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Home My Public Portal About20230306 - Appropriation Committee - Agenda PacketAppropriation Committee Meeting Monday March 6, 2023 6:00 – 9:00 PM Eastern Time Virtual Meeting Google Meet joining info: Join Zoom Meeting https://us02web.zoom.us/j/83412011713?pwd=U2VJS2x4MU92ZHlpYlFYRTdreDFMdz09 Meeting ID: 834 1201 1713 Passcode: 279429 One tap mobile +16469313860,,83412011713#,,,,*279429# US +13017158592,,83412011713#,,,,*279429# US (Washington DC) Dial by your location +1 646 931 3860 US +1 301 715 8592 US (Washington DC) +1 305 224 1968 US +1 309 205 3325 US +1 312 626 6799 US (Chicago) +1 646 876 9923 US (New York) +1 719 359 4580 US +1 253 205 0468 US +1 253 215 8782 US (Tacoma) +1 346 248 7799 US (Houston) +1 360 209 5623 US +1 386 347 5053 US +1 408 638 0968 US (San Jose) +1 507 473 4847 US +1 564 217 2000 US +1 669 444 9171 US +1 669 900 6833 US (San Jose) +1 689 278 1000 US Meeting ID: 834 1201 1713 Passcode: 279429 Find your local number:https://us02web.zoom.us/u/kZricimVe 1. Call to order 2. Budget Review: Police, Fire, Finance 3. Discussion of overall budget development status 4. Discussion of report development 5. New business 6. Approval of prior meeting minutes 7.Adjourn Finance Service Areas: Budgeting, Financial Analysis, Payroll, Tax Assessing & Administration, Billing, Cash Management, Investment Management, Payments, Debt Management Strategic Objective: Fiscally Sound, Open, and Fair Local Government Success Looks Like: Accurate, Fast, Consistent, Efficient, Economical, Resilient Finance Processes; Robust Analysis to Support Executive & Community Decision Making and Oversight What Why Outcome/Impact Continuous Improvement in Documented Business Processes Central and Inescapable Path to Quality Improvement More Accurate, Cheaper, Faster Work; Thrives during Disruptions Leverage Technology to Improve Business Process Quality Drive Out Routine, Repetitive Work; Apply Talent to Value-Adding Work More beneficial use of staff talent Web Based Financial Dashboard Quality Information Supports Good Decision Making & Oversight Good Staff Recommendations; Good Community Decisions 2/2/2023 12:24:36 PM TOWN OF HOPKINTON FINANCE BUDGET STRATEGIC IMPACT WORKSHEET FISCAL YEAR 2024 BUDGET/SERVICE AREA SPECIFIC RISK OR OPPORTUNITY PERFORMANCE OUTCOMES AND IMPACTS Link to Town Vision: Fiscally Sound, Open Fair Government 1 Budget Development Find Efficiencies, Rational Prioritization, Consistency Across Departments, Transparency Development of a budget that sustains Town finacial health as measured by: Operating Budget as a % of Town Valuation; General Fund Debt Levels; Funding Levels for Long Term Liabilities; Stabilization Reserve Levels; Low Relative Cost of Finance Function 2 Captial Planning Find Efficiencies, Rational Prioritization, Consistency Across Departments, Transparency Development of a capital budget and plan that sustains Town capital plant 3 Financial Analysis Find Efficiencies, Rational Prioritization, Consistency Across Departments, Transparency Qualitative feedback on decision support documents and Finance Dashboard 4 Payroll Timely, Compliant, Resilient Process Employee satisfaction with payroll; level of fines or penalties imposed 5 Equitable Property Valuations Fair, Transparent Total Valuation; Volume and Timeliness of Property Tax Bills; 6 Development of the Tax Rate Timely, Compliant, Resilient Process Timeliness and accuracy of Tax Rate Submissions to DOR 7 Managing Abatements & Exemptions Fair, Transparent Volume and average cycle time for Abatements and Exemption Requests; Success in settling cases or winning ATB cases 8 Managing MV Excise Tax Fair, Transparent Timeliness and accurace of Excise Tax Billings 2/2/2023 12:24:36 PM 9 Tax and Utility Billings Timely, Compliant, Resilient Process Number of bills issued, bill timeliness, bill accuracy 10 Cash Collections and Management Timely, Compliant, Resilient Process; Automate Cash Reporting, Improve Documentation Dollar value of collections; Transparency of Aged Receivables; Collection activities to resolve outstanding receivables 11 Issue Payments Timely, Compliant, Resilient Process; Review Town Policies on Investment Management Number and value of payments; accuracy of payments 12 Investment Managment Timely, Compliant, Resilient Process; Manage factors supporting AAA rating Dollar value of investments under management; returns achieve relative to the risk profile of the investment pools compared to peer market returns for pools with similar risk profiles 13 Debt Management Sustain AAA rating; preserve banking relationships Dollar value of debt under managments; speed, cost, accuracy of work to support new debt issues; rate-effectiveness of borrrowings relative to peer borrowers 14 Crosscutting Leverage automation (MUNIS) to achieve speed, accuracy, cost, and resilience improvements Steady, planned migration of manual, ad hoc, or siloed business processes to integrated, automated processes 15 Crosscutting Cyclically improve documentation of processes to achieve speed, accurace, cost, and resilience improvements Progress on documenting business processes to improve speed, cost, accuracy, and resilience; Progress on cyclical reviews that update processes to refelct new risks, opportunities, or information 16 Crosscutting Deploy and use performance metrics to inform speed, accuracy, cost, and resilience improvements; share metrics to support executive and community oversight and decision making Depth and value of performance metric dashboard; Instances of reference to performance metric dashboard content in analysis products and decision making events 135.FIN 135 FY24 OP Budget Build 2:33:38 PM 1 Finance Org Code Account Desc 2023 Budget 2024 Request Change 2024 % Chg Efficiency Inflaonary Regulatory Growth New Serv. 1001351 PERSONAL SERVICES 648,498 686,680 38,182 5.9%0 38,182 0 0 0 1001352 EXPENSES 103,785 102,585 -1,200 -1.2%-1,450 250 0 0 0 1001352 ASSESSOR APPRAISAL SERVICES 171,500 182,000 10,500 6.1%10,500 TOTAL 923,783 971,265 47,482 5.1%-1,450 38,432 0 10,500 0 Efficiencies: TC Misc Office Supplies (500.00) TC Check Stock (500.00) CFO Conferences/Dues (450.00) (1,450.00) HOPKINTON FIRE DEPT. FY’ 24 BUDGET OVERVIEW SALARIES / OPERATIONS ●Salaries: ○4 New Line Staff Positions ($269,815.48) (1-per operation group) ○1 Additional position in Fire Prevention for Community Risk Reduction ($86,607.02) ○Raise Shift minimums ($20,400) ●Operations: ○Vehicle Maintenance - $5,000 ○Building Maintenance - $9,000 (2-Stations) ○Promotional Exam - $10,000 ○Employee Development $2,000 ○Contracted Services - Savings of $7,200 ○Firefighting Supplies - $3,000 (Inflation) ○Firefighter PPE - $4,000 (Inflation) ○EMS Supplies - $5,000 (Inflation) ○Uniforms - $3,000 (Inflation) CAPITAL ●Replace - 2011 F-250 P/U with 70,000+ miles ($90,000 w/equipment) ●Replace - 2011 Chevy Tahoe with 87,000+ miles ($70,000 w/equipment) ●Replace - 25 year old Breathing Air Fill Station ($89,242.24) ●Station 2 Engineering for future addition ($70,000) Police Department Budget Presentation Vision: HERE FOR EVERYONE - ALWAYS. FY 2024 Priority Goals We believe that exceptional service lasts well beyond the call! WHAT WHY Community Interaction and Relationship Building to Sustain Legitimacy To enhance transparency, accountability and trust Consistent and Constitutional Crime Prevention in a Fair and Impartial manner Enhance town-wide safety and protect civil liberties Protecting the Health and Wellness of our Personnel Through Awareness and Professional Collaboration. Enhance safety and quality of life BUDGET/SERVICE AREA SPECIFIC RISK OR OPPORTUNITY LINK TO TOWN VISION OR STRATEGIC OBJECTIVE PERFORMANCE OUTCOMES AND IMPACTS Marked Patrol Enhanced feeling of safety and engagement opportunities Maintain Hopkinton as safe community Active presence in neighborhoods Response to Calls for Service Provide service in time of need Maintain Hopkinton as safe community Direct Service Response Crime prevention Crime reduction, mitigation and recovery Maintain Hopkinton as safe community Crime prevention messaging and education Investigations Response to crime scenes and follow through investigations Maintain Hopkinton as safe community Case forwarded for prosecution to DA's office Traffic Safety Crash/citizen complaint response Maintain Hopkinton as safe community Crash reduction. Citizen education Community Engagement Increased awareness of PD functions Inclusive/transparent communications Attendance/education/public ation/listening Prosecution Justice for victims Maintain Hopkinton as safe community bring complete and thorough case to court for prosecution Fleet Maintenance Extend life of fleet vehicles and reduce down time Protection of town assets reduced down time, extended life cycle of fleet vehicles Training/wellness Enhance staff training level in technical, practical and intellectual fields Maintain Hopkinton as safe community Provide excellence in training School District Support Support the district at every level Maintain Hopkinton as safe community Transparency, community building and safety Detention Protection of staff and detainees Maintain Hopkinton as safe community Community Building and Safety Emergency Preparedness Prevention/response/r ecovery/mitigation Maintain Hopkinton as safe community NEW STARTS Item Opportunit y or Risk to be Addressed Requ ested Actio n to Addre ss Oppo rtunit y or Risk Expected Outcome and Impact, Quantified if Possible Benefit 1-Time or Recurrin g FY24 Cost Personne l FY24 Cost Total Benefit to Community Stakeholders Strategic Objective Supported Citizen Engagement Increased awareness and education in the roles, responsibilit ies and expectation s of Law enforcemen t in the country and the community Com munit y Engag ement sessio ns Deliver in person awareness and education sessions to the community population Recurring $5,076 $5,076 Expanded awareness of police functions duties and responsibilities Inclusive/Transparent communications IMPACT FY 2023 FY 2024 Impact Personnel Services $ 2,913,989.00 $3,229,814.68 10.83% increase Operations/Expenses $ 189,506.00 $ 189,506.00 No change Total $ 3,103,495.00 $3,419,320.68 10.2 % increase FY24 Capital Request Hopkinton Police Department FY 2024 Requested Amount Potential Pay-Go Potential Excluded Debt Police Patrol Cruiser Replacement (3) $205,000 $205,000 0