020209 CC WS Min5735 COUNTRY CLUB ROAD
SOUT S ORE CENTER
5:00 P.M.
MINUTES
1. CONVENE CITY COUNCIL WORK SESSION
Acting Mayor Turgeon called the meeting to order at 5:06 P.M.
A. Roll Call
Present. Acting Mayor Turgeon; Councilmembers Bailey, Woodruff and Zerby; Administrator
Heck; Finance Director Burton; Planning Director Nielsen; Director of Public Works
Brown; and Engineer Landini
Absent: Mayor Liz6e
B. Review Agenda
Woodruff moved, Zerby seconded, approving the agenda as presented. Motion passed 310.
2. 2009 GOALS
Administrator Heck stated during its January 12, 2009, work session Council briefly discussed the 2009
goals. Council requested Staff provide Council with more explanation of each goal. Staff has done that.
The meeting packet for this meeting contained the 2009 work program timeline discussed on January
12`h. It also contained a one page description for each item which states the department responsible, the
project/objective name, the positions responsible, its purpose, how it will be measured, what it is
intended to accomplish, the next steps, the resources necessary to complete it, and the time line for
completing. The goals were grouped into two broad categories in the packet; those related to customer
service and those related to improving internal efficiencies. The packet also contained the project
timeline for the Planning Commission's 2009 work program.
Councilmember Woodruff stated he appreciated the additional information. He requested each goal be
numbered on both the description sheet and again on the work program timeline so they can be cross
referenced more easily. Administrator Heck stated it will be easier to do that once the goals are
prioritized.
Councilmember Zerby stated Council had been provided with a lot of good information. He questioned
where the goals originated from? Were they a by-product of goals identified by Council in 2008 for 2009,
or the Capital Improvement Program (CIP), or the Comprehensive Plan? He requested a statement be
added identify the origination of the goal. He explained during the January 12`h work session Council had
a philosophical discussion about whether or not Council should set goals for the City first, and then
based on those goals Staff goals can be determined. Administrator Heck explained the goals were
identified by Staff and provided to Council for comment and prioritization, noting this was the process
used in the past few years.
CITY OF SHREW®®D WORK SESSION MEETING MINUTES
February 2, 2009
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In response to a comment from Councilmember Zerby, Councilmember Woodruff stated the 2008
Council did not identify goals for 2009. Zerby stated he would like an opportunity for Council to identify
goals in a future work session. Administrator Heck stated he thought it would be a valuable discussion to
discuss broader goals. In the future it would be beneficial for Council to first identify broad goals, and
then Staff can identify what it will take to achieve those goals. Councilmember Bailey stated he thought
it was too late to take this approach for 2009, but recommended Council use this process for 2010 and
begin the process in 2009 prior to the budget being completed.
Councilmember Woodruff stated the Enhance the Building Inspection Process goal to make the process
more efficient, enhance customer service, and reduce time should have pre-implementation time
measures to post-implementation time measures to assess the benefits.
In response to a comment from Councilmember Bailey about the above goal, Director Nielsen explained
because there will likely be less permits applied for in 2010 the Building Inspector will be able to do
things he has not been able to do in the past (e.g., same day inspections, faster plan reviews, evening
inspections, etc.). Bailey questioned why this would be called a project; he assumed Staff was doing the
best it could all the time.
The following goals will be added.
➢ Discuss the Vine Hill Road and Highway intersection (the turn from southbound Vine
Hill Road to east Highway 7).
➢ Prepare a list of all of the items identified in the City's Comprehensive Water Resource
Management Plan that have to be done or implemented over the next three years,
including a high-level cost estimate for each item.
➢ Prepare a roadway signage inventory and determine where signage is insufficient.
The following is a summary of noteworthy suggestions or comments made that are applicable to multiple
goals.
➢ Each goal should have a verb as part of its name.
➢ Ideally the City should have as much information online as possible, and Staff should
decide the priorities for adding things to the City's website.
➢ Many of the goals are difficult to measure. For example, constructing a trail between
Smithtown Crossing and the LRT Trail.
➢ If part of the goal is to provide a service at the lowest practical cost, there has to be a
means for determining that cost.
The following is a summary of noteworthy suggestions or comments made for expanding on each of the
goals.
➢ Planning staff reports online
• Measure the number of times the reports were accessed.
➢ Zoning - Administrative procedures online
• Nothing additional.
➢ County Road 19 Trail (between Smithtown Crossing and the LRT Trail)
There was a question about the measurement being lineal feet of bituminous trail
surface. That was not a measurement of success.
This was identified as part of the County Road 19 Corridor Study. Completing
this link will improve safety for pedestrians and cyclists.
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February 2, 2009
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Provide adequate and dependable utility service to citizens of the City at the lowest
practical cost
® Most of what is stated for what do you hope to accomplish should actually be the
goal.
• $50,000 is budgeted for Inflow & Infiltration reduction in 2009. The estimated
cost to complete this goal will not be known until further research can be
completed, and the goal will be worked on over a number of years.
➢ Increase the effectiveness of communication and provide a predictable methodology to
the planning and implementation of roadway improvement projects.
• Long-term funding for roadway reconstruction must be determined.
• Consider conducting public participation meetings in one calendar year and
doing the construction the following year.
• The goal is broad, and consideration should be given to breaking it into smaller
components (e.g., deciding on a financing methodology in 2009, complete the
rating plan, communicate the Pavement Management Plan to residents, develop
an effective method for communicating roadway projects to residents, etc.)
• Timelines should be identified for various components.
• The goal's name should be modified.
➢ Additional on-line payment options
• A target should be established for increasing participation over time.
• The possibility of having a contest to increase participation should be discussed.
➢ Phase III water meter replacement and ROI
• This involves preparing a return-on-investment analysis for Phase III based on
Phase I & 2 benefits achieved.
➢ Website enhancements
• A strategy should be developed for gently encouraging residents to use the
website rather than having Staff address routine questions.
➢ Park and recreation program and infrastructure
• The responsible party should be Community Rec Resources (CRR), and possibly
the City Administrator because CRR is not a member of Staff.
• More specific measures should be identified.
➢ Zoning Ordinance - parking requirements
• This is a carryover from 2008.
• Both commercial and residential requirements will be reviewed and the purpose
should be clarified to say that.
• Bullet four in the steps should be modified to state proposed Zoning Ordinance
text amendments
➢ Utility rate study
• The preference is to use an outside consultant provided the cost is not
prohibitive.
• The steps will be reworded.
➢ Southshore Senior Community Center
• The name should be clarified to state it includes revisions to the Cooperative
Agreement and Lease Agreement.
➢ Recycling and solid waste management
• This is a very broad goal, yet the name is more restrictive.
• It includes reconsidering the contracts for recycling services.
• The measures should include a reference to the monthly volume reports received
for recyclable materials.
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February 2, 2009
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® The step Join the Up on Green Movement will become a separate goal, and
information on this movement will be presented to Council at its next meeting.
• Timelines should be added for each step.
➢ Community survey / citizen engagement
• Nothing additional.
➢ Comprehensive Plan
• Nothing additional,
➢ Increase the effectiveness of the capital improvement program and implementation
• Measures should be added for establishing a schedule, meeting the schedule,
completing projects on budget and preparing periodic reports.
➢ Road and infrastructure financing
• There was a request to complete this in the first quarter of 2009.
➢ Liquor Fund Operations
• After ensuing discussion, there was consensus to remove this item from the list
because in these economic times it was not appropriate to discuss potential uses
for the money when it should not be spent. Also, it would take Staff time which
means Staff cannot focus on other priorities.
• The funds are to be used for one-time projects, and not for operational needs.
➢ Annual audit for the period ending 12/31/2008
• This goal will be removed; it's an operational item.
➢ Cleaning services contract for City Hall and Public Works Buildings
• Nothing additional.
➢ Reorganization
• Add a measure to complete on schedule.
➢ Police Budget Process
• Change the name to public safety budget process to include police and fire
departments and include a verb in it.
➢ Administrative Enforcement
• Add the word process to the name and make it an action statement.
• Track the number of times people use this process and how many take their
citation to court.
• Add a step to implement the process and a timeline for doing so.
➢ Planning Commission Work Program 2009
• Nothing additional
There was ensuing discussion about how to go about prioritizing the list of goals
There was consensus to first have Staff prioritize the goals, and then Council can review and revise the
priorities as it chooses.
Councilmember Zerby stated Administrator Heck must ensure there is sufficient Staff availability to
complete the goals, and if he doesn't think so he should tell Council that.
Councilmember Bailey stated its normal for some items on a list not to get completed during a year
because of unknown circumstances, but he assumed the top priority items will be done.
Administrator Heck stated during the year Council can add items to the list, but when it does an item or
items will have to be removed.
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February 2, 2009
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In response to a comment from Councilmember Woodruff, Director Nielsen stated he would make the
Planning District Area Plans a standalone item in the goals. Woodruff stated if Staff wants to have
individual work plans that's fine, but he wanted all the information in one place.
Acting Mayor Turgeon recessed the meeting at 7:37 P.M.
Director Burton departed the meeting.
Acting Mayor Turgeon reconvened the meeting at 7:44 P.M.
3. COMPREHENSIVE PLAN
Director Nielsen explained the City asked for and received an extension from the Metropolitan Council
for submitting its 2008 Comprehensive Plan (the Plan) update. The Planning Commission has completed
its review and update of the Plan. The distribution draft has been electronically sent to affected agencies
and adjoining cities, and depending on the feedback received the Plan may have to be updated again.
Nielsen stated this evening Council was being asked to comment on the Natural Resources Chapter and
the Land Use Plan Chapter. He requested they provide substantive comments only, and that they give him
their grammatical comments outside of this meeting.
Councilmember Woodruff requested Director Nielsen go through the entire Plan and review the use of
conditional modifiers (e.g., should, will, must, may, etc).
There was ensuring discussion about conditional modifiers and which were appropriate.
Councilmember Bailey stated when he was on the Planning Commission the Commission spent hours
debating what conditional modifiers should be used and he thought the wording was fine. Acting Mayor
Turgeon stated she also remembered doing that and she thought the wording was fine.
In response to a comment from Councilmember Zerby, Director Nielsen explained goals, objectives and
policies do not change much over time. How they are used, how they are implemented and the plans that
are a by-product of them do change. There are instances where something has been completed, yet
remains in the Plan because it serves as the basis for why an ordinance or policy was adopted. He cited
the example of City's tree preservation and reforestation policy.
The following are the recommend changes for the Natural Resources Chapter
➢ Page NR-1, paragraph 3 - Change "20 years ago" to the actual date so it does not have to
be changed with each update.
➢ Page NR-5, paragraph 5 - This paragraph is new. Some examples should be added of
agencies which can classify certain vegetation undesirable.
➢ NR-16, paragraph 2 - Clarify that shoreland lots are allowed a maximum of 25 percent
impervious surface, and non-shoreland lots have a 33 percent maximum.
➢ NR 20, item 8 - Add some examples.
The following are the recommend changes for the Land Use Chapter.
➢ Page LU-1, paragraph 1 - The last two sentences will be revised.
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February 2, 2009
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Acting Mayor Turgeon asked if Council wanted to review the other two chapters in the Comp Plan.
Councilmember Bailey stated he thought the recommended changes in the last two chapters were fine.
Councilmembers Zerby and Woodruff stated they thought Council was only going to review the first two
chapters so they had not reviewed the other chapters.
Director Nielsen stated he has to write an introduction for the Comp Plan as well as a description of how
it is to be used.
4. OTHER
There was no other business for discussion this evening.
5. ADJOURN
Zerby moved, Woodruff seconded, Adjourning the City Council Work Session Meeting of
February 2, 2009, at 7:14 P.M. Motion passed 510.
RESPECTFULLY SUBMITTED,
Christine Freeman, Recorder
a
Christine Lizee, Mayor