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HomeMy WebLinkAbout04-25-16-SWSAGENDA ITEMS Departmental Goals Discussion Sue Iverson, Interim City Administrator and Director of Finance and Administrative Services MEMO -ADMIN AND FINANCE.PDF, MEMO -COMMUNITY DEVELOPMENT.PDF, MEMO -PUBLIC WORKS.PDF, ATTACHMENT A.PDF City Population Signs On 35W Sue Iverson, Interim City Administrator and Director of Finance and Administrative Services MEMO.PDF TCAAP Letter For RCLLG Sue Iverson, Interim City Administrator and Director of Finance and Administrative Services MEMO.PDF COUNCIL/STAFF COMMENTS ADJOURN Mayor: David Grant Councilmembers: Brenda Holden Fran Holmes Dave McClung Jonathan Wicklund       Special City Council Work Session Agenda April 25, 2016 6:15 p.m. City Hall Address: 1245 W Highway 96 Arden Hills MN 55112 Phone: 651 -792 -7800 Website : www.cityofardenhills.org City Vision Arden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long -standing tradition as a desirable City in which to live, work, and play. CALL TO ORDER 1. 1.A. Documents: 1.B. Documents: 1.C. Documents: 2. City of Arden Hills Page 1 of 2 Agenda Item – 1A MEMORANDUM DATE: April 25, 2016 TO: Honorable Mayor and Councilmembers FROM: Sue Iverson, Interim City Administrator/Dir. of Finance and Admin Services SUBJECT: 2016 Administration and Finance Goals The following chart shows the anticipated goals spanning the next three to five years for Administration and Finance. This list does not include regular operational functions such as preparing budgets, long-range planning, audit, financial reports, licensing, website updates, HR functions and reporting, and routine duties. Administration Work Plan Goal Work Tasks Priority Notes Council/Staff Communications • Goal Setting/Retreat with Council • Set Standard Operating Procedures and Protocols High In progress Organizational Culture/DiSC and Five Behaviors of a Cohesive Team (Team Building) • Continue to ingrain this in the City’s culture by having all employees take the DiSC assessment as new hires are brought in • Annual reviews with Council • Work with groups on team and group culture • Periodic check-ins and reviews Medium In progress Active Shooter Training • Risk Assessment • Training for both PW and City Hall Staff • Training for Council • Develop Standard Operating Procedures and Evacuation Plan High HR Training • Develop Reasonable Suspicion Training for Supervisors (Annual Training) • Respectful Workforce Training (Annual) High High City of Arden Hills Page 2 of 2 • IT Training (Annual) Medium Research OHSA Grant for City Hall Improvements ((Safety) • Grant could be used for enhancements for security for Active Shooter protection or other safety concerns. Low HR Springbrook Module Implementation • Complete full implementation on HR module – coordinate with Finance below • Online benefit enrollment Medium Low Anticipate over 3 years to use all functions Anticipate 2-3 years Website Enhancements for Online Applications • Job Applications module • Research Other Opportunities Medium Low In Progress Data Files and Storage • Complete Reorganization of City Files on Network and Basement Low Work on this is as time permits 3-5 years Est. Emergency Management Plan Update • Work with County to update new place in 2017 • Work with Lance Ross to maintain updated plan Medium High In Progress In Progress Finance Work Plan OpenGov Implementation for Transparency and better reports • Upload Data from 2009 - current • Build and test reports • Open site to Council • Open site to Public on Website High Completed In Progress Estimate 1 year Estimate 3 years HR Springbrook Module Implementation • Online Employee timecards • Salary and Benefits extended budgeting • Coordinates with Administration goal above for all employee hire and salary increases to be input through this system Medium Low Medium In Progress Anticipate 3-5 years Anticipate 2-3 years Revise Long-range financial plan • Revamp current model • Revisit Water, Sewer and Surface Water Rates with Rate Study (Ehlers – part of TCAAP Infrastructure) High High Estimate 2 years Estimate 1 year Review current Standard Operating Procedures • Look for inefficiencies and new procedures Medium In Progress Succession Planning and Cross Training • Encourage job knowledge and skills growth in department Ongoing In Progress City of Arden Hills Page 1 of 3 Agenda Item – 1A MEMORANDUM DATE: April 25, 2016 TO: Honorable Mayor and Councilmembers Sue Iverson, Acting City Administrator FROM: Jill Hutmacher, Community Development Director SUBJECT: 2016 Approved Community Development Goals The following chart shows approved 2016 Community Development goals. Some lower-priority goals are not expected to be completed in 2016. Please note that Retail/Resale and Outdoor Storage were originally included on the approved 2016 Planning Commission Work Plan, but have already been completed, so those items are not listed here. This list does not include regular operational functions such as processing planning cases and building permits. Due to the size of the Land O’Lakes project, these operational functions are expected to take significant staff time in 2016 (Planning) and 2017/2018 (Building). Planning Commission Work Plan Goal Work Tasks Priority Notes TCAAP Development • Master Parks and Open Space Plan • Amend City Code to reflect TRC High In progress Comprehensive Plan Update • Determine public engagement strategy • Identify scope and budget for outside consultant work • Identify and update plan components • Evaluate proposed changes to Future Land Use Map High Multi-year project; due 12/31/2018 I-1/I-Flex District • Develop design standards Low Exterior Lighting • Develop design standards/regulation • Decorative/accent lights • Research/amend zoning code Medium In progress B-4 Retail Center District • Review past Planning Cases and history • Review the purpose and allowed uses to ensure this district fits the intended vision of the City Medium City of Arden Hills Page 2 of 3 B-2/B-3 Districts • Review recent development patterns • Research similar cities • Create an illustration guide • Update design standards Medium TCAAP Organized Collection • Review organized collection procedure • Recommend changes to City Code • Conduct public hearing and select hauler High Significant staff time is anticipated Sign Code • Review judicial decisions affecting sign regulations • Amend the Sign Code in accordance with legal advice Medium Waiting for legal recommendation Economic Development Commission Work Plan Business Retention & Expansion Program • Analyze findings of the BRE Program • Communicate program findings to the EDA and community • Work with EDA to identify and execute action items High Completed; proceeding with BRE Implementation Plan Revolving Loan Fund • Reevaluate program goals • Consider costs of underwriting and administration in comparison to program fund and goals • Consider findings of the BRE Program • Make recommendations to the EDA Low Marketing & Outreach • Work with the Communications Committee on business-focused articles • Plan and promote State of the City events • Work with staff to plan additional small business outreach events • Expand and update business contact list • Visit new and existing businesses High Business Retention & Expansion Implementation Plan Ongoing Business Visits • 6-8 visits targeted in the Red Fox/Grey Fox Business District • Compile results and report to EDC and EDA High Commercial Real Estate Broker Roundtable • Convene local real estate brokers for a 90-minute round table discussion • Report results to EDA Medium SPACC has offered to assist with project. Explore the City’s Role in Workforce Development • Identify a staff lead for workforce issues • Understand programs offered through school district, DEED, Ramsey County, and Greater MSP • Build relationships with local community colleges Low City of Arden Hills Page 3 of 3 TCAAP TCAAP Development • Administer master developer selection process • Work with master developer and Ramsey County on design standards and infrastructure planning • Work with master developer on pre- development work including branding, site-wide design standards, and market studies/marketing High City of Arden Hills Page 1 of 1 Agenda Item – 1A MEMORANDUM DATE: April 25, 2016 TO: Honorable Mayor and Councilmembers Sue Iverson, Acting City Administrator FROM: John Anderson, Acting Public Works Director SUBJECT: Public Works Goals The attached chart shows Public Works’ anticipated goals spanning the next three to five years. This list does not include regular operational functions such as daily parks, street, sewer, water and surface water maintenance. Also not included is annual maintenance such as street sweeping, sewer jetting, hydrant flushing, etc. Also not included are routine items such as processing erosion control permits and building permits, right of way permits, responding to resident calls, managing construction projects - essentially all daily routine functions are not included. The items that are included have been compiled by looking at our 5 year Capital improvement plan and planning/goal setting information from the Parks, Trails and Recreation Committee. The notes indicate anticipated year effort will begin to complete the goal. Attachments Attachment A: 2016 Public Works Goals Public Works Department Goals City of Arden Hills Date: 4/25/16 Goal Work Tasks Priority Notes Hard Court replacement (Johanna  Marsh) Assess condition, identify repairs needed, estimate costs, obtain  quotes, award work, inspect contruction, process payment Medium 2017 hwy 96 / C.R. F sidewalk obtain topography, design improvement, State aid plan review,  assemble bid package, obtain bids, inspect construction, process  payment Medium 2017 Hwy 96 Landscaping identify vision for landscape along the cooridor, coordinate with  TCAAP landscaping, obtain topography, design improvement,  assemble bid package, obtain bids, inspect construction, process  payment Low 2017 C.R. E / Old Hwy 10 sidewalk /trail preform wetland delineation, determine flood plain impacts,  coordinate preliminary layout with Ramsey county, apply for funding,  state aid plan review, enviormental permit applications, coordination  with property owners, assemble bid package, inspect construction,  process payment High 2016 Hard Court replacement (Floral)Assess condition, identify repairs needed, estimate costs, obtain  quotes, award work, inspect contruction, process payment Medium 2018 Hard Court replacement (Hazelnut)Assess condition, identify repairs needed, estimate costs, obtain  quotes, award work, inspect contruction, process payment Medium 2020 Hard Court Replacement (Royal Hills)Assess condition, identify repairs needed, estimate costs, obtain  quotes, award work, inspect contruction, process payment Medium 2019 playground structure replacement  (perry) Assess condition, identify repairs needed, estimate costs, obtain  quotes, award work, inspect contruction, process payment High 2016 playground structure replacement  (Hazelnut) Assess condition, identify repairs needed, estimate costs, obtain  quotes, award work, inspect contruction, process payment Medium 2017 playground structure replacement  (freeway) Assess condition, identify repairs needed, estimate costs, obtain  quotes, award work, inspect contruction, process payment Medium 2018 playground structure replacement  (Cummings) Assess condition, identify repairs needed, estimate costs, obtain  quotes, award work, inspect contruction, process payment Medium 2018 playground structure replacement  (Arden Manor) Assess condition, identify repairs needed, estimate costs, obtain  quotes, award work, inspect contruction, process payment Medium 2019 playground structure replacement  (Arden Oaks) Assess condition, identify repairs needed, estimate costs, obtain  quotes, award work, inspect contruction, process payment Low 2019 playground structure replacement  (Ingerson) Assess condition, identify repairs needed, estimate costs, obtain  quotes, award work, inspect contruction, process payment Low 2020 Trail map update / printed copies  available update trail map, print maps Low 2017 Update to long term trail goals PTRC recommendation, Public input, City Council Approval Medium 2016 Goal Work Tasks Priority Notes 2017 Sewer lining project Apply for grant, identify priorities and available budget, assemble bid  package, obtain bid, inspect work, process payments Medium 2017 City Code update, Sanitary sewer update language related to sewer service ownership Low 2017 reconstruct lift station 11 award contract, inspect work, process payment High 2016 2019 Sewer lining project Apply for grant, identify priorities and available budget, assemble bid  package, obtain bid, inspect work, process payments Medium 2019 Goal Work Tasks Priority Notes regulatory sign replacement Install signs, document instalation High 2016 lexington Avenue improvement Coordinate with Ramsey County High 2016 Hwy 96 / I‐35W Bridge ‐ complete  construction Coordinate with Ramsey County High 2016 C.R. E2 / I‐35W Bridge Coordinate with MnDOT High 2016 C.R. H / I‐35W Bridge Coorrdinate with Ramsey County High 2016 concrete curb and gutter replacement Assess condition, identify repairs needed, estimate costs, obtain  quotes, award work, inspect contruction, process payment High 2016 C.R. D and Shoreview Drive coordinate with Johanna Shores, obtain topography, design  improvement, initiate 429 assement process, assemble bid package,  award construction, inspect construction, process payment Medium 2017 Parks Sanitary Sewer Streets Public Works Department Goals City of Arden Hills Date: 4/25/16 Old Snelling Ave / Bridge reconstruction obtain bridge funding, obtain topography, design improvement, State  aid plan review, assemble bid package, obtain bids, inspect  construction, process payment Medium 2017 Long range street project planning review city wide pavement conditions, group project areas, estimate  costs, identify priorities, identify budget, assemble plan Low 2016 street maintenance program planning identify altenative to seal coating, identify areas for mill and patch,  identify areas for crack seal, identfy parking lot maintenance  approach Low 2016 Goal Work Tasks Priority Notes Storm Pond Maintenance program Identify subwatersheds, determine land use and soils, determine time  of concentration, gather pond depth, calculate pond effectiveness Medium 2016 CityWide ‐ Stormwater BMP study prioritize need for storm water quality treament for each  subwatershed to assist in decision making process on funding Medium 2016 Karth Lake BMP #1 obtain topography, design improvement, watershed plan review,  apply for funding, assemble bid package, obtain bids, inspect  construction, process payment Medium 2017 Repair outfals inspect outfall, prioritize repairs, identify repairs Medium 2017 pond testing identify ponds in need of dredging, obtain geotechnical samples and  analzsis Medium 2016 pond maintenance funding investigate what other cities are doing to fund pond maintenenace,  project pond maintenace cost needs, identify funding capacity of  surface water management fee Low 2017 MS4 permit Administration conduct annual meeting, submit annual report, inspect outfalls,  inspect water bodies, conduct public education, administer erosion  control plan review and permits, administer ilicit discharg detection  program High 2016 City Code update, surface water Update language on surface water management fund and how fees  are determined High 2016 Update Local Water Management plan Update local water management plan to coordinate with RCWD,  needed for comprehensive plan update in 2018 Medium 2017 Goal Work Tasks Priority Notes North tower ‐ water tower repainting Assess condition, identify repairs needed, estimate costs, obtain  quotes, award work, inspect contruction, process payment High 2017 Valve replacement Assess condition, identify repairs needed, estimate costs, obtain  quotes, award work, inspect contruction, process payment High 2016 hydrant replacement Assess condition, identify repairs needed, estimate costs, obtain  quotes, award work, inspect contruction, process payment Medium 2017 C.R. E2 water replacement / Old Hwy 10  water loop assess need for loop, identify area of watermain break problems,  assemble bid package, award bid, inspect construction, process  payment Medium 2017 watermain policy ‐ flushing assess needs and benefit of flushing, collect information on other  city's policies, develop policy, implement policy, develop mapping ,  train public works employees Medium 2017 watermain policy ‐ valves assess needs and benefit of valve excercising, collect information on  other city's policies, develop policy, implement policy, develop  mapping train public works employees Medium 2017 watermain policy ‐ lining technology research watermain lining technologies and their applications, assess  application on the water system, estimate costs, use as needed and  as funding allows Low 2017 City Coade Update, Watermain Update languge on ownership of water services High 2017 Update Water Supply Plan conduct review of system, prepare update to water supply plan,  obtain appoval of update High 2016 Water Tower monitoring system assess performance of existing system, look at alternative system Medium 2016 Surface Water Watermain Public Works Department Goals City of Arden Hills Date: 4/25/16 Goal Work Tasks Priority Notes engineering consultant pool send out RFQ, interview, obtain couincil approval of pool, determine  process for selection once the pool has been established High 2016 map updates / GIS updates process corrections to maps, update maps to reflect construction  projects Low 2017 Annual update to Capital Improvement  Plan assess needs for capital improvements, discuss with city council,  approve plan High 2016 Annual update to Equiptment  replacement plan assess needs for equiptment, discuss with city council, approve plan High 2016 I‐35 MnPASS lanes attend planning meeting, share information with city council,  municipal consent Medium 2016 Goal Work Tasks Priority Notes Park Facilities development work with PTRC, Planning, master developer to plan and build out  parks in TCAAP Medium 2016 equiptment replacement ‐ ADD two toro  "Z" lawn mowers (TCAAP) assess needs for equiptment, discuss with city council, coordinate  with pace of development, coordinate with needs of the balance of  the city Low 2018 equiptment replacement ‐ADD felling  trailer (TCAAP) assess needs for equiptment, discuss with city council, coordinate  with pace of development, coordinate with needs of the balance of  the city Low 2018 equiptment replacement ‐ADD plow  truck w/ plow, wing and sander (TCAAP) assess needs for equiptment, discuss with city council, coordinate  with pace of development, coordinate with needs of the balance of  the city Low 2018 equiptment replacement ‐ADD one‐ton  truck w/ plow and sander (TCAAP) assess needs for equiptment, discuss with city council, coordinate  with pace of development, coordinate with needs of the balance of  the city Low 2018 equiptment replacement ‐ADD two ‐F‐ 350 pick‐ups (TCAAP) assess needs for equiptment, discuss with city council, coordinate  with pace of development, coordinate with needs of the balance of  the city Low 2019 spine road construction design and  construction review design, monitor construction, collect asbuilts, conduct  acceptance commisioning of equiptment High 2016 sanitary sewer design and construction review design, monitor construction, collect asbuilts, conduct  acceptance commisioning of equiptment High 2016 Sanitary Sewer agreement / Met council  / Moundsview update sanitary sewer agreement with Moundsview / Met Council to  allow for sanitary service to TCAAP High 2016 Watermain design and construction review design, monitor construction, collect asbuilts, conduct  acceptance commisioning of equiptment High 2016 Sanitary lift station design and  construction review design, monitor construction, collect asbuilts, conduct  acceptance and commisioning of equiptment High 2016 public works design standards research products and equiptment currently used, develop standard  plates of Sewer, Water, Storm Sewer, Streets, and parks standards,  develop written specification of construction, deveop written  standards that apply to design of public infrastructure, create  checklist of materials to be included in submitals, identify acceptable  timeframes for plan reviews High 2016 amenity design standards adopt standards for amenities within TCAAP High 2016 TCAAP ‐ City owned public infrastructure  inspection process  Develop a plan on how construction of city owned infrastructure will  be inspected Medium 2016 TCAAP ‐ City owned public infrastructure  plan review process Develop a plan on how public infrastructure plans will be reviewed Medium 2016 TCAAP ‐ City utilities hook up inspection  process develop a process for inspection of sewer and water hook up of  individaul sites in TCAAP Medium 2016 TCAAP ‐ Erosion Control permits manage erosin control permits of individual permit appilcations Medium 2016 TCAAP ‐ individual site development  engineering review process plan reviews of development applications Medium 2017 TCAAP ‐ Public works facility needs study assess space available in exisiting site, forcast future space needs,  identifty additional facilities needed, identify potential sites to  address space needs Low 2017 TCAAP ‐ Public Works staffing study assess staffing needs, project future demands, identify stffing  shortages, identify costs to meet projected demands Low 2017 Engineering TCAAP Agenda Item – 1B MEMORANDUM DATE: April 25, 2016 TO: Honorable Mayor and City Council FROM: Sue Iverson, Interim City Administrator/Director of Finance and Admin Services SUBJECT: Discussion of City Population Signs on 35W Background/Discussion Mayor Grant asked that this item be placed on the agenda for discussion. Agenda Item – 1C MEMORANDUM DATE: April 25, 2016 TO: Honorable Mayor and City Council FROM: Sue Iverson, Interim City Administrator/Director of Finance and Admin Services SUBJECT: TCAAP Letter for Ramsey County League of Local Governments (RCLLG) Background/Discussion Mayor Grant asked that this item be placed on the agenda for discussion.