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HomeMy WebLinkAboutCity Council Meeting - Council Workshop - Agenda - 03/05/2002 KEN WASHINGTON COUNCIL WORKSHOP CITY COUNCIL March 5, 2002 Tim Clark Council President 220 Fourth Ave.S. Kent,WA 98032-5895 The Council Workshop will be held in Chambers East in Kent City Hall at 5:00 PM Phone: 253-856-5712 on Tuesday, March 5, 2002. Fax:253-856-6712 Council Members: President Tim Clark, Connie Epperly, Leona Orr, Julie Peterson, Bruce White, Judy Woods, Rico Yingling Speaker Time 1. CDBG Entitlement John Hodgson 20 min. d" 61&4& Katherin Johnson S. Pen-nit Process Update Fred Satterstrom 20 min. q"q, Legislative Update Dena Laurent 10 min. The Council Workshop meets each month on the first and third Tuesdays at 5:OOPM in Chambers East unless otherwise noted. For agenda information please call Jackie Bicknell at (253) 856-5712. ANY PERSON REQUIRING A DISABILITY ACCOMMODATION SHOULD CONTACT THE CITY CLERK'S OFFICE AT (253) 856-5725 IN ADVANCE. FOR TDD RELAY SERVICE, CALL THE WASHINGTON TELECOMMUNICATIONS RELAY SERVICE AT 1-800-833-6388. • KEN T MEMORANDUM W A 5 H I N G T O N February 26, 2002 V PARKS, RECREATION& TO: City Council COMMUNITY SERVICES- Jahn Hodgson Director FROM: Katherin Johnson, Housing and Human Services Manager Phone:253-856-5100 CC: Jim White, Mayor Fax:253-856-6050 Y Mike Martin, Chief Administrative Officer 220 Fourth Ave.S. John Hodgson, Parks, Recreation and Community Service Kent,WA 98032-5895 Director Judy Bennett, Planner RE: Community Development Block Grant Entitlement Status The City of Kent, based on population data, should be invited by the Department of Housing and Urban Development to become a metropolitan city with entitlement status in 2003. Three years ago the Mayor and City Council indicated the City warted to actively pursue entitlement status if it was offered for 2000. Due to the impending census, HUD decided not to offer cities entitlement that year. Contractual agreements with the County to receive CDBG funding as a member of the consortium resulted in the City not having the opportunity again until 2003. The Seattle HUD office has said that the City of Kent should receive a letter from HUD in June or July 2002 confirming the City's eligibility for entitlement. Part of the process required by HUD is the submittal of a Housing and Human Services Consolidated Plan. As part of this year's budget Council approved funds to hire a consultant to develop the City's Housing and Human Service consolidated plan. The Consultant RFQ was released on March 1, 2002 and the consultant will be selected by April 1. Attached is the timeline for the development of the plan. Also attached is an analysis of City Administered vs. County Administered Entitlement. Staff is confident the City is prepared to administer the grant successfully. Benefits of self-administration include: • Local control • Local priorities • Additional funds for Planning and Administration • More direct participation by Kent citizens • Funding based on Kent's population totals and low-income residents • Connected with HUD and federal government so more apt to be able to secure other types of funding • Greater control over reimbursements • Continued involvement with the County through the HOME funds and the JRC Entitlement status will enhance the City's housing and human service planning process through the development of the three-year Consolidated Plan, Annual Action Plans and public participation. The increased local control of the funds will allow the City to achieve the goals and objectives identified in both the Consolidated Plan and the Housing and Human Service Elements of the Comprehensive Plan. P:\Human Services\Entitlement\Consolidated Plan 02\Entitlement Memo to Council.doc TIMELINE FOR CONSOLIDATED PLANNING PROCESS • RFQ Released March 1, 2002 • Deadline for Receipt of RFP March 21, 2002 • Interview & Select Consultants March 31, 2002 • Contract Negotiations April 5th, 2002 • Project Begins April 10, 2001 • Project Ends September 15, 2002 U m °6 c tlJ C a) Q 0- (I) (B ocpn Ea O1 tn � C 0 m EOO a- U° E ° U- Q a) L O ° UO oZfn o OL(� O a) C B 0 C L - LO OC E of E -c NL �On o m U O cB C � O ' E U cn -O 'C L c� 06 .(� c6 +' a) U L C t6 C to a� mO ca E R E a) cp >, w Q cL0 O -p = Q W voi � O C H > 2 U IL Q 0 � •� � W L i C Lq C L • • • • �-' CB a) O C C U a U r C"J m 4- U a _ 42 C7 V cn c v c c ai L O j — o o 0 0 m � � -a ° U .7 c � c Q O c �_ c o � -) V U QEN E UU O) �Q. 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O � C -0 U -O LA U C� a) a) O a) (n 0) O'i • E c (� C C c coa U) C E a) ca E C C _ p C a OR E a.E — � c -- a m cm E E -pO O r O U W > M CW �onoUU n-O E cncnW Q2 a) L2U � O m L ) C m Q pa) Oa) a a) as _C O � E aL y 0 a aS c a cu .0 N O p a i U Q- (n N C: :3 CU > _O >, 6E Q E a QE O a) EE a) QQ +Q� O O � O Qm N � u _a)O L. _ _ O cII O, in cU c SE E a ` :~C C E a pia a � .n ,, � o �EO E o : a L = (n C (n E E p a co O o a) m O "- C O cO -a EN = UU az Ucnz z >,D000Ucncn0 LG m O >� - C C C 'L E ° � O O C LU > j C) LL N m i C C U E O O 0 C +_ C . � Q U U) O Q O O Q) � Q o � c�i cYi E o O 'F CD a) m �- c � O "0 c 00 L � O, N � "= c Co a) cn U N 'O i 'p C O cn U_ CD C: � co CD �m O O Q- O CC DD� � p M � W co =3 FnE n U Co ;y cv p U cmN c co U C v O V 0 'V Q- O C - c Y a� n L (n WQ UH .� Q) � U m _ cu U L _O > m Q Co '� a� E °' "= O M «. > L cn (0 r _0 a C O m 0 � o 0o � 4-- (Y)= = -a - c E a) (f? 'O -- c E 0 1 UO Q 0 a OU a) cn O a- m a) "O CD U O V O O M O ` O � .N cvU QUU � U O >' C) c Q co Q aD tt o Q = �t Uci PRESENTERS: D.CHRISTINE NELSON BOB HUTCHINSON EXEC[!'TIVn `� .MIVIARY YEAR 2001 IN REVIEW Scaling The Peaks ■ Coordinated Process ■Co-located Services ■ New Facilities ■ Permit Timelines Improved ■ High Customer Service Ratings 35&=02 BUILDING A FOUNDATION SETTING IFM5E CAMP ■Interim Permit Center ■New Permit Center ■Website ■Staff Interim Permit Center operated March 5-August 10,2001 fi Permanent Permit.Center opened Augustal3, 2001 a� 'Permit Center Website ��; ■Online August 20, 2001 ,� � _, ■Applications and brochures available for downloading ..3 ■ Permit status tracking system *92�rm+..ca.eriaaW �r t:a T Check Permit Status Home liYs foma Camatt W Srp�p�nn Permit Center ' . wo ahane us Pannit 6tatus Pemrk Types Commenia! 0.esfden[ial Overtha-Courrter ntedranicol OuSJin9 ServilRs RSS-336-Si00 Permit Center Staff � del PERFORMANCE MEASURES STEPS UP THEMOUNTAIN ■Permitting activity levels ■ Permit timelines ■Customer service ratings Permit Applications Received 1999-2002 a�� I 4553 4095 a000 3500 3719 - - ow YTD 500� '„- �■ a ie5o a000 nor zooz Year Permit Applications Received in January and February(2000-2002) aoo '632 I- 100 a00 0� 2000 2001 2002 Year Permits Issued 1999-2002 4500 3908 3121 a000 678 a000 1500 0 1959 2000 200t 2002 Year Permits Issued in January and February(2000-2002) 7oa soa - 0 2000 2C01 2� Year Annual Building Valuation t998-2002 180.000,C00 I III573 160.000,060 109.717,865 16,259,045 140,000.000 120,006,000 �10DA00,000 4 � 80,000,000 > fi0.000,000 40.000,000 YTD 2o,oaa000 tesa is5a zoao zx1 z� Year Building Valuation for January and February(2000-200� I aA00,OW 76.00DA00.. 14.000,OOo .� 12.000.000 c t9,900,0�0 3 a,000;oao m � s,aoo,cwo s.G00.W0.. 2;000,000 zoco goat zoG2 Year i Permit Timelines 2001 ■ On-time permits increased from 49% in January 2001 to nearly 90% by year end ■75.3%of permits requiring plan review were issued on time in 2001 �.. 19TN02 YEAR 2001 PERMIT TIMELINES goo - so �o �� 83 I'(( 49% 1 I A . . 3V, 17 ■ ■ ■ � 11 ° raaurn Customer Service Ratings°: for Year 2001 Rated Good To Excellent ■ 94.4°1°prompt service � ■ 96.4%friendly service and �'. �.�� personal attention ■ 91.2%employee knowledge of subject and communication PERMIT CENTER CUSTOMER FEEDBACK YEARLY AVERAGES FOR 2001 s 7 � a � e a 3 2 5 4 PccnaNwNty CmMNklno[� Pmmpt WOO-1..'6 P"* Suecaaa(ul .... feclNty SetWcn seevloe arul knowledge oNcome panonol o(>ub7oct& elteMbn �w a CHALLENGES FOR 2002 ASSAULT ON THE SUMMIT ■ Customer Service Strategy 2002 ■ Inspections ■ Inspection Strategy 2002 CUSTOMER SERVICE STRATEGY 2002 Continuous Improvement ■ Increase Technical Competence and Tools ■ Permit Streamlining Y ; apabilities III Reporting C !' _ Increase Technical �� Competence and Tools �= ■ Standardized intake procedures ■ Permif Technician certification ■ In-house training: �' ♦customer service 8 public perceptions ;;` �consistency&KIVA training L documentation and recortl•keeping ♦communications with other departments -�� ` �cross-training on development subjects Permit Streamlining ■ Reviewing intake procedures and other permit processes ■ Greater coordination of permit ,. ;,.;�� review processes ■ KIVA trouble-shooting , � �� ■ Exceed 90%foron-time permifs �, Improve Reporting ��' Capabilities ■ Standardizing reporting criteria _�' ■ Broaden reporting data&better monitoring of service demands ■ Revised and expanded Customer Service Survey ■ Tracking"over-the-counter"permits ■ Measuring permit revenues BUILDING 7NSPECTtONS ■80% of all city inspections conducted in 2001 ■Purpose: Verify actual construction conforms to ..................... & code ,; � requirements BUILDING INSPECTIONS -continued ■Most frequent field contact between customers & City � � � ■Inspectors' Role includes: � ;� Teaching code requirements �� Facilitating resolution of problems u � ;�:. Structural damage assessment BUILDING INSPECTIONS ' continued BUILDING lNSPEGTlONS �� continued ■Service Standard is next .� day inspections ■98.9% of inspections on time (Nov. `01 -Jan. `02) " ■Online inspection status - check. aJe.-.raw..v.mce. cny�rrssw.aar«avmarnxm.etg4�.. © WALLE10lao —,Us SCFVICES rta,xie��loi Over-the-Cqumer Me henlwf FrevYemfv txee FO m4 BYlldinq Permit tags Bulltlinq Services 253-SSfi-5950 PerrMts FAQ s InspeUlan Lbie: 253-m56-5323 "Fire vre�emlvn 253-856-49P0 Permits FAQ's (nsPectlm Line: 253056-990B plennir�q Sery 253-1156-5454 s PemrBs i INSPEGTIONSTRATEGY 2002: IMPROVEMENT ■ Expand Performance Measures ♦Customer Survey - � ■ In-house traini g: �� ��� ♦communication &public relations �_ customer's pe pective whelping cust rS ♦consistency .� ♦record-keeping aaz INSPECTION STRATEGY 2002 ��� continued ■ Improve technical competence: � 2000 Un"rform Plumbing Code � International Codes ■ Expand Inspectors'Toots �Standardized inspection ��� documentation ♦Interactive Voice Response(April) �Future field access to automated KIVA system INSPECTION STRATEGY 2002 continued ■ Continued interdepartmental �� coordination of inspections ■ Improve communications of inspectors'role and performance �- `` ' to public�Council ■ Continue to protect the public •� through code administration and i �. enforcement by inspectors FUTUREJIVfTIATIVES ENFXTMOUNTA/N__a Technological Advancement ��� ■ Website: �All applications and brochures online �More user friendly information �E-government including online permitting g' ■ Field access to KIVA: �Access to all permit information �Print documents for customers �Immediate data entry of inspection results