Mason_2012_Budget by City of Mason

2012 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 2012 Budget Table of Contents Page Introduction Transmittal Letter/Budget Message List of Principal Officials Organization Chart City of Mason Profile

1 6 7 8

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

14 19 24 26

Budget Summary Departmental Operating Budget Staffing Summary Annual Appropriation Ordinance

30 32 33

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

40 41 42

Debt Outstanding Debt Debt Description Debt Statistical Tables

60 61 65

Police Department Description Budget Detail

70 78

Fire Department Description Budget Detail

82 88

Parks & Recreation Department Description Budget Detail

90 98

Engineering & Building Department Description Budget Detail

104 112

City of Mason 2012 Budget Table of Contents Page Public Works Department Description Budget Detail

118 123

Public Utilities Department Description Budget Detail

126 136

Finance Department Description Budget Detail

140 145

Council/Administration Description Budget Detail

147 159

Municipal Court Description Budget Detail

168 169

Appendix Fund Index Fund Description Object Listing Glossary

177 178 183 184

Dear Council Members: It is my pleasure to present to you the City of Mason’s 2012 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 2012 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 and staffing reductions have hindered those efforts as well as the timely publication of the formal document, but the 2012 Budget Plan does represent significant efforts toward that goal. 2011 BUDGET INITIATIVES As we begin 2012, let me highlight some of the successful budget initiatives from 2011. • Community Center Expansion The Mason Community Center expansion and attached office facility leased by TriHealth for medical offices opened in October 2010. The partnership with TriHealth extends the city’s track record of success in developing mutually beneficial relationships that deliver enormous and cost-effective benefits to the residents of Mason. Programs were developed in 2011 to help the center regain and increase its market share while continuing its focus on serving area families. The shortfall in revenues versus expenses at the center began a downward trend in 2011 through increased memberships and program participation, as well as the partnership with TriHealth and other businesses. Mason’s partnership with GHA, TriHealth and Bethesda Rehab is without peer in the region for a public-private sector partnership where a community center is integrated with a medical component to bring a comprehensive approach to wellness for Mason residential and corporate community. Additional opportunities to spur local job creation, enhance membership/revenue growth, share operating expenses, and set the groundwork for additional community amenities and partnerships. • Community Center Tenant Space In 2011, the city completed build out of the unfinished 10,130 square feet of leasable office space at Mason Community Center for company headquarters and dry lab spaces for AssureRx. This life science and personalized medicine technology company enhances the economic and wellness strategies of Mason Community Center. The city owns the finished space for future use/revenue generation. AssureRx will retain approximately 30 jobs and employ over 90 within five years, with an average salary of over $80,000 and an average payroll of $6 million. The project will contribute over $381,000 in tax revenues into the community during the first five years.

• Economic Development 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 2011 were over $54 million as 405,000 square feet of new corporate and industrial space were added, bringing over 578 announced new jobs to the community. The growth in 2011 continued Mason’s trend, even though the slower previous years, keeping new investment numbers for industrial and corporate sectors in the black. The pipeline of new investment began to take shape at the close of 2010, with 2011 figures reaching significant levels. In 2011, Mason saw a 345% increase in investment over 2010, 138% increase in square footage, and 205% increase in announced jobs. Announced new activity continues to be strong into early 2012. The diversified tax base in Mason allows the continued reporting of annual growth in 2011 with 15 projects that were a combination of new jobs, new square footage, and new investments. The combined new investment revenues for 2008 through 2011 were over $156 million, with over 884,000 new square feet and over 2,000 new jobs. The year 2011 kicked off several large developments, most with expected completion in the fall of 2012. More than 90% of the new investment growth for 2011 was a result of growth from existing Mason businesses. Activity ranged from large-scale expansion and new added locations via acquisition and renovation of buildings within the city to full company relocation. 2011 also marked a notable recovery of build-to-suit activity for Mason, which has always been a stronghold for the city. As each new investment is announced, job creation and payroll are projected for the next three to five 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 2011: 2011 Corporate Investment Announcements New New Capital Payroll Intelligrated $14.0 M $28.0M Cedar Village $12.2 M $ 1.4M Kings Island – Soak City $10.0 M Lindner Family Tennis Center $ 7.5 M Stress Engineering $ 4.2 M $ 3.4 M Rhinestahl $ 2.5 M $13.0 M Procter & Gamble $ 2.3 M AssureRx $ 1.5 M $ 6.0 M • Mason Road Roundabout The City of Mason has continued its investment into infrastructure. In 2011, construction was completed on the city’s first roundabout. The existing intersection of a 4-way stop with multiple lane approaches was replaced with a one-lane roundabout. Also included were curb and gutter, sidewalk, bike path, storm sewers, landscaping, and street trees. • Infrastructure Improvements Improvements to US 42 from Tylersville Road to Butler-Warren Road also began in 2011. This improvement will widen two miles of roadway and includes curb and gutter, bike path, storm sewer, and

street trees. Of the $7 million cost of construction for US 42 over $6 million is paid by grants. Roadway and utility improvements began for Everybody’s Farm. These public infrastructure improvements are funded using tax incremental financing in partnership with the developer. • 2011 Cost Savings Throughout the year, there has been a concentrated focus on coordination, cooperation and communication as 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. 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. GENERAL FINANCIAL POSITION General Fund operating revenue in 2011 was $658,000 (2.6%) higher than 2010. 2011 operating expenditures were $432,000 (2%) higher than 2010. Income tax, the City’s primary source of General Fund revenues, increased 5% as the local economy improved. However, support from the State of Ohio continues to decline and at risk of further reductions. The following chart compares total operating revenues to total operating expenditures. The “gap” has allowed the City to increase capital programming, pay off debt, and make unanticipated investments that were not originally included in the annual budget.

General Fund Operating Activity $40,000,000 $30,000,000 $20,000,000 $10,000,000 $2007 Actual

2008 Actual

2009 Actual

Operating Revenue

2010 Actual

2011 Actual

Operating Expenditures

2012 BUDGET A primary focus of the budget process is to ensure that sufficient fund balances are available to provide the necessary funding for unanticipated needs or opportunities, and to ensure satisfactory cash flow. The City’s conservative budget philosophy has resulted in actual General Fund revenues exceeding actual General Fund expenditures for many years.

Mason has benefited from Council’s focus on economic development. While other communities have been faced with a deteriorating financial position due to the stagnate economy, Mason continues to have a stable financial position. Some key points included in the 2012 Budget: • • • •

2012 General Fund budget ($23.3 million) decreased by 4% from 2011 budget (24.2 million) Reduced principal amount of debt by $3.6 million Personnel expenses are down 5% from 2011 Operating expenses are up 5% from 2011

The 2012 budget is 23% lower than 2011. Overall operating cost is about the same since personnel cost decreased and operating cost increased. Rising operating cost and cost for commodities such as fuel causes significant pressure to the City operating cost. Capital outlay declined since 2011 includes the US 42 project. Debt payment declines since 2011 included significant debt refinancing that lowered the City’s cost of borrowing. The following chart shows the difference between the 2011 and 2012 budget by category:

Personnel Operating Capital Outlay Debt Payment Contingency Transfers

2011 Budget $26,747,336 17,170,635 13,084,700 26,774,179 315,000 9,401,000 $93,492,850

2012 Budget $25,417,253 18,030,738 3,241,500 13,226,770 250,000 11,819,000 $71,985,261

% of 2011 Budget -5% 5% -75% -50% 21% 26% -23%

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

2012 Appropriation Transfers 17%

Personnel 35%

Debt Payment 18%

Capital Outlay 5%

Operating 25%

The 2012 Budget did not include any personnel additions. As with recent budgets, this yearâ&#x20AC;&#x2122;s budget process has been particularly difficult as City revenues continue to decline while the cost of services grows. No personnel were requested as part of the budget process. 12% of the authorized positions are vacant, and it is likely that those 23 vacant positions will remain unfilled throughout next year. Similar to last year, departments were given budget targets that involved reductions between 3%-20% from their typical operating levels with an overall 5% target reduction for the 2012 Budget. Across all Departments the resulting decreases will mean reduced flexibility and responsiveness to changing circumstances. A lot of hard work by all departments and employees has gone into controlling expenses. There are concerns that in some cases budget amounts will not be adequate for the expected service level. CAPITAL IMPROVEMENT PLAN (CIP) Extremely limited investments in new equipment and capital projects from General Fund dollars were considered. Ultimately only a $325,000 contingency amount was included in the General Fund for vehicle replacement and reserve and the replacement of a Medic Transport Vehicle and vehicle contingency amount to be paid from Fire funds. Capital projects in the General Fund include: $25,000 Annual Sidewalk Program, $100,000 for repairs/set aside for the Public Works Garage, $10,000 for the annual street tree replacement program. Major Capital Improvements included in the 2012 Budget but paid from non-General Fund include: Kings Island Drive Traffic Study Improvement Design Annual Street Maintenance Bethany Road Roundabout Right-of-way acquisition Common Ground Park Access Road Mason Heights Drainage Improvements SW Mason Sewer Rehab SCADA Update Phase I Lift Station Pump Replacement

$250,000 $350,000 $250,000 $387,000 $415,000 $376,000 $130,000 $215,000

The Cityâ&#x20AC;&#x2122;s history of aggressive capital investment, inflationary costs, aging fleet and demand for commodities (i.e. salt, fuel) have increased and will continue to place pressure on operating expenses. New parks and roadways are important to the quality of life and development of Mason, but they are relatively inexpensive compared to the continuing annual operating expense obligation they represent. Many of the cost reductions made the last three years are not sustainable indefinitely without incurring greater expenses in future years or larger shifts or unacceptable exposures in service levels. Future budget years will have to address these dilemmas. Despite current economic conditions, and not withstanding concerns with service level expectations, I am confident the 2012 Budget represents a fiscally prudent approach to municipal finances and a workforce committed to cost savings, efficiency, and sound investment in growing businesses. Sincerely,

Eric Hansen City Manager

THE CITY OF MASON, OHIO LIST OF PRINCIPAL OFFICIALS December 31, 2011

COUNCIL MEMBERS Mayor Vice Mayor Council Member Council Member Council Member Council Member Council Member

David F. Nichols Victor Kidd Barbara Berry-Spaeth Richard Cox Tom Grossmann Charlene Pelfrey Don Prince

COUNCIL APPOINTED OFFICIALS City Manager Law Director Clerk of Council

Eric Hansen Jeff Forbes Nancy Hickey

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

Michelle Blair Keith Collins Richard Fair Ron Ferrell Vacant Jennifer Heft John Moore Joe Reigelsperger David Riggs Kurt Seiler

Residents of Mason

Mason City Council Mayor David Nichols

Vice-Mayor Victor Kidd

Don Prince

Charlene Pelfrey

Richard Cox

Tom Grossmann

Law Director Jeffrey Forbes

Barbara Berry-Spaeth

City Manager Eric Hansen Economic Development Michele Blair 1 - Vacant

Assistant City Manager Jennifer Heft

Public Information Officer Jennifer Trepal Human Resources Director Kari Geiser

Clerk of Council/Receptionist Nancy Hickey

Services Director Richard Fair

Engineering & Building Kurt Seiler

Secretary Barbara Beckelhimer

Asst. City Engineer 1 Vacant

Subdivision Engineer Scott Burkhardt

ED Technician 1- Vacant

Finance Joe Reigelsperger

Chief Building Official Greg Nicholls

GIS Manager Amy Schuesler Engineer Technicians Ryan Tyree Stephen Caddell Craig Barksdale Secretary Kendra Taylor Receptionist 1-Vacant

Project Coordinator Art Oliver

Building Inspectors Bill Barnett Lorenzo Adam 1 â&#x20AC;&#x201C; Laid off

City Planner Brian Lazor

Government Relations (PT) Terry Schulte

Fire/Safety Director John Moore

Secretary Carolyn Byrd

Secretary Pam Eickenhorst

Asst. Finance Director Mary Mueller

Deputy Chief Craig Bryant Joe Hoying

Finance Clerk 1-Vacant

Finance Technician Marlene Burnell Tax Technician Michael Reaver

Account Clerks Jason Schell Jessica Manwaring Ananthanarayanan, Kalpagam 2 - Vacant

Secretary to the City Manager Joan Bernard

Lieutenants Mark Gerano Dave Manning Chris Heywood Richard Wentzel John Cerjan Scott Ray

FT Paramedics/Firefighters Brad Weesner Greg Thomas Bill Blades Paul Rosell Douglas Nagel Aaron Bosco John Schaurer Nicholas Stocksdale Alex Carr Dustin McGhghy Travis Brausch Douglas Woollard Ashley Lee Doug Rolph William Willis Julie Stanley Jason Graham Bryan Brumagen Mike Breen Nathaniel Wyatt Jordan Boyd 1-Vacant

FF/EMS/Inspector Eric Durbin 1 - Vacant

Secretary Sheri Collins

Finance Clerk Gale Long

Manager Steve Gayfield â&#x20AC;&#x201C; Facilities Chrissy Avery - Recreation

Maintenance Supervisor Don Allen

Maintenance Workers Steve McNamee Dean Taylor Troy Applegate Darryl Davis Devon Martin 1 - Vacant

Membership Services Supervisor Dana Maidenberg

Sales and Marketing Advisor Lacey Luxon

Recreation/Sr. Program Supervisor Dane Burchett 2-Vacant

Operations Supervisor 1 - Vacant

Planning Technician 1 - Vacant

Wellness Supervisor Kelly Burchett

Facility Manager Larry Rudd

Head Coach Ken Heis Head Age Group Coach Todd Billhimer

Project Manager Prem Garg Plans Examiner Mark Heckenmueller

PT Fire Fighters/EMS

Assistant to the City Manager 1 - Vacant IT Manager Robin McKeehan

Parks & Recreation 1-Vacant

Group Fitness Advisor Laura Swartzel

Police Ron Ferrell

Assistant Chief of Police Todd Carter 1- Vacant

Secretary Kelli Kline Clerk Karen Eve - Supervisor Pattie Connor Karen Arp Terry Saylor Lieutenants Mikel Carter Neil Garland Scott Doughman Jeff Burson 1-Vacant Sergeants John Cullen Jerry Deidesheimer Mathew Hayes Jeremy Saylor Officers Scott Burdick Aaron Yeary Dan Edwards Robert Temple Scott Spears Craig Kline Brad Walker Derek Bauman Nathan Ketterer Jamie Van Wagner Aaron Schaffer Brian Lahman Michael Bishop Andrew Herrlinger Sean McCormick Daniel Fry Eric Fitzgerald Kevin Bryant Stephanie Debolt Jeffry Wyss Shawn Ayers Levi Wells 2 Vacant

Human Resources Technician Barb Hering

IT Technician Eric Meister

Public Utilities Keith Collins

Public Works David Riggs

Secretary Wanda Lindley

Secretary Patti Workman

Asst. Superintendent 1 - Vacant

Foreman Bob Behan Kathy Wray

Utility Project Inspector 1 - Vacant Storm Water Engineer Kathy Wade-Dorman Maintenance Foreman Ed Smith Maintenance Workers Mike Panno Larry Reeder Mike Ledford Richard Mahiques Neal Chamberlain

Plant Operators Bob Beyer Josh Creech Seth Wilson David Jandes

Maintenance Workers Jeff Kohus Eric Lykins Tony Tracy Mike Trader Ben Vogelsang Rick Oppy George Oberle Larry Burress Patrick Ford Ken Spillman Conrad Flowers Trent Turner 2 - Vacant

Maint. Worker/Mechanic Roy Moore

Mechanics Glen Janson Travis Siders

Detectives Don Cope Toni Hoelke Troy Nelson Nicholas Fantini Staff Services Lt. Paul Lindenschmidt Dare Office Ryan Tanner School Resource Officer Karli Smith Court Security Kevin Stall Paul Martin

City of Mason Organization Chart 12/31/2011

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 businesses employ an estimated 23,800 persons, equivalent to about three quarters of the city’s nighttime population of 30,712. Three of the ten largest employers in Warren County are located in Mason. The city’s ten largest employers provide work for more than 8,200 persons and generated more than $6.9 million in income tax revenue in 2011. 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 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. 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. The Greater Cincinnati, Ohio, region ranks twentieth in total exports among U.S. cities. Mason contributes to the region’s worldwide impact, being home to a number of the region’s more than 1,000 firms engaged in international trade that generate 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 an effort to further enhance Mason’s foreign investment strategy, the city joined CincinnatiUSA Partnership’s Regional Economic Development Council (REDC) in 2001. This regional 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 2007 and 2010, with a 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. The CincinnatiUSA organization 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. With Mason’s annual participation, the return on investment for marketing leverage, exposure, and opportunity continues to be substantial. In 2007 and 2010, the city negotiated a contribution renewal now effective through 2012 that combines two organizations: CincinnatiUSA Partnership for Economic Development and CincyTechUSA. This new agreement provided Mason with membership on the Board of Governors and partnership with the CincyTech management team. The target business sectors that the CincinnatiUSA and CincyTech partnerships helped the city reach included emerging markets, entrepreneurs, information technology, biosciences, and advanced manufacturing. These partnerships have helped give Mason a high profile among investment prospects and have set the city apart from the efforts of competing communities. A renewal of the agreement in 2010 provides the city with leverage for continuing to reach these markets that are so important to the city’s overall economic develop-ment goals. The year 2011 marked the city’s seventh year of operating with the Mason Port Authority, the first in Warren County. This economic development tool has already provided advantageous flexibility with financial recruitment options. Since its inception, the Port has helped retain over 540 jobs and allowed the city to attract more than $18.5 million in new capital investment, with over 490 new jobs to be created. The Mason Port 9

Authority makes regular proposals to major prospects, often in combination with the marketing of the city’s industrial property on State Route 741 and the I-71 corridor. The Port has facilitated these opportunities for Mason that would not have been possible 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 2011 were over $54 million as 405,000 square feet of new corporate and industrial space were added, bringing over 578 announced new jobs to the community. The growth in 2011 continued Mason’s trend, even though the slower previous years, keeping new investment numbers for industrial and corporate sectors in the black. The pipeline of new investment began to take shape at the close of 2010, with 2011 figures reaching significant levels. In 2011, Mason saw a 345% increase in investment over 2010, 138% increase in square footage, and 205% increase in announced jobs. Announced new activity continues to be strong into early 2012. The diversified tax base in Mason allows the continued reporting of annual growth in 2011 with 15 projects that were a combination of new jobs, new square footage, and new investments. The combined new investment revenues for 2008 through 2011 were over $156 million, with over 884,000 new square feet and over 2,000 new jobs. The year 2011 kicked off several large developments, most with expected completion in the fall of 2012. More than 90% of the new investment growth for 2011 was a result of growth from existing Mason businesses. Activity ranged from large-scale expansion and new added locations via acquisition and renovation of buildings within the city to full company relocation. 2011 also marked a notable recovery of build-to-suit activity for Mason, which has always been a stronghold for the city. Projects underway or complete include the $1.5 million build-out of AssureRx Health’s corporate headquarters within the Mason Community Center, the $10 million investment in new development at Kings Island Amusement Park’s Soak City, a $7.5 million investment at the Lindner Family Tennis Center that completes the second phase of a 3year plan, the $10 million new R&D and engineering expansion at Intelligrated North American corporate headquarters that nearly doubles the campus office space, a $2.5 million new building acquisition for Rhinestahl corporate headquarters that doubles its operations in Mason, the $4.1 million relocated regional headquarters of Stress Engineering, and a $12 million expansion at Cedar Village. As each new investment is announced, job creation and payroll are projected for the next three to five 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 2011:

2011 Corporate Investment Announcements New New Capital Payroll Intelligrated $14.0 M $28.0M Cedar Village $12.2 M $ 1.4M Kings Island – Soak City $10.0 M Lindner Family Tennis $ 7.5 M Center Stress Engineering $ 4.2 M $ 3.4 M Rhinestahl $ 2.5 M $13.0 M Procter & Gamble $ 2.3 M AssureRx $ 1.5 M $ 6.0 M Growth and development in the city are expected to continue to be strong in 2012. Efforts to focus on growth sectors and emerging markets that bring high rates of return to the city are the key focus of the city’s economic strategy. In 2011, Mason saw continued interest in land sales and new construction in the industrial, manufacturing, and specialty healthcare and pharmaceutical sectors. Recognizing that the regional market outlook is seeing signs of recovering activity into the next several years, Mason will position itself to be at the forefront of positive commercial activity. The city has put significant effort into partnerships and creativity in economic package development that has resulted in successful attention within the business community and the creation of investment and jobs. In addition, its physical location, municipal facilities, develop-able terrain, services and utilities, and the progress-sive attitude and actions of city council, admin-istration, and citizens are strong assets and support company decisions to build and grow in the city. Focal areas for future growth are city-owned land, which continues 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 by Kings Island amusement park, and the 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. 11

The Employee Relations Committee of Council meets to discuss potential changes to employees’ wages and benefits that need to be incorporated into the annual budget. The Equipment Committee of Council reviews the Manager’s recommendation of equipment requests and recommends those items to include in the budget. Departmental operating budgets, projects (as prioritized in the Capital Improvement Project list), and personnel requests are submitted to the City Manager for review. After discussions with each department and a review of estimated revenues, the City Manager makes modifications in order to prepare a recommended balanced budget to Council’s Finance Committee. The Finance Committee of Council, in meetings with each department head, reviews all requests and departmental budgets and recommends what to include in the final budget presented to Council. Typically in December, Council is asked authorize the budget through the approval of the annual appropriation ordinance. Throughout the year, departments and administration continue to find opportunities to reduce overall costs or seek options to provide more or better services to residents. Each department is responsible for monitoring the budget versus actual expenditures to identify any issues that need to be addressed. Reports showing the budget and year-to-date actual expenditures are provided to Council and the City Manager on a monthly basis. The level of budgetary control (that is, the level at which expenditures cannot legally exceed appropriated amounts) is maintained at the function level for the major funds of the City. All other funds are maintained at the fund level. Budgetary control is maintained by encumbering the estimated purchase amounts prior to the release of purchase orders to vendors. Department directors are responsible for ensuring that purchase orders do not exceed each year’s budgetary balances. As the budget represents a guide to each year’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 Actual Actual Estimated Actual Estimated Revenues Revenues Revenues Revenues Revenues 2009 2010 2011 2011 2012 $ 20,405,744 $ 19,269,972 $ 19,500,000 $ 20,205,871 $ 19,500,000 939,925 576,284 565,000 574,316 565,000 666,274 678,683 600,000 753,872 650,000 1,780,881 2,128,768 1,466,500 1,958,958 50,000 435,619 410,495 427,000 276,603 415,000 737,885 820,589 770,000 674,316 770,000 257,773 309,771 247,600 371,668 297,600 357,108 365,626 350,000 367,771 350,000 571,934 124,287 125,000 149,468 125,000 753,144 746,364 495,000 702,463 585,000 216,198 73,000 $ 27,122,484 $ 25,503,839 $ 24,546,100 $ 26,035,306 $ 23,307,600

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

General Fund Revenue

Income Tax Property Taxes Motel Tax Intergovenmental

$30,000,000

Charges for Services

$25,000,000

Court Cost & Fines

$20,000,000 Permits

$15,000,000

Franchise Fees

$10,000,000

Interest Other

$5,000,000

Transfers

$0 2009 Actual

2010 Actual

2011 Estimate

2011 Actual

2012 Estimate

City of Mason General Fund Revenue Detail Actual Revenues 2009

Actual Revenues 2010

Estimated Revenues 2011

Actual Revenues 2011

Estimated Revenues 2012

$ 20,405,744

$ 19,269,972

$ 19,500,000

$ 20,205,871

$ 19,500,000

Property Taxes Real Estate Taxes Personal Property Taxes Rollback, H.S. Taxes Trailer Taxes Total Property Taxes

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

514,539 1,175 60,480 91 576,284

508,500 56,400 100 565,000

512,962 70 61,160 124 574,316

508,500 56,400 100 565,000

Motel Tax

666,274

678,683

600,000

753,872

650,000

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

1,075,832 170,690 0 604,737 74,493 113,721 897 39,441 48,958 2,128,768

1,016,000 155,000 0 150,000 25,000 60,000 500 35,000 25,000 1,466,500

1,001,914 164,182 0 622,344 60,605 37,824 741 36,608 34,740 1,958,958

0 0 0 0 0 0 0 35,000 15,000 50,000

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

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

41,649 207,311 141,469 7,112 6,156 6,797 0 410,495

35,000 200,000 140,000 7,500 7,500 7,000 30,000 427,000

32,575 100,728 102,555 2,494 4,579 6,731 26,941 276,603

35,000 200,000 130,000 7,500 7,500 5,000 30,000 415,000

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

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

506,583 262,802 51,204 820,589

475,000 250,000 45,000 770,000

441,514 186,895 45,907 674,316

475,000 250,000 45,000 770,000

Income 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 2009 Permits Building Permits Electric Permits Occupancy Permits Plan-Zone Fees Misc. Permits Downtown Revitalization Permit State 3% Bldg. Permit Fees Total Permits

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

Actual Revenues 2010 $

Estimated Revenues 2011

244,083 13,170 31,823 13,200 736 360 6,399 309,771

Actual Revenues 2011

200,000 10,000 20,000 12,000 500 100 5,000 247,600

Estimated Revenues 2012

282,081 21,935 43,160 14,475 1,385 270 8,362 371,668

235,000 20,000 25,000 12,000 500 100 5,000 297,600

Franchise Fees

357,108

365,626

350,000

367,771

350,000

Interest

571,934

124,287

125,000

149,468

125,000

Other Revenue Contributions Rent Misc. Sales Postal Unit Sales Ins. Claims - Damages Reimbursements Refunds Total Other Revenue

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

14,740 376,646 10,199 420 97,838 72,098 131,671 42,753 746,364

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

4,462 395,277 9,444 17,397 52,869 202,331 20,683 702,463

375,000 5,000 50,000 150,000 5,000 585,000

Transfers *

216,198

73,000

$ 27,122,484

$ 25,503,839

$ 24,546,100

$ 26,035,306

$ 23,307,600

Total General Fund Revenue

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

City of Mason Income Tax Collection

Income Tax Collection Increase from prior year

2007 $21,349,140 19.30%

2008 21,739,647 1.83%

2009 $20,405,744 -6.14%

2010 $19,269,972 -5.57%

2011 $20,205,871 4.86%

Income Tax Collections $25,000,000 $20,000,000 $15,000,000 $10,000,000 $5,000,000 $-

Year

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

32% 7%

26%

24%

22%

13%

12%

19%

20% 14% Individuals Businesses Withholding

60%

61%

64%

60%

66%

1991

1996

2001

2006

2011

City of Mason Assessed Property Values

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

2007 2008 $1,035,101,280 $1,063,362,220 13,021,700 13,457,340 36,731,155 4,651,000 $1,084,854,135 $1,081,470,560

Tax Year 2009 2010 2011 $1,001,908,990 $1,006,303,280 $1,016,440,490 14,371,800 15,153,830 12,955,190 3,048,210 0 0 $1,019,329,000 $1,021,457,110 $1,029,395,680

Assessed Property Values (millions) $1,200.0 $1,000.0 $800.0 $600.0 $400.0 $200.0 $0.0

City of Mason Property Tax Rate Tax Year 2011 Collected in 2012

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

Effective Millage (residential)

Total Millage

Tax Assessed per $100,000* (residential)

2.32 5.00

2.32 4.41

83.45 2.70

45.52 2.20

1,593.20 77.00

2.57 4.00 1.21 1.00 0.50 0.75

2.57 3.43 1.18 0.86 0.50 0.75

89.95 120.05 41.30 30.10 17.50 26.25

103.50

63.74

81.20 154.35

2,230.90

* 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.

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 80% of the income tax collected is from payroll withholding or profit earned by the Mason business community. The remaining 20% 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. The levy expires in tax year 2012. 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. 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 20

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. For the state fiscal year July 1, 2011 through June 30, 2012, funding was reduced by 25%. The 2012/2013 fiscal year the funding reduction increased to 50%. It is anticipated that this reduction will continue in future budgets. Therefore, the City doed not consider this revenue source to be reliable for operational needs. 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. By state law the tax will be eliminated starting January 1, 2013. 21

Public Utility Deregulation This tax is collected by the Ohio Department of Taxation on behalf of local governments for public utilities. Personal Property Tax Reimbursement 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. During the stateâ&#x20AC;&#x2122;s budget process, it has accelerated the phase out resulting in no future reimbursement for the City of Mason starting in 2012. 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 22

to primarily offset the cost of services. Permits include: building, electrical and occupancy permits. Also included are fees placed on applications before Planning Commission and Zoning Board of Appeals, as well as fees charged for different publications. Franchise Fees A 5% franchise fees paid to the City of Mason by Warner Cable. 2% of the fees that the City receives are distributed to the ICRC as part of the Cityâ&#x20AC;&#x2122;s membership. 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

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

Actual Revenues 2009 820 22,833 1,650 25,303

Actual Revenues 2010 (12,161) 2,382 (9,779)

Estimated Revenues 2011 1,500 500 2,000

Actual Revenues 2011 840 3,559 1,468 5,867

Estimated Revenues 2012 10,500 500 11,000

Fire & Emergency Service Fund

7,982,599

5,655,573

5,460,000

5,301,427

4,920,000

Community Center Fund

2,861,563

3,455,473

4,414,740

4,831,709

5,257,172

25,717 25,717

58,854 58,854

105,000 105,000

136,118 136,118

85,000 85,000

5,497,028 2,627,250 8,124,278

5,392,154 2,517,821 7,909,975

5,569,000 2,455,500 8,024,500

5,623,872 2,602,444 8,226,316

5,671,000 985,000 6,656,000

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

16,306 90,881 27,467 239,874 2,923 214,073 7,767 599,292

1,000 50,000 15,000 180,000 1,000 200,000 1,000 448,000

10,843 77,268 23,157 192,798 670 208,072 16,114 528,922

1,000 50,000 15,000 180,000 1,000 200,000 1,000 448,000

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

1,464,226 11,486,449 2,968,212 15,312 12,000 15,946,199

1,600,000 11,298,070 3,298,000 16,196,070

1,536,471 18,620,847 3,710,782 2,148 400,400 12,000 24,282,648

1,650,000 3,314,468 3,247,000 8,211,468

$33,929,332

$31,097,766

$32,194,810

$40,710,563

$24,603,640

Subdivision Inspection Fund Engineering & Building Funds Sewer Revenue Fund Storm Water Utility Fund Public Utilities Funds 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 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

CAPITAL FUNDS REVENUES

General Capital Improvement Fund Street Maintenance and Repair State Highway Improvement Fund Street Subdivision Improvement Federal Grant Fund Recreation Improvement Fund Community Center Expansion Governmental Capital Funds

Sewer Expansion Fund Sewer Replace/Improve Fund Sewer Capital Funds

Actual Revenues 2009

Actual Revenues 2010

Estimated Revenues 2011

Actual Revenues 2011

Estimated Revenues 2012

$8,487,848 7,951,372 108,659 15,955 226,874 20,212 32,386,620 $49,197,540

$8,911,340 5,592,003 110,154 18,600 2,143,013 26,090 909,485 $17,710,685

$6,875,000 3,550,000 7,665,614 47,528 5,000 1,061,772 $19,204,914

$10,610,629 5,493,450 2,164,040 12,245 59,920 122,776 1,088,481 $19,551,541

$6,320,000 1,520,000 4,500,000 114,000 1,026,472 $13,480,472

245,187 15,746 $260,933

267,618 3,159 $270,777

110,000 1,000 $111,000

288,726 4,590 $293,316

110,000 $110,000

DEBT FUNDS REVENUES Actual Revenues 2009

Actual Revenues 2010

Estimated Revenues 2011

General Bond Retirement Fund JW Harris TIF Central Parke TIF Mason Enterprise Park TIF Tylersville Crossings TIF I-71 Corridor TIF Everybody's Farm TIF Government Center Reserve Fund Special Assessment Bond Fund Governmental Debt Funds

$1,738,306 105,284 415,907 274,754 289,495

$1,933,249 72,934 898,960 111,780 937,525 176,182

$1,910,000 70,000 190,000 117,000 250,000 70,000

1,696,718 119,847 $4,640,311

20,737,938 116,162 $24,984,730

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

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

2,587,993 (964) $2,587,029

Actual Revenues 2011

Estimated Revenues 2012

1,600,000 85,000 $4,292,000

$4,478,619 214,174 420,884 118,344 304,143 33,976 1,750,000 1,602,883 87,767 $9,010,790

$1,935,000 70,000 190,000 127,000 250,000 30,000 1,600,000 5,000 $4,207,000

2,570,000 $2,570,000

2,568,318 6,380 $2,574,698

31,787,076 6,000 $31,793,076

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. 26

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

may be used by the Mason Municipal Court to pay for the cost of an offender’s attendance at a treatment program if the offender is unable to pay their cost of attendance. Municipal Court Clerk Computer Fee A fee assessed in addition to court costs. This fee cannot exceed $10.00. The Court distributes these fees to the City for further distribution into the Municipal Court Clerk Computer Fund. These fees may be used by Court for the procurement and maintenance of computer systems for the office of the Clerk of Courts. Municipal Court Computerization Fee A fee assessed in addition to court costs. This fee cannot exceed $3.00. The Court distributes these fees to the City for further distribution into the Municipal Court Computer Fund. These fees may be used by Court for computerization of Court, computerization of legal research and other technological expenses. Court Improvement Fee A fee assessed in addition to court costs. This fee shall not exceed actual costs of providing a service or program. The Court distributes these fees to the City for further distribution into the Court Special Projects Fund. The revenues collected are used for special projects of the court, including, but not limited to, the acquisition of additional facilities or the rehabilitation of existing facilities, the acquisition of equipment, the hiring and training of staff, community service programs, mediation or dispute resolution services, the employment of magistrates and other related services. Vehicle Immobilization Reimbursements received from the State of Ohio for costs incurred in obtaining immobilization equipment, and if required, in sending an officer to search for and locate the vehicle specified in the immobilization and impoundment order and to immobilize the vehicle. Sewer Utility Charges Most revenue for the sanitary sewer utility is the user fee based upon the customer’s water usage. Since Greater Cincinnati Water Works (GCWW) is responsible for providing water service to the City of Mason, they are responsible for the measuring the water usage, preparing the monthly utility bill, and collecting the revenue for the sanitary sewer utility. Other revenue includes industrial 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

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.

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

2009 Actual Expenditures

2010 Actual Expenditures

2011 Actual Expenditures

2012 Budget

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

$5,513,931 $0 0 0 2,074 $5,516,005

$5,545,794 $3,610 0 0 0 $5,549,404

$5,450,474 $5,000 500 35,000 5,000 $5,495,974

$5,787,993

$7,363,657

$5,363,375

$5,922,417

17,393 $5,805,386

15,328 $7,378,985

23,671 $5,387,046

19,500 $5,941,917

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

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

$497,274 955,856 191,474 0 3,970,997 $5,615,602

$336,894 925,169 221,315 163,768 3,797,446 $5,444,592

$320,880 1,157,416 251,068 169,777 5,217,072 $7,116,213

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

$174,110 531,692 168,051 642,211 812,939 171,203 $2,500,205

$76,654 547,160 112,571 564,195 785,868 119,219 $2,205,668

$93,357 492,387 81,042 546,225 786,347 86,880 $2,086,238

$97,151 500,644 191,500 657,770 761,390 93,717 $2,302,172

Public Works 101 General Fund Street Lighting Street Maintenance & Repair Garage Total Public Works

$378,594 2,233,614 324,379 $2,936,587

$368,071 2,220,215 310,867 $2,899,153

$311,854 2,237,567 310,317 $2,859,738

$388,000 2,402,734 318,411 $3,109,145

Public Utilities 602 Sewer Revenue Sewer Treatment Administration Maintenance Lands & Buildings 608 Storm Water Utility Total Public Utilities

$1,303,277 653,943 588,245 6,121 355,396 $2,551,585

$1,333,402 711,310 582,824 0 361,096 $2,627,536

$1,257,255 773,275 618,835 0 365,510 $2,649,365

$1,412,399 850,693 664,329 0 490,684 $2,927,421

Fire 211 Fire & Emergency Services 101 General Fund Disaster Services Total Fire

2009 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

2010 Actual Expenditures

2011 Actual Expenditures

2012 Budget

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

$460,791 1,283,496 1,838 $1,746,126

$465,723 1,275,676 1,622 $1,743,021

$478,772 1,364,407 45,000 $1,888,179

$372,998 $314,724 324,272 867,733 400,716 836,028 923,683 1,432,218 3,195,935 3,242,051 0 63,250 0 $11,973,607

$353,303 $518,662 324,371 836,301 376,492 282,562 974,190 1,493,748 3,015,395 3,042,761 0 3,650 0 $11,221,433

$380,309 $1,040,910 301,917 770,479 459,397 238,408 939,617 1,547,443 2,968,040 3,790,838 0 100,000 0 $12,537,358

$376,098 $310,500 316,190 760,454 505,659 300,794 1,360,000 1,644,510 3,319,310 3,600,000 120,000 7,600 0 $12,621,115

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

$1,075,016 31,726 54,270 11,712 197,304 0 173,655 0 $1,543,683

$1,088,884 38,102 76,570 3,077 194,741 0 205,994 4,139 $1,611,507

$1,167,804 55,000 61,500 2,000 231,090 1,000 213,277 2,000 $1,733,671

$39,058,853

$40,738,862

$39,844,598

$43,116,307

General Fund Summary

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

2009 2010 2011 Actual Actual Actual Expenditures Expenditures Expenditures $5,473,372 $5,513,931 $5,545,794 17,393 15,328 23,671 2,236,720 1,644,604 1,647,146 2,329,002 2,086,449 1,999,358 2,936,587 2,899,153 2,859,738 0 0 0 1,080,179 1,075,016 1,088,884 1,931,255 1,744,287 1,741,399 4,040,154 3,665,880 4,131,037 0 0 0 6,111,400 6,815,820 6,767,645 $26,156,062 $25,460,469 $25,804,672 27,122,484

25,503,839

26,035,306

2012 Budget $5,450,474 19,500 1,899,141 2,208,455 3,109,145 0 1,167,804 1,843,179 3,929,695 0 3,670,000 $23,297,393 23,307,600

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

2005

2006

2007

2008

2009

2010

2011

Authorized 2012

43 23 19 20 15 17 11 13 161

45 32 20 21 15 19 11 13 176

48 32 21 21 15 19 11 15 182

50 33 22 21 15 20 11 14 186

2012 Positions Added (0) None 2011 Positions Added (0) None 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.

Vacant 1/1/2012 2 2 5 2 2 4 3 3 23

4% 6% 23% 10% 13% 20% 27% 21% 12%

Ordinance No. 2011 - 111 Annual Appropriation Ordinance BE IT ORDAINED by the Council of the City of Mason, Ohio, members elected thereto concurring: Section 1. That to provide for the current expenses and other expenditures of the City of Mason, during the fiscal year ending December 31, 2012 the following sums be and they are hereby set aside and appropriated, as follows:

General Fund POLICE DEPARTMENT Personal Services Operating Total

4,978,770 471,704 5,450,474

STREET LIGHTING Operating Total

388,000 388,000

DISASTER SERVICES Operating Total

19,500 19,500

Total for Security of Persons and Property

5,857,974

RECREATION PROGRAMS Personal Services Operating Total

229,380 91,500 320,880

PARKS Personal Services Operating Total

778,416 379,000 1,157,416

SWIMMING POOL Personal Services Operating Total

167,668 83,400 251,068

SENIOR CENTER PROGRAMS Personal Services Operating Total

96,617 73,160 169,777

Total for Leisure Time Activities

1,899,141

COMMUNITY PLANNING -ZONING Personal Services Operating Total

88,501 8,650 97,151

BUILDING INSPECTIONS Personal Services Operating Total

475,784 24,860 500,644

ECONOMIC DEVELOPMENT Personal Services Operating Total

249,098 127,000 376,098

COMMUNITY DEVELOPMENT Operating Total

310,500 310,500

Total for Community Environment

1,284,393

TRAFFIC SIGNALS Operating Total

191,500 191,500

STREET MAINTENANCE & REPAIR Personal Services Operating Total

1,436,234 966,500 2,402,734

GARAGE Personal Services Operating Total

274,911 43,500 318,411

Total for Transportation

2,912,645

CITY MANAGER Personal Services Operating Total

290,140 26,050 316,190

ASSISTANT CITY MANAGER Personal Services Operating Total

732,254 28,200 760,454

FINANCE Personal Services Operating Total

407,272 71,500 478,772

EARNINGS TAX Personal Services Operating Refunds & Reimbursements Total

446,107 68,300 850,000 1,364,407

LAW DIRECTOR Personal Services Operating Total

106,909 398,750 505,659

COUNCIL Personal Services Operating Total

138,294 162,500 300,794

MUNCIPAL COURT Personal Services Operating Total

709,004 458,800 1,167,804

LANDS, BUILDINGS & GROUNDS Personal Services Operating Total

101,270 556,500 657,770

ENGINEERING Personal Services Operating Total

726,120 35,270 761,390

AUDITORS DEDUCTIONS Personal Services Operating Contingency Total

40,500 1,069,500 250,000 1,360,000

Total for General Government

7,673,240

Total Transfers

3,670,000

Grand Total General Fund Appropriations

23,297,393

Grand Total General Capital Improvement Funds

8,855,500

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

4,942,417 750,000 230,000 5,922,417

Total for Street MR Fund Total for State Highway Fund Total for Street Subdivision Fund Total for Federal Grant Fund Total for Police Officer Training Fund Total for Recreation Tax Fund Total for Police Crime Prevention Fund Total for Law Enforcement Trust (MDF) Total for Law Enforcement & Education Fund (DUI) Total for Court Indigent Drivers Alcohol Fund Total for Municipal Court Clerk Computer Fund Total for Municipal Court Computer Fund Total for Vehicle Immobilization Fee Fund Total for Indigent Driver IDAM Fund Total for I-71 Corridor TIF Fund Total for City Contribution Fund

1,315,000 71,500 468,000 0 5,000 188,000 500 35,000 5,000 55,000 61,500 2,000 1,000 2,000 40,000 120,000

MUNICIPAL COURT SPECIAL PROJECT FUND Personal Services Operating Total

207,090 24,000 231,090

MUNICIPAL COURT PROBATION SERVICES FUND Personal Services Operating Total

SUBDIVISION INSPECTION FUND Personal Services Operating Total

187,477 25,800 213,277

86,392 7,325 93,717

Grand Total Special Revenue Funds

8,830,001

Debt Service Funds Total for General Bond Retirement Total for Special Assessment Debt Retirement Total for Tax Increment Financing Fund (JW Harris) Total for Central Parke TIF Fund Total for Mason Enterprise TIF Fund Total for Tylersville Road TIF Fund Total for Everybodyâ&#x20AC;&#x2122;s Farm TIF Fund

1,900,000 7,000 98,970 239,675 127,000 261,200 103,000

Grand Total Debt Service Funds

2,736,845

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

361,399 1,051,000 1,412,399

SEWER REVENUE FUND - ADMINISTRATION Personal Services Operating Total

422,943 427,750 850,693

SEWER REVENUE FUND - MAINTENANCE Personal Services Operating Total

543,329 121,000 664,329

SEWER REVENUE FUND - TRANSFER OUT Transfers Out Total

2,567,000 2,567,000

Total for Sewer Revenue Fund

5,494,421

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

852,000 685,000 2,582,000 2,567,000

Grand Total Sewer Funds

12,180,421

Waste Fund WASTE COLLECTION FUND Personal Services Operating Total

18,010 1,626,500 1,644,510

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

165,184 325,500 578,000 150,000 1,218,684

Community Center Fund COMMUNITY CENTER Personal Services Operating Total

2,409,762 2,807,310 5,217,072

Community Center Expansion Fund COMMUNITY CENTER EXPANSION FUND Total

968,925

Golf Course Fund GOLF COURSE FUND Total for Golf Course Fund

3,319,310

Trust and Agency Funds Total for Employee Medical Insurance Fund Total for Unclaimed Monies Fund Total for Mason Port Authority Total for CIC/Veterans Memorial Fund Total for Community Improvement Corporation Fund

3,600,000 45,000 7,600 0 64,000

Grand Total Trust and Agency Funds

3,716,600

Grand Total All Funds

$ 71,985,261

Section 2. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law. Passed the 28th day of November, 2011 /s/ Donald R. Prince Mayor Attest:

/s/ Nancy M. Hickey Clerk of Council

Project Number

Equipment

Description

General Capital Improvement Fund 20060 Annual Sidewalk Program 80002 Public Works Facility - Yard Repairs 80006 Annual Street Tree Program Public Works

Project

IT Equipment Replacement Contingent Vehicle Replacement Equipment Replacement Reserve Administration

95,000 65,000 260,000 420,000

Total Capital Equipment and Projects

420,000

Total

25,000 100,000 10,000 135,000

95,000 65,000 260,000 420,000

135,000

555,000

4,268,688

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

6,320,000

Capital Equipment and Projects

555,000

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

6,570,000 110,000

Transfer to Golf Course Fund for Debt Payment Transfer to Golf Course Fund for Capital Transfer to General Obligation Debt Transfer to Municipal Building Debt Transfers

556,000 64,500 1,000,000

6,680,000

1,620,500

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

8,855,500 $

1,733,188

Project Number Description

Equipment

Total General Fund Capital Equipment and Projects

Fire & Emergency Service Fund Remount Medic Transport Unit Contingent Medic Unit Replacement Total Fire & Emergency Service Fund

Project

420,000

130,000 100,000 230,000

Total

135,000

555,000

130,000 100,000 230,000

250,000 350,000 150,000 25,000 60,000 250,000 40,000 25,000 1,150,000

Recreation Improvement Fund 20056D Hosea Woods Bike Path Repair 20056E Heritage Oak Tennis Court Repairs 50035 Common ground Park Access Road Total Recreation Improvement Fund

10,000 5,000 287,000 302,000

Sewer Expansion Fund 20056G Seal Water Reclamation Plant Asphalt 50035 Common ground Park Access Road 70011 Meadows/Downtown Sanitary Sewer Rehabilitation 70013 Southwest Mason Sanitary Sewer Rehabilitation 70026 SCADA Update Phase 1 (WRP & Lift Stations) 70027 Lift Station Pump Replacement (Western Row & St Rt 741) Total Sewer Expansion Fund

13,000 100,000 18,000 376,000 130,000 215,000 852,000

Storm Water Utility Fund 30005 Floodplain Improvement (Southwind Dr & Windsong) 30010 Van Buren Dr. Ditch Repair/Maint. 30040 Mason Heights Drainage Improvments 39999 N. East Street Storm Water Improvements Total Storm Water Utility Fund

68,000 20,000 415,000 75,000 578,000

15,000 45,000 60,000

Street Maintenance & Repair Fund 20019 Kings Island Dr. Traffic Safety Improvement Design 20056A Annual Street Maintenance (base) 20056B Annual Street Maintenance (secondary) 20056C Annual Street Shoulder Work 20057 Annual Street Striping Program 20099 Bethany Road Roundabout - R/W Acquisition 20102 Honover Bridge Replacement Design 20103 Donna Jean culvert Replacement Design Total Street Maintenance & Repair Fund

Golf Course Fund 20056F Cart Path Repairs 50083 Irrigation Pump Control System Total Golf Course Fund

Total All Equipment and Projects

650,000

3,077,000

3,727,000

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

Kings Island Drive Traffic Safety Improvements 2012 Engineering 601 201 Kurt Seiler ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. #

CURRENT YEAR BUDGET REQUEST:

$250,000 TYPE HERE TYPE HERE TYPE HERE TYPE HERE

COST ESTIMATES: (i.e. Construction; Engineering) Construction $5,273,530 Land Acquisition $125,000 Engineering, Phase I $250,000 Engineering, Phase II $250,000

ESTIMATED BUDGET YEAR: 2015 2013 2012 2013

GRANT STATUS: Staff has applied for an Issue II Grant and a Safety Grant. Neither funding source has been successful. However, in 2010 the project was approved for $100,000 (R/W) and $4,318,824 (Construction) in Federal CMAQ funds for fiscal year 2014 with only a 20% local match ($1,079,706). Ord. 2011-56 authorized the LPA Agreement on 6/13/11. PROJECT DESCRIPTION: Project is listed in the Kings Island Memorandum of Understanding. A safety study was completed in 2008 to analyze the accident data and make recommendations for improvements. Recommended improvements include: adding left-turn lanes, medians, coordinated signage, street lights, and upgrading the traffic signals. The project will improve safety, but also optimize the traffic flow in the area surrounding Kings Island and provide a more prominent landscape and memorable environment for the many visitors to Kings Island. PROJECT STATUS: Indicate estimated dates until actual dates are known Eng./Design Date: 5/2012 – 9/2013 Property Acquisition: 12/2013 – 12/2014 Construction Contract: 3/2015 Anticipated Completion Date: 2016 ADDITIONAL COMMENTS:

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

Annual Street Maintenance & Resurfacing Program 2012 Engineering Various See Below Ryan T./Craig B. ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # COST ESTIMATES: (i.e. Construction; Engineering) Construction $350,000 Discretionary Const. $150,000 Shoulder Work $ 25,000 Hosea Woods Path Repair $ 10,000 Crack Seal Tennis Court s $ 5,000 Seal WRP Asphalt $ 13,000 Golf Cart Path Repairs $ 15,000

CURRENT YEAR BUDGET REQUEST:

$418,000 min - $568,000 max.

BUDGET YEAR: 2012 2012 2012 2012 2012 2012 2012

FUND: 201 201 201 223 223 612 640

PROJECT DESCRIPTION: Resurfacing of various streets throughout the City, in addition to full depth pavement repair, curb replacement, crack sealing, black mat and micro-surfacing. This year’s program will also include shoulder work, bike path repair in Hosea Woods Park, crack sealing the tennis courts in Heritage Oak Park, sealing asphalt at the water reclamation plant, and golf cart path repairs at the Golf Center. These items are needed to keep up with the minimum amount of maintenance necessary to properly maintain the streets. This year’s streets might include: Village Lakes Boulevard, Cedar Village Drive, Heritage Club Drive, Ross Lane and black mat on Industrial Row Drive, Hi-Tek and Tri-way, in addition to full depth repair & crack seal. Also, GCWW is installing a watermain on Cloverwood Drive and would likely pay for resurfacing half of the street, which is in need of resurfacing within the next year. We would likely also include Cloverwood Drive and David Lane in the program to coordinate with GCWW. PROJECT STATUS: Eng./Design Date: Construction Contract: Anticipated Completion Date:

Annually on or about March 31 Annually on or about April 31 Annually on or about August 31

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

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

CURRENT YEAR BUDGET REQUEST: $60,000

N/A N/A TBD

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

ESTIMATED BUDGET YEAR: Annual

GRANT STATUS: N/A

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.

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

ADDITIONAL COMMENTS:

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

CURRENT YEAR BUDGET REQUEST:

Sidewalk Replacement Program 2012 Public Works 601 102 Ryan Tyree/David Riggs ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. # COST ESTIMATES: (i.e. Construction; Engineering) Construction $25,000 Land Acquisition NA Engineering NA

$25,000

ESTIMATED BUDGET YEAR: 2012

GRANT STATUS: PROJECT DESCRIPTION: Annual project to replace sidewalk in the public right of way. PROJECT STATUS: Eng./Design Date: Property Acquisition: Construction Contract: Anticipated Completion Date:

September 30, 2012

ADDITIONAL COMMENTS: This work will be performed in house by the Public Works Department.

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

CURRENT YEAR BUDGET REQUEST: Mason-Montgomery Road/Bethany Road Roundabout 2013 $250,000 Engineering 601 201 Kurt Seiler ENG./DESIGN ORD. # 2009-118 Oct. 26, 2009 $240,956 PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. # COST ESTIMATES: (i.e. Construction; Engineering) Construction $1,946,000 Land Acquisition/Util $250,000 Engineering $240,956

ESTIMATED BUDGET YEAR: 2013 2012 2009

GRANT STATUS: Approved for $1,917,000 in federal CMAQ funds - $150,000 for R/W and utility relocation and $1,767,600 for construction in fiscal year 2013. Mason match is 20% for this project plus engineering. PROJECT DESCRIPTION: The intersection currently experiences heavy backups during the peak hours with northbound traffic frequently backing up to Alliance Drive in the evenings. A roundabout at this intersection would be a very effective type of intersection, reducing delays, reducing queuing and providing a long-term solution to the traffic on Bethany Road. The proposed roundabout would be constructed to accommodate a two-lane roundabout and be able to handle the 2030 design year traffic. The initial roundabout would likely be striped as a single lane or partial-double lane with the ability to easily convert it to a full two-lane roundabout based on traffic volumes. A few of the benefits of a roundabout include increased safety, efficiency, quiet, aesthetics and low maintenance. PROJECT STATUS: Indicate estimated dates until actual dates are known Eng./Design Date: Complete by 9/15/2011 Property Acquisition: Complete by 12/14/2012 Construction Contract: Award by 5/15/2013 Anticipated Completion Date: 2014

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

CURRENT YEAR BUDGET REQUEST:

Hanover Bridge Replacement 2012 Engineering & Building

Kurt Seiler

40,000

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

TBD N/A TBD N/A

COST ESTIMATES: (i.e. Construction; Engineering) Construction 400,000 Land Acquisition N/A Engineering 40,000

ESTIMATED BUDGET YEAR: 2014 N/A 2012

GRANT STATUS: A pre-application for Issue II funding was submitted for Project Year 28 (2014). PROJECT DESCRIPTION: This project will replace an existing two lane bridge on Hanover Drive spanning Muddy Creek. The bridge was constructed in 1972 and is a 42â&#x20AC;&#x2122; span, pre-stressed concrete box beam construction. The existing beams have several strands that are broken and exposed. In addition the structure has been overtopped in a few major rain events. The structure is nearing its useful life and is in need of replacement within the next few years. PROJECT STATUS: Indicate estimated dates until actual dates are known Eng./Design Date: Complete by end of 2012 Property Acquisition: N/A Construction Contract: 2014 Anticipated Completion Date: 2015 ADDITIONAL COMMENTS: This structure is inspected annual and reported to ODOT as part of the National Bridge Inventory Database and in accordance with the National Bridge Inspection Standards. The bridge is being load rated based on the current condition to see if it needs to be posted for load limits.

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

CURRENT YEAR BUDGET REQUEST:

Donna Jean Boulevard Bridge Replacement 2012 Engineering & Building

Kurt Seiler

25,000

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

TBD N/A TBD N/A

COST ESTIMATES: (i.e. Construction; Engineering) Construction 375,000 Land Acquisition N/A Engineering 25,000

ESTIMATED BUDGET YEAR: 2014 N/A 2012

GRANT STATUS: Pre-application for Issue II funding for Project Year 28 (2014). PROJECT DESCRIPTION: This project will replace a 120’ long 15’ x 9’ corrugated metal pipe arch built in approximately 1975. The existing pipe carries Muddy Creek under the four lanes of Donna Jean Boulevard and has developed a thru hole with severe rust about 30’ from the inlet. Two areas of the crown are beginning to flatten and showing about 4” of vertical deflection. The design will determine if just a portion needs to be replaced or if the entire structure must be replaced. PROJECT STATUS: Indicate estimated dates until actual dates are known Eng./Design Date: Complete by end of 2012 Property Acquisition: N/A Construction Contract: 2014 Anticipated Completion Date: 2015 ADDITIONAL COMMENTS: The structure is considered a bridge due to the span being over 10’ and must be inspected annually and submitted to ODOT as part of the National Bridge Inspection Standards.

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

Southwind Dr. & Windsong Ct. Storm Sewer Improvements 2012 Public Utilities 552 608 Kathy Dorman ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD. # CONSTRUCTION ORD. # CHANGE ORDER ORD. #

CURRENT YEAR BUDGET REQUEST:

$68,000 TBD TBD TBD TBD

COST ESTIMATES: (i.e. Construction; Engineering) Construction $68,000 Land Acquisition $0 Engineering $20,000 GRANT STATUS:

ESTIMATED BUDGET YEAR: 2012 2011 2011

N/A

PROJECT DESCRIPTION: This project consists of reviewing the original storm sewer designs, evaluating alternative options to reduce street, floodplain erosion and yard flooding in the area of Tradewind Dr. Southwind Dr., Windsong Ct., Stratford Pl. and Sheffield Pl. in the Olympia Fields Subdivision. PROJECT STATUS: Eng./Design Date: 12/2011 Property Acquisition: 5/2012 Construction Contract: 7/2012 Anticipated Completion Date: 12/2012

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

CURRENT YEAR BUDGET REQUEST:

Van Buren Drive Ditch 2012(design), 2013 (construction) Public Utilities 552 608 Kathy Dorman ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. #

$20,000

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

ESTIMATED BUDGET YEAR: 2013 2010 2012

N/A

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

7/2012 12/2012 5/2013 12/2013

ADDITIONAL COMMENTS:

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

CURRENT YEAR BUDGET REQUEST:

Mason Heights Drainage Improvements 2011 (design), 2012-13 (construction) Public Utilities 552 608 Kathy Dorman

$415,000

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

N/A TBD TBD TBD

COST ESTIMATES: (i.e. Construction; Engineering) Construction $415,000 Land Acquisition $0 Engineering $14,950 GRANT STATUS:

ESTIMATED BUDGET YEAR: 2012 2012 2011

N/A

PROJECT DESCRIPTION: This project consists of installing new storm sewer through the older part of Mason traveling down Northcrest Drive to the Hadley Property. Design was completed in two phases with installation of the new stormsewer system along Northcrest Drive and then modifications to the Hadley pond first being completed. Residential and street flooding occurs during heavy rain events. Construction will be completed as one project and will benefit over 100 parcels in this watershed. PROJECT STATUS: Indicate estimated dates until actual dates are known Eng./Design Date: 2011 Property Acquisition: 2012 Construction Contract: early 2012 Anticipated Completion Date: December 2012

ADDITIONAL COMMENTS: Because of the pond being silted in over the last 50 years, staff continually receives phone calls from residents about algal growth and occasionally of fish kills during the dry summer months.

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

N. East Storm Sewer Improvements 2012 Public Utilities 552 608 Kathy Dorman ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. # COST ESTIMATES: (i.e. Construction; Engineering) Construction $55,000 Land Acquisition $5,000 Engineering $15,000

CURRENT YEAR BUDGET REQUEST:

$75,000

ESTIMATED BUDGET YEAR: 2012 2012 2012

GRANT STATUS: PROJECT DESCRIPTION: This project consists of reviewing the original storm sewer designs and completing plans for the installation of a new storm sewer system from N West Street to the existing storm sewer system in N East Street. This area currently drains through the backyards of residents on Church Street and businesses on E Main Street.

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

ADDITIONAL COMMENTS:

Spring 2012 Spring 2012 Summer 2012 Fall 2012

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

Common Ground Access Road 2012 Parks & Recreation 302,552 223,612 ENG./DESIGN ORD. # Richard Fair PROPERTY ACQUISITION ORD. CONSTRUCTION ORD. # CHANGE ORDER ORD. #

CURRENT YEAR BUDGET REQUEST: $387,000

N/A TBD TBD

COST ESTIMATES: (i.e. Construction; Engineering) Access Rd & San. Design $10,000 Access Road $287,000 Sanitary Sewer Ext. $100,000 Park Construction $1,171,200 Playground $850,000

ESTIMATED BUDGET YEAR: 2011 2012 2012 Future Future

GRANT STATUS: The City received $297,000 in capital improvement legislative grant funds from HB 462 on March 3, 2011. Funds are being distributed thru ODNR for capital facilities costs associated with the project including extension of water, sewer and the access road. The improvements must be complete by June 30, 2012. A portion or all of the future playground installation will be eligible for grants and funding through the support of the Mason Parks & Recreation Foundation. PROJECT DESCRIPTION: The State Park property park is a 23-acre parcel provided at minimal cost to the City by the State of Ohio. The land was granted to the City of Mason with the requirement that vehicular access over the creek and a fully accessible playground be provided. The park was planned as part of the park master planning process in 2005. The existing bridge was completed in 2006. This project has gained momentum from Mason citizens, the Parks & Recreation Advisory Board and the Parks Foundation. The Foundation has made the playground a priority project, calling it “Common Ground” and has already raised over $50,000. The have an ambitious fundraising goal of $850,000 for the playground. The all-inclusive playground would be developed where all children, with and without disabilities, can play together developing essential skills as they experience more similarities than differences. The design is a butterfly theme and the design process needs to emphasize public input from all interested citizens so that all disabilities are included.

PROJECT TITLE: Meadows/Downtown Sanitary Sewer Rehabilitation PROJECT YEAR: 2012 DEPARTMENT: Public Utilities DEPARTMENT CODE: 504 FUND CODE: 612 PROJECT MANAGER: Art Oliver ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. #

CURRENT YEAR BUDGET REQUEST:

$18,000 Pending N/A Pending N/A

COST ESTIMATES: (i.e. Construction; Engineering) Construction $282,000 Land Acquisition N/A Engineering $18,000

ESTIMATED BUDGET YEAR: 2013 N/A 2012

GRANT STATUS: None PROJECT DESCRIPTION: Rehabilitate approximately 6,000 feet of existing sanitary sewers located in the Meadows and Downtown areas of the City (Boyd Lane, Westline Drive, Holly Lane, E. Circle Drive, Lindemann Lane, Western Ave)

PROJECT STATUS: Eng./Design Date: 4/1/12 Property Acquisition: N/A Construction Contract: 6/1/13 Anticipated Completion Date: 11/1/13

ADDITIONAL COMMENTS:

PROJECT TITLE: Southwest Mason Sanitary Sewer Rehabilitation PROJECT YEAR: 2012 DEPARTMENT: Public Utilities DEPARTMENT CODE: 504 FUND CODE: 612 PROJECT MANAGER: Art Oliver ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. #

CURRENT YEAR BUDGET REQUEST:

$376,000 Pending N/A Pending N/A

COST ESTIMATES: (i.e. Construction; Engineering) Construction $376,000 Land Acquisition N/A Engineering $24,000

ESTIMATED BUDGET YEAR: 2012 N/A 2011

GRANT STATUS: None PROJECT DESCRIPTION: Rehabilitate approximately 8,500 feet of existing sanitary sewers located in the Southwest area of the City (Sheffield Drive, Stratford Place, Cherokee Drive, Indianwood Blvd, Seneca Ave)

PROJECT STATUS: Indicate estimated dates until actual dates are known Eng./Design Date: 11/1/11 Property Acquisition: N/A Construction Contract: 6/1/12 Anticipated Completion Date: 11/1/12

ADDITIONAL COMMENTS:

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

Update Water Reclamation Plant & Collection SCADA - Phase I 2012 Public Utilities 552 612 Ed Smith ENG./DESIGN ORD. PROPERTY ACQUISITION ORD. CONSTRUCTION ORD. CHANGE ORDER ORD.

CURRENT YEAR BUDGET REQUEST:

$130,000

N/A

COST ESTIMATES: (i.e. Construction; Engineering) Construction $130,000 Land Acquisition N/A Engineering/Design $130,000

ESTIMATED BUDGET YEAR: 2012, 2013 2012, 2013

GRANT STATUS: PROJECT DESCRIPTION: This project consists of the design, purchase, and installation of a new SCADA system covering all of the collection system lift stations, and the Water Reclamation Plant. SCADA (supervisory control and data acquisition) is a computer system that monitors and controls infrastructure and plant processes. Improvement of the existing SCADA systems will further reduce overtime requirements for nights and weekends. Phase I of this project will focus on the outdated system that controls the seven lift stations. Phase II will continue with the Water Reclamation Plant upgrades. PROJECT STATUS: Indicate estimated dates until actual dates are known Eng./Design Date: Property Acquisition: Construction Contract: Anticipated Completion Date: ADDITIONAL COMMENTS: Once both phases of the upgrade are completed, the system will allow remote monitoring of all the facilities. The City can utilize the upgraded SCADA system as a justification to OEPA for City request a reduction on staffing requirement during weekend days.

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

Replacement Pumps at SR 741 and Western Row Rd Lift Stations 2012 Public Utilities 552 612 ENG./DESIGN ORD. N/A PROPERTY ACQUISITION ORD. N/A CONSTRUCTION ORD. CHANGE ORDER ORD. COST ESTIMATES: (i.e. Construction; Engineering) Construction $215,000 Land Acquisition N/A Engineering N/A

CURRENT YEAR BUDGET REQUEST:

$215,000

ESTIMATED BUDGET YEAR: 2012

GRANT STATUS: PROJECT DESCRIPTION: The largest lift stations in Mason, the State Route 741 lift station and the Western Row lift station service over 40% of the Cityâ&#x20AC;&#x2122;s residents. Maintenance on the pumps has become an annual occurrence with replacement of seals, volutes, cutter bars and impellors and it is becoming increasingly expensive to keep the lift stations operational. This project consists of the purchase and installation of new replacement pumps in both the SR 741 and Western Row Road lift stations. PROJECT STATUS: Indicate estimated dates until actual dates are known Eng./Design Date: Property Acquisition: Construction Contract: Anticipated Completion Date: ADDITIONAL COMMENTS: The SR 741 station provides sewer service for Northwest Mason from Butler-Warren Rd to SR 741 and from Brewer Rd to Bethany Rd. and the Western Row lift station services the southern area of the City from Snider Rd to Columbia Rd.

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

Public Works Facility â&#x20AC;&#x201C; Yard repairs 2012 Public Works 606 102 David R. Riggs ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. #

CURRENT YEAR BUDGET REQUEST:

$100,000 N/A N/A N/A N/A

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

ESTIMATED BUDGET YEAR: 2012 N/A N/A

N/A

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

N/A N/A 2012 2012

PROJECT TITLE: STREET TREE REPLACEMENT PROJECT YEAR: 2012 DEPARTMENT: PUBLIC WORKS DEPARTMENT CODE: 601 FUND CODE: 102 PROJECT MANAGER:DAVID RIGGS ENG./DESIGN ORD. # PROPERTY ACQUISITION ORD.# CONSTRUCTION ORD. # CHANGE ORDER ORD. #

CURRENT YEAR BUDGET REQUEST:

$10,000 N/A N/A N/A N/A

COST ESTIMATES: (i.e. Construction; Engineering) Construction Land Acquisition Engineering GRANT STATUS:

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

N/A

PROJECT DESCRIPTION: This is a multi-year tree replacement program. Drought conditions over the last several years plus pressure from pests including the emerald ash borer are killing street trees at a greater rate than has been typical. We are replacing dead trees with acceptable species to preserve the aesthetic condition of the City’s streets.

PROJECT STATUS: Eng./Design Date: 2012 Property Acquisition: N/A Construction Contract: N/A Anticipated Completion Date: October 31, 2017

ADDITIONAL COMMENTS:

Outstanding Debt Projected for 2012 Original Issue

Description General Obligation Notes & Bonds: 741 Property Acquistion GO Note (2006) Various Purpose Bonds Various Purpose Bonds Road Improvement Bonds (refunded 2011) Mason Road Widening US 42 Widening Golf Center at Kings Island Acquisition (2007)

4,500,000 $ 17,570,000 2,340,000 2,080,000 980,000 7,300,000

Date Issued

06/29/11 06/02/08 06/14/11

06/28/11

Maturity Date

06/28/11 12/01/27 12/01/30 12/01/18 12/01/28 12/01/30 12/01/22

Interest Rate

Balance 12/31/2011

2012 Principal

1.50% $ 4.14% 3.01% 1.93% 3.36% 3.55% 3.27%

3,500,000 15,225,000

31,115,000

29,395,000

Total:

2,085,000 2,040,000 965,000 7,300,000

300,000 700,000

2012 Interest

275,000 90,000 35,000 310,000

1,710,000

52,500 611,826

Balance 12/31/2012

68,500 74,351 35,744 245,013

Fund Paid From

3,200,000 14,525,000

102 301

1,810,000 1,950,000 930,000 6,990,000

301 201 202 640

1,087,934

29,405,000

29,395,000 $ (22,740,000) 775,000 95,000

3,165,652

Self-Supported Bonds for Utilities: Sewer Revenue Bonds - 2004 (defease in 2012) G.O. Sewer Bonds (refinance 2012)

$ 38,105,000 22,035,000

03/01/04 02/01/12

12/01/28 12/01/28

4.71% $ 2.94%

1,560,000

06/14/11

12/01/24

2.89%

Stormwater Improvement (2005) Total: Revenue Notes & Tax Increment Financing Bonds Neyer Agreement Taxable Revenue Note (2010) JW Harris TIF Bonds Central Parke TIF Bonds (refunded 2010) Mason Enterprise Park Tylersville Crossing TIF Bonds (refunded 2010) Everybody's Farm TIF Bonds (2011)

$ $

3,025,000 600,000 1,150,000 680,000 1,030,000 1,750,000

02/03/10 01/20/99 02/01/00 01/01/02 07/21/04 11/23/11

02/02/11 12/01/18 12/01/17 12/01/17 12/01/21 12/01/31

Total:

1,515,000 $

30,910,000

1.75% $ 5.30% 4.50% 6.00% 4.50% 5.75%

3,070,000 490,000 415,000 450,000 760,000 1,750,000

7,525,000

847,790 54,094

21,260,000 1,420,000

4,067,536

22,680,000

(50,000) $ 60,000 60,000 65,000 50,000 -

53,725 25,970 18,675 27,000 27,225 102,861

3,120,000 430,000 355,000 385,000 710,000 1,750,000

6,935,000

185,000

255,456

6,750,000

6.00% $

18,000

5,000

1,080

13,000

18,000

5,000

1,080

13,000

3.40% $ 4.61%

17,470,000 10,765,000

895,000 300,000

702,375 467,925

16,575,000 10,465,000

28,235,000

1,195,000

1,170,300

27,040,000

97,213,000

10,620,000

6,582,306

85,888,000

602 602 602 608

102 401 402 403 404 407

Special Assessment Bonds: Dilley Water/Sewer

74,000

06/28/94

12/01/14

Total: Certificates of Participation Municipal Building Lease (refunded 2010) Community Center Expansion Lease

$ 24,205,264 11,335,000

07/31/01 11/18/09

12/01/26 12/01/34

Total: Total Debt Outstanding:

501

419 635

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.

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

Bond

Tax

Certificates

Special

Taxable

Fiscal

Obligation

Anticipation

Increment

Assessments

Revenue

Capital

Governmental

Total

Year

Bonds

Notes

Financing

Participation

Bonds

Note

Leases

Activities

2002

$4,275,000

$8,400,000

$2,415,000

$23,455,000

$963,000

$659,323

$40,167,323

2003

4,045,000

5,700,000

2,430,000

22,875,000

816,000

379,161

36,245,161

2004

3,845,000

9,700,000

3,450,000

22,275,000

684,000

155,420

40,109,420

2005

3,640,000

9,400,000

3,405,000

21,650,000

551,000

38,646,000

2006

3,425,000

19,700,000

3,350,000

21,005,000

455,000

47,935,000

2007

3,200,000

20,350,000

3,265,000

20,335,000

358,000

47,508,000

2008

20,215,000

4,200,000

3,140,000

19,640,000

262,000

47,457,000

2009

19,320,000

6,300,000

2,710,000

18,915,000

165,000

47,410,000

2010

20,530,000

3,800,000

2,495,000

18,325,000

70,000

3,025,000

48,245,000

2011

20,315,000

3,500,000

3,865,000

17,470,000

3,070,000

48,220,000

Business-Type Activities General

Mortgage

Bond

Certificates

Special

Total

Fiscal

Obligation

Revenue

Year

Bonds

Total

Percentage

Anticipation

Assessments

Notes

Participation

Bonds

Business-Type

Primary

of Personal

Per

Activities

Government

Income(1)

Capita(1)

2002

$6,690,000

$55,000

$6,745,000

$46,912,323

5.60%

$1,824

2003

6,445,000

52,000

6,497,000

42,742,161

4.75%

1,584

2004

36,745,000

49,000

36,794,000

76,903,420

7.97%

2,774

2005

35,765,000

3,165,000

46,000

38,976,000

77,622,000

7.63%

2,728

2006

34,973,698

2,115,000

42,000

37,130,698

85,065,698

7.83%

2,929

2007

33,745,000

11,010,000

38,000

44,793,000

92,301,000

8.16%

3,135

2008

32,710,000

10,720,000

33,000

43,463,000

90,920,000

7.83%

3,059

2009

31,640,000

10,195,000

11,335,000

29,000

53,199,000

100,609,000

8.79%

3,354

2010

30,540,000

9,640,000

11,060,000

24,000

51,264,000

99,509,000

8.49%

3,240

2011

8,815,000

29,395,000

10,765,000

18,000

48,993,000

97,213,000

7.98%

3,165

Source: City of Mason, Ohio, Department of Finance

City of Mason, Ohio Ratios of Net General Bonded Debt Outstanding To Assessed Value and Net Bonded Debt Per Capita

General Fiscal

Net

Ratio of Net

General

Bonded Debt

Net Bonded

Assessed

Bonded

Less Debt

Bonded

to Assessed

Debt Per

Value (2)

Debt (3)

Service Fund (4)

Debt

Value

Capita

Year

Population(1)

2002

25,718

847,756,510

4,275,000

302,523

3,972,477

0.47%

154

2003

26,987

933,884,870

4,045,000

428,899

3,616,101

0.39%

134

2004

27,720

978,702,410

3,845,000

484,775

3,360,225

0.34%

121

2005

28,455

987,933,647

3,640,000

335,757

3,304,243

0.33%

116

2006

29,041

1,098,446,377

3,425,000

52,975

3,372,025

0.31%

116

2007

29,446

1,084,854,140

3,200,000

89,826

3,110,174

0.29%

106

2008

29,723

1,081,470,600

20,215,000

140,707

20,074,293

1.86%

675

2009

29,995

1,019,329,000

19,320,000

179,304

19,140,696

1.88%

638

2010

30,712

1,021,457,110

20,530,000

407,512

20,122,488

1.97%

655

2011

30,712

1,029,395,680

20,315,000

567,834

19,747,166

1.92%

643

Source: City of Mason, Ohio, Department of Finance

(1) U.S. Census Bureau 2010 (2) Assessed Value from Warren County Auditor's Office (3) Does not include Bond Anticipation Notes or Special Assessment debt with governmental commitment. (4) Does not include debt service fund balances for Special Assessment debt with governmental commitment.

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

General

Fire

Debt

Year

Fund

Operating

Service

2002

1.67%

5.00%

2003

1.67%

5.00%

2004

1.87%

2005

Overlapping Rates Mason City

Warren

Joint

Special

Total

School District

County

Voc. School

District

0.65%

7.32%

72.61%

4.96%

2.70%

1.50%

89.09%

0.65%

7.32%

74.11%

6.53%

2.70%

1.50%

92.16%

5.00%

0.45%

7.32%

74.11%

6.46%

2.70%

1.50%

92.09%

2.11%

5.00%

0.21%

7.32%

80.65%

6.46%

2.70%

1.50%

98.63%

2006

1.96%

5.00%

0.36%

7.32%

81.76%

6.71%

2.70%

1.50%

99.99%

2007

1.96%

5.00%

0.36%

7.32%

83.45%

6.71%

2.70%

1.50%

101.68%

2008

0.88%

5.00%

1.44%

7.32%

83.45%

5.21%

2.70%

1.50%

100.18%

2009

0.58%

5.00%

1.74%

7.32%

83.45%

5.78%

2.70%

1.50%

100.75%

2010

0.58%

5.00%

1.74%

7.32%

83.45%

5.78%

2.70%

2.25%

101.50%

2011

0.58%

5.00%

1.74%

7.32%

83.45%

7.78%

2.70%

2.25%

103.50%

Source: Warren County Auditor's Office (1) Rates equivalent to $1 in tax per $1,000 of assessed valuation.

Total

City of Mason, Ohio Direct and Overlapping Governmental Activities Debt As of December 31, 2011 Net General

Percentage

Amount

Obligations

Applicable (1)

Applicable

Bonded Debt

Outstanding

City

Mason City School District

$125,280,000

61.76%

$77,372,928

Kings Local School District

50,725,000

11.94%

6,056,565

Great Oaks Career Center Joint Vocational School

17,500,000

5.28%

924,000

Lebanon City School District

35,139,924

0.21%

73,794

Deerfield Township

13,055,000

0.46%

81,374

810,000

2.18%

17,658

17,635,302

17.59%

3,102,050

Warren County Career Center Jt. Voc. School Warren County Subtotal Overlapping Debt

260,145,226

City of Mason - Direct Debt

$32,648,000

Total Direct and Overlapping Debt

87,628,368 100.00%

$292,793,226

$32,648,000 $120,276,368

Source: Ohio Municipal Advisory Council (1) - Percentages were determined by dividing the assessed valuation of the overlapping government located within the boundaries of the City by the total assessed valuation of the government.

City of Mason, Ohio Legal Debt Margin Information Last Ten Fiscal Years 2002

2003

2004

2005

2006

2007

2008

2009

2011

2010

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

$89,014,434

$98,057,911

$102,763,753

$103,733,033

$115,336,870

$113,909,685

$113,066,054

$107,029,545

$107,252,997

$108,086,546

6,387,477

9,301,101

13,060,225

12,704,243

25,187,025

34,470,174

34,994,293

35,635,696

33,562,488

30,547,166

$82,626,957

$88,756,810

$89,703,528

$91,028,790

$90,149,845

$79,439,511

$78,071,761

$71,393,849

$73,690,509

$77,539,380

7.18%

9.49%

12.71%

12.25%

21.84%

30.26%

30.95%

33.30%

31.29%

28.26%

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

46,626,608

51,363,668

53,828,633

54,336,351

60,414,551

59,666,978

59,225,076

56,063,095

56,180,141

56,616,762

6,387,477

9,301,101

13,060,225

12,704,243

25,187,025

34,470,174

34,994,293

35,635,696

33,562,488

30,547,166

$40,239,131

$42,062,567

$40,768,408

$41,632,108

$35,227,526

$25,196,804

$24,230,783

$20,427,399

$22,617,653

$26,069,596

13.70%

18.11%

24.26%

23.38%

41.69%

57.77%

59.09%

63.56%

59.74%

53.95%

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

Legal Debt Margin Calculation for Fiscal Year 2011 Total Debt Net assessed valuation

Debt Limit

$1,029,395,680

Statutory legal debt limitation (1) Total debt limitation

Total Unvoted

Limit 10.5%

5.5%

$108,086,546

$56,616,762

31,115,000

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

(567,834) 30,547,166

30,547,166

$77,539,380

$26,069,596

Source: City of Mason, Ohio, Department of Finance (1)

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

(2)

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

(3)

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

should not exceed 5.5% of net assessed property value.

(567,834)

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 480 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 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 15 fully equipped marked police cruisers and seven unmarked police cars. In addition, the department operates several special purpose vehicles, including motorcycles, bicycles and Segways. 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 14 years of professional police experience. The average tenure of experience across the management ranks is 30 years. Both Assistant Chiefs and all six Lieutenants are graduates of the Northwestern University Center for Public Safety School of Police Staff and Command. The Assistant Chief of Operations holds a Master of Science degree in Criminal Justice. The Assistant Chief of Administrative Support is a also holds a Master of Science degree in Criminal Justice. He is a certified Law Enforcement Executive, a graduate of the FBI National Academy and a graduate of the Police Executive Leadership College. Chief of Police Ron Ferrell holds a Doctorate degree, is a graduate of the FBI National Academy, the Police Executive Leadership College, the Southern Police Institute and is a Certified Law Enforcement Executive. In 2011, Masonâ&#x20AC;&#x2122;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 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 are directly linked to the departmentâ&#x20AC;&#x2122;s records management system. 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 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

2009

2010

2011

771 473 154 144 56 23,375 15,184 10,191 785 971 342 104 492 3,164 1,945

776 477 126 173 66 33,691 15,308 18,383 899 1,070 416 107 415 3,782 2,962

762 457 145 160 58 28,141 14,849 13,292 843 914 405 64 399 2,465 2,216

2009

2010

2011

75 25 100

99 28 105

120 32 100

925 60 1,040 3,500 23

1,005 65 0 2,500 0

1,000 40 0 2,500 0

251

255

167

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 children completing Safety Camp Number of students completing seatbelt program Number of students receiving stranger awareness training Number of residents completing Citizens Police Academy 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 2011, 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 Lieutenants, three Sergeants, and twenty-one officers. Each lieutenant and sergeant were 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, including vacant house checks, well being checks, opening locked vehicles and escorts. The Detective Unit was composed of one Lieutenant 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 investigations on new employees and provided basic forensic services to the department. At least one detective was always on call, 24 hours a day.

The Traffic Unit was composed of one Sergeant and three officers. The Traffic Unit’s 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 canine Zicco began patrolling the City of Mason as a team. Officer Brad Walker began patrolling with the second canine, Timber, in the spring of 2007. Zicco and Timber have assisted with narcotics detection, evidence location, suspect tracking, building searches, and community policing activities. Highlights of K-9 activities are a $1M cocaine seizure, locating a suicidal teen, and locating an elderly Alzheimer’s patient. In anticipation of Zicco’s retirement in 2012, a new canine team, Officer Michael Bishop and canine Major were added to the department in 2011. Records The records section consisted of three civilian employees reporting to a police supervisor. 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 NIBR’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 also provide fingerprinting services to the public.

Court Services The Police Department is responsible for providing security for Mason Municipal Court. The Police Department provided a supervisor and two Court Security Officers for this purpose. They provided security for Court employees and members of the public. They are also 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 since 1997. 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 2011. The high school houses nearly 3,000 students in grades 9 through 12. The program is funded by Mason City Schools for 10 months and by the city for two months. 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, approximately 1,000 students received the D.A.R.E. curriculum. This program has instructed over 9,000 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. Drug and Alcohol Awareness -- For the sixth straight year, the Mason Police Department, collaborated with Mason City Schools in an alcohol awareness campaign called â&#x20AC;&#x153;Parents Who Host, Lose The Mostâ&#x20AC;?. 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. 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 65 children participating. Scouting Activities -- The Mason Police Department supports several Boy and Girl Scout troops in a variety of ways. Tours of the Police Department and City facilities were conducted for Scout groups upon request. A variety of other safety talks were presented to these groups when requested. The Police Explorer post continued meeting throughout 2010 and received donation funding from the American Legion to carry on this outreach program. 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. _________________________ DEPARTMENTAL ACCOMPLISHMENTS FOR 2011 Law Enforcement Program • Completed reorganization, to include training and integration of new supervisory levels. • Maintained adequate proofs of compliance for accreditation files. • Continued to improve interpersonal communications. • Maintained background information files for sexual offenders. • Maintained school emergency preparedness files. • Aggressively practiced community policing with shift supervisors acting as Community Policing Coordinators and individual teams with all activities documented in monthly reports. • Continued neighborhood watch program. • Continued a liquor permit review process. • Provided “A Child is Missing” response protocol training for patrol teams. • Provided citizens access to traffic crash reports via the Web. • Continued offering the FBI national electronic fingerprinting process. • Continued to focus on problem-solving projects and activities. • Continued the Police Explorer Program. • Increased planning involvement with all City departments for special events.

•

Aggressively engaged in cost-saving practices.

School Resource Officer Program • Planned and coordinated Safety Camp. Participation in the Warren County Tactical Response Unit • Continued transition from strictly a tactical response to also emergency support for critical incident. K-9 • Maintained K-9 familiarization program for agency employees on use and abilities of K-9. Court Services • Conducted Tours of the Court and holding facility for public and high school law classes. _________________________ DEPARTMENTAL GOALS FOR 2012 • • • • • • • • • • • • • • • •

Starting in 2009 and continuing throughout 2011, significant strides were taken to reduce overtime and other overhead costs. The challenge to reduce costs continues in 2012. Conduct annual review of liquor permit holders in preparation for the department’s response to their renewal applications. Continue the Police Explorer Program for the Mason Police Department. Maintain background information files for sexual offenders and maintain sex offender mapping program. Continue to take proactive measures for street light repairs. Educate employees of liquor establishments about when to “cut off” a patron. Continue the Neighborhood Watch program in a fashion that does not require overtime. 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. Prepare for re-accreditation in April Target high-risk intersections for enforcement and accident reduction. Continue to work with Engineering and Building to complete intersection and corridor-related studies. Continue to offer Safety Camp for two weeks during the summer. Continue to provide DARE instruction to sixth grade students at St. Susanna Elementary and Mason Intermediate School. Conduct monthly Roll Call training Improve Report Writing and Reviewing Decrease False Alarms by 20% per Shift

• • • • • • • •

Conduct regular Roll Call line inspections Increase traffic enforcement activities OVI Prevention Decrease thefts from motor vehicles Increase use of motorcycles Provide regular Intelligence Analysis and Crime Bulletins Decrease number of open warrants to 500 Increase Patrol Initiated Activity _________________________ TOP FIVE COST SAVING INITIATIVES

• • • • •

Reduction in overtime expenses. Reduction in training expenses. Reductions in staffing for community events. Reductions in staffing for absent patrol officers. Not filling vacancies.

City of Mason, Ohio Fund 101.101 : Police Department

2012 Budget

Departmental Budget Detail 2009 Actual Expenditures

2010 Actual Expenditures

3,493,024.03

3,575,305.10

3,406,773.66

3,508,053.81

3,367,197.44

101.101.52120 Retirement

642,016.91

671,432.74

662,073.79

673,990.59

654,231.96

101.101.52130 Medical Insurance

693,000.00

824,500.00

807,500.00

Account Number

Description

101.101.52110 Salaries and Wages

101.101.52150 Medicare

2011 Budget

2011 Actual Expenditures

2012 Budget

43,100.41

44,344.68

49,398.22

43,014.55

48,824.36

114,946.26

82,524.15

102,203.21

94,355.81

101,015.92

4,986,087.61

5,066,606.67

5,044,948.87

5,143,914.76

4,978,769.68

23,072.92

10,653.53

23,565.00

2,852.96

17,375.00

7,646.19

4,657.00

8,430.00

1,413.05

4,595.00

30,719.11

15,310.53

31,995.00

4,266.01

21,970.00

139.05

173.36

200.00

166.81

200.00

14,442.67

13,870.68

17,602.00

18,893.08

17,602.00

5,700.00

3,075.00

3,150.00

0.00

101.101.52340 Professional Services

61,141.19

61,992.37

39,960.00

42,314.18

37,529.00

101.101.52350 Contracts/Agreements

83,616.96

91,083.00

95,312.00

78,589.99

102,712.00

0.00

101.101.52160 Workerâ&#x20AC;&#x2122;s Compensation Subtotal Personal Services: 101.101.52210 Training/Meeting Expense 101.101.52220 Memberships/Subscriptions Subtotal Employee Development: 101.101.52310 Utilities 101.101.52320 Telephone/Pager Service 101.101.52330 Rents & Leases

101.101.52360 Insurance 101.101.52370 Printing & Advertising

1,538.98

2,407.59

3,800.00

2,036.66

3,800.00

101.101.52390 Prisoner Expense

40,659.50

27,777.75

40,000.00

22,144.50

25,000.00

Subtotal Contractual Services:

207,238.35

200,379.75

200,024.00

164,145.22

186,843.00

101.101.52410 Office Supplies

14,217.25

8,347.68

17,950.00

10,492.10

12,950.00

101.101.52420 Operational Supplies

47,901.61

42,636.56

29,951.00

10,124.59

31,925.00

101.101.52430 Repairs and Maintenance

31,728.28

30,808.60

35,000.00

44,701.98

40,000.00

101.101.52440 Small Tools/Minor Equipment/Computers

18,921.60

14,658.40

18,080.00

4,154.05

6,966.00

1,670.32

1,025.57

1,100.00

801.97

1,100.00

101.101.52470 Fuel

91,866.96

96,638.03

95,000.00

138,199.83

130,000.00

101.101.52480 Uniforms & Clothing

43,020.78

37,519.70

48,000.00

24,993.73

39,950.00

101.101.52450 Postage

Subtotal Supplies & Materials: Totals

249,326.80

231,634.54

245,081.00

233,468.25

262,891.00

5,473,371.87

5,513,931.49

5,522,048.87

5,545,794.24

5,450,473.68

Notes:

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

2012 Budget

Departmental Budget Detail 2011 Actual Expenditures

2009 Actual Expenditures

2010 Actual Expenditures

232.101.52420 Operational Supplies

0.00

500.00

0.00

500.00

Subtotal Supplies & Materials:

0.00

500.00

0.00

500.00

Totals

0.00

500.00

0.00

500.00

Account Number

Description

Notes:

2011 Budget

2012 Budget

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

2012 Budget

Departmental Budget Detail Account Number

Description

233.101.52340 Professional Services Subtotal Contractual Services: 233.101.52420 Operational Supplies 233.101.52440 Small Tools/Minor Equipment/Computers

2009 Actual Expenditures

2010 Actual Expenditures

2011 Budget

2011 Actual Expenditures

2012 Budget

0.00

20,000.00

0.00

20,000.00

0.00

1,464.56

0.00

35,000.00

0.00

Subtotal Supplies & Materials:

1,464.56

0.00

35,000.00

Totals

1,464.56

0.00

20,000.00

0.00

35,000.00

Notes:

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

2012 Budget

Departmental Budget Detail Account Number

Description

234.101.52210 Training/Meeting Expense

2009 Actual Expenditures

2010 Actual Expenditures

2011 Budget

2011 Actual Expenditures

2012 Budget

0.00

5,000.00

0.00

Subtotal Employee Development:

0.00

5,000.00

0.00

234.101.52420 Operational Supplies

4,110.00

2,074.00

0.00

5,000.00

Subtotal Supplies & Materials:

4,110.00

2,074.00

0.00

5,000.00

Totals

4,110.00

2,074.00

5,000.00

0.00

5,000.00

Notes:

DEPARTMENT DESCRIPTION The City of Mason Fire Department consists of 19 part-time paid firefighter/EMT and/or paramedics and 33 full-time employees. Full-time employees include 22 firefighter/paramedics, 6 lieutenants, an inspector/firefighter, a secretary, two deputy chiefs and one chief. 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 command vehicle (Battalion 51), two paramedic response vehicles, and additional staff vehicles. These vehicles respond from one of the cityâ&#x20AC;&#x2122;s two fire stations. 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 8 miles northeast of Mason. All full-time 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 EMTB. 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.

_________________________ PERFORMANCE MEASURES 2009

2010

2011

Fire Suppression Number of fire runs

1,311

978

749

EMS Number of EMS runs

2,544

2,599

2,516

323 236

412 35

289 110

116

102

Fire Prevention Number of business inspections Number of business re-inspections Public Education Programs Number of school/public education safety trainings

_________________________

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 4420 Mason Montgomery Road and Station 52 located at 5500 Cedar Village Drive. Fire administration offices are located with station 51 at 4420 Mason Montgomery Rd. The Department is ready to respond to any type of emergency 24 hours a day. The Department has mutual aid agreements in place with neighboring communities. The City of Mason currently has a “4” ISO Fire Rating Classification. EMS EMS Services are dispatched out of the two fire stations in the City. Each Medic Unit is staffed with at least one Paramedic and one EMT –Basic 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. Emergency Management The Fire Department also oversees the City’s emergency management program. This program consists of disaster response and mitigation, hazard analysis and risk assessments, emergency response and disaster planning for target hazards, and disaster preparedness. Lastly, the Fire Department works closely with Warren County as well as 83

the other City departments to assure trained emergency operations center staff by conducting at least one disaster exercise a year. 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 Inspections for Businesses -- The Fire Safety Inspector inspects City of Mason businesses 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 is given an appropriate amount of time to make the change and to obtain compliance. The City of Mason Fire Departmentâ&#x20AC;&#x2122;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 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. 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.

American Red Cross CPR / AED / First Aid Training -- The Fire Department provides CPR /AED and Basic First Aid Training to both the City Employees and City Residents. 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. _________________________ DEPARTMENTAL ACCOMPLISHMENTS FOR 2011 Fire Administration • All supervisor personnel completed nationally recognized Incident Management Training (Blue Card). Fire Suppression • Established phase one of a department wide training program, including a training matrix for the different positions within the Fire Department. • Continued updated information on business pre-plans. • Updated fire hydrant inspection and testing program in conjunction with the water authority. Started Water flow study to improve emergency response planning. • Continued to develop a Local Emergency Response plan along with development of the Emergency Operations Center. • Continued Firefighter basic skills concept with NFPA standards. • Continued planning of self-assessment for preparation of Accreditation. EMS • Reviewed approximately 25-35 EMS Run Reports on a monthly basis by the Medical Director. • Maintained an internal EMS Review process working with the Medical Director for quality assurance purposes. • Received reaccreditation with the State of Ohio EMS Board for continuing education. • Started a new skills check off process with Medical Director • Completed the Annual State Pharmacy Board Inspection. • Received approval and funding to modernize our patient care reporting system Fire Prevention • Continued to work closely with the Engineering & Building Department on construction plan reviews. • Implement Computer Software Program (Inspections and Pre-Plans) to improve department effectiveness. Public Education & Safety • Continued our Outreach Program for Public Education, Fire Safety and Injury Prevention. • Researched and held an Elderly Outreach Program at Mason Christian Village, to be used to meet the needs of our elderly residents. • Held a number of CPR classes for the community. 85

_________________________ DEPARTMENTAL GOALS FOR 2012 Fire Administration • Begin the Fire Accreditation process by registering for accreditation. • Continue work on Firefighter basic skills with NFPA guidelines. • Continue to work on plans for both local and county training facilities. • Continue developing the department wide training program schedule to implement the training matrix for the different positions within the Fire Department. Fire Suppression • Continue update information of all business pre-plans on the computer. • Continue to update our fire hydrant inspection and testing program in conjunction with the water authority. EMS • Continue with and refine our internal EMS Review Board process, working with the Medical Director for quality assurance purposes. • Expand our new skills check offs with Medical Director. • Complete the Annual State Pharmacy Board Inspection. • Complete the reaccreditation process with the State of Ohio EMS board for continuing education site. Fire Prevention • Continue to work closely with the Engineering & Building Department on construction plan reviews. • Investigate the cost benefits of a wireless inspection program (though the County FRMS program) to improve department effectiveness. • Continue new Company Inspection Program to assist with business inspections to increase business employees’ fire and life safety awareness. Public Education & Safety • Continue our Outreach Program for Public Education, Fire Safety and Injury Prevention. • Continue the Community CPR Classes, working with the Community Center for registration. • Research and develop an Elderly Outreach Program to be used to meet the needs of our elderly residents. Emergency Management • Continue to develop our Local Emergency Response Plan along with development of the Emergency Operations Center. _________________________

TOP FIVE COST SAVING INITIATIVES • • • • •

Participated with the Northeast Fire Collaborative, and participated in their joint purchasing program. (Approximate savings $30,000) Participated with the Northeast Fire Collaborative, and participated in their joint Training program. (Approximate savings $15,000) Fire personnel provide cleaning and maintenance to Fire Stations and Administrative offices. (Approximate savings $5000) Fire Personnel starting in 2011 will take on more of the exterior maintenance of the stations. (Approximate saving $5,000) Station personnel continued fuel/utility conservation program. (Approximate saving $3000)

City of Mason, Ohio Fund 101.106 : Disaster Services

2012 Budget

Departmental Budget Detail Account Number

Description

101.106.52310 Utilities 101.106.52340 Professional Services 101.106.52350 Contracts/Agreements

2009 Actual Expenditures

2010 Actual Expenditures

420.00

450.00

385.00

500.00

8,983.00

0.00

8,000.00

4,913.92

0.00

2011 Budget

2011 Actual Expenditures

2012 Budget

0.00

12,500.00

6,750.00

12,743.00

12,500.00

9,403.00

12,920.00

15,200.00

18,041.92

13,000.00

0.00

101.106.52430 Repairs and Maintenance

4,965.66

2,408.29

5,000.00

5,628.84

6,500.00

101.106.52440 Small Tools/Minor Equipment/Computers

3,024.55

0.00

Subtotal Contractual Services: 101.106.52420 Operational Supplies

7,990.21

2,408.29

5,000.00

5,628.84

6,500.00

101.106.52590 Traffic Control Devices/Street Lighting

Subtotal Supplies & Materials:

0.00

101.106.52595 Repairs, Improvements & Replacements

0.00

17,393.21

15,328.29

20,200.00

23,670.76

19,500.00

Subtotal Capital Outlay: Totals Notes: Defer replacement of old emergency sirens

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

2012 Budget

Departmental Budget Detail Account Number

Description

211.102.52110 Salaries and Wages

2009 Actual Expenditures

2010 Actual Expenditures

2,894,982.76

2,965,284.34

2011 Budget 3,295,684.34

2011 Actual Expenditures 3,131,856.98

2012 Budget 3,490,842.03

211.102.52120 Retirement

597,204.55

613,574.10

639,050.11

638,219.47

675,732.28

211.102.52130 Medical Insurance

469,000.00

603,500.00

620,500.00

41,123.01

42,050.52

47,787.42

44,454.70

50,617.21

211.102.52150 Medicare 211.102.52160 Workerâ&#x20AC;&#x2122;s Compensation Subtotal Personal Services: 211.102.52210 Training/Meeting Expense 211.102.52220 Memberships/Subscriptions Subtotal Employee Development: 211.102.52310 Utilities 211.102.52320 Telephone/Pager Service

97,372.15

68,395.18

98,870.53

78,256.77

104,725.26

4,099,682.47

4,158,304.14

4,684,892.41

4,496,287.92

4,942,416.78

62,866.10

32,800.91

40,000.00

31,226.60

25,000.00

1,840.05

1,813.25

2,000.00

1,461.00

2,000.00

64,706.15

34,614.16

42,000.00

32,687.60

27,000.00

38,769.65

44,268.49

45,000.00

52,679.44

48,000.00

19,502.58

15,167.87

22,000.00

16,407.21

22,000.00

211.102.52340 Professional Services

126,027.23

105,626.50

140,000.00

79,154.40

140,000.00

211.102.52350 Contracts/Agreements

22,290.35

27,706.88

45,000.00

26,369.65

35,000.00

211.102.52360 Insurance

67,842.40

69,514.15

72,000.00

74,437.20

90,000.00

7,333.31

8,771.19

7,500.00

7,804.48

7,500.00

281,765.52

271,055.08

331,500.00

256,852.38

342,500.00

3,888.49

3,149.39

4,500.00

2,214.26

4,500.00

211.102.52370 Printing & Advertising Subtotal Contractual Services: 211.102.52410 Office Supplies 211.102.52420 Operational Supplies

50,524.66

57,314.90

65,000.00

57,092.42

60,000.00

165,971.82

206,021.22

155,000.00

136,645.37

155,000.00

54,905.55

63,985.03

50,000.00

55,205.59

65,000.00

797.87

757.03

750.00

435.68

1,000.00

211.102.52470 Fuel

43,458.57

47,616.85

44,000.00

68,174.13

65,000.00

211.102.52480 Uniforms & Clothing

29,963.73

37,481.86

30,000.00

31,345.54

30,000.00

Subtotal Supplies & Materials:

349,510.69

416,326.28

349,250.00

351,112.99

380,500.00

900.00

0.00

979,428.14

2,324,274.64

0.00

154,266.45

0.00

84,729.60

0.00

3,192.00

0.00

12,000.00

16,355.15

20,000.00

12,565.00

0.00

211.102.52550 Vehicles/Vehicular Equipment

0.00

51,207.50

230,000.00

20,421.46

130,000.00

211.102.52580 Machinery & Equipment

0.00

6,790.00

0.00

211.102.52430 Repairs and Maintenance 211.102.52440 Small Tools/Minor Equipment/Computers 211.102.52450 Postage

211.102.52510 Land & Land Improvement 211.102.52520 Buildings/Building Improvements 211.102.52530 Furniture, Fixtures & Office Machines 211.102.52540 Computers/Computer Equip.

211.102.52599 Special Equipment Subtotal Capital Outlay: 211.102.52910 Contingencies Subtotal Transfers: Totals

0.00

12,300.00

35,989.50

0.00

992,328.14

2,483,356.89

262,300.00

226,434.41

130,000.00

0.00

100,000.00

0.00

100,000.00

5,787,992.97

7,363,656.55

5,669,942.41

5,363,375.30

5,922,416.78

Notes: 52550/52910 - one Medic remount($130,000) or new vehicle ($230,000). 52440- 2 PulseOximeters with Carbon Monoxide detectors.2 laptops, 2- MDCs replace 2004 and 2006 MDCs. 5 monitors for laptops and and old MDCs, plus one additional tower for Medical Dir.

DESCRIPTION OF DEPARTMENT The City of Masonâ&#x20AC;&#x2122;s Parks & Recreation Department is responsible for enhancing the lives of our citizens by providing quality parks and recreation facilities and programs. It manages 301 acres of parks, with an additional 250 acres of open space for future development. 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. With the 2010 expansion of the Mason Community Center, there are more conveniences and recreational options than ever before. The facility is open 365 days per year and the fitness floor has tripled in size. 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 Participants in instructional gymnastics program Competitive gymnasts

Parks Number of fishing passes sold * Season * Daily Pounds of fish stocked

2009

2010

2011

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

97 1,600 1.597 25 83 193 3,149 18

25 2,100 86 30 121 1504 2,400 148 36

166 140 4,850

272 42 4,500

200 184 5,250 90

Number of acres of parks maintained 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 * The Parks & Recreation Department does not reserve shelters any longer, effective Jan. 1, 2011 Facilities Number of passes issued/renewed 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

301 2009 75 -4 100 6 1 395

301 2010 0 0 75 4 0 382

301 2011 12 0 40 1 0 *

6252 5999 55 300

6,628 12,395 20 300

2,347 1,775 20 530

890 5,452

1,039 8,778

1,971 6,528

_________________________ 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. The recreation staff developed over 80 unique programs and over 25 community wide special events. Recreation programs at the Community Center include a variety of fitness and wellness programs and classes, thousands of swimming participants, a competitive gymnastics team, the Manta Ray USA year-round swim team program with over 310 youth. Over 703 volunteers served our community. There were also 25 camps with over 2,100 participants offered in 2011. Over 1,504 unique Senior programs were offered to adults 55 years and older.

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), and Mason Sports Park (54 acres). Staff also assists with other duties such as the set-up and cleans 91

up of community wide special events as well as the preparation of athletic fields, picnic shelters, and other park facilities for community/individual use. In 2011, 30 community events such as baseball tournaments, 5K races, camps and other sporting events took place in our parks. 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 2011 Recreation • Basketball program continued to draw over 1,261 participants for 2011 • In 2011, the Community Center began charging admission to all basketball games, this brought in a revenue of $29,335. • New specialty pieces have been incorporated into the fitness area, including TRX and GTS training systems. • Created and grew Biggest Loser, Empowered to Lose Big and Passport Challenge fitness challenges. • 1% of members of the Community Center completed a fitness orientation, assessment and/or personal training. • Doubled revenue from personal training from $35,000 to $74,500. • Created the Clinical Exercise program to increase programming in the warm water therapy pool. • Created the Mason Community Center 5K Run & Sun to promote the outdoor pool. • Changed programming to feature more services of partnership: Mammograms, Manicures, and Massage • Partnership with Pavilion Spa for massage services in-house 92

• • • • • • • • • • • • •

Changed health fairs to “expos” and had first annual Community Wellness Expo with over 40 vendors. Created daily safety checks for the climbing wall. Added social media component (Facebook) to Mason Community Center. Updated at MCC events with information and pictures to increase interest and future participation. Created tracking system for daily usage of Edge floor space. Added nationally recognized formats - Les Mills BODYPUMP, Turbo Kick, PiYo -Branded internal group exercise formats. Increased total class participation 25% from 2010 to 2011. Hosted nationally recognized certifications/trainings with organizations such as TRX, AFAA, Les Mills Developed the new Mason Swim Academy by training Site Supervisors and evaluating current staff for positions within the new program. Restructured the aquatics team. Created the position of Supervisor In Charge and assigned responsibilities to the group. Grew the Masters Swim Program to numbers hitting consistently in the 20's (up from 4 the previous year). Revamped the Moccasin Swim Team to move from Division 2 to Division 1, and placed third at championships. Developed Staff Evaluation form, completed on a regular basis to ensure the staff was performing at all times of the day.

Parks • Replaced one existing shelters at the Lou Eves Municipal Pool. • 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. • Hosted the 3nd annual Reds Wiffle Ball Tourney at Mason Sports Park. • Mason High School Classic Soccer Tournament with the boosters. • Worked with numerous not for profit organizations with camps, runs, festivals and projects. • Soccer fields at Corwin M. Nixon Park and Heritage Oak Park were rolled, eliminating holes and ruts, benefiting area soccer organizations. • Removed trees and bushes from around the Community Center and replanted them in several of the parks. • Planted trees to replace the 12 dead trees at all parks. • Reshaped the infields on fields 3 and 4 at Corwin Nixon Park. • Poured concrete pads behind back stops at fields 2 & 3 at Mason Sports Park. • Public Works and Public Utilities employees assisted Parks maintenance employees. • Mowed and trimmed the Mason Community Center

Facilities • Contracted park and outdoor pool concessions to Comet’s Pizza and Mustard’s Last Stand. Approximately $7,005 in revenue was returned to the City. • Pine Hill Lodge increased its usage by holding multiple Parks & Recreation nature programs and camps in the facility. • The City took over the operations of the Mason Community Center Café with the opening of Meet Me On Main Café. • The part-time and seasonal employee recognition/incentive program continues to encourage retention and development. • Developed weekly aquatic facility check procedures and implemented those procedures. • Implemented monthly safety equipment checks for first aid supplies and fire extinguishers. • Established the Senior Center Advisory Board to help provide direction and input for the Senior Center. • Doubled the number of members on the Mason Twisters Gymnastics Team moving from 18 to 36 members. • Developed the Premier Pool Party as an additional benefit to Premier members of the Community Center. • Secured an additional 550 Premier memberships. • Hosted 4 successful open houses, resulting in over 100 new memberships. • Launched retention management system. • Developed and implemented the volunteer fair. _________________________ DEPARTMENTAL GOALS FOR 2012 Recreation • Create additional programs and increase participation in existing programs for all ages that provide revenue and promote the Premier and Basic Community Center memberships. • Increase wellness programs for Mason residents and Community Center pass holders through the monthly Live Well in Mason programming calendar. • Continue to expand the new gymnastics program by increasing the number of participants at both the competitive and instructional level. • Secure at least one sponsor for every special event. • Add multiple enrichment programs to build our membership base and revenue during off-peak hours at the Mason Community Center. • Increase pre-school & teen programming at the Mason Community Center by offering additional recreation programs after school. • Continue to grow and develop the personal training program working on retention of clients. Goal is over $100,000 for 2012. • Have 2% of the MCC population complete a fitness orientation, assessment and/or personal training

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

•

Increase programming for running/ triathletes by working with partnership with local vendor. Add new equipment to supplement the personal training program and to update the fitness floor before the November-new Year Rush. Continue to grow programming covering multiple areas of wellness in new and creative ways. Increase participation in all events – 5k, health fairs, speaker programs, etc. Start adding in new events: cooking demos from local restaurants to show “healthy foods” and local businesses; blood drive, chili cook-off Great Mason Chase – adventure scavenger hunt to show off Mason businesses and have community members get to know the city. Make annual event Reroute climbing wall Evaluate options for increasing use of the Edge area. Add sponsorship revenue potential to youth basketball to increase revenue. Reinstate Start Smart child sports programs. Work with IT Department to develop Social Media Policy. Add Pinterest and Twitter accounts to broaden social media possibilities and increase exposure. Create studio space dedicated to cycling classes. Grow the number of certifications/trainings with national organizations. Grow the number of classes offered each week. Create Group Exercise incentive and special event programs. Reduce expense for printing group exercise schedules. Implement the Mason Swim Academy, powered by SwimAmerica. Set up a training program for Swim America to ensure complete and replicable steps for each coach. Hire Site Supervisors, whom market, create, train, and become the face of the Academy. Change the image of the Aquatics Office to become a place for patrons to find answers to any needs. Seek out and capitalize upon the Preschools affected by the closing of The Beach. Develop potential long standing customers, if not partnerships, with said pre-schools. Partner with Little Feet to create an in-house preschool-swim lesson opportunity, allowing participants to not only achieve more in a program, but also to strive for retention through the opportunity for both programs. Develop a co-op proposal to allow for the teenage community to participate more in the interest of the success of MCC. Utilize current swim team members, as well as high school students, to present an opportunity for community service within the scope of the Swim Academy, in turn, capitalizing on the knowledge and passion of the students to build the swim program at MCC. Train selected members of the staff to be LGI certified, thus allowing a bigger base to test potential Lifeguards in the Swim Test, as well as conduct in-service, staff trainings, opportunity for CPR trainings and eventually offer training

• • • •

• • • • •

opportunities for programs such as Coaches Safety Training, CPR, and Lifeguard classes. Create Audit forms for the Lifeguards, including Visual, CPR and Backboarding audits. Revise existing EAP and SOP for Aquatics to include new research addressing risks. Implement a Swim Program and Continuing Education Program for Lifeguards. Collaborate with Marketing to create a new layout for the pool schedule, encompassing Group X, High School, Manta Ray, and other various programs. This format would allow for digital access via smartphone for easy usage, along with a focus on remaining "green." A mobile version would allow lap swimmers to see specifically when lanes were available. Work with the high school to keep one lane open during the day, allowing us to offer more lap swimming options. Manipulate current shift forms to include secondary duties, thus developing a routine for lifeguards to take ownership of the tasks needing to be completed during a shift. Begin stages of developing swim clinics, including open water and swim team, to not only generate revue but provide opportunity for Mason to be seen as a source of swim knowledge. Begin creation of a diving lesson program following similar format of the current Swim Academy. Maintain the placing of Moccasin Swim Team from the previous year, as well as, grow the numbers and increase the cost to further cover expenses of the Program.

Parks • Work with the local Boy Scouts on Eagle Scout projects and Girl Scout projects that will make improvements to current parks and facilities. • Replace backstops at Corwin Nixon with new fencing. Facilities • Increase the efficiency of the Mason Community Center through an effective membership program, an emphasis on new membership growth, Premier membership and customer retention. • Continue to build upon the Premier membership and potential community partnerships. • Update the department Fees and Charges Policy Manual to reflect changes in policy and methods to optimize revenues. • Build upon partnership with Tri-Health and Group Health Associates, facilitating additional programs and revenue streams at the Community Center. • Continue and expand process of facilitating community sports programs through the Community Center. • Develop Manager on Duty program for part time staff. • Focus on building additional partnerships in Symbiosis and the Cafe. • Complete and implement aquatics facility cross training program. • Implementation of the Silver Sneakers program. • Expand sales and marketing for the Center. 96

• •

Increase corporate partnerships, including corporate memberships and wellness programs. Host the first competitive gymnastic meet at the Center. _________________________ TOP FIVE COST SAVING INITIATIVES

•

Develop partnerships with Mason youth sports organizations to promote and sell “Premier” memberships and assist financially with capital projects in the parks.

•

Utilize parks maintenance and Public Utilities employees to assist with all department pool maintenance operations and the Lou Eves Municipal Pool 2011 capital

•

Parks maintenance labor and supply costs related to athletic field maintenance will be assisted through partnership efforts with youth sports organizations such as SAY, MAB (formerly Knothole), MBSA, MYO and Mason Youth Football.

•

Utilize volunteers and parent volunteers to assist with park beautification efforts and recreation programs at the Community Center and in the parks – over $60,000.

•

Intensify fundraising efforts with the Mason Parks & Recreation Foundation to raise money for program scholarships and park improvements.

City of Mason, Ohio Fund 101.301 : Recreation Programs

2012 Budget

Departmental Budget Detail 2011 Actual Expenditures

2009 Actual Expenditures

2010 Actual Expenditures

183,728.83

178,887.20

201,878.17

186,560.50

164,947.62

101.301.52120 Retirement

25,611.03

25,123.65

28,262.94

26,002.68

23,092.67

101.301.52130 Medical Insurance

28,000.00

34,000.00

101.301.52150 Medicare

2,641.28

2,552.49

2,927.23

2,663.66

2,391.74

101.301.52160 Workerâ&#x20AC;&#x2122;s Compensation

6,731.61

4,340.67

6,056.35

4,721.01

4,948.43

Account Number

Description

101.301.52110 Salaries and Wages

101.301.52180 Vehicle Allowance

2011 Budget

2012 Budget

0.00

246,712.75

238,904.01

273,124.70

253,947.85

229,380.46

101.301.52210 Training/Meeting Expense

784.12

145.00

1,100.00

100.00

500.00

101.301.52220 Memberships/Subscriptions

439.00

133.00

500.00

113.00

500.00

1,223.12

278.00

1,600.00

213.00

1,000.00

0.00

2,576.30

0.00

1,400.00

0.00

1,375.33

0.00

292.00

0.00

457,590.62

174,439.72

60,000.00

38,812.71

50,000.00

Subtotal Personal Services:

Subtotal Employee Development: 101.301.52320 Telephone/Pager Service 101.301.52330 Rents & Leases 101.301.52340 Professional Services 101.301.52350 Contracts/Agreements 101.301.52370 Printing & Advertising

26,250.29

22,660.94

17,000.00

19,369.58

20,000.00

Subtotal Contractual Services:

486,417.21

198,475.99

78,400.00

58,474.29

70,000.00

148.87

1,235.00

300.00

291.14

300.00

61,940.77

43,695.66

30,000.00

15,557.20

12,000.00

101.301.52410 Office Supplies 101.301.52420 Operational Supplies 101.301.52440 Small Tools/Minor Equipment/Computers

0.00

101.301.52450 Postage

0.00

51.50

200.00

48.40

200.00

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

0.00

62,089.64

44,982.16

30,500.00

15,896.74

12,500.00

5,433.07

14,633.71

0.00

8,362.00

8,000.00

5,433.07

14,633.71

0.00

8,362.00

8,000.00

801,875.79

497,273.87

383,624.70

336,893.88

320,880.46

Notes:

City of Mason, Ohio Fund 101.302 : Parks

2012 Budget

Departmental Budget Detail Account Number

Description

101.302.52110 Salaries and Wages 101.302.52120 Retirement 101.302.52130 Medical Insurance 101.302.52150 Medicare 101.302.52160 Workerâ&#x20AC;&#x2122;s Compensation 101.302.52180 Vehicle Allowance Subtotal Personal Services: 101.302.52210 Training/Meeting Expense 101.302.52220 Memberships/Subscriptions

2009 Actual Expenditures

2010 Actual Expenditures

573,485.21

494,393.39

538,530.82

465,622.31

529,806.41

90,152.08

77,400.73

84,902.43

73,692.20

83,366.92

126,000.00

112,000.00

136,000.00

141,666.10

8,183.21

6,993.68

7,808.70

6,612.52

7,682.19

20,279.23

13,548.83

16,155.92

13,047.53

15,894.19

0.00

818,099.73

704,336.63

783,397.87

694,974.56

778,415.81

2,883.78

1,155.06

6,000.00

2,364.14

4,000.00

2011 Budget

2011 Actual Expenditures

2012 Budget

2,519.29

2,313.00

3,200.00

768.11

1,500.00

5,403.07

3,468.06

9,200.00

3,132.25

5,500.00

91,711.45

93,959.25

94,000.00

80,993.12

94,000.00

101.302.52320 Telephone/Pager Service

9,746.73

11,625.56

12,000.00

10,743.04

12,000.00

101.302.52330 Rents & Leases

1,713.15

1,002.05

2,000.00

0.00

5,000.00

15,944.29

5,474.87

32,300.00

7,636.46

17,000.00

0.00

Subtotal Employee Development: 101.302.52310 Utilities

101.302.52340 Professional Services 101.302.52341 Legal Services 101.302.52342 Engineering Services 101.302.52350 Contracts/Agreements

0.00

18,854.49

1,372.00

25,500.00

2,684.94

10,500.00

101.302.52370 Printing & Advertising

15,355.27

14,539.56

42,000.00

13,128.20

42,000.00

Subtotal Contractual Services:

153,325.38

127,973.29

207,800.00

115,185.76

180,500.00

2,341.20

3,149.09

5,000.00

0.00

2,000.00

77,198.17

50,369.81

118,000.00

42,290.36

90,000.00

1,466.26

0.00

1,000.00

0.00

1,000.00

101.302.52422 Regulatory Signs

0.00

1,500.00

1,450.00

1,500.00

101.302.52424 Concessions

101.302.52410 Office Supplies 101.302.52420 Operational Supplies 101.302.52421 Snow Expense

0.00

101.302.52430 Repairs and Maintenance

48,106.01

24,420.72

52,000.00

21,275.27

40,000.00

101.302.52440 Small Tools/Minor Equipment/Computers

15,599.09

583.22

2,000.00

0.00

2,000.00

375.00

889.44

1,000.00

0.00

500.00

101.302.52460 Chemicals

51,367.86

19,956.10

33,000.00

19,615.90

25,000.00

101.302.52470 Fuel

15,658.82

17,607.45

25,000.00

22,866.46

25,000.00

101.302.52450 Postage

101.302.52480 Uniforms & Clothing Subtotal Supplies & Materials: Totals

7,892.08

3,102.50

9,000.00

4,378.59

6,000.00

220,004.49

120,078.33

247,500.00

111,876.58

193,000.00

1,196,832.67

955,856.31

1,247,897.87

925,169.15

1,157,415.81

Notes:

City of Mason, Ohio Fund 101.304 : Swimming Pool

2012 Budget

Departmental Budget Detail Account Number

Description

101.304.52110 Salaries and Wages 101.304.52120 Retirement 101.304.52130 Medical Insurance 101.304.52150 Medicare 101.304.52160 Workerâ&#x20AC;&#x2122;s Compensation Subtotal Personal Services: 101.304.52210 Training/Meeting Expense 101.304.52220 Memberships/Subscriptions Subtotal Employee Development: 101.304.52310 Utilities 101.304.52320 Telephone/Pager Service 101.304.52330 Rents & Leases

2009 Actual Expenditures

2010 Actual Expenditures

142,590.71

115,155.41

142,327.86

122,178.08

136,767.92

19,962.71

16,121.85

19,925.90

17,104.92

19,147.51

0.00

5,666.10

2,031.84

1,669.14

2,063.75

1,771.43

1,983.13

2011 Budget

2011 Actual Expenditures

2012 Budget

4,726.20

3,368.77

4,269.84

3,039.06

4,103.04

169,311.46

136,315.17

168,587.35

144,093.49

167,667.70

204.65

0.00

250.00

0.00

250.00

0.00

204.65

0.00

250.00

0.00

250.00

17,239.20

17,592.55

21,000.00

13,681.32

21,000.00

0.00

574.00

900.00

0.00

900.00

101.304.52340 Professional Services

1,240.00

490.00

2,500.00

833.00

500.00

101.304.52350 Contracts/Agreements

11,194.05

9,137.77

14,000.00

11,345.29

15,000.00

101.304.52370 Printing & Advertising

189.00

541.01

2,000.00

0.00

500.00

29,862.25

28,335.33

40,400.00

25,859.61

37,900.00

0.00

500.00

250.00

8,716.10

10,580.54

14,000.00

10,000.99

12,000.00

101.304.52422 Regulatory Signs

0.00

101.304.52424 Concessions

0.00

18,961.38

2,806.47

17,000.00

14,201.87

17,000.00

415.03

0.00

12,000.00

12,400.32

5,000.00

0.00

178.64

0.00

8,667.97

9,720.25

10,000.00

10,560.41

11,000.00

Subtotal Contractual Services: 101.304.52410 Office Supplies 101.304.52420 Operational Supplies

101.304.52430 Repairs and Maintenance 101.304.52440 Small Tools/Minor Equipment/Computers 101.304.52450 Postage 101.304.52460 Chemicals 101.304.52480 Uniforms & Clothing

1,282.82

1,636.33

2,000.00

1,935.00

0.00

Subtotal Supplies & Materials:

38,043.30

24,922.23

55,500.00

49,598.59

45,250.00

589.50

1,901.40

0.00

1,763.60

0.00

589.50

1,901.40

0.00

1,763.60

0.00

238,011.16

191,474.13

264,737.35

221,315.29

251,067.70

101.304.52810 Refunds Subtotal Refunds & Reimbursements: Totals Notes:

100

City of Mason, Ohio Fund 101.377 : Senior Center Programs

2012 Budget

Departmental Budget Detail 2011 Actual Expenditures

2009 Actual Expenditures

2010 Actual Expenditures

101.377.52110 Salaries and Wages

0.00

99,833.77

66,461.91

74,391.61

101.377.52120 Retirement

0.00

13,976.73

8,572.98

10,414.83

101.377.52130 Medical Insurance

0.00

17,000.00

8,500.00

101.377.52150 Medicare

0.00

1,447.59

923.09

1,078.68

101.377.52160 Workerâ&#x20AC;&#x2122;s Compensation

0.00

2,995.01

1,571.07

2,231.75

0.00

135,253.10

94,529.05

96,616.87

101.377.52210 Training/Meeting Expense

0.00

200.00

792.00

0.00

101.377.52220 Memberships/Subscriptions

0.00

500.00

296.43

300.00

0.00

700.00

1,088.43

300.00

101.377.52310 Utilities

0.00

101.377.52330 Rents & Leases

0.00

54,410.00

101.377.52340 Professional Services

0.00

2,740.00

0.00

101.377.52350 Contracts/Agreements

0.00

55,000.00

52,058.40

850.00

Account Number

Description

Subtotal Personal Services:

Subtotal Employee Development:

2011 Budget

2012 Budget

101.377.52370 Printing & Advertising

0.00

6,000.00

2,800.89

4,500.00

Subtotal Contractual Services:

0.00

61,000.00

57,599.29

59,760.00

101.377.52410 Office Supplies

0.00

300.00

260.72

200.00

101.377.52420 Operational Supplies

0.00

11,000.00

5,728.10

7,200.00

101.377.52430 Repairs and Maintenance

0.00

800.00

673.00

1,000.00

101.377.52440 Small Tools/Minor Equipment/Computers

0.00

489.32

1,700.00

101.377.52450 Postage

0.00

800.00

3,400.00

3,000.00

101.377.52480 Uniforms & Clothing

0.00

Subtotal Supplies & Materials:

0.00

12,900.00

10,551.14

13,100.00

Totals

0.00

209,853.10

163,767.91

169,776.87

Notes:

101

City of Mason, Ohio Fund 630.306 : Community Center

2012 Budget

Departmental Budget Detail 2009 Actual Expenditures

2010 Actual Expenditures

1,208,595.29

1,359,053.46

1,418,943.79

1,632,608.71

1,571,314.00

630.306.52120 Retirement

169,405.91

184,326.26

198,652.13

226,906.49

219,983.00

630.306.52130 Medical Insurance

154,000.00

170,000.00

178,500.00

630.306.52150 Medicare

17,380.08

19,517.92

20,574.69

23,494.27

219,983.00

630.306.52160 Workerâ&#x20AC;&#x2122;s Compensation

39,117.50

28,553.56

42,568.31

34,295.70

219,983.00

1,588,498.78

1,745,451.20

1,850,738.92

2,087,305.17

2,409,763.00

Account Number

Description

630.306.52110 Salaries and Wages

Subtotal Personal Services:

2011 Budget

2011 Actual Expenditures

2012 Budget

630.306.52210 Training/Meeting Expense

2,399.48

5,637.65

10,200.00

1,674.27

8,850.00

630.306.52220 Memberships/Subscriptions

1,135.58

1,255.18

1,561.00

179.55

1,260.00

3,535.06

6,892.83

11,761.00

1,853.82

10,110.00

0.00

52,754.42

300,000.00

69,136.14

300,000.00

858.60

1,323.05

1,500.00

3,768.88

2,200.00

5,826.66

2,759.35

6,500.00

3,000.00

1,700.00

630.306.52340 Professional Services

33,607.30

161,998.91

289,800.00

95,989.17

44,100.00

630.306.52350 Contracts/Agreements

296,584.31

1,752,967.36

1,483,000.00

1,021,928.43

1,812,500.00

Subtotal Employee Development: 630.306.52310 Utilities 630.306.52320 Telephone/Pager Service 630.306.52330 Rents & Leases

0.00

630.306.52370 Printing & Advertising

630.306.52360 Insurance

48,425.94

37,483.48

61,500.00

39,566.12

102,000.00

Subtotal Contractual Services:

385,302.81

2,009,286.57

2,142,300.00

1,233,388.74

2,262,500.00

6,122.26

9,381.43

10,000.00

6,568.48

5,700.00

75,696.04

106,019.55

156,500.00

172,017.14

257,250.00

0.00

3,000.00

0.00

12,431.75

13,452.38

26,000.00

8,467.63

36,500.00

630.306.52440 Small Tools/Minor Equipment/Computers

1,833.02

9,683.21

16,500.00

40,574.71

30,500.00

630.306.52450 Postage

3,907.27

17,611.54

88,000.00

191,328.47

173,149.00

630.306.52460 Chemicals

7,886.76

7,983.73

14,000.00

11,153.43

10,500.00

0.00

630.306.52410 Office Supplies 630.306.52420 Operational Supplies 630.306.52421 Snow Expense 630.306.52430 Repairs and Maintenance

630.306.52470 Fuel 630.306.52480 Uniforms & Clothing

2,278.84

11,473.55

7,700.00

7,970.47

5,100.00

110,155.94

175,605.39

321,700.00

438,080.33

518,699.00

630.306.52520 Buildings/Building Improvements

0.00

630.306.52595 Repairs, Improvements & Replacements

0.00

7,885.00

0.00

4,930.18

0.00

7,885.00

0.00

4,930.18

0.00

9,290.76

25,861.23

28,000.00

36,388.83

16,000.00

Subtotal Supplies & Materials:

Subtotal Capital Outlay: 630.306.52810 Refunds 630.306.52830 Remittances Subtotal Refunds & Reimbursements: Totals

35.03

15.17

500.00

428.91

0.00

9,325.79

25,876.40

28,500.00

36,817.74

16,000.00

2,096,818.38

3,970,997.39

4,354,999.92

3,802,375.98

5,217,072.00

Notes: Facility - $1,449,849 Building Service - $1,808,000 Retail - $248,900 Programs - $1,237,624 Swim Team $394,106 Gymnastics - $78,594

102

City of Mason, Ohio Fund 635.306 : Community Center Expansion

2012 Budget

Departmental Budget Detail 2011 Actual Expenditures

2009 Actual Expenditures

2010 Actual Expenditures

300.07

48,054.31

150,000.00

68,100.01

95,000.00

635.306.52340 Professional Services

1,218,641.65

310,120.47

5,000.00

57,006.00

55,000.00

635.306.52342 Engineering Services

0.00

635.306.52350 Contracts/Agreements

0.00

25,000.00

1,039.00

5,000.00

635.306.52360 Insurance

0.00

8,000.00

Account Number

Description

635.306.52310 Utilities

635.306.52370 Printing & Advertising Subtotal Contractual Services: 635.306.52420 Operational Supplies

2011 Budget

2012 Budget

6,000.00

3,337.64

0.00

2,939.09

0.00

1,224,941.72

361,512.42

180,000.00

137,084.10

163,000.00

666.61

21,351.84

0.00

11,470.34

10,000.00

635.306.52421 Snow Expense

0.00

1,139.08

5,000.00

635.306.52430 Repairs and Maintenance

0.00

5,318.53

8,000.00

635.306.52440 Small Tools/Minor Equipment/Computers

0.00

10,298.73

0.00

15,000.00

666.61

31,650.57

0.00

17,927.95

38,000.00

635.306.52510 Land & Land Improvement

1,544,590.28

172,213.34

0.00

32,777.00

0.00

635.306.52520 Buildings/Building Improvements

4,625,296.80

8,896,532.81

0.00

1,176,846.74

0.00

635.306.52530 Furniture, Fixtures & Office Machines

0.00

712,526.22

15,000.00

156,104.09

0.00

635.306.52540 Computers/Computer Equip.

0.00

9,249.10

0.00

790.92

0.00

635.306.52570 Recreation/Playground Equipment

0.00

14,228.00

0.00

635.306.52595 Repairs, Improvements & Replacements

0.00

Subtotal Supplies & Materials:

635.306.52599 Special Equipment Subtotal Capital Outlay: 635.306.52610 Principal Retirement 635.306.52620 Interest Payment 635.306.52630 Service Fees

0.00

6,169,887.08

9,804,749.47

15,000.00

1,366,518.75

0.00

14,000,000.00

275,000.00

295,000.00

300,000.00

41,416.67

496,633.99

473,825.00

467,925.00

0.00

105,196.45

0.00

Subtotal Debt Service:

14,041,416.67

876,830.44

768,825.00

767,925.00

Totals

21,436,912.08

11,074,742.90

963,825.00

2,290,355.80

968,925.00

Notes:

103

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

Engineering Number of lane miles resurfaced Grant applications (in dollars) Traffic signal complaints/maintenance calls 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

104

2009

2010

2011

0.72 miles $109,998,763 175

1.88 miles $3,000,000 174

5.36 miles $1,117,580 140

676

760

584

10 9 5 33 28 6

13 9 6 23 15 13

10 9 6 34 17 15

2009 5

2010 2

2011 1

67 15

56 17

62 31

$58,632,065 $50,272,660 2,339 2,495 576 669 7 15 30 49 19 22

$43,298,686 2,458 724 8 55

835

850

Number of lot splits Weed control program * Number of violation letters sent * Number of properties mowed 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 Floodplain permits/information requested Facility Maintenance Community space usage per room/meeting _________________________

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. 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.

105

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, signs and floodplain management. 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 2011 Engineering â&#x20AC;˘ Administered contract documents, bidding, letting, construction inspections, and change orders on the following municipal construction contracts: o Annual Street Maintenance & Resurfacing Program, which included resurfacing work at the Golf Center. The city once again partnered with Deerfield Township to combine projects for the Street Resurfacing Program, which was $1,258,120.06. o Annual Sidewalk Replacement Program â&#x20AC;&#x201C; this year the entire project was completed by the Public Works Department. o Annual Street Striping Program was awarded and completed under budget.

106

• • • •

o Mason Road from Downtown to the west corporation limit was completed. The $4.9 million project included the Library Area Storm and Sanitary Sewer Improvements. o The Mason Road Roundabout was completed under budget. o A new PVC pool liner for the Lou Eves Municipal pool was awarded. o Annual traffic signal operations and maintenance contract, reducing the cost of signal maintenance for 40 traffic signals. o US 42 Widening from Tylersville Road to Butler-Warren Road was bid, awarded and began construction. o Administered the contract documents, bidding, letting, construction inspections and change orders for the Everybody’s Farm TIF project. Performed traffic counts throughout the City in house. Coordinated with GCWW for the design of a new water main on Cloverwood Drive. Administered the design contract for the following projects: o Final design for Bethany Road Roundabout. o Project design work for the Common Ground Park Access Road project. Annual Bridge Inspections were awarded and completed within the budget.

Geographic Information System • Obtained updated aerial photography, centerline and parcel information, from Warren County, to use within the City’s GIS. • Updated and maintained the Utility Management System. • Provided asset inventory and cost estimates to the Finance Department to fulfill GASB34 requirements. • Worked with Greater Cincinnati Water Works to obtain updates to the Water System as they made changes to the data. • Assisted many departments in managing information through the use of mapping capabilities. These maps assisted in police investigations, property acquisitions, and providing efficient municipal services. • Public Works - Updated the Brush Route and Snow Route Maps. Also created maps to assist in completing a tree inventory. • 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. • Police Department – Updated the district map. Printed maps, as needed, for crash investigations, crime statistics, and court hearings. • Fire Department – Updated the Hydrant Location Map and the Zone Alarm Map. Helped create maps as part of their pre-plan process. • 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. • Parks & Recreation – Provided maps of bike paths, parks, and other miscellaneous requests as needed. • 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. 107

• • •

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. Updated maps available for download on the City’s website. 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 • Worked with property and business owners to lead them through Planning Commission, Zoning Board of Appeals and Design Review Board. • Brian Lazor was elected as Chairman of the Warren County Regional Planning Commission • Completed the Municipal Property Study • Worked to approve a new business park, corporate facilities, a residential subdivision and on Code amendments. • Began work on the new Zoning Code. • Designed and contracted the installation of the Downtown Plaza signage. • Designed the Downtown way finding signage system. • Member of the Employee Events Committee. Building • Updated the current basement finish information sheet for builders and homeowners, which includes a sample wall section along with a detailed drawing checklist. Information sheet and drawings are available on-line on the City web site. • Reviewed fee schedule and updated costs based on the cost-of-living clause built into the new fee schedule. The Temporary Certificate of Occupancy fee-hold system solved the previous problems with project completion for commercial jobs. • Greg Nicholls continued work as an instructor for the Ohio Board of Building Standards, and was awarded a Certificate of Service from the Board for his work on the Code Scoring Advisory Group to assist in determining the short- and long-term cost effects of proposed code updates. • Greg also retained his seat on the national general building code development committee for the International Codes Council, which holds hearings on code changes for the nation, and subsequently for Ohio. • Lorenzo Adam represents SWOBOA as the Past-President of the Chapter. He attends monthly meetings to promote efficiency and seek improvement in administrative techniques related to zoning, housing, and building construction. • Lorenzo Adam holds position as Secretary for Southwest Division, Ohio Chapter, International Association of Electrical Inspectors (IAEI) for a sixth year. • The Residential Certificate of Occupancy was updated to be in line with current state requirements. • Greg Nicholls assisted with the Community Center expansion as Owner Representative, coordinating the City of Mason’s interests and funds with the nine prime contractors, construction manager, community center staff, and the Mason City Schools.

108

•

Diversification of staff is continuing with both Mark Heckenmueller and Lorenzo Adam achieving their interim Building Official status. Greg Nicholls passed the 2009 ICC editions of the Mechanical, Electrical and Plumbing plan review tests.

Facility Maintenance • Consolidated the various city departments into single source purchasing of janitorial supplies. • Assisted with a variety of events, such as the Mason Arts Festival, Veterans’ Memorial Service, Police Memorial Service, and Fallen Firefighters Award Ceremony. • Coordinated the demolition of old Station # 51. • Responsible for managing the City owned farmland and contact person for houses and apartments. • Recommended and managed the transition from Duke Energy to Duke Energy Retail Sales as the City’s primary electric supplier. Managed the transition from IGS Gas to Proliance Gas as our natural gas supplier. • Coordinated the lighting retrofit in Station # 52 bay area, resulting in better lighting at reduced cost. • Taken on role of managing access control to the Community Center and Fire Station # 51. • Assisted in coordinating construction of AssureRX area in Community Center. _________________________ DEPARTMENTAL GOALS FOR 2012 Engineering • Improve customer service by continuing to partner with Deerfield Township and Warren County to save administrative costs and contractors’ costs. • I-71 interchange modification study • Western Row Road/Kings Island Drive Intersection Improvements • Street Maintenance Program • Street Striping Program • Sidewalk Program • Look for additional opportunities to apply for grants • Actively participate in the State’s OPWC District 10 Integrating Committee to seek funding for Issue 1 (formerly Issue 2) projects. • Acquire permanent easements and right-of-way for Bethany Road Roundabout. • Complete construction of the US 42 Widening Project. • Complete the Everybody’s Farm TIF project including the bidding and administering the Landscape Package. • Complete the installation of the new PVC liner for the Lou Eves Municipal Pool. • Coordinate with GCWW for the installation of water main on Cloverwood Drive and part of Fairway Drive. • Continue to aggressively apply for grants money for projects. • Complete the design drawing modification for the Bethany Road Widening Project from SR 741 to the Mason Sports Park for future use. • Complete annual bridge/culvert inspection for all structures for the City in house. 109

• • • •

Continue to reduce the delays to motorists caused by traffic signal malfunctions and improperly timed signals. Provide excellent coordination, communication and customer service with all customers both internal and external. Complete final plans, specs and cost estimate of the Bethany Road Roundabout and be ready to advertise for bids and start construction in 2013. Construction and completion of the Common Ground Park Access Road Project.

Geographic Information System • Continue to work with various agencies/departments for updates: • Warren County’s updated parcel and centerline data information • Greater Cincinnati Water Works’ updated information to water system • Continue to service map requests from residents, departments, and City Council. • Continue to work with the Stormwater Engineer to update the impervious area layer for the Stormwater Utility, and create maps as part of the NPDES Phase II Permit. • Provide excellent coordination, communication and customer service with all customers both internal and external. Planning • Oversee implementation of the 2010 City of Mason Comprehensive Plan. • Continue making revisions to City Codes based on the results of the Comprehensive Plan. • Create information brochures to explain Planning and Zoning topics to handout to residents and business owners. • Provide excellent coordination, communication and customer service with all customers both internal and external. Building • Retain relationships with Downtown business owners to educate and work with them to acquire permits for building and sign codes. • Prepare review and evaluate methods for inspection staff in field and clerical staff in office, possibly with another building department. • Assist with architecturally related services to the City and its departments for larger building projects. • Investigate performing plan review and inspection services for neighboring jurisdictions, as a matter of efficiency and additional fee funds. Sharing inspection personnel may be one of the options for efficiency and continuity in customer service as well, to overcome temporary deficits in certified personnel. • Provide excellent coordination, communication and customer service with all customers both internal and external. • Continue to diversify the state-certified staff, to provide better customer service continuity and have individual staff members able to resolve more problems. Facility Maintenance • Continue to consolidate vendors used across departmental functions to assure best prices and delivery. 110

• • • • • • •

Secure spare parts for inventory to reduce downtime and minimize business disruptions. Act as a resource person to secure bids on various department building projects and requests, i.e. replacement roofing, roof ice dams, audio/video needs, electrical problems. Work with Police and I.T. personnel on surveillance equipment, to ensure long range planning and compatibility of hardware and software. Explore opportunities to reduce energy costs and consumption throughout the City. Coordinate a master key system with all city facilities, new and existing. Provide excellent coordination, communication and customer service with all customers both internal and external. Assist as needed and requested, on the construction and re-location of various AssureRX projects. _________________________ TOP COST SAVING INITIATIVES

• • • • • •

•

Staff successfully applied for additional Federal ($2,086,995) and State ($978,714) funding for the US 42 Widening Project bringing the total grant funds for the project to over $6.5 million. Engineering staff worked with Duke Energy and made design changes to the US 42 widening plans to reduce the number of poles to be relocated saving $340,000. Larry Rudd acted as construction manager for 1st phase relocation of AssureRx in the Community Center. Secured increased Federal grant for Bethany Road Roundabout from 60/40 split to and 80/20. Engineering staff began marking traffic signal utilities in house for OUPS tickets saving about $500 per instance plus keeping our signal wiring from being damaged. Engineering staff is performing construction engineering work for the US 42 Widening Project. This prevents the City from paying ODOT to perform this work and we can see reimbursement for 60% of our cost with a net savings of over $500,000. Engineering staff is performing annual bridge inspections in house saving over $10,000 per year.

111

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

2012 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 Subtotal Personal Services:

2011 Actual Expenditures

2009 Actual Expenditures

2010 Actual Expenditures

57,868.20

58,831.00

61,015.40

58,782.21

60,364.26

7,943.69

8,287.14

8,542.16

8,211.92

8,451.00

28,000.00

14,000.00

17,000.00

820.74

838.38

884.72

840.65

875.28

2011 Budget

2012 Budget

1,837.39

1,367.16

1,830.46

1,552.61

1,810.93

96,470.02

83,323.68

89,272.74

86,387.39

88,501.47

101.401.52210 Training/Meeting Expense

220.00

51.00

1,000.00

50.00

1,000.00

101.401.52220 Memberships/Subscriptions

355.00

365.00

500.00

375.00

500.00

575.00

416.00

1,500.00

425.00

1,500.00

352.49

279.16

400.00

0.00

400.00

0.00

71,604.94

9.50

15,000.00

4,095.60

2,000.00

0.00

330.50

0.00

350.00

0.00

350.00

101.401.52370 Printing & Advertising

2,121.97

1,109.95

2,000.00

1,309.03

2,000.00

Subtotal Contractual Services:

74,409.90

1,398.61

17,750.00

5,404.63

4,750.00

2,204.07

1,189.29

2,000.00

789.85

2,000.00

76.31

0.00

Subtotal Employee Development: 101.401.52320 Telephone/Pager Service 101.401.52330 Rents & Leases 101.401.52340 Professional Services 101.401.52343 Plan Reviews 101.401.52350 Contracts/Agreements

101.401.52410 Office Supplies 101.401.52420 Operational Supplies 101.401.52430 Repairs and Maintenance

0.00

101.401.52440 Small Tools/Minor Equipment/Computers

0.00

374.95

301.34

400.00

200.00

400.00

101.401.52450 Postage 101.401.52480 Uniforms & Clothing Subtotal Supplies & Materials: 101.401.52810 Refunds Subtotal Refunds & Reimbursements: Totals

0.00

2,655.33

1,490.63

2,400.00

989.85

2,400.00

0.00

25.00

0.00

150.00

0.00

25.00

0.00

150.00

0.00

174,110.25

86,653.92

110,922.74

93,356.87

97,151.47

Notes:

112

City of Mason, Ohio Fund 101.402 : Building Inspections

2012 Budget

Departmental Budget Detail 2011 Actual Expenditures

2009 Actual Expenditures

2010 Actual Expenditures

360,240.42

369,292.58

332,209.20

325,402.43

329,914.97

101.402.52120 Retirement

49,836.98

52,004.11

46,509.29

45,455.09

46,188.10

101.402.52130 Medical Insurance

84,000.00

85,000.00

5,109.42

5,217.77

4,817.03

4,583.12

4,783.77

12,206.01

8,510.83

9,966.28

9,745.99

9,897.45

Account Number

Description

101.402.52110 Salaries and Wages

101.402.52150 Medicare 101.402.52160 Workerâ&#x20AC;&#x2122;s Compensation 101.402.52180 Vehicle Allowance

2011 Budget

2012 Budget

0.00

511,392.83

519,025.29

478,501.80

470,186.63

475,784.28

3,420.10

1,988.44

4,000.00

1,918.39

3,000.00

460.00

325.00

600.00

1,594.71

600.00

3,880.10

2,313.44

4,600.00

3,513.10

3,600.00

0.00

2,829.42

2,668.77

3,000.00

1,480.39

1,260.00

0.00

982.00

0.00

1,000.00

2,000.00

3,000.00

0.00

101.402.52350 Contracts/Agreements

330.50

8,699.00

1,000.00

1,167.16

1,000.00

101.402.52370 Printing & Advertising

156.50

806.25

300.00

333.08

200.00

4,298.42

12,174.02

5,300.00

4,980.63

5,460.00

Subtotal Personal Services: 101.402.52210 Training/Meeting Expense 101.402.52220 Memberships/Subscriptions Subtotal Employee Development: 101.402.52310 Utilities 101.402.52320 Telephone/Pager Service 101.402.52330 Rents & Leases 101.402.52340 Professional Services 101.402.52343 Plan Reviews

Subtotal Contractual Services: 101.402.52410 Office Supplies

1,500.17

935.14

2,000.00

870.81

2,000.00

101.402.52420 Operational Supplies

364.47

175.31

500.00

50.00

500.00

101.402.52430 Repairs and Maintenance

738.32

1,501.06

1,500.00

958.38

1,500.00

0.00

500.00

0.00

500.00

25.00

0.00

500.00

0.00

500.00

3,418.67

3,002.79

4,500.00

3,714.89

4,500.00

101.402.52440 Small Tools/Minor Equipment/Computers 101.402.52450 Postage 101.402.52470 Fuel 101.402.52480 Uniforms & Clothing Subtotal Supplies & Materials: 101.402.52810 Refunds 101.402.52830 Remittances Subtotal Refunds & Reimbursements: Totals

188.89

199.54

300.00

229.21

300.00

6,235.52

5,813.84

9,800.00

5,823.29

9,800.00

106.00

32.90

1,000.00

0.00

1,000.00

5,778.71

7,800.86

7,500.00

7,883.10

5,000.00

5,884.71

7,833.76

8,500.00

7,883.10

6,000.00

531,691.58

547,160.35

506,701.80

492,386.75

500,644.28

Notes: 52340 - Contract Electric Inspection for Vacation Coverage 52830 - 3%(Commercial) and 1%(Residential) Fee for State Building Board

113

City of Mason, Ohio Fund 101.601 : Traffic Signals

2012 Budget

Departmental Budget Detail 2009 Actual Expenditures

2010 Actual Expenditures

0.00

5,500.00

1,552.41

5,500.00

101.601.52340 Professional Services

44,527.45

19,854.57

50,000.00

8,623.88

35,000.00

101.601.52342 Engineering Services

54,700.54

35,956.65

50,000.00

11,184.45

35,000.00

101.601.52350 Contracts/Agreements

46,125.00

46,500.00

0.00

47,625.00

95,000.00

500.00

229.60

1,000.00

0.00

1,000.00

145,852.99

102,540.82

106,500.00

68,985.74

171,500.00

16,098.20

10,030.33

15,000.00

7,337.00

15,000.00

0.00

4,718.98

5,000.00

16,098.20

10,030.33

15,000.00

12,055.98

20,000.00

0.00

Account Number

Description

101.601.52320 Telephone/Pager Service

101.601.52370 Printing & Advertising Subtotal Contractual Services: 101.601.52430 Repairs and Maintenance 101.601.52440 Small Tools/Minor Equipment/Computers Subtotal Supplies & Materials: 101.601.52510 Land & Land Improvement 101.601.52595 Repairs, Improvements & Replacements Subtotal Capital Outlay: Totals

2011 Budget

2011 Actual Expenditures

2012 Budget

6,100.00

0.00

10,000.00

0.00

6,100.00

0.00

10,000.00

0.00

168,051.19

112,571.15

131,500.00

81,041.72

191,500.00

Notes: 52350 - 2 yr contract for signal operations & maintenance

114

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

2012 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 Subtotal Personal Services: 101.708.52210 Training/Meeting Expense

2011 Actual Expenditures

2009 Actual Expenditures

2010 Actual Expenditures

68,511.60

69,956.00

71,832.14

70,135.20

71,143.51

9,502.42

9,761.90

10,056.50

9,843.09

9,960.09

14,000.00

17,000.00

981.73

999.33

1,041.57

1,001.88

1,031.58

2011 Budget

2012 Budget

2,174.64

1,618.62

2,154.96

1,846.21

2,134.31

95,170.39

96,335.85

102,085.17

99,826.38

101,269.49

0.00

500.00

0.00

500.00

205.00

410.00

500.00

0.00

500.00

205.00

410.00

1,000.00

0.00

1,000.00

206,426.03

220,349.79

250,000.00

204,506.79

230,000.00

64,228.75

68,747.09

70,000.00

63,154.77

70,000.00

0.00

101.708.52340 Professional Services

66,526.78

23,488.62

42,400.00

19,566.41

42,000.00

101.708.52350 Contracts/Agreements

116,757.70

111,423.77

130,000.00

111,867.55

130,000.00

453,939.26

424,009.27

492,400.00

399,095.52

472,000.00

0.00

3.04

0.00

101.708.52420 Operational Supplies

24,663.11

29,627.85

25,000.00

18,116.76

25,000.00

101.708.52430 Repairs and Maintenance

53,542.10

13,404.92

55,000.00

27,149.60

55,000.00

101.708.52440 Small Tools/Minor Equipment/Computers

14,690.85

407.35

4,000.00

2,032.89

3,500.00

0.00

101.708.52220 Memberships/Subscriptions Subtotal Employee Development: 101.708.52310 Utilities 101.708.52320 Telephone/Pager Service 101.708.52330 Rents & Leases

Subtotal Contractual Services: 101.708.52410 Office Supplies

101.708.52450 Postage 101.708.52480 Uniforms & Clothing Subtotal Supplies & Materials: Totals

0.00

92,896.06

43,440.12

84,000.00

47,302.29

83,500.00

642,210.71

564,195.24

679,485.17

546,224.19

657,769.49

Notes:

115

City of Mason, Ohio Fund 101.709 : Engineering

2012 Budget

Departmental Budget Detail Account Number

Description

101.709.52110 Salaries and Wages 101.709.52120 Retirement 101.709.52130 Medical Insurance 101.709.52150 Medicare

2009 Actual Expenditures

2010 Actual Expenditures

520,633.83

515,461.34

530,174.62

501,795.82

495,057.87

91,966.11

93,145.90

95,201.11

90,985.12

90,031.56

112,000.00

136,000.00

119,000.00

2011 Budget

2011 Actual Expenditures

2012 Budget

7,394.00

7,245.47

7,687.53

7,066.76

7,178.34

17,307.98

12,300.19

15,905.24

13,603.53

14,851.74

749,301.92

740,152.90

784,968.50

749,451.23

726,119.51

101.709.52210 Training/Meeting Expense

3,211.27

1,525.24

3,500.00

1,690.02

3,000.00

101.709.52220 Memberships/Subscriptions

1,973.25

2,095.00

2,000.00

1,887.58

2,000.00

5,184.52

3,620.24

5,500.00

3,577.60

5,000.00

1,482.20

1,233.26

1,500.00

2,832.24

3,120.00

0.00

101.709.52340 Professional Services

7,062.79

16,054.55

6,000.00

1,898.27

4,000.00

101.709.52342 Engineering Services

11,550.00

9,700.00

5,000.00

4,700.00

2,000.00

101.709.52350 Contracts/Agreements

24,304.47

3,940.23

4,000.00

4,964.95

6,700.00

101.709.52160 Workerâ&#x20AC;&#x2122;s Compensation Subtotal Personal Services:

Subtotal Employee Development: 101.709.52320 Telephone/Pager Service 101.709.52330 Rents & Leases

101.709.52370 Printing & Advertising

3,436.16

1,195.99

1,000.00

779.77

1,000.00

Subtotal Contractual Services:

47,835.62

32,124.03

17,500.00

15,175.23

16,820.00

2,785.16

1,640.24

3,000.00

1,437.78

3,000.00

101.709.52420 Operational Supplies

101.709.52410 Office Supplies

711.07

595.60

800.00

227.87

500.00

101.709.52430 Repairs and Maintenance

310.48

1,035.28

1,500.00

572.92

1,500.00

101.709.52440 Small Tools/Minor Equipment/Computers

189.99

0.00

1,000.00

8,084.09

1,000.00

101.709.52450 Postage

579.59

588.76

1,000.00

788.81

1,000.00

5,694.37

5,890.57

6,000.00

6,692.93

6,000.00

101.709.52470 Fuel 101.709.52480 Uniforms & Clothing Subtotal Supplies & Materials: Totals

345.96

220.60

450.00

338.87

450.00

10,616.62

9,971.05

13,750.00

18,143.27

13,450.00

812,938.68

785,868.22

821,718.50

786,347.33

761,389.51

Notes:

116

City of Mason, Ohio Fund 802.403 : Subdivision Inspection Fund

2012 Budget

Departmental Budget Detail 2011 Actual Expenditures

2009 Actual Expenditures

2010 Actual Expenditures

118,559.14

74,127.10

59,154.56

57,917.64

58,583.12

802.403.52120 Retirement

16,493.43

11,112.41

8,281.64

8,091.33

8,201.64

802.403.52130 Medical Insurance

28,000.00

17,000.00

1,594.51

961.86

857.74

726.77

849.46

Account Number

Description

802.403.52110 Salaries and Wages

802.403.52150 Medicare 802.403.52160 Workerâ&#x20AC;&#x2122;s Compensation

2011 Budget

2012 Budget

4,080.91

2,801.01

1,774.64

1,956.29

1,757.49

168,727.99

117,002.38

87,068.57

85,692.03

86,391.70

802.403.52210 Training/Meeting Expense

0.00

100.00

0.00

100.00

802.403.52220 Memberships/Subscriptions

0.00

100.00

0.00

100.00

0.00

200.00

0.00

200.00

Subtotal Personal Services:

Subtotal Employee Development: 802.403.52320 Telephone/Pager Service

614.17

616.63

500.00

374.95

500.00

802.403.52340 Professional Services

445.00

1,599.89

5,000.00

251.75

3,000.00

802.403.52342 Engineering Services

0.00

2,500.00

0.00

1,000.00

802.403.52343 Plan Reviews

0.00

2,500.00

0.00

1,000.00

802.403.52350 Contracts/Agreements

0.00

802.403.52370 Printing & Advertising Subtotal Contractual Services: 802.403.52410 Office Supplies 802.403.52420 Operational Supplies 802.403.52430 Repairs and Maintenance

128.76

0.00

500.00

561.70

500.00

1,187.93

2,216.52

11,000.00

1,188.40

6,000.00

708.50

0.00

1,000.00

0.00

500.00

0.00

578.25

0.00

802.403.52440 Small Tools/Minor Equipment/Computers

0.00

500.00

0.00

500.00

802.403.52450 Postage

0.00

802.403.52470 Fuel

0.00

802.403.52480 Uniforms & Clothing Subtotal Supplies & Materials: 802.403.52810 Refunds Subtotal Refunds & Reimbursements: Totals

0.00

125.00

0.00

125.00

1,286.75

0.00

1,625.00

0.00

1,125.00

0.00

171,202.67

119,218.90

99,893.57

86,880.43

93,716.70

Notes:

117

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, 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 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. _________________________

118

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

119

2009

2010

2011

45 65 0 3750 85 12 350

45 60 0 375 85 17 375

45 40 0 375 90 4 375

3,200 400 725 5,250 1,425 40 50 93 52 775 825 25 44 2,500 3,100 9,425 5,055

4,800 500 750 5,250 1,400 40 40 93 52 725 825 25 50 900 2,558 7,815 3,660

724 1,925 750 5,250 1,350 40 40 93 52 725 825 25 50 900 3,008 9,826 3,986

275 50

200 25

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 as well as obtaining insurance reimbursement from vehicular damage. Street Maintenance -- The City provides routine sweeping and cleaning, repair of potholes and berms, storm sewers, street signs, mowing and litter control in the right-ofway on major roadways, patching, and resurfacing.

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Outdoor Warning Sirens -- The City of Mason has nine 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 2011 Street and Facility Maintenance • The Public Works staff was mobilized to assist with the construction of the community center. Staff helped with landscaping, painting, equipment installation, interior construction, flooring, directional signage, etc. By reallocating manpower resources from other programs, we were able to save the City significant costs on the community center project. • Public Works staff was also utilized to renovate a home purchased by the City. This home was cleaned, painted, and updated so that it could be rented out to create an income stream for the City. • Implemented a new program, the Mason Community Garden on SR741. Residents can utilize an undeveloped City owned area to start a vegetable garden. This project is resident driven with some assistance from Public Works • Revised the City’s snowplowing program to incorporate staff from multiple departments, saving overtime costs. • Managed a pool of City vehicles to save on personal vehicle reimbursements. • Changed the City’s weekly brush pickup program to a more cost effective and efficient once per month pickup program. • Outsourced the majority of the right-of-way mowing program and reallocated manpower to more cost effective programs such as sidewalk replacement. • Provided a usable five-year replacement program for fleet vehicles to each department. • Provided all departments detailed monthly fleet reports that tracked fuel consumption, mileage, and maintenance/accident costs. • Increased the annual safety and equipment training for staff to be better able to provide for the needs of the residents through MVRMA training, in-house seminars, and other local programs. • Evaluated the effectiveness of an anti-icing program for the City of Mason to improve the ability of the department to effectively provide snow and ice control

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•

of the City streets including alternative additives such as beet juice. effectiveness of an anti-icing brine system was also measured. Managed the Emerald Ash Borer Action Plan adopted by City Council.

The

City Sponsored Events • Successfully provided manpower for eight City sponsored events. _________________________

DEPARTMENTAL GOALS FOR 2012 Street Maintenance • Continue to manage and evaluate the Emerald Ash Borer Action Plan adopted by City Council. • Evaluate the allocation of manpower resources and outsourced City work including mowing, sidewalk repair, curb repair, full depth asphalt repair, etc. for cost savings. • Manage and evaluate the new citywide vehicle pool. • Provide information to Council on the feasibility of constructing a future Public Works garage. • Continue to manage the contract work for mowing and other services. • Continue to evaluate the brush and leaf programs in order to improve service efficiency. ____________________________________ TOP FIVE COST SAVING INITIATIVES • • • • •

Used citywide coordination of snow plowing operations reducing overtime costs. Modified the brush pickup schedule from weekly to monthly brush pickup. Outsourced landscaping ROW work. Crews completed sidewalk replacement program versus outsourcing. Continued using state wide bid and SWOP4G to get the best price when purchasing equipment and salt.

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City of Mason, Ohio Fund 101.103 : Street Lighting

2012 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 101.103.52440 Small Tools/Minor Equipment/Computers Subtotal Supplies & Materials: Totals

2009 Actual Expenditures

2010 Actual Expenditures

277,046.96

298,079.71

2011 Budget 290,000.00

2011 Actual Expenditures 228,458.44

2012 Budget 288,000.00

2,030.00

0.00

10,000.00

0.00

279,076.96

298,079.71

300,000.00

228,458.44

288,000.00

99,517.51

69,991.18

100,000.00

83,395.34

100,000.00

0.00

99,517.51

69,991.18

100,000.00

83,395.34

100,000.00

378,594.47

368,070.89

400,000.00

311,853.78

388,000.00

Notes:

123

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

2012 Budget

Departmental Budget Detail 2011 Actual Expenditures

2009 Actual Expenditures

2010 Actual Expenditures

101.602.52110 Salaries and Wages

890,995.59

906,706.40

1,002,652.57

848,742.58

974,776.25

101.602.52120 Retirement

134,085.78

135,522.21

150,072.62

128,483.42

146,080.35

101.602.52130 Medical Insurance

252,000.00

238,000.00

272,000.00

12,029.38

12,229.54

14,538.46

11,350.04

14,134.26

Account Number

Description

101.602.52150 Medicare 101.602.52160 Workerâ&#x20AC;&#x2122;s Compensation

2011 Budget

2012 Budget

31,296.95

21,050.14

30,079.58

23,928.87

29,243.29

1,320,407.70

1,313,508.29

1,469,343.23

1,284,504.91

1,436,234.15

101.602.52210 Training/Meeting Expense

4,140.00

1,350.00

5,500.00

1,897.00

1,350.00

101.602.52220 Memberships/Subscriptions

1,264.25

784.00

1,200.00

1,287.42

800.00

5,404.25

2,134.00

6,700.00

3,184.42

2,150.00

Subtotal Personal Services:

Subtotal Employee Development:

34,105.33

26,788.98

38,000.00

23,421.45

28,000.00

101.602.52320 Telephone/Pager Service

101.602.52310 Utilities

6,161.74

6,626.91

6,800.00

7,059.52

7,000.00

101.602.52330 Rents & Leases

3,595.63

6,039.10

5,000.00

309.00

6,000.00

101.602.52340 Professional Services

31,532.24

33,369.51

45,000.00

32,334.89

35,000.00

101.602.52350 Contracts/Agreements

284,334.88

284,459.69

325,000.00

269,181.54

284,500.00

0.00

101.602.52360 Insurance 101.602.52370 Printing & Advertising Subtotal Contractual Services: 101.602.52410 Office Supplies 101.602.52420 Operational Supplies

1,715.99

0.00

1,700.00

581.13

350.00

361,445.81

357,284.19

421,500.00

332,887.53

360,850.00

1,454.41

667.11

2,500.00

1,103.29

1,500.00

14,959.04

2,179.09

25,000.00

16,735.83

30,000.00

287,918.04

317,432.44

300,000.00

396,330.57

275,000.00

44,448.39

35,359.69

45,000.00

24,409.90

38,000.00

123,021.18

99,968.05

175,000.00

77,066.86

135,000.00

101.602.52431 Traffic Signal Maintenance

0.00

101.602.52440 Small Tools/Minor Equipment/Computers

0.00

2,817.31

6,000.00

550.00

3,000.00

101.602.52460 Chemicals

0.00

0.00 105,000.00

101.602.52421 Snow Expense 101.602.52422 Regulatory Signs 101.602.52430 Repairs and Maintenance

101.602.52470 Fuel

57,733.05

73,465.40

65,000.00

87,049.84

101.602.52480 Uniforms & Clothing

16,822.02

15,399.60

18,000.00

13,744.09

16,000.00

Subtotal Supplies & Materials:

546,356.13

547,288.69

636,500.00

616,990.38

603,500.00

2,233,613.89

2,220,215.17

2,534,043.23

2,237,567.24

2,402,734.15

Totals Notes:

124

City of Mason, Ohio Fund 101.606 : Garage

2012 Budget

Departmental Budget Detail 2009 Actual Expenditures

2010 Actual Expenditures

173,260.03

178,773.03

196,595.94

181,057.78

189,034.57

101.606.52120 Retirement

24,860.80

24,621.16

27,523.43

25,124.13

26,464.84

101.606.52130 Medical Insurance

42,000.00

51,000.00

Account Number

Description

101.606.52110 Salaries and Wages

2011 Budget

2011 Actual Expenditures

2012 Budget

101.606.52150 Medicare

2,480.20

2,558.93

2,850.64

2,583.58

2,741.00

101.606.52160 Workerâ&#x20AC;&#x2122;s Compensation

6,266.50

4,093.34

5,897.88

4,718.00

5,671.04

248,867.53

252,046.46

283,867.89

264,483.49

274,911.45

4,122.48

976.48

3,700.00

735.00

1,000.00

230.00

20.00

250.00

0.00

200.00

4,352.48

996.48

3,950.00

735.00

1,200.00

20,010.13

20,628.16

20,000.00

19,733.78

21,000.00

2,384.53

1,454.25

2,500.00

143.68

1,500.00

0.00

500.00

100.00

0.00

500.00

101.606.52340 Professional Services

12,432.97

7,700.81

12,000.00

8,024.92

3,000.00

101.606.52350 Contracts/Agreements

6,276.58

1,128.00

3,000.00

363.00

2,000.00

Subtotal Personal Services: 101.606.52210 Training/Meeting Expense 101.606.52220 Memberships/Subscriptions Subtotal Employee Development: 101.606.52310 Utilities 101.606.52320 Telephone/Pager Service 101.606.52330 Rents & Leases

101.606.52370 Printing & Advertising Subtotal Contractual Services: 101.606.52410 Office Supplies

294.40

0.00

300.00

73.80

250.00

41,398.61

31,411.22

37,900.00

28,339.18

28,250.00

1,057.45

501.62

1,100.00

184.91

300.00

16,970.58

16,527.46

17,000.00

7,060.65

5,000.00

101.606.52430 Repairs and Maintenance

8,560.43

6,288.21

6,000.00

3,462.06

5,500.00

101.606.52440 Small Tools/Minor Equipment/Computers

1,303.42

1,367.97

2,700.00

4,249.00

1,500.00

35.13

41.82

30.00

26.40

50.00

101.606.52420 Operational Supplies

101.606.52450 Postage 101.606.52480 Uniforms & Clothing

1,833.23

1,685.43

2,000.00

1,776.24

1,700.00

Subtotal Supplies & Materials:

29,760.24

26,412.51

28,830.00

16,759.26

14,050.00

324,378.86

310,866.67

354,547.89

310,316.93

318,411.45

Totals Notes:

125

DESCRIPTION OF DEPARTMENT The Public Utilities Department is an essential component in the successful development and growth of the City of Mason. The Public Utilities Department is composed of two divisions, sanitary and storm water collection. These systems comply with the Ohio Environmental Protection Agency (OEPA) requirements for the treatment and safe discharge of the wastewater. With the completion in 2006 of the water reclamation plant, located at 3200 Mason-Morrow-Millgrove Road, the City is now able to meet current needs with room for future expansion. Due to the risk of polluting the local water system, the Public Utilities Department employees are required to have diversified task training. The cross training allows each employee to be capable of taking the place of any other employees in the event that another person in the department may be absent. The superintendent of the water reclamation plant has completed the Ohio Environmental Protection Agency (OEPA) class IV certifications in wastewater treatment and holds a class III certification in water treatment. The other OEPA certifications among the department include: • • • • • • • •

One Class IV wastewater certification One Class III water treatment certification Five Wastewater III certifications One Wastewater II certifications Four Collection II 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 public’s expectations through service that is respectful and compassionate. Our team of workers strives to provide our community family with the highest quality of service possible and hold to the higher calling as protectors of the environment, and provide a safe and healthy atmosphere for the citizens of Mason to live and thrive in. __________________________

126

PERFORMANCE MEASURES 2009 Maintenance Sanitary sewers maintained Number of lift stations maintained Number of sanitary manholes maintained Storm pipes maintained Number of catch basins/ manholes maintained Feet of line smoke tested Feet of line cleaned “sanitary” Feet of line cleaned “storm’ Markings Number of field inspection including septic systems Feet of sanitary line Tved Feet of storm line Tved Number of catch basins rebuilt Operations Number of lab tests performed Process samples Average daily flow of wastewater processed (in gallons)

2010

2011

22,613 9 73 11,740 44 0 12,100 6,555 4,792 34 10,513 5,325 25

10,480 8 11 30,411 126 0 6,290 6,575 4,200 43 4,190 23,836 32

6,305 7 9 6,215 63 0 2,980 2,665 4,471 56 3,325 3,550 63

4,600 10,890

4,520 10,900

4,010 10,850

5.509 mil

5.476 mil 6.553 mil

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

13 79

13 89

13 77

Projects Sanitary Projects completed Stormwater Projects completed

2 13

4 21

2 10

0 23

352 68

170 42

0 23,269

95 23,433

7 26,738

Utility Billing Commercial storm water accounts updated New residential storm water accounts (ERUs) added New commercial storm water accounts (ERUs) added Total ERUs billed monthly

_________________________

127

DESCRIPTION OF PROGRAMS Maintenance The maintenance staff performs daily operations that include maintenance of storm and sewer collection systems, repair and maintenance of plant equipment, and the maintenance of 7 lift stations throughout the City. The maintenance staff also responds to sewer and stormwater complaints, as needed conduct sewer line smoke testing and mark City owned utilities for new construction. Since the purchase of a new VAC truck the maintenance crew has developed a sewercleaning schedule. Other responsibilities of the staff include the annual maintenance and testing of over 65 City owned back flow devices, as well as, completing special projects like the moving of the senior center kitchen at the community center to it’s new location, working on outdoor pool filters, the indoor pool chlorine pumps and the modifications to the café. The public utilities staff also assists the public works department with snow and leaf routes when needed and the parks department every year during the process of opening and closing the outdoor pool and for maintenance on the indoor pools at the community center. The maintenance division maintains over approximately 200 miles of sewer and storm 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, 20 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, E-coli analysis, settleometer testing and process control analysis, and water hardness. These tests are performed to ensure that the City complies with OEPA guidelines. Operation staff performs daily, weekly and monthly greasing on WRP equipment. As well as assisting the public works department with snow and leaf routes and assist maintenance staff at WRP and in the collection systems as needed. In addition, there is one staff member who is responsible for administering the City’s Industrial Pretreatment Program, which includes pretreatment inspection, permitting, 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 operating 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

128

waters. The City of Mason consistently receives high ratings from the OEPA during the 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. Storm Water Utility Stormwater is responsible for appropriately using storm water funds by planning and overseeing storm sewer construction and maintenance projects throughout the city. The staff provides updates to the utility billing, administers stormwater policies and procedures, and assures compliance with Ohio EPA NPDES Phase II requirements and the Storm Water Management Program (SWMP). Projects The City of Mason has an ongoing program to rehabilitate and reconstruct sanitary trunk and collector sewers, which have been in service for a number of years, and to eliminate lift stations when possible. Each year, projects are designed and bid to accomplish these goals. Starting in 2002, a series of trunk sewer reconstruction projects 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 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. In 2009 the US 42 North Trunk Sewer Phase 2B project was constructed. This project replaced two reaches of the trunk sewer, one in the vicinity of Rose Hill Cemetery, the other in the vicinity of Four Seasons. Projects which were completed in 2011 include the Heritage Club (Arbor Creek) Lift Station/Collection System improvements, construction of the sanitary sewer extension and crossing of Mason-Montgomery Road north of Alliance Drive and the relocation of the Force mains along Bethany Road from Parkside to ButlerWarren Road in coordination with the Warren County Bethany Road widening Project. Stormwater projects included a Section 319 grant from Ohio EPA for the design of the stream improvements in two reaches of Muddy Creek, one in the vicinity of St. Susannaâ&#x20AC;&#x2122;s, the other in the vicinity of Four Seasons, design and construction of the Church Street and Forest Storm sewer improvements and Review and preliminary design of the Southwind & Windsong Floodplain Improvements. Construction of several small storm sewer projects in the

129

following areas of were also completed: Snider Road at Hi-tek, Wooded Vista Court, Western Row Road east of US 42, Bethany Road East of SR741, Villas Creek Drive, Tracy Place, Seneca Avenue, Hickory and Buckeye Court. Projects which are scheduled to be completed in 2012 include the Sewer and Storm Master Plan Update, design of the Meadows area Sanitary Sewer Rehabilitation, Van Buren Drive Area storm sewer Improvements and Bethany Road Sanitary Sewer east of Heartwood, design and construction of the Southwest Mason sewer slip-lining for the Manhasset Area and a section in Olympia Fields, Common Ground Sanitary & Storm extension, Mason Heights Storm Sewer Improvements, North East Street Storm Sewer Improvements and construction of the stream improvements in the two reaches of Muddy Creek, one in the vicinity of St. Susanna’s, the other in the vicinity of Four Seasons, Southwind & Windsong Floodplain Improvements, Pump replacements at the SR 741 and Western Row Lift Stations and SCADA Upgrades at the Water Reclamation Plant and all Lift Stations. _________________________ DEPARTMENTAL ACCOMPLISHMENTS FOR 2011 Operations • Continued with a comprehensive cross training program and education program to improve efficiency of operations and maintenance. • Assisted with the Thallium sampling in the main trunk lines in an effort to determine the source. • Completed required warranty documentation and discussions to successfully replace the gear boxes on both oxidation ditches at no cost to the City. • Continue to hold down operating costs through tighter operating controls and better training with the operations and maintenance of the new WRP. • Continued safety-training program for operation and maintenance. In particular, confined space and tag-out procedures, blood borne pathogen training. Offer and provide Hepatitis B series vaccinations for all staff. • Continued working with GCWW to improve customer service. • Improved response to customer concerns through improved tracking methods and follow up telephone calls. • Completed training on the Water Reclamation processes and the equipment. • Continue to increase in-house testing in the wastewater laboratory by purchasing new e-coli testing equipment to reduce outsourcing costs. • Continue to utilize the OTCO operator internship program as available. • 3 staff members tested and passed the Class III wastewater operators certification. Certified operators are essential for the protection of public health and the environment. • Continue to develop the Operation and Maintenance manual for the WRP.

Maintenance

130

• • • • • • • • • •

Completed testing and repairs on City owned the backflow devices. Continued work on the new electronic O&M Manual. Completed inspections on the Public Utilities Department project as needed. Completed work on storm sewer system. Continued working on a comprehensive maintenance program for the wastewater collection system including increasing maintenance in problem grease areas and including pumps and peripheral equipment at the lift stations. Controlled cost on all collection construction projects by doing in house inspections and internal cost control measures. Continued with the implementation of a more comprehensive Inflow and Infiltration (I&I) study and to eliminate as much I&I by using departmental staff making point repairs as they are found. Completed cleaning of the sanitary and storm sewer systems as needed. Completed televising of the sanitary and storm sewer systems as needed. Work with the pool staff at the indoor and outdoor pools (i.e. new slide pump and filter media)

Industrial Pretreatment • Worked with all major industrial customers to keep them of out of SNC (Significant non-Compliance with their discharge limits). • Worked to improve communication with major and minor industries. • Reviewed the Industrial Pretreatment Program (IPP) Enforcement Response Plan. • Updated the inventory of non-significant, minor and major industrial users. • Inspected and sampled the 13 permitted Significant Industrial Users (SIU). • Investigated where the thallium is coming from, by installing samplers in the east main and the north main trunk lines per the WRP permit compliance schedule. • Conducted a workshop meeting with 13 SIU to inform them on the upcoming changes in the pretreatment program. • Received a satisfactory rating (OEPA highest rating) from the OEPA Pretreatment Compliance Inspection (PCI) on October 2011. No Required Actions were cited as a result of the PCI. • Reviewed of the City’s Local Limits. • Renewed all 13 Industrial user permits for an additional 5 year term. • Evaluated the OEPA new Pretreatment Streamlining rules and regulation. Stormwater • Completed the Stormwater Utility Rate Study. • Administered and completed design of the 319 Grant Project for Stream Restoration on the Muddy Creek behind Four Seasons and St Susanna. • Reviewed, designed and constructed a catch basin and storm sewer system in the area of Snider Road, north of the railroad tracks. • Reviewed, designed and constructed a drainage swale in the area of St. Andrews Court. • Reviewed, designed and constructed drainage improvements along West Church Street from Frank Street to Forest Avenue.

131

• • • • • • • •

Completed the review and study of stormwater drainage in the area of Olympia Field subdivision: (Southwind Drive, Windsong Drive, Stratford Place, and Sheffield Drive.) Completed bridge and culvert maintenance, as listed in the Bridge Inspection Report. Coordinated with GCWW to update and maintain the Storm water Utility customer database and billing information. Provided coordination, communication and customer service with all customers both internal and external. Worked with GCWW to complete impervious updates for various stormwater utility customers to reflect current land use and to correct billing. Worked with Warren County Soil & Water Conservation District to aid the City of Mason in meeting the public education, outreach requirements, and public participation/involvement requirements of the NPDES Phase II Permit. Worked with Warren County Soil & Water Conservation District to aid the City of Mason in meeting the Construction Site Runoff Management and Control, inspection requirements of the NPDES Phase II Permit. Continue systematic inspections of catch basins to prioritize repairs.

Sanitary • Completed the Sanitary Sewer Utility Rate Study. • Reviewed and Designed the Rehabilitation of the Sanitary Sewers in Southwest Mason Area. • Completed the designed the stream improvements in Muddy Creek at St. Susanna’s and at Four Seasons. • Constructed the relocation of the force mains along Bethany Road affected by Warren County roadway improvements. • Reviewed, studied and completed improvements to Arbor Creek Lift Station and tributary sewers • Completed in house inspections and testing of the above mentioned projects. • Completed the projects at or below budget. _________________________ DEPARTMENTAL GOALS FOR 2012 Operations • Continue working with GCWW to improve customer service and response to customer concerns through improved tracking methods and follow up telephone calls. • Continue safety-training program for operation and maintenance. In particular, confined space and tag-out procedures, blood borne pathogen training. • Work to hold down operating costs through tighter operating controls and better training with the operations and maintenance of the new WRP. • Finalize the Operation and Maintenance manual for the WRP. • Evaluate in-house testing in the wastewater laboratory to reduce outsourcing costs.

132

• • • • • •

Continue with a comprehensive cross training and continued education programs to improve efficiency of both operations and maintenance. Continue to have all employees become familiar with safety issues at the new plant. Utilize the OTCO operator internship program when available. Continue training on the Water Reclamation processes and the equipment. Finalize the Quality Assurance/Quality Control program for the laboratory. Continue to work on a reorganization plan for the department to better utilize employees by cross training between maintenance and operations.

Maintenance • Help to control cost on all construction projects by doing in-house inspections and internal cost control measures. • Work on a comprehensive vac-truck cleaning and tving schedule for sanitary and storm water sewers. • Develop a more comprehensive maintenance program for the wastewater collection system, including increased maintenance in problem grease areas and lift stations including the pumps and peripheral equipment. • Continue to eliminate as much inflow and infiltration by using departmental staff making point repairs as they are found. • Evaluate the citywide smoke-testing program to identify problem areas and illegal connections to the sewer. • Reduce weekend overtime for maintenance. • Continue with the Televising of the storm and sewer systems on schedule. • Work with the pool staff at the indoor and outdoor pools (i.e. new pumps and control panel, chlorine feed system.) • Continue citywide backflow program. Industrial Pretreatment • Continue to work with all major industrial customers to keep them of out of SNC (Significant non-Compliance with their discharge limits). • Continue to improve communication with major and minor industries. • Inspect and sample all permitted industrial customers and all minor industrial customers. • Review of the City’s Local Limits. • Renew all 13 Industrial user permits • To update the inventory of non-significant, minor and major industrial users. • Evaluate a FOG (Fats, Oils and Grease) program. • Evaluate the OEPA new Pretreatment Streamlining rules and regulation and implement them to the City pretreatment ordinance. • Complete updating the Industrial Pretreatment Program (IPP) Enforcement Response Plan and evaluation of Local Limits. Stormwater

133

•

• •

Continue to partner with Warren County Soil & Water Conservation District to meet the public education and outreach requirements, as well as public involvement and to complete inspections of construction sites and existing retention and detention facilities. Coordinate with GCWW to update and maintain the Stormwater Utility customer database and billing information. Provide coordination, communication and customer service with all customers both internal and external.

Projects: Storm Water • Administer and monitor contract documents, policies, construction inspections, change orders on Municipal Storm water construction and design contracts; these include: o Stormwater Master Plan o 319 Grant Project for Stream Restoration on the Muddy Creek behind Four Seasons and St Susanna o Review, design and construct a storm sewer system in the area of North East Street. o Review, design and construct drainage improvements in the area of Van Buren Drive. o Review, design and construct storm sewer improvements in the area of Common Ground Park. o Construct the Mason Heights drainage improvements along Northcrest Drive from Lynnview Drive to Lakeview Drive. o Finalize the design and construct storm sewer improvements in the area of Olympia Field subdivision: (Southwind Drive, Windsong Drive, Stratford Place, and Sheffield Drive.) • Complete bridge and culvert maintenance, as listed in the Bridge Inspection Report. • Complete the projects at or below budget. Sanitary • Administer and monitor contract documents, policies, construction inspections, change orders on Municipal Storm water construction and design contracts; these include: o Sanitary Sewer Master Plan o Review and design sanitary sewer rehabilitation in the area of Meadows/Downtown Area. o Review and design sanitary sewer east of Heartwood. o Review, design and construct sanitary sewer rehabilitation in the area of Manhasset/Southwest Area. o Review, design and construct sanitary sewer extension in the area of Common Ground Park. o Review, design and install new pumps at the SR 741 and Western Row Road Lift Stations. o Review, design and install new SCADA at the Water Reclamation Plant 134

•

and all Lift Stations. Complete the projects at or below budget.

City Wide Goals • Continue to assist other departments with maintenance issues • Provide backup inspections in coordination with E&B _________________________ TOP FIVE COST SAVING INITIATIVES • • • • •

Utilized the reclaim water at the Water Reclamation Plant (WRP) for irrigation of the Mason Sports Park and internal WRP plant operations instead of purchasing water from GCWW, saving approximately $75,000 total annually. In-House Construction Inspections, saving approximately $50,000. Maintain reductions of maintenance staff call-ins, overtime and utilizing OTCO interns to allow city paid staff to assist/complete other projects, for an overall savings of $50,000 Completed easement negotiations, inspections and project administration of the 319 Grant Project for Stream Restoration on the Muddy Creek behind Four Seasons and St Susanna for a savings of approximately $100,000. Assisted Parks Department in maintenance of indoor and outdoor pool and completed the rebuilding of the pool filters and the installation of the slide pump at a cost savings of over $20,000.

135

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

2012 Budget

Departmental Budget Detail 2011 Actual Expenditures

2009 Actual Expenditures

2010 Actual Expenditures

182,687.88

219,380.18

251,269.18

234,028.52

247,698.35

602.504.52120 Retirement

25,006.00

30,397.85

35,177.69

32,580.97

34,677.77

602.504.52130 Medical Insurance

56,000.00

68,000.00

2,601.25

3,115.99

3,643.40

3,316.26

3,591.63

Account Number

Description

602.504.52110 Salaries and Wages

602.504.52150 Medicare 602.504.52160 Workerâ&#x20AC;&#x2122;s Compensation

2011 Budget

2012 Budget

6,722.45

4,316.08

7,538.08

5,789.66

7,430.95

273,017.58

313,210.10

365,628.34

343,715.41

361,398.69

602.504.52210 Training/Meeting Expense

980.25

1,393.36

6,000.00

1,826.16

3,000.00

602.504.52220 Memberships/Subscriptions

281.00

128.00

215.00

253.00

0.00

1,261.25

1,521.36

6,215.00

2,079.16

3,000.00

604,634.25

614,329.50

610,000.00

550,252.63

650,000.00

1,000.00

0.00

1,000.00

0.00

1,000.00

602.504.52340 Professional Services

24,952.06

13,798.39

10,000.00

3,855.66

10,000.00

602.504.52342 Engineering Services

27,221.02

35,410.79

10,000.00

32,189.48

10,000.00

0.00

32,256.69

38,819.35

45,000.00

29,601.90

45,000.00

Subtotal Personal Services:

Subtotal Employee Development: 602.504.52310 Utilities 602.504.52330 Rents & Leases

602.504.52343 Plan Reviews 602.504.52344 Industrial Pretreatment 602.504.52350 Contracts/Agreements

34,707.22

44,384.02

30,000.00

47,312.38

10,000.00

Subtotal Contractual Services:

724,771.24

746,742.05

706,000.00

663,212.05

726,000.00

602.504.52420 Operational Supplies

37,046.04

26,367.61

20,000.00

15,550.72

30,000.00

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: Totals

1,213.98

6,922.61

5,000.00

958.89

5,000.00

88,701.83

93,683.44

105,000.00

109,487.25

120,000.00

5,755.37

4,768.43

2,000.00

1,106.77

2,000.00

192.74

0.00

400.00

105.31

0.00

166,929.32

136,353.47

160,000.00

117,125.49

160,000.00

4,387.78

3,832.53

6,000.00

3,914.16

5,000.00

304,227.06

271,928.09

298,400.00

248,248.59

322,000.00

1,303,277.13

1,333,401.60

1,376,243.34

1,257,255.21

1,412,398.69

Notes:

136

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

2012 Budget

Departmental Budget Detail 2011 Actual Expenditures

2009 Actual Expenditures

2010 Actual Expenditures

193,120.07

250,516.02

305,868.57

283,237.79

286,687.62

602.552.52120 Retirement

35,505.26

43,445.89

52,604.66

47,488.01

49,829.68

602.552.52130 Medical Insurance

60,668.00

73,667.80

73,668.00

73,667.80

602.552.52150 Medicare

2,765.81

3,568.04

4,435.09

3,987.22

4,156.97

602.552.52160 Workerâ&#x20AC;&#x2122;s Compensation

6,404.41

4,562.54

9,176.06

6,611.36

8,600.63

Account Number

Description

602.552.52110 Salaries and Wages

602.552.52180 Vehicle Allowance

2011 Budget

2012 Budget

0.00

298,463.55

362,760.49

445,752.18

414,992.38

422,942.70

1,795.69

1,875.34

2,930.00

1,854.77

3,000.00

741.25

851.00

1,500.00

679.90

1,500.00

2,536.94

2,726.34

4,430.00

2,534.67

4,500.00

0.00

10,632.92

8,426.84

15,000.00

8,495.71

15,000.00

0.00

2,000.00

0.00

602.552.52340 Professional Services

10,621.85

4,686.11

10,000.00

27,667.17

25,000.00

602.552.52350 Contracts/Agreements

269,652.30

265,750.00

270,000.00

253,023.77

300,000.00

53,732.96

59,427.81

60,000.00

59,675.40

73,000.00

6,164.33

4,251.72

5,000.00

3,645.80

6,000.00

350,804.36

342,542.48

362,000.00

352,507.85

419,000.00

Subtotal Personal Services: 602.552.52210 Training/Meeting Expense 602.552.52220 Memberships/Subscriptions Subtotal Employee Development: 602.552.52310 Utilities 602.552.52320 Telephone/Pager Service 602.552.52330 Rents & Leases

602.552.52360 Insurance 602.552.52370 Printing & Advertising Subtotal Contractual Services:

2,073.37

2,552.24

3,000.00

2,821.00

3,500.00

602.552.52420 Operational Supplies

0.00

602.552.52430 Repairs and Maintenance

0.00

602.552.52440 Small Tools/Minor Equipment/Computers

0.00

64.29

578.42

750.00

418.79

750.00

602.552.52410 Office Supplies

602.552.52450 Postage 602.552.52480 Uniforms & Clothing Subtotal Supplies & Materials: Totals

0.00

150.00

0.00

2,137.66

3,280.66

3,750.00

3,239.79

4,250.00

653,942.51

711,309.97

815,932.18

773,274.69

850,692.70

Notes:

137

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

2012 Budget

Departmental Budget Detail 2011 Actual Expenditures

2009 Actual Expenditures

2010 Actual Expenditures

340,499.04

344,151.08

384,307.23

354,476.26

372,586.76

602.555.52120 Retirement

47,358.66

47,855.50

53,803.01

49,097.43

52,162.15

602.555.52130 Medical Insurance

84,000.00

102,000.00

4,871.21

4,918.09

5,572.46

5,086.90

5,402.51

Account Number

Description

602.555.52110 Salaries and Wages

602.555.52150 Medicare 602.555.52160 Workerâ&#x20AC;&#x2122;s Compensation Subtotal Personal Services: 602.555.52210 Training/Meeting Expense 602.555.52220 Memberships/Subscriptions Subtotal Employee Development: 602.555.52320 Telephone/Pager Service

2011 Budget

2012 Budget

10,887.34

8,044.43

11,529.22

9,082.49

11,177.60

487,616.25

488,969.10

557,211.92

519,743.08

543,329.01

1,998.26

1,170.01

3,000.00

1,004.83

3,000.00

0.00

1,998.26

1,170.01

3,000.00

1,004.83

3,000.00

0.00

844.45

0.00

1,000.00

0.00

1,000.00

602.555.52340 Professional Services

2,855.78

3,201.36

5,000.00

4,825.68

8,000.00

602.555.52342 Engineering Services

7,300.00

0.00

5,000.00

0.00

602.555.52330 Rents & Leases

602.555.52360 Insurance 602.555.52370 Printing & Advertising Subtotal Contractual Services: 602.555.52410 Office Supplies 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

0.00

11,000.23

3,201.36

11,000.00

4,825.68

9,000.00

0.00

4,516.64

3,777.29

8,000.00

1,654.27

8,000.00

55,681.43

56,887.65

50,000.00

55,325.80

60,000.00

3,505.97

4,221.37

5,000.00

3,149.69

5,000.00

0.00

5.54

0.00

44.53

0.00

2,777.16

0.00

3,000.00

0.00

16,280.06

20,450.60

20,000.00

28,789.03

30,000.00

602.555.52480 Uniforms & Clothing

4,868.57

4,141.30

6,000.00

4,298.30

6,000.00

Subtotal Supplies & Materials:

87,629.83

89,483.75

92,000.00

93,261.62

109,000.00

588,244.57

582,824.22

663,211.92

618,835.21

664,329.01

Totals Notes:

138

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

2012 Budget

Departmental Budget Detail Account Number

Description

608.552.52110 Salaries and Wages

2009 Actual Expenditures

2010 Actual Expenditures

2011 Budget

2011 Actual Expenditures

2012 Budget

114,407.13

111,041.92

113,380.89

110,992.55

110,750.46

608.552.52120 Retirement

15,933.52

15,608.15

15,873.33

15,431.94

15,505.06

608.552.52130 Medical Insurance

28,000.00

34,000.00

608.552.52150 Medicare

1,630.85

1,565.70

1,644.02

1,568.86

1,605.88

608.552.52160 Workerâ&#x20AC;&#x2122;s Compensation

3,761.58

2,702.92

3,401.43

2,930.51

3,322.51

163,733.08

158,918.69

168,299.67

164,923.86

165,183.91

608.552.52210 Training/Meeting Expense

437.28

477.96

700.00

1,006.19

1,000.00

608.552.52220 Memberships/Subscriptions

292.00

362.00

300.00

232.00

0.00

729.28

839.96

1,000.00

1,238.19

1,000.00

452.29

268.23

360.00

0.00

Subtotal Personal Services:

Subtotal Employee Development: 608.552.52320 Telephone/Pager Service 608.552.52340 Professional Services

25,763.65

33,044.50

65,500.00

19,977.64

65,500.00

608.552.52342 Engineering Services

33,803.04

29,742.00

50,000.00

46,416.01

50,000.00

608.552.52350 Contracts/Agreements

72,059.98

46,963.06

90,000.00

68,193.03

75,000.00

608.552.52370 Printing & Advertising Subtotal Contractual Services: 608.552.52410 Office Supplies 608.552.52420 Operational Supplies 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 Subtotal Supplies & Materials: 608.552.52510 Land & Land Improvement 608.552.52530 Furniture, Fixtures & Office Machines

0.00

543.14

2,000.00

2,569.77

2,000.00

132,078.96

110,560.93

207,860.00

137,156.45

192,500.00

0.00

480.00

0.00

1,965.00

1,858.00

2,000.00

1,858.00

2,000.00

56,193.48

86,280.16

130,000.00

60,334.00

130,000.00

0.00

36.12

0.00

2.24

0.00

66.17

0.00

58,704.65

88,176.52

132,000.00

62,192.00

132,000.00

0.00

2,600.00

0.00

199,626.96

653,088.44

508,000.00

249,296.75

578,000.00

199,626.96

655,688.44

508,000.00

249,296.75

578,000.00

1,900,000.00

1,775,000.00

1,640,000.00

1,685,000.00

0.00

47,368.06

14,273.96

49,200.00

74,214.05

0.00

4,362.00

160,000.00

0.00

1,947,368.06

1,793,635.96

1,849,200.00

1,759,214.05

0.00

608.552.52710 Transfers Out

0.00

150,000.00

Subtotal Transfers Out:

0.00

150,000.00

0.00

2,502,240.99

2,807,820.50

2,866,359.67

2,374,021.30

1,218,683.91

608.552.52595 Repairs, Improvements & Replacements 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 Notes:

139

DESCRIPTION OF DEPARTMENT The Finance Department is the custodian of all public money for the City of Mason. The department is responsible for collecting all money due and payable to the City, 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

Payroll Number of checks issued Number of direct deposits Number of emailed payroll check stubs Number of employees Accounts Payable Number of purchase orders processed Number of accounts payable checks written Number of invoices processed

140

2009

2010

2011

1,283 9,392 0 522

1,243 9,109 3,699 499

1,245 8,906 3,673 505

6,814 8,196 11,419

6,181 8,457 12,832

6,262 7,670 12,504

2009

2010

2011

Income Tax Number of tax returns processed for the tax year 13,299 14,932 ** Tax revenue collected (in millions) 21.1 19.9 20.2 Number of new tax accounts 2,617 2,803 2,488* Number of business accounts 2,881 2,730 2,936 Number of tax withholding accounts 3,246 3,562 3,475 Number of tax accounts 20,738 19,543 21,367 * New accounts for 2011 will increase since many are added in the year after residents move into Mason ** 2011 Tax returns is due April 2012 ______________________ 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. Payroll provides direct response to employeesâ&#x20AC;&#x2122; inquiries. 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, producing month-end financial statements, and year end 1099â&#x20AC;&#x2122;s. 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

141

businesses with meeting their tax obligations to the City. Additional responsibilities of the office include: collection of revenues, maintaining accounts and responding to inquiries. Finance Operations The Finance Department has the following major functions: Preparation of the City’s comprehensive annual financial report (CAFR), investment activities, assists Administration with the preparation of the annual budget, monthly and annual reconciliation, monthly and annual financial reporting, annual audit, revenue collections, financial analysis, forecasting, and expenditure monitoring. _________________________ DEPARTMENTAL ACCOMPLISHMENTS FOR 2011 Customer Service • Continued to cross-train staff members to better service external and internal customers. Payroll • Continued time clock interface to reduce data entry time needed to process payroll for the Community Center. • Worked with Human Resources to streamline new employee number assignment and part-time seasonal employee processes. • Expanded an electronic pay stub option for city employees. • Continued the payroll software user group for Southwest Ohio to improve processes. Accounts Payable • Revised spreadsheets and other applications to reduce time needed to process and allocate invoices for proper payments for utilities, phones, and copiers with multiple invoices and due dates. • Started saving end of month reports electronically and sharing monthly financial reports electronically with Court, Golf Center and others as requested. • Continued to improve process of saving yearend reports electronically to be used for the annual audit and future reference. • Continued to find ways to utilize accounts payable email address to request copies of invoices, statements, and vendor W9’s and other A/P documents to save time and money. • Trained department secretary in Vendor Maintenance to comply with audit recommendations on segregation of duties for improvement of internal controls. • Started a procedure for implementing a standard process of collecting W9’s for vendors prior to assigning vendor numbers, purchase orders, or issuing checks. • Started working on collecting email addresses from vendors to save time when requesting copies of invoices and to save money on mailings.

142

•

Started scanning W9’s into vendor files for easier access in verifying vendor information on file.

Income Tax • Began e-filing of tax returns for residents and tax preparers. Over 1,900 returns were filed this way. • Began accepting quarterly residential payments online. • Continued with monthly ACH credit program for payroll companies and many businesses. This process has increased the City’s monthly cash flow, improved internal control, and reduced data entry. • Accepted business income tax returns, estimated payments, and withholding tax payments electronically via the Ohio Business Gateway. • Reduced paper by saving reports electronically and encouraging on-line filing and payment. Finance Operations • Received Certificate of Achievement for Excellence in Financial Reporting for the City’s 2010 Comprehensive Annual Financial Report (CAFR). This is the twelfth consecutive time the City has received this award. • Confirmed the City’s Aaa rating through a bond rating update and the MIG 1 rating for short-term notes. • Modified investment duration strategy to increase the City’s return on investment. • Refinanced the municipal center debt at a significant savings. • Worked with all departments to monitor the budget to realize cost reductions. • Issued the 2011 Budget in electronic format on CD-ROM. _________________________ DEPARTMENTAL GOALS FOR 2012 • • • • • • •

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

Payroll • Expand time clock interface to other departments to reduce date entry for payroll. • Revise Employee Deduction manual to include online filing instructions. • Implement document imaging for the payroll system. • Work with Human Resources to streamline payroll processing.

143

Accounts Payable • Continue to improve on utilizing electronic reports both internally (Golf Center, Court, etc.) and externally (annual audit). • Utilize user-defined reports more to generate specific report information. • Continue to improve the new vendor / W9 process by utilizing email more. Also, by collecting important vendor information on the front end before assigning vendor numbers, purchase orders or issuing checks will save time and money. Income Tax • Increase number of taxpayers who use the on-line tool for filing tax returns. • Increase the number of businesses to make withholding payments electronically via ACH or Ohio Business Gateway. • Continue collection of delinquent taxes including implementation of alternative collection methods for excessive delinquency. • Continue enforcement of the tax-filing requirement especially for taxpayers who fail to file multiple years. • Increase the number of employers that submit their employees’ W-2 electronically. • Revise income tax rules and regulations based on the revised income tax ordinance. • Revise and update income tax procedure manual. Finance Operations • Review banking, credit card processing, and investment services • Explore alternative debt financing options • Improve budget oversight and control functions • Continue deed organization. • Implement scanning of revenue backup eliminating paper as well as time in locating information. _________________________ TOP FIVE COST SAVING INITIATIVES • • • • •

Refinancing existing municipal center debt saved about $1 million. Began accepting residential tax returns and quarterly tax payments electronically. Started sending tax notifications electronically reducing paper and postage. Tax, payroll, and finance began saving all reports electronically versus on paper. Payroll sent direct deposit forms electronically versus printing and stuffing.

144

City of Mason, Ohio Fund 101.703 : Finance

2012 Budget

Departmental Budget Detail 2009 Actual Expenditures

2010 Actual Expenditures

279,387.51

267,394.05

285,936.22

262,238.39

274,272.81

101.703.52120 Retirement

47,060.33

46,277.57

48,844.16

45,291.69

47,128.21

101.703.52130 Medical Insurance

65,332.00

60,666.00

73,666.10

73,666.00

73,666.10

101.703.52150 Medicare

3,978.92

3,796.39

4,146.08

3,640.76

3,976.96

101.703.52160 Workerâ&#x20AC;&#x2122;s Compensation

9,400.74

6,600.65

8,578.09

7,056.79

8,228.18

405,159.50

384,734.66

421,170.65

391,893.63

407,272.26

Account Number

Description

101.703.52110 Salaries and Wages

Subtotal Personal Services:

2011 Budget

2011 Actual Expenditures

2012 Budget

101.703.52210 Training/Meeting Expense

1,469.15

290.00

3,550.00

188.12

1,500.00

101.703.52220 Memberships/Subscriptions

3,472.00

3,157.45

1,912.00

1,946.50

2,000.00

4,941.15

3,447.45

5,462.00

2,134.62

3,500.00

101.703.52320 Telephone/Pager Service

0.00

101.703.52330 Rents & Leases

0.00

101.703.52340 Professional Services

24,095.52

22,365.10

22,800.00

23,742.02

21,800.00

101.703.52350 Contracts/Agreements

40,434.74

37,595.61

45,232.00

38,221.86

34,500.00

Subtotal Employee Development:

101.703.52370 Printing & Advertising

5,047.62

4,340.35

3,550.00

4,646.97

3,500.00

Subtotal Contractual Services:

69,577.88

64,301.06

71,582.00

66,610.85

59,800.00

101.703.52410 Office Supplies

2,330.76

2,308.97

2,600.00

1,174.10

2,500.00

101.703.52420 Operational Supplies

1,084.48

1,799.10

2,300.00

1,755.52

1,500.00

926.30

1,028.90

550.00

832.00

1,200.00

101.703.52440 Small Tools/Minor Equipment/Computers

3,501.73

0.00

900.00

0.00

500.00

101.703.52450 Postage

3,376.06

3,170.76

4,550.00

1,322.66

2,500.00

101.703.52430 Repairs and Maintenance

101.703.52480 Uniforms & Clothing Subtotal Supplies & Materials: Totals

0.00

11,219.33

8,307.73

10,900.00

5,084.28

8,200.00

490,897.86

460,790.90

509,114.65

465,723.38

478,772.26

Notes:

145

City of Mason, Ohio Fund 101.704 : Earnings Tax

2012 Budget

Departmental Budget Detail 2009 Actual Expenditures

2010 Actual Expenditures

245,286.24

271,227.58

326,906.54

286,356.45

319,212.01

101.704.52120 Retirement

34,242.10

37,855.19

45,766.92

39,580.32

44,689.68

101.704.52130 Medical Insurance

84,000.00

56,000.00

68,000.00

101.704.52150 Medicare

3,477.34

3,872.99

4,740.14

4,076.17

4,628.57

101.704.52160 Workerâ&#x20AC;&#x2122;s Compensation

6,637.95

5,794.99

9,807.20

7,157.96

9,576.36

373,643.63

374,750.75

455,220.80

405,170.90

446,106.63

1,152.72

277.68

3,250.00

670.37

1,000.00

117.00

498.00

400.00

406.00

500.00

1,269.72

775.68

3,650.00

1,076.37

1,500.00

101.704.52320 Telephone/Pager Service

0.00

101.704.52330 Rents & Leases

0.00

65,788.60

579.00

19,180.00

5,805.30

9,500.00

0.00

51,358.40

21,070.55

37,020.00

16,666.88

16,500.00

Account Number

Description

101.704.52110 Salaries and Wages

Subtotal Personal Services: 101.704.52210 Training/Meeting Expense 101.704.52220 Memberships/Subscriptions Subtotal Employee Development:

101.704.52340 Professional Services 101.704.52341 Legal Services 101.704.52350 Contracts/Agreements

2011 Budget

2011 Actual Expenditures

2012 Budget

101.704.52370 Printing & Advertising

17,279.99

13,560.45

35,050.00

16,660.54

16,000.00

Subtotal Contractual Services:

134,426.99

35,210.00

91,250.00

39,132.72

42,000.00

2,158.71

2,249.37

2,500.00

2,910.53

2,500.00

101.704.52420 Operational Supplies

101.704.52410 Office Supplies

585.24

685.77

1,000.00

603.23

1,000.00

101.704.52430 Repairs and Maintenance

769.00

1,203.00

900.00

961.40

800.00

1,834.43

260.95

1,400.00

224.72

500.00

16,647.30

18,609.60

22,365.00

23,215.35

20,000.00

101.704.52440 Small Tools/Minor Equipment/Computers 101.704.52450 Postage 101.704.52480 Uniforms & Clothing Subtotal Supplies & Materials: 101.704.52810 Refunds Subtotal Refunds & Reimbursements: Totals

0.00

21,994.68

23,008.69

28,165.00

27,915.23

24,800.00 850,000.00

909,022.14

849,751.34

850,000.00

802,380.87

909,022.14

849,751.34

850,000.00

802,380.87

850,000.00

1,440,357.16

1,283,496.46

1,428,285.80

1,275,676.09

1,364,406.63

Notes:

146

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 2009

2010

2011

Council Number of new City ordinances Number of council resolutions

145 22

155 28

124 20

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

36.6 675 28.6 137 84 75 8 275 55 6

12.2 190 7 170 69 51 8 200 40 7

53.5 578 52.9 405 74 60 10 82 46 7

74 4 84 50 315 1,547

25 1 75 23 225 450

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 147

15 1 93 32 181 262

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)

2009

2010

2011

896 0 225

1331 0 210

1155 210 202

98 43 0.7 2,488 190 1.6 36%

98 43 1.07 2,363 190 1.2 25%

300 43 0.9 2,000 186 .8 33%

Public Information Office No. of CenterPoint/Mason Matters distributed (last issue of yr.) 13,507 32,150 32,136 * Number of issues produced – see Note 1 4 5 6 Number of CenterPoints distributed (last issue of year) 27,000 32,150 32,136 * Number of issues produced – see footnote 6 6 6 Number of new monthly messages on hold tapes – see Note 2 12 12 3 Number of electronic newsletters and agendas sent 132 122 87 * Total number of copies sent 60,388 117,841 170,487 Number of news releases 174 137 139 Number of press conferences 0 0 1 Number of public records requests – see Note 3 2 0 6 Number of backpack stuffers 2 0 0 Number of City flyers for water bills 3 0 1 Number of media contacts 430 181 192 Number of ads created (including CenterPoint and external pubs) 16 32 42 Number of stories in CenterPoint – see Note 4 7 30 Number of stories in Mason Matters 93 108 Note 1: distribution of Mason Matters and Funformason/CenterPoint was combined for the last 2 issues of 2010 and into 2011 as a cost savings measure Note 2: messages on hold were converted to generic messages beginning in 2011. Note 3: includes only requests handled by PIO Note 3: first year is a partial year _________________________

148

DESCRIPTION OF PROGRAMS

CUSTOMER SERVICE Fulfilling the multitude of obvious and less obvious customer needs. We do this through a customer friendly attitude and viewing our customers as the most important part of our job. This includes both internal and external customers. We provide this service through excellent communication and listening with empathy to our customers.

ECONOMIC DEVELOPMENT Masonâ&#x20AC;&#x2122;s Economic Development Office includes Business Attraction & Marketing; Business Retention and small business support. 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 150 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. 149

INFORMATION TECHNOLOGY Technical Solutions and Support The ITO provides Information Technology related leadership to both internal and external customers by: • • • • • • • • •

Developing IT internal staff skills to support all City departments. Anticipating and identifying evolving technological trends. Fostering a broad understanding of our customers’ business functions. Identifying, providing, replacing and maintaining information technology-related tools and systems to support the City’s mission. Providing training and education to develop a technology literate work force characterized by a standard level of core skill competencies. Working closely with each City department to identify and support their information technology needs. Treating all of our customers with respect, addressing problems immediately, and always following up regardless of the result. Assisting departments in re-engineering and automating their processes to increase efficiency and effectiveness while encouraging and supporting continuous improvement. Empowering our customers to become more self-sufficient and gain the technological confidence to utilize the full potential of the tools available to them.

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 2011 Administration Team  Facilitated communication among departments for more frequent exchanges of information so as to identify ways to improve services and openness to the public. • Facilitated increased cooperation and coordination among department’s services to ensure maximum benefits for residents.

150

Economic Development Business Attraction & Retention • 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. • Worked on long-term planning and real estate strategy planning and forecasting with the Mason Port Authority, Economic Development Committee and Private sector. • During attraction efforts, like-industry materials from Mason companies were used in marketing materials and site tours. • 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. • Industry connections of existing corporations such Cintas and Armor were identified to increase partnership and market opportunities. • 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. • Partnered with the Warren County Economic Development Office on many projects that focused on business attraction efforts. • Increased business outreach to top tier companies and developer brokerage community through the use of business development events at the tennis and volleyball tournaments. • 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. • Mason’s membership with the CincinnatiUSA Regional Economic Development Council allowed contact with prospects of national and international site location consultants and Mason participation in Regional business development missions as one of only 13 regional partners. • Expanded international business outreach with membership to the European American Chamber of Commerce and the Japan America Society. • Mason’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. • Invested in CincyTech USA to promote Mason’s opportunity for high-tech company growth. • Mason Port Authority created new financial opportunities through the exploration of a pooled financing tool with RBC Capital Markets. • Mason Port Authority, in conjunction with the City, financed an incentive with Spear saving 108 jobs and creating 30 more. • 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 151

• • •

efforts. Collaborated with IT to transfer our databases (CEO, Developer & Broker, Small Business, and Site Tracker) to the SQL Server and upgraded capabilities. Updated our marketing collateral for business outreach. 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 • Recognized five small business investments with Council recognition. Human Resources Office • Updated Health Care Reform Requirements and effectively worked to minimize increased costs. • Negotiating collective bargaining agreement with IAFF, FOP and Teamsters bargaining unit members. • Worked effectively and efficiently with Bureau of Workers’ Compensation. • Conducted successful employee recognition programs. • Updated processes for Family Medical Leave Act and Ohio Police & Fire Pension Fund. • Provided Wellness Program to include Screenings for Employees in benefits plan. • Assisted employees in processing claims and other benefits online through Custom Design Benefits. • Updated part-time hiring process for part-time applicants. • Continue to update the Personnel Review Manual. • Developed and Updated Personnel Review Board Rules • Assisted departments in developing strategic recruitment and selection processes to fill vacant positions. Information Technology Office Technical Solutions and Support • Supported a solution for “Online Accidents” to assist the Police Department and the Mason residents using FTP site. • Maintained City’s Phone system, Phone servers, Cisco VoIP software and City’s Voicemail. • Updated City Security including Firewall PIX to ASA. • Maintained a secure VPN using two-factor authentication that allows access to the city’s network from anywhere. • FTP site maintained for residents and employees. • Continued support of City’s Printing needs and further progress with consolidation and Citywide solution. • Database Projects – Each DB was upgraded and consolidated wherever possible – EcoDev databases, PermitsPlus, Helpdesk, Finance, Alarm Drop, Fire, and Payroll to allow for easier administration and cost savings. • Developed and implemented a solution for the City’s data storage needs that is both scalable as well as secure. • Provided network management server / services based on industry best practices. 152

• • • • • • • • • • • • • • • • •

Updated network infrastructure and network backup documentation with focus on enhanced security and disaster recovery. Updated 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. 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 IT Budget for improved financial planning Created updated images for ghosting computers. Continued to build credibility with other City departments and implement good project management. Continued to work with IT Representatives for enhanced city department coordination. Added audio storage on network with additional security for the police Department and detective’s electronic evidence. Worked on existing Access databases for cost savings consolidation and application development.

Public Information Office • Supported the promotion of Mason being named the 24th best place to live by Money magazine: o Implemented the use of a “seal” image to promote the 24th best place designation o Designed road signs that were placed at the 6 major entrances to the City o Created tabletop cards about the award to use at the Duke Energy site readiness meeting and in the Community Center o Designed top 24th T-shirt for distribution at Heritage Festival. o Created posters for use in the City’s Heritage Festival tent and at the Municipal and Community centers. o Created Community Center in-house TV slide o Updated letterhead templates to include the seal o Obtained stickers to use to promote the designation on City publications • Published 6 bi-monthly editions each of CenterPoint and Mason Matters and secured a renewal of the contract for 6 more issues at the same price as last year. • Supported the Mason Community Center, Meet Me on Main Café, and the 153

•

• •

• • •

partnership with TriHealth: o Created CenterPoint ads, Community Center posters, press releases, web information to promote the “Live Well in Mason” TriHealth partnership events o Sent regular “Mason in Motion” e-newsletters to Community Center members to inform them of activities at the center o Assisted with getting the in-house TV monitors operational o Provided support for RecTrac/WebTrac interfaces with the web site and the in-house TV monitor interface o Provided graphic support for many center activities, including design of program logos, posters, in-house TV monitor slides, flyers, brochures, Tshirts, and web graphics. o Assisted with the rebranding of the café after the previous vendor vacated:  Designed the logo for the new café  Partnered with Engineering & Building and Public Utilities to create an awning for the café to help change the look  Promoted the café in CenterPoint and e-newsletters  Created posters to keep patrons informed during the café’s transition  Created menus, tabletop cards, and logo stickers for use on center pieces and invoices Supported the City’s web site: o Implemented new e-newsletter system, flip-book style documents, word search feature on the new site o Made frequent content updates, largely focusing on Community Center o Continued testing existing site and supported continuing work with the site developer for new features and completion of outstanding items and documentation Supported the City’s Heritage Festival presence, including: o Conducted the annual photo contest, with winning entries used in the 2012 City calendar that was distributed at the Heritage Festival and at City customer service counters. Headed the effort to obtain ad revenue used to offset the printing costs. 2,000 copies were distributed. o Led the committee to manage the city’s booth at the festival Supported the Golf Center at Kings Island through ads in CenterPoint, web information, partnership ads with Community Center in external publications Supported Miss Ohio’s visit to the city o Promoted the event through press releases, media event notifications, web, posters, Community Center in-house TV slide o Assisted media during the event o Provided graphical support for welcome signs, “Buy a Mile for Miss Ohio” fundraiser for Children’s Hospitals, check presentation Supported the Economic Development Office for the annual tennis tournament o Assisted with letter from the Mayor for program book o Designed and printed invitations Assisted City departments and committees with updates and designs for presentations and printed materials Coordinated city stationery orders to find a single print vendor for the best cost and began the transition to print items with the new logo 154

• •

Transitioned in-house documents to use the new city logo Responded to media and citizen requests for information _________________________ DEPARTMENTAL GOALS FOR 2012

City Manager  Continue to facilitate communication among departments for more frequent exchanges of information so as to identify ways to improve services and openness to the public. • Continue to evaluate and improve planning efforts to ensure the effective development of the community. • The City of Mason is committed to exceeding the need in Customer Service. Every employee is empowered to use all available resources to build strong relationships and provide an exceptional experience to each resident, business partner and all others who desire information or assistance from the City of Mason. • Continue to develop and foster partnerships for the overall success of Mason and Cincinnati region. • Coordination of City departments and services to ensure maximum benefits for residents. • Foster and promote an environment for innovative ideas resulting in more efficient and effective services and cost savings to our residents. Administration Team • Lead by Example not the Exception. • Continue to promote and maintain a safe working environment. • Continue to reduce operational expenses by implementing cost-saving opportunities. • Further develop a citywide planning process to calendar service and program events one-year in advance. • Introduce the use of the Intranet tool to serve as a cross-departmental communication tool. • Develop a paperless system for communicating information to Council members. • Continue training and cross-training employees to better serve the needs of the residents. Economic Development Business Attraction & Retention By working through the following five primary goal areas, the Economic Development Office strives to enhance the innate value to the city by sustaining strong business partnerships by seeking out and fostering relationships that endure through unique programming and management. 1) Strategic Planning • Continue informal developer/broker outreach • Initiate economic development supported committee directives 155

• Invest foresight into planning & development activities • Use Mason Port Authority to enhance competitiveness • Collaborate efforts with the City’s Comprehensive Plan for development Global Business Attraction • Establish focus on entrepreneurial/emerging market attraction • Increase international trade (FDI) activity • Create new locally generated targeted incentives Portfolio Management • Grow investor relations outreach through programs & reporting • Understand workforce development and support programs • Create entrepreneur investment outreach program Branding & Reputation • Launch all marketing collateral through website • Develop more effective communication connection with investors & ambassadors utilizing customer service • Update & enhance statistical data • Create more effective regional positioning Continuous Improvement • Invest in continued training and education • Develop partnerships for speakers bureau • Convert Economic Development office functions to web-based operations

Human Resources Office • Research compensation and incentive systems to control the effects on payroll. • Continue to research Health Care options for employees while containing costs. • Develop a Human Resources Strategic Plan that will assist all departments in meeting their goals of working with employees. • Provide citywide training for supervisors and staff on drug free workplace programs. • Review and revise employee performance evaluation system. • Complete Approval for new Personnel Review Board Rules. • Review and revise employee and interdepartmental forms. • Continue staff training and development. Information Technology Office Technical Solutions and Support • Reconfigure IP address scheme to support more devices on network and growth. • Virtualize the City’s network for cost savings, energy savings, and more efficient network maintenance • Move helpdesk, FTP site to new hardware. • Fire Station Wireless Install • 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. • Maintain a high level of computer availability, application development, and user 156

• •

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

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. 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. Microsoft Office 2007 Upgrade. Upgrade City’s Phone system, Phone servers, Cisco VoIP software and City’s Voicemail. Update City Security including Firewall PIX to ASA. Maintain a secure VPN using two-factor authentication that allows access to the city’s network from anywhere. Evaluation of City’s Printing needs and recommendation for consolidation and Citywide solution. Database Projects – Application development on existing databases for consolidation and cost savings. Develop and implement a solution for the City’s data storage needs that is both scalable as well as secure. Provide network management server / services based on industry best practices. Update network infrastructure and network backup documentation with focus on enhanced security and disaster recovery. Continue with solutions that eliminated viruses, threats, and worms. Maintain stable computer infrastructure with new hardware. Contribute a centralization area for all City forms that will serve as an effective communication tool for City employees on the Intranet. Train existing IT office staff in networking concepts to provide network administration. Train existing IT office staff in Access to bring application development in-house. Train City Employees in Excel, Word, PowerPoint, and Outlook as a means to become more effective with technology. Train all IT Reps with Basic Troubleshooting tips in Microsoft Office applications, other various software, Desktop/Laptop computers, and basic networking. Provide IT Security password policy, layers of defense, etc. Network with other local City IT Mangers in order to share ideas and stay on top of best practices in IT industry. Review and Updated all Licensing, and Installation Keys. Develop hardware standards with consistency to coordinate workstations. Develop computer replacement cycle. Create images for ghosting computers. Continue to build credibility with other City departments and implement good project management. 157

• •

Communicate definition to IT Reps for accurate “helpdesk ticket entry”. Implement IT project template for all projects.

Public Information Office • Continue implementation of new city web site with a focus on content, ease of use, completing remaining items on developer’s checklist, and enhancements. • Train staff members in other departments on how to update the web site. • Enhance use of departmental PIO representatives to identify projects and information in their areas that should be communicated to residents, and to assist with web site updates and newsletter creation. • Improve marketing strategies through “branding” of important events to enhance and expand public awareness. _________________________ TOP FIVE COST SAVING INITIATIVES • • •

Collaborated with other departments to cover staffing needs and project assistance. Database support, maintenance, and development were done in house reducing contractors costs by $50,000. Collaborated with other departments to streamline the ordering process for city stationery and business cards and to find the lowest cost vendor for our needs.

158

City of Mason, Ohio Fund 101.403 : Economic Development

2012 Budget

Departmental Budget Detail 2011 Actual Expenditures

2009 Actual Expenditures

2010 Actual Expenditures

190,304.35

195,802.08

203,234.19

142,391.44

159,678.92

101.403.52120 Retirement

34,914.16

36,267.38

37,494.80

30,023.43

31,313.79

101.403.52130 Medical Insurance

42,000.00

51,000.00

2,659.93

2,740.44

2,946.90

1,978.81

2,315.34

Account Number

Description

101.403.52110 Salaries and Wages

101.403.52150 Medicare 101.403.52160 Workerâ&#x20AC;&#x2122;s Compensation Subtotal Personal Services: 101.403.52210 Training/Meeting Expense 101.403.52220 Memberships/Subscriptions Subtotal Employee Development: 101.403.52320 Telephone/Pager Service 101.403.52340 Professional Services 101.403.52341 Legal Services 101.403.52343 Plan Reviews 101.403.52350 Contracts/Agreements

2011 Budget

2012 Budget

4,941.16

4,496.02

6,097.03

5,167.41

4,790.37

274,819.60

281,305.92

300,772.92

230,561.09

249,098.43

16,077.17

9,400.53

16,000.00

1,116.99

12,000.00

3,152.95

2,281.95

3,000.00

3,897.00

3,000.00

19,230.12

11,682.48

19,000.00

5,013.99

15,000.00

1,548.47

1,395.98

0.00

1,014.82

1,500.00

28,992.10

12,798.33

21,000.00

22,241.93

20,000.00

2,193.78

600.00

5,000.00

5,702.09

5,000.00

0.00

43,483.75

40,921.75

40,000.00

113,876.24

80,000.00

101.403.52370 Printing & Advertising

1,886.29

3,797.73

5,000.00

1,737.05

4,000.00

Subtotal Contractual Services:

78,104.39

59,513.79

71,000.00

144,572.13

110,500.00

474.80

683.07

0.00

38.95

1,000.00

0.00

368.69

117.86

0.00

123.19

500.00

101.403.52410 Office Supplies 101.403.52420 Operational Supplies 101.403.52440 Small Tools/Minor Equipment/Computers 101.403.52450 Postage 101.403.52480 Uniforms & Clothing Subtotal Supplies & Materials: Totals

0.00

843.49

800.93

0.00

162.14

1,500.00

372,997.60

353,303.12

390,772.92

380,309.35

376,098.43

Notes:

159

City of Mason, Ohio Fund 101.405 : Community Development

2012 Budget

Departmental Budget Detail 2011 Actual Expenditures

2009 Actual Expenditures

2010 Actual Expenditures

0.00

5,588.19

6,000.00

6,267.91

5,000.00

101.405.52350 Contracts/Agreements

173,892.40

364,868.27

60,000.00

876,099.21

140,500.00

101.405.52353 ICRC

140,591.35

140,815.70

150,000.00

139,127.89

145,000.00

Account Number

Description

101.405.52340 Professional Services

101.405.52370 Printing & Advertising Subtotal Contractual Services: 101.405.52420 Operational Supplies 101.405.52450 Postage Subtotal Supplies & Materials: Totals

2011 Budget

2012 Budget

0.00

6,517.60

30,000.00

19,415.20

20,000.00

314,483.75

517,789.76

246,000.00

1,040,910.21

310,500.00

240.00

871.95

0.00

0.00 0.00

0.00

240.00

871.95

0.00

314,723.75

518,661.71

246,000.00

1,040,910.21

310,500.00

Notes:

160

City of Mason, Ohio Fund 101.701 : City Manager

2012 Budget

Departmental Budget Detail 2009 Actual Expenditures

2010 Actual Expenditures

200,206.61

207,690.20

208,266.73

203,553.43

206,507.64

101.701.52120 Retirement

43,620.86

44,446.69

40,810.95

43,377.70

40,443.01

101.701.52130 Medical Insurance

42,000.00

28,000.00

34,000.00

101.701.52150 Medicare

2,851.71

2,980.41

3,019.87

2,897.14

2,994.36

101.701.52160 Workerâ&#x20AC;&#x2122;s Compensation

6,613.02

4,729.97

6,248.00

5,481.15

6,195.23

295,292.20

287,847.27

292,345.55

289,309.42

290,140.24

101.701.52210 Training/Meeting Expense

5,406.73

3,030.69

5,000.00

1,218.60

1,000.00

101.701.52220 Memberships/Subscriptions

5,478.34

5,506.38

5,700.00

5,118.76

5,700.00

10,885.07

8,537.07

10,700.00

6,337.36

6,700.00

650.19

615.46

800.00

621.34

600.00

101.701.52330 Rents & Leases

2,574.00

643.50

3,000.00

0.00

500.00

101.701.52340 Professional Services

4,379.62

12,193.23

12,000.00

1,740.00

10,000.00

203.64

132.00

250.00

417.82

250.00

Account Number

Description

101.701.52110 Salaries and Wages

Subtotal Personal Services:

Subtotal Employee Development: 101.701.52320 Telephone/Pager Service

101.701.52350 Contracts/Agreements

2011 Budget

2011 Actual Expenditures

2012 Budget

101.701.52370 Printing & Advertising

7,200.26

2,487.39

6,000.00

806.77

4,500.00

Subtotal Contractual Services:

15,007.71

16,071.58

22,050.00

3,585.93

15,850.00

101.701.52410 Office Supplies

1,358.44

758.64

1,500.00

750.00

500.00

101.701.52420 Operational Supplies

1,123.54

11,094.58

2,500.00

1,860.94

2,500.00

0.00

605.01

62.15

500.00

73.22

500.00

0.00

101.701.52440 Small Tools/Minor Equipment/Computers 101.701.52450 Postage 101.701.52470 Fuel 101.701.52480 Uniforms & Clothing Subtotal Supplies & Materials: Totals

0.00

3,086.99

11,915.37

4,500.00

2,684.16

3,500.00

324,271.97

324,371.29

329,595.55

301,916.87

316,190.24

Notes:

161

City of Mason, Ohio Fund 101.702 : Assistant City Manager

2012 Budget

Departmental Budget Detail 2011 Actual Expenditures

2009 Actual Expenditures

2010 Actual Expenditures

512,622.21

504,357.43

512,982.99

505,991.59

515,785.99

101.702.52120 Retirement

83,405.36

82,383.41

82,731.39

82,210.16

83,015.96

101.702.52130 Medical Insurance

98,000.00

84,000.00

110,500.00

7,264.87

7,127.97

7,438.25

7,158.36

7,478.90

Account Number

Description

101.702.52110 Salaries and Wages

101.702.52150 Medicare 101.702.52160 Workerâ&#x20AC;&#x2122;s Compensation

2011 Budget

2012 Budget

17,915.16

20,310.92

15,389.49

15,035.49

15,473.58

719,207.60

698,179.73

729,042.12

720,895.60

732,254.43

11,470.94

2,747.22

10,000.00

2,536.13

1,000.00

5,325.68

6,251.98

6,000.00

3,917.44

2,000.00

16,796.62

8,999.20

16,000.00

6,453.57

3,000.00

101.702.52320 Telephone/Pager Service

2,651.98

2,506.61

2,800.00

4,238.31

2,500.00

101.702.52330 Rents & Leases

2,574.00

643.50

2,500.00

0.00

500.00

101.702.52340 Professional Services

44,492.34

13,073.49

25,000.00

21,724.84

13,200.00

101.702.52350 Contracts/Agreements

7,550.40

16,394.87

4,500.00

8,280.42

3,000.00

Subtotal Personal Services: 101.702.52210 Training/Meeting Expense 101.702.52220 Memberships/Subscriptions Subtotal Employee Development:

101.702.52370 Printing & Advertising

4,791.51

2,093.46

5,000.00

3,399.99

2,500.00

Subtotal Contractual Services:

62,060.23

34,711.93

39,800.00

37,643.56

21,700.00

905.90

1,605.22

2,000.00

869.74

1,000.00

10,523.24

5,597.00

7,500.00

4,616.67

2,000.00

504.74

201.68

0.00

57,734.37

87,005.94

500.00

0.00

500.00

0.00

69,668.25

94,409.84

10,000.00

5,486.41

3,500.00

867,732.70

836,300.70

794,842.12

770,479.14

760,454.43

101.702.52410 Office Supplies 101.702.52420 Operational Supplies 101.702.52440 Small Tools/Minor Equipment/Computers 101.702.52450 Postage 101.702.52480 Uniforms & Clothing Subtotal Supplies & Materials: Totals Notes:

162

City of Mason, Ohio Fund 101.705 : Law Director

2012 Budget

Departmental Budget Detail 2009 Actual Expenditures

2010 Actual Expenditures

101.705.52110 Salaries and Wages

88,000.02

77,500.02

76,588.52

75,000.02

75,904.50

101.705.52120 Retirement

12,320.04

10,990.04

10,722.39

10,500.04

10,626.63

101.705.52130 Medical Insurance

14,000.00

17,000.00

Account Number

Description

101.705.52150 Medicare 101.705.52160 Workerâ&#x20AC;&#x2122;s Compensation Subtotal Personal Services:

2011 Budget

2011 Actual Expenditures

2012 Budget

245.86

688.85

1,110.53

652.60

1,100.62

2,899.36

2,079.04

2,297.66

2,045.30

2,277.14

117,465.28

105,257.95

107,719.10

105,197.96

106,908.88

101.705.52210 Training/Meeting Expense

58.40

0.00

500.00

295.00

250.00

101.705.52220 Memberships/Subscriptions

56.47

0.00

500.00

0.00

250.00

114.87

0.00

1,000.00

295.00

500.00

0.00

85,962.00

127,279.97

225,000.00

252,778.65

200,000.00

195,414.89

139,162.78

225,000.00

97,707.51

195,000.00

0.00

500.00

450.00

0.00

Subtotal Employee Development: 101.705.52320 Telephone/Pager Service 101.705.52340 Professional Services 101.705.52341 Legal Services 101.705.52350 Contracts/Agreements 101.705.52370 Printing & Advertising Subtotal Contractual Services: 101.705.52410 Office Supplies

0.00

500.00

0.00

281,376.89

266,442.75

451,000.00

350,936.16

395,000.00

1,758.83

388.62

2,500.00

2,652.26

2,500.00

101.705.52420 Operational Supplies

0.00

461.00

1,200.00

250.00

500.00

101.705.52440 Small Tools/Minor Equipment/Computers

0.00

3,941.24

0.00

101.705.52450 Postage Subtotal Supplies & Materials: Totals

0.00

500.00

65.89

250.00

1,758.83

4,790.86

4,200.00

2,968.15

3,250.00

400,715.87

376,491.56

563,919.10

459,397.27

505,658.88

Notes:

163

City of Mason, Ohio Fund 101.706 : Council

2012 Budget

Departmental Budget Detail 2009 Actual Expenditures

2010 Actual Expenditures

135,787.36

129,737.59

126,208.21

116,725.72

109,576.82

101.706.52120 Retirement

27,082.55

24,647.50

17,669.15

16,306.20

15,340.76

101.706.52130 Medical Insurance

14,000.00

17,000.00

8,500.00

101.706.52150 Medicare

1,957.24

1,873.94

1,830.02

1,685.26

1,588.86

101.706.52160 Workerâ&#x20AC;&#x2122;s Compensation

4,500.50

3,208.03

3,786.25

3,423.90

3,287.30

183,327.65

173,467.06

166,493.62

146,641.08

138,293.75 20,000.00

Account Number

Description

101.706.52110 Salaries and Wages

Subtotal Personal Services:

2011 Budget

2011 Actual Expenditures

2012 Budget

101.706.52210 Training/Meeting Expense

25,510.30

34,667.60

20,000.00

33,885.34

101.706.52220 Memberships/Subscriptions

11,838.04

11,599.00

15,000.00

10,541.30

15,000.00

37,348.34

46,266.60

35,000.00

44,426.64

35,000.00

0.00

544.90

0.00

101.706.52340 Professional Services

44,455.04

30,715.58

55,000.00

10,889.60

25,000.00

101.706.52350 Contracts/Agreements

542,479.00

646.14

150,000.00

4,764.48

75,000.00

0.00

Subtotal Employee Development: 101.706.52320 Telephone/Pager Service 101.706.52330 Rents & Leases

101.706.52353 ICRC 101.706.52370 Printing & Advertising

17,959.40

8,322.72

15,000.00

9,174.74

15,000.00

Subtotal Contractual Services:

605,438.34

39,684.44

220,000.00

24,828.82

115,000.00

101.706.52410 Office Supplies

1,905.97

2,738.97

3,000.00

1,011.87

3,000.00

101.706.52420 Operational Supplies

7,462.71

17,169.93

8,000.00

20,126.34

8,000.00

0.00

1,500.26

0.00

101.706.52440 Small Tools/Minor Equipment/Computers 101.706.52450 Postage Subtotal Supplies & Materials: 101.706.52510 Land & Land Improvement Subtotal Capital Outlay: Totals

545.44

1,236.69

2,000.00

1,373.27

1,500.00

9,914.12

22,645.85

13,000.00

22,511.48

12,500.00

2,000.00

0.00

2,000.00

0.00

838,028.45

282,063.95

434,493.62

238,408.02

300,793.75

Notes:

164

City of Mason, Ohio Fund 101.710 : Auditors Deductions

2012 Budget

Departmental Budget Detail 2011 Actual Expenditures

2009 Actual Expenditures

2010 Actual Expenditures

101.710.52140 Emp Wellness Program

36,519.22

0.00

101.710.52170 Unemployment

20,205.08

23,057.31

50,000.00

25,833.04

40,500.00

Subtotal Personal Services:

56,724.30

23,057.31

50,000.00

25,833.04

40,500.00

306,577.56

329,602.13

355,000.00

239,750.05

315,000.00

0.00

60,703.86

90,000.00

79,978.13

90,000.00

152,857.03

145,977.74

185,000.00

171,597.01

185,000.00

Account Number

Description

101.710.52340 Professional Services 101.710.52350 Contracts/Agreements 101.710.52360 Insurance 101.710.52380 Elections Subtotal Contractual Services: 101.710.52450 Postage Subtotal Supplies & Materials: 101.710.52810 Refunds 101.710.52820 Reimbursements Subtotal Refunds & Reimbursements: 101.710.52910 Contingencies Subtotal Transfers: Totals

2011 Budget

2012 Budget

25,990.93

0.00

26,000.00

485,425.52

536,283.73

630,000.00

491,325.19

616,000.00

2,491.97

3,670.81

3,500.00

1,435.51

3,500.00

2,491.97

3,670.81

3,500.00

1,435.51

3,500.00

0.00

19,077.21

20,000.00

0.00

379,041.25

392,100.54

450,000.00

421,022.78

450,000.00

379,041.25

411,177.75

470,000.00

421,022.78

450,000.00

0.00

250,000.00

0.00

250,000.00

0.00

250,000.00

0.00

250,000.00

923,683.04

974,189.60

1,403,500.00

939,616.52

1,360,000.00

Notes:

165

City of Mason, Ohio Fund 603.506 : Waste Collection Fund

2012 Budget

Departmental Budget Detail 2011 Actual Expenditures

2009 Actual Expenditures

2010 Actual Expenditures

603.506.52110 Salaries and Wages

0.00

5,061.83

10,525.17

10,525.07

10,420.16

603.506.52120 Retirement

0.00

600.23

1,473.52

1,527.52

1,458.82

4,668.00

5,667.80

5,668.00

5,667.80

0.00

67.61

152.61

134.47

151.09

Account Number

Description

603.506.52130 Medical Insurance 603.506.52150 Medicare 603.506.52160 Workerâ&#x20AC;&#x2122;s Compensation Subtotal Personal Services: 603.506.52350 Contracts/Agreements 603.506.52370 Printing & Advertising Subtotal Contractual Services:

2011 Budget

2012 Budget

0.00

315.76

133.59

312.60

4,668.00

10,397.67

18,134.86

17,988.65

18,010.48

1,427,549.64

1,482,806.72

1,577,600.00

1,527,228.31

1,625,500.00

0.00

543.14

1,000.00

2,225.76

1,000.00

1,427,549.64

1,483,349.86

1,578,600.00

1,529,454.07

1,626,500.00

603.506.52410 Office Supplies

0.00

603.506.52450 Postage

0.00

500.00

0.00

500.00

0.00

1,432,217.64

1,493,747.53

1,597,234.86

1,547,442.72

1,644,510.48

Subtotal Supplies & Materials: 603.506.52810 Refunds Subtotal Refunds & Reimbursements: Totals Notes:

166

City of Mason, Ohio Fund 640.306 : Golf Course Fund

2012 Budget

Departmental Budget Detail Account Number

Description

640.306.52110 Salaries and Wages 640.306.52120 Retirement

2009 Actual Expenditures

2010 Actual Expenditures

1,425,395.99

1,375,351.42

1,449,123.00

1,334,249.67

0.00

75,086.22

74,810.85

23,908.00

21,513.98

0.00

2011 Budget

2011 Actual Expenditures

2012 Budget

640.306.52130 Medical Insurance

164,096.68

199,468.96

229,867.00

208,389.77

0.00

640.306.52150 Medicare

106,738.37

101,141.96

116,833.00

96,822.63

0.00

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

34,247.33

17,532.02

37,026.00

16,796.51

0.00

640.306.52170 Unemployment

31,522.49

28,641.16

39,316.00

29,245.46

0.00

Subtotal Personal Services:

1,837,087.08

1,796,946.37

1,896,073.00

1,707,018.02

0.00

640.306.52210 Training/Meeting Expense

3,240.46

1,022.65

2,525.00

948.88

0.00

640.306.52220 Memberships/Subscriptions

7,278.00

5,638.99

6,575.00

5,344.43

2,500.00

Subtotal Employee Development:

10,518.46

6,661.64

9,100.00

6,293.31

2,500.00

143,886.01

156,741.54

157,390.00

149,720.79

160,490.00

640.306.52320 Telephone/Pager Service

26,348.78

28,404.20

31,235.00

26,110.77

30,080.00

640.306.52330 Rents & Leases

19,384.43

14,677.96

17,745.00

15,408.69

14,545.00

640.306.52310 Utilities

640.306.52340 Professional Services

119,546.43

123,500.60

6,030.00

5,444.25

11,055.00

640.306.52350 Contracts/Agreements

210,665.62

188,315.51

167,310.00

150,672.80

1,459,580.00

640.306.52360 Insurance

28,038.39

27,832.22

28,500.00

24,835.11

28,500.00

640.306.52370 Printing & Advertising

10,412.33

16,212.94

13,000.00

9,199.82

20,795.00

Subtotal Contractual Services:

558,281.99

555,684.97

421,210.00

381,392.23

1,725,045.00

4,983.66

3,486.20

4,850.00

3,662.32

4,975.00

640.306.52420 Operational Supplies

343,080.32

355,289.46

388,790.00

387,711.36

377,497.00

640.306.52430 Repairs and Maintenance

104,900.95

91,311.76

118,350.00

81,405.40

118,700.00

466.27

1,719.00

0.00

1,000.00

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: 640.306.52580 Machinery & Equipment 640.306.52595 Repairs, Improvements & Replacements Subtotal Capital Outlay: 640.306.52610 Principal Retirement 640.306.52620 Interest Payment 640.306.52630 Service Fees Subtotal Debt Service: 640.306.52810 Refunds

2,682.11

2,926.12

3,855.00

2,361.61

3,955.00

103,934.92

76,040.64

83,800.00

57,034.42

95,975.00

25,837.25

22,297.52

22,600.00

25,593.87

40,005.00

3,739.31

2,233.59

3,500.00

1,715.61

4,700.00

589,624.79

555,304.29

625,745.00

559,484.59

646,807.00

103,750.00

12,512.00

0.00

8,326.00

49,500.00

26,730.00

26,665.64

15,000.00

19,999.70

15,000.00

130,480.00

39,177.64

15,000.00

28,325.70

64,500.00

8,820,000.00

8,420,000.00

8,000,000.00

15,500,000.00

310,000.00

263,865.00

125,949.17

100,000.00

237,915.04

246,000.00

14,167.00

15,925.00

20,000.00

58,907.94

0.00

9,098,032.00

8,561,874.17

8,120,000.00

15,796,822.98

556,000.00

4,271.47

1,439.64

0.00

2,118.00

0.00

65,671.02

60,180.36

0.00

52,592.37

144,458.00

69,942.49

61,620.00

0.00

54,710.37

144,458.00

640.306.53330 Rents & Leases - City

0.00

60,000.00

640.306.53341 Legal Services - City

0.00

60,000.00

0.00

640.306.53350 Contracts/Agreements - City

0.00

120,000.00

131,907.82

120,000.00

0.00

180,000.00

191,907.82

180,000.00

12,293,966.81

11,577,269.08

11,267,128.00

18,725,955.02

3,319,310.00

640.306.52830 Remittances Subtotal Refunds & Reimbursements:

Subtotal Contractual Services: Totals Notes:

167

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.

168

City of Mason, Ohio Fund 101.707 : Muncipal Court

2012 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 Medicare 101.707.52160 Workerâ&#x20AC;&#x2122;s Compensation Subtotal Personal Services: 101.707.52210 Training/Meeting Expense 101.707.52220 Memberships/Subscriptions

2009 Actual Expenditures

2010 Actual Expenditures

445,177.66

425,630.55

464,947.41

420,461.44

456,680.00

59,434.68

61,055.16

65,092.64

59,646.82

63,850.00

133,000.00

178,500.00

161,500.00

0.00

4,118.68

12,000.00

0.00

6,000.00

6,330.26

6,069.39

6,741.74

5,986.80

6,614.00

2011 Budget

2011 Actual Expenditures

2012 Budget

14,305.22

10,517.51

13,948.42

11,232.81

14,360.00

658,247.82

640,391.29

741,230.20

675,827.87

709,004.00

3,012.53

2,781.29

3,000.00

1,787.38

3,000.00

995.00

1,360.00

1,500.00

1,900.00

2,000.00

4,007.53

4,141.29

4,500.00

3,687.38

5,000.00

101.707.52310 Utilities

35,718.04

38,190.49

50,000.00

35,474.24

45,000.00

101.707.52320 Telephone/Pager Service

14,380.84

14,358.13

15,000.00

13,584.90

14,500.00

0.00

30,200.11

15,628.82

17,000.00

8,570.83

12,000.00

101.707.52341 Legal Services

0.00

6,000.00

0.00

6,000.00

101.707.52345 Court Appinted Counsel

0.00

25,000.00

40,000.00

16,000.00

30,000.00

101.707.52350 Contracts/Agreements

40,826.33

41,390.02

58,200.00

41,606.17

35,000.00

101.707.52360 Insurance

12,386.42

11,925.98

15,000.00

13,235.08

13,800.00

101.707.52370 Printing & Advertising

159.92

0.00

101.707.52390 Prisoner Expense

182.00

0.00

500.00

0.00

500.00

Subtotal Contractual Services:

133,853.66

146,493.44

201,700.00

128,471.22

156,800.00

8,000.00

8,664.68

8,000.00

7,836.31

9,000.00

10,189.79

8,617.92

9,000.00

5,017.96

7,000.00

254.44

596.29

2,000.00

490.69

2,000.00

0.00

1,008.99

0.00

14,297.41

14,885.23

15,000.00

14,851.07

20,000.00

Subtotal Employee Development:

101.707.52330 Rents & Leases 101.707.52340 Professional Services

101.707.52410 Office Supplies 101.707.52420 Operational Supplies 101.707.52430 Repairs and Maintenance 101.707.52440 Small Tools/Minor Equipment/Computers 101.707.52450 Postage 101.707.52470 Fuel

1,327.98

1,100.45

3,000.00

2,701.37

3,000.00

34,069.62

33,864.57

37,000.00

31,906.39

41,000.00

101.707.52810 Refunds

0.00

125.00

1,000.00

0.00

1,000.00

101.707.52830 Remittances

0.00

125.00

1,000.00

0.00

1,000.00

250,000.00

240,000.00

0.00

15,000.00

250,000.00

255,000.00

1,080,178.63

1,075,015.59

1,235,430.20

1,089,892.86

1,167,804.00

Subtotal Supplies & Materials:

Subtotal Refunds & Reimbursements: 101.707.53330 Rents & Leases - City 101.707.53350 Contracts/Agreements - City Subtotal Contractual Services: Totals Notes:

169

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

2012 Budget

Departmental Budget Detail Account Number

Description

235.707.52340 Professional Services 235.707.52349 Surplus Indigent Expense

2011 Actual Expenditures

2009 Actual Expenditures

2010 Actual Expenditures

24,129.92

10,442.49

25,000.00

12,773.26

25,000.00

2011 Budget

2012 Budget

0.00

21,284.00

30,000.00

25,329.00

30,000.00

24,129.92

31,726.49

55,000.00

38,102.26

55,000.00

235.707.52420 Operational Supplies

0.00

Subtotal Supplies & Materials:

0.00

24,129.92

31,726.49

55,000.00

38,102.26

55,000.00

Subtotal Contractual Services:

Totals Notes:

170

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

2012 Budget

Departmental Budget Detail Account Number

Description

236.707.52110 Salaries and Wages 236.707.52120 Retirement 236.707.52130 Medical Insurance 236.707.52150 Medicare 236.707.52160 Workerâ&#x20AC;&#x2122;s Compensation Subtotal Personal Services: 236.707.52210 Training/Meeting Expense 236.707.52220 Memberships/Subscriptions Subtotal Employee Development: 236.707.52320 Telephone/Pager Service 236.707.52330 Rents & Leases 236.707.52340 Professional Services 236.707.52350 Contracts/Agreements Subtotal Contractual Services: 236.707.52410 Office Supplies 236.707.52420 Operational Supplies 236.707.52430 Repairs and Maintenance 236.707.52440 Small Tools/Minor Equipment/Computers

2011 Actual Expenditures

2009 Actual Expenditures

2010 Actual Expenditures

0.00

2011 Budget

2012 Budget 0.00

0.00

7,000.00

0.00

439.47

0.00

7,439.47

0.00

1,000.00

400.00

1,000.00

0.00

1,000.00

400.00

1,000.00

0.00

4,138.85

4,538.74

6,500.00

3,146.53

6,500.00

0.00

12,000.00

20,375.33

25,442.00

25,000.00

24,723.40

25,000.00

24,514.18

29,980.74

31,500.00

27,869.93

43,500.00

0.00

135.00

170.35

1,000.00

1,895.00

2,000.00

2,434.50

9,239.46

5,000.00

4,864.33

5,000.00

0.00

7,327.19

15,000.00

25,311.79

10,000.00

2,569.50

16,737.00

21,000.00

32,071.12

17,000.00

236.707.52530 Furniture, Fixtures & Office Machines

0.00

236.707.52540 Computers/Computer Equip.

0.00

5,533.62

0.00

9,248.04

0.00

236.707.52580 Machinery & Equipment

0.00

2,018.75

0.00

6,981.25

0.00

7,552.37

0.00

16,229.29

0.00

34,523.15

54,270.11

53,500.00

76,570.34

61,500.00

Subtotal Supplies & Materials:

Subtotal Capital Outlay: Totals Notes:

171

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

2012 Budget

Departmental Budget Detail Account Number

Description

237.707.52210 Training/Meeting Expense Subtotal Employee Development: 237.707.52320 Telephone/Pager Service 237.707.52350 Contracts/Agreements

2009 Actual Expenditures

2010 Actual Expenditures

2011 Budget

2011 Actual Expenditures

2012 Budget

0.00

8,922.00

0.00

Subtotal Contractual Services:

8,922.00

0.00

237.707.52420 Operational Supplies

2,125.00

11,712.00

13,000.00

3,077.00

0.00

2,125.00

11,712.00

13,000.00

3,077.00

0.00

2,000.00

0.00

2,000.00

237.707.52440 Small Tools/Minor Equipment/Computers Subtotal Supplies & Materials: 237.707.52540 Computers/Computer Equip. Subtotal Capital Outlay: Totals

0.00

2,000.00

0.00

2,000.00

11,047.00

11,712.00

15,000.00

3,077.00

2,000.00

Notes:

172

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

2012 Budget

Departmental Budget Detail 2011 Actual Expenditures

2009 Actual Expenditures

2010 Actual Expenditures

108,952.82

102,859.81

132,687.29

114,202.86

152,620.00

238.707.52120 Retirement

14,296.77

14,200.02

18,576.22

15,845.99

17,973.00

238.707.52130 Medical Insurance

42,000.00

35,000.00

42,500.00

25,500.00

238.707.52140 Emp Wellness Program

847.60

548.16

0.00

4,000.00

238.707.52150 Medicare

899.93

793.45

1,923.97

924.59

1,862.00

Account Number

Description

238.707.52110 Salaries and Wages

238.707.52160 Workerâ&#x20AC;&#x2122;s Compensation Subtotal Personal Services: 238.707.52210 Training/Meeting Expense Subtotal Employee Development: 238.707.52320 Telephone/Pager Service 238.707.52340 Professional Services 238.707.52350 Contracts/Agreements 238.707.52370 Printing & Advertising Subtotal Contractual Services: 238.707.52410 Office Supplies 238.707.52420 Operational Supplies 238.707.52430 Repairs and Maintenance 238.707.52440 Small Tools/Minor Equipment/Computers

2011 Budget

2012 Budget

2,986.28

2,574.06

3,980.62

2,714.57

5,135.00

169,983.40

155,975.50

199,668.10

176,188.01

207,090.00

0.00

1,000.00

690.00

1,000.00

0.00

1,000.00

690.00

1,000.00

0.00

901.25

0.00

36,006.18

17,389.80

20,000.00

16,226.00

20,000.00

0.00

36,907.43

17,389.80

20,000.00

16,226.00

20,000.00

0.00

985.02

751.72

5,000.00

1,637.02

3,000.00

0.00

1,446.65

0.00

2,599.24

0.00

985.02

4,797.61

5,000.00

1,637.02

3,000.00

238.707.52530 Furniture, Fixtures & Office Machines

0.00

8,413.69

0.00

238.707.52540 Computers/Computer Equip.

0.00

238.707.52595 Repairs, Improvements & Replacements

0.00

10,727.10

0.00

238.707.52599 Special Equipment

0.00

19,140.79

0.00

207,875.85

197,303.70

225,668.10

194,741.03

231,090.00

Subtotal Supplies & Materials:

Subtotal Capital Outlay: Totals Notes:

173

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

2012 Budget

Departmental Budget Detail Account Number

Description

239.101.52340 Professional Services 239.101.52350 Contracts/Agreements

2009 Actual Expenditures

2010 Actual Expenditures

0.00

2011 Budget

2011 Actual Expenditures

1,000.00

0.00

2012 Budget 1,000.00

0.00

Subtotal Contractual Services:

0.00

1,000.00

0.00

1,000.00

Totals

0.00

1,000.00

0.00

1,000.00

Notes:

174

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

2012 Budget

Departmental Budget Detail 2011 Actual Expenditures

2009 Actual Expenditures

2010 Actual Expenditures

122,528.82

111,325.71

122,853.02

111,508.82

114,254.00

240.707.52120 Retirement

18,094.70

15,370.00

17,199.42

15,582.08

15,996.00

240.707.52130 Medical Insurance

42,000.00

28,000.00

51,000.00

1,738.31

1,592.82

1,781.37

1,616.67

1,657.00

Account Number

Description

240.707.52110 Salaries and Wages

240.707.52150 Medicare 240.707.52160 Workerâ&#x20AC;&#x2122;s Compensation Subtotal Personal Services: 240.707.52210 Training/Meeting Expense 240.707.52220 Memberships/Subscriptions

2011 Budget

2012 Budget

3,777.91

2,894.79

3,685.59

2,938.00

4,570.00

188,139.74

159,183.32

196,519.40

182,645.57

187,477.00

971.00

450.00

1,000.00

884.99

2,000.00

170.00

245.00

0.00

300.00

1,141.00

695.00

1,000.00

884.99

2,300.00

0.00

240.707.52340 Professional Services

12,531.08

10,245.58

7,000.00

14,993.67

15,000.00

240.707.52350 Contracts/Agreements

2,770.00

3,000.00

7,158.52

3,000.00

Subtotal Employee Development: 240.707.52330 Rents & Leases

240.707.52390 Prisoner Expense

0.00

Subtotal Contractual Services:

15,301.08

13,245.58

10,000.00

22,152.19

18,000.00

240.707.52410 Office Supplies

500.00

0.00

500.00

240.707.52420 Operational Supplies

299.12

31.25

1,000.00

311.50

4,000.00

240.707.52430 Repairs and Maintenance

0.00

240.707.52440 Small Tools/Minor Equipment/Computers

0.00

500.00

0.00

500.00

0.00

500.00

240.707.52450 Postage 240.707.52470 Fuel Subtotal Supplies & Materials: Totals

46.79

0.00

500.00

0.00

500.00

1,345.91

531.25

2,500.00

311.50

5,500.00

205,927.73

173,655.15

210,019.40

205,994.25

213,277.00

Notes:

175

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

2012 Budget

Departmental Budget Detail Account Number

Description

241.707.52340 Professional Services 241.707.52350 Contracts/Agreements

2009 Actual Expenditures

2010 Actual Expenditures

0.00

2011 Budget 2,000.00

2011 Actual Expenditures 4,138.55

2012 Budget 2,000.00

0.00

Subtotal Contractual Services:

0.00

2,000.00

4,138.55

2,000.00

241.707.52420 Operational Supplies

0.00

Subtotal Supplies & Materials:

0.00

Totals

0.00

2,000.00

4,138.55

2,000.00

Notes:

176

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

Description

Department

General Fund 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

301 401 402 403 404 407 419 501 619 620

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

102 201 202 204 205 223 405 612 614 635

General Capital Improvement Street Maintenance & Repair State Highway Improvement Street Subdivision Federal Grant Fund Recreation Improvement I-71 Corridor TIF Sewer Expansion Sewer Replacement-Improvement Community Center Expansion Fund

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

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

177

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 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.

178

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 I-71 Corridor TIF- To account for the financial resources and expenditures related to the development of I-71 Corridor. City Contributions â&#x20AC;&#x201C; To account for donations and contributions given to the City of Mason for specific and restrictive use.

179

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. Everybodyâ&#x20AC;&#x2122;s Farm TIF- To account for the financial resources, expenditures, and debt payment related to the development of Everybodyâ&#x20AC;&#x2122;s Farm. 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.

180

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

181

Community Improvement Corporation â&#x20AC;&#x201C; Agency fund to account for resources given to the Mason Community Improvement Corporation CIC/Veterans Memorial - The loan and repayment for the Veterans Memorial is kept in a separate fund.

182

Function Public Safety

Leisure Time Activities

Number Description 101 102 103 106 301 302 304 306 330 - 350 360 - 376 377

Police Fire Steet Lighting Disaster Services Recreation Parks Swimming Pool Golf Course Community Center Expansion Community Center Operations Senior Center

Community Development

401 402 403 405

Planning Building Inspection Economic Development Community Development

Transportation & Street Repair

601 602 606

Street Construction Street Maintenance Garage

General Government

701 702 703 704 705 706 707 708 709 710

City Manager Assistant City Manager Finance Earnings Tax Law Director Council Municipal Court Municipal Building Engineer Auditor's Deductions

Debt Service

801 802

Debt Principal Debt Interest

Transfers

901

Transfer

183

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.

184

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

185

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

186