11-30-21 CC Retreat WS MinutesCITY OF SHOREWOOD 24100 SMITHTOWN ROAD
CITY COUNCIL/STAFF RETREAT WORK SESSION EOC ROOM
MONDAY, NOVEMBER 30, 2021 9:00 A.M.
MINUTES
1. CONVENE CITY COUNCIL RETREAT WORK SESSION
Mayor Labadie called the meeting to order at 9:07 A.M.
A. Roll Call
Present. Mayor Labadie; Councilmembers Johnson (arrived at 9:30 a.m.), Siakel (departed
at 2:00 p.m.), Callies, and Gorham (departed at 3:25 p.m.); City Attorney Keane;
City Clerk/HR Director Thone; Finance Director Rigdon; Planning Director Darling;
Director of Public Works Brown; Park and Rec Director Grout, and, City Engineer
Budde.
Absent: City Administrator Lerud
B. Review Agenda
Gorham moved, Siakel seconded, approving the agenda as presented. All in favor 4-0,
motion passed.
2. LEAGUE OF MN CITIES TRAINING
Staff Attorney Kyle Hartnett presented an overview of 1) Tips for City Council Meeting
Management, 2) Making Meetings Work, and 3) The Elected Official's Role. Discussion
ensued regarding the public process in meetings which included but was not limited to
public comment period options, meeting broadcast and interactive options, adding public
hearing/meeting process to the council memo on the agenda and other discussion.
3. DEPARTMENT SUMMARIES
Department heads provided a brief summary of department highlights in the past year for
the following departments:
➢ City Clerk/HR Director Thone: Administration, Elections, and Human
Resources Department — 4 Direct Reports including Deputy Clerk,
Communications/Recycling Coordinator, and 2 Administrative Assistants (1-
Part-time and 1-Full-time)
➢ Finance Director Rigdon: Finance Department — 1 Direct Report including
Senior Accountant
➢ Park and Rec Director Grout: Park and Recreation Department and
Community Center — 1 Part-time Community Center employee and volunteers
➢ Planning Director Darling: Planning and Building Department — 3 Direct
Reports including Building Officials (1-Part-time and 1-Full-time) and Planning
Technician
CITY OF SHOREWOOD COUNCIL/STAFF RETREAT MINUTES
NOVEMBER 30, 2021
Page 2 of 2
➢ Public Works Director Brown: Public Works Department — 10 Direct Reports
including Public Works Supervisor, Streets Inspector, 4 Utility Operators, 3
Light Equipment Operators, and 1 Shop Technician
4. STREETS AND CAPITAL IMPROVEMENT PLAN
Public Works Director Brown, Finance Director Rigdon, and City Engineer Budde
presented on the Capital Improvement Plan which covered four main topics:
1) City Street Minimum Standard
2) Communication Policy
3) Updated CIP Schedule
4) Water System
Council provided staff direction on minimum street standards, the street and utility
improvement CIP, the communications plan and the flow chart process.
5. CODE ENFORCEMENT
Planning Director Darling presented on Proactive Code Enforcement which covered:
1) Definition of Proactive Code Enforcement
2) Benefits of Proactive Code Enforcement
3) Downside of Proactive Code Enforcement
Council provided staff direction that the downsides outweigh the benefits and they are not
interested in pursuing Proactive Code Enforcement in the city.
6. FLEXIBLE WORKPLACE
City Clerk/HR Director Thone presented on the Flexible Workplace which covered:
1) 2021 Employee Survey Results
2) Current Personnel Policy on Flexible Schedules and Remote Work
3) Proposed Flexible Workplace Policy and Form
4) Performance Appraisal Non -Supervisory Qualitative Evaluation
Council provided staff direction to bring back the Flexible Workplace Policy to a future
council meeting.
7. NON -CONFORMING ZONING ISSUES
City Attorney Keane presented on Non -Conformities in Zoning Matters which is addressed
in MN State Statute §462.357 Subd. le. Noncomformities, which establishes a base -line
for non -conformities. Non -conformities are structures or lots that no longer meet current
ordinance requirements. He noted there are no `grandfather' rights in this process but
rather a process for legal non -conformities to exist but in which expansion is not protected.
8. ADJOURN
Callies moved, Johnson seconded, Adjourning the City Council/Staff Retreat Work
Session of November 30, 2021, at 3:43 P.M. All in favor 3-0, motion passed.
a
ATTEST: L�L
Je nifer Labadie, Mayor
DIM
Sandie Thone, City Clerk