February 13, 2009 City Manager's Update

Public Works/Planning and Development

Parks and Recreation Master Plan RFQ Set for Release: Attached is the final draft RFQ for the Parks and Recreation Master Plan.  Please let me know if you have any questions or suggestions. 

City Manager’s Office 

New Monthly Report for City Council: Beginning with January 2009 data, the City Manager’s Office will distribute a month performance data report to help track the services, operation and performance of various departments.  The first such report is attached.  As this is a new report, we will examine how it can be improved over the course of the year; so new items may be added in the future.  Because some of the comparative data for last year is not readily available, that section will be developed over time.  In the future, the Monthly Report (along with this report) will be posted to the new website each month.  Any suggestions and comments are encouraged. 

Training Plans: During the next month, I will be participating in two training opportunities:

OCMA Winter Conference in Columbus:  The annual Ohio City/County Management Association Conference will be held February 24-26.  During the conference I will be participating on a panel titled “Sustainability Initiatives at Work.”  I will review Oberlin’s successful town-gown sustainability initiatives and other collaborative sustainability efforts.  Later that day, I have initiated a town-gown dinner meeting of City Managers and staff from communities that host colleges and universities. 

Pilot Leadership Development Training Seminar:  In January, the National League of Cities (NLC) and International City/County Management Association announced that they had received a grant from the U.S. Department of Homeland Security (DHS) to provide in-depth training to prepare municipal leaders to handle natural and man-made disasters.  The training will cover the four phases of emergency and disaster management: prevention, protection, response and recovery.  NLC sought applications from leaders from across the country for the 40 seats available. I received word this week that I was selected for this seminar to be held on March 14 and 15.  Because of grant from DHS, there will be no cost to the City of Oberlin.  

February 6, 2009 City Manager's Update

Following are updates on various topics for your information.  Please let me know if you have any questions.  Thank you!

Police Department

Citizen Police Academy Scheduled – Chief Tom Miller has announced the dates for the new Oberlin Police Department Citizen Academy.  The academy will begin on March 12 and continue for 10 consecutive weeks.  Each session will last from 6:30 to 9 p.m.  Space is still available, so the Chief asks for your assistance in encouraging residents to apply so we have a good cross-section of Oberlinians participating in the academy. 

Promotional Exams Scheduled – Following approval of the change to the Classification Plan, the Police Chief has scheduled exams for the Lieutenant positions and for Sergeant over the month of March.  In addition to the written exam, we will use assessment centers as well for the first time in the Police Department.  The assessment center will gauge leadership skills and decision-making abilities.  (A similar assessment center was used by the Fire Department last summer.)

City Manager’s Office

Congresswoman Betty Sutton Briefs Lorain County Mayors/Managers – Earlier this week, Congresswoman Sutton held a conference call to provide a briefing on the stimulus bill working its way through Congress.  She reported on the specific programs that are expected to meet needs of Ohio and Lorain County.  She heard frustration from some of the Mayor about length of time it takes to distribute federal funds through the State (see below) and she urged us to take this issue up with the Governor.  Elyria Mayor Grace is the current chair of NOACA and plans to address our concerns with the State’s “infrastructure czar” when they meet next week. 

Underground Railroad Center Project Moves Ahead – Planning work is underway again on the Underground Railroad Center thanks to the involvement of Assistant City Manager/HRA Darlene Colaso and the Public Services Institute.  Darlene met with PSI in December.  Since then, the PSI team and Darlene have collaboratively been making community contacts and formulating discussion materials to begin the formal public engagement process.  A joint meeting with the Underground Rail Road Center Design Team and PSI has been scheduled for February 11th at 3 p.m. and meetings with other interest groups are being scheduled.  Attached you will find the draft materials this team has developed.  Please let Darlene or me know if you have any questions.

Economic Development and Housing

Team Lorain County Provides Economic Briefing – Earlier today, Team Lorain County (TLC) held its annual economic forecast breakfast.  Speakers included TLC Director Steve Morey, Matt McQuade of the Ohio Business Development Coalition, Robert Leggett of First Merit Bank, and Brad Whitehead with the Fund for Our Economic Future.  Mr. Leggett provided an overview of the economy and Mr. McQuade reported on efforts to market Ohio and Northeast Ohio for new business development.  He recommended reviewing the following websites:

www.OhioMeansBusiness.com

www.ClevelandPlusLiving.com

www.ClevelandPlusBusiness.com

McQuade believes we will feel optimistic about the future and a sense of pride as residents of the area after looking at the websites. 

City Prepares to Apply for Neighborhood Stabilization (NSP) Funds – Last December, staff attended training in Columbus to prepare for the release of applications for NSP funds.  As of this week, there are still no funding procedures or application forms to use to apply for NSP funds.  While we wait, staff has been identifying target areas in Oberlin to be considered with others in Lorain County and the Lorain County task force will begin to prioritize them. 

Foreclosure Clinic Held – The Oberlin Foreclosure Task Force, in cooperation with the Lorain County Task Force, coordinated a Foreclosure Prevention/Borrower’s Outreach Day Clinic on Saturday, January 24, 2009 which was held at the Lorain County Joint Vocational School.  This free public service was offered to all Lorain County residents who needed advice regarding their mortgage, especially if they were facing foreclosure. Residents were encouraged to drop by between 10 a.m. and 3 p.m.  The goal was to target the Oberlin and surrounding communities who may not have had the opportunity to attend past clinics held at Lorain County Community College.  Twenty residents were assisted during this clinic by housing counselors, lenders and attorneys.  Participants were able to speak with an attorney for free, which normally would have cost them at least $150.   The event was coordinated by Angela Wu (Oberlin Street Law), Judy Wright (Zion Community Development Corporation), Barbara Mehwald (Human Relations Commission Chair), Kristin Braziunas (Oberlin resident/POWER Fund), Kathy Burns (Oberlin Community Services), and Sharon Pearson (City of Oberlin). 

2008 Foreclosure Data Received – Recently received data from the Lorain County Clerk of Courts reports 29 foreclosure filings in Oberlin during 2008; a slight decrease from 32 in 2007.

January 16, 2009 City Manager's Update

Following are updates on various topics for your information.  

Staff of the Ohio Board of Regents Visit Oberlin – Last week, Patrick McLean, Associate Vice Chancellor of Affordability and Efficiency, and Corey Hawkey, Sustainability Projects Coordinator, both with the Ohio Board of Regents, visited Oberlin to learn more about the town-gown collaborations on sustainability.  A team of College, community and City representatives briefed Mr. McLean and Mr. Hawkey on the various sustainability efforts, energy efficiency efforts, the quest for renewable energy and more.  It was a visit that is expected to be the first of several similar contacts to share Oberlin’s example with other colleges and universities and their communities.

Audit of 2005 CDBG Downtown Revitalization Grant Completed – The City was awarded its second Downtown Revitalization Grant under the Ohio Department of Development’s (ODOD) Community Development Block Grant program ($400,000) in late 2005.  That competitive grant program provides funding to assist communities with downtown improvement projects.  That grant provided funding for private building rehabilitation activities (such as façade improvements or interior building upgrades to address code requirements), clearance activities, a public street improvement project (the installation of a new traffic signal with crosswalks at South Main and Vine Streets) and administration.  The grant period ended on December 31, 2008.  In accordance with ODOD’s usual practice, that department monitored the City’s Downtown Revitalization Program on January 14, 2009.  That monitoring  included a review of projects (public and private), program administration, financial management and record keeping to ensure compliance with the grant agreement, the State’s CDBG Program and applicable laws and regulations.  At the conclusion of this full day review, ODOD staff commended the City for its successful administration of this grant.  No areas of non-compliance were noted at that time.

Stimulus List Submitted – Lorain County Community Development Department has been directed to gather list of potential stimulus projects from around the County to submit to the State later this month.  The Oberlin list was submitted this week.  It includes City and School District projects that could be “shovel-ready” during 2009.  There has been talk of a multi-year plan in the future; if that effort is successful, other high priority City projects would make that list, for instance a future renewable electric generation project and additional improvements to roads, and our water, wastewater and storm water systems. 

Over $40,000 Raised during 2008 Community Giving Campaign – The 2008 Community Giving Campaign was very successful.  Representatives of the Oberlin City Schools, Oberlin College and City recently met to debrief on the campaign.  Plans are in the works to expand in 2009 to include other employers and to possibly link with some special events.  Special appreciation goes to the Finance Department for assisting with a more complex campaign this year.  Employees could give to Oberlin Community Services, Oberlin Early Childhood Center, United Way of Greater Lorain County or Greater Cleveland Community Shares.  

100th Anniversary of City Manager Form of Government Celebrated

Earlier this fall, the City Manager form of government was celebrated.  100 years ago, Staunton, VA hired the first City Manager.  Six years later, in 1914, the City Managers’ Association was formed as a professional organization for appointed city managers and administrators. Its purpose was to bring reform and accountability to local governments and to be an advocate for professional management in local government. This association later became the International City/County Management Association (ICMA).  In 1924, association members expressed their commitment to high standards of conduct by adopting a code of ethics.  The next year, Oberlin appointed its first City Manager.  

More about this form of government:

Oberlin follows the Council-Manager form of government.  Under this system of local government, the elected officials are the community leaders and policy makers who establish a vision for Oberlin and who hire the City Manager to carry out policy and ensure that all residents are being equitably served. The City Manager coordinates the work of department heads and other employees, who help ensure the smooth and efficient delivery of services. By building public/private partnerships, intergovernmental agreements, and other collaborative relationships, the City Manager works to use all of the community's resources to solve current problems.

The City Manager: 

·         Works with elected officials as they develop policies. The manager may discuss problems and recommendations, propose new plans, or discuss issues that affect the community and its residents.

·         Along with other Council appointees, ensures that laws and policies approved by elected officials are equitably enforced throughout the city.

·         Seeks feedback from residents and members of the business community to address and solve problems.

·         Prepares the annual budget in conjunction with the Finance Director, submits it to elected officials for approval, and implements it once approved.

·         Supervises department heads, administrative personnel, and other employees.

·         Solicits bids from contractors and select or recommend the appropriate individual(s) or organization(s) to perform the work.

·         Investigates citizen complaints and problems within the administrative organization and recommend changes to elected officials.

·         Manages the day-to-day operations of the City.

The City Manager’s primary responsibility is to keep Oberlin running smoothly.  To do so, Oberlin’s City Manager works with the other appointed officials (Law Director, Finance Director and City Clerk) and a range of skilled individuals involved in public safety, public works, community and economic development, and many other service areas.  You can count on this team to make your community a great place to live, learn and lead!

Oberlin has been served by 17 City Managers:  

Don Herrick       1925-1928

Leon Sears       1928-1935

H. V. Zahm        1935-1952

Phillip Zahm      1952-1955

Fred Weisbrod 1956-1957

Richard Dunn    1958-1963

Donald Marquis  1963-1967

Edward Smith    1967-1971

Tom Dalton        1971-1978

Sherry Suttles  1979-1982

Dale S. Sugarman 1982-1988

Deborah Kimble      1989-1992

Ron Twining              1993 (Acting City Manager)

Gary Goddard          1993-1996

Rob DiSpirito           1996-2007

Gary Boyle              2007 (Interim City Manager)

Eric Norenberg  2007 to present

This list is courtesy of the Oberlin College Archives. 

Budget Hearings to be held November 18 - 20 - 6 to 9 p.m

Oberlin City Council budget meetings are open to the public. 

Department presentations will focus on:

o    2008 Key Performance Indicators

o    2009 Budget Highlights

o    A review of proposed changes from the 2008 budget in key budget categories (personnel/benefits, operations, capital equipment, and capital improvements);

o    Goals for 2009

o    A review of unmet needs

Here is the tentative schedule for the three nights:

Tuesday, November 18, 2008

Overview

Public Works                                                                                                                                                      

Wednesday, November 19, 2008   

Fire

Police

Law Dept.

City Clerk         

Municipal Court

Finance Dept.              

Thursday, November 20, 2008

Electric

Planning and Development

Human Resources

Council

City Commissions

City Manager

Discussion/wrap-up

Lorain County 9-1-1 Agency to begin dispatching Oberlin Firefighters On November 3

Lorain County 9-1-1 personnel currently answer all emergency phone calls for assistance in the county.  However, beginning November 3, that service will include the actual dispatch of Oberlin firefighters to the emergency location. Under the old system, all calls were answered by Lorain County 9-1-1 and transferred the call to OFD. Personnel at the fire station received the emergency call, determined the emergency type/needs, alerted part-time and off-duty firefighters via pagers, and then drove the first fire apparatus to the scene. This change only affects fire department operations. The Oberlin Police Department will continue to maintain their current dispatch services. 

Why is time important? In the field of emergency medical services, using cardiac arrest research, the medical community adopted a guideline for the arrival/initiation of basic and advanced life support within 6-8 minutes. Similarly, fire suppression is measured by a stage of fire growth known as flashover.  Flashover is a critical point in a fire situation as the likelihood of survival and the chances of saving lives drops dramatically in the room of origin after 7-10 minutes of unimpeded fire growth.

Fire Chief Dennis Kirin describes: “There are very distinct time components involved in receiving, handling, dispatching, responding and mitigating an emergency incident. Some of these time segments are fixed; some are variable. We are altering the variables of call-handling to decrease the time it takes firefighters to reach our residents.” Under the new system, the Lorain County 9-1-1 agency handles the entire call: collecting all pertinent information and alerting the fire department simultaneously. Agency personnel can provide emergency medical information to the caller pending arrival of the responders and have direct access to multi-language interpretation and TTY services. 

Many of the components of the dispatch process are already in place and have been tested over time. The Lorain County 9-1-1 agency has provided dispatch service for many of the county fire departments since its inception. The agency utilizes a computer-aided dispatch system and has regional communication capabilities. Oberlin could not utilize this service earlier, because Oberlin Fire Department also provided fire alarm system monitoring for local businesses and institutions.  The Fire Department worked since January to phase out the alarm monitoring service to enable the change to the 9-1-1 dispatch service.

This is a win-win proposition for the department and the community. We get the needed services to our residents sooner, and it does not require firefighter to sit in the station waiting to answer calls.  

Issue 28 - Oberlin One-Fifth Percent Earned Income Tax Levy to fund Infrastructure Improvements

Recently, early voting began for the November 4 General Election.  Some voters are not yet aware of Issue 28, a tax levy for the City of Oberlin to provide for funding for infrastructure improvements.  Here are some facts about the levy.  

Purpose:  The proposed ten-year, one-fifth percent earned income tax levy will provide the City with revenue for the following capital improvement programs effective 1/1/2009 through 12/31/2018.  These particular efforts/projects would be funded, wholly or in part, by the levy.  

The proposed plan is expected to raise $5 million over ten years.  We intend to use the funds for the following improvements:

Fire Station Upgrade Debt Service ($1.225 million over 10 years) – Provide a safer working environment for Oberlin firefighters by renovating and upgrading the 30+ year old fire station. Ensures Oberlin firefighters have safe, adequate facilities to conduct training and store emergency vehicles/equipment.  The current station is too small; it cannot keep pace with the growth in service demands and operational requirements, and does not meet current codes and safety/health standards.  Debt service from the levy will pay for part of the construction cost of renovations and upgrades of the Oberlin Fire Station.  If the levy is approved, the City would also use existing City reserve funds to pay for part of the construction cost of the Oberlin Fire Station renovation and expansion. The amount of levy proceeds used for the fire station improvements will vary depending on how much reserves are available and how much the city can raise from other sources.

Street Repair/Preventative Maintenance ($2.25 million over 10 years) - This would fund more aggressive pavement maintenance and repair to extend the life Oberlin streets and help to get ahead of rising petroleum costs that make pavement repair more expensive.  This may include funding for replacement of underground utilities or stormwater improvements related to street repair/replacement project.

Pedestrian Safety Improvements ($250,000 over 10 years) – Funding to repair and install sidewalks in areas of the City that are adjacent to City property and facilitate a program to improve quality and availability of sidewalks in Oberlin. 

Parks/Cemetery Improvements ($325,000 over 10 years) – Includes improvements to the parking lot at the Hamilton Street Recreation Complex, bike trails, playgrounds, cemetery, etc.

General Municipal Facility Repair/Adaptation ($125,000 over 10 years) – Repair and modification to municipal facilities to meet intermediate space needs, until a longer term plan is implemented, and increasing resource efficiency of these facilities.

Park Street Bridge ($100,000) – Provide the local match to State funds for reconstruction of the Park Street Bridge.

Future recreation facilities ($725,000 over 10 years) – Provide funding for the results of the master plan for additional recreation improvements.

Core Values Established

Several months ago, a team of City employees and I began developing a list of the core values each City employee should embrace.   Core values are defined as the basis for all decisions and actions.  They identify our collective values as City employees.  And, core values provide standards of behavior that affect how programs and services are delivered and the allocation of resources.  In the future, these core values can assist us in developing a mission statement and vision statement.  

I hope all current employees share these values and that future employees will want to join the team because of our values.  Here are the Core Values of Oberlin employees:                                

The employees of the City of Oberlin believe in:               

            O          Open and honest communication           

            B          Being innovative                 

            E          Excellent and effective services       

            R          Respect and appreciation for diversity                      

            L          Leading by example                      

            I           Integrity in the stewardship of Oberlin's resources     

            N          Neighborly attitude and friendliness

Finally, I would like to acknowledge the following employees for their participation on the Core Value team: 

Court:  Emily Schramm, Finance: Joyce Miller, Fire: Bob Schubert, OMLPS: Doug McMillan, Police: Melissa Lett, Planning & Development: Tita Reed, Public Works: Mikah Jones & Steve Hoffert.  

Please help us hold true to these Core Values by letting me know if we miss the mark.  Thanks!

City Logo Selected

Last week, the Oberlin City Council approved a new logo for the City of Oberlin.   You can see the new logo above. The key elements found in the new City logo are: 

• The American elm tree in the logo is similar to the Historic Elm Tree where John Shipherd and Philo Stewart founded the community and college 175 years ago.
• The star reminds us of the North Star that guided African Americans fleeing slavery, many of whom passed through or stayed in Oberlin.
• The two color tones that come together around the tree to become one logo symbolize the various groups in Oberlin that come together to form one community. 

The tagline “Live ● Learn ● Lead” conveys the message is that Oberlinians are active, not passive. We: 

• Live active lives in Oberlin;
• Learn throughout our lives as education is best way to reach one’s full potential; and
• Lead others in our community, our state and our country; challenging others to follow our example in the areas of social justice, respect for all, environmental stewardship and more. 

In addition to being used in Oberlin’s new website (to be up and running this fall), the new logo will be used on letterhead, vehicles, signs, uniforms, etc.  

I want to thank the many individuals who helped develop the logo.  There were many staff and residents involved in the process that began in May, when “creative brief” questionnaires were distributed via e-mail to City Councilmembers, community leaders, business persons, board and commission members, staff and others. Every recipient was encouraged to pass on the brief to others as well.  A shorter version of the brief was distributed in early June and at Juneteenth weekend events.  Designers from Studiothink also visited Oberlin to get a feel for the community and to talk with Oberlinians.  In early July nearly 50 possible logos were reviewed by staff.  That group of logos was narrowed to eight that were presented to the City Council for suggestions and comment.  With that input, the list was reduced to four.  Those four were published in the Oberlin News-Tribune, posted at the Oberlin Public Library, and featured on a special website.  Over 200 persons took part in ranking the logos and tag lines, and providing advice and ideas.  The public input process concluded with a public meeting on August 13.  More than 15 people attended and discussed the logos.  On September 15, the City Council approved the logo.  I hope you will agree that this logo will serve Oberlin well into the future.