HomeMy WebLinkAbout09/02/2014 05A 2014 Second Quarter Strategic Plan Monitoring ReportBUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 5.A.
For Meeting of: September 02, 2014
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ITEM TITLE:
SUBMITTED BY:
SUMMARY EXPLANATION:
See attached
Second Quarter 2014 Strategic Plan Monitoring Report
Tony O'Rourke, City Manager
Resolution: Ordinance:
Other (Specify):
Contract: Contract Term:
Start Date: End Date:
Item Budgeted: Amount:
Funding Source/Fiscal
Impact:
Strategic Priority:
Insurance Required? No
Mail to:
Phone:
APPROVED FOR
SUBMITTAL:
RECOMMENDATION:
ATTACHMENTS:
Description
2014 Strategic Plan update
City Manager
Upload Date
126/2014
Type
Cover Memo
ECONOMIC DEVELOPMENT
Strategy
Department
1st Quarter Progress Report
2nd Quarter Progress Report
3rd Quarter Progress Report
4th Quarter Progress Report
1
Collaborate with Downtown
businesses through a Downtown
Master Plan
Economic
Development
City staff is working closely with a number of
downtown businesses on a variety of projects
including designs for a potential downtown
plaza, new events, tenant recruitment and
beautification issues
City staff is working closely with downtown
businesses on a variety of projects including
designs for a potential downtown plaza, new
events, tenant recruitment, beautification, and
parking
2
Determine the best location for a
public plaza for community events and
activities
Economic
Development
City staff with an Implementation Team
continue to work with Gustafson, Guthrie,
Nichol and Carl Walker Inc. on designs for a
potential public plaza and updates to our
overall downtown parking system.
City staff with an Implementation Team
continue to work with Gustafson, Guthrie,
Nichol and Carl Walker Inc. on designs for a
potential public plaza and updates to our
overall downtown parking system.
B
Attend and promote Yakima at the
International Council of Shopping
Centers annual conference in Las Vegas
Economic
Development
Planned booth design and community
promotial brochures for the RECON 2014
conference.
A four person team (Sean Hawkins, Verlynn
Best, Liz McGree and Tom Dittmar) attended
the RECON 2014 show in Las Vegas from May
17-21.
4
Produce Lunchtime Live and
Downtown Summer Nights concert
series in 2014; invest in new events
Economic
Development
Planned, booked and development
promotional materials for the Downtown
Summer Nights concert series, Lunchtime Live
and the Blues and Brews event. Worked closely
with Townsquare Media, Radio Yakima, the
North Front Street Association and the Seasons
to sucessfully put these events together.
Downtown Summer Nights began its new
season on Thursday, June 12 and runs through
Aug 21. A few of the shows have topped the
1,000 attendance mark and event revenue is
up 67% over the first four shows. A new event
on Front Street, Yakima Blues and Local Blues,
drew 1,485 people for its inaugural year.
5
Form a public-private partnership to
market and promote air service and
secure a fourth flight to Seattle
Airport/
Economic
Development
Airport staff in conjunction with Economic
Development Manager and Idea Marketing
developed a variety of tools to enhance the
marketing project for the Yakima Air Terminal.
These tools included the development of a new
website www.flyykm.com to help promote air
service in the Yakima Valley, Free Wifi in the
terminal to provide passengers both the
convenience of high speed internet and
exposure to flyykm website, radio, newspaper
and television advertising to inform residences
of air service options out of the Yakima Air
Terminal.
Launched new flyykm.com website as well as
initiated radio, television, and newspaper
advertisements throughout the valley. Initially,
airport's enplanements have increased to bring
current load factors up 4 percentage points
compared to previous year's figures.
Replace aging asphalt, taxiway lights,
taxiway signs and airfield markings to
Airport staff in conjunction with Huibregste,
Louman Associates, Inc. developed the
Airport Staff held three airport tenant
presentations to involve all parties of which
ensure the airport will continually
Construction Safety Phasing Plan, Preliminary
might be impacted by the project. Through
meet Federal Aviation Regulations
Engineering Plans, Preliminary Design Report,
Pre-Design Conference Checklist, and
Construction management Report. Through
close coordination with the Federal Aviation
these meetings, we were able to collect
valuable information and implement them into
the construction plans. Proposed Runway
closure scheduled was distributed to various
Administration, we were able to construct
these plans to 60% completion while holding
various meetings with specific FAA
Departments to ensure all applicable parties
Federal Aviation Administration departments
for their review and feedback.
Airport staff in conjunction with Huibregste,
Louman Associates, Inc. continued to develop
6
Airport
were involved.
Construction Safety Phasing Plan, Preliminary
Engineering Plans, Preliminary Design Report,
Pre-Design Conference Checklist, and
Construction management Report. Plans were
developed and submitted upon reaching90%
completion for the Federal Aviation
Administration's review.
Develop final plans for the mill site and
right of way acquisition for the Cascade
Mill Parkway
Right of Way acquisition for Cascade Mill
Parkway is in process. Negotiation is currently
underway with three property owners for right
7
Strategic
of way purchase. Application will be made for
Projects
funding of the Fair Avenue Roundabout with
the TIB agency in August.
Environmental remediation/ cleanup
of the mill site property
The City entered the Voluntary Cleanup
Program with Department of Ecology as a
partnership process to gain approval of the
landfill cleanup and access funds. Department
Strategic
of Ecology proposes $20 Million in the State
$
Projects
Capital Budget for landfill cleanup. The City is
finalizing the Remedial Investigation (RI) and
the Feasibility Study is being drafted by Landau
Associates
Retain an urban economist to assist
the City in the identification of
Staff from Jones, Lang, LaSalle are under
contract to conduct a Market Analysis for the
appropriate and feasible commercial
Strategic
Cascade Mill. First site visit and interviews was
9
and job creation land uses for the mill
site
Projects
in May, 2014. Follow-up visit planned for
August 2014. Final report targeted for 4th
Quarter 2014.
PUBLIC SAFETY
Strategy
Dept.
1st Quarter Progress Report
2nd Quarter Progress Report
3rd Quarter Progress Report
4th Quarter Progress Report
1
Expand the downtown bike patrol to
run from March through October
Police
No bicycle patrol during winter months
Bicycle patrol started June 9, 2014
2
Increase training opportunities for
newly promoted employees and
leadership development
Police
Fire
8 officers attended the FBI-LEEDA supervisory
training leadership course. 2 new sergeants
attended first level supervisory and the FBI-
LEEDA executive leadership course. An outside
instructor was contracted to teach Incident
Management techniques to the Fire
Department. Inside and outside instructors are
being utilized for leadership training.
5 additional officers have been identified to
attend the FBI-LEEDA course. Lt. Pollard
attended the Senior Management in Policing
Institute course. Chief has initiated monthly
mentoring meetings with junior lieutenants. A
group of senior city staff members is being
coordinate to support and mentor newly
promoted employees. In addition, 9 officers
are attending the City's leadership
development course
3
Deployment of 74 assigned police
patrol vehicles
Police
All officers eligible for an assigned vehicle have
received their vehicles. Vehicle outfit and
assignment was completed approximately
three months ahead of schedule.
Assigned police vehicle program is continuing
with two additional officers receiving their
assigned vehicles after passing probation.
4
Invest in 8 license plate reader systems
for the Yakima Police Department to
aid in the recovery of stolen vehicles
Police
Sgt. Henne continued to do research on
available ALPR systems
Sole source request for ALPR system has been
submitted and approved by Purchasing. The
sole source request will be placed on the
agenda in August for council approval.
5
Hire a Gang Free Initiative manager to
ensure effective public and private
sector coordination and integration of
resources
Police
A candidate for the GFI director position visited
Yakima and was interviewed
Perry Tarrant has accepted the position of
Emergency Preparedness and GFI Manager and
will start July 1. Perry has met with
Councilman Lover, GFI Consultant Steve
MagaIlan, and other city staff involved with the
Council Public Safety Committee to begin his
orientation with the City of Yakima and GFI.
6
Implement second gang unit to work
gang crimes
Police
second full gang unit was implemented in
January 2014 when the 2nd sergeant was
assigned
The two gang units continue to operate 7
days/week. Partnerships have been reinstated
with federal agencies for the gang unit to file
gang charges federally to increase sentences
for gang crimes.
Increase staffing level at Yakima Fire
Department to eliminate "brown out"
days
Beginningianuary 1, 2014, overtime funding
has been used liberally to maintain a policy-
driven minimum daily staffing of 20 personnel -
to include 6, 3 -person companies, 1 dedicated
Daily staffing has been maintained at 20 per
shift. This model has proven valuable in many
aspects, yet personnel vacancies, injuries and
fire incidents have overburdened the
7
Fire
ARFF and 1 Shift Commander
department's overtime funding. This has been
particularly offset with position vacancy
savings
Separate the Communications Center /
Dispatch Center manager position into
Nearly complete. Currently finalizing some of
the more minor tasks. Will be completely
This process is completed. No further reporting
necessary
N/A
N/A
8
two different positions
Info Systems
separated no later than May 1, 2014.
Develop a design study for the new
joint communications center that will
Design study is completed. Working on
finalizing construction documents in
Four bids ranging from $4.2-4.6 mil were
received for communication center and are
9
be located at the County -owned
Restitution Center
Police
preparation of going to bid. Should be ready
for bid in May 2014.
currently being reviewed by the county project
manager. Bid award scheduled for August
2014.
Invest in a new fire brush truck in order
A department -specific needs assessment and
A contract has been executed to build this
10
to better assist local agencies
Fire
equipment research was conducted.
apparatus using an interlocal agreement.
Add a fulltime parking enforcement
officer dedicated to the downtown
This position was advertised and open for
recruitment
Candidates are in the background investigation
phase of the hiring process. We continue to
11
area
Police
have a contracted employee provide parking
enforcement services to the downtown area.
Reduce the current misdemeanor
caseload with pre -filing diversion
Pre -Filing Diversion Program and the Charging
Unit were implemented in the 2013. The
Pre -Filing Diversion Program and the Charging
Unit were implemented in the 2013. The
12
program and charging unit to comply
Le al
g
programs have reduced the number of case
programs have reduced the number of case
with state mandates
filings as anticipated.
filings as anticipated by 40 percent; from
5,300 cases in 2012 to an expected 3,200 cases
in 2014.
PUBLIC TRUST & ACCOUNTABILITY
Strategy Department
1st Quarter Progress Report
2nd Quarter Progress Report
3rd Quarter Progress Report
4th Quarter Progress Report
1
Implement quality customer service
academy for all existing and new
employees
City Manager/
Human
Resources
Employees were trained on how to teach,
instruct, and lead coworkers through a City
sponsored customer service academy
The first Customer Service Training Courses
were offered. Over 400 employees went
through Customer Service 101 and the
Nordstrom Model of Customer Service. A
second series of customer service training will
begin third quarter
2
Conduct Yakima's third annual citizen
survey in late spring/early summer
City Manager
Communit y
Relations
Preparations have begun for the third annual
Yakima Citizen Survey, which will be conducted
in early summer.
Preparations continued for the third annual
Yakima Citizen Survey, which will be conducted
during the 3rd quarter of 2014.
3
Implement new financial systems
software program (Cayenta)
Finance/
Information
Systems
Went live with the system on 1/6/2014.
Working through post -go -live issues. Will
continue through most of the year because of
the complexity of the system.
Since ITS had not had time to honor its
commitment to provide Cognos reports for City
users, Finance has stepped up to assist users
citywide with the Cayenta report writer so they
can track their financial status and begin to
prepare for budget. Learning curve is still
present, but it is flattening out as Cayenta
makes requested enhancements and staff get
more experience.
4
Examine bus routes to create more
efficient services
Public Works
Route 8 was cut in accordance with Transit's 15
passenger per hour route standard. Changed
depart time from 5:10 p.m. to 5:15 p.m. to
improve passenger accessibility. Adjusted
route times for better passenger efficiency.
Union Gap was added to Bus Book to improve
continuity between the two bus systems.
Currently we are evaluating routes while
looking at our quarterly half hour counts.
However, the Run Cutting Program has not
been a significant part of this process as of yet.
We are currently using IT to install the
electronic ADA announcements and once this
process is complete, we will turn our attention
and utilize IT's experience to install the Run
Cutting Program and get this up and running in
an effort to become more efficient.
5
Conduct Yakima's third annual
employee survey
City Man ngef !
Resources
City Manager met with departments to review
the results from the 2013 employee survey and
answer any questions staff members had
City Manager met with departments to review
the results from the 2013 employee survey and
answer any questions staff members had
Establish development teams to
ensure coordinated project review
We continue to fine tune the DST process and
have recently determined how legal will be
involved in addressing the limitations and legal
A Project Permit Coordinator will be hired to
help expedite permits _Improvements in the
review process continue with emphasis on
Community
6
Development
requirements for right-of-way acquisition and
infrastructure installation as it relates to site
specific development proposals
reducing staff delays.
Perform a Business Process Analysis of
the utility services division
Negotiating with FCS group to compile the
second phase of BPA with a written document
7
Finance
outlying division policies and procedures and
starting preliminary work on looking at
different utility billing programs.
PARTNERSHIP DEVELOPMENT
Strategy
Department
1st Quarter Progress Report
2nd Quarter Progress Report
3rd Quarter Progress Report
4th Quarter Progress Report
Update YPAL facility at Miller Park -
secure funding from Washington Fruit
In March 2014, Washington Fruit & Produce
announced its commitment to contribute
$250,000 to the renovation of the YPAL facility.
The facility will be renamed "Washington Fruit
Work on the YPAL facility is continuing. Some
minor upgrades have been completed, but
significant structural and aesthetic
improvements are still in the design
1
City Manager
Community Center". Work on renovations is
ongoing and is expected to be completed later
this year.
stage.Engineering specification are written for
renovation project will be ready for bid by
early September. Construction project is
expected to start late September
Partner with the Southeast Community
The Southeast Community Center (SECC)
The three large and potentially dangerous
Center in upgrading existing facility
Advisory Committee met for their quarterly
meeting on January 28. During each
committee meeting, issues with the building
are discussed. Adrianne Garner distributed
copies of the quote to repair the restrooms and
trees along the south side of the property were
removed. The Southeast Yakima Community
Center Advisory Committee met on April 22,
2014 and discussed plans for building
improvements. Fifteen new T — 8 light fixtures
2
Public Works
the exterior doors. Magnetic locks have been
installed on three double exterior doors at the
center. New handicapped parking signs were
installed in the north and south parking lots.
and light bulbs were given to the Center by the
City of Yakima and were installed in the
Reading Room. HVAC filters were replaced.
Partner with Yakima Food Bank to
Monthly meetings have been held.
Monthly meeting with the Food Bank
construct new facility
Agreements for rebuilding the food bank are
being finalized and will go to Council. An
asbestos and lead inspection is scheduled for
May. Bid packets for the demolition scheduled
for mid August. Three hazardous trees along
the south side of the property are scheduled
for removal in May. Construction is scheduled
Committee continued throughout this quarter.
The three large and potentially dangerous
trees along the south side of the property were
removed. An asbestos inspection of the
building was completed by Fulcrum
Environmental. The demolition of the current
building will go out for bid in mid July.
3
Public Works
to begin in August and completion of the
project has been projected for late November.
Operation of the Food Bank during the
construction will be inside the SECC.
Demolition of the building is set for August 27,
2014. Final drawings for the new facility are
being finalized. The Food Bank operating
agreement and the construction agreement for
the new facility has been approved by City
Council. Fund raising for the construction of
the facility is complete.
4
Partner with the Capitol Theatre to
locate funding sources for the needed
repairs
Utilities &
Engineering
Discussions ongoing
5
Attract new businesses and visitors by
partnering with Yakima County
Development Association and Yakima
Valley Tourism
Economic
Development/
City Manager
Regular attendance by City Staff at all YCDA
and Yakima Valley Tourism meetings and
special occasions.
Attended new Yakima and Kittitas County
Economic Development organizational meeting
sponsored by YCDA. City staff attend YCDA
board meetings. YCDA director attends
monthly Cascade Mill Status meetings and
other special projects. YCDA has been a
significant partner is obtaining SI ED funds for
various city related projects
6
Collaborate with Yakima County on
state transportation package
Community
Relations
_City and County staff and elected officials are
partners in the I-82/East-West Corridor project,
Trans -Action Coalition, and other projects. We
share information for our lobbyist to promote
for the Yakima Valley.
IMPROVE the BUILT ENVIRONMENT
Strategy Department
1st Quarter Progress Report
2nd Quarter Progress Report
3rd Quarter Progress Report
4th Quarter Progress Report
1
Hire a graffiti abatement coordinator
to coordinate cleanup of graffiti sites
Community
Development
ONDS continued to promote the Yak Back
notification system to report and locate graffiti
and worked with YPD to investigate as well as
enhance enforcement through education of
the public about reporting techniques and
options.
Graffiti abatement program is working well.
Program coordinator very effective in daily
responses as well as working with volunteer
efforts. The YakBack approach has been a
successful vehicle in communicating the citizen
requests to the program
2
Implement a pilot recycling program of
approximately 600 households
Refuse
Developed project management plan for the
proposed pilot recycling program. Designed
"Welcome to Recycling" outreach and
educational packet and pre -recycling survey.
Mailed 571 packets to residents in the
Hamilton Park/Sun Crest Annexation. Secured
a processor for the collected recyclable
materials. Applied to the Dept. of Ecology for
Coordinated Prevention Grant Funding to
support the data collection and analysis phase
of the pilot. Work with utility services to
develop a billing procedure for residents in the
pilot area. Begin planning community outreach
events in Kissel Park. Developed card
dissemination/roll out plan for the 571
households. Prepared materials for the
upcoming April 8 study session on the pilot.
Integrate preliminary rate study funding as part
of their study session.
The Every Other Week (EOW) Pilot Curbside
Project was kicked off on May 6. Household
numbers were revised to reflect the following:
There were four (4) household recyclables and
four (4) yard waste collections conducted this
quarter for 537 of the possible 622 homes for a
participation rate of 86%. The average setout
rate for the recycling route was 381 homes for
a 70% set out rate. The average setout for the
yard waste collection was 322 for a 60% set out
rate. Each collection averaged 3 tons for
recyclables and 9.25 tons for yard waste. A
total of 11.76 recyclables and 37 tons of yard
waste was diverted from being buried at the
landfill. Staff conducted curbside inspections
for approximately 20% of the recycling
containers for each collection. Point of contact
educational tags were placed on each cart to
inform the resident on how they were doing
with the program. A Recycling Star was given if
a cart was clean and free of contamination; an
OOPS tag was given listing helpful hints on how
to lower the contamination level in the carts.
A $37,500 Coordinated Prevention Grant from
the Department of Ecology was secured to hire
a consultant to work with solid waste staff to
assist with the evaluation of the project and
3
Complete the Collection System
Master Plan in order to identify system
expansion needs
Utilities/
Engineering
Final draft of collection system plans
completed. RFQ prepared for stormwater
retention collection system alternatives and
design. Focus on N. 1st Street, Mill Site, and
priority one identified projects.
34 RFQs sent out to MRSC list, 4 consultant
SOQs returned and consultant interviews
completed
4
Hire two additional code enforcement
officers to allow the City to be more
proactive in responding to code
violations
Community
Development
Two new code compliance officers have been
hired, which will allow a more concerted focus
on major commercial corridors and sign
control. Staff is now focusing on abatement of
temporary sign violations along major entry
and commercial corridors, and is also
developing an enforcement activity log that
will be updated and available weekly.
Additional Code Enforcement officers have
provided targeted emphasis on illegal or
unpermitted commercial signs. Response to
complaint driven code enforcement issues has
also improved with additional staffing. To date,
eleven major streets were reviewed with 717
business sites visited, and over 1,549 signs
removed
5
Conduct an industrial waste rate study
Utilities/
Engineering
FCS hired to complete rate study
FCS analyzing data draft expected in July 2014
6
Begin the process of creating a
comprehensive connectivity network
by identifying existing sidewalks and
bicycle lanes for a connectivity master
plan
Engineering
Existing sidewalks identified. Consultant on
board to write an ADA compliance plan.
Working with community bicycle group to
update and revise bicycle plan.
7
Amend the City's billboard and digital
signs regulations
Community
Development
Staff made final recommendations to the City
Council on proposed billboard regulations, and
also followed up with the Built Environment
Committee (BEC) on Council direction to
develop standards for billboard maintenance
and appearance. Staff demonstrated that we
have current codes in place to address
maintenance and the BEC determined that the
matter should now be considered closed.
No further review or staff work is presently
underway related to billboard and digital sign
regulation changes. Code enforcement staff
has a targeted effort to enforce current sign
codes to correct billboard sign violations as
quickly as possible.
8
Reinstate the traffic engineer position
to manage the right-of-way/street cut
program
Utilities/
Engineering
Not necessary due to lessened scope of final
street cut ordinance
9
Rehabilitate streets by issuing a 10-
year bond of $16 million to grind and
overlay 92 lanes miles
Utilities/
Engineering
Careful preparation combined with good
audits, high level of fiscal responsibility and
written financial policies resulted in a higher
debt rating from Standard & Poor's. Bond
proceeds are invested in LGIP and being
carefully tracked with expenditures to assure
compliance with federal requirements.
Approximately 50% complete. On tract to
complete on time
10
Install a biosolids dryer at the
wastewater treatment plant
Utilities/
Engineering
Bids were above budget available for project
completion. Project scope will be revisited
third quarter of 2014
Wastewater staff evaluating alternatives for
class A biosolids
11
Implement phase 1 of the North First
Street plan
Strategic
Projects
Engineering consultant on board to develop
plans and specifications. Community workshop
held June 26, 2014 to receive comments from
stakeholders. Preferred cross —section is
currently being developed and reviewed.
Council is considering a street bond to
complete the entire corridor. The Federal
funds for Phase 1 have been delayed
12
Work with property owners to cleanup
hazardous sites (mill site, Tiger Marts)
Legal/ City
Manager
Work with Department of Ecology to amend
consent decree and amended cleanup action
plan
Work with Ecology to publish public notice of
cleanup and amended consent decree; install
monitoring wells on four sites.
13
Upgrade existing City Hall building
City Manager/
Community
Development
Upgrades to City Hall began during the 1st
quarter and are expected to be completed
during the 2nd quarter. Improvements include
new paint and carpeting throughout most of
the public areas on the first floor along with
ADA enhancements.
City Hall improvements are on-going. New
ceiling tiles were installed and the painting was
finished.: Carpeting, utility counters, cabinets,
new doors and signage to be completed by mid -
October, if not sooner