476,500

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

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

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

1,390,111 12,404,946 3,079,448 377 50,000 32,000 16,956,882

1,481,000 11,996,184 2,716,000 150 16,193,334

$34,705,436

$36,556,581

$33,905,384

Indigent Drivers' Alcohol Fund Municipal Court Clerk Computer Municipal Court Computerization Municipal Court Special Projects Vehicle Immobilization Fee Fund Municipal Court Probation Services Municipal Court Indigent Drivers (IDAM) 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

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

$21,791,411

$34,655,277

$35,534,892

2,612,750 1,124 400,000

3,021 58,000

CAPITAL FUNDS REVENUES Actual Revenues 2007

Actual Revenues 2008

$22,017,233 1,339,092 265,187 674,623 60,650

$17,017,067 1,912,406 106,932 3,432,927 69,534

$18,074,402 8,539,932 121,009 262,265 57,182

5,894,262 1,152,336 5,400 117,656 2,816,457

5,912,630 10,250 4,324,719 732,598

5,675,717 16,875

$34,342,896

$33,519,063

323,632 19,000,000 $52,071,014

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

866,173 36,112 $902,285

2006 General Capital Improvement Fund Street Maintenance and Repair State Highway Improvement Fund Street Improvement Fund Street Subdivision Improvement Federal Grant Fund 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

Estimated Revenues 2009 $10,700,000 8,500,650 102,000 50,000

Actual Revenues 2009

Estimated Revenues 2010

$8,487,848 7,951,372 108,659 15,955 226,874 20,212 27,157

$9,050,000 1,646,000 100,000 10,000 1,007,880 15,000 -

$19,352,650

32,386,620 $49,224,697

770,000 $12,598,880

541,515 41,879

345,000 15,000

245,187 15,746

110,000 15,000

$583,394

$360,000

$260,933

$125,000

DEBT FUNDS REVENUES

2006

Actual Revenues 2007

Actual Revenues 2008

Estimated Revenues 2009

Actual Revenues 2009

Estimated Revenues 2010

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

$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

$1,738,306 105,284 415,907 274,754 289,495 1,696,718 119,847 $4,640,311

$1,845,000 70,000 190,000 115,000 175,000 1,671,675 115,000 $4,181,675

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

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

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

2,635,776 26,932 $2,662,708

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

City of Mason Non-General Fund Revenue Description 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 County’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. 30 30

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 31

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 pre-treatment 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 32

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.

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

2007 Actual Expenditures

2008 Actual Expenditures

$5,181,801

$5,604,629

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

2009 Actual Expenditures

2010 Budget

0 0 6,160 $5,610,789

$5,473,372 $1,412 0 1,465 4,110 $5,480,359

$5,616,323 $9,428 500 32,000 3,500 $5,661,751

$6,208,947

$4,909,578

$5,787,993

$5,779,635

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

$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

$801,876 1,196,833 238,011 0 2,096,818 $4,333,538

$876,540 1,376,893 269,782 0 3,652,203 $6,175,418

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

$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

$174,110 531,692 168,051 642,211 812,939 950,784 171,203 $3,450,990

$142,417 585,522 226,000 796,563 913,068 636,678 202,224 $3,502,472

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

$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

$378,594 17,393 2,233,614 324,379 4,618,998 $7,572,978

$365,000 20,200 2,683,905 370,157 0 $3,439,262

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

$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

$1,303,277 653,943 0 588,245 6,121 $2,551,585

$1,618,081 883,347 0 671,225 0 $3,172,653

Fire 211 Fire & Emergency Services

Departmental Operating Budget 2007 Actual Expenditures Finance 101 General Fund Finance Earning Tax Collection and Refunds 804 Unclaimed Monies Total Finance Council/Administration 101 General Fund Economic Development Community 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 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 Indigent Driver (IDAM) Total Municipal Court Grand Total All Departments

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

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

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

$490,898 1,440,357 42 $1,931,297

$524,709 1,424,556 31,000 $1,980,265

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

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

$372,998 $314,724 324,272 867,733 400,716 836,028 923,683 1,432,218 3,195,934.81 3,242,051 0 63,250 0 $11,973,607

$426,757 $375,000 381,960 974,394 564,412 475,990 1,154,500 1,531,529 3,419,773.00 3,050,000 120,000 8,000 13,000 $12,495,315

$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

$1,080,179 24,130 34,523 11,047 207,876 0 205,928 0 $1,563,682

$1,163,401 130,000 44,000 15,000 202,905 1,000 236,338 2,000 $1,794,644

$40,556,473

$39,914,310

$44,646,029

$44,001,415

General Fund Summary

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

2008 2009 2007 Actual Actual Actual Expenditures Expenditures Expenditures $5,181,801 $5,604,629 $5,473,372 0 0 0 2,222,530 2,354,679 2,236,720 2,548,879 2,404,238 2,329,002 2,671,719 3,391,995 2,953,980 0 0 0 1,069,658 1,037,490 1,080,179 2,070,331 2,072,534 1,931,255 3,437,669 3,720,072 4,040,154 0 0 0 12,677,147 8,157,110 6,111,400 $31,879,734 $28,742,747 $26,156,062

2010 Budget $5,616,323 0 2,523,215 2,663,570 3,439,262 0 1,163,401 1,949,265 4,353,013 0 4,089,675 $25,797,724

Staffing Summary

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

2004

2005

2006

2007

2008

2009

Budgeted 2010

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

2010 Positions Added (0) None 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.

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

Equipment

Description

General Capital Improvement Fund Police Cruisers (2) Body Armor Vehicle Equipment and Changeover Police Department

Out Front Mower Replacement Nixon Park Backstop Replacement Pool Main Pump Backup Pool Shelter Replacement Pool step Repairs Parks & Recreation 20060

80002 80003

10059 10058

Total

50,000 1,400 13,000 64,400

43,800

50,000 50,000

75,000

100,000 35,000 135,000

75,000 100,000 35,000 210,000

10,000 75,000 85,000

75,000

Municipal Center Water Feature Conversion Website Resdesign Administration Total Capital Equipment and Projects

50,000 1,400 13,000 64,400

4,300 13,000 6,500 10,000 10,000 43,800

Annual Sidewalk Program Engineering & Building Heavy Dump Truck (shared) Public Works Facility - Yard Repairs LED Street Lights - Downtown Public Works

Project

183,200

270,000

453,200

310,597

General Capital Improvement Fund Summary Beginning Fund Balance (unencumbered) Proceeds from Re-issued Short-Term Notes

9,050,000

Capital Equipment and Projects

453,200

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

6,300,000 120,000

Transfer to Golf Course Fund for Debt Payment Transfer to Golf Course Fund for Capital Transfer to Community Center for Capital Transfer to Municipal Building Debt Transfers

560,800 80,000 250,000 1,000,000

6,420,000

1,890,800

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

8,764,000 $

596,597

City of Mason 2009 Capital Equipment and Improvements

Project Number Description

Total General Fund Capital Equipment and Projects

10035

Project

Equipment 183,200

270,000

Total $

88,000

Furniture- Station 51 Headquarter/Community Room Fire Pickup Truck Replacement Fire SUV Replacement Total Fire & Emergency Service Fund

40,000 35,000 75,000

Street Maintenance & Repair Fund 14013 Bethany Road Widening (SR 741 to Sports Park) 20011 Western Rd/I-71 & SR 741/I-71 Interchange 20056A Annual Street Maintenance (base) 20056B Annual Street Maintenance (secondary) 20057 Annual Street Striping Program 20101 Mason Road Roundabout Total Street Maintenance & Repair Fund State Higway Fund 20095 SR 741 Urban paving (Parkside Dr to Bethany Rd) Total State Highway Fund

453,200

88,000

88,000 40,000 35,000 163,000

350,000 1,000,000 350,000 350,000 60,000 557,000 2,667,000

15,000 15,000

Federal Grant Fund 70004 Bethany Rd/Parkside Lift Station Elimination 70017 Mason Sports Park Irrigation Total Federal Grant Fund

200,000 500,000 700,000

Recreation Improvement Fund 20093 Muddy Creek Bike Path - Phase II Total Recreation Improvement Fund

175,000 175,000

Sewer Expansion Fund 70004 Bethany Rd/Parkside Lift Station Elimination 70008 Sewer Master Plan Update 70010 US 42 North Truck Sewer Phase III 70014 Mason-Montgomery Road Sewer Crossing 70018 Arbor Creek/Bridgewater Ct Lift Station Heavy Duty Truck (shared) Total Sewer Expansion Fund

200,000 150,000 1,345,000 30,000 600,000 0 2,325,000

80,000 80,000

200,000 150,000 1,345,000 30,000 600,000 80,000 2,405,000

Storm Water Utility Fund 30005 Floodplain Improvement (Southwind Dr & Windsong Ct) 30008 Floodplain Improvement (Hope Church) 30010 Ditch Repair/Maintenance (Van Buren Dr) Total Storm Water Utility Fund

85,000 20,000 20,000 125,000

Community Center Fund 50080 Leisure Pool Ceiling Repair Total Community Center Fund

250,000 250,000

15,000 65,000 80,000

Golf Course Fund Cart Path Repairs Signage Total Golf Course Fund

Total All Equipment and Projects

338,200

6,695,000

7,033,200

PROJECT TITLE: PROJECT YEAR: DEPARTMENT: DEPARTMENT CODE: FUND CODE: PROJECT MANAGER:

ESTIMATED BUDGET YEAR: 2010 N/A N/A

$88,000

CURRENT YEAR BUDGET REQUEST:

THIS INFORMATION WAS LAST UPDATED ON: 4/28/2010

ADDITIONAL COMMENTS: Estimated cost is for all three uses, fire station, fire headquarters, and community room of the new fire station. The project estimated cost assumes reusing the present furniture from Fire Administration.

PROJECT STATUS: Eng./Design Date: Property Acquisition: Construction Contract: Anticipated Completion Date: August 2010

PROJECT DESCRIPTION: Providing furniture for the new Fire Station 51, Fire Headquarters and Community Room

GRANT STATUS:

COST ESTIMATES: (i.e. Construction; Engineering) Construction $88,000 Land Acquisition N/A Engineering N/A

Furniture for Station 51, Fire Headquarters and Community Room 2010 Fire 102 211 Deputy Chief Hoying ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. #

PROJECT NUMBER: 10035

CAPITAL IMPROVEMENT PROJECT FACT SHEET

PROJECT TITLE: PROJECT YEAR: DEPARTMENT: DEPARTMENT CODE: FUND CODE: PROJECT MANAGER:

Website Redesign 2010 Administration 708 102 Jennifer Heft

PROJECT NUMBER: 10058

$5,000

$75,000

2010

ESTIMATED BUDGET YEAR: 2010

$75,000

CURRENT YEAR BUDGET REQUEST:

THIS INFORMATION WAS LAST UPDATED ON: 4/28/2010

ADDITIONAL COMMENTS: With the opening of the new, expanded Community Center, it will be important to provide the same fresh look, functionality, and excitement on the Community Center pages of the city’s web site as are available at the new center. The entire city site has not been updated since 2002. Users frequently comment that they are unable to find things and navigation is difficult. City staff members need the capability to update the site to keep the content fresh and timely. A complete redesign of the site will be necessary to incorporate such changes.

PROJECT STATUS: Eng./Design Date: 2010:

PROJECT DESCRIPTION: Redesign the city’s web site to include a content management system, an enhanced Community Center section, easier access and navigation, calendars with filters, possibly personal URLs for activities, better program “shopping”, virtual tours, and more.

Annual Maintenance

COST ESTIMATES: Design and Software

CAPITAL IMPROVEMENT PROJECT FACT SHEET

PROJECT TITLE: PROJECT YEAR: DEPARTMENT: DEPARTMENT CODE: FUND CODE: PROJECT MANAGER:

ESTIMATED BUDGET YEAR: $10,000. N/A N/A

$10,000

CURRENT YEAR BUDGET REQUEST:

ADDITIONAL COMMENTS:

THIS INFORMATION WAS LAST UPDATED ON: 4/28/2010

PROJECT STATUS: Eng./Design Date: Property Acquisition: Construction Contract: Anticipated Completion Date: May 31, 2010

PROJECT DESCRIPTION: Convert the Municipal Center’s leaking water feature to a dry planter. A quote was secured to apply a sealer to the various basins, in an effort to eliminate the leak. The quote was submitted for $36K, however the contractor would not guarantee his work due to the numerous cracks in the structure. We are presenting an option of converting the water feature to a large planter. The water feature would be filled with gravel and topsoil to allow the planting of various flowers, shrubs and grasses. This option will reduce energy costs by eliminating the electric consumption used to pump the water. It will also eliminate the cost of chemicals used to control algae and reduce the City’s water consumption. This conversion will be a cost saving measure and promote a green alternative to an existing problem.

GRANT STATUS: None

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

Municipal Center Water Feature Conversion 2010 Engineering & Building Department 708 102 Larry Rudd ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. #

PROJECT NUMBER: 10059

CAPITAL IMPROVEMENT PROJECT FACT SHEET

PROJECT TITLE: PROJECT YEAR: DEPARTMENT: DEPARTMENT CODE: FUND CODE: PROJECT MANAGER:

ESTIMATED BUDGET YEAR: 2013 2010 2005 - 2011

2004-76 TBD TBD TBD

$350,000

CURRENT YEAR BUDGET REQUEST:

Fall 2005- 2009 2009 2012 2013

THIS INFORMATION WAS LAST UPDATED ON: 4/28/2010

ADDITIONAL COMMENTS: CDS & Associates is the design Engineer.

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

PROJECT DESCRIPTION: This project consists of the widening of Bethany Road, 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 Road and Mason-Morrow-Milgrove Road and a traffic signal. Relocated Mason-Morrow-Milgrove will be 3-lane roadway with curb and gutter, storm sewer, medians, and a bike path. Road widening will be 5-lanes at the intersections to accommodate turning and future widening. Landscaping, street trees and median irrigation will be included with construction of this improvement.

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. Construction contract award date set for 4/1/2013.

COST ESTIMATES: (i.e. Construction; Engineering) Construction $5,350,000 Land Acquisition $350,000 Engineering $215,353

Bethany Road Widening (SR 741 to Mason Sports Park) 2005 - 2011 (design), 2013 (construction) Engineering & Building 601 201 Kurt Seiler/Steve Caddell ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD. CONSTRUCTION ORD. # CHANGE ORDER ORD. #

PROJECT NUMBER: 14013

CAPITAL IMPROVEMENT PROJECT FACT SHEET

PROJECT YEAR: DEPARTMENT: DEPARTMENT CODE: FUND CODE: PROJECT MANAGER:

PROJECT TITLE:

2006-90 - $149,380.50 N/A N/A N/A

$1,000,000

CURRENT YEAR BUDGET REQUEST:

2006, 2010 Future Future Future

THIS INFORMATION WAS LAST UPDATED ON: 4/28/2010

ADDITIONAL COMMENTS: The City has applied for grants for 80% of the construction costs.

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

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; 2010 engineering to finalize alternatives, environmental engineering, and preliminary design.

GRANT STATUS: N/A

ESTIMATED BUDGET YEAR: COST ESTIMATES: (i.e. Construction; Engineering) Construction 24,000,000 2013 Land Acquisition TBD Future Engineering $1,000,000 2010 Stage 1 Design and Environmental Documentation 2010 - $1,000,000.00

Western Row Road I-71 Interchange Modification Study and Recommendations 2006, 2010 Engineering & Building 602 201 Richard Fair ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD. CONSTRUCTION ORD. # CHANGE ORDER ORD. #

PROJECT NUMBER: 20011

CAPITAL IMPROVEMENT PROJECT FACT SHEET

PROJECT TITLE: PROJECT YEAR: DEPARTMENT: DEPARTMENT CODE: FUND CODE: PROJECT MANAGER:

ESTIMATED BUDGET YEAR: 2010 2010

$350,000 min - $700,000 max.

CURRENT YEAR BUDGET REQUEST:

ADDITIONAL COMMENTS:

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

THIS INFORMATION WAS LAST UPDATED ON: 4/28/2010

Annually on or about March 31 N/A Annually on or about April 31 Annually on or about August 31

Discretionary items are recommended if the bid prices are favorable and the budget allows. These items include: Columbia Road ($184,000), Western Row Road & Kings Island Drive intersection ($40,500), Alliance Drive surface course ($22,500), Bike Path repair ($35,000) and Municipal Center Parking Lot ($18,000).

This year the contract has been broken into two parts, critical maintenance items and discretionary items. Critical items are needed to keep up with the minimum amount of maintenance necessary to properly maintain the streets. These items include: Morris Court, Tradewind Drive, Mustang Trail, Village Lakes Blvd, Wooded Vista Court, Full Depth Repair & Crack Seal.

PROJECT DESCRIPTION: Resurfacing of various streets throughout the City, in addition to full depth pavement repair, curb replacement, crack sealing and micro-surfacing.

COST ESTIMATES: (i.e. Construction; Engineering) Critical Construction $350,000 Discretionary Const. $350,000 Engineering N/A

Annual Street Maintenance & Resurfacing Program 2010 Engineering 601 201 Ryan T./Craig B. ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. #

PROJECT NUMBER: 20056

CAPITAL IMPROVEMENT PROJECT FACT SHEET

PROJECT TITLE: PROJECT YEAR: DEPARTMENT: DEPARTMENT CODE: FUND CODE: PROJECT MANAGER:

TBD

N/A N/A

ESTIMATED BUDGET YEAR: Annual

$60,000

CURRENT YEAR BUDGET REQUEST:

ADDITIONAL COMMENTS:

THIS INFORMATION WAS LAST UPDATED ON: 4/28/2010

PROJECT STATUS: Eng./Design Date: N/A Property Acquisition: N/A Construction Contract: Annual Anticipated Completion Date: Annual

PROJECT DESCRIPTION: Annual retracing of all painted pavement markings, addition of thermoplastic markings as necessary and installation of raised pavement markers on various streets throughout the city.

GRANT STATUS: N/A

COST ESTIMATES: (i.e. Construction; Engineering) Construction $60,000

Annual Street Striping Program Annual Engineering 601 201 Steve Caddell/Craig B. ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. #

PROJECT NUMBER: 20057

CAPITAL IMPROVEMENT PROJECT FACT SHEET

PROJECT TITLE: PROJECT YEAR: DEPARTMENT: DEPARTMENT CODE: FUND CODE: PROJECT MANAGER:

ESTIMATED BUDGET YEAR: 2010 2010 2010

$50,000

CURRENT YEAR BUDGET REQUEST:

August 1, 2010

THIS INFORMATION WAS LAST UPDATED ON: 4/28/2010

ADDITIONAL COMMENTS: This work will be performed in house by the Public Works Department. Also, included will be construction of pads for and the relocation of approximately 20 planters in the downtown area.

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

PROJECT DESCRIPTION: Annual project to replace sidewalk in the public right of way.

GRANT STATUS:

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

Sidewalk Replacement Program 2010 Public Works 601 102 Ryan Tyree/David Riggs ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. #

PROJECT NUMBER: 20060

CAPITAL IMPROVEMENT PROJECT FACT SHEET

PROJECT TITLE: PROJECT YEAR: DEPARTMENT: DEPARTMENT CODE: FUND CODE: PROJECT MANAGER:

ESTIMATED BUDGET YEAR: 2013 2010 2010

$175,000

CURRENT YEAR BUDGET REQUEST:

ADDITIONAL COMMENTS:

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

THIS INFORMATION WAS LAST UPDATED ON: 4/28/2010

2010 2011 if necessary 2013 2013

PROJECT DESCRIPTION: Phase 2 of the Muddy Creek Bike Path Project would connect Pine Hill Lakes Park to Heritage Oak Park. The grant will help pay for a large portion of the construction costs. There will likely be at least one bridge involved to span the Muddy Creek.

GRANT STATUS: The City has been awarded a transportation enhancement grant in the amount of $750,000 in FY 2013.

COST ESTIMATES: (i.e. Construction; Engineering) Construction Land Acquisition $20,000 Engineering $155,000

Muddy Creek Bike Path (Phase II) 2010 Engineering and Building 302 223 Ryan Tyree ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. #

PROJECT NUMBER: 20093

PROJECT TITLE: PROJECT YEAR: DEPARTMENT: DEPARTMENT FUND CODE: PROJECT MANAGER:

ESTIMATED BUDGET YEAR: 2012 NA 2010

$15,000

CURRENT YEAR BUDGET REQUEST:

THIS INFORMATION WAS LAST UPDATED ON: 4/28/2010

ADDITIONAL COMMENTS: This project will be an ODOT Let contract – PID 84307. City’s estimated share is 316,960.

PROJECT STATUS: Eng./Design Date: 2010 Property Acquisition: N/A Construction Contract: 2011 Anticipated Completion Date: 2012

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.

GRANT STATUS:

COST ESTIMATES: (i.e. Construction; Engineering) Construction $704,400 Land Acquisition NA Engineering $15,000

SR 741 Urban Paving Program 2010 Engineering 602 202 Steve Caddell ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. #

PROJECT NUMBER: 20095

CAPITAL IMPROVEMENT PROJECT FACT SHEET

PROJECT TITLE: PROJECT YEAR: DEPARTMENT: DEPARTMENT FUND CODE: PROJECT MANAGER: 2009-118 TBD TBD TBD

ESTIMATED BUDGET YEAR: 2010 NA 2009

$557,000

CURRENT YEAR BUDGET REQUEST:

THIS INFORMATION WAS LAST UPDATED ON: 4/28/2010

ADDITIONAL COMMENTS: Included in the engineering contract is a public education campaign that will introduce roundabouts to the community.

PROJECT STATUS: Eng./Design Date: Complete 12/31/2009 Property Acquisition: January 2010 if needed Construction Contract: February 2010 Anticipated Completion Date: Summer 2010

PROJECT DESCRIPTION: The intersection currently experiences backups during the peak hours. Traffic continues to increase on Mason Road as expected with the opening of the Liberty Way interchange. A one-lane roundabout at this intersection would be a very effective at calming traffic, reducing delays, reducing queuing and providing a long-term solution. A few of the benefits of a roundabout include increased safety, efficiency, quiet, aesthetic and low maintenance.

GRANT STATUS: Awarded $273,028 in LTIP (Issue #1) funds in 2009.

COST ESTIMATES: (i.e. Construction; Engineering) Construction $557,000 Land Acquisition NA Engineering $75,144

Mason Road Roundabout 2010 Engineering 601 201 Kurt Seiler ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. #

PROJECT NUMBER: 20101

CAPITAL IMPROVEMENT PROJECT FACT SHEET

PROJECT TITLE: PROJECT YEAR: DEPARTMENT: DEPARTMENT CODE: FUND CODE: PROJECT MANAGER:

N/A

ESTIMATED BUDGET YEAR: 2010 2010 2010

$85,000

CURRENT YEAR BUDGET REQUEST:

3/2010 5/2010 7/2010 12/2010

THIS INFORMATION WAS LAST UPDATED ON: 4/28/2010

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.

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

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.

GRANT STATUS:

COST ESTIMATES: (i.e. Construction; Engineering) Construction $55,000 Land Acquisition $0 Engineering $30,000

Floodplain Improvementâ&#x20AC;&#x201D;(Southwind Dr & Windsong Ct) 2010 (design & construction) Engineering & Building 552 608 Kathy Dorman ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. #

PROJECT NUMBER: 30005

CAPITAL IMPROVEMENT PROJECT FACT SHEET

PROJECT TITLE: PROJECT YEAR: DEPARTMENT: DEPARTMENT CODE: FUND CODE: PROJECT MANAGER:

N/A

ESTIMATED BUDGET YEAR: 2011 2010 2010

$20,000

CURRENT YEAR BUDGET REQUEST:

5/2010 9/2010 7/2011 12/2011

THIS INFORMATION WAS LAST UPDATED ON: 11/9/2010

ADDITIONAL COMMENTS: Severe erosion is also considered a pollutant found in streams and can be a significant impairment to the health of the stream. This area of the City will be targeted for educational outreach on stream maintenance and the impacts of erosion on water quality.

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

PROJECT DESCRIPTION: This project consists of reviewing the original storm sewer designs, evaluating alternative options to reduce floodplain erosion and yard flooding in the area of Hope Church adjacent to the Durfield Subdivision.

GRANT STATUS:

COST ESTIMATES: (i.e. Construction; Engineering) Construction $60,000 Land Acquisition $0 Engineering $20,000

Floodplain Improvement - Hope Church 2010 (design), 2011 (construction) Engineering & Building 552 608 Kathy Dorman ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. #

PROJECT NUMBER: 30008

CAPITAL IMPROVEMENT PROJECT FACT SHEET

PROJECT TITLE: PROJECT YEAR: DEPARTMENT: DEPARTMENT CODE: FUND CODE: PROJECT MANAGER:

N/A

ESTIMATED BUDGET YEAR: 2011 2010 2010

$20,000

CURRENT YEAR BUDGET REQUEST:

THIS INFORMATION WAS LAST UPDATED ON: 4/28/2010

7/2010 9/2010 5/2011 12/2011 ADDITIONAL COMMENTS:

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

PROJECT DESCRIPTION: This project consists of reviewing the original storm sewer designs and completing plans for the installation of a new storm sewer system and maintenance of the existing storm sewer system from Kings Mills Road to Van Buren Drive in the Mason Heights Subdivision.

GRANT STATUS:

COST ESTIMATES: (i.e. Construction; Engineering) Construction $50,000 Land Acquisition $0 Engineering $20,000

Ditch Repair/Maintenance--Van Buren Drive 2010(design), 2011 (construction) Engineering & Building 552 608 Kathy Dorman ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. #

PROJECT NUMBER: 30010

CAPITAL IMPROVEMENT PROJECT FACT SHEET

ESTIMATED BUDGET YEAR: 2010 N/A N/A

$250,000

CURRENT YEAR BUDGET REQUEST:

THIS INFORMATION WAS LAST UPDATED ON: 4/28/2010

ADDITIONAL COMMENTS: The City is discussing this with the School District. Inferior work â&#x20AC;&#x201C; legal recourse against contractor.

PROJECT STATUS: Indicate estimated dates until actual dates are known Eng./Design Date: Property Acquisition: Construction Contract: January 2010 Anticipated Completion Date: April 2010

PROJECT DESCRIPTION: The current protective ceiling coating, located above the Leisure Pool in the Community Center, is deteriorating. Numerous areas show flaking paint, and after several months of monitoring, the situation has grown worse. An early estimate for replacement was submitted for approximately $200K. However, this estimate did not provide for a full removal of the existing coating. After further deterioration of the original coating, staff recommends a complete removal of paint to the galvanized layer, prior to adding additional covering. Due to time and budget restrains, staff recommends a temporary solution of using compressed air to remove any loose and failing paint application. This will allow time to further monitor the existing paint.

GRANT STATUS: None

COST ESTIMATES: (i.e. Construction; Engineering) Construction $250,000 Land Acquisition N/A Engineering N/A

PROJECT TITLE: Community Center Leisure Pool Ceiling Repair PROJECT YEAR: 2010 DEPARTMENT: Community Center DEPARTMENT CODE: 306 FUND CODE: 630 PROJECT MANAGER: Larry Rudd ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. #

PROJECT NUMBER: 50080

CAPITAL IMPROVEMENT PROJECT FACT SHEET

TBD TBD

TBD

ESTIMATED BUDGET YEAR: 2010 2009 2010

ADDITIONAL COMMENTS:

THIS INFORMATION WAS LAST UPDATED ON: 4/28/2010

PROJECT STATUS: Indicate estimated dates until actual dates are known Eng./Design Date: Property Acquisition: Construction Contract: Anticipated Completion Date:

Under this project, a new sewer will be constructed from Reserves of Bethany to the existing sewer in Oaks of Crooked Tree. The purpose of the new sewer is to eliminate the Parkside Lift Station. The sewer will also make service available for several unsewered properties along Bethany Road, and provide a tie-in point for future sewer construction in Bethany Road east of Heartwood Lane.

PROJECT DESCRIPTION:

$400,000

CURRENT YEAR BUDGET REQUEST:

GRANT STATUS: 50% grant from OEPA/DEFA, up to $200,000

COST ESTIMATES: (i.e. Construction; Engineering) Construction $300,000 Land Acquisition $50,000 Engineering $50,000

PROJECT TITLE: Bethany Road Sewer Project (Parkside Lift Station Elimination) PROJECT YEAR: 2010 DEPARTMENT: Public Utilities DEPARTMENT CODE: 504/504 FUND CODE: 612/205 PROJECT MANAGER: Art Oliver ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. #

PROJECT NUMBER: 70004

CAPITAL IMPROVEMENT PROJECT FACT SHEET

PROJECT TITLE: Sewer Master Plan Update PROJECT YEAR: 2010 DEPARTMENT: Public Utilities DEPARTMENT CODE: 504 FUND CODE: 612 PROJECT MANAGER: Art Oliver

PROJECT NUMBER: 70008

TBD N/A N/A N/A ESTIMATED BUDGET YEAR: N/A N/A 2010

$150,000

CURRENT YEAR BUDGET REQUEST:

ADDITIONAL COMMENTS:

THIS INFORMATION WAS LAST UPDATED ON: 4/28/2010

PROJECT STATUS: Indicate estimated dates until actual dates are known Eng./Design Date: 2/1/10 Property Acquisition: N/A Construction Contract: N/A Anticipated Completion Date: 12/31/10

The Sewer Master Plan was last updated in 1999. The 1999 update provided guidance in several important areas, including design and construction of the new WRP, but the combined impact of annexations and future land development necessitate an update to guide planning over the next decade. In particular, the location, capacity, and high degree of treatment of the new WRP provides an important resource to attract new customers to the City as well as potential customers outside the City. The updated plan will shift focus to regional partnering with other municipalities and with common interests in providing wastewater collection and treatment.

PROJECT DESCRIPTION:

GRANT STATUS: None Identified

COST ESTIMATES: (i.e. Construction; Engineering) Construction N/A Land Acquisition N/A Engineering $150,000

ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. #

CAPITAL IMPROVEMENT PROJECT FACT SHEET

THIS INFORMATION WAS LAST UPDATED ON: 4/28/2010

11/15/09 3/31/10 5/01/10 5/01/11 ADDITIONAL COMMENTS:

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

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.

GRANT STATUS: None Identified

ESTIMATED BUDGET YEAR: 2010 2010 2009/2010

$1,345,000

CURRENT YEAR BUDGET REQUEST:

2009-38 TBD TBD TBD

COST ESTIMATES: (i.e. Construction; Engineering) Construction $1,275,000 Land Acquisition $20,000 Engineering $50,000

PROJECT TITLE: US 42 North Trunk Sewer Phase III Design PROJECT YEAR: 2010 DEPARTMENT: Public Utilities DEPARTMENT CODE: 504 FUND CODE: 612 PROJECT MANAGER: Art Oliver ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. #

PROJECT NUMBER: 70010

CAPITAL IMPROVEMENT PROJECT FACT SHEET

TBD N/A TBD TBD ESTIMATED BUDGET YEAR: 2010 N/A N/A

$30,000

CURRENT YEAR BUDGET REQUEST:

ADDITIONAL COMMENTS:

PROJECT STATUS: Eng./Design Date: TBD Property Acquisition: N/A Construction Contract: TBD Anticipated Completion Date: TBD

THIS INFORMATION WAS LAST UPDATED ON: 4/28/2010

This project will install a jack-and-bore crossing of Mason-Montgomery Road from the existing sewer on the east side of the road near Mitsubishi ,to a new manhole on the west side of the road. The purpose of the crossing is to make sewer service available to potential customers on the west side of the road. The project will be done only if one or more customers request the service and offer to defray part of the cost.

PROJECT DESCRIPTION:

GRANT STATUS: None Identified

COST ESTIMATES: (i.e. Construction; Engineering) Construction $30,000 Land Acquisition N/A Engineering N/A

PROJECT TITLE: Mason-Montgomery Road Sewer Crossing PROJECT YEAR: 2010 DEPARTMENT: Public Utilities DEPARTMENT CODE: 504 FUND CODE: 612 PROJECT MANAGER: Art Oliver ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. #

PROJECT NUMBER: 70014

CAPITAL IMPROVEMENT PROJECT FACT SHEET

PROJECT TITLE: Mason Sports Park Irrigation PROJECT YEAR: 2010 DEPARTMENT: Public Utilities DEPARTMENT CODE: 504 FUND CODE: 205 PROJECT MANAGER: Art Oliver

PROJECT NUMBER: 70017

TBD N/A TBD TBD ESTIMATED BUDGET YEAR: 2010 N/A 2010

ADDITIONAL COMMENTS:

THIS INFORMATION WAS LAST UPDATED ON: 4/28/2010

PROJECT STATUS: Eng./Design Date: Property Acquisition: N/A Construction Contract: 2/1/10 Anticipated Completion Date: 8/31/10

Project will provide chlorination and pumping of Water Reclamation Plant (WRP) effluent to the Mason Sports Park for irrigation of ballfields. This will eliminate purchase of irrigation water from GCWW and save up to $20,000 yearly in water costs. Modifications of the WRP under this project will facilitate future effluent recycling to other customers.

PROJECT DESCRIPTION:

$500,000

CURRENT YEAR BUDGET REQUEST:

GRANT STATUS: 100% grant from OEPA/DEFA, up to $500,000

COST ESTIMATES: (i.e. Construction; Engineering) Construction $460,000 Land Acquisition N/A Engineering $40,000

ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. #

CAPITAL IMPROVEMENT PROJECT FACT SHEET

TBD TBD TBD TBD ESTIMATED BUDGET YEAR: 2010 2010 2010

$600,000

CURRENT YEAR BUDGET REQUEST:

ADDITIONAL COMMENTS:

THIS INFORMATION WAS LAST UPDATED ON: 4/28/2010

PROJECT STATUS: Eng./Design Date: 2/1/10 Property Acquisition: 5/1/10 Construction Contract: 6/1/10 Anticipated Completion Date: 4/1/11

Problems have been experienced with the Arbor Creek (Heritage Club) Lift Station, due to excessive wetweather flows in the tributary sewer system. This project will locate and eliminate major sources of inflow in tributary sewer system, and will upgrade the lift station to cost effectively accommodate present and future flows.

PROJECT DESCRIPTION:

GRANT STATUS: None Identified

COST ESTIMATES: (i.e. Construction; Engineering) Construction $520,000 Land Acquisition $ 20,000 Engineering $60,000

PROJECT TITLE: Arbor Creek/Bridgewater Court – Lift Station/System Improvements PROJECT YEAR: 2010 DEPARTMENT: Public Utilities DEPARTMENT CODE: 504 FUND CODE: 612 PROJECT MANAGER: Art Oliver ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. #

PROJECT NUMBER: 70018

CAPITAL IMPROVEMENT PROJECT FACT SHEET

PROJECT TITLE: PROJECT YEAR: DEPARTMENT: DEPARTMENT CODE: FUND CODE: PROJECT MANAGER: N/A N/A N/A N/A

N/A

ESTIMATED BUDGET YEAR: 2010 N/A N/A

$100,000

CURRENT YEAR BUDGET REQUEST:

ADDITIONAL COMMENTS:

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

THIS INFORMATION WAS LAST UPDATED ON: 4/28/2010

N/A N/A Early 2010 October 2010

PROJECT DESCRIPTION: The Public Works facility paving has deteriorated to a point where repairs need to be made during the next few years to keep the yard from turning to gravel. This is part of a multi-year paving effort, and includes a sub-base repair, full depth asphalt repair, and resurfacing a small section of the yard.

GRANT STATUS:

COST ESTIMATES: (i.e. Construction; Engineering) Construction $100,000 Land Acquisition N/A Engineering N/A

Public Works Facility – Yard repairs 2010 Public Works 606 102 David R. Riggs ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. #

PROJECT NUMBER: 80002

CAPITAL IMPROVEMENT PROJECT FACT SHEET

PROJECT TITLE: PROJECT YEAR: DEPARTMENT: DEPARTMENT CODE: FUND CODE: PROJECT MANAGER: N/A N/A N/A N/A

N/A

ESTIMATED BUDGET YEAR: 2010 N/A N/A

$35,000

CURRENT YEAR BUDGET REQUEST:

ADDITIONAL COMMENTS:

THIS INFORMATION WAS LAST UPDATED ON: 4/28/2010

PROJECT STATUS: Indicate estimated dates until actual dates are known Eng./Design Date: N/A Property Acquisition: N/A Construction Contract: Early 2010 Anticipated Completion Date: October 2010

PROJECT DESCRIPTION: The downtown streetlights are too bright and will be retrofitted with LED lights to reduce the light output. The LED lights use less electricity than the standard 150 watt Metal halide lights.

GRANT STATUS:

COST ESTIMATES: (i.e. Construction; Engineering) Construction $35,000 Land Acquisition N/A Engineering N/A

Downtown LED Streetlight Retrofit 2010 Public Works 602 102 David R. Riggs ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. #

PROJECT NUMBER: 80003

CAPITAL IMPROVEMENT PROJECT FACT SHEET

Total Debt Outstanding:

Total 123,272,426

37,503,845

24,205,264 11,335,000

1,963,581

Total

Certificates of Participation Municipal Building Lease Community Center Expansion Lease

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

3,460,000

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

38,105,000

22,515,000

4,945,000 17,570,000

19,725,000

900,000 4,500,000 9,000,000 2,300,000 3,025,000

Original Issue

741 Waterline N.E. Sewer, W.R. Water Bethany Water #4 Snider Road - Water/Sewer Dilley Water/Sewer

Special Assessment Bonds:

Total

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

Total

Sewer System Improvement - 2004

Mortgage Revenue Bonds:

Total

General Obligation Bonds: Road Improvement Bonds Various Purpose Bonds

Total

General Obligation Notes: Stormwater Improvement (2005) 741 Property Acquistion (2006) Golf Center at Kings Island Acquisition (2007) Mason Road Widening (2009) Neyer Agreement Taxable Revenue Note (2010

Description

07/31/01 11/18/09

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

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

03/01/04

12/28/98 06/02/08

12/17/09 07/01/09 03/12/09 07/29/09 02/03/10

Date Issued

12/01/26 12/01/34

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

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

12/01/28

12/01/18 12/01/27

06/30/10 06/30/10 03/11/10 07/28/10 02/02/11

Maturity Date

Outstanding Debt Projected for 2010

194,000

30,250,000 $ 100,609,000

18,915,000 11,335,000

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

2,710,000

600,000 700,000 560,000 850,000

$ $ $ $

4.83% $ 4.61% $

7.38% 6.75% 6.76% 6.00%

$ $ $ $

31,640,000

5.30% 5.00% 6.00% 5.00%

31,640,000

19,320,000

2,720,000 16,600,000

16,495,000

1,775,000 4,000,000 8,420,000 2,300,000 -

Balance 12/31/2009

4.71% $

4.47% 4.14%

1.50% 1.50% 1.50% 1.50% 1.50%

Interest Rate

$ $

$ $ $ $

4,275,000

1,030,000

755,000 275,000

100,000

25,000 55,000 15,000 5,000

210,000

55,000 65,000 55,000 35,000

1,100,000

930,000

255,000 675,000

905,000

135,000 200,000 420,000 150,000 -

2010 Principal

$ $

$ $ $ $

4,040,700

1,413,310

916,675 496,635

13,109

1,844 7,425 2,100 1,740

142,900

31,800 35,000 33,600 42,500

1,460,950

775,042

121,965 653,077

235,389

14,589 60,000 126,300 34,500 -

2010 Interest

$ $

$ $ $ $

99,359,000

29,220,000

18,160,000 11,060,000

94,000

55,000 15,000 24,000

2,500,000

545,000 635,000 505,000 815,000

30,540,000

18,390,000

2,465,000 15,925,000

18,615,000

1,640,000 3,800,000 8,000,000 2,150,000 3,025,000

Balance 12/31/2010

419 635

501 501 501 501

401 402 403 404

602

301 301

608 102 640 102 102

Fund Paid From

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 – 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.

3,845,000

3,640,000

3,425,000

3,200,000

2004

2005

2006

2007

14,090,000

6,690,000

6,445,000

36,745,000

35,765,000

34,973,698

33,745,000

32,710,000

31,640,000

2002

2003

2004

2005

2006

2007

2008

2009

Bond

Tax

Bond

10,195,000

10,720,000

11,010,000

2,115,000

3,165,000

Notes

Anticipation

11,335,000

Participation

Certificates

2,710,000

3,140,000

3,265,000

3,350,000

3,405,000

3,450,000

2,430,000

2,415,000

1,435,000

1,735,000

Financing

Increment

Business-Type Activities

6,300,000

4,200,000

20,350,000

19,700,000

9,400,000

9,700,000

5,700,000

8,400,000

9,650,000

5,280,000

Notes

Anticipation

(1)

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

29,000

33,000

38,000

42,000

46,000

49,000

52,000

55,000

58,000

61,000

Bonds

Assessments

Special

18,915,000

19,640,000

20,335,000

21,005,000

21,650,000

22,275,000

22,875,000

23,455,000

24,020,000

Participation

Certificates

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

14,845,000

2001

Bonds

Year

2000

Revenue

Fiscal

Mortgage

19,320,000

4,045,000

2003

2009

4,275,000

2002

20,215,000

4,505,000

2001

2008

4,725,000

2000

Bonds

Year

General

Obligation

Fiscal

53,199,000

43,463,000

44,793,000

37,130,698

38,976,000

36,794,000

6,497,000

6,745,000

14,148,000

14,906,000

Activities

Business-Type

Total

165,000

262,000

358,000

455,000

551,000

684,000

816,000

963,000

1,121,000

1,281,000

Bonds

Assessments

Special

Governmental Activities

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

100,609,000

90,920,000

92,301,000

85,065,698

77,622,000

76,903,420

42,742,161

46,912,323

55,837,811

29,194,039

Government

Primary

Total

Loan

Installment

Percentage

Total

8.72%

8.11%

8.27%

8.07%

7.77%

3,382

3,064

3,123

2,924

2,720

1,580 2,766

8.15%

1,819

2,317

1,326

Capita(1)

Per

47,410,000

47,457,000

47,508,000

47,935,000

38,646,000

40,109,420

36,245,161

40,167,323

41,689,811

14,288,039

Activities

Governmental

4.89%

5.73%

7.47%

4.35%

Income(1)

of Personal

155,420

379,161

659,323

958,811

1,267,039

Leases

Capital

Value (2)

Population(1)

22,016

24,094

25,786

27,060

27,799

28,539

29,089

29,555

29,674

29,751

Year

2000

2001

2002

2003

2004

2005

2006

2007

2008

2009

19,320,000

20,215,000

3,200,000

3,425,000

3,640,000

3,845,000

4,045,000

4,275,000

4,505,000

4,725,000

Debt (3)

Bonded

General

19,140,696

20,074,293

3,110,174

3,372,025

3,304,243

3,360,225

3,616,101

3,972,477

4,274,528

4,586,298

Debt

Bonded

General

Estimate for 2008 & 2009: City of Mason Planning and Economic Development

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

(3) Does not include Bond Anticipation Notes or Special Assessment debt with governmental commitment.

(2) Assessed Value from Warren County Auditor's Office

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

179,304

140,707

89,826

52,975

335,757

484,775

428,899

302,523

230,472

138,702

Service Fund (4)

Less Debt

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

1,019,329,000

1,081,470,600

1,084,854,140

1,098,446,377

987,933,647

978,702,410

933,884,870

847,756,510

793,522,729

710,086,410

Assessed

Fiscal

Net

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

1.88%

1.86%

0.29%

0.31%

0.33%

0.34%

0.39%

0.47%

0.54%

0.65%

Value

to Assessed

Bonded Debt

Ratio of Net

Capita

Debt Per

643

676

105

116

121

134

154

177

208

Net Bonded

1.87%

2.11%

1.96%

0.88%

0.58%

2004

2005

2006

2007

2008

2009

Fire

5.00%

Operating

Debt

1.74%

1.44%

0.36%

0.21%

0.45%

0.65%

0.85%

Service

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

Source: Warren County Auditor's Office

1.67%

2002

1.67%

2001

2003

1.47%

Fund

2000

General

Tax

Year

City of Mason

7.32%

Total

83.45%

81.76%

80.65%

74.11%

72.61%

71.11%

64.57%

School District

Mason City

5.78%

5.21%

6.71%

6.46%

6.53%

4.96%

4.00%

County

Warren

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

2.70%

Voc. School

Joint

Overlapping Rates Special

1.50%

District

100.75%

100.18%

101.68%

99.99%

98.63%

92.09%

92.16%

89.09%

86.63%

80.09%

Total

142,115,000

52,785,000

10,000,000

18,180,000

Mason City School District

Kings Local School District

Great Oaks Careec Center Joint Vocational School

Deerfield Township

Source: Ohio Municipal Advisory Council

39,524,951

Lebanon City School District

103,020

Warren County

Outstanding

Amount

99,990

$141,027,074 Total:

518,000

6,244,466

88,054,454

10,276,487

18,678

$35,815,000

City

Applicable

0.55%

5.18%

11.83%

61.96%

26.00%

18.13%

100.00%

to City

Bonded Debt

$35,815,000

Applicable

Obligations

City of Mason

Percentage

Net General

City of Mason Direct and Overlapping Governmental Activities Debt As of December 31, 2009

2003

Total net debt applicable to limit Legal debt margin

23.38%

$41,632,108

12,704,243

54,336,351

12.25%

12,704,243 $91,028,790

$103,733,033

2005

41.69%

$35,227,526

25,187,025

60,414,551

21.84%

25,187,025 $90,149,845

$115,336,870

2006

10.5%

35,635,696 $71,393,849

(179,304)

35,815,000

$107,029,545

35,635,696 $20,427,399

(179,304)

35,815,000

$56,063,095

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

(3)

should not exceed 5.5% of net assessed property value.

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.

5.5%

$1,019,329,000

Debt Limit $1,019,329,000

Total Unvoted Limit

59.09%

$24,230,783

34,994,293

59,225,076

30.95%

34,994,293 $78,071,761

$113,066,054

2008

Total Debt

57.77%

$25,196,804

34,470,174

59,666,978

30.26%

34,470,174 $79,439,511

$113,909,685

2007

Legal Debt Margin Calculation for Fiscal Year 2009

24.26%

$40,768,408

13,060,225

53,828,633

12.71%

13,060,225 $89,703,528

$102,763,753

2004

Less: applicable debt service fund amounts(3)

Debt applicable to limit(2)

Debt applicable to limit:

Total debt limitation

Statutory legal debt limitation (1)

18.11%

$42,062,567

9,301,101

51,363,668

9.49%

9,301,101 $88,756,810

$98,057,911

Net assessed valuation

13.70%

$40,239,131

6,387,477

46,626,608

7.18%

6,387,477 $82,626,957

$89,014,434

2002

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

13.77%

$37,634,222

6,009,528

43,643,750

7.21%

6,009,528 $77,310,359

$83,319,887

2001

(2)

(1)

a Percentage of Total Unvoted Debt Limit

25.21%

$29,210,756

Legal Unvoted Debt Limit Margin

Total Net Debt Applicable to the Limit as

9,843,997

39,054,753

Total Net Debt Applicable to Limits

Total Unvoted Debt Limit (5.5%)

Total Unvoted Debt Limit (1)

a Percentage of Total Debt Limit

13.20%

9,843,997 $64,715,076

Total Net Debt Applicable to the Limit as

$74,559,073

Total Net Debt Applicable to Limits Legal Debt Limit Margin

2000

Total Debt Limit (10.5%)

Total Debt Limit (1)

City of Mason Legal Debt Margin Information Last Ten Fiscal Years

63.56%

$20,427,399

35,635,696

56,063,095

33.30%

35,635,696 $71,393,849

$107,029,545

2009

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 was awarded in July 2009. The Department employs forty-three full-time sworn police officers, including the Chief of Police, two Assistant Chiefs of Police, and six Lieutenants. Additionally, the department has seven non-sworn 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 6 to 12 months. City of Mason police officers average eleven years of professional police experience. The average tenure of experience across the management ranks is 27 years. Long-term Police Chief veteran Ron Ferrell left the City in February 2009 to take leadership of the Ohio Peace Officer Training Academy. Mike Kelly was appointed Chief. He has twenty years of experience as a Chief of Police and Fire and City Manager in Oakwood, Ohio. The Assistant Chief of Administrative Support holds a Master of Science degree in Criminal Justice, is a PhD. Candidate at the University of Cincinnati, 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. The Assistant Chief of Operations holds a Master of Science degree in Criminal Justice from Xavier University, and is a graduate of the Northwestern University Traffic Institute School of Police Staff and Command. Six Lieutenants are graduates of the Northwestern University Center for Public Safety School of Police Staff and Command. In 2009, Mason’s community policing efforts fell into both traditional and contemporary categories, including: bicycle patrols, selective traffic problem-area enforcement, and use of the speed monitor signs throughout the City. The department provided many community oriented programs that included: Neighborhood Watch, D.A.R.E., School Resource Officer, Citizen’s Police Academy National Night Out, and Neighborhood SpeedWatch. The department utilizes mobile data computers in all marked cruisers. These computers are linked to the Law Enforcement Automated Data System (LEADS) and were directly linked to the department’s records management system by the end of 2009. Technology allows officers to receive instant information while in the field, thereby reducing demands on non-sworn support personnel, and allows officers to write reports from the field. The department also trained and certified three groups of C.E.R.T.

POLICE

(Community Emergency Response Team) volunteers between 2007 and 2009 and continues to provide refresher training for those team members each year. 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

Law Enforcement Number of crashes * Crashed w/o injuries * Crashed w/ injuries * Private property crashes Number of reported burglary/breaking & entering Number of incidents Number of calls for service Number of patrols 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

2007

2008

2009

849 513 117 219 55 18,184 10,892 7,292 851 1,241 255 119 459 3,755 1,351

803 495 146 162 81 26,089 15,089 11,000 888 1,187 330 84 456 3,425 1,854

779 473 154 152 56 23,375 15,184 10,191 785 971 342 104 492 3,164 1,945

POLICE

2007

2008

2009

124 25 110

81 24 96

75 25 100

980 60 943 2,000 31 30

930 32 940 300 24 3

925 60 1,040 3,500 23 0

182

176

251

School Resource Officer Program Number of incidents handled by SRO Number of resulting arrests Number of classroom hours educating students Public Education Programs Number of students completing D.A.R.E. program Number of students completing safety camp Number of students completing seatbelt program Number of students receiving stranger awareness training Number of residents completing Citizens Police Academy Number of CERT volunteers trained Warren County Tactical Response Unit Number of responses to critical police incidents K-9 Program Number of times K-9's used _________________________

DESCRIPTION OF PROGRAMS

Police Operations In 2009, Police operational units in the City of Mason consisted of, the Patrol Unit, the Detective Unit and the Traffic Unit. The Patrol Unit was composed of three sergeants, and twenty-one officers. Each sergeant was assigned to one of three shifts, and the patrol officers were divided 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 provided numerous additional services to the public. These included vacant house checks, well being checks, opening locked vehicles, and escorts. The Detective Unit was composed of one sergeant and four officers. Their primary function was to assist with preliminary investigations on serious criminal offenses and to conduct follow-up investigations as required. In addition, they conducted background

POLICE

investigations on new employees and provided basic forensic services to the department. At least one detective was always on call, available 24 hours a day. The Traffic Unit was composed of one sergeant and three officers. Their primary function was to conduct traffic enforcement in problem areas and investigate traffic crashes throughout the City. They assisted in placement of speed display devices around the City; in response to citizen complaints and for traffic survey/speed counts. They reviewed all traffic crash data and worked with other City departments to make recommendations to increase traffic safety. Participation in the Warren County Tactical Response Unit Five members of the department participated in the Warren County Tactical Response Unit (TRU). The unit 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. 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 Matt 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 Alzheimerâ&#x20AC;&#x2122;s patient. Zicco and Timber were used 251 times in 2009. Records In 2009, the records section consists of three civilian employees supervised by a Police Sergeant. The section was responsible for records maintenance for the department, which included but was not limited to case files, crash investigation files, and electronic database monitoring for State NIBRâ&#x20AC;&#x2122;s reporting. The section was also responsible for data entry for citations, crashes, and lockout services. Records clerks are the initial point of contact for citizens coming into or calling the police department, with most requests being handled at that level, so customer service training and accountability are high priorities for these staff members. Records clerks provide fingerprinting services to the public.

POLICE

Court Services In early 2006, the Police Department took over responsibility for providing security for Mason Municipal Court. In 2009, the Police Department provided a Sergeant and two Court Security Officers for this purpose. They provided security for Court employees and members of the public. They are responsible for transportation of prisoners to and from the Warren County Jail. 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. One School Resource Officer was deployed at Mason High School in 2009. The High School houses nearly 3,000 students in grades 9 through 12. Mason City Schools funded the SRO position for 10 months of the year. D.A.R.E. Program -- The D.A.R.E. program and curriculum targets sixth grade students at Mason Intermediate School and St. Susanna School. The focus of the D.A.R.E. program is an anti-drug and violence curriculum that demonstrates the social, moral, and legal consequences of criminal behavior. This program is partnered in the schools 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, 925 students received the D.A.R.E. curriculum. This program has instructed over 8,000 students since its inception in 1994. The D.A.R.E. officer also provides a law enforcement presence at Mason Intermediate School. Besides being a presence in 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 D.A.R.E. 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 grant from the Ohio Attorney Generalâ&#x20AC;&#x2122;s office helps to fund this position.

POLICE

Drug and Alcohol Awareness -- For the fifth straight year, the Mason Police Department, collaborated with Mason City Schools 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 visits elementary schools to give presentations 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. 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. This outreach program was extended in 2009 by the formation of a new Police Explorer post.

POLICE

Stranger Danger -- Another program the Mason Police Department makes available is “Stranger Danger”. 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 community’s professional response, CERT members can assist others by applying the basic response and organizational skills that they learned during training. _________________________

DEPARTMENTAL ACCOMPLISHMENTS FOR 2009 Law Enforcement Program x Maintained adequate proofs of compliance for accreditation files. x Continued to improve interpersonal communications. x Maintained background information files for sexual offenders. x Maintained school emergency preparedness files. x Completed Field Training of newly hired officers. x Aggressively practiced community policing with shift supervisors acting as Community Policing Coordinators and individual teams with all activities documented in monthly reports. x Continued neighborhood watch program. x Implemented a liquor permit review process. x Provided “A Child is Missing” response protocol training for patrol teams. x Provided citizens access to traffic crash reports via the Web.

POLICE

x Implemented the FBI national electronic fingerprinting process. x Continued to focus on problem-solving projects and activities. x Maintained a liaison officer with the Fire Department and conducted quarterly meetings with the Command Staff. x Continued proactive measures for Four Seasons Apartments. x Implemented a Police Explorer Program. x Increased planning involvement with all City departments for special events. School Resource Officer Program x Planned and coordinated Safety Camp. Public Education Program x Planned for the Citizens Police Academy Alumni re-trainer for all alumni. x Conducted Citizens Police Academy. Participation in the Warren County Tactical Response Unit x Began transition from strictly a tactical response to also emergency support for critical incident. K-9 x Maintained K-9 familiarization program for agency employees on use and abilities of K-9. Court Services x Conducted Tours of the Court and holding facility for public and high school law classes. _________________________

DEPARTMENTAL GOALS FOR 2010 A major reorganization of the departmentâ&#x20AC;&#x2122;s management staff was initiated in 2009. Much of it will have been completed by early 2010. Changes included appointment of a second Assistant Chief, reclassification of the previous Sergeant rank to Lieutenant, and the appointment of three to four new Sergeants. A significant amount of time in 2010 will be spent in growing comfortable with the results this reorganization; insuring that having officers with new ranks and responsibilities works to the advantage of the department and to the efficient, accountable delivery of police services to the taxpayer. Law Enforcement Program x Starting in 2009, significant strides were taken to reduce overtime and other overhead costs. The challenge to reduce costs will remain in 2010. x Continue the Public Police Memorial Service and try to increase the public attendance to the event to over 100 through increased advertising and selection of keynote speaker.

POLICE

x Conduct fourth annual review of liquor permit holders in preparation for the department’s response to their renewal applications. x Coordinate and host a Hoxworth blood drive to be held in conjunction with and support of Police Memorial Week. x Coordinate with the Public Safety Director in the establishment of a CodeRed system for Citywide notification of residents during emergencies. x Continue the Police Explorer Program for the Mason Police Department. x Maintain background information files for sexual offenders and maintain sex offender mapping program. x Continue to take proactive measures for street light repairs. x Continue proactive patrol for open garage doors. x Pre-plan with The Beach Waterpark to help combat issues at their teen dances during the summer. x Educate employees of liquor establishments about when to “cut off” a patron. x Continue the fireworks safety and education program. x Continue the Neighborhood Watch program. x Provide “A Child is Missing” response protocol training for patrol teams. Complete ACIM training for all new Officers and refresher training for patrol teams and other components of the organization. x Review the efficacy of the Citizen’s Police Academy and Citizen’s Police Academy Refresher Training. x Continue with re-accreditation proofs and make general order changes as may be required by the departmental reorganization project. x Target high-risk intersections for enforcement and accident reduction. x Continue to work with Engineering and Building to complete intersection and corridor-related studies. School Resource Officer Program x 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. Public Education Program x Maintain the Third Grade Seatbelt Program. Deliver this valuable safety program with little or no overtime costs. x Continue to offer PROTECT classes to teach self defense to women. x Continue to provide DARE instruction to sixth grade students at St. Susanna Elementary and Mason Intermediate. x 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. x Participate in the Tri-County Mall Law Enforcement Expo in May 2010. x Continue to work on prevention objectives to combat underage alcohol consumption by local youth. x Transition the CERT Program so that responsibility for program, training, assignment and call out is primarily the responsibility of the Fire Department. This should

POLICE

include 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. x Host National Night Out at designated locations in the City.

COST SAVINGS Estimated Estimated Estimated Estimated Projected 2006 2007 2008 2009 2010 The Police Department currently uses FOUR volunteers on an ongoing basis. The volunteers work approximately 40 hours 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 transported 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

55,000

57,000

62,000

25,000

10,000

8,500

10,000

5,000 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

4,500

1,500

2,000

1,000

1,500

2,000

3,000

1,000

COST SAVINGS Estimated Estimated Estimated Estimated Projected 2006 2007 2008 2009 2010 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. Discontinued leases on Criss-Cross Directories

1,000

500

250

1,000

250 700

Improved delivery of police tactical training to reduce overtime costs.

11,000

15,000

183,900

192,200

Total - Police 172,750

186,250

195,750

City of Mason, Ohio Fund 101.101 : Police Department

2010 Budget

Departmental Budget Detail Account Number

Description

101.101.52110

Salaries and Wages

101.101.52120 101.101.52130

2007 Actual Expenditures

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

3,217,188.02

3,449,149.41

3,493,024.03

3,491,700.12

Retirement

606,922.46

652,620.43

642,016.91

679,463.11

Medical Insurance

707,000.00

693,000.00

101.101.52150

Medicare

38,540.86

42,372.79

43,100.41

50,629.65

101.101.52160

Workerâ&#x20AC;&#x2122;s Compensation

42,296.50

105,244.63

114,946.26

139,668.00

4,611,947.84

4,942,387.26

4,986,087.61

5,054,460.89

46,451.23

55,389.35

23,072.92

30,320.00

2,870.60

5,519.76

7,646.19

5,999.00

49,321.83

60,909.11

30,719.11

36,319.00

194.05

159.87

139.05

250.00

15,833.75

13,814.89

14,442.67

17,602.00

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

6,468.95

5,870.40

5,700.00

4,150.00

101.101.52340

Professional Services

59,266.38

70,522.23

61,141.19

73,240.00

101.101.52350

Contracts/Agreements

67,172.87

104,375.03

83,616.96

89,696.00

101.101.52370

Printing & Advertising

3,035.77

4,058.35

1,538.98

4,000.00

101.101.52390

Prisoner Expense

Subtotal Contractual Services:

24,783.25

33,938.25

40,659.50

40,000.00

176,755.02

232,739.02

207,238.35

228,938.00

101.101.52410

Office Supplies

19,061.72

14,373.40

14,217.25

18,000.00

101.101.52420

Operational Supplies

58,589.96

74,120.39

47,901.61

56,345.00

101.101.52430

Repairs and Maintenance

36,564.13

32,256.81

31,728.28

44,000.00

101.101.52440

Small Tools/Minor Equipment/Computers

72,373.80

55,263.25

18,921.60

20,260.00

101.101.52450

Postage

3,069.65

1,232.52

1,670.32

3,000.00

101.101.52470

Fuel

90,836.22

136,419.10

91,866.96

95,000.00

101.101.52480

Uniforms & Clothing

63,281.03

54,927.31

43,020.78

60,000.00

343,776.51

368,592.78

249,326.80

296,605.00

5,181,801.20

5,604,628.17

5,473,371.87

5,616,322.89

Subtotal Supplies & Materials: Totals Notes:

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

2010 Budget

Departmental Budget Detail Account Number 232.101.52420

Description

2007 Actual Expenditures

Operational Supplies

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

0.00

500.00

Subtotal Supplies & Materials:

0.00

500.00

Totals

0.00

500.00

Notes:

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

2010 Budget

Departmental Budget Detail Account Number 233.101.52420

Description

2007 Actual Expenditures

Operational Supplies

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

5,767.20

0.00

1,464.56

32,000.00

Subtotal Supplies & Materials:

5,767.20

0.00

1,464.56

32,000.00

Totals

5,767.20

0.00

1,464.56

32,000.00

Notes:

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

2010 Budget

Departmental Budget Detail Account Number 234.101.52420

Description

2007 Actual Expenditures

Operational Supplies

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

5,027.00

6,160.00

4,110.00

3,500.00

Subtotal Supplies & Materials:

5,027.00

6,160.00

4,110.00

3,500.00

Totals

5,027.00

6,160.00

4,110.00

3,500.00

Notes:

FIRE

DEPARTMENT DESCRIPTION The City of Mason Fire Department is a combination department consisting of 33 career employees (22 career firefighter/paramedics, 6 Fire Lieutenant, 3 career administrative chief officers (one Fire Chief, two Deputy Chiefs), 1 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 100-foot tower ladder (1997), one reserve quint (1999), one reserve pumper (1993), one heavy rescue truck (1992), four Medic (ALS) 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. 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. 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

2009

Fire Suppression Number of fire runs

1,003

1,206

1,311

EMS Number of EMS runs

2,656

2,611

2,544

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

457 86

457 159

323 236

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 less than a 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 â&#x20AC;&#x153;4â&#x20AC;? 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. Fire Prevention Bureau The City of Mason employs a full time Fire Safety Inspector. The 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.

FIRE

Fire Inspections for Businesses -- The Fire Safety Inspector inspects 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 Inspector also works 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. Public Education Programs One of the most significant jobs of a Firefighter is our Public Education Program. Our staff 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 Inspector teaches 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 300 adults and children, who 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

FIRE

Childrenâ&#x20AC;&#x2122;s Medical Center and there are additional agencies from year to year that assist in our Safety Festival.

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 Heart Association Certification is valid for a period of two years. _________________________ DEPARTMENTAL ACCOMPLISHMENTS FOR 2009 Fire Suppression x Established phase one of a department wide training program, including a training matrix for the different positions within the Fire Department. x Began updated information of all business pre-plans on the computer and placed all mobile data computers in fire vehicles. x Updated fire hydrant inspection and testing program in conjunction with the water authority. x Continued to develop a Local Emergency Response plan along with development of the Emergency Operations Center. x Implemented second phase of Firefighter basic skills. x Began phase one in self-assessment of Accreditation. EMS x Reviewed approximately 25-35 EMS Run Reports on a monthly basis by the Medical Director. x Created an internal EMS Review process working with the Medical Director for quality assurance purposes. x Started a new skills check off process with Medical Director x Completed the Annual State Pharmacy Board Inspection. Fire Prevention x Continued to work closely with the Engineering & Building Department on construction plan reviews. x Implement Computer Software Program (Inspections and Pre-Plans) to improve department effectiveness. x Started new Company Inspection Program to assist with business inspections to increase business employeesâ&#x20AC;&#x2122; fire and life safety awareness.

FIRE

Public Education & Safety x Continued our Outreach Program for Public Education, Fire Safety and Injury Prevention. x Researched an Elderly Outreach Program to be used to meet the needs of our elderly residents. _________________________

DEPARTMENTAL GOALS FOR 2010 Fire Suppression x Establish a department wide training program schedule to implement the training matrix for the different positions within the Fire Department. x Update information of all business pre-plans on the computer. x Continue to update our fire hydrant inspection and testing program in conjunction with the water authority. x Continue to develop our Local Emergency Response Plan along with development of the Emergency Operations Center. x Continue to work on plans for both local and county training facilities. x Implement third phase of Firefighter basic skills. x Continue with self-assessment for Fire Department Accreditation. EMS x Review approximately 25-35 EMS Run Reports on a monthly basis by the Medical Director. x Continue with and refine our internal EMS Review Board process, working with the Medical Director for quality assurance purposes. x Expand our new skills check offs with Medical Director. x Complete the Annual State Pharmacy Board Inspection. Fire Prevention x Continue to work closely with the Engineering & Building Department on construction plan reviews. x Investigate the cost benefits of a wireless inspection program (though the County FRMS program) to improve department effectiveness. x Continue new Company Inspection Program to assist with business inspections to increase business employeesâ&#x20AC;&#x2122; fire and life safety awareness. Public Education & Safety x Continue our Outreach Program for Public Education, Fire Safety and Injury Prevention. x Research and develop an Elderly Outreach Program to be used to meet the needs of our elderly residents.

_________________________ 99

COST SAVINGS Estimated 2006 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 (2005-2009). 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 (2000-2005) and $50.00 per Hour (2005-2009). 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. Established new policy for idling fire equipment, saving fuel and wear and tear. Savings shown for only fuel. 2008 figured on 1832 gal@ 3.00/gal; and an additional 15% reduction in 2009. Total - Fire

100

Estimated 2007

Estimated 2008

Estimated Projected 2009 2010

40,000

42,500

45,000

50,000

23,000

26,000

29,000

25,000

15,000

17,500

20,000

25,000

3,000

3,500

4,000

3,000

3,500

4,000

2,500

2,000

5,500

3,000

$107,500

$107,000

$109,000

$84,000

$93,000

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

2010 Budget

Departmental Budget Detail Account Number

Description

211.102.52110 Salaries and Wages

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

2009 Actual Expenditures

2010 Budget

3,004,615.79

2,921,809.36

3,332,116.71

2,894,982.76

3,398,144.67

211.102.52120 Retirement

519,541.55

541,310.03

635,128.41

597,204.55

644,291.01

211.102.52130 Medical Insurance

427,794.00

441,000.00

469,000.00

43,207.73

41,738.72

48,315.69

41,123.01

49,273.10

211.102.52150 Medicare 211.102.52160 Workerâ&#x20AC;&#x2122;s Compensation

169,185.98

103,503.03

133,284.67

97,372.15

135,925.78

4,164,345.05

4,049,361.14

4,617,845.48

4,099,682.47

4,696,634.56

289,555.75

80,979.73

85,000.00

62,866.10

42,000.00

4,431.99

1,848.09

4,200.00

1,840.05

2,000.00

293,987.74

82,827.82

89,200.00

64,706.15

44,000.00

211.102.52310 Utilities

38,497.20

38,240.54

45,000.00

38,769.65

45,000.00

211.102.52320 Telephone/Pager Service

31,575.71

32,488.94

32,000.00

19,502.58

25,000.00

118,392.33

145,194.24

175,000.00

126,027.23

155,000.00

Subtotal Personal Services: 211.102.52210 Training/Meeting Expense 211.102.52220 Memberships/Subscriptions Subtotal Employee Development:

211.102.52340 Professional Services 211.102.52350 Contracts/Agreements

19,615.40

18,870.71

25,000.00

22,290.35

45,000.00

211.102.52360 Insurance

70,303.20

63,600.75

100,000.00

67,842.40

100,000.00

211.102.52370 Printing & Advertising

18,514.90

27,522.17

20,000.00

7,333.31

10,000.00

Subtotal Contractual Services:

296,898.74

325,917.35

397,000.00

281,765.52

380,000.00

4,994.42

2,818.90

5,000.00

3,888.49

5,000.00

211.102.52410 Office Supplies 211.102.52420 Operational Supplies

123,780.56

89,577.81

97,000.00

50,524.66

85,000.00

211.102.52430 Repairs and Maintenance

151,705.66

124,190.19

150,000.00

165,971.82

175,000.00

211.102.52440 Small Tools/Minor Equipment/Computers

104,779.93

45,596.47

57,000.00

54,905.55

70,000.00

1,024.26

497.88

1,000.00

797.87

1,000.00

64,978.67

86,285.58

90,100.00

43,458.57

70,000.00

211.102.52450 Postage 211.102.52470 Fuel 211.102.52480 Uniforms & Clothing

46,653.52

36,396.68

50,000.00

29,963.73

90,000.00

Subtotal Supplies & Materials:

497,917.02

385,363.51

450,100.00

349,510.69

496,000.00

211.102.52510 Land & Land Improvement

0.00

673.66

0.00

900.00

0.00

211.102.52520 Buildings/Building Improvements

0.00

20,799.57

0.00

979,428.14

0.00

211.102.52530 Furniture, Fixtures & Office Machines

0.00

88,000.00

211.102.52540 Computers/Computer Equip.

0.00

12,000.00

0.00

155,798.63

44,634.94

0.00

75,000.00

0.00

Subtotal Capital Outlay:

155,798.63

66,108.17

0.00

992,328.14

163,000.00

211.102.52710 Transfers Out

800,000.00

0.00

Subtotal Transfers Out:

800,000.00

0.00

6,208,947.18

4,909,577.99

5,554,145.48

5,787,992.97

5,779,634.56

211.102.52550 Vehicles/Vehicular Equipment 211.102.52595 Repairs, Improvements & Replacements

Totals

Notes: 52350-EMS billing offset by EMS revenue, new NFPA standards and Ohio Administrative Code requirements for protective gear, and wellness fitness program. 52440-Gas monitoring equipment (replacement) and computer replacement. 52480-Compliance changes in Fire Gear and Cleaning and Maintenance for fire gear.

101

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

2010 Budget

Departmental Budget Detail Account Number

Description

212.102.52550 Vehicles/Vehicular Equipment

2007 Actual Expenditures

2008 Actual Expenditures

2009 Budget

2009 Actual Expenditures

2010 Budget

0.00

75,000.00

Subtotal Capital Outlay:

0.00

75,000.00

212.102.52710 Transfers Out

0.00

2,000,000.00

0.00

Subtotal Transfers Out:

0.00

2,000,000.00

0.00

Totals

0.00

2,000,000.00

75,000.00

Notes:

102

PARKS & RECREATION

DESCRIPTION OF DEPARTMENT The City of Masonâ&#x20AC;&#x2122;s Parks and Recreation Department is responsible for enhancing the lives of our citizens by providing quality parks & recreation facilities and programs. It manages 301 acres of parks, with an additional 250 acres of open space recently acquired for future development. The 54-acre Mason Sports Park opened in 2008 and is host to the Cityâ&#x20AC;&#x2122;s adult and newly expanded MBSA programs. 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. An expansion to the Mason Community Center is currently under construction with a grand opening date planned for this fall. 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

Recreation Number of camps offered Number of summer camp participants Number of programs offered Number of community wide special events Number of fitness and wellness programs Number of bridge programs offered to seniors Number of swimming participants Parks Number of fishing passes sold * Season * Daily Pounds of fish stocked Number of acres of parks maintained 103

2007

2008

2009

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

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

46 1,520 6,452 54 90 806 10,800

340 311 6,149 299

377 377 5,250 300

200 184 5,250 300

PARKS & RECREATION

Number of trees planted Number of flower beds added Amount of material added to ball fields (in tons) Number of Eagle Scout Projects Number of Girl Scout award projects 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

2007 53 5 40 0 0 362

2008 58 8 80 5 0 353

2009 75 -4 100 6 1 395

16,835 7,789 151 250

9,163 7,946 176 250

6,252 5,999 55 300

1,035 10,742

891 7,413

890 5,452

_________________________ 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 2009, city staff partnered with the Cincinnati Reds to provide character building through the Reds Rookie Success League. Children from all of Warren County participated and met local Reds players and coaches. The City hosted its largest ever Independence Day celebration with over 40,000 people in attendance to see Huey Lewis and the News perform. The recreation staff developed over 1,000 types of programs and over 30 community wide special events. Recreation programs at the Community Center include a variety of over 70 fitness and wellness programs and classes, over 10,000 swimming participants, the Manta Ray USA year-round swim team program with 250 youth. Over 650 volunteers served our community. There were also 60 camps with over 2,000 participants offered in 2009. Over 500 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. We have continued to be in the top 10 communities for youth sports since 2008.

104

PARKS & RECREATION

Parks The Parks division is responsible for the maintenance of seven parks and facilities totaling over 301 acres. The parks and facilities include the following: Meadows Park (4 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 (16 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. 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 Customer Service 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 2009 Recreation x Created or expanded several new camps including cheer groups, clay camp, baseball and softball leagues, etc. for an increase in program revenues. x Acquired $6,400 in sponsorship for Bridge activities. x Received donation from the Tennis Tournament to add four new computers to the computer lab. x Implemented multiple new camps in cooperation with Sky Hawks at Heritage Oak Park. x Expanded Yoga classes and “ZUMBA” classes. x Extended the Camp Little Feet program on Fridays through the school year. x We hired a gymnastic staff to replace contractor for gymnastics. x The City’s July 3rd event, Red, Rhythm, and Boom, was a huge success facilitating the NIMS system. Corwin Nixon Park welcomed over 40,000 people to celebrate our country’s freedom. 105

PARKS & RECREATION

Parks x 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. x Partnered with Cincinnati Reds and Prasco to host and facilitate the 2nd Annual Reds Rookie Success League at the Mason Sports Park. x Hosted the Reds Wiffle Ball Tourney at Mason Sports Park. x Hosted the Reds Intercity collaboration with Knot Hole at Corwin Nixon Park. x Kicked off the Mason High School Classic Soccer Tournament with the boosters. x Hosted the regional and National US Footie Tournament at Mason Sports Park and Heritage Oak Park. x Hosted the second annual Light the Night event at Mason Sports Park. x Hosted the American Bloodhound tracking course competition at Pine Hill Lakes Park. x Worked with numerous not for profit organizations with camps, runs, festivals and projects. x Replaced the gaskets and lights and changed the oil filters on the hydraulic pump at the indoor pool at the Community Center. x Soccer fields at Corwin M. Nixon Park and Heritage Oak Park were rolled, eliminating holes and ruts, benefiting area soccer organizations. x Staff members, Darryl Davis and Don Allen were certified as Playground Safety Inspectors and Don Allen, Dean Taylor, Dave Jandes, and Troy Applegate received their Pesticide licenses. Devon Martin recertified his Pesticide license. x Installed flag pole at Heritage Oak Park x Removed fish, dredged and restocked the small lake at Pine Hill Lakes Park. x Installed security system in Pine Hill Restrooms and at Lou Eves Municipal Pool. x Removed trees and bushes from around the Community Center and replanted them in several of the parks. x Installed 4 Big Belly solar trash compactors at Corwin Nixon Park, Mason Sports Park and downtown locations. x Planted 30 donated trees at Pine Hill Lakes Park (donated by Warren County). x Reshaped the infields on fields 1 and 2 at Corwin Nixon Park. x Added 60 ton of red clay to field 2 at Mason Sports Park. x Poured concrete pads for bleachers at Heritage Oak Park. x Worked with Mason Boy Scout Troops to help with cleanup at Red, Rhythm and Boom. x E & B inspectors started working with Parks maintenance employees. Facilities x Contracted park and outdoor pool concessions to Homemade Dreams and Mustardâ&#x20AC;&#x2122;s Last Stand. Approximately $245.52 in revenue was returned to the City. x Pine Hill Lodge increased its usage by holding multiple Parks & Recreation nature programs and camps in the facility.

106

PARKS & RECREATION

x Maintenance staff located a growing leak in the tot pool and temporarily fixed the problem at Lou Eves Municipal Pool facility. x Homemade Dreams continues to operate in the Mason Community Center Café. x The part-time and seasonal employee recognition/incentive program continues to encourage retention and development. x Developed and implemented VIP pass program for the community center. _________________________ DEPARTMENTAL GOALS FOR 2010 Recreation x Create additional programs and increase participation in existing programs for all ages that provide revenue and promote memberships. x Increase wellness programs for women. Develop a Body and Mind event, Fitness Matters that is geared towards nutrition as well as training techniques. x Kick off the new gymnastics program and add additional programs to the next phase to build participation and membership. x Secure at least one sponsor for every special event. x Add multiple enrichment programs to build our membership base and revenue. Parks x Work with the local Boy Scouts on Eagle Scout projects and Girl Scout projects that will make improvements to our current parks and facilities. x Develop a Special Event Rental policy, for use by non-profit to holding sporting events and programs in the city’s parks. x Develop an all-inclusive playground concept and design including site planning with Park Foundation and Park Board. x All sport coaches will be required to be certified by NYSA per the Youth Sports Policy Manual, adopted by City Council. x Replace backstops at Corwin Nixon with new fencing. x Install electric at Corwin Nixon Park for the Sunshine Concert Series for 2010 and beyond to avoid rental costs for generators. x Replace the existing shelter, which is adjacent to the Kiddie Pool at Lou Eves Municipal Pool, with a shade structure. x Minimize costs by utilizing existing employees on a part time basis on weekends to decrease labor costs. Facilities x Increase the efficiency of the Mason Community Center through an effective VIP membership program, an emphasis on programs and services and customer retention. x Continue to build upon the VIP membership and potential community partnerships. x Continue to provide full service café at the Mason Community Center and build on the partnership with Homemade Dreams.

107

PARKS & RECREATION

x Update the department Fees and Charges Policy Manual to reflect changes in policy and methods to optimize revenues. x Complete partnership with Tri-Health and Group Health Associates, facilitating additional programs and revenue streams at the Community Center. x Begin process of facilitating community sports programs through the Community Center. x Focus on â&#x20AC;&#x153;Healthy Communityâ&#x20AC;? initiative for 2010. _______________________

108

COST SAVINGS Estimated 2006 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). Fewer buses for SFC (located back at MCC, can walk to pool). Easter Egg Hunt Sponsor. Reduced quantity of camp brochures to be printed. Band contract for concert series were reduced & generators are not being used in 2010. Earth Day event was reorganized, fewer expenses (no tents). Purchasing fewer craft supplies for camp. No overtime for Summer Fun Camp staff. Local bands for July 3 - no national act. Volunteers for speakers and instructors: BRIDGE. Utilized a seasonal scheduling policy for customer service staff at the Mason Community Center and Lou Eves Municipal Pool, eliminating approx. 1000 man hours average $8.00/hr. 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 Municipal 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/hr. Staff planted large trees throughout the parks. Eliminated three fitness specialist shifts for a savings of 1,352 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. Utilized Community groups to paint Pine Hill Lodge garage, ramp, deck and mulch areas. Sponsor for Raskals. Received donations from Mason SAY Soccer to reseed the soccer fields. Use of sponsors/donations to purchase computer equipment and supplies for swim team.

87,040

Estimated Estimated 2008 2007 88,000 88,000

Estimated Projected 2010 2009 86,050 85,000 1,408

55,138

50,000

51,000

50,000

20,000

15,000

43,740

45,000

48,000

14,820

15,000

23,000

20,000

9,446

9,500

7,460

800

10,153 4,519 800 300 2,650 2,900

8,130

8,000

6,300

500 600 184,385 5,000

8,000

6,600

7,000

5,200

4,000

2,700

2,000

1,500

3,800

4,000

3,600

1,246

1,200

3,000

4,000

2,600 1,800

2,600 2,000

3,280 1,840

2,500 1,500

2,000

2,200

2,000

1,000

958

1,000

6,400

6,960

14,385

9,576

4,000 350

400

2,000 429

500

2,000

31,200

Began utilizing Tri-Health employees for program assistance at no charge to the city (estimates).

5,000

15,000

Completed moving and storage of Community Center spaces utilizing in-house staff (est. 16 hours per week x 4 weeks x 5 people @ $18/hr= $5760 city cost).

5,760

14,385

2,000

14,385

2,000

10,000

Eliminated approximately 150 hours per pay period by rescheduling and cross training of customer service and programming staff at community center. 150 hours x 26 pay

Total - Parks & Recreation

336,057

109

325,085

307,764

336,420

509,207

City of Mason, Ohio Fund 101.301 : Recreation Programs

2010 Budget

Departmental Budget Detail 2009 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

166,290.51

201,992.87

326,819.92

183,728.83

230,161.00

101.301.52120 Retirement

22,910.37

28,039.11

45,754.79

25,611.03

32,223.00

101.301.52130 Medical Insurance

28,000.00

32,200.00

28,000.00

2,411.16

2,916.74

4,738.89

2,641.28

3,337.00

Account Number

Description

101.301.52110 Salaries and Wages

101.301.52150 Medicare 101.301.52160 Workerâ&#x20AC;&#x2122;s Compensation Subtotal Personal Services: 101.301.52210 Training/Meeting Expense 101.301.52220 Memberships/Subscriptions Subtotal Employee Development:

2009 Budget

2010 Budget

7,108.23

8,770.39

13,072.80

6,731.61

9,207.00

226,720.27

273,919.11

418,386.40

246,712.75

302,928.00

4,622.84

3,150.12

5,000.00

784.12

1,100.00

364.00

335.08

500.00

439.00

600.00

4,986.84

3,485.20

5,500.00

1,223.12

1,700.00

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

2,576.30

1,350.00

3,755.87

1,534.74

3,000.00

0.00

4,068.00

299,973.25

352,783.36

470,850.00

457,590.62

468,500.00

101.301.52340 Professional Services 101.301.52350 Contracts/Agreements 101.301.52370 Printing & Advertising

17,730.89

23,650.52

17,000.00

26,250.29

29,175.00

Subtotal Contractual Services:

321,460.01

383,757.62

490,850.00

486,417.21

503,093.00

27.09

2,150.83

2,000.00

148.87

1,320.00

98,785.61

63,620.44

69,000.00

61,940.77

61,584.00

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 101.301.52480 Uniforms & Clothing Subtotal Supplies & Materials: 101.301.52810 Refunds Subtotal Refunds & Reimbursements: Totals

0.00

100.00

0.00

785.00

76.50

250.00

500.00

0.00

130.00

98,889.20

68,948.05

71,600.00

62,089.64

63,819.00

3,033.00

9,972.50

5,000.00

5,433.07

5,000.00

3,033.00

9,972.50

5,000.00

5,433.07

5,000.00

655,089.32

740,082.48

991,336.40

801,875.79

876,540.00

Notes: 52350 - RRB band contract deposit 2011 ($175,000), Summer Concert Series, Tennis in Parks, Camp Contracts, Autumnfest 52420 - RRB, Easter Egg Hunt, Autumnfest, Summer Camps

110

City of Mason, Ohio Fund 101.302 : Parks

2010 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

2009 Actual Expenditures

2007 Actual Expenditures

2008 Actual Expenditures

552,861.54

608,511.20

774,110.74

573,485.21

564,358.45

83,912.54

91,988.65

118,371.49

90,152.08

88,377.31

112,000.00

126,000.00

112,000.00

2009 Budget

2010 Budget

7,983.56

8,724.17

11,224.61

8,183.21

8,183.20

20,926.30

21,925.96

30,964.43

20,279.23

22,574.34

777,683.94

857,149.98

1,060,671.26

818,099.73

795,493.30

20,603.99

11,288.41

20,000.00

2,883.78

7,000.00

2,617.05

3,635.21

3,000.00

2,519.29

3,500.00

23,221.04

14,923.62

23,000.00

5,403.07

10,500.00

58,152.73

113,671.41

108,000.00

91,711.45

107,000.00

101.302.52320 Telephone/Pager Service

9,030.29

13,153.53

8,000.00

9,746.73

8,000.00

101.302.52330 Rents & Leases

2,308.14

425.00

1,500.00

1,713.15

3,500.00

101.302.52340 Professional Services

47,554.65

26,863.62

65,000.00

15,944.29

40,000.00

101.302.52342 Engineering Services

15,000.00

0.00

101.302.52350 Contracts/Agreements

35,074.00

20,997.00

39,000.00

18,854.49

37,000.00

101.302.52370 Printing & Advertising

34,827.97

13,306.56

35,000.00

15,355.27

35,000.00

Subtotal Contractual Services:

201,947.78

188,417.12

256,500.00

153,325.38

230,500.00

101.302.52160 Workerâ&#x20AC;&#x2122;s Compensation Subtotal Personal Services: 101.302.52210 Training/Meeting Expense 101.302.52220 Memberships/Subscriptions Subtotal Employee Development: 101.302.52310 Utilities

101.302.52410 Office Supplies

4,150.07

4,377.05

5,000.00

2,341.20

5,000.00

171,512.04

167,206.75

184,000.00

77,198.17

156,000.00

101.302.52421 Snow Expense

1,151.84

9,342.18

14,000.00

1,466.26

10,000.00

101.302.52422 Regulatory Signs

6,471.07

6,155.17

0.00

56,235.28

32,137.99

55,000.00

48,106.01

68,000.00

2,056.82

1,573.61

2,000.00

15,599.09

15,000.00

392.32

257.34

2,500.00

375.00

400.00

101.302.52420 Operational Supplies

101.302.52430 Repairs and Maintenance 101.302.52440 Small Tools/Minor Equipment/Computers 101.302.52450 Postage 101.302.52460 Chemicals

39,359.13

31,076.37

45,000.00

51,367.86

52,000.00

101.302.52470 Fuel

20,505.78

32,279.91

35,000.00

15,658.82

25,000.00

101.302.52480 Uniforms & Clothing Subtotal Supplies & Materials: 101.302.52570 Recreation/Playground Equipment Subtotal Capital Outlay: Totals

9,170.22

9,415.69

9,000.00

7,892.08

9,000.00

311,004.57

293,822.06

351,500.00

220,004.49

340,400.00

14,729.00

0.00

14,729.00

0.00

1,328,586.33

1,354,312.78

1,691,671.26

1,196,832.67

1,376,893.30

Notes: 52420 - Lightning detection system

111

City of Mason, Ohio Fund 101.304 : Swimming Pool

2010 Budget

Departmental Budget Detail Account Number

Description

101.304.52110

Salaries and Wages

101.304.52120

Retirement

101.304.52130

Medical Insurance

2007 Actual Expenditures

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

119,462.37

141,817.28

142,590.71

155,899.40

16,520.81

19,854.48

19,962.71

21,825.92

0.00

8,400.00

0.00

101.304.52150

Medicare

1,731.75

2,056.28

2,031.84

2,260.54

101.304.52160

Workerâ&#x20AC;&#x2122;s Compensation

5,399.96

6,577.79

4,726.20

6,235.98

143,114.89

178,705.83

169,311.46

186,221.84

678.12

934.00

204.65

1,000.00

678.12

934.00

204.65

1,000.00

16,836.16

17,132.14

17,239.20

19,000.00

0.00

709.00

900.00

1,200.00

490.00

812.88

1,240.00

950.00

9,657.50

15,340.09

11,194.05

14,610.00

576.12

600.00

189.00

2,700.00

27,559.78

34,594.11

30,762.25

38,460.00

0.00

645.00

0.00

100.00

Subtotal Personal Services: 101.304.52210

Training/Meeting Expense

Subtotal Employee Development: 101.304.52310

Utilities

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

28,873.29

12,863.36

8,716.10

18,000.00

101.304.52430

Repairs and Maintenance

10,637.93

6,559.91

18,961.38

12,000.00

101.304.52440

Small Tools/Minor Equipment/Computers

15,347.30

12,068.70

415.03

1,000.00

101.304.52450

Postage

0.00

237.53

0.00

101.304.52460

Chemicals

7,095.07

7,576.25

8,667.97

10,000.00

101.304.52480

Uniforms & Clothing

Subtotal Supplies & Materials: 101.304.52810

2,441.35

1,675.36

1,282.82

3,000.00

64,394.94

41,626.11

38,043.30

44,100.00

Refunds

26.50

2,462.05

589.50

0.00

Subtotal Refunds & Reimbursements:

26.50

2,462.05

589.50

0.00

235,774.23

258,322.10

238,911.16

269,781.84

Totals Notes: 101.304.52330 - Copier lease 101.304.52370 - FFM printing cost, utility bill stuffer 101.304.52440 - Strantrol probes, vaccum, equipment bin

112

City of Mason, Ohio Fund 630.306 : Community Center

2010 Budget

Departmental Budget Detail Account Number

Description

630.306.52110

Salaries and Wages

630.306.52120 630.306.52130

2007 Actual Expenditures

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

1,128,216.47

1,173,784.04

1,208,595.29

1,285,456.56

Retirement

155,640.25

162,667.09

169,405.91

179,963.92

Medical Insurance

168,000.00

141,400.00

154,000.00

630.306.52150

Medicare

16,346.36

16,869.03

17,380.08

18,639.12

630.306.52160

Workerâ&#x20AC;&#x2122;s Compensation

30,010.25

43,851.93

39,117.50

51,418.26

1,498,213.33

1,538,572.09

1,588,498.78

1,689,477.86

Subtotal Personal Services: 630.306.52210

Training/Meeting Expense

6,863.78

3,196.36

2,399.48

5,000.00

630.306.52220

Memberships/Subscriptions

1,066.14

1,479.06

1,135.58

2,000.00

7,929.92

4,675.42

3,535.06

7,000.00

14,473.34

8,508.26

858.60

1,000.00

9,223.56

6,320.86

5,826.66

3,000.00

Subtotal Employee Development: 630.306.52320

Telephone/Pager Service

630.306.52330

Rents & Leases

630.306.52340

Professional Services

630.306.52350

Contracts/Agreements

630.306.52360

Insurance

630.306.52370

Printing & Advertising

Subtotal Contractual Services:

4,780.55

14,821.17

33,607.30

30,725.00

2,175,961.81

1,201,784.07

296,584.31

1,225,000.00

7,090.00

0.00

236,000.00

46,047.94

40,322.65

48,425.94

50,000.00

2,257,577.20

1,271,757.01

385,302.81

1,545,725.00

11,671.29

3,918.91

6,122.26

9,500.00

111,087.37

103,323.50

75,696.04

97,000.00

630.306.52410

Office Supplies

630.306.52420

Operational Supplies

630.306.52430

Repairs and Maintenance

14,230.10

22,851.44

12,431.75

15,000.00

630.306.52440

Small Tools/Minor Equipment/Computers

42,867.76

35,999.65

1,833.02

1,500.00

630.306.52450

Postage

5,225.00

5,289.22

3,907.27

6,000.00

630.306.52460

Chemicals

10,054.63

8,414.88

7,886.76

11,000.00

630.306.52480

Uniforms & Clothing

Subtotal Supplies & Materials: 630.306.52520

3,301.50

5,673.95

2,278.84

5,000.00

198,437.65

185,471.55

110,155.94

145,000.00

Buildings/Building Improvements

Subtotal Capital Outlay: 630.306.52810

0.00

250,000.00

0.00

250,000.00

Refunds

19,027.82

12,472.35

9,290.76

15,000.00

Subtotal Refunds & Reimbursements:

19,027.82

12,472.35

9,290.76

15,000.00

3,981,185.92

3,012,948.42

2,096,783.35

3,652,202.86

Totals

Notes: Budget based on operating existing Community Center without the expansion. 630.306.52350 - includes 1 million for Basic Building Services payment 630.306.52110 - includes additional part-time staff hours to cover expanded building, building hours, and building programs

113

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 develops, 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. _________________________

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. __________________________ PERFORMANCE MEASURES 2007 Engineering Number of lane miles resurfaced Grant applications (in dollars) 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 114

2008

2009

8.80 miles 6.46 miles 0.72 miles 1,000,000 $ 4,816,940 $ 109,998,763 99,800 $ 99,900 $ 78,500 899,400 $ 884,000 $ 108,985 209 158 175

15 20 18 168 449.4 22,803

12 16 19 49 371.4 23,223

19 13 0 23 0 23,269

ENGINEERING & BUILDING

Geographic Information System Number of maps created and updated Planning Number of planning commission meetings Number of zoning board review 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 * Number of violation letters sent * Number of properties mowed Number of landscape violation 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

2009

520

550

676

10 11 7 61 33 9 12

12 10 5 54 23 8 4

10 9 5 33 28 6 5

63 9 1

71 10 1

67 15 0

$ 112,285,631 $ 73,450,696 $ 58,632,065 3,964 3,462 2,339 824 779 576 4 2 7 91 57 30

Facility Maintenance Community space usage per room/meeting

1,200

_________________________

115

1,075

Rooms Not Available

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 10-Intergrating 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 (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.

116

ENGINEERING & BUILDING

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 2009 Engineering x Administered contract documents, bidding, letting, construction inspections, and change orders on the following municipal construction contracts: o Completed the $6.5 million Western Row Widening project 6 months ahead of schedule and under budget. o Annual Street Maintenance & Resurfacing Program, which included several projects for the Parks & Recreation Department, resurfacing work at the Golf Center, a turn lane on Mason-Montgomery Road for Armor, site work for the Community Center expansion, electric service for vendors at Corwin Nixon Park, site work for Fire Station 51, construction of Alliance Drive, parking lot behind Mason Grill, upgrades to the electric service Downtown and completion of punch list items at Avalon Farms subdivision. The city once again partnered with Deerfield Township to combine projects for the Street Resurfacing Program, which was over $3 million. o Annual Sidewalk Replacement Program â&#x20AC;&#x201C; this year a portion of the program was completed by the Public Works Department and the other portion by a contractor for a total of about 4,500 feet of failed sidewalk replaced. o Annual Street Striping Program. o Mason Road from Downtown to the west corporation limit was bid, awarded and began construction. The $4.9 million project included the Library Area Storm and Sanitary Sewer Improvements. o New Fire Station 51 was designed, bid and began construction. o Completed 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 Tylersville Road west of MasonMontgomery Road by retiming the system. o Completed design of US 42 Widening from Tylersville Road to Butler-Warren Road. Began to acquire right-of-way needed on 72 parcels. o Successfully removed the split-phase timing at the Tylersville Road/MasonMontgomery Road intersection at very low cost and dramatic improvement. o Awarded the Kings Island Drive resurfacing project after successfully applying for and receiving grant funds to pay for a large portion of the project. 117

ENGINEERING & BUILDING

o Cedar Village Drive/Snider Road Traffic Signal. 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 Coordinated with GCWW and ODOT for communication to businesses and residents on water line and paving project on US-42. o Coordinated with ODOT for intersection improvements at US-42 and Tylersville Road. o Interconnected the SR 741/US 42 traffic signal with the SR 741/Bethany Road signal to provide coordination and reduce delay to motorists. x Administered the design contract for the following projects: o Final design for US 42 from Tylersville Road to Butler-Warren Road. Began to acquire right-of-way. o Bethany Road Widening and Mason-Morrow-Milgrove Road realignment from SR 741 to the Mason Sports Park. o US 42 Main Street Storm Sewer Improvement from Kings Mills Road to Fox Drive. Stormwater Utility x Worked with GCWW to complete impervious updates for all stormwater utility customers to reflect current land use and to correct billing appropriately. x Reviewed the stormwater regulations in order to comply with the National Pollutant Discharge Elimination (NPDES) Phase II permit. x 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. x 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. x 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 basin and storm pipe at Golf Center to alleviate standing water in the rear yard of 3872 St. Andrews Court. o Re-graded the ditch at the end of David Lane to the creek. o Re-graded the ditch and created a new waterway to alleviate the bank erosion under Fieldstone Drive. o Completed construction on the US 42 Storm Sewer Improvements from Kings Mills Rd to Fox Drive. o Redefined a drainage swale outleting from Tylersville Road to Lexington Park o Installed a catch basin at 412 Kings Mills Road and re-graded the roadside ditch from 410 Kings Mills Road to 412 Kings Mills Road to alleviate standing water. o Replace a root blocked storm pipe from Chateaugay to the rear of 5296 Chateaugay along with regrading the drainage swale at the rear of the lot. 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. 118

ENGINEERING & BUILDING

x 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. x Coordinated repairs, video inspection, and cleaning of storm sewer with Public Works and Public Utilities. x Began systematic inspections of catch basins to prioritize repairs. Geographic Information System x Obtained updated aerial photography, centerline and parcel information, from Warren County, to use within the City’s GIS. x Updated and maintained the Utility Management System. x Provided asset inventory and cost estimates to the Finance Department to fulfill GASB34 requirements. x Worked with Greater Cincinnati Water Works to obtain updates to the Water System as they made changes to the data. x 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. 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. Helped create maps as part of their pre-plan process. 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 created maps showing areas of future development. Helped them create maps to assist in marketing business parks. 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. x Worked with the Census Bureau to update our residential address list as part of the national LUCA Program. Also participated in the New Construction Program. x Updated maps available for download on the City’s website. x Worked on the 2009 update to the Mason Map Book. 119

ENGINEERING & BUILDING

x Started creating a building footprint layer. x 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 x Continued working on the overhaul of the City of Mason Comprehensive Master Plan. x Worked with property and business owners to lead them through Planning Commission, Zoning Board of Appeals and Design Review Board. x Worked with developers to approve a shopping center on S.R. 741, a downtown housing development, expansion of the Linder Center of Hope and a new industrial subdivision located on Mason-Montgomery Road. x Guided Tennis for Charity through the Concept and Final PUD process which has enabled them to create a 90 acre development along with a large addition to the Lindner Family Tennis Center which will support a combined men’s and women’s tennis tournament. x Provided GIS layers to support Incident Command for Red Rhythm and Boom. x Worked with the Stormwater Engineer to provide impervious surface area data for the Stormwater Utility. Building x Reviewed proposals for property maintenance, and the services provided by City and County agencies. x 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. x Reviewed fee schedule and proposed revisions based on updated costs, budget, comparison survey, and fee exemptions. x 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 code changes for Ohio and the nation. x Lorenzo Adam represents SWOBOA as the President of the Chapter. He attends monthly meetings to promote efficiency and seek improvement in administrative techniques related to zoning, housing, and building construction. x Lorenzo Adam holds position as Secretary for Southwest Division, Ohio Chapter, International Association of Electrical Inspectors (IAEI) for a sixth year. x The Building Department revised its code reviews for the Governor’s pending orders on Energy and National Electrical Code editions. x Greg Nicholls assisted with RFPs, architect selection, and construction manager selection for the Community Center expansion and RFPs and architect selection for the Fire Stations. Facility Maintenance x Consolidated the various city departments into single source purchasing of janitorial supplies. x Assisted with a variety of events, such as the Mason Arts Festival, Veterans’ Memorial Service, Police Memorial Service, and Fallen Firefighters Award Ceremony. x Coordinated energy conservation measures with the installation of carbon dioxide sensors to control outside make-up air to air handling units. Occupancy sensors were installed throughout the building to reduce operating hours of building nightlights. Solar film was installed on the windows of the Municipal Center with southern and western exposures. Programmable thermostat was placed on the HVAC system at the Parks Maintenance Office Building. 120

ENGINEERING & BUILDING

x City contact with Duke Energy for securing a rate reduction reflecting the retrofit of all City owned traffic signals to LED bulbs. x Initiated the replacement of HID lighting to high bay fluorescents fixtures in the Public Works Garage and the Parks Maintenance Garage. x Responsible for managing the City owned farmland and contact person for houses and apartments. x Directed the repair, maintenance, and/or installation of: roof replacement for front half of Lexington Square Apartments, shade shelter at Lou Eves Pool, roof replacement on northern exposure of Castle barn, furnace installation at Gould property, replacement of electrical panel on main pool pump at municipal pool, and installation of prox locks on EOC, parks restrooms, and Fire Administration. x Recommended and managed the transition from Duke Energy to Duke Energy Retail Sales as the City’s primary electric supplier. x Coordinated and supervised various construction projects at the Community Center to reduce change orders and contain costs. x Assisted with the development of Emergency Operations Center. _________________________ DEPARTMENTAL GOALS FOR 2010 Engineering x 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 x 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. x Complete acquiring permanent easements and right-of-way for US 42 from Tylersville Road to Butler-Warren Road. x Complete widening of Mason Road from West Corporation Line to Downtown. x Complete construction of Mason Road Roundabout. x Complete construction of the new Fire Station 51 facility x Continue to aggressively apply for grants money for projects. x Complete the design drawing modification for the Bethany Road Widening Project from SR 741 to the Mason Sports Park. x Design, acquire R/W and construct the Split Phase Signal Elimination Project. x Design Phase II of the Muddy Creek Bike Path. x Complete a bridge/culvert inventory and inspection for all structures in the City x Continue to reduce the delays to motorists caused by traffic signal malfunctions and improperly timed signals. x Provide excellent coordination, communication and customer service with all customers both internal and external.

121

ENGINEERING & BUILDING

Stormwater Utility x Finalize updating the billing and database information. x 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) x Monitor all changes to the FIRM/FIS and review updated mapping from FEMA work on new Warren County DFIRMS. x Coordinate with GCWW to update and maintain the Stormwater Utility customer database and billing information. x 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. x Provide excellent coordination, communication and customer service with all customers both internal and external. Geographic Information System x Continue to work with various agencies/departments for updates: o Warren Countyâ&#x20AC;&#x2122;s updated parcel and centerline data information o Greater Cincinnati Water Worksâ&#x20AC;&#x2122; updated information to water system x Finish creating a building footprint layer. x Work with the Census Bureau to provide information for the 2010 Census. x 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. x Provide excellent coordination, communication and customer service with all customers both internal and external. Planning x Oversee the completion of the new City of Mason Comprehensive Master Plan. x Begin making major revisions to the City of Mason Zoning Ordinance based on the results of the Comprehensive Plan changes. x Create information brochures to explain Planning and Zoning topics to handout to residents and business owners. x Provide excellent coordination, communication and customer service with all customers both internal and external. Building x Update building permit fees to cover expenses of processing building permits. x Look at fast-tracking the permit review process one particular day a week. x Retain relationships with Downtown business owners to educate and work with them to acquire permits for building and sign codes. x Prepare review and evaluate methods for inspection staff in field and clerical staff in office, possibly with another building department. x Assist with the construction management and administration process for the Community Center 122

ENGINEERING & BUILDING

expansion and Fire Station(s). x Provide excellent coordination, communication and customer service with all customers both internal and external. Facility Maintenance x Continue to consolidate vendors used across departmental functions to assure best prices and delivery. x Secure spare parts for inventory to reduce downtime and minimize business disruptions. x 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. x Work with Police and I.T. personnel on surveillance equipment, to ensure long range planning and compatibility of hardware and software. x Explore opportunities to reduce energy costs and consumption throughout the City. x Coordinate a master key system with all city facilities, new and existing. x Provide excellent coordination, communication and customer service with all customers both internal and external. x Assist as needed and requested, on the construction and operation of the new Community/TriHealth Facility and Station # 51. _________________________

123

COST SAVINGS Estimated 2006 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, 2 nd 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.

44,000

Estimated 2007

35,000

40,000

35,000

5,000

25,000

15,000

10,000

500

250

200

110

115

375

350

840

850

750

1,500

900

1,500

1,750

1,800

3,000

4,000

5,000

1,000

3,000

5,000

4,000

20,000

40,000

Sell the 500 David Lane property without listing thru realtor.

44,000

Estimated 2008 Estimated 2009 Projected 2010

15,000

Used a third 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 Order custodial supplies directly from outside vendor. Eliminates the janitorial service 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. 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.

2,000

8,500

11,000

124

40,000

1,800

COST SAVINGS Estimated 2006 Designed Median landscaping in house as opposed to hiring a landscape architect to do work. (Snider and Western Row) 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.

Estimated 2007

Estimated 2008 Estimated 2009 Projected 2010

15,000

15,910 25,000

33,575

35,000

25000

30000

48,000

28000

40000

110,000

75,000

120000

110,000

60,000

2000

500

2000

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 Utilities Department on the design of the Muddy Creek Restoration and Sanitary Sewer Replacement: reducing the cost of additional surveying and general engineering cost.

2,000

30000

Partnered with Utilities Department on the right-of-way acquisition for the Muddy Creek Restoration and Sanitary Sewer Replacement.

20000

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.

45000

100000

15000

4000

5000

24,000

5000

6,800

12285

125

COST SAVINGS Estimated 2006 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. 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 Community Center and Fire Station 51 Site Work with the Street Resurfacing Program. 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, Zoning Board of Appeals as well as Planning Commission. Retrofit of traffic signals from incandescent to LED bulbs.

Estimated 2007

Estimated 2008 Estimated 2009 Projected 2010

160000

13000 6000

72000

75000

75,000

80,000 23000

25000

20,000

8500

17,000

15,000

120

360

400

15,000

20,000

25000 195000 20000 20000

Modified design and renegotiated with Duke Energy to relocate an electric pole at their cost, on Western Row Road Widening.

60000

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

11029 10000 6500 35000 35000 10000

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

100000

Installing solar film on southern and western exposures of Municipal Center. Used the paving program to save on the cost to build Alliance Drive for Station #51. Installation of CO2 sensors in Air Handling Units to control outside make-up air. Installation of occupancy sensors to control night lighting in Municipal Center. Use a 3rd party electric supplier.

200,000 2,000

6,000

5,000

6,000

35,000

66,000

65000

126

COST SAVINGS Estimated 2006 The Western Row Road Widening Project was completed early and under budget. Repaired deteriorating catch basin with crews from Public Utilities instead of using a contractor. Cleaned a 54" storm sewer on Tradewind Drive using Public Works crews. Coordinated installation of a storm line on US-42 prior to an ODOT paving project saving on asphalt restoration costs. Practical green measures were used-including adding geothermal heat (at a cost of approximate $70,000) $10,000/year payback.

Estimated 2007

Estimated 2008 Estimated 2009 Projected 2010 200,000 15,600

52,000

27,000 18,000 10,000

Single source janitorial supplies for all city departments through bid process. Discontinue use of Poinsettia Tree in lobby at Christmas, and city staff mounted holiday decorations. Reduce the amount of floor mats used throughout the Municipal Center. Replace 35 HID light fixtures with High Bay Fluorescent Fixtures at the Public Works Garage and Parks Maintenance Garage.

8,500 2,800

2,800 2,000 1,800

Mason Road: Negotiated a property acquisition contract with Wood and Lamping for 17 parcels based on flat fee per parcel rather than an hourly rate. Acquired permanent easements rather than the right of way saving in title search and closing costs, compensated property owners for the easements based on Auditor's Assessed value rather than performing individual appraisals saving in appraisal costs. Requested donation of property rather than City paying for acquisition cost. All these measures saved money.

20,000

US - 42 ( Reading Road): Staff reviewed Duke Energy's pole relocation plan. Staff recommended adjusting the location of the proposed sidewalks around the existing poles rather than relocating the poles thus reducing pole relocation cost for the City. plan review continues to look for more savings in utility relocation cost.

340,000

127

COST SAVINGS Estimated 2006

Estimated 2007

Estimated 2008 Estimated 2009 Projected 2010

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. Fire Station 51 was designed as close as possible to a rectangle shape for building economy and easier expansion to a community room and headquarters area. The building was also designed around its intended purpose based on manpower and equipment instead of fitting manpower and equipment into a pre-designed building. Efficiencies included downsized apparatus bays, 20 to 25% smaller than those at Station 52, to house two pieces of equipment per bay, using low maintenance floor materials and wall finishes for longer life and easier cleaning, stained/stamped concrete in high traffic areas opposed to carpet; adding fixed windows, zoning of the building, energy efficient windows and light fixtures, adhering to the model energy code to help reduce future energy costs. A mezzanine to reduce the building footprint was also added for storage and training opportunities. 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 staff time and attorney fees. Total Engineering & Building

660,060

128

843,860

911,404

954,975

326,915

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

2010 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

2007 Actual Expenditures

Subtotal Personal Services: 101.401.52210

Training/Meeting Expense

101.401.52220

Memberships/Subscriptions

Subtotal Employee Development:

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

51,109.00

55,133.80

57,868.20

60,081.35

9,028.84

7,621.77

7,943.69

8,411.39

14,000.00

28,000.00

14,000.00

741.03

784.75

820.74

871.18

1,061.53

2,192.60

1,837.39

2,403.25

75,940.40

93,732.92

96,470.02

85,767.17

1,587.73

1,085.17

220.00

1,000.00

526.25

334.00

355.00

500.00

2,113.98

1,419.17

575.00

1,500.00

378.64

352.42

352.49

400.00

9,617.93

49,269.27

71,604.94

50,000.00

101.401.52320

Telephone/Pager Service

101.401.52340

Professional Services

101.401.52343

Plan Reviews

907.50

0.00

101.401.52350

Contracts/Agreements

330.50

350.00

101.401.52370

Printing & Advertising

Subtotal Contractual Services:

4,298.66

2,377.46

2,121.97

2,000.00

15,533.23

52,329.65

74,409.90

52,750.00

101.401.52410

Office Supplies

2,329.60

2,263.69

2,204.07

2,000.00

101.401.52420

Operational Supplies

1,382.00

200.00

76.31

0.00

101.401.52450

Postage

487.23

244.00

374.95

400.00

101.401.52480

Uniforms & Clothing

Subtotal Supplies & Materials: 101.401.52530

Furniture, Fixtures & Office Machines

101.401.52540

Computers/Computer Equip.

Subtotal Capital Outlay: Totals Notes: 52340 - Zoning Code Update

129

0.00

15.00

0.00

4,198.83

2,722.69

2,655.33

2,400.00

0.00

97,786.44

150,204.43

174,110.25

142,417.17

City of Mason, Ohio Fund 101.402 : Building Inspections

2010 Budget

Departmental Budget Detail Account Number

Description

101.402.52110

Salaries and Wages

101.402.52120

2007 Actual Expenditures

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

366,017.25

366,261.26

360,240.42

389,511.81

Retirement

50,424.62

51,049.59

49,836.98

54,531.65

101.402.52130

Medical Insurance

98,000.00

84,000.00

101.402.52150

Medicare

5,296.11

5,220.96

5,109.42

5,647.92

101.402.52160

Workerâ&#x20AC;&#x2122;s Compensation

Subtotal Personal Services: 101.402.52210

Training/Meeting Expense

101.402.52220

Memberships/Subscriptions

5,027.21

10,962.98

12,206.01

15,580.47

524,765.19

531,494.79

511,392.83

549,271.86

10,214.78

3,921.66

3,420.10

5,000.00

Subtotal Employee Development:

680.00

740.00

460.00

900.00

10,894.78

4,661.66

3,880.10

5,900.00

101.402.52320

Telephone/Pager Service

2,580.36

2,671.30

2,829.42

3,000.00

101.402.52340

Professional Services

1,493.74

2,685.02

982.00

1,000.00

101.402.52350

Contracts/Agreements

6,767.05

888.49

330.50

2,500.00

101.402.52370

Printing & Advertising

Subtotal Contractual Services:

942.65

1,052.90

156.50

850.00

11,783.80

7,297.71

4,298.42

7,350.00

2,362.94

2,033.49

1,500.17

3,000.00

101.402.52410

Office Supplies

101.402.52420

Operational Supplies

349.27

100.00

364.47

500.00

101.402.52430

Repairs and Maintenance

995.23

122.92

738.32

1,000.00

101.402.52440

Small Tools/Minor Equipment/Computers

4,596.41

89.49

0.00

1,000.00

101.402.52450

Postage

587.05

384.00

25.00

700.00

5,359.65

5,615.61

3,418.67

8,000.00

101.64

447.82

188.89

300.00

14,352.19

8,793.33

6,235.52

14,500.00

662.08

17,105.73

106.00

1,000.00

10,396.85

6,853.22

5,778.71

7,500.00

101.402.52470

Fuel

101.402.52480

Uniforms & Clothing

Subtotal Supplies & Materials: 101.402.52810

Refunds

101.402.52830

Remittances

Subtotal Refunds & Reimbursements: Totals

11,058.93

23,958.95

5,884.71

8,500.00

572,854.89

576,206.44

531,691.58

585,521.86

Notes:

130

City of Mason, Ohio Fund 101.601 : Traffic Signals

2010 Budget

Departmental Budget Detail Account Number

Description

101.601.52320

Telephone/Pager Service

101.601.52340

2007 Actual Expenditures

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

0.00

5,500.00

Professional Services

43,474.53

26,754.26

44,527.45

50,000.00

101.601.52342

Engineering Services

57,154.88

74,505.46

54,700.54

55,000.00

101.601.52350

Contracts/Agreements

48,183.89

57,369.14

46,125.00

95,000.00

101.601.52370

Printing & Advertising

1,559.28

1,107.90

500.00

1,500.00

150,372.58

159,736.76

145,852.99

207,000.00

0.00

1,700.00

16,098.20

14,000.00

0.00

1,700.00

16,098.20

14,000.00

0.00

-500.00

0.00

Subtotal Contractual Services: 101.601.52430

Repairs and Maintenance

Subtotal Supplies & Materials: 101.601.52510

Land & Land Improvement

101.601.52595

Repairs, Improvements & Replacements

0.00

11,150.00

6,100.00

5,000.00

0.00

10,650.00

6,100.00

5,000.00

150,372.58

172,086.76

168,051.19

226,000.00

Subtotal Capital Outlay: Totals Notes: 52350 - 2yr Operations and Maint Contract - $47,500/year

131

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

2010 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

2007 Actual Expenditures

Subtotal Personal Services: 101.708.52210

Training/Meeting Expense

101.708.52220

Memberships/Subscriptions

Utilities

101.708.52320

Telephone/Pager Service

101.708.52330

Rents & Leases

101.708.52340

Professional Services

101.708.52350

Contracts/Agreements

Subtotal Contractual Services:

2009 Actual Expenditures

2010 Budget

62,035.20

65,253.61

68,511.60

70,776.96

8,558.36

9,089.82

9,502.42

9,908.77

14,000.00

897.67

933.00

981.73

1,026.27

870.11

4,385.19

2,174.64

2,831.08

86,361.34

93,661.62

95,170.39

98,543.08

0.00

249.00

0.00

500.00

205.00

500.00

205.00

454.00

205.00

1,000.00

217,730.92

249,188.07

206,426.03

289,000.00

32,285.46

51,923.18

64,228.75

66,800.00

6,803.20

1,218.24

0.00

19,520.00

28,576.27

66,526.78

71,670.00

Subtotal Employee Development: 101.708.52310

2008 Actual Expenditures

171,556.23

131,333.24

116,757.70

151,350.00

447,895.81

462,239.00

453,939.26

578,820.00

940.50

0.00

101.708.52410

Office Supplies

101.708.52420

Operational Supplies

22,570.57

24,804.29

24,663.11

30,000.00

101.708.52430

Repairs and Maintenance

63,514.06

42,545.98

53,542.10

77,000.00

101.708.52440

Small Tools/Minor Equipment/Computers

31,950.16

14,392.39

14,690.85

11,200.00

101.708.52480

Uniforms & Clothing

0.00

15.00

0.00

118,975.29

81,757.66

92,896.06

118,200.00

Subtotal Supplies & Materials: 101.708.52510

Land & Land Improvement

6,300.00

0.00

6,300.00

0.00

659,737.44

638,112.28

642,210.71

796,563.08

Subtotal Capital Outlay: Totals

Notes: 52440 - Router Replacement $7,000, Network Projects $20,000.00 52340 - Contractor Assistance Database Consolidation, SharePoint Modules $30,000.00 52340 - Sunbelt Software - Email Disclaimer - $200.00, Symantec Backup Software - $1500.00, Rhino - FTP site Software - $ 2000.00, Anti-Virus Software for 35 Laptops - $1000.00, Dreamweaver/Ghost Imaging Software - $1370.00, VeriSign Sec Certificates - Credit Cards, WebTrac, VPN - $3000.00, SMARTnet Support - City Firewall and Phones - $ 5000.00, M.O.M. Admin Printer/Copier - Toner/Maintenance $2600.00, Cisco VPN RSA Token Licensing - $3500.00, DameWare Utilities - Remote Software for ITO - $500.00

132

City of Mason, Ohio Fund 101.709 : Engineering

2010 Budget

Departmental Budget Detail Account Number

Description

101.709.52110

Salaries and Wages

101.709.52120 101.709.52130

2007 Actual Expenditures

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

485,655.79

519,354.19

520,633.83

522,892.92

Retirement

77,822.58

90,714.11

91,966.11

93,927.26

Medical Insurance

98,000.00

112,000.00

101.709.52150

Medicare

6,104.64

7,437.99

7,394.00

7,581.95

101.709.52160

Workerâ&#x20AC;&#x2122;s Compensation

6,134.86

7,674.09

17,307.98

20,915.72

673,717.87

723,180.38

749,301.92

757,317.84

Subtotal Personal Services: 101.709.52210

Training/Meeting Expense

9,530.83

5,358.72

3,211.27

6,000.00

101.709.52220

Memberships/Subscriptions

1,898.74

2,891.25

1,973.25

3,000.00

11,429.57

8,249.97

5,184.52

9,000.00

1,359.77

1,235.62

1,482.20

1,500.00

78,886.76

59,668.85

7,062.79

40,000.00

Subtotal Employee Development: 101.709.52320

Telephone/Pager Service

101.709.52340

Professional Services

101.709.52342

Engineering Services

77,684.17

26,406.00

11,550.00

50,000.00

101.709.52350

Contracts/Agreements

21,655.99

26,287.99

24,304.47

30,000.00

101.709.52370

Printing & Advertising

5,409.61

6,460.74

3,436.16

6,500.00

184,996.30

120,059.20

47,835.62

128,000.00

3,058.65

3,065.18

2,785.16

4,500.00

804.58

1,086.96

711.07

1,250.00

Subtotal Contractual Services: 101.709.52410

Office Supplies

101.709.52420

Operational Supplies

101.709.52430

Repairs and Maintenance

1,623.13

1,324.30

310.48

3,000.00

101.709.52440

Small Tools/Minor Equipment/Computers

8,411.61

1,600.38

189.99

1,000.00

101.709.52450

Postage

1,850.30

601.00

579.59

1,000.00

101.709.52470

Fuel

5,551.56

7,445.98

5,694.37

7,500.00

101.709.52480

Uniforms & Clothing

Subtotal Supplies & Materials: 101.709.52510

Land & Land Improvement

Subtotal Capital Outlay: Totals

337.97

715.25

345.96

500.00

21,637.80

15,839.05

10,616.62

18,750.00

175,000.00

0.00

175,000.00

0.00

1,066,781.54

867,328.60

812,938.68

913,067.84

Notes: 52342 - Annual Bridge Inspections - $15,000

133

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

2010 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:

2007 Actual Expenditures

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

0.00

315,538.50

189,482.40

1,350,000.00

1,441,996.62

0.00

1,687.31

1,055.94

0.00

1,441,996.62

317,225.81

190,538.34

1,350,000.00

201.601.52510

Land & Land Improvement

0.00

17,100.00

90,370.10

0.00

201.601.52590

Traffic Control Devices/Street Lighting

0.00

68,708.51

0.00

201.601.52595

Repairs, Improvements & Replacements

92,624.21

5,955,543.44

4,338,089.44

1,317,000.00

92,624.21

6,041,351.95

4,428,459.54

1,317,000.00

1,534,620.83

6,358,577.76

4,618,997.88

2,667,000.00

Subtotal Capital Outlay: Totals Notes:

134

City of Mason, Ohio Fund 202.602 : State Highway Fund

2010 Budget

Departmental Budget Detail Account Number 202.602.52342

Description

2007 Actual Expenditures

Engineering Services

Subtotal Contractual Services: 202.602.52595

Repairs, Improvements & Replacements

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

0.00

15,000.00

0.00

15,000.00

268,769.63

56,203.70

113,848.00

0.00

Subtotal Capital Outlay:

268,769.63

56,203.70

113,848.00

0.00

Totals

268,769.63

56,203.70

113,848.00

15,000.00

Notes:

135

City of Mason, Ohio Fund 204.901 : Street Subdivsion Fund - Transfers

2010 Budget

Departmental Budget Detail Account Number 204.901.52710

Description

2007 Actual Expenditures

Transfers Out

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

0.00

529,443.87

0.00

Subtotal Transfers Out:

0.00

529,443.87

0.00

Totals

0.00

529,443.87

0.00

Notes:

136

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

2010 Budget

Departmental Budget Detail Account Number

Description

608.552.52110 Salaries and Wages

2007 Actual Expenditures

2008 Actual Expenditures

106,183.64

112,872.43

139,509.43

114,407.13

118,315.68

2009 Budget

2009 Actual Expenditures

2010 Budget

608.552.52120 Retirement

14,625.69

15,709.95

19,531.32

15,933.52

16,564.20

608.552.52130 Medical Insurance

28,000.00

1,542.06

1,610.21

2,022.89

1,630.85

1,715.58

608.552.52150 Medicare 608.552.52160 Workerâ&#x20AC;&#x2122;s Compensation Subtotal Personal Services: 608.552.52210 Training/Meeting Expense 608.552.52220 Memberships/Subscriptions Subtotal Employee Development: 608.552.52320 Telephone/Pager Service 608.552.52340 Professional Services

1,635.94

2,192.60

5,580.38

3,761.58

4,732.63

151,987.33

160,385.19

194,644.02

163,733.08

169,328.09

706.23

941.77

2,000.00

437.28

1,500.00

312.00

227.00

600.00

292.00

600.00

1,018.23

1,168.77

2,600.00

729.28

2,100.00

453.81

453.37

600.00

452.29

600.00

34,070.91

54,485.18

100,000.00

25,763.65

100,000.00

608.552.52342 Engineering Services

8,715.75

30,300.17

102,000.00

33,803.04

100,000.00

608.552.52350 Contracts/Agreements

87,271.53

95,728.39

120,000.00

72,059.98

120,000.00

608.552.52370 Printing & Advertising

196.26

1,098.98

3,000.00

150.00

3,000.00

130,708.26

182,066.09

325,600.00

132,228.96

323,600.00

608.552.52410 Office Supplies

1,284.09

3,135.93

1,500.00

0.00

1,250.00

608.552.52420 Operational Supplies

2,005.00

1,965.00

4,000.00

480.00

3,000.00

Subtotal Contractual Services:

608.552.52423 EPA Operating Permit 608.552.52430 Repairs and Maintenance 608.552.52440 Small Tools/Minor Equipment/Computers 608.552.52450 Postage 608.552.52470 Fuel 608.552.52480 Uniforms & Clothing

0.00

1,965.00

200.00

71,394.74

53,022.19

135,000.00

56,193.48

135,000.00

6,327.11

0.00

1,000.00

0.00

500.00

0.00

26.29

200.00

0.00

200.00

1,129.98

1,372.09

1,500.00

66.17

1,500.00

148.99

0.00

250.00

0.00

82,289.91

59,521.50

143,450.00

58,704.65

141,650.00

608.552.52500 Historical Capital Outlay

0.00

608.552.52510 Land & Land Improvement

0.00

134,883.07

0.00

40,000.00

Subtotal Supplies & Materials:

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 608.552.52630 Service Fees Subtotal Debt Service: 608.552.52810 Refunds Subtotal Refunds & Reimbursements: Totals

0.00

1,100.00

0.00

4,100.00

0.00

335,324.08

250,386.89

660,000.00

199,626.96

85,000.00

6,662.00

0.00

341,986.08

386,369.96

660,000.00

203,726.96

125,000.00

2,115,000.00

2,010,000.00

1,900,000.00

1,775,000.00

89,637.82

69,959.17

62,000.00

47,368.06

26,625.00

0.00

6,000.00

2,204,637.82

2,079,959.17

1,962,000.00

1,947,368.06

1,807,625.00

0.00

-3.30

0.00

-3.30

0.00

2,912,627.63

2,869,467.38

3,288,294.02

2,506,490.99

2,569,303.09

Notes: 52342 - Illicit Discharge Detection & Elimination Program - $65,000 52342 - Pollution Prevention/Good Housekeeping - $35,000 52350 - Construction Site Stormwater Runoff Control Enforcement - $15,000 52350 - Post-Construction Site Stormwater Management - $30,000

137

City of Mason, Ohio Fund 802.403 : Subdivision Inspection Fund

2010 Budget

Departmental Budget Detail Account Number

Description

802.403.52110

Salaries and Wages

802.403.52120

2007 Actual Expenditures

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

119,051.06

122,454.29

118,559.14

117,663.08

Retirement

16,318.10

17,039.13

16,493.43

16,472.83

802.403.52130

Medical Insurance

28,000.00

802.403.52150

Medicare

1,636.41

1,664.00

1,594.51

1,706.11

802.403.52160

Workerâ&#x20AC;&#x2122;s Compensation

Subtotal Personal Services:

1,343.03

2,192.60

4,080.91

4,706.52

166,348.60

171,350.02

168,727.99

168,548.54

414.50

458.05

614.17

550.00

802.403.52320

Telephone/Pager Service

802.403.52340

Professional Services

70,160.55

3,227.55

445.00

20,000.00

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

0.00

15,000.00

0.00

802.403.52370

Printing & Advertising

0.00

128.71

128.76

500.00

70,575.05

18,814.31

1,187.93

31,050.00

0.00

500.00

708.50

1,000.00

707.25

0.00

Subtotal Contractual Services: 802.403.52410

Office Supplies

802.403.52420

Operational Supplies

802.403.52430

Repairs and Maintenance

20.00

25.00

578.25

1,000.00

802.403.52440

Small Tools/Minor Equipment/Computers

0.00

500.00

802.403.52480

Uniforms & Clothing

0.00

120.99

0.00

125.00

727.25

645.99

1,286.75

2,625.00

0.00

25,572.72

0.00

Subtotal Supplies & Materials: 802.403.52810

Refunds

Subtotal Refunds & Reimbursements: Totals

0.00

25,572.72

0.00

237,650.90

216,383.04

171,202.67

202,223.54

Notes:

138

PUBLIC WORKS

DESCRIPTION OF DEPARTMENT The Public Works Department is responsible for the maintenance of over 375 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 750 City owned streetlights and manages 5,500 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. _________________________

139

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 lane miles of street sweeping Number of deceased animals removed from city streets Number of snowfall events Number of city street lane miles plowed Treated street with: * Tons of salt * 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 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

2007

2008

2009

45 40 0 1 125 8 350

45 40 0 350 105 9 350

45 65 0 375 85 12 375

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 50 93 52 688 825 0 44 3,000 5,600 16,700 5,500

3,200 400 750 5,250 1,425 40 50 93 52 775 825 25 44 2,500 3,155 9,425 5,055

275 250

275 50

City Sponsored Events Number of city sponsored events Number of man-hours utilized at city sponsored events * Regular * Overtime _________________________

140

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.

141

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 2009 Street Maintenance x Revised the Cityâ&#x20AC;&#x2122;s snowplowing program to incorporate staff from multiple departments, saving overtime costs. x Managed a pool of City vehicles to save on personal vehicle reimbursements. x Changed the Cityâ&#x20AC;&#x2122;s weekly brush pickup program to a more cost effective and efficient once per month pickup program. x Outsourced the majority of the right-of-way mowing program and reallocated manpower to more cost effective programs such as sidewalk replacement. x Provided a usable five-year replacement program for fleet vehicles to each department. x Provided all departments detailed monthly fleet reports that tracked fuel consumption, mileage, and maintenance/accident costs. x 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. x 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. x Managed the Emerald Ash Borer Action Plan adopted by City Council. City Sponsored Events x Successfully provided manpower for eight City sponsored events. _________________________

142

PUBLIC WORKS

DEPARTMENTAL GOALS FOR 2010 Street Maintenance x Continue to manage and evaluate the Emerald Ash Borer Action Plan adopted by City Council. x Evaluate the outsourced City work including mowing, sidewalk repair, curb repair, full depth asphalt repair, etc. for cost savings. x Continue to provide a usable five-year replacement program for fleet vehicles to each department. x Manage and evaluate the new citywide vehicle pool. x Provide information to Council on the feasibility of constructing a future Public Works garage. x Construct a storage building on Mason-Morrow-Milgrove Road to safely store the Cityâ&#x20AC;&#x2122;s salt spreaders. ________________________

143

COST SAVINGS Estimated Estimated Estimated Estimated Projected 2006 2007 2008 2009 2010 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. 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 in-house 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 seminars involving: Ohio EPA, Streetscape Design; Post Construction activities; Critical Path Method.

100,000

50,000

150,000

25,000

35,000

20,000

10,000

12,000

14,000

10,000

15,000

6,000

8,000

9,000

5,000

7,000

3,000

10,000

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. Outsourced landscaping ROW work. Modified the brush pickup schedule from weekly to monthly brush pickup.

1,000

15,000

20,000 15,000

15,000

20,000

25,000

5,000

Moved to Citywide coordination of snow plowing operations, reducing overtime costs. Move to LED street lighting in the downtown and plaza areas. Other cost savings practices (actual cost savings difficult to measure).

1,000

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. 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

279,000

144

293,000

362,000

454,000

459,000

City of Mason, Ohio Fund 101.103 : Street Lighting

2010 Budget

Departmental Budget Detail Account Number

Description

101.103.52310

Utilities

101.103.52340

Professional Services

Subtotal Contractual Services: 101.103.52430

Repairs and Maintenance

2007 Actual Expenditures 213,439.97

2008 Actual Expenditures 215,234.97

2009 Actual Expenditures 277,046.96

2010 Budget 225,000.00

17,162.50

14,314.13

2,030.00

15,000.00

230,602.47

229,549.10

279,076.96

240,000.00

105,254.60

113,268.16

99,517.51

125,000.00

Subtotal Supplies & Materials:

105,254.60

113,268.16

99,517.51

125,000.00

Totals

335,857.07

342,817.26

378,594.47

365,000.00

Notes: Repairs include damages to street lights by vehicles. Estimated that $110,000 will be recovered by the drivers insurance or court restitution. Average street light cost almost $15,000 each to replace.

145

City of Mason, Ohio Fund 101.106 : Disaster Services

2010 Budget

Departmental Budget Detail Account Number

Description

101.106.52310

Utilities

101.106.52340

Professional Services

2007 Actual Expenditures

Subtotal Contractual Services: 101.106.52430

Repairs and Maintenance

101.106.52440

Small Tools/Minor Equipment/Computers

Subtotal Supplies & Materials: 101.106.52590

Traffic Control Devices/Street Lighting

Subtotal Capital Outlay: Totals Notes: Warning Sirens & EOC Cost

146

2008 Actual Expenditures

2009 Actual Expenditures 420.00

2010 Budget

652.08

420.00

500.00

2,975.75

12,437.00

8,983.00

9,500.00

3,627.83

12,857.00

9,403.00

10,000.00

2,421.20

7,078.00

4,965.66

7,100.00

0.00

3,024.55

3,100.00

2,421.20

7,078.00

7,990.21

10,200.00

0.00

7,893.36

0.00

7,893.36

0.00

6,049.03

19,935.00

25,286.57

20,200.00

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

2010 Budget

Departmental Budget Detail Account Number

Description

2007 Actual Expenditures

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

101.602.52110

Salaries and Wages

844,314.93

939,115.71

890,995.59

973,831.39

101.602.52120

Retirement

122,597.28

140,246.12

134,085.78

145,899.83

101.602.52130

Medical Insurance

224,000.00

252,000.00

238,000.00

101.602.52150

Medicare

11,525.57

12,741.45

12,029.38

14,120.56

101.602.52160

Workerâ&#x20AC;&#x2122;s Compensation

Subtotal Personal Services: 101.602.52210

Training/Meeting Expense

101.602.52220

Memberships/Subscriptions

21,148.24

41,659.33

31,296.95

38,953.26

1,223,586.02

1,385,762.61

1,320,407.70

1,410,805.04

6,569.55

5,753.71

4,140.00

6,000.00

Subtotal Employee Development:

207.60

1,195.63

1,264.25

1,200.00

6,777.15

6,949.34

5,404.25

7,200.00

0.00

36,373.71

34,105.33

37,000.00

101.602.52310

Utilities

101.602.52320

Telephone/Pager Service

6,809.71

7,540.21

6,161.74

8,000.00

101.602.52330

Rents & Leases

4,545.25

5,575.50

3,595.63

6,000.00

101.602.52340

Professional Services

51,888.77

89,475.70

31,532.24

90,000.00

101.602.52350

Contracts/Agreements

313,920.76

326,555.14

284,334.88

328,000.00

101.602.52370

Printing & Advertising

Subtotal Contractual Services: 101.602.52410

Office Supplies

101.602.52420

Operational Supplies

101.602.52421

Snow Expense

101.602.52422

Regulatory Signs

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

1,265.83

1,357.22

1,715.99

800.00

378,430.32

466,877.48

361,445.81

469,800.00

1,520.09

1,901.40

1,454.41

2,000.00

15,071.39

30,813.79

14,959.04

3,100.00

125,625.60

397,634.71

287,918.04

400,000.00

21,825.52

36,742.76

44,448.39

38,000.00

115,086.08

170,519.93

123,021.18

190,000.00

5,250.84

4,607.95

0.00

5,000.00

623.42

12,915.94

0.00

15,000.00

64,033.50

123,110.31

57,733.05

125,000.00

12,786.49

16,968.57

16,822.02

18,000.00

361,822.93

795,215.36

546,356.13

796,100.00

1,970,616.42

2,654,804.79

2,233,613.89

2,683,905.04

Notes: 52421-Increase due to Rock Salt pricing 52430-Maintenance cost of keeping vehicles longer 52470-Increase due to fuel pricing

147

City of Mason, Ohio Fund 101.606 : Garage

2010 Budget

Departmental Budget Detail Account Number

Description

101.606.52110

Salaries and Wages

101.606.52120 101.606.52130

2007 Actual Expenditures

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

160,730.24

188,036.54

173,260.03

181,713.99

Retirement

22,157.65

25,592.31

24,860.80

25,439.96

Medical Insurance

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

2,327.71

2,693.84

2,480.20

2,634.85

21,148.24

5,481.49

6,266.50

7,268.56

248,363.84

263,804.18

248,867.53

259,057.36

6,636.50

7,583.80

4,122.48

6,000.00

250.00

156.63

230.00

200.00

6,886.50

7,740.43

4,352.48

6,200.00

19,211.00

20,985.52

20,010.13

20,000.00

2,096.70

2,001.25

2,384.53

2,100.00

Subtotal Employee Development: 101.606.52310

Utilities

101.606.52320

Telephone/Pager Service

101.606.52330

Rents & Leases

1,278.58

452.78

0.00

500.00

101.606.52340

Professional Services

9,130.80

13,214.59

12,432.97

8,000.00

101.606.52350

Contracts/Agreements

9,837.48

2,531.52

6,276.58

8,000.00

101.606.52370

Printing & Advertising

Subtotal Contractual Services:

224.00

1,451.84

294.40

1,500.00

41,778.56

40,637.50

41,398.61

40,100.00

1,879.93

1,759.95

1,057.45

2,000.00

101.606.52410

Office Supplies

101.606.52420

Operational Supplies

32,313.48

29,189.42

16,970.58

30,000.00

101.606.52430

Repairs and Maintenance

23,860.76

22,598.40

8,560.43

25,000.00

101.606.52440

Small Tools/Minor Equipment/Computers

3,218.82

5,254.60

1,303.42

5,500.00

101.606.52450

Postage

106.80

318.19

35.13

300.00

101.606.52480

Uniforms & Clothing

788.75

3,135.43

1,833.23

2,000.00

62,168.54

62,255.99

29,760.24

64,800.00

359,197.44

374,438.10

324,378.86

370,157.36

Subtotal Supplies & Materials: Totals Notes:

148

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 Cityâ&#x20AC;&#x2122;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: x x x x x x x x x

One Class IV wastewater certification One Class III water treatment certification Two Wastewater III certifications One Collection I certification Five Collection II certifications Two Wastewater I certifications Three Water distribution II certifications Three 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 publicâ&#x20AC;&#x2122;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 to hold on 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. _________________________

149

PUBLIC UTILITIES

PERFORMANCE MEASURES 2007 Maintenance Miles of sewer lines maintained Number of lift stations maintained Number of manholes maintained Feet of line smoke tested Feet of line cleaned Markings Number of field inspection including septic systems Feet of sanitary line TV inspected Feet of storm line TV inspected Operations Number of lab tests performed Process samples Average daily flow of wastewater processed (in gallons)

2008

2009

132 9 2,023 200 117,871 4,407 0 88,920 3,042

132 200 9 9 3,000 3,000 0 650 123,980 119,655 3,876 4,163 0 10 90,653 87,550 3,150 4,165

4,800 10,500 5.5 mil

4,700 4,600 11,398 10,890 5.8 mil 5.51 mil

Industrial Pretreatment Number of regulated industries Number of industrial pretreatment samples tested Projects Projects completed

16 61

15 89

13 79

_________________________ 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 staff also does the annual maintenance and testing of over 50 City owned back flow devices. We also assist other departments with special projects and snow and leaf routes. The maintenance staff also helps the parks department every year

150

PUBLIC UTILITIES

open and close the outdoor pool and perform maintenance on the pools in the community center. 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, 17 of those years of experience with the City of Mason. Operations The operations staff performs daily lab tests. These include ammonia testing, biochemical oxygen demand (BOD) testing, TSS testing, pH, dissolved oxygen (DO) and temperature tests, fecal analysis, settleometer testing and process control analysis, and water hardness. These tests are performed to ensure that the City complies with OEPA guidelines. Staff performs daily, weekly and monthly greasing on WRP equipment. As well as helping the public works department with snow and leaf routes. Assist maintenance stuff at WRP and collection system 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 13 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, various projects have resulted in reconstruction of the following: x US 42 North Trunk Sewer from Tylersville Road to Four Seasons x South Central Trunk Sewer from Duane Drive to Tylersville Road x Concord Crossing Trunk Sewer

151

PUBLIC UTILITIES

Starting in 2002, a series of projects, including those listed above, have eliminated a total of four lift stations. The Olympia Drive Sanitary Sewer Replacement project was constructed in 2008-2009. This project replaced 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 Cityâ&#x20AC;&#x2122;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. Several projects are scheduled to be done in 2010, including the Bethany Road Sanitary Sewer Extension (50% of total cost funded by ARRA), the Mason Sports Park Irrigation Project (100% funded by an ARRA grant), US 42 North Trunk Sewer Phase 3 (from Four Seasons to the inverted siphon under Muddy Creek), and the Beach Lift Station Rehabilitation. The Bethany Road Sanitary Sewer Extension will allow elimination of the Parkside Lift Station. In addition, a study of the Heritage Club Lift Station is continuing to determine a course of action for repairs to the pumps and/or the upstream collection system. ___________________________________

DEPARTMENTAL ACCOMPLISHMENTS FOR 2009 Maintenance x 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 2009. x 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. x Continued working on a comprehensive maintenance program for the wastewater collection system and lift stations. x Controlled cost on all collection construction projects by doing in house inspections and internal cost control measures. x Cleaned the entire sanity sewer system on schedule. x Started a TV schedule. Operations x Continued cross-training program and continued education program to improve efficiency of operations and maintenance. x Completed training programs as follows: basic First Aid/CPR, AED operation, Forklift operations, Confined Space Entry, electrical safety. 152

PUBLIC UTILITIES

x Continued working with GCWW to improve customer service. x Improved response to resident concerns through improved tracking methods and follow up telephone calls. x Completed training on the Water Reclamation processes and the equipment. x Finalized the Quality Assurance/Quality Control program for the laboratory. Industrial Pretreatment x Continued working on updating the Industrial Pretreatment Program (IPP) Enforcement Response Plan and evaluation of Local Limits. Projects x Completed the US 42 North Trunk Sewer Phase 2B Reconstruction. x Completed the Olympia Drive Sanitary Sewer Replacement. x Completed design for US 42 North Trunk Sewer Phase 3 Reconstruction. x Completed design and obtained 50% funding for Bethany Road Sanitary Sewer Extension. x Completed design and obtained 100% funding for Mason Sports Park Irrigation Project. x Completed repairs of elevated Oxidation Ditch walkways at WRP. ___________________________________

DEPARTMENTAL GOALS FOR 2010 Maintenance x Continue to make improvements in the maintenance program for the pumps and peripheral equipment in the lift stations. x Continue to work on a comprehensive flushing and cleaning schedule for sanitary and storm water sewers. x Continue to develop a more comprehensive maintenance program for the wastewater collection system and lift stations including increasing maintenance in problem grease areas. x Continue to eliminate as much inflow and infiltration by using departmental staff making point repairs as they are found. x Continue with a citywide smoke-testing program to identify problem areas and illegal connections to the sewer. x Reduce weekend overtime for maintenance. x Rebuild the lift station at the Beach Water Park. x Get the new electronic O&M manual up and operating. Operations x Continue with the implementation of a more comprehensive Inflow and Infiltration (I&I) study. x Continue to hold down operating costs through tighter operating controls and better training with the operations and maintenance of the new WRP.

153

PUBLIC UTILITIES

x Start the Operation and Maintenance manual for the WRP. x Continue to increase in-house testing in the wastewater laboratory to reduce outsourcing costs. x Continue with a comprehensive cross training program to improve efficiency of both operations and maintenance. x Continue to improve response to customer concerns through improved tracking methods and follow up telephone calls. x Continue to have all employees become familiar with safety issues at the new plant. Industrial Pretreatment x Continue to work with all major industrial customers to keep them of out of SNC (Significant non-Compliance with their discharge limits). x Continue to improve communication with major and minor industries. x Inspect and sample all permitted industrial customers and all minor industrial customers. x Review of the Cityâ&#x20AC;&#x2122;s Local Limits. x Renew all 13 Industrial user permits. x Evaluation of a FOG program. Projects x Construct US 42 North Trunk Sewer Improvements - Phase 3. x Construct Bethany Road Sanitary Sewer Extension, eliminating Parkside Lift Station. x Construct the Mason Sports Park Irrigation Project. x Rehabilitate the Beach Lift Station. x Develop O&M Manual and Computerized Maintenance Management System (CMMS) for new WRP. x Update Sewer Master Plan. x Meet or exceed NPDES permit limits issued by the OEPA for the WRP. x Continue to control cost on all collection construction projects by doing in house inspections and internal cost control measures. x Planning for Inflow/Infiltration Removal Projects in southwest area of the City. x Complete in house inspections and testing of the above mentioned projects. x Complete the projects at or below budget. _________________________

154

COST SAVINGS Estimated Estimated Estimated Estimated Projected 2006 2007 2008 2009 2010 In house work on the backfill and demolition of various structures at the old WRP including inspections. Department cleaning of sewer lines rather than outsourcing Mow and maintain lift stations. 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 combining operations and maintenance 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). Performed sod installation for the new admin office at the new WRP. ARRA funding (50%) of Bethany Road Sewer Project. ARRA funding (100%) of MSP Irrigation Project. Did in house residential background sampling in the system and at the plant. Total - Public Utilities

155

200,000 50,000

50,000

30,000

40,000

21,000

22,000

50,000 20,000

50,000

22,000

17,000

20,000

10,000

12,000

7,000

7,500

8,000

15,000

20,000

33,000

20,000 10,000

150,000

50,000

10,000 10,000 5,000 5,000 112,000 813,450

231,000

149,000

364,500

319,000 1,104,450

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

2010 Budget

Departmental Budget Detail Account Number

Description

602.504.52110

Salaries and Wages

602.504.52120

2007 Actual Expenditures

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

198,767.42

201,717.93

182,687.88

226,761.21

Retirement

27,896.66

28,164.01

25,006.00

31,746.57

602.504.52130

Medical Insurance

70,000.00

56,000.00

602.504.52150

Medicare

2,881.63

2,888.74

2,601.25

3,288.04

602.504.52160

Workerâ&#x20AC;&#x2122;s Compensation

Subtotal Personal Services: 602.504.52210

Training/Meeting Expense

602.504.52220

Memberships/Subscriptions

16,918.60

7,674.07

6,722.45

9,070.45

316,464.31

296,444.75

273,017.58

326,866.26

3,012.64

6,120.03

980.25

7,000.00

0.00

215.00

281.00

215.00

3,012.64

6,335.03

1,261.25

7,215.00

680,271.69

638,452.99

604,634.25

750,000.00

Subtotal Employee Development: 602.504.52310

Utilities

602.504.52320

Telephone/Pager Service

323.21

0.00

602.504.52330

Rents & Leases

432.30

625.00

1,000.00

602.504.52340

Professional Services

29,936.09

21,277.04

24,952.06

30,000.00

602.504.52342

Engineering Services

7,901.66

1,500.00

27,221.02

30,000.00

602.504.52343

Plan Reviews

0.00

5,000.00

602.504.52344

Industrial Pretreatment

32,229.66

26,614.17

32,256.69

40,000.00

602.504.52350

Contracts/Agreements

40,698.93

32,233.93

34,707.22

45,000.00

602.504.52370

Printing & Advertising

1,276.41

0.00

793,069.95

720,703.13

724,771.24

901,000.00

28,042.55

40,357.88

37,046.04

60,000.00

643.25

1,781.80

1,213.98

5,000.00

53,209.88

57,589.81

88,701.83

120,000.00

2,770.44

6,041.74

5,755.37

2,000.00

0.00

192.74

0.00

137,950.90

141,989.34

166,929.32

190,000.00

Subtotal Contractual Services: 602.504.52420

Operational Supplies

602.504.52423

EPA Operating Permit

602.504.52430

Repairs and Maintenance

602.504.52440

Small Tools/Minor Equipment/Computers

602.504.52450

Postage

602.504.52460

Chemicals

602.504.52480

Uniforms & Clothing

Subtotal Supplies & Materials:

3,004.30

4,946.57

4,387.78

6,000.00

225,621.32

252,707.14

304,227.06

383,000.00

0.00

602.504.52560

Utility Plant in Service

20,658.19

602.504.52599

Special Equipment

20,000.00

3,395.35

0.00

40,658.19

3,395.35

0.00

1,378,826.41

1,279,585.40

1,303,277.13

1,618,081.26

Subtotal Capital Outlay: Totals Notes: 52460 Increase due to increased cost of chemicals

156

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

2010 Budget

Departmental Budget Detail Account Number

Description

602.552.52110

Salaries and Wages

602.552.52120

2007 Actual Expenditures

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

188,560.51

192,174.62

193,120.07

302,043.33

Retirement

33,735.37

35,543.00

35,505.26

51,924.55

602.552.52130

Medical Insurance

74,666.25

74,668.00

60,668.00

60,667.60

602.552.52150

Medicare

2,720.55

2,754.57

2,765.81

4,379.63

602.552.52160

Workerâ&#x20AC;&#x2122;s Compensation

Subtotal Personal Services: 602.552.52210

Training/Meeting Expense

602.552.52220

Memberships/Subscriptions

6,981.89

4,385.19

6,404.41

12,081.73

306,664.57

309,525.38

298,463.55

431,096.84

5,218.69

5,364.25

1,795.69

7,000.00

Subtotal Employee Development:

929.60

733.26

741.25

1,500.00

6,148.29

6,097.51

2,536.94

8,500.00

21,556.67

19,441.66

10,632.92

25,000.00

0.00

1,000.00

602.552.52320

Telephone/Pager Service

602.552.52330

Rents & Leases

602.552.52340

Professional Services

51,844.74

18,478.77

10,621.85

30,000.00

602.552.52350

Contracts/Agreements

237,530.86

270,599.90

269,652.30

300,000.00

602.552.52360

Insurance

61,871.60

50,881.00

53,732.96

72,000.00

602.552.52370

Printing & Advertising

Subtotal Contractual Services: 602.552.52410

Office Supplies

602.552.52420

Operational Supplies

602.552.52440

Small Tools/Minor Equipment/Computers

4,812.84

8,561.56

6,164.33

9,000.00

377,616.71

367,962.89

350,804.36

437,000.00

2,878.97

2,548.43

2,073.37

3,500.00

0.00

48.55

0.00

638.14

1,487.27

0.00

2,000.00

602.552.52450

Postage

414.76

111.00

64.29

750.00

602.552.52480

Uniforms & Clothing

434.31

432.75

0.00

500.00

4,366.18

4,628.00

2,137.66

6,750.00

1,369.76

0.00

1,369.76

0.00

Subtotal Supplies & Materials: 602.552.52530

Furniture, Fixtures & Office Machines

Subtotal Capital Outlay: 602.552.52810

Refunds

0.00

332.50

0.00

Subtotal Refunds & Reimbursements:

0.00

332.50

0.00

696,165.51

688,546.28

653,942.51

883,346.84

Totals Notes:

157

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

2010 Budget

Departmental Budget Detail Account Number

Description

602.555.52110

Salaries and Wages

602.555.52120

2007 Actual Expenditures

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

313,970.98

326,692.40

340,499.04

361,009.02

Retirement

42,879.08

45,112.05

47,358.66

50,541.26

602.555.52130

Medical Insurance

70,000.00

84,000.00

602.555.52150

Medicare

4,561.79

4,689.47

4,871.21

5,234.63

602.555.52160

Workerâ&#x20AC;&#x2122;s Compensation

Subtotal Personal Services: 602.555.52210

25,586.43

12,059.28

10,887.34

14,440.36

456,998.28

472,553.20

487,616.25

515,225.28

5,404.56

2,663.11

1,998.26

5,000.00

5,404.56

2,663.11

1,998.26

5,000.00

71.75

0.00

400.00

664.00

844.45

1,000.00

4,882.41

8,124.54

2,855.78

10,000.00

Training/Meeting Expense

Subtotal Employee Development: 602.555.52320

Telephone/Pager Service

602.555.52330

Rents & Leases

602.555.52340

Professional Services

602.555.52342

Engineering Services

Subtotal Contractual Services: 602.555.52420

Operational Supplies

602.555.52430

Repairs and Maintenance

602.555.52440

Small Tools/Minor Equipment/Computers

602.555.52450

Postage

602.555.52460

Chemicals

602.555.52470

Fuel

602.555.52480

Uniforms & Clothing

Subtotal Supplies & Materials: 602.555.52550

Vehicles/Vehicular Equipment

602.555.52580

Machinery & Equipment

602.555.52599

Special Equipment

Subtotal Capital Outlay: 602.555.52710

149,220.00

7,300.00

10,000.00

158,008.54

11,000.23

21,000.00

4,864.04

5,206.60

4,516.64

10,000.00

51,430.37

47,593.81

55,681.43

65,000.00

9,918.66

5,884.21

3,505.97

10,000.00

0.00

200.00

0.00

3,267.12

799.78

2,777.16

5,000.00

24,591.45

32,141.59

16,280.06

34,000.00

4,587.62

5,055.24

4,868.57

6,000.00

98,659.26

96,681.23

87,829.83

130,000.00

0.00

38,607.65

0.00

4,789.19

0.00

100,000.00

46,000.00

0.00

104,789.19

84,607.65

0.00

Transfers Out

0.00

749,085.45

814,513.73

588,444.57

671,225.28

Subtotal Transfers Out: Totals

77,880.00 83,234.16

Notes:

158

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

2010 Budget

Departmental Budget Detail Account Number

Description

2007 Actual Expenditures

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

602.559.52340

Professional Services

0.00

602.559.52341

Legal Services

0.00

602.559.52342

Engineering Services

Subtotal Contractual Services:

0.00

602.559.52410

Office Supplies

0.00

602.559.52420

Operational Supplies

0.00

602.559.52430

Repairs and Maintenance

34,717.34

3,294.93

6,121.25

0.00

34,717.34

3,294.93

6,121.25

0.00

Subtotal Supplies & Materials: 602.559.52599

Special Equipment

Subtotal Capital Outlay: 602.559.52710

Transfers Out

Subtotal Transfers Out: Totals Notes:

159

0.00

5,790.72

0.00

5,790.72

0.00

34,717.34

9,085.65

6,121.25

0.00

City of Mason, Ohio Fund 612.504 : Sewer Expansion Fund

2010 Budget

Departmental Budget Detail Account Number 612.504.52110

Description

2007 Actual Expenditures

Salaries and Wages

Subtotal Personal Services:

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

0.00

612.504.52340

Professional Services

975.00

86,623.74

0.00

612.504.52342

Engineering Services

36,000.00

45,273.41

66,148.00

210,000.00

612.504.52350

Contracts/Agreements

13,611.00

44,162.80

0.00

612.504.52370

Printing & Advertising

Subtotal Contractual Services:

0.00

983.06

0.00

50,586.00

177,043.01

66,148.00

210,000.00

612.504.52510

Land & Land Improvement

0.00

8,980.00

32,600.00

20,000.00

612.504.52550

Vehicles/Vehicular Equipment

0.00

80,000.00

612.504.52560

Utility Plant in Service

1,010,641.20

842,034.92

0.00

612.504.52580

Machinery & Equipment

0.00

37,287.14

0.00

612.504.52595

Repairs, Improvements & Replacements

Subtotal Capital Outlay: 612.504.52810

0.00

1,577,650.74

814,749.34

2,924,000.00

1,010,641.20

2,428,665.66

884,636.48

3,024,000.00

Refunds

0.00

7,851.60

0.00

Subtotal Refunds & Reimbursements:

0.00

7,851.60

0.00

1,061,227.20

2,613,560.27

950,784.48

3,234,000.00

Totals

Notes: 1. Arbor Creek/Bridgewater Court - Lift Station Design/System Impr. - $600,000 2. Sewer Master Plan Update - $150,000 3. Mason-Montgomery Road Sewer Crossing - $30,000 4. WRP - Add Tertiary Treatment - Design/Construction - $1,200,000

160

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 2007

2008

2009

Payroll Number of payroll checks written Number of electronic checks e-mailed Number of direct deposits Number of employees

1,151 0 9,570 543

1,283 0 9,392 522

1,243 1,244 7,962 534

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

5,904 8,543

6,814 9,984

6,341 8,196

161

FINANCE

2007

2008

2009

Income Tax Number of tax returns processed for the tax year 16,139 15,618 ** Tax revenue collected (in millions) 21.3 21.7 21.1 Number of new tax accounts 3,288 2,877 *1,238 Number of business accounts 2,313 2,716 2,881 Number of tax withholding accounts 2,884 3,309 3,246 Number of tax accounts 18,728 19,986 20,738 * New accounts for 2009 will increase since many are added in the year after residents move into Mason ** 2009 Tax returns is due April 15, 2010 ______________________ DESCRIPTION OF PROGRAMS Customer Service Customer service is 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, payroll is responsible for new hire orientations, accurately reports withholdings and deduction information and payments. Payroll is 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 with meeting their tax obligations to the City. Additional responsibilities of the office include: collection of revenues, maintaining accounts and responding to inquiries. 162

FINANCE

Finance Operations The Finance Department has the following major functions: Preparation of the Cityâ&#x20AC;&#x2122;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 2009 Customer Service x Continued to cross-train staff members to better service external and internal customers. Payroll x Continued time clock interface to reduce data entry time needed to process payroll for the Community Center. x Worked with Human Resources to streamline new employee number assignment and part-time seasonal employees processes. x Implemented an electronic pay stub option for city employees. x Started a payroll software user group for Southwest Ohio to improve processes. Accounts Payable x Created spreadsheets and other applications to reduce time needed to process and allocate invoices for proper payments. x Changed accounts payable payment cycle to improve process and communication with other departments. x Standardized stamp for invoice approval process to be used by all departments including the Golf Center and Court. x Started saving end of month reports electronically. x Started scanning monthly utility invoices to shared drive for easier access for review by other departments. x Changed the continuation check process during the regular check run cycle saving approximately 650 voided checks per year. x Implemented the mass approval process for purchase order requisitions. x Set up accounts payable email address. x Trained department secretary in Vendor Maintenance to comply with audit recommendations on segregation of duties for improvement of internal controls. Income Tax x Communicated the tax credit phase-in to both residents and preparers for tax year 2008. x Continued with monthly ACH credit program for payroll companies and many businesses. This process has increased the Cityâ&#x20AC;&#x2122;s monthly cash flow, improved internal control, and reduced data entry.

163

FINANCE

x Accepted business income tax returns, estimated payments, and withholding tax payments electronically via the Ohio Business Gateway. x Used the Online Tax Filing Tool to assist resident taxpayers in completing their 2008 tax return. About 1,000 taxpayers took advantage of the online tool. x Improved method to account for individual tax filing in a manner that allows better reporting of the City’s tax base. Finance Operations x Received Certificate of Achievement for Excellence in Financial Reporting for the City’s 2008 Comprehensive Annual Financial Report (CAFR). This is the eleventh consecutive time the City has received this award. x Issued the 2009 Budget in electronic format on CD-ROM. x Revised the City’s investment policy x Confirmed the City’s Aa2 rating through a bond rating update. x Continued development of an emergency operation plan for the Finance Department and completed NIMS training for key personnel. _________________________ DEPARTMENTAL GOALS FOR 2010 x x x x x x

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. x Begin round table discussions with other departments to improve efficiencies. Payroll x Expand time clock interface to other departments to reduce date entry for payroll. x Revise Employee Deduction manual to include online filing instructions. x Implement document imaging for the payroll system. x Reduce the number of checks issued for deductions and to submit more deductions online. x Provide employee electronic access toW-2s. Accounts Payable x Work on utilizing electronic reports both internally (Golf Center, Court, etc.) and externally (annual audit). x Research p-cards as an option for saving time and money. x Utilize user-defined reports more to generate specific report information. x Work on posting manual transactions during the month vs. at the end of the month to help shorten the time needed to close at the end of the month.

164

FINANCE

Income Tax x Increase number of taxpayers who use the on-line tool for filing tax returns. x Increase the number of businesses to make withholding payments electronically via ACH or Ohio Business Gateway. x Implement on-line filing and on-line payment. x Continue collection of delinquent taxes including implementation of alternative collection methods for excessive delinquency. x Continue enforcement of the tax-filing requirement especially for taxpayers who fail to file multiple years. x Increase the number of employers that submit their employeesâ&#x20AC;&#x2122; W-2 electronically. x Revise income tax rules and regulations based on the revised income tax ordinance. x Revise and update income tax procedure manual. x Work on reducing paper by saving reports electronically and encouraging on-line filing and payment. Finance Operations x Review banking, credit card processing, and investment services x Explore alternative debt financing options x Improve budget oversight and control functions x Continue deed organization. x Implement scanning of revenue backup eliminating paper as well as time in locating information.

_________________________

165

COST SAVINGS Estimated 2006 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. (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 2009, 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 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. 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 2004-2009 upon the percentage increase in the City's population since 2002. For tax year 2008 & 2009, business returns were not printed and mailed. Instead, a reminder was sent to the business accounts telling them the forms were available on the website.

166

Estimated 2007

Estimated 2008

Estimated 2009

Projected 2010

65,000

50,000

45,000

42,000

40,000

26,810

27,615

27,738

28,560

24,750

9,405

10,000

12,000

26,600

23,300

20,000

16,700

13,400

16,418

10,027

10,328

11,151

12,043

4,500

7,500

5,155

5,309

5,465

5,629

5,779

4,700

4,841

4,986

5,136

5,286

4,126

4,250

4,350

5,166

COST SAVINGS Estimated 2006 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. E-mailing pay stubs to employees versus printing, stuffing, and distributing them 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%. Online filing and online payments were started in 2010 for tax year 2009 reducing staff time and cost of processing.

3,006

2,660

Estimated 2007

3,096

2,740

Estimated 2008

3,186

2,850

Estimated 2009

Projected 2010

3,282

3,378

550

1,300

2,964

3,078

1,200

167

COST SAVINGS Estimated 2006 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 progressimplemented in 2009. Total - Finance

169,002

168

Estimated 2007

155,397

Estimated 2008

158,049

Estimated 2009

155,948

Projected 2010

151,298

City of Mason, Ohio Fund 101.703 : Finance

2010 Budget

Departmental Budget Detail Account Number

Description

101.703.52110

Salaries and Wages

101.703.52120 101.703.52130

2007 Actual Expenditures

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

229,099.75

282,084.41

279,387.51

274,846.49

Retirement

36,556.03

47,416.45

47,060.33

47,235.85

Medical Insurance

65,333.75

60,666.00

65,332.00

60,666.20

101.703.52150

Medicare

3,304.80

4,026.99

3,978.92

3,985.27

101.703.52160

Workerâ&#x20AC;&#x2122;s Compensation

7,613.37

4,604.45

9,400.74

10,993.86

341,907.70

398,798.30

405,159.50

397,727.68

Subtotal Personal Services: 101.703.52210

Training/Meeting Expense

3,720.07

4,866.48

1,469.15

6,360.00

101.703.52220

Memberships/Subscriptions

3,304.22

4,460.62

3,472.00

2,684.00

7,024.29

9,327.10

4,941.15

9,044.00

46,480.21

55,604.07

24,095.52

34,920.00

Subtotal Employee Development: 101.703.52340

Professional Services

101.703.52350

Contracts/Agreements

26,586.83

46,240.23

40,434.74

55,525.00

101.703.52370

Printing & Advertising

10,596.28

12,298.49

5,047.62

13,892.00

83,663.32

114,142.79

69,577.88

104,337.00

Subtotal Contractual Services: 101.703.52410

Office Supplies

3,135.78

3,546.26

2,330.76

3,200.00

101.703.52420

Operational Supplies

2,004.38

2,788.75

1,084.48

1,250.00

101.703.52430

Repairs and Maintenance

1,600.10

1,744.72

926.30

750.00

101.703.52440

Small Tools/Minor Equipment/Computers

1,561.71

3,178.47

3,501.73

3,500.00

101.703.52450

Postage

3,116.22

2,068.00

3,376.06

4,900.00

101.703.52480

Uniforms & Clothing

Subtotal Supplies & Materials: 101.703.52540

Computers/Computer Equip.

Subtotal Capital Outlay: 101.703.52810

0.00

77.00

0.00

11,418.19

13,403.20

11,219.33

13,600.00

0.00

5,910.00

0.00

5,910.00

0.00

Refunds

0.00

100.25

0.00

Subtotal Refunds & Reimbursements:

0.00

100.25

0.00

444,013.50

535,771.64

496,807.86

524,708.68

Totals Notes:

169

City of Mason, Ohio Fund 101.704 : Earnings Tax

2010 Budget

Departmental Budget Detail Account Number

Description

101.704.52110

Salaries and Wages

101.704.52120 101.704.52130

2007 Actual Expenditures

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

234,781.22

199,182.44

245,286.24

288,583.12

Retirement

32,507.79

27,497.79

34,242.10

40,401.64

Medical Insurance

84,000.00

56,000.00

101.704.52150

Medicare

3,385.44

2,845.85

3,477.34

4,184.46

101.704.52160

Workerâ&#x20AC;&#x2122;s Compensation

5,498.54

4,385.19

6,637.95

11,543.33

360,172.99

317,911.27

373,643.63

400,712.54

1,687.48

2,108.11

1,152.72

6,200.00

822.56

442.00

117.00

800.00

2,510.04

2,550.11

1,269.72

7,000.00

160,489.91

179,174.42

65,788.60

40,770.00

Subtotal Personal Services: 101.704.52210

Training/Meeting Expense

101.704.52220

Memberships/Subscriptions

Subtotal Employee Development: 101.704.52340

Professional Services

101.704.52350

Contracts/Agreements

33,808.17

46,343.88

51,358.40

62,923.00

101.704.52370

Printing & Advertising

25,495.55

30,173.33

17,279.99

30,000.00

219,793.63

255,691.63

134,426.99

133,693.00

2,996.99

3,396.56

2,158.71

3,000.00

915.51

539.56

585.24

750.00

Subtotal Contractual Services: 101.704.52410

Office Supplies

101.704.52420

Operational Supplies

101.704.52430

Repairs and Maintenance

328.99

111.08

769.00

1,000.00

101.704.52440

Small Tools/Minor Equipment/Computers

827.91

1,805.24

1,834.43

900.00

101.704.52450

Postage

14,549.77

7,250.00

16,647.30

27,500.00

101.704.52480

Uniforms & Clothing

0.00

94.00

0.00

19,619.17

13,196.44

21,994.68

33,150.00

Refunds

1,024,221.23

947,412.27

909,022.14

850,000.00

Subtotal Refunds & Reimbursements:

1,024,221.23

947,412.27

909,022.14

850,000.00

Totals

1,626,317.06

1,536,761.72

1,440,357.16

1,424,555.54

Subtotal Supplies & Materials: 101.704.52810

Notes:

170

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

2009

Council Number of new City ordinances Number of council resolutions

179 23

141 22

127 21

Economic Development Amount of new business investments (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 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

36.6 675 28.6 137 84 75 8 275 55 6

451 18 80 87 525 3,337

500 20 135 80 612 4,475

74 4 84 50 315 1,547

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 171

COUNCIL & ADMINISTRATION

Information Technology Number of technical work orders completed Number of computers/servers replaced Number of telephones supported/maintained Number of City employees trained in Microsoft Office applications Number of databases configured, developed, and/or queried Number of spam processed in email filtering system (in millions) Number of online program registrations Number of voicemail boxes supported/maintained Average completion time per helpdesk ticket (in days) Improvement in response time to users requests (percent) 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 backpack stuffers Number of City flyers for water bills Number of media contacts Number of ads created

2007

2008

2009

1,489 113 297 70 38 4.7 3,381 124 21 50%

1,193 69 243 98 42 2.6 2,205 177 2.5 88%

896 0 225 98 43 0.7 2,488 190 1.6 36%

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

13,648 4 27,000 6 12 114 44,263 222 0 3 5 3 584 32

13,507 4 27,000 6 12 132 60,388 174 0 2 2 3 430 16

_________________________

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.

172

COUNCIL & ADMINISTRATION

ECONOMIC DEVELOPMENT Masonâ&#x20AC;&#x2122;s Economic Development Office includes Business Attraction & Marketing; Business Retention. 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 over 100 Mason corporations such as Luxottica Retail (Parent Company to LensCrafters, Sunglass Hut, Watch Station and EyeMed); Procter & Gamble Pet Care, Oral Care, and Personal Health ; PRASCO Pharmaceuticals, Mitsubishi Electric Automotive America; Fujitec North American Headquarters, FANUC Robotics America, Noritake North 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 â&#x20AC;&#x201C; 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 provides Information Technology related leadership to both internal and external customers by: x Developing IT internal staff skills to support all City departments. x Anticipating and identifying evolving technological trends. 173

COUNCIL & ADMINISTRATION

x Fostering a broad understanding of our customers’ business functions. x Identifying, providing, replacing and maintaining information technology-related tools and systems to support the City’s mission. x Providing training and education to develop a technology literate work force characterized by a standard level of core skill competencies. x Working closely with each City department to identify and support their information technology needs. x Treating all of our customers with respect, addressing problems immediately, and always following up regardless of the result. x Assisting departments in re-engineering and automating their processes to increase efficiency and effectiveness while encouraging and supporting continuous improvement. x Empowering our customers to become more self-sufficient and gain the technological confidence to utilize the full potential of the tools available to them. The Information Technology Office provides consistent and reliable 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 2009 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. x Facilitated increased cooperation and coordination among department’s services to ensure maximum benefits for residents. x Increase Customer-Service-focused environment by instituting minimum Customer Service standards and establishing benchmarks throughout the organization. x Provided Customer Service Training to all full time, part time, seasonal, and volunteer staff throughout the City. x Developed “Exceed the Need” program to promote Mason’s expectations for Customer Service. x Redesigned and produced the 2008 Employee Newsletter.

174

COUNCIL & ADMINISTRATION

Economic Development Business Attraction & Retention x Aligned the development planning efforts of the Mason Port Authority, the private sector planning work of Al Neyer/Health Alliance and the City Comprehensive Plan Update to maximize partnership and awareness. x Worked on long-term planning and real estate strategy planning and forecasting with the Mason Port Authority, Economic Development Committee and Private sector. x During attraction efforts, like-industry materials from Mason companies were used in marketing materials and site tours. x Capitalized on corporate relationships to assist with recruitment efforts by accessing data related to workforce availability, workforce relocation trends and attitudes, prospect interviews with new companies recently located from out of state regarding business environment. x Industry connections of existing corporations such Cintas and Armor were identified to increase partnership and market opportunities. x 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. x Partnered with the Warren County Economic Development Office on many projects that focused on business attraction efforts. x Increased business outreach to top tier companies and developer brokerage community through the use of business development events at the tennis and volleyball tournaments. x Continued membership 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. x Masonâ&#x20AC;&#x2122;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. x Expanded international business outreach with membership to the European American Chamber of Commerce and the Japan America Society. x Masonâ&#x20AC;&#x2122;s CincinnatiUSA investment also leveraged active participation with CincyTech and set a work plan to continue contact to start-ups, technology spinoffs, and entrepreneur business development. x Invested in CincyTech USA to promote Masonâ&#x20AC;&#x2122;s opportunity for high-tech company growth. x Mason Port Authority created new financial opportunities through the exploration of a pooled financing tool with RBC Capital Markets. x Mason Port Authority, in conjunction with the City, financed an incentive with Spear saving 108 jobs and creating 30 more. x 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. 175

COUNCIL & ADMINISTRATION

x Collaborated with IT to transfer our databases (CEO, Developer & Broker, Small Business, Site Tracker) to the SQL Server and upgraded capabilities. x Updated our marketing collateral for business outreach. x Experienced expansions from current business partners, Portion Pac, Spear and Armor while working to secure new business partners to Mason with Noritake and Rhinestahl, and the P&G Pet Care relocation. Downtown/Small Business x Recognized five small business investments with Council recognition. x Organized business appreciation with use of both the Community Center VIP Program and also the AVP Volleyball event. x Completed the CDBG program with a successful and positive outcome from our State review. Human Resources Office x Continue to monitor health care and find effective options to minimize increased costs. x Negotiating collective bargaining agreement with IAFF, FOP and Teamsters bargaining unit members. x Updated procedures for Bureau of Workers’ Compensation. x Conducted successful employee recognition programs. x Enhanced communications with part-time and full-time candidates through online system. x Updated processes for Family Medical Leave Act and Ohio Police & Fire Pension Fund. x Provided Wellness Screenings for Employees in benefits plan. x Assisted employees in processing claims and other benefits online through Custom Design Benefits. x Updated part-time hiring process for part-time applicants. x Establish and distribute monthly employee newsletter. x Continue to update the Personnel Review Manual. x Completed Human Resources file audit. x Researched and developed Employee Wellness Program. x Assisted departments in developing strategic recruitment and selection processes to fill vacant positions. x Assisted departments in developing competencies for employee performance. Information Technology Office Technical Solutions and Support x Successfully migrated all City email users to Microsoft Exchange 2003. x Created a contract for IT Consultants to better serve the City through increased accountability. x Added general orders on the network for the Police Department. x Developed a solution for “Online Accidents” to assist the Police Department and the Mason residents using FTP site. x Upgraded City’s Phone system, Phone servers, Cisco VoIP software and City’s Voicemail. x Update City Security including Firewall PIX to ASA. 176

COUNCIL & ADMINISTRATION

x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x

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. 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, Alarm Drop, Fire, and Payroll. Researched Document Management System to centralize Citywide for improved requests and record retention solution. 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. 177

COUNCIL & ADMINISTRATION

x Communicated definition to IT Reps for accurate “helpdesk ticket entry”. x Implemented IT project template for all projects. x Meeting Room Manager – install web-based application to allow easier reserving and tracking of City rooms, pool fleet cars, IT assets, etc. x Added audio storage on network with additional security for the police Department and detective’s electronic evidence. x Worked on existing Access databases for cost savings consolidation and application development. x 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. Public Information Office x Completed the process to create a new City logo and usage standards. x Replaced the annual State of the City address with bimonthly videos aired on ICRC and on the City’s web site. The bimonthly format allows the City to address topics in a timelier manner. Two shows were produced in 2009 (August and October). x Renewed the contract with the Cincinnati Enquirer/Our Town magazine to design, print, and distribute Funformason. x Updated the Student Guide to Government and the Youth in Government Guide. x Promoted the Mason Community Center addition and the partnership with TriHealth: o Promoted the new partnership logo designed by TriHealth o Created bulletin board graphics and calendar to promote partnership “Live Well in Mason” events o Created bookmarks with Live Well in Mason events o Posted Live Well events to the City web site o Provided miscellaneous support for Live Well events o Promoted the reduced construction membership rates o Helped with advising people of new venues for programs o Provided graphical support for site and project groundbreaking events o Sent regular “Build Well in Mason” e-newsletters to keep Community Center members informed about the progress of construction and what to expect. x Placed 6 issues of Funformason in Enquirer’s OurTown magazine x Created backpack stuffers about programs, for distribution through Mason schools x Sent VIPerks newsletter to Community Center VIP members x Supported the City’s Heritage Festival presence, including: o 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 and future ad space in Enquirer publications were used to offset the printing costs. 1,500 copies were distributed. o Created coupon handout for use in the parade. o Prepared City golf carts for use in the parade. o Created postcard about City post office for use in City booth and at customer service counters. x Supported the Economic Development Office for the annual tennis tournament o Designed ad for program book 178

COUNCIL & ADMINISTRATION

o Assisted with letter from the Mayor for program book o Designed invitations and got them printed Assisted Council and Economic Development Office with AVP Volleyball tournament. o Designed ad for program book o Assisted with letter from the Mayor for program book o Designed invitations o Designed ads for related publications as part of AVP contract x 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, road construction information, coed softball schedules, Sunshine Concert Series, and updated police department information. x Assisted City departments and committees with updates and designs for presentations and printed materials. x Hosted emergency communications training for department information representatives. This training was provided for free by Ohio EMA. The training was open to PIOs from around the area, bringing the number of attendees to thirty. x Promoted the City’s new postal unit. x Developed and distributed a survey of residents about their preferred forms of communication from the City x Provided graphics support for Red, Rhythm & Boom: o Operation Thank You posters o Comprehensive web site information o Maps for attendees o Slide show for intermissions o Press releases o City hotlines _________________________ DEPARTMENTAL GOALS FOR 2010 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. x Continue to evaluate and improve planning efforts to ensure the effective development of the community. x 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. x Continue to develop and foster partnerships for the overall success of Mason and Cincinnati region. x Coordination of City departments and services to ensure maximum benefits for 179

COUNCIL & ADMINISTRATION

residents. x Foster and promote an environment for innovative ideas resulting in more efficient and effective services and cost savings to our residents. Administration Team x Lead by Example not the Exception. x Continue to promote and maintain a safe working environment. x Continue to reduce operational expenses by implementing cost-saving opportunities. x Further develop an Citywide planning process to calendar service and program events one-year in advance. x Introduce the use of the Intranet tool to serve as a cross-departmental communication tool. x Develop a paperless system for communicating information to Council members. x Continue training and cross-training employees to better serve the needs of the residents. Economic Development Business Attraction & Retention x Raise the bar of Economic Development Efforts in Mason and differentiate Mason’s efforts from its partners and competition. x Invest more time strategic planning for economic development. x Build a strong reputation for business development in Mason. x Build the reputation of the Mason Port Authority as a development partner and competitive asset to business attraction. x Identify creative methods to attract new businesses to Mason’s industrial parks that will supplement the changing State of Ohio incentive programs. x Participate in national and international recruitment efforts with the Cincinnati USA partnership to expand Mason’s exposure to site selection consultants. x Partner with CincyTech USA to expand technology company spin-offs in the corporate City limits of Mason and explore entrepreneurial opportunities. x Continue our partnership with Warren County Economic Development Office to identify joint means to assist with business attraction and retention efforts. x 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. x 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. x 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. x Integrate the City’s customer service focus into the economic development client relationship model. 180

COUNCIL & ADMINISTRATION

x Benchmark and set a minimum target for CEO weekly meetings with our top 100 corporate partners, the City Manager and a City Council representative. x Set a minimum target for completing retention visits and company retention surveys. x Introduce newly attracted corporate leaders to the existing business community assisting in business networking and growth opportunities. x Update business recruitment outreach through the update of the new businessmarketing package and the Economic Development web site. Downtown/Small Business x Evaluate the continued focus of the downtown revitalization efforts with the Downtown Committee of Council. x Evaluate the needs of a successful downtown and what steps follow the Cityâ&#x20AC;&#x2122;s infrastructure and streetscape investment. x Sought private sectors interests and develop marketing tools for downtown. Human Resources Office x Research compensation and incentive systems to control the effects on payroll. x Continue to research Health Care options for employees while containing costs. x Develop a Human Resources Strategic Plan that will assist all departments in meeting their goals of working with employees. x Expand monthly employee newsletter and make available online. x Provide Citywide training for supervisors and staff on drug free workplace programs. x Review and revise employee performance evaluation system. x Continue to update the Personnel Review Manual. x Expand coverage of human resources availability to include evening hours. x Implement HR software system. x Review and revise employee and interdepartmental forms. x Continue staff training and development. Information Technology Office Technical Solutions and Support x Reconfigure IP address scheme to support more devices on network and growth. x Move helpdesk, FTP site and City Intranet to new hardware. x Municipal Building Wireless Upgrade, Downtown Hotspots, Park Hotspots x 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. x 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 181

COUNCIL & ADMINISTRATION

x x x x

x x x

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 Cityâ&#x20AC;&#x2122;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. 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 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 x Work with Community Center and Economic Development to design and implement a new web site for ED and for the Mason Community Center in time for the opening of the community center expansion in the fall; update other areas of the web as time and resources allow. x Make better use of departmental PIO representatives; provide training x Implement new City logo with the opening of the Community Center expansion and as resources are replaced, used up, updated. x Coordinate promotions for the expansion of the Mason Community Center, new pass types, benefits of membership, Live Well in Mason series, etc. x Tabulate communications survey results and implement changes as suggested by results. x Evaluate imagineMason: the Show and adjust as necessary.

182

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. 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. Participate in monthly Safety Council Meetings savings of 2% to 4% on 2008 WC costs. For personnel testing used 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. Eliminated 1 part-time position. 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. 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.

183

Estimated 2007

Estimated 2008

Estimated 2009

Projected 2010

23,000

5,000

140,000

150,000

160,000

9,000

500

300,000 5,000 20,000

1,000,000 8,000 30,000

450,000 8,000 50,000

300,00 8,000 40,000

70,000

90,000

70,000

1,500

7,000

10,000

15,000

17,000

160,000

2,000 2,000

50,000

16,000

10,000 4,000

16,000

5,000

0 14,000

12,000

14,000

7,000

10,000

7,000

10,000 8,000

10,000 12,000

10,000 12,000 5,000

10,000 20,000 15,000

5,000

8,300

16,600

15,000

6,000

40,00

40,000

1,600

8,993

9,000

14,000

10,000

COST SAVINGS Estimated 2006 Reverted to 2-color printing of Mason Matters on all pages instead of full color on 8 of the pages. In 2009, also cut the number of pages in half. 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. Partnered with the Enquirer newspaper and local businesses to print calendars for use as Heritage Festival promotional items in exchange for advertising space in Enquirer publications. Included Detour Times inside of Mason Matters instead of as a separate publication. Negotiated a reduced price on street pole banners. Assembled new resident packets in house as opposed to outsourcing.

Estimated 2008

3,300

3,500

4,000

1,500

1,700

2,000

1,000

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.

Estimated 2007

1,020 1,000

1,000

Estimated 2009

Projected 2010

13,800

23,600

5,000

2,500

4,300

1,000

1,500

795 100

2,000

Did not attend annual training conference. Eliminated annual public/employee presentations of State of City. Printed Youth in Government booklets in house. Revised calendar award photo format to reduce costs. Information Technology

4,500 250 1,800

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 Eliminated unused mailboxes and calendars ($80 per mailbox)(150 IT reduced spending by making many changes to the city's Firewall, 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. 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 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 Free Cisco Security Training (1500 x 3people). Stopped Service on Old Water Plant Lines. Bought Finance Server through Dell rather than using CMI. 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 monthly bills.

134,400

141,120

148,176

14,700

19,500

20,475

15,000

15,750

13,720

14,406

13,000 12,000 7,015 4,389

13,650 12,600 7,366 4,500

6,615

2,000

14,000

4,800 6,000

6,300 1,800 30,000 1,000

1,257 300 6,282 4,500 7,000 75 48 67,200 720

184

4,500 250

COST SAVINGS Estimated 2006 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. Economic Development Design of ATP invitation (in-house). Design of AVP invitation (in-house). Marketing Materials for business parks (in-house). GIS resources research (in-house). Cancelled Executive Reception ($1200 catering/$500 entertainment/$1200 The Golf Course). Cancelled Continuous Master's Degree Education (BG). Cancelled EDO Training (MB). Conducted marketing meetings at office (mileage?). Double sided print jobs (8 mtgs x 20pgs x$.03). Electronic Christmas Cards (postage and print). Sponsorship for TMS food & beverages. Complimentary additional suite night at ATP. Overtime Reduction (AH) (9pays x 6hrs x $27.44). CincyUSA Chamber cut-sheet for recruitment. Savings in TMS catering ($2273 in 2008 vs. $1894 in 2009). Cancelled IEDC training ($800 reg/$400 airfare/$300 hotel/$250 misc). Cancelled OEDA training (x2) ($300reg/$200 hotel/$150 misc). Cancelled We Lead CincyUSA course. MB did not attend the Managing Economic Development Offices, course offered by KAED. MB & BG split membership to UC Real Estate Roundtable meetings. Economic Development Partners Regionally on all Business Recruitment Outreach and Marketing. Cost is $50,000. Savings is estimated, depending on the activities within the 1-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. 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.

185

Estimated 2007

Estimated 2008 200 300 11,000 3,500 1,200

Estimated 2009

Projected 2010

7,500 750 750 3,125 1,500 2,900

6,000 350 75 19 185 2,044 2,000 1,482 1,000 379 1,750 1,300 2,400

3,000 350 0 30 200 2,050 2,000 1,000 1,500 379 2,000 1,300 2,400

200

300

100,000

120,000

125,000

100,000

20,000

18,000

22,000

20,000

15,000

450

2,400

750 750 3,125 0

2,400

COST SAVINGS Estimated 2006 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 Dissemination. 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. 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. Downtown plaza dedication in-house services for event, volunteer staffing, in-house design and prinint of invitations and email delivery. Training for new EDM grant by Duke Energy. Downtown construction, cost savings of staff time by use of Private Public Partnership program Block Captains. Sought 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 = Reduced Business Briefs to one page and send electronically only (2009). Joint event w/ County for Dev & Broker day at TMS. Downtown - in-house photography for downtown updates.

186

Estimated 2007

Estimated 2008

Estimated 2009

Projected 2010

60,000

5,000

4,000

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

800

850

875

2,700

600

500 50 1,500 200

300 1,500

COST SAVINGS Estimated 2006

Estimated 2007

Downtown - article ad equivalency (get from ytd from SMG) . Downtown - items donated by businesses. Downtown - printed programs in house. Other cost Savings Practices (actual cost savings difficult to Citywide)Printer Consolidation Project.

Estimated 2008

Estimated 2009

Projected 2010

500 50

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). 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. A cheaper production method was chosen for street pole banners, while still maintaining quality. Total

535,219

187

940,605

1,729,448

501,250

City of Mason, Ohio Fund 101.403 : Economic Development

2010 Budget

Departmental Budget Detail Account Number

Description

101.403.52110

Salaries and Wages

101.403.52120

2007 Actual Expenditures

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

161,089.20

148,267.52

190,304.35

200,370.14

Retirement

30,595.94

28,055.13

34,914.16

36,966.78

101.403.52130

Medical Insurance

84,000.00

56,000.00

42,000.00

101.403.52150

Medicare

2,305.00

2,082.61

2,659.93

2,905.37

101.403.52160

Workerâ&#x20AC;&#x2122;s Compensation

Subtotal Personal Services: 101.403.52210

Training/Meeting Expense

101.403.52220

Memberships/Subscriptions

4,229.65

2,192.60

4,941.16

8,014.81

282,219.79

236,597.86

274,819.60

290,257.09

8,701.45

15,568.28

16,077.17

30,000.00

Subtotal Employee Development:

3,675.50

4,945.95

3,152.95

3,000.00

12,376.95

20,514.23

19,230.12

33,000.00

101.403.52320

Telephone/Pager Service

1,659.00

1,425.66

1,548.47

1,500.00

101.403.52340

Professional Services

4,182.54

8,395.90

28,992.10

30,000.00

101.403.52341

Legal Services

1,062.00

1,578.57

2,193.78

10,000.00

101.403.52350

Contracts/Agreements

99,920.80

33,127.00

43,483.75

55,000.00

101.403.52370

Printing & Advertising

Subtotal Contractual Services:

4,521.87

4,158.96

1,886.29

5,000.00

111,346.21

48,686.09

78,104.39

101,500.00

101.403.52410

Office Supplies

621.84

1,758.67

474.80

1,000.00

101.403.52420

Operational Supplies

213.80

603.48

0.00

101.403.52440

Small Tools/Minor Equipment/Computers

2,060.82

697.41

0.00

878.82

328.65

368.69

1,000.00

0.00

30.00

0.00

101.403.52450

Postage

101.403.52480

Uniforms & Clothing

Subtotal Supplies & Materials: Totals

3,775.28

3,418.21

843.49

2,000.00

409,718.23

309,216.39

372,997.60

426,757.09

Notes:

188

City of Mason, Ohio Fund 101.405 : Community Development

2010 Budget

Departmental Budget Detail Account Number

Description

101.405.52350

Contracts/Agreements

101.405.52353

ICRC

2007 Actual Expenditures 0.00

Subtotal Contractual Services: 101.405.52420

Operational Supplies

2008 Actual Expenditures 0.00

2009 Actual Expenditures 173,892.40

2010 Budget 225,000.00

0.00

140,591.35

150,000.00

0.00

314,483.75

375,000.00 0.00

2,230.84

220.00

240.00

Subtotal Supplies & Materials:

2,230.84

220.00

240.00

0.00

Totals

2,230.84

220.00

314,723.75

375,000.00

Notes: 52350-Festivals of Mason - $50,000, Cincinnati USA partnership - $50,000 Event Contribution - AVP & Duramed, Organization Request Historical Society, Arts Council, Humane Assoc.

189

City of Mason, Ohio Fund 101.701 : City Manager

2010 Budget

Departmental Budget Detail Account Number

Description

101.701.52110

Salaries and Wages

101.701.52120 101.701.52130

2007 Actual Expenditures

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

191,758.53

198,434.42

200,206.61

215,604.72

Retirement

56,279.65

40,265.84

43,620.86

42,204.72

Medical Insurance

42,000.00

28,000.00

101.701.52150

Medicare

2,767.09

2,846.17

2,851.71

3,126.27

101.701.52160

Workerâ&#x20AC;&#x2122;s Compensation

2,114.82

2,192.60

6,613.02

8,624.19

294,920.09

285,739.03

295,292.20

297,559.90

Subtotal Personal Services: 101.701.52210

Training/Meeting Expense

5,040.30

18,196.98

5,406.73

6,000.00

101.701.52220

Memberships/Subscriptions

3,784.10

3,980.71

5,478.34

5,700.00

8,824.40

22,177.69

10,885.07

11,700.00

Subtotal Employee Development: 101.701.52320

Telephone/Pager Service

1,229.03

781.44

650.19

800.00

101.701.52330

Rents & Leases

2,824.00

1,986.11

2,574.00

3,000.00

101.701.52340

Professional Services

5,317.61

9,586.61

4,379.62

57,000.00

101.701.52350

Contracts/Agreements

290.00

364.62

203.64

250.00

101.701.52370

Printing & Advertising

5,886.31

6,668.22

7,200.26

7,000.00

15,546.95

19,387.00

15,007.71

68,050.00

Subtotal Contractual Services: 101.701.52410

Office Supplies

3,728.35

2,316.09

1,358.44

1,200.00

101.701.52420

Operational Supplies

1,830.56

1,512.06

1,123.54

2,500.00

101.701.52440

Small Tools/Minor Equipment/Computers

1,469.41

0.00

101.701.52450

Postage

779.12

1,369.77

605.01

950.00

101.701.52480

Uniforms & Clothing

0.00

32.00

0.00

7,807.44

5,229.92

3,086.99

4,650.00

327,098.88

332,533.64

324,271.97

381,959.90

Subtotal Supplies & Materials: Totals Notes: 52340 - Management Partners $50,000

190

City of Mason, Ohio Fund 101.702 : Assistant City Manager

2010 Budget

Departmental Budget Detail Account Number

Description

101.702.52110

Salaries and Wages

101.702.52120

2007 Actual Expenditures

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

367,632.87

473,059.28

512,622.21

609,137.05

Retirement

55,156.88

76,640.69

83,405.36

96,558.48

101.702.52130

Medical Insurance

98,000.00

84,000.00

101.702.52150

Medicare

5,221.66

6,756.81

7,264.87

8,832.49

101.702.52160

Workerâ&#x20AC;&#x2122;s Compensation

Subtotal Personal Services:

5,888.43

18,205.20

17,915.16

24,365.48

531,899.84

672,661.98

719,207.60

822,893.50

27,497.44

11,470.94

15,000.00

101.702.52210

Training/Meeting Expense

17,524.18

101.702.52220

Memberships/Subscriptions

11,120.45

2,831.73

5,325.68

5,000.00

28,644.63

30,329.17

16,796.62

20,000.00

Subtotal Employee Development: 101.702.52320

Telephone/Pager Service

3,178.85

3,087.00

2,651.98

2,000.00

101.702.52330

Rents & Leases

2,324.00

1,986.11

2,574.00

3,500.00

101.702.52340

Professional Services

33,255.34

38,382.46

44,492.34

30,000.00

101.702.52350

Contracts/Agreements

2,405.00

2,030.18

7,550.40

2,500.00

101.702.52370

Printing & Advertising

Subtotal Contractual Services:

6,568.57

5,499.22

4,791.51

8,500.00

47,731.76

50,984.97

62,060.23

46,500.00

101.702.52410

Office Supplies

1,407.50

1,835.90

905.90

2,000.00

101.702.52420

Operational Supplies

1,336.49

4,507.79

10,523.24

3,000.00

101.702.52440

Small Tools/Minor Equipment/Computers

10,145.13

1,777.61

504.74

0.00

518.65

222.00

57,734.37

80,000.00

0.00

269.00

0.00

101.702.52450

Postage

101.702.52480

Uniforms & Clothing

Subtotal Supplies & Materials: Totals

13,407.77

8,612.30

69,668.25

85,000.00

621,684.00

762,588.42

867,732.70

974,393.50

Notes: 52450-Postage for resale to the public at the Citys post office.

191

City of Mason, Ohio Fund 101.705 : Law Director

2010 Budget

Departmental Budget Detail Account Number

Description

2007 Actual Expenditures

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

101.705.52110

Salaries and Wages

86,722.95

87,000.02

88,000.02

90,047.40

101.705.52120

Retirement

11,851.37

12,169.59

12,320.04

12,606.64

101.705.52130

Medical Insurance

0.00

14,000.00

101.705.52150

Medicare

0.00

245.86

1,305.69

101.705.52160

Workerâ&#x20AC;&#x2122;s Compensation

0.00

2,192.60

2,899.36

3,601.90

98,574.32

101,362.21

117,465.28

121,561.62

Subtotal Personal Services: 101.705.52210

Training/Meeting Expense

0.00

58.40

2,000.00

101.705.52220

Memberships/Subscriptions

0.00

56.47

0.00

114.87

2,000.00

339.08

352.42

0.00

350.00

Subtotal Employee Development: 101.705.52320

Telephone/Pager Service

101.705.52340

Professional Services

162,988.92

87,154.25

85,962.00

210,000.00

101.705.52341

Legal Services

248,778.14

281,306.30

195,414.89

225,000.00

412,106.14

368,812.97

281,376.89

435,350.00

3,564.88

3,528.53

1,758.83

5,000.00

Subtotal Contractual Services: 101.705.52410

Office Supplies

101.705.52420

Operational Supplies

0.00

126.70

0.00

500.00

3,564.88

3,655.23

1,758.83

5,500.00

514,245.34

473,830.41

400,715.87

564,411.62

Subtotal Supplies & Materials: Totals Notes:

192

City of Mason, Ohio Fund 101.706 : Council

2010 Budget

Departmental Budget Detail Account Number

Description

101.706.52110

Salaries and Wages

101.706.52120

Retirement

101.706.52130

Medical Insurance

2007 Actual Expenditures

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

132,498.88

135,044.76

135,787.36

148,590.23

25,311.46

26,876.65

27,082.55

29,301.66

0.00

14,000.00

101.706.52150

Medicare

1,921.20

1,946.54

1,957.24

2,154.56

101.706.52160

Workerâ&#x20AC;&#x2122;s Compensation

4,229.65

2,192.60

4,500.50

5,943.61

163,961.19

180,060.55

183,327.65

199,990.06

Subtotal Personal Services: 101.706.52210

Training/Meeting Expense

36,557.16

43,252.78

25,510.30

20,000.00

101.706.52220

Memberships/Subscriptions

19,655.86

10,932.95

11,838.04

15,000.00

56,213.02

54,185.73

37,348.34

35,000.00

0.00

478.30

536.10

544.90

0.00

Subtotal Employee Development: 101.706.52320

Telephone/Pager Service

101.706.52330

Rents & Leases

101.706.52340

Professional Services

108,355.30

69,557.31

44,455.04

55,000.00

101.706.52350

Contracts/Agreements

254,549.45

312,898.59

542,479.00

153,000.00

101.706.52353

ICRC

143,317.79

143,146.26

0.00

101.706.52370

Printing & Advertising

Subtotal Contractual Services:

16,729.19

25,609.64

17,959.40

20,000.00

523,430.03

551,747.90

605,438.34

228,000.00

101.706.52410

Office Supplies

2,541.10

5,040.65

1,905.97

3,000.00

101.706.52420

Operational Supplies

4,030.04

9,331.13

7,462.71

8,000.00

101.706.52440

Small Tools/Minor Equipment/Computers

179.99

0.00

101.706.52450

Postage

Subtotal Supplies & Materials: 101.706.52510

Land & Land Improvement

Subtotal Capital Outlay: Totals

2,022.14

2,132.19

545.44

2,000.00

8,773.27

16,503.97

9,914.12

13,000.00

30,500.00

7,037.70

2,000.00

0.00

30,500.00

7,037.70

2,000.00

0.00

782,877.51

809,535.85

838,028.45

475,990.06

Notes:

193

City of Mason, Ohio Fund 101.710 : Auditors Deductions

2010 Budget

Departmental Budget Detail Account Number

Description

101.710.52140

Emp Wellness Program

101.710.52170

Unemployment

2007 Actual Expenditures 0.00

Professional Services

101.710.52350

Contracts/Agreements

101.710.52360

Insurance

101.710.52380

Elections

Subtotal Contractual Services: 101.710.52450

0.00

24,752.86

20,205.08

50,000.00

24,752.86

56,724.30

50,000.00

286,246.89

474,398.51

306,577.56

350,000.00

0.00

90,000.00

150,829.39

148,069.62

152,857.03

185,000.00

0.00

25,990.93

26,000.00

437,076.28

622,468.13

485,425.52

651,000.00

Postage

Reimbursements

36,519.22

2010 Budget

20,209.84

Subtotal Supplies & Materials: 101.710.52820

0.00

2009 Actual Expenditures

20,209.84

Subtotal Personal Services: 101.710.52340

2008 Actual Expenditures

1,820.00

725.00

2,491.97

3,500.00

1,820.00

725.00

2,491.97

3,500.00

322,938.47

384,422.02

379,041.25

450,000.00

Subtotal Refunds & Reimbursements:

322,938.47

384,422.02

379,041.25

450,000.00

Totals

782,044.59

1,032,368.01

923,683.04

1,154,500.00

Notes: 52340 - County Fees for Tax Collections (175,000), Property Taxes (130,000), Audit (45,000) 52350 - Credit Card Processing Fees 52820 - Remit Bed Tax back to Great Wolf Lodge

194

City of Mason, Ohio Fund 223.302 : Recreation Tax Fund

2010 Budget

Departmental Budget Detail Account Number

Description

223.302.52340

Professional Services

223.302.52342

Engineering Services

2007 Actual Expenditures 23,865.00

Land & Land Improvement

223.302.52570

Recreation/Playground Equipment

223.302.52595

Repairs, Improvements & Replacements

Subtotal Capital Outlay: 223.302.52610

Principal Retirement

223.302.52620

Interest Payment

Subtotal Debt Service: Totals

7,195.00

2009 Actual Expenditures 11,255.00

2010 Budget 0.00

0.00

175,000.00

23,865.00

7,195.00

11,255.00

175,000.00

71,100.00

86,228.32

2,000.00

0.00

5,369,465.69

342,207.06

61,557.00

0.00

Subtotal Contractual Services: 223.302.52510

2008 Actual Expenditures

0.00

5,440,565.69

428,435.38

63,557.00

0.00

5,800,000.00

5,600,000.00

0.00

123,250.00

250,600.00

0.00

5,923,250.00

5,850,600.00

0.00

11,387,680.69

6,286,230.38

74,812.00

175,000.00

Notes:

195

City of Mason, Ohio Fund 603.506 : Waste Collection Fund

2010 Budget

Departmental Budget Detail Account Number

Description

2007 Actual Expenditures

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

603.506.52110

Salaries and Wages

0.00

10,013.74

603.506.52120

Retirement

0.00

1,401.92

603.506.52130

Medical Insurance

0.00

4,668.00

4,667.60

603.506.52150

Medicare

0.00

145.20

603.506.52160

Workerâ&#x20AC;&#x2122;s Compensation

0.00

2,192.60

0.00

400.55

0.00

6,860.60

4,668.00

16,629.01

1,253,470.97

1,376,002.71

1,427,549.64

1,512,800.00

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

1,599.96

576.13

0.00

1,850.00

1,255,070.93

1,376,578.84

1,427,549.64

1,514,650.00

0.00

250.00

Subtotal Supplies & Materials: 603.506.52810

0.00

297.00

0.00

297.00

0.00

250.00

Refunds

17.00

-10.73

0.00

Subtotal Refunds & Reimbursements:

17.00

-10.73

0.00

1,255,087.93

1,383,725.71

1,432,217.64

1,531,529.01

Totals Notes:

196

City of Mason, Ohio Fund 640.306 : Golf Course Fund

2010 Budget

Departmental Budget Detail Account Number

Description

640.306.52110 Salaries and Wages 640.306.52120 Retirement

2007 Actual Expenditures

2008 Actual Expenditures

1,238,568.90

1,506,436.04

2009 Budget 1,558,351.00

2009 Actual Expenditures 1,425,395.99

2010 Budget 1,508,047.00

750.00

127,475.18

80,117.00

75,086.22

79,816.00

112,410.07

150,356.69

171,607.00

164,096.68

183,040.00

640.306.52150 Medicare

95,291.33

112,669.73

128,230.00

106,738.37

124,343.00

640.306.52160 Workerâ&#x20AC;&#x2122;s Compensation

43,299.64

47,632.97

52,630.00

34,247.33

50,625.00

640.306.52130 Medical Insurance

640.306.52170 Unemployment

20,446.32

20,647.01

31,229.00

31,522.49

44,355.00

Subtotal Personal Services:

1,510,766.26

1,965,217.62

2,022,164.00

1,837,087.08

1,990,226.00

3,448.31

4,778.19

8,730.00

3,240.46

3,375.00

640.306.52210 Training/Meeting Expense 640.306.52220 Memberships/Subscriptions Subtotal Employee Development: 640.306.52310 Utilities 640.306.52320 Telephone/Pager Service 640.306.52330 Rents & Leases

6,019.00

5,045.00

7,075.00

7,278.00

7,075.00

9,467.31

9,823.19

15,805.00

10,518.46

10,450.00

113,935.23

161,374.46

175,850.00

143,886.01

168,190.00

21,019.91

27,299.37

30,000.00

26,348.78

31,235.00

2,670.00

21,868.85

22,780.00

19,384.43

21,285.00

640.306.52340 Professional Services

88,380.61

139,287.50

8,350.00

119,546.43

122,600.00

640.306.52350 Contracts/Agreements

207,440.11

218,176.28

231,753.00

210,665.62

228,093.00

14,684.00

29,968.88

34,500.00

28,038.39

32,400.00

640.306.52360 Insurance 640.306.52370 Printing & Advertising

17,761.46

19,086.65

40,000.00

10,412.33

17,600.00

465,891.32

617,061.99

543,233.00

558,281.99

621,403.00

6,355.64

5,600.07

8,100.00

4,983.66

7,100.00

640.306.52420 Operational Supplies

512,217.86

441,189.81

449,463.00

343,080.32

404,874.00

640.306.52430 Repairs and Maintenance

126,872.80

159,016.83

149,780.00

104,900.95

146,250.00

7,315.00

0.00

750.00

466.27

750.00

Subtotal Contractual Services: 640.306.52410 Office Supplies

640.306.52440 Small Tools/Minor Equipment/Computers 640.306.52450 Postage 640.306.52460 Chemicals 640.306.52470 Fuel 640.306.52480 Uniforms & Clothing Subtotal Supplies & Materials: 640.306.52510 Land & Land Improvement

2,467.29

4,839.58

5,200.00

2,682.11

5,200.00

130,200.83

85,447.01

113,900.00

103,934.92

113,900.00

27,717.55

39,004.18

40,100.00

25,837.25

34,570.00

6,290.12

5,810.96

7,650.00

3,739.31

5,050.00

819,437.09

740,908.44

774,943.00

589,624.79

717,694.00

9,025,662.50

0.00

100,000.00

0.00

640.306.52580 Machinery & Equipment

0.00

105,000.00

103,750.00

0.00

640.306.52595 Repairs, Improvements & Replacements

0.00

143,586.08

15,000.00

26,730.00

80,000.00

9,025,662.50

143,586.08

220,000.00

130,480.00

80,000.00

640.306.52610 Principal Retirement

0.00

9,000,000.00

8,820,000.00

8,420,000.00

640.306.52620 Interest Payment

0.00

381,437.50

264,600.00

263,865.00

126,300.00

Subtotal Capital Outlay:

640.306.52630 Service Fees Subtotal Debt Service: 640.306.52810 Refunds 640.306.52830 Remittances Subtotal Refunds & Reimbursements: Totals

0.00

5,000.00

14,167.00

14,500.00

0.00

9,381,437.50

9,089,600.00

9,098,032.00

8,560,800.00

1,350.00

2,362.32

0.00

4,271.47

0.00

69,058.69

72,093.86

89,000.00

65,671.02

0.00

70,408.69

74,456.18

89,000.00

69,942.49

0.00

11,901,633.17

12,932,491.00

12,754,745.00

12,293,966.81

11,980,573.00

Notes:

197

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

2010 Budget

Departmental Budget Detail Account Number

Description

801.710.52130

Medical Insurance

801.710.52140

Emp Wellness Program

2007 Actual Expenditures 2,535,796.36

2008 Actual Expenditures 2,582,058.33

2009 Actual Expenditures 3,234,583.08

2010 Budget 2,982,000.00

0.00

7,467.50

68,000.00

Subtotal Personal Services:

2,535,796.36

2,582,058.33

3,242,050.58

3,050,000.00

Totals

2,535,796.36

2,582,058.33

3,242,050.58

3,050,000.00

Notes:

198

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.

199

City of Mason, Ohio Fund 101.707 : Muncipal Court

2010 Budget

Departmental Budget Detail Account Number

Description

101.707.52110

Salaries and Wages

101.707.52120

Retirement

101.707.52130

Medical Insurance

101.707.52140

Emp Wellness Program

101.707.52150 101.707.52160

2007 Actual Expenditures

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

442,589.75

429,251.47

445,177.66

468,188.09

60,493.32

58,360.28

59,434.68

65,546.33

133,000.00

112,000.00

133,000.00

0.00

14,000.00

Medicare

6,359.28

6,157.84

6,330.26

6,788.73

Workerâ&#x20AC;&#x2122;s Compensation

7,733.64

9,099.28

14,305.22

18,727.52

650,175.99

614,868.87

658,247.82

706,250.68

1,266.35

2,086.87

3,012.53

3,000.00

Subtotal Personal Services: 101.707.52210

Training/Meeting Expense

101.707.52220

Memberships/Subscriptions

Subtotal Employee Development:

1,111.65

1,197.00

995.00

1,500.00

2,378.00

3,283.87

4,007.53

4,500.00

101.707.52310

Utilities

36,958.94

42,632.40

35,718.04

43,000.00

101.707.52320

Telephone/Pager Service

10,014.57

22,227.49

14,380.84

16,500.00

101.707.52330

Rents & Leases

251,687.54

3,789.18

0.00

101.707.52340

Professional Services

12,961.75

13,363.37

30,200.11

50,000.00

101.707.52341

Legal Services

0.00

6,000.00

101.707.52350

Contracts/Agreements

31,790.25

34,363.63

40,826.33

30,000.00

101.707.52360

Insurance

12,000.00

12,386.42

15,000.00

101.707.52370

Printing & Advertising

0.00

142.17

159.92

250.00

101.707.52390

Prisoner Expense

Subtotal Contractual Services:

0.00

234.00

182.00

500.00

355,413.05

128,752.24

133,853.66

161,250.00

101.707.52410

Office Supplies

19,614.36

9,378.84

8,000.00

101.707.52420

Operational Supplies

30,919.02

16,535.11

10,189.79

9,000.00

101.707.52430

Repairs and Maintenance

1,640.00

315.77

254.44

2,000.00

101.707.52440

Small Tools/Minor Equipment/Computers

101.707.52450

Postage

101.707.52470

Fuel

0.00

400.00

5,250.00

12,364.41

14,297.41

15,000.00

0.00

991.34

1,327.98

6,000.00

57,423.38

39,585.47

34,069.62

40,400.00

4,116.00

0.00

4,116.00

0.00

Refunds

152.07

1,000.00

0.00

1,000.00

Subtotal Refunds & Reimbursements:

152.07

1,000.00

0.00

1,000.00

0.00

250,000.00

0.00

250,000.00

1,069,658.49

1,037,490.45

1,080,178.63

1,163,400.68

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 Notes:

200

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

2010 Budget

Departmental Budget Detail Account Number 235.707.52340

Description

2007 Actual Expenditures

Professional Services

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

11,070.42

2,441.52

24,129.92

130,000.00

Subtotal Contractual Services:

11,070.42

2,441.52

24,129.92

130,000.00

Totals

11,070.42

2,441.52

24,129.92

130,000.00

Notes:

201

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

2010 Budget

Departmental Budget Detail Account Number

Description

236.707.52110

Salaries and Wages

236.707.52120

2007 Actual Expenditures

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

21,002.45

13,187.04

0.00

Retirement

2,860.77

2,108.32

0.00

236.707.52130

Medical Insurance

7,000.00

0.00

7,000.00

0.00

236.707.52150

Medicare

304.47

191.18

0.00

236.707.52160

Workerâ&#x20AC;&#x2122;s Compensation

Subtotal Personal Services: 236.707.52210

Training/Meeting Expense

Subtotal Employee Development:

170.32

109.63

439.47

0.00

31,338.01

15,596.17

7,439.47

0.00

1,000.00

0.00

1,000.00

236.707.52320

Telephone/Pager Service

0.00

3,648.00

0.00

236.707.52330

Rents & Leases

0.00

5,177.99

4,138.85

6,500.00

236.707.52350

Contracts/Agreements

Subtotal Contractual Services: 236.707.52420

Operational Supplies

236.707.52430

Repairs and Maintenance

236.707.52440

Small Tools/Minor Equipment/Computers

Subtotal Supplies & Materials: 236.707.52540

Computers/Computer Equip.

16,769.26

20,375.33

23,000.00

25,595.25

24,514.18

29,500.00

728.57

49.99

135.00

500.00

0.00

6,460.00

2,434.50

5,000.00

0.00

8,000.00

728.57

6,509.99

2,569.50

13,500.00

35,576.13

749.95

0.00

35,576.13

749.95

0.00

110,788.21

48,451.36

34,523.15

44,000.00

Subtotal Capital Outlay: Totals

43,145.50 43,145.50

Notes: Revenue estimate: $55,000

202

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

2010 Budget

Departmental Budget Detail Account Number

Description

237.707.52320

Telephone/Pager Service

237.707.52350

Contracts/Agreements

2007 Actual Expenditures 0.00

Subtotal Contractual Services: 237.707.52420

Operational Supplies

Subtotal Supplies & Materials: 237.707.52540

Computers/Computer Equip.

2008 Actual Expenditures 0.00

2009 Actual Expenditures 8,922.00

2010 Budget 0.00

325.00

0.00

325.00

0.00

8,922.00

0.00

8,922.00

2,125.00

15,000.00

0.00

8,922.00

2,125.00

15,000.00

79,622.63

0.00

Subtotal Capital Outlay:

79,622.63

0.00

Totals

79,947.63

8,922.00

11,047.00

15,000.00

Notes: 2010 estimated revenue: $18,000

203

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

2010 Budget

Departmental Budget Detail Account Number

Description

238.707.52110

Salaries and Wages

238.707.52120

2007 Actual Expenditures

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

129,246.79

89,608.23

108,952.82

100,380.80

Retirement

18,330.89

12,745.77

14,296.77

14,053.31

238.707.52130

Medical Insurance

42,000.00

70,000.00

42,000.00

35,000.00

238.707.52140

Emp Wellness Program

0.00

847.60

3,000.00

238.707.52150

Medicare

1,229.24

630.32

899.93

1,455.52

238.707.52160

Workerâ&#x20AC;&#x2122;s Compensation

Subtotal Personal Services: 238.707.52210

2,351.62

4,385.19

2,986.28

4,015.23

193,158.54

177,369.51

169,983.40

157,904.87

0.00

1,000.00

0.00

1,000.00

0.00

1,472.50

901.25

2,000.00

Training/Meeting Expense

Subtotal Employee Development: 238.707.52340

Professional Services

238.707.52350

Contracts/Agreements

Subtotal Contractual Services: 238.707.52410

Office Supplies

238.707.52420

Operational Supplies

Subtotal Supplies & Materials:

38,378.00

20,382.50

36,006.18

25,000.00

38,378.00

21,855.00

36,907.43

27,000.00

20,662.00

0.00

1,935.72

985.02

1,000.00

20,662.00

1,935.72

985.02

1,000.00

238.707.52530

Furniture, Fixtures & Office Machines

0.00

8,000.00

238.707.52540

Computers/Computer Equip.

0.00

17,911.18

0.00

238.707.52595

Repairs, Improvements & Replacements

0.00

8,000.00

0.00

17,911.18

0.00

16,000.00

252,198.54

219,071.41

207,875.85

202,904.87

Subtotal Capital Outlay: Totals Notes: Capital - Repurpose small court room for probation

204

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

2010 Budget

Departmental Budget Detail Account Number 239.101.52340

Description

2007 Actual Expenditures

Professional Services

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

0.00

1,000.00

Subtotal Contractual Services:

0.00

1,000.00

Totals

0.00

1,000.00

Notes:

205

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

2010 Budget

Departmental Budget Detail Account Number

Description

240.707.52110

Salaries and Wages

240.707.52120

2007 Actual Expenditures

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

130,037.61

113,362.40

122,528.82

156,582.40

Retirement

18,698.69

15,373.76

18,094.70

21,921.54

240.707.52130

Medical Insurance

56,000.00

28,000.00

42,000.00

28,000.00

240.707.52150

Medicare

1,882.59

1,613.91

1,738.31

2,270.44

240.707.52160

Workerâ&#x20AC;&#x2122;s Compensation

Subtotal Personal Services: 240.707.52210

Training/Meeting Expense

240.707.52220

Memberships/Subscriptions

2,351.62

4,385.19

3,777.91

6,263.30

208,970.51

162,735.26

188,139.74

215,037.68

484.75

450.00

971.00

1,500.00

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

240.707.52450

Postage

240.707.52470

Fuel

150.00

170.00

300.00

600.00

1,141.00

1,800.00

5,320.73

9,230.00

12,531.08

12,000.00

0.00

11,953.21

2,770.00

3,000.00

5,320.73

21,183.21

15,301.08

15,000.00

1,270.51

0.00

500.00

11,492.07

1,256.44

299.12

2,000.00

0.00

500.00

1,000.00

1,931.76

179.23

46.79

1,000.00

14,694.34

1,435.67

1,345.91

4,500.00

229,470.33

185,954.14

205,927.73

236,337.68

Subtotal Supplies & Materials: Totals

0.00 484.75

Notes:

206

City of Mason, Ohio Fund 241.707 : Indigent Driver IDAM Fund

2010 Budget

Departmental Budget Detail Account Number 241.707.52340

Description

2007 Actual Expenditures

Professional Services

2008 Actual Expenditures

2009 Actual Expenditures

2010 Budget

0.00

2,000.00

Subtotal Contractual Services:

0.00

2,000.00

Totals

0.00

2,000.00

Notes:

207

City of Mason Fund Index Operating Funds Number 101 205 206 211 213 232 233 234 235 236 237 238 239 240 241 602 603 608 630 640 801 802 803 804 805 806

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 Municpal Court Indigent Driver (IDAM) Fund 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 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

102 201 202 204 223 224 612 614 635

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

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

208

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.

209

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. Municipal Court Indigent Driver Interlock and Alcohol Monitoring Fund (IDAM) - To account for monies received from OVI court fines. Monies generated under this fund shall be used for the cost of an immobilizing or disabling device, including a certified ignition interlock device or alcohol monitoring device provided by the Court

210

Subdivision Inspection - This fund is used to account for the revenues received and expenses incurred for inspection services rendered for subdivision construction.

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.

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. 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.

211

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. 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.

212

Mason Port Authority â&#x20AC;&#x201C; Agency fund to account for resources given to the Mason Port Authority Community Improvement Corporation â&#x20AC;&#x201C; Agency fund to account for resources given to the Mason Community Improvement Corporation

213

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

214

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.

215

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

216

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

217