Catching Up on New City Budget Meetings!

I don’t know how I missed the first budget meeting on the 13th, but here’s the other upcoming meetings, including the budget meeting tonight.

I just became aware of all of this yesterday . . . doh! I guess I saw the meeting on the 13th but I thought it was just a briefing, I didn’t realize it was the beginning of an entirely new process! I don’t have a lot to say here, as the emails provide the info you need. The most interesting thing might be the criteria by which they will be judging the capital budget projects. I don’t know when they decided what these criteria would be (see below) . . . perhaps on the 13th. No minutes available yet. And if there are weird or random characters throughout, I have two new kitties and they apparently wanted to help this morning, I think I deleted all their contributions, but might have missed some.

From: Demarb, Denise
Sent: Tuesday, May 05, 2015 11:40 PM
To: Verveer, Michael; Cheeks, Maurice; Eskrich, Sara; Rummel, Marsha; McKinney, Barbara
Cc: Fields, Debbie; Veldran, Lisa; Monks, Anne; Schmiedicke, David; Ragland, Enis; Larsen, Laura
Subject: BOE – capital budget

Colleagues

I asked Debbie to pull together a calendar of when our city meetings took place – to attempt to find times when we could all meet for extra BOE meetings to take a deep dive into the Capital Budget. I also met with Dave, Enis , Anne and Laura to discuss how many meetings this work may take. I have found 5 nights that conflict with the least amount of people and or not conflicting with summer holidays.

May 13, 28
June 22, 28
July 8,

I understand there are a couple of dates where one alder may have a conflicting city meeting. Please mark your calendars as for these dates as extra BOE meetings. This meeting is also requesting Lisa to send us all meeting requests. I will be working on an agenda with Dave and it will be forthcoming.

Thanks – I know this is a lot of work, but it is needed work. We have a capital budget that is not obtainable.

Denise DeMarb
Alder, Distict 16

From: Demarb, Denise
Sent: Thursday, May 07, 2015 12:10 PM
To: Demarb, Denise; Verveer, Michael; Cheeks, Maurice; Eskrich, Sara; Rummel, Marsha; McKinney, Barbara
Cc: Fields, Debbie; Veldran, Lisa; Monks, Anne; Schmiedicke, David; Ragland, Enis; Larsen, Laura
Subject: RE: BOE – capital budget -DO NOT REPLY ALL

Colleagues,
One change – June 28th is a Sunday, I meant to reserve June 30th.

Also, I wanted to make sure you understood – by me sending dates – I am reserving time for work in a what is Wisconsin summer, very busy for all of us. I asked Dave and co. to put together a plan for BOE to look at, question and adopt as a road map on diving into and getting through this work. I hope 5 meetings are enough, if I have reserved too much time, we can always cancel the last meeting.

Since I wrote the email below and after meeting with staff on Monday of this week. Dave sent me the following layout for presentations.

May 28th:
Facilities – Facilities Management (e.g., MMB), Police (e.g., Midtown Station, Evidence Storage Facility), Fire (e.g., FS 14 and training center), Library (e.g., Pinney Branch, other branches)
Parks – Facilities

June 22 :
Engineering — Major Streets
Engineering — Bike and Pedestrian Projects
Traffic Engineering

June 30:
Metro Transit
Planning and Community and Economic Development (e.g., neighborhood centers, public market, affordable housing)
Fleet – Facilities (e.g., new fire maintenance facility, timing of Fleet Service move from First Street to Nakoosa Trail and the siting of a public market)
Streets — Biodigester

If we adopt the above format –of the dates I have asked you to reserve this leaves the 13th to agree on a format, and adopt criteria for review. And then the meeting on July 8th to pull together our recommendations for the full Council.

Attached is an email sent by Anne Monks of budget criteria adopted by Council in 1994. I’m not aware of a more recent adoption of budget goals. It gives us a place to start.

From: Schmiedicke, David
Sent: Sunday, May 10, 2015 1:10 PM
To: All Alders; Soglin, Paul
Cc: MY GROUP; Larsen, Laura; York, Elizabeth; Fruit, Tim; Lloyd, Mary; May, Michael; Phillips, Robert; Hoffman, Jeanne; Koval, Michael; Williams, Susan; Davis, Steven; Laurenzi, Laura; Knepp, Eric; Rutledge, Kay; Dryer, David; Kamp, Charles; Erdman, Natalie; Okeefe, James; Mikolajewski, Matthew; Vandenbrook, William; Kelley, Christopher; Dreckmann, George
Subject: Special BOE Meeting — May 13th at 4:30 PM (Room 300 MMB)

Mayor Soglin, Council President DeMarb, Council Pro Tem Cheeks and Council Members:

On Wednesday, May 13th at 4:30 PM, the Board of Estimates will hold the first of a series of special meetings on key projects in the City’s Capital Budget and Capital Improvement Plan.

The May 13th meeting will be held in Room 300 MMB. A formal committee notice will be forthcoming. The agenda for the first meeting is an overview of the City’s operating and capital budgets and discussion of a process to review and prioritize projects in the capital budget over the next few meetings, including agency presentations.

The tentative schedule for other meetings of the Board of Estimates on this issue are as follows, with the following topics:

May 28:
Facilities – Facilities Management (e.g., MMB), Police (e.g., Midtown Station, Evidence Storage Facility), Fire (e.g., FS 14 and training center), Library (e.g., Pinney Branch, other branches)
Parks – Facilities

June 22 :
Engineering — Major Streets
Engineering — Bike and Pedestrian Projects
Traffic Engineering

June 30:
Metro Transit
Planning and Community and Economic Development (e.g., neighborhood centers, public market, affordable housing)
Fleet – Facilities (e.g., new fire maintenance facility, timing of Fleet Service move from First Street to Nakoosa Trail and the siting of a public market)
Streets — Biodigester

July 8
Finalize recommendations to Mayor for the 2016 Executive Capital Budget and CIP.

Please let me know if you have any questions.

Thanks.
Dave Schmiedicke

From: Lloyd, Mary
Sent: Tuesday, May 12, 2015 2:02 PM
To: All Alders; BOE Agenda; Committee Staff List
Cc: Lloyd, Mary; Bentley, Katherine
Subject: BOE Special Capital Budget Meetings
Importance: High

In red are the times and sites for the upcoming BOE Special Capital Budget meetings.

May 28: MMB 300 @ 4:30 p.m.
Facilities – Facilities Management (e.g., MMB), Police (e.g., Midtown Station, Evidence Storage Facility), Fire (e.g., FS 14 and training center), Library (e.g., Pinney Branch, other branches)
Parks – Facilities

June 22 :MMB 260 @ 4:30 p.m.
Engineering — Major Streets
Engineering — Bike and Pedestrian Projects
Traffic Engineering

June 30:MMB 260 @ 4:30 p.m.
Metro Transit
Planning and Community and Economic Development (e.g., neighborhood centers, public market, affordable housing)
Fleet – Facilities (e.g., new fire maintenance facility, timing of Fleet Service move from First Street to Nakoosa Trail and the siting of a public market)
Streets – Biodigester

July 8:MMB 300 @ 4:30 p.m.
Finalize recommendations to Mayor for the 2016 Executive Capital Budget and CIP.

Thank you.

Mary Lloyd
Administrative Clerk
Finance Department

From: Lloyd, Mary
Sent: Thursday, May 14, 2015 11:12 AM
To: Cheeks, Maurice; Demarb, Denise; Eskrich, Sara; McKinney, Barbara; Rummel, Marsha; Verveer, Michael
Cc: Ragland, Enis; Schmiedicke, David; Soglin, Paul; Rottman, Monica; Monks, Anne
Subject: Budget Outlook and Capital Budget for 2016 — BOE Review

David Schmiedicke asked me to send this out to you.

Thanks.

Mary Lloyd
Administrative Clerk
Finance Department

“This” is the powerpoint presentation on the capital budget 2016 – 2021 outlook.
Budget Outlook and Capital Budget for 2016 — BOE Review — shorter version(1)

From: Larsen, Laura
Sent: Wednesday, May 27, 2015 5:18 PM
To: Demarb, Denise; Rummel, Marsha; Cheeks, Maurice; Eskrich, Sara; McKinney, Barbara; Verveer, Michael
Cc: Schmiedicke, David; Ragland, Enis
Subject: May 28th Special Series Agenda

Hello BOE Members-

I’ve attached an agenda for tomorrow evening’s BOE special session. During tomorrow’s session we will be covering the capital budgets for Facilities, Parks, and the Library. As requested during the overview meeting I’ve also attached an evaluation tool that you can use when formulating your questions and comments regarding various projects. The RESJI core team has weighed in on these criteria, the draft here reflects their feedback.

Please let me know if you have additional questions in advance of tomorrow’s session.

Thanks,
Laura Larsen
Budget & Program Evaluation Manager

May 28th Agenda

2016 CIP Evaluation Tool(1)

Here is the criteria
Rating Key:
1 = missing all or most of the criteria
2 = the project meets the criteria but has at least one significant deficiency
3 = the project meets the criteria with only minor deficiencies
4 = the project fully meets the criteria

Priority
Advances key department goals and performance standards as defined through Madison Measures
The project addresses/meets a specific community need, problem, or condition.
The project reflects the demands of its customers.
The project is in response to a State or Federal mandate
The City has a formal commitment to carry out this project in years 2016-2018 of the CIP

Capacity
The project can be realized within the requested budget and schedule
The project has a minimal impact on the operating budget
The project replaces an asset that has exceeded its useful life expectancy
The deferral of this project will have disproportionate adverse impact on low income communities or communities of color
The Department has the internal capacity to complete the project within the planned timeframe

This is all new to me, I’m guessing I missed a meeting where some of this was discussed, but dang, this is really different and new and you’d think it would have been mentioned more prominently. Unless they aren’t expecting any different results? Or don’t see it as a major change? But to me it is.