01-23-12 CC WS AgendaCITY OF SHOREWOOD
CITY COUNCIL WORK SESSION
MONDAY, JANUARY 23, 2012
AGENDA
1. CONVENE CITY COUNCIL WORK SESSION
A. Roll Call
B. Review Agenda
2. STRATEGIC PLANNING
5755 COUNTRY CLUB ROAD
COUNCIL CHAMBERS
6:00 P.M.
Mayor Lizee
Hotvet
Siakel
Woodruff
Zerby
ATTACHMENTS
Detailed Agenda
3. ADJOURN
STRATEGIC PLANNING AGENDA
City Mission Statement
a. Review current statement developed 2/11
1. Does this statement adequately describe the Council's view of the
city's purpose?
2. If not, what needs to change?
3. Is there one part of the statement that is a higher priority than the other
statements?
II. Internal and External Issues
a. Review internal assets and obstacles
1. Additional assets
2. Additional obstacles
b. Review external assets and obstacles
1. Additional assets
2. Additional obstacles
III. Review SWOT
a. Review and update Strengths
b. Review and update Weaknesses
c. Review and update Opportunities
d. Review and update Threats.
IV. Brief review of City Programs / Services and Staff priorities
CITY OF SHOREWOOD
CITY SERVICE PRIORITIZATION WORKSHEET- GENERAL SERVICES
Priority Level
Mandated
Is service
Discretio
nary
Resources
Department
Service Component
Description
City
County
State
Federal
High
Medium
Low
General Comments
Required
Finance
Process and write prepaid expense checks, compile and code
Michelle is the primary staff
Weekly time
invoices for the City, enter data into computer and prepare a list of
member dealing with this
requried for this
Accounts Payable
claims for Council approval (State mandate), and produce and mail
X
X
process. Department heads assist
process = 16
checks to vendors. Keeps orderly records of payments for yearly
with coding and verification of
hours
audit.
invoices
Develop, prepare, submit, and administer the City's budgets.
Bruce is the primary staff
Generally
Monitor and approve expenditures, advise appropriate personnel on
member involved in this process.
consumes about
budget matters, and make adjustments to the budgets as necessary.
The administrator and other
16 hours per
Budget
X
X
X
department heads participate in
week during the
the development of the budget.
year.
Bruce manages this program
The
Develop debt management policies, practices, and procedures based
with assistance from
approximate
Debt Management
on projecting cash flows financing sources and cash uses relative to
X
X
X
investement experts
amount of time
the City's outstanding debt level. If the City has debt, there are
is 12 ours per
mandates.
week.
Setup and monitor escrow accounts, request additional funding as
Bruce coordinates this with Brad.
1 to two hours
Escrow Accounts
needed, and send out monthly statements.
X
X
per month
Michelle handles this.
Data entry of all receipts and adjusting journal entries, balance
consists of
General Accounting
receipts with a total cash balance, and receipt daily checks.
X
X
about 12 hours
per week
Investments
Develop and implement an overall investment strategy. If the City
X
X
Takes about 14
invests, there are mandates.
hours per week
Plan completed by Bruce.
Revise and update the City's plan. Re- evaluate revenue and
Revisions and monitoring based
Long -Term Financial
expenditure assumptions, update financial trending, demographics,
X
X
on policy decisions of Council
Management Plan
and evolution criteria and indexes. Determine and implement
About 2 -3 hours
successful alternative financing strategies.
per week
Michelle, with back up from
Process bi- weekly payroll for City employees and quarterly payroll
Bruce and other staff.
for elected officials and fire personnel. Update employee records,
Payroll
prepare pay checks including employee taxes /deductions, and
X
X
X
about 4 hours
produce accounts payable checks for all deductibles. Prepare
every other
required quarterly nd ear -end reports and process.
q q y y ear-end p
week.
Process quarterly utility bills, collect /receipt payments, and make
Michelle and Pat manage this
process. Bills are quarterly so
deposits. Updates computer with all changes in customer and
activity varies based on cycle.
During billing
Utility Billing
system information. Process late notices, shut -offs, and certification
X
X
cycle, this task
task
of unpaid amounts. Answer questions by phone and in person.
takes about
Process and pay state and county report fees.
hours a week
CITY OF SHOREWOOD
CITY SERVICE PRIORITIZATION WORKSHEET- GENERAL SERVICES
Priority Level
Mandated
Is service
Discretio
nary
Resources
Department
Service Component
Description
City
County
State
Federal
High
Medium
Low
General Comments
Required
Risk management is handled by
Ensure prudent insurance coverage types and levels. Review and
Bruce and Brian. Most of this
recommend the adjudication of claims filed against the City.
activity occurs late in the year
Arrange loss control programs to ensure employee health and work
and is headed by our insurance
This process
Risk Management
place safety. Recommend adequate general property, liability,
X
X
broker.
takes relatively
workers' compensation and other casualty insurance coverage
little time about
according to City's risk tolerance and maintains up -to -date records
li hours on the
with insurance carriers.
year
Sales and Use Tax
Compute and pay monthly sales and use taxes.
X
X
Special Assessments
Process and record payments and send out /publish notices.
X
X
X
Administration
City has requirements under
Coordinate, prepare, and distribute agendas and packets, publish
City Council and
statute as a statutory A city.
This process can
legal notifications prepare reports, draft resolutions, and take
X
X
X
Commission Support
take up to 30
minutes if needed.
hours a week
Prepare and publish the City's monthly newsletter, review and
Julie coordinates the publishing
prepare press releases, prepare flyers and promotional materials for
of the newsletter Pat prepares
city events and actvities, coordinate cable productions with LM CC,
the weekly a -news and inputs on-
Communications
send out weekly a -news information to subscribers. Update content
X
X
line registrations, other staff
These activities
on the websites, manage calendar, on -line registrations, payments,
assist as needed.
take about 26
etc.
hours a week
License and Permit
Process various city required licenses and permits (annual renewals
Jean manages, with support from
Administration
and daily building, mechanical, plumbing, etc)
x
x
x
x
Pat and Twila
3 hrs /week
Jean manages, with cooperation
Records Management
Maintaining the city's official records according to the records
x
x
x
of other depts and admnistration
retention schedule, includes filing and maintaining Laserfiche system
staff.
4 hrs /week
Jean manages, with support from
on -going daily
General Office and
Day -to -day management of front desk activities (sorting mail,
Pat and Twila
activit y
E
Equipment
q p
assisting customers daily bank deposit, etc • supplies and equipment
8 Y p ), pp ment
q p
x
x
througout the 8
Administration
maintenance and acquisition (copiers, computers, software needs)
hr day
Manage and administer employee benefits packages. Attend
Brian leads this activity with
training related to mandatory and optional benefits.
assistance from Bruce and
Relatively small
Benefit Administration
X
X
X
Michelle
amount of time
about 8 hrs a
month
Manage and ensure compliance with requirements for work realted
Federal and state law outlines
Takes an hour or
Safety and Health
injuries - completion of FRI forms and follow -up with LMCIT.
X
X
X
employer responsibilities
so per
Compeletion and posting of OSHA 300 log and ensuring staff receive
regarding employee safety and
recordable
proper safety training.
health
incident.
Personnel and labor
Negotiate and administer union contracts. Interpret, revise, and
The City has one union and
relations
enforce personnel policies. Administer compensation plan including
therefore must comply with state
2 -3 hours per
recommendations on wage structure and job rating.
X
X
X
and federal law related to
week during
dealing with Unions.
negotiations
Provide updates on recycling program and answer questions by
Julie and Pat manage this
phone and in person. Compile and submit annual County report on
program.
Recycling
amount of material collected. Contract RFP and negotiations. Serve
X
X
X
as liaison between Recycling contractor and residents as needed.
About 8 hours a
Atttend recycling meetings.
week.
CITY OF SHOREWOOD
CITY SERVICE PRIORITIZATION WORKSHEET- GENERAL SERVICES
Priority Level
Mandated
Is service
Discretio
nary
Resources
Department
Service Component
Description
City
County
State
Federal
High
Medium
Low
General Comments
Required
Respond to inquires from the public regarding City information and
Minnesota statue chapter 13 -
Depending on
provide the information in accordance to data privacy and other
data pracices governs data
the size of the
guidelines. Serve as the City's "Responsible Person" for data privacy
reqeusts.
request.
Data Requests
issues.
X
X
General
requests take
about an hour.
Hire election judges and supervise the conduct of elections.
Jean manages this process; Pat
Elections
X
X
X
X
X
and Twila assist with several
About 16 hrs
election activities
per week
GreenStep Cities
Work toward completion of action steps for required best practices.
This is a voluntary state program
Identify other best practices and action steps to complete to move
the City opted to participate in.
the city up the "steps" in the program
MPCA established the program
Depending on
X
X
and requirements. Priority level
the project, can
depends on the item
take several
staff hours.
Grant writing
Seek and identify grant opportunities the city can access to help
Twila and Julie lead this process
cover the cost of programs and services and /or to allow the city to
with other staff passing on
conduct pilot projects. Work with staff to ensure all paperwork,
X
X
possible grants
Depends on the
reports, and other requirements of the grant are met.
grant, about 2-
12 hrs per
application
Recreation Programs
Develop and implement recreational programs in the parks or at
Twila manges this aspect of the
other municipal facilities for kids, young adults, and adults, including
parks.
Sports Organization scheduling, Ice Rink program staffing, Arctic
X
X
Fever support, Community Garden and Adopt -a Garden volunteer
About 20 hours
management.
per week
Facilities Maintenance
Insure all buildings owned and operated by the city are properly
Joe is the main player in dealing
maintained. Schedule all preventative maintenance. Develop long
with this activity. Larry and public
About 10 hours
range maintenance program and over see capital improvements as
works also participate
per week to
needed.
X
X
X
Coordinate;
Varies to
perform
Strategic Planning
Facilitate the development and implementation of long range
Brian leads this activity with
About 8 hours
strategic plan for the city.
X
X
Council and staff
per week
Planning /zoning /i
nspections
Comprehensive Plan
Create and amend Comprehensive Plan and other long -range
X
X
Plan is complete. Only need to
planning documents.
provide updates or amendments
Limited
Review site improvements in the field for conformance with
Number based on construction
Varies on
Inspections
approved plans.
X
X
activity
project
Identify and develop amendments to the Code as necessary.
Priority for council and planning
Approximately
City Code and Zoning
Prepare reports and draft ordinances for Council and Commission
X
X
commission. Brad leads this
16 hrs per code
Code
consideration.
project
review
Dependent on compalints - Joe,
Varies on type
Brad, and Brian involved
of complaint
Code Enforcement
Handle complaints regarding zoning code violations.
X
X
and parties
involved.
CITY OF SHOREWOOD
CITY SERVICE PRIORITIZATION WORKSHEET- GENERAL SERVICES
Priority Level
Mandated
Is service
Discretio
nary
Resources
Department
Service Component
Description
City
County
State
Federal
High
Medium
Low
General Comments
Required
Economic
Work with the planning commission and city council to actively
Brad spearheads this activity -
Development
pursue developers and business' in an effort to encourage them to
city has not been overly
Varies -
consider projects in Shorewood. Specifically, Smithtown Crossing.
X
X
proactive in marketing
currently not
redevelopment sites.
much time.
City Planning
Enforce the land use and zoning codes, evaluate and present
Brad manages this activity
Generally
recommendations on applications for variances, review proposed
depends on
construction for compliance with zoning codes, work with Planning
X
X
Commission
Commission and Council in keeping land use and zoning related
activity about 14
codes current.
hrs week
Diseased Tree
Conduct tree inventory and prepare plan to address management
Brad and Joe manage this
Program
and control of diseased trees
X
X
program. Partly completed.
8 -12 hrs week
Coordinate annual deer survey and deer hunt. Work with Minnesota
Program activity in fall
Deer Management
Bow Hunters in identifying locations and obtaining proper
X
X
authorizations.
20 hrs
Engineering
Ensure compliance with permit conditions including inspecting
James oversees and manages this
MS4 /SWPP
facilities, conducting necessary maintenance and repairs, tracking
X
X
X
program
activities, and holding annual public meeting on compliance and best
practices.
100 hrs
Inflow and Infiltration
Complete annual inspection of sanitary sewer segments to identify
James prepares segments,
potential I and I issues. Arrange for repair.
oversees contract, reviews tapes,
X
X
and implements corrections
100 hrs
20 Year Road program
evaluate condition of roads in the city on an annual basis and rate
James and Larry perform this
using PASER system. Adjust maintenance and construction program
X
X
activity
according to updated ratings.
80 hrs
Storm Water
Ensure the proper design and construction of the citys' storm water
James performs desing. Larry
Construction
infrastructure.
X
X
X
implements construction
100 hrs
Road Construction
monitor construction to ensure project adheres to plans and
Larry Coordinates Construction
during
specifications.
X
X
with assistance from Contracted
construction
Inspector
season
Road maintenance
Prepare design and specifications for road maintenance projects
Ongoing as part of the CIP and
design
such as seal- coating, mill and overlay, reclamation, and
annual road maintenance
reconstruction. Recommend lowest responsible bidder. monitor
X
X
program
construction to ensure project adheres to plans and specifications.
400 h rs
Public Works
Snow removal on
Remove snow and apply anti -icing agent as needed when snow fall
Larry monitors and coorinates
roads
depth reaches 2 ".
X
X
PW staff perform this activity.
Dependent on weather
Varies
Snow removal on
Clear the snow from sidewalks along roadways. Clear snow of the
Larry monitors and coorinates
trails, paths, and
LRT, and clear snow from trials in parks.
X
X
PW staff perform this activity.
sidewalks
Dependent on weather
Varies
CITY OF SHOREWOOD
CITY SERVICE PRIORITIZATION WORKSHEET- GENERAL SERVICES
Priority Level
Mandated
Is service
Discretio
nary
Resources
Department
Service Component
Description
City
County
State
Federal
High
Medium
Low
General Comments
Required
Flush Hydrants
Twice per year, flush hydrants in the city.
Larry Monitors and Utility
X
X
X
Personnel schedule and perform.
4 weeks /twice
per year
Road Maintenance
Sweep streets according to adopted schedule, clear brush and other
Larry Coordinates and utilizes PW
visual hazards from ROW, patch pot -holes in preparation of annual
Staff
X
X
maintenance program and as needed when reported by residetns.
Varies
Vehicle repair and
Provide for the repair and maintenance of city vehicle and
Larry Oversees, Brad Mason
maintenance
equipment fleet. May provide for other jurisdictions at time and
X
X
manages and performs
materials reimburesement rate.
43 hours /wk
Lift Station and
Conduct regular inspection and perform required preventative
Larry Oversees; Utility Personnel
sanitary sewer system
maintenance on municipal sanitary sewer system. Respond to
Oversee and Perform
X
X
X
maintenance
alarms and take necessary action.
60 hours /wk
Well and Water Tower
Conduct regular inspection and perform required prevenative
Larry Oversees; Utility Personnel
maintenance
maintenance on the municipal water system. Respond to system
X
X
Oversee and Perform
alarms and take necessary action.
60 hours /wk
ROW Maintenance
Trim and remove trees, brush, bushes, and other hazardous
Larry Oversses and Coordinates
obstructions from the Right of Way. Clear downed trees from the
X
X
X
roadway following storm events.
30 hours /wk
Storm Sewer
Conduct regular inspections as determined by the City Engineer of
Larry Coordinates PW Personnel
the city's storm water infrastructure - grates, catch basins, pipes, in-
X
X
X
Perform
lets, out -lets, overflow areas, etc.
10 hours /wk
Park System
Park Maintenance
Mow the grass in all city parks including trimming weeds around
Park Maintenance Personnel
trees, fences, and posts. Mowing completed at least twice per week.
X
X
X
70 hrs /wk
Park Equipment
Repair and maintain buildings, fencing, and equipment in the parks.
Park Maintenance Personnel
Maintenance
Remove trash and ensure equipment is in safe working order
X
X
20 hrs /wk
Ice Skating and
Prepare the gound for skating surface and maintain ice throughout
Park Maintenance Personnel
Hockey Rink
the skating season.
X
X
maintenance
80 hrs /wk
Athletic Field
Groom the in- fields and line soccer and other play fields. Repair
Park Maintenance Personnel
Maintenance
fencing and other structures as needed.
X
X
20 hrs /wk
Shelters /warming
Clean and maintain warming house structures. Post reservations
Park Maintenance Personnel
houses
when facility is reserved.
X
X
1
10 hrs /wk