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2017 Approved Budget City of Sun Prairie Mission Statement To provide valuable, responsive, and cost-eﬀecƟve services that enable residents to enjoy a high quality of life. Vision Statement 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. i CITY OF SUN PRAIRIE DIRECTORY OF OFFICIALS 2016‐2017 MAYOR Paul Esser COUNCIL MEMBERS Russell Fassbender Steve StockerAldermanic District 1 Aldermanic District 1 Jon Freund Bill Connors Aldermanic District 2 Aldermanic District 2 Maureen Crombie Michael Jacobs Aldermanic District 3 Aldermanic District 3 Al GuyantMary Polenske Aldermanic District 4 Aldermanic District 4 ii CITY OF SUN PRAIRIE 2015‐2016 ADMINISTRATION City Administrator Aaron Oppenheimer Director of Administrative Services Connie DeKemper City Treasurer Kristin Vander Kooi City Assessor Debbie Mason City Clerk Diane Hermann‐Brown City Engineer Daryl Severson 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 Kep Anderson Human Resources Director Brenda Sukenik Information Technology Director Paul Watkins Library Director Svetha Hetzler Recreation Director Jana Stephens Police Chief Pat Anhalt Fire Chief Christopher Garrison WWTP Superintendent John Krug Sun Prairie Utilities Manager Rick Wicklund iii                 iv Sun Prairie Community Profile Government and Organization 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 who has the responsibility for carrying out Council policies and administering City operations. The City Council appoints the C ity department heads as specified in the City’s ordinances. Education Primary and Secondary Education 1 Public High School (grades 10‐12) 1 Upper Middle School (grades 8 & 9) 2 Middle Schools (grades 6 & 7) 7 elementary schools (grades K‐5) Community Comparisons (Cities in Dane County) Population G e n e r a l F u n d O p e r a t i n g Budget 2017 2016 2010 General Estimate Census Fund Madison 247,207 233,209 Madison 299,499,799 E x Bdgt Sun Prairie 32,613 29,364 Sun Prairie 22,798,311 Fitchburg 27,635 25,260 Fitchburg 19,143,458 Middleton 19,317 17,442 Middleton 20,680,335 Stoughton 12,819 12,611 Stoughton Not Available Verona 12,100 10,619 Verona 8,124,377 Monona 7,864 7,533 Monona 6,519,175 Edgerton* 5,545 5,461 Edgerton* 3,456,228 P r o p e r t y T a x R a t e C i t y L i m i t s Rate Square Per $1,000 Miles Madison 9.5000 Madison 77.80 Stoughton 8.0700 Fitchburg 35.20 Sun Prairie 8.4800 Sun Prairie 12.10 Fitchburg 8.5400 Middleton 9.30 Edgerton* 8.2400 Verona 6.80 Verona 6.0300 Stoughton 6.10 Middleton 6.5900 Edgerton* 0.50 (Dane County Monona 6.3100 Monona 3.30 *‐ Edgerton is in both Rock County and Dane County v Citizens of Sun Prairie Population: 32,613 Ma yor Cit y Counci l (8 Mem bers) Municipa l Judge Cit y Adm inist rator Aaron Oppenheimer Sun Prairie U t ilitie s Rick Wicklund Fire D epa rt ment Chris Ga rrison Police De partm ent Pat rick Anhalt Wast e Wa ter Treat me nt Pla nt John Krug L ibra ry Sve tha Hetzler E MS Kep Anderson E ngineering Da ryl Seve rs on Adminis trat ive Se rvices Connie Dekem per Communi ty De vel opment Scott Kugler Public Works L ee Ig l Cit y At torney Ma rk Leonard Rec re at ion Ja na St ephens E conomic Devel opment N eil S techschulte Fina nce Kristin Vander Kooi Cit y Clerk Dia ne H erm ann- Brown Cit y As ses sor Debbie Mas on IT Paul Wa tkins Planning Scott Kugler Building Ins pection Brian Fl annery Building Ma intenance Hum an Resources Brenda Sukenik Mus eum Dennis Erickson Aquat ic Cent er Ja na St ephens Media Cent er Jeffrey R obbins To urism N eil S techschulte BI D N eil S techschulte Park Ma intenance/ Fores try L ee Ig l vi THIS PAGE LEFT BLANK INTENTIONALLY CITY OF SUN PRAIRIE 2017 APPROVED BUDGET TABLE OF CONTENTS T A B D E S C R I P T I O N I Executive Summary Mayor’s Proposed Budget Initiatives ......................................................................... 1 Approved Budget Amendments ............................................................................. 3 Resolutions and Public Notices .................................................................................. 4 Summary of Local Property Taxes ............................................................................. 8 City Fund List ............................................................................................................ 10 II Revenues and Expenditures Summary General Fund Revenues ........................................................................................... 11 General Fund Expenditures ..................................................................................... 14 Personnel Costs Summary ....................................................................................... 17 III General Fund Department Budgets Mayor ....................................................................................................................... 18 City Council .............................................................................................................. 20 Municipal Court ....................................................................................................... 22 City Attorney ............................................................................................................ 24 Human Resources .................................................................................................... 27 Administration ......................................................................................................... 31 City Clerk .................................................................................................................. 34 Finance and Risk Management ................................................................................ 39 Assessing .................................................................................................................. 45 Information Technology .......................................................................................... 48 Police Department ................................................................................................... 50 Emergency Management ......................................................................................... 60 Fire Department ....................................................................................................... 62 Emergency Medical Service ..................................................................................... 66 Public Works Department ........................................................................................ 71 Parks Maintenance .................................................................................................. 81 Forestry ................................................................................................................. 83 Engineering .............................................................................................................. 85 Senior Center ........................................................................................................... 91 Cemetery .................................................................................................................. 95 Youth Programs ....................................................................................................... 97 vii TAB DESCRIPTION Youth and Families................................................................................................... 98 Recreation ................................................................................................................ 99 Historical Museum ................................................................................................. 109 Planning.................................................................................................................. 113 Building Inspection ................................................................................................. 117 Building Maintenance ............................................................................................ 121 Economic Development ......................................................................................... 125 Transfers ................................................................................................................ 129 IV Special Revenue Funds Special Revenue Fund Transit Commission............................................................................................. 130 Tourism Commission ........................................................................................... 133 Emergency Medical Services ‐ FAP ..................................................................... 135 Police Programs .................................................................................................. 136 Risk Programs ...................................................................................................... 137 Library Programs ................................................................................................. 138 Museum Programs .............................................................................................. 139 Recreation Programs .......................................................................................... 140 Economic Development ...................................................................................... 141 Transportation Impact Fee Fund ................................................................................ 142 Sun Prairie Media Center ........................................................................................... 144 Refuse and Recycle Fund ............................................................................................ 149 Wisconsin Development Fund .................................................................................... 151 Park Impact Fee Fund ................................................................................................. 153 Street Tree Fund ......................................................................................................... 155 Public Library Fund ..................................................................................................... 156 V Debt Service Fund Summary Debt Service Budget .............................................................................. 163 Debt Service Requirements ................................................................................... 165 VI Capital Projects Fund Overview ................................................................................................................ 169 Development Projects Fund .................................................................................. 172 Tax Increment Financing Districts No. 7, 8, 9, 11 and 12 ...................................... 173 viii TAB DESCRIPTION VII Enterprise Funds Sun Prairie Utilities Commission (Water and Light)............................................... 189 Water Pollution Control Facility ................................................................................ 259 Stormwater Utility ................................................................................................. 263 Fleet Inservice Fund ............................................................................................... 267 VIII Component Units Business Improvement District .............................................................................. 270 Community Development Authority ..................................................................... 272 IX Appendix Line Item Budget .................................................................................................... 272 ix THIS PAGE LEFT BLANK INTENTIONALLY City of Sun Prairie 2017 Approved Budget CITY OF SUN PRAIRIE 2017 BUDGET INITIATIVES 2017 Budget Initiative Summary Description Financial Management Plan Dept 1 Community Schools 2 PT Maintenance Worker 3 P&R Family Oriented Special Events 4 Increase Annual Senior Program Funding 5 Update Financial Management Plan 6 Increase Taxi Contract by 3,000 hours 7 Transportation Study Clerk's Office/Elections Receptionist Position (75% Clerk/25% Building Inspection)‐1 Delayed to 12‐31‐17 2 2 Year Election Cycle Budgeting Administration 1 Administrative Intern‐ 1000 hours Human Resources 1 On Call Pay Increaese Finance 1 Actuarial Services Assessing 1 .25 Admin Assistant 2 Assessing Intern Information Technology 1 Cyber Security Improvements 2 IT Strategic Plan 3 LTE IT Support 4 Council Chamber Technology Building Maintenance 1 Fire Sprinkler Inspections 2 Small Tools Budget Increase 3 FD East Step Replacement 4 City Hall Hdcp Doors 5 On Call Pay 6 Snow Plowing ATV 7 Seasonal LTE 8 FD East AHU 9 City Hall Chair Replacemet 10 City Hall Stairwells Police Department 1 Dispatch Logging Recorder 2 County Court Lease Vehicle 3 Community Services Officer‐ July Start 4 Police Chaplain Program 5 One Squad Car Fire Department (78%) 1 Administrative Assistant (July 1 Start) 2 Staffing of Station 2 3 Emergency Medical Responder Licensing 4 Office Chairs‐ Station 1 Emergency Medical Service 1 Airway Training Mannequin 2 Ballistic Helmets 3 Drivers License Scanners 4 Station Furniture Building Inspection 1 Plumbing Inspector 2 Building Inspection Shelving 3 Training/Professional Development Budget Increase Public Works 1 Public Works Needs Assessment 2 LTE Snow & Ice 3 Contracted Mowing Increase 4 Electronic Message Board 5 Gas Powered Post Pounder 6 Progress Way/Wilburn Rd. Bikepath 7 Median Beautification 8 Traffic Count Software 9 Color Concrete Sealant Other Building Maint. Total Special Revenue Total Enterprise Department Council Council Approved Tax Total Revenues Fund Funds TIF Funds Requested Approved Levy 60,000 ‐ ‐ 60,000 60,000 60,000 14,658 ‐ ‐ 14,658 14,658 14,658 2,000 ‐ ‐ 2,000 ‐ ‐ 10,000 ‐ ‐ 10,000 10,000 10,000 10,000 ‐ 1,600 10,000 10,000 8,400 15,000 ‐ ‐ 15,000 ‐ ‐ 25,000 20,000 ‐ ‐ ‐ ‐ 25,000 25,000 5,000 136,658$ 20,000$ ‐ $ ‐ $ ‐ $ 1,600 $ 136,658$ 119,658$ 98,058$ 53,894 ‐ ‐ 53,894 15,000 15000 47,393 ‐ ‐ ‐ ‐ ‐ 47,393 ‐ ‐ 101,287$ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ 101,287$ 15,000$ 15,000$ 16,338 2,000 ‐ ‐ ‐ ‐ 16,338 8,169 6,169 16,338$ 2,000$ ‐ $ ‐ $ ‐ $ ‐ $ 16,338$ 8,169$ 6,169$ 10,812 ‐ ‐ ‐ ‐ 4,400 10,812 10,812 6,412 10,812$ ‐ $ ‐ $ ‐ $ ‐ $ 4,400 $ 10,812$ 10,812$ 6,412$ 5,000 ‐ ‐ ‐ ‐ ‐ 5,000 5,000 5,000 5,000$ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ 5,000$ 5,000$ 5,000$ 15,519 ‐ ‐ 15,519 ‐ ‐ 9,643 ‐ ‐ ‐ ‐ ‐ 9,643 ‐ ‐ 25,162$ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ 25,162$ ‐$ ‐ $ 14,705 ‐ ‐ 14,705 14,705 14,705 10,000 10,000$ ‐ ‐ 10,000 10,000 ‐ 16,148 ‐ ‐ 16,148 ‐ ‐ 78,000 ‐ 40,520 25,000 ‐ 12,480 78,000 78,000 ‐ 118,853$ 10,000$ 40,520 $ 25,000 $ ‐ $ 12,480 $ 118,853$ 102,705$ 14,705$ 9,828 9,828 ‐ ‐ 9,828 9,828 ‐ 1,100 ‐ ‐ 1,100 1,100 1,100 5,000 5,000 ‐ ‐ 5,000 5,000 ‐ 10,000 10,000 ‐ ‐ 10,000 10,000 ‐ 11,468 ‐ ‐ 11,468 11,468 11,468 14,800 ‐ 14,800 14,800 14,800 ‐ 8,612 ‐ ‐ 8,612 8,612 8,612 2,500 2,500 ‐ ‐ 2,500 2,500 62,310 28,610 ‐ ‐ 62,310 28,610 5,000 ‐ 5,000 ‐ ‐ ‐ 5,000 5,000 ‐ 130,618$ ‐ $ 60,938 $ ‐ $ ‐ $ 14,800 $ 130,618$ 96,918$ 21,180$ 18,240 ‐ ‐ 18,240 18,240 18,240 5,000 ‐ ‐ 5,000 5,000 5,000 36,523 ‐ ‐ 36,523 36,523 36,523 2,500 ‐ ‐ 2,500 2,000 2,000 61,440 ‐ ‐ ‐ ‐ ‐ 61,440 61,440 61,440 123,703$ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ 123,703$ 123,203 123,203 29,465 6,482 ‐ ‐ 29,465 29,465 22,982 131,507 28,932 ‐ ‐ 131,507 131,507 102,575 29,390 6,466 ‐ ‐ 29,390 29,390 22,924 4,200 924 ‐ ‐ ‐ ‐ 4,200 4,200 4,200 194,562$ 42,804$ ‐ $ ‐ $ ‐ $ ‐ $ 194,562$ 194,562$ 152,681$ 5,000 ‐ ‐ 5,000 5,000 5,000 3,200 ‐ ‐ 3,200 3,200 3,200 900 ‐ ‐ 900 900 900 5,400 ‐ ‐ ‐ ‐ ‐ 5,400 5,400 5,400 14,500$ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ 14,500$ 14,500$ 14,500$ 90,889 38,613 ‐ ‐ 90,889 90,889 52,276 1,600 1,600 ‐ ‐ 1,600 1,600 ‐ 1,550 ‐ ‐ ‐ ‐ ‐ 1,550 1,550 1,550 3,150$ 38,613$ 1,600 $ ‐ $ ‐ $ ‐ $ 94,039$ 94,039$ 53,826$ 15,000 ‐ ‐ 15,000 11,303 ‐ ‐ 11,303 11,303 11,303 35,000 ‐ 17,500 35,000 17,500 8,750 18,000 7,000 ‐ 11,000 18,000 18,000 ‐ 3,800 ‐ 3,800 3,800 3,800 ‐ 315,000 ‐ 80,000 ‐ 80,000 315,000 ‐ 15,000 ‐ ‐ 15,000 ‐ ‐ 3,500 ‐ 1,750 ‐ 3,500 3,500 1,750 50,000 ‐ ‐ ‐ ‐ ‐ 50,000 50,000 50,000 466,603$ 7,000$ ‐ $ ‐ $ 81,750 $ 32,300 $ 231,603$ 419,103$ 71,803$ 1 ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ City of Sun Prairie 2017 Approved Budget CITY OF SUN PRAIRIE 2017 BUDGET INITIATIVES 2017 Budget Initiative Summary Department Council Council Approved Tax Requested Approved Levy 38,000 38,000 25,460 5,000 ‐ ‐ 2,250 2,250 2,250 45,250$ 40,250$ 27,710$ 35,202 35,202 35,202 25,124 25,124 25,124 15,932 ‐ ‐ 2,367 2,367 2,367 7,500 7,500 7,500 1,000 1,000 1,000 1,400 1,400 1,400 88,525$ 72,593$ 72,593$ 10,000 10,000 10,000 14,000 14,000 ‐ 8,000 8,000 ‐ 4,000 ‐ ‐ 6,000 ‐ ‐ 42,000$ 32,000$ 10,000$ 60,668 ‐ ‐ 3,359 ‐ ‐ 64,027$ ‐$ ‐ $ 4,500 4,500 ‐ 4,500 4,500 ‐ 14,533 14,533 ‐ 23,533$ 23,533$ ‐ $ 55,000 ‐ ‐ 12,000 ‐ ‐ 20,000 ‐ ‐ 25,000 25,000 25,000 112,000$ 25,000$ 25,000$ 65,000 35,000 35,000 7,751 ‐ ‐ 72,751$ 35,000$ 35,000$ 5,000 5,000 ‐ 76,308 76,308 ‐ 40,000 40,000 ‐ 121,308$ 121,308$ ‐ $ 25,000 ‐ ‐ 25,000$ ‐$ ‐ $ 2,000 2,000 ‐ 25,600 25,600 ‐ 24,341 24,341 ‐ 51,941$ 51,941$ ‐ $ 30,000 30,000 30,000 30,000$ 30,000$ 30,000$ 70,000 70,000 ‐ 755,000 755,000 ‐ 7,700 7,700 ‐ 100,000 100,000 ‐ 15,000 15,000 ‐ 350,000 350,000 ‐ 25,000 25,000 ‐ 18,271 18,271 ‐ 2,470 2,470 ‐ 1,343,441$ 1,343,441$ ‐ $ 61,964 61,964 ‐ 5,000 5,000 ‐ 11,767 11,767 ‐ 78,731$ 78,731$ ‐ $ GRAND TOTAL ‐ ALL INITIATIVES 3,445,753$ 222,617$ 103,058 $ 119,441 $ 121,750 $ 1,540,792 $ 3,301,642$ 3,057,466$ 782,840$ Description Engineering Dept 1 Robotic Total Station 2 Engineering Equipment Replacement Fund 3 O'Keeffe‐Linnerud Traffic Study Library 1 LAI Increased Hours 2 FT Adult Services Librarian 3 Adult Services Intern 4 Assistant Circulation Manager 5 Library Collection 6 ALA & WLA Conferences 7 ALA & WLA Membership Parks Maintenance 1 ADA Compliance Improvements 2 Mowing Trailer 3 Basketball Court Sealing 4 Bike Path Signage Camera Upgrades‐ does not include connectivity back to City5 Network Parks & Recreation 1 Museum Staffing 2 Increase Seasonal Wages Family Aquatic Center 1 Patron Lounge Chairs 2 Kia Vac 3 Increase FAC Wages Forestry 1 EAB Treatment Plan 2 Street & Park Tree Inventory 3 Street Tree Replacement 4 EAB Treatment Plan Planning 1 Comprehensive Plan Update 2 Planning Intern Economic Development 1 Tourism Marketing 2 BID Manager 3 TID 12 Site Certification Sun Prairie Taxi 1 Sedan for Taxi Fleet Sun Prairie Media Center 1 ACM Conference 2 2017 Equipment Purchase 3 PT Promotion Coordinator Refuse & Recycle 1 Carts Wastewater Treatment Plan 1 Clean North Digester 2 Sewer Rehab 3 Phosphorus Treatment 4 Facility Plan 5 Repair Plant Roads 6 Replace Waukesha Generator 7 Replace HVAC Software & Equipment 8 WWTP Seasonal to GPS Map Sanitary Sewers 9 Copier Lease Stormwater 1 Stormwater Employee 2 Grapple Bucket 3 Stormwater Intern Total 38,000 5,000 2,250 $ 45,250 35,202 25,124 15,932 2,367 7,500 1,000 1,400 $ 88,525 10,000 14,000 8,000 4,000 6,000 $ 42,000 60,668 3,359 $ 64,027 4,500 4,500 14,533 $ 23,533 55,000 12,000 20,000 25,000 $ 112,000 65,000 7,751 $ 72,751 5,000 76,308 40,000 $ 121,308 25,000 $ 25,000 2,000 25,600 24,341 $ 51,941 30,000 $ 30,000 70,000 755,000 7,700 100,000 15,000 350,000 25,000 18,271 2,470 $ 1,343,441 61,964 5,000 11,767 $ 78,731 Building Total Special Total Other Maint. Revenue Enterprise Revenues Fund Funds TIF Funds ‐ 12,540 $ ‐ $ ‐ $ ‐ $ ‐ $ 12,540 $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ 3,000 ‐ 11,000 8,000 ‐ ‐ ‐ ‐ ‐ ‐ $ 3,000 $ ‐ $ 8,000 $ ‐ $ 11,000 3,359 ‐ ‐ ‐ ‐ $ 3,359 $ ‐ $ ‐ $ ‐ $ ‐ 4,500 ‐ ‐ 4,500 14,533 ‐ ‐ ‐ ‐ $ 14,533 $ ‐ $ 4,500 $ ‐ $ 4,500 $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ 5,000 ‐ ‐ 76,308 ‐ ‐ ‐ ‐ ‐ 40,000 ‐ $ 81,308 $ ‐ $ ‐ $ 40,000 $ ‐ ‐ ‐ ‐ ‐ 25,000 $ ‐ $ ‐ $ ‐ $ ‐ $ 25,000 2,000 ‐ 25,600 ‐ ‐ ‐ 24,341 ‐ ‐ $ ‐ $ ‐ $ 51,941 $ ‐ $ ‐ ‐ ‐ 30,000 ‐ ‐ $ ‐ $ ‐ $ 30,000 $ ‐ $ ‐ ‐ 70,000 ‐ 755,000 ‐ 7,700 ‐ 100,000 ‐ 15,000 ‐ 350,000 ‐ 25,000 ‐ 18,271 ‐ ‐ ‐ ‐ 2,470 $ ‐ $ ‐ $ ‐ $ ‐ $ 1,343,441 ‐ 61,964 ‐ 5,000 ‐ ‐ ‐ ‐ 11,767 $ ‐ $ ‐ $ ‐ $ ‐ $ 78,731 2 City of Sun Prairie 2017 Approved Budget City of Sun Prairie 2017 Budget Summary of Budget Amendments Fund Expenditures Revenues Balance Tax Levy ERP NOTES Amendment 1 Mayors Budget Amendment 2 Add FT Adult Services Librarian 25,124 25,124 yes Add Assistant Circulation Manager Hours 2,367 2,367 yes Amendment 3 Reduce the Thompson Brooks Project not to exceed $1.2 million (1,055,398) no Capital Projects Fund Amendment 4 Add $35,000 to the Comprehensive Plan 35,000 35,000 yes Amendment 5 Remove Full Time Museum Curator (29,061) (29,061) yes Amendment 6 Remove the Union and Maynard Sidewalks (100,000) no Capital Projects Fund Amendment 7 Add Color Concrete Sealant 50,000 50,000 yes Add EAB Treatment 25,000 25,000 yes Add purchase of the Sedan for Transit 25,000 25,000 yes Amendment 8 Reduce Chair Replacement (33,700) (33,700) yes Amendment 9 Add EAB Treatment 25,000 25,000 yes Amendment 10 Increase Ambulance Revenues 80,000 no Increase Other Bus. Licensing 1,000 no Increase Plumbing Permits 5,000 no Increase HVAC Permits 3,000 no Increase Tax Levy 2,000 2,000 no Decrease Comprehensive Plan (30,000) (30,000) yes Decrease EAB Treatement (25,000) (25,000) yes Increase Fire Department Budget as proposed 14,220 14,220 yes Add Transfer to Fleet Fund 49,780 49,780 yes Amendment 11 Remove Tree Inventory from Street Tree Fund (12,000) no Street Tree Fund Remove Tree Replacement from the Street Tree Fund (20,000) no Street Tree Fund Amendment 12 Add Sidewalks to Union Street from West Elm to Windor 75,000 no Capital Projects Fund Amendment 13 Increase replacement of bike paths in the Business Park Area 235,000 no Capital Projects Fund Amendment 14 Remove family oriented special events (2,000) (2,000) yes Remove planning intern (7,751) (7,751) yes Add Transfer to Fleet Fund 9,751 - - 9,751 yes Subtotal Amendments (743,668) 91,000 96,080 39,650 10/4/2016 Budget Amendment Change the BID/Tourism funding from Tourism to TIF 76,309 76,309 no Chand (22,893) no Tourism Funds - 22,893 - - n o TIF Funds Subtotal Amendments 76,309 76,309 - - 11/15/2016 Budget Amendments Amendment 1 Delay Hiring Receptionist to 12/31/2017 (53,894) (53,894) yes Amendment 2 Remove Sedan for Transit (25,000) (25,000) yes Amendment 3 Fund Repairs to Library from Replacement fund instead of borrowing 50,000 50,000 no Library Special Revenue Fund (50,000) (50,000) no Capital Projects Fund Amendment 4 Remove Contract Mowing from General Fund (8,750) - - (8,750) yes Amendment 5 Add LTE Receptionist 15,000 15,000 yes Amendment 5 Add transfer to Fleet Fund 62,644 - 62,644 - yes TOTAL AMENDMENTS $ (677,359) $ 117,309 $ 183,724 $ (7,994) 3 THIS PAGE LEFT BLANK INTENTIONALLY City of Sun Prairie 2017 Approved Budget 4 City of Sun Prairie 2017 Approved Budget 5 City of Sun Prairie 2017 Approved Budget 6 CITY OF SUN PRAIRIE 2017 APPROVED SUMMARY ALL FUND TYPES Projected Projected Property 2017 Beginning 2017 APPROVED BUDGET 2017 Ending Tax Levy FUND TYPE Fund Balance Revenues Expenditures Fund Balance Contribution GENERAL FUND $ 10,559,631 $ 22,823,771 $ 22,823,771 $ 10,559,633 $ 14,310,884 SPECIAL REVENUE FUNDS Park Improvement Fund 872,575 144,048 122,288 894,335 - Street Tree Fund 104,878 95,100 95,100 104,878 - WDF-Revolving Loan Fund 129,799 16,626 - 146,425 - Grants and Donations Fund 128,064 1,041,960 1,015,744 154,280 - Sun Prairie Media Fund 368,429 367,869 425,934 310,364 - Transportation Impact Fee Fund 2,001,921 117,000 1,356,128 762,793 - Sanitation Fund 131,588 1,315,746 1,315,746 131,588 - Library Fund - 1,948,595 1,948,595 - - SPECIAL REVENUE FUNDS 3,737,254 5,046,944 6,279,535 2,504,663 - CAPITAL PROJECTS FUNDS Capital Projects 92,764 9,245,003 9,245,003 92,764 - TIF No. 7 2,416,519 980,816 932,152 2,465,183 - TIF No. 8 (1,103,026) 1,718,629 1,911,278 (1,295,675) - TIF No. 9 (1,117,596) 1,065,657 1,174,569 (1,226,508) - TIF No. 11 (69,620) 52,352 113,821 (131,089) - TIF No. 12 (8,002) 3,899,444 4,056,506 (165,064) Development Projects (110,262) 40,000 40,000 (110,262) - CAPITAL PROJECTS FUNDS 100,777 17,001,901 17,473,329 (370,651) - DEBT SERVICE FUNDS Debt Service Fund 31,980 6,661,284 6,661,284 31,980 6,619,638 TIF No. 6 (114,416) 163,308 163,645 (114,753) - DEBT SERVICE FUNDS (82,436) 6,824,592 6,824,929 (82,773) 6,619,638 PERMANENT FUNDS Ashley Trust Fund 1,000 1 1 1,000 Library Trust Fund 385,244 10,000 10,000 385,244 386,244 10,001 10,001 386,244 ENTERPRISE FUNDS Fleet Inservice 4,677,063 2,264,724 2,833,767 4,108,020 Water Pollution Control 42,551,051 4,438,297 6,372,681 40,616,667 - Stormwater Utility 40,141,672 3,644,658 5,498,657 38,287,673 - Water & Light 68,817,898 34,762,733 32,070,096 71,510,535 - ENTERPRISE FUNDS 151,510,621 45,110,412 46,775,201 150,414,875 - COMPONENT UNITS Business Improvement District 35,988 128,266 128,266 35,988 - Community Development Authority 457,567 316,618 316,618 457,567 - COMPONENT UNITS 493,555 444,884 444,884 493,555 - GRAND TOTALS $ 166,433,818 $ 97,252,504 $ 100,621,649 $ 163,634,055 $ 20,930,522 COUNTY SPECIAL CHARGES - TOTAL CITY PROPERTY TAX LEVY CONTRIBUTION $ 20,930,522 City of Sun Prairie 2017 Approved Budget CITY OF SUN PRAIRIE 2017 BUDGET DOCUMENT 2017 APPROVED BUDGET ‐ GENERAL FUND % CHANGE 2016 2016 2017 INCREASE REVENUES ESTIMATED BUDGET APPROVED (DECREASE) Taxes (Other than Property) $ 128,499 $ 125,150 $ 128,015 Special Assessments 4,393 11,000 3,500 Intergovernmental Revenues 3,784,555 3,907,300 3,401,445 Licenses & Permits 503,045 536,300 542,500 Fines, Forfeitures & Penalties 182,700 200,000 190,000 Public Charges for Services 1,429,044 1,302,550 1,395,219 Interest & Miscellaneous 452,184 431,848 229,463 Other Financing Sources 2,156,479 2,130,244 2,350,395 TOTAL REVENUES 8,640,899 8,644,392 8,240,537 ‐4.67% EXPENDITURES General Government 4,366,818 4,389,549 4,406,941 Public Safety 10,477,439 10,503,284 11,151,187 Public Works 2,865,315 2,998,215 2,775,585 Health & Human Services 226,110 227,170 267,327 Culture, Recreation and Culture 3,122,760 3,276,093 1,687,628 Conservation 744,528 764,535 605,998 Transfers to Other Funds 355,815 338,165 175,000 Contingency Fund ‐ 19,699 1,606,104 TOTAL EXPENDITURES 22,158,784 22,516,710 22,675,771 0.71% Excess (Deficiency) of Revenues Over Expenditures (13,517,885) (13,872,318) (14,435,234) Surplus Funds Applied ‐ 85,553 163,758 Local Property Taxes 13,536,448 13,546,268 14,271,476 5.35% NET SURPLUS (DEFICIT) 18,563 (240,497) ‐ Fund Balance‐Beginning of Year 10,529,670 10,529,670 10,548,233 Fund Balance‐End of Year (*Est.) $ 10,548,233 $ 10,289,173 $ 10,548,233 7 City of Sun Prairie 2017 Approved Budget City of Sun Prairie 2017 Annual Budget Summary of Local Property Taxes Breakdown of Overall Tax Bill Residents of Sun Prairie School District Tax Levy Apportioned Rate Per % Change Levy Thousand From 2014 State 470,467 0.1796320 0.80% County 8,656,974 3.3053764 4.70% Sun Prairie School District 34,453,685 13.1711287 0.30% Madison Area Tech College 2,677,270 1.0222261 0.10% City of Sun Prairie 22,204,039 8.4778709 ‐1.70% 68,462,435 26.156234 ‐0.20% Less: State School Credit 5,377,123 2.053075 7.20% Net Rate 63,085,312 24.103159 ‐0.80% State 1% County 14% Sun Prairie School District 46% Madison Area Tech College 4% City of Sun Prairie 35% 2016‐2017 Property Tax Distribution 8 City of Sun Prairie 2017 Approved Budget City of Sun Prairie 2017 Annual Budget Summary of Local Property Taxes Breakdown of Overall Tax Bill Residents of DeForest School District Tax Levy Apportioned Rate Per % Change Levy Thousand From 2014 State 470,467 0.1796320 0.80% County 8,656,974 3.3053764 4.70% DeForest School District 37,219 11.5973608 0.30% Madison Area Tech College 2,677,270 1.0222261 0.10% City of Sun Prairie 22,204,039 8.4778709 ‐1.70% 34,045,969 24.582466 ‐0.20% Less: State School Credit 5,323,041 2.053075 7.20% Net Rate 28,722,928 22.529391 ‐0.80% State 1% County 15% DeForest School District 42% Madison Area Tech College 4% City of Sun Prairie 38% 2016‐2017 Property Tax Distribution 9 City of Sun Prairie 2017 Approved BudgetCITY OF SUN PRAIRIE 2017 APPROVED BUDGET CITY FUND LIST GENERAL FUND SPECIAL REVENUE FUNDS GENERAL GOVERNMENT FUND # FUND 200 GRANTS AND DONATIONS FUND 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 COMPONENT UNITS 165 RISK MANAGEMENT 170 ASSESSING FUND # FUND 180 INFORMATION TECHNOLOGY 810 BUSINESS IMPROVEMENT DISTRICT 185 BUILDING MAINTENANCE 850 COMMUNITY DEVELOPMENT AUTHORITY PUBLIC SAFETY CAPITAL PROJECT FUNDS DEPT # DEPARTMENT 210 POLICE DEPARTMENT FUND # FUND 220 FIRE DEPARTMENT 400 CAPITAL PROJECTS FUND 230 EMERGENCY MEDICAL SERVICE 490 DEVELOPMENT PROJECTS FUND 240 BUILDING INSPECTION 507 TIF DISTRICT NO. 7 FUND 250 EMERGENCY MANAGEMENT 508 TIF DISTRICT NO. 8 FUND 509 TIF DISTRICT NO. 9 FUND PUBLIC WORKS 511 TIF DISTRICT NO. 11 FUND DEPT # DEPARTMENT 512 TIF DISTRICT NO. 11 FUND 310 PUBLIC WORKS 330 ENGINEERING DEBT SERVICE FUNDS CULTURE, RECREATION, CONSV, DEVELOPMENT DEPT # DEPARTMENT FUND # FUND 530 MUSEUM 300 DEBT SERVICE FUND 541 SENIOR CITIZEN PROGRAM 506 TIF DISTRICT NO. 6 FUND 542 YOUTH & FAMILIES 545 YOUTH PROGRAMS 549 CEMETERY ENTERPRISE FUNDS 550 PARKS & RECREATION 255 FAMILY AQUATIC CENTER FUND # FUND 610 PLANNING 610 WASTEWATER UTILITY 620 ECONOMIC DEVELOPMENT 650 STORMWATER UTILITY 650 FORESTRY 699 SUN PRAIRIE UTILITIES 700 FLEET INSERVICE FUND 10 THIS PAGE LEFT BLANK INTENTIONALLY City of Sun Prairie 2017 Approved Budget CITY OF SUN PRAIRIE 2017 APPROVED BUDGET GENERAL FUND REVENUES BY FUNCTION TAXES (EXCLUDING LEVY) SPECIAL ASSESSMENTS LICENSES AND PERMITS FINES,FORFEITS & PENALTIES PUBLIC CHARGES FOR SERVICES INVESTMENT INCOME MISCELLANEOUS REVENUE OTHER FINANCING SOURCES LOCAL REVENUES INTERGOVERNMENTAL REVENUE TOTAL REVENUES USE OF FUND BALANCE TOTAL REVENUE & FUND BALANCE GENERAL PROPERTY TAX LEVY TOTAL SOURCES 2013 ACTUALS 2014 ACTUALS 2015 ACTUALS PROJECTED 2016 AMENDED BUDGET 2017 EXECUTIVE BUDGET 2017 APPROVED BUDGET 115,660 14,539 497,035 214,561 1,676,580 23,346 539,792 1,771,886 4,853,399 3,586,067 8,439,466 ‐ 8,439,466 12,475,499 20,914,965 128,670 39,359 554,216 212,879 2,437,079 12,962 524,716 1,924,204 5,834,085 3,744,368 9,578,453 ‐ 9,578,453 12,741,648 22,320,101 128,652 19,500 482,874 192,788 1,271,252 28,648 895,347 2,255,511 5,274,572 3,836,072 9,110,644 ‐ 9,110,644 12,890,432 22,001,076 128,499 4,393 503,045 182,700 1,429,044 40,000 412,184 2,156,479 4,856,344 3,784,555 8,640,899 ‐ 8,640,899 13,536,448 22,177,347 125,150 11,000 536,300 200,000 1,302,550 40,000 391,848 2,130,244 4,737,092 3,907,300 8,644,392 85,553 8,729,945 13,546,268 22,276,213 128,015 3,500 542,500 190,000 1,395,219 40,000 189,463 2,350,395 4,839,092 3,401,445 8,240,537 163,758 8,404,295 14,271,476 22,675,771 128,015 3,500 581,500 190,000 1,487,219 40,000 189,463 2,350,395 4,970,092 3,249,363 8,219,455 293,432 8,512,887 14,310,884 22,823,771 Local Revenue 21% Intergovt Payments 15% Fund Balance 1% Property Taxes 63% 2017 Approved Budget ‐ Funding Sources by Major Category Local Revenue 21% Intergovt Payments 18% Fund Balance 0% Property Taxes 61% 2016 Amended Budget ‐ Funding Sources by Major Category 11 City of Sun Prairie 2017 Approved Budget CITY OF SUN PRAIRIE 2017 APPROVED BUDGET GENERAL FUND REVENUES 8/31/2016 2014 2015 2016 2016 2016 2017 2017 INCREASE ACTUAL ACTUAL ACTUAL PROJECTED BUDGET EXECUTIVE APPROVED (DECREASE) PROPERTY TAXES GENERAL PROPERTY TAXES 10004000‐401000 $ 12,741,648 $ 13,008,194 $ 13,546,267 $ 13,546,267 $ 13,546,268 $ 14,271,476 $ 14,310,884 764,616$ ILLEGAL TAXES 10004000‐401500 ‐ (118,331) (10,521) (10,358) ‐ ‐ ‐ ‐ PROPERTY TAX CHARGEBACKS 10004000‐403000 ‐ 569 539 539 ‐ ‐ ‐ ‐ SUB‐TOTAL 12,741,648 12,890,432 13,536,284 13,536,448 13,546,268 14,271,476 14,310,884 764,616 OTHER TAXES PUBLIC ACCOMODATION TAX 10004100‐414000 18,846 21,472 17,350 20,599 17,150 19,000 19,000 1,850 PAYMENTS IN LIEU OF TAXES 10004100‐415000 109,109 105,058 106,794 106,500 106,500 107,515 107,515 1,015 INTEREST AND PENALTY ON TAXES 10004100‐418000 715 2,122 1,341 1,400 1,500 1,500 1,500 ‐ SUB‐TOTAL 128,670 128,652 125,486 128,499 125,150 128,015 128,015 2,865 SPECIAL ASSESSMENTS INTEREST SPECIAL ASSESSMENTS 10004200‐428000 1,279 875 1,107 1,050 1,000 1,000 1,000 ‐ DELQ SA HELD BY COUNTY 10004200‐429000 38,081 18,625 1,976 2,000 10,000 1,500 1,500 (8,500) SUB‐TOTAL 39,359 19,500 4,425 4,393 11,000 3,500 3,500 (7,500) INTERGOVERNMENTAL REVENUE FEDERAL GRANTS ‐ POLICE 10004300‐432205 ‐ 2,980 ‐ ‐ ‐ ‐ ‐ ‐ STATE SHARED REVENUE 10004300‐434100 694,715 688,629 691,403 670,423 690,658 688,496 688,496 (2,162) STATE EXPENDITURE RESTRAINT 10004300‐434200 584,773 569,947 570,852 570,852 570,852 582,872 582,872 12,020 STATE AID ‐ EXEMPT COMPUTERS 10004300‐434300 292,309 373,372 289,632 289,632 370,000 294,000 294,000 (76,000) STATE FIRE INSURANCE TAX 10004300‐434400 93,388 89,386 103,188 103,188 89,000 103,000 103,000 14,000 STATE GRANTS ‐ GENERAL 10004300‐435000 ‐ 4,870 ‐ ‐ ‐ ‐ ‐ ‐ STATE GRANTS ‐ POLICE 10004300‐435210 10,450 9,904 20,831 10,205 22,855 10,000 10,000 (12,855) STATE GRANTS ‐ PUBLIC WORKS 10004300‐435220 9,747 9,747 ‐ ‐ ‐ ‐ ‐ ‐ STATE GRANTS ‐ EMS 10004300‐435230 4,617 4,644 ‐ ‐ 4,000 ‐ ‐ (4,000) STATE AID ‐ ROAD ALLOTMENT 10004300‐435310 1,414,562 1,479,150 1,513,602 1,513,602 1,514,344 1,515,000 1,362,242 (152,102) STATE AID ‐ CONNECTING STREETS 10004300‐435330 53,755 54,117 53,960 53,960 54,509 54,000 54,676 167 STATE GRANTS ‐ RECYCLING 10004300‐435450 47,104 ‐ ‐ ‐ ‐ ‐ ‐ ‐ COUNTY AID ‐ LIBRARY 10004300‐437520 399,292 406,576 424,164 424,164 424,118 ‐ ‐ (424,118) SCHOOL DISTRICT ‐ PD LIASION 10004300‐438210 139,657 139,545 148,529 148,529 166,964 152,077 152,077 (14,887) MISCELLANEOUS GRANTS 10004300‐438215 ‐ 3,205 ‐ ‐ ‐ 2,000 2,000 2,000 SUB‐TOTAL 3,744,368 3,836,072 3,816,161 3,784,555 3,907,300 3,401,445 3,249,363 (657,937) LICENSES AND PERMITS LIQUOR & MALT BEV. LICENSES 10004400‐441100 28,149 32 47,152 48,000 28,000 59,000 59,000 31,000 BARTENDER LICENSES 10004400‐441150 10,793 12,805 18,227 18,935 13,360 20,000 20,000 6,640 CIGARETTE LICENSES 10004400‐441200 920 1,060 2,750 2,829 3,040 3,000 3,000 (40) OTHER BUSINESS LICENSES 10004400‐441900 6,332 7,083 10,503 8,695 6,000 7,500 8,500 2,500 DOG LICENSES 10004400‐442200 9,502 8,371 11,167 10,885 9,000 9,500 9,500 500 BUILDING PERMITS 10004400‐443100 146,377 123,770 118,098 112,064 155,000 130,000 142,000 (13,000) OCCUPANCY PERMITS 10004400‐443150 9,225 11,700 8,925 8,408 8,000 10,000 10,000 2,000 PLUMBING PERMITS 10004400‐443200 70,915 57,327 57,082 50,743 65,000 57,000 67,000 2,000 ELECTRICAL PERMITS 10004400‐443300 75,959 67,466 64,572 59,047 70,000 62,000 70,000 ‐ HVAC PERMITS 10004400‐443400 74,420 63,653 64,458 61,255 70,000 63,000 70,000 ‐ STREET OPENING PERMITS 10004400‐443500 21,600 23,400 18,100 22,177 15,000 19,000 20,000 5,000 STORMWATER EROSION CONT FEE 10004400‐443852 35,954 36,950 37,615 44,137 30,000 38,000 38,000 8,000 ZONING AND PLAT APPROVAL FEES 10004400‐444100 39,095 41,935 43,110 33,443 35,000 32,000 32,000 (3,000) OTHER PERMITS AND FEES 10004400‐449300 24,976 21,761 20,428 16,000 22,400 26,500 26,500 4,100 WEIGHTS & MEASURES 10004400‐449400 ‐ 5,561 6,426 6,426 6,500 6,000 6,000 (500) SUB‐TOTAL 554,216 482,874 528,613 503,045 536,300 542,500 581,500 45,200 FINES, FOREFEITS, AND PENALTIES COURT PENALTIES AND COSTS 10004500‐451100 164,101 140,066 136,298 136,200 150,000 140,000 140,000 (10,000) PARKING VIOLATIONS 10004500‐451300 48,778 52,722 48,530 46,500 50,000 50,000 50,000 ‐ SUB‐TOTAL 212,879 192,788 184,828 182,700 200,000 190,000 190,000 (10,000) PUBLIC CHARGES FOR SERVICES CLERK FEES 10004600‐461400 35,023 43,279 41,168 45,000 35,000 39,500 39,500 4,500 INFORMATION TECHNOLOGY FEES 10004600‐461800 40 120 38 19 100 50 50 (50) POLICE DEPARTMENT FEES 10004600‐462100 14,329 20,664 16,919 20,300 14,000 17,000 17,000 3,000 POLICE ANIMAL POUND FEES 10004600‐462105 360 150 120 140 250 150 150 (100) AMBULANCE FEES 10004600‐462300 869,939 923,347 776,806 854,714 775,000 800,000 880,000 105,000 EMS TOWNSHIPS CHARGES 10004600‐462305 54,239 53,900 58,020 58,020 58,020 62,913 62,913 4,893 BUILDING INSPECTION CHARGES 10004600‐462400 8,002 4,635 4,977 6,000 7,500 4,000 6,000 (1,500) SEWER INSPECTION CHARGES 10004600‐462405 4,650 4,855 5,700 4,900 4,000 4,500 4,500 500 PUBLIC WORKS MISC CHARGES 10004600‐463100 7,495 13,270 26,690 14,500 7,180 8,000 18,000 10,820 RECYCLING CHARGES 10004600‐463200 415,601 ‐ ‐ ‐ ‐ ‐ ‐ ‐ REFUSE CHARGES 10004600‐463205 637,406 (117) ‐ ‐ ‐ ‐ ‐ ‐ ENGINEERING MISC CHARGES 10004600‐463300 1,706 24 ‐ ‐ 1,000 ‐ ‐ (1,000) ENGINEERING REVIEW FEES 10004600‐463305 8,878 13,455 11,051 12,811 8,000 8,000 8,000 ‐ PARKS MISCELLANEOUS CHARGES 10004600‐465500 15,285 14,743 16,475 15,500 15,000 24,800 24,800 9,800 FAMILY AQUATIC CENTER FEES 25504600‐465502 184,095 210,241 210,236 192,000 206,762 206,762 14,762 SUMMER RECREATION FEES 10004600‐465503 125,309 101,977 100,339 100,304 125,000 136,484 136,484 11,484 WINTER RECREATION FEES 10004600‐465504 53,211 76,950 69,881 86,600 60,500 66,060 66,060 5,560 DOG PARK USE FEES 10004600‐465505 ‐ ‐ ‐ ‐ ‐ 17,000 17,000 17,000 PLANNING MISC CHARGES 10004600‐466100 410 ‐ ‐ ‐ ‐ ‐ ‐ ‐ ECONOMIC DEVEL MISC CHARGES 10004600‐466200 1,100 ‐ ‐ ‐ ‐ ‐ ‐ ‐ SUB‐TOTAL 2,437,079 1,271,252 1,338,424 1,429,044 1,302,550 1,395,219 1,487,219 184,669 12 City of Sun Prairie 2017 Approved Budget CITY OF SUN PRAIRIE 2017 APPROVED BUDGET GENERAL FUND REVENUES 8/31/2016 2014 2015 2016 2016 2016 2017 2017 INCREASE ACTUAL ACTUAL ACTUAL PROJECTED BUDGET EXECUTIVE APPROVED (DECREASE) INVESTMENT INCOME INVESTMENT INCOME 10004700‐471000 12,962 28,648 52,484 40,000 40,000 40,000 40,000 ‐ SUB‐TOTAL 12,962 28,648 52,484 40,000 40,000 40,000 40,000 ‐ MISCELLANEOUS REVENUE MISCELLANEOUS RENTS 10004800‐482100 25,064 25,115 25,724 25,000 25,000 25,000 25,000 ‐ SALE OF CITY PROPERTY 10004800‐483000 4,300 ‐ ‐ ‐ ‐ ‐ ‐ ‐ POLICE AUCTION 10004800‐483100 ‐ 3,170 ‐ ‐ ‐ ‐ ‐ ‐ SALE OF MATERIAL AND EQUIPMENT 10004800‐483200 130,938 29,464 23,002 32,660 ‐ 20,000 20,000 20,000 PUBLIC WORKS CHARGEBACKS 10004800‐483400 15 ‐ ‐ ‐ ‐ ‐ ‐ ‐ INSURANCE DIVIDEND & RECOVERY 10004800‐484000 78,244 77,276 74,441 13,940 35,000 55,163 55,163 20,163 DONATIONS ‐ GENERAL 10004800‐485000 1,946 ‐ ‐ ‐ ‐ ‐ ‐ ‐ DONATIONS ‐ MUSEUM 10004800‐485530 ‐ 5,000 ‐ ‐ ‐ ‐ ‐ ‐ DONATIONS ‐ PARKS & RECREATION 10004800‐485550 25 ‐ ‐ ‐ ‐ ‐ ‐ ‐ DONATIONS ‐ CONCERTS IN THE PA 10004800‐485552 1,120 1,262 1,906 1,906 1,000 1,200 1,200 200 CAMERA REPLACEMENT 10004800‐488102 3,825 4,000 3,425 4,689 3,000 4,100 4,100 1,100 PAYMENT FROM CATV 10004800‐488510 11,177 9,054 13,789 13,789 13,789 ‐ ‐ (13,789) PAYMENT FROM WWTP UTILITY 10004800‐488810 73,098 75,300 80,953 80,953 80,953 ‐ ‐ (80,953) PAYMENT FROM STORMWATER UTILTY 10004800‐488850 110,000 142,000 153,106 153,106 153,106 ‐ ‐ (153,106) MISCELLANEOUS REVENUES 10004800‐489000 73,073 502,515 39,858 80,000 80,000 80,000 80,000 ‐ AG USE PENALTIES 10004800‐489200 11,892 21,191 2,878 6,141 ‐ ‐ ‐ ‐ SUB‐TOTAL 524,716 895,347 419,083 412,184 391,848 189,463 189,463 (202,385) OTHER FINANCING SOURCES CITY ATTORNEY CHARGEBACKS 10004900‐481300 1,435 ‐ ‐ ‐ ‐ ‐ ‐ ‐ HUMAN RESOURCES CHARGEBACKS 10004900‐481550 5,000 5,000 5,000 5,000 5,000 5,000 5,000 ‐ FINANCE CHARGEBACKS 10004900‐481600 2,000 ‐ ‐ ‐ ‐ ‐ ‐ ‐ FLEET LABOR CHARGEBACKS 10004900‐483110 20,593 ‐ ‐ ‐ ‐ ‐ ‐ ‐ ENGINEERING CHARGEBACKS 10004900‐483300 270,338 334,707 214,149 220,000 85,360 382,525 382,525 297,165 TRANSFER IN 10004900‐492100 6,000 199,534 185,332 185,332 185,332 80,844 80,844 (104,488) TRANSFER IN ‐ PARK FUND 25504900‐492100 ‐ ‐ 11,644 11,644 20,900 2,189 2,189 (18,711) TRANSFER IN ‐ W&L PILOT 10004900‐492199 1,618,838 1,716,270 ‐ 1,734,503 1,833,652 1,879,837 1,879,837 46,185 SUB‐TOTAL 1,924,204 2,255,511 416,125 2,156,479 2,130,244 2,350,395 2,350,395 220,151 FUND BALANCE APPLIED REPLACEMENT FUND ‐ ‐ ‐ ‐ 85,553 163,758 293,432 207,879 SUB‐TOTAL ‐ ‐ ‐ ‐ 85,553 163,758 293,432 207,879 GENERAL FUND REVENUES $ 22,320,101 $ 22,001,076 $ 20,421,913 $ 22,177,347 $ 22,276,213 $ 22,675,771 $22,823,771 547,559$ 13 THIS PAGE LEFT BLANK INTENTIONALLY City of Sun Prairie 2017 Approved Budget CITY OF SUN PRAIRIE 2017 APPROVED BUDGET GENERAL FUND EXPENDITURES General Government City Attorney's Department City Administrator's Office Administrative Services Police Department Fire Department Emergency Medical Services Public Works Engineering Health & Human Services Recreation Community Development Economic Development Contingency/Fund Balance Transfers Total General Expenses 2014 ACTUAL EXPENDITURES 2015 ACTUAL EXPENDITURES PROJECTED EXPENDITURES 2016 BUDGET 194,143 199,642 210,038 210,818 514,168 533,664 551,303 533,068 261,255 264,846 250,593 250,593 2,404,982 2,235,177 2,866,529 2,908,969 6,542,788 7,082,481 7,451,455 7,522,716 694,734 807,006 1,049,075 952,161 1,578,418 1,554,793 1,563,164 1,610,107 4,721,609 3,217,609 3,116,550 3,276,385 564,123 649,678 620,022 616,946 187,099 190,254 226,110 227,170 643,778 745,855 743,460 776,571 1,042,260 1,171,672 1,232,357 1,269,460 110,659 174,603 206,308 201,664 21,142,383 20,434,932 21,791,571 22,158,846 517 17 ‐ 19,699 89,780 817,158 355,815 338,165 21,232,680 21,252,107 22,147,386 22,516,710 2017 2016 EXECUTIVE APPROVED BUDGET 214,065 BUDGET 214,065 498,010 498,011 262,272 279,220 2,744,063 2,714,973 7,953,812 7,936,183 1,062,950 1,117,846 1,664,207 1,666,917 3,226,093 3,304,746 490,199 515,918 267,327 267,327 823,573 792,524 1,542,158 1,491,330 145,937 20,894,666 145,971 20,945,031 175,000 175,000 1,606,104 22,675,771 1,703,739 22,823,771 2017 APPROVED BUDGET ‐ GENERAL FUND EXPENDITURES BY FUNCTION General Government 1% City Attorney's Department 2% City Administrator's Office 1% Administrative Services 12% Police Department 35%Fire Department 5% Emergency Medical Services 7% Public Works 14% Engineering 2% Health & Human Services 1% Recreation 4% Community Development 7% Economic Development 1% Contingency/ Transfers 8% 14 City of Sun Prairie 2017 Approved Budget CITY OF SUN PRAIRIE 2017 APPROVED BUDGET GENERAL FUND EXPENDITURES BY DEPARTMENT 8/31/2016 2014 2015 2016 2016 2016 2017 2017 INCREASE ACTUAL ACTUAL ACTUAL PROJECTED BUDGET EXECUTIVE APPROVED (DECREASE) GENERAL GOVERNMENT DEPT MAYOR 110 38,951 38,690 38,007 39,001 38,837 39,130 39,130 293 COUNCIL 115 58,832 61,565 65,671 68,683 68,001 68,694 68,694 693 MUNICIPAL COURT 120 96,360 99,387 100,022 102,354 103,980 106,241 106,241 2,261 SUB‐TOTAL 194,143 199,642 203,701 210,038 210,818 214,065 214,065 3,247 CITY ATTORNEY'S DEPARTMENT CITY ATTORNEY 130 244,654 241,925 257,208 247,041 228,366 207,355 207,355 (21,011) HUMAN RESOURCES 155 269,514 291,739 270,676 304,262 304,702 290,655 290,656 (14,046) SUB‐TOTAL 514,168 533,664 527,883 551,303 533,068 498,010 498,011 (35,057) CITY ADMINISTRATOR'S OFFICE DEPT ADMINISTRATION 150 261,255 264,846 246,400 261,991 250,593 262,272 279,220 28,627 SUB‐TOTAL 261,255 264,846 246,400 261,991 250,593 262,272 279,220 28,627 ADMINISTRATIVE SERVICES DEPARTMENT CITY CLERK 140 207,298 211,518 268,121 282,702 284,710 310,740 281,573 (3,137) ELECTIONS 140 60,412 24,203 118,059 126,477 131,472 49,040 49,040 (82,432) FINANCE 160 511,952 541,669 564,542 570,494 556,465 509,144 509,163 (47,302) RISK MANAGEMENT 165 346,993 364,036 386,845 382,424 388,512 428,580 428,580 40,068 ASSESSING 170 296,678 339,831 339,427 368,553 399,100 378,842 378,889 (20,211) INFORMATION TECHNOLOGY 180 981,649 753,920 1,093,645 1,135,879 1,148,710 1,067,717 1,067,728 (80,983) SUB‐TOTAL 2,404,982 2,235,177 2,770,638 2,866,529 2,908,969 2,744,063 2,714,973 (193,997) POLICE DEPARTMENT DEPT POLICE DEPARTMENT 210 6,542,788 7,074,631 7,007,345 7,445,355 7,515,716 7,946,312 7,928,683 412,967 EMERGENCY MANAGEMENT 250 ‐ 7,850 977 6,100 7,000 7,500 7,500 500 SUB‐TOTAL 6,542,788 7,082,481 7,008,322 7,451,455 7,522,716 7,953,812 7,936,183 413,467 FIRE DEPARTMENT FIRE DEPARTMENT 220 694,734 807,006 941,906 1,049,075 952,161 1,062,950 1,117,846 165,686 SUB‐TOTAL 694,734 807,006 941,906 1,049,075 952,161 1,062,950 1,117,846 165,686 EMERGENCY MEDICAL SERVICE EMERGENCY MEDICAL SERVICE 230 1,578,418 1,554,793 1,483,734 1,563,164 1,610,107 1,664,207 1,666,917 56,810 SUB‐TOTAL 1,578,418 1,554,793 1,483,734 1,563,164 1,610,107 1,664,207 1,666,917 56,810 PUBLIC WORKS DEPT PUBLIC WORKS DEPARTMENT 310 2,737,249 2,375,331 1,988,743 2,245,293 2,381,269 2,285,386 2,335,748 (45,521) REFUSE & RECYCLING 320 1,418,394 ‐ ‐ ‐ ‐ ‐ ‐ ‐ PARKS AND MAINTENANCE 550 525,144 748,708 575,904 674,692 697,306 864,055 867,346 170,040 FORESTRY 650 40,822 93,570 197,111 196,565 197,811 76,652 101,652 (96,159) SUB‐TOTAL 4,721,609 3,217,609 2,761,758 3,116,550 3,276,385 3,226,093 3,304,746 28,361 ENGINEERING DEPT ENGINEERING 330 564,123 649,678 579,106 620,022 616,946 490,199 515,918 (101,028) SUB‐TOTAL 564,123 649,678 579,106 620,022 616,946 490,199 515,918 (101,028) LIBRARY DEPT LIBRARY 520 1,682,367 1,607,652 1,668,454 1,704,608 1,802,217 ‐ ‐ (1,802,217) SUB‐TOTAL 1,682,367 1,607,652 1,668,454 1,704,608 1,802,217 ‐ ‐ (1,802,217) HEALTH & HUMAN SERVICES DEPT SENIOR CITIZENS PROGRAM 541 160,000 160,000 170,000 170,000 170,000 180,000 180,000 10,000 YOUTH & FAMILY COMMISSION 542 4,099 6,754 2,250 1,610 2,670 2,827 2,827 157 YOUTH PROGRAMS 545 15,000 15,000 45,000 45,000 45,000 75,000 75,000 30,000 CEMETERY 549 8,000 8,500 9,500 9,500 9,500 9,500 9,500 ‐ SUB‐TOTAL 187,099 190,254 226,750 226,110 227,170 267,327 267,327 40,157 15 City of Sun Prairie 2017 Approved Budget CITY OF SUN PRAIRIE 2017 APPROVED BUDGET GENERAL FUND EXPENDITURES BY DEPARTMENT 8/31/2016 2014 2015 2016 2016 2016 2017 2017 INCREASE ACTUAL ACTUAL ACTUAL PROJECTED BUDGET EXECUTIVE APPROVED (DECREASE) RECREATION DEPT MUSEUM 530 28,658 26,537 34,693 47,303 47,647 72,883 43,821 (3,826) RECREATION PROGRAMS 550 366,710 396,926 413,198 429,914 448,324 464,482 462,495 14,171 FAMILY AQUATIC CENTER 550 248,410 322,392 271,375 266,243 280,600 286,208 286,208 5,608 SUB‐TOTAL 643,778 745,855 719,266 743,460 776,571 823,573 792,524 15,953 COMMUNITY DEVELOPMENT DEPT PLANNING BUILDING MAINTENANCE BUILDING INSPECTION ECONOMIC DEVELOPMENT 610 320 330 SUB‐TOTAL DEPT 325,540 360,956 355,764 1,042,260 380,945 438,940 351,787 1,171,672 338,555 412,782 402,569 1,153,906 341,655 476,957 413,745 1,232,357 365,060 486,100 418,300 1,269,460 383,409 688,531 470,218 1,542,158 375,664 654,904 460,762 1,491,330 10,604 168,804 42,462 221,870 ECONOMIC DEVELOPMENT 620 SUB‐TOTAL 110,659 110,659 174,603 174,603 191,625 191,625 206,308 206,308 201,664 201,664 145,937 145,937 145,971 145,971 (55,693) (55,693) TRANSFERS & CONTINGENCY DEPT TRANSFERS PERSONNEL CONTINGENCY GENERAL CONTINGENCY 690 150 160 SUB‐TOTAL 89,780 517 ‐ 90,297 817,158 17 ‐ 817,175 355,815 ‐ ‐ 355,815 355,815 ‐ ‐ 355,815 338,165 5,000 14,699 357,864 1,606,104 15,000 160,000 1,781,104 1,703,739 15,000 160,000 1,878,739 1,365,574 10,000 145,301 1,520,875 GENERAL FUND EXPENDITURES 21,232,680 21,252,107 20,839,265 22,158,784 22,516,710 22,675,771 22,823,771 307,061 16 THIS PAGE LEFT BLANK INTENTIONALLY City of Sun Prairie 2017 Approved Budget CITY OF SUN PRAIRIE 2017 EXECUTIVE BUDGET PERSONNEL COSTS DEPARTMENT STAFFING SALARIES, WAGES & BENEFITS 2016 2017 ORG 2016 FTE 2017 FTE Change General Fund SPMC Refuse and Recycle Library TIF Districts Sun Prairie Utilities WPCF Stormwater Fleet BID Total Change MAYOR & COUNCIL * * * 81,281 81,274 81,274 (7) MUNICIPAL COURT 1.00 1.00 ‐ 91,840 95,001 95,001 3,161 CITY ATTORNEY 10013000 2.00 2.00 ‐ 196,141 175,831 2,032 10,162 15,243 203,268 7,127 CITY CLERK & ELECTIONS 10014014 3.25 4.00 0.75 310,843 285,553 285,553 (25,290) ADMINISTRATION 10015000 2.00 2.00 ‐ 224,081 250,145 1,293 10,950 6,335 268,723 44,642 HUMAN RESOURCES 10015500 2.50 2.90 0.40 236,959 223,713 5,622 13,688 8,310 251,333 14,374 FINANCE 10016000 4.50 4.50 ‐ 405,937 344,462 4,235 21,593 27,518 397,808 (8,129) ASSESSING 10017000 4.75 4.75 ‐ 367,433 344,435 344,435 (22,998) INFORMATION TECHNOLOGY 10018000 4.63 4.63 ‐ 492,192 471,797 11,373 13,289 10,897 507,356 15,164 BUILDING MAINTENANCE 10018500 2.00 2.00 ‐ 132,150 164,945 164,945 32,795 POLICE DEPARTMENT 10021000 72.90 72.90 ‐ 6,420,891 6,731,490 6,731,490 310,599 EMERGENCY MEDICAL SERVICE 10023000 14.50 14.50 ‐ 1,283,764 1,343,441 1,343,441 59,677 BUILDING INSPECTION 10024000 4.00 5.25 1.25 384,436 424,059 424,059 39,623 PUBLIC WORKS 10031000 9.70 9.70 ‐ 790,421 752,944 67,031 819,975 29,554 PARKS MAINTENANCE 10055055 6.00 6.00 ‐ 501,228 548,465 548,465 47,237 FORESTRY 10065000 1.00 1.00 ‐ 66,444 70,102 70,102 3,658 ENGINEERING 10033000 6.25 6.25 ‐ 561,936 459,860 16,858 95,073 571,791 9,855 ECONOMIC DEVELOPMENT 10062000 2.00 3.00 1.00 172,701 116,912 20,495 53,416 190,823 18,122 MUSEUM 10053000 * * * 21,192 17,096 17,096 (4,096) YOUTH AND FAMILIES 10054200 * * * 1,920 2,067 2,067 147 RECREATION PROGRAMS 10055051 3.00 3.00 ‐ 306,838 317,912 317,912 11,074 FAMILY AQUATIC CENTER 25555052 * * * 156,725 171,258 171,258 14,533 PLANNING 10061000 3.75 3.75 ‐ 351,326 331,724 331,724 (19,602) SUN PRAIRIE MEDIA CENTER 22051000 4.7 5.2 0.5 258,073 332,199 332,199 74,126 REFUSE & RECYCLE FUND 23032000 0.7 0.5 (0.2) 14,204 18,731 18,731 4,527 LIBRARY 10042100 22.64 23.00 0.36 1,206,414 1,367,712 1,367,712 161,298 SUN PRAIRIE UTILITIES 30.5 32.0 1.5 1,437,530 ‐ (1,437,530) WASTEWATER UTILITY 10.0 10.0 ‐ 781,476 879,673 879,673 98,197 STORMWATER UTILITY 4.3 6.3 2.0 275,493 359,066 359,066 83,573 FLEET INSERVICE FUND TOTAL ALL FUNDS 4.0 72.8 3.6 77.0 (0.4) 3.7 295,731 17,827,600 279,711 279,711 13,724,486 356,754 18,731 1,367,712 20,495 ‐ 966,213 589,473 279,711 53,416 17,376,991 (16,020) (1,031,829) 17 THIS PAGE LEFT BLANK INTENTIONALLY City of Sun Prairie 2017 Approved Budget Mayor City of Sun Prairie 2017 Annual Budget Mayor Paul Esser Mission: The Mayor strives to provide Sun Prairie residents and businesses w ith a high level of city services and quality infrastructure in a fiscally responsible manner. He strives to seek a balance between the representation of the citizens of the City of Sun Prairie as divided by Aldermanic districts and as an entire municipality. Department 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 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 and chairs and represents the city on the community development authority. 2017 Budget Highlights: The 2017 budget focuses on establishing a long‐term vision for the City of Sun Prairie. The City will accomplish this goal by investing in the strategic tools to ensure Sun Prairie is prepared for the future and continues to grow responsibly.  Update the Comprehensive Plan for the City of Sun Prairie to provide the guidance the City requires in these times of high activity and rapid change.  Begin the study of Sun Prairie's transportation needs by engaging a transportation professional to study how the City satisfies the needs identified by the Transportation Summit committee.  Balance significant budget needs against the much smaller needs of the Colonial Club so the Colonial Club remains able to meet the needs of our aging population.  Continue to support Community Schools as it addresses the needs of families in Sun Prairie.  Support emergency services, especially the fire department, as the City grows.  Recognize the Public Works Department and the Recreation Department are being called on to provide service to an increasing area and population and the department’s needs associated with the increase.  Start a determined effort to make the City’s public library the best library in Dane County as measured by collection, services and facilities. 18 City of Sun Prairie 2017 Approved Budget Mayor City of Sun Prairie 2017 Annual Budget Financial Summary: 2015 2016 2016 2017 2017 INCREASE ACTUAL PROJECTED BUDGET EXECUTIVE APPROVED (DECREASE) MAYOR (110‐00) Personnel Services 21,928 $ 21,530 $ 21,530 $ 21,530 $ 21,530 $ $ ‐ Materials & Supplies 662 400 400 400 400 $ ‐ Contracted Services 894 1,200 1,200 1,200 1,200 $ ‐ Professional Development Total 15,206 38,690 $ 15,871 39,001 $ 15,707 16,000 16,000 293$ 38,837 $ 39,130 $ 39,130 $ 293$ Staffing Analysis and Expenses: 2015 FTE 2016 FTE Change 2016 2017 Change Mayor elected elected ‐ 21,530 21,530 ‐ Position Title Staffing Personnel Costs 19 Common Council City of Sun Prairie 2017 Annual Budget Council Members Russell Fassbender Council Vice President Aldermanic District 1 Bill Connors Aldermanic District 2 Michael Jacobs Aldermanic District 3 Mary Polenske Aldermanic District 4 Steve Stocker Aldermanic District 1 Jon Freund Aldermanic District 2 Maureen Crombie Aldermanic District 3 Al Guyant Council President Aldermanic District 4 20 City of Sun Prairie 2017 Approved Budget Common Council City of Sun Prairie 2017 Annual Budget Mission: To represent the citizens of the City of Sun Prairie and exercise legislative powers convenient and necessary f or the governance of the City. Department 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 service s; 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. Financial Summary: 2015 2016 2016 2017 2017 INCREASE ACTUAL PROJECTED BUDGET EXECUTIVE FINAL (DECREASE) CITY COUNCIL (115-00) Personnel Services 56,177 $ 59,751 $ 59,751 $ 59,744$ 59,744$ (7)$ Materials & Supplies 503 750 750 750 750 - $ Contracted Services 3,917 6,000 6,000 6,000 6,000 - $ Professional Development 968 2,182 1,500 2,200 2,200 700$ Total 61,565 $ 68,683 $ 68,001 $ 68,694$ 68,694$ 693$ Staffing Analysis: 2015 FTE 2016 FTE Change 2016 2017 Change Council elected elected - 59,751 59,744 (7) Position Title Staffing Personnel Costs 21 City of Sun Prairie 2017 Approved Budget Municipal Court City of Sun Prairie 2017 Annual Budget Municipal Judge Court Clerk Mission: To provide fair and impartial administration of justice for those accused of violating the City of Sun Prairie ordinances. To provide the timely resolution of citizen concerns, safeguard the rights of individuals, protect the public interest and enhance public safety. Department Description: The citizens of Sun Prairie elect the municipal court judge to a four‐year term. The municipal court judge adjudicates guilt and innocence during court proceedings and educates staff regarding changes in appropriate law. 2017 Budget Highlights: There are no notable changes in the 2017 budget. Financial Summary: 2015 2016 2016 2017 2017 INCREASE ACTUAL PROJECTED BUDGET EXECUTIVE APPROVED (DECREASE) Personnel Services $ 90,476 $ 91,870 $ 91,840 $ 95,001 $ 95,001 $ 3,161 Contracted Services Professional Development 7,540 1,371 9,034 1 ,450 10,000 2,140 9,100 2,140 9,100 2,140 (900) ‐ Total $ 99,387 $ 102,354 $ 103,980 $ 106,241 $ 106,241 $ 2,261 22 City of Sun Prairie 2017 Approved Budget Municipal Court City of Sun Prairie 2017 Annual Budget Staffing Analysis: Position Title 2016 FTE 2017 FTE Change Staffing 2016 2017 Change Personnel Costs Municipal Judge Municipal Court Clerk Overtime Total elected 1.0 ‐ ‐ elected 1.0 ‐ ‐ ‐ ‐ ‐ ‐ 31,313 60,522 ‐ 91,835 31,613 63,388 ‐ 95,001 300 2,866 ‐ 3,166 Measurements: Item 2013 2014 2015 YTD 2016 Number of Traffic Citations processed 1,500 1,467 1,359 1,089 Number of Ordinance Citations processed 920 862 787 514 Number of Court Trials 19 25 20 15 Achievements: The municipal court clerk helped to create and implement a municipal writ program. An accomplishment that included the development of an Access data base, police procedure, and payment processing procedures. 23 City Attorney City of Sun Prairie 2017 Annual Budget Mission: It is the mission of the City Attorney’s Office to 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. 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. Legal services required under the City Charter requires full‐time in house counsel and additional expertise of outside contractual legal services. This ensures that the office is able to effectively anticipate and avoid risk and actionable legal problems. Department Description: The legal department is called upon on a daily basis to assist in multiple ways with implementation of policy and to address a myriad of legal issues. The staff of two individuals provides full time legal services and collection support for all of the other departments, boards, City Council, and the Mayor. 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 Highlights The office is charged with providing the highest quality legal services as befit the needs of the City of Sun Prairie. Increase in funds for outside counsel reflect the ever‐growing volume and complexity of legal services required by the community. The city’s increase in economic and residential growth comes with a parallel increase in demands for service. Due to the ever‐increasing demands for service, it is essential to have and maintain the ability to acquire outside counsel. City Attorney Legal Assistant City of Sun Prairie 2017 Approved Budget 24 City of Sun Prairie 2017 Approved Budget City Attorney City of Sun Prairie 2017 Annual Budget Financial Summary: 2015 2016 2016 2017 2017 INCREASE ACTUAL PROJECTED BUDGET EXECUTIVE FINAL (DECREASE) Personnel Services 191,287 $ 196,141 $ 196,141 $ 175,830 $ 175,830 $ $ (20,311) Materials & Supplies 1,294 1,500 1,500 1,500 1,500 $ ‐ Contracted Services 42,849 39,100 20,350 19,000 19,000 $ (1,350) Professional Development 6,495 9,800 9,875 10,525 10,525 $ 650 Capital Items ‐ 500 500 500 500 $ ‐ Total 241,925 $ 247,041 $ 228,366 $ 207,355 $ 207,355 $ $ (21,011) Note: The figures above reflect the amounts in the general fund. Staffing Analysis and Expenses: Position Title Staffing Personnel Costs 2016 FTE 2017 FTE Change 2016 2017 Change City Attorney 1.0 1.0 ‐ 115,785 119,768 3,983 Legal Secretary 1.0 1.0 ‐ 80,356 83,500 3,144 Overtime ‐ ‐ ‐ ‐ ‐ ‐ TOTAL 2.0 2.0 ‐ 196,141 203,268 7,127 Note: The General Fund, Stormwater, Wastewater, and Cable TV fund the City Attorney and Legal Secretary positions beginning in 2017. The staffing analysis reflects all fund sources. Performance Measures: Measurements: Municipal Court 2013 2014 2015 2016 YTD OWI 91 87 57 46 Retail Theft 157 220 180 88 THC 130 107 81 53 25 City of Sun Prairie 2017 Approved Budget City Attorney City of Sun Prairie 2017 Annual Budget Pretrial Statistics 2013 2014 2015 2016 YTD Pretrial Conferences 141 173 130 106 Forfeitures from Pretrial Stage 31,442 47,188 33,107 31,584 All forfeitures 339,924 353,770 303,637 203,679 Collections 2013 2014 2015 2016 YTD EMS/Court 40,719/ 75,825 56,122/ 139,310 43,015/ 139,310 33,784/ 93,099 EMS 4/8/2003 to date 523,799 Forfeitures 5/13/02 to date 1,065,712 2016 Achievements:  Through July 2016, the City Attorney’s Office has prosecuted 116 municipal court cases. Forfeitures have been assessed for $31,584.  All assessed forfeitures including pretrial cases through July 27, 2016, amount to $203,679.  Collections through July 27, 2016 amount to $93,100 with an additional $33,784 for ambulance collections.  Since 2002, the City Attorney’s Office has collected $1,589,511 for the general fund.  Drafted eight major development agreements through July 2016 and played a significant advisory role in agreements drafted with the assistance of outside counsel. Eleven agreements were consummated in 2015. Each agreement, whether drafted solely in house or with the assistance of outside counsel, is discussed, argued, drafted and edited under the supervision of the City Attorney’s office.  The City Attorneys’ Office amended or drafted 14 City ordinances through the first seven months of 2016. Fifteen amendments/drafts were required in 2015. Numerous contracts, leases and memoranda of understanding have been crafted along with continued day‐to‐day service to every City department. 26 THIS PAGE LEFT BLANK INTENTIONALLY City of Sun Prairie 2017 Approved Budget Human Resources City of Sun Prairie 2017 Annual Budget Human Resources Director Benefits Coordinator Administrative Assistant (.9) Mission: To provide assistance in attracting and retaining a diverse and highly qualified workforce. Department Description: The Human Resources Division is c o m p r i s e d o f t h e D i r e c t o r , B e n efits Coordinator and one part‐time administrative support position. Personnel costs including wages , b e n e f i t s , a n d l i a b i l i t y i n s u r a n c e c o v e r a g e 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 Human Resources is a division focused on internal serv ice 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. 2017 Budget Highlights The Human Resources Division will attempt to conduct services in the same manner and expense as 2016. Budget allocation moved from the Advertising line item to Recruitment to reflect our strategy to attract qualified candidates. Our effort is to create a constant contact and online presence. Attendance at job fairs and coordination with other agencies continually places the City of Sun Prairie in the main stream. We no longer expect applicants to find us after placing an advertisement but actively reach out to possible candidates. 27 City of Sun Prairie 2017 Approved Budget Human Resources City of Sun Prairie 2017 Annual Budget Financial Summary: 2015 2016 2016 2017 2017 INCREASE ACTUAL PROJECTED BUDGET EXECUTIVE FINAL (DECREASE) Pers onnel Servi ces $ 231,117 $ 237,377 $ 236,959 $ 223,713 $ 223,713 $ (13,246) Ma teri al s & Suppl i es 76 800 800 857 858 $ 58 Contra cted Servi ces 55,934 60,800 61,658 60,800 60,800 $ (858) Profes s i ona l Devel opment 4,612 5,285 5,285 5,285 5 ,285 $ ‐ Total $ 291,739 $ 304,262 $ 304,702 $ 290,655 $ 290,656 $ (14,046) Staffing Analysis and Expenses: 2016 FTE 2017 FTE Change 2016 2017 Change Human Resources Director 1.0 1.0 ‐ 114,555 118,405 3,850 Employee Benefits Coordinator 1.0 1.0 ‐ 86,698 89,789 3,09 1 Confidential Secretary 0.5 0 . 9 0 . 4 35,706 43,139 7 ,433 TOTAL 2.5 2.9 0.4 236,959 251,333 14,374 Position Title Staffing Personnel Costs Performance Measures: Measurements: 1. Improve recruitment efforts and fill vacancies in a timely manner. Item 2012 2013 2014 2015 20161 Positions filled (PT/FT) 28 28 35 38 28 Average number of days to fill positions New measure 44 54 40 41 Applications received (% minority applicants) 963 (8%) 1479 (7%) 1709 (14%) 1478 (15%) 1040 (14%) 1 Estimate as of August 19, 2016. 28 City of Sun Prairie 2017 Approved Budget Human Resources City of Sun Prairie 2017 Annual Budget 2. Promote safety and wellness in the workplace. Item 2012 2013 2014 2015 20161 Worker’s compensation claims filed (Cost of claims) 24 (148,981) 25 (240,046) 18 (102,356) 20 (216,180) 10 (29,041) Lost days due to Workers Compensation injuries/illnesses 101 225 34 185 117 Participation rate in biometric testing New measure 91% Percentage of employees who rate their general health as Good, Very Good, or Excellent New measure 93% 3. Retain well‐qualified and productive employees by providing essential benefits in a fiscally responsible manner. Item 2012 2013 2014 2015 2016 1 Annual Turnover rate non‐seasonal (FT Turnover rate) 7% (6.9%) 8% (5.7%) 29% (16%) 19% (13%) 11% (11%) FMLA Requests (Hours Used) 70 (5514) 67 (6602) 47 (6250) 55 (6797) 38 (2708) Increase in Health Plan 4.9% 3.65% 4.6% 2.5% T B D No. authorized FT positions (No. authorized PT positions) 170 (33) 170 (33) 171 (33) 178 (39) 180 (37) 4. Continually update policies to promote management best practices and reduce organizational risk. Item 2012 2013 2014 2015 2016 1 Policies or Ordinances revised/drafted 1 3 6 4 4 Job descriptions updated 7 8 16 20 21 Positions reviewed by job evaluation system 5 5 29 17 20 29 City of Sun Prairie 2017 Approved Budget Human Resources City of Sun Prairie 2017 Annual Budget 2016 Achievements:  Implemented significant changes in the health plan design in order to contain costs and address employee expectations.  The division continues to work through the selection of Wisconsin Retirement System for all employees.  HR assisted in negotiating a voluntary agreement for 2016‐2018 with IAFF #311.  Implemented an online Material Safety Sheet system for all departments.  Issued the new IRS‐required 1095 forms to all employees eligible for Health Insurance by the deadline.  Conducted a data security audit and implemented changes.  Reviewed physical requirements on job descriptions and we will consult with an Occupational Therapist regarding changes.  Organized a contractual risk transfer class for staff to increase staff awareness of risk when contracting out work on behalf of the city.  City employees sponsored a meal at the Sunshine Supper.  Conducted active shooter training.  Staff participated in Diversity Committee meetings, gathering valuable information. 30 Director City of Sun Prairie 2017 Approved Budget City Administrator’s Office City of Sun Prairie 2017 Annual Budget City Administrator Management Analyst Mission: To carry out the policies and implement the goals established by the Mayor and City Council. Provide services to citizens in the most effective and economical manner while promoting awareness and understanding of services, policies, information, programs, and priorities that result in an informed and participative community. Department Description: The City Administrator’s office works with the City’s governing body, the community and the City staff to professionally implement City Council policy decisions and efficiently direct the City’s operations and activities in accordance with sound management principles. 2017 Budget Highlights: The City Administrator’s office added funding for an intern. Financial Summary: 2015 2016 2016 2017 2017 INCREASE ACTUAL PROJECTED BUDGET EXECUTIVE APPROVED (DECREASE) CITY ADMINISTRATOR (150) Personnel Services $ 244,911 $ 229,624 $ 224,081 $ 233,197 $ 250,145 $ 26,064 Materials & Supplies 341 1,220 1,200 3,390 3,390 2,190 Contracted Services 8,866 13,000 13,000 5,000 5,000 (8,000) Professional Development 10,199 17,647 11,812 20,185 20,185 8,373 Capital Items 546 500 5,500 15,500 15,500 1 0,000 Total $ 264,863 $ 261,991 $ 255,593 $ 277,272 $ 294,220 $ 38,627 Note: The figures above reflect the amounts in the general fund. 31 City of Sun Prairie 2017 Approved Budget City Administrator’s Office City of Sun Prairie 2017 Annual Budget Staffing Analysis: Staffing Personnel Costs Position Title 2016 FTE 2017 FTE Change 2016 2017 Change City Administrator 1.0 1.0 ‐ 159,522 179,079 19,557 Management Analyst 1.0 1.0 ‐ 64,559 81,616 17,057 Intern ‐ ‐ ‐ ‐ 8,074 8 , 0 7 4 Total 2.0 2.0 ‐ 224,081 268,769 44,688 Note: The General Fund, Stormwater, Wastewater, and Cable TV fund the City Administrator and Management Analyst positions beginning in 2017. The staffing analysis reflects all fund sources. Objectives:  Continue the development of a “customer‐driven” organizational culture among the staff.  Strengthen the relationship between the City Council and staff – building bridges in communication to facilitate the relationship.  Continue the informative, cooperative endeavor of providing the best available information for the City Council to remain effective and successful in their offices.  Meet the citizen’s service provision and service level demand while ensuring the most cost effective delivery of those services.  Continue efforts toward more effective communication strategies with citizens through enhanced public awareness and public education programs.  Anticipate future population and area growth of the city as a result of continued development, ensuring staff meet the expectations of existing and new residents. Activities:  Direct the effective and efficient performance of all city employees. Coordinate and expedite city services, functions and programs.  Carry out all directives approved by the common council which require administrative implementation through the active direction and coordination of the various city departments.  Direct, coordinate and expedite the activities of all city departments, except for such authority vested by Wisconsin Statutes in certain boards and commissions. Make or direct studies as are necessary to ensure the most economical and efficient operation of all city departments, to maximize and comply with funding sources, and administer city programs.  Administer all day‐to‐day operations and services provided by the city government including supervision of all departments in the enforcement of all city ordinances, resolutions, state statutes and council directives.  Establish and implement administrative procedures to increase t he effectiveness and efficiency of the city government.  Facilitate communication between citizens and city government to assure that complaints, grievances, recommendations and other matters receive prompt attention. Assure that all such matters are expeditiously resolved.  Promote the economic well‐being and growth of the city through public and private sector cooperation. 32 City of Sun Prairie 2017 Approved Budget City Administrator’s Office City of Sun Prairie 2017 Annual Budget 2016 Achievements:  The Office staffed the Ad Hoc Steering Committee on Diversity, helped complete its 6‐month progress report, and presented it to the City Council  The state legislature passed special legislation which allowed the City to become a Wisconsin Retirement System community  Successfully negotiated a land purchase agreement for the acquisition of over 64 acres from the Renk Family. 33 THIS PAGE LEFT BLANK INTENTIONALLY City of Sun Prairie 2017 Approved Budget Administrative Services (City Clerk) City of Sun Prairie 2017 Annual Budget City Clerk Deputy City Clerk‐ Election/Licensing Deputy City Clerk‐ Records Management Receptionist (.25) Election Inspections: 50 Certified 250 Officials Mission: The City Clerk’s Office is dedicated to serving the public and representing democracy by ensuring the integrity of open government and the election process by enhancing open, fair, impartial and trusted government, which is in compliance with statutory, and ordinance requirements. Department Description: To perform the duties required by the City Clerk’s Office to serve as the custodian of official records, serve as election administrator, and issue all license and permits as required by City Ordinance and State Statutes. 2017 Budget Highlights The 2017 Budget has several initiatives for elections, including:  Lease mail machine  Addition of .75 FTE Receptionist position The mail machine is at the end of its life and will no longer b e serviced. In the past, the City has purchased the machine; this request is to lease the machine. This will provide the opportunity to review and address the needs of the machine more regularly. The Clerk’s office will add .75 FTE receptionist to the existing .25 FTE position effective December 31, 2017. 34 City of Sun Prairie 2017 Approved Budget Administrative Services (City Clerk) City of Sun Prairie 2017 Annual Budget Financial Summary: City Clerk 2015 2016 2016 2017 2017 INCREASE ACTUAL PROJECTED BUDGET EXECUTIVE APPROVED (DECREASE) Personnel Services $ 184,191 $ 209,932 $ 215,690 $ 281,733 $ 252,563 $ 36,873 Materials & Supplies 922 1,645 1,445 1,102 1,105 (340) Contracted Services 23,541 39,500 35,000 23,000 23,000 (12,000) Professional Development 2,864 3,625 4,575 4,905 4,905 330 Capital Items ‐ 2 8 , 0 0 0 28,000 ‐ ‐ ( 2 8 , 0 0 0 ) Total $ 211,518 $ 282,702 $ 284,710 $ 310,740 $ 281,573 $ (3,137) Elections 2015 2016 2016 2017 2017 INCREASE ACTUAL PROJECTED BUDGET EXECUTIVE APPROVED (DECREASE) Personnel Services $ 11,745 $ 100,745 $ 105,553 $ 32,990 $ 32,990 $ (72,563) Materials & Supplies 6,186 13,160 13,190 8,750 8,750 (4,440) Contracted Services 1,890 8,000 8,070 7,000 7,000 (1,070) Professional Development 23 213 300 300 300 ‐ Capital Items 4,359 4 ,359 4 ,359 ‐ ‐ (4,359) Total $ 24,203 $ 126,477 $ 131,472 $ 49,040 $ 49,040 $ (82,432) Staffing Analysis and Expenses: Position Title 2016 FTE 2017 FTE Staffing Change 2016 2017 Personnel Costs Change City Clerk Deputy Clerk Administrative Assistant Receptionist Overtime Boards & Committees Election Officials 1.00 2.00 0.25 ‐ ‐ ‐ ‐ 1.00 2.00 0.25 0.75 ‐ ‐ ‐ ‐ ‐ ‐ 0.75 ‐ ‐ ‐ $ 93,457 96,535$ 3,078 $ 101,574 126,533 24,959 14,912 15,430 518 ‐ 11,251 11,251 4,056 650 (3,406) 2,691 2,814 123 104,553 32,340 (72,213) Total 3.25 4.00 0.75 $ 321,243 285,553 $ $ (35,690) 35 City of Sun Prairie 2017 Approved Budget Administrative Services (City Clerk) City of Sun Prairie 2017 Annual Budget Performance Measures: PRESIDENTIAL PRESIDENTIAL Gubernatorial PRESIDENTIAL Gubernatorial ELECTION YEAR 1996 2008 2010 2012 2014 NUMBER OF 5 4 3 6 3ELECTIONS REGISTERED 11,873 14,837 16,286 18,341 18,036VOTERS NOVEMBER ELECTION # OF VOTERS 7,811 14,835 10,903 16,238 12,944 VOTER 58% 84% 68% 89% 72%TURNOUT ABENTEES 411 5,956 6,015 3,435 SPECIAL VOTING 4 8 8 + 4 new FACILITIES ABSENTEE % 5.30% 38.60% 37% ELECTION DAY 1,478 2,059 1,978 1,840REGISTRATIONS LATE 799 707 541REGISTRATIONS ACTUAL EXPENSES $13,720 $75,778 $113,202 $56,097 INCURRED ANNUAL COST PER $1.16 $6.17 $3.11REGISTERED VOTER COST PER REGISTERED $0.23 $1.03 $1.04 VOTER 3 FTE 3 FTE +CLERKS OFFICE 2 FT + 400 LTE 516.6 LTESTAFF Hrs Hrs 36 City of Sun Prairie 2017 Approved Budget Administrative Services (City Clerk) City of Sun Prairie 2017 Annual Budget 2016 2015 2014 2013 2012 2011 2010 Committee of the Whole 18 18 27 49 21 40 31 55 31 50 30 50 32 55 TOTAL 36 76 61 86 81 80 87 Council & Special Meetings 8/2016 2015 2014 2013 2012 2011 2010 CARNIVAL PERMIT 1 1 1 1 1 1 1 CIGARETTE LICENSES 27 28 31 26 24 27 25 DOG LICENSES 1283 1299 1,251 1,152 1,151 1,062 1,105 PET PARK PERMITS 707 680 628 547 LIQUOR ESTABLISHMENT LICENSES 102 93 93 77 83 91 89 OPERATOR LICENSES 393 392 478 392 361 296 310 TEMPORARY NIGHTCLUB LICENSES 1 1 1 1 1 1 1 NIGHTCLUB LICENSES 7 6 6 5 6 8 7 SECONDHAND LICENSES 9 7 4 4 4 4 4 SOLICITORS PERMITS 25 29 57 29 54 29 13 14 13 12 10 8 8 4 6 5 3 2 4 2 STREET USE PERMITS 29 30 23 20 17 18 24 TAXI DRIVERS 18 19 26 10 21 30 30 VENDING MACHINES 118 108 129 122 248 210 REAL ESTATE SPECIAL ASSESSMENTS 782 1069 867 997 765 554 569 PICNIC/TEMP. B PERMIT ($10/event) SPECIAL EVENT PERMITS 37 City of Sun Prairie 2017 Approved Budget Administrative Services (City Clerk) City of Sun Prairie 2017 Annual Budget 2016 Achievements: The City Clerk’s Office faced the challenge of an unprecedented number of election law changes over the past y e a r s , a l o n g w i t h V o t e r I D . M a n y o f w h i c h h a v e b e e n h e l d i n j u n ction, stayed, and over turned. This required training and retraining of the department staff, election worke rs and the public. Presidential elections face high levels of scrutiny by the public and are a Constitutional Right held in high regard. The department takes its responsibility of maintaining every voter’s rights very seriously. The City Clerk’s Office worked with IT to develop the ability to deploy a Records Management and Minute Module. Dog‐Licensing software will be deployed by the end of the year. The department worked with Finance on the new receipting system and cash management system. The conversion of the statewide data system also posed a significant challenge to the department. The Government Accountability Board mandated this change statewide and required the conversion of data, quality control checks and training on the new system. 38 THIS PAGE LEFT BLANK INTENTIONALLY City of Sun Prairie 2017 Approved Budget Administrative Services (Finance) City of Sun Prairie 2017 Annual Budget Director City Treasurer/Account Manager Accountant Budget Analyst (.60 FTE) Account Clerk Mission: To ensure the City’s long‐term fiscal sustainability by implementing sound budgetary accounting practices in accordance with Generally Accepted Accounting Standards. Promote financial stewardship and safekeeping of City assets and ensure a sound relationship with adjoining governmental agencies. Continuously provide excellent financial support and consultant services to City departments. Department 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, and annual budget and financial statement presentation. The City Treasurer/Account manager resides in the Finance Department and is an appointed position. 2017 Budget Highlights:  Includes the biannual cost of actuarial services for post‐employment healthcare costs.  Includes the second half of the installation of the Accounting Software upgrade.  Includes the update of the City’s financial management plan. 39 City of Sun Prairie 2017 Approved Budget Administrative Services (Finance) City of Sun Prairie 2017 Annual Budget Financial Summary: 2015 2016 2016 2017 2017 INCREASE ACTUAL PROJECTED BUDGET EXECUTIVE APPROVED (DECREASE) FINANCE DEPARTMENT (160‐00) Personnel Services 392,935$ 390,355 $ $ 371,722 $ 344,462 $ 344,462 $ (27,260) Materials & Supplies 65,113 88,501 88,289 95,082 95,101 $ 6,812 Contracted Services 70,065 84,550 91,274 64,300 64,300 $ (26,974) Professional Development 2,694 4,020 5,180 5,300 5,300 $ 120 Bad Debt 10,862 3,068 ‐ ‐ ‐ $ ‐ Contingency ‐ ‐ 14,699 160,000 160,000 145,301 Total 541,669$ 570,494 $ $ 571,164 $ 669,144 $ 669,163 $ 97,999 Note: The figures above reflect the amounts in the general fund. Staffing Analysis and Expenses: Pos ition Title Staffing Pers onnel Cos ts 2016 FTE 2017 FTE Change 2016 2017 Change Finance Director 1.00 1.00 ‐ 123,262 127,316 4,054 Treas urer/Accounting Management 1.00 1.00 ‐ 97,701 101,012 3,311 Accountant I 1.00 1.00 ‐ 63,106 75,681 12,575 Account Clerk 1.00 1.00 ‐ 74,658 75,910 1,252 Budget Analyst 0.60 0.60 ‐ 34,926 43,656 8,730 Overtime/Holiday/Seas onal ‐ ‐ ‐ ‐ 3,232 3,232 Vacancy/Turnover ‐ ‐ ‐ (34,407) (29,000) 5,407 Total 4.60 4.60 ‐ 394,172 397,807 3,635 Note: Finance Department positions are funded by General Fund, Stormwater, Wastewater, and Cable TV funds beginning in 2017. The staffing analysis reflects all fund sources. 40 City of Sun Prairie 2017 Approved Budget Administrative Services (Finance) City of Sun Prairie 2017 Annual Budget Performance Measures: Measurements: Item 2012 2013 2014 2015 2016 YTD Amount paid by EFT 0 0 0 $862,559 $4,737,165 Amount paid by Procurement Card $504,001 $715,029 $1,844,879 $3,190,276 $2,586,111 Item 2012 2013 2014 2015 2016 YTD Credit Card/e‐Check Cash Collected 0 0 $17,012 $184,956 $140,470 Taxes Paid by Credit Card/e‐ Check 0 0 $325,122 $636,247 $270,361 Item 2011 2012 2013 2014 2015 2016 City of Sun Prairie Unqualified Audit Opinion Yes Yes Yes Yes Yes n/a City of Sun Prairie GO Bond Rating N/A Aa2 Aa2 Aa2 Aa2 Aa2 2016 Achievements: The Finance Department has implemented several software enhance ments to the City’s general ledger/accounting system (Munis) as follows:  Upgrade of the Munis system. This allows for mobile app use for managers and employees who do significant work in the field.  Completion of the Munis analysis process. This process has reviewed the City’s use of Munis and identified efficiencies the City can achieve with respect to Munis. Several options have already been implemented.  Implementation of Tyler Cashiering to enhance the options for payment to the City and bring the City into compliance with Payment Card Industry standards.  The City has purchased Animal License and Munis Business License. Implementation of this software will occur in November and December respectively. Completion of a Financial Management plan. This plan has identified potential financial challenges the City faces in the next five years as well as options available to the City to mitigate the effect of these challenges. Reclassified a .5 FTE administrative assistant position to a .6 FTE budget analyst. 41 City of Sun Prairie 2017 Approved Budget Administrative Services (Risk) City of Sun Prairie 2017 Annual Budget Mission: Provide a comprehensive risk management program to minimize the City’s property and casualty liabilities and to ensure the health and safety of employees, residents and guests utilizing City services and facilities. Department Description The City uses a combination of insurance programs, including self‐insurance and commercial insurance, to minimize adverse effects from unplanned events. The Finance Dep artment leads the administration of the City’s general liability, auto liability, property insurance, and other miscellaneous insurance programs and investigates the appropriateness of claims against the City. The Department also manages the implementation, administration and continued enhancement of the Worker’s Compensation program. Financial Summary: 2015 ACTUAL 2016 PROJECTED 2016 BUDGET 2017 EXECUTIVE 2017 APPROVED INCREASE (DECREASE) Insurance Professional Development $ 364,036 ‐ 382,424$ ‐ 408,362$ 150 428,430$ 150 428,430 $ 150 20,068$ ‐ Total $ 364,036 382,424$ 408,512$ 428,580$ 428,580$ 20,068$ Measurements: Workers Compensation Losses by Year Year Claims Paid Reserve Recovery Incurred 2006 44 $105,875 $0 $0 $105,875 2007 48 $425,722 $0 $0 $425,722 2008 43 $33,776 $0 $1,097 $32,679 2009 33 $106,525 $0 $5,148 $101,377 2010 17 $78,061 $0 $550 $77,510 2011 30 $61,236 $0 $1,036 $60,200 2012 24 $149,924 $0 $942 $148,981 2013 25 $214,681 $114,387 $2,267 $326,802 2014 18 $69,192 $56,261 $0 $125,452 2015 8 $59,852 $112,026 $0 $171,878 2016 4 $8,717 $20,324 $0 $29,041 42 City of Sun Prairie 2017 Approved Budget Administrative Services (Risk) City of Sun Prairie 2017 Annual Budget Worker’s Compensation Experience Modification Factor 0 0.2 0.4 0.6 0.8 1 1.2 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 Sun Prairie CVMIC Auto‐Physical Damage Loss Report Year Total Claims Reserve Paid Collection Incurred 2007 10 $ ‐ $ 32,590.24 $ 3,375.00 $ 29,215.24 2008 10 $ ‐ $ 11,920.73 $ 5,067.69 $ 6,853.04 2009 16 $ ‐ $ 59,016.26 $ 12,769.44 $ 46,246.82 2010 3 $ ‐ $ 8,817.75 $ ‐ $ 8,817.75 2011 3 $ ‐ $ 19,434.10 $ 14, 211.45 $ 5,222.65 2012 5 $ ‐ $ 3,787.42 $ 3,499.43 $ 287.99 2013 4 $ ‐ $ 8,523.32 $ ‐ $ 8,523.32 2014 2 $ ‐ $ 4,579.24 $ 2,146.77 $ 2,432.47 2015 3 $ ‐ $ 8,317.99 $ ‐ $ 9,211.75 Total 56 $ ‐ $ 156,987.05 $ 41, 069.78 $ 107,599.28 43 City of Sun Prairie 2017 Approved Budget Administrative Services (Risk) City of Sun Prairie 2017 Annual Budget General Liability Loss Report Year Total Claims Reserve Paid Collection Incurred 2007 23 $ ‐ $ 21,025.52 $ ‐ $ 21,025.52 2008 30 $ ‐ $ 6,737.70 $ ‐ $ 6,737.70 2009 25 $ ‐ $ 13,157.24 $ ‐ $ 13,157.24 2010 17 $ ‐ $ 18,568.09 $ ‐ $ 18,568.09 2011 19 $ ‐ $ 7,735.53 $ ‐ $ 7,735.53 2012 11 $ 50,000.00 $ 1,469.42 $ ‐ $ 51,469.42 2013 18 $ 43,276.62 $ 359,468.53 $ ‐ $ 402,745.15 2014 14 $ 10,000.00 $ 4,389.11 $ ‐ $ 14,389.11 2015 4 $ ‐ $ 3,970.54 $ ‐ $ 3,970.54 161 $ 103,276.62 $ 436,521.68 $ ‐ $ 535,827.76 2016 Achievements: The City continues to provide strategies to manage risk (uncertainties with negative consequences) which typically includes transferring the risk to another party, avoiding the risk, reducing the negative effect or probability of the risk, or even accepting some or all of the potential or actual consequences of a particular risk. The City has implemented a standard RFP and Contract program to centralize contracts and provide guidance for indemnification and insurance requirements for companies that provide goods and/or services to the City. The City took advantage of the Cities and Villages Mutual Insurance Company’s (CVMIC) $7,000 matching grant to re‐engineer a significant confined space hazard at the pool and purchase safety items for multiple departments. 44 City of Sun Prairie 2017 Approved Budget Administrative Services (Assessing) City of Sun Prairie 2017 Annual Budget City Assessor Property Appraiser Residential (2.0) Property Appraiser Commercial/Residential (1.0) Administrative Assistant (0.75) Mission: To assess all taxable real and personal property fairly and accurately in accordance w ith Wisconsin State Statutes and the Wisconsin Property Assessment Manual. It is our responsibility to provide valuable, responsive, and cost‐effective services to the citizens of Sun Prairie. Department Description:  It is the assessor’s duty to discover, list and value all taxable real and personal property within the taxation district and annually report such information in an assessment roll for the city. The department is also charged with explaining and defending those assessments , reporting assessment results to the City and the State of Wisconsin Department of Revenue (DOR). This is accomplished following guidelines in the Wisconsin Property Assessment Manual and Wis. Stat. Ch. 70.  Discovery and Listing o Accomplished through reviewing permits, sales, and conducting interior and/or exterior inspections of properties to confirm or update property data.  Valuation o Statistical analysis of data on a mass appraisal basis after consideration of market conditions, neighborhood analysis, physical, economic, governmental and soc ial factors.  Explain and Defend o Open Book is conducted immediately following the publishing of the initial annual Assessment Roll. There is time dedicated to meeting with property owners to explain valuation methods and listening to their concerns regarding property valuation. The Board of Review completes official hearings where the assessor formally defends a property’s assessment.  Reporting o File all required reports to the City and the DOR in a timely manner. 45 City of Sun Prairie 2017 Approved Budget Administrative Services (Assessing) City of Sun Prairie 2017 Annual Budget 2017 Budget Highlights All city properties will be reassessed for 2017. Financial Summary: 2015 2016 2016 2017 2017 INCREASE ACTUAL PROJECTED BUDGET EXECUTIVE APPROVED (DECREASE) ASSESSING DEPARTMENT (170‐00) Personnel Services $ 275,808 $ 340,107 $ 367,433 344,435 $ 344,435 $ 4,328 $ Materials & Supplies 9,395 8,171 8,967 10,156 10,203 1,985 Contracted Services 51,792 13,500 12,300 15,250 15,250 1,750 Professional Development 2,836 6,775 10,400 9,001 9,001 2,226 Minor Capital ‐ ‐ ‐ ‐ ‐ ‐ Total $ 339,831 $ 368,553 $ 399,100 378,842$ 378,889$ 10,289$ Staffing Analysis and Expenses: 2016 FTE 2017 FTE Change 2016 2017 Change Position Title Staffing Personnel Costs City Assessor 1.00 1.00 ‐ 99,962 103,952 3 ,990 Property Appraiser 3.00 3.00 ‐ 137,239 211,695 74,456 Administrative Assistant 0.75 0.75 ‐ 44,727 46,290 1,563 Overtime/Misc ‐ ‐ ‐ 1,200 (17,502) (18,702) Total 4.75 4.75 ‐ 283,128 344,435 61,307 Performance Measures: Item 2012 Non‐Reval 2013 Reval 2014 Non‐Reval 2015 Reval 2016 Non‐Reval Level of Assessment 102.13% 100.08% 99.59% 99.23% 92.40%* Level of Assessment The Level of Assessment measures how close the total assessed value of the city is 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 the Level of Assessment. An acceptable Level of Assessment is 90% ‐ 110% for any given year. * Estimated 46 City of Sun Prairie 2017 Approved Budget Administrative Services (Assessing) City of Sun Prairie 2017 Annual Budget Parcel and PP Accounts Managed Item 2012 Non‐Reval 2013 Reval 2014 Non‐Reval 2015 Reval 2016 Non‐Reval Total Real Estate Parcels 11,383 11,387 11,335 11,422 11,471 Total Personal Property (PP) Accounts 1,181 1,184 1,183 1,201 1,194 Work Completed Interior Inspections 514 749 521 756 636 Other On‐site Visits 242 513 451 684 557 Drive‐by Reviews 102 129 196 1,148 162 Ag Reviews 487 555 395 477 533 Office Reviews 332 1,549 706 1,516 784 Real Estate Transfers Reviewed 817 1,131 1,460 1,199 1,156 Permits Reviewed 1,771 1,510 1,512 1,402 1,445 Open Book Adjustments Item 2012 ~ Non‐Reval 2013 Reval 2014 Non‐Reval 2015 Reval 2016 Non‐Reval Parcels or Personal Property Accounts Reviewed 560 81 96 81 22 Number of Adjustments N/A N/A 33 61 20 Net $ Adjustments (‐) N/A 9,173,000 2,918,100 3,184,300 $313,700 ~ Includes approximately 450 Veridian vacant land parcels 2016 Achievements:  There were no Excessive Assessment claims related to the 2015 assessments.  The number of Open Book meetings with property owners and Board of Review hearings remained low.  Integrated new commercial assessor into staff.  DOR’s review of our 2015 Annual Assessment Report (AAR) included the following note: ”Great notes overall one of the best AARs I have reviewed great analysis trends, etc…”  DOR asked permission to use our 2016 AAR for Board of Review class preparation. 47 THIS PAGE LEFT BLANK INTENTIONALLY City of Sun Prairie 2017 Approved Budget Administrative Services (Information Technology) City of Sun P rairie 2017 Annual Budget Director GIS Coordinator GIS Technician (LTE) Systems Administrator IT Support Technician (PT) Public Safety IT Support Specialist Database Administrator Mission: To provide secure, reliable, accessible, modern, and efficient systems and services enabling the success of all City departments and a digital avenue to citizen interaction wi th City services. Department Description: The Information Technology Department performs traditional responsibilities of enabling the storage, processing, and accessibility of City data. In addition, the department is responsible for providing secure and effective technology equipment and solutions to enable the success of City departments and enable efficient City operations. The GIS team provides spatial and geographical data analysis and visualization services to City departments. The Information Technology Department is actively working to modernize the City technology landscape and provide increased opportunities for transparency and citizen self‐service. 2017 Budget Highlights The 2017 budget includes normally scheduled replacement of equipment based on the City’s predetermined lifecycle as well as the following initiatives:  Cybersecurity – One‐time and recurring funding to increase ITs ability to mitigate existing vulnerabilities and proactively stop potential future vulnerabilities.  IT Strategic Plan – Funds from the IT fund balance will be used to develop a long‐term strategic plan to guide technology decisions and initiatives in the City.  Technology Update for the Council Chambers – funds will be used to update the projector, screen, cameras and broadcasting technology to provide a better viewable experience for both television audience and the live audience. 48 City of Sun Prairie 2017 Approved Budget Administrative Services (Information Technology) City of Sun Prairie 2017 Annual Budget Financial Summary: 2015 ACTUAL 2016 PROJECTED 2016 BUDGET 2017 EXECUTIVE 2017 APPROVED INCREASE (DECREASE) INFORMATION TECHNOLOGY (180‐00) Personnel Services 358,732 $ 490,097$ $ 492,192 $ 471,797 $ 471,797 $ (20,395) Materials & Supplies 105,403 189,438 188,860 189,106 189,117 $ 257 Contracted Services 92,310 106,494 108,414 98,104 98,104 $ (10,310) Professional Development 3,582 13,100 21,215 12,710 12,710 (8,505) Capital Items 193,893 336,750 338,029 296,000 296,000 (42,029) Total 753,920 $ 1,135,879 $ $ 1,148,710 $ 1,067,717 $ 1,067,728 $ (80,982) Note: The figures above reflect the amounts in the general fund. Staffing Analysis and Expenses: Position Title Staffing Personnel Costs 2016 FTE 2017 FTE Change 2016 2017 Change Information Tech Director 1.00 1.00 ‐ 124,385 123,758 (627) Database Administrator 1.00 1.00 ‐ 91,792 92,625 833 IT Systems Administrator 1.00 1.00 ‐ 77,785 81,320 3,535 Computer Technician 0.63 0.63 ‐ 31,761 28,882 (2,879) GIS Coordinator 1.00 1.00 ‐ 70,778 76,323 5,545 Public Safety Support Specialist 1.00 1.00 ‐ 74,656 78,892 4,236 GIS Intern 0.50 0.50 ‐ 13,435 14,554 1,119 Overtime/Holiday/Seasonal ‐ ‐ ‐ 2 1 , 0 3 5 1 1 , 0 0 2 ( 1 0 , 0 3 3 ) Total 6.13 6.13 ‐ 505,627 507,356 1,729 Note: The General Fund, Stormwater, Wastewater, and Cable TV fund IT Department positions beginning in 2017. The staffing analysis reflects all fund sources. 2016 Achievements:  Cybersecurity Risk Assessment Complete  Transition of City cell provider to Verizon  Introduction of iPhones and iPads into the City’s technology environment  Replacement of server infrastructure  Upgrade of Munis to version 11  Introduction of OnBase Agenda Manager  Upgrade of Police MDC’s  Implementation of new IT ticketing system and knowledge base 49 City of Sun Prairie 2017 Approved Budget Police City of Sun Prairie 2017 Annual Budget Assistant Chief Chief Patrol Lieutenant Shift Sergeants (7) Patrol Officers (30) District Liaison Officers (4) Community Service Officer Support Lieutenant Detective Sergeant Detectives (4) Officer (1) School Officers (2) Propery Officer Records Supervisor Municipal Court Clerk Administrative Assistants (5) full (1) part Court Officer Dispatch Supervisor Dispatchers (8) Executive Assistant Mission: A Sun Prairie where all can live safely and are empowered to share responsibility for public safety solutions, protected by a police department that is trustworthy and offers hope. We will build relationships and solve problems.  Exceptional Service and Problem Solving (Competence)  Professionalism (Character)  Employee Fulfillment (Leadership) Create a safe community Build community trust Care for our members Drivers Goals Core Values Mission Vision 50 City of Sun Prairie 2017 Approved Budget Police City of Sun Prairie 2017 Annual Budget Department Description: 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 a community service officer. 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 One officer assigned to the high school / alternative school and one to the upper middle school / lower middle school. 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. The work unit is led by a dispatch supervisor. 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 are used to support the Citizen Academy, National Night Out, and other outreach activities. A 2017 budget initiative will provide further support for the chaplaincy program. Crossing Guards The city contracts with All City Management Services for 13 crossing guards stationed throughout the community to ensure student safety. 2017 Budget Highlights: Purchase a dispatch logging recorder to capture recordings of all radio traffic and telephone activity. This will ensure that records are available for public records, as an investigatory resource, and evidentiary recordings. Lease a vehicle for use by the county court officer. Hire a second shift community support officer. Provide funding for police chaplains’ membership in the International Association of Police Chaplains and attend the Basic Police Chaplain training conference. Purchase an additional squad car. 51 City of Sun Prairie 2017 Approved Budget Police City of Sun Prairie 2017 Annual Budget Financial Summary: 2015 2016 2016 2017 2017 INCREASE ACTUAL PROJECTED BUDGET EXECUTIVE APPROVED (DECREASE) POLICE ADMINISTRATION (210‐21) Personnel Services $ 580,554 $ 596,113 $ 593,717 $ 612,283 $ 612,283 $ 18,566 Materials & Supplies 30,332 35,029 34,658 35,029 35,029 371 Contracted Services 183,374 193,113 267,313 201,835 201,835 (65,478) Professional Development 9,105 8,397 8,245 9,135 9,135 890 Capital Items ‐ ‐ ‐ ‐ ‐ ‐ TOTAL $ 803,365 $ 832,652 $ 903,933 $ 858,282 $ 858,282 $ (45,651) POLICE PATROL (210‐22) Personnel Services $ 3,494,450 $ 3,753,359 $ 3,744,428 $ 3,663,069 $ 3,663,069 $ (81,359) Materials & Supplies 71,509 65,200 63,050 57,100 57,100 (5,950) Contracted Services 28,735 30,000 21,860 29,045 29,045 7,185 Professional Development 40,716 48,720 46,530 49,693 49,693 3,163 Capital Items 39,970 29,000 29,630 31,073 31,073 1,443 TOTAL $ 3,675,380 $ 3,926,279 $ 3,905,498 $ 3,829,980 $ 3,829,980 $ (75,518) POLICE INVESTIGATION (210‐23) Personnel Services $ 534,928 $ 600,074 $ 551,419 $ 679,561 $ 679,561 $ 128,142 Materials & Supplies 12,597 15,450 14,600 20,450 20,450 5,850 Contracted Services 3,359 4,536 3,550 4,465 4,465 915 Professional Development 2,444 4,787 4,250 4,745 4,745 495 TOTAL $ 553,328 $ 624,847 $ 573,819 $ 709,221 $ 709,221 $ 135,402 POLICE COMMUNICATIONS (210‐24) Personnel Services $ 605,220 $ 618,060 $ 655,057 $ 645,393 $ 645,393 $ (9,664) Materials & Supplies 4,494 2,250 1,500 1,750 1,750 250 Contracted Services 101,990 121,043 118,240 121,043 121,043 2,803 Professional Development 1,021 2,749 2,518 2,749 2,749 231 Capital Items ‐ 29,990 30,000 18,240 18,240 (11,760) TOTAL $ 712,725 $ 774,092 $ 807,315 $ 789,175 $ 789,175 $ (18,140) POLICE RECORDS (210‐25) Personnel Services $ 422,154 $ 439,273 $ 443,021 $ 462,649 $ 462,649 $ 19,628 Materials & Supplies 856 1,000 1,000 1,000 1,000 ‐ Contracted Services ‐ ‐ ‐ ‐ ‐ ‐ Professional Development 1,061 1,650 1,500 1,650 1,650 150 TOTAL $ 424,071 $ 441,923 $ 445,521 $ 465,299 $ 465,299 $ 19,778 DISTRICT LIAISON OFFICERS (210‐26) Personnel Services $ 422,882 $ 442,190 $ 445,197 $ 463,125 $ 463,125 $ 17,928 Materials & Supplies 3,004 4,450 4,150 3,800 3,800 (350) Contracted Services 1,564 2,500 2,500 2,500 2,500 ‐ Professional Development 3,236 3,800 3,650 4,016 4,016 366 TOTAL $ 430,686 $ 452,940 $ 455,497 $ 473,441 $ 473,441 $ 17,944 POLICE VEHICLES (210‐27) Materials & Supplies $ 380,182 $ 284,197 $ 315,779 $ 502,601 $ 484,972 $ 169,193 TOTAL $ 380,182 $ 284,197 $ 315,779 $ 502,601 $ 484,972 $ 169,193 COMMUNITY POLICING (210‐28) Materials & Supplies $ 6,182 $ 6,700 $ 6,200 $ 6,700 $ 6,700 $ 500 Contracted Services ‐ ‐ 600 600 600 ‐ Professional Development ‐ 225 ‐ ‐ ‐ ‐ TOTAL $ 6,182 $ 6,925 $ 6,800 $ 7,300 $ 7,300 $ 500 52 City of Sun Prairie 2017 Approved Budget Police City of Sun Prairie 2017 Annual Budget CROSSING GUARDS (210‐29) Contracted Services SCHOOL LIAISON OFFICERS (210‐30) Personnel Services Materials & Supplies Contracted Services Professional Development TOTAL POLICE DEPARTMENT 2015 2016 2016 2017 2017 INCREASE ACTUAL PROJECTED BUDGET EXECUTIVE APPROVED (DECREASE) 88,712 $ 101,500 $ 101,554 $ 101,553$ 101,553 $ ( 1) $ TOTAL 88,712$ 101,500 $ 101,554 $ 101,553 $ 101,553 $ (1) $ ‐ $ ‐ $ ‐$ 205,410$ 205,410 $ 205,410$ ‐ ‐ ‐ 1,400 1,400 1,400 ‐ ‐ ‐ 1,000 1,000 1,000 ‐ ‐ ‐ 1,650 1,650 1,650 TOTAL ‐$ ‐ $ ‐$ 209,460 $ 209,460 $ 209,460 $ 7,074,631 $ 7,445,355 $ 7,515,716 $ 7,946,312 $ 7,946,312$ 430,596 $ Staffing Analysis: 2016 FTE 2017 FTE Change 2016 2017 Change Police Chief 1.00 1.00 ‐ 133,451 137,330 3,879 Assistant Police Chief 1.00 1.00 ‐ 132,010 134,313 2,303 Lieutenant 2.00 2.00 ‐ 244,706 251,772 7,066 Sergeant 8.00 8.00 ‐ 882,088 924,233 42,145 Detective 4.00 4.00 ‐ 403,140 409,294 6,154 Evidence Officer 1.00 1.00 ‐ 60,852 63,357 2,505 Police Officer 37.00 37.00 ‐ 3,102,077 3,262,776 160,699 Records Supervis or 1.00 1.00 ‐ 87,035 90,230 3,195 Dis patch Supervisor 1.00 1.00 ‐ 82,250 84,951 2,701 Dis patcher 8.00 8.00 ‐ 520,870 493,599 (27,271) Community Service Officer 1.00 1.00 ‐ 69,442 71,934 2,492 Court Officer 1.00 1.00 ‐ 63,539 67,382 3,843 Adm inistrative Assistant 1.00 1.00 ‐ 83,650 86,127 2,477 Records Secretary 6.40 6.40 ‐ 289,347 301,266 11,919 Holiday/Misc/Prem Pay ‐ ‐ ‐ 104,528 119,812 15,284 Overtime ‐ ‐ ‐ 236,292 217,827 (18,465) Seas onal(Dispatch) ‐ ‐ ‐ 13,995 13,995 ‐ Boards & Commis s ions ‐ ‐ ‐ 1 , 2 9 2 1 , 2 9 2 ‐ Position Title Staffing Pers onnel Cos ts Total 73.40 73.40 ‐ 6,510,564 6,731,490 220,926 53 City of Sun Prairie 2017 Approved Budget Police City of Sun Prairie 2017 Annual Budget Performance Measures: Crime and accident rates Problem solving results Community’s sense of safety Community’s level of trust and engagement Department members’ motivation, satisfaction, and performance. 2015 Outputs: POLICE SCHOOL LIAISON OFFICER PROGRAM PRO‐ACTIVE CONTACT TYPES S.P.H.S. P.P.A. C.H.U.M.S. P.M.M.S. P.V.M.S. OTHER Classroom Presentations 9 4 24 7 5 10 Staff / Parent Presentations 3 0 5 2 0 12 Home Visits 9 11 1 3 3 1 Parent Behavioral Contacts 70 20 46 19 9 9 Parent Victimization Contacts 35 8 15 0 3 0 Parent Positive Contacts 97 36 32 18 6 7 Behavioral Interventions 120 93 119 50 25 14 Student Problem Solving 95 78 147 57 32 11 Positive Student Contacts 303 206 356 206 220 145 Follow‐Up / Relationship Contacts 100 69 240 146 108 27 TOTALS 841 525 985 508 411 236 DETECTIVE BUREAU Homicide 1 Death Investigation 5 Child Abuse 6 Sexual Assault 28 Robbery 6 Battery 1 Burglary 5 Fraud 8 TASK FORCE Presentations 4 Search Warrants 1 Abatement Letters 2 Security Surveys 8 Sex Offender Home Visits 36 54 City of Sun Prairie 2017 Approved Budget Police City of Sun Prairie 2017 Annual Budget COMMUNICATIONS CENTER Non‐Emergency Calls 32,127 Emergency 911 Calls 2,997 Incoming Internal Calls (within city) 8,465 Outgoing Calls 7,568 Calls for Service Created 30,029 COMMUNITY OUTREACH Tours and Presentations 42 Ride‐Alongs 41 MENTAL HEALTH RESPONSE TEAM Total Consumers Since Inception 110 Active Consumers 81 MHRT Members 12 MED DROP Pounds Disposed 1,968 EVIDENCE AND PROPERTY SERVICES Pieces of Property Taken In 1,842 Number of Items Disposed 1,490 Pounds of Drugs Destroyed 84 Bicycles Donated to St. Vincent de Paul 35 Bicycles Donated to Sun Prairie Elementary Schools 130 Adult D.A. Intakes 559 Juvenile D.A. Intakes 66 SOCIAL MEDIA Facebook Posts 221 Nixle Communications 29 Media Releases 23 55 – City of Sun Prairie 2017 Approved Budget Police City of Sun Prairie 2017 Annual Budget OUTPUTS CALLS FOR SERVICE 2015 2014 % CHANGE 2013 Officer Initiated 5,860 6,850 -14.5% 6,276 Public Initiated 13,167 13,032 1.0% 13,279 Total Incidents 19,027 19,882 -4.3% 19,555 TOP 15 CALLS FOR SERVICE TYPES (NON-TRAFFIC) 2015 2014 % CHANGE 2013 Motorist / Citizen Assist 1,526 1,668 -8.5% 1,571 911 Disconnect 1,695 1,470 15.3% 1,429 Disturbance 1,628 1,595 2.1% 1,708 Suspicious Activity 763 809 -5.7% 798 Welfare Check 746 626 19.2% 604 EMS Assist 705 629 12.1 569 Alarm 383 338 13.3% 294 Animal Complaint 472 533 -11.4% 484 Theft 263 253 4.0% 292 Retail Theft 272 326 -16.6% 240 Found Property 309 270 14.4% 301 Assist Other Department 300 298 .07% 337 Uniform Controlled Substance 177 173 2.3% 211 Fraud 159 136 16.9% 144 Damage to Property 218 179 21.8% 230 TRAFFIC SAFETY 2015 2014 % CHANGE 2013 Parking Enforcement / Complaint 1,920 1,725 11.3% 2,106 Traffic Stop 2,212 2,868 -22.9% 2,946 Traffic Complaint 1,103 1,282 -14.0% 952 Crash 875 722 21.2% 710 TOP FOUR CRASH LOCATIONS (OCTOBER 1, 2015 DECEMBER 31, 2015) Crash totals only for accidents resulting in injury, death or at least $1,000 of damage to a vehicle or $200 in damage to government property 2015 2014 % CHANGE 2013 W. Main St. at N. Thompson Dr. 11 6 83% 14 N. Bird St. at Windsor St. 10 3 233% 7 N. Grand Ave. at Windsor St. 7 6 17% 6 S. Grand Ave. at Prairie Lakes Dr. 13 5 160% 4 ENFORCEMENT ACTION 2015 2014 % CHANGE 2013 Criminal Traffic Citation 215 186 15.6% 177 Municipal Ordinance Citation 886 926 -4.3% 1,063 Municipal Traffic Citation 1,499 1,533 -2.2% 1,576 Parking Citation 1,165 860 35.5% 1,317 Warning 2,864 3,594 -20.3% 3,458 OWI Arrest 164 146 12.3% 144 Criminal Arrest 501 692 -27.6% 692 MISSION DRIVEN STRATEGIES 2015 2014 % CHANGE 2013 Neighborhood Improvement Landlord Contacts 431 420 3.0% 482 Community Relations Community Connections 471 526 -10.5% 459 Community Relations 116 211 -45.0% 176 Fingerprinting 161 115 40.0% 76 Open Record Requests 2,034 1,114 83.0% N/A Crime Prevention Permit Reviews 18 N/A 0.0% N/A Background Reviews 152 N/A 0.0% N/A License Reviews 176 N/A 0.0% N/A Alcohol Compliance Checks 267 227 17.6% 162 56 City of Sun Prairie 2017 Approved Budget Police City of Sun Prairie 2017 Annual Budget 2015 Outcomes: OUTCOMES UNIFORM CRIME REPORTS (UCR) INCIDENTS 2015 2014 % CHANGE 2013 Murder 1 0 100% 2 Rape 11 3 267% 4 Robbery 10 5 100% 6 Aggravated Assault 15 21 -29% 15 Simple Assault 65 86 -24% 69 Assault 80 107 -25% 84 Burglary 44 58 -24% 92 Retail Theft 231 256 -10% 146 Theft from Auto 54 63 -14% 133 Theft 561 670 -16% 688 Auto Theft 15 8 88% 14 Arson 0 1 -100% 3 TOTAL INCIDENTS 724 855 -15.3% 895 PROBLEM SOLVING DATABASE ENTERED CONCERNS CLEARED CONCERNS ACTIVE CONCERNS Abatement 2 1 1 Directed Patrol 110 105 5 Drug Enforcement 40 28 12 Frequent Address 11 9 2 Frequent Contact 8 5 3 Reactive – Long Term 8 7 1 Traffic Safety 34 34 0 Warrant 82 71 11 TOTALS 295 260 (88%) 35 (12%) 57 Total Property Crime per 1,000 Residents City of Sun Prairie 2017 Approved Budget Police City of Sun Prairie 2017 Annual Budget Total Violent Crime per 1,000 Residents 5.00 4.50 4.00 3.50 3.00 2.50 2.00 1.50 1.00 0.50 0.00 2011 2012 2013 2014 2015 4.35 3.75 3.78 3.19 3.21 Uniform Crime Reporting Part I Offenses – Violent: Murder, Rape, Robbery, Aggravated Assault, Simple Assault Total Property Crime per 1,000 Residents 30.00 25.00 20.00 15.00 10.00 5.00 0.00 23.65 24.97 25.96 23.55 19.62 2011 2012 2013 2014 2015 Uniform Crime Reporting Part II Offenses – Property: Burglary, Theft, Motor Vehicle Theft, Arson 58               City of Sun Prairie 2017 Approved Budget Police City of Sun Prairie 2017 Annual Budget 2016 Achievements: PERTINENT GOAL(S) ACHIEVEMENT CREATE A SAFE COMMUNITY BUILD COMMUNITY TRUST CARE FOR OUR MEMBERS Active Threat Integrated Response Training (Police, Fire, EMS)    Active Threat Community Education   Property Room Expansion and Upgrade   K‐9 Deployment   Click It or Ticket Safety Initiative   Restorative Justice Program   Project REACH Internship  College Internship  Diversity Committee   Community Survey Instrument   Publish Trust‐Based Initiatives  Amigos en Azul (Friends in Blue) Program   “Safety Ticket” Initiative   “Friday Nights at the Y” Program   Wellness Education    Personal Leadership & Best Backup Training    Physical Fitness Incentive Program    Wills for Heroes Program  Chaplaincy Program   59 City of Sun Prairie 2017 Approved Budget Emergency Management City of Sun Prairie 2017 Annual Budget EMERGENCY MANAGEMENT DIRECTOR POLICE CHIEF EMERGENCY MANAGEMENT COORDINATOR FIRE CHIEF EMERGENCY MANAGEMENT COORDINATOR EMS DIRECTOR EMERGENCY MANAGEMENT COORDINATOR ASSISTANT POLICE CHIEF Mission: The Sun Prairie Emergency Management Team pledges to plan, prepare, and respond to disasters so that our community can most effectively protect lives and property. Department Description: 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. 2017 Budget Highlights: Funding for staff training. Operating monies will fund minor upgrades and equipment, especi ally related to the EOC. Financial Summary: 2015 2016 2016 2017 2017 INCREASE ACTUAL PROJECTED BUDGET EXECUTIVE APPROVED (DECREASE) EMERGENCY MANAGEMENT (250‐00) Materials & Supplies 1,261 $ $ 4,100 $ 5,000 $ 5,000 $ 5,000 $ ‐ Professional Development 233 2,000 2,000 2,500 2,500 500 Capital Items 6,356 ‐ ‐ ‐ ‐ ‐ TOTAL 7,850$ $ 6,100 $ 7,000 $ 7,500 $ 7,500 $ 500 60 City of Sun Prairie 2017 Approved Budget Emergency Management City of Sun Prairie 2017 Annual Budget 2016 Achievements:  The EOC opened in July 2016; it gives decision makers, including the fire chief, police chief and emergency medical services director, a location to jointly command the city’s response to a bomb threat.  The EMT group completed a hazard mitigation plan as a part of an overall countywide effort. The plan addresses steps the City can take to help limit damage from natural disasters. Dane County Emergency Management will incorporate the hazard mitigation plan into a countywide plan. 61 City of Sun Prairie 2017 Approved Budget Fire Department City of Sun Prairie 2017 Annual Budget 47 9 4 2 0 5 10 15 20 25 30 35 40 45 50 SPFD Staffing Mission: Deliver the highest professional service to our community by protecting life, property, and the environment. 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 , strive for excellence through prevention and education. Department Description: The Sun Prairie Fire Department is contracted by the City of Sun Prairie to deliver round-the-clock fire service in the community. Services include emergency response, fire prevention, fire education, and assistance to the Sun Prairie Emergency Medical Services Department (SP EMS) and the Sun Prairie Po lice Department (SPPD) . The SPFD district covers the City of Sun Prairie, and Townships of Burke, Bristol, and Sun Prairie. With an annual call volume of over 1,000 calls, a service distric t of approximately 96 square miles an d over 42,000 residents, the SPFD operates out of two stations located within the City. The SPFD consistently staffs Station 1 with a minimum of four firefighters , with a combination of career and volunteer 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. The SPFD continues to implement the recommendations for future fire protection from McGrath Consulting’s 2014 Fire Department Review & Assessmen t. The 2014 , Implementation and continuance of high -priority recommendations occur in this 2017 budget. 62 City of Sun Prairie 2017 Approved Budget Fire Department City of Sun Prairie 2017 Annual Budget 2017 Budget Highlights:  Personnel will continue to be trained at both the EMR and EMT level to enhance service to the communities.  Four new FTE Firefighter positions to staff Station 2 (days) starting mid-year 2017.  Reinstatement of an Administrative position to assist the Chief with daily duties, beginning July 1.  The Department will apply for the 2016 Assistance to Firefighters Grant to replace all self-contained breathing apparatus (SCBA) at one time. If the Department does not receive the grant, the City & Towns have three choices: 1. Meet the match of the grant award, if awarded. ~$32,000 2. Replace 3 expiring cylinders. ~$2,850 3. Replace ½ of the SCBA in 2017, and the remainder in 2018. ~$168,238 each year.  Office chairs will be replaced at Station 1.  POP staff to work on weekends, to hire an additional LTE/add LTE hour s, and to purchase computers, phones, tablets, and software for the new staff . The new tablets and software will support additional crew fire inspection completion.  The SPVFD applied for the Fall 2016 Firehouse Subs Public Safety Foundation gran t for $14,500 to purchase these bags, which is part of the EMR initiative. Financial Summary: 2015 2016 2016 2017 2017 INCREASE ACTUAL PROJECTED BUDGET EXECUTIVE APPROVED (DECREASE) Materials & Supplies 5,409 $ 48,353 $ 41,391 $ 10,000$ 10,000 $ (31,391) $ Contracted Services 791,956 987,412 897,460 997,750 1,053,570 156,110 Capital Items 9,641 13,310 13,310 55,200 54,276 40,966 Total 807,006 $ 1,049,075 $ 952,161 $ 1,062,950$ 1,117,846 $ 165,685 $ 63 City of Sun Prairie 2017 Approved Budget Fire Department City of Sun Prairie 2017 Annual Budget Performance Measures: Measurements: Annual Call Volume 635 809 815 1003 1020 527 3 8 , 7 2 1 3 8 , 7 2 1 3 9 , 2 8 2 4 0 , 2 7 4 4 1 , 5 4 6 2011 2012 2013 2014 2015 2016 Historical Calls for Service 8 37 28 80 105 178 338 725 1020 0 500 1000 1500 Historical Calls for Service 1940 1950 1960 1970 1980 1990 2000 10 15 64 City of Sun Prairie 2017 Approved Budget Fire Department City of Sun Prairie 2017 Annual Budget Call Volume by District Serviced City of Sun Prairie Town of Burke Town of Bristol Town of Sun Prairie Mutual Aid/Out of District 2016 Achievements:  Renewed Public Safety relationships in the City of Sun Prairie.  Increased Public Education programming to include delivery of meals on wheels incorporating a home safety inspection, a Citizen’s Fire !cademy, and Friday Nights at the Y.  Implementation of numerous priority 1 and 2 recommendations of the McGrath study.  Wages for existing staff were increased to bring their salary to a competitive range. 65 City of Sun Prairie 2017 Approved Budget Emergency Medical Services City of Sun Prairie 2017 Annual Budget EMS Director Full‐Time Paramedics (12) Part‐Time Paramedics (7) Mission: Provide prompt, compassionate, clinically excellent care to all residents and visitors to the City of Sun Prairie. Department Description: As the mobile arm of emergency health service, our main role is to respond to emergency 911 calls and get medical help to patients who have serious or life‐threatening injuries and/or illnesses quickly. With primary responsibility of emergency 911 response, many subsequent responsibilities ensue. These include mutual aid agreements to ensure adequate response regardless of Sun Prairie Emergency Medical Services (SPEMS) availability, emergency preparedness and training, prov iding a presence for specific events such as charity runs or athletics, and community education. 2017 Budget Highlights Station Furniture Improvements $1,400: New office chairs for all workstations at both stations. Most of the current offi ce chairs the paramedic staff are using are worn beyond repair and have been in service since 2002. $4,000: Replacement of mattresses in station bedrooms. Most of the mattresses, which are used nightly, have been in the stations since 2004 and are well beyond their useful life. This has been a primary complaint by department staff. 66 City of Sun Prairie 2017 Approved Budget Emergency Medical Services City of Sun Prairie 2017 Annual Budget Airway Mannequin Replacement $5,000: Replacement of airway training mannequin. This is a critical training tool as the skillsets of airway management techniques and procedures are the cornerstone of paramedic care. The current training mannequins are either broken beyond repair or worn beyond usefulness. Ballistic/Rescue Helmets $3,200: Ballistic vests were procured in 2015. To complete the initiatives of outfitting paramedics with comprehensive gear for response to, and training for, active‐shooter type incidents, head protection is imperative. Additionally, these helmets also serve to replace the current fire helmets that paramedics use for situations such as auto extrications. Computer Driver’s License Scanners $900: This is a piece of technology that attaches to the current patient care computers the paramedics use on all calls. It allows for the scanning of drivers licenses to import key pieces of information such as name and date of birth. The return on investment for these devices is immediate with reduction in spelling errors or incorrect patient identification, which aids in accurate and timely billing for service. Financial Summary: 2015 2016 2016 2017 2017 INCREASE ACTUAL PROJECTED BUDGET EXECUTIVE APPROVED (DECREASE) EMS (230‐00) Pers onnel Services $ 1,244,832 $ 1,277,783 $ 1,318,490 $ 1,343,441 $ 1,343,441 $ 24,951 Materials & Supplies 205,060 183,686 183,743 210,036 212,746 29,003 Contracted Services 102,002 96,300 101,979 85,580 85,580 (16,399) Profess ional Development 2,899 5,395 5,895 10,650 10,650 4,755 Capital Items ‐ ‐ ‐ 14,500 1 4,500 1 4,500 Total $ 1,554,793 $ 1,563,164 $ 1,610,107 $ 1,664,207 $ 1,666,917 $ 56,810 67 City of Sun Prairie 2017 Approved Budget Emergency Medical Services City of Sun Prairie 2017 Annual Budget Staffing Analysis and Expenses: 2016 FTE 2017 FTE Change 2016 2017 Change EMS Director 1.00 1.00 ‐ 110,776 114,671 3,895 Paramedics 12.00 12.00 ‐ 784,319 816,454 32,135 LTE Paramedics 7.00 6.00 (1.00) 59,493 58,765 (728) Holiday/Training/Pager Pay ‐ ‐ ‐ 29,463 31,828 2,365 Overtime / Temporary ‐ ‐ ‐ 334,439 321,723 (12,716) Unemployment Compensation ‐ ‐ ‐ ‐ ‐ ‐ Total 20.00 19.00 ‐ 1,318,490 1,343,441 24,951 Position Title Staffing Personnel Costs Performance Measures: 1724 1860 2042 2117 2157 2009 1998 2070 2096 2205 2391 2400 Proj. 0 500 1000 1500 2000 2500 3000 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 Total Annual SPEMS Call Volume 68 City of Sun Prairie 2017 Approved Budget Emergency Medical Services City of Sun Prairie 2017 Annual Budget 2.21 4.32 18.15 1.35 4.35 21.09 1.25 4.41 21.36 1.22 4.2 23.57 0 5 10 15 20 25 En Route To Scene To Hospital SPEMS Average Run Times 2012 2013 2014 2015 152 665 282 0 307 36 9 203 655 302 0 265 36 12 259 494 385 0 327 40 9 338 485 364 134 322 38 7 0 100 200 300 400 500 600 700 St. Mary's Sun Prairie EC UW UW TAC Meriter VA Columbus Destination Hospital 2012 2013 2014 2015 69 City of Sun Prairie 2017 Approved Budget Emergency Medical Services City of Sun Prairie 2017 Annual Budget 2016 Achievements: A new labor agreement was negotiated with Local IAFF 311 and the City. This agreement is in effect until December 2018. The EMS Department was able to integrate multiple new pieces of equipment into the ambulance to help reduce the amount and volume of physical lifting. This includes power cots that work in concert with a load system that eliminates any lifting during the loading and unloading of patients. With the introduction of the Sun Prairie Fire Department full‐time fire chief, the City’s Public Safety Departments (Police, Fire, and EMS) have made incredible strides in public safety, improving the services and capabilities for the visitors and citizens of Sun Prairie. The EMS Department is proud to be a part of this evolving and positive environment through continued training and service collaboration. Ballistic vests able to accommodate most body sizes were placed on each ambulance. A total of two vests are on each ambulance, effectively allowing any duty paramedic to don the vest if necessary for any type of call involving a high index of risk/suspicion for bodily harm. Additionally, EMS is actively working with the Sun Prairie Police Department to implement a standard approach of response and rapid patient extrication from an active shooter incident; commonly referred to as warm zone operations. It is well documented that these new approaches to warm zone operations save lives. The EMS Department has successfully completed an entire revision of our EMS Protocols. This document defines all aspects of patient care in regards to medications, procedures, and care decisions. Dr. Ben Hecht from the Madison Emergency Physician Group started as the Department’s EMS Medical Director in January 2016. The Director has been integral to quality improvement initiatives. 70 THIS PAGE LEFT BLANK INTENTIONALLY City of Sun Prairie 2017 Approved Budget Public Works (Administration) City of Sun Prairie 2017 Annual Budget Director PW/SWU Supervisor Parks & Forestry Supervisor Public Works Project Assistant Fleet & Contract Supervisor PW Maintenance (7) LTE (1) Seasonal (1) SW Maintenance (4) Seasonals (2) Crewleader Parks Maintenance (5) LTE (3) Seasonals (5) Streetscapes PT (1) Crewleader Fleet Fleet Technicians (2) Traffic Control Technician Seasonal (1) Mission: To provide a clean and safe environment for Sun Prairie residen ts by providing refuse and recycling solutions, street maintenance, snow and ice removal, traffic control, storm water facility maintenance, affording safe and reliable maintenance of City fleet and equipment, and ensuring residents receive accurate and timely service information. Financial Summary: The Public Works Administration summary is included in the financial summary for all of Public Works that follows the budget narratives. 2016 Achievements: Public Works restructured the department over the last two years. The department returned to a Parks and Forestry Supervisor and a Streets and Storm Water Supervisor. Public Works also eliminated the Streets and Storm Water Crew leader position, allowing an additional person to complete daily job tasks. This transition has gone well and staff morale is improving. 71 City of Sun Prairie 2017 Approved Budget Public Works (Administration) City of Sun Prairie 2017 Annual Budget The department worked through the multiple changes in the Ash Tree removal and treatment plan, addressing resident concerns with understanding and compassion. The department adjusted and hired multiple new employees in 2015 and 2016 and has been working to train them on department processes and to build cohesiveness among all staff. 72 City of Sun Prairie 2017 Approved Budget Public Works (Operations) City of Sun Prairie 2017 Annual Budget Mission: T o p r o v i d e a c l e a n a n d s a f e e n v i r o n m e n t f o r r e s i d e n t s b y p r o v i ding refuse and recycling solutions, street maintenance, snow and ice removal for City streets, traffic control, storm water facility maintenance, affording safe and reliable maintenance of the City fleet and equipment, and ensuring residents receive accurate and timely information about services. Department Description: Staff work in functional division areas of snow and ice, traffi c control, street maintenance, refuse and recycling and are paid from labor pool wages. Equipment includes patrol trucks, front‐end loaders, chippers, pick‐up trucks and skid loaders. Equipment enables staff to complete service functions. 2017 Budget Highlights The 2017 budget allocates staff time between multiple funds to reflect work effort. Financial Summary: The Public Works Operations summary is included in the financial summary for all of public works that follows the Public Works budget narratives. Performance Measures: Item 2012 2013 2014 2015 2016 Lane Miles of Streets 335 340 350 2016 Achievements: As the City continues to grow, the number of street miles increase and the existing infrastructure continues to age, increasing the maintenance needs. Public Works continues to look for new technology and better equipment to maintain more, while not increasing the number of staff. Public Works changed the type of work staff completes versus contracting to private vendors. Instead of City employees completing small amounts of cutouts and repaving, which is very labor intensive and inefficient, public Works entered a contract for that service. This allowed Public Works staff to increase focus on crack filling and spray patching, resulting in the completion of about 25% more work per year for about the same cost. 73 City of Sun Prairie 2017 Approved Budget Public Works (Snow & Ice) City of Sun Prairie 2017 Annual Budget Mission: Provide snow and ice control for safe vehicle and pedestrian winter travel. Department Description:  Perform anti-icing in advance of storms.  Plow streets, bike paths and sidewalks during and after storm events  Deicing, sidewalk clearing, parking lot snow removal and cleaning of streets following street clearing operations.  Provide storage for additional accumulation.  Maintain traffic movement on all snow route streets during storms.  Plow streets within 12 hours of snow storm ending.  Maintain bare pavement on snow route streets.  Use combination of City and contracted services as necessary to maintain service levels.  Use anti and de icing products to maximize effectiveness of melting and reduce bonding of ice to pavement.  Provide secondary efforts to clear pedestrian walk ways and public parking facilities. 2017 Budget Highlights The material and supplies reduction is the result of a mild winter in the prior year. The mild weather allowed the City to stock pile rock salt. Currently, both salt sheds are holding 1600 tons each. The contractual/professional services budget includes a transfer of $5,000 from the City Administrator’s budget for the rental of snow storage space at Angel Park. The budget includes $11,300 for a LTE to assist with snow and ice cleanup, particularly related to sidewalks. Under current operations, staff clear roads and then clear sidewalks. The additional LTE will allow current staff to focus on roads while the LTE position will simultaneously work to clear sidewalks. Financial Summary: The Public Works Snow & Ice summary is included in the financial summary for all of Public Works that follows the budget narratives. Performance Measures: Item 2009 2010 2011 2012 2013 2014 2015 2016 TD Inches of Snow 72 51 73 50 72 34 32 24 Hours to plow all city streets 7.5 8.25 9.0 No. of contract assisted plowings 13 18 7 19 16 9 4 De-icing salt used (tons) 1635 1800 2400 1600 1200 800 74 City of Sun Prairie 2017 Approved Budget Public Works (Snow & Ice) City of Sun Prairie 2017 Annual Budget 2016 Achievements: The department was able to preserve salt in 2016, allowing the snow and ice division to reduce its budgetary needs in 2017. The mild winter allowed Streets staff to help the Parks staff with pruning and tree removal projects, reducing costs in forestry. 75 City of Sun Prairie 2017 Approved Budget Public Works (Traffic Control) City of Sun Prairie 2017 Annual Budget Mission: To provide a clean and safe environment for Sun Prairie residents by providing refuse and recycling solutions, street maintenance, snow and ice removal, traffic control, storm water facility maintenance, affording safe and reliable maintenance of City fleet and equipment, and ensuring residents receive accurate and timely service information. Department Description:  Use a neighborhood traffic management program to resolve concerns and complaints.  Work with Police Department, Engineering, and Safe Routes to School representatives to communicate and resolve traffic control issues of infrastructure and non- infrastructure nature.  Paint pavement markings to include centerline, pavement edge -line, stop bar, crosswalks, curbs and parking areas.  Ensure traffic sign materials, painted lines and traffic signals are visible in day and night.  Install and replace signs in accordance with prescribed manuals and guidelines.  Install or replace damaged traffic signs in development reconstruction area as necessary.  Repair malfunctioning and or damaged traffic signals.  Conduct neighborhood meetings to increase education and understanding of department practices. 2017 Budget Highlights The 2017 budget includes $3,500 to purchase traffic count software. The software will allow Public Works staff to conduct traffic studies efficiently and accurately, rather than using an external vendor for this activity. Financial Summary: The Public Works Traffic Control summary is included in the financial summary for all of public works that follows the Public Works budget narratives. 2016 Achievements:  Fifth year traffic sign reflectivity replacement. o Systematic approach to keeping signs current.  Started crew leader in-house training of traffic signals and attended short conference learning sessions.  Performed maintenance on 17 traffic light intersections. 76 City of Sun Prairie 2017 Approved Budget Public Works (Streets) City of Sun Prairie 2017 Annual Budget Mission:  Provide a planned approach to street, sidewalk, parking lot and bike path maintenance.  Maintain street infrastructure at the lowest cost and longest possible pavement life cycle.  Provide for the safe use of multi-model transportation systems.  Provide reasonably-lit safe streets and pedestrian path ways through a rental lighting agreement with Sun Prairie Utilities. Department Description:  Conduct a bi-annual pavement condition and assessment review to meet transportation aid requirements and forecast annual funding needs.  Conduct a targeted annual sidewalk assessment and make necessary repairs.  Relay lighting outages to Sun Prairie Utilities.  Forecast, develop specifications and contract for sealcoating treatments such as chip and/or slurry seal.  Conduct spray injection patching, pavement routing, crack filling and asphalt patching to streets as indicated in assessment.  Spot mill pavement and conduct patching of small failed pavement and potholes.  Remove, replace, saw or grind hazardous sidewalk segments.  Conduct roadside mowing and shouldering of non –curb streets.  Provide mowing and maintenance of medians, right-of-ways and roundabouts.  Work with the Parks Division on the median and city entrance beautification program.  Work with the Forestry Division to remove diseased, hazardous or dead street trees. 2017 Budget Highlights The 2017 budget provides an increase for contracted mowing services. The contractor mows medians, storm water ponds, city buildings, and the entrances to the City. This cost is allocated between the Street Maintenance and Stormwater budgets. The 2017 budget includes $50,000 for color concrete sealant to the turn lanes, crosswalks, and sidewalks east of Thompson Road. This sealant is applied approximately every seven years. Financial Summary: The Public Works Streets summary is included in the financial summary for all of public works that follows the Public Works budget narratives. 77 City of Sun Prairie 2017 Approved Budget Public Works (Streets) City of Sun Prairie 2017 Annual Budget Performance Measures: Item 2012 2013 2014 2015 2016 Lane Miles of Streets 335 340 350 Tons of Crack Filling Material 28,800 43,200 43,200 86,400 Square yards of Streets Slurry sealed 40,383 69,764 25,915 37,638 18,750 Square yards of Streets Chip Sealed 64,687 55,535 85,969 113,900 107,400 Square Yards of Sidewalks repaired 2,089 2,099 2,305 600 876 Linear Feet of the Curb and Gutter repaired 642 396 189 1177 312 Sink hole repairs 2 9 18 17 21 TD 2016 Achievements: As the City continues to grow, the number of street miles increase and the existing infrastructure continues to age, which increases the maintenance needs. Public Works continues to look for new technology and better equipment to maintain more, while not increasing the number of staff in over 9 years. Public Works has switched the amount of Chip sealing completed and reduced the amount of slurry seal as chip sealed streets are proving to last approximately four to seven years longer than slurry sealed streets. The result is delayed street reconstruction. 78 City of Sun Prairie 2017 Approved Budget Public Works Department City of Sun Prairie 2017 Annual Budget Financial Summary: 2015 2016 2016 2017 2017 INCREASE ACTUAL PROJECTED BUDGET EXECUTIVE APPROVED (DECREASE) PUBLIC WORKS ADMINISTRATION (310-31) Personnel Services 170,453$ 161,010$ 161,010$ 191,330$ 191,330$ 30,320$ Materials & Supplies 1,425 1,300 1,300 1,300 1,300 - Contractual Services 12,063 8,800 8,800 8,000 8,000 (800) Professional Development 1,075 1,062 900 1,325 1,325 425 Total 185,016$ 172,172$ 172,010$ 201,955$ 201,955$ 29,945$ PUBLIC WORKS OPERATIONS (310-33) Personnel Services 518,388$ 592,411$ 574,666$ 518,016$ 518,016$ (56,650)$ Materials & Supplies 336,215 325,372 327,562 368,479 377,591 50,029 Contractual Services 29,475 29,200 28,200 31,438 31,438 3,238 Professional Development 467 1,900 1,900 3,000 3,000 1,100 Capital Items - - - - - - Total 884,545$ 948,883$ 932,328$ 920,933$ 930,045$ (2,283)$ SNOW AND ICE CONTROL (310-34) Personnel Services 71,476$ 60,000$ 54,748$ 43,598$ 43,598$ (11,150)$ Materials & Supplies 275,296 248,135 250,218 227,500 227,500 (22,718) Contracted Services 81,100 44,500 84,815 81,600 81,600 (3,215) Total 427,872$ 352,635$ 389,781$ 352,698$ 352,698$ (37,083)$ TRAFFIC CONTROL (310-35) Materials & Supplies 8,072$ 24,006$ 24,450$ 25,900$ 25,900$ 1,450$ Contractual Services 29,235 30,000 33,000 33,000 33,000 - Professional Development 150 1,300 1,500 1,650 1,650 150 Capital Items 52,257 38,000 42,000 33,750 33,750 (8,250) Total 89,714$ 93,306$ 100,950$ 94,300$ 94,300$ (6,650)$ STREET MAINTENANCE (310-36) Materials & Supplies 35,103$ 85,588$ 90,000$ 90,000$ 90,000$ -$ Contractual Services 753,081 592,708 696,200 625,500 666,750 (29,450) Capital Items - - - - - - Total 788,184$ 678,296$ 786,200$ 715,500$ 756,750$ (29,450)$ TOTAL PUBLIC WORKS 2,375,331$ 2,245,292$ 2,381,269$ 2,285,386$ 2,335,748$ (45,521)$ Note: The figures above reflect the amounts in the general fund. 79 City of Sun Prairie 2017 Approved Budget Public Works Department City of Sun Prairie 2017 Annual Budget Staffing Analysis: 2016 FTE 2017 FTE Change 2016 2017 Change Public Works Director 1.00 1.00 - 117,148 121,332 4,184 PW Supervisor 1.00 0.50 (0.50) 84,165 87,710 3,545 Maintenance Crewleader 0.70 - (0.70) 53,410 - (53,410) Traffic Control Crewleader 1.00 1.00 - 72,962 81,744 8,782 Maintenance Worker 5.00 6.50 1.50 331,488 346,783 15,295 Secretary 1.25 1.00 (0.25) 58,374 49,739 (8,635) Seasonal Pay - - - 32,295 41,303 9,008 Overtime/Miscellaneous - - - 40,582 48,636 8,054 Total 9.95 10.00 0.05 790,424 777,247 (13,177) Position Title Staffing Personnel Costs Notes: Fund sources for select Public Works Department positions are the General and Stormwater funds. The staffing analysis reflects all fund sources. The Fleet Supervisor position is not included in this chart; it is partially (40%) funded with Public Works general funds and primarily (60%) funded by Stormwater. The FTE and cost of the Fleet Supervisor are included in the Stormwater position summary. 80 City of Sun Prairie 2017 Approved Budget Public Works (Parks Maintenance) City of Sun Prairie 2017 Annual Budget Mission: Improve residents’ quality of life by providing high quality se rvices, parks, open spaces, facilities and a variety of programs and special events. Department Description:  Provide labor, supplies and utilities for the upkeep of park infrastructure. o Includes shelters, play equipment, sports fields, maintenance shop  Provide park, park facility and playground maintenance.  Ensure parks and facilities are inviting, safe places for recreation.  Utilize best management practices.  Work in functional sub‐division areas: o Snow and ice, parks maintenance, Family Aquatic Center (FAC) maintenance, winter recreation.  Regularly inspect and repair play equipment, sports fields, shelter paths, bridges, and lawns. 2017 Budget Highlights The budget provides $10,000 to make improvements to Parks and Park shelters to bring them into compliance with ADA requirements. The Department will replace an existing mowing trailer. The trailer is used daily as department workload increases; the estimated cost is $14,000. The budget provides $8,000 to perform seal coating and crack filling of park basketball courts. This action is expected to extend the courts’ life by eight to ten years. Financial Summary: 2015 2016 2016 2017 2017 INCREASE ACTUAL PROJECTED BUDGET EXECUTIVE APPROVED (DECREASE) PARKS MAINTENANCE (550‐55) Personnel Servi ces $ 452,965 $ 485,415 $ 501,228 $ 548,465 $ 548,465 $ 47,237 Materi als & Supplies 265,527 153,175 159,633 266,455 269,746 110,113 Contracted Services 29,206 32,685 33,435 45,575 45,575 12,140 Professional Development 1,010 3,010 3,010 3,560 3,560 550 Capital Items ‐ 407 ‐ ‐ ‐ ‐ Total $ 748,708 $ 674,692 $ 697,306 $ 864,055 $ 867,346 $ 170,040 81 City of Sun Prairie 2017 Approved Budget Public Works (Parks Maintenance) City of Sun Prairie 2017 Annual Budget Staffing Analysis: Pos ition Title Staffing Pers onnel Cos ts 2016 FTE 2017 FTE Change 2016 2017 Change Parks Maintenance Supervis or 0.50 0.50 ‐ 40,452 42,511 2,059 Maintenance Crewleader 1.00 1.00 ‐ 77,906 80,839 2,933 Maintenance Worker 4.50 4.50 ‐ 280,460 293,499 13,039 Maintenance Assistant ‐ 0.50 0.50 ‐ 30,378 Seasonal Wages ‐ ‐ ‐ 75,355 76,970 1,615 Unemployment Compens ation ‐ ‐ ‐ 15,500 10,000 (5,500) Overtime/Miscellaneous ‐ ‐ ‐ 11,555 14,268 2,713 Total 6.00 6.50 0.5 501,228 548,465 16,859 2016 Achievements:  The Parks Division focused heavily on pool maintenance, ash tree replacement and treatment, and daily upkeep of parks and shelters.  Added a part‐time position, which improved the upkeep of street and building landscapes.  Installed a shelter at Fox Point Park.  Five staff members mow over 500 acres of property every week, which includes parks, athletic fields, medians and storm water facilities.  Began working on the Park and Open Space Comprehensive Plan. The project should be completed by April 2017. 82 City of Sun Prairie 2017 Approved Budget Public Works (Forestry) City of Sun Prairie 2017 Annual Budget Mission: To improve quality of life through provision of high quality services, parks, open spaces, facilities and a variety of programs and special events. Department Description: To provide a healthy, managed urban forest for the community to enhance City aesthetic and recreational value, and assist in cooling.  Keep current on tree health issues.  Provide information about forestry health while protecting current trees.  Ensure tree inventory currency.  Enforce City tree ordinances 2017 Budget Highlights:  Funding for the continuation of the treatment/removal of Ash trees due to Emerald Ash Borer. Financial Summary: 2015 2016 2016 2017 2017 INCREASE ACTUAL PROJECTED BUDGET EXECUTIVE APPROVED (DECREASE) FORESTRY (650‐00) Personnel Services $ 57,810 $ 65,042 $ 66,444 70,102 $ 70,102 $ 3,658 $ Materials & Supplies 7,029 4,280 4,124 4,250 4,250 126 Contractual Services 27,247 122,413 122,413 75 25,075 (97,338) Professional Development ‐ 2,330 2,330 2,225 2,225 (105) Capital Items 1,484 2,500 2,500 ‐ ‐ (2,500) Total $ 93,570 $ 196,565 $ 197,811 $ 76,652 $ 101,652 $ (96,159) Staffing Analysis and Expenses: Pos ition Title 2016 FTE 2017 FTE Staffing Change 2016 2017 Change Pers onnel Cos ts Fores try Supervis or Maintenance Worker Seasonal Wages Miscellaneous Com pensation Overtime 0.50 0.50 ‐ ‐ ‐ 0.50 0.50 ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ 40,498 25,434 ‐ 512 ‐ 42,485 26,657 ‐ 730 230 1,987 1,223 ‐ 218 2 3 0 Total 1.00 1.00 ‐ 66,444 70,102 3,658 83 City of Sun Prairie 2017 Approved Budget Public Works (Forestry) City of Sun Prairie 2017 Annual Budget Performance Measures: Measurements: Item 2016 Removed Ash trees 734 Replaced Ash trees – any not replaced were by request from residents 698 Treated Ash Trees 576 2016 Achievements: Staff:  Oversaw the contract to remove over 700 ash trees  Found almost 700 trees to replace the ash trees  Oversaw the contract to treat nearly 600 ash trees  Handled hundreds of phone calls and emails regarding changes to the ash tree plan  Stayed within budget for the ash tree removal and replacement plan 84 City of Sun Prairie 2017 Approved Budget Engineering Department City of Sun Prairie 2017 Annual Budget City Engineer Staff Engineer (2) Senior Engineering Technician Engineering Technician (2) Administrative Assistant (0.25) Mission: The mission of the City Engineering Department is to manage the development and maintenance of the City’s infrastructure in a fiscally prudent and professional manner. Department Description: 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 following is a description of some of the services provided by our Department.  Develop 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.  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.  Review designs and coordinate construction inspection of public improvements in private developments and subdivisions.  Collect, distribute, report, and maintain records of public infrastructure improvements.  Provide engineering support for other City Departments.  Provide engineering oversight and assist in the management of the City’s Stormwater Utility.  Review and approve Street Opening, Driveway, and Erosion Control/Stormwater Management Permits. 85 City of Sun Prairie 2017 Approved Budget Engineering Department City of Sun Prairie 2017 Annual Budget 2017 Budget Highlights The 2017 Engineering Department budget includes an initiative to replace an aging Robotic Total Station. This piece of surveying equipment is 10 years old, which means it lacks the latest technology available in newer models. Extending the use of this equipment beyond 10 years could lead to repairs that could be cost‐ prohibitive and could leave the Department without a vital piece of equipment. In the Capital Improvement Plan, the Engineering Department recommended $7.4 million in street reconstruction in 2017. This proposal addresses the reconstruction of approximately 18,000 lineal feet of public street. This amount is greater than the linear feet completed in prior years but falls short of the average of approximately 25,000 lineal feet required to keep pace with the street reconstruction responsibilities of the City. Engineering staff and contractor effort are required to support these street projects. Additionally, the engineering department will be conducting a traffic study at the O’Keeffe and Linnerud intersection to determine if signals should be installed. Financial Summary: 2015 2016 2016 2017 2017 INCREASE ACTUAL PROJECTED BUDGET EXECUTIVE APPROVED (DECREASE) ENGINEERING (330‐00) Personnel Services Materials & Supplies Contracted Services Professional Development $ 554,677 41,502 28,209 2,250 $ 562,960 47,407 5,400 2,845 $ 561,936 45,235 5,400 2,875 $ 459,860 19,674 7,650 3,015 $ $ 459,860 19,933 7,650 3,015 $ (102,076) (25,302) 2,250 140 Capital Items 23,040 1,410 1 , 5 0 0 ‐ 25,460 23,960 Total $ 649,678 $ 620,022 $ 616,946 $ 490,199 $ 515,918 $ (101,028) Staffing Analysis and Expenses: Position Title Staffing Personnel Costs 2016 FTE 2017 FTE Change 2016 2017 Change City Engineer 1.00 1.00 ‐ 124,035 128,332 4,297 Staff Engineer 2.00 2.00 ‐ 183,989 185,349 1,360 Senior Engineering Technician 1.00 1.00 ‐ 94,997 98,196 3,199 Engineering Technician 2.00 2.00 ‐ 138,948 145,672 6,724 Administrative Assistant 0.25 0.25 ‐ 14,967 13,180 (1,787) Overtime/Misc. ‐ ‐ ‐ 5,000 1,060 (3,940) Total 6.25 6.25 0.00 561,936 571,789 9,853 86 City of Sun Prairie 2017 Approved Budget Engineering Department City of Sun Prairie 2017 Annual Budget Performance Measures: Goal: Long‐term Financial Stability: Provide engineering services for City sponsored Capital Improvement Projects that result in the construction of well‐designed projects at a competitive cost. Strategies: 1. To enhance the opportunity for competitive bidding, advertise for bids on as many contracts as possible by March 31st . 2. Provide project designs and construction oversight that extends the life of the infrastructure improvements and provides for an enhanced quality of life for the general public. 3. Continue to monitor new technology and materials to ensure construction of new infrastructure at the highest industry standards and meet or exceed the City’s Standard Specifications. Item 2014 2015 2016 Total Contracts/Contracts advertised prior to March 31 st 8/5 *7/5 13/12 Total Contracts/Contracts Inspected by Engineering Dept. 8/7 7/7 13/13 *Two grant‐ funded projects were advertised for bids in December of 2014. 2. Designs & Construction Oversight Measurements: Properly designed projects should result in an expected life expectancy that meets or exceeds industry standards. Improperly designed projects will provide fewer years of service, and most will likely have higher maintenance costs associated with them. The City is consistently seeing streets lasting 25 to 30 years. An example of this is Wilburn Road between N. Bristol Street and Corporate Center Drive. This segment was originally constructed in 1988. The 2017 capital improvement plan proposes to include this street as a Pavement Rehabilitation project. This street is subjected to truck traffic as well as passenger car traffic and the pavement life has extended to 29 years. This serves a good example of the benefits of a quality design backed up by good construction oversight. 3. Technology & Materials Measurements: Staying up to date on the latest technology and materials introduced each year can have significant benefits. Newly introduced design software provides benefits in providing faster applications, as well as increased accuracy. Newer construction materials provide extended life as compared to older versions of the same. The Engineering Department reviews the latest software and materials to confirm that they are a good fit for our City. The Engineering Department has made good use of the technology upgrades. The Department now utilizes surveying equipment that offers time saving and accuracy benefits. 87 City of Sun Prairie 2017 Approved Budget Engineering Department City of Sun Prairie 2017 Annual Budget The Engineering Department has had productive discussions with Sun Prairie Utilities (SPU) regarding potential changes in water main installation specifications. The Engineering Department is encouraging SPU to consider the u s e o f p l a s t i c w a t e r m a i n a s a p i l o t p r o j e c t . C u r r e n t l y S P U o nly allows ductile iron pipe for use in public applications. The Engineering Department is also discussing the concept of requiring all ductile watermain to be encased in a polyethylene wrap. The wrap is intended to protect the pipe from corrosive soils that can cause pipes to fail prematurely. The cost for the polyethylene wrap is quite minimal, so it serves as an added safeguard at a reasonable price. Adding this provision to the SPU watermain specifications should provide added assurance that the product will reach its anticipated life span. Goal: Continue to update the City’s Street Reconstruction Program to include the streets in greatest need of repair while considering utility upgrade needs. Strategies:  Continue to work with the utility owners to assure that their needs are incorporated in Street Reconstruction Schedules. Meet with the utility owners annually to assure long‐term plans reflect their needs.  Complete field ratings of street conditions to categorize existing streets as either Total Street Reconstruction or Pavement Rehabilitation projects. Revisit street evaluations periodically to account for any changes in their conditions.  Overlay pedestrian needs with the proposed street and utility needs of each project considered for construction. Measurements: Item 2014 2015 2016 Street Projects with component requested by a Utility Owner 2 2 2 Street Projects with Pedestrian component 3 6 9 The 2016 Capital Improvement Projects included the requested utility upgrades to the wastewater treatment plant (WWTP) and Sun Prairie (SP) Utilities. Again in 2016 the S. Bird Street Reconstruction Project included the replacement of an undersized interceptor sewer that existed within the project limits. The Total Reconstruction project on E. Klubertanz Drive and Werner Court included the replacement of an old cast iron water main that had been subject to frequent breaks. By jointly planning the replacement of street and utility improvements the public can enjoy fewer interruptions in service and reduced construction costs. The City recognizes the need for providing pedestrian accommodations and values their importance. In 2016 there were nine street construction projects that included pedestrian components. Sidewalks and/or bike path improvements were components of the S. Bird Street, E. Klubertanz Drive, Harvest Lane, Hanley Drive, Park Street, Market Street, Sunfield Street, CTH C, and Clarmar Drive construction projects. These improvements link neighborhoods and provide travel alternatives to city residents. 88 City of Sun Prairie 2017 Approved Budget Engineering Department City of Sun Prairie 2017 Annual Budget Goal: Play a prominent role in the management of the City’s Storm Water Utility (SWU). In 2016 the City invested in a Five Year Financial Management Plan. The SWU also funded a Rate Case Study, providing additional guidance for the management of the Utility. In 2017 the Engineering Department will use the Financial Management Plan and Rate Case Study to help steer the SWU into long‐term financial stability. Strategies:  Continue with regular scheduled staff meetings attended by the Public Works, Finance, and Administration Departments.  Increase the regularity in which financial reports are provided to the Public Works Committee.  Increase Elected Officials awareness of issues that impact the SWU. Use the City’s website, local media, and the Clock Tower News, and other avenues to connect with the public on Utility related issues. Item 2014 2015 2016 Number of SWU Staff Meetings 8 6 7 Presentation of quarterly SWU updates to the PWC 0 2 1 Phosphorus reduction in stormwater runoff is the newest challenge facing municipalities, and this challenge will require significant financial commitments. Staff needs to get this message out to the public in a manner that is easily understood and appreciated. The City’s participation in the adaptive management program sponsored by the Yahara Watershed Improvement Network (WINs) is a long‐term project to meet the phosphorus reduction requirement. The City’s discharge of stormwater is a permitted right by the State DNR. The City’s Stormwater Permit is issued through our participation in the MAMSWaP (Madison Area Municipal Stormwater Partnership) group which has an extensive Information & Education program. Through this affiliation, the promotion and sale of rain barrels is offered, along with training opportunities for the proper use and allocation of road salt. In 2017 staff will explore options for adding to the outreach program with the intentions of promoting the importance of proper stormwater management. 89 City of Sun Prairie 2017 Approved Budget Engineering Department City of Sun Prairie 2017 Annual Budget 2016 Achievements: Activity 2012 2013 2014 2015 2016 As of August 2nd Public Works Meetings 17 17 19 19 13 Street Opening Permits 107 179 217 234 128 Driveway Permits 85 151 174 194 104 Erosion Control/ Stormwater Permits 16 17 26 15 6 TRC Reviews 26 10 20 11 10 City’s Capital Improvement Projects 7@ $2,890,912 4@ $3,183,926 6@ $7,119,368 8@ $5,436,874 13@ $6,987,139 New Private Development Project Costs 6@ $1,165,870 2@ $628,085 10@ $3,314,394 8@ $4,995,698 6@ $4,082,224 2016 Capital Improvement Projects  Market & Park St. Reconstruction and Uplands Lift Station Abandonment  Clarmar Dr. Pavement Rehab/Storm Sewer & Sunfield St. Reconstruction  Hanley Dr. & Harvest Lane Reconstruction  Laura St. & E. Klubertanz Dr./Werner Ct. Reconstruction  Steven St. Storm/Pavement Rehab, S. Bird St. Reconstruction, & Fox Point Surfacing Paving  Liberty Square Basin Expansion  City Hall Parking Lot Repaving 2016 Private Development Projects  Menard’s  Ironwood Estates Phase 4  Liberty Square Phase16‐5  F.C. Land, LLC/Prairie Lakes  Providence Phase 2B  Smith’s Crossing Phase 16 90 City of Sun Prairie 2017 Approved Budget To: City of Sun Prairie From: Colonial Club Senior Activity Center Bob Power, Executive Director Date: September 29, 2015 Re: Request for Municipal Support On behalf of the Colonial Club Senior Activity Center, I respectfully submit the enclosed request for funding for 2016. As in past years, we appreciate the support you have given to the Colonial Club and hope you will look favorably on our request. The year of service for 2014 again shows demand for services and support for older adults and their families steadily increasing as the chart below spells out. We saw big increases in the Adult Day Center and Supportive Home Care usage. In two areas, there were slight decreases – case management and transportation. With the recent addition of the Aging & Disability Resource Center of Dane County, officials expected our case management numbers to be impacted, as the ADRC took on the role of information and referrals specialists for Dane County. The ADRC does short term (90 days or less) support and refers the more challenging, longer term support to our case managers. With transportation, we were forced to park one of our buses because it was no longer safe to drive. Consequently, we had one less vehicle to provide this service. Total Colonial Club Service Report Comparison 2009-2014 Year Case Management (hours) Adult Day Care (hours) Meals Supportive Home Care (hours) Transportation (miles) 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 91 City of Sun Prairie 2017 Approved Budget Programs, Services & Activities utilized by 324 City of Sun Prairie residents Benefits Received in Hours 2012 2013 2014 Case Management 1,640 1,389 1,557 Adult Day Center 5,556 5,861 5,758 Supportive Home Care/Respite Care 3,009 2,758 3,436 Benefits Received in Numbers 2012 2013 2014 Meals @ Colonial Club 6,478 6,330 7,209 Meals Delivered 6,884 7,725 6,073 Benefits Received in Miles 2012 2013 2014 Transportation 8,625 9,190 5,913 As in years past, we cannot always fully explain the reason(s) behind service delivery increases or decreases. However, we do know, for example, that in 2014 we received a small special one- time grant to focus on improvements with our on-site congregate meal. It’s safe to assume that those efforts increased our overall meal numbers by nearly 900. Similarly, with one bus parked due to safety concerns, we did not have the same amount of vehicles to transport people, so it’s not surprising to see transportation miles decrease. With aging vehicles and an aging building we are currently facing multiple capital improvement needs for 2016. We came up with an extensive list of projects and prioritized the following three items:  Restrooms – Since our building (all three sections) was built prior to 1992 and the Americans with Disabilities Act, none of the restrooms are fully ADA compliant. We simply cannot go any longer without bathroom renovations. Estimated costs: $45,000  Insulation – The oldest front two sections of the building are in dire need of insulation. Since 1970, the insulation has simply fallen away due to age, leaks, and installation of various types of wiring for phones, computers, etc. On the coldest days of the year, office temperatures fall to 45 degrees overnight. Estimated costs: $80,000 A grant was written to the Dane County Community Block Development Commission for $87,931 to help support the restroom/insulation project. It was recommended for full funding and awaits final approval from the Dane County Board of Supervisors. We will still need over $37,000 to complete these projects. 92 City of Sun Prairie 2017 Approved Budget  Vehicles – We currently own 2 buses & 1mini-van for our transportation services. One of the buses, as mentioned earlier, has been parked. The other bus has over 143,000 miles and the van over 188,000. Both are in the shop on a regular basis. Estimated costs for two vehicles (1 bus, 1 minivan, both handicap accessible): $95,000 We also recently submitted a grant to the Madison Area Transportation Planning Board. This “5310” grant would allow us to purchase a vehicle through their inventory with the grant paying for 80% and we would have to come up with the remaining 20% or about $10,800. We received word on September 16 that our request has been initially approved for $43,200. We would still need $10,800 to complete the bus purchase and another $45,000 for a mini-van. While the Colonial Club is a private 501c3 organization, we operate like a community center, serving people of all ages and groups of all size. In 2014, 868 people swiped their cards upon entry into the Colonial Club to register for classes, activities and events a total of 20,839 times. This only includes people who take the time to get a card and use it; many people either don’t get a card or forget to register. This also does not include all the many meetings, activities and events that aren’t official Colonial Club events such as:  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 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 have served as a summer location for the YMCA  We are a Sun Prairie voting site  We host a variety of support groups (grief, Parkinson’s, Alzheimer’s, etc.) (None of the people attending these events show up on our usage information data). This is not a complete list, but it’s fair to say we’re a busy center that must make these capital improvement projects happen in 2016. Without your support of the Colonial Club and the services that we provide to the residents of the City of Sun Prairie, we would not be able to sustain the level of service provision that we do. We are requesting level funding for next year, along with a one-time increase of $25,000 to help with our 2016 capital improvement projects. 2015 Request/Funding: $160,000 2016 Request: $ 185,000 93 City of Sun Prairie 2017 Approved Budget 2015 2016 2016 2017 2017 INCREASE ACTUAL PROJECTED BUDGET EXECUTIVE APPROVED (DECREASE) SENIOR CITIZEN PROGRAM Contractual Services $160,000 $170,000 $170,000 $180,000 $180,000 $10,000 Total 160,000 $ 170,000 $ 170,000 $ 180,000$ 180,000 $ 10,000 $ 94 City of Sun Prairie 2017 Approved Budget 95 City of Sun Prairie 2017 Approved Budget Cemetery City of Sun Prairie 2017 Annual Budget CEMETERY Prof e ssi onal Se rvi ce s Total 2015 ACTUAL $8,500 8,500 $ 2016 PROJECTED $9,500 9,500 $ 2016 BUDGET $9,500 9,500 $ 2017 2017 INCREASE EXECUTIV E APPROVED ( DECREASE) $9,500 $9,500 $0 9,500 $ 9,500 $ ‐ $ 96 City of Sun Prairie 2017 Approved Budget CITY OF SUN PRAIRIE 2017 APPROVED BUDGET HEALTH & HUMAN SERVICES 2014 2015 8/31/2016 2016 2016 2016 2017 2017 INCREASE ACTUAL ACTUAL ACTUAL PROJECTED BUDGET EXECUTIVE APPROVED (DECREASE) YOUTH PROGRAMS CONTRACTUAL SERVICES 10054500‐544000 PROFESSIONAL SERVICES 15,000 $ 15,000 $ 45,000 $ 45,000 $ 45,000 $ 75,000 $ 75,000$ 30,000$ SUB‐TOTAL 15,000 15,000 45,000 45,000 45,000 75,000 75,000 30,000 TOTAL YOUTH PROGRAMS 15,000 $ 15,000 $ 45,000 $ 45,000 $ 45,000 $ 75,000 $ 75,000$ 30,000$ 97 THIS PAGE LEFT BLANK INTENTIONALLY City of Sun Prairie 2017 Approved Budget Youth and Families Commission City of Sun Prairie 2017 Annual Budget Mission: The mission of the Sun Prairie Youth and Families Commission is to 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. Department Description: The Youth and Families Commission ’s duty is to increase the c ommunity's awareness of the positive contributions made to the community by the City’s youth and families . The Youth and Families Commission helps groups within the city to make Sun Prairie a better place for the City's youth and families. Chapter 2.60 in the City's municipal code of Ordinances establishes t he Youth and Families Commission. This section of the code provides information on how commission members are selected and the composition of the committee, term limits, procedures, compensation, meetings and duties. Financial Summary: 2015 2016 2016 2017 2017 INCREASE ACTUAL PROJECTED BUDGET EXECUTIVE APPROVED (DECREASE) YOUTH & FAMILY COMMISSION (542-00) Personnel Services 578$ 1,300$ 1,920$ 2,067$ 2,067$ 147$ Materials & Supplies 10 10 - 10 10 10 Contracted Services 5,565 - - - - - Professional Development 601 300 750 750 750 - Total 6,754$ 1,610$ 2,670$ 2,827$ 2,827$ 157$ YOUTH & FAMILY COMMISSION: CARRYOVER BALANCE BEGINNING FUND BALANCE 2,395 2,641 2,641 2,471 2,471 ADDITIONS 7,000 7,000 2,500 - - 6,754 1,610 2,670 2,827 2,827 ENDING FUND BALANCE 2,641 8,031 2,471 (356) (356) EXPENSES 98 THIS PAGE LEFT BLANK INTENTIONALLY City of Sun Prairie 2017 Approved Budget Recreation Department City of Sun Prairie 2017 Annual Budget Recreation Director Recreation Programs Coordinator Seasonal Employees Administrative Assistant Museum Division/ Curator Assistant Curator Registrar Seasonal Employees Mission: The City of Sun Prairie's Recreation Department, in conjunction with the Parks & Forestry Division, are committed to providing quality services, a variety of programs, special events, and facilities, in addition to parks and open spaces. Department 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 f o r m a s y s t e m o f s e r v i c e s t h a t i s r e s p o n s i v e t o t h e r e c r e a t i o n al, cultural and preservation needs of the community. Recreation Services are managed by the Recreation Director and Recreation Programs Coordinator, with administrative support from the Recreation Department Administrative Assistant. Programs are generally operated utilizing part‐time seasonal labor as well as vendors. Programs are generally offered under one of the following categories: adult fitness & 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 commu n i t y . T o t a l p a r k a c r e a g e i s 3 7 0 a c r e s a n d includes neighborhood parks, community parks, a citywide park an d s p e c i a l u s e a r e a s s u c h a s t h e F a m i l y Aquatic Center and the Pet Exercise Area. 99 City of Sun Prairie 2017 Approved Budget Recreation Department City of Sun Prairie 2017 Annual Budget 2017 Budget Highlights: The Recreation Department will work to provide the same level o f programming and services at a similar cost to 2016. We will continue to implement changes to policies and procedures that maximize our resources. New Programming: 1. Continue to develop online regist ration policies and procedures to encourage increased customer use of online registration capabilities. 2. Explore technology changes/additions to enable customers to reserve park shelters online. 3. Continue to offer programs for a variety of ages and interests and seek opportunities to offer new programs to meet the needs and interests of the community. Family and preschool programs are two specific areas that we will continue developing in 2017 due to interest. 4. Develop partnerships with others to more effectively serve the community’s recreational needs and optimize resources. 100 City of Sun Prairie 2017 Approved Budget Recreation Department City of Sun Prairie 2017 Annual Budget Financial Summary: 2015 2016 2016 2017 2017 INCREASE ACTUAL PROJECTED BUDGET EXECUTIVE APPROVED (DECREASE) RECREATION ADMINISTRATION (550‐51) Personnel Services 200,340 $ 211,238 $ 211,238 $ 222,312 $ 222,312 $ 11,074 $ Materials & Supplies 18,398 20,811 19,812 21,066 21,079 1,267 Contracted Services 7,348 7,300 7,300 7,300 7,300 ‐ Professional Development 2,130 3,810 4,610 4,610 4,610 ‐ Capital Items ‐ ‐ ‐ ‐ ‐ ‐ Total 228,216 $ 243,159 $ 242,960 $ 255,288 $ 255,301 $ 12,341 $ SUMMER RECREATION (550‐53) Personnel Services 61,815 $ 57,201 $ 75,940 $ 75,940 $ 75,940 $ ‐ $ Materials & Supplies 10,062 16,026 17,044 17,044 17,044 ‐ Contracted Services 32,950 33,393 43,500 43,500 43,500 ‐ Professional Development ‐ ‐ ‐ ‐ ‐ ‐ Total 104,827 $ 106,620 $ 136,484 $ 136,484 $ 136,484 $ ‐ $ WINTER RECREATION (550‐54) Personnel Services 22,463 $ 30,150 $ 19,660 $ 19,660 $ 19,660 $ ‐ $ Materials & Supplies 3,713 6,200 6,200 6,200 6,200 ‐ Contracted Services 34,657 39,200 40,200 40,200 40,200 ‐ Total 60,833 $ 75,550 $ 66,060 $ 66,060 $ 66,060$ ‐ $ CONCERTS IN THE PARK (550‐57) Materials & Supplies ‐$ 61$ 150 $ 150 $ 150 $ ‐ $ Contracted Services 3,050 4,525 2,670 6,500 4,500 1 ,830 Total 3,050 $ 4,586$ 2,820 $ 6,650 $ 4,650 $ 1,830 $ Total 396,926 $ 429,915 $ 448,324 $ 464,482 $ 462,495 $ 14,171 $ Staffing Analysis and Expenses: 2016 FTE 2017 FTE Change 2016 2017 Change Recreation Supervisor 1.00 1.00 ‐ 94,619 98,812 4,193 Recreation Coordinator 1.00 1.00 ‐ 77,814 81,990 4,176 Secretary 1.00 1.00 ‐ 37,905 40,540 2,635 Summer Rec Wages ‐ ‐ ‐ 75,940 75,940 ‐ Winter Rec Wages ‐ ‐ ‐ 19,660 19,660 ‐ Boards & Commissions ‐ ‐ ‐ 900 970 7 0 Position Title Staffing Personnel Costs Total 3.00 3.00 ‐ 306,838 317,912 11,074 101 City of Sun Prairie 2017 Approved Budget Recreation Department City of Sun Prairie 2017 Annual Budget Goal: To provide for the overall direction, coordination and support of all activities of the Recreation Department. Strategies: 1. Develop and implement a program of services that effectively me et the recreational, cultural and preservation needs of the community. 2. Establish an effective community relations program that will bo th communicate the availability of current services and promote the importance of recreation and parks services within the community. 3. Conduct general administrative functions; including personnel m anagement, risk and safety management, performance measurement, purchasing and budget preparation/management. 4. Evaluate all operations in order to improve efficiency and effe ctiveness and to prepare reports as necessary. 5. Manage program registration and facility reservations for park shelters, gazebos, athletic fields and the Westside Community Services Building community room. 6. Initiate, develop and carry out special projects, as required. Measurements: Facility Reservations Item 2012 2013 2014 2015 2016* Shelter/Gazebo Reservations 321 309 301 308 261 Athletic Field Reservations 866 894 621 452 439 Westside Community Services Building Community Room Reservation 619 836 914 917 579 Totals 1,806 2,039 1,836 1,677 1,279 *As of 8/9/2016 Goal: To implement a program of services and activities that effectiv ely meets the recreational, cultural and leisure needs of the community. S t r a t e g i e s : 1. Provide recreational opportunities for youth, adults, and famil ies to participate in such as enrichment, sports, aquatics, fitness, special events, and cultural programs. 2. Develop and facilitate programs and activities that will improve and promote individual social, cognitive, physical, and emotional skills. 3. Develop programs that encourage participants to be active outdoors. 4. Ensure the full schedule of programs either meet or exceed direct operating costs. 102 City of Sun Prairie 2017 Approved Budget Recreation Department City of Sun Prairie 2017 Annual Budget Measurements: Program Enrollments Item 2012 2013 2014 2015 2016* Adult Enrichment 48 16 27 53 24 Adult Sports 944 1,010 963 987 894 Aquatic Programs 1,820 1,691 1,561 1,363 1,295 Fitness Programs 1,054 1,031 990 768 443 Preschool Programs 1,119 882 713 517 409 Special Events & Concerts 2,068 2,274 1,340 1,250 1,452 Trips 186 152 134 116 31 Youth Sports 1,159 1,412 1,282 992 1,261 Youth Enrichment 427 828 1,061 1,004 826 Youth/Adult Programs N/A 86 109 91 77 Totals 8,825 9,296 8,180 6,841 6,712 *As of 8/9/2016 103 City of Sun Prairie 2017 Approved Budget Recreation Department City of Sun Prairie 2017 Annual Budget Measurements: Cost Recovery Summer Recreation Revenue and Expense Comparison (Totals include all direct expenses for summer recreation programs.) Year Revenue Actuals Expense Actuals Recovery % Community Investment 2015 $101,977 $104,827 97 $2,850* 2014 $125,300 $110,118 114 0 2013 $129,771 $111,535 116 0 2012 $82,376 $89,812 92 $7,436 2011 $119,732 $117,296 102 0 *Expense was greater than revenue in 2015 due to no fees charged for Camp Buena Vista program. Spring, Fall and Winter Recreation Revenue and Expense Comparison (Totals include all direct expenses for spring, fall and winter recreation programs.) Year Revenue Actuals Expense Actuals Recovery % Community Investment 2015 $76,950 $60,639 127 0 2014 $53,211 $47,839 111 0 2013 $55,776 $43,351 129 0 2012 $46,950 $46,782 100 0 2011 $63,431 $50,548 125 0 2016 Achievements: Recreation Administration  I n t e r n e t r e g i st r a t i o n s f o r r e c r e a t i o n p r o g r a m s h a v e i n c r e a s e d from 42% to 80% in the past five year period due to changes initiated by the Recreation Department.  We restructured the registration process for adult softball in 2016. In addition to making the process more convenient for our customers, the change created efficiencies for the department.  We collaborated with the Piranhas Parent Booster Club again this year to make the swim team registration process easier and more efficient for participants, the Booster Club and the Department.  We continued to use electronic surveys to evaluate programs. The addition of electronic surveys has increased evaluation response rate significantly, which assists us greatly with program planning and development.  We continue to use a variety of venues to promote our programs, services and facilities, including social media, the City’s website, local news outlets, email communications to our Activenet customer database, the Sun Prairie Cable Access Channel and more. 2016 Achievements: Recreation Services  The Recreation Department offered a wide variety of recreational opportunities in 2016. Program enrollment and participant satisfaction continues to be high as measured by written participant program evaluations, electronic program evaluations, verbal feedback, observation of staff and high enrollment numbers.  Participation in youth and adult sports programs continues to be strong. Our Basic Archery Instruction program introduced in 2015 grew in 2016. In addition to fee based programming, we offered two free youth baseball opportunities including the MLB Pitch, Hit, and Run program and a Madison Mallards 104 City of Sun Prairie 2017 Approved Budget Recreation Department City of Sun Prairie 2017 Annual Budget Baseball Clinic. Partnering with these organizations, as well a s the Sun Prairie High School Boys Baseball Team and Girls Softball Team enabled us to provide the se opportunities at no cost to participants. Both programs were well attended, with 30 youth pa r t i c i p a t i n g i n t h e P i t c h , H i t & R u n event and 250 youth participating in the Mallards Baseball Clin ic. The Mallards Baseball organization reported that the clinic hosted in Sun Prairie attracted more participants than any other clinic in 2016.  A number of enrichment programs ranging from art classes to science programs were offered, with strong enrollment levels. We strive to offer programs for a variety of ages and interests and continually seek opportunities to offer new programs, as demonstrated by new enrichment offerings in 2016. Examples include Painter’s Palette classes for youth, adults and families, Bricks 4 Kids camps and nature education programs.  We continued our fitness class offerings for both youth and adu lts with excellent participation. A few of our new classes include WERQ and TRX Blend.  Concerts in the Park were a great success again this year. A program format that includes family a c t i v i t i e s a n d f o o d v e n d o r s , i n a d d i t i o n t o t h e c o n c e r t s , a p p e a l s t o a w i d e r a n g e o f p e o p l e a n d encourages multi‐generational participation. Additional funding f r o m s p o n s o r s w a s s e c u r e d t o h e l p fund these events.  We continued to offer daytime, evening and weekend activities, to accommodate peoples’ varied schedules. 105 THIS PAGE LEFT BLANK INTENTIONALLY City of Sun Prairie 2017 Approved Budget Recreation (Family Aquatic Center Fund) City of Sun Prairie 2017 Annual Budget Description: 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 Family Aquatic Center is managed by the Recreation Director, with the assistance of three part-time seasonal managers. Administrative support is provided by the Recrea tion Department Secretary and a seasonal office assistant. Programs are generally operated utilizing part-time seasonal labor. 2017 Budget Highlights: The Family Aquatic Center base budget is similar to the adopted 2016 budget. Challenges for the Family Aquatic Center include inconsistent weather and increased competition. The budget includes $4,500 for new patron lounge chairs. The FAC will purchase a Kia Vac Cleaning System to efficiently remove all soils, bacteria, and cleaning solution, leaving floors clean, dry, and ready for immediate use. The system will decrease staff time spent on cleaning large floors in the locker rooms, bathhouse, and concession stand areas. FAC seasonal wages will be increased for the first time in seven years in order to attract well qualified applicants. Financial Summary: 2015 2016 2016 2017 2017 INCREASE ACTUAL PROJECTED BUDGET EXECUTIVE APPROVED (DECREASE) Personnel Services 146,946 150,683 156,725 171,258 171,258 14,533 Materials & Supplies 112,930 55,094 55,350 60,850 60,850 5,500 Contracted Services 41,074 39,800 47,025 49,000 49,000 1,975 Professional Development - 315 600 600 600 - Capital Items 21,442 20,351 20,900 4,500 4,500 (16,400) Total 322,392 $ 266,243 $ 280,600 $ 286,208 $ 286,208 $ 5,608 $ Goal: To provide aquatics facilities, programs and services that effectively meets the needs of the community. Strategies: 1. Provide opportunities for youth, adults, and families to participate in aquatics programs such as swimming lessons, swim team, open swim and special events. 2. Provide clean, attractive, and aesthetically pleasing aquatics facilities. 3. Develop programs that encourage participants to be active outdoors. 4. Develop and facilitate programs and activities that will improve and promote individual social, cognitive, physical, and emotional skills. 106 City of Sun Prairie 2017 Approved Budget Recreation (Family Aquatic Center Fund) City of Sun Prairie 2017 Annual Budget Performance Measures: Measurements: Aquatics Program Enrollments Item 2012 2013 2014 2015 2016 Swim Lessons 1,533 1,402 1,263 1,303 1,243 Swim Team 245 239 232 207 188 Mini Swim Team 42 50 50 55 52 Measurements: Season Pass Sales Item 2012 2013 2014 2015 2016 Resident Family 131 94 98 98 115 Non-Resident Family 20 11 32 24 25 Resident Family ½ Price 0 9 9 20 12 Non-Resident Family ½ Price 0 0 2 5 1 Total Family Season Passes 151 114 141 147 153 Resident Individual 44 25 24 10 17 Non-Resident Individual 4 2 1 1 2 Resident Individual ½ Price 0 2 1 2 2 Non-Resident Individual ½ Price 5 0 0 0 0 Total Individual Season Passes 49 29 26 13 21 Measurements: Discount Token Sales Item 2012 2013 2014 2015 2016* Single Tokens 1,404 235 2,149 1,782 610 10 Pack Tokens 140 127 112 174 315 Total Number of Tokens Sold 2,804 1,505 3,269 3,522 3,760 *As of 8/10/2016 107 City of Sun Prairie 2017 Approved Budget Recreation Department (Historical Museum) City of Sun Prairie 2017 Annual Budget Historical Museum Curator/Direcor Assistant Curator/Director Registrar Mission: The Sun Prairie Historical Museum is responsible for:  The preservation and interpretation of 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.  The preservation of written records, photographic records, artifacts, and the documentation of the physical landscape changed by the history of settlement.  The collection, preservation, ma intenance, interpretation, and display of historical collections of the development of City government, surrounding townships and daily life of the citizens of Sun Prairie . Promote awareness and understanding of the rich history and heritage of the area.  Connect the community with its historical roots through outreach exhibits, community and school programs, tours, and displays. Department Description: The Sun Prairie Historical Museum offers many services including:  Archival Collections of the Sun Prairie Area  Museum and Outreach Displays  Death List Available Online  Research Assistance by Appointment  Information on Preservation of Artifacts  Programs for Organizations  Records on Sun Prairie Homes and Stores  Tours of the Museum  Volunteer Opportunities 2017 Budget Highlights: The Historical Museum will work to provide the same level of programming and services at a similar cost to 2016. Funding for the assistant museum curator was eliminated. 109 City of Sun Prairie 2017 Approved Budget Recreation Department (Historical Museum) City of Sun Prairie 2017 Annual Budget Financial Summary: 2015 2016 2016 2017 2017 INCREASE ACTUAL PROJECTED BUDGET EXECUTIVE APPROVED (DECREASE) HISTORICAL MUSEUM (530-00) Personnel Services 13,392$ 20,898 $ 21,192 $ 46,158 $ 17,096 $ (4,096) $ Materials & Supplies 6,869 14,275 14,275 14,275 14,275 - Contracted Services 6,276 6,630 6,230 6,500 6,500 270 Capital Items - 5,500 5,950 5,950 5,950 - Total 26,537$ 47,303 $ 47,647 $ 72,883 $ 43,821 $ (3,826) $ Staffing Analysis and Expenses: 2016 FTE 2017 FTE Change 2016 2017 Change Museum Curator - - - 15,115 15,114 (1) Museum Asst Curator - - - 4,093 - (4,093) Museum Registrar - - - 1,984 1,982 (2) FT Curator - - - - - - Total - - - 21,192 17,096 (4,096) Position Title Staffing Personnel Costs Goal: Community Engagement Strategies: 1. Engage community members via displays at the Museum and other locations including the Library, City Municipal Building and local businesses. 2. Provide walking and mini-bus tours, presentations at the Library for the general community, school and community groups. 3. Partner with high school Civics classes, the Athletic and Activities Director, DECA, Cross Country and Track and Field, the Career Day at Prairie View and Orchestra teachers. 4. Host community events. Goal: Document Obituaries Strategies: 1. Maintain database of Sun Prairie obituaries. 2. House information on the Museum’s website. 3. Include photographs, maps, obituaries and directions to all cemeteries. 110 City of Sun Prairie 2017 Approved Budget Recreation Department (Historical Museum) City of Sun Prairie 2017 Annual Budget Goal: Maintain Archival Collections of the Sun Prairie Area Strategies: 1. Document donated items through a well-organized accessioning process. 2. Cross-reference items to remove duplicated items. 3. Maintain well-organized and secure storage areas. Goal: Volunteer Management Strategies: 1. Recruit adults, middle school students and high school students. 2. Support volunteers in their work by providing clear communication, training and supervision. 2016 Achievements:  The Museum holds significant collections regarding the development of the City government, surrounding townships and daily life. Our collections of maps, abstracts, artifacts, photographs, documents and books enumerate the history of settlement, governmental evolution, industry, labor, and community organizations beginning from the early 19th century.  The Museum selects items from its collections for displays. The number and size of items on display depend upon the display’s nature. The Museum continues to change 40% - 50% of exhibits on an annual rotating basis. The three Library display cases change every 1½ years. The Museum also maintains displays in the Municipal Building. The Museum's annual displays in addition to the Prairie Heritage Quilt Show, Halloween, and Community Holiday Tree Lighting at the Museum are essential for high Museum attendance. All revenue from external sources goes into the Museum Special fund or the Columbus Street Water Tower Special Fund.  2016 exhibits on display at the Museum include: o The Three Sisters – The !rt and !rtifacts of Ida, Catherine and Georgia O’Keeffe o Angell Park – From Sulky Racing to Midget Autos o The Evolution of Our Communication Devices o The Original Sun Prairie Jail Cell o The Ancestry Story Board of the Sun Prairie Community o John Muir and the Centennial of the National Park Service o Artwork from local artists  2016 Satellite Exhibits include: o Salute To Our Veterans – Sun Prairie Public Library o Veterans Voices which features recorded video interviews of our local Veterans – Sun Prairie Media Center o Historic Home & Church Tour to be followed by the Historic Downtown Tour – Bank of Sun Prairie  The Museum is open special hours in conjunction with several community and special events, in addition to regular hours. The Museum, in collaboration with The Friends of the Museum, also planned a new 111 City of Sun Prairie 2017 Approved Budget Recreation Department (Historical Museum) City of Sun Prairie 2017 Annual Budget special event honoring Georgia O’Keeffe. The Georgia O’Keeffe !rt Festival & Even ing Gala was held September 10 and featured: o O’Keeffe Style !rt Contest o Afternoon Tea Party o Tours of Historic Homes and Cemeteries of Sun Prairie o Evening Great Gatsby Gala including hors d’oeuvres, an art show, antique cars, O’Keeffe sisters reenactment and more o Mayor Paul Esser declared September 10 as “Georgia O’Keeffe Day” in Sun Prairie by issuing an official Proclamation  Community and group presentations: The Museum prepares historic walking and mini -bus tours, and talks at the Library. Walking tours include: Sun Prairie cemetery, Sacred Hearts cemetery, Token Creek cemetery, Flat Iron Point, Cannery Square, West Main and the School on the Hill, History of Agriculture and Industry, Jones, North, Windsor, Dewey and Vine streets, Sun Prairie, Deansville, Bristol and Burke townships.  Donors: Approximately 1,500 unique individuals, families, and organizations have donated to the Museum. Their names are now on display. All donors get equal mention.  Archival and research services: Archivists handle requests from researchers. The Museum is unable to respond to all research requests and therefore both the Curator and Museum staff prioritize these requests. In addition to citizen requests, the Museum frequently receives requests from governmental organizations. 112 City of Sun Prairie 2017 Approved Budget Community Development (Planning) City of Sun Prairie 2017 Annual Budget Planning Director Principal Planner Planner Administrative Assistant (.75) Mission: To maintain and enhance the community’s quality of life by encouraging quality development, efficient land use and sound economic growth. Division 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 on such projects to the Plan Commission or other boards and committees as needed. Among other duties, the Planning staff works closely with applicants, other City officials and the public on various development and code related issues. It works with regional agencies and other levels of government to coordinate the City’s plans and regulations with other municipalities and jurisdictions. In addition, the Division works with other City departments to provide information, mapping, or other assistance as needed. 2017 Budget Highlights: Funding to begin the process of updating the City’s Comprehensive Plan, last updated in 2009. Financial Summary: 2015 2016 2016 2017 2017 INCREASE ACTUAL PROJECTED BUDGET EXECUTIVEAPPROVED (DECREASE) PLANNING (610-00) Personnel Services 342,523 $ 332,666$ 351,326 $ 339,475 $ 331,724 $ (19,602) $ Materials & Supplies 471 534 534 734 740 206 Contractual Services 35,703 3,000 7,500 37,500 37,500 30,000 Professional Development 2,248 5,455 5,700 5,700 5,700 - Total 380,945 $ 341,655$ 365,060 $ 383,409 $ 375,664 $ 10,604 $ 113 City of Sun Prairie 2017 Approved Budget Community Development (Planning) City of Sun Prairie 2017 Annual Budget Staffing Analysis and Expenses: 2016 FTE 2017 FTE Change 2016 2017 Change Planning Director 1.00 1.00 - 129,415 134,126 4,711 Principal Planner 1.00 1.00 - 81,590 85,744 4,154 Assistant Planner 1.00 1.00 - 93,623 69,364 (24,259) Administrative Assistant 0.75 0.75 - 44,898 39,545 (5,353) Planning Intern - - - - - - Overtime - - - - 1,145 1,145 Boards & Committees - - - 1,800 1,800 - Total 3.75 3.75 - 351,326 331,724 (19,602) Position Title Staffing Personnel Costs Performance Measures: The Planning Division has recently begun tracking performance through metrics to measure the Division’s effectiveness with respect to its recommendations to the Plan Commission and the Division’s responsiveness to applicants that submit projects for review. Effectiveness: The following table illustrates the effectiveness of staff’s recommendations to the Plan Commission. This reflects the actions of the Plan Commission only, and not the final decision made by the City Council on applications. Since 2013, more than 90 percent of staff recommendations have been either upheld, or upheld but modified in some way through the removal or addition of conditions. So far in 2015, all of staff’s recommendations have been followed by the Commission, with about 11% of those being modified in some way. Year Upheld Upheld but Modified Rejected Neutral Total 2014 48 10 4 1 63 (%) 76% 16% 6% 2% 2015 45 8 0 0 53 (%) 85% 15% 0% 0% 2016* 31 7 0 0 38 (%) 82% 18% 0% 0% * Through August, 2016 Staff Recommendations - Success (2013-2016*) 114 City of Sun Prairie 2017 Approved Budget Community Development (Planning) City of Sun Prairie 2017 Annual Budget Timeliness – Staff Reviews: Many applications submitted to the Planning Division for review each year are items reviewed at the staff level and do not go to the Plan Commission and City Council for resolution. The Zoning Ordinance suggests that such reviews should be completed in 10 or fewer working days. Completion is defined as either an approval or comments provided to the applicant on corrections or missing items needed to secure approval. Through July of 2016, staff has averaged 6.2 work days for full approval of such items. Timeliness – Zoning Permit Reviews: Since 2014, the Planning Division has been issuing zoning permits for all new buildings, building additions, changes of use and site changes such as parking lot expansions. The Division’s goal is to review and issue permits in less than three days so as not to cause significant delays for builders and developers. The average review time in 2015 was 1.84 workdays and in 2014 it was 1.97 workdays. Through August 2016, the Division has reviewed a total of 132 zoning permits with an average review time of 2.02 workdays. Of those, 12 were reviews that took between 5 and 18 days due to missing information on the part of the applicant. Excluding those 12 permits, the Division averaged 1.31 workdays per application, with 34 of them issued the same day they were filed. 2016 Achievements:  In 2016, the Division coordinated and presented a significant update to the Westside Traffic Impact Fee Program, including a fee increase of about 2%.  Through the end of July 2016, the Division has reviewed a total of 93 development applications and concept plans. In the same time period, 132 zoning permits were reviewed. The following table provides a history of caseload activity since 2000: 115 City of Sun Prairie 2017 Approved Budget Community Development (Planning) City of Sun Prairie 2017 Annual Budget  The Division prepared and recommended several Municipal Code amendments so far in 2016 to keep the ordinance up to date and relevant; including: updated parking standards for new apartment developments; floodplain ordinance amendments; amendments related to dog day care and household animal boarding facilities; and code amendments to streamline the initiation of ordinance amendments and minor land divisions.  Division staff is working on several long-term projects, including the reinstitution of the Façade Improvement Grant program, updates to the City’s sign and landscaping ordinances, and converting the standards contained in the Business Park Covenants to City ordinance standards. 116 City of Sun Prairie 2017 Approved Budget Community Development (Building Inspection) City of Sun Prairie 2017 Annual Budget Director of Building Inspection Assistant Building Inspector (2) Plumbing Inspector (LTE) Administrative Assistant Mission: To provide a safe and high quality environment for all who live, work, and visit our community. Provide high quality building inspection services for all new and existing structures, responsive property maintenance and zoning enforcement services, and friendly and courteous service to our customers. Division 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 additions and modifications, and other construction activities. The Division ensures 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 Divisi on provides property maintenance and zoning code enforcement services for the City. The individual skill sets of current employees allows building inspection to provide support to Building Maintenance, Public Works and other departments in the areas of commercial electrical installations and maintenance and plumbing at City facilities. 2017 Budget Highlights:  An increase in the training budget of $1,550 on an annual basis, to ensure that Division staff receives adequate training and education to remain effective in the field. This initiative would increase the training budget from $1,650 to $3,200.  A request for a one‐time allocation of $1,600 for the purchase of new shelving and tables to assist with the organization of plan sets and plan review. The Division is currently lacking in this area and it affects the efficiency and performance of staff.  Funding for a full time plumbing inspector to meet the requirement to have a fully licensed plumbing inspector on hand. The Division currently has a part time position, but it is not certain whether the Division would be able to hire someone into a second part‐time position. 117 City of Sun Prairie 2017 Approved Budget Community Development (Building Inspection) City of Sun Prairie 2017 Annual Budget Financial Summary: 2015 2016 2016 2017 2017 INCREASE ACTUAL PROJECTED BUDGET EXECUTIVE APPROVED (DECREASE) BUILDING INSPECTION (240‐00) Personnel Services $ 322,402 $ 380,431 $384,436 $ 433,783 $ 424,059 $ 39,623 Materials & Supplies 19,097 18,114 18,314 18,985 19,253 $ 939 Contracted Services 7,879 12,800 12,950 12,800 12,800 $ (150) Professional Development 2,409 2,400 2,600 4,150 4,150 $ 1,550 Capital items ‐ ‐ ‐ 5 0 0 500 $ 5 00 Total $351,787 $ 413,745 $418,300 $ 470,218 $ 460,762 $ 42,462 Staffing Analysis: Position Title Staffing Pers onnel Costs 2016 FTE 2017 FTE Change 2016 2017 Change Director of Building Inspection 1.00 1.00 ‐ 117,638 109,057 (8,581) Building Inspector 2.00 2.00 ‐ 185,509 166,722 (18,787) Adm inistrative Assistant 1.00 1.00 ‐ 53,299 56,257 2,958 LTE Plumbing Ins pector ‐ ‐ ‐ 26,913 27,141 228 FT Plumbing Inspector ‐ 1.00 1.00 ‐ 61,132 61,132 Receptionist ‐ 0.25 0.25 ‐ 3,750 3,750 Overtime/Temporary ‐ ‐ ‐ 1,077 ‐ (1,077) Total 4.00 5.25 ‐ 384,436 424,059 39,623 Goals: Review and improve business processes to provide better and more efficient services to our community. For 2017, improving the efficiency and organization of the Division will be a priority. Strategies:  Implement tablets or other equivalent technology to provide building inspectors with better resources to access information in the field and increase efficiency.  Improve the organization and efficiency of the work environment in the Division’s offices.  Increase access to continuing education/training for Division s taff to ensure that staff is up to speed on code changes and new technologies or construction methods. The Division expects major changes to some of the codes that the Division enforces in 2017.  Ensure that the new Director is fully integrated into the organization’s work culture, and fully understands the operating procedures of the Division. Activities:  Review all plans for new building construction, additions, and remodeling.  Issue permits and collect fees for City construction projects.  Inspect all construction projects. 118 City of Sun Prairie 2017 Approved Budget Community Development (Building Inspection) City of Sun Prairie 2017 Annual Budget  Conduct Zoning Ordinance inspections as required for Permitted and Conditional Use Permits (CUPs).  Assist in building maintenance projects and requirements.  Assist, as needed, in snow removal during winter months.  Provide customer service to citizens.  Participate in the City’s Technical Review Committee process fo r the review of new development applications and provide input as needed. Measurements: 119 City of Sun Prairie 2017 Approved Budget Community Development (Building Inspection) City of Sun Prairie 2017 Annual Budget Permit and New Value Added by Month – 2014 to 2016 2016 Achievements:  Complete laser fiche scanning as time allows.  The Building Inspection Division underwent significant staffing changes in 2016. The longtime Division Director retired and a new Director began employment with the City on August 31, 2016.  The Division’s primary focus has been on keeping up with the fast pace of growth in the City in 2016. 120 City of Sun Prairie 2017 Approved Budget Community Development (Building Maintenance) City of Su n Prairie 2017 Annual Budget Community Development Director Sr . Maintenance Technician Bldg. & Grounds Technician Mission: To provide clean, secure, and well‐maintained buildings at all City of Sun Prairie facilities. Division Description: The Building Maintenance Division provides building maintenance and repairs at several municipal facilities, including City Hall, the West Side Community Service Building, both Fire/EMS facilities, the Library, the City Service Center and the Historical Museum. It is also responsible for snow removal from sidewalks and walkways at five of these facilities. In the past, the Division also maintained the grounds at these facilities. Recent operational changes have moved all grounds work to the Public Works Department, and all building repairs and maintenance to the Building Maintenance Division. Following are examples of the services provided by the Building Maintenance Division:  Coordinate city building janitorial services.  Maintain HVAC equipment temperature control systems.  Maintain plumbing fixtures and associated systems.  Maintain electrical fixtures, lamps, ballasts, and associated wiring.  Maintain security systems.  Maintain generator systems at three city locations.  Replace and maintain office furniture.  Snow removal at City facilities.  Negotiate maintenance contracts with vendors.  Order all flags and maintain flagpoles. 121 City of Sun Prairie 2017 Approved Budget Community Development (Building Maintenance) City of Su n Prairie 2017 Annual Budget 2017 Budget Highlights:  An $9,825 initiative for required inspections of the fire sprinkler systems at five City facilities. These detailed inspections are required every five years, and are currently overdue.  A $5,000 initiative to repair/replace the concrete steps and rails at the entrance to the East Fire Station to address safety and code issues.  A $14,800 initiative to purchase an ATV with snow removal and salt spreader accessories to assist with snow removal at City facilities.  The budget includes funding for a seasonal LTE position to assist with snow removal and light maintenance tasks.  Most of the seating at City Hall is the original equipment purchased when the building opened in 1993, and is showing its age. A $28,610 initiative will replace approximately half the chairs in the building. Individual office chairs are excluded from this initiative.  City Hall has one handicap assisted entrance door at the north entrance to the main lobby. However, there is no assisted entry to the Council Chambers or to the Police Department entrance on Main Street – the only after‐hours entry to the building. An initiative of $10,000 will correct these problems.  The Division has plans to update/paint much of City Hall in the coming years to improve the work environment for employees and visitors. The stairwells at the northeast and northwest corners of the building present a bigger challenge. The Division will contract this work to a professional painting company that will have the proper equipment to complete the project. The estimated cost is $5,000 for both stairwells.  An initiative of $2,500 to modify and repair a first floor air handling unit at the East Fire Department. This will result in more efficient control over heating and cooling of facility space.  An $1,100 increase in the small tools budget to build an inventory of tools for use. Division staff have been using their own personal tools to complete many tasks, which is not be an acceptable practice. 122 City of Sun Prairie 2017 Approved Budget Community Development (Building Maintenance) City of Su n Prairie 2017 Annual Budget Financial Summary 2015 2016 2016 2017 2017 INCREASE ACTUAL PROJECTED BUDGET EXECUTIVE APPROVED (DECREASE) BUILDING MAINTENANCE (185‐00) Personnel Services $ 99,810 $ 131,507 $ 132,150 $ 164,945 $ 164,945 $ 32,795 Materials & Supplies 132,123 140,750 141,050 176,506 176,579 35,529 Contractual Services 173,324 169,200 177,350 184,200 184,200 6,850 Professional Development ‐ 200 550 550 550 ‐ Capital Items 33,683 35,300 35,000 162,330 128,630 93,630 Total $ 438,940 $ 476,957 $ 486,100 $ 688,531 $ 654,904 $ 168,804 Staffing Analysis: 2016 FTE 2017 FTE Change 2016 2017 Change Bldg & Grounds Technician 1.00 1.00 ‐ 54,686 60,971 6,285 Senior Maintenance Technician 1.00 1.00 ‐ 77,464 81,601 4,137 Overtime/Temporary/Seasonal/Pager ‐ ‐ ‐ ‐ 22,373 22,373 Total 2.00 2.00 ‐ 132,150 164,945 32,795 Position Title Staffing Personnel Costs Performance Measures: The Division has been using new methods for routine tasks. Implementation of these changes did not increase employee time resulting in approximately 10% labor cost savings.  Continued savings on HVAC digital controls; the improvements show substantial cost savings.  The Division had over 350 general maintenance requests from individual employees in 2014, and more than 180 through July of 2015. These requests range from relatively simple tasks such as paper delivery, bathroom supply delivery, desk repairs, electrical problems, and clogged toilets, to more complex ones including icy sidewalks, HVAC malfunctions, and door locking mechanism malfunctions. Goals:  Monitor and adjust HVAC systems to ensure efficient energy use.  Use energy efficient technology when replacing lighting. Utilize more LED lamping.  Create and provide better breakdowns of maintenance capital costs.  Improve labor cost estimates for in house projects. 123 City of Sun Prairie 2017 Approved Budget Community Development (Building Maintenance) City of Su n Prairie 2017 Annual Budget Strategies:  The Building Maintenance Tracker System will help the Division coordinate repairs, track costs, and inventory parts used. We will also use this program for scheduling future routine maintenance tasks.  Coordinate maintenance projects with staff.  Search for new products and suppliers to reduce costs. 2016 Achievements:  Conducted exterior sidewalk tile removal for new colored concrete sidewalk.  Completed painting projects at City Hall, Police areas, offices, halls, and dispatch.  City Hall Air Handler/Fresh Air unit for Community Room and Council Chambers.  Completed several projects at the Fire Department.  Library ballast upgrade project; we have updated 30 plus fixtures, producing ballast savings of over $18,000. 124 City of Sun Prairie 2017 Approved Budget Economic Development City of Sun Prairie 2017 Annual Budget Director of Economic Development Economic Development Specialist Mission: Improve the economic well‐being of the community through efforts that entail job creation, job retention, tax base enhancement, and improvement of the local quality of life. The mission of the Department of Economic Development can be further separated into six key strategic objectives:  Identify and prioritize specific target business sectors;  Develop a specific brand positioning and marketing plan for the City;  Develop a plan for increasing the knowledge and skills of the available workforce;  Develop a plan for governmental support of local business sectors through improved policy and infrastructure decisions;  Develop a plan for improved coordination and communication with local economic development groups and area businesses;  Develop a business development plan for targeted geographic areas within the community. Department Description: The Department of Economic Development consists of two 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 developers, business owners or operators, and other development or business professionals. Key functions and activities currently undertaken by the department include:  Facilitation of development agreements for redevelopment projects, particularly in the City’s Tax Increment Finance Districts;  Negotiation of financial incentives, particularly for projects within the City’s TIF Districts;  Assistance with available building and property searches;  Coordination of multiple City departments and/or external regulatory agencies when needed throughout the entitlement process;  Conducting business retention surveys and hosting tours and other retention events;  Presentations on the local economy and the business friendly na ture of the City;  Coordination of specific advertising opportunities, including special events and City‐owned property; 125 City of Sun Prairie 2017 Approved Budget Economic Development City of Sun Prairie 2017 Annual Budget  Preparation of formal responses for information requests on development opportunities within the City;  Conducting targeted outbound marketing efforts on available buildings and properties, as well as for the City of Sun Prairie in general;  Provision of staffing support to the Community Development Authority (CDA), downtown Business Improvement District (BID), and the Sun Prairie Tourism Commission;  Coordination of workforce development resources from local, regional, and State agencies;  Act as a local liaison to regional, State, and sector specific business and economic development organizations;  Assists in the coordination of the City’s website and social media;  Undertaking of special projects on an as‐needed basis. 2017 Budget Highlights:  Costs are allocated between the General Fund and the active TIF districts as applicable.  Advertising & printing increased slightly in anticipation of acquiring banner stands with the City logo that can be utilized by other departments for meetings and presentations.  Costs include: o Target Industry & Sector Events have been consolidated. o Staff anticipates taking the lead role in the annual Major Employer Retention & Networking event co‐hosted with the Sun Prairie Chamber of Commerce. o Funds allocated for workforce development efforts increased due to demand from existing employers. o A new event to connecting teachers and business leaders in a collaborative effort to address workforce training needs is being proposed for 2017. o Staff was approached by several business leaders about establishing a formal networking format for local business executives in 2016. The plan is to expand and further develop this program in 2017. Financial Summary: 2015 2016 2016 2017 2017 INCREASE ACTUAL PROJECTED BUDGET EXECUTIVE APPROVED (DECREASE) ECONOMIC DEVELOPMENT (620‐00) Pe rsonnel Servi ces 155,942 181,518 172,701 116,912 116,912 (64,606) Materi al s & Suppl i es 867 1,850 1,850 1,345 1,379 (471) Contracted Se rvi ce s 12,595 17,500 21,600 18,100 18,100 600 Professional Development 3,153 5,440 5,513 9,580 9,580 4,140 Capi tal Ite ms 2,046 ‐ ‐ ‐ ‐ ‐ Total $ 174,603 $ 206,308 201,664 $ 145,937 $ 145,971 $ $ (60,337) 126 City of Sun Prairie 2017 Approved Budget Economic Development City of Sun Prairie 2017 Annual Budget Staffing Analysis: 2016 FTE 2017 FTE Change 2016 2017 Change Econ. Development Dire ctor 1.0 1.0 ‐ 104,879 108,458 3,579 Econ. Development Specialist 1.0 1 . 0 ‐ 67,822 8,454 (59,368) Total 2.0 2.0 ‐ 172,701 116,912 (55,789) Position Title Staffing Personnel Costs Performance Measures: Actual 2014 Actual 2015 Year‐to‐Date (Projected) 2016 Major Projects Undertaken (120 hours or more) 7 9 10 YTD (12) Formal Retention Contacts Made 15 68 109 YTD (150) Negotiated Development Agreements 4 4 4 (6) Lot Sales 1 0 3 (3) Targeted Marketing Efforts & Presentations 4 19 13 (25) Contacts with Potential Start Ups ‐‐ 4 3 (6) Workforce Development Efforts ‐‐ ‐‐ 10 (20) 127 City of Sun Prairie 2017 Approved Budget Economic Development City of Sun Prairie 2017 Annual Budget 2016 Achievements:  Coordinated the successful competitive recruitment of a 100,000 square foot expansion project for Riddell‐Kollege Town, including the development agreement and financial assistance package. The project will retain 100 jobs from the region, and create an additional 200 jobs over the next five years.  Coordinated the successful retention of Royle Printing and their addition of a 60,000 square foot warehousing facility in the Sun Prairie Business Park including an agreement for financial assistance.  Coordinated the redevelopment of the former vacant Marathon Gas Station with Jennings & Woldt Remodeling, including coordination of environmental review of the site including an agreement for financial assistance.  Currently coordinating the evaluation of a prospective hotel project in TIF #9, including the review of a request for financial assistance.  Madison‐Kipp Corporation completed its 90,000 square foot expansion.  Assisted with the creation of TIF #12.  Assisted with the evaluation of acquiring additional land for expansion of the Sun Prairie Business Park.  Continued evaluation of brewery projects in Downtown Sun Prairie.  Coordinated the sale of a lot in the Business Park to WE Energies.  Staff facilitated more than a dozen site tours of area businesses and companies and/or community tours.  Facilitated the Sun Prairie CEO Network (six meetings through August 2016)  Updated City‐owned lot marketing materials  Hosted the Business Park & Major Employer Networking Event.  Continued the Sun Prairie Works Initiative.  Made more than a dozen presentations on development opportunities in Sun Prairie to organizations including the Madison Commercial Brokers Group, Smart Growth Greater Madison, Business Improvement District, Rotary, Optimists, Lions Club, and Leadership Sun Prairie.  Completed updates to the business quiz and community profile for the Sun Prairie Chamber of Commerce.  Staff participated in the 2016 Madison Region Economic and Diversity Summit.  Assisted with Groundhog Day festivities and other BID activities.  Assisted with the preparation of the Annual Report for the downtown Business Improvement District.  Assisted with the coordination of National Night Out. 128 City of Sun Prairie 2017 Approved Budget PROJECTED CITY OF SUN PRAIRIE 2017 APPROVED BUDGET TRANSFERS TRANSFERS 10069000-572000 TRANSFER SUB-TOTAL 2015 ACTUAL $817,158 817,158 2016 PROJECTED $355,815 355,815 2016 BUDGET $338,165 338,165 2017 EXECUTIVE $1,606,104 1,606,104 2017 APPROVED $1,703,739 1,703,739 INCREASE (DECREASE) $1,365,574 1,365,574 TOTAL TRANSFERS $817,158 $355,815 $338,165 $1,606,104 $1,703,739 $1,365,574 129 THIS PAGE LEFT BLANK INTENTIONALLY City of Sun Prairie 2017 Approved Budget Special Revenues (Transit) City of Sun Prairie 2017 Annual Budget Transit Commission Mission: The purpose of the Transit Commission is to assist in providing affordable and reliable transportation to the citizens of the City of Sun Prairie through a contract with a taxi provider. The Transit Commission oversees the contract with the awarded vendor. The Commission also maintains grant and state aid requirements for funding purposes. Department Description: Per city ordinance, the Transit Commission consists of six members appointed by the mayor and approved by the common council. There must be one representative from the senior citizen’s community, one representative from the school district, one representative from the business community, two representatives from the community at large, and one member of the common council. The Transit Commission acts as the oversight authority for the taxi service and makes recommendations for changes to taxi services. 2017 Budget Highlights: The Transit Commission opted to extend the share-ride taxi contract with Running for the 2017 fiscal year. The commission plans to apply for a 5304 Planning grant. It is the intent of the commission to utilize the grant to create a priority list of short and long-term goals to meet city transportation needs. 130 City of Sun Prairie 2017 Approved Budget Special Revenues (Transit) City of Sun Prairie 2017 Annual Budget Financial Summary: 2015 2016 2016 2017 2017 INCREASE ACTUAL PROJECTED BUDGET EXECUTIVE APPROVED (DECREASE) TAXI PROGRAM TAXI PROGRAM REVENUES State Aid STATE AID - TRANSIT445,710$ 444,883$ 471,697$ 466,186$ 466,186$ (5,511)$ Program Fares 198,067 205,000 205,000 205,000 205,000 - Donations 1,675 1,500 1,500 1,500 1,500 - Transfer In: Planning Grant - - - 5,000 5,000 5,000 Transfer In 220,672 184,363 184,363 189,174 189,174 4,811 TOTAL TAXI PROGRAM REVENUES 866,124$ 835,746$ 862,560$ 866,860$ 866,860$ 4,300$ TAXI PROGRAM EXPENDITURES Fleet Rental 6,893$ 6,600$ 6,600$ -$ -$ (6,600)$ Professional Services 761,597 810,105 1,140,611 866,860 866,860 (273,751) TOTAL TAXI PROGRAM EXPENDITURES 768,490$ 816,705$ 1,147,211$ 866,860$ 866,860$ (280,351)$ TAXI PROGRAM: FUND BALANCE 2015 2016 2016 2017 2017 ACTUAL PROJECTED BUDGET EXECUTIVE APPROVED BEGINNING FUND BALANCE (203,761)$ (106,127)$ (106,127)$ (390,779)$ (390,779)$ ADDITIONS 866,124 835,746 862,560 866,860 866,860 EXPENSES 768,490 816,705 1,147,211 866,860 866,860 ENDING FUND BALANCE (106,127)$ (87,086)$ (390,779)$ (390,779)$ (390,779)$ PLUS PRIOR YEAR PAYMENTS DUE FROM STATE106,127 106,127 106,127 153,297 153,297 NET PROGRAM BALANCE (0)$ 19,041$ (284,652)$ (237,482)$ (237,482)$ CITY OF SUN PRAIRIE SPECIAL REVENUE FUNDS 2017 APPROVED BUDGET Measurements: Item 2012 2013 2014 2015 2016 YTD Ridership 71,470 72,231 83,436 58,065 41,060 Fare Revenues N/A $184,140 $228,157 $198,067 $134,941 Reduced Fare Applicants 77 96 150 155 98 131 City of Sun Prairie 2017 Approved Budget Special Revenues (Transit) City of Sun Prairie 2017 Annual Budget 2016 Achievements: The City of Sun Prairie was awarded a grant to purchase an accessible vehicle for the share-ride taxi program. The new accessible van was purchased and introduced into the program during the second half of 2016. The Transit Commission changed the fare structure to simplify fare categories. The regular fare is $4.00 per ride, while the reduced fare is $2.00 per ride. The Commission also altered the fare structure to allow up to three children under the age of five to ride with a paying adult for free. This was done to help reduce the burden on families who utilize the taxi program. The fare structure will be re-visited in 2017. 132 THIS PAGE LEFT BLANK INTENTIONALLY City of Sun Prairie 2017 Approved Budget Special Revenues (Tourism) City of Sun Prairie 2017 Annual Budget Tourism Commission Mission: The mission of the Sun Prairie Tourism Commission is to coordinate tourism promotion and development in the City. The Council has delegated statutory authority to the Commission to address the following goals and duties:  Use room tax revenue to promote and develop tourism;  Report delinquencies or inaccuracies of room tax to the City; and  Prepare and report a budget annually to the Council.  The Commission may not use room tax revenue to construct or develop a lodging facility. Commission Description: 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 and City of Sun Prairie, Wisconsin, Municipal Code §2.56.010, §3.20.150. Seventy percent of room tax collected is forwarded to the Commission to promote tourism and its development, while 30 percent is allocated as general fund revenue. Summary of Activities: The Sun Prairie Tourism Commission supports the following activities:  Production of a joint promotional brochure with the Sun Prairie downtown Business Improvement District.  Financial support of marketing for annual community events and one-time events that positively impact overnight hotel stays.  Assistance in recruitment of new events to the Sun Prairie community that positively impact overnight hotel stays. 133 City of Sun Prairie 2017 Approved Budget Special Revenues (Tourism) City of Sun Prairie 2017 Annual Budget 2017 Budget Highlights: The following expenditures are budgeted for the Tourism Commission: Event Sponsorships $15,000 Administration and General Tourism Promotion $6,700 Memberships $6,000 Total $27,700 The 2017 budget includes a key change to Event Sponsorship funding. The funds have not been allocated for specific events in order to make the funds more competitive in the application process. City ordinances will increase the hotel tax rate from 4% to 5.5% on January 1, 2017, and to 7% on January 1, 2018. Financial Summary 2016 Achievements:  Participated in the joint production of the annual visitors’ brochure with the downtown Business Improvement District which was distributed across the State of Wisconsin.  As a member of the Madison Area Sports Commission, Sun Prairie competed to host regional and national events at Sun Prairie Ice Arena, Prairie Athletic Club, and Prairie Lanes Bowling Alley.  Sponsored several first time events : O’Keeffe !rt &estival & 'ala and upcoming 2017 Wisconsin Winter Fest, along with several facilities; Angell Park Speedway and Sun Prairie Ice , and historic favorites; Corn Fest and the Taste of the Arts Fair. 134 City of Sun Prairie 2017 Approved Budget Special Revenue Funds City of Sun Prairie 2017 Annual Budget Financial Summary: CITY OF SUN PRAIRIE SPECIAL REVENUE FUNDS 2017 APPROVED BUDGET ‐ EMS FAP Grant 2015 2016 2016 2017 2017 INCREASE ACTUAL PROJECTED BUDGET EXECUTIVE APPROVED (DECREASE) EMERGENCY MEDICAL SERVICES FAP EMS FAP REVENUES State Grants ‐$ 13,876 $ ‐ $ 18,520 $ 18,520 $ 18,520 $ Donations ‐ 300 ‐ ‐ ‐ ‐ TOT

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Source: City of Sun Prairie website. First collected Oct 16, 2026.