Budget Work Session - Goals August 13, 2012

• Budget Calendar • MFR • Update on Goals Document • Goals & Objectives considered for inclusion in

Capital Plan and FY 2013 Budget

• September 10 – Water and Refuse Rates; 2012 Tax Levy

• September 24 – Revenue and Expense Projections • October 10 – Budget Q&A and External Agency

Requests • November 12 – Capital Improvement Plan • November 19 – Public Hearing & 1st Reading Tax

Levy • December – Approve the 2013 Budget

• Caveats - Preliminary information provided: Introductory information Still one month (two work sessions) before proposed budget

submitted Still three months (four work sessions) from adopting

Accomplishments are written to address work completed in 2012.

Information is preliminary – still working to balance revenues and expenditures.

Before proposed budget is presented to Council items may change.

Managing for Results is a system designed to deliver desired results, and achieve goals and priorities in a manner that provides for

continuous improvement and assures efficiency, effectiveness and accountability.

• Align Budget with Strategic Priorities and Goals • Allocate Resources • Implement Strategies and Action Plans • Deliver Services • Survey Customers and Employees • Monitor Program and Budget Performance

• Policy Document • Financial Plan • Communications Device • Operations Guide

The document should include clearly stated objectives and

measures of progress.

2012 Accomplishments • New Human Resource/Risk manager • PIO focus on website and social media – 100%

increase in followers • Contract approved with IAFF • Developed comprehensive plan of work to

implement Council goals

2013 Objectives • Add position of Customer/Development Services

Coordinator: Being proactive Improve customer services Promote quality and supportive business and development

environment Improve customer service to the development community Implement NED improvement strategy

• Implement citizen survey

2012 Objectives • Review the Personnel Policy for Exempt and Non-Represented

Employees • Evaluate the City’s self-insured property, liability and worker’s

compensation practices and investigate the costs and means by which other comparable cities are administering the same. Prepare PFP for third-party worker’s compensation administrator

• Develop comprehensive loss control program • Create and implement an on-line application process • Review City organizational structure and identify changes to increase

efficiency • Evaluate methods to reduce/control healthcare costs • Formalize policy and procedures manual.

2012 Accomplishments 50 ordinance amendments, 7 zoning map, 21 variances, 2 special

use, 21 site plan/ landscape, 5 subdivision plats, 2 CPDD, 2 drive thru.

Implemented new floodplain regulations Established Downtown Strategic Plan coordination group New demolition code requirements Provided recreation programming to 85,038 participants Handivan service to 21,558 riders Transit service to 151,804 riders A&E proposals for new transit facility and Amtrak Depot

addition

2012 Accomplishments Completed paintcraft remediation project Sale of 18 vacant lots and two HUD homes Redevelopment criteria for OT Johnson site New redeveloper agreements for three TIF projects Prepared and bid solid waste service

2013 Objectives • Work with developers for low interest/no interest subdivision

infrastructure loan program to assist in developing new residential. • Complete analysis of potential housing program activities and submit

report to City Council. • Review the most current editions of the International Residential Code,

International Building Code, International Mechanical Code, International Fuel Gas Code and National Electrical Code.

• Consider the development of a dedicated funding source for Park and Recreation Divisions to cover the costs of needed major equipment/building replacement and new capital improvement projects

• Upgrade the existing insulation at the Lakeside Recreation Facility and add wall covering to avoid future damage to the insulation.

• Complete the project replacing the existing heating and ventilating system at Hawthorne Pool.

• Perform architectural/engineering analysis performed on all recreation facilities that would determine the needs to upgrade the existing buildings from a maintenance standpoint, make recommendations on suggested upgrades/improvements for new activities at the existing facilities and/or new facilities and provide estimated costs for the various activities/projects

• Coordinate the design and construction of a new transit maintenance facility.

• Coordinate the design and construction of the renovation of the Amtrak Depot (enclosure of the south porch area)

• Administer the Municipal Brownfield Redevelopment Grant from the Illinois Environmental Protection Agency to analyze the environmental contamination on the former Knox Laundry site and develop an environmental cleanup plan for the site.

• Complete improvements to Parking Lot D located in TIF I. • Complete the East Main Street streetscape improvements between Michigan Avenue and Interstate 74 in TIF II. • Implement the new solid waste contract with the successful bidder. • Administer the $100,000 Illinois Department of Commerce and Economic Opportunity grant provided for the development of the National Railroad Hall of Fame.

2012 Accomplishments • Developed and presented the Business and Industry

Development Plan (52 items – 32 active) • Business Park Development Plan – 5-year strategic plan for

development of business park. • Industry targeted Recruitment Plan:

6 trade shows 5 key events Responded to 10 rfp’s Developed targeted list and made contact with over 750 companies to

recruit (identified 50+ potentials)

• Assisted with growth of existing companies: Gates, Midstates, Aluminum Castings, Fusion Tech, and Thrushwood.

• Launched SPARK program to assist startups and accelerate business growth by providing service, training and finance assistance.

• Assisted with the recruitment of two additional companies to the Sustainable Business Center, which includes: Sitka Salmon Shares and Pennycress Energy Corp. Approximately 38,000 of the 68,000 square foot facility is leased.

• Over 90 clients have received advisory services and technical assistance through the Entrepreneurship Center • Assisted with the establishment of the Downtown Project Ideas containing 110 action items, and the formation of five workgroups to carry out the plan • Assisted with the establishment of a city-wide marketing team lead by the Galesburg CVB.

2013 Objectives • The strategies being pursued to address the challenges of

the “new economy” are: entrepreneurship, innovation, globalization, Sustainability

• The Department Priorities are: Supporting local businesses Attracting small innovative companies Growing new businesses Attracting mid to large firms

• Business & Industry Development Execute the industrial jobs plan (52 activities – 6 goals) EIG initiative

• Downtown & Retail Development $100,000 funding for façade development grant program Illinois Main Street Community Redevelopers agreement for Armory Implement “Buy Local” campaign

• Industry Recruitment & Business Park Execute Business & Industry Development Plan, Business Park

Development Plan, and Targeted Industry Recruitment Plan to attract companies.

List property with national real estate brokerage firm Rebrand park

• Business Retention & Expansion Visitation Program • Community Branding & Promotion Enhance web presence Develop marketing plan and budget

2012 Accomplishments Certificate of Achievement in Financial reporting Purchasing: Energy Aggregation consultant Solid waste Police vehicles Pistol Range

Numerous Internal IT upgrades City Hal AV, Wireless links to remote sites, Comcast internet

connection, PRI Lines, Fiber Connection

Updated Strategic Technology Plan Wireless Main Street Access

• Implement technology to achieve goal of paperless environment.

• Upgrade to Springbrook Version 7 to improve effciency and internal control.

• Evaluate online vendor administration and online bidding processes

• Installation of lake Storey tower to connect pavilion, park and area.

• Installation of high speed wireless connection to Hawthorne facilities

• Upgrade of current e-mail environment

• Various fiber infrastructure projects to enhance network services to remote locations

• Installation of video cameras at Lakeside • Continue with conversion to Ipad equipment for

Council members

2012 Accomplishments • Worked with Fire and Police Commission to implement new

promotions system • Five retirements and 1 resignation • Testing was conducted of all city hydrants, hose, fire pumps,

ladders, and breathing equipment • Fire Prevention Bureau conducted 375 commercial

inspections and 455 rental inspections, supplied 280 occupancy and 28 use permits, provided 61 fire safety education programs, 32 fire drills, and 3 juvenile firesetter interventions, while investigating 11 fires, overseeing 2 prairie burns and providing expert testimony at several court meetings during the year

• Received a $44,000 Assistance to Firefighters Grant to install a new breathing air system at Central Fire Station. This compressor and fill station replaced unit that was approximately 25 years old

• Knox County EMA: hosted several IEMA classes that were held in the basement of the Public Safety Building Revised county Emergency Operations Plan Conducted five “Rural Tours” where the Coordinator met with elected officials, fire and

police chiefs, and township officials of the rural communities and areas outside Galesburg to discuss the EMA role in the county

• Fire department Memorials Committee, comprised of retired and active firefighters, met a couple times to study the feasibility of erecting a sign/firefighter memorial at Central Fire Station

• Reassign emergency response territories and routes to maintain efficient operations during the Seminary Street overpass work and other projects

• Investigate mechanisms to successfully impact the situation where fire protection districts adjoining Galesburg are experiencing daily manpower shortages

• Increase usage of the self-inspection program for commercial occupancies that have a good track record of minimal violations

• Develop a program to monitor required annual inspections of sprinkler systems, standpipes, fire pumps, alarms systems, private hydrants, fire doors, etc that is separate from routine inspections

2013 Objectives • Utilize current Street Department building on South

Henderson Street to house select MABAS Division #31 and GPD assets including apparatus and equipment

• Support City Council adoption of the International Property Maintenance Code to improve consistency and efficiency in rental code enforcement.

• Support adoption of the 2012 International Code • Improve customer service and access through enhancement

of internal and external fire department communications using the new city webpage to include an electronic customer feedback process.

• Investigate a property owner incentive plan involving reduction of costs such as rental registrations in return for installation of hard-wired alarm and/or fire sprinkler systems

• Work with Community Development to recommend improvements in the code and development review processes that reduce dissatisfaction with local builders and developers.

• Gain an additional 10 properties in the contract fire protection program

• Knox County Emergency Management Agency Secure the necessary improvements to the Emergency Operations

Center and 9-1-1 Dispatch Center to qualify Galesburg as a state certified “Storm Ready” municipality.

Continue to improve operational readiness of KCEMA, especially in the areas of damage assessment, debris removal, sheltering, and mass care through training and drills in each of these areas

Investigate the potential for a mass notification system in the city and/or county to improve public warning, response, and information-sharing capabilities.

2012 Accomplishments Completed FCC narrow banding Completed Administrative Hearing staff study Upgraded AC for computer room 66 search warrants – many related to illegal narcotics 6 alcohol compliance checks thru June, and 2,000 tavern checks Replace 7 vehicles – change over to new model for first time in 15

years Shifted personnel expenses from ESTB as a result of telecom tax NED changes and development of improvement strategy Pistol range building construction

2013 Objectives New line supervisor will attend supervisory/leadership course Transition evidence storage to bar code system Pilot project for e-ticketing and evaluation of electronic accident reporting Installation of a “voting” system to enhance portable radio traffic Promote new neighborhood watch programs Focus on public awareness and education for community and family safety Continue proactive enforcement efforts: Safe Streets grant Traffic details Noise details School and Construction zones

Replace remaining vehicles in fleet Neighborhood Enhancement Implementation of Springbrook improvements Continue implementation of Improvement strategy

2012 Accomplishments West Main Street Overpass North Seminary/Kellogg overpass engineering and land

acquisition Design and land acquisition for Soangetaha Bridge Significant roadway rehabilitation, resurfacing and micro-

surfacing New sidewalks – North and Lincoln Safe Routes to School installed speed feedback signs on Knox

Street at Lombard School Resurfaced cart paths on holes 14 & 15 New picnic shelters at Kiwanis and Colton – by volunteers

• Numerous water system improvements new finish chlorination facilities at the West Main Street plant, rehabilitation of the existing 5 million gallon storage tank at the West

Main water plant, new impeller and seals on pump #3 at the West Main water plant water main at Linwood Road and Monmouth Boulevard New facility at Oquawka Flood protection improvements on the wells and production facilities

along the Mississippi

• Street Division facility upgrade at 200 South Henderson Street • Park Division project to replace existing 5-stall storage building at Lincoln

Park with cold storage addition to Parks and Golf maintenance building • Increase the contractual maintenance of sidewalk and curbs by $25,000

in the City Gas Tax Fund • Street, Park and Forestry Division budgets include funding for GPS

vehicle tracking equipment for all snow plow trucks to help improve efficiency in snow removal operations

• $100,000 for sidewalk replacements in Standish Park • Planning Fund budget includes $285,000 for the City’s share of the

Transportation Enhancement Grant for the bike path along South Lake Storey Road

• Construction of the replacement bridge over the BNSF Railway on Soangetaha Road is planned to be completed in 2013.

• The construction of the Seminary Street / Kellogg Street overpass will begin in 2013 with planned completion in late 2014 or early 2015.

• Continued coordination will be carried out for the engineering of the underpass located at the BNSF Railway crossing at East Main Street.

• The multi-year implementation of a quiet zone for the railroad crossings on the BNSF Railway lines will continue. The plan calls for locomotive horns to cease on the BNSF Chillicothe Subdivision in early 2014

• Repairs will be made to the bridge over Cedar Fork Creek on McClure Street

• A Safe Routes to School project installing sidewalk on North Street from Silver Street to Elm Street will be constructed with 100 percent Federal Funds

• Funds to install sewer service to sites 1 – 9 are included in the Campground budget as well as funds to install additional concrete pads.

• Municipal airport improvements proposed to be completed in 2013 include the resurfacing of the taxiway on runway 3-21.

• Water system improvements proposed for 2013 include: rehabilitation of the emergency Potsdam well No. 2, painting of the Hawthorne water tower, installation of mixing devices on the ground level water storage reservoirs, replacement of the roofing material on the West Main Street water plant and

the purchase of water leak detection equipment.

• Continuation of roadway maintenance and rehabilitation program