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Home My WebLink AboutMinutes CC - 07/12/2007 - MINS 07 12 07 WS (Migrated from Optiview)Special Called Work Session of the Milton City Council Thursday, July 12, 2007 at 3:00 pm Page 1 of 21 This summary is provided as a convenience and service to the public, media,and staff. It is not the intent to transcribe proceedings verbatim. Any reproduction of this summary must include this notice. Public comments are noted and heard by Council, but not quoted. This document includes limited presentation by Council and invited speakers in summary form. This is an official record of the Milton City Council Meeting proceedings. Official Meetings are audio recorded. Special Called Work Session of the Mayor and Council of the City of Milton was held on July 12, 2007 at 3:00 PM, Mayor Joe Lockwood presiding. Mayor Lockwood stated this afternoon is a budget workshop for CIP and Work Plan Priority Setting. Public Comment: Cathy Rhea, 325 Oxford Meadow Run, Alpharetta, talked about Arnold Mill Road where it connects with New Providence Road right at the Fire Station and asked if a traffic light could be installed at that area because they have such a hard time getting out. City Clerk Marchiafava said no other public comment cards have been submitted. City Manager Bovos stated we are going to spend the next couple of hours talking about your fiscal year 2008 budget. We did not have this opportunity when we adopted the first fiscal year budget. As you recall, we had just been incorporated and are trying to comply with state law in order to get a budget adopted. Your budget when it is adopted becomes not only our financial plan, but our operating work plan for the fiscal year. State law requires us to go through a certain number of budget hearings. Those budget hearings have to start at certain times of the day including the required hearings. If there is something that you see that you do not like or if there is something that you do not see that you would like, we need to talk about that sooner than later. We are going to have at least four more opportunities in a public setting to talk about the budget, so you will have multiple opportunities to see it. You are going to see on the first slide today a line at the very bottom that says “Creating a Positive Community Legacy Together”. We will select a theme each year for the budget and that is our theme for the Fiscal Year 2008 budget. We are really concentrating on two thoughts, the first being the general fund which is just our traditional operations, and then the capital improvement fund which is where we do capital projects. We also have budget workshops scheduled for August 9th, August 23rd, and on September 6th will be the first reading of the budget ordinance. We will have a final workshop on September 13th and then September 20th will be the final adoption. Your Charter requires for the balanced budget to be delivered to all of you as well as the citizen’s by August 1st. Fiscal Year 2008 Budget Process •Annual Budget Process began on June 6th •Forms distribution and training of senior team on budget requests and expectations •Each department responsible for budget formulation in three areas •General Fund Maintenance & Operating Budget (M & O) •General Fund Operating initiatives •Capital Project Requests •Formulation of Fiscal Year 2008 Work Plan •Zero-based budgeting is based on the concept of justifying all expenditures each budget year •Requires re-evaluation of programs and services •Facilitates on-going budget adjustments for approved programs based on activity level as opposed to set percentage increase or decrease •General fund Operating Initiatives Special Called Work Session of the Milton City Council Thursday, July 12, 2007 at 3:00 pm Page 2 of 21 Capital Project Requests •Expenditure requests based on an increase in level of service •Will generally be a request in one of the following categories •New Program •New Personnel •Enhancement or expansion to a current program •Operating initiatives can consist of both one-time investments and recurring costs. •Operating initiatives may also carry required capital investments as well •Presented to the Senior Staff •Preliminary prioritization by Senior Staff to present to City Council •Approved based on available funding •Capital Project Requests •Expenditure requests based on the need for a capital investment •Will generally be a request in one of the following categories •Construction-related project •Consultant Design or Study •Acquisition of an asset, such as equipment or vehicles •Acquisition of land or right-of-way or public use •Maintenance of currently owned assets •Capital projects are generally one-time expenditures •Many times have recurring operating budget impacts •Associated personnel •Maintenance costs •Fuel or utility costs •Presented to the Senior Staff •Preliminary prioritization by Senior Staff to present to City Council •Approved based on available funding Today’s presentation will include Prioritized Operating Initiatives and Capital Project as well as Department Work Plans. Maintenance and Operating costs will be presented by department as part of the balanced budget presentation at the August 9th Council Workshop. Special Called Work Session of the Milton City Council Thursday, July 12, 2007 at 3:00 pm Page 3 of 21 Prioritizing the Operating Initiatives City’s Vision Statement Milton is a distinctive community embracing small-town life and heritage while preserving and enhancing our rural character City’s Mission Statement The City of Milton is committed to maintaining the unique quality of life for our constituents while efficiently delivering essential services to residents and businesses in a community interactive environment Prioritizing the Operating Initiatives Using the City’s Vision and Mission and incorporating the principles found in the book “Good to Great,” the senior team defined their “Hedgehog Concept” as, A commitment to providing efficient and effective services which support Milton’s community values. Prioritizing the Operating Initiatives Each department initiative was presented to the senior team followed by the question: “Does this initiative meet our Hedgehog Concept?” The initiatives with the answer yes to this question were available for prioritization by the group Prioritizing the Operating Initiatives Prioritization was reached by a vote cast by each department •For personnel initiatives, one vote on the initiative with highest priority in their own department(s) and one vote on an initiative outside their department •For programmatic initiatives, departments cast a vote for their top ten of the twenty-three total program requested •Votes were tallied for a consensus prioritization A priority list was developed for personnel initiatives and program initiatives Prioritizing Capital Projects Industry-wide, capital projects are prioritized using consideration of the following commonly used criteria: •Legal Mandates •Mitigation of a Health or Safety Hazard •Protection of Current Assets •Specific Financing Opportunity Available •Operating Budget Impacts •Environmental Impact •Public Support •Relation to an Adopted Master Plan or Prerequisite to a Master Plan Project •Economic Development •Benefit-to-Cost Ratio •Life Expectancy of Project •External Factors are Timely Special Called Work Session of the Milton City Council Thursday, July 12, 2007 at 3:00 pm Page 4 of 21 •Special Population or Percent of Population Served Prioritizing Capital Projects Projects were initially narrowed down using the following top four criteria: •Legal Mandate •Mitigation of a Health or Safety Hazard •Protection of Current Assets (City Financial Policy) •Specific Financing Opportunity Available Projects meeting these criteria have been prioritized by the senior team for presentation to the City Council Fiscal Year 2008 Work Plan Once funding is determined and budget is balanced, fiscal year 2008 work plans will be formulated Fiscal year 2008 Work Plans will be presented as part of the balanced budget workshop on August 9th Departmental Presentation The following slides are present by department: •Fiscal year 2007 level of service •Requested initiatives ( enhancements to level of service) •Requested Capital Project City Manager’s Office FY07 Level of Service 2.0 FTE Council Relations Agenda Management CH2M Hill Contract Management & Renewal Performance Measurement Program MVP Program FY08 Initiatives Increase in Level of Service City Marketing Plan Milton Greening Performance Measurement Software Special Events Program Solid Waste Plan City Manager’s Office Operating Initiatives City Marketing Plan - $9,000 •Senior staff program designed to communicate to constituents a quarterly message regarding City progress and upcoming events Special Called Work Session of the Milton City Council Thursday, July 12, 2007 at 3:00 pm Page 5 of 21 Milton Greening - $29,000 •Education and volunteer effort toward City’s becoming a premier environmentally sensitive and aware community Performance Measurement Software - $19,500 •Software designed to track and report performance measurement progress Special Events Program - $30,000 •Planning and implementation of four annual events Solid Waste Plan Study and Communication - $4,000 •Funding to gain citizen feedback on structure of City’s solid waste program •Also used to proactively communicate any new program to citizens City Manager’s Office Capital Project Requests Future City Hall Feasibility Study - $20,000 Mayor & Council Capital Project Requests Office Space Expansion •Option One - $32,154 �Build-out cost for the addition of two offices and a dedicated conference area for council members – $18,035 �Furnishing costs - $11,519 •Option Two - $28,000 �Area in current records room reconfigured for 5-6 cubicles �Includes significant communications and technology infrastructure Communications FY07 Level of Service 1.0 FTE Media relations Publications, including e-newsletter, print newsletter and Annual Report Web Design and Content Management FY08 Initiatives Increase in Level of Service Newcomer Packet Communications Operating Initiatives Newcomer Packet - $6,000 •Publication designed for distribution to new Milton citizens Special Called Work Session of the Milton City Council Thursday, July 12, 2007 at 3:00 pm Page 6 of 21 City Clerk’s Office FY07 Level of Service 4.5 FTE Agenda Publication Meeting Minutes Open Records Requests Municipal Elections Records Management Staff Training & Education FY08 Initiatives Increase in Level of Service Codification of Ordinances Digital Recorder with Audio Streaming Decrease of 1.0 FTE City Clerk’s Office Operating Initiatives Codification of City Ordinances - $17,200 •Formal codification of ordinance and revisions to meet state requirements •Public access via versionized web search Digital Recording System - $15,000 •System designed to capture a more efficient and higher quality recording of public meetings •Will include audio streaming capabilities Municipal Court Operating Initiatives FY07 Level of Service 2.5 FTE Schedule, Process and Track Violations issued by Public Safety and Code Enforcement Facilitate Weekly Court Sessions Receipt Fines and Process Liability Payments FY08 Initiatives Increase in Level of Service No Requests Operations – Finance Operating Initiatives FY07 Level of Service 4.5 FTE Financial Policy Management Special Called Work Session of the Milton City Council Thursday, July 12, 2007 at 3:00 pm Page 7 of 21 General Ledger Management Annual Budget and Monitoring Annual Audit and Financial Statements Accounts Payable City Payroll Billing / Cash Receipting Bank Relationship Management Procurement Activities Grant Program Management Insurance and Risk Management Program FY08 Initiatives Increase in Level of Service Grants Coordinator Position Operations – Finance Operating Initiatives Grants Coordinator Position - $71,164 •Full-time City employee with responsibility to research, write and manage grants and contributory funding sources for operations and capital expenditures •Would represent the City on local, county and state committees for grant planning and participation •Track all grant spending after award and be responsible for all grant reporting activities Operations – Human Resources Operating Initiatives FY07 Level of Service 1.25 FTE Personnel Policy Management Recruitment and Hiring Benefits Management Worker’s Compensation Program Training Performance Review Process FY08 Initiatives Increase in Level of Service Benefit Package Enhancements •Employer 457 match •Vacation sell back days •Fitness stipend Random Drug Screening Program Employee-of-Quarter Program Operations – Human Resources Operating Initiatives Benefits Package Enhancements Special Called Work Session of the Milton City Council Thursday, July 12, 2007 at 3:00 pm Page 8 of 21 •1% employer match to employees 457 Deferred Compensation contribution - $36,675 •Vacation sell-back program - $36,000 •Fitness Stipend - $22,620 Employee of the Quarter Program - $1,600 •Employee recognition program Random Drug Screening Program - $1,050 •Implementation of program to randomly test 2 City employees per month Operations – Information Technology Operating Initiatives FY07 Level of Service 3.25 FTE - 1.0 FTE for GIS Provide security & integrity of network and software systems Manage communication technology Manage Hardware and Infrastructure Helpdesk Services Technical Management of Technology-related Projects FY08 Initiatives Increase in Level of Service Back-up Laptop Units Direct TV Access High Speed Data Connection Patrol Car Printers Public Safety Records Management Server Operations – Information Technology Operating Initiatives Back-up Laptop Units for Public Safety Vehicles - $10,500 •Two laptops for operational back-up purposes Direct TV Access to City Hall - $5,800 •Receivers and television units to monitor external conditions High Speed Data Connection - $63,500 •Installation of high speed data lines from City Hall to fire stations Multi-function Printer Units for Patrol Vehicles - $19,550 •Print/copy/fax/scan unit for each patrol car Public Safety Records Management Server - $15,600 •Dedicated server for public safety records retrieval and storage Operations – Information Technology Capital Project Requests Voice over Internet Protocol (VOIP) installed in Fire Stations - $19,890 ICOP In-car Video System Upgrade - $28,200 Lobby Kiosk System - $15,000 GIS Public Web Access - $25,000 Aerial Photography Update - $50,000 Special Called Work Session of the Milton City Council Thursday, July 12, 2007 at 3:00 pm Page 9 of 21 Address Capture System to Integrate with Financial and Community Development Software System - $50,000 Public Safety - Admin Operating Initiatives FY07 Level of Service 5.0 FTE Public Safety Policy & Operational Management Policy Development and Implementation On-duty Training by Captain Equipment Issuance & Inventory IGA Management FY08 Initiatives Increase in Level of Service Logistics/Planning Officer Additional Office Space Public Safety – Police Operating Initiatives FY07 Level of Service 19.0 FTE 24-hour Police Shift Initial response to emergency and non-emergency calls for service Basic Criminal Investigations On-duty Crime Prevention On-duty Media Relations FY08 Initiatives Increase in Level of Service Police Detective Police Officers (2) K-9 Program Radar Speed Detection Additional Weaponry Public Safety – Fire Operating Initiatives FY07 Level of Service 38.0 FTE 24-hour Fire Station Coverage Initial response to emergency and life safety calls for service On-duty Fire Marshal and Plan Review On-duty Fire Prevention Activities On-duty Media Relations Special Called Work Session of the Milton City Council Thursday, July 12, 2007 at 3:00 pm Page 10 of 21 FY08 Initiatives Increase in Level of Service Fire Captain Fire Marshal Personnel for Quint Supplemental Turn-out Gear Public Safety Operating Initiatives Logistics/Planning Officer with Vehicle - $105,288 •Achievement and maintenance of compliance with all state and federal law enforcement and emergency fire service mandates and standards •Would serve as a supplemental police detective Additional Office Space - $519,136 •Proposal to acquire a lease on available office space congruent to City Hall for expansion of police safety administration and police activities Police Detective with Vehicle - $94,809 Police Officers (2) for Traffic Unit with Vehicles - $211,676 Radar Units for Patrol Vehicles (10) - $14,300 Weaponry for Shotgun Program - $16,000 Police K-9 Program - $17,713 •Donation by Milton Neighborhood to Purchase the K-9 Dog with City funding for operating expenditures Fire Captain - $75,506 •Allow for the training officer, currently dual roles serving in the training capacity as well as shift captain, to become full-time training officer Fire Marshal - $79,506 •Conducts inspections and plan review and manages life safety code •Conducts fire scene and arson investigations •Plans fire prevention and education programs Personnel for Quint Apparatus - $448,687 •Two phase funding of 6 fire personnel in fiscal year 2008 •Supplemented by either grant funding or an additional 6 personnel in fiscal year 2009 Supplemental Turn-out Gear - $56,975 Public Safety Capital Project Requests Renovation of Station 41 - $100,000 Renovation of Station 42 - $100,000 Apparatus & Vehicle Reserve - $100,000 Interim Fire Station in Deerfield Vicinity - $250,000 Tornado Warning Sirens - $200,000 Fire Tanker (grant pending) - $350,000 City Hall Security - $25,000 Mobile Command Post - $83,000 Community Development Operating Initiatives Special Called Work Session of the Milton City Council Thursday, July 12, 2007 at 3:00 pm Page 11 of 21 FY07 Level of Service 12.0 FTE Rezoning Applications Building Permits Site Plan Review Code Enforcement Information Requests FY08 Initiatives Increase in Level of Service No Requests Community Development Capital Project Requests Outsource Historic Preservation Ordinance - $25,000 Outsource Tree Preservation Ordinance - $25,000 Design Guidelines for Highway 9 - $50,000 Market Feasibility Study for Highway 9 - $150,000 Transportation Master Plan - $125,000 •Matching funds in order to receive an additional $375,000 Arnold Mill Road Corridor Study - $150,000 City Sidewalk Plan - $50,000 Impact Fee Study - $125,000 Community Services Operating Initiatives FY07 Level of Service 5.5 FTE Policy Management Storm water Maintenance Transportation Management •Funding Coordination •Minor pavement repairs •Dust abatement •Traffic control device maintenance •Right-of-way maintenance •Right-of-way permits •Capital planning Bell Memorial Park Maintenance Community Houses Maintenance CH2M Hill Program Management and Customer Service Program FY08 Initiatives Increase in Level of Service No Requests Special Called Work Session of the Milton City Council Thursday, July 12, 2007 at 3:00 pm Page 12 of 21 Community Services – Public Works Capital Project Requests Traffic Signs and Signals Maintenance - $81,150 Traffic Calming - $35,000 Pavement Management •Milling & Resurfacing - $1,500,000 •Striping - $133,056 •Traffic Counters - $15,000 Storm water Maintenance - $300,000 Bridges and Dams Inventory and Signage - $30,000 Freemanville @ Providence - $208,500 •Second year matching funds for transportation project Birmingham @ New Providence - $170,800 Crabapple Interim Transportation Improvements - $50,000 Crabapple Streetscape - $225,000 Milton Trail – Phase I - $200,000 Bethany @ Providence - $339,700 •Not recommended for continuance �Site lines acceptable as built �Intersection meets design standards, back up at peak hours only �Crash data less than 3% and less than other intersections within City Community Services – Rec/Parks Capital Project Requests Crabapple Community House Renovation - $250,000 Bethwell Community House Demolition - $60,000 Recreation & Parks Master Plan - $50,000 Birmingham Park Development - $80,000 •Development of a gravel parking lot and two soccer fields for short-term public use Park Land Purchase - $400,000 Priority Presentation The following slides present 1) The requests by department that staff voted on to prioritize 2) The priority list for both operating initiatives and capital requests City Manager’s Office Operating Initiatives City Marketing Plan - $9,000 •Senior staff program designed to communicate to constituents a quarterly message regarding City progress and upcoming events Milton Greening - $29,000 •Education and volunteer effort toward City’s becoming a premier environmentally sensitive and aware community Performance Measurement Software - $19,500 Special Called Work Session of the Milton City Council Thursday, July 12, 2007 at 3:00 pm Page 13 of 21 •Software designed to track and report performance measurement progress Special Events Program - $30,000 •Planning and implementation of four annual events Solid Waste Plan Study and Communication - $4,000 •Funding to gain citizen feedback on structure of City’s solid waste program •Also used to proactively communicate any new program to citizens City Manager’s Office Capital Project Requests Future City Hall Feasibility Study - $20,000 Mayor & Council Capital Project Requests Office Space Expansion •Option One - $32,154 �Build-out cost for the addition of two offices and a dedicated conference area for council members – $18,035 �Furnishing costs - $11,519 •Option Two - $28,000 �Area in current records room reconfigured for 5-6 cubicles �Includes significant communications and technology infrastructure Communications Operating Initiatives Newcomer Packet - $6,000 •Publication designed for distribution to new Milton citizens City Clerk’s Office Operating Initiatives Codification of City Ordinances - $17,200 •Formal codification of ordinance and revisions to meet state requirements •Public access via versionized web search Digital Recording System - $15,000 •System designed to capture a more efficient and higher quality recording of public meetings •Will include audio streaming capabilities Operations – Finance Operating Initiatives Grants Coordinator Position - $71,164 •Full-time City employee with responsibility to research, write and manage grants and contributory funding sources for operations and capital expenditures Operations – Human Resources Operating Initiatives Benefits Package Enhancements •1% employer match to employees 457 Deferred Compensation contribution - $36,675 Special Called Work Session of the Milton City Council Thursday, July 12, 2007 at 3:00 pm Page 14 of 21 •Vacation sell-back program - $36,000 •Fitness Stipend - $22,620 Employee of the Quarter Program - $1,600 •Employee recognition program Random Drug Screening Program - $1,050 •Implementation of program to randomly test 2 City employees per month Operations – Information Technology Operating Initiatives Back-up Laptop Units for Public Safety Vehicles - $10,500 •Two laptops for operational back-up purposes Direct TV Access to City Hall - $5,800 •Receivers and television units to monitor external conditions High Speed Data Connection - $63,500 •Installation of high speed data lines from City Hall to fire stations Multi-function Printer Units for Patrol Vehicles - $19,550 •Print/copy/fax/scan unit for each patrol car Public Safety Records Management Server - $15,600 •Dedicated server for public safety records retrieval and storage Operations – Information Technology Capital Project Requests Voice over Internet Protocol (VOIP) installed in Fire Stations - $19,890 ICOP In-car Video System Upgrade - $28,200 Lobby Kiosk System - $15,000 GIS Public Web Access - $25,000 Aerial Photography Update - $50,000 Address Capture System to Integrate with Financial and Community Development Software System - $50,000 Public Safety Operating Initiatives Logistics/Planning Officer with Vehicle - $105,288 •Achievement and maintenance of compliance with all state and federal law enforcement and emergency fire service mandates and standards •Would serve as a supplemental police detective Additional Office Space - $519,136 •Proposal to acquire a lease on available office space congruent to City Hall for expansion of police safety administration and police activities Police Detective with Vehicle - $94,809 Police Officers (2) for Traffic Unit with Vehicles - $211,676 Radar Units for Patrol Vehicles (10) - $14,300 Weaponry for Shotgun Program - $16,000 Police K-9 Program - $17,713 •Donation by Milton Neighborhood to Purchase the K-9 Dog with City funding for operating expenditures Fire Captain - $75,506 •Allow for the training officer, currently dual roles serving in the training capacity as well as shift captain, to become full-time training officer Special Called Work Session of the Milton City Council Thursday, July 12, 2007 at 3:00 pm Page 15 of 21 Fire Marshal - $79,506 •Conducts inspections and plan review and manages life safety code •Conducts fire scene and arson investigations •Plans fire prevention and education programs Personnel for Quint Apparatus - $448,687 •Two phase funding of 6 fire personnel in fiscal year 2008 •Supplemented by either grant funding or an additional 6 personnel in fiscal year 2009 Supplemental Turn-out Gear - $56,975 Community Development Capital Project Requests Outsource Historic Preservation Ordinance - $25,000 Outsource Tree Preservation Ordinance - $25,000 Design Guidelines for Highway 9 - $50,000 Market Feasibility Study for Highway 9 - $150,000 Transportation Master Plan - $125,000 •Matching funds in order to receive an additional $375,000 Arnold Mill Road Corridor Study - $150,000 City Sidewalk Plan - $50,000 Impact Fee Study - $125,000 Community Services – Public Works Capital Project Requests Traffic Signs and Signals Maintenance - $81,150 Traffic Calming - $35,000 Pavement Management •Milling & Resurfacing - $1,500,000 •Striping - $133,056 •Traffic Counters - $15,000 Storm water Maintenance - $300,000 Bridges and Dams Inventory and Signage - $30,000 Freemanville @ Providence - $208,500 •Second year matching funds for transportation project Birmingham @ New Providence - $170,800 Crabapple Interim Transportation Improvements - $50,000 Crabapple Streetscape - $225,000 Milton Trail – Phase I - $200,000 Bethany @ Providence - $339,700 •Not recommended for continuance �Site lines acceptable as built �Intersection meets design standards, back up at peak hours only �Crash data less than 3% and less than other intersections within City Community Services – Rec/Parks Capital Project Requests Crabapple Community House Renovation - $250,000 Bethwell Community House Demolition - $60,000 Recreation & Parks Master Plan - $50,000 Birmingham Park Development - $80,000 Special Called Work Session of the Milton City Council Thursday, July 12, 2007 at 3:00 pm Page 16 of 21 •Development of a gravel parking lot and two soccer fields for short-term public use Park Land Purchase - $400,000 Personnel Operating Initiatives Prioritization PRIORITY # 1 Staffing for Quint Apparatus - $448,687 •Phase One Staffing of Quint with 3 Lieutenants and 3 Firefighters •Three Shifts = 6 personnel at $420,070 •One Time Operating Costs = $21,490 •Recurring Operating Costs = $7,137 •Apparatus and Staff Designed for Deerfield Area Call Response •Phase Two Staffing designed for possible grant funding or consideration in fiscal year 2009 PRIORITY # 2 Police Detective - $94,809 •Needed to supplement criminal cases load currently being worked by a single detective •Personnel Costs = $53,322 •Vehicle Cost = $27,476 •One-time Operating Costs = $7,108 •Recurring Operating Costs = $6,903 PRIORITY # 3 Two Police Officers - $211,676 •Formation of a Traffic Unit •Serve as supplemental staffing for training hours •Personnel Costs = $106,644 •Vehicle Cost = $73,710 •One-time Operating Costs = $16,956 •Recurring Operating Costs = $14,366 PRIORITY # 4 Grants Coordinator Position - $71,164 •Responsible for research, application and tracking of grants to supplement City operations •Personnel Costs = $57,348 •One-time Operating Costs = $8,566 •Recurring Operating Costs = $5,250 Programmatic Operating Initiatives Prioritization PRIORITY # 1 Reserve / Contingency Funding - $765,594 •By policy, reserves should equal 16% of operating costs •Due to start-up of City operations, goal is to fund the reserve in 3 – 5 years •Approximate cumulative reserve needed $2,543,667 •$246,894 funded in fiscal year 2007 •Recommended three year funding spread is $765,594 PRIORITY # 2 Special Events Program - $30,000 Special Called Work Session of the Milton City Council Thursday, July 12, 2007 at 3:00 pm Page 17 of 21 •Funding for four special events to be planned and implemented by current staff •Proposed events to include: �City Anniversary Celebration �Crabapple Antique & Art Fair �Adopt A Tree �Spring Clean up & BBQ PRIORITY # 3 Digital Recording System and Audio Streaming - $15,000 •Digital recording and transcription system to provide quality sound with voice separation •Audio recording has non-live streaming capability for web-site •External hosting requirements PRIORITY # 4 Public Safety Records Management Server - $15,600 •Additional to CH2M Hill contract for annual lease and maintenance of a dedicated server for storage and retrieval of public safety records PRIORITY # 5 Radar Speed Detection Units - $14,300 •Department currently used laser speed detection •Purpose intended to broaden the ability of police personnel to enforce speed laws •10 units – installed in 2 cars per shift and two assigned to selective units •Goal to increases safety reduce serious injury accidents. PRIORITY # 6 City Marketing Plan - $9,000 •Designed to facilitate the dissemination of a quarterly message designed to promote City’s accomplishments and events and to garner citizen input •Costs cover the external presentation of the message to key organizations in the community. •Costs include promotion message rollout to staff, mayor and council, and media PRIORITY # 7 Employer Match to 457 Deferred Compensation - $36,675 •Implementation of an enhancement to the employee benefit package by funding a 1%match to an employee's 457 deferred compensation retirement program •Eligible City employees must be participating the 457 program with at least a 1% employee contribution •The program would be immediate for all current employees and offered to new employees upon one year of continuous service. PRIORITY # 8 Codification of Ordinances - $17,200 •The outsourcing of codification of all City ordinances and revisions •Codification presented for public use on a searchable website PRIORITY # 9 High Speed Data Connection - $63,500 Special Called Work Session of the Milton City Council Thursday, July 12, 2007 at 3:00 pm Page 18 of 21 •The installation of high speed data lines from City Hall to each of the fire stations for more efficient use of the records management system and network data •One-time cost includes hardware, such as routers and switches for all locations and is a one-time cost - $38,200 •Recurring cost include monthly communications expenditure - $25,300 PRIORITY # 10 (tie) K-9 Program - $17,713 •A canine unit is a specialized service of a highly trained canine and police officer which will support field operations/patrol units in the performance of their duties •City of Milton neighborhood is committed to funding the purchase of the canine •Current officer would be trained as the handler •One-time cost to retrofit a patrol vehicle for the K-9 - $4,200 •One-time equipment cost for K-9 - $7,930 •Recurring operating expenditures associated with the K-9 program - $5,863 PRIORITY # 10 (tie) Backup Laptop Units for Public Safety (2) - $10,500 •Purchase of one Tough Book and one Dell ATG laptop •Will serve as backup units for patrol vehicles in case of damage, repair, or replacement down time on current laptops PRIORITY # 11 Supplemental Turn-out Gear - $56,975 •Second set of turn-out gear for fire personnel •Used in the case of contamination or damage to working set of gear to avoid down-time in call response •Grant pending with anticipation of delayed or partial funding Operating Initiatives Total Funding PERSONNEL REQUESTS - $826,336 PROGRAMMATIC REQUESTS - $1,052,057 TOTAL INITIATIVE REQUESTS - $1,878,393 PRIORITY # 1 Pavement Management - $1,648,056 •Proactive maintenance program for streets & roads •Includes plan to prep roads for LARP resurfacing funding •Milling & Resurfacing - $1,500,000 •Striping - $133,056 •Traffic Counters - $15,000 PRIORITY # 2 Transportation Master Plan - $125,000 •Study of current transportation issues and recommendations for resolution and mitigation of future traffic loads on public roadways •Matching funds in order to receive an additional $375,000 •Funds not used for master plan can be used for transportation improvements Special Called Work Session of the Milton City Council Thursday, July 12, 2007 at 3:00 pm Page 19 of 21 PRIORITY # 3 Birmingham @ New Providence - $170,800 •Intersection improvement to redesign, realign and upgrade the intersection •FY07 funding = $90,000 •FY08 funding is the second year match for the project •Total project funding - $4,428,000 �State portion - $3,641,400 �City portion - $786,600 PRIORITY # 4 Storm water Maintenance - $300,000 •Annual maintenance program •First year will consist of inventory and repair of current deficiencies PRIORITY # 5 Bridges and Dams Inventory and Signage - $30,000 •Funding for a scheduled evaluation and maintenance program for the City’s bridges and current dams •Placement of proper signage •Expected outcome is a recommendation for long-term major bridge and dam repairs PRIORITY # 6 Freemanville @ Providence - $208,500 •Intersection improvement - design is complete and project is ready for right-of-way acquisition and construction •FY07 funding = $60,000 •FY08 funding is the second year match for the project •Total project funding - $2,549,000 �State portion - $767,000 �City portion - $1,782,000 PRIORITY # 7 Renovation of Fire Station 41 - $100,000 •Arnold Mill Road Fire Station •General renovation to include windows, repair of roof leaks, replacement bay doors •General upgrades of appliances, bunk area furniture and living area PRIORITY # 8 Traffic Calming - $35,000 •Funding to meet the City’s ordinance requirement upon request from a neighborhood for traffic calming measures PRIORITY # 9 Renovation of Fire Station 42 - $100,000 •Thompson Road Fire Station •Includes an assessment of long-term use of fire station and improvements needed to facilitate use •If appropriate, general renovation to include floor and windows, repair of roof leaks, replacement bay doors, storage area renovation, and improvement to kitchen and dining area •General upgrades of appliances, bunk area furniture and living area Special Called Work Session of the Milton City Council Thursday, July 12, 2007 at 3:00 pm Page 20 of 21 PRIORITY # 10 Apparatus & Vehicle Reserve - $100,000 •Annual reserve to fund the regular replacement of police vehicles and fire apparatus •Reserve is based on 4-5 year replacement of police vehicles and 12-15 year replacement of fire apparatus •Can also be used for emergency replacement of damaged vehicles PRIORITY # 11 Crabapple Community House Renovation - $250,000 •Currently uninhabitable facility •By deed, must be used for recreation purposes •Recommendation of demolition and re-building of the facility Crabapple Interim Transportation Improvements - $50,000 •Short-term improvements to traffic flow in Crabapple •Traffic light timing and synchronization •Additional signage PRIORITY # 13 Traffic Signs and Signals Maintenance - $81,150 •Scheduled maintenance program to repair or replace damaged or missing traffic signage •Upgrade of incandescent traffic bulbs to LED (10 per year) •Periodic traffic counts •Signal upgrades (2 annually) PRIORITY # 14 Bethwell Community House Demolition - $60,000 •Currently uninhabitable facility •Property use is unrestricted •Recommendation of demolition of the building and land use as a passive park area until completion of rec/parks master plan PRIORITY # 15 City Hall Feasibility Study •Needs analysis on facilities •Available land •Preliminary design PRIORITY # 16 Impact Fee Study Begin the analysis of an impact fee program to fund infrastructure improvements due to development Could include •Public Safety •Transportation •Recreation & Parks • Public Facilities •Others Special Called Work Session of the Milton City Council Thursday, July 12,2007 at 3:00 pm Page 21 of 21 PRIORITY # 16 Recreation & Parks Master Plan Consultant study to provide a detailed five-year master pIan for the City3 recreation and parks programs TOTAL CAPITAL PROJECT REQUEST FUNDING REQUEST -?3,?&3,506 After no further business, the Work Session adjourned at 6:15 PM. Approved: September 6,2007 ! -,1-j)\ \T)1L'L\LkC~4Qk\ awtte R.Marchiafava, City Clerk ' Joe Lockwood,.Mayor