Here’s a comparison of what departments asked for and what they got plus the Board of Estimates discussion on these items. I included the capital budget item descriptions in the post, I noted (other sources of funding) if it is not money that needs to be borrowed. Red is money the Mayor cut, Green is money the Mayor added. Bold is the council and staff discussions of the items. [My side comments in purple – and I’ll start with this, very few alders asked questions, with the majority of the questions being asked by Verveer and Rhodes-Conway. Bidar-Sielaff and Rummel not on Board of Estimates, but I think they came in next. Tho much of the talking may have been done by Bruer with Clear chiming in with lots of side discussions and jokes. I skipped alot of the useless chatter. There were a few alders I didn’t see either night even tho no other city meetings were scheduled. Cnare, Eagon, Solomon, Kerr, Palm, were the ones I don’t think I saw., but I had to leave early one night and was late the other night. Regardless several never said a word. There was a surprising lack of discussion and questions. I don’t know if that means they didn’t read it or if something else was going on.]
INTRODUCTION OF MAYOR’S CAPITAL BUDGET
Brasser says that there is $185M total capital budget, $99M will be borrowed, $87M of other funding mostly state and federal transportation funds. Also TIF funding would be considered “other funding”. He reminds the council that capital budget comes back to operating budget for operating costs. Show charts about debt as % of Equalized Value currently it is at 1.15% of the tax value. We are limited in Wisconsin to 5% so at 1.15% we are well below the limits available under state law. It has come up a bit in the last few years, but still within the limits. Other graph more is problematic. Ratio of Debt Service to total general fund. As a policy we try to keep it below 12.5%, historically at or below that target and still below it next year, but as we borrow more, and capital budgets have been growing, it could grow up to 18% as we look at capital improvements need to consider how that impacts future budgets.
Rhodes-Cownay asks how realistic these numbers are, every year the graph looks the same, and never hit that high curve – is that because each year we don’t do all the borrowing that is authorized? Brasser says that the 5 year capital improvement program is subject to change every year. The last several years we have not borrowed everything that has been authorized. The extent of how much less is difficult to predict.
Rhodes-Conway asks how accurate this is? How accurate is our 5 year plan? Brasser says he doesn’t have a copy of the chart that shows actual borrowing vs budgeted, those numbers are starting to diverge more and they used to be more similar. She says she’s trying to ask about the 5 year plan and I don’t think Brasser has that information. Clear tries to help her out and ask the question differently. Brasser says that it is not uncommon for projects to be delayed for a year or two, but in most cases, the major efforts or projects eventually happen.
Verveer asks about the numbers of what we authorize vs what we borrow. Brasser says last year’s adopted cap budget authorized $84M in borrowing and that week they borrowed $106M, $44M was refinancing, $62M was what was approved for this year. $18.6M has been carried forward and will need to be “reauthorized”.
Verveer asks about reauthorizations not being noted in the budget. He asks for Brasser to explain reauthorizations and if they are enumerated if they are reauthorized. He asks for a list of reauthorizations. Brasser says they are doing that and its on page 1, in the 2010 executive budget there is $98.8M of borrowing and $18.6 is from this years’ budget.
Bruer asks if this year all the reauthorizations have been approved? Brasser says that they will make the list available tomorrow night.
Verveer asks specifically about parks projects that might not have gotten done, they should be noted in 2010 to reauthorize money that isn’t in there. Verveer uses Peace Park as an example, and comes to the conclusion that they need to double check that. If not started, needs authorization for 2010.
Brasser says that also putting together this year’s borrowing projects and there are some projects that we borrowed money for and that authorization is still there. Brasser says to ask them individually if they have any questions about projects.
Pham-Remmele asks a question I don’t understand and can’t hear. . . says she was told this is the worst budget ever since the depression and says taxpayers are watching us. She is thrilled to hear that we have a good bond rating. She says that we should buy things when they were cheap. Asks some question, about debt service % change and talks about poor taxpayers who trying to keep job, keep sanity until economy turns around, and asks what the guidelines are that they should use.
Brasser says good time to borrow, but also the two charts are the two main points, we have alot of capacity cuz we have good credit, but it does impact the operating budget. We do have to pay it back in the future. She says that there is an election in 2011 and doesn’t want people to be held accountable because they were careless. [At least I think that was what she said. Not sure what her point was.]
Brass talks about the target or guideline for % of equalized value. Brasser says there is no policy, 90s was rapid growth in property value so the ratio was going down as the assessed value continued to grow, in the last few years, property value has slowed, so line is function of larger factors. He notes many municipalities are at their 5% limit. Clear also asks about the “dragon graph” and asks about 2010 is projected? Clear says that Mayor saya that in 2009 most of the projects actually happened. But the borrowing amount was about 25% less, but is that 25% difference typical. Brasser points out sometimes a project gets started but not finished and so funds need to be carried over. [This sounded like the same questions Rhodes-Conway asked, I wonder if clear was out of the room for that discussion?]
Bruer reminds new alders that they should ask comptrollers staff and department heads if they have any questions. Will save lots of time if you ask ahead of time. Also reminds them to contact alders about projects in other districts – protocol and expected courtesy. Blah . . .blah . . . blah . . . Then he explains the process that department heads will do a presentation or respond to questions.
Monona Terrace
$375,000 (Room Tax) Building & Building Improvements
It is important that Monona Terrace be maintained at a first-class level to continue and enhance revenue streams. The success of the facility is based on its marketability and its competitiveness both regionally and nationally. Monona Terrace must maintain and enhance the physical building, current fixtures and services in order to continue to meet and service the expectations of clients and guests. A sample of the items that are planned for 2010 include Air wall renovation, window replacement and caulking replacement.
$50,000 (Room Tax) Machinery and Other Equipment
The Machinery and Other Equipment projects are required to meet customer needs and maintain marketability. Expenditures in this category include scheduled replacement of service and building equipment, including furniture, staging equipment, maintenance equipment, and kitchen equipment.
$10,000 (Room Tax) Bike Path Resurfacing
This is a project to fund a study regarding resurfacing of the bikepath where it has been damaged over time by the proximity to the lake and other reasons. The study will indicate what action is needed. Funding is shown in 2012 for any necessary improvements.
[They got everything they requested, in the amount requested. They are $1,000 under the Mayor’s 20% reduction requested, as adjusted by the Comptrollers office.]
Jim Hess and the finance person for Monona Terrace spealk. Hess notes it is all Room Tax, no debt financing in this request. Budget was approved and reviewed by board of directors. Met directive to reduce last years budget. Cut some projects and delayed others. Majority of projects are in building improvements, and the reason they are doing them is to keep it in like new conditions, groups are no longer coming there because it is new, but because of excellent service. Some of projects include replacing the air walls – the track and rollers need replacement, exterior caulking of building is maintenance to prevent leaks, technology upgrade of $125,000 to add wireless internet access points and upgrade the network equipment – driven by clients. Attendees are dependent on the wireless. Some of the equipment is 9 years old. Audio visual makes money for the department. Window replacement is for failing windows. Company that put the windows in no longer in business. Should be near end of replacement project. Tile renovation project is a maintenance, presents a liability issue when the tiles wobble. Money for updating escalators to meet state codes. $10,000 for bike path resurface to study what need to do with the bike path – replace or what can be done to prolong the life. [At this point, there are some nervous looks among staff in the back of the room. I think they are surprised, as I was, that there was so much explanation about the budget as most of them just say they are available to answer questions.]
Rhodes-Conway asks about internet access and the two tiered slower and faster connection for those with password. He says he thinks that the free access is good enough. He says most of the customers are the conferences themselves. They give the passcode out to 100 people. Yes, will keep the two tiered system.
Bidar-Sielaff asks about the study. If you know what the problems are what will we get with the study. Hess says Nelson suggested it, we don’t know what is going on. The bike path is over the water and its structural, they need some expert advice. Bidar-Sielaff asks if engineering staff has that expertise. Hess says he’ll check first.
Public Health
$20,000 Lab Equipment Replacement
Replacement of laboratory equipment: laboratory walk-in cooler, an incubator, a pH meter, and oven. Most of this equipment was acquired more than 30 years ago, well past the expected life of this equipment.
$40,000 Field Based Equipment
While the population of Madison and Dane County continues to grow, no Public Health Nurse positions have been added since at least 2003. Public Health recognizes that even though there is increasing demand for services, given the current fiscal constraints, it is unreasonable to expect to increase the number of nurses for the next several years. To respond to the growing needs, the Department is seeking ways to make the current staff more efficient in their work by funding the purchase of field-based devices. Funding includes $40,000 of reauthorized General Obligation debt.
56,544 Computer Replacement
Funds for the replacement of computer equipment. Funding includes $48,544 of reauthorized General Obligation Debt.
$166,248 Integrated Software System
Public Health currently inputs data in to two state-mandated data systems and has about 20 other smaller databases that are used. Client information needs to be entered whenever a client record is created in any of these databases. Scheduling is done by hand. IT has indicated that Public Health needs integrated data systems to operate efficiently.
Dr. Schlenker not here, at county meeting. Lab equipment more than 30 years old. Walk in cooler largest project at least 42 years old. $166,000 software, merger has resulted in 22 databases they maintain. 2 year project. Computer replacement, much of it reauthoriztion. Field devices needed cuz won’t be hiring any new nurses and need to make them effiicient.
Rhodes-Conway asks about the lab equipment and asks if there is something that they can be energy efficient about the new equipment that might use less energy and wil save on operating costs. He doesn’t know. On the software system she asks about what is requested and what is in the executive budget. He says they are able to get what they need because of pricing in the market, if they hold up. On the field base devices, what are they and how do they improve productivity. Tablet computers improve effieicncy and customer satisfaction. They were thinking about tablet computers but they are able to connect directly to the data system with the laptops.
Miscellaneous (Zoo Improvements, City Channel, Treasurer, Election Equipment)
$99,500 Henry Vilas Zoo Improvements
This project provides funding for improvements to be made to the Henry Vilas Zoo. Under the current agreement, zoo operating costs are split between Dane County and the City of Madison on an 80/20 ratio, while capital costs are shared on a voluntary basis. General Obligation Debt includes $52,000 in funding reauthorized from the 2009 Capital Budget.
$20,000 (Municipal Video Service Trust Fund) City Channel Improvements
This project provides for the digital creation and archiving of Madison City Channel’s program files. Other funding is a transfer in from the Municipal Video Service Trust Fund.
$26,000 Rapid Mail Extractor
Funding for the purchase of rapid mail extraction equipment for the City Treasurer’s Office. This equipment has the capability to open and sort mail at rates up to 4,500 pieces per hour.
[Henry Vilas Zoo Improvements $14,500 less than requested, City Channel Improvements 170,000 less than requested, Remittance Processor Upgrade 125,000 not granted.]
Treasurer doesn’t usually have a request, for the office equipment he hands around brochure with a picture of the equipment. He says that he tries to identify day to day tasks to do more efficiently. They open about half million pieces of mail every year. Water Utility is talkinga bout going to monthly billing and that will increase the volume of mail. Saw it in use at MG&E and AmFam. Staff can open 600 pieces per hour, the machine can do 4,500 per hour. Pay off for machine is about 3 years. Regardless of Water Utility, will save half hour to 4 to 5 hours per year ecpending upon the time of year.
Bidar-Sielaff asks if they have room for the machin, and yes they have it.
Verveer asks about remittance processor upgrade – Gawenda says that request was tied to Water Utility request and if they don’t do the change now, they are ok for now and don’t need it. Currently the equipment meets the need but will have need it when Water Utility goes to mothly billing.
City Channel didn’t have a presentation.
Rhodes-Conway asks about archiving and how long they keep the files? They keep them forever and all publicly available on the website. She notes they didn’t get everything they asked for – not sure if they want to talk about it? Clark explains they are in a transition becuase of the liklihood that the PEG funding will go away in 2011. This is first time he ever appeared here for the use of these funds. In the next couple years are going to be tight without the PEG funds and they won’t be able to make needed upgrades in their equipment. Some of the cameras are 10 years old. Production folks have a 5 year plan for their needs for equipment.
Verveer asks about the money they have and if this will adress the issues about the video not working for council meetings. Clark says this is totally different. They are workngn to get this resolved. Brad says he can’t explain the difference. Dave from IT says that this equipment will get them what they currently don’t have. Clark says $20,000 will be HP acquisition camera, nothing to do with storage.
IT answers question about indexing the council meeting, says it is not resolved, going through a plan, still identifying the problem. They are on step three. Also looking at alternatives. Don’t know if any of the solutions will work. Says they are working on it with soemthing for the Health Department that might help this issue.
Verveer asks about the Trust Fund – Clark says equipment was always funded by the PEG fees so in a year or so, the fund will be gone. Verveer asks if this is the same as quarterly updates, and Brasser says that PEG funds goes to three areas. Operating, capital and WYOU and that money is disappearing over the next couple years. Won’t be able to cover costs. Brasser says that the council never saw the fund before, Clark just made the capital pruchases and they brought it into the operating budget format and they will see the funds dry up.
Clear has a question about the Zoo and county contribution to the capital projects. Brasser says we pay 20% operating and volunteer on capital costs, we currently have a 10% contribution to the county’s projects. They point out that there is a huge public contribution.
Clear asks about election equipment. Brasser said the Clerk says there is no need for replacement at this point because of delays in implementation of the state laws.
Clausius asks about history on the zoo contributions. Brasser says several times in the past we have made a contribution – usually city share discussed in advance and this is based on their plans.
Metro Transit
7,959,000 (Stimulus Funding) Transit Coaches
Replacement of Transit Coaches (14 buses in 2010, 13 buses in 2011, 13 buses in 2012 and 15 buses each in 2013, 2014 and 2015). The buses in 2010 will be hybrid buses, fully funded with Federal ARRA Stimulus funding. All buses will meet both EPA emissions standards and Americans with Disabilities Act (ADA) requirements.
98,000 (392,000 Other funding) Building Remodeling Projects
Reauthorization of one project not yet completed and funding for new projects in 2010. The reauthorization project is for a HVAC upgrade ($50,000 total, funded with $40,000 in Federal funds and $10,000 in G.O. debt). The 2010 budget includes a project to replace the lighting in the bus storage and maintenance areas ($150,000). Metro has applied for FTA TIGGER funding for the lighting. If that application is approved, FTA will fund 100% of the lighting project. Additional building remodeling projects include a remodeling contingency for emergencies ($40,000), painting and refurbishing one transfer point ($50,000), replacing one of the air conditioning units ($30,000), replacing the maintenance exhaust hose system ($20,000) and repaving the parking lot ($150,000). Eighty percent of these projects will be funded with Federal funds and the local share will come from General Obligation Debt. $10,000 of the General Obligation Debti s reauthorized from 2009.
96,400 ($535,600 Other Funding) Transit System Upgrades
Acquire equipment and software to improve operations. Applications will include security cameras for buses ($125,000 ),DVR network cards ($60,000), electronic display signs ($27,000), Coordinated Transportation software module ($200,000), phone upgrade for screen shots ($10,000), additional automatic passenger counters ($50,000), and other associated technologies, including wireless security at three transfer points ($150,000) and continuation of a pilot project for bus stop schedule information ($10,000). These projects will make the operations of the transit system more efficient and convenient for passengers and provide the transit system with accurate ridership data. Eighty percent of the cost of these projects will be funded by Federal funds and the local share will come from general obligation debt.
$1,000,000 ($4,000,000 other funds) Replace Fare box System
Replacement of the current GFI Fare box system, which has exceed edits useful life. Eighty percent of the cost of these projects will be funded by Federal funds and the local share will come from general obligation debt.
$100,800 ($403,200 Other Funds) North Transfer Point Park and Ride Lot Expansion
Expand the North Transfer Point (NTP) Park and Ride Lot. Metro will lease additional land and make improvements on a site adjacent to the existing NTP Park and Ride Lotsite. This expansion should increase ridership. Eighty percent of the cost of these projects will be funded by Federal funds and the local share will come from general obligation debt.
$10,000 (40,000 Other Funding) Building Expansion/Remodelling
This project is for the initial Site Location Analysis requested by the Mayor needed for the expansion and remodeling of the Transit Administration an Operations offices, maintenance and bus storage facility. The budget in 2011 through 2015 will allow for the engineering and design costs (architect) necessary for the building expansion and improvements as determined by the Building Needs Analysis Study that was completed in 2005 and the commencemnt of the construction project. Eighty percent of the cost of these projects will be funded by Federal funds and the local share will come from general obligation debt.
$10,000 ($40,000 Other Funds) Particulate Trap Cleaning System
This project is to purchase a Particulate Trap Cleaning System. Eighty percent of the cost of this project will be funded by Federal funds and the local share will come from general obligation debt.
[Transit Coaches $9,050,544 was requested by 7,595,000 was granted. $1,455,544 short. Building Expansion/Remodeling requested 800,000 but only 50,000 was granted. $750,000 short.]
Kamp isn’t there. Staff explains that the total budget is $14M but only borrow $1.3M because the majority of the funding comes from federal government, 80% generally but a little bit higher this year. $8M is coming from stimulus money and no debt at all. The building remodeling fund includes lighting that is now funded by a TIGGER grant. Several system upgrades including wireless security at 3 transfer points again 100% funded. Fareboxes will all be replaced along with the technology. Current ones are 18 years old and wearing out. $5M will be spent on that. Expansion of North Transfer point and park and ride is half million.
Rhodes-Conway asks abouthybrid busses. She asks how many we will buy in the future. He says they aren’t planning on buying any more becuase of the additional costs. Those decisions will be made in future years. She asks to get an update on the differences in costs between teh hybrid buses and the regular ones. They only have 5 at the moment, this will add 14 more. The fuel economy info they have, will look into maintenance issues.
Rhodes-Conway asks about the farebox info and if they will be upgrading technology or just replacing them. He says they have a team looking at it and are considering contactless machines where you don’t have to swipe a card. Milwaukee is also making a similar decision and they will consult with them.
Rhodes-Conway asks if the system distinguishes transfers from other rides. He says yes, it is monitored, but obviously with the unlimited ride passes they can’t measure those.
Clear asks a question, but the sound went out and I didn’t hear it.
Claussius asks about the North Transfer Point – they are expanding the parking because it is so heavily used. Oscar Mayer has some space they are not using. $100,000 is for the lease and the rest is the upgrades. Clausius asks if they are going to use it for a jumping off point for shared rides to the Center for Industry and Commerce. He says he is very interested in that.
Facilities Management
190,000 (20,000 Other Funds) Energy Efficiency Improvements
This project continues to fund energy efficiency improvements for City buildings. Projects in 2009 included lighting up grades at Streets East and Fairchild Building, installing industrial fans to destratify air to save heating energy at Streets and Emil Street, and air sealing at a number of fire stations. For 2010, projects will include outdoor LED lighting at fire and police stations, installation of industrial fans to destratify air to have heating energy at Streets, TE, and Fleet, and air sealing and additional insulation at various fire stations and public works buildings. Funding will be targeted toward those projects which yield a 10% return on investments from energy savings. Other funding is from a federal grant.
$200,000 CCB – 201 Council Chambers
The project is to remodel the Council Chambers Room 201 CCB. The project is estimated to cost $400,000 with the County and the City sharing the cost 50/50. The Plan Commission, ALRC, and Municipal Court also use this room. The project envisions a room that would be ADA compliant and have video screens so that the meeting participants and the public can view the presentatios being deliberated. The project also will increase energy savings through improvements to the windows, which are single pane glass. This project includes $200,000 reauthorized from 2009.
$200,000 Building Improvements
In 2010, this funding will be used to maintain the numerous buildings that Facilities Management maintains. Projects may include the following: air conditioning capital repairs at North Police, South Health, Streets East, Fleet Services and heating capital repairs at Fairchild, South Health, Fire Station #5, and Streets West. In addition, various plumbing, roof and tuck pointing repairs at various buildings will need to be made. Additional funding in the account is available to deal with unanticipated capital repairs that may need to be made throughout the year.
372,400 Engineering Office Remodel
This project is to replace the ceiling and lighting in Engineering first floor CCB. In addition, this project will remodel the front counterspace to make it ADA compliant, install carpeting throughout and create a breakroom for Engineering employees. This project will include moving Engineering Annex (Room 107A) to rooms 112 and 118, which currently house County Supervisors and the County Clerk. This will provide Engineering with needed extra square footage and also move Engineering Annex closer to the Main Office. The Sanitary Sewer Utility will be paying for 27% and the Stormwater Utility will be paying for 24% of this project, leaving 49% funded through General Obligation Debt.(These expenses are noted in Sewer and Stormwater Utilities Budgets.)
$151,000 CCC Treasurer Office Remodel
This project will remodel office space to provide additional workroom areas and a conference room, and it will revise existing offices and storage areas. This project includes $150,520 reauthorized from 2009.
$100,000 Renewable Energy
This project is to implement solar electric, solar thermal system, or other solar technologies at various locations throughout the City. Sites under consideration for 2010 are Streets West, Fire Stations #11 and #7, Police West and Warner Park. The systems will produce electrical energy, domestic hot water or heat for the buildings or the electrical grid. The City of Madison is a US Department of EnergySolar America City, one of only 25 in the country. Solar America Cities showcase renewable energy projects.
$230,200 City County Building Improvements
This project represents the City’s share of renovations scheduled for the City-County Building. The major items include renovation of the HVAC and electrical systems.
$200,000 Madison Fire Department – Major HVAC
In 2009, an assessment of the Fire Administration and Fire Station #1 was conducted. The result of that assessment was to use the 2009 building funding to replace an aging air conditioner at Fire Station #1. In future years, the plan is to improve the building envelope and to replace the heating system, which could be downsized because of the building envelope improvements. This project includes $100,000 reauthorized from 2009.
$55,000 Common Council Security Improvements
The scope of this project is to install new walls, doors, and windows to provide added security with in the Council office suite.
$1,000,000 (Other Funding) AARA Energy Efficiency Funding
ARRA – Energy Efficiency Conservation Block Grant Program. Projects include lighting retrofits at the following locations: Olbrich Gardens, Fleet Services, Summit Parks Maint .Facility, Fire Station #6, #7, #8, #10 ,and Traffic Engineering-Sayle Street. This project will also fund lighting at the new South Madison Branch Library and LED Street Lights in the downtown area. Other funding is from the grant.
[ADA Accommodations was moved to the Treasurer’s remodel project. Requested $70,000 ($35,000 was reauthorized from 2009) Its $35,000 less than requested. Energy Efficiency Improvements requested 210,000, granted 190,000, $20,000 short. The Development Services Center $1,600,000 was denied. Requested Building Improvements 265,000, only given 200,000. $65,000 short. Only given 372,000 for Engineering – Remodel and Ceiling Replacement which requested 914,000. $542,000 short. City Treasurer Remodel only requested 116,000 but recieved 151,000, an extra $35,000 from the ADA Accomodations project. Renewable Energey requested 105,000 and got 100,000, $5,000 short. City-County Building Improvements requested 150,00 but got 230,200 instead. An extra $80,200. Denied CCB HR Reception Remodel – 5th Floor $277,000. Also denied City Assessor Ceiling Replacement and Break Room $215,000]
Hoffman says energy audit done and the Energy Efficiency money used to address those issues. She talks about fans that recirculate hot air that gathers at the tops of the buildings. Addding insulation and air sealing several fire stations. Using Focus on Energy rebates for many of these projects. For 2010 continuing to do similar projects a along with installing LED lighting around police and fire stations. LED lights are less energy intesive and less maintenance. Target at least 10% payback on the projects. They show the payback rates on spreadsheets. Remodeling of Council Chambers, contacted County to get an update, but no info. Will forward it when she gets it. Anticipates that there hasn’t been any progress.
Verveer asks when the last time was she heard. She says the county put several projects on hold and this was one of them. They are talking about getting together a group of users to talk about the scope of the project, but that hasn’t moved forward.
Hoffman continues presentation – Building improvement fund is used to maintain buildings. Lightening strikes and emergency repairs is what they use this money for. Engineering remodel is to swap parks space and engineering space. County Board is moving to the front of the building, Engineering will move into their space and then 911 will move into the Engingeering space. They just approved that earlier in their meeting. Engineering has old ceiling and lighting and needs an ADA accessible counter, putting in carpeting, expanding conference rooms and upgrading the breakroom. It will partially be funding by stormwater utility based on staffing levels. The Treasurer remodel is a reauthorization, parking utility is also to multispace meters and so that will impact the treasurers office, the coins take up alot of space and they need room for the new equipment. The process is noisy and they can’t have that with 911 moving in. The coins will be coming in a different spot. A design firm has been hired to remodel. Will be looking at if the funding is adequate. Will be looking for parking utility to fund part of the project. Gawenda says that the 09 budget item would have been sufficient except the county changes and the parking changes. Renewable energy project is for solar pv systems or solar thermal hot water systems. They have several potential sites. They have recieved recogniation that they are a Solar America City – one of 25 cities. City County building improvment is our share of costs to upgrade the building. Actual verified numbers. Major roof replacement. Also hot water solar on roof of City County Building. Madison Fire Department, half reauthroization and half new. Fire Admin and Fire Station number 1 are connected and HVAC is original to when building was built and lots of issues. Are replacing aging equipment. Air conditioning unit in 2010 and major things in years to come. Energy Audits showed the fire station one was one of major energy users. Also, council office security. Gates and other items will be installed. Also on ARRA funding is city engineering lighting projects. CDBG office and engineering working on this funding now. Some of the projects may be able to be done this year.
Verveer asks about the LED lighting and street lighting. She says that they have LED lighting at many public works sites and a part of the ARRA funding is for LED street lighting, about 100,000 of the funding.
Verveer asks how many lights that gets us. Hoffman doesn’t know. She has the info, its in the grant application.
Verveer asks Bruer about security upgrades for the council office. Is this what we think is necessary? Bruer says yes. Bruer says that they were going to look at more security. Verveer says that he thinks it is important for CCOC to approve the plan and that he’d be ok with the comfort language.
Verveer also asks about the Treasurer’s office so that they can do a budget amendment. Gavenda says he’ll contact them when the info comes in.
Rhodes-Conway asks that all alders get the concept plans.
Rhodes-Conway asks about getting handles on the front door of the building so people can go in and out of each of the doors. Duly noted.
Pham-Remmele asks about security in the council chambers and how do we know that upset people won’t shoot at the Mayor or the lawyer or at any of us. Several times they are very upset people coming in. Hoffman says that the plans for room 201 are being revisited, items to be upgraded was the microphone system, making the dais ADA accessible and better audio visual equipment so that even the audience could see it when they do presentations. She said she didn’t think there was anything about security. But, the users of that room will get together and they could discuss security. Pham-Remmele says for her, this is more importnat.
Bidar-Sielaff asks question about South Health Department and if this is the Villager. Hoffman says yes. These are areas where there could be maintenance issues.
Streets
$68,200 Buildings and Grounds
This is a continuing project to fund the replacement and upgrade of facility and grounds components at the Streets Division’s vehicle bays, office and storage sites. Work is performed to replace or improve components that are damaged, have aged beyond their useful life, or for other reasons detract from effective and efficient delivery of services. Funding is provided in 2010 for projects that may include replacement of windows at the Sycamore Avenue facility, upgrade of the fire control system to building codes, and replacement of overhead doors. Future projects include window replacement and installation of a transfer switch at the Badger Road site.
$334,000 Equipment
This is a continuing program to replace aging or outmoded equipment and acquire new equipment to implement operational improvements and keep pace with a growing City. Expenditures in this category may include a snowblower that can be mounted on to an end loader for snow removal purposes, a tilt bed trailer to ferry articulating tractors and small equipment to and from field work, and a trailer with sides to assist in automated refuse and recycling cart exchanges, repairs and maintenance. An additional automated refuse/recycling truck is also requested to assist in the preventative maintenance program of the automated fleet.
$223,900 HVAC Updates
This project provides heating and air conditioning improvements to both the Badger Road facility and the Sycamore Avenue facility. Facilities Management has requested the following projects regarding HVAC systems at these two facilities :installation of a new boiler at Badger, replacement of the radiant heating systems in the vehicle bays at Badger and Sycamore, upgrade the HVAC control system to a more efficient system in the administrative areas and vehicle bays a tthe Sycamore Avenue facility for both the Streets Division and Parks-East maintenance. Future years’ projects include continued upgrades of the HVAC systems to the more efficient DDC systems.
$42,500 Sycamore Drains
The floor drains in the building extension to the Sycamore Vehicle Storage facility are in need of repair and replacement. This addition to the vehicle storage area at Sycamore Avenue was built in 1985.
$90,000 Mezzanine Construction – Sycamore
Constructing a mezzanine over the existing storage area will expand storage space at the East Side Public Works Maintenance Facility. Inventoried work supplies and out of season equipment and parts will be stored in the mezzanine to allow for additional vehicle storage in the vehicle bays.
$65,000 Yard Improvements – Sycamore
Concrete bins will be constructed at the Sycamore Avenue drop-off site for the storage of yard waste, metals, rigid plastics, electronics and large items. This project will require some minor excavation work adjacent to the driving areas at the Sycamore site, allowing the construction of bins partially set into the embankment and out of the way of traffic flow. Future years’ projects include adding a cold storage shed attached to the existing salt storage building at Sycamore.
$50,000 Sycamore and Badger Lighting
This project will continue replacing the lighting fixtures and installing lighting control sensors to the locker areas, shop areas, Parks cold storage and the administrative area of the Sycamore Avenue Public Works Facility. In addition, lighting control sensors will be completed in the vehicle bays at the Badger Road facility. Future years’ projects include installation of LED outdoor lighting in both the Badger Road and Sycamore Avenue yards.
[They got everything as requested except they got zero funding for the South Point Storage Facility 250,000 and Yard Improvements – Badger 360,000]
Upgrades to existing facilities and maintaining existing facilities and some new quipment. Badger Rd is 27 years old, Sycamore is 32 years old and they are aging and need to be upgraded. Otherwise, keeping up with growth of city.
Thuy asks if they are going to cut any services. Schumacher says this is not operating budget.
Verveer asks about DNR order regarding stormwater run off and street cleaning. He saw another street sweeper that was reauthorized. Why wasn’t it purchased and what are the plans for expanded street sweeping.
Schumacher says reauthorized amount is because they refurbished sweepers and discovered that they could wait another year, but they won’t refurbish it for next year. The new one will be here in time for next years season. He also says that effectivness of street sweeping on stormwater runoff is not the most effective, the catch basins are more effective.
Fire
315,000 Fire Equipment
Thisprojectincludesthereplacementofthefollowingsafety,rescueandotheroperationalequipment:self-containedbreathingapparatusincludingequipmentforrepair;equipmentcarriedonapparatusforemergencyresponsesuchasairbags,extricationequipment,ventilationequipment,specialoperationsequipment,andmedicalequipment;andfirehose,accessoriesandtestingequipment.The2010fundingisalsoforthereplacementofdefibrillatorsontheambulances.Futureyears’fundingalsoincludesextricationequipment,ambulancestretchers,defibrillatorsonfireapparatusandotherDepartmentvehicles.
406,700 General Building Improvements
Olderbuildingsmustbeupgradedtoaddressdeterioration,security,energyefficienciesandaccommodationissuessuchasADA.Fundingisneededforroofs,heatingandcoolingsystems,windows,pavement/sidewalkreplacement,plumbing,exteriorbuildingrepairs(suchastuckpointing),kitchens,dorms,etc.Therenovationofabuildingisdoneinphasesbaseduponavailablefunding.Thisprojectincludes$150,000ofborrowingreauthorizedfrom2009.
205,000 Increase Ambulance Fleet
Fundingisincludedtoaddaneighthin-serviceambulancetoaddressthegrowthoftheCityandimproveresponsetimes.
693,000 (other Funding) AARA Assist. to Fire Fighters Grant
TheCityhassubmittedanapplicationforagranttodemolishandrebuildFireStationNo.2onGrandCanyonDr.Thegrantwillcovermostofthedemolition,design/engineeringandconstruction.TheCitywillberesponsibleforequippingandfurnishingtheStation.ThegranthasnotyetbeenawardedtotheCity.
[They requested an additional $100,000 in Fire Equipment, and additional $70,200 in General Building Improvements. They also requested Video Teleconferencing System $24,000 that was denied. And lastly, they requested grant money of FEMA Grant $490,000 & ARRA Assistance to Firefighters Station Construction Grant $5,331,100 that was apparently not received/granted.]
Amesqua says they have a good budget. Met the 20% goal. She says that item 1 is equipment which is general maintenance. Moved cuts to 2011 budget. Building improvements also reduced by 20% and $150,000 of that number is reauthorization from 2009. Far East side fire station won’t occur until 2015 or after but have been able to secure property on far east side at Milwaukee and Sprecher. Increase in ambulance fleet so that beginning of 2nd quarter next year. Items 5, 6 & 7 will be after 2015 fire stations. Aerial ladder aparatus goes with item 14. Item 9 communications equipment will be 2012 funded, item 10 is a mobile training center, only a match of 20% when and if they get that grant. The Autopulse Resuscitation equipment is scheduled for 2011, the Knocks box security won’t be til 2014. Video Conference equipment not funded. ARRA firefighters grant, demolish and rebuild station 2 to host a double station if they get the grant.
Verveer asks question about the training facility in anticipation of the police training facility discussion. Amesqua says that she thinks MATC has a better understanding of how they want to operate, especially with the paramedic program. UW Health, MATC and Fire are partners and it is a model for other projects to come. MATC has changed direction many times, but thiss is a positive and progressive movement to build a new facility – she thinks they have worked through it and thinks that they will have positive relations moving forward. Blum says that when they were looking at having their own facility and he and the mayor’s office have been meeting. have gone down many paths, MATC came up with a good solution to rebuild classrooms and fire training facility – doesn’t know the timeline. Next year doing the classroom piece. EMS is at Mineral Point for now. If and when they open the new facility, still need a place to train. Some parts they don’t know about yet, driver training is something they are looking at. MATC has put some ideas on the table, but don’t know where they are at.
Verveer asks about what happens when they get to agreement. They will likely need to cost share, right? Amesqua says they prefer MATC pay for their own facility, and that we just rent it. She thinks it will be workable.
Verveer asks if there was discussion about a joint facility. They say there was lots of discussion. Joel Plant says lots of discussion about former and current partnership and the future. Were looking at a campus for protective services to fill needs of police and fire and have a skidpad to train all drivers. But they split fire and police for the time being. Fire and MATC is tight, police have some other issues. After several years of conversations, it makes more sense to split it off into pieces. Short and intermediate term seems to be good to do our own thing. Discussions aren’t over, but in order to continue training needs, needed to make some decisions.
Verveer also asks about project 11, autopulse resusication equipment. Wonders why not fully funded and what does that mean? Amesqua says it is funded in 2011. Verveer says it sounds like it is really important, why is ok to wait? Do we have current equipment? New Technology?
Blum says that prior to loss of medical director we were doing some trials that allowed them to take the autopulse out of service. They saved some use on the equipment, most of updates will be software. Will be back in service after first of year.
Rhodes Conway asks what a knocks box (I really have no idea how to spell that) is and what they use if for. Amesqua says it is a place to store a key. Traditionally fire departments have huge ring of knocks box keys, and if lose one it is a serious issue. This piece of equipment is a box on the fire truck. It has a personalized id code. You know the time and person that accesses the key.
Rhodes Conway asks about District 2 is demolition. Amesqua says that they want two rigs at that place and building isn’t large enough, stimulus money will pay for it if they get the grant. Blum says that they have been looking at these upgrades. Engine, ladder and fire rescue is a double company. Architect says they can pack it all in but it might not be most comfortable situation. But as a result of the stimulus money they put things on hold. Looked at buying property but decided tear down and new station was better. If they don’t get the money they will make it work.
Fleet Service
$1,517,100 (plus $2M in other funding – Fleet Service Reserves) Replace Equipment
This is a continuing program. The original fleet equipment replacement policy was developed in the mid 80’s. Beginning in 2008, Fleet Service began an extensive evaluation of the fleet equipment replacement schedule. The evaluation has included the likelihood of extending or shortening the expected life of some classifications of equipment. Fleet Service has developed a new formula that will better forecast the estimated replacement costs that will include the anticipated engine and overall manufacturing price increases required to meet the new 2010 EPA regulations, as well as the feasibility of purchasing equipment that will reduce fuel consumption and green house gas emissions of the City’s fleet. Other funding is from Fleet Service reserves.
$120,000 Facility Upgrade
Continuation of facility upgrades, including: Replace one aging heavy truck hoist, Repair shower drains (men’s), Install heating in tire maintenance work area to better utilize limited shop space, and Freight elevator (helps to utilize limited shop space for parts inventory).
$1,040,000 Fire Equipment Replacement
Replace existing Fire Vehicles in accordance with Fire Department replacement policy. This constitutes two Rescues and one Ladder.
$80,000 GPS/AVL
This is the fifth year of an ongoing project to install and utilize Automatic Vehicle Location, Global Positioning Systems in the Public Works fleet.
$24,000 Fuel Dispenser Upgrade
This will be year three of a four year project to upgrade fuel dispensers at all fuel sites. This project has been extended one year due to the fact that in-ground tank improvements weren eeded in 2009 to meet state regulations.
[They played by the rules and got everything they requested fully funded.]
VandenBrook says there are 5 projects that are on-going they do every year listed above.
Rhodes-Conway asks about AVL–GPS, asks to explain the in vehicle technology and the dash mounts they programmed. The programmed units show them turn by trun directions. The in unit equipment doesn’t do the same thing. The two systems will kind of now talk to each other.
Rhodes-Conway asks if there is a system that works all together – he says there probably is, but we have alot invested in this system. Current project will buy more in unit pieces of equipment.
Verveer asks about fuel efficiency and American made vehicles – they are driving Hondas. Can we buy the big three to get fuel efficient vehicles? Answer is maybe – they are starting to build them. Hybrids that domestic manufactures are doing are more cost effective. Thinks they will have more american made in the future. Verveer asks about the Buy America – do you base it on content. Crown Victoria is the police car, but built in Canada. Even when domestic name plate, doesn’t mean they are US components or assembled here. Percentages will change from year to year. He says a Ford Explorer has a german engine, french transmission but made in the US.
Bruer goes off on a tangent . . . .
Verveer asks if they buy locally in terms of dealerships. Some of them have Milwaukee county dealer plate holders. He says they try whenever possible. He says there can be issues if the vendors don’t fill out all the paperwork to do business with the City of Madison. After $25,000 may not want to fill out the paperwork.
Information Technology
$1,450,000 Hardware and Software Upgrades
This project funds equipment and software upgrades and expansion of the City’s data and voice communication network infrastructure, including servers, PC workstations, laptops, printers, scanners, network routers and switches, network operating systems, network management software, purchased office software suites and development software. The upgrades
are required for improved network performance and improved reliability, ease of administration and security. Infrastructure upgrades funded in this project will provide the capability for the implementation of additional E-Government services, growth of IP Telephony, Document Imaging, and mobile computing in City departments.
$180,000 Network Security
This is an ongoing project to maintain or improve the security posture of the City’s computer network. Security improvements for desktop PC’s, the City’s fleet of mobile devices (which includes laptops, smart phones and notepads), servers, access to the City network via City-owned wireless hotspots, and physical security of operation centers and wiring closets are included in this project. In addition to software and hardware purchases, this account is used to fund security assessments and consulting.
$500,000 Property Assessment System
This project funds the purchase of a new computer system for the administration of property assessment and taxation functions, specifically property data management, sales analysis, property valuation, and property tax collection. This project replaces an obsolete system with a modern Computer-Aided-Mass-Appraisal (CAMA) system that combines all assessment and taxation functions into one integrated program. The taxation part of the project is a collaboration with Dane County.
$50,000 Enterprise GIS
Information Technology ha sundertaken a project to bring together the various silos of geographic information maintained by various agencies throuhout the City. This project provides for continued growth and expansion of the centralized GIS system. A centralized GIS facilitates greater analysis in the areas of public safety and neighborhood issues, and provides more relevant, timelyinformationtoprospectivebusinesses.ThisprojectprovidesforadditionallicensesandsoftwareneededtocontinuethiseffortandprovidesmappingcapabilitiesforawiderangeofCitydpartmentsandcitizensinanadhocinternetenvironment.
$4,650,000 Enterprise Financial System
A new financial software package to b eused by all City departments will include General Ledger, Payroll and HR modules and will be implemented with the assistance of the selected vendor. Outlying years continue the integration with other systems and elimination of the silos offinancial data. G.O. debt includes $1,750,000 reauthorized from 2009.
$160,000 Mobile Computing Laptops
This project replaces 45 mobile data laptop computers installed in Madison Police Department squad cars and Fire vehicles. With 150 mobile laptop computers installed in Police and Fire vehicles, this project has an anual hardware replacement requirements. Future plans to utilize mobile laptops as part of the ELAM system will increase the number of devices to nearly twice as many as today.
$180,000 Purchased Software Enhancements
Purchased software packages can only be modified by the vendor. Software changes identified by customers and major vendor upgrades cannot be made unless funding is provided. Applications that are modified or upgraded by vendors include Police and Fire records, legislation tracking, electronic document management system, point-of-sale and smaller systems developed for various agencies by contract programmers. Inaddition, as software usage grows there is often a need to purchase additional customer licenses.
$160,000 Expand Fiber and Wireless Networks
This project provides for the installation of high-speed fiber optic cable or wireless connections to City facilities and takes advantage of planned street openings to run fiber to existing City buildigs. There are numerous City facilities that could benefit from line speed upgrades including firestations, waterwells, libraries and the Villager Mall. This project allows the City to take advantage of comparatively low-cost wiring opportunities as they arise.
$620,000 Enterprise Land and Asset Management System
TheEnterpriseLandandAssetManagement(ELAM)ProjectintegrateswiththeCity’sgeographicinformationanddocumentmanagementsystems,providingforenterprise-wideanalysisofactivitiesthroughouttheCity.
$100,000 Printer replacement
Thisprojectfundstheconsolidationofmultipledevices,suchasfaxmachines,scanners,printers,andcopiers,intoonemulti-functiondevice(MFD)inordertoimprovetheenvironment,reducecosts,andmakeprintingsolutionsmoresustainable.InworkareaswhereanMFDisnotthemostefficientsolution,areplacementnetworkprinterthatmeetsthestandardslaidoutinAdministrativeProcedureMemorandum4-5willbeinstalled.Thisisamulti-yearprojectintendedtoreplacetheCity’sfleetofoldprintersandtoimplementtheplandefinedinAPM4-5.
$50,000 911 Phone Locator
Thisprojectwillallowformoregranular911locationinformationforIPtelephoneuserslocatedinlargeCity-ownedfacilities.Currentlytheaddressinformationisdisplayedas210MartinLutherKingatthe911Center;however,noroomnumberorfloorinformationisprovided.
$300,000 Public Works Workforce Schedule System
ThisprojectprovidesforthepurchaseofapersonnelschedulingsystemforthePublicWorksDepartmentthatinterfaceswiththecurrentpayrollsystm.Thesystemhasawebinterfaceaswellasavoiceresponsesystem,andcanautomaticallycallinpersonnelwhenneeded.Thesystemencompassesschedulingforatleast850employeesfromEngineering,WaterUtility,SewerUtility,Parks,TrafficEngineering,ParkingUtility,FleetService,andStreets.
[They got $20,000 less than requested for Network Security, $15,000 less for Enterprise GIS, 2.6M more for the Enterprise Financial System, $20,000 less for Purchased Software Enhancements and no funding for the Enterprise Contract Management System.]
Verveer moved IT ahead since they were at the table, there was no objection. Beadles says the budget does a good job of replacing end of life software and hardware. The 911 phone locator project is new on the list. When IP phones were set up we went with the cheaper option but 911 doesn’t know where the person is calling from if they call from the city becuase all phones say city-county building. This system will allow them to better identify where the call is coming from.
Clear asks about the implementation schedule since they have so much going on. He asks the interim director (Brasser) about the porject. Beadles says that the property assessment system is a joint project with dane county, can do some shared billing and issued a joint rfp. Financial system and asset management system and will see changes in Nov and Dec. Public works system is slated for workforce management, scheduling staff , right numbers of people and calling back crews for emergencies, automates the union rules. Finance system will be started next year. Clear asks if they will need more staff. Brasser says that project costs include software company services. Clear asks if it will be contract staff, Brasser says that we want to develop expertise and use consultants from outside. Vendors will help set up on-going support. Brasser says issued intent to contract last year, but still in phase of negotiating contract terms and price. Also need to do more due diligence ot make sure system chosen actually works. Clear asks if it is the same as the county system. Barsser says yes but they haven’t implemented some major modules like payroll. Clear asks if there is a workplan. Beadles says not a formal workplan, but a list of major porjects. Clear says he wants to see a detailed schedule to help us understand how and when and with what resources you will be able to pull all this off especially since no director til March or April.
Verveer asks about 911 email and the accidentally hitting the panic alarm. They say those are separately hard wired. Not tied to 911 system. Rich says suggestions for the upgrades came from the 911 center. He says this covers the whole city.
Rhodes-Conway asks about replacement and what we do with our old equipment. He says they recycle it. Says not much life left in the equpment – try to refurbish and then if can’t disassuemble them.
Bidar-Sielaff asks about harware contracts and how we upgrade them. They say they purchase everything from Dell exclusively, we don’t lease, this is a capital expense and you can’t purchase leases through the capital budget. They do have a replacement cycle of 5 years. Their servers also replaced on a 5 year cycle.
Brasser says that we can buy equipment with state contract so get good pricing.
Comtpon asks about how much they spend on mailing – everything except the tax bills. She saks about notifying people by email or phone instead of mail. She asks if the new technology in the budget that would be able reduce mailing. They say they don’t have anything in the budget to address this. They try to address it on a case by case basis, but there is no central mail room. Each agency does it on their own. Compton says that many parts of the country have a calling system or email. He explains how mycitymadison.com works and says there are 70 different email lists and that there are 8 or 10 things that they send out text notifications on now. They don’t have telephone notifications. The county has a reverse 911 system. The water utility is looking into a sytem to notify their customers when there is something wrong with the system.
Clear asks if ELAM can store alternate contacts for property owners and residents. The assessment system could, but not sure if it is the place to do that. Notes that city only knows owners, not renters.
I didn’t have time to get to Water, Traffic Engineering or Parking Utility and I missed part of it, but I will include it in tomorrows post. And then I have to do the second night as well.
