2018 Budget (PDF)

2018 Annual Budget INTRODUCTION Director y of Officials ............................................................................................................. 1 Directory of Staff ................................................................................................................... 2 Organization Chart ................................................................................................................ 3 FTE Summary ........................................................................................................................ 4 Sun Prairie City Mission Statement ...................................................................................... 5 Community Profile ................................................................................................................ 6 BUDGET OVERVIEW Budge t Summary................................................................................................................... 9 Budget Process ...................................................................................................................... 15 Strategic Priorities ................................................................................................................. 21 Financial Structures............................................................................................................... 23 Budget Initiatives .................................................................................................................. 29 Budget Amendments ............................................................................................................ 33 REVENUES AND EXPENDITURES SUMMARY Summary of All Fund Types .................................................................................................. 35 General Fund Revenues ........................................................................................................ 37 General Fund Expenditures .................................................................................................. 40 Mill Rate Summaries ............................................................................................................. 42 GENERAL FUND DEPARTMENT BUDGETS Mayor .................................................................................................................................... 45 City Council ........................................................................................................................... 47 Municipal Court .................................................................................................................... 49 City Attorney ......................................................................................................................... 51 Human Resources ................................................................................................................. 55 City Clerk ............................................................................................................................... 59 City Administrator ................................................................................................................. 65 Finance .................................................................................................................................. 69 Assessing ............................................................................................................................... 73 Information Technology ........................................................................................................ 77 Building Maintenance ........................................................................................................... 83 Police Department ................................................................................................................ 87 TABLE OF CONTENTS Fire Department .................................................................................................................... 97 Emergency Medical Service .................................................................................................. 101 Emergency Management ...................................................................................................... 105 Building Inspection ................................................................................................................ 107 Public Works Department ..................................................................................................... 111 Engineering ........................................................................................................................... 119 Youth and Families ................................................................................................................ 125 Cemetery ............................................................................................................................... 129 Historical Museum ................................................................................................................ 131 Senior Center (Colonial Club) ................................................................................................ 135 Parks Maintenance ............................................................................................................... 139 Recreation ............................................................................................................................. 142 Family Aquatic Center ........................................................................................................... 149 Planning ................................................................................................................................ 153 Economic Development ........................................................................................................ 157 Forestry ................................................................................................................................. 161 Transfers ............................................................................................................................... 165 SPECIAL REVENUE FUND BUDGETS Grants and Donations Fund .................................................................................................. 167 Westside Traffic Impact Fee ................................................................................................. 189 Sun Prairie Media Center ...................................................................................................... 191 Refuse and Recycling ............................................................................................................ 197 Park Fund .............................................................................................................................. 201 Street Tree Fund ................................................................................................................... 205 Library Fund .......................................................................................................................... 207 Wisconsin Development Fund .............................................................................................. 213 CAPITAL PROJECTS FUND Capital Improvement Plan Summary .................................................................................... 215 TID 8 ...................................................................................................................................... 219 TID 9 ...................................................................................................................................... 223 TID 11 .................................................................................................................................... 227 TID 12 .................................................................................................................................... 231 TID 13 .................................................................................................................................... 235 DEBT SERVICE FUND General Debt Service ............................................................................................................ 239 TID 6 ...................................................................................................................................... 251 ENTERPRISE FUNDS Wastewater Trea tment Plant ............................................................................................... 253 Stormwater ........................................................................................................................... 261 Sun Prairie Utilities ................................................................................................................ 267 INTERNAL SERVICE FUND Fleet In-Service...................................................................................................................... 275 COMPONENT UNITS  Business Improvement District ............................................................................................. 279  Community Development Authority .................................................................................... 281  APPENDIX  Appendix A: Budget Resolution ............................................................................................ 285  Appendix B: Financial Policies ............................................................................................... 289  Appendix C: Department by Functional Area ....................................................................... 311  Appendix D: All Funds Budget Summaries ............................................................................ 313  Appendix E: Capital Improvement Plan Projects .................................................................. 317  Appendix F: Financial Management Plan Summary ............................................................. 321  Appendix G: Glossary ............................................................................................................ 326                      THIS PAGE LEFT BLANK INTENTIONALLY CITY OF SUN PRAIRIE DIRECTORY OF OFFICIALS 2017-2018 MAYOR Paul Esser Steve Stocker Aldermanic District 1 Bill Connors Aldermanic District 2 Michael Jacobs Aldermanic District 3 Mary Polenske Aldermanic District 4 Al Guyant Aldermanic District 4 Maureen Crombie Aldermanic District 3 Jon Freund Aldermanic District 2 Emily Lindsey Aldermanic District 1 1 City of Sun Prairie 2018 Budget Aaron Oppenheimer City Administrator Connie DeKemper Director of Administ rative Services ADMINISTRATION City Treasurer Kristin Vander K ooi City Assessor Debbie Mason City Clerk Elena Hilby City Engineer Adam Schleicher City Attorney Mark Leonard Director of Community Development Scott Kugler Sun Prairie Media Center Director Jeffrey Robbins Director of Building Inspection Brian Flannery Director of Public Works Lee Igl Director of Economic Development Neil Stechschulte EMS Director Brian Goff Human Resources Director Brenda Sukenik Information Technology Director Paul Watkins Library Director Svetha Hetzler Parks & Recreation Director Kristin Serpe Police Chief Pat Anhalt Fire Chief Christopher Garrison WWTP Superintendent John Krug Sun Prairie Utilities Manager Rick Wicklund 2 City of Sun Prairie 2018 Budget Citizens of Sun Prairie Population: 32,933 Mayor City Council (8 Members) Municipal Judge City Administrator Sun Prairie Utilities Fire Department Administrative Services Police Public Services Public Works WWTP City Attorney Library EMS Parks & Recreation Engineering Econ. Dev. Finance City Clerk City Assessor IT Community Development Building Insp . Building Maint . Human Resources Planning Media Center Tourism and BID Museum 3 City of Sun Prairie 2018 Budget CITY OF SUN PRAIRIE 2018 BUDGET Personnel Summary 2016 FTE 2017 FTE 2018 FTE Change MAYOR & COUNCIL * * * * MUNICIPAL COURT 1.00 1.00 1.00 0.00 CITY ATTORNEY 2.00 2.00 2.00 0.00 CITY CLERK & ELECTIONS 3.25 4.00 4.00 0.00 ADMINISTRATION 2.00 2.00 2.00 0.00 HUMAN RESOURCES 2.50 3.60 3.60 0.00 FINANCE 4.50 4.60 4.60 0.00 ASSESSING 4.75 4.75 4.75 0.00 INFORMATION TECHNOLOGY 4.63 5.63 6.25 0.62 BUILDING MAINTENANCE 2.00 2.00 2.00 0.00 POLICE DEPARTMENT 72.90 77.40 79.00 1.60 EMERGENCY MEDICAL SERVICE 14.50 13.00 13.00 0.00 BUILDING INSPECTION 4.00 5.25 5.25 0.00 PUBLIC WORKS 9.70 9.70 9.70 0.00 PARKS MAINTENANCE 6.00 6.50 6.50 0.00 FORESTRY 1.00 1.00 1.00 0.00 ENGINEERING 6.25 6.25 7.25 1.00 ECONOMIC DEVELOPMENT 2.00 3.00 3.00 0.00 MUSEUM stipend stipend stipend 0.00 YOUTH AND FAMILIES 0.00 0.00 0.00 0.00 RECREATION PROGRAMS 3.00 3.00 3.00 0.00 FAMILY AQUATIC CENTER seasonal seasonal seasonal 0.00 PLANNING 3.75 3.75 4.75 1.00 SUN PRAIRIE MEDIA CENTER 4.70 4.38 4.38 0.00 REFUSE & RECYCLE FUND 0.70 0.00 0.00 0.00 LIBRARY 22.64 23.84 24.16 0.32 SUN PRAIRIE UTILITIES 30.50 30.50 32.50 2.00 WASTEWATER UTILITY 10.00 10.00 10.00 0.00 STORMWATER UTILITY 4.30 5.30 5.30 0.00 FLEET INSERVICE FUND 4.00 4.00 4.00 0.00 TOTAL ALL FUNDS 226.57 236.45 242.99 6.54 * Elected positions *LTE and seasonal positions are not included in the FTE count. 4 City of Sun Prairie 2018 Budget Mission Statement To provide valuable, responsive, and cost-effecƟve services that enable residents to enjoy a high quality of life. We want to coordinate the development of a modern community that under- stands and has pride in its roots to the past. We want to help develop “homes” for the residents that live here, through the creaƟon and maintenance of neighborhoods. Each neighborhood will be equal in importance but separate in its idenƟty. Our school system will play a major factor in the development of the neighborhoods and will serve as the community center. We want to help create harmony amongst all residents, where race and socio economic differences play no factor. We want everyone to feel that their personal safety is not at risk, whether they are at home or walking down the street. Vision Statement 5 City of Sun Prairie 2018 Budget HISTORY AND DESCRIPTION In 1837, President Martin Van Buren commissioned a party of men to build a capitol in Madison. The group left Milwaukee and traveled in the rain for days. On June 9, the group emerged at the edge of the prairie and the sun shone for the first time in days; the group carved the words “Sun Prairie” into a tree. Charles Bird returned to the area in 1839 and became the first settler. Sun Prairie was incorporated as a city in 1958. The City of Sun Prairie is lo cated 20 minutes from downtown Madison. Its downtown is a unique community gathering place with a growing commercial center. The City has residential options ranging from affordable, higher density rental housing to executive level single family homes. A successful business park was created in 1983 and has grown to 345 acres with over 40 businesses and 1,300 employees. The City has a community park system with 45 facilities on more than 425 acres, an aquatic center and ice arena, public library, and growing retail areas. GOVERNMENT AND ORGANIZ ATION The City operates under a Mayor – Council form of government. The Mayor is elected for two years and eight council members representing four districts are elected for staggered two-year terms. The City Council appoints the City Administrator to carry out Council policies and administer City operations. The City Council appoints City department heads as specified in City ordinances. EDUCATION The majority of Sun Prairie residents are in the Sun Prairie School District, with a small percentage of residents in the DeForest School District. The Sun Prairie School District currently has a total of 11 schools. A 2017 referendum approved construction of two new elementary schools to open in September 2018. SUN PRAIRIE COMMUNITY PROFILE 6 City of Sun Prairie 2018 Budget COMMUNITY COMPARISONS 2013 2014 2015 2016 2017 SUN PRAIRIE Population 30,395 31,213 31,810 32,613 32,933 Square Mi l es 12.06 12.06 12.06 12.22 12.46 General Fund Operating Budget $21,325,467 $21,970,676 $21,436,217 $22,176,805 $22,798,311 Property Tax Rate 8.22 8.42 8.49 8.34 8.48 MADISON Population 238,000 240,153 242,216 247,207 250,073 Square Mi l es 77.80 77.80 77.80 77.80 77.80 General Fund Operating Budget $253,284,428 $261,812,487 $283,653,827 $290,057,433 $300,304,110 Property Tax Rate 9.31 9.51 9.49 9.49 9.50 FITCHBURG Population 25,465 26,090 26,321 27,635 27,936 Square Mi l es 35.20 35.20 35.20 35.20 35.20 General Fund Operating Budget $16,760,166 $17,116,609 $17,697,346 $19,684,246 $19,143,458 Property Tax Rate 7.57 7.88 7.85 8.12 8.54 MIDDLETON Population 18,146 18,323 18,810 19,317 20,151 Square Mi l es 9.30 9.30 9.30 9.30 9.30 General Fund Operating Budget $21,107,597 $22,120,929 $23,130,485 $23,716,640 $20,680,335 Property Tax Rate 5.87 6.54 6.59 6.61 6.59 STOUGHTON Population 12,646 12,641 12,698 12,819 12,834 Square Mi l es 6.10 6.10 6.10 6.10 6.10 General Fund Operating Budget $11,042,164 $11,725,862 $12,188,004 $12,588,698 $12,881,246 Property Tax Rate 8.02 8.47 8.54 8.57 8.42 VERONA Population 11,162 11,343 11,871 12,100 12,303 Square Mi l es 6.80 6.80 6.80 6.80 6.80 General Fund Operating Budget $6,703,000 $6,942,000 $7,184,000 $7,348,000 $8,124,377 Property Tax Rate 6.53 6.73 6.65 6.57 6.03 MONONA Population 7,532 7,573 7,833 7,864 7,827 Square Mi l es 3.30 3.30 3.30 3.30 3.30 General Fund Operating Budget $5,634,028 $5,663,554 $5,852,755 $6,184,685 $6,519,175 Property Tax Rate 6.10 6.12 6.12 6.22 6.31 EDGERTON Population 5,494 5,512 5,521 5,545 5,549 Square Mi l es 4.14 4.14 4.14 4.14 4.14 General Fund Operating Budget $3,301,730 $3,329,887 $3,377,695 $3,394,772 $3,456,228 Property Tax Rate 7.74 7.74 7.82 7.56 8.24 Notes Wisconsin Department of Revenue population estimates. Edgerton is in both Rock and Dane Counties. 7 City of Sun Prairie 2018 Budget About Sun Prairie DEMOGRAPHICS Population: 32,933 Source: WI Dept of Administration est. for 2017 Elevation: 955 feet Median Household Income: $66,177 Source: Census Bureau ACS 2011-2018 Unemployment Rate: 3.00% Wisconsin Department of Workforce Development Median Age: 34.5 Source: Census Bureau ACS 2011-2015 Age Breakdown: Source: Census Bureau ACS 2011-2015 • 35% Under 24 • 31% Age 25-44 • 24% Age 45-64 • 11% Over 65 Ethnicity: • White (85.4%) • Black/African American (6.1%) • Hispanic (3.8%) • Asian (3.7%) • American Indian/Alaska Native (.3%) • Two or more races (3.0%) • Other (1.4%) Source: American FactFinder (2010) Hispanics may be of any race, so also are included in applicable race categories. Housing: Source: Census Bureau ACS 2011-2015 • 57% Owner Occupied • 43% Renter Occupied Serious Crimes per Thousand Population: 3.19 Source: Police Department 2016 Annual Report LAND USE Area in Square Miles: 12.5 Street Lane Miles: 285 Miles Parkland Acres: 425 Miles of Trails: 34.7 Paved Off-Street ECONOMICS City Property Tax Rate: 7.7170 mills (2017 mill rate levied for taxes payable in 2018) Sales Tax Rate: State (5.0%); County (0.5%) Median Home Sale Price: $275,896 Source: MadCity Dream Homes (www.madcitydreamhomes.com) Property Taxes Paid on a house with market value of $275,896 in Sun Prairie School District: $6,012 total, City share is $2,129 (for taxes payable in 2018) Top Employers: • Sun Prairie Schools • QBE • Colony Brands • Prairie Athletic Club • Royle Printing • Continental ConteTech • Frontier • Walmart • Wisconsin Distributors • Woodman’s Food Market 8 City of Sun Prairie 2018 Budget 9 City of Sun Pr airie 2018 Budget November 2017 Dear Mayor, Members of City Council and Residents of Sun Prairie, I am pleased to present the 2018 adopted budget for the City of Sun Prairie for your review. It was developed in accordance with state law and city ordinance. This budget reflects City Council priorities and aligns with the City’s Financial Management Plan, Capital Improvement Plan (CIP), and the Debt Management Policy. The budget addresses the core service needs of a growing community. Additionally the budget addresses the priorities set by the Council. The priorities of the Council include financial stability, public safety, transportation, diversity and planning. The 2018 budget funds the addition of employees in the planning department and the police department. It also includes funding for increased share -ride taxi service. An update of the City’s comprehensive plan is a key component of the 2018 budget. This process will define the goals and development of the City of Sun Prairie, setting the direction for future years. The budget continues to fund the maintenance of the City’s infrastructure and assets in a fiscally responsible manner. This includes the maintenance of the City’s streets and buildings and the replacement of vehi cles. The budget provides funding for additional staff including a police officer, engineer and planner. Finally, it a ddresses the care and needs of vulnerable and underrepresented populations by increasing funding to the Sun Prairie Library, Colonial Club (senior center), share-ride taxi program and the Youth and Families Commission. BUDGET OVERVIEW The 2018 annual budget of $113.5 million (excluding transfers) across all funds and areas represents a 10.8 percent increase in spending over 2017. The primary contributor to this budget increase is an increase in capital spending, noted in Capital Projects and within the Enterprise Funds in the table below. Capital spending ebbs and flows, based on cyclical facility maintenance and upgrade needs, as well as timing of new projects. These spending variances also impact the total city budget variance in any given year. For these reasons, the operating budget is often a better way to evaluate year-to-year trends. 2017 2018 Revised Budget Budget General Fund 21,144,280 22,597,273 Special Revenue Funds 6,402,367 5,214,543 Debt Service Funds 6,824,929 6,633,701 Capital Projects 18,864,378 23,071,501 Enterprise Funds 45,149,843 53,333,393 Internal Service Funds 2,383,116 2,357,698 Permanent Funds 5,002 5,002 Component Units 414,468 279,228 101,188,383 113,492,339 10 City of Sun P rairie 2018 Budget The proposed operating budget of $65.9 million represents 14.6 percent increase compared to 2017. It includes a net staffing increase of 6.96 full time equivalent positions (FTE) with start dates staggered throughout the year. Additionally, Sun Prairie Utilities operating budget is just under half of the growth in the operating budgets primarily due to increased service for a growing community. ECONOMY AND REVENUES Valuation The proposed budget balances community needs and priorities with the current economic outlook of modest growth. The City of Sun Prairie’s unemployment level of 2.6 percent as of June 2017 is down 0.4 percent from the previous year. Additionally, the City’s personal income has increased 1.5 percent. The City of S un Prairie continues to see an increase in net new construction realizing 2.3 percent growth. The City’s equalized value (market value) increased by $212 million for a total value of $2.984 billion from 2016 to 2017. In 2017, the city realized increases in residential, commercial and manufacturing property values due to an increase in construction and appreciation of values for existing properties. PROPERTY TAX LEVY 2017 2018 General Fund 12,873,211$ 14,036,546$ Library Fund 1,422,740 1,561,134 Sanitation Fund 14,933 17,668 Debt Service Fund 6,619,638 6,460,924 Capital Projects - 100,000 20,930,522$ 22,176,272$ Property Tax es The budget inc ludes an increase in the tax levy of 9.8 percent. This equates to a $57 increase on the average home in the City Sun Prairie. State Shared R evenues and Expenditure Restraint Program State shared revenues in total declined by $67,845 or 4.3 percent in 2018 with the greatest reduction in Exempt Computer Aids. The 2017-2019 State budget changed the funding structure for Exempt Computer Aid. Previously the value of all computer equipment in the City was the basis for determining the funding amount, which is significant for a growing community. The 2018 result is a fixed payment based on the 2017 values. Future payments will be adjusted based on inflation. The general fu nd budgetary increase of 5.7 percent exceeds the allowable increase for the expenditure restraint program. During the Financial Management plan process, the City created a plan to exceed expenditure restraint limits if necessary on a periodic basis due to the growth that the City is experiencing. The City will be ineligible to receive this aid in 2019. The City will receive $582,872 expenditure restraint program aid in 2018. Transportati on Aids The 2017 Transportation aids remain steady with a $15,300 increase for 2018. 11 City of Sun P rairie 2018 Budget Sanitation Fund The sanitation fund charges annual fees for recycling and refuse collection to residential properties. The fees were increased in 2017 to $48 for recycl ing and $75 for refuse collection. The fees are intended to cover the cost of the contract for the col lection of waste and recycling to residential properties. No fee increase is included in 2018. Water Pollu tion Control Fund The water pollution control facility is in the process of designing a facility expansion to meet the statutorily required reduction of phosphorous. A plan for the expansion will be presented to the City Council in the first quarter of 2018. A 4.1 percent rate increase was approved and included in the 2018 budget. The additional revenue will assist in the cost of the facility upgrade. Construction is planned to begin in 2019. Storm Water Fund The storm water utility is in the process of constructing a regional storm water facility on the west side of the City. The land was acquired in 2017 and construction will begin in 2018. A rate case was completed in 2016 and a rate increase of 20 percent was approved by the City Council beginning July 1, 2017 . No rate increase is included in the 2018 budget. COMPENSATION, BENEFITS AND STAFFING Compensatio n and Benefits The city has two bargaining units ; one represents police officers and the other paramedics. All other employees are non-represented. The City provides retirement benefits for sworn police officers through the Wisconsin Retirement System. On January 1, 2017, the City began providing retirement benefits for all other qualifying personnel. The Wisconsin Retirement System requires employees to share in the required pension contribution. Employees hired on or before Januar y 1, 2017, could choose to convert to WRS or remain with the City’s 401a plan. By resolution, the City mandated that the 401a plan mirror the WRS contributions. A ll non-represented employees will pay 6.7 percent in 2018 down from 6.8 percent in 2017 , with the city contributing an equal amount . The city contribution for public safety employees (police and paramedics) will increase to 10.93 percent in 2018 from 10.8 percent in 2017. The City curre ntly contracts with Physicians Plus for medical insurance, which renews annually. The City has experienced a 10 percent increase in health insurance premiums due to unfavorable claims experience in the 2016-2017 fiscal year. The city began offering a high deductible health insurance plan beginning January 1, 2016, with the city contributing two -thirds of the deductible in a health savings account or health retirement account. The proposed budget includes a reduction of the City contribution to half of the high deductible amount. Additionally, the City has eliminated the HMO plan for 2018. Dental insurance premiums will remain the same in 2018. The city comp leted a compensation market study in 2017. The market study recommended pay adjustments for positions that have fallen below minimum pay grade or have been market adjusted due to scarcity of qualified applicants. All other positions will receive a 1 percent cost of living increase. Employees will continue receiving pay adjustments based on annual performance reviews, with adjustments ranging from 0 percent to 4 percent based on the employee placement on the wage scale. 12 City of Sun P rairie 2018 Budget Staffing The 2018 budget includes changes to staffing to strengthen service to the community as described below: Description Budgetary Cost Funding w/ Benefits FTE Source IT Support Specialist 30,326$ 0.37 General Fund District Liaison Officer 92,607$ 1.00 General Fund Records Admin Asst 19,729$ 0.60 General Fund Planner - Comp Plan/Transp 65,633$ 1.00 General Fund Detective 4,648$ Reclass General Fund Engineer 106,083$ 1.00 Gen Fund/Storm water Circulation Manager 12,168$ 0.20 Library Spec Revenue Library Assistant 32,321$ 0.12 Library Spec Revenue Admin/Project Librarian 19,677$ Reclass Library Spec Revenue Accountant 65,933$ 1.00 Sun Prairie Utilities IT Support Specialist 85,852$ 1.00 Sun Prairie Utilities USE OF FUND BALANCE RESERVES The 2018 B udget utilizes existing cash on hand when appropriate. The General fund includes the use of $411,529 cash on hand: $267,155 of undesignated general fund balance, $110,000 of designated general fund balance (Building Maintenance Fund) and $34 ,374 of restricted general fund balance for the amortization of the Wisconsin Municipal Insurance Company investment. CAPITAL IMPROVEMENT PLAN The City Council approved a five-year capital improvement plan (CIP) for 2018-2022. The 2018 CIP projects have been included in the 2018 budget. Please see the CIP for a list of these projects. The CIP includes projects for infrastructure, equipment and vehicles. Funding So urces Various funding sources are used for capital projects. The primary funding source is debt. During the 2016 financial management plan process the City Council approved borrowing for capital projects in enterprise funds every two years. This allows the City to take advantage of lower (bank qualification) interest rates every other year. The 2018 budget includes borrowing for 2018 and 2019 water pollution control, storm water, electric and water capital projects as well as all oth er 2018 capital projects. This borrowing will exceed the $10 million limit for the lower bank qualification interest rates. The city ha s other funding sources such as general obligation debt (5 4 percent), general obligation debt abated by enterprise funds ( 19 percent), state trust fund loans (1 3 percent), grants and donations (1 percent), traffic impact fees (6 percent), park impact fees (1 percent), fund balance or retained earnings (6 percent). 13 City of Sun P rairie 2018 Budget ALLOCATIONS, TRANSFERS, AND REPAYMENTS TO GENERAL FUND FROM OTHER FUNDS Cost Allocations Administration, Human Resources, Finance, City Attorney, Information Technology, Engineering and Public Works Administration provide services to other departments. Therefore, a portion of staff time is allocated to other funds based on the work performed. Allocations are based on factors such as number of employees, fund revenues, and/or number of computers and telephones. Replacement Funds/Designated Fund Balance The City levies for the Building Maintenance Fund (designated general fund balance) each year to assist in the repairs and maintenance of the City’s buildings. The 2018 budget includes $45,000 for this purpose. This is unchanged from the 2017 budget. TAX INCREMENT DISTRICTS (TIDS) The availability o f tax increment financing is one of the major tools used for economic development. As the City expands and establishes more tax increment districts, it becomes imperative to closely monitor and plan the development of each district. The City curren tly has six active tax increment districts. The City approved TID #13 in 2017. Infrastructure improvements will begin in 2017 with completion in 2018. The 2018 budget includes borrowing for construction projects. The borrowing will be abated with TID #13 tax increment. CONCLUSION The Council approved the budget resolution at a public hearing and final disposition on November 14, 2017. Council is pleased to present a budget that considers economic climate, maintains investment in existing infrastructure, provides a similar level of municipal service as in previous years , and emphasizes improved maintenance of current assets. As a result, the proposed budget supports the high level of service that City has provided in the past. 1% 54% 13% 6% 6% 1% 19% 2018 Capital Funding Sources Grants and Donations General Obligation Debt State Trust Fund Loan Fund Balance Traffic Impact Fees Park Impact Fees 2019 Enterprise General Obligation Debt THIS PAGE LEFT BLANK INTENTIONALLY 15 City of Sun Prairie 2018 Budget Mayor BUDGETING TOOLS AND DEVELOPMENT BUDGET DEVELOPMENT The City of Sun Prairie employs three primary financial tools to make informed financial decisions. The tools are the Five-Year Capital Improvement Plan (CIP), the Five-Year Financial Management Plan (FMP), and the annual budget. BUDGET PROCESS Five-Year Capital Improvement Plan The budget cycle begins in March with the development of the five-year capital improvement plan (CIP). The CIP focuses on city assets with value greater than $25,000 and expected life of more than 10 years. It includes road projects, facility improvements, equipment needs, and other capital asset maintenance and needs. Departments propose projects based on the direction of the City’s development, the Westside Traffic Impact Fee Report, the Parks and Open Space Plan, the Long-Range Electric System plan and the Long-Range Water System Plan. The CIP also incorpora tes various replacement policies for City infrastructure and equipment. The Capital Improvement Policy and the Debt Management Policy1 outline the structure to which the Five- Year Capital Improvement Plan must adhere. The CIP committee re views all projects and ranks them according to priorities established by the City Council and defined in the Capital Improvement Policy. The draft CIP is submitted to the Committee of the Whole in June and is published on the web and in hard copy for public review. The Committee of the Whole holds several work sessions and a public hearing for citizens to provide input on the proposed projects. The Committee of the Whole votes for its approval of the CIP and forwards the document to City Council for a final vote and approval. The Council approves the CIP by July. The first year of the CIP is incorporated into the annual budget that is presented to Council in October. Five-Year Financ ial Management Plan The second ph ase of budget development is the creation of the Five Year Financial Management Plan (FMP). City Departments articulate significant operational needs that may not be included in a traditional forecast of revenues and expenditures. Examples include: • a change in service or service delivery • a need for additional personnel or equipment due to growth of the City • costs as a result of regulatory changes The Finance depar tment forecasts revenues and expenditures in July with an update in August following the release of the State of Wisconsin’s Equalized Property Values on August 15th. The City Council holds several work sessions to provide staff with guidelines for developing the annual City budget. Annual City Budget The l ast phase of the budget development is the operating budget. Departments’ have three tasks: • complete the cost to continue budget for current operation service levels • identify goals and initiatives for the coming year (including those identified in the FMP) • project current year end expenditures 1 See Appendix B for financial policies. 16 City of Sun Prairie 2018 Budget 17 City of Sun Prairie 2018 Budget The Finance dep artment and other City Departments work in conjunction to produce a projection of anticipated revenues in the coming fiscal year. The Mayor and City Administrator review Departmental budget requests and determine which goals and initiatives will be included in the Executive Budget. The final recommended budget and the budget approved by Council must be in balance; projected general fund revenues must be equal to or less than budgeted general fund expenditures. BUDGET REVIEW The Mayor presents the Executive Budget to the City Council on or before October 20, in accordance with state statute. The proposed budget is simultaneously made available to the public and the Council. The public can view a printed copy at the City Clerk’s office or at the Sun Prairie Library, or view and download the document from the City’s website. The City Council reviews the proposed budget and makes desired modifications. A public hearing provides residents with the opportunity to present input concerning the budget. The City Council must approve the final budget by a two-thirds vote on or before December 8, per state statute. Once the budget is finalized, the tax levy rate is calculated and property tax bill distribution begins. The budget takes effect January 1 of each year. BUDGET MONITORING The budget is monitored throughout the year to ensure City Departments remain within budget and complete planned activities. City Council receives monthly updates and a full financial report each quarter. If unanticipated expenses occur, the budget can be amended during the last six months of the year in accordance with the City’s Budget Management and Amendment Policy.2 BUDGET AMENDMENTS Budget amendments may be required over the course of the year due to unanticipated revenues, expenditures, or a decision by elected officials to modify the services and programs provided by the City. An amendment is required to transfer funds between Departments, to increase total expenditures within a fund, to utilize contingency funds, and to transfer budgeted funds between Capital Projects. Budget amendments are completed in the last half of the year. This ensures adequate information related to revenue and expenditure trends, performance, and other factors is available prior to passage of a budget amendment. 2 See Appendix B for financial policies. March - April Departments update the 5-year capital improvement plan May Finance Department prepares 5-year capital improvement plan document June Presentation of the 5-Year Capital Improvement Plan to Committee of the Whole June Finance Department begins working on the revenue and expenditure forecast and 5 year request for service changes. July Council approves the 5-year Capital Improvement Plan. The first year of the plan is incorporated into the budget July Finance Department updates personnel budgets. August Committee of the Whole reviews the financial management plan and sets priorities. September Finance Department completes draft budget document. September City Administrator meets with department directors to review budget change requests (Initiatives). October City Administrator and the Mayor review the budget document. The Mayor selects the initiatives that will be funded in the budget. October 2018 Budget presentation to the Council and work sessions. November 14, 2017 Public Hearing regarding Budget document. November 14, 2017 Council adopted the budget and set the 2017 Property Tax Levy. BUDGET CALENDAR 18 City of Sun Prairie 2018 Budget BUDGET POLICIES The City of Sun Prairie has adopted financial policies that align with State Statute and provide City- directed guidelines to manage City finances. Below are highlights of the financial policies of the City of Sun Prairie: Operating Budget Policies •Current revenue will be sufficient to support current operating expenditures. In the event that recurring expenditures exceed recurring revenues, non-recurring draw-downs of unassigned General Fund balance is permitted to the extent that they are done in compliance with the Fund Balance Policy and the Budget Management and Amendment Policy. • Operating budge ts are established at the function and fund level. The City Administrator may approve transfers within functions and departments. Transfers between functions, departments, or between funds require City Council approval with a two-thirds vote. • A contingency a ccount in the annual operating budget provides for unanticipated expenditures of a non-recurring nature. Transfers from the contingency account will require City Council approval with a two-thirds vote. • Financial systems w ill be maintained to monitor expenditures, revenue and function performance on an ongoing basis. • Revenue and ex penditures will be projected for the next five years and will be updated biannually. Fund Balance Policy • Th e City will establish a contingency expenditure appropriation in the annual General fund- operating revenue budget to provide for unanticipated expenditures of a non-recurring nature. This contingency will be a minimum of .75% of the general fund revenue budget. • The City will maintain a working capital reserve of 12% - 18% of the General Fund operating revenue budget to provide a 6% - 9% reserve for emergencies. These are unforeseen one- time events. Additionally the City will provide for a 6% - 9% reserve for stabilization to aid the City in responding to temporary reductions in revenue. Debt Management Po licy • Long-term debt will not be issued to finance current operations. • Capital projects finan ced through the issuance of bonds will be financed for a period not to exceed the expected useful life of the asset/project. 19 City of Sun Prairie 2018 Budget • The total direct debt principal outstanding at the end of each budget year will not exceed 1.75% of the City’s total equalized value for that year. • The portion of t he City’s total tax levy used for payment of General Obligation debt will not exceed 30% of the total levy amount. Recognizing that the City is currently at 32.92% and it may not achieve this target until 2019. • Increases in the total tax levy will be allocated almost exclusively to providing increased resources for operations; to the extent feasible, the amount of the total tax levy used for payment of General Obligation debt will not increase above the 2017 budgeted debt service levy. Capital Improvement Policy • Adopting an annual capital improvement budget based upon a five-year capital improvement plan that is updated annually. • Coordinatin g development and approval of the annual capital improvement budget with the development of the operating budget, and considering future operating costs associated with new capital improvements. A full version of t he policies is include in Appendix B of this document. BUDGET BASIS The City of Sun Prairie adopts an annual budget using the modified accrual basis, which is consistent with Generally Accepted Accounting Principles (GAAP). Revenues are recorded when they are both measurable and available while expenditures are recorded when the related fund liability is incurred. Fund statements in the Comprehensive Annual Financial Report (CAFR) are modified accrual basis for the governmental funds: General Fund, Special Revenue Funds, Debt Service funds and Capital Projects Funds and accrual basis for the Proprietary Funds. The major differences between the adopted budget and GAAP for governmental funds are: 1. Encumbrances are recorded as the equivalent of expenditures (budget) as opposed to a reservation of fund balance (GAAP). 2. Certain revenues and expenditures not recognized for budgetary purposes are accrued (GAAP). The major differe nces for Enterprise funds are: 1. Encumbrances are recorded as the equivalent of expenses (budget basis) as opposed to an expense of the following accounting period (GAAP). 2. Certain items, such as principal expense and capital outlay, are recorded as expenditures for budgetary purposes as opposed to adjustments of the appropriate balance sheet accounts (GAAP). 20 City of Sun Prairie 2018 Budget COUNCIL PRIORITIES The City Council has communicated several goals for the City of Sun Prairie throughout the last two years. They are financial stability, public safety, transportation, planning and diversity. Financial Stability: It is the Council’s goal to provide a superior level of service that is affordable to the citizens of Sun Prairie. The City recently implemented a Five-Year Capital Improvement Plan and a debt manageme nt policy. These tools provide guidelines for prioritizing capital projects while maintaining or reducing the City’s debt burden. This budget meets the debt management policy’s guidelines. In 2017, the City developed its first Five-Year Financial Management Plan (FMP), which is reviewed and updated annually. The City of Sun Prairie requires additional staffing due to changing service needs and growth. The FMP attempts to forecast future staffing needs as well as future years’ revenues and expenditures. The FMP provides an opportunity for the Council and citizens to prioritize the City’s needs and subsequent spending prior to the development of the operating budget. This budget adheres to the parameters set during financial management plan discussions. Public Safe ty: The City is in the process of transitioning from a volunteer fire department to a full-time fire department. The 2018-2022 Capital Improvement Plan (CIP) includes the design and remodel of Station 2 (located in the Westside Community Services Building) to incorporate living quarters. This will allow for 24-hour service from station 2 in the future. The remodel design is funded in this budget. The Council has funded the implementation of body cameras in the police department. A part-time records clerk is included in the initiative to respond to open records requests and catalog videos in accordance with records retention policy. The police department has four district liaison officers. These are sergeant-level positions that lead the patrol team in their respective districts in problem-solving strategies. The City’s canine office is currently assigned to one of the district lead positions. In this budget, the Council approved an additional District Liaison Officer so the canine officer can be devoted to citywide canine duties full time. Last, the City will monitor Police Department staffing levels in order to develop a police department staffing plan for future staffing needs. Transportation: As the City of Sun Prairie grows, the need for transportation services increases. The City Council created an Ad hoc Steering Committee on Transportation to examine transportation needs. While the City is unable to fund all of the Committee’s recommended transportation improvements,1 the current budget increases the share-ride taxi program’s hours of operation, allows fo r the purchase of two add itional handicap accessible vehicles, and funds a shuttle to connect to the Madison Metro Transportation system. Planning: State statutes require the City to create a Comprehensive Plan and update the plan every ten years. The Council has funded the update to the Comprehensive Plan in this budget. The intent is to provide perspective on complex issues that affect the city’s future, including affordable housing and transportation needs. The Comprehensive plan update will include citizen input to assist in setting 1 The Committee’s Final Report is available online: http://cityofsunprairie.com/DocumentCenter/View/6038 21 City of Sun Prairie 2018 Budget priorities for the City. Additionally, the Council funded a full-time planner to assist in the Comprehensive Plan update, to implement transportation initiatives, and provide planning support necessitated by City growth. Diversity: The City Council has made it a priority to promote diversity, as evidenced by the creation of the Ad hoc Steering Committee on Diversity. The Committee has made several recommendations for creating and promoting Diversity. The Council funded the Committee’s staff recruitment recommendations in the 2017 budget and continued the funding in the current budget. 22 City of Sun Prairie 2018 Budget FUND DESCRIPTIONS The City records its financial transactions in individual funds. A fund is a grouping of related accounts used to maintain control over resources that have been designated for specific activities or objectives. The City uses fund accounting to ensure compliance with finance-related legal requirements, as well as for managerial control in order to demonstrate fiduciary responsibility over the assets of the City. Types of funds used by the City include governmental funds, proprietary funds, and fiduciary funds. GOVERNMENTAL FUNDS General Fund The General Fund is the primary operating fund of the city; it accounts for the revenues and expenditures necessary to carry out basic governmental activities, except those required to be accounted for in another fund. The general fund is a major fund. Special Revenue Funds Non-major special revenue funds are designated to a specific purpose. All of the City’s Special Revenue Funds are non-major funds. The City of Sun Prairie has the following special revenue funds: Grants and Donations Fund– This fund receives grants and donations, which are used for the purpose received. Transportation Impact Fee Fund This fund receives revenue from the Transportation Impact Fee. The fee is paid at the time a new building permit is issued for development within defined boundaries on the City’s west side. Fund expenditures must relate to transportation improvements determined to be necessary and as presented in the Westside Traffic Impact Fee Report. The fund is governed by state statute and city ordinances. Sun Prairie Media Center Fund This fund receives revenues from franchise fees and accounts for expenditures related to the Sun Prairie Media Center. Refuse and Recycle Fund Revenues from refuse and recycling special charges are deposited in this fund. The proceeds are used to pay the contract for City Refuse and Recycling collection services. FINANCIAL STRUCTURE AND ORGANIZATION 23 City of Sun Prairie 2018 Budget Wisconsin Development Fund This fund is designated to make direct business loans to businesses on a companion basis with other funding sources. Revenue for the loans is received from Federal Community Development Block Grants administered by the State. Park Fund This fund receives revenue from the Park Impact Fee; the fee is paid by the developer at the time new construction occurs. Fund expenditures are allowed for purchasing, developing, and improving park land and facilities required as a result of land development. The fund is governed by state statute and city ordinances. Street Tree Fund Fees for the installation of trees are collected at the time a building permit is issued. Fund expenditures are allowed for the installation of trees along City streets. Library Fund This fund accounts for grants, fines and forfeitures, and transfers from the General Fund. Expenditures for general operating expenses are recorded in this fund. The fund is governed by state statute. Capital Project Funds Capital project funds are used to account for capital acquisition, construction, and rehabilitation of assets. This includes land, equipment, and infrastructure. Capital Projects Fund - General The capital projects fund is a major fund that accounts for the acquisition, construction and rehabilitation of city-owned assets that are funded by the General Fund. Development Projects Fund This fund accounts for the flow-through of engineering costs for infrastructure construction completed by a developer and later dedicated and accepted by the City. This is a non-major fund. Tax Increment Financing District Funds The City currently has five active tax increment financing districts (TIF) currently classified as capital project funds. All of these funds have not reached the end of their expenditure period as defined by Wisconsin State Statutes. TIF 8 is the only TIF fund classified as a major fund. Debt Service Funds Debt service funds are used to accumulate funds for general long-term debt principal and interest costs. The City of Sun Prairie has two debt service funds: Debt Service Fund The Debt Service Fund is a major fund used to account for the accumulation of resources for, and the payment of, general obligation long-term debt principal, interest and related costs not abated by proprietary fund operations. TIF District #6 Fund Tax Increment Financing District #6 (TIF 6) has completed its expenditure period as defined by Wisconsin State Statutes. The TIF remains open to accumulate funds to pay remaining principal, interest, and related debt service costs. TIF 6 is expected to close at the end of its life in 2020. 24 City of Sun Prairie 2018 Budget PROPRIETARY FUNDS Enterprise Funds Enterprise funds are established to account for operations that are similar to those of a private business. User fees are established and revised to ensure that revenues are adequate to meet all necessary expenses. All enterprise funds are considered major funds. Sun Prairie has the following enterprise funds: Water Pollution Control Facility This fund accounts for costs associated with the management and operations of the City’s wastewater treatment plant. Stormwater Utility The Stormwater Utility is responsible for meeting federal and state watershed requirements and maintain stormwater detention ponds and conveyances. The Engineering and Public Works Departments jointly administer the Utility. Sun Prairie Utilities Sun Prairie Utilities provides water and electric services within the City. In 2017, Sun Prairie Utilities’ sold fiber optic internet assets and responsibilities to a private internet provider, TDS. Internal Service Funds Fleet In-service Fund The fleet in-service fund is an internal service fund. The fund accounts for goods and services related to fleet operations provided to other departments or agencies of the City on a cost reimbursement basis. FIDUCIARY FUNDS The City of Sun Prairie is the fiscal agent for: The Ashley Trust Fund The Charles David Ashley Foundation made a contribution to the City of Sun Prairie in 1976. The fund was created with the requirement for the principle to remain invested. The fund’s income is awarded each year to a citizen of the City of Sun Prairie who has done the most good for the City during the year. The Library Trust Fund The Sun Prairie Library received a bequest of stocks in 1958. The conditions of the bequest require the original bequest to remain unspent. The income must be spent 50% on the purchase of books and 50% on the purchase of equipment for operations. Multijurisdictional Public Safety Information System Commission (MPSISC) The City of Sun Prairie is the fiscal agent for the MPSISC, which is a joint venture between five cities for the management of public safety information system infrastructure. 25 City of Sun Prairie 2018 Budget COMPONENT UNITS The City acts as the fiduciary for two component units that are included in the annual budget. Component units are legally separate from the City while the city remains financially accountable for the entity. The Business Improvement District This district is a component unit of the City of Sun Prairie. The Business Improvement District is a separate district with boundaries that incorporate downtown Sun Prairie. The District is authorized to levy special assessments to fund its operations. Separate financial statements are issued for the Business Improvement District. The Community Development Authority (CDA) The CDA is a component unit of the City of Sun Prairie. The Community Development Authority (CDA) leases select TIF property and improvements to the City. Currently the CDA is leasing improvements to TIF 8. 26 City of Sun Prairie 2018 Budget GENERAL FUND SPECIAL REVENUE FUNDS GENERAL GOVERNMENT FUND # FUND 200 GRANTS AND DONATIONS DEPT # DEPARTMENT 210 TRANSPORTATION IMPACT FEE FUND 110 MAYOR 220 SUN PRAIRIE MEDIA CENTER FUND 115 COUNCIL 230 REFUSE & RECYCLE FUND 120 MUNICIPAL COURT 240 REVOLVING LOAN FUND 130 CITY ATTORNEY 250 PARK FUND 140 CITY CLERK 251 STREET TREE FUND 150 ADMINISTRATION 260 LIBRARY FUND 155 HUMAN RESOURCES 160 FINANCE CAPITAL PROJECT FUNDS 165 RISK MANAGEMENT FUND # FUND 170 ASSESSING 400 CAPITAL PROJECTS FUND 180 INFORMATION TECHNOLOGY 490 DEVELOPMENT PROJECTS FUND 185 BUILDING MAINTENANCE 508 TIF DISTRICT NO. 8 FUND 509 TIF DISTRICT NO. 9 FUND 511 TIF DISTRICT NO. 11 FUND PUBLIC SAFETY 512 TIF DISTRICT NO. 12 FUND DEPT # DEPARTMENT 513 TIF DISTRICT NO. 13 FUND 210 POLICE DEPARTMENT 220 FIRE DEPARTMENT DEBT SERVICE FUNDS 230 EMERGENCY MEDICAL SERVICE FUND # FUND 240 BUILDING INSPECTION 300 DEBT SERVICE FUND 250 EMERGENCY MANAGEMENT 506 TIF DISTRICT NO. 6 FUND ENTERPRISE FUNDS PUBLIC WORKS FUND # FUND DEPT # DEPARTMENT 610 WASTEWATER UTILITY 310 PUBLIC WORKS 650 STORMWATER UTILITY 330 ENGINEERING 699 SUN PRAIRIE UTILITIES 700 FLEET INSERVICE FUND CULTURE, RECREATION, CONSV, DEVELOPMENT PERMANENT FUNDS DEPT # DEPARTMENT FUND # FUND 530 MUSEUM 697 ASHLEY TRUST FUND 541 SENIOR CITIZEN PROGRAM 698 LIBRARY TRUST FUND 542 YOUTH & FAMILIES 545 YOUTH PROGRAMS AGENCY FUND 549 CEMETERY 900 MPSISC 550 PARKS & RECREATION 255 FAMILY AQUATIC CENTER COMPONENT UNITS 610 PLANNING FUND # FUND 620 ECONOMIC DEVELOPMENT 810 BUSINESS IMPROVEMENT DISTRICT 650 FORESTRY 850 COMMUNITY DEVELOPMENT AUTHORITY 690 TRANSFERS CITY OF SUN PRAIRIE 2018 Budget Funds by Type 27 City of Sun Prairie 2018 Budget State statutes require City governments to provide a budget summary of general fund expenditures into the following functional areas: • general government • public safety • public works • health and human services • culture, recreation and education • conservation and development • capital outlay • debt service • other financing uses. The use of funct ional areas facilitates spending comparisons across municipalities within the state. The City’s Departments do not align precisely with state defined functional categories. For example, the Sun Prairie Public Works Department’s budget falls within three categories, as delineated in the table below: State Functional Categories of the Public Works Department Public Works Division Functional Category Forestry Conservation and Development Parks Maintenance Culture, Recreation, and Education Administration & other Divisions Public Works To meet the needs o f the City and align with state statute, the header of each budget narrative identifies the applicable category, Department, and Division. Appendix C provides a chart to crosswalk the relationship between the departments and functional areas. CITY OF SUN PRAIRIE 2018 Budget Functional Areas 28 City of Sun Prairie 2018 Budget CITY OF SUN PRAIRIE 2018 APPROVED BUDGET 2018 BUDGET INITIATIVE SUMMARY Other Capital General Fund Building Maint. Total Special Revenue Total Enterprise Council Council Approved Dept Description Total Revenues Borrowing Balance Fund Funds Funds Approved Tax Levy Revenue Initiatives 1 Police False Alarm Fee Increase (2,000) (2,000) (2,000) 2 Building Inspection Fee Increase (60,000) (60,000) (60,000) 3 EMS Transport Fee Increase (86,580) (86,580) (86,580) 4 Dog Park Fees (1,000) (1,000) (1,000) 5 Soccer Field Rental Fee Increase (2,500) (2,500) (2,500) 6 Softball/Baseball Field Rental Fee Increase (800) (800) (800) - 7 Shelter Rental Fee Increase (2,170) (2,170) (2,170) 8 Gazebo Rental Fee Increase (200) (200) (200) 9 Zoning Compliance Letter Fee (New) (875) (875) (875) 10 CATV Membership Fees (New) (3,650) (3,650) (3,650) - 11 CATV KIDS-4 Fee Increase (4,200) (4,200) (4,200) - 12 Stormwater/Erosion Control Fee Increase (50,000) - - - - - (50,000) (50,000) - TOTAL REVENUE INTITIATIVES ($213,975) ($800) $0 $0 $0 ($7,850) ($50,000) ($213,975) ($155,325) Financial Management Plan 1 Support Specialist to FT (IT) 30,326 1,516 1,819 13,495 13,495 2 District Liaison Officer (Police) 92,607 92,607 92,607 3 Body Cameras (Police) 167,644 129,468 19,088 19,088 4 Staff Engineer (Engineering) 106,083 53,042 53,042 53,042 5 FAC Cleaning LTE (Public Works) 12,272 12,272 12,272 6 Planner (Planning) 85,411 65,633 65,633 7 Admin/Project Librarian (Library) 19,677 19,677 19,677 8 Circulation Manager to FT (Library) 12,168 12,168 12,168 9 Library Assistant I to II (Library) 32,321 - - - - - 32,321 32,321 TOTAL FINANCIAL MANAGEMENT PLAN $558,509 $129,468 $0 $0 $0 $1,516 $54,861 $320,303 $318,728 Mayor and Council 1 Annual Stipend Increase 1,895 - - - - - - 1,895 1,895 TOTAL MAYOR AND COUNCIL $1,895 $0 $0 $0 $0 $0 $0 $1,895 $1,895 Municipal Court 1 Annual Stipend Increase 632 - - - - - - 632 632 TOTAL MUNICIPAL COURT $632 $0 $0 $0 $0 $0 $0 $632 $632 Clerk's Office/Elections 1 Election Changes 13,728 13,728 13,728 2 Tabulators 16,255 - 16,255 16,255 - 3 First Floor Office Re-design 18,100 18,100 18,100 - 4 Accessible Voting Machines 13,740 - 13,740 13,740 - 5 Election Day Interpreters 7,860 - - - - - - 2,000 2,000 TOTAL CLERK'S OFFICE & ELECTIONS $69,683 $0 $29,995 $0 $18,100 $0 $0 $63,823 $15,728 29 City of Sun Prairie 2018 Budget 2018 BUDGET INITIATIVE SUMMARY Other Capital General Fund Building Maint. Total Special Revenue Total Enterprise Council Council Approved Dept Description Total Revenues Borrowing Balance Fund Funds Funds Approved Tax Levy Information Technology 1 Building Access & Cameras 33,000 33,000 33,000 - 2 Records Tracking System 7,275 - - 7,275 - - - 7,275 - TOTAL INFORMATION TECHNOLOGY $40,275 $0 $0 $40,275 $0 $0 $0 $40,275 $0 Building Maintenance 1 City Hall Ceiling Tile Replacement 15,000 15,000 15,000 - 2 Janitorial Services Budget Increase 24,000 2,640 24,000 21,360 3 Council Chamber Refresh 25,000 25,000 25,000 - 4 Building Maintenance AC Unit 5,500 5,500 5,500 - 5 Bollard Light Replacement 7,000 7,000 7,000 - 6 Exhaust Fan Replacement 3,000 3,000 3,000 - 7 Tablet 2,000 2,000 2,000 - 8 Pre-Heating/Cooling Pump Replacement 13,500 13,500 13,500 - 9 Building Maintenance Vehicle 17,000 - - 17,000 - - - 17,000 - TOTAL BUILDING MAINTENANCE $112,000 $0 $0 $17,000 $71,000 $0 $2,640 $112,000 $21,360 Police Department 1 Detective Reclassification 4,648 4,648 4,648 2 2 Crossing Guards 9,820 - - - - - 9,820 9,820 TOTAL POLICE DEPARTMENT $14,468 $0 $0 $0 $0 $0 $0 $14,468 $14,468 Emergency Medical Service 1 Stryker Equipment Upgrades 5,550 5,550 5,550 - 2 Response Vehicle 45,000 - 25,000 - - - - 25,000 - TOTAL EMERGENCY MEDICAL SERVICE $50,550 $0 $25,000 $0 $0 $0 $5,550 $30,550 $0 Building Inspection 1 Plan Review LTE- 500 hours 26,021 27,500 26,021 (1,479) 2 Inspection Tools 650 650 650 - 3 Uniforms 1,100 1,100 1,100 4 Overtime Wages 10,000 - - - - - - 5,000 5,000 TOTAL BUILDING INSPECTION $37,771 $28,150 $0 $0 $0 $0 $0 $32,771 $4,621 Public Works 1 Traffic Control Certification 2,800 2,800 2,800 2 Signal Timing- Grand/Prairie Lakes Corridor 110,000 110,000 110,000 - 3 Boot Allowance Increase- All Departments 1,200 725 475 1,200 - 4 Needs Assessment 28,000 - 28,000 - - - - 28,000 - TOTAL PUBLIC WORKS $142,000 $725 $138,000 $0 $0 $0 $475 $142,000 $2,800 Engineering 1 Automatic Level and Sensor 2,500 - - 2,500 - - - 2,500 - TOTAL ENGINEERING $2,500 $0 $0 $2,500 $0 $0 $0 $2,500 $0 30 City of Sun Prairie 2018 Budget 2018 BUDGET INITIATIVE SUMMARY Other Capital General Fund Building Maint. Total Special Revenue Total Enterprise Council Council Approved Dept Description Total Revenues Borrowing Balance Fund Funds Funds Approved Tax Levy Senior Citizens Program 1 Increase Colonial Club Funding 10,000 - - - - - - 10,000 10,000 TOTAL SENIOR CITIZENS PROGRAM $10,000 $0 $0 $0 $0 $0 $0 $10,000 $10,000 Youth & Families Commission 1 Increase Youth & Families Contribution 10,000 - - - - - - 5,000 5,000 TOTAL YOUTH & FAMILIES COMMISSION $10,000 $0 $0 $0 $0 $0 $0 $5,000 $5,000 Parks & Recreation 1 Increase Seasonal Wages 3,848 3,359 3,848 489 2 Movie in the Park 1,300 - - - - - - 1,300 1,300 TOTAL PARKS & RECREATION $5,148 $3,359 $0 $0 $0 $0 $0 $5,148 $1,789 Family Aquatic Center 1 Cashiering Upgrade 7,080 200 6,880 7,080 - 2 Shade Cover Replacement 5,000 - 5,000 5,000 - 3 Vacuum Rental 5,000 - - 5,000 - - - 5,000 - TOTAL FAMILY AQUATIC CENTER $17,080 $200 $0 $16,880 $0 $0 $0 $17,080 $0 Parks Maintenance 1 Basketball Court Relocation- Stoneridge Park 27,500 27,500 27,500 - 2 Volleyball Courts- Stoneridge Park 8,000 8,000 8,000 - 3 Park Cameras 25,400 25,400 25,400 - 4 Playground Surface Material 45,000 30,000 45,000 15,000 5 Pet Exercise Area Stone Path 12,000 12,000 12,000 - 6 Pet Exercise Area Solar Lighting 4,500 - - - - 4,500 - 4,500 - TOTAL PARKS MAINTENANCE $122,400 $0 $27,500 $55,400 $0 $24,500 $0 $122,400 $15,000 Forestry 1 Tree Replacement 20,000 - - - - 20,000 - 20,000 - TOTAL FORESTRY $20,000 $0 $0 $0 $0 $20,000 $0 $20,000 $0 Planning 1 Comprehensive Plan 103,000 - - 103,000 - - - 103,000 - TOTAL PLANNING $103,000 $0 $0 $103,000 $0 $0 $0 $103,000 $0 Sun Prairie Taxi 1 Additional Hours 63,060 63,060 63,060 - 2 3 Accessible Mini-Vans 102,000 102,000 - - - - - 102,000 - TOTAL TAXI $165,060 $165,060 $0 $0 $0 $0 $0 $165,060 $0 Sun Prairie Media Center 1 After Hours Access 5,000 5,000 5,000 - 2 Asset Management System 2,000 2,000 2,000 - 3 InfoVue 4,950 4,950 4,950 - 4 Closed Captioning 15,000 - - - - 15,000 - 15,000 - TOTAL SPMC $26,950 $0 $0 $0 $0 $26,950 $0 $26,950 $0 31 City of Sun Prairie 2018 Budget 2018 BUDGET INITIATIVE SUMMARY Other Capital General Fund Building Maint. Total Special Revenue Total Enterprise Council Council Approved Dept Description Total Revenues Borrowing Balance Fund Funds Funds Approved Tax Levy Wastewater Treatment Plant 1 Clean North Digester 50,000 50,000 50,000 - 2 Replace Lab Autoclave 7,000 7,000 7,000 - 3 Replace Lab Dishwasher 11,800 11,800 11,800 - 4 GPS Mapping of Sanitary Sewer 19,975 19,975 19,975 - 5 Replace Influent Pump Valve 36,000 36,000 36,000 - 6 Replace Grit Building Heater 20,000 20,000 20,000 - 7 Replace Screw Pump Greasers 21,000 21,000 21,000 - 8 Update Sewer Master Plan 50,000 - - - - - 50,000 50,000 - TOTAL WASTEWATER TREATMENT $215,775 $0 $0 $0 $0 $0 $215,775 $215,775 $0 GRAND TOTAL - ALL INITIATIVES $1,511,721 $326,162 $220,495 $235,055 $89,100 $65,116 $229,301 $1,286,570 $412,021 32 City of Sun Prairie 2018 Budget CITY OF SUN PRAIRIE 2018 Budget Summary of Budget Amendments Increase Expenditures Revenues Fund Balance Tax Levy Borrowing Notes 10/10/2017 Amendment 1 Remove Communications Manager (43,743) (12,009) (31,734) Amendment 2 Add EMS Assistant Chief 113,392 113,392 10/11/2017 Amendment 3 Add District Liasion Officer 92,607 92,607 Amendment 4 Remove Chair Replacement (42,000) (42,000) Amendment 3 Increase Budget for EMS Command Vehicle (Borrowing) 25,000 (20,000) 45,000 Fund recommended vehicle and use capital borrowing for vehicle. Amendment 4 Add to Playground Material Costs 10,000 30,000 (20,000) Increase to $45,000 for full replacement. Fund 1/3 in levy and 2/3 for Fund Balance 10/17/2017 Amendment 5 Remove Museum Manager, Library Circ Manager and Library Page (59,234) (22,104) (37,130) Amendment 6 Remove Assistant EMS Chief (113,392) (113,392) Amendment 7 Reduce EMS Vehicle to $25,000 (20,000) (20,000) Amendment 8 Reinstate Library Circulation Manager 12,168 12,168 Total Amendments ($25,202) ($34,113) ($12,000) ($4,089) $25,000 33 City of Sun Prairie 2018 Budget THIS PAGE LEFT BLANK INTENTIONALLY CITY OF SUN PRAIRIE 2018 Approved Budget Summary All Fund Types Projected Projected Property 2018 Beginning 2018 Ending Tax Levy FUND TYPE Fund Balance Revenues Expenditures Fund Balance Contribution GENERAL FUND 11,179,994$ 24,519,132$ 24,519,132$ 11,179,995$ 15,715,348$ SPECIAL REVENUE FUNDS Park Improvement Fund 909,227 244,300 218,500 935,027 - Street Tree Fund 163,891 51,300 95,000 120,191 - WDF-Revolving Loan Fund 147,780 4,638 - 152,418 - Grants and Donations Fund 316,593 1,060,816 1,010,545 366,864 - Sun Prairie Media Fund 370,832 425,501 422,279 374,054 - Transportation Impact Fee Fund 2,348,796 192,500 1,639,719 901,577 - Sanitation Fund 272,127 1,319,971 1,319,971 272,127 - Library Fund 281,497 2,138,991 2,138,991 281,497 - Total Special Revenue Funds 4,810,743 5,438,017 6,845,005 3,403,755 - CAPITAL PROJECTS FUNDS Capital Projects 73,700 15,601,360 15,630,828 44,232 - TIF No. 8 (1,228,030) 1,850,920 1,873,873 (1,250,983) - TIF No. 9 (604,727) 1,045,189 1,052,053 (611,591) - TIF No. 11 (108,508) 117,919 21,136 (11,725) - TIF No. 12 (1,605) 59,772 569,616 (511,449) TIF No. 13 (14,500) 3,700,000 3,713,272 (27,772) Development Projects (99,263) 300,000 300,000 (99,263) - Total Capital Projects Funds (1,982,933) 22,675,160 23,160,778 (2,468,551) - DEBT SERVICE FUNDS Debt Service Fund 118,775 6,622,506 6,622,506 118,775 6,460,924 TIF No. 6 (508,359) 139,270 11,195 (380,284) - Total Debt Service Funds (389,584) 6,761,776 6,633,701 (261,509) 6,460,924 PERMANENT FUNDS Ashley Trust Fund 1,000 2 2 1,000 Library Trust Fund 385,244 25,000 5,000 405,244 Total Permanent Funds 386,244 25,002 5,002 406,244 ENTERPRISE FUNDS Fleet Inservice 4,279,249 2,351,813 1,551,235 5,079,827 Water Pollution Control 43,172,203 3,980,091 7,997,239 39,155,055 - Stormwater Utility 37,328,234 8,556,435 7,453,173 38,431,496 - Water & Light 73,715,677 38,106,488 39,067,804 72,754,361 - Total Enterprise Funds 154,216,114 52,994,827 56,069,451 150,340,912 - AGENCY FUNDS MPSISC 314,228 587,338 587,338 314,228 Total Agency Funds 314,228 587,338 587,338 314,228 COMPONENT UNITS Business Improvement District 81,717 152,266 152,266 81,717 - Community Development Authority 369,137 180,413 180,378 369,172 - Total Component Units 450,854 332,679 332,644 450,889 - Grand Total $168,793,547 $112,721,591 $117,560,711 $163,025,775 $22,176,272 22,176,272 TOTAL CITY PROPERTY TAX LEVY CONTRIBUTION 2018 EXECUTIVE BUDGET THIS PAGE LEFT BLANK INTENTIONALLY CITY OF SUN PRAIRIE 2018 APPROVED BUDGET General Fund Revenues by Function 2018 2018 2014 2015 2016 AMENDED RECOMMEND APPROVED ACTUALS ACTUALS ACTUALS PROJECTED BUDGET BUDGET BUDGET TAXES (EXCLUDING LEVY) 115,660 128,670 128,652 140,517 128,015 144,705 144,705 SPECIAL ASSESSMENTS 14,539 39,359 19,500 - 3,500 15,500 15,500 LICENSES AND PERMITS 497,035 554,216 482,874 845,103 581,500 592,600 592,600 FINES,FORFEITS & PENALTIES 214,561 212,879 192,788 167,693 190,000 188,000 188,000 PUBLIC CHARGES FOR SERVICES 1,676,580 2,437,079 1,525,024 1,473,277 1,487,219 1,626,640 1,626,640 INVESTMENT INCOME 23,346 12,962 28,648 78,500 40,000 65,000 65,000 MISCELLANEOUS REVENUE 539,792 524,716 895,347 137,263 189,463 197,412 175,308 OTHER FINANCING SOURCES 1,771,886 1,924,204 2,255,511 2,133,774 2,365,395 2,371,536 2,365,232 LOCAL REVENUES 4,853,399 5,834,085 5,528,344 4,976,127 4,985,092 5,201,393 5,172,985 INTERGOVERNMENTAL REVENUE 3,586,067 3,744,368 3,836,072 3,208,638 3,249,363 3,219,270 3,219,270 TOTAL REVENUES 8,439,466 9,578,453 9,364,416 8,184,765 8,234,455 8,420,663 8,392,255 USE OF FUND BALANCE - - - - 293,432 423,529 411,529 TOTAL REVENUE & FUND BALANCE 8,439,466 9,578,453 9,364,416 8,184,765 8,527,887 8,844,192 8,803,784 GENERAL PROPERTY TAX LEVY 12,475,499 12,741,648 12,890,432 14,310,173 14,310,884 15,683,884 15,715,348 TOTAL SOURCES 20,914,965 22,320,101 22,254,848 22,494,938 22,838,771 24,528,076 24,519,132 2017 2018 GENERAL FUND REVENUES LOCAL REVENUES, $5,172,985 INTERGOVERNMENTAL REVENUE, $3,219,270 USE OF FUND BALANCE, $411,529 GENERAL PROPERTY TAX LEVY, $15,715,348 37 City of Sun Prairie 2018 Budget CITY OF SUN PRAIRIE 2018 APPROVED BUDGET General Fund Revenues Detail 2015 2016 8/31/2017 2017 2017 2018 2018 INCREASE ACTUAL ACTUAL ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) PROPERTY TAXES GENERAL PROPERTY TAXES 10004000-401000 13,008,194$ 13,546,267$ 14,310,882$ 14,310,884$ 14,310,884$ 15,683,884$ 15,715,348$ 1,404,464$ ILLEGAL TAXES 10004000-401500 (118,331) (10,521) (854) (854) - - - - PROPERTY TAX CHARGEBACKS 10004000-403000 569 539 143 143 - - - - SUB-TOTAL 12,890,432 13,536,285 14,310,172 14,310,173 14,310,884 15,683,884 15,715,348 1,404,464 OTHER TAXES PUBLIC ACCOMODATION TAX 10004100-414000 21,472 22,628 14,332 30,944 19,000 34,554 34,554 15,554 PAYMENTS IN LIEU OF TAXES 10004100-415000 105,058 106,794 96,528 107,393 107,515 108,151 108,151 636 INTEREST AND PENALTY ON TAXES 10004100-418000 2,122 1,341 2,068 2,180 1,500 2,000 2,000 500 SUB-TOTAL 128,652 130,763 112,928 140,517 128,015 144,705 144,705 16,690 SPECIAL ASSESSMENTS SPECIAL ASSESSMENTS 10004200-421000 - 1,343 - - 1,000 - - (1,000) INTEREST SPECIAL ASSESSMENTS 10004200-428000 875 1,115 - - 1,000 500 500 (500) DELQ SA HELD BY COUNTY 10004200-429000 18,625 1,976 - - 1,500 15,000 15,000 13,500 SUB-TOTAL 19,500 4,434 - - 3,500 15,500 15,500 12,000 INTERGOVERNMENTAL REVENUE FEDERAL GRANTS - POLICE 10004300-432205 2,980 - - - - - - - STATE SHARED REVENUE 10004300-434100 688,629 691,403 103,274 688,496 688,496 686,424 686,424 (2,072) STATE EXPENDITURE RESTRAINT 10004300-434200 569,947 570,852 582,873 582,873 582,872 557,329 557,329 (25,543) STATE AID - EXEMPT COMPUTERS 10004300-434300 373,372 289,632 250,094 250,094 294,000 253,770 253,770 (40,230) STATE FIRE INSURANCE TAX 10004300-434400 89,386 103,188 117,213 117,213 103,000 120,000 120,000 17,000 STATE GRANTS - GENERAL 10004300-435000 4,870 - - - - 1,000 1,000 1,000 STATE GRANTS - POLICE 10004300-435210 9,904 25,723 586 586 10,000 - - (10,000) STATE GRANTS - PUBLIC WORKS 10004300-435220 9,747 - - - - - - - STATE GRANTS - EMS 10004300-435230 4,644 - - - - - - - STATE AID - ROAD ALLOTMENT 10004300-435310 1,479,150 1,513,602 1,021,682 1,362,242 1,362,242 1,377,270 1,377,270 15,028 STATE AID - CONNECTING STREETS 10004300-435330 54,117 53,960 41,007 54,676 54,676 54,977 54,977 301 COUNTY AID - LIBRARY 10004300-437520 406,576 424,164 - - - - - - SCHOOL DISTRICT - PD LIASION 10004300-438210 139,545 148,529 81,613 152,458 152,077 161,500 161,500 9,423 MISCELLANEOUS GRANTS 10004300-438215 3,205 - - - 2,000 7,000 7,000 5,000 SUB-TOTAL 3,836,072 3,821,053 2,198,342 3,208,638 3,249,363 3,219,270 3,219,270 (30,093) LICENSES AND PERMITS LIQUOR & MALT BEV. LICENSES 10004400-441100 32 47,145 44,668 46,911 59,000 45,000 45,000 (14,000) BARTENDER LICENSES 10004400-441150 12,805 18,192 14,325 16,613 20,000 15,000 15,000 (5,000) CIGARETTE LICENSES 10004400-441200 1,060 2,750 2,600 2,682 3,000 2,600 2,600 (400) OTHER BUSINESS LICENSES 10004400-441900 7,083 10,503 11,567 12,853 8,500 12,000 12,000 3,500 DOG LICENSES 10004400-442200 8,371 11,006 16,204 10,796 9,500 10,000 10,000 500 BUILDING PERMITS 10004400-443100 123,770 118,098 149,894 225,000 142,000 145,000 145,000 3,000 OCCUPANCY PERMITS 10004400-443150 11,700 8,925 9,125 18,000 10,000 15,000 15,000 5,000 PLUMBING PERMITS 10004400-443200 57,327 57,082 78,814 125,000 67,000 74,500 74,500 7,500 ELECTRICAL PERMITS 10004400-443300 67,466 64,572 80,087 125,000 70,000 84,000 84,000 14,000 HVAC PERMITS 10004400-443400 63,653 64,433 76,133 125,000 70,000 78,500 78,500 8,500 STREET OPENING PERMITS 10004400-443500 23,400 22,600 12,700 22,942 20,000 20,000 20,000 - STORMWATER EROSION CONT FEE 10004400-443852 36,950 38,005 24,768 40,998 38,000 30,000 30,000 (8,000) ZONING AND PLAT APPROVAL FEES 10004400-444100 41,935 43,110 28,265 37,260 32,000 35,000 35,000 3,000 OTHER PERMITS AND FEES 10004400-449300 21,761 20,428 19,084 30,048 26,500 20,000 20,000 (6,500) WEIGHTS & MEASURES 10004400-449400 5,561 6,426 - 6,000 6,000 6,000 6,000 - SUB-TOTAL 482,874 533,275 568,235 845,103 581,500 592,600 592,600 11,100 FINES, FOREFEITS, AND PENALTIES COURT PENALTIES AND COSTS 10004500-451100 140,066 142,454 99,410 120,273 140,000 140,000 140,000 - PARKING VIOLATIONS 10004500-451300 52,722 48,560 37,605 47,420 50,000 48,000 48,000 (2,000) SUB-TOTAL 192,788 191,014 137,015 167,693 190,000 188,000 188,000 (2,000) PUBLIC CHARGES FOR SERVICES CLERK FEES 10004600-461400 43,279 41,168 28,777 40,429 39,500 40,000 40,000 500 INFORMATION TECHNOLOGY FEES 10004600-461800 120 38 38 55 50 - - (50) POLICE DEPARTMENT FEES 10004600-462100 20,664 17,239 6,734 12,124 17,000 17,500 17,500 500 POLICE ANIMAL POUND FEES 10004600-462105 150 120 150 200 150 100 100 (50) AMBULANCE FEES 10004600-462300 923,347 845,357 535,888 882,000 880,000 966,580 966,580 86,580 EMS TOWNSHIPS CHARGES 10004600-462305 53,900 58,020 63,377 63,377 62,913 62,256 62,256 (657) BUILDING INSPECTION CHARGES 10004600-462400 4,635 5,690 308 500 6,000 5,000 5,000 (1,000) SEWER INSPECTION CHARGES 10004600-462405 4,855 5,700 3,630 4,768 4,500 4,700 4,700 200 HVAC PLAN REVIEW 10004600-462410 - - - 1,000 - 7,500 7,500 7,500 BUILDING PLAN REVIEW 10004600-462420 - - - 5,000 - 47,500 47,500 47,500 FIRE ALARM PLAN REVIEW 10004600-462430 - - - - - 3,500 3,500 3,500 FIRE SUPPLY PLAN REVIEW 10004600-462440 - - - - - 3,500 3,500 3,500 PLUMBING PLAN REVIEW 10004600-462450 - - - 3,000 - 10,000 10,000 10,000 PUBLIC WORKS MISC CHARGES 10004600-463100 13,270 19,545 20,856 25,500 18,000 18,000 18,000 - REFUSE CHARGES 10004600-463205 (117) - - - - - - - ENGINEERING MISC CHARGES 10004600-463300 24 - - - - - - - ENGINEERING REVIEW FEES 10004600-463305 13,455 7,610 19,539 23,000 8,000 10,600 10,600 2,600 38 City of Sun Prairie 2018 Budget CITY OF SUN PRAIRIE 2018 APPROVED BUDGET General Fund Revenues Detail 2015 2016 8/31/2017 2017 2017 2018 2018 INCREASE ACTUAL ACTUAL ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) PARKS MISCELLANEOUS CHARGES 10004600-465500 14,743 16,475 12,396 23,114 24,800 29,670 29,670 4,870.0 FAMILY AQUATIC CENTER FEES 25504600-465502 253,772 221,885 - 200,010 206,762 205,000 205,000 (1,762.0) SUMMER RECREATION FEES 10004600-465503 101,977 100,339 98,391 99,500 136,484 108,359 108,359 (28,125.0) WINTER RECREATION FEES 10004600-465504 76,950 69,881 41,720 70,000 66,060 68,000 68,000 1,940.0 DOG PARK USE FEES 10004600-465505 - - 18,259 19,500 17,000 18,000 18,000 1,000.0 PLANNING MISC CHARGES 10004600-466100 - - 200 200 - 875 875 875.0 SUB-TOTAL 1,525,024 1,409,067 850,264 1,473,277 1,487,219 1,626,640 1,626,640 139,421 INVESTMENT INCOME INVESTMENT INCOME 10004700-471000 28,648 57,036 53,031 78,500 40,000 65,000 65,000 25,000 SUB-TOTAL 28,648 57,036 53,031 78,500 40,000 65,000 65,000 25,000 MISCELLANEOUS REVENUE MISCELLANEOUS RENTS 10004800-482100 25,115 25,724 11,881 12,500 25,000 4,485 4,485 (20,515) POLICE AUCTION 10004800-483100 3,170 - 81 2,500 - 500 500 500 SALE OF MATERIAL AND EQUIPMENT 10004800-483200 29,464 33,080 30,212 35,700 20,000 30,000 30,000 10,000 INSURANCE DIVIDEND & RECOVERY 10004800-484000 77,276 74,441 14,913 14,913 55,163 70,023 70,023 14,860 DONATIONS - LIBRARY 10004800-485520 - 453 4,000 4,000 4,000 4,000 4,000 - DONATIONS - MUSEUM 10004800-485530 5,000 - - - - 22,104 - - DONATIONS - CONCERTS IN THE PA 10004800-485552 1,262 1,906 2,150 2,650 1,200 1,300 1,300 100 CAMERA REPLACEMENT 10004800-488102 4,000 3,425 - - 4,100 - - (4,100) PAYMENT FROM CATV 10004800-488510 9,054 13,789 - - - - - - PAYMENT FROM WWTP UTILITY 10004800-488810 75,300 80,953 - - - - - - PAYMENT FROM STORMWATER UTILTY 10004800-488850 142,000 153,106 - - - - - - MISCELLANEOUS REVENUES 10004800-489000 502,515 91,677 63,664 65,000 80,000 65,000 65,000 (15,000) AG USE PENALTIES 10004800-489200 21,191 18,662 - - - - - - SUB-TOTAL 895,347 497,216 126,901 137,263 189,463 197,412 175,308 (14,155) OTHER FINANCING SOURCES HUMAN RESOURCES CHARGEBACKS 10004900-481550 5,000 5,000 - 20,000 20,000 26,304 20,000 - FINANCE CHARGEBACKS 10004900-481600 - - - - - 2,400 2,400 2,400 ENGINEERING CHARGEBACKS 10004900-483300 334,707 261,521 (3,441) 186,000 382,525 388,640 388,640 6,115 TRANSFER IN 10004900-492100 199,534 185,332 82,199 82,200 80,844 117,061 117,061 36,217 TRANSFER IN - PARK FUND 25504900-492100 - - - - 2,189 16,880 16,880 14,691 TRANSFER IN - W&L PILOT 10004900-492199 1,716,270 1,788,072 25,324 1,845,574 1,879,837 1,820,251 1,820,251 (59,586) SUB-TOTAL 2,255,511 2,239,925 104,081 2,133,774 2,365,395 2,371,536 2,365,232 (163) FUND BALANCE APPLIED REPLACEMENT FUND - - - - 293,432 423,529 411,529 118,097 SUB-TOTAL - - - - 293,432 423,529 411,529 118,097 GENERAL FUND REVENUES 22,254,848$ 22,420,068$ 18,460,969$ 22,494,938$ 22,838,771$ 24,528,076$ 24,519,132$ 1,680,361$ 39 City of Sun Prairie 2018 Budget CITY OF SUN PRAIRIE 2018 APPROVED BUDGET General Fund Expenditures 2015 2016 2018 2018 ACTUAL ACTUAL PROJECTED RECOMMEND APPROVED EXPENDITURES EXPENDITURES EXPENDITURES BUDGET BUDGET BUDGET General Government 3,669,526 4,360,023 4,392,509 4,453,784 4,546,083 4,484,878 Public Safety 9,796,067 10,288,497 10,838,799 11,205,226 11,919,627 12,023,208 Public Works 3,025,009 2,690,441 2,946,661 3,045,157 2,792,347 2,804,312 Health & Human Services 30,254 56,749 87,460 87,327 92,332 92,332 Culture, Rec and Education 3,262,215 3,243,643 1,708,428 1,839,870 2,072,236 2,046,474 Conservation 649,118 740,297 619,837 623,287 1,014,777 1,021,072 20,432,189 21,379,650 20,593,694 21,254,651 22,437,402 22,472,276 Contingency/Fund Balance 17 - - 111,520 176,705 145,000 Transfers 817,158 392,539 1,703,739 1,782,839 1,913,969 1,901,856 Total General Expenses 21,249,364 21,772,189 22,297,433 23,149,010 24,528,076 24,519,132 2017 General Government 20% Public Safety 53% Public Works 12% Health & Human Services 0% Culture, Recreation and Educ… Conservation 5% Contingency/Fund Balance 1% 2018 GENERAL FUND EXPENDITURES BY FUNCTION 40 City of Sun Prairie 2018 Budget CITY OF SUN PRAIRIE 2018 APPROVED BUDGET General Fund Expenditures by Department 2016 8/31/17 2017 2017 2018 2018 INCREASE ACTUAL ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) GENERAL GOVERNMENT DEPT MAYOR 110 38,070 30,722 39,102 39,130 40,739 39,672 542 COUNCIL 115 65,762 43,881 64,982 68,694 69,582 70,649 1,955 MUNICIPAL COURT 120 103,040 63,512 103,130 106,241 106,764 108,753 2,512 CITY ATTORNEY 130 270,985 141,968 213,826 207,355 219,747 220,986 13,631 CITY CLERK 140 274,622 213,562 311,078 281,573 320,551 305,020 23,447 ELECTIONS 140 120,877 27,750 31,948 49,040 100,998 100,998 51,958 ADMINISTRATION 150 251,829 170,899 280,431 279,220 316,274 284,073 4,853 HUMAN RESOURCES 155 275,770 188,369 304,020 313,636 325,439 327,544 13,908 FINANCE 160 575,025 389,766 546,515 513,663 514,382 515,813 2,150 RISK MANAGEMENT 165 500,231 342,549 418,952 428,580 177,952 177,952 (250,628) ASSESSING 170 347,655 245,461 372,827 432,252 450,842 452,573 20,321 INFORMATION TECHNOLOGY 180 1,091,364 642,328 1,058,395 1,079,128 1,035,178 1,053,819 (25,308) GIS 181 - - - - 115,288 115,681 115,681 BUILDING MAINTENANCE 320 444,793 337,284 647,303 655,273 752,347 711,345 56,072 SUB-TOTAL 4,360,023 2,838,053 4,392,509 4,453,784 4,546,083 4,484,878 31,094 PUBLIC SAFETY DEPT POLICE DEPARTMENT 210 7,343,438 4,773,719 7,529,853 7,903,583 8,079,190 8,168,378 264,795 FIRE DEPARTMENT 220 944,264 896,818 1,139,346 1,122,346 1,297,997 1,298,065 175,719 EMERGENCY MEDICAL SERVICE 230 1,587,256 1,035,723 1,704,702 1,709,035 1,990,701 2,001,618 245,681 EMERGENCY MANAGEMENT 250 977 3,115 4,700 7,500 7,500 7,500 - BUILDING INSPECTION 330 412,562 287,451 460,198 462,762 544,239 547,647 84,885 SUB-TOTAL 10,288,497 6,996,825 10,838,799 11,205,226 11,919,627 12,023,208 771,080 PUBLIC WORKS DEPT PUBLIC WORKS DEPARTMENT 310 2,059,268 1,307,773 2,386,736 2,499,195 2,176,854 2,186,340 (312,855) ENGINEERING 330 631,173 380,569 559,925 545,962 615,493 617,972 72,010 SUB-TOTAL 2,690,441 1,688,343 2,946,661 3,045,157 2,792,347 2,804,312 (240,845) HEALTH & HUMAN SERVICES DEPT YOUTH PROGRAMS 545 45,000 30,000 75,000 75,000 75,000 75,000 - YOUTH & FAMILY COMMISSION 542 2,249 913 2,960 2,827 7,832 7,832 5,005 CEMETERY 549 9,500 9,500 9,500 9,500 9,500 9,500 - SUB-TOTAL 56,749 40,413 87,460 87,327 92,332 92,332 5,005 CULTURE, REC AND EDUCATION DEPT LIBRARY 520 1,694,077 - - - - - - MUSEUM 530 35,652 23,579 38,325 43,821 91,138 46,929 3,108 SENIOR CITIZENS PROGRAM 541 170,000 120,000 180,000 180,000 190,000 190,000 10,000 PARKS AND MAINTENANCE 550 648,446 510,487 818,791 867,346 995,379 1,011,342 143,996 RECREATION PROGRAMS 550 421,558 281,637 398,427 462,495 488,118 490,602 28,107 FAMILY AQUATIC CENTER 550 273,910 243,448 272,885 286,208 307,601 307,601 21,393 SUB-TOTAL 3,243,643 1,179,151 1,708,428 1,839,870 2,072,236 2,046,474 206,604 CONSERVATION DEPT PLANNING 610 345,698 219,491 363,352 375,664 538,194 539,681 164,017 ECONOMIC DEVELOPMENT 620 196,837 72,906 156,352 145,971 299,252 303,721 157,750 FORESTRY 650 197,762 48,846 100,133 101,652 177,331 177,670 76,018 SUB-TOTAL 740,297 341,243 619,837 623,287 1,014,777 1,021,072 397,785 TRANSFERS & CONTINGENCY DEPT TRANSFERS 690 392,539 1,532,844 1,703,739 1,782,839 1,913,969 1,901,856 119,017 PERSONNEL CONTINGENCY 150 - - - 15,000 - - (15,000) GENERAL CONTINGENCY 160 - - - 96,520 176,705 145,000 48,480 SUB-TOTAL 392,539 1,532,844 1,703,739 1,894,359 2,090,674 2,046,856 152,497 GENERAL FUND EXPENDITURES 21,772,189 14,616,871 22,297,433 23,149,010 24,528,076 24,519,132 1,323,220 41 City of Sun Prairie 2018 Budget CITY OF SUN PRAIRIE 2018 APPROVED BUDGET Mill Rate Summary Apportioned Rate Per % Change Levy Thousand From 2014 State - - 0.80% County 9,380,672 3.11655 4.70% Sun Prairie School District 36,159,109 12.02744 0.30% Madison Area Tech College 2,810,961 0.93391 0.10% City of Sun Prairie 21,922,409 7.71699 -1.70% 70,273,150 23.79489 -0.20% Less: State School Credit 6,037,026 2.00574 7.20% Net Rate 64,236,124 21.78915 -0.80% Residents of Sun Prairie School District Tax Levy/Rates County 13% Sun Prairie School District 51% Madison Area Tech College 4% City of Sun Prairie 32% 2017-2018 Property Tax Distribution 42 City of Sun Prairie 2018 Budget CITY OF SUN PRAIRIE 2018 APPROVED BUDGET Mill Rate Summary Apportioned Rate Per % Change Levy Thousand From 2014 State - - 0.80% County 9,380,672 3.11655 4.70% DeForest School District 36,984 10.59339 0.30% Madison Area Tech College 2,810,961 0.93391 0.10% City of Sun Prairie 21,922,409 7.71699 -1.70% 34,151,025 22.36085 -0.20% Less: State School Credit 5,323,041 2.00574 7.20% Net Rate 28,827,984 20.355108 -0.80% Residents of DeForest School District Tax Levy/Rates State 0% County 14% DeForest School District 42% Madison Area Tech College 4% City of Sun Prairie 35% 2017-2018 Property Tax Distribution 43 City of Sun Prairie 2018 Budget THIS PAGE LEFT BLANK INTENTIONALLY 45 City of Su n Prairie 2018 Budget DESCRIPTION The mayor serves as the Chief Executive Officer of the City of Sun Prairie and provides general supervision to the City Administrator. The mayor is elected by the registered voters of the city and serves a two-year term. The mayor appoints members/liaisons/chairs to various committees, boards and commissions and ensures that the city ordinances and state statutes are observed and enforced. Annually, the Mayor presents a balanced budget outlining his mission for the future. The mayor also serves as a voting chairperson of the plan commission. He chairs and represents the city on the community development authority. 2018 BUDGET HIGHLIGHTS The budget for membership expenses increased commensurate with organizational fee increases. The mayor’s c ompensation will be increased after the next mayoral election by an amount equal to city management’s 2017 cost of living and average performance increase. MISSION Provide policy leadership and executive oversight to City Officers, boards, and commissions. Provide Sun Prairie residents and businesses with a high level of city services and quality infrastructur e while maintaining fiscal responsibility. Balance the representation of the citizens of the City of Sun Prairie as divided by Aldermanic districts and as an entire municipality. GENERAL GOVERNMENT Mayor 46 City of Su n Prairie 2018 Budget STAFFING SUMMARY FTE General Fund $21,531 FTE elected FTE General Fund $21,662 FTE elected FTE Dollars $131 2017 2018 Change FINANCIAL SUMMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) MAYOR (110-00) Materials & Supplies $0 $400 $400 $400 $400 $0 Contractual Services 946 1,200 1,200 1,200 1,200 0 Professional Development 15,589 15,923 16,000 16,410 16,410 410 Total $16,535 $17,523 $17,600 $18,010 $18,010 $410 47 City of Su n Prairie 2018 Budget DESCRIPTION The City is divided into four aldermanic districts, each with two alderpersons who serve two-year terms. The Common Council has the responsibility for the management and control of City property, finances, highways, navigable waters, and public services; and has the power to act for the government and the good order of the City, for its commercial benefit and for the health, safety, and welfare of the public. 2018 BUDGET HIGHL IGHTS Alder compensation increased by an amount equal to the prior year’s cost of living and average performance increase of city management. In accordance with state law, the increase is effective after an election has occurred. STAFFING SU MMARY FTE General Fund $59,744 FTE elected FTE General Fund $61,699 FTE elected FTE Dollars $1,955 2017 2018 Change MISSION Represent the citizens of the City of Sun Prairie and exercise legislative powers convenient and necessary for the governance of the City. GENERAL GOVERNMENT City Council 48 City of Su n Prairie 2018 Budget FINANCIAL SUMMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) COUNCIL (115-00) Materials & Supplies $215 $750 $750 $750 $750 $0 Contractual Services 4,119 3,500 6,000 6,000 6,000 0 Professional Development 1,676 987 2,200 2,200 2,200 0 Total $6,010 $5,237 $8,950 $8,950 $8,950 $0 49 City of Su n Prairie 2018 Budget DESCRIPTIO N Municipal Court presides over matters that originate when a City of Sun Prairie police officer issues a citation charging a person or entity with violating a city ordinance. The municipal court judge adjudicates guilt and innocence during court proceedings and educates staff regarding changes in appropriate law. The citizens of Sun Prairie elect the municipal court judge for a term of four years. 2017 BUDGET HIGHLIGHTS The municipal court participated in meetings and discussions with the City of Madison Police Chief, Sun Prairie Police Chief, the City Attorney, and Dane County representatives regarding Restorative Justice for youthful offenders. School officers will begin program implementation in the fall of 2017. 2018 BUDGET HIGHLIG HTS The budget increases the Municipal Judge salary by two percent. MISSION Provide fair and impartial administration of justice for those accused of violating City of Sun Prairie ordinances. Provide the timely resolution of citizen concerns, safeguard the rights of individuals, protect the public interest and enhance public safety. GENERAL GOVERNMENT Municipal Court Judge Hebl 50 City of Su n Prairie 2018 Budget PERFORMANCE MEASUREMENT Adjudicate city ordinance violations. Measure 2013 2014 2015 2016 2017 Traffic Citations Processed 1,500 1,467 1,360 1701 756 Ordinance Citations 920 862 789 788 311 Court Trials 19 25 20 14 5 The 2017 data reflects information through July. STAFFING SUMMARY FTE OT/Seasonal Total General Fund $95,001 $0 $95,001 FTE* 1.00 0.00 1.00 FTE OT/Seasonal Total General Fund $97,513 $0 $97,513 FTE 1.00 0.00 1.00 FTE OT/Seasonal Total Dollars $2,512 $0 $2,512 FTE 0.00 0.00 0.00 2017 2018 Change *The Judge is an elected official and not included in the FTE count. FINANCIAL SU MMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) MUNICIPAL COURT (120-00) Contractual Services $8,998 $7,716 $9,100 $9,100 $9,100 $0 Professional Development 1,745 1,765 2,140 2,140 2,140 0 Total $10,743 $9,481 $11,240 $11,240 $11,240 $0 51 City of Su n Prairie 2018 Budget DESCRIPTIO N The legal department is called upon daily to assist with implementation of policy and to address a myriad of legal issues. The staff of two individuals provides legal services and collection support for all of the other departments, boards, City Council, and the Mayor. The City Attorney Drafts and reviews resolutions, ordinances, contracts, pleadings, and other legal documents. The City Attorney prosecutes all ordinance violations and defends the City and its officers if sued. Full-time in house counsel and additional expertise of outside contractual legal services provide the legal services required under the City Charter. This insures that the office is able to effectively anticipate and avoid risk and actionable legal problems. The policy most effectively promotes avoidance of City liability thereby reducing the overarching costs for legal services. The Office of the City Attorney relies by necessity on outside counsel to assist with expertise and the large volume of work as needed. 2017 BUDGET HIGHL IGHTS The City Attorney’s Office continued to provide the highest quality legal services necessary to safeguard the City of Sun Prairie and serve the public interest. MISSION Provide accurate, complete legal advice and defense on matters affecting the City of Sun Prairie. The primary responsibility of the City Attorney is to provide legal advice to the Common Council, the City Administrator, and Department Managers. GENERAL GOVERNMENT City Attorney City Attorney Legal Assistant 52 City of Su n Prairie 2018 Budget 2018 BUDGET HIGHLIGHTS The proposed budget provides modest increases in the budget for costs to continue. An increase in funds for outside counsel reflects the increasing volume and complexity of legal services required by a growing City. The increase in economic and residential growth comes with a parallel increase in demands for service and requires the ability to acquire outside counsel. PERFORMANCE MEASUREMENT Goal: Provide legal analysis and advice to City Departments and Council. Measure 2013 2014 2015 2016 2017 Development Agreements 3 9 9 8 17 Ordinance Amendments 9 9 14 18 18 The figures above reflect work performed by the City Attorney’s office. Contracted attorneys may perform additional work. The 2017 figures represent cases through July. Prosecute and collect forfeitures imposed by the court. Measure 2013 2014 2015 2016 2017 OWI 91 87 57 87 19 Retail Theft 157 220 180 137 46 THC 130 107 81 100 35 Other Municipal Citations 2,113 1,997 922 1,713 758 The 2017 figures represent cases through July. Refine legal issues and insure conservation of scarce judicial resources while deterring continued illegal behavior. Measure 2013 2014 2015 2016 2017 Pretrial Conferences 141 173 153 238 97 Forfeitures from Pretrial Stage $31,443 $47,188 $44,866 $62,651 $23,466 Total Forfeitures Assessed $339,924 $353,770 $305,156 $325,478 $128,180 The 2017 figures represent cases through July. Collect delinquent EMS fees and Municipal Court forfeitures. Measure 2013 2014 2015 2016 2017 EMS Fees $34,086 $53,572 $42,868 $35,707 $17,158 Forfeitures $66,349 $130,411 $103,197 $97,479 $83,044 53 City of Su n Prairie 2018 Budget STAFFING SUMMARY FTE OT/Seasonal Total General Fund $175,830 $0 $175,830 CATV Fund $2,032 $0 $2,032 Wastewater Fund $10,162 $0 $10,162 Stormwater Fund $15,243 $0 $15,243 Total $203,268 $0 $203,268 FTE 2.00 0.00 2.00 FTE OT/Seasonal Total General Fund $181,511 $0 $181,511 CATV Fund $2,087 $0 $2,087 Wastewater Fund $10,406 $0 $10,406 Stormwater Fund $15,606 $0 $15,606 Total $209,610 $0 $209,610 FTE 2.00 0.00 2.00 FTE OT/Seasonal Total Dollars $6,342 $0 $6,342 FTE 0.00 0.00 0.00 2017 2018 Change FINANCIAL SU MMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) CITY ATTORNEY (130-00) Materials & Supplies $1,163 $1,750 $1,500 $2,000 $2,000 $500 Contractual Services 64,809 28,900 19,000 25,700 25,700 6,700 Professional Development 8,233 8,639 10,525 11,275 11,275 750 Capital Items 255 250 500 500 500 0 Total 74,460 39,539 31,525 39,475 39,475 $7,950 THIS PAGE LEFT BLANK INTENTIONALLY 55 City of Sun Prairie 2018 Budget DESCRIPTIO N Personnel costs including wages, benefits, and liability insurance coverage comprise approximately 60% of the city’s budget. It is this division’s responsibility to administer the full range of Human Resources activities including policy development, salary administration, recruitment, selection, employee evaluation, training and development, personnel record retention and automation benefit administration, coordination of discrimination/equal opportunity issues, participation in labor negotiations, employee relations, evaluation of risk and improving employee safety and wellness. Although Hum an Resources is a division focused on internal service delivery, the department also has significant contact with the public for general information relating to public records requests, employment inquiries, and general city service delivery issues. MISSION Provide assistance in attracting and retaining a diverse and highly qualified workforce. GENERAL GOVERNMENT City Attorney Human Resources Human Resources Director Benefits Coordinator HR Generalist Admin Assistant 0.6 FTE 56 City of Sun Prairie 2018 Budget 2017 BUDGET HIGHLIGHTS The Department continues to attend career fairs and expand recruitment efforts in support of diversity initiatives. The Department added an HR Generalist position, with the support of the Sun Prairie Utilities Commission, to provide additional assistance, improve policies, and increase supervisory training. To improve efficiency and automate functions, the Department implemented the Onboard system for new hires to complete all paperwork electronically and streamline internal processes. We will be implementing online benefit enrollment for employees with the implementation of an electronic file transfer to reduce manual entries. Completed benefit plan document reviews, including HRA compliance with IRS code changes. 2018 BUDGET HIGHLIGHTS Additional funding to address employee safety and wellness requests. The advertising and printing cost to continue budget is reduced by $5,000 to reflect lower advertising costs as the Department moves to greater reliance on subscription services. PERFORMANCE MEASUREMENT Improve recruitment efforts and fill vacancies in a timely manner. Measure 2013 2014 2015 2016 2017 Positions filled (PT/FT) 28 35 38 37 31 Average number of days to fill positions 44 54 40 46 42 Applications received 1,479 1,709 1,478 1,548 1,516 % minority applicants 7% 14% 15% 14% 18% The 2017 data reflects recruitment efforts through August 18, 2017. Promote safety and wellness in the workplace. Measure 2013 2014 2015 2016 2017 Worker’s compensation claims 25 18 20 26 9 Worker’s compensation cost $264,605 $79,365 $178,441 $218,675 $44,373 Lost days due to Workers Compensation injuries/illnesses 225 34 185 251 22 Biometric testing participation New 91% 85% Percentage of employees who rate their general health as Good, Very Good, or Excellent New measure 93% 80% The 2017 data reflects performance through August 18, 2017. 57 City of Sun Prairie 2018 Budget Retain well-qualified and productive employees by providing essential benefits in a fiscally responsible manner. Measure 2013 2014 2015 2016 2017 Annual Turnover rate non- seasonal (FT Turnover rate) 8% (5.7%) 29% (16%) 19% (13%) 14% (14%) 10% (8%) FMLA Requests 67 47 55 47 34 Hours Used 6,602 6,250 6,797 4,094 2,631 Increase in Health Plan 3.65% 4.6% 2.5% 4% TBD Authorized FT positions 170 171 178 180 185 Authorized PT & LTE positions 33 33 39 37 31 The 2017 data reflects information through August 18, 2017. Continually update policies to promote management best practices and reduce organizational risk. Measure 2013 2014 2015 2016 2017 Policies or Ordinances revised/drafted 3 6 4 10 7 Job descriptions updated 8 16 20 24 39 Positions reviewed by job evaluation system 5 29 17 20 17 *The 2017 data reflects performance through August 18, 2017. 58 City of Sun Prairie 2018 Budget STAFFING SUMMARY FTE OT/Seasonal Total General Fund $246,693 $0 $246,693 CATV Fund $5,622 $0 $5,622 Wastewater Fund $13,688 $0 $13,688 Stormwater Fund $8,310 $0 $8,310 Total $274,312 $0 $274,312 FTE 3.60 0.00 3.60 FTE OT/Seasonal Total General Fund $267,503 $0 $267,503 CATV Fund $6,880 $0 $6,880 Wastewater Fund $16,730 $0 $16,730 Stormwater Fund $10,162 $0 $10,162 Total $301,275 $0 $301,275 FTE 3.60 0.00 3.60 FTE OT/Seasonal Total Dollars $26,963 $0 $26,963 FTE 0.00 0.00 0.00 Change 2017 2018 FINANCIAL SUM MARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) HUMAN RESOURCES (155-00) Materials & Supplies $951 $1,510 $858 $1,121 $1,121 $263 Contractual Services 42,208 52,800 60,800 52,800 52,800 (8,000) Professional Development 4,681 5,600 5,285 6,120 6,120 835 Capital Items 300 925 0 0 0 0 Total $48,140 $60,835 $66,943 $60,041 $60,041 ($6,902) 59 City of Sun Prairie 2018 Budget DESCRIPTION The City Clerk’s Office serves as the first point of contact for individuals seeking information about the City of Sun Prairie, Dane County, or the State of Wisconsin. The City Clerk’s Office processes over 20 types of license applications for the City of Sun Prairie, issuing over 2,300 licenses and permits a year. The City Clerk’s Office provides the public with notice of all city meetings in accordance with the state’s open meetings law and serves as the custodian of official records. The City Clerk’s Office impartially oversees all elections held in the City of Sun Prairie, ensuring every eligible voter has the opportunity to cast a ballot and have their ballot counted. The City Clerk’s office achieves this goal by educating voters and providing comprehensive training for over 390 election officials. MISSION Serving as the gateway to open government. Our team professionally provides Sun Prairie with equitable access to open meetings, public records, impartial license administration, and fair, secure, and transparent elections. Our ability to work as a team toward the common goal of providing exceptional customer service is based on a strong foundation of integrity, equity and transparency. GENERAL GOVERNMENT Administrative Services City Clerk’s Office City Clerk Deputy City Clerk - Election/Licensing Deputy City Clerk - Records Management Receptionist 0.75 FTE 60 City of Su n Prairie 2018 Budget 2017 BUDGET HIGHLIGHTS The 2017 budget initiative to lease a mail machine was implemented in April. The City Clerk retired after 22 years of service; a new City Clerk was hired in mid-May. The budget initiative to add 0.75 Receptionist position will be implemented at the end of the year. The Clerk’s Office started using OnBase for the creation of the Alcohol License Review Board and Common Council agendas and packets. Minutes for these meetings as well as the Committee of the Whole meetings transitioned to OnBase. Over the past few months, significant progress implementing a new process for records retention has begun. The Clerk’s Office has continued scanning documents retained in the City Clerk’s Office, resolutions, ordinances, agendas, minutes, etc. 2018 BUDGET HIGHL IGHTS Due to programming failures of the former city hosted Committees, Commissions, and Boards software, much of the historical information has been compromised. The Clerk’s Office is finding a solution for this database and expects to complete the transition to new software in early 2018. The databases housing Election Official and Licensing information utilize the same type of city-hosted software and need to be replaced with a reliable solution. The Clerk’s Office is working closely with IT and have found a vendor to partner with to resolve the issues. During the ne xt year, the Office expects to complete a full transition from the current document software to OnBase and create a new policy for maintaining city records. This will continue to break down information silos and work towards a more integrated of working with all other departments. The Clerk’s office will make changes to voting processes to improve voting operations and decrease polling site congestion on election day. The initiatives include an increase the availability of in person absentee voting options and four banners to educate citizens on absentee voting options. Second, two vote tabulators will be purchased to aid in ballot processing. Last, the State Elections Commission has approved Sun Prairie as a pilot site for e-poll books; the budget includes funding to purchase 12 e-poll books. The City’s a ccessible voting machines are 11 years old and malfunction frequently. To ensure the City continues to comply with accessibility requirements, the machines will be replaced. The machines will cost an estimated $13,740 and will be financed through capital borrowing. 61 City of Su n Prairie 2018 Budget The budget provides for one interpreter at each polling location on election days. While the city has forms in Spanish and Hmong, poll workers are unable to answer questions or provide verbal instruction to limited English speaking residents. The interpreters will facilitate communication. PERFORMANCE MEASUREMENT Provide access to local government through accurate and timely access to agendas and minutes. Measure 2013 2014 2015 2016 2017 Council & Special Meetings 31 21 27 25 17 Committee of the Whole 55 40 49 42 23 Board of Review 7 4 2 2 7 Alcohol License Review Board 7 4 7 4 1 TOTAL 100 69 85 73 48 The 2017 data reflects postings through August 2017. Provide equitable access to licenses and permits available through the City Clerk’s Office. Measure 2013 2014 2015 2016 2017 Special Event Permit 4 6 5 2 1 Cigarette and Tobacco Retail License 26 31 28 27 26 Dog License 1,152 1,251 1,192 1,157 1,185 Dog Park Permit 547 628 517 673 984 Liquor Establishment License 54 57 56 56 51 Operator License 392 478 336 322 331 Temporary Nightclub License 1 1 1 1 0 Nightclub License 5 6 6 7 9 Secondhand Dealer License 4 4 6 8 8 Solicitor’s Permit 57 29 25 26 27 Temporary Beer/Wine License 12 13 14 13 15 Street Use Permit 20 23 23 21 19 Taxi Cab Driver License 10 26 16 18 22 Amusement Device License 129 108 118 124 142 Blasting Permit 0 1 0 2 2 TOTAL 2,413 2,662 2,343 2,457 2,822 The 2017 data reflects permits issued through August 2017. 62 City of Su n Prairie 2018 Budget Conduct fair, open, and transparent elections. Ensure every eligible voter is able to cast a ballot and have that ballot counted. Measure 2013 2014 2015 2016 2017 Number of Elections 2 3 2 4 2 Average Election Officials 68 105 76 152 82 Average Registered Voters 19,207 17,929 18,507 19,245 20,543 Average Ballots Cast 2,811 5,887 3,241 8,543 3,198 Average Turnout % 14.7% 32.3% 17.5% 43.1% 15.6% STAFFING SUMMARY FTE OT/Seasonal Board Total General Fund $249,872 $32,990 $2,691 $285,553 FTE 4.00 0.00 0.00 4.00 FTE OT/Seasonal Total General Fund $269,677 $64,543 $2,691 $336,911 FTE 4.00 0.00 0.00 4.00 FTE OT/Seasonal Total Dollars $19,805 $31,553 $0 $51,358 FTE 0.00 0.00 0.00 0.00 2017 2018 Change FINANCIAL SUMMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) CITY CLERK (140-14) Materials & Supplies $1,020 $2,148 $1,105 $2,385 $2,387 $1,282 Contractual Services 37,596 22,686 23,000 24,600 24,600 1,600 Professional Development 2,837 3,701 4,905 5,665 5,665 760 Capital Items 28,000 0 0 0 0 0 $69,453 $28,536 $29,010 $32,650 $32,652 $3,642 63 City of Su n Prairie 2018 Budget 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) ELECTIONS (140-15) Materials & Supplies $20,671 $10,117 $8,750 $19,955 $19,955 $11,205 Contractual Services 8,889 4,300 7,000 10,500 10,500 3,500 Professional Development 198 120 300 300 300 0 Capital Items 4,359 0 0 5,700 5,700 5,700 Total $34,117 $14,537 $16,050 $36,455 $36,455 $20,405 THIS PAGE LEFT BLANK INTENTIONALLY 65 City of Sun P rairie 2018 Budget DESCRIPTION The City Administrator is responsible for the day-to-day operations of the City and ensures city departments are providing services effectively and efficiently. The City Administrator facilitates communication between the City Council and City staff and communicates the City’s programs, priorities and services to the public. Additionally, the City Administrator provides policy recommendations to the Mayor and City Council and works with elected officials, the public, and the staff to implement the City Council’s policy decisions. MISSION Implement the policies and goals of the Mayor and City Council. Manage the day-to-day operations of the City to ensure the organization is providing effective and economical services to citizens. Communicate City services, policies, priorities and programs to the public. General Government City Administrator City Administrator Management Analyst Administrative Intern 0.5 FTE 66 City of Sun Prairie 2018 Budget 2017 BUDGET HIGHLIGHTS The City Administrator’s Office entered into a contract to provide an Administrative Intern to the department. The Administrative Intern focuses on projects relating to sustainability and diversity. The Intern facilitates communications and provides support to other departments when necessary. The City Administrator’s Office continued its efforts to send all department and division heads to LEAD, a public sector management training course. Each year the department strives to send two managers to the training. 2018 BUDGET HIGHL IGHTS There are no notable changes in the 2018 budget. STAFFING SUMMARY FTE Seasonal Total General Fund $242,071 $8,074 $250,145 CATV Fund $1,308 $0 $1,308 Wastewater Fund $10,934 $0 $10,934 Stormwater Fund $6,448 $0 $6,448 Total $260,762 $8,074 $268,836 FTE 2.00 0.00 2.00 FTE Seasonal Total General Fund $236,668 $0 $236,668 CATV Fund $3,991 $0 $3,991 Wastewater Fund $10,985 $0 $10,985 Stormwater Fund $10,985 $0 $10,985 Total $262,629 $0 $262,629 FTE 2.00 0.00 2.00 FTE Seasonal Total Dollars $1,867 ($8,074) ($6,207) FTE 0.00 0.00 0.00 2017 2018 Change 67 City of Sun Prairie 2018 Budget FINANCIAL SUMMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) CITY ADMINISTRATOR (150-00) Materials & Supplies $1,032 $3,656 $3,390 $6,830 $6,830 $3,440 Contractual Services 6,201 5,000 5,000 19,480 19,480 14,480 Professional Development 16,199 20,185 20,185 20,325 20,325 140 Capital Items 1,251 3,200 15,500 770 770 (14,730) Total $24,683 $32,041 $44,075 $47,405 $47,405 $3,330 THIS PAGE LEFT BLANK INTENTIONALLY 69 City of Su n Prairie 2018 Budget DESCRIPTION The Finance Department is under the direction of the Administrative Services Department and provides financial management and operational support to the Mayor, City Council, City Administrator and City departments. Services provided by the Finance Department include accounting, cash management, purchasing review, payroll, tax collection, capital and asset management, annual budget and financial statement presentation, and administration of general liability, auto liability and property insurance. The City Treasurer/Account Manager resides with the Finance Department and is an appointed position. MISSION Ensure the City’s long-term fiscal sustainability by implementing sound budgetary and accounting practices in accordance with Generally Accepted Accounting Standards. Promote financial stewardship and safekeeping of City assets and provide a comprehensive risk management program to minimize the City’s property and casualty liabilities. Continually provide excellent financial support and consultant services to City departments. GENERAL GOVERNMENT Administrative Services Finance Director City Treasurer/Account Manager Accountant Budget Analyst 0.60 FTE Account Clerk 70 City of Su n Prairie 2018 Budget 2017 BUDGET HIGHLIGHTS The Department completed the biannual cost of actuarial services for post-employment healthcare costs. Cash Receipting, Animal License and Business License modules of the City’s financial software were implemented. The Department completed the update to the City’s Financial Management Plan and the City’s first Popular Annual Financial Report. Later this year, the Department will be implementing a transparency module of the City’s financial software to allow for citizen access to City financial records. 2018 BUDGET HIGHLIGHTS The cost to continue budget includes a decrease in budgeted maintenance agreements due to the completion of the accounting software upgrade in 2017. An increase in professional services reflects a contract price increase for audit services. PERFORMANCE MEASUREMENT Process payment transactions more efficiently by creating electronic payment options for both stakeholders and employees of the City. Measure 2013 2014 2015 2016 2017 Payments by ETF - - $ 862,559 $ 9,754,889 $5,768,842 Payments by procurement card $715,029 $1,844,879 $3,190,276 $4,106,642 $2,499,935 Collections by credit card/e- check - $17,012 $ 184,956 $239,111 $159,959 Tax collections by credit card/e-check - $325,122 $ 636,247 $925,584 $198,748 The 2017 figures reflect amounts through August 24, 2017. 71 City of Su n Prairie 2018 Budget Monitor and maintain an appropriate risk program to ensure the long-term financial stability of the City. Measure 2013 2014 2015 2016 Auto Physical Damage Claims 4 2 3 9 Auto Physical Damage Paid $8,523 $4,579 $9,212 $37,045 Auto Physical Damage Collected $0 $2,147 $0 $0 Auto Physical Damage Incurred $8,523 $2,432 $9,212 $39,300 General Liability Claims 18 16 8 9 General Liability Reserve $0 $0 $20,320 $30,000 General Liability Paid $359,735 $16,639 $12,616 $4,903 General Liability Collection $0 $0 $0 $0 General Liability Incurred $359,735 $16,639 $32,936 $34,903 STAFFING SUMMARY FTE OT/Seasonal Total General Fund $370,163 $3,265 $373,428 Turnover Savings (Gen Fund) ($29,000) $0 ($29,000) CATV Fund $4,235 $0 $4,235 Wastewater Fund $21,593 $0 $21,593 Stormwater Fund $27,518 $0 $27,518 Total $394,509 $3,265 $397,774 FTE 4.60 0.00 4.60 FTE OT/Seasonal Total General Fund $383,079 $3,887 $386,966 Turnover Savings (Gen Fund) ($29,000) $0 ($29,000) CATV Fund $4,372 $0 $4,372 Wastewater Fund $22,245 $0 $22,245 Stormwater Fund $28,343 $0 $28,343 Total $409,039 $3,887 $412,926 FTE 4.60 0.00 4.60 FTE OT/Seasonal Total Dollars $14,530 $622 $15,152 FTE 0.00 0.00 0.00 Change 2017 2018 72 City of Su n Prairie 2018 Budget FINANCIAL SUMMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) FINANCE DEPARTMENT (160-00) Materials & Supplies $87,735 $92,653 $95,101 $85,202 $85,202 ($9,899) Contractual Services 83,254 66,285 68,800 67,250 67,250 (1,550) Professional Development 3,508 4,175 5,300 5,395 5,395 95 Transfers 3,067 2,734 0 0 0 0 Capital Items 0 0 96,520 176,705 145,000 48,480 Total $177,564 $165,847 $265,721 $334,552 $302,847 $37,126 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) RISK MANAGEMENT (165-00) Contractual Services $305 $0 $0 $0 $0 $0 Insurance 465,552 418,952 428,430 129,428 129,428 (299,002) Professional Development - - 150 150 150 - Investment Amortization 34,374 - - 34,374 34,374 Capital Items 0 0 0 14,000 14,000 14,000 Total $500,231 $418,952 $428,580 $177,952 $177,952 ($285,002) 73 City of Su n Prairie 2018 Budget DESCRIPTION It is the assessor’s duty to discover, list, and value all taxable real and personal property within the taxation district. The values are reported annually in an assessment roll for the city. The assessor’s office is also charged with explaining and defending those assessments and reporting assessment results to the City and the Department of Revenue (DOR). This is accomplished following guidelines in the Wisconsin Property Assessment Manual and Wis. Stat. Ch. 70. Reviewing permits, sales, and conducting interior and/or exterior inspections of properties to confirm or update property data accomplish the Office’s discovery and listing tasks. The Office performs statistical analysis of data on a mass appraisal basis after consideration of market conditions, neighborhood analysis, physical, economic, governmental and social factors to determine current valuation amounts. If citizens disagree with the Assessor’s valuation, Open Book is conducted immediately following the MISSION To assess all taxable real and personal property fairly and accurately in accordance with Wisconsin State Statutes and the Wisconsin Property Assessment Manual. It is our duty to be ambassadors of the City by treating everyone we encounter with courtesy and respect. Furthermore, it is our responsibility to provide valuable, responsive, and cost-effective services to the citizens of Sun Prairie. GENERAL GOVERNMENT Administrative Services Assessing City Assessor Property Appraiser 2.0 FTE Commercial Property Appraiser 1.0 FTE Administrative Assistant 0.75 FTE 74 City of Sun Prairie 2018 Budget publishing of the initial annual Assessment Roll. A specific amount of time is dedicated to meeting with property owners to explain valuation methods and listen to their concerns regarding property valuation. The Board of Review follows with official hearings where the assessor formally defends a property’s assessment. 2017 BUDGET HIGHLIGHTS Assessing staff completed a revaluation of the city for the 2017 Assessment Roll. All 11,452 non- agricultural real estate parcels (except DOR assessed manufacturing parcels) were revalued to reflect the market as of January 1, 2017. The Office conducted 19 Board of Review hearings for 2017, ten residential & nine commercial. For contrast, there were 363 Board of Review hearings for the 2006 assessment roll, another year with large valuation changes. Two Commercial property owners opted to waive their right to a Board of Review hearing to advance their case directly to circuit court. Excessive Assessment claims are expected related to the 2017 assessments. 2018 BUDGET HIGHLI GHTS This is a maintenance year for the assessing division. The cost to continue includes increased salary ranges for property appraiser and city assessor positions. Due to technical and security difficulties with the former city hosted Assessor’s Property Search Site, assessing has contracted with a vendor to host a website allowing access to the City of Sun Prairie’s property records. PERFORMANCE MEA SUREMENT The Level of Assessment essentially measures how close the total assessed value of the city i s to market value. The goal in a revaluation year is to be as close to 100% as possible. If the Level of Assessment is above 100%, the assessments as a whole are greater than market value. If the Level of Assessment is below 100%, the assessments as a whole are less than market value. While individual properties will vary, they typically fall within a reasonable range of t he Level of Assessment. An acceptable Level of Assessment is 90% - 110% for any given year. Measure 2013 Reval 2014 Non-Reval 2015 Reval 2016 Non-Reval 2017 Reval Level of Assessment 100.08% 99.59% 99.23% 92.40% 100.00% The 2017 measure is estimated. 75 City of Su n Prairie 2018 Budget Annually maintain Real Estate parcels and Personal Property accounts for accuracy. Measure 2013 Reval 2014 Non-Reval 2015 Reval 2016 Non-Reval 2017 Reval Total Real Estate Parcels 11,387 11,335 11,422 11,422 11,452 Total Personal Property Accounts 1,184 1,183 1,201 1,201 1,108 Update real est ate parcels and personal property accounts to reflect physical and valuation changes. Measure 2013 Reval 2014 Non-Reval 2015 Reval 2016 Non-Reval 2017 Reval Interior Inspections 749 521 756 636 651 Other On-site Visits 513 451 684 557 18 Drive-by Reviews 129 196 1,148 162 1,885 Ag Reviews 555 395 477 433 648 Office Reviews 1,549 706 1,516 784 1,235 Real Estate Transfers Reviewed 1,131 1,460 1,199 1,156 1,417 Permits Reviewed 1,771 1,512 1,402 1,445 1,412 Personal Property Accounts Assessed 1,108 1,102 1,116 1,113 1,027 Annually conduct Open Book conferences with property owners to discuss valuation concerns and explain value development. This is an opportunity to correct records and possibly resolve valuation issues reducing the need for many property owners to appeal their assessments. Measure 2013 Reval 2014 Non-Reval 2015 Reval 2016 Non-Reval 2017 Reval Parcels or Personal Property Accounts Reviewed 81 96 81 22 262 Number of Adjustments N/A 33 61 20 162 Net $ Adjustments (-) or (+) -$9,173,000 -$2,918,100 -$3,184,300 -$313,700 -$6,458,000 Annually present defenses for assessment appealed to the Board of Review. Measure 2013 Reval 2014 Non-Reval 2015 Reval 2016 Non-Reval 2017 Reval Parcels or Personal Property Accounts Valuation Decisions 15 3 5 9 29 Number of Adjustments 7 3 4 7 14 Net $ Adjustments (-) or (+) -$2,473,200 $14,700 -608,500 -$1,428,610 -$4,303,200 76 City of Su n Prairie 2018 Budget STAFFING SUMMARY FTE OT/Seasonal Total General Fund $343,851 $1,282 $345,133 FTE 4.75 0.00 4.75 FTE OT/Seasonal Total General Fund $418,268 $576 $418,844 FTE 4.75 0.00 4.75 FTE OT/Seasonal Total Dollars $74,417 ($706) $73,711 FTE 0.00 0.00 0.00 Change 2017 2018 FINANCIAL SU MMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) ASSESSING (170-00) Materials & Supplies $8,038 $9,173 $10,203 $12,333 $12,339 $2,136 Contractual Services 8,246 15,850 15,250 13,300 13,300 (1,950) Professional Development 2,104 4,500 9,001 8,091 8,091 (910) Total $18,388 $29,523 $34,454 $33,724 $33,730 ($724) 77 City of Su n Prairie 2018 Budget DESCRIPTION The Information Technology (IT) Department is responsible for providing secure and effective technology equipment and solutions to enable the success of City departments and provide efficiencies in City operations. IT is actively working to modernize the City technology landscape and provide increased opportunities for transparency and citizen self-service. The Department also fulfills traditional responsibilities of enabling the storage, processing, and accessibility of City data. The department provides spatial and geographical data analysis and visualization services to City departments through a dedicated GIS team. MISSION Engage, empower, and enable staff to improve life for residents, businesses, and visitors in the City through technology and geospatial data analysis. General Government Administrative Services Information Technology Director GIS Coordinator GIS Technician 0.50 LTE Systems Administrator Business Analyst & Application Administrator Public Safety Support Specialist IT Support Specialist Admin Assistant 0.25 FTE 78 City of Su n Prairie 2018 Budget 2017 BUDGET HIGHLIGHTS The IT Department has made significant progress implementing new cybersecurity features and practices, empowering a more mobile workforce, building a new enterprise GIS platform, and equipping conference spaces with new technology to support staff. IT has implemented new processes and technologies to increase efficiencies and self-service opportunities. Work continues on phone system upgrades, technology replacement in the council chamber, and an IT strategic plan. 2018 BUDGET HIGHLIGHTS The IT Department will be continuing the regular replacement of end of life technology items and systems without a significant change to cost to continue. Critical systems being replaced in 2018 include backups and building access and security. IT will also be focusing on increasing network performance and redundancies, assisting departments to utilize GIS services and enterprise applications, and redesigning the City’s website in addition to its continuing cybersecurity efforts. The increa sing number of complex demands and higher level of service provided to departments requires full-time IT support staff capable of providing timely support and working toward integrated solutions. The budget provides 0.37 FTE authority and associated funding to modify the existing IT Support Specialist position to full time beginning July 1, 2018. The IT Dep artment will install cameras at cash handling locations in order to mitigate risks identified in the City’s last financial audit. The project will be financed with $33,000 in General Fund balance. The City will implement a cloud-based system to track open records requests across all departments. The system will increase efficiency, provide workflow tracking and reporting functionality, and allow for online submission of open records requests. The estimated system cost is $7,275 funded by General Fund balance. The IT budge t is divided into two organization codes in the accounting system in 2018; the GIS budget will be tracked separately from general IT operations. Operationally, the Department structure remains the same. 79 City of Su n Prairie 2018 Budget PERFORMANCE MEASUREMENT Resolve issues in accordance with our service levels and resolve issues on first contact while maintaining a high satisfaction rating. Measure 2016 2017 Issues Resolved On-time 66% 68% Issues Resolved On First Contact 66% 61% Issues Resolved to Satisfaction* - 97% 2017 is the first year for satisfaction surveys Decrease the amount of time it takes for IT staff to contact users regarding their issue and ultimately resolve it. Measure 2016 2017 Average Time to First Response 18:30 24:30 Average Time Between Responses 17:20 18:20 Average Time to Resolution 47:50 46:30 All figures represent hours:minutes. 80 City of Su n Prairie 2018 Budget STAFFING SUMMARY FTE OT/Seasonal Total General Fund $446,241 $25,556 $471,797 CATV Fund $11,372 $0 $11,372 Wastewater Fund $13,289 $0 $13,289 Stormwater Fund $10,897 $0 $10,897 Total $481,799 $25,556 $507,355 FTE 5.63 0.50 6.13 Information Technology FTE OT/Seasonal Total General Fund $446,875 $11,456 $458,331 CATV Fund $19,729 $0 $19,729 Wastewater Fund $13,595 $0 $13,595 Stormwater Fund $3,943 $0 $3,943 Total $484,142 $11,456 $495,598 FTE 5.25 0.00 5.25 Geographic Information Systems FTE OT/Seasonal Total General Fund $72,369 $15,114 $87,483 CATV Fund $0 $0 $0 Wastewater Fund $8,981 $0 $8,981 Stormwater Fund $8,981 $0 $8,981 Total $90,331 $15,114 $105,445 FTE 1.00 0.50 1.50 FTE OT/Seasonal Total Dollars $92,674 $1,014 $93,688 FTE 0.62 0.00 0.62 2017 2018 Change 81 City of Su n Prairie 2018 Budget FINANCIAL SUMMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) INFORMATION TECHNOLOGY (180-00) Materials & Supplies $9,037 $10,000 $15,000 $3,000 $3,000 ($12,000) Contractual Services 16,841 20,000 28,200 16,488 16,488 (11,712) Professional Development 0 0 0 0 0 - Subtotal $25,878 $30,000 $43,200 $19,488 $19,488 ($23,712) 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) GEOGRAPHICAL INFORMATION SYSTEMS (180-10) Materials & Supplies $0 $0 $0 $25,798 $25,798 $25,798 Contractual Services 0 0 0 100 100 100 Professional Development 0 0 0 0 0 0 Subtotal $0 $0 $0 $25,898 $25,898 $25,898 TOTAL $25,878 $30,000 $43,200 $45,386 $45,386 $2,186 THIS PAGE LEFT BLANK INTENTIONALLY 83 City of Su n Prairie 2018 Budget DESCRIPTION The Building Maintenance Division provides building maintenance and repairs at all municipal facilities, including City Hall, the West Side Community Service Building, both Fire/EMS facilities, the Library, the City Service Center, the Wastewater Treatment Plant, the Historical Museum, and numerous miscellaneous facilities throughout the city. It is also responsible for snow removal from sidewalks and walkways at five of these facilities. The Division procures and provides vendor oversight for contracted janitorial and maintenance services. MISSION Provide clean, secure, and well-maintained buildings at all City of Sun Prairie facilities. GENERAL GOVERNMENT Community Development Building Maintenance Community Development Director Sr. Maintenance Supervisor Bldg. Maintenance Technician Bldg. Maintenance Technician 0.25 LTE 84 City of Su n Prairie 2018 Budget 2017 BUDGET HIGHLIGHTS The Division completed several of its initiatives for the year, including the replacement of second floor office and meeting room chairs in City Hall, IT workspace renovations, City Service Center Roof repair, repainting City Hall stairwells, and fire sprinkler inspections. Two initiatives are scheduled to be completed before the end of the year: second floor restroom renovations and installation of handicap accessible entries. 2018 BUDGET HIGHLIGHTS The Clerk’s office and Building Inspection Department will jointly design a first floor office and service counter space remodel in order to improve workflow, efficiency, and customer service. Building maintenance staff will provide support for the project and expenses will be charged to the building maintenance fund. Minor adju stments have been made to some line items in the Building Maintenance budget based on 2017 trends. The operating supplies budget and the repairs and maintenance line item were increased to reflect current costs. In addition, expenses in two line items were consolidated into one to reflect correct categorization. The budget for janitorial service reflects an anticipated cost increase as the city prepares to go through a new procurement process for the service. As noted in the chart following the financial summary, the building maintenance fund will be used to ensure proper maintenance and repair to city buildings. This includes City Hall ceiling tile replacement, bollard light replacement, and exhaust fan replacement. All of these items are original to the building and have reached the end of their useful life or are in disrepair due to age. Heating and cooling system updates include the replacement of pre-heating/cooling pumps that were installed to boost efficiency of the system but were damaged during a freeze/thaw incident. The Division will add an air conditioning unit in a basement workspace not currently served by the HVAC system. The Council Chamber refresh will replace aged or worn carpeting, blinds, and acoustic panels; and paint the city’s primary formal meeting space. The building m aintenance division will purchase a tablet to allow maintenance staff remote access to information and provide greater ability to complete facility maintenance while away from City Hall. 85 City of Sun Prairie 2018 Budget PERFORMANCE MEASUREMENT With the help of the IT Department, the Building Maintenance Division implemented a new service/incident ticket system in February of 2017 for facility maintenance work orders and needs. The prior system was not reliable and was of limited value for tracking performance. Statistics and performance for 2017 are noted below. The ticket system should prove valuable for tracking performance in future years. Respond to maintenance requests submitted within 24 hours, and strive to resolve such requests within 48 hours. Measure 2017 2018 2019 2020 2021 Number of tickets received 215 Average response time (hours) 8:23 Average resolution time (hours) 21:35 Respond to urgent and high priority maintenance requests within 4 hours, and strive to resolve them within 24 hours. Measure 2017 2018 2019 2020 2021 No. of urgent and high priority tickets 28 Average response time (hours) 2:48 Average resolution time (hours) 5:24 STAFFING SUMMARY FTE OT/Seasonal Total General Fund $142,572 $22,373 $164,945 FTE 2.00 0.25 2.25 FTE OT/Seasonal Total General Fund $154,259 $31,553 $185,812 FTE 2.00 0.25 2.25 FTE OT/Seasonal Total Dollars $11,687 $9,180 $20,867 FTE 0.00 0.00 0.00 2017 2018 Change 86 City of Sun Prairie 2018 Budget FINANCIAL SUMMARY Building Maintenance Operations 2018 2019 2020 2021 2022 Projected Projected Projected Projected Projected City Hall Heat Pump Replacement 21,000 28,000 28,000 28,000 Council Chambers Refresh 25,000 City Hall Ceiling Tile Replacement 15,000 15,000 10,000 City Hall Chair Replacement 20,000 Carpet Replacement - Dispatch 8,000 Paint 2nd Floor Lobby 15,000 Paint 1st Floor Lobby 15,000 Paint Comm. Room 15,000 Carpet Replacement - PD 1st Floor 24,000 Carpet Replacement - PD Basement 12,000 Bollard Lights 7,000 Tablet 2,000 Break Room Renovations 18,000 Shop Room/Office AC Unit 5,500 Exhaust Fans 3,000 3,000 3,000 1,500 Pre-Heating/Cooling Fan Replacement 13,500 Sub-total Project Costs 71,000 109,000 56,000 56,500 43,000 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) BUILDING MAINTENANCE (185-00) Materials & Supplies $139,837 $194,734 $176,579 $197,664 $197,683 $21,104 Contractual Services 155,424 161,400 184,569 172,200 172,200 (12,369) Professional Development 0 550 550 550 550 0 Capital 11,723 128,020 128,630 197,100 155,100 26,470 Total $306,984 $484,704 $490,328 $567,514 $525,533 $35,205 87 City of Su n Prairie 2018 Budget Assistant Chief Chief Patrol Lieutenant Shift Sergeants 7.0 FTE Patrol Officers 30.0 FTE Community Service Officers 2.0 FTE District Liaison Officers 4.0 FTE Support Lieutenant Detective Sergeant Detectives 4.0 FTE School Officers 2.0 FTE Officer Property Officer Records Supervisor Munic Court Clerk Admin Assts 5.5 FTE Court Officer Dispatch Supervisor Dispatch 8.0 FTE Executive Assistant MISSION Build relationships and solve problems. PUBLIC SAFETY Police 88 City of Su n Prairie 2018 Budget DESCRIPTIO N Administration Four command level officers that lead the police department. The police chief is responsible for directing the operations of the organization with the help of the assistant police chief. A lieutenant leads patrol operations and a lieutenant leads support services. An executive assistant provides support. Patrol Around the clock policing carried out by 30 officers, four district liaison officers, seven sergeants, and two community service officers. A lieutenant leads the division. District Liaison Officer Four officers assigned to each patrol district that focus on neighborhood problem solving and community engagement, crime prevention services, mental health intervention, and drug and gang activity. Detective Bureau Four detectives supervised by the detective sergeant that provide police response to complex, time consuming, and serious investigations. Detectives collect evidence at crime scenes, conduct intensive interviews, make complicated legal charging decisions, and work closely with the district attorney’s office. A civilian property officer is housed in this bureau. School Liaison Officer Two officers assigned the high school / alternative school and the upper middle school / lower middle school respectively. These officers are charged with proactive problem solving and relationship building in the schools. Dispatch Eight dispatchers that provide 24-hour dispatching services for police staff and answering services for citizens wishing to reach city government. The communications center accomplishes several tasks related to the city’s public safety function, including monitoring alarms and cameras, supporting the emergency operations center, and accessing local databases. A dispatch supervisor leads the work unit. Records A staff of six full-time and one part-time led by a records supervisor. The group is charged with processing police related records. Staff also assists in carrying out a variety of tasks, including open records processing, social media management, citizen fingerprinting, license and permit processing, and staffing two service windows. One bureau member is dedicated to court officer duties. Community Policing A section of the department’s budget intended to provide the resources required for community policing. The funds allow for the purchase of equipment used in assignments that serve the community, like the honor guard and chaplains. Funds support the Citizen Academy, National Night Out, and other outreach activities. Crossing Guards The city contracts with a vendor for 13 crossing guards stationed throughout the community with the purpose of ensuring student safety. 89 City of Su n Prairie 2018 Budget 2017 BUDGET HIGHLIGHTS In 2017, the Department hired a second shift community service officer. The budget provided funding to support the police chaplains program. An additional squad car and a leased vehicle for use by the county court clerk were added to the fleet. The Department purchased and installed a new dispatch logging recorder. The recorder captures recordings of all radio traffic and telephone activity. This ensures records are available for public records, as an investigatory resource, and provides evidentiary recordings. The Department is anticipating an approximately $500,000 surplus in budget year 2017 due to vacancies, lower than expected enrollment in the city’s health insurance plan, and fuel savings. The police department does not expect salary and fringe savings to continue in 2018. 2018 BUDGET HIGHLIGHTS Fuel costs are reduced by $20,282; the cost of fuel per gallon is less than in years past. A transition to a new Computer Aided Dispatch system in 2017 results in $14,625 in software savings. The cost of in-house training has increased; the department wants to ensure that use of force trainers are adequately prepared to instruct officers. Ongoing operation cost estimates reflect the increase. The budget provides FTE authority and funding for a District Liaison Officer. The Department currently has four district liaison officers, one for each of the Department’s four policing districts. However, one of the district liaison officers is shared with the Department’s K-9 unit. The addition of a police district liaison officer will allow the K-9 officer to devote their time to K-9 services throughout the city, with a concentration on illegal drug activities. The Department will reclassify an existing sworn officer position to a Police Detective position at an estimated cost of $4,648 annually. This will add resource to the investigative bureau to address criminal trends that produce a high demand for special investigative personnel. The City will increase the crossing guard contract by two guards to serve the two new elementary schools opening in September 2018. The Sun Prairie Police Department maintains a philosophy of proactive and progressive policing practices. In keeping with this philosophy, the Department will add body camera technology for 40 cameras to be shared amongst officers. The budget also provides 0.6 FTE authority and funding for a records staff position. The position will ensure proper video storage and adherence to video record 90 City of Su n Prairie 2018 Budget retention policies, as well as respond to video related open records requests. Last, the budget provides increased funding for IT storage and support. The body camera initiative will be funded through a combination of capital levy and tax levy. PERFORMANCE MEASUREMENT Maintain low crime rates. Measure 2013 2014 2015 2016 Crime Rate Per 1,000 Residents Violent Crime 3.19 3.78 3.21 3.19 Property Crime 25.95 23.55 19.62 17.57 Problems Resolved Abatement 10 6 1 4 Directed Patrol 150 153 105 128 Drug Enforcement 34 35 28 10 Frequent Address 54 12 9 3 Gang Activity / Frequent Contacts 1 3 5 0 Miscellaneous / Long Term 15 7 7 8 Traffic Safety 33 30 34 16 Warrant 104 37 71 19 STAFFING SU MMARY FTE OT/Seasonal Board Total General Fund $610,074 $917 $1,292 $612,283 FTE 5.00 0.00 0.00 5.00 FTE OT/Seasonal Board Total General Fund $642,140 $915 $1,292 $644,347 FTE 5.00 0.00 0.00 5.00 FTE OT/Seasonal Board Total Dollars $32,066 -$2 $0 $32,064 FTE 0.00 0.00 0.00 0.00 Police Administration 2017 2018 Change 91 City of Su n Prairie 2018 Budget FTE OT/Seasonal Board Total General Fund $3,496,072 $101,897 $0 $3,597,969 FTE 39.00 0.00 0.00 39.00 FTE OT/Seasonal Board Total General Fund $3,724,494 $90,237 $0 $3,814,731 FTE 39.00 0.00 0.00 39.00 FTE OT/Seasonal Board Total Dollars $228,422 -$11,660 $216,762 FTE 0.00 0.00 0.00 FTE OT/Seasonal Board Total General Fund $647,266 $32,295 $0 $679,561 FTE 7.00 0.00 0.00 7.00 FTE OT/Seasonal Board Total General Fund $741,021 $36,416 $0 $777,437 FTE 7.00 0.00 0.00 7.00 FTE OT/Seasonal Board Total Dollars $93,755 $4,121 $0 $97,876 FTE 0.00 0.00 0.00 0.00 2017 2018 Change Police Investigation Police Patrol 2017 2018 Change 92 City of Su n Prairie 2018 Budget FTE OT/Seasonal Board Total General Fund $593,823 $51,571 $0 $645,393 FTE 9.00 0.00 0.00 9.00 FTE OT/Seasonal Board Total General Fund $624,060 $51,639 $0 $675,698 FTE 9.00 0.00 0.00 9.00 FTE OT/Seasonal Board Total Dollars $30,237 $68 $0 $30,305 FTE 0.00 0.00 0.00 0.00 FTE OT/Seasonal Board Total General Fund $459,501 $3,148 $0 $462,649 FTE 7.40 0.00 0.00 7.40 FTE OT/Seasonal Board Total General Fund $487,016 $3,119 $0 $490,135 FTE 8.00 0.00 0.00 8.00 FTE OT/Seasonal Board Total Dollars $27,515 -$29 $0 $27,486 FTE 0.60 0.00 0.00 0.60 Police Records 2017 2018 Change Police Communications 2017 2018 Change 93 City of Su n Prairie 2018 Budget FTE OT/Seasonal Board Total General Fund $442,877 $20,248 $0 $463,125 FTE 6.00 0.00 0.00 6.00 FTE OT/Seasonal Board Total General Fund $487,554 $21,344 $0 $508,898 FTE 7.00 0.00 0.00 7.00 FTE OT/Seasonal Board Total Dollars $44,677 $1,096 $0 $45,773 FTE 1.00 0.00 0.00 1.00 FTE OT/Seasonal Board Total General Fund $200,786 $4,624 $0 $205,410 FTE 4.00 0.00 0.00 4.00 FTE OT/Seasonal Board Total General Fund $202,900 $4,627 $0 $207,527 FTE 4.00 0.00 0.00 4.00 FTE OT/Seasonal Board Total Dollars $2,114 $3 $0 $2,117 FTE 0.00 0.00 0.00 0.00 Change District Liaison Officers 2017 2018 School Liaison Officers 2017 2018 Change 94 City of Su n Prairie 2018 Budget FINANCIAL SUMMARY FTE OT/Seasonal Board Total General Fund $6,450,399 $214,699 $1,292 $6,666,390 FTE 77.40 0.00 0.00 77.40 FTE OT/Seasonal Board Total General Fund $6,909,184 $208,297 $1,292 $7,118,773 FTE 79.00 0.00 0.00 79.00 FTE OT/Seasonal Board Total Dollars $458,786 -$6,403 $0 $452,383 FTE 1.60 0.00 0.00 1.60 2017 2018 Change Police Department Summary 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) POLICE ADMINISTRATION (210-21) Materials & Supplies $25,591 $33,350 $35,029 $29,808 $29,808 ($5,221) Contractual Services 262,281 201,135 201,835 187,211 188,511 (13,324) Professional Development 8,839 9,450 9,135 20,468 20,468 11,333 Capital 0 40,000 40,000 0 3,100 (36,900) Total $296,711 $283,935 $285,999 $237,487 $241,887 ($44,112) 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) POLICE PATROL (210-22) Materials & Supplies $70,439 $60,100 $57,100 $61,580 $62,630 $5,530 Contractual Services 34,141 29,747 29,045 29,747 29,747 702 Professional Development 44,176 52,358 49,693 36,920 36,920 (12,773) Capital 7,359 31,343 31,073 26,630 26,630 (4,443) Total $156,115 $173,548 $166,911 $154,877 $155,927 ($10,984) 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) POLICE INVESTIGATION (210-23) Materials & Supplies $14,215 $22,400 $20,450 $21,600 $21,600 $1,150 Contractual Services 4,735 4,465 4,465 4,465 4,465 0 Professional Development 4,245 5,105 4,745 4,745 4,745 0 Total $23,195 $31,970 $29,660 $30,810 $30,810 $1,150          95    City of Sun Prairie 2018 Budget          2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) POLICE COMMUNICATIONS (210‐24) Materials & Supplies $1,417 $2,824 $1,750 $1,750 $1,750 $0 Contractual Services 99,509 117,170 128,043 117,014 117,014 (11,029) Professional Development 1,782 2,849 2,749 2,749 2,749 0 Capital 29,990 0 18,240 0 0 (18,240)          Total $132,698 $122,843 $150,782 $121,513 $121,513 ($29,269) 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) POLICE RECORDS (210‐25) Materials & Supplies $1,010 $1,100 $1,000 $1,000 $1,000 $0 Professional Development 343 1,600 1,650 1,650 1,650 0 Total $1,353 $2,700 $2,650 $2,650 $2,650 $0 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) DISTRICT LIAISON OFFICERS (210‐26) Materials & Supplies $3,482 $2,450 $3,800 $3,800 $4,800 $1,000 Contractual Services 1,896             2,160             2,500             2,500             2,500 0 Professional Development 4,495 4,000 4,016 4,000 4,500 484 Total $9,873 $8,610 $10,316 $10,300 $11,800 $1,484 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) POLICE VEHICLES (210‐27) Materials & Supplies $271,304 $435,690 $477,972 $357,633 $358,833 ($1 19,139) Total $271,304 $435,690 $477,972 $357,633 $358,833 ($119,139) 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) COMMUNITY POLICING (210‐28) Materials & Supplies $4,413 $6,700 $6,700 $6,700 $6,700 $0 Contractual Services 0 0 600 0 0 (600)               Professional Development 691 400 0 0 0 0 Total $5,104 $7,100 $7,300 $6,700 $6,700 ($600) 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) CROSSING GUARDS (210‐29) Contractual Services $95,985 $101,553 $101,553 $115,435 $115,435 $13, 882 Total $95,985 $101,553 $101,553 $115,435 $115,435 $13,882 96 City of Sun Prairie 2018 Budget 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) SCHOOL LIAISON OFFICERS (210-30) Materials & Supplies $0 $1,400 $1,400 $1,400 $1,400 $0 Contractual Services 0 800 1,000 1,000 1,000 0 Professional Development 0 1,650 1,650 1,650 1,650 0 Total $0 $3,850 $4,050 $4,050 $4,050 $0 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) POLICE DEPARTMENT SUMMARY Materials & Supplies $391,871 $566,014 $605,201 $485,271 $488,521 ($116,680) Contractual Services 498,547 457,030 469,041 457,372 458,672 (10,369) Professional Development 64,571 77,412 73,638 72,182 72,682 (956) Capital 37,349 71,343 89,313 26,630 29,730 (59,583) Total $992,338 $1,171,799 $1,237,193 $1,041,455 $1,049,605 ($187,588) 97 City of Su n Prairie 2018 Budget DESCRIPTIO N The Sun Prairie Fire Department (SPFD) is contracted by the City of Sun Prairie to deliver fire service. Services include emergency response, fire prevention, fire education, and assistance to Sun Prairie Emergency Medical Services Department and Sun Prairie Police Department. The SPFD district SPFD covers a service district of approximately 96 square miles and over 43,000 residents in the City of Sun Prairie, and Townships of Burke, Bristol, and Sun Prairie. Fire Chief Administrative Assistant Career Lieutenants 2.0 FTE Operations Staff 10.0 FTE Operations 2.0 LTE Assistant Chief 3.0 Paid on Call Volunteer Fire Fighters Management Review Team MISSION The mission of the Sun Prairie Fire Department (SPFD) is to deliver the highest professional service to our community by protecting life, property, and the environment. We carry out these functions by providing courteous and effective responses through quality training with the highest standards of integrity and performance. In partnership with our community we strive for excellence through prevention and education. PUBLIC SAFETY Fire 98 City of Su n Prairie 2018 Budget The SFPD operates out of two stations located within the City. The SPFD staffs Station 1 with a minimum of four firefighters 24/7/365, with a combination of career and volunteer/Paid-on-Premise staff. Career staff work from 6:00 am until 6:00 pm daily, when a crew of volunteers comes in to staff until 6:00 am the next morning. As of July 1, 2017, the SPFD Station II is staffed Monday through Friday for 8 hour shifts, with career staff, and weekends with Paid on Call personnel. This is an incremental step in staffing Station II 24 hours a day. The SPFD continues to implement the 2014 Fire Department Review & Assessment by McGrath Consulting recommendations for the future of fire protection. 2017 BUDGET HIGHLIGHTS The initial increase of four operational FTEs is the first incremental step in establishing 24/7 staffing for the West-Side District. This operational company started mid-year, and provides staff from 9 am to 5 pm in accordance with peak call volume and availability of volunteers. This initiative has decreased response times to the West Corridor during daytime operations. In partnership with Sun Prairie EMS, the SPFD is implementing an Emergency Medical Responder (EMR) program, whereby fire department staff are certified EMS providers. Being certified allows SPFD personnel to initiate EMS care until an ambulance arrives. In addition, many times SPVFD members assist in the transport of patients to the hospital. 2018 BUDGET HIGHLIGHTS Training for personnel will continue at both the EMR and EMT level to enhance service to the communities. Currently 28 members are certified EMT’s or EMR’s and eight are currently in the 2017 course. Wages and benefits for existing staff will increase to bring salaries and health insurance benefits to a competitive range. PERFORMANCE MEASUREMENT Respond to citizens’ call for service. Measure 2013 2014 2015 2016 2017 Calls for Service 815 1,003 1,020 1,120 1,095 Information for 2017 reflects call volume through August 2017. 99 City of Su n Prairie 2018 Budget FINANCIAL SUMMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) FIRE (220-00) Materials & Supplies $52,176 $25,000 $10,000 $8,426 $8,494 ($1,506) Contractual Services 878,778 1,058,570 1,056,570 1,289,571 1,289,571 233,001 Capital 13,310 55,776 55,776 0 0 (55,776) Total $944,264 $1,139,346 $1,122,346 $1,297,997 $1,298,065 $175,719 THIS PAGE LEFT BLANK INTENTIONALLY 101 City of Sun Prairie 2018 Budget DESCRIPTION As the mobile arm of emergency health service, the main role of the Sun Prairie Emergency Medical Services (SPEMS) Department is to respond to emergency 911 calls. Through the course of these requests for service, SPEMS is able to quickly provide medical help to patients who have serious or life- threatening injuries or illnesses. SPEMS is also an integral part of the public safety triad that includes Sun Prairie Police and Sun Prairie Fire Departments. With the primary responsibility of emergency 911 response, many subsequent responsibilities ensue. These include emergency preparedness and training, providing a presence for specific events such as charity runs or athletics, and community education. Mutual aid agreements are necessary to ensure an adequate response regardless of the availability of SPEMS resources. Under these agreements, not only is mutual aid received, but it is also provided to neighboring agencies. EMS Director Full-Time Paramedics 12.0 FTE Part-Time Paramedics 10.0 FTE MISSION Provide prompt, compassionate, clinically excellent care to all residents and visitors to the City of Sun Prairie. PUBLIC SAFETY Emergency Medical Services 102 City of Sun Prairie 2018 Budget 2017 BUDGET HIGHLIGHTS The Department contracted with a vendor to provide SPEMS with their electronic patient care reporting system. The transition from the prior vendor has been seamless and the new platform works flawlessly. Data is flowing from the reporting system to the billing company and the Wisconsin Ambulance Record Data System (WARDS) as required. EMS contracts to a third party for transport billing services, which also transitioned smoothly to a new a billing vendor. The Department replaced station furniture, including mattresses, box springs, and office chairs. Tactical-type, ballistic helmets were placed into service on each ambulance. These serve a dual purpose: in the case of a mass casualty-type event, they would provide appropriate ballistic protection to the paramedics’ head, and they can be used as head protection during extrication at a motor vehicle collision. The Department purchased lifelike adult and pediatric mannequins to help train staff to the highest level of proficiency as it relates to the management of a patient’s airway. 2018 BUDGET HIGHLIGHTS The Budget Revenue estimate includes an increase in the ambulance transport fee from $700 for a resident to $900 per transport. Charging an ambulance fee ensures individuals who use the service pay a portion of the service cost. The last fee increase was in 2011; supplies and equipment expenses have increased resulting in the need to increase transport fees. The revised fee is similar to that of other Madison area cities. The Operating Supplies budget line reflects the cost of supplies necessary to care for patients. Supplies, especially pharmaceuticals, have increased in cost anywhere from 10 to 50 percent. The increase in cost is offset by improved procedures to correctly categorize costs and reduce the level of expired medications. Technology, office, and janitorial supplies require slight increases. The overall number and cost of maintenance agreements for equipment will increase. The mattress and stretcher will be upgraded to increase patient safety and comfort. 103 City of Sun Prairie 2018 Budget PERFORMANCE MEASUREMENT Identify and meet customers’ needs. Provide timely service to all community members who request it. Measure 2014 2015 2016 2017 Call volume 2,205 2,391 2,467 2,712 Response time: En route 1.25 1.22 1.25 1.45 Response time: To scene 4.41 4.2 4.21 4.51 Response time: To hospital 21.36 20.33 19.24 19.53 The 2017 figures are projected based on actual calls through August. Response times are measured in minutes. Provide quality care to customers. The Department provides staff training to ensure quality of care. Measure 2014 2015 2016 2017 IV success rate 64.61% 64.89% 63.92% 68% First-pass intubation success rate 41.67% 78.57% 73.17% 100% Deliver service in a cost-effective manner. A review of the electronic patient care records by our contracted vendor shows above average completion of the document by staff and thereby above average reimbursement for the service. The vendor contract began in 2017. Measure 2017 % No Rating 89 11.1% Rated 1 0 0% Rated 2 5 0.4% Rated 3 50 6.3% Rated 4 171 21.3% Rated 5 487 60.9% STAFFING SUMMARY FTE OT/LTE Total General Fund $1,032,712 $337,609 $1,370,321 FTE 13.00 6.00 19.00 FTE OT/LTE Total General Fund $1,056,617 $409,728 $1,466,345 FTE 13.00 10.00 23.00 FTE OT/LTE Total Dollars $23,905 $72,119 $96,024 FTE 0.00 4.00 4.00 2017 2018 Change 104 City of Sun Prairie 2018 Budget FINANCIAL SUMMARY 2015 2016 2017 2017 2018 2018 INCREASE ACTUAL ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) EMS (230-00) Materials & Supplies $205,060 $171,330 $216,782 $212,746 $442,679 $443,523 $230,777 Contractual Services 102,002 102,188 84,600 85,580 81,300 81,300 (4,280) Capital 0 0 14,500 14,500 0 0 (14,500) Total $307,062 $273,518 $315,882 $312,826 $523,979 $524,823 $211,997 105 City of Sun Prairie 2018 Budget DESCRIPTIO N The city has established an Emergency Management Team consisting of the police chief, fire chief, emergency medical services director, and the assistant police chief. This group is working toward achieving disaster preparedness, with an emphasis on a functional Emergency Operations Center (EOC) for protective services leaders, city administration, and city department leaders to use during emergency events and planned large-scale events. MISSION Plan, prepare for, and respond to disasters so that our community can most effectively protect lives and property. PUBLIC SAFETY Emergency Management Emergency Management Director Police Chief Emergency Management Coordinator Fire Chief Emergency Management Coordinator EMS Director Emergency Management Coordinator Assistant Police Chief 106 City of Sun Prairie 2018 Budget 2017 BUDGET HIGHLIGHTS The EMT group is completing a hazard mitigation plan as a part of an overall county-wide effort to create a plan. The plan addresses steps that can be taken by the City to help limit damage from natural disasters. Dane County Emergency Management will incorporate the hazard mitigation plan into a countywide plan. 2018 BUDGET HIGHLIGHTS Emergency Management staff continue to request funding for training affording personnel the opportunity to avail themselves of needed learning opportunities. In addition, operating monies are requested so minor upgrades and equipment can be purchased, especially related to the EOC. FINANCIAL SUMMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) EMERGENCY MANAGEMENT (250-00) Materials & Supplies $977 $4,700 $5,000 $5,000 $5,000 $0 Professional Development 0 0 2,500 2,500 2,500 0 Capital 0 0 0 0 0 0 Total $977 $4,700 $7,500 $7,500 $7,500 $0 107 City of Sun Prairie 2018 Budget DESCRIPTION The Building Inspection Division is a division of the Community Development Department. The Division is primarily responsible for reviewing plans, issuing permits and providing inspection services for new buildings, building addition s, alterations and modifications, and other construction activities to ensure compliance with applicable codes and regulations. The Division is responsible for the collection of permit fees, impact fees and other fees associated with the permitting process. In addition, the Division provides property maintenance and zoning code enforcement services for the City. Due to the individual skill sets of current employees , the Division provides support to Building Maintenance, Public Works , and other departments in the areas of plumbing and commercial electrical installations and maintenance at City facilities. MISSION Advance quality and safety in the built environment for all who live, work, and visit our community by providing high quality inspection services for all new and existing structures, responsive property maintenance and zoning enforcement services, and friendly and courteous service to our customers. PUBLIC SAFETY Community Development Building Inspection Director of Building Inspection Assistant Building Inspector 2.0 FTE Assistant Building/Plumbing Inspector Administrative Assistant Receptionist 0.25 FTE 108 City of Sun Prairie 2018 Budget 2017 BUDGET HIGHLIGHTS The Division hired a full time building/plumbing inspector in March; the 2017 budget increased this position from part-time to full-time status. The 2017 budget included an increase in training funds in order to ensure the Division stays current with innovations in the field. Staff attended multiple professional and trade related training sessions during the year. The Building Inspection Division administered over 1,300 total permit applications through June. The Division completed a full rebuild of the Munis Permit and Inspection software. This included over 50 staff hours of system training in February, March and May, and 100 staff hours for implementation in June. Staff entered approximately 2,000 active permit and code enforcement records back in to the Munis system following the rebuild. Staff and an LTE data entry specialist accomplished this project in August. In an effort to provide the best possible field services to our customers, the Division implemented new tablet computers to enable staff to be more effective and efficient in an ever-increasing mobile environment. The Wisconsin Department of Safety and Professional Services (DSPS) awarded Sun Prairie Building Inspection special plan review delegation, which allows the City to perform plan review services normally conducted by the DSPS. The Division has updated relevant ordinances and fees to implement plan review services, and has begun plumbing and HVAC systems review. Fire Alarm and Fire Sprinkler plan review will be administered by the Sun Prairie Volunteer Fire Department. Congruent with 2017 budget initiatives, the Division completed a minor renovation of the inspectors’ office area to accommodate current and future plan review stations, and more efficient document management and storage. 2018 BUDGET HIGHLIGHTS The Building Inspection Division’s permit fee schedule was reviewed and amended. The minimum permit fee was raised from $25 to $50. In addition, permitting costs were previously based on project cost and have been modified to a square footage basis. These modifications result in greater uniformity in fee permits, are a better reflection of the cost of providing review and inspection services, and are more congruent with neighboring communities within Dane County. The cost to continue dues and memberships budget reflects increased costs. Staff are encouraged to participate in outside organizations to stay current in their respective fields. The Division will purchase a cordless drill and diagnostic tools for sound, moisture, and wind detection in order to conduct field inspections safely and efficiently. This is a one-time expense of $650. 109 City of Sun Prairie 2018 Budget The uniform allowance will be increased by $1,100 to ensure staff have appropriate clothing in all types of weather and conditions and have OSHA regulated protective gear. The City received authority from the Wisconsin Department of Safety and Professional Services (DSPS) to perform complex plan review in lieu of the DSPS for all multi-family, commercial and industrial projects within the city. Previously plans for all new construction, additions, and most alterations were required to go to the DSPS for review, with review timelines of 6 to 7 weeks. The Building Inspection Division’s goal is to complete the reviews within 7 to 10 days. Existing staff within Building Inspection and the Fire Department will review plans for fire protection and plumbing systems, and can review a portion of the building and HVAC portions of a complete plan. However, a Wisconsin Licensed Architect or Engineer must review all new construction, most additions, and some remodeling. The budget provides funding and authority to hire an LTE position to assist with reviews as the Division evaluates the time associated with this new workload. Review fees will fund the LTE position expense. Section 15.04.020 (I) of the Code of Ordinances specifies that the Building Inspection Division must perform certain inspections during the course of construction within two business days after notification. Due to the unprecedented increase of multifamily and commercial construction permits in 2017, additional work hours will be required in 2018 to complete these inspections. The budget provides $5,000 in overtime funding to address the expected increase in work volume. PERFORMANCE MEASUREMENT One of the anticipated outcomes of the Munis software rebuild is to enable staff to better track timelines for various activities, such as processing permit applications or completing inspections. As the volume of records increase, we will have the ability to demonstrate service trends. Below is a sample of inspection data. Comply with Wisconsin Administrative Code requirements to perform inspections within two business days. Measure 2015 2016 2017 Total Inspections 6,754 6,777 3,480 Inspection completed same day 86% 92% 81% Inspection completed within 1 day 7% 5% 12% Inspection completed in 2 or more days 7% 3% 7% The 2017 data reflects inspections through May 31, 2017. Calls for service statistics. Measure 2015 2016 2017 Permit Applications 1,823 1,750 816 Code Enforcement Cases 396 468 213 Field Inspections 6,754 6,779 3,480 The 2017 data reflects services through May 31, 2017. 110 City of Sun Prairie 2018 Budget STAFFING SUMMARY FTE OT/Seasonal Total General Fund $399,059 $25,000 $424,059 FTE 5.25 0.00 5.25 FTE OT/Seasonal Total General Fund $459,911 $29,222 $489,133 FTE 5.25 0.00 5.25 FTE OT/Seasonal Total Dollars $60,852 $4,222 $65,074 FTE 0.00 0.00 0.00 2017 2018 Change FINANCIAL SUMMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) BUILDING INSPECTION (240-00) Materials & Supplies $19,303 $20,303 $19,253 $38,449 $38,514 $19,261 Contractual Services 10,306 9,800 14,800 15,100 15,100 300 Professional Development 2,036 2,850 4,150 4,900 4,900 750 Capital 0 500 500 0 0 (500) Total $31,645 $33,453 $38,703 $58,449 $58,514 $19,811 111 City of Sun Prairie 2018 Budget MISSION Provide a clean and safe environment for Sun Prairie residents by providing street maintenance, snow and ice removal, traffic control, stormwater facility maintenance, affording safe and reliable maintenance of City fleet and equipment, and ensuring residents receive accurate and timely service information. Public Works Public Works Administration, Operations, Snow & Ice, Traffic Control and Streets Director of City Services / City Engineer Director of Public Works Fleet and Contracts Supervisor Fleet Crewleader Fleet Tech 2.0 FTE Traffic Control Tech Street and Stormwater Supervisor Streets Maintenance 7.0 FTE Streets Seasonal 3.0 FTE Streets 1.0 LTE Stormwater Maintenance 4.0 FTE Stormwater Seasonal 2.0 FTE Recycle Center 1.0 LTE Parks and Forestry Supervisor Parks Crewleader Parks 3.0 LTE Parks Seasonal 5.0 FTE Parks Maintenance 4.5 FTE Forestry Maintenance 0.5 FTE Street Scapes 0.6 FTE Project Asst 112 City of Sun Prairie 2018 Budget DESCRIPTION The Public Works Department educates residents on the services Public Works offers and provides alternatives for services the City may not offer. The Department conducts pavement maintenance to roads, parking lots, bike paths and sidewalks. Maintenance activities include sinkhole repairs, chip and slurry sealing, micro sealing, concrete sealing, sidewalk replacement, curb and gutter replacement, spray patching, and crack filling. Last, the Department procures and monitors contracts for services. The Traffic Control division maintains and repairs traffic signals, signage and lane markings. The Snow & Ice Division removes snow and ice from streets, parking lots, bike paths and sidewalks. 2017 BUDGET HIGHLIGHTS The Snow & Ice Division e ntered the 2017/2018 snow season with two full salt sheds . The Division is expected to remain under budget for snow and ice materials, repairs and maintenance and professional services. Staff researched and tested new products, such as micro sealing, to delay the timeframe for future chip and slurry sealing and the more costly street rehabilitation. The Department remained under budget for chip and slurry seal. The Department chose to complete Colored Concrete Sealing, used to preserve the useful life of existing infrastructure, in house. This resulted in greater materials costs which were offset by reduced contractor expenses. The Department also moved sidewalk and curb and gutter repairs from a contracted service to in-house repair to provide a better finished and more cost efficient product. With the addition of over 30 lane miles of streets in 2017, staff still completed plow of all City streets in an average 9.5 hours. This was achieved by rearranging routes and re-assigning vehicles to make operations more efficient. 2018 BUDGET HIGHLI GHTS The 2018 cost to continue budget includes funding for salt supplies and utility cost increases. Staff is becoming more aggressive and experienced with crack filling and spray patching, thus delaying the timeframe for future chip and slurry sealing and street rehabilitation. Additional training dollars include $2,800 for a traffic control maintenance worker to achieve a certification that will allow him to diagnose, repair, and install more equipment on traffic signals. The cost includes out of state travel for course attendance, course fees, meals, airfare, and lodging. 113 City of Sun Prairie 2018 Budget The city has purchased land on Bailey Road for future public works facility needs. In 2018, a consultant will be hired to complete a needs assessment. The assessment will include an evaluation of public works staffing, vehicle, facility, and parking needs, as well as site analysis and concept design. The estimated contracted cost is $28,000 funded with General Fund balance. Traffic responsive signal programming allows signals to communicate with one another and work together within a road network to move traffic more efficiently. The Department will install traffic responsive signal programming for all signals in the Prairie Lakes Corridor in order to respond to changing traffic patterns and reduce accidents. General Fund balance will be used for this $110,000 project. PERFORMANCE MEASUREMENT Maintain city streets. Measure 2014 2015 2016 2017 Lane Miles of Streets 335 340 350 380 Tons of crack filling material 43,200 43,200 86,400 86,400 Sq yards of streets slurry sealed 25,915 37,638 18,750 22,796 Sq yards of streets chip sealed 85,969 113,900 107,400 142,748 Sq yards of sidewalks repaired 2,305 600 875 Linear feet of curb & gutter repaired 189 1177 312 Sink holes repaired 18 17 29 12 The 2017 data reflects information through July 31, 2017. Sidewalk and curb & gutter repairs occur in the fall. 114 City of Sun Prairie 2018 Budget STAFFING SUMMARY FTE OT/Seasonal Total General Fund $147,424 $630 $148,054 Stormwater Fund $23,174 $0 $23,174 Total $170,598 $630 $171,228 FTE 2.00 0.00 2.00 FTE OT/Seasonal Total General Fund $155,095 $0 $155,095 Stormwater Fund $23,761 $0 $23,761 Total $178,856 $0 $178,856 FTE 2.00 0.00 2.00 FTE OT/Seasonal Total Dollars $8,258 -$630 $7,628 FTE 0.00 0.00 0.00 Note: The Fleet Supervisor position & expense are reflected in the Fleet Narrative. FTE OT/Seasonal Total General Fund $496,835 $41,181 $538,016 Stormwater Fund $43,856 $0 $43,856 Total $540,691 $41,181 $581,872 FTE 7.70 0.00 7.70 FTE OT/Seasonal Total General Fund $453,032 $40,632 $493,664 Stormwater Fund $45,256 $0 $45,256 Total $498,288 $40,632 $538,920 FTE 7.70 0.00 7.70 FTE OT/Seasonal Total Dollars -$42,403 -$549 -$42,952 FTE 0.00 0.00 0.00 Note: The Stormwater Supervisor position & expense are reflected 50% in the Stormwater Narrative. Public Works Administration Public Works Operations 2017 2017 2018 Change 2018 Change 115 City of Sun Prairie 2018 Budget FTE OT/LTE Total General Fund $11,303 $32,295 $43,598 FTE 0.00 0.00 0.00 FTE OT/Seasonal Total General Fund $56,548 $17,168 $73,716 FTE 0.00 0.00 0.00 FTE OT/Seasonal Total Dollars $45,245 -$15,127 $30,118 FTE 0.00 0.00 0.00 FTE OT/Seasonal Total General Fund $655,562 $74,106 $729,668 Stormwater Fund $67,030 $0 $67,030 Total $722,592 $74,106 $796,698 FTE 9.70 0.00 9.70 FTE OT/Seasonal Total General Fund $664,675 $57,800 $722,475 Stormwater Fund $67,030 $0 $67,030 Total $731,705 $57,800 $789,505 FTE 9.70 0.00 9.70 FTE OT/Seasonal Total Dollars $9,113 -$16,306 -$7,193 FTE 0.00 0.00 0.00 Public Works Summary 2017 2018 Change Change Public Works Snow & Ice 2017 2018 116 City of Sun Prairie 2018 Budget FINANCIAL SUMMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) PUBLIC WORKS ADMINISTRATION (310-31) Materials & Supplies $1,256 $1,300 $1,300 $1,300 $1,300 $0 Contractual Services 10,449 10,150 8,000 10,150 10,150 2,150 Professional Development 1,014 1,675 1,325 1,875 1,875 550 Total $12,719 $13,125 $10,625 $13,325 $13,325 $2,700 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) PUBLIC WORKS OPERATIONS (310-33) Materials & Supplies $320,094 $372,950 $377,591 $171,491 $173,544 ($204,047) Contractual Services 22,041 24,650 31,438 28,713 28,713 (2,725) Professional Development 588 3,000 3,000 3,015 3,015 15 Capital 1,727 0 0 0 0 0 Total $344,450 $400,600 $412,029 $203,219 $205,272 ($206,757) 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) SNOW AND ICE CONTROL (310-34) Materials & Supplies $42,195 $222,000 $227,500 $257,790 $257,790 $30,290 Contractual Services 88,298 80,000 81,600 86,600 86,600 5,000 Total $130,493 $302,000 $309,100 $344,390 $344,390 $35,290 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) TRAFFIC CONTROL (310-35) Contractual Services $25,459 $32,000 $33,000 $33,000 $33,000 $0 Professional Development 150 1,200 1,650 4,550 4,550 2,900 Capital 40,345 22,500 33,750 21,000 21,000 (12,750) Total $65,954 $55,700 $68,400 $58,550 $58,550 ($9,850) 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) STREET MAINTENANCE (310-36) Materials & Supplies $55,446 $85,000 $90,000 $60,000 $60,000 ($30,000) Contractual Services 642,802 749,406 774,040 712,250 712,250 (61,790) Total $698,248 $834,406 $864,040 $772,250 $772,250 ($91,790) 117 City of Sun Prairie 2018 Budget 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) PUBLIC WORKS SUMMARY Materials & Supplies $418,991 $681,250 $696,391 $490,581 $492,634 ($203,757) Contractual Services 789,049 896,206 928,078 870,713 870,713 ($57,365) Professional Development 1,752 5,875 5,975 9,440 9,440 3,465 Capital 42,072 22,500 33,750 21,000 21,000 (12,750) Total $1,251,864 $1,605,831 $1,664,194 $1,391,734 $1,393,787 ($270,407) THIS PAGE LEFT BLANK INTENTIONALLY 119 City of Sun Prairie 2018 Budget DESCRIPTIO N The Engineering Department provides a wide array of municipal engineering services. Department members are required to be well diversified in both office and field related responsibilities. The Department provides engineering oversight, assists in the management of the City’s Stormwater Utility, and provides engineering support for other City Departments. Engineering collects, distributes, reports, Director of Public Services/City Engineer Assistant City Engineer Senior Engineering Technician Engineering Technician 2.0 FTE Administrative Assistant 0.25 FTE Staff Engineer 2.0 FTE MISSION Manage the development and maintenance of the City’s infrastructure in a fiscally prudent and professional manner. Public Works Engineering 120 City of Sun Prairie 2018 Budget and maintain records of public infrastructure improvements. The Engineering Department reviews, designs, and coordinates construction inspection of public improvements in private developments and subdivisions. The Department reviews and approves Street Opening, Driveway, and Erosion Control/Stormwater Management Permits. Engineering staff complete field ratings of street conditions to properly categorize existing streets as either Total Street Reconstruction or Pavement Rehabilitation projects. Staff revisit street evaluations periodically to account for any changes in their conditions. City utilities, including wastewater, water, and electric, may request a street be prioritized for reconstruction due to utility needs. In addition, pedestrian needs must be taken into account. The Engineering Department works with all appropriate entities to ensure all factors are reflected in the long-term plans. The Department develops construction schedules and cost estimates for Total Street Reconstruction, Pavement Rehabilitation, Sidewalk Installation Program, and the Storm Sewer Extension Programs. This allows the City to plan for the timing and financing of these projects. City engineering staff design and develop construction documents for the City’s Total Street Reconstruction, Pavement Rehabilitation, Sidewalk Installation Program, and the Storm Sewer Extension Programs. Properly designed and constructed projects can result in a longer life for improvements and lower maintenance costs. 2017 BUDGET HIGHLIGHTS The 2017 Engineering Department budget included an initiative to replace an aging Robotic Total Station. The prior surveying equipment lacked the latest technology available. 2018 BUDGET HIGHLIGHTS The cost to continue estimate will allow the Engineering Department to support design and planning of streets in the 2018 approved capital improvement plan. The budget designates $2,500 in General Fund balance for a new automatic level and sensor. The Engineering Department oversees the administration of the Storm Water Utility and the associated Wisconsin Department of Natural Resources (WDNR) permits. The budget includes FTE authority and funding for a Staff Engineer; 50 percent of the expense will be borne by the Storm Water Utility and 50 percent from the General Fund. The incumbent in this position will conduct storm water and erosion control inspections as mandated by WDNR storm water permit requirements. Additionally this position will be responsible for managing Capital Improvement Projects from design through construction. It is more cost effective for city staff to perform this work rather than contracting with a vendor. 121 City of Sun Prairie 2018 Budget PERFORMANCE MEASUREMENT Review city funded capital improvement projects and new private development projects to ensure projects are congruent with engineering standards. Measure 2013 2014 2015 2016 2017 City’s Capital Improvement Projects 4 6 8 13 6 CIP Projects size (millions) $3.2 $7.1 $5.4 $7.0 $7.6 New Private Development Projects 2 10 8 6 13 Private Development Size (millions) $0.6 $3.3 $5.0 $4.0 $9.8 The 2017 data reflects projects through August 18, 2017. Timely Des igns Measurements – Provide engineering services for capital improvements that result in well-designed projects constructed at a competitive cost. Measure 2013 2014 2015 2016 2017 Total Contracts/Contracts advertised prior to March 31st 8 7 13 6 Contracts advertised before March 31 5 *5 12 6 Total Contracts/Contracts Inspected by Engineering Dept. 8/7 7/7 13/13 6/6 Two grant funded projects were advertised for bid in December 2014. Continue to update the City’s Street Reconstruction Program to include the streets in greatest need of repair, while considering the needs for utility upgrades. WISLR (Wisconsin Information System for Local Roads) is an excellent tool to analyze existing conditions of pavement within the City limits. City Staff is required to provide updated pavement ratings every other year. Pavement rating are based on a PASER rating (ranging 1-10 with 1=failed, 2-3=poor, 4-5=fair, 6-7=good, 8=very good, 9-10=excellent). Below is an existing chart showing the street inventory and associated ratings: 122 City of Sun Prairie 2018 Budget Reconstruct or rehabilitate streets with a PASER rating of 6 or less. Measure 2014 Miles 2015 Miles 2016 Miles 2017 Miles 2018 Miles Street Projects with 3 Rating 0.78 0.26 0.65 0.66 1.19 Street Projects with 4 Rating 0.03 0.93 0.93 2.45 1.35 Street Projects with 5 Rating 0.00 0.00 0.25 0.63 0.86 Street Projects with 6 Rating 0.00 0.00 0.00 0.06 0.33 Street Projects with component requested by Utility Owner and Pedestrian components. Measure 2014 2015 2016 2017 Street Projects with component requested by a Utility Owner 2 2 2 3 Street Projects with Pedestrian component 3 6 9 5 0 5 10 15 20 25 30 1 Rating 2 Rating 3 Rating 4 Rating 5 Rating 6 Rating 7 Rating 8 Rating 9 Rating 10 Rating 0 0.17 6.89 26.6 23.4 24.9 23.4 13.2 6.7 3.3 Miles of City Roads Pavement Rating (1 = worst, 10 = brand new) Miles of Road with Pavement Ratings (Data from WISLR) 123 City of Sun Prairie 2018 Budget STAFFING SUMMARY FTE OT/Seasonal Total General Fund $459,155 $11,445 $470,600 Wastewater Fund $16,858 $0 $16,858 Stormwater Fund $95,073 $0 $95,073 Total $571,086 $11,445 $582,531 FTE 6.25 0.00 6.25 FTE OT/Seasonal Total General Fund $563,752 $11,445 $575,197 Wastewater Fund $18,959 $0 $18,959 Stormwater Fund $133,276 $0 $133,276 Total $715,987 $11,445 $727,432 FTE 7.25 0.00 7.25 FTE OT/Seasonal Total Dollars $144,901 $0 $144,901 FTE 1.00 0.00 1.00 2017 2018 Change FINANCIAL SU MMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) ENGINEERING (330-00) Materials & Supplies $47,101 $21,087 $19,933 $34,074 $34,150 $14,217 Contractual Services 4,486 6,900 7,650 1,345 1,345 (6,305) Professional Development 2,747 2,225 3,015 3,880 3,880 865 Capital 1,410 20,560 25,460 3,400 3,400 (22,060) Total $55,744 $50,772 $56,058 $42,699 $42,775 ($13,283) THIS PAGE LEFT BLANK INTENTIONALLY 125 City of Sun Prairie 2018 Budget DESCRIPTIO N The Youth and Families Commission of the City of Sun Prairie’s duty is to increase the community's awareness of the positive contributions made to the community by youth and families . The Commission helps groups within the city to work on making Sun Prairie a better place for the City's youth and families. The Youth and Families Commission was established under Chapter 2.60 in the City's municipal code of ordinances. The Commission is comprised of seven adult members, four youth members, one adult alternate, and one youth alternate. One adult member services as liaison to the Common Council. 2017 BUDGET HIGHLI GHTS The Commission sponsored and covered the costs for City-wide presentations by the Domestic Abuse Intervention Services (DAIS), by Sun Prairie Police Department gang signs and signals, and the Rolling Prairie Community Dinner. The Commission is planning a Reality Check on volunteerism this fall; costs include a facilitator, food, and supplies. Working with The Star newspaper and service organizations, the Commission will co-sponsor the Sun Prairie Service Summit scheduled for late October. The purpose of this Summit is to bring together MISSION Enhance the quality of life for the residents of the Sun Prairie School District. The Youth and Families Commission seeks to promote healthy behaviors, lifestyles, and community conditions that empower people to be self-sustaining, contributing members of their families, schools, work places, and community. Health and Human Services Youth and Families Commission Youth and Families Commission 126 City of Sun Prairie 2018 Budget charitable and service organizations, churches and foundations in order to collaborate, coordinate and network. Members continue to identify training opportunities to assist in its work. Commission members attend the Madison Region’s Economic Development and Diversity Summit annually. 2018 BUDGET HIGHLIGHTS The budget includes $5,000 for the commission to increase outreach efforts to youth and families through targeted local events. The funding will all support a commission initiative to document whether gangs are static or growing in the city. The goal of community events is to foster a greater level of connectedness, to promote available resources, and to increase a sense of community ownership, particularly related to deterring or reporting crime. The Youth and Families Commission plans to continue working with youth grades 8 through 12 through a Reality Check session to examine awareness and possible solutions to race-related issues. Facilitated by social workers from the school district, the Commission will examine a Substance Abuse Coalition model and assess whether it could be successfully implemented in Sun Prairie. STAFFING SUMMARY Commission General Fund $2,067 FTE 0.00 Commission General Fund $2,072 FTE 0.00 FTE Dollars $5 FTE 0.00 2017 2018 Change 127 City of Sun Prairie 2018 Budget FINANCIAL SUMMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) YOUTH & FAMILY COMMISSION (542-00) Materials & Supplies $10 $530 $10 $10 $10 $0 Contractual Services 35 510 0 5,000 5,000 5,000 Professional Development 829 500 750 750 750 0 Total $874 $1,540 $760 $5,760 $5,760 $5,000 THIS PAGE LEFT BLANK INTENTIONALLY 129 City of Sun Prairie 2018 Budget DESCRIPTIO N The Sun Prairie Cemetery Association consists of burial plot owners, their heirs, and volunteers interested in maintaining the Sun Prairie Cemetery. The cemetery has been in the city since 1851. The Association continues to make landscaping improvements and restore historic headstones. The City has provided funding to the Sun Prairie Cemetery Association since 2001 to enable the cemetery to maintain the appearance and accessibility of this historic cemetery. City funds supplement traditional cemetery income sources such as plot sales and burial fees. 2017 BUDGET HIGHLIGHTS The City provided $9,500 to support the Cemetery in last year’s budget. 2018 BUDGET HIGHLIGHTS There are no notable changes in the cost to continue budget. Sun Prairie Cemetery MISSION Maintain the Sun Prairie Cemetery. HEALTH AND HUMAN SERVICES Sun Prairie Cemetery 130 City of Sun Prairie 2018 Budget FINANCIAL SUMMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) CEMETERY Contractual Services $9,500 $9,500 $9,500 $9,500 $9,500 $0 Total $9,500 $9,500 $9,500 $9,500 $9,500 $0 131 City of Sun Prairie 2018 Budget DESCRIPTIO N The museum provides a wide range of services to the community. These include changing exhibits to provide a fresh, new display of art, artifacts, manuscripts, photographs and other materials of interest to visitors. The museum preserves all donations to the collection in climate controlled s torage and monitors temperature and humidity on a regular schedule to prevent damage to items in the coll ection. The museum serves as a depository for new additions to our collection and an accessioning process is in place to record, label, number and store items donated to the museum. One of our goals has been to increase the number of hours that the museum is open. In the past it was open only two hours a day four days a week. We are currently open four hours a day, six days a week which is three times the hours we were open in the past. This has significantly improved access to our exhibits and the amount of foot traffic we have in the museum. New museum software is currently being installed by the City IT Department, which will provide a digital image of items in our collection accessible to the public. This will create a "Virtual Museum" that will allow more of our collection to be viewed. It is estimated that we only have 2-3% of our collection on MISSION Preserve and interpret the history of Sun Prairie and the surrounding area in order to effectuate a community which understands and has pride in its roots to the past. CULTURE, RECREATION, AND EDUCATION Recreation Department Historical Museum Historical Museum Curator/Director Assistant Curator/Director Registrar 132 City of Sun Prairie 2018 Budget display. The 2018 cost to continue budget supports a working partnership with the Sun Prairie Media Center for additional History programming that could be in audio form for the radio or audio-visual form for television. The museum staff continues to look at opportunities to promote museum programs. The museum completed filming of the O'Keeffe Family Story with Discover Wisconsin that will air in 2018. 2017 BUDGET HIGHLIGHTS In 2017 several items were accomplished to improve the physical appearance of the museum. Window opening and glass block improvements will provide greater energy efficiency and a better aesthetic. Light fixtures were retrofitted or installed using LED lights to improve energy utilization and prevent damage to items on display. A new commercial size dehumidifier was installed in the Westside Community Services Building storage location to provide continuous humidity control for our collection. The information kiosk that stood near the sidewalk in front of the museum has been removed and an entirely new concrete approach has been poured from the sidewalk to the front entrance to the museum. Lastly, the museum wheelchair lift has undergone a major repair with new parts and is functioning, which allows us to be in compliance with the ADA and serve those with special needs. 2018 BUDGET HIGHLIGHTS The 2017 budget mistakenly removed funding for the Assistant Curator position and a 2017 budget amendment allowed the Museum to move supplies budget to fund Assistant Curator wage expenses. The 2018 cost to continue budget restores funding for the Assistant Curator and supplies. STAFFING SUMMARY Staffing General Fund $21,196 FTE 0.00 FTE General Fund $21,300 FTE 0.00 FTE Dollars $104 FTE 0.00 2017 2018 Change 133 City of Sun Prairie 2018 Budget FINANCIAL SUMMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) MUSEUM (530-00) Materials & Supplies $7,404 $6,279 $9,875 $12,279 $12,279 $2,404 Contractual Services 6,268 5,900 6,500 8,150 8,150 1,650 Professional Development 0 150 300 300 300 0 Capital 3,055 4,800 5,950 4,900 4,900 (1,050) Total $16,727 $17,129 $22,625 $25,629 $25,629 $3,004 THIS PAGE LEFT BLANK INTENTIONALLY 135 City of Sun Prairie 2018 Budget DESCRIPTIO N The Sun Prairie Colonial Club is an independent senior activity center that offers adult day care, senior dining options, in-home supportive care, case management services, educational opportunities, activities, and trips. The Club strives to provide a diverse selection of programming options for today’s active senior. The City o f Sun Prairie provides funding to the Colonial Club to support its operations and program offerings. As an independent senior center, the Colonial Club receives funding from multiple sources in addition to City funds; these include membership dues, private donations, United Way funds, grants, and Medicaid-related funding for select services. 2017 BUDGET HIGHLIGHTS The City’s support of the Colonial Club increased to $180,000 in the 2017 budget. Colonial Club MISSION Enhance the well-being and independence of older adults. HEALTH AND HUMAN SERVICES Sun Prairie Colonial Club 136 City of Sun Prairie 2018 Budget 2018 BUDGET HIGHLIGHTS The Colonial Club continues to see growth in their case management and transportation services. Funding from alternative sources is unable to meet the increase in service level. The City’s support of the Colonial Club is increased by $10,000 in the 2018 budget. Ensuring adequate funding for services allows seniors in the City of Sun Prairie to receive the appropriate service level from the Colonial Club. FINANCIAL SUMMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) SENIOR CITIZEN PROGRAM (541-00) Contractual Services $170,000 $180,000 $180,000 $190,000 $190,000 $10,000 Total $170,000 $180,000 $180,000 $190,000 $190,000 $10,000 137 City of Sun Prairie 2018 Budget To: City of Sun Prairie From: Colonial Club Senior Activity Center Bob Power, Executive Director Date: August 31, 2017 Re: Request for Municipal Support Over 47 years ago, the Colonial Club began its work to enhance the well-being and independence of older adults. As we approach our 50 th year of service to multiple communities throughout northeast Dane County, we submit this request for financial support for 2018. Among the many lessons we have learned throughout our history is that we can’t do this alone. We rely on our financial partners, whether they be at the local, county, state or federal level. Together we can make a positive difference in the lives of others. We hope you will agree and look favorably upon this request. The year of service for 2016 again shows a steady demand for services and support for older adults and their families. This year we saw some growth in case management service, as well as a significant rise in transportation. With the addition of two new vehicles last year, demand for rides increased. Adult day care & supportive home care hours decreased slightly, as did meals. We attribute the decreases mainly to loss of senior population in the smaller municipalities of our service area. Total Colonial Club Service Report Comparison 2009-2016 Year Case Management (hours) Adult Day Care (hours) Meals Supportive Home Care (hours) Transportation (miles) 2016 2,501 15,232 21,201 5,579 32,932 2015 2,254 15,952 21,864 5,870 25,010 2014 2,258 16,887 21,379 5,197 26,109 2013 2,325 14,956 21,284 4,547 32,726 2012 2,669 15,648 21,234 3,756 31,346 2011 2,606 14,001 22,722 3,294 33,810 2010 2,353 13,534 22,727 2,983 35,335 2009 1,077 13,390 13,031 1,320 21,058 138 City of Sun Prairie 2018 Budget While overall statistics were up and down across our entire service area, the following table shows growth in service delivery in every area for the City of Sun Prairie with the exception of home-delivered meals which saw a slight decline. Programs, Servi ces & Activities utilized by 380 City of Sun Prairie residents Benefits Received in Hours 2012 2013 2014 2015 2016 Case Management 1,640 1,389 1,557 1,570 1,622 +3% Adult Day Center 5,556 5,861 5,758 3,806 6,062 +59% Supportive Home Care/Respite Care 3,009 2,758 3,436 4,733 5,024 +6% Benefits Received in Numbers 2012 2013 2014 2015 2016 Meals @ Colonial Club 6,478 6,330 7,209 8,171 8,715 +6% Meals Delivered 6,884 7,725 6,073 6,662 6,173 -7% Benefits Received in Miles 2012 2013 2014 2015 2016 Transportation 8,625 9,190 5,913 4,751 10,402 +118% While the Coloni al Club is a private 501c3 organization, we operate like a community center, serving people of all ages and groups of all size.  We serve as host site for the weekly Sun Prairie Rotary Club meetings  We serve as host site for the annual Optimist breakfast  Christ Fellowship Church utilizes our building every Sunday  We became the home to the Sun Prairie Winter Farmers Market in 2015-16  We offer MATC courses to people of all ages  We are an anonymous safe site for a domestic violence program  We host an annual holiday breakfast for a group of developmentally challenged youth  We work with Sun Prairie Parks & Recreation to host classes here  Multiple groups meet here weekly, including Weight Watchers, Alcoholics Anonymous & Overeaters Anonymous  We are a Sun Prairie voting site We appreciate the City of Sun Prairie’s support over the years and look forward to our continued collaboration. 2017 Funding: $180,000 2018 Request: $190,000 139 City of Sun Prairie 2018 Budget DESCRIPTIO N The Parks Maintenance Division provides labor, supplies and utilities for the upkeep of park infrastructure. Infrastructure includes shelters, play equipment, sports fields, and the maintenance shop. Parks maintenance staff provide park, park facility and playground maintenance and ensure parks and facilities are inviting, safe places for recreation. Staff regularly inspect and repair play equipment, sports fields, shelters, paths, bridges and lawns. MISSION Improve quality of life through provision of high quality services, parks, open spaces, facilities and a variety of programs and special events. CULTURE, RECREATION, AND EDUCATION Public Works Parks Maintenance Director of City Services / City Engineer Director of Public Works Parks and Forestry Supervisor Parks Crewleader Parks LTE 3.0 LTE Parks Seasonal 5.0 FTE Parks Maintenance 4.5 FTE Forestry Maintenance 0.5 FTE Street Scapes 0.6 FTE 140 City of Sun Prairie 2018 Budget 2017 BUDGET HIGHLIGHTS In 2017, the Division completed multiple park and facilities upgrades, including an electrical upgrade at the Family Aquatic Center, pavement seal of five basketball courts to extend useful life, and roof replacement at the Westwynde neighborhood park shelter. The Division completed green space improvements at Stoneridge Community Park and Wyndham Hills Community Park. The enhancements were partially funded by private donation. The call volume for complaints on median and weed maintenance decreased by 75%, due to having staff dedicated to streetscapes. Using video ca meras, parks maintenance staff, IT, and police caught five different groups or individuals causing damage or stealing in parks. 2018 BUDGET HIGHLIGHTS The budget provides funding and authority for a Limited Term Employment (LTE) position in Public Works dedicated to cleaning the concession stand and bathhouse. FAC staff have not been able to keep the bathhouse and concession stand clean in addition to their routine duties. The City is in the process of installing athletic/soccer fields at Stoneridge Park and will need to relocate basketball courts to complete the project. The basketball court relocation cost is $27,500 and will be financed through capital borrowing. General Fu nd balance of $25,400 will be allocated to parks maintenance to merge existing stand-alone camera systems at five parks with the city’s security camera network. The initiative will also replace two cameras. These changes will increase camera reliability, increase the City’s ability to capture proof of vandalism, and reduce camera maintenance. The Parks Main tenance Division will purchase and install $45,000 of playground surface material to ensure safe landing zones under playground structures. 141 City of Sun Prairie 2018 Budget PERFORMANCE MEASUREMENT Maintain parks and facilities citywide. Measure 2014 2015 2016 2017 Shelter and gazebo rentals (cleaning) 308 Soccer and Softball field rentals 523 Tree pruning 380 540 220 418 Remove or repair graffiti or damage to structures 29 42 68 37 STAFFING SU MMARY FTE OT/Seasonal Total General Fund $457,227 $91,238 $548,465 FTE 6.50 0.00 6.50 FTE OT/Seasonal Total General Fund $492,441 $106,040 $598,481 FTE 6.50 0.00 6.50 FTE OT/Seasonal Total Dollars $35,214 $14,802 $50,016 FTE 0.00 0.00 0.00 2017 2018 Change FINANCIAL SU MMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) PARKS MAINTENANCE (550-55) Materials & Supplies $137,871 $271,750 $269,746 $328,286 $338,951 $69,205 Contractual Services 32,564 41,000 45,575 44,700 44,700 (875) Professional Development 2,015 3,560 3,560 3,810 3,810 250 Capital 407 0 0 25,400 25,400 25,400 Total $172,857 $316,310 $318,881 $402,196 $412,861 $93,980 THIS PAGE LEFT BLANK INTENTIONALLY 143 City of Sun Prairie 2018 Budget DESCRIPTION The Recreation Department consists of four divisions: Administration, Recreation Services, Family Aquatic Center and the Historical Museum. The Administration Division is responsible for coordinating, monitoring and managing these components to form a system of services that is responsive to the recreational, cultural and preservation needs of the community. The Parks and Recreation Director and Recreation Programs Coordinator manage Recreation Services, with administrative support from the Recreation Department Administrative Assistant. Programs are generally operated utilizing part-time seasonal labor as well as vendors. MISSION Provide quality services, a variety of programs, special events, and facilities, in addition to parks and open spaces for the benefit of the community. CULTURE, RECREATION, AND EDUCATION Recreation Department Parks and Recreation Director Recreation Programs Coordinator Seasonal Employees Administrative Assistant Museum Division/ Curator Assistant Curator Registrar Seasonal Employees 144 City of Sun Prairie 2018 Budget Programs are offered under one of the following categories: adult fitness & wellness, adult enrichment, adult sports, aquatic programs, preschool enrichment, special events, concerts, trips, youth sports, and youth enrichment. The Recreation Department also works in cooperation with the Parks and Forestry Division to develop and maintain quality parks and recreational facilities for the community. Park space includes neighborhood parks, community parks, a citywide park and special use areas such as the Family Aquatic Center and the Pet Exercise Area. 2017 BUDGET HIGHLI GHTS The Parks and Recreation Department processed a higher percentage of customer registrations online compared to prior years. Expanded family program offerings in the areas of enrichment and fitness contributed to higher enrollments; summer program registration was significantly higher than 2016. Lack of space continues to be an issue during the school year. There are still limitations after utilizing the Westside Community Services Building and several schools. 2018 BUDGET HIGHLI GHTS Two efforts in the 2018 budget seek to improve employee recruitment. Advertising budget expenses will increase to allow the Department to advertise using multiple media platforms. Second, seasonal wages increase in 2018 in select areas. Seasonal wages have not increased in eight years, resulting in a lag behind market rates and difficulty attracting well-qualified applicants. Recreation program fee revenue will partially offset the increased wage expense. The decrease in the cost to continue transportation budget aligns with transportation cost trends. The City of Sun Prairie hosts an annual movie in the park night that fosters positive family development and a sense of community. The budget provides funding for a second movie in the park night; the events will be held in June and August. 145 City of Sun Prairie 2018 Budget PERFORMANCE MEASUREMENT Offer programs and activities for all ages that effectively meet the recreational, cultural and leisure needs of the community. The 2017 figures reflect data as of August 17, 2017. Provide facilities that effectively meet the recreational, cultural and leisure needs of the community. The 2017 figures reflect data as of August 17, 2017. Measure 2013 2014 2015 2016 2017 Adult Enrichment 16 27 53 24 45 Adult Sports 1,010 963 987 951 967 Aquatic Programs 1,691 1,561 1,363 1,295 1,362 Fitness Programs 1,031 990 768 710 612 Preschool Programs 882 713 517 579 416 Special Events & Concerts 2,274 1,340 1,250 1770 1,333 Trips 152 134 116 78 44 Youth Sports 1,412 1,282 992 1,357 911 Youth Enrichment 828 1,061 1,004 1,031 498 Youth/Adult Programs 86 109 91 111 129 Totals 9,382 8,180 7,141 7,906 6,317 Measure 2013 2014 2015 2016 2017* Shelter/Gazebo Reservations 309 301 308 363 237 Athletic Field Reservations 894 621 452 572 384 Westside Community Services Building Community Room Reservation 836 914 917 846 461 Total 2,039 1,836 1,677 1,781 1,082 146 City of Sun Prairie 2018 Budget Minimize community investment by charging fees for a portion of program costs. Summer Recreation Revenue and Expense Comparison Measure 2013 2014 2015 2016 2017 Summer Program Revenues $129,771 $125,309 $101,977 $100,339 $98,391 Summer Program Expenses $111,535 $110,118 $104,827 $103,888 $100,819 Recovery Percentage 116% 114% 97% 97% 98% Summer Program Community Investment $0 $0 $2,850 $3,549 The 2017 figures reflect data as of August 31, 2017. Note: The goal is to offset program specific costs with program fees. There are general park and recreation administration expenses not allocated to a specific program that are not included in this calculation. Spring, Fall a nd Winter Recreation Revenue and Expense Comparison Measure 2013 2014 2015 2016 2017 Program Revenues $55,776 $53,211 $76,950 $69,881 $41,183 Program Expenses $43,351 $47,839 $60,639 $73,875 $30,496 Recovery Percentage 129% 111% 127% 95% 135% Community Investment $0 $0 $0 $3,994 The 2017 figures reflect data as of August 31, 2017. Note: The goal is to offset program specific costs with program fees. There are general park and recreation administration expenses not allocated to a specific program that are not included in this calculation. STAFFING SUM MARY FTE OT/Seasonal Board Total General Fund $221,343 $0 $969 $222,312 FTE 3.00 0.00 0.00 3.00 FTE OT/Seasonal Total General Fund $236,048 $0 $969 $237,017 FTE 3.00 0.00 0.00 3.00 FTE OT/Seasonal Total Dollars $14,705 $0 $0 $14,705 FTE 0.00 0.00 0.00 0.00 Recreation Administration 2017 2018 Change 147 City of Sun Prairie 2018 Budget FTE OT/Seasonal Board Total General Fund $0 $75,940 $0 $75,940 FTE 0.00 0.00 0.00 0.00 FTE OT/Seasonal Total General Fund $0 $87,847 $0 $87,847 FTE 0.00 0.00 0.00 0.00 FTE OT/Seasonal Total Dollars $0 $11,907 $0 $11,907 FTE 0.00 0.00 0.00 0.00 FTE OT/Seasonal Board Total General Fund $0 $19,660 $0 $19,660 FTE 0.00 0.00 0.00 0.00 FTE OT/Seasonal Total General Fund $0 $22,681 $0 $22,681 FTE 0.00 0.00 0.00 0.00 FTE OT/Seasonal Total Dollars $0 $3,021 $0 $3,021 FTE 0.00 0.00 0.00 0.00 Change Winter Recreation 2017 2018 Summer Recreation 2017 2018 Change 148 City of Sun Prairie 2018 Budget FINANCIAL SUMMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) RECREATION ADMINISTRATION (550-51) Materials & Supplies $19,213 $18,102 $21,079 $22,582 $22,587 $1,508 Contractual Services 6,420 5,800 7,300 7,300 7,300 0 Professional Development 2,387 1,105 4,610 4,500 4,500 (110) Total $28,020 $25,007 $32,989 $34,382 $34,387 $1,398 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) SUMMER RECREATION (550-53) Materials & Supplies $9,638 $11,000 $17,044 $15,000 $15,000 ($2,044) Contractual Services 37,486 30,823 43,500 39,900 39,900 (3,600) Total $47,124 $41,823 $60,544 $54,900 $54,900 ($5,644) 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) WINTER RECREATION (550-54) Materials & Supplies $4,553 $5,500 $6,200 $6,500 $6,500 $300 Contractual Services 39,445 32,000 40,200 40,200 40,200 0 Total $43,998 $37,500 $46,400 $46,700 $46,700 $300 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) CONCERTS IN THE PARK (550-57) Materials & Supplies $60 $104 $150 $250 $250 $100 Contractual Services 4,322 5,401 4,500 6,820 6,820 2,320 Total $4,382 $5,505 $4,650 $7,070 $7,070 $2,420 149 City of Sun Prairie 2018 Budget DESCRIPTIO N Thousands of individuals participate in aquatics programs at the Family Aquatics Center annually. Aquatics programs include swimming lessons, swim team, lap swimming, water fitness classes, specialty classes, special events and private group rentals. The Recreation Director manages the Family Aquatic Center, with the assistance of three part-time seasonal managers. The Recreation Department Administrative Assistant and a seasonal office assistant provide administrative support. Programs are generally operated utilizing part-time seasonal labor. MISSION Provide aquatics facilities, programs and services that effectively meets the needs of the community. CULTURE, RECREATION, AND EDUCATION Recreation Department Family Aquatic Center Manager Assistant Manager Concession/ Admission Staff Lifeguards Program Manager Swim Instructors 150 City of Sun Prairie 2018 Budget 2017 BUDGET HIGHLIGHTS Programming such as swim lessons and swim team were very successful. Demand for these programs remains high. However, the Aquatic Center must balance programming such as swim lessons and swim team and open swim opportunities. We will continue to review scheduling options to encourage higher open swim attendance while maintaining high program enrollments. Challenges fo r the Family Aquatic Center include inconsistent weather and increased competition. Increased lifeg uard wages attracted significantly more applicants and increased staff retention. New lounge c hairs on the pool deck provided needed seating for patrons. 2018 BUDGET HIGHL IGHTS General Fund balance will be used to rent a high-end robotic pool vacuum. The vacuum works overnight in the pool. The city has previously purchased vacuums, but found that repair costs and the limited life of purchased pool vacuums make rental a more fiscally responsible choice. The estimated rental cost is $5,000. Second, General Fund balance of $5,000 will be used to purchase shade covers for the pool and the sand playground area. The existing covers are faded and deteriorating. The aquatics c enter will be fitted with cashiering equipment and software utilized at other city facilities. Security cameras will be installed near cashiering stations. These actions will ensure adequate financial controls are in place at the FAC. The initiative is funded with $200 in cost to continue repair budget and $6,880 General Fund balance. PERFORMANCE MEASUREMENT Provide quality aquatics programs to the community. Measure 2013 2014 2015 2016 2017 Swim Lessons 1,402 1,263 1,303 1,243 1,362 Swim Team 239 232 207 188 210 Mini Swim Team 50 50 55 52 37 The 2017 data reflects participation through August 7, 2017. 151 City of Sun Prairie 2018 Budget Provide convenient, affordable options to enjoy the Family Aquatic Center through season pass sales. Measure 2013 2014 2015 2016 2017* Resident Family 94 98 98 115 108 Non-Resident Family 11 32 24 25 18 Resident Family ½ Price 9 9 20 12 16 Non-Resident Family ½ Price 0 2 5 1 4 Total Family Season Passes 114 141 147 153 146 Resident Individual 25 24 10 17 12 Non-Resident Individual 2 1 1 2 2 Resident Individual ½ Price 2 1 2 2 2 Non-Resident Individual ½ Price 0 0 0 0 0 Total Individual Season Passes 29 26 13 21 16 The 2017 data reflect pass purchases through August 17, 2017. Provide convenient, affordable options to enjoy the Family Aquatic Center through token sales. Measure 2013 2014 2015 2016 2017 Single Tokens 235 2,149 1,782 610 586 10 Pack Tokens 127 112 174 315 306 Total Number of Tokens Sold 1,505 3,269 3,522 3,760 3,646 The 2017 data reflects purchases through August 17, 2017. Offer aquatics activities for all ages that effectively meet the recreational, cultural and leisure needs of the community. This is measured using open swim attendance. Measure 2013 2014 2015 2016 2017 June 6,924 7,562 6,357 8,921 6,863 July 13,724 7,957 14,852 13,467 11,696 August 8,836 7,762 8,842 8,928 5,580 Total 29,484 23,281 30,051 31,316 24,139 The 2017 data reflect attendance as of August 7, 2017. Minimize community investment by offsetting expenses with user fees. Measure 2013 2014 2015 2016 2017 FAC Revenues $187,972 $184,078 $191,484 $210,241 $195,135 FAC Expenses $231,790 $241,214 $322,391 $273,910 $240,496 Recovery Percentage 81% 76% 59% 77% 82% Community Investment $43,818 $57,136 $130,907 $63,669 The 2017 figures reflect fiscal information as of August 7, 2017. 152 City of Sun Prairie 2018 Budget STAFFING SUMMARY Seasonal General Fund $171,258 Seasonal General Fund $180,121 Seasonal Dollars $8,863 2017 2018 Change FINANCIAL SUMMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) FAMILY AQUATIC CENTER (255) Materials & Supplies 63,189 60,478 60,850 67,000 67,000 $6,150 Contractual Services 39,372 38,100 49,000 43,300 43,300 (5,700) Professional Development 315 600 600 600 600 0 Capital 20,351 4,702 4,500 16,580 16,580 12,080 Total $123,227 $103,880 $114,950 $127,480 $127,480 $12,530 153 City of Sun Prairie 2018 Budget DESCRIPTION The Planning Division is responsible for the long-range planning activities of the City, as well as the implementation of many of the City’s plans, development policies and development regulations. The Division coordinates the review of development applications and development agreements among various City departments and agencies. It presents staff recommendations related to the development agreement to the Plan Commission or other boards and committees as needed. The Planning staff works closely with applicants, other City officials and the public on various development and code related issues. The Division works with regional agencies and staff from other levels of government to coordinate the City’s plans and regulations with other municipalities and jurisdictions. Last, the Division works with other City departments to provide information, mapping, or other assistance as needed. MISSION Maintain and enhance the community’s quality of life by encouraging quality development, efficient land use, and sound economic growth. CONSERVATION AND DEVELOPMENT Community Development Planning Division Planning Director Principal Planner Planner 2.0 FTE Administrative Assistant .75 FTE 154 City of Sun Prairie 2018 Budget 2017 BUDGET HIGHLIGHTS The Planning Department had a challenging year due to a high caseload and the submittal of several fairly complex reviews. In addition to processing 102 development applications and courtesy reviews and 120 zoning permits through July, staff has been involved in several notable projects in 2017. The Planning Department worked with the Economic Development Division and a consultant to complete the Central Main Street Redevelopment Plan; an update of the West Main Street Corridor Plan that was adopted in 2007. The Department worked with a consultant to develop design standards for the Suburban Industrial zoning district to replace the standards contained in the Business Park Covenants. In addition, the Department was involved in the negotiation and preparation of several development agreements and land purchases. The following graphic provides an overview of development activity since 2000. As noted above, the Division has processed 102 items through July of this year. *Through July 2017 2018 BUDGET HIGHLIGHTS The 2018 Planning Division cost to continue budget is very similar to 2017. There are minimal cost increases due to a slight increase in association dues and a one-time expense for administrative office furniture. A full-time plann er will be added to the Division’s staff in April 2018. This position will allow the Division to provide assistance with the implementation of transportation initiatives, update and implement the 155 City of Sun Prairie 2018 Budget comprehensive plan, support development review, properly enforce zoning laws, and provide expertise in housing policy, programs, and laws. The budget allows for carryover of $30,000 in 2017 funding and provides an additional $103,000 in designated fund balance to procure a vendor to create a new comprehensive plan. The comprehensive plan outlines guiding principles, policies, and recommendations for city development. The existing plan was created in 2009. It does not reflect current market conditions nor does it accurately reflect citizens’ current attitudes toward city growth and development. The comprehensive planning process will educate the community on important market trends and conditions and provide perspective on complex issues that affect the City’s future. The vendor will be expected to engage the community and solicit input; this process will allow the comprehensive plan to provide a conduit for community leaders to better understand the needs and desires of the overall community. PERFORMANCE MEASUREMENT Provide timely review and approval of development and zoning requests while following City standards. The Zoning Ordinance states that staff reviewed development requests should be completed in 10 or fewer working days, with either an approval or comments provided to the applicant on any outstanding items or items in need of correction in order to secure approval. Timeliness of staff reviews Measure 2013 2014 2015 2016 2017 Avg work days for full approval of staff review items (site plans, SUPs, CSMs) 6.2 days 11.5 days Review and iss ue zoning permits in 3 days or less. Measure 2013 2014 2015 2016 2017 Avg days for zoning permit review 1.97 days 1.84 days 2.6 days 2.0 days Data reported for 2017 reflect reviews through July. 156 City of Sun Prairie 2018 Budget The effectiveness of planning staff recommendations to the Plan Commission can be measured by how often these recommendations are accepted, modified, or rejected. Measure 2015 2016 2017 Total Submissions 53 46 32 Upheld 45 37 27 Modified 8 7 5 Rejected 0 2 0 Neutral 0 0 0 *Data reported for 2017 reflect reviews through August. STAFFING SU MMARY FTE OT/Seasonal Boards Total General Fund $328,856 $1,068 $1,800 $331,724 FTE 3.75 0.00 0.00 3.75 FTE OT/Seasonal Total General Fund $414,370 $1,145 $1,938 $417,452 FTE 4.75 0.00 0.00 4.75 FTE OT/Seasonal Total Dollars $85,514 $77 $138 $85,728 FTE 1.00 0.00 0.00 1.00 2017 2018 Change FINANCIAL SUMMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) PLANNING (610-00) Materials & Supplies $491 $740 $740 $2,974 $2,974 $2,234 Contractual Services 2,897 37,500 37,500 110,500 110,500 73,000 Professional Development 5,624 5,730 5,700 6,880 6,880 1,180 Capital 0 0 0 1,875 1,875 1,875 Total $9,012 $43,970 $43,940 $122,229 $122,229 $78,289 157 City of Sun Prairie 2018 Budget DESCRIPTIO N The Economic Development Division consists of three full-time employees and is charged with providing technical assistance to new and existing businesses throughout the City of Sun Prairie. This can include working with existing or potential developers, business owners/operators, and marketing the City as a great place to live and work. Currently, th e Division’s key areas of focus are the facilitation of development agreements for redevelopment projects, particularly in the City’s Tax Increment Finance Districts, business retention MISSION Improve the economic well-being of the community through targeted efforts that 1) facilitate private sector job creation and retention of employment opportunities with competitive, living wage levels of compensation, 2) enhance and expand the local property tax base, 3) provide resources to local businesses that will increase the skill level of the local workforce, and 4) provide residents the opportunity for a better quality of life and general betterment of the City as a whole. GENERAL GOVERNMENT Community Development Department Economic Development Division Director of Economic Development Economic Development Specialist Downtown Business Improvement District Manager/Marketing Specialist 158 City of Sun Prairie 2018 Budget surveys and hosting retention events, and conducting targeted outbound marketing efforts on available buildings and properties, as well as for the City of Sun Prairie in general. The Economic Development Division provides staff support to the Community Development Authority (CDA), Downtown Business Improvement District (BID), Sun Prairie Tourism Commission, and Ad-Hoc Committee for Transportation (ended May 2017). In addition, staff coordinate efforts with workforce development resources from local, regional, and State agencies. 2017 BUDGET HIGHLIGHTS There is additional interest in Sun Prairie sites, primarily due to the increasing awareness of the Sun Prairie Business Park expansion amongst commercial realtors. Division staff have worked on the Business Park Expansion, including the TID 12 Amendment, creation of TID 13 for the private business park, central Main Street Corridor Redevelopment Plan, and the sale of two City owned lots. Time demands from existing projects have greatly limited the amount of staff time available for general marketing and formal business retention efforts. 2018 BUDGET HIGHL IGHTS The Economic Development Division will be allocating the same resources as in 2017 to address the priorities recommended by staff and approved the City Administrator and the City Council. PERFORMANCE MEASUREMENT Workforce development Measure 2014 2015 2016 2017 Formal Retention Contacts 15 68 109 65 Workforce Development Efforts 10 10 Targeted Marketing Efforts & Presentations 10 10 The data for 2017 reflects information through September 1, 2017. Retain and expand businesses in Sun Prairie. Measure 2014 2015 2016 2017 Major Projects 7 9 10 6 Targeted Marketing Efforts & Presentations 4 19 13 6 Contacts with Potential Start Ups 0 4 3 2 Lot Sales/Acres Sold 1/5.0 0/0 2/15.9 2/1.66 The data for 2017 reflects information through September 1, 2017. 159 City of Sun Prairie 2018 Budget STAFFING SUMMARY FTE OT/Seasonal Total General Fund $116,912 $0 $116,912 Special Revenue** $22,892 $0 $22,892 BID** $53,416 $0 $53,416 TIF $76,005 $0 $76,005 Total $269,225 $0 $269,225 FTE 3.00 0.00 3.00 FTE OT/Seasonal Total General Fund $278,186 $0 $278,186 Special Revenue 0 $0 $0 BID $0 $0 $0 TIF $0 $0 $0 Total $278,186 $0 $278,186 FTE 3.00 0.00 3.00 FTE OT/Seasonal Total Dollars $8,961 $0 $8,961 FTE 0.00 0.00 0.00 2017 2018 Change FINANCIAL SUMMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) ECONOMIC DEVELOPMENT (620-00) Materials & Supplies $1,886 $0 $1,379 $634 $635 ($744) Contractual Services 7,006 18,100 18,100 18,100 18,100 0 Professional Development 3,877 9,395 9,580 6,800 6,800 (2,780) Total $12,769 $27,495 $29,059 $25,534 $25,535 ($3,524) THIS PAGE LEFT BLANK INTENTIONALLY 161 City of Sun Prairie 2018 Budget MISSION Improve quality of life through provision of high quality services, parks, open spaces, facilities and a variety of programs and special events. CONSERVATION AND DEVELOPMENT Public Works Parks - Forestry Director of City Services / City Engineer Director of Public Works Parks and Forestry Supervisor Parks Maintenance 4.5 FTE Forestry Maintenance 0.5 FTE 162 City of Sun Prairie 2018 Budget DESCRIPTION Provide a healthy, managed urban forest for the community to enhance City aesthetic and recreational value and assist in cooling. The Forestry Division’s arborists accomplish this by staying current on tree health issues, providing interested parties with information about forestry, and responding appropriately to protect current trees. The Division tracks City tree inventory and enforces City tree ordinances. 2017 BUDGET HIGHLIGHTS The Division Continued to treat 175 ash trees to extend life of the trees and educated residents on the hazards of the ash trees not removed or treated for Emerald Ash Borer. Trained two staff members for certification of the Wisconsin Arborist Association. One has completed the exam to become a certified arborist and one will complete the process by the end of the year. 2018 BUDGET HIGHL IGHTS Funding for the continuation of the treatment of Ash Trees due to Emerald Ash Borer. Funding continuation for planting of street trees for removed trees. PERFORMANCE MEASUREMENT Take appropriate action to respond to the Emerald Ash Borer. Measure 2015 2016 2017 Ash tree treatment 150 480 125 Ash Tree replacement 800 Plant new tree s and maintain existing trees within the City. Measure 2015 2016 2017 Tree removals and stump grinding 820 54 New resident tree planting 95 90 110 163 City of Sun Prairie 2018 Budget STAFFING SUMMARY FTE OT/Seasonal Total General Fund $69,141 $961 $70,102 FTE 1.00 0.00 1.00 FTE OT/Seasonal Total General Fund $76,422 $973 $77,395 FTE 1.00 0.00 1.00 FTE OT/Seasonal Total Dollars $7,281 $12 $7,293 FTE 0.00 0.00 0.00 2017 2018 Change FINANCIAL SU MMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) FORESTRY (650-00) Materials & Supplies 1,758 4,257 4,250 5,000 5,000 $750 Contractual Services 124,885 25,075 25,075 92,575 92,575 67,500 Professional Development 1,378 2,200 2,225 2,700 2,700 475 Capital 3,263 0 0 0 0 0 Total $131,284 $31,532 $31,550 $100,275 $100,275 $68,725 THIS PAGE LEFT BLANK INTENTIONALLY CITY OF SUN PRAIRIE 2018 APPROVED BUDGET Transfers 2015 2016 8/31/17 2017 2017 2018 2018 INCREASE ACTUAL ACTUAL ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) TRANSFERS OTHER FINANCING USES 10069000-572000 TRANSFER 817,158$ 392,539$ 1,532,844$ 1,703,739$ 1,782,839$ 1,913,969$ 1,901,856$ 119,017$ SUB-TOTAL 817,158 392,539 1,532,844 1,703,739 1,782,839 1,913,969 1,901,856 119,017 TOTAL TRANSFERS 817,158$ 392,539$ 1,532,844$ 1,703,739$ 1,782,839$ 1,913,969$ 1,901,856$ 119,017$ Taxi Planning Grant 5,000 - - (5,000) Park Fund Transfer 9,248 - - (9,248) Aquatic Center Transfer - 16,880 16,880 - Library Special Revenue Fund 1,422,740 1,553,247 1,561,134 41,256 Refuse Transfer 14,933 17,668 17,668 2,735 Fleet Fund Transfer 62,644 37,000 17,000 (62,644) Transit Transfer 189,174 189,174 189,174 - Transfer to Capital Projects - 100,000 100,000 100,000 1,703,739 1,913,969 1,901,856 67,099 . 165 City of Sun Prairie 2018 Budget THIS PAGE LEFT BLANK INTENTIONALLY 167 City of Sun Prairie 2018 Budget DESCRIPTIO N Per city ordinance, the Transit Commission consists of six members appointed by the Mayor and approved by the Common Council. There must be one representative from the senior citizen’s community, one representative from the school district, one representative from the business community, two representatives from the community at large, and one member of the common council. The Transit Commission acts as the oversight authority for the taxi service and makes recommendations for changes to the taxi services. 2017 BUDGET HIGHLIGHTS The Transit Commission is in year three of a five-year contract with the current taxi provider. In June 2017, the Commission started an on demand pilot program connecting riders to Madison Metro at East Towne Mall. This program eliminated the rigid shuttle structure of an unsuccessful past program. The Transit Commission, with assistance from city staff, is planning to apply for a Federal Transportation Administration 5304 Planning Grant to assist in determining the needs of the community. The grant will fund 80% of grant-related expenses and the 2017 City budget provided funding for 20% of cost. MISSION Provide affordable and reliable transportation to the citizens of the City of Sun Prairie. SPECIAL REVENUE FUND Grants and Donations Transit Commission Transit Commission 168 City of Sun Prairie 2018 Budget 2018 BUDGET HIGHLIGHTS The share-ride taxi contract with the current vendor allows for a cost of living (COLA) increase in years three, four, and five. The 2017 increase was lower than budgeted. The COLA increase in 2018 is an estimated 2% increase in the hourly rate. It is assumed that the city will continue to apply for state aid to fund a portion of this program. Through th e Transportation Summit and the Ad Hoc Committee on Transportation, the community has provided feedback to indicate the demand for transportation has increased as the city has grown. The budget adds 2,000 transportation hours and three accessible minivans to ensure adequate service levels. The additional hours cost of $63,060 will be funded one-half by state aid and one-half by program participant fares. The three minivans will cost an estimated $102,000 and will be purchased with 70 percent federal grant funding and 30 percent local match from the transit fund balance. PERFORMANCE MEASUREMENT Report state required performance measures. Measure 2015 2016 2017 Trips/Capita 1.838 1.928 2.000 Hours/Capita .783 .819 .840 Trips/Hour 2.347 2.354 2.566 Fares/Expense 24.7% 27.9% 28.0% Expenses/Hour $30.57 $30.57 $30.91 Increase servi ce and availability. Measure 2013 2014 2015 2016 2017 Ridership 72,231 83,436 58,065 62,433 38,248 Fare Revenues $184,140 $228,157 $198,067 $207,679 $132,707 Reduced Fare Applications 96 150 155 127 65 169 City of Sun Prairie 2018 Budget FINANCIAL SUMMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) TRANSIT PROGRAM State Transit Aid 437,641$ 416,275$ 466,186$ 484,616$ 484,616$ $18,430 Program Fares 207,679 227,498 205,000 225,207 225,207 20,207 Donations 200 1,000 1,500 1,500 1,500 0 Fund Balance Applied 0 0 20,000 44,473 44,473 24,473 Transfers In 184,363 194,174 194,174 189,174 189,174 (5,000) Total Revenues $829,883 $838,947 $886,860 $944,970 $944,970 $58,110 Fleet Charges $6,268 $0 $0 $30,600 $30,600 $30,600 Prof Services : Taxi Contract 810,839 802,021 866,860 914,370 914,370 47,510 Total Expenditures $817,107 $802,021 $866,860 $944,970 $944,970 $78,110 Expenditures Revenues TRANSIT PROGRAM SPECIAL REVENUE FUND BALANCE 2016 2017 2017 2018 2018 ACTUAL PROJECTED BUDGET RECOMMEND APPROVED Beginning Fund Balance ($106,127) ($93,351) ($93,351) ($73,351) ($73,351) Additions 829,883 838,947 886,860 944,970 944,970 Expenses 817,107 802,021 866,860 944,970 944,970 Ending Fund Balance ($93,351) ($56,425) ($73,351) ($73,351) ($73,351) Prior Year Payments Due from 113,369 145,662 145,662 145,662 145,662 Net Program Balance $20,018 $89,237 $72,311 $72,311 $72,311 THIS PAGE LEFT BLANK INTENTIONALLY 171 City of Sun Prairie 2018 Budget DESCRIPTIO N The Commission has five members appointed by the Mayor and confirmed by the Common Council. One member must represent the Wisconsin hotel and motel industry. Commission members serve one-year terms at the pleasure of the Mayor and may serve multiple terms. The Chamber of Commerce appoints one member as liaison to the Commission. The liaison functions as an ex-officio non-voting member and cannot be counted for purposes of quorum. The Sun Prairie Tourism Commission is governed by Wis. Stat. §66.0165 (2013) and City of Sun Prairie, Wisconsin, Municipal Code §2.56.010, §3.20.150 (2013). Seventy (70) per cent of room tax collected is forwarded to the Commission to promote tourism and its development, while thirty (30) percent is allocated as general fund revenue. The Commission may not use room tax revenue to construct or develop a lodging facility. The Commissi ons activities focus on creating and maintaining an ongoing strategic brand positioning and marketing for the City as a place to live and work. It financially supports marketing for annual community events and one-time events that positively impact overnight hotel stays. It provides assistance in recruitment of new events to the Sun Prairie community that increase overnight hotel stays. 2017 BUDGET HIGHLIGHTS The Tourism Commission entered into a contract with Discover Wisconsin for the creation of a Sun Prairie themed episode, the expense will be split between 2017 and 2018. Continue sponsorships for a variety of events which promote overnight stays. MISSION Coordinate tourism promotion and development in the City. SPECIAL REVENUE Grants and Donations Tourism Commission 172 City of Sun Prairie 2018 Budget First year of a five-year contract with Sun Prairie Ice Arena, for the promotion of Sun Prairie and its hotels via an electronic kiosk in the lobby. 2018 BUDGET HIGHL IGHTS The room tax rate will increase from 5.5% to 7% on January 1, 2018. Staff recommends contracting with an Administrative agency to manage funds and to create a multi- year plan to coordinate potential tourism efforts, strategic branding and tourism fund management. Increase overall budget to help generate overnight stays. PERFORMANCE MEAS UREMENT Promote events to increase hotel stays. Measure 2014 2015 2016 2017 Events Sponsored 5 3 6 3 Annual Room Tax Revenue $62,820 $73,217 $74,555 $46,127 The room tax rate increased from 4% to 5.5% in 2017. The 2017 data reflects activities through August 31, 2017. FINANCIAL SUMMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) TOURISM Public Accommodation Tax 51,927$ $72,202 $45,000 $80,626 $80,626 $35,626 Investment Income 548 300 0 0 0 0 Total Revenues $52,475 $72,502 $45,000 $80,626 $80,626 $35,626 Professional Services $30,388 $35,584 $47,700 $27,700 $27,700 ($20,000) Total Expenditures $30,388 $35,584 $47,700 $27,700 $27,700 ($20,000) Revenues Expenditures 173 City of Sun Prairie 2018 Budget TOURISM SPECIAL REVENUE FUND BALANCE 2016 2017 2017 2018 2018 ACTUAL PROJECTED BUDGET RECOMMEND APPROVED Beginning Fund Balance $152,305 $173,844 $173,844 $171,144 $171,144 Additions 51,927 72,202 45,000 80,626 80,626 Expenses 30,388 35,584 47,700 27,700 27,700 Ending Fund Balance $173,844 $210,462 $171,144 $224,070 $224,070 THIS PAGE LEFT BLANK INTENTIONALLY 175 City of Sun Prairie 2018 Budget DESCRIPTION The police programs special revenue fund segregates grant funding and donations designated for a specific purpose from general fund revenues and expenditures. 2017 BUDGET HIGHLIGHTS The City received a $4,000 law enforcement safety grant from the State of Wisconsin to target traffic safety. 2018 BUDGET HIGHL IGHTS There are no notable changes in the 2018 budget. SPECIAL REVENUE FUND Grants and Donations Police Programs 176 City of Sun Prairie 2018 Budget FINANCIAL SUMMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) POLICE PROGRAMS Grants $3,487 $4,000 $0 $4,000 $4,000 $4,000 Donations 7,290 6,425 6,388 4,500 4,500 (1,888) Miscellaneous 81 0 0 0 0 0 Total Revenues $10,858 $10,425 $6,388 $8,500 $8,500 $2,112 Operating Supplies $3,487 $1,000 $3,355 $3,355 $3,355 $0 Operating Supplies : K9 Program 1,345 3,000 3,000 3,000 3,000 0 Shop With A Cop 3,834 4,000 4,000 4,000 4,000 0 Capital Expenditures 0 3,220 0 0 0 0 Total Expenditures $8,666 $11,220 $10,355 $10,355 $10,355 $0 POLICE PROGRAMS SPECIAL REVENUE FUND BALANCE 2016 2017 2017 2018 2018 ACTUAL PROJECTED BUDGET RECOMMEND APPROVED Beginning Fund Balance $1,742 $3,934 $3,934 (33) 3,139 Additions 10,858 10,425 6,388 8,500 8,500 Expenses 8,666 11,220 10,355 10,355 10,355 Ending Fund Balance $3,934 $3,139 ($33) ($1,888) $1,284 Revenues Expenditures 177 City of Sun Prairie 2018 Budget DESCRIPTION The State of Wisconsin provides funding to local ambulance service providers using a formula comprised of a minimum base-funding amount plus a supplemental amount based on population. The funds can be used for emergency medical technician training and licensure expenses, purchase of ambulance vehicles, vehicle equipment and emergency medical service non-disposable supplies and equipment. The funds cannot supplant City EMS funding. This fund a lso receives periodic donations to support the Sun Prairie EMS. 2017 BUDGET HIGHL IGHTS The City received $4,690 in state grant funds in 2017. 2018 BUDGET HIGHL IGHTS There are no notable changes in the 2018 budget. SPECIAL REVENUE FUND Grants and Donations EMS Funding Assistance Program 178 City of Sun Prairie 2018 Budget FINANCIAL SUMMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) EMERGENCY MEDICAL SERVICES FUNDING ASSISTANCE PROGRAM State grants $4,664 $4,700 $18,520 $18,520 $18,520 $0 Donations 300 25 0 0 0 0 Transfers In 0 22,106 0 0 0 0 Total Revenues $4,964 $26,831 $18,520 $18,520 $18,520 $0 Operating Supplies $3,203 $9,357 $18,520 $18,520 $18,520 $0 Total Expenditures $3,203 $9,357 $18,520 $18,520 $18,520 $0 EMS FUNDING ASSISTANCE PROGRAM FUND BALANCE 2016 2017 2017 2018 2018 ACTUAL PROJECTED BUDGET RECOMMEND APPROVED Beginning Fund Balance $500 $2,261 $2,261 $2,261 $2,261 Additions 4,964 26,831 18,520 18,520 18,520 Expenses 3,203 9,357 18,520 18,520 18,520 Ending Fund Balance $2,261 $19,735 $2,261 $2,261 $2,261 Revenues Expenditures 179 City of Sun Prairie 2018 Budget DESCRIPTION The risk programs special revenue fund segregates grants or other revenue designated for a specific purpose from general fund revenues and expenditures. 2017 BUDGET HIGHL IGHTS There are no notable changes in the 2017 budget. 2018 BUDGET HIGHL IGHTS There are no notable changes in the 2018 budget. SPECIAL REVENUE FUND Grants and Donations Risk 180 City of Sun Prairie 2018 Budget FINANCIAL SUMMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) RISK PROGRAM Safety Grant $6,316 $0 $7,000 $0 $0 ($7,000) Total Revenues $6,316 $0 $7,000 $0 $0 ($7,000) Professional Services $1,147 $0 $0 $0 $0 $0 Operating Supplies 2,540 0 7,000 0 0 (7,000) Repairs & Maintenance 2,321 0 0 0 0 0 Total Expenditures $6,008 $0 $7,000 $0 $0 ($7,000) RISK SPECIAL REVENUE FUND BALANCE 2016 2017 2017 2018 2018 ACTUAL PROJECTED BUDGET RECOMMEND APPROVED Beginning Fund Balance $0 $308 $308 $308 $308 Additions 6,316 0 7,000 0 0 Expenses 6,008 0 7,000 0 0 Ending Fund Balance $308 $308 $308 $308 $308 Revenues Expenditures 181 City of Sun Prairie 2018 Budget DESCRIPTION The museum programs special revenue fund segregates donations designated for a specific purpose from general fund revenues and expenditures. 2017 BUDGET HIGHLIGHTS There are no notable changes in the 2017 budget. 2018 BUDGET HIGHLIGHTS There are no notable changes in the 2018 budget. SPECIAL REVENUE FUND Grants and Donations Museum Programs 182 City of Sun Prairie 2018 Budget FINANCIAL SUMMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) MUSEUM PROGRAMS Donations $4,652 $2,074 $7,000 $7,000 $7,000 $0 Total Revenues $4,652 $2,074 $7,000 $7,000 $7,000 $0 Operating Supplies $1,358 $2,000 $7,000 $7,000 $7,000 $0 Total Expenditures $1,358 $2,000 $7,000 $7,000 $7,000 $0 MUSEUM PROGRAM SPECIAL REVENUE FUND BALANCE 2016 2017 2017 2018 2018 ACTUAL PROJECTED BUDGET RECOMMEND APPROVED Beginning Fund Balance $17,256 23,266 23,266 37,266 37,266 Additions 4,652 2,074 7,000 7,000 7,000 Expenses 1,358 2,000 7,000 7,000 7,000 Ending Fund Balance $20,550 $23,340 $23,266 $37,266 $37,266 Revenues Expenditures 183 City of Sun Prairie 2018 Budget DESCRIPTION The parks and recreation special revenue fund segregates revenue designated for a specific purpose from general fund revenues and expenditures. The primary sources of revenue are discount ticket revenues (the city receives a small per ticket fee for each ticket sold) and donations. 2017 BUDGET HIGHLIGHTS There are no notable changes in the 2017 budget. 2018 BUDGET HIGHLIGHTS There are no notable changes in the 2018 budget. SPECIAL REVENUE FUND Grants and Donations Parks and Recreation 184 City of Sun Prairie 2018 Budget FINANCIAL SUMMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) PARKS AND RECREATION Donations $3,198 $200 $500 $500 $500 $0 WPRA Discount Tickets 811 6,205 7,535 700 700 (6,835) Scholarship Funds 0 6,848 6,848 0 0 (6,848) Total Revenues $4,009 $13,253 $14,883 $1,200 $1,200 ($13,683) Operating Supplies $3,198 $0 $0 $0 $0 $0 Professional Services 1,800 0 0 0 0 0 Meetings & Training 0 1,350 2,000 2,000 2,000 0 Total Expenditures $4,998 $1,350 $2,000 $2,000 $2,000 $0 PARKS AND RECREATION SPECIAL REVENUE FUND BALANCE 2016 2017 2017 2018 2018 ACTUAL PROJECTED BUDGET RECOMMEND APPROVED Beginning Fund Balance $0 ($989) ($989) $11,894 $11,894 Additions 4,009 13,253 14,883 1,200 1,200 Expenses 4,998 1,350 2,000 2,000 2,000 Ending Fund Balance ($989) $10,914 $11,894 $11,094 $11,094 Expenditures Revenues 185 City of Sun Prairie 2018 Budget DESCRIPTIO N The Economic Development Division provides technical assistance to new and existing businesses throughout the City of Sun Prairie. This can include working with existing or potential developers, business owners/operators, and marketing the City as a great place to live and work. The Division’ s key areas of focus are the facilitation of development agreements for redevelopment projects with an emphasis in the City’s Tax Increment Finance Districts, business retention surveys, hosting retention events, and conducting targeted outbound marketing efforts on available properties. MISSION Improve the economic well-being of the community through targeted efforts that 1) facilitate private sector job creation and retention of employment opportunities with competitive, living wage levels of compensation, 2) enhance and expand the local property tax base, 3) provide resources to local businesses that will increase the skill level of the local workforce, and 4) provide residents the opportunity for a better quality of life and general betterment of the City as a whole. SPECIAL REVENUE FUND Grants and Donations Economic Development Director of Economic Development Economic Development Specialist Downtown Business Improvement District Manager/Marketing Specialist 186 City of Sun Prairie 2018 Budget The Economic Development Division provides staff support to the Community Development Authority (CDA), Downtown Business Improvement District (BID), Sun Prairie Tourism Commission, and Ad-Hoc Committee for Transportation (ended May 2017). In addition, staff coordinate efforts with workforce development resources from local, regional, and State agencies. The Specia l Revenue Fund segregates funding designated for a specific purpose from general fund Economic Development expenditures. 2017 BUDGET HIGHLIGHTS There is significant interest in Sun Prairie sites, primarily due to the increasing awareness of the Sun Prairie Business Park expansion amongst commercial realtors. Division staff have worked on the Business Park Expansion, including the TID 12 Amendment, creation of TID 13 for the private business park, central Main Street Corridor Redevelopment Plan, and the sale of two City owned lots. 2018 BUDGET HIGHL IGHTS There are no notable changes. FINANCIAL SU MMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) ECONOMIC DEVELOPMENT Transfers In: BID $0 $53,416 $53,416 $0 $0 ($53,416) Transfers In: TIF 0 22,893 22,893 0 0 (22,893) Total Revenues $0 $76,309 $76,309 $0 $0 ($76,309) Revenues 187 City of Sun Prairie 2018 Budget 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) Wages $0 $48,689 $48,689 $0 $0 ($48,689) Overtime 0 53 0 0 0 0 Social Security 0 3,725 3,725 0 0 (3,725) Retirement 0 3,314 3,311 0 0 (3,311) Health Insurance 0 12,114 16,680 0 0 (16,680) Life Insurance 0 62 216 0 0 (216) Dental Insurance 0 1,072 1,290 0 0 (1,290) Office Supplies 0 400 400 0 0 (400) Communications 0 0 55 0 0 (55) Total Expenditures $0 $69,429 $74,366 $0 $0 ($74,366) Expenditures ECONOMIC DEVELOPMENT SPECIAL REVENUE FUND BALANCE 2016 2017 2017 2018 2018 ACTUAL PROJECTED BUDGET RECOMMEND APPROVED Beginning Fund Balance $0 $0 $0 $1,943 $1,943 Additions 0 76,309 76,309 0 0 Expenses 0 69,429 74,366 0 0 Ending Fund Balance $0 $6,880 $1,943 $1,943 $1,943 THIS PAGE LEFT BLANK INTENTIONALLY 189 City of Sun Prairie 2018 Budget DESCRIPTIO N The City’s goal is to ensure the impact fee program is administered fairly, consistently and within the scope and parameters of the State statutes that regulate the imposition of such fees. The program’s purpose is to ensure that new development on the Westside pays its fair share for the benefits that roadway projects in the district provide. In 2014, the Traffic Impact Fee program was updated to account for changes in the planned street projects and to account for actual construction costs and impact fees collected to-date vs. estimated at the time the program was adopted. Updates to the City’s impact fee ordinance addressed ambiguities in the ordinance and designated the Community Development Director as the Impact Fee Administrator. The per-trip impact fee was increased as part of the Ordinance amendment. In 2016, the fee was updated again to account for significant changes in the City’s land use plan, and the fee was modestly increased. The fee increase in 2016 allows for collection of the full Westside share of infrastructure. MISSION Ensure that development projects within the City’s Westside Neighborhood contribute a fair share toward the cost of new arterial street infrastructure that is needed to serve the area. SPECIAL REVENUE FUND Westside Traffic Impact Fee Westside Traffic Impact Fee Fund 190 City of Sun Prairie 2018 Budget 2017 BUDGET HIGHLIGHTS In 2017, the following projects were completed: Brooks Drive reconstruction (partial project), east leg of Blue Aster/Grand Traffic Signals, STH 19 Bike Path, Reiner Road/O’Keeffe Avenue intersection expansion and signalization design. The expansion and signalization of the intersection of Reiner Road and O’Keeffe Avenue was delayed due to higher than anticipated bids received. It is likely that this project will be completed in 2018. 2018 BUDGET HIGHLIGHTS The 2018 CIP planned for several projects with a Traffic Impact Fee component. This includes the reconstruction of Reiner Road and design work for the Grand/Hoepker intersection expansion and Rattman Road reconstruction projects. In addition, the second half of the Thompson-Brooks Connection (the S. Thompson Road portion of the project) is scheduled for 2018. FINANCIAL SU MMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) WESTSIDE TRAFFIC IMPACT FEE FUND Impact Fees - Single Family $99,384 $115,000 $50,000 $55,000 $55,000 $5,000 Impact Fees - Multi Family 5,472 165,000 15,000 30,000 30,000 15,000 Impact Fees - Nonresidential 117,704 700,000 50,000 100,000 100,000 50,000 Investment Income 15,134 10,000 2,000 7,500 7,500 5,500 Total Revenues $237,694 $990,000 $117,000 $192,500 $192,500 $75,500 Professional Services $0 $0 $0 $25,000 $25,000 $25,000 Transfer Out 11,511 938,691 1,356,128 1,614,719 1,614,719 258,591 Total Expenditures $11,511 $938,691 $1,356,128 $1,639,719 $1,639,719 $283,591 Revenues Expenditures WESTSIDE TRAFFIC IMPACT FEE: FUND BALANCE 2016 2017 2017 2018 2018 ACTUAL PROJECTED BUDGET RECOMMEND APPROVED Beginning Fund Balance 2,071,304$ 2,297,487$ 2,297,487$ 1,058,359$ 1,058,359$ Additions 237,694$ 990,000$ 117,000$ 192,500$ 192,500$ Expenses 11,511$ 938,691$ 1,356,128$ 1,639,719$ 1,639,719$ Ending Fund Balance 2,297,487$ 2,348,796$ 1,058,359$ (388,860)$ (388,860)$ 191 City of Sun P rairie 2018 Budget DESCRIPTION The Sun Prairie Media Center (SPMC) exists to ensure that Sun Prairie residents stay informed and connected to their community. Residents of all ages can acquire technical knowledge and access to create their own media messages across multiple and varied platforms. The SPMC provides coverage of local sports, community events, church services, and other happenings in Sun Prairie. Citizens have unfiltered access to the proceedings of their local government through SPMC coverage of city meetings. The SPMC consists of three major entities: The TV channels KIDS-4 and KSUN and the community radio station 103.5 FM the Sun Community Radio. All entities run 24 hours a day, 7 days a week. Both KSUN and 103.5 FM the Sun are available to livestream and on-demand online. MISSION Serving Sun Prairie by educating, informing, entertaining, and empowering its citizens through programming produced by Sun Prairie residents for Sun Prairie residents. The SPMC strives to ensure that citizens maintain access rights not only to governmental proceedings, but also to a variety of media-making tools to create messages across multiple media platforms. SPECIAL REVENUE FUND Sun Prairie Media Center Executive Director Program Coordinator (KSUN) Program Coordinator (KIDS-4) 0.88 FTE Program Coordinator (103.5 FM Radio) Production Specialists LTE Promotion Coordinator 0.5 FTE 192 City of Sun Prairie 2018 Budget SPMC accomplishes its mission using paid and volunteer staff. An August 2017 count indicated 73 resident volunteers and approximately 55 KIDS-4 crewmembers contribute programming and media coverage on a regular basis. The SPMC staff takes the nature of the changing media landscape seriously. The department strives to keep its facilities and equipment modern and user-friendly by researching media product innovations and implementing them into the SPMC. 2017 BUDGET HIGHLIGHTS SPMC acquired a 2017 Honda Odyssey van donated by Wilde East Towne Honda. This replaced the Media Center’s need to borrow a city vehicle. The van has proven indispensable to getting to the events the Media Center covers/broadcasts. The van is also used by the Public Library for outreach efforts. To ensure continuous broadcast of the radio station SPMC purchased and installed radomes on the radio antenna located at the Sheehan Park Water Tower. These protective devices have eliminated any weather-related outages since they were installed in early 2017. Four Media Center staff attended the national Alliance for Community Media conference, providing staff with education on new trends, new technologies, and new/potential regulations. The SPMC increased the number of iMac workstations from six to eight; this allows entire KIDS-4 crews to edit their projects at the same time. This upgrade will result in increased software licensing fees. In addition, we have added a new curtain and new green screen. From an IT standpoint, the Media Center purchased additional storage capacity for its media files. The SPMC is working with the city IT department to merge the Media Center network into the city network and reviewing, updating, and strengthening security measures. The increase in activity at the Media Center has resulted in an increase in volunteer hours and staff time. SPMC revenues and a part-time vacancy were able to cover the increased expenditures in 2017. The Council chamber technology refresh will update technology used by Media Center staff. A new cable provider, TDS, started providing Sun Prairie service this fall. TDS is planning to charge SPMC a fee to be included in their electronic program guide; Charter does not charge for this service. SPMC revenues have increased, partly due to increasing the KIDS-4 program fee by 40% this year. 193 City of Sun Prairie 2018 Budget 2018 BUDGET HIGHLIGHTS The Media Center will begin to charge an annual $50 fee to individuals using the center and its equipment. A portion of the fee may be offset by volunteer shifts. The Media Cen ter charges a fee for KIDS-4 classes, to offset a portion of staff and equipment expenses. The fee will be increased from $100 to $140 in 2018 due to increased equipment costs. The fee increase is expected to generate an additional $4,200 per year. The profess ional services budget is increased $2,850 to provide funding for higher music licensing costs and software agreements. The station pays fees and broadcast charges to music distributors. A failure to pay these fees could result in the loss of our station license. The amount paid for IT support is expected to increase as cybersecurity is strengthened and the Media Center network is merged with the city network. The IT Department’s Support Specialist position increase to full time is partially funded by the CATV fund. The Sun Prairie Media Center offers 24-hour programming. To allow after-hours access while maintaining security, the Center will install a swipe card entry system. The estimated system cost is $5,000. The Media Cente r will purchase an asset management system to track equipment checkouts, studio reservations, class reservations, and volunteer hours. The estimated cost is $2,000. The Media Cen ter will purchase the InfoVue system to add a wide variety of short-form programming, data feeds, slide shows, and other content to the Media Center’s channels. The system will cost an estimated $4,950. The cost is partially offset by a decrease the current system’s annual $1,000 expense. The Sun Prairie Media Center will begin to close caption its programming, particularly live city meetings. Although FCC regulation or other law does not mandate this action, the Media Center strives to meet the needs of all residents, including residents with hearing issues. People who come to city meetings have the option of using an assisted hearing device; the Media Center will be providing a similar type of service to those residents who view the meetings from home. 194 City of Sun Prairie 2018 Budget PERFORMANCE MEASUREMENT Utilize volunteers to provide programming. Measure 2013 2014 2015 2016 2017 projected Volunteer Hours 4,264 4,186 6,017 6,420 103.5 The Sun Programs Produced N/A 240 1,924 2,424 KSUN Programs Produced 1,134 1,215 1,584 1,448 Note: The City introduced the radio station in late 2015. KIDS-4 and summer workshop participation. Measure 2013 2014 2015 2016 2017 KIDS-4 Crew Members 52 51 56 60 Summer Workshops 34 40 57 70 Revenue from KIDS-4/workshops $7,100 $8,870 $9,755 $15,265 The 2017 data reflects a year-end projection using data from January-August. Without access t o traditional ratings, this chart measures ways we build awareness of our organization. Measure 2013 2014 2015 2016 2017 (projected) Internet Page Views 46,696 62,529 75,849 80,513 Sports Sponsorships 11 10 10 11 Graduation Sponsorships 8 11 13 15 Sponsorship Revenue $6,750 $9,100 $10,400 $11,850 STAFFING SU MMARY FTE LTE Board Total CATV Fund $269,916 $12,027 $517 $282,460 FTE 4.38 0.80 0.00 5.18 FTE LTE Board Total CATV Fund $306,629 $10,172 $517 $317,318 FTE 4.38 0.80 0.00 5.18 FTE LTE Board Total Dollars $36,713 -$1,855 $0 $34,858 FTE 0.00 0.00 0.00 0.00 2017 2018 Change 195 City of Sun Prairie 2018 Budget FINANCIAL SUMMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) SUN PRAIRIE MEDIA CENTER SPECIAL REVENUE FUND Franchise Fees $369,688 $361,500 $350,000 $394,213 $394,213 $44,213 Investment Income 1,128 500 - 500 500 500 Insurance Dividends 1,398 269 369 438 438 69 Misc. Revenues 26,873 35,000 18,095 30,350 30,350 12,255 Total Revenues $399,087 $397,269 $368,464 $425,501 $425,501 $57,037 Materials & Supplies $29,503 $20,488 $19,363 $16,994 $16,994 ($2,369) Contractual Services 38,621 26,100 19,922 22,775 22,775 2,853 Insurance 888 877 973 1,194 1,194 221 Professional Development 3,086 8,500 2,120 1,230 1,230 (890) Capital Expenditures 28,402 31,000 50,600 26,958 26,958 (23,642) Total Expenditures $100,500 $86,965 $92,978 $69,151 $69,151 ($23,827) CABLE ACCESS TELEVISION: OPERATING FUND 2016 2017 2017 2018 2018 ACTUAL PROJECTED BUDGET RECOMMEND APPROVED Beginning Fund Balance $319,078 $345,860 $345,860 $348,583 $348,583 Additions 399,087 397,269 368,464 425,501 425,501 Expenses 372,305 394,546 396,672 417,780 418,078 Ending Fund Balance $345,860 $348,583 $317,652 $356,304 $356,006 CABLE ACCESS TELEVISION: REPLACEMENT FUND 2016 2017 2017 2018 2018 ACTUAL PROJECTED BUDGET RECOMMEND APPROVED Beginning Fund Balance $29,703 $23,599 $23,599 $20,099 $20,099 Additions 21,500 21,500 21,500 21,500 21,500 Expenses 27,604 25,000 50,600 26,950 26,950 Ending Fund Balance $23,599 $20,099 ($5,501) $14,649 $14,649 CABLE ACCESS TELEVISION: PATRICK MARSH 2016 2017 2017 2018 2018 ACTUAL PROJECTED BUDGET RECOMMEND APPROVED Patrick Marsh $2,150 $2,150 $2,150 $2,150 $2,150 TOTAL CABLE ACCESS TELEVISION BALANCE 2016 2017 2017 2018 2018 ACTUAL PROJECTED BUDGET RECOMMEND APPROVED TOTAL FUND BALANCE $371,609 $370,832 $314,301 $373,103 $372,805 Revenues Expenditures THIS PAGE LEFT BLANK INTENTIONALLY 197 City of Sun Prairie 2018 Budget DESCRIPTIO N The City of Sun Prairie contracts collection and disposal of curbside refuse and recycling materials from 1-4 unit residences, monthly brush material collection April through November, and yard waste four times per year. The Public Works Department coordinates cart exchange and supplies carts funded by the permit holder of new units. The City operates the City recycling center to facilitate collection of brush, yard waste, metal, used motor oil, oil filters and cardboard. Division staff conduct household hazardous waste collection for residents once per year. 2017 BUDGET HIGHLIGHTS In 2017, the City began replacing original carts from the original automatic cart program. The Department completed a competitive procurement process to choose a waste and recycling vendor. The vendor increased curbside yard waste collection from two to four times a year. Refuse & Recycling 0.5 LTE MISSION Provide a clean and safe environment for Sun Prairie residents by providing refuse and recycling solutions. SPECIAL REVENUE FUND Refuse and Recycling 198 City of Sun Prairie 2018 Budget 2018 BUDGET HIGHLIGHTS There are no notable changes in the 2018 budget. PERFORMANCE MEASUREMENT Measure 2014 2015 2016 2017 Work Orders 153 69 64 82 Units Collected 9,468 9,661 9,788 9,899 Contractor Cost per Unit $11.19 $11.45 $8.90 $9.20 Recycling Collection (tons) 1,838 2,763 2,584 1,625 Refuse Collection (tons) 4,460 7,250 7,185 4,194 Yard Waste Processed (Cu. Yards) 7,544 7,423 7,041 1,848 Waste Oil (Gallons) 3,992 507 3,615 1,340 The 2017 data reflects performance through July 2017. STAFFING SUMMARY FTE LTE Total Refuse Special Revenue Fund $0 $18,731 $18,731 FTE 0.00 0.50 0.50 FTE OT/Seasonal Total Refuse Special Revenue Fund $0 $19,588 $19,588 FTE 0.00 0.50 0.50 FTE OT/Seasonal Total Dollars $0 $857 $857 FTE 0.00 0.00 0.00 2017 2018 Change 199 City of Sun Prairie 2018 Budget FINANCIAL SUMMARY 2015 2016 2017 2017 2018 2018 INCREASE ACTUAL ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) REFUSE AND RECYCLE FUND Intergovernmental $47,324 $45,404 $47,410 $45,000 $45,500 $45,500 $500 Public Charges for Services 1,090,210 1,125,566 1,221,365 1,218,313 1,231,660 1,231,660 13,347 Investment Income 547 2,183 5,500 1,500 5,000 5,000 3,500 Misc. & Other 330,533 181,943 43,099 50,933 37,811 37,811 (13,122) Total Revenues $1,468,615 $1,355,096 $1,317,374 $1,315,746 $1,319,971 $1,319,971 $4,225 Materials & Supplies $30,155 $3,528 $1,800 $4,800 $4,825 $4,825 $25 Contractual Services 1,365,611 1,141,410 1,202,250 1,234,215 1,246,683 1,246,683 12,468 Capital 2,207 25,010 52,000 58,000 48,875 48,875 (9,125) Total Expenditures $1,397,973 $1,169,948 $1,256,050 $1,297,015 $1,300,383 $1,300,383 $3,368 REFUSE AND RECYCLE FUND BALANCE 2015 2016 2017 2017 2018 2018 ACTUAL ACTUAL PROJECTED BUDGET RECOMMEND APPROVED Beginning Fund Balance $0 $55,233 $225,874 $225,874 $225,874 $225,874 Additions 1,468,615 1,355,096 1,317,374 1,315,746 1,319,971 1,319,971 Expenses 1,413,382 1,184,455 1,271,121 1,315,746 1,319,971 1,319,971 Ending Fund Balance $55,233 $225,874 $272,127 $225,874 $225,874 $225,874 Revenues Expenditures THIS PAGE LEFT BLANK INTENTIONALLY 201 City of Sun Prairie 2018 Budget DESCRIPTION The City of Sun Prairie is expected to continue to experience steady growth over the next two decades. This anticipated growth will require additions to the City’s existing park and playground facilities. The City of Sun Prairie imposes a park impact fee on new permits within new developments to fund park land purchases and park improvements. 2017 BUDGET HIGHLIGHTS Park impact fees fund capital projects included in the Capital Improvement Plan (CIP). Consistent with the 2017 CIP, a new shelter was installed at Fox Point Park by City staff and contracted help. An addition to the bike path at the east edge of Sheehan Park was installed and connects the Sheehan Park bike path with the entrance of the Little League site and the skate park. A new shelter at Liberty Square Park is in the design phase and will be installed in 2018. 2018 BUDGET HIGHL IGHTS Park impact fees fund capital projects included in the Capital Improvement Plan (CIP). The 2018 CIP includes Liberty Park shelter installation, design of the Smith’s Crossing shelter, and Sheehan Park Trail Lighting. Park Fund SPECIAL REVENUE FUND Park Fund MISSION Improve quality of life through provision of high quality services, parks, open spaces, facilities and a variety of programs and special events. 202 City of Sun Prairie 2018 Budget Two sand volleyball courts will be installed at Stoneridge Estates Community Park. The project cost is an estimated $8,000. A stone pathway a nd solar lighting will be installed at the Sun Prairie Pet Exercise Area and Dog Park. The pathway will provide a dryer walkway for people and dogs. The lighting will be installed near the Shelter area. The estimated expense is $12,000 for the walkway and $4,500 for the exercise area. FINANCIAL SUMMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) PARK FUND REVENUES Park Fees - Building Permits $60,885 60,000$ $67,000 $65,000 $65,000 ($2,000) Park Fees - Development Agmnts 41,040 17,000 50,000 40,000 40,000 ($10,000) Dog Park Use Fees 18,016 0 0 0 0 $0 Impact Fees 44,938 750,397 17,800 134,800 134,800 $117,000 Investment Income 3,713 3,780 0 4,000 4,000 $4,000 Misc. & Other 12,707 660 475,222 500 500 (474,722) Total Revenues $189,621 $831,837 $610,022 $244,300 $244,300 ($365,722) Materials & Supplies $30,299 $0 $0 $0 $0 $0 Contractual Services 29,029 10,500 16,000 8,000 8,000 (8,000) Transfers Out 91,404 77,477 84,288 0 0 (84,288) Capital 47,531 57,748 54,238 210,500 210,500 156,262 Total Expenditures $198,263 $145,724 $154,526 $218,500 $218,500 $63,974 PARK FEE FUND BALANCE 2016 2017 2017 2018 2018 ACTUAL PROJECTED BUDGET RECOMMEND APPROVED Beginning Fund Balance $940,871 $923,907 $923,907 $1,379,403 $1,379,403 Additions 136,361 81,440 592,222 109,500 109,500 Expenses 153,325 145,724 136,726 218,500 218,500 Ending Fund Balance $923,907 $859,623 $1,379,403 $1,270,403 $1,270,403 PARK IMPACT FEE FUND BALANCE 2016 2017 2017 2018 2018 ACTUAL PROJECTED BUDGET RECOMMEND APPROVED Beginning Fund Balance $0 $0 $0 $0 $0 Additions 44,938 750,397 17,800 134,800 134,800 Expenses 44,938 - 17,800 - 0 Ending Fund Balance $0 $750,397 $0 $134,800 $134,800 Revenues Expenditures 203 City of Sun Prairie 2018 Budget PARK FUND: TOTAL FUND BALANCE 2016 2017 2017 2018 2018 ACTUAL PROJECTED BUDGET RECOMMEND APPROVED Beginning Fund Balance $940,871 $923,907 $923,907 $1,379,403 $1,379,403 Additions 181,299 831,837 610,022 244,300 244,300 Expenses 198,263 145,724 154,526 218,500 218,500 TOTAL FUND BALANCE $923,907 $1,610,020 $1,379,403 $1,405,203 $1,405,203 THIS PAGE LEFT BLANK INTENTIONALLY 205 City of Sun Prairie 2018 Budget DESCRIPTIO N The City of Sun Prairie collects a charge at the time a building permit is issued initial building construction. The charge goes toward the expense of the street trees that will be added on the terrace. This fee is charged for both residential and non-residential structures. For a building with up to four dwelling units, a fee is charged per dwelling unit. Buildings that are non-residential or that have five or more units are charged a fee at the rate of one tree per 50 feet of public street lot frontage. The charge is $325.00 per unit or per 50 feet of public street frontage. 2017 BUDGET HIGHLIGHTS There are no notable 2017 highlights. 2018 BUDGET HIGHL IGHTS The budget provides authority to expend $20,000 to replace 275 trees that were removed but not replaced in the past eight years. Street Tree Fund MISSION Improve quality of life through provision of high quality services, parks, open spaces, facilities and a variety of programs and special events. SPECIAL REVENUE FUND Street Tree Fund 206 City of Sun Prairie 2018 Budget PERFORMANCE MEASUREMENT Maintain street trees. Measure 2014 2015 2016 2017 Street trees planted 95 90 110 FINANCIAL SUMMARY 2016 2017 2017 2018 2018 INCREASE ACTUAL PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) TREE FUND Public Charges for Services $66,653 $115,000 $59,100 $51,000 $51,000 ($8,100) Investment Income 0 0 0 100 100 100 Misc. & Other 542 1,600 36,000 200 200 (35,800) Total Revenues $67,195 $116,600 $95,100 $51,300 $51,300 ($43,800) Materials & Supplies $660 $0 $0 $0 $0 $0 Contractual Services 0 12,000 12,000 0 0 (12,000) Capital 103,429 82,659 83,100 95,000 95,000 11,900 Total Expenditures $104,089 $94,659 $95,100 $95,000 $95,000 ($100) TREE FUND BALANCE 2016 2017 2017 2018 2018 ACTUAL PROJECTED BUDGET RECOMMEND APPROVED Beginning Fund Balance $178,844 $141,950 $141,950 $141,950 $141,950 Additions 67,195 116,600 95,100 51,300 51,300 Expenses 104,089 94,659 95,100 95,000 95,000 Ending Fund Balance $141,950 $163,891 $141,950 $98,250 $98,250 Revenues Expenditures 207 City of Sun Prairie 2018 Budget MISSION Serve the community as an activity center to support lifelong learning by providing educational, cultural, and recreational opportunities for all people. CULTURE, RECREATION & EDUCATION Library Director Head of Adult Services Sub Library Asst I 0.25 LTE Public Services Librarian Adult Services Librarian Adult Services Intern 0.28 FTE Head of Youth Services Teen Services Librarian Assistant Youth Services Librarian Library Assistant I 1.425 FTE Summer Library Assistant I 0.20 LTE Admin/Project Technology Coordinator Head of Circulation Services Asst Circulation Manager Library Assistant I 4.63 FTE Sub Library Assistant I 0.25 LTE Head of Technical Services Asst Technical Services Librarian Library Assistant II Page II 2.20 FTE Page I 0.88 FTE 208 City of Sun Prairie 2018 Budget DESCRIPTION The Sun Prairie Public Library is a municipal library established under Wisconsin Statutes, Chapter 43.52 and administered by a library board comprised of nine members appointed by the Mayor. The Library board consists of the President, Vice President, and Financial Secretary, a representative from the Sun Prairie Area School District, and a City Council Alder. The Sun Prairie Public Library is open seven days a week from Labor Day to Memorial Day, for 68 hours of service. During the summer months, the library is open six days a week for 64 hours of service. Additionally, the Sun Prairie Public Library’s digital and online services give patrons access to downloadable materials and databases 24 hours/day, every day of the year. Four departments within the Sun Prairie Public Library maintain library services: Adult Services, Circulation Services, Technical Services, and Youth Services. The library’s administrative staff (Library Director, Technology Coordinator, and Administrative Assistant) provides support and resources to all four departments. 2017 BUDGET HIGHL IGHTS The 2017 budget allowed the library to make physical, customer service, and programming improvements to the library. The library was able to install two new self-check-out kiosks, update the circulation work area and self-service holds area, replace entrance lobby tiles, upgrade HVAC software for increased efficiency and remote access, and purchase new chairs for the computer lab and youth services area. The 2017 budget provided funds to support a collection that meets our residents’ needs and Dane County Standards. Customer service improvements included increased professional level support at the Information Desk with an LTE Intern. Staff development through professional memberships and attendance at professional conferences and workshops rounded out customer service enhancements. The library was able to invite local and national experts and authors for programming opportunities. Some of the challenges the library faced were unanticipated repairs to the facility and increased need for programming and meeting space. Patrons expressed desire for increased hours of operation, greater one-to-one support for reference and technology assistance, increased mobile technology, and support for library programming. 209 City of Sun Prairie 2018 Budget 2018 BUDGET HIGHLIGHTS The Budget includes a cost to continue increase of $40,461 in order to maintain the current level of service: Library Administration The budget includes a $5,575 increase to reflect incremental increases in technology supplies, maintenance agreements, communications, programming, and professional membership dues. An existing A dministrative Assistant position will be elevated to an Administrative & Project Librarian classification. The Sun Prairie Public Library has growing professional level and administrative needs including grant and partnership opportunities, financial reporting, professional level reference and technical assistance, and staff development and volunteer activity coordination. The budget provides $19,677 for this purpose. The budget p rovides $12,168 in funding and 0.20 FTE authority to increase the existing Circulation Manager position to full time. It also provides $32,321 and 0.12 FTE authority to reclassify an existing Library Assistant I to Library Assistant II. The City of Sun Prairie’s youth demographic is quickly growing; this position will serve in the Youth Services area. Library Materials An increase of $14,062 to cover average material cost increases across all formats and genres. Library Building & Grounds The cost to continue budget includes $21,449 to cover increasing costs for repairs, maintenance agreements, and janitorial services. These costs are increasing due to an aging facility that requires frequent maintenance, scheduled repairs, and unexpected repairs. High usage has also increased the demand of janitorial and cleaning services. In addition, the Library Board will transfer in $80,000 from the library’s fund balance for the following one-time expenditures: • $15,000 for Information Desk Intern • $45,000 for Architectural Analysis • $10,000 for Capital Equipment • $10,000 for Office Furniture and Equipment A cost to continue increase will address the increased costs for repairs and maintenance. The architectural analysis will begin to address space needs. Staffing initiatives will address increased Friday hours, supervisory staff on weekends and evenings, one-on-one support for reference and technical assistance, and staff for programming needs. 210 City of Sun Prairie 2018 Budget PERFORMANCE MEASUREMENT The Sun Prairie Public Library conducted a survey and held community conversations as part of the strategic planning process. Results revealed that Sun Prairie residents hold the library in high regard and consider the library central and very important to the community. The Sun Prairie Public Library’s goals are to respond to the needs of our residents with the resources they seek and by providing a sense of place. The following measurement goals will help to drive this outcome: • Ensure patrons find 75% of their physical collection needs from their home library • Maintain a steady 2% growth per year in our collection size to keep pace with anticipated population growth • Maintain 2% growth per year in our annual library visits by providing spaces and resources that meet residents’ needs. Measure 2013 2014 2015 2016 2017* Physical Collection Size 122,922 125,684 130,286 133,955 136,903 % circulation from home library’s collection for Sun Prairie 76% 76% 77% 76% 77% % circulation from home library’s collection for all SCLS/LINK libraries 73% 72% 71% 69% 69% Library Visitors NA 221,615 219,893 236,526 140,642 The 2017 data reflect circulation as of August 1, 2017. In 2013, the door counter was not functioning. Provide equitabl e access to physical and digital library services and resources. Measure 2013 2014 2015 2016 2017* Public Internet & Wi-Fi 69,436 185,909 218,385 261,504 164,814 Registered Library Users 22,282 22,649 22,921 23,455 NA Physical & Digital Circulation 701,159 667,533 665,167 679,586 442,386 The 2017 data reflects access through August 1, 2017. Public internet only in 2013. Wi-Fi usage statistics were not available in 2013. Increase lifel ong learning opportunities by 2% each year for the next five years. Measure 2013 2014 2015 2016 2017 Youth, Teen, and Adult Summer Library Program Participation 2,581 2,747 2,684 3,040 NA Youth, Adult and Multigenerational Program Attendance 23,169 26,280 25,553 27,704 NA Reference Transactions 45,526 45,838 46,592 46,410 NA 211 City of Sun Prairie 2018 Budget STAFFING SUMMARY FTE OT/Seasonal Total Library Fund $1,349,341 $18,371 $1,367,712 FTE 23.84 0.00 23.84 FTE OT/Seasonal Total Library Fund $1,462,488 $36,162 $1,498,650 FTE 24.16 0.00 24.16 FTE OT/Seasonal Total Dollars $113,147 $17,791 $130,938 FTE 0.32 0.00 0.32 2017 2018 Change FINANCIAL SUMMARY 2017 2017 2018 2018 INCREASE PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) LIBRARY SPECIAL REVENUE FUND Intergovernmental $456,978 $456,805 $493,039 $493,039 $36,234 Fines & Forfeitures 25,000 37,000 10,000 10,000 (27,000) Public Charges for Services 12,000 7,050 8,000 8,000 950 Misc. & Other Revenues 1,729,998 1,482,740 1,633,673 1,641,560 158,820 Total Revenues $2,223,976 $1,983,595 $2,144,712 $2,152,599 $169,004 LIBRARY ADMINISTRATION Materials & Supplies $28,550 $26,275 $30,434 $30,434 $4,159 Contractual Services 18,600 17,125 65,800 65,800 48,675 Professional Development 6,500 7,750 8,050 8,050 300 Capital Expenditures 0 2,500 0 0 (2,500) Subtotal Administration $53,650 $53,650 $104,284 $104,284 $50,634 LIBRARY COLLECTION Materials & Supplies $250,785 $250,993 $269,345 $269,345 $18,352 Contractual Services 113,000 113,340 100,971 100,971 (12,369) Subtotal Collection $363,785 $364,333 $370,316 $370,316 $5,983 Revenues Expenditures 212 City of Sun Prairie 2018 Budget 2017 2017 2018 2018 INCREASE PROJECTED BUDGET RECOMMEND APPROVED (DECREASE) LIBRARY BUILDING & GROUNDS Materials & Supplies $99,000 $89,400 $59,349 $59,349 ($30,051) Contractual Services 55,000 58,000 58,000 58,000 0 Capital Expenditures 50,500 50,500 62,000 62,000 11,500 Other 12,886 0 0 0 0 Subtotal Building & Grounds $217,386 $197,900 $179,349 $179,349 ($18,551) LIBRARY EXPENDITURE SUMMARY Materials & Supplies $378,335 $366,668 $359,128 $359,128 ($7,540) Contractual Services 186,600 188,465 224,771 224,771 36,306 Professional Development 6,500 7,750 8,050 8,050 300 Capital Expenditures 50,500 53,000 62,000 62,000 9,000 Other 12,886 0 0 0 0 Library Total $634,821 $615,883 $653,949 $653,949 $38,066 LIBRARY SPECIAL REVENUE FUND BALANCE 2017 2017 2018 2018 PROJECTED BUDGET RECOMMEND APPROVED Beginning Fund Balance $0 $0 $0 $0 Additions 2,223,976 1,983,595 2,144,712 2,152,599 Expenses 1,942,479 1,983,595 2,144,712 2,152,599 Ending Fund Balance $281,497 $0 $0 $0 213 City of Sun Prairie 2018 Budget DESCRIPTION The Wisconsin Development Fund Program is designed to encourage the creation and retention of permanent jobs and redevelopment or new development within the City. It is sometimes termed the Revolving Loan Fund. The fund is designated to make direct business loans on a companion basis with other financing sources (public sector loans, governmental loans/grants, equity, etc.). The recipient of funds must agree that a minimum of 51 percent of the jobs created or retained shall be made available to low and moderate income persons at wages above the federal minimum wage. Funding for the Wisconsin Development Fund is derived from federal Community Development Block Grants administered by the State. The program complies with federal, state and local program requirements. The Director of Administrative Services and the Director of Economic Development serve as the Program Coordinators for this fund, and act as staff liaisons to the Committee. A City Council member serves as a voting member of the Committee. The Committee reviews applications for assistance through the program, and makes recommendations to the City Council regarding approval of said applications. MISSION Provide a supplementary financing tool to qualified businesses that will have a positive economic impact but are unable to secure adequate funds through traditional financing. These businesses will create full-time jobs and increase opportunity for low-to-moderate income persons. SPECIAL REVENUE FUND Wisconsin Development Fund Wisconsind Development Fund Committee 214 City of Sun P rairie 2018 Budget 2017 BUDGET HIGHLIGHTS The program currently has one active loan which was issued in 2013. This applicant is current on their payments and loan conditions to date. Due to com petitive interest rates available through private financing, no new applications were submitted. 2018 BUDGET HIGHLI GHTS The current active loan will be paid in full by March 2018. There are no new applications anticipated at this time. PERFORMANCE ME ASUREMENT Provide loans to eligible applicants. Ensure outstanding loans are repaid within the agreed upon terms. Measure 2014 2015 2016 2017 New applications received 0 0 0 0 New loans approved 0 0 0 0 Outstanding loans in compliance 1/1 1/1 1/1 1/1 FINANCIAL SUMMARY 2015 2016 2017 2018 ACTUAL ACTUAL PROJECTED APPROVED Cash & Investments $113,649 $129,799 $147,701 $153,204 Loan Receivable 34,204 19,499 4,003 0 Total Assets $147,853 $149,298 $151,704 $153,204 Reserved for Loan $34,204 $19,499 $4,003 $0 RLF Fund 113,649 129,799 147,701 153,204 Total Liabilities & Fund Balance $147,853 $149,298 $151,704 $153,204 Assets Liabilities & Fund Balance 215 City of Sun Prairie 2018 Draft Budget DESCRIPTION The City of Sun Prairie begins Five-Year Capital Improvement Plan (CIP) development in March. Department Directors prepare the annual CIP. The department directors schedule p rojects based on maintenance and replacement plans as well as the Parks and Open Space Plan, the Westside Traffic Impact Fee Plan , and the Main Street Corridor Plan. The finance department then reviews the plan for compliance to the City’s capital improvement policy and debt management policy. Lastly, the Capital Improvem ent Committee reviews and prioritizes all projects. The Committee of the Whole reviews the plan and makes modifications. A public hearing is held to obtain citizen input. After review by the Committee of the Whole, the Council approves the five-year plan. Approval of the plan indicates approval to incorporate the first year of CIP spending into the budget document. Capital Improvement expenditures must be made in accordance with the budgeted amounts. The Council must approve variances from the approved budget including additional appropriations, changes in the scope of the project and/or additions or deletions of projects. Minor changes to projects that remain within budget can be approved by staff or the Public Works Committee based on the amount of the change . To qualify as a Capital Improvement project, the project must have a cost of $25,000 or more and a useful life no less than 10 years. Projects that may be classified as an “asset” based on the City’s Capital Asset policy but a re less than the $25,000 minimum or have a useful life less than 10 years are planned for and funded through the city’s operating budget. 2017 BUDGET HIGHLIGHTS The Public Works, Engineering Department, and Sun Prairie Utilities work together to prioritize streets in need of reconstruction or rehabilitation. In 2017, the following streets were scheduled for reconstruction or rehabilitation: • Pennsylvania Avenue • Kelly Street • North Street • W. Goodland Street • W. Kohler Street • Wilson Street MISSION Preserve, maintain, and improve the community’s investment in buildings, vehicles, roads, utilities, parks, and equipment. CAPITAL PROJECTS FUND Capital Improvement Plan Summary 216 City of Sun Prairie 2018 Draft Budget • W. Elm Street • Birkinbine Drive • Luther Drive • Robert Drive • B Street • Flint Street • Lori Lane • Wilburn Road • Bruce Street • Woodsend Court • Thompson-Brooks Connection The 2017 Ca pital Projects budget includes $223,680 for building improvements. This includes City Hall bathroom updates, Library self check-out stations, Library ceiling repair, and City Hall IT office renovations. 2018 BUDGET HIGHLIGHTS The 2018-2022 CIP is primarily made up of replacement or maintenance of assets and will have very little if any effect on the operating budget of the city. Those assets that are new have been noted on the schedule. Most of the new assets additional operating costs will be able to be absorbed in the 2018 operating budget. Those items that will have a greater effect are discussed below: Liberty Square Park Shelter, Smith’s Crossing Park Shelter & Restroom: The Liberty Square Park Shelter will require additional staff time to maintain the cleanliness of the shelter. The City expects to absorb this cost in the current operating budget. It should be noted that the city is currently analyzing the process of cleaning park shelters to determine if changes need to be made to scheduling or if additional staff will be required. Family Aquatic Center Splash Pad: Staff has not designed the project to understand if the splash pad will use potable water or a recirculating water system. In either case this could have a significant cost to the operating budget. Westside Community Building Expansion: The city is in the process of moving from a volunteer fire department to a full-time staffed fire department. The city’s second station at the Westside Community Center B uilding lacks living quarters for a 24 hour service station. The fire department has provided a proposed plan fo r staffing the station after the construction is completed in 2019. This plan is a phased in approach that will cost appr oximately $98,800 per year for three years beginning 2020. Phosphorous Treatment and Plant Capacity Upgrade: The city is in the design phase of a wastewater plant upgrade. The construction of the upgrade is scheduled to begin in 2019 and be completed late 2020. The design is intended to eliminate additional phosphorous from the plant discharge. Due to the growth of the city, the plant may also include an expansion to eliminate the need for additional construction in the near future. The operating cost will only occur if an expansion is included in the design of the plant. 217 City of Sun Prairie 2018 Draft Budget Northwest Koshkonong Storm Water Facility: The city is in the process of constructing a regional storm water pond to service the west side of the city. The maintenance of the pond will be absorbed in the current operating budget. A storm water pond requires diligent maintenance for the first three years until nat ive plants have stabilized. After three years, the maintenance of the pond will be routine for the department. FINANCIAL SUMMARY Capital Improvement Plan Summary of Sources and Uses of Funds 2018 2019 2020 2021 2022 Total Funding Sources General Obligation Debt City 7,388,117$ 9,356,620$ 5,923,428$ 4,989,700$ 5,277,694$ 32,935,559$ TIF District 26,132 133,411 13,800 - - 173,343 Fleet Inservice Fund 290,900 813,650 196,100 574,300 531,400 2,406,350 Water Pollution Control Facility 2,054,300 823,100 706,900 620,200 737,500 4,942,000 Stormwater 4,275,320 2,206,650 1,220,400 625,300 747,700 9,075,370 Sun Prairie Utility 3,352,700 3,070,200 1,975,700 922,100 1,216,900 10,537,600 State Trust Fund Loan 3,699,075 - - - - 3,699,075 Clean Water Fund Loan(Revenue) - - 12,000,000 - - 12,000,000 Grants & Donations 134,546 - - - - 134,546 Traffic Impact Fee 1,795,199 884,128 - - - 2,679,327 Park Fund Fees 194,000 278,000 405,000 55,000 200,000 1,132,000 Retained Earnings 984,000 386,250 607,400 2,289,750 92,000 4,359,400 Debt Proceeds Available - - - - - - Total Funding Sources 24,194,289$ 17,952,009$ 23,048,728$ 10,076,350$ 8,803,194$ 84,074,570$ Proposed Capital Projects Public Works Street Reconstruction 8,515,000$ 9,210,000$ 4,050,000$ 3,950,000$ 5,419,500$ 31,144,500 Street Pavement Rehabilitation 2,866,000 2,033,250 2,857,500 2,338,750 1,621,500 11,717,000 Transportation Improvements 1,321,120 1,264,542 - - - 2,585,662 Traffic Signals 236,000 288,350 - - - 524,350 Multi-Modal 234,444 341,967 214,628 44,000 51,794 886,833 Vehicles 170,000 841,000 198,000 563,000 521,000 2,293,000 Park Improvements 369,650 287,000 565,500 126,000 259,500 1,607,650 Facilities 4,342,175 1,669,300 685,300 25,000 170,000 6,891,775 Water Pollution Control Facility 1,931,000 645,000 13,010,000 2,660,000 375,000 18,621,000 Stormwater Improvements 3,368,000 550,000 771,000 218,000 218,000 5,125,000 Sun Prairie Utilities 500,000 500,000 500,000 - - 1,500,000 Debt Issuance Costs 340,900 321,600 196,800 151,600 166,900 1,177,800 Total Capital Projects 24,194,289$ 17,952,009$ 23,048,728$ 10,076,350$ 8,803,194$ 84,074,570$ *Appendix E contains a detailed list of Capital Projects included in the 2018-2022 CIP. *The full Capital Improvement Plan is available on the Finance Page of the City’s website: https://www.cityofsunprairie.com/313/Finance THIS PAGE LEFT BLANK INTENTIONALLY 219 City of Sun Prairie 2018 Budget DESCR