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The Shorewood City Council, in its governing role, is responsible for setting policies for
the City, which are implemented by the Administrator and City employees. Furthermore,
the Administrator, employees, and City Commissions propose overall goals, specific
objectives, service levels, and action plans for Council consideration and direction.
This "team" makes decisions and acts based on a strong set of values. The team values are:
. A strong sense of commitment to the City and its Statement of Purpose.
. Open, democratic government, enhanced by an informed populace.
. Responsiveness to the needs and desires of the citizens; public service.
. Fair and equal interpretation and enforcement of City Codes.
. A reputation for dependability and integrity.
. Teamwork and action oriented problem solving (acting rather than reacting).
. Striving for improved productivity and efficiency through new technology and
innovation.
. Employee selection by merit.
. Professional development.
. Respect for City employees who, with fair treatment, proper training, and a
willingness to let them excel, will take pride in association with the City and
serve the people well.
. The provision of accurate, timely information to the City Council, through proper
channels, so the best possible decisio.ns can be made.
. Adherence to professional, ethical standards of conduct.
ADOPTED by the Shorewood City Council on Monday, March 9,1992.
City Council Action:
3/10/93
1/10/94
1/23/95
1/22/96
5/13/96
Reviewed
Reviewed
Reviewed
Reviewed
Reviewed
2
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This Statement is a point of reference for all decisions and actions of
Shorewood City Officials and Employees.
Statement of Purpose: To provide a value in municipal services, to assure compliance
with community laws and standards, and to keep citizens informed of those services, laws
and standards.
Statement of Goals: To provide a focused direction for Shorewood, the City Council
has adopted Organizational and Comprehensive Plan goals (attached).
Statement of Expectations: To accomplish our goals we must serve in an impartial
fashion; be open, accurate, patient and courteous; and take pride in the job we do. Let us
know when we don't meet our expectations!
City Council Action:
10/28/91
2/24/92
3/10/93
1/1 0/94
1/23/95
1/22/96
5/13/96
Approved
Reviewed
Reviewed
Reviewed
Reviewed
Reviewed
Reviewed
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To be recognized by Shorewood citizens as a model of good government
by:
1. Providing a value in high quality services. Service excellence
will be achieved by respecting employees as the City's greatest
assets, and as team members with a shared vision of increasing
productivity and accountability.
2. Serving in such an efficient, friendly manner that residents
feel good about being citizens of the Shorewood community;
continuously striving to keep citizens informed and asking for
and listen to feedback; and utilizing "user friendly" municipal
systems, processes and documents. Association with the City,
in any capacity, should be as enjoyable and focused as possible.
3. Working closely with other governmental jurisdictions as well
as the private and non-profit sectors' to effectively address
south Lake Minnetonka area issues and City goals.
4. Maintaining policies, plans and procedures which will.. seoure
fmancial stability for all City funds.
4/8/96, Reviewed by City Council 5113196
To:
Mayor and City Council
From:
James C. Hurm, City Administrator
Teri Naab, Executive Secretary / Deputy Clerk
Date:
January 9, 1998
Re:
Review of Communication Plan Efforts During 1997
While the Communication Plan has not been in effect for an entire year, staff felt the end of the
year is a good time to reflect on the different aspects of the plan and report to Council on what has
worked the best and what has not worked at all. Areas of the Communication Plan have been
analyzed to see if changes should be made or different processes developed. Questions to the
Council are in italic.
1 . Strate!D' Sheets
Strategic communication work plan forms are filled out at the beginning of any zoning application
or city initiated process or project. . These forms are meant to guide Commissions, Council and
staff with respect to how communication to residents will be done and by whom. Once the forms
are filled out by staff, they are forwarded to the appropriate Commission for review and comment
and the Council.
To date, neither the Commissions nor Council have ever recommended additional or different
communication methods other than those suggested by staff. Why is that? We hope you consider
these a working tool and use them to suggest creative ways to communicate to residents.
2. Redesigned Format
Not only has the Planning Department and Administration Department redesigned notice formats to
make them easier to read and comprehend, the Planning Department now attaches a site location
map showing the area in question. This has reduced the number of phone calis to City Hall
inquiring where the property in question is located.
3 . BoundaIy for Written Notification
The City has adopted a 500' area notification policy which goes well beyond the 350' required by
State Statute. At the direction of the Commission or Council, that notification area may be
expanded to 1,000' with the additional area being the expense of the City's. To date, this has only
been done twice.
Review of Communication Plan Efforts During 1997
Page 2 .
4. Phone Calls to Remind Nearby Residents of Meetings
This method has not been called for in the strategy sheets. Calls have not been made by staff.
5. Policy on Additional Signage
this method has not been called for in the strategy sheets.
6. Newsletter
Since March, 1997 the City has published a monthly newsletter. Colleen O'Neill and Pat Arnst
have reviewed articles and the layout each month on a volunteer basis. They both have been a
wonderful resource for staff in trying to improve the content and look of the newsletter. The
newsletter is produced entirely in house.
Our goal was a four page newsletter. Of the ten editions in 1997, four were four pages; three were
six pages; and three were eight pages. In addition, four times during the year we had an additional
Lake Minnetonka Communication Commission insert.
Each month we have tried to emphasize a different method of communication tool available to
residents. These promotions have increased some communication on tbe part of residents.
Each month, along with the newsletter an additional form (return postage paid) is sent to presidents
of homeowners associations, sports groups and civic organizations requesting information on
upcoming events. During the entire year, we did not receive one of these forms back. Prior to
sending out the January newsletter, this form was sent directly to each individual (not inside the
newsletter), and several were received back at City Hall. Staff intends to alter the distribution of
this form to an individual mailing each month.
Production Costs: To date we have not been able to calculate the total cost of newsletters for 1997.
However, we suspect it will be lower than the estimated cost of $600 for a four page newsletter if
printed professionally. In addition, the duplicator afforded us the flexibility needed to print when
time allowed, and to also print additional items such as our envelopes.
The monthly newsletter has generated the most positive response from residents of all the different
aspects of the plan.
7. Homepage
In an effort to improve the quality of the homepage, the City hired an intern in June, 1997.
Unfortunately for those involved, the intern did not have appropriate ability to develop or maintain
the homepage, and ended up costing the City many hours in repair to the site. Since that time, staff
has renewed its efforts to improve, redevelop and learn more about options with regard to
development and maintenance of the homepage.
The statistics show that on average our web site is getting about 50 hits per day, which is aNt
lower than the last time we reported. However, we intend to promote the usage of the site with an
insert on the new features in an upcoming newsletter. Keep in mind, the site is only costing the
City $300 per year and some in staff time.
Review of Communication Plan Efforts During 1997
Page 3
8 . Classes to Residents
It was determined to wait until 1998 to analyze whether we should attempt to put on a four orfive
evening "academy." Council input on this is important at this time.
9. Presentations to School Civic Groups
Jim Daniels has agreed to assist in producing a short video on Shorewood government. This has
not been done. The Administrator spoke to two classes at Minnewashta Elementary School in
1997.
10. Information Available on Voice Mail System
Current meeting agendas, upcoming events and special items of interest are recorded on the voice
mail on an on-going basis. The current voice mail system does not provide a way to track the
number of callers who visit these sites.
11. Shoreline
A special voice mail box has been established called the Shoreline which allows residents to leave
questions, comments or suggestions 24 hours a day. This mail box has been promoted many
times in the newsletter and we have noticed, following each publication, usage has increased. To
date we have received approximately 71 calls in this voice mail. While it is not a huge volume,
there is no additional expense to provide this option to callers and usage may increase when
residents become more accustomed to using the system.
12. Informational Brochures
Throughout 1997, several different brochures have been developed for inclusion in the monthly
newsletter and made available at City Hall. Those produced were: The Shoreline, Correct Usage
of Fertilizer, Snowmobile Rules and Regulations, Water Conservation, and Dial a Ride I
Southshore Center.
It is our plan to continue to utilize this method to advertise or announce features or upcoming
events. In the first months of 1998 we plan to do an insert on communications efforts - what has
worked and what has not (a summary of this report), on new features on our website, and on
recycling.
What other topics would the Council like us to develop a brochure on?
13. Media
Press releases to the local newspapers are done on a weekly basis when news-worthy items are
available and staff time allows. The newspapers have been very responsive in printing what staff
has submitted. Small articles are regularly included in the "community corner" and even on the
~ront page of the Sailor.
In addition to sending items to the press, news items have also been sent to the communications
commission who includes them on their announcement channel, free of charge.
A list of times and days of Council meeting cable casts is published in each newsletter.
14. City Council Involving Citizens
The Council has held two "open forum" style meetings during the course of the year. The Council
summarizes at the next Council meeting what they heard at the open forum for a formal public record.
While a formal policy on citizen participation during Council meetings has not been adopted, the Council
has unofficially altered past policy and allowed citizens attending regular meetings to generally speak
without limit.
During 1997, the Mayor and some of the Council members also attended several neighborhood meetings
hosted by neighborhood associations. Issues raised there were followed up on and reported on at
Council meetings.
What role, if any, should the City take in helping neighborhoods organize? Should this be the subject of
an upcoming work session?
15. Feedback Forms
Feedback forms are available at City Hall and are mailed out to many residents, contractors and citizens
having contact with anyone representing the City. During the past ten months, approximately 400
feedback forms were mailed out, and approximately 125 forms were handed out at the counter. Eighty-
one of those forms were received back at City Hall (see attached summary sheet), with the majority of
those having had contact with either the Fire or Police Department. While the overall response is
generally favorable, we have occasionally received a complaint about a service which staff has quickly
researched and corrected and / or followed up with a response to the person. While this is not an overall
high number of forms received, we certainly are targeting the actual users of City services and feel the
form has been received favorably by the general public.
16. E-Mail
We have received many e-mail messages from the general public during the course of the year. E-mail
has provided City Hall with a convenient and efficient way to transfer documents (i.e. meeting minutes,
legal documents, etc.).
Copies of communications, feedback forms and responses are kept in the Conference Room with the
latest ones reviewed by the City Council at each Council meeting.
CONCLUSION
The Communication Plan calls for renewed effort by Council, Commissions and Staff to provide effective
communication to all citizens. The goal of the plan is. . ."continuously striving to keep citizens informed
and asking for and listening to feedback." In the plan we promise to:
=> Set a new standard for municipal efforts in informing citizens;
=> Listen to city residents and use that feedback in formulating policy;
=> Strive to involve citizens early and often in decision making processes; and
=> Encourage civility, responsibility and participation of Shorewood residents.
How are we doing? Should a survey be included in an upcoming newsletter asking residents to rate
. efforts on increase communication methods? Are there any other areas to analyze or change or new ideas
Council would like to implement with regard to communications?
Administration 10 1 1
Animal Control 3 1 1
Assessing 2 2 1
Building 11 2 1
Inspection
Engineering 2 1
Finance 1
Fire Department 26 3 1
Front Desk 8 2 1
Planning 12 1
Police 18 2 1
Public Works 5 1
Water Utility 2 1 1
Other 1 1
,
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Priorities Established for 1997
Consensus at In /97 Special Meeting of the Council
First Priority:
Review the water policy in the Comprehensive Plan, the water capital improvement program
and funding for the program
Implement strategies in improving communication
"- Review the trail plan
Reconsider the street reconstruction assessment policy as recommended by a task force several
years ago
Undertake a storm water management plan
South Lake Minnetonka Public Safety Department contract renewal needs to be completed in
1997
Decide on involvement in the Watershed District's requirement for a wet pond at Minnewashta
School and work with the Watershed District on the question of a large regional pond rather
than numerous small ponds throughout the City
Reevaluate design criteria for City streets
Improve relations among cities with joint elected official meetings at various times throughout
the year
Identify Comprehensive Plan items to be reviewed in detail (this includes zoning, land use and
subdivision ordinance review)
Second Priority:
Consider options for purchasing green space (referendum?)
Evaluation of City liquor operationslbusiness plan
Sanitary sewer - review III strategies, re-evaluate strategies to reduce sewer rates, and re-
evaluate the sump pump inspection ordinance
Actively participate in the Lake Minnetonk:a Cable Commission's efforts to negotiate a new
cable television contract with Triax Cable
Re-evaluate senior housing strategies
Undertake a transit needs assessment and develop a strategy to improve service or reduce costs
for transit
Develop plans for improved safety at intersections: County Road 19 and Manitou Road; and
Seamans Drive, Yellowstone Trail, Highway 7 .
Undertake safety studies in specific areas such as the Minnewashta School
Third Priority:
Re-evaluate. snowmobile issues/determine the future of the implementation plan
The Planning Commission should develop a commercial maintenance code for Council
consideration
Consider an incentive system for high performing employees
Develop a strategy to improve paramedic rescue response times
. Pursue burying utility lines
Consider requiring a conduit be installed for use by utilities in City right-of-way
,
To:
Mayor and City Council
James C. Hurm, City Administrator
December 19, 1997
Setting Priorities for 1998
From:
Date:
Re:
Attached is a chart of the priorities as established early in 1997 with an analysis of how we
feel we have done on each issue. If you like the way the priorities were determined for
1997, please fill out the attached fonn which has room for up to five priorities in each
category. If you can get your list to us ahead of time, we will then pull together a master
list which will be a great starting point for the Council's deliberations at the priority setting
work session January 21.
To Priorit Items: Status
Review the water policy in the Comprehensive Plan, the water capital Review is not complete
improvement program and funding for the program
Implement strategies in improving communication
Review the trail plan
Reconsider the street reconstruction assessment policy as recommended
by a task force several years ago
Undertake a storm water management plan
South Lake Minnetonka Public Safety Department
needs to be completed in 1997
Decide on involvement in the Watershed District's requirement for a wet Work continues in 1998
pond at Minnewashta School and work with the Watershed District on
the question of a large regional pond rather than numerous small ponds
throughout the City
Reevaluate design criteria for City streets
Improve relations among cities with joint elected official meetings at
various times throughout the year
Identify Comprehensive Plan items to be reviewed in detail (this Complete
inCludes zoning, land use and subdivision ordinance review)
Second Priority Items:
Consider options for purchasing green space (referendum?)
Evaluation of City liquor operations/business plan
Complete
Process identified
Complete
To be done in 1998
contract renewal Complete
Needs finalization
Complete
Yet to be done
Complete - evaluation will
continue
Sanitary sewer - review III strategies, re-evaluate strategies to reduce
sewer rates, and re-evaluate the sump pump inspection ordinance
Actively participate in the Lake Minnetonka Cable Commission's efforts
to negotiate a new cable television contract with Triax Cable
Re-evaluate senior housing strategies
On-going
Complete
Undertake a transit needs assessment and develop a strategy to improve
service or reduce costs for transit
Develop plans for improved safety at intersections: County Road 19 Work continues
and Manitou Road; and Seamans Drive, Yellowstone Trail, Highway 7
Undertake safety studies in specific areas such as the Minnewashta For 1998
School
Third Priority Items:
Re-evaluate snowmobile issues/determine the future of the Complete
implementation plan
The Planning Commission should develop a commercial maintenance Not done
code for Council consideration
Consider an incentive system for high performing employees
Develop a strategy to improve paramedic rescue response times
Pursue burying utility lines
Consider requiring a conduit be installed for use by utilities in City
right-of-way
Up ate 12/1 '/'.
Complete - will continue in
1998
Complete
Not recommended
Not done
Not done
Not done
. '~ ...
1998 COUNCIL PRIORITIES
NAME:
Top PRIORITY
SECOND PRIORITY
THIRD PRIORITY