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HomeMy WebLinkAbout04/21/2014 Council Work Session April 21, 2014 4:30 p.m. Times indicated are approximate; items will be discussed immediately following the prior item Waterloo Center for the Arts, Law Court Theater Roll Call. Approval of Agenda, as proposed or amended. 4:30 p.m. Council Goals/Priorities -Submitted by Mayor Clark 4:50 p.m. Bid Opening Procedure -Submitted by Suzy Schares, City Clerk ADJOURNMENT Suzy Schares, CMC City Clerk/Human Resource Director City of Waterloo, Iowa Goal Setting Report 2014 Mayor: Buck Clark City Council: Quentin Hart Ron Welper Pat Morrissey Tom Lind Steve Schmitt David Jones Carolyn Cole City Staff: Suzy Schares, City Clerk/Human resources Director fri I I ir Facilitated by: Jeff Schott Institute of Public Affairs University of Iowa 1 CITY OF WATERLOO, IOWA GOAL SETTING SESSION 2014 TABLE OF CONTENTS Introduction Page 3 Goal Setting Sessions Page 3 Major Accomplishments Page 4 Issues, Concerns, Trends, and Opportunities Page 8 On-Going Priorities Page 11 New Priority Projects, Programs, Policies, and Initiatives Page 12 Organizational Effectiveness Initiatives Page 12 Final Comments Page 13 Exhibit A—Significant Projects, Programs, Policies, and Initiatives Considered Page 14 Exhibit B - Agenda.... Page 16 Exhibit C—Questionnaire Page 17 2 CITY OF WATERLOO, IOWA GOAL SETTING SESSION 2014 Introduction The City of Waterloo requested the Institute of Public Affairs (IPA)to assist the city with goal setting. IPA agreed to organize and facilitate a process that involved the following steps: 1. Prepare a questionnaire to identify recent accomplishments, issues/trends/concerns,potential new initiatives/programs/policies and suggestions to improve organizational effectiveness. 2. Conduct a goal-setting session with the Mayor and City Council. 3. Conduct a preliminary session with City department heads. 4. Preparation of this final report. Goal Setting Sessions City Council Members and the Mayor held a goal setting work session conducted by the IPA on January 23,2014. In attendance and participating at this meeting were Mayor Buck Clark and Council Members Quentin Hart, Ron Welper, Pat Morrissey, Steve Schmitt, David Jones and Carolyn Cole. Also in attendance and participating in this meeting was City Clerk/Human resources director Suzy Schares. In addition, a preliminary meeting was held on January 7, 2014, with City of Waterloo department heads. In attendance and participating in this meeting were Culture and Arts Director Kent Shanide, Chief of Fire Services Pat Treloar, Public Works Director Mark Rice, City Clerk/Human Resources Director Suzy Schares, Chief Financial Officer Michelle Weidner, Library Director Sheryl McGovern, Waste Management Director Larry Smith, Traffic Superintendent Sandi Greco, Water Works General Manager Dennis Clark, Building Inspector Craig Clark, Assistant City Engineer Dennis Gertz, Community Development Director Rudy Jones, Housing Director Ethel Washington, Community Planning and Development Director Noel Anderson, Director of Safety Services Dan Trelka, IT Director Matt Obrien, Human Rights Director Abraham Funchess and Mayor Buck Clark. 3 Major Accomplishments The following were identified as major accomplishments of the City during the past two years: Budget/Finance • Passed a budget with zero increase in residential taxes and a decrease in commercial taxes in 2013 • Updated health insurance program enhancing benefits and shifting more responsibility to employees • Passage of Local Option Sales Tax for street improvements with ten year sunset • Improved bond rating to AA(Moody's) • Increased financial reserves Economic Development • Completion and development of Cedar River Renaissance projects o including Amphitheatre o river walk o docks o expo plaza o new and expanded museums o public market o spray park o bladder dam • City Limit Urban Revitalization Area • Main street Revitalization • Economic development in downtown and surrounding area • Brownfields & grayfields reuse and redevelopment • New in-fill commercial developments o CVS o Hy-Vee • Expand businesses along Hwy 63 o Include rec trails and connect to downtown • Redevelopment of Crossroads area and surrounding • New shopping development in south Waterloo • Continuing developments in industrial parks Facilities • New Public Works Building • City Hall remodel • Human Services campus 4 Major Accomplishments (continued) Housing • Continuation of affordable housing units priced between$ 124,000 and $180,000 coming on line with a total of approximately 80 to be completed by December 2014 • West San Marnan Road/Sunnyside Development • • Housing starts from north to south side of city • Creation of a local housing trust fund that will assist in addressing some of the housing repair needs in Waterloo with funds being provided from the Iowa Finance Authority • Housing/Condominium development on the river front • Continued work in blighted areas and infill of new homes o Old Lincoln School site • Passed chronic nuisance property ordinance • Increased demolition of abandoned homes • Detention pond installed to resolve long-standing drainage problem at Senior Apt. complex • New windows installed in housing projects Infrastructure • Completed bidding process for new lift station • Completed lagoon lift station • Completed disinfection project • Slip lining Airport Hwy sanitary sewer • Highway 63 Improvement project • Donald St, 4th St redevelopment • Shaulis Road Extension • Ansborough Paving Project • Installation of LED street lights in two locations) • Bladder dam on Cedar River • RISE street projects for economic development • Completion of annual Street Reconstruction and Asphalt Overlay projects • Adopted Complete Streets policy 5 Major Accomplishments (continued) Information Technology • Collaboration on technology needs with Waterloo Community School District • Core and edge network infrastructure replaced • Client lifecycle replacement program restarted and prioritized, IT • Upgraded MS Office from 2000 to 2010, along with major training program • Installed new email server, migrating from exchange 2003 to Exchange 2010 • Starting a CMOM program • 18 year old phone system replaced with new VOIP phone system • Implemented helpdesk system, began tracking issues/establishing metrics • Began implementing security systems such as WSUS (pushing out security updates), a managed antivirus solution, new firewall, etc. • Fiber optics project connecting the Public Works building, Memorial Hall, West Parking Ramp, Sportsplex, and City Hall • LOGOS System o Financial software o Payroll/Human Resource software o Community Development software • Permitting • Business licensing • Inspections • Code Enforcement • Automated Timecard system • Conversion to RFID inventory system including new selfcheck machines and automated check-in/sorter • EMS service converted to paperless system Organizational/Governance • Combining of City Administrative duties • City taking over Animal Control Services • Improved diversity relations • Creation of employee health insurance committee • Human Rights procured a direct relationship with EEOC • Implementation of Code Section 657A property Acquisition process 6 Major Accomplishments (continued) Parks and Recreation • Opened a new 140,000 sq. ft. Sports and Recreation facility, Sportsplex • Built a new multi-purpose Boat House on the Cedar River • Worked with"Build our Ballpark"to completely renovate and update our youth baseball/softball facilities. • Continued expansion of recreational trail system. • Successful and growing slate of programs and rentals for Riverloop Facilities • Continued improvements at Young Ice Arena with new video/scoreboard/audio system • Continued development of new facilities at Riverview Recreation Area. • Assembled a new Downtown Area Maintenance operation including hiring and training staff,procuring equipment, and establishing a downtown shop space. (S) • Completed major Byrnes Park improvements project for drainage, new parking lot, cart paths,picnic shelter. • Made erosion control improvements at Gates Park including wall construction and streambank stabilization. • Contracted drainage improvements for South Hills Golf Course. • Constructed topdressing and bulk material containment storage facilities at all three golf courses. • Continued improvements to new dog park • Installed new play equipment at Gates Park and new picnic shelter and basketball court at Sullivan Park. • Development of Sherwood Park flood buyout properties and Sans Souci for recreational use. • Continuing to provide youth recreation and arts programming and services Public Safety • Crime rate has decreased • Increased public safety morale • Chamberlains demolition • Reduced red light running fatalities • Embarking radio-broadcast traffic safety awareness campaign • Traffic crashes are down • Police and fire public communications and accountability • Maintained current ISO rating • Liquor store ordinance adopted—reduction in police calls for service Other • Great Places/Blue Zones designations • Demolition of Lafayette School • Flood recovery—significant repairs and remediation • Competitive airfares out of Waterloo • Iowa Tourism Conference • Irish Fest • Special Lincoln Exhibit and programming at the Public Library 7 Issues, Concerns, Trends and Opportunities The following were identified as issues, concerns, trends, and opportunities that may affect future city services,policies, finances or operations: Budget/Finance • How to replace property tax revenue lost due to property tax reform • State continuing to shift tax burden from businesses to residential • TIF issues • High Tax rate • Increase of salaries and benefits • Inequitable pay scales in various departments ) • Police/Fire pension funding • Wage compression issue for City employees • Establish alternatives for retiree health care • Increase the maximum allowable purchase amount without Finance Committee approval • Potential minimum wage increase and major impacts on part-time budgets • Reduced federal funding of CDBG and HOME funds • Local Housing Trust fund not being fully funded • Balancing bold vision versus limited resources • How to pay for the increasing cost of city services in an environment where our primary revenue sources are declining, but costs continue to rise • Before approving capital projects, identify future operations &maintenance costs and how to pay them • Paying for property maintenance for properties acquired by 657A and FEMA Economic Development • Lack of good-paying jobs • Lack of skilled labor o Reconfiguration of educational delivery to match need job skills • Lack of dedicated economic development position in city • Loss of positions at major employers • CLURA(City Limits Urban Revitalization Area) success • Utility franchise fee increase effect on major employers attitudes • Potential negative impacts of metered parking on businesses, access and utilization of attractions, and associated potential reductions in rental and admission revenues • Jeff Speck's ideas • Potential opportunity created with new visitors to John Deere Museum • Blue Zones designation creates positive opportunities for well-being and city image. • Opportunity—acquisition and infrastructure for large industrial development 8 Issues, Concerns, Trends and Opportunities (continued) Facilities • Continue to update and modernize Convention Center • Outdoor swimming pools have exceeded life expectancy • Lack of recycling center Infrastructure • EPA/DNR Clean Water Act regulations • Infiltration/Inflow issue • University Avenue proposed changes—transfer of jurisdiction • Upgrading Traffic Control system to save hundreds of thousands of dollars in fuel costs each year • Technology related security • Aging infrastructure and deferred maintenance of city facilities • Overall poor condition of Park Avenue and 11th St Bridges • ADA Sidewalk Improvements • Corps of Engineers Flood Control System Certification • Drainage area storm water improvements • Requirement for NPDES permit may require the addition of several employees • FOG (Fats-oil-grease)program initiation • Need for additional funding for curb repair/reconstruction Organizational/Governance • Do not televise oral comments • Continue and enhance automating processes • Move toward electronic council packets • "Ban the box"—Individualized assessments • Increasing number and type of downtown amenities and recreational trails without corresponding increase in maintenance staffing. • Lack of Standard Operating Procedures throughout city • Impending retirements of"baby boomers" in city work force Public Safety • Animal Control Dangerous Animal Ordinance • Gang violence • Red light camera limbo • Perception of high crime rate • Chamberlains area 9 Issues, Concerns, Trends and Opportunities (continued) Other • Loss of population • Waterloo's negative image • Waterloo Schools • Overflowing garbage cans • Minority resident perceptions • Promote/celebrate Waterloo's diversity • High poverty rate • Revised flood map • Continue to explore alternatives for more expedient and effective snow removal operations in residential areas • Steadily increase in new downtown residents is a positive trend. • The Emerald Ash Borer threatens 4368 city owned ash trees in Waterloo and countless privately owned ash trees. Issues resulting from this infestation will be o a)numerous hazardous trees on both public and private property, o b) funding the removal of many city owned hazardous trees as city crews will not be able keep up, & o c)Disposal of ash tree debris from both public and privately owned trees will be a challenge due to the volume of material. • Remodeled/renovated schools fantastic plus for Waterloo • Keep/maintain quality-of-life features to attract/retain younger families • Keep/maintain quality-of-life features to attract/retain older residents/retirees 10 On-Going Commitments/Priorities The following were identified as the City's on-going commitments/priorities for the upcoming 24 month period: • Continue to support economic development programs and activities • Continue housing initiatives and increase housing starts • Continue to promote residential and commercial development in Logan Plaza area • Continue to support downtown revitalization o Embrace walkable/bikeable cities model (Jeff Speck) • Continue efforts to implement Infiltration/Inflow(I/I) and SSO solutions (CMOM program) • Tech Works project • Acquisition of South Waterloo Business Park site • Manage,maintain and program new Cedar Valley Sports Plex • Continue 657A property acquisition program • Continue to update and upgrade technology o Complete implementation of program to accept payments by credit card o Provide adequate funding to ensure technology infrastructure and services are capable of meeting the City's growing needs and making investments where appropriate, such as Internet bandwidth, personnel, etc. o Implement routine network monitoring o Continue security initiatives such as firewall replacement and the pushing of security updates to clients o Work with departments like traffic and waste management to ensure they upgrade their infrastructure to enable them to utilize supported operating systems. 11 New Priority Projects, Programs, Policies and Initiatives The participants reviewed potential new projects, programs,policies and initiatives for consideration and selected the following as priorities for the upcoming 24 month period (listed in priority order): 1 Evaluate city pay system and develop program to address management and non- bargaining compensation issues, including o Compression issues o Compensation study o Pay scales o Performance evaluations o Merit-based pay o Employee job audit o Revise job descriptions based upon job duties 2 (Tie) Transfer station 2 (Tie) Develop communications strategy for city o New city promotional materials/marketing/change-our-image campaign A complete list of all programs and initiatives considered by the Mayor and City Council members and number of votes received is attached as Exhibit A. Organizational Effectiveness After review and discussion,the Mayor and City Council selected the following steps to improve organizational effectiveness: • Investigate dedicating staff person for economic development • Review code enforcement activities • Review purchasing policies • Investigate opening of bids prior to City Council meetings • Look at improving process of city operations, e.g. using LEAN or similar techniques 12 Final Comments It was a pleasure to assist the City of Waterloo with this goal setting process. I was very impressed by the level of dedication and community-mindedness demonstrated by all the participants in this process. It is important to note that the prioritization of projects and initiatives is not"cast in stone." They can be modified as new circumstances may occur. It is recommended that city staff prepare an"action plan" for accomplishing the planning goals. The action plan would define the steps that would be needed to accomplish each goal, identify who is responsible for implementation, and establish a timeline for accomplishment. The action plan should then be presented to the Mayor and City Council for review and approval. It is also recommended that staff review with the Mayor and City Council the status of implementing the goals on a quarterly basis. Jeff Schott Institute of Public Affairs University of Iowa January 24, 2014 13 Exhibit A City of Waterloo Goal Setting Session — 2014. SIGNIFICANT INITIATIVES OR PROGRAMS CONSIDERED (First number in parentheses indicates votes received on first ballot; second number refers to votes received on second ballot. Initiatives receiving a majority of votes on first ballot were designated as priorities and not subject to voting on the second ballot) • Evaluate city pay system and develop program to address management and non- bargaining compensation issues, including (5) o Compression issues o Compensation study o Pay scales o Performance evaluations o Merit-based pay o Employee job audit that fixes pay inequities o Make job descriptions based upon job duties • Five-year comprehensive plan for right-sizing city. Commission a municipal consulting firm and pay attention to their suggestions (2,3) • New redevelopment plan for eliminating blight and increasing business and housing (3,2) o Incorporate use of 657A lots in strategy o Incorporate Neighborhoods Master Plan(2007) • Ordinance to restrict predatory lenders (2,2) • Develop a"Just Cause"policy regarding employment(0,0) • Ban on Domestic Violence victim evictions (1,0) • Municipal living/minimum wage (1,1) • Transfer station(4) • Develop communications strategy for city (4) o New city promotional materials/marketing/change-our-image campaign • Turn yard waste into usable energy(2,3) • Find use for top floor of library(0,0) • Find new revenue—naming rights and sponsorships (1,1) • Traffic Operations use less paint more vinyl (0,0) • Police Dept. need for traffic division(0,0) • Regionalize fire/police services (1,0) • Internet connectivity bandwidth(fiber to homes and businesses (2,1) • Emerald Ash Borer readiness program. (0,1) • Adopt electronic document management system; convert to electronic council packets (3,2) 14 • Evaluate downtown parking (2,3) o Parking study o Evaluate parking authority concept o Improve Downtown Parking Ramps—management, cleanliness, public awareness o Evaluate outsourcing • Red light cameras (1,0) • Annexation of Cedar Township (Juniper, Balsam, and Rose Lane) (0,0) • Create a special events coordinator to ensure that festivals and events have an easier time receiving direction on permits/ordinance variances etc. (0,0) 15 Exhibit B AGENDA CITY OF WATERLOO GOAL SETTING SESSION - 2014 THURSDAY,JANUARY 23,2014 4:00 PM—8:00 PM City Hall Council Chambers 1. Introductions and Opening Comments a. Name, Tenure, and Background 2. General Overview of the Meeting and the Goal Setting Process a. The Ground Rules for this session 3. Review Recent City Accomplishments (2011-13) 4. Review Issues, Concerns, Opportunities, and Trends 5. Identify On-Going Priorities 6. Programs, Policies, Projects and Initiatives a. Review Results of Questionnaire b. Explanations, clarifications, revisions, deletions, additions of Programs, Policies, Projects, and Initiatives c. Ranking of Priorities 7. Organizational Effectiveness 1. Review Results of Questionnaire 8. IPA Report to the Mayor and City Council—2014 Goal Setting Process a. Development of Action Plan b. Importance of Quarterly Updates 9. Questions, comments, and suggestions 10. Adjourn 16 Exhibit C CITY OF WATERLOO GOAL SETTING SESSION—2014 QUESTIONNAIRE INTRODUCTION The City of Waterloo's Goal Setting Session will be held on Thursday, January 23, 2014, at City Hall. The purpose of the session will be to identify and prioritize the City's overall goals and objectives for the next two years. In order to prepare for this session, you are requested to identify key issues and potential objectives that will be reviewed and discussed at the session. Please complete all sections of this questionnaire. If you need additional space,please feel free to attach additional page(s). Major Accomplishments Please list the major city accomplishments over the past two years. These accomplishments could be as large as a street project or as simple as a newly adopted city policy. The items do not need to be in any particular order. Issues, Concerns, Trends, and Opportunities Please list specific issues, concerns,trends and opportunities that affect future city services,policies, finances or operations (for example, loss of population,major new economic development success, employer or resolving a policy question). You do not need to identify potential solutions to your concerns. 17 • Significant Initiatives or Programs Please list any initiatives, programs or policies that you think the City should consider in the next two years (for example, downtown revitalization,updating employee job descriptions, adopting a policy on open burning, conducting an annexation study, reviewing water and sewer rates, etc.) Organizational Effectiveness Please list several things that the Mayor/City Council and/or staff could do in the future to improve organizational effectiveness, decision-making process,teamwork and the ability to accomplish the City's stated goals and objectives. RETURN OF QUESTIONNAIRE Please return this questionnaire to Suzy Schares by Friday, December 13. 18