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HomeMy WebLinkAboutCCP 10-21-2002 Mayor De8DIs l'roI!d . COUIldl Me!llben Beverly ApIikcnnki D."klGnmt Greg Larson Loi!l Rem t ~HlUS Arden Hills City ,CouncU WORK. SESSION 4:45p.m. Monda October 21 2002 Agenda (The times may .MI1')'d~upon length (Jf discussion.) 1. CaD to Order DEPARTMENT 2. OPERATIONS &: MAINTENANcE A. Karth Lake Pumping 3. COMMUNITY SERVICES A. Guidant- UPDATE B. TechnologyMasterPlan C. . 1-35W Build OIltStlldy STAFF Greg Brown Aaron Parrish 4. ADMINISTRATION A. 2003 Employee Benefit B. . 2003 Council Retreat C. Employee Recognition Committee Update. Joe Lynch Cynthia Young Joe Lynch/Cynthia Y owg Cynthia Young CITY COUNCIL REPORTS . A. Council Member Gmnt . B. Council Member.Larson C. Council Member AplilroWllki D.' Council Member Rem E. Mayor Probst -~ U45W.~96. ~Bllli.r.t'-I'* 55111 ~.Ji34.51.18 .';': ~ ~': ,.., File Copy TIME 4:45 ~J.. "Y' ~ EN HILLS . MEMORANDUM DATE: October 15, 2002 Agenda Item 3.B TO: Mayor Dennis Probst Council Member Beverly Aplikowski Council Member David Grant Council Member Gregg Larson Council Member Lois Rem Joe Lynch, City Administrator FROM: Aaron Parrish - Community Services Director ;f . SUBJECT: Technology Master Plan ENCLOSURES: 1. Technology Master Plan Draft #3 Overview To more effectively utilize and plan for City technology, staff has prepared a Technology Master Plan for the Council's consideration. Generally speaking, the plan seeks to accomplish the following: · Outline strengths, weaknesses, opportunities, and threats relative to technology. · Articulate management principles to guide the City in its purchasing and use of technology, . Define specific strategic initiatives and corresponding implementation timelines, · Delineate a specific three year technology investment plan (capital improvement plan) and investment principles. Internally, the plan has been reviewed by the City Management Team and a number of other staff members. In addition, the document was provided to the Website Taskforce for their review and comment as wel!. . Requested Action Provide comments on the proposed Technology Master Plan . . . EN HILLS Draft #3 October 15, 2002 /' !~~~~ ~f ~~~t~~t~ Section Headin~ Page Number I. Overview 1 II. Inventory of Current IT 2 Assets & Capabilities III. SWOT Assessment 4 IV. Technology Management 5 Principles V. Strategic Technology 6 Initiatives VI. Technology Investment Plan 9 Appendik A Internal Survey Results Appendix B Technology' Policy e e e ~D g~~ni~~1 To more efficiently and effectively use financial and organizational resources, the City of Arden Hills has adopted a Technology Master Plan. The Plan is intended to effectively manage and coordinate internal technology use as well as address the service and information needs of the general public, The Plan is based on input obtained from an employee survey; an assessment of strengths, weaknesses, opportunities, and threats (SWOT Assessment); internal review; comments provided by the Website Taskforce; and review and comment by the City Council. The Plan is intended to span approximately three years. Generally speaking, the Plan addresses the following areas: Inventory of Current IT Assets and Capabilities Provides a documentation of current tangible assets and current capabilities, SWOT Assessment Outlines strengths, weaknesses, opportunities, and threats relative to technology, TechnoloQV ManaQement Principles Articulates guiding principles for the City of Arden Hills in its purchasing, management, and use of technology. StrateQic TechnoloQV Initiatives Outlines five focus areas to enhance the City's use of technology. These focus areas include document imaging; e-government services; an evaluation of procurement and financial management processes; establish an internal Management Information Systems (MIS) Committee; and improve end user training, Some of the strategic initiatives are ready to be implemented while others are evaluative in nature, TechnoloQV Investment Plan Outlines an implementation program for the strategic technology initiatives. It also defines guiding principles for hardware and software replacement. Finally, given the fluid and changing nature of technology, this document is not intended to be responsive to changing technology and changes in municipal services. City of Arden Hills Technology Master Plan 1 n~ ~_tln 01 CunNt IT ~ & C~~~iliti!l Current Assets The spreadsheet below highlights the City's current tangible technological assets: Techno/oavlnventorv E ui ment . Current Location/Staff AS$i nment Ac ulslUon Antlci ated Re lacement Date Cost Item Cost Year Workstations 4 r Re lacement Gatewa 466C 1 Rece tionist 199 $157 New Workstation 18 200 Gatewa 466C 1 C' Council Chambers 199 $157 New Workstation 1 B 200 Gatewav 466C 1 Gode Enforcement I Build~lns~iOr 199 $1,57 New Workstation $1,800 200 Dell XPS D266 1 o erations and Maintenance Sho 199 $2,59 New Workstation N/A N1A Dell XPS D266 1 o erations and Maintenance {eitv Hall 2001 $259 NewWorkstalion N/A N/A Com Desk ro 1 CSRlI 2 157 New Workstation $185 20 Com a SP 750 1 Senior AccountinnClerk. 2001 $176 New Workstation $185 200 Com a $P 750 1 OfficeSU;:;;;-ortS cialist 2001 $176 New Workstation $185 2004 Com a SP 750 1 OfficeSu ort$ cialis! 2001 $176 New Workstation $185 ~04 Com a SP 750 1 De Clerk 2001 $176 New Workstation $19 200 Com a SP 750 1 CI Administrator 2001 $176 New Workstation $1 200 HPVectra 1 Recreation Su rvisor 2001 $160 New Workstation $1 200 HP Vectra 1 C; Planner 2001 $160 New Workstation $1 200 HP Vectra 1 0 rations and Maintenance Director 2001 $160 New Workstation $1 200 HP Vectra 1 Buildin Official 2001 160 New Workstation ,. 20 HP Vectra 1 Ci Accountant/Treasurer 2001 160 New Workstation ,. 20 Co~EVO 1 Cable Television 200 199 New Workstation ,. 20 La;;,o,:;- Co';;;-uters Co~EV0160 1 Communi Services Director 200 $2 New La to $15 2~ IBM Thin~d 1 De Clerk 200 $249 New La to $1600 20 Printers (5 Year Replacement) HPlaserJe!1100 1 CI Accountant I Treasurer 199 $41 No Replacement OKI Dot Matrix 1 Work Room 2001 used $82 No Re lacement HP Laser Jet 6P 1 Recreation Su ervisor 1996 78 No Re lacement HP Laser Jet 4000 TN 1 Office Support Specialist Workgroup Printer 199 $1,89 New laser Printer $2,40 20 HP Laser Jet 4100 OTN 1 Rece tion Area Work rou Printer 200 $2. New laser Printer $30 200 Ii:iP Laser Jet 4100 OTN 1 Finance Work rou Printer 2002 $205 New laser Printer $300 2 r.::iP Laser Jet 2200 DTN 1 Administration Work rou Printer 200 $136 New laser Printer $2000 200 ~ Color laser Jet 4550N 1 Work Room 200 $1. New Laser Printer $4000 20 HPLaser Jet Fax 1 Rece tion Area 200 New Fax $5 20 anon Ima eRunner 7200 C jer 1 Work Room 20 Lease TBD I I ;sce/laneous Hardware I I Cisco 2500 Series Router 1 Electric Room 2001 TBD Cisco Catalyst 3500 Series Xl Switch 1 Cable Television 2001 N5CC TBD bsco Catalyst 3500 Series Xl Switch 1 Electric Room 2001 TBD Com a Proliant Ml 370 Server 1 SeNer Closet 2001 $310 New Server $' 200 anon Powershot G2 0" ital Camera 1 DenutvClerk 200 90 New Camera $100 20 HP 9100C Di ital Sender 1 Recention Area 2001 $320 TBD Software I r PTWIN N/A Individual Work Stations 19. $300 TBD ceware N/A Individual Work Stations N1A N/A TBD rin brook Financialpacka e N/A Individual Work Stations 2001 $1500 TBD IArcView GIS 3.1 1 City Planner I Network License 19. $1,00 ~CV~.,~"2 (2 New 1$2000 200 lICenses ' City of Arden Hills Technology Master Plan 2 . . . II~ ImMlt@rn @f CUn'llt IT Auets & Ca~blllti. Current Capabilities Utilizing the assets identified in the previous table, the City of Arden Hills currently has the following capabilities: . Windows 2000 network server for data storage and backup (daily backup with one tape held off site) . Internet and e-mail access for all employees in connection with the City of Roseville's web and e-mail servers. . Webmail (access work e-mail, calendar, and contacts from home) Fax from desk (fax digital documents from the desktop) Standard software capability for word processing, organization, spreadsheets, database, graphics, and presentation applications Specialized software capability for building permit management; recreation registration and management; financial management, payroll, and utility billing; and a geographic information system for mapping and property data Website hosted by the City of Roseville Document scanning (documents smaller than legal size) Document reproduction utilizing copier, laser printer, and color laser printing capability Multimedia presentations in Council Chambers and/or conference rooms Joint powers agreement with the City of Roseville for network management, desktop support, and web and e-mail hosting (currently $20,000 per year) . . . . . . . . City of Arden Hills 3 Technology Master Plan ~~ :' ,- -. ',.., (' .........n' I. '- I, .1.'...._.. -"<.1. '''''-'. ,_, ,.- ".'.I..;..q _ ,- _, .:: ,.j -,Ii., ",- -'- -.- .. ".:_.. .': '.' .. -.' ".,._"". '. ..... .. -..:".- .' '" .. StrenQths . Recently upgraded technology in conjunction with the move to City Hall. . Joint powers agreement with the City of Roseville for low cost web server, e-mail server, and technology support services, . Low cost high speed fiber to serve existing City Hall via existing cable franchise. . Willingness to change status quo. . Adopted Technology Use Policy . Support of City management and leadership. Weaknesses . Incomplete utilization of existing technology due to lack of training and/or user willingness. . Limited resources and training opportunities for staff to fully utilize existing technology. . Limited and fragmented IT investments in the past. Opportunities . Additional partnerships and joint purchasing opportunities with adjacent communities. . Enhanced backup capabilities to ensure business continuity and preparedness in the event of an emergency and/or natural disaster. · Additional staff proficiency in the use of technology through internal and external training. . Enhanced data management, record retention, work flow, and public information through the implementation of a document imaging and record management program. . Increased interdepartmental coordination, issue identification, and training facilitated by the Management Information Systems Committee. Threats . Ever changing technology that leads to skill and asset obsolescence, Outside parties corrupting City information systems Resistance to change . . City of Arden Hills Technology Master Plan 4 . IV~ TKhn~l. Manalement Prin~i~~~ GuidinQ Principles . The following principles shall guide the City of Arden Hills in its purchasing, management, and use of technology: 1, In general, the City of Arden Hill's information technology systems will be designed and coordinated to: . Accommodate and improve citizen access to public officials and employees, information, and services. . Enhance and continually improve the City's key functions and services; . Share information easily through standardized procedures and processes; 2. Technology investments should improve service delivery and/or staff effectiveness. . 3. Information technology purchases shall, to the extent practical, integrate with existing systems and architecture. 4. Technology should be shared to the greatest extent possible, 5. Technology purchases should be evaluated with regards to functionality and usability by employees. 6. Data should be current, accurate, accessible, and secured from unauthorized access and accidental loss, 7, Where possible, the City will purchase pre-packaged software applications rather than building customized applications. 8. We will embrace information and communication systems that provide citizens with the opportunity to interact with us simply, predictably, and accurately. 9. Employees will receive the training necessary to achieve proficiency in the use of technology and information systems, No investment in technology will be made without a corresponding investment in training, 10. The Management Information Systems Committee, under the direction of the Community Services Director, will evaluate priorities and resources for . accomplishing the City's technology and information management objectives. City of Arden Hills Technology Master Pian 5 Vm Stratl~!~ T~hnologw Inltlatlvls StrateQic TechnoloQV Initiatives Based on survey responses; an assessment of strengths, weaknesses, opportunities, and threats; and evaluation by the City Management team, there are five strategic technology initiatives that would further enhance the City's use of technology. Capital expenditures necessary to implement the strategic initiatives are outlined in the subsequent Technology Investment Plan section, Each strategic initiative along with an implementation timeline is outlined below. 1, Document and Records Management: Record Retention, Public Information, Document Management Description A document imaging system would allow the City to store and retrieve documents in a digital format. By doing so, it is anticipated that the City can realize the following benefits: . Increased workplace efficiency by minimizing time spent looking for information. Fast document search and retrieval would allow one to find something in seconds what would normally take hours and/or days, . More efficient and effective research on historical issues. . Efficient electronic distribution of documents. . Effectively manage space at City Hall by destroying records consistent with the State record retention schedule, that have been scanned, or when necessary storing them off site. . Enhanced access for public information; potential to make certain documents available and searchable on the website with the addition of a web module. . Allow the City to maintain documents consistent with document retention guidelines. Certain documents are required to be maintained in perpetuity (building plans, etc,). Initial areas of focus, in order of priority, will include Council and Commission minutes, agendas, and packets; ordinances and resolutions; building plans; election information; address files; planning case files; utility as-builts; plats; accounts payable; accounts receivable, and general City records. City of Arden Hills Technology Master Plan 6 . Vrn StrateGic TechnoloGY Initiatives Issues that require further evaluation prior to proceeding with document imaging include server space (existing vs. dedicated), staffing resources, and software functionality. Current Status I Projected Schedule We currently have a few elements in place to begin document imaging including a digital scanner (documents less than 11x14). Our new copier also has the capacity to scan documents as large as 11x17. The following highlights the hardware and staffing resources necessary to begin a document imaging program: Document Imaging Software Licenses $15.000 Workstation $1,800 Large Format Document Scanner $10,000 Cierical Support $10.000 Assumes one central scanning station with two other licenses. Annuallicense/support fee would have im iications for future 0 eratin bud ets. Workstation dedicated to document imaging, Allows scanning of large formal documents including building plans, as-builts, plats, site plans, and so on, This item would be cost shared for joint use with the City of Shoreview; Clerical support would assist in the scanning of documents and electronically filing them, This may represent an opportunity to work with one of the local agencies that provide job training and experience for mentally handicapped individuals, Seasonal or temporary staff could also be used, The above is incorporated into the 2004 Capital Improvement Plan. Implementation Timeline: 2004-2005 2, E- Government Services With the advent of the internet, cities now have the ability to provide information and services in new ways. Currently, Arden Hills provides a significant amount of information via the website. However, with the exception of a few larger communities, most cities have not implemented "transactional" or e-government services. Transactional services could include such things as online utility bill payment, building permit applications. recreation registration, meeting room reservation, and so on. The following highlights the strategic initiatives to be evaluated and implemented regarding e-government services City of Arden Hills 7 Technology Master Plan Vrn Stratllic TlchnololJ ~nitiat~Yls A. Transactional Service: Implement online utility billing payment once Springbrook Financial Software is fully in place, This can be done and hosted in conjunction with the software vendor. Implementation TimeJine: 2003 B. Transactional Service: Evaluate feasibility of online recreation registration and payment; online building permit application and payment; and the software packages that support them. If feasible, evaluate implementation strategies. Implementation TimeJine: 2003-2004 3. Evaluate procurement and financial management processes including: A, Evaluate the use of credit cards for transactions at City Hall: The City does not currently offer citizens and other customers the option to pay for services by credit card. In the past, there has been considerable interest expressed by the public to be able to pay with some type of credit or check card, This service is most often requested in conjunction with recreation registrations and building permit applications. Typically, there is an expense associated with providing this service, Generally, it is a percentage of the transaction (the higher the overall volume of transactions the lower the percentage and vice versa), Implementation TimeJine: 2003 4, Establish an Internal MIS Committee To provide more diligent oversight of the City's overall internal technology needs, it is suggested that an internal Management Information Systems (MIS) Committee be established. The MIS Committee would provide a mechanism to coordinate technology investments across departments, implement the "Technology Master Plan," and facilitate end user training where practical. The Committee would consist of representatives from each of the various departments and only meet as needed. Implementation TimeJine: 2003 5. Improve Staff and End User Training As outlined in the Technology Management Principles section of this document, investments in technology should coincide with investments in training to use that technology. This will be done internally where practical. Where not practical, investments in staff and end user training will be integrated into the budget process and consistent with the personnel policy, Implementation TimeJine: Ongoing City of Arden Hills 8 Technology Master Plan . VI0 Techn~lolJ ~nvestment Plan When evaluating investments in the area of technology, the following shall serve as guiding principles: . Integrate technology investments with investments in and/or opportunities for staff training . 4 Year replacement schedule for PC's . Software and other hardware evaluated on a case-by-case basis . Evaluate purchases to ensure systems integration . When pra ctica I, evaluate partnership opportunities with other communities . Evaluate lease and purchase financing mechanisms The tables below outline a three-year Technology Investment Plan. The plan is limited to th ree years so it can be responsive to organizational needs and advances in technology. . 2003 CIP Recommendation Description Quantitv Proposed Bud!let Replacement Workstation 1 $1,800 Replacement Workstation 1 $1.800 Replacement Workstation 1 $1,800 Remote Server $3,000 ArcView GIS 8.2 Upgrade 2 $2,000 Cisco Network Switch 1 $1,500 TOTAL: $11,900 The 2003 CIP recommendation represents a replacement budget. . City of Arden Hills 9 Technology Master Plan VI0 Technolo~w Investment Plan Descri tion Replacement Workstation Replacement Workstation Replacement Workstation Replacemen! Workstation Replacement Laser Printer Replacement Fax Replacement Laptop Large Format Scanner - Joint Purchase . Document Imaging Software Clerical Support -Document Imaging Document Ima in Workstation TOTAL: 2004 CIP Recommendation Quanti! 1 1 1 1 1 1 1 0.5 1 The 2004 CIP recommendation represents the largest capital outlay for all three years. This is directly related to the acquisition and implementation of a document imaging and record management system. Otherwise, the remainder of the items are essentially replacements and/or upgrades to existing systems and equipment Descri tion Replacement Workstation R,eplacement Workstation Replacement Workstation Replacement Workstation Replacement Workstation Replacement Server Replacement Laser Printer Webfische TOTAL: 2005 CIP Recommedation Quantit 1 1 1 1 1 1 1 The 2005 CIP recommendation essentially is a replacement capital improvement budget with the exception of the webfische module, This will allow the City to provide access to select scanned images to the public via the website. City of Arden Hills 10 Technology Master Plan ~~e~dlx A: Internal Survey Results . . . City of Arden Hills Technology Master Plan 11 ~ ~HILLS Internal Technology User Survey . (page 1 of 4) Please n()/e all percentages have been rounded. Satisfied! Unsatisfied! V crv Satisfied Verv Unsatisfied No Resnonse In general, how satisfied are you with current technological resources available to you? 92% 0% 8% Frequent or Infrequent or No Occasional Users Non Users Resuonse Network 83 % 8% 8% Internet 67% 33 % 0% Email: General 100% 0% 0% Email: Webmail 17% 42% 42% Email: Fax From Desk 17% 75% 8% Outlook Calendar 75% 17% 8% Laser Printers 92% 0% 8% Color Laser Printer 58 % 42% 0% Website 83 % 17% 0% Digital Scanner/Sender 42% 50% 8% Laptops 25 % 67% 8% Digital Camera 50% 42% 8% Microsoft Word 67% 17% 17% Microsoft Excel 75% 17% 8% . Microsoft Access 58 % 42% 0% Microsoft PowerPoint 25 % 67% 8% Microsoft FrontPage 25% 67% 8% PTWIN 42% 50% 8% Aceware 33 % 58 % 8% BDS 17% 83 % 0% GIS 17% 75% 8% CitySight 50% 42% 8% Other' 17% 0% 83% *Lotus and Microsoft Publisher Future Technolo~v Use 1. In the past, we have internally contemplated several technology enhancements. Please indicate how your position/department would utilize the following technology if available: A. DigitallmagingiElectronic Filing Digital imaging could be a valuable tool for O&M; I would like to head down that path, Electronic filing - database, Record storage of plans, permits, surveys, address file, possibly even being able to send plans electronically to the City for review, Digital record of planning cases, searchable. Large fonnat scanner for plans, as-builts, etc. (2) Link scanned information such as old permits, agendas, resolntions, and other public infonnation into website" Minutes, agendas, information stored, and able to recall without having to go to a file drawer or downstairs. Same for personnel information. All City Hall records retention, . . . . ~ ~HILLS Internal Technology User Survey (page 2 of 4) This would make the organization of the filing system fust rate and make things easier on everyone. Newspaper articles. Electronic filing would make all items at our fmgertips rather than wasting time trying to figure out where things are located at, O&M could use a digital camera for documenting damage and repairs to City facilities and utilities. Scan all documents related to TIF activity ("perpetual" record retention requirement per OSA), AlP invoices. Audit reports, B. Online Transactions (Building Permits, Utility Billing, Rec Registrations, etc.) Rec registrations and sign-ups for leagues. Park rental, picnic tables, etc, All contractors could utilize instead of written checks sent in the mail. Would love to have contractors to be able to go on-line to pull permits, with us accepting Visa or some type of credit card, (2) Planning case fee payment. Sign permit applications, Pay bills ( ours), Receive payments. Closer to real "business", 1ms would be useful. Weare looking at new software. Coordinate with financial/security/manual reconciliation procedures to support such activities. 2, Over the next five years, what other improvements/teclmology upgrades would be useful to your position, department, and the organization as a whole? Hook up O&M building to City Hall. (2) SCADA, (2) Laptop computers for O&M (on-site review of information), On-line transactions. Better reporting system needed for PTWIN, Electronic/digital address filing system, (2) System scanners for entering large documents/plans for address file. Reduce use of paper by scanning and emailing agenda packet, non-agenda, Planning Conunission meeting minutes, etc, (2) Enhanced data for GIS system including digitizing of sewer/water/storm sewer data, topographic, and reduce color aerials currently being examined by Ramsey County users group. Connection to system by Council members. Paperless agenda - eliminate mail/trips, etc. Ability to call up records off-site through PDA or small laptop - property, utilities, construction, minutes, actions, resolutions, etc. For example, eliminate extensive copying for Council and Planning using digital scanning with email. Continue to do upgrades on all software and equipment. We do not want to revert back to the way it was. ~ ~HILLS Internal Technology User Survey (page 3 of 4) . New computer. Microfilming and scanning of as-builts, Utilizing the copier as another printer node (for utility invoicing pmposes), Level of "telecommuting" - viable/desirable? Website and Public Information The website offers a good opportunity to provide residents and other interested individuals/organizations the opportunity to obtain public information, In addition, directing inquiries to the website can save administrative time faxing, mailing, or otherwise disseminating infonnation. Please review the content of the City's website (www.ci.arden-hilIs.mn.us) particularly with regard to your functional area, Please highlight frequently requested infonnation below that is currently not available on the site: Looks good for/to me, Purchasing pennits on-line. Accessing City records via home pc l s. Rink information, infonnation on individual parks with map and pictures. Public Wades/snow plowing information, road restrictions. Code enforcement information. Refined planning handouts, Zoning questions.. Municipal Code, Park Maps (J am hoping to have Jackie put more of these items on in tlle near future), City Hall - rooms available (infonnation on use of facility), Utility ratesibilIing procedures, Capital Improvement Plan - particularly PMP, Annual budget, including narrative. Future - after implementation of GASB 34 - management letter of how City is perfonning against its objectives, . Other Comments or Su!!!!estions As we begin the development of our Technology Master Plan, is there any other feedback that you would like to provide: . Not at this time, but please keep me part of the future. Would like to see the City develop an overall master plan that iucluded record storage management software, based on an address system, whereby eveutually if one were to type in an address you would call up all of the information we have on that property including permits, code enforcement, survey, water and sewer locates, etc. Make it understandable, available, accessible, convenient for all. Phone system does not allow paging or intercom or line pick-up, . . ~ ---A~HILLS Internal Technology User Survey (page 4 of 4) No Response 4 33% 7 58% 0 0% 0 0% 92% 8% 8 67% 2 17% 1 8% 0 0% 92% 8% 4 33% 4 33% 2 17% 2 17% 100% 0% 8 67% 4 33% 0 0% 0 0% 100% 0% 1 8% 1 8% 1 8% 4 33% 58% 42% 2 17% 0 0% 4 33% 5 42% 92% 8% 8 67% 1 8% 2 17% 0 0% 92% 8% 11 92% 0 0% 0 0% 0 0% 92% 8% 3 25% 4 33% 3 25% 2 17% 100% 0% 3 25% 7 58% 2 17% 0 0% 100% 0% 3 25% 2 17% 2 17% 4 33% 92% 8% 0 0% 3 25% 2 17% 6 50% 92% 8% 1 8% 5 42% 3 25% 2 17% 92% 8% 6 50% 2 17% 1 8% 1 8% 83% 17% . 7 58% 2 17% 0 0% 2 17% 92% 8% 4 33% 3 25% 3 25% 2 17% 100% 0% 1 8% 2 17% 2 17% 6 50% 92% 8% 2 17% 1 8% 2 17% 6 50% 92% 8% 4 33% 1 8% 1 8% 5 42% 92% 8% 2 17% 2 17% 1 8% 6 50% 92% 8% 2 17% 0 0% 0 0% 10 83% 100% 0% 1 8% 1 8% 2 17% 7 58% 92% 8% 1 8% 5 42% 3 25% 2 17% 92% 8% 2 17% 0 0% 0 0% 0 0% 17% 83% . Algendix II: Technolo~y Policy City of Arden Hills Technology Master Plan 12 . EN HILLS . hI""",,,,,,,,,I,!,,c.,, .,y ,>, '. ....,... . y,. ".,:., ". ..,. "., "" . ''''',,~ Adopted December 1 0, 2001 . City of Arden Hills Technology Policy . Section HeadinQs Page Number I. Purposes 1 II. Statement of Policy 1 III. Use of Internet 2 IV. Use of E-mail 4 V. Security & Virus Protection 5 VI. Other Technology Issues 5 VII. Enforcement 7 VIII. Consent Aareement 7 . . . . . City of Arden Hills Technology Policy SECTION I. Purposes The purposes of the City of Arden Hill's computer and other electronic systems, including but not limited to, electronic mail (e-mail) and the internet, are to provide an efficient and effective means of internal and external communications and to improve work product. This policy addresses access to and disclosure of information froln such electronic systems. Among other things, this policy is intended to guide City employees, volunteers, and contractors in the performance of their duties. This policy serves as notice to the employees, volunteers, and contractors of the City that all data, including any that is stored or printed as a document, is subject to audit and review. There is no expectation of personal privacy in the use of the internet and e-mail systems when using the computers or services provided by the City. Finally, this policy serves to delineate acceptable use of the internet and e-mail systems by City employees, volunteers, and contractors (collectively also referred to as "users" or "employees") while using government ownedlleased equipment, facilities, internet addresses, domain names, and/or e-Inail services registered to or provided by the City of Arden Hills. It seeks to ensure that the use of the internet and e-mail systems by City employees, volunteers, and contractors while conducting work for the City andlor while using City provided systems is consistent with the City's policies, all applicable iaws, and the individual user's job responsibilities. SECTION (I, Statement of Policy The City promotes internet and e-mail use that enables employees, volunteers, and contractors to perform City missions and encourages its employees, volunteers, and contractors to develop skill in the usage of internet and e-mail. It is expected that employees will use the internet and e-mail to improve their job knowledge; to access scientific, technical, and other information on topics which have relevance to the City; and to communicate with their peers in other government agencies, academia, and industry on matters of relevance to their work for the City. A. Responsible Use Users are advised not to the use the internet or e-mail systems for any purpose which would reflect negatively on the City or its employees. B, Property of the City of Arden Hills The City's e-mail and internet systems are business tools. These systems shall be used in a professional manner for legitimate business purposes only and, at all times, remain the property of the City. C. Scope: This policy applies to: (1) All technical resources that are owned or leased by the City, (2) That are used on or accessed from City premises, or that are used for City business. This policy also applies to all activities using any City paid accounts, subscriptions, or other technical services, such as internet access and e-mail, whether or not the activities are conducted from City premises; and I City of Arden Hills Technology Policy (3) All full or part-time employees of the City, volunteers, and contractors who are authorized to use City resources to access the internet or e-mail systems. D, Information is not Private: The City computers and data stored on them are, and remain at all times, the property of the City. As such, all messages created, sent, or retrieved over the internet or the City's e-mail system are the property of the City, and Should not be considered private. Employees have no right to privacy as to any information or file transmitted through or stored in the city's computer systems, e-mail, or other technical resources. E. Use of Respect for Others: Access to the internet via City resources and the use of City provided e-mail must only be used for City purposes. To that end, the Use shall not disrupt or interfere with the work of other network users, adversely affect the operation of the internet or the City's own internal network, or misrepresent the interests of the City. F. Monitoring and Disclosure: The City reserves the right to access, retrieve, read, and disclose any data, messages, or files stored on City funded systems for any purpose. Employees should be aware that, even when a message is erased or a visit to a web site is closed, it is still possible to re create the message or locate the web site. The City reserves the right to monitor the use of the systems to prevent abuse, enforce other policies, and access information. Access may occur in, but is not limited to, situations indicating: (1) impropriety, (2) violation of a City policy, (3) legal requirements, (4) suspected criminal activities, (5) breach of system security, (6) to locate substantive information or to monitor employee performance and conduct. The contents of these systems may be disclosed by City management within or outside the City without employee permission. Furthermore, all communications including text and images may be disclosed to law enforcement or other third parties without prior consent of the sender or receiver. The City has unlimited access to protect the security of these systems and the City's property rights, . G. Consent: All of the City employees, volunteers, and contractors who are provided access to the City's internet and e-mail systems are required to abide by the City's policy contained here and in other relevant documents. SECTION III. Use of the Internet The City provides internet access to some employees for their use in performing their duties for the City. All City employeesy are responsible for using internet resources in an effective, ethical, and lawful manner. It is the City policy that internet resources, like other City assets, be used for the benefit of the City. All internet use should be congruent with the City's overall government policies. The City reserves the right to monitor and/or log all network activity with or without notice, including all web site communications, and therefore, users should have no expectations of privacy in the use of these resources. Use of the system in violation of this or other City policies is prohibited and may lead to disciplinary action, up to and including termination. . A. Uses that are acceptable and encouraged: . 2 . . . City of Arden Hills Technology Policy (1) Communications and information exchanges directly relating to the mission and work tasks of the City; (2) Announcements of City procedures, meetings, policies, services, or activities; (3) Use for advisory, standards, research, analysis, professional development or development activities directly related to the user's City job-related duties; (4) Use in applying for or administering grants or contracts for City programs and activities. B. Uses that are unacceptable It is unacceptable for a user to access, use, submit, publish, display, download, save, or transmit on the network, or on any computer system, any information which: (1) Violates or infringes on the rights of any other person, including the right to privacy; (2) Contains defamatory, false, inaccurate, abusive, obscene, pornographic, profane, sexually oriented, threatening, racially offensive, or other biased, discriminatory, or illegal material; (3) Violates City regulations prohibiting sexual harassment; (4) Restricts or inhibits other users from using the system or efficiency of the computer systems (5) Encourages the use of controlled substances or uses the system for the purpose of criminal intent; or (6) Uses the system for any other illegal purpose, C, It is also unacceptable for a user to use the facilities and capabilities of the system to: (1) Conduct any non-approved business; (2) Solicit the performance of any activity that is prohibited by iaw; (3) Transmit material, information or software in violation of any state, local, or federal law; (4) Conduct any political activity; (5) Conduct any non-City fund raising or public relations activities; (6) Download software authorization of administrator; without prior the network (7) Download music, video, and related media files that have no business purpose; (8) Engage in any activity for personal gain or personal business transactions; or (9) Make any unauthorized purchases. D, Copyrighted Material: Users may download copyrighted material, but its use must be strictly within the agreement as posted by the author or current copyright law. The federal Copyright Act at 17 U.S.C. 101 et seq. (1988), protects and prohibits use of all original works of authorship in any tangible medium of expression. This includes a prohibition on plagiarism (using someone else's ideas or writing and passing it on as one's own). E. E-mail: 3 City of Arden Hills Technology Policy Internet e-mail is considered network activity; thus, it is subject to all policies regarding acceptable/unacceptable uses of the internet as well as the City's e-mail policy. Users should not consider internet e-mail to be private or secure. F. Passwords Access to the internet may require a password, and authorized employees are prohibited from giving their password to any other person, except as provided for in this policy. The password remains the property of the City, and all passwords must be disclosed to the Director of Administration, SECTION IV. Uses of E-mail System The City provides an e-mail system to employees for their use in performing their duties for the City. All employees of the City are responsible for using the e-mail system in an effective, ethical, and lawful manner, It is the City policy that the e- mail system, like other City assets, be used for the benefit of the City. All e-mail use should be congruent with the City's overall government policies, The City reserves the right to monitor and/or log all network activity with or without notice, including all web site communications; and, therefore, users should have no expectation of privacy in the use of these resources. Use of the system in violation of this or other City policies is prohibited and rnay lead to disciplinary action, up to and including termination. A. The City's e-mail system shall not be used for unacceptable or unrelated purposes, including but not limited to the following: (1) To send or receive "chain" or similar type "letters," (2) To send and receive music, video, and related media files that have no business purpose. . (3) To send and receive software without prior authorization of the network administrator. (4) To send or receive documents in violation of copyright or other laws. (5) To knowingly open mail not directed to you. Except to the extent that the City reserves the right to access and review all electronic uses and records, e- mail messages are confidential. (6) To send messages in violation of City security policies, (7) To forward electronic messages without a legitimate business purpose, under circumstances likely to lead to embarrassment of the sender or to violate the clearly expressed desire of the sender to restrict additional dissemination. . (8) To send messages that are false or misleading, inaccurate, abusive, obscene, pornographic, profane, sexually-oriented, threatening, offensive, discriminatory, or illegal, including but not limited to sending messages under an assumed name or with intent to obscure the origin of the message. (9) To solicit or proselytize for commercial ventures, religious or political causes, outside organizations other non-job related solicitations. B. Avoid "carbon copying" individuals who have no direct involvement or . 4 . . . City of Arden Hills Technology Policy "need to know," Likewise, e-mail to all users should only be used on very rare occasions when every person on the system has a direct need to know, C. Avoid "forwarding" e-mail to a third party unless necessary (see "carbon copying). When forwarding, explain the reason for the forwarding action and edit out any potentially inappropriate contents, If in doubt about the appropriateness of forwarding a given piece of mail, check with the originator for guidance, D. When sending an e-mail requiring "action, " be sure to indicate which mail recipient(s) is/are to take action, E Do not "say" anything in an e-mail message that could prove embarrassing or compromising to you, the City, or others. Each employee is responsible for the content of all text, audio, or images they transmit. F. A void potentially contentious exchanges through e-mail. G_ Confidential and sensitive information such as performance reviews, disciplinary and/or corrective actions, attorney-client privileged information, personnel information, private data as outlined in the Minnesota Government Data Practices Act, and health or medical information should not be communicated via e-mail, H. Communications which would be inappropriate under other City policies are equally unacceptable if delivered via electronic communication. These communications may include, but are not limited to, harassing or discriminatory comments, breaches of confidentiality, and insubordinate statements, I. Use your common sense in determining when to use e-mail, in what is said, and to whom. Remember that electronic communication is not private and the City reserves the right to monitor and review all communications originating from or entering its computer systems, SECTION V. Security and Virus Protection A. E-mail and/or internet access may utilize passwords for security; however employees should be aware that the reliability of such tools for maintaining confidentiality cannot be guaranteed, Additionally, all passwords must be made known to the City through the Director of Administration, and passwords not known to the City shall not be used. B. To prevent computer viruses from being transmitted through the system, employees are not permitted to download or install any software onto their computers or any drives in those computers. When downloading a file or opening an e-mail attachment, users must scan all materials with City provided virus protection software. Additional consideration of policies and communications from the City's network administrator should also be used in determining how to handle potentially damaging e-mail or files. SECTION VI. Other Technology Issues Beyond the use of internet and e-mail, there are several other issues to consider when utilizing City-owned technology, including personal computer and network usage, 5 City of Arden Hills Technology Policy A. Copying Software and Programs Most computer software and programs are copyrighted, and it is illegal to make multiple copies. Employees may only copy and use software in accordance with the software license agreement If there is any question about the appropriate use of the software, employees should contact the Director of Administration. B, Oniy Authorized Software Allowed No extemal, personal, or downloaded software and/or hardware shall be installed without prior approval by the network administrator, C, Backing Up/Deleting Files All files stored on the network will be backed up on a regular basis. Files that are stored on a users hard drive will not be backed up, D. Management of Files Because the storage capacity of the network is limited, all users are responsible for deleting outdated files. Users are also responsible minimizing the amount of large files such as graphics contained on the network. E Work Product Ownership All information developed on a City computer system or introduced to a City computer system is the property of the City, regardless of where it was created, Likewise, all information developed by a City employee on computers outside of the City, if in conjunction with his or her employment with the City, is the property of the City, regardless of where it was created, F. Network Virus Protection . Users shall not change their system configuration or take other steps to defeat virus protection devices or systems. Individual employees are responsible for verifying that disks and other storage media used or received from outside computers are scanned for viruses prior to their use on City computers. Please request assistance if you are unsure of how to scan files, disks, or related storage media for viruses. G. Access to Data A user's ability to view, add, or modify the configuration of their PC's and network files is based on access rights configured by the network administrator. These can be changed if needed. Contact the network administrator to request changes to user access rights. . H, Calendar/Scheduler Use Policy All employees who have Microsoft Outlook should use the calendar/scheduler feature to schedule all appointments and meetings. All meetings, vacations, and appointments should be updated on calendars on a daily basis. I. Computer Training Employees are encouraged to seek additional training and education in the use of software applications and related technology. Training should be pertinent to the employee's job responsibilities and, to the extent possible should take place outside the normal workday. On a case-by-case basis, the cost of training will be incurred by the City depending on the availability of funds and City needs. An employee must have prior . 6 . . . City of Arden Hills Technology Policy authorization from their supervisor to enroll in any training paid for by the City, SECTION VII. Enforcement This policy is intended to be illustrative of the range of acceptable and unacceptable uses of the internet and e-mail systems provided by the City and is not necessarily exhaustive. Questions about specific uses should be directed to the user's supervisor. Prior to accessing the internet and e-mail systems, employees shall review this policy and sign the attached consent form. The Director of Administration and/or the employees supervisor will review alleged or suspected violations of this policy, and clear violations may result in disciplinary actions. Any user violating these provisions or applicable local, state, or federal laws is subject to immediate loss of or restrictions on internetle"mail privileges, additional disciplinary actions, up to and including termination of employment, and/or criminal prosecution, SECTION VIII. Consent Agreernent As a condition of employment, all City employees must acknowledge that all computer and electronic systems, including but not limited to, e-mail and internet network activity, are the property of the City and, therefore, they should not consider any activity to be private, Prior to obtaining access to the internet or e- mail systems, employees must sign the consent form provided, By signing the consent form, users acknowledge that they have received a copy of this policy, read it, and understand the City's policy and the potential penalties for non~ compliance, 7 City of Arden Hills Technology Policy City of Arden Hills Consent Form on Employee Use of E-mail, Internet, and . Related Technology I, , have read the City's Technology Policy governing employee use of e-mail, internet, and related technology and agree to comply with all of its terms and conditions, I understand and agree that all computer and electronic activity, including but not limited to electronic mail and internet network activity being conducted with City resources is the property of the City. I acknowledge and consent to the City's right to monitor, log, access, and review all such activity, with or without notice, and, therefore, I have no expectation of privacy in the use of these resources, I understand that such monitoring may include printing and reading all electronic mail and data entering, leaving, or stored on the City's equipment. Finally, I understand that violation of this Policy may subject me to discipline, up to and including, termination of employment. Employee Name (Printed) Date . Employee Signature . \ . . . ~ EN HILLS MEMORANDUM DATE: October 15, 2002 Agenda Item 3. C TO: Mayor Dennis Probst Council Member Beverly Aplikowski Council Member David Grant Council Member Gregg Larson Council Member Lois Rem Joe Lynch, City Administrator I FROM: Aaron Parrish - Community Services Director SUBJECT: 1-35W Build-out Study ENCLOSURES: 1. Smart Growth Principles Excerpts 2. Resolution Overview At the September 30, 2002 Council meeting, the Council tabled Resolution 02-49 Endorsing the 1-35W Corridor Coalition Build-out Study. At that time, the following concerns were expressed: . Additional public discussion on the build-out study should occur prior to formal endorsement of the principles contained within the study. . Endorsing principles within the study has the potential to interject preconceived ideas into the TCAAP master planning process. . The principles outlined in the study essentially constitute smart growth principles which mayor may not be representative of community desires and expectations. Since a lot of the discussion has focused on the concept of smart growth and smart growth principles, staff has included excerpts from two resources outlining smart growth principles. As one would expect, the concept of smart growth lends itself to significant interpretation and has been implemented differently at the local level. Requested Action Provided for discussion purposes , \ ~ -. \. J " J. 5 ~ , " ~ " '^' ~ V\ ~ ~ " ~ \ ~ " "" ~ ~ \ :i ~ t ~ 1 ~ :t -. -\.. \ ~ ~ {. -.. , ~ ~ . \. ~ -\. ~ _'t'- ::l ~ \(') T 3: c " ,~ . " "" o - . a ~] -;:;; .~ (';! .~ ..9 .~ -5;]~ u ~.B ~ 'p .j...J I-l " ~ " ~ -B S " 8 ~ ~- ~ " u 8 -B 't; " 0 ~ ~ ~ ~ ~ ~~ 1: ~ ~ ." " i ~ " ~ .0 0 '~ -" ","" -5 ~ -;; ~ I-l -l-' f:: ~ .S! <2 i .... ..c: 0 ~ B s.. ~{j a 8 ~ .~ ~ 8~-g:jj': (';! [j (';! q .S '"0 0 0 'Vi ........0 .~ Q ...... 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They are meeting demand for great homes in great communities with creativity and the ded- ication necessary to overcome barriers to smart growth. In the pages that follow, readers will find case studies that demonstrate how the building industry is meeting housing demand with innovative smart gro'Nth development projects, as well as a brief look at some of the key issues in the growth debate, Smart growth is about smart choices. If atL of us who can inftuence growth-builders, planners, elected officials, policy makers, environmentalists, consumers-make choices that real- ly seek to batance the needs of the environment the economy and social needs, then this nation can begin to enjoy the benefits of smart growth. e CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 02-49 RESOLUTION ENDORSING PRINCIPLES OUTLINED IN THE I-35W CORRIDOR COALITION BUILD-OUT STUDY WHEREAS: The North Metro I-35W Corridor Coalition is a Joint Powers Authority comprised of the cities of Arden Hills, Blaine, Circle Pines, Mounds View, New Brighton, Rosevil1e and Shoreview, and Ramsey County, and, WHEREAS: The Coalition has completed a study (the Build Out Study) of future growth scenarios and the potential impacts of each scenario, and, WHEREAS: The Coalition desires to mitigate the impacts of anticipated growth in the member cities while providing for economic growth and individual city initiatives, and, WHEREAS: The Build Out Study demonstrates the value of incorporating transit supportive and mixed use design concepts in development and redevelopment efforts, and, . WHEREAS: The North Metro 1-35W Corridor Coalition Board of Directors has received and considered the findings, conclusions and recommendations from the Build Out Study, WHEREAS: The Board recommends that the individual member cities: I. Adopt transit supportive and mixed use center design concepts as a means to guide growth in the 1-35W Corridor, 2. Amend their Comprehensive Plans to include mixed use options, 3, Use overlay zones as an implementation strategy, 4. Incorporate changes in roadway networks to support mixed use development and walkable neighborhoods. 5. Develop and implement transit service strategies needed to support the Coalition's growth scenario, and, 6, Integrate lifecycle housing options into community planning activities. BE IT RESOLVED: The City of Arden Hills endorses the principles outlined in the Build- Out Study and supports the concepts of transit supportive and mixed use designs, and, intends to apply these concepts where possible and practical in making local decisions, PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 30th DAY OF SEPTEMBER, 2002. . DENNIS PROBST, MAYOR ATTEST: JOSEPH P. LYNCH, CITY ADMINISTRATOR e e . . . . ~ ~ EN HILLS MEMORANDUM DATE: October 17, 2002 Work Session Agenda 4,A Mayor and City Council . ^ \ Cynthia Young, Personnel DirectorlDeputy Clerk ~ 2003 Non-Bargaining Employee Benefit Renewal TO: FROM: SUBJECT: ENCLOSURES: Non-Bargaining Employee Benefit Summary (Draft) Benefit History (2000 - 2003) Summary of Salary & Benefit Costs TC Field and Company - (Lakes Country Service Cooperative pool) has provided the renewal rates for the 2003 non-bargaining employee medical and dental benefits, Staff has included the benefits summary, an analysis of the benefit history for the years 2000 through proposed 2003 costs to employees, and a summary of Salary and Benefits Costs from the 2002 and 2003 City budget. Following is a summary of non-bargaining employee . 4 employees chose family medical and family dental coverage. . 6 employees chose single medical and single dental coverage, . 1 employee chose family medical and single dental coverage, . 2 employees chose single medical and family dental coverage. Staffrequests Council review the City's contribution toward these benefits and provide direction to staff. . ~ ~~HILLS NON-BARGAINING EMPLOYEE BENEFIT SUMMARY REGULAR FULL-TIME CITY EMPLOYEE MAXIMUM CONTRIBUTION CONTRIBUTION LIFE INSURANCE BASIC L1F Coverage Employee,. . life. Ins r Atcidenta (MONTHLY) ,'''~ , !ii~~t ,> :::::1;!,:;:>' <:::;:;:1 ,. . ." VOLUNT AR. R Coverage effecti Employee ;;md S (Emplbyeej/$ Health histo req ui red de $1,000 of co AQe . Less Than 35-39 40-44 45-49 50-54 55-?9 6(\)-'64 65-'69 70-74 Employees Covera $10,000 p HEAL TH/DENT AL INSURANCE HEAL TH1NSURANCE . Employee Ol'1I1' ; . /' Family Cover~ge (empl<s}iee & d Employees and d,ependfmts aFfi~ DENTAL INSUR~NCE:; Employee Only '~J Family Coverage (employee aftCl de; 'd .: _ _ .:' _ _ -'. "'iL: <'< 1:'+;0;:,':__> All employees arereljuired to' cariY;:a~: and deAtal insut8Ace.' . ; Maximum City contribution;t6r: fMafthand For example: If employee ;elfiets family healt would contribute a total; 4 leaving the" yee to pay$20 health insurance and $3' , r qental ins/frahce. ; 1 benefit summary 2Q03.doc . ".' $11 090annLiall to , . . y PENSION Contributiorl~: ' . " " "'-':-:', ,.;,.," . PERA is veste&after 3 yea~ refunded if el:ll\l\loyment is . rate of 6% CQJilii;bunded.anhJ~Ji:: LONG TERM DISABILITY ',' "".', 0d, . .' (~dt to excii~i' $5,999 per mi:>ht~) ",,' , ,-'n"," ,'" " ,'.-f .",,' , :'/,,>/0 .. .6monUiwai :'.-:-;'.::'.0"'" . ,6Q%0frgros ",>..\ ' '. ,'- ,-", ~1~,<" ,,:-) .' ' :,~':r0pe eliglbl .; . Benefifs wi' eljiployee .~' Employee"wi DIRECT DEPOSIT ,.S;>' _: ','" " '.' -,";" ,: ';;' , ---, ~:,;:; ,,' _ :, -,:,-<', ~', ' ,,';:;;: -'." , " "'\.'", ,':'<,'t-", --: ;,--:, Currently not:avciilable.-,I:fuwever, the City is convel:lii:1glo heWtlri~ri~ia! s.cri ,/_ 'i . "". ,j." c,_. - ":__ ", ',,,',j - _"_ ",'_ 'n... __, __,.,n',._.,__,_ "",,,;,,,o,,'-,~'-f:"~'--;,,,~;;,,+~,,,__,,_, maybe ~moptlon. " '. FLEXIBLE SPENDING ACCOUNT 'c' -, " '", " , . , ' Provides employee~wRo Rave Cdm'Plet~d at least six, months of se-~ aside pre-tax money to tfe used for medical and dental inSurance prlil, '. expenses. 'fl~ pi$}' t~~Ef ~"tion to' set . nd 'Flealtm:;arelchitdea~e ,"', ;"'<; "j ~> ':'>":'::;', 2 benefit summary 2003,doc City pai(rhbliday~:, ' , .El loe obsery,llo' observe~ holiday,,:,; <,-'.': - New Year's, O~y*. ,", Martin Lu ~r King IDay,ObseNec:l , . Presiden ay Og:>erved . 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Z IIl(oCOIIlJ: C.llocm O,Jlo.:szr G> ..... ;:;: m r- mOn::!]c'o -{"'-'-{ -"'~ 0 g::::JQ ","'", 0)~-1 ,,"'''' " " " 0 "," _C' ~g 0" "'a: '" o ~ . . . ~ EN HILLS MEMORANDUM DATE: WORK SESSION ITEM 4.B October 18, 2002 TO: Mayor and City Council FROM: Cynthia Young, Personnel DirectorlDeputy Clerk SUBJECT: 2003 Council Retreat Council requested staff coordinate and schedule the 2003 Council/Staff Retreat to occur sometime late in 2002 in order to set the vision, mission, and goals to direct the future efforts of the Council and Staff. Staff met with Organizational Consultant, Marilyn Condon ofM,M. Condon and Associates. At that meeting, staff discussed identification of needs, project outcomes, and action plans for the 2003 Retreat. Ms. Condon proposes a three-part process when working with Council and Staff to create a vision, mission and strategies for the coming year. The first step is an informal meeting between each Councilmember and Ms. Condon. This casual meeting allows the faciHtator to' introduce herself, get to know each Councilmember and learn about individual challenges and concerns. In other words, at your convenience, an "over coffee type" hour-long meeting will provide Ms. Condon with information she will use to prepare your agenda for the remainder of the process, which is the actual 2003 Retreat. Staff welcomes direction from the Council to proceed with this approach to the 2003 Retreat, recognizing completion of the remaining meetings to establish priorities would occur in November, 2002. e . . ~ ~ EN HILLS MEMORANDUM DATE: WORK SESSION ITEM 4,C October 18, 2002 TO: Mayor and City Council FROM: Cynthia Young, Personnel DirectorlDeputy Clerk SUBJECT: Employee Recognition Committee Staff members Dave Scherbel, Jackie Gritz, Pam Sweeney, Thomas Moore and Cynthia Young have volunteered to serve on a 2002 Employee Recognition Committee (ERe). The ERC members have met during their lunch break several times in the past three months to discuss possible employee recognition strategies such as longevity rewards, an employee newsletter; and . an "innovative idea program" that encourages employees to present ideas which may save the City money and time, and encourages safety to the residents and staff. The ERC members would like to present the complete outcomes ofthese meetings to the Council at its second meeting in January, 2003. However, at this time, ERC members bring forth the following situation: On October 31, 2002, Operations and Maintenance Worker Michael McKinney retires after serving the residents of Arden Hills for thirty-one (31) years. Considering the City does not have an employee recognition policy in effect, Staff requests direction from Council regarding recognition of Mike McKinney at its October 28, 2002 meeting. HP Laser Jet 3200 HP LASERJET 3200 i n v e n t OCT-24-2002 234PM Fax Call Report Job Date Time Type Identification Duration Pages Result 239 0/24/2002 2:26:29PM Send 9.763421951l 1: 17 2 OK 240 0/24/2002 2:27:52PM Send 9.6516286833 1: 05 2 OK 241 0/24/2002 2:29:03PM Send 9 7637060891 0:47 2 OK 242 0/24/2002 2:29:55PM Send 9.6516333846 1: 14 2 OK 243 0/24/2002 2:31:14PM Send 9,6512282191 1: 12 2 OK 24" 0/24/2002 2: 32: 32PM Send 9 6512279371 0:43 2 OK 245 0/24/2002 2:33:21PM Send 9.6514821262 0:50 2 OK :.