AGENDA Meeting of the Executive Committee of the Capital Area Regional Planning Commission

Transcription

1 AGENDA Meeting of the Executive Committee of the Capital Area Regional Planning Commission June 12, 2014 City-County Building Rm 351, 210 Martin Luther King Jr. Blvd., Madison WI 5:00 PM All CARPC Commissioners have been invited to and may attend this meeting, and a quorum of the full CARPC may be present. It is intended that actions at this meeting will be voted on by only those Executive Committee members present. 1. Roll Call 2. Approval of minutes of the May 29, 2014 meeting (actionable item) 3. Discussion of 2015 Dane County Levy Charge and Recommendation to CARPC (actionable item) 4. Discussion of purchase of Service Agreement with The Greater Madison Chamber of Commerce for financial accounting services 5. Schedule next meeting and agenda items 6. Adjournment NOTE: If you need an interpreter, translator, materials in alternate formats or other accommodations to access this service, activity or program, please call the phone number below at least three business days prior to the meeting. NOTA: Si necesita un intérprete, un traductor, materiales en formatos alternativos u otros arreglos para acceder a este servicio, actividad o programa, comuníquese al número de teléfono que figura a continuación tres días hábiles como mínimo antes de la reunión. LUS CIM: Yog hais tias koj xav tau ib tug neeg txhais lus, ib tug neeg txhais ntawv, cov ntawv ua lwm hom ntawv los sis lwm cov kev pab kom siv tau cov kev pab, cov kev ua ub no (activity) los sis qhov kev pab cuam, thov hu rau tus xov tooj hauv qab yam tsawg peb hnub ua hauj lwm ua ntej yuav tuaj sib tham. CARPC staff TTY: Call Wis

2 Draft Minutes Meeting of the Executive Committee of the Capital Area Regional Planning Commission May 29, 2014 City-County Building Rm 354, 210 Martin Luther King Jr. Blvd., Madison WI 5:00 PM All CARPC Commissioners have been invited to and may attend this meeting, and a quorum of the full CARPC may be present. It is intended that actions at this meeting will be voted on by only those Executive Committee members present. Present: Jason Kramar, Peter McKeever, Larry Palm. Absent: Jeff Baylis, Ken Golden Staff Present: Kamran Mesbah, Laura Thomas 1. Roll Call Chair Palm called the meeting to order at 5:05pm; roll was recorded. 2. Approval of minutes of the April 10, 2014 meeting Moved by Mr. McKeever, seconded by Mr. Kramar to approve the minutes of the April 10, 2014 as amended to remove with Mr. Kramar abstaining from Item Preliminary Discussion of Levy Charge and FY 2015 Budget Mr. Mesbah opened discussion with the reminder that by State Statute, the Commission is obligated to certify a levy charge to the Dane County Clerk by July 1 of each year. A letter needs to be sent to the County Clerk for the levy charge to the County. The Executive Committee needs to make a recommendation to the Regional Planning Commission who, in turn, makes a recommendation to the BPP. The meeting of the June 12, 2014 Executive Committee will comprise the final recommendation to the Commission. The next BPP meeting is out for scheduling the last week of June. Mr. Mesbah provided four preliminary documents for discussion (attached as part of this record). Mr. Palm asked if the levy charge should be at, below, or above the current year. Mr. Mesbah answered that different budget scenarios could provide information for these decisions, dependent upon the Executive Committee s review of priority items. It would be optimal to not increase the charge to the county. He said that he is still generating end of year estimates, but due to staff vacancies, we may find that 2013 and 2014 will not have as much deficit as anticipated. Chair Palm said that deficit spending is still there because revenues are not adequate for the needed staffing and other expenses. Mr. Mesbah agreed Page 1 of 3

3 Mr. Kramar suggested using last year s number, increasing this by cost of living, and increasing it by $150,000 to allow the hiring of an Executive Director. He stressed theimportance of adequate staffing to accomplish the workload. Discussion turned to the subject of filling the Executive Director position with Mr. McKeever stressing the importance of this position to outreach in the communities served. Chair Palm reminded the Committee that the BPP cannot hire an Executive Director without the Commission providing three candidates, with the final selection being made by the BPP. Mr. McKeever asked how the other regional planning committees operate. Mr. Mesbah responded that other RPCs do not operate with a co-equal BPP and County Board Chairs are members of their Commissions providing for better colloraboration between counties and RPCs. CARPC historically has had County Board Chairs as commission members, and bylaws allow up to three County Board members, but since the late 90 s, the Commission has not had County Board Chairs on it. Chair Palm said a zero deficit budget is needed to present to the BPP. Mr. Kramar asked how big of an increase is needed to get to net zero. Chair Palm suggested targeting the base plus 2 to 3%. Mr. McKeever asked if the county uses a base plus 2 to 3% and if there is a county standard that could be used for our budget application. Mr. Mesbah answered that he is not aware that the County Executive has issued any guidelines for 2015 yet. Mr. McKeever asked what the levy was last year. Mr. Mesbah replied that is was $748,200. Mr. Mesbah suggested providing the Committee a budget framework using the same amount of dollars as 2014 and any variations would be presented to the Commission for a decision on how to assign these funds. Mr. McKeever asked that several alternatives be prepared by staff for review by the Executive Committee, as examples, these could be: (1) Using the same base as last year; (2) Base with 5% increase; (3) Inclusion of Executive Director. Mr. Kramar would like to see a scenario with a 6% increase and stressed the importance of a budget reflecting the operating needs of the RPC. Mr. Kramar added that in 2014, USA fees will be perhaps upwards of $20,000 resulting in an unrealized revenue of about $30,000. Mr. Mesbah said that the Commission needed to update the staff salary to address slippage since He stated that the Commission s policy is to maintain staff salaries about 1% below county equivalent positions. Mr. Mesbah added that in 2013, we over 18% below the county because of the 10% salary reductions, and in 2015, we will be Page 2 of 3

4 about 8% below the county. In looking at 2014, Mr. Mesbah will check to see if the county pays WRS and how that could affect the budget. Mr. Mesbah added that he is working on changing strategies for CARPC projects by switching to fundraising by identifying certain projects and raising funds singly for those projects instead of including them in the levy. The Committee asked Mr. Mesbah to develop estimated 2015 financial numbers for the next meeting so the group can develop alternatives. The next meeting of the Executive Committee is scheduled for Monday, June 2, at 5:00pm. Mr. Mesbah will provide materials for review at the meeting. The meeting was adjourned at 6:06pm, motioned by Mr. McKeever, seconded by Mr. Kramar. Minutes taken by Laura Thomas Page 3 of 3 NOTE: If you need an interpreter, translator, materials in alternate formats or other accommodations to access this service, activity or program, please call the phone number below at least three business days prior to the meeting. NOTA: Si necesita un intérprete, un traductor, materiales en formatos alternativos u otros arreglos para acceder a este servicio, actividad o programa, comuníquese al número de teléfono que figura a continuación tres días hábiles como mínimo antes de la reunión. LUS CIM: Yog hais tias koj xav tau ib tug neeg txhais lus, ib tug neeg txhais ntawv, cov ntawv ua lwm hom ntawv los sis lwm cov kev pab kom siv tau cov kev pab, cov kev ua ub no (activity) los sis qhov kev pab cuam, thov hu rau tus xov tooj hauv qab yam tsawg peb hnub ua hauj lwm ua ntej yuav tuaj sib tham. CARPC staff TTY: Call Wis

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9 CARPC AGENDA COVER SHEET June 12, 2014 Executive Summary Item 3 Re: Consideration of Recommending 2015 Dane County Levy Charge to the Budget and Personnel Panel Decision Items: 1. Recommendations to the Budget and Personnel Panel The CARPC estimated end of 2013 financial position indicates a surplus of $106,700 compared to the adopted 2013 budget which expected a surplus of $19,900. This increased surplus is due to one time savings such as staff turnover and changes in the Commission s leave liability, 10% unpaid staff leave (2013), furloughs (2012 and 2013), merit step increase freezes (2013), reduction of staffing positions (2014), savings from staff vacancies during rehiring (2013 and 2014), and funding from the HUD grant for some costs. These trends are projected to continue, though at a much lower pace, in 2014, resulting in a projected end of 2014 surplus of $5,400. The net result is that from a projected end of 2013 negative (deficit) reserve of - 53,400, the Commission is estimated to have a reserve of $111,900 which is projected to increase to $122,900 by the end of With the end of the HUD grant in June 2014, and a broad staff departure and turnover during 2013 and 2014 (planner, engineer, administrative manager, two senior planners, an ecologist, and a half-time GIS specialist), these one time savings are coming to an end. That this reverse is the result of one time savings is underscored when the 2015 base budget outline is considered. The base maintains the post-grant staffing levels and assumes an unchanged county levy amount of $748,200 (reflecting an estimated levy rate of , as compared to the rate of agreed to by the local units of government, and compared to the rate of allowed by the state statutes). The staffing level does not include an executive director, maintains a half-time planning information specialist (though the cost for this halftime position is the same as the amount budgeted for the work to be contracted out), and allows for a full-time program assistant and the purchase of accounting services to maintain front office functionality after the departure of Chris Gjestson. Normal merit step increases have been included, but the salary structure does not reflect a COLA (unchanged since 2011). The base budget assumes revenues from USA fees at $50,000 and from contractual planning work at $30,000. This base budget for 2015 results in a deficit of $24,400, highlighting the fact that the Commission continues not to have a sustainable revenue stream. The base budget does not provide funds for many needed initiatives, adjustments, and positions: The inability of CARPC to fund the position of Executive Director continues to hamper its outreach and collaboration work. The base budget does not fund the needed update of the regional development framework (the Land Use and Transportation Plan), nor even the needed preparatory work for this update.

10 CARPC policy is to maintain staff salary 1% below equivalent positions in Dane County. In 2013 CARPC senior planners received between 18% and 19% lower salaries than their County equivalents (due to the 10% unpaid leave); in 2014 they continue to be 8.85% below their County equivalents, and the base budget uses this same salary structure. If the Commission does not start to make regular adjustments to the salary structure, it will likely find itself farther behind in 2016, when new County salaries will be in effect. The base budget maintains the position of Chris Gjestson vacant. The Commission needs an administrative manager to oversee the operations of the front office and to provide executive assistance to the rest of the office. This position needs to be filled to allow for the efficient operation of the office (without this position the directing staff is forced to spend an inordinate amount of time performing the tasks of an executive assistant such as budgeting, billing, preparing summary reports, etc.). Combining this position with the program assistant position did not work; there is too much work for one person. The Executive Committee wanted discrete costs for some of these items. The following outlines the requested additional costs: Executive Director, $150,000 per year (includes salary, benefits, added cost of travel, professional memberships, etc.). This cost is equivalent to a levy rate of , it increases the levy charge to $898,200 and the levy rate to COLA for base budget for each 2% adjustment is $13,113 (e.g. 4%=$26,226). Each 2% adjustment increases the levy charge by the same amount, and increases the levy rate by (i.e. increases the levy rate from to ; a 4% COLA increases the levy rate to ). Materials Included with the Item: Draft Estimated 2015 Budget outline (Draft Budget Summary, Draft Line Item Estimates, Draft Personnel Detail) Contact for Further Information: Kamran Mesbah, Deputy Director KamranM@CapitalAreaRPC.org

11 SUMMARY CARPC 2015 Budget Preliminary Draft For Discussion Purposes Only 6-Jun Actual (estimated) 2014 Adopted (as amended) 2014 YTD thru 4/30/ Estimated 2015 Estimated % chg from 2014 Adopted EXPENDITURES Total Personal Services $ 994,144 $ 791,326 $ 301,940 $ 830,623 $ 797, % Total Operating Expenses 98, ,346 28, , , % Total Capital Outlay - 3,000-3,000 6, % Total Contractual 29,667 21,000-21,000 21, % Total Pass-Thru 303, , , , , % Gross Total Expenditures $ 1,425,481 $ 1,086,622 $ 709,302 $ 1,157,937 $ 1,066, % LESS pass-thru (303,323) (161,950) (378,729) (179,268) (114,024) -29.6% NET TOTAL Expenditures (Gross less pass-thru) $ 1,122,158 $ 924,672 $ 330,573 $ 978,669 $ 952, % REVENUES Total Dane County Property Tax $ 748,200 $ 748,200 $ 374,100 $ 748,200 $ 748, % Total Pass-Thru 628, , , , , % CARPC Operating Reserves Applied All Other Revenue 155, ,462 48, , , % Gross Total Revenues $ 1,532,150 $ 1,088,393 $ 870,838 $ 1,163,388 $ 1,041, % LESS pass-thru (628,698) (160,731) (448,700) (268,403) (112,805) -29.8% NET TOTAL Revenues (Gross less pass-thru) $ 903,452 $ 927,662 $ 422,138 $ 894,985 $ 928, % Surplus/(Deficit) $ 106,669 $ 1,771 $ 161,536 $ 5,451 $ (24,361) Operating Reserves / Projected Net Assets $ 111,865 $ (87,930) $ 266,901 $ 122,881 $ 78, % Estimated EAV (2015 based on 2013 actual EAV) $ 49,511,820,000 Estimated certified budget rate (CBR) % FOOTNOTES H:\Shared\staff\Former Employees\Chris\RPC\Budgets\2015 budget\carpc_2015_budgetestimate.xlsx

12 CARPC 2015 Line-Item Estimates Preliminary Draft For Discussion Purposes Only 6-Jun-14 Line # EXPENDITURES 2013 Actual (estimated) 2014 Adopted (as amended) 2014 YTD thru 4/30/13 HUD-SCRP FTE: 3.5 HUD-SCRP FTE: HUD-SCRP FTE: HUD-SCRP FTE: Estimated 2015 Estimated 1 Personal Services (includes GIS contract) CARPC FTE:7.325 CARPC FTE: CARPC FTE: CARPC FTE: CARPC FTE: Salaries & Wages $ 745,089 $ 562,466 $ 225,110 $ 608,896 $ 568,139 3 Workstudy / Interns 21,486 15,000 5,779 8,548 15,000 4 Retirement Fund 50,663 40,216 14,244 40,824 39,770 5 Social Security / Medicare 57,334 43,029 15,287 46,033 43,463 6 Unemployment Insurance reimbursements 0 17, ,000 17,000 7 Employee/Retiree Insurance 119, ,615 41, , ,573 8 Furloughs and/salary Reduction/Savings 10% upaid leave included above Merit step increase freeze included above. 0 (19,000) * 0 9 Total Personal Services $ 994,144 $ 791,326 $ 301,940 $ 830,623 $ 797, Operating Expenses 11 Commissioner Per Diem & Travel $ 3,156 $ 5,000 $ 1,520 $ 5,000 $ 5, Employee Travel & Meeting Expenses 6,042 5, ,000 7, Training & Conferences 2,750 2, ,500 4, Office Supplies 16,670 11,000 6,137 17,000 20, Dues / Membership Fees 3,810 3, ,810 5, GIS and Other Software 5,800 5, ,000 7, Recruitment , Telephone/Internet/Webhosting 1,751 1, ,000 1, Office Space/Rent 33,036 33,036 13,765 33,036 33, Legal Services 4,523 25,000 1,848 25,000 25, Audit Services 15,080 9, ,000 9, Moving Expense Insurance (package, WC, D&O) 5,729 8,200 3,235 8,200 8, Total Operating Expenses $ 98,347 $ 109,346 $ 28,633 $ 124,046 $ 126,586 H:\Shared\staff\Former Employees\Chris\RPC\Budgets\2015 budget\carpc_2015_budgetestimate.xlsx

13 CARPC 2015 Line-Item Estimates Preliminary Draft For Discussion Purposes Only 6-Jun-14 Line # 2013 Actual (estimated) 2014 Adopted (as amended) 2014 YTD thru 4/30/ Estimated 2015 Estimated 25 Capital Outlay 26 Office/Computer Equipment & Furniture 0 $ 3,000 $ - $ 3,000 $ 6, GIS Equipment (new plotter) Fly Dane 2009/2010 Partnership Total Capital Outlay 0 $ 3,000 $ - $ 3,000 $ 6, Contractual 31 Consultant services 0 $ - $ - $ - $ - 31a Independent Program Review 0 0 a Economic Modeling Software & Services 8, IM Services 21,000 21, ,000 21, Total Contractual $ 29,667 $ 21,000 $ - $ 21,000 $ 21, HUD & Other Pass-Thru Contracts 36 HUD - SCRP Grant $ 198,518 $ 55,000 $ 349,260 $ 65,244 $ - 37 Cooperative Water Resources Monitoring 96,074 97,000 25, , , Groundwater Model Update EPA/DNR Stimulus Programs WDOT Rural Work Program (90% funded) 8,731 9,950 3,740 9,950 9, Total Pass-Thru $ 303,323 $ 161,950 $ 378,729 $ 179,268 $ 114, Gross Total Expenditures $ 1,425,481 $ 1,086,622 $ 709,302 $ 1,157,937 $ 1,066, LESS pass-thru $ (303,323) $ (161,950) $ (378,729) $ (179,268) $ (114,024) 44 NET TOTAL Expenditures (Gross less pass-thru) $ 1,122,158 $ 924,672 $ 330,573 $ 978,669 $ 952,030 H:\Shared\staff\Former Employees\Chris\RPC\Budgets\2015 budget\carpc_2015_budgetestimate.xlsx

14 CARPC 2015 Line-Item Estimates Preliminary Draft For Discussion Purposes Only 6-Jun-14 Line # 2013 Actual (estimated) 2014 Adopted (as amended) 2014 YTD thru 4/30/ Estimated 2015 Estimated REVENUES 45 Fees: sewer extensions $ 11,200 $ 8,000 $ 6,200 $ 12,000 $ 15, Fees: USA/LSA application review 0 50, ,000 50, Fees: Annual Planning Conference Registration 1,922 1, (2,000) 48 Land Use Inventory Grant (via Dane Co.) Local & Regional Planning Assistance 0 30, ,356 30, MMSD EPA/DNR Water Quality Planning 90,867 87,000 31,970 87,000 85, Economic Modeling Software & Services 15, Product Sales Interest Income (Less Bank Fees) 1, WDOT Transportation Plan Integration 2,182 2, ,183 2, MPO Population/Employment Forecasting 12, HUD salary off-set 5, ,656 2, HUD rent revenue HUD payment for Community Profiles Report 13, ,726 7, Other a CARPC Operating Reserves Applied Pass-Thru (HUD - SCRP Grant) 523,893 55, , , Pass-Thru (WDOT Rural Work Program) 8,731 8,731 3,366 8,731 8, Pass-Thru (Groundwater Model update) Pass-Thru (EPA/DNR Stimulus) Pass-Thru (Coop. Water Resources Monitoring) 96,074 97,000 96, , ,074 66a Dane County Property Tax for operations 748, ,200 a 374, , ,200 66b Dane County Property Tax for Ind. Perf. Rev. 0 0 a c Total Dane County Property Tax 748, , , , , Gross Total Revenues $ 1,532,150 $ 1,088,393 $ 870,838 $ 1,163,388 $ 1,041, LESS pass-thru $ (628,698) $ (160,731) $ (448,700) $ (268,403) $ (112,805) 69 NET TOTAL Revenues (Gross less pass-thru) $ 903,452 $ 927,662 $ 422,138 $ 894,985 $ 928, Surplus/(Deficit) 106,669 1, ,536 5,451 (24,361) 71 CARPC Staff (non-hud) Accrued Leave Liability 21,658 (20,000) (4,000) (15,000) (20,000) 72 HUD Staff Accrued Leave Liability (4,452) 25,000 (2,500) 20, Previous Year End Net Assets (12,010) (94,701) 111, , , Operating Reserves / Projected Net Assets $ 111,865 $ (87,930) $ 266,901 $ 122,881 $ 78, Estimated EAV (2015 based on 2013 actual EAV) $ 48,439,137,600 $ 49,511,820,000 $ 49,511,820, Estimated certified budget rate (CBR) % % % FOOTNOTES a CARPC recommended $842,400 total budget charge of which $80,000 was designated to pay for an Independent Program Review of CARPC. BPP on 7/17/13 reduced the total charge to $748,200. * To account for the difference between the total cost for Chris Gjestson vs front office temporary arrangements. H:\Shared\staff\Former Employees\Chris\RPC\Budgets\2015 budget\carpc_2015_budgetestimate.xlsx

15 2015 Personnel Detail Presumes 7%, 5% and 0.5% increase to Health, Dental & WRS Preliminary Draft For Discussion Purposes Only art Salary FICA WRS LIFE DIS HEALTH DENTAL WC Total INS Total Cost Administration Executive Director $ - $ - $ - $ - $ - - $ - $ - $ - $ - Aministrative Services Manager Program Assistant - Laura Thomas 35,360 2,705 2, , ,968 48,508 Accountant Specialist - (CONTRACTED) 18,200 1,392 1, , ,399 30,265 Community and Regional Development Planning - Division Director - STEINHOFF, S. 78,894 6,035 5, ,987 1, , ,387 Community Planner - HIGGINS, S. 48,568 3,715 3, ,987 1, ,808 74,491 Senior Community Planner - WEBER, B. 49,907 3,818 3, ,617 1, ,842 69,061 Environmental & Natural Resources Planning / Technical Support - Senior Environmental Resources Planner - KAKUSKA, M. 83,366 6,378 5, ,987 1, , ,504 GIS/IT Specialist - KREBS, A. (CONTRACTED) 30,607 2,341 2, ,007 Deputy Director / Director, Environmental Resources Planning - MESBAH, K. 115,960 8,871 8, ,987 1,660 1,971 21, ,301 Environmental Engineer - GAEBLER, P 72,987 5,584 5, ,241 1,265 84,945 Information Specialist - WAGNER, S. 34,289 2,623 2, , ,439 48, Regular Staff TOTAL: $ 568,139 $ 43,463 $ 39,770 $ 403 $ 625 $ 102,786 $ 10,759 $ 4,274 $ 118,846 $ 770,218 Extra Hire (hourly interns) intern #1 2, ,469 intern #2 3, ,041 intern #3 2, ,963 intern #4 4, ,388 Extra Hire (hourly interns) TOTAL: $ 13,770 $ 1,053 $ - $ - $ - $ - $ - $ 39 $ 39 $ 14,862 Combined TOTALS: $ 581,909 $ 44,516 $ 39,770 $ 403 $ 625 $ 102,786 $ 10,759 $ 4,312 $ 118,885 $ 785,079 H:\Shared\staff\Former Employees\Chris\RPC\Budgets\2015 budget\carpc_2015_budgetestimate.xlsx

16 CARPC AGENDA COVER SHEET June 12, 2014 Executive Summary Item 4 Re: Discussion of Purchase of Service Agreement with the Greater Madison Chamber of Commerce for financial accounting services Decision Items: 1. None With the departure of Chris Gjestson, the Commission authorized the Deputy Director to find temporary staff to provide the needed work support in accounting and program assistance, so long that the total cost does not surpass the total cost budgeted for Mr. Gjestson. This approach was at the recommendation of Mr. Mesbah to allow time for the assessment of CARPC needs and for finding long-term solutions to the work load. It has become clear to the Deputy Director that hiring an accounting specialist as the sole provider of financial services leaves the Commission in the same vulnerable position it found itself with the leaving of Mr. Gjestson. There is no redundancy of staffing and skills, resulting in a very difficult and potentially risky period of transition before the position is filled and the new person learns the intricacies of CARPC s financial management and process. A purchase of services for this work provides the Commission with a more robust coverage, and allows for a more predictable transition if personnel changes. This approach would also provide the Commission with more separation of duties in its financial management, which is what the annual audit has been recommending for many years. The separation of duties has been accommodated by electing a treasurer, including approval of the expenditures and account reports on the Commission agenda, and separating the accounting staff from the signatories on accounts. Nonetheless, audits have recommended that the Commission would ideally have a separate accounting entity do the work. However, receiving this service from the private market has not been financially feasible. In doing research on alternatives, other Wisconsin regional planning commission directors were interviewed. Several of them contract with other entities for this service. These entities include universities, workforce development boards, and similar public and semi public entities with stand alone financial management capabilities. An earlier inquiry established that a purchase of services with units of government such as Dane County and the City of Madison was not possible. An early attempt to negotiate a purchase of services from the Southwest Wisconsin Workforce Development Board (they do this work for the SWWRPC) proved to be too expensive. The current purchase of service opportunity has risen out of the availability of an accounting specialist currently employed half-time by the Greater Madison Chamber of Commerce, using the same accounting software as used by CARPC, performing similar types of accounting work, and working under the Director of Finance and Operations. This purchase of services agreement would allow the employee to move to full-time employment (she had been working

17 full-time with Chamber, and would like to again). This arrangement is similar to what CARPC has with Dane County for the half-time services of Aaron Krebs, GIS Specialist. Materials Included with the Item: None Contact for Further Information: Kamran Mesbah, Deputy Director