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HomeMy WebLinkAbout3.A. Visioning/2 Year Goals-Budget 3. A CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: 2009 Budget/Goals and Objectives DATE: November 5, 2008 Comment: Introduction: As part of the November 5th workshop, the Council will be asked to consider budget implications for previously-adopted Goals and Objectives. Background: At the October 21 st City Council meeting, it was requested that as a part ofthe November 5th budget workshop, the City have a discussion of tying budget issues and considerations to the City's adopted Goals and Objectives. The adopted Goals fall into three (3) categories: A. Service Priority Goals. City-provided service priorities were examined at a June, 2008, workshop meeting. During that meeting, with the help of an electronic voting tabulator and assistance provide by Springsted, Inc., the City Council and department heads considered sixty-nine services identified by City staff. The voting identified whether those services were to have a) the same priority moving forward; b) have an increased emphasis; or c) a reduced emphasis. While there were items of consensus between both the City Council and staff, there were also several other service issues for which no clear consensus could be reached, even by only the five members of the City Council. The Council's most recent decision on this was that it would reexamine the results of the Springsted study during the first quarter of 2009. Therefore, unless other discussion is desired relative to service changes for the FY 09 budget, this will not be a part of the November 5th workshop agenda. B. Visioning Goals. In 2005, the City concluded an eighteen month "visioning" process. As a result, it adopted five overall goals, which were supported by eleven strategies. The goals are listed as rationale for each agenda item on regular City Council meetings. They are: A. Active and Healthy Community B. High Quality of Life C. Great Place for Kids to Grow Up D. Vibrant, Resilient, and Stable E. Financially Strong . .'. .. "-' . , A sixth goal, "F. Housekeeping", was later added for items which did not correspond to any of the above. I feel the Visioning Goals are broad, and, with a twenty-year timeframe, should not be significantly affected by decisions relating to the FY 09 budget. It can be argued, therefore, that the Visioning Goals are still applicable and appropriate. While severe budget reductions that result in eliminated services might reduce the "high quality of life" in Shakopee in some people's opinions, others might argue that the necessary tax levels on residents might reduce their quality of life. That often results in policy questions for elected officials to weigh and balance. C. Short Term Goals. In addition to the Visioning Goals and Strategies, since 2004 each new City Council has also adopted approximately ten "short-term" two year goals, each of which are supported by action steps. The most recently updated Goals (including Action Steps--Sept. 2008) are attached. Issues to consider, relating to budgetary impacts: 1.Ensure the City's fiscal health. Shakopee has been able to balance its budget in recent years while still maintaining an essentially flat or reduced tax rate. However, because of falling property values, with no other changes, tax rates may have to go up. However, understanding the very pressing need to be sensitive to property tax burdens at a time when the economy is hurting, the City will have to make difficult decisions on services that it has previously provided. It may also need to be looking for revenue sources which it has not traditionally tapped in the past. While the slowing of residential growth has generated some financial problems, it has also reduced the demand for new parks and other City facilities. In other words, the slowdown has allowed the City to "catch up" on some of its deferred improvements. Debt levels are moderate, and as of this time the City has been able to retain its favorable credit rating. 2. Determine and provide high quality of cost effective services. Again, the definition of "high quality" is subjective. Shakopee has never sought to provide highest level of municipal services, which is reflected in its lower than average tax rate. However, there is a connection between reduced numbers of employee positions and the services which can be provided. If the Council wants to provide all previously existing services with fewer employees, at some point it will either need to utilize consultants or realize that service goals may no longer be attaintable. 3. Make the Downtown and Riverfront inviting. The City will continue to work with the Downtown Partnership, and other similar groups. However, tied to this goal will be the need for decisions regarding CR 101 street width, traffic speeds, accesses to businesses, scheduling, street opening/closures, and land use. While 1 st A venue is a County Road, there will be utility costs, and choices on appurtenances that will be the financial responsibility of the City. 4. Continue implementation of the Visioning Initiative process. This is an item which may not result in an immediate additional cost, depending upon how aggressively the Council wishes to pursue implementation of the listed Goals and Strategies. Periodical updates will be provided from staff. Council can give direction on implementation, according to available resources. 5. Make the Community welcoming place to live and work. Some of the action steps on this strategy are of little additional cost, such as the provision of welcoming letters and transit maps. If the City is going to be more proactive in terms of dealing with newcomers, it might involve additional meetings (expanding on the National Night Out concept) which would be negligible additional cost. However, such things as language training may involve additional expenditures. 6. Reprioritize projects and staff resources. Some of this has already been done as the demand for some services has fallen. However, it should be remembered that residential development has not ceased; as of October 1 st, the City had issued 100 permits for residential housing units in 2008. 7. Protect the Environment. A major question for the City Council at this time will be how to address the vacancy left by the resignation of the Natural Resources Coordinator. The Parks, Recreation and Natural Resources Director will make a presentation at the Nov. 5th meeting regarding the position. This Strategy also provides for opportunities to consider green initiatives, which will have both environmental benefits, and save money over the long term in the form of reduced energy consumption. 8. Strengthen Shakopee's "small town" feel. (See the next Strategy for a discussion of communications efforts.) Issues relating to physical improvements (trails, sidewalks) and lighting efforts in pedestrian walking area are cost items which mayor may not rank highly for the Council in a particular budget year. The City will continue to work with the Chamber on community projects. 9. Foster community connections. The City has recently gone to more proactive communications efforts. It direct mails quarterly newsletters to each box holder in Shakopee; is making increased use of its website; and is a leader in web streaming amongst governments. I know of no other city which cablecasts more meetings than does the City of Shakopee. 10. Deal with Tribal-related land issues. With the City challenging the BIA on recent land trust decisions, it is anticipated that some resolution of this should be forthcoming during FY09. Summary: The Council is asked to give direction as to how it wishes to address both short and long- term goals and objectives, while balancing the FY09 budget. IMJ2 VlAill~ Mark McNeill City Administrator MM:cn \+ City of Shakopee Two Year Strategy and Action Steps September 2008 I I Action Steps Parties Responsible Target Dates/Completed Additional Notes 1) Maintain Fund Balances Mayor and Council; staff In conjunction with annual This is, in essence, routine and ongoing, and has been the City's budget process (with ongoing practicefor many years. General Fund balance to be monitored for monitoring) future years. In the case of fund balances related to inspections revenues, the City has a formal obligation flowing from the BATC settlement to make sure that this fund balance does not grow beyond a certain level. That means that each year staff and the Council will have to review the impact on the fund balance for inspections of changes in the inspections budget. For example, the recent reduction in staffing may have a tendency to increase the inspections fund balance. 2) Maintain Moderate Debt Levels Mayor and Council; staff In conjunction with annual Also standard practice for the City. Need to be aware of debt level budget process and tax impact when ordering proj ects. 3) Maintain a Stable City-Tax Rate Mayor and Council; staff In conjunction with annual For several years, the City's tax rate has been held at a fairly constant budget process (with ongoing level, The preliminary tax rate for FY 09 has been set at an amount monitoring) which is less than the cap imposed by the MN Legislature, which should result in a 2% reduction on the average house. Need to continue to fund the Internal Service Funds. 4) Determine additional funding sources to increase Park and Rec Director, City Ongoing The fund balance anticipated for the end of2008 is $65,283. The City the Park Reserve Fund Council and Finance Director is budgeting on $350,000 of park dedication funds to be collected in 2009. Increase in Park Reserve Fund Balance Dependent upon I) new development and resulting park dedication fees, or 2) transfers in from other funds 5. Implement Recommendations from Park Fees Mayor and Council, Staff To City Council in October, Healthier Recreation Fund will reduce General Fund transfer needs. Study 2008. Implement for FY 09 Action Steps Parties Responsible Target Dates Additional Notes 1) Determine Project Staffing Requirements Department/ Head Group Annually, as a part of the Preliminary FY 09 Budget calls for elimination of 4.75 budget process; and on an ad positions: hoc basis for specific projects. 1.0 Building Inspector 2.0 Police Officers 3.0 1.0 Landscape Architect/Park Designer 4.0 .75 Police Records Technician 1. 0 Lands 2) Determine the public's expectations of service Department Head group with the Annually, in conjunction with Establish base line expectations, consider doing a professional survey, levels assistance of the Communications budget process. Perhaps if resources available., Scott TPT and TRB will follow-up with a rider Coordinator. annually through web site mail survey in 2008 to track changes that may be needed in the B1ueXpress surveys and other instruments. transit services, Police Master Planning Task Force has recommended to Council goals and objectives, and prioritized tasks. FD looks to increase its visibility in the Community 3) Implement Use of the latest Department head group with the Ongoing Telecommunications Commission funded three IT improvements, T echnolo gy/Productivity assistance of IT staff which are being implemented: A. Digital Video Cameras in Police Squad Cars. B. Higher level GIS-now has the GIS server and software installed. C. VPN software for employees to access the City network from remote locations. Wireless internet access being implemented at the Community Center. Continue development of GIS/GPS systems and operation use of these systems for Public Works Current technologies undergoing implementation include: A. Digital Video Cameras in Police Squad Cars. B. Automated ticketing C. 800 MHZ transition FD-Project going on 800 MHZ radios, Training Room improvements, MTD in vehicles. 4) Train and hire quality employees Department head group Ongoing HR is providing personnel training opportunities during 2008. Group of 5 supervisors engaged in a series of classes on supervisory skills. HR is working with Recreation Staff to more efficiently hire quality part-time employees. PW is formulating individual training plans to meet the needs of the department. Currently completing pre-employment screening for one new officer, leaving-police officer positions vacant. FD-Is conducting weekly training sessions and has added an in house VEMT. Class which should be ready for other departments mid 2009. 1) Coordinate Downtown interest groups-Downtown Administration coordinates Ongoing Council discussion, including local input, needed on future of 18t Ave Partnerships, Seniors, Arts group, HP AC, Chamber, updates of the City's Vision cooridor and downtown. The Community Development Director has etc. Statement as it relates to this goal. had some initial discussion with the executive director of the Community Development Shakopee Downtown Partnership regarding representatives of the provides staff to the HP AC and broader business community along First A venue that should be Downtown Partnership, and included in such a process. Discussions regarding a 2010 CR 101 subcommittees. reconstruction proj ect may serve as an appropriate backdrop for such discussions. The Community Development Director IS working with a subcommittee of the Downtown Partnership to identify potential grocery users (co-op for example) for existing vacant spaces in the Downtown area. Community Development Planning staff continue to provide staff liaison to HP AC. 2) Look at the future of the First Ave. Corridor (Bluff Community None set Direction is needed as to whether to actively undertake this effort; to Second Ave.; Rahr to Dangerfields) Development/Planning including a decision on accesses is needed to facilitate County resurfacing of 1 st Avenue. Because of the impact on future traffic levels on CR 101/First A venue of the choice of a central alignment for the next river crossing and the designation of CR 17 as a future principal arterial, the Public Works Director and the Community Development Director continue to stress these impacts through the formal committee processes for these two studies. 3) Provide for community entryways (monument signs, Community The CR 101 bridge monument and aesthetic enhancements are clean-up for CR 69 railroad overpasses). Provide for Development/Planning nearing completion, and should serve as a design basis for the balance ways to increase the variety of business on 1st of the CR 101 corridor aesthetics. Ave/downtown /City Council CD Dir. has met with County to identify other potential sites on county roads for monuments; share info with the Chamber of Commerce, who will investigate future sponsorship of the monuments in the future. PWD is working with Scott County to Rehab Bridge in 2011. Action Steps Parties Responsible Target Dates Additional Notes 1) Keep the Visioning Initiative in Front of the Public Mayor and Council; Staff, Ongoing Need to show accomplishments to be tied to Visioning process. New Communications Coordinator page related to vision and goals added to City website. One Visioning goal per month will be examined in more detail with Council, including how that will correspond to prioritizations identified in Springsted study. Police Services Master Planning Task Force recommendations have been presented to Council 2) Use Goals & Strengths in Decision Making Mayor and Council, Staff Ongoing Each City Council agenda item identifies a relationship to a Visioning Processes goal; however, the City needs to meaningfully tie goals to decisions made, especially during budget discussion. 3) Do periodic public review oflnitiative Mayor and Council, Staff Summer, 2008 Members of Steering Committee reviewed in May, 2007. Due for updating. 4) Maintain the Steering Committee; review progress Mayor and Council, Staff, Do in advance of budget. Steering committee was involved in recent review. Concentrate on twice annually Steering Committee supporting existing goals. 5) Ensure committees and commissions are vested in City Administrator, City Council, Ongoing PRAB focused on City goals as they determine recreation fees and the City's goals and strengths; use them during Department Heads non-resident fees. decision making. 1) Initiate a welcoming package to the City Mayor and Council, Dept. heads; Monthly Welcoming letter from Mayor and Council has been drafted, to be 2) Encourage Communtiy events sponsored by Communications Coord. distributed with new student packets from ISD 720 Continue meeting different ethnic groups with neighborhood groups at NNO, Engineering informational meetings, Shakopee Showcase; etc. 3) 3. Meet with Neighborhood groups and Police Department completed '08 NNO effort recently. residents Parks and Recreation Director working with engineering staff to meet with neighborhoods before, during and after park development.Fire Dept. is being involve at community events. 2) Develop staff awareness/sensitivity/skills to deal Department head group Investigate diversity training for staff. w/diversity & community attitudes. The police department has hired a bilingual staff person who has been an asset in customer service with Hispanic populations. The PD is also assisted by Southern Valley Alliance for Battered Women as they have hired a bilingual advocate for women victims of domestic violence. Staff has had contact from Russian-language church who has offered greater community involvement Police Department has certified staff member as an interpreter for Hispanic populations. Same as above FD- Looking at different ways to communicate with diverse communities 3) Implement physical accessibility plan Recreation Supervisor Review semi-annually As budget permits for retrofits implementation. i.e.. Trails Parks Department 4) Increase Transit - Map Resources (i.e., local Community CD Directosr Chair Scott Transit Planning Team; Market Committee, employers, restaurants) Development/Shakopee Transit and attends all Scott Transit Review Board meetings. The UTMP update is underway and will be brought to the Council for action in the summer of 2008. Blue Xpress schedule changes were implemented effective April, 2008, and minor additional changes may be made in response to rider input. Delivery of an additional coach for the BlueXpress is anticipated later in 2008.. Planning Staff and Parks and Recreation Staff are continuing to work on a City map that will be available in print and downloadable formats. The map will include City Features as well as Parks and Trails.. Once published, the map will be available online. Major changes are expected to be made in two-year increments. 1) Establish work plan for the following major issues: a. Community Development a. To be determined The Compo Plan will be brought forward to the Council for action a) 2008 Comp Plan Update Dept. b. pending Met Council acceptance. b) Community Center Future b. Park, Rec., and N.R. Director Implement changes to facility' Currently working on sewer plan. c) Personnel Issues c. Asst CA; Dept. Heads uses for Fall (August) b. Concentrating current facility uses to best utilize existing facility; d) Annexation Agreement and Phasing for Jackson d. Community Development c. Ongoing Recreation fees are being analyzed. Township Dept. d. To be determined c. Need to identify personnel issues; improve performance evaluation e) Major Transportation Issues e. Mayor, Council; Admin, e. Varies 2/1/0S process; provide better training and development of staff; part-time f) SPUC/City Comm. Devel., Engineering f. 12/08 personnel policy adopted by Council;. Firefighter handbook for f. Council Liaison; Administrator consideration by Council in Sept., 200S.. g. City Council, P&R Director, d. County planning staff may facilitate discussions. Finance Director e. SRF Study on 13/101/1S. TH 41 River Crossing Cooridor; Transportation Alliance projects; Staff has been meeting with county staff on CR 21, CR 17 study, CR 83 improvements, CR 21 access study, and CR 101 improvements. F Work on cost savings thru greater energy efficiency projects and sharing of resources 2) Community Center Water infiltration Park & Recreation Staff,_ City Concrete work completed by The internal drain tiles system is installed The gym flooring Engineer, & City Council 10/17/ installation began 9/2/0S and the concrete work will be completed by 10/17/08. Lockers should be installed early September and tiling completed at the same time. Action Steps Parties Responsible Target Dates Additional Notes 1) Encourage/Educate the Public to Expand Recycling Public Works, P&R Director, Ongoing City facilities and parks building can do better job of recycling. Communications Coordinator, Investigate whether the State requires recycling for businesses and Facilities Maintenance apartments. Can the City provide centralized recycling locations? PW Coordinator & PR have discussed options for adding recycling containers to park facilities. Need to identify areas for improvement. 2) Update Stormwater Plan & Enforce Regulations Engineering As part of Comp Plan update Water Resources management plan comments received. The Comprehensive Storm Water Management Plan was recently updated to incorporate changes in policies that have evolved since the last update in 1998. The new plan is referred to as the Comprehensive Water Resource Management Plan and is in conformance with requirements set forth by the Metropolitan Surface Water Management Act and the Board of Water and Soil Resources Rules Chapter 8410. Currently working towards the adoption of a detailed Water Resources Management Ordinance in order to maintain City control of development review and to maintain sole permitting responsibility for construction activities. This Ordinance includes the regulation of storm water management, wetland management and erosion control activities within the City. A preliminary draft was prepared and distributed to all applicable reviewing agencies in November 2007. The Scott WMO approved the Ordinance in March 200S and the PLSL WD approved it in August 2008. Going to the City Council September 16, 200S. e. Storm Water Pollution Prevention Program (SWPPP) compliance inspections are ongoing. 3) Adopt Natural Resources Design Standards and Natural Resources Coordinator Ongoing The Natural Resources Design Standards are being implemented in to Preservation of Fragile Natural Areas, and educate the the developer's agreement and all other design criteria. The design Public. standards are enforced with all current development reviews.have NFR Coordinator continues to get information to public through the web site, recreation brochure and community educational sessions. The NR Coordinator is completing the City tree inventory as time allows and continues to work on prairie restoration of storm ponds to improve drainage and water quality. 4) Complete Energy Audit for "City Green Projects", Administration and affected Community Center- SPUC energy audit received for all City Buildings. $25,000 provided and other energy efficiencies throughout the City depts. in FYOS budget Organization. Implement the findings of the Energy City Council, Department Heads Community Center Energy Audit being completed by Harris Audits throughout the City facilities as resources or Companies. Two other additional energy audits were received by the opportunities become available. Parks and Recreation Director. Energy updates are recommended as part of the 2009 Improvement packages. Investigate savings from commercial energy modifications7 5) Work to incorporate sustainable design criteria. Planning; Natural Resources Ongoing Park and Ride has permeable parkway and bio-engineered drainage swale. If constructed, the second park and ride site will include similar and possibly expanded measures. Second park and ride, if constructed as part of the CR 21 project, will incorporate similar features and more. Resources design criteria and Park design criteria have been incorporated into City's current engineering design criteria. Action Steps Parties Responsible Target Dates Additional Notes 1) Develop cooperative community-wide Communications Coordinator, Ongoing Website and direct-mailed Hometown Messenger implemented in communications efforts. staff 200S.. Work with School District and SPUC. Monument signs can also communicate City identity. Provide for community gathering points. Police Department just completed a collaborative training at the Emergency Management Institute in Emmitsburg" MD, with school officials, FD, and Scott County Emergency Management 2) Develop plan for street design, sidewalks, and Engineering/Community To be determined Trail plan in place. First A venue issue needs to be resolved. Fuller signage for visual connectiveness throughout the City. Development St./Koepper Ave. trail project is being designed currently Uniform park signs are being designed and discussed with the PRAB Signs will be_placed in all parks beginning with the new parks. 3) Implement improved customer service techniques Department head group Ongoing Customer service technique parameters to be determined. for City employees 4) Pedestrian Crossings Need work on Jr. High sidewalks; Bollards on Fuller/Scott. Extension agreement for Fuller SSt bridge over US 169, and pedestrian crossing on 9' 16 Council agenda. 5)Work with the Chamber or the community groups on City Council, Department Heads Ongoing Partnership needed with Chamber on community promotions special events or community projects Parks and Recreation working with the Chamber on "Pumpkins in the Park"; significant City involvement with Derby Days. Action Steps Parties Responsible Target Dates Additional Notes 1) Hold Neighborhood Meetings All departments, depending on Dependent on project timelines Neighborhood meetings are routinely held for PUDs, road and public specific purpose for the for each case works projects, and park development planning purposes. meeting( s) National Night Out and Neighborhood Watch also well established. Should the City establish neighborhood planning committees? If so, additional staffing needs should be a part of the discussion Police Department completed its Citizen's Academy and had staff participating in Southern Valley Alliance for Battered Women's 25th Anniversary Celebration at Huber Park FD-Continues work on the CERT Program, Fire Prevention Week, and other events. 2) Provide more opportunities for residents to obtain Department head group; Quarterly newsletter in 2008 E-newsletter provided in '08 budget. First direct mail City newsletter information (newsletter, cable, webstreaming, stuffers, Communications Coordinator sent in March.. First of quarterly episodes of City TV show - Town Hall Meetings). Shakopee Spotlight aired in April. Fall episode is underway~ Web streaming became operational 8/07. Shakopee Transit/the City has initiated a quarterly transit newsletter, on-bus alerts and website information regarding new and or changing transit alternatives for residents. On-line registration in 2008-;-for all recreation programs began on August 26, The Police Department is using the city website to disseminate emergency management information as well as crime prevention materials and reward flyers, and list servs for Crime Prevention tips. FD- Working with schools on Fire Prevention efforts, updating the city web information. 3) Support Community Initiatives (i.e., Arts Mayor and Council, staff Ongoing City departments participate in the Shakopee Showcase. OrglEvents; Shakopee Showcase; Derby Days; Community Development Director is a part of the Cornmittee that National Night Out) annually hosts the "Great Scott" event; as well and the Downtown Partnership's Business Development Committee. Recreation staff continues to workffig closely with Derby Day committee to assist them in organizing a great event. The move to Huber Park was successful in 2008.. Staff also organizes teen events at Derby Days. City Staff puts a lot of time and resources into this event and are not considered a sponsor of Derby Days. To monitor City costs, all staff time is being recorded when participating in these events. The police department actively participates in all of the listed events and often tailors their staff deployment around them. The police department also reaches out to youth through its Explorer Program. Fire Department is involved in all of the community events and helps out where needed. 4) Identify and reach out to City's diverse population Staff, ISD 720 Ongoing Housing Commission not related to reaching this goal. Need to work mix, (investigate Housing Commission) with churches on how to better make non-native populations aware of City services and opportunities; have established contact at Russian language church. Need to look at incorporating language training opportunities; work more closely with ISD 720. Recreation offering a Spanish-language aerobics class and distributed bilingual flyers. The police have a well-established link to the rental community through their Multi-Housing Officer. Police department has additional resources available for Hispanic Advocacy through partnership with Southern Valley Alliance for Battered Women. 5)Continue to provide trails to connect the differentP & R Director, PW Director Ongoing As development/funding permits areas of the City as well as connecting people to public areas. Action Steps Parties Responsible Target Dates Additional Notes 1) Continue to Support a Negotiated Agreement, Mayor and Council; City As late as Winter 2007, the City was continuing to seek additional including Fee to Trust Administrator with other staff as meetings with the SMSC. City is appealing decision ofBIA in needed Federal Court. 2) Continue to Seek Cooperation on Issues of Mutual See above. See above See above Interest 3) Expand Partnerships w/Scott Co. & Others Mayor and Council,; City Ongoing The City and its staff are active participants and leaders in the Administrator SCALE transportation initiative; CR 21 project management team; CR17/TH 13 corridor study; TH 41 DEIS process. 4) Facilitate Development of Non-Tribal Lands Council with staff assistance Ongoing; dependent upon Tribal acquisitions of former Shutrops property has changed tribal Around SMSC Lands. residential market demands property boundaries. Land acquisitions appear to be continuing within the City.