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COMMITTEE OF THE WHOLE Packet - 5/28/2019CITY OF MUSKEGO COMMITTEE OF THE WHOLE AGENDA 05/28/2019 5:30 PM Muskego City Hall, W182 S8200 Racine Avenue CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL STATEMENT OF PUBLIC NOTICE APPROVAL OF AGENDA APPROVAL OF MINUTES April 9, 2019 NEW BUSINESS Discuss 2020 Planning Calendar and Budget Goals SCIT Vehicle Presentation (Chief Rens) Update Regarding Police Department Building Project (Mayor) COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW ADJOURNMENT The Committee of the Whole may possibly reconvene immediately following the Common Council meeting of the same date to continue work on agenda items. NOTICE IT IS POSSIBLE THAT MEMBERS OF AND POSSIBLY A QUORUM OF MEMBERS OF OTHER GOVERNMENTAL BODIES OF THE MUNICIPALITY MAY BE IN ATTENDANCE AT THE ABOVE-STATED MEETING TO GATHER INFORMATION; NO ACTION WILL BE TAKEN BY ANY GOVERNMENTAL BODY AT THE ABOVE-STATED MEETING OTHER THAN THE GOVERNMENTAL BODY SPECIFICALLY REFERRED TO ABOVE IN THIS NOTICE. ALSO, UPON REASONABLE NOTICE, EFFORTS WILL BE MADE TO ACCOMMODATE THE NEEDS OF DISABLED INDIVIDUALS THROUGH APPROPRIATE AIDS AND SERVICES. FOR ADDITIONAL INFORMATION OR TO REQUEST THIS SERVICE, CONTACT MUSKEGO CITY HALL, (262) 679-4100. Packet Page 1 Unapproved CITY OF MUSKEGO COMMITTEE OF THE WHOLE MINUTES April 9, 2019 5:40 PM City Hall, W182 S8200 Racine Avenue CALL TO ORDER Mayor Chiaverotti called the meeting to order at 6:11 p.m. ROLL CALL Present: Alderpersons Wolfe, Hammel, Borgman, Kapusta, Engelhardt, Kubacki and Madden. Also present: City Attorney Warchol, Police Chief Rens, Public Works and Development Director Kroeger, Public Works Superintendent Beilfuss, Planner Trzebiatowski, Deputy Clerk Blenski, Mr. Scott Dickmann and Mr. Andrew Jacobsen. STATEMENT OF PUBLIC NOTICE The Deputy Clerk stated the meeting was noticed in accordance with the open meeting law. APPROVAL OF MINUTES – March 26, 2019 Alderperson Kubacki moved to approve. Alderperson Wolfe seconded; motion carried. NEW BUSINESS Review RFP and P3 For-Profit Use of Public Parks Director Kroeger reviewed the Staff Memo that was provided to the Committee Members prior to the meeting along with GFOA Supporting Documents, a RFP Currently Used by the City, a RFP from Fitchburg for Private For-Profit Use, a RFP Example For-Private Use and a P3 Agreement. He stated there would be three separate areas to rent at Idle Isle including the new hexagon pavilion to be constructed this year near the fishing pier. Alderperson Kubacki stated this all comes down to what, if anything should be done at Idle Isle. Director Kroeger next discussed what Fitchburg experienced when it put out a RFP for Private For-Profit Use. Alderperson Kubacki stated he initially was excited about the proposal; however, there are numerous concerns about the location. Alderperson Engelhardt suggested a temporary operation, such as a food truck. Alderperson Hammel expressed concern about the logistics of the proposed concept. The limited parking at Idle Isle is one of the biggest issues. Getting public input was also suggested. Mayor Chiaverotti asked the Committee not to rush in making a determination. She continues to support a RFP being done prior to obtaining public input. Several Committee Members were interested in moving forward. It was determined that the Committee would discuss possible survey questions at its next meeting in order to build a RFP. ADJOURNMENT Alderperson Kubacki made a motion to adjourn at 6:48 p.m. Alderperson Madden seconded; motion carried. Minutes taken and transcribed by Jill Blenski, Deputy Clerk. Page 1 of 1 April 9, 2019 Packet Page 2 2020 Budget Planning Calendar Tuesday, May 28th, 2019 – Committee of the Whole Meeting – Distribute, Discuss & Recommend Budget Timetable and Budget Goals Monday, July 22nd, 2019 – All Departmental Capital Budget and Personnel request forms due – submit copies to Mayor and Finance. Monday, August 12th, 2019 – Departmental Operating and Special Revenue Budget request worksheets due – submit copies to Mayor and Finance. Tuesday, July 23rd, 2019 – Big Muskego Lake Annual Meeting – 2020 Budget approval July - August 2019 – Parks & Conservation Committee & Library Board work on proposed budgets and forward recommendations to Mayor and Finance & Admin. Department. Tuesday, August 13th, 2019 – Committee of the Whole meeting – Budget work to be accomplished: 1. Capital Projects Fund Budgets – (Expenditure & Borrowing) Tuesday, August 27th, 2019 – Committee of the Whole meeting - Budget work to be accomplished: 1. Capital Projects Fund Budgets – continue discussion Tuesday, September 10th, 2019 – Committee of the Whole meeting – Budget work to be accomplished: Mayor’s Proposed Budget – Summary Comments including the following: 1. General Fund – revenue budget 2. General Fund – expenditure budget 3. Debt Service Fund Budgets 4. Special Revenue Fund Budgets Friday, September 13th, 2019 – Water and Sewer operating budget worksheets due – submit copies to Mayor and Finance. Tuesday, September 24th, 2019 – Committee of the Whole meeting – Budget work to be accomplished: 1. Finalize City Budget Work Wednesday, October 2nd, 2019 - Public Hearing Notice Published (must submit notification to paper by noon; no later than 4:00pm, on September 25th) Tuesday, October 8th, 2019 – Committee of the Whole meeting – Budget work to be accomplished: 1. Finalize City Budget Work (Tentative meeting if needed) 2. Discuss/Review Water & Sewer Utility Budgets Monday, October 21st, 2019 - Public Hearing (6:00 p.m. start time) Tuesday, October 22nd, 2019 – Common Council Meeting – Adopt 2020 Budgets (City Operating & Debt Service, Special Revenue, Capital & Utilities) and set City tax levy and tax rate Page 1 of 6 Discuss 2020 Planning Calendar and Budget Goals Packet Page 3 ▪ Definition of the Budget Process The budget process consists of activities that encompass the development, implementation, and evaluation of a plan for the provision of services and capital assets. ▪ Mission of the Budget Process To help decision makers make informed choices about the provision of services and capital assets and to promote stakeholder participation in the process. ▪ Key Characteristics of the Budget Process ● ● ● ● ●Provides incentives to government management and employees. Note: Definition, Mission and Key Characteristics are recommended practices from the National Advisory Council on State and Local Budgeting which was created and endorsed by the Governmental Finance Officers Association. Incorporates a long-term perspective; Establishes linkages to broad organizational goals; Focuses budget decisions on results and outcomes; Involves and promotes effective communication with stakeholders; and 2020 SUMMARY BUDGET GUIDE Page 2 of 6 Discuss 2020 Planning Calendar and Budget Goals Packet Page 4 Comprehensive Goals ■ Apply Net New Growth as Allowed per State Levy Limit Maintain and Enhance Services for a Growing Community ■ Maintain High Bond Rating Low Interest Rates & Reduced Fees on Debt Issuance ■ Limit One-Time Funding Sources Focus is on Ensuing Budget vs. Prior Year Deficit ■ Avoid Depletion of Special Revenue Funds Accountability of Funds for Purpose Intended ■ Support Economic Drivers, Including TID Creations and Incentives ■ Strengthen Efficiencies through Implemented & Measurable Shared Services ■ Recognize and Respect the Expertise of Incumbent Employees thru Competitive Pay Increases & Benefit Package ■ Abide by General Operating Fund Balance Policy Reinforces City's Fiscal Health Preservation ■ Budget Goal Setting as a Collaboration between the Committee of the Whole, Mayor & Staff Cost Savings & Improved Customer Service Ensure Long-Term Viability for Economic Development Maintain and Recruit Quality Workforce Transparency and Inclusive Team Results Outcome PROPOSED Page 3 of 6 Discuss 2020 Planning Calendar and Budget Goals Packet Page 5 ▪ BUDGET CATEGORIES As defined per State Statute, the City's budgets are presented using budget categories which include various departments & accounts. The following chart provides brief comprehensive objectives for budget development of each category. Mayor/Council Finance & Administration Assessor Law Non-Departmental Municipal Court Building Maintenance Information Technology Police Patrol Civilian Patrol Volunteer Fire Non-Departmental Public Works & Development - Building Inspection Animal Warden Senior Taxi Public Safety Supplies Engineering Public Works Divisions - Administrative Maintenance Street Signs Storm Water Snow Removal Street Lights Machines & Equipment Garage Bridges & Dams Weed Cutting Parks Conservation Planning Division - Community Development Economic Development Parade & LML Contribution Equity Between Lake Districts with Repsonsible Use of Tax Dollars Library Recreation Transparency and Accountability Information Technology  Annual Equipment Replacements Police  Estimated Useful Life over 1 Year Public Works  Cost in Excess of $5,000 (equipment) & $10,000 (infrastructure) PUBLIC WORKS & DEVELOPMENT Efficient, Cost Effective & Quality Programs Increased Commercial Tax Base Cooperative Programs with Non-Compete Policy (program space needs/level of sufficiency) PUBLIC SAFETY Support Economic Drivers thru Balanced Use of Incentives CAPITAL OUTLAY Apply General Accepted Accounting Principles Maintain Minimum Reserve Equal to 0.50% of Operating Expenses for Unforeseen EventsCONTINGENCYNon-Departmental GOALS Avoidance of Emergency Outside Funding HEALTH & HUMAN SERVICES GENERAL GOVERNMENT GENERAL FUND CATEGORY OUTCOME Efficient Services Safe Community Shared Services and Cooperation between Departments Planned Sound Investment Aid in Specific Public Safety Resources Health & Safety References Develop & Support Plans Safe & Well Maintained Infrastructure and Facilities DEPARTMENT / ACCOUNT CULTURE, RECREATION & EDUCATION Page 4 of 6 Discuss 2020 Planning Calendar and Budget Goals Packet Page 6 ▪ BUDGET CATEGORIES (continued) As defined per State Statute, the City's budgets are presented using budget categories which include various departments & accounts. The following chart provides brief comprehensive objectives for budget development of each category. ▪ TID #8 - Freedom Square → 07/31/2023 - Increment Value = $9,877,200 / Taxes = $154,529 ▪ TID #9 - CDA → 12/31/2021 - Increment Value = $26,127,500 / Taxes = $408,764 ▪ TID #10 - Moorland Gateway → 10/31/2027 - Increment Value = $71,650,200 / Taxes = $1,120,966 ▪ TID #11 - Parkland Towne Center → 12/31/2037 - Increment Value = $20,374,900 / Taxes = $318,765 *On-Going Fund Proposals - *Assessment Fund Balanced Budgeting *Equipment Fund Balanced Budget and Equipment Investment OUTCOME Allocate $25K for Contracted Property Revaluation Expense Allocate $25K for Various Equipment Needs, including VFD Priority Funding Per Landfill Agreement to Manage Storm Water IssuesStorm Water Complies with Agreement Landfill Maintain minimum $1,000,000 Fund Balance Under Terms of Contract Funds for Unforeseen Events Contribution from Landfill Tipping Fees for Necessary Well MaintenanceWell Testing Reserve Conservation Initiatives/Comp Plan State Funding Loaned at a Discounted Rate to Promote Local Growing Businesses Operating Expenses Incurred by Authority Supports Development of Identified AreasCommunity Development Authority Complies with Agreement Compensated Absences Fund Maintain Full Funding in Reserve Utilization for Employee Payouts/Accountability Anticipated TID Closing Date - Value to be Added to Tax Base (amount based off of 2018 data) / Actual Tax Increment: Designated for Local Business Loan & Grant Program - Recover Fund Balance with Tax Increments Residual TIF/Capital Improvement Retain & Increase Commercial Tax Base Unless Added Value, Dedicate Tax Increments for Debt Payments & Maintain Closing Date Utilization of Tax Revenues by All Entities Park Improvement Fund Quality Parks Uses per Comp Plan Quality Service & Reasonable Rates As directed by the DOA, this Fund is required to proceed with the 'Closeout Program' Administrative Engineering & Committee Fees to Monitor Landfill Operations Under Terms of Contract Accountability Complies with AgreementSPECIAL REVENUE FUNDS Tax Increment Districts DEPARTMENT / ACCOUNTFUND GOALS Park Dedication 10% Contribution from Landfill Tipping Fees Per Agreement for Parks Projects 10% Contribution from Landfill Tipping Fees Per Agreement for Respective Projects Track Subdivider Fees Against Relative Projects Refuse & Recycling Revolving Loan Emerald Park Inc. & Future Parkland Standing Committees Land & Open Space Conservation Maintain User Rates for Waste Removal Service Fees Page 5 of 6 Discuss 2020 Planning Calendar and Budget Goals Packet Page 7 ▪ BUDGET CATEGORIES (continued) As defined per State Statute, the City's budgets are presented using budget categories which include various departments & accounts. The following chart provides brief comprehensive objectives for budget development of each category. ▪ FUND BALANCE The City's fund balance policy addresses the ideal level of fund balance to be maintained in the General Fund which is the primary operating fund of the City, as well as Committed Special Revenues. In general, as recommended by the City Auditors and GAAP, the policy objectives are to provide for the following: ▪ Working capital to meet cash flow needs during the year (2 to 4 months of budgeted expenditures from the subsequent year) ▪ Preserving the City's credit rating for borrowing monies at favorable interest rates and minimizing fees ▪ Comfortable margin of safety to address unanticipated expenditures / emergencies and unexpected declines in revenue due to economic downturns, natural disasters, etc. ▪ Resource to stabilize annual fluctuations in the property taxes paid by the City of Muskego taxpayers ▪ Unfunded portion of accrued compensated absences liability Facilities that Serve Effective ProgramsRecreation Facilities Limit Debt Issuance to Long-Term Projects not Utilizing Current Revenues Sound Fiscal Policy with Future User Contributions Total Long-Term Obligations should not exceed Statutory Limit of 5% of the Equalized Valuation of Taxable Property Fair and Equitable Taxation Cap Total Annual General Obligation Debt (30% of Revenues)Financial Sustainability CAPITAL BORROWING/ EXPENDITURE FUNDS Existing Public Safety Building Evaluate Future Use Evaluation of Programs and Facilities Transparency & Accountability Serving the Public Cost Effectively GOALS OUTCOME DEBT SERVICE FUNDS FUND DEPARTMENT / ACCOUNT Maintain Communications with Bond Rating Agencies & Provide for Full Continuing Disclosure General Obligation, Notes & Refundings Page 6 of 6 Discuss 2020 Planning Calendar and Budget Goals Packet Page 8