 Alright, it is five o'clock, so I will call to order this meeting of the Finance and Personnel Committee We will begin with the roll call other Faldi Oh, they're flaky Pineski all the Pirella Other actley is excused Mitchell's here that gives us a quorum. Will you all please stand and join me in the pledge One nation under God All right looks like a lot of familiar faces in the rooms abiring any Objections we will skip over item number four the introduction of committee members and staff and Move on to item number five, which is approval of the minutes from our February 13th 2023 meeting some moved All right, we have a motion a second. Is there any discussion on the minutes? If not all in favor All opposed chair votes aye the aye 7 the motion passes We are on to item 6 which is resolution number 133 of 22 23 a Resolution authorizing the purchase of 1214 South 11th Street to assist in infrastructure development for the city Thank You chair So the council has seen this Plan in the past in a report of officer a couple weeks back This is the property that the retaining wall is failing on the alley and the only real Cost-effective way to repair this is to remove the house and then come in and retape or that area around the retaining wall so The property owner that the current property owner is the tenant so they have purchased the property from a previous person And so the city had negotiated a purchase agreement with them. This document is for a hundred and sixty seven thousand dollars Which includes a hundred and twelve thousand six thirty of the purchase price and fifty thousand and additional Expenses which we are going to be used for them to move out of the property and find a new property And kind of take care of everything in one fellow swoop. So the plan is to Close on the property no later than July 1st Which would give them time to move out of and vacate the premise and then we will continue to make their Monthly loan payments during that time on the mortgage that they have on the property And then the final closing statement will reflect the payments that the city has made over this course of time And we will pay the difference and then once we get access to the property then we will start working with the purchasing department and looking at the option of Relocating this house moving it to other city-owned property on Indiana Avenue and then Allow for the Department of Public Works to come in and do the repairs that are necessary on this alley Thank you questions comments on this one. Oh, there's like you've been asking. Thank you. I Notice the July 1 deadline date. What happens if it doesn't occur before July 1? If they're not out by July 1, yeah, then we will have to They're telling us they're gonna be out So I'm hoping that that's the case if not we'll have to look at some legal Ramifications for them not being out. Okay. Thank you Any other discussion? If not, we'd be looking for a motion to recommend approval on this one I recommend approval All right, we have a motion a second then seeing no further discussion All in favor All opposed chair votes. I the I seven the motion passes. Thank you Next up is item number seven which is resolution number 137 of 2223 a resolution terminating the city of Sheboygan tax incremental district number six and authorizing the finance director to distribute excess increment to overlaying tax Okay, but I'd like to talk about each one of them Cuz Roberto's gonna ask me where they're located Did appreciate that there were maps attached. All right, then there's no objection from the committee will consider seven through 12 at the same time and we can talk through each of them before there's a vote Sure, so this is a series of closing out to districts that we've talked about as part of the city's long-term financial plan So the first document that you have is the South Pier district and this is the oldest district This district was created in 1992. I think it was And had been through a number of changes in state law that extended extended extended it But now the debt on South Pier I think the last payment was made either in 2023 or 2022 for some loans for developing South Pier So at this point it makes sense to move forward and close that district the time frame was to be closed on January 20th of 2023, but the state is allowing us to Included in these this process. So it just has to be approved by April 15th The next check keep going by all means the next one is the North 10th Street Water Street neighborhood and this is the area around the Kingsbury Development and the garden toy factory and along the river in that area This district was created in 1997 and could stay open until 2024 It's making one Tiff incentive payment to the Van Horn development the Kingsbury Apartments But there's enough increment in there to allow the finance department to hold that in escrow to be able to make that Payment and close this district early The next one is tax incremental district 12 and that's Niagara Avenue and that's primarily the area where the grandstay hotel is And it was developed for grandstay and for opening up Niagara Avenue, which was part of the original Boston store parking lot that district Maximum time to stay open is 20 27 But it has been sharing revenues with Tid 17, which is Indiana Avenue area But Indiana Avenue seen enough development that it doesn't need to have Donations anymore for it. So it makes sense to close this one Tid 13 is landmark square in the Founders Club. It was originally put in there for the landmark square condominium project Likewise, that's a donation tiff as well To Tid 17 and with enough increment There's no need to keep it open. So the recommendation is to close that Tid 14 is Taylor Drive. It was originally created for the festival foods redevelopment of the Walmart Property back in 2011 And then it was amended to include the development where Meyer is that a Few years ago. So that district could stay open until 2031 and based on the revenues coming in from the Meyer development It's substantial enough to pay off the entire development agreement going forward. So there's no need to Keep it open. So the recommendation is to close this district. And then the last one is Tid 15 which was developed for what was Kmart on South Business Drive and now is pick-and-save and now Recently is Ashley home furniture. So that district was Created just for development incentives to redevelop the king Kmart into the pick-and-save at the time Has no other obligations and is recommended to be closed Oh, they're flicking asking. Thank you The Water Street development Was there not some issue with an easement to the river in the Water Street development? An easement to the river. Yeah from from Water Street next to workers Park Is there some issue there, I don't think so Okay, does Is it the blue moon parking lot you're talking about? Yes The RDA is going to take that up at a future meeting. So that'll be dealt with at the RDA. Perfect. Thank you and another one The Taylor Drive Festival Myers was that extended to also include the shopco or was shopco We was not we kept shopco out and we gave shopco a business development loan so that we didn't have to take it into the TIF district so we could get those taxes on the general property tax levy Perfect. Thank you Oh, they're adding Thank You Chairman So in closing all these tips now is that if someone's asked me why you did that is that because all the Development is already done in there We can't do anything else in there or it's just the fact that we're getting close to the last date And we need to get that done Only one of the districts is required to be closed And that's tip six the rest of them that the deadline for closing them is multiple years out 2027 it's primarily because there's really no other projects in the districts and It and it will help or a long-term financial stability by bringing those properties back on the general Property tax levy for all the taxing jurisdictions including the city So everybody will see a benefit to that And the fact of the matter is is that most of the development of requirements that were needed Originally have all been fulfilled. So there's really no need to keep them open Thank you. Well, and again, it's always a good thing to close them early. I believe yes It is. So what is it when in the closing of all these tids? What is the actual financial number that comes back to the city? You know, I wrote them all and I thought well, maybe he's gonna say tits six is so many so many thousands I I would have to refer to the finance director for that question It's not dollar-for-dollar So there is a calculation that's done in order to come up with that number, but I don't know if you have it I do not have exact numbers for you today. So it is state law requires us to it's actually based on the New construction within those tids and you can only increase your levy by 50% of that So it's not a dollar-for-dollar of what the increment was when it was in the tid So there's actually a formula on our tax levy worksheet, but I could get you estimated numbers At some other point. Yeah, just a guess of you and I guess my last question if I can how many tips this week How many districts we have left? We have a tid 16 which is the downtown district tid 17 which is Indiana Avenue tid 18 which is South Point Enterprise campus tid 19 is over here by the river where Dolma's decor is located and then tid 20 was for the Oscar Thank you The other thing I would just say to the one of the comments that Alder Heidemann asked is one the next step After this is to do an audit of all of these districts before the state will actually close them and that will then determine the amounts and then what to do with Fund balance excess and all of that kind of stuff But until Baker-Tilly our auditing firm gets through those numbers. It's hard for us to answer exactly what those numbers look like Thank you Oh there Yeah, in fact my question was about the excess funding and how you Regardless of the fact that we don't have the amounts, but how will you redistribute those? I mean how do you decide so if the district has a cash fund balance? It'll be Shared with the other taxing jurisdictions based on their percentage of the tax bill or the taxing Authority so it when you pay your property when we pay our property taxes a person portion goes to each of them They would then get paid out that same percentage So I think ours is 34 percent or something of the total tax bill So we would end up getting 34 percent of the revenues that are left in the fund balance part of it And I know we had that least when When hellers came last year to to talk about the the tids and the teeth But would that be possible for you to send us a list of the current tids slash tiffs and the description of the Location just as you did. Thank you Roberta has asked for that in the past so I could just forward her email Any other discussion on this one or I suppose all of these If not, we'll be looking for motion to recommend approval on items 7 through 12 So move second All right, we have a motion a second then seeing no further discussion All in favor I All opposed chair votes aye the aye seven the motion passes And that brings us to item number 13, which is general ordinance number 28 of 22 23 In ordinance amending the process for preparation and approval the city's executive budget contained in sections 2-903 And 2-905 of the municipal code Good evening the item before you tonight is as stated Adjustment to the budget timeline and schedule and exactly the process that we follow in order for both the capital and operating budgets We are looking and staff has come up with a schedule that would be more cohesive of a program So capital and operating would be looked at concurrently in addition. We would like to open up the budget Process a little bit more to both public and council input throughout the process I've been here for two budget cycles now, and I've heard loud and clear that council wants to know things a little sooner So that was the intent behind the budget timeline you see before you so I'm open to any questions. I will just also mention that Department heads were all shown this timeline as well And they were agreeable that they could do it with their staffing and everything on the concurrent schedule Of capital and operating together, and so we just think it would be a more transparent and open process Oh, they're flaky been asking I Agree I saw this previously and and I think it's a good idea And it's also a good idea to start the process sooner than we've seen it before I would like to point out and I actually chuckled There is a grammatical error and the rationale was we want to decrease duplicity and Since duplicity has deceptive Conoptations and in itself duplicitous. I think the word needs to be duplicative or Reduce the duplication So I will vote for it as long as it does not get passed on to council as duplicitous Sure great I Think it's in the IFC IFC so but you might want to check the ordinance Yeah, I think it's just in the IFC. Okay. Thank you. The IFC will not go to council, right? You know, it's not information for committee, but sounds good. Is there any other discussion on this one from the committee? If not, I'll just give my quick two cents of this seems like a great idea to me both for having the council more I Guess involved along the way in the budget process. I'm a big fan of the quarterly reviews as well and all of the opportunities that are being added for members of the community who are interested to Be here and be engaged and be involved in the process as it's being built Thank you for putting this one together, right If there is no more discussion, we'd be looking for a motion to recommend approval All right, we have a motion a second then seeing no further discussion on item 13 all in favor All opposed chair votes. I the eyes haven't the motion passes With that we are on to item number 14 The 2022 annual report for the city clerk's office Thank you All right, so the report for the city clerk's office is attached in Municode. We had a very busy year We had four elections our April elections saw a tie Which we did a hand count of the ballots which ended in the tie. So that was a lot for us the general election saw More than 17,000 voters in the city of Sheboygan cast a ballot We also had a successful audit of our voting machines after the November election. So that was a busy time for us The board of review was also this year, which was a lot more involved process due to the revaluation That actually ended up being a couple days process when usually it's about a two-hour meeting So that was big for us And then the last page of the report just goes through the licensing that we administer in our office Which has remained pretty consistent over the last five years Thank you Questions comments from the committee If not, and I believe I usually ask for the wrong motion on these we'd be looking for a motion to file I was looking for the city attorney to get a nod and I see that he's disappeared from his chair So I think it's just for informational purposes Accepted file so moved Accepted file. All right. We have a motion is second Yeah, I think it's just discussion You're right Nevermind even trying to be aware that I was going to get around. I still did. Thank you We'll move on to him number 15 that we won't take any action on The 2022 annual report for cable TV. Okay. Thank you So once again, this was also attached in the Munich code documents, which is go through some of the highlights so number of programs produced we had to go 500 and Hit 606 we'll be increasing that goal in 2023 to 625 We fell far short on our public service announcements. We had a goal of nine and produce zero We need to do a better job of I guess finding opportunities to produce those For our production of the Comic council meetings and the community the whole meetings. We had a goal 29 We did 32 with the addition of some special meetings last year Significant improvement if you look back to 2019 when we first moved into City Hall with all the new equipment in here That we have here. We've Finally mastered it if you won't Appreciate the equipment that's here's On-demand viewing and unique visitors If you look at 2019 and 2020 you see a significant drop off going into 2021 and on They changed the way in which they record that so that's been pretty stable If you look at the number of film awards we received last three last year we had submitted 10 entries kind of out of our control, but I Know the previous year we had seven which was a good year and We've added the YouTube subscribers and YouTube watch time hours. We have found that that is the most dominant viewing platform for our meetings and public live events and Re-broadcast and you can see we've continued to grow that number year over here Questions comments. Oh there for keeping asking. Thank you What sorts of things have you done for PSAs? previously I'm gonna defer to Scott because he is the man Sky will need you in front of a microphone First he has to put himself on TV In the past we've worked with department heads to do public service announcements for any number of things we did the number with the police department in the past about scams We had a suit and that's been a number of years ago But they did a whole series of most common Scams that were prevalent. We've worked with the clerk's office in the past to Recruit for election workers. So those are some examples. We did a longer one with Public works on emerald ash borer and how we were treating that and You know make the public aware, you know, why are these blue dots showing up on trees things like that? Okay. Thank you Any other discussion on cable TV? If not, I'll just say that it was great to see that Of the Common Council committee of the whole meetings. We have missed none Thank you now for two years in a row Great job on that There's no action on 15. I haven't forgotten. We'll move on to 16 the 2022 annual report for the IT department Okay, thank you. So for our Average close time of critical or high IT tickets We have a goal of half a day and our actual was point four one so we continue to hit that mark and our effectiveness Percent close within a time frame. Our goal is 90. We did 95. So I think my staff They do a very good job of being responsive to the requests that come into the department Efficiency maintain the core server network at current minus one level of firmware We had a goal 100% were about 99% It kind of goes ups and up and down obviously is some of you may know Firmware can change fairly quickly and we have a lot of servers that we need to stay on top of percentage of computers With four to gate client installed and the four gate client is basically our anti virus that sits on the end points That is at 100% in 2023 we'll be adding another measurement, which is in addition to that is its EDR or end point detection and recovery We put that on at the end of 20. I'm sorry at the beginning of 2023. We're rolling that out. So Just another level of cybersecurity protection Number of legacy applications retired. We had to go five We only did two But we're poised well for 2023 to get some fairly heavy usage off of the legacy system the IVMI and System availability we had to go of 99 and We hit the 99% Legacy applications retired we moved a small portion of some taxes off of the IVMI But looking forward into 2023. We're looking at moving the remaining taxes off from that system special assessments clerks business licensing DPW the inventory module with their introduction of their EAM view works application and then the sidewalk cemetery and parks and racks A couple major accomplishments in 2022 we did upgrade our ERP system Tyler Munis from version 2019 to 2021 We also upgraded all those servers from version 2012 to 2019 We did Implement credit card processing Actually, we we actually worked on that and then turn that on in the beginning of January I believe January 10th and since that time we've taken right around a thousand payments For credit through the credit card processing. So that's been a very very big success We supported the new or the infrastructure at the new uptown social building So we were fortunate enough to use some opera dollars. We were able to get them connected to our sink fiber ring And they have a very good solid infrastructure there now We continue to work on our cyber security, which are basically the last couple of items So any questions Questions comments from the committee. Oh there for I keep it asking. Thank you If I gave you a magic wand what one thing would it do that would just make your life easier? Wow So that's a great question Yeah, I can see you going like that You know when I we when I look at what keeps me up at night is cyber security in those issues that being said We are we continue to do a very good job of implementing new solutions and getting the funding for those I know At some point Caitlyn and I are working to see if we can come and get some ARPA funds to cover some of the expenses that we Encured last year for some of the cyber security upgrades that we had Yeah, we have a email filtering system we actually have to So The first one catches the boulders and the second one catches the pebbles But we on a weekly basis will see a tax against our Email system usually from it like Ukraine or Lithuania or some foreign country where we receive Literally tens of thousands of emails trying to infiltrate our system So I know we were talking about that with the mayor the other day, so We see those things we do see on the perimeter a lot of people trying to Access or get into the city Thus infrastructure one way or another Perfect. Thank you. You're welcome any other questions If not just one or two for me, did we move servers off of Windows 2012 or Windows Server 2012? Yes, those would have a well The Windows Server operating system we actually had some on 20 or 2008 as well that we move we moved these were Basically the munis servers that I'm referencing here, but we did move I think an additional seven or eight servers Other than the munis servers from either 2008 or 2012 to 2019 and we have a Handful more yet to do this year Glad to hear that. We're moving forward on those Then just one other question for me from me rather The number of security audits performed looks like we didn't have any outside Audits this year is there a plan to do that in 2023 We opted not to do the one last year just because we had so many new Cybersecurity enhancements we were putting in place. We wanted to get those fully implemented and Understand where we needed to tweak those a little bit more rather than just having an organization Come in and say you need to do these things We knew the new the things we wanted it to do and needed to do so we've done those so the plan is to have one in 2023 That makes sense to me. Thank you. You're welcome Last call on it any other comments from the committee Thank you. Thank you With that then we're on to item 17, which is the 2022 annual report for the municipal court Hi, thank you. So you should have a copy of my report and it has a nice little Summary of what we've done for the past five years and so you can see that for 2022 We were pretty much back on par with the number of cases that we handled to what they were prior to the pandemic So that was quite quite the difference 6600 in 2019 we dropped all the way to 5043 in 2020 and now back to 6500 again for 2022 We added A line under collections for restitution. So previously we didn't report on that But that is something that I think is important just to show that the court not only collects forfeitures and Funds our department plus other initiatives in the city with that, but we also collect restitution and so what might be interesting for you to see is that in 2022 even though the the forfeiture amount ordered was roughly $200,000 less than what it was in 2018 the collections were almost exactly the same So I think that's a reflection of our staff that are highly efficient able to to process and handle collections in a better way and then Get money back to the citizens and restitution. And so we have had Consistent staffing so for 2022 some things that are not on As readily available with numbers or just knowing other things that we're doing at the court So last year I was able to reinstate our truancy workshop and that's been a partnership through this Sheboygan area school district Where once a month I meet up meet with up to 80 kids working on our truancy issues that we have Which are pretty shocking. I think that we have a crisis for truancy right now for our elementary school kids We're at 8% truancy for high school We're between 20 and 30% and so the truancy workshop was something that I had Been able to start with the school district right before COVID and so we were able to reinstate that last year We also have two new two new programs that I'm working with One South High I've started a restorative justice program. And so that would be working with students to look at Offenses that they're Involved with that school and how it affects the whole community and then and maybe how they can adjust their behavior In a different way than just having a forfeiture or having even sometimes community service But to actually sit down and analyze what they're doing and then also working with the school district on More citations for parents for contributing to truancy and then having a workshop That they would be able to participate in lieu of that citation And that's really the only way that we're able to get at that 8% elementary school truancy rate At the municipal court because I can only see kids once they're 12. So any any kid Under 12 is not coming through And so there is an ability to have a citation for contributing to truancy But there had been a reluctance to use that in the past because the minimum forfeiture for that is 376 dollars And so schools were you know, maybe a little reticent to go that way But now that we have this project where they can avoid that by going to A workshop put on by the school district social workers to look at Why contributing to truancy why not having your child go to school is so bad and can have a big impact on their life? I think is really important in the school district is also providing child care and a meal for these families So it's a great program. Hopefully more more families will take advantage of Thank you questions comments other Pirella I just was curious about the numbers of the sheboygan building inspections department cases that went down It's just because of the way that maybe they have been tracked Recorded no, this is this is just how no This is what they're doing so this is just the the cases in which the inspect the Whatever the inspector the inspectors have mandated to owners landlords that then come to you or it's just what they have what Owners have not paid. These are the ones that come to me So this is looking at the total number of cases that the court processes, right? So which cases would they be so for building inspection cases typically what what I'm seeing cited are For issues where people are not maintaining the property. So it could be that the roof needs to be fixed foundation issues windows Paint so those types of cases are typically what are going to be reflected in that number of words Saying building inspection cases. So this is something that I've talked to in the past significantly or Extensively is that I have no control over how many tickets the police department rights or building inspection I have no control over how many tickets Kohler writes all we can do is handle them as they come through right? So that means in other words that number reflect perhaps They're just a lesser amount of citations that inspects or have inspectors have issued correct Okay, that is thank you, but you can see then you know Village of Kohler has been writing more citations and The police department issued you know 1200 more than the year before and that's why it kind of just balances out So it does fluctuate Other Falthy. Yes, I Applaud you for working with the truancy program. Thank you. I think if we catch them early We can avoid some of the problems later In their middle and high school years, so I applaud you for that. Thank you Because I'll piggyback on that It's going to say the same as well outside of just the numbers in the report It was great to hear all the work that you've been doing with the school district it. Thank you I was very surprised to hear 8% and 2230 poor elementary in high school. So I'm Glad that this has been a focus. Do we have any other discussion from the committee? Thank you, thank you Next up we have 18 which is the 20 22 annual report for city development Thank you Thank you, sir. So what I handed out was a printed version of this because a lot of times I get Calls for a printed copy then you don't have to come back and get it So this report is made up of two Divisions the city development division is made up for planning and development and building inspection And we'll talk about some of Alder-Parrellas concerns about building code cases as we move forward, but Just kind of paging through this Talks about some projects that the department has worked on I'm not going to read them to you can take it on your own But we continue to obviously focus on housing as our number one Concern so on page three There's been some starts of some new subdivisions Indian Meadows mobile home park expansion and then the purchase of the Gartman farm in 2022 on page four Tid district updates So we amended tid 16 to provide development incentives to the Sheboygan press project that was talked about at the council meeting last week And then the shop will redevelop meant to redevelop that into hobby lobby and Ross dress for less Ross dress for less is open and hobby lobby is planned to open sometime in the beginning of April on the next page There's some additional commercial developers development scooters coffee Ashley home furniture nature's best a big one was the Old World Creamery Edition to allow them to Start manufacturing cheese with the byproduct from butter and the redevelopment authority gave them a five hundred thousand dollar Loan to create 20 new permanent jobs And then the last one is a number of you called me about this project 832, Michigan This is a kitty corner from trillings hardware That old building that had been vacant for a lot of years will become a dermatology clinic on page seven The old salvation army is now good as gold appliance outlet and then in the BMO Harris building on the corner of superior and Taylor Third Coast Vascular renovated the upper floor in that building on page eight The Sheboygan County detention center is expanding in the city's first business park And then on the bottom of page eight is the multi-tenant spec building That's just started construction the first tenant in the self-point enterprise campus And that project is coming back before you because it's already expanding and they're going to take on some more land and Put up a few more buildings for the tenant that they received so stay tuned to that On page nine interagency Cooperation we hosted the city's first make music day on city green We hosted the Sheboygan housing coalition series of town hall meetings on affordable housing As part of the block grant program contributed 40,000 to the all abilities purple octopus playground at the boven beyond children's museum and then worked with a number of city departments organizing the annual rock the block Habitat for Humanity revitalization event on page ten after three or four years of Trying to get federal funding from the natural resource damage assessment Which was related to the Sheboygan River cleanup project the city received a hundred and ninety six thousand dollars of which 176,000 went to replace a deteriorating bridge at the evergreen park area five and the remaining Roughly 25,000 will go into adding some additional fishing bump outs Along the Kiwanis Park later this year We also celebrated the opening of the city of Sheboygan's first solar field with a lion energy on city land That's being leased to this from the city and then we Updated our title six plan Related to the civil rights and implemented the city's language line and educated all of the departments on how to use language line services for translation For the different populations in the community on page 11 We Laid out the first pianos for place making I'm not sure how that's going to end up some of them have weathered the storm And some of them have not And then worked with the Department of Public Works and the mayor's office on upgrading the alley Be basically across from Stefano's or next to the Traderia to try to encourage People to use the public parking lot and feel safe going through the alley And then worked with public works on the demolition of the Social Security building across the road and added a dog park for downtown pet owners This year we also launched through a call for artists on page 12 the utility box revamp program. So we Wrapped 12 boxes with artists works around the community a couple weeks ago. We had the armory documentary at the Wild Center We're working on a project to receive the grant from AARP to wrap the mayor's old van so we're going to be wrapping that in vinyl graphics and it's going to become a Public engagement vehicle where it can go into neighborhoods and Excite people and get people and energized and provide comments and those types of things and then on that page The last thing was there was a mural done on the Indiana Avenue with a local artist on page 13 as the block grant funding list that we also administer on behalf of the city We had on the bottom of that page We had a new nonprofit come forward this year called flawless hoops, which is providing basketball mentoring and training for all ages a Program that's been developed by Cedric Foster And he's looking to expand this program And it's worked very well for kids to have a place for after-school activities to learn the sport of basketball and get some mentoring along the way On page 14 we continue to administer housing rehab funds for the city We've implemented a new program called the upper floor residential rehab program, which takes vacant store Fronts and upstairs second floors and converts them into housing opportunities. So you can see There's some transition of some of those Projects and then we also have a facade and landscaping program that we use to target Houses along key corridors to try to keep them Landscape and updated and their front facade looking good on page 15 a couple downtown His remodels of properties that were huge and kind of helping with our overall Downtown revitalization program and then Shifting gears on page 16 is the building inspection department. You can see on the bottom chart five years five years of the collections and the number of permits issued So looking at the total revenues Generated from permits. It was about nine hundred and forty seven thousand in 2021 it was about nine hundred and ninety six thousand so it was a little less Some of that has to do with interest rates rising and this timing of large projects But we're optimistic that it'll get back on track this year Under permitting on page 17. It just shows you the number of single family housing duplexes multi apartment amount Multicondominiums Projects that have been built over the past five years with the 2022 at the bottom and then last but not least is code enforcement So one of the questions was the numbers. So what you're what you see in those Hexagons the nuisance complaint statistics and the housing complaint statistics So we're still issuing on the same amount of orders that we have in the previous years I think now we're getting to people are being kind of Understanding what this program is about and working with our inspectors to get to compliance or trying to obtain additional Housing resources from us so that they don't have to be cited So that's why you're seeing a decline in the number of citations and the number of court filings Which I think is a good indicator that people are investing in their properties And if they're getting identified for code orders, they have the Resources in order to make the improvements and they don't have to be cited to get them to do the improvements So that's I think where the number is I mean it's less there But it's also less from a city staff point of trying to prosecute those Code orders and then we continue to hold landlord training twice a year We've probably done it trained over 300 400 landlords We do a spring and a fall one in partnership with the police department And then on the last page there's a picture of all of the folks within the department And their titles and we're here to help if anybody has any questions Questions comments from the committee on the report. Oh, they're flaky been asked you I want to know what you do in your spare time This was really impressive. Thank you Any other discussion? If not, I will second elder flaky been asked these comments and just say thank you for the printed copy right off the start 19 was the 2022 annual report from uptown social if it's okay with the committee We'll hold on to this one until the next meeting the director could not be with us tonight and Would like to give that report in person If there are no objections we'll move on to item 20, which is the 2022 annual report for the finance department Thank you the Report is in your packet. So I'll just go through it real quick So the finance team did have some changes during 2022 when I first was hired in 2021 We had a couple vacancies So those were left open intentionally for a short time to make sure that we could staff Accordingly to what we needed for the department. So with that a little bit of reorganization Organization we did become fully staffed in May of 2022 that lasted until October So we do have The payroll specialists and deputy finance director both left at the end of 2022 But I am happy to report that we are fully staffed as of last Monday again. So we are good on the finance team front So for our 2022 accomplishments the much talked about chart of account conversion finally did happen all of the Testing and the coding that went into that took months of time But we did go through and it got posted. I believe it was official in July So we did get that completed We were reconfirmed by Moody's as a AA to rating for our credit So that always is helpful when it comes to the debt issuance That is the best rating that the city of Sheboygan as a municipality of this size That we can get we did change audit firms and we went through our first full audit with Baker Tilly as you may recall there were challenges through that process we did have the Presentation of our 2021 done at the end of 2022. So we're hoping to have that to you earlier this year, of course Getting through those bumps of a new auditor and a new finance director Hopefully this year is smoother I mentioned before that we aligned the job tasks differently in the finance department. I will just give a basic Informational I guess of why we did it this way So we have three individuals currently in the finance department who we would call the doers So we have them they're doing the data entry and a lot of the actual data Into our Munis system or making sure that it's getting imported correctly things like that and then we have the two reviewers So we have a grant auditor Grant Accountant an internal auditor. So his job is to make sure that we're doing it the right way So we have procedures and policies in place and my goal is to have more come forward later this year But his job is to make sure that we're doing it the correct way And then we have a financial reporting analyst to make sure that the numbers are true to what they should be So we have to make sure they're right and how we got there was correct So those are the best practices within the accounting and finance world. So that's why we did that realignment of duties Additionally, we had the five-year financial strategic plan come forward with alers last year and We're hoping to have that kind of a living and breathing document and updating as we need it to In order to keep up with our TID closures and opening Potentials in the future or any large developments things like that or projects that the city needs to consider The FEMA One of the first projects that the grant Accountant did was actually work with the state of Wisconsin through the FEMA program that windstorm that occurred Back in June. We actually were eligible for reimbursement due to the significance of that storm And we actually just got back the report. We're getting $240,000 reimbursed of those expenses. So that was he Austin hit the ground running with that project right away We also implemented a new debt and lease tracking software, which is debt book So the accounting standards changed quite significantly when it comes to leases And it's a very much accounting heavy and we have this software to help us become more Make sure that we are compliant with those new requirements that are put out there for us We did contract with a municipal debt collector to assist with delinquent bill collections They already have done significant work with our ambulance billing company And we are working on making sure the rest of the delinquent personal property after this Collection cycle was just done to make sure those get to them as well We also started and well continued Putting together the capital asset listing so one item that came up during audit Is that our capital assets or all of our machinery equipment? Buildings vehicles all those types of things are the way we were tracking it was not up to I'll say my Standards so we have been working hard to make sure that we're getting all of the listings and doing a full audit of all The assets that we have on our books to make sure we do still have them and that they're valued correctly So we're working on finalizing those numbers ahead of audit Additionally we implemented with the assistance and Teamwork of with the planning department and implemented the host compliance software We did start that in 2021, but we had some hiccups on their side with staff transitions as Everyone knows is common nowadays So we were able to finish that implementation and have been working through the permitting and collections In that software and lastly I did just list that we provided human resources department Assistance throughout the year. I will I want to give a shout out to my entire finance team because all of them are more than willing to Jump in on any type of task at any time. So they're the ones that kept me Moving forward throughout the whole last year Some key metrics one item that I really want to point out is our accounts payable checks in a CH so in 2020 we had about 6,000 checks that were issued and we did not have a CH in place at that point. So Each check I believe this the number that comes to mind is it costs like $35 to issue each check But for a CH it costs less than a dollar So when we look at 2022 is number it actually checks are now at for 2022 were 3400 and accounts payable a CH was Just at two thousand. So there's a significant switch And movement to that a CH payment option, which is both more secure and also Just reduces our cost overall as well And you can also see that there are credit card payments process which increased about $350,000 during 2022 and the taxes collected by the city During the first installment was $54.4 million. So in a matter of about seven weeks, that's a lot of transactions that go through this the finance office The next page on the report is just showing exactly how much is collected by each Area so City Hall collected 43.7 million dollars of that 54 million and then we appreciate that the three Wisconsin Bank and Trust branches in town do also help us collect as well So they collectively collect collected about 10 million dollars Lastly for the 2023 goals and projects Munis is where finance does all of our work pretty much. So we have some Projects that we hope to accomplish in 2023 including implementing the project ledger Receives some training and guidance from munis on how to implement that so now it's just moving forward with that step We did need the general ledger conversion to be done before we started the next project ledger So now that that is done. We and we're fully staffed again. We can make sure to get working on that Additionally with the capital asset listing that has been put together We want to import that into munis and I can't tell you how excited I am about that because you can Depreciate everything in a click of a button. So it will save a Considerable amount of time for both finance and the auditors when you have the proof right there, too Additionally, we are hoping to get the bank reconciliation process within the system We are looking to import city credit cards. So the cards that actual that employees actually use We're hoping to get those transactions to be imported into munis so that they're hitting our Accounts in the system sooner so that department heads have a better track of where everything is going and Lastly for munis is moving the special assessments and delinquent personal property taxes out of the AS 400 I will say there has already been a significant amount of work done on these So we're hoping to have those out of the AS 400 within a few months Additionally the City is hoping to assist shipwrecking County We've already been we have already volunteered to help with the implementation of a web-based property tax collection software This was being planned originally for 2022, but due to technology Hold-ups it it's been pushed to 2023 So I'll be contacting them probably in March to make sure that we're moving ahead with that because that again will Help significantly during that December January time frame where we have all of these Entries for tax collections. It will actually make us more efficient because I'm hoping it We can have that available to import payments so that we're not hanky every single one like we are right now Additionally, I mentioned that we were going to be looking at adopting updated financial policies those have been in the works and we just are going to bring those forward for consideration at this committee and discussion and The last item on our goals and projects is developing the new budget process for increased transparency and Having additional counsel and taxpayer input So we discussed that a little bit earlier today, and we just want to make sure that that is also a moving Document or breathable breathing document just to make sure that we are really getting What council wants from staff and also that the taxpayers feel confident in the budget process moving forward So I'm open to any questions Going to resist urge to ask if there was a monolithic single excel file for capital asset tracking and just Open it to questions from the committee well Good. Thank you May I congratulate you and your department and kind of like I said What do you do in your spare time and the other thing is that we are well aware that you were wearing in Your whole department was wearing two hats. So this is an impressive list. Thank you We have a second from other value Any other discussion? Call the prela just Just to brief Curiosity, so you said that the accounts payable a C age Obviously I mean That's always good obviously instead the standard checks, but you said that the check cost We are talking about the people's right. You said the check cost 35 dollars. Why is that? So the bank actually is the one who estimates that cost so between Actually issuing the checks making sure that we're doing reconciliation and all these extra steps including the check stock We actually send reports to the bank of every check We issue to make sure that it's being approved properly and things like that It's just a lot of extra staff time to issue a check compared to an ACH So not only is the check stock That's pretty cheap when it comes down to it But it's more staff time to actually issue checks than what what it does for ACM So it is the staff time that is included and then finally you mentioned the bank reconciliation right process What did you say about that? Sure, so currently we're working bank reconciliations through I think it's about six different Spreadsheets in Excel so Munis has the capability to import bank transactions So we're hoping to we did have one Munis training day to learn how that exactly worked and try to figure out if it would work with our bank that we currently have And it does appear that it will work So what we have we have quite a bit of legwork We have to do before we can actually get it to import correctly because we have years of data in Munis that won't have bank transactions That match it because we're so far ahead of that So what we're hoping for is to have that import and so it's a lot less manual Calculation and it's matching one-for-one transactions between Munis and the bank. I did even know that that was possible That's why I'm curious because we do that I do the same thing. So yeah, yeah, we have I Think we're up to ten different bank accounts. So and that's not even including our investments. So it's just a lot of tedious Calculations and and when it's in Excel, there's of course always the Opportunity for errors. So we would like to get past that and get it into Munis. Thank you Any other discussion on this one if not, thank you director All right our next regularly scheduled meeting will be on March 13th of 2023 And with that we have a job exhausted our agenda and they're looking for a motion to adjourn We have a motion a second to adjourn signal discussion and adjournment all in favor All opposed Chair votes. I the I7 the motion passes. We are adjourned Thank you everybody You