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13-207 Resolution No. 13-207 RESOLUTION ADOPTING THE 2014 DEPARTMENT BUSINESS PLANS WHEREAS, the City of Elgin has previously adopted the 2013-2017 Strategic Plan (the "Strategic Plan"); and WHEREAS, the Strategic Plan contemplates the various city departments preparing business plans wherein each department creates an annual business plan that identifies its overall mission, responsibilities, strategic initiatives, performance measures, and workload indicator; and WHEREAS, the Elgin City Council and staff engaged in strategic planning sessions throughout 2013. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that the City Council hereby adopts the attached 2014 business plans of various city departments as policy documents of the City to serve as a framework for the setting of priorities, departmental operational planning, budget development, resource allocation and leadership and management accountability. s/ David J. Kaptain David J. Kaptain, Mayor Presented: December 18, 2013 Adopted: December 18, 2013 Vote: Yeas: 9 Nays: 0 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk 2014 Department Quick 311 Contact Center Facts: Full Time EauivalenLs Business Plan 10.0° workload Sneci_rcT. O�rra:�nns Intiatw«. Elgin 311 Contact Center,est.2013 � 3 1 1 t 1 1 1 1 1 1 Incoming phone calls Live chat Web/Mobile self- ,,; service requests �Ei r a " � � Social media -1 A,' � Monitoring Email Response Performance Measures The 311 Department is the central hub Call Center Metrics for citizen and stakeholder engagement and services.Each day the citizen ad- vocates resolve incoming phone calls in a timely and professional manner. These interactions are not limited to phone calls;requests from live chat, social media,and email are also ac- cepted. To respond to all of these calls and requests,the department maintains the city's knowledge base and other 311 content to ensure accuracy of informa- tion.Each request is tracked and the key performance indicators are report- ed to the city manager,senior staff and the city council on a regular basis.This ensures proactive decision-making, responsiveness,accountability and transparency. Using social media monitoring tools, the 311 department monitors social media sites to assist the city manager's office with proactive responses to the citizens and assists with marketing, external communications and image enhancement.In addition 311 depart- ment staff regularly attend neighbor- hood and citywide department meet- ings to promote the use of 311 within the community. ore than 111 calls •- • are handled • the city of Elgin City of Elgin,Illinois-2 2014 Department Building Maintenance Full Time EquivalenLs Business Plan qW Building Maintenance Department provides a level of maintenance ... that allows City-owned buildings to be used productively, safely, comfortably, and economi- cally; reduces component failures and service interruptions by increasing planned or preven- tive maintenance thereby reducing unplanned or crisis maintenance; ensures a high level of protection for our occupants safety and health; and ensures that capital projects are based on good economical and functional reasoning and always in the best interest of the citizens of Elgin. Workload Spectrum Detail HVAC maintenance and repair Lighting and electrical work Plumbing �a Operations.50% i Seasonal and shut down of buildings Daily cleaning City of Elgin,Illinois-1 Elgin's building maintenance department maintains more than 100 city buildings,1,000 pieces of HVAC equipment,more than 6,000 total inventoried items,lighting and electrical and plumbing systems.The department is responsible for the start-up and shut down of Elgin's seasonal buildings.The city's custodial staff also cleans,daily six buildings consisting of approximately 285,568 sq.ft. Performance Initiatives are those projects or new ideas that are beyond the department's day-to-day Measures responsibilities.Some department's have many Initiatives,some have few. • Complete police facility security upgrades • Complete repairs to pool ventilation system • Lighting controls for police facility Roof replacements • Building repair list • HVAC replacements • Lighting retrofits • Develop plan to restructure custodial services throughout all city facilities 3 v� h, City of Elgin,Illinois-2 2014 Depailment Quick City Clerk Full Time EcuivalenLs Business • official OFF The � . contains Mr- phrase 1 which means"city by the river" �f ! � wSr It is the mission of the City Clerk's Office to... accurately and effectively maintain the official records of the City of Elgin ensuring that cit- izens, elected officials, and City employees can obtain needed information as efficiently as possible; respond to requests for information from citizens and city personnel in a courteous manner and ensure that the city meets or exceeds all legal standards for record keeping and responses to Freedom of Information requests. Workload Spectrum Detail Record keeping City Council,Committee of the Whole and Liquor Freedom of Information Commission , Act(FOIA) minutes Open Meeting Act Track city boards P P Operations,85% Compliance commissions official Local election Administer liquor license application process City of Elgin,Illinois-1 Performance Measures The city clerk serves many roles Loth within the city and for the public.Primarily the city clerk is the "keeper of the records",from minutes to agreements.The 1 clerk also serves as Elgin's Freedom of Information Act(FOU)and Open Meetings Act(OMA)officer,ensuring compliance throughout the year.The clerk is the city's Local Election Official and administers liquor license applications.Lastly the city cleric prepares minutes for the City Council,Committee of the Whole,and Liquor Commission. Initiatives are those projects or new ideas that are beyond the department's day-to-day Documents responsibilities.Some department's have many initiatives,some have few. • Create a City Wide Records Management Policy Liquor License 8f r ) M` City of Elgin,Illinois-2 Department City Manager's Office Business Plan Nowk' The city manager's office exercises leadership... in maintaining effective communication between the city council, city employees and Elgin residents. As the umbrella for all other city departments, the City Manager's Office facilitates and coordinates the work of all departments to ensure that the policies and strategic goals of the city council are met. Workload Spectrum Detail Office and City Community Engagemen Ea Council Environmental City Council Agenda Sustainability Communications Economic Developmen Special Events and Cultural Arts City of Elgin,Illinois-1 �—Performance Measures The City Manager's Office(CMO)works city property throughout the year.The on projects and initiatives that support Elgin Arts Showcase and Hemmens External and Internal the entire organization and benefit the Cultural Center operate out of the city Communications community at large.Included in the manager's office and hold many events CMO staff duties are: throughout the year. Mayors Office and City Council-The Community Engagement-The City Manager works directly with the community engagement office is the mayor and council members in policy liaison with neighborhood groups, making for the city.The Mayor's office social service agencies,civic groups Is located within the CMO,where staff and other governmental bodies working members offer support to the mayor to foster communication,collaboration and city council for various initiatives, and cooperation between and among research and communications. these groups and the city government. The community engagement office also Community Engagement City Council Agendas-CMO pre- coordinates outreach to the community pares the agenda for the city council from the mayor and council members. meetings that occur twice a month. Intergovernmental Relations-The CMO Each department submits their agenda works with elected officials from the items which are then reviewed,edited county,state and federal government to and placed on the city council meeting coordinate grants and legislative issues agenda. affecting our community. Sustainability Communications-A majority of the Environmental SustainabNity-In communication to the city council,the 2011 the city council adopted a Sus- media and the general public comes tainability Action Plan that outlines through the CMO.This includes the many initiatives and policy directions city's newsletter,press releases,media that will allow Elgin to reduce its re- briefings,social media and the website. source consumption and environmental The city is working to establish a 311 impact.CMO staff works to Implement call center that will enable the city to this plan by coordinating with other dramatically improve customer ser- departments,neighborhoods and the vice and response time to community city's sustainability commission. issues. Special Events and the Arts-The city Economic Development-Working sponsors five large festivals each year, through an agreement with the Elgin in partnership with various community Area Chamber of Commerce,the CMO volunteers,agencies and civic groups. oversees economic development in the The special events coordinator over- city including recruiting new businesses sees these events,as well as issues to the community and assisting existing permits for all other non-city special businesses in expansion efforts. events and activities taking place on City of Elgin,Illinois-2 Performance Initiatives are those projects or new ideas that are beyond the department's day-today Measures responsibilities.Some department's have many initiatives,some have few. Special Finalize and present complete Complete Streets Policy to city Large Events council • Complete native conversion of detention basin at the comer of Shales and Bode road • Implement Conservation @Home program with Conservation Foundation • Present Solar and Wind ordinance to city council • Successfully partner with other organization(s)to increase volunteerism and engage them in planning of a city-wide volunteer center • Assist in the creation of management dashboards for each department utilizing 311 in year one • Coordinate Summer Theatre • Partner with other agencies to host the community's annual volunteer fair. • Complete construction of city entry way signage • Integrate special events permitting into Salesforce.com ' Small Events • Re-certify Fox Trot route Update Hemmens,Cultural Arts and Special Events website • Coordinate Hemmens Task Force • Solicit marketing consultant to assist in Elgin's extemal marketing efforts Arts • Assist community groups with Water Day and Green Expo Showcase events • Audio visual upgrades to council chamber(phase II) Internal Measures • Complete transition to new Hemmens ticketing system • Explore feasibility of Debt Recovery Act • Complete utility billing audit • Transition business license processes onto the Salesforce platform • Complete city-owned property inventory Continue support of Friends of the Fox watershed educator for Elgin area schools • Continued participation in Mayor's education partnership initiative City of Elgin,Illinois-3 Division Quick Building and Facts: Development Business Plan Alk 7 h E 7-�u � - --- ''.--------j`------`---- - - __-.-----J-------- � i --- - 2013 20,the ! had more single-family home i i 1 ---- ----- ------ �� --- --- the 84 { ' 10A 11-1 --- -' f , To effectively and efficiently administer the city's... annexation, zoning, subdivision, and building policies and regulations in a practical, equitable, and consistent manner; and provide professional and technical assistance and recommenda- tions to the city council, boards and commissions, city departments, residents, neighborhood groups, developers, businesses, and property owners regarding development matters. Workload Spectrum Detail codes Conduct building plan review,including structural,electrical, plumbing,mechanical, and other life/safety Operations i• Issue permits licenses Inspect permitted work City of Elgin,Illinois-1 The building and development services division reviews all building,electrical,plumbing,mechanical,occupancy,and other like permit applications for conformance with building and life safety codes.The division coordinates the plan review pro- cess across multiple departments and ensures contractors performing work in the city are appropriate licensed,bonded,and otherwise credentialed.At various stages of completion,division personnel inspect permitted work to ensure conformance to building and life safety codes. 'Performance Measures Permits& Plan Review Building n Inspections 'Cannot be tracked until such time as Basic Gov software is implemented. Initiatives are those projects or new ideas that are beyond the department's day-to-day responsibilities.Some department's have many initiatives,some have few. • Initiate permitting module of Salesforce platform(initiative dependent upon funding and schedules of other departments) • Continue to monitor open,outstanding occupancy permits for progress toward completion (excludes permits issued for model homes) City of Elgin,Illinois-2 2014 Division Quick Code Enforcement Facts' Full Timc Equialents Business Plan 1°.5 Cdori�load Spectrcm Onrra'i�^s 'n,ti�tr.es, s tike police and fire,deals with public safety and seeks to preserve and enhance roperiy values on a daily To effectively and efficiently administer environmental technical recom- mendations residents, neigh- borhood businesses, regarding enforcement. Workload Spectrum Detail Register,inspect,and monitor vacant buildings Issue rental licenses and inspect rental properties Operations City of Elgin,Illinois-1 Administer Food Safety Program Oversee mosquito control(Kane County only) Enforce city codes regarding structure and property maintenance and environmental health The code enforcement division is tasked with inspecting private property and structures for compliance with city codes and,when necessary,initiating enforcement action.The division administers several programs including Vacant Building Registration,Rental Licenses,Food Safety Program(including issuing food handling establishment licenses and conduct- ing regular inspections)and Mosquito Control.The division also licenses and inspects all public swimming facilities,day- care centers and scavenger trucks.Code enforcement personnel serve as staff support for the Board of Public Health. Performance Measures Code Enforcement Public Health 'Cannot be tracked until such time as Basic Gov software is implemented. Initiatives are those projects or new ideas that are beyond the department's day-to-day responsibilities.Some department's have many initiatives,some have few. Present Code Enforcement Plan to city council for approval and start implementation • Hire 2nd part time seasonal health inspector; weed program(plus equipment) • Initiate code enforcement module of Salesforce platform(initiative dependent upon funding and schedules of other departments). City of Elgin,Illinois-2 2014 Division Quick Planning Division Facts: Full Time Equivalents Business Plan 6.00 C,orkload Spectrum Opt ra*.ionc in,t'�tr:FS. l, I The Elgin comprehensive lan establishes the long-term vision of the community.During 2014, ►�_•_ I In. '�� y ' fl the Manning Division will beworkin on an upd to that plan. Iuric �•��, f t . t t • 1 • Review building permit applications Respond to general information requests Review sign permit applications Review applications for certificate Review applications for certificates of Appropriateness of occupancy Administer the federal COBG,NSP, Review and process applications and EECBG program for variations,conditional uses,and appeals through PZC Administer local historic and architectural rehabilitation grant =' Review and process applications program,deconversion grant for map amendments,planned program,property improvement developments and annexation grant programs agreements through the PZC Oversee fagade improvement Provide zoning letters and land use program,projecting sign program status reports and business improvement grant Measures Performance Initiatives are those projects or new ideas that are beyond the department's day-to-day responsibilities.Some department's have many initiatives,some have few. Planning&Zoning �■ • Complete first draft of update to Comprehensive Plan and Design Guidelines. • Continue to work with PACE on 1-90 Park and Ride Program. • Complete construction at Far West Regional Park(Phase 1 only). • Present Jelkes Creek-Fox River Watershed Plan for presentation to City Council. Historic Preservation • Amend Planning&Zoning Commission Rules of Order. • Implement Time Tracking System for Projects and Tasks" • Continue to implement certain development process Grants improvements. 'Cannot be tracked until such time as Assess land valuations related to impact fees. Basic Gov software is implemented. The iconic Elgin • a 1� City of Elgin,Illinois-2 2014 Department Quick Engineering Dept. Facts: Full Timc Equivalents Business Plan ;.zs icorkload Spectn:m Q�Ris-�nns Intintr;as All new public infra- . structure is ininspecfed by engineering before - _ aceeptance by the cHy. J mission It is the of 1 1 Department to protect... storm and enhance the public health, safety and welfare by reviewing, inspecting and maintaining documentation of the public infrastructure constructed in new developments and for city capital programs, which may include roadways, bridges, sidewalks, street lights, traffic sig- - sewers • lift stations. Workload Spectrum Detail Initiatives,40%, Capital project coordination Bridge and dam inspection General permitting Pay requests Utility permitting FDIA requests Site plan or subdivision plan Record keeping and file Other, City of Elgin,Illinois-1 review management Site or subdivision Historical and jurisdictional permitting and/or approval research Inspection of public Budget preparation infrastructure Purchasing Plan public infrastructure Special assessments Performance Measures The Engineering department is responsible for plan review,permitting,and inspec- tion services for projects that fall under the scope of land development projects or capital projects to ensure conformance with city standards and specifications.The department also inspects bridges,dams and general structures in coordination with state agencies.Any of these duties require the coordination of utility compa- nies,state and federal agencies and professional entities. Development City engineers review plans,inspect and provide permits for any private develop- ment that includes infrastructure that will eventually maintained by the city.Infra- structure might include,but is not limited to,streets,sidewalks,curbs,and water and sewer systems. Capital A capital project is a project that helps improve or maintain city infrastructure. This might include new construction,expansion,renovation,rehabilitation or replacement project for an existing facility or facilities.The city employs engineers, architects and scientists to design and construct infrastructure that will eventually be maintained by the city or another government agency utilizing public monies. large IPFEngneering Ill manages . General Responsibilities capital scale projects • In addition to working on development and capital projects,the department must Riverside Drive be diligent stewards of information,ensuring records are accurately developed Promenade and maintained,which includes sharing records with the public and other govern- mental entities.The department also plans for the future infrastructure needs of the city,including highways,sewers,water mains and bridges. Initiatives are those projects or new ideas that are beyond the department's day-today responsibilities.Some department's have many initiatives,some have few. 1' • Plan, develop, review, permit, inspect and accept the creation of new public infrastructure in development and capital improvement venues • Annual Resurfacing Program • Annual Distribution System Upgrades-Sanitary • Bikeway Implementation • Bridge Rehabilitation • Bridge Replacement Program • BRIS Trunk 20—2B Construction • CBD Sewer Repair • East Chicago Street Sewer Separation • IEPA Storm Water Phase 2 Permit Program City of Elgin,Illinois-2 1' • Neighborhood Sidewalk Program • Neighborhood Storm Sewer Upgrades • Neighborhood Street Rehabilitation • Central Business District Streetscape Program a • Prairie Street, Parking Lot and Promenade amenities P71 1111A view 1(�•kinag north . Douglas Avenue in Elgin's • • ! =..t i. e a t• �.... 1 City of Elgin,Illinois-3 2014 Department Quick Fire Department acts' Full Time Equivalents Business Plan '--37.00 ;orkload Spec---= Opera-ions Initint— 0'N1. r r �P „ The Elgin Fire . *` A. Department has A ' 132 sworn fire fighters Fire protection Emergency medical services(EMS) Response to all natural or manmade emergencies Fire safety inspections Training Community education Performance measures The Elgin Fire Department's seven personnel visit every school in the city stations are strategically distributed and administer school fire drills,eval- throughout the city to respond to emer- uate the school response,and make gencies as quickly as possible. recommendations to improve safe emergency exit procedures.The fire In addition to providing fire protection department also offers CPR and AED services,the fire department responds training for the public and for other city to many other emergencies,includ- departments to train people to help in ing emergency medical service calls, emergency situations before paramed- vehicle extrication and stabilization, ics arrive. hazardous materials spills or releases, damaged utilities,hazardous traffic and The fire department logs thousands of weather conditions,water rescue and training hours each year.The training recovery,technical rescue,and any division makes sure that all members other natural or manmade emergency. maintain the highest level of training possible,which includes maintaining all In addition to emergency services,the certifications required by the Office of fire department provides a number of the State Fire Marshal. nonemergency services to ensure the safety of our community. For example, The department also trains with com- licensed fire code officers review plans munity partners such as the Salva- for all new buildings,buildings under- tion Army and the city's Community going renovation,and local businesses Emergency Response Teams(CERT) to make sure they meet the fire safety to prepare for potential large,com- code. munity-wide emergency situations. The department continues to develop Fire personnel also go out in the methods and best practices to ensure community to prepare residents in the the public safety for the city of Elgin. event of an emergency.Every fall,fire City of Elgin,Illinois-2 Initiatives are those projects or new Ideas that are beyond the department's day-today responsibilities.Some department's have many initiatives,some have few. • Complete compilation of fire hydrants inventories,combining four disparate data sources into one GIS data source • Fire station 3,4 and 5 apparatus floor epoxy • Replacement vehicles-Tower Ladder • Cardiac monitor replacement • Devise framework and begin converting building pre-plans to digital format • Add Hoffman Estates and Bartlett to automatic aid agreement • Complete development of turn out gear specifications to be adopted regionally • Use record management software to improve department response times so that they either meet or exceed the national standard • Fire station partnering with a social service agency • Implement Assistant Chief of Emergency Management into the organization • Update emergency operations plan • Purchase and implement new Zoll electronic patient care reporting(ePCR)for medical reporting • Purchase and install vehicle-based wi-fi to manage electronic devices on apparatus • Installation of emergency vehicle preemption(EVP)devices on remaining Randall Road intersections • Installation$implementation of new digital radio system-in conjunction with Police Department • Installation&implementation of new fire station alerting system • Conduct promotional process for rank of Fire Captain • Conduct city-wide emergency management training • Partnering with Veterans Administration to address homelessness among Veterans. • Cost recovery false alarm ordinance Designing an"in-house"education program • Complete dam training and familiarization for entire dive rescue team • Conduct"active shooter" response training with Elgin Police Department City of Elgin,Illinois-3 2014 Department Quick Human Resources Facts: Full "_'ime Eauivalen�s Business Plan 3.50 �;orkload Spectrum OpFr�'ions. IntiaU:es .:sw. Human Resources � � r serves current,former �, and prospective �• _� Legal NotiC employees - The Human Resources Department is charged goals.with ensuring the City has a competent and diverse workforce dedicated to meeting the City's Workload Spectrum Detail Publish employment New employee opportunities orientation Perform outreach, Administer recruitmentand wide insurance for �: �;� «„ _ screening each employee and Operations Implement policies and Participating retiree City of Elgin,Illinois-1 procedures Maintain employee records Facilitate conflict resolution Training and employee education Payroll Labor negotiations Performance Measures i The Human Resources department is in their preferred health,vision and guided by the following directives: dental insurance and flexible spending Training and Education programs during the city's annual open • Publish information about City enrollment period and when there is a employment opportunities; major life event such as marriage,birth of a child or divorce. The department • Perform outreach,recruitment,and also keeps employees informed about screening; the city's health and wellness options available through its Wellness Program • Develop and implement policies and the department's annual Benefits Hiring and procedures; Fair. • Research,instruct,and comply When new positions open,HR serves with employment law and fair labor as the central office for posting job standards; information that will reach the widest audience possible. Once applications • Foster supportive interactions arrive,HR staff is responsible for all among and between employees, testing and screening to identify the facilitating conflict resolution when most qualified applicant. HR also over- necessary;and sees the Summer Youth Employment program,a program that provides sum- Maintain a positive,productive, mer jobs and professional development Salary and Benefits skill-based work environment con- training to low income Elgin teens.The ducive to a high level of employee teenagers must go through an applica- satisfaction. tion and interview process before being selected for the program. The Human Resources Department works to ensure the city has a compe- In conjunction with the Legal depart- tent and diverse workforce dedicated ment,staff works to implement policies to meeting the city's goals.Employ- and procedures that help keep employ- ees,retirees,applicants and potential ees safe in the workplace. Trainings Healthy Workforce applicants are the HR Department's are provided for employees to under- customers. HR provides information stand safety polices.Trainings include and support on benefits,pay,working confined space training,driving safety, conditions,employee policies,insur- work zone safety and CPR and AED ance and retirement. training.HR and Legal also work to- gether on union contract negotiations, The Human Resource department helps grievances and disciplinary matters. all eligible employees and retirees enroll ad- ministered Wellness and Benefits fairs are the Human Resources Department City of Elgin,Illinois-2 Striving for efficiency Initiatives are those projects or new ideas that are beyond the department's day-to-day responsibilities.Some department's have many initiatives,some have few. • Interviewing and Background Check training for public safety managers and the Board of Fire and Police Employee Commissioners. • Prepare for and comply with Affordable Care Act requirements that take effect in 2014 • Implement agreement with new Flexible Spending plan administrator Human Resources Re-Design • Creation of payroll procedures manual for both HR staff and department payroll administrators • Contract negotiations with Fire and Police Unions • Increased outreach to retirees participating in city health insurance program Several r� trainings are offered throughout employees. 1 City of Elgin,Illinois-3 2014 Department Quick Information Technology Facts: Full Time Equivalents Services 6.00 i;orkload Soec�r�:m. Business Plan The Elgin ITS supports �� _ many devices including tablets .�: and smart phones ��_ mission Department of • is to manage the city's information systems in an effective and efficient manner; to provide service and support to all city departments, assisting users in the most effective utilization of the system; to ensure that information and system resources are accessible and usable by maintaining system uptime and availability; and to ensure the integrity of applications and data by maintaining strong security and system continuity procedures. Workload Spectrum Detail End user assistance Email system support and management Application technical support Geographic Information System(GIS) management Desktop computer support Data security and hackup management Mobile computer support r •. Network server support Printer devise network support City of Elgin,Illinois-1 Wireless network management Generating reports,data mining and information requests Firewall management Active directory user,device and System security and intrusion domain management prevention Performance Measures ITS oversees the administration,maintenance and management of the all city telecommunication and data systems. As the support department to all city staff, System ' users ITS provides assistance for any questions related to desktops,mobile computers, network printers,software and computer applications,and telephone systems. The department also responds to staff requests for reports and data searches,as well as provides general information at the request of staff. The department manages the city's IT network,which includes all city servers, wireless network,and domain controls.The department also manages systems Help desk call volume that store and manage information and data,such as the city's email system and the Geographic Information System(GIS). A key responsibility for the department is to ensure the security of the IT infrastruc- ture.This is accomplished by providing.Elgin's IT system is protected through data security and backup management,firewall management,and intrusion pre- vention strategies. System response Initiatives are those projects or-now ideas that are beyond the department's day-today responsibilities.Some department's have many initiatives,some have few. • Equipment replacements—desktop and mobile computers Data management • Salesforce CRM/311 system implementation Request , Information • Geographic Information System database redesign and data and Data mining enhancement and consultant • Information systems security assessment Network Projects ach .. I of Elgin's is backed . .and f • -d off-site. City of Elgin,Illinois-2 2014 Department Quick Land Management Facts: Full Time Equivalents Business Plan z9.°° Giork.load Spectrum OpPiatinns Intiatries Land Management �- � ""`i" mairttains over 200 � - properties IN The Land Management Division provides property r - services to 1,316 acres of parks and public property with the goal of ensuring safe recreation- al use by utilizing ecologically and economically sensitive best management practices. Workload Spectrum Detail Landscaping Irrigation Pest control Other Pool Preparation City of Elgin,Illinois-I Chemical Applications Special Events Assistance Snow and Ice Removal Performance Measures The Land Management Division provides landscape and recreation facility main- Costs associated with tenance to the city's 61 parks, 174 properties,and three parking garages.Public property is maintained through landscaping,irrigation,litter control and mowing. The division provides zoo and parks facility maintenance,which includes shelters, sports courts,playgrounds,and seasonal outdoor pool care.This includes outdoor pool preparation,chemical applications,operation and end of season closing.In the winter,the division removes snow and ice on sidewalks and assists with street snow removal. Land Management also assists with the city's special events,baseball tourna- ments and in decorating the city with holiday d6cor.Staff also helps manage Maintain National Recreation volunteers for large events,such as KaBoom playground builds. and Parks ' PA Maintenance Standards Initiatives are those projects or new ideas that are beyond the department's day-to-day responsibilities.Some department's have many initiatives,some have few. 1' • Landscape barn at Cooper Springs • Mow native areas at Tuscan Woods and Eagle's Park. • Spring bulb planting for the Eastside Recreation Center • Renovate turf on Randall Rd. islands • Grow in season for Jack Cook Regional Park • Opening of the Lords Park Petting Zoo • Replace 15'Jacobson mower that is 14 years old. • Replace outdated equipment that has outlived its usefulness. • Update the parks property inventory Work with the Grand Victoria Casino for improvements to Festival Park for the 2014 concert series. • Upgrade turf maintenance at Festival Park to accommodate heavier usage. • Install lighting and landscape at new Windmill feature at Foundry Park • Seal and strip parking decks City of Elgin,Illinois-2 2014 Department Quick Legal Department Fats' Full Time Eauivalents Business Plan '-°° idorkload Spectn:m. O��raions In'tiativ- Elgin's legal department also " coordinates iirternal " The mission of Department is to protect i health and welfare of the public by providing sound and effective legal counsel and services to Elgin's elected and appointed officers including the mayor, members of the city council, the city manager and the city's operating departments and to ensure the legal integrity of the decisions and actions of Workload Spectrum Detail Operations polo City of Elgin,Illinois-1 General Counsel Risk management Responsibilities Responsibilities Litigation Office of Professional Responsibilities Standards Administrative Law Chief Development Responsibilities Officer Responsibilities The ongoing responsibilities and activities of the Legal De- Administrative law responsibilities include responsibility partment can be categorized into six general areas including for all aspects of administrative law matters and proceedings (1)general counsel duties and responsibilities;(2)litigation of involving the city including acting as counsel to the city's var- civil claims made or brought against the city;(3)administrative ious boards and commissions including but not limited to,the law matters;(4)risk management;(5)office of professional Liquor Commission,Board of Fire and Police Commissioners, standards(a/k/a Inspector Generan;and(6)chief development Heritage Commission,and Planning and Zoning Commis- officer. sion;prosecution of liquor license violations;prosecution of employee disciplinary cases and arbitration hearings;defense General counsel responsibilities include providing advice to of charges of discrimination before the Illinois Department of the city manager,city council and city departments including Human Rights,Illinois Human Rights Commission and Equal legal research and rendering of opinions;interpreting stat- Employment Opportunity Commission;petitions before county utes,ordinances,court rulings and administrative regulations; and state agencies for exemption of city property from real es- drafting ordinances and resolutions;drafting and reviewing of tate taxes;representing the city before all other quasi-judicial all types of legal documents including contracts,easements, or administrative agencies;and representing the city in court development agreements,annexation agreements,franchise in administrative review actions. agreements and leases;providing for real estate acquisitions and sales including negotiations,drafting and reviewing of real Risk management responsibilities include the procure- estate agreements and conducting closings;providing advice ment and administration of the city's insurance policies each and assistance to city departments to ensure that all laws and year,administration of workers'compensation programs and ordinances are followed;conducting collective bargaining ne- claims;creation and implementation of the safety program in- gotiations in conjunction with the Human Resources Depart- cluding the city's safety manual;and administration of general ment;reviewing all proposed employee disciplinary matters liability claims made against the city. and providing advice thereon to the city manager;conducting employee training in city policies,procedures and on various Office of Professional Standards(a/k/a Inspector Generaq legal subjects;drafting and recommending to the city manager responsibilities include conducting investigations;the prepara- internal policies and procedures;providing advice to the city tion of findings and reports;and the preparation of disciplinary manager and to the city council of legal conditions,current review forms. and future trends including any changes to state or federal law affecting city operations;reviewing and approving all city con- Chief Development Officer responsibilities include general tracts,agreements and other documents submitted to the city oversight of the Community Development Department and the council;reviewing and responding to Freedom of Information coordination of development activities with all of the various Act requests;attending all meetings of the city council;and city departments including,but not limited to,the engineering serving as the city's ethics officer. department. Litigation responsibilities for civil claims made or brought against the city include responsibility for the litigation or super- vising the litigation of all civil claims made or brought against the City of Elgin including,but not limited to,civil rights, employment matters,contracts,eminent domain,zoning, annexations,administrative review,personal injury claims and prosecution of ordinance and traffic violations. legal The department assists internal .. artments and i Esents the city as hole in court. City of Elgin,Illinois-2 Initiatives are those pkgects or new ideas that are beyond the department's day-today responsibilities.Some department's have many initiatives,some have few. • Commence negotiations with police union for successive collective bargaining agreement commencing 2014 • Commence negotiations with fire union for successive collective bargaining agreement commencing 2014 ••��• Complete E in Community Coll eg a and SanFili ppo land transactions • Complete Fox River Country Day School real estate transaction with respect to conveyance of portion of the property to the Kane County Forest Preserve District City of Elgin,Illinois-3 Department Quick Parks and Recreation Facts: Full Time Equivalent-s Business • Workload Spe(, rum entre of Elgin built in , , , The Parks and Recreation Department strives to enhance the quality of... life for residents of Elgin neighborhoods by protecting the unique natural resources, enhanc- ing cultural treasures and protecting the historical identity of the city. This is accomplished by providing access to an integrated community and regional system of parks and recreation facilities, services and programs with an eye on the future while preserving the past. Workload Spectrum Detail �perate park and Park development recreation facilities Administer general lil d� recreation programs Operations Golf course operation Centre of Elgin operation City of Elgin,Illinois-1 Performance Measures The Parks and Recreation department Creek Country Club. Wing Park Golf is divided into a number of divisions to Course is the oldest 9-hole municipal provide programs and services for all golf course in Illinois.The Highlands of age groups on a year around basis at Elgin is a challenging 18-hole links style multiple sites throughout the commu- golf course.It was recently voted the nity. fourth best public golf course in Illinois. Bowes Creek Country Club is the city's Staff at all levels work to strengthen newest 18-hole golf course,and was the relationship with the community by recently voted the eighth best public serving on community coalitions and golf course in Illinois. councils,establishing and maintaining partnerships,and serving on non-profit Parks Development plans the parks boards.The department supports the systems,which includes the acquisi- Parks and Recreation Advisory Board tion of new park land,the development and the newly formed Parks and Recre- of new parks both in-house and with ation Foundation. developers and the renovation of the city's seventy-three existing parks. The Centre division is responsible for Ranging in size from Y4 of an acre to the operation of The Centre of Elgin, 224 acres,the parks contain many dif- which includes a fitness center,track, ferent amenities including playgrounds, racquetball courts,basketball courts, sport courts,playing fields,shelters rock climbing wall,three swimming and paths. pools,banquet facility,rental rooms, ceramics room,birthday party rooms Administration is responsible for the and preschool center.Each year,over overall coordination of the department's 800,000 people visit the facility. administrative activities,marketing ef- forts,grant administration and strategic Community Recreation is in charge planning. Staff provides rental services of general recreation programming,as in areas such as banquet facilities, well as the operation of the Eastside meeting rooms,picnic shelters,sports Recreation Center,Hawthorne Hill facilities,sports equipment and park Nature Center,the Sports Complex,the sites for the community.Administration outdoor pools and the Lords Park Pavil- also oversees the volunteer efforts ion. Each year hundreds of recreation throughout the department,including programs and services are provided at services,programs,facility operation these facilities with program registration and marketing. numbering in the thousands. Golf is responsible for operating the city's three public golf courses:Wing Park,The Highlands,and Bowes -_ A _ City of Elgin,Illinois-2 Initiatives are those projects or new ideas that are beyond the department's day-to-day responsibilities.Some department's have many initiatives,some have few. 1' • Complete ADA improvements for Sports Complex Softball Fields • Douglas Park phase I ADA improvements • Wing Park Family Aquatic Center painting and maintenance • Capital Allocation:Sports Complex maintenance • Capital Allocation: Community recreation • Centre of Elgin carpet replacement • Regional Park Phase 1 Development • Wing Park Golf Course improvement plan • Golf equipment garage sound deadening • Youth Sports organization grants • Capital Reserve Fund-Centre Dozens neighborhood are peppered throughout Elgsorne offer free summer lunches during the NM Vt City of Elgin,Illinois-3 2014 Department Quick Police Department acts' Full Time Equivalents Business Plan 248.50 4;or};load Spectrwr Oh�ia;inn� Inaiative� a r{ r". i �� - � �� , � Elgin Police Memorial � "°_ Service,conducted The Elgin Police department is dedicated to working in partnership with the community to promote safety and enhance the quality of life by serving with profes- sionalism, encouraging open communication and embracing diversity. Workload Spectrum Detail Daily Patrol Maintain crime records Community Education Police Service Dag Unit Maintain evidence records Traffic enforcement h � ' �° '� '� Animal Control Facilitate Community Victim assistance Policing Media Relations Juvenile crime prevention Train community members Operations Administer holding facilHy (CERT) Office of Emergency 70% Management Investigate crimes Run Senior Police Academy Explorer program City of Elgin,Illinois-1 Special Events Assistance ROPE Program School Resource Officers Process adjudication Crime prevention tickets Performance Measures The Elgin Police department strives to Crime achieve excellence through innovative leadership and respectful service to the community.The department is com- prised of approximately 250 members, 180 of which are sworn officers.The remaining members are civilians who fill positions such as telecommunica- tion operators,records clerks,parking control officers and community service officers.The sworn command structure Operations encompasses one police chief,one deputy chief,three commanders,six lieutenants and twenty-two sergeants. The department is comprised of three bureaus:operations,investigations and administration.Operations is respon- sible for patrol,the police service dog unit,animal control,and for the holding facility.Investigations oversees adult and juvenile investigations,social services,gangs,drugs and technical units,the Resident Officer Program (ROPE),crime-free housing,communi- ty relations and crime prevention and Community communications.Administration is responsible for the traffic unit,technical services,adjudication and records. The police department also focuses on proactive measures that maintain or improve the community's quality of life. Several programs are in place within each division to facilitate community policing and safety initiatives,such as Emergency • , , • , the Community Emergency Response Team(CERT),Citizens Police Acade- my,Senior Citizens Police Academy, Explorer Post, Neighborhood Watch, and Peer Jury. City of Elgin,Illinois-2 Initiatives are those projects or new ideas that are beyond the department's day-today responsibilities.Some department's have many initiatives,some have few. 9 • Replace radio system • Develop a comprehensive data driven policing program • Expand the security through surveillance program • Create an alternate reporting center/real time information center • Launch on-line landlord training • Civil gang prosecution • Ordinance requiring high density buildings to allow for public safety radio coverage • Mandated two factor authentication • Electronic speed signs • Coordinate merchant meetings for retail theft • Senior citizen academy • Establish networks with the Elgin Drug and Gang task force • Implement Mulberry Grove ROPE officer i • Launch heroin prevention program • Implement a firearms simulator program • Continue Police fitness program • Continue employee development program • Kids United program • Elementary school/youth initiatives • Continue senior citizen outreach program • Expand adjudication software to increase rate of collections and compliance through "Boot Impound"program • Automated payroll/scheduling system-Telestaff 1' • Expend capital allocation for necessary furniture replacement in the police station City of Elgin,Illinois-3 2014 Department Quick Public Works Facts: tlorkload Spectrum Business Plan GpPrat�ons !n,t�-nvFs Public Works is ► A 1 1 _ Holmes Road on —` � � It is the mission of department 1 public 1 deliver 1 on-time municipal services that improve the quality of life for Elgin residents through respon- sive, efficient, and effective delivery of services to every neighborhood and by reflecting a can-do attitude with our customers and stakeholders. Workload Spectrum Detail Initiatives,15% Operations City of Elgin,Illinois-1 Traffic and electrical Roadway maintenance Seasonal ordering repairs and repairs Vehicle set up, Underground repairs Utility cut repairs emissions and licenses Graffiti removal Street and sidewalk Sateiy lanes repair Parking lot striping Accident claims Leat pickup Central Business District maintenance Street sweeping Snow and ice removal City vehicle maintenance Performance Measures The Public Works department encom- well.Leaf pick up,street sweeping and passes many functions.This business performing utility cuts round out the plan focuses on three divisions,Traffic/ street divisions responsibilities. Electrical,Streets and Fleet.Each division works to keep Elgin's streets, Fleet streetlights and city vehicles function- Fleet services provides preventative ing safely. maintenance service to city vehicles, from engineering inspectors to the fire Traffic/Electrical department. Inherent in maintenance is The Traffic/Electrical division takes care actively managing vehicle part invento- of streets,sidewalks and streetlights. ries and contracts for more comprehen- Elgin's public works crews complete sive repairs.Fleet services also offers traffic sign repairs and replacement, vehicle rapid repair for very routine or parking lot striping and other pavement front line emergency service vehicles. markings.This division also removes graffiti.In Elgin's downtown,public works also helps keep sidewalks clear and free of debris like gum.Each time a construction job requires digging;Elgin public works also completes JUUE requests to locate city utilities.When one of the city's more than 4,500 street lights go out,Elgin's crews replace them or will repair the underground street fault that caused the outage. Street The streets division works year-round to keep Elgin safe for vehicles and oth- er road users.During the snow season public works employees drive more than 60,000 miles around town keeping streets safe and clear of ice and snow. Public works also performs preventa- tive maintenance on city streets like pot-hole patching,crack sealing or minor resurfacing.Sometimes larger neighborhood grind and overlay jobs (new layer of asphalt)are completed by this division,too.Roadway islands, medians and sidewalks are cleaned and repaired by the streets division as City of Elgin,Illinois-2 Performance Initiatives are those projects or new Ideas that are beyond the department's day-today Measures responsibilities.Some department's have many initiatives,some have few Street(cont.) • Interior Ash tree removal(Bluff City Cemetery) • Fence replacement(Bluff City Cemetery) • Neighborhood repaving-Grind and Overlay • Neighborhood sign replacement • Fleet floor refinishing • Railing replacement -Wing Street at McLean Boulevard • Signal Controller Replacement -Traffic System Fleet Maintenance and Upgrades • Vehicle replacement - Street sweeper purchases City of Elgin,Illinois-3 2014 Department Quick Utilities Department acts' Full Timc Equivalents: Business Plan 63.25 Opara?ions Initntr.es ! +- /�'- Department The Utilities I 1 1 1 people quality- drinking ing water standards. The department provides leadership in developing and protecting water resources and by reinforcing and maintaining the infrastructure and stormwater management. The Department collects and monitors wastewater systems in compliance with regulatory requirements, providing the city of Elgin sewer users with safe disposal of waste materials. Workload Spectrum Detail Reporting to local, Clean and maintain Fox River and initiveffla City of Elgin,Illinois-1 state,and federal chemical feed tributary flow logs agencies systems and operating systems Maintain 31,000 water Well monitoring meters Daily water testing Risk management Maintain certifications Registered weather for operators and Bulk water billing for station engineers RWTP Capital projects and Sewer Jefting Maintain equipment development review and chemical Catch Basin Cleaning inventory Infrastructure updates in GI5 Maintain Lift Stations Laboratory services Televise Sewers Performance Measures Water Division Operationally,the Water Division takes water from the Fox River,treats it and delivers it to all faucets in the community for less than pennies a gallon. There are operators controlling the treatment process,mechanics to keep all the pumps working and laboratory staff to ensure quality.The division maintains certifications for operators(30 hours tri-annually)and engineers(30 hours bi- annually). The department oversees the installation,maintenance and repair on over 31,000 meters within the system,ensuring accurate readings for all customers. Staff read every meter in the system every two months.This division works to replace all meters greater than six inches every year,meters measuring at two to six inches every three years,and residential meters every ten to fifteen years. The city complies with all regulations to ensure safe,high quality water.The department submits reports to the federal Environmental Protection Agency (EPA),the Department of Homeland Security,the Illinois EPA,the Local Emergency Planning Committee,the State Emergency Response Commission, and the local fire department. Sewer Division The Elgin sewer division operates in both a routine and emergency capacity. Day-to-day,the division cleans(also known as jetting)the city's wastewater and storm systems to ensure they are functioning properly in accordance federal laws. Crews clean city catch basins to minimize debris from clogging the system and mitigate the amount of pollutants that enter local water shed. Also 24/7,365 days per year the sewer division maintain and repair the city's lift stations to ensure they are functioning properly. When a sewer issue arises,crews provide timely responses to water main breaks and will also televise sewers to identify defects.Televising also assists in making rehabilitation decisions. Annually the Sewer Division is required to report our footage for sanitary,storm and combination jetting,as well as,catch basin debris removal to the[EPA in accordance with our NPDES Permit.We annually track these numbers and track the division's performance.Unlike private sector performance,these numbers are not required to show a year over year increase,only that the numbers are achieved. rRsidn:s Ind Fox River for drinking r years. City of Elgin,Illinois-2 Performance Initiatives are those projects or new ideas that are beyond the department's day-to-day Measures responsibilities.Some department's have many initiatives,some have few. 1' • Airiite Street Water Treatment Plant Rehab • CSO(combined sewer overflow SCADA) • Water Meter conversion to ORION • LIMS(Laboratory information management)to SCADA • Repair wells#3#4 and#5 and abandonment of Well#6 to satisfy Compliance Commitment Agreement(CCA) • Lining of 36 inch water main across Fox River • Engineering and design of Phase I Combined Sewer Separation(CSS)in Bluff City Basin • Filter to Waste engineering and design • Review options for McBride St.water main • Obtain final easement or re-route St.Charles St.water main • 5 MG Reservoir repairs • Lord Street Basin Phase III sewer separation(Standish/Elm) • Airlite Street overhead tank repairs • West zone pumping modifications • Sewer Lining ;r City of Elgin,Illinois-3