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HomeMy WebLinkAbout10. Goals and Objectives-Workshop Settings #/0 CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Goals and Objectives - Workshop Setting DATE: January 22,2004 INTRODUCTION: The Council is asked to set a time and format in which to meet to identify goals and objectives for 2004. BACKGROUND: Attached are the goals and objectives which were established by the previous City Council at a workshop held in January, 2003. As shown, it identified short-term goals (those needing up to 24 months to accomplish), and medium term goals - those taking two to five years to attain. A status report on each is included. The Council has had annual goal and objective setting sessions for approximately the last four years. One concern that I have had is that while the goals and objectives have been set, there has not been a good "implementation" component to that. In order to be totally effective, the goals and objectives need to be tied to budgetary and other resource considerations. For that reason, not all ofthe goals and objectives that have been identified have been realistic, or obtainable when the true costs were later considered. FORMAT: The goals and objective sessions held previously have been self-directed, and usually have entailed a workshop lasting approximately two hours. While this is a vast improvement over what had been done previously (no real goal and objectives set, other than those established de facto in the budget each year), there still leaves a great deal to be improved. Both City Councilmembers and department heads would benefit, I believe, by having an outside facilitator lead this discussion. That would allow staff to fully participate, and would offer an opportunity for the City Council to work more efficiently as a team. What I would suggest is an all day workshop, or "retreat". One individual whom I recommend as a facilitator is Don Salverda. Mr. Salverda is the leader of an effective management class that I am currently taking. He is a former Ramsey County Commissioner, and works with many municipalities throughout the Twin Cities in establishing goals and objectives - type retreats. BUDGET IMPACT: Mr. Salverda charges $2500 for an all day event. While that may seem like a lot (compared with what we have budgeted in the past for these sorts of things), I believe that this is worthwhile, especially this year with two new members ofthe City Council. There is $50,000 budgeted for professional services to facilitate the growth management study; while goals and objectives are only a small part ofthe growth management discussion, I believe it would be a worthwhile expenditure. Mr. Salverda, and nearly anyone else who does this sort of activity, would recommend a site away from City Hall. While it is possible to rent private space somewhere, I believe that the training room at the new police building would serve adequately for this, thus saving additional expenditures. Assuming that the Council might be interested in this, I have talked with Mr. Salverda. The first Saturdays that he has open would be April3fd, or April 1 ih. If the Councilmembers are willing to meet on a weekday (which I realize will necessitate the taking of a day of vacation for some of you), he could do it sooner then that, possibly Monday, February 9th, or Thursday, February 26th. Department heads would also participate. RECOMMENDATION: I recommend that the Council establish a goals and objectives workshop, and to be led by an outside facilitator. If the Council chooses not to use a facilitator, it should at least establish an evening in which to continue the past goals and objectives practice. ACTION REQUIRED: The Council should indicate the following: 1. Whether it wishes to meet to establish goals and objectives for 2004 in a separate workshop. 2. If so, whether it wishes to use an outside facilitator. 3. Establish a date. VQ~ Mark McNeill City Administrator MM:th CITY OF SHAKOPEE Memorandum TO: FROM: SUBJECT: DATE: Mayor and City Council Mark McNeill, City Administrator Short Term, Medium Term Goals January 22,2004 COMMENT: On January 13, 2003 the Council met in a workshop setting to discuss goals and objectives, both short range (up to two years) and medium range (two to five years) for the City of Shakopee. Each Councilmember was then asked to identify five goals and objectives for each of those time frames. Some Councilmembers had more than five suggestions. That process identified the following goals and objectives as those of the City Council. They are ranked in descending order of number of references. I have provided a status report on each: Short Term Goals (up to 24 months) 1. Items tied for first with 4 votes: . Complete infrastructure improvements in Huber Park (River District sanitary Sewer reconstruction, and undergrounding overhead power lines)/Develop Huber Park. Status: Public Works Director Bruce Loney indicates that the plans for the sanitary sewer are "90% complete", with a contract to be let in February or March. This will follow a meeting with the Bluff Avenue neighbors, who are concerned about the project's impact on them. SPUC will be under grounding the powerline that runs thru the park once the fill placement is completed. To date, approximately 20,000 yards of dirt have been filled, which is a little more than half of what will ultimately be needed. . Do Public Works building remodeling upon Police vacating to the new building. Status: $175,000 was budgeted in 2003 for this work. However, since then an architectural study has found that the remodeling of the 1975 building to bring it up to code is not financially feasible. The focus has therefore shifted to making smaller changes in-house to enhance the building's usability by PW until the SPUC site is available, and a new PW building can be constructed at that location. The cost of the interim work is anticipated to be in the $15,000 to $25,000 range, and would be done mostly by the PWemployees during slower times. The new PW building would be started in the Fall of 2004, with occupancy the following summer. That is dependent upon the Council approval of preparation of plans and specifications. The City's architect for the project will be bringing in a Master Plan for the entire campus site (including a City Hall addition on the east side of Gorman) and an estimate, to the City Council meeting of January 20th. . Continue to work on construction of east-west roadway extensions - 17th Avenue and Vierling Drive. Status: The Vierling Drive extension between Adams Street and the Orchard Park is now open, with touch-up work to be done in the Spring. 1 ih Avenue is now completed between CR 77 and Independence Drive. Development will allow extension of 17th east to CR 83 in 2004 or 2005. 4. Item with 3 votes: . Continue code enforcement efforts Status: This received attention as time was available from the Community Service Officers in the Police Department. Considerably work was done, but not without problems. One individual who was cited (based on complaints from neighbors) proceeded to deluge the City with his list of perceived violations, and engaged an attorney in an effort to keep the City from "harassing" him. Code enforcement proceeds, but usually on a response to complaint basis. 5. Items tied for fifth with 2 votes: . Rebuild Fourth Avenue between Marschall Road and Shenandoah Drive. Status: PW Director Loney has proceeded with this. Condemnation of the Right of Way needed has been ordered, although the City continues to negotiate with the affected property owners. Bruce anticipates an April start, with the former Viking Steel Road (now Sarazin) to be done first, so as to accommodate SPUC's move-in schedule for their new building . Review and improve architectural and development standards. Status: Revisions for the multiple family and business zoning, and major recreation zoning components were approved by the Council in the Spring of 2003, and are now in place. These may need to be re-examined as part of the Growth Management Study. Affordable housing issues (with concerns about creating future problems). Status: This is an issue with which cities nationally have struggled. In areas where land costs are significant (as in Shakopee), an important element of affordable housing is increased densities, as well as development standards. These issues can often conflict with the architectural and development standards goal listed above. . Implement NAC's First Avenue corridor study. Status: Finished--the final report from the Northwest Associated Consultants was approved in October, but only after significant changes based on input from affected neighbors of Ft Avenue. One change was to grandfather in existing uses, so that financing of improvements for current owners is now possible. Unresolved is a way to encourage long-term redevelopment or development of the Ft Avenue area. . Fire Station referendum/construct Vierling Drive Fire Station. Status: It had been anticipated that a new station on the Lions Park portion of Veiling Drive would be needed to start construction in 2004. However, based on input from the firefighters, the downtown station will remain in operation from another 5 years. Improvements such as a new roof, exterior stucco, and doors and windows are being made to extend the life of the building. The following issues received a single vote: · Adopt tree ordinance. Status: A woodland preservation (tree) was approved by the Council in Spring, 2003. Implementation and enforcement has proven problematic at times. It should be noted that a seminar to discuss new standards and issues is being scheduled for a time prior to the end of February. Builders and developers will be invited to attend and hear what new standards have been enacted by the City, and what is expected of builders in Shakopee. . Construct Valley View Road from eastern terminus of pavement, to c.R. 83. Status: A feasibility study has been ordered, and survey information and soil borings are due by mid-Janaury. The City has been trying to make this developer driven, and reduce the potential of large amounts of assessments becoming "green acred". . Storm water management plan, including SMSC property. Status: A comprehensive storm water management plan is necessary for development both east and west of C.R. 83. Bruce is meeting with WSB this month to update this potion of the Comprehensive Plan. The SMSC property is key to the decision. Staff has been in contact with the Tribe; ii is felt that a meeting with Mayor Schmitt will help to move than understanding along. . Improve and maintain existing park properties. Status: Funding will be an issue - there had been concern expressed that the City was devoting too many resources to recreation, and park maintenance activities. Some park improvements are to be funded through the Park Reserve Fund; as such, given the demands on that Fund, a referendum may need to be considered. An alternative would be a reprioritization of existing expenditures, or a change in policy permitting the acceleration of the collection of park fees (perhaps at time of platting). . Construct entrance monument signs at highway approaches to the City. Status: At least one local service club, and the Chamber of Commerce are also interested in seeing this completed. However, the $25,000 funding that was proposed for FY 2004 was eliminated from the final budget. . Ensure financial integrity without tax increases. Status: It was later felt that this is an ongoing expectation of the City of Shako pee. For that reason, we did not include a separate general financial performance issue as a goal. . Update the City's comprehensive plan, including Jackson Township Status: Jackson Township was included in the NAC study earlier in 2003. NAC is now incorporating proposed changes into a draft document. Updates to the stormwater management, and transportation components of the plan are being discussed with the City's consulting engineer in January. The Comprehensive Plan will need to be tied to the anticipated Growth Management study. Medium Range Goals (2 years - 5 years) 1. Items tied for first with 3 votes: . Expand and promote Downtown/First Avenue corridor Status: Again, this will be a long-range goal of the City; it won't be completed in five years. Any changes will need to be consistent with the desires of the residents and property owners in the area north of 1st Avenue. . Construct a New City Hall Status: This is a lower priority. The vacating of the basement area by the SJPA early in 2003 opened up an additional amount of office space. We would see this as a beyond 5 year goal. The existing building does have some handicap accessibility issues to be resolved. 3. Items tied for third with 2 votes: . Address SMSC partnership Status: The City, Scott County, and the SMSC will need to workjointly to address many issues, rangingfrom shared tree trimming activities in the burial mound area of Memorial Park, developing stormwater management and transportation plans, to Fee to Trust issues. It should be an ongoing goal to cultivate and maintain positive relationships with this Shako pee neighbor; however, there was little discussion with the SMSC Business Council over the past two years. . Park land purchases Status: $1 million had been budgeted in 2003 for major land purchase, and informal negotiations took place to acquire land in Louisville Township, near the city limits; however, nothing was finalized. Given the demands on the Park Reserve Fund, it is possible that a referendum will be needed in the future. This is also an ongoing project, for as the City grows, so will the need for parkland. The earlier that sites can be determined and purchases made, the less expensive that land will be. This needs to be a high priority. . Tax Issues - keep increases under control, and reduce the subsidy of Park and Recreation Fund Status: Tax levels are somethingfor which there is an annual review (through the budget process). Subsidies to the Park and Recreation Fund will be a part of that; the policy issue for the City Council to decide is how much of park and recreation activities should be subsidized, vs. self-supporting. . 17th Avenue extension between C.R. 83, and Old Brick Yard Road Status: It is unlikely that this will be completed at the end offive years. There are many annexation issues to be addressed on the west end. Regarding affordability, construction of the roadway extensions are the most feasible they are development driven. The following issues received a single vote each, and were determined to be Medium Term-Time Permitting: ' . Construct Public Works salt storage building. Status: Completed in November, 2003, at a cost of $117,000. . Provide for bigger facilities for Park and Recreation Status: One of the subjects of the Park and Recreation survey. Funding is the issue. Build partnerships with other cities and counties. Status: The SCALE group formed in early 2003 goes a long way towards formalizing the City's past practices of sharing and collaboration whenever possible. . Construct new fire station in Lions Park vicinity. Status: This is also listed under the short-term goals (up to 2 years). However, a third station in the Southbridge area will also be needed within five years. The City is seeking to find a suitable parcel of land in the area south of Southbridge as a potential site. . Complete construction of Valley View Road east to c.R. 83. Status: See the comments in the short-term section regarding this project. . Do housing code enforcement. Status: First, the City would need to adopt a housing code; these are typically not common in suburban areas. Then, there would need to be a commitment of resources for both enforcement and follow up, as this could not be done with existing staff. The adoption of a strict housing code may also impact affordability issues. 'VL~c(l v~1Wif Mark McNeill City Administrator MM:th Cc: City Council