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15-168 Resolution No. 15-168 RESOLUTION ADOPTING THE 2016 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 2015. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that the City Council hereby adopts the attached 2016 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 16, 2015 Adopted: December 16, 2015 Vote: Yeas: 8 Nays: 1 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk DEPARTMENT PROFILE - 311 p t ,„sk 31 1 Contact Center 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-2016 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 City of Elgin, IL -2016 Proposed Budget 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 $1,419,148 Commodities and Supplies $192,800 Contractual Services $37,080 Total $1,649,028 2016 Department Initiatives initiative Strategic Priority Budget Fund 311 marketplace Diverse Workforce None-Staff Time 010-General Fund Development of Service Level Agreements(SLf) Financial Stewardship None-Staff Time 010-General Fund Develop plan for rapid response Image and Engagement None-Staff Time 010-General Fund Deploy new water billing system Image and Engagement None-Staff Time 010-General Fund City of Elgin, IL- 2016 Proposed Budget DEPARTMENT PROFILE - BUILDING MAINTENANCE u i' r _ t'4`., : :„p ; .say 'a,-, ..,,----., v. - ? = s!.” ,, x ',. 2 agar r z ,' �g Ru cing 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-2016 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 FIFE 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 $1,364,170 Commodities and Supplies $379,750 Contractual Services $825,590 Insurance $640 Total $2,770,150 City of Elgin, IL-2016 Proposed Budget DEPARTMENT PROFILE - BUILDING MAINTENANCE 2016 Department Initiatives Initiative Strategic Priority Budget Fund Elevator Upgrades Neighborhoods $ 259,570 275-Riverboat Fund City Building Repairs Neighborhoods $ 812,010 275-Riverboat Fund City of Elgin, IL-2016 Proposed Budget DEPARTMENT PROFILE - CITY CLERK to Sir City CerK 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- 2016 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 City of Elgin, IL- 2016 Proposed Budget DEPARTMENT PROFILE - CITY CLERK 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 $211,006 Commodities and Supplies $2,900 Contractual Services $43,060 Insurance $1,410 Total $258,376 2016 Department Initiatives Initiative Strategic Priority Budget Fund Boards and Commissions Image and Engagement None-Staff Time 010-General Fund City of Elgin, IL - 2016 Proposed Budget DEPARTMENT PROFILE - CITY MANAGER'S OFFICE rx .?-4# 1 t' 11v`�' City Vanager's Oice 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-2016 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- 2016 Proposed Budget DEPARTMENT PROFILE - CITY MANAGER'S OFFICE Operational Workload • Daily,weekly, quarterly and special internal and ex- • Budget development and production ternal 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 Special Events and the Arts • Financial results of each event • Approximate attendees City of Elgin, IL - 2016 Proposed Budget DEPARTMENT PROFILE - CITY MANAGER'S OFFICE 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 $1,404,444 Commodities and Supplies $48,070 Contractual Services $339,130 Insurance $5,630 Total $1,797,324 City of Elgin, IL-2016 Proposed Budget DEPARTMENT PROFILE - CITY MANAGER'S OFFICE 2016 Department Initiatives initiative Strategic Priority Budget Fund Tower Building Redevelopment Downtown $ 4,700,000 262-Central Area TIF First Friday Improv 2016 Downtown $ 5,750 296-Recreation Fund Elgin Summer Theatre 2016/TBD Downtown $ 30,000 296-Recreation Fund Elgin Short Film Festival 2016 Downtown $ 10,000 296-Recreation Fund Car Dealer Retention Program Economic Development $ 308,000 275-Riverboat Fund Economic Development Initiatives Economic Development 276-Riverboat Lease Fund Elgin Area Chamber Economic Development $ 275,000 275-Riverboat Fund Auto Mall Development Agreement Economic Development $ 1,241,550 275-Riverboat Fund Innovation program development Education and Workforce Development None-Staff Time 010-General Fund Elgin Volunteer Coordinators Network Education and Workforce Development None-Staff Time 010-General Fund Human Services Summit Follow Up Education and Workforce Development None-Staff Time 010-General Fund Human Service Emergency Loan Program Financial Stewardship $ 775,000 010-General Fund Create paperless special event permitting process Financial Stewardship None-Staff Time 010-General Fund Integrate performance measurement onto Salesforce platform Financial Stewardship None-Staff Time 010-General Fund Neighborhood Improvement Grant-ECN Administration Image and Engagement None-Staff Time Neighborhood Improvement Grant Program Neighborhoods $ 64,860 275-Riverboat Fund Lord Park Zoo Capital Planning Neighborhoods None-Staff Time 010-General Fund City of Elgin, IL-2016 Proposed Budget DEPARTMENT PROFILE - COMMUNITY DEVELOPMENT j , `W f i � f, 1 ' ` f' f /' .1 '`' j`"� ., .' l -----F ,-` f r j f r 111, �11� "fir I . St !- 11!i DIlt 0 t:....1 t i.... , , . ,1 } til , lat , , -,ii‘. -.III \ -.14 ComTuHty DevelooTent 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-2016 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 facade improvement, projecting sign program and business improvement grants City of Elgin, IL-2016 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 -2016 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 De- Earnings and Benefits $512,880 velopment Services Commodities and Supplies $34,510 Earnings and Benefits $2,912,869 Contractual Services $64,470 Commodities and Supplies $15,650 Insurance $7,960 Contractual Services $438,810 Total $619,820 Insurance $6,100 Total $3,373,429 City of Elgin, IL-2016 Proposed Budget DEPARTMENT PROFILE - COMMUNITY DEVELOPMENT 2016 Department Initiatives Initiative Strategic Priority Budget Fund Initiate permitting module of Saleslorce.com Image and Engagement None-Staff Time 010-General Fund Continue implementing Code 2.0 Neighborhoods None-Staff Time 010-General Fund Downtown Business Facade Program Downtown $ 44,860 275-Riverboat Fund Property Improvement Grant Program Economic Development $ 181,500 275-Riverboat Fund Participate in Fee Study Financial Stewardship None-Staff Time 010-General Fund Implement time tracking system for projects and tasks Financial Stewardship None-Staff Time 010-General Fund Multi-family Housing Deconversion Program Neighborhoods $ 272,000 275-Riverboat Fund Historic Architectural Rehabilitation Grant Program Neighborhoods $ 346,800 275-Riverboat Fund City of Elgin, IL -2016 Proposed Budget DEPARTMENT PROFILE - FINANCE • .411te"VP R i s �r ( Finance DeoaTTent THE CITY OF ELGIN'S FINANCE DEPARTMENT STRIVES TO... manage the city's financial operations in an effective and efficient manner that maintains and promotes the confidence of the citizens we serve and ensures economical and quality governmental service. City of Elgin, IL- 2016 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. City of Elgin, IL - 2016 Proposed Budget DEPARTMENT PROFILE - FINANCE 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 $1,034,439 Commodities and Supplies $10,600 Contractual Services $549,920 Insurance $9,090 Total $1,604,049 2016 Department Initiatives initiative Strategic Priority Budget Fund SSA-Debt Service Financial Stewardship $ 454,900 275-Riverboat Fund Contingency Financial Stewardship $ 6,516,610 275-Riverboat Fund City of Elgin, IL-2016 Proposed Budget DEPARTMENT PROFILE - FIRE DEPARTMENT >.r.. .,, u -` i►. III .• 4 lb r ,i r We a ,r ,, ,. Fire DepaTTent 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- 2016 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-2016 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 2016 Department Initiatives Initiative Strategic Priority Budget Fund Establish interface between training programs to Increase efficiency Education and Workforce Development None-Staff Time 010-General Fund Cost recovery false alarm ordinance Financial Stewardship None-Staff Time 010-General Fund Begin conversion of paperwork in Fire Prevention Bureau to digital format Financial Stewardship None-Staff Time 010-General Fund Devise framework and begin converting pre-plans to digital format Public Safety None-Staff Time 010-General Fund Firefighter turn out timing system Public Safety None-Staff Time 010-General Fund Update emergency operations plan Public Safety None-Staff Time 010-General Fund Emergency operations center operational and functional improvements Public Safety None-Staff Time 010-General Fund Emergency Vehicle Preemption Public Safety $ 14,930 275-Riverboat Fund Enhance Wi-Fi coverage at fire stations to improve connectivity to apparatus Public Safety None-Staff Time 010-General Fund Kane County medication dispensing exercise Public Safety None-Staff Time 010-General Fund Conduct city-wide tabletop exercise Public Safety None-Staff Time 010-General Fund implementation of Strategic Plan initiatives Public Safety None-Staff Time 010-General Fund Configure CAD to perform recommendations based on vehicle location Public Safety None-Staff Time 010-General Fund Review Response Districts for optimized apparatus response Public Safety None-Staff Time 010-General Fund Replacement of Apparatus Toughbook Computers Public Safety None-Staff Time 010-General Fund City of Elgin, IL- 2016 Proposed Budget DEPARTMENT PROFILE - HUMAN RESOURCES Y f . if , „ i, ,r 40 70 __:. ,-._ ..-- _.- ..-----_-,..... - u r-an 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 -2016 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 Wetness 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- 2016 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 posi- • Average number of job applications per open posi- tion and non-bargaining unit position tion • 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 $486,472 Commodities and Supplies $18,800 Contractual Services $318,610 Other Charges $1,000 Total $824,882 City of Elgin, IL-2016 Proposed Budget DEPARTMENT PROFILE - HUMAN RESOURCES 2016 Department Initiatives Initiative Strategic Priority Budget Fund Succession Planning Diverse Workforce $ 20,000 010-General Fund Individualized Development Plans Diverse Workforce $ 20,000 010-General Fund Wellness Program Education and Workforce Development $ 46,000 635-Health Insurance Document Management Financial Stewardship None-Staff Tame 010-General Fund City of Elgin, IL-2016 Proposed Budget DEPARTMENT PROFILE - INFORMATION TECHNOLOGY SERVICES InforTatio r Tecrnology services 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 - 2016 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 re- quests • Active directory user, device and domain manage- Email system support and management ment • 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-2016 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 $888,974 Commodities and Supplies $13,080 Contractual Services $461,640 Insurance $880 Total $1,364,574 City of Elgin, IL-2016 Proposed Budget DEPARTMENT PROFILE - INFORMATION TECHNOLOGY SERVICES 2016 Department Initiatives Initiative Strategic Priority Budget Fund Data Storage as a Service Image and Engagement $ 235,000 010-General Fund Data conversion for BasicGov and Asset Optics Image and Engagement None-Staff Time 010-General Fund ITS Strategic Plan Initiatives Image and Engagement $ 125,000 275-Riverboat Fund City of Elgin, IL - 2016 Proposed Budget DEPARTMENT PROFILE - LEGAL DEPARTMENT P ► * ,A.,. ' . .. S .II 4 40" J Lega Depaent 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 - 2016 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-2016 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 $1,089,944 Commodities and Supplies $10,500 Contractual Services $325,250 Other Charges $2,280 Total $1,427,974 2016 Department Initiatives initiative Strategic Priority Budget Fund North Kimball Environmental Remediation Economic Development $ 317,400 275-Riverboat Fund Review Sign Ordinance Image and Engagement None-Staff Time 010-General Fund City of Elgin, IL - 2016 Proposed Budget DEPARTMENT PROFILE - PARKS AND RECREATION 1 • `fi a... > y�y -ea AlraP ParKs anc Recreatio 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 - 2016 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 - 2016 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 $5,887,390 Commodities and Supplies $624,360 Contractual Services $2,313,700 Misc. Expenses $4,500 Total $8,829,950 City of Elgin, IL-2016 Proposed Budget DEPARTMENT PROFILE - PARKS AND RECREATION 2016 Department Initiatives Initiative Strategic Priority Budget Fund Mental Health Property Design Economic Development $ 80,000 275-Riverboat Fund Trees for Parks Neighborhoods $ 9,000 340-Park Development Wing Street Park Renovation Neighborhoods $ 45,000 340-Park Development Hawthorne Hill ADA Improvements Neighborhoods $ 48,000 340-Park Development Parks Signs and ADA Amenities Neighborhoods $ 29,440 340-Park Development Softball Field Renovations at Sports Complex Neighborhoods $ 55,000 340-Park Development Eagles Park Improvements Neighborhoods $ 275,000 340-Park Development City of Elgin, IL-2016 Proposed Budget DEPARTMENT PROFILE - PUBLIC WORKS • 111111 • 1110' a f to Ada 61111 ON 111 II ill 11 a MIS 411111j E�Y Public 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-2016 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-2016 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-2016 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 $5,802,060 Commodities and Supplies $822,510 Contractual Services $9,812,170 Insurance $4,140 Capital Expenditures $900,000 Total $17,340,880 City of Elgin, IL-2016 Proposed Budget DEPARTMENT PROFILE - PUBLIC WORKS 2016 Department Initiatives Initiative Strategic Priority Budget Fund South Street Extension Neighborhoods $ 7,925,730 Escrow Fund Chicago Street Sewer Separation Engineering Neighborhoods $ 1,414,790 275-Riverboat Fund US Route 20/McLean Construction Neighborhoods $ 151,550 275-Riverboat Fund Neighborhood Street Rehabilitation Neighborhoods $ 384,810 275-Riverboat Fund Bikeway Implementation Program Neighborhoods None-Staff lime 275-Riverboat Fund Neighborhood Street Resurfacing Neighborhoods $ 1,776,360 275-Riverboat Fund Traffic Signal Upgrades Public Safety $ 313,630 276-Riverboat Lease Fund McLean/Big Timber Traffic and Railway Upgrades Public Safety $ 610,000 275-Riverboat Fund City of Elgin, IL- 2016 Proposed Budget DEPARTMENT PROFILE - UTILITIES 41 i tF le illgr'' " ad lek . .H. '7+ 0.-4.■ rdow r -1 r -qii • r .414 r 1 II. iliP '-`1'. A F. ii, .„ AL AL AL. A . tilities Depaent 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- 2016 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- 2016 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 $7,463,080 Commodities and Supplies $3,455,810 Contractual Services $6,775,890 Debt Service $10,431,300 Administrative Transfer $1,853,350 Financing Transfer $1,108,970 Annual CSO Program $20,000 Capital Outlay $2,829,440 Total $33,937,840 City of Elgin, IL-2016 Proposed Budget DEPARTMENT PROFILE - UTILITIES 2016 Department Initiatives Initiative Strategic Priority Budget Fund Well Modifications Neighborhoods $ 400,000 401 -Utility Fund BRIS Trunk 20-Phase 2B Neighborhoods $ 5,743,000 401 -Utility Fund Annual Water Distribution System Upgrades Neighborhoods $ 2,500,000 401 -Utility Fund Detention Basin Retrofit Neighborhoods $ 130,000 401 -Utility Fund Annual Sanitary Distribution System Upgrades Neighborhoods $ 300,000 401 -Utility Fund Airlite Well Installations Neighborhoods $ 4,500,000 401 -Utility Fund Water Tower Repairs Neighborhoods $ 700,000 420-Water Development Combined Sewer Separation Projects Neighborhoods $ 1,500,000 401 -Utility Fund Sewer lining Program Neighborhoods $ 400,000 401 -Utility Fund Filter to Waste at Leo Nelson Riverside Water Treatment Plant Neighborhoods $ 800,000 401 -Utility Fund St.Charles Street Water Main Neighborhoods $ 600,000 401 -Utility Fund Vault Trench Box Neighborhoods $ 20,000 401 -Utility Fund Replacing CO2 tank at Airlite Neighborhoods $ 350,000 401 -Utility Fund Chlorine Evaporator System at Airlite Neighborhoods $ 41,000 401 -Utility Fund Contract Site Restorations Neighborhoods $ 500,000 401 -Utility Fund City of Elgin, IL-2016 Proposed Budget BOARDS AND COMMISSIONS PROFILE Roaros and Commissions The city of Elgin benefits from the the experience of more than 200 community members who volunteer their time to participate on the city's boards and commissions. Each board and commission has a specific purpose and is governed by municipal code. Some boards and commissions are designed to serve in an advisory capacity, providing city staff and the city council with much needed feedback and expertise on important issues. Some also hear appeals, provide expertise, advocate, receive public concerns, or establish, review and enforce policies and regulations. Several boards and commissions maintain an active role in the community through the organization or sponsorship of events that align with their mission and the city's strategic goals. The following descriptions provide an overview of a complete list of the city's 20 boards and commissions, along with the main strategic priorities through which the board operates. Budget information and strategic initiatives are included for those with such items planned in 2016. Bicycle and Pedestrian Advisory Committee (BPAC) Commission Profile - BPAC The BPAC provides recommendations to the city council to Members 11 , 3 year terms encourage bicycling and walking. These efforts include the Strategic Neighborhoods, Public Safety, encouragement of safe bicycle and pedestrian activity, Priorities Image and Engagement public education campaigns and feedback on engineering, evaluation, and planning as it relates to current considerations and future planning of bicycle and pedestrian activity. Four of the committee members are city staff that comprise the Technical Advisory Group, and the remaining seven committee members are appointed by the city council. Strategic Initiatives • Bikeway Planning- The BPAC will review and provide recommendations for the implementation of Bikeway 4 and its connection from the Elgin Sports Complex and the recently acquired Mental Health Center property to other areas in the city, specifically the downtown. • Fox River Trail Signage-The BPAC is working with Kane County to update and implement signage on the Fox River Trail that runs 40 miles from Crystal Lake to Aurora, and notably passes through downtown Elgin. • Complete Downtown Bike Rack Installation- 2016 will include the complete installation of bike racks in downtown Elgin(previously awarded grant). • Bike and Pedestrian Safety Campaign- BPAC will work to expand public education through enhanced social media presence, website and general campaigns. City of Elgin, IL -2016 Proposed Budget BOARDS AND COMMISSIONS PROFILE ■ Community Events-The committee will continue to partner or participate in many community events, such as Bikes and Bites, Art and Soul on the Fox, Bike. Walk. Move: Elgin Week, March Into Health and mayor's walks. Board of Examiners of Stationary Engineers Board Profile - Stationary Engineers Members of the board must be licensed stationary Members 3, 3 year terms engineers, belonging to the National Association of Power Engineers (NAPE), and be well informed as to the Strategic Neighborhoods, Public Safety construction, operation and theory of steam boilers and Priorities steam engines. Powers and duties of the board include determination of qualifications, examinations and licensing of stationary engineers. There are no special initiatives planned in 2016. Board of Fire and Police Commissioners Board Profile - Fire and Police Board The Board of Fire and Police Commissioners is responsible Members 5, 3 year terms for ensuring a fair and inclusive process of recruitment and selection of qualified candidates to fill vacancies for original Strategic Public Safety, Diverse Workforce, appointment of police officers and firefighters/paramedics. Priorities Education and Workforce The board of fire and police commissioners consists of five Development members, including the fire chief or his designee and the police chief or his designee, and the remaining three members are appointed by the city council. Strategic Initiatives • Inclusive Recruitment- The board of fire and police commissioners has been working with the city's diversity consultant to eliminate possible barriers to application and promotion to ensure that the greatest number of qualified candidates can have access to and participate in the city's hiring and promotional process. In 2015, the city council approved changing educational hiring requirements for certain police officers from a bachelor's degree to 60 college credit hours. The change applies to veterans with three years of active duty, current police officers with three years of full-time experience, current Elgin community service officers with three years of full- time experience, and those who put in at least four years and 400 community service hours through Elgin's Police Explorer program. In that vein, the board is in preliminary stages of reviewing the qualifications for firefighters to ensure the most inclusive recruitment and hiring process for the responsibilities of a firefighter. City of Elgin, IL- 2016 Proposed Budget BOARDS AND COMMISSIONS PROFILE Board of Health Board Profile - Board of Health The board of health considers the health and safety of the Members 6, 3 year terms public, through the promotion and protection of health and the control of disease. The six-member board is comprised Strategic Priorities Public Safety of one state licensed physician, one state licensed dentist, one registered nurse, all in active practice, and other members interested in public health as may be determined by the city council.There are no special initiatives planned in 2016. Building Commission Commission Profile - Building Commission The building commission holds hearings and makes rulings Members 7, 3 year terms on appeals pertaining to the electrical, plumbing, heating, Strategic Priorities Neighborhoods, Public building and fire safety regulations of the city or denials of Safety registration for potential warm air heating or electrical contractors. This commission has three subcommittees: Electrical Committee Electrical, HVAC and Plumbing. Duties include the review of Members 5, 3 year terms recommendations from these committees and proposed modifications of codes relating to building process. The HVAC Committee commission also recommends to the city council any Members 3, 3 year terms changes in municipal codes as deemed necessary for the Plumbing Committee protection of public health and safety. Members 3, 3 year terms The commission's seven members include the chairman of the electrical committee, the chairman of the HVAC committee, the chairman of the plumbing committee, a registered structural engineer experienced in building construction, a licensed architect experienced in building construction, a general contractor experienced in commercial and/or industrial construction, and a general contractor experienced in residential construction. There are no special initiatives planned in 2016. Cultural Arts Commission (CAC) The cultural arts commission (CAC) fosters an environment Commission Profile - Cultural Arts in which cultural arts will flourish in the city by fostering educational opportunities and enhancing the quality of life Members 10, 3 year terms for residents of the city by making recommendations to Strategic Priorities Image and Engagement, develop accessible visual, performing and cultural arts Downtown programming directed at various age, ethnic, and religious groups. The commission's 2016 budget supports the Budget $77,000 City of Elgin, IL- 2016 Proposed Budget BOARDS AND COMMISSIONS PROFILE commission's projects, sponsorships of community events and the administration of cultural arts grants. Strategic Initiatives • The Eye Quarterly Newsletter - The cultural arts commission will continue to publish a quarterly newsletter that focuses on the cultural events and the CAC, as well as city-sponsored special events. • Cultural Arts Projects and Sponsorships -The cultural arts commission regularly partners with organizations or sponsors community cultural arts events. Such events include Elgin Fringe Festival, Black History Month events, Elgin's Summer Theatre program and Jazzin' on the Eighth. In 2016, the Cultural arts commission plans to launch a sculpture project that will engage the community on developing the Riverside Drive Promenade and city park areas. The commission plans to sponsor several new community events: Talent Fest and the Create, Innovate, Ignite! Summit. Create, Innovate, Ignite! is a six-month long series led by local community members, the Gail Borden Public Library, Elgin Community College and Hamilton Wings as a way to promote creativity and innovation that promotes benefits to our economy and community. The Cultural arts commission will sponsor the culminating summit in March 2016 to be held at ECC. E-911 Board The E-91 1 board is responsible for the planning, Board Profile - E 911 coordinating and supervising of the city's E-911 Emergency Telephone System and the authorization of E-911 surcharge Members 5, 3 year terms funds (see Fund 220). The board's five members are Strategic Priorities Public Safety, appointed for three year terms by the mayor, with the advice Financial Stewardship and consent of the city council. There are no special initiatives planned in 2016. Firefighter's Pension Board The board of trustees of the firefighters' pension fund is responsible for the management and administration of funds Board Profile Firefighter's Pension within the Firefighters' Pension Fund (See Fund 711). The Members 5, 3 year terms board is comprised of five members, as well as the fire chief, Strategic Priorities Financial Stewardship the chief financial officer and the representing attorney. There are no special initiatives planned in 2016. City of Elgin, IL-2016 Proposed Budget BOARDS AND COMMISSIONS PROFILE Foreign Fire Insurance Tax Board Board Profile - Foreign Fire Insurance Tax The foreign fire insurance tax board is responsible to receive Members 7, 2 year terms and account for revenues received from the tax on fire insurance policies sold by foreign (out of state) insurance Strategic Public Safety, companies. Those funds provide for the needs of the fire Priorities Financial Stewardship department departments reviewed and deemed necessary by the board. The board's five members consist of the fire chief and four members elected by department members of all rank.There are no special initiatives planned in 2016. Heritage Commission and Design Review Sub- Commission Profile- Heritage Commission committee Members 9, 3 year terms Elgin's heritage commission promotes the preservation of historic and architecturally significant structures and areas Strategic Neighborhoods, Image and and makes recommendations to the city council for Priorities Engagement, Downtown preservation of historic districts. The nine member Budget $5,000 commission is comprised of one licensed architect, one Design Review Subcommittee local historian, one licensed real estate agent, one representative of the Elgin Area Historical Society, and five Members 7, 3 year terms other members interested in the preservation of the heritage of the city. The design review subcommittee is responsible for receiving applications for and issuing or denying certificates of appropriateness. There are seven members on the subcommittee representing the heritage commission and at- large members who represent each of the city's historic districts. Strategic Initiatives • Mayor's Awards and Preservation Month- May is Preservation Month, and the Elgin heritage commission plans many events throughout the month to recognize Elgin's great heritage and preservation efforts. The Mayor's Awards, which take place in May, honor outstanding contributions by organizations or individuals to Elgin's heritage and educate the general public of the value of older architecture, neighborhoods, and history. This event also provides plaques to Elgin homeowners who have independently researched the origins of their houses.To date, more than 470 plaques have been given. • Elgin History Web-Based App- This web-based app will allow residents and visitors to have access to historical information about notable Elgin properties. Once on the website, historical sites and related information will be available for properties around the user, shown as pins on a Google map. Information about more than 400 properties should be available through the web-based app in May. City of Elgin, IL-2016 Proposed Budget BOARDS AND COMMISSIONS PROFILE Human Relations Commission The human relations commission provides advice and Commission Profile- Human Relations consultation to the city on all matters involving prejudices or discrimination, and conducts investigations and hearings on Members 9, 3 year terms claims of employment and housing discrimination. Their role Strategic Diverse Workforce, Education and also expands into community involvement, as the Priorities Workforce Development commission offers community education programs and Budget $15,000 sponsors a number of public events related to its mission and charter. The purpose of the public events is to foster harmony among the many diverse groups that make up Elgin, create opportunities for residents to learn their housing and employment rights and to effectively offer a clear channel of redress in warranted situations. Seven members make up the commission, plus two ex-officio, non-voting members, the city manager and chief of police. Strategic Initiatives • Diversity and Inclusion Plan - City staff continues to communicate and implement the city's Diversity and Inclusion plan, which focuses on diversity and inclusion in the workplace, access to the workspace and the marketplace.The human relations commission provides oversight of these activities. • Dr. Martin Luther King, Jr. Celebration - The human relations commission annually coordinates and sponsors the community-wide celebration to honor the contributions of Dr. Martin Luther King, Jr. The 2016 program will include a prayer breakfast at Elgin Community College, public program at The Hemmens and food drive and youth day of service at The Centre. The MLK celebration also includes several awards and scholarships given in the spirit of service and dedication lived by Dr. Martin Luther King, Jr. Image Advisory Commission The Elgin image advisory commission provides analysis and Commission Profile- Image Advisory recommendations on maintaining, enhancing and promoting the unique and diverse qualities of"The City in the Suburbs." Members 9, 3 year terms In addition to providing recommendations on city projects, Strategic Image and Engagement the commission encourages projects by service clubs and Priorities other organizations concerned with the beautification of the city. The commission's nine members are appointed by the Budget $5,000 city council. Strategic Initiatives • Image Awards - The image advisory commission annually hosts the city's prestigious Image Awards that recognize the great contributions of individuals and organizations to the Elgin community. The 2015 event City of Elgin, IL-2016 Proposed Budget BOARDS AND COMMISSIONS PROFILE brought more than 200 people to celebrate the gracious and long-lasting contributions of Elgin residents and organizations to the community. • City Entryway Signage - 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. Funds have been allocated in previous Riverboat Fund budgets, and will carry over to 2016 to ensure the completion of the project after council approval. Liquor Commission Commission Profile- Liquor The liquor commission reviews applications, issues liquor licenses and conducts hearings on violations of liquor Members 9 members license regulations. The city council serves as commission Strategic Priorities Public Safety members, with the mayor serving as chairperson. There are no special initiatives planned in 2016. Parks and Recreation Board The parks and recreation board advises city staff and the Board Profile- Parks and Recreation city council relative to the operations and maintenance of Members 8, 3 year terms city parks and recreational facilities. The board also suggests a comprehensive plan for parks and recreational Strategic Neighborhoods, Image and facilities. Eight members are appointed by the city council to Priorities Engagement serve three year terms. Strategic Initiatives • Eagle Park Improvements - In March of 2007 the city entered into a license agreement with the Kane County Forest Preserve regarding the property commonly called the Eagles Club Property. That agreement required the city to make improvements to the property by March of 2013. In March of 2013 the license agreement was amended to extend the time frame for the improvements until July 1, 2017.To complete all of the improvements by the deadline of July 1, 2017 it would be beneficial to bid the project and compete some of the work in 2016. Elements of it include an improved roadway into the park, additional parking areas, establishment of a turf grass sports practice area, renovation of the existing shelter, walking paths, and native habitat restoration. The parks and recreation board will work with the parks and recreation department and the neighborhood on recommendations. • Trillium Park Property Acquisition -The parks and recreation advisory board is working to acquire a parcel of land immediately east of Trillium Park, allowing for a direction connection between the park and Willow Creek. Students at Ellis Middle School frequent the creek for educational purposes. The acquisition of this property would allow for the city to maintain or provided needed improvements between the city park and the creek. City of Elgin, IL-2016 Proposed Budget BOARDS AND COMMISSIONS PROFILE Planning and Zoning Commission Commission Profile- Planning and Zoning The planning and zoning commission advises the city Members 7, 3 year terms council, other boards and commissions, neighborhood organizations, developers, and the general public regarding Strategic Neighborhoods, Public Safety, policies, standards, and ordinances associated with Priorities Image and Engagement, Downtown planning and development and zoning and subdivision matters. The commission considers land use issues and performs additional duties related to consideration of zoning and sign variance requests, which may include public hearings as appropriate. Decisions are made through the consideration of the city's comprehensive plan— a blueprint of future growth needs. The seven-member commission forwards recommendations to the city council on zoning, land use and subdivision requests.There are no special initiatives planned in 2016. Police Pension Board The police pension board manages the assets of the police Board Profile- Police Pension pension fund (see Fund 701), accepts members into the Members 9, 3 year terms fund and approves regular and disability pensions. The five- member board includes two members appointed by the city Strategic Priorities Financial Stewardship council, as well as two active police force personnel and one current beneficiary of the Police Pension Fund who are elected by their peers. There are no special initiatives planned in 2016. Property Maintenance Board of Appeals Board Profile- Property Maintenance Appeal The property maintenance board hears appeals based on claims that the true intent of the code or rules adopted there Members 7, 5 year terms under have been incorrectly interpreted or that the Strategic Priorities Neighborhoods, Public provisions of the code do not fully apply to a specified Safety circumstance. Of the board's seven members, the municipal code expresses that five must be qualified by experience and training to pass on matters pertaining to the property maintenance code. The other two members are considered at-large and may or may not have such experience and training.There are no special initiatives planned in 2016. City of Elgin, IL- 2016 Proposed Budget BOARDS AND COMMISSIONS PROFILE Retiree Health Insurance Trust Board Profile- Retiree Health Insurance The five-member commission is responsible for the Members 5, 4 year terms administration of health insurance benefits for eligible city retirees via the Retiree Health Insurance Fund (see Fund 636). Strategic Priorities Financial Stewardship The governing body includes the city's chief financial officer, accountant, and human resources director as ex-officio voting members, and two retired city employees who are elected to the board by current plan participants.There are no special initiatives planned in 2016. Strategic Plan Advisory Commission Commission Profile- Strategic Plan The Strategic Plan Advisory Commission was formed in 2013 Members 13, 5 year terms as a special commission to serve the entirety of the city's five- year Strategic Plan which concludes in 2017. The 13 Strategic Priorities All members are appointed by the mayor and city manager, and are responsible to make recommendations for the implementation of the adopted strategic plan priorities and objectives. While some initiatives can be identified, the SPAC also advises on ad-hoc issues brought forth by various departments and commissions. Strategic Initiatives • Innovation Program - An offshoot of the One Elgin" organizational philosophy, staff is working with the strategic plan advisory commission to develop a formal innovation program to encourage experimentation in the organization with the goal of enhanced processes and service delivery models. • Boards and Commissions - Following the successful implementation of a new boards and commissions online management system in 2015, the city clerks office, city managers office and strategic plan advisory commission will work in 2016 on board and commission communication, engagement and retention. Sustainability Commission The sustainability commission provides recommendations to Commission Profile- Sustainability the city council for implementing the projects, policies, Members 9,3 year terms programs and initiatives found within the Sustainability Action Plan. The commission also nominates and selects recipients Strategic Priorities Neighborhoods, Image for the Sustainability Honor Roll award which recognizes and Engagement individuals and organizations for their efforts in sustainability Budget $24,000 within the Elgin community. Its nine members are comprised of six at-large members and three members from city staff. City of Elgin,IL-2016 Proposed Budget BOARDS AND COMMISSIONS PROFILE Strategic Initiatives • Sustainability Education and Public Outreach - The sustainability commission plans to partner with city partners and contractors on outreach efforts related to environmentalism, water conservation and recycling. The sustainability commission efforts in this area has resulted in successful partnerships that are planned to continue into 2016. The Friends of the Fox River provides educational programs for community youth to learn about areas such as water quality and water conservation is sponsored by both the Sustainability Commission and using funding from the city's National Pollutant Discharge Elimination System (NPDES) permit, which is required to be spent on educational efforts. • Sustainability Award Program - The sustainability commission recognizes the great contributions of individuals and organizations that foster and promote sustainable activities. This award is given twice a year. City of Elgin, IL-2016 Proposed Budget IMAGE & ENGAGEMENT LAJ 0 0 To promote and effectively communicate the community's OC strengths, priorities and initiatives. Priority Q i ! ; Objective 1E1 -Crests additional opportunities to strengthen our image as The City in the Suburbs. . 1E1 1 -Promote our community unique selling points in the areas of the arts sustainab l ty and diverse housing stock. Strategies . 1E1 2-Create a consistent visual iaentity to support the key messages of authenticity sustanabdrty vitality accessibility and character . 1E1 3 conduct a comprehensive review of our land use plans and development oromances consistent with our image as The City in the Suburbs 1E2-Continue to engage public and private partners in the image enhancement process. . IE2 1 -tit u ze community partners and neighborhood groups to help tell our story . 1E2 2- Empower citizens to partner with the city to reauce service dei,very costs . !E2 3 Cultivate an active community of volunteers 1E3-Connect the right people,at the right time,to the right information. . 1E3 1 - Integrate traditional and new information technology resources to enhance comm.mrcation with stakeholders . 1E3 2- Rol out tina:phases of the 311 Initiative to enhance service responsiveness and citizen engagement . 1E3 3 Provioe our residents businesses and employees the necessary tools to protect and cnamp on o,,r image City of Elgin, IL-2016 Proposed Budget PRIORITY BUSINESS PLAN - IMAGE AND ENGAGEMENT Initiativcs Initiate Permitting Module of Salesforce.com 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. Community Development I Staff Time I General Fund Data Storage as a Service Data growth is expected to increase dramatically due to new video technology being deployed and other data retention requirements. With the large amounts of data being created and storage requirements to retain it, large scale data storage services will be needed. Information Technology Services 1 235,000 I General Fund Data Conversion for BasicGov and Asset Optics 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. Information Technology Services I Staff Time I General Fund Develop Plan for Rapid Response 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. 311 I Staff Time I General Fund Directional Signage Installation The Heritage Commission is exploring the placement of directional signage leading to our historic districts, in particular, signage directing to our new Downtown Commercial National Historic District. The commission will also explore signage in the DC Cook Historic District and the Spring-Douglas Historic District as these are the remaining local districts that do not have signage. Heritage Commission I$2,000 I General Fund City of Elgin, IL- 2016 Proposed Budget PRIORITY BUSINESS PLAN - IMAGE AND ENGAGEMENT Mayor's Awards and Preservation Month May is Preservation Month, and the Elgin Heritage Commission plans many events throughout the month to recognize Elgin's great heritage and preservation efforts. The Mayor's Awards, which take place in May, honor outstanding contributions by organizations or individuals to Elgin's heritage and educate the general public of the value of older architecture, neighborhoods, and history. This event also provides plaques to Elgin homeowners who have independently researched the origins of their houses. To date, more than 470 plaques have been given. Heritage Commission I$1,800 I General Fund Elgin History Web-Based flistone The Heritage Commission is developing a web-based app that will allow residents and ' visitors to have access to historical information about notable Elgin properties. Once on the website, historical sites and related information will be available for properties around the user, shown as pins on a Google map. Information about more than 400 properties should be available through the web-based app in May which is national Preservation =I Month. Heritage Commission I$250 I General Fund Screenshot of web app. Image Awards 'n "�oprner1 The Image Advisory Commission annually hosts the city's prestigious Image Awards that recognize the great contributions of individuals and organizations to the Elgin community. The 2015 event brought more than 200 people to celebrate the gracious and long-lasting contributions of Elgin residents and organizations to the community. Image Commission I$5,000 I General Fund Sustainability Award Program The Sustainability Commission recognizes the great contributions of individuals and organizations that foster and promote sustainable activities. This award is given twice a year. Sustainability Commission I $300 I General Fund Naming of New City Park The city's new neighborhood park in the Bowes Creek Subdivision needs to be named, bringing the number of city parks to 75. The Parks and Recreation Advisory Board will work with residents in the neighborhood to recommend a name to the city council. Parks and Recreation Board J Staff Time J General Fund City of Elgin, IL-2016 Proposed Budget PRIORITY BUSINESS PLAN - IMAGE AND ENGAGEMENT Cultural Arts Partnerships and Marketing The Cultural Arts Commission(CAC) regularly partners with organizations or sponsors community cultural arts events. In 2016, the CAC plans to launch • wow Fig^Sumrtm, a sculpture project that will engage the community on developing the op. `'`°'="P''iS"" Riverside Drive Promenade and city park areas. The Cultural Arts Commission will also continue to publish its quarterly newsletter, The Eye, i;A: , that focuses on the cultural events and the CAC, as well as city-sponsored special events. The CAC plans to sponsor several new community events: Talent Fest and the Create, Innovate, Ignite! Summit. Create, Innovate, Ignite!is a six-month long series led by local community members, the Gail Borden Public Library, Elgin Community College and Hamilton Wings as a way to promote �n q Ftstit creativity and innovation that promotes benefits to our economy and ��1 �'��. / r y hunt! community. The Cultural Arts Commission will sponsor the culminating a ''^E'o'^ summit in March 2016 to be held at ECC. Cultural Arts Commission I - SPR ING General Fund Boards and Commissions Following the successful implementation of a new boards and commissions online management system in 2015, the city clerks office, city managers office and strategic plan advisory commission will work in 2016 on board and commission communication, engagement and retention. City Clerk I Staff Time I General Fund Elgin Community Network Partnership and Grant Administration The Elgin Community Network serves as the hub for local neighborhood groups. In 2016, the city will work through a new partnership agreement in which ECN takes over the administration of the Neighborhood Improvement Grant.This grant provides a funding mechanism to the cit's various neighborhood groups and organizations in the development and administration of sustainable projects benefitting their respective neighborhoods. The 2016 Riverboat budget carries over $64,860 from 2015 and will not receive additional funding to administer. City Manager's Office I Staff Time I General Fund ITS Strategic Plan Initiatives A scheduled equipment replacement life cycle allows for planned replacement of end user equipment in a manner that reduces workplace disruption and downtime for the user, and increases the effectiveness of information technology services staff in supporting the equipment. The cost of maintenance and downtown greatly increases City of Elgin, IL- 2016 Proposed Budget PRIORITY BUSINESS PLAN - IMAGE AND ENGAGEMENT 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. Informational Technology Services I$125,000 I Riverboat Fund Launch 311 Marketplace Elgin 311 continues to work toward its vision of connecting the right people to the right information at the right time through the 2015 implementation of the city's first mobile app, which give residents the chance to stay informed of the latest city announcements, submit 311 requests and keep in touch with what's happening in the greater Elgin community. In 2016, Elgin 311 will allow residents and businesses to connect to the city through an online Marketplace, a centralized space for residents and businesses to engage with the city and conduct transactions. Features will include 311 requests, utility payments, training sign up, permits and licenses, and more. The Marketplace will be the true one-stop-shop for city business, powered by the information and enhanced processed deployed and planned for Elgin 311. City Manager's Office I Staff Time I Riverboat Fund Deploy New Water Billing Solution 2016 will see the introduction of a new water billing solution. Not only will it make it easier for customers to pay their utility bill in their preferred method, but it will seamlessly integrate billing and water meter information into the city's centralized database, providing 311 agents with quick access to assist residents quickly and efficiently. This new solution will be rolled out to residents through a new online experience, the Marketplace and the city's 311 mobile app.311 Staff Time I Riverboat Fund City of Elgin, IL-2016 Proposed Budget DIVERSE WORKFORCE • v2 W To cultivate a high-performing workforce based on a ag foundation of inclusion and fairness. Priority k .0 Diverse Woricforce Objective DW1-Create pathways of diversity for employees and vendors. . OW1 1 Conduct an initial assessment of the barrers to diversity and inclusion'- the procurement and employment processes Strategies . DWI 2 Comb me succession planning with our diversity goals . DWI 3'Ensure that an city employees are exposed to the benefits of diversity and inclusion DW2-Continue to ensure that communication efforts reach all residents. • DW2 1 Further develop our internship and apprenticeship programs . DW2 2 Provide information and servces that are culturally and linguistically appropriate • DW2 3-Promote opportunities for meaningful community participation the decision making process DW3-Connect with other partners to support programs to create a diversified workforce. • DW3 1 •Utilize the Human Relations Commission to strength outreach to minority communizes • DW3 2 Develop special event(s)that are inclusive and promote the bent,s of d varsity • DW3 3 Reach underrepresented popuiarons rn procurement and employment processes City of Elgin, IL -2016 Proposed Budget initiatives Diversity and Inclusion Program City staff continues to communicate and implement the city's Diversity and Inclusion plan, which focuses on diversity and inclusion in the workplace, access to the workspace and the marketplace. The Human Relations Commission provides oversight of these activities. Human Resources I$30,000 I General Fund Inclusive Recruitment The board of fire and police commissioners has been working with the city's diversity consultant to eliminate possible barriers to application and promotion to ensure that the greatest number of qualified candidates can have access to and participate in the city's hiring and promotional process. In 2015, the city council approved changing educational hiring requirements for certain police officers from a bachelor's degree to 60 college credit hours. The change applies to veterans with three years of active duty, current police officers with three years of full-time experience, current Elgin community service officers with three years of full-time experience, and those who put in at least four years and 400 community service hours through Elgin's Police Explorer program. In that vein, the board is in preliminary stages of reviewing the qualifications for firefighters to ensure the most inclusive recruitment and hiring process for the responsibilities of a firefighter. Board of Fire and Police Commissioners I Staff Time I General Fund Succession Planning The human resources department will work with a consultant to identify high level vacancies in the next five years, perform gap analysis, devise strategies and solutions and create succession plans. Human Resources I$10,000 I General Fund Individualized Development Plans In concert with the city's Diversity and Inclusion plan, the human resources department will work with a consultant to interview, assess and ultimately develop individualized development plans for management and high potential employees. Human Resources I$10,000 I General Fund City of Elgin, IL- 2016 Proposed Budget EDUCATION & WORKFORCE DEVELOPMENT E4-? W o To support lifelong learning and development opportunities open to all residents. Priority O Objective EWD1 -Croats educational opportunities by leveraging facilities,programs and technological resources. . EWD1 1 Connect our neighborhoods to our schools to promote healthy living Strategies • EWD1 2 Enhance our residents access to technology ▪ EWD1 3 Advocate and encourage individual and group volunteer opportunities EWD2-Continue to foster a relationship of mutual support with the community's educational institutions. . EWD2 1 .Establish opportunities for dialogue and joint planning with various school districts and institutions of higher learning . EWD2 2-Provide for further development of the community s workforce development and job training efforts ▪ EWD2 3 Develop a stronger integration between the city's programs ano those of the public museums EWD3-Connect the work of our employees with strategic priorities by promoting the city as a learning organization. ▪ EWD3 1 Cont nue to promote'ONE Elgin philosophy . EWD3 2 Encou rage citywide employee engagement in the process of dentitying best practices and cost efficiences . EWD3 3 Support career development opportunities with an emphasis on comm.n cation.divers ty leadership and new equipment and technology City of Elgin, IL-2016 Proposed Budget PRIORITY BUSINESS PLAN EDUCATION AND WORKFORCE DEVELOPMENT nitatives MLK Celebration The human relations commission annually coordinates and sponsors the community-wide celebration to honor the contributions of Dr. Martin Luther King, Jr. The 2016 program will include a prayer breakfast at Elgin Community College, public program at The Hemmens and food drive and youth day of service at The Centre. The MLK celebration also includes several awards and scholarships given in the spirit of service and dedication lived by Dr. Martin Luther King,Jr. Human Relations Commission I$5,000 I General Fund Sustainability Education and Public Out ' reach , The sustainability commission plans to partner with city partners \ t+ > • Ig and contractors on outreach efforts related to environmentalism, ' '� r ' water conservation and recycling. The sustainability commission lc •'' efforts in this area has resulted in successful partnerships that are ,?"•.-i.".. . .t planned to continue into 2016. The Friends of the Fox River pro- ,°,rte -._ de vides educational programs for community youth to learn about .• *« `+ areas such as water quality and water conservation is sponsored ' '' ' .,.}, `':. by both the Sustainability Commission and using funding from the Hillcrest Elementary School students participate in Mighty city's National Pollutant Discharge Elimination System (NPDES) Acorns program at Hawthorne Hill Nature Center permit, which is required to be spent on educational efforts. Sus- tainability Commission I$9,000 I General Fund Innovation Program An offshoot of the "One Elgin" organizational philosophy, staff is working with the strategic plan advisory commission to develop a formal innovation program to encourage experimentation in the organization with the goal of enhanced processes and service delivery models. Strategic Plan Advisory Commission I Staff Time I General Fund Elgin Volunteer Coordinators Network The city is a founding member of the Elgin Volunteer Coordinators Network (EVCN), a group of almost 50 agencies that represent nonprofits and volunteers across the greater Elgin area. EVCN plans to refocus its approach in 2016 City of Elgin, IL-2016 Proposed Budget PRIORITY BUSINESS PLAN EDUCATION AND WORKFORCE DEVELOPMENT to align to the needs of local nonprofits. Events will include the annual VolunteerPalooza in April and a new training and networking event in September. City Manager's Office I Staff Time I General Fund Human Services Summit Follow Up The mayor hosted a Human Services Summit in October 2015, at which time nonprofits were facing financial difficulties in the wake of the state of Illinois' budget impasse. In addition to identifying short-term funds needed to sustain operations, community members expressed a need for better communication, collaboration and efficiencies that can be realized among the nonprofit community as a whole. The city will work with partners to facilitate these conversations, and set up a sustainable infrastructure to support continued discussion. City Manager's Office I Staff Time I General Fund City of Elgin, IL-2016 Proposed Budget Zh DOWNTOWN CIP • To create a unique destination where commerce, culture Cie and recreation intersect. ele Priority clip Downtown Strategy D1 -Create sustainable downtown through strategic development that supports 24/7 activity. . D1.1 -Increase connectivity with aelacent nerghbomoods and commercial Objectives corridors ▪ D1.2• Utilize historic preservation-based development tactics • D1.3' Examine our incentives programs and business retention efforts. D2•Continue to explore new ways of drawing a critical mass of people to the downtown. . D2 1 'Build upon our success wiln special events and arts programming. • D2.2-Leverage opportunities brought forward oy Art Space and the Riverside Dr ve Promenade ▪ D2 3 Update business plans for me Centre of Elgin and Hen-mens Cultural Arts Center D3•Conned with our partners to build programs that engage businesses and residents in revitalization efforts. . D3 1 Communicate the role downtown prays in positioning us as The City in the SubJrbs . D3.2' Support efforts to create a Specia Service Area . D3.3 Seek ways to integrate the Grand Victoria Casino into our dining ano entertainment mix City of Elgin, IL-2016 Proposed Budget PRIORITY BUSINESS PLAN - DOWNTOWN Initiatives Tower Building Redevelopment The city entered into a redevelopment agreement for the Elgin ,i Tower building in 2014 that will provide $4.7 million in develop- ment assistance using TIF Funds. In 2016, Capstone Develop- ` I ment Group plans to begin construction to convert the building into 45-market rate rental units. City Manager's Office' $4,700,000 I Central Area TIF - • Downtown Arts and Culture • ,f The city of Elgin, primarily through its Cultural Arts Commission and The Hemmens Cultural Center either sponsors or directly P �k P Y it ilj:�� produces several artistic initiatives during the year. While not new initiatives, these initiatives occur annually and regularly present new acts and provide unique Downtown experiences. • First Friday Improv 2016 - Building off several successful seasons at the Hemmens, First Friday Improv will continue its family friendly improv show. Shows occur at the Hemmens Elgin Tower Building Lower Level at 8:00pm on the first Friday of the month (except July and August). City Manager's Office' $5,750 I Recreation Fund • Elgin Summer Theatre 2016 - Summer Theatre remains the only Hemmens-produced theatre production. In 2015 the production of"Next to Normal" ended with rave reviews from patrons who competed the caliber of acting to off-broadway versions of the same play. Summer theatre provides community actors the ability to show their artistic talents off and gain experience on an actual set.The Cultural Arts Commission supports this program through a grant. Each Summer Theatre production varies in cost. Better known musicals or plays cost substantially more to obtain the rights for a local production. The most recent Summer Theatre produc- tion, "Next to Normal" had production costs of$32,000 with ticket sales resulting an overall cost of $7,000. City Manager's Office I Budget Varies By Production I Recreation Fund City of Elgin, IL- 2016 Proposed Budget • Elgin Short Film Festival 2016 - Sponsored by the Elgin Cultural Arts Commission, the city's short film festival provides amateur filmmakers the chance to submit films of 20 minutes or less to a panel of judges. 2016 would mark the eighth year of the film festival. Like other theatre offerings the short film fest brings in ticket revenue. The cost to produce the event is approximately $12,000 with ticket sales resulting net proceeds of $4,500. City Manager's Office I Budget Varies I Recreation Fund • Cultural Arts Commission-The Cultural Arts Commission sponsors a number of events throughout the year as well as produce their own. One such example is the Elgin Fringe Festival a four-day festival in downtown Elgin that showcases dozens of live performances as well as films, visual art and music. Performances take place in downtown Elgin's many venues, such as the Elgin Art Showcase, Side Street Studio Arts, Art Space. The Cul- tural Arts Commission sponsors a number of other events during the year including Jazzin' on the Eighth and an African American History Month event as well as provides individual artist grants. Cultural Arts Commis- sion f$77,000 I General Fund Downtown Bike Rack Completion • 41.11 The Bicycle and Pedestrian Advisory Committee will work to :«; complete the installation of bike racks in downtown Elgin. Bicycle and Pedestrian Advisory Committee I General Fund } . City of Elgin, IL-2016 Proposed Budget ECONOMIC DEVELOPMENT •••• WM WI •■•,, 1 W o To encourage private investment, job creation and a sustainable tax base. Priority Economic Development Objective ED1 -Create sustainable business districts and identNy anus for new development. . ED1 1 •Enhance our commercial corridors for the purpose of additional retail Strategies development and aesthetic improvements. . ED1 2 Explore opportunities for targeted property acquisitions . EDt 3-Conduct a comprehensive review of the city s TIF Districts and evaluate the potentia for add tonal areas ED2-Continue practices to create an investment-friendly environment. . ED2 1 -Examine our incentive programs ana business retention efforts . ED2.2 Market our competitive advantage as me City in the Suburbs to attract additiona investment ▪ ED2.3 Provide spec aided assistance to small businesses through'ombudsman' efforts ED3-Connect with our partners to facilitate further diversification of industries,employment opportunities and retail offerings. . ED3 1 Exam.ne the potential oevelopment of sports racd ties to attract tourism 0o ars . ED3 2 Expand our Pole in workforce development and lob training ▪ ED3 3 Foster our relat,onsh p with the internatronal business common ty City of Elgin, IL-2016 Proposed Budget PRIORITY BUSINESS PLAN - ECONOMIC DEVELOPMENT Initiatives Car Dealer Retention Program 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 Manager's Office I$308,000 I Riverboat Fund North Kimball Environmental Remediation 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 in the amount of $317,400 in the Riverboat Fund for items related to remediation. Additional funding will be required for the complete remediation of all parcels in the North Kimball area, of which is set aside as contingency in the Riverboat Lease. Legal Area north of Gail Borden Library that requires remediation, Department I$317,400 I Riverboat Fund looking south along Fox River Economic Development Initiatives 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. $866,390 is budgeted in the Riverboat Lease Fund in 2016. City Manager's Office I$866,390 I Riverboat Fund Mental Health Center Property Engineering In 2014 the city acquired the 90 acres commonly referred to as the Mental Health Property, which is located at the southwest corner of Route 31 and Route 20, adjacent to Elgin's sports complex. Despite growing in population by more than 30,000 since the sports complex's construction, no additional sports fields have been developed, with the exception of some practice areas located in neighborhood parks. In 2011 the city adopted a new Parks and City of Elgin, IL - 2016 Proposed Budget PRIORITY BUSINESS PLAN - ECONOMIC DEVELOPMENT 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. $80,000 is budgeted in the Riverboat Lease fund in 2016. Parks and Recreation I$80,000 I Riverboat Fund Ili r c *' ..% 0 _- y i ' -' — - ---- -- — -ifiti[-i —117- } r tt` ;� �/q l ii `mac'; Red highlighted area indicates the existing city property,which includes the Sports Complex.The area highlighted in blue highlights the recently acquired Mental Health property. Elgin Area Chamber Partnership 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. $275,000 is budgeted in the Riverboat Fund. City Manager's Office I$275,000 I Riverboat Fund Auto Mall Development Agreement The city's development agreement for the auto mall at Randall and Interstate 90 provides for sales tax sharing and other development incentives for 20-year term ending in 2029. Unallocated incentives from the current budget year carry over to succeeding budget years until the conditions for the incentives have been satisfied or the development agreement has been terminated. City Manager's Office I$1,241,550 I Riverboat Fund City of Elgin, IL-2016 Proposed Budget FINANCIAL STEWARDSHIP 0. To safeguard and enhance our resources through sound OC financial planning. Priority if/ Financial Stewardship Objective FS1 •Crests opportunities for more efficient service delivery models. ▪ FS1 1 Nurture an organizational culture that encourages teamwork creative input and the sharing of ideas. Strategies • FS1 2-Encourage synergies among departments to promote Increased efficiencies in the use of funds . FS1 3 Research best practices in streamlining processes and identifying cost- saving measures FS2-Continue to plan for the long-term sustainability of city services and revenues. . FS2 1 •Continue to diversity general fund revenue base that limits the use of property taxes to the fullest practical extent . FS2 2 Cimarty define the services he city will provide to whom and at what love. focusing on quality timeliness,and cost ▪ FS2 3 Develop a new.comprehensive approach to managing our facilities and financing capital improvement protects FS3-Connect the work of our employees with the strategic priorities. ▪ FS3 1 Communicate decisions important issues goals.and expectations to our employees . FS3 2 Track and manage protects to increase accountability proficient waktiow and value . FS3 3 Seek emolcyee collaborator`on cost reduction service improvement and problem solving City of Elgin, IL-2016 Proposed Budget PRIORITY BUSINESS PLAN - FINANCIAL STEWARDSHIP Initiatives Participate in fee study The community development department utilizes a number of fees for projects ranging from a new fence to constructing a new home. Permits, inspections and licenses all route through the community development department during their approval process. During 2016 the community development department will engage in the final stages of a fee study that will determine appropriate fee levels that will keep Elgin in a position of competitive advantage. Community Development I Staff Time I General Fund Implement time tracking system for projects and tasks As a way to streamline operations and provide service levels consistent with Code 2.0, the community development department will work to implement a useful time tracking system within the Salesforce platform. This will assist in engaging in data driven decisions when it comes to staffing and resource allocation. Community Development I Staff Time I General Fund Development of service level agreements (SLA) A component of Elgin's 311 contact center is to provide a baseline for the completion time and accuracy of city services. Service level agreements seek to set the expectation for any given business process within the city. For instance the length of time it should take, given current resources, to complete a street light replacement or to issue a permit. In conjunction with several departments, city staff will begin assessing current service levels during 2016. 311 1 Staff Time(General Fund Create paperless special event permitting process During 2016 staff will work to streamline the issuance of special event permits, of which the city receives more than 150 applications per year. The current process is paper intensive and requires approval from several departments. Moving this process onto the Salesforce platform will give all staff a centralized location to access special event permit information and increase permitting efficiency City Manager's Office 1 Staff Time 1 General Fund Integrate performance measurement onto Salesforce platform As more city business processes are performed within the Salesforce platform, it only makes sense that the city's performance reporting be contained within the same ecosystem. This initiative will build into Salesforce a way to quickly and accurately report on the city's key performance indicators without adding undue administrative burdens to the reporting departments. Successfully transitioning performance measurement data onto the Salesforce platform will also open up the possibility to begin building real-time dashboards for public viewing. City Manager's Office I Staff Time I General Fund City of Elgin, IL-2016 Proposed Budget PRIORITY BUSINESS PLAN - FINANCIAL STEWARDSHIP Document management This initiative will refine the open enrollment electronic form and convert further documents to Laserfiche forms, increasing use of electronic Laserfiche personnel files rather than paper files. Human Resources I Staff Time General Fund SSA Debt Service 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. Finance 1 454,900 I Riverboat Fund Riverboat Fund Contingency Due to the state of Illinois' budget impasse, the city has not received its monthly Riverboat revenues since July 2015. Contingency funds are set aside in the city's 2016 Riverboat Funds to pay for planned initiatives pending the state passing a budget and anticipated appropriations. Finance 1 6,516,610 I Riverboat Fund City of Elgin, IL-2016 Proposed Budget NEIGHBORHOODS WWI fi To build and maintain safe, vibrant and connected CC neighborhoods throughout the city. Priority Objective N, -Create a sustainable community infrastructure. . NI 1 Preserve and enhance puolic streets and right of ways Strategies . N1 2.Provide for adequate water supply wastewater disposal refuse and stormwater management . N1.3 Provide adeQuate maintenance funding for ow facilities N2-Continue to enhance planning,code enforcement and rehabilitation programs. . N2 1 Review and update the city s comprehensive land use plan . N2 2-Enhance systematic code enforcement in our ne-ghborhoods. . N2.3-Review and enhance residential grant programs such as the deconvers o and residential rehabilitation grant programs N3-Connect our neighborhoods through bikeways,sidewalks,signs and parks. . N3.1 -Continue to work with organizations and stakeholders to ennance bike and pedestrian safety and transit access . N3 2 Implement me recommendations from the way finding master plan+ncwdmg the placement of entry corridor signs . N3 3-Promote the development of our uroan forest neighborhood parks recreational taco+ties and open spaces City of Elgin, IL-2016 Proposed Budget PRIORITY BUSINESS PLAN - NEIGHBORHOODS n itlatIves Continue Implementing Code 2.0 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 in 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. Community Development I Staff Time I General Fund Signalize Route 72 and Galvin This project will install a signal at Route 72 and Galvin Parkway to alleviate traffic concerns that have arisen in the area. This project is already underway and is funded out of the Riverboat Fund. Engineering I $313,630 I Riverboat Lease Fund Chicago Street Sewer Separation 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. Funding for this project is out of the Riverboat Fund. Engineering I $1,414,790 I Riverboat Fund Neighborhood Street Rehabilitation 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. No new funds have been allocated to this program from the Riverboat Fund. Instead, funds from the proposed debt issuance would towards this purpose. Engineering $384,810 I Riverboat Fund City of Elgin, IL-2016 Proposed Budget PRIORITY BUSINESS PLAN - NEIGHBORHOODS Neighborhood Street Resurfacing 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. No new funds have been allocated to this program from the Riverboat Fund. Instead, funds from the proposed debt issuance would towards this purpose. Engineering 1$1,776,360 I Riverboat Fund Elevator Upgrades Over the last several years the city has made upgrades to its existing elevators to keep up with the requirements of the ever changing state codes. While we do not expect to be impacted by any code changes for 2016 the city still has equipment that is outdated and needs to be upgraded. At the current time the elevator in the 31 South Grove building is not working. This elevator is original to the building and was installed in the 1940's. While the chambers and symphony occupy the office space on the first floor most of the basement is utilized for the storage of City records. The elevator is the primary access to bring material in or out of the basement. Engineering I$259,570 I Riverboat Fund City Building Repairs Covers a variety of repairs to existing buildings that are necessary to maintain the current function and stability of these facilities. Projects covered include items such as lighting repairs, flooring, HVAC repairs, electrical repairs and other general building repairs. These repairs do not include significant remodeling to change the buildings' use. Delays in making repairs in many cases, could lead to far more extensive damage to the building and a significant increase in the overall cost of repairs. Engineering I$812,010 I Riverboat Fund Neighborhood Improvement Grant Program 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 projects benefiting their respective neighborhoods. This program is not receiving additional funding in 2016 or throughout the five-year financial plan. City staff will work with the Elgin Community Network for the continued administration of remaining grant dollars. City Manager's Office I$64,860 I Riverboat Fund City of Elgin, IL-2016 Proposed Budget PRIORITY BUSINESS PLAN - NEIGHBORHOODS Airlite Carbon Dioxide Tank Replacement The Airlite Water Treatment Plant requires Carbon Dioxide for the recarbonation stage in the process after softening. The CO2 tank and compressor system was not replaced during the 2011 Airlite Water Treatment Plant Improvements Project. At the most recent inspection by a State Fire Marshal it was noted that the system is over two times past its useful expected service life. Utilities I$350,000 I Utility Fund Vault Trench Box ($20,000) To repair and maintain the underground utilities, a dig is required. Elgin has excavators and trained staff to operator the equipment and do the necessary repairs. The city of Elgin underground crews work diligently to make all the repairs properly and in a timely fashion. Modular trench boxes would be ideal for varied sized trenches and make the job safer. Utilities I$20,000 I Utility Fund City Entryway Signage 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. No new funds in 2016 are being budgeted. Funding is being carried over from last year's unspent allocation. Image Commission I $133,700 I Riverboat Fund Chlorine Evaporator System at Airlite The Airlite St. Water Treatment Plant chlorination system is a direct feed system. As the city grows and more demand is put on the Airlite St. Water Treatment Plant to provide water to the community, the method of chlorine delivery needs to be updated.The current system has limitations as to the quantity of chlorine that can be fed into the treatment process and thereby limits the amount of water produced at the plant. An evaporator system will increase the capacity and serve the community into the future. Utilities I$41,000 I Utility Fund Contract Site Restorations Historically, utility cuts and site restorations have been done by the street division of Public Works. The street division does not do restorations in the winter, when most of the water main breaks occur, and by the time that the construction season rolls around in the spring, the division is already 200 site restorations behind. The street division does not have the staff to keep up with the sidewalk, curb and street repairs that are required. It is the intention of the Utility division to move the $360,000 that was transferred into the General Fund and supplement with an additional$140,000 and contract out this function. Utilities I$500,000 I Utility Fund City of Elgin, IL-2016 Proposed Budget PRIORITY BUSINESS PLAN - NEIGHBORHOODS Bowes Road Interceptor Sewer Trunk 2B 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. Utilities I$5,743,000 I Utility Fund Trees for Parks Wing and Lords Park have had many trees removed over the last several years. On average, the two parks have each had 25 trees removed per year; the vast majority of which have been ash trees. To begin the replacement of these trees the Forestry staff recommends planting 15 new trees each year in these two parks, for a total of 30 trees. They have created a list of acceptable tree species for replacement planting including small, medium and large trees. The list of tree species available from the tree vendors changes every year due to a number of factors including market demands, weather conditions and their inventory. The Park Development fund, which is funded by impact fees from developers is funding this project. Parks and Recreation I $9,000 Park Development Fund Wing Street Park Renovation ; _ . - , I s, a, Located on Wing Street, just a little west of Route 31, 1 , ' ,g '-' Wing Street Park is an unusually shaped park. It is _ --==e► -- very long, narrow and has a large grade change. To overcome the large grade change the park has been developed on several different levels using wood •r►-" > timbers to create retaining walls. These wooden ,..F+r retaining walls are failing and need to be replaced.The park also has several different safety issues and ADA , ,,.�: ...- .r: deficiencies to address. Three different failing sections of retaining walls will be replaced through this renovation. Two ADA issues, one related to a park ...._ bench and the other related to a transition area will �. '° also be addressed through this project. Parks and Recreation $45,000 I Park Development Fund ' _ � r . Wing Street Park stairway City of Elgin, IL-2016 Proposed Budget PRIORITY BUSINESS PLAN - NEIGHBORHOODS Hawthorne Hill ADA Improvements The 2012 ADA audit noted a number of deficiencies at the Hawthorne Hill Nature Center and park. The most significant of these is the paved path that heads easterly from the nature center and the pedestrian bridge that it leads to. The path needs to be regraded to meet acceptable slope and then re-paved. The bridge needs a lower handrail, a transition pad from the path to the bridge and a reduction of slope. Parks and Recreation I$47,960 Park Development Fund Eagle Park Improvements In March of 2007 the City entered into a license agreement with the Kane County Forest Preserve regarding the property commonly called the Eagles Club Property. That agreement required the city to make improvements to the property by March of 2013. In March of 2013 the license agreement was amended to extend the time frame for the improvements until July 1, 2017. To complete all of the improvements by the deadline of July 1, 2017 it would be beneficial to bid the project and compete some of the work in 2016. Elements of it include an improved roadway into the park, additional parking areas, establishment of a turf grass sports practice area, renovation of the existing shelter, walking paths, and native habitat restoration. Parks and Recreation I$275,000 I Park Development Fund a ihm r •• 44444M 4•.4144.k • • 'skaIW•Habit •• •• Y:.. 7r, •�j•A {.: .i_ t a . atasrA•.A • - - Y .. •MMlsf • •• • 4 3„ • •..... • • Ittisbrittlsw Eagle Property Improvement Site Map City of Elgin, IL- 2016 Proposed Budget PRIORITY BUSINESS PLAN - NEIGHBORHOODS Softball Field Renovation at Sports Complex The 10 softball fields at the Elgin Sports Complex opened for play in 1985. To the knowledge of the current staff at the Complex, total infield field renovations have never been completed. Work has been completed on the fields in various stages but never has a professional company been hired to renovate the fields. The current infield mix on the ballfields is mostly turface and quick dry. These high concentrations of this material make the ballfields very dusty and mix is easily blown off in the wind. Professional work needs to be completed that would scrap off the current mix on the fields, regrade the playing surface, cut back the lip on the edge of the infield, and replace the playing surface with the correct mix of clay, sand, turface, and quick dry. This process will take 2-3 days per field by a professional company. Parks and Recreation I$47,960 I Park Development Fund Parks Signs and Amenities There are a number of existing parks that are missing identification signs and playground safety signage. There is also a need to annually replace park amenities such as benches, picnic tables and bike racks; some of which wear out and some of which do not meet ADA guidelines. Parks that currently do not have identification signs include College Green, Corley, Heritage, Princeton West, Longcommon, Clifford Owasco, Grant School, Grouch, Wright Avenue, and Bowes Creek Parks. The ADA audit identified 29 parks that require handicapped accessible park benches and/or picnic tables. Parks and Recreation I$55,000 I Park Development Fund St, Charles Street Water IV ain The primary water service to 5 large businesses along St. Charles Street (Route 25) south of Hammond Avenue is provided by an old 10" water main. This 10" main has been problematic in the past, and caused significant fire service interruptions. During the fall of 2005 the section of main from the Metra tracks to Hammond Ave. broke 5 times.The businesses do not lose domestic service when the main breaks north of the Metra tracks, because that section of main has a parallel 6" main. During those shutdowns on the 10" main the businesses have low pressure on their fire systems and have to silence their alarms for low pressure. This decision package plans for the future replacement of the existing main and includes the installation of main to a transmission main to provide sufficient capacity to Bartlett. Utilities!$600,000 I Utility Fund Filter to Waste at Leo Nelson Riverside Water Treatment Plan The Illinois Environmental Protection Agency's Enhanced Surface Water Treatment Rule has greatly reduced the amount of suspended material, or turbidity, which is allowed in filtered drinking water. This affects the filter management at our Leo Nelson Riverside WTP, and causes staff to closely monitor and control each filter's effluent flow, especially during backwash operations. The IEPA Rule has lowered the limits of the allowable turbidity right after each backwash, and this sometimes causes operational problems. In our present process, if the turbidity limits are exceeded, the filter must be taken off line and kept out of service until it can be backwashed again. This City of Elgin, IL - 2016 Proposed Budget PRIORITY BUSINESS PLAN - NEIGHBORHOODS project is driven by expected regulation; therefore, the city needs to continue planning for it, but it is not currently directed. Utilities I$800,000 I Utility Fund Airlite Well Installations The 2011 Water Department Comprehensive Master Plan identified the need to add five deep wells to our Airlite Water Treatment Plant supply in order to meet future Emergency Day Demand. The study determined that sustained withdrawal from our current well supply would result in approximately 6 million gallons per day deficit of our needs. The Plan further recommends that three of these wells be installed by the end of 2017, and the remaining two to be installed out in the future. Utilities I$4,500,000 I Utility Fund Well Modifications The city has 10 deep wells that provide a significant supply of source water separate from the Fox River. Proper well operation and development of the well field ensure that the wells continue performing into the future. The 2011 Water Department Comprehensive Master Plan identified several compromising issues with our deep wells. Our deep wells are a significant water source and it is important that we maintain that source. The well field at our Airlite Treatment Plant has too many wells within a close proximity, so this plan includes abandoning one well with the least favorable water quality, and then modifying all of our remaining wells and then drilling of several additional wells. The Master Plan has identified four of the Airlite wells should be modified to include casing to isolate specific geologic formations based on water quality of the aquifers. The plan continues then with casing modifications on the Slade wells, and the Slade wells 2-4 will require substantially more work for the casing modifications that are necessary. Utilities I$400,000 I Utility Fund Water Tower Repairs Two of the city's overhead tanks, which maintain water pressure and storage for our water distribution system, are in need of repairs to ensure their useful life and purpose continues.Alft and Randall Towers are both showing signs of coating delamination and early signs of corrosion. The tower at the intersection of Randall Road and College Green, is currently the best option for repair next. Utilities $700,000 I Water Development Fund Sewer Lining Program This program rehabilitates existing aging sanitary and storm sewer lines by lining the pipe with a cast-in-place liner. The sewer mains scheduled for lining are identified through the annual cleaning and televising work performed by in-house crews and outside contractors. Defects discovered are flagged as problem areas and assessed by staff City of Elgin, IL- 2016 Proposed Budget PRIORITY BUSINESS PLAN - NEIGHBORHOODS for the most effective method of correction. Problem lines that are best corrected by lining the sewer main are placed on the list for inclusion in the yearly contract. Utilities I$400,000 I Utility Fund Detention Basin Retrofit The city owns and maintains several detention facilities designed specifically for flood control. These storm water basins were constructed several years ago with concrete channels to prevent the bottoms of the basins from becoming soft and wet to enable their mowing by maintenance staff. This design is now outdated and provides little to no water quality benefits. It is in the city's best interest to retrofit these basins to cut down on maintenance needs and provide a water quality benefit to the community.The McLean/Holmes basin was first basin that the city has retrofitted and was chosen because it has little recreational benefit, high visibility and currently provides little to no water quality benefits.The Brookside drive basin is currently under design with anticipation to do work in the fall of 2015. 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. Two of the basins that are currently being considered are along Big Timber. Utilities I$130,000 I Utility Fund Annual Water Distribution System Upgrades Currently, the city has 550 miles of water main. The life expectancy for ductile iron water main is 100 years. Therefore, the city should be replacing approximately 5.5 miles of water main every year, to ensure system reliability into the future. The department has identified numerous areas where water main replacement is needed. More than $10 million in improvements for 2016 have been identified. Staff will prioritize these projects with available funding. Utilities I$2,500,000 I Utility Fund Annual Sanitary Distribution System Upgrades This multi-year program provides for sanitary sewer improvements within the areas that are being considered for resurfacing, reconstruction, or combined sewer separation. The program allows for the upgrade or replacement of sewers that have been identified through televising inspection or observed failures.The improvements to the sewer collection system are meant to provide control of the system and minimize catastrophic failures in the form of breaks, which have the potential of negative impact on the sewer conveyance. Utilities I$300,000 I Utility Fund City of Elgin, IL- 2016 Proposed Budget PRIORITY BUSINESS PLAN - NEIGHBORHOODS Combined Sewer Separation Projects The Sewer Separation Study completed in 2004 and updated in 2008 included a multi-year action plan for separating the combined sewer systems. The implementation schedule was created based on $3,000,000 available per year. However, further study has indicated that the city should be allocating substantially more to this program in order the meet the requirements of the LTCP. This is based on a substantial increase to the construction costs as observed in a bid for the Bluff City Basin in mid 2015. The next several years should include construction in the following basins: Bluff City Basin, Lord St. Basin, Chicago St. Basin, and the Lord St. Basin. Utilities I$1,500,000 I Utility Fund Fox River Trail Signage The Bicycle and Pedestrian Advisory Committee is working with Kane County to update and implement signage on the Fox River Trail that runs 40 miles from Crystal Lake to Aurora, and notably passes through downtown Elgin. Bicycle Pedestrian Advisory Commission I General Fund Lords Park Zoo Capital Planning The city reopened the Lords Park Zoo through a pilot program in 2014 spearheaded by the Friends of the Lords Park Zoo, a community-based volunteer group. After completing a two-year pilot program, city staff and the volunteer group have identified several capital investment needs that will provide for a safe and sustainable zoo experience for staff,visitors and the animals. Identified needs complement with the recommendations made by the Lords Park Zoo Task Force commissioned in 2010 to prioritize capital and operational needs at the zoo. In 2016, city staff will work to identify key capital needs at the Lords Park Zoo, and will engage the Friends of the Lords Park Zoo throughout the process. City Manager's Office I Staff Time I General Fund Trillium Park Property Acquisition The Parks and Recreation Advisory Board is working to acquire a parcel of land immediately east of Trillium Park, allowing for a direction connection between the park and Willow Creek. Students at Ellis Middle School frequent the creek for educational purposes. The acquisition of this property would allow for the city to maintain or provided needed improvements between the city park and the creek. Parks and Recreation Board I Staff Time General Fund Bluff City Boulevard Combined Sewer Separation The Bluff City Boulevard Basin combined sewer separation project combines six, budgeted construction phases into a single project to minimize the impact on affected businesses and residents and to realize cost savings for this substantial project. The Bluff City Boulevard Basin is roughly described as the area surrounded by Villa Street City of Elgin, IL-2016 Proposed Budget PRIORITY BUSINESS PLAN - NEIGHBORHOODS on the north, Cleveland and Harrison on the east, Bluff City Boulevard on the South and Arlington and Raymond on the west as well as the outfall at Fox River. The project is approximately 7,200 linear feet in length, and includes the separation of combined sewers, replacement of existing water mains along Bluff City Boulevard and Russell Street, and installation of cured in place lining of existing sewers within the project area. The project was bid in March 2015. Four bids were received for the project with the low bid arriving at $7,848,698. Utilities I 7,848,698 Various Funds s I \ j I . _-- i �. _ l... TL._' , ,. _ 'F. 7�/fir..i • <,. �� . - McLean/US Route 20 Interchange 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 2016. These funds represent the city's contribution in 2016 to complete aspects of the projects such as sidewalks and traffic signals. Engineering I $151,550 I Riverboat Fund City of Elgin, IL- 2016 Proposed Budget PRIORITY BUSINESS PLAN - NEIGHBORHOODS South Street Extension Project ($8,900,000) The largest street improvement included within the 2015 budget was the South Street Extension. The project ex- tends South Street from just west of Randall Road by the Target Store west to the northeast corner of the Water- ford Subdivision. Throughout 2015 city staff worked to complete the necessary engineering plans and bid docu- ments. The project was bid in late July of 2015 with the low bid arriving at approximately $7.9 million in construc- tion costs. Engineering costs add another approximately $1 million. Construction on the South Street Extension is estimated to be completed in 2016. Engineering I$8,900,000 I Various Funds &twos City of Elgin's Section Jaguar •a Developers ctlon South Street Unmet* man Limon Cape cod ._...,.._ .... ,__.. .. a T View of South Street construction from Longcommon View of South Street construction from Randall Road City of Elgin, IL-2016 Proposed Budget PUBLIC SAFETY w To utilize partnerships, technology and resources to provide a safe community. Priority *MEM Objective PS1 -Create long-tarn public safety strategies by investing in technology, equipment and alternative service delivery models. . PS1.1 •Embrace technology to better equip our public safety professionals in the areas of code enforcement and crime and fire prevention Strategies . PS 1.2-Ensure fleet readiness and builoing maintenance for effective service delivery . PS I 3-Evaluate public safety to encourage collaborative ventures PS2-Continue to address short-term public safety concerns through best practices. . PS2 1 Provide a reliable public safety communications network . PS2 2-Expand our emergency management capabilities . PS2 3 Adopt building codes and ordinances to increase public s satety PS3-Connect our citizens and businesses to promote community policing, emergency preparedness and fire prevention. ▪ PS2 1 Provide a reliable public safety communications networx . PS2.2-Expand our emergency management capabilities . PS2 3 Adopt building codes and ordinances to increase pubic s safety City of Elgin, IL-2016 Proposed Budget PRIORITY BUSINESS PLAN - PUBLIC SAFETY Initiatives Records Management System (RMS) The 2016 Riverboat Fund includes carry over funds to finish payment on the police department's records management system, pending completion of the scope of work. Some of these pending items are contemplated upgrades through the following initiative that New World intends to roll out in 2016. Police Department I $122,970 I Riverboat Fund New World RMS Upgrade This initiative will result a major upgrade to the city's New World Computer Automated Dispatch and Records Management system. New World has made significant improvements to their mapping system and the handling of property evidence. They have also integrated the ability to share data with other agencies into the main RMS system as opposed to the need to use an external portal. This upgrade will allow the police department to take advantage of these and many other new features. The upgrade is included as part of the city's normal yearly maintenance but will require the upgrade of servers and ESRI mapping software. These changes will require significant staff time for implementation and training members on the use of the new features. Police Department I Staff Time I Riverboat Fund Implement Body Worn Cameras ($250,000) The police department was awarded a$250,000 matching grant to implement a body worn camera program. The matching funds will come from drug asset forfeiture. The cameras will provide an additional tool for officers to document their actions and add a level of accountability to enhance confidence from the public. aZaZ, Police Department I$250,000 I Drug Asset Forfeiture Fund Staff the Real Time Information Center This initiative aims to begin staffing the real time information center (RIC) with existing patrol, light duty and telecommunication officers. Currently, the RIC is only staffed for special events and when an officer requests a members of the technical investigations units to look at cameras. Additional workstations will be installed in the communications center and patrol area to allow easier access for general officers and telecommunicators. When staffing allows, City of Elgin, IL- 2016 Proposed Budget PRIORITY BUSINESS PLAN - PUBLIC SAFETY cameras will be manned in place of a beat assignment with the understanding that video is a force multiplier making the RIC assignment more productive than working the beat. Telecommunicators will be asked to check video when significant calls are dispatched when time permits. Police Department I Staff Time I General Fund Parolee Intervention Program This initiative explores the feasibility of a program to track and provide services to parolees returning to the community to prevent recidivism. The program would also include people with previous police contacts who have a high probability to commit violent crimes. The people identified would be offered special services such as education and job training to reduce their chances of offending. The feasibility research would include: • Identifying technology needs to select parolees of other people with that will be part of the system. • Create a scientifically based algorithm to select those with highest probability to offend. • Ensure partnerships are available with social service agencies to provide services to those identified in the program. • Determine who would manage the program within the department. Police Department I Staff Time I General Fund Update Emergency Operations Plan 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. Fire Department I Staff Time I General Fund Emergency Operations Center Operational and Functional Improve- ments 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. Fire Department I Staff Time I General Fund Conduct city-wide emergency management training 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. Fire Department I Staff Time I General Fund City of Elgin, IL-2016 Proposed Budget PRIORITY BUSINESS PLAN - PUBLIC SAFETY Convert pre-plans to digital format 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. Fire Department I Staff Time I General Fund Emergency Vehicle Preemption 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. The 2016 budget carries over payments for continued work on intersections identifies in the 2015 budget. Fire Department 1 14,930 I Riverboat Fund Police Security System 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. Police Department 1 80,000 I Riverboat Fund Cost Recovery False Alarm Ordinance The fire department is working on an ordinance that is similar to the police department's false alarm ordinance. While it can be seen as punitive, it's actually quite the opposite as its designed to ensure that businesses keep their fire alarm in a functioning manner. Fire Department I Staff Time I General Fund Fire Fighter Turnout Timing System A countdown timer on the apparatus floor provides a visual notification to ensure apparatus are responding within the 60-80 second national standard. Fire Department I Staff Time I General Fund City of Elgin, IL-2016 Proposed Budget PRIORITY BUSINESS PLAN - PUBLIC SAFETY Enhance Wi-Fi Coverage at Fire Stations to Improve Connectivity to Apparatus In the fire stations, the apparatus computers connect to the city's Wi-Fi signal. When the apparatus leave the station, they transition from the city Wi-Fi to AT&T cellular coverage. Because the Wi-Fi signal is weak, once the apparatus leave the station, there is a gap in time when it connects to the cellular network. By increasing the coverage area, the apparatus can travel a longer distance while the transition to the cellular network occurs. This will reduce downtime, sometimes of critical information. Fire Department I Staff Time I General Fund McLean/Big Timber Traffic and Railway Upgrades In July 2015, city council approved the acceptance of a grant from the Illinois Department of Transportation in the amount of $610,000 for railroad-highway safety upgrades at the Metra rail crossing at McLean and Big Timber. Engineering work began in 2015, and construction is expected to commence in summer 2016. The project is expected to be complete in 2017. Public Works I$610,000 I Riverboat Fund Kane County Medication Dispensing Exercise This is an exercise in conjunction with Kane County Health Department. This is to simulate the distribution of medicine to city employees and their family after some type of chemical release in the community. Fire Department I Staff Time I General Fund Configure CAD to Perform Recommendations based on Vehicle Lo- cation All fire apparatus have GPS devices that display their location in the city. The Computer Aided Dispatch has the capability to look at the location of the call and look for the closest apparatus to send. Fire Department I Staff Time I General Fund Review Response District for Optimized Apparatus Response Incident response times are reviewed to ensure the closest apparatus are responding to calls.Things like new streets(South Street)may impact improved response times. Fire Department I Staff Time I General Fund Replacement of Apparatus Toughbook Computers The ToughBook computers in the apparatus are in excess of 5 years old and in need of replacement. This will be a project funded by the ETSB. Fire Department I Staff Time I E-911 Fund City of Elgin, IL-2016 Proposed Budget