2016 Budget (PDF)

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Budget Document 2016 Approved Mission Statement To provide valuable, responsive, and cost-eﬀecƟve services that enable residents to enjoy a high quality of life. We want to coordinate the development of a modern community that under- stands and has pride in its roots to the past. We want to help develop “homes” for the residents that live here, through the creaƟon and maintenance of neighborhoods. Each neighborhood will be equal in importance but separate in its idenƟty. Our school system will play a major factor in the development of the neighborhoods and will serve as the community center. We want to help create harmony amongst all residents, where race and socio economic diﬀerences play no factor. We want everyone to feel that their personal safety is not at risk, whether they are at home or walking down the street. Vision Statement i CITY OF SUN PRAIRIE DIRECTORY OF OFFICIALS 2015‐2016 MAYOR Paul Esser COUNCIL MEMBERS Mary Polenski Council President Aldermanic District 4 Bill Connors Aldermanic District 2 Russell Fassbender Aldermanic District 1 Michael Jacobs Aldermanic District 3 Hariah Hutkowski Aldermanic District 1 George Frank Aldermanic District 3 Diane McGinnis Aldermanic District 2 Al Guyant 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 Director of Community Development Scott Kugler Sun Prairie Media Center Director Jeffrey Robbins Director of Building Inspection Dennis Allen Director of Public Works Lee Igl Director of Economic Development Neil Stechschulte EMS Director Kep A nderson Human Resources Director Brenda Sukenik Information Technology Director Paul Watkins Library Director Svetha Hetzler Police Chief Pat Anhalt WWTP Superintendent John Krug Sun Prairie Utilities Manager Rick Wicklund iii City of Sun Prairie Community Profile PopulaƟon - 31,810 Source: WI Dept of AdministraƟon est for 2015 Median Age - 33.5 Source: Census Bureau ACS 2009-2013 Age Breakdown Source: Census Bureau ACS 2009-2013 x 35% Under 24 x 32% Age 25-44 x 24% Age 45-64 x 9% Over 65 Housing Source: Census Bureau ACS 2009-2013 x 61% Owner Occupied x 39% Renter Occupied Acres of Parks - 425 Miles of Trails - 34.7 paved oﬀ-street Median Household Income - $66,544 Source: Census Bureau ACS 2009-2013 Top Employers x 1,054 Sun Prairie Schools x 781 QBE x 295 Prairie AthleƟc Club x 241 Veyance Technologies x 250 FronƟer x 226 Woodman's Food Market x 225 Wisconsin Distributors x 213 City of Sun Prairie x 212 Copp's Grocery x 210 Walmart iv 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 City department heads as spe cified 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 General Fund Operating Budget 2014 2010 Estimate Census Madison 245,691 233,209 Sun Prairie 31,752 29,364 Fitchburg 27,154 25,260 Middleton 18,671 17,442 Stoughton 13,039 12,611 Verona 12,003 10,619 Monona 7,859 7,533 Edgerton* 5,513 5,461 General Fund Madison 273,465,954 Ex Bdgt Sun Prairie 22,176,805 Fitchburg 19,684,246 Middleton 24,539,559 Stoughton 14,856,001 Ex Bdgt Verona 7,348,000 Monona 5,480,290 Edgerton* 3,394,772 Property Tax Rate City Limits Rate Per $1,000 Madison 9.5000 Stoughton 8.6200 Sun Prairie 8.3433 Fitchburg 8.2880 Edgerton* 7.6281 Verona 6.7052 Middleton 6.5900 Monona 6.2090 Square Miles Madison 84.70 Fitchburg 35.21 Sun Prairie 12.25 Middleton 9.12 Verona 6.36 Stoughton 5.09 Edgerton* 4.14 Monona 3.35 *‐ Edgerton is in both Rock County and Dane County City of Sun Prairie Community Profile v Citizens of Sun Prairie Population: 31,810 Mayor City Council (8 Members) Municipal Judge City Administrator Aaron Oppenheimer Sun Prairie Utilities Rick Wicklund Fire Department Chris Garrison Administrative Services Connie Dekemper Police Department Patrick Anhalt Community Development Scott Kugler Public Works Lee Igl Waste Water Treatment Plant John Krug City Attorney Mark Leonard Library Svetha Hetzler EMS Kep Anderson Recreation Jana Stephens Engineering Daryl Severson Economic Development Neil Stechschulte Finance Kristin Vander Kooi City Clerk Diane Hermann- Brown City Assessor Debbie Mason IT Paul Watkins Planning Scott Kugler Building Inspection Dennis Allen Building Maintenance Dennis Allen Human Resources Brenda Sukenik Museum Dennis Erickson Aquatic Center Jana Stephens Media Center Jeffrey Robbins Tourism Neil Stechschulte BID Neil Stechschulte Park Maintenance / Forestry Lee Igl vi CITY OF SUN PRAIRIE 2016 APPROVED BUDGET TABLE OF CONTENTS TAB DESCRIPTION I Executive Summary Budget Initiative Summary ................................................................................................. 1 Approved Budget Amendments ......................................................................................... 3 Resolutions and Public Notices ........................................................................................... 5 Summary of Local Property Taxes ...................................................................................... 9 City Fund List ..................................................................................................................... 11 II Revenues and Expenditures Summary General Fund Revenues .................................................................................................... 12 General Fund Expenditures .............................................................................................. 15 Personnel Costs Summary ................................................................................................ 18 III General Fund Department Budgets Mayor and City Council ..................................................................................................... 19 City Council ....................................................................................................................... 21 Municipal Court ................................................................................................................ 23 City Attorney ..................................................................................................................... 25 City Administrators Office ................................................................................................. 31 Administrative Services ..................................................................................................... 34 Police Department ............................................................................................................ 53 Fire Department ................................................................................................................ 66 Emergency Medical Service .............................................................................................. 77 Public Works Department ................................................................................................. 75 Engineering ....................................................................................................................... 89 Public Library ..................................................................................................................... 95 Seniors ............................................................................................................................. 100 Cem etery ......................................................................................................................... 104 Youth Programs .............................................................................................................. 106 Youth and Families .......................................................................................................... 107 Recreation ....................................................................................................................... 108 Community Development ............................................................................................... 121 Economic Development .................................................................................................. 132 Transfers ......................................................................................................................... 136 IV Special Revenue Funds Special Revenue Fund Transit Commission ................................................................................................... 137 Tourism Commission ................................................................................................. 140 vii TAB DESCRIPTION Police Programs ........................................................................................................ 143 Library Programs ....................................................................................................... 144 Museum Programs .................................................................................................... 145 Westside Transportation Impact Fee ............................................................................. 146 Sun Prairie Media Center Fund ....................................................................................... 148 Refuse and Recycle Fund ................................................................................................ 158 Wisconsin Development Fund ........................................................................................ 161 Park Improvement Fund ................................................................................................. 163 Street Tree Fund ............................................................................................................. 165 V Capital Proj ects Fund Summary ......................................................................................................................... 166 Tax Increment Financing Districts No. 7, 8, 9 and 11 ..................................................... 170 VI Debt Service Fund General Debt Service Budget .......................................................................................... 182 Tax Increment Financing District No. 6 ........................................................................... 187 VII Enterprise Funds Sun Prairie Utilities Commission (Water and Light)........................................................ 190 Water Pollution Control Facility ...................................................................................... 245 Stormwater Utility .......................................................................................................... 250 Fleet In‐service Fund ....................................................................................................... 256 VIII Component Units Business Improvement District ....................................................................................... 261 Community Development Authority .............................................................................. 264 IX Appendix A ‐ Line Item Budget ........................................................................................................ 266 viii CITY OF SUN PRAIRIE 2016 APPROVED BUDGET 2016 Budget Initiative Summary Oustside Traffic Imp. Fee Capital Imprv Department Council Council Approved Dept Description Total Revenues Fund Park Fund Fund Requested Approved Tax Levy Municipal Court 1W a g e Increase for Judge 620 ‐ ‐ ‐ ‐ 620 620 620 620$ ‐ $ ‐ $ ‐ $ ‐ $ 620$ 620$ 620$ Clerk's Office/Elections 1W a g e Increase for Election Officials 12,552 12,552 12,552 12,552 2 Election Assistance & Extended 2,518 839 2,518 2,518 3L a t e Processing Fees ‐ ‐ ‐ ‐ ‐ 4O p e r a t o r License Fee Increase (3,360) (3,360) (3,360) (3,360) (3,360) 5S p e c i a l Assessment Rush Fee (2,400) (2,400) (2,400) (2,400) (2,400) 6 Tobacco License In crease (2,040) (2,040) (2,040) (2,040) (2,040) 7P a c k a g e Tracking System 4,887 ‐ ‐ ‐ ‐ 4,887 ‐ ‐ 8 Agenda Management Software (Alder Guyant Initiative) 8,448 ‐ ‐ ‐ ‐ ‐ ‐ ‐ 20,605$ (7,800)$ ‐$ ‐ $ ‐$ 10,478$ 7,270$ 7,270$ Administration 1 Community Outreach and Communications Coordinator (May 1st) 29,313 ‐ ‐ ‐ ‐ 29,313 ‐ ‐ 29,313$ ‐$ ‐$ ‐$ ‐$ 29,313$ ‐$ ‐$ Human Resources 1D i v e r s i t y 20,500 ‐ ‐ ‐ ‐ 11,500 11,500 11,500 20,500$ ‐ $ ‐ $ ‐ $ ‐ $ 11,500$ 11,500$ 11,500$ Finance 1T y l e r Investment Assessment 9,565 ‐ ‐ ‐ ‐ 9,565 7,174 7,174 2 Financial Management Plan (Mayor's Initiative) 21,000 ‐ ‐ ‐ ‐ ‐ 17,640 17,640 30,565$ ‐$ ‐$ ‐$ ‐$ 9,565$ 24,814$ 24,814$ Police Department 1 School Liason Officer 26,336 18,435 ‐ ‐ ‐ 26,336 26,336 7,901 2 Crossing Guard at Bird St & Stonehaven (Alder Connors 2,975 ‐ ‐ ‐ ‐ ‐ ‐ ‐ 26,336$ 18,435$ ‐$ ‐$ ‐$ 26,336$ 26,336$ 7,901$ Emergency Medical Service 1I n c r e a s e LTE Paramedic Wage 17,495 ‐ ‐ ‐ ‐ 17,495 17,495 17,495 17,495$ ‐ $ ‐ $ ‐ $ ‐ $ 17,495$ 17,495$ 17,495$ Public Works 1 Audible Pedestrian Crossing Buttons 10,000 10,000 10,000 10,000 ‐ 2 Beautification of Street Medians 25,000 25,000 10,000 10,000 3 Additional PT Employee 22,500 22,500 22,500 6,750 4 Barricade Rental Fee (180) (180) ‐ ‐ ‐ (180) (180) (180) 57,320$ (180)$ ‐ $ ‐ $ 10,000$ 57,320$ 42,320$ 16,570$ Engineering 1A u t o m a t i c Level 2,500 2,500 2,500 1,500 2R e i n e r ‐O'Keeffe Signal Study 3,000 ‐ 1,953 ‐ ‐ 3,000 3,000 1,047 5,500$ ‐ $ 1,953$ ‐ $ ‐ $ 5,500$ 5,500$ 2,547$ Library 1 FT Teen Librarian 31,867 31,867 31,867 31,867 2 Library Materials Increase 26,000 26,000 5,000 5,000 3 Training and Workshops 5,000 ‐ ‐ ‐ ‐ 5,000 ‐ ‐ 62,867$ ‐ $ ‐ $ ‐ $ ‐ $ 62,867$ 36,867$ 36,867$ Youth & Families Commission 1 Community School Director 60,000 ‐ ‐ ‐ ‐ 60,000 30,000 30,000 60,000$ ‐ $ ‐ $ ‐ $ ‐ $ 60,000$ 30,000$ 30,000$ Health and Human Services 1 Colonial Club Facility Assistance (Mayor's Initiative) 25,000 ‐ ‐ ‐ ‐ 25,000 10,000 10,000 25,000$ ‐$ ‐$ ‐$ ‐$ 25,000$ 10,000$ 10,000$ 1 CITY OF SUN PRAIRIE 2016 APPROVED BUDGET 2016 Budget Initiative Summary Oustside Traffic Imp. Fee Capital Imprv Department Council Council Approved Dept Description Total Revenues Fund Park Fund Fund Requested Approved Tax Levy Parks Maintenance 1B a l l Diamond Drag 3,500 3,500 3,500 3,500 ‐ 2K a i V a c System 4,000 4,000 4,000 4,000 ‐ 3W i n d Screen‐ Pickle Ball 12,000 12,000 12,000 ‐ ‐ 4P a r k s / O p e n Space Plan 30,000 30,000 30,000 30,000 ‐ 5S . Bird St. Sidewalk Installation 36,000 36,000 36,000 ‐ ‐ 6 Sheehan Park Bike Path Installation 20,000 ‐ ‐ 20,000 ‐ 20,000 20,000 ‐ 7 Str eet Tree Fee Increase (634) ‐ ‐ (634) ‐ (634) (8,359) ‐ 105,500$ ‐ $ ‐ $ 104,866$ ‐ $ 105,500$ 49,141$ ‐ $ Forestry 1 ISA Arborist Certification and WAA 850 850 850 850 2 WAA and ISCA Memberships 580 ‐ ‐ ‐ ‐ 580 580 580 1,430$ ‐ $ ‐ $ ‐ $ ‐ $ 1,430$ 1,430$ 1,430$ Planning 1 Comprehensive Plan Update 65,000 65,000 ‐ ‐ 2N a t i o n a l APA Conference 1,500 1,500 1,500 1,500 3R e v i v e TIF 8 FIG Program 50,000 ‐ ‐ ‐ ‐ 50,000 50,000 ‐ 116,500$ ‐ $ ‐ $ ‐ $ ‐ $ 116,500$ 51,500$ 1,500$ Economic Development 1 Marketing 2,800 2,800 2,800 2,800 2 Contractual/Professional Services 7,500 7,500 7,500 7,500 3 Meetings & Training 9,450 9,450 9,450 1,738 4 Xceligent Property Listing 3,600 ‐ ‐ ‐ ‐ 3,600 ‐ ‐ 23,350$ ‐ $ ‐ $ ‐ $ ‐ $ 23,350$ 19,750$ 12,038$ Sun Prairie Media Center 1 Studio Cameras and TriCaster Mini 40,000 40,000 40,000 ‐ 2 Reclassify Production Coordinator to 9,800 ‐ ‐ ‐ ‐ 9,800 9,800 ‐ 49,800$ ‐ $ ‐ $ ‐ $ ‐ $ 49,800$ 49,800$ ‐ $ Wastewater Treatment Plan 1C l e a n South Digester 80,000 80,000 80,000 ‐ 2 Biosolid Hauling 38,000 38,000 38,000 ‐ 3 Sewer Lateral Inspections 25,000 25,000 25,000 ‐ 4C M O M 15,000 15,000 15,000 ‐ 5E n d Loader Tire Replacement 10,300 10,300 10,300 ‐ 6P o r t a b l e Hoist 3,200 3,200 3,200 ‐ 7U P S Fan and Capacitor Replacement 6,300 ‐ ‐ ‐ ‐ 6,300 6,300 ‐ 8 A bandon Uplands Lift Station 37,000 ‐ ‐ ‐ ‐ 37,000 37,000 ‐ 214,800$ ‐ $ ‐ $ ‐ $ ‐ $ 214,800$ 214,800$ ‐ $ Stormwater 1 Manhole Cutter 24,000 24,000 24,000 ‐ 2H y d r o CAD Upgrade 792 ‐ ‐ ‐ ‐ 792 792 ‐ 24,792$ ‐ $ ‐ $ ‐ $ ‐ $ 24,792$ 24,792$ ‐ $ GRAND TOTAL ‐ ALL INITIATIVES 892,293$ 10,455$ 1,953$ 104,866$ 10,000$ 852,166$ 623,935$ 180,551$ 2 City of Sun Prairie 2016 Budget Summary of Budget Amendments Expenditures Revenues Fund Balance Tax Levy ERP NOTES Amendment 1 City Adminsitrators initiative and base budget Wage Increase for Election Officials 6,276 6,276 yes Election Assistance & Extended Hours (5:00) 839 839 yes Increase Operator License Fee 3,360 (3,360) yes Increase Special Assessment Rush Fee 2,400 (2,400) yes Increase Tobacco License Fee 2,040 (2,040) yes Purchase Package Tracking System 4,886 4,886 yes Add Community Outreach and Coordinator 29,313 29,313 yes Diversity and Retention initiatives 20,500 20,500 yes Tyler Investment Assessment 9,565 7,174 yes Addt'l School Liason Officer 26,336 18,435 7,901 yes Increase LTE Parametic Wages 17,495 17,495 yes Audible Pedestrian Crossing Buttons 10,000 10,000 yes Beautification of Street Medians 10,000 10,000 yes Additional PT Employee 22,500 15,750 6,750 yes Barricade Rental Fee 180 (180) yes Automatic Level 2,500 1,000 1,500 yes Reiner-O'Keeffe Signal Study 3,000 1,953 1,047 yes FT Teen Librarian 23,901 23,901 yes ISA Arborist 850 850 yes WAA and ISCA Memberships 580 580 yes Comprehensive Plan Update 65,000 65,000 yes National APA Conference 1,500 1,500 yes Marketing - Economic Development 2,800 2,800 y e s Contractual Professional Services 7,500 7,500 yes Meetings & Training 9,450 7,713 1,738 yes Xceligent Property Listing 3,600 2,880 720 yes Ball Diamond Drag 3,500 Park Fund Pickle Ball Wind Screen 12,000 Park Fund KaiVac System 4,000 Park Fund Parks/Open Space Plan 30,000 Park Fund Sheehan Park Bike Path Installation 20,000 Park Fund Street Tree Fund Increase 634 Street Tree Fund Studio Cameras for SPMC 40,000 Sun Prairie Media Center Fund Reclassify Production Coordinator Position 9,800 Sun Prairie Media Center Fund Clean South Digester WWTP 80,000 Water Pollution Control Facility Biosolid Hauling 38,000 Water Pollution Control Facility Sewer Lateral Inspections 25,000 Water Pollution Control Facility CMOM 15,000 Water Pollution Control Facility End Loader Tire Replacement 10,300 Water Pollution Control Facility Portable Hoist 3,200 Water Pollution Control Facility UPS Fan And Capacitor 6,300 Water Pollution Control Facility Abandon Uplands Lift Station 37,000 Water Pollution Control Facility Manhole Cutter 24,000 Stormwater Fund Hydro CAD Upgrade 792 Stormwater Fund Amendment 2 Remove Community Outreach Coordinator (29,313) - (29,313) yes Amendment 3 Add Community Schools Funding 60,000 60,000 Yes Amendment 4 Remo ve Pachage Tracking System (4,887) (4,887) Yes Amendment 5 Increase Street Tree charge to $325.00 - - - no Tree Fund Amendment 6 Move Audible Crossing Buttons to CIP (10,000) (10,000) yes To CIP Amendment 7 Only fund half of the Comprehensive Plan Update (32,500) (32,500) Yes Amendment 8 Add Façade Grant in TIF 8 50,000 - - no TIF 8 Amendment 9 Remove Xceligent Program (720) (720) Yes Amendment 10 Increase Library materials 5,000 - 5,000 yes Amendment 11 Start Teen Librarian full time on 1/1/2016 7,966 - 7,966 yes 3 City of Sun Prairie 2016 Budget Summary of Budget Amendments Expenditures Revenues Fund Balance Tax Levy ERP NOTES Amendment 12 Financial Management Plan 21,000 3,360 17,640 yes Amendment 13 Judge Wage Increase 620 - 620 yes Amendment 14 Increase Absentee Voting to 7:00 pm 1,679 - - 1,679 yes Amendment 15 Increase Election Workers Wages 6,276 6,276 yes Amendment 16 Remove Pickle Ball Windscreen (12,000) Park Fund Amendment 17 - - yes General Fund Increase Rush Fee to $150 - Amendment 18 Remove a portion of the Diversity Initiative (9,000) (9,000) Yes Amendment 19 Decrease Community Schools (30,000) (30,000) Yes Amendment 20 Remove Comprehensive Plan Update (32,500) (32,500) Yes Amendment 21 Increase annual funding to Colonial Club 10,000 10,000 Yes CAPITAL PROJECTS FUND Amendment 22 Move portion of Park St and Market St project to Cap Projects 50,000 - - - TIF 8 TOTAL AMENDMENTS 688,904$ 59,705 $ - $ 180,551$ 4 5 Projected Projected Property 2016 Beginning 2016 Ending Tax Levy FUND TYPE Fund Balance Revenues Expenditures Fund Balance Contribution GENERAL FUND 9,715,751$ 22,176,805$ 22,176,805$ 9,715,751$ 13,546,268$ SPECIAL REVENUE FUNDS Park Improvement Fund 1,096,182 116,000 336,160 876,022 - Street Tree Fund 204,618 48,359 110,000 142,977 - WDF-Revolving Loan Fund 97,498 16,151 - 113,649 - Special Revenue Fund 20,300 910,760 922,418 8,642 - Sun Prairie Media Fund 289,903 364,000 372,738 281,165 - Transportation Impact Fee Fund 2,363,883 461,500 151,551 2,673,832 - Sanitation Fund 4,515 1,278,591 1,278,591 4,515 - Library Trust Fund 79,884 50,000 50,000 79,884 - SPECIAL REVENUE FUNDS 4,156,783 3,245,361 3,221,458 4,180,686 - CAPITAL PROJECTS FUNDS Capital Projects 151,823 5,584,453 5,595,500 140,776 - TIF No. 7 1,948,303 920,148 595,523 2,272,928 - TIF No. 8 (1,082,541) 2,445,296 2,549,184 (1,186,429) - TIF No. 9 (1,108,079) 551,149 348,100 (905,030) - TIF No. 10 (44,697) - 4,150 (48,847) - TIF No. 11 (17,200) 4,000 57,680 (70,880) Development Projects (106,485) 40,000 40,000 (106,485) - CAPITAL PROJECTS FUNDS (258,876) 9,545,046 9,190,137 96,033 - DEBT SERVICE FUNDS Debt Service Fund (7,014) 6,688,652 6,688,652 (7,014) 6,648,847 TIF No. 6 (103,755) 164,108 167,828 (107,475) - DEBT SERVICE FUNDS (110,769) 6,852,760 6,856,480 (114,489) 6,648,847 ENTERPRISE FUNDS Fleet Inservice 225,046 2,019,642 2,008,979 235,709 Water Pollution Control 8,031,929 4,174,500 5,921,909 6,284,520 - Stormwater Utility 1,941,597 5,646,620 6,040,086 1,548,131 - Water & Light 14,850,487 35,662,171 33,290,457 17,222,201 - ENTERPRISE FUNDS 24,824,013 47,502,933 47,261,431 25,054,852 - COMPONENT UNITS Business Improvement District 67,343 139,500 139,500 67,343 - Community Development Authority 532,489 341,701 341,701 532,489 - COMPONENT UNITS 599,832 481,201 481,201 599,832 - GRAND TOTALS 39,030,489$ 89,804,106$ 89,187,512$ 39,640,140$ 20,195,115$ TOTAL CITY PROPERTY TAX LEVY CONTRIBUTION 20,195,115$ ALL FUND TYPES 2016 APPROVED BUDGET CITY OF SUN PRAIRIE 2016 APPROVED BUDGET SUMMARY 6 7 % CHANGE 2015 2015 2016 2016 INCREASE REVENUES ESTIMATED BUDGET RECOMMENDED APPROVED (DECREASE) Taxes (Other than Property) 20,000$ 123,650$ 125,150$ 125,150$ Special Assessments 700 20,000 11,000 11,000 Intergovernmental Revenues 3,837,379 3,741,817 3,842,291 3,893,445 Licenses & Permits 464,644 577,020 528,320 536,300 Fines, Forfeitures & Penalties 194,835 202,000 200,000 200,000 Public Charges for Services 1,303,502 1,279,350 1,099,870 1,302,550 Interest & Miscellaneous 928,590 441,316 431,848 431,848 Other Financing Sources 1,906,313 2,045,028 2,093,594 2,130,244 TOTAL REVENUES 8,655,963 8,430,181 8,332,073 8,630,537 2.38% EXPENDITURES General Government 204,283 206,029 210,198 210,818 City Attorney's Department 569,241 506,095 521,568 533,068 City Administrator's Office 249,106 249,106 256,093 256,093 Administrative Services 2,378,310 2,504,800 2,750,185 2,773,129 Police Department 7,132,157 7,282,824 7,311,931 7,391,677 Fire Department 693,713 859,470 910,770 910,770 Emergency Medical Services 1,574,137 1,538,913 1,586,676 1,604,171 Public Works 3,272,900 3,160,659 3,104,493 3,138,423 Engineering 648,885 630,731 615,446 616,946 Library 1,629,146 1,655,423 1,702,867 1,739,734 Health & Human Services 189,757 186,000 187,170 227,170 Recreation 766,055 760,280 495,971 776,571 Community Development 1,289,315 1,302,960 1,292,960 1,284,460 Economic Development 191,754 192,513 189,626 201,664 Transfers to Other Funds 414,110 804,040 173,947 173,947 Contingency Fund ‐ 100,711 404,818 338,165 TOTAL EXPENDITURES 21,202,870 21,940,554 21,714,718 22,176,805 1.08% Excess (Deficiency) of Revenues Over Expenditures (12,546,907) (13,510,373) (13,382,645) (13,546,268) Surplus Funds Applied ‐ 439,178 ‐ ‐ Local Property Taxes 12,902,100 13,007,745 13,382,645 13,546,268 4.14% NET SURPLUS (DEFICIT) 355,193 (63,450) (0) (0) Fund Balance‐Beginning of Year 9,360,558 9,360,558 9,715,751 9,715,751 Fund Balance‐End of Year (*Est.) 9,715,751$ 9,297,108$ 9,715,751$ 9,715,750$ CITY OF SUN PRAIRIE 2016 BUDGET DOCUMENT 8 City of Sun Prairie 2016 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 435,497 0.1709966 0.80% County 8,075,943 3.1709970 4.70% Sun Prairie School District 32,653,729 12.8376852 0.30% Madison Area Tech College 2,379,761 0.9344067 0.10% City of Sun Prairie 21,249,832 8.3436888 ‐1.70% 64,794,762 25.457774 ‐ 0.20% Less: State School Credit 5,323,041 2.090078 7.20% Net Rate 59,471,721 23.367697 ‐ 0.80% State 1% County 13% Sun Prairie School District 46% Madison Area Tech College 4% City of Sun Prairie 36% 2015‐2016 Property Tax Distribution 9 City of Sun Prairie 2016 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 435,497 0.1709966 0.80% County 8,075,943 3.1709970 4.70% DeForest School District 36,389 11.2620346 0.30% Madison Area Tech College 2,379,761 0.9344067 0.10% City of Sun Prairie 21,249,832 8.3436888 ‐1.70% 32,177,422 23.8821238 ‐ 0.20% Less: State School Credit 5,323,041 2.0900777 7.20% Net Rate 26,854,381 21.7920461 ‐0.80% State 1% County 15% DeForest School District 42%Madison Area Tech College 4% City of Sun Prairie 38% 2015‐2016 Property Tax Distribution 10 CITY OF SUN PRAIRIE 2016 APPROVED BUDGET CITY FUND LIST GENERAL FUND SPECIAL REVENUE FUNDS GENERAL GOVERNMENT FUND # FUND 200 SPECIAL REVENUE 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 150 ADMINISTRATION 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 510 TIF DISTRICT NO. 10 FUND DEPT # DEPARTMENT 511 TIF DISTRICT NO. 11 FUND 310 PUBLIC WORKS 330 ENGINEERING DEBT SERVICE FUNDS CULTURE, RECREATION, CONSV, DEVELOPMENT DEPT # DEPARTMENT FUND # FUND 520 LIBARARY 300 DEBT SERVICE FUND 530 MUSEUM 506 TIF DISTRICT NO. 6 FUND 541 SENIOR CITIZEN PROGRAM 542 YOUTH & FAMILIES 545 YOUTH PROGRAMS ENTERPRISE FUNDS 549 CEMETERY 550 PARKS & RECREATION FUND # FUND 550 FAMILY AQUATIC CENTER 610 WASTEWATER UTILITY 610 PLANNING 650 STORMWATER UTILITY 620 ECONOMIC DEVELOPMENT 699 SUN PRAIRIE UTILITIES 650 FORESTRY 700 FLEET INSERVICE FUND 11 THIS PAGE LEFT BLANK INTENTIONALLY CITY OF SUN PRAIRIE 2016 APPROVED BUDGET GENERAL FUND REVENUES BY FUNCTION 2016 2016 2016 2013 2014 AMENDED REQUESTED COMMITTEE APPROVED ACTUALS ACTUALS PROJECTED BUDGET BUDGET BUDGET BUDGET TAXES (EXCLUDING LEVY) 115,660 128,670 20,000 123,650 125,150 125,150 125,150 SPECIAL ASSESSMENTS 14,539 39,359 700 20,000 11,000 11,000 11,000 LICENSES AND PERMITS 497,035 554,216 464,644 577,020 528,320 536,300 536,300 FINES,FORFEITS & PENALTIES 214,561 212,879 194,835 202,000 200,000 200,000 200,000 PUBLIC CHARGES FOR SERVICES 1,676,580 2,437,079 1,303,502 1,279,350 1,099,870 1,302,550 1,302,550 INVESTMENT INCOME 23,346 12,962 42,383 40,000 40,000 40,000 40,000 MISCELLA NEOUS REVENUE 539,792 524,716 886,207 401,316 391,848 391,848 391,848 OTHER FINANCING SOURCES 1,771,886 1,924,204 1,906,313 2,045,028 2,093,594 2,130,244 2,130,244 LOCAL REVENUES 4,853,399 5,834,085 4,818,584 4,688,364 4,489,782 4,737,092 4,737,092 INTERGOVERNMENTAL REVENUE 3,586,067 3,744,368 3,837,379 3,741,817 3,842,291 3,893,445 3,893,445 TOTAL REVENUES 8,439,466 9,578,453 8,655,963 8,430,181 8,332,073 8,630,537 8,630,537 USE OF FUND BALANCE ‐ ‐ ‐ 439,178 ‐ ‐ ‐ TOTAL REVENUE & FUND BALANCE 8,439,466 9,578,453 8,655,963 8,869,359 8,332,073 8,630,537 8,630,537 GENERAL PROPERTY TAX LEVY 12,475,499 12,741,648 12,902,100 13,007,745 13,382,645 13,556,268 13,546,268 TOTAL SOURCES 20,914,965 22,320,101 21,558,063 21,877,104 21,714,718 22,186,805 22,176,805 2015 Local Revenue 18% Intergovt Payments 32% Fund Balance 0% Property Taxes 50% 2016 Requested Budget ‐ Funding Sources by Major Category Local Revenue 21% Intergovt Payments 17% Fund Balance 2% Property Taxes 60% 2015 Amended Budget ‐ Funding Sources by Major Category 12 CITY OF SUN PRAIRIE 2016 APPROVED BUDGET GENERAL FUND REVENUES 2013 2014 2015 2015 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET APPROVED (DECREASE) PROPERTY TAXES GENERAL PROPERTY TAXES 10004000‐401000 12,475,499$ 12,741,648$ 13,007,745$ 13,007,745$ 13,546,268$ 538,523$ ILLEGAL TAXES 10004000‐401500 ‐ ‐ (106,189) ‐ ‐ ‐ PROPERTY TAX CHARGEBACKS 10004000‐403000 ‐ ‐ 544 ‐ ‐ ‐ SUB‐TOTAL 12,475,499 12,741,648 12,902,100 13,007,745 13,546,268 538,523 OTHER TAXES PUBLIC ACCOMODATION TAX 10004100‐414000 19,329 18,846 18,000 16,000 17,150 1,150 PAYMENTS IN LIEU OF TAXES 10004100‐415000 95,377 109,109 ‐ 105,650 106,500 850 INTEREST AND PENALTY ON TAXES 10004100 ‐418000 954 715 2,000 2,000 1,500 (500) SUB‐TOTAL 115,660 128,670 20,000 123,650 125,150 1,500 SPECIAL ASSESSMENTS INTEREST SPECIAL ASSESSMENTS 10004200 ‐428000 10,824 1,279 700 10,000 1,000 (9,000) DELQ SA HELD BY COUNTY 10004200‐429000 3,715 38,081 ‐ 10,000 10,000 ‐ SUB‐TOTAL 14,539 39,359 700 20,000 11,000 (9,000) INTERGOVERNMENTAL REVENUE FEDERAL GRANTS ‐ POLICE 10004300‐432205 900 ‐ 2,088 ‐ ‐ ‐ STATE SHARED REVENUE 10004300‐434100 682,940 694,715 691,616 691,616 690,658 (958) STATE EXPENDITURE RESTRAINT 10004300‐434200 606,516 584,773 569,947 569,946 570,852 906 STATE AID ‐ EXEMPT COMPUTERS 10004300 ‐434300 212 292,309 373,372 290,000 370,000 80,000 STATE FIRE INSURANCE TAX 10004300‐434400 81,469 93,388 89,386 92,000 89,000 (3,000) STATE GRANTS ‐ GENERAL 10004300‐435000 ‐ ‐ 4,870 ‐ ‐ ‐ STATE GRANTS ‐ POLICE 10004300‐435210 10,331 10,450 9,455 9,500 9,000 (500) STATE GRANTS ‐ PUBLIC WORKS 10004300 ‐435220 9,747 9,747 ‐ ‐ ‐ STATE GRANTS ‐ EMS 10004300‐435230 6,869 4,617 4,643 6,800 4,000 (2,800) STATE AID ‐ ROAD ALLOTMENT 10004300‐435310 1,548,866 1,414,562 1,482,017 1,482,017 1,514,344 32,327 STATE AID ‐ CONNECTING STREETS 10004300 ‐435330 53,645 53,755 54,117 54,117 54,509 392 STATE GRANTS ‐ RECYCLING 10004300‐435450 47,056 47,104 ‐ ‐ ‐ ‐ COUNTY AID ‐ LIBRARY 10004300‐437520 403,285 399,292 406,576 406,576 424,118 17,542 SCHOOL DISTRICT ‐ PD LIASION 10004300‐438210 138,277 139,657 139,545 139,245 166,964 27,719 MISCELLANEOUS GRANTS 10004300‐438215 5,701 ‐ ‐ ‐ ‐ ‐ SUB‐TOTAL 3,586,067 3,744,368 3,837,379 3,741,817 3,893,445 151,628 LICENSES AND PERMITS LIQUOR & MALT BEV. LICENSES 10004400‐441100 25,861 28,149 32,683 27,200 28,000 800 BARTENDER LICENSES 10004400‐441150 9,597 10,793 11,503 9,000 13,360 4,360 CIGARETTE LICENSES 10004400‐441200 800 920 1,083 820 3,040 2,220 ELECTRICAL CONTRACTOR LICENSES 10004400‐441300 4,770 ‐ ‐ ‐ ‐ ‐ OTHER BUSINESS LICENSES 10004400‐441900 8,483 6,332 6,508 6,500 6,000 (500) DOG LICENSES 10004400‐442200 8,441 9,502 9,131 10,000 9,000 (1,000) BUILDING PERMITS 10004400‐443100 147,018 146,377 114,273 165,000 155,000 (10,000) OCCUPANCY PERMITS 10004400‐443150 13,225 9,225 8,225 10,000 8,000 (2,000) PLUMBING PERMITS 10004400‐443200 68,543 70,915 49,557 75,000 65,000 (10,000) ELECTRICAL PERMITS 10004400‐443300 72,703 75,959 60,852 85,000 70,000 (15,000) HVAC PERMITS 10004400‐443400 70,685 74,420 55,096 85,000 70,000 (15,000) STREET OPENING PERMITS 10004400‐443500 8,950 21,600 18,792 12,000 15,000 3,000 STORMWATER EROSION CONT FEE 10004400‐443852 33,174 35,954 28,533 30,000 30,000 ‐ ZONING AND PLAT APPROVAL FEES 10004400‐444100 13,492 39,095 40,929 35,000 35,000 ‐ OTHER PERMITS AND FEES 10004400‐449300 11,293 24,976 21,479 20,000 22,400 2,400 WEIGHTS & MEASURES 10004400‐449400 ‐ ‐ 6,000 6,500 6,500 ‐ SUB‐TOTAL 497,035 554,216 464,644 577,020 536,300 (40,720) FINES, FOREFEITS, AND PENALTIES COURT PENALTIES AND COSTS 10004500‐451100 147,503 164,101 140,862 150,000 150,000 ‐ PARKING VIOLATIONS 10004500‐451300 67,058 48,778 53,973 52,000 50,000 (2,000) SUB‐TOTAL 214,561 212,879 194,835 202,000 200,000 (2,000) PUBLIC CHARGES FOR SERVICES CLERK FEES 10004600‐461400 45,024 35,023 36,595 35,000 35,000 ‐ INFORMATION TECHNOLOGY FEES 10004600‐461800 53 40 177 100 100 ‐ POLICE DEPARTMENT FEES 10004600‐462100 14,602 14,329 22,518 8,000 14,000 6,000 POLICE LIFESKILLS FEES 10004600‐462102 5,785 ‐ ‐ ‐ ‐ ‐ POLICE ANIMAL POUND FEES 10004600‐462105 390 360 193 400 250 (150) AMBULANCE FEES 10004600‐462300 729,350 869,939 777,074 754,000 775,000 21,000 EMS TOWNSHIPS CHARGES 10004600‐462305 51,451 54,239 53,900 54,000 58,020 4,020 BUILDING INSPECTION CHARGES 10004600 ‐462400 13,835 8,002 3,476 7,500 7,500 ‐ SEWER INSPECTION CHARGES 10004600‐462405 8,374 4,650 4,281 4,000 4,000 ‐ 13 CITY OF SUN PRAIRIE 2016 APPROVED BUDGET GENERAL FUND REVENUES 2013 2014 2015 2015 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET APPROVED (DECREASE) PUBLIC WORKS MISC CHARGES 10004600‐463100 9,328 7,495 15,100 5,500 7,180 1,680 RECYCLING CHARGES 10004600‐463200 405,819 415,601 ‐ ‐ ‐ ‐ REFUSE CHARGES 10004600‐463205 ‐ 637,406 ‐ ‐ ‐ ‐ APPLIANCE COLLECTION CHARGES 10004600 ‐463250 498 ‐ ‐ ‐ ‐ ‐ ENGINEERING MISC CHARGES 10004600‐463300 2,679 1,706 27 4,500 1,000 (3,500) ENGINEERING REVIEW FEES 10004600‐463305 1,084 8,878 11,521 6,500 8,000 1,500 PARKS MISCELLANEOUS CHARGES 10004600 ‐465500 14,789 15,285 15,100 15,000 15,000 ‐ FAMILY AQUATIC CENTER FEES 25504600‐465502 187,972 184,095 191,644 213,250 192,000 (21,250) SUMMER RECREATION FEES 10004600‐465503 129,771 125,309 101,896 125,000 125,000 ‐ WINTER RECREATION FEES 10004600‐465504 55,776 53,211 70,000 46,600 60,500 13,900 PLANNING MISC CHARGES 10004600‐466100 ‐ 410 ‐ ‐ ‐ ‐ ECONOMIC DEVEL MISC CHARGES 10004600‐466200 ‐ 1,100 ‐ ‐ ‐ ‐ SUB‐TOTAL 1,676,580 2,437,079 1,303,502 1,279,350 1,302,550 23,200 INVESTMENT INCOME INVESTMENT INCOME 10004700‐471000 23,346 12,962 42,383 40,000 40,000 ‐ SUB‐TOTAL 23,346 12,962 42,383 40,000 40,000 ‐ MISCELLANEOUS REVENUE MISCELLANEOUS RENTS 10004800‐482100 24,686 25,064 25,000 26,000 25,000 (1,000) SALE OF CITY PROPERTY 10004800‐483000 ‐ 4,300 ‐ ‐ ‐ ‐ POLICE AUCTION 10004800‐483100 ‐ ‐ ‐ 1,000 ‐ (1,000) SALE OF MATERIAL AND EQUIPMENT 10004800 ‐483200 128,575 130,938 62,000 ‐ ‐ ‐ PUBLIC WORKS CHARGEBACKS 10004800 ‐483400 ‐ 15 ‐ ‐ ‐ ‐ INSURANCE DIVIDEND & RECOVERY 10004800‐484000 106,921 78,244 69,028 60,000 35,000 (25,000) DONATIONS ‐ GENERAL 10004800‐485000 1,910 1,946 ‐ ‐ ‐ ‐ DONATIONS ‐ MUSEUM 10004800‐485530 ‐ ‐ 5,000 5,000 ‐ (5,000) DONATIONS ‐ PARKS & RECREATION 10004800 ‐485550 300 25 ‐ ‐ ‐ ‐ DONATIONS ‐ CONCERTS IN THE PA 10004800 ‐485552 1,635 1,120 1,050 1,000 1,000 ‐ CAMERA REPLACEMENT 10004800‐488102 ‐ 3,825 3,000 3,000 3,000 ‐ PAYMENT FROM CATV 10004800‐488510 11,526 11,177 9,054 9,054 13,789 4,735 UTILITY REIMBURSEMENT 10004800‐488800 60 ‐ ‐ ‐ ‐ ‐ PAYMENT FROM WWTP UTILITY 10004800‐488810 71,067 73,098 75,300 85,854 80,953 (4,901) PAYMENT FROM STORMWATER UTILTY 10004800 ‐488850 82,768 110,000 142,000 142,000 153,106 11,106 MISCELLANEOUS REVENUES 10004800‐489000 88,792 73,073 490,800 68,408 80,000 11,593 AG USE PENALTIES 10004800‐489200 21,552 11,892 3,975 ‐ ‐ ‐ SUB‐TOTAL 539,792 524,716 886,207 401,316 391,848 (9,468) OTHER FINANCING SOURCES CITY ATTORNEY CHARGEBACKS 10004900‐481300 ‐ 1,435 ‐ 2,500 ‐ (2,500) HUMAN RESOURCES CHARGEBACKS 10004900 ‐481550 3,000 5,000 5,000 ‐ 5,000 5,000 FINANCE CHARGEBACKS 10004900‐481600 2,000 2,000 ‐ ‐ ‐ ‐ FLEET LABOR CHARGEBACKS 10004900‐483110 16,723 20,593 ‐ ‐ ‐ ‐ ENGINEERING CHARGEBACKS 10004900‐483300 77,244 270,338 61,438 111,500 85,360 (26,140) ECONOMIC DEV CHARGEBACKS 10004900 ‐486210 ‐ ‐ ‐ 15,000 ‐ (15,000) TRANSFER IN 10004900‐492100 8,781 6,000 191,027 191,027 185,332 (5,695) TRANSFER IN ‐ PARK FUND 25504900‐492100 6,900 ‐ 30,000 75,001 20,900 (54,101) TRANSFER IN ‐ W&L PILOT 10004900‐492199 1,657,238 1,618,838 1,618,848 1,650,000 1,833,652 183,652 SUB‐TOTAL 1,771,886 1,924,204 1,906,313 2,045,028 2,130,244 85,216 FUND BALANCE APPLIED REPLACEMENT FUND ‐ ‐ ‐ 439,178 ‐ (439,178) SUB‐TOTAL ‐ ‐ ‐ 439,178 ‐ (439,178) GENERAL FUND REVENUES 20,914,965$ 22,320,101$ 21,558,063$ 21,877,104$ 22,176,805$ 299,702$ 14 THIS PAGE LEFT BLANK INTENTIONALLY CITY OF SUN PRAIRIE 2016 APPROVED BUDGET 2013 2014 2016 2016 2016 ACTUAL ACTUAL PROJECTED REQUESTED COMMITTEE APPROVED EXPENDITURES EXPENDITURES EXPENDITURES BUDGET BUDGET BUDGET BUDGET General Government 199,405 194,143 204,283 206,029 210,198 210,818 210,818 City Attorney's Department 566,756 514,168 569,241 506,095 521,568 533,068 533,068 City Administrator's Office 249,641 261,255 249,106 249,106 256,093 256,093 256,093 Administrative Services 2,302,868 2,404,982 2,378,310 2,504,800 2,750,185 2,773,129 2,773,129 Police Department 6,451,757 4,147,788 7,132,157 7,282,824 7,311,931 7,391,677 7,391,677 Fire Department 395,826 694,734 693,713 859,470 910,770 910,770 910,770 Emergency Medical Services 1,416,815 1,578,418 1,574,137 1,538,913 1,586,676 1,604,171 1,604,171 Public Works 5,074,018 4,973,949 3,272,900 3,160,659 3,104,493 3,138,423 3,138,423 Engineering 514,578 564,123 648,885 630,731 615,446 616,946 616,946 Library 1,510,938 1,682,367 1,629,146 1,655,423 1,702,867 1,739,734 1,739,734 Health & Human Services 179,364 187,099 189,757 186,000 187,170 237,170 227,170 Recreation 620,046 643,778 766,055 760,280 495,971 776,571 776,571 Community Development 1,131,108 1,068,139 1,289,315 1,302,960 1,292,960 1,284,460 1,284,460 Econom ic Development 102,187 110,659 191,754 192,513 189,626 201,664 201,664 20,715,307 19,025,602 20,788,760 21,035,803 21,135,953 21,674,693 21,664,693 Contingency/Fund Balance 3,017 517 - 100,711 173,947 173,947 173,947 Transfers 92,200 - 414,110 804,040 404,818 338,165 338,165 Total General Expenses 20,810,524 19,026,119 21,202,870 21,940,554 21,714,718 22,186,805 22,176,805 GENERAL FUND EXPENDITURES 2015 General Government 1% City Attorney's Department 2% City Administrator's Office 1% Administrative Services 13% Police Department 33% Fire Department 4% Emergency Medical Services 7% Public Works 14% Engineering 3% Library 8% Health & Human Services 1% Recreation 4% Community Development 6% Economic Development 1% Contingency/ Transfers 2% 2016 RECOMMENDED BUDGET ‐ GENERAL FUND EXPENDITURES BY FUNCTION 15 CITY OF SUN PRAIRIE 2016 APPROVED BUDGET GENERAL FUND EXPENDITURES BY DEPARTMENT 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) GENERAL GOVERNMENT DEPT MAYOR 110 41,067 38,951 39,987 39,987 38,837 38,837 (1,150) COUNCIL 115 62,765 58,832 65,156 64,406 68,001 68,001 3,595 MUNICIPAL COURT 120 95,573 96,360 99,141 101,636 103,360 103,980 2,344 SUB‐TOTAL 199,405 194,143 204,283 206,029 210,198 210,818 4,789 CITY ATTORNEY'S DEPARTMENT CITY ATTORNEY 130 302,086 244,654 250,054 219,902 228,366 228,366 8,464 HUMAN RESOURCES 155 264,670 269,514 319,187 286,193 293,202 304,702 18,509 SUB‐TOTAL 566,756 514,168 569,241 506,095 521,568 533,068 26,973 CITY ADMINISTRATOR'S OFFICE DEPT ADMINISTRATION 150 249,641 261,255 281,072 249,106 256,093 256,093 6,987 SUB‐TOTAL 249,641 261,255 281,072 249,106 256,093 256,093 6,987 ADMINISTRATIVE SERVICES DEPARTMENT CITY CLERK 140 226,181 207,298 215,729 228,028 233,892 236,410 8,382 ELECTIONS 140 18,630 60,412 26,954 37,305 113,310 125,862 88,557 FINANCE 160 441,805 511,952 541,715 491,307 494,715 519,517 28,211 RISK MANAGEMENT 165 342,006 346,993 371,229 355,150 425,440 408,512 53,362 ASSESSING 170 353,074 296,678 361,724 359,284 399,100 399,100 39,816 INFORMATION TECHNOLOGY 180 921,172 981,649 860,959 1,033,726 1,083,728 1,083,728 50,002 SUB‐TOTAL 2,302,868 2,404,982 2,378,310 2,504,800 2,750,185 2,773,129 268,329 POLICE DEPARTMENT DEPT POLICE DEPARTMENT 210 6,451,757 4,147,788 7,121,957 7,268,824 7,304,931 7,384,677 115,853 EMERGENCY MANAGEMENT 250 ‐ ‐ 10,200 14,000 7,000 7,000 (7,000) SUB‐TOTAL 6,451,757 4,147,788 7,132,157 7,282,824 7,311,931 7,391,677 108,853 FIRE DEPARTMENT FIRE DEPARTMENT 220 395,826 694,734 693,713 859,470 910,770 910,770 51,300 SUB‐TOTAL 395,826 694,734 693,713 859,470 910,770 910,770 51,300 EMERBENCY MEDICAL SERVICE EMERGENCY MEDICAL SERVICE 230 1,416,815 1,578,418 1,574,137 1,538,913 1,586,676 1,604,171 65,258 SUB‐TOTAL 1,416,815 1,578,418 1,574,137 1,538,913 1,586,676 1,604,171 65,258 PUBLIC WORKS DEPT PUBLIC WORKS DEPARTMENT 310 3,092,406 2,989,589 2,406,065 2,297,777 2,333,826 2,366,326 68,549 REFUSE & RECYCLING 320 1,358,511 1,418,394 ‐ ‐ ‐ ‐ ‐ PARKS AND MAINTENANCE 550 577,940 525,144 797,154 793,189 697,248 697,248 (95,941) FORESTRY 650 45,161 40,822 69,681 69,693 73,419 74,849 5,156 SUB‐TOTAL 5,074,018 4,973,949 3,272,900 3,160,659 3,104,493 3,138,423 (22,236) ENGINEERING DEPT ENGINEERING 330 514,578 564,123 648,885 630,731 615,446 616,946 (13,785) SUB‐TOTAL 514,578 564,123 648,885 630,731 615,446 616,946 (13,785) LIBRARY DEPT LIBRARY 520 1,510,938 1,682,367 1,629,146 1,655,423 1,702,867 1,739,734 84,311 SUB‐TOTAL 1,510,938 1,682,367 1,629,146 1,655,423 1,702,867 1,739,734 84,311 16 CITY OF SUN PRAIRIE 2016 APPROVED BUDGET GENERAL FUND EXPENDITURES BY DEPARTMENT 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) HEALTH & HUMAN SERVICES DEPT SENIOR CITIZENS PROGRAM 541 155,000 160,000 160,000 160,000 160,000 170,000 10,000 YOUTH & FAMILY COMMISSION 542 1,864 4,099 6,257 2,500 2,670 2,670 170 YOUTH PROGRAMS 545 15,000 15,000 15,000 15,000 15,000 45,000 30,000 CEMETERY 549 7,500 8,000 8,500 8,500 9,500 9,500 1,000 SUB‐TOTAL 179,364 187,099 189,757 186,000 187,170 227,170 41,170 RECREATION DEPT MUSEUM 530 30,132 28,658 39,833 42,480 47,647 47,647 5,167 RECREATION PROGRAMS 550 358,124 366,710 419,292 399,219 448,324 448,324 49,105 FAMILY AQUATIC CENTER 550 231,790 248,410 306,930 318,581 ‐ 280,600 (318,581) SUB‐TOTAL 620,046 643,778 766,055 760,280 495,971 776,571 (264,309) COMMUNITY DEVELOPMENT DEPT PLANNING 610 345,159 325,540 372,776 391,450 363,560 365,060 (26,390) BUILDING MAINTENANCE 320 431,833 386,836 554,374 544,819 511,100 501,100 (43,719) BUILDING INSPECTION 330 354,116 355,763 362,165 366,691 418,300 418,300 51,609 SUB‐ TOTAL 1,131,108 1,068,139 1,289,315 1,302,960 1,292,960 1,284,460 (18,500) ECONOMIC DEVELOPMENT DEPT ECONOMIC DEVELOPMENT 620 102,187 110,659 191,754 192,513 189,626 201,664 9,151 SUB‐TOTAL 102,187 110,659 191,754 192,513 189,626 201,664 9,151 TRANSFERS & CONTINGENCY DEPT TRANSFERS 690 92,200 ‐ 414,110 804,040 404,818 338,165 (465,875) PERSONNEL CONTINGENCY 150 3,017 517 ‐ 15,000 15,000 15,000 ‐ GENERAL CONTINGENCY 160 ‐ ‐ ‐ 85,711 158,947 158,947 73,236 SUB‐ TOTAL 95,217 517 414,110 904,751 578,765 512,112 (392,639) GENERAL FUND EXPENDITURES 20,810,524 19,026,119 21,234,836 21,940,554 21,714,718 22,176,805 (44,348) 17 THIS PAGE LEFT BLANK INTENTIONALLY 2015 FTE 2016 FTE Change 2015 2016 Change MAYOR & COUNCIL * * * 78,749 81,281 2,532 MUNICIPAL COURT 1.00 1.00 ‐ 89,567 91,840 2,273 CITY ATTORNEY 2.00 2.00 ‐ 200,535 196,141 (4,394) CITY CLERK & ELECTIONS 3.00 3.25 0.3 220,455 310,843 90,388 ADMINISTRATION 2.00 2.00 ‐ 223,995 224,081 86 HUMAN RESOURCES 2.50 2.50 ‐ 231,022 236,959 5,937 FINANCE 4.50 4.50 ‐ 394,770 405,937 11,167 ASSESSING 4.25 4.75 0.50 288,533 367,433 78,900 INFORMATION TECHNOLOGY 4.63 4.63 ‐ 458,530 492,192 33,662 BUILDING MAINTENANCE 2.00 2.00 ‐ 111,923 132,150 20,227 POLICE DEPARTMENT 72.40 72.90 0.50 6,225,498 6,420,891 195,393 EMERGENCY MEDICAL SERVICE 14.50 14.50 ‐ 1,228,206 1,283,764 55,558 BUILDING INSPECTION 4.00 4.00 ‐ 333,742 384,436 50,694 PUBLIC WORKS 9.95 9.70 (0.25) 756,549 790,421 33,872 PARKS MAINTENANCE 5.50 6.00 0.50 489,578 501,228 11,650 FORESTRY 0.60 1.00 0.40 63,643 66,444 2,801 ENGINEERING 6.50 6.25 (0.25) 558,126 561,936 3,810 ECONOMIC DEVELOPMENT 2.00 2.00 ‐ 169,250 172,701 3,451 LIBRARY 22.96 23.04 0.08 1,206,414 1,279,568 73,154 MUSEUM * * * 11,027 21,192 10,165 YOUTH AND FAMILIES * * * 1,750 1,920 170 RECREATION PROGRAMS 3.00 3.00 ‐ 295,936 306,838 10,902 FAMILY AQUATIC CENTER * * * 156,175 156,725 550 PLANNING 3.75 3.75 ‐ 334,167 351,326 17,159 TOTAL: GENERAL FUND 171.0 172.8 1.7 14,128,140 14,838,247 710,107 SUN PRAIRIE MEDIA CENTER 4.7 3.9 (0.8) 258,073 274,887 16,814 REFUSE & RECYCLE FUND 0.7 0.5 (0.2) 14,204 18,725 4,521 SUN PRAIRIE UTILITIES 30.5 32.0 1.5 1,437,530 1,495,801 58,271 WASTEWATER UTILITY 10.0 10.0 ‐ 781,476 839,791 58,315 STORMWATER UTILITY 4.3 4.3 ‐ 275,493 280,987 5,494 FLEET INSERVICE FUND 4.0 4.0 ‐ 295,731 307,380 11,649 TOTAL ALL FUNDS 221.2 223.5 2.2 17,190,647 18,055,818 865,171 CITY OF SUN PRAIRIE 2016 APPROVED BUDGET PERSONNEL COSTS DEPARTMENT STAFFING SALARIES, WAGES & BENEFITS 18 THIS PAGE LEFT BLANK INTENTIONALLY Mayor City of Sun Prairie 2016 Annual Budget Mayor Paul Esser Mission: The Mayor strives to provide Sun Prairie residents and businesses with the high level of city services and the quality infrastructure they have come to expect 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 entir e 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 the city ordinances and state statutes are observed and enforced. Annually, the Mayor presents a balanced budget outlining her/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. 2016 Budget Highlights: The 2016 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 planning tools to ensure Sun Prairie is prepared for the future and continues to grow responsibly. These tools include:  A Five Year Comprehensive Plan for the City of Sun Prai rie  A Five Year Open Space Plan  A Financial Management Plan  The establishment of the City’s new Diversity Initiative to increase diversity and ensure that the City’s workforce reflects the community it serves Financial Summary: 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) MAYOR (110‐00) Personnel Services 21,530$ 21,991$ 22,593$ 22,593$ 21,530$ 21,530$ (1,063)$ Materials & Supplies 548 565 400 400 400 400 ‐ Contracted Services 1,384 545 1,200 1,200 1,200 1,200 ‐ Professional Development 17,006 15,850 15,794 15,794 15,707 15,707 (87) Capital Items 599 ‐ ‐ ‐ ‐ ‐ ‐ TOTAL 41,067$ 38,951$ 39,987$ 39,987$ 38,837$ 38,837$ (1,1 50)$ 19 Mayor City of Sun Prairie 2016 Annual Budget Staffing Analysis and Expenses: 2015 FTE 2016 FTE Change 2015 2016 Change Mayor elected elected ‐ 22,593 21,530 (1,063) Position Title Staffing Personnel Costs 20 Common Council City of Sun Prairie 2016 Annual Budget Council Members Mary Polenski Council President Aldermanic District 4 Bill Connors Aldermanic District 2 Russell Fassbender Aldermanic District 1 Michael Jacobs Aldermanic District 3 Hariah Hutkowski Aldermanic District 1 George Frank Aldermanic District 3 Diane McGinnis Aldermanic District 2 Al Guyant Aldermanic District 4 21 Common Council City of Sun Prairie 2016 Annual Budget Mission: To represent the citizens of the City of Sun Prairie and exercise legislative powers convenient and necessary for 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 services; and has the power to act for the government and the good order of the City, for its commercial be nefit and for the health, safety, and welfare of the public. Financial Summary: 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) CITY COUNCIL (115‐00) Personnel Services 55,437$ 51,896$ 56,156$ 56,156$ 59,751$ 59,751$ 3,595$ Materials & Supplies 1,142 88 808 750 750 750 ‐ Contracted Services 5,502 5,713 6,000 6,000 6,000 6,000 ‐ Professional Development 85 1,135 2,192 1,500 1,500 1,500 ‐ Capital Items 599 ‐ ‐ ‐ ‐ ‐ ‐ Total 62,765$ 58,832$ 65,156$ 64,406$ 68,001$ 68,001$ 3,595$ Staffing Analysis: 2015 FTE 2016 FTE Change 2015 2016 Change Council elected elected ‐ 56,156 59,751 3,595 Position Title Staffing Personnel Costs 22 Municipal Court City of Sun Prairie 2016 Annual Budget 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 municipal court judge is elected for a term of 4 years by the citizens of Sun Prairie. The municipal court judge adjudicates guilt and innocence during court proceedings and educates staff regarding changes in appropriate law. 2016 Budget Highlights: There are no notable changes in the 2016 budget. Financial Summary: 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) Personnel Services 85,627 $ 86,382$ 88,771$ 89,571$ 91,220$ 91,840$ 2,269$ Contracted Services 8,719 8,588 8,580 10,000 10,000 10,000 ‐ Professional Development 1,227 1,390 1,790 2,065 2,140 2,140 75 Total 95,573$ 96,360$ 99,141$ 101,636$ 103,360$ 103,980$ 2,344$ Municipal Judge Court Clerk 23 Municipal Court City of Sun Prairie 2016 Annual Budget Staffing Analysis: 2015 FTE 2016 FTE Change 2015 2016 Change Municipal Judge elected elected ‐ 30,693 31,313 620 Municipal Court Clerk 1.0 1.0 ‐ 58,012 60,527 2,515 Overtime ‐ ‐ ‐ 862 ‐ (862) Total ‐ ‐ ‐ 89,567 91,840 2,273 Position Title Staffing Personnel Costs Measurements: 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. Item 2011 2012 2013 2014 Number of Traffic Citations processed 1,286 1,223 1,500 1,467 Number of Ordinance Citations processed 920 844 920 862 Number of Court Trials 13 25 19 25 24 City Attorney City of Sun Prairie 2016 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. The most efficient delivery of the legal services required under the City Charter requires full‐time in house counsel and additional expertise of out‐side contractual legal services. This insure s that the office is able to effectively anticipate and avoid risk and actionable legal problems. This policy most effectively promotes avoidance of City liability thereby reducing the overarching costs incurred for legal services. Department Description: The staff provides full time legal services and collection support for all other departments, boards, City Council and the Mayor. The Office of the City Attorney, by necessity, relies on outside counsel to assist with expertise and volume of work as needed. 2016 Budget Highlights: The office is charged with providing the highest quality legal services as befit the needs of the City of Sun Prairie. The modest increases in the budget for costs to continue acknowledge that mandate. The primary increase is to a fund necessary increase for outside counsel. Our City has continued to grow exponentially and the general economic gro wth and prosperity comes with a concomitant increase in service demands. This will allow in‐house counsel to continue to focus on the substantial day‐to‐day needs of the organization while providing needed support on complex issues. City Attorney Legal Secretary 25 City Attorney City of Sun Prairie 2016 Annual Budget Financial Summary: 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) CITY ATTORNEY (130) Personnel Services 112,181$ 193,829$ 190,629$ 200,535$ 196,141$ 196,141$ (4,394)$ Materials & Supplies 743 1,247 1,250 500 1,500 1,500 1,000 Contracted Services 186,820 42,093 50,300 11,250 21,600 21,600 10,350 Professional Development 2,342 7,070 7,875 7,617 8,625 8,625 1,008 Capital Items ‐ 415 ‐ ‐ 500 500 500 Total 302,086$ 244,654$ 250,054$ 219,902$ 228,366$ 228,366$ 8,464$ Staffing Analysis: 2015 FTE 2016 FTE Change 2015 2016 Change City Attorney 1.0 1.0 ‐ 122,185 115,785 (6,400) Legal Secretary 1.0 1.0 ‐ 78,350 80,356 2,006 Overtime ‐ ‐ ‐ ‐ ‐ ‐ Total 2.0 2.0 ‐ 200,535 196,141 (4,394) Position Title Staffing Personnel Costs Measurements: Municipal Court 2013 2014 2015 OWI 91 87 28 Retail Theft 157 220 114 THC 130 107 49 26 City Attorney City of Sun Prairie 2016 Annual Budget 2015 Achievements: Through July of 2015 the City Attorney’s Office has prosecuted 94 municipal court cases. Forfeitures have been assessed in the amount of $15,865.55. All assessed forfeitures including pretrial cases through July 15, 2015 amount to $155,671.71. Collections through 7/15/15 amount to $99,211.87 with an additional $36,756.73 for ambulance collections. Since 2002, the City Attorney’s Office has collected $1,428,421.61 for the gener al fund. In addition to the many other day‐to‐day duties, the City Attorney’s Office has drafted nine major development agreements half way through 2015. This is a substantial increase considering nine agreements total were consummated in 2014. The attorney’s office, along with its other day‐to‐day responsibilities, amended or drafte d 14 City ordinances through the first six months of 2015. This is a significant increase over the 9 amendments/drafts that were required in 2014 and in 2013. Pretrial Statistics 2013 2014 2015 Pretrial Conferences 141 173 130 Forfeitures from PT Conference 31,442 47,188 13,670 All forfeitures 339,924 353,770 170,413 Collections 2013 2014 2015 EMS/court 40,719/75,825 56,122/139,310 36,721/101,172 EMS 4/8/2003 to present Total: 484,076 Forfeitures 5/13/02 to present Total: 1,430,672. 27 THIS PAGE LEFT BLANK INTENTIONALLY City Attorney (Human Resources) City of Sun Prairie 2015 Annual Budget Mission: To provide assistance in attracting and retaining a diverse and highly qualified workforce. Department Description: The Human Resources Department is comprised of the Director, Benefits Coordinator and sharing of one full‐ time administrative support position with the Finance Department. The City’s budget is made up of 75% personnel costs including wages, benefits, and liability insurance coverage. Even though the population has grown 23% since 2005, we are currently operating at the same level of staffing. Although Human Resources is a de partment focused on internal service delivery, we also have significant contact with the public for general information relating to public records requests, employment inquiries, and general city service delivery issues. 2016 Budget Highlights: The Human Resources Department will attempt to conduct services in the same manner and expense as 2015. However, one initiative is included in the 2016 budget to increase the City’s recruitment efforts in support of the newly adopted Diversity Initiative. Financial Summary: 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) HUMAN RESOURCES (155‐00) Personnel Services 220,515$ 223,662$ 231,053$ 231,053$ 236,959$ 236,959$ 5,906$ Materials & Supplies 855 1,661 800 800 800 800 ‐ Contracted Services 41,464 43,277 82,758 50,158 50,158 61,658 11,500 Professional Development 1,836 914 4,576 4,182 5,285 5,285 1,103 Total 264,670$ 269,514$ 319,187$ 286,193$ 293,202$ 304,702$ 18,509$ Director Benefits Coordinator Administrative Assistant (.5) 28 City Attorney (Human Resources) City of Sun Prairie 2015 Annual Budget Staffing Analysis: 2015 FTE 2016 FTE Change 2015 2016 Change Human Resources Director 1.0 1.0 ‐ 111,579 114,555 2,976 Employee Benefits Coordinator 1.0 1.0 ‐ 84,516 86,698 2,182 Confidential Secretary 0.5 0.5 ‐ 34,927 35,706 779 Total 2.5 2.5 ‐ 231,022 236,959 5,937 Position Title Staffing Personnel Costs Measurements: Performance Measures 2010 2011 2012 2013 2014 20151 Policies or Ordinances revised/drafted 4 7 1 3 6 3 Job descriptions updated 11 7 7 8 16 8 Positions reviewed by job evaluation system 16 0 5 5 29 17 Positions filled (PT/FT) 33 21 28 28 35 28 Average number of days to fill positions ‐ ‐ New measure 44 54 38 Applications received (% minority applicants) 1924 1063 963 (8%) 1479 (7%) 1709 (14%) 1144 (16%) Worker’s compensation claims filed (Cost of claims) 17 (81,161) 30 (60,200) 24 (151,664) 25 (342,647) 18 (125,452) 8 (171,878) Lost days due to Workers Compensation injuries/illnesses 71 127 101 225 34 92 Annual Turnover rate (non‐seasonal) (FT Turnover rate) 15% (7) 11% (7) 7% (6.9) 8% (5.7) 16% (16) 8% (9) FMLA Requests (Hours Used) 59 (7029) 47 (4350) 70 (5514) 67 (6602) 47 (6250) 47 (3967) Increase in Health Plan 4.6% 1.2% 4.9% 3.65% 4.6% 2.5% No. authorized FT positions (No. authorized PT positions) 175 (38) 174 (33) 170 (33) 170 (33) 171 (33) 178 (33) Goals:  Retain well‐qualified and productive employees  Support managers in improving customer service  Increase diversity of workforce and committee membership to reflect surrounding population  Assist managing organization’s risk and provide a safe working environment  Maintain an appropriate level of employee benefits given annual budget restraints 1 Estimate as of August 15, 2015. 29 City Attorney (Human Resources) City of Sun Prairie 2015 Annual Budget Strategies:  Provide guidance to employees, managers, and elected officials on employment and labor relations.  Research and implement “best practices” in salary/benefit administration and personnel policy development.  Comply with healthcare change mandates and filing requirements.  Coordinate with departments to improve City’s employee safety record and reduce worker’s compensation claims.  Monitor empl oyee time‐off issues relating to Workers Compensation, Light Duty, Disability Accommodations, Family Medical Leave (FMLA), and unpaid leave. Provide initiatives to improve employee attendance. 2015 Achievements The Human Resources division completed a comprehensive strategic report on the cost of health insurance and proposed goals for the next several years. We coordinated a larger number of recruitment processes due to the full‐time turnover rate in 2015 and updated a report on the nonunion compensation and retirement for consideration in the 2016 budget process. Staff is continui ng to implement portions of the ACA (Affordable Care Act) mandates and is preparing for the reporting requirements in 2015/2016 30 THIS PAGE LEFT BLANK INTENTIONALLY City Administrator’s Office City of Sun Prairie 2016 Annual Budget Director Mission: To carry out the policies and implement the goals established by the Mayor and City Council in providing services to the 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 department 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 operation sand activities in accordance with sound management principles. 2016 Budget Highlights: There are no notable changes in the 2016 budget. Financial Summary: 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) CITY ADMINISTRATOR (150) Personnel Services 210,802 $ 223,614$ 249,264$ 223,927$ 224,081$ 224,081$ 154$ Materials & Supplies 1,647 691 1,200 1,200 1,200 1,200 ‐ Contracted Services 29,531 27,082 14,000 13,000 13,000 13,000 ‐ Professional Development 7,661 9,868 16,079 10,479 17,312 17,312 6,833 Capital Items 3,017 517 529 15,500 15,500 15,500 ‐ Total 252,658$ 261,772$ 281,072$ 264,106$ 271,093$ 271,093$ 6,987$ City Administrator Management Analyst 31 City Administrator’s Office City of Sun Prairie 2016 Annual Budget Staffing Analysis: 2015 FTE 2016 FTE Change 2015 2016 Change City Administrator 1.0 1.0 ‐ 151,262 159,522 8,260 Administrative Assistant 1.0 ‐ (1.0) 72,733 ‐ (72,733) Management Analyst ‐ 1.0 1.0 ‐ 64,559 64,559 Total 2.0 2.0 ‐ 223,995 224,081 86 Position Title Staffing Personnel Costs 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 service provision and service level demand of the citizens 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 the 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 and coordinating and expediting all 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 such studies as are necessary to answer the most economical, efficient operation of such departments, sources and programs from the various departments when deemed necessary.  Administer all day‐to‐day operations and services provided by the city government includ ing supervision of all departments in the monitor and enforce all city ordinances, resolutions, state statutes and council directives.  Establish and implement administrative procedures to increase the 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 and to 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 Administrator’s Office City of Sun Prairie 2016 Annual Budget 2015 Achievements:  The City Launched a new website and a web app to improve functionality and usefulness for its visitors  The Gang Steering Committee completed its report and presented their findings to a joint meeting between the City Council and the School Board  “Inside Your City” won the “Best in Show Award” from the Wisconsin Community Media and the Mildred Thompson Award for service to the Media Center and Library 33 THIS PAGE LEFT BLANK INTENTIONALLY Administrative Services (City Clerk) City of Sun Prairie 2016 Annual Budget Mission: The City Clerk’s Office is dedicated to serve the public and represent democracy by ensuring the integrity of open government and of 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. 2016 Budget Highlights: The 2016 Elections operating budget has increased due to the addition of two elections (two elections in odd years and four elections in the even years). The 2016 Budget has several initiatives for elections which include:  An increase in the Election Official wages  .25 office assistance position  Additional Clerk’s Office staff for the April and November elections  Extende d hours until 7:00pm for the April and November elections. Significant Challenge – Election Law Changes There were significant election law changes in 2014 and 2015. This will require a complete change in training materials, as well as materials used at the polls and Clerk’s Office when the Voter ID requirements are imple mented in 2016. Staff and Election Officials will also have to be retrained on the procedures and requirements of Voter ID and any new legislation. CITY CLERK DEPUTY CITY CLERK ADMINISTRATIVE ASSISTANT ELECTION INSPECTORS 50 Certified 250 Officials 34 Administrative Services (City Clerk) City of Sun Prairie 2016 Annual Budget Financial Summary: 2013 2014 2015 2015 2016 2016 INCREASE City Clerks Office ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) CITY CLERK (140) Personnel Services 197,688$ 183,510$ 190,294$ 201,964$ 206,372$ 208,890$ 6,926$ Materials & Supplies 528 961 1,400 1,179 1,445 1,445 266 Contracted Services 24,938 20,512 20,050 20,400 21,500 21,500 1,100 Professional Development 3,027 2,315 3,985 4,485 4,575 4,575 90 Total 226,181$ 207,298$ 215,729$ 228,028$ 233,892$ 236,410$ 8,382$ 2013 2014 2015 2015 2016 2016 INCREASE Elections ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) ELECTIONS (140‐15) Personnel Services 11,791$ 41,848$ 12,000$ 18,400$ 89,401$ 101,953$ 71,001$ Materials & Supplies 5,381 11,440 7,745 7,745 12,250 12,250 4,505 Contracted Services 1,409 2,658 2,750 6,500 7,000 7,000 500 Professional Development 49 107 100 300 300 300 ‐ Capital Items ‐ 4,359 4,359 4,360 4,359 4,359 (1) Total 18,630$ 60,412$ 26,954$ 37,305$ 113,310$ 125,862$ 76,005$ Staffing Analysis: 2015 FTE 2016 FTE Change 2015 2016 Change City Clerk 1.00 1.00 ‐ 91,879 93,457 1,578 Deputy Clerk 1.00 1.00 ‐ 56,032 57,500 1,468 Administrative Assistant 1.00 1.25 0.25 50,992 52,186 1,194 Overtime ‐ ‐ ‐ 538 538 ‐ Seasonal ‐ ‐ ‐ ‐ 2,518 2,518 Boards & Committees ‐ ‐ ‐ 2,691 2,691 ‐ Election Officials ‐ ‐ ‐ 18,000 100,876 82,876 Overtime ‐ ‐ ‐ 323 1,077 754 Total 3.00 3.25 ‐ 220,455 310,843 90,388 Position Title Staffing Personnel Costs 35 Administrative Services (City Clerk) City of Sun Prairie 2016 Annual Budget Measurements: ELECTION YEAR PRESIDENTIAL 1996 PRESIDENTIAL 2008 2010 PRESIDENTIAL 2012 2014 NUMBER OF ELECTIONS 5 4 3 6 3 REGISTERED VOTERS 11,873 14,837 16,286 18,341 18,036 NOVEMBER ELECTION # OF VOTERS 7,811 14,835 10,903 16,238 12,944 VOTER TURNOUT 58% 84% 68% 89% 72% ABENTEES 411 5,956 6,015 3,435 Special Voting Facilities Served 4 8 8 + 4 new ABSENTEE % 5.30% 38.60% 37% ELECTION DAY REGISTRATIONS 1,478 2,059 1,978 1,840 LATE REGISTRATIONS 799 707 541 ACTUAL EXPENSES INCURRED $13,720 $75,778 $113,202 $56,097 ANNUAL COST PER REGISTERED VOTER $1.16 $6.17 $3.11 COST PER REGISTERED VOTER $0.23 $1.03 $1.04 CLERKS OFFICE STAFF 2 FT 3 FT + 400 LTE Hrs 3 FT+ 516.6 LTE Hrs 2014 2013 2012 2011 2010 Council & Special Meetings 21 31 31 30 32 Committee of the Whole 40 55 50 50 55 TOTAL 61 86 81 80 87 36 Administrative Services (City Clerk) City of Sun Prairie 2016 Annual Budget 8/2015 2014 2013 2012 2011 2010 CARNIVAL PERMIT 1 1 1 1 1 1 CIGARETT LICENSES 28 31 26 24 27 25 DOG LICENSES 1,192 1,251 1,152 1,151 1,062 1,105 PET PARK PERMITS 517 628 547 LIQUOR ESTABLISHMENTS LICENSES 93 93 77 83 91 89 OPERATOR LICENSES 336 478 392 361 296 310 TEMPORARY NIGHTCLUB LICENSES 1 1 1 1 1 1 NIGHTCLUB LICENSES 6 6 5 6 8 7 SECONDHAND LICENSES 6 4 4 4 4 4 SOLICITORS PERMITS 25 29 57 29 54 29 PICNIC/TEMP. B PERMIT ($10/event) 14 13 12 10 8 8 SPECIAL EVENT PERMITS 4 5 3 2 4 2 STREET USE PERMITS 23 23 20 17 18 24 TAXI DRIVERS 16 26 10 21 30 30 VENDING MACHINES 118 108 129 122 248 210 REAL ESTATE SPECIAL ASSESSMENTS 588 867 997 765 554 569 2015 Achievements: Significant Achievement – Provide Trust and Transparency in Elections The City Clerk hosted a Wisconsin Technology Project Session for the National Conference of State Legislators. The session was comprised of representative from the State Senate, Assembly, Reference Bureau, Legal Counsel, Government Accountability Board, County and Municipal Clerks. The morning session was used to showcase the technology that we use in Sun Prairie, as well as a demonstration of the administration of security and accountability requirements of the State Stat utes. Significant Achievement – Technology The Clerk’s Office worked with IT to develop the ability to scan a driver license so the data will automatically populate into the form or database. This will be implemented for the fall elections and hopefully will then be implemented for licensing databases in 2015. 37 Administrative Services (Finance) City of Sun Prairie 2016 Annual Budget 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 with the Fi nance Department and it should be noted that the City Treasurer is an appointed position. 2016 Budget Highlights: The City Council approved the following:  Contracting for professional services to complete a financial management plan  Contracting to analyze the City’s financial software and make recommendations for changes to create efficiencies. Director City Treasurer/Account Manager Accountant 1 Account Clerk Confidential Secretary 38 Administrative Services (Finance) City of Sun Prairie 2016 Annual Budget Financial Summary: 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) FINANCE DEPARTMENT (160‐00) Personnel Services 344,873 $ 365,007$ 386,866$ 358,520$ 371,734$ 371,722$ 13,202$ Materials & Supplies 45,138 47,448 65,227 65,282 55,841 55,841 (9,441) Contracted Services 49,398 69,743 75,860 63,900 61,960 86,774 22,874 Professional Development 2,223 2,971 2,900 3,605 5,180 5,180 1,575 Bad Debt 173 26,783 10,862 ‐ ‐ ‐ ‐ Contingency ‐ ‐ ‐ 83,261 158,947 158,947 75,686 Total 441,805$ 511,952$ 541,715$ 574,568$ 653,662$ 678,464$ 103,896$ Staffing Analysis and Expenses: 2015 FTE 2016 FTE Change 2015 2016 Change Finance Director 1.00 1.00 ‐ 119,924 123,263 3,339 Treasurer/Accounting Management 1.00 1.00 ‐ 94,518 97,701 3,183 Accountant I1 .00 1.00 ‐ 71,176 72,105 929 Account Clerk 1.00 1.00 ‐ 74,226 74,658 432 Confidential Secretary 0.50 0.50 ‐ 34,926 35,710 784 Overtime/Holdiay/Seasonal ‐ ‐ ‐ ‐ 2,692 2,692 Vacancy/Turnover ‐ ‐ ‐ (36,395) (34,407) 1,988 Total 4.50 4.50 ‐ 358,375 371,722 13,347 Position Title Staffing Personnel Costs Measurements : Item 2011 2012 2013 2014 2015 YTD Amount paid by EFT 0 0 0 0 $109,788.27 Amount paid by Procurement Card 0 $504,001.59 $715,029.16 $1,844,878.93 $1,349,982.05 39 Administrative Services (Finance) City of Sun Prairie 2016 Annual Budget 2015 Achievements: The Finance Department has implemented several software enhancements to the City’s general ledger/accounting system as follows:  Upgrade of the MUNIS system. This allows for more customization of data entry screens. This is necessary for internal controls and the integrity of data.  Implementation of the ACH payment method for City accounts payable payme nts.  Implementation of the MUNIS Document Management system. This will enhance the documentation for purchasing. The actual ordering, approving and receiving can be accomplished through workflow and the data is stored in MUNIS. This will also enhance the human resource side as personnel will have access to payroll checks and W‐2’s online.  Imple mentation of the procurement card process through MUNIS. This will enhance the workflow for the procurement purchasing process. The approval process will be documented through the MUNIS system. Item 2011 2012 2013 2014 2015 YTD Credit Card/e‐Check Cash Collected 0 0 0 17,011.89 155,691.61 Taxes Paid by Credit Card/e‐Check 0 0 0 325,121.59 110,571.10 Item 2011 2012 2013 2014 2015 YTD City of Sun Prairie Unqualified Audit Opinion Yes Yes Yes Yes Yes City of Sun Prairie GO Bond Rating N/A Aa2 Aa2 Aa2 Aa2 40 THIS PAGE LEFT BLANK INTENTIONALLY Administrative Services (Risk) City of Sun Prairie 2016 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 Risk Department uses a combination of insurance programs, including self‐insurance and commercial insurance, to minimize adverse effects from unplanned events. The Department is responsible for 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 imple mentation, administration and continued enhancement of the Worker’s Compensation program. Financial Summary: 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) Insurance 342,006$ 346,993$ 371,229$ 355,000$ 425,290$ 408,362$ 53,362$ Professional Development ‐ ‐ ‐ 150 150 150 ‐ Total 342,006$ 346,993$ 371,229$ 355,150$ 425,440$ 408,512$ 53,362$ Measurments: 41 Administrative Services (Risk) City of Sun Prairie 2016 Annual Budget Worker’s Compensation Experience Modification Factor Auto‐Physical Damage Loss Report Year Total Claim 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$ Tot al 53 ‐$ 148,669.06$ 41,069.78$ 107,599.28$ General Liability Loss Report Year Total Claim 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$ 157 103,276.62$ 432,551.14$ ‐ $ 535,827.76$ 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 42 Administrative Services (Risk) City of Sun Prairie 2016 Annual Budget 2015 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. 43 THIS PAGE LEFT BLANK INTENTIONALLY Administrative Services (Assessing) City of Sun Prairie 2016 Annual Budget Mission: To assess all taxable real and personal property fairly and accurately in accordance with Wisconsin State Statutes and the Wisconsin Property Assessment Manual. It is our duty to be ambassadors of the City by treating everyone we encounter with courtesy and respect. Furthermore, it is our responsibility to provide valuable, responsive, and cost‐effective services to the citizens of Sun Prairie. 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. We are also charged with explaining and defending those assessments; reporting assessment results to the City and the Department of Revenue (DOR ). This is accomplished following guidelines in the Wisconsin Property Assessment Manual and Wis. Stat. Ch. 70. The City Assessor is an appointed position. 2016 Budget Highlights:  The Assessing Department added one staff member that is both a commercial and residential assessor. The Department will no longer be contracting for commercial assessing services City Assessor Property Appraiser (2) Administrative Assistant (0.75) Commercial / Residential Property Appraiser 44 Administrative Services (Assessing) City of Sun Prairie 2016 Annual Budget Financial Summary: 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) ASSESSING (170‐00) Personnel Services 293,896$ 267,279$ 294,537$ 288,637$ 367,433$ 367,433$ 78,796$ Materials & Supplies 6,947 6,961 8,912 9,542 8,967 8,967 (575) Contracted Services 48,369 17,991 51,500 55,075 12,300 12,300 (42,775) Professional Development 3,862 2,449 4,775 6,030 10,400 10,400 4,370 Capital Items ‐ 1,998 2,000 ‐ ‐ ‐ ‐ Total 353,074$ 296,678$ 361,724$ 359,284$ 399,100$ 399,100$ 39,816$ Staffing Analysis and Expenses: Measurements: Level of Assessment * Estimated Real Estate Roll 2015 FTE 2016 FTE Change 2015 2016 Change City Assessor 1.00 1.00 ‐ 97,812 99,962 2,150 Appraiser 2.00 3.00 1.00 123,159 221,544 98,385 Administrative Assistant 0.75 0.75 ‐ 43,514 44,727 1,213 PT Appraiser 0.50 ‐ (0.50) 22,756 ‐ (22,756) Overtime/Holdiay/Seasonal ‐ ‐ ‐ 1,292 1,200 (92) Total 4.25 4.75 0.5 288,533 367,433 78,900 Position Title Staffing Personnel Costs Item 2011 2012 2013 2014 2015 Level of Assessment 97.77% 102.13% 100.08% 99.59% 100.00%* Item 2011 2012 2013 2014 2015 Interior Inspections 782 514 749 521 756 Other On‐site Visits 582 242 513 451 684 Drive‐by Reviews 73 102 129 196 1,148 Ag Reviews 479 487 555 395 477 Office Reviews 1,859 332 1,549 706 1,516 Real Estate Parcels 11,377 11,383 11,387 11,335 11,422 45 Administrative Services (Assessing) City of Sun Prairie 2016 Annual Budget Personal Property Roll BOR Hearings ~ Includes approximately 450 Veridian objections * Two BOR dates had no hearings 2015 Achievements:  Assessing staff completed a revaluation of the city for the 2015 Assessment Roll  All 10,372 non‐agricultural real estate parcels (except DOR assessed manufacturing parcels) were revalued to reflect the market as of January 1, 2015  Staff analyzed nearly 70% more valid sales for the 2015 Revaluation than for the 2013 Revaluation  Reduced Open Book mee tings 20% from last revaluation in 2013; Reduced 80% from 2006  An unprecedented single Board of Review hearing was conducted for 2015  We do not anticipate any Excessive Assessment claims related to the 2015 assessments Item 2011 2012 2013 2014 2015 Accounts Doomaged (Values Estimated) 257 212 186 167 209 Personal Property Accounts Valued 1,234 1,181 1,184 1,183 1,201 Item 2011 2012 2013 2014 2015 Parcels or Account Requiring Hearings 40 466~ 9 3 1 BOR Hearing Dates 8 4 6 1 3* 46 THIS PAGE LEFT BLANK INTENTIONALLY Administrative Services (Info Technology) City of Sun Prairie 2016 Annual Budget Mission: To provide timely, accurate and complete information to our customers when and where they need it in a format appropriate for their purposes utilizing a wide range of technologies. Department Description: The Sun Prairie IT Department is responsible for storing, protecting, processing, retrieving and transmitting information. Our department is focused on Information. The data in the Department is very broad and the people and infrastructure ensure that the information is available to decision makers in a format they can use, is timely and accurate, is protected from disaster and misuse, is efficiently stored and is usable among disparate applications and platforms. In our technology dependent workplace Information Technology is the backbone of the City. 2016 Budget Highlights: There are no notable changes in the 2016 budget. Financial Summary: 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) INFORMATION TECHNOLOGY (180‐00) Personnel Services 389,816 $ 383,469$ 376,700$ 455,936$ 492,192$ 492,192$ 36,256$ Materials & Supplies 191,371 146,816 145,659 183,278 143,860 143,860 (39,418) Contracted Services 75,585 129,905 102,000 107,940 97,414 97,414 (10,526) Professional Development 4,811 3,138 6,600 15,500 14,670 14,670 (830) Capital Items 259,589 318,321 230,000 271,072 335,592 335,592 64,520 Total 531,356$ 598,180$ 484,259$ 577,790$ 591,536$ 591,536$ 13,746$ Director Database Administrator GIS Coordinator LTE GIS Technician Support Specialist Part Time Support Technician Public Safety Support Specialist 47 Administrative Services (Info Technology) City of Sun Prairie 2016 Annual Budget Staffing Analysis and Expenses: Position Title 2014 FTE 2015 FTE Change 2014 2015 Change Information Technology Director 1.00 1.00 ‐ 124,932 124,385 (547) GIS Coordinator 1.00 1.00 ‐ 78,917 70,778 (8,139) Database Administrator 0.80 0.63 (0.17) 89,167 91,792 2,625 IT Support Specialist ‐ ‐ ‐ 71,384 77,785 6,401 IT Support Specialist 4.00 4.63 (0.17) 25,772 31,761 5,989 Public Safety Support Specalist ‐ 1.00 1.00 54,956 74,656 19,700 Overtime/Temporary/Seasonal ‐ ‐ ‐ 13,402 13,435 33 Misc ell aneous Compensation ‐ ‐ ‐ ‐ 7,600 7,600 TOTAL 6.80 8.26 0.66 458,530 492,192 26,062 Staffing Personnel Costs Measurements: Improve support for public safety departments The Public Safety Support Specialist position was eliminated in late 2009. As we see from the chart above, the number of support tickets in the Police Department dropped significantly in the following year, 2010. Tickets then increased each year through 2013 as the IT Department focused more resources on public safety. Completed Support Tickets 2009 2010 2011 2012 2013 2014 YTD Police 1494 1175 1329 1736 1957 836 Fire 77 52 120 173 131 113 EMS 161 86 129 77 122 71 48 Administrative Services (Info Technology) City of Sun Prairie 2016 Annual Budget Reduce time per support ticket to average level Minutes per ticket has increased significantly in 2014 because of the number of enterprise projects undertaken. We need to better schedule these projects so that year by year they are spread out. This is important as the time we spend working on enterprise projects is time not spent working on end‐user problems and requests. Improve Transparency 2015 Achievements:  The Firewall hardware was updated to a newer technology product (Meraki). The upgrade in firewall allowed the Museum to connect to the city network via a VPN connection. This included both their phones and computers.  The Internet filtering strategies were updated to the current industry standard methods, which allows for better control in the fut ure.  The implementation of the new back‐up system (Unitrends) was 2 days prior to the departure of the IT Director/Network Administrator. Staff was able to complete the implementation clean up, learn the system, and design a plan to maintain the system moving forward. The employees were unaware of any changes to the back‐up system and no data has been lost.  The GIS Coordinator implem ented ESRI ArcGIS Online Story maps.  Aided in the development and rollout of the new City of Sun Prairie Website. Staff provided aid in training and development of the site along with the movement from our prior host to the new host Civic Plus.  The technolo gy in the Emergency Operation Center (EOC) was restructured and updated to include several large screen TVs and a conference phone. Plans are in the current budget to upgrade the network connectivity in room to increase speed and throughpu t of the data.  IT staff also aided in providing wireless access to the Recycle Center for the security camera system.  The IT Department has also updated its strategy to TVs versus projectors for conference rooms. Several of the conference rooms (Admin Conference Room and the PD Basement Conference Room) have been fitted with Large screen TVs and webcams to better facilitate training and meetings. The plan is to continue updating all of the conference rooms with the new technology . 2010 2011 2012 2013 2014 2015 YTD Average minutes per support ticket 41.72 40.56 47.69 43.11 65.39 46.76 Document Pages in Laserfiche 2010 2011 2012 2013 2014 2015 YTD Council Agendas 2,323 2,616 2,353 3,376 3,267 1,094 Council Minutes 152 170 171 190 206 112 49 CITY OF SUN PRAIRIE 2016 REQUESTED BUDGET Information Technology Equipment Replacement Plan ‐ Servers Name Type Quantity Estimated Year Replacement Cost 2016 2017 2018 2019 2020 2021 VMWare #1 High End 1 2016 18,000$ 18,000 $ 18,000 $ VMWare #2 High End 1 2016 18,000 18,000 18,000 vCenter host server midrange 1 2018 8,000 8,000 8,000 Domain controller midrange 1 Storage Area Network 1 2018 90,000 90,000 90,000 Backup system 1 2017 30,000 30,000 Backup server midrange 1 2017 8,000 8,000 NAS for snapshots and images 1 2015 8,000 8,000 Time server 1 2015 4,000 KVM switch 1 2017 2,000 2,000 Multimedia Projector projector 4 2,000 ‐ 4,000 4,000 Equipment racks 2 1 every third year 2,000 2,000 2,000 Computer Rm. Env. Monitor 1 2017 1,500 1,500 UPS batteries 3 sets 2015 2,000 ‐ ‐ 6,000 ‐ ‐ ‐ Totals By Year 36,000 $ 40,000 $ 102,000 $ 50,000 $ 2,000 $ 98,000 $ Information Technology Equipment Replacement Plan ‐ Printers & Imaging Type Location Quantity Estimated Year Replacement Cost 2016 2017 2018 2019 2020 2021 Canon Multi‐function 2nd Floor front 1 Canon Multi‐function 2nd floor rear 1 2017 13,000 13,000 Dispatch Multi‐Function PD dispatch 1 2018 5,000 5,000 Canon Multi‐function PD Records 2 2015 21,200 Canon Multi‐function Clerk 1 2016 21,200 9,500 9,500 9,500 HP4100 Attorney 1 2017 1,500 1,500 HP4100 Finance Finance 1 2019 1,500 1,500 HP5000 Finance 1 2016 2,600 2,600 Canon 2020i PD basement 1 2018 5,000 5,000 Canon Multi‐function EMS ‐ East 1 2020 1,500 1,500 Canon Multi‐function EMS ‐ West 1 2020 1,500 1,500 Canon Multi‐function Park & Rec 1 2016 12,500 4,500 4,500 4,500 12,500 Canon Multi‐function Fleet 1 2019 4,000 4,000 Canon high volume scanners 1st & 2nd floors 2 2015 7,000 14,000 Plotter Engineering 1 2020 12,000 12,000 Large format scanner 2nd floor 1 2020 13,000 13,000 Brother Fax various 2 500 500 500 500 Desktop laser various 5 1 per year 400 400 400 400 400 400 400 Arrest Room PD Booking 2 2017 1,000 2,000 Kyocera PD Administration 1 2015 3,000 mobile printers Police 16 4/year 350 1,400 1,400 1,400 1,400 1,400 1,400 desktop scanner w/ feeder various 12 4 ea. Yr. 600 2,400 2,400 2,400 2,400 2,400 2,400 Total By Year 20,800 $ 35,200 $ 28,200 $ 10,200 $ 58,700 $ 4,700 $ Information Technology Equipment Replacement Plan ‐ Software Application Quantity Est. Year Replaced Estimated Cost 2016 2017 2018 2019 2020 2021 Misc. Desktop applications (Pkzip, Paintshop Pro, MS Visio, MS Project, Acrobat, etc.) $5,000 per year $5,000 per year 5,000 $ 5,000 $ 5,000 $ 5,000 $ 5,000 $ 5,000 $ Total By Year 5,000 $ 5,000 $ 5,000 $ 5,000 $ 5,000 $ 5,000 $ 50 CITY OF SUN PRAIRIE 2016 REQUESTED BUDGET Information Technology Equipment Replacement Plan ‐Laptops & Mobile Devices Name Type Quantity Estimated Year Replacement Cost 2016 2017 2018 2019 2020 2021 PD‐MDC 19 2016 3,800$ 67,600 $ 67,600 $ PD mobile router/AVL units 16 2015 2,000 IT tablets 2 2015 1,200 2,400 2,400 2,400 Tyler 1 2015 1,500 1,500 Kugler 1 2016 1,500 1,500 1,500 Faust 1 2016 1,200 1,200 1,200 Finance Director 1 2015 1,500 1,500 1,500 Accounting Manager 1 2018 1,500 1,500 Municipal Court 1 2017 1,500 1,500 1,500 Anhalt 1 2016 1,200 1,200 1,200 EMS 3 Fleet laptops 3 2016 1,200 3,600 3,600 3,600 Training 8 2018 1,800 14,400 MDC mounts and cabling ‐ PD 17 2016 600 10,200 10,200 Assessing tablets 3 2016 1,200 3,600 3,600 3,600 Administrator 1 2015 2,000 2,000 2,000 Park & Rec 1 2016 1,200 1,200 1,200 Council Tablets 9 2015 1,200 10,800 10,800 10,800 Fire Training 1 2016 1,500 1,500 1,500 Fire Chief 1 2015 1,500 1,500 City Clerk 1 2015 2,000 2,000 2,000 MDC mounts and cabling ‐ fire 5 2017 600 3,000 Fire MDCs 5 2017 3,600 ‐ 18,000 ‐ ‐ ‐ ‐ 58 88,000 $ 39,300 $ 26,500 $ 23,400 $ 84,400 $ 22,300 $ Information Technology Equipment Replacement Plan ‐Bldg Cabling Name Type Quantity Estimated Year Replacement Cost 2016 2017 2018 2019 2020 2021 Municipal Building 2017 60,000 60,000 Library 2019 25,000 25,000 EMS/Fire 2017 7,000 7,000 Code 2 2018 2,000 2,000 WCSB 2017 50,000 50,000 Public Works 2020 3,000 ‐ 3,000 ‐ ‐ ‐ ‐ Total by Year ‐$ 70,000 $ 2,000 $ 25,000 $ 50,000 $ ‐$ Information Technology Equipment Replacement Plan ‐ Workstations Name Quantity Est. Replace Year Current Avg Replace Cost each 2016 2017 2018 2019 2020 2021 165 40/year $1,600 Totals by Year $64,000 $64,000 $64,000 $64,000 $64,000 $64,000 51 CITY OF SUN PRAIRIE 2016 REQUESTED BUDGET Information Technology Equipment Replacement Plan ‐ Voice Name Type Qty Estimated Year Estimated Cost 2016 2017 2018 2019 2020 2021 Voice VMs server 2 2016 15,000 $ 32,877 $ 30,000 $ Unity Voice mail server 1 7960 phone 10 one each year 500 500 500 500 500 500 500 7945 phone 100 15/year 450 6,750 6,750 6,750 6,750 6,750 6,750 7912 phone 50 5/year 200 1,000 1,000 1,000 1,000 1,000 1,000 wireless IP phone 2 2014 500 1,000 Emergency responder server 1 VG224 gateway 2 2015 4,000 Voice routers router 2 2019 11,000 22,000 UPS units ‐ rack mount UPS 6 2 per year 500 1,000 1,000 1,000 1,000 1,000 1,000 Wireless access points WAP 20 2018 25,000 25,000 Video conferencing system 2 2011 25,000 ‐ ‐ ‐ ‐ ‐ ‐ Total Totals 42,127 $ 9,250 $ 34,250 $ 31,250 $ 40,250 $ 9,250 $ Information Technology Equipment Replacement Plan ‐ Switches Name Location Qty Estimated Year Estimated Cost 2016 2017 2018 2019 2020 2021 City Hall Data Center 1 2014 61,765 6513 chassis WCSB 1 2014 Outlying switches Outlying 14 2019 58,000 58,000 1760 router (3) Outlying 3 2015 15,000 Cisco Firewall/VPN ap Data Center 1 2015 10,000 7,500 Meraki filtering applia Data Center 1 2015 6,000 ‐ ‐ ‐ 4,000 ‐ ‐ Totals 61,765 $ ‐$ ‐$ 58,000 $ ‐$ ‐$ Information Technology Equipment Replacement Plan ‐ Surveillance & Access Control Type Location QTY Year Estimated Cost 2016 2017 2018 2019 2020 2021 Digital Video Recorder City Hall 1 2017 5,000 $ Digital Video Recorder WCSB 1 2016 5,000 42" monitors Dispatch 2 2016 1,000 2,000 2,000 DS Control Point software 2 2016 2,400 2,400 2,400 ExaqVision software 8 2016 2,000 2,000 2,000 Cameras City Hall & WCSB 30 5/year 500 2,500 2,500 2,500 2,500 2,500 Analog camera IP interface Both 2 2016 4,000 4,000 4,000 AMAG Application City Hall 1 2016 5,000 5,000 ‐ ‐ 5,000 ‐ ‐ Totals 17,900 $ 2,500 $ 2,500 $ 13,900 $ 6,500 $ ‐$ 52 Police City of Sun Prairie 2016 Annual Budget 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 Division: Mission: Chief Patrol Lieutenant Shift Sergeants (7) Patrol Officers (30) School Officers (3) Community Service Officer Support Lieutenant Detective Sergeant Detectives (4) Task Force Officers (5) Property/Court Officer Records Supervisor Municipal Court Secretary Records Secretaries (6 full, 1 part) Dispatch Supervisor Dispatchers (8) Administrative Assistant Assistant Chief Drivers Goals Core Values Mission Vision 53 Police City of Sun Prairie 2016 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 the patrol division, a unit that provides policing services 24 hours a day, every day. A lieutenant leads the support services operation, which consists of police records, dispatch, cour t and property services, task force and the detective bureau. An administrative assistant provides support. Patrol Around the clock policing carried out by 30 officers, seven sergeants, two school liaison officers and a community service officer. A lieutenant leads the division. Detective Bureau Four detectives, supervised by the detective / task force sergeant, that provide police response to complex, time consuming and serious police investigations. Staff collects evidence at crime scenes, conducts extensive interviews, makes complicated legal charging decisions and works closely with the district attorney’s office. An evidence/court officer is housed in this department and next year’ s budget includes splitting that position into two, with the incumbent becoming an evidence officer and a records secretary becoming the court officer. Dispatch Twenty‐four hour a day radio dispatching for police and fire staff that provide an around the clock contact point for citizens wishing to reach city government. The dispatch center accomplishes several tasks related to the city’s public safety function, including monitoring alarms, cameras and accessing local databases. The dispatch supervisor is responsible for eight full time dispatchers. It is recognized that some adjustments are needed in the interest of risk management, particularly when only one dispatcher is on duty. Therefore, the department must seriously consider adding dispatch staff or transferring risk (911 calls and fire dispatch) to the county communications center, which will be an upcoming policy related decision. Records A full time staff of six is led by a records supervisor. The group is charged with typing and processing police related records, which includes police reports. Staff also assists in carrying out a variety of tasks, open records processing, social media management, citizen fingerprinting, license and permit processing, staffing service windows and backing up municipal cour t duties and property duties. Task Force A group of five officers supervised by the detective / task force sergeant that are responsible for problem solving policing efforts in identified challenged neighborhoods. This set of officers work closely with property owners / managers and other third party groups in an effort to address criminal behavior and behavior that has a negative impact on the quality of life for Sun Prairie residents. These officers also assist vigorously with pattern crimes and high profile serious criminal acts. Additional task force duties include crime prevention services, second hand dealer ordinance compliance, sex offender tracking and drug and gang intervention. Community Policing A section of the department’s budget intended to provide the resources required for a community policing. The funds allow for the purchase of equipment used in duty assignments that serve the community, like the honor guard and the special events team. Funds are used for the Citizen Academy, also. This section purchases ite ms for high profile events, such as National Night Out and Corn Festival. Crossing Guards The city contracts with All City Management Services for 13 crossing guards that are stationed throughout the community with the purpose of ensuring students are safe. 54 Police City of Sun Prairie 2016 Annual Budget 2016 Budget Highlights: PERTINENT GOAL(S) INITIATIVE CREATE A SAFE COMMUNITY BUILD COMMUNITY TRUST CARE FOR OUR MEMBERS Property Room Expansion and Upgrade (Capital Budget Item)    Police School Liaison Officer Program   Body Worn Camera Program (pilot program funded through 2015 budget amendment, full implementation funded through 2017 budget initiative)    Financial Summary: 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) POLICE ADMINISTRATION (210‐21) Personnel Services 569,835$ 573,874$ 584,143$ 581,544$ 593,717$ 593,717$ 12,173$ Materials & Supplies 11,174 33,380 27,640 27,348 34,658 34,658 7,310 Contracted Services 184,238 168,713 177,850 182,338 194,313 194,313 11,975 Professional Development 14,665 10,699 8,461 8,245 8,245 8,245 ‐ Capital Items 90 ‐ ‐ ‐ ‐ ‐ ‐ TOTAL 780,002$ 786,666$ 798,094$ 799,475$ 830,933$ 830,933$ 31,458$ POLICE PATROL (210‐22) Personnel Services 3,352,481$ 3,391,354$ 3,508,464$ 3,582,300$ 3,704,237$ 3,730,573$ 148,273$ Materials & Supplies 49,502 62,113 56,211 79,950 57,550 57,550 (22,400) Contracted Services 16,808 23,348 26,700 21,860 21,860 21,860 ‐ Professional Development 26,125 40,922 47,902 46,495 46,530 46,530 35 Capital Items 36,298 4,443 55,615 56,745 29,630 29,630 (27,115) TOTAL 3,481,214$ 3,522,180$ 3,694,892$ 3,787,350$ 3,859,807$ 3,886,143$ 98,793$ POLICE INVESTIGATION (210‐23) Personnel Services 508,624 $ 528,654$ 535,987$ 535,374$ 519,039$ 551,419$ 16,045$ Materials & Supplies 10,860 12,720 14,950 13,150 14,600 14,600 1,450 Contracted Services 2,783 2,850 3,400 3,550 3,550 3,550 ‐ Professional Development 3,000 2,787 3,762 3,750 4,250 4,250 500 55 Police City of Sun Prairie 2016 Annual Budget 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) POLICE COMMUNICATIONS (210‐24) Personnel Services 559,931$ 601,950$ 590,931$ 623,579$ 655,057$ 655,057$ 31,478$ Materials & Supplies 1,253 3,225 1,778 1,778 1,500 1,500 (278) Contracted Services 94,146 81,795 103,250 108,046 118,240 118,240 10,194 Professional Development 2,175 2,782 2,229 2,518 2,518 2,518 ‐ TOTAL 657,505$ 689,752$ 698,188$ 735,921$ 777,315$ 777,315$ 41,394$ POLICE RECORDS (210‐25) Personnel Services 393,720$ 387,551$ 424,437$ 425,637$ 443,021$ 443,021$ 17,384$ Materials & Supplies 595 943 1,000 1,000 1,000 1,000 ‐ Contracted Services 419 114 ‐ ‐ ‐ ‐ ‐ Professional Development 2,222 1,308 1,500 1,500 1,500 1,500 ‐ SUB‐TOTAL 396,956$ 389,916$ 426,937$ 428,137$ 445,521$ 445,521$ 17,384$ POLICE TASK FORCE (210‐26) Personnel Services 407,540$ 410,796$ 430,782$ 431,782$ 424,167$ 445,197$ 13,415$ Materials & Supplies 3,552 3,417 3,950 4,150 4,150 4,150 ‐ Contracted Services 845 1,544 2,400 2,500 2,500 2,500 ‐ Professional Development 4,289 4,126 3,600 3,650 3,650 3,650 ‐ SUB‐TOTAL 416,226$ 419,883$ 440,732$ 442,082$ 434,467$ 455,497$ 13,415$ POLICE VEHICLES (210‐27) Materials & Supplies 105,335$ 99,938$ 409,213$ 415,495$ 313,479$ 313,479$ (102,016)$ SUB‐TOTAL 105,335$ 99,938$ 409,213$ 415,495$ 313,479$ 313,479$ (102,016)$ COMMUNITY POLICING (210‐28) Materials & Supplies 6,251$ 6,094$ 6,000$ 6,200$ 6,200$ 6,200$ ‐$ Contracted Services ‐ 1,544 300 600 600 600 ‐ Professional Development 16 ‐ ‐ ‐ ‐ ‐ ‐ SUB‐TOTAL 6,267$ 7,638$ 6,300$ 6,800$ 6,800$ 6,800$ ‐ $ CROSSING GUARDS (210‐29) Contracted Services 82,985$ 81,448$ 89,500$ 97,740$ 95,170$ 95,170$ (2,570)$ SUB‐TOTAL 82,985$ 81,448$ 89,500$ 97,740$ 95,170$ 95,170$ (2,570)$ TOTAL POLICE DEPARTMENT 1,665,274$ 1,688,575$ 2,070,870$ 2,126,175$ 2,072,752$ 2,093,782$ (32,393)$ 56 Police City of Sun Prairie 2016 Annual Budget Department members’ motivation, satisfaction and performance Community’s level of trust and engagement Community’s sense of safety Problem solving results Crime and accident rates Staffing Analysis and Expenses: 2015 FTE 2016 FTE Change 2015 2016 Change Police Chief 1.00 1.00 ‐ 130,670 133,451 2,781 Assistant Police Chief 1.00 1.00 ‐ 129,210 132,010 2,800 Lieutenant 2.00 2.00 ‐ 238,866 244,706 5,840 Sergeant 8.00 8.00 ‐ 858,834 882,088 23,254 Detective 4.00 4.00 ‐ 389,495 403,140 13,645 Evidence Officer ‐ 1.00 1.00 ‐ 60,852 60,852 Police Officer 37.00 38.00 1.00 3,005,472 3,102,077 96,605 Records Supervisor 1.00 1.00 ‐ 84,364 87,03 5 2,671 Dispatch Supervisor 1.00 1.00 ‐ 79,705 82,250 2,545 Dispatcher 8.00 8.00 ‐ 493,960 520,870 26,910 Community Service Officer 1.00 1.00 ‐ 67,609 69,442 1,833 Court Officer 1.00 1.00 ‐ 58,483 63,539 5,056 Administrative Assistant 1.00 1.00 ‐ 81,560 83,650 2,090 Records Secretary 6.40 5.40 (1.00) 338,266 289,347 (48,919) Holiday/Misc/Prem Pay ‐ ‐ ‐ 96,993 14,856 (82,137) Overtime ‐ ‐ ‐ 155,5 54 236,292 80,738 Seasonal(Dispatch) ‐ ‐ ‐ 15,066 13,995 (1,071) Boards & Commis s ions ‐ ‐ ‐ 1,391 1,292 (99) Total 72.40 73.40 1.00 6,225,498 6,420,892 195,394 Position Title Staffing Personnel Costs Performance Measures: 57 Police City of Sun Prairie 2016 Annual Budget 2014 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. Classroom Presentations 10 8 5 14 1 Staff / Parent Presentations 2 0 7 2 2 Home Visits 8 8 5 1 2 Parent Behavioral Contacts 75 20 66 14 9 Parent Victimization Contacts 47 7 35 3 4 Parent Positive Contacts 140 42 30 4 5 Behavioral Interventions 170 114 80 24 13 Student Problem Solving 126 98 143 45 39 Positive Student Contacts 392 254 392 178 129 Follow‐Up / Relationship Contacts 97 109 232 126 65 TOTALS 1,067 660 995 411 269 DETECTIVE BUREAU Death Investigations 10 Child Abuse 10 Sexual Assaults 27 Robberies 4 Batteries 2 Burglaries 9 Frauds 10 TASK FORCE Presentations 8 Search Warrants 11 Abatement Letters 6 Security Surveys 11 Sex Offender Home Visits 7 COMMUNICATIONS CENTER Non‐Emergency Calls 33,523 Emergency 911 Calls 2,971 Incoming Internal Calls (within city) 8,875 Outgoing Calls 9,358 Calls for Service Created 30,740 58 Police City of Sun Prairie 2016 Annual Budget COMMUNITY OUTREACH Tours and Presentations 30 Ride‐Alongs 57 TRAFFIC SAFETY PROGRAM Traffic Complaints 1,198 Speed Surveys / Directed Patrol 33 Reportable Crashes 351 OWI Citations 134 PAC Citations 97 RCS Citations 15 MED DROP Pounds Disposed 1,794 EVIDENCE AND PROPERTY SERVICES Pieces of Property Taken In ~ 2,200 Number of Items Disposed 900 Pounds of Drugs Destroyed 80 Bicycles Donated to St. Vincent de Paul 125 Adult D.A. Intakes 564 Juvenile D.A. Intakes 70 SOCIAL MEDIA Facebook Posts 152 Nixle Communications 49 Media Releases 34 59 Police City of Sun Prairie 2016 Annual Budget ACTIVITY 2012 2013 2014 911 Calls 1,474 1,462 2,971 Accidents 443 384 374 Background Checks Not Available 834 820 Calls for Service 32,223 30,128 29,388 EMS Assists 636 675 709 Fingerprinting 94 76 115 Open Records Requests 1,749 1,688 1,854 Special Events 27 41 24 ENFORCEMENT ACTION 2012 2013 2014 Booked into Jail 450 386 344 Declined Cases 100 89 60 Misdemeanor Citations 16 12 11 Municipal Ordinance Citations 855 924 782 OWI Arrests 142 128 132 Parking Citations 1,048 1,318 841 Referrals (Adult & Juvenile) 293 359 285 Traffic Citations 1,195 1,435 1,391 Warnings 3,612 3,314 3,438 MISSION-DRIVEN STRATEGIES 2012 2013 2014 Bar Checks 132 161 220 Community Connections 365 465 531 Community Relations 158 174 186 Directed Patrol 82 87 158 Landlord Contacts 474 422 229 Traffic Complaints 864 1,435 1,198 Traffic Concerns 32 22 9 UCR (UNIFORM CRIME REPORTING) VIOLENT 2012 2013 2014 Homicide 0 2 0 Forcible Rape 5 4 5 Robbery 9 6 5 Assault 98 85 100 UCR (UNIFORM CRIME REPORTING) PROPERTY 2012 2013 2014 Arson 2 3 1 Burglary 73 91 49 Theft 661 681 584 Auto Theft 9 14 8 QUALITY OF LIFE 2012 2013 2014 Abandoned Vehicle Towed 19 15 15 Alcohol Violation 185 177 163 Animal Complaint 822 737 739 Code Enforcement 104 168 115 Criminal Damage Graffiti 48 14 24 Damage to Property 278 248 236 Disturbance 903 753 758 Domestic Disturbance 105 109 114 Fight 52 51 19 Malicious Mischief 174 150 119 Noise Disturbance 336 338 315 Suspicious Activity 917 815 806 Tobacco / Curfew Offense 24 13 9 Trespass 71 70 61 Truancy 20 26 29 Warrant Service / P&P / TRO 255 339 300 Weapon Violation 50 44 31 60 Police City of Sun Prairie 2016 Annual Budget 2014 Outcomes: District Concerns Statistics Total Active 28 (9%) Total Identified 311 Total Resolved 283 (91%) 0 5 15 2 1 2 0 36 158 50 14 4 9 30 40 6 153 35 12 3 7 30 37 0 20 40 60 80 100 120 140 160 180 61 Police City of Sun Prairie 2016 Annual Budget Total Violent Crime per 1,000 Residents Uniform Crime Reporting Part I Offenses – Violent: Murder, Rape, Robbery, Aggravated Assault, Simple Assault Total Property Crime per 1,000 Residents Uniform Crime Reporting Part II Offenses – Property: Burglary, Theft, Motor Vehicle Theft, Arson 3.85 4.35 3.75 3.19 3.78 0.00 0.50 1.00 1.50 2.00 2.50 3.00 3.50 4.00 4.50 5.00 2010 2011 2012 2013 2014 24.45 23.65 24.97 25.96 23.55 22.00 22.50 23.00 23.50 24.00 24.50 25.00 25.50 26.00 26.50 2010 2011 2012 2013 2014 62 Police City of Sun Prairie 2016 Annual Budget 2015 Achievements: PERTINENT GOAL(S) ACHIEVEMENT CREATE A SAFE COMMUNITY BUILD COMMUNITY TRUST CARE FOR OUR MEMBERS Staffing Study    Domestic Violence Risk Assessment and Safety Planning   Mental Health Response Team   Alcohol Ordinance Update  School District Bike Safety Program   Squad Wireless Data Service and AVL Upgrade   School Based Safety Drills  Suicide Prevention for Officers  Firearm Proficiency Improvement Program    Fair and Impartial Policing Training   Force Transition Training    Relationship with Special Olympics   63 THIS PAGE LEFT BLANK INTENTIONALLY Emergency Management City of Sun Prairie 2016 Annual Budget 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 very functional EOC for protective services leaders, city administration, and city department leaders to use during emer gency events, and planned large scale events. 2016 Budget Highlights: The EOC review subsequent to the June activation continued pre‐existing radio communications difficulties. The desk top radios that EOC participants use to monitor actions in the field are capable of being programmed to only one frequency. So, for example if the radios are programmed to the police frequency, EMS, public works, and fire staff coul d not monitor radio transmissions by their personnel on their respective frequencies. Financial Summary: 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) EMERGENCY MANAGEMENT (250‐00) Materials & Supplies ‐$ ‐ $ 2,200$ 5,000$ 5,000$ 5,000$ ‐ $ Professional Development ‐ ‐ 1,000 2,000 2,000 2,000 ‐ Capital Items ‐ ‐ 7,000 7,000 ‐ ‐ (7,000) TOTAL EMERGENCY MANAGEMENT ‐$ ‐ $ 10,200$ 14,000$ 7,000$ 7,000$ (7,000)$ Emergency Management Director Police Chief Emergency Management Coordinator Fire Chief Emergency Management Coordinator EMS Director Emergency Management Coordinator Assistant Police Chief 64 Emergency Management City of Sun Prairie 2016 Annual Budget 2015 Achievements:  In June of 2014, the Emergency Operations Center (EOC) was opened for the first time due to a severe wind event in our community. Decision‐makers used the space to manage staff and assets in the field. A review of the event was completed afterward by staff that actually used the room so that improvements could be made.  The EOC received several broad technology upgrades, to include monitors that can be attached to a computer. One example of their use is that commanders in the EOC can view dispatch CAD and to physically see the actions and locations of staff in the community. Televisions were installed so that EOC participants can view news and weather broadcasts.  The EMT group is in the process of completing a hazard mitigation plan as a part of an overall county‐wide effort to create a plan. The plan will address steps that can be taken by the City to help limit da mage from natural disasters. 65 Fire Department City of Sun Prairie 2016 Annual Budget Mission: Our mission as the Sun Prairie Volunteer Fire Department (SPVFD) is to deliver the highest professional service to our community by protecting life, property, and the environment. We carry out these functions by providing courteous and effective responses through quality training with the highest standards of integrity and performance. In partnership with our community we strive for excellence through prevention and educa tion. Department Description: The Sun Prairie Fire Department is contracted by the City of Sun Prairie to deliver 24/7 fire service in the community. Services include emergency response, fire prevention, fire education, and assistance to Sun Prairie Emergency Medical Services Department (SP EMS) and Sun Prairie Police Department (SPPD). The SPVFD 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 distri ct of approximately 96 square miles and over 42,000 residents, the SPVFD operates out of two stations located within the City. After the 2014 Fire Department Review & Assessment by McGrath Consulting, the SPVFD has proceeded with many of the recomm endations for the future of fire protection. In late 2015, the SPVFD will be concluding the hiring process for a career Fire Chief. 2016 Budget Highlights: Personnel  The newly hired Fire Chief will be in place for the start of 2016.  Wages for volunteer Chiefs have been reduced due to a decreased demand for their time  Career Firefighters will receive an identical increase in pay as City employees  Night Staffing Program funds have increased due to deployment of the program for the full year. Fire Chief, 1 Assistant Fire Chiefs, 2 Captains, 3 Lieutenants, 5 Firefighters, 39 66 Fire Department City of Sun Prairie 2016 Annual Budget Replacement of Ladder 1 In accordance with fire standards, the SPVFD will begin the replacement process for the City’s 1991 Pierce 100’ Aerial Platform due to its age and increasing maintenance costs, which attribute to out of service time. Automatic External Defibrillators (AED) The SPVFD will be replacing its existing AED’s based on a recommendation from SP EMS due to the in ability to get parts or service. Fire standards also dictate the availability of an AED on fire apparatus. Financial Summary: 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) EMS (230‐00) Materials & Supplies 338 ‐ 3,276 5,000 500 5,000 ‐ Contracted Services 366,168 634,157 690,437 715,285 892,460 892,460 177,175 Capital Items 29,320 60,577 ‐ 139,185 13,310 13,310 13,310 Total 395,826$ 694,734$ 693,713$ 859,470$ 906,270$ 910,770$ 190,485$ Measurements: Annual Call Volume 725 635 809 815 1003 2010 2011 2012 2013 2014 67 Fire Department City of Sun Prairie 2016 Annual Budget Call Volume by District Serviced Incident Type Comparison 540 461 584 609 730 84 77 108 96 128 40 31 47 39 58 39 46 44 49 56 22 20 26 23 31 2010 2011 2012 2013 2014 City of Sun Prairie Town of Burke Town of Bristol Town of Sun Prairie Mutual Aid/Out of District 43 150 189 100 145 98 64 127 180 68 131 65 81 209 132 96 135 156 54 218 152 80 140 171 103 303 169 71 156 201 FIRE RESCUEEMS HAZARDOUS CONDITION SERVICE CALL GOOD INTENT FALSE ALARM 2010 2011 2012 2013 2014 68 Fire Department City of Sun Prairie 2016 Annual Budget 2015 Achievements:  Implementation of numerous priority 1 and 2 recommendations of the McGrath study  Hiring process for the first career Fire Chief  Implementation of LTE’s to cover both career and volunteer shift openings  Progression of the pilot night staffing program to a permanent program 69 Emergency Medical Services City of Sun Prairie 2016 Annual Budget 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 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 EMS (SPEMS) availability, emergency preparedness and trainin g, providing a presence for specific events such as charity runs or athletics, and community education. 2016 Budget Highlights: Replacement Ambulance and Patient Load System: For 5 years, the EMS department has strategically implemented a step‐by‐step process to get to a point where patient lifting is minimized as much as possible. This is done with power ambulance cots that work with an ambulance load system that eliminates lifting while raising and lowering the cot; and loading/unloading the patient from the ambulance. Each ambulance replacement over the last two cycles has been manufactured with a spe cified sub‐floor to allow for the installation of a load system. Additionally, power cots were introduced to the department three years ago (specifically compatible with the entire load system). This year, with the request of a new ambulance (remount to save cost), in collaboration with fleet maintenance, we are re questing the installation of the load systems. With the cost savings of a remount ambulance, we are able to achieve the acquisition of the load systems at the actual cost of a new ambulance. LTE Paramedic Wage Increase: Wages for our LTE Paramedics have not been increased in over 6 years. Initially, the hourly pay for this group was determined by the base wage for the FTE Paramedics during their first year of establishing a labor agreement. The wages for Sun Prairie are no longer competitive and the EMS Department is finding it much more difficult to recruit quality candidates to serve in the LTE capacity . A survey was completed for wages in the area for municipal providers. With that data, we are requesting a wage increase of hourly pay from $14.51 to $17.50, which will increase the annual budget for LTE hourly pay by $17,495.43. EMS Director Full‐Time Paramedics (12) Part‐Time Paramedics (6) 70 Emergency Medical Services City of Sun Prairie 2016 Annual Budget Financial Summary: 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) EMS (230‐00) Personnel Services 1,197,393$ 1,199,980$ 1,247,906$ 1,228,206$ 1,300,996$ 1,318,491$ 90,285$ Materials & Supplies 93,530 94,517 215,828 212,416 183,205 183,205 (29,211) Contracted Services 118,792 98,127 104,528 91,960 96,580 96,580 4,620 Professional Development 2,018 2,414 5,875 6,331 5,895 5,895 (436) Capital Items 5,082 183,380 ‐ ‐ ‐ ‐ ‐ Total 1,416,815$ 1,578,418$ 1,574,137$ 1,538,913$ 1,586,676$ 1,604,171$ 65,258$ Staffing Analysis and Expenses: 2015 FTE 2016 FTE Change 2015 2016 Change EMS Director 1.00 1.00 ‐ 106,956 110,776 3,820 Paramedics 12.00 12.00 ‐ 705,484 753,902 48,418 LTE Paramedics 1.50 1.50 ‐ 53,825 84,910 31,085 Holiday/Training/Pager Pay ‐ ‐ ‐ 29,463 26,982 (2,481) Overtime / Temporary ‐ ‐ ‐ 332,478 307,193 (25,285) Unemployment Compensation ‐ ‐ ‐ ‐ ‐ ‐ Total 14.50 14.50 ‐ 1,228,206 1,283,763 55,557 Position Title Staffing Personnel Costs Value Based Goals: Goal: Develop and Foster a Committed Workforce (Staff) People are our most valuable asset and focus because having a committed workforce that takes ownership of the department and its mission means we will always meet our commitments to the community and to each other. Strategies:  Personnel Management  Training  Employee Contribution  Employee Recognition 71 Emergency Medical Services City of Sun Prairie 2016 Annual Budget Goal: Identify and Meet our Customers’ Needs (Service) What we provide each and every day is service. Our service goal is to identify and meet our customers’ needs and exceed their expectations whenever it is in our power to do so. It goes beyond our clinical services, as we always seek to leave the person or situation better than we found it. Strategies:  Customer Satisfaction Logging  Customer Complaint Resolution  Community Relations  Community Training Goal: Deliver the Best Pre‐Hospital Medicine (Quality) Quality begins with hiring the best people, training them to do it right the first time, and continuously measuring and improving our performance. It is an iterative process. We never stop evaluating ourselves to improve the quality of our care for the community. Strategies:  Physician Medical Director Quality Assurance Reviews  Monthly training in direct association with QI initiatives  Data capture (video/data) of all critical patient interventions and care  Monthly reporting Goal: Deliver Service in a Cost‐Effective Manner (Finance) Because we are a publicly funded organization, it is our responsibility to act prudently with the community’s money and conduct business in a fiscally responsible manner. We continuously seek innovative ways to maximize the return on the dollars we spend and ensure our spending best meets the needs of our community. Strategies:  Group purchasing power with EMS Coop  Electronic inventory management for reduction of expired waste  Revenue Reporting and Analysis o Documentation Standards o Signature Rule Compliance 72 Emergency Medical Services City of Sun Prairie 2016 Annual Budget Measurements: 1555 1724 1860 2042 2117 2157 2009 1998 2070 2096 2205 [VALUE] Projected 0 500 1000 1500 2000 2500 3000 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 Total Annual SPEMS Call Volume 2.13 5.57 17.41 2.21 4.32 18.15 1.35 4.35 21.09 1.25 4.41 21.36 0 5 10 15 20 25 En Route To Scene To Hospital SPEMS Average Run Times 2011 2012 2013 2014 73 Emergency Medical Services City of Sun Prairie 2016 Annual Budget 132 668 237 288 36 11 152 665 282 307 36 9 203 655 302 265 36 12 259 494 385 327 40 9 0 100 200 300 400 500 600 700 800 St. Mary's SPED UW Meriter VA Columbus Destination Hospital 2011 2012 2013 2014 74 THIS PAGE LEFT BLANK INTENTIONALLY Public Works Department (Administration) City of Sun Prairie 2016 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: Director coordinates staff and determines effective responses to enhance quality of life. Initiatives include emergency situation response and education of various services through media such as newspaper, newsletter, news brief, website, direct notifications, phone contacts, walk‐ins. Administration provides equipment, seeks efficiencies, organizes priorities, meets reporting needs, arranges for contract services to enhance maintenance actions and ma nages staff. 2016 Budget Highlights:  Training of staff for Arborist certification.  Training of staff for Pool Operator certification  Addition of a part‐time staff for snow removal and landscaping Director PW Supervisor Crewleader DPW & SWU PW Maintenance (6) SW Maintenance (3) PW LTE (1) Seasonals (2) SW Seasonals (2) Crewleader Traffic Control TC Crewleader in Training Parks & Forestry Supervisor Crewleader Parks Maintenance (5) LTE (3) Seasonals (5) Secretary Fleet & Contract Supervisor Crewleader Fleet Fleet Technicians (2) 75 Public Works Department (Administration) City of Sun Prairie 2016 Annual Budget Financial Summary: 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) PUBLIC WORKS ADMINISTRATION (310‐31) Personnel Services 167,646 $ 177,222$ 162,501$ 170,424$ 161,010$ 161,010$ (9,414)$ Materials & Supplies 1,110 1,361 1,100 1,100 1,300 1,300 200 Contracted Services 8,879 8,880 8,800 3,500 8,800 8,800 5,300 Professional Development 751 4,977 1,200 900 900 900 ‐ Capital Items 5,188 ‐ ‐ ‐ ‐ ‐ ‐ Total 183,574$ 192,440$ 173,601$ 175,924$ 172,010$ 172,010$ (3,914)$ 2015 Achievements:  Conducted one‐on‐one staff review discussions.  Conducted reviews of personnel rules and regulations with staff.  Hired and trained a new Supervisor of Streets and Storm Water  Hired and trained a new Supervisor of Parks and Forestry  Trained a new secretarial employee.  Developed new operational responsibilities for three new admini strative staff.  Developed a maintenance plan for medians, city facilities and city entrances.  Improved median appearance of Main Street, Bird Street and Grove Street and the Main Street Round‐a‐bouts. 76 Public Works (Operations) City of Sun Prairie 2016 Annual Budget Department Descriptions: Public Works Operations provides response support for key community needs through other divisions by implementing long‐term best management practices. Operations houses wages, building utility costs, uniforms, safety equipment, building repairs and cleaning supplies. Staff work in functional division areas of snow and ice, traffic control, street maintenance, refuse and recycling and are paid from labor pool wages. Equipment in cludes patrol trucks, front end loaders, chippers, pick‐up trucks and skid loaders. Equipment enables staff to complete service functions. Financial Summary: 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) PUBLIC WORKS OPERATIONS (310‐33) Personnel Services 490,379 $ 487,050$ 550,702$ 555,262$ 574,666$ 574,666$ 19,404$ Materials & Supplies 57,851 34,054 336,059 333,434 325,917 325,917 (7,517) Contracted Services 22,745 30,377 28,450 26,300 28,200 28,200 1,900 Professional Development 526 774 600 500 1,900 1,900 1,400 Capital Items 1,866 1,958 ‐ ‐ ‐ ‐ ‐ Total 573,367$ 554,213$ 915,811$ 915,496$ 930,683$ 930,683$ 15,187$ 2015 Achievements:  Completed mowing services agreement for street median maintenance mowing.  Completed weed spraying and planting additional plants at round‐a‐bouts.  Implemented beautification program for medians, round‐a‐bouts, city facilities and city entrances. 77 Public Works Department (Snow and Ice) City of Sun Prairie 2016 Annual Budget Mission:  Provide snow and ice control for safe 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.  Maintai n 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 pu blic parking facilities.  2016 Budget Highlights:  Requesting the hiring of additional part time staff to increase service area and reduce overtime for shoveling city buildings and sidewalks  Arrange additional contractor coverage during snow events greater than eight (8) inches or of other significance.  Inform budget through historic contractor expenses o 10 events x $9,000 = $90,000.  Retain patrol truck to purge throug h winter as a back‐up/extra assistance.  Find beneficial rental options to enhance service level via increased units  Replace patrol truck at end of winter season to maintain unit use for current winter. Financial Summary: 2013 2014 2015 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) SNOW AND ICE CONTROL (310‐34) Personnel Services 29,986 $ 29,850$ 65,120$ 100,312$ 30,765$ 32,248$ 54,748$ 23,983$ Materials & Supplies 304,201 281,866 268,955 277,001 249,627 250,135 250,135 508 Contracted Services 182,076 119,562 47,410 68,000 64,000 71,600 71,600 7,600 Capital Items ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ Tota 516,263$ 431,278$ 381,485$ 445,313$ 344,392$ 353,983$ 376,483$ 32,091$ 78 Public Works Department (Snow and Ice) City of Sun Prairie 2016 Annual Budget Measurements: Activity 2008 2009 2010 2011 2012 2013 2014 2015 YTD Work orders 3 50 71 118 39 Inches snow 101 72 51 73 50 72 34 32 No. contract assisted plowings 13 18 7 19 16 3 De‐icing salt used (tons) 1,635 2400 1,600 900  Grand Avenue and Prairie Lakes Drive plowing when we receive 2 to 5 inches is requiring 2 people 8 hours to plow.  Additions of Blazing Star Lane, Brown Bear Way extension, Grazing Oaks Lane, Main Street extension, City Station Drive extension, Bunny Trail, Colorado Avenue extension, Moorland Place, Crescendo Drive extension, and Bella Way extension will be adding 3 to 8 hours of plowing and clean‐up to the plowing operations.  These additions have led, and will continue to lead, to increased de‐icing material usage per operation.  Approximately an additional 600 tons of de‐icing material will be needed each year to accommodate for these street additions.  2014 / 2015 was a fairly mild snow season with 34 total inches of snow and the largest storm was 5.5 inches.  Current de‐icing material inventory is high going into the upcoming snow season. We have approximately 2,500 tons of material in storage.  Winter seasons have fluctuated from light to heavy extremes making expenses on materials, professional services, and overtime vary significantly. 2015 Achievements:  Negotiated a contract agreement with Uphoff Company and expanded their responsibility area. Agreement expires April 15, 2018.  Research options to enable staff to address snow needs continuously. 2015 Anticipated Revenue  Salt purchased from City by SP School District (210 tons x 79.16= $16,624 )  Salt purchase from City by Township of Burke ( 475 tons x 79.16 $37,601 )  Total Revenue $54,225 79 Public Works Department (Traffic Control) City of Sun Prairie 2016 Annual Budget Mission:  To maintain and install appropriate traffic control devices to provide a safe and efficient transportation system.  Maintain traffic signals, traffic signs and pavement markings. Department Description:  Use the neighborhood traffic management program to resolve concerns and complaints  Work with the Police Department, Engineering, and Safe Routes to School team representatives to communicate and resolve traffic control issues of infrastructure and non‐ infrastructure nature.  Ensure traffic sign materials, painted lines and traffic signals are visible during the day and at night  Install signs in accordance with prescrib ed manuals and guidelines.  Install or replace damaged traffic signs in development reconstruction areas as necessary.  Repair malfunctioning and/ or damaged traffic signals.  Efficiently paint pavement markings to include centerline, pavement edge‐line, stop bar, crosswalks, curbs and parking areas.  Regularly replace traffic control signs to meet visibility needs, mandated r eflectivity requirements and as stipulated by roadway and highway transportation aids.  Implement neighborhood meetings to increase education and understanding of our department’s practices. 2016 Budget Highlights:  Review charge backs from recoverable accident damages.  Track repair and work orders to define areas of work concentration: o Traffic signals, traffic signs, traffic line painting. Financial Summary: 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) TRAFFIC CONTROL (310‐35) Materials & Supplies 56,046 $ 21,908$ 19,069$ 18,765$ 24,450$ 24,450$ 5,685$ Contracted Services 35,851 31,114 26,500 26,220 33,000 33,000 6,780 Professional Development 660 1,227 980 980 1,500 1,500 520 Capital Items 17,217 32,737 49,928 50,000 42,000 42,000 (8,000) Total 109,774$ 86,986$ 96,477$ 95,965$ 100,950$ 100,950$ 4,985$ 2015 Achievements:  Fifth year of traffic sign reflectivity replacement. o Systematic approach to keeping signs current.  Continued in‐house training for our crew leaders on traffic signals and sent them to conference learning sessions.  Performed maintenance on seventeen (17) traffic light intersections. 80 Public Works Department (Street Maintenance) City of Sun Prairie 2016 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 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 patchi ng, 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 med ians, right‐of‐ways and roundabouts.  Work with the Parks Division on the median and city entrance beautification program. 2016 Budget Highlights:  Increase slurry and chip seal applications to out‐pace aging streets, rising costs and treatment needs by $70,000.  Helping Parks division with Beautification program at medians, round‐a‐bouts, and city entrances. Financial Summary: 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) STREET MAINTENANCE (310‐36) Materials & Supplies 337,505$ 48,792$ 42,370$ 120,000$ 80,000$ 90,000$ (30,000)$ Contracted Services 334,728 623,536 732,495 646,000 696,200 696,200 50,200 Capital Items ‐ ‐ ‐ ‐ ‐ ‐ ‐ Total 672,233 $ 672,328$ 774,864$ 766,000$ 776,200$ 786,200$ 20,200$ Revenue 2011 2012 2013 2014 General Transportation Aid $1,474,955 $1,527,071 $1,549,771 $1,414,562 Connecting Highway Aid $53,350 $53,587 $53,645 $53,755 81 Public Works Department (Street Maintenance) City of Sun Prairie 2016 Annual Budget Measurements: Roadway miles 195 Sidewalk miles 104 Bike path miles 56 Parking lots 39 Parking space 1,598 Miles of street pavement by class ‐ street rating not completed for 2015 at this time. Activity 2010 2011 2012 2013 2014 No. Work Orders ‐‐‐‐‐ ‐‐‐‐‐ 45 40 68 Miles Seal‐coated 6.25 4.8 4.5 4.5 3.0 Miles Chip Seal 1.5 2.5 Ft2 Sidewalk repairs ‐‐‐‐‐ ‐‐‐‐‐ 1,000 3,175 2,305 Ft. Bike path repairs 0 2,000 0 0 65 Street lights ‐‐‐‐‐ 2,468 ‐‐‐‐ ‐‐‐‐ 2015 Achievements:  Tested a new pavement treatment‐onyx spray treatment – did not meet standards to continue  Implemented pavement treatments using injection spray patch machine.  April to July: 75 tons stone and 2,400 gallons of emulsion.  Increased crack filling from 20,000 lbs. of material to 45,000 lbs. 1.02 miles 56.89 miles 61.5 miles 9.2 miles 4.36 miles 10.55 miles 70.33 miles 41.3 miles 0 1 02 03 04 05 06 07 08 0 Ratings 1‐2: Reconstruction Needed ‐ Pavement in Severe Condition Ratings 3‐5: Rehabilitation Streets ‐ Pulverize and Repave Ratings 6‐8: Condition Warrants Sealcoat/Crack Seal Application Ratings 9‐10: New or As New Pavement Condition 2011 2013 82 Public Works Department City of Sun Prairie 2016 Annual Budget Financial Summary: 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) PUBLIC WORKS ADMINISTRATION (310‐31) Personnel Services 167,646 $ 177,222$ 162,501$ 170,424$ 161,010$ 161,010$ (9,414)$ Materials & Supplies 1,110 1,361 1,100 1,100 1,300 1,300 200 Contracted Services 8,879 8,880 8,800 3,500 8,800 8,800 5,300 Professional Development 751 4,977 1,200 900 900 900 ‐ Capital Items 5,188 ‐ ‐ ‐ ‐ ‐ ‐ Total 183,574$ 192,440$ 173,601$ 175,924$ 172,010$ 172,010$ (3,914)$ FLEET MAINTENANCE (310‐32) Personnel Services 283,498 $ 276,597$ ‐$ ‐$ ‐$ ‐$ ‐ $ Materials & Supplies 311,302 334,054 ‐ ‐ ‐ ‐ ‐ Contracted Services 20,574 25,514 ‐ ‐ ‐ ‐ ‐ Professional Development 2,256 200 ‐ ‐ ‐ ‐ ‐ Capital Items 419,565 415,979 ‐ ‐ ‐ ‐ ‐ Total 1,037,195$ 1,052,344$ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ PUBLIC WORKS OPERATIONS (310‐33) Personnel Services 490,379 $ 487,050$ 550,702$ 555,262$ 574,666$ 574,666$ 19,404$ Materials & Supplies 57,851 34,054 336,059 333,434 325,917 325,917 (7,517) Contracted Services 22,745 30,377 28,450 26,300 28,200 28,200 1,900 Professional Development 526 774 600 500 1,900 1,900 1,400 Capital Items 1,866 1,958 ‐ ‐ ‐ ‐ ‐ Total 573,367$ 554,213$ 915,811$ 915,496$ 930,683$ 930,683$ 15,187$ SNOW AND ICE CONTROL (310‐34) Personnel Services 29,986$ 29,850$ 100,312$ 30,765$ 32,248$ 54,748$ 23,983$ Materials & Supplies 304,201 281,866 277,001 249,627 250,135 250,135 508 Contracted Services 182,076 119,562 68,000 64,000 71,600 71,600 7,600 Capital Items ‐ ‐ ‐ ‐ ‐ ‐ ‐ Total 516,263$ 431,278$ 445,313$ 344,392$ 353,983$ 376,483$ 32,091$ TRAFFIC CONTROL (310‐35) Materials & Supplies 56,046 $ 21,908$ 19,069$ 18,765$ 24,450$ 24,450$ 5,685$ Contracted Services 35,851 31,114 26,500 26,220 33,000 33,000 6,780 Professional Development 660 1,227 980 980 1,500 1,500 520 Capital Items 17,217 32,737 49,928 50,000 42,000 42,000 (8,000) Total 109,774$ 86,986$ 96,477$ 95,965$ 100,950$ 100,950$ 4,985$ STREET MAINTENANCE (310‐36) Materials & Supplies 337,505 $ 48,792$ 42,370$ 120,000$ 80,000$ 90,000$ (30,000)$ Contracted Services 334,728 623,536 732,495 646,000 696,200 696,200 50,200 Capital Items ‐ ‐ ‐ ‐ ‐ ‐ ‐ Total 672,233$ 672,328$ 774,864$ 766,000$ 776,200$ 786,200$ 20,200$ TOTAL PUBLIC WORKS 3,092,406$ 2,989,589$ 2,406,065$ 2,297,777$ 2,333,826$ 2,366,326$ 68,549$ 83 Public Works Department City of Sun Prairie 2016 Annual Budget Staffing Analysis: 2015 FTE 2016 FTE Change 2015 2016 Change Public Works Director 1.00 1.00 ‐ 113,760 117,148 3,388 PW Supervisor 1.00 1.00 ‐ 76,277 84,165 7,888 Maintenance Crewleader 0.70 0.70 ‐ 51,332 53,410 2,078 Traffic Control Crewleader 2.00 1.00 (1.00) 140,555 72,962 (67,593) Maintenance Worker 4.00 5.50 1.50 243,046 342,239 99,193 Secretary 1.25 1.00 (0.25) 56,247 43,462 (12,785) Seasonal Pay ‐ ‐ ‐ 32,295 66,885 34,590 Overtime/Miscellaneous ‐ ‐ ‐ 43,037 10,150 (32,887) Total 9.95 10.20 0.25 756,549 790,421 33,872 Position Title Staffing Personnel Costs 84 Public Works Department (Parks Maintenance) City of Sun Prairie 2016 Annual Budget Mission: Improve quality of life through providing high quality services, parks, open spaces, facilities and a variety of programs and special events. Department Description:  Provide labor, supplies and utilities to upkeep park infrastructure o Includes shelters, play equipment, sports fields, maintenance shop  Provide park, park facility and playground maintenance.  Maintain parks and facilities as 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. 2016 Budget Highlights:  Review, prioritize and incorporate an ADA assessment of park facilities and upgrade needs. Rehabilitation and upgrade of playground equipment needs to include Vandenburg Park and Memorial Park. Camera installation and lighting to improve security at Pet Exercise Area. Financial Summaries: 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) PARKS MAINTENANCE (550‐55) Personnel Services 476,539 $ 444,708$ 484,612$ 489,628$ 501,228$ 501,228$ 11,600$ Materials & Supplies 50,734 47,620 277,351 269,381 159,575 159,575 (109,806) Contracted Services 48,673 32,091 33,341 32,330 33,435 33,435 1,105 Professional Development 1,774 725 1,850 1,850 3,010 3,010 1,160 Capital Items 220 ‐ ‐ ‐ ‐ ‐ ‐ Total 577,940$ 525,144$ 797,154$ 793,189$ 697,248$ 697,248$ (95,941)$ 85 Public Works Department (Parks Maintenance) City of Sun Prairie 2016 Annual Budget Staffing Analysis and Expenses: 2015 FTE 2016 FTE Change 2015 2016 Change Parks Maintenance Supervisor 0.50 0.50 ‐ 34,528 40,452 5,924 Maintenance Crewleader 1.00 1.00 ‐ 75,207 77,906 2,699 Maintenance Worker 4.00 4.50 0.50 281,705 280,460 (1,245) Seasonal Wages ‐ ‐ ‐ 73,202 75,355 2,153 Unemployment Compensation ‐ ‐ ‐ 17,400 15,500 (1,900) Overtime/Miscellaneous ‐ ‐ ‐ 7,536 11,555 4,019 Total 5.50 6.00 ‐ 489,578 501,228 11,650 Position Title Staffing Personnel Costs Measurements: 2011 2012 2013 2014 2015 YTD Work orders 38 385 239 492 296 Parks 1 193 147 317 240 FAC 39 34 53 56 2015 Achievements:  Hired and trained a Parks & Forestry Supervisor  Improved lighting at Gateway Park.  Hired a replacement for a 31‐year forestry maintenance worker and for a pool maintenance worker.  Changed FAC cleaning schedule to accommodate increased pool usage.  Developed median and city entrance beautification and maintenance program.  Strong cooperation with police and staff to eliminate disturbances, violence and uninvitin g elements from the parks. Installed cameras, which required major cooperation with the police department between May‐August.  ADA Title II facility improvements.  Increased the use of contractors to assist in mowing maintenance of public areas  Maintenance personnel recertified in herbicide application. 86 Public Works Department (Forestry) City of Sun Prairie 2016 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. 2016 Budget Highlights:  Remedy Emerald Ash Bore threat by planning pre –removals, treatment areas, re and pre‐planting.  Review and update city ordinance regarding EAB treatments.  Continue City forest pruning cycle.  Replant areas which lost trees during drought and replace missing or dead trees.  Start 3 year Ash Tree Replacement plan. Financial Summary: 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) FORESTRY (650‐00) Personnel Services 42,838 $ 38,131$ 62,588$ 63,593$ 66,444$ 66,444$ 2,851$ Materials & Supplies 1,904 2,166 4,133 2,800 3,500 3,500 700 Contracted Services 74 55 60 ‐ 75 75 75 Professional Development 345 275 400 400 900 2,330 1,930 Capital Items ‐ 195 2,500 2,900 2,500 2,500 (400) Total 45,161$ 40,822$ 69,681$ 69,693$ 73,419$ 74,849$ 5,156$ Staffing Analysis: 2015 FTE 2016 FTE Change 2015 2016 Change Forestry Supervisor 0.10 0.50 0.40 34,529 40,498 5,969 Maintenance Worker 0.50 0.50 ‐ 29,114 25,434 (3,680) Seasonal Wages ‐ ‐ ‐ ‐ ‐ ‐ Miscellaneous Compensation ‐ ‐ ‐ ‐ 512 512 Overtime ‐ ‐ ‐ ‐ ‐ ‐ Total 0.60 1.00 ‐ 63,643 66,444 2,801 Position Title Staffing Personnel Costs 87 Public Works Department (Forestry) City of Sun Prairie 2016 Annual Budget Measurements: 2011 2012 2013 2014 2015 Work Orders ‐‐‐‐‐ 104 117 142 98 2015 Achievements:  Increased Emerald Ash bore awareness and conducted assessment survey.  Qualified for tree USA community recognition.  Continued Arbor Day planting.  Planted 55 trees in the spring of 2015 and 125 trees in fall of 2014. 88 Engineering Department City of Sun Prairie 2016 Annual Budget 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. Because of the relatively small size of our staff, 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 esti mates 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 Ext ension 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 for the City’s Stormwater Utility  Review and approve Street Opening, Driveway, and Erosion Control and Stormwater Management Permits 2016 Budget Highlights: The proposed 2016 Engineering Department includes no provisions for adding staff. This marks over 20 consecutive years in which no additional staffing has been requested. I don’t believe there’s another City department that can make this same claim. City Engineer Staff Engineer (2) Senior Engineering Technician Engineering Technician (2) Secretary (0.25) 89 Engineering Department City of Sun Prairie 2016 Annual Budget The proposed 2016 Engineering Department budget includes an initiative for a new automatic level for a cost of $2,200. It’s been nearly 10‐years since a new level was requested. The proposed budget also includes upgrades to the Department’s stormwater modeling software. The upgrade will allow staff to perform more detailed stormwater modeling in‐house; advancing our ability to size storm sewer collection and conveyance improvements associated with street reconstruction projects. The list of proposed street reconstruction projects also reflects an increase in funding. Including the street, storm sewer, water main, and sanitary sewer costs, the 2016 list of streets tallies approximately $8.5 Million. Of this total, nearly $3.5 Million is for storm sewer and water main improvements. When factoring in the increase in private development, it has all the makings of another busy year for our Department. Priority: Long‐term Financial Stability Goal: Provide engineering services for City sponsored Capital Improvement Projects that result in well‐ designed projects that are constructed at a competitive cost. Strategies:  To enhance the opportunity for competitive bidding, the Department shall advertise for bids for as many Contracts as possible by March 31st.  Provide project designs that extend the life of the infrastructure improvements and provide for an enhanced quality of life for the general public.  Provide construction observations that ensure that the new infrastructure improvements are constructed to the highest standards of the industry and meet or exceed the City’s Standard Specifications . Measurements: * Two grant funded projects were actually advertised for bids in December of 2014. Staff has long since realized that contracts that are advertised for bid early in the year are most likely to attract the most bidders; resulting in the more competitive bid. Typically the goal for our Department is to have projects advertised for bids prior to the end of March; with bid openings preferably occurring before the end of the month. If projects are not identified and approved early in the budget process; this goal most likely won’t be met. Properly designed projects should result in an expected life expect ancy 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. Item 2013 2014 2015 Total Contracts/Contracts advertised prior to March 31st 5/3 8/5 *7/5 Total Contracts/Contracts Inspected by Engineering Dept. 4/4 8/7 7/7 90 Engineering Department City of Sun Prairie 2016 Annual Budget The best designed projects can begin to fail prematurely when they’re not constructed to the required specifications. Full ‐time inspection during the construction of the new improvements will provide assurances that the completed project will function as designed and expected. Priority: Long‐term Financial Stability Goal: Continue to update the City’s Street Reconstruction Program to include the streets in greatest need of repair, while considering the needs for utility upgrades. Strategies:  Continue to work with the utility owners to assure that their needs are incorporated in the most up to date five and ten‐year Street Reconstruction Schedules. Meet with the utility owners annually to assure that their most up to date needs are reflected in the long‐term plans.  Complete field ratings of street conditions to properl y 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: The list of Capital Improvement Projects in 2015 included the requested utility upgrades to the WWTP and SP Utilities. Again in 2015 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 Maple Street 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 Engineering Department has developed a grading system to assist in determining whether streets can be considered for the Pavement Rehabilitation meth od of construction. Staff inspect each street and assess points for a variety of categories, including curb & gutter condition, utility needs, street widths, and the consideration for pedestrian accommodations. Streets that accumulate 5 or more points are typically not considered good candidates for the Pavement Rehabilitation form of reconstruction. The City re cognizes the need for providing pedestrian accommodations and values their importance. In 2015 there were six street construction projects that included pedestrian components. There were also two Item 2013 2014 2015 Street Projects with component requested by an Utility Owner 1 2 2 Street Projects with Pedestrian component 2 3 6 91 Engineering Department City of Sun Prairie 2016 Annual Budget standalone pedestrian projects completed, consisting of the Hoepker bike trail and the SRTS sidewalk installations on Walmar, North, and W. MacArthur Street. Sidewalks and/or bikepath improvements were also components of the S. Bird Street, Beech Street, Tower Drive, Maple Street, Martin Street, and Hillcrest Drive Total Street Reconstruction projects. While not always popular, these improvements link neighborhoods and provide travel alternatives to the 30% of our popula tion that does not drive. Priority: Long‐term Financial Stability Goal: The Engineering Department plays a prominent role in the management of the City’s Storm Water Utility. In 2015 the Engineering Department made some advancement in increasing the awareness of the Utility’s operations to other staff members. In 2016 the Department will continue our efforts to engage our Elected Officials and promote the benefits the Utility provides to the community. Strategies:  Continue with the regular scheduled staff meetings attended by the Public Works, Finance, and Administration Departments.  Provide quarterly reports on financial matters and project updates to the Public Works Committee.  Use the City’s website, local media, and the Clock Tower News, and other avenues to connect with the public on Utility related issues. Measurements: The number of SWU Staff Meetings dropped off considerably starting in 2012. Changes in Administration, Finance, and Engineering Departments may partially explain this. More recently, staff have been able to reintroduce scheduling this meeting on a more regular basis. In the last two quarters of 2015, staff will begin the process of providing quarterly updates to the Publi c Works Committee. This practice was proposed as part of a past budget; but was not carried through with. Staff intends to accomplish this moving forward. Promoting the SWU and the projects the Utility undertakes has long since been a goal for staff. Years ago the Utility helped sponsor a video that helped explain to the public the importance of proper stormwater management. Annually, staff places signs at prominent locations promoting the importance of properly discarding the leaves that fall. The City is also a part of the MAMSWaP (Madison Area Municipal Stormwater Partnership) group which has an extensive Information & Education program. Through th is affiliation, the promotion and sale of rain barrels is offered, along with training opportunities for the proper use and allocation of road salt. In 2016 staff will explore options for adding to the outreach program with the intentions of promoting the importance of proper stor mwater management. Item 2013 2014 2015 Number of SWU Staff Meetings 0 8 6 Presentation of quarterly SWU updates to the PWC 0 0 2 92 Engineering Department City of Sun Prairie 2016 Annual Budget Financial Summary: 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) ENGINEERING (330‐00) Personnel Services 483,851 $ 549,014$ 573,121$ 558,057$ 561,936$ 561,936$ 3,879$ Materials & Supplies 7,715 7,791 44,444 44,444 45,235 45,235 791 Contracted Services 21,683 5,116 5,450 5,400 5,400 5,400 ‐ Professional Development 1,329 2,202 2,830 2,830 2,875 2,875 45 Capital Items ‐ ‐ 23,040 20,000 ‐ 1,500 (18,500) Total 514,578$ 564,123$ 648,885$ 630,731$ 615,446$ 616,946$ (13,785)$ Staffing Analysis and Expenses: 2015 FTE 2016 FTE Change 2015 2016 Change City Engineer 1.00 1.00 ‐ 120,597 124,035 3,438 Staff Engineer 2.00 2.00 ‐ 178,962 183,989 5,027 Senior Engineering Technician 1.00 1.00 ‐ 92,633 94,997 2,364 Engineering Technician 2.00 2.00 ‐ 147,074 138,948 (8,126) Administrative Assistant 0.50 0.25 (0.25) 14,554 14,967 413 Seasonal Pay ‐ ‐ ‐ ‐ ‐ ‐ Overtime ‐ ‐ ‐ 4,306 5,000 694 Total 6.50 6.25 ‐ 558,126 561,936 3,810 Position Title Staffing Personnel Costs 93 Engineering Department City of Sun Prairie 2016 Annual Budget Achievements: Activity 2011 2012 2013 2014 2015 As of July 14th Public Works Meetings 19 17 17 19 13 Street Opening Permits 99 107 179 217 121 Driveway Permits 67 85 151 174 95 Erosion Control/ Stormwater Permits 13 16 17 26 8 TRC Reviews 28 26 10 26 8 City’s Capital Improvement Projects 6@ $2,682,115 7@ $2,890,912 4@ $3,183,926 6@ $7,119,368.33 7@ $5,179,622.56 New Private Development Project Costs 2@ $2,679,279 6@ $1,165,870 2@ $628,085 10@ $3,314,393.89 4@ $1,414,924.25 2015 Capital Improvement Projects  Contract No. 12‐00122: SRTS Sidewalks Installation on Walmar, W. MacArthur, & North Street  Contract No. 14‐00124: Hoepker (Madison) Bikepath Trail Link  Contract No. 15‐15001: S. Bird Street Recon Tracks to Linnerud  Contract No. 15‐15003: Maple/Martin/Hillcrest Recon  Contract No. 15‐15005: Tower Drive Recon  Contract No. 15‐15006 & 007: Pavement Rehab & TI F 7 Paving  Contract No. 15‐15008 & 009: Wisconsin Ave. Storm & Beech Street Recon 2015 Private Development Projects  Prairie Lakes Development – NE Corner of Grand & Brooks  Liberty Square – Phase 15‐4a  Smith’s Crossing – Phase 14  Ironwood Estates – Phase 3 94 Public Library City of Sun Prairie 2016 Annual Budget Mission: The Sun Prairie Public Library serves the community as an activity center to support lifelong learning by providing educational, cultural, and recreational opportunities for all people. Department Description: The Sun Prairie Public Library accomplishes its mission by:  Offering a safe and welcoming environment in an aesthetically pleasing and conveniently organized facility.  Supplying free and open access to knowledge and information, while protecting the privacy of library patrons.  Meeting the informational, educational, and recreational needs of the community through in formation collections, resources, programming, and outreach.  Providing highly competent library staff members to assist, guide, and instruct the public in the use of library resources and information gathering. Director (1) Adult Services Librarian (1) Public Services Librarian (1) Reference Librarian (.6) Computer Technician (1) Youth Services Librarian (1) Young Adult Librarian (1) Assistant Youth Services Librarian (1) Library Assistant I (1.43) LTE Summer Library Assistant I (.19) Administrative Assistant (1) Circulation Manager (1) Assistant Circulation Manager (.6) Library Assistant I (5.03) Technical Services Librarian (1) Assistant Technical Services Librarian (1) Library Assistant II (1) Page II (2.2) Page I (1.63) 95 Public Library City of Sun Prairie 2016 Annual Budget 2016 Budget Highlights: Full‐Time Teen Services Librarian  One of the largest growing demographics in Sun Prairie is our youth population. The school district population is 41,249. The Sun Prairie area school district has a total student enrollment of 7,837. 3,869 are teens attending our middle and high schools.  Our youth population is also the demographic in which we are realizing the grea test ethnic and socioeconomic diversity. Our first area of concern is service to teens.  A full‐time Teen Librarian would bring Sun Prairie up to par with our local peer libraries. An expansion of Teen Services will allow us to better meet the academic, intellectual, recreational, and cult ural needs of our teen and young adult residents and in turn build a stronger and healthier socioeconomic future for the City of Sun Prairie. In addition, a full‐time Teen Services Librarian would significantly help in realizing our current gaps in service, including professional assistance at the Information Desk, supervision on weekends and evenings, community outreach, tee n volunteering, and teen mentoring opportunities. Collection Budget  As new technologies continue to emerge, patrons need and look for materials in a variety of formats. The Sun Prairie Public Library has three widely used and popular collections that are not currently funded by the City’s collection budget.  Overdrive is the library’s collection of e‐books, e‐audio books, and e‐video. As patrons read and listen to books in a variety of medi a, the library strives to provide materials in a variety of formats and our Overdrive collection allows us to meet this electronic need. The cost to maintain this collection is $11,000.  We also have a collection of subscription reference databases. Th is database collection serves the public with vetted academic, consumer, health, genealogical, vocational, language, and financial information. These databases allow us to offer high quality reference resources. The cost to maintain this collection is $8,000.  The library also maintains the “Buzz Book” collection. The Buzz Book Collection is a collecti on of high‐ demand print books. This collection began in 2012 as a pilot project. Prior to developing the Buzz Book collection, patrons would need to place holds on high‐demand items and would often wait six months to a year to receive the requested book. With the Buzz Book collection in place, the library is able to purchase multiple copies of high‐demand items. These books only circulate to and from the Sun Prairie Public Library which allows us to fulfill the needs of our local library patrons in a much more timely fashion. The popularity of this collection has grown significan tly and has become a fundamental part of our print collection. Without adequate funding for this collection, we will not be able to meet the needs of our patrons’ for these high‐demand print titles. The cost to maintain this collection is $7,000. Professional Development  The third area of concern is professional development. In order to maintain a high level of service in a rapidly changing work environment, Library staff will need training opportunities. A careful analysis of the Library’s workflow and efficiencies, as well as team building and customer service workshops is critical to understanding how we can better serve our Library patrons and community. Funding these initiatives may result in highly efficient work flow, increased staff morale, and excellence in customer service. 96 Public Library City of Sun Prairie 2016 Annual Budget Financial Summary: 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) LIBRARY ADMINISTRATION (520‐41) Personnel Services 1,108,594$ 1,163,514$ 1,173,920$ 1,207,802$ 1,247,701$ 1,279,568$ 71,766$ Materials & Supplies 18,536 14,188 17,500 16,895 16,000 16,000 (895) Contracted Services 8,737 8,974 11,000 11,000 11,000 11,000 ‐ Professional Development 2,532 1,791 3,300 3,300 3,300 3,300 ‐ Capital Items ‐ ‐ ‐ ‐ ‐ ‐ ‐ Total 1,138,399$ 1,188,467$ 1,205,720$ 1,238,997$ 1,278,001$ 1,309,868$ 70,871$ LIBRARY COLLECTION (520‐42) Materials & Supplies 184,872$ 193,247$ 198,726$ 198,726$ 201,242$ 206,242$ 7,516$ Contracted Services 83,531 84,315 91,300 91,300 93,724 93,724 2,424 Total 268,403$ 277,562$ 290,026$ 290,026$ 294,966$ 299,966$ 9,940$ LIBRARY BUILDINGS AND GROUNDS (520‐43) Materials & Supplies 32,720$ 27,810$ 41,500$ 34,900$ 36,400$ 36,400$ 1,500$ Contracted Services 53,070 58,153 56,000 56,000 58,000 58,000 2,000 Capital Items 18,346 130,375 35,900 35,500 35,500 35,500 ‐ Total 104,136$ 216,338$ 133,400$ 126,400$ 129,900$ 129,900$ 3,500$ TOTAL LIBRARY 1,510,938$ 1,682,367$ 1,629,146$ 1,655,423$ 1,702,867$ 1,739,734$ 84,311$ Staffing Analysis and Expenses: 2015 FTE 2016 FTE Change 2015 2016 Change Library Director 1.00 1.00 ‐ 109,601 106,713 (2,888) Technical Services Librarian 1.00 2.00 1.00 89,355 141,868 52,513 Adult Services Librarian 1.00 1.00 ‐ 71,448 74,095 2,647 Youth Services Librarian 1.00 2.00 1.00 80,513 146,113 65,600 Young Adult Services Librarian 0.60 1.00 0.40 33,803 63,884 30,081 Reference Librarian 0.60 0.60 ‐ 30,611 30,992 381 Circulation Manager 1.00 1.00 ‐ 77,716 90,130 12,414 Asst Circulation Manager 0.60 0.60 ‐ 41,806 36,587 (5,219) Public Services Librarian 1.00 1.00 ‐ 61,215 63,742 2,527 Secretary 1.00 1.00 ‐ 54,955 53,775 (1,180) Computer Technician 1.00 1.00 ‐ 71,891 74,856 2,965 Library Assistant II 3.00 1.00 (2.00) 158,095 52,911 (105,184) Library Assistant I 6.50 6.00 (0.50) 222,182 225,119 2,937 Page II 2.20 2.20 ‐ 58,627 60,809 2,182 Page I 1.51 1.64 0.13 33,111 42,452 9,341 Substitues ‐ ‐ ‐ 4,952 8,000 3,048 LTE/Summer 0.10 0.10 ‐ 5,026 6,122 1,096 Holiday/Premium Pay ‐ ‐ ‐ 1,507 1,400 (107) Overtime ‐ ‐ ‐ ‐ ‐ ‐ Total 23.11 23.14 0.03 1,206,414 1,279,568 73,154 Position Title Staffing Personnel Costs 97 Public Library City of Sun Prairie 2016 Annual Budget Measurements: Measurements: Measurements: Measurements: 2015 ACHIEVEMENTS: Despite the challenges we face, the Sun Prairie Public Library maintains a high level of service to its community. Below is a list of some of the Library’s proud moments:  Sent withdrawn materials to Better World Books for reuse. This environmentally friendly activity has generated roughly $300 in revenue every year since it’s initiation in 2006 and the estimation is that 167 trees have be en saved thus far by our recycling efforts.  Library Page staff shelved materials at the rate of approximately 2,500 per day. Turnaround time from bin to shelf is 48 hours.  Processed new materials at the rate of 225 items per day. Processing materials has a turnaround rate of no more than seven days and an average rate of 48 hours.  Increased patron computer time from ½ hour sessions to one hour sessions which cut down on the waiting time between sessions. Item 2010 2011 2012 2013 2014 Discussion Room Usage 1,098 1,013 1,327 1,448 1,425 Community Room Usage 219 248 288 269 349 Conference Room Usage 226 174 252 262 303 Item 2010 2011 2012 2013 2014 Reference Transactions 43,784 44,408 45,422 45,526 45,838 Print Materials Owned 88,228 92,694 96,872 99,845 101,177 Registered Borrowers 19,500 23,578 25,945 22,282 22,649 Item 2010 2011 2012 2013 2014 Children’s Programs 224 272 275 293 312 Teen Programs 21 20 24 20 30 Other (Adults & All Ages) 89 99 108 115 162 98 Public Library City of Sun Prairie 2016 Annual Budget  Food for Fines ‐ in February, the library collected more than 2,000 lbs. of non‐perishable items to help fill the shelves of the Sun Prairie Food Pantry. Patrons would bring in food even though they did not have fines on their accounts. The community pulled together to stock many shelves with food.  New eCommerce payment option. On April 1, patrons were able to pay library charges on‐line. This was a long anticipated project for circulation staff.  Partnership with Recreation Department. If a patron pays off all the charges on their library account, the patron receives a one‐day pool pass to the Family Aquatic Center. When a person purchases a day pass to the Family Aquatic Center, he/she receives a Library Dollar good toward fines or rental DVDs.  2,517 registered children and teen summer reading participants and 1,137 finishers.  Lego Clubs. Inspiring STEAM (Science‐Technology‐Engineering‐Art‐Math) based participatory learning opportunities for all abilities.  Maker space programming for adults, teens, and children to reach patrons with a variety of interest, including art, crafting, science, technology, and culinary creation experiences.  Increase in teen non‐fiction book circulation by 15%.  Flagpole lighting was repaired and the flags are flying proudly. Patron Testimonials:  My 87 year old mom has loved attending the library‐sponsored book group facilitated by Rex! It is one of her favorite activities. I appreciate that it is stimulating and challenging to her. She talks with me about each of the titles, wh ether she likes them or not.  Hanah John Taylor’s jazz group put sunshine in my heart and a smile on my friend’s face.  I can’t thank you enough for your Staff Picks and Buzz Books. I’ve enjoyed every book I’ve read and have found some new authors to follow.  Thank you for taking the time to help me learn more about computers. You’re always patient with me and don’t make me feel stupid.  Free yoga at the library? Are you kidding me? That’s huge!  We had so much fun learning to make sushi. Gracie ate the Nori – awesome! From Sun Pra irie Happenings Facebook Page:  (a post from a parent): I am looking for ideas on fun things to do for an 8 year old (does have autism) in the area.  (response from another parent): The library staff are excellent! My son has Aspergers and they are very kind and und erstanding with him. Definitely look into Lego club and you never know. They both start back up after school. 99 THIS PAGE LEFT BLANK INTENTIONALLY 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 21,058 100 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. 101  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: $185,000 102 Health and Human Services City of Sun Prairie 2016 Annual Budget 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) SENIOR CITIZEN PROGRAM (541‐00) CONTRACTUAL SERVICES 10054100‐544000 PROFESSIONAL SERVICES 155,000 $ 160,000$ 160,000$ 160,000$ 160,000$ 170,000$ 10,000$ SUB‐TOTAL 155,000 160,000 160,000 160,000 160,000 170,000 10,000 TOTAL SENIOR CITIZEN PROGRAM 155,000$ 160,000$ 160,000$ 160,000$ 160,000$ 170,000$ 10,000$ 103 104 105 Health and Human Services City of Sun Prairie 2016 Annual Budget 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) YOUTH PROGRAMS CONTRACTUAL SERVICES 10054500‐544000 PROFESSIONAL SERVICES 15,000 $ 15,000$ 15,000$ 15,000$ 15,000$ 45,000$ 30,000$ Contracted Services 15,000 15,000 15,000 15,000 15,000 45,000 30,000 TOTAL YOUTH PROGRAMS 15,000 $ 15,000$ 15,000$ 15,000$ 15,000$ 45,000$ 30,000$ CEMETERY CONTRACTUAL SERVICES 10054910‐544000 PROFESSIONAL SERVICES 7,500 $ 8,000$ 8,500$ 8,500$ 9,500$ 9,500$ 1,000$ Contracted Services 7,500 8,000 8,500 8,500 9,500 9,500 1,000 TOTAL CEMETERY 7,500$ 8,000$ 8,500$ 8,500$ 9,500$ 9,500$ 1,000$ 106 THIS PAGE LEFT BLANK INTENTIONALLY Youth and Families Commission City of Sun Prairie 2016 Annual Budget Section Overview: The Youth and Families Commission of the City of Sun Prairie, whose duty will be to increase the community's awareness of the positive contributions made to the community by the youth and families and to help groups within the city to work on making Sun Prairie a better place for the City's youth and families. The Youth and Families Commission is established under Chapter 2.60 in the City's municipal code of Ordinances. 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. Summary of Activities: 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. Financia l Summary: 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) YOUTH & FAMILY COMMISSION (542‐00) Personnel Services 1,163 $ 517$ 974$ 1,750$ 1,920$ 1,920$ 170$ Materials & Supplies ‐ 10 ‐ ‐ ‐ ‐ ‐ Contracted Services 121 2,567 4,533 ‐ ‐ ‐ ‐ Professional Development 580 1,005 750 750 750 750 ‐ Total 1,864$ 4,099$ 6,257$ 2,500$ 2,670$ 2,670$ 170$ YOUTH & FAMILY COMMISSION: CARRYOVER BALANCE BEGINNING FUND BALANCE 3,158 3,794 2,395 2,395 2,395 3,090 ADDITIONS 2,500 2,700 7,000 2,500 2,670 ‐ 1,864 4,099 6,257 2,500 2,670 2,670 ENDING FUND BALANCE 3,794 2,395 3,138 2,395 2,395 420 EXPENSES 107 THIS PAGE LEFT BLANK INTENTIONALLY Recreation Department City of Sun Prairie 2016 Annual Budget 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 form a system of services that is responsive to the recreational, cultural and preservation needs of the community. Recreation Services are managed by the Recreation Director and Re creation Programs Coordinator, with administrative support from the Recreation Department Administrative Assistant. Programs are generally operated utilizing part‐time seasonal labor as well as vendors. Approximately 9,000 individuals participate in organized recreation programs and special events offered by the Recreation Department annually. Programs are generally offered under one of the following categories: adult fitness & enr ichment, adult sports, aquatic programs, preschool enrichment, special events, concerts, trips, youth sports, and youth enrichment. The Recreation Department also works in cooperation with the Parks and Forestry Division to develop and maintain quality parks and recreational facilities for the community. Total park acreage is 370 ac res and includes neighborhood parks, community parks, a citywide park and special use areas such as the Family Aquatic Center and the Pet Exercise Area. Recreation Director Recreation Programs Coordinator Seasonal Employees Secretary Museum Division/ Curator Assistant Curator Registrar Seasonal Employees 108 Recreation Department City of Sun Prairie 2016 Annual Budget 2016 Budget Highlights: The Recreation Department will work to provide the same level of programming and services at a similar cost to 2015. We will continue to implement changes to policies and procedures that maximize our resources. New Programming: 1. Continue to implement changes to online registration 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 co mmunity. Family and preschool programs are two specific areas we will focus on developing in 2016. 4. Develop partnerships with others to more effectively serve the community’s recreational needs and optimize resources. Financial Summary: 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) RECREATION ADMINISTRATION (550‐51) Personnel Services 177,866 $ 180,127$ 200,190$ 200,391$ 211,238$ 211,238$ 10,847$ Materials & Supplies 8,973 15,462 22,668 18,223 19,812 19,812 1,589 Contracted Services 8,732 6,579 6,500 7,300 7,300 7,300 ‐ Professional Development 2,611 2,358 3,610 4,610 4,610 4,610 ‐ Capital Items 1,192 ‐ ‐ ‐ ‐ ‐ ‐ Total 199,374$ 204,526$ 232,968$ 230,524$ 242,960$ 242,960$ 12,436$ SUMMER RECREATION (550‐53) Personnel Services 68,565 $ 65,958$ 86,179$ 75,940$ 75,940$ 75,940$ ‐ $ Materials & Supplies 10,735 10,557 13,000 17,044 17,044 17,044 ‐ Contracted Services 32,181 34,948 29,920 26,751 43,500 43,500 16,749 Professional Development 54 ‐ ‐ ‐ ‐ ‐ ‐ Total 111,535$ 111,463$ 129,099$ 119,735$ 136,484$ 136,484$ 16,749$ WINTER RECREATION (550‐54) Personnel Services 23,012 $ 20,613$ 20,975$ 19,660$ 19,660$ 19,660$ ‐ $ Materials & Supplies 3,587 3,186 3,500 6,200 6,200 6,200 ‐ Contracted Services 16,752 24,287 29,700 21,100 40,200 40,200 19,100 Total 43,351$ 48,086$ 54,175$ 46,960$ 66,060$ 66,060$ 19,100$ CONCERTS IN THE PARK (550‐57) Materials & Supplies 539 $ 155$ ‐ $ ‐ $ 150$ 150$ 150$ Contracted Services 3,325 2,480 3,050 2,000 2,670 2,670 670 Total 3,864$ 2,635$ 3,050$ 2,000$ 2,820$ 2,820$ 820$ Total 358,124$ 366,710$ 419,292$ 399,219$ 448,324$ 448,324$ 49,105$ 109 Recreation Department City of Sun Prairie 2016 Annual Budget Staffing Analysis and Expenses: 2015 FTE 2016 FTE Change 2015 2016 Change Recreation Supervisor 1.00 1.00 ‐ 90,549 94,619 4,070 Recreation Coordinator 1.00 1.00 ‐ 72,506 77,814 5,308 Secretary 1.00 1.00 ‐ 36,312 37,905 1,593 Summer Rec Wages ‐ ‐ ‐ 75,940 75,940 ‐ Winter Rec Wages ‐ ‐ ‐ 19,660 19,660 ‐ Boards & Commissions ‐ ‐ ‐ 969 900 (69) Total 3.00 3.00 ‐ 295,936 306,838 10,902 Position Title Staffing Personnel Costs 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 meet the recreational, cultural and preservation needs of the community. 2. Establish an effective community relations program that will both communicate the availability of current services and promote the importance of recreation and parks services within the community. 3. Conduct general administrative functions; including pe rsonnel management, risk and safety management, performance measurement, purchasing and budget preparation/management. 4. Evaluate all operations in order to improve efficiency and effectiveness 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 *As of 8/3/15 Item 2011 2012 2013 2014 2015* Shelter/Gazebo Reservations 345 321 309 301 294 Athletic Field Reservations 451 866 894 621 445 Westside Community Services Building Community Room Reservation 585 619 836 914 917 Totals 1,381 1,806 2,039 1,836 1,656 110 Recreation Department City of Sun Prairie 2016 Annual Budget Goal: To implement a program of services and activities that effectively meets the recreational, cultural and leisure needs of the community. Strategies: 1. Provide recreational opportunities for youth, adults, and families 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 ex ceed direct operating costs. Measurements: Program Enrollments *As of 8/3/15 Item 2011 2012 2013 2014 2015* Adult Fitness & Enrichment 925 1,102 1,047 1,033 581 Adult Sports 978 944 1,010 963 844 Aquatic Programs 1,755 1,820 1,691 1,561 1,569 Preschool Programs 1,466 1,119 882 713 673 Special Events & Concerts 1,436 2,068 2,274 1,340 950 Trips 263 186 152 134 123 Youth Sports 1,599 1,159 1,412 1,282 935 Youth Enrichment 556 427 828 1,061 853 Youth/Adult Programs N/A N/A 86 109 62 Totals 8,978 8,825 9,296 8,196 6,590 111 Recreation Department City of Sun Prairie 2016 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 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 2010 $112,136 $107,806 104 0 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 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 2010 $43,582 $45,322 96 $1,740 2015 Achievements: Recreation Administration  Internet registrations for recreation programs have increased 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 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.  The Recreation Department partnered with Hometown News Group to produce seasonal program guides. Changes created cost savings, increased customer reach, staffing efficiencies and expanded creative opportun ities for our 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 faciliti es, including social media, the City’s website, local news outlets, email updates to our Activenet customer database, the Sun Prairie Cable Access Channel and more. 112 Recreation Department City of Sun Prairie 2016 Annual Budget 2015 Achievements: Recreation Services  The Recreation Department offered a wide variety of recreational opportunities in 2015. 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.  A number of enrichment programs ranging from art classes to foil fencing classes 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 2015. Examples include Milkshakes & Monet, Little Cardinals Playtime and a variety of youth science classes  We continued our fitness class offerings for both youth and adults with excellent participation. A few of our new classes include Senior Fit Games, Senior Strength & Balance, Weight Loss Support Group and WOW! “Working on Wellness”.  Concerts in the Park were a great success again this year. A new program format that incl udes family activities and food vendors, in addition to the concerts, appeals to a wide range of people and encourages multi‐generational participation. Additional funding from sponsors was secured to help fund these events.  Participation in youth and adult sports programs continues to be strong. Changes to the adult softball registration process were well received by participants and created efficiencies for the department. Basic Archery was added to our programming during the summer, with classes filling to capacity.  We continued to offer daytime, evening and weekend activities, to accommodate peoples’ varied schedules. 113 Recreation (Family Aquatic Center Fund) City of Sun Prairie 2016 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 Re creation Department Secretary and a seasonal office assistant. Programs are generally operated utilizing part‐time seasonal labor. 2016 Budget Highlights: The Family Aquatic Center base budget is similar to the adopted 2015 budget. Challenges for the Family Aquatic Center include inconsistent weather and increased competition. New Programming: Current programming such as swim lessons and swim team are very successful. Demand for these programs is high. However, we must balance programming such as swim lessons and swim team and open swim opportunities. We will continue to review scheduling options to determine if changes can be made to encourage higher open swim attendance, while maintaining high program enroll ments. Financial Summary: 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 em otional skills. 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) Personnel Services 134,584$ 145,728$ 282,875$ 156,725$ 156,725$ 156,725$ ‐ $ Materials & Supplies 47,083 51,891 73,288 89,151 55,350 55,350 (33,801) Contracted Services 45,062 47,636 38,250 38,705 47,025 47,025 8,320 Professional Development 535 ‐ ‐ ‐ 600 600 600 Capital Items 4,526 3,155 47,592 34,000 20,900 20,900 (13,100) Total 231,790$ 248,410$ 442,005$ 318,581$ 280,600$ 280,600$ (37,981)$ 114 Recreation (Family Aquatic Center Fund) City of Sun Prairie 2016 Annual Budget Measurements: Aquatics Program Enrollments Measurements: Season Pass Sales Measurements: Discount Token Sales +Data not available. Item 2011 2012 2013 2014 2015 Swim Lessons 1,471 1,533 1,402 1,263 1,303 Swim Team 235 245 239 232 207 Mini Swim Team N/A 42 50 50 55 Item 2011 2012 2013 2014 2015 Resident Family 128 131 94 98 98 Non‐Resident Family 21 20 11 32 24 Resident Family ½ Price 31 0 9 9 20 Non‐Resident Family ½ Price 7 0 0 2 5 Total Family Season Passes 186 151 114 141 147 Resident Individual 43 44 25 24 10 Non‐Resident Individual 5 4 2 1 1 Resident Individual ½ Price 4 0 2 1 2 Non‐Resident Individual ½ Price 0 5 0 0 0 Total Individual Season Passes 52 49 29 26 13 Item 2011 2012 2013 2014 2015 Single Tokens + 1,404 235 967 1,782 10 Pack Tokens + 140 127 112 174 Total + 1,544 362 1,079 1,956 115 Recreation (Family Aquatic Center Fund) City of Sun Prairie 2016 Annual Budget Measurements: Open Swim Attendance Measurements: Cost Recovery Family Aquatic Center Revenue and Expense Comparison (Totals include all direct and indirect expenses for the Family Aquatic Center.) Year Revenue Actuals Expense Actuals Recovery % Community Investment 2014 $184,078 $241,214 76 $57,136 2013 $187,972 $231,790 81 $43,818 2012 $231,322 $300,876 77 $69,554 2011 $223,223 $274,624 81 $51,401 2010 $219,506 $289,023 76 $69,517 2015 Achievements:  Aquatics program enrollment and participant satisfaction continues to be high as measured by written participant program evaluations, verbal feedback, observation of staff and high enrollment numbers.  American Red Cross (ARC) swim lessons are a significant program offering for our department. The ARC Learn to Swim program helps youth and adults develop lifelong swimming and wa ter safety skills.  Piranhas Swim Team registration was strong, with 207 boys and girls registered for the program.  The Piranhas Swim Team won the Tri‐County Conference Championship for the first time since 1987. The Conference Meet was held in Baraboo on July 25 and 26.  The Piranhas Swim Team Parent Booster Club contributed significantly to the success of the Piranhas Swim Team program again this year. Booster Club volunteers are a valuable resource and play an instrumental role in running an organized, affordable program for the community.  The Piranhas Mini Team program was at capacity in 2015, with 55 boys and girls enrolled in the program. The program was added to FAC program offerings in 2012 and has quickly become very popular. It serves as an alternative to the Piranhas Swim Team program for many families that want to try competitiv e swimming or that prefer a program that requires less of a time commitment during the busy summer months. Item 2011 2012 2013 2014 2015 June 8,200 14,228 6,924 7,562 6,357 July 21,206 17,192 13,724 7,957 14,852 August 9,565 8,060 8,836 7,762 8,842 Total 38,971 39,480 29,484 23,281 30,051 116 THIS PAGE LEFT BLANK INTENTIONALLY Recreation Department (Historical Museum) City of Sun Prairie 2016 Annual Budget 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 documentat ion of the physical landscape changed by the history of settlement.  The collection, preservation, maintenance, interpretation, and display of historical collections of the development of City government, surrounding townships and daily life of the citizens of Sun Prairie to the community in order to promote awareness and understanding of the rich history and heritage of the area.  Connecting the commun ity 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 Historical Museum Curator/Direcor Assistant Curator/Director Registrar 117 Recreation Department (Historical Museum) City of Sun Prairie 2016 Annual Budget 2016 Budget Highlights: The Historical Museum will work to provide the same level of programming and services at a similar cost to 2015. Financial Summary: Staffing Analysis and Expenses: 2015 FTE 2016 FTE Change 2015 2016 Change Museum Curator ‐ ‐ ‐ 5,243 15,115 9,872 Museum Asst Curator ‐ ‐ ‐ 3,800 4,093 293 Museum Registrar ‐ ‐ ‐ 1,984 1,984 ‐ Total ‐ ‐ ‐ 11,027 21,192 10,165 Position Title Staffing Personnel Costs Goal: Community Engagement Strategies: 1. Engage community members via displays at the Museum and other locations including the Library and City Municipal Building. 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 . 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) Personnel Services 6,741 8,698 13,558 16,025 21,192 21,192 5,167 Materials & Supplies 13,387 11,819 14,275 14,275 14,275 14,275 ‐ Contracted Services 6,575 7,147 6,050 6,230 6,230 6,230 ‐ Capital Items 3,429 994 5,950 5,950 5,950 5,950 ‐ Total 30,132$ 28,658$ 39,833$ 42,480$ 47,647$ 47,647$ 5,167$ 118 Recreation Department (Historical Museum) City of Sun Prairie 2016 Annual Budget Goal: Document Obituaries (Death List) 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. 4. Public Library will develop an App (July 13) containing the obituaries to reduce Museum research requests. 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. 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. Museum staff has developed approximately 450 displays since 1969. Over 115 of these displays were outreach exhibits. 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 di splays 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 Colu mbus Street Water Tower Special Fund.  Community and group presentations: The Museum prepares historic walking and mini‐bus tours, and talks at the Library. Outreach audiences include schools, scout groups, service clubs, Colonial Club, Colonial View, and nursing homes. 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. 119 Recreation Department (Historical Museum) City of Sun Prairie 2016 Annual Budget  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. 120 Community Development (Planning) City of Sun Prairie 2016 Annual Budget Mission: To maintain and enhance the community’s quality of life by encouraging quality development, efficient land use and sound economic growth. Department Description: The Planning Division is responsible for all 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, and presents staff recommendations on such projects to th e 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, and with regional agencies and staff from other levels of government to coordinate the City’s plans and regul ations with other municipalities and jurisdictions. In addition, the Division works with other City departments to provide information, mapping, or other assistance as needed. 2016 Budget Highlights: In addition to minor changes to a few line items to continue to provide exceptional service to the community, the Division is recommending several new initiatives for 2016, as noted below. Please refer to the individual budget initiatives for more details on these items.  Funding to begin the process of updating the City’s Comprehensive Plan, last updated in 2009.  Additional funding in the Meetings and Training line item to fund the attendance of one staff member at the National APA conference in Phoenix, AZ. The Division anticipates another strong year from a development standpoint, which will have an impact on the division’s workload and ability to take on longer‐term projects. Ou tside of the Comprehensive Plan update mentioned above, the Division has no major projects planned for 2016, but typically several will come up over the course of the year that will need to be accommodated within the Division’s workload. Planning Director (1) Principal Planner (1) Planner (1) Administrative Assistant (.75) 121 Community Development (Planning) City of Sun Prairie 2016 Annual Budget Financial Summary: 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED COMMITTEE (DECREASE) PLANNING (610‐00) Personnel Services 316,788 $ 320,406$ 341,687$ 352,135$ 351,326$ 351,326$ (809)$ Materials & Supplies 178 414 489 439 534 534 95 Contractual Services 23,287 2,704 26,500 34,226 7,500 7,500 (26,726) Professional Development 4,906 2,016 4,100 4,650 4,200 5,700 1,050 Total 345,159$ 325,540$ 372,776$ 391,450$ 363,560$ 365,060$ (26,390)$ Staffing Analysis and Expenses: 2015 FTE 2016 FTE Change 2015 2016 Change Planning Director 1.00 1.00 ‐ 126,022 129,415 3,393 Principal Planner 1.00 1.00 ‐ 81,487 81,590 103 Assistant Planner 1.00 1.00 ‐ 81,595 93,623 12,028 Secretary 0.75 0.75 ‐ 43,563 44,898 1,335 Boards & Committees ‐ ‐ ‐ 1,500 1,800 300 Total 3.75 3.75 ‐ 334,167 351,326 17,159 Position Title Staffing Personnel Costs Performance Measures: The Planning Division has recently begun tracking performance through metrics that measure the effectiveness of the Division with respect to its recommendations to the Plan Commission, and the Division’s responsiveness to applicants that submit projects for review, as noted below. 122 Community Development (Planning) City of Sun Prairie 2016 Annual Budget 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 said 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. Timeliness – Staff Reviews: Many applications submitted to the Planning Division for review each year are items that are 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 days, with either an approval or comments provided to the applicant on any outstanding items or items in need of correction in order to secure approval. Through July of 2015, staff has averaged 8.6 days for full approval of such items (14 total). This figure drops to 7.1 days when discounting one application that took 28 days due primarily to delays on the part of the applicant. Timeliness – Zoning Permit Reviews: Since the beginning of 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. Although not set by ordinance, the Division’s goal is to try to get such permits reviewed and issued in less than 3 days. Through July of 2015, the Division has reviewed a total of 132 zoning permit s. Of those, 122 were measurable in terms of having a clear filing date and issuance date, without long delays on the part of the applicant in correcting information. The average review time in 2015 was 1.84 days, down from an average of 1.97 days in 2014. A total of 97 permits (73.5%) were issued within the 3‐day goal. In most instances, if reviews extended beyond 3 business days, applicant delays while preparing plan revisions or gathering additional information factored into the overall timeline. Year Upheld Upheld but Modified Rejected Neutral Total 2013 40 2 2 2 46 (%) 87% 4% 4% 4% 2014 48 10 4 1 63 (%) 76% 16% 6% 2% 2015* 32 4 0 0 36 (%) 89% 11% 0% 0% * Through July, 2015 Staff Recommendations ‐ Success (2013‐2015*) 123 Community Development (Planning) City of Sun Prairie 2016 Annual Budget 2015 Achievements:  In 2015, the Division coordinated and oversaw the process of updating the City’s Future Land Use Plan for a portion of the Westside Neighborhood. The updated land use plan was adopted by the City Council in May.  Through the end of July 2015, the Division has reviewed a total of 93 development applic ations and concept plans. This does not include the review of 132 zoning permits over this same period of time. The following table provides a history of caseload activity since 2000:  The Division has prepared and recommended several Municipal Code amendments so far in 2015 to help keep the ordinance up to date and relevant, including: up dated parking standards for residential properties; signage standards for multi‐tenant commercial buildings; food carts; and permanent make‐ up facilities, among others.  The Division has worked with several developers to replat portions of neighborhood subdivisions as a result of updated wetland delineations and changing market conditions since the original pl atting, including Golden Meadows (Fox Point); Smith’s Crossing, Liberty Square, and West Prairie Village.  Division staff have been working with other department and regional groups on several infrastructure projects, including: the completion of the Hoepker Road – Terra Court bike path connection; the design and planning of the reconstruction of CTH C north of STH 19; a grant application to secure funding for a trail extension along the north side of STH 19 west of N. Thompson Road, among other projects. 124 Community Development (Building Inspection) City of Sun Prairie 2016 Annual Budget Mission: To provide a quality environment for all who live, work, and visit our community by providing high quality building inspection services for all new and existing structures, and giving friendly and courteous service to our customers. Department Description: The building inspector is an appointed position by the common council. 2016 Budget Highlights:  There are no new budget initiatives being proposed in the 2016 budget, but an ongoing review of department staffing and operations is occurring because of the recent reorganization, with an eye toward improving communications, improving efficiencies in operations, and potentially addressing staffing needs within the Division. Financial Summary: 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED COMMITTEE (DECREASE) BUILDING INSPECTION (240‐00) Personnel Services 326,026 $ 329,092$ 327,157$ 333,983$ 384,436$ 384,436$ 50,453$ Materials & Supplies 6,399 6,244 19,808 18,408 18,314 18,314 (94) Contracted Services 19,950 11,409 11,950 11,400 12,950 12,950 1,550 Professional Development 1,741 1,503 3,250 2,900 2,600 2,600 (300) Capital Items ‐ 7,515 ‐ ‐ ‐ ‐ ‐ Tota 354,116$ 355,763$ 362,165$ 366,691$ 418,300$ 418,300$ 51,609$ Director of Building Inspection & Maintenance Assistant Building Inspector Assistant Building Inspector Secretary 125 Community Development (Building Inspection) City of Sun Prairie 2016 Annual Budget Staffing Analysis: 2015 FTE 2016 FTE Change 2015 2016 Change Director of Building Inspection 1.00 1.00 ‐ 114,299 117,638 3,339 Building Inspector 2.00 2.00 ‐ 140,120 185,509 45,389 Administrative Assistant 1.00 1.00 ‐ 51,333 53,299 1,966 LTE Plumbing Inspector ‐ ‐ ‐ 26,913 26,913 ‐ Overtime/Temporary ‐ ‐ ‐ 1,077 1,077 ‐ Total 4.00 4.00 ‐ 333,742 384,436 50,694 Position Title Staffing Personnel Costs Goals: The Department’s goals are to constantly review and improve business processes to provide better and more economical services to our community. For 2015, our main goal is to work with the Munis software system to meet the needs of our property maintenance problem recording and access. We have implemented the Munis cash‐receipting program and it is working quite well. The credit card acceptance is popular. Accomplishments of these goals are in alignment with the goals of the City of Sun Prairie. A secondary goal is to upload the balance of our old records to Laser fiche by years end; this will improve efficiency for our retrieval and research operations. Strategies:  Implement permit time savings measures in Munis (City‐wide Enterprise Resource Planning software)  Compare water usage fees between current and 2009‐2010 issued sewer connection permits.  Monitor and provide radio reception reports in our large scale commercial buildings for code compliance. Activities:  Review all plans for new building construction, additions, and remodeling.  Issue permits and collect fees for City construction projects.  Inspect all construction projects.  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.  Answer phone and counter questions from constituents. 126 Community Development (Building Inspection) City of Sun Prairie 2016 Annual Budget 5546 1205 2012 Inspections Building Inspections Property Maintenance Total 6751 5846 1670 2013 Inspections Building Inspections Property Maintenance Total 7516 Measurements: 4556 901 2014 Inspections Building Inspections Property Maintenance Total 5457 Through 9‐30‐14 127 Community Development (Building Inspection) City of Sun Prairie 2016 Annual Budget 2015 Achievements:  Laser fiche scanning is being done as time allows. Workload limits the time available to keep up with the Division’s needs in this area.  Utilizing Munis for permitting and inspection processes. This program is challenging and implementation of this tool has been difficult. We continue to work with IT to try to address various issues.  Keeping up with long grass and weeds non‐ compliance. Although an ongoing process, citations help, but do not reduce repeat offenders. 128 Community Development (Building Maintenance) City of Sun Prairie 2016 Annual Budget Mission: To provide clean, secure, and well‐maintained buildings and grounds at all City of Sun Prairie facilities, using efficient methods and new technologies. Department Description: The following are examples of the many services provided by the Building Maintenance Division:  Order and distribute facility bathroom products.  Coordinate city building janitorial services.  Distribute paper supplies.  Maintain HVAC equipment temperature control systems.  Maintain plumbing fixtures and associated systems.  Maintain electrical fixtures, lamps, ballasts, and associated wiring.  Maintain security systems.  Maintain generat or systems at 3 city locations.  Replace and maintain office furniture.  Maintain lawns and landscaping, oversee contract mowing.  Snow removal at City facilities.  Negotiate maintenance contracts with vendors.  Order all flags and maintain flagpoles. 2016 Budget Highlights: There are no notable changes in the 2016 budget. Director of Building Maintenance Sr . Maintenance Technician Bldg & Grounds Technician 129 Community Development (Building Maintenance) City of Sun Prairie 2016 Annual Budget Financial Summary 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) BUILDING MAINTENANCE (185‐00) Personnel Services 52,980 $ 62,931$ 123,754$ 111,924$ 132,150$ 132,150$ 20,226$ Materials & Supplies 102,628 123,197 149,550 148,825 141,050 141,050 (7,775) Contractual Services 163,566 174,808 193,200 196,200 192,350 192,350 (3,850) Professional Development (50) ‐ 300 300 550 550 250 Capital Items 112,709 25,900 87,570 87,570 45,000 35,000 (52,570) Total 431,833$ 386,836$ 554,374$ 544,819$ 511,100$ 501,100$ (43,719)$ Staffing Analysis: 2015 FTE 2016 FTE Change 2015 2016 Change Bldg & Grounds Technician 1.00 1.00 ‐ 60,403 54,686 (5,717) Senior Maintenance Technician 1.00 1.00 ‐ 38,064 77,464 39,400 Overtime/Temporary/Seasonal ‐ ‐ ‐ 13,456 ‐ (13,456) Total 2.00 2.00 ‐ 111,923 132,150 20,227 Position Title Staffing Personnel Costs Measurements:  The Division has been using new methods for routine tasks such as filter changes in hopes of time savings. Changes have been implemented without employee time resulting in approximately 10% labor cost savings.  Continued savings on HVAC digital controls, improvements show substantial cost savings.  The Division had over 350 general maintenance requests from individual em ployees 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; we are moving to more LED lamping.  Create and provide better breakdowns of maintenance capital costs.  Provide better labor cost estimates for in house projects. 130 Community Development (Building Maintenance) City of Sun Prairie 2016 Annual Budget Strategies:  The Building Maintenance Tracker System will help the Division coordinate repairs, track costs, and help with inventory of parts used. We will also use this program for scheduling future normal maintenance tasks.  Coordinate maintenance projects with staff.  Search for new products and suppliers to reduce costs. 2015 Achievements:  Conducted exterior sidewalk tile removal for new colored concrete sidewalk.  Completed painting projects at City Hall, Police areas, offices, halls, dispatch.  City Hall Air Handler/Fresh Air unit for Community Room and Council Chambers project.  Completed several projects at Fire Department.  Library ballast upgrade project, we have updated 30 plus fixtures, ballast savings over $18,000. 131 THIS PAGE LEFT BLANK INTENTIONALLY Economic Development City of Sun Prairie 2016 Annual Budget Mission: The mission of the Department of Economic Development is to improve the economic well‐being of the community through efforts that entail job creation, job retention, tax base enhancement, and the 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 busi ness 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 pla n 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 includ e:  Facilitation of development agreements for redevelopment projects, particularly in the City’s Tax Increment Finance Districts;  Negotiation of financial incentives, particularly in the City’s TIF District’s;  Assistance with available building and property searches;  Coordination of multiple City departments and/or external regulatory agencies when needed throughout the entitleme nt process;  Conducting of business retention surveys and hosting of tours and other retention events;  Provision of presentations on the local economy and the business friendly nature of the City; Director of Economic Development Economic Development Specialist 132 Economic Development City of Sun Prairie 2016 Annual Budget  Coordination of specific advertising opportunities, including special events and City‐owned property;  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 down town Business Improvement District 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;  Undertaking of special projects on an as‐needed basis. 2016 Budget Highlights:  Personnel expenditures will increase as the Economic Development Specialist will be on the payroll for a full year.  Membership, Office Supplies, and Meetings and Training are projected to increase with the addition of the Economic Development Specialist. Formal training opportunities for both department positions are being requested. Formal training for the Director of Economic Development is being requested for the first tim e in several years.  Contracted professional services are projected to increase overall with the anticipated development activity, but costs will be allocated to open TIF districts whenever possible.  Marketing efforts are expanded in the 2016 budget, but are being allocated across relevant TIF Districts for the first ti me. This results in a net decrease in the general fund budget for this line item.  Staff is recommending budgeting for the cost of acquiring an option that will allow for the orderly expansion of industrial areas of the City, and will also allow for the marketing of a larger deve lopment parcel without having to acquire the parcel(s). Terms and cost of any option would need to be negotiated. Staff is recommending that this initiative proceed only if lot sale revenue from currently available City‐owned parcels is realized in 2016.  Replacement of the Director of Economic Development’s laptop and docking station by upgrading to a Surface is requested to aid in the performance needed to continue to efficiently maintain the City’s website and social media platforms. Financial Summary: 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) ECONOMIC DEVELOPMENT (620‐00) Personnel Services 97,718 99,660 169,257 169,257 172,701 172,701 3,444 Materials & Supplies 39 77 757 557 1,850 1,850 1,293 Contracted Services 2,122 7,779 15,800 15,539 11,300 21,600 6,061 Professional Development 2,308 3,143 3,895 4,160 3,775 5,513 1,353 Capital Items ‐ ‐ 2,045 3,000 ‐ ‐ (3,000) Total 102,187$ 110,659$ 191,754$ 192,513$ 189,626$ 201,664$ 9,151 $ 133 Economic Development City of Sun Prairie 2016 Annual Budget Staffing Analysis: 2015 FTE 2016 FTE Change 2015 2016 Change Econ. Development Director 1.0 1.0 ‐ 102,196 104,879 2,683 Econ. Development Specialist 1.0 1.0 ‐ 67,054 67,822 768 Total 2.0 2.0 ‐ 169,250 172,701 3,451 Position Title Staffing Personnel Costs Measurements: Estimated 2015 Projected 2016 Major Projects Undertaken (120 hours or more) 7 9 Formal Retention Contacts Made 12 30 Negotiated Development Agreements 4 4 Lot Sales 1 1 Targeted Marketing Efforts & Presentations 4 25 Contacts with Potential Start Ups 6 12 2015 Achievements (Year to Date):  Coordinated simultaneous grand openings with Cabela’s and Marcus Theatres.  InForm Product Development opened its new facility in the Sun Prairie Business Park.  Assembled a comprehensive response to a site selector’s RFI for a 90+/‐ acre warehousing project for a Fortune 200 company in a multi‐state search. Earned a site visit. (Project announced in Jane sville.)  Continued negotiations on prospective projects on multiple Main Street properties, including the Hanley and Marathon sites.  Coordinated the development and launch of the new City website, and coordinated staff training.  Staff participated in the Madison Region Familiarization Tour for site selectors.  Staff facilitated more than a half dozen site tours of are a businesses and companies.  Updated City‐owned lot marketing materials (signs, flyers, etc.)  Hosted the Business Park & Major Employer Networking Event.  Continued the Sun Prairie Works Initiative.  Made presentations on development opportunities in Sun Prairie to RASCW, Smart Growth Greater Madison, and the Madison Commercial Brokers Group.  Presented to the Leadership Sun Prairie Class.  Completed updates to the business quiz and community profile for the Sun Prairie Chamber of Commerce. 134 Economic Development City of Sun Prairie 2016 Annual Budget  Successfully filled the Economic Development Specialist position.  Staff participated in the 2015 Madison Region Economic and Diversity Summit.  Actively assisted with Farm Technology Days event.  Assisted in the evaluation of options being considered during the amendment process for the Westside Plan Update.  Assisted with Groundhog Day festivities and other BID activities.  Prepared the Annual Report for the downtown Business Improvement District.  Completed further integration of the Tourism and BID brochures.  Completed updates to the Tourism and BID websites as part of the combination with the City website.  Continued maintenance of social media for the City, the department, Tourism, and BID.  Continued staffing of the Tourism Commission.  Assisted with the coordination of National Night Out.  Currently working on a marketing article in BRAVA Magazine featuring women in leadership roles in Human Resources.  Currently working on a tour of De Forest and Sun Prairie development sites and building for regional site selectors. 135 CITY OF SUN PRAIRIE 2016 APPROVED BUDGET TRANSFERS 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) TRANSFERS PERSONNEL SERVICES 10069000‐572000 TRANSFER 92,200 $ 89,780 $ 414,110$ 631,490 $ 404,818$ 338,165$ (293,325)$ SUB‐TOTAL 92,200 89,780 414,110 631,490 404,818 338,165 (293,325) TOTAL TRANSFERS 92,200 $ 414,110$ 631,490 $ 404,818$ 338,165$ (293,325)$ Continuing Disclosure 1,828 (1,828) Reiner & O'Keefe Traffic Study 1,047 1,047 Sun Prairie Media Center 2,500 (2,500) Family Aquatic Center 67,700 ‐ ‐ Refuse Transfer 320,002 152,755 152,755 (167,247) Capital Projects 49,821 (49,821) Transit Transfer 257,339 184,363 184,363 (72,976) 631,490 404,818 338,165 (293,325) . 136 THIS PAGE LEFT BLANK INTENTIONALLY Special Revenues (Transit) City of Sun Prairie 2016 Annual Budget 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, as well as maintains grant and state aid requirements for funding purposes. Department Description: Per city ordinance, the Transit Commission consists of six members to be appointment by the mayor and approved by the common council. There must be one representative from the senior citizens 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 commo n council. The Transit Commission acts as the oversight authority for the taxi service and makes recommendations for changes to the taxi services. 2016 Budget Highlights: 2016 will be a very exciting year for the Transit Commission and the share‐ride taxi program. The Transit Commission, on behalf of the, City of Sun Prairie will be awarded funds from the 5310 Enhanced Mobility grant to purchase one more accessible vehicle which will replace one of the two remaining vehicles that the City currently leases to the taxi provider. Also, the Transit Commission is hoping to implement some advertising strategies to bring in more revenues for the reduced fare program. These strategies would include business advertising in or on the taxis. Transit Commission 137 Special Revenues (Transit) City of Sun Prairie 2016 Annual Budget Financial Summary: SPECIAL REVENUE FUNDS (Transit) 2013 2014 2015 2015 2016 2016 INCREASE ACTUAL ACTUAL PROJECTED BUDGET REQUESTED APPROVED (DECREASE) TAXI PROGRAM REVENUES STATE AID ‐ TRANSIT 284,026$ 337,399$ 450,541$ 412,276$ 471,697$ 471,697 $ 59,421 $ TAXI PROGRAM FARES ‐ ‐ 205,143 299,359 205,000 205,000 (94,359) DONATIONS ‐ TAXI PROGRAM 1,565 3,560 1,000 1,000 1,500 1,500 500 TRANSFER IN 82,500 89,780 257,280 89,780 184,363 184,363 94,583 TOTAL TAXI PROGRAM REVENUES 368,091$ 430,739$ 913,964$ 802,415$ 862,560$ 862,560$ 60,145$ TAXI PROGRAM EXPENDITURES FLEET RENTAL CHARGES ‐$ ‐$ 6,893$ 7,600$ 6,600$ 6,600$ (1,000)$ PROF SVCS: TAXI CONTRACT 491,987 435,824 855,960 746,200 855,960 855,960 109,760 PROF SVCS: REDUCED FARE PRGM 22,876 15,306 ‐ ‐ ‐ ‐ ‐ TOTAL TAXI PROGRAM EXPENDITURES 514,863$ 451,130$ 862,853$ 753,800$ 862,560$ 862,560$ 108,760$ TAXI PROGRAM: FUND BALANCE (36,598) (183,370) (203,761) (203,761) (152,650) (152,650) 368,091 430,739 913,964

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