092809 CC WS MinCITY OF SHORE WOOD
CITY COUNCIL WORD SESSION
MONDAY, SEPTEMBER 2, 2009
5755 COUNTRY CLUB ROAD
COUNCIL CHAMBERS
6 :00 P.M.
Acting Mayor Turgeon called the meeting to order at 6:06 P.M.
A. Roll Call
Present. Mayor Liz6e (arrived at 6:55 P.M.) Councihnembers Bailey, Turgeon, and Woodruff,
Administrator Heck; Finance Director Burton; Planning Director Nielsen; Director of
Public Works Brown; and Engineer Landini
Absent: Councilmember Zerby
B. Review Agenda
Woodruff moved, Bailey seconded, approving the agenda as presented. Motion passed 310.
2. GOALS AND OBJECTIVES
Administrator Heck stated Council has discussed the goals for 2010 and beyond in a number of work
sessions. He thought it would be prudent to have Council give Staff some indication of what it thought
the priorities should be for 2010. The objectives could then be prioritized accordingly and Staff could
begin to develop a work program for 2010.
Councilmember Bailey expressed concern that because there were only three Councilmembers present
the outcome of this meeting may not be all that valuable.
Councilmember Woodruff stated he thought the City should perform some level of activity on each of the
six infrastructure goals. He suggested Council prioritize the infrastructure objectives.
Councilmember Bailey clarified that just because he may recommend removing a goal from the list it
does not mean he does not support that long -term goal. He just doesn't think it should be a top priority
for the City for 2010 or 2011. For example, he did not think the City should be seeking to change
something or to implement new programs to achieve the goal of providing a safe and reliable city water
system during that period, while noting he thought providing safe drinking water is important. He
commented the goals and objectives docu vent is intended to provide direction to the 2010 work plan.
Councilmember Woodruff suggested Council determine if the objectives identified by Staff are things it
thinks are important for the City to achieve. He stated he would have a problem if Council were to agree
to a list of goals that does not include some of the most important things the City does. If Council were to
decide there aren't any objectives for a goal that were a high enough priority for the City to spend
resources on in the next few years then the goal wouldn't have any objectives associated with it, but the
goal would remain on the list.
Councilmember Bailey stated he thought one of the City's top priorities over the next year should be to
develop a long -term plan and funding mechanism for the maintenance of City's roadways. He does not
CITE' € F SHOREWOOD WORK SESSION MEETING MINUTES
September 28, 2009
Page 2 of
feel the same sense of passion about safe and reliable city water system because he thought it is adequate.
Someday it may be appropriate to spend City resources on initiatives to enhance it.
There was continued discussion about how this process should move forward. Should Council prioritize
the goals, the objectives, or both? Administrator Heck stated he would like Council to identify the goals
they would like Staff to work on in 2010. Staff can then identify how to go about achieving the priority
goals over the next year or two. Council did not have to be involved in identifying the specific projects
and tasks like it has done in the past.
Councilmember Bailey stated one of the infrastructure objectives is to evaluate the City's water system
for stability, capacity and past interruptions to service to identify system needs and stability. He asked the
Councihnembers if they thought the City should spend resources on this in 2010 or 2011.
Administrator Heck stated if one of the priority goals is to develop a long -term plan and funding
mechanism for the maintenance of City roadways, then Staff has to begin working on a financing
mechanism. The financing mechanism should support the 20 -Year Pavement Management Plan Director
Brown and Engineer Landini have already developed; a plan that will be refined as needed.
Councilmember Bailey questioned if Administrator Heck thought there is no need to prioritize the goals.
Heck stated Council needs to tell Staff what it's really passionate about and what it wants Staff to focus
on. Bailey stated it is his understanding that Heck would like Council to prioritize the objectives; the
goals are longer term.
Director Burton asked if Councilmembers have individually prioritized the goals, to which Acting Mayor
Turgeon responded they have not.
Councilmember Woodruff commented many of the objectives did not have much specificity to them. He
stated if Council decides a goal is not a 2010 priority it can still remain on the list for 2011. He thought
there could be a lot of priority 1, priority 2 and priority 3 objectives. There will have to be cross checking
between the objectives in the six goal categories to determine what resources will be needed to work on
objectives in multiple categories.
Councilmember Bailey stated when Council discusses the objectives' priorities, it will begin to identify
how important the associated goals are for 2010. The next step will be for Staff to identify the high level
tasks associated with the priority objectives. There may be times where Council needs to know
something about the scope of certain objectives before it can determine their priorities for 2010. He
thought it appropriate for Council to prioritize the objectives.
Councilmember Woodruff commented that everything included in the mission statement does not have to
have an associated goal, but every goal should tie back to the mission statement.
Councilmember Bailey stated he was not prepared to prioritize the goals this evening. He suggested
Council provide Administrator Heck with their cut at the priorities prior to the next meeting and Heck
can assemble the results. Council can then be prepared to discuss the combined priorities at the next work
session. Councilmember Woodruff stated he also was not prepared to rank the objectives this evening.
The following is a summary of the comments about the infrastructure objectives.
➢ 2B — Change "Develop and implement a marketing strategy" to "Develop and implement
a strategy ".
cITy OF SHOREWOOD WORK SESSION MEETING MINurES
September 28, 2009
Page 3 of 4
➢ 4A — "Implement infiltration and inflow inspections and maintenance tasks as budgeted
each year ..." is the result of a plan. A plan needs to be prepared before it's
implemented.
➢ 6A — Change "Provide forms of public and staff education" to "Provide public and staff
education ".
➢ 6D — Change "Stormwater Management Plan is kept current" to "Stormwater
Management Plan is implemented and kept current ".
➢ With regard to encouraging people with access to municipal water, Bailey stated Council
supports encouraging residents to connect to water where it's available but not forcing
people to do that. The City should provide information that would help encourage that.
Director Brown stated some residents think Staff should be neutral about connecting to
water.
The following is a summary of the comments about the parks, recreation and environment objectives.
➢ Objectives IA, 1D, 3B, 2E do not reference the work done by TKDA and the Park
Commission to update the Park Master Plan. Woodruff thought the updated Plan creates
a vision for the park system and the updated Plan should be referenced. He questioned
what value the TKDA study was if it's not going to be incorporated into any objectives.
There was belief that the Park Commission will reference the TKDA study when it
addresses changes to the various parks.
➢ There was discussion about whether or not the updated Park Master Plan included the
objective to construct or refurbish a shelter in each park.
➢ 1E — The City should determine what kind of improvements it wants for Cathcart Park
before discussing potential Park improvements with the City of Chanhassen.
➢ 2C — The word park should be made plural.
➢ 2D — There was a question as to how expanded programming for the Southshore
Community Center could be measured. What's it based on?
➢ An objective should be added about achieving financial break -even status for the
Southshore Community Center operations in 2010.
➢ 3C — This should be changed to indicate the feasibility of having community gardens
should be determined and then established if appropriate. There was ensuing discussion
about the distinction between the demonstration garden and possible future community
gardens. The demonstration garden was to educate and train people about gardening. The
community gardens are about residents having space on City park property to have a
garden. This objective could possibly be split into two objectives. Woodruff thought the
Park Commission supported the idea of community gardens. Turgeon wanted to ensure
there were clearer guidelines about responsibilities if there were to be a demonstration
garden in 2010.
➢ 3D — This should be changed to indicate a deer harvesting program should be developed
and implemented.
➢ Add objectives about the environment in addition to deer harvesting. For example, tree
preservation, aquatic invasive species, terrestrial invasive species, and so forth.
The following is a summary of the comments about public safety objectives.
➢ IA and 1B — There should be standards established for each of the public safety
organizations with regard to things such as response time. The fire department has three
response time goals it tracks all of which in some way relate to departure from the fire
facility.
➢ 3A — Change facility to facilities.
CITY OF S HOREWOOD WORK SESSION MEETING MINUTES
September 28, 2009
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Bailey stated there should be objectives about integrating the fare and police
departments' budget processes with the City's, and another about the funding formulas
for both joint powers organizations.
Add an objective related to working with the police department's Coordinating
Committee to implement a process for formula contribution adjustments per the
arbitration decision.
The following is a summary of the comments about finance, services and human resources objectives.
1A — There needs to be more detail added to this objective.
1 C — Change "Begin to develop long- range" to "Develop long- range ".
1D and IF — Woodruff thought these are somewhat the same. Bailey thought IF related
to establishing a model. Woodruff thought they should be distinguished more.
2A and 2B — Woodruff thought they were tightly related.
3A — Change "Establish a sound process" to "Establish a process ".
4A — Change "Establish a culture where quality service is the norm, not the exception" to
"Establish standards and measures to ensure quality service is provided ".
Councilmember Bailey encouraged Staff to add additional objectives as Staff sees fit.
Acting Mayor Turgeon turned control of the gavel over to Mayor Lizee who arrived at 6:56 P.M.
Due to lack of time objectives for the categories city planning and protective inspections and also citizen
communications and involvement were not discussed.
3. ADJOURN
Woodruff moved, Bailey seconded, Adjourning the City Council Work Session of September 28,
2009, at 6: 56 P.M.
Councilmember Bailey suggested Administrator Heck prepared an easy -to -use sheet for Councilmembers
to prioritize the objectives. Having Councilmembers prioritize the objectives prior to the next meeting
would help Councilmembers realize if there are objectives important to them that are not on the list.
Administrator Heck stated Staff will prepare a prioritization sheet and assemble the result. This topic will
be placed on an already full agenda for the October 12, 2009, work session with the understanding that it
will be discussed if time permits.
Motion passed 4/0 at 7:02 P.M.
RESPECTFULLY SUBMITTED
Christine Freeman, Recorder
ATTEST
9
Christine Lizee, Mayor
Administrator /Clerk