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Home My WebLink About8B - 1995 Council Directives AGENDA #: PREPARED BY: SUBJECT: DATE: BACKGROUND: STAFF AGENDA REPORT 8B ' A!;) FRANK BOYLES, CITY MANAGER CITY COUNCIL DIRECTIVE REPORT JANUARY 2, 1996 A list of City Council Directives is maintained by the Staff to assure that appropriate follow-up takes place. Attached is a copy of the 78 Directives which the City Council has established from the January 3rd through the December 4 City Council meetings. Under the "Current Status" column, Councilmembers can see whether the directive has been accomplished. If so, "Done" will appear in that column. If not, we have indicated an anticipated completion date under "Target Completion Date." RECOMMENDATION: The City Council should review the status of the Directives for 1995 and ask for clarification as appropriate. If Councilmembers would like to accelerate the completion of certain directives, the staff should be advised accordingly. ACTION REQUIRED: Review and discuss the directives and make a motion and second to receive the Directives, if desired. I will continue to provide the Council with the progress of incomplete 1995 directives as we proceed through 1996. Attachment 16200 ta~Jle1-8~Ave. S.E., Prior Lake. Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY' EMPLOYER CITY COUNCIL DIRECTIVES From October 2, 1995 Council Meeting Current Status Description Target Completion Date Responsible Party Directive Number Ongoing the Be sure to advise persons living on Ridgemont Avenue of the progress of Lakefront Park Master Plan. Provide additional ' A venue &Rec Parks 95-60 Done limit signs for .:ipeed Works Public 95-61 on regular basis Done - More patrol when time permits. Ridgemont Provide for additional speed enforcement Avenue. Police 95-62 Done along Ridgemont Review existing special assessment policy to assure that it communicates the city's 12/4/95 Finance/Public Works and Administration 95-63 position clearly and distinctly. DlR9520.DOC CITY COUNCIL DIRECTIVES From November 6, 1995 Council Meeting Target Directive Number Responsible Party Completion Description Current Status Date Done Notify the County in writing that the City wi not be responsible for maintenance of the landscaping on the County Road 42 center islands. Done Refine proposed ordinance 95-17 to assure that it integrates with existing City Code and Zoning Ordinance and provide the Council as a consent item on the November 20th agenda. Done Ask that the developer for Wild Oaks submit written request for a timeline extension for approval of this preliminary plat until the end of January, especially if it is his intent to provide a replat, which requires a new Planning Commission public hearing. a Done Arrange for Winter Workshop to be held in a facility more accessible to the City Council and area residents. Done Arrange to have Sheriff Nevin address the Council on summer lake enforcement activities effectiveness of the ordinance. Incomplete to and the general information on operational audits as part of 1996 budget Get price share with Counci consideration. 11/17/95 11/20/95 11/13/95 Immediate 11/20/95 12/18/95 Engineering Planning Planning Administration Adm inistration Adm inistration 95- 70 95-71 95-72 95- 73 95-74 95-75 - DIR9522.DOC Directives CITY COUNCIL DIRECTIVES From December 4, 1995 Council Meeting Description Target Completion Date Responsible Part Directi ve Number Underway Prepare ordinance revisions to Shoreland portion of the Zoning Ordinance which addresses fences of properties adjacent to the lake. The revision should be similar to those currently enforced in the city of Maple Grove Planning 95-76 Done Extend time period for consideration of Elmer Clarke variance by 60 days in accordance with statutes Planning 95-77 Underway Revise workshop topics as discussed and contact potential participants Admin. 95-78 DIR9524.DOC CITY COUNCIL DIRECTIVES FROM JANUARY 3, 1995 COUNCIL MEETING WRT DR9501 Current Status Description Target Completion Date Responsible Party Directive Number Done Inquire whether Savage and Scott County would be amenable to a phased area library project on site 8 which would provide for a time certain for a second phase in exchange for Prior lake's financial participation. 2/1/95 Administration Done Have a staff member serve on the County's animal control task force Return to the City Council with proposed standards regulating animal control services to be provided in Prior Lake and in other communities in Scott County. Also return with an evaluation of the proposals sub- mitted by South Suburban and Four Paws. 6/1/95 Police 95-01 95-02 DA9501. WAT CITY COUNCIL DIRECTIVES FROM JANUARY 3,1995 COUNCIL MEETING PAGE 2 Current Status Target Completion Date Responsible Party Directive Number Done Description Prepare a RFP for auditing service for 5 yrs or maximum authorized by law. Include audit of internal procedures and a financial audit in accordance with state guidelines. 7/1/95 Finance 95-03 Considering audit costs & budget constraints this has been indefinately tabled. Incorporate into 1996 budget a proposal and estimated cost for completing an operation audit for city services. 10/1/95 Admin 95-04 Done Annually conduct work session between City Council and each committee/ commission. Perhaps immediately prior to first meeting of each month. Include in the meeting a discussion of Council's goals and objectives, the committee or commission's goals and objectives & questions, and recommendations for improved city effectiveness 5/30/95 Administration 95-05 CITY COUNCIL DIRECTIVES FROM JANUARY 3,1995 COUNCIL MEETING PAGE 3 Current Status ,---- Distributed Ongoing annually Ongoing Done Report Provided Target Completion Date Responsible Party Directive Number Description Revise the Committee/Commission bylaws to reflect: (1) consistency in dates between cover sheets and bylaws; (2) that terms on cover sheet correspond with terms in bylaws; and (3) that the mandatory 750/0 participation is included in the bylaws. 2/1/95 Administration 95-06 Provide Council with a report showing where city money is invested. for what term at what interest rate semi- annually Finance 95-07 Provide Council a written narrative highlighting major changes in quarterly budgetary figures and account balances Together with financial data. quarterly Finance 95-08 Determine how city can leverage its resources in a fashion which will provide funding for various projects without resorting to a referendum. 1/17/95 Finance 95-09 DR9501.wRT CITY COUNCIL DIRECTIVES FROM JANUARY 3, 1995 COUNCIL MEETING Page 4 Responsible Party Descri ption --------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------- 95-10 Administration 1/17/95 Receive an update from Sheriff's Done Department on law enforcement activities taking place during the winter months. Current Status Target Completion Date Directive Number DR9501. WRT CITY COUNCIL DIRECTIVES FROM JANUARY 17, 1995 COUNCIL MEETING Current Status Target Completion Date Responsible Party Directive Number Done Description - Work with Kim Elverum of the DNR and the Lake Association to standardize buoys which private property owners can purchase. Have the Lake Association or city purchase the buoys and publicize their availability so individuals who wish to purchase them may do so to mark the 150 ft. no wake zone from shore. 1995 1 May Parks & Rec 95-11 Planning working on elimination of this condition Work with Scott County HRA to determine what should be done regarding the concrete plant site along CR 44. 1995 1 June Administration 95-12 Considering Revisions to existing ord. Return to the Council with a report on the following: (1) what are the park dedication requirements of other communities with respect to wetlands, marshes and slopes? (2) What is the target acreage needed for parks within a typical subdivision? 1995 Dec. 4 Park & Rec 95-13 CITY COUNCIL DIRECTIVES FROM 1995 COUNCIL MEETING Page 2 Current Status Target Completion Date Responsible Party Directive Number Description (3) Does the existing park dedication policy generate sufficient and proper type of land needed for parks in the subdivision? Would the revisions to the policy improve the amount and type of property generated? 95-13 ( continued) Done Provide the City Council with a status report of the Joint Powers Agreement between the city and school district regarding the Westbury playfield. Update Memo for week of 2/6/95 Parks & Rec 95-14 DR9502. WRT CITY COUNCIL DIRECTIVES FROM FEBRUARY 6,1995 COUNCIL MEETING Current Status Target Completion Date Responsible Party Directive Number Done Description Schedule a joint meeting between the Council and Watershed to discuss issues of mutual concern 15 February Administration 95-15 This issue involves both farming methods, feed lot operation and associated erosion. Problems cannot be addressed without the owner's cooperation Correct drainage problems on Pike Lake Trail by working with the property owner, Leo Vierling Ongoing Public Works 95-16 Watershed has contacted MPCA requesting they enforce feedlot regulations; to date they have not. Staff exploring other options. Done Patch and sealcoat other roadway sections which were to have been a part of the Titus Addition street improvement project Aug ust 1 95-16A DIR9503.DOC CITY COUNCIL DIRECTIVES FROM FEBRUARY 21,1995 COUNCIL MEETING Current Status Description Target Completion Date Responsible Party Directive Number To be considered with amend- ment of special assessment ordinance Review Administrative land Division portions of the Subdivision Ord. and recommend whether they should be eliminated or modified so that subdividers cannot avoid paying their fair share of city fees and assessment charges (refer to Wes Green letter for other areas of concern). Nov. 20 Planning 95-17 Done Modify Architectural standards ordinance per Council direction March 20 Building 95-18 DR9503.wRT CITY COUNCIL DIRECTIVES FROM FEBRUARY 21,1995 COUNCIL MEETING Current Status ------- ------ Done Done Done Target Completion Date ----------------------------------- ----------------------------------- Responsible Party Directive Number Description Prepare matrix showing the net amount and type of land received through the current and proposed park dedication policy for four subdivisions. Provide this informa- tion to the Council to conclude their discussion on this issue 4/3/95 Parks & Recreation 95-19 Place amended sidewalk policy on Consent Agenda after preparing Ordinance in adoptable form. 3/6/95 Administration 95-20 Request that the county conduct an analysis and determine what safety improvements are appropriate for CR 21 in light of the resident petition and the apparent problems created by the combination of sight distance and speed. 3/10/95 Engineering 95-21 DR9504CM CITY COUNCIL DIRECTIVES FROM FEBRUARY 21,1995 COUNCIL MEETING Respons Current Party Description Status ------------------------~-------------------------------------------------------------------- --------------------------------------------------------------------------------------------- Target Completion Date Ible Directive Number Done Solicit proposals to privatize Accounts Payable/Receivable or portions of those responsibilities before filling the vacancy. Finance 95-22 DAQ504.CM CITY COUNCIL DIRECTIVES FROM MARCH 6, 1995 COUNCIL MEETING Current Description Status --------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------- 95-23 Parks 12/4 Staff is to research whether To be provided winter access hours of operation together with should be set forth in ordinance Park dedicat- form and whether changes are ion ordinance needed to the park closing revisions on ordinance to provide for parks 12/4 used as winter accesses 24 hours a day. Target Completion Date Responsible Party Directive Number Done Check on the advantages a disadvantages of franchise agreements with the utility companies and report the results in the update memorandum. nd 5/95 Engineering 95-24 Done Prepare an agenda for the Watershed/ City Council workshop scheduled in April. Review the agenda with the Council and Watershed Board Engineering 95-25 DR9505.CM CITY COUNCIL DIRECTIVES FROM MARCH 20,1995 COUNCIL MEETING Current Status --------------------------- --------------------------- Description --------- --------- Target Completion Date --------- ---------- Responsible Party Directive Number To be completed with new zoning ord Research and recommend to Co unci language to allow for extension of cui de sac length over 500 feet where appropriate because of topographical or street connection issues. Planning Dept. 95-26 Done Analyze of the impact of city side- walk maintenance policies both present and future. Parks & Recreation 95-27 DR9506.CM CITY COUNCIL DIRECTIVES FROM APRIL 3,1995 COUNCIL MEETING Current Description Status -------------------------------- ----~----~--------------------- Target Completion Date ----------------------------------------------------- ----~--------------------------------~-------------- Responsible Party Directive Number Done Evaluate the three alternative sites for Play'N Prior Lake and provide the Council with a report regarding the preferred site by the April 17 meeting. Park and Rec Done Defer the Northwood Road street improvement project until 1996, that bids are solicited for this project February, 1996. by Engineering Done Prepare a resolution which supports the staff recom- mendation and establishes a June 30 deadline for Carter Narveson to confirm acquisition of adjacent parcel in conjunction with his variance appeal. Planning 95-28 95-29 95-30 DR9501.wRT CITY COUNCIL DIRECTIVES FROM APRIL 3,1995 COUNCIL MEETING Target Directive Responsible Completion Current Number Party Date Description Status --------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------- 95-31 Administration Draft a letter to Senator Done Lessard with respect to the Savage fen and how this unfunded mandate affects cities such as Prior Lake. Request state financial assistance DR9507.WRT CITY COUNCIL DIRECTIVES FROM APRIL 17,1995 COUNCIL MEETING Current Status Target Completion Date Responsible Party Directive Number Done Description Revised draft land use guide plan map as discussed by Council and return it for final consideration at the May 1 meeting 5/1/95 Planning 95-32 Done Maintain liaison with the Play'n in Prior lake group to assure that communication is ongoing and the city is supportive of their efforts. Ongoing Park & Recreation 95-33 Done Advise MnDOT representatives that Counci member Greenfield and Public Works Director Anderson have been appointed as the city's representative to the MnDOT sponsored Hwy. 13 Task Force 4/21/95 Administration 95-34 Done Prepare a cover letter for the COPS Fast Grant which explains the potential impact of a levy freeze on the city's ability to fund this new police officer. 4/21/95 Administration 95-35 CURRENT STATUS Done Done Done CITY COUNCIL DIRECTIVES From May 1, 1995 Council Meeting DESCRIPTION All requests for final plat must include an executed development agreement which is submitted by Wednesday preceding the City Council meeting in order for the Councilmembers to consider the petition Otherwise the petition will be deferred. RESPONSIBLE TARGET PARTY COMPLETION DATE Ongoing All departments DIRECTIVE NUMBER 95-36 Investigate the most appropriate means of extending terms for two Planning Commissioners who have reached their term limits to allow for continuity in the completion of the Comprehensive Plan Provide for the appointment of two Planning Commission "Apprentices" during that time to help them become familiar with Planning Commission issues prior to actually taking office. Planning 95-37 Assure that P.L.A.Y. has the appropriate amount and type of insurance to protect the city during the construction of the storage structure at the Ponds athletic complex. Park & Rec. 95-38 DIR9508A.DOC Current Status CITY COUNCIL DIRECTIVES From May 1, 1995 Council Meeting Description Target Completion Date Responsible Part Directive Number Done Provide platting documents to the city attorney for all lake access related parcels to determine whether there are constraints on how theland may be used or disposed of. Engineering 95-39 Done Investigate whether the lot next to the Hunt property could be in any be considered buildable, and report to City Council Planning 95-40 DIR22.DOC CITY COUNCIL DIRECTIVES From June 1. 1995 Council Meeting Current Status Description Target Completion Date Responsible Party Directive Number Done Provide memorandum with respect to potential litigation the city could initiate regarding the Savage Fen issue June 19 City Attorney 95-41 Done As part of condition 16 of Resolution 95- 48 approving the final platand developer's agreement for the Preserve at the Wilds, assure that theland transferand ownership issue is resolved prior to release of the final plat document June 19 City Attorney 95-42 DIR23.DOC CITY COUNCIL DIRECTIVES FROM JULY 3, COUNCIL MEETING Current Status Target Completion Date Directive Responsible Number Party - - 95-43 Administration Done Description Schedule Council meeting for 1 :00 p.m., July 31 in City Hall Conference Room B to open and award bids for the issuance of $950,000 in G.O. Bonds. July 31 Done as part of 2010 Comp Plan Prepare an emergency water plan which addressed the following. Construction of new water pumping distribution and treatment equipment, addressing which aquifers will be used and permanent and emergency power sources. (2) Preventative maintenance for existing wells, pumps, panels and distribution lines; (3) Emergency procedures, including ordinance provisions which would allow the City Manager without Council confirmation to restrict water usage in bona fide emergencies; (4) A public education/conservation effort including cable T.V., Wavelength, commercial T.V., local and regional newspapers. Return to Council with plan for consideration and approval. July Engineering 95-44 Ongoing Implement policy which requires that soi borings be taken in an effort to control costs for the city's sewer, water and street construction projects. Engineering 95-45 3 DIR CITY COUNCIL DffiECTIVES From July 17, 1995 Council Meeting Target Completion Date Current Status Done Description Coordinate the posting of "no parking" signs for the Water Tower site and adjacent street VFW to provide 1000 to 2000 monthly to fund project. Likely aquisition date is 1997.. Prepare a report for City Council consideration on an upcoming agenda to consider whether the City should draw $15,000 from the Contingency to pay for a "safe house" in accordance with the VFW proposal to pay the remaining $20 ,000 for this purchase Fire Chief DIRECTIVE NUMBER - 95-46 - 95-47 - DIR14 Responsible Party Engineering & Parks and Rec. Current Status Done CITY COUNCIL DIRECTIVES From August 7, 1995 Council Meeting Description Prepare and send a letter to the Scott County Board of Commissioners expressing dissatisfaction regarding the Board's action to no longer support the School Liaison Officer Program. Target Completion Date Responsible Party Administration Directive Number 95-48 DIRI5.DOC CITY COUNCIL DIRECTIVES From August 21, 1995 Council Meeting Target Completion Date 12/4/95 Current Status Done - Ordinance draft prepared and to be considered by Planning Commission and City Counci Description Survey other Metropolitan Lake communities to determine to what extent they regulate fences installed on the lake side portion of the lake frontage lots. Identify if other city ordinances prohibit opaque fences or fencing altogether on the lake frontage portion of such parcels. Provide a report to the City Council on this subject by the end of November together with recommendations on how the Prior Lake code should be revised to address this issue. Reevaluate Responsible Party Building Inspection Directive Number 95-49 Done and adopted improvement program as the draft capital 11/20/95 Engineering/Finance 95-50 996 to the 1997. Eliminate a park bond referendum program and provide for the list of improvements on a one per year basis. Include the Fire Station land acquisition for the from from Mushtown Road project follows: 1. Move 2. 1996. Identify Station. 3. Done the specific cost of the satellite Fire 5. Flatten out the tax impact by adjusting projects, especially street overlay projects, so that there is a more equal impact on a year by year basis. Consider moving the 1997 street overlay project to 1998. Avoid causing dramatic project cost _ increases because of project deferral. Provide a $1000 donation to the Bloomington Ferry Bridge Grand Opening Festival 4. Administration 95-51 DlRI6.DOC CITY COUNCIL DIRECTIVES From September 5, 1995 Council Meeting Current Status Description Target Completion Date Responsible Part Directive Number Done Include a clarification ad inthe Prior Lake American adjacent to the Truth inTaxation notice which explains the property tax impact of the City's 1996 bude-et to Prior Lake residents. Administration Finance DIR17.DOC Current Status - Done Done Done Done Done CITY COUNCIL DIRECTIVES From September 18, 1995 Council Meeting Target Completion Date Description Responsible Party Directive Number Provide Lloyd Berggren and Duane Melling with a copy of Roseann Campagnoli's letter clarifying the meaning of the word "Chatonka" Meet with Wendy Christianson and Neighbors to discuss their desires with respect to Colorado and Administration 95-53 Admin., Police and Public Works Duluth Prepare a report for City Council consideration at the continued Ridgemont Hearing on October 2 which addresses questions raised by persons appealing their assessment, including extension of the term of repayment for sewer and water assessments to 20 10/2/95 Engineering and Finance 95-54 95-55 in accordance with the assessment policy, and internal inconsistency between assessing 100%. Address both years the apparent some at 60%/40% and others at the past practice issue and the policy issue and apparent inconsistency between the two. Schedule a special Council meeting for 5:00 p.m. October 23 to award bids for $2.2 milIion in G.O. bonds. Administration 95-56 Schedule joint meeting with P.C. and CC for Monday, October 2 at 5:00 p.m. topics for discussion include: (1) Livable Communities Act; (2) T.H. 13 Task Force recommendations. Admin. Planning 95-57 D1R18.DOC Current Status CITY COUNCIL DIRECTIVES From September 18, 1995 Council Meeting Target Completion Date Description Responsible Part Directive Number Done Arrange for interviews for the Watershed Board applicants so that recommendations for one or two candidates can be made to Commissioner Underferth Administration 95-58 Done Communicate with BOC that the recommendations by West Mader's subcommittee are satisfactory, but that the Mayor would be primarily involved in the initial letters with follow up occurring between staff, Roger Guenette and BDC members as appropriate. 2 Administration 95-59 DOC D1R18 CITY COUNCIL DIRECTIVES From September 5, 1995 Council Meeting Current Status Description Target Completion Date Responsible Party Directive Number Done Include a clarification ad inthe Prior Lake American adjacent to the Truth inTaxation notice which explains the property tax impact of the City's 1996 budget to Prior Lake residents 12/2/95 Administration Finance 95-52 CITY COUNCIL DIRECTIVES From October 16, 1995 Council Meeting Current Status Description Target Completion Date Responsible Party Directive Number Council consideration deferred until January at petitioner's rquest. infrastructural cost acceleration associated with this proposal. Provide this information in writing to the City Council on November 20. Prepare written Conditional Use Permit language which would authorize a recycling operation in an 1-2 District. Also contact the County to advise them of the status of this icense and inquire about its effect on the 2/4/95 Planning 95-67 Notices to be sent in January County license process. Schedule the four public information meetings for the T.H. 13 Corridor Plan for February. businesses and interest in should Notify the school district, organizations who have a special T.H. 13 access about the meeting they attend. Also include notification of the Prior Lake American and 2/96 Engineering 95-68 Done 19 Winter J an uary Wavelength Schedule the annual City Counci Workshop for Friday and Saturday, and 20 2 Administration 95-69 . DOC DlR9521