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Home My WebLink About10B - Subcontractor/Homeowner Forum MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: ISSUES: !. 21 f~'l'l%n~~.~230uY'.1hf 952.447.4245 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 CITY COUNCIL AGENDA REPORT December 18, 2006 ~ 10B l/'\ ~ Frank Boyles, City Manage Consider Approval of a Recommendation from the Communication Advisory Committee to Conduct a Resident/Contractor Forum Introduction The purpose of this agenda item is to request Council approval to conduct a Resident/Contractor Forum. This forum is intended to receive feedback from residents and contractors who have made home improvements, additions, decks or requested variances from the City in an effort to refine our customer service practices. Historv The Communication Advisory Committee recommended, and the City Council approved, a BuilderlDeveloper Forum earlier this year. Six developers and three builders attended the meeting. We learned that Prior Lake was considered progressive in most of its customer service activities related to these customers. One key customer service improvement which was implemented as a result of this forum was the establishment of written standards for the issuance of certain kinds of permits. Current Circumstances The Communication Advisory Committee is recommending that a second forum be conducted. Rather than receive input from larger builder/developer firms, this forum would focus on the experience of homeowners and smaller contractors who have taken home improvement, additions or deck permits or requested a variance. The consensus of the committee is that as customers these homeowners and contractors may have a different set of needs than the builders/developers that have already provided input. The proposed forum would be the same as before (see attachment) with a moderator leading the group through each topic and summarizing the conclusions for each. Conclusion The question is does the City Council concur that a resident/contractor forum should be conducted. The essential issue for the Council to consider is whether a second forum will provide new and different customer service input than the earlier forum. The Council may also wish to consider the timing of the forum. It could be rescheduled to March or April as we will have a significant number and type of www.cityofpriorlake.com ALTERNATIVES: RECOMMENDED MOTION: meetings scheduled for January and February (see attached 2007 workshop schedule). Finally, the Council may wish to consider the invitees. A list of contractors who offer deck and additions has been prepared. Also prepared is a list of property owners who have secured deck or addition permits which they are building or are being built through a contractor. The final list includes those who have requested variances. 1. Direct the staff to arrange the resident I contractor forum as recommended or with amendments. 2. Take no action. Alternative #1. 1:\COUNCIL\AGNRPTS\2.006\ 121806 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 Date: To: From: Re: January XX, 2007 Residents and Contractors Prior Lake City Council and Staff RESIDENT/CONTRACTOR FORUM DRAFT The Prior Lake City Council and the Communication Advisorv Committee is seeking your input regarding City customer service. Weare, therefore, inviting you to an evening forum on this subject at the Wild's Golf Club. On Monday, January 29,2007, 6:30 - 9:30 p.m. we invite you to participate in a Resident! Contractor Forum with one another and the city staff at The Wilds Golf Club (3151 Wilds Ridge in Prior Lake). The topics for discussion include: Survey requirements Variances Building permit requirements - forms vs. codes Building permit approval timelines Inspections Checklists Homeowner vs. contractor as permittee Weare interested in knowing, for each topic area above, how we might make the process more customer-friendly. Are there forms, processes, information or timing matters that can be improved? If so, what are your recommendations? The forum schedule will begin with a light dinner as Mayor Haugen and City Manager Boyles provide a welcome and set the stage for discussions. A moderator will help to guide the group through each topic and suggestions that are made. At the conclusion of the forum, the discussion will be summarized. An information sheet about the forum is printed on the reverse side of this memo. The staff will take the input you provide and make modifications to improve our customer service. Within 120 days of the meeting, you will receive follow-up correspondence from the city announcing the changes we will make. We are asking for your input to help us do our job better. You will determine how successful this forum will be. We look forward to having you join us. Please RSVP your attendance by 4:30 p.m. on Wednesday, January 24, 2007, to Charlotte at 952-447-9803 (or, cgreen@cityofpriorlake.com). Thank you. cc: City of Prior Lake Communications Advisory Committee City of Prior Lake City Council 1:\FRANK\2007\Resident-contractor forum invitation 0107.doc www.cityofpriorlake.com Phone 952.447.4230 !' Fax. 952.447.4245 Introduction Purpose Format Participants Facilities Resident / Subcontractor Forum The 2030 Vision and Strategic Plan calls for quality development and redevelopment of Prior Lake. Residential development includes homeowners who, by themselves or through contractors, construct additions or decks to their homes. Similarly, residents may construct a new home replacing an existing structure. Sometimes the process includes a variance request. The City would like to solicit feedback about the building and planning processes entailed in the above-described projects so that our working relationship with residents and their contractors will be characterized by clear expectations, honest feedback and a "can do" attitude. The purpose of the resident / contractor forum is to solicit feedback about existing planning and building processes, requirements, forms and interpersonal relationships so that all parties can continue to improve their day-to-day working relationships and better serve their respective customers. Residents, subcontractors and City staff are encouraged to offer positive recommendations intended to improve customer service. The moderator will lead the participants through a series of topics to solicit input and garner consensus on each, if possible. I City Manager Boyles I Mayor Haugen I Moderator City Staff I Welcome I Introduction / Conclusion I Joe Schmitt Steve Albrecht, Larry Poppler, Bob Hutchins, Danette Moore, Jane Kansier, Connie Carlson, Lynda Allen, Judy Pint I Cross section of 10-15 persons 1 Cross section of 10-15 persons I Residents I Subcontractors Participants would be representative of residents and subcontractors involved with projects in Prior Lake during the last two years: 1) a great deal, 2) a medium amount, or 3) very little. One large room with circular tables for 8. I :\FRAN K\2007\Resident-Subcontractor Forum.doc Directions The Wilds Golf Club 3151 Wilds Ridge Prior Lake, MN 55372 (952) 445-3500 FROM THE WEST: . Take 494 East to 169 South . Follow the directions from the North FROM THE NORTH: . Take 169 South to County Road 83 (Canterbury Road) . Turn left (south) on to County Road 83 . Follow for 3 miles . Turn left (east) on Wilds Parkway . Follow for 1 mile . Turn left (east) on Wilds Ridge and proceed to Clubhouse (driveway to the Clubhouse is on the right FROM THE EAST: . Take 35 W South to 185tb St. exit . Turn right on 185tb StlCounty Road 21 . Follow directions from the south ~ - VAltf.YfAIR ) e ~.l ~ @1HiWJ1J5 . ... t'. . , 17 ... ~ IMftIlJ ",tD5,+- ~ ffIIIl P.\J.l'WAY FROM THE SOUTH: . Take 35W to 185tb St. Exit . Turn Left (west) on to . 185tb StlCounty Road 21 . Continue on County Road 21 to County Road 82 (about 7 miles) . Turn left (west) on County Road 82 . Continue 1 mile on County Road 82 to Wilds Parkway . Turn right (north) on Wilds Parkway and continue to Wilds Ridge . Turn right (east) on Wilds Ridge and proceed to the Clubhouse (driveway to the Clubhouse is on the right) ~-- ;1 '. N~' ".'-1""'/ Mllp nollo Sea" IBSlh Slrtc:1 +F...... .... @- Tuesday, January 2 Sp.rn. Councilrnernber Applicant Interviews Tuesday, January 16 Sp.rn. Open House Reception for Cheri Dornbush Thursday, February 8 S - 10 p.rn. 2030 Vision and Strategic Plan Update @ the Wilds Tuesday, February 20 3-6p.m. Dedication Event at Police Station and City Hall Monday, March 19 Sp.rn. City Financial Tools Workshop www.cityofpriorlake.com Phone 952.447.4230 !' Fax 952.447.4245