111395 CC WS AgP
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CITY COUN'CIL WJRK SESSICH 5755 COtlNTRY CLUB ROAD
CITY OF SHOREw:>OD COOR::J:L CHAMBERS
MCI\JDl\.Y, NOVDIBER 13, 1995
WORK SESSION
1 . DISCUSSION ON STATUS REPORT ON 1995 GOALS AND
OBJECTIVES
2 . DISCUSSION ON CAPITAL IMPROVEMENT PROGRAM
3 . ADJOURN
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6/95
1995 ISSUES PRIORITIZED AND BUDGET OBJEctiVES
Status Report:
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I ...; !Televise all City Council meetings I
II I I I
...; i Inform citizens through quarterly City newsletters I I
i I Identify and address zoning issues for specific sites I ;
I ...; I for senior housing projects I 1 i
I I Meet with Cooperative Services Study Task Force i I
I ...; I semi-annually I I
I i Undertake a meaningful goal setting session during ; 1
i ...; I the first 60 days of 1995 ! 1
I i
! ! I
i As part of comprehensive plan update, undertake a !
...; ; City visioning process !
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* Adm - Duplicate Administration/Projects
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I Key: I
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: 1 = Reporting First Quarter January - March I
i 2 = Reporting Second Quarter April - June ,
! 3 = Reporting Third Quarter July - September i
14 = Reporting Fourth Quarter October - December .1
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1995 ISSUES PRIORITIZED AND BUDGET OBJECTIVES
Status Report:
Seotember 1995
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Initiate negotiations for a new two year AFSCME
agreement incorporating ideas developed through the
2 new Shorewood Improvement Proaram 3 1
...; Develop an orientation package for new commission
3 members and staff 1
Improving administration technical efficiency (cost
3 effective) 1
3 Rethink budget philosophy 3 1
3 ...; Update City's comparable worth pay plan 3 1
...; Complete annual citizens satisfaction survey 2 1
...; Review City objectives in July, Oct and at the end of
the year 1
Establish a Shorewood improvement program to
address issues of motivation and productivity of
...; Shorewood employees including consideration of
4 some form of merit pay 1
4 Improve communications - pamphlets (Le. signs) 2 1
5 Revise and update the planning commission ordinance 1
6 Establish policies and procedures manual 1
Update existing personnel relationship policy I
6 ...; handbook I 1
Professional Services Budget Objectives: 1 I
I ...; I I
I Contain costs on contracted professional services 1
...; Attempt to utilize mediation services to avoid
litigation 1
...; Improve on helpfulness rating for assessor (74%) 3 1(71% - No perceptible change)
I
6/95
Page 2 of 11
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1995 ISSUES PRIORITIZED AND BUDGET OBJECTIVES
Status Report:
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1 Improve image/relations among cities 3 1
3 Fire Dept - joint services strategy 1
-J Increase the provision of facilities and services
3 on a joint use basis between units of govt 1
-J Take a leadership role in intergovernmental
cooperative efforts 1
Work with Excelsior and the other southlake
cities in reviewing the police contract and
6 address discrepancy in police service I
* PO requirements of the various cities 1
6/95
Page 3 of 11
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1995 ISSUES PRIORmZED AND BUDGET OBJECTIVES
Status Report:
Sentember 1995 ~. t'\
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j Coordinate with the non-profit corporation, the
I construction of the senior community center at the
1 Badger Park site 1
21 Proactivitv in affordable housinQ 1 ,
I i I
I Ramifications of affordable housing legislation (be I
!
2 ,proactive) 1 i I
4 I Council - policy book I 1 i I
Develop regulations which limit the extent of
damage done to City streets by garbage trucks or
initiate the process of establishing refuse collection
districts, awarding contracts to low bidding private
4 haulers 3 1 , .
4i I Improve audio visual in chambers ! 3 1
4! i Rescue response time i 1 3
! ;
I I Revisit the issue of allowing snowmobiles usage in I
I
41 I I
i the City 1 2
5 i ! Undertake a City visionina process i 1 3
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, i Attempt to more fairly match mass transit service I
I
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61 I with taxation for mass transit ! 3 1
i ! Work on changing the sewer service method for i
I
61 i charQinQ for 1/1 i 1
I
i Work with soccer, hockey and baseball youth !
61 i
organizations in providing addn facilities I 1
71 Address the issue of whether there should be lights I
installed at the softball fields in Freeman Park I 1
,
I IWork with LMCD to identify a suitable location for I
71 I 1
! public access to Lake Minnetonka
i "Our Community..Our Youth" initiative - youth
I
ADDN! involvement 1
6/95
Page 4 of 11
1995 ISSUES PRIORrnZED AND BUDGET OBJECTIVES
Status Report:
September 1995
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Include tree preservation and replacement and site I
1 landscapina for all developments 2 1
Set aside land which is considered suitable for senior
1 housing and rigorously pursue a senior housing project 2 1
1 Update Shorewood's flood plain reQulations (mandate) 1
Update Shorewood's wetland code, including adjusting
setbacks and requiring new construction to construct
1 environmental ponds 3 1
Adopt regulations regarding development on steep
2 slopes 3
" Prepare a separate housing plan - including affordable
2 housing issues 3 1
Address problems associated with the Cty Ad
3 19/Countrv Club Ad intersection 1
" Hold public meetings on draft Comprehensive Plan and
I adopt 1
I " Establish an action plan to implement Comprehensive I
Plan 1
" Begin work on a short-term implementation plan I 1
" Complete the automation of property records 1
I Update ordinances related to filling, grading and
41 excavating 1 2
4 " Update the City's zoning and subdivision ordinances 1 2
51 Consider an ordinance regulating chemical treatment I
such as lawn fertilizers and mosquito spraying 1
5 Develop a commercial maintenance code 1
Work on transportation safety issues including Galpin I
Lk Ad intersection realignment; close off Lk Unden Dr
entrance to Hwy 7; realignment of Seamans Dr &
6 Yellowstone Tr; a Freeman Pk entrance from Hwy 7 1
71 Develop a truth in housing code 1
, I Update shoreland recreational zoning district
7, requirements 1
Protective Inspection:
Increase and enhance public information through the I
development of at least two additional handouts
" relative to building codes (total of 4) 2 1
" Draft an article for each City newsletter 1
" Explore joint inspection possibilities with adjoining I
communities 1 3
I " Implement automated permit tracking system , 1 I I
I r-
I Increase helpfulness ratings of building inspector (68% (76%) I
I
i " helpful to very helpful in 1994) 3
i Increase citizen excellenUgood rating on overall I
service (74%) and courteousness/professionalism (76%)
j " (73%) of inspection staff - 1994 3 (81%) I
Increase City excellenUgood rating on overall service I I i ! I
, !
'i ,of animal control personnel (33%) 3 ! (53%) i i I
6/95
Page 5 of 11
1995 ISSUES PRIORITIZED AND BUDGET OBJECTIVES
Status Report:
SeDtember 1995
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City street policies: special assessments on I
reconstruction, establish design criteria, and MSA
1 street desiQnation 1
Make policy decisions necessary to implement the
1 water system section of the Comprehensive Plan 2 1
Order and prepare a feasibility report for a west
1 end watertower 1
Continue to identify problem areas of the
sanitary sewer system for televising, sealing and
3 repair 1
Finalize a decision on replacing the PW shed at
the Badger well with a smaller building enclosing
3 the well 1
~ Complete an inventory of right-of-way needs on I
collector street system I 1
~ Keep construction project files up-to-date and
accurate 1
Communicate in written form to affected
~ residents at least 2 times during a construction
project 2 1
~ Keep change orders at less than 5% of original I
contract amount 1
~ Complete a smooth transition to the City
Engineer/PW Director position 1
~ Provide in-house engineering at or below 15% of
project construction cost
I ~ Keep in-house design below 7% of project cost
~ I Provide good public relations with property
owners adjacent to construction projects 2 1
Adopt criteria for when and how private streets I I
5 may be constructed 1
6/95
Page 6 of 11
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III '?O 0; 3:.Q 3:.2 o ...
~ Update City Code in-house on a semi-annual basis i 1 i i
I I
Implement system software to its fullest capacity I
--J and identify necessary training, including input of
minutes for easier retrieval/indexing 1 I
Continue to improve public relations by providing I ;
--J responses in a timely manner 1 !
Improve City newsletter quality; research lower I I
--J !
printing cost options 2 1
--J Develop orientation package for new commission I
members and staff ! 1
--J Update existing personnel relationship policy I
* Adm handbook 1
Maintain or improve on helpfulness rating for office : ,
~ personnel (87%) 3 (86% - No perceptible change)
I ,
Municipal Buildina - Citv Hall: ! I ,
--J Improve City Hall landscaping i 1
~ Dispose of outdated items in storage area 2 I 1
--J Clean City Hall carpet 2 i 1 I
!
1995 ISSUES PRlORIT1ZED AND BUDGET OBJECTIVES
Status Report:
September 1995
6/95
Page 7 of "! 1
1995 ISSUES PRIORITIZED AND BUDGET OBJECTIVES
Status Report:
Sentember 1995
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~ Prepare annual budget document and submit to GFOA
Distinguished Budget Award Program 1
~ Prepare CAFR for submittal to GFOA Certification of
Excellence Program 2 1
" Provide monthly reports to staff, qtrly reports to Council 1
~ Implement Capital Improvement Annual Budget format 1
~ Complete computerized database for General Fixed Asset
records 1
Review debt issues and make recommendations on debt
~ structure 1
~ Establish financial policies and procedures manual 1
6/95
Page 8 of 11
1995 ISSUES PRIORITIZED AND BUDGET OBJECTIVES
Status Report:
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6 I I
*Adm ~ Complete review of police funding formula 1 3
~ Maintain high helpfulness rating of police
personnel (88% helpful to very helpful) 3 (92%)
Maintain or improve on high excellent rating (92%)
on overall service (90%), response time (95%)
~ (92%), courteousness/professionalism (89%) (95%)
and crime prevention programs (88%) 3 (93%)
Maintain or improve on "feeling of safety in
~ my neighborhood" (satisfied to very satisfied -
86%) 3 (92%) I
~ Address discrepancy in level of service
requirements of the various cities 3 I 1
I I I
RAE I
I I
~ Maintain helpfulness rating of fire personnel I
(95% helpful to very helpful) 3 (98%)
Maintain or improve on high excellent/good
rating on overall service (93%), response (100%)
time (98%), courteousness/professionalism (98%)
~ (98%) and inspection and fire prevention (98%)
I programs (82%) 3 (95%)
6/95
Page 9 of 11
1995 ISSUES PRIORITIZED AND BUDGET OBJECTIVES
Status Report:
September 1995
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.!! "70 0 z_
" Perform preventative maintenance on all equipment within 100 I 1
m~es or 10 hours of schedu led service 1
" Perform 90% of City building repairs and preventative
maintenance using City personnel 1
" Maintain or improve on helpfulness rating of PW personnel (92%
helpful to very helpful)
Streets and Roadwavs:
" Develop a pavement management system to aid in scheduling of
street projects 1
" Paint lane markings on all designated streets 2 1
" Sweep each City street at least once annually 1
" Mow roadsides at least twice annually 2 1
" Mow boulevards at least 6 times annually 2 1
" VISually inspect storm drainage grates annually and repair as
needed 1
i
" Increase satisfaction rating on condition of streets (my street (64%) I
58%: streets in general 64%) 3 (75%)
Maintain or improve satisfaction level on cleanliness of streets I I
I
" (81%) 3 (88%)1 I
" Increase citizen excellent/good service rating on street
maintenance (62%) 3 (68%)
Snow and Ice Removal: I I
I
Remove snow and ice and complete salt/sand operations within I I
" 14 hours after the end of a snow event 1 !
Complete widening and clean up functions within 48 hours of a I I
" snow event 1
" Maintain high citizen excellent/good service rating on snow I
removal (91%) 3 (94%),
Traffic ControllStreet Liahts: I
" 1 Perform a cost efficiency study of street lighting system 1 I
SanitationlWaste Removal/Weeds: I I
I " I Resolve all property cleanup complaints 1 I
" I Resolve 100% of weed complaints 1 ! !
Tree Maintenance: i I
" Remove 100% of diseased trees on public property 1 I
I
" Respond to all property owner request to identify diseased trees 1 I
" Maintain and trim trees on City property which present a hazard to I
public 1
Water:
" Supply a safe. clean uninterrupted source of water to all I I
connections 1 ;
" Explore possib~ity of interconnecting with other communities 1 i
" Maintain helpfulness rating of water utility personnel (95%) 3 '(88%)1 I
i
Sanitary Selll er: I
" Work with MWCC to correct inflow and inf~tration into the sanitary I
sewer system 1
" Work with MWCC to reduce sewage treatment costs to the City 1 i
Recycllna: I
" Continue weekly pickup of recyclable materials 1 I
I " Hold curbside pickup of household and yard wastes in the Spring i
of the year 2 1
" Improve on excellent/good rating for recycling program (85%) 3 (91 ) I I
I
I " Provide a leaf and yard waste disposal site in Fall of the year 1
I ! ,
;' No oerceotible channe , i
6/95
Page 10 of 11
1995 ISSUES PRIORITIZED AND BUDGET OBJECTIVES
Status Report:
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Make playground equipment handicap accessible to , ! I 1
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people with disabilities through use of CDSG funding 1 I I i I
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~ Add and/or replace 5 picnic tables per year 21 I 1 i I
~ , I ! I
Plant at least 10 trees per year 2! 1
I
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Assist Shorewood Parks Foundation in coordination of I
~ fund raising efforts 2! 1 I I
, i I I
Assist Shorewood Parks Foundation in building a I I I
~ concession building - Freeman Park north I 1 i 3
i I I !
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Undertake park project management internally 3 I 1 I I
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Continue to develop user support for funding I
i
~ i
improvements and maintenance in parks 1 !
~ Increase knowledge and use of Shorewood's parks 1 I I
, i
Increase satisfaction rating of condition (84%) and (93%)
~ amount of recreation equipment in parks (75%) 13 (89%)
,
~ Maintain satisfaction rating of park maintenance (91%) , 3 , (93%)
'~. ,
6/95
Page 11 of 11