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City Council Meeting - Council Workshop - Regular Minutes - 04/19/2022
Pending Approval City Council Workshop • Workshop Regular Meeting KENT Minutes WAS H IN G70 IN April 19, 2022 Date: April 19, 2022 Time: 5:00 p.m. Place: Chambers I. CALL TO ORDER Council President Boyce called the meeting to order. Attendee Name Title Status Arrived Bill Boyce Council President Present Brenda Fincher Councilmember Present Satwinder Kaur Councilmember Present Marli Larimer Councilmember Present Zandria Michaud Councilmember Remote Toni Troutner Councilmember Present Les Thomas Councilmember Present Dana Ralph Mayor Present II. PRESENTATIONS 1 Sound Transit Downtown Sounder Matt Gilbert 15 MIN. Garage Matt Gilbert, Economic and Community Development Deputy Director, provided the Downton Sounder Garage update. Gilbert provided an overview of the project: 534 stall garage + local bus, pedestrian & traffic improvements $114 million Part of ST2 plan approved in November 2008 January 2020, the City and Sound Transit agreed to this project location Gilbert advised of Sound Transit's outreach relating to the parking and access improvements at the Kent Station. The project approval process includes: Approval Process Development Agreement originally planned Negotiations began in 2020 Sound Transit has opted for the traditional permitting process Conditional Use Permit Requirements to address unique impacts City regulations address most impacts City Council Workshop Workshop Regular April 19, 2022 Meeting Kent, Washington Minutes ......................................................................................................................................................................................................................................................................................................._............................................................................................................................................................................................................... • City will help select development team Gilbert advised of the next steps: May 2022: ST to issue Request for Qualifications to potential design/build contractors October 2022: Contractor proposal selection March 2023: Sound Transit to issue Notice to Proceed Permitting process will follow 2025 Project Completion 2 Sound Transit Federal Way Link Derek Hawkes 30 MIN. Extension Update Engineering Supervisor, Derek Hawkes provided the Council with an update on the Federal Way Link Extension project. Hawkes provided an overview of the Federal Way Link Extension alignment process that included the length of the project corridor, travel timeline, 2035 daily ridership and that revenue service is anticipated to open in 2024. Hawkes provided details on: 30t" Avenue South/Kent Des Moines Road Station South 272nd Street Station Next steps: Send Resolution if authorized by the Council Additional Public Comment process Sound Transit System Expansion Committee on May 12tn Sound Transit Full Board on May 26t" Hawkes review the permit revisions: Part of the design-build process About 710 for entire FWLE project About 131 permit revisions approved by COK Revisions on-going through the process 79 currently in design, to be submitted Hawkes talked about the Kent-Des Moines Station, Garage and Guideway (Structure B) Utility work (water, sewer and drainage) is on-going KDM Road Girders Installed Guideway Connection -Angle Lake to Midway Garage Concrete Pours (4thDeck) KDM Station Decking and Platform KDM Station Foundations ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Page 2 of 6 City Council Workshop Workshop Regular April 19, 2022 Meeting Kent, Washington Minutes ......................................................................................................................................................................................................................................................................................................._............................................................................................................................................................................................................... • Rail delivery Star Lake Station: Utility work is on-going Utility relocations are nearing completion Star Lake garage first floor concrete is poured. Working on ramps and second floor Star Lake Station foundations completed and walls ongoing Set Structure Z girders for guideway across S 272nd Street Segment 1 Permit Revisions KDM Station: Foundations and elevators pits Setting steel for elevators Procuring steel for the station platform KDM Garage: Pour final deck slab and ramp slabs of garage Installing steel staircases and elevators MEPF finishes Utility Work -Water, Sewer and Drainage Segment 2 Permit Revisions SL Garage: Slab on grade garage pours completed Pour elevated decks and ramps SL Station: Construct walls Delivery of signal house pre-fabricated structure Utility Work -Complete relocations, water, sewer and drainage Begin pond SL-A (City owned pond off 26th Ave. S) Begin abutment walls for guideway between station and 272nd 3 Quiet Zone Rob Brown 15 MIN. Transportation Engineering Manager, Rob Brown presented the Council with an update on the Quiet Zones. Brown reviewed the Quiet Zone establishment process: Train Horn Rule established by federal law Different methods to establish Crossing modifications and WA Utilities and Transportation Commission Approval ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Page 3 of 6 City Council Workshop Workshop Regular April 19, 2022 Meeting Kent, Washington Minutes ......................................................................................................................................................................................................................................................................................................._............................................................................................................................................................................................................... • Construction • Quiet Zone Establishment On-Going Maintenance Brown reviewed the complicated chart detailing the process creating a new quiet zone. The change in approach for crossing modifications includes: Change from pylons to barrier curb Pylons require continual maintenance Quiet zone may be temporarily suspended if pylons are missing Brown advised of the update on work with the Union Pacific Railroad: New diagnostic in June 2021 Diagnostic notes finalized New Notice of Intent issued - No substantial comments were received Contract with UPRR to design Willis Street gate relocation. Next Steps: Complete QZ application to FRA Work with WSDOT on Willis St modifications Work with UPRR on crossing modifications Petition UTC for crossing modifications Brown reviewed the UPRR quiet zone schedule. Brown provided an update on the City's work with BNSF: Worked with FRA to determine proper documentation for SSM change Worked with FRA to confirm risk calculation methodology Next steps: Complete QZ application amendment to FRA Work with BNSF on crossing modifications Petition UTC for crossing modifications Brown reviewed the BNSF quiet4 zone schedule. Brown recapped the 2022 Legislative Session update that included $3 million for the quiet zones in Kent. 4 Advance Kent Performance Michael Mage 30 MIN. Senior Financial Analyst, Kathleen McConnell and Government Performance Coordinator, Michael Mage presented the Council with an update on "Advance Kent: Bringing the Council Goal to Life." The City's Strategic Framework was reviewed, including Goals, Objectives ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Page 4 of 6 City Council Workshop Workshop Regular April 19, 2022 Meeting Kent, Washington Minutes ......................................................................................................................................................................................................................................................................................................._............................................................................................................................................................................................................... and Measures. Citywide Objectives The City of Kent has identified six Citywide Objectives for measuring organizational progress toward Council Goals. Departments provide performance metrics, targets, and related data for regular updates. Using this data-informed approach helps to increase government transparency, identify opportunities for organizational development, and ultimately improve public services for the entire Kent community. Mage indicated the consultants' report from 2018 recommended action plan included: •Work from shared knowledge basis. •Communicate strong support of leadership. •Vest authority in a core team. •Define and translate citywide goals. •Define clear purpose of functions. •Create a common foundation of portfolio measures. •Raise the bar. •Foster peer-to-peer learning. •Integrate improvement tracks. Mage provided an overview of the 2021-2022 project roadmap. Mage walked the council through the City Performance Dashboard located at Advance.Kentwa.gov. Mage reviewed the Advance Kent - Critical Partnerships: Executive Leadership Team - Sets strategic direction for achieving City objectives, reviews and approves dashboard updates. Chief Administrative Officer - Guides Citywide Lean journey, supports continuous improvement, and organizational performance. Government Performance Coordinator - Plans and executes Citywide projects for organizational performance and improvement. Business Intelligence Team - Citywide team to provide governance and resources for data-driven decision making. IT enterprise GIS - Provides enterprise facing ESRI/ArcGIS resources and support for data and mapping projects. Department Data Champions - Key dept. contacts for collecting, reporting, and analyzing performance metrics. Advance Team - Citywide team to support Advance Kent performance and Lean improvement efforts. Mage reviewed how metrics are selected and reported and reviewed the Plan, Do, Check, Act/Adjust process for continuous improvement. ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Page 5 of 6 City Council Workshop Workshop Regular April 19, 2022 Meeting Kent, Washington Minutes ......................................................................................................................................................................................................................................................................................................._............................................................................................................................................................................................................... Mage reviewed work to obtain feedback from Kent residents and community members. Meeting ended at 6:35 p.m. Kt4 e ey A. Kam oto- City Clerk ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Page 6 of 6 Downtown Sounder Garage Update: April 19, 2022 Matt Gilbert, ECD Deputy Director 1r - � 1 y do momm V _ f _ 40, ] �� T 1 At AL i _ • J . Kent StatiMr- on ► = . • . . • • . - • . • - . '` J .--? _ Leo• .. � •law-- ag L d a�? G per us _ = _.y 111�►� t _� �* 4T23'05.21" N 122°1-31 49 b'J elev 3 SOUNDTRANslT Learn about station changes and share your feedback on design 04 April 5 - 26 Kent Station © Espanol © PyCCKMO x Parking and Access Improvements Welcome Background . . _ Learn Welcome! kentstation . pa rtici pate . on I i ne x W lames St E lames i' a Q Proposed 02 Garage ° dj rovaProcess Proposed #e c Bus a W Kent Stdtion Si Layover � � 4=i PeOstria n u Pads 00 Pid-uplNop-off AOA Parking z Kent S[ation � • Development Agreement originally planned 5hoppiagiTh€ater N �Bus E Pioneer St o Negotiations began in 2020 Loop Kent • Sound Transit has opted for the traditional Station hill W Temperarr-Le permitting process Sky e o Conditional Use Permit 4 ro Ex�9 0 o Requirements to address unique impacts E Parking E Garage E Smith St • City regulations address most impacts ►hf Smith St A • City will help select development team R . rt ti : r'.•�ti T F 'FeL ti ,. IL • May 2022: ST to issue RFQ to potential design/build contractors. • October 2022: Contractor proposal selection • March 2023: ST to issue Notice to Proceed Next Steps • Permitting process will follow 0 2025 Project Completion Downtown Sounder Garage Federal Waylink tensi* on CouncilUpdate • • • A • • , 2022 - FETE I L �� ___ �-• Pr _ �TL LtM� +;. .. FWLE Align ent PROJECT CORRIDOR _ .. LENGTH 7o8mlies PROJECT CORRIDOR r TRAVEL TIME OPENING FOR - - REVENUE SERVICE , ` 12MInutes 2024 1 -100F 2035 DAILY RIDERSHIP 361, 50ORiders [linsaiefor ilkus#raa;vurooxsanly and arenol bscate. Not is Sale Project Drone Videos ( Mid Jan . 2022 , April Soon • Sound Transit Jan . Drone Flyover Federal Way Link Extension Construction Progress Flyover January 2022 - YouTube https://youtube.com/clip/UgkxGVw80M5n7fuLdsLE16VBT412PJ4h8O6V • Sound Transit April Drone Flyover Forthcoming 301hAvenue South/ KDM Road Station • Midway • Highline • Highline College __ _ 'Ji • Kent/Des Moines ' "� � ` � �� •fir .-wv- w- �:� � � ' � - .L �� -. __ _ 3'I II■1 S . 272nd Street tation • "Star Lake Station Next Steps • Send Resolution if authorized by Council • Additional public comment process • Sound Transit System Expansion Committee — May 12th • Sound Transit Full Board — May 26th Public Comment • Public can submit preference to station names via : • fwle@soundtransit.or • Voicemail - (206)398-5465 • US Mail : Sound Transit Community Engagement c/o Kurt Workman 2505 S. 320th Street, Suite 500 Federal Way, WA 98003JAW _ - - . IL Permit Revisions • Part of the design-build process • About 710 for entire FWLE project • About 131 permit revisions approved by COK • Revisions on-going through the process • 79 currently in design, to be submitted Data provided above through 3/31/22 r" • J Y L f i� Kent Des Moines Station and Garage : • Utility work (water, sewer and drainage) is on-going • KDM Road Girders Installed F • Guideway Connection - Angle Lake to Midway • Garage Concrete Pours (41h Deck) • KDM Station Decking and Platform - • KDM Station Foundations • Rail delivery A, ''�r y "E - _ - � --- - tom\ - -T � � J� � a� cs F � •Sf r� IBC r re Midway �7 £_ Sty 11 �a •-- �- Landfill ! ------------- 3pth Av l a ------- t - ITR Fla - - ---- --- I { OF SR-99 dw 1,-_ _•1�1I. ` i ' .. .+ R+ � r .- - I •r,9 ,•�. ,yt� ��^tY -rye 7. r•• -. - � .�. r - . him ',"�-Y�Id 1� Lm�Lish a. 1 �r• r Ia �_. ; .��' �� L } �� �.. Looking south over KDM Garage — April 2022 err""Pr.+ia.e-;a.` { � r,�^. . •�•. -`.- n - co OEM µ - , '�-- ill►,---- '' I ,,,,e.,...-�'� ,- - � - _ _ -'�- � t 1 _ r U NN- ' r � ,N l '' r ` Structure 6 at Kent Des Moines Road Looking South — Dec. 2021 Loom An Wr iii Rik Structure 6 at Kent Des Moines Road Looking West— Dec. 2021 Ell R a i J v L Structure 6 at Kent Des Moines Road Looking South— Dec. 2021 L� �� ■�•�M\ti was�A�, - _ i i • tl -- .-� •• _ - ice% - WWI .r s r —'-�- Vim!\ -- z_ '-•�\t�`��-_b �C. ;,� `�\ I \"il ��1K� .,�s '��t �'� r _� per.. Y-;... v-•_ - — � .-��'`�,,... _ •�`�' - ' . , � ��j�� � tom\\. - ;�� ' a��,�„ b 41* t , .._ k .. Qi�'a 1 1 i ! lift • 4 A x:�lY w�LO, h _ 4F. ■ N�is �•� �i. a � �� 1 - "y._ - ...HfL[Lf ent D Moi e a ge, Erb,., , 7 in rk AO � '� •��; � � �- �+ ���C� 'y'F��,L .'1 1 � _ �� fir � ri v. TWO i N f /� .i Pill! --- y 17 v - _ d n�- 1; i �f 1 • �fi 1 SeI � r �_{dim •rt�iA_ 17.-- ,.�_�._a�I'r_ I -t_.'S'�f �.c- I o _. .' Tri? � �...��.� --� _ .. ' �" i -� RIF t � , - . . . , M- - / _ � po - - f`` Star Lake Station and Garage : ` = . � � • \ • - .. . . � -�. ., . . ■ a . * �\\�\ . ) . _ . . . .. - • �: z - �� � _ - - . - , - < dl, . \ Star Lake Station • Utility work is on-going �-- -� • Utility relocations are nearing completion • Star Lake garage first floor concrete is poured . Working on ramps and second floor • Star Lake Station foundations completed and walls ongoing • Set Structure Z girders for guideway across S 272nd St w A .y �•,, III ,M ,�1 1 �Os II 117 - 11Alan WIll 5 � r 3■ � a' Ar TA I � I _ ` ! - - - '....:. ,i�lal:•.i tllll I,Ii.�I�IIf41l I� Pn Ill��p l�pl���A i°!•. � -, Jl ,y _ - - _- - -: : pPpGEP, y., 7 I _. b _ p ip I I I I'M Iu I 19.1111111 W�111 p n >fnunl_funu�l�uu nu9,IIIn MORE �,��w/ - � �eat - ���` • i 6 I� __— ;. � � •II � �.i u._ .tee.' 1 �n ��. I�: ,nos 104 J i II, IV u g' or if- tr I Looking North April 2022 Provided by Sound Transit z _ 7 / s g -� =i� -y �' •�"\ yes_,. (,?r_.- - _._. ,rf p ..r Aw lip . _. �.- .ram .a � -` -.. - 'Y.p-•r ie _ R ���' ♦. ruct re •t U P / Storm Pond ,- � - Star Lal<e Garage fD 1 Storm Pond t Looking South Dec 2021 . .�,,�.: °.yr, �-• �� , s ', .: . P. ,A Structure Z - --. d __F — ALL7cd 72 � s 9 � ro: - ._ e �a 3 z,u "i;.. s . s � ' �► Storm Pond` {� °,< � � i d�� •-��"^�'�r� cam" - � �.:-' Looking South April 2022 5 L\ u - l F c�• y. NI Ah ol -ads 90 q ' 410�' NIP Moving Forward — Segment 1 • Permit Revisions • KDM Station : • Foundations and elevators pits • Setting steel for elevators • Procuring steel for the station platform • KDM Garage : • Pour final deck slab and ramp slabs of garage • Installing steel staircases and elevators • MEPF finishes • Utility Work — Water, Sewer and Drainage Moving Forward — Segment 2 • Permit Revisions • SL Garage : • Slab on grade garage pours completed • Pour elevated decks and ramps • SL Station : • Construct walls • Delivery of signal house pre-fabricated structure • Utility Work — Complete relocations, water, sewer and drainage • Begin pond SL-A (City owned pond off 26th Ave. S) • Begin abutment walls for guideway between station and 272nd Revenue Service • Scheduled end of 2024 • Likely to extend to 2025 Quiet Zones Update NO TRAI N HORN City Council Workshop April 19, 2022 Quiet Zones Update • Review of Quiet Zone Establishment Process • UPRR Update • BNSF Update • 2022 Legislative Update Quiet Zones Update • Review of Quiet Zone Establishment Process • UPRR Update • BNSF Update • 2022 Legislative Session Update Review of Quiet Zone Establishment Process • Train Horn Rule established by federal law • Different methods to establish * Crossing modifications and WA Utilities and Transportation Commission Approval JI , Construction • Quiet Zone Establishment • On-Going Maintenance - Chart 2 - Creating a New Quiet Zone using SSMs Chart 3A - Creating a Quiet Zone using Engineering ASMs {Modified SSMs) 0ti�in (�must be at Instal I gates a Seleciaassings coopera�on from �t 1e2 mile lights at all public 'fornclusioninflZ allaflected l iurisdiodons. long crossings 1 J from Gtarts,1 B, any SSltds or no 2 odiRed SS6A Put used? Angs with public. d" Czrduct tam Carnply xith s industrial,or reinPVt diagnosdcteam's mercial acres recommendations induded? Angs no S—QIY 6eter �sestablished on this nessto cons ————- ._ _ _ effectiveness al' bags subject to annual � p Upda- National e ffL-d IVI Inventory n reflect eAsting conditions 0Zs established on this ' within B months ...basis subject to annual c dorto nod.fic tian reviewf - f Proposed no proposed no arties, st ence / Gmtdion and update•. K RMrH7 <NSRT? CZRI<NSRT? Y— J horns,and install sipr , o irnen6Oryfam to FRAeuery at all crossin s 2.8-3 yrs `i yesWe are here � 'es no Usdaimer" This summary of he interim final rule is for informational u s only. ONY to-P.+L no Entities subjectto the interim final rule should refer to the rule text p lished in the ind ude Install SSMs Federal Register on dexmber 18.2003" Should any portion af' is mmary conmict analysis and with the interim final rule,the language of the interim 1-a I hall gavem. data yes SMs at eve s Update National es. si ence yen atd tQde6 �- horns,and install sin i farm to FRA eu no pub is xir�? Inventory at all cnossi g y4.5-5 yrs FRAappr�ed? Not qualfied no UTC Approvals trtsFallSPhAs, a yes Update itDry horns, any' ss modified SSMs 02RI<RIWH? Invenbr has,arc install signage Construction at all crossi no 'an and updated. i irmentory farm to FRA euery Update FFational } 2..rr3 yrs Iryvemxy 9ZRI<NSRT? (i established on this amen, si ence - basis subject to annual harts,and install signage review at all ayssi J ASM use requi approval rnw�y d Y Change in Approach for Crossing Modifications L-ff-jChan e frompylons to a barrier curb .�._— .r _ :0 Q P Ions require continual - � r maintenance fu L U- • Quiet zone may be 0 temporarilysus ended p E ,- if are missin pylonsg � Quiet Zones Update • Review of Quiet Zone Establishment Process • UPRR Update • BNSF Update • 2022 Legislative Session Update UPRR Update Recent Work Q S.�,, St • New Diagnostic in June 2021 S220thSt • Dia gnostic notes finalized S224thSt v, L P4 W 228th St • New Notice of Intent issued :1s, ' } , 1 S f34th St ➢ No substantial comments received M Kant Parkemorial L 7 2 • Contract with UPRR to design Willis ���11E55[ 12 �n EJamesSt statb n U St ate re I ocat i o n 41'Smith 5t • E-Smikh-St Kent G 515 LO a 1 h m UPRR Update Next Steps • Complete QZ application to FRA • Work with WSDOT on Willis St � modifications AV • Work with UPRR on crossing modifications • Petition UTC for crossing modifications UPRR Update UPRR N N N mrIj mcIj m v It V Ln Ln Ln N N N O O m rN ry N m O O ry N V O O , ry N Ln O O ko ry O N N N N N N O m m N N N N p T N N N N p Ln Ln N N N N N N N N O G] N ID O N N m m m O N �N O N N V V O G] �N O N N Lf7 L!7 �/] O G] N O ON N [O Quiet Zone y O N N N ry �y 7 N N 7] 0 N w N N O N N N N S S S A N N N N S S S A N N N N N S S S �' N N N N N S S S �' N N N O p p N }L. O p p N L- O p p N L. O p p N L. O p S N ry ry O H 1= S N ry ry O y 1= S N ry ry O y 1= S N ry ry d y S N ry i i N 7 0] cu i i — N 7 0] (D i i 7 W Schedule Ln O Z ❑ m 4 3 Q cn O z ❑ m Q 4 A O Z ❑ m -w � 4 � � � Q Ln O z ❑ FRA Reviews Quiet Zone Application 9 Months 12 Months Crossing Modification Coordination with UPRR Continuing Continuing Crossing Modification Coordination with 6 Months WSDOT(Willis St) 8 Months UTC Grade Crossing Modification Petitions 3 Months 15 Months Contstruction Contract Documents 7 Months With UPRR Review 12 Months Construction Contract 7 Months 7 Months Send Notice of Establishment(NOE) 6a Days 60 Days Quiet Zone Established Updated:April 19,2022 Estimated Duration: Minimum Realistic Quiet Zones Update • Review of Quiet Zone Establishment Process • UPRR Update • BNSF Update • 2022 Legislative Session Update BNSF Update Recent Work ur &11EthSt • Worked with FRA to determine L 220th St proper documentation for SSM S 224th St v, change L 5 228th'St ,181 �1u? L • Worked with FRA to confirm risk #k. calculation methodology Sf34thSt �y Kent � Memorial a' Park L - 2 v W James StF3 E James St 0 Kent v Station "I Smith St E-Smith-St Kent G 515 LO a 1 h m x 1 � � M BNSF Update Next Steps • Complete QZ application 99�r�� O'9p amendment to FRA � `� �2 "° TRACKS • Work with BNSF on crossing _ modifications • Petition UTC for crossing modifications BNSF Update BNSFI C C N N N mrIj m m ��V V�.7]rr N o N a o m a m o o q C v o a ,.n N o Ln o o N O N N N N N N N o m rn N N N N N d V N N N N N p v7 Ln N N N N N O SO Quiet Zone O N N N N O w N cu N N p m m m O N N N p O 11 N N N rj N p O 7 N N N p [O LO N O cIj O cD N N � i .�, N O rj NO O ry N i .� N Q N N N _o i A N ryO N N N N _o i N N L N O L N ry ry O y E" N L N ry O y E" v i N S N N y E" i N ry L7 N N N H G] N 3 L7 N N [0 3 L7 N G] [0 7 [] N G] E 1= [0 7 v N N m c m Schedule — a a s a ° o m c c1 o m m m c c1 m m c o m m c m Q LL a a o z o a a o zo ❑m o z ❑a 3 a a z ❑ �° a a �° LL FRA Reviews Quiet Zone Appiication Amendment 6 Months 12 Months I I I I I I I I I I I Crossing Modification Coordination with BNSF Continuing Continuing I I UTC Grade Crossing Modification Petitions 3 Mo 15 Months I I I Contstruction Contract Documents 7 Months With BNSF Review 12 Months 6 Months Construction Contract 6 Months Send Notice of Establishment(NOE) 60 Days 66 Days Quiet Zone Established Updated;April 19,2022 Estimated Duration: Minimum Realistic Quiet Zones Update • Review of Quiet Zone Establishment Process • UPRR Update • BNSF Update • 2022 Legislative Session Update 2022 Legislative Session Update 2022 Supplemental Operating ur &11EthSt Budget includes 3 million for 220th St the quiet zones in Kent . S224thSt v, L �a 228th St .181 1G7 L Co CO S f 34ih St 10 i Kent .-. . � h,le-morisl a' Park L 7 2 v Vmes St E James St Kent v Station "I Smith St • E-SmRh-St Kent 515 [fl a 1 h m 1 � � advancekent i i as „► \ Advance Kathleen performance 16 measures Performance measurement is the process of collecting, analyzing and reporting data regarding the performance of an organization . It is a tool to help local government evaluate the quality and effectiveness of government services. Source: MRSC (Municipal Research and Services Center) of Washington. https://mrsc.org. advancekent vision mission Strategic Framework I Kathleen rKent is Mission " - Why . . we exist? CHOOSETo LIVE committed to building businesses a safe, thriving, sustainable and What are our main-focus areas C H A N 0 E inclusive community. for the long- and short-term? Goals f I Values -_ _ r and the way we business? swam ObjectivesW hat efforts are neededget results? to values foals Integrity Thriving City ❑o the right thing. Creating safe neighborhoods,healthy people,vibrant commercial dlstrlcts.and inviting parks and recreation. • . • . done Caring Evolving Infrastructure InitiativesCare for those we serve, Connecting peo pie and places t hroug h strateg is to ensure we meet the objectives? nvestments in physical and technological infrastructure. Communication Inclusive Communi Connect to understand. Embracing our diversity and advancing social justice through equitablecammunity+engagement, Teamwork transformaGwe policy,Innovative service delivery,and MeasuresHow will we know if weWork together. acoauntability. are achieving results? Innovation Innovative Government Find a way. 6elivering outstanding customer service,developing leaders,and Fostering innovation, Achie►►ement Sustainable Services Be the difference. Providing quality services through responsible financial Adapted from: Stockwell, Performance management economic growth,regional advocacy,and partnerships. GovernmentGoals F"_ Kathleen Performance Citywide Objectives - The City of Kent has identified six Citywide Objectives , r ` • ' for measuring organizational progress toward Council • - Goals. Departments provide performance metrics, targets, and related data for regular updates. Diversity, Equity, Public Economic Vitality & Inclusion (DEI) Safety & Livability Using this data-informed approach helps to increase government transparency, identify opportunities for organizational development, and ultimately improve . , , ; �T public services for the entire Kent community. it To view current metrics, please visit the Advance Kent Community Government Dependable Performance Dashboard at: advance.kentwa.gov. Engagement Accountability Infrastructure DepartmentCC-,))* Targets Targets7 00 Operations advancekent Consultants' Report (2018) Kathleen Getting on One Track: • Steps toward Convergence Recommended Action Plan - genre on Goals • Work from shared knowledge basis. 4T • Communicate strong support of leadership. r . _ • Vest authority in a core team. • Define and translate citywide goals. F. • Define clear purpose of functions. • Create a common foundation of portfolio measures. ftrforrranupl•n•LL� Steve Gorcester`�w.. Lean Ideas fof Government Larisa Benson • Raise the bar. Chelsea Lei • Foster peer-to-peer learning. Executive Summary June 2018 • Integrate improvement tracks. The City of Kent hasim tleve i Portant leadership and organizational advantages for bP ng a unified performance management system.Progress on existing efforts will require building upon those assets and developing countermeasures to overcome key barriers.Currently,multiple change processes are taking place in Parallel without a cohesive and viable organizing strategy.Strategic integration of these r improve Kent's organizational readiness f P ocesses will of next step on performance measuremen Performance management.As a critical t we departments recommend that cityleadership s to translate city-wide goals in the context of de nts-spci work with and functions so that Performance measures can be designed to infomis� missions improvement initiatives. Source: Performance Plane, LLC (June 2018) Getting on One Track: Steps toward Convergence on Goals. advancekent Link to document. } Michael Strategy1 Deployment .....Project Sponsor.. CAO Derek Matheson......................................................................................................................................................... Project Managers: Michael Mage& Kathleen McConnell 2021-2022 Pro'ect Roadma�l ................................................................................................................................................................................................................................................................ 1 1" A-Team Members: Department representatives to provide project support and feedback. Phase 1: Update Current State Phase 2: Define Citywide Phase 3: Deploy Citywide Phase 4: Create Dashboard to Performance Measures (2019-2020) Objectives with ELT Objectives within Departments Monitor Citywide Performance Target Date: End Q1 2021 Target Date: End Q2 : Target Date: End Q4 / Target Date: End Q1 2022 Key Questions • Where are we at as a city? Where do we want to go? What will we do to get there? What data will show if we are headed • How are we currently measuring our I How will we achieve the council goals? How will departments align with in the right direction? performance? citywide objectives? How will we measure our progress toward citywide objectives? Milestones/Deliverables \ • Update current measures for 2020- Draft of citywide objectives (SMART Each dept. is able to connect to at least Finalize objectives with dept. measures 2021 budget book (see pales). criteria) with description for how each 1 objective with measurable activities and defined targets. objective meets the council goals. and defined targets. \ Create visual dashboard with reporting cadence. Related Actions • Meet with ELT to reintroduce strategy Meet with ELT to review common Meet with dept. data champions to Meet with dept. data champions to deployment and performance measure themes from dept. strategy interviews. introduce objectives and gather define data collection and reporting project (see slides). Meet with ELT to draft objectives. feedback on related activities. processes up to ELT. • Conduct dept. strategy interviews to Prepare communications for citywide ELT meeting to refine and finalize Start regular meetings with ELT review measures, discuss objectives, participation and data collection effort. objectives for deployment. to review performance measures. and identify common themes (see Update Council with draft objectives. )' advancekent Michael Performanceadvancekent Performance Dashboard Diversity,Equity&Inclusion(DE I) Public Safety Community Engagement More- Dashboard Advance Kent Performance Dashboard City of Kent,WA Measuring our progress Discover Our Citywide Objectives Explore performance metrics for each of our Citywide Objectives Community Economic Vitality& Dependable Government Engagement Livability Infrastructure Accountability Bringing people,partnerships and Kent's future as a desirable place Continue to build a sustainable Continuously improve the possibilities together helps create to live,work,and play is and healthy city pursuing multiple ffectiveness of city government a strong city that serves the loci... dependent upon a dynamic,... strategies to provide safe,cost... through transparency,... Visit: Advance. KentWAgov advancekent Advance Kent — Critical Partnerships Michael Advance Kent Steering Executive Leadership Reports Team (ELT) Chief Administrative GovernmentPerformance • •) Coordinator (G ' Feedback Sets strategic direction for Guides Citywide Lean journey, Plans andJexxeutes Citywide achieving City objectives, reviews supports continuous improvement, projectsrganizational and approves dashboard updates. and organizational performance. performance and improvement. Coordinates with GPC chairs stakeholder groups A-Team I— — — — — — — — — — — — — — — — — — — — — I — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — - i • EnterpriseBusiness Intelligence IT • Advance Team (BIT) GIS • • L Am - -A L L Citywide team to provide Provides enterprise facing Key dept. contacts for collecting, Citywide team to support governance and resources for ESRI/ArcGIS resources and support reporting, and analyzing Advance Kent performance and data-driven decision making. for data and mapping projects. performance metrics. Lean improvement efforts. G Adapted from the GFOA advancekent A Guide to Starting the Lean Journey(2014) How are Metrics Selected ? Michael Selection - 707 Is data available? (yes/no) 2.) Does the city own the data? (yes/no) 3.) Data refresh frequency? (monthly, quarterly, annually) �4.) Is this a previously established Performance Measure? (yes/no) 5.) Level of effort to collect data? (1 easy — 3 difficult) 6.) Confidence in data quality? (1 high — 3 none) 7.) What type of metric? (input, output, outcome) 8.) Relation to Council Goals? (direct/indirect) 9.) Understandable by the general public? (yes/no) 10.) Mutually agreed to by ELT? (yes/no) Source: GovEx (Performance Analytics) advancekent How are Metrics Reported ? Michael Reporting Process... .' • GPC will organize quarterly review of Performance Dashboard with ELT... • GPC will establish schedule for quarterly ELT meetings and process to collect metric data. • GPC will ask dept. data champions for any dashboard improvements or updated metrics. • Metrics will be updated according to their individual reporting frequency but usually no less than annually (please see performance metrics matrix for more info). • Departments are responsible for the following... • Identifying dept. data champions to report, analyze, and provide data for ELT review. • Working with GPC to publish public-facing data that is timely, accurate, and understandable. This will include... • Historical data (as much as possible) from 2017 onward. • Interval display in monthly, quarterly, or annually increments. More frequent intervals may be desirable but not always possible. This will need to be determined on a metric-by-metric basis. • Metric description explaining why this data is important to the public using plain language. • Performance targets for each metric (specific number, percentage, average, benchmark or general increase/decrease). Dept. should include a time period for achieving targets. • ELT will review, provide feedback, and approve updates to dashboard... • GPC will help with dept. follow-up and publish updates. advancekent Kathleen Continuous Improvement Plan What if our � When will metrics strategy changes? be updated? Will we integrate 91 PDCA How do we address resident feedback 41) staff resources for in the future? Act / Adjust Cycle Do data analysis? Can we add new 41V What happens metrics later? when we miss or Check complete a goal? , advancekent PM Improvements Dept. MacessTo cu Area ALL Departments: Kathleen ALL Process Documentation ALL Departments:Please document internal data collection/reporting.This will help us to ensure future data is consistent and will allow us to take advantage of future system automation. ALL Targets Making the targets and actual-to-target more visible and easier to read. An example is the Lean Training Enrollments and Public Records Requests charts. The Lean Training is a great example of easily seeing how the City is achieving its target. The Public Records chart is much harder to tell if the goal is being met,especially since the goal is stated as a percentage but the data is counts. Additionally,the count of requests takes up so much space that I think the chart is primarily about the counts and not the completion percentage. ALL Targets&Improvement Another aspect to consider across all measures is "what is the City doing"when a target is not being met. What action is being taken? FIN Waiting for Data Still need to complete 2D21 data set(waiting for SAO). HR Self-Reported Candidate/Staff Diversity Currently report data using EEO standards which has limitations/challenges:(1)Managers can do a "visual check"of race/ethnicity.(2)Blanks and unknowns are reported as"White/Caucasian".(3) Known data discrepancies between systems(JOE, Workday,Neogov). HR Self-Reported Candidate/Staff Diversity What would it take to establish KenVs own demographic data practices and still fulfill EEO reporting? HR Self-Reported Candidate/Staff Diversity How can we be more inclusive and flexible for candidates/staff of diverse identities/backgrounds? HR Self-Reported Candidate/Staff Diversity Increasing candidate diversity is not just an HR function-how can we improve this target for all city depts? MC DUI Court Question for future follow-up:How is recidivism tracked? NA Goals&Strategies Page It took me a bit to understand why these measurement areas were selected and highlighted. Perhaps put the goals and strategies page either with the dashboard homepage or somewhere where a view will see that first. It provides much _ more context on why and how everything is advancekent connected. Voice of the Customer (AKA Kent Residents Community Members Michael Resident Surveys: • Last surveys conducted in 2016 and 2018 (link here). • External consultant: Northwest Research Group. Feedbacks • Survey results were never utilized by the City and discontinued by Council in 2020 partly due to COVID. Lookin Ahead: • With launch of Performance Dashboard, some renewed . � interest in a resident survey connected to performance. `A • ELT recommends that any future surveys continue regularly to have consistent measure of on-going trends. • Some interest in different feedback methods other than I surveys (focus groups, interviews, etc.). ti • Important to engage a representative sample of population to prevent any bias in resident feedback. . advancekent Time for your Questions Thank You! Performance Measures Visit the Performance Measures Project Team SharePoint Site Discover learning materials, dashboard Michael Mage, LSSBB documentation, and project archive. Government Performance Coordinator, HR mmage@kentwa.gov qf Fi-f-a-..-r- Kathleen McConnell Senior Finance Analyst, Finance : W �� o kmcconnell@kentwa.gov �° g Y PERFORMANCE INDIC wzl - -M-.- - Performance Measures I EMAIL: Performance@KentWA.gov I SITE:cok.sharepoint.com/sites/PerformanceMeasures advancekent