Strategic Planning Process

Departmental Objectives for

City Commission Goals and Priorities

(updated 10/12/04)

CITY COMMISSION GOAL

Economic Development: Promoting the economic development of Lawrence to provide varied work and business opportunities.

Administrative Services

• Continue to develop and implement long-term plan for recordkeeping and document retrieval, particularly tax abatement and IRB documents in support of City Commission and Public Incentive Review Committee.

Status: Fully executed ordinances and resolutions going back to 1989 have been electronically stored.  Minutes for City Commission meetings since 2000 are also available on the City’s website.

City Manager’s Office

• Schedule a study session on tax abatement.

Status:  A study session was held on December 10^th for the City Commission to discuss the tax abatement policy.  As a follow-up item to that study session, the Chamber provided a presentation on the use of incentives in the economic development process or “ED 101” at a study session in February, 2004.

• In partnership with the Lawrence Chamber of Commerce, provide information, assistance, and appropriate support to businesses interested in locating or expanding in Lawrence.

Status:   City staff is participating in tours of existing industrial companies.  Ongoing meetings regarding the Farmland property have included various staff members from the City Manager’s office. Additionally, staff is meeting with Chamber staff in order to appropriately present Chamber alternatives for Commission consideration.

• Market the Lawrence Municipal Airport to potential aviation-related businesses.

Status:  Minimum Standards for the airport have had public input opportunity and are scheduled to be on a November agenda for the City Commission to approve. T-hangars have two vacancies in the older building.

Finance

• Monitor revenues to determine trends and alert the City Commission to potential areas of concern.

Status: Presented City Commission with an analysis of second quarter revenues and expenditures during the City Commission meeting on August 24^th.   Assisted with the presentation of the projection of revenues and operating expenses of the water and sewer fund as part of the water and wastewater rate study.

• Bill in lieu of property tax payments on a timely and accurate basis.

Status: The next billing of in-lieu of payments will occur in November.

Fire & Medical

• Continue fire prevention and inspection efforts to reduce fire incidents in commercial occupancies.  Annual inspections of these occupancies reduce the number and severity of fire hazards, thereby reducing the frequency of incidents that could potential stop production and lay off of employees.

Status: Providing an initial review of building plans for new construction and for remodels to ensure compliance with Uniform Fire Code and Life Safety Code.  YTD 2004 the Prevention Division performed 182 building plan reviews (a 6.2% increase) and 94 site plan reviews. In addition we provide businesses with annual hazard inspections in an effort to identify hazards for the building owner.  Annual inspections of these occupancies reduce the number and severity of fire hazards, thereby reducing the frequency of incidents that could potentially effect production and layoff of employees. YTD 2004 the Operations Division performed 2127 business inspections

• Maintain the City’s ISO rating by providing appropriate staffing, training, equipment and water supply.

Status: Implementing 1995 Public Safety Plan and CIP as part of maintaining the current ISO Class 2 rating.  The City Commission approved the issuance of general obligation bonds in the amount of $5,000,000 for design and construction of Station No. 5 at 19^th and Stewart Ave (Resolution 6547).  Sabatini and Assoc. is in the process of completing the construction documents and anticipates the project going out to bid the first part of November.  In addition the City Commission has approved funding the design of Station No. 4 at 22^nd and Wakarusa.

Parks & Recreation

• Continue to develop quality programs and maintain existing facilities that improve the quality of life for our citizens, both existing and potential.

Status: Continuing to expand wide variety of new classes and events to program offerings; over 60 new programs have been offered this year.   Staff is continuing to solicit regional and national type events to facilities such as Indoor Aquatic Center, Eagle Bend Golf Course and Clinton Lake Softball Complex.  State and national level softball tournaments were held  at the CLSC, including Kansas High School 6-A Girls Championship, AFA National Girls Fast-Pitch Qualifying Tournament, AFA National Youth Fast-Pitch Tournament (with 125 teams) and USSSA National Qualifying Slow-Pitch Softball Tournament. Added new skate park on court area at Deerfield Pa rk. In September held the most successful Fall Arts and Crafts Festival in our 25 year history of the event.  We are now offering adult kickball and dodge ball to our sports leagues.

Public Works

• Continue to develop quality transportation and infrastructure networks that improve the quality of life for our citizens, both existing and potential.

Status: Major infrastructure projects completed:  31^st & Nieder, 6^th & Kasold, 11^th Street, 31^st & Iowa, N. Michigan; Wakarusa, Overland, and Congressional Drive north of 6^th. Drainage improvement projects:  The final phase of the 21^st and Barker project, box culverts at 19^th and Learnard, will be completed this fall. The 13^th and Oregon stream daylighting project started in February and will be completed this spring. The 15^th and Lawrence Avenue streambank stabilization project is scheduled for construction to begin early next year. The 23^rd and Haskell water quality basin is scheduled for construction early next year.  Major streets in various stages of development: [bid and/or under construction]:  O’Connell Road (23^rd to 31^st).  West 6^th Street  (Wakarua to the SLT), Folks Road (6^th to Harvard); George Williams Way (6^th to Harvard).  [design stage]: Peterson Road (Kasold to Monterey Way); Monterey Way (north and south);.  Maintenance  projects for 2004:  Overlay Program Phase I is complete; KLINK Project – 6^th Street (Arizona to Arkansas) is complete; Concrete repair program is under contract.  Traffic Calming projects:  19^th and Barker construction is complete; Harvard Road, between Monterey Way and Wakarusa, is in the design stage 

Utilities

• Provide water and wastewater services at reasonable cost for residential and commercial customers, optimizing operations and maintenance efforts.

Status:  Proposals being considered to upgrade three older lift stations.  Black & Veatch will complete the new rate study which will consider rate structure for water and wastewater and provide different options based on user categories. Staff provided general information to Black and Veatch. Preliminary revenue projections were provided to Management staff during April and a meeting was held with B&V to review the data. A meeting was completed February 11, 2004 with the City Commission to consider the rate study and other issues. Additional meetings and information were provided at Study Sessions and Commission meetings. The Commission is still reviewing the rate charges and approved ordinances for the System Development charges and septage charges. Water production through September 2004:  3,106,379,000, gallons is 014.4% lower than 2003.  The chemical cost for Kaw is $.127 per 1000 gallons and Clinton is $.106 per 1000 gallons.  2003 cost was $0.13 and $.12 respectively.  The overall unit chemical cost is lower than 2003 to date The YTD expenditures with 75% of the year complete as of 9/30/2004:   The YTD expenditures of the Administration and Quality Control Divisions O/M budget for 2004: Administration – 56%; Quality Control – 66%. The YTD expenditures of the Water Utility O/M budget for 2004:  Kaw – 55%; Clinton – 55%; Distribution – 64%. The YTD expenditures of the Wastewater Utility O/M budget for 2004: WWTP – 78%; Sanitary Sewer -64%. Continue with preventative maintenance activities at each plant and in the distribution/ collection system.  Lift station and WWTP control and monitoring integration is underway with six lift stations complete and additional work ongoing on the other stations. In 2004, the Distribution Division will continue to evaluate expenditures for water distribution maintenance and repair and identify areas of possible reduction such as fuel, equipment and maintenance expenses.

CITY COMMISSION GOAL

Planned Growth: Encouraging growth that protects our environment, neighborhoods, and cultural features while benefiting all of our citizens.

City Manager’s Office

• Implement City Commission direction regarding Adequate Public Facility policy in a clear, user-friendly manner to potential developers of residential, commercial, and/or industrial property.

Status:  Staff has completed an RFP for interested parties to submit proposals to complete a study designed to determine the actual/projected public costs and benefits associated with current and projected growth of the Lawrence community within a projected five-year time horizon.  The study will be used by the Public Improvements Task Force to make recommendations to the City Commission regarding an appropriate public cost allocation model.  Proposal responses are under review.

Finance

• Issue debt as needed to fund required infrastructure projects for future development.

Status:  The Finance Department closed on the fall debt issuance on September 27^th.  General obligation bonds in the amount of $10,600,000 and a second in the amount of $1,600,000 were issued. A temporary note in the amount of $15,745,000 was issued to finance capital projects.

Fire/Medical

• Station 5 will be constructed during FY 2005 to assist in meeting necessary response times as outlined in NFPA standards and approved by City Commissioners in response to current and future growth trends.

Status:  Implementation of the department’s facilities plan which includes the construction of Station No. 5 (19^th and Stewart) and the relocation of Station No. 4 to 22^nd and Wakarusa to assist in meeting the necessary response times as outlined in NFPA 1710 Standards. A contract has been awarded to Sabatini and Associates Architects for design and construction of Station No. 5.  Construction is to begin January 2005 with estimated completion January 2006. In addition a design contract has been awarded to Sabatini and Associates Architects for the design of Station No. 4.

• Continue active plan review process, to include site plans and building plans, ensuring that new sites provide adequate access and infrastructure to support fire protection and suppression efforts, as well as adherence to fire codes.

Status: YTD 2004 the Prevention Division performed 182 building plan reviews and 94 site plan reviews.

Information Systems

• Continue expansion and refinement of Geographic Information System in support of Planning, Utilities, and Public Works Departments.

Status:  GIS continues to be an important tool for infrastructure planning in these departments.  GIS has now further expanded and is used by all but one department.

• Utilize GIS infrastructure resources for GASB financial reporting requirements.

Status:  Information contained in the GIS is being used to report infrastructure data to meet GASB requirements.  This goal has been met unless the Finance department requires additional information in the future.

• Update and add new planimetric data and aerial photography to the GIS system.

Status:  Updated aerial photography, planimetric data and contours have been received from M.J. Harden, Inc. and installed on the City GIS system.

• Implement GIS Internet mapping service to more easily share GIS information.

Status: An agreement with the Data Access Support Center (DASC) at the Kansas Geological Survey was made to web host City of Lawrence GIS data.  Aerial photography, street centerline, parks, plats, parcels and other data are now available for viewing as part of the City’s Egov website offerings.  The most recent addition to the GIS data has been the ability to display areas where certified special assessments and pending special assessments are applicable.

Legal Services

• Continue to provide innovative legal services in support of planned growth, as related to City laws governing development, zoning, etc.

Status: Ongoing staff effort in this area, including the following improvement projects: legal and management support for implementation of development policy; legal support for innovative planned growth initiatives, such as deferred special assessments report, sign code improvements, area annexation proposals for O’Connell Road and possibly Miller/Wells acres area.

Neighborhood Resources

• Revise the Sign Code to a more user-friendly version to include graphics and tables that will provide direction to staff and the public regarding appropriate signage throughout the community and the downtown district.

Status:  A revised draft is awaiting review by the Legal Services department.

• Revise the trade contractor ordinance to ensure that planned growth in the community is completed by appropriately licensed and certified trade contractors.  The revision will also ensure citizens in the commercial and residential districts are protected by appropriate provisions that provide licensing, insurance requirements and contractor accountability.

Status: Staff is making final revisions to the trade licensing ordinance.  This ordinance will be submitted along with the proposed contractor licensing ordinance.  The contractor licensing Draft ordinance is currently in review by the Legal Department.   An update of the proposed contractor regulations will be provided to the LHBA at their regular meeting October 21, 2004.     

• In conjunction with the Planning Department, develop a brochure/pamphlet providing “the process” to secure specific permits and approvals as required for projects in the community.  Examples may include site plan approval, lot splits, historic preservation reviews, flood plain permits, annexation, rezoning, platting, comprehensive plan review, building permits, sign permits, and demolition permits.

Status:  Flow charts describing the various processes are viewable online via the Neighborhood Resources Department website.

Parks & Recreation

• Continue to provide good stewardship of public lands, working toward protecting natural resources and the sensitive areas of our environment.

Status: Began development of the four acre site in Stonegate III area; completed Clinton Lake Master Plan to help preserve open space, wildlife habitat and unique vistas and working with planners to encourage developers to dedicate trail easements for future  neighborhood connections to parks.

• Utilize professional park planning to forecast and anticipate growth patterns in order to provide for future parks before development occurs.

Status: Completed long-term master plan for the 1612 acre regional park at Clinton Lake, including adding 97 acres to the lease with the Corp of Engineers, and working with the Sesquicentennial Commission for fund-raising for Sesquicentennial Point. Have a contract to begin a master plan this fall for the 40 acre greenbelt park east of Langston Hughes Elementary School. Began development of a 15 acre Rotary Arboretum; received $25,000 contribution from local Rotary Clubs. 

• Continue to work with other existing master plans (Utilities, Stormwater, etc.) and departments (Planning, Public Works) to coordinate programs, operations, and maintenance efforts.

Status:  Attended study session regarding Water/Wastewater Master Plans; staff is following UGA expansion issue and potential impacts to parks system.

Planning

• Promote compatible development by providing direction to coordinate new development and redevelopment projects with the planned timing and extension of city services and infrastructure with the end goal of supporting balanced growth and enhancing the unique character of the community.

Status:  The City Commission received the Adequate Public Facilities report.  A Mayor’s task force is currently exploring this issue.  See updated status below.

• Review projects based on adopted Adequate Public Facilities standards, a tool to implement the community’s goals in HORIZON 2020, and the City Commission’s policy objectives.

Status:   The PITF has developed a White Paper to identify issues discussed and the progression of the committee in studying the issues.  Their next meeting is June 1^st where the task force will look at a revision to the White Paper, an outline of a PowerPoint Document for posting on the city website, and a more detailed report on consultant services.

• Design a development code that integrates zoning and subdivision regulations, another tool to implement the goals and policies in HORIZON 2020 regarding new development, in-fill development, and environmentally sensitive development.

Status: The City Commission returned to the Planning Commission eleven major changes to the draft Development Code, along with an errors and omissions table of changes, for public hearing by the Planning Commission on November 17^th.  [Additional zoning map changes will be considered at a public hearing on December 15^th.] Along with the major changes to the Development Code, the Commission referred to the Planning Commission a draft KU/City Agreement on land use practices for the Primary Campus of KU.  Details of this Agreement, when adopted, necessitate one of the 11 major changes to the draft Development Code.

Public Transit

• Continue efforts to influence planning process so public transportation is considered in all site and development plans and infrastructure improvements.

Status:  The Public Transit Administrator (PTA) attends site plan review meetings on a regular basis, works with developers, and participates in public meetings being held by the Planning Department.  PTA serves on the Planning Department’s Technical Advisory Committee and is a partner in the Unified Planning Work Program.  Additionally, ongoing work is taking place with Public Works (Traffic Engineering and Street Divisions) and Utilities Departments to coordinate public infrastructure improvements with transit projects.

Public Works

• Continue to provide quality, timely review of submitted development proposals and stormwater management proposals in order to assure planned growth.

Status:  The Engineering Division (City Engineer, Stormwater Engineer, and Traffic Engineer) reviews all development proposals to ensure planned development is consistent with current requirements.  These are on-going efforts for the department.  The Assistant City Engineer has been temporarily removed from the plan review process to focus more energy on pavement evaluation.  All reviews are completed within two weeks of submittal.  Engineering Division has worked with neighborhoods on various traffic calming plans.   Policies established: Bike lane requirements and Speed Hump policy.  The Traffic Impact Study requirements have been adopted by the City Commission.  A Traffic Calming Policy is adopted.  The North Lawrence Drainage Study is underway, with a projected completion in summer 2005. This study will outline a long-range plan for stormwater management, with specific focus on flood control for existing homes, system maintenance planning and standards for development north to the county line.

• Provide appropriate inspection of all public and private infrastructure projects.

Status:  Quality, timely, and appropriate inspections for infrastructure are on-going responsibilities for the Engineering Division.  Four engineering inspectors completed training with KDOT LPA / ACI programs over the winter.  Staff provided inspection on State project at 6^th and Kasold, is currently working on the O’Connell Road project and plans to inspect the 7^th and Kentucky improvements.

• Utilize education and outreach activities by both waste reduction/recycling and stormwater divisions to educate public and developers regarding beneficial re-use options, NPDES compliance, and other regulatory issues related to growth and development.

Status:  The Engineering Division continues to implement the 2001 stormwater pollution prevention ordinance. This work includes plan review and field inspection of construction activities, and repeated contact with individual homebuilders. Enforcement actions are coordinated with the Neighborhood Resources Department. In April 2004, the Stormwater Division and the Waste Reduction and Recycling Division joined forces to bring Lawrence the largest Earth Day celebration to date.  A parade down Massachusetts Street kicked off the event which took place in South Park. This year’s Earth Day celebration included a water festival titled ‘April Showers to Water Towers’ which focused on water quality and pollution prevention. The event was partially funded with $2,500 in grants from outside agencies. 

Utilities

• Complete Master Plan and obtain City Commission endorsement and permission to follow up with rate study.  Complete rate study to incorporate Master Plan recommended CIP into rate structure that will provide adequate revenue to fund projects according to schedule.  Status:  Master plan completed and adopted by CC. Rate Study competed. Awaiting CC approval with effective date of January 2005.
• Assist in completion of Adequate Public Facilities policy and follow up with revised Development Policy.

Status:  Awaiting direction on Adequate Public Facilities policy and revised Development Policy. Staff has met with the City Manager’s Office and Public Works to provide formal comments to the previous version of the Development Financing Policy.  Staff has also attended several meetings of the Public Improvements Task Force (PITF) to gather knowledge of the topics.  Finally, a meeting was held with a representative from the City of Olathe to understand Olathe’s policies concerning development financing.

CITY COMMISSION GOAL

Community Building: Creating social capital and celebrating our heritage.

Administrative Services

• Provide continued support for the concept of inclusiveness, the value of diversity, and recognition of the contributions of all our employees.

Status:  The 2004 Diversity Training for City Staff titled “The Generation Mix” was held in February and March.  The training objectives included identifying and discussing the four different generations in our workplace (customers and co-workers) to better understand how socio-historical events influenced each generation; and to encourage and enable all of us to draw on each persons unique skills, perspectives, and values.

City Manager’s Office

• Provide continued support for Heritage Area Development Plan.

Status: City Manager met with Rep. Moore and Ryun in March at the National League of Cities meeting.

• Provide support to opportunities for community building.

Status: Aviation Advisory Board and City staff staged a successful celebration of the airport’s 75^th anniversary in August.

Human Relations/Human Resources

• Provide continued support for the concept of inclusiveness, the value of diversity, and recognition of the contributions of all our citizens.

Status:  The Martin Luther King, Jr. Celebration was conducted on January 17 – 19, 2004. The event was well attended.  Guest speakers for this year’s event included Mark Mangino, KU football coach, and Lisa Miree, Miss Black USA.  A leadership seminar for the Utilities Department was conducted in November, 2003. The Department is currently engaged in an expanded community outreach effort.

• Continue to provide appropriate training for City staff, the business community, and other agencies in areas such as Equal Opportunity Law, mediation training, dispute resolution, etc.

Status:  A Core Mediation Training course  was conducted on March 9 – 11, 2004. Fair Housing seminars were conducted  on April 23 & 24, 2004. The Equal Opportunity Law Update Seminar (Oct. 2004) is scheduled for October 26 & 27, 2004. Partnership Initiative funds have been requested and approved by HUD to provide accessibility compliance support for local housing providers.

Parks & Recreation

o Provide opportunity for wide-range community input and support of the master plan for the leased area adjacent to Clinton Lake, including input from the Sesquicentennial Commission for a public commemoration of the City’s sesquicentennial.

Status:  Working with the Sesquicentennial Commission for fund raising for Sesquicentennial Point. 

o Continue to organize community events and festivals which celebrate our diverse heritage.

Status: Several staff members were directly involved in planning and organizing the successful 150th birthday celebration in Lawrence including a Chautauqua in South Park, Sept. 18^th parade and time capsule burial at Sesquicentennial Point on Sept. 19th. Staff is involving the Parks and Recreation Advisory Board where possible.  Developed partnerships with Haskell Indian Nations University, Downtown Lawrence Association, Sport to Sport, Free State Farms and Douglas County Historical Society. Worked with DLA to promote additional flower plantings in downtown.  This year became promise partner with Douglas County Promise organization to emphasize services to youth and partnered with Bert Nash for a 5-K run and Coach Bill Self for a golf tournament to help our youth scholarship program. 

Planning

• Provide continued support for Heritage Area Development Plan

Status:  Planning, through the Historic Preservation effort, provides support for the Commission’s action in regard to this goal. This is an on-going practice. No fourth quarter work has been directed toward this effort.

Public Works

• Provide support to opportunities for community building and participate where feasible and appropriate. 

Status:  Operational staff is involved in the preparation and culmination of various community events (e.g., festivals, downtown functions, parades) by providing barricades, signage, etc.  Building and Structures staff dedicated significant resources to the 75^th Anniversary ceremonies at the Lawrence Municipal Airport.  Waste Reduction and Recycling participated in the Sesquicentennial Parade and following exhibition at South Park, focusing on awareness of recycling activities, household hazardous waste and mercury awareness.

CITY COMMISSION GOAL

Environmental Issues: Integrating the environment into our decisions as we work towards a sustainable city.

City Manager’s Office

• Assure compliance with all federal, state, and local regulations pertaining to environment.  Encourage innovative measures to increase sustainability efforts within City departments.

Status:  City Manager’s office is participating in discussions with Kansas Water Office regarding allocation issues from Clinton Reservoir. Operations within the City organization continue to be compliant with appropriate regulations.

Fire & Medical

• Assimilate new role of domestic defenders into preparedness and response capabilities and operations to include all types of hazardous material incidents including Weapons of Mass Destruction responses.

Status:  Implement the regional response plans that have been jointly developed by Douglas County Emergency Management, Lawrence-Douglas County Health Department and Lawrence-Douglas County Fire Medical.  These plans identify the fire services role as first responders as domestic defenders.  In addition we will continue to apply for federal grants in an attempt to obtain state-of-the-art equipment for hazardous materials and weapons of mass destruction response.  . Douglas County received $325,949 in 2003 grants and we are currently reviewing 2004 grant funding in the amount of $424,022 toward fire service response and $145,486 toward law enforcement response capabilities.  Twenty-four members of the department received Hazardous Materials Technician certification through a program offered by the International Association of Fire Fighters (IAFF). The 2005 Federal Government grants have not been allocates as of this update.

Information Systems

• Utilize E-gov solutions in part to reduce paper and printing requirements when transacting City business functions.  Projects include online utility billing, online recreation class enrollment, City employee intranet, internet mapping, web-based agenda, online job application, construction permits and inspection online, and information kiosks for Lawrence citizens.

Status: Utility Billing online has been available since June 2003 and allows citizens to view current and past utility bill information.   Online recreation class enrollment was launched on August 3, 2003 to permit citizens to enroll in recreation classes and make payments online.  An initial rollout of the employee intranet is being used to provide information to employees and continues to be refined. An Internet mapping site has been developed by the KU Data Access and Support Center (DASC) and now hosts selected City GIS information that is accessible from the City’s website.  The online building permits and inspections system has been installed and was launched on the City website in early February 2004.  Online job application software from several potential vendors is currently being reviewed and scheduled for purchase in the fourth quarter of 2004.

Parks & Recreation

• Continue working with other departments, neighborhoods, and commercial entities to develop/maintain parks as natural buffers to improve water quality, serve as storm retention facilities and help improve air quality.

Status: Working with Kansas Wildlife and Parks Dept. to improve fishing opportunities at Mary’s Lake and the Pat Dawson Billings Nature Area. 

• Maintain pesticide free parks and responsible application practices for pesticides and herbicides in other park areas.

Status:  Ongoing staff effort in this area.

• Maximize parks, urban forestry systems and Nature Center as environmental public education facilities.

Status: Lawrence has been designated as a Tree City USA for 26 years. Completed eagle sanctuary area at the Prairie Park Nature Center and cared for both a rehabilitated Bald Eagle and Golden Eagle for display and use in educational programs.

Public Works

• NPDES Phase II stormwater regulation compliance activities will include public education, public involvement in prevention, detection and elimination of pollutant sources, management of construction site pollution, development review for environmental impact, and training of city employees on pollution prevention.

Status:  The Stormwater Division continues to implement all phases of this program. The Stormwater Quality Technician monitors construction sites, responds to pollution reports and manages public education activities. Engineering inspectors assist with construction site management, the Waste Reduction and Recycling Division provides public education support, and the Street Maintenance Division operates the street sweeping program. All aspects of the Phase II permit will be in place prior to the 2008 target date established by the EPA.   

• Complete Phase I of compost site on 11^th Street.

Status:  The compost site opened for use March 1 of 2004.  Plans are underway for an on-site pole barn to house composting equipment.

• Implement city-wide commercial office waste paper program.

Status:  The city-wide program is now a fully operational service which includes 57 pick up locations weekly, serving 122 businesses. 

• Implement preferred container program for collection of compostable materials.

Status: A public education campaign to inform the community of the discontinuance of plastic bags for yard waste is currently underway.  Plastic bags will no longer be allowed for yard waste use in 2005.

• Expand Environmental Procurement Policy to include expansion of alternative fuel vehicle pilot program, increased use of recycled construction materials, use of energy efficient lighting, and promotion of “green” construction practices.

Status:  Pilot program is in place for alternative fuel vehicles with 3 hybrids and 16 flex fuel vehicles in the City fleet. We continue to evaluate and track hybrid technology as well as alternative fuel development, with the goal of making the fleet as environmentally friendly as is feasible and practical.  The Fleet Manager is evaluating the new hybrid trucks / utility vehicles.

• Increase accessibility and usability of Household Hazardous Waste program.

Status:  The facility is now available by appointment generally Monday through Saturday.  Over 1,400 customers were served by appointment in 2003 and 1697 customers have been served so far in 2004, plus 225 participants have utilized the Product Reuse program.

Utilities

• Complete construction of Kaw Water Treatment Plant Lime Residuals facilities and final operational plan for long-term disposal of lime residuals.

Status:  Final start up is complete on this project.  Compliance for the NPDES permit is ongoing.  Applications for the monofil permit at the Waste Water Treatment Plant have been sent to the appropriate agencies.  Lime Residuals project is complete and dealing with warranty issues.

• Continue development of source water and watershed protection planning.

Status: The Watershed Restoration and Protection Strategy Core Working Group is now in the process of forming an Upper Wakarusa WRAPS Advisory Committee (UWAC).   The Core Group will continue to function as the main work group.  The UWAC will be comprised of central stakeholders and interested parties perhaps including landowners.  An initial UWAC "invitational" is planned in the fall.

• Evaluate water quality parameters and present/future regulations to provide appropriate planning for changes in the operation and capital improvements to meet future regulations.

Status:  The Consumer Confidence Report was mailed out with the water bills to the customer in June to meet the July 1^st deadline.  The Department of Utilities continues to be in compliance with all pertinent regulations. Staff is coordinating efforts with HINU and PR to improve the Wakarusa lift station appearance. Application of odor control chemicals to migrate odors is currently taking place on a trial basis upstream of the station.

• Continued improvement of biosolids reuse program.

Status: Development of an Environmental Management System for the program is moving along with anticipation of approval/review by the National Biosolids Partnership and third party audit in spring 2005. Addition of a cover for the biosolids storage is currently open for bids and should start construction late 2004. The addition of this will to drastically decrease the amount of rain water entering them which will decrease the cost of removal and land application and the increase the quality of the material.

CITY COMMISSION GOAL

Neighborhood Planning: Improving the livability of all Lawrence neighborhoods.

City Manager’s Office

• Continue dialogue with various neighborhood organizations re: livability issues, specifically as relates to Rental Registration/Inspection Program.  Develop measurement of Program’s impact on livability.

Status: Responding to ongoing requests for information and maintaining dialogue with neighborhoods in relationship to complaint tracking.  Providing periodic inspection result updates to neighborhoods regarding Rental Inspection and Zoning Code Enforcement programs.  Staff is studying infill development and property tax increment opportunities.

Fire & Medical

• Continue multi-family and congregate residence inspection program to educate tenants on fire safety practices and inform tenants and landlords of their responsibilities regarding fire safety appliances in apartments.

Status: Continuing to establish a “fire safe” rapport as part of our multi-family inspection program to educate tenants and landlords on fire safety practices (including exit drills in the home and the importance of smoke and carbon monoxide alarms).  YTD 2004, the Operations Division conducted 833 multi-family inspections.

• Continue to provide all hazard safety education for all neighborhood schools.

Status: YTD 2004, Operations Division members conducted 26 school education programs.

Information Systems

• Install and configure new Building Permit System for Neighborhood Resources Department.

Status:  A new building permit system has been installed and is operational.

• Replace and update network infrastructure components to maintain continual network uptime and to increase network performance as support measure for all departments involved in improving the livability of Lawrence.

Status:  Two critical ISDN routers in City Hall that connect city computer facilities to all outlying facilities have been replaced with a new Cisco router.  This new router also expands to accommodate additional facilities as the need arises.  A new tape backup system has also been installed that has significantly shortened the data backup time of the City’s computer servers.  Additionally the new backup system has proven to be much more reliable than the replaced system.

Legal Services

• Continue to enhance livability by the effective prosecution and fair adjudication of City laws impacting our community.

Status:  Ongoing staff effort in this area, including review of possible additional efforts for fine collection activities.

Neighborhood Resources

• Evaluate the Rental Housing Inspection Program to ensure the program is meeting the objective of improving the livability of all Lawrence neighborhoods.

Status:  This program receives rental applications on a regular basis, in addition new rental units are identified by use of an automated program aimed at identifying rental units in single-family zoning districts.  Numerous code violations have been identified and corrected since the inception of the program, thus improving the safety and livability of Lawrence neighborhoods.  

Parks & Recreation

• Increase networking capabilities with other departments in efforts to upgrade existing neighborhood parks and facilities.

Status:  Mark Hecker and Ernie Shaw now attending bi-weekly operations meeting with other department to coordinate/discuss projects, programs, etc. Implemented agreement with Douglas County for shared maintenance of Broken Arrow Park (city-county park).

• Continue maximizing opportunities to link neighborhood parks with walking and hiking trails, enhancement of public landscaping, renovation of playgrounds and expansion of open space.

Status:  Ongoing staff effort in this area, including working with the Neighborhood Resources Dept. and neighborhood associations to help improve both Brook Creek and Clinton Park. Staff is also working with neighborhood associations to landscape roundabout at 19^th and Barker. Landscape plan finalized for Haskell Indian Nations University cemetery area with City and HINU cooperation.

• Continue street tree program as part of the development process.

Status: Have installed over 1200 trees since program inception in 2003. Adjusted fees after review of street tree ordinance. In October bid trees for planting in 2005.

Planning

• Complete County-wide Historic Preservation Plan with goals and objectives that can seamlessly address the city and county’s built heritage and the preservation/conservation of these resources.

Status:    The Historic Resources Commission approved the revised Preservation Plan on May 20^th.  The Plan will be placed on future City and County Commission agendas for receipt. The only action required by City or County Commissions is initiation of the Executive Summary as an amendment to Horizon 2020. The City, County and Planning Commissions have each received a presentation on this document.

• Propose amendment to the City/County Comprehensive Land Use Plan, Horizon 2020, to include policies and goals that address Historic Preservation and Heritage issues at both city and county-wide levels.

Status:  The Executive Summary portion of the Comprehensive Plan was written with the intent that it be a revision to Chapter 7 in Horizon 2020.  At the August 11^th mid-month meeting of the Planning Commission, the executive summary of the Comprehensive Historic Preservation Plan was presented as the tool for rewriting the Historic Resources Chapter (11) of Horizon 2020. The Planning Commission forwarded this work to the Comprehensive Plans Committee (CPC) for their review and recommendation.  Staff met with the CPC in September on the necessary revisions to Chapter 11.

• Develop specific zoning and subdivision regulations that take into consideration established neighborhood character, compatibility of design issues for in-fill development, and public review of large institutional buffer areas. 

Status: The Zoning Ordinance is on scheduled to be adopted and take effect by January 24, 2005.  The joint City/County Subdivision Regulations have been on the planning website for a month for public review. Three public listening sessions will be held in October. A joint City/County/Planning Commission meeting is scheduled for November 11^th.   The Subdivision Regulations provide additional street standards and alley standards to be more consistent with in-fill development projects. Sidewalk standards have also been modified to require sidewalks along both sides of a local street which is consistent with development in the central city and new urbanism thinking.

Police

• Utilize additional staffing, equipment, and improved technology in efforts to work with citizens to improve the livability of all Lawrence neighborhoods.

Status: Mobile data computer development and installation planning continues for the final six vehicles.  Purchases have been done in stages and have required a multi-year funding plan to complete the project.  A new handheld technology that integrates the mobile data system to a less expensive alternative is in trial mode with possible implementation for the investigations division.  This would permit more innovative uses, for example the bike patrol officers, to access the mobile data system from their bicycles.  It should be noted that the mobile data system has been so successful that it is now suffering from failures because of the large number of units accessing it during major fire or major law enforcement events.  This situation will not be rectified easily as it requires an additional radio channel which is not available.  The digital imaging system continues to be improved with an addition of a scanning system at the ITC.  The paperless system is now integrated with the District Attorney’s office.  We continue two projects to improve the data quality from the CAD system.  First, and perhaps the most important project has been the standardized call classification system.  The use of the CAD is limited by the quality of data entered by the dispatcher as to the nature of the call.  After months of discussion and negotiation a standardized classification system has been approved that meets the needs of police, sheriff, and fire/medical.  Coupled with the ability to report a standardized disposition of the event through the mobile data system, we anticipate an excellent base line in 2005 for evaluating calls for service.  The second development is the project to capture self-initiated activity by officers that is not reported by radio contact.  We continue to manually record these data and are devising ways in which to enter the data into the CAD system more efficiently.  This project is ongoing.

• Continue dialogue with neighborhood groups regarding departmental responsiveness to calls for service.

Status:  Complaints concerning parking, noise issues, and minor thefts continue to drive neighborhood demands for service.  We have utilized the web based crime statistics model to provide access to Uniform Crime reporting data for individuals or neighborhood groups. And we continue to work to prioritize our call response while providing adequate resources for serious crimes and complaints in our community.  A reorganization of our Crime Analysis Unit is underway to provide additional statistical modeling of activities in Lawrence for use at the command level.  This statistical modeling may assist in prioritizing and directing police resources.

Public Transit

• Place passenger amenities such as shelters, benches, and signage in order to increase comfort level of passengers, new and existing.

Status: Site plans being developed on 14 additional shelters.  Route Sign Master Plan completed.  Meeting scheduled with FTA to discuss transfer station and maintenance facility options.  Bus cut out denied by KDOT – reworked, approved and will be bid out with 14 shelters.

Public Works

• Patch potholes within 48 hours of calls.

Status: Pothole repair is an ongoing activity.  New equipment allows for hot asphalt placement for more permanent pothole repair in cold weather. 

• Increase frequency of street sweeping.

Status:  If all three units are operational, we are running the sweepers each work day as weather conditions permit.

• Clean/reconstruct catch basins, drainage systems.

Status:  The stormwater maintenance crew continues to focus on catch basin replacement and continual debris removal. Channel re-grading projects are scheduled for cold weather periods. A CDBG project to improve drainage on Funston Avenue in North Lawrence has been completed. 

• Complete annual sidewalk program.

Status:  2003 Sidewalk Repair Program was completed.  The 2004 program has been suspended due to funding shortfalls in the Gas Tax Fund.

• Maintain integrity of levee and stormwater pumping capacity to protect North Lawrence.

Status: The annual levee inspection for 2004 was conducted in September and completed successfully.  Two major projects in planning stage: Maple Street lift station (short-term project) and underpass pump systems (long-term project).

• Implement stormwater CIP plan.

Status:  The 21^st and Barker project and the 13^th and Oregon project will both be completed this year. This brings the total to 12 completed projects from the list of 41 recommended in 1996. The next major project is anticipated to start construction in 2006.

• Assist neighborhood organizations with neighborhood clean ups and street sweeping efforts

Status:  Alley clean-up and neighborhood events such as North Lawrence and Pinckney have been conducted in 2004.  Significant departmental efforts are focused on managing move-in, move-out wastes during the turnover of rental units (May/June and July / August) and return of students to campus housing.

Utilities

• Continue annual water distribution improvements to upgrade neighborhood waterlines and eliminate “red water” calls.  Evaluate needs with respect to pipe age, fire protection capabilities, and water quality concerns.

Status:  The Water Treatment Manager at the Kaw Plant continues to run semi-annual corrosion studies on the distribution system.  The latest study ended on May 26, 2004.  The 2003 waterline improvement projects were completed, including E. 17^th Street (NH to Barker), Rhode Island (15^th to 17^th), 8^th Street (Ky. to NH), and Haskell (Lynn to E. 19^th St.) and Jayhawk Blvd.  RFP’s for the design of 2004 waterline improvement projects were sent out, reviewed and engineers selected by staff.  The design has started and staff anticipates construction bids in spring of 2004. Bids have been accepted on the 2004 waterline projects and all projects have been awarded and contract is underway. Replacement of the water lines on New Jersey, from 11^th to 14^th will be especially effective in reducing "red water" calls from that area. Replacement of the water lines on 10^th and 11^th streets in the downtown area will continue the goal of upgrading the water distribution system in the core downtown area. In addition, projects on 9^th street, Rockledge to Schwarz RD and in the vicinity of Barker and Pawnee will improve reliability and fire protection. The 2004 water line replacement projects are at approximately ninety percent completion.  To improve the reliability and fire protection in the area, water lines were replaced in 2004 by city crews on Nebraska St., Dakota St., and the 2300 block of Vermont, and Moundview Dr., from Rockledge to Crestline. Moundview Dr., from Crestline to Century Dr., will be replaced by City crews in 2004. Selected areas of North Lawrence with undersized water lines will also be replaced by City crews in 2004.  The following water lines have been replaced in north Lawrence, N. 4^th street from Elm to Walnut & Maiden Ln. from 3^rd to 4^th.

• Continue maintenance of sanitary sewer collection system, including line cleaning and manhole inspection to reduce the number of system backups.

Status:  Implementation of revised CIP to include continued efforts for rehabilitation of aging lines and manholes within the system for 2004 at same level of effort as in previous years.  

• Continue maintenance of water distribution system, including system flushing, cross connection control inspection, and adequate system pressures for fire fighting purposes.

Status:  Staff has developed a policy for addressing issues with one aspect of the existing cross connection control program; this is currently in the review phase. The distribution system flushing program continues to concentrate on preventing possible water quality concerns in new subdivisions and service areas that are served by dead-end water distribution lines, distribution system flushing continues and monthly reports are filed.

• Implement a water quality control program in the distribution system that provides increased monitoring and response to detect areas of vulnerability with respect to changes in water quality.

Status:  Samples are currently being obtained at strategic locations in the distribution system on a daily basis.  Water quality information gathered from the testing of these samples provides a database that will be used to analyze the results and correlate with other distribution system data.  Additionally, staff has checked into other potential monitoring applications that are being used in the water industry.

CITY COMMISSION GOAL

Downtown Development: Protecting the integrity of downtown while maintaining it as a unique community resource.

City Manager’s Office

• Research options for dealing with “atmosphere” issues that may be affected by a proliferation of drinking establishments in the C-3 zoning area, as well as any opportunities to strengthen retail activity in the area.

Status: A preliminary report has been provided for the City Commission.  A study session was held in February to review additional staff research on this topic.

• Present Downtown Infrastructure Master Plan for CC consideration, to include infrastructure improvements to alleys, waterlines, etc.

Status:  A short-range plan document has been developed in coordination with Public Works, Parks & Recreation, and Utilities departments.  Downtown Waterline Improvements – preliminary report from consultant under staff review.

• Study “rebate” option for Historic District buildings.  Coordinate research with Downtown Lawrence Association.

Status:  Currently under staff review.

Fire & Medical

• Continue focus on downtown area in operations of Night Consultant Program, which routinely checks occupancy, exiting and life safety appliances in downtown structures at night, thus protecting patrons of these businesses.

Status:  Provide life safety checks of all life hazard occupancies in the downtown area.  These inspections are conducted by members of our Night Consultant program.  Routine inspections during high occupancy time frames are made to check occupant loads, exiting and life safety requirements thus protecting patrons of these businesses.  Our night consultants conducted 833 life safety inspections YTD 2004.  We are currently developing a response plan to the Public and Work Place Smoking Restriction Ordinance.

• Continue annual inspections of all downtown businesses to identify and correct fire hazards, thus preserving the historic and unique structures of this community resource.

Status: Provide annual hazard inspections of all downtown businesses to identify and correct fire hazards, thus preserving the historic and unique structures of this community. 100% of all downtown business is inspected annually.

Parks & Recreation

• Protect investment in downtown infrastructure by adequately maintaining parks, public buildings, streetscape and landscaped parking lots.

Status: Adding landscaping as funds are available. Staff is coordinating landscaping efforts with Downtown Lawrence Association to make a special effort to increase annual color in the planters along Mass. St.  Staff has contracted the painting of light poles, brick sidewalk repair, parking lot erosion controls and installed bike racks in the downtown area. Designed and continue to implement a master landscape plan for South Park.

• Continue to offer programs to attract people to the downtown area.

Status:  Brown Bag Concert series at 9^th and Mass., traditional Wednesday Night Band Concerts and Movies in the Park in South Park beginning for summer. Continuing special events such as Art in the Park and Fall Arts and Crafts Festival downtown. Cooperating with Sesquicentennial Comm. for June Chautauqua in South Park and June 19^th Juneteenth Celebration and Lawrence Jaycees for July 4^th fireworks in Burcham Park.

Planning

• Complete amendments to the commercial chapter of Horizon 2020 that update the commercial/retail development issues and the market evaluation tool for review of large commercial development proposals in respect to their impacts on the Downtown Retail, Social, and Governmental Center.

Status:  Chapter 6, the Commercial Uses chapter of Horizon 2020 has been amended. A reprinting of Horizon 2020 has been proofed and sent to the printers. This reprinting incorporates the revisions to the commercial chapter, the Growth Management Chapter [UGA boundaries], and the Transportation Chapter [Major Thoroughfares Maps], which until this time have only been available as separate chapter updates.  The consolidated update to Horizon 2020 is posted at: www.lawrenceplanning.org. The CDSC (Commercial Design Standards Committee) of the Planning Commission is working on design standards for commercial districts.  The review standards and guidelines they are working on will help to implement the goals, strategies and policies in Chapter 6.  The CDSC anticipates having this work completed in October for presentation to the Planning Commission at their November 3^rd mid-month meeting.

Police

• Focus on the integrity of downtown in policing efforts.

Status:  The Department continues to assign a patrol unit to a district comprised exclusively of downtown Lawrence (district 127).  We have also implemented bike patrol in the evenings whenever staffing allows, which has been approximately 40% of the time.  The current service levels required by the growing number of street-people and associated complaints make the district very busy.  The police interventions generated by patrons in the drinking establishments downtown continue to challenge our resources. 

Public Works

• Contribute to the aesthetics of downtown with continued weekly alley clean-ups, parking lot/garage trash and debris removal, graffiti removal, and maintenance of curbs, crosswalks, parking lots, parking structures, and lighting.

Status:  On-going alley clean-ups (weekly), parking lot trash (daily), graffiti removal (as needed).  The Solid Waste Division completed renovation of two brick trash enclosures in the city-owned parking lot located in the 800 block of Vermont.  Renovations included repair of the brick walls and new concrete pads and curbing within the enclosures.  Curbs and crosswalk projects are established annually.  Staff is coordinating with Utilities Department regarding waterline installation and street repair.  The Department is reviewing issues with the continued viability of the current downtown lighting system.  One alley has been identified for reconstruction in the 2004 work plan, provided adequate funding is available.

Utilities

• Improve and maintain utility infrastructure in downtown corridor.

Status:  Continue Rehabilitation of sanitary sewers in older areas of town including: Downtown, Pinckney and East Lawrence neighborhoods. Waterlines in downtown and the surrounding area continue to be included on the priority list of water mains to be replaced each year.  Engineering services for 2004 waterline improvement projects were started last October that includes:  10^th St., Tenn. to NH; 11^th St., Tenn. to Mass.; and Vermont St., 9^th to 11^th. These projects are in the final stages of construction and are approximately 90 percent complete. Maps of improvements and future work have been provided to the City Manager’s office. A timetable for the replacement of the downtown Massachusetts Street water line is underway and a report has been completed by BG Consultants providing details of the future downtown waterline work along 6^th Street and Massachusetts. It is the goal of the department to begin design and detail planning in mid to late 2004. This goal was accomplished and staff is reviewing the current plan at this time.  The second phase scheduled for October 26^th to include public input from downtown businesses and property owners.

CITY COMMISSION GOAL

Transportation: Improving access for all citizens.

City Manager’s Office

• Assist Public Transit Administrator in anticipating accessibility issues as transit system continues to mature.

Status:  Communications Coordinator working with Marketing Coordinator to enhance public awareness and accessibility efforts.  Recent efforts included rider appreciation event.

Parks & Recreation

• Continue cooperation with transportation planners in planning safe hiking and biking trails for the community.

Status:  Ongoing staff effort in this area.  Staff representative attends Bicycle Advisory board meetings.

• Continue working with Public Transit Administrator on making recreational facilities accessible and convenient for all citizens utilizing the “T”.

Status: A bus route adjustment to access Prairie Park Nature Center was added in August, 2004.

Planning

• Complete update to Comprehensive Transportation Plan, T2025, a policies and goals document that provides systematic review of the multi-modal transportation opportunities in Lawrence.

Status:  The Plan has been completed, published, and is posted on the department website [www.lawrenceplanning.org]. 

• Develop access management policies for major streets and roads.

Status:  A draft document will be presented to the City Commission at their 13^th or 20^th meeting. The draft document will be posted on the planning website for the public’s access prior to the City Commission’s consideration.  Revisions to the draft Traffic Impact Standards (TIS) and the draft Access Management Standards (AMS) have been made based on scenarios reviewed by staff and input from local engineers and other members of the public. The draft documents are being prepared in Ordinance form by the Legal Services Dept. and will be placed back on the City Commission’s agenda in September or October.

• Create major thoroughfares map to guide long-range planning for location of street extensions and rights-of-way projections needed for orderly growth outward from existing city limits.

Status: These two maps have been approved and adopted by both Governing Bodies and the Planning Commission. The final step, approval of a joint ordinance/resolution by the Governing Bodies prior to publication and revision of the document was approved on 12.30.03.  Publication of this joint ordinance/resolution will make the revisions effective. The revised maps can be found on the planning department’s website [www.lawrenceplanning.org]. The Planning Commission amended the Major Thoroughfares Maps (MTMs) adopted in 2003 at their September meeting to include additional collector and arterial connections between Folks Road and Wakarusa Drive. Both Horizon 2020 and Transportation 2025 MTMs were   recommended for amendment (H2020) or amended (T2025). Planning Commission recommendations will be forwarded in October to the City and County Commissions for their approval and adoption.

• Coordinate review of public and private projects to assure the pedestrian and bicycle needs in the community and the continuity of these alternative forms of transportation are addressed.

Status:   The Bicycle Advisory Committee has completed a review of revisions to the Bike Plan and Map. These documents are viewable on the department website [www.lawrenceplanning.org].  A public hearing to receive comments will be held by the BAC on June 15^th.  Information about this public meeting; location, time and date, are posted on front page of the department’s website.  The Bicycle Systems Plan Chapter amended in July by the Planning Commission to incorporate the Bicycle Plan, as recommended by the Bicycle Advisory Committee (BAC).

Police

• Work on transportation security issues through education, surveillance, and enforcement.  Maximize utilization of Traffic Safety unit.

Status:  The traffic unit is operational with all personnel selected and trained.  The Traffic Unit Sergeant continues to coordinate with other City departments to improve overall efficiencies in areas such as the speed monitoring sled.  Annual statistics continue to exceed our grant projections.

Public Transit

• Continue aggressive marketing plan designed to promote the benefits of public transportation and increase ridership.

Status: Communications plan ongoing – ridership continues to increase each month.  Received Award of Excellence from FTA since achieved highest increase in ridership for urban properties.  T Splash program completed – successful in terms of increased awareness about transit.  Active role in both KU and HINU back-to-school events.  Travel Training Committee very active – first class has been moved to 1^st Quarter.  Implemented half-fare for students k- 12 and HINU.

• Pursue avenues for KU on Wheels and LTS to coordinate our system to increase ridership on the “T” extend transportation opportunities to students, and achieve cost efficiencies for both systems.

Status: T Sticker program continued this year.  A Sub-committee meeting is being held the first of October to discuss future plans.  Meeting being held with KURC (Youngberg Hall) about their transportation needs related to research facilities on Wakarusa.

Public Works

• Formalize pavement maintenance function and establish rating system.

Status:  Pavement management functions are included in the Assistant City Engineer’s position.  Rating of pavement began in February, 2004.  He has completed nearly 100 miles of rating pavements, which is one-third of the street miles in the City.

• Continue/expand crack sealing program.

Status:  The 2004 crack-sealing program will focus on the following priorities:  N. 2^nd, 23^rd (Barker to Harper), airport runway (new), remainder of North Lawrence, and Massachusetts (11^th to 23^rd).  A chip seal project is planning for contract in 2004.

• Continue/expand overlay and curb replacement programs.

Status: The 2004 overlay Program Phase I, II, & III are completed and a concrete repair project is nearly complete.     Maintenance projects will be scaled back significantly in 2004 due to budget restraints.

• Explore alternatives for long-term repair options (e.g. white topping).

Status:  Intersections of 15^th and El Dorado Drive and a section of 15^th and Kasold have been reconstructed in concrete.  The intersection of Clinton Parkway and Inverness was “white topped.”  The curb and gutter/overlay program have been reduced due to the 2004 budget considerations.

CITY COMMISSION GOAL

Service Delivery: Provide excellent city services consistent with resources available.

Administrative Services

• Continue to develop and implement master plans for City Employee Compensation, Benefits, and Risk Management Programs.

Status: 1) As recommended in the 2003 Compensation Study Final Report, staff has developed separate pay plans for Police, Fire/Medical, and all other City staff for recommended implementation in 2005; 2) A Comprehensive Employee Benefits Review Report was presented to the City Commission on September 20^th and recommended enhancements to vacation leave and personal days were approved); 3)Staff recommended and received Commission approval for health care improvements to include contracting with MedTrak Pharmacy Services for administration of the prescription drug portion of the medical plan beginning January 1, 2005;and received Commission approval to enhance the mental health benefits portion of the health care coverage.

• Continue to improve Risk Management Information Systems reporting capabilities to enhance data analysis, communication, and focus targeted loss control efforts.

Status: In February, Staff presented 2003 workers compensation, general liability, and auto liability claims information to the Management Team and also presented the information to several departments during staff meetings.

• Implement, as directed, employee communication, empowerment and rewards initiatives in response to recommendations from 2002 Employee Survey and the Virtual CEO exercise, to include:

• Develop and implement City Intranet as a primary communication tool for all city staff in order to better coordinate City services and projects.

Status: Staff is continuing to use the prototype/working draft Intranet to distribute employee information, including distribution of the City Employee Newsletter “The Phoenix”; Messages from the City Manager; Open Enrollment, and benefits and safety training related information. 

• Develop Administrative policy and storage mechanisms to give supervisors and employees direction in carrying out city standards in a variety of areas (i.e. drug and alcohol program administration, driver's safety, military leave, employee recognition).

Status: Administrative Services staff is continuing to review/edit drafts of the above-mentioned policies.

City Manager’s Office

• Continue working with various departments in establishing, updating, and following master plan initiatives as financial conditions allow.  This includes the development of a Resource Plan for the Police Department, the presentation of the latest Water and Wastewater Master Plans, and the ongoing efforts to follow as appropriate the transportation, stormwater, public safety (fire station), parks and recreation and airport master plans.  A summary of these plans and their status was provided to the City Commission at their May, 2003 goal setting session.

Status: Staff from this office is working closely with Utilities department staff and the consultant to fashion a rate study for the City Commission’s consideration that will address the proposed capital improvement projects from the recently completed Water and Wastewater Master Plans.  Additionally, staff is working with the consultant and Police department staff in completing that department’s resource plan.

o Utilize City’s website to improve customer service and provide accessibility.

Status: Implementation of special assessment website to assist citizens, including the development and real estate community, to have access to this important information.

Fire & Medical

• We are currently beginning Phase I of Fire Department Accreditation through the Commission on Fire Accreditation International.  This process will assist department members in achieving excellence through self assessment and accreditation in order to provide continuous quality improvement and the enhancement of service delivery to our community.

Status: The Fire Agency Accreditation Program is an Accreditation Organization of the Commission on Fire Accreditation, International, International City Managers Association (ICMA) and Insurance Service Organization (ISO).  The department Accreditation Task Force is currently involved in a “Self Assessment”.  The goal of the self assessment is to achieve excellence in order to provide continuous quality improvement and enhancement of service delivery to our community.

• Proceed with the implementation of the 1995 Public Safety Plan with the construction of Stations 4 and 5, addition of staff and equipment.  Develop a new 10-year strategic plan as part of the Fire Department Accreditation process.

Status: Station No. 5 design and construction documents are being prepared by Sabatini and Associates Architects.  Station No. 4 design has begun which will reflect the construction and design features of Station No. 2.  We will be asking the city commission to approve construction of Station No. 4 during FY 2005.

Human Relations

• Continue updated professional development training for City staff. 
• Continue pro-active alliances with HINU, KU, NAACP, etc.
• Continue to provide seminars for the benefit of the local business community, specifically employment law and mediation training.
• Continue diversity training for City employees.  This activity serves as a catalyst for improving customer relations for all City employees.

Status:  The Department, in cooperation with the Personnel Division, made available a Supervisor Training Seminar, conducted by attorneys from Foulston Siefkin LLP on January 20, 2004. The Department sponsored a Core Mediation Training Class on March 9-11, 2004.  The Department has recently augmented its training library by purchasing videotapes on customer service, leadership and negotiation skills. In addition, the Department has upgraded its audio/visual equipment (which is available to all City departments). In-service diversity training was conducted in January and February 2004 for all City employees. This year’s topic is Cross-Generational Communication.

Information Systems

• Continue implementation of additional online services as part of the egov initiative to allow for convenient citizen access to city services. 

Status:  After discussion and a trial run of the commission web-based agenda packets, this egov project went live during the January 13, 2004 commission meeting.  Agenda packet materials may be viewed and/or downloaded from the City’s website.  Two other egov projects recently added to the City’s website are online building permit/inspection data, and GIS Internet mapping.  The online building permit/inspection system allows permit-holders to enter a permit number and PIN on the website to retrieve a record of permit information and inspection activity to-date.  The GIS Internet mapping project permits viewing of selected GIS mapping layers including streets, neighborhoods, schools, plats, parcels, and aerial photography.   The final project identified from the E-Gov Strategic Implementation plan is online job applications.  A search for acceptable software is currently underway, and installation of an online job application system is targeted for 2004.  Detailed information about properties subject to specials assessments or pending special assessments is now available online.  These properties are also viewable within the online GIS Internet mapping project.  A number of additional potential E-gov projects have been discussed by the E-gov committee that will be considered in 2005 and beyond.

Neighborhood Resources

• Implementation of Building Permit system will provide information online for contractors and citizens regarding building permit applications, plan review status and inspection information.  The system incorporates tracking mechanisms for each phase of the permitting process and is interfaced with existing city computer systems ensuring permits are closed as appropriate and inspections results entered.  The building permit system will enhance customer service delivery.

Status:  This project is complete.  The building permit software program is currently in use and inspectors result inspections from the field on PDA handheld computers.   

Parks & Recreation

• Have implemented on-line registration for classes and activities. On-line enrollment increased 10% and remained steady during fall enrollment at about 35%.  
• Update website regularly.
• Staff training includes customer service, safety, CPR and ADE.
• Staff retreats have broadened internal communications for better services.
• Implemented cross training of maintenance staff as part of park district plan.
• Continuing background checks for part time employees and volunteers involved in youth programs.
• Take advantage of professional development opportunities, as budgets allow, keeping employees abreast of changes in the profession.
• Adding programs for home school students and offering continuing education classes dropped by USD 497. 
• Formal partnership with Douglas County Promise organization to emphasize quality services to youth.
• Entered into a five year beverage contract with Pepsi which guarantees additional revenue for the Dept.
• Notification of recognition of the NRPA “Excellence in Aquatics” award for 2004.
• Pilot project for more contract pruning and tree removal underway in 2004 instead of replacing employees who leave our employment.   
• Implementing marketing plan for Eagle Bend Golf Course and Learning Center to encourage more rounds and revenue.
• Reorganizing landscape division to provide more consistent coverage of 80 properties with landscapes.  
• Organized Coach Bill Self golf tournament and Bert Nash Dash to benefit youth scholarship fund; provided $14,500 in youth scholarships so far this year.

Police

• The department is anticipating a selection and training period in the fourth quarter for the promotion of five new detectives authorized by the City Commission.  This will provide additional investigative resources for the service delivery component of the department and an evening shift for investigative follow-up during extended hours.

Status: The expansion of the investigations division by five detectives has been completed.  We are waiting for a full year’s analysis of activity to determine the actual impact these resources have had on our operations.  Early anecdotal information suggests that the resources have had a substantial impact on investigations in the city.  The Crime Analysis Unit has had an employee change with a new Crime Analyst on board and plans are in place to move the CAU from Investigations to the Information Technology division at the LEC for easier access to patrol and CAD data.

Public Transit

• Development of a long-range planning document to ensure meeting customer service needs and management objectives, such as improving efficiency and reducing waste

Status: On  board study has been placed in the Unified Program Work Plan for 2005 which will assist with route configuration.

• Formalize performance standards for transportation system based on history, resources and industry standards, such as, route design, schedule design, economics and productivity, service delivery and passenger comfort and safety.

Status: A revised goal has been set to bring this document to PTAC by the 1^st Quarter.

• Formalize penalties and incentives for our public transit provider to ensure that our goal to provide effective and efficient public transportation system is met.

Status:  A monthly checklist and oversight document has been created to monitor provider’s adherence to transit standards.

Public Works

• Work with managers, employees, and other departments to identify cost-saving opportunities that help maximize the quality and efficiency of the services delivered to the citizens of Lawrence.

Status:  This is an on-going goal and project.  The department continually reviews operations to achieve cost savings and service improvements.

Utilities

• Continue efforts in public education regarding water quality, conservation, appropriate use, etc.

Status: Draft Water Conservation Plan is now under staff review.  Inserts were mailed with the water bills in April on water conservation.  Also a message was added to the June water bill on conservation.  We plan to determine what level of emphasis is needed for the community concerning water conservation education.  A series of semi-monthly meeting has been scheduled to discuss department conservation planning for 2005 and beyond with an emphasis on educating the public regarding water conservation.  Direction from City Hall will be needed to determine what the level of emphasis should be in this area as revenue may be impacted.

• Utilize completed Master Plans to continue departmental strategy of planning appropriately for system growth, reliability, and regulatory compliance.

Status: Master Plans include sections concerning: water source supply, projects and funding etc., which will continue to part of the capital budget process. Currently preparing and implementing plans for the Phase II of the Clinton Plant expansion. Kaw Operations and Restroom Improvements has been complete