HomeMy Public PortalAbout01.03.2023 Work Session Meeting Packet Posted 5/29/2009 Page 1 of 1
WORK SESSION AGENDA
MEDINA CITY COUNCIL
Tuesday, January 3, 2023
5:30 P.M.
Medina City Hall
2052 County Road 24
I. Call to Order
II. Annual Goal Setting Session
III. Adjourn
Posted 12.30.2022
Meeting Rules of Conduct to
Address the City Council:
• Fill out & turn in comment
card
• Give name and address
• Indicate if representing a
group
• Limit remarks to 3-5 minutes
2023 Goals DRAFT
Main question from Council – How can the City Council support staff? Medina staff are dedicated
and very productive. They value your confidence in their work and are very appreciative of the
compensation package, including their benefits.
Overarching
(1) Institutionalize Employee Shared/Core Values. Hold an employee training session and continue
the employee discussion on our core values (On-going)
(2) 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)
(3) Continue to implement electronic document management in the City (includes Laserfiche at City
Hall)
(4) City Council Reports – Provide more visuals for Council with staff reports
Administration
(1) Work with Council and Staff to try and attract campus business users on Highway 55 and
restaurant users (On-going)
(2) Continue planning process for Hackamore Road project with the City of Corcoran (4th Quarter)
(3) Switch the address database away from Microsoft Access to a new system that is functional in the
cloud. (3rd Quarter)
a. Create email notification system (not in Outlook)
b. Allow residents to subscribe to newsletter via email instead of a mailed newsletter
(4) Continue to work with Council and Fire Departments to implement a fire services district/JPA for
services (On-going).
(5) Administration will add a meetings section to the weekly Council Update
(6) The shared calendar will be updated and will be continued to be shared with the City Council
(send to both of Mayor Martin’s email addresses).
(7) Work with DDA to update the Classification and Compensation Study and update the Planning
Director and Finance Director titles and job descriptions.
(8) Evaluate hiring practices, personnel recruitment (on-going)
(9) Implement a new website that improves access to information for residents and is more efficient to
manage for staff.
(10) Coordinate a spring 2023 business forum meeting with Medina Restaurants, City Council and
staff.
(11) Convert the upper-level conference room into a permanent elections storage and workspace to
accommodate the City’s growing election needs.
(12) Have all departments provide more visuals with staff reports.
Public Works
Streets
(1) Complete the street projects (where possible) listed on the CIP for 2023. Projects include
Hackamore Road reconstruct, Clydesdale Trail, Foxberry Farms Road, Meadowwoods, Medina
Highlands, Morgan Road, Pinto cul-de-sac, and the Townline Road/Juniper Curve project.
(2) Work with finance on a funding strategy for the current street CIP.
Stormwater
(3) Work with planning to complete stormwater maintenance procedures and policies, along with a
funding strategy for inspections and future needed maintenance.
(4) Continue working on TMDL waste load allocations as direction becomes available from the
MPCA for the 2021 to 2025 MS4 permit cycle.
(5) Work with WSB to complete the SWPPP for the 2021 to 2025 MS4 permit cycle.
Water/Sewer
(6) Complete the media replacement in filters #1 and #2 to maximize water production.
(7) Evaluate the new filter run times and begin the treatment plant expansion process if necessary.
(8) Complete upgrade of meter reading system, including the installation of 1,300 new radios.
(9) Complete the Willow Drive lift station project.
Parks/Trails
(10) Resume renovations at Hunter Lions Park and evaluate future phases.
(11) Develop a strategy to complete Lakeshore Park renovations within available funding.
(12) Begin the planning process for the Chippewa Road park property.
(13) Secure Deer Hill trail easement.
Building Maintenance
(14) Put together a list of all major maintenance items for each city owned building.
Personnel
(15) Complete and document all necessary training certifications for water, sewer, and storm water
licenses.
(16) Keep the Public Works team cross trained on all activities.
(17) The Public Works staff are dedicated and very productive. They value your confidence in their
work and are very appreciative of the compensation package, including their benefits.
Finance
(1) Electronic Services Implementation
a. Online Services – Hamel Community Building Rental
b. Other Online forms for electronic submittal
c. Software options for internal office workflow
(2) Continue Vendor ACH
a. Reduce paper checks
(3) Assist Training New Staff
a. Cross training existing staff
Public Safety
(13) Our number one goal will always be to provide quality public safety services for our
citizens, businesses, and visitors by treating all individuals with the utmost respect and dignity in
every situation.
(14) Records Management Solution by end of 2023 with implementation in 2024
(15) Add more departmental training both internal and with other agencies
(16) Review and update job responsibilities for Administrative Assistant job descriptions.
(17) Complete LELS Union Contract
(18) Additional Sergeant position for July 2023
(19) Evaluate staffing levels for potential expansion of Wayzata Schools in the City of Medina
(20) Implement technology upgrades to the training room/emergency operations center (EOC)
(21) Evidence room and body camera audits by outside company
(22) Evaluate hiring practices, personnel recruitment (on-going)
(23) Tabletop exercise for emergency management with the City Council
(24) Create an emergency management press release outline
Planning
(1) Implement new building permit software (Q1)
(2) Affordable and Workforce Housing Plan (Q1)
(3) Onboard new Planning/Permit Tech – daily task transitions (Q1)
(4) Uptown Hamel Redevelopment Study (Q2)
(5) Stormwater Maintenance Policy/Procedures (Q3)
(6) Applicant/Developer Handbook/Website (Q4)
2023 CIP: DEPARTMENT
Project Cost
City Proposed
Portion Project Cost
City Proposed
Portion Project Cost
City Proposed
Portion Project Cost
City Proposed
Portion Project Cost
City Proposed
Portion Potential Revenue Source
Roads
1 Hackamore Street Section 6,400,000$ 1,500,000$ Developer/Medina/Corcoran/LRIP/MSA
2 Juniper Curve/Spruce 31,000$ 31,000$ Assessment Escrow Fund
3 Townline Rd S.369,000$ 184,500$ Assessment Escrow Fund
4 Foxberry - Phase I 293,774$ 146,887$ Road/Bonds/Assessments
5 Foxberry - Phase 2 215,254$ 107,627$ Road/Bonds/Assessments
6 Pinto off Hamel Rd 10,000$ 5,000$ Road/Bonds/Assessments
7 Clydesdale trail overlay 600/101 409,785$ 204,893$ Road/Bonds/Assessments/MSA
8 Medina Highlands 135,000$ 67,500$ Road/Bonds/Assessments
9 Cherokee Rd 24,000$ 12,000$ Road/Bonds/Assessments
10 Cheyenne Tr.52,000$ 26,000$ Road/Bonds/Assessments
11 Meadow Woods 73,000$ 36,500$ Road/Bonds/Assessments
12 Morgan Rd 20,000$ 10,000$ Road/Bonds/Assessments
13 Wild Meadows North 219,746$ 109,873$ Road/Bonds/Assessments
14 Willow N. of 24 RECLAIM 570,000$ 455,000$ Road/Bonds/Assessments
15 Chestnut Rd 22,000$ 11,000$ Road/Bonds/Assessments
16 Morningside 317,000$ 158,500$ Road/Bonds/Assessments
17 Tamarack N of Medina to Blackfoot Overlay 54,000$ 43,200$ Road/Bonds/Assessments
18 Dusty Tr. & Deerhill 36,000$ 18,000$ Road/Bonds/Assessments
19 Meander Rd E.20,000$ 10,000$ Road/Bonds/Assessments/MSA
20 Meander Rd W.33,000$ 16,500$ Road/Bonds/Assessments/MSA
21 Willow S. of 24 168,000$ 134,400$ Road/Bonds/Assessments
22 Tamarack - Medina to 24 - Overlay 49,985$ 39,988$ Road/Bonds/Assessments
23 Tamarack City Limits to CSAH 24 Overlay 77,675$ 62,140$ Road/Bonds/Assessments
24 South Frontage Rd 25,000$ 12,500$ Road/Bonds/Assessments
25 Evergreen Rd - East of 101 28,000$ 14,000$ Road/Bonds/Assessments
26 Bella-Terra 22,000$ 11,000$ Road/Bonds/Assessments
27 Tamarack/HWY 55 5,500,000$ -$ Developer/Assessments
28 Roads Sub-total 8,032,813$ 2,331,907$ 1,128,746$ 734,373$ 438,660$ 324,228$ 75,000$ 37,500$ 5,500,000$ -$
29
30 Public Works
31 Tandem 400,000$ 400,000$ Equipment Bonds/Cap Equip Fund
32 Water Truck / Tanker Replacement 20,000$ 20,000$ Equipment Bonds/Cap Equip Fund
33 F-350 Pickup w/ Plow 80,000$ 80,000$ Equipment Bonds/Cap Equip Fund
34 Bucket Truck - Used 30,000$ 30,000$ Equipment Bonds/Cap Equip Fund
35 Utility Tractor - Harley Rake 57,500$ 57,500$ Parks
36 Replace F-550 & Plow 85,000$ 85,000$ Equipment Bonds/Cap Equip Fund
37 Utility Truck - Water/Sewer 100,000$ 100,000$ Water/Sewer Utility Fund
38 Skid Steer Upgrade w/ Bucket 5,000$ 5,000$ 5,000$ 5,000$ Equipment Bonds/Cap Equip Fund
39 Single Axle Truck 319,000$ 319,000$ Equipment Bonds/Cap Equip Fund
40 Public Works Sub-total 374,000$ 374,000$ 485,000$ 485,000$ -$ -$ 157,500$ 157,500$ 85,000$ 85,000$
41
42 Police
43 PD Squad Cars 150,000$ 150,000$ 100,000$ 100,000$ 100,000$ 100,000$ 150,000$ 150,000$ 100,000$ 100,000$ Equipment Bonds/Cap Equip Fund
44 Traffic Squad Equipment Bonds/Cap Equip Fund
45 Police Security Cameras / Building / Interview
Rooms 40,000$ 40,000$ DWI Forfeiture Fund/Cap Equip
46 Records Management 120,000$ 120,000$ Equipment Bonds/Cap Equip Fund
47 Portable Radios DWI Forfeiture Fund/Cap Equip
48 Squad Radios 55,000$ 55,000$ DWI Forfeiture Fund/Cap Equip
49 Audio Video Upgrades for EOC/Training Room 10,000$ 10,000$ DWI Forfeiture Fund/Cap Equip
50 Miscellaneous 5,000$ 5,000$ 8,000$ 8,000$ 10,000$ 10,000$ 10,000$ 10,000$ DWI Forfeiture Fund/Cap Equip
51 Police Sub-total 205,000$ 205,000$ 228,000$ 228,000$ 100,000$ 100,000$ 215,000$ 215,000$ 110,000$ 110,000$
52
53 Fire
54 HAMEL
55 Ongoing PPE Replacement 12,000$ 12,000$ 12,000$ 12,000$ 12,000$ Equipment Bonds/Cap Equip Fund
56 Engine 12 Replacement 29,412$ 29,412$ 29,412$ 29,412$ 29,412$ Equipment Bonds/Cap Equip Fund
57 Rescue 11 Replacement 19,482$ 19,482$ 19,482$ 19,482$ 19,482$ Equipment Bonds/Cap Equip Fund
58 Tanker 12 Replacement 22,424$ 22,424$ 22,424$ 22,424$ 22,424$ Equipment Bonds/Cap Equip Fund
59 **Annual Contract - Exp 12/31/2022 77,000$ 77,000$ 77,000$ 77,000$ 77,000$ Equipment Bonds/Cap Equip Fund
60 Hamel Fire Sub-total 83,318$ 77,000$ 83,318$ 77,000$ 83,318$ 77,000$ 83,318$ 77,000$ 83,318$ 77,000$
61
62 Loretto & Long Lake
63 Fire (Loretto) - Exp 12/31/21 35,408$ 35,408$ 35,408$ 35,408$ 35,408$ Equipment Bonds/Cap Equip Fund
64 Fire (Long Lake) - Exp 12/31/2025 11,000$ 11,000$ 11,000$ 11,000$ 11,000$ Equipment Bonds/Cap Equip Fund
65 Fire Sub-total -$ 46,408$ -$ 46,408$ -$ 46,408$ -$ 46,408$ -$ 46,408$
66
67 Emergency Management
68 Siren Maintenance 7,500$ 7,500$ 7,500$ 7,500$ 7,500$ 7,500$ 7,500$ 7,500$ 7,500$ 7,500$ Equipment Bonds/Cap Equip Fund
69 Civil Defense Sirens 30,000$ 30,000$ Revolving Cap. Impr. Fund
70 Civil Defense Sub-total 7,500$ 7,500$ 37,500$ 37,500$ 7,500$ 7,500$ 7,500$ 7,500$ 7,500$ 7,500$
71
72
73 Administration/Data Processing
74 Vehicle Equipment Bonds/Cap Equip Fund
75 Administration Sub-total -$ -$ -$ -$ -$ -$ -$ -$ -$ -$
76
77 City Buildings
78 City Hall Repairs/Renovation 10,000$ 10,000$ 15,000$ 15,000$ 10,000$ 10,000$ 15,000$ 15,000$ 10,000$ 10,000$ Revolving Cap. Impr. Fund
79 Council Chambers PA/Amp System 60,000$ 60,000$ Revolving Cap. Impr. Fund
80 Community Building Repairs 15,000$ 15,000$ 10,000$ 10,000$ 15,000$ 15,000$ 10,000$ 10,000$ 15,000$ 15,000$ Revolving Cap. Impr. Fund
81 PW/Police Repairs/Renovations 10,000$ 10,000$ 10,000$ 10,000$ 10,000$ 10,000$ 15,000$ 15,000$ 10,000$ 10,000$ Revolving Cap. Impr. Fund
82 PW Entry Renovations/Training Room 250,000$ 250,000$ Revolving Cap. Impr. Fund
83 City Buildings - Parking Lot 20,000$ 20,000$ 20,000$ 20,000$ 20,000$ 20,000$ 20,000$ 20,000$ 20,000$ 20,000$ Revolving Cap. Impr. Fund
84 Future Fire District Buidling 12,000,000$ TBD Revolving Cap. Impr. Fund
2023 - 2027 Capital Improvement Plan
2023 2024 20262025 2027
1
2023 CIP: DEPARTMENT
Project Cost
City Proposed
Portion Project Cost
City Proposed
Portion Project Cost
City Proposed
Portion Project Cost
City Proposed
Portion Project Cost
City Proposed
Portion Potential Revenue Source
2023 - 2027 Capital Improvement Plan
2023 2024 20262025 2027
85 City Building Sub-total 55,000$ 55,000$ 55,000$ 55,000$ 55,000$ 55,000$ 12,060,000$ 60,000$ 365,000$ 365,000$
86
87
88
89 Water (high growth expectation)
90 Water Treatment Plant Expansion 2,300,000$ 2,300,000$ Future - Water Capital
91 Morningside Watermain 1,980,000$ TBD Water Utility/Capital/Assessments/Grant
92 Tamarack/Hwy55 Watermain 500,000$ TBD Future - Water Capital
93 Water Tower (and land acquisition)2,600,000$ 2,600,000$ Future Water Cap (2020-2023)
94 Water Sub-total 2,300,000$ 2,300,000$ 1,980,000$ -$ 2,600,000$ 2,600,000$ -$ -$ 500,000$ -$
95
96 Sewer
97 I / I Maintenance 100,000$ 100,000$ 100,000$ 100,000$ 100,000$ 100,000$ 100,000$ 100,000$ 100,000$ 100,000$ Sewer Capital Fund
98 Sewer Vac 110,000$ 60,000$ Sewer Utility Fund
99 Willow Lift Station 850,000$ 850,000$ Sewer Capital Fund
100 Generator Replacements 50,000$ 50,000$ 50,000$ 50,000$ Sewer Utility Fund
101 Hunter/Hamel Rd Upsize 750,000$ 750,000$ Sewer Capital Fund
102 Sewer Sub-total 1,060,000$ 1,010,000$ 150,000$ 150,000$ 850,000$ 850,000$ 150,000$ 150,000$ 100,000$ 100,000$
103
104 Storm Water
105 Painter's Creek/Morningside Ditch 300,000$ 75,000$ Storm Water Fund/Grants/MCWD
106 Storm Water Improvement Grant Match 55,000$ 55,000$ 55,000$ 55,000$ 55,000$ 55,000$ 55,000$ 55,000$ 55,000$ 55,000$ Storm Water Fund/Grants/MCWD
107 Long Lake Creek 300,000$ 75,000$ Storm Water Fund/Grants/MCWD
108 Storm Water Sub-total 355,000$ 130,000$ 55,000$ 55,000$ 355,000$ 130,000$ 55,000$ 55,000$ 55,000$ 55,000$
109
110 Municipal Park Replacements
111 Trails
112 Annual Trail Replacement 30,000$ 30,000$ 30,000$ 30,000$ 30,000$ 30,000$ Municipal Park Fund
113 Clydesdale Trail 86,000$ 86,000$ Municipal Park Fund
114 Hamel Legion Park
115 Holy Name Park
116 Hunter Lions Park
117 Full Park Reconstruction/Tennis Court 100,000$ 100,000$ 100,000$ 100,000$ Municipal Park Fund/Grants/Donations
118 Lakeshore Park
119 Redesign/Shoreline Seeding 100,000$ 100,000$ Municipal Park Fund
120 Rainwater Nature Area
121 Maple Park Municipal Park Fund
122 New baseball backstop 25,000$ 25,000$
123 Walnut Park
124 Medina Morningside Park
125 Park Redesign/Update 100,000$ 100,000$ Municipal Park Fund
126 Replace baseball backstop & benches 15,000$ 15,000$ Municipal Park Fund
127 Parking Area Municipal Park Fund
128 Medina Lake Preserve
129 Tomann Preserve - Park Development
130 The Park at Fields of Medina
131 331,000$ 331,000$ 30,000$ 30,000$ 155,000$ 155,000$ 100,000$ 100,000$ -$ -$
132
133 New Park Development
134 Trails
135 Hackamore Trail 350,000$ 175,000$ Park Ded/Cost Share w/ Corcoran
136 Medina Road Trail 50,000$ 50,000$ 50,000$ 50,000$ 50,000$ 50,000$ Park Dedication Fund
137 Chippewa Park Trail Connection 80,000$ 80,000$ Park Dedication Fund
138 Townline Road Trail 13,000$ 13,000$ Park Dedication Fund
139 Medina Lake Preserve
140 Clean-up/Development (woods)25,000$ 25,000$ 25,000$ 25,000$ Park Dedication Fund
141 Trail Head & Pavillion 25,000$ 25,000$ 25,000$ 25,000$ Park Dedication Fund
142 Hamel Legion Park
143 Grand Stand at Paul Fortin Field 550,000$ -$ Hamel Athletic Club
144 Chippewa Park (Scherber Land)
145 Planning Design 35,000$ 35,000$ Park Dedication Fund
146 Nursery Stock 10,000$ 1,000$ Park Dedication Fund
147 Playground Equipment 750,000$ 750,000$ Park Dedication Fund
148 Shawnee Woods - Entrance Sign 5,000$ 5,000$ Park Dedication Fund
149 Park Land by Medina Golf & CC 250,000$ 250,000$ 250,000$ 250,000$ Park Dedication Fund
150 Land Acquisitions / New Trails (rolling-used as
development occurs)Park Dedication Fund
151 Parks Sub-total 1,063,000$ 329,000$ 180,000$ 180,000$ 50,000$ 50,000$ 250,000$ 250,000$ 1,000,000$ 1,000,000$
152
153 TOTAL:13,866,631$ 7,196,815$ 4,412,564$ 2,078,281$ 4,694,478$ 4,395,136$ 13,153,318$ 1,155,908$ 7,805,818$ 1,845,908$
2
2014 2014 2015 2015 2016 2016 2017
Police
PD Squad Camera
PD Squad Portable Radios
PD Card Reader System
Fire Arm Clearing Tub 1,000$ 1,000$
Gun Safe 2,500$ 2,500$
Hand Held Camera 2,000$ 2,000$
Lidar 4,500$ 4,500$
Body Bunkers 3,000$ 3,000$
Tactical Helmets 1,500$ 1,500$
Ticket Writers 4,000$ 4,000$ 4,000$
Police Sub-total 7,500$ 7,500$ 5,000$ 5,000$ 6,000$ 6,000$ 4,000$
Public Works
Tarps for 2009 int, and 2014
western star 2,500$ 2,500$ 2,500$ 2,500$
Public Works Sub-total -$ -$ 2,500$ 2,500$ 2,500$ 2,500$ -$
shown as miscellaneous on CIP tab
2017 2018 2018 2019 2019
Fed Drug Forfeiture Fund
DWI Forfeiture Fund
DWI Forfeiture Fund
DWI Forfeiture Fund
DWI Forfeiture Fund
Equipment Bonds/Cap Equip Fund
DWI Forfeiture Fund
DWI Forfeiture Fund
DWI Forfeiture Fund
4,000$ DWI Forfeiture Fund
4,000$ -$ -$ -$ -$
Equipment Bonds/Cap Equip Fund
-$ -$ -$ -$ -$