HomeMy WebLinkAbout2B, City Council Goals Update ,-A EN HILLS
Request for Council Action 2B
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Prepared By: Patrick Klaers, City Administrator Work Session Date: July 30, 2012
City Council Goals Update
Budgeted Amount: Actual Amount: Funding Source:
N/A N/A N/A
Discussion Topic:
Question and answer session with the Council regarding goals for 2012.
Supporting Documents:
1. Memorandum dated July 30, 2012, from Patrick Klaers, City Administrator.
2. January 30, 2012 work session minutes
3. Master 2011 Goals Worksheet-Status Report
4. Four(4) staff memos
Attachment
Memorandum dated July 30, 2012
From Patrick Klaers, City Administrator
--A EN HILLS
City of Arden Hills
City Council Meeting for July 30, 2012
-,It
-A EVEN HILLS
MEMORANDUM
DATE: July 30,2012
TO: Honorable Mayor and City Council Members
FROM: Patrick Klaers, City Administ�at r
SUBJECT: City Council Goals
Background/Discussion
On July 11, 2011, the City Council adopted the 2011 Goals Guiding Document. This
document identified some of the top City Council priorities to be worked on by City staff
over the next three years or so. The approval of this Guiding Document came after four
City Council work sessions on City goals.
The first staff check-in and discussion on the status of the goals was on January 30, 2012.
Attached for your review are the minutes from this meeting. At this meeting,the Council
also discussed the reporting form and it was requested that more detail be included in the
"completion time frame" column and that the "ongoing" column of the Current Status
section be eliminated.
Attached is the updated Master 2011 Goals Worksheet-Status Report that reflects where
we are at today, one year after adoption of the goals. Also attached is a status report
memo from myself and the three City Directors. These memos mainly review activities
over the last six months since our last check-in with the Council.
Some of the goals on the worksheet are related to the ongoing operation and management
of City departments. These ongoing work activities were identified as a goal because the
j Council wanted to see some changes within the departments. Conversely, some of the
other goals were new, one-time work projects. Regardless of how the goal is classified,
everything listed on the worksheet was identified as a priority for the Council.
While TCAAP is not listed as a goal in this document,the first work session in February,
2011, was dedicated entirely to this issue. The Council acknowledged that if activities
related to the TCAAP site pick up, then the timing for working on the goals in the
Guiding Document would need to be adjusted. Staff spends whatever time is required on
the current top priorities of the City, and TCAAP is very high on this list of priorities.
The Goals Guiding Document is laid out to be a"living plan"that can be changed by the
Council at any time to more accurately reflect the current situation in the City. This work
session is planned to be a verbal update on the items listed in the document and a general
Q &A session with the Council.
Attachments
January 30, 2012 work session minutes
Master 2011 Goals Worksheet-Status Report
Four(4) staff memos
Attachment
January 30, 2012
Work Session Minutes
-AVEN HILLS
City of Arden Hills
City Council Meeting for July 30, 2012
ARDEN HILLS JOINT COUNCIL WORK SESSION—JANUARY 30, 2012 S
s -
Councilmember Holmes stated that she would take the NYFS appointment until a volunteer is
available.
Councilmember Werner offered to serve on the Ramsey County League of Local Government.
Discussion ensued and the consensus of the Council was to have staff`.`cast a wide net" for the B2
Corridor Advisory Committee and to advertise for volunteers to represent the City on the Beyond
the Yellow Ribbon Committee and Northwest Youth and Family Services.
D. Update on Status of 2011 City Goals
City Administrator Klaers explained that on July 11, 2011, the City Council adopted the 2011
Goals Guiding Document. This approval came after four City Council work sessions on.City
Goals, although the first session was devoted entirely to TCAAP. He stated that this is the first
official check-in on the work that has been done on the identified goals since July. TCAAP is not
on the Goals worksheet and in July 2011 it was acknowledged that TCAAP could dramatically
impact the amount of time that staff had available to work on other City Goals.
City Administrator Klaers explained that some of the goals on the worksheet are related to the
ongoing operation and management of City departments. These ongoing tasks were identified as
goals because the Council wanted. to see .some changes within the departments (what was being
worked on and how the departments operated). On the other hand, some of the goals were clearly
substantial new work projects in addition to the management of the ongoing departmental
operations.
City Administrator Klaers stated that it is staff s intent for this to be the first six month check-
in. As the July 2011 minutes reflect, the Goals document is to be a"living plan" that will need.to
be changed as priorities and situations in the City change.
Mayor Grant referred to the"estimated length to complete" reference in the Goals document and
stated that the "year" timeframe listed is not specific enough. He stated he would like to see the
timeline broken down by quarter. He also stated that each of the goals should have a defined
outcome.
Councilmember Holden questioned the meaning of the "ongoing" column on the goals list; she
wondered if that meant that the project has been initiated.
Director of Finance and Administrative Services Iverson explained using an example, that she
has not yet started the project "train all supervisors on proper procedures" but it has been labeled
"ongoing" as it is something that will continually need to be looked at.
Councilmember Holden commented that if a project has not been initiated it should not be
labeled as "ongoing," only the initial project should be listed.
Director of Finance and Administrative Services Iverson stated that we could remove the
ongoing column to make things clearer.
ARDEN HILLS JOINT COUNCIL WORK SESSION—JANUARY 30, 2012 6
Councilmember Tamble stated that Community Development Director Hutmacher's memo
regarding that department's progress on goals has more substance than the chart itself
Councilmember Holden asked if Item 2c "Organize Employee Files" should be completed
sooner rather than later as it had a goal of 2013.
Director of Finance and Administrative Services Iverson stated that there was nothing legally
wrong with the files, but that she wanted to go through and put them in a more organized manner,
and that the year should be 2012.
Councilmember Holmes stated she has not yet had an opportunity to address her concerns with
the Safety Policy referred to in 3a, so that the Council can formally adopt it.
E. Keithson Drive Discussion
Councilmember Holden stated she had received two complaints, one via email and a phone call,
from residents concerned about construction traffic on Keithson Drive, such as cement trucks and
trucks with construction materials and blocks. She referred to the Council minutes of the meeting
when the Pulte development was approved and the Council had stated that no construction traffic
would be allowed.
Public Works Director Maurer commented that the problem is that Pulte hires contractors who
hire subcontractors. The drivers delivering material refer to GPS for the delivery route and it
directs them to Keithson Drive. One extreme solution would be to block Keithson at Highway 96
and have Pulte post signs "No outlet to Highway 96,"but that would impact residents as well. He
added that if this had been atypical winter with heavy snow, the type three barricades normally
used would be down.already because it would be very difficult to plow around them.
Mayor Grant asked if the deliveries can be directed to the entrance off Snelling Avenue with
signage.
Public Works Director Maurer stated that even with signage, some of the drivers.will continue
to use Keithson. Any barricade at.Highway 96 would require notification at the turn lane on
Highway 96. He stated that at some point there will be moving trucks for the new residents and
then landscaping trucks. He added that the main concern he has heard from residents is whether
or not the construction traffic will destroy the roadway and then the City would be assessing the
residents to pay for repairs. He stated that the roadway is frozen now and can support the
construction traffic. In the spring there will be a weight restriction on those roads which will be
monitored by the sheriff.
Councilmember Holden questioned why Keithson couldn't be marked "No Through Traffic"
which would stop the construction vehicles but not the residents.
Attachment
Master 2011 Goals Worksheet-
Status Report
-ARDEN HILLS
City of Arden Hills
City Council Meeting for July 30, 2012
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Attachment
Four (4) staff memos
-ARZEN HILLS
City of Arden Hills
City Council Meeting for July 30, 2012
,`.REN-�HILLS
MEMORANDUM
DATE: July 30,2012
TO: Honorable Mayor and City Councilmembers
FROM: Patrick Klaers, City Admin' tra o �°
SUBJECT: City Council Goals
The City Council established four goals for me in July 2011. I have given the goals some
attention; but to a significant degree,these goals took a back seat to other work projects,
especially the TCAAP and stadium issue.
Below are some comments on the goals that the City Council identified for me.
Goal 6 - Establish guidelines for how Council Liaisons interact with Commissions
and Committees.
Priority: Medium
Year Initiated: 2012
2012 Action Items
• A City Council work session was held on February 13, 2012. Staff is to draft
"role and responsibilities" guidelines for each Liaison position for Council
review.
Goal 7 - Review Police Contract and increase public awareness of public
safety/crime issues.
Priority: High
Year Initiated: 2011
2012 Action Items
• This is an ongoing work assignment related mainly to managing the police budget
and the delivery of police services.
• Sheriff Bostrom is being scheduled for a Fall, 2012, Council work session to
discuss the budget and police services.
• Sheriff Bostrom and his staff made a Council presentation at the February 27,
2012, work session regarding how to respond to emergency situations.
• The Ramsey County Sheriff's Department website has been updated to offer more
information to the public on such crime prevention programs as Neighborhood
Watch and Night to Unite. Information promoting the Sheriff's website and
crime prevention programs is planned to be in the City newsletter and put on the
City website.
Goal 8 - Review Fire Joint Powers Agreement.
Priority: Low
Year Initiated: 2014
2012 Action Items
• This issue relates to fire protection services and the budget. At this time, nothing
specific has taken place on this goal of reviewing the JPA.
Goal 9 - Clarify City Council's position on various communication issues.
Priority: High/Medium
Year Initiated: 2011/2013
2012 Action Items
• Guidelines, for what is allowable and what should not be posted on the City
website, are being discussed by the ad hoc website committee and a draft policy
will be presented to the Council.
TCAAP
When the goals were being put together in the first half of 2011, TCAAP was not on the
list. However,the Council acknowledged that the situation with the TCAAP property
could change quickly. In retrospect, this clearly was the case whereby TCAAP turned
out to be my top priority over the last six months.
2012 Action Items
• Met with Legislators to promote the acquisition and clean-up of the TCAAP site
and to promote the stadium project for the TCAAP site.
• Met with our Consultant to discuss strategies to promote the TCAAP site.
• Met with Ramsey County staff to strategize legislative efforts to promote TCAAP
for the stadium project.
• Attended the Stadium Legislative Working Committee meeting when Ramsey
County presented the TCAAP proposal.
• Attended Senate Committee hearings on the stadium proposal.
• Helped coordinate the Ramsey County League of Local Government meeting in
Arden Hills on the TCAAP site.
• After the stadium was awarded to Minneapolis, met with Ramsey County staff to
follow up on alternatives and options for acquiring, cleaning up, and developing
TCAAP.
• Attended Ramsey County Board meetings in support of the County pursuing the
acquisition and clean up of TCAAP.
• Working with our TCAAP Attorney (from Kennedy and Graven) on possible
terms to be included in a memorandum of understanding between the County and
the City for the development of TCAAP.
Other Work Projects
In addition to the TCAAP/stadium issue, I have also spent significant amounts of time
participating in the following high priority projects:
• Development proposals for the old Holiday Inn site
• Deputy Clerk personnel changeover
• Emergency Management training and program development
• Tobacco Ordinance update
• B2 Guiding Plan Implementation—Phase I
It
,-S II�)ENJ�HILLS
MEMORANDUM
DATE: July 30 2012
TO: Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Sue Iverson, Director of Finance and Administrative Services
SUBJECT: City Council Goals Update
This memo is intended to provide a status update on the Finance and Administrative
Services Department goals as established by the City Council in 2011. While the
vacancy in the Deputy Clerk position for three months hindered some of the work on
these goals, we have still made significant progress and are on track to meet our stated
deadlines. This memo is laid out following the approved Goals Worksheet.
Goal 1 —Maintain City Records.
Priority: Medium
Year Initiated: 2011/2012
2012 Action Items
• Staff is in the process of developing and writing policies and procedures for
records management and Central files.
• The records retention schedule and guidelines have been revised and completed.
• Departments have received a copy of the records retention guidelines; however,
formal training will occur by year end.
• Our new Deputy Clerk is working on determining which records should be stored
on Laserfiche and developing a process and procedures.
Goal 2—Establish and refine Human Resource functions within the City.
Priority: High
Year Initiated: 2012/2013
2012 Action Items
• Staff has developed, updated, and revised forms relating to Human Resource
functions.
• Draft procedures are being developed and some functions have been returned to
the Human Resource division from other departments. The Springbrook Human
City Council Meeting
P:\Admin\Council\Agendas&Packet Information\2012\07-30-12 Wk Sess\Packet\7-30-12GoalsMemo-Sue.doc
Page 1 of 3
Resource module is due to be implemented the week of July 301h, this will aid in
formalizing the procedures for Human Resources city-wide.
• Planning for a training session for all supervisors and managers has begun which
will be completed by the end of 2012.
• Organization of the employee files is well underway and significant progress has
been made in this area making it easier to pull data and monitor issues.
• The Personnel Policy is being reviewed and revisions are being noted. Sample
policies are being gathered to address updates to the policy concerning use of City
property including cell phones, laptops, and technology. Some procedures have
been changed related to safety, reporting of accidents, and workers compensation
through work on the Safety Committee and the League of Minnesota Cities.
• Work has not yet begun to schedule training for staff and Council on Sexual
Harassment and Hostile Work Environment, however, draft Technology policies
are being worked on.
Goal 3—Enhance employee relations and development.
Priority: Low
Year Initiated: 2011/2012
2012 Action Items
• The Safety Committee was re-established and has worked on a number of issues;
however, we are still waiting for Council to approve the Safety Committee Policy
which was worked on with the League of Minnesota Cities Insurance Trust.
• We have not yet established a Wellness Committee, but research has begun on
what other cities have done and what resources that are available.
Goal 4—Use current technoloey to further enhance efficiencies and communications.
Priority: Medium
Year Initiated: 2011/2012
2012 Action Items
• The new Deputy Clerk and Finance Analyst are currently working on completing
the set-up of SharePoint and plans are to implement this by the end of September.
Some departments and committees are already using this.
For example, the Communications Committee uses this to collaborate do the
newsletter. Finance and all departments use it for monthly revenue and
expenditure reports and for collecting data for budgeting. The City Council has a
calendar for availability that has been used in the past and monthly financial
reports posted for Council review here.
(Training was provided to the City Council in 2009 on this and new members
received this during their orientation — however, another training session will be
held for the City Council as part of Goal 5.)
City Council Meeting
PA Admin\CouncMAgendas&Packet Information\2012\07-30-12 Wk Sess\Packet\7-30-12Goa1sMemo-Sue.doc
Page 2 of 3
• As stated in a previous item, draft technology policies are being worked on in
conjunction with the Metro-INet group and in regards to other City equipment
such as cell phones and tablets.
Goal 5—Provide training to staff and Council on technology use.
Priority: Medium
Year Initiated: 2011/2012/2013
2012 Action Items
• As stated in the previous item, once the completion of the SharePoint site is done,
training will be provided for all staff and Council.
City Council Meeting
P:\Admin\Council\Agendas&Packet Information\2012\07-30-12 Wk Sess\Packet\7-30-12GoalsMemo-Sue.doc
Page 3 of 3
EN HILLS
MEMORANDUM
DATE: July 30 2012
TO: Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Terry Maurer, Public Works Director
SUBJECT: City Council Goals Update
This memo is intended to provide a status update on the Public Works Goals as
established by the City Council in 2011. The memo is laid out following the approved
Goals Worksheet.
Goal 15 - Establish policies/procedures for the maintenance of City streets.
Priority: High
Year Initiated: 2011
2012 Action Items
• Staff will be preparing a revised Street CIP based on the criteria established by the
City Council in July 2012.
• Will be inputting street maintenance work completed into ICON pavement
management software.
Goal 16 -Establish policies/procedures for maintenance of City utilities.
Priority: High
Year Initiated: 2011
2012 Action Items
• Work is progressing on a draft sanitary sewer policy to be presented to the
Council late in 2012.
• Work is being completed on the MCES 1/1 Grant received in 2011. The grant will
be finalized in the 4t1i quarter of 2012.
• A standard design for lift station operation was completed in late 2011; seven of
the City's fourteen lift stations will be upgraded to the new standard by the 4tn
quarter of 2012.
City Council Meeting
PAAdniin\Council\Agendas&Packet Information\2012\07-30-12 Wk Sess\Packet\7-30-12Terre's GoalsMemo.doc
Page 1 of 2
• Implementation of a SCADA system was determined not to be needed as a more
cost-effective alternative was found.
• Inspections (inside and outside) of the two water towers will be completed and a
maintenance schedule including estimated costs will be prepared.
• Application for a renewal of the City's MS4 Storrn Drainage permit will be
submitted to the MPCA in the 4th quarter of 2012.
• The City's Surface Water Management Plan is being updated. It is currently in
the Agency review portion of the process.
Goal 17 - Establish policies/procedures for maintenance of City parks and trails.
Priority: Low
Year Initiated: 2011
Goal Completed
2012 Action Items
• Trail Maintenance Guidelines approved by Council and 2012 trail maintenance
contract awarded.
• Emerald Ash Bore policy approved by Council.
Goal 18 - Establish miscellaneous policies/procedures for operation of Public Works.
Priority: Low
Year Initiated: 2011
2012 Action Items
• Implemented repair tracking procedure, safety, and technical training tracking in
2011. There are no other action items in 2012.
City Council Meeting
PAAdmin\Council\Agendas&Packet Information\2012\07-30-12 Wk Sess\Packet\7-30-12Terre's GoalsMemo.doc
Page 2 of 2
'It-
,'RENHILLS
MEMORANDUM
DATE: July 30, 2012
TO: Honorable Mayor and Councilmembers
Patrick Klaers, City Administrator
FROM: Jill Hutmacher, Community Development Director J
SUBJECT: City Council Goals
The Community Development Department has made significant progress on goals established by
the City Council in 2011. Following is a status report on action items toward the achievement of
Council goals. The following list includes only 2012 work tasks.
Goal 10—Minimize complaints regarding single-family rental properties.
Priority: High
Year Initiated: 2011
Goal Completed
2012 Action Items
• Worked with the City Attorney to define the City's authority to address rental issues
under existing City ordinances and State statutes.
Goal 11 —Establish a detailed plan for private and public investment in the B2 district.
Priority: High
Year Initiated: 2011/2012
2012 Action Items
• Entered into a contract with Bolton& Menk for Phase I of the B-2 Implementation Plan.
• Visited each business in the B-2 District to inform them of the plan and opportunities to
be involved.
• Established a Corridor Advisory Committee to garner business-focused feedback.
City of Arden Hills
City Council Work Session July 30, 2012
Page 1 of 3
Goal 12—Maximize the efficiency and effectiveness of the City's commissions, committees,
and processes related to economic and community development.
Priority: Medium
Year Initiated: 2012
2012 Action Items
• EDC approved a 2012 Work Plan to align EDC work and agendas to City Council goals.
Thus far in 2012, the EDC and staff have been working on EDC work plan goals
including TCAAP development, new member recruitment, website redesign project,
gateway signs, B-2 Implementation Plan,tax increment financing policy, and business
outreach.
• Held an EDA meeting to begin consideration of EDA authority and role.
Goal 13—Foster civic pride and an awareness of the City's distinct character and
attributes.
Priority: High/Medium
Year Initiated: 2011/2012
2012 Action Items
• Priority locations identified for installation of gateway signs in 2011 and 2012.
• Gateway sign contractor chosen and initial design reviewed by City Council.
• Reviewed and approved plans for Walgreens development that are consistent the B-2
District Guiding Plan and design standards.
• Approved contract for design, hosting, and support of the new City website.
• Staff and website ad hoc committee completed a draft website navigation, homepage and
department page layouts, and secured a new user-friendly URL.
• Contracted with a professional photographer for photos that will be used on the new
website and for City publications such as the newsletter and recreation program guide.
• Researched options for an on-line video tour of the City to promote the City's business
environment, residential neighborhoods, and quality of life.
Goal 14—Develop relationships with the business community and establish a reputation as
a business- and development-friendly City.
Priority: Medium
Year Initiated: 2011/2012/2013
2012 Action Items
• Joined the Arden Hills-Shoreview Rotary Club to foster business relationships.
• Worked with the EDC to outline and draft content for the Business section of the new
City website.
City of Arden Hills
City Council Work Session July 30, 2012
Page 2 of 3
• Visited or contacted every business and property owner in the B-2 District to provide
information about the B-2 Implementation Plan and answer business questions.
• Staff regularly attends events for both the Twin Cities North Chamber of Commerce and
the St. Paul Area Chamber of Commerce.
TCAAP
Remediation and development of the TCAAP site was not included in the Council goals adopted
in 2011. Nevertheless, Council discussion indicated that this project was a priority if an
opportunity arose. In 2011 and 2012, the City Administrator and Community Development
Director devoted significant time to the Arden Hills stadium proposal. Although the legislature
ultimately approved a stadium development in Minneapolis, Ramsey County remains interested
in acquiring, remediating, and redeveloping the TCAAP site.
2012 Action Items
• Regular meetings with Ramsey County regarding the potential acquisition.
• Provided content to Ramsey County for a DEED grant application.
• Approved City resolution in support of Ramsey County acquisition.
• Maintained contact with legislators briefed during the 2011/2012 session.
• Obtained legal advice on terms of a potential memorandum of understanding with
Ramsey County.
City of Arden Hills
City Council Work Session July 30, 2012
Page 3 of 3