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Memorandum
To: Mayor Gawron and City Commissioners
From: Frank Peterson, City Manager
CC: Division and Department Heads
Date: February 3, 2014
Re: 2014-15 Goals
The following are you arrangements for the goal setting session on February 7, 2014:
Location: Muskegon Museum of Art - Opperhall Gallery
Time: 11:30 AM
Facilitator: Frank Peterson
Meal: Working Lunch at 11:30
I have also included the following materials that you should have for the session:
1. Meeting Agenda
2. Previous Commission Goals
3. Vision, Values, and Mission Statements
4. Organizational Chart
5. Summary of Department Functions/Tasks
6. Financial Information
AGENDA
CITY OF MUSKEGON
CITY COMMISSION GOAL SETTING SESSION
FEBRUARY 7, 2014
11:15: Arrival
11:30: Networking Lunch
12:00: Discuss Session Expectations
12:15: Review/Revise Vision, Value, and Mission Statements
12:30: Review Previous Commission Goals
12:45: Review 2013-14 Budget and Financial Status
1:00: Presentation by City Manager
2:00: Consideration of Priorities for 2014-15
4:00: Set Agenda for 2014-15
Adjourn
Previous City Commission Goals
2012:
1. Redevelopment of Former Sappi Site
2. Neighborhood Revitalization
3. Consider Downtown Zoning Changes
4. Consider Additional Cooperative Agreements
5. Improve City Employment Diversity (tie)
6. Provide Greater Support for the LC Walker Arena (tie)
7. Consider Physical Enhancements to Pere Marquette Park (tie)
8. Pursue Casino Development (tie)
2013:
1. Youth-Friendly Businesses
2. Youth Jobs Program
3. Sappi Redevelopment
4. Employment Diversity
5. Code Enforcement
6. Relations with other Governments
7. Pere Marquette Park
8. City Manager Transitional Planning
9. Law Enforcement
VISION STATEMENT
Muskegon, the Premier Shoreline City of West Michigan.
VALUE STATEMENT
Provide all Services in a Professional, Ethical, Courteous,
and Cost-Effective Manner.
MISSION STATEMENT
To Improve the Quality of Life for the Citizens of Muskegon
through Stewardship of Resources, Excellent Service,
and Leadership for the Greater Community.
Take Leadership Responsibility for Improving Race Relations and
Diversity.
Foster Opportunities for City Youth.
Promote Economic Stability, Diverse Economic Growth, and
Redevelopment.
Sustain the Natural, Cultural, and Recreational Resources of the
Community.
Foster Strong Ties Among Governments and Community Agencies.
Develop and Maintain City Infrastructure and Facilities.
Maintain and Enhance the Residential Neighborhoods of the City.
CITY OF MUSKEGON
February 4, 2014
Mayor & City Commission
City Manager City Attorney
(Franklin Peterson) (John Schrier)
Various Boards &
Commissions
Community & Economic
Administrative Services Finance Division Public Safety Division Public Works Division
Development Division
Division (Derrick Smith) (Jeff Lewis) (Mohammed Al-Shatel)
(Cathy Brubaker-Clarke)
City Clerk & Elections Finance Administration Planning, Zoning & Code
Police Engineering
(Ann Cummings) (Beth Lewis) Compliance Enforcement
Community &
Civil Service City Treasurer Water & Sewer
Fire Neighborhood Services
(Muskegon County) (Derrick Smith) Maintenance
(Oneata Bailey)
Affirmatiave Action Income Tax Administration Building Inspections
Water Filtration Recreation Services
(Dwana Thompson) (Ken Grant) (SafeBuilt)
Information Technology
Streets & Highways
(Jim Maurer)
Contract Oversight:
Assessing, Walker Arena, Parks & Cemeteries
Fisherman's Landing, CATV
Sanitation
Streetlights
Marina & Launch Ramps
Farmers' Market
Equipment
2013 Department Functions
Administration Division
Administration Office
Annual performance evaluations
Status change forms (i.e., discipline, leaving service, lay off, new hire)
Budget preparation and presentation
Display cases in lobby
Negotiate and manage labor agreements, including grievances and arbitrations
Research/special projects
Salary and benefits (non-union and part-time limited term employees)
Employee Assistance Program (EAP) administration
Clearinghouse for
• Accounts payable, credit card statement reconciliations, petty cash
• Documents requiring mayor’s signature
• Monthly reports
• Personnel requisitions
• Pre-purchase authorizations
• Retirement gifts
Reports and recognition documents for city commission
Meeting coordination
Sister Cities staff support
Affirmative Action
Prevailing wage interviews and answer contractors’ questions
EEO Committee and EEO-4 reporting
HUD reporting for contractors
Chamber Diversity and Inclusion Committee
Contact with disadvantaged contractors
PTAC Workshops – selling to government – recruitment of participants
IFT compliance
City Intern Program
ADA Project Civic Access compliance/Settlement Agreement Coordinator
Complaints regarding harassment and discrimination
Lakeshore Athena Awards Committee – honoring women’s business excellence
Baker College Career Services Advisory Board
MLK Unity Breakfast Committee
Fair Housing
Pioneer Resources Board
Equal Employment Opportunity Plan & Affirmative Action Plan
Risk Management
Maintain workers compensation case files, authorize care, billing (OSHA log)
Safety Committee
Safety Roundtable at Employers Association
Vehicle incident review
Emergency Preparedness Plan with police department
Maintain eSafety Online Training records
Health & Wellness Committee
City Clerk
Voter registration, including updates to state system
Elections
Commission packets and minutes
Public relations
Freedom of Information Act requests
Legal ads
Community relations (Talent Bank management)
Business Registration, Dance Permits, Marijuana Licensing
Liquor licensing
Encroachments
Channel Newsletter
Passports
Document retention
Document imaging
Notary
Ordinance updates
CATV liaison
Employee events committee
Employee Service Event
Civil Service (Muskegon County Contract)
Employment recruitment, screening, examinations and promotions
Administer Department of Transportation CDL Drug Testing Program
Job Description development and revision; perform job analysis
Civil Service Commission liaison; rules and regulations updating
FMLA administration
Maintain official personnel records
EAP Coordinator
Counsel with supervisors/employees about personnel matters
Finance Division
Finance
General ledger accounting for all city funds/departments
Manage selection/relationship of city’s independent auditor
Citywide financial reporting including preparation of Comprehensive Annual
Financial Report (CAFR)
Preparation and ongoing monitoring/control city budget
Investment management for city funds
Debt management for city bonds/loans
A/P processing for all city functions
Manage city’s procurement card program
Bi-weekly payroll processing for all city functions
All payroll administration functions including W2’s, governmental taxes and
reporting, payroll accounting, etc.
Health benefit administration for actives and retirees
Administer other employee benefit programs (life insurance, LTD, social security,
WC, etc.)
Interface with MERS on retirement system administration
Manage selection/relationship of city’s banking services
Manage general liability, property, auto, etc. insurances
Handle insurance claims against the city
Oversight of various contractual relationships:
• Muskegon County Equalization
• LC Walker Arena
• Fisherman’s Landing
• CATV and DSE
Manage city-wide contractual relationships for:
• cell phones
• copiers/printers
• office supplies
Manage www.retireinmuskegon.com (Promote Muskegon relocation to retirees)
Manage www.muskegoncity.com (City Business Directory)
Income Tax
Collect all income tax owed to City of Muskegon
• Gross collections of more than $7,000,000 annually
• Daily deposit of cash and checks
Management of Withholding Accounts
• Payment reconciliation
• Process eWithhold transactions
• W-2 entry electronically and manually
• Employer Compliance
Process all income tax filings
• Handles over 17,000 Individual Returns
• Reconciled 1,800 Employer W-3s
• Processes more than 1,500 Business Returns
• Issued more than 11,000 refunds
• Management of all payment plans
Compliance
• Basic audits on all returns processed
• State Tape compliance
• Mail thousands of letters through the Billing Path
• Small Claims Court
• Collection agency
• Liquor license
• Renaissance Zone
Treasurer
Collect all accounts receivables
Deposit and post of all city receipts
Collection, accounting and distribution of property taxes collected on behalf of
the schools and other tax-levying jurisdictions
• Over 15,000 property tax bills generated in the summer
• Over 15,000 property tax bills generated in the winter
• Continuous collection on delinquent personal and specific (i.e. IFT) property
taxes
Prepare and issue monthly water and sewer service utility bills for 13,000+
customer accounts
Information Technology
Network maintenance includes all devices that make up the network from city
hall, DPW, Water Filtration, Fire, Police, Marina, etc. (e.g., routers, switches,
server hardware, print servers, backup systems, wireless, wiring and cabling, and
more)
Security
• Ensure data on the network is accessed by authorized users and devices, while
investigating unusual activity from inside and outside
• Upgrades, maintenance and configuration of firewall, email, web servers and
network devices
Desktop application support includes installation, support and maintenance of all
software
Database administration for network application support includes programs such
as financials, payroll, income tax, water billing, email services, police and fire
applications, security, spam filters, internet filtering, user additions and deletions,
backups and restores, etc.
Web Development, automation and support
Help Desk technical support/problem resolution for laptops, PC’s, PDA’s,
telephone systems, set up for presentations and meetings, GPS, video surveillance
support, computer forensics for police, etc.
Programming and project management includes creating programs
where outsourcing or prepackaged software packages are not feasible (e.g., the
recent Online Title Lookup Program). Projects include network redesign, internet
access, government-wide security implementations, database design, and
determining the impact of new technology on the entire organization.
Planning/Zoning/Environmental Code Enforcement/Leisure Services
Economic Development
Business retention
Business development
Downtown Development Authority (DDA) and Local Development Finance
Authority (LDFA) staff liaison
Administration of incentives
• Tax abatements
• Renaissance Zones
• Tool & Die Recovery Zones
• Brownfields
• Obsolete property
• Neighborhood Enterprise Zones
Marketing programs, industrial parks, downtown, etc
One-Stop Shop administration
MAREC Leadership Group
CEDS update (to WMSRDC)
Zoning
Administration of site plan reviews, zoning interpretations, zoning amendments
Planning Commission staff liaison
Sign ordinance enforcement
Zoning Board of Appeals (ZBA) staff
Zoning/building questions
Zoning inspections (development permits, sign permits, etc)
Environmental Code Enforcement
Environmental program (grass, trash and leaves)
Vacant building registrations
Provide inspection services for rental properties
Enforce the provisions of the property maintenance code
Enforce some zoning provisions (front yard parking, fences/sheds)
General Planning
Grant applications and oversight (e.g., energy efficiency, Smith Ryerson)
Contract management (e.g., Smith Ryerson Center, Monet Gardens Maintenance
Agreement)
Master Plan updates
Historic District Commission (HDC) staff
Events Committee staff and implementation
Film permit review and implementation
GIS mapping
Property management
• Sale of city property
• Acquisition of property for projects
Ground Water Ordinance updating and oversight
Census oversight
General Recreation
Special Events processing
McGraft Park Concert Series
Community Recreation Grant oversight, review, administration (e.g., basketball,
summer programming)
Recreation Grant writing, administration (e.g., Smith Ryerson, Marsh Field)
Community and Neighborhood Services
Currently administering a 3-year, $1.4 million Neighborhood Stabilization grant
which includes these activities:
• Demolition
• Total rehabilitation of abandoned and foreclosed properties
• New infill construction
• Down payment assistance
Administer approximately $1 million/year CDBG grant
• Inspection demolition and board-up program
• Fire station bond repayment
• Salary of one Code Enforcement Officer
• Leisure Services’ Youth and Family Program
• Public Works’ Senior Transit Program
• Planning’s Façade Program
• CDBG administration
• CDBG Emergency Repair Program
• CDBG Siding Program
• Subrecipient activities
Administer approximately $300,000/year HOME grant
• New construction infill
• Vacant Structure Rehabilitation Program
• Rental Rehab Program
• CHDO support activities
Monitor Sub recipients and Community Housing Development Organization
Administer Norton Shores CDBG Program
Public Safety
Police Department
Conduct district patrols
Investigate reported crimes
Conduct follow-up investigations of reported crimes
Respond to calls for service from community members
Respond to and investigate motor vehicle collisions
Staff the West Michigan Enforcement Team (narcotics)
Maintain a Neighborhood Police Officer team
Staff a liaison position with Muskegon High School + Crossing Guard Program
Coordinate the Sex Offender Registry as mandated by the state
Maintain an evidence room
Staff a liaison position with the Muskegon County Prosecutor
Provide parking enforcement and abandoned vehicle services
Conduct strategic planning and police staffing for large community events
Provide Alcohol Awareness and Compliance training for special events
Conduct semi-annual Citizens Police Academies
Police Service Desk – register firearms, register bicycles, police reports and other
police related informational services
Police Records Division – maintain all police records
Maintain a seasonal police Mountain Bicycle Patrol Unit
Maintain “Traffic Safety & Enforcement” effort
Staff a Community Policing Service Bureau
Inspections Department
Provide inspection services for the electrical/plumbing/mechanical trades
Enforce the provisions of the state construction codes
Issues and tracks permits for building, plumbing, mechanical and electrical work
Coordinate the dangerous building process
Conduct site/construction plan review for new development/rehab properties
Administers dangerous building program
Orders board-ups of unsecured, vacant buildings
Conducts inspections for liquor license renewals
Evaluates structures damaged by fire, vehicles or weather
Staff support for the Construction Board of Appeals
Staff support for the Housing Board of Appeals
Provides technical support to Code Compliance Inspectors
Fire Department
Respond to and suppress fires
Respond to life-threatening medical calls
Respond to water and ice emergencies
Conduct pre-incident surveys and inspections
Provide fire prevention programs for our schools and the community
Investigate the origins of each fire
Inspect fire suppression systems
Enforce state fire codes
Assist County-wide confined space rescue team
Respond to hazardous material incidents and assist County team
Provide mutual aid to other departments
Respond to burning complaints
Maintain fire department buildings, equipment and vehicles
Public Works
Engineering/City Building maintenance
Survey, design and inspect all city’s infrastructure projects
Assist business and residents in dealing with work within public right of way
(sidewalks, driveways, water-sanitary and storm services)
City hall and public service building maintenance
Parks reservations
Public Works Office
Maintain records and reporting for MDOT’s expenses and reimbursement for all
trunkline budgets such as hours, equipment and materials used
Issue and track work orders for various projects such as house moves and special
events
Equipment
Maintain city’s fleet of vehicles and equipment (Roosevelt Park and Muskegon
Heights)
Budget for and purchase all city vehicles/trucks/equipment, excluding fire
department’s equipment
Water and Sewer - Distribution/Collection Systems
Maintenance and upkeep of 372 miles of water and sanitary mains
Maintain 26,000+ water and sewer services
Maintenance and upkeep of 29 lift stations (22-city; 5-Muskegon Twp, which
consumes about 25% of our lift station maintenance time; and 2-Laketon Twp)
Inspect and disconnect cross connections
Water distribution computer modeling
Maintain the county’s east and northside water distribution and collection systems
Provide backup to Roosevelt Park
Highway
Plow and salt city streets
Snow removal
Pothole patching
Operate equipment for other departments when requested
Grade and trim alleys
Clear sand from Beach Street near PM Park
Grade unpaved streets
Brine unpaved streets and alleys (streets = 3 times/year)
Clean and repair catch basins
Crack seal major and local streets (including Roosevelt Park)
Asphalt and concrete street repairs
Traffic signal maintenance and management of the county-wide contract
Tree maintenance, including planting, trimming to cutting
Use of the High Ranger to install banners, flags, Christmas tree and lights
Burials and upkeep of cemeteries
Management of refuse collection contract
Traffic Department
Place traffic barricading for construction projects
Prepare and install new signs for streets (street name, speed limit, stop, yield, etc.)
Perform pavement markings (crosswalks, stop bars, and manage the centerline)
Install city vehicle markings
Perform traffic counts
Perform minor traffic studies to determine need for regulatory signs
Set up necessary traffic controls for special events
Assist highway department with snow plowing
Parks
Maintain parks, bike paths, Western Avenue, Seaway, Shoreline and Skyline
Drives
• Trimming overhanging brush along parts of Muskegon Lake section
• Trash cans along paths and in parks
• Restrooms (80+ commodes, 76+ sinks), and 14 drinking water units
o Winterize
• Irrigation systems (6,000+ heads, miles of pipe and control wiring)
o Winterize
• Picnic shelters and other city locales reserved for use through Leisure Services
• Mowing
• Ball fields for MHS and other users
• Sand leveling, snow fence placement and removal at the beach
• Special Events’ support, as requested or required (i.e., Parties in Park,
Summer Celebration, etc.)
• Graffiti removal, repair vandalism
• Fall leaf removal
• Plow city hall properties, certain bike paths, some parks and alleys
• Set up, take down, repair Christmas scenes and lights
Filtration Plant
Produces tap water through a 24/7 operation for the Cities of Muskegon,
Roosevelt Park and North Muskegon, Muskegon County Northside, and
Muskegon County Eastside (Muskegon Township). This entails:
• Treating raw water to potable standards 24 hours/day, 7 days/week, 52
weeks/year
• Routine preventative maintenance and emergency maintenance to buildings
and all equipment for water plant and remote sites
• Collecting required water samples and analyzing, as necessary
Miscellaneous
Management of the Marina, Farmers Market and launch ramps
• Hire, plan, and oversee seasonal employees
• Develop and implement marketing programs for Farmers Market and Marina
Five Year Fiscal Forecast
City of Muskegon - General Fund
FY14 Estimated Annual Percentage Change FY15 FY16 FY17 FY18 FY19
Amended Budget Year 1 Year 2 Year 3 Year 4 Year 5 Estimate Estimate Estimate Estimate Estimate
REVENUES REVENUES
Property Taxes $ 6,859,131 -6% 7% -1% 0% 0% Property Taxes $ 6,447,583 $ 6,898,914 $ 6,829,925 $ 6,829,925 $ 6,829,925
State Revenue Sharing $ 3,806,443 1% 1% 1% 1% 1% State Revenue Sharing $ 3,844,507 $ 3,882,953 $ 3,921,782 $ 3,961,000 $ 4,000,610
Income Tax $ 7,600,000 1% 0% 1% 0% 1% Income Tax $ 7,676,000 $ 7,676,000 $ 7,752,760 $ 7,752,760 $ 7,830,288
Fines & Fees $ 417,000 0% 0% 0% 0% 0% Fines & Fees $ 417,000 $ 417,000 $ 417,000 $ 417,000 $ 417,000
Licenses & Permits $ 1,328,000 1% 0% 1% 0% 1% Licenses & Permits $ 1,341,280 $ 1,341,280 $ 1,354,693 $ 1,354,693 $ 1,368,240
Interest Income $ 50,000 2% 0% 2% 0% 2% Interest Income $ 51,000 $ 51,000 $ 52,020 $ 52,020 $ 53,060
Grant Revenues $ 57,675 0% 0% 0% 0% 0% Grant Revenues $ 57,675 $ 57,675 $ 57,675 $ 57,675 $ 57,675
Other Revenues $ 3,167,998 1% 1% 1% 1% 1% Other Revenues $ 3,199,678 $ 3,231,675 $ 3,263,992 $ 3,296,631 $ 3,329,598
Total Revenues $ 23,286,247 Total Revenues $ 23,034,724 $ 23,556,496 $ 23,649,846 $ 23,721,704 $ 23,886,395
EXPENDITURES EXPENDITURES
Salaries & Benefits $ 14,010,176 2% 3% 2% 3% 4% Salaries & Benefits $ 14,290,380 $ 14,719,091 $ 15,013,473 $ 15,463,877 $ 16,082,432
Operating Supplies $ 443,661 0% 1% 0% 1% 0% Operating Supplies $ 443,661 $ 448,098 $ 448,098 $ 452,579 $ 452,579
Contractual Services $ 7,660,680 1% 1% 1% 1% 1% Contractual Services $ 7,737,287 $ 7,814,660 $ 7,892,806 $ 7,971,734 $ 8,051,452
Other Expenditures $ 50,000 1% 1% 1% 1% 1% Other Expenditures $ 50,500 $ 51,005 $ 51,515 $ 52,030 $ 52,551
Special $ - 0% 0% 0% 0% 0% Special $ - $ - $ - $ - $ -
Property & Liability Insurance $ 251,656 2% 1% 2% 1% 2% Property & Liability Insurance $ 256,689 $ 259,256 $ 264,441 $ 267,086 $ 272,427
Contingency $ 250,000 0% 0% 0% 0% 0% Contingency $ 250,000 $ 250,000 $ 250,000 $ 250,000 $ 250,000
Capital Outlays $ 268,831 0% 0% 0% 0% 0% Capital Outlays $ 268,831 $ 268,831 $ 268,831 $ 268,831 $ 268,831
Debt Service $ 280,000 0% 0% 0% 0% 0% Debt Service $ 280,000 $ 280,000 $ 280,000 $ 280,000 $ 280,000
Transfers to Other Funds $ 928,046 32% 8% 0% 0% 8% Transfers to Other Funds $ 1,225,021 $ 1,323,022 $ 1,323,022 $ 1,323,022 $ 1,428,864
Total Expenditures $ 24,143,050 Total Expenditures $ 24,802,368 $ 25,413,963 $ 25,792,186 $ 26,329,159 $ 27,139,135
Net Revenues (Expenditures) $ (856,803) Net Revenues (Expenditures) $ (1,767,645) $ (1,857,466) $ (2,142,340) $ (2,607,455) $ (3,252,740)
Ending Fund Balance $ 4,796,755 Ending Fund Balance $ 3,029,110 $ 1,171,644 $ (970,696) $ (3,578,151) $ (6,830,891)
Comments on Key Forecast Assumptions
Property Taxes - assumes phaseout of operations at the City's largest property taxpayer - The BC Cobb electric generating plant.
For 2016 it is assumed City will levy its one remaining general operating mill to help offset the Cobb losses.
State Shared Revenues - stable with slight growth as state economy rebounds. $30,000,000
Income Tax - moderate growth assumes no recession during forecast period.
$25,000,000
$20,000,000
Salaries & Benefits - assumes very modest wage increases but growing increases in pension and health insurance costs.
Capital Outlays - likely to decrease due to competing cost pressures. $15,000,000 Revenues
Transfers - the General Fund subsidy to retire the SmartZone bonds will grow as will need for local funding for streets. Also assumes
support of the LC Walker Arena will need to increase significantly. $10,000,000 Expenditures
SUMMARY $5,000,000 Fund Balance
$-
The City currently has healthy general fund balance and budget stabilization reserve. However, Consumers Energy has
announced the closure of the BC Cobb facility which will result in significant annual property tax loss. State shared revenues $(5,000,000)
seemed to have stabilized and are slightly increasing. On the expenditure side it is assumed that the mix of general fund
operations remains stable. Additional transfers to other funds will be needed to help cover Smartzone debt service. It is
$(10,000,000)
assumed that wage growth can be kept at modest levels; however, significant cost pressures are anticipated from pension FY14 FY15 FY16 FY17 FY18 FY19
and/or healthcare. Without significant new revenues or cutbacks in staff/service levels, the forecast is for continued annual
operating deficits that will exhaust the City's fund balance reserves in 2-3 years.