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Home My Public Portal About01.19.2016 City Council Special Meeting Work Session PacketMEDIIVA WORK SESSION AGENDA MEDINA CITY COUNCIL Tuesday, January 19, 2016 4:00 P.M. Medina City Hall 2052 County Road 24 I. Call to Order II. Annual Goal Setting Session III. Adjourn Posted 1.15.16 City of Medina 2015 Goals Update December 11, 2015 Public Works Goals 1. Complete Tower Drive Stormwater Project. In Progress, should be completed in October. 2. Look into possible stormwater BMP's in Independence Beach in conjunction with paving project. This is also in progress and should be complete in early October 3. Work to fulfill MS-4 permit requirements. Permit was completed for 2015; there are still items that need to be done before the end of 2015. 4. Complete Stormwater Maintenance Policy. Ron Batty is reviewing. 5. Resolve funding sources and complete the Tower Drive Project. Funding is resolved; Project should to be complete in October. 6. Complete Independence Beach overlay project. Will be completed in early October. 7. Implement Pavement Management Plan and re-evaluate some of the 2015 projects. Completed and corrected in the CIP. 8. Update Pavement Management Plan and add to the 2016 CIP. Staff still needs to add the Cottonwood project for 2016 and ROW for CR 116. 9. Bring forward a concept plan and budget for parking and spectator area in the northeast corner of Hamel Legion Park. No progress on this goal 10. Work with Developer and contractor to complete The Park at Fields of Medina. This project is almost complete with just a few punch list items to complete. 11. Complete the trail along Hamel Road in conjunction with the Tower Drive project. On schedule for October 12. Implement Part II of Wellhead Protection Plan. In progress, Still trying to identify any sealing projects in the DWSMA (supply management area) 13. Loretto sewer - continue to lobby for MCES service to address this issue. Steve Scherer spoke with Kyle (MCES Staff) the week of August 31st. The project will likely be put off another permit cycle for Loretto. 14. Complete well house #3 and install well #8. Well #8 is being drilled. The pump house will be designed and scheduled for 2016. 15. Complete upgrade for Water Treatment Plant controls. Complete 16. Update Water and Sewer Ordinance. Complete 17. Coordinate the removal of the old water tower at Pinto Drive. Complete 18. Investigate adding parking by the old water tower site on Pinto Drive in conjunction with the Tower Drive project. Complete Public Safety Goals 1. Provide Leadership Role with the Fire Departments — Continues 2. Negotiate LELS Union Contract with Police Officers — In Progress 3. Negotiate Hamel and Loretto Fire Contracts — In Progress 4. Evaluate Lexipol Policy Program — In Progress 5. Update Parking Ordinance — In Progress, Recommendations to City Attorney 6. Update Dog Ordinance -In Progress, Recommendations to City Attorney 7. Explore Crime Free Multi -Housing Program — Held for Future Consideration 8. Assist with Updating the Lake Area Emergency Operations Plan — Complete 9. Scanning all evidence into the Records Management System — Scanning is Underway. 10. Provide data on the number, speed, etc. regarding train traffic in Medina —Complete. Finance Department Goals 1. Redistribute finance tasks between current and new finance staff - Ongoing 2. Decreased use of contracted finance and accounting services - Ongoing 3. Cross -train Finance Staff - Ongoing 4. Quarterly training seminars for all finance staff — On schedule; ongoing 5. Implement Laserfiche into daily routine - Ongoing 6. Provide accounts payable expenditure coding training to staff - Complete 7. Change site for finance archives and organization to remain in compliance and on schedule with records retention - Ongoing Planning/Zoning Department Goals 1. Complete City Hall space planning, renovation, and transition — space planning complete. Cost estimate received. Council to review Q4. 2. Records Management — Laserfiche — pending hiring of part-time assistant. 3. Solar Regulations — Business/Industrial Park adopted. Residential adopted. 4. Comprehensive Plan Update Process — Completed. Process endorsed by Council 5. Interim Comprehensive Plan amendment. Completed 6. Assist in goals of various other departments. Ongoing. Watershed dues; connection fees; broadband; etc. Administration Goals 1. Create ten-year staffing plan — The City Council adopted the plan at the September 1, 2015 Council Meeting. 2. Implement Laserfiche Document Management Software in the Finance, Administration, and Planning Departments — The Planning Department is currently working on scanning information into Laserfiche. 3. Research health insurance options for 2016 by serving on LOGIS committee — LOGIS provided a presentation at the October 20, 2015 Council Work Session. 4. Hold a business forum and two business tours of three businesses in 2015 (invite the Planning Commission) — The Business Forum and Tour was held on April 23rd. A second business tour was held October 15tn 5. Work with Hennepin County and MNDOT to find a funding source for the Highway 55/116 intersection project — Council approved the 60% plans for the intersection on June 2nd. The interim improvements were completed on August 29, 2015. Hennepin County will be providing an updated budget after the 90% plans are completed early in 2106. Staff continues to look for funding sources for the quiet zone and other portions of the project. 6. Update the Data Practices policies to comply with new state law — This goal was accomplished in the 4th quarter. 7. Continue to create procedures to streamline city operations across two campuses —This goal is ongoing 8. Send a letter to Medina Businesses providing information and asking about possible expansions — The letter was sent to Medina Businesses in February 9. Act as a liaison with state and regional representatives — I continue to be in communication with our State Representative and Senator regarding proposed legislation that may impact the City. 1/15/2016 2016 Annual Goal Setting Session Medina City Council and Staff January 19, 2016 2015 and Past Year Work Plan; Past Work Plans 473 total goals established in past 9 years 173 on -going implementation or new permanent operational functions 2015 Goals 50 goals established 40 completed and 10 "on -going" that will be included with the 2016 Goals ■ Introduction and Overview Mayor Mitchell ° City Administrator Scott Johnson Administration Scott Johnson, City Administrator Jodi Gallup, Asst. City Administrator 1 1/15/2016 Administration Operations/Functions ° Human Resources/Benefits ° Elections ° Administrative Support/Personnel Management Recycling & Organics Coordination ° Contract and Document Management (Annual Report, official records) Public Relations (Website, Newsletter, Local Press) ° Licenses/Permits Business Sector Relationships/Economic Development Council Meeting Preparation & Policy Implementation Parks and Community Building Liaisons 2016 Administration Goals • Complete renovations at City Hall. • Implement a -poll books for 2016 elections. This will require a new skill set of our election judges and additional training. There are a lot of processes that need to be worked out before these can be implemented. • Absentee Voting for 2016 Elections — Hennepin County is looking at changing how absentee voting is processed and there will be changes to how we administer absentee voting. We will need to determine if additional staff is needed and what work assignments we can give them while voting is not taking place. ■ 2016 Administration Goals Implement electronic City Council Packets and purchase tablets for Council Members Work with Hennepin County and MNDOT (Minnesota Department of Transportation) to plan and budget appropriately for the Highway 55/116 intersection project in 2017 Hold a business forum and two business tours of three businesses in 2016 Implementation of Laserfiche in the Finance, Administration and Planning Departments. Work throughout the year to get files scanned into the system. Health Insurance for 2017— Continue to serve on the LOGIS committee to be a decision maker in the health insurance plans for 2017. Look into options to provide cost effective insurance coverage for employees. Planning Department City Planner — Dusty Finke Associate Planner— Deb Peterson Office Assistant (.35 FTE) — Linda Lane 1 2 1/15/2016 Planning Department Functions ° Administer & Update Comprehensive Plan, Zoning Regulations Review Land Use Applications ° Coordinate development process ° Building Permits ° Code Enforcement ° GIS (Geographical Information System) and Mapping 2016 Planning Department Goals ° Comprehensive Plan Update — ongoing ° City Hall Space Planning/Renovation/Moving — ongoing Records Management — LaserFische — ongoing MSA Analysis — Q1 2015 Accomplishments • Continued Residential Development Activity Villas of Medina Woodland Hill Preserve Stonegate • Increased Commercial Development Activity Aldl Goddard School 190 Westfalen Trail • Building Permit Activity 63 single family homes; 26 townhomes $620,000 in total permit revenue • Zoning Ordinance Updates Solar Regulations Administrative Site Plan Review • Assistance w/Analysis of other Departments Broadband/Cable Franchise Stormwater Equivalent Factor Municipal State Aid Public Works Department Steve Scherer, Public Works Director Ivan Dingmann, Public Works Foreman Greg Leuer, Water & Sewer Operator Derek Reinking, Maintenance Worker John Gleason, Field Inspector/Maint. Worker Joe Ende, Maintenance Worker Linda Lane, Administrative Assistant 3 1/15/2016 Public Works Functions Water, Sewer, Storm Water utilities Including response to private development proposals Road maintenance/repair Including implementation of CIP and private development projects Parks/trails Including new trails/easements triggered by private developments German Liberal Cemetery Streets and Roads Goals Comanche Trail Overlay. 6 Lakeview Road Overlay. Cottonwood Trail Upgrade. Sioux Drive Turn Lane. Land acquisition and design of 116/55 Intersection Project for 2017. Continue to implement and update the Pavement Management Plan and re-evaluate some of the scheduled projects. ■ Stormwater Goals Cottonwood Trail Road Project - Infiltration Basin Work to fulfill MS-4 permit requirements. Complete Stormwater Maintenance Policy. Parks and Trails Bring forward a concept plan and budget for parking and spectator area in the northeast corner of Hamel Legion Park. Negotiate land purchase adjacent to Tomann Preserve. Arrowhead Trail Legion park parking lot upgrade. 4 1/15/2016 Water and Sewer Goals Keep moving forward with implementation of Wellhead Protection Part II. • Loretto sewer— continue to work with MCES and the neighboring cities to resolve phosphorus loading with interim, and long term service plans for the area. • Move forward and complete wellhouse #3 modifications and installation of well #8. • Clean and document the location and condition of all City water valves. • Work with Engineer to complete design of water and sewer infrastructure for the 116/55 intersection project. Finance Department Erin Barnhart, Finance Director Jennifer Altendorf, Accounting Technician ■ General Public Works Goals • Follow through with equipment CIP purchases for 2016. • Continue with the paving of the Public Works/Police parking lot. Finance Department • Accounts Payable • Payroll • Utility Billing • Accounts Receivable • Budget • Financial Reporting • Risk Management • Cash Management 5 1/15/2016 2016 Goals • Redistribute finance tasks between current and new finance staff — Ongoing • Watershed Fee on utility bill — Ongoing, 1" quarter deadline • Explore pros/cons of excluding renters from utility bills and billing owner only - possible implementation 2017 • Cross -train Finance Staff - Ongoing Police Department Ed Be!land, Police Chief Jason Nelson, Sergeant Cec Vieau, Administrative Assistant Anne Klaers, Transcriptionist Brandon Wenande, CSO Charmane Domino, Investigator Police Officers: Chris McGill, Kevin Boecker, Keith Converse, Josh McKinley, Dave Hall, Tom Gregory, Jeremiah Jessen Reserve Officers: Sgt. Mike Chorley, Todd Larson, Mark Ihrke, Ron Dahl, John Cowie, Jeff Kordiak, Craig Swalchick, Melissa Robbins 2016 Goals Quarterly training seminars for all finance staff —On schedule; ongoing Implement Laserfiche into daily routine - Ongoing Change site for finance archives and organization to remain in compliance and on schedule with records retention — Ongoing, will be implemented after renovation. 1 Police Current Service Level General • STRIVE FOR EXCELLENCE: SerVe and Protect OUr Citizens Administration: • Supervisory Coverage Split Between the Chief and Sergeant • Office Hours - 40 Hours a Week Customer Service • Part-time Transcription Service • On -going Equipment Replacement Schedule • Annual Budget Patrol: • 24 Hours a Day, 7 Days a Week Patrol Coverage • Community Service Coverage 24-30 Hours a Week • Reserve Coverage on Friday and Saturday Nights, Community Events and Emergencies Investigations: • Criminal Investigator • Drug Task Force Investigator 6 1/15/2016 Review of 2015 Goals • Leadership Role with the Fire Departments - Continues • Negotiate LELS Union Contract for Patrol Officers - Complete • Negotiate Hamel and Loretto Fire Contracts — Auto Renewed - Continues • Evaluate Lexipol Policy Program - Continues • Update Parking Ordinance -Complete • Update Dog Ordinance - Complete • Explore Crime Free Multi -Housing Program - Complete • Assist with the Updating of the Lake Area Emergency Operations Plan - Complete ■ Other Discussion Topics • Council Training Opportunities • League Workshops • Land use training (League and City) • END 2016 Goals • Provide Top Quality Service to our Citizens. • Start to Develop Critical Incident Plans with our Businesses • Implement New Training Software • Complete the Hamel and Loretto Fire Contracts • Update the Active Shooter Training • Bi-Annual Update of the Medina Police Policy • Improve Traffic Safety with Electronic Signs • Build Community Relations with New Residents The Enclave — Medina Clydesdale Townhomes - Fields of Medina - The Reserve of Medina —The Villas of Medina 1 7