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HomeMy WebLinkAbout9B - City Mgr/Staff Objectives CITY COUNCIL AGENDA REPORT January 21, 2003 ~ 9B Frank Boyles, City Manager AGENDA ITEM: CONSIDER APPROVAL OF REPORT REGARDING STATUS OF 2002 CITY MANAGER I CITY STAFF OBJECTIVES. DISCUSSION: Historv: Prior to the completion of the 2020 Vision and Strategic Plan in August of last year, the City Council identified eight objectives for staff completion. For each objective the Council approved a multi-faceted implementation plan. Since each of these objectives and implementation plans are consistent with the 2020 Vision and Strategic Plan, I and my staff have focused upon their accomplishment in 2002. ISSUES: ALTERNATIVES: RECOMMENDED MOTION: Current Circumstances: While we have by no means completed all of the work identified in the eight implementation plans, I am proud of the progress we have made. Attached is a copy of each of the implementation plans with notes indicating the status of each. At the meeting, I will review the accomplishments we have made with respect to each objective. Each Councilmember may wish to make brief comments about the progress which has been made. You may wish to touch upon those things which were most significant and those which you are most or least pleased about. The Mayor will summarize. (1) Accept the report. (2) Provide direction to the staff if appropriate. As the Council deems appropriate. 16200 Eagle Creek Ave. 5.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 1:\COUNCIL\AGNRPTS\2003\OBJECTIVES.OO~UAL OPPORTUNITY EMPLOYER 17,2003 updated January STATUS REPORT ON 2002 CITY MANAGER I CITY STAFF OBJECTIVES STATUS Completed survey and implemented communication tools such as Next Day News and Tide Talk. nitiated shorts policy. Police Officers - settled Teamsters / Managers - Decertified Union Sergeants - Underway Completed through 2002 & 2003 Budget STATUS STATUS Ride along with PD twice Ride along with Maintenance once Participated in Practice Bum - once Attended two Fire Department meetings One Chat Session conducted Two 2020 Vision meetings conducted Not Done EFFECTIVE WORKING ENVIRONMENTS Within City Government ~crease interaction with City Employees throughout the organization · Spend time with employees of each department at least twice each year through ride-alongs, practice burns and working with employees at City Hall or the Maintenance Center GOAL No.1 A) Sessions Re-initiate semi-annual Employee Chat . . ncrease opportunities to socialize with employees during the lunch hour. _ nitiate a periodic lunch / breakfast with the City Manager program. ~ddress issues which create discord as quickly as possible. · Survey employees regarding issues which they believe need to be addressed to provide for a more effective work environment. · Evaluate rules for effectiveness in achieving their intended purpose such as car washing and uniform policy which may be frustrating and/or high- _ priority to employees. · Focus on settling 2003 negotiations in 2002. Consider low investment benefit packages that could help employees in their retirement years B} training modules Conducted seven customer service ~ Evaluate staffing needs and recommend adjustments as appropriate ~rovide employees with needed training. ~ Determine skill sets needed by City employees which may be lacking. ~ Identify how such skill sets can be taught. ~ Develop a training program incorporated into the daily work schedule · Provide reinforcement through celebration / reward and performance evaluation. C} Holiday Recognition Lunch and Holiday Party. STATUS Done Done to Work with the Staff and Advisory I I I j t r I I i I ! i ...j I I Have Council members grill lunch for staff at least yearly. Continue Councilmember as liaisons to advisory bodys and encourage attendance Provide Opportunities for the Counci Bodies. . D) Done Advisory Committee meetings Continue joint Citt Counci . . 17.2003 updated January STATUS REPORT ON 2002 CITY MANAGER I CITY STAFF OBJECTIVES Scheduled for 2003 Community and Our and Between City Government programs STATUS Considered - No action required Mayor Not Done Not Done Not Done Done STATUS Conduct Community Survey to solicit employee attitudes and helpfulness. Improve Resident Comfort at City Council meetings . Consider re-arranging seating so Councilmembers are together and staff members are together. . Offer speakers the opportunity to sit while addressing the City Council Expand Opportunities for the Council and Staff to interact with the ~ommunity. . Consider conducting town meetings on a precinct by precinct basis at least once every two years. Regularize City Councilmember participation on cable television programming. Develop breakfast I lunch with the Council program to provide the opportunity for quarterly meetings. Identify how the Business Development Council can assist community develoQment efforts. the City's In input regarding services . . A) B) C) . Done Comprehensive Communication Efforts Hire a communications person to provide the resources for better communication. A) Done Not 2 Develop a marketing plan and oversee its annual implementation and update. B) " 17,2003 updated January STATUS REPORT ON 2002 CITY MANAGER I CITY 51 AFF OBJECTIVES Underway. Not Done Underway. STATUS Funding secured Underway Accelerated Watershed and County . CREATING MUTUALLY BENEFICIAL PARTNERSHIPS Townships, Surrounding Cities Resolve Orderly Annexation Issues with Spring Lake Township Initiate Northem Scott County Coalition as a forum for Shakopee, Savage, Prior Lake and Scott County to address common challenges. Work with the County and surrounding cities to refine Laker Lines routes and transit opportunities. ~ork together to address key road and intersection issues · TH 13 and Boudins. TH 13 and CSAH 23 GOAL No.2 C) D) - ~ B) · CSAH 42 and CSAH 83 · CSAH 12 and CSAH 82 Focus upon improvements to outlet box and channel and collaboration on storm water management with Watershed. E) in Jeffers Pond. Underway I Police facility Identified site Targeted with new City Hal Not Done Prior Lake - Savage School District site in NW Prior Lake Assist in location I identification of elementary school Work to address youth I senior center opportunities. Examine the possibility of common and cooperative recreational site oversight and maintenance A) ~ C) Cooperative efforts on improvements to Baseball Field lighting with PLAY Skateboard Park with Optimists and SMSC Thomas Ryan Park with VFW Not Done Civic Organizations Explore additional partnerships with PLAY, Lions, Rotary, Optimists and VFW. A) Explore 'oint Fire Station or Fire Department Continue to negotiate toward solutions on key issues Residents. Homeowners Associations and Businesses Prior Lake Done Ongoing SMSC Formalize annual City gresentations to each B) & B) i Done. initiated Crime Prevention program Not Done for program Out Night Evaluate National Police Academ[initiated Also 1 Renew Adopt-a-Park program Consider Police Reserve program A) ~ C) STATUS REPORT ON 2002 CITY MANAGER I CITY STAFF OBJECTIVES 17.2003 GOAL No.3. UPDATE THE STRATEGIC PLAN Clarify Council intent A) Prepare Report to Council STATUS . Identify issues with updating existing Strategic Plan. Completed . Recommend long-range planning committee composition and work plan. Completed . Receive Council approval March 6, 2002 Implement Lona.Range Plannina Committee A) Recruit Long-Range Planning Committee STATUS . Notices in Prior Lake American Completed . Mailing to local organizations and individuals Completed . Telephone follow-up to solicit participation Completed B) Conduct Long-Range Planning Committee Meetings STATUS . First Meeting -Identify Chair and Vic Chair, orientation, overview and Completed charge. . Second and Third Meeting - Reports from committee members on Completed needs, now, in 5 years, 10 years, and 15 years. . Final Meeting - Identify global trends, thank committee, social Completed C) Report to City Council. STATUS . Overview of process and purpose Completed . Global Trends Completed . Implications for update of Strategic Plan Completed . Receive direction from Council Completed Complete Strategic Plan Update A) Staff prepares re-draft of Strategic Plan based upon Long-Range Planning Committee data and Council direction. . City Council discusses draft plan at work session. Completed . Staff refines plan based upon Council input. . Adoption of Plan bv Council. Communications A) Publications in Wavelength, Prior Lake American. Make copies available to Done public. B) Cable Television / Inside City Hall Done C) Appearances at civic groups and organizations Done updated January STATUS REPORT ON 2002 CITY MANAGER I CITY STAFF OBJECTIVES 17,2003 D) Present to Advisory bodies, City Employees, School Board, Water shed, Done SMSC, etc. E) Update web paQe Done 2 updated January i I I I l I i 17.2003 updated January CITY STAFF OBJECTIVES I STATUS REPORT ON 2002 CITY MANAGER Water Production GOAL No.4. GROUNDWATER - A) Existing Well No.4 . Evaluate condition. Completed Replace worn I defective parts Return to oQeration . Completed Drill test wel Pump test well Determine whether productivity is adequate Secure City Council I DNR approvals. Prepare Plans and Specifications & award bid Complete well development Well begins production. Wel . FIGWel . . . . . . B) Underway. Expected complete by Feb/March 2003 . Jordan · Collect model and test well data. · Obtain DNR approval on location . Receive City Council approval to prepare plans and specifications . Complete plans and specifications and award bid · Complete Well development · Well begins (>roduction. C) STATUS Completed Completed Completed Not Done Conservation meters to radio read Receive Council approval to prepare plans and specs Complete Plans and Specifications and award bid Begin 2-year conversion (>rocess Test system Convert water . . A} Not Done STATUS Completed Completed Completed ComQleted . ~ System operational l2evelop and Approve Tiered Fee System · Collect data on what other City's do B} 1 Water utility rate analysis Provide report to Council for work session discussion Ordinance AdoQted . . . '. 17,2003 STATUS REPORT ON 2002 CITY MANAGER I CITY STAFF OBJECTIVES updated January ComQleted Not Done · Notification / communications to residents Offer rebates on conservation devices · Rain sensors for irrigation systems · Retro-fit water savings devices C) Completed Not Done Completed Completed Completed Not Done Community Education and Communication Prepare enhanced notification for even/odd watering restrictions. Prepare piece for mailing to each water account outlining this plan, its objectives and timeline Periodic updates regarding plan implementation in Wavelength, Prior Lake American, cable and web page. Special offer "ads" offering rebates form City for purchase of conservation equipment. Mailing announcing changes before they take effect (tiered rate, water meter conversion, rebate program) Mailing, cable television and Prior Lake American announcements regarding water conservation including: . when to water the lawn most effectively · gallons lost through leaks · effectiveness of water conserving appliances · shower length and water usage · car wash versus home ~ B) C) D) E) F) 2 recyclinfL grat water . i I i I ! i I I ! ! I I ! i , I ! i ! 17.2003 updated January STATUS REPORT ON 2002 CITY MANAGER I CITY STAFF OBJECTIVES MANAGE AND ENHANCE THE QUALITY OF LAKES, PARKS AND NATURAL AREAS Consider Regulations for Safeguarding all Lakes GOAL No.5 ComQleted On-going Spring Lake Park parcel identified and annexed into City. Done On-going Done lSkate park added to Lakefront1 Done Parks Identify where additional land may be needed to serve the future needs of the City. Evaluate bike patrol/ park patrol enhancements Evaluate parking needs for lake and park users. Consider what additional uses are needed in City parks Address adequacy of surface water ordinance Monitor water quality. Consider appropriate forms of assistance on surface water regulations Work with Watershed District to address outlet channel needs A) B) C) D1 On-going mprove park entry signs ReQlace / enhance neighborhood ~ark eguiRment A) ~ C) Ql E) Fl On-going Not Done Completed On-going Pollution Control Work to inform the public about City's "No Phosphorus" ordinance Work with the Watershed District on septic system / agricultural pollution in Spring Lake. Examine City practices regarding sand/salt application, street sweeping, fertilizer application. Continue to conduct aqua-scaping projects and recommend erosion control measures on QroQerty around the lake. ~ B) C) D) " 17,2003 updated January STATUS REPORT ON 2002 CITY MANAGER I CITY STAFF OBJECTIVES SUPPORT AND GROWTH OF EXISTING BUSINESS AND QUALITY RESIDENTIAL DEVELOPMENTS Existing Business Completed Completed Facilitated retention of Norex as Prior Lake business Examine development of incentive package to encourage fayade improvements and to encourage new and existing business in Prior Lake Establish Community Development Director position to be an advocate and facilitator for business. GOAL No.6 A) B) On-going Days with Chamber. On-going Co-sponsored Downtown Dazzle and Lakefront On-going Done (Jositions and Planner Done nspector Added Building Identify ordinance provisions which are ineffective or unfriendly in achieving their intended objective. Partner with the Chamber and development committee New Busmess Identify target markets and businesses with assistance of Chamber Assure staffing is sufficient in planning and building to deliver necessary quality services. Work with communication person on minute videotape of City. Promote Downtown Redevelopment service groups and business local C) D) - ~ B) o Consider 5-1 marketing mechanisms C) On-going Acquired Joe's Pizza property. Discussions on going with businesses for fayade improvements Lakefront Plaza project under construction Downtown Dazzle D) Quality Residential Development On-Going Jeffers Pond, Lakefront Plaza On-going Done & school to Strategic Plan vision Focus on life cycle housing for the community. Match Comprehensive Plan and Zoning designations of Community. Acquire or identify property for public preservation A) B) site, S(JrinfL Lake Park par~ Underway. trails Jeffers Pond 1 Address annexation issues C) D) 17.2003 updated January STATUS REPORT ON 2002 CITY MANAGER I CITY STAFF OBJECTIVES Completed Completed Completed Done Added Public Works Coordinator Qosition MAXIMIZING THE CITY TAX DOLLARS Evaluate Allocations of Personnel Consider filling Water Resource Coordinator position with Assistant f"'a" Engineer to provide needed oversight in Engineering. _ Consider the addition of Building Inspector position and reclassificat af Code Enforcement Officer to Associate Planner to provide needed r annel I both divisions. Consider adding a new Police Officer in the 3rd quarter of 2002 to ta advantage of recruitment to fill existing vacancy and in anticipation I ~w officer position which will be requested in 2003. _ Work with Public Works Director to determine how to provide assist e in com~leting workload \Jill GOAL No.7 A) B) C) D) Not com~rehensively com~leted Done Evaluate User Fees Revenue Sources For 2003 fees, determine if each is sufficient to reimburse City costs. Determine if certain activities should be subsidized to a greater degree to encourage participation or recognize constraints experienced by various A) B) Park Dedication analysis complete. Trunk Sewer Acreage analysis targeted for 2003 to groups. Conduct an analysis of at least two of the City's development related fees assure they_ are apJ~rolJriate and adequate C) On-Going (Skate park) On-going recognition of state competition participants) On-going On-going. On-going Days. Downtown Dazzle. 2020 Vision meetings) - - Partnership Opportunities Continue to Seek Out SMSC School District A) B) site (Jeffers ~ond school Other Cities County City civic and service organizations 9- D) E) (Skate park, Lakefront Antici2ate Fluctuations which may affect the City On-going Addressed within 2003 Budget Qrocess On-going Development patterns and fees State funding constraints and issues Demands for new services and ~rograms ~ B) Cl 17,2003 updated January STATUS REPORT ON 2002 CITY MANAGER I CITY STAFF OBJECTIVES MAKING INFRASTRUCTURE INVESTMENTS THAT ADDRESS THE LONG. TERM NEEDS OF OUR GROWING COMMUNITY Facilities Planning stages Underway GOAL No.8 Community City Hal Plan for the construction of a new Police Station Center Planning stages Underway Not Done Plan for construction of satellite Fire Station Plan for water treatment Qlant A) B C CSAH 23 - On-going CSAH 12 - planning underway CSAH 82 - study underway CSAH 21 - cooperate study underway Ring Road Phase III targeted for spring 2003 2002 Pixie Point project - substantially complete 2003 Mitchel Pond - ~lannin9 underway Roadwa}' Plan for roadway improvements especially on state and county roads in cooperation with other stakeholders. A) Spring Lake park property annexed 25.5 acre park property - appraisal underway) Ring Road QroQerty acguisitions underwaYJBorka pro~erty acquired} Acquire Pro~erty as mal.be needed Continue annual road reconstruction program To provide needed park property B) A) On-going (Joe's Pizza property acquired) Underway Secure necessary road righ-of-way Obtain property for Downtown redevelopment ~ C) Done STATUS Not Done Underway (Equipment I software purchased} Underway Equipment matrix to 1 Determine how to develop additional business park opportunities - - - in the equipment Replace and add mobile equipment as planned facilitate service delivery. ~tilize technology to facilitate better service delivery ~ registrations and credit card payment through web site ~ digital document storage · GIS D} A) B)