 It's five o'clock so I'll call this meeting to order. We'll start out with real call. All the person, Flicky Paneski? Here. Perelit? Here. Ackley? Here. And Feldy? Do we have anybody online? Okay. All right. In that case, everybody is in the room. Can you please stand and join me in the Pledge of Allegiance of the United States of America and to the Republic for which it stands, one nation under God, indivisible, with the justice for all. All right. It's only our second meeting of the year, so let's do introductions one more time. I'll start and we'll go clockwise or counterclockwise whichever way would be going to my left. I'm Trey Mitchell, all their district nine and chairman of the committee. The whole city administrator. Grazie Perrilla, other person for district seven. Roberta Felicky Paneski, vice chair of finance. Betty Ackley, and I am the district four, other person. Thank you. Then we'll move on to item 2.1 which is approval of the minutes. Is there any discussion otherwise I'm looking for a motion? Motion to approve. We have a motion by Grazia. Do we have a second? Second. And although some favor please indicate by saying aye. Aye. All opposed. Chair votes aye. Minutes are approved. Moving on to item 3.1. Arrow 11, 21, 22. Submitting a communication from the state of Wisconsin tax appeals commission regarding the filing of petitions for review of determination by state board of assessors for manufacturing property in the matter of Georgia Pacific consumer operations, LLC and Georgia Pacific corrugated LLC versus Wisconsin Department of Revenue. I'll hand that off to Chuck. Thanks. A lot of these oftentimes we get these petitions for review on manufacturing property. Typically the city doesn't do much on these because the state basically makes the determination and then the state sort of runs the appeal once it's done. So the city doesn't get terribly involved in these. This one's a little bit different in that we did hire outside council in conjunction with four other three other cities. The city of Plymouth, the city of Nina and the city of Green Bay. Basically to look at this issue because there is a definitional issue in state law that's being contested that if we would lose in this case could have a major impact in other matters. In the Georgia Pacific matter for the city I think we're you know 0.5% of the manufacturing property that's being dealt with and we're paying 0.5% of the bill so maybe at the end Todd can pull out $10 and give it to the lawyer. But it is at least in front of you so that you're aware what's happening. It has already been turned over to the outside council that we have working on this case. I can answer any questions if you have any. Any questions from committee members? All right thank you. Thank you, Chuck. Seeing none do we need a motion on this one? Okay do we have such a motion? So moved. All right we have a motion in a second. All in favor please indicate by saying aye. Aye. All opposed? Chair votes aye. Motion passes. Moving on to item 3.2. Submitting a communication from the Harbor Center Business Improvement District requesting that the city of Sheboygan release all funds collected on their behalf and those funds allocated to them for fiscal year 2021. Jeff? Thank you chair. So the Harbor Center Business Improvement District is the downtown area basically includes south pier riverfront and then east street from the bridge up to the Fountain Park restaurant and then a couple streets to the east and west of that. So any property that falls within that area is taxed under a special assessment charge on their property tax bill that goes into a separate fund for the Business Improvement District to allocate funds for events in different planning throughout the year marketing and those types of things. So they have a board that is appointed by the mayor and the council confirms the appointments and they distribute those funds for the betterment of the businesses. The city in as part of our property tax collection process we get those funds and they're calculated in the finance department and then turned over to the Business Improvement Districts. It's about 150,000 or so a year is what they budget. The council approves their budget in November as part of the city budget so what they're requesting here is that those funds get turned over to get released from the city and turned over to them so that they can institute their budget. What I would say is they so they're really an arm of the city. They're set up under state statute. They're very similar to how the redevelopment authority operates here at the city where they're kind of quasi-governmental but they have a number of requirements that they have to submit to the city and one of those requirements is financial. So they're supposed to submit under state statute financials audited financial statements or for profit and loss statements or something of their financials at the end of the year. We have not received those financials for for 2020 so if the committee would so choose the recommendation and we've informed the board of this that we would like to have this item be approved contingent on the city receiving an acceptable 2020 financial statement from them and then once we have that in-house and we don't have any findings with it then we will release the funding to them because they've been in kind of a reorganization for some time. They let their director go about a year and a half ago then COVID hit. Last year they gave a majority of their funding back to their businesses and a grant granting program so they didn't do any events or anything like that. This year they're doing a number funding a number of events the night market, some concerts, some different things at City Green, some home part of the hometown marketing campaigns and different things. So they've got they're getting their kind of reorganizing getting themselves in in order but still we need to see what their financials look like for 2020 and and kind of doing our own internal audit of them. So the recommendation would be to prove this request subject to them providing the 2020 financials. Thank you chair. I would like to also reiterate what Chad is referencing because it's very important that we work with our business community but it goes both ways. We really shouldn't be just rolling out the money because we have a policy but then not forcing them or encouraging them to work with us on that full policy. We really need to be able to understand where is the money going and as Chad said there has been some changes even pre-COVID with how they're administering it and we've been trying to reach out to them and the only way we really can help nurture that is to basically say that we won't release the money unless unless you show us the information that they're supposed to be giving us realistically. I have a question. Is the fiscal year for them January 1 December 31? Yes. Okay and when you say release the funds do we literally release it to their checking account? Do they? We cut a check to them. So we cut a check for the entire thing and then and then they deposited in their account. Perfect thank you. Did they release the fund or did they show us the number for 2020 and 2019? They should not for 2020. Those are the numbers we're requesting now. They provided us the 2019 numbers and Marty the former finance director and I had looked at that in Daryl and it was satisfactory at that time so then we released the funds. Okay thank you. Any other questions from committee members? So the just to confirm the amount is $150,000 right? Well they budget $150,000. I mean it's it's really based on what people actually pay so I don't know that number but the finance department calculates that as part of their tax settlement. I understand it is part of the process but can you please tell us briefly what is that you actually look like into the fall in the financial statement that you are waiting for? What is it we need to verify as a city? I think we just want to make sure that that we want to understand number one it's a tax so they're they're collect we're collecting a tax on their behalf and we want to just make sure that the the amount of money that they're paying out is consistent with what they said they're going to do per their budget and that there's no other you know discrepancies in it and that it's you know and to understand what do they have in you know their coffers because you know realistically they have historically over the years spent enough you know whatever they brought in it was pretty much a zero-based budget and at the end of the year they would you know the go the year into a line of credit until they got the money and then they would you know kind of reimburse themselves so we I'm guessing that they have some revenues that are excess because they haven't paid a director for a year and a half and you know they only I sit on their board in full disclosure I'm appointed to their board from the mayor but we have yet to see a financial statement even at the board level to understand what their financials look like. Chad just to kind of expand on that for Grazia would it be a better way to say is to help make sure that they're managing the funds that are collected appropriately for the area businesses that are involved with the bid yes because the the money that's received that the city receives is supposed to go to the bid and the bid is supposed to be helping to develop additional business in the bid so it's really the business owners are also looking to the city to making sure that we are nudging the bid to manage and use the money to develop additional business and growth within the bid yes so if we're not reviewing it and holding them accountable we're just rolling money through and it could be just sitting and doing nothing correct thank you thank you any other questions discussion if not I believe we are looking through for a motion to recommend approval on the condition that we receive those statements before the funds will be released yes so moved second all right we have a motion and a second all those in favor please indicate by saying aye all opposed chair votes aye motion passes moving on to item number 3.3 submitting a communication from the state of wisconsin tax appeals commission regarding the filing of petitions for review of determination by the state board of assessors for manufacturing property in the matter of NEMAC USA incorporated versus wisconsin department of revenue back to chuck thank you so this one is a lot like the one we did in 3.1 except we don't have outside council representing on us us on it and there is likely not the need for us to really do anything other than receive information about what is happening in in the case it's it's not related to the particular issue that we have with george pacific so for that reason I know I can answer any questions about it but what our office will do is just keep an eye on it and let you know if something changes but the we think the proper motion would be just simply to accept the document and file it any questions I've got one is is is keeping an eye on it when they appeal I am presuming they think their taxes are too high and the state will come in and do an assessment and then we will or will not collect more or less it's really what it is we will you know the state will decide whether they were correct because the state does the assessment and then the state handles the appeal and the state will decide if they assessed it properly and it's basically me matt coming and saying we should think our taxes should be lower and the state will say yes or no and if the state says yes well then we'll have less money to work with okay thank you thank you and is there any other discussion questions if not we're looking for a motion to accept and file so moved all right we have a motion and a second all those in favor please indicate by saying aye aye the post chair votes aye and the motion passes and last up we have item 3.4 resolution authorizing a budget adjustment and appropriation in the 2021 budget regarding the my civic citizen engagement software system I guess I'll jump in there and Eric will save me if I miss speak it my civic is actually a it's a platform an electronic platform that we are looking for implementing into the city of sheboygan it's basically a one-stop shop app so it's going to allow us to take our other websites and and devices and basically take it to a one to one area for the for our citizens to to actually go to so this app will actually allow if you want to go to the city's website or dpw's website or or other websites we can also implement residential not residential restaurants things like that so it basically we can we can get the get the citizens to go to things with one click versus having to go online look up the actual url to take us to the you know sheboygan or even sheboygancounty.com we also are going to be able to push out and receive in in information so it's kind of like our 311 for dpw but it's actually we'll be able to push survey questions out there so this is part of our implementation uh towards our strategic planning is how do we get information out to our constituents and how do we get them to be able to communicate with us on a much easier platform so this is called MyCivic and I believe we'll probably be giving some presentations in the near future but right now we're just talking about a budget adjustment uh to basically pay for the actual program itself. Chad go ahead. In the document it talks about we looked at a different citizen engagement uh platform called being the table and that program does not integrate with our existing ERP systems so it would have been a standalone system. This was a better deal for us to try to integrate all of them and I think the other thing you know there's a lot of things that in the planning department per se and other departments that we do on a planning basis that will be a good way to engage the public in specific projects. More you know the strategic plan is one piece of the puzzle but I think there's projects in every department that is another way of getting more citizen engagement into what we do on a daily basis. Another good example is it'll actually integrate with our uh you'll hear DTS it's actually our EAM program that we are looking to get approved by council in the near future for all of our equipment assets management system so again this is a integration tool into the systems that we already have within the city trying to streamline it. As we all know nobody wants to have multiple clicks they want to be able to just click one button and it takes you wherever they want to go. Thank you. So acts like my neighborhood dot you know my neighborhood and those kinds of things that I access and that pop up will now not pop up like that or it will pop up under my civic. On my civic you'll actually have an outline of buttons that you can pick and choose and you can just push it and it'll take you there. So if you want if you want to go to um DPW there'll be a button to take you to DPW if you want to go to you know say the water utility you can hit the water utility button if we have one of those as an example. The other advantage is right now we have I know a number of of social media sites every department has their own social media and if you want to find something you got to remember okay where did I see that this will allow us to pull all of the city social media accounts into one portal so it'll be a list of everything from every department that has been sent out for that day and you can see it all on this one app icon versus having to go to all these individual sites and remember what the individual sites are and how you access them so it'll be all integrated into one location one click and you'll see everything related it could be DPW please fire water utility everything will come into this one portal perfect thank you it'll also be able to allow us to push alerts out and information. Are there questions from committee members? Razia. First of all I actually applaud applaud the the initiative because anytime that we improve the channels for communications I think it's a great action so will be my civic the actual name that that citizen will see and is there can you give us one or two examples of what the citizen can do I understand the you know the convenience of the one platform but if is there anything that they can do that we can do as citizens for example if we need something request something is there any capability of that source that will come with my civic like the click to report or something else that there is a need yes so all that stuff so everything that you would go to all these different websites to get will all be populated on in this one location so it'll be basically an app for every day-to-day thing so if you want to make a request for a pothole or you wanted to make a request for a building code issue you'll be able to it'll all be right there you don't have to go to all these individual sites it'll just be apps on this home page I'll kind of very much streamlined on how things happen so it's like a one portal for everything we do on a day-to-day basis but not for services it's not it's not related to a citizen's service so if a citizen needs a service for example a permit or something that doesn't doesn't have that capability can they do that through that or not service for individual use no no no it's related to the city's operations very good thank you but we will also be able to promote different functions and things so like if we have like the evit lamp evit amp sorry that's the mask we can actually promote things that are going on within the community within different areas and i believe that it's uh able to actually um take information from our constituents so that it'll kind of correct me if i'm wrong but it'll basically tell them things that are going on in their area so if you're in the memorial neighborhood area and that like this morning there was a sewer problem it would be able to notify them that streets are closed or something within their area as an example thank you any other questions discussion if not we're looking for a motion so moved do we need to be more specific are we good the motion should be to approve that was a motion to approve right yes that's it in that case we have a motion and a second so all those in favor please indicate by saying aye all opposed chair votes aye and the motion passes our next meeting is on June 14th if there's any scheduling conflicts i guess let us know before then member at 5.1 looking for a motion to adjourn motion to adjourn motion a second all those in favor please indicate by saying aye aye all opposed chair votes aye we are adjourned thank you