City Council Packet 2014 11-08-14 Goal Setting
AGENDA
SPECIAL CITY COUNCIL MEETING
CITY CONFERENCE ROOM
9:00 a.m.
Saturday, November 8, 2014
1. Call to Order
2. Roll Call
3. Establishment of Quorum
4. Citizen Comments
5. Business
a. Goal Setting Session
6. Adjournment
United City of Yorkville
800 Game Farm Road
Yorkville, Illinois 60560
Telephone: 630-553-4350
www.yorkville.il.us
Summary
Review of City Council goals from November 2013.
Background
The City Council met in November 2013 to set goals for the upcoming year. The City Council
chose the goals by listing a variety of goals for the upcoming year, and then casting votes for priority
rankings. Each alderman was allowed to vote for their top ten goals, using a simple 10-point scale for
their five priorities (i.e. top priority received 10 points, second priority received 9 points, etc.). The list
of goals is attached, ranked according to priority.
Goal 1, Police Staffing Levels (Add 4 Officers)
Did we satisfy this goal? Yes
What should we do with this goal? Decrease priority
Priority points (out of 90): 85
After the 2013 goal setting session, the City Council authorized a budget that hires two new
officers in FY 15 and two new officers in FY 16. This authorization brings us to 32 sworn officers,
which is above the regional average and allows us to incorporate four patrols city-wide.
The five-year budget contains funding to maintain the police department at 32 sworn officers.
This goal should decrease in priority, as it has been achieved.
Goal 2.5, South Side Economic Development
Did we satisfy this goal? No
What should we do with this goal? Same level of priority
Priority points (out of 90): 54
This goal received a 54-point ranking out of 90. In Summer 2014, the City Council approved a
retail market study with the Retail Coach for the south side of Yorkville. The study is nearing its
completion, and recruitment efforts have begun. The Retail Coach’s recruitment contract is already paid
for, and we anticipate that their efforts will be fruitful in FY 16. Staff does recommend that the City
Council authorizes a budget which includes sending a group of elected officials and staff members to the
ICSC conference in May. Accordingly, the City staff recommends that this goal receive top priority
again in FY 16.
Goal 2.5, Downtown Planning and Development
Memorandum
To: City Council
From: Bart Olson, City Administrator
CC:
Date: October 30, 2014
Subject: City Council goals review - 2014
Did we satisfy this goal? No
What should we do with this goal? Same level of priority
Priority points (out of 90): 54
This goal included work on improving vacant property, instituting a property maintenance
overlay district, creating an architectural standards overlay district, completing a parking plan, studying
property acquisition, business outreach, reviewing incentive packages, creating an east alley
redevelopment plan, and reviewing the Riverfront and Downtown master plans. The City has expanded
our downtown property maintenance inspections. The City is in the process of creating architectural
standard and property maintenance downtown overlay districts. City staff has had discussions with
Imperial Investments about long-range downtown parking, and their plans for the FS/Grainco property,
which would have a major influence over the City’s plans for the east alley.
With much of the downtown still in-flux with Route 47, the Marge Cline Whitewater Course
rebuild, and the impending Riverfront Park redevelopment, downtown development has been
incremental. This goal should still be a high priority for the City Council.
Goal 3, Automation and Technology
Did we satisfy this goal? No
What should we do with this goal? Same level of priority
Priority points (out of 90): 49
The City has authorized the e-billing system through MSI and a new credit card processing
system, and both rollouts are imminent. The City website vendor was approved at the October 28th City
Council meeting, and the new website will have a comprehensive citizen request tracking system. The
phone system RFP vendor selection will be discussed by City Council in November. The City is
discussing private and public solutions to livestreaming City Council meetings. Each of the departments
is studying or has authorized minor automation and operational technologies since the last goal setting
session.
The best way to limit operational costs and improve services is to invest in automation and
technology. Staff recommends that this goal remain a high priority for City Council.
Goal 4, Capital Infrastructure Plan Funding
Did we satisfy this goal? Yes
What should we do with this goal? Same level of priority
Priority points (out of 90): 46
Last year’s infrastructure funding goal dealt with the funding of water and sewer improvements
coupled with pavement improvements in the Road to Better Roads program. As part of the FY 15
budget approval, the City Council included new water and sewer utility projects as part of the Road to
Better Roads program, and a funding source for those projects.
While last year’s core issue was satisfied, the City still has millions of dollars of unfunded and
necessary capital infrastructure projects. The specific action items for this goal should be updated and
the goal should receive the same level of high priority it did last year.
Goal 5, Staffing
Did we satisfy this goal? No
What should we do with this goal? Same level of priority
Priority points (out of 90): 39
The City’s staff level is near the 2005 figures at 75 full-time employees, and down from the pre-
recession highs around 100 employees. When the recession ended and the economy picked back up, the
City did not rehire vacant positions to offset the extra work. The specific goal involved looking at ways
to increase our staffing levels to meet service demands. However, funding levels have not allowed the
City to add additional full-time staff in many departments, as requested by the department heads. This
goal should remain a medium level priority.
Goal 6, Long Term Debt Reduction
Did we satisfy this goal? No
What should we do with this goal? Decrease priority
Priority points (out of 90): 37
While the City Council continues to prefer pay-as-you-go funding for capital projects and funded
the water and sewer Road to Better Roads-related utility projects on a pay-as-you-go basis, the City’s
overall financial position did not allow us to pay for Game Farm Road without issuing debt. Thus, the
City’s long term debt figures marginally increased in the past year.
The only way to decrease our long term debt figures is to pay down bonds, and to shun new debt
issuances. While the City Council can continue to express a heavy preference for pay-as-you-go
funding, the City’s short-term capital needs related to the Countryside subdivision might singularly
cause the issuance of new debt in the next few years. Further, the City Council has previously expressed
that it would be unwilling to trade additional staff cuts for debt service or capital projects, due to the
current historic low staff counts and the impracticality of funding multi-million dollar capital projects
through cuts. Because of the limited options available to achieve this goal, we do not think it would be
prudent to direct major efforts to achieving it in FY 15.
Goal 7, Employee Salary Survey
Did we satisfy this goal? No
What should we do with this goal? Same level of priority
Priority points (out of 90): 30
This goal would require a significant investment in the budget, but should be completed at some
point in the near future in order to make sure that the City’s compensation levels are both internally
equitable and externally competitive.
Goal 8, Vehicles and Small Equipment
Did we satisfy this goal? Yes
What should we do with this goal? Increase priority
Priority points (out of 90): 21
This goal involves replacing vehicles and small equipment through each department to decrease
equipment down times, decrease repair and maintenance expenditures, and to improve service delivery.
Unfortunately, even with a clear-cut long-term financial advantage in doing so, as is the case with police
cars, the upfront investments are often so large that it is difficult to include it in the budget. As the
City’s long-term financial status is stabilized, this goal should receive top priority.
Goal 9, Continue to Decrease Property Taxes
Did we satisfy this goal? Yes
What should we do with this goal? Same level of priority
Priority points (out of 90): 20
As part of the FY 15 budget approval, the City Council endorsed a plan that will continue to
modestly reduce City and library property taxes through FY 18. This plan will be reviewed and re-
endorsed as part of the FY 16 budget process.
Goal 10, Comprehensive Plan Update
Did we satisfy this goal? Yes
What should we do with this goal? Same level of priority
Priority points (out of 90): 10
The specific action item with this goal was to fund and initiate a comprehensive plan update.
Throughout FY 15, the City requested proposals from vendors, selected a vendor and commenced the
comprehensive plan update process. This goal should remain for FY 16, but it should focus around
maximizing the effectiveness of the comprehensive plan process (steering plan committee creation,
public input, document production).
Goal 11, City-wide Building Needs
Did we satisfy this goal? No
What should we do with this goal? Same level of priority
Priority points (out of 90): 9
This goal will involve addressing the City’s space and maintenance needs throughout all
departments. While we’ve addressed minor maintenance items in City Hall and the Police through the
budget process, these projects have not yet been completed. Additionally, the City has had no in-depth
strategic planning of building maintenance issues yet.
Goal 12, Beecher and Park Upgrades
Did we satisfy this goal? No
What should we do with this goal? Increase priority
Priority points (out of 90): 7
In FY 15, the City Council entertained a PARC grant for the Beecher Center for renovations and
expansion. Because we had limited time to plan and discuss the project, the project was not able to be
properly scoped to minimize the City’s financial outlay under the grant program, and the application was
defeated. Subsequently, the state proceeded to issue three times their original estimate for PARC grant
awards. The City still has maintenance and code issues at the Beecher Center that could be remedied
through the next round of PARC grants (if offered). We recommend that this item be increased in
priority, and specifically that concept plans for facility expansion be completed in anticipation of
submission for a future grant program.
Goal 13.5, Sell assets (Caboose and Old Jail)
Did we satisfy this goal? No
What should we do with this goal? Same level of priority
Priority points (out of 90): 6
The City staff received a few private inquiries for both of these assets in FY 15, but no serious
offers were made. As time allows, the caboose could be featured as part of an RFP for sale as either a
reclamation project for enthusiasts or for scrap. We do not recommend any immediate action on the Old
Jail, as the development interest in downtown Yorkville is still relatively soft.
Goal 13.5, Increased Seasonal Special Events and Special Events Awareness
Did we satisfy this goal? Yes
What should we do with this goal? Same level of priority
Priority points (out of 90): 6
The Park Board and Parks and Recreation staff have worked to implement several new events
this year. Youth baseball tournaments have been expanded, the golf outing was brought back, and we
added an MLB Pitch, Hit and Run event. We expanded our assistance with both Summer Solstice and
the Metaphysically Fit Festival.
Goal 14.3, Park Acquisitions
Did we satisfy this goal? No
What should we do with this goal? Same level of priority
Priority points (out of 90): 5
No discussion about park acquisitions occurred in 2014.
Goal 14.3, Park Development
Did we satisfy this goal? No
What should we do with this goal? Same level of priority
Priority points (out of 90): 5
The City has a modest budget for additions to Bridge Park, but has not funded any other non-
grant-related major park improvements. The City is moving forward with the development of Grande
Reserve Park A, Grande Reserve Park B, Riverfront Park, Hopkins Park, and Bristol Bay 65, which are
all funded through grants.
Goal 14.3, Replanting of Trees
Did we satisfy this goal? No
What should we do with this goal? Same level of priority
Priority points (out of 90): 5
The City has removed ~1,200 ash trees in parks and parkways, and has another ~400 to remove
in 2015. The City has not budgeted to replace any of these trees in bulk. The Parkway Tree Program
allows for the planting of 40 trees per year by City staff, and the City has received private donations of
trees and money in the past to purchase groups of trees.
Goal 15, Residential Sidewalk Plan Funding
Did we satisfy this goal? No
What should we do with this goal? Same level of priority
Priority points (out of 90): 4
In FY 15, the City changed its annual residential sidewalk improvement plan from piecemeal to
comprehensive. Instead of replacing a few squares in many different locations throughout town, the
City now replaces an entire stretch of sidewalk across multiple blocks each year. This strategy is
slightly more cost effective.
Goal 16, Fill Empty Commercial Storefronts
Did we satisfy this goal? No
What should we do with this goal? Same level of priority
Priority points (out of 90): 3
While the City staff has worked to recruit new businesses into town, most of the City’s efforts
have been focused on the southside retail study.
Goal 17.3, School Intergovernmental Agreement
Did we satisfy this goal? No
What should we do with this goal? Same level of priority
Priority points (out of 90): 0
The City approved an intergovernmental agreement draft in Fall 2014, and the School District
has reviewed it. We expect staff level discussions to occur in Winter 2014/2015.
Goal 17.3, 4th of July Involvement
Did we satisfy this goal? Yes
What should we do with this goal? Same level of priority
Priority points (out of 90): 0
The City, through Parks and Recreation Director Tim Evans and Police Chief Rich Hart, fully
participated in both the planning and operations of the 4th of July activities in 2014. No City funds were
provided in 2014, but we expect that the planning committee will seek funding for the 2015 festivities or
will seek greater City participation in the parade and Town Square activities.
Goal 17.3, Master Facility Planning
Did we satisfy this goal? No
What should we do with this goal? Same level of priority
Priority points (out of 90): 0
No funds were appropriated for master facility planning in FY 15.
GoalPriority StaffCommittee to Update
Police Staffing Levels (Add 4 Officers)1 Rich Hart Police
Downtown Planning and Development2
Krysti Barksdale‐Noble
and Bart Olson Economic Development
South side economic development 2
Krysti Barksdale‐Noble
and Bart Olson Economic Development
Automation and Technology4
Bart Olson and Jeff
Weckbach Administration
Capital Infrastructure Plan Funding5
Bart Olson and Rob
Fredrickson Administration and Public Works
Staffing6 All Departments City Council
Long Term Debt Reduction7
Bart Olson and Rob
Fredrickson Administration
Employee Salary Survey8
Bart Olson and Jeff
Weckbach Administration
Vehicles and Small Equipment9 All Departments City Council
Continue to Decrease Property Taxes10
Rob Fredrickson and
Bart Olson Administration
Comprehensive Plan Update11 Krysti Barksdale‐Noble Economic Development
City‐wide Building Needs12
Eric Dhuse and Brad
Sanderson Public Works
Beecher Center and Park upgrades13
Eric Dhuse and Scott
Sleezer Public Works/Park Board
Sell assets (Caboose and Old Jail)14 Bart Olson Administration
Increased Seasonal Special Events and Special Event Awareness14 Tim Evans Park Board
Park Acquisitions15 Bart Olson Park Board/Administration
Park Development15
Scott Sleezer and
Krysti Barksdale‐Noble Park Board
Replanting of Trees15
Eric Dhuse and Scott
Sleezer Public Works
Residential Sidewalk Plan Funding18
Rob Fredrickson and
Bart Olson Administration/Public Works
Fill Empty Commercial Storefronts19 Kyrsti Barksdale‐Noble Economic Development
School intergovernmental agreement20 Bart Olson Administration
4th of July Involvement20 Tim Evans Park Board
Master Facility Planning20
Bart Olson and Eric
Dhuse Public Works
United City of Yorkville - 2013/2014 Goals