HomeMy WebLinkAbout13.F.3. Goals and Objectives Update
13. F 3.
CITY OF SHAKOPEE
Memorandum
TO: Mayor and City Council
FROM: Mark McNeill, City Administrator
SUBJECT: Goals and Objectives Update
DATE: September 1, 2009
Comment:
Introduction:
At its September 1 st meeting, the Council will hear an update on its two year Goals and
Objectives.
Background:
Beginning in 2004, the City Council has adopted approximately ten "short-term" two
year goals, each of which are supported by action steps. The most recent update of these
Goals and Objectives is attached.
1. Ensure the City's fiscal health. At the September 1 st meeting, the City
Council will consider adopting a preliminary budget and levy for FY201 0,
which will see the majority of Shakopee taxpayers having essentially the same
city property tax burden for FY201O.
2, Determine and provide high quality of cost effective services,
In order to keep the levy flat, three employee positions that have been vacant
have not been budgeted for FY2010. This will impact service levels,
especially with those positions that had a single incumbent (i.e., natural
Resources Coordinator). Other positions will need to fill in to provide those
servIces.
3, Make the Downtown and Riverfront inviting, The City will continue to
work with residents and businesses in the CR 101/1 st Avenue corridor. It is
expected that at least preliminary design criteria will be discussed with the
City Council and residents later this year.
4, Continue implementation of the Visioning Initiative process, This update
is an example of how the Goals and Objectives are beiong kept visible, but
Council should look again at the process shortly after the first of the year.
S, Make the Community welcoming place to live and work. Recent changes
include a welcoming letter which is going out to new residents via the School
District, and the Night to Unite event held in August.
6. Reprioritize projects and staff resources. The economic slowdown has
not caused a change in the demand for some services--the number of Police
calls is flat so far this year. However, demand for some other services have
increased. For example, Shakopee leads the metro-area building permit
activity for new homes, while we are also dealing with issues related to
foreclosure properties.
7, Protect the Environment. The elimination of the Natural Resources
coordinator position means that other staff (Parks, Recreation, and Natural
Resources Director, and the Public Works positions) have had to address those
activities. This Goal has also provided for green initiatives, which will have
both environmental benefits, and save money over the long term in the form
of reduced energy consumption. Evidence of this is being seen in the
Community Center lighting changes. The City is also more aggressively
dealing with encroachments onto conservation easements.
8, Strengthen Shakopee's "small town" feel. Portions of this are being seen
in the 10111 8t A venue discussion, relating to pedestrian and bicycle
accommodations.
9, Foster community connections. The City is web streaming most of its
meetings over the internet, and it recently began an electronic newsletter.
10, Deal with Tribal-related land issues. With a settlement being reached with
the BIA on Fee to Trust process issues, the City and tribe can now work on
issues of mutual interest, such as service provision.
Relationship to Visioning:
This supports all of the Goals of the City's Visioning process.
Action Required:
The Council will be asked to give feedback on the two year Goals and Objectives.
7Iu1--ljtJ~
Mark McNeill
City Administrator
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City of Shakopee Two Year Strategy and Action
Steps
September 2009
Action Steps Parties Responsible Target Dates/Completed Additional Notes
1) Maintain FundBalances Mayor and Council; staff In conjunction with annual This has been the City's practice for many years. General Fund
budget process (with ongoing balance to be monitored for future years; budget preparation being
monitoring) done in two year cycles for the first time in 2010.
In the case of fund balances related to inspections revenues, the City
has a formal obligation flowing from the BA TC 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
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 projects.
3) Maintain a Stable City-Tax Rate Mayor and Council; staff In conjunction with annual For several years, the City's tax levy has been held at a fairly constant
budget process (with ongoing level, The preliminary tax rate for FY 10 is proposed at an amount
monitoring) which should result in essentially a flat property tax for a majority of
City taxpayers.
Need to continue to fund the Internal Service Funds.
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4) Determine additional funding sources to increase Park and Rec Director, City Ongoing The fund balance anticipated for the end of2009 is $158,700. The
the Park Reserve Fund Council and Finance Director City is estimating $120,000 of park dedication funds to be collected
in2010. Increase in Park Reserve Fund Balance
Dependent upon 1) new development and resulting park dedication
fees, or 2) transfers in from other funds
Action Steps Parties Responsible Target Dates Additional Notes
1) Determine Project Staffing Requirements Department/ Head Group Annually, as a part of the Preliminary FY \10 Budget calls for elimination 00
budget process; and on an ad positions thru attrition: Graduate Engineer, Custodian, and Natural
hoc basis for specific projects. Resources Coordinator
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 has just completed both an on-line
Coordinator. annually through website mail survey intended for those who don't ride transit and a BlueXpress
surveys and other instruments. rider survey that showed generally very high levels of satisfaction
with that service.
Police Master Planning Task Force has recommended to Council
goals and objectives, and prioritized tasks. FD looks to increase its
visibility in the Community
FD- Relocation of Station 2 to Lions Park area in 2012. Station 3 in
Southbridge in 2014.
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3) Implement Use of the latest Department head group with the Ongoing Telecommunications Commission funded three IT improvements,
Technology /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 implemented at the Community Center in
2009
Continue development of GIS/GPS systems and operation use of these
systems for Public Works.
Current technologies undergoing implementation include
Digital Video Cameras in Police Squad Cars, and Mobile Date
Terminals in Fire Vehicles.
4) Train and hire quality employees Department head group Ongoing 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.
PD currently has three vacancies - 1 Captain, 1 Records Technician,
and 1 full-time Community Service Officer. PD is in process of filling
vacant Captain position.
FD- Is conducting weekly training sessions and has added an in house
EMT trainer. Classes should be ready for other departments mid 2009.
Parties Responsible Target Dates Additional Notes
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1) Coordinate Downtown interest groups-Downtown Administration coordinates Ongoing Council discussion, including local input, needed on future of 1 st Ave
Partnerships, Seniors, Arts group, HP AC, Chamber, updates of the City's Vision Ad Hoc ED committee corridor and downtown. Discussions regarding this area are taking
etc. Statement as it relates to this goal. through summer of 2009 place as a part of the Economic Development Ad Hoc Committee
Community Development established earlier this year, including representatives of the Chamber
provides staff to the HP AC and of Commerce and Downtown Partnerships. Four meetings of the CR
Downtown Partnership, and 101 Corridor Advisory Committee (CAC) have been held regarding
subcommittees. Both the CR 101 reconstruction project,
Administration and Community
Development staff are acting as
resources to the The CD Director. is working with a subcommittee of the Downtown
City/Chamber/Downtown Partnership to identify potential grocery users (co-op for example) for
Partnership Ad Hoc Economic existing vacant spaces m the Downtown area. Community
Development committee. Development Planning staff continue to provide staff liaison to
HPAC.
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 PW
Director and the CD Director. continue to stress these impacts through
the formal committee processes for these two studies. The CR 101
CAC process convened by Scott County is underway, and includes a
component that will look at both traffic and land use impacts in this
corridor.
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 complete, and should serve as a design basis for the balance of the CR
ways to increase the variety of business on 1 st /City Council 101 corridor aesthetics, as well as monumentation that the City may
Ave/downtown wish to construct in other locations in the future.
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.
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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.
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 of Initiative Mayor and Council, Staff Summer, 2008 Members of Steering Committee last met in May, 2007. Should be
updated after 1/1/10.
4) Maintain the Steering Committee; review progress Mayor and Council, Staff, Do in advance of budget. Concentrate on supporting existing goals.
twice annually Steering Committee
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.
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Action Steps Parties Responsible Target Dates Additional Notes
1) Initiate a welcoming package to the City Mayor and Council, Dept. heads; Monthly Welcoming letter from Mayor and Council is being distributed with
2) Encourage Community events sponsored by Communications Coord. new student packets from ISD 720 Continued meeting with
different ethnic groups neighborhood groups at Night to Unite (held 8/4/09), Engineering
informational meetings, Shakopee Showcase; etc.
3) 3. Meet with Neighborhood groups and City staff active in planning and function of Derby Days 2009. Parks
residents
and Recreation Director will work with engineering staff to meet with
neighborhoods before, during and after park development. Fire Dept.
involved at community events.
2) Develop staff awareness/sensitivity/skills to deal Department head group Investigate diversity training for staff.
w/diversity & community attitudes. The PD is 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.
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 Director chairs Scott Transit Planning Team; Marketing
employers, restaurants) Development/Shakopee Transit Committee, and attends all Scott Transit Review Board meetings. The
UTMP update was completed in 2008. The TPT and TRB are
working towards a Transitway feasibility study for both TH 169 and
the Dan Patch Corridor.
The second ridership survey has been completed, showing high levels
of satisfaction with the BlueXpress commuter service The City finally
has taken delivery of its back -up coach, and staff continues to seek
additional coaches through the Federal grants for expansion. Staff
will be working later this year with local employers on an additional
reverse commute run.
The City map was completed and is available in hard copy and on-
line.
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Action Steps Parties Responsible
1) Establish work plan for the following major issues: a. Community Development a. Complete 8/09 The Compo Plan was finally adopted by the City Council on August
a) 2008 Comp Plan Update Dept. b. TBD- 18,2009
b) Community Center Future b. Park, Rec., and N.R. Director C. Ongoing b. Concentrating current facility uses to best utilize existing facility;
c) Personnel Issues C. Asst CA; Dept. Heads d. To be determined Small updates to the facility have been made and will continue.
d) Annexation Agreement and Phasing for Jackson d. Community Development e. TBD C. Need to identify personnel issues; improve performance evaluation
Township Dept. f. Ongoing process; provide better training and development of staff; part-time
e) Maj or Transportation Issues e. Mayor, Council; Admin, personnel policy adopted by Council;. Firefighter handbook
f) SPUC/City Comm. Devel., Engineering approved by Council in Sept., 2008.
f. Council Liaison; Administrator d. County planning staff may facilitate discussions.
g. City Council, P&R Director, e. SRF Study on 13/101/18. TH 41 River Crossing Cooridor;
Finance Director Transportation Alliance projects; Staff has been meeting with county
staff on finalizing plans for CR 21, CR 83 improvements, and CR 101
improvements. Staff also provides substantial support to the "U.S.
Hwy 169 Corridor Coalition."
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 Completed in 2008. The efCterior pillars require repairs and planters
Engineer, & City Council 10/17/ are planned to be ordered to make the entrance to the Community
Center invitin .
Action Steps Parties Responsible Target Dates Additional Notes
1) Encourage/Educate the Public to Expand Recycling Public Works, P&R Director, Ongoing Council being asked to consider "one sort" recycling at 9/1/09
Communications Coordinator, meeting.
Facilities Maintenance
Coordinator
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2) Update Stormwater Plan & Enforce Regulations Engineering As part of Comp Plan update The Comprehensive Storm Water Management Plan was updated to
incorporate changes in policies that have evolved since the last update
in 1998. .
In Sept, 2008, Council adopted a detailed Water Resources
Management Ordinance in order to maintain City control of
development review and to maintain sole permitting responsibility for
construction activities. Storm Water Pollution Prevention Program
(SWPPP) compliance inspections are ongoing and annual SWPPP
report completed on June 30, 2009.
3) Adopt Natural Resources Design Standards and Parks. Recreation & Natural Ongoing The Natural Resources Design Standards are being implemented in to
Preservation of Fragile Natural Areas, and educate the Resources Director the developer's agreement and all other design criteria. The design
Public. standards are enforced with all current development reviews.fla.ve
Continuing to provide information to public through the web site,
recreation brochure and community educational sessions. The NR
intern is completing an open space inventory as time allows and
continues to work on park encroachment notifications.
City is more aggressively enforcing encroachments by adjacent
property owners into conservation easements (and park areas)
4) Complete Energy Audit for "City Green Projects", Administration and affected Community Center- SPUC energy audits performed on all City Buildings.
and other energy efficiencies throughout the City depts. The Community Center and Ice Arena are seeing a decrease in the
Organization. Implement the findings of the Energy C't C 'l D rt t H d
Ad' h h h C' f: T' I Y OunCI, epa men ea s energy bill since the lighting upgrade project was complete.
u Its t roug out t e lty aCI ItIes as resources or .
opportunities become available.
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, to be
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 Web site and direct-mailed Hometown Messenger implemented in
communications efforts. staff 2008. Work with School District and SPUC. Monument signs can
also communicate City identity. Provide for community gathering
points.
Police Department continues with Safe School forum meetings along
with School District, FD, Probation and County Attorney staff.
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./Koeper Ave. trail project is being designed and final plans to be
presented on September 15,2009.
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; improve lighting on Fuller/Scott.
Design for Fuller St bridge over US 169 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 proj ects Parks and Recreation working with the Chamber on "Pumpkins in the
Park"; significant City involvement with Derby Days.
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1) Hold Neighborhood Meetings All departments, depending on Dependent on proj ect 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) Police Department completed its most recent Citizen's Academy in
April, 2009.
Police Department had staff participating in Southern Valley
Alliance for Battered Women's 25th Anniversary Celebration at
Huber Park
FD-Continues work on the CER T 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, web streaming, stuffers, Communications Coordinator sent in March, 2008. 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 web site information regarding new and or changing
transit alternatives for residents.
All recreation programs can be registered for online.
The Parks and Recreation Department provides a significant amount
, of information on the website including rental forms and the activity
brochure.
The Police Department is using the city website to disseminate
emergency management information, crime prevention materials and
reward flyers, and Crime Prevention tips. FD- Working with schools
on Fire Prevention efforts, and is updating its city web information.
3) Support Community Initiatives (i.e., Arts Mayor and Council, staff Ongoing City departments will participate in a Chamber event that will replace
Org/Events; Shakopee Showcase; Derby Days; the Shakopee Showcase.
National Night Out) CD Director is a part of the Downtown Partnership's Business
Development Committee.
City Staff assists with annual Derby Days.
The Police Department also reaches out to youth through its Explorer
Program; the Fire Dept. is reviewing establishment of Fire Explorers'
program.
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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.
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.
Police Department and School District staff worked collaboratively
on a grant to fund an additional Hispanic advocate but which was not
funded, (summer 2009.)
5)Continue to provide trails to connect the different P & R Director, PW Director Ongoing As development/funding permits. Also working with the county to
areas of the City as well as connecting people to public construct trails along county roads.
areas.
Action Steps Parties Responsible Target Dates Additional Notes
1) Continue to Support a Negotiated Agreement, Mayor and Council; City City and BIA have reached a negotiated settlement on Fee to Trust
including Fee to Trust Administrator with other staff as process.
needed
2) Continue to Seek Cooperation on Issues of Mutual Mayor and Council/ City Provision of Police services to tribal properties located within the
Interest Administrator City limits
3) Expand Partnerships w/Scott Co. & Others NA NA NA
4) Facilitate Development of Non-Tribal Lands NA NA NA
Around SMSC Lands.
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