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Home My WebLink About2A, Goal Setting EN HELLS Request for Council Review 2A Prepared By: Patrick Klaers,City Administrator Worksession Date: May 2,2011 - Goal Setting Discussion Topic: Discussion on City goals. Supporting Documents: 1. Memorandum dated May 2,2011, from Patrick Klaers, City Administrator. 2. Summary of Interviews 3. February 12th TCAAP Meeting Notes 4. March 16th Brainstorming Meeting Notes 5. Goals EN HILLS MEMORANDUM DATE: May 2,2011 TO: Honorable Mayor and City Councilmem7olw� FROM; Patrick HIaers, City Administrator 1 SUBJECT: Goal Setting The City Council will be meeting in a work session Monday, May 2, 2011, to discuss City goals. This will be the third meeting on goals with our facilitator, Bill Jaynes. To everyone's surprise,the first meeting on February 12th was dedicated to TCAAP and a possible stadium project. The second meeting was the brainstorming session and unfortunately this meeting took place on a week day evening rather than on a Saturday morning when everyone was fresh and energized. Also, unfortunately, we will not have a full Council for our meeting on Monday. All-in-all, the City Council and Staff has experienced some challenges in working through this goal setting process. Adding to the list of challenges is the fact that,within the last 12 months, we have three new Staff members (out of four) and two new Councilmembers that are now working on this City of Arden Hills goal setting project. Nonetheless, Staff is very optimistic that the Council, Staff and facilitator will bring everything together and that we will come out of this Monday meeting with an achievable, high priority work program. The basis of the brainstorming exercise were the conversations the Council and Staff had individually with Bill regarding what was going on in Arden Hills, what problems we are having, and what issues we see that need to be addressed in order to make Arden Hills a better place to live and work for everyone. In trying to organize the results and make sense out of the brainstorming exercise that was held on Wednesday, March 16, 2011, Staff has met twice with Bill Joynes. There were a lot of topics discussed on March 16th and not all of the discussion items were easy to categorize. Some items discussed were true goals and other items were more on the order of work tasks and assignments; some items discussed were "big picture" issues and some issues/concerns were smaller and more immediate in scope. As a result of the March 161"work session, Staff has identified 19 goals that the Council needs to further discuss and prioritize. It is anticipated that Staff will end up working on most of the 19 goals and that the work program will be for two plus years. As Staff begins to work on the top goals, we will add details to the broad based action steps that are listed for each goal and make any necessary cost and time required estimates. Staff will also plan on periodic updates and discussions with the Council as work on these -_ goals moves forward and we will have a more formal "progress report" work session in about six months (January 2012). Work on the top priority goals will be in addition to Staffs current day-to-day, weekly, monthly, seasonal, etc., work that is required to manage and run the City, and is in addition to TCAAP. If TCAAP is selected as the stadium site this year, all bets are off for additional Staff assignments for a while. If the Stadium bill is site neutral and we do not have a site selected for two years, then everyone knows that this could also dominate our lives for a while. And, if the stadium goes away, then we would need to work with GSA on a plan to sell the TCAAP property. It has been a lengthy goal setting process; but I think that in the end Staff will obtain clear and realistic direction from the Council on what they want to see accomplished over the next few years. Attachments Summary of Interviews February 12`h TCAAP Meeting Notes March 16t' Brainstorming Meeting Notes Goals .... ........... .. Council/Staff Interviews City of Arden Hills January 20 thru February 3, 2011 Introduction• Interviews were conducted during the above time period with the five members of the City Council and four members of the management staff. The purpose of the interviews was to gather opinions from City officials on the significant issues facing Arden Hills in the next two years and to solicit their feelings about the general climate between Staff and the City Council. The participants were advised that their comments would be confidential and that issues raised by more than two respondents would come forward for discussion. I would like to thank everyone for their candor and thoughtfulness. Critical Issues: The Council and Staff were encouraged to offer their thoughts on major issues for the City in general, as well as in their areas of responsibility. Below you will find a list of those issues identified. There was general consistency in the issues identified and those listed below had a majority of the participants asking to have them discussed. Twin Cities Arsenal Development TCAAP has obviously been on everyone's radar for many years. With the latest conversations around the stadium issue, there is an expressed need to revisit the City's role in development options, understanding what the jurisdictional roles will be and how Arden Hills might coordinate with the business community to encourage and have input into possible development scenarios. What are the consequences to the City of rapid and large scale development? Ci -wide Ph sicaI Infrastructure: Given the age of the City's physical plant, there is a need to start discussing long term improvements to streets, sewer, water, ponds and storm sewer systems. There was a general feeling that the City needed to develop policies for replacement, long term maintenance and financing. In addition, there needs to be attention given to organizational databases and possible GIS use. Development Coordination: The City has several development entities with varying degrees of authority and responsibility (FPAC, EDA, and EDC). There is confusion as to how they coordinate and how effective they are. Some of the committees have been inactive and some seem to have overlapping responsibilities. This needs to be clarified and roles need to be defined. Organizational Infrastructure: Arden Hills has experienced greater than normal turnover in its key management positions over an extended period of time. As a result, internal record systems and operational policies have been neglected or are inconsistent. Data retention, retrieval and standard operating procedures are thought to be lacking or in need of updating. Human Resource Functions: The City currently has no staff resources with significant HR experience or responsibility. The Finance Director has recently been given that assignment, but long term, that may not be appropriate given her current work load. Options to deal with this function should be discussed. Rental Re istration: The City's role in the licensing and possible maintenance enforcement of rental property was mentioned frequently. At present there seems to be no pressing issue with substandard dwellings with the exception of minor complaints about the number of vehicles per property. Questions were raised about whether the City should become more proactive in this area. Communications: This is a general category mentioned by all interviewees but with many different perspectives. I have listed below the areas that received comments: Emergency Communications Plan Monthly budgetary reporting Use of e-mail Newsletter editorial policy Business connections Staff/ Council information exchange (what do we want to know and when) Complaint handling and tracking Miscellaneous Issues: Some attention was requested on the following set of issues that would be considered second tier based on frequency of response: B-2 Planning Trail system improvements Entry signs Consent agenda use E-2 bridge on Snelling Avenue Respecting each others time Police and Fire Contracts Conclusions: With the change that has occurred in the City over the last few years it is entirely understandable that both Council and Staff are feeling at loose ends about what direction the City should pursue. There is a clear opinion from the Council that there is a need for stability in key staff positions and for the City to develop an effective Council/Staff team. The Staff is looking for concrete priorities to be established through the retreat process so that they can produce a two to three year work plan for Council approval. All parties feel that the resources and capabilities are now present to proceed and everyone appears to be willing to spend time to accomplish the above mentioned results. Council Strategic Planning Session Notes—February 12 2011 Items Circled inGreen Fiscal Disparities T|FforTCAAP Land Uses Our Tax Responsibility Public Safety Costs Other City Costs Off-site Parking Manufactured Home Park Issues Design Standards Other Options for site Communications Do nothing Complications ofAuction Zoning and Planning Process Our Environmental Attorney involvement Council Strategic Planning Session Notes—February 12, 2011 Qthpr Infr_astrueturo (deleted) Improvements/After Life Get the Anoka Agreement Water Tower IM .1catici sJ',a�n is t ITS, Arden Hills3iesp�,an�"e�� '°�i 2 Council Strategic Planning Session Notes—February 12, 2011 Items Circled in Orange Renewable Energies/Infrastructure County Partnership Noise Pollution Light Pollution Surrounding Development%of Land Used Traffic Study Cleaning of Land Ownership of Land Truck Traffic Ongoing Operations/Oversight Infrastructure Study Economic Impact Study What is the Time Line Property Tax Impact Other Part of the Vikings Business Re-use/Demolition 3 Council Strategic Planning Session Notes—February 12, 2011 Items Circled in Red Will There be a Roof Capacity of Stadium Height Issues - Land Acquisition Politics of Other Sites 4 Council Strategic Planning Session Notes—February 12, 2011 Next Steps: What do we do? What do others do? What do we do now? What is our feeling now? Communications Elected Officials—Mayor is spokesperson Staff—Pat or Jill are spokespersons Statements to Press Q&A—Fact Sheet—Jill and Pat will prepare and Council will approve Educating the public on the realities of TCAAP Council Present Position Open/Cautious Exploring Options Getting more information Opportunity Next Considerations Target Survey �glthor�ty_of the,City, Staff Resources omrnuications par ,de„�ts g.e 5 Council Strategic Planning Session Notes—February 12, 2011 �0,16f.Dptro�ri I Arden;Hlls�,,es„own"s' ERE M, 50,00ks Clean Website of old TCAAP Data Zoning Zoning Amendment Comp Plan Amendment(4/5 vote) P.U.D. (4/5 vote) et ,rpposal`:*; 6 3-16-11 Meeting Notes City-Wide Physical Infrastructure (4 votes) • Pavement Management Program — 5 year plan inclu sewer, wafer, and storm sewer—will be reranking streets in 2011-12 and_...t. II PMP plan will need to be re- evaluated. • Assessment Policy needs to be review- updated. { • City (generally) does not bond for public F ovemex projects. • GIS needs to become part of1t"'WIGit databas ed Roseville's help to get - information inputted into the Ci s gipping system 'II improve staff efficiencies and allow for more information to ava'I I .to the atic. ..J.S^��.'t yam. � 4 �lh.'VJ:� • Lift Stations — rkneedebn fours o ee dd SCADA (in 2012 CIP). 71 Water Tower— insp ..ction pry am and tenance program are needed. o Treil en ]an e` ed. ,a k � L d, t Page 1 of 7 3-16-11 Meeting Notes Development Coordination (2 votes) Need to clearly define the roles and missions of the E , EDC, and FPAC. ■ Need to review why the groups were establishe ,, � what they can do for the City today. ■ Need to consider how EDC and FPAC can-, ork togcfher. ■ Do the advisory groups need some train6g'. feik• Need to define the role of the Council Gaon for the EDC anda FV:a'-A!�C. Does the advisory group set the work plan and it 9 to the o ncil; or ie-work plan llhtk decided by the Council and diryection then g t. advisory grow • Look at the role in City govern ri " 1'410"3ATn EDA ai"',.,. .gal authority of the EDA. Need to have the EDA meet on ular is. A".� �;, 2 r•b/ + US, 5,0" . y�•K.�S X`,i. 1. ash FS Page 2 of 7 3-16-11 Meeting Notes Organizational Infrastructure (3 votes) • City Policies ■ Need to get the files organized — get rid of old mater al, review currently used/followed policies, get Council approval oZfkli6on es if needed, look at Public Works (including Parks and Trails) and Admi g and Community - Development (development issues especia`., q or:n eded new or updated policies. Of L • Follow through on scanning of City reco.r 5 s into Laserfiche (projc#for all departments) —ensure retention of records and availgbility of age =as, minutes and packets from City Council an dvisory groin • Council needs a laptop policy 3 t; Coun mbers mainly) ,,, ■ Need to look at doing parts o s°.me Cotircil pack'e"t,electronically. '1Yt'4 "',1, <�$j e'S • Staff needs traini�g�on information to nology hat`*-- vai lab le and used at City Hall. • Establish Record s"IVI page. e t Goals ■ pa ;, entry . ■ r s in sem clean o o-_- anize storage area and use the safe a safe) ■ e e.cfronic files (eli Hate duplicates and get rid of old and unneeded materials) �f,,xfiFv �rFta zz: .10. 011 Page 3 of 7 3-16-11 Meeting Notes Human Resources Functions (2 votes) • Management Issues and Clerical ("paper work") Issuex both need work ■ personnel is the area of most municipal lawsuits&&ms (per League insurance) Staff training necessary W. � 4 ■ supervisor training w,. O • employee work environment (not b i p. ostile environnhment) ■ sexual harassments ■ etc. • Staff needs to use expert adviitihen in doub C, consultants, legal, etc. - • Need to review current status of rd olicies get needed new/additional policies to City Co r v; Page 4 of 7 3-16-11 Meeting Notes Rental Registration (3 votes) • Fully implement the program —get more participation. ■ evaluate goals of program ■ are the restrictions in the program enforceable .i o more than 4 cars in the driveway) ■ "education" and public information about t Rog can be improved. • To what extent can the City legally regul' ental housing?.<r,;%,. • Is the City liable if it doesn't enforce the p gram or ordinancand "something„ happens —fire, death, out of c trol parties;e � ; }g0'vWvr _ • Is a goal of the City to preserve T stock. ,. ■ How can the program help a I? • The City needs - x ve eful be die i 41 nsing program. (What all is included in a lice ; g prog ?) • Need f9M11,he p�oble a tin er metro cities/neighborhoods where col ege , '' rs a Usines e t (i.e., St. Paul and St. Thomas yph\ • Will thee S e.riff help enf sect ons of the ordinance/program or are these more like code enfo.rcement is ? lib Page 5 of 7 3-16-11 Meeting Notes Communications (4 votes) • "On-call" Public Works employees — notify Council — (done). • Get Resource Guide to the Council — (done). • Council training on how to use "Share Point" is. e. • Safety training for Council and staff :of appens if an ergency situation develops — (Sheriff scheduled for the 4/1:8/11 Council work 5 ' ). Newsletter and Council/Mayo rticles —ther icy on conte d one is needed. - • Web page policy on postings ne¢ ed. • Need to reach more citizes�with tec ol :,` . soc�al o= e ntworks, digital information, put newsletter o ectroni"•,ally, use c bettermore. • Council ii . nee rm with entire Council (reporting and gettmg:,xi ec o • How ,ouncil and staffgshould inte7act and communicate—go through the AdminisN' r as approp-ri te. NO, • Does the City n a Citizen Complaint Policy? • The City needs to co; � t better/more with its businesses. Page 6 of 7 3-16-11 Meeting Notes Miscellaneous Issues (10 votes . . . spread out) (2) Review Police and Fire Contracts. (2) Establish design standards for commercial/i al buildings. (3) Crime in Arden Hills — increased crime oncern we need to get better information from Sheriff on activitie hat the City o to reduce crime. (0) Improve Budget/Finance reporting (q xs erly reports). This wiJbe discussed at a future meeting — maybe arotund the cussions. (2) Entry signs (get some Gate approve dered, and installed). (3) B2 planning a V - . bridge r 51. ; IF Bridge w ed for 20 r ■ Desire t i -evaluate transp n section.- ■ Will be selecting a pla ' Ong/design;[consulting firm to put the details into a # Plan nee ed}:inoz e�to st" hinking about bidding out and doing imp a "f ent � t. Page 7 of 7 ADMINISTRATION Records Management Goal: Maintain City Records Action Steps: 1. Develop policies and procedures for records management including Central files. 2. Review Records Retention schedule and revise as needed on an annual basis. 3. Train staff on records retention. 4. Develop policy for storing records on laserfiche. - 5. Develop a system for scanning and retention of historical documents now housed in the basement. Circle Your Priority Preference 1 2 3 4 5 Lowest Highest - 1- ADMINISTRATION Human Resources Goal: Establish and refine Human Resource functions within the City. Action Steps• 1. Draft operating procedures, forms, and policies. 2. Train all supervisors on proper procedures. 3. Organize employee files. 4. Review/update personnel policy. 5. Provide staff and Council training on: • sexual harassment • hostile work environment • technology use Circle Your Priority Preference 1 2 3 4 5 Lowest Highest ADMINISTRATION Human Resources Goal: Enhance employee relations and development. Action Steps: 1. Establish Safety Committee. 2. Establish Wellness Committee. Circle Your Priority Preference 1 2 3 4 5 Lowest Highest -3- ADMINISTRATION Communications —Technology Goal: Use current technology to further enhance efficiencies and communications Action Steps: 1. Complete employee intranet (SharePoint) set-up. 2. Draft procedures on use of technology. Circle Your Priority Preference 1 2 3 4 5 Lowest Highest -4- ADMINISTRATION Communications —Technolo Goal: Provide training to staff and Council on technology use. Action Steps: 1. Train staff and Council on use of intranet (SharePoint). 2. Provide on-going support and training on current and new technology on: A. SharePoint 1) Messages 2) Forms - 3) Information 4) Resources 5) Departments uses B. Windows C. Office Applications 1) Excel 2) Word 3) Access Circle Your Priority Preference 1 2 3 4 5 Lowest Highest -5- ADMINISTRATION Council Liaisons Goal: Establish guidelines for how Council Liaisons interact with Commissions and Committees. Action Steps: - 1. Place topic on Council work session agenda for City Council discussion and feedback. 2. Define the role and responsibilities of the Council Liaison for the: • Planning Commission • Communications Committee - • Parks, Trails, and Recreation Committee • Economic Development Commission • Finance, Analysis and Planning Committee • Karth Lake Association Board 3. Draft Council Liaison Policy. 4. Adopt Council Liaison Policy. Circle Your Priority Preference 1 2 3 4 5 Lowest Highest -6- ADMINISTRATION Crime Goal: Increase public awareness of public safety/crime issues. Action Steps: 1. Invite Sheriff to City Council work session to discuss crime prevention and public awareness programs. 2. Promote participation in public awareness and crime prevention programs. 3. Based on input from Sheriff, City Council decides if increased funding for programs is appropriate. Circle Your Priority Preference 1 2 3 4 5 Lowest Highest ADMINISTRATION Police Services Goal: Review Police Contract. Action Steps: 1. Invite Sheriff to City Council work session to discuss the Police Contract and the Police Budget. 2. City Council to review options for increasing services. 3. City Council to review options for reducing expenses. 4. City Council to discuss options for changing providers of police services. 5. City Council decides on direction to take regarding police services. Circle Your Priority Preference 1 2 3 4 5 Lowest Highest -8- ADMINISTRATION Fire Protection Services Goal: Review Fire Joint Powers Agreement (JPA) Action Steps: 1. Invite Fire Chief to City Council work session to discuss JPA and the Lake Johanna Fire Department (LJFD) capital and operating budgets. 2. City Council to discuss options for increasing services. 77 3. City Council to discuss options for reducing expenses. 4. City Council to discuss options for changing providers of Fire Protection Services. 5. City Council to decide on direction to take regarding Fire Protection Services. Circle Your Priority Preference 1 2 3 4 5 Lowest Highest -9- ADMINISTRATION Communications — Miscellaneous Goal: Clarify City Council position on various communication issues. Action Steps- 1. Council to meet in work session to discuss and review: • a policy on what content of Mayor and Council Newsletter articles is "disallowed." • a policy on what "public information" is allowed or not allowed on the City website. • if the benefits of a City compliant tracking program and procedure is worth the cost and the required staff time to implement. • a policy for when it is appropriate for Council members to directly contract City Staff versus going through the City Administrator. 2. Staff drafts policies per direction of the Council. 3. Council adopts policies on communication issue Circle Your Priority Preference 1 2 3 4 5 Lowest Highest - 10- COMMUNITY DEVELOPMENT Rental Registration Goal: Minimize complaints regarding single-family rental properties. Action Steps: 1. Maximize participation in the 2011 rental registration program. 2. Educate the community on the rental registration program. 3. Work with Ramsey County on enforcement issues. 4. Research rental registration and licensing programs in other cities. Circle Your Priority Preference 1 2 3 4 5 Lowest Highest - 11- COMMUNITY DEVELOPMENT B-2 District Plan Goal: Establish a detailed plan for private and public investment in the B2 District. Action Steps: 1. Determine a process for selection of a consultant for a B2 Implementation Plan. 2. Create realistic short- and long-term development goals for the B2 District. 3. Align public funding to the City's development vision and goals. Circle Your Priority Preference 1 2 3 4 5 Lowest Highest - 12- COMMUNITY DEVELOPMENT Development Coordination Goal: Maximize the efficiency and effectiveness of the City's commissions, committees, and processes related to economic and community development. Action Steps: - 1. Work with the City Council to determine the role, mission, and goals for each commission and committee. 2. Research development coordination in other cities. 3. Create a process to evaluate and form policy on development issues. 4. Align available financial tools with achievement of City goals and vision. Circle Your Priority Preference 1 2 3 4 5 Lowest Highest - 13- COMMUNITY DEVELOPMENT Community Identity Goal: Foster civic pride and an awareness of the City's distinct character and attributes. Action Steps: 1. Install Gateway signs. 2. Create a new, updated City website. 3. Create a commercial community identity. Circle Your Priority Preference 1 2 3 4 5 Lowest Highest -14- COMMUNITY DEVELOPMENT Business Outreach Goal: Develop relationships with the business community and establish a reputation as a business- and development-friendly City. Action Steps: 1. Increase contacts with the business community. 2. Support Arden Hills businesses. 3. Research economic development and business outreach efforts in other cities. 4. Complete an economic conditions survey to determine whether additional programs are needed to maintain a healthy economic environment. Circle Your Priority Preference 1 2 3 4 5 Lowest Highest - 7.5- PUBLIC WORKS City-Wide Infrastructure Goal: Establish policies/procedures for the maintenance of city streets. Action Steps: 1. Annual Review of PMP (5 year CIP) 2. Maintain PCI Rating System 3. Review/Amend/Adopt Policies A. Street Maintenance Policy B. Snow Removal/ice Control Policy C. Street Sweeping Policy D. Sign Management Policy E. Assessment Policy Circle Your Priority Preference 1 2 3 4 5 Lowest Highest PUBLIC WORKS City-Wide Infrastructure Goal: Establish policies/procedures for maintenance of City utilities. Action Steps: 1. Sanitary Sewers A. Develop/Adopt Sewer Maintenance Policy B. Sewer Cleaning/Televising C. Lift Stations 2. Development Long-Term Sewer Lining/Replacement Plan A. Elimination of Inflow and Infiltration (I&I)B. Inspection of Sump Pumps C. Monitor Grant Opportunities 3. Lift Stations A. Rehabilitate Four Lift Stations (1, 2, 11, 13) B. Standardize Operations of 14 Lift Stations 4. Consider If and When to Implement SCADA System 5. Monitor Rate Structure vs. Cost to Operate System 6. Water A. Develop/Adopt Water Maintenance Policy 1) Flushing System 2) Exercising Valves 3) Lining Technology B. Develop and Implement Water Tower Maintenance 1) Periodic Inspections 2) Minor/Major Repairs 3) Repainting 7. Storm Water/Storm Sewer A. Implementation of MS4 Permit BMP 1) MS4 Permit Renewal in 2011 B. Update Surface Water Plan 1) (required to be approved RCWD by 6/9112) C. Develop Long-Term Pond Maintenance Policy 1) Pond Inventory 2) Pond Testing and Prioritization 3) Pond Maintenance Funding Circle Your Priority Preference 1 2 3 4 5 Lowest Highest - 18- PUBLIC WORKS City-Wide Infrastructure Goal: Establish policies/procedures for maintenance of City parks and trails. Action Steps: 1. Policies A. Implement Park Maintenance Policy B. Develop/Adopt Trail Maintenance Policy 1) Prioritize Trail Maintenance Activities 2) Program Trail Maintenance Activities C. Develop/Adopt Emerald Ash Bore Policy - 1) Implement Policy 2. Monitor/Present Grant Opportunities Circle Your Priority Preference 1 2 3 4 5 Lowest Highest - 19- PUBLIC WORKS City-Wide Infrastructure Goal: Establish miscellaneous policies/procedures for operation of Public Works Department. Action Steps: 1. Develop/Adopt Fleet Management Policy A. Program 10 Year Fleet Expenditures B. Develop/Implement Service/Repair Tracking 2. Restart Safety Committee A. Ergonomic Analysis of Activities B. Identify Ergonomic Risks C. Develop Ergonomic Program 3. Training/Mentoring Internal Policy A. Safety Training (required) B. Technical Training (how many, who, how often) 1) Licenses Sewer, Water, Forestry, Pesticide Sprayer Playground Inspector, Etc. Circle Your Priority Preference 1 2 3 4 5 Lowest Highest -20-