Receive update on City of Lawrence strategic pl

Agenda Item Report City Commission - Jul 16 2019 Department City Manager's Office Staff Contact Diane Stoddard, Assistant City Manager Recommendations Receive update on City of Lawrence strategic plan Executive Summary Background On March 7, 2017, the City Commission adopted a strategic plan which included seven (7) critical success factors and eight (8) priority initiatives Since adoption, staff have identified performance indicators for each critical success factor and have developed an action plan for each priority initiative As a reminder, some of the performance indicators will not have data for the first few progress reports, as the City has not collected that data in the past Progress reports will be given every four (4) months to update the City Commission on both the critical success factors as well as the priority initiatives Additionally, after each election, the strategic plan will be revisited to review the current critical success factors, priority initiatives, and the mission/vision/values It is at this point that if the City Commission wishes to make updates they may provide staff with that direction This plan will be updated at the end of 2019 or early 2020 and is anticipated to move to a two-year cycle moving forward There are funds in the 2019 budget to hire a consultant to help facilitate the process Critical Success Factors There are currently seven (7) critical success factors Each critical success factor has a number of performance indicators associated with it These indicators are tracked and available online at www.lawrenceks.org/strategic-plan/ Staff is in the process of moving all performance measures and strategic planning tracking to OpenGov and therefore all performance measures are temporarily unavailable Priority Initiatives There are currently eight (8) priority initiatives Staff have developed an action plan to accomplish each priority initiative Their timeline for completion varies significantly but the goal is to have them completed by the end of 2019 Inventory and evaluate the role of existing advisory boards and commissions, identify opportunities to consolidate or sunset as appropriate, and adopt consistent operating Page of 12 guidelines o Beginning on July 1, 2019, several code boards have been consolidated The change came with the recent adoption of the new international codes o The Mayor is currently working with staff to get a letter out to advisory boards urging them to be more open and transparent by ensuring that all rosters, agendas, and minutes are posted o The Social Service Funding Advisory Board discussed the possibility of removing the General Fund allocation from their purview at their May 21, 2019 meeting The Board was unable to come to a consensus as to how they would prefer to address General Fund allocations moving forward The City Commission may wish to discuss further and provide direction to staff as appropriate (updated 7/16/19) o More information regarding ongoing item to be addressed can be found in the attached memo Review City's practices for ongoing professional development and align efforts to achieve excellence around the Commission's priorities o A non-supervisory training program for employees is continuing in 2019 This will be the second year of the program In addition to that program, Human Resources has built out training opportunities for all staff that is available via the intranet Finally, a training software package has been implemented for all employees that provides an opportunity to self-select training opportunities and gives supervisors the ability to create training courses as well o Staff have developed an updated performance evaluation tool that will be rolled out to employees within the next few months This tool will be used to measure performance beginning in October of 2019 and is based on the values that were identified in the strategic plan o Human Resources staff will begin identifying the next steps related to the Succession Plan in the fall of 2019 This will likely include a full project plan and review of software packages that may aid in the process of this initiative Identify barriers to having high-speed fiber throughout Lawrence and facilitate the development of the necessary infrastructure by the private sector o In 2013, the city engaged CTC Technology and Energy, an industry-leading engineering a business consultancy, to asses the state of broadband service in the Lawrence market and develop a range of strategic options to enhance high-speed internet service options to consumers o Staff is assessing current practices and policy related to fiber construction to identify potential barriers Over the past several years, personnel with three relatively smaller (local or regional), independent internet service providers (ISPs) operating in the community have stated that the city's management of right-of-way inadvertently disadvantages ISPs that have not been granted a franchise ordinance by the city or video service authorization certificate by the Kansas Corporation Commission (KCC) City staff is aware that two of those three ISPs now possess video service authorization certificates with the KCC and video service provider contracts with the city These contracts authorize access to all city-owned rights-of-way, subject to the city's permitting requirements and standards, similar to a franchise agreement o On June 18, 2019, the City Commission adopted ordinances related to managing, permitting, and regulating city right-of-way to help address some of the issues that have been noted Page of 12 o During the last update on the strategic plan, the City Commission had a discussion regarding digital inclusion This is outside the scope of the current initiative but is a follow-up item that could be considered when the strategic plan is updated later in 2019 Review 9th Street plans and develop a proposal to complete the road infrastructure and determine ability to add creative and artistic elements o Final design plans for this project have been approved by the City Commission, as it relates to this initiative, it is considered complete Develop a City facility master plan and comprehensive facility maintenance plan o Staff have completed a general facility inventory that outlines the general purpose of the facility, age, and the current condition The information is used to help forecast key maintenance items so that those can be included in the Capital Improvement Plan, provided they are large enough to meet that criteria o There have been a number of significant facility improvements made since the creation of this initiative A more comprehensive list of those items can be found in the attached memo Develop a plan to implement priority-based budgeting and enhance communication in the annual budget process o In March, staff presented the results of Priority Based Budgeting to the City Commission and outlined the open data site that is available for the public o Since the creation of this initiative, staff have utilized OpenGov to share the budget with the City Commission and public This provides the opportunity to view the budget in great detail Staff have used that in conjunction with an updated budget book format to help make the budget more understandable Develop and communicate a long-term financial strategy o The budget book now includes a 5-year financial forecast to outline the longterm impacts of budget decisions This helps identify a better long-term financial strategy and will continue to be used in the future Develop a master plan for Downtown that includes needed and desirable assets, infrastructure, and uses o Staff have been working with Houseal Lavigne Associates (HLA) to create public engagement opportunities including survey opportunities, DIY workshop kits, and three (3) community workshops o Currently, HLA is working through market and demographic analysis and moving toward creation of an existing conditions summary Once this is completed, work will begin on creation of the vision goals and objectives This work is anticipated to begin in October and November Strategic Plan Critical Success Factor Effective Governance/Professional Administration Safe, Healthy, and Welcoming Neighborhoods Innovative Infrastructure and Asset Management Core Services Sound Fiscal Stewardship Collaborative Solutions Economic Growth and Security Fiscal Impact Page of 12 There is no financial impact Action Requested Receive report and provide direction as appropriate Previous Agenda Reports: 2017 Progress Reports • November 2017 2018 Progress Reports • March 2018 • July 2018 • November 2019 2019 Progress Reports • March 2019 Attachments Advisory Board Follow-Up Memo (Updated 7-16-19) Facility Master Plan Memo Facility Inventory Summary Page of 12 Memorandum City of Lawrence City Manager’s Office TO: Craig S Owens, City Manager FROM: Diane Stoddard, Assistant City Manager DATE: July 10, 2019 CC: Casey Toomay, Assistant City Manager Danielle Buschkoetter, Budget and Strategic Initiatives Administrator RE: Advisory Board/Committee Strategic Plan Item Update This memorandum provides a comprehensive update on the action steps identified as part of the priority initiative to inventory and evaluate the role of existing advisory boards and commissions and identify opportunities to consolidate or sunset as appropriate, and adopt consistent operating guidelines Action steps are divided into accomplishments and items that are ongoing or planned for the future Accomplishments: • • • • • • • Created a comprehensive inventory of all existing advisory boards and committees Held an August 2017 work session on the topic of advisory boards and committees City Commission adopted advisory board policy City and County eliminated the Joint Economic Development Council and merged its responsibilities into the Public Incentives Review Committee City Commission eliminated obsolete boards including the Lawrence Advisory Board on University Student Issues, the Downtown Parking Advisory Board, and the ECO2 Commission Staff developed a tool to measure the existing diversity of City advisory boards and committees A survey was sent to advisory board members in the spring of 2018 and a report was provided to the City Commission Demographic information is now being requested in a voluntary basis from all applicants for city board and commission vacancies The City Commission eliminated the Lawrence Alliance and merged its responsibilities into the Human Relations Commission Page of 12 • • • • • City Commission dissolved the Sister Cities Advisory Board, allowing it to continue as a not-for-profit with city representation and a link to the city The City Commission amended the City code extending the Sales Tax Audit Committee into the future The Homeless Issues Advisory Committee was repealed Merged HOME funding responsibilities of Community Development Advisory Committee (CDAC) into the Affordable Housing Advisory Board Redirected the CDBG funding responsibilities of the CDAC to staff recommendations as part of the City’s budget process and repeal the Community Development Advisory Committee Consolidated the various Code boards into one board Ongoing/In Process: • Engage Women’s Foundation to increase the number of women applicants for board and commission vacancies The Women’s Foundation held a meeting in Lawrence in November 2018 and another one the last week of February 2019 Attached is a staff memo that summarizes progress regarding the diversity goals of the advisory board policy • Evaluate potential software to assist with the management of advisory board and committee appointments New software has been selected and is in the process of implementation Implementation anticipated Fall 2019 • Correspondence from the Mayor is in the process of being sent to non-City boards urging them to be more open and transparent by publicly posting board rosters, agendas and minutes Letter will be sent to non-City boards that currently not have one or more of these items posted on the website: EDC, Jayhawk Area Agency on Aging, Peaslee Tech, Criminal Justice Coordinating Council, BTBC and Community Corrections Advisory Board • Review City Code regarding the responsibilities and membership for the Airport Advisory Board The Board discussed the Bylaws at their May 8th meeting Staff is preparing changes to the City Code for discussion at the Sept 5th Advisory Board meeting Recommendations will be forwarded to the City Commission for consideration in September • Review Mental Health Board This issue was discussed at the September 2018 City-County-School District meeting There was subsequent discussion between former Mayor Boley and former County Commissioner Gaughan There appears to be a direction to eliminate the joint Mental Health Board and not have the City make any appointments to the Bert Nash board This would require action by both the City Commission and County Commission Staff followed up with County staff and the next step is to develop a draft document to dissolve the Board Page of 12 • Review Lawrence-Douglas County Advocacy Council on Aging Former Mayor Boley and former Vice Mayor Larsen attended the October meeting of the Lawrence-Douglas County Advocacy Council on Aging This Council was also discussed at the September 2018 City-County-School District meeting as it is a joint board of the City and County Subsequent to the City-County-School District meeting, former Mayor Boley and former Commissioner Gaughan met and City and County staff are asked to have a meeting to discuss this with Judy Bellome, who is a member of the board, and Megan Poindexter, Executive Director of the Senior Resource Center (SRC) for Douglas County about possibly having the Council be a committee under the auspices of the SRC Elimination of the Lawrence-Douglas County Advocacy Council on Aging as a joint CityCounty committee would require action by both the City Commission and County Commission Staff visited with County staff and needs to follow up with Ms Bellome and Ms Poindexter to determine next step • Review the Transportation Commission membership: On July 2, 2019, the City Commission received correspondence from the Transportation Commission recommending that the membership remain at members and all positions be filled by individuals from the City at large with interest and experience in multi-modal transportation The board also recommended changing the name to the Multi-Modal Transportation Commission Staff is preparing the changes to the Resolution for City Commission consideration • Review the Social Service Funding Advisory Board Scope: During several updates of the strategic plan item, the idea of revising the scope of the Social Service Funding Advisory Board to only focus on the Special Alcohol Funding and move the General Fund recommendations has been discussed At the Social Service Funding Advisory Board meeting on May 21, 2019, the board discussed this item Ultimately, they were undecided on how recommendations should be made regarding the General Fund The made the following motion at that May meeting: Davis moved to notify the City Commission the Board supports continuing the review process and funding recommendations for the Special Alcohol Fund applications but is divided on how funding recommendations should be made for the General Fund This motion was seconded by Miller and unanimously approved Page of 12 Memorandum City of Lawrence City Manager’s Office TO: Craig S Owens, City Manager FROM: Diane Stoddard, Assistant City Manager DATE: July 5, 2019 CC: Casey Toomay, Assistant City Manager Danielle Buschkoetter, Budget and Strategic Initiatives Administrator RE: Facility Master Plan Strategic Plan Item Update This memorandum provides an update on the priority initiative to complete a facility master plan During the last update in March 2019, the City Commission expressed a desire to have more detail on this particular item As staff explained, there has been significant progress on the issue of facilities, which likely calls into question the need for a consultant-led facility master plan as originally envisioned However, facilities need to continue to be evaluated and progress on the projects mentioned below continued Accomplishments:        Completed a general facility inventory Fire Station 1/Senior Resource Center facility project expected to be complete late Summer 2019 Police Facility- site identified, design work underway, Police Facility and Park Master Plan approved; next step is establishing the Guaranteed Maximum Price and proceeding with construction One-Stop Shop/Municipal Court facility opened at City Hall Riverfront in 2019 Request for proposals currently being advertised for consultant-led preliminary design study for Municipal Services & Operations shared facility on the north side of the former Farmland property City Hall needs have been evaluated and a multi-year conceptual plan has been developed to add capacity and improve security and ADA accessibility within the building Updated Capital Improvement Plan process helps identify future facility needs Page of 12 Name Address  Approximate  Year  Square Feet  Constructed Building Description Building Condition City Hall 6 East 6th Street               36,000  1980 Exterior is brick. Interior is sheetrock and metal  studs The building is in good condition. Improvements  are anticipated in 2020 for ADA restrooms and in  2024 for reconfiguration.                19,000  1980s Concrete block/metal The building is in fair condition. Interior remodel  was completed in 2018.  There are many aging  elements such as roof, HVAC, electrical, elevator.  However, the City leases this space and is not  responsible for maintenance of these items               39,000  1988 The building is in good condition. Improvements  Exterior is brick. Interior is sheetrock and metal  needed include roofing, HVAC upgrades, exterior  studs. East side upper level is currently unoccupied  tuck pointing and window replacement. Partial  and is used for PD storage and training exercises HVAC work being completed in 2019 with  remainder scheduled for 2020                  2,496  1976 Building structure is in very poor condition. The  slab in dropping in the middle of the building.  Brick exterior, block interior partition walls. Wood  Walls are separating from the ceiling. Metal doors  roof trusses with composite shingles have been replaced with wood to be able to keep  cutting them so they can close. Roof is need of  replacement planned in 2019 City Hall‐Riverfront ITC Building Page of 12 Solid Waste Division 1 Riverfront Plaza 4820 Bob Billings  Parkway 1140 Haskell SWAN Building 320 Industrial Lane               21,000  1973 Tire Shop/Storage 1141 Haskell  Traffic Division 455 Mississippi               12,600  1944 Vehicle Maintenance 1141 Haskell                10,872  1976 FM Station No. 1/Douglas County SRC 746 Kentucky/745  Vermont               32,500  1951 2009 Fire Station No. 2 2128 Harper               11,637  2002 Fire Station No. 3 3708 W 6 Street                  7,389  metal building, metal frame The building is in good condition. Exterior sheet  metal panels need to be replaced as they are  rusting and beginning to fail. ADA Issues need  addressed. Currently planned in 2021 but is  unfunded in the CIP metal frame, metal skin The building is in good condition The building is in poor condition. Needed  improvements include windows, roofing, exterior  tuck pointing and painting  The building is in good condition. Needed  Exterior is brick. Interior is wood studs & sheetrock,  improvements include roof replacement which is   brick and block planned in 2023 Exterior is stone and brick. Interior is sheet rock,  metal studs and block walls Exterior is brick. Interior is block and sheetrock The building is under major renovation.  Exterior is sheet copper, steel and lap siding.  Interior is steel framing in apparatus bay with  The building is in good condition sheetrock and wood stud and sheetrock in living  areas Exterior is brick and stone. Interior is block, metal  The building is in good condition studs and sheetrock Fire Station No. 4 2121 Wakarusa               11,637  2005 Exterior is sheet copper, steel and lap siding.  Interior is steel framing in apparatus bay with  sheetrock and wood stud and sheetrock in living  areas Fire Station No. 5 1911 Stewart Ave               23,843  2006 Exterior is brick, stone and sheet copper. Interior is  The building is in good condition.  Needed  steel frame and metal studs with sheetrock and tile improvements include HVAC replacement Fire Med Investigations 1839 Massachusetts 1928 with                   3,360  1960s  renovation Exterior is brick. Interior is wood studs and  sheetrock Fire Training Center 1941 Haskell Ave                  5,368  Exterior is brick and stone. Interior is block Street Division Building 1120 Haskell                  3,000  1991 Steel framed, metal and brick exterior. Sheetrock  and metal stud interior The building is in good condition The building is in good condition. Needed  improvements include HVAC replacement which is  planned in 2020 The building is in good condition. Needed  improvement include exterior tuck pointing and  roof replacement The building is in poor condition. Needed  improvements include roof replacement and HVAC  replacement. The roofing improvements are  planned for 2023 Page 10 of 12 Street Division Sand/Carpenter Building 1120 Haskell                  1,170  1980 Exterior is wood with a wood frame The building is in poor condition. Structure has  been reinforced with steel and concrete buttresses  to keep it in place. Termite damage is a big  problem Airport Terminal 1930 Airport Rd                  4,500  1986 Exterior is stone and wood. Interior is sheetrock  and wood studs The building is in good condition New Hampshire Parking Garage 927 New Hampshire  1200 office  space  2001 The building is in good condition. Needed  Structure is brick and concrete. Precast T’s, poured  improvements include following the engineering  concrete and block. Interior of assessment completed in 2017 to maintain the  offices are block, sheetrock and metal studs building Household Hazardous Waste 2201 Kresege Road  Warehouse  and office  space  2015 structural metal steel frame with metal siding.  720 W 3rd St               39,767  1917 & 1954 720 W 3rd St                  6,195  1985 720 W 3rd St                  5,480  1984 720 W 3rd St                  4,873  1984 720 W 3rd St                  3,365  1984 1400 E 8th St               22,008  1974, 2016 Exterior is brick. Interior is sheetrock.  The building is in good condition. It was renovated  in 2016 1400 E 8th St                  6,802  1974, 1996 Exterior is brick.  The building is in good condition 1400 E 8th St                     895  1996 Exterior is brick. Interior is concrete block The building is in good condition Kaw Water Treatment Plant ‐ Chemical  & Filter Building Kaw Water Treatment Plant ‐ Collection  System Operations Kaw Water Treatment Plant ‐  Distribution Warehouse (New) Kaw Water Treatment Plant ‐  Maintenance Warehouse Kaw Water Treatment Plant ‐  Distribution Shop Kansas River Wastewater Treatment  Plant ‐ Administration Building Kansas River Wastewater Treatment  Plant ‐ Maintenance Building Kansas River Wastewater Treatment  Plant ‐ Hypochlorite Chemical Feed  Building Exterior is brick. Interior is mixture of sheetrock  and plaster.  Exterior is sheet metal. Interior is mixture of metal  and sheetrock.  Exterior is sheet metal. Interior is mixture of metal  and sheetrock.  Exterior is sheet metal. Interior is mixture of metal  and sheetrock.  Exterior is sheet metal. Interior is mixture of metal  and sheetrock.  The building is in very good condition The building is in good condition The building is in poor condition The building is in poor condition The building is in poor condition The building is in poor condition Clinton Reservoir Water Treatment  2101 Wakarusa Dr Plant ‐ Chemical & Filter Building Wakarusa Wastewater Treatment Plant ‐ 2300 E 41st Street Administration Building               10,599  1977 Exterior is brick The building is in good condition                  6,158  2017 Exterior is brick The building is in very good condition Sports Pavilion Lawrence 100 Rock Chalk Lane             181,000  2014 Exterior is concrete tilt‐up panels. Interior is block  The building is in very good condition and sheetrock Indoor Aquatic Center 4706 Overland Dr               50,000  2001 Exterior is brick. Interior is block and sheetrock The building is in very good condition Community Building 115 W. 11th St               35,000  1940, 1996 Historic Structure  Exterior is brick. Interior is  concrete and sheetrock. Built in the 1940, major  renovation in the 1990's.  The building is in fair condition Holcom Park Rec Center 2700 W. 27th St               19,200  1988 Exterior is brick. Interior is concrete and sheetrock The building is in very good condition East Lawrence Rec Center 1245 E. 15th St               18,500  1979, 1997 Exterior is brick. Interior is concrete and sheetrock.  Originally constructed in 1979, major additions and  The building is in very good condition renovations added in 1997 Page 11 of 12 1904, 1935 ,  2011 Historic Structure   Exterior is brick. Interior is  concrete and sheetrock. Building was build with  three separate additions 1904, 1935 and 2012. The  The building is in good condition 2012 renovations / addition improved most of the  facility interior but did not touch  much of the  exterior on the older parts of the building.  Carnegie Building 200 W. 9th Street                  8,500  Santa Fe Depot  7th & New Jersey                   8,000  1950's, 2018 Historic Structure   Exterior is brick. Interior is block  The building is in very good condition and sheetrock. Renovated in 2018 Prairie Park Nature Center 2811 Kensington Rd                  5,500  1999 Metal  building, stucco exterior,  interior sheetrock The building is in very good condition Lawrence Parks & Rec Admin Office 1141 Mass Street                  4,400  1963, 2012 Exterior is brick. Interior is block and sheetrock.  Originally built as a recreation center, it was  remodeled to an office building in 2012 Union Pacific Depot 209 N. 2nd Street                  2,000  1889, 1996 Eagle Bend‐ Concession Building 1250 E 902 Rd                  3,000  1998 Eagle Bend‐ Pro Shop / Leased Office  Space 1250 E 902 Rd                  3,500  1998 / 2018 Lawrence  Aquatic Center Park District #1 Shop Eagle Bend Maintenance Shop  Park District #2 Shop Oak Hill Cemetery Shop Oak Hill Cemetery Office 727 Kentucky 5250 W 27th Street 1247 E 1000 Rd 1900 Moodie Road 1605 Oak Hill Road 1605 Oak Hill Road                  7,200  1995                  5,200  2003                  3,800  1998                  5,200  1991                  1,000  1950's                  1,200  1950's Historic Structure    Exterior is brick. Interior is  block and sheetrock. Originally build in 1889, was  completely remodeled in 1996 Wood frame building, sheetrock interior  Wood frame building, sheetrock interior. This  building was the old cart barn. It was completely  remodeled in 2017 /2018 to office space and pro  shop  Concrete block construction Metal Building / sheet rock interior  Metal Building / sheet rock interior  Metal Building / sheet rock interior  Block Building Wood Frame Building The building is in very good condition The building is in very good condition The building is in good condition The building is in very good condition. The building  was remodeled in 2018.  The building is in fair condition The building is in very good condition The building is in very good condition The building is in very good condition The building is in poor condition The building is in poor condition Memorial Park Cemetery Shop Landscape Shop Forestry Shop  Aquatic Shop 1517 E 15th  1110 Haskell Ave 1050 E 11th 941 E 11th                   3,200  1960's                  4,200  1990's                  6,600  2005                     195  1940 Wood Frame Building  Metal building / wood  Metal Building / sheet rock interior  Metal Building / sheet rock interior  The building is in poor condition The building is in good condition The building is in very good condition The building is in poor condition Page 12 of 12 ... and regulating city right -of- way to help address some of the issues that have been noted Page of 12 o During the last update on the strategic plan, the City Commission had a discussion regarding... creation of an existing conditions summary Once this is completed, work will begin on creation of the vision goals and objectives This work is anticipated to begin in October and November Strategic. .. Resolution for City Commission consideration • Review the Social Service Funding Advisory Board Scope: During several updates of the strategic plan item, the idea of revising the scope of the