2010.01.14 Work Session PacketGI`- cjQy/c.
CRYSTAL CITY COUNCIL
WORK SESSION
WORKING AGENDA
Thursday, January 14, 2010
7:00 p.m.
Conference Room A
1 735,
Pursuant to due call and notice given in the manner prescribed by Sectiao 101 of the
City Charter, the Work Session of the Crystal City Council was held at ) p.m_ on
Thursday, January 14, 2010 in Conference Room A located at 4141 Di ug as -Drive
Crystal, Minnesota.
I. Attendance
Council members
Grimes
i, J. Moore
Belton
L,"A"nderson
Z!Bowman
Hoffmann
1 L. Moore
Staff/
v Norris
II. Agenda The purpose of the work session is to discuss the following agenda item:
1. Council and City Manager goals for 2010
III. Adjournment The Work Session adjourned at q:30 p.m.
GICIty ClerklCouncillWork sessionslwsagendal.14.10.doc
Memorandum
AL
DATE: January 6, 2010
TO: Mayor and City Council
FROM: Anne Norris, City Manager;'`
SUBJECT: January 14 Work Session — Discussion Regarding Goals
During the December 15 discussion of my evaluation, the Council wanted to use the January 14 work session to have additional
discussion of goals for 2010, including discussion of financial planning for the near -term (next 5 years).
As part of my evaluation document, I provided draft goals for myself and the Council (listed below), broken down by the four
broad Council goals which match the three staff work groups:
Council Goal
Maintain & preserve infrastructure
Ensure, Protect, Enhance & Update
Crystal
Maintain & improve our community's
quality of life
Maintain an organizational culture
Of collaboration & accountability
Corresponding Staff Work Group
Redevelopment Opportunities and
Infrastructure Systems Preservation
Maintaining Community Assets and
Quality of Life
Maintaining Community Assets and
Quality of Life
Effective Organization & Operations
Goal 1 — Maintain and preserve infrastructure
Council
2010
yes
Street Reconstruction Program — analyze funding for
and timing of future phases
Continue participation in Minneapolis Water Advisory
Board
Discuss/develop policy re: water conservation measures
Continue analysis of street maintenance fund and future
funding needs (including assessment policy for
overlays)
Utilities maintenance & replacement — budget
appropriately for replacement
CR 81 — participate in local share of project costs, final
design approval, construction
Crystal Airport — monitor MAC's designation of airport
property for non -aviation uses; use land use authority as
appropriate
City mana
2010
obiectives
Complete outstanding issues, final surface — Phase 10
Street reconstruction program — update schedule for
future phases based on anticipated funding, street
conditions
CR 81 final design and project start
Finalize outstanding water meter replacement project
issues
4k JWC — continue with Water Advisory Board,
implementing other aspects of Task Force
recommendations and having input on Mpls. Water
capital plan
o Alley reconstruction — implement next phase?
IP Continue emergency preparedness training with staff
Monitor Crystal airport for non -aviation development
Long-term planning for infrastructure and buildings
Resume planning for PW building replacement
Council training — EOP
Finalize 36th Ave. trail alignment with Three Rivers and
New Hope
Complete 36th Ave overlays and develop
fundinq/assessment policy
Goal 2 — Ensure, Protect, Enhance and U
Council o
2010
yes
Code enforcement activities
react appropriately and consistently to code
enforcement complaints
Code review as appropriate, in light of updates to
Comprehensive Plan
Pursue redevelopment of preferred sites
Preserve and maintain community assets
Attract community -friendly businesses
continue Crystal Business Association meetings
utilize electronic communications for Crystal Business
Association
Promote health & well-being of citizens — uses and
programming of parks, Community Center and Forest
School gym
Implement Comp Plan Update with code changes as
necessary
Emergency Preparedness training — staff and council
Maintain a safe community, community connect with
Police Dept. through neighborhoods, crime watch, etc.
ty manager objectives
2010
0 Complete Comprehensive Plan Update and begin
implementation of required code changes
Continue Crystal Business Association monthly
meetings — commence primarily electronic
communications
Coordinate enforcing provisions of housing code
Monitor vacant, foreclosed properties
Monitor possibility for additional use of credit cards for
city services
Pursue redevelopment of EDA properties on Douglas
and Idaho
Continue HRG's annual special material drop-off
Analyze city services and residents' ability to pay for
services through budget process
Continue to emphasize community and problem solving
policing
Goal 3 — Maintain and Improve our Community's Quality of Life
Council objectives Ci Mana
2010 2010
Promote active and involved citizens.
Create a sense of belonging and connectedness for
residents.
Value the youth of the community
Connect culturally diverse groups in community
Monitor relevant citizen issues and respond to patterns
and trends
Communicate with residents on "hot button" issues
like postcards)
Encourage and expect citizen accountability and
responsibility.
Provide effective communications with the community
and promote Crystal within the community and region
Look for opportunities to tell Crystal's story and
successes
r obiectives
Staff visibility in community (Park Commission, other
community meetings)
Citizen input time
Pursue opportunities for welcoming new
residents/immigrants to community — partner with
NWHHSC and school district
Translate relevant city information
g Continue Police Department's work towards greater
community visibility, community problem solving
Utilize PD Storefront for community meetings/city
visibility
Maintain open door policy for residents
Goal 4 — Maintaining and Organizational Culture of Collaboration and Accountability
Council objectives _ _ City manager objectives
2010 2010
a Provide supporting documentation in Council meeting Minimize surprises to/for Council
packets. Communicate with Council (phone, e-mail,
Provide information to Council of projects in planning
and potential issues — no surprises.
coordination of Council/resident communications,
include e-mails in Council packets
6 Respect and protect time of senior staff.
Prepare budget, including revenue options.
Continue to improve WMFD budget process and
department transparency
O Continue collaborative work of Council and staff,
continue work with other agencies
C f ;th I t t d f d 11 1
packets)
weekly
4 Improve WMFD budget process and organizational
transparency/responsiveness
Present information at Council meetings
Celebrate staff, council successes
Continue opportunities to communicate with residents
Keep current with trends, professional certifications
t Staff committee to evaluate records storage needs,
retention policy, etc
Continue work with senior staff as cohesive,
on roue wi annua s a e an a era egis ative coiiaoorauve seam
platforms $ Provide consistent information to council candidates
The references to financial planning in the objectives generally pertain to the Street Reconstruction Fund, the Street Maintenance
Fund, and a future Public Works facility — generally infrastructure and buildings. During work sessions last fall, the Council began
discussing funding for future street reconstruction projects as well as the street maintenance fund and whether it is sufficiently
funded for additional street maintenance such as more frequent sealcoating in Phases 1 — 3, and overlays of county roads and in
the future, reconstructed streets.
Also attached are the 2010 — 14 work plans for the Redevelopment Opportunites & Infrastructure Systems Preservation and
Effective Organization and Operations work groups. The 2010 — 14 work plan for the Maintaining Community Assets and Quality
of Life work group will be available at the January 14 work session.
The Council should discuss whether the 2010 goals as drafted are appropriate and complete or what changes are needed.
Attach:
Redevelopment Opportunities & Infrastructure Systems Preservation: 2010-2014
Team: Anne Norris, Tom Mathisen, Charlie Hansen, Gene Hackett, Patrick Peters, John Sutter
Co -Chairs: Patrick Peters, Tom Mathisen
Charge: Provide a work plan, schedule & budget to accomplish the following activities over the next five years
Objective Tasks
wDevelop polices and
strategies for acquiring
and managing individual
blighted properties
Vacant property
registration _
Continue future phases of
the street and utility
reconstruction program
12/31 /2009
A. Continue to fund acquisition
program
B. Partner with developers, other
agencies on projects (NSP, Habitat
for Humanity)
C. Housing Program Fund — develop
guidelines and schedule for use of
Fund
A. Monitor vacant, foreclosed and
abandoned properties
A. Continue annual televising of
sewer lines — repair/replace lines
as needed
B. Water mains — 75 year life
expectancy (30 years left) —
monitor, repair as necessary
C. Sealcoating
Monitor fund balance
Sealcoat reconstructed streets
per schedule
D. Evaluate sufficiency of street
maintenance fund and impact of
additional seal -coating for Phases
1, 2, 3 and adding overlays to fund
E. Determine/evaluate street
reconstruction financing
F. Evaluate and revise order of
remaining street projects
G. Pursue 36th Ave 3-laning as part of
mill and overlay project
Who is Responsible
City Council, Charlie
Patrick, Charlie, John
John, Patrick
Patrick, John
Tom (Randy K.)
Tom (Randy K., Mick)
Tom, Charlie
Tom (Dave F, Mick),
Charlie
Tom, Charlie
Tom, Charlie
Tom (Mick, Mark)
Tom (Mick, Dave F),
Patrick, John, Anne
Timing (2010-2014
Annually
Ongoing, as
opportunities arise
i - 3rd Qtr 2010, time &
funding permitting
Ongoing
Ongoing
Ongoing
Ongoing
Ongoing
Ongoing
Ongoing
1 st Qtr 2010
2010
2010
Objective Tasks Who is Responsible Timing (2010-2014)
CSAH 81 reconstruction A. City efforts include/involve: Tom, Anne, Patrick, 2010 & 2011
Local street feasibility study John, Charlie
Streetlighting & Landscaping
Gateway elements
Stormwater ponding_
Inflow and Infiltration B. Continue POS inspections for Patrick, Tom (Randy) Ongoing
sump pumps/connections
C. Follow up on failed inspections Tom (Randy) 2010
from meter project
D. Continue to monitor MCES rules
and reduction requirements Tom (Randy) Ongoing
Potential redevelopment A. Complete acquisition of TH 100 John, Patrick 1S Qtr 2010
areas excess ROW parcels using TIF
2150 funds
B. Continue to monitor activity at Patrick, Anne Ongoing
Crystal airport and support City's
comp plan policy
C. Act on strategic acquisitions as Patrick, John, Charlie As sites become
opportunities arise available and funds ID'd
D. Market Douglas Dr and Idaho Ave John, Patrick Market driven:
properties 48xx Idaho - 2010
RFP for 3401-3415
Douglas - 2011
3443 Douglas - Hold
indefinitely
Develop/Implement long-
term plans for PARKS
12/31 /2009
A. Replace playground equipment
every 15-20 years per the plan
B. Develop routine maintenance plan
for each park building
C. Develop park master plans based
on P&RC recommendations
D. Designate final corridor for Three
Rivers Regional Trail (36th, CPRR)
E. Complete funding request for
soccer field arant (Forest School
Gene, Tom (Rick R)
Gene, Tom (Rick R)
Gene, Tom (Rick R),
P&RC
Tom, Gene, Council
Gene, Tom, Anne
Ongoing: Kentucky Park
in 2010
Ongoing (part of PIR
budget process)
Ongoing: Valley Place &
Becker in 2010
2010
1 st Qtr 2010
Objective _
Develop long-term plans
for PARKS (cont'd
Develop long-term plans
for CITY BUILDINGS
Alley reconstruction
M-Owltor JWC contract with
Minneapolis
Safety of city buildings and
facilities
Storm water quality
12/31 /2009
Tasks _
F. Construct dog park
A. Streets/Parks maintenance
buildings — Evaluate site size and
availability, estimated costs,
financing, timeline _
B. Continue alley reconstruction
program
A. Identify emergency backup water
supply plan/program based on
2009 study
B. Participate on Water
Advisory Board with
Minneapolis
Who is Res onsibi I Timin 2010-2014
Gene, Rick, Tom 1-2010
Tom, Patrick, John,
Charlie, Consulting
Architect, PW Committee
Resume work with
committee and architect
in 3`d Qtr 2010
Tom (Mick, Mark) - Ongoing through 2016
Tom, Anne, JWC
Mayor, Anne, Tom
2010 CIP Process
Quarterly meetings with
Minneapolis
A. Monitor and respond as Anne (John B), Tom Ongoing
appropriate
A. Construct Twin Oaks pond Tom 2010
B. Acquire pond sites as Tom, Patrick, John Ongoing
needed and as opportunities
arise during street or
redevelopment projects
C. TMDL feasibility projects Tom Feasibility for MAC
D. Continue implementation of rain wetland: 2010
garden program, education & Tom Ongoing
maintenance
Objective Tasks
Surface water A. Seek approval of surface water
management management plan
B. Implement recommendations in
surface water management plan,
including adoption of necessary
code changes
C. Conduct Memory Pond watershed
study, revise flood insurance
study, evaluate flood reduction
options
Forestry
Geographic Information
System (GIS)
12/31 /2009
Who is Responsible
Tom
Tom, John, Patrick
Tom, Patrick, John,
Anne, Charlie
A. Apply for Emerald Ash Borer Tom (James)
EAB) grant funding
B. Develop/implement EAB control Tom (James), Anne,
program Charlie
A. Continue to maintain, update and Tom (Dave F)
optimize system application _
Timing (2010-2014
2nd Qtr 2010
3`d & 4th Qtr 2010
2010
2010
2010
Ongoing
Effective Organization and Operations Work Group
Work Plan
2010- 2013
Team members:
Kim Therres (Chair), Tom Mathisen (Co -Chair), Charlie Hansen (Co -Chair), Patrick Peters, John Banick, Gene Hackett, Janet Lewis,
Anne Norris
PROJECT/TASK- DESCRIPTION AC"T1ON STEPS
Council Meeting Packets Provide supporting documents in Council meeting
and Documentation packets and information on current and potential
projects or issues
Council and Staff
Teambuilding
Training
Establish goals
Relationship building
Newsletter article and writing for selected staff to
improve journalistic standards for article writing and
other public communication documents
Supervisory Training
Record Management and Data Practices (every other
year)
Safety Training
Emergency Preparedness Training
CPR Traini
Staff prepares and submits agenda documents to City Clerk
for the City Council packets on time, ongoing.
Staff prepares memos, fact sheets or distributes articles of
interest for weekly news brief, ongoing.
Continue the teambuilding and goal setting efforts established
in 2006, ongoing.
Conduct teambuilding and goal setting in 2011
Provide an orientation for new council members, 2010
Identify a trainer and attendees, 2010 or 2011
Identify supervisors who will participate in the League of
Minnesota Cities HR Basics for Managers on line training
series, 2010.
Conduct training in 2011
Conduct training annually
Convene group for training twice a year, annually.
ify a trainer and attendees, 2010.
Effective Organization and Operations
PROJEC'f/TA K DES.CRUTION ACTION STEPS
City Facility Safety & Improve city facility safety and security Conduct annual or every other year safety audits of facilities,
Security 2010_
Police Department provide security training to front line
customer service staff, annually.
Council Chamber security upgrades, 2010 or 2011
Maintain and improve Complete projects identified in the PIR City Hall Parking lot — 2010
City Facilities Install Emergency Operations workstations, 2010 or 2011
Re roof portions of City Hall roof - 2012
Public Works Facility Conduct an architectural study of the Public Works Explore site options, 2010
Review Facility in anticipation of remodeling or building a
new facility.
Partnership with Continue partnerships with surrounding cities and Contract for limited Environmental Health Services with
Surrounding Cities explore opportunities. Brooklyn Park, ongoing.
Explore partnerships with other cities for Park & Recreation
services, ongoing.
Fees for Service Prepare Annual Fee Schedule Monitor and update the fee schedule, annually.
Staff research paperless agenda packets for council membersTechnologyTPaperlessCityCouncilPackets
and present findings to the City Council, ongoing.
Document Imagining Explore issues related to the implementation of a document
Imaging System. Work on an implementation plan in 2010
with full implementation in 2014,
Employee Resource Center (connect2mybenefits) Continue to update and manage the site, ongoing.
Social Networking Explore social networking options and establish a policy in
2010_
Website _
Record Management/Retention Practices
Continue to monitor and update website, ongoing_
Work Space Management Departmental review of record storage and retention schedule,
explore and implement changes, ongoing.
PROACT/TASK DESCRIPTION
Staffing Levels Assess staffing levels related to city services,
organizational needs and funding.
Retain and Recruit
Employees
ACCOMPLISHMENTS:
Explore methods, programs and benefit options to
avoid employee turn over and burn out.
Effective Organization and Operations
jACTION STEPS Evaluate
the staffing levels of the organization and determine if
changes need to be made, ongoing. Explore
reduced work responsibilities and duties (services) to reduce
work hours in 2011. Potential
needed positions: office assistance in Police Department,
communications coordinator, designated administrative
support position for City Manager, document imaging
coordinator, records management assistant, IT assistant,
park seasonal(s) Pandemic
planning and preparation to address severe staff Re-
establish city funded employee appreciation programs. Re-
establish supervisory discretion awards and exceptional performance
awards, which is a portion of the non - represented
compensation program. Implement
a customer service initiative city wide. Conduct
a city wide compensation plan study, 2014 Explore
benefit changes — paid time off, dental insurance options,
health insurance offerings, 2010. 2006
Teambuilding
and Goal Setting conducted in 2006. Safety
Fair conducted. LMCIT
completed a safety audit of city facilities. An
initial Document Imagining Committee explored issues related to implementation of city wide document imaging.
Effective Organization and Operations
4
ACCOMPLISHMENTS (continued):
2007
Revised the 2007 City Budget format to include
Conducted formal supervisory training on handling employee performance & reviews, building effective teams, and conflict management
Anoka Ramsey Community College conducted the training in February, May and September)
Phase I of the key card access and security cameras completed (City Hall and Community Center)
f Safety Fair conducted.
Data Practices training conducted.
Minor security modifications implemented in the City Council Chambers
Internal committee established to review telephone and voicemail system.
City survey conducted by Decision Resources (every five years).
Newsletter policies and procedures established for internal, commission and council article submissions.
2008
Media Relations training was conducted in May for Supervisory Staff.
Media Protocol was established.
AED purchased for Public Work Facility
Phase II of the key card access and cameras completed (Conference room A, additional entrance button, fitness room)
Safety Training conducted
City Hall Carpet replacement project completed
RFP's for Public Works Facility sent out and received.
New telephone and voicemail system purchased and installed.
City Website upgraded and redesigned.
Revised City Logo
Additional Police Officer position added (traffic).
Police Department management positions restructured.
2009
Conducted "Fostering a Respectful Work Environment" (including sexual harassment) training for all employees.
Conducted record management and data practices training
Safety training was held.
A table top exercise related to emergency preparedness training was performed.
Effective Organization and Operations
S
ACCOMPLISHMENTS (continued):
2009
City website was enhanced — city movie project, updated picture banner, council packet material.
AED was installed on Administration side of City Hall and training was provided.
Re -roofed a portion of City Hall
Implemented paperless city council packets for staff and public and only create a limited number of paper packets.
i Created an employee resource portal on the internet (connect2mybenefits).
Installed automatic meter readers and system
Reconfigured workspaces in the administrative area of city hall and created limited (one year) additional paper file storage.
Responded to limited funding sources and made significant budget changes, including reduction of appreciation activities, non -represented
compensation, and capital investment.
Created an internal H1N1 Business Plan.
Concluded Administration and Community Development customer service project/training.
Developed and presented virtual tour.
IAWork Groups - City Council Goals\Effective Organization & Operations\2010-13 Effective Organization and Operations Work Group.doc