Report of the Montpelier City Council's Citizen Budget Review ...

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departments. City Council agendas included responses to the Matrix report through theirOctober 12, 2011 meeting.Note: See Appendices section for Matrix Final Report (Summary) with ManagementStatus Update July 2012 (Appendix Matrix 1).[END MATRIX SUBCOMMITTEE REPORT]Page 50 of 88
Planning Subcommittee ReportJane Kast and Jean OlsonProcess:The Planning Subcommittee reviewed the 2011 Matrix Report as its starting point tounderstand both the roles and responsibilities of the Montpelier Planning Department as wellas the Matrix recommendations for this department. The subcommittee then compared fiveVermont municipal planning departments with Montpelier to get a snapshot of staffing, rolesand responsibilities and costs. These include: Barre City, Hartford, Middlebury, St. Albansand St. Johnsbury. Members of the subcommittee contacted these municipalities and theMontpelier Planning Department by telephone and email as well as meeting in person withPlanning Director, Gwen Hallsmith, in Montpelier. Comparative staffing data from the VermontLeague of Cities and Towns 2011 Vermont Municipal Compensation Report is also used in thissubcommittee report.The five municipalities were selected with an eye to population and potential for similarplanning issues. While noting the difficulty of an exact apples-to-apples comparison, thiscommittee sought to develop key questions that would elicit information pertaining to scale ofstaff and budgets as well as the scope of work and responsibilities. It is the intention that thisinformation will provide a lens through which Montpelier can critically review our PlanningDepartment to consider ways to maximize efficient focus on core functions as well as optimizethe use of tax dollars. This report reviews and analyzes the Planning Department from theexpense side only.With sincere appreciation for their time, these are the key contacts for each municipality:Barre City: Mike Miller, Director Permitting, Planning & Inspection ServicesHartford: Lorie Hirshfield, Director of PlanningMiddlebury: Kathleen Ramsay, Assistant Town ManagerMontpelier: Gwendolyn Hallsmith, Director of Planning & Community DevelopmentSt. Albans: Chip Sawyer, Director of Planning & DevelopmentSt. Johnsbury: Dawn McPhee, Special Assistant to Town ManagerDescription of Montpelier Planning Department:As stated in the Matrix Report, the Planning Department is generally responsible for theplanning and implementation of community planning, zoning and community developmentactivities. The Department is responsible for all land development regulatory processesincluding zoning, subdivision and design review and staffing and supporting severalcommittees. In addition to these core functions, the Department is also actively involved inmany special projects. Some of the more notable and time intensive projects include envisionMontpelier, the District Energy project, the Multimodal Transit project, the Food SystemsCouncil, and various other efforts.Planning & Development Director Gwen Hallsmith noted her disagreement with the Matrixcharacterization of “special projects that fall outside what would typically be found in amunicipal Planning Department for a community the size of Montpelier.” Hallsmith considersall work in the department to be core functions. This difference in perspective is especiallyPage 51 of 88
Page 2 and 3: Table of ContentsTRANSMITTAL LETTER
Page 4: 1. EXECUTIVE S UMMARYa. Charge from
Page 7 and 8: f. Summary of RecommendationsThe BR
Page 9 and 10: available through VLCT. This will s
Page 11 and 12: 2: View City and staff responses to
Page 13 and 14: Building Inspector, half the depart
Page 15 and 16: should undertake this analysis prio
Page 17 and 18: Equipment, Streets, and Wastewater
Page 19 and 20: 2. INTRODUCTIONa. History and Backg
Page 21 and 22: Administration and Finance Subcommi
Page 23 and 24: • Barre: City Clerk/Treasurer als
Page 25 and 26: Key Questions:• What is the FTE s
Page 27 and 28: Population 2010Total Admin/Fin Budg
Page 29 and 30: Budget Process Subcommittee ReportD
Page 31 and 32: CONCLUSIONS & RECOMMENDATIONS:The p
Page 33 and 34: Attachment 1Budget Process Subcommi
Page 35 and 36: Attachment 3NOTE: The following cha
Page 37 and 38: committee under a short deadline. T
Page 39 and 40: Total Long Term Debt per Capita:Lat
Page 41 and 42: Five City/Town Comparative Chart- D
Page 43 and 44: Department of Public Works over a p
Page 45 and 46: Health Benefits Subcommittee Report
Page 47 and 48: The following graph looks at change
Page 49: Matrix Subcommittee ReportJean Olso
Page 53 and 54: Notes from Each Community:Much of t
Page 55 and 56: • Barre City: The Planning Depart
Page 57 and 58: Planning Departments by Town Exhibi
Page 59 and 60: and the City Manager should identif
Page 61 and 62: Public Safety Subcommittee ReportBo
Page 63 and 64: Recommendations:1. Time did not all
Page 65 and 66: nights, the shift coverage is only
Page 67 and 68: Significant Fall Hazards (SigHAZ):
Page 69 and 70: Further rationale for the above sug
Page 71 and 72: Page 71 of 88
Page 73 and 74: 3. Roughly what is the percentage o
Page 75 and 76: Recommendations for DPW1. If Montpe
Page 77 and 78: [END PUBLIC WORKS SUBCOMMITTEE REPO
Page 79 and 80: According to the 2009 National Citi
Page 81 and 82: Table of Montpelier Recreation Depa
Page 83 and 84: during the school year. The Public
Page 85 and 86: Montpelier Barre Brattleboro Middle
Page 87 and 88: RECOMMENDATIONS• Other cities and
Page 89 and 90: Tax ComparisonsAppendix AMunicipal
Page 91 and 92: City/TownMedianMunicipalTax BillMun
Page 93 and 94: available for circuit breaker reduc
Page 95 and 96: 2). PROPERTY TAX TARGET: Do you hav
Page 97 and 98: considering the adoption of a Capit
Page 99 and 100: , · 1deductible, combined with a H
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Appendix Budget - 41/1DATE:TO:FROM:
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Other Employee-related increasesHea
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City of Montpelier 2012-13 Goals an
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Date Subcommittee Montpelier Growth
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Data Subcommittee Nine (9) City Fin
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Data Subcommittee - Montpelier Five
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Montpelier 20.1 2/ Annual Report /
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Montpelier 2012 / Annual Report / 2
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DireCt Debt Service Ratios - Debt P
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• In order to make the assessment
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The Center Director conducts betwee
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The Department has initiated the co
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SECTIONRECOMMENDATIONENTITY /INDIVI
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SECTIONRECOMMENDATION8.1 (5) The Fi
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City of Montpelier - Department of
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City of MontpelierUSER: TPROVENCHER
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Asset Value & DepreciationAsset 10P
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REGULARLaboratory Preventative Payr
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City of MontpelierUSER: TPROVENCHER
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Work Order SummaryLabor Part Other
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Work Order SummaryWO#W/SMAINT24902
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Work Order SummaryWO#MHS24899 [COOL
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SCOPE OF WORK PERFORMEDDuring JUNE
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October 2012 Work, StreetsCulvert r
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RIDGE STREET RECONSTRUCTIONMONTPELI
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(0 C4.March 8, 2012I acknowledge th
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APPENDIX Rec 1FEBRUARY 2012 CITY CO
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those together.Mayor Hooper said th
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Council Member Timpone said they ha
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on, so they can perform their fiduc
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in terms of understanding the impli
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