HomeMy WebLinkAboutAgenda - City Council - 11/07/2011 /64
southburlington
VERMONT
AGENDA
SOUTH BURLINGTON CITY COUNCIL
City Hall Conference Room
575 Dorset Street
SOUTH BURLINGTON, VERMONT
Executive Session 6:30pm Monday, Nov. 7, 2011
Consider entering executive session to discuss personnel, contract negotiations and litigation.
Regular Session 7:30 P.M. Monday, Nov. 7, 2011
1. Agenda Review: Additions, deletions or changes in order of agenda items.
2. Comments and questions from the public (not related to the agenda).
3. Announcements and City Manager's Report.
• *** Resignation letter from Mikyung Kwon- Library Board.
• Resignation from Dan O'Rourke - Social Services Funding Committee.
4. Appointments:
• Consider appointment of a Councilor to the Social Services Funding Committee.
• Other (if needed).
5. ***Public Hearing of Amendments to the Motor Vehicle Ordinance, Section 25 addition of
a three stop at Farrell and Eastwood Drive, second reading of same.
6. ***Presentation of our FY11 Actuarial Report ( Tracey Braun & Annie Voldman, Pension
Actuaries).
7. ***Update on Status of FY2011 Audit and Progress Report on the Management Letter
for FY2010 (Ron Smith, RHR Smith & Company, CPA and Sue Dorey, Deputy Finance
Director).
8. *** Complete Streets — Presentation and Discussion of Route 2 Williston Rd. Corridor
(RSG, consultants, and CCRPC/MPO staff).
9. Discussion of Bird Mitigation Issues at Burlington International Airport (Rick Varney,
Director of Operations, BIA).
10. Council Discussion — Outreach Plan regarding the December 6, 2011 Special Election.
11. ***Consider approval offering Open Access Plan as a limited additional option for health
care coverage (Sandy Miller, City Manager).
12. ***Review and approve minutes from regular meeting held on Oct 17, 2C)11.
13. Other Business.
14. Sign disbursement orders.
15. Consider entering executive session to discuss personnel, contract negotiations and
litigation.
16. Adjourn.
Respectfully Submitted:
Sanford I. Miller, City Manager
***Attachments Included
South Burlington City Council Meeting Participation Guidelines
The City Council Chair is presenting these guidelines for public participation and attendance at City Council meetings
in an effort to insure that everyone has a chance to be heard and meetings function as smoothly as possible.
1. Please raise your hand to be recognized to speak. The Chair will make every effort to recognize the public in the
order in which hands are raised.
2. Once recognized by the Chair, please identify yourself to Council.
3. If the Council has suggested time limits, please respect them. Time limits will be used when they can aid in
making sure everyone is heard and sufficient time is available for Council to conduct business items.
4. In order for City Councilors and other members of the audience to hear speakers' remarks, side conversations
between audience members should be kept to an absolute minimum. The hallway outside the Community Room
is available should people wish to chat more fully.
5. Please address the Chair. Please do not address other audience members or staff or presenters and please do
not interrupt others when they are speaking.
6. Make every effort not to repeat the points made by others.
7. The Chair will make reasonable efforts to allow everyone who is interested in participating to speak once before
speakers address the Council for a second time.
8. Council desires to be as open and informal as possible within the construct that the Council meeting is an
opportunity for Councilors to discuss,debate and decide upon policy matters. Council meetings are not"town
meetings". To this end,after the public has had the opportunity to make comments,the Chair may ask that
discussion be among Councilors.
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south urlin ton
VERMONT
AGENDA
SOUTH BURLINGTON CITY COUNCIL
City Hall Conference Room
575 Dorset Street
SOUTH BURLINGTON, VERMONT
Executive Session 6:30pm Monday, Nov. 7, 2011
Consider entering executive session to discuss personnel, contract negotiations and litigation.
Regular Session 7:30 P.M. Monday, Nov. 7, 2011
1. Agenda Review: Additions, deletions or changes in order of agenda items.
2. Comments and questions from the public (not related to the agenda).
3. Announcements and City Manager's Report.
• *** Resignation letter from Mikyung Kwon- Library Board.
• Resignation from Dan O'Rourke - Social Services Funding Committee.
4. Appointments:
• Consider appointment of a Councilor to the Social Services Funding Committee.
• Other (if needed).
5. ***Public Hearing of Amendments to the Motor Vehicle Ordinance, Section 25 addition of
a three stop at Farrell and Eastwood Drive, second reading of same.
6. ***Presentation of our FY11 Actuarial Report ( Tracey Braun &Annie Voldman, Pension
Actuaries).
7. ***Update on Status of FY2011 Audit and Progress Report on the Management Letter
for FY2010 (Ron Smith, RHR Smith & Company, CPA and Sue Dorey, Deputy Finance
Director).
8. *** Complete Streets— Presentation and Discussion of Route 2 Williston Rd. Corridor
(RSG, consultants, and CCRPC/MPO staff).
9. Discussion of Bird Mitigation Issues at Burlington International Airport (Rick.Varney,
Director of Operations, BIA).
10. Council Discussion —Outreach Plan regarding the December 6, 2011 Special Election.
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Addition
Deletion
ORDINANCE TO AMEND THE SOUTH BURLINGTON
MOTOR VEHICLE AND TRAFFIC REGULATIONS
The Council of the City of South Burlington hereby ordains;
Section 1: The South Burlington Motor Vehicle and Traffic Regulations Ordinance revision of
April 28, 1958, and as amended from time to time thereafter, is further amended to modify
Section 25 as follows:
Section 25: A driver or operator of a vehicle shall not enter the intersection of, or cross,
without first having brought his vehicle to a complete stop at a
mtatornearthe
intersection of the street and not more than ten feet there fror ,'anystreet that has been
designated and marked as a stop street. The City Manager,with the approval of the City
Council, is hereby empowered to designate stop streets;a'record of all such designations
and any changes thereto, shall be kept by City ManagerfAnd Chief of Police.
The Police Department Public Works Department shall conspicuously place suitable
"STOP" signs in and near the areas affected by.the provisions of this section, and action
hereunder.
The following intersections shall be designated a three-way Stops:
1. Proctor Avenue and Orchard Road Y
2. Proctor Avenue and Meadow Road
3. Hadley Road and Orchard Road (11/7/88)
4. Airport Parkway and White Street(1/8/01)%
5. Eastwood Drive and Farrell Street(10/17/11)
Section 2:This Ordinance shall take effect from its passage,
South Burlington, Vermont,this day of 2011
Donna S. Kinville, City Clerk
Sandra Dooley, Chair
Meaghan Emery
James Knapp
Rosanne Greco
Paul Engels
City of South Burlington
Retirement Income Plan
Actuarial Valuation
as of July 1, 2011
Final Report
November 3, 2011
People's United Bank,Retirement Services
CITY OF SOUTH BURLINGTON
RETIREMENT INCOME PLAN
ACTUARIAL VALUATION
AS OFJULY1, 2011
We, Annie Brown Voldman, and S. Tracy Braun, are Members of the American Academy of
Actuaries and meet the Qualification Standards of the American Academy of Actuaries to render
the Actuarial opinion contained herein.
We have made an actuarial valuation of this Plan as of July 1, 2011. The valuation has been
prepared in accordance with generally accepted actuarial principles and practices and, to the best
of our knowledge, fairly reflects the actuarial position of the Plan as of July 1, 2011.
In preparing this valuation, we have relied upon our interpretation of Plan provisions and
employee census data and Plan asset data provided by the Plan Sponsor and Trustee.
In making this year's computations, we relied upon data provided to us by the City of South
Burlington. There is no relationship between the City of South Burlington and Annie Brown
Voldman or S. Tracy Braun that impairs our objectivity. This correspondence is an actuarial
communication for which the undersigned (1) are the responsible actuaries; (2) are credentialed
Members of the American Academy of Actuaries and; (3) meet the Qualification Standards for
Prescribed Statements for Actuarial Opinion promulgated by the American Academy of Actuaries.
A : le Brow Voldman, MAAA, MSPA
Enrolled Actuary#11-3964
•
eg2reGL,
S.Tracy Braun, 14AAA
Enrolled Actuary#11-2264
okiet-.Vcr 3, ao1
Date
People's United Bank, Retirement Services
INTRODUCTION (continued)
Employer Contribution Recommended for 2011-2012 Plan Year
Following is this year's minimum recommended Employer contribution based on amortization of unfunded
actuarial accrued liability over a 10-year period (see page 4):
Minimum Recommended Contribution
$Amount % Payroll
Public Safety Group: $204,271 5.5%
Non-Public Safety Group: 294,706 12.7%
$498,977 8.3%
The above is the amount payable by the City, which is in addition to mandatory employee contributions
required from Public Safety employees of 6.5% of compensation. This year's contribution is dramatically
less than last year's due in large part to the bond, but also very favorable experience -• asset return was
high (20.1%) and liabilities were less than expected, both sources of actuarial gain, which reduce future
contributions.
Projected Recommended Contribution for 2012-2013 Fiscal Year
We have projected assets and liabilities forward for estimating the total contribution for the next fiscal year to
assist with the City's 2012-2013 FY budget process. Our projection is based on (1) actuarial assumptions in
this year's valuation, including asset return of 7.5% and 4% payroll increase; and (2) contributions at the
recommended level of$498,977. Due to current market volatility, however, we did two additional projections
at varying projected rates of return (ROR) of 0% and a loss of 7.5%:
Employer Contribution for 2012-2013 FY
7.5% ROR 0% ROR -7.5% ROR
Public Safety Group: $216,780 $414,800 $612,820
Non-Public Safety Group: $303,459 $356,694 $409,929
Total: $520,239 $771,494 $1,022,749
With actuarial gain/loss spread out over future working lifetime of each group, Plan experience is of
greater impact on the Public Safety group due to the lower normal retirement age 50, as compared to age
65 of the Non-Public Safety group.
Funded Status Update
Following is an update on the Plan's funded status, as of July 1, 2011, as compared to last year(bottom of
page 1 and page 5):
Funded Ratio Current Year—July 1, 2011
Public Safety Non-PS Total
PV of Accumulated Plan Benefits: $15,287,025 $5,490,256 $20,777,281
Fair Market Value of Plan Assets: 16,224,502 5,916,216 22,140,718
(Shortfall)/Excess of Assets: 937,477 425,960 1,363,437
Funded Ratio: 106% 108% 107%
Funded Ratio Prior Year—July 1, 2010
Public Safety Non-PS Total _
PV of Accumulated Plan Benefits: $14,043,414 $4,979,646 $19,023,060
Fair Market Value of Plan Assets: 7,293,314 3,560,706 10,854,020
(Shortage)/Excess of Assets: (6,750,100) (1,418,940) (8,169,040)
Funded Ratio: 52% 72% 57%
People's United Bank,Retirement Services
ii
INTRODUCTION (continued)
Plan Experience—Liabilities—Payroll Data changes—Impact on Contribution
This year's liability measurements are less than were anticipated last year. Extensive analysis of each
group's liability found that the reduction is due to a reduction in payroll, although the reduction is for
varying reasons:
Non-Public Safety — Employee turnover, retirements and VMERS transfers — once these
were accounted for, payroll increased for those who remain in the plan
Public Safety — Employee turnover and retirement, but of greater impact was a reduction in
reported overtime and a reduction in reported base pay, as compared to last year. We asked
the City to verify its reporting of Public Safety payroll for this year and last year. Their findings
were that:
• The City's reporting of last year's data, provided prior to the completion of the
City's transition to new Management, overstated both base pay and overtime;
• Overtime this year of approximately 3% of payroll is correct, but is also less due
to the City's efforts to reduce overtime;
• Overtime in the future is expected to be similar to this year's overtime, but may be
greater in FY 2011-2012 year due to additional training for the City's fire
department employees.
Following are the specifics for each group:
Non-Public Safety: Total payroll decreased from approximately $2.516 million to $2.318
million as compared to the expected 4% increase to $2.617 million. Active participants
decreased from 52 to 40, reflecting retirements, turnover, VMERS transfers. Adjusting for the
change in the group, we found that liabilities of those that remain in the Plan were about as
expected, actually slightly higher, reflecting payroll changes as anticipated.
Public Safety: Total payroll decreased by 15.4% from approximately $4.360 million to
$3.687 million as compared to the expected 4% increase to $4.534 million. Active
participants decreased from 76 to 72. Adjusting for change in the group, we found that
although the change in actives accounted for about 15% of the reduction, the decrease was
largely due to last year's incorrect reporting of both base pay and overtime.
Had liabilities been as expected in this last year, the recommended contribution for FY 2011-2012 would
have been approximately$747,000 (vs. $500,000), a savings of approximately 4.1% of current payroll.
Actuarial Assumptions and Funding Method
The assumptions and funding method underlying the valuation are outlined on page 6. No changes have
been made since the last valuation. Each year's experience will continue to be reviewed in comparison
with experience anticipated under the assumptions, mainly in regards to investment experience, employee
turnover/retirement and compensation growth, with changes being made as needed in consideration of
such experience (over the long term), combined with the City's expectation for the future.
Participant Data
Participant data listings will be sent separately at the same time as individual participant benefit
statements are prepared.
People's United Bank,Retirement Services
iv
CITY OF SOUTH BURLINGTON
RETIREMENT INCOME PLAN
ACTUARIAL VALUATION AS OF
JULY 1, 2011
RECONCILIATION OF PARTICIPANT COUNT
PUBLIC NON-PUBLIC
SAFETY _ SAFETY TOTAL
A. RETIREES AND BENEFICIARIES CURRENTLY RECEIVING BENEFITS:
1. Retirees and beneficiaries at prior valuation date: 17 28 45
2. New retirees and beneficiaries: 4 3 7
3. Retirees Deceased: 0 0 0
4. Retirees and beneficiaries at current valuation date(1+2-3): 21 31 52
B. TERMINATED VESTED AND INACTIVE BUT STILL EMPLOYED PARTICIPANTS:
1. Terminated vested participants at prior valuation date: 5 22 27
2. New terminated vested participants: 1 7 8
3. Participants moved to inactive status but not yet terminated: 0 6 6
4. Participants retired, cashed out or moved back to active status: 0 2 2
5. Terminated vested participants at current valuation date(1+2+3-4): 6 33 39
C. ACTIVELY EMPLOYED PARTICIPANTS:
1. Active participants at prior valuation date: 76 52 128
2. New participants(including transfers in): 2 3 5
3. Participants retired: 4 2 6
4. Participants moved to VMERS: 0 5 5
5.Terminated with vested benefits due in future: 1 7 8
6.Terminated with vested benefits and cashed out: 1 0 1
7. Participants transferred out: 0 1 1
8. Active participants at current valuation date(1+2-3-4-5-6-7): 72 40 112
D. TOTAL PARTICIPANTS(A+B+C): 99 104 203
E. AVERAGE AGES:
1. Retirees and Beneficiaries: 61.14 70.45
2. Terminated or Inactive participants with vested benefits: 37.17 49.03
3. Active participants: 37.44 51.20
F. AVERAGE MONTHLY BENEFITS:
1. Retirees and Beneficiaries: 2,465.37 739.01
2. Terminated or Inactive participants with vested benefits: 676.87 693.31
3. Active participants:* 2,287.40 1,930.13
G. AVERAGE YEARS OF SERVICE FOR ACTIVE PARTICIPANTS: 9.26 12.50
* Average of benefit expected at retirement age, based on current compensation and service at retirement
Page
People's United Bank, Retirement Services
11/3/2011
CITY OF SOUTH BURLINGTON
RETIREMENT INCOME PLAN
ACTUARIAL VALUATION AS OF
JULY 1,2011
DETERMINATION OF RECOMMENDED EMPLOYER CONTRIBUTION
PUBLIC NON-PUBLIC
DETERMINATION OF NORMAL COST SAFETY _SAFETY TOTAL
1. Actuarial Present Value of Future Benefits:
(a) Inactive Participants 7,174,313 3,585,594
(b) Active Participants 12,182,417 4,743,664
(c) Total 19,356,730 8,329,258
2. Actuarial Asset Value: 16,224,502 5,916,216
3. Present Value of Future Employee Contributions: 1,714,306 0
4. Unfunded Entry Age Accrued Liability: 313,079 898,193
5. Present Value of Future Normal Cost(1c-2-3-4): 1,104,843 1,514,849
6. Present Value of Future Payroll: 26,373,940 21,629,208
7. Normal Cost Accrual Rate(5/6): 4.1891% 7.0037%
8. Current Payroll: 3,687,115 2,317,761 6,004,876
9. Normal Cost(7"8): 154,459 162,329 316,788
FRESH START OF UNFUNDED ACCRUED LIABILITY
PUBLIC NON-PUBLIC
SAFETY SAFETY TOTAL
1. Fresh Start Date: 1-Jul-11 1-Jul-11 1-Jul-11
2. Entry Age Accrued Liability at Valuation Date: 16,537,581 6,814,409 23,351,990
3. Plan Assets: 16,224,502 5,916,216 22,140,718
4. Unfunded Entry Age Accrued Liability at Valuation Date(1-2) 313,079 898,193 1,211,272
5. Fresh Start Unfunded Accrued Liability(actual, but not less than zero,
not more than Plan Total Unfunded EAAL): 313,079 898,193 1,211,272
6. Recommended Amortization period as of Fresh Start Date: 10 10 10
7. Recommended annual amortization payment: 42,429 121,725 164,154
MINIMUM RECOMMENDED EMPLOYER CONTRIBUTION
Minimum based on 10-Year Amortization of Unfunded Entry Age Accrued Liability:
1. Normal Cost: 154,459 162,329 316,788
2. 10-Year Amortization of Unfunded Accrued Liability: 42,429 121,725 164,154
3. Interest to Expected Payment Date: 7,383 10,652 18,035
t4 lfi numemd Cnb..�ubonTt� J t�O� � . � 20279 � �� 4,7 � 47:41879""71
5. Minimum Contribution as Percentage Payroll: 5.5% 12.7% 8.3%
Employer Contribution amounts are anticipated to be paid on or before December 31, 2011. Mandatory
Employee Contributions are payable during the year, deducted from employee earnings and deposited
regularly into the Trust.
Page 4
People's United Bank, Retirement Services 11/3/2011
CITY OF SOUTH BURLINGTON
RETIREMENT INCOME PLAN
ACTUARIAL VALUATION AS OF
JULY1, 2011
ACCUMULATED BENEFITS AND ASSETS UNDER FINANCIAL ACCOUNTING STANDARD NO. 35
A. ACTUARIAL PRESENT VALUE OF ACCUMULATED PLAN BENEFITS AS OF VALUATION DATE:
PUBLIC NON-PUBLIC
SAFETY SAFETY TOTAL
Actuarial present value of vested accumulated Plan benefits
Inactive Participants(Retirees,Term Vested): 7,174,313 3,585,594 10,759,907
Actively employed participants: 7,912,662 1,838,974 9,751,636
Total: 15,086,975 5,424,568 20,511,543
Actuarial present value of non-vested accumulated Plan benefits: 200,050 65,688 265,738
Actuarial present value of total accumulated Plan benefits: 15,287,025 5,490,256 20,777,281
Plan assets available to provide accumulated benefits: 16 224,502 5,916,216 22 140,718
Funded}fatl0R .. j � fa%t to t `1 1°��' "
...,_ m,���._� �,.,>..,._ ..,N�..�, � � ,..»:�k.�., .��.� ��.��,��:�`� �,. ..,x�,�«,� 06"',r,� �.A`� `�..�VONVIE W
B. CHANGE IN ACCUMULATED BENEFITS FROM PRIOR VALUATION DATE TO CURRENT VALUATION DATE
Total present value of accumulated benefits at prior valuation date: 14,043,414 4,979,646 19,023,060
Benefits paid: (585,732) (246,444) (832,176)
Passage of time (interest accrued): 1,031,291 364:232 1,395,523
Assumptions change: 00, 0
Plan changes: 0 0 0
Benefits accumulated due to employee service, salary experience,
retiree COLA adjustments, mortality/turnover experience: 798,052 392,822 1,190,874
Total present value of accumulated benefits at current valuation date: 15,287,025 5,490,256 20,777,281
C. ACTUARIAL ASSUMPTIONS AND VALUATION DATE
Current actuarial valuation date: July 1,2011
Actuarial present value interest rate: 7.50%
Mortality table used in determining actuarial present values: IRC Section 430 2009 Mortality Optional Combined
Changes in actuarial assumptions from prior valuation date: None
Plan changes not reflected at prior valuation date: Certain participants transferred to VMERS *
* Certain employees have become inactive, as of 1/1/11,with future benefits being earned under the Vermont
Municipality Employee Retirement System. This had no impact on Accumulated Benefits since benefits
accumulated through 1/1/2011 are frozen and under this Plan.
Page 6
People's United Bank, Retirement Services 11/3/2011
CITY OF SOUTH BURLINGTON
RETIREMENT INCOME PLAN
ACTUARIAL VALUATION AS OF
JULY 1, 2011
•
SUMMARY OF PRINCIPAL PLAN PROVISIONS-PUBLIC SAFETY EMPLOYEES
PLAN EFFECTIVE DATE: December 1, 1972
ELIGIBILITY.: Immediate at Employment
EMPLOYEE CONTRIBUTION RATE: Mandatory 6.5%of Plan Compensation
NORMAL RETIREMENT AGE: Retirement*on or After Age
Prior to July 1, 2001 60
*or other termination of service July 1, 2001 55
July 1,2005 54
July 1,2007 53
July 1,2009 52
July 1,2010 51
July 1,2011 50
BENEFIT FORMULA: 2.5% of average annual compensation per Year of
Service with Police or Fire departments up to 25 years.
POST-RETIREMENT COLA AND SOCIAL SECURITY OFFSET FOR
PARTICIPANTS RETIRING ON OR AFTER NORMAL RETIREMENT DATE:
Participants whom retire on or after Normal Years of Service at later PIA Offset
Retirement Date will receive an annual increase of 6/30/02 or Retirement Percentage
in their monthly benefit of 3% until Social 25 or Less 50%
Security benefits commence. Upon 26 45%
commencement of Social Security, the Plan 27 40%
benefit is reduced by a fraction of the 28 35%
Participant's Social Security Benefit based on 29 30%
the Participants Years of Service at retirement, 30 or more 25%
AVERAGE ANNUAL COMPENSATION Plan Compensation*is averaged over high three consecutive
years of service. Compensation is annualized for years in
*Effective July 1, 2009, Plan Compensation which the Participant completes less than 2,000 Hours of
includes overtime up to 25%of Base Pay. Service, but at least 1,000 Hours of Service.
NORMAL ANNUITY FORM: Life Annuity
ACCRUED BENEFIT DEFINITION.. Unit Credit Accrual, based on Years of Service
completed at determination date
EARLY RETIREMENT: Age 50,Accrued Benefit reduced 10% per year for
benefit commencement prior to Normal Retirement Date
DISABILITY:: Actuarial Equivalent of Accrued Benefit
PRE-RETIREMENT DEATH BENEFIT: Actuarial Equivalent of Accrued Benefit
VESTING: 7-Year Graded-20%after 3 years,20% per year
thereafter, 100%after 7 years.
People's United Bank, Retirement Services Page 11/3/2011
October 26,2011
As part of the 4/11/11 Management Letter submitted by RHR Smith and Company(City's auditor) to the City of
South Burlington City Council Smith identified, "certain matters or deficiencies in internal control that we
considered necessary to mention."
"A control deficiency exists when the design or operation of a control does not allow management or employees,
in the normal course of performing their assigned functions, to prevent or detect misstatements on a timely basis.
A significant deficiency is a control deficiency, or combination of control deficiencies, that adversely affects the
entity's ability to initiate, authorize, record,process, or report financial data reliably in accordance with generally
accepted accounting principles such that there is more than a remote likelihood that a misstatement of the entity's
financial statements that is more than inconsequential will not be prevented or detected by the entity's internal
control."
"A material weakness is a significant deficiency, or combination of significant deficiencies, that results in more
than a remote likelihood that a material misstatement of the financial statements will not be prevented or detected
by the entity's internal control."
What follows is the City of South Burlington Administration's update on our ro ress in resolvin the issues
identified in the RHR Smith Management Letter. ii `f lS hir tr
In addition, City Treasurer will be opening(or has opened)some new bank accounts to segregate revenue. There
will be at least a General Fund account, Water Pollution Control account, Stormwater account, Impact Fee
account, and Donations account. Water is currently in its own account. This is being done to eliminate the co-
mingling and unauthorized transferring of revenues. When a short-term transfer is needed and appropriate there
will be a formal and tracked transfer of funds. Last item on page four is new issue identified as part of the FY
2011 audit.
Control deficiency:
1. Investment Policies: Done
The City does not have any clear guidance to invest its excess cash dollars during the fiscal year. The City can
and does have excess cash at any time. We recommend the City establish policies and procedures governing
these dollars in order to comply with state and federal regulations ensuring the following standards of safety,
liquidity and yield.
2. Fund Balance Policy: Undesignated Fund Policy to Council in FY 12. If approved, funded in FY
13
As a result of recent audits, and with discussion with the City management on desired carryover of fund balance,
we recommend that the City develop a fund balance policy to meet the everyday needs of the City. The policy
should consist of a general fund balance policy which will include what the City would maintain as undesignated
fund balance, and then a reserve fund balance policy which would take into consideration all aspects of City
reserves including but not limited to, capital (by department), debt service, special ordinances, special requests of
the community, and other designations to meet the everyday and long term needs of the City.
3. Capital Plan: Partial Done Vehicles and Some Equipment. Expand to some buildings for FY
2013
The City should review its current capital and infrastructure needs short term and long term from all City
departments. By this we mean that the City should create a list of major capital items it may need to replace in
the upcoming years with an estimated replacement cost. We recommend that the City incorporate this into a
formal five or more year plan,thus a Capital Plan.
1
financial reports of their respective funds.
12. Equity Interest in City Managers House: Council Voted to initiate collection
While performing the audit for the above mentioned year end, it was noticed that the City entered into an
agreement upon hiring the former City Manager. The City, according to the contract, lent money to the Manager
to purchase the house. Upon separation of service, the loan was to be repaid, by various options outlined in the
contract in full. The City Manager retired in 2010. It appears the City Manager repaid the loan in its entirety.
Based on that same agreement,the City was also to maintain an equity interest in the house to be repaid according
the terms outlined in that same agreement. As of June 30, 2010 it appears the City has not been repaid its equity
interest in the house. The City should review the agreement in place with the former City Manager and determine
if in fact it is owed its share of equity interest.
13. Journal Entries: Done
While testing internal controls at the City we noted that the person responsible for maintaining the City's general
ledger also approves then enters journal entries to update and correct this general ledger. Proper accounting
controls require independent approval of all journal entries before entering in the general ledger. We recommend
that the City review its current fiscal staffing and consider restructuring duties and responsibilities.
14. Employee Loans: Done
While performing the audit for the above mentioned year end, it was noticed that the City entered into agreements
with various employees upon hire. This has been a past practice at the City to use this as an incentive to recruit
employees. While we understand that this practice has been accepted at the City,we caution the City that it is not
a lending institution and recommend that the City discourage this practice going forward of lending employees
public monies.
Material Weaknesses:
15. General Ledger Reconciliations: Done
All general ledger accounts should be reconciled on a monthly basis and when necessary to subsidiary ledgers. At
the time of fieldwork various general ledger accounts including interfund payables and receivables from its fiscal
software did not reconcile. It appears that this was caused by lack of time and attention paid to these
reconciliations. The City should reconcile within 15 days from month end its general ledger accounts and all
taxes to the Tax Receivable register provided by its fiscal software. We recommend all postings and updates be
reviewed by the City's finance officer before posting.
16. Bank reconciliations: Reconciliation being done
The City at the time of audit fieldwork was still behind in various cash reconciliations. We consider this area
crucial in the City's processing of accurate financial information. We recommend that the City perform all cash
reconciliations on its financial software within 15 days of month end. We recommend that the City review its
current fiscal staffing and consider restructuring duties and responsibilities.
17• ;If ` ° ` x a : In Process - estimated completion by 12/1/11
The City currently does not maintain a formal process for an allowance account for bad debt for the ambulance
accounts receivable. We recommend the City review the ambulance receivables on a regular basis and implement
a process whereby the accounts are recognized based on collectability. This should include a procedure whereby
the City determines when items are determined uncollectible and when it is appropriate to write them off. We
also recommend that the City review its current aging reports for its ambulance billings to determine accuracy and
uncollectability.
3
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Offig4
southburlington
PUBLIC WORKS
MEMO
To: City Council
From: Justin Rabidoux,Director
Date: November 4,2011
Re: US2/Williston Road Circulation Study&Complete Streets Analysis
The City of South Burlington,in conjunction with the Chittenden County Regional Planning
Commission,wanted to explore in detail the possibility of implementing a Complete Street
concept for Williston Road(US 2)between Dorset Street and Kennedy Drive.Complete streets in
general are designed and operated to enable safe access for all users.Pedestrians,bicyclists,
motorists and transit riders of all ages and abilities must be able to safely move along and across a
complete street.The Williston Road Complete Street Study looked at possible options for
increasing bicycle and pedestrian accommodations while continuing to serve vehicle traffic by
eliminating one vehicle travel lane and adding a designated bike lane.
The purpose was to analyze and document the feasibility of reducing the number of travel lanes
on Williston Road on two distinct segments,from 1)Dorset Street to Hinesburg Road(the
western segment),and 2)Hinesburg Road to Kennedy Drive(eastern segment),Analyses were
conducted for current conditions and for the impact of future City and Regional projects on
Williston Road traffic conditions.
A Steering Committee was formed to guide the process and prepare its final findings.The
Committee was made up of
• Eleni Churchill,RPC
Jason Charest,RPC • Bill Bissonette,Business
• Owner
• Donna Leban,Rec Path • Justin Rabidoux,Public
Committee Works
• Chris Shaw,Planning • Mark Smith,Resource
Commission Systems Group
• Meaghan Emery,City
Council
At Monday's meeting the findings will be presented by the project's consultant,RSG,and the
Council and public will have an opportunity to comment.
575 Dorset Street South Burlington, VT 05403 tel 802.658.7961 fax 802.658.7976 www.sburl.corn
Physical Address: 104 Landfill Road South Burlington
•
CIGNA
Proposed Benefits
Product: Open Access Plus
Situs State: VT Effective Date: 01/01/2012
Category Description In Network Out of Network
Medical Benefits Open Access Plus Copay
Modular Medical Management Program PHS+
Office Visit Copay NA
Primary Care Copay $20
Specialty Care Copay $30
Coinsurance 80% 60%
Hospital IP Copay-Per Admit $300
Hospital IP Deductible-Per Admit $300
Hospital IP Copay Per Day NA
Hospital IP Deductible-Per Day NA
Maximum Reimbursable Charge Option 1 -80th
percentile Incl NSP&
Collective Deductible/OOP Admin Option NO NO
Combined Medical/Pharmacy Deductible/OOP Admin NO NO
Option
Annual Individual Plan Deductible $250 $500
Annual Family Plan Deductible $500 $1,000
Deduct Accumulator No Cross Accumulation No Cross Accumulation
OOP-Individual Maximum Amount $1,500 $2,500
OOP-Family Maximum Amount $3,000 $5,000
OOP Max-Accumulator No Cross Accumulation No Cross Accumulation
OOP Max Ded Includes Ded Includes Ded
OOP Max Copays Includes Copays Excl Copays
Unlimited
Lifetime Maximum Amount
Lifetime Maximum-Annual Reinstatement Amount NA
Outpatient Facility Copay $200
Outpatient Facility Deductible $200
Emergency Room Copay $150
Emergency Room Deductible $150
Urgent Care Copay $25
Urgent Care Deductible $25
Emergency Room/Urgent Care Plan Ded Applies Admin NO NO
Option
Other Health Care Facility IP Maximum Days 60
Diagnostic Lab/Radiology(Independent/Outpatient/In Ded/Coins or OV applies Ded/Coins or OV applie
Office)Coverage
MRI,CT PET Scans Copay $0 $0
Lab/Radiology Mid-Point Coins Option Coinsurance NA NA
Home Health Care Maximum Days Unlimited
SIF# 27840 Page 15 of 25 10/27/2011
n:
w
1G
Proposed Benefits
Product: Open Access Plus
Situs State: VT Effective Date: 01/01/2012
Category Description In Network Out of Network
Medical Benefits Open Access Plus Copay
Percent of Medicare Eligible NA
Integrated Personal Health Team A(iPHT A)Clinical Excluded
Program
Your Health First Clinical Program 200
Health Advisor Clinical Program Excluded
Well Aware Program(Diabetes) Excluded
Well Aware Program(Cardiac) Excluded
Well Aware Program(Asthma) Excluded
Well Aware Program(Low Back Pain) Excluded
Well Aware Program(COPD) Excluded
Well Aware Program(Weight Complications) Excluded
Well Aware Program(Targeted Conditions) Excluded
Well Aware Program(Depression Management) Excluded
Incentive Points Program Excluded
24HIL Included
Healthy Rewards Included
LifeSource Organ Transplant Network Transplant Included
Program
Language Line Included
Transition of Care Included
Case Management Included
Provider Channeling Included
Away From Home Care Included
Drugstore.Com Included
Pharmacy Benefits CIGNA PharmacyPlus 3-Tier Copay
Plan Buy Up Option Coinsurance NA
Retail-Generic Copay $10
Retail-Brand Copay $30
Retail-Non Preferred Copay $50
Mail Order-Generic Copay $30
Mail Order-Brand Copay $90
Mail Order Copay-Non-preferred $150
Retail-Individual Buy Up Option Deductible NA
Retail-Family Buy Up Option Deductible NA
Retail-Individual Deductible $100
Retail-Family Deductible $300
OOP-Individual Maximum NA NA
SIF# 27840 Page 17 of 25 10/27/2011
CIGNA
Proposed Benefits
Product: Open Access Plus
Situs State: VT Effective Date: 01/01/2012
Category Description In Network Out of Network
MH/SA Benefits OA Plus MHSA Combined
MH/SA OP&MH Group Therapy Combined Maximum Unlimited
Visits
MH Grp Therapy Copay $20
MH Grp Therapy Coinsurance NA 60%
MH/SA OP Tiered Copay Option Excluded
MH/SA OP Tier 1 Copay NA
MH/SA OP Tier 1 Visits(1 to J Maximum NA
MH/SA OP Tier 2 Copay NA
MH/SA OP Tier 2 Visits(Tier 1 Max to_)Maximum NA
MH/SA OP Tier 3 Copay NA
MH/SA OP Tier 3 Visits(Tier 2 Max to_)Maximum NA
Standard IP Review/Case Mgmt UR Program Included
OP Review/Case Mgmt Buy Up 1 UR Program Excluded
OP Review/Case Mgmt Buy Up 2 UR Program Excluded
Transition of Care(90 day period) Included
SIF# 27840 Page 19 of 25
10/27/2011
CITY COUNCIL 17 OCTOBER 2011
The South Burlington City Council held a regular meeting on Monday, 17 October
2011, at 7:00 p.m.,in the Conference Room, City Hall, 575 Dorset St.
Councilors Present: S. Dooley, Chair; M. Emery, J. Knapp, P. Engels, R. Greco
Also Present: S. Miller, City Manager; R. Rusten, Assistant City Manager; D. Kinville,
City Clerk; K. Murphy, City Manager's Staff; P. Conner, Director of Planning &Zoning;
Chief T. Whipple, Police Department; J. Rabidoux, Public Works Director; M. Young, T.
Barritt, G. Quimby, M. Beaudin, R. Kay, D. Coriell, B. Bull, K. Statzen, J. Pasakow, E.
Milizia, L. Brand, J. Curtis, B. Stuono, B. & E. Schuele, J. Zaetz, P. Taylor, M. Boucher
1. Executive Session:
Mr. Knapp moved that the Council meet in Executive Session to discuss personnel,
contract negotiations, and litigation. Ms. Emery seconded. Motion passed unanimously.
Regular Session:
Mr. Knapp moved that the Council exit executive session. Ms. Emery seconded. Motion
passed unanimously.
1. Agenda Review:
Mr. Miller said there is a possibility of an agreement in principle between the City of
South Burlington and the City of Burlington regarding the Airport.
2. Comments & Questions from the Audience, not related to Agenda items:
Mr. Pasakow, representing the South Burlington Rotary, thanked the City Council for its
support of the benches that have been placed along the Rec Path. There are 21 benches
and 5 signs which have received a wonderful response from the public.
It was noted that the bushes in Overlook Park have grown so high they are blocking some
of the view. Mr. Rabidoux said he would look into that.
3.Announcements & City Manager's Report:
Ms. Emery: The Channel 17 Board will meet on Thursday. Mr. Engels will also attend as
alternate.
A citizen has expressed concern to her about the amount of dead wood in Red
Rocks Park and the potential fire hazard. Mr. Rabidoux said he would ask the Fire
Department to look into this.
CITY COUNCIL
17 OCTOBER 2011
PAGE 3
Tim Barritt- 15 years on the Corrections Liaison Committee and 6 years on the
Library Board (he is now on the DRB)
Marcel Beaudin- 14 years on the Planning Commission, 6 years as Regional
Planning Commission representative (now on the Design Review Committee and
alternate to the Regional Planning Commission)
Randall Kay- 12 years on the Planning Commission
Gayle Quimby- 12 years on the DRB, 4 years on the Planning Commission
Ethel Scheele - 38 years on the Red Rocks Park Committee
Bill Wessel - 27 years as representative to the Chittenden County Transportation
Board of Commissioners (still serving as alternate)
Rosemary Perkett - 14 years on the Recreation/Leisure Arts Committee
Bill Cimonetti - 8 years on the Recreation/Leisure Arts Committee
John Dinklage - 15 years on the DRB
5. Public Hearing on Amendments to the City Charter, Amend Sections 13-
1304(c) & 13-1309, Delete Section 13-1903; second reading of same:
Mr. Knapp moved to open the public hearing and to waive reading of the amendments.
Ms. Emery seconded. Motion passed unanimously.
Mr. Miller briefly explained the amendments.
There was no public comment.
Mr. Knapp moved to close the public hearing. Ms. Emery seconded. Motion passed
unanimously.
6. Special Election December 6,2011 -Ballot/Warning Actual Language (to
be finalized):
Mr. Miller explained that Articles 1 & 2 relate to the Charter change. He asked Mr.
Conner to explain the third article.
CITY COUNCIL
17 OCTOBER 2011
PAGE 5
Ms. Emery moved to approve the language for the ballot items, including the authority to
adjust and correct the acronym. Mr. Knapp seconded. Motion passed unanimously.
7. Consider approval of a Municipal Planning Grant FY2012:
Mr. Conner said the city would be applying for$15,000 to update the capital budget
program and TIF potential. A $3500 match is required and is in the FY12 budget.
Ms. Emery moved to approve application for a Municipal Planning Grant as presented.
Mr. Knapp seconded. Motion passed unanimously.
8. First Reading of Amendments to the Motor Vehicle Ordinance, Section 25,
addition of a 3-way stop at Farrell & Eastwood Drive:
Mr. Rabidoux noted that currently there is only a stop for southbound traffic.
The public hearing would be on 7 November.
Mr. Rabidoux noted this is a very "non-standard" intersection.
Mr. Barritt expressed concern that it will add more gas and pollution to that intersection
and more noise from people accelerating. He felt it works well now.
Another audience member thanked the city for this initiative and for trying to calm traffic
in East Woods. He felt the need is to weigh in on the side of public safety.
Mr. Knapp moved to waive the first reading and set a public hearing for 7 November
2011. Ms. Emery seconded. Motion passed unanimously.
9. Discuss Proposed Draft Motor Vehicle Ordinances Changes and Offenses
and Miscellaneous Provisions Ordinance to Get Sense from Council Whether to
Pursue:
Chief Whipple said the Department wants to know if they are going in the right direction.
The revisions would include a"don't block the box"regulation for 2 troublesome
intersections and a cleaning up of all parking prohibitions. He noted that if a city has
specific regulations, it receives a portion of collected fines. He also cited the need to hold
people accountable and to provide a deterrent.
CITY COUNCIL
17 OCTOBER 2011
PAGE 7
Mr. Stuono said it is hard to get things done at the DRB with only 5 members present.
He also suggested looking at alternates.
Ms. Emery suggested leaving out a number as often work done outside a meeting is just
as important as work at a meeting.
Mr. Knapp said the city appoints adults to its boards and they don't have to be told about
attendance. He suggested providing an orientation for all new board members.
Ms. Milizia said she thought it would be good to have committee orientations coming
from the Council so people know what meeting protocols are.
Ms. Greco said that the 50% should be replaced with 75% with the expectation that it be
100%.
On p. 3, #6, it was suggested that a person's attendance be for a full term, instead of only
24 months.
Ms. Dooley suggested requesting city staff assisting as an option. Mr. Miller said he
didn't feel city staff should be assessing committee members' performance.
Ms. Emery suggested a new#6 on page 6 as follows: Each member is expected to respect
and promote the smooth functioning of the entity through open communication, civil
discourse and recognition of the public purpose of the entity.
Ms. Greco moved to approve the committee attendance policy as drafted and amended
above. Mr. Engels seconded. Motion passed unanimously.
12. Consider Approval of an Entertainment Permit: Higher Ground:
Mr. Miller explained that the event will be on 30 October, 5-9 p.m. and will be a Comedy
Central Show. One security person will be provided for every 75 attendees.
Mr. Statzer said the event will include a carnival and music. It is being done for 12
college towns and is free to the public. Events such as these have raised $1,500.000 for
flood victims.
Ms. Emery moved to approve the Entertainment Permit for Higher Ground as presented.
Ms. Greco seconded. Motion passed unanimously.
13. Minutes of 26 September and 3 October 2011:
CITY COUNCL
17 OCTOBER 2011
PAGE 9
18. Resume Regular Session:
Council returned to regular session. As there was no further business Mr. Knapp moved
for Council adjournment. Ms. Dooley seconded. Motion passed unanimously. Council
adjourned.
Clerk
A
R S G Williston Road Complete
Street Study
1
4 es , nto` e+ CountjF
November t2.ou
4
emir*/ county
Regional Pla nmrg W rn"naaion
Presentation Overview
Project Purpose and Phase I Overview
Study Area and Cross Sections
Conclusions and Recommendations
Analyses of Entire Corridor
•Crash Summaries
•Speed Study
•Roadway Schematics
•Traffic Analysis for Entire Corridor
Analysis of Eastern Corridor Segment
•Roadway Schematics
•Traffic Analysis for Eastern Segment
Dorset Street Lane Assignment Changes
aiRSG
Project Purpose and Phase I Overview
Evaluate the feasibility of a"Complete Streets"concept for
Williston Road—Dorset Street to Kennedy Drive
•Reduce number of travel lanes from 4 to 3
•Add bike lanes
•Retain existing roadway width(curb to curb)
Current Phase I:Technical Feasibility of Complete Streets
•Congestion,Capacity and Safety Analyses
•Develop Schematic Plans
•Steering Committee input
•Presentation to City Council-decision on next steps
1
Pave Market Street&Continue to plan for frontage roads
•Local roadway connections are crucial to reducing traffic on Williston Rd
Prohibit eastbound left turns onto Patchen Rd
Upgrade pedestrian signals along the corridor (2012 Paving)
Following further evaluation,change lane designation for
westbound traffic at Dorset St
•Existing:2 LT,1 Thru,1 Thru/RT
•Proposed:1 LT,2 Thru,1 Thru/RT
Phase II:Conduct a comprehensive Access Management Plan
for the western segment with participation of all area
businesses and property owners
aiRs(;
Safety Analyses-Western Segment 4
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3
Traffic Performance Summary for Entire Corridor
Implementing Complete Streets for entire study corridor will
create the following conditions:
•Increased Congestion—vehicles can not enter the corridor at various
approaches(e.g.,Dorset St,Kennedy Dr)
•Williston Rd/Hinesburg Rd intersection experiences the worst congestion
Long delays and queues at all approaches to the intersection
•Williston Rd/Kennedy Dr goes from an overall LOS C to a LOS F
Long delays and queues for westbound traffic at the intersection
For a Complete Street road cross section to succeed a 39%
reduction in traffic is needed
1R 5t,
How can Williston Road traffic be reduced?
Concepts from the US 2 Corridor Study(2007)
•Looked at the effects of Previously Identified Projects(PfPs)and
Additional Concepts
PI Ps:Exit 12B,Circ Highway,Tilley Drive Connector,Champlain Parkway,
Airport Extension,3 lanes on Interstate,etc.
-Additional Concepts:New local Street between Patchen Road and the
Holiday Inn,1-189 U-Turn at Exit 13,etc.
•PIPs and Additional Concepts reduce traffic on Williston Road by 24%
to 31%
Complete Streets at Eastern Segment-Geometric Layout
Transition to Complete Street east of Hinesburg Road
aar
gr
11
5
Next Steps
Steering Committee Meeting#1:Kick-off(March)
Data Collection(March-April)
Schematic Plans,Traffic Analysis 2011 and Future Conditions 2021
Steering Committee Meeting#2:Present Results of Traffic and Safety
Analysis(June)
Additional analyses for Eastern Corridor Segment
Steering Committee Meeting#3(September)
City Council Meeting(November 7)
Draft Report(December)&Public Comment Period
Final Report(February)
Phase II?
MIRSG:
Contact Information
Justin Rabidoux-South Burlington, Director of Public Works
irabidoux@sburl.com
Eleni Churchill-CCRPC,Senior Transportation Planning
Engineer
echurchill@ccrnno.org
Mark Smith-RSG,Consultant Project Manager
msmith@rseinc.com
aliRSG
Thank You
Comments? Questions?
7