AGENDA of the Executive Committee of the

Capital Area Regional Planning Commission (revised 6/2/17) June 5, 2017 CCB Room 321, 210 Martin Luther King Jr. Blvd., Madison WI 4:30 p.m.

RPC Meeting Policies and Deadlines

Registering and Speaking at RPC Public Hearings and Meetings: Persons wishing to speak must register and give the registration form to the meeting recorder before the corresponding “Public Comment…” or Public Hearing item is taken up. Oral comments will not be heard for individual agenda items not designated for public hearing, but will be heard under the “Public Comment…” agenda item. The time limit for testimony by each registrant will be 3 minutes, unless additional time is granted at the discretion of the Chair. However, for public hearings on USA/LSA amendments, applicants are granted a maximum of 15 minutes to testify, and other groups of registrants may pool their time of 3 minutes each up to a maximum of 15 minutes. Commissioners may direct questions to speakers. The RPC may alter the order of the agenda items at the meeting.

Deadlines for Written Communications: Written communications intended to be provided to the Commission and considered as part of the information package for a public hearing or agenda item should be received in the RPC office no later than noon, 7 days prior to the meeting. Written communications received after this deadline will be reported and provided to the Commission at the meeting.

RPC Action Scheduling: If significant controversy or unresolved issues are raised at the public hearing, the RPC will usually defer or postpone action to a future meeting.

1. Roll Call

2. Approval of Minutes of the May 8, 2017 Executive Committee Meeting (actionable item)

3. Public Comment

4. Review CARPC 2018 Draft Work Program (10 minutes)

5. Review CARPC 2018 Draft Budget (10 minutes) 6. Approval of Agreement with BoardSync (actionable item) (5 minutes)

7. Approval of June 2017 Disbursements and Treasurer’s Report for May 2017 (actionable item)

(5 minutes)

8. Future Agenda Items (Next meetings July 10 and August 7) 9. Adjournment

NOTE: If you need an interpreter, translator, materials in alternate formats or other accommodations to access this service, activity or program, please call the phone number below at least three business days prior to the meeting.

NOTA: Si necesita un intérprete, un traductor, materiales en formatos alternativos u otros arreglos para acceder a este servicio, actividad o programa, comuníquese al número de teléfono que figura a continuación tres días hábiles como mínimo antes de la reunión.

LUS CIM: Yog hais tias koj xav tau ib tug neeg txhais lus, ib tug neeg txhais ntawv, cov ntawv ua lwm hom ntawv los sis lwm cov kev pab kom siv tau cov kev pab, cov kev ua ub no (activity) los sis qhov kev pab cuam, thov hu rau tus xov tooj hauv qab yam tsawg peb hnub ua hauj lwm ua ntej yuav tuaj sib tham.

CARPC staff 608-266-4137 * TDD 608-266-4529

  

  

CARPC MISSION AND VISION STATEMENTS AND OPERATING AGREEMENTS  

Mission Statement: The Capital Area Regional Planning Commission facilitates the creation of a shared vision and regional plan with our communities. We support communities in making vital decisions that strengthen our region.  

Vision Statement: Communities work together to achieve a resilient and sustainable natural, built and social environment.  

Operating Agreements:  

Theme  Agreements for all meetings internal and external   

Changes for CARPC  decision‐making meetings 

Respect  • Listen to current speaker  • Treat all with respect – speak respectfully of staff • Be responsible for your own needs 

 

 

Participation   • All participate – no one dominates • Start with quick introductions 

• Commissioners attend at least 80% (10/12) of meetings  

Attention   • Listen to understand • Minimize side conversations • No interruptions  • eDevices for meeting materials only 

 

• Staff may work on other things while in observer chairs  

Inclusion  • Discussion includes locals • Focus on working together • Critique ideas not people  

 

 

Predictability and Transparency 

• Start on time • Honor past decisions • Ensure guests know what to expect • Smooth logistics • Offer snacks to all and include healthy options 

 

• Use Robert’s Rules • End on time for 

segments without public comment 

 

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DRAFT MINUTES of the Executive Committee of the

Capital Area Regional Planning Commission May 8, 2017 CCB Room 321, 210 Martin Luther King Jr. Blvd., Madison WI 4:30 p.m.

Commissioners Present: Maureen Crombie (arrived at 4:39pm), Mark Geller, Ken Golden, Kris Hampton, Larry Palm (Chair) Commissioners Absent: Peter McKeever Staff Present: Linda Firestone, Mike Rupiper, Steve Steinhoff Others Present: 3 members of the public 1. Roll Call

Chair Palm called the meeting to order at 4:35pm. Quorum was established. Chair Palm announced the appointment of H. Tony Hartmann, a new commissioner from DCCVA, who replaced Steve Arnold.

2. Approval of Minutes of the April 10, 2017 Executive Committee Meeting (actionable item)

Mr. Golden moved to approve the minutes of the April 10, 2017, Executive Committee meeting; Mr. Hampton seconded. The motion passed on a voice vote.

3. Public Comment No members of the public wished to speak at this time.

4. Approval of Fiscal Year 2016 - 2017 Agreement with the Wisconsin Department of Natural Resources (actionable item) Mr. Rupiper gave an overview of the cooperation between CARPC and WI DNR to create annual agreements and what changes may be in the wind for next year’s agreement. Next year’s agreement will be for 18 months so that it will change from fiscal year to calendar year. Mr. Golden moved to approve the 2016-2017 agreement with the Wisconsin Department of Natural Resources; Mr. Geller seconded. The motion passed on a voice vote.

5. Approval of Revised Budget for A Greater Madison Vision (actionable item)

Mr. Steinhoff gave an overview of the revisions to the AGMV budget. POLCO representatives Nick Mastronardi (CEO) and Patrick Cannon gave a live demonstration of POLCO. Verona, DeForest, Monona, and McFarland were named as customers, and the City of Madison was in final contract negotiations. POLCO was also on contract with Dane County. POLCO also gave a presentation to the Dane County Cities and Village Association for a group agreement. Transcript provided for clarity of fees: Chair Palm: Our budget says $4,500 but Tier 1 is $3,000 and Tier 2 is $5,000. Where are we falling on these? What are we actually negotiating for, and what are we getting? POLCO: Usually the way it works, if you are a city or village under 25,000, then it is $3,000 per year for all of the questions you want to ask, all of the verifications. Then, if you are over 25,000 in this bigger group, it would be $6,000 a year for the platform. This one is for governments under 50,000. What we are offering is the Tier 2 at the Tier 1 price, but that Tier 1 price is for the smaller groups. The $6,000 per year covers all Tier 2 features. Mr. Golden moved to approve the revised budget for A Greater Madison Vision; Mr. Geller seconded. The motion passed on a voice vote.

6. Review Board Management Software Report and Recommendation

Ms. Firestone gave an update on questions that Commissioners asked at the April Executive Committee meeting. Chair Palm wanted to know if the pages of a packet can be sequentially renumbered. The Executive Committee will recommend to the Commission that BoardSync be licensed.

Page 2 of 2 

7. Review 2017 First Quarter Work Program Report and 2018 Work Program Considerations and Preliminary Estimates

Mr. Steinhoff gave an overview of the Work Program chart in the packet. Chair Palm asked that a difference column be added to the report, and also asked that department codes be put in front of bullet points in the Options and Analysis section of the cover sheet.

8. Review Draft 2017 Budget Amendments

Mr. Steinhoff gave an overview of the needed 2017 budget amendments. Many of the amendments were a result of moving funds from one category to another category.

9. Review 2018 Draft Budget

Chair Palm mentioned that CARPC will not have the extra MMSD funds next year to help with AGMV expenses. Chair Palm asked Mr. Steinhoff to try to preserve resources for AGMV for next year, knowing that FTE will need to be reduced for lack of funds. The AGMV staff person’s contract ends at the end of 2017. Both budget options have (1) reductions in operating expenses; (2) number of interns reduced from four to three; and (3) increase in health insurance. Option A maintains the AGMV staff person for four months. Option B does not continue the AGMV staff person. Main difference between the two options is the amount of levy charge. The MMSD study is conducted every eight to ten years. This means that CARPC has a big fluctuation in revenue and workload for that year. Mr. Rupiper has been talking to the MMSD about splitting the work up so that more of the work can be done every year and then have not as much work to do every eight to ten years. Mr. Steinhoff and Chair Palm will be meeting with Sharon Corrigan, the County Board Chair, to discuss the options for next year’s budget.

10. Approval of May 2017 Disbursements and Treasurer’s Report for April 2017 (actionable item)

Mr. Geller moved to approve the May 2017 disbursements and Treasurer’s report for April 2017; Ms. Crombie seconded. The motion passed on a voice vote.

11. Future Agenda Items (Next meetings June 5 and July 10)

Chair Palm has been appointed to the MPO. For June and July meetings, Commissioners may want to brainstorm what CARPC wants as outcomes by working with the MPO

12. Adjournment Mr. Hampton moved to adjourn; Ms. Crombie seconded. The motion passed on a voice vote. The meeting adjourned at 5:35pm.

Minutes recorded by Linda Firestone Respectfully Submitted: _________________________________________ Kris Hampton, Secretary

CARPC EXECUTIVE COMMITTEE AGENDA COVER SHEET June 5, 2017 Item 4

Re: Approval of Draft 2018 CARPC Work Program

Requested Action:

Approval of CARPC 2018 Draft Work Program (actionable item)

Background:

CARPC’s Annual Work Program and Budget Cycle calls for approval of draft work program for the following year in June. The Work Program provides the framework of the CARPC budget.

Options and Analysis:

With 2018 still seven months off it is difficult to precisely estimate allocation of staff time for next year’s work program. However, there are some aspects of the work program that can be anticipated with reasonable confidence:

1. Core programs and functions will continue: regional planning, plan amendments and consistency, planning and data services, and education and outreach.

2. Less staff time will be spent on regional land use planning, and related outreach and education as

the update to the regional land use plan (A Greater Madison Vision) winds down.

3. Community and Regional Development Planning staff will likely spend more time on planning and data services, and, if requested, Future Urban Development Area planning.

4. Planning services will decrease in staff time because the agreement with Madison Metro Sewerage District will end in 2017.

5. Environmental Resources planning staff will likely spend more time on water quality planning services to local municipalities as a result of changes to the contract with Wisconsin Dept. Natural Resources.

6. Projects ended or ending in 2017 – the new CARPC website, and 2015 land use inventory – will result in fewer person months spent on those work elements (information and education, and land use inventories and GIS).

In addition to these anticipated core functions and changes, a staffing question remains to be addressed. This year CARPC maintained a Community Planner position under contract through 2017 to meet the staffing needs associated with A Greater Madison Vision (AGMV). This initiative will continue in 2018 with scenario polling, preparation of a vision and plan for growth, and subsequent update to the regional land use plan. As such, the need for some additional staffing will continue in 2018. However, funding that enabled CARPC to maintain the Community Planner will end in 2017. Options for addressing this need are:

1. Maintain the Community Planner position for a portion of 2018 2. Do not continue the Community Planner position in 2018

Option 1 sustains more of the agency’s capacity to carry out AGMV, especially in its objective to achieve broad and inclusive public participation during the important scenario polling phase of the initiative. It also requires additional increases (beyond that already anticipated to match county 2017 pay increases) to the county levy. Option 2 reduces further the agency’s capacity to staff AGMV and achieve broad inclusive public participation. However, it results in a smaller increase to the agency’s levy request.

Staff recommends maintaining the Community Planner position for 4 person months (0.3 FTE) to assist with the scenario polling portion of AGMV.

Attachments:

1. Draft 2018 CARPC Work Program Table (full Work Program document will be prepared for review later in the year)

Staff Contact:

Steve Steinhoff Deputy Director 608-266-4593 SteveS@CapitalAreaRPC.org

Next Steps:

Potential revisions to the work program during the year. Adoption of final work program in October.

2018 DRAFT CARPC WORK PROGRAM June 8, 2017Person Months (173.3 hours per month) 173.3

2017 

Estimated

2017  Work 

ProgramDifference

2018 Considerations

Draft 

2018REGIONAL PLANNING 37.3 29.2 8.1 15.2Regional Land Use Plan P01 24.2 22.5 1.7 AGMV Continuing at lower staffing level 13.0

Regional Water Quality Plan P02 8.0 2.2 5.8 No water quality plan update planned 0.0

Regional Plan Integration P03 4.0 4.5 ‐0.5 no significant change anticipated.  2.2Regional Plan Other P04 1.1 0.0 1.1 no significant change anticipated 0.0REGIONAL PLAN AMENDMENTS 6.7 8.1 ‐1.4 5.1

Water Quality Plan Amendments A01 4.9 3.9 1.0 no significant change anticipated 3.1

Land Use Plan Amendments A02 0.7 3.0 ‐2.3 reduce from 2017 WP 1.7Environmental Corridor Amendments A03 1.1 1.2 ‐0.1 no significant change anticipated 0.3

REGIONAL PLAN CONSISTENCY 9.6 8.9 0.7 4.6Water Quality Plan Consistency C01 9.3 6.6 2.7 no significant change anticipated 4.2Regional Plan Consistency C02 0.0 0.7 ‐0.7 no significant change anticipated 0.4

Consistency Other C03 0.3 1.6 ‐1.3 Reduce ‐ use P03 more often 0.0

PLANNING SERVICES 5.0 19.8 ‐14.8 24.9FUDA Planning S01 0.0 2.8 ‐2.8 no significant change anticipated 5.3MMSD Planning Services S02 1.4 13.5 ‐12.1 reduce from 2017 WP 0.7Other Planning Services S03 3.6 3.5 0.1 planned increase, may  want to create new code for DNR planning services 18.9DATA AND ANALYSIS 10.8 11.1 ‐0.3 10.1Land Use Inventories & GIS D01 6.2 3.2 3.0 reduce ‐ inventory complete 1.3Data Studies D02 3.1 6.9 ‐3.8 Depends on Planning staff efforts 5.7Data Services D03 1.4 0.8 0.6 increase likely, TBD when work plan for DNR contract is developed 2.9USGS Monitoring D04 0.1 0.2 ‐0.1 0.2EDUCATION, INFORMATION, OUTREACH 18.9 15.3 3.6 12.6Information and Education E01 8.4 9.3 ‐0.9 reduce ‐ website complete 7.9Outreach E02 9.9 4.0 5.9 no significant change anticipated ‐ AGMV continuing 3.5Events E03 0.7 2.0 ‐1.3 no significant change anticipated ‐ AGMV continuing 1.2STAFF DEVELOPMENT 3.5 1.7 1.8 1.6Trainings and Conferences T01 3.1 1.2 1.9 increase likely, TBD when work plan for DNR contract is developed 1.3Personal Development T02 0.3 0.5 ‐0.2 no significant change anticipated ‐ AGMV continuing 0.3ADMINISTRATION 14.9 19.9 ‐5.0 14.0General M01 3.4 6.7 ‐3.3 no significant change anticipated 3.1Commission Support M02 4.5 3.0 1.5 no significant change anticipated 3.2Budget and Work Program M03 0.1 3.8 ‐3.7 no significant change anticipated 1.6Personnel/Human Resources M04 1.3 2.1 ‐0.8 no significant change anticipated 0.6Financial M05 3.5 2.5 1.0 no significant change anticipated 3.4Staff Meetings/Supervision M06 2.1 1.8 0.3 no significant change anticipated 2.1TOTAL 106.8 114.0 ‐7.2 88.1

Paid Time Off PTO 7.6 PTO 11.9

TOTAL INC. PTO 114.35 TOTAL INC. PTO 100.0

CARPC FTE: 8.33

CARPC EXECUTIVE COMMITTEE AGENDA COVER SHEET June 5, 2017 Item 5

Re: Approval of Draft 2018 CARPC Budget

Requested Action:

Approval of CARPC 2018 Draft Budget (actionable item)

Background:

CARPC’s annual work program and budget cycle includes approval in June of draft budget for the following year.

Options and Analysis:

Key factors affecting the draft 2018 budget. CARPC will not have the contract for $150,000 with MMSD that is scheduled to end in 2017.

This funding paid for existing staff time, freeing up funds for A Greater Madison Vision. An employment contract related to AGMV ends in 2018. Work demands for AGMV will continue into 2018. Base personnel costs continue to rise due to lower turnover (from 2016), increasing health

and dental insurance, potentially WRS, and scheduled step increases. Salaries are scheduled to increase 2% in 2018 to match what County employees received

this year. Based on these factors, staff prepared two 2018 budget options. Both options reduce staffing and cut operating expenses by about $37,000.

Option A maintains the AGMV position for 4 months for the scenario polling outreach and engagement (a 0.67 FTE reduction from 2017). It increases county levy revenue by $52,000 (6%) to cover the 2% salary increase and additional AGMV staffing.

Option B does not include the AGMV position (a 1.0 FTE reduction) and increases levy revenue by $25,000 (2.9%).

A Greater Madison Vision will continue in 2018 with scenario polling in the early part of the year, development of a vision and plan for growth, and the update of the regional land use plan. Scenario polling is a critical component of AGMV because it is the phase that involves large numbers of the public. A goal of 10,000 people voting online during this phase has been routinely discussed. In addition, current staffing levels have enabled CARPC and AGMV to involve a more diverse range of participants. However, to maintain staffing at current levels during scenario polling requires the agency to request a larger increase in county levy funding, which could have impacts on relationships with the County and other partners. Staff recommends Option A due to the need to maintain staffing and capacity for diverse participation during the important scenario planning phase.

Attachments:

1. 2018 Draft Budget Option A 2. 2018 Draft Budget Option B 3. Budget Summaries: 2015-2018

Staff Contact:

Steve Steinhoff Deputy Director 608-266-4593 SteveS@CapitalAreaRPC.org

Next Steps:

Discussion with appointing authorities and County Board Chair.

Public Hearing and Commission Adoption of 2018 Draft Budget in June.

CARPC 2018 Draft Budget Option A

08‐Jun‐17

 2017 Budget

Approved 10/13/16 

 2017 Budget 

Amendments         

Draft 5/11/17 

2018 Budget         

Draft 5/11/17 

 Change from 2017 

Draft Amended to 

2018 Draft 

2018 Considerations

EXPENDITURES

Personal Services 

(includes GIS contract and Chairperson stipend)CARPC FTE: 8.50 CARPC FTE: 7.83

2% increase to match 2017 County raises

Salaries & Wages  $644,016 $599,899 $586,570 ‐$13,329 minus 0.67 FTE

Workstudy / Interns/ Hourly $31,200 $36,200 $23,400 ‐$12,800 reduce from 4 to 3

Retirement Fund $40,763 $40,763 $41,060 $297

Social Security / Medicare $48,245 $48,245 $46,663 ‐$1,582

Unemployment Insurance reimbursements $15,000 $15,000 $15,000 $0

Employee/Retiree Insurance $152,557 $152,557 $145,514 ‐$7,043 health up 5.9%, WRS from 6.8% to 7.0%

Furloughs and/Salary Reduction/Salary Savings

Total Personal Services 931,781$                   892,664$                      858,207$                     ‐$34,457

Operating Expenses

Commissioner Per Diem & Travel $5,000 $5,000 $5,000 $0 maintain

Employee Travel & Meeting Expenses $7,000 $12,000 $6,000 ‐$6,000 reduce for budget purposes

Training & Conferences $7,000 $7,000 $6,000 ‐$1,000 reduce for budget purposes

Office Supplies & Expenses $11,900 $11,900 $10,000 ‐$1,900 reduce for budget purposes

Equipment $0 $11,500 $4,000 ‐$7,500 reduce for budget purposes

Dues / Membership Fees $5,000 $5,000 $4,000 ‐$1,000 reduce based on prior year

GIS and Other Software $8,500 $11,891 $12,000 $109 reduce based on prior year

Recruitment $1,500 $1,500 $500 ‐$1,000 reduce for budget purposes

Telephone/Internet/ Webhosting $0 $0 $0 delete line item

Office Space/Rent $33,036 $33,036 $33,036 $0 maintain

Legal Services $25,000 $25,000 $25,000 $0 maintain

Audit Services $10,000 $10,000 $10,000 $0 maintain

Financial Services $35,000 $35,000 $35,700 $700 2% increase

Insurance (package, WC, D&O) $8,200 $8,200 $8,000 ‐$200 rate reduction for WC

Outreach & Education $0 $0 $0 delete line item

Communications ‐ A Greater Madison Vision $55,100 $19,387 $0 ‐$19,387 reduce for budget purposes

Total Operating Expenses 212,236$                   196,414$                      159,236$                     ‐$37,178 Comparable to 2016

Capital Outlay delete line item

Office/Computer Equipment & Furniture $5,000 $0 $0 delete line item

GIS Equipment $0 delete line item

Total Capital Outlay 5,000$                        ‐$                               delete line item

Contractual

   Consultant services (values survey in 2015) delete line item

   GIS Specialist $0 $44,117 $46,322 $2,205 5% increase

CARPC Chair Services $0 delete line item

City of Madison UrbanFootprint delete line item

IM Services $21,000 $21,000 $21,000 maintain

Wisconsin Center Education Research $0 $20,000 $0 ‐$20,000 delete line item

MOD Media Productions $0 $9,213 $0 ‐$9,213 delete line item

Brian Stewart Website Development $0 $3,432 $0 ‐$3,432 delete line item

Other ‐$                           10,000$                        $0 ‐$10,000

Communications $0

Total Contractual  $                    21,000   $                       86,762   $                      67,322  ‐$19,440

Pass‐Thru Contracts

Cooperative Water Resources Monitoring $104,074 $104,074 $104,074 $0 maintain

Plan4Health APA Grant $0 delete line item

WDOT Rural Work Program (90% funded) $9,950 $8,731 $8,731 $0 maintain

Total Pass‐Thru 114,024$                   112,805$                     112,805$                    $0

Gross Total Expenditures  1,284,041$                1,288,645$                   1,197,570$                  (91,075)$                     

LESS pass‐thru (114,024)$                  (112,805)$                     (112,805)$                    $0

NET TOTAL Expenditures (Gross less pass‐thru) 1,170,017$                1,175,840$                   1,084,765$                  (91,075)$                     

 2017 Budget

Approved 10/13/16 

 2017 Budget 

Amendments         

Draft 5/11/17 

2018 Budget         

Draft 5/11/17 

 Change from 2017 

Draft Amended to 

2018 Draft 

2018 Considerations

REVENUES

Fees: sewer extensions   $25,000 $25,000 $25,000 $0 maintain

Fees: USA/LSA application review  $30,000 $30,000 $30,000 $0 maintain

Fees: Annual Planning Conference Registration $0 $0 $0 $0

Local & Regional Planning Assistance  $10,000 $10,000 $0 ‐$10,000 no revenue based on prior years

MMSD $150,000 $150,000 $0 ‐$150,000 2017 one-time contract

EPA/DNR Water Quality Planning  $80,000 $87,200 $87,200 $0 maintain

Economic Modeling Software & Services  $0 $0 $0 $0 funding not provided by WEDA

Product Sales  $0 $0 $0 $0

Interest Income (Less Bank Fees) $1,200 $1,200 $1,200 $0 maintain

WDOT Transportation Plan Integration $2,183 $2,183 $2,183 $0 maintain

MPO Population/Employment Forecasting  $0 delete line item

Other  $0 $0 $0 $0

CARPC Operating Reserves Applied $0 $15,013 $15,000 ‐$13 carryforward from 2017

Plan4Health $0 $0 remove

Pass‐Thru (WDOT Rural Work Program) $8,731 $8,731 $8,731 $0 maintain

Pass‐Thru (Plan4Health) $0 $0 delete line item

Pass‐Thru (Coop. Water Resources Monitoring)  $104,074 $104,074 $104,074 $0 continue

Total Dane County Property Tax $873,017 $873,017 $925,017 $52,000 for 2% salary increase and other inc

Gross Total Revenues  $              1,284,205   $                  1,306,418   $                1,198,405   $                  (108,013)

LESS pass‐thru  $                (112,805)  $                   (112,805)  $                  (112,805)  $                                ‐   

NET TOTAL Revenues (Gross less pass‐thru)  $              1,171,400   $                  1,193,613   $                1,085,600   $                  (108,013)

Surplus/(Deficit) 164$                           17,773$                         835$                             aim for small surplus

CARPC Staff Accrued Leave Liability (25,000)$                    (25,000)$                       (25,000)$                      (25,000)$                      maintain

Previous Year End Net Assets 191,788$                   394,908$                     

Operating Reserves / Net Assets 166,952$                   372,668$                     

Unbilled Accounts Receivable 42,567$                     42,567$                        

EAV 55,126,780,850$     55,126,780,850$         55,126,780,850$      

Certified budget rate (CBR) 0.001584% 0.001584% 0.001678%

CARPC 2018 Draft Budget Option B

08‐Jun‐17

 2017 Budget

Approved 10/13/16 

2017 Budget 

Amendments          

Draft 5/11/17 

2018 Budget         

Draft 5/11/17 

Change from 2017 

Draft Amended to 2018 

Draft 

2018 Considerations

EXPENDITURES

Personal Services  CARPC FTE: 8.50 CARPC FTE: 7.50 2% increase to match 2017 County raises

Salaries & Wages  $644,016 $599,899 $568,099 ‐$31,800 minus 1 FTE

Workstudy / Interns/ Hourly $31,200 $36,200 $23,400 ‐$12,800 reduce from 4 to 3

Retirement Fund $40,763 $40,763 $39,767 ‐$996

Social Security / Medicare $48,245 $48,245 $45,250 ‐$2,995

Unemployment Insurance reimbursements $15,000 $15,000 $15,000 $0

Employee/Retiree Insurance $152,557 $152,557 $138,488 ‐$14,069 health up 5.9%, WRS from 6.8% to 7.0%

Furloughs and/Salary Reduction/Salary Savings

Total Personal Services 931,781$                         892,664$                         830,004$                       ‐$62,660

Operating Expenses

Commissioner Per Diem & Travel $5,000 $5,000 $5,000 $0 maintain

Employee Travel & Meeting Expenses $7,000 $12,000 $6,000 ‐$6,000 reduce for budget purposes

Training & Conferences $7,000 $7,000 $6,000 ‐$1,000 reduce for budget purposes

Office Supplies & Expenses $11,900 $11,900 $10,000 ‐$1,900 reduce for budget purposes

Equipment $0 $11,500 $4,000 ‐$7,500 reduce for budget purposes

Dues / Membership Fees $5,000 $5,000 $4,000 ‐$1,000 reduce based on prior year

GIS and Other Software $8,500 $11,891 $12,000 $109 reduce based on prior year

Recruitment $1,500 $1,500 $500 ‐$1,000 reduce for budget purposes

Telephone/Internet/ Webhosting $0 $0 $0 delete line item

Office Space/Rent $33,036 $33,036 $33,036 $0 maintain

Legal Services $25,000 $25,000 $25,000 $0 maintain

Audit Services $10,000 $10,000 $10,000 $0 maintain

Financial Services $35,000 $35,000 $35,700 $700 2% increase

Insurance (package, WC, D&O) $8,200 $8,200 $8,000 ‐$200 rate reduction for WC

Outreach & Education $0 $0 $0 delete line item

Communications ‐ A Greater Madison Vision $55,100 $19,387 $0 ‐$19,387 reduce for budget purposes

Total Operating Expenses 212,236$                         196,414$                         159,236$                       ‐$37,178 Comparable to 2016

Capital Outlay delete line item

Office/Computer Equipment & Furniture $5,000 $0 $0 delete line item

GIS Equipment $0 delete line item

Total Capital Outlay 5,000$                              ‐$                                  delete line item

Contractual

   Consultant services (values survey in 2015) delete line item

   GIS Specialist $0 $44,117 $46,322 $2,205 5% increase

CARPC Chair Services $0 delete line item

City of Madison UrbanFootprint delete line item

IM Services $21,000 $21,000 $21,000 maintain

Wisconsin Center Education Research $0 $20,000 ‐$20,000 delete line item

MOD Media Productions $0 $9,213 ‐$9,213 delete line item

Brian Stewart Website Development $0 $3,432 ‐$3,432 delete line item

Other ‐$                                  10,000$                          $0 ‐$10,000

Communications $0

Total Contractual  $                          21,000   $                          86,762   $                        67,322  ‐$19,440

Pass‐Thru Contracts

Cooperative Water Resources Monitoring $104,074 $104,074 $104,074 $0 maintain

Plan4Health APA Grant $0 delete line item

WDOT Rural Work Program (90% funded) $9,950 $8,731 $8,731 $0 maintain

Total Pass‐Thru 114,024$                         112,805$                        112,805$                      $0

Gross Total Expenditures  1,284,041$                      1,288,645$                     1,169,367$                    (119,278)$                       

LESS pass‐thru (114,024)$                        (112,805)$                        (112,805)$                      $0

NET TOTAL Expenditures (Gross less pass‐thru) 1,170,017$                      1,175,840$                     1,056,562$                    (119,278)$                       

 2017 Budget

Approved 10/13/16 

2017 Budget 

Amendments          

Draft 5/11/17 

2018 Budget         

Draft 5/11/17 

Change from 2017 

Draft Amended to 2018 

Draft 

2018 Considerations

REVENUES

Fees: sewer extensions   $25,000 $25,000 $25,000 $0 maintain

Fees: USA/LSA application review  $30,000 $30,000 $30,000 $0 maintain

Fees: Annual Planning Conference Registration $0 $0 $0 $0

Local & Regional Planning Assistance  $10,000 $10,000 $0 ‐$10,000 no revenue based on prior years

MMSD $150,000 $150,000 $0 ‐$150,000 2017 one-time contract

EPA/DNR Water Quality Planning  $80,000 $87,200 $87,200 $0 maintain

Economic Modeling Software & Services  $0 $0 $0 $0 funding not provided by WEDA

Product Sales  $0 $0 $0 $0

Interest Income (Less Bank Fees) $1,200 $1,200 $1,200 $0 maintain

WDOT Transportation Plan Integration $2,183 $2,183 $2,183 $0 maintain

MPO Population/Employment Forecasting  $0 delete line item

Other  $0 $0 $0 $0

CARPC Operating Reserves Applied $0 $15,013 $15,000 ‐$13 carryforward from 2017

Plan4Health $0 $0 remove

Pass‐Thru (WDOT Rural Work Program) $8,731 $8,731 $8,731 $0 maintain

Pass‐Thru (Plan4Health) $0 $0 delete line item

Pass‐Thru (Coop. Water Resources Monitoring)  $104,074 $104,074 $104,074 $0 continue

Total Dane County Property Tax $873,017 $873,017 $896,717 $23,700 for 2% salary increase and other inc

Gross Total Revenues  $                    1,284,205   $                    1,306,418   $                   1,170,105  $                       (136,313)

LESS pass‐thru  $                      (112,805)  $                      (112,805)  $                    (112,805)  $                                    ‐   

NET TOTAL Revenues (Gross less pass‐thru)  $                    1,171,400   $                    1,193,613   $                   1,057,300  $                       (136,313)

Surplus/(Deficit) 164$                                 17,773$                           738$                               aim for small surplus

CARPC Staff Accrued Leave Liability (25,000)$                          (25,000)$                          (25,000)$                        (25,000)$                           maintain

Previous Year End Net Assets 191,788$                         394,908$                        

Operating Reserves / Net Assets 166,952$                         372,668$                        

Unbilled Accounts Receivable 42,567$                            42,567$                          

EAV 55,126,780,850$            55,126,780,850$            55,126,780,850$         

Certified budget rate (CBR) 0.001584% 0.001584% 0.001627%

2015 Adopted 2015 Audit 2016 Adopted 2016 Audit 2017 Adopted

2017 Draft 

Amendments  

5/11/17

2018 Draft 

Option A

2018 Draft 

Option B

Full Time Equivalent Staff 8.00 7.85 8.50 7.83 7.50

EXPENDITURES

     Total Personal Services  833,598$             763,054$             809,709$             848,089$             931,781$              892,664$                858,207$            830,004$             

     Total Operating Expenses 148,236               158,736               212,236                196,414                 159,236              159,236              

     Total Capital Outlay 3,000                    4,500                   5,000                     ‐                          ‐                      ‐                        

     Total Contractual 81,000                 71,500                 21,000                   86,762                   67,322                67,322                 

     Total Pass‐Thru 114,024               115,524               114,024                112,805                 112,805              112,805              

Gross Total Expenditures 1,179,858$         1,203,860$         1,159,969$          1,219,182$          1,284,041$           1,288,645$             1,197,570$         1,169,367$          

     Less pass‐thru (114,024)              (115,524)$            (104,074)$            (114,024)               (114,023)                (114,022)            (114,021)             

NET TOTAL Expenditures (Gross less pass‐thru) 1,065,834$        1,044,445$           1,115,108$           1,170,017$            1,174,622$              1,083,548$          1,055,346$           

REVENUES

Total Dane County Property Tax 808,200$             808,200$            856,450$             856,450$             873,017$              873,017$                925,017$            896,717$             

Sewer Extension Fees 25,000                 28,594                 25,000                 23,540                 25,000                   25,000                   25,000                25,000                 

Urban Service Area Amendment fees 50,000                 33,409                 25,000                 32,972                 30,000                   30,000                   30,000                30,000                 

Total Pass‐Thru 112,805 114,305               112,805                112,805                 112,805              112,805              

CARPC Operating Reserves Applied ‐                       ‐                       ‐                         ‐                          ‐                     

Revenue From Other Fees and Reserve 184,411 140,187               243,383                265,596                 105,583              105,583              

Gross Total Revenues 1,180,416$         1,225,340$         1,160,942$          1,187,403$          1,284,205$           1,306,418$             1,198,405$         1,170,105$          

LESS pass‐thru (112,805)              (114,305)             (104,074)             (112,805)$             (112,804)$               (112,805)$           (112,805)$            

NET TOTAL Revenues (Gross less pass‐thru) 1,067,611$         1,046,637$          1,083,329$          1,171,400$           1,193,614$             1,085,600$         1,057,300$          

Surplus/(Deficit) $558 21,480$              973$                     (31,779)$              164$                      17,773$                  835$                    738$                      

Operating Reserves / Projected Net Assets * (241,587)$           107,428$             394,908$             166,952$              356,668$               

* From SWWDB Year End Statement

Non‐Property Tax Revenue (w/o pass‐thru) 259,411$             190,187$             298,383$              320,597$                160,583$            160,583$             

Note Plan4Health Grant MMSD contract and carry‐forward

USA Fee ‐ long term account receivables 42,567$               

CARPC EXECUTIVE COMMITTEE AGENDA COVER SHEET June 5, 2017 Item 6

Re: Approval of Agreement with BoardSync

Requested Action:

Authorization for Deputy Director to Sign the Agreement with BoardSync (actionable item)

Background: At its May 2017 meeting the Regional Planning Commission approved the purchasing of a license for BoardSync (pending approval of the budget amendment at the June CARPC meeting). Per Doug Shumway, CEO of BoardSync, there is an agreement that needs to be executed between BoardSync and CARPC.

Options and Analysis: Staff Recommendation: Approve the executive of the agreement pending approval of the budget amendment at the June CARPC meeting.

Attachments:

1. Agreement between BoardSync and the Capital Area Regional Planning Commission, which will be emailed to Executive Committee members once it is received from BoardSync sometime later on Friday, June 2nd.

Staff Contact:

Linda Firestone Administrative Services Manager 608-266-4138 LindaF@CapitalAreaRPC.org

Next Steps:

Execute the agreement. Commission accepts action.

CARPC EXECUTIVE COMMITTEE AGENDA COVER SHEET June 5, 2017 Item 7

Re: Approval of June 2017 Disbursements and Treasurer’s Report for May 2017 (actionable item)

Requested Action:

Approval of June 2017 Disbursements and Treasurer’s Report for May 2017

Background: CARPC internal controls require that bills be approved by CARPC or its Executive Committee and also that the Treasurer routinely review the CARPC bank statement, the entries and balance of the cash account of the general ledger, the bank account reconciliation prepared by staff, and the previous month’s ending cash balance. This review by the Treasurer is regularly confirmed by his or her signature on the Treasurer’s Report, or by the Chair in the absence of a Treasurer, per the terms of CARPC’s bylaws.

Options and Analysis:

Attachments:

1. June 2017 Voucher Bills 2. May 2017 Treasurer’s Report 3. Budget Year-to-Date as of May 31, 2017

Staff Contact:

Linda Firestone Administrative Services Manager 608-266-4138 LindaF@CapitalAreaRPC.org

Next Steps: