VILLAGE OF MCFARLAND NOTICE OF PUBLIC MEETING SPECIAL VILLAGE BOARD (Planning Retreat) Wednesday, July 19, :30 P.M. McFarland Municipal Center C

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1 VILLAGE OF MCFARLAND NOTICE OF PUBLIC MEETING SPECIAL VILLAGE BOARD (Planning Retreat) Wednesday, July 19, :30 P.M. McFarland Municipal Center Conference Room A AGENDA 1. Call to order. 2. Roll call. 3. Establish and prioritize organizational strategic goals for the period July 2017 June Discussion and possible action regarding the 2018 Budget Planning Memorandum. 5. Adjournment. NOTES: 1) Persons needing special accommodations should call at least 24 hours prior to the meeting. 2) More specific information about agenda items may be obtained by calling This agenda was posted, or caused to be posted, by my hand at the following three (3) posting places in the Village of McFarland, to wit: McFarland Municipal Center, 5915 Milwaukee Street; E.D. Locke Public Library, 5920 Milwaukee Street; and McFarland State Bank, 5990 Hwy 51. Matthew G. Schuenke, Interim Village Clerk

2 ***All goals should be consistent with the Village Mission statement and vision statement.*** A. Goal: A healthy and growing, regionally and globally integrated economy that supports local initiatives. Complete Comprehensive Plan. Carry over from previous year. 1 Formerly Item A(10). - Public Hearing scheduled in August 2017 with final enactment shortly thereafter. Engage consultant to assist Village in Branding Initiative. Carry over from previous year. 2 Formerly Item A(1). - Next step after completion of Comprehensive Plan, RFP scheduled for distribution in late Summer. Continue Streetscaping enhancements through third phase of CTH MN Adjusted from previous year. 3 project on Farwell Street. Formerly Item A(3). - Shifting to new commercial areas on Farwell Street that will include TID #4 and possibly TID #5. Create uniform set of standards to be applied to requests for Tax Revised from previous year. 4 Increment Financing. Formerly A(4). - Setting policy on the standards for receiving Tax Increment Financing will help improve the Village Board's oversight of the funds and the CDA's management of the program. Create Business Development identity and partner with other goals 5 such as Branding Initiative, Tax Increment Financing, and other related economic indicators to achieve. Combined similar goals. Formerly Item A(2), (7), (11), (13), and (15). - Combines several goals intent on creating a plan for the Village on business development but looks forward now through one objective. Consider partnering with or beginning after Goal A(2)

3 B. Goal: A well-run, efficient and responsive government that provide high levels of quality-oflife services to the community. Continue to work with Community to advance recommendations from Revised from previous year. 1 the Facilities Master Plan that includes the possible development of a Formerly Item B(6). Community Center. - The Facilities Master Plan completed by the Village in 2017 provides for several recommendations for the ongoing need to develop adequate public facilities. Transition meeting development process to online management Revised from previous year. 2 platform including paperless packets. Formerly Item A(6). - Standarizing, improving the process to hold a meeting through new software and technology. Revise and improve web based service delivery to enhance technology Revised from previous year. 3 opportunities for residents and businesses. Formerly A(8). - Updating the format and content for the website for the improved us for all groups. Prioritize and update Fiscal Policy Manual. Revised from previous year. 4 Formerly Item B(4). - New Purchasing Policy adopted in 2017 and is recommended to work with Committee to review remainder of manual as it relates to finance policies

4 C. Goal: A safe, healthy, and secure community. Begin process to draft new 5 year Parks and Open Space Plan including Revised from previous year. amenities for special needs kids, adults, and other Formerly Item C(1). 1 infrastructure/programs not otherwise provided through Community Recreation. - Planning process meant to imporve the Parks that might be considered underutilized. Address traffic and transportation deficiencies through joint initiatives Combination of prior goals. 2 and capital projects. Formerly Item A(5) and C(2). - Take into consideration future traffic conditions when designing street project through the use of traffic studies. - Consider partnerhips with neighboring municipalities for public transit, including possibility of bus line extension into Village. 3 Implement recommendations from Comprehensive Building Security Plan prepared for all Village Buildings. Adjustment from prior year. Formerly Item C(3). - Consultant's report completed in Summer of 2017 and funding can be committed to phase in recommendations

5 D. Goal: A government that promotes and supports active citizenry participation in the community 1 Enhance Community communication and presence through improved electronic mediums and meetings with various community groups, entities, and stakeholders. Revised from previous year. Formerly Items A(14), B(1), B(2), and B(3). - Goal would be to have a strong will to communicate as well as with presence in the Community. Research committee structure and make recommendations to Adjusted from prior year. 2 improve meeting efficiency and communication. Formerly Item D(2). - Possible revisions to standardize the format for Committees as well as look for strengths in combination. Investigate opportunities to invest in Community Engagement to Revised from prior year. 3 improve Neighborhood Outreach. Formerly Item D(3). - Consider new and/or different approaches to public input beyond standard monthly meetings

6 Prior Year Items Recommended for Removal Purchase of Land - pursue the purchase of land more aggressively to Switch to case by case basis. A, 5 promote growth and annexation. - Land acquisition can be expensive, annexations uncontrollable. Recommended to monitor and address as opportunities present themselves. A, 9 Develop Village Wide fiber and/or wireless infrastructure plan Defer to private market. - Village has control over the use of its right of way, but very little control to encourage fiber growth without the funds to invest in its hard line development. Wireless options remain through the use of the water towers and can be pursued as opportunities arise. Growth of the Community Development Authority Committee - align Goal achieved. A, 12 committee with Village goals. - The CDA has been active in the first part of 2017 and will continue to remain active with several of the initiatives that it set as their own goals/objectives for this year. Will continue to monitor like all other Committees. Get more stakeholder involvement in community development plans Duplication of existing goal. D, 1 and the community's vision - Generally included within goals A(1), D(1), and D(3) regarding similar objectives. Record and report issues and concerns of citizens who contact Village Maintain existing operations. D, 4 Staff to Village Board. - Continue to resolve complaints according to existing policy and procedure.

7 Memorandum To: Village Board of Trustees From: Matthew G. Schuenke, Village Administrator Date: July 12, 2017 Re: 2018 Budget Goals, Objectives, Process, and Schedule Executive Summary At the beginning of the creation of any budget, it is common for the board to set goals and objectives early in the process in order to provide guidance for Staff as the budget is drafted and then presented for approval. The Village Board has completed this process through its annual Retreat that took place in June and July of this year. The Village continues to build on its success through the development of an annual budget for 2018 that meets our service needs, is transparent, and moves the Village forward in accomplishing its objectives. The board should also establish at this time how the process to review the document should be formatted and set different timing mechanisms when certain aspects of the review should be completed. This memorandum will summarize the goal setting process that has taken place as well as recommend a process and schedule to lead us to the final decision. Goals and Objectives Annually the Village Board holds a retreat to review the former year s goals and objectives as well as set new benchmarks for the coming year. The first meeting was held on June 6 th to discuss past years goals and the second meeting was held on July 19 th to discuss the coming years goals. Goals are organized into four main categories: A. A healthy and growing, regionally and globally integrated economy that supports local initiatives. B. A well-run, efficient and responsive government that provides high levels of quality of life services to the community. C. A safe, healthy, and secure community. D. A government that promotes and supports active citizenry participation in the community. The Village Board places objectives within these categories as a means to achieve these goals. The process is completed by meeting with Department Heads to assigned related topics to various services in order to include in the budget for implementation. Progress is monitored throughout the year and then reassessed on an annual basis through the retreat Milwaukee St P.O. Box 110 McFarland, WI FAX: (608) Administration Community Development EMS Fire Outreach Police

8 Process and Schedule Once the goals and objectives are set for the process, Village Staff can begin drafting the document. Please note the following process and corresponding schedule that is recommended: TASK OWNER DEADLINE NOTES Retreat I Review Past Goals/Objectives Village Board June 6 Retreat II Set New Goals/Objectives Village Board July 19 Set 2018 Budget Process and Schedule Village Board July 19 Introduce New Goals/Objectives to Dept Heads Staff Meeting July 25 Department Head Goals/Objectives Meeting Village Board August 16 Budget Worksheets Due to Admin. Staff August 25 1 Preliminary Draft Budget Complete Staff Sept 1 Final Draft Budget Complete Staff Sept 13 Final Review of Budget Complete Staff Sept 15 Budget Prepared for Distribution Staff Sept 18 Budget Transmitted to Village Board Village Board Sept 25 Budget Review Village Board Oct 9 2 Deadline for Trustees to Submit Discussion Items Village Board Oct 9 3 Budget Review Village Board Oct 12 2 Utility Review Public Utilities Comm. Oct 17 General Fund, Capital Review Finance Comm. Oct 18 Deadline for Trustees to Submit Change Items Village Board Oct 23 4 Budget Review Village Board Oct 30 2 Budget Review Village Board Nov 9 2 Budget Review (OPTIONAL, as needed) Village Board Nov 13 2 Class I Notice of Public Hearing Published Staff Nov 16 5 Public Hearing and Adopt Budget Village Board Nov 27 5 Guidelines/Requirements: 1. The Village Administrator will prepare the 2018 Budget document including the 2016 Actual Numbers, 2017 Budget, and month figures for all Village funds. This information is referred to as the Budget Worksheets and will be distributed to the Department Heads as soon as possible for completion by August 25 th. 2. The above schedule provides for 5 different meeting times for the Village Board to meet to consider the budget. Additionally, two other meetings are provided for Committees to conduct their review as applicable. October 9 th, 12 th, 30 th, and November 9 th are considered mandatory in order to get through a majority of the document. The remaining date should be held by the board as a place holder for additional review should they be needed. This schedule will be more defined as we get closer to the meeting dates as it will be listed on agendas what topics will be discussed when. November 9 th shall serve as the final meeting to address final changes from Trustees and additional revisions from Committee unless more time is allocated. Page 2

9 3. Deadline for Village Trustees to submit lists of budget items that they wish to discuss during the budget review meetings. These requests will be compiled and distributed as a summary of items to be discussed by the Village Board as part of its Budget Review meetings. 4. Deadline for Village Trustees to submit requests for any specific changes to the budget. These requests will be complied and distributed for evaluation and analysis for consideration by the Village Board as part of its Budget Review meetings. 5. A public hearing is required by Statute in order to adopt the budget and usually happens at the end of the process. Public Comment will still be available in many different ways through the review process and the meetings that will be held. Once the public hearing is closed, then the board may consider final changes and approval of the document. Recommendation Following discussion and possible revisions/additions to this process, Staff recommends that the Village Board approve this document as the 2018 Budget Planning Memorandum. Page 3