cpm report for 11 10-12 v1

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City of Evanston

Citywide Performance Measures

2012 CPM Report Overview

November 10, 2012

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2012 CPM Report Presentation

• Performance Measurement Review– Background– Goals

• 2012 CPM Report Overview

• Next Steps

• Questions

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Performance Measurement Review

Background:

•The 2012 CPM Report was developed in accordance with the City Council’s goal of “Efficiency and Effectiveness of Services.”

•The 2012 CPM Report was created using measurement and reporting guidelines provided by ICMA.

•2012 represents the first year of CPM reporting for the City of Evanston.

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Background:

•The draft Comprehensive Performance Measures were introduced during the May 21, 2012 City Council Meeting.

•The City Council submitted comments and suggestions during the May 21, 2012 meeting and during individual meetings with staff.

•City Council suggestions were incorporated into the 2012 CPM Report.

•The 2012 CPM Report is available for viewing on pages 227 – 236 of the Proposed FY 2013 Budget document.

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Goals of Comprehensive Performance Measurement:

•Provide elected officials with detailed information to help make informed decisions about strategic goals and resource allocation.

•Provide the public with accurate data about the quality and efficiency of local government services.

•Increase accountability of City staff by enhancing tracking and reporting of organizational performance.

•Allow for benchmarking of City service provision against other communities.

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City Manager’s Office – Pg. 228

# Service Area Performance Measure Description2012

Target

Target on

Track

1 SustainabilityTotal energy savings Citywide during a specific period of time calculated in terms of kWh and Therms

20,000 kWh100,000 Therms

2 Sustainability Annual grant funding secured. $100,000 ✔

3 Citizen EngagementPercentage of 311 requests completed within established service level agreement.

48 Business Hours

4 Citizen EngagementNumber of administrative services assumed by 311.

4 ✔

5 Citizen EngagementChange in number of subscribers to City communication channels annually.

24,000 ✔

6 Events and ActivitiesNumber of citizen engagement events and/or activities.

72 ✔

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Law Department – Pg. 228


Target

Target on

Track

7 Ordinance ProsecutionOrdinance cases prosecuted during a specified period of time (animal, aggressive panhandling, curfew, disorderly conduct).

500

8 Traffic ProsecutionTraffic prosecution cases during a specific period of time, including percentage of successful prosecutions.

6300

9Ordinances and Resolutions

Ordinances and resolutions written and/or reviewed during a specific period of time.

140 ✔

10Loss Minimization/Risk Management

Cases tried to verdict. 8 ✔

11 Administrative AdjudicationNumber of administrative adjudication cases tried per year (including appeals).

80 ✔

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Administrative Services Department - Pg. 229


Target

Target on

Track

12 PurchasingCalendar days from requisition to purchase order (formal and informal bids).

3 Days

13Human Resources - Recruitment

Calendar days from requisition to hire/recruitment for internal and external hires.

60 Days ✔

14Human Resources - Satisfaction

Percentage of employees who rate training opportunities, work environment and quality of HR services as satisfactory.

15Human Resources - Retention

Length of time that employees maintain employment with City.

12 Years ✔

16Telephone System and Network Problem Resolution/Repair

Percentage of telephone system and network problems corrected within 48 hours during a specific period of time.

65% ✔

17 Finance / AccountingTotal number of financial reporting documents published and/or certified during a specific period of time.

21 ✔

18 Parking - RevenueNumber of parking tickets issued and parking-related revenue generated during a specific period of time.

9,484,400 ✔

19 Parking - ComplianceNumber of e-mail and text alert subscribers for street cleaning notifications.

1500 ✔

TBD

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Community and Economic Development Department – Pg. 230


Target

Target on

Track

20Property Maintenance Compliance

Total inspections performed per 1,000 population. 254

21Property Maintenance Compliance

% of compliant rental units of the Housing Code Compliance Program within a calendar year.

98% ✔

22 Plan ReviewsAverage number of days to review Single Family & Accessory Structures and Commercial & Accessory Structures.

Residential: 14 DaysCommercial: 24 Days

✔

23Planning & Zoning Reviews

Plan Commission: Average review time (days) of rezoning cases in committee.

120 days


Average review time for Subdivision cases 90 days ✔

Continued…

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Community and Economic Development Department – Pg. 230 Cont’d


Target

Target on

Track


Plan Commission: Average review time (days) of Plan Unit Development cases in committee.

90 days ✔


Zoning Board of Appeals: Average review time (days) of Variation & Special Use permit cases in committee.

30 days30 days

✔


Historic Preservation: Average review time (days) of Certificates of appropriateness cases in committee

30 days ✔

28 New Businesses No. of new and closing businesses in Evanston.

New Business Openings: 75

Businesses Closed: 40

29Affordable Housing Production/Rehab

Number of housing units (owner and rental) improved per $100,000 of grant funding.

80 ✔

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Police Department – Pg. 231


Target

Target on

Track

30 Crime RatesBenchmark of crime level against that of other communities.

TBD

31 Calls for ServiceNumber of police calls per 1,000 residential population compared with the percentage of dispatched police calls.

TBD

32Peacekeeping and Domestic Quarrels

Number of domestic quarrels, referrals to Victim Services and follow-on services provided.

TBD

33 Crimes SolvedPercentage of UCR (Uniform Crime Reports) Part I Crimes Cleared.

TBD

34 Response Time Response time in minutes to Top Priority Calls. TBD

35 Seizure DataBenchmark of quantity of illicit drugs and firearms seized against that of other communities.

TBD

36 FTE to Population Sworn and civilian FTE's per 1,000. TBD

37Proactive Activities by the Problem Solving Team

Compare year-to-year volume and results in reduced in crime opportunities

TBD

38 ComplaintsCompare trendlines in citizen comments at Human Services Committee

TBD

* Performance measures to be added after full year of data collection.

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Fire Department – Pg. 232


Target

Target on

Track

39 Response Time

Percentage of emergency fire calls with a response time of five minutes and under from dispatch to arrival on scene, compared with square miles served per fire Suppression Station, and compared with population density.

95% ✔

40 Fire Incidents Fire Incidents confined to room of origin. 65% ✔

41 InjuriesNumber of on the Job (OJI) related injuries per 100members that resulted in time lost from duty in a 1 year period.

<5 ✔

42 Vehicle AccidentsJob related vehicle crashes, deemed preventable, per 100 members in a 1 year period.

<5

43 FTE to Population Sworn and civilian FTE's per 1,000 population. 1.4 ✔

44 EMS Response Time Emergency responses (in seconds). 240 ✔

45 Alarm Response TimeTurnout Time for emergency and non-emergency alarms.

Em<70Non<100

✔

46 Loss Minimization Estimated property value preserved. N/A

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Health Department – Pg. 232 - 233


Target

Target on

Track

47Communicable Disease Epidemiological Investigations

Number of investigations and complaints. 450 ✔

48 Educational OutreachNumber of individuals reached by educational activities per 1,000 population.

2,000 ✔

49Educational Outreach - Lead Poisoning

Track local trends in testing sites for lead, childhood blood lead screening rates, and incidence in childhood lead poisoning rates.

20 ✔

50 Health InspectionsNumber of restaurant, temporary food and farmer's market inspections (cont'd in comment).

1,200 ✔

51 Dental CareNumber of visits to dental clinic for preventative and restorative care.

1,500

52 Vital Records Number of birth and death certificates issued. 1,500 ✔

53 Pediatric Oral CareAverage time wait time for pediatric oral restorative and preventative care.

10 ✔

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Public Works Department – Pg. 233 - 234


Target

Target on

Track54 Waste Diversion Total waste diversion rate. 19%

55 Road Rehabilitation Road Rehabilitation Expenditures per paved lane mile. $407,007 ✔

56Timely Capital Improvements

Percentage of capital improvement projects on time and under budget.

Complete ✔

57 Resident SatisfactionSurvey of residents impacted by all Public Works projects.

Satisfied ✔

58Time to complete maintenance and minor repairs

Percent of minor vehicle repairs completed within 2 days and percent of preventative maintenance completed within 30 days of due date.

1.Total Vehicle downtime of 5% or

less. 2. P.M. completion rate of

95%

✔

59Cost of maintenance and minor repairs

Average maintenance and repair cost per vehicle.Less than $3.00 per

mile driven✔

60 Snow RemovalSnow and ice control expenditures per capita compared with inches of snowfall.

Snow Cost Per Capita ($6.50)

Annual Inches of Snow (20")

61Timely waste and recycling collection

Percent of residential and commercial waste and recycling picked up on schedule.

90% ✔

62Residential Street Sweeping

Street-sweeping expenditures per linear mile swept.

$120 ✔

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Library – Pg. 234


Target

Target on

Track

63 Customer SatisfactionPercentage of citizens who rated library service as satisfactory.

80%

64 Customer ServicePercentage of library users who rated the helpfulness and the general attitude of library staff as satisfactory.

90%

65 CollectionPercentage of library users who rated the availability of library materials as satisfactory.

80%

66 Circulation Number of items circulated per resident. 13.8

67 Purchasing CostsNumber of dollars spent for materials acquisition per resident.

$18.12

68 Facility UsageNumber of meeting room requests and estimated attendees.

Requests: 4,500Attendees:

25,000

✔

69 Second VisitsNumber of library program participants that enroll in additional programs.

60% return visits

70 Outreach EffectivenessSurveys gathering information on how they learned about programs.

most cost-effective means

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Parks, Recreation and Community Services Department – Pg. 235


Target

Target on

Track

71 Youth EmploymentPercentage of applicants for youth employment and vocational training opportunities who received such opportunities.

5% increase year over

year

✔

72 Facilities ManagementTotal number and response time of completing in-house work orders.

Historical Comparison

✔

73 Forestry ResponseTotal number and response time of completing Forestry Division requests.


✔

Continued…

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Parks, Recreation and Community Services Department – Pg. 235


Target

Target on

Track

74 Recreation User ActivityEvaluate total program participation and recreation services by age and Ward.


75 Youth EngagementEvaluate employee and employer satisfaction with youth employment programs.

80% ✔

76 Park AttendanceAttendance at PR&CS special events and park permits

45,700

77 Park User ExperienceUser survey of facility conditions, safety and cleanliness.

TBD

78 The ArtsNumber of functional aspects added to evanstonartsbuzz.com web site

TBD

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Utilities Department – Pg. 236


Target

Target on

Track

79 Reliable DistributionNumber of customers experiencing an unscheduled disruption of service.

720 ✔

80 Water ComplaintsNumber of customer complaints for water's technical quality.

100 ✔

81 Sewer ComplaintsNumber of customer complaints for sewers' technical quality (seepage, backups, overflows, etc.).

200 ✔

82Employee Health and Safety

Benchmark days lost from work due to illness or injury again.

3.6

83 Regulatory Compliance Number of EPA regulatory violations. 0 ✔

84 Water Main Failure Rate Number of known breaks/leaks per mile of water main. 0.3 ✔

85 Water SalesMillions of gallons of water sold to outside communities.

11,500 MG ✔

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Next Steps

Moving Forward with Performance Measurement:

•Collect year-end performance measurement data for 2012.

•Publish the 2012 Performance Measurement Report as part of the Adopted FY 2013 Budget document.

•Begin tracking performance measures for 2013.

•Obtain CPM information from comparable communities for benchmarking purposes.

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Questions?

cpm report for 11 10-12 v1

Documents

target target

cpm report overview

specific period of time

year of cpm reporting

days commercial

city council suggestions

city council meeting

number of subscribers