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02-27-23 CC Retreat Agenda Packet City of Shorewood City Council Retreat 2023 COUNCIL RETREAT AGENDA February 27, 2023 8:30 AM - 3:30 PM Shorewood Community and Event Center Conference Room 5735 Country Club Road, Shorewood, MN 55331 Coffee and Refreshments 8:00 – 8:30 Welcome and Opening 15 Minutes Council Priorities Discussion 1. City Staffing 90 Minutes a. Current Staffing and Organizational Structure b. Rolls and Responsibilities c. Compensation study 2. Review of 2020 - 2025 Strategic Plan / Plan for Update 60 Minutes BREAK 15 Minutes 3. Update – Next steps for Integrated Pest Management Plan 30 Minutes LUNCH 30 Minutes 4. Long-Term Plan for Water infrastructure Investment 60 Minutes 5. Hybrid Council Meetings 45 Minutes BREAK 15 Minutes 6. Review of Current and Planned Public Improvement Projects 45 Minutes Closing Comments and Adjourn 15 Minutes Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 2023 City Council Retreat February 27, 2023 Shorewood Community and Event Center Topic 1a. City Staffing: Staffing and Organizational Structure Prepared by: Marc Nevinski, City Administrator Background Attached please find the City of Shorewood’s organizational chart and 2023 wage schedule. This information summarizes the City’s staffing and compensation structure. This is provided for background and information. Attachments  City of Shorewood’s organizational chart  2023 wage schedule  AFSCME Union wage schedule 2023 City Council Retreat February 27, 2023 Shorewood Community and Event Center Topic 1b. City Staffing: Roles and Responsibilities Prepared by: Department Heads Background The following memo outlines the various staffing structure, staff duties and responsibilities, and current staffing levels. Administrator The City Administrator reports to the City Council and is responsible for planning, organizing, directing, and coordinating, the daily operations of all city departments and functions including administration, finance, planning, engineering, public works/utilities, parks, and city facilities. The Administrator provides information and support to the City Council and advisory commissions and serves as Executive Director of the Economic Development Authority. Positions reporting directly to the City Administrator include the Finance Director, the Planning Director, the Public Works Director, the City Clerk/HR Director, and the Parks and Recreation Director. City Clerk/HR The City Clerk/HR Director reports to the City Administrator and is primarily responsible for all Administration and Human Resources related functions for the city. The position is responsible for the oversight and day-to-day operations and supervision of Administration, Human Resources, the City Clerk’s office, Communications and Recycling. In addition, the position coordinates with IT services in its support for city equipment. Positions reporting directly to the City Clerk/HR Director include the Deputy City Clerk, Communications Coordinator, and two (2) Administrative Assistants. Administration Responsibilities of the City Clerk/HR Director position include:  Supervises the day-to-day operation of the administration department.  Prepares and manages the Administration budget.  Manages the City Clerk’s office and functions.  Serves as the city’s Election Administrator  Prepares and manages the Election budget.  Serves as the city’s official record keeper and signatory of ordinances, resolutions, agenda packets, contracts, publications and all official city records  Oversees City Licensing  Serves as City’s Records Manager pursuant to the MN Records Retention Schedule  Serves as City’s Data Practices Responsible Authority  Serves as the Administrator for Laserfiche document management.  Coordinates with IT for support services and equipment replacement for all departments  Prepares and manages the City Facilities budget.  Oversees city facilities and contract management, city hall custodial service, mat services, shredding services, copy services, pest control services, etc.  Oversees Communications and serves as one of the websites administrators.  Prepares and manages the Communications budget. 2023 City Council Retreat February 27, 2023 Shorewood Community and Event Center  Oversees Recycling, prepares and manages the Recycling budget.  Supports the City Council and Commissions, overseeing the meeting process and appointment process, Prepares and manages the City Council budget.  Provides assistance and support to the City Administrator Human Resources Responsibilities of the City Clerk/HR Director position include:  Staffing/Recruitment: interviewing, hiring, onboarding, backgrounds, legal compliance.  Benefit Administration: administers benefits program, online employee benefit portal.  Manages Human Resources Functions: policy development, regulatory compliance.  Provide human resources support for department heads and employees.  Union Contract Negotiations: Assists negotiating collective bargaining agreements.  Human Resource Laws: Responsible for compliance with federal and state laws  Maintenance of personnel files in line with records retention schedule and data practices  Maintenance of city’s personnel policy to ensure compliance with current laws.  Responsible for assisting and providing direction and support to the City Administrator  HR Reporting: Pay Equity report, Salary survey, Safety training and OSHA reports.  HR Relations: Employee development, engagement, and performance management  HR Administration: Administer leaves of absence (FMLA), non-FMLA, STD, LTD, etc.  Worker’s Compensation: Administers and files all workers compensation claims  Maintains worker’s compensation files in compliance with state law.  HR/Safety: Maintains and records all OSHA required safety records  Prepares and submits OSHA annual reports, First Reports of Injuries, and determinations. Deputy City Clerk: This position reports to the City Clerk/HR Director and serves as a back-up to the City Clerk. The position’s primary responsibilities are support for the city clerk’s office and duties including processing agenda packets, licenses and permits, official records management, elections, and customer service. The position supports the administration department and is responsible for the following activities:  Assists in the preparation, custody, reservation, and distribution of official city documents  Prepares agenda and supporting material for City Council meetings.  Serves as the Data Practices Designee.  Responds to public and staff inquiries.  Prepares and processes permits and licenses.  Assists with elections.  Provides administrative support for the Public Works/Engineering Department  Assists with the city’s recycling program.  Provides general administrative support to all City Departments  Provides customer service to residents and customers.  Performs duties of the City Clerk in the absence of the City Clerk  Prepares weekly e-news on various topics: General city e-news and others.  Issues and maintains notices and inspection records for city Weed Inspector  Works with Streets Inspector on right-of-way permits.  Trains front desk staff in city hall procedures. 2023 City Council Retreat February 27, 2023 Shorewood Community and Event Center Communications Coordinator: This position reports to the City Clerk/HR Director and serves as the primary person for communications and recycling objectives. Communication responsibilities include serving as the city’s website administrator, social media expert, newsletter editor, and support for city department communications. Related duties include design, preparation, and production of the city’s newsletter and other communication publications. This position assists with audio/video production of meetings and special events. The position is responsible for the city’s recycling programs and grant programs. This individual serves as a back-up for administrative services and works as part of the administration department team. This position is responsible for the following activities:  Newsletter, electronic communications, city photo contest  Website and Social media administration  Resident information and communications  Provides support and assistance for city events.  Assists in public relations, as directed, from citizens, other mass media.  Develops city wide communication plans with departments and contractors.  Assists with city branding, creating business cards/stationary/marketing opportunities.  Serves as the Public Alert System administrator, communicating and administering the system for the city.  Maintains audio/video equipment in the city council chambers, working with LMCC  Trains staff, as needed, in audio/video processes  Coordinates with the LMCC the production of city events for cablecast.  Works with Hennepin County to meet county recycling requirements.  Reviews recycling opportunities; Works with Recycling Contractor on public education  Attends county and district recycling meetings.  Responds to resident’s questions regarding the city’s recycling and organics programs  Coordinates the city-wide recycling, sustainability, and environmental activities.  Spring Clean-up, shredding events, the Annual Tree Sale, and Green Steps program  Seeks and prepares grant opportunities pertinent to city programs, goals and objectives.  Prepares and submits annual municipal recycling grant and application for state funding.  Prepares, and processes County Recycling Grant and Water Efficiency Grant and rebates. Administrative Assistants (2) – 1 FT, 1 PT: This position reports to the City Clerk/HJR Director and is part of a team that promotes a positive customer experience within the Administration department. This position’s primary responsibilities are to provide a positive customer experience for those seeking service at City Hall through phone, email and in person. This position supports all departments by scheduling inspections, processing permits and licenses, and answering general inquiries. This position is responsible for the following activities:  Phone communications  Assists walk-in customers at front counter.  Processes applications, licenses and permits.  Collects payments and prepares bank deposits.  Mail distribution  Schedules building inspections appointments and prepares inspection slips  Purchases office supplies and monitors office supply inventory 2023 City Council Retreat February 27, 2023 Shorewood Community and Event Center  Assist all departments with mailings.  Assists in the administration of elections.  Organize and maintain administrative filing system.  Assist with preparation and distribution of meeting agenda packets and meeting set-up.  Assist with preparation of general city-related informational pieces.  Maintains a list of plow damage, pot holes, sand/salt barrels, to forward to PW  Schedules Water and Sewer inspections for the public works department Finance Finance Director: The Finance Director reports to the City Administrator and supervises the Senior Accountant. This position is responsible for oversight of the accounting activities performed by the Senior Accountant, including payroll, accounts payable, accounts receivable, special assessments, utility billing, receipts and deposits, and bank reconciliations. The Finance Director is also responsible for finance activities, including the following:  Cash and investments management and reconciliation  Debt management  Budget  Capital improvement plan  Financial statements  Other financial reporting  Audit coordination and preparation Senior Accountant: This position reports to the Finance Director and is responsible for the following accounting activities:  Payroll  Accounts payable  Accounts receivable  Special assessments  Utility billing  Receipts and deposits  Bank reconciliations Public Works/Engineering Public Works Director: The Public Works Director reports to the City Administrator and is primarily responsible for managing all public works and facility related functions for the city. The position is responsible for the oversight and day-to-day operations and supervision of all staff involved in engineering, maintenance and operations (both street and utilities) and construction. In addition, the position coordinates with IT services in its support for city equipment. Positions reporting directly to the Public Works Director include the City Engineer (consultant), Public Works Lead Supervisor (1), and Street Inspector (1). This position is responsible for the following activities: 2023 City Council Retreat February 27, 2023 Shorewood Community and Event Center  Manages staff for construction, operation and maintenance of Streets, Parks, Water, Sanitary Sewer, and Storm Sewer facilities, including lift stations, ponds, wells, water towers and traffic signal systems.  Ensures proper maintenance and operations of all equipment and buildings.  Manages and administers the department’s drug and alcohol program.  Manages the Capital Improvement Program and long term planning related to Public Works  Manages the annual public works operating budgets.  Coordinates the public works safety programs and training.  Coordinates planning and response for emergency management for the Department  Receives, investigates, and responds to resident concerns and complaints in a timely manner.  Represents City in intergovernmental matters, including MnDOT, Hennepin County, Metropolitan Council and other agencies of Local, State, County or Federal government. City Engineer: The City Engineer reports to the Public Works Director and is responsible for monitoring and implementing the City’s street and utility improvement plan, monitoring and implementing the City’s storm water management plan, and work with the Director of Public Works in the maintenance of the City’s infrastructure. This position is a registered professional engineer and a consultant. The position is responsible for the following activities:  Prepare scoping documents, plans, specifications and bidding documents for street and utility projects and other infrastructure projects.  Coordinate with other communities on join projects.  Coordinate with outside agencies (MPCA, watersheds, Met Council, etc.) on any required permitting or project related coordination.  Work with the Public Works Director, Finance Director and City Council on development and review of the City Capital Improvement Plan.  With the public works staff in the inspection and maintenance of the City’s infrastructure.  Review and comment on all development and construction plans and ensure proper draining in utility easements.  Prepare and present reports to City Council and other groups. Public Works Lead Supervisor: The PW Lead Supervisor reports to the Public Works Director and is responsible for supervising and coordinating all maintenance staff and the daily maintenance activities. Positions reporting directly to the PW Lead Supervisor are Light Equipment Operators (4), Light Equipment Operators-Utilities (4), Light Equipment Operator-Shop Technician (1), Seasonal Worker-PW (2). The position is responsible for the following activities:  Supervise, direct, and inspect daily maintenance activities  Plan, coordinate, and aid in snow removal of streets, parking lots, sidewalks, facilities entrances and trails.  Work with the Public Works Director in coordinating and implanting the public works safety program and training.  Ensure all safety protocols and requirements are being adhered to per OSHA and state requirements, including confined space entry.  Coordinate employee leave and street and utility on-call assignments. 2023 City Council Retreat February 27, 2023 Shorewood Community and Event Center Street Inspector: The Street Inspector reports to the Public Works Director and is responsible for performing construction management duties, construction inspection, and quality assurance on public works projects. Additionally, this position aids in project related utility locating (GSOC), ensuring projects have compliance with City standards, codes, designs and specifications. This position also assists in maintaining information about the infrastructure and assists with the project audit process. Light Equipment Operator (4 FTE): The Light Equipment Operator (LEO) reports to the PW Lead Supervisor and is responsible maintaining city streets, parks, storm water collection system, buildings, and other related operations. Typical duties include pothole patching, trimming and removing trees, cutting grass, emptying trash receptacles, routine building maintenance, small equipment maintenance and street sweeping. Additionally, LEOs respond to on-call and emergency callouts for severe weather and winter operations and aid in water and sewer utility duties. A LEO must maintain a Class A commercial driver’s license. Light Equipment Operator – Utilties (4 FTE): The LEO-Utilities reports to the PW Lead Supervisor and is responsible for maintaining city streets along with the maintenance and repair of city utilities, including sanitary sewer, municipal water system and storm sewer. Typical duties include inspection, maintenance, and repair of the sanitary sewer and water systems including wastewater lift stations, municipal water wells and storage tanks, chemical feed systems, water treatment systems, and fire hydrants. Additionally, LEO-Utilities respond to on-call and emergency callouts for utility issues and maintenance and severe weather and winter operations. A LEO-Utilties must maintain a Class A commercial driver’s license and a Minnesota Class C wastewater and water license. Light Equipment Operator – Shop Technician (1 FTE): The LEO-Shop Technician reports to the PW Lead Supervisor and is responsible for maintenance and repair of all City vehicles (light and heavy vehicles and equipment) and perform maintenance on City streets, parks and other related operations. Additionally, LEOs respond to on-call and emergency callouts for severe weather and winter operations and aid in water and sewer utility duties. A LEO must maintain a Class A commercial driver’s license. Seasonal Worker (2 temporary FTE): The Seasonal Worker reports to the Director of Public Works and the PW Lead Supervisor and is responsible for aiding in the maintenance of streets, parks, storm water collections system, buildings and facilities, and other related operations. Season workers must be at least 16 years old and have a valid driver’s license. Parks and Recreation Parks and Recreation Director: The Parks and Recreation Director reports to the City Administrator and is responsible for providing leadership in the planning, coordinating, directing, communicating, and evaluating of a comprehensive parks and recreation program including the Shorewood Community and Event Center (SCEC). The Park and Recreation Director plans, organizes, coordinates, and evaluates park programs and events. The director will serve as the lead staff representative to the Parks Commission. The director maintains a wide variety of Park and Recreation leadership, support, and responsibilities as well as oversees the day-to-day operations of the SCEC. Additionally, this position supervises part-time and volunteer staff at SCEC and recreation programs, collects and receipts payment, schedules staff, provides front-line customer service, website updates and provides administrative support for the Park Commission, as well as other city services. 2023 City Council Retreat February 27, 2023 Shorewood Community and Event Center Key areas include strategic planning and visioning for the department, program research, development, and evaluation, budgeting general fund, special fund and CIP for parks and the SCEC. Creating and executing creative and innovative marketing strategies and community engagement processes for parks, recreation programs and the SCEC. Ensuring a quality and safe park and recreation program by managing policies, emergency preparedness and best practices. Recreation Specialist (1): The Recreation Specialist is a part-time position reporting to the Parks and Recreation Director. The primary objective of the position is to assist in the coordinator of, and to provide leadership in, a comprehensive parks and recreation program. Support is provided in the planning, organizing, coordinating and evaluation of programs. Focus areas include: field rentals, concessions, community gardens, ice rinks, special events and Summer programming. Additionally, the Recreation Specialist assists in customer service, marketing and other functions of the SCEC as assigned, including function as a Community Center Attendant as needed. Community Center Attendants (3): Provides receptionist and general administrative support during open evening and weekend hours at the SCEC. Responsible for opening and closing the facility and reporting any concerns to supervisor. Greets and assists walk-in customers, provides tours of the facility, and provides information abouts parks and recreation activities. Provides assistance to parks and recreation activities and events. Occasionally performs general facility cleaning and room set up to assure a well- maintained facility for guests. Custodian (Contract): Provides custodial, building maintenance and room-set up/tear down services for the Shorewood Community and Event Center. Serves as on-call contact for a variety of needs and works up to seven days a week. Southshore Senior Partners – The SSP board plans activities and marketing for seniors. Volunteers staff the information desk Mondays -Thursday from 9:00 AM – 3:00 PM and Friday mornings. Volunteers greet and direct guests and answer phones, with their focus being on senior users. Planning and Protective Inspections Planning Director: The planning director reports to the city administrator and is responsible for reviewing/evaluating the planning (including the comprehensive plan) and zoning activities; budgeting for both planning and protective inspections divisions; rental housing program; the building, zoning, and nuisance inspections; reviewing building permits for consistency with the zoning regulations; managing and releasing escrows and financial guarantees; the farm animal permit program; the deer management program; serving as the LGU for the aquatic invasive species program; serving as the primary staff person for the Planning Commission activities and a supportive staff person for the City Council and Park Commission activities; is responsible for updating and maintaining the several chapters of City Code; operating the powerpoint and zoom features at City Council meetings; answering questions/meets with from contractors and residents; records management; and undertaking special projects such as, but not limited to, the integrated pest management plan. The position previously was the primary staff position for the Park Commission activities and is completing park projects and grants begun prior to and until the transition of the primary staff role to the parks commission to the Park and Recreation Director is 2023 City Council Retreat February 27, 2023 Shorewood Community and Event Center complete. This position supervises 2 positions (Building Official and Planning Technician) as well as overseeing the contracts for the contract inspectors and various other contractors and consultants as the need arises. Building Official: This position reports to the Planning Director and is responsible for reviewing and approving all building permits; conducting all building code inspections including coordination of the contract inspector; conducting rental, code enforcement and nuisance inspections; maintaining all certifications necessary to complete those inspections; maintaining all building division records; and amending/updating the city’s portion of the building codes and other related codes up to date as well as making recommendations on fee increases. (A contract inspector provides additional support during high volume periods.) Planning Technician: This position reports to the Planning Director and is responsible for administering the rental housing program and scheduling and conducting (with the Building Official) rental inspections; administering the zoning and nuisance code enforcement program and conducting inspections; reviewing and processing zoning and farm animal permits; administering the deer management program; completing all building permit reports (3 monthly, 2 quarterly and 2 annual); drafting and releasing site improvement agreements for single family homes; updating the website for planning and protective inspections-related information; drafting and mailing notices for the planning commission meetings, assembling the planning commission packets, and completing the set-up for the meetings; and provides record management for all planning/zoning and commission documents; and answering resident and contractor questions and concerns. Attachments  None 2023 City Council Retreat February 27, 2023 Shorewood Community and Event Center Topic 2. Review 2020-2025 Strategic Plan Prepared By: Marc Nevinski, City Administrator Background In approximately 2019 the City completed a 2020-2025 Strategic Plan which identified the themes of:  Healthy Communities, Safe Infrastructure  Culture and Sustainability  Quality of Life The three themes contained a total of nine vision statements. Three strategic directions were then identified with year 1 goals and year 2 performance indicators. Questions for Council Does the Council wish to revisit the City’s strategic plan? If so, should the current plan be reviewed and built upon, or should a new plan be developed? How might the plan be used? What concepts or components might it contain? Is there a desire to seek an outside facilitator? Attachments  2020-2025 Shorewood Strategic Plan  Example Strategic Plan – St. Anthony Village, MN IPM Institute of North America, Inc. Harnessing Marketplace Power to Improve Health, Environment and Economics Buckthorn Removal Brief Shorewood MN February 20, 2023 Overview: The City of Shorewood received a grant from the Minnesota Department of Natural Resources to control 18 acres of buckthorn. The current plan to control the buckthorn by cutting to the ground and applying Pathfinder herbicide to the stumps will not fully result in comprehensive long-term control. This policy brief recommends a comprehensive three-year buckthorn management plan that ensures establishment of desired vegetation over the long-term. Buckthorn and Minnesota ecosystem overview: Shorewood wishes to maintain a forested area with the current collection of cottonwood, elms, ash and some maple trees. Risks of the current Buckthorn removal plan: Inconsistent disruption combined with the inability to establish an understory of native ground flora allows buckthorn and other non-native brush to persist on Shorewood grounds. Solely cutting down buckthorn and applying herbicide to the stumps once every three years or more does not sufficiently reduce buckthorn presence. The City of Shorewood needs to implement a more comprehensive integrated management plan for long-term control of buckthorn. Recommended management: Nick Fuller from Natural Communities, LLC. and MGG recommend a consistent and regimented buckthorn removal schedule that has associated budget objectives. Initial removal should occur sitewide. Immediately after removal the City should augment with native ground flora, seed and plugs. For maintenance, the City should divide the site into three sections to more easily stay on top of the preventative maintenance plan and consistent budget allocations from year to year. The City will need to further disclose budget allocations and objectives with a restoration ecologist or consultant if it wants a maintenance task calendar tailored specifically to its natural areas. The City of Shorewood can, also, consider the use of goats. Overcoming potential obstacles: We developed responses to the following concerns raised by Shorewood regarding the recommended management plan:  Controlled burning- o The city considered that residents may negatively react to seeing a controlled burn near their homes. Residents will more likely accept controlled burns if they receive mailers and additional communication materials that announce the planned burn date, describe the need for this practice and provide contact information for the professional(s) that will manage the burn. o The city, also, raised concerns that environmental conditions frequently saturated the soil with water over the year. Most controlled burns occur with damp to moderately wet soil. Burning should remain a consideration, but in combination with other IPM techniques such as manual/machine removal and goats.  Brush cutting, conservation mowing or mechanical removal- o Shorewood asked if the heavy machinery needed for these mechanical removal options would get stuck or disfigure the soil in muddy and damp conditions. The city can employ these mechanical control strategies during cold conditions when the machinery will not damage the hard and frozen soil. IPM Institute of North America, Inc. Harnessing Marketplace Power to Improve Health, Environment and Economics Questions that Shorewood will need to answer before choosing a management plan: 1. How much of the budget can Shorewood allocate towards annual management of weeds and vegetation in its natural areas? 2. Can Shorewood afford a restoration ecologist or consultant to visit the site annually to monitor management progress and provide adaptive management recommendations? 3. What are the expectations for Shorewood’s natural areas? Clearly, Shorewood wants to have natural vegetation, but do they believe they can continue to receive grants every three years for buckthorn removal? Or, can Shorewood start to invest in more long-term management strategies that won’t require future grant funding? 2023 City Council Retreat February 27, 2023 Shorewood Community and Event Center Topic 5. Hybrid Council Meetings Prepared By: Marc Nevinski, City Administrator Background During the pandemic, public meetings shifted entirely to virtual formats using software such as Webex, Zoom, and Teams to safely perform official business. Following the pandemic and the lifting of the State of Emergency, most agencies were statutorily required to return to in-person meetings, although many chose to retain the virtual component and hold hybrid meetings. Benefits of hybrid meetings include convenience for participation by the public, staff and consultants. Challenges include the availability and reliance of technology, and statutory requirements for virtual participation by Council members. Hybrid meetings rely on technology and can therefore create frustration by the Council, staff and the public when the technology does not work properly. Shorewood has experienced technical challenges with its hybrid meetings, but updates to equipment appear to have increased reliability. Should Council choose to continue hybrid meetings, ensuring reliability and smooth operation of the platform is critical for users, and this may require more resources. An additional challenge experienced by staff is the difficulty in operating and monitoring the hybrid meeting, as well as participating as a staff member. This too may require more resources to address. Question for Council Should the City continue to provide the option of hybrid City Council meetings? If so, what rules or guidelines might the Council want to establish for hybrid meetings? What resources might be dedicated to hybrid meetings to ensure reliability? Should the use of hybrid meetings be reviewed at a specific time or continue indefinitely? Attachments  Minnesota Statutes 13D.02  Minn. Stat. § 13D.021  League of Minnesota Cities – Case Studies 2023 City Council Retreat February 27, 2023 Shorewood Community and Event Center Topic 6. Review Upcoming Public Improvement Projects Prepared By: Andrew Budde, City Engineer Matt Morriem, Public Works Director Background Several significant public improvement projects are underway, and planning for additional projects will also begin soon. Additionally, the City will complete a number of notable maintenance projects, such as mill and overlays of several street segments. Staff will provide Council an update of those projects. Question for Council None. This item is an update for Council. Attachments  None