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Home My WebLink About5.F.5. City Council Workshops 5J:~. 5. CITY OF SHAKO PEE CONSENT Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: City Council Workshops DATE: April 12, 2007 INTRODUCTION: The City Council is asked to designate meetings for workshops to consider special presentations. BACKGROUND: Staff and Mayor Schmitt have identified the following subjects as needing workshops with longer presentation times: 1. City Council Workshop on Comprehensive Plan. 2. Goal setting for the remainder of2007/Visioning Initiative update. The Comprehensive Plan will likely take a full meeting. Weare suggesting Tuesday, June 12th. The goal setting portion ofthe second subject could be seen as a follow-up to the "brainstorming" session held in January. However, there were no substantive directions given to staff, other than the desire to have a discussion of the future of the Community Center some time this Fall. We recommend that a goal setting session be held for the remainder of 2007 (beyond that would be subj ect to any possible changes on the City Council membership after January 1 st of this year). It might also be a time to update the Visioning Initiative Action Steps (attached). As shown, the Visioning goals are general in nature and we should update the separate components of that. For this discussion, we would recommend at least 90 minutes. This is probably too long to schedule as part of a regular City Council meeting and should therefore be a separate evening. We suggest Tuesday, May 29th. RECOMMENDATION: I recommend that workshops be scheduled for the times listed below. RELATIONSHIP TO VISIONING: This supports Goal D ~ Vibrant, resilient and stable. ACTION REQUIRED: If the Council concurs, it should, by motion, schedule workshops/discussions for the following meetings: 1. Goals SettinglVisioning - Tuesday, May 29th, 6:30 PM. 2. Comprehensive Plan Workshop - Tuesday, June lih, 6:30 PM. ~VVs-~ Mark McNeill City Administrator MM:th 3t~ 8:00am. City Hall Closed Toni Huber 1 4/12/20078:52 AM i i City Council Meeting Council Commission Toni Huber 1 4/12/2007 8:56 AM \+ January, 2006 City of Shakopee Two Year Goals and Action Plans Action Required: Move to receive and file the Amended April, 2007 February updates of the Two Year Goals and Action Plans. Action Steps Parties Responsible Target Dates/Completed Additional Notes 1) Quantify Project Staffing Requirements All First quarter 2007 Need to be tied to No.5 - Survey. (Complete following survey; see notes regarding survey below however, no) See 1.6 below 2) Define Level of Service (standards) All After survey results - second No formal determination methodology planned in FY 07. half 2006/2007 3) Training & Hiring Quality All On-going City returned all components of employee hiring to in-house (had been shared with Scott County) in 2006. Safety Committee has been re- established to identify issues and improve safety training. 4) Implement Use of Technology/Productivity All On-going 5) Determine the Publics Expectations of Service McNeill, Wilson, Themig Six months needed A community-wide survey was identified in 2004, but not completed. Funding not included in 2007 Budget; instc3d, will rely on non scientific on . . Action Steps Parties Responsible Target Dates Additional Notes 1) Maintain Fund Balances Voxland, Council Do as part of budget cycle With the completion of the cost of services report, and the-likely settlement of the BATe litigation, the City will have different restrictions and reporting requirements in connection with building permit fee revenues. 2) Moderate Debt Levels Voxland, Council Do as part of budget cycle Determine as part of FY 07 Budget.; dependent upon level of projects th3t 3re appro'/ed. 3) Stable Tax Rate Voxland, Council Do as part of budget cycle Determine as part of FY Q1- 08 Budget. Tax r3te increased by d.2% for FY fJ+, U:\MARK\City of Shakopee Two Year Goals and Action Plans2.doc 4) Service Charges for Planning & Costs All Building permit fees adopted on In accordance with findinqs of cost for services slide. /\ugust 15tll, development fees to be revised as part of FY 07 ~ Action Steps Parties Responsible Target Dates Additional Notes 1) Identify Neighborhoods (Line of Communication) Planning Staff (with Department End of 2006 - not accomplished Part of Comprehensive Plan process. Tie to Police beats, neighborhood Heads) watch, etc. 2) Hold Neighborhood Meetings Administrator, Council National Night Out August, 2006. Most City departments ReeGeG participatinq may neod to be a lesser priority, cem:idering other work load. Community DO'/elopment Director met 'Nith tho homeowners' association for Riversido Grove in .July in connection with the park and ride project. Westchester Neighborhood meeting for Parks and Rec held in December desiqn held in March. 2007. 3) Provide more avenues for residents to get information Communications Coordinator The half-time Communications Coordinator has joined City staff, has been (I.e. Newsletter, more use of cable, webstreaming, stuffers meeting with department heads and other staff, and exploring other ideas for in SPUC, Dick's Sanitation) reaching residents with information. At the direction of the Telecommunications Commission, we have issued an RFP for web str.eaFr1ing services that would allo'// us to broadcast City Council meetinge via the City's wobeito. Rosponses to the RFP arc duo in late Febr~3ry. Web streaminq services contract to be considered bv Council in April. 2007. U:\MARK\City of Shakopee Two Year Goals and Action Plans2.doc 4) Support Community Initiatives (Le. Arts Org/Events, Shakopee Sesquicentennial To be determined City will ~rovide $10,000 towards Sesquicentennial taudgot in 2007. Mark 1501h, Shakopee Showcase, Special Events) Committee; Shakopee Derby Days, Noble of the City's planning staff has been working directly with the Inc. Sesquicentennial Committee on its efforts. ~hakopee ~howcase2 heid Apfil Preliminary discussions about combining 150lh to Huber Parl( Grand 5, 2QOe. arch 26. 00 . opening. Sesauicentennial and Huber Park arand openina to be held June 29th - July 1 st. 5) Know what our diverse population is; (work to build All On-going Continue reaching out (as in Visioning process) bridges) Action Steps Parties Responsible Target Dates Additional Notes 1) Huber Park Phase 1; Phase 2 Parks/Rec Two contracts for the Conctruclion under.,,'ay; Grand opening anticipated June, 2007. Grand construction of Huber Parl< Opening scheduled for June 29-July 1. awarded on July 5lh.Ph3se 2 bid award February 21, 2006 Substantial Gompletion end of :woo 2) Riverbank Stabilization Engineering/Parks Contingent on funding. Resolution requesting riverbank protection project from the Army Corp has been senlo.nd waiting to hear response. Letters of support to Congressman Kline and Senator ColemaR R3'/e been sent by Councilor Lehman. 07 2007 Change of power in Congress may seems to have reduced chances of funding. 3) Downtown Interest Groups Coordination - Downtown Wilson Continuous Identify ways for different downtown groups to work together. Council needs partnership, seniors, Arts group, HPAC, etc. to define City's role. The Community Development Director and Councilor Menden are attending the monthly Downtown partnership meetings to better understand possible City roles. U:\MARK\City of Shakopee Two Year Goals and Action Plans2.doc 4} Community Entryways Leek Construction in Huber Park 2006 Including monument signs/railroad overpass cleanup. Contact by Rahr - Others 2007 Malting for RR overpass painting assistance; will take their participation, and partnering with County and City. Target date now;wQ7 unlikelv in 2007. . . been meoting with County High.....ay staff to develop plans for modification to the CR 191 bridge that is due to ee recom:tructed in 2007. The Council has provided direotion on tho CS.^.H 101 Bridge enhancements, and design work ,....i11 be proceeding at the County. Desion work on Countv Road entrance monuments proceedinq. 5} Expand Community Events (Le. Derby Days, Christmas See Goal 3, action step 4 above. Project, Local Fundraisers. Christmas in May) Action Steps Parties Responsible Target Dates Additional Notes 1} Keep the Vision in Front of the Public Communications CoordinatorlCity On-going progress checks, Presentations made by City J\dministrator to all City Boards and Administrator website, monthly updates to Commicsionc Fee /\pril, 2006 Council Vision, goals, and Council's 2-year work plans are being included in all Parks and Recreation Advisory Board and Environmental Advisory Committee packets. Needs to be updated: workshop meetinq proposed. The Vision is being incorporated in the draft 2008 Comprehensive Plan. 2} Use Goals & Strategies in Decision Making Process All On-going Referencing goals and strategies in Council memos -Mission Statement cited on Council agenda documents. Will need to revisit all goals eafIy-iff ~in 2007 or earlv 2008. 3} Public Process Review (periodic review) Communications Coordinator, Annual Should be part of community-wide survey Administrator U :\MARK\City of Shakopee Two Year Goals and Action Plans2.doc 4) Maintain the Steering Committee Council appointed Steering Review visioning process by end Progress review meeting tentatively set for late September, 2007. Committee of 2007 5) Tie each vision relationship to visioning goals and All On-going strategy Action Steps Parties Responsible Target Dates Additional Notes 1) Increase City's presence in welcoming package Communications Coordinator End of 2006 - not accomplished Need to determine distribution method. Critical issue is inability to get addresses of new residents. 2) Welcome Monument - Update population signs Community Development Director Depending on 2006 funding Tie to goal 4, step 4, but on a community wide basis. 2007 3) Welcome Letter from Mayor to new residents and Communications Coordinator/Mayor Fall of 2006 - not accomplished Welcome Neighbor currently provides a welcome letter from the Mayor; businesses (to include Councilor contact numbers) however only goes to people who request Welcome Neighbor. SPUC unable to provide new resident list due to significant turnover in rental apartments. 4) Develop staff awareness/sen s itivity/skills to deal HR Staff On-going w/diversity & community attitudes about it. 5) Continue to implement accessibility plan. Parks/Rec Department On-going Priority 2 corrections continue. Council recently 3pproved ADA modifications for Stems Park, ",.'hiGh was one of the facilities that triggered our oGGmsibility analysis. Evaluating Priority 3 corrections as part of 2007 operating budget request. 6) Increase Transit - Map Resources (I.e. restaurants; Communications Transit maps Fall of 2006/2007 Construction of the first major park and ride facility in the County is share with companies) CoordinatorlTransitlEDA underway at CSAH 18, and opening of the facility is expected in June of 2007. Four new coach buses have been ordered for the City's use, and are expected to be available for express service to Downtown Minneapolis in aboutA rilof2007. U :\MARK\City of Shakopee Two Year Goals and Action Plans2.doc 1) Continue to Oppose Non-Incremental Fee To Trust Council On-going On July 7lR, the regional office of the 81/\ ie:sued a letter granting the Trust request of the SMSC. The 'Nashington, D.C. office then withdrew the decision. /\ plannod meeting in Washingten was subseqlleAtly poe:tponed. In tho meantime, the County 80ar-<l Chair !:las !:leld an initial meeting with the SMDC C~oirmaA, and the Mayor is expected to attempt to schedule a similar meot~ng. The Mayor has been unable to get the tribal chairman's office to schedule the hoped for meeting. The City and .couAty are considoriRg seFRmenting on pendiAg rule c!:langes at t!:le 81/\ for the land trust process. A meeting between Mayors of Prior Lake and Shakopee. the County. and Tribe has been held. Progress is slow. An offer to mediate issues haG been formally was extended to the SMSC. ,^.nd the City and County are a'Naiting their rospoB:se. 2) Continue to Seek Cooperation on Joint Issues Staff On-going PLSLWD agreement needs title involvement. The City received an easement for CR 83 sewer. 3) Expand Partnerships w/Scott Co. & Others Council On-going The City continues to work with Scott County on this issue. 4) Facilitate Development of Non-Tribal Lands Around Council Needs discussion Tribe has proposed upgrade of CR 83 from CR 16 to CR SMSC Lands. (CR 83 sewer) 42. 5) Continue to find support for/reasons for SMSC to be at Council On-going the table. U:\MARK\City of Shakopee Two Year Goals and Action Plans2.doc --.-..-.. . 1) Just say "No" (reject incomplete applications, support Council/staff/boards On-going This Goal is closely related to Goal #1 - provide High Quality Services. and board and commission recommendations) commissions The Planning Department routinely returns incomplete land use applications to the applicants and staff continues to recommend denial of plats if all recommended conditions are not met (most recent example being Ridge Crook preliminary pl:1t. 2) Schedule Projects and Prioritize Council/staff Adoption of CIP Tie to pUblic survey (goal 1, step 5) and quantifying staffing requirements. At the request of the PRAB, Parks, Recreation, and Natural Resources provides a monthly project update for their review. 3) Complete Projects Before Starting New Ones Council/staff Utilize CIP prioritization Need to define when a project is "complete". 4) Dedicate resources to key services first, development Staff Need to discuss - conflicts with other goals, such as goal 7, step 4, or review is not a "key" service. school siting. Target Dates Encourage/Educate Public to Expand Recycling Dick's Sanitation/Communications 2006 - Recycling for parks and City-wide recycling problem for single family going well. Need to work with Coordinator public facilities - not other vendors for multiple housing complexes, and commercial. accomplished 2) Update Stormwater Plan & Enforce Regulations Engineering May 2006 Qfaft Storm Water Resources Plan has been completed by WSB and is being sent to review by local agencies approval has been oiven bv the Scott Co. WMO. . 3) Dev & Implement Natural Resource Design Standards Natural Resources Coordinator September 2006 E/\C cORtinues work on Nat'l Resource Design Standards Discussion proposed for Mav. 2007. 4) Review Dev. Standards to Preserve Fragile Resources Natural R Resources Beginning 2007 Coordinator/Planning U:\MARK\City of Shakopee Two Year Goals and Action Plans2.doc .--.,,---. 5) Educate/Encourage the Public about our Natural EAC and Natural Resources On-going Resources & Its Preservation Coordinator Action Steps Parties Responsible Target Dates Additional Notes 1) Work with ISO 720 to develop new, cooperative, Communications Coordinator Are linked to the ISO 720 community-wide communications (newsletters, web links, or Website. shared sites, etc) Newsletters - March 2007 2) Develop a plan for street design, street furniture, Engineering, Community Specific funding not provided in City street sian uparades currently takina place. sidewalks, and neighborhood signage that visually connects Development, Econ Development 2007 budget areas of the City 3) Research and implement improved customer service Administration Specific funding not provided in techniques for City employees 2007 budget. Will work to do with existing resources. 4) Correlate this goal with the Community Connections steps in Goal #3 U :\MARK\City of Shakopee Two Year Goals and Action Plans2.doc