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Home My Public Portal About02.07.2017 Special City Council Meeting PacketMEDINA WORK SESSION AGENDA MEDINA CITY COUNCIL Tuesday, February 7, 2017 4:30 P.M. Medina City Hall 2052 County Road 24 I. Call to Order II. Annual Goal Setting Session III. Adjourn Posted 2.1.17 2/1 /2017 2017 Annual Goal Setting Session Medina City Council and Staff February 7, 2017 Introduction and Overview Mayor Mitchell City Administrator Scott Johnson 1 1 2/1 /2017 2016 and Past Year Work Plans Past Work Plans 515 total goals established in past 10 years 215 on -going implementation or new permanent operational functions 2016 Goals 42 goals established 25 completed and 17 "on -going" that will be included with the 2017 Goals Administration Scott Johnson, City Administrator Jodi Gallup, Asst. City Administrator 2 2/1/2017 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 Accomplishments Work with Hennepin County and MNDOT to plan and budget appropriately for the Highway 55/116 intersection project in 2017 — Project is on Feb. 7th agenda for approval Hold a business forum and two business tours of three businesses in 2016 — The Business Forum and Tours were held on March 24th and October 13th. Implementation of Laserfiche in the Finance, Administration and Planning Departments — Project is ongoing Implement electronic City Council Packets and purchase tablets for 2 Council Members — Ongoing 3 2/1/2017 2016 Accomplishments Health Insurance for 2017 - Staff implemented the final 2017 rates and plan designs for health insurance. The new plan designs are cost effective and provide employees with a comparable level of coverage to their old plan options under LOG IS. Complete renovations at City Hall — Project is ongoing Implement a -poll books for 2016 Elections —The technology was implemented in the primary and used in the general election. Monitor and implement changes for absentee voting for 2016 Elections —Staff worked with Hennepin County to establish new procedures to issue and track the ballots during the election. 2017 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 2017 Implementation of Laserfiche in the Finance, Administration and Planning Departments. Work throughout the year to get files scanned into the system. Work with Council and Staff to try and attract campus business users on Highway 55 4 2/1/2017 2017 Administration Goals Succession Planning — Work with Staff and Department Heads to incorporate a City wide Succession Plan with the 10 Year Staffing Plan. Personnel Policy— Conduct a comprehensive review and update of our employee personnel policies. A thorough review has not taken place since 2011. IT/Server/email — Switch the server to Microsoft 365 online and implement .gov email accounts and website. Organics Recycling Grant Funds — Continue to find effective ways to spend the organics grant funds to increase our Blue Bag Organics Recycling program. Planning Department City Planner — Dusty Finke Associate Planner — Deb Peterson Office Assistant (.35 FTE) — Linda Lane 5 2/1/2017 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 Accomplishments o Comprehensive Plan Office Renovation o Electronic Records Conversion Commercial Development Activity Wealshire Just for Kix Medina Mini -Storage Building Permit Activity 64 single family homes $593,500 in total permit revenue Floodplain Management Ordinance o Assistance w/ Analysis of other Departments Broadband/Cable Franchise Stormwater Equivalent Factor Municipal State Aid Infrastructure Mapping 6 2/1 /2017 2017 Planning Department Goals Comprehensive Plan Update Jurisdiction Review and Met Council Approval — ongoing Implementation — 2016-2017 Internet analysis/Broadband grant analysis — Q1 Planning Department website improvements — Q2 GIS Intern — staff training — Q2 Irrigation/Re-use analysis — Q3 Planning Department procedures — Q4 1 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 7 2/1 /2017 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 2017 Stormwater Goals Work to secure grants available for Pioneer Creek Watershed Projects listed in 2015 sub -watershed study. Clean all basin sumps in City with new Vactor. Work to fulfill MS-4 permit requirements. Complete Stormwater Maintenance Policy. 8 2/1 /2017 2017 Streets and Roads Goals See 55/116 project through to completion. Mill, overlay, and replace bad curb on Clydesdale trail from 116 to just east of 600 Clydesdale. Continue to implement and update the Pavement Management Plan and re- evaluate some of the scheduled projects. 1 2017 Parks and Trails Goals Complete the parking and spectator area in the northeast corner of Hamel Legion Park. Dug out covers for Hamel Legion Park. Design and work with landowners to cross Elm Creek west of Rainwater Nature. Install Volleyball Court at Fields of Medina. 9 2/1 /2017 2017 Water and Sewer Goals Complete Willow Drive Water Tower Rehab project. Keep moving forward with implementation of Wellhead Protection Part II. Loretto sewer — continue to work with MCES and neighboring cities to resolve phosphorus loading, and long term service plans for the area. Amend water appropriation permit with the DNR to reflect future five year water usage and add well #8. Complete the replacement of water infrastructure in the 55/116 project. Sewer lining project in conjunction with 116/55 project. 1 2017 General Public Works Goals Follow through with equipment CIP purchases for 2017. Continue with the paving of the Public Works/Police parking lot. Remove old fuel tanks from 2052 County Road 24 site. 10 2/1 /2017 finance Department Erin Barnhart, Finance Director Jennifer Altendorf, Accounting Technician Finance Department Accounts Payable Payroll Utility Billing Accounts Receivable Budget Financial Reporting (state, County, Federal, State Auditor) Risk Management (Liability Insurance & Worker's Comp) Cash Management (investments) Elections 11 2/1/2017 2016 Accomplishments Paperless — Laserfiche has been implemented and daily routines adjusted. Watershed Fee on utility bill. 2017 Finance Goals _• Redistribute finance tasks between finance staff (segregation of duties)— Ongoing Cross -train Finance Staff — Ongoing Secure finance files in laser fiche — Ongoing w/ Mike Brocco Quarterly training — Ongoing Add additional electronic banking services — 2nd quarter 12 2/1/2017 Police Department Ed Be!land, Police Chief Jason Nelson, Sergeant Cec Vieau, Administrative Assistant Anne Klaers, Transcriptionist Andrew Scharf, CSO Kevin Boecker, Investigator Police Officers: Chris McGill, Craig Swalchick, 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, Melissa Robbins P 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 I 13 2/1/2017 2016 Accomplishments 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 2017 Public Safety Goals Provide professional, courteous public safety services for all residents and visitor to the city of Medina. Secure training on implicit bias for our department (2nd Quarter 2017) Train for active shooters. Work with the new communities in Medina on community policing (on -going) Continue to build relationships with our minority community (on- going). Do at least three public speaking events on current affairs with the police department (speaking events in the 2nd, 3rd, and 4th quarters). Renew LELS Contract (4th Quarter) Continue to work on Hamel, Loretto and Maple Plain Fire Contracts — on -going 14 2/1 /2017 Other Discussion Topics Council Training Opportunities League Workshops Land use training (League and City) Strategic Planning END 15 Goal Setting Session Work Plan to Accomplish 2017 City Goals and Initiatives Goal/Initiative Responsible Facilitatortsj Timeline for Priority Completion Notes Completion Public Works Goals 1. Complete Legion Parking lot construction Public Works Director 2nd Quarter High 2. Complete the 116/55 intersection project Public Works Director 3rd Quarter High 3. Complete Clydesdale Trail road project Public Works Director 3rd Quarter High 4. Fix the intersection on Clydesdale Trail near Caribou Coffee Public Works Director 3rd Quarter High 5. Willow Water Tower Rehabilitation Project Public Works Director 4th Quarter High Public Safety Goals 1. Provide professional, corteous public safety services for all residents and vistors to the City of Medina Police Chief On -going High 2. Secure raining on implicit bias for our department Police Chief 2nd Quarter High 3. Train for active shooters Police Chief On -going High 4. Work with the new communities in Medina on community policing Police Chief On -going High 5. Continue to build relationships with our minority community Police Chief On -going High 6. Do at least three public speaking events on current affairs with the police department (speaking events in the 2nd, 3rd, and 4th quarters Police Chief 4th Quarter Moderate 7. Renew LELS Contract Police Chief 4th Quarter High 8. Continue to work on Hamel, Loretto and Maple Plain Fire Contracts Police Chief On -going Moderate Finance Department Goals 1. Lead the Budget Process Finance Director 3rd Quarter High 2. Continue to attend more GFOA Financial Reporting training and any other training opportunities (leadership, management, etc.) Finance Director On -going High 3. Implement one on one meetings with Finance Staff Finance Director 1st Quarter High 4. Cross -train Finance staff Finance Director On -going High 5. Help streamline staff being split between two facilities. Make sure policies and procedures are in place to keep a productive work environment Finance Director On -going Moderate Planning/Zoning Department Goals 1. Cable Franchise/Internet analysis City Planner 1st Quarter High 2. Formalize planning department procedures City Planner 4th Quarter High 3. Irrigation/Re-use analysis City Planner 3rd Quarter High 4. Comp Plan adoption/. plementation City Planner 4th Quarter High 5. Planning Department website improvements City Planner 2nd Quarter Moderate Administration/General Goals 1. Implement electronic City Council Packets and purchase tablets for 2 Council Members City Administrator 2nd Quarter High 2. Work with Hennepin County and MNDOT to plan and budget appropriately for the Highway 55/116 intersection project in 2017 City Administrator 4th Quarter High 3. Hold a business forum and two business tours of three businesses in 2017 City Administrator 2nd & 4th Quarter High 4. Implementation of Laserfiche in the Finance, Administration and Planning Departments. City Administrator On -going Moderate 5. Work with Council and Staff to try and attract campus business users on Highway 55 City Administrator On -going High 6. Succession Planning - Work with Staff and Department Heads to put together incorporate a succession plan into an updated 10 Year Staffing Plan City Administrator 2nd Quarter High 7. Personnel Policy - Conduct a comprehensive review and update of our employee personnel policies. A thorough review has not occurred since 2011 City Administrator 3rd Quarter High 8. IT/Server/email - Switch the server to Microsoft 365 online and implement .gov email accounts and website City Administrator 4th Quarter High 9. Organics Recycling Grant Funds - Continue to find effective ways to spend the grant funds to increase Blue Bag Organics Recycling program City Administrator On -going Moderate TOTAL GOALS/INITIATIVES FOR 2017: 32