City Manager s Report

Transcription

1 City Manager s Report JANUARY 20, 2015 Grants Applied For and Received No grant applications were filed this month. Community Planning & Development (CP&D) Planning The Michigan Economic Development Corporation hosted a Redevelopment Ready Communities training on December 18th with 20 attendees, including: Planning staff, neighborhood associations, Planning Commissioners, and developers. Staff from Planning, Public Services, and DKI have been working closely with KVCC and Bronson to initiate a detailed pedestrian master plan for the Southtown area. The work has emerged from the MML Place Plan effort and includes using the Design Review Guidelines to unify the streetscape in the surrounding area. Planning staff will be working with Publics Services staff to update the city s Non-Motorized Plan from A tentative public workshop is being planned for the beginning of February that will include the plan update and the Kalamazoo River Valley Trail (KRVT) design that will connect through the downtown. Housing The amendments to Chapter 17, Housing Code, have taken effect and all computer programs have been updated to include the new code language and International Property Maintenance Code (IPMC) provisions. Zoning The Zoning Board of Appeals met on December 11 and took the following actions: Approved a dimensional variance for 2202 Glenwood Drive to allow a 576 square foot garage to be constructed eight feet from the front property line. Approved two dimensional variances for the Heritage Community of Kalamazoo at 2400 Portage Street. The south freestanding sign is nine feet in height and the north sign is seven feet in height, where six feet is the maximum height in this residential zone district. Approved a use variance to allow the conversion of the first floor of the building at 707 Academy Street from commercial office to single dwelling residential. Approved a variance to allow four 8 sq. ft. projecting signs for the commercial tenant spaces at 1336 Portage Street, owned by TCS Properties. Approved a variance to allow two 16 sq. ft. projecting signs at 1311 Portage Street owned by the Kalamazoo County Land Bank. 1

2 Reed Youngs has been appointed to a regular seat on the Zoning Board of Appeals with a term ending March 31, The Board currently has one vacancy (Alternate #2). Building & Trades In December, staff issued 247 permits, representing $7,255,674 in construction valuation. These figures brought year-to-date permits to: 3,292 permits, representing a year-to-date construction valuation of $51,193,057. Code Compliance/Anti-Blight On December 11, CP&D staff convened a meeting to discuss the Chapter 22 Ordinance amendments with four of the citizens that had expressed concerns regarding the proposed elimination of the Ad Hoc Weed Committee. Based on feedback from this meeting, staff drafted new language for the Chapter 22 Ordinance which would retain the Ad Hoc Weed Committee. The revisions are under review by staff and the community members from the meeting. Community Development CP&D staff received 13 grant applications requesting close to $1.6 million for HUD Program Year Staff estimates that approximately $900,000 will be available for competitive grants. Of the 13 applications, eight were for Affordable Housing projects, three were for Targeted Neighborhood projects, and two were incomplete and deemed ineligible. The Community Development Act Advisory Committee (CDAAC) has divided into two subcommittees to review, evaluate, and make draft funding recommendations. CDAAC subcommittees will meet in January in lieu of a formal meeting, and funding recommendations will be discussed at the February 12 CDAAC meeting before being finalized and forwarded to the City Commission for consideration. Economic Development (ED) Brownfield Redevelopment Initiative Staff began the process to amend the Brownfield Plan for the 25th time. The proposed amendment will add one site to the plan (related to a newly proposed redevelopment project) and update an existing chapter. Draft and finalize all related documents, plan chapters, notices and resolutions. The amendment will go to the BRA Board for approval January E. Ransom Proposed Purchase Staff reviewed environmental reports and inspected the property after real estate closing and ensured delinquent taxes and closure processes were completed before the end of the year. Human Resources (HR) Memos of Understanding (MOU) were executed with each of the five bargaining units to establish the health care committee proposed by the City Manager in our continued efforts to work collaboratively with the unions to manage health care costs. 2

3 A bid process was completed that identified Eagle Claims as the City s third party administrator (TPA) for the worker s compensation program. Eagle Claims has administered the program for over 20 years. In addition to being the most competitive bid, they continue to provide good service to the City. Director Post completed his one-year commitment to the position of Vice President for the Kalamazoo Human Resources Management Association, and although is no longer on the board of that organization, he was elected to sit on the board of the Kalamazoo Area Labor Management Association as Management Co-Vice Chair for Labor Relations The AFSCME contract was ratified by union members and approved by City Commission Two (2) mediation meetings were held with ATU in an effort to resolve the stalemate in the bargaining process. HR Advisors Posted PSO position 12/26/14 for the 2015 hiring process. Prepped PSO ads for Kalamazoo Gazette (with Diversity web sites), La Voz (local Spanish paper), Detroit Free Press, Chicago Tribune & MCOLES web page, along with usual /free sites. PSO off-site testing conducted at Wayne State University on 12/3/2014. Training Schedule Class Title Date Location Time # Attended New Hire Orientation Part A, Introduction & Policies New Hire Orientation Part B, Benefits Hiring and Interview Training 12/10/14 12/10/14 12/11/14 Fraud & Abuse Prevention 12/16/14 Information Technology (I.T.) City Hall Community Room City Hall Community Room City Hall Community Room City Hall Community Room 8:30 a.m. to 10:30 a.m. 10:30 a.m. to 11:30 a.m. 8:30 a.m. to 11:30 a.m. 9:00 a.m. to 11:00 a.m. I.T. staff handled 547 unique trouble tickets in the month of December. These trouble tickets were I.T. problems handled by I.T. staff that originated with a phone call, , or in-person visit to the I.T. Helpdesk. The web-based reporting tool built by I.T. staff was used by citizens 26 times during the month of December. This automated web-based system allows citizens to use their web browser or smartphone to report numerous City-related issues including potholes, streetlight outages, traffic signal issues, and tall grass and weeds. All reports were automatically routed to the appropriate City staff via

4 I.T. staff implemented a new documentation server. This server allows members of I.T. to easily search for resolutions to common problems as well as keep up-to-date documentation on how any I.T. system is setup and how it works. This web-based system helps I.T. staff members work on equipment that they might not be fully cross-trained on or is outside of their sphere of expertise. I.T. staff is now tracking the number of pages printed on each printer. This will allow staff to remove unused printers as well as properly size replacement printers based on prior workload and use. In order to help passenger s access useful bus departure information, I.T. staff installed realtime LED signs at the bus shelters for the main KVCC Texas Township campus and at the main bus stop at Rose & Michigan. These signs provide real-time bus arrival and departure information for several busses and include an option in braille to active audio announcements. These signs are the first of nine that will be installed in the Kalamazoo Metro Transit service area. Additional locations for installation are: 12th Street and Horton Drive, Western Michigan University at the bus loading zone, Ogden Avenue and Douglas Avenue, South Burdick Street and Balch Street, Westnedge Avenue and Old Kilgore road at the loading zone near Meijer, JC Penney Drive and Ring Road near Crossroads Mall, Brown Avenue and Currier Drive During December, I.T. staff assisted with Payroll staff and Tyler Technologies support personnel to automate a process in payroll activity entry. Payroll staff has determined this new process will dramatically reduce their labor from past years old methods by as much as 40 hours of work. Kalamazoo Department of Public Safety (KDPS) In the Month of December, the Criminal Investigations Division (CID) investigated a case where a vehicle was driving in the area of Portage and Clinton with 4 people in the car. Two suspects opened fire on the car and fired three rounds at the victims. Two suspects have been arrested, a 17 and 15 year old. The CID also investigated a case on Locust St. where suspects knocked on the victim s door. When the victim answered the door, two suspects pushed their way in and robbed the victim of money and cash at gunpoint. The CID is also working a case similar to the Locust St. robbery, this one on Winton St. where three unknown suspects forced their way into the victim s home with guns. One victim was pistol whipped and the other two were assaulted during the robbery. KVET continued the battle against drug trafficking in and about the city of Kalamazoo. KVET made 18 drug cases and seized three firearms in December. KVET investigated 58 meth labs for Management Services Assessor Neighborhood review items continue to be entered into the system. Permit review work is wrapping up. Items still to review include any late work (demolition and construction) due to 4

5 fortunately mild weather. A few parcels may require a return visit in January. Renaissance Zone applications were mailed out for 2015 for the five areas of the city where these zones are located. 175 properties received applications is the final year of the Renaissance Zone exemption for the original five zones. In 2015, qualified parcels will pay 75% of the normal tax rate plus school debt millages. In 2016, the exemption is removed for the original five areas. The Pharmaceutical Renaissance zone (only the MPI parcel downtown) and the Tool & Die Renaissance Zone (4 affected parcels) will continue for a few more years. December Board of Review occurred on December 9. Items reviewed included Principal Residence Exemptions claims for 2011 to 2014, Poverty Exemptions claims for 2014, Veteran s Exemptions claims for 2014, Qualified errors (as defined in MCL b(8)), clerical errors relating to transfers of ownership, and any other business that may properly be brought before the Board. Letters to the owners/petitioners were sent out the week of December 15. Corrected bills or refunds are being processed by the City Treasurer and the County Treasurer. The abstract of the proceedings (minutes and actions) were filed with the City Clerk in accordance with STC guidelines small claims cases are being held. Results of the small claims cases may take a few weeks to be sent out by the MTT depending on the case load of the hearing referee or judge. Very few final decisions came in during December. It is anticipated the majority of the decisions will arrive in February or early March. The MTT will not hear any cases during the March Board of Review. Budget and Accounting Staff setup 2015 taxes, deductions and benefits in EDEN for payroll purposes as well as created the hour type code in EDEN to handle the taxation of taxable fringe benefits. Calculated and processed leave payouts, Final Average Compensation and monthly pension distributions. Distributed Pension benefit estimate statements to active employees, as well as answered questions in regard to the statements Staff completed and published the 2015 Proposed Budget document. Purchasing Working collaboratively with City Departments bid documents were prepared and distributed through the City s website for one purchasing project. Updated the City s purchasing rules, especially as they apply to Transportation Department purchases, to comply with FTA procurement requirements. Reviewed and set up 169 purchase orders and processed 15 change orders. Purchasing staff are administering prevailing wages for six construction contracts. Assisted with the selection and award of the ADA Paratransit and Demand/Response Transportation Services contract Treasury The final 2014 summer tax installment bills were issued on 12/5/14. 3,109 bills were issued this month. As of 12/30/14, 94% of the summer taxes were collected. 5

6 The 2014 winter tax collection started on 12/1/14. 23,914 bills totaling $39,408,442 were issued. As of 12/30/14, 32% of the winter bills were collected. Taxpayers have until 2/17/15 to pay without penalty. Utility Bills issued in December: 13,285 Original Bills, 3,079 Reminder Notices, and 460 Final (shut off) Notices. Parks & Recreation Administration The Recreation Division staff met on Friday, December 19 to start planning for Staff will review 2014 and discuss initiatives for 2015 that align with the department s strategic plan; community needs assessment, and program evaluations. Recreation December 4, the Winchell Elementary Tutor Time After School Program completed their first 9 week session. The Medallion Scholars are a group from WMU that has received prestigious merit and leadership-based scholarship that WMU offers. This program works with students from Winchell Elementary who live in the Evergreen South housing complex. Principal Mike Hughes selected ten students to receive help with their homework which in turn will help them increase their understanding of the academic subjects, improve comprehension and reading skills, writing, and math. The program was held 4 days a week for an hour each day. An average of four WMU scholars was onsite each day to help the students. With the help of Sally Appleyard Trust funds, we are able to staff the program with a site supervisor who coordinates the pickup of students, matching students with tutors, and communicating with the principal and City Program Coordinator. On December 17, the Oakwood After School Program participants went downtown Kalamazoo to have hot chocolate, view the city lights, and walk through Candy Cane Lane. Some of the participants had never been downtown to see the festive decorations and displays in Bronson Park. This was part of a holiday party for the 14 youths who attended. They also received mini stockings stuffed with candy to start their holiday break. On December 17, the Youth Development Center After School Program ended its nineweek session with a field trip to Kalamazoo Valley Museum. The (24) enrolled first through eighth graders met twice a week and the program averaged 20 youths a day. From the evaluations turned in by parents, their child: enjoyed the program; it was a positive, safe place for their child; staff was cooperative and professional; and overall, the program was well organized. On December 12, the Middle School Bowling League held the 2nd Annual Middle School Bowling Tournament at Airway Lanes. The school teams involved in the six-week league were: St. Monica s, Gagie, Hillside, Maple Street, Milwood, and Linden Grove. They received a 20-minute lesson from Airway Lanes each week and then bowled two games. Scores and standings were documented and used to place bowlers in either the Gold, Silver, Bronze or, Copper divisions. Bowlers from each division competed for first, second, and third place trophies and their scores were used to determine the team champions. The 6

7 team championship trophy went to Linden Grove. Maple Street paced 3rd, and Hillside came in 2nd. From December 15-18, the Co-Ed volleyball leagues participated in a King/Queen of the Court competition. Between the two nights there were 20 teams involved in the competition. We used two courts and teams played against each other up to 5 points. Winning teams would stay on their court and losing teams would switch courts. They played for an hour and half and then had a round robin tournament to end the session. Events On Saturday, December 6, the Department of Parks and Recreation hosted its 9th annual Candy Cane Hunt at Bronson Park and City Hall. Children hunted for over 5,000 candy canes that were dispersed throughout the park by our great volunteers. We also had crafts and Santa inside City Hall during the event. Following the hunt, we drew names for the winners of 30 stockings and nine overstuffed Santa sacks full of gifts. This year was our largest as we had 538 children, 36 sponsors, and over 50 volunteers; all are new highs for this program! Parks Parks & Recreation Department hosted an informational meeting regarding the improvements for Woods Lake on December 10. About a dozen community members attended and provided input regarding the project. From the meeting, Parks & Recreation developed a list of immediate and long term list of action items. Parks & Recreation Director and Parks Manager have already addressed the immediate action items and provided information to the attendees of the December 10 meeting. In early December, Play Environments, Inc. began construction and installation on the new play equipment for the Springmount Park Playground. Construction involved the removal of existing play equipment, installation of new equipment, minor earthwork, and play surface installation. Staff have developed the first draft for a seasonal staff handbook for The Parks Manager is a member of an Ad Hoc Committee tasked with examining landscape options for the traffic island at S. Westnedge Ave. and S. Park. Existing diseased evergreen trees will need to be removed and a new landscape screen established for the surrounding neighborhood. Meetings for this committee will take place on January 15 and February 19 at Mayor s Riverfront Park s Community Room. In an effort to make the Parks and Recreation organization more efficient and retain staff, the Parks & Recreation Director and Parks Manager are examining the current staff schedules and identifying elements that currently impact those hours. Once the elements are identified and examined, solutions will be developed to improve scheduling. On December 4, Gazelle Sports and the Kalamazoo Area Runners hosted the Run through the Lights event in Bronson Park. It is an untimed, non-competitive fun run through the downtown area. 7

8 On December 5, Parks and Recreation hosted an internal staff chili competition during lunch. The purpose of this event was to build comradery, showcase talents, stimulate conversation, and enjoy culinary creations cooked by fellow coworkers. In early December, Parks & Recreation Director and Parks Manager met again with Community Development and Planning, Peoples Food Co-Op, and the Farmer s Market Advisory Board to discuss the future of market. Planning for the area will be developed into Phase I and Phase II. Phase I addresses immediate (short term) improvements to the Market while Phase II addresses long term improvements. Parks and Recreation continues to have a large number of dedicated volunteers who continue to keep the MLK park in tip top shape. On December 22, in coordination with City Parks Coordinator, Jane Kramer, Bobbi Jo Gamache, Jacob Weintraub, and clean-up organizer, Karen Chadwick removed 10 bags of random trash. Communication / Outreach Staff developed an on-line Family Fun Guide for the Parks and Recreation Winter-Spring season activities and events. The guide is expected to be up on the website by the second week of January. A bi-annual tri-fold mailer summarizing events/activities for the Winter/Spring & Summer/Fall timelines is planned for households with school-aged children (K-8) throughout the greater Kalamazoo area. Mailer volume is anticipated to be delivered to up to 5,000 households. Flyers for the Bronson Park Master Plan Public Input event and the Winter Jamboree were developed and posted on the website, Facebook and Google +. Work continues on the new mobile Parks and Recreation App. The App is ready to send to the App stores for approval. Final approval will take about 2 weeks. The App is expected to be ready for downloading by mid-january. Work continues with I.T. for changes to the website. We are changing the EVENTS section to include an events calendar for easy reference to upcoming events and activities. Staff has developed a Parks and Recreation Google + account. Since its launch, it has received 928 views, has 4 following and 3 in its circle. Google + allows Parks and Recreation to form relationships with communities and our focus communities include: Health News and Keeping Families Healthy. This tactic is in line with the rebranding goals of Parks and Recreation. Facebook likes have more than doubled in total likes YE 2013 and YE 2014 likes are 1,959. Public Services Engineering All federally funded road projects were completed in A few of the local street projects were moved to 2015 due to time constraints. 8

9 Environmental Services Staff prepared the final work plan to address the additional work required in response to EPA's July 11 letter. Specifically, the EPA letter requests that the Work Plan address the recommendations set forth by EPA in the second Five-Year Review. It also incorporates outcomes of a November meeting with EPA to discuss scope and the schedule of work. City staff conducted an Allied Site Stakeholders meeting with representatives from the City of Kalamazoo Environmental Concerns Committee, Kalamazoo River Cleanup Coalition, Edison Neighborhood, and Kalamazoo County Board of Commissioners. The purpose of the meeting was to get feedback from the stakeholder group on the new direction being taken by the city with respect to the Allied site that includes redevelopment of the site that would allow some time of passive recreational use as well as some type of commercial redevelopment. The plan must be approved and included in the current feasibility study. The feedback received at the meeting was generally positive with some expressing concern that EPA might not approve this new alternative. EPA, which must amend the current feasibility study, has indicated at past meetings that such an amendment would be approved if it had public support. The City will schedule a public meeting to be held in January to further receive public input and discuss the alternative approach to 'total removal' currently being considered by City staff. Wastewater A seven day Domestic Limits sampling event was performed December 8-15, as required for permit compliance. All Significant Industrial Users were inspected and sampled in 2014.Staff working on 2014 MDEQ Audit reply that is due 1/2/15. Meetings were arranged in December with Stryker Medical and Parker Hannifin to resolve issue in the 2014 MDEQ Audit. Final approval was obtained from MDEQ for local limits and Chapter 28 Pretreatment Program Ordinance revisions. Water The system passed the annual required water certification bacteriological and heavy metal suitability testing. Transportation Ridership The amount of passenger trips taken system-wide for the year 2014 from January through November showed a 2.21% increase in trips over the previous year for the same time period. There was a 2.33% system-wide increase in the number of rides taken per hour in 2014 through November compared with January through November of Metro Transit provided a bus to be used in two separate Stuff the Bus campaigns in December. The first was Held on December 6 with the radio station WKFR FM. This event benefitted the local Big Brothers/Big Sisters Organization. The second one was held on December with WIN 98.5 FM and benefitting the U.S. Marine Corps Toys for Tots program. A total of 3,737 toys were donated and $3,400 in cash to benefit Toys for Tots. 9

10 The Central County Transportation Authority has been meeting frequently to determine a public transit millage question to be placed before the voters. The millage question will be on either the May or August 2015 ballots. The original plan was to place the question before voters in May; however, the State-wide ballot initiative to increase the sales tax will also be on that ballot. 10