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020209 CC WS AgPCITY OF SHOREWOO CITY COUNCIL WORK SESSION MONDAY, FEBRUARY 2, 2009 AGENDA 2. 3. 4. 5. CONVENE CITY COUNCIL WORK SESSION A. Roll Call B. Review Agenda 2009 GOALS (Administrator's memorandum) - 90 minutes Mayor Lizde Bailey Turgeon Woodruff Zerby COMPREHENSIVE PLAN - 90 minutes (Reminder to Council: Bring your Comprehensive Plan Packet to this meeting) OTHER ADJOURN 5735 COUNTRY CLUB ROAD SOUTHSHORE CENTER 5:00 P.M. Dinner will be provided for Council and Staff MEMORANDUM TO: City Council FROM: Brian Heck, City Administrator DATE: January 29, 2009 SUBJECT: Goal and Objective Background The Council traditionally reviews and prioritizes a work program staff uses for the year. Staff worked on identifying possible tasks for the year and presented the information to Council over a couple of meetings. At the last meeting this item was discussed, the Council asked for additional information on each of the tasks. Staff put together information on a many of the objectives. I have tried to organize the items in two categories: customer service/service improvements/enhancements and internal operations. The main task for the meeting is to review the objectives, provide additional feedback, include additional objectives, prioritize the objectives, and begin the discussion on the process to follow for 2010. ~V% q.0 PRINTED ON RECYCLED PAPER City of Shorewood Objective Outline Page I of I DEPARTMENT: Planning PROJECT/OBJECTIVE NAME: Planning Staff Reports Online RESPONSIBLE PARTY: Brad Nielsen/Pamela Helling What is the purpose? To provide a more convenient method for those with internet access to obtain and review staff reports and recommendations for zoning and development requests. How/what will you measure? Resident feedback. What do you hope to accomplish? (efficiencies, service improvements, cost savings, etc.) Give residents a better idea of what goes into the review of development requests and make them more informed when they come to public meetings. What are the steps (strategies)? • Draft introduction and feedback solicitation • Convert scanned documents for use on website What resources are necessary? Staff time and some space on the website. What is the time line for completion? Complete by end of February. City of Shorewood Objective Outline Page 1 of 1 DEPARTMENT: Planning PROJECT/OBJECTIVE NAME: Zoning - Administrative Procedures Online RESPONSIBLE PARTY: Brad Nielsen/Pamela Helling What is the purpose? To assist property owners, developers and builders involved in any type of zoning or subdivision application process. The convenience of obtaining the information online will better enable them to prepare for the necessary consultation with City staff. Checklists of required information should result in more complete applications. How/what will you measure? We will track the number of meetings necessary to lead users through the development process. We may be able to determine if staff consultations are shorter and more efficient. What do you hope to accomplish? (efficiencies, service improvements, cost savings, etc.) By providing information online, users can eliminate at least one trip to City Hall. Their applications should be more complete, making for more productive consultations with City staff. What are the steps (strategies)? • Draft outlines of procedures for various zoning applications • Design checklists of submission requirements • Convert outlines and checklists for publication on website What resources are necessary? Staff time and minimal space on the website. What is the time line for completion? • Zoning procedures - April • Subdivision procedures - May City Shorewood Objective Outline Page 1 of 1 DEPARTMENT: Planning PROJECT/OBJECTIVE NAME: County Road 19 Trail RESPONSIBLE PARTY: Brad Nielsen What is the purpose? Improve safety for pedestrians and cyclists on segment of County Road 19 between Smithtown Crossing and LRT Trail. How/what will you measure? Number of lineal feet of bituminous trail surface. What do you hope to accomplish? (efficiencies, service improvements, cost savings, etc.) Elaborate on adopted concept plan from County Road 19 Corridor Study. Develop preliminary plans for presentation to Hennepin County Transportation Department. Incorporation of project into Hennepin County Capital Improvements Program. What are the steps (strategies)? • Meet with Hennepin County staff to explore feasibility of project • Develop preliminary plans • Continue work with Tonka Bay and Orono on larger County Road 19 trail project • Beg Hennepin County for funding What resources are necessary? Staff time initially. County may require some sort of cooperative arrangement (i.e. we design/build - they fund). If that becomes the case some survey work may be necessary (not budgeted for 09) What is the time line for completion? Planning efforts could be completed by end of June. Design and construction could occur in 10', depending on availability of funding and County's willingness to incorporate into their CIP. City Shorewood Objective Outline Page 1 of 1 DEPARTMENT: Public Works PROJECT/OBJECTIVE NAME: Provide adequate and dependable utility service to the citizens of City at the lowest practical cost. RESPONSIBLE PARTY: Public Works What is the purpose? Provide adequate and dependable utility service to the citizens of City at the lowest practical cost. How/what will you measure? Year end costs for the Sanitary Sewer System What do you hope to accomplish? It is desired to minimize costs and surcharges to the system by determining the amount of infiltration and inflow to the wastewater system. What are the steps (strategies)? 1. Explore cost effective means to chart flows at wastewater lift station to compare rainfall and inflow events to pumping demands. 2. Determine if efficiencies by implementation of such systems help reduce other operational costs. 3. Increase efforts to determine infiltration and inflow within the gravity systems by data logging and televising. What resources are necessary? Staff time to research available systems and funding to support such systems if determined feasible. What is the time line for completion? First phase may be completed by August, 2009. The remainder of other efforts would be ongoing. City of Shorewood Objective Outline Page 1 of 1 DEPARTMENT: Public Works/Engineering PROJECT/OBJECTIVE NAME: Increase the Effectiveness of Communication and Provide a Predictable Methodology to the Planning and Implementation of Roadway Improvement Projects. RESPONSIBLE PARTY: Public Works/Engineering What is the purpose? Increase the Effectiveness of Communication and Provide a Predictable Methodology to the Planning and Implementation of Roadway Improvement Projects. How/what will you measure? Percentage of projects initiated versus projects indicated in the 20 Year Pavement Management Program and the 5 Year Capital Improvement Program. What do you hope to accomplish? Better communication of the long term plan and minimization of construction and/or maintenance dollars by effectively programming each activity. Also arriving at a financing plan for the 20 year program that is sustainable for the City of Shorewood. What are the steps (strategies)? Clearly the first step of this is to complete the 20 year rating plan in list format. Second, the City Council and staff will discuss potential financing methodologies. Third, commence with the design/planning process for the financing vehicle. For instance, if it is decided by the City Council that assessments are likely, drafting, reviewing, and approving an assessment policy would be in order. If it happens that bonding is the preferred method, the City's bonding counsel should be consulted to arrive at a finance plan for the 20 year period. From those points of progress communication pieces can be put in place in the City Newsletter, web site or other venues. What resources are necessary? What can be predicted at this time is Staff time. Resources, such as bonding counsel, web site and newsletter items will be needed as the process proceeds. What is the time line for completion? City Shorewood Objective Outline Page 1 of 1 DEPARTMENT: Finance PROJECT/OBJECTIVE NAME: Additional On-Line Payment Options RESPONSIBLE PARTY: Finance/Webmaster What is the purpose? To provide additional payment options for Shorewood customers to purchase permits and pay utility bills on-line. How/what will you measure? Increased customer service options to enhance the `user-friendly' feel of the City's website and City operations in general. When implemented, we can measure frequency of use. What do you hope to accomplish? Convenience for Shorewood residents and streamlined process and increased efficiencies for staff. What are the steps (strategies)? 1. Research the available options for on-line payments. 2. Consult with Incode, the City's financial software vendor, to learn what capabilities are available for implementation. 3. Analyze the financial feasibility and related costs of providing additional options. 4. Council review and authorization of options. 5. Implementation. What resources are necessary? Staff time to review options. Research what other communities are doing and how they handle credit card convenience fees. Some funding (to be determined) may be required from various sources (General fund and utility funds). What is the time line for completion? Third quarter 2009. City Shorewood Objective Outline Page 1 of I DEPARTMENT: Finance PROJECT/OBJECTIVE NAME: Phase III Water Meters and ROI RESPONSIBLE PARTY: Finance/Public Works What is the purpose? Council requested an ROI (Return-On-Investment) analysis for the Phase III water meter installation. How/what will you measure? Time savings gained from Public Works not having to read water meters manually (estimated at 2 persons for 3 weeks) and finance not having to input readings manually (estimated at 1 person for 32 hours.) There are also gains in accuracy and internal control that would be desirable to try to quantify. What do you hope to accomplish? Justification for the radio read water meter project. What are the steps (strategies)? 1. Installation of the radio read meters. 2. Measure (or estimate) time savings for public works and finance staff. 3. Quantify same on a cost basis. What resources are necessary? Staff time. What is the time line for completion? Second Quarter. City of Shorewood Objective Outline Page 1 of 1 DEPAR'T'MENT: ADMINISTRATION/ WEBSITE PROJECT/OBJECTIVE NAME: Website Enhancements RESPONSIBLE PARTY: Pamela Helling, Webmaster Jean Panchyshyn, Deputy Clerk What is the purpose? To provide customer service improvements on the city's website How/what will you measure? 1) Number of people who use "Contact Us" email links to departments 2) Increased use of on-line forms for licenses and permits 3) Number of people who sign up for list-serves (on-line subscriptions) 4) Number of people who use on-line payment service (if we do this) 5) Number of people who use on-line reservations (if we do this) What do you hope to accomplish? (efficiencies, service improvements, cost savings) 1) To add a "Contact Us" email service for community needs/concerns 2) To provide subscription list-serves for topics such as Council Agendas, E- Newsletter, Park and Recreation Programs, Volunteer/job openings, others as identified. 3) Add Resident friendly information for various Building/Zoning items 4) Research the addition of interactive license/permit forms; scheduling facilities (such as picnic shelter reservations), and on-line payment for permits What are the steps (strategies)? 1) Identify enhancements that can be accomplished by Webmaster (staff time); and enhancements that will require outside service and/or software/hardware upgrades and any additional fees associated with this What resources are necessary? 1) Staff time 2) Fees for subscription management service 3) Fees for on-line payments 4) Fees for any Software / Hardware Enhancements What is the time line for completion? Jan-March - Add "Contact Us" email service on Home Page Jan-March - Addition of Building/Zoning information handouts April-Sept - Email Subscription service; E-Newsletter format July - December - Research possible addition of interactive forms; on-line payments; and on-line reservations City Shorewood Objective Outline Page I of 1 DEPARTMENT: Parks / Public Works PROJECT/OBJECTIVE NAME: Park and recreation program and infrastructure improvements and expansion RESPONSIBLE PARTY: Park Commission / CRR / Public Works / Twila Grout What is the purpose? To improve the park facilities and expand programming available at the parks. To create and improve partnerships to provide a greater wealth of recreational opportunities for residents and which pay for themselves. How/what will you measure? We can measure the number of participants in programs and positive and negative comments received from park users and program participants. What do you hope to accomplish? (efficiencies, service improvements, cost savings, etc.) We hope to provide a greater level of service to the public in a manner that does not cost the city additional dollars. What are the steps (strategies)? • Revise the Community Rec. Resources agreement to include park liaison and coordination activities. • Revise the hours allocated to clerical park support. • CRR to work with Park Commission to establish recommend work program for the year. • CRR and staff to collaborate on organizing existing programs and preparing for new programs. • Establish survey tool to obtain participant feedback. • CRR and staff to implement CIP for parks and monitor to ensure work is completed. What resources are necessary? Additional staff time and contract time to implement and ensure the CIP and programming are completed. What is the time line for completion? For most items listed, completion is end of summer and for reviewing survey results, ongoing. City Shorewood Objective Outline Page 1 of 1 DEPARTMENT: Planning PROJECT/OBJECTIVE NAME: Zoning Ordinance - Parking Requirements RESPONSIBLE PARTY: Brad Nielsen What is the purpose? To update parking requirements to be consistent with revised commercial zoning districts. How/what will you measure? Compare list of allowable uses in Zoning Code to list of parking requirements. Each use should have a corresponding parking requirement. What do you hope to accomplish? (efficiencies, service improvements, cost savings, etc.) Service improvement - avoid delays in reviewing development requests while parking requirement is determined. Developers reduce costs by knowing in advance how to prepare their plans. What are the steps (strategies)? • Staff research • Presentation to Planning Commission • Public hearing to consider revisions/recommendation to Council • City Council adoption of proposed amendments • Publish in official newspapers What resources are necessary? Staff time. Will likely require off-site meeting space - already arranged for scheduled Planning Commission and Council meetings. Cost of publication - included in 09 budget. What is the time line for completion? • Presentation/Planning Commission discussion - February • Public hearing/recommendation to Council - March • Council adoption/publication - end of March City of Shorewood Objective Outline Page 1 of 1 DEPARTMENT: Finance PROJECT/OBJECTIVE NAME: Utility Rates Study RESPONSIBLE PARTY: Finance What is the purpose? To review, analyze, and implement utility rates that promote conservation and provide adequate financial support for utility operations. How/what will you measure? Financial projections of the utility funds, including anticipated operations and capital costs and the impact of utility rates on same. What do you hope to accomplish? Determine the optimum rate structure to promote conservation and provide adequate financial support for utility operations. What are the steps (strategies)? 1. There are firms that do these studies. Look into the cost and feasibility of having a consultant do a full rate study. 2. If not feasible, finance department to prepare LOTS of financial projections. 3. Council review and discussion of completed study. 4. Implementation. What resources are necessary? Funds required to hire a consultant to prepare the rate studies and staff time. What is the time line for completion? If a consultant is hired, the study may be completed by end of 1 st quarter 2009. If the study is prepared internally, it would have to be scheduled around other duties (i.e., the audit) and would take longer (end of 2" d quarter?). City Shorewood Objective Outline Page 1 of 1 DEPARTMENT: Administration PROJECT/OBJECTIVE NAME: Southshore Senior Community Center RESPONSIBLE PARTY: Brian Heck What is the purpose? The purpose of this task is to finalize amendments to the agreements regarding the operation and maintenance of the jointly owned and operated community facility. How/what will you measure? The most significant measure for this task is adoption of an amended cooperative agreement by the five member communities and adoption and acceptance of an operational lease agreement. What do you hope to accomplish? (efficiencies, service improvements, cost savings, etc.) We hope to develop agreements that are acceptable to all the member communities and the organization charged with operating the facility. By accomplishing this we hope to improve overall service levels to all members of the community and stabilize the costs associated with maintaining the facility. What are the steps (strategies)? • Meet with member cities and define areas of the Cooperative Agreement in need of amendment. • Formulate options for each of the areas identified and discuss the pros and cons. • Develop recommended options for member representatives to take to their respective cities for discussion / approval. • Adopt Cooperative Agreement. • Address the amendments in the Lease agreement with the Friends. • Present amendments to member City Council's for review and approval. What resources are necessary? Staff time and possible attorney time to review agreements. What is the time line for completion? The initial target for the Cooperative Agreement is March 2009 City of Shorewood Objective Outline Page I of I DEPARTMENT: Administration PROJECT/OBJECTIVE NAME: Recycling and Solid Waste management RESPONSIBLE PARTY: Julie Moore, Larry Brown, Pat Dennen What is the purpose? To decrease the amount of landfill waste being generated within the City of Shorewood, to eliminate hazardous waste from being improperly disposed of within the community, and to increase the positive environmental position of our city. How/what will you measure? We will measure the amount of material collected at the curbside, at city facilities and various businesses in Shorewood including participation rates. We will measure the amount of regular solid waste collected and use of Household Hazardous Waste disposal sites. Specifically, we plan to increase participation in the curbside recycling program from 63% to 80%; decrease the amount of solid waste collected; and improve City purchasing of environmentally friendly products. What do you hope to accomplish? (efficiencies, service improvements, cost savings, etc.) What are the steps (strategies)? • Public education campaign. • Review contract and discuss hauler and program options. • Review collection methods and collection items. • Expand recycling program to parks and recycling all materials possible from city owned properties. • Join the Up On Green movement (www.upongreen.com). o Green purchasing program. o City Hall/buildings energy audit. • Promote recycling and environmental programs more efficiently to area residents, businesses and schools. • Develop education program in conjunction with schools, daycares, preschools. • Offer park and community programs on benefits of recycling/environmental awareness. What resources are necessary? What is the time line for completion? City Shorewood Objective Outline Page 1 of 1 DEPARTMENT: Administration PROJECT/OBJECTIVE NAME: Community Survey / Citizen Engagement RESPONSIBLE PARTY: Brian Heck and City Council What is the purpose? To develop a process for obtaining citizen feedback and input on municipal operations, services, infrastructure, etc. How/what will you measure? Depending on the type and methodology used to gather input, we will measure the number of responses and/or participation in meetings/open houses. We will measure satisfaction with services, programs, infrastructure, communications, etc. What do you hope to accomplish? (efficiencies, service improvements, cost savings, etc.) We hope to generate more community involvement in the establishment of enhanced services and items of priority to the community that the Council and staff can work together on to achieve. We hope to improve services, programs and create additional efficiencies based on the outcome of the results. What are the steps (strategies)? • Determine the method(s) to obtain input from the community. • Determine the areas (services, programs, etc) that will be evaluated. • Develop the instrument for gathering and analyzing input and the frequency. • If the method is a survey, develop questions related to the topic • Collect and analyze the data and present to Council • Use the results to prioritize projects, services, programs, etc., and make changes / improvements. What resources are necessary? The resources necessary for this project depend on the methodology used to gather input and the frequency. There will be staff resources used to organize, develop and implement this program and there may be costs associated with the project if focus groups, open houses or other such process is used. Survey tools exist at little to no cost. Dollars are not allocated specifically for this activity. What is the time line for completion? The proposed timeline is outlined below. Bullet number 1 Bullet number 2 Bullet number 3 Bullet number 4 Bullet number 5 Bullet number 6 February - March 2009 February - March 2009 March - May 2009 March - May 2009 May - July 2009 July - December 2009 City Shorewood Objective Outline Page 1 o 1 DEPARTMENT: Protective Inspections PROJECT/OBJECTIVE NAME: Enhance Building Inspection Process RESPONSIBLE PARTY: Joe Pazandak/Brad Nielsen What is the purpose? To better educate property owners and builders as to building code requirements, standards and procedures. To expedite the process of reviewing and issuing building permits. Increased availability of staff for residents. How/what will you measure? We will attempt to track the time it takes from submission of complete applications to issuance of permits. At present the only benchmark we have is the current policy for disposition of permit applications. We will track how many requests there are for the evening inspection program. What do you hope to accomplish? (efficiencies, service improvements, cost savings, etc.) Speeding up the process for reviewing and approving permits should enhance service to users (property owners and builders). We will continue to explore technological solutions that would improve service without requiring additional staffing. What are the steps (strategies)? • Reduce time to process permits (e.g. new construction <14 days; additions/remodels < seven days) • Offer same day inspections as work loads allow • Evening inspections (one night per week on a trial basis) • Provide additional information on website • Explore electronic payment of permit fees • Research paperless inspection notices • Increase participation in code development activities - work with regional and state code groups What resources are necessary? Staff time. Depending on ability to find appropriate scale software program, it may be necessary to purchase software, if not in 09', possibly in 10'. What is the time line for completion? • Reduce time to process - effective immediately • Same day inspections - effective immediately • Evening inspections - mid February • Website information - March/ongoing • Electronic payment - September (depending on Finance Dept) • Paperless inspection - September • Code development activities - immediately/ongoing City Shorewood Objective Outline Page 1 of 1 DEPARTMENT: Planning PROJECT/OBJECTIVE NAME: Comprehensive Plan RESPONSIBLE PARTY: Brad Nielsen What is the purpose? To provide a guide for the future development and redevelopment of the community. How/what will you measure? Compare past plans and programs with existing development to monitor consistency. What do you hope to accomplish? (efficiencies, service improvements, cost savings, etc.) Provide for the orderly growth of the community by establishing a decision-making framework to address issues of development and redevelopment What are the steps (strategies)? • Complete Council review of Planning Commission's draft of Comp Plan Update • Publicize and conduct informal open house meeting prior to formal public hearing • Conduct formal public hearing • Make necessary revisions to Update, based on Met Council and neighboring jurisdictions' review and comment • Publicize and hold neighborhood meetings for each Planning District • Revise Update based on resident input What resources are necessary? Staff time, Planning Commission time and City Council time. We will request some assistance from the Cable Commission for video taping, production and broadcasting of Comp Plan Update. Meeting space will be available in the remodeled City Hall. What is the time line for completion? • Council review - end of February • Informal open house - end of April • Public hearing - May • Submit to Met Council - end of May • Update Area Plans; hold neighborhood meetings - end of year • Revise Update -Jan. 10 City Shorewood Objective Outline Page I of I DEPARTMENT: Public Works/Engineering PROJECT/OBJECTIVE NAME: Increase the Effectiveness of the Capital Improvement Program and Implementation RESPONSIBLE PARTY: Public Works/Engineering What is the purpose? To increase the effectiveness of the Capital Improvement Program as to how projects are implemented in addition to increasing the effectiveness of the communication of this resource. How/what will you measure? Staff reviewed this and felt that measures such as time from implementation to completion were not necessarily an effective measure. Especially since a majority of the CIP projects have a substantial political nature that is out of staff control, that may result in failure of a project from proceeding at all. Thus, measures such as percentage of projects initiated to reaching a conclusive decision may be a good measure for this item. What do you hope to accomplish? It is desirable to add more predictability as to the timeline and costs for projects. Ultimately, the best of scenarios would be to have design and public processes occur the year prior to actual construction. What are the steps (strategies)? Begin by reorganizing the CIP in the 2009 reviw process for 2010 implementation and years to follow. Break out costs for design and schedule the public process the year prior to project implementation. What resources are necessary? Nothing other than staff time, and the willingness of the City Council to consider dividing the public/design process from implementation. What is the time line for completion? November 2009 City Shorewood Objective Outline Page 1 of 1 DEPARTMENT: Finance PROJECT/OBJECTIVE NAME: Road and Infrastructure Financing RESPONSIBLE PARTY: Engineering/Administration/Finance/Legal What is the purpose? To provide a fair and equitable means of financing infrastructure improvements. How/what will you measure? Whether the policy is adopted. What do you hope to accomplish? A means of financing infrastructure improvements What are the steps (strategies)? 1. Staff departments to review existing policy. 2. Review of other cities' success with various financing options (i.e. assessment, bonding, road improvement districts, etc.). 3. Hold work-sessions for council review. 4. Financial analysis to determine if financially feasible. 5. Public information meetings, if appropriate. 6. Adoption and implementation of the policy. What resources are necessary? Primarily staff time. What is the time line for completion? May vary depending on the time required by each step. If policy is required for 2009 activity, could be fast-tracked. City Shorewood Objective Outline Page 1 of 1 DEPARTMENT: Finance PROJECT/OBJECTIVE NAME: Liquor Fund Options RESPONSIBLE PARTY: . Administration/Finance/Council What is the purpose? Council would like to discuss what to do with the approximately $900,000 proceeds from the sale of the municipal liquor operation. How/what will you measure? Council discussion and consensus on use. What do you hope to accomplish? Council comfort with the use of the liquor funds; which will hopefully be beneficial city-wide and fiscally prudent. What are the steps (strategies)? 1. Staff to generate possible options, with council input. 2. Council work-session to discuss same. 3. Implementation. What resources are necessary? Primarily staff time. What is the time line for completion? Depends on other priorities. Possible 2" d quarter, however it is not imperative that these funds be spent. In fact, the decision may be to take no action at this time, and maintain the funds in reserve, if an agreed-upon use cannot be identified. City Shorewood Objective Outline Page 1 of 1 DEPARTMENT: Finance PROJECT/OBJECTIVE NAME: Annual Audit for the period ending 12/31/2008 RESPONSIBLE PARTY: Finance/Administration/Council What is the purpose? A successful annual audit with no findings or citations, in accordance with requirements. How/what will you measure? 1. Absence of any negative findings or citations. 2. A `clean' audit opinion. 3. Number of adjusting journal entries performed by the auditors (fewer is better). 4. Professionally prepared CAFR document. 5. Receipt of the Award of Excellence from the Government Finance Officer's Association (GFOA). What do you hope to accomplish? The City is required to have an annual financial audit each year. We hope to continue to maintain the high standards the City has established. What are the steps (strategies)? 1. Internal audit preparation of worksheets, documents, reconciliations. 2. Organizing all required materials (paper and electronic) for the auditors. 3. Preparation of their information requests. 4. Audit fieldwork. 5. Preparation and publication of the financial reports. 5. Audit presentation to the Council. 6. Submission to GFOA for the award program. What resources are necessary? 1. Staff time 2. Auditor costs, already determined by an RFP in fall of 2008. 3. Office space to house the auditors during their fieldwork (April 2009). What is the time line for completion? Final presentation to Council anticipated May 26 or June 8, 2009. City Shorewood Objective Outline Page I of I DEPARTMENT: ADMINISTRATION/ PUBLIC WORKS PROJECT/OBJECTIVE NAME: Cleaning Services Contract for City Hall and Public Works Buildings RESPONSIBLE PARTY: Jean Panchyshyn, Deputy Clerk Larry Brown, Director of Public Works What is the purpose? To obtain quality Cleaning Services for the newly remodeled City Hall Building and the existing Public Works Building - to Present a Positive Image of the City of Shorewood How/what will you measure? 1) Complaints / Compliments by staff or the public of the quality of the cleaning service/ how the building is presented to the public 2) Cleaning is being completed according to the proposal What do you hope to accomplish? (efficiencies, service improvements, cost savings) 1) To properly maintain the new City Hall building in order to avoid premature deterioration, which may result in long-term savings 2) To have improved Cleaning Service at both buildings What are the steps (strategies)? 1) At City Hall, determine what the cleaning requirements are for the new floor surfaces (tile, carpet, cork, entrance) 2) Determine how often cleaning is needed to keep the new city hall building properly cleaned and maintained; monitor and adjust throughout the year, if needed. 3) Create an RFP for both buildings; review proposals, check references, and select the best proposal. What resources are necessary? 1) Staff time 2) May need to spend more money for cleaning services to properly maintain the new city hall What is the time line for completion? March - Create an RFP for Council approval April - RFPs due May - Select service provider and provide notice to current provide (if not selected) June - Service to begin (current contract expires June 15; must give 30-day notice of non-renewal by May 15) City of Shorewood Objective Outline Page 1 of 1 DEPARTMENT: Administration / Planning PROJECT/OBJECTIVE NAME: Administrative Enforcement RESPONSIBLE PARTY: Brad Nielsen / Brian Heck What is the purpose? To augment the current code enforcement program by creating and implementing a means for handling code violations through an administrative process rather than through the criminal courts. How/what will you measure? We will measure the time to resolution of the code violation, cost to gain compliance, and revenue generated. What do you hope to accomplish? (efficiencies, service improvements, cost savings, etc.) Through the implementation of the Administrative enforcement process we hope to gain efficiencies in resolving compliance issues and potential savings in over all costs (for both the City and the property owner). Presently compliance issues are resolved exclusively via the courts. This is a lengthy process and the city incurs legal and court costs associated. What are the steps (strategies)? • Draft the ordinance amendments allowing the use of Administrative fines and penalties for code violations and present to Council for approval. • Develop policy and procedures for implementing and conducting administrative hearings. • Develop and amend the fee schedule to include the fines for various code violations. What resources are necessary? Legal resources and staff resources are needed for the initial drafting and development of the ordinance amendments and policy and procedures. We need space to conduct the administrative hearing and fiends to cover the cost of an independent hearing officer i.e. administrative law judge or arbitrator. Staff and legal resources are provided for in the budget and we anticipate using space at city hall for the hearings. Fees for the hearing officer were not provided for in the budget. It is expected that fines will cover the cost of the administrative law judge and support staff. What is the time line for completion? Our timeline is below. Bullet one March 2009 Bullet two May 2009 Bullet three April 2009 % City Shorewood Objective Outline Page 1 of 1 DEPARTMENT: Administration PROJECT/OBJECTIVE NAME: Reorganization RESPONSIBLE PARTY: Brian Heck What is the purpose? To provide council and staff with anticipated outcomes regarding the rearranging of responsibilities. In some cases, the purpose is to free up more time for some staff to allow them to focus more on their core responsibilities and functions. How/what will you measure? What do you hope to accomplish? (efficiencies, service improvements, cost savings, etc.) I hope to reorganize duties and responsibilities so staff is working from their strengths. This should improve the quality and timeliness of work product by allowing staff and department to focus on what they do well and removing those responsibilities that may have little to do with the overall focus of the department. What are the steps (strategies)? 1. Evaluate the current mix of responsibilities departments and staff is tasked with. 2. Realign areas of responsibility based on departments core function and where appropriate, to the individual staff members strengths. 3. Communicate realignment to staff and department directors. 4. Remove barriers for staff working in newly defined areas of responsibility to and ensure they have the proper authority and flexibility to properly carryout their new duties and responsibilities. What resources are necessary? In order for this objective to be successful, I will need the support of the Council for the decisions made regarding the reorganization or realignment of duties and responsibilities. Cooperation of staff is required in order to make this transition successful. At present there are no financial implications or requirements. What is the time line for completion? June 2009 with ongoing monitoring and adjustment as needed. City of Shorewood Objective Outline Page 1 of 1 DEPARTMENT: Administration PROJECT/OBJECTIVE NAME: Police Budget Process RESPONSIBLE PARTY: Brian Heck, City Council What is the purpose? To work more effectively with the Joint Powers Board and the Chief in the development of the SLMPD budget. How/what will you measure? Successful adoption of funding for the Police Operations. What do you hope to accomplish? (efficiencies, service improvements, cost savings, etc.) We hope to improve communication between the JPA and council in the development and establishment of the SLMPD. What are the steps (strategies)? ➢ Encourage the Chief to meet with the Cities early in the process to discuss budgetary needs. ➢ Encourage the JPA to work with the Chief to develop cost saving measures. ➢ Communicate the City's financial position and ability to pay to the Chief and JPA board. ➢ Work together to provide creative solutions to accomplish objectives. What resources are necessary? Good open communication. What is the time line for completion? August 2009 City Shorewood Objective Outline Page t of t DEPARTMENT: Planning Commission PROJECT/OBJECTIVE NAME: Planning Commission Work Program 2009 RESPONSIBLE PARTY: Planning Commission/Brad Nielsen What is the purpose? Two of the primary functions of the Planning Commission are: 1) prepare (and update) the Comprehensive Plan for the development of the city; and 2) initiate, direct and review the provisions of the City's zoning and subdivision regulations. Much of this year's work program has to do with updating the Comprehensive Plan to comply with the Metropolitan Land Planning Act. At the Council's direction, the Planning Commission has been asked to increase public participation and involvement. How/what will you measure? The Planning Commission Work Program 2009 will be evaluated periodically and at the end of the year to determine which tasks have been completed. What do you hope to accomplish? (efficiencies, service improvements, cost savings, etc.) Comply with MLPA requirements and provide enhanced service through up-to-date plans and development regulations What are the steps (strategies)? See Planning Commission Work Program 2009 (attached) What resources are necessary? Staff time and Planning Commission time. Meeting space is already accounted for. What is the time line for completion? See attached Planning Commission Work Program 2009. 2009 Work Program ADMINISTRATION Recycling Administrative Enforcement Laserfische - determine what to scan Laserfische - Additional folders / documents to make public Road Program Assessment Policy Southshore Center Lease and Cooperative Agreement Reorganization "deliverables" Establish 2010 Goals IT Disaster Plan Police Budget Cleaning Services contract INSPECTIONS Paperless inspections system FINANCE Infrastructure Financing Liquor Fund Options Utility Rate Study Additional On-line payment options Phase III water meter and RO1 Audit for Period Ending 12/31/2008 Financial Reporting (see note) PARKS Increase programs at Freeman Park 2009 CIP Review Tennis Court Reservation Policy Park Plan "refresh" Park Administration PLANNING Zoning process on-line Zoning staff reports on Administrative Enforce County Read 19 Trail Comprerers',ve Plan PUBLIC WORKS 2009 CIP Road Program Assessment Policy Phase I I I water meter and RO1 Storm Water Plan WEB Interactive forms Payment for services Scheduling facilities E-Newsletter / newsletter archive Contact us drop down menu Zoning staff reports on-line Zoning process on-line Subscription Service Engineering Note: north intersection reconfiguration to reduce left turn congestion. Need a study (at least) to determine if this can be done First Quarter Second Quarter Third Quarter Fourth Quarter NOMINEE 77 Finance Note: monthly budgets with actual by department and enterprise fund, along with at least a quarterly forecast of what the year-end result will be for both revenues and epxenses (by department, enterprise). Planning Commission Work Program 2009 20-Jan 17-Feb 24-Mar 21-A or 19-Ma "-Jun 17-Jun 21-Jul 18-Au 21-Se 20-Oct 17-Nov 1-Dec 2010 COMPREHENSIVE PLAN UPDATE I Public Information Meeting (Open House Public Hearin Submittal to Metropolitan Council I Formal Adoption Publication Planning District Area Plans I COMPREHENSIVE PLAN IMPLEMENTATION Public R.O.W. Stud Life Cycle Housing (Elderly) I I ~ ~ I I I I ZONING CODE Review/Update Parking Requirements Annual Variance Discussion I Monitor SYC for Zoning Compliance i i ADMINISTRATIVE ENFORCEMENT ~ I I I Administrative Procedures _ Fee Schedule r i I I I I I ! I _ Planning Commission ' 'I I Staff R Re ort/Work Product ~ ~ I I I I ! i I Meeting date subject to change Report or work product