2014 -2015 city of north bend department goals administration · 2014 -2015 city of north bend...

2014 -2015City of North Bend Department Goals

Administration

Goal: Systematic Review Municipal Code to make it consistent with current laws and municipal practise

(staff involved: City Attorney, City Recorder, City Admin and Department Heads)

Strategy: Review, Recommend and Revise City Municipal Code with current laws and best municipal practices

Steps: Review current code (Aug.) Identify differences (Sept - Dec..) Evaluate differences (Sept.- Dec.) Recommend, Add/Delete/Modify sections (Jan.- June) Draft proposed changes (Jan. – June) Submit to City Council for review/adoption (Jan. - Jun)

Goal: Continue to partner with area stakeholders on projects of mutual benefit and concern. ( staff involved : City Admin and Dept heads)

Strategy: Continue to reach out and participate with local organizations and governments on ways to primarily make North Bend a better place to live, work and play, and to enhance the surrounding areas of our region as well.

Steps: Continue to represent City in various organizations. Participate in planning, organizing and carrying out projects of local and regional significance with local and state partners

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Finance

Goal: Procure financial software specifically designed for

Municipalities (Depart staff)

Strategy: Purchase integrated municipal finance software system

that fully meets the needs of the City.

Steps: Analyze current financial software’s capabilities and identify needed components not provided in current softwear(Jul-

omponents not provided in current software (July- Nov 2013)

· Contact other municipalities to discuss the software they areutilizingAnd identify pros and cons (July- March 2014)

· Prepare RFP (March 2014)

· View Demos of perspective software if not previously doneso (April 2014)

· Prepare analysis of the responses to RFP (April 2014)

· Review hardware needs once based upon RFP submissions(April 2014)

· Prepare full cost analyzes for City Council

· Submit analysis to the City Council for review and approval(April 2014)

Goal: Implement new financial software

Strategy: Begin utilizing new financial software as soon as

feasibility possible. Latest implementation date to be set

for March 31, 2015

Steps: Review steps for implementation with software company and

review time lines for meeting such date (April 2014)

• Meet with full finance staff to review dates and assign

responsibilities

(May 2014)

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• Meet quarterly to review progress-Meet monthly during

6 months prior to implementation

· Receive training in the “test system” prior to going live

(TBD)

· Run both systems consecutively to ensure accuracy of new

system (TBD)

Goal: Submission to GFOA for Distinguished Budget Presentation

Award (Fin Dir)

Strategy: Prepare 2014-2015 Budget to meet requirements to

submit budget to GFOA (Government Finance Officers

Association) for review and approval.

Steps: Review response from GFOA on the 2012-2013 Budget application.

• Revise report content and format as necessary oncereport has been received.

• City Council review and approve budget (June 2014)• Submit document to GFOA by September 10, 2014

Goal: City to receive Certificate of Achievement for Excellence in

Financial Reporting (CAFR)( Finance Director)

Strategy: Prepare 2014-2015 financials to meet requirements to

submit document to GFOA (Government Finance

Officers Association) for review and approval

Steps: Analyze Eligibility Requirements for Award (May 2013)

· Consult with auditors on required changes to the auditedfinancials to meet requirements of CAFR (March. 2014)

· Review other municipalities CAFRs (May-July 2014)

· City Council review and approve budget (June 2014)

· Begin formatting report in preparation for 2014-2015 (Aug.2014)

· Submit Document to GFOA by Nov 5, 2014

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· GFOA review process takes approximately 4 to 6 months

Parks

Goal : New roof for Ferry Road Park shelter

Strategy: purchase materials and work to be done by park staff

Steps: To remove the 30 year old wood shakes Prepare roof for a 25 year comp roof Work to be done as weather permits

Goal : Install phase one for automatic irrigation for Ferry Road Park ( work by park staff )

Strategy: Phrase one will be to install automatic system to the ball field and maybe the shelter area.

Steps: Purchase materials Rent ditcher to dig for irrigation lines Install 1 ½ valves, lines and use Falcon sprinkler

heads

Public Works

Engineering:

Goal : To continue to improve on our GIS mapping .

Steps:

· To make GIS mapping access more user friendly for the

public.

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· Check with various software suppliers for cost and type of

use.

· To improve the use of GIS devices to make it easier and

more accurate for locating utilities.

· To evaluate phone/tablet apps

· Evaluate types of apps and cost.

Goal: Identify. log and analyze all city owned street signs

Steps:

· To use our reflectometer to identify and locate all city

signage and place on our GIS map.

· Check each sign with reflectometer.

· To transfer data to GIS Map and Excel Spreadsheet for

reporting.

· To complete by June of 2015.

· To open Brussells St.

Goal: Remove barrier from Brussells between Tower and Newmark

and open Brussells Street.

Steps:

• Do a traffic study of this area.

• If traffic study warrants leaving the road open to through

traffic, plan on paving it in the near future.

• If there are numerous negative side effects, The berm

will be replaced to discontinue through traffic.

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• To be completed by Sept. 2014.

Planning:

Goal: To improve our codes enforcement program.

Steps:

• Update city codes to meet current needs of the

community.

• Review each code.

• Compare complaints and enforcement actions to needed

code updates.

• Work with the proposed municipal court and the police

dept. to streamline code enforcement. This would allow

code violations to have a faster remediation period.

• Develop code violation format – for notification of

violation.

• Set fine fees for the various type of codes.

• Survey other cities for the process they use.

• To complete by June of 2015

Goal: To seek grants for miscellaneous projects.

Steps:

· To apply for pathway grants for the proposed pathway from

Simpson Park to Pony Slough.

· Review grant opportunities available.

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· Review past grants that need to be carried forth.

· Identify needs and prioritize applications to money match

and grants using in kind work.

Goal: Update and Complete Comprehensive Stormwater Master Plan.

Steps:

· To seek grants for a stormwater study and a stormwater

master plan.

· Work with the Coos Watershed Assoc., and the Dept. of

Environmental Quality to re-apply for the stormwater

master plan and study.

· To assist with a study to replace the tide gates on Pony

Creek at Crowell Lane.

· To hire an engineering firm with experience in tide gates.

· Identify permits needed that include DSL, DFW, and DEQ.

· Make application to the required agencies.

· To be completed by June of 2015.

Building Division.

Goal: To Update the Existing Permit Program.

Steps:

· To improve existing building permits to allow tracking of

associated work that pertains to structural work being

accomplished.

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· Review permits with all city departments associated with

each type of permit.

· Identify and create an improved format for tracking future

issues associated with all construction and occupancy of

new or updated buildings.

· To evaluate permit fees.

· To survey other cities to compare fee structure.

· To be completed by December 2014.

Street Division:

Goal: To evaluate the efficiency of current programs.

Steps:

• Painting/Stripping.

Pros and Cons of Thermoplastic vs Painting.

• Sweeping program:

When, Where, and How often.

• Calculate cost/ft.

• Crack Sealing effectiveness.

When to do it and when not to.

Evaluate cost/city block

• Sign Maintenance:

To Inventory for budgeting and location

To track Reflectivity to insure we are meeting

federal requirements.

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• Lighting-

To update inventory on Street owned lighting.

To identify Maintenance needs

Develop Specifications for uniformity.

• Expand Christmas Lighting Downtown and review

downtown banner program.

Evaluate need for banners

Survey type of banners available.

• Evaluate current practice of hauling and or providing

gravel for city unimproved right of ways.

Go over with staff current practice. (We haul the

rock if the property owners pay)

Identify what it would cost to provide rock as

needed.

• To be completed by June of 2015.

Wastewater Division:

Treatment:

Goal : To continue to update treatment processes for efficiency and age

of equipment.

Steps:

• To reduce energy cost.

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• To modify aeration basin with new technology for

increased process control and power savings.

• Sludge Dewatering – To increase alternatives and reduce

risk for biosolids disposal.

Add dewatering equipment – this reduces the

number of truck loads hauled, in turn expands the

areas we are able to haul to.

To rebuild or replace the sludge dredge to increase

dependability. This would be a more efficient

smaller dredge.

• Complete by March 2015.

Goal : To work with the Dept. of Environmental Quality on a new

effluent discharge Permit.

Steps:

• To negotiate new permit and deal with the new

limitations handed down by the state.

• To evaluate effect of new requirement of expected

permit changes that will most likely include increased

lab testing some process changes.

• Complete by October 2014.

Collection system;

Goals : To improve pump stations and sewer lines to reduce risk of

blockages and overflows.

Steps:

• Upgrade Pump Stations 4, 7, & 8.

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• To identify needs and specifications of each pump

station.

• To hire an engineer to assist city with plans,

specifications, and bid documents.

• Complete by July of 2015.

Goal : Continue monitoring and repairing existing sewer lines.

Steps:

• To slip line deteriorated sewer lines to reduce inflow and

pipe failure.

• To evaluate all t.v. records of the sewer system.

• Perform a cost effective analysis to prioritize which

sewer lines are done first.

• Possibly perform work in phases depending on funding.

• To continue T.V., High Pressure Cleaning, and Repairs

of Sewer Lines.

• To update or replace existing t.v. system and software.

• Create accesses to areas like pony slough.

• To Smoke Test and Dye Test sewers for illegal and

unwanted storm water hook ups.

• Notify property owners of intention prior to beginning of

program.

• Property owners to repair house laterals. Possible

assistance from city in the form of a loan with liens

against property.

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• To complete by July 2015.

Library

The mission of the North Bend Public Library is to promote the enjoyment ofreading and cultural materials, and to respond to the community’s need forinformation; to provide reading materials to meet the interests of all ages and toprovide materials and cultural programs that support lifelong learning, encourageliteracy, and enrich the quality of life of the people of our community.

The North Bend Public Library Board also places a high priority on stewardship ofthe library building; improving the library facilities for the benefit of futuregenerations.

Goal: Revitalize the Friends of the North Bend Public Library (Library Staff and Friends’ Board members)

Strategy: Recruit new officers and engage the Friendsmembership.

Steps:

• Write officer position descriptions (February)

• Planning and Goals Session (February)

• Start publicity campaign to recruit new people toreplace outgoing president and secretary (March)

• Election of Officers and establish FundraisingChair (April)

• Take action to engage membership more fully (Apr–May)

•

Goal: Fundraising for replacing or re-upholstering library furnishings (Library Director and staff)

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Strategy: Seek funds from citizens, community groups, the North Bend Public Library Foundation and Friends of the Library to replace the worn out fabric on many of the library’s chairs in public areas or to acquire new chairs

Steps:

• Develop fundraising publicity (May)

• Speak to community groups about project (June)

• Fundraising by the Friends and the LibraryFoundation (summer – fall 2014)

• Replacement or re-upholstery of chairs (February2015)

Goal: To improve building accessibility by replacing the library’s main entrance door system and automatic door openers. The door frames and components are showing signs of stress after 25 years of use, and the automatic door openers frequently fail and need repair. A goal in progress from 2013.

To date, we have consulted with Architect Rich Turi, who provided a written report on door replacement options. He recently provided a drawing showing a door system that provides access for meeting room users when the library is closed and keeps the library secure. The North Bend Public Library Foundation has pledged $2,000 for the project. (Library Director)

Strategy: Through local fundraising and grant applications, work towards replacing the main entrance doors with automatic doors.

Steps:

• Local fundraising (in progress)

• Get cost estimates from vendors (March)

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• Architect provides specifications (April)

• Submit grant applications for major funding (May)

• Grant funding decisions (July - August)

• Develop Bid Process and advertise (September)

• Contractor selected by City Council (October)

• New door system installed (November)

Goal: Create a Teen Space in the southeast corner of the library. To provide teens with a comfortable space of their own for reading, relaxing and collaborating near the Young Adult Collection. Requires new furniture, paint and signage; a reorganization and redecorating of existing space. A goal in progress from 2013. (Assistant Director)

Strategy: Continue fund raising efforts.

Steps:

• Review furnishings that work well in the teenspaces of other libraries, get information fromvendors. Solicit input from North Bend teens forchoices of furniture, colors and decor—and for thename of the new space (April - June)

• Collaborate with Art teachers and youth groupssuch as The Guild of young artists to design andimplement paint colors or a mural for walls of thisspace, and to use existing display panels as anexhibit space for young artists (April – September)

• Select furniture products and signage, placeorders. (July)

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• Move new furnishings to teen space with staff and volunteers. (September)

Swimming Pool

As always, our primary goal will be to continue with excellent service and provide a safe, clean, fun, affordable, and friendly facility for the residents of North Bend and surrounding communities.

Goal: Swim Programs Enhancement (ongoing)

Strategy: Evaluation of all programs to keep them attractive, proactive, productive, and affordable

Steps:

• Continue to track all programs for attendance and popularity (monthly, yearly)

• Add enhancement for public swims and lessonprograms, i.e. water toys, floatable structures, etc.(to be added as budget allows)

• Advertising – newspaper, flyers, radio, etc.(monthly)

• Special swim days at discounted pricing, i.e.Mother’s Day, Father’s Day, July Jubilee,Community Appreciation Day. (May, June, July,October)

• New Programs, i.e. Senior Water Volleyball, waterpolo, etc.

• Rentals

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Goal: Update controls on the main boiler

Strategy: Install a manual reset button on control panel ($1500.00) and replace the actuator on the burner gas valve ($1800.00)

Steps:

• Engage three to four companies in the bid process

• Recommend company and present to City Council

• Funding from 2013-14 Pool Improvement Fundand Pool Budget

• Implementation

Goal: Install a new pool water fill system/level control

Strategy: Remove old and replace ($3700.00)

Steps:



• Funding from 2013-14 Pool Improvement Fund and Pool Budget

Goal: Replace bad piping at the heat exchanger with stainless steel

Strategy: Remove old and replace ($1400.00)

Steps:



• Funding from 2013-14 Pool Improvement Fund

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and Pool Budget

• Implementation

Goal: New Landscaping of grounds and repairing of side walks (ongoing – 2-3 years)

Strategy: Removal of existing trees and identify side walks in need of repair

Steps:

• Obtain Parks Superintendent recommendations for design

• Remove existing trees and bushes asrecommended

• Plant new as designed and repair walks asidentified

• Funds to be taken from Pool Improvement Fund

Goal: Removal of old chimney and eave repair

Strategy: Demolition of old boiler room brick exhaust chimney and repair the eavethat surrounds it to match the building

Steps:

• Obtain bids for removal and repair


• Funding from Pool Budget – BuildingMaintenance

• Implement

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Goal: Replacement and/or repair of existing weight equipment (ongoingproject)

Strategy: Find new or used equipment that is in good shape and affordable

Steps:

• Contact exercise equipment companies forpricing

• Look locally

• Purchase equipment within Pool Budget orask for donations.

Police

Goal: Begin systematic update of work spaces, with emphasis on

professionalism, efficiency, safety, and customer service.

Steps:

- Paint, flooring, cabinetry, and furniture upgrades/updates in squad

room, front lobby, and sergeant’s office

- Remodel in front hall and sergeant’s office to create space for copy

machine, mailboxes, and paper

Goal : Update systems within evidence room for safety, efficiency, and

accreditation compliance.

Steps:

- Purchase and install rolling shelving

- Purchase and install one-way lockers

- Purchase and install additional security systems for weapons, drugs,

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and money

Goal: Begin work on accreditation, with a goal of being accredited by the

Oregon Accreditation Association by June 30, 2016.

Steps:

- Meet with Oregon Accreditation manager, Ed Boyd, to conduct

assessment of the police department

- Review policy manual to assure policies meet accreditation standards

- Budget for and perform necessary infrastructure updates to comply

with accreditation standards

- Conduct training as necessary

Goal: Continue technology upgrades throughout the department.

Steps:

- Continue training in use of tire deflation devices now installed in all

front-line patrol cars

- Research and acquire a grant to purchase, install, and train in the use

of portable Automatic External Defibrillation devices (each front line

car and city hall)

- Research, purchase, and install a customer service monitor in the

front lobby area, connecting a face to customers visiting our

department.

- Continue demo and then train all on use of Oregon National Incident

Based Records System (ONIBRS)

- Purchase and install new mobile data terminals in the squad cars

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- Continue update of computer systems inside the police department

- Upgrade and improve our department website with a focus on

customer service

Goal: Increase professionalism and efficiency through communication,

training, and system improvements

Steps:

- Conduct two annual department-wide meetings and monthly

supervisory meetings, with a focus on goals and improvement

- Train regularly in ethics, weaving an ethical thread through all of our

training programs

- Cross-train each other in duties to assure there is no gap in services

should one of us be unavailable

- Explore the feasibility of dictation of officer reports to increase

officers’ time on the street

Goal: Continue work on staffing studies

Steps:

- Assessing needs now and in the future

- Assessing needs related to the Jordan Cove Energy Project

- Continue to monitor calls for service and proactive activity levels to

determine future staffing needs

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Fire

Goal : Develop and execute a live structure firefighting training program

Steps:

- Identify potential training facilities that meet our criteria.

- Submit recommendation to city administrator for approval

- Schedule the necessary arrangements for the training

- Execute the training (probably will be bifurcated over a two fiscalyear period due to the need to utilize the available funding from twoconsecutive fiscal years to cover all the associated costs.

- Establish a bi-annual schedule of repetitive live-fire training.

Goal : Develop and execute a volunteer firefighter apparatus driver/pump operator program and transition Station 3 into an active status volunteer station.

Steps:

- Develop criteria for selection and training of candidates foradvancement.

- Schedule the two courses of instruction: Driver-Operator and PumpOperator.

- Conduct training

- Assess candidates and determine and appoint those deemed qualifiedto act as apparatus operators.

- Develop and implement operational procedures for the operation ofStation 3 and Engine 8304 as an active volunteer fire company.

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Goal : Further develop and fully implement a Pre-fire Plan Survey Program

Steps:

- Identify/inventory every business within the city.

- Divide up the pre-plan workload among the three shifts.

- Conduct the training classes necessary to qualify the surveyingpersonnel to collect the necessary data AND to recognize and noteany fire code discrepancies.

- Develop the necessary Intra-agency procedures to refer to the OregonSFM any uncorrected discrepancies.

- Duplicate and maintain on all the command vehicles and front-linestructure apparatus up-to-date copies of the pre-plan binders.

- Develop and maintain a record keeping system to note dates of allpre-plans, discrepancies noted, and dates of either correction orreferral to the SFM.

- Re-initiate program with the objective of completing the initial pre-plans for all businesses by the end of 2014.

Goal : Develop and seek approval and adoption of a comprehensive vehicle/apparatus replacement master plan.

Steps:

- Design a two-tiered program: heavy apparatus (engines, truck, brushtruck, fireboat); light apparatus (staff vehicles, water rescue boat).

- For each tier and each category of vehicle, identify national standards(i.e., ISO, NFPA, etc.) /prevailing industry practices as pertaining toreplacement criteria.

- Collect relevant data (i.e., road miles, motor hours, pump hours, ageof vehicle, availability of replacement parts, general condition ofexisting apparatus and/or vehicles, etc.).

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- Develop recommended replacement schedule that integrates theabove data points with a reasonably available funding level.

- Solicit city hall approval of the plan.

Goal : Develop and build Department Policy and Procedures Manual and department Memorandum system.

Steps:

- Develop Memorandum system (style, formatting, numbering,indexing, record keeping, etc.).

- Develop Policy and Procedures Manual style, format, structure,numbering and indexing system.

- Begin building PPM inventory incrementally, as issues are addressed,documented and codified.

- Continue the expansion of the scope of content covered.

Goal : Joint Regional Dispatch Center

Steps:

• Build regional fire service support for the concept.

• Participate in the development of afundamental system of political representation,management authority, and fundingsources/formulas.

• Participate in the development and adoption ofa mission statement that addresses on an equalpriority basis the needs of all three publicsafety arenas: law enforcement, fire protection,and emergency medical responses.

• Participate in the development of a functional

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operational chain of command, a “management of center” concept outline, and identification of critical players and needed key positions and their respective reporting relationships, as well as other necessary components of an effective organizational development process.

• Participate in the development of CAD system design and foundational capabilities enumeration.

• Participate in the development of a project timeline with key benchmarks clearly identified.

Goal: Further enhance intra-agency cooperation (including automaticaid, and joint training exercises).

Steps:

• Meet with and begin building relationshipsbetween various chiefs.

• Explore the opportunities/interest for and inmoving from mutual aid only agreements to theaddition of automatic aid agreements onselected call types.

• Develop a program of routine periodic jointtraining between the different mutual/auto aidentities.

• Explore standardization of equipment, standardoperating procedures, and even possible jointpurchasing endeavors (in order to takeadvantage of increased buying power).

Ch. 1 Pg. 24

Goal : Construct a secure, dedicated SCBA (breathing apparatus)maintenance and repair room AND complete the training and qualification of additional SCBA technicians.

Steps:

• Construct the secure room off of the truck room in thespace vacated by the SCBA filling station removed forreturn to the airport authority.

• Outfit room with the needed cabinets, work surfaces,equipment and tools.

• Complete the training of one additional SCBAtechnician so the department has a total of threetechnicians so as to more effectively manage existingworkload.

Ch. 1 Pg. 25

2014 -2015 city of north bend department goals administration · 2014 -2015 city of north bend...

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