HomeMy Public PortalAboutAdministration, Management Services, Building, & Planning Budget Presentation 2014-15Village of Plainfield FISCAL 2014 -2015 OUTLOOK
The Village of Plainfield believes in Responsive and Responsible Government Delivered Efficiently and Effectively By Professional Public Servants With Empathy and Humility
Citizens of the Village Mayor and Board of Trustees Village Administrator Management Services Department Police Department Public Works Department Planning Department Building Department IT Community Relations Village Clerk
Administration/Management Services FISCAL 2014 -2015 OUTLOOK
Administration/Management Services Clerk’s Office Administrator’s Office Management Services Accounting Utility Billing Human Resources Village Hall Facility Management Information Technology Community Relations
Management Services - Objectives To invest funds in accordance with the Village’s Investment Policy To provide responsive accounting services within generally accepted accounting principles To provide timely, accurate and complete reporting To monitor, plan and report on the fiscal health of the Village To complete all statutory or mandated reporting requirements To promote outstanding customer service
Management Services - Accounting Financial Reporting Budget Preparation and Monitoring Tax Levy Preparation Accounts Payable Accounts Receivable Miscellaneous Billing Cash Receipts and Disbursements Investments Fixed Asset Management and Reporting Annual A udit P reparation Debt Issuance and Management
Management Services – Utility Billing Approximately 12,900 monthly bills 50% lockbox or electronic check 29% mail or over the counter 21% direct debit Fiscal Year 2013 Over 150,000 transactions processed 2,714 work orders initiated
Management Services – Focus Areas Scanning initiative Online access for utility billing Credit card processing CAFR – Formal Comprehensive Annual Financial Report with GFOA Certification
Human Resources FISCAL 2014 -2015 OUTLOOK
Human Resources Staff Administration of all personnel functions and providing assistance and guidance to the operating departments and the Village’s 143 employees Human Resources Director Human Resources Assistant Responsible for payroll processing and human resources daily operations
Focus Areas Recruitment/Selection Average rate of employee turnover < 3.5 % Performance Evaluation Training/Consultation Risk Management Continue to enhance our loss prevention efforts in reducing liability and worker’s compensation claims Labor Relations Policy Administration/Compliance Establish committee to update and revise Village personnel manual in 2014 . Supporting 25 WESCOM 911 employees with benefit administration and claims Prepare for Implementation of Affordable Care Act in 2014 -15
Focus Areas Employee wellness program Employee participation rate increased from program inception in 2011 2011 51.3% overall engagement 2012 61% Percentage of employee participation by Department in 2012 88% Village Hall, 64% Public Works, 61% Police 2013 -14 Goal 65% +, industry standard - 52% engagement Recognized by Crain’s Chicago Business 2012 & 2013 Illinois Healthiest Employers Received Silver Wellness Program Award by Will County, September, 2013
Information Technology FISCAL 2014 -2015 OUTLOOK
Information Technology Staff One full time Information Technology Director One full time Information Technology Coordinator – Police One part time GIS Specialist
Support Environment Approximately 125 users 140 desktop and laptop computers 40 servers and networking devices 50 printers Support two websites, three Facebook pages and three Twitter accounts In 2012 closed over 1,500 support tickets
Paperless Continue to utilize our document management system to move more documents to digital format Successes: scanning of invoices, utility billing applications Move from paper work orders to a computer -based work order system Successes: utility billing work orders Look for efficiencies in Board agenda and packet delivery
Mobility Continue our successful integration of tablet devices for field work Successes: Public Works Engineering, Code Enforcement New World Systems will be investing heavily into mobile development in 2014 Utilize our GIS resources for reference and updates in the field Look for efficiencies for our police department as Will County 911 implements new dispatch and reporting software in 2014 Mobile Records module available for officers to initiate report paperwork from their squad cars
Information to the Public Continue to improve the Village’s website Successes: Redesign, Strategic Plan, Downtown Walking Tour A dd more interactive mapping features with GIS Post more public documents utilizing our document management software Investigate an interactive kiosk concept for Village facilities to provide more citizen self -service
Public Access Online payments Allow online and recurring payments for utility bills and permits Online requests for service Allow residents to register a request for service via our website Those requests could potentially generate work orders Residents will be able to track progress of their request
Investments Required Staffing Request to move part time GIS Specialist to full time Paperless Software licenses, document scanners Mobility Tablet devices Mobile Records software module Information to the Public Kiosk hardware Public Access Additional New World software modules, licenses
Community Relations FISCAL 2014 -2015 OUTLOOK
Community Relations - Responsibilities P ublicize and promote Village news/events through a variety of avenues including the Village Voice newsletter, E -News Updates, press releases, digital billboard, social media (Facebook and Twitter), & Village web site Winter Newsletter Weekly E -News Updates Coordinate Settlers’ Park Concerts & Movies Sponsorship Program & Concessions Expanded offerings in 2013 Summer Movies (Family Recess, Library Participation) New Halloween Event
Community Relations - Responsibilities Village Web Site Updates/Maintenance Recent additions include development fees, Downtown Walking Tour, & transparency information Addition of 2014 events/meetings and National Register District information will begin soon W ork with community groups to promote Plainfield and community events New format for the Chamber’s State of the Village Movies – Library and Park District Waste Management’s “Recycle Right” effort Assist with Economic Development/Task Force Economic Development E -News Updates Educational Seminars JJC Seminars Recent program with PNC Seminar for manufacturers
Community Relations - New Initiatives Homeowners Associations (Strategic Plan ) Contact Information Update M eeting with Department Directors Pace (Strategic Plan ) Continue promoting service and expansion P arking plan Evaluate other social media platforms to see how the Village might utilize them
Community Relations 2013 124,964 = Number of unique visits to plainfield -il.org since Jan. 2013 3 concerts, 5 movies, $4,000 in sponsorships 2,310 E -News Subscribers 561 Economic Development E -News Subscribers 1,050 Facebook Fans (Village of Plainfield, IL) 620 Twitter Followers (@PlainfieldIL) All statistics are YTD .
Building Department FISCAL 2014 -2015 OUTLOOK
MISSION STATEMENT To safeguard and protect the public health, safety and general welfare of the residents and businesses of the Village of Plainfield. To insure that homeowners and contractors comply with the codes and ordinances that are adopted by the Village of Plainfield. To treat all homeowners, business owners and contractors professionally and equally.
Building Department - Organization Chart Dean Marquez Building Official Plumbing Inspector Greg Specht Electrical & Commercial Inspector Martha Kordelewski Building Secretary Mary Klimczak Secretary Supervisor Ken Goska Building & Residential Inspector
Building Department - Objectives ►Working as a team to ensure quality ►Resident and Contractor (Service and Satisfaction ) ►Maintain efficient permit turn around time ►Maintain High Level of Service with Staffing Challenges ►Stay Current with New Codes and Updated Ordinances ►Maintain a High Standard of Inspections ►Expand Knowledge of Staff through Continued Education and Training ►Continue to Work Closely with Police, Code Enforcement, Planning, Public Works, Administration, and Fire District
Building Department - Services Secretaries Permit Process Preliminary Plan Review Issuance of Certificate of Occupancies Inspection Scheduling Contractor Registration Homeowner Requests/Complaints Freedom of Information Request Plan Review Field Inspections Pre -Construction Meetings Investigations of Code and Ordinance Violations Meeting with other Taskforce Departments Homeowner Requests/Complaints Inspectors
Building Department - Staffing 2009 2010 2011 2012 2013 11 6 5 5 5 From 2009 to 2013 Our workforce has been reduced by 55%
Residential Permits 172 66 58 88 112 96 125
Commercial Permits 100 107 82 119 91 79 91 Kuusakoski Recycling Coil Plus
Inspections 8890 5335 4300 4884 6619 6411 6900 Kuusakoski Recycling HBK Tennis
Miscellaneous Permits 1199 938 859 1046 1039 739 900 Additions Basement Remodels Chicken Coops Construction Trailers Decks Driveways Demolition Detached Garage Electrical Fences Fire Restoration Gazebo Hot Tub Irrigation Patio Pergola Pools Remodels Roofing Sewer Repair Shed Siding Signs Site Water Meter
Building Department – Budget History 2009 Actual Amount 2010 Actual Amount 2011 Actual Amount 2012 Actual Amount 2013 Actual Amount 2014 Adopted Budget $819,706 $423,774 $409,215 $458,413 $496,107 $499,380
Building Department – Proposed Organization Chart Mary Klimczak Secretary Supervisor Martha Kordelewski Building Secretary Secretary Part -time Permanent (1) Greg Specht Electrical & Commercial Inspector Ken Goska Building & Residential Inspector Plumbing/Building Inspector (1) Dean Marquez Building Official Plumbing Inspector
Overall Building Evaluation Positive: •We have an experienced, motivated, and professional team that shares common goals •We are efficient and follow through with all challenges that present themselves •Our Department values the support of the Administrator and Board of Trustees Challenges : •Limited time for education and new certifications •Meeting the demands of daily inspections •Plan review efficiency due to daily responsibilities •Record keeping – scanning •Amount of inspectors and office personal Future Trends: •Setting aside specific times for plan review to expedite permits •Cross trained of inspectors •Continue to improve in all areas through training •Consider new revenue generating inspections, programs
Planning Department FISCAL 2014 -2015 OUTLOOK
FISCAL 2014 -2015 OUTLOOK MISSION STATEMENT TO CREATE A VIBRANT AND BEAUTIFUL COMMUNITY FOR FUTURE GENERATIONS .
Planning Director Esq , AICP, CNU -A Planner II AICP Planning Secretary Certifications •American Institute of C ertified Planners •Congress of New Urbanism -Accredited by the University of Miami School of Architecture Planning Division
Entitlement Cases The Springs (340 new units) COIL PLUS (70,000 square addition)
NEW ENTITLEMENT CASES 0 5 10 15 20 25 30 35 40 45 2010 2011 2012 2013 Annexations Site Plan Reviews Special Uses Rezoning Variances Final and Preliminary Plats Sign Approvals
Historic Preservation
Economic Development New Industrial Expansion Coil Plus Vintage Tech Peterson Manufacturing Always Precision Diageo (Truck Storage) Commercial Chipotle Which Wich Sandwiches Starbucks McDonalds Goodwill Simply Saucy Capri Olive Gallery What’s New
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BUSINESS LICENSES & EVOLUTION CENTER Administration of 573 business licenses Administration and regulation of all Home Occupancies Management of the Plainfield Evolution Center
RESIDENTIAL DESIGN IN THE NEW MARKET Integrating production homes into semi -custom neighborhoods
LONG TERM PLANNING
LONG TERM PLANNING Central Area Plan Southwest Plan Complete Street Plan Drauden Infill Plan Gateway Signage Plan Plainfield 2020 Design Regulations
VISIONING
PLAINFIELD RIVERFRONT ►Supporting Plainfield Riverfront Foundation ►Grant Pursuits ►Coordinating property improvements ►Support for Plainfield Fest ►Websites for Plainfield Riverfront and Plainfield Fest ►Volunteer coordination
GREEN VILLAGE INITIATIVE ►Partnership with Plainfield Public Library District ►Monthly programs with an environmental focus
CONSERVATION PLAINFIELD ►Spring Environmental Expo ►DuPage River Sweep ►Spring and Fall environmental enhancement projects ►Spring and Fall “Plainfield Clean -Up Weeks” ►Rain barrel program