2011 Accountability Agreement

8/7/2019 2011 Accountability Agreement

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City of Bainbridge IslandPage 1 of 13

Accountability Agreement 2011 WorkplanFor the Period January 1 to December 31, 2011

Department: Executive Director: Brenda Bauer Date of Update: April 27, 2011

Key Action(s) Measure(s) and Target(s) DueDate(s)Mo/Yr

Issues/Risks CompletedY/N

Result(s) Note

Open Water MarinaSupport

Establish tenant leases Q1 Coordination w/DNR

Potential issues withtenant compliance oraffordability

No capacity to updateharbor code

State funds must beaccessed by June 30

Y Completed 9residential leases

Process derelict/trespass vessels

Approve ILA for fundsQ2

Finalize lease terms with DNR (annualrent, layout)

Q2

Build marina structure Q3

Manage tenant compliance (rents,documentation, sanitation)

Ongoing

Negotiate new IAM andGuild contracts

Q2/Q3

Seek opportunities toresolve litigation

Review each pending lawsuit withlead attorney

Examine dispute resolution optionsand implement where possible

Year-long

City Attorney reviewed theoutstanding case load andmoved some casestowards resolution ormade attempts to mediate,including Kane, PointMonroe, Wildsmith, NutesPond, and Sampson.

Anderson was dismissedon summary judgment, butthat decision may beappealed.


2/18




Result(s) Note

Complete strategic reviewof city utilities

SSWM Initial review of code Q2 Staff-intensive effort withsignificant complexitiesand public engagement

Requested UAC assistwith initial review andrecommendations for

SWWM code

Developrecommendations

Implement codechanges

Water Q3

Sewer Q3 Staff-intensive effort withsignificant complexitiesand public engagement

Sell surplus real estate Isl. Mobile Home Park Q4 Multiple boundary andeasement issues, general

market weakness

Multiple boundary andeasement issues, generalmarket weakness

Plan to open for purchasebids on May 15

Head-of-the Bay TBD

Miller Road TBD

Manage changes in publicaccess broadcasting

Provide taping of Council meetings Q1 Y Resumed in Jan

Provide live streaming of mtgs Q1 Y Implemented in Jan

Provide live broadcast of mtgs Q2

Provide PEG channel management Q2

Review farm propertymanagement Develop master lease agreement Q2


3/18




Result(s) Note

Reviewparkingissues

WWR issues Q1 Y Provided 30 publicspaces in Cityemployee lots

Opened Bjune on-street parking to thepublic on weekends

Clarify leaseissues atWSF lots

Q2 Requires coordinationand agreement fromWSF

Equipmentat WSF lots

Q4 Depends on resolution oflease issues

Negotiate solar panels forCity Hall

Finalize terms of lease and powerpurchase documents for councilapproval

Q1 Proposer is slow to moveforward; proposed termsinconsistent with originaloffer

N City Councilapproved delaypending outcome ofrelevant Statelegislation

Initiate update andrevisions to civil servicerules and processes

Q4

Updateinternalpolicies &procedures

Recordsrequests andexternalcommunication

Prepare administrative rules forrecords requests

Update code and formsProvide staff training

Q1 Y Prepared updatedrules on publicdisclosure

Provided staff training

HR policies Q2 Limited HR staffing maybe fully occupied withother priority tasks

Buildingsecurity andemployeesafety

Q2 Limited HR staffing maybe fully occupied withother priority tasks


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Result(s) Note

Recordsretention

Contact state officials to seek reformof retention schedules

Q1 Y Met with Stateofficials and begancooperative effort toaddress records

retentionrequirements

Provide training to staffQ1 Y Provided training to

staff

Contractsandpurchasing

Q3 Relevant staff may befully occupied with otherpriority tasks

Facilities andreal estatemanagement

Q4 Relevant staff may befully occupied withother priority tasks


5/18



Department: Finance &Administration

Director: Ellen Schroer Date of Update: April 27, 2011



Result(s) Note

Establish reserve targetsin tax and utility funds

Q4

Pursue improved ratingagency evaluation

Provide rating presentation toMoodys or S&P

Q2

Optimize financial

reporting: outputs, timingand media

Q1 Y Developed

consistent monthlyand quarterly reportsto be deliveredaccording toestablished schedule

Update and publishfinancial policies

Q2

Improve quality andconsistency ofinterdepartmentalcommunication/

Instructions

Q2

Implement credit cardcapabilities

Provide credit cards to selected staff Q3

Develop capacity to accept creditcard payments

Q4 Requires new financialsystems and technology


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Result(s) Note

Implement more efficientand consistent electronicfiling structure

Review and document current filingstructure

Q2

Draft plan for changes Q3

Implement Q4 Relevant staff may befully occupied with otherpriority tasks

Provide managementtraining for new managers

Q2


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Department: Planning Director: Kathy Cook Date of Update: April 27, 2011



Result(s) Note

Complete Land Use CodeUpdate

City Council Approval Q3

Conduct Shoreline MasterPlan Update

Planning CommissionRecommendation

City Council Approval

Q3

Q4

Timing coincides withbudget development

Consider delay until Q2-2012

Develop Tree Ordinance Develop draft with Ad HocCommittee

Q3 Potentially controversialtopics with significantpublic engagementrequired

Other land use planningwill require considerabletime from relevant staff

Implement reorganizationof Development ReviewServices

Q1 Y HiredDevelopmentEngineer

Transitioned workactivities from PWto PCD

Identified ProcessImprovements

Increased cross-functionalcooperationw/planners andadmin staff


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Result(s) Note

Reduce permittingtimeline

Q3

Reorganize physical filing

system

Q2

Improve management oflegal risks

Identify legal issues and consult withcity attorney

Year-long


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Department: Public Works Director: Lance Newkirk Date of Update: February 27, 2011



Result(s) Note

Engage UtilityBusiness Advisor

Award contract and begin review ofwater utility

Q1

Y Consultant selected

Initial report scheduledfor May 18 delivery toCouncil

Complete review of water utility andgovernance/ownership/managementoptions Q2

Report findings andrecommendations to City Council Q3

Update Sewer utilityComprehensive Plan

SOW to review capital sewerinfrastructure and developreplacement and operational plansbased upon analysis Q3

Relevant staff may befully occupied withother priority tasks

Solicit bids and award projectQ3

Complete project Q2 -2012

Resume pavementmanagement program

Provide results of initial pavementcondition assessment Q1 Y Results provided to CityCouncil in April

Award contracts for 2011 projects Q2

Complete 2011 projects Q3

Refine pavement assessment Q4

Develop financial forecastingcapacity

Q4


10/18




Result(s) Note

Renew/restructurejanitorial contract

Review requirements & solicit bids Q1 Y New contract developedand bids accepted

Award contract Q2

Complete PoliceStation indoor airquality repairs

Q2

Coordinate ResourceConservation Officergrant

Develop maintenance contract forlineal moorage, buoy and dock

Year-long

Support Open WaterMarina

Q3

Develop SignRetroflectivity

compliance program

Year-long

Manage deferredinfrastructure risks

Year-long

Past deferredmaintenance hascreated the potentialfor failure of somecritical cityinfrastructure.

Unanticipated failurewill require immediateresponse and may

create significantbudget and staffimpacts.


11/18




Result(s) Note

Implement new staffingstructure and adjustworkflows

Q1 Y Completed cross-functional training ofadmin staff

Supported transition ofDevelopment Servicesactivities to PCD

Developed clearerdefinitions for new jobdescriptions

Developed more explicitexpectations of staffperformance


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Department: Police Director: Jon Fehlman Date of Update: April 27, 2011



Result(s) Note

Undertake review ofdepartment bestpractices

Q2

Increased coordinationw/BIFD on emergencypreparedness

Year-long

Develop

comprehensive parkingplan

Q3

Implement CitizensPolice Academy

Q1 Y 20 graduates completedCitizens Academy inMarch

Due to strong response(40 applicants), secondAcademy scheduled forFall 2011


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Department: Municipal Court Director: Telma Hauth Date of Update: April 27, 2011

Key Action(s) Measure(s) and Target(s) Due

Date(s)Mo/Yr

Issues/Risks Completed

Y/N

Result(s) Note

Implement decision onMunicipal Court Facility

TBD

Adjust workflows tostaffing reductions andpotential impacts fromPEO changes

Year-long


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Accountability Agreement 2011 Capital Workplan

For the Period January 1 to December 31, 2011

Key Actions Measure(s) and target(s)

Due Dates

Quarter/Yr

Completed

(Y/N) Results

Facilities

Police Roof Repair Preliminary Engineering Q2

Complete Design and Bid Project Q3

Award Project and Construct Q4

Project close out Q1 2012

Sr. Center/Commons Remodel Assist Taskforce develop project scope and predesign Q2

Select design firm TBD

Complete design TBD

Bid and award project TBD

Construct project TBD

Project close out TBD

Capital Equipment

Police Vehicle Procurement Purchase of two new Police vehicles Q1 Y Purchased in Jan

Upfitting of two new Police vehicles Q3

Parks and Open Space

Strawberry Plant/Pritchard Park East Restoratio Substantial project completion Q2 Y Completed in Q1

Project close out Q3

City of Bainbridge Island

April 27, 2011


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Due Dates

Quarter/Yr

Completed

(Y/N) Results

Transportation

NonMotorized

N. Madison Avenue and Manitou Beach Construct shoulders and asphalt repairs Q2


Roads and Parking

Winslow Way Reconstruction Bid Award Q1 Y

Contractor began work

on March 21

Madison AveErickson Substantial Completion Q3

Substantial completion of other project work Q4

Project Close out Q1 2012

Rockaway Beach Road Stabilization Design Contract Award Q2

Council design endorsement Q3

30% Design review TBD

Project Permitting TBD

Funding package TBD

Complete design TBD

Bid project TBD

Award project TBD


Ft. Ward Hill

Review of 30% design, project scope, and funding in order to

recommend restarting or reshaping this project Q4

Annual Roads Programs

Capital Repairs Bid and PSE development Q1 Y

Scope developed for

Kallgren repair and

other chip seal projects

Solicit bids and project award Q2

Construction Q3

Close out Q4


April 27, 2011


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Due Dates

Quarter/Yr

Completed

(Y/N) Results

Water

Head of the Bay Well Field

Well Rehabilitation 2 and 5 Bid document development, solicitation and project award Q3

Project construction Q4


Annual Water Main Upgrades (HOB creek li Complete design and develop bid documents Q1 Y

All engineering

documents completed

Secure required permits Q2

Solicit bids and project award Q3

Project construction Q4

Close out Q1 2012

Fletcher Bay VFD Installation Bid document development, solicitation and project award Q2

Construction Q3


Taylor Avenue Well Planning Staff Review of water supply options Q3

Recommendation report Q4


April 27, 2011


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Due Dates

Quarter/Yr

Completed

(Y/N) Results

Sewer

Wastewater Treatment Plant Upgrade Project close out Q2

Eagle Harbor Beach Main Replacement

Preliminary alternatives analysis, project phasing options,

funding strategies, and planning level cost estimates Q3

Project design contract award Q4

Project design and permitting completion TBD

Construction TBD


Annual Programs

Main Upgrades SOW development, solicit bids, and award project Q3

Complete project Q4

Telemetry Upgrade

SOW work development for replacement of obsolete or

addition of new equipment and operational monitoring

telemetry equipment Q1 N

Delayed until Q3 due to

support of emergency/

Winter storm activities

Solicit bids, project award and construction Q3


Capital Equipment

Generator Sound Attenuation

SOW development to tetrofit Wing Point and Sunday Cove

emergency power generators with sound attenuation packagesQ2

Solicit bids and award project Q3

Construction Q4



April 27, 2011


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Due Dates

Quarter/Yr

Completed

(Y/N) Results

Storm and Surface Water

Annual Drainage Upgrades Annual drainage culvert program review Q1 N

Delayed until Q3 due to

support of emergency/

Winter storm activities

Solicit bids and award projects Q2

Construction Q3



April 27, 2011

Documents

2011 Accountability Agreement