HomeMy WebLinkAboutCity Manager's Update to Commission Goals_13 Bozeman Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Chris Kukulski, City Manager
SUBJECT: City Manager's Update on the City Commission Goals
MEETING DATE: March 24, 2014
AGENDA TYPE: Action
RECOMMENDATION: Consider prioritizing and reducing the goals developed by the City Commission during the February 10, 2014 Commission meeting.
RECOMMENDED MOTION: I move to prioritize the City Commission’s previously adopted goals as listed in tonight’s discussion. BACKGROUND: Each year the City Commission identifies goals for the upcoming year. On February 10, 2014, the City Commission adopted a list of goals. In order to assist staff in setting priorities, I propose priorities be placed in order from most important to least answering the
question, “What is most important right now?”. This will help develop the proposed 2015 fiscal
year budget matching resources with tasks, workforce and workloads.
ALTERNATIVES: As suggested by the City Commission.
ATTACHMENTS: 2014-15 Adopted Goals
Project Goals as Prioritized by the City Manager - document dated March 20, 2014
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March 20, 2014
As city manager, I am responsible to the Commission for the management of all city affairs. The most important responsibilities the city charter places on me is the duty to: appoint or remove all city employees; direct and
supervise the administration of all departments, offices, and agencies; see that all laws, provisions of the charter,
and acts of the city commission are faithfully executed; prepare and submit the annual budget and multi-year capital program and execute the final approved budget to achieve the goals of the city. The most effective way I
know to accomplish this is to match resources with tasks and workforce and workloads. In order to be most effective, employees must have the resources and capacity to efficiently deliver day-to-day services, anticipate opportunities and challenges, and effectively deal with the unexpected in our fast-growing community.
On February 10, 2014 the City Commission adopted the following 25 priorities. In order to assist staff in setting priorities, I propose the priorities be placed in the following order from what I consider to be most important to
least. Answering the question: What is most important right now?
Projects are listed in order of recommended priority: GREEN = ongoing projects and RED = new
projects
1. Landfill Vapor Intrusion - Continue with landfill vapor intrusion study, including: monitoring mitigation
systems; installation and sampling of additional groundwater wells; design & construction of landfill soil gas
remediation system; finalize SRF loan for system; and develop protocols for educating real estate, appraisal, and
financing industries.
Primary Responsibility: Chris, Greg, Craig, Anna Main Project Components: Craig – Technical focus
• Post closure and mitigation systems monitoring;
• Remediation system design and installation Greg – Legal
Anna – Finance
• Financial reporting requirements
• Annual audit disclosures
• Bonding implications
• Financial planning for project costs
• Loan application, closing and draws Chris - PIO
Estimated Timeframes: 6 RFP responses have been analyzed, contract award anticipated in April 2014 – contract execution throughout 2014 and 2015.
Funding Considerations: $2.1M SRF loan for remediation to be paid by est. 2 mill annual levy for 20 years.
$700k cash + possible sale of North Park + an annual tax levy for ALL other expenses - including ongoing post closure monitoring.
2. Police/Municipal Courts Building - Complete the land swap and building design, educate the public, and
receive voter approval for a new police station and municipal courts building.
Primary Responsibility: Chuck, Chris, Ron, Greg, Anna
Main Project Components: Complete boundary line adjustment and lot creation at WRF, complete conveyance agreement outlining terms of the land exchange, GCCM solicitation
and contract negotiation, complete schematic design, determine cost estimates and funding plan, present to Commission for approval and educate voters.
Estimated Timeframes: Preliminary building design and operating cost estimates completed by June 14, Commission presentation in July for Nov. 2014 bond election.
Funding Considerations: Current budget includes $1M for land purchase + $750k for design; Voter reviewed bond is estimated to be $20M + operating levy
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3. Trails and Open Space Bond - Execute approved projects successfully and carry proposals and the
associated staff analysis to Commission for consideration.
Primary Responsibility: Mitch, Greg, Anna, Chris
Main Project Components: Construct Trail to the M; complete Bozeman Ponds expansion; complete Bozeman Creek project; Review Story Park proposal; Review sports complex
proposal. Each project represents varying levels of work for the parks, legal, finance, and public works departments.
Estimated Timeframes: project reviews 2014 – project developments 2014 - 2018 Funding Considerations: $15M funded by voter approved levy in November 2012 election – ($9.9 M
bonds issued in Dec 2013 – remaining $5.1M to be issued fall 2014). Maintenance obligations related to the five projects has not been determined.
4. Information technology - Expand our utilization of hardware and software to improve staff
efficiency, decision making, customer service, improved public access - BIG DATA
Primary Responsibility: Anna, Chuck, Craig, Mitch, Wendy, Stacy, Ron, Jason, Greg
Main Project Components: Software investments that are currently underway - mobile field inspection, community development module, electronic plan review, e-ticketing, City-works
streets, ESRI web portal, HR module, Online City Hall, IT help desk. Potential projects – City-works expansion to parks and facilities, IVR for treasury &
building inspection, laserfiche upgrade, Microsoft office upgrade, time keeping & applicant tracking.
Estimated Timeframes: Each of the projects that are underway will not be completed for several months. We will begin tackling potential projects after the current projects have been completed.
Funding Considerations: Six figures for software + three full time employees (1 IT + 2GIS)
5. Transportation System - Develop a sustainable transportation management and funding model.
Primary Responsibility: Craig, Anna, Chris
Main Project Components: Identify and meet existing and future transportation needs.
Estimated Timeframes: Develop the model and finance structure in 2014 Preliminary cost estimates: $100k to develop an interactive city transportation model + millions to make transportation improvements.
Funding Considerations: Impact Fees, street assessments, SID’s and a general fund levy (in place of the 1995 transportation bond) must be considered to properly upgrade our transportation network and its intersections.
6. Facilitate non discrimination stakeholder discussions – City Commission (Chris, Greg)
7. Family Aquatics Center - Determine the location and options for partnerships, complete
preliminary design and receive voter approval to build a family aquatics center replacing Bogert
Pool.
Primary Responsibility: Chuck, Mitch, Greg, Anna, Chris
Main Project Components: Investigate a best location for a new indoor/outdoor aquatics center and work with the YMCA to explore potential partnerships. Present to Commission for
review and approval. Complete design to the fullest extent with existing budget authority. Present to Commission for possible November 2015 bond election.
Educate the public. Estimated Timeframes: Voter review during the November 2015 election.
Preliminary cost estimates: $15 million Funding Considerations: $125k in current budget + $225 in 2015 proposed budget to complete ~50%
design for voter consideration for the construction bond and possible operating
levy.
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8. Stormwater - Complete the next phase of the Stormwater utility implementation by developing an
assessment methodology and developing a budget for Commission review and adoption.
Primary Responsibility: Craig, Anna, Greg, Chuck
Main Project Components: Determine level of service and equitable rate structure to finance improvements Estimated Timeframes: Permit expires 2014
Preliminary cost estimates: depends on service levels - $500k - $1M/year additional funding Funding Considerations: Storm water utility charge
9. Evaluate current insurance coverage (property, liability) – gaps, best practice options
Primary Responsibility: Chris, Greg, Anna
Main Project Components: Select consultant and review their analysis of our Property and Liability insurance coverages.
Estimated Timeframes: Fall 2014 Funding Considerations: $15k is included in the current budget
10. Story Mansion - Develop a permanent plan for the Story mansion.
Primary Responsibility: Chris, Greg, Anna Main Project Components: Provide the Commission with information on property value and execute Commission’s directive on future owner/user of the property.
Estimated Timeframes: January 1, 2015 Preliminary cost estimates: 2014 Appraisal sets the value at $1.54M; future renovations are estimated at
over $1million. Funding Considerations: A sale adds cash to the general fund. If we retain the property, further capital
investments will need to be made in addition to the ongoing staff capacity to
offer the facility for rentals.
11. Western sewer line - Develop master plan and build major sewer trunk line.
Primary Responsibility: Craig, Anna, City Attorney’s Office Main Project Components: Design and build a major sewer trunk line on the west side of Bozeman
Estimated Timeframes: Final report is due in 2015
Funding Considerations: Master plan was funded through a development agreement, the design and construction of the sewer trunk line is est. ~$13 million to be paid by loan repaid by waste water rate increase + impact fees.
12. Build a coalition of broadband users to develop a broadband infrastructure plan.
Primary Responsibility: Brit, Chris, Craig, Greg
Main Project Components: Phase I - complete a master plan in partnership with several local partners. The master plan will determine existing assets, community stakeholders, physical
infrastructure, financial model, policy changes, business case, etc. Once complete, the MP will drive discussions and decisions about whether a
broadband infrastructure is an appropriate public private investment. Estimated Timeframes: Complete the feasibility study in fall of 2014.
Funding Considerations: ~ $90k for the feasibility study – coalition members are being approached to
share the cost (city’s share is est. at $20k). The actual broadband ring will also
cost several million dollars and also be shared between coalition partners.
13. Infill development – promote and streamline infill development.
Primary Responsibility: Wendy, Craig
Main Project Components: The scope of work has been drafted but RFP’s have not been advertised. The contract will result in recommendations to amend the unified development code
to improve infill development opportunities. Estimated Timeframes: Fall 2014
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Funding Considerations: $35k funded in the current budget, initial consultant estimates work cost will be
$50-85k
14. Implement a voluntary rental safety initiative
Primary Responsibility: Jason Main Project Components: Educate community and MSU students/parents on current practices regarding
safe rental living. Inspect units as requested by property owners, landlords and/or tenants. Work with landlords, property owners and property managers to
minimize life safety hazards once identified by inspections. Maintain list of inspected and approved safe rental units.
Estimated Timeframes: April 2014 continue indefinitely Funding Considerations: One of the primary duties of the FY15 requested Fire Inspector
15. Expand LED lighting throughout the city
Primary Responsibility: Chuck, Craig Main Project Components: Develop prescriptive lighting standards and amend the UDO accordingly
Estimated Timeframes: Fall 2014 Funding Considerations: $40k has been requested in the 2015 public works budget proposal
16. ADA corners
Primary Responsibility: Craig Main Project Components: Increase cash investments into intersection ramp replacements which are most
effectively accomplished in conjunction with street reconstruction projects. Many of the remaining ramp projects include street grade and storm water
problems that also need to be fixed in order to resolve issues. Estimated Timeframes: multi-year implementation strategy
Funding Considerations: $5k/ramp 17. Improve process for allowing solar panel installations throughout the city
Primary Responsibility: Wendy
Main Project Components: Streamline code and permitting processes for solar panel installations Estimated Timeframes: Late 2014/early 2015
Funding Considerations: Limited cost- time is the primary limitation
18. Discuss workforce housing regulations in late 2014
Primary Responsibility: Wendy, Greg
Main Project Components: Depends – the discussion will cause limited additional work however IF the
commission chooses to rewrite a workforce housing ordinance it will be
extremely time consuming for community development and the legal
department
Estimated Timeframes: late 2014/early 2015
Funding Considerations: unknown
The number of projects each department is heavily involved in is as follows: City Manager’s office 15,
Legal 11, Finance 10, Public Works 9, Community Development 4, Parks & Rec 3, Economic
Development 1, Police 1, Fire 1
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Critical Plan Implementation Projects
Economic Development Plan (EDP) Update and continue implementation of the 2009 Economic
Development Plan focusing on job creation in high growth potential sectors including the outdoor
industry, photonics, high technology, manufacturing, bio-science, social sector and health care and
continue to promote economic diversity and community partnerships.
Primary Responsibility: Brit Main Project Components: Update the EDP and implement strategies for each of the following
high growth potential sectors; Outdoor, Photonics, High Technology, Manufacturing, Bio-Science, social sector and health care and continue
to implement the plan over time. Estimated Timeframes: Started in summer of 2013 and continues today. Initial efforts started
with outdoor and photonics sectors, budgeted to begin work on high tech and social sector initiatives.
Funding Considerations: General fund contribution (sector development, $30k and EDP update, 15k)
Climate Action Plan. Implement Climate Action Plan by completing the adopted goals in the FY15
budget.
Primary Responsibility: (Natalie), Chuck Main Project Components: Implement climate action plan, complete investment grade audit,
implement business energy program and Bozeman Energy Smack down, and complete a green vehicle fleet assessment, create a
permanent Sustainability Advisory Council Estimated Timeframes: Ongoing
Funding Considerations: Overall operating budget is $53K for office operations, outreach and
programming
Integrated Water Resources Plan. Implement IWRP by prioritizing and developing action plans
for the elements of the IWRP.
Primary Responsibility: Craig, Chris, Anna, Greg Main Project Components: See approved implementation strategy
Estimated Timeframes: 50 year plan Preliminary cost estimates: Millions
Funding Considerations: Cash in Lieu, Impact Fees, water rates
2-10-14 city commission meeting
Ongoing projects:
1. Integrated water resources plan
2. Storm water
3. Infrastructure maintenance
4. Parks & Trails (TOPS)
5. Police Station and municipal courts
6. Landfill
7. Family aquatics center
8. Economic development - sector development
9. Story mansion
10. Climate action
New Projects
1. Rental safety
2. Workforce housing discussion late 2014
3. LED lighting
4. Solar panel
5. ADA corners
6. Transportation system - Brand new tax for roads/
Traffic congestion – study community work
schedules Holes in western streets (multi-modal)
7. Convention center
8. Broadband – develop master plan
9. IT – GIS, City Works, SunGard, Laserfiche,
transparency etc (BIG DATA/software solutions)
10. Tax abatement
11. Western sewer line master plan
12. Rethinking Mendenhall/continue implementing
the downtown plan
13. Non discrimination stakeholder discussion
14. Infill
15. Evaluation of current insurance coverage
(property, liability) – gaps, best practice options