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14-184 Resolution No. 14-184 RESOLUTION ADOPTING THE 2015 PRIORITY 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 preparation of priority business plans wherein strategic priority business plans are created that identify overall missions, responsibilities, strategic initiatives, performance measures, and workload indicators; and WHEREAS, the Elgin City Council and staff engaged in strategic planning sessions throughout 2014. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that the City Council hereby adopts the attached 2015 priority business plans of the City 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 17, 2014 Adopted: December 17, 2014 Vote: Yeas: 9 Nays: 0 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk PUBLIC SAFETY 0 . 4 __,___. _ • To utilize partnerships, technology and resources to provide Ce a safe community. City of Elgin, IL- 2015 Proposed Budget , PRIORITY BUSINESS PLAN - PUBLIC SAFETY Objective #1 Create long-term public safety strategies through new equipment and service delivery models. Strategy 1: Embrace technology to better equip our public safety professionals in the areas of code enforcement, crime and fire prevention. Initiative Lead Department Budget Fund Status Installation and implementation of fire alerting system Fire Department General Not Started Description In 2014, the fire station alerting system was replaced as part of the public safety radio system.After the installation, it was noted that there were multiple features that can be added to the interior of all seven fire stations that would decrease the time it takes from the moment the alarm sound, move to the apparatus and begin the response, commonly referred to as"turn out time." Examples include colored lights, timers, and multiple visual displays.These options will be explored and pursued in 2015. Initiative Lead Department Budget Fund Status Use RMS to improve response times to meet or Fire Department General Not Started exceed national standards Description Analysis of data is a key for a fire department to remain proactive while analyzing the type of demand that is being placed on it. Data analysis can also assist in the early identification of a problem and the best practice to utilitize.As the city continues to grow, data in the new areas can be analyzed to assess the risk as well as type of apparatus that may be required in the city's growing neighborhoods. Initiative Lead Department Budget Fund Status Devise framework and begin converting pre-plans to digital format Fire Department General In-Progress Description Building pre-plans are schematics for a structure that identifies points of entry and exit as well as potential hazards.The Fire Department has been actively converting existing paper-based pre-plan files into a digitized format. This information will be available in all fire apparatus, on ToughBook computers, and could potentially be shared with the Police Department for any combined type incidents. City of Elgin, IL- 2015 Proposed Budget PRIORITY BUSINESS PLAN - PUBLIC SAFETY Initiative Lead Department Budget Fund Status Bariatric Stretcher Purchase Fire Department $57,400 Riverboat Not Started Description The Fire Department regularly responds to calls that require the transport of an obese patient. To assist with safe transportation, the department purchased a Stryker Power Load system for one of its ambulances in 2014. This has helped reduce staff injuries, as well as provide a means to safely secure patients to a cot during the ambulance loading and unloading process. Initiative Lead Department Fund Status Body-worn camera feasibility research Police Department General Not Started Description Officer-worn (also known as body-worn)cameras add an additional level of evidence, protection and accountability for police officers and the community.The Police Department will conduct research on equipment, laws and policies involving officer-worn cameras. Staff plans to pay particular attention to cost, equipment reliability, battery life, recording policies, retention policies, hardware and software requirement, storage capabilities, FOIA impact and maintenance. If the cameras are found to be feasible for deployment, a proposal will be created to implement an officer-worn camera program. Initiative Lead Department Fund Status Implement GPS radio system Police Department General Not Started Description The upgraded public safety radio system includes radios and hardware that transmits officer GPS locations; however, software will need to be purchased and implemented in order to graphically view officer locations. Staff will explore options in 2015 to fully realize the system's functionality. City of Elgin, IL-2015 Proposed Budget PRIORITY BUSINESS PLAN - PUBLIC SAFETY Initiative Lead Department Fund Status Research feasibility of text 911 Police Department General Not Started Description The 911 phone system was upgraded as part of the public safety radio system project. With some additional software enhancements,the phone system has the capability to accept 911 text messages. Staff will research other 911 text pilot programs with the eventual goal of working with other agencies in the county to implement text 911 county-wide. Initiative Lead Department Fund Status Real time information center(RIC) implementation Police Department General Not Started Description Through the expansion of the department's video management system, the RIC will assist in crime prevention and crime solving abilities, as well as enhance proactive identification and deployment of resources for the police department and other city departments. The development partnership between the city and Motorola Solutions will incorporate future phases of innovative technology solutions for the RIC and continued refinement as the RIC is made accessible in other areas of the organization. Initiative Lead Department Fund Status Expand video capabilities Police Department General Not Started Description In conjunction with the implementation of the Real Time Information Center(RIC),the Police Department will begin to expand video capabilities through the addition of cameras in key locations throughout the city to enhance public safety. City of Elgin, IL- 2015 Proposed Budget PRIORITY BUSINESS PLAN - PUBLIC SAFETY Initiative Lead Department Fund Status Electronic citation (Dacra)enhancements Police Department General Not Started Description The current Dacra citation system is built on an Access database that makes mobile deployment very difficult. Staff will work with the current vendor to deploy a web-based system that will not require Access software. The new system will also allow officers to complete citations in areas outside of cellular service, and submit the citation when they have cellular or Wi-Fi service. Software enhancements will also encompass the management of the boot impound program. Initiative Lead Department Fund Status Laserfiche implementation Police General Not Started Description The city moved to the Laserfiche software system for document management. The Police Department will integrate Laserfiche into the department's New World records management system. Laserfiche will allow easier retrieval and sharing of documents with other departments and other agencies. Initiative Lead Department Budget Fund Status Police security system Police $395,000 Riverboat Not Started Description In 2015, the Police Department plans to design and install a new security and surveillance system to ensure the integrity of the holding facilities. The current security and surveillance system is a proprietary system with automatic locking mechanisms and other automated safety systems. The vendor that designed the system no longer operates, and the city is unable to identify a consultant or contractor with the capability of making repairs to the faulty components in the integrated system. City of Elgin, IL-2015 Proposed Budget PRIORITY BUSINESS PLAN - PUBLIC SAFETY Initiative Lead Department Budget Fund Status Records Management System Police $122,970 Riverboat Not Started Description The Elgin Police Department purchased New World software, a public safety information system, which includes records management, jail management, field reporting and mobile messaging. Staff continues to work with New World on various components that have yet to be configured to the departments' requirements. As such, the final payment of$122,970 will be held until New World achieves all contractual deliverables. The city continues to pay an annual maintenance cost. Strategy 2: Ensure fleet readiness and building maintenance for effective service delivery. Initiative Lead Department Budget Fund Status Ambulance Purchases Fire $434,510 Riverboat Not Started Description The Fire Department operates two 2008 Ford ambulances, and both has experienced increased downtime due to an issue related to the emissions system, which is regulated by the Environmental Protection Agency(EPA). These ambulances currently serve as back up vehicles, and therefore experience greater issues because they are not used regularly. One ambulance was scheduled for replacement in 2014; however, the city deferred the purchase based on a staff recommendation. Funding has been allocated to replace the two ambulances in 2015, and will utilize the new vehicles on the front-line. Initiative Lead Department Budget Fund Status Replacement Vehicles Police $100,000 Riverboat Not Started Description Because video gaming is now available in Elgin, the city expects that revenues lost from the Riverboat will come in from video gaming proceeds. Video gaming revenues will be used to fund initiatives. It is recommended that revenues from video gaming in 2014 be used to fund police vehicle purchases. City of Elgin, IL- 2015 Proposed Budget PRIORITY BUSINESS PLAN - PUBLIC SAFETY Strategy 3: Evaluate public safety operations to encourage collaborative ventures. Initiative Lead Department Budget Fund Status Scheduling and time tracking software research and Police General Not Started implementation Description The department entered into an initial contract with Telestaff for scheduling and time tracking. The Fire Department uses the software which has increased their efficiency and the amount of information they have readily available about scheduling and employee time. However, the unique way the police department schedules has made it difficult for Telestaff to implement the software. Staff is working through issues with Telestaff, and exploring other software options should the Telestaff implementation not work. A refund will be pursued should Telestaff not be implemented. Objective #2 Continue to address short-term public safety concerns through best practices. Strategy 1: Provide a reliable public safety communications network. Initiative Lead Department Budget Fund Status Emergency vehicle preemption Fire Department $97,500 Riverboat Not Started Description Emergency vehicle preemption allows programmed traffic signal operation to be preempted by emergency vehicle transponders to enhance their safe passage through busy intersections. Twelve city intersections have been equipped with vehicle preemptions systems since 2005. A portion of this funding recommended for this project will provide preemption systems in the Randall Road intersections in proximity to Advocate Sherman Hospital. The other portion will fund preemption systems along Kimball Street, between Dundee Avenue and State Street. Strategy 2: Expand our emergency management capabilities. Initiative Lead Department Budget Fund Status Building City Hall security upgrades $300,000 Riverboat Not Started Maintenance Description The city allocated funds in 2013 to complete various security enhancements at city hall, which included a bullet proof dias and panic buttons in council chambers, security cameras and protective barriers at the entrance of City Hall. Funds are allocated in 2015 to plan for future capital improvements that ensure appropriate security measures are in place. City of Elgin, IL- 2015 Proposed Budget PRIORITY BUSINESS PLAN - PUBLIC SAFETY Initiative Lead Department Fund Status Update emergency operations plan Fire Department General Not Started Description The Office of Emergency Management will spearhead the review and update of teach annex in the city's Emergency Operations Plan (EOP). This review will take into account multiple industry standards and best practices as benchmarks to ensure a practical, safe plan that is able to be implemented in an emergency. Initiative Lead Department Fund Status Emergency operations center operational and Fire Department General Not Started functional improvements Description In 2014 and 2015, the Emergency Operations Center(EOC)is being renovated to increase the square footage of the room and to ensure that cutting edge technology can readily be deployed to assist personnel during an EOC activation. Strategy 3:Adopt building codes and ordinances that increase the public's safety. Initiative Lead Department Fund Status Additional gang civil prosecution Police General Not Started Description The Police Department, in cooperation with the Kane County State's Attorney's Office has successfully brought civil suits against members of two prominent gangs in Elgin. The civil suits are an excellent tool for officer to use in battling gang problems.The department will pursue civil suits against two other gangs in 2015. Initiative Lead Department Fund Status Develop fire clothing specifications Fire Department General Not Started Description The Fire Department has a two-year clothing contract to provide clothing to all members of the fire department. This time frame is specifically short so that changes in clothing standards can be incorporated into each clothing contract. City of Elgin, IL- 2015 Proposed Budget PRIORITY BUSINESS PLAN - PUBLIC SAFETY Objective 3 Connect our residents and businesses to promote community policing, emergency preparedness and fire prevention. Strategy 1: Conduct community-wide disaster preparedness education and training. Initiative Lead Department Fund Status Conduct city-wide emergency management training Fire Department General Not Started Description The Emergency Operations Plan (EOP) is considered low frequency, high risk. In other words, the plan is not utilized that often, but when it is used, it is typically for some type of disaster, either natural or man-made. Conducting regular training with the EOP will give all participants the reassurance and guidance that they will need during such an incident. Strategy 2: Maintain community policing through training for officers about the special needs of the neighborhoods they serve. Initiative Lead Department Budget Fund Status Prescription drug abuse prevention program Police Staff Time General Not Started Description Continuation of public awareness campaigns, working with pharmacies on identification of abusers, and networking with other government agencies to provide information and resources to citizens. Initiative Lead Department Fund Status Neighborhood officer initiative Police General Not Started Description As with the 2014 Mulberry Officer initiative, the Police Department plans to assign an officer to work in a designated area of the city to provide a plan of action to address quality of life issues and needed improvements.While this program is modeled after ROPE, the officer will not live in the neighborhood and his or her primary duties will remain in the patrol division. City of Elgin, IL-2015 Proposed Budget PRIORITY BUSINESS PLAN - PUBLIC SAFETY Strategy 3: Embrace social media and other technologies to enhance communication. Initiative Lead Department Budget Fund Status "Eyes Drive Elgin" Police General Not Started Description The police department plans to train those who routinely drive through Elgin as part of their job or daily routine in the following areas: how to be a good witness, reporting crimes, recent trends in crimes, suspicious activity, reporting emergency situations and reporting intoxicated drivers. The training session will give drivers the skills needed to keep an eye open for suspicious activities or emergency situations. City of Elgin, IL- 2015 Proposed Budget NEIGHBORHOODS , 4 , ‘ „ . ,, ,..A ...,. . ..,...,,, , . ,„, ,, . , . To build and maintain safe, vibrant and connected ceci- neighborhoods throughout the city. City of Elgin, IL- 2015 Proposed Budget PRIORITY BUSINESS PLAN - NEIGHBORHOODS Objective #1 Create a sustainable community infrastructure. Strategy 1: Preserve and enhance public streets and rights of way. Initiative Lead Department Budget Fund Status Chicago Street Reconstruction Engineering Engineering $100,000 Riverboat Not Started Description The Chicago Street Rehabilitation project was initiated in 2010 with a request to various political entities (State and Federal) to consider the rehabilitation of the section of East Chicago Street between Center and Liberty. The city pursued the preliminary engineering in 2012 in hopes of becoming eligible for construction funds via Surface Transportation funds through the Kane County Council of Mayors. Communities have seen better success with "shovel ready" or almost ready projects but same implies that the cost of engineering falls to the communities. Total cost of the project is estimated at $4.3 million including engineering, construction and combined sewer separation. Staff plans to bid and begin construction in 2016. Initiative Lead Department Budget Fund Status Collector Street Resurfacing Engineering $1,500,000 Riverboat Not Started Description The city maintains several miles of non-neighborhood streets that serve as collectors or minor highways. Examples include; McLean Boulevard, Bode Road, Shales Parkway, Big Timber, Highland Avenue, Larkin Avenue, National Street, Duncan Avenue and Dundee Avenue. This funding allows these streets to be resurfaced thereby extending their useful life. Initiative Lead Department Budget Fund Status IEPA NPDES Permit Compliance Engineering $100,000 Riverboat Not Started Description The city is mandated by the State of Illinois to apply for and maintain a permit for its separated (not combined) storm sewer system.The funding covers the costs related to maintaining the city's permit in good standing with the state. City of Elgin, IL- 2015 Proposed Budget PRIORITY BUSINESS PLAN - NEIGHBORHOODS Initiative Lead Department Budget Fund Status Larkin Avenue Resurfacing Grant Engineering $700,000 Riverboat Not Started Description The city has been awarded a Kane County Council of Mayors funding Local Agency Functional Overlay(LAFO) grant that would provide an additional $500,000 towards resurfacing Larkin Avenue from McLean to Airlite Road.Total project costs are$1.2 million. Initiative Lead Department Budget Fund Status Lords Park Neighborhood Street Reconstruction Engineering $2,750,000 Riverboat Not Started Description The neighborhood streets to the east of Lords Park including Forest Avenue, Oakwood and Tefft have not been reconstructed for more than 25 years. Their state of disrepair prevents resurfacing from being a viable option as their sub-base is degraded. In addition to significant drainage issues that need to be addressed. Initiative Lead Department Budget Fund Status Neighborhood Street Rehabilitation Engineering $4,200,000 Riverboat Not Started Description Streets identified as requiring reconstruction are targeted through this program. The city will be supplementing its street rehabilitation projects with the revenue derived from the half-penny increase in the home rule sales tax that became effective July 1, 2012. The incremental revenue from the home rule sales tax increase is targeted to an infrastructure improvement fund within the General Fund.These funds would continue rehabilitation efforts around the areas of Standish and Elm streets. City of Elgin, IL-2015 Proposed Budget PRIORITY BUSINESS PLAN - NEIGHBORHOODS Initiative Lead Department Budget Fund Status Neighborhood Street Resurfacing Engineering $3,800,770 Riverboat Not Started CIP&MFT Description Neighborhoods that are identified as requiring resurfacing are targeted through this program. This complements the city's street rehabilitation and street reconstruction programs by extending the useful life of streets that only require resurfacing. This amount includes a portion of McLean Boulevard from Highland Avenue to Big Timber Road, Heartland Meadows subdivision, Woodbridge South subdivision and Mulberry Grove. Initiative Lead Department Budget Fund Status US Route 20/McLean Construction Engineering $151,550 Riverboat Not Started Description In 2012, the Illinois Department of Transportation (IDOT) began a total reconstruction of the US 20 over McLean Boulevard interchange into a Single Point Urban Interchange (SPUI). A Single Point Urban Interchange is an interchange with a single intersection versus two existing intersections at the ramp terminal. The state funded $44 million dollar project should be completed in 2014. These funds represent the city's contribution in 2015 to complete aspects of the projects such as sidewalks and traffic signals. Initiative Lead Department Budget Fund Status Neighborhood Sidewalk Program Public Works $100,000 Riverboat Not Started Description The Neighborhood Sidewalk Program replaces sidewalks with major tripping hazards in older neighborhoods that were not included in a Neighborhood Street Rehabilitation Program. Initiative Lead Department Budget Fund Status Traffic Signal Upgrades Public Works $300,000 Riverboat Not Started Description Elgin is responsible for maintaining 56 signalized intersections. Funding will provide upgrades or replacement of three signal controllers at Airport and Tollgate, Big Timber and Lyle Avenue, and Dundee and Summit. City of Elgin, IL- 2015 Proposed Budget • PRIORITY BUSINESS PLAN - NEIGHBORHOODS Initiative Lead Department Fund Status South East Elgin Neighborhood Planning Partnership City Manager's Office General In Progress Description Since November 2013, NHS of the Fox Valley has been leading a community planning initiative in the south east area of Elgin (SEE), geographically defined on the west by the Fox River, on the east by Liberty Street, on the south by Bluff City Boulevard and on the north by National and Villa streets. The city of Elgin, Habitat for Humanity of Northern Fox Valley, HOPE Fair Housing, Elgin Community Network and Centro de Informacion have partnered on this neighborhood improvement initiative. Residents have actively participated through the development of an actionable neighborhood plan that identifies initiatives in four areas: neighborhoods, public safety, business development and public safety. The city will continue to partner in this initiative by serving as a connector of resources and contacts, as well as participate in continued planning and project implementations. Strategy 2: Provide for adequate water supply, wastewater disposal and stormwater management. Initiative Lead Department Budget Fund Status Chicago Street Sewer Separation Engineering Engineering $199,160 Riverboat Not Started Description The city has received favorable consideration for a grant to reconstruct East Chicago Street from Center Street to Liberty Street, including combined sewer separation. The project will also extend storm sewer beyond Chicago Street to develop a positive outfall for stormwater. That storm sewer includes two blocks of Geneva or Center Street and a short portion of Fulton Street (including restoration). Grant funding is expected to cover 80 percent of the project costs. Initiative Lead Department Budget Fund Status Neighborhood Storm Sewer Reconstruction Engineering $500,000 Riverboat Not Started Description This annual program replaces undersized and inadequate storm sewers and installs small sections of new storm sewers in areas of minor flooding within the city. Sewers to be replaced will be identified from the annual sewer televising inspections, as well as from actual flooding experiences. City of Elgin, IL-2015 Proposed Budget PRIORITY BUSINESS PLAN - NEIGHBORHOODS Initiative Lead Department Budget Fund Status Sewer Lateral Program Public Works $20,000 Riverboat Not Started Description The Sanitary Sewer Lateral Repair Assistance Program provides financial assistance for sewer lateral repairs in the public right of way, up to 50 percent of the cost of repairs up to a maximum of$5,000. The program was revised in 2013 to limit the assistance to owner-occupied dwellings. Initiative Lead Department Budget Fund Status Annual Water Distribution System Upgrades Utilities $2,500,000 Utility Not Started Description This program upgrades residential water distribution mains that are undersized or have a history of breaks. These projects generally correspond to the replacement of mains within that year's neighborhood street repair areas. These funds will be applied to the Bluff City Phase I sewer separation and portions of street rehabilitation areas. Initiative Lead Department Budget Fund Status Annual Distribution Sewer System Upgrades Utilities $210,000 Utility Not Started Description As part of the annual neighborhood street reconstruction projects, the sewer system is repaired, replaced or lined based upon televised inspections of existing lines. Initiative Lead Department Budget Fund Status Bowes Road Interceptor Sewer(BRIS)Trunk 20 - Phase 2B Utilities $5,575,500 Utility Not Started Description Construction funds for the extension of a large diameter sanitary sewer to serve the area north of U.S. Route 20 and west of Randall Road.Approximately half of the sewer line will be constructed in 2015 with the remainder in 2016. City of Elgin, IL-2015 Proposed Budget PRIORITY BUSINESS PLAN - NEIGHBORHOODS Initiative Lead Department Budget Fund Status Utility and Combined Sewer Separation Projects Utilities $4,500,000 CAP In-Progress Description The Sewer Separation Study has been completed and an action plan for separating sewers formulated. Two projects that began in 2014 will continue into 2015. Staff is currently completing property acquisitions for Bluff City Phase I. A deteriorated sewer pipe running under the former Elgin Corrugated Box facility requires demolition; however, demolition can only occur after a re-routed line is constructed. The city is currently in the process of acquiring easements to construct the new line. Once easements are secured the remaining elements of the project can continue. The second project, Lord Street Phase III has completed engineering and is expected to go to bid in early 2015. Initiative Lead Department Budget Fund Status Detention Basin Retrofit Utilities $125,000 Utility Not Started Description Several other basins that are owned by the city have been identified for naturalization as a means to improve water quality. Staff is currently working with a few consultants to determine availability of grant funding, and to come up with cost effective solutions to properly manage the stormwater in these basins. Staff is requesting the funding for projects over the next five years, based on the costs of the McLean/Homes basin cost. Funding in 2015 will be applied to retrofitting the basin north of Brookside Drive. Initiative Lead Department Budget Fund Status Filter to Waste and Leo Nelson Water Treatment Utility Not Started Plant Utilities $575,000 Description The Illinois Environmental Protection Agency's Enhanced Surface Water Treatment Rule has greatly reduced the amount of suspended material, or turbidity, allowed in filtered drinking water. This affects the filter management at the Leo Nelson Riverside Water Treatment Plant and causes staff to closely monitor and control each filter's effluent flow, particularly during backwash operations. A procedure called "filter-to-waste" will equip staff with the ability to perform this process at the Leo Nelson Riverside Water Treatment Plant. This project was planned for 2014; however, funds were re-allocated to west zone connectivity needs in late 2014. City of Elgin, IL- 2015 Proposed Budget PRIORITY BUSINESS PLAN - NEIGHBORHOODS Initiative Lead Department Budget Fund Status Sewer Vactor and Jet Truck Utilities $500,000 Utility Not Started Description Each year, the city is required to clean 108,150 feet of sanitary sewer, 309,000 feet of combination sewers, and 1,954 catch basins. Vactors and jet trucks are an essential part of daily operation and utilized during every sewer backup call received by the division. The sewer division is in substantial need of a third vactor and a second jet truck in order to satisfactorily meet all of the demands placed on the crews and the equipment. Oftentimes, necessary work is postponed or completed in a less efficient method because there is not available equipment to use for the work. The purchase of this equipment will ensure that the correct equipment is available to complete jobs as efficiently as possible. Initiative Lead Department Budget Fund Status Water Distribution System Connectivity Utilities $3,500,000 Utility In-Progress Description The city has approximately 450 miles of water main throughout the distribution system to convey potable water from the treatment plants to the consumers. It is a best practice to have looping water main connectivity throughout the system in order to provide redundancy,flow capacities and greater control in water quality. For redundancy, looping water main connectivity simply allows for a second source of water in an area, so that a shutdown on the primary feed does not leave the entire area completely without water. The city currently operates two large areas on single feed water piping, and the intent of the West Pressure Zone Connectivity Project is to provide the looping water main for all of the above outlined reasons: redundancy, flow capacity and water quality. The West Pressure Zone is roughly the area within the city west of Randall Road. The two areas considered for looping connectivity into the city's West Pressure Zone are the Bowes Road Booster Station discharge area and the Highland Woods Subdivision. City of Elgin, IL- 2015 Proposed Budget PRIORITY BUSINESS PLAN - NEIGHBORHOODS Initiative Lead Department Budget Fund Status Well Modifications Utilities $400,000 Utility Not Started Description The city has 10 deep wells that provide a significant supply of source water separate from the Fox River. The 2011 Water Department Comprehensive Master Plan identified several compromising issues with our deep wells that need to be addressed over the next ten years. Two wells have already been addressed and this funding continues that process. 2015 funding will modify a well at the Airlite Treatment Plant. Initiative Lead Department Budget Fund Status West Zone Pump Modifications Utilities $400,000 Utility Not Started Description The need for the West Zone pump modifications is connected to western growth, including the potential interconnection to Pingree Grove. As the city continues to improve the connectivity of the western parts of Elgin, there must also be improvements to the pumping efficiency and capacity to the zone. This project would modify the existing system to efficiently supply sufficient discharge head to meet the operating range of the new Highland Avenue Elevated Water Storage Tank primarily to address fire suppression capacity. City of Elgin, IL- 2015 Proposed Budget PRIORITY BUSINESS PLAN - NEIGHBORHOODS Strategy 3: Provide adequate maintenance funding for our facilities. Initiative Lead Department Budget Fund Status Building City Building Repairs $1,270,160 Riverboat Not Started Maintenance Description The funding provides for capital repairs identified at the more than 100 city-owned facilities, totaling over 700,000 square feet. Grant funding is regularly pursued to supplement the riverboat funding, providing sustainable energy solutions whenever feasible. Projects included within the 2015 include HVAC repairs to the city council chambers and fan coil replacements in city hall. Initiative Lead Department Budget Fund Status Building Elevator Upgrades $367,350 Riverboat Not Started Maintenance Description Funding is being allocated to ensure all elevator control systems can accommodate fire service recall, as well as regular maintenance and upgrades to the elevator systems in various city facilities. Initiative Lead Department Budget Fund Status Building Fire Station#4 Storm Sewer Repairs $100,000 Riverboat Not Started Maintenance Description Fire Station 4 has experienced increasing instances of the existing storm sewer becoming overwhelmed during rain storms, resulting in the flooding of the station's apparatus floor and offices.The project would involve replacing the existing drain pipe with a larger drain pipe and also tying it into the existing storm sewer system along McLean Boulevard. An overflow would also be added with a discharge into the wooded field, north of the station. City of Elgin, IL- 2015 Proposed Budget PRIORITY BUSINESS PLAN - NEIGHBORHOODS Initiative Lead Department Budget Fund Status Building Roof Replacement $400,000 Riverboat Not Started Maintenance Description The city hired a consultant in 2012 to inventory and prioritize the roof conditions on all city facilities.This allocation will be used to repair or replace those roofs identified as needing the most immediate work in the consultant's analysis. Initiative Lead Department Budget Fund Status City Manager's Hemmens Sound System Replacement $175,000 Riverboat Not Started Office Description Staff is seeking to replace the sound system in 2015 to remain a viable rental facility for performances. The current sound system in The Hemmens was installed in 1999 and has served the users of The Hemmens well. Increased maintenance items and several repairs have been made in recent years including amp replacements and replacement of several speaker drivers. Several more drivers needed replacement. Emergency funding was used in summer 2014 to secure a rental system; purchase parts needed to make the needed repairs to the out-of-service main floor speakers; and to replace the balcony speakers. Other components of the system, including the mixing console are also being taken at least partially out of service for repair. Initiative Lead Department Budget Fund Status City Manager's Replacement Vehicles $750,000 Riverboat Not Started Office Description This fund provides for the purchases of capital equipment to replenish the city's fleet. New vehicle purchases were not budgeted for 2012 as the city worked to stabilize its revenue streams, following three years of deferred purchasing decisions in the years following the 2008 recession. The city again deferred purchases in 2014. The funding will enable the city to begin purchasing vehicles under a replacement cycle that more effectively addresses the various departmental requirements. City of Elgin, IL- 2015 Proposed Budget PRIORITY BUSINESS PLAN - NEIGHBORHOODS Initiative Lead Department Budget Fund Status Fire station 2 partial interior remodel Fire Department $30,000 General Not Started Description Built in 1978, Station 2 is the oldest of the seven stations and in need of remodeling of the kitchen and eating area. The project will include new cabinets, counters, and the replacement of some dated and malfunctioning appliances. Initiative Lead Department Budget Fund Status Parks and Dectron Replacement $250,000 Riverboat Not Started Recreation Description The Dectron unit is a specialized piece of HVAC equipment that is used for indoor pools and is what is currently in place for the therapy pool at the Centre. During the summer of 2014 the larger Dectron unit for the main pool area was replaced. While it is too soon to see the difference in operating cost an immediate improvement in the air quality was noticed. The smaller unit that feeds the therapy pool is experiencing many of the same problems we saw in the main pool area. The unit currently is not functioning at full capacity due to needed repairs. The Building Maintenance department has evaluated the complete system and notes an accelerated rate of deterioration of the unit. The new technology would be similar to that used on the main pool, just on a smaller scale. This improved ventilation should provide us with better air quality in the pool area while also reducing the energy usage. The replacement unit should also reduce the maintenance costs associated with the pool unit. Initiative Lead Department Budget Fund Status Parks and Youth Sports Capital Grants $50,000 Riverboat Not Started Recreation Description The city's Youth Sports Capital Improvement Grants provide financial assistance to Elgin-based youth sports organizations to make capital improvements on the city-owned property at which their leagues compete. These capital improvements benefit the organizations, enhance the city-owned property, and enable the city to reduce labor costs associated with the improvements. A number of these improvements address Americans with Disability Act compliance. City of Elgin, IL- 2015 Proposed Budget PRIORITY BUSINESS PLAN - NEIGHBORHOODS Objective #2 Continue and enhance planning, code enforcement and rehabilitation initiatives. Strategy 1: Review and update the city's comprehensive land use plan. Initiative Lead Department Fund Status Adopt comprehensive plan and design guidelines Planning General In-Progress Description It is intended that Houseal Lavigne and Associates will provide the city with an update to the 2005 comprehensive plan in 2015. This process kicked off in August 2013, starting with public outreach and community meetings. Strategy 2: Enhance systematic code enforcement in our neighborhoods. Initiative Lead Department Fund Status Implement Code 2.0 Code Enforcement General Not Started Description Code 2.0 is a transformational shift in code enforcement philosophy, exemplified by community compliance as opposed to enforcement and proactive educational campaigns. A critical component to this initiative is the ability to measure the impact of the department's strategies. The city can establish as baseline of property conditions through a citywide property and structural assessment. Other strategies to be explored by staff are i training for code enforcement inspectors; cross-training other city employees; providing educational materials to the public; improving forms and handouts; increasing public outreach through social media and other outlets; and upgrading software and reporting tools. Implementing these elements of Code 2.0 is not dependent upon the property and structural assessment study; however, the study would provide benchmarking data that would allow the department to more effectively measure performance. Initiative Lead Department Budget Fund Status Code Rehire code manager to implement Code 2.0 $185,000 General Not Started Enforcement Description The Code Enforcement Manager would design and implement the study that establishes the baseline conditions for Elgin's approximately 33,400 residential and commercial property and structures. Other responsibilities include the management of code enforcement inspectors as the department shifts to Code 2.0 initiatives; make recommendations improvements to property and structures and regularly update the study and implement other elements of Code 2.0. City of Elgin, IL-2015 Proposed Budget PRIORITY BUSINESS PLAN - NEIGHBORHOODS Strategy 3: Review and enhance residential grant programs such as the deconversion and residential rehabilitation grant programs. Initiative Lead Department Budget Fund Status City Manager's Neighborhood Improvement Grant Program $53,140 Riverboat Not Started Office Description This program provides a funding mechanism to the city's various neighborhood groups to provide financial assistance or neighborhood groups and organizations in the development and implementation of sustainable projects benefiting their respective neighborhoods. This program is not receiving additional funding in 2015 or throughout the five-year financial plan. Initiative Lead Department Budget Fund Status Historic District 50/50 Program Planning $299,240 Riverboat Not Started Description This program assists property owners in the restoration of residential structures located in the city's locally designated historic districts. The annual total grant allocation has historically been budgeted at $100,000. For 2015, $50,000 of new funding is included. The remaining amounts reflect unfinished projects carried over from previous years. Initiative Lead Department Budget Fund Status Historic District 75/25 Program Planning $267,360 Riverboat Not Started Description This grant program assists low-to-moderate-income property owners in the restoration of residential structures located in the city's locally designated historic districts. The annual total grant allocation has historically been budgeted at $100,000. For 2015, $50,000 of new funding is included. The remaining amounts reflect unfinished projects carried over from previous years. City of Elgin, IL- 2015 Proposed Budget PRIORITY BUSINESS PLAN - NEIGHBORHOODS Initiative Lead Department Budget Fund Status Multi-family Housing Deconversion Program Planning $272,000 Riverboat Not Started Description This well-established program encourages private parties to convert lawful, non-conforming, multi-family dwellings back to their originally intended single-family use. For 2015, $150,000 of new funding is included.The remaining amounts reflect unfinished projects carried over from previous years. Objective#3 Connect our neighborhoods through bikeways, sidewalks, signs and parks. Strategy 1: Continue to work with organizations and stakeholders to enhance bike and pedestrian safety and transit access. Initiative Lead Department Budget Fund Status Bikeway Route 4 Implementation Engineering $312,000 Riverboat Not Started Description The city's Bikeway Master Plan identifies priority segments for bike routes within each quadrant of the city. In 2013 the city council voted to construct the northeast quadrant, Route 1 to connect the downtown bicycle network at Douglas Avenue and Kimball Street on the west to the existing trail on Congdon Avenue in Cook County on the east. Bike Route 4 spans from the west bank of the Fox River paralleling Route 20 to the Sports Complex, crossing McLean Boulevard through the Elgin Community College Campus to Randall Road and then west to its terminus on Bowes Road at Bowes Creek Road. If approved, it is anticipated that Bike Route 4 will be constructed in 2015. Both Bike Routes 1 and 4 receive 80 percent in federal funding for the total project costs, via the Chicago Metropolitan Agency for Planning's (CMAP) Congestion Mitigation and Air Quality Program(CMAQ). Initiative Lead Department Fund Status Continue to work with PACE on 1-90 park and ride Planning General Not Started program Description The Community Development Department is the point of contact for this PACE program to provide park-and- ride facilities at the Randall Road and Route 25 interchanges on 1-90. It is estimated that these facilities will be open in 2016 and 2017, respectively. City of Elgin, IL-2015 Proposed Budget PRIORITY BUSINESS PLAN - NEIGHBORHOODS Initiative Lead Department Budget Fund Status Ride in Kane Funding Planning $200,000 General Not Started Description Ride In Kane is a transportation program through a partnership of Pace Suburban Bus and Kane County government entities to provide transportation for senior, disabled, and low-income individuals in Kane County. In response to the city's rising contribution, Kane County will provide an analysis of the program in early summer 2015 for city council consideration. Strategy 2: Implement the recommendations from the way-finding master plan including the placement entry corridor signs. Initiative Lead Department Budget Fund Status City Entryway Signage City Manager's $133,200 Riverboat Not Started Office Description The Elgin Image Commission is recommending five entry way signs for welcoming city visitors. The estimated cost for the signs, without landscaping and installation is$110,000. Strategy 3: Promote the development of additional neighborhood parks and open spaces. Initiative Lead Department Fund Status Develop neighborhood park#2 in Bowes Creek Parks and Recreation General Not Started subdivision Description The Parks and Recreation Deoartment intends to work with Toll Brothers and the neighbors in the western portion of the Bowes Creek subdivision to design and construct the neighborhood's second neighborhood park. This new park will be located on Thornhill Drive, in close proximity to the subdivision's western entrance off of Corron Road. City of Elgin, IL- 2015 Proposed Budget Initiative Lead Department Budget Fund Status Tree Replacement Public Works $316,850 Riverboat Not Started Description The city allocates funding to replace trees in the right-of-way and other city-owned properties. The emerald ash borer has destroyed a substantial number of trees throughout the city on public right-of-way necessitating tree replacement. City of Elgin, IL-2015 Proposed Budget ■■■& FINANCIAL STEWARDSHIP •11/ 4 To safeguard and enhance our resources through sound aga- financial planning. City of Elgin, IL- 2015 Proposed Budget PRIORITY BUSINESS PLAN - FINANCIAL STEWARDSHIP Objective #1 Create opportunities for more efficient service delivery models. Strategy 1: Nurture an organizational culture that encourages teamwork, creative input and the sharing of ideas. • No new initiatives fall under this strategy at this time. Inter-department collaboration continues to increase through the use of technology, specifically through the Salesforce platform. Salesforce promotes transparent and collaborative communication through Chatter, which can be likened to an internal social network. City staff can post questions, collaborate on documents or share information using posts. Each case within Elgin's.311 contains a Chatter feed as well so users can get background information on what has occurred at-a-glance. Strategy 2: Encourage synergies among departments to promote increased efficiencies in the use of funds. • No new initiatives fall under this strategy at this time. However Elgin's rapid response team is currently being developed. This response team when complete will help more accurately diagnose issues when they're reported, helping deploy resources more efficiently and effectively. Strategy 3: Research best practices in streamlining processes and identifying cost-saving measures. Initiative Lead Department Fund Status Cost recovery false alarm ordinance Fire Department General Not Started Description This ordinance would be similar in nature to the Police Department's false alarm ordinance. While it can be seen as punitive, it's actually quite the opposite as it's designed to ensure businesses keep their fire alarm in a functioning manner. City of Elgin, IL- 2015 Proposed Budget PRIORITY BUSINESS PLAN - FINANCIAL STEWARDSHIP Initiative Lead Department Budget Fund Status Online open enrollment Human p Resources $3,000 General Not Started Description The city's open enrollment process is entirely paper based for all benefits: health, vision, dental, insurance opt out, medical flexible spending account and dependent care account programs. Almost 600 employees and 200 retirees submit at least one paper form during the open enrollment period. HR staff enters enrollment information onto the websites of benefit providers, makes payroll changes to accurately reflect the impact of elections on employee paychecks, and informs IMRF and the police and fire pension administrators of proper deduction amounts for retirees. An online open enrollment program would enable employees to enter the desired level and type of benefit directly into a database which would feed into both providers' systems and Naviline payroll. This program is being developed using the city's Laserfiche technology and is expected to be ready for roll out to employees in February 2015. Initiative Lead Department Fund Status Laserfiche forms module roll out ITS General Not Started Description The city invested in Laserfiche in 2013. The forms module will simplify the forms creation process for many departments in the organizations. Forms will be created, linked to laserfiche document management and processed through laserfiche workflow. Previous manual document handling and processing will be automated to improve the overall forms management experience. The first process to be rolled out is the Human Resources Open Enrollment Form for health insurance open enrollment. This form was a printed form, filled out by hand with ink on paper and returned to HR for manual entry into Naviline and then manual entry in the Insurance provider system. With laserfiche forms and workflow options, this process is fully automated. City of Elgin, IL- 2015 Proposed Budget PRIORITY BUSINESS PLAN - FINANCIAL STEWARDSHIP Objective #2 Continue to plan for the long-term sustainability of city services and revenues. Strategy 1: Continue to diversify general fund revenue base that limits the use of property taxes to the fullest practical extent. • It was announced during the 2014 budget process that the city has accomplished Elgin's revenue diversification goals established in 2012. Strategy 2: Clearly define the services the city will provide, to whom, and at what level, focusing on quality, timeliness, and cost. Initiative Lead Department Budget Fund Status Centre of Elgin Debt Service Finance $1,684,000 Riverboat In-Progress Description This project provides funding for the annual principal and interest payments for the 2000 general obligation bond Issue related to the construction of the facility.The final payment will occur 2015. initiative Lead Department Budget Fund Status SSA Debt Service Finance $460,850 Riverboat In-Progress Description Funding represents principal and interest payments for the Special Assessment Area V debt proceeds.This project covered the Willard Avenue and Illinois,Van Nostrand and Erie Streets. Initiative Lead Department Fund Status Contract negotiations with public works fire and police unions Human Resources General Not Started Description The police union contract for 2014 through 2016 was settled in 2014. The agreement contains a "re-opener" clause whereby the parties may meet during the term of the agreement to attempt to agree on changes to the health insurance plans to have the most favorable rate as the insurance market responds to the parameters of the ACA.The fire union contract expired on December 31, 2013. Negotiations will begin in November 2014 and most likely continue into 2015. The public works contract expires on December 31, 2014. Negotiations will most likely continue into 2015. City of Elgin, IL- 2015 Proposed Budget PRIORITY BUSINESS PLAN - FINANCIAL STEWARDSHIP Initiative Lead Department Budget Fund Status Implement health insurance changes to avoid Human General In-Progress 'Cadillac Tax' in 2018 Resources Description The Affordable Care Act provides for a tax (known as the "Cadillac Tax") to be assessed on high value health insurance plans (with premiums.over$10,200 for single coverage and $27,500 family coverage). A 40 percent excise tax on the amount above the premium threshold becomes effective in 2018. Based on the city's current premiums and modeling, a seven and a half percent rate increase in subsequent years, the city's PPO-I and PPO-II premiums will cross the "Cadillac" threshold in 2016. The last calculation provided by city consultant, Forest Financial, predicted that in 2018 the city could face a penalty totaling $599,169 on PPO-I alone. The Health Insurance Committee, consisting of managers and representatives from all unions, will develop potential strategies to minimize or avoid the impact of the tax. Initiative Lead Department Fund Status Insurance services offices(ISO)site visit Fire General In Progress Description Insurance Services Office's(ISO)staff collects information about the quality of public fire protection in more than 47,500 fire protection areas across the United States. In each of those protection areas, ISO analyzes the relevant data and assigns a Public Protection Classification — a grading from 1 to 10.Class 1 generally represents superior property fire protection,and Class 10 indicates that the area's fire suppression program does not meet ISO's minimum criteria. Most U.S. insurers of home and business properties use ISO's PPC in calculating premiums. In general, the price of insurance in a community with a good PPC is lower than in a community with a poor PPC,assuming all other factors are equal. Elgin's Fire Department was last rated Class 3 in 2005, and is pursuing a reevaluation to move to a Class 2.This involves demonstrating capacity and high levels of service in the fire, water and emergency telecommunication departments. ISO staff also evaluate fire mitigation initiatives and community education. The department met with ISO staff in 2014 and is expecting to wrap up the rating process in early 2015. Initiative Lead Department Budget Fund Status Participate in Fee Study Planning General Not Started Description The Community Development Department is participating in the fee study overseen by the City Manager's Office.The study will assess the average time required to issue the various types of building permits, the persons involved in that process, and the associated costs therewith to determine whether or not the fee is commensurate with the total costs. City of Elgin, IL-2015 Proposed Budget PRIORITY BUSINESS PLAN - FINANCIAL STEWARDSHIP Strategy 3: Develop a new, comprehensive approach to managing our facilities and financing capital improvement projects. • No new initiatives fall under this strategy at this time. However a continued initiative that is referred to in other priority business plans is Asset Optics. Asset Optics is a centralized work order management system and doubles as an up-to-date inventory system. From boilers to fire extinguishers, all of the city's 6,500 "assets" need to be inventoried and accounted for. Asset Optics accomplishes this. Before Asset Optics the city utilized four separate programs/databases to manage its work orders and inventories. Asset Optics collapses all of those systems into one platform. In 2014 staff imported all existing buildings into Asset Optics and is successfully performing corrective maintenance using the system. Over 2014 staff will migrate the rest of its data into Asset Optics so that preventative maintenance can be tracked in Asset Optics as well. City of Elgin, IL-2015 Proposed Budget PRIORITY BUSINESS PLAN - FINANCIAL STEWARDSHIP Objective #3 Connect the work of our employees with the strategic priorities. Strategy 1: Communicate decisions, important issues, goals, and expectations to our employees. Initiative Lead Department Fund Status Develop fire department strategic plan Fire Department General Not Started Description The Fire Department plans to develop a strategic plan that proactively looks to the future and helps the department plan for the next three to five years.This plan will provide guidance and direction to the Fire Department as they continue to create a future of excellence. Strategy 2:Track and manage projects to increase accountability, proficient workflow and value. Initiative Lead Department Budget Fund Status Human Dependent eligibility audit $25,000 General Not Started Resources Description A dependent eligibility audit is a fiscally responsible project given the city's increasing insurance liability. The audit is a win-win proposition; either ineligible dependents will be identified and removed from our insurance resulting in cost savings, or we will confirm that only eligible dependents are covered. The estimated cost of an audit is$23,250. The industry standard for the cost of a dependent is$3,500 annually; only seven ineligible dependents would need to be identified to break even on the cost of the audit. Initiative Lead Department Fund •Status Development of Service Level Agreements(SLA) 311 General In Progress Description SLA's formally define the level of service, as agreed upon by the service provider and the customer.While SLA's do exist in some city departments, the city's investment in Salesforce's flexible technology platform-which provides transparency in collaboration, high levels of reporting and integration into other operational systems- allows for a reexamination of current service levels.This initiative requires collaboration between many departments to ensure SLA's meet the goal to provide responsive, safe and consistent service. City of Elgin, IL- 2015 Proposed Budget Strategy 3: Seek employee collaboration on cost reduction, service improvement, and problem solving. Initiative Lead Department Fund Status Continue to implement certain development process Planning General Not Started improvements Description From recommendations contained within the Sikich report,to improvements found through the implementation of BasicGov, the Community Development Department is continually looking at ways in which the development process can be made more efficient, more effective, and more transparent. Initiative Lead Department Fund Status Implement time tracking system for projects and Planning General Not Started tasks Description The Community Development Department plans to implement a tracking system for time spent on various projects or tasks, primarily for the planning division. This will assist in determining appropriate staffing levels and the department's ability to take on new initiatives. Initiative Lead Department Fund Status LED Lighting Retrofit Public Works Utilities In Progress Description The city has plans to convert its residential streetlights from high-pressure sodium lights to light emitting diodes, or LEDs. Documented benefits of LED conversion include approximately 50 percent lower energy consumption, greater reliability and lower maintenance costs. Before: Street with high After:Street with sodium pressure lights LED lights City of Elgin, IL- 2015 Proposed Budget i/►∎ Sala% ECONOMIC DEVELOPMENT ■a m■ .■■. .•ice 4 ..,:.....'s..-ii',4,--,-,[:,,A,-:.:.:;;',,z,.. . ,,........„— i g X41 r, , To encourage private investment, job creation and a sustainable tax base. City of Elgin, IL- 2015 Proposed Budget PRIORITY BUSINESS PLAN - ECONOMIC DEVELOPMENT Objective #1 Create sustainable business districts and areas for new development. Strategy 1: Enhance the city's commercial corridors for the purpose of additional retail development and aesthetic improvements. Initiative Lead Department Budget Fund Status Elgin Tower Building Redevelopment City Manager's $4,700,000 General In Progress Office Description In mid-2014, Capstone Development Group, LLC proposed a$13 million renovation of the underutilized Elgin Tower Building that will create a mix of 45 one-and two-bedroom apartments with rentals ranging from$863 to $1200 per month.The historic renovation will be utilizing energy-efficient materials and fixtures and be sensitive in retaining as many original design elements as possible. Capstone has an option to purchase the tower building for$1 million and is budgeting$8 million for hard constructions costs. Capstone is expecting to utilize approximately$2.09 million in Federal Historic Tax Credits and$2.6 million in State Historic Tax Credits which will collectively generate approximately$4.1 million in equity investment.The market-rate rentals will generate income sufficient to support$3.6 million in debt, necessitating a city investment of approximately$4.7 million. The 2014-18 Central Area TIF Fund Financial Plan budgeted$3.5 million for Elgin Tower Building renovation and a loan of$5 million from the General Fund to assist in advancing the development assistance and to fund the final phase of the Central Business District streetscape improvements. El.in Tower ~a '_,:::;-",:4'12,1„,-r \,.y N - , • , k_ .� I _ 1' 1 _A r s ^- I F. I.tn.- .,t•.On,-d.. A Historic Adaptive Re-use Redevelopment �\ i h:t�� ti t,:. �� h(rn,+,.�,c'..u i 100 East Swag*Ave.Elgin.IL i Ior,i;n. it CAPSTONE City of Elgin, IL-2015 Proposed Budget PRIORITY BUSINESS PLAN - ECONOMIC DEVELOPMENT Initiative Lead Department Budget Fund Status North Kimball Environmental Remediation Legal $317,400 Riverboat Continuing Description Six city-owned sites identified in the 20 acres north of the Gail Borden Library have been identified as Brownfield sites requiring environmental remediation prior to redevelopment.To date, two of the sites have received no further remediation letters with work still pending on the remaining four sites. Funding is being provided to complete the remediation. Strategy 2: Explore opportunities for targeted property acquisitions. Initiative Lead Department Budget Fund Status Property and Right-of-Way(ROW)Acquisitions Legal $865,440 Riverboat Continuing Description This project budgets for strategic property acquisitions by the city. Due to the protected nature of this information, and in accordance with the Illinois Freedom of Information Act, potential properties are not publicly identified. Initiative Lead Department Budget Fund Status Property Demolition Legal $34,840 Riverboat Continuing Description Funding is provided to complete the demolition of selected city-owned properties or for properties that may necessitate demolition under code enforcement action initiated by the city. City of Elgin, IL- 2015 Proposed Budget PRIORITY BUSINESS PLAN - ECONOMIC DEVELOPMENT Strategy 3: Conduct a comprehensive review of the city's TIF Districts and evaluate the potential for additional areas. Initiative Lead Department Budget Fund Status City Manager's Riverboat Not Started Miller-Davis Industrial Park TIF Feasibility Study $30,000 Office Description Work with a consultant to determine the feasibility of establishing a TIF district in the area commonly referred to as the Miller-Davis industrial park located at the southeast corner of Interstate 94 and Illinois Highway 31 (State Street).The aged buildings in the industrial park are in need of substantial rehabilitation to keep them competitive within the current market. Initiative Lead Department Budget Fund Status Extension of Central Area TIF Expiration City Manager's Riverboat Not Started Office Description Continue monitoring TIF-related legislation and lobbying elected officials to gather support for extending the expiration Central Area TIF which expires in 2025.Although ten years remain before he TIF's expiration,the 2008 recession and unprecedented decrease in EAVs in the following years has robbed the TIF of more than five years of productivity. Objective #2 Continue practices to create an investment-friendly environment. Strategy 1: Examine the city's incentive programs and business retention efforts. Initiative Lead Department Budget Fund Status Car Dealer Retention Program City Manager's Office $663,300 Riverboat Not Started Description Economic development assistance is committed to auto dealers through sales tax sharing arrangements to fund capital improvements for existing dealers and for providing sales inducements for new dealers.The car dealer development assistance agreements generally utilize sales tax rebate incentives.The city no longer funds sales tax rebates in its incentive agreements from the Riverboat Funds. Sales tax rebates are now paid from the General Fund. City of Elgin, IL- 2015 Proposed Budget PRIORITY BUSINESS PLAN - ECONOMIC DEVELOPMENT Initiative Lead Department Budget Fund Status Economic Development Initiatives City Manager's Office $845,040 Riverboat Not Started Description Funding is provided for existing economic development agreements to provide inducements to businesses and developers to invest in the city and for strategic parcel acquisitions by the city. Initiative Lead Department Budget Fund Status Elgin Development Group PSA City Manager's Office $275,000 Riverboat Not Started Description The city partners with the Elgin Area Chamber of Commerce(EAC)for the provision of economic development- related services. Operating as the Elgin Development Group(EDG), EAC and the city conduct business retention and outreach programs plus new business recruitment, development and retention programs.The recommended funding amount of$275,000 for 2014-18 has been reduced from$400,000 in 2011. Initiative Lead Department Budget Fund Status Property Improvement Grant Program Planning $181,500 Riverboat Not Started Description Funding is provided to fund the three components of the Property Improvement Grant Program: Substitute Siding Removal Program, Exterior Paint Program, and Chain Link Fence Removal Program. For 2013, $35,750 is encumbered in approved agreements and will continue as such until the projects are completed or the agreements are terminated. $100,000 in new proceeds is budgeted for new grant projects in 2015 through 2018. Strategy 2: Market our competitive advantage as the City in the Suburbs to attract additional investment. • The city is benefiting from a marketing program sponsored by the HOPE Fair Housing Center that presents Elgin as a diverse community with a unique and affordable housing stock. The marketing program targeted key segments of the Chicago metropolitan area media market. Elgin continues to lead the Chicago metropolitan area in housing starts. City of Elgin, IL-2015 Proposed Budget Strategy 3: Provide specialized assistance to small businesses through "ombudsman"efforts. • The city utilizes the services of the Elgin Area Chamber of Commerce (EAC) and the Downtown Neighborhood Association of Elgin (DNA) to assist businesses with the city's permitting and development approval processes. Both of those organizations utilize the services of the community development department planner designated to manage all business development issues. The business development planner provides a "one-stop" point of contact in the city who coordinates all permitting and development-related requirements on the business applicant's behalf. Objective #3 Connect with our partners to diversify our industries, job opportunities and retail offerings. Strategy 1: Examine the potential development of sports facilities to attract tourism dollars. Initiative Lead Department Budget Fund Status Mental Health Property engineering Planning $80,000 Riverboat Not Started Description Phase I of the Sports Complex, which included the ten softball fields and associated concession stands,was built in 1985. In that year the population of Elgin was approximately 65,000. Phase II of the Sports Complex, which included the ten soccer fields, playground and associated concessions/maintenance building, was built in 1996. In that year the population of Elgin was approximately 79,000. Since that time no additional sports fields have been developed by the city,with the exception of some practice areas located in neighborhood parks. However, the city's population has grown significantly to its current population of approximately 108,000. In 2011 the city adopted a new Parks and Recreation Master Plan, which addressed the need for the additional athletic facilities: soccer fields—20, softball fields—6,tennis courts— 10, basketball courts—11, and multi- purpose fields(football, rugby, lacrosse)—2. These funds will be used to survey the site and develop an initial concept plan. Strategy 2: Expand the city's role in workforce development and job training. • As seen in the Education and Workforce Development priority business plan, the city is a lead partner in the Alignment Collaborative for Education initiative that aims to align resources in support of strategies to raise student achievement, improve children's well-being and increase the economic and social capital of our community. Partners represent Elgin's school districts, education institutions, the business sector, health organizations, and community entities. Strategy 3: Foster relationships with the international business community. • Elgin is the employment hub for northern Kane County, and well over half of Elgin's recent growth is due to foreign direct investment. The Elgin Development Group's work in this area continues to elevate Elgin's position as a destination for the international business community. City of Elgin, IL- 2015 Proposed Budget zee DOWNTOWN CIIIII or 4 ,.. .. , , , _ ... ,„ , , , .. „..„. _ ... „ v , , ,,,,, . ., _, , ,, ,_ „ „ .. , . , ,. . . ,. .........,..., , ,.. _ . To create a unique destination where commerce, culture E and recreation intersect. City of Elgin, IL-2015 Proposed Budget PRIORITY BUSINESS PLAN - DOWNTOWN Objective #1 Create a sustainable downtown that supports 24/7 activity. Strategy 1: Increase connectivity with adjacent neighborhoods and commercial corridors. Initiative Lead Department Budget Fund Status Complete Bicycle Ease of Use Map Planning $7,000 General Not Started Description The Bicycle and Pedestrian Advisory Committee(BPAC) has been pursuing the creation of an 'Ease of Use' map that would direct bicyclists along various routes through the city according to their cycling comfort level. This map was funded via the 2012 Neighborhood Improvement Grant program. In 2015 staff will facilitate the consulting services required to complete the map. Initiative Lead Department Budget Fund Status Central Central Business District Streetscape Final Phase Engineering $4,900,000 Area TIF Not Started Description The final CBD streetscape phase includes work bridge work on the deck between Highland and Chicago Streets as well as streetscape improvements to the Chicago Street bridge,Highland Avenue bridge, the eastern portion.of State Street(Illinois Route 31)from Highland to two-hundred feet south of Chicago Street. Strategy 2: Utilize historic preservation-based development tactics. • No new city initiatives fall under this strategy at this time. However the Downtown Neighborhood Association (DNA) is pursuing having Downtown Elgin listed on the National Register of Historic Places. In late 2014, DNA Design Committee Chair and executive director attended a public hearing regarding downtown Elgin's National Register Historic District Application. The Illinois Historic Sites Advisory Council agreed to recommend Elgin's central business district's historic designation status to their national board. DNA staff expects a final decision in late 2014 or early 2015. City of Elgin, IL- 2015 Proposed Budget PRIORITY BUSINESS PLAN - DOWNTOWN Strategy 3: Examine our incentive programs and business retention efforts. Initiative Lead Department Budget Fund Status Downtown Business Facade Program Planning $44,860 General Not Started Description This grant program provides an inducement for the rehabilitation of the building facades in the Central Business District. Funding for this program has been transferred to the Central Area TIF Fund for 2016-2018. City of Elgin, IL- 2015 Proposed Budget PRIORITY BUSINESS PLAN - DOWNTOWN Objective #2 Continue to explore new ways of drawing a critical mass of people downtown. Strategy 1: Build upon our success with special events and arts programming. • No new initiatives fall under this strategy at this time. The city of Elgin continues to reinforce its reputation as an area destination for the arts and special events. One of Elgin's signature events, Nightmare on Chicago Street has continued to grow each year. In 2014 the event drew more than 12,500 attendees to Downtown. The Grand Victoria Casino's summer concert series' success also continues to grow. Additional concerts are planned for 2015. Strategy 2: Leverage opportunities brought forward by ArtSpace and the Riverside Drive Promenade. • No new initiatives fall under this strategy at this time. Efforts to expose more residents and visitors to these new venues is an on-going effort. Attendees to Elgin's International Fest provided an overwhelmingly positive response to its new location on Riverside Drive. City commissions also continue to leverage opportunities from Elgin Art Space. The city's Cultural Arts Commission and Sustainability Commission have sponsored community events at Art Space. Strategy 3: Update business plans for the Centre of Elgin and Hemmens Cultural Center. Initiative Lead Department Fund Status Hemmens Task Force completion and recommendations City Manager's Office General Not Started Description The Hemmens Task Force began meeting in 2014 and will continue to do so through the early part of 2015. From these meetings it is their intention to produce a series of recommendations for city council consideration regarding the future use of the Hemmens Cultural Center. City of Elgin, IL- 2015 Proposed Budget PRIORITY BUSINESS PLAN - DOWNTOWN Objective #3 Connect with our partners to build programs that engage businesses and residents in revitalization efforts. Strategy 1: Communicate the role downtown plays in positioning us as The City in the Suburbs. • No new initiatives fall under this strategy at this time. Continued efforts by city partners including the Downtown Neighborhood Association, Elgin Area Chamber of Commerce and the Elgin Area Convention and Visitors Bureau help contribute to achieving this strategy. Anecdotal success is seen in the recent approval by city council to redevelop the Elgin Tower Building into market rate apartments and the continued success of Elgin special events including Nightmare on Chicago Street, Fox Trot and • International Fest. Strategy 2: Support efforts to create a Special Service Area. • No new initiatives fall under this strategy at this time. Concerted efforts by the Downtown Neighborhood Association (DNA) have been occurring throughout 2014 and continuing into 2015. In 2013 the DNA retained a consultant to assist in the establishment of a special service area as the city's funding is scheduled to conclude in the 2016 budget. Several meetings with downtown property owners have occurred. The DNA reports favorable responses to the idea of an SSA; however, property owners have expressed concerns about the existing Spring Street Parking Deck SSA that remains to collect revenues for the maintenance of the deck. Prior to establishing a new SSA, Downtown property owners suggest eliminating the existing SSA. City staff continues to work with the DNA to establish this funding source that would ultimately eliminate the city's financial contribution to the DNA. Strategy 3: Seek ways to integrate the Grand Victoria Casino into our dining and entertainment mix. • No new initiatives fall under this strategy at this time. However this strategy continues to be addressed through the on-going partnership between the Grand Victoria Casino (GVC) and city of Elgin. Beginning in 2013 GVC hosted several summer concerts in Festival Park. Their summer concert series will continue in 2015. The GVC has also begun discussions with the city related to permanent improvements at Festival Park that are expected to begin in 2015. City of Elgin, IL-2015 Proposed Budget EDUCATION & WORKFORCE DEVELOPMENT [4:40,N , ,, ______,,,----- ,,,,,:,,,_,:;;;,!..--- --!::;:,,,:,' ,4 , , ,„ ,_ . . p ,, ..);:iz,vitis,,,11.1,,,,: ',:',4;,-1;1'.-::-''', a '. o To support lifelong learning and development ce opportunities open to all residents. City of Elgin, IL- 2015 Proposed Budget PRIORITY BUSINESS PLAN - EDUCATION AND WORKFORCE DEVELOPMENT Objective #1 Create educational opportunities by exploring all available resources including facilities, programs, and technology. Strategy 1: Connect our neighborhoods to our schools to promote healthy living. Initiative Lead Department Fund Status Increase healthy program components Parks and Recreation General Not Started Description All existing recreation programs are being audited, looking for opportunities to add into them components that can help the program participants develop a healthier life style. Examples of this are changing the type of food that is available at camp programs and increasing the amount of physical activity time provided at afterschool programs. Initiative Lead Department Fund Status Born Learning Trails Partnership City Manager's Office General In Progress Description United Way recently launched the Born Learning Trail system, and education initiative aimed to get children and their families outside, active and learning. In 2014 several city departments worked with the United Way of Elgin to install Elgin's first Born Learning Trail in Channing Park located behind Channing Elementary School. In 2015 volunteers will further develop the trail, as well as assist in the installation of a second Born Learning Trail at Copper Springs Park. x • x-67` *+-».rr.i.... aeammoiratias Born Learning Trail signs installed at Channing Park City of Elgin, IL- 2015 Proposed Budget PRIORITY BUSINESS PLAN - EDUCATION AND WORKFORCE DEVELOPMENT Initiative Lead Department Fund Status Downtown Adopt-A-Garden Public Works General Not Started Description Residents and visitors continue to be impressed by the investments the city Elgin has made in its Downtown infrastructure and amenities. Similar to "Adopt-A-Road," the City Manager's Office and Land Management will work to implement an "Adopt-A-Garden" program encouraging local organizations to plant and maintain a garden in Downtown Elgin. Initiative Lead Department Budget Fund Status City Manager's General In Progress Continue Alignment Collaborative for Education $15,000 Office Description In 2014 the city signed on as a lead partner in the Alignment Collaborative for Education initiative that aims to align resources in support of strategies to raise student achievement, improve children's well-being and increase the economic and social capital of our community. Partners represent Elgin's school districts, education institutions,the business sector, health organizations, and community entities. In 2015 the committee will continue to solidify its strategies to tackle these cross-cutting initiatives. City of Elgin, IL-2015 Proposed Budget Strategy 2: Enhance our residents'access to technology. • No new initiatives fall under this strategy at this time. Elgin 311 is developing a mobile application across iOS and Andriod platforms, which also falls under the Image and Engagement priority area. Residents will have greater access to city services as well as learn more about community happenings. Strategy 3: Advocate and encourage individual and group volunteer opportunities. Objective #2 Continue to foster a relationship of mutual support, respect and benefit with the community's educational institutions. Strategy 1: Establish opportunities for dialogue and joint planning with various school districts and institutions of higher learning. City of Elgin, IL- 2015 Proposed Budget Strategy 2: Provide for further development of the community's workforce development and job training efforts. Initiative Lead Department Fund Status ECC Workforce Transitions Program Human Resources General Not Started Description Elgin Community College's Workforce Transitions Program partners with community entities to provide a four to eight week employment program for youth ages 16 to 21. This program is intended to provide real work experience, while under the purview of a structured program aimed at developing the participants' education, resume, and career development goals. ECC will fund the employees' salaries. The city will utilize the program in 2015. Strategy 3: Develop a stronger integration between the city's programs and those of the public museums. • No new initiatives fall under this strategy at this time; however, the city continues to promote the public museum's programs through social media and the city's website. Objective#3 Connect the work of our employees with the strategic priorities by promoting the city as a learning organization. Strategy 1: Continue to promote the"ONE Elgin" philosophy. • No new initiatives fall under this strategy at this time. Elgin continues to work together as an organization to better align its processes and initiatives through the strategic planning process. Perhaps the most noticeable example of One Elgin in action is the transformational initiatives that occur as a result of the implementation of Salesforce. Applications available in Salesforce allow for transparent employee collaboration and information sharing across all departments, processes and projects. These collaborative opportunities consistently present themselves as the organization deploys more functionalities within the technology platform. Strategy 2: Encourage citywide employee engagement in the process of identifying best practices and cost efficiencies. • No new initiatives fall under this strategy at this time. Stemming from the One Elgin philosophy, city employees use the new technology capabilities made possible through the Salesforce platform as a catalyst to implement this strategy. Whether it's through process improvement during the implementation of the licensing and permitting App, BasicGov, or the roll out of the new billing software through Monexa, or the asset management system, Asset Optics, departments are now, more than ever, engaging in collaborative best practice application. These are explained in more detail in their respective Image and Engagement initiatives. City of Elgin, IL- 2015 Proposed Budget Strategy 3: Support career development opportunities, with an emphasis on communication, diversity, leadership and new equipment and technology. Initiative Lead Department Budget Fund Status Continue participation in 'Communities of Human General Not Started Excellence' program Resources Description As part of the city's Diversity Initiative, nine employees from all levels of the organization attended the Communities of Excellence program. This program, begun in 2014 by Waubonsee Community College and geared toward public sector employees, provides 12 half day classes on topics dealing with professional development and technical knowledge. "High potential"employees were identified to participate with the goal of preparing these employees for promotional opportunities within the city. The program was very positively received by participants and it is desired to enroll more staff in 2015. City of Elgin, IL- 2015 Proposed Budget DIVERSE WORKFORCE • • Ito- -411 4 4 . ,. .„44 , , ,, .... , _ 4_ , , 4 „ . .. , , _ _ 4 , . ir 4011" i 1 To cultivate a high-performing workforce based on a foundation of inclusion and fairness. City of Elgin, IL- 2015 Proposed Budget PRIORITY BUSINESS PLAN - DIVERSE WORKFORCE Objective #1 Create additional pathways of diversity for the city's employees and vendors. Strategy 1: Conduct an initial assessment of the barriers to diversity and inclusion in the procurement and employment processes. Initiative Lead Department Fund Status Create diversity assessment tool and develop roll out General In-Progress plan Human Resources Description The adage that you cannot improve what you do not measure rings true for diversity. In 2015 with the assistance from diversity consultant Snap Consulting, the city of Elgin will begin to develop an assessment tool that would assist in gauging the effectiveness of Elgin diversity efforts. Strategy 2: Combine succession planning with our diversity goals. • No new initiatives fall under this strategy at this time. Professional development is a high priority throughout the organization, as evidenced by the participation in the "Communities of Excellence" program described in the Education and Workforce Development priority business plan. Strategy 3: Ensure that all city employees are exposed to the benefits of diversity and inclusion. Initiative Lead Department Fund Status Continue facilitating city diversity committee General In-Progress meetings Human Resources g Description The city staff diversity team represents all major departments as well as members of the Human Relations Commission. This group will continue to meet during 2015 and recommend actionable steps from the city's diversity and inclusion plan. City of Elgin, IL-2015 Proposed Budget PRIORITY BUSINESS PLAN - DIVERSE WORKFORCE Initiative Lead Department Fund Status Launch city diversity training program Human Resources General In-Progress Description In 2015 the city of Elgin will begin a concerted effort to encourage discussion and training about diversity and inclusion, marketplace inclusion and leadership . The Elgin Police Department will be the pilot department for the program facilitated by Snap Consulting. Objective #2 Continue to ensure that communication efforts reach all residents. Strategy 1: Further develop our internship and apprenticeship programs.\ Initiative Lead Department Fund Status Parks and Recreation Internship Program Parks and Recreation General Not Started Description The Parks and Recreation department regularly hires interns seeking college credit in undergraduate recreation management programs. In 2015, the department seeks to expand its internship program to offer long-term internships spanning at least one year in recreation, as well as internships in areas such as marketing or graphic design. Strategy 2: Provide information and services that are culturally and linguistically appropriate. Initiative Lead Department Fund Status 311 Community Outreach 311 General In-Progress Description Community outreach has been ongoing since the inception of 311. 311 team members have met with several neighborhood groups,and other stakeholders to get the word out during the first full year of operation.As more components of the 311 Contact Center are released like the mobile app, live chat or online community additional outreach and information campaigns will occur. City of Elgin, IL- 2015 Proposed Budget PRIORITY BUSINESS PLAN - DIVERSE WORKFORCE Strategy 3: Promote opportunities for meaningful community participation in the decision making process. Initiative Lead Department Fund Status Launch 311 Community City Manager's Office General In-Progress Description Fully implementing Elgin 311 includes an online community where residents, visitors and other stakeholders can share ideas, submit requests or even solve each others' problems. The 311 community can be likened to an online tech support page or discussion forum where users submit concerns or problems and the online community helps solve them.The advantage of Elgin's 311 community is that the entire experience occurs within Elgin's 311 platform Salesforce.com. City staff and city council will participate as well to ensure community members are given meaningful and responsive feedback. Objective #3 Connect with other partners to support programs and training that help create an engaged, educated and diversified workforce. Strategy 1: Utilize the Human Relations Commission to strengthen outreach to minority communities. • No new initiatives fall under this strategy at this time. The Human Relations Commission continues to partner with the Human Resource Department in its recruitment efforts, as they receive information about city job openings and distribute to their networks. Strategy 2: Develop special event(s)that are inclusive and promote the benefits of diversity. • No new initiatives fall under this strategy at this time. Elgin's annual International Festival celebrates the community's many cultures and ethnicities. The 2015 iFest celebration will mark the festival's fourth year featuring music, entertainment, cuisine, arts and crafts from five global regions. Strategy 3: Reach under-represented populations in procurement and employment processes. Initiative Lead Department Fund Status Review city vendors to ensure procurement from General In-Progress diverse set of businesses Human Resources Description The city maintains a comprehensive vendor list. Vendors are notified when requests for proposals, bids or other procurements are published.As part of Elgin's diversity initiative staff will be conducting an analysis of Elgin's vendor list for the purposes of determining geographic location, ownership structure and/pr size to ensure Elgin's procurement reaches a wide-array of potential vendors. City of Elgin, IL-2015 Proposed Budget IMAGE & ENGAGEMENT 4 v g To promote and effectively communicate the community's strengths, priorities and initiatives. City of Elgin, IL-2015 Proposed Budget PRIORITY BUSINESS PLAN - IMAGE AND ENGAGEMENT Objective #1 Create opportunities to strengthen our image as The City in the Suburbs. Strategy 1: Promote our community's unique selling points in the areas of the arts, sustainability and diverse housing stock. Initiative Lead Department Budget Fund Status Arts Grants City Manager's Office $50,000 Riverboat Not Started Description Arts-based organizations may apply to the city's Cultural Arts Commission for grants to offset performance and programming costs.The Cultural Arts Commission makes recommendations to the city council for arts-based programs and initiatives that promote cultural arts within the city. Initiative Lead Department Budget Fund Status • City Manager's TBD Hemmens Improvements $487,160 Riverboat Not Started Office Description The Hemmens Cultural Center's business model was adjusted as part of the 2012 budget. Since that time the facility has been operating as a rental facility as opposed to presenting a season of performances. As the Hemmens continues to operate in this fashion there is a recognition that over time the Hemmens' role in the community needs to be evaluated. To that end the Hemmens Task Force has been meeting throughout 2014 and will continue to meet in early 2015 to craft a recommendation for city council. This item sets forth funds in the event city council wishes to pursue Task Force recommendations for capital improvements. City of Elgin, IL-2015 Proposed Budget PRIORITY BUSINESS PLAN - IMAGE AND ENGAGEMENT Strategy 2: Create a consistent visual identity to support the key messages of authenticity, sustainability,vitality, accessibility and character. Initiative Lead Department Fund Status Amend Planning and Zoning Commission rules of order Planning General Not Started Description In September 2011, the Planning & Development Commission merged with the Zoning & Subdivision Hearing Board to form the Planning &Zoning Commission, and each group brought with it its own set of rules of order. This initiative would consolidate those rules into one document for the Planning&Zoning Commission. Strategy 3: Conduct a comprehensive review of our land use plans and development ordinances consistent with our image as The City in the Suburbs. Initiative Lead Department Budget Fund Status Comprehensive Land Use Updates Planning $40,570 Riverboat In-Progress Description The city's comprehensive land use plan was last updated adopted in 2005. Due to the change in the economy and housing demand, the need to update the plan with new philosophies, goals and objectives has become apparent. The plan updates will enable the city to articulate its goals, objectives and plans for the next stage in its growth involving principles of traditional neighborhood development, sustainability, connectivity and walkability. Funding is provided to hire a consultant to complete the updates. City of Elgin, IL- 2015 Proposed Budget PRIORITY BUSINESS PLAN - IMAGE AND ENGAGEMENT Objective #2 Continue to engage public and private partners in the image enhancement process. Strategy 1: Utilize community partners and neighborhood groups to help tell our story. Initiative Lead Department Fund Status Begin offering family golf programs Parks and Recreation General Not Started Description To help grow the game of golf, new golf programs will be offered in 2015 including a PGA Junior Golf League at the Highlands, a PGA Youth program in spring and fall at Bowes Creek, family tees and scorecards at all three courses, and Flex Family memberships at the golf courses. Initiative Lead Department Fund Status Mobile Safety Town Program Parks and Recreation General Not Started Description Safety town is a new program targeted for four to six year olds that teaches them practical lessons in topic areas such as stranger danger, pedestrian safety, bike safety, and water safety. Partnering with the Elgin Fire Department, Parks and Recreation has created a portable safety town that can be moved to various sites throughout the city. Initiative Lead Department Budget Fund Status City Manager's Non-Profit Grant Program $200,000 Riverboat Not Started Office Description Non-profit organizations and social service agencies in the community may apply for funds through a city- administered grant program aimed to provide funding to community agencies and their ongoing initiatives. This allocation serves as the successor to the previous direct of funding of a discrete group of agencies. City of Elgin, IL-2015 Proposed Budget PRIORITY BUSINESS PLAN - IMAGE AND ENGAGEMENT Initiative Lead Department Fund Status Coffee with a Cop Police General Not Started Description Coffee with a Cop is a national program that aims to build community partnerships between citizens and police officers. Police officers and citizens come together in informal spaces, such as coffee shops, allowing for a relaxed environment in which to discuss community issues, build relationships, and drink coffee. Informal contact in a friendly atmosphere builds positive relationships between police officers and citizens, which is critical to public safety and problem solving. The police department will partner with local coffee shops to host Coffee with a Cop events. Strategy 2: Empower citizens to partner with the city to reduce service delivery costs. Initiative Lead Department Budget Fund Status City Manager's Elgin Community Network PSA $30,000 General Not Started Office Description Neighborworks mobilizes stakeholders to make improvements in select neighborhoods. Improvements include removal of chain link fences, rehab and repair of homes, and landscaping. In 2014, Neighborworks events beautified a city space which was ultimately accepted as the city's newest park,Trillium Park.The city has provided funding to build upon the successful ongoing partnership between the city, NHS and ECN to complete two NeighborWorks events twice a year. The carryover amount of $34,460 has already been encumbered in approved agreements and will continue as such until the projects or agreements are terminated. Strategy 3: Cultivate an active community of volunteers. • No new initiatives fall under this strategy at this time. The city continues to serve as a partner with local organizations in the Elgin Volunteer Coordinators Network. The annual event, VolunteerPalooza, aims to drive more volunteers to existing or new volunteer opportunities in the Elgin community. The city also recognizes its many volunteers several times a year during events such as Extra Mile Day and the Image Commission's Image Awards. City of Elgin, IL- 2015 Proposed Budget PRIORITY BUSINESS PLAN - IMAGE AND ENGAGEMENT Objective #3 Connect the right people at the right time, to the right information. Strategy 1: Integrate traditional and new information technology resources to enhance communication with stakeholders. Initiative Lead Department Budget Fund Status Enhance process for board and commission City Clerk General Not Started appointment and retention Description This initiative seeks to enhance process for board and commission appointment and retention by utilizing technology to track vacancies, position requirements and simplify the process to become a Boards/Commission member. Initiative Lead Department Fund Status Replace 'Active' software system Parks and Recreation General Not Started Description Active is the software package that Parks and Recreation uses for program registration, facility reservations, scheduling, and point of sales. The city received notification that the city's current Active software system will no longer be supported, beginning in 2017. A new software package needs to be identified to replace Active. Initiative Lead Department Fund Status Create a city-wide records management policy City Clerk General Not Started Description This initiative seeks to create a city-wide records management policy through the review and update current policies to reflect changes in procedures and use of technology. City of Elgin, IL-2015 Proposed Budget PRIORITY BUSINESS PLAN - IMAGE AND ENGAGEMENT Initiative Lead Department Budget Fund Status City Manager's Technology Investments $854,610 Riverboat In-Progress Office Description This allocation is to be used for a variety of technological enhancements that benefit the organization as a whole. In 2013, the full allocation was directed toward the 311/CRM project. Funding in the out years includes continuing technological improvements that may include investments such as additional business solution application native to the Salesforce platform. Strategy 2: Roll out the final phases of the 311 Initiative to enhance service responsiveness and citizen engagement. Initiative Lead Department Fund Status Initiate permitting module of Salesforce.com Building and Development Services General In-Progress Description This initiative continues the transition of the Community Development Department away from Naviline to a modern, usable database and work management system. This module will be fully integrated with other BasicGov modules in the Salesforce ecosystem such as code enforcement, licenses, and the development review process. Features allow the department to track project status, issue permits, as well as schedule and record the results of associated inspections. Unique aspects of the approval of particular permits can also be monitored. Initiative Lead Department Fund Status Complete code enforcement module in Salesforce Code Enforcement General In-Progress Description The code enforcement module will track the status of code enforcement cases and automatically schedule and record the results of associated inspections. The reporting capabilities are expected to be easily accessible and provide a level of detail not previously available. Code enforcement through BasicGov will integrate with other modules such as permits, licenses, and the development review process. City of Elgin, IL-2015 Proposed Budget PRIORITY BUSINESS PLAN - IMAGE AND ENGAGEMENT Initiative Lead Department Fund Status Connect departments to 311 through Salesforce 311 General In-Progress Description Elgin's investment into one technology platform, Salesforce.com, and the ability to use partner applications such as Monexa for water billing; BasicGov for permitting and licensing; and Asset Optics for work order management will revolutionize Elgin 311's ability to service the constituents and complete more inquiries during initial contact. 311 staff continues to implement these solutions to better realize the organizational effectiveness of Salesforce and provide more efficient services to our residents. Initiative Lead Department Fund Status Develop plan for rapid response 311 General Not Started Description To ensure 311 service requests are diagnosed accurately and swiftly, the city of Elgin is planning a "rapid response" team. The specific team makeup, necessary training and equipment and related recommendations will be developed over the course of 2015. Initiative Lead Department Fund Status Integrate social media 311 General In-Progress Description Social media offers a stream of inquiries, service requests and input not unlike traditional forms of communication like phones or in-person meetings. Within the Salesforce ecosystem there are many options for streamlining social media management that staff will evaluate and implement in 2015. City of Elgin, IL- 2015 Proposed Budget PRIORITY BUSINESS PLAN - IMAGE AND ENGAGEMENT Initiative Lead Department Fund Status Launch mobile app 311 General In-Progress Description Mobile transactions are commonplace within the private sector. Goods and services can be purchased from mobile devices via applications or the web. To capture mobile device users, the city of Elgin is developing a mobile application for iOS and Android devices.The app has been undergoing a pilot during Q3 and Q4 of 2014. Staff intends to launch the application in 2015. The mobile app will serve as a convenient vehicle to submit service requests, obtain city service related updates or learn about community happenings. Initiative Lead Department Fund Status Data conversion for BasicGov and Asset Optics ITS General In-Progress Description BaiscGov, Monexa, and Asset Optics are cloud based applications replacing many of the Naviline legacy applications for community development, utility billing and work management. The application development is proceeding and ready for testing. Data from the Naviline applications will be exported from the legacy system, validated for accuracy and consistency and reformatted to be imported into the BasicGov, Monexa, Asset Optics database.This will save much time in reentering current data as well as provide all the historical data from the 20 years of Naviline usage. Strategy 3: Provide our residents, businesses and employees the necessary tools to protect and champion our image. Initiative Lead Department Budget Fund Status ITS Strategic Plan Initiatives ITS $250,000 Riverboat Not Started Description A scheduled equipment replacement life cycle allows for planned replacement of end user equipment in a manner that reduces work place disruption and downtime for the user and increases the effectiveness of information technology services (ITS) staff in supporting the equipment. The cost of maintenance and downtime greatly increases in the fourth and fifth year of usage. On average the cost of maintenance in the fifth year of use equals the cost of the first four years combined. City of Elgin, IL- 2015 Proposed Budget DEPARTMENT PROFILE - 311 n ,. 'h. B i dA , . 31 1 Contact Ccntcr SIMPLY STATED, THE PURPOSE OF THE 311 CONTACT CENTER IS TO... connect...the right people, at the right time, to the right information. City of Elgin, IL- 2015 Proposed Budget DEPARTMENT PROFILE - 311 Department Description The 311 department is the central hub for citizen and stakeholder engagement and services. Each day the citizen advocates resolve incoming phone calls in a timely and professional manner. These interactions are not limited to phone calls; requests from social media and email are also accepted. 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 information. Each request is tracked and the key performance indicators are reported to the city manager, senior staff and the city council on a regular basis. This ensures proactive decision- making, responsiveness, accountability and transparency. As a new department, the 311 department is working to integrate with the city's collective social media efforts to better engage and respond to the needs of Elgin citizens and assist with proactive marketing, communications and image enhancement. In addition 311 department staff regularly attend neighborhood and citywide department meetings to promote the use of 311 within the community. Operational Workload • Incoming phone calls • Daily training • Email response • City Academy • Web/mobile self-service requests • Social media monitoring Performance Measures • Abandonment rate by queue • Advocate idle time per day • Average on call talk time by advocate • Average ACD handling time by queue • Total make-busy time • Number of incoming calls • Average speed to answer • Number of calls by queue after hours General Fund Budget Detail Department's operational needs are funded from the General Fund. Other projects departments work on during the year might come from other funds, but are presented by Strategic Priority for the purposes of the budget document. Earnings and Benefits $1,320,160 Commodities and Supplies $192,800 Contractual Services $37,080 Total $1,550,040 City of Elgin, IL-2015 Proposed Budget DEPARTMENT PROFILE - BUILDING MAINTENANCE • • - 9r:y raismr J T A - µ , ..T. .� 4 b Building Vaintenance BUILDING MAINTENANCE DEPARTMENT PROVIDES A LEVEL OF MAINTENANCE ... that allows city-owned buildings to be used productively, safely, comfortably, and economically; reduces component failures and service interruptions by increasing planned or preventive 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. City of Elgin, IL-2015 Proposed Budget DEPARTMENT PROFILE - BUILDING MAINTENANCE Department Description 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. Operational Workload • HVAC maintenance and repair • Lighting and electrical work • Plumbing • Seasonal start up and shut down of buildings • Daily cleaning Performance Measures • Percentage of service requests responded to within • Percentage of Planned Maintenance vs. Reactive a 24 hour period of time(Asset Optics) Maintenance(Asset Optics) • Total square feet of buildings cleaned per custodial FTFE General Fund Budget Detail Department's operational needs are funded from the General Fund. Other projects departments work on during the year might come from other funds, but are presented by Strategic Priority for the purposes of the budget document. Earnings and Benefits $1,583,800 Commodities and Supplies $379,750 Contractual Services $795,590 Insurance $630 Capital Expenditures $40,000 Total $2,799,770 City of Elgin, IL-2015 Proposed Budget DEPARTMENT PROFILE - CITY CLERK • I � � it ff City CbrK 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 citizens, 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 Act requests. City of Elgin, IL- -2015 Proposed Budget DEPARTMENT PROFILE - CITY CLERK Department Description The city clerk serves many roles both within the city and for the public. The city clerk is the "keeper of the records," from minutes to agreements. The clerk also serves as Elgin's Freedom of Information Act (FOIA) 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 clerk prepares minutes for the City Council, Committee of the Whole, and Liquor Commission. Operational Workload • Record keeping • Administer liquor license application process • Freedom of Information Act(FOIA) • City Council, Committee of the Whole and Liquor Commission meeting minutes • Open Meeting Act Compliance • Track city boards and commissions • Local election official Performance Measures Freedom of Information Act Requests Documents Liquor License • Total number • Time spent looking for • Renewals • Number by department documents • New applications processed • Number of days to complete • Number of documents • Number of extensions scanned • Number of denials • Plats recorded • Ordinances codified General Fund Budget Detail Department's operational needs are funded from the General Fund. Other projects departments work on during the year might come from other funds, but are presented by Strategic Priority for the purposes of the budget document. Earnings and Benefits $210,160 Commodities and Supplies $5,400 Contractual Services $37,060 Insurance $1,400 Total $254,020 City of Elgin, IL- -2015 Proposed Budget DEPARTMENT PROFILE - CITY MANAGER'S OFFICE " t i , i, II NN ts 1N 9 110* —IA 40 • dr �rr� City Vanager's Mice 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. City of Elgin, IL- 2015 Proposed Budget DEPARTMENT PROFILE - CITY MANAGER'S OFFICE Department Description The City Manager's Office (CMO) works on projects and initiatives that support the entire organization and benefit the community at large. Included in the CMO staff duties are: Mayor's Office and City Council - The City Manager works directly with the mayor and council members in policy making for the city. The Mayor's office is located within the CMO, where staff members offer support to the mayor and city council for various initiatives, research and communications. Communications - A majority of the communication to the city council, the media and the general public comes through the CMO. This includes the city's newsletter, press releases, media briefings, social media and the website. The city's 311 contact center provides the tools for more transparent internal communications, therefore enhancing the city's communication efforts and customer service. Special Events and the Arts - The city sponsors five large festivals each year, in partnership with various community volunteers, agencies and civic groups. The special events coordinator oversees these events, as well as issues permits for all other non-city special events and activities taking place on city property throughout the year. The Elgin Arts Showcase and Hemmens Cultural Center operate out of the city manager's office and hold many events throughout the year. Community Engagement - The community engagement office is the liaison with neighborhood groups, social service agencies, civic groups and other governmental bodies working to foster communication, collaboration and cooperation between and among these groups and the city government. The community engagement office also coordinates outreach to the community from the mayor and council members. Tools available through Elgin 311 expand the city's engagement efforts through the 311 mobile app and the online community portal. Intergovernmental Relations - The CMO works with elected officials from the county, state and federal government to coordinate grants and legislative issues affecting our community. Environmental Sustainability - In 2011 the city council adopted a Sustainability Action Plan that outlines many initiatives and policy directions that will allow Elgin to reduce its resource consumption and environmental impact. CMO staff works to implement this plan by coordinating with other departments, neighborhoods and the city's sustainability commission. Economic Development -Working through an agreement with the Elgin Area Chamber of Commerce, the CMO oversees economic development in the city including recruiting new businesses to the community and assisting existing businesses in expansion efforts. City of Elgin, IL-2015 Proposed Budget DEPARTMENT PROFILE - CITY MANAGER'S OFFICE Operational Workload • Daily,weekly, quarterly and special internal and • Budget development and production external communications • Strategic Plan implementation and administration • Internal communications • Departmental assistance/consultation • City Council agenda preparation • Long range technology planning • Brand Management • Video productions • Social media management(response and content) • Website management Performance Measures External and Internal Communications • Reach of communications, measured by views, • Top ten most visited web pages per quarter likes, re-tweets, shares etc. • Website transparency rating Community Engagement • Total number of outreach events • Total number of mobile app downloads Sustainability • Percentage of objectives addressed in the Elgin Sustainability Action Plan Special Events and the Arts • Financial results of each event • Approximate attendees General Fund Budget Detail Department's operational needs are funded from the General Fund. Other projects departments work on during the year might come from other funds, but are presented by Strategic Priority for the purposes of the budget document. Earnings and Benefits $1,307,720 Commodities and Supplies $27,510 Contractual Services $488,600 Insurance $5,630 Total $1,829,460 City of Elgin, IL- 2015 Proposed Budget DEPARTMENT PROFILE - COMMUNITY DEVELOPMENT /r AA II ` 6 lY 1 ,4 P t 11 I i Ii 411,,r ..��j I�'i lit I t ` . 11,, :o: i s �`< I ' !' i� i l .�.e_ @ill ; �k�: I - iiiii ilea = '--,-,-... 1-•-sr....... so j � HI r= 1 1 ••te ---_--- --..,AOr--.. 1 --\ "i tainallit I ''r Ig CoTunfty DcvcopTcnt TO MANAGE, GUIDE, AND REGULATE ELGIN'S GROWTH... while providing a planned, coordinated, and responsive approach toward community development using three divisions of building services, planning and code enforcement. • City of Elgin, IL- 2015 Proposed Budget DEPARTMENT PROFILE - COMMUNITY DEVELOPMENT Department Description The community development department consists of three divisions: Planning The planning division proposes and assesses functional, geographic, and facility plans within the context of community goals, land use policies, and urban design standards; and provides assistance and professional recommendations to stakeholders such as the city council, boards and commissions, residents and developers, on development and growth management policies and issues. Building and Development Services The building and development services division reviews all building, electrical, plumbing, mechanical, occupancy, and other permit applications for conformance with building and life safety codes. The division coordinates the plan review process and ensures contractors performing work in the city are licensed, bonded, and credentialed. Division personnel inspect permitted work to ensure conformance to building and life safety codes. Code Enforcement 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 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. Operational Workload Planning • Review building permit applications • Review sign permit applications • Review applications for certificates of occupancy • Review and process applications for variations,conditional uses,and appeals • Review and process applications for map amendments, • Provide zoning letters and land use status reports planned developments and annexation agreements • Respond to general information requests • Review applications for Certificates of Appropriateness • Administer the federal CDBG, NSP,and EECBG program • Administer historic and architectural rehabilitation,de- conversion and property improvement grant programs • Oversee façade improvement, projecting sign program and business improvement grants City of Elgin, IL- 2015 Proposed Budget DEPARTMENT PROFILE - COMMUNITY DEVELOPMENT Building and Development Services • Conduct building plan review, including structural, • Issue permits&licenses electrical, plumbing, mechanical, and other life/ safety codes • Inspect permitted work Code Enforcement • Register, inspect, and monitor vacant buildings • Issue rental licenses and inspect rental properties • Administer Food Safety Program • Oversee mosquito control(Kane County only) • Enforce city codes regarding structure and property maintenance and environmental health Performance Measures Planning • Number of Applications to Planning and Zoning • Average Time to Provide Initial Review of Application to Commission Planning and Zoning Commission • Average Time to Process Application through City Council • Average Time to Provide Review of Application to Heritage Consideration Commission(Design Review Subcommittee) • Average Time to Process Application Through Heritage • Value of Grants Issued by Type Commission Consideration(Design Review Subcommittee) Building and Development Services • Number of Applications for Permits by Type • Average Time to Provide Initial Comments for Residential Plan Check • Average Time to Provide Initial Comments for Commercial • Number of Residential Building Inspections Plan Check • No.of Commercial Building Inspections • Percent of Inspection Requests Conducted Next Business Day(when request made before 4 p.m.previous business day) • Percent of Inspection Requests Conducted On Time City of Elgin, IL- 2015 Proposed Budget DEPARTMENT PROFILE - COMMUNITY DEVELOPMENT Performance Measures Code Enforcement • Number of Code Enforcement Cases by Standard Code • Number of Code Enforcement Cases Initiated(by Cases and Vacant Buildings complaint) • Number of Code Enforcement Cases Initiated(by code • Average Time to Conduct Initial Inspection Related to enforcement inspector) Code Enforcement Complaint • Percentage of Code Enforcement Cases Brought into • Percentage of Code Enforcement Cases Requiring Forced Voluntary Compliance Compliance • Condition of Structures and Properties • Number of Rental Licenses • Number of Public Health Inspections by Type(Food Safety, • Average Numerical Grade of Food Handling Swimming, Day Care,Scavenger Truck) Establishments by Type General Fund Budget Detail Department's operational needs are funded from the General Fund. Other projects departments work on during the year might come from other funds, but are presented by Strategic Priority for the purposes of the budget document. Planning Division Code Enforcement and Building and Earnings and Benefits $503,320 Development Services Commodities and Supplies $34,510 Earnings and Benefits $2,884,320 Commodities and Supplies $15,650 Contractual Services $164,510 Insurance $7,890 Contractual Services $438,770 Insurance $6,040 Total $710,230 Total $3,344,780 City of Elgin, IL-2015 Proposed Budget I DEPARTMENT PROFILE - FINANCE �\ �\ \ ^ � . •0 w « :y x- ■■ v ~ • Finance DcpaTcnt THE CIT Y OF ELGIN'S FINANCE DEPARTMENT STRIVES TO. manage the city's financial operations w an effective and e#delmanner that maintains and promotes the confidence of thecitizens we serve and en sures economical and quality governmental service. City of Elgin, IL-20 15 Proposed Budget DEPARTMENT PROFILE - FINANCE Department Description The Finance Department plays an integral role in all financial transactions, both long and short term within the city of Elgin.The Finance Department functions as the city's accounting, accounts payable and procurement offices. In addition the Finance Department coordinates the development of the annual budget, prepares the Comprehensive Annual Financial Report and meets regularly with financial advisors to ensure long-term financial stability. Operational Workload • Daily Cash Management • Payroll Processing • Accounts Payable Processing • Cash Disbursement Processing • Financial Statement Processing • Coordination of Annual Audit • Report Financial and Compliance Filings • Processing Cash Receipts • Utility Bill Generation • Transfer Stamp Processing • License Renewal and Processing • Miscellaneous Fee Processing Performance Measures • Convert a requisition in approval status to a • Process individual requests for a real estate transfer purchase order within one business day. stamp within three(3) business days of receipt. • Review Chapter 13 bankruptcy notices and file • Submit unpaid and final utility bills to the collection applicable claims within 30 days of receipt. agency within 60 days of closing the account. • Maintain internal control procedures at a level which • Complete the closing of the general ledger within 9 results in minimal control deficiency business days of the last day of the month. recommendations from the auditors. General Fund Budget Detail Department's operational needs are funded from the General Fund. Other projects departments work on during the year might come from other funds, but are presented by Strategic Priority for the purposes of the budget document. Earnings and Benefits $992,800 Commodities and Supplies $10,840 Contractual Services $539,790 Insurance $9,010 Total $1,552,440 City of Elgin, IL-2015 Proposed Budget DEPARTMENT PROFILE - FIRE DEPARTMENT C* r A. • I ,_, , , ,, . . 1„ ..., , ,. ., , / i„,. . .. te . .1 .. t .. ... al ir 111 V _ate .••F� _► 4- �.._. ...'1 — . •, — so , . R ��_ . =, •• • 3 Piro Dopa7rnont THE MISSION OF THE ELGIN FIRE DEPARTMENT IS TO PROVIDE THE HIGHEST... level of life and property protection services to all citizens in a safe, professional and compassionate manner. The fire department is dedicated to keeping the community safe and secure while treating our community members like family. City of Elgin, IL-2015 Proposed Budget ' DEPARTMENT PROFILE - FIRE DEPARTMENT Department Description The fire department's seven stations are strategically distributed throughout the city to respond to emergencies as quickly as possible. In addition to providing fire protection services, the fire department responds to many other emergencies, including emergency medical service calls, vehicle extrication and stabilization, hazardous materials spills or releases, damaged utilities, hazardous traffic and weather conditions, water rescue and recovery, technical rescue and any other natural or manmade emergency. In addition to emergency services, the fire department provides a number of nonemergency services to ensure the safety of our community. For example, licensed fire code officers review plans for all new buildings, buildings undergoing renovation, and local businesses to make sure they meet the fire safety code. Fire personnel also go out in the community to prepare residents in the event of an emergency. Every fall, fire personnel visit every school in the city and administer school fire drills, evaluate the school response, and make recommendations to improve safe emergency exit procedures. The fire department also offers CPR and AED training for the public and for other city departments to train people to help in emergency situations before paramedics arrive. The fire department logs thousands of training hours each year. The training division makes sure that all members maintain the highest level of training possible, which includes maintaining all certifications required by the Office of the State Fire Marshal. The department also trains with community partners such as the Salvation Army and the city's Community Emergency Response Teams (CERT) to prepare for potential large, community-wide emergency situations. The department continues to develop methods and best practices to ensure the public safety for the city. Operational Workload • Fire protection • Emergency medical services(EMS) • Response to all natural or manmade emergencies • Fire safety inspections • Training • Community education Performance Measures • Response times by station and type • Response times compared to previous year City of Elgin, IL- 2015 Proposed Budget DEPARTMENT PROFILE - FIRE DEPARTMENT General Fund Budget Detail Department's operational needs are funded from the General Fund. Other projects departments work on during the year might come from other funds, but are presented by Strategic Priority for the purposes of the budget document. Earnings and Benefits $24,696,170 Commodities and Supplies $487,380 Contractual Services $738,820 Insurance $5,960 Capital Expenditures 106,450 Total $26,034,780 City of Elgin, IL-2015 Proposed Budget DEPARTMENT PROFILE - HUMAN RESOURCES 4 . . .... , Pr ,,_ ,.______ v . ,---..., . ,„.. if . ..... , r F uan Resources THE HUMAN RESOURCES DEPARTMENT IS CHARGED ... with ensuring the city has a competent and diverse workforce dedicated to meeting the city's goals. City of Elgin, IL- 2015 Proposed Budget DEPARTMENT PROFILE - HUMAN RESOURCES Department Description The Human Resources Department works to ensure the city has a competent and diverse workforce dedicated to meeting the city's goals. Employees, retirees, applicants and potential applicants are the HR Department's customers. HR provides information and support on benefits, pay, working conditions, employee policies, insurance and retirement. The Human Resource department helps all eligible employees and retirees enroll in their preferred health, vision and dental insurance and flexible spending programs during the city's annual open enrollment period and when there is a major life event such as marriage, birth of a child or divorce. The department also keeps employees informed about the city's health and wellness options available through its Wellness Program and the department's annual Benefits Fair. When new positions open, HR serves as the central office for posting job information that will reach the widest audience possible. Once applications arrive, HR staff is responsible for all testing and screening to identify the most qualified applicant. HR also oversees the Summer Youth Employment program, a program that provides summer jobs and professional development training to low income Elgin teens. The teenagers must go through an application and interview process before being selected for the program. In conjunction with the Legal department, staff works to implement policies and procedures that help keep employees safe in the workplace. Trainings are provided for employees to understand safety polices. Trainings include confined space training, driving safety, work zone safety and CPR and AED training. HR and Legal also work together on union contract negotiations, grievances and disciplinary matters. Operational Workload • Publish employment opportunities • Perform outreach, recruitment and screening • Implement policies and procedures • Facilitate conflict resolution • Payroll • New employee orientation • Administer city-wide insurance for each employee • Maintain employee records and participating retiree • Training and employee education • Labor negotiations City of Elgin, IL- 2015 Proposed Budget DEPARTMENT PROFILE - HUMAN RESOURCES Performance Measures Training and Education • Number of managers trained i.e. -- FMLA, dealing • Number of Employees trained i.e.—Safety, FMLA, with difficult employees, etc. stress management, personal finance, etc. Hiring • Number of days to fill a tested, bargaining unit • Average number of job applications per open position and non-bargaining unit position position • Demographics of applicants • Feedback from new hires regarding NEO process Salary and Benefits • Intranet-#of hits • Benefits Fair- #of attendees • Timely notice to managers of performance • %of performance evaluations that are done in a evaluations timely manner by supervisors Healthy Workforce • Utilization rate of Employee Assistance Program • Utilization rate of Centre membership • Exit interviews with all FT employees leaving voluntarily General Fund Budget Detail Department's operational needs are funded from the General Fund. Other projects departments work on during the year might come from other funds, but are presented by Strategic Priority for the purposes of the budget document. Earnings and Benefits $493,610 Commodities and Supplies $18,800 Contractual Services $282,110 Other Charges $1,000 Total $795,520 City of Elgin, IL-2015 Proposed Budget DEPARTMENT PROFILE - INFORMATION TECHNOLOGY SERVICES nfor—iation Technology Sorvcos THE MISSION OF THE DEPARTMENT OF INFORMATION TECHNOLOGY SERVICES... 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. City of Elgin, IL- 2015 Proposed Budget DEPARTMENT PROFILE - INFORMATION TECHNOLOGY SERVICES Department Description Information Technology Services (ITS) oversees the administration, maintenance and management of the all city telecommunication and data systems. As the support department to all city staff, 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 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 infrastructure. This is accomplished by providing. Elgin's IT system is protected through data security and backup management, firewall management, and intrusion prevention strategies. Operational Workload • End user assistance • Application technical support • Desktop computer support • Mobile computer support • Printer device network support • Generating reports, data mining and information requests • Active directory user, device and domain Email system support and management management • Geographic Information System (GIS) management • Data security and backup management • Network server support • Wireless network management • Firewall management • System security and intrusion prevention City of Elgin, IL- 2015 Proposed Budget DEPARTMENT PROFILE - INFORMATION TECHNOLOGY SERVICES Performance Measures System End Users • Unique user logins • Number of wireless users • Number of remote users • User satisfaction survey Help desk call volume • Number of calls by priority • Calls closed on initial contact • Calls closed within priority SLA • Overdue calls System response times • Time to login • Intranet bandwidth speed test • Internet utilization percentage • Internet speed test Data management • Backups and data integrity • Email archive statistics Reports, Request for Information and Data Mining • Requests for information/reports(including FOIA) • Request for SunGard MOD/programming/query • Request for new data transfer to outside agency Network/System Management • Network uptime • Server OS critical updates • Software/system updates • Intrusion/malware prevention General Fund Budget Detail Department's operational needs are funded from the General Fund. Other projects departments work on during the year might come from other funds, but are presented by Strategic Priority for the purposes of the budget document. Earnings and Benefits $908,760 Commodities and Supplies $13,080 Contractual Services $207,540 Insurance $870 Total $1,130,250 City of Elgin, IL- 2015 Proposed Budget DEPARTMENT PROFILE - LEGAL DEPARTMENT P ti's . Alh' '-YZ''':' ' `` - ' 4,r '- - - ,s, � . v t ilk r '. W Legal DcpartTent THE MISSION OF THE LEGAL DEPARTMENT IS TO PROTECT THE ASSETS, RIGHTS... 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 the city. City of Elgin, IL-2015 Proposed Budget DEPARTMENT PROFILE - LEGAL DEPARTMENT Department Description The ongoing responsibilities and activities of the Legal Department can be categorized into six general areas including (1) general counsel duties and responsibilities; (2) litigation of civil claims made or brought against the city; (3) administrative law matters; (4) risk management; (5) office of professional standards (a/k/a Inspector General); and (6)chief development officer. General counsel responsibilities include providing advice to the city manager, city council and city departments including legal research and rendering of opinions; interpreting statutes, ordinances, court rulings and administrative regulations; drafting ordinances and resolutions; drafting and reviewing of all types of legal documents including contracts, easements, development agreements, annexation agreements, franchise agreements and leases; providing for real estate acquisitions and sales including negotiations, drafting and reviewing of real estate agreements and conducting closings; providing advice and assistance to city departments to ensure that all laws and ordinances are followed; conducting collective bargaining negotiations in conjunction with the Human Resources Department; reviewing all proposed employee disciplinary matters and providing advice thereon to the city manager; conducting employee training in city policies, procedures and on various legal subjects; drafting and recommending to the city manager internal policies and procedures; providing advice to the city manager and to the city council of legal conditions, current and future trends including any changes to state or federal law affecting city operations; reviewing and approving all city contracts, agreements and other documents submitted to the city council; reviewing and responding to Freedom of Information Act requests; attending all meetings of the city council; and serving as the city's ethics officer. Litigation responsibilities for civil claims made or brought against the city include responsibility for the litigation or supervising 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. Administrative law responsibilities include responsibility for all aspects of administrative law matters and proceedings involving the city including acting as counsel to the city's various boards and commissions including but not limited to, the Liquor Commission, Board of Fire and Police Commissioners, Heritage Commission, and Planning and Zoning Commission; prosecution of liquor license violations; prosecution of employee disciplinary cases and arbitration hearings; defense of charges of discrimination before the Illinois Department of Human Rights, Illinois Human Rights Commission and Equal Employment Opportunity Commission; petitions before county and state agencies for exemption of city property from real estate taxes; representing the city before all other quasi-judicial or administrative agencies; and representing the city in court in administrative review actions. Risk management responsibilities include the procurement and administration of the city's insurance policies each year; administration of workers' compensation programs and claims; creation and implementation of the safety program including the city's safety manual; and administration of general liability claims made against the city. City of Elgin, IL- 2015 Proposed Budget DEPARTMENT PROFILE - LEGAL DEPARTMENT Office of Professional Standards (a/k/a Inspector General) responsibilities include conducting investigations; the preparation of findings and reports; and the preparation of disciplinary review forms. Chief Development Officer responsibilities include general oversight of the Community Development Department and the coordination of development activities with all of the various city departments including, but not limited to, the engineering department. Operational Workload • General Counsel Responsibilities • Risk management Responsibilities • Litigation Responsibilities • Office of Professional Standards • Administrative Law Responsibilities • Chief Development Officer Responsibilities General Fund Budget Detail Department's operational needs are funded from the General Fund. Other projects departments work on during the year might come from other funds, but are presented by Strategic Priority for the purposes of the budget document. Earnings and Benefits $1,040,570 Commodities and Supplies $10,500 Contractual Services $323,800 Other Charges $2,260 Total $1,377,130 City of Elgin, IL-2015 Proposed Budget DEPARTMENT PROFILE - PARKS AND RECREATION AO' ? 1 .. tl 1. t r ♦ .t► /� '` _ 'mil . i lava ParKs and Recreation THE PARKS AND RECREATION DEPARTMENT STRIVES TO ENHANCE THE QUALITY OF... life for residents of Elgin neighborhoods by protecting the unique natural resources, enhancing 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. City of Elgin, IL-2015 Proposed Budget DEPARTMENT PROFILE - PARKS AND RECREATION Department Description The Parks and Recreation department is divided into a number of divisions to provide programs and services for all age groups on a year around basis at multiple sites throughout the community. Staff at all levels work to strengthen the relationship with the community by serving on community coalitions and councils, establishing and maintaining partnerships, and serving on non-profit boards. The department supports the Parks and Recreation Advisory Board and the newly formed Parks and Recreation Foundation. The Centre division is responsible for the operation of The Centre of Elgin, which includes a fitness center, track, racquetball courts, basketball courts, rock climbing wall, three swimming pools, banquet facility, rental rooms, ceramics room, birthday party rooms and preschool center. Each year, over 800,000 people visit the facility. Community Recreation is in charge of general recreation programming, as well as the operation of the Eastside Recreation Center, Hawthorne Hill Nature Center, the Sports Complex, the outdoor pools and the Lords Park Pavilion. Each year hundreds of recreation programs and services are provided at these facilities with program registration numbering in the thousands. Golf is responsible for operating the city's three public golf courses: Wing Park, The Highlands, and Bowes Creek Country Club. Wing Park Golf Course is the oldest 9-hole municipal golf course in Illinois. The Highlands of Elgin is a challenging 18-hole links style golf course. It was recently voted the fourth best public golf course in Illinois. Bowes Creek Country Club is the city's newest 18-hole golf course, and was recently voted the eighth best public golf course in Illinois. Parks Development plans the parks systems, which includes the acquisition of new park land, the development of new parks both in-house and with developers and the renovation of the city's 74 existing parks. Ranging in size from 1/4 of an acre to 224 acres, the parks contain many different amenities including playgrounds, sport courts, playing fields, shelters and paths. Administration is responsible for the overall coordination of the department's administrative activities, marketing efforts, grant administration and strategic planning. Staff provides rental services in areas such as banquet facilities, meeting rooms, picnic shelters, sports facilities, sports equipment and park sites for the community. Administration also oversees the volunteer efforts throughout the department, including services, programs, facility operation and marketing. City of Elgin, IL- 2015 Proposed Budget DEPARTMENT PROFILE - PARKS AND RECREATION Operational Workload • Operate park and recreation facilities • Administer general recreation programs • Golf course operation • Centre of Elgin operation • Park development Performance Measures • Total number of recreation program participants • Number of youth scholarship participants • Number volunteer hours • Social media reach • Number of community partners General Fund Budget Detail Department's operational needs are funded from the General Fund. Other projects departments work on during the year might come from other funds, but are presented by Strategic Priority for the purposes of the budget document. Earnings and Benefits $5,302,950 Commodities and Supplies $582,940 Contractual Services $2,212,870 Misc. Expenses $4,500 Capital Outlay $680,000 Total $8,783,260 City of Elgin, IL-2015 Proposed Budget DEPARTMENT PROFILE - POLICE DEPARTMENT I -::,..;5;4''''' '4010. : , I A ij I t t, x F f; 1111101,., 9 I at ',. .y \ ......- 14, -....._..... .4.1;., - .` _ r I riiill ' . . 40, 41 Pk Policc Dopaont 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 professionalism, encouraging open communication and embracing diversity. City of Elgin, IL-2015 Proposed Budget DEPARTMENT PROFILE - POLICE DEPARTMENT Department Description The police department strives to achieve excellence through innovative leadership and respectful service to the community. The department is comprised of approximately 250 members, 180 of which are sworn officers. The remaining members are civilians who fill positions such as telecommunication operators, records clerks, parking control officers and community service officers.The sworn command structure 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 responsible 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, community relations and crime prevention and 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 the Community Emergency Response Team (CERT), Citizens Police Academy, Senior Citizens Police Academy, Explorer Post, Neighborhood Watch, and Peer Jury. Operational Workload • Daily patrol • Police service dog unit • Animal control • Media relations • Administer holding facility • Investigate crimes • Special events assistance • Process adjudication tickets • Maintain crime records • Maintain evidence records • Facilitate community policing • Train community members(CERT) • Senior police academy • ROPE program • Crime prevention • Community education • Traffic enforcement • Victim assistance • Juvenile crime prevention • Office of Emergency Management • Explorer program • School Resource Officers City of Elgin, IL- 2015 Proposed Budget DEPARTMENT PROFILE - POLICE DEPARTMENT Performance Measures Crime • Part 1 crime • Gang crime • Juvenile crime • Highlighted crime for the year • Crime in schools Operations • Response time by priority • Repeat calls for service by location • Crashes by location • At-fault squad crashes • Commendations • Grievances • Internal investigations • Employee injuries/workman compensation claims • Budget • Training Community • Self-Reporting levels • Rate Your Service responses/Comment Cards • Neighborhood meetings attended • Involvement in Security-through-Surveilence Emergency Preparedness • Facility improvements • Training levels- internally and externally • Equipment General Fund Budget Detail Department's operational needs are funded from the General Fund. Other projects departments work on during the year might come from other funds, but are presented by Strategic Priority for the purposes of the budget document. Earnings and Benefits $36,878,310 Commodities and Supplies $551,070 Contractual Services $1,952,580 Insurance $11,390 Other Charges $1,500 Capital $60,000 Total $39,454,850 City of Elgin, IL- 2015 Proposed Budget DEPARTMENT PROFILE - PUBLIC WORKS • :i . ..ter, .Lt-r '' ., 4 1 .µ. iti 1111 1 L I AHEAD 1 T 1a .ter �"' w .7, ! . -a ■ MIMI araili 1 _ _ "•" — ate -'ublic WorKs TO DELIVER QUALITY, ON-TIME MUNICIPAL SERVICES... that improve the quality of life for Elgin residents through responsive, efficient, and effective delivery of services to every neighborhood and by adopting a can-do attitude with our customers and stakeholders. City of Elgin, IL-2015 Proposed Budget DEPARTMENT PROFILE - PUBLIC WORKS Department Description The public works -department provides planning, design, construction and maintenance of right-of-ways, maintenance of parks, city properties and parking structures. The division has several sections including engineering, street maintenance, land management, forestry, traffic, and development. This work is completed by city staff as well as staff working with consultants, contractors and developers. The Street Maintenance Division is responsible for the maintenance of streets and right-of-ways within the city.Two significant duties for the division include leaf removal in the fall and snow and ice control during the winter. Activity is also focused on a comprehensive preventative maintenance program that reduces long-term maintenance costs.This includes sealing pavement and cracks, milling sidewalks and minor surface repairs. Street Maintenance Division responsibilities also include mowing of city parks and properties which are completed through a contractor. All park maintenance is completed in accordance with National Recreation and Parks Association (NRPA) maintenance standards. These include state-of-the-art maintenance of the Veterans Memorial and Festival Park, high functioning parks such as Lords and Wing Parks, moderate level, neighborhood parks to moderate low level such as Burnidge Woods Park. Street Maintenance also has a forestry section that is responsible for maintaining city trees by pruning, removal and replacement of trees when necessary. The Traffic Division is responsible for signage, striping, traffic signal maintenance and street lights. The division is additionally responsible for completing all traffic studies and reviewing documents from the development community. Signing and street lighting are performed with city staff, while traffic signal maintenance and road striping is performed by contractors. The Engineering Division is responsible for the planning, design and construction of city roadway projects. These are funded from both local funds and federal funds that are obtained through the Kane County Council of Mayors. Minor project work is completed utilizing city staff. Fleet Services provides maintenance and repair services to the approximate 400 pieces of equipment in the city's rolling stock. Vehicles that are maintained by Fleet Services include, but are not limited to public services, code enforcement, parks and recreation and the police. The inventory includes equipment such as sweepers, pavers, mowers, pick-up trucks, and large ten-wheel dump trucks for plowing snow. Many of these vehicles have extra equipment like snow plows, spreaders, or specialty electronics in the police cars. All of these items make for a challenge to maintain the fleet. To keep up with all of the work, Fleet Services contracts with local dealers to supplement staff so that repairs can be completed. The two major purposes for using outside dealers to work on equipment are to complete repairs that staff did not have time to do or when specialty type of the equipment or repair that is beyond the ability of staff. City of Elgin, IL- 2015 Proposed Budget DEPARTMENT PROFILE - PUBLIC WORKS Operational Workload • Traffic and electrical repairs • Underground repairs • Graffiti removal • Parking lot striping • Central Business District maintenance • Snow and ice removal • Roadway maintenance and repairs • Utility cut repairs • Street and sidewalk repair • Leaf pickup • Street sweeping • City vehicle maintenance • Seasonal ordering • Vehicle set up, emissions and licenses • Safety lanes • Accident claims • Capital project coordination • General permitting • Utility permitting • Site plan or subdivision plan review • Site or subdivision permitting and/or approval • Inspection of public infrastructure • Plan public infrastructure • Bridge and dam inspection • Pay and FOIA requests • Special assessments Performance Measures • Snow and Ice Removal-Treat storms under 2 inches as • Minor Street repairs-repairs will be made within five they occur,2-4 inches in six hours,4-8 inches in twelve business days of receipt of complaint hours, 8-12 inches in 24 hours,over 12 inches more than 24 hours from the cessation of storm. • Leaf Removal-Citywide removal of leaves within a 6 week • Tree trimming-Continue to prune all trees on a 7 year period cycle • Preventative Maintenance-perform light vehicle • Manage Inventories-Keep accurate inventories,perform maintenance every 5000 miles or every 6 months;heavy weekly cycle counts and keep year-end balance within 3% equipment every 5000 miles or once a year;and specialty of stated balance. equipment annually or every 250 hours. • Safety Lanes-Provide departments with annual schedule • Downtime-Maintain the fleet so that the downtime rate is for safety lane and emissions test with monthly reminders not greater than 10%at any weeks end. City of Elgin, IL- 2015 Proposed Budget DEPARTMENT PROFILE - PUBLIC WORKS General Fund Budget Detail Department's operational needs are funded from the General Fund. Other projects departments work on during the year might come from other funds, but are presented by Strategic Priority for the purposes of the budget document. Public Works Earnings and Benefits $6,664,030 Commodities and Supplies $799,340 Contractual Services $9,557,340 Insurance $4,100 Capital Expenditures $1,035,430 Total $18,060,240 City of Elgin, IL-2015 Proposed Budget DEPARTMENT PROFILE - UTILITIES • fit rep Prole fill rog rof tiff 04 AI kliKsrAFtismomagotrigiw „ti itics Depa7Tent THE UTILITIES DEPARTMENT PROVIDES OVER 120,000 PEOPLE WITH SAFE, HIGH QUALITY... drinking water at adequate pressure and reasonable cost while consistently meeting all drinking 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 sewer users with safe disposal of waste materials. City of Elgin, IL- 2015 Proposed Budget DEPARTMENT PROFILE - UTILITIES Department Description The Utilities Department consists of the Water and Sewer Divisions. 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. Operators control the treatment process, mechanics keep pumps working, utility workers make sure the distribution remains intact and laboratory staff ensures quality. The division maintains certification for operators(30 hours tri-annually)and engineers(30 hours bi-annually). The division oversees the installation, maintenance and repair on over 32,000 meters within the system, ensuring accurate readings for all customers. All meters greater that six inches are replaced every year; meters measuring two to six inches are replaced no less than every three years; residential meters are replaced every ten to fifteen years. The city complies with all regulations which include all drinking water standards set forth by the federal Environmental Protection Agency(EPA)and the Illinois Environmental Protection Agency(IEPA). The Sewer Division operates in both a routine and emergency capacity. Day-to-day operations include cleaning and maintaining the city's wastewater and storm systems to ensure they are functioning properly in accordance with federal and state regulations such as the National Pollution Discharge Elimination System (NPDES) permitting system for both separate storm sewer system (MS4)and sanitary discharges. When a sewer issue arises, crews provide timely response to them and will also televise sewers to identify defects. The televising also assists in making rehabilitation decisions. Reported sewer backups and combined sewer overflows are reported to the IEPA and assist in making decisions regarding sewer separation priorities as outlined in our Long Term Control Plan (LTCP). Operational Workload • Reporting to local, state, and federal agencies • Well monitoring • Risk management • Bulk water billing for RWTP • Maintain equipment and chemical inventory • Laboratory services • Clean and maintain chemical feed systems and • Daily water testing operating systems • Registered weather station • Capital projects and development review • Infrastructure updates in GIS • Fox River and tributary flow logs • Maintain 32,000 water meters • Maintain certifications for operators and engineers • Sewer jetting • Catch basin cleaning • Maintain lift stations • Televise sewers City of Elgin, IL-2015 Proposed Budget DEPARTMENT PROFILE - UTILITIES Performance Measures • Compliance with IEPA Title 35 Illinois Administrative Code • Compliance with NPDES MS4 for drinking water production and distribution standards • Compliance with NPDES CSO(combined sewer overflows) • Compliance with NPDES water treatment residual discharge • Compliance with IEPA sludge land application permit • Compliance with IEPA sludge storage permit • Compliance with EPA LTCP General Fund Budget Detail The Utilities Department operates as a self-sustaining enterprise fund, funded by charges for services. The rate schedules for these services are established to ensure that revenues are adequate to meet all necessary expenditures. Earnings and Benefits $6,946,750 Commodities and Supplies $3,475,410 Contractual Services $5,073,260 Debt Service $9,595,250 Administrative Transfer $1,853,350 Financing Transfer $1,468,970 Annual CSO Program $20,000 Capital Outlay $708,000 Total $29,140,990 City of Elgin, IL- 2015 Proposed Budget