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Home My Public Portal About01.20.2015, City Council Special Meeting PacketMEDINA► WORK SESSION AGENDA MEDINA CITY COUNCIL Tuesday, January 20, 2015 4:00 P.M. Medina City Hall 2052 County Road 24 I. Call to Order II. Annual Goal Setting Session III. Adjourn Posted 1.16.15 City of Medina 2014 Goals Update December 15, 2014 Public Works Goals 1. Resolve funding sources for Tower Drive project: Stormwater fund, MSA, Water and Sewer funds, and bonding are the proposed sources of funding. 2. Finalize the Loretto storm pond project: Signs are in and seeding is being completed, the project will be closed out by the end of year with a final payment request. 3. Create inventory records and infrastructure mapping through GPS of the storm ponds: Base maps are under review and WSB is working on the projects related to this goal. 4. Complete Tuckborough and Hunter Farms Road Projects: Projects have been Completed 5. Complete Chippewa Road West Project: Project has been Completed 6. Continue to implement pavement management plan and add to the Capital Improvement Plan: 2014 items are in place and still working on future years. 7. Plan neighborhood parks for new and existing developments: Ongoing or as needed. 8. Work with developer to complete the Parks at Fields of Medina: Fields of Medina is under construction, playground equipment has been delivered, and trails and parking lot are in. In early January I will put together a plan of attack for this project. I want to bid out the work and get it ready to go first thing in 2015. 9. Complete Hamel Legion Park parking lot pavement and water treatment design: Completed 10. Apply for new safety equipment grant: Medina was able to get a safety grant for equipment at the new facility and received the scissor lift. 11. Complete the Wellhead Protection Plan Part II: Letters were sent to all addresses with possible wells located in the DWSMA area and surveys. We are currently waiting for response letters. 12. Continue to lobby for MCES service for the Loretto sewer: Met with the consultant in July and should have some kind of an answer by December. 13. Work to secure easements for future well #8 in the Brockton/Enclave Development and moving forward with Wellhouse # 3 modification plan. Completed 14. Upgrade the controls for the Independence Beach Well House, as well as the Water Treatment Plant: The IB project is done and we are still waiting on the WTP. 15. Update water and sewer ordinance: 80% complete — will be meeting with planning to go over some of the building permit portions. Public Safety Goals 1. Organize and develop new procedures for the new facility - Completed 2. Replace the current West Metro Drug Task Force member — Completed 3. Replace the current Community Service Officer — Completed, Brandon Wenande accepted the position and started at the end of April. 4. Implement Felony E-Charging process —Completed 5. Complete the West Metro Drug Task Force building project — Completed 6. Review recognition policy — Policy Complete. Finance Department Goals 1. Evaluate the Finance Department's staffing needs and the assignment of accounting/finance functions — A staffing plan is proposed that includes the following (all of the changes were discussed and included with the proposed 2015 Budget): a. Filling of the Finance Director position (currently contracted) —January 2015 b. Elimination of the Assistant Finance Director position (currently filled) —January 2015 c. Filling of the Accounting Technician position (filled in 3`d quarter 2014) d. Filling of a new part-time Finance Department position — 1st quarter 2015 e. Decreased use of contracted finance and accounting services —January 2015 2. Continue the implementation of a skill/training program with the Assistant Finance Director - Ongoing 3. Review of the annual budget document preparation process and implementation of recommended changes — An improved, more user-friendly base budget document has been developed, which will improve efficiencies of the mechanical components of the budgeting process. 4. Provide accounts payable expenditure coding training to city staff— Expenditure coding instruction has been occurring on an individual basis as necessary. 5. Change site for finance archives and organization to remain in compliance and on schedule with records retention — Projected to occur at a time coinciding with contemplated City Hall renovations 6. Discuss process and policy direction for the 2015 budget planning — A preliminary 2015 operating budget and property tax levy were authorized in September 2014 and approved in December 2014. Planning/Zoning Department Goals 1. Complete City Hall space planning, renovation, and moving - ongoing 2. Conduct a Municipal State Aid (MSA) Analysis — completed Q1— revision approved by MnDOT 3. Discuss Utility Fee Structure — begin Q2 — Discussed; Council determined no action necessary 4. Implement Laserfiche Document Management Software in Planning Department— Q4— Begin implementation for new documents in 2015; begin scan of historical records in 2015 5. Revise the Subdivision Ordinance — Q4 — delayed related to existing requests/disputes 6. Assist in goals of various other departments — ongoing Administration Goals 1. Create five-year staffing plan — Department Heads are completing their work on this item. A draft plan will be e-mailed to the City Council in the 4th quarter. 2. Implement Laserfiche Document Management Software in the Finance, Administration, and Planning Departments — Crabtree Companies has implemented the electronic file storage system at City Hall. Administration was the first department to use the technology. Other departments will begin to implement the new system later in 2014. 3. Research health insurance options for 2015 by serving on LOGIS committee —Jodi Gallup continues to serve on the Board for LOGIS and review different health insurance options for 2015. LOGIS has negotiated a 10.5% increase for 2015 for Medina to continue our current benefits. This increase is budgeted for in the 2015 budget. There is no increase for dental insurance for 2015. 4. Hold two business tours of three businesses in 2014 — Business tours were held on March 26th. Complete Eye Care and Jasper Engineering were toured by the City Council (Jack Day had to cancel his tour at the last minute). Business tours will be held again this on November 21, 2014. The City Council visited Kalla Lily Salon & Spa, Worldwide Gaming, and PupTown. 5. Improve absentee voting efficiencies with new "no excuse" absentee voting law — Staff continues to look into this issue to try and find a good solution. Council approved adding a part-time temporary position to help with absentee ballots and scanning documents. The part-time position started in September and will work through the election. This position has been extremely valuable for handling the new walk-in absentee ballot traffic and scanning documents into the Laserfiche system. Current staff would not have been able to keep up with absentee voting and starting the document scanning process. 6. Work with Hennepin County and MNDOT to find a funding source for the Highway 55/116 intersection project — A meeting was held with MNDOT and Hennepin County on October 16th. MNDOT requested updated traffic counts for this intersection from Hennepin County. This information has been provided. Hennepin County needs to do further research on the impact of trains on the intersection. Medina and Hennepin County are requesting a dual left turn lane at this intersection to go east on Highway 55. MNDOT recently approved Hennepin County and Medina moving forward with the interim improvements to add a second left turn lane on CR 116 in the spring of 2015. 7. Look into Park and Ride options for the City —A Park and Ride survey has been sent to Medina residents. The deadline for the survey was April 15th. Staff brought forward the results of the survey to a Council meeting. Staff also met with representatives from Met Transit and the City of Plymouth. The survey does not support expansion of mass transit to Medina at this point. Staff will work with Plymouth to advertise their mass transit opportunities. 8. Continue to create procedures to streamline city operations across two campuses — Staff continues to look for procedures to update to make the work environment more efficient for both buildings. 1/16/2015 2015 Annual Goal Setting Session Medina City Council and Staff January 20, 2015 Introduction and Overview City Administrator Scott Johnson 1 1 1/16/2015 2014 and Past Year Work Plans Past Work Plans 423 total goals established in past 8 years 157 on -going implementation or new permanent operational functions 2014 Goals 41 goals established 24 completed and 17 "on -going" that will be included with the 2015 Goals Administration Scott Johnson, City Administrator Jodi Gallup, Asst. to City Administrator 2 1/16/2015 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 2015 Administration Goals Implement electronic City Council Packets Work with Hennepin County and MNDOT (Minnesota Department of Transportation) to implement an interim solution in the spring of 2015 and find a funding source for the Highway 55/116 intersection project —This goal is ongoing and Staff will push to have this project added to Hennepin County's Capital Improvement Plan. Create procedures to streamline city operations across two campuses — Staff continues to work on financial policies and procedure changes to make the transition to the new facility better for all departments. Changes have been made to the purchasing policy and coding invoices to help with the transition. This goal is ongoing. 3 1/16/2015 2015 Administration Goals Hold a business forum and two business tours of three businesses in 2015 Implementation of Laserfiche in the Finance, Administration and Planning Departments. Work throughout the year to get files scanned into the system. Health Insurance for 2016 — Continue to serve on the LOGIS committee to be a decision maker in the health insurance plans for 2016. Look into options to provide cost effective insurance coverage for employees. Updating the Data Practices policies to comply with new state law Create a five-year staffing plan for the City. Planning Department City Planner — Dusty Finke Planning Assistant — Deb Peterson Office Assistant (.35 FTE) — Linda Lane I 4 1/16/2015 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 2014 Accomplishments Developments Reviewed Villas at Medina Country Club Woodland Hill Preserve Dominium Building Permit Activity 95 new single family, 21 new townhomes $623,329.37 in total permit revenue Zoning Ordinance Updates Microbreweries Loading Dock regulation flexibility Staging and Growth Plan Amendment Litigation/Settlement assistance Assistance of other Departments Assessment Roll Creation Cable Franchise Analysis/Grant application Municipal State Aid Analysis and Route Amendment Tower Drive stormwater pond easement acquisition 5 1/16/2015 2015 Planning Department Goals City Hall Space Planning/Renovation/Transition — Q1-Q4 Records Management — Laserfiche — Q1-Q4 Solar Regulations — Q1 Comp Plan Update Process — Q3 Assist in goals of various other departments 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/Maintenance Worker Linda Lane, Administrative Assistant (Currently working on the hiring process for a new PW employee) I 6 1/16/2015 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 Stormwater Goals Complete Tower Drive Stormwater Project. Look into possible stormwater BMP'S in Independence Beach in conjunction with the paving project. Work to fulfill MS-4 permit requirements. Complete Stormwater Maintenance Policy. 7 1/16/2015 Streets and Roads Goals Resolve funding sources and complete the Tower Drive Project. Continue through with Independence Beach overlay project. Continue to implement Pavement Management Plan and re-evaluate some of the scheduled 2015 projects. Update Pavement Management Plan and add to CIP. Parks and Trails Bring forward a concept plan and budget for parking and spectator area in the northeast corner of Hamel Legion Park. Work with Developer and contractor to complete The Park at Fields of Medina. Complete the trail along Hamel Road in conjunction with the Tower Drive Project. 8 1/16/2015 Water and Sewer Goals Keep moving forward with implementation of Wellhead Protection Part II. Loretto sewer — continue to lobby for MCES service to address this issue. Move forward and complete well house #3 modifications and installation of well #8. Complete the upgrade of controls for the Water Treatment Plant. Update the Water and Sewer Ordinance. Work to coordinate the removal of the old water tower at Pinto Drive. Finance Department Erin Barnhart, Finance Director Jennifer Altendorf, Accounting Technician 9 1/16/2015 Finance Department Accounts Payable Payroll Utility Billing Accounts Receivable Budget Financial Reporting Risk Management Cash Management 2015 Goals Redistribute finance tasks between current and new finance staff— 1st & 2nd quarter 2015 Decreased use of contracted finance and accounting services — ongoing Cross -train all finance staff — 1st and 2nd quarter 10 1/16/2015 2015 Goals Quarterly training seminars for all finance staff — based on level and need —1st quarter 2015 Implement laserfiche into daily routine —1st quarter Provide accounts payable expenditure coding training to city staff — Expenditure coding instruction has been occurring on an individual basis as necessary — 2nd quarter 2015 Change site for finance archives and organization to remain in compliance and on schedule with records retention — Projected to occur at a time coinciding with contemplated City Hall renovations Discuss process and policy direction for the 2016 budget planning— preliminary 2016 operating budget and property tax levy due September 2015 - 2nd & 3rd quarter 2015 Police Department Ed Belland, 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, John Vinck, Dave Hall, Tom Gregory, Jeremiah Jessen Reserve Officers: Sgt. Mike Chorley, Todd Larson, Mark Ihrke, Ron Dahl, Jake Rosckes, Stephanie Torgerson 11 1/16/2015 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 Member Reserve Coverage on Friday and Saturday Nights and Community Events Investigations: • Criminal Investigator • Drug Task Force Investigator 2015 Goals Leadership Role with the Fire Departments Negotiate LELS Union Contract for Patrol Officers Negotiate Hamel and Loretto Fire Contracts Evaluate Lexipol Policy Program Update Parking Ordinance Update Dog Ordinance Explore Crime Free Multi -Housing Program Assist with the Updating of the Lake Area Emergency Operations Plan Scanning all evidence into the Records Management System 12 1/16/2015 Other Discussion Topics Affordable Housing Task Force/Study Council Training Opportunities League Workshops (will update Council as needed) Open Meeting Law Training w/ City Attorney (future work session) END 13