011995 CC WS AgP
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J
CITY OF SHOREWOOD
CITY COUNCIL
WORK SESSION
Thursday, January 19, 1995
7:00 p.m.
Council Chambers
City Hall
5755 Country Club Road, Shorewood
W 0 R KIN G
AGE N D A
1. Review Accomplishments
2. Review Goal Setting Process
3. Brainstorm/List Issues Facing the City in 1995
4. Compare List with Staff Prepared List/Review Staff Issue
Analysis
5. Prioritize Issues Into Categories (A-E)
6. Sub-Prioritize Issues Within Each Category
7. Discuss the Goal Setting Process, Come to a Consensus on
How and Why the Public Should be Involved?
ADJOURNMENT
I I. FRAMING &: FOCUSING
A. Needs Assessment
1. Identify Issues and Needs
. Review Shorewood's Vision, Values, and Purpose
. Review Recent Successes
. Survey Citizen Needs/Wants
. Staff Input
- Provide Data/List of Issues
- Provide Estimate of Staff Time; Resources to
Address Issues/Needs
- Estimate Control Council has Over Issues
- List Mandates
2. Prioritize Issues and Needs
B. Action Plannina
1. Set Goals for the Year (Keeping Priorities in
Mind)
2. Develop Measurable Objectives to Meet Goals
3. Develop Strategies to Meet Objectives (Staff)
- Collect Data, Establish Schedules, Estimate
Costs
- Identify Resources
(Human/Community/Agency/Financial)
- Identify Actors in Each Issue Arena
- Evaluate Data, Resources, Actors
4. Establish Responsibilities, Accountabilities,
Criteria for Success
JCH/tln
1/19/95
. .
1 LJ Goal-Setting Checklist
_ Build interest and initiate the process.
Make sure you know what you plan to
accomplish.
_Plan the process.
_Designate a leader.
_Educate participants to their roles.
_Assess needs.
_Involve the community.
_Identify goals and set priorities.
Reach consensus.
_ Set specific, clear goals and objectives.
_Form an action plan.
Evaluate the results.
_Keep the community informed.
_Start over again: set new goals.
1
CONTROL/:IMPACT
High
:Impact
Medium
:Impact
Low
:Impact
High Council
Control
1A
1B
1C
Low Counc i 1
Control
2A
2B
2C
TIME CONSTRAINTS
1
2
3
4
5
6
7
8
9
10
Almost no
staff effort
High degree
of staff time
priorities
CateQ'orv
A Critical - this year
B High - Begin this year; 1-2 year time frame
C Midrange - 2-3 year time frame
D Low - >3 years; may become more pressing as time goes on
E None - of little concern to Council
Prioritize within cateaories:
1 - First priority
2 - Second priority, etc.
WHY INVOLVE THE PUBLIC?
Verify that the needs of the Community are being addressed.
Create a shared vision.
Clarify our purpose.
Identify Community resources.
Improve Community networking.
Increase understanding of City government.
.
CITY OF SHOREWOOD
ACCOMPLISHMENTS
OVER THE LAST 4 YEARS
While keeping taxes for municipal purposes flat for 3 of the last 4
years (one year saw a 2 1/2% increase), the City Council saw the
following accomplished:
· Reorganized City office personnel and administration offices and
systems
· Initiated an annually revised Capital Improvement Program and
Finance Plan including Equipment Replacement Program
· Provided a framework for future cooperation by providing
impetus for the Lake Area Cities effort and Metropolitan Council
staff assistance
· Settled out of court the regional sewer charges issue and
established a framework to address inflow/infiltration and
regional rate Issues
· Hired a less expensIve "joint" prosecuting attorney
· Initiated a trail fund after responding to the Vine Hill trail
petition
· Emphasized playground equipment and park development by
providing resources from reserves and set up a Park Foundation
to continue those efforts as City resource commitment declines in
the future
· Began annual sewer cleaning program
· Improved City Hall and parking lot
· Adopted State mandated Comparable Worth Plan for personnel
· Adopted a more "user friendly" operating budget format
· Adopted values and purpose Statement for the City
List of Accomplishments
Page 2 of 2
.
Began measuring satisfaction by citizen surveys
.
Initiated a Storm Water Management Program
.
Built a modern Public Works facility and removed the old non-
conforming building
.
Built Silverwood Park
.
Renegotiated and extended Joint Police and Fire contracts
.
Completed Vine Hill/TH 7 intersection improvement
· Approved a lease for a new east side liquor store, began managing
the Tonka Bay liquor store, and implemented a new computerized
inventory system
· Approved a Christmas Lake Road intersection improvement
project
· Emphasized semor housing and set the stage for a project
· Kept City Hall updated technologically
· Took a leadership roll in initiating discussions for a South Shore
Senior Community Center
· Accomplished the sump pump inspection program
· Initiated a rental housing inspection program
· Constructed a dry hydrant system, providing better fire protection
for island residents
· Constructed a water treatment plant for the southeast area water
system
----
,~ ..
BUILDING A MEANINGFUL GOVERNANCE PROCESS
A JOURNEY TO FOCUSED DECISION MAKING
IV - Midcourse Corrections
~
· Monitor (survey) Measuring
· Evaluate (review accountabilities and Success
celebrate successes)
· Adjust and Revisit the Elements of the
Governance Process Cyclically
III - Operational Tools
~
(
· Action Plans & Strategies
· Operating Budget Grabbing
the Con troIs
· Capital Improvement Progranl (5 Year)
· Comprehensive Plan Review
· Policies, Ordinances
IT - Framing and Focusing
..
· Identify & Prioritize Issues
· Set Overall Goals Mapping
the Way
· Define Specific Objectives
· Set: Responsibilities, Accountabilities and
Criteria for Success
I - Building the Base ...
· Shared Vision
· Values, Guiding Principles, Operational Destination and
Ground Rules
Philosophy, Ethical Standards of the Journey
" · Mission. . .Purpose of the Organization
1/95
1995 ISSUES
ISSUES CONTROU TIME
IMPACT CONSTRAINTS PRIORITY
l. Address problems associated with the County Road 2B 3
19/Country Club Road intersection
2. Address the issue of whether there should be lights IC 1
installed at the softball fields in Freeman Park
3. Adopt a special assessment policy for street lA 1
reconstruction
4. Adopt criteria for when and how private streets may be IB 1
constructed
5. Adopt regulations regarding development on steep lC 2
slopes
6. Attempt to more fairly match mass transit service with 2B 2
taxation for mass transit
7. Consider an ordinance regulating chemical treatment lC 2
such as lawn fertilizers and mosquito spraying
8. Continue to identify problem areas of the sanitary sewer lC 1
system for televising, sealing and repair
9. Coordinate with the non-profit corporation, the IB 4
construction of the senior community center at the
Badger Park site
10. Develop an orientation package for new commission lC 1
members and staff
11. Develop regulations which limit the extent of damage 1A 2
done to City streets by garbage trucks or initiage the
process of establishing refuse collection districts,
awarding contracts to low bidding private haulers
12. Establish a policies and procedures manual IB 4
13. Establish a Shorewood improvement program to address IB 4
issues of motivation and productivity of Shorewood
employees including consideration of some form of
merit pay
14. Establish design criteria for new City streets and for 1B 1
reconstructing existing streets to widths of not less than
20'
15. Finalize a decision on replacing the Public Works shed 1C 1
at the Badger well with a smaller building enclosing the
well
1/95
1995 ISSUES
ISSUES CONTROU TIME
IMPACT CONSTRAINTS PRIORITY
16. Include tree preservation and replacement and site 1A 4
landscaping for all developments
17. Increase the provision of facilities and services on a joint 2B 3
use basis between units of government
18. Initiate negotiations for a new two year AFSCME IB 2
agreement incorporating ideas developed through the
new Shorewood Improvement Program
19. Make policy decisions necessary to implement the water 1A 5
system section of the Comprehensive Plan
20. Order and prepare a feasibility report for a west end lA 2
watertower
21. Prepare a separate housing plan - including affordable IB 5
housing issues
22. Redesignate MSA streets 2A 2
23. Revise and update the planning commission ordinance lC 1
24. Revisit the issue of allowing snowmobiles usage within IB 1
the City
25. Set aside land which is considered suitable for senior lA 3
housing and rigorously pursue a senior housing project
26. Undertake a City visioning process IB 2
27. Update existing personnel relationship policy handbook lC 2
28. Update ordinances related to filling, grading and lC 2
excavating
29. Update shoreland recreational zoning district lC 3
requirements
30. Update Shorewood's flood plain regulations (mandated) IB 2
31. Update Shorewood's wetland code, including adjusting lA 3
setbacks and requiring new construction to construct
environmental ponds
32. Update the City's comparable worth pay plan IB 3
33. Update the City's zoning and subdivision ordinances lA 5
".
1/95
1995 ISSUES
ISSUES CUNTROU rIME
IMPACT CONSTRAINTS PRIORITY
34. Work on changing the sewer services method for 2A 2
charging for Inflow and Infiltration
35. Work on transportation safety issues including Galpin 2B 2
Lake Road intersection realignment; close off Lake
Linden Drive entrance to Highway 7; realignment of
Seamans Drive and Yellowstone Trail; a Freeman park
entrance from Highway 7
36. Work with Excelsior and the other southlake cities in 2A 2
reviewing the police contract and address discrepancy in
police service requirements of the various cities
37. Work with LMCD to identify a suitable location for 2C 1
public access to Lake Minnetonka
38. Work with soccer, hockey and baseball youth 2B 2
organizations in providing additional facilities
1/95
1995 ISSUES
ISSUES CONTRUU TIME
IMPACT CONSTRAINTS PRIORITY
I. Address problems associated with the County Road
19/Country Club Road intersection
2. Address the issue of whether there should be lights
installed at the softball fields in Freeman Park
3. Adopt a special assessment policy for street
reconstruction
4. Adopt criteria for when and how private streets may be
constructed
5. Adopt regulations regarding development on steep
slopes
6. Attempt to more fairly match mass transit service with
taxation for mass transit
7. Consider an ordinance regulating chemical treatment
such as lawn fertilizers and mosquito spraying
8. Continue to identify problem areas of the sanitary sewer
system for televising, sealing and repair
9. Coordinate with the non-profit corporation, the
construction of the senior community center at the
Badger Park site
10. Develop an orientation package for new commission
members and staff
II. Develop regulations which limit the extent of damage
done to City streets by garbage trucks or initiage the
process of establishing refuse collection districts,
awarding contracts to low bidding private haulers
12. Establish a policies and procedures manual
13. Establish a Shorewood improvement program to address
issues of motivation and productivity of Shorewood
employees including consideration of some form of
merit pay
14. Establish design criteria for new City streets and for
reconstructing existing streets to widths of not less than
20'
15. Finalize a decision on replacing the Public Works shed
at the Badger well with a smaller building enclosing the
well
1/95
1995 ISSUES
ISSUES CONTROU TIME
IMPACT CONSTRAINTS PRIORITY
16. Include tree preservation and replacement and site
landscaping for all developments
17. Increase the provision of facilities and services on a joint
use basis between units of government
18. Initiate negotiations for a new two year AFSCME
agreement incorporating ideas developed through the
new Shorewood Improvement Program
19. Make policy decisions necessary to implement the water
system section of the Comprehensive Plan
20. Order and prepare a feasibility report for a west end
watertower
21. Prepare a separate housing plan - including affordable
housing issues
22. Redesignate MSA streets
23. Revise and update the planning commission ordinance
24. Revisit the issue of allowing snowmobiles usage within
the City
25. Set aside land which is considered suitable for senior
housing and rigorously pursue a senior housing project
26. Undertake a City visioning process
27. Update existing personnel relationship policy handbook
28. Update ordinances related to filling, grading and
excavating
29. Update shoreland recreational zoning district
requirements
30. Update Shorewood's flood plain regulations (mandated)
31. Update Shorewood's wetland code, including adjusting
setbacks and requiring new construction to construct
environmental ponds
32. Update the City's comparable worth pay plan
33. Update the City's zoning and subdivision ordinances
1/95
1995 ISSUES
ISSUES CONTROU TIME
IMPACT CONSTRAINTS PRIORITY
34. Work on changing the sewer services method for
charging for Inflow and Infiltration
35. Work on transportation safety issues including Galpin
Lake Road intersection realignment; close off Lake
Linden Drive entrance to Highway 7; realignment of
Seamans Drive and Yellowstone Trail; a Freeman park
entrance from Highway 7
36. Work with Excelsior and the other southlake cities in
reviewing the police contract and address discrepancy in
police service requirements of the various cities
37. Work with LMCD to identify a suitable location for
public access to Lake Minnetonka
38. Work with soccer, hockey and baseball youth
organizations in providing additional facilities
1/95
1995 ISSUES
ISSUES CONTROU TIME
IMPACT CONSTRAINTS PRIORITY
3. Adopt a special assessment policy for street lA 1
reconstruction
II. Develop regulations which limit the extent of damage lA 2
done to City streets by garbage trucks or initiage the
process of establishing refuse collection districts,
awarding contracts to low bidding private haulers
20. Order and prepare a feasibility report for a west end 1A 2
watertower
25. Set aside land which is considered suitable for senior 1A 3
housing and rigorously pursue a senior housing project
3I. Update Shorewood's wetland code, including adjusting 1A 3
setbacks and requiring new construction to construct
environmental ponds
16. Include tree preservation and replacement and site 1A 4
landscaping for all developments
19. Make policy decisions necessary to implement the water 1A 5
system section of the Comprehensive Plan
33. Update the City's zoning and subdivision ordinances 1A 5
4. Adopt criteria for when and how private streets may be 1B 1
constructed
14. Establish design criteria for new City streets and for 1B 1
reconstructing existing streets to widths of not less than
20'
24. Revisit the issue of allowing snowmobiles usage within 1B 1
the City
18. Initiate negotiations for a new two year AFSCME 1B 2
agreement incorporating ideas developed through the
new Shorewood Improvement Program
26. Undertake a City visioning process 1B 2
30. Update Shorewood's flood plain regulations (mandated) 1B 2
32. Update the City's comparable worth pay plan 1B 3
9. Coordinate with the non-profit corporation, the 1B 4
construction of the senior community center at the
Badger Park site
. '.
1/95
1995 ISSUES
ISSUES CuNTROU TIME
IMPACT CONSTRAINTS PRIORITY
12. Establish a policies and procedures manual 1B 4
13. Establish a Shorewood improvement program to IB 4
address issues of motivation and productivity of
Shorewood employees including consideration of some
form of merit pay
21. Prepare a separate housing plan - including affordable 1B 5
housing issues
2. Address the issue of whether there should be lights lC 1
installed at the softball fields in Freeman Park
8. Continue to identify problem areas of the sanitary sewer 1C 1
system for televising, sealing and repair
10. Develop an orientation package for new commission lC 1
members and staff
15. Finalize a decision on replacing the Public Works shed 1C 1
at the Badger well with a smaller building enclosing the
well
23. Revise and update the planning commission ordinance 1C 1
5. Adopt regulations regarding development on steep 1C 2
slopes
7. Consider an ordinance regulating chemical treatment 1C 2
such as lawn fertilizers and mosquito spraying
27. Update existing personnel relationship policy handbook lC 2
28. Update ordinances related to filling, grading and lC 2
excavating
29. Update shoreland recreational zoning district 1C 3
requirements
22. Redesignate MSA streets 2A 2
34. Work on changing the sewer services method for 2A 2
charging for Inflow and Infiltration
.
36. Work with Excelsior and the other southlake cities in 2A 2
reviewing the police contract and address discrepancy in
police service requirements of the various cities
6. Attempt to more fairly match mass transit service with 2B 2
taxation for mass transit
J' ,-
1/95
1995 ISSUES
ISSUES CuNTROU TIME PRIORITY
IMPACT CONSTRAINTS
35. Work on transportation safety issues including Galpin 2B 2
Lake Road intersection realignment; close off Lake
Linden Drive entrance to Highway 7; realignment of
Seamans Drive and Yellowstone Trail; a Freeman park
entrance from Highway 7
38. Work with soccer, hockey and baseball youth 2B 2
organizations in providing additional facilities
1. Address problems associated with the County Road 2B 3
19/Country Club Road intersection
17. Increase the provision of facilities and services on a 2B 3
joint use basis between units of government
37. Work with LMCD to identify a suitable location for 2C 1
public access to Lake Minnetonka