THE TOWN OF SEYMOUR TEN-YEAR STRATEGIC PLAN

Transcription

1 THE TOWN OF SEYMOUR TEN-YEAR STRATEGIC PLAN V.5

2 Contents: Ten-Year Strategic Plan Mission, Vision & Values I: Community A) Housing* B) Community Services C) Historic/Cultural Resources* D) Land Use & Open Space E) Public Health & Safety II: Education* III: Economic Health IV: Efficient/Effective Local Government Appendix A: Financial Plans A) Financial B) Economic Development A) Infrastructure i) Technology ii) Town Property B) Regionalization C) Professional Staff D) Volunteer Government E) Communication ) Fund Balance Guideline 2) Debt Service Goal 3) Trust Fund Policy to Fund the Town s OPEB Liability Appendix B: Town of Seymour Municipal Building Summary * = Section still in progress V.5 2

3 Mission, Vision, Values & Goals Mission Statement: Through collaboration and fiscal responsibility, Seymour is committed to providing a healthy, safe and vibrant community, attractive to both families and businesses, which is supported and maintained by volunteers, employees, and public servants who hold themselves and each other accountable. Vision: We will be an informed and engaged community that blends history with technology and best practices to foster a culture of accountability that respects our diverse demographics. Values: WE are collaborative, working together toward common goals. WE are accountable to ourselves, treating each other and our community with honesty, integrity and respect. Goals: WE are cost-conscious, ensuring tax dollars are spent responsibly. WE are fair, ensuring transparency and equal access to municipal services for all. WE are effective, nurturing responsible decision-making to promote success at all levels. WE are innovative, encouraging constant improvement through professional development, creativity and open communication. WE are committed to providing customer-oriented municipal services where acknowledged standards are routinely met or exceeded. WE are proud residents, employees and volunteers contributing to the success and stability of our community. Create a civic culture that is proactive rather than reactive. Create a document to establish continuity of practices between administrations and maintain progress towards long-term goals Meet or exceed the expectations of ratings agencies to achieve the highest possible rating V.5 3

4 Pillar I: Community B) Community Services Objectives:. Create ongoing dialogue with residents regarding variety and quality of available programs 2. Ensure all residents have access to available programs Priority Key: High -3 Years 2 Medium 4-6 Years 3 Low 7-0 Years Goals Deliverables Priority Improve communication with Work with municipal and community organizations, including residents to better publicize school system, to place all information for activities, sports offerings and events onto Community Services website by end of year 208 Identify and task individual(s) with the effective communication & promotion of events by end of year 208 Conduct surveys to determine community programming 3 Develop a system to increase volunteerism by matching volunteers with those who need assistance. Improve access to and variety of programming available to residents interests by mid-year 202 Task individual(s) with creating and maintaining the system by January 2020 Work with school system to increase availability of bussing to improve program attendance. Discussions to begin by budget season 208. Work with school system to increase utilization of school facilities for use by Town residents. Discussions to begin by budget season 208. Benchmark services and atmosphere for library and community center in neighboring and comparable communities to ensure Seymour remains competitive by midyear 209 Investigate working cooperatively with neighboring communities in developing events and programs by the end of 208. Annually review fee structure to encourage maximum participation Provide entertainment to targeted audiences including residents of the Seymour Housing authority, young people 8-29 and public school children to foster a more livable community V.5 4

5 Short-term Challenges:. Facilities and technology have been neglected and require improvement 2. Appropriate staffing levels V.5 5

6 Pillar I: Community D) Land Use & Open Space Objectives:. Create a regulatory environment conducive to commercial/industrial development 2. Efficiently manage and develop natural resources to maximize value to community Priority Key: High -3 Years 2 Medium 4-6 Years 3 Low 7-0 Years Goals Deliverables Priority Review existing land use regulations to promote optimal development Continually review & update zoning ordinances to increase uniformity throughout Town and ensure appropriate development Create a comprehensive open Work with local universities to perform archaeological study of space management plan to Four Mile Brook property by protect and utilize natural Create a forest management plan for municipal open space resources parcels by Increase commitment to open space acquisition fund. Review Conduct studies on areas of potential development each budget season. Evaluate vacant and underutilized land within town to identify areas for potential development Conduct a feasibility study for the Derby Avenue corridor that coincides with the State of Connecticut s identified emerging employment sectors Short-term Challenges:. Volunteer committees and limited hours for professional staff 2. Limited resources to preserve and improve open space V.5 6

7 Pillar I: Community E) Public Health/Safety Objectives:. Provide services to maintain and improve public health and safety in a cost-effective manner 2. Invest in training and equipment for emergency services to allow the highest level of service 3. Improve communication between all emergency service providers to increase collaboration Priority Key: High -3 Years 2 Medium 4-6 Years 3 Low 7-0 Years Goal Deliverable Priority Update policies to provide more Office of Code Enforcement to establish life safety inspection comprehensive public health and requirements for rental properties by safety services Perform a comprehensive audit of all emergency services to determine if equipment, policy and staffing meet industry best 2 practices by 209 Continue conduction community outreach and education including: Citizen s Academy 2 CERT recruitment and training Community policing initiative Police department to increase night patrols of parks to reduce Improve emergency infrastructure to ensure quick and effective response Preserve volunteer status of fire and ambulance service vandalism Work with owners of boat ramps on Housatonic River to secure formal use agreements until a permanent solution is found Find existing ramp on Housatonic River or suitable property and purchase land using Open Space Fund to ensure continuity of access Work with Insurance Standardization of Organization (ISO) and local water utilities to expand hydrant coverage to increase Town s rating to reduce homeowner insurance rates Identify location and funding source for emergency vehicle storage by 2023 Ensure all potential areas of emergency refuge are sufficiently equipped by 208 Develop upgrade and implementation plan for night vision cameras in parks To maintain volunteer status: Investigate feasibility of pay-per-call and stipend models for volunteers V.5 7

8 Improve communication between emergency service providers Investigate hybrid volunteer model with paid staff during hard-to-staff hours Review and revise existing incentive programs annually to adequately reward existing young members Investigate alternative recruitment policies aimed at attracting young members Investigate feasibility of partially or totally regionalizing all emergency services by 2024 Beginning 208, establish a quarterly meeting between emergency service chiefs and emergency management director Consult emergency services whenever renovating or constructing municipal facilities to ensure their needs are considered 3 Short-term Challenges:. Aging volunteer base and decreased interest from new recruits 2. Tight budget cycles slowing frequency of capital equipment turnover V.5 8

9 Pillar III: Economic Health A) Financial Objectives:. Responsible use of debt 2. Cost effective, reliable delivery of municipal services 3. Adequate revenues to support municipal services, programs and facilities 4. Ensure competitive, commensurate compensation for municipal employees 5. Well planned and well maintained municipal facilities and infrastructure Priority Key: High -3 Years 2 Medium 4-6 Years 3 Low 7-0 Years Goal Deliverable Priority Establish and follow policies that address Seymour s long-term Annually the Town s financial team to allocate available funds to improve fund balance according to guidelines (Exhibit A) financial obligations to help stabilize tax rates and rating agency expectations, Annually the Town s financial team to review projections to attain and maintain a debt service ratio of 6% by 202 (Exhibit B). Continue integrating known recurring expenses into annual budget including at minimum: Roads - $00,000/yr. (to $750,000) Revaluation - $20,000/yr. (adjust as cost changes) Capital Plan - $300,000 Town s financial team to establish an OPEB policy and fund by Ensure employee benefits are competitive and cost effective Maintain Town s good financial position and rating by employing industry best practices February 208. Human Resources manager to perform healthcare audit by January 30 th annually. Continue to create and post on Town website annual breakdown of cost of municipal employee benefits Continue bidding Town insurance at a minimum of every 3 years Board of Selectman to establish a committee to review moving to defined contribution plan for new employees by September 2020 Finance Director to continue to prepare monthly cash flow projects for First Selectman and Board of Finance chair by the 20 th of each month First Selectman and any official he/she requires shall meet semiannually in March and September with Strategic Planning Committee to review progress in implementing strategic plan Human Resource Manager, in conjunction with department V.5 9

10 Maximize efficiencies by reviewing revenues and expenditures heads, to develop performance measures by July 208 The Finance Director to continue submitting a Comprehensive Annual Financial Report (CAFR) to the GFOA annually Finance Director to continue taking sufficient continuing professional education (no less than 6 hours) annually Finance Director to continue analyzing Town s financial practices and implementing recommendation of GFOA and prior fiscal year s audit Develop and implement universal policy for collection and deposit of revenue by July 207 Board of Selectmen to appoint committee to review moving to zero-based budgeting by July, 2022 Work with regional consortiums (NVCOG, CCM, COST, etc.) and neighboring communities to utilize economies of scale in purchasing and provision of services. Catchment cleaning for MS4 Compliance Police body camera data storage solution Continue to annually pursue grant funding from organizations that regularly provide it (Matthies Foundation, VCF, etc.) Investigate feasibility of alternative funding mechanisms as applicable (fundraising, crowdsourcing, etc.) Review fee schedules every five years to ensure parity with comparable municipalities 3 2 Short-term Challenges:. Economic uncertainty s impact on tax revenue 2. Employee expectations for compensation 3. Defining and prioritizing the municipal services and responsibilities 4. Unstable State revenue funding 5. State and Federal mandates, especially unfunded 6. Employees comfort with the status quo 7. Taxpayers understanding of municipal finance 8. Taxpayers understanding of statutory roles and responsibilities V.5 0

11 Pillar III: Economic Health B) Economic Development Objectives:. Attract new businesses to Seymour to diversify tax base and alleviate strain on residential property taxes. 2. Retain existing businesses and involve them in the community 3. Lay groundwork for development and redevelopment of areas with potential Priority Key: High -3 Years 2 Medium 4-6 Years 3 Low 7-0 Years Goal Deliverable Priority Explore feasibility of establishing Create a plan for the establishment of an economic an economic development development corporation by July corporation Allocate funding to facilitate the purchase and development of properties by July Commission comprehensive study of Derby Avenue corridor for redevelopment by Work with outside organizations Get Seymour added to the CT Antiques Trail to increase traffic to affect changes that will downtown incrementally improve the local Work with local universities and institutions to develop economy partnerships to aid development Spur development by focusing Work with CERC to implement recommendations of 205 on forward looking development feasibility study by paradigms and favored Planning & Zoning to update continually zoning regulations to development practices facilitate appropriate development Create a transit-oriented development (TOD) plan consistent with the State s goals by beginning of Continue working with NVCOG and Federal delegation on receiving TIGER grant for connector road between Routes 67 & 42 Leverage Phase I of Seymour Greenway Trail to secure funding from State, regional and Federal sources for subsequent phases Short-term Challenges:. Inability to purchase land and hold to facilitate development 2. Limited funding allocated to economic development beyond professional staff salary V.5

12 Pillar IV: Efficient/Effective Local Government A) Infrastructure: Technology Objectives:. Harness technology to achieve efficiency and improve services 2. Create a formal polices for acquisition and use of technology Priority Key: High -3 Years 2 Medium 4-6 Years 3 Low 7-0 Years Goals Deliverables Priority Develop comprehensive Create an IT user policy by December 207 policies to guide purchase, Develop a hardware replacement/upgrade program with a implementation and use of five-year cycle by December 207 municipal soft- and hardware Perform audit of existing software to eliminate duplication and develop plan for full implementation & utilization by December 207 Develop comprehensive criteria for acquisition of new software by December 207 Work with Board of Education to exploit economies of scale for technology purchases where feasible Implement software solutions to Review digitization pilot program for potential implementation in other departments by December 207 Investigate practicality of further deployment of mobile technology, beginning with code enforcement officers by December 207 Fully implement HRIS to improve record-keeping and reduce HR workload by September 207 Short-term Challenges:. Systems in place are very outdated and disorganized 2. No formal policies and procedures currently in place 3. Technical proficiency of employees has been hindered by lack of formal training. 4. Planned obsolescence & limited budget make keeping technology current difficult V.5 2

13 Pillar IV: Efficient/Effective Government A: Infrastructure: Municipal Property Objectives:. Transition to regularly-scheduled infrastructure and equipment maintenance and upgrades 2. Utilize municipal buildings to their full potential by making required investments Priority Key: High -3 Years Medium Low 4-6 Years 7-0 Years Goals Deliverables Priority Create inventories and maintenance plans for municipal Develop comprehensive road and sidewalks plan that includes standards for materials and procedures and update annually infrastructure by first quarter 207 Work with local water utilities and ISO to expand hydrant coverage to improve property insurance ratings by 2022 Develop a capital equipment inventory for all parks as well as a 0-year plan for big ticket park maintenance by December 209 Institute a work order system for Operations Department by December 209 Create inventory, maintenance and purchasing plan for municipal equipment Maintain Permanent Building Committee to inventory conditions as well as plan repairs, expansions and related site improvements Increase investment in sustainability projects for municipal facilities and services with a focus on cost-saving measures and waste reduction Create scanable asset tag system for municipal equipment by December 209 Create 0-year heavy equipment inventory ($25,000+) and replacement plan for Public Works, Fire Department and Police Department and update annually by December209 Create 0-year light equipment inventory and replacement plan for Public Works, Fire Department and Police Department and update annually by 209 Investigate feasibility of lease-to-own financing for heavy equipment starting immediately Immediately require new temporary committees established for construction or renovation of municipal facilities to report to the Permanent Building Committee Energy usage of municipal facilities to be benchmarked by December 207 Immediately encourage the purchasing of energy-efficient equipment when upgrading inventory Immediately incorporate sustainable building practice whenever renovating or constructing municipal facilities Investigate implementing solar on municipal buildings by end V.5 3

14 of 207 Annually pursue State and Federal grants that focus on sustainability upgrades On an annual basis, identify and target sustainability projects with less than 5-year ROIs Short-term Challenges:. Infrastructure and equipment records are incomplete and disorganized 2. Municipal. facilities are in need of major upgrades 3. No formal system in place for maintenance and upgrading of facilities or equipment V.5 4

15 Pillar IV: Efficient/Effective Local Government B) Regionalization Objectives:. Procure goods and services for the Town at the best possible price 2. Reduce required equipment and services by partnering with other municipalities 3. Improve relationships at State and Federal levels to improve access to funding Priority Key: High -3 Years 2 Medium 4-6 Years 3 Low 7-0 Years Goals Deliverables Priority Work with intergovernmental organizations and neighboring To maximize economies of scale, continue to join with other municipalities to: municipalities to leverage Purchase supplies and equipment shared equipment and services Contract crucial services Pursue grant opportunities Defray the cost of essential personnel Increase influence at the Federal and State level, in order to promote and protect the Town s interests Ensure all consortium and joint purchases are in-line with needs stated in 0-year equipment plans Investigate value of purchasing consortiums including US Communities and CRCOG by June 208 Continue to leverage membership in CCM, COST, NVCOG and other regional cooperative and municipal lobbying organizations to increase Seymour s influence and ability to attract funding Develop and maintain close relationships with State and Federal delegations to ensure support for grants, infrastructure and development projects Short-term Challenges:. Municipalities are hesitant to work together 2. Statutory limitations on inter-municipal cooperation 3. Seymour has not historically cultivated relationships outside the Valley V.5 5

16 Pillar IV: Efficient/Effective Local Government C) Professional Staff Objectives:. Recruit the best candidates and offer development opportunities to ensure a skilled and motivated workforce 2. Provide professional and volunteer staff with the resources and support necessary for success 3. Exploiting efficiencies via restructuring and infrastructure upgrades Priority Key: High -3 Years 2 Medium 4-6 Years 3 Low 7-0 Years Goals Deliverables Priority Develop and communicate Departments, in conjunction with Human Resources, to formal policies to recruit, develop, support and assess develop performance measures by July 208 Departments to continue submitting quarterly reports that employees supply trackable data to aid in decision making and identification of trends Prior to posting job openings, job descriptions must be reviewed to ensure appropriate qualifications and responsibilities in accordance with industry standards Human Resources to annually identify changes in professional requirements for municipal positions. During annual budget process, Human Resources to review staffing levels with department heads Each department to create policy manuals based on daily, 2 monthly, quarterly and annual activities in accordance with industry standards by January 2020 Human Resources to develop, implement and document standardized recruiting practices by January 208 Improve internal communication and collaboration by delineating and defining roles and responsibilities by June 208 Offer and encourage attendance at professional development Aid residents in navigating municipal services seminars and courses Create and maintain FAQ section on website for commonly asked questions by December 207 Create welcome packet for new residents by June 208 Identify efficiencies through restructuring of departments and services Streamline departmental organization including budgets and oversight by June 208 for: Technology V.5 6

17 Community Services Code Enforcement Facilities, Operations & Public Works Parks & Community Services Implement centralized purchasing by July 208 Short-term challenges:. Collective bargaining agreements impact all human resources activities 2. Limited funding and lack of qualified internal staff impact ability to offer professional development opportunities V.5 7

18 Pillar IV: Efficient/Effective Local Government D) Volunteer Government Objectives:. Provide training and resources required for volunteers to perform their duties 2. Increase and improve communication between employees and volunteers Priority Key: High -3 Years 2 Medium 4-6 Years 3 Low 7-0 Years Goals Deliverables Priority Professional staff to assist volunteers to understand and efficiently execute their roles In conjunction with professional staff, each board, committee and commission to develop orientation materials containing primers on the duties and responsibilities of their group in addition to the basics of FOIA, Robert s Rules, Town Charter, ordinances and regulations as they apply by July 208 Every two years, the Board of Selectmen to evaluate the necessity of non-statutory boards, committees and commissions For next Charter revision, Board of Selectmen to review the size of non-statutory boards, committees and commissions Improve internal communication and collaboration by delineating and defining roles and responsibilities of boards, committees and commissions Immediately encourage board, commission and committee members to attend free training opportunities presented by CCM Ensure Charter and Code of Ordinances are kept current and compliant with State statutes Establish Charter revision committee at least every 4 years to coincide with Presidential election Per Charter, Board of Selectmen to review Code of Ordinances at least every two years Short-term Challenges:. Limited support currently offered to volunteers 2. Limited availability of volunteer staff V.5 8

19 Pillar IV: Efficient/Effective Local Government E) Communication Objectives:. Provide more opportunities for public input 2. Identify and utilize the most effective means to communicate with residents Priority Key: High -3 Years 2 Medium 4-6 Years 3 Low 7-0 Years Goals Deliverables Priority Immediately increase solicitation Board and committees to continue holding public comment at of public input on community both the beginning and end of meetings. issues through various channels Establish semiannual open house at Town Hall to familiarize residents with government services & personnel Develop effective public messaging to disseminate important information to residents Short-term Challenges:. Lack of universal communication vehicle Establish a communications committee by mid-208 consisting of members with relevant experience and charge it with: Reviewing current strategies and identifying opportunities for improvement Develop a comprehensive communications plan for the Town that: o Improves public perception of the value of municipal government o Increases public participation in community activities and initiatives o Effectively disseminates critical messaging to relevant populations V.5 9

20 APPENDIX A Financial Plans ) Fund Balance Guideline The Town of Seymour will strive to maintain an overall fund balance in the General Fund of 2% of budgeted appropriations. Until such time that the Town of Seymour is able to attain 2%: Balances falling below 8% will require the Finance Director and Board of Finance, with acceptance from the Board of Selectmen, to adopt a plan to replenish the contingency reserve to the minimum level over a period not to exceed 3 years; At the time the General Fund reaches 0%, balances falling below 9% will require the Finance Director and Board of Finance, with acceptance from the Board of Selectmen, to adopt a plan to replenish the contingency reserve to the minimum level over a period not to exceed 3 years. Once the General Fund reaches 2%, balances falling below 0% will require the Finance Director and Board of Finance, with acceptance from the Board of Selectmen, to adopt a plan to replenish the contingency reserve to the minimum level over a period not to exceed 3 years. This designation of contingency reserve funds will be considered assigned fund balance in financial statements 2) Debt Service Goal The Government Finance Officers Association (GFOA) of the United States recommends governments define specific debt limits or acceptable ranges for debt. As such, the Town of Seymour will strive to reach and then maintain a per capita debt of no more than 8%. In general, debt that is issued should be investments in initiatives with: Long-term benefits Economic development potential 3. OPEB Trust Fund Policy By July 3 st each fiscal year, the Town shall make annual appropriations within the General fund of no less than $50,000 plus up to 25% of prior year audited surplus. No withdrawals shall be made until $5 million in principal is accrued without a majority vote of both the Board of Selectmen and Board of Finance V.5 20

21 APPENDIX B Town of Seymour Municipal Building Summary September 30, 204 Parks with Structures GROSS YEAR CURRENT SIZE (SF) BUILT VALUE Chatfield, $32,400 French 864 $4, $7, $5, $5, $, $,800 Matthies Gary $2, $ $ $4,600 Sochrin s, $22,600 SUBTOTAL 6,737 $45,420 Emergency Services Assembly Hall & Ambulance Association 2, $667,255 Great Hill, $70,087 Citizens 4,456 $482,239 Police 23,364 $2,05,48 SUBTOTAL 5,589 $3,955,729 Schools High School 76, $20,606, $2, $5, $3, $3,600 3, $79, V.5 2

22 Middle School 55, $20,4,697 Chatfield-LoPresti 89, $32,500,000 Bungay 59,594 $6,44,54 SUBTOTAL 485,578 $79,459,470 Other Municipal Structures Town Hall,72 $94,225 Community Center 48, $5,497,080 Library 22,484 $,822, Bank 5,46 $,78,25 Public Works Garage 4, $365,49 Sewer Treatment Plant 3, $70,83 7, $93,65 3, $5,365,44 99 $250,543, $252,09 Animal Shelter $0,800 Transfer Station $2,800 Train Station 98 $20,866 Pump houses $0,000 SUBTOTAL 30,723 $,740,364 GRAND TOTAL 674,627 $95,300,983 Current Cost = (LoPresti) 49,58 $4,747, V.5 22