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Home My Public Portal About01.16.2018 City Council 4 PM Work Session Packet Posted 5/29/2009 Page 1 of 1 WORK SESSION AGENDA MEDINA CITY COUNCIL Tuesday, January 16, 2018 4:00 P.M. Medina City Hall 2052 County Road 24 I. Call to Order II. Annual Goal Setting Session III. Adjourn Posted 1.11.18 1/11/2018 1 2018 Annual Goal Setting Session Medina City Council and Staff January 16, 2018 Introduction and Overview •Mayor Mitchell •City Administrator Scott Johnson 1/11/2018 2 2017 and Past Year Work Plans •Past Work Plans •547 total goals established in past 11 years •219 on‐going implementation or new permanent operational functions •2017 Goals •32 goals established •16 completed and 16 “on‐going” that will be included with the 2018 Goals Administration Scott Johnson, City Administrator Jodi Gallup, Asst. City Administrator 1/11/2018 3 Administration Operations/Functions •Human Resources/Benefits •Elections •Administrative Support/Personnel Management •Recycling & Organics Coordination •Contract and Document Management (official records) •IT/Communications and Public Relations (website, newsletter, social media, local press) •Licenses/Permits (liquor, tobacco, gambling, solicitor, etc.) •Business Sector Relationships/Economic Development •Council Meeting Preparation & Policy Implementation •Parks and Community Building Liaisons 2018 Overarching Organizational Goals •Institutionalize employee shared/core values. Hold a spring employee training session and continue the employee discussion on our core values. Amend our hiring materials and annual reviews to incorporate our core values (on‐going). •Continue to stay involved with business networking groups, business forums, business tours, attract business and other opportunities to strengthen ties with our local businesses (on‐ going). •Continue to implement electronic document management in the City (includes Laserfiche at City Hall) 1/11/2018 4 Review of 2017 Goals •Implement electronic city council packets and purchase tablets for Council members – Jodi Gallup has been emailing a link to the electronic packets since March. City Council at the October 17th Work Session decided to use their own devices for electronic packets and no devices will be ordered. Council members now have access to electronic packets in their own OneDrive cloud space (are Council members utilizing?), which is linked to their city email addresses. •Work with Hennepin County and MNDOT to plan and budget appropriately for the Highway 55/116 intersection project in 2017 – project is under construction and will be completed in the spring of 2018. Review of 2017 Goals •Held a business forum and two business tours of three businesses in 2017 – the spring business forum and tours were held on March 21st and the fall business tours were held October 11th. •Implementation of Laserfiche in the Finance, Administration and Planning Departments. (on‐going) •Work with Council and Staff to try and attract campus business users on Highway 55. (on‐going) •Succession Planning ‐ Worked with staff and department heads to incorporate a succession plan into an updated 10 Year Staffing Plan – Item was approved on May 2 nd. 1/11/2018 5 Review of 2017 Goals •Personnel Policy ‐ Conducted a comprehensive review and update of our employee personnel policies. A thorough review had not occurred since 2011. The City Council reviewed the policy at the August 15th work session and adopted the policy changes on September 5, 2017. •IT/Server/email ‐ The server was switched to Microsoft 365 online. Changed to .gov email accounts and website. •Organics Recycling Grant Funds ‐ Continued to find effective ways to spend the grant funds to increase Blue Bag Organics Recycling program. The city continues to offer a $20 credit on residents’ garbage bills for signing up for Blue Bag Organics. The city worked with Hennepin County to produce an organics mailer which was mailed to all Medina residents. 2018 Administrative Goals •Create a master City Council meeting schedule (include fire department open houses, chamber of commerce meetings, open houses, quarterly meetings, etc.) (1st Quarter) •Review garbage hauling contract with Randy’s Environmental Services and continue to improve organics participation (1st Quarter and on‐going) •Continue to monitor any changes to health care reform and seek competitive health insurance options for 2019 and beyond (on‐going) 1/11/2018 6 2018 Administrative Goals •Administer 2018 Elections and implement any necessary process changes to absentee voting/”early voting” and e‐poll books (3rd Quarter). •Explore solar options for City facilities in the Xcel Energy service area (3rd Quarter). •Complete with Hennepin County and MNDOT the Highway 55/CR 116 intersection project/quiet zone – project is under construction and will be completed in the spring of 2018 (3rd Quarter). Planning Department City Planner – Dusty Finke Associate Planner – Deb Peterson Office Assistant (.35 FTE) – Linda Lane 1/11/2018 7 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 2017 Accomplishments •Comprehensive Plan – 1 st city submitted •Electronic Records Conversion •Website improvements ‐ ongoing •Building Permit Activity •60 single family homes •$47,461,896 construction valuation •$542,167.41 in total permit revenue •Small Cellular Right‐of‐Way Ordinance •Landfill ordinance •Assistance w/ Analysis of other Departments •Broadband/Cable Franchise •Stormwater Equivalent Factor •Municipal State Aid •Infrastructure Mapping •Predatory Offender ordinance •Pinto Drive trail grant 1/11/2018 8 2018 Planning Department Goals •Comprehensive Plan Implementation •Creation of new Mixed Residential regs (Q2) •Rezoning of many properties affected by land use change (Q3) •Zoning Ordinance updates related to density (Q1) •R3 for updated MDR density •Uptown Hamel for new density •Potential Ordinance updates related to objectives/strategies (Q3) •Commercial area between Meander and Highway 55 •Uptown Hamel design guidelines •Review adjacent community Comprehensive Plans (on‐going) •MSA Route Analysis (Q1) •Stormwater Management Regulations (Q2) •Connection Fee/Building Permit Analysis (Q2) •Consider credit card implementation for building permits (Q4) 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 1/11/2018 9 Public Works Functions Includes operations, maintenance , and capital planning of the following: •Water, Sewer, Storm Water Utilities •Streets •Parks/Trails •German Liberal Cemetery Review of 2017 Goals •Completed the replacement of bad curb on Clydesdale Trail (116 to just east of 600 Clydesdale Trail). The mill and overlay will be completed spring of 2018. •Completed the parking and spectator area in the northeast corner of Hamel Legion Park. •Dug‐out covers installed at Hamel Legion Park. •Installation of Volleyball Court at Park at Fields of Medina. •Amended the Water Appropriations Permit with the DNR to reflect future five year water usage and added Well #8. •Completed the replacement of water infrastructure and are currently working on the sewer lining in conjunction with the 116/55 Project. •Cleaned out all basin sumps with the new Vactor. •Removal of old fuel tanks at City Hall was accomplished. •Completed safe trail crossing on Elm Creek, west of Rainwater Nature Area. 1/11/2018 10 2018 Stormwater Goals •Continue working to secure grants available for Pioneer Creek Watershed Projects listed in 2015 sub‐watershed study. •Hickory Drive off Hamel Road storm water improvements. Work towards grant funding, securing property, and plans for a 2019 project. (4th Quarter) •Work with the Long Lake Creek group to find workable solutions to correct phosphorus issues in Long Lake Creek and in Long Lake itself. (2nd Quarter) •Working with GIS program to fulfill MS‐4 permit mapping requirements. (2nd Quarter) •Complete Stormwater Maintenance Policy. (3rd Quarter) •Resolve the Fern Street erosion issues. (2nd Quarter) •Baker Park Ravine Project. (4th Quarter) 2018 Streets and Roads Goals •Hickory Drive off County Road 24 (3rd Quarter) •Highcrest Drive / Oak Circle – Overlay (3 rd Quarter) •Tower Drive west of Pinto Drive – Overlay (3 rd Quarter) •Continue to implement and update the Pavement Management Plan and re‐evaluate some of the scheduled projects. 1/11/2018 11 2018 Parks and Trails Goals •Pinto Drive / 116 Connection. (3rd Quarter) •Little League / Baseball Lights, and Dugouts at Hamel Legion Park. (3rd Quarter) •New pavilion and paving of parking lot at Maple Park. (3rd Quarter) •Replace asphalt trail and storm pipe along the south side of Hamel Legion Park. (3rd Quarter) •Work with Planning, City of Plymouth, Wayzata schools, and Wild Meadows to connect trails at County Road 101 tunnel. (4th Quarter) 2018 Water and Sewer Goals •Complete Water Tower Rehab Project. (2nd Quarter) •Continue to work with MCES, Loretto, Independence and Greenfield on long term sewer service and maintenance, along with updating the tri‐city agreement to a quad‐city agreement. (4th Quarter) •Hold a work session on our water resources; including wells and irrigation reuse. (2nd Quarter) •Meet with as many HOA managers as possible to discuss water conservation as it relates to irrigation re‐ use. (2nd Quarter) 1/11/2018 12 2018 General Public Works Goals •Follow through with equipment CIP purchases for 2018. (2nd Quarter) •Complete last portion of the paving of the Public Works/Police parking lot. (3rd Quarter) Finance Department Erin Barnhart, Finance Director Jennifer Altendorf, Accountant Anne Klaers, Accounting Clerk 1/11/2018 13 Finance Department •Accounts Payable •Payroll •Utility Billing •Accounts Receivable •Budget •Financial Reporting •Risk Management •Cash Management Review of 2017 Goals •Cross Train Finance Team ‐ Complete •Finance staff are cross‐trained in operating functions of the department. Major tasks are also written out with step by step instructions. •Department Meetings – Complete •Conduct weekly staff meetings – discuss council updates, project updates, budget, audit and goals. •Training – Complete •Attend quarterly training seminars. Finance Director attends monthly training with GFOA. •Policies & Procedures ‐ Complete •Streamline staff between departments. Policies in place to keep a productive work environment along with good communication. 1/11/2018 14 2018 Finance Goals •Water/Sewer Rate Analysis •Review current structure, determine validity of future rate increases and review overhead needs/transfers. (2nd & 3rd Q) •Building Permit Fee Analysis •Review all fees associated with building permits; verify staff time, operations/overhead, review grading fees for double charges against fees collected through building permit . (2nd & 3rd Q) •Utility Billing Software •Recode properties that use Maple Plain water. Police Department Ed Belland, Police Chief Jason Nelson, Sergeant Cec Vieau, Administrative Assistant Anne Klaers, Police/Finance Clerk Melissa Robbins, CSO Kevin Boecker, Investigator Police Officers: Chris McGill, Keith Converse, Josh McKinley, Dave Hall, Tom Gregory, Jeremiah Jessen, Andrew Scharf Reserve Officers: Sgt. Mike Chorley, Todd Larson, Mark Ihrke, Ron Dahl, John Cowle, Jeff Kordiak 1/11/2018 15 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 Officer coverage 24‐30 Hours a Week •Reserve coverage on Friday and Saturday nights, community events and emergencies Investigations: •Criminal Investigator •Drug Task Force Investigator Review of 2017 Goals •Provide professional, courteous public safety services for all residents and visitors to the City of Medina –On‐going. •Secure training on implicit bias for our department ‐Completed on June 26th. All our officers have received training in implicit bias issues and critical incident relating to mental health calls which is required by POST training standards. •Train for active shooters –On‐going. New officers attended the basic training. Officer Boecker was appointed as our active shooter coordinator. On September 25th the entire department participated in an active shooter tabletop using four locations in Medina. •Work with the new communities in Medina on community policing –On‐going. Inviting all community members to the community events: Bike Rodeo, Night to Unite, Loretto FunFest, Medina Celebration Day and Holiday Train. Using our Facebook Page to connect to the community. Started “Coffee with a Cop” events in 2017. 1/11/2018 16 Review of 2017 Goals •Continue to build relationships with our minority community –On‐going through our social media and community events. •Do at least three public speaking events on current affairs with the police department (speaking events in the 2nd, 3rd, and 4th quarters)Medina Ridges Meeting, WMDTF Annual Meeting, news conference on the PRO Max vehicle with LMCC, Recognition Dinner, Reserve Annual Meeting. •Renew LELS Contract –Completed •Continue to work on Hamel, Loretto and Maple Plain Fire Contracts –Hamel and Maple Plain Fire Contracts are completed. Loretto is going to continue to roll until there is an issue with one of the six parties involved in the contract. Long Lake Fire is still under a 20 year contract that is currently being revised. 2018 Goals Provide Professional, Courteous Public Safety Services for all Residents and Visitors to the City of Medina. •Implement a NarCan Program to address opiate epidemic (1 st Quarter) •Revise training schedule to include new state mandated training (2nd Quarter) •Expand the “Coffee with a Cop” program (2nd Quarter) •Explore the cloud option for video storage (2nd Quarter) •Replace the current fleet of portable radios (3rd Quarter) •Evaluate the options for body cameras / weapon cameras (4th Quarter) •Recruit and retain more Reserve Officers (entire year) •Continue to build relationships with our minority community through social media and community events (entire year) •Work with the new communities in Medina on community policing (entire year) •Work with our four fire departments on efficiency and effectiveness (entire year) 1/11/2018 17 Other Discussion Topics •Council training opportunities •League workshops •Land use training (League and City) •END