Loading...
HomeMy Public PortalAbout2023-003 Resolution Adopting Goals for FY24RESOLUTION 2023-003 RESOLUTION ADOPTING GOALS FOR FY24 WHEREAS, the City of Riverdale, Iowa ("City") is a municipal corporation, organized and operating under the laws of the State of Iowa; and, WHEREAS, Council, Mayor, and the City Clerk met with consultant Pat Callahan on November 11, 2022, for a public goal -setting work session; and, WHEREAS, the attached documents outline the process and goals proposed; and, WHEREAS, Council wishes to adopt goals for FY24; and, WHEREAS, the funding source for this action was # 001-650-6414 - City Hall Payments to Others. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF RIVERDALE, IOWA, THAT: Section 1. The attached goals are hereby adopted for FY24. Passed and approved this day of g ( APPRR ED: Anthony Heddlesten, Mayor 2023. ATTEST: Osin Kelly Krell k City of Riverdale, Iowa 110 Manor Drive, Riverdale, Iowa 52722 (563) 355-2511 www.riverdaleiowa.com CITY OF RIVERDALE, IOWA MAYOR & CITY COUNCIL GOAL SETTING REPORT 2023 - 2024 Mayor: Anthony Heddlesten City Council Paul DCamp Doug Littrel Kevin Adams Beth Halsey Vincent Jurgena City Clerk: Kelly Krell Fire Chief: Chris Bernard Facilitated by: Patrick Callahan Callahan Municipal Consultants, LLC November 11, 2022 Operations Manager: Brian Ballard City of Riverdale, Iowa Planning and Goal Setting Session 2023-2024 Introduction The City of Riverdale requested assistance from Patrick Callahan in October 2022, for a planning and goal setting process. Mr. Callahan agreed to organize and facilitate a process that involved the following steps: 1. Prepare a questionnaire to identify department needs, capital projects, accomplishments, programs, issues, trends and team building suggestions. 2. Prepare a list of the overall capital projects and suggested initiatives and programs based upon the comments of the elected officials and city department heads. 3. Facilitate a strategic planning and goal setting session with the elected officials. 4. Preparation of this final report. Goal Setting Work Session City Council Members and the Mayor held an informal non -binding work session that was facilitated by Mr. Callahan on November 11, 2022. The City's elected officials and department heads were asked to do the following: 1. Identify the major accomplishments of the City in 2021 and 2022, as listed by the Mayor and Council and by the City Department Heads (Exhibit A). 2. Review the list of important issues, concerns and trends facing the City in 2023, as listed by the Mayor and Council Members and by the City Department Heads (Exhibit B). 3. Review and revise the list of potential initiatives, policies, and programs. (Exhibit C). 4. Indicate those initiatives and programs that are the most urgent or important at this time with a ranking process. 5. Review and revise the list of potential capital projects. (Exhibit D). 6. Indicate those capital projects that are the most urgent or important at this time with a ranking process. 7. Provide comments and suggestions regarding teamwork and communication objectives. (Exhibit E). Note: The Letter of Introduction, the Agenda for the Goal Setting Session, and the Preliminary Questionnaire are attached to this report as Appendix A, Appendix B and Appendix C, respectively. 1 THE CITY COUNCIL'S LIST OF "GIVENS" After reviewing the list of proposed programs and policies, the Mayor and City Council Members concluded that the City was already committed to the completion of the following capital projects and programs: 1. Sewer rate increases — communicate to those affected and update the billing system. 2. Proceed with the next phase of the sanitary sewer rehabilitation project. Since the City Council had already committed to the completion of these items, it was agreed that the Mayor and City Council would not need to rank or prioritize these suggestions. THE CITY COUNCIL RANKING PROCESS After reviewing the list of proposed programs, policies, and potential capital projects, the City considered four ways to prioritize and rank the items listed on Exhibits C and D. The City Council decided to use a "three tier" ranking system. The Mayor and City Council Members were each given nine dots of three different colors. A complete list of all programs, policies, and projects were listed on large "Post It" sheets for Council consideration. The following ranking system as used: • Top Three Items — Green — 3 Points each • Next Tier of Three Items — Yellow — 2 Points each • Next Tier of Three Items — Red — 1 point each A composite total or score for each of the proposed programs, policies and initiatives was calculated, as shown on Exhibit C. The same ranking process was used to prioritize and rank the proposed capital projects and equipment purchases, as shown on Exhibit D. POLICIES, INITIATIVES AND PROGRAMS — 2023-2024 The Mayor and City Council identified the following initiatives and programs as the most urgent or important. 1. Establish financial long term planning, improve reporting and ensure more robust controls that will be in place, even as the City has city staff or council turn over. 2. Capital Improvements Plan (CIP) — develop method for discerning which projects get funded. 3. Create storm water utility 4. LMI funding plans need to be developed 5. Update City ordinances 6. Striving for fiscal discipline - one of many operational values of city staff, contractors and other stakeholders and keep budgets reasonable. 7. Fire Department — 5 to 10 Year Truck & Equipment Replacement Schedule. 2 8. Employee handbook update and implement an employee performance review process and faithfully conduct employee reviews. NOTE: A complete list of all programs and initiatives, as ranked by the Mayor and City Council Members is attached as Exhibit C CAPITAL IMPROVEMENT PROJECTS — 2023-2024 The Mayor and City Council identified the following capital projects and equipment purchases as the most urgent or important. 1. Cul de sac and park at Fenno neighborhood 2. City Hall parking lot reconstruction project 3. Railroad quiet zones 4. Sewer intakes on US Highway 67 — Engineer has a cost estimate 5. Fenno Road Bridge Project 6. Haven's Acres shelter — Peggy's Park + bathrooms 7. Bellingham Road repairs 8. Parks playground equipment purchases — identify desired equipment and costs. Note: A complete summary of the rankings of all capital projects and equipment purchase is attached as Exhibit D. TEAM BUILDING AND COMMUNICATION The Mayor and City Council reviewed a list of ideas and suggestions relating to team building and building a better working relationship. The list of team building suggestions is identified as Exhibit E. FUTURE PLANNING SUGGESTIONS It is recommended that the Mayor, City Council, and City Clerk prepare an "action plan" for the top ranked capital projects and the initiatives & programs. The action plan for each goal would define the steps needed to accomplish the various tasks or objectives. These action plans could then be presented to the Mayor and City Council for review and approval and made a part of this Goal Setting Report. It is recommended that the goals and objectives be posted in the Council Chambers at City Hall. The posting of the City Council's goals and objectives will serve as a reminder to the City Department Heads and the citizens as to the priorities that were established by the Mayor and City Council. 3 It is recommended that the City Council review the lists of capital projects/equipment purchases, and initiatives, programs, and monitor the progress that is made on each item on a quarterly basis. The City could use a format that shows the project or item side by side with a comment that updates the City Council and the residents of the City on the progress that has been made on each item at the end of each quarter. The tentative dates in 2023 for the quarterly updates are: April 11, July 11, October 104, & January 9. It is important to note that the prioritizing of all the capital projects and various initiatives is not "cast in stone." The two lists can be modified as new circumstances may dictate. Hopefully, the Mayor and City Council will repeat this process in 2024, which may result in some additional modifications. It is recommended that the City continues to update the capital improvements plan to identify the City's capital projects over the next four to seven years. The plan should include cost estimates, descriptions of the projects, the justification, and sources of funding. A handout on the preparation of a capital improvements plan has been made available to the Mayor and City Council. COMMUNICATION OF COUNCIL GOALS AND OBJECTIVES TO CITIZENS Since the citizens of Riverdale are basically the "shareholders" or owners of the City, it is important that they are informed about the goals and objectives that have been established by the Mayor and City Council. The following is a brief summary of various activities that have been used in other cities to communicate the City Council's goals and objectives to local residents. 1. City Website. After the Mayor and City Council have reviewed and formally adopted the Goal Setting Report, a copy of the report can be placed on the City's website for review by the citizens of Riverdale. 2. Town Hall Meeting. The City Council could schedule a town hall meeting or public forum to present a summary of the City's goals and objectives and to seek comments and observations from local residents. 3. City Hall Posting of Goals. The Council's goals and objectives could be posted in the lobby area at City Hall for interested residents to review. 4. Open Houses — City Facilities. Annual "open houses" at various City buildings, such as City Hall, Fire Station, Public Works Shop, could be held to inform the citizens about the upcoming city projects and programs that have been proposed. S. Presentations to Service Clubs. The Mayor, Council Members, and City Clerk could make brief presentations to local services clubs and organizations outlining the goals and objectives. 6. Public Places —Reading Material. A copy of this goal setting report or a brief summary of the City's goals and objectives could be made available in public places or where local residents could read this report. 4 FINAL COMMENTS It was a pleasure to assist the City of Riverdale with this goal setting process. We were pleased with the level of cooperation of the city staff and the elected officials. Once again, thanks to the City Clerk, the Mayor, and the City Council Members for the great cooperation and timely responses during this process. Patrick Callahan Callahan Municipal Consultants, LLC November 21, 2022 5 EXHIBIT A CITY OF RIVERDALE, IOWA GOAL SETTING SESSION 2023-24 Major Accomplishments — Mayor & Council Members Responses 1. Dolly Parton Imagination Library 2. Bicentennial Park Projects *Access Path *Fire truck access in Bicentennial Park *Emergency exit from Woods Estate into Manor Drive 3. Fenno Road Reconstruction Project 4. Rehiring & realigning city staff and addressed several staff personnel isssues. 5. Filling all the boards and commissions 6. ARPA funding used to improve sewer network/continuing I&I repairs 7. Parks & Trails Assessment Plan — developed a parks plan, to consider future projects to ensure the parks meet citizens' needs. S. Wood Estate development, inspections and infrastructure conveyance to the City. 9. Sewer Rehabilitation project progress and sewer rate recalibration to start in 2023. 10. Havens Acres roadway repair project and manhole lid repairs 11. Improvement of Riverdale city document management processes and systems. 12. New Riverdale website and reestablished the monthly newsletter. 13. Riverdale's well equipped and well trained and dedicated volunteer fire department continues to be highly rated by the state of Iowa. 14. Riverdale has developed a parks plan, to consider future projects to ensure the parks meet citizens' needs. 15. Riverdale prevailed in a legal dispute initiated by the QC Bicycle Club et al, regarding access to city property adjacent to a popular regional multi -use trail. Gate installed in bike path and fence put up along MRT in Havens Acres. 16. Televised sanitary sewer lines to determine if any sewers have collapsed. Phase 2 completed. 17. Phase 1 & 2 of Storm Sewer System upgrade. 18. Fire Department — Two tankers upgraded. 19. Updated several city ordinances. EXHIBIT B CITY OF RIVERDALE, IOWA GOAL SETTING SESSION 2023-24 Issues and Concerns — Mayor & City Council Member Responses 1. Backfill eliminated & new backfill program created 2. Woods Estates build out happened faster and more expensive, but now economy halting its further development. 3. State legislature heading down a path of increased partisan actions that impact young people wanting to stay in/move to our state when Illinois is just across river moving in an opposite, but equally partisan fashion 4. Significant population decrease in census changed funding streams even though population has likely increased significantly with new development. S. Almost all land is now developed or slated for development, meaning the City needs to focus on high quality additions to last remaining areas. 6. Significant portion of remaining open space is public land without taxes 7. Rail line increases causing significant negative impacts to our community and future growth and regional support is not available. 8. Rail merger. Can the City mitigate the various challenges residents and businesses will face with the increased rail traffic flow due to occur after the merger? 9. Multi -use trail connector. Need to explore alternative ways to connect the Mississippi River Trail and Duck Creek Trail head, without allowing traffic through the Havens Acres neighborhood. Determine an alternative amenable to all parties that would provide high value to jot just Riverdale, but the wider Iowa Quad Cities. 10. State regulations, such as EPA storm water or street sweeping regulations, etc., that Riverdale should perhaps be excluded due to our size. In many cases, towns less than 1,000 are exempt. Urge contracted experts not to accept such requirements without exploring options that are reasonable for small towns (EG., does EPA 833-F-00-003 "Storm water Phase II Final Rule" document provide waiver criteria allowing Riverdale an exemption?) 11. Troubling trend in the rate that areas of the budget have increased over a number of years. For example, over a 10 year period, Public Safety budget has increased at a rate significantly higher than CPI. Particular areas of concern have been Public Safety, Public Works, and General Government. 12. Iowa American Water approached the city council several years ago with a proposal to acquire the sanitary sewer system. Sewer rates could follow a similar trajectory as water rates have, if they were to assume ownership of the sanitary sewer. The City Council should certainly scrutinize any proposals that are put forward. 13. With a full-time Public Works Manager/Maintenance person, Riverdale should reevaluate public works contracts. The City may benefit by bring some contracted work "in-house." But this should be evaluated as a "total cost of ownership" vs total expense of hiring out. 14. Riverdale should work to bring in businesses that complement our small town culture. What steps could the City take to encourage development within the new strip of commercially zoned property adjacent to US Highway 67 near city hall? 15. Concerned for elderly in community to pay bills that the City created. 16. Bettendorf not maintaining their property around Riverdale. (Creek). 17. Garbage pick-up may get too expensive without fee. 18. Taxes may become too high for aging population to pay. 19. State will continue to give less money. 20. County & School taxes will continue to go up. 21. May lose Arconic or other businesses. 22. Establishing a walk -around to connect bike trails. 23. Making sure the City submits the budget on time. 24. Getting Woods Estates residents to involve themselves in the City Council. 25. Establishing quiet zones through Riverdale with the CP/KC Southern Railroad. 26. More ordinances to update — recodification 27. Kelly's training 28. Onboarding & training additional staff EXHIBIT C — RANKINGS CITY OF RIVERDALE, IOWA GOAL SETTING SESSION 2023-2024 Significant Initiativ es, Programs & Policies — Mayor and Council Member Rankings G oal or Objecti ve Anthony Paul Beth Vince Doug Kevin Total Sc ore 1. Establish financial long term planning, impr ove rep orting and ensure more robust controls that will be in place, even as the city has city staff or council turn over . 2 3 3 3 3 - 14 2. Capital Improvements Plan — develop method for discerning which pro je cts get funded 3 3 2 3 - - 11 3. Create sto rm water utility 1 2 3 2 2 - 10 4. LMI funding plans need to be developed 3 2 1 2 - - 8 5. Update City o rdinances - 3 2 - 3 - 8 6. Striving for fiscal discipline, one of many operational v alues of city staff, contractors and other stakeholders and keep budgets reaso nable. - 1 1 3 1 - 6 7. Fire Department — 5 to 10 Truck Equipment Replace ment Schedule 1 - 2 - 2 - 5 8. Employee handboo k update and implement an employee performance review process and faithfully conduct employee reviews. - 1 - 1 3 - 5 9. Update the city comprehensiv e plan - 2 - - 2 - 4 Goal or Objective Anthony Paul Beth Vince Do ug K evi n Total Score 10. Continue to provide inviting public spaces and host municipal events that bring residents together 2 - 1 1 - - 4 11. Need to work with realigned staff to best find the most useful tasks for each position — update job descriptions 2 1 - - - - 3 12. How the city can in vest in current businesses and grow the downtown area through resp onsible investments . 1 - - 2 - - 3 13. Plan open space in new neighborho ods 3 - - - - 3 14. After one year — loo k at Sewer Rates and how it affects (Seniors) community. - - 3 - - - 3 15. Open burning ordinance - review - - - 1 1 - 2 16. Possible discussion on wards so there is representation of each neighborhood - - - - 1 - 1 17. Electronic payment optio n for the sewer bill - - - - - - 0 Scoring System — Per Mayo r & Cou ncil Membe rs Rankings — November 11, 2022 Top Tier (Green Do ts) = 3 points Next Tier — (Yellow Dots) = 2 points Next Tier — (Red Dots) = 1 point EXHIBIT D — RANKINGS CITY OF RIVERDALE, IOWA GOAL SETTING SESSION 2023-2024 Capital Pr ojects & Equipment Purchases — Mayor and Council Member Rankings G oal or Objective Anth ony Paul Beth Vince Do ug Kevin Total Sc ore 1. Cul de sac and park at Fenno neighborhood 3 2 3 3 3 - 14 2. City hall parking lot reconstruction project 3 3 2 3 - - 11 3. Railroad quiet zones - 1 3 3 3 - 10 4. Sewer intakes on US Highway 67 — Engine er has a cost estimate 2 3 - - - 7 5. Fenno Road Bridge Project 1 3 3 - - - 7 6. Hav en's acres shelter — Peggy's Park & bathro oms 1 - 1 2 2 - 6 7. Bellingham Road repairs 1 2 - 2 1 - 6 8. Parks playground equipment purchases — identify desired equipment and co sts. 2 1 2 1 - - 6 9. Substitute for street swe eper/le af sweeper 2 1 - 1 - - 4 10. LMI co nstruction efforts - 2 - 1 - - 3 11. Upgrade the alley of Fenno Drive - - 3 - 3 12. Schedule clean-up of de bris from Duck Creek - - 2 1 - 3 Goal or Objecti ve Anthony Paul Beth Vince Doug Kevin Total Score 13. Walking trails to interconnect neighborhoods 3 - - - - - 3 14. Storm water improvements in older neighborho ods - - 2 - - - 2 15. Install a station to charge electric vehicle - - - 2 - 2 16. Widen Fenno Road — Street Construction 1 - 1 - - - 2 17. Maintenance facility for public works equipment & bathrooms - - - - 1 - 18. Emergency Access for Fenno Road - - 1 - - - 1 19. More lighting for the park in Havens Acres - - - - - _ 0 20. Replace office furniture & kitchen appliances - - - - - - 0 21. Kayak access to river - - - - - 0 Scoring System — Per Mayo r & Co uncil Members Rankings — November 11, 2022 Top Tier (Green Do ts) = 3 points Next Tier — (Yellow Dots) = 2 points Next Tier — (Red Dots) = 1 point EXHIBIT E CITY OF RIVERDALE, IOWA GOAL SETTING SESSION 2023-24 Teamwork Suggestions — Mayor & City Council Members Responses 1. Schedule more get togethers outside of city council meetings to build team rapport 2. More training for elected official on how city government is supposed to work °LOC as an example) 3. Meet with neighboring communities with similar issues. 4. The overall group's convivial working relationships is good and even with a diversity of vantage points, the parties have done a good job of discussing and listening, and ultimately arriving at decisions. 5. Staff needs timely positive and constructive feedback regarding performance. A clear process should be in place to allow staff to understand criteria for salary increases. There should never be surprises on why a "pay bump" was not granted. 6. Appoint more citizens to the vacancies on the city boards and commissions. 7. We work well together and as older council members step down, the citizens of Woods Estates will hopefully get involved by running for the City Council in the future. 8. City Council Workshops — Brain storming sessions. *Effective way to obtain facts in advance *Early notification on capital projects, significant outlays, various options, and a good way to get Council feedback. 9. Tackle City goals — one at a time as a team. 10. Monitor emails more closely. 11. Volunteer to lead or participate in major projects. 12. Be an active participant in city events.