HomeMy WebLinkAbout2012-03-21 PACKET 04.G.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA
MEETING ITEM #
DATE 3/21/2012
PREPARED BY Administration Ryan Schroeder
ORIGINATING DEPARTMENT DEPARTMENT HEAD
COUNCIL ACTION REQUEST
Receive City Council Planning Retreat Report from February 11, 2012
STAFF RECOMMENDATION:
Information Only.
SUPPORTING DOCUMENTS
❑ MEMO /LETTER:
❑ RESOLUTION:
❑ ORDINANCE:
❑ ENGINEERING RECOMMENDATION:
❑ LEGAL RECOMMENDATION:
® OTHER: Planning Retreat Report.
ADMINISTRATORS COMMENTS
Date i
COUNCIL ACTION TAKEN: ❑ APPROVED ❑ DENIED ❑ OTHER
DocumenQ
February 11, 2012
City Council Planning Retreat
City of Cottage Grove
February 11, 2012
8:00 AM -5:00 PM
The retreat was held at the St. Croix Regional Park Conference Center. Attendees included
Mayor Myron Bailey, City Council members: Dave Thiede, Derrick Lehrke, Jan Peterson and
Justin Olsen.
Staff present were: Les Burshten, Public Works Director; Craig Woolery, Public Safety
Director; Robin Roland, Finance Director; Danette Parr, Economic Development Director;
Zoo Dockter, Parks and Recreation Director and Ryan Schroeder, City Administrator.
Barbara K. Strandell was the facilitator.
TOP INITIATIVES FOR 2012 - 2013
At the end of the retreat, the Mayor and Council members identified the following as their
top priorities for the next couple of years:
Mayor Bailey:
Redevelopment of the Home Depot and CottageView properties
Council Member Petersen:
Development of low /moderate income rental housing
Council Member Lehrke:
Identify a preferred direction for Public Safety (EMS /Fire)
Council Member Thiede:
Have a flat 2013 tax levy
Council Member Olsen:
Meet public's demand for vote on Community Center
WIRM
Ryan Schroeder digitally distributed the agenda and packet for the meeting to attendees
several days before the retreat. Below is the topical Agenda:
A. 2011 Accomplishments
B. 2012 Departmental Goals
C. 2012113 Council initiatives
D. Facilities & Infrastructure Planning & Fiscal Impacts
E. Media and Communication, City Slogan
F. Development /East Ravine Standards
G. Good To Great Update
H. Wrap Up and Next Steps
Notes prepared by Barbara K. Strandell, facilitator
February 11, 2012
City Council Planning Retreat
2011 ACCOMPLISHMENTS
As part of the 2012 Strategic Planning Retreat, the Council and Staff were asked to reflect
upon top accomplishments by the City for 2011. Their respective suggestions are
delineated below.
Justin Olsen:
1. Holding the line on the tax levy
2. PSCH (Public Safety /City Hall) building - which will serve as a source of pride
for the community
3. Financing of the PSCH with internal funds (speaks well of past Council's
actions)
4. Being able to weather the financial storm of a down economy without too
much damage
5. Creation of the Economic Development Director position
Derrick Lehrke:
1. Work toward re- positioning the Home Depot property
Dave Thiede:
1. Having the PSCH project under construction at the right time with no or
limited tax impact
2. Financial management that allows the City to accommodate the financial
downturn and continue to provide the same level of services
3. Compared to other cities (I have talked to) CG compares favorably in the
management of our finances.
Jen Peterson:
1. In agreement with Dave on all three items
2. The Good to Great Project
3. No big budget, staff, or service cuts in 2011 or 2012
4. Communication with the community has improved
5. Commissions are staffed and more involved than in the past
6. Shared services arrangements (e.g. building inspections)
7. Successful joint efforts with other communities (e.g. Washington County,
Parks and Recreation, Sherriff, HRA and Public Safety)
8. Park and Rec department formation; Zac Dockter's promotion to head it
Myron Bailey:
1. The PSCH project
2. The Dog Park
3. The Splash Pad and rehabilitation of the Highlands Park Building
4. The economic benefit to local restaurants of the expanded Ice Arena
5. Golf Course
6. EDA initiatives
Notes prepared by Barbara K. Sirandell, facilitator
11 "K February 11, 2012
City Council Planning Retreat
TOP 2011 ACCOMPLISHMENTS IDENTIFIED BY DEPARTMENT HEADS
Craig Woolery - Public Safety:
• Communication - with captains and media; to and with the public; Facebook
• Collaboration with Woodbury
• Good to Great Project
Danette Parr - Economic Development:
• Laying foundation for partnerships
Zac Dockter - Parks and Recreation:
• Annual report
Les Burshten - Public Works:
• Grants: Watershed
Ryan Schroeder - Administration:
• Economic development foundation for partnerships, etc.
• Media communications
2011 GENERAL DEPARTMENTAL ACCOMPLISHMENTS
The staff submitted the following accomplishments for Council consideration. These ore
not intended to be all- inclusive but instead are intended to represent the major or most
visible initiatives. They were also in included in the digital packet.
Administration & Economic Development:
1. Public Facilities (Public Safety /City Hall, TG Community Hall, CC Task Force)
2. YearEndcomparisontoBudget /Budgetmefricsond20121-evy
3. Good to Great Implementation
4. Policy Development (2011 Medical Insurance redesign, Training and Cell Phone
policies)
5. Events (All employee, all commission, volunteer, community, retailer, EDA
golf /ICSC, BTYR etc.)
6. Business Accelerator review and proposal
7. Shop Local campaign development
8. Real Estate (8811 /19Pt Douglas, sold 6043 Pt Douglas, Predevelopment of H Donal
Cottage View)
9. Electronic packets /archiving
10. Public Process /communication; positive messaging, web development
Finance:
1. Clean audit /on time
2. All reporting to State Auditor on time and accurate
3. CAF Reward
4. Financing strategies /scenarios presented /explored /recommended for
PS /CH project
5. Centralized cash receipting
6. Laser fiche of records (AP,JE, Fixed Assets, Budgets, CAFR's)
7. Investmentreturn0 .86 %comparedto90dayT- Billof0.01 %
Notes prepared by Barbara K. Strandet, facilitator
J February 11, 2012
City Council Planning Retreat
(2011 departmental accomplishments continued)
MIS:
1. Computer support all departments /divisions
2. Normal rotation of computer equipment
3. Over saw Laser fiche project for all departments
4. Investigated /recommended technology solutions (phones /internet /fiber optic
connections) for new PS /CH project
Building Inspections:
1. Issued49newdwellingpermitsvoluedat $14 ,251,046
2. Total permits = 2640@ $27,519,775
3. Construction Inspections performed= 6,171:property rental and maintenance =
1,832
4. Provided Building inspection services for Newport, St.Paul Park, Denmark
Township
Planning:
1. Processed4varioncesand2CUP 'sand4lnterimCUP's
2, Reviewed Development Contract Template and requirements for current
Residential developments
3. Began review process for Commercial Zoning ordinance revisions.
Public Safety:
1. Public Safety /City Hall Project
2. Good To Great Process
3. Flood preparedness spring 2011
4. EMS duty crew program
5. Citizen's Academy
Engineering
1. 2011 Joint City Wide Seal Coat Program - 536,181 SY Total
a.
Cottage Grove = 382,374
b.
St. Paul Park = 36,872
c.
Newport = 68,575
d.
Afton = 15,067
e.
Denmark Township = 33,294
2. Crack
Sealing Program = 40,000 Pounds Total
3. 2011 Micro Resurfacing Program - City Bituminous Trails = 2.13 Miles Total
LOCATION DESCRIPTION
MILES
a.
Pinetree Valley Park Indian Blvd. to Irish Ave. cul -de -sac
0.85
b.
Pinetree Valley Pond 80th Street to Pinetree Valley Park
0.46
c.
Mississippi Dunes Mississippi Dunes to West plat line
0.40
d.
(Phase -1 Manley South /West End)
e.
Mississippi Dunes Mississippi Dunes to West plat line
0.18
(Phase -2 North /West End)
f.
Mississippi Dunes Mississippi Dunes Blvd. to Hadley Ave.
0.24
(Phase -2; 95th Street)
4. City Parks - Parking Lots (Approx. 3,429 SY)
a.
Pinetree Valley Park (80th Street)
b.
Highlands Park (6975 Idsen Ave.)
No'ies pepared by Barbara K. Strandelt, faciNator
February 11, 2012
City Council Planning Retreat
(2011 departmental accomplishments continued)
5. 2011 Joint- Paint Striping - 784,870 LF Total
6. 201
7. 201
8. 201
a. Cottage Grove = 642,716
b. St. Paul Park = 88,700
c. Newport = 53,454
1 Joint- Street Sweeping - 490 Hours Total
a. Cottage Grove = 450
b. Newport = 40
1 Public Works /Fire Station #2 - Lighting Upgrades
Pond Maintenance
Ponds ED -P8, ED -P9.1, ED -P9.2, ED -P9.3, ED -P9.4
Partnered with AmeriCorp to complete the project.
SWWD Grant for project = $23,750
North Jamaica Ave. - Waterway Rehab
Emergency Generator Upgrade - Fire Station #I
Emergency Generator Replacement - Fire Station #4
Pavement Management
a
b
C.
9. 2011
10. 2011
11.2011
12. 2011
a. Pine Coulee Park Improvements
b. W. Point Douglas Rd, Expansion
13. Development Reiro- Reflectivity Program & Policy
14. Revised Street Light Policy
15. Bridge Painting 1_8159 - Pact Rust Removal
16. Right of Way Permits - Reviewed & Processed (89)
17. Subdivision Developments
a. Everwood
b. Pinecliff 3`d & 4rh
c. Michael's Point
d. Preserve's of Cottage Grove
18, Minnesota Department of Health Grants (2) - $20,000
19. Spill Response Plan
20. Educational /Survey for well and septic residents
21. Tank removal and replacement at Fire Station #2
22. South Washington Watershed District Grants for 2011 = $305,095
a. PSCH = $71,750
b. C -P6 Regional Pond= $125,510
c. East Draw = $23,750
d. Ravine Parkway = $84,085
23. Cottage Grove was awarded the Blue Star Award for excellence in stormwater
management.
Public Works - Street Division (including Signs /Striping, Snow Removal and Storm Water):
1. The 2011 Winter Season turned out to be one of the busiest seasons for snow
removal. Besides routine plowing and de- icing, snow piles needed to be removed
and hauled off -site in some cases. Additionally, snow piles at intersections were
constantly in need of lowering and pushing back for motorist visibility.
1 Raised 50 manholes in Hidden Valley and along Hillside Trail
3. The Hemingway Avenue Paving Project was finished in August, 2011
4. Jenner Avenue Waterway was cleared
5. Highlands Parking Lot was repaired
6. Traffic Counts were completed in September
7. Flume Area in the Industrial Park was clear cut
8. 741 work orders were completed in 2011
Notes ;.prepared by Barbara K. Strandell, facilitator
February 11, 2012
City Council Planning Retreat
(2011 departmental accomplishments continued)
Public Works - Utility Division /Water Department:
1. The Well #7 Conversion was completed in January
2. Completed maintenance work in the chlorine rooms at the Booster Station and
Well #10
3. Pulled and rehabilitated (new motor) Deep Well #3
4. The 12" check valve was repaired at Well #8
5. Spring and Fall Hydrant Flushing was very successful with minimum impact for
residents
6. Worked with Zayo Communications to run fiber optic cables from Hinton Avenue,
west to the 81 si Street and Innsdale Storage Tanks and then east to Keats.
7. Innsdale Avenue Water Tower (1 MG) was painted
8. Continued to read almost 10,500 meters monthly
9. Completed a float down inspection on the West Draw Tank
Public Works - Utility Division /Sewer Department:
1. Maintained 64,000 linear feet of sanitary sewer
2. Repaired four offset joints on the sanitary system that caused issues in the past
3. Cleaned 1.6 miles of storm sewer lines
4. Cleaned and televised over 100,000 linear feet for the road reconstruction project.
5. Water /Sewer: 789 work orders
Public Works - Streetlight Division:
• The Streetlight Division worked with _PD Electric to complete boring in four areas in
order to repair underground wiring issues
• Replaced luminaires on the Sieben Bridge
• Completed the updates on the traffic signals upgrading to all LED lights
• Updated the maintenance program for traffic signals with the City of St. Paul
• Streetlights: 407 work orders
Public Works - City Building Maintenance: 61 work orders
Public Works - Fleet Maintenance:
1. Started a bi- weekly maintenance schedule and extended service program on all
mowers to decrease down time and lower operating costs.
2. More in -depth pre- season maintenance was completed on all summer equipment
such as rollers, mowers, utility vehicles and tractors
3. Provided in -depth operator training on mower blade sharpening
4. Started a Parts Inventory Control Program to accomplish:
a. Better organization of current parts
b. Disposal of obsolete parts
c. Lowered inventory cost
d. Establishment of stock levels
Public Works Administration:
1. Heating System upgrade in the PW Building was completed in early 2011
2. Roof repairs to the facility were also completed
3. Staff spent many hours with plans and preparation for the potential spring flooding
in the River Acres Area
Notes prepared by Barbara K. Strandell, facilitator
February 11, 2012
City Council Planning Retreat
(201 1 departmental accomplishments continued)
4. Lease agreements for the antenna lease sites on the water towers were added/
renewed providing revenue for the City
5. Successful events were held throughout the year at the Public Works Facility
including Arbor Day, Spring Clean Up and the Fall Open House (the open house
had over 1,000 attendees')
Each department head made a power point presentation explaining what they believe
should be the direction of the City relative to their department. The presentations included:
a) Current situation within the Deportment
b) Major goals, strategies and initiatives for 2012
c) Obstacles and Opportunities that relate to item
d) A description of what success looks like
These presentations are available upon request at City Hall.
As the department directors made their presentations, There was robust discussion
between staff and council about on -going and future initiatives and programs. The section
below captures the results of those discussions and identifies the key 2012 initiatives of the
City Council.
COTTAGE GROVE CITY COUNCIL 2012 INITIATIVES
Council responses to departmental goals: 2012 -13 council initiatives.
General Government:
Administration:
• Fiscal sustainability
• Future building projects
Finance /Community Development:
• Foreclosures - continue to reduce
• Make Cottage Grove a welcoming place for developers
Affordable Rentals - increase number of
Economic Development:
a) Create new marketing materials: marketing, brand, image, web, etc.
b) Comprehensive community survey
c) Increase EDA tours
d) Emphasize high tech presence
e) Rentals, in general
f) Vacancies less than or equal to 5%
g) Redevelopment: CottageView, Home Depot
h) Market (sell) spot next to Ruby Tuesday's
Public Works:
a) Make website more user friendly
b) 2012 Pavement Management
c) Determine the long term plan for Langdon
Notes prepared by Barbara K. Strandell, facilitator
February 11, 2012
City Council Planning Retreat
Park and Recreation:
a) Staff development - continue
b) Community Center /Aquatic Center (advance the work of the commission)
c) Dry floor utilization (ice) - explore revenue opportunities
d) Resolve quality of pond question (fountains, etc.)
e) Explore "mobility" between amenities
Public Safety:
a) Develop business plan for regional firearms training - include possible state and
federal dollars.
b) Explore new staffing models (fire district contract, ambulance, etc.); consider
options and make recommendation.
c) Develop plan for remodel of station #2; consider firing range.
FACILITIES AND INFRASTRUCTURE PLANNING AND FISCAL IMPACTS
The City Administrator gave the Mayor and Council a brief update on various facilities
projects (existing or considered). Detailed reports were provided to the Council on each
topic.
Public Safety City Hall Buildinq Project
Updated construction project schedules were provided (digital handout) and
discussed with Council.
-+ Direction: Progress is on track; keep up the good work
Thompson Grove Community Buildina
Community Center Task Force's Project Process Summary was provided to the
Council. The Community Pool / Community Room Project Schedule (based on 2012
Referendum; 2013/14 Construction Years) that began in October 2011 was
reviewed.
4 Direction: Staff should provide Council with a status update in March /April
New /Improved Parks and Parks Facilities
4 Direction: Determine:
a. What are our options?
b. What will be the impact on taxes?
C. What will be our capital and operating expenses?
Fire Stations
Fire Station #2 Repair/ Replacement Schedule was presented - based on 2018 CIP
Construction year.
4 Direction: continue to look at options
Pavement Management /IMTF (Infrastructure Maintenance Task Force)
The task force spent approximately 30 hours (with staff assistance) discussing and
analyzing all possible assessment options before completing the Special Assessment
Policy for Public Improvement.
4 Direction: None needed at this time.
Notes prepared by Barbara K. Strandell, facilitator
February 11, 2012
City Council Planning Retreat
In 2011 the city began (anew) to find a motto or slogan forth e city. Citizens, elected
officials and staff participated by making suggestions.
In January (2012), about 80 remaining mottoes were mulled over at an "all- commissioner'
meeting, including members of the city council and various boards.
Mottos were forwarded to SEH (Short Elliot Hendrickson Inc), a Saint Paul consulting firm,
which winnowed down the list, to include some of the following:
1. Home Town Feel. Big City Appeal
2. Comforts of Home in a Big City.
3. A City with Heart. A Community with Soul.
4. Where Opportunity & Community Come Together.
5. Comfortably leading the way.
6. Enriching lives. Embracing business.
7. Inspiring Community. Aspiring Growth.
8. Where pride and prosperity converge.
9. Where community pride and opportunity run deep.
10. One City. Many Opportunities.
11. Rich in History. Richer in Opportunity.
12. More than a Ciiy... a way of Life.
13. Where there's unity in community.
14. Vibrant Community. Real Opportunity.
15. Vibrant, Community, Opportunity.
16, Cottage Grove, Welcome Home.
The retreat participants voted on their favorite slogans. Here are the top three choices:
#1 (8) Where pride & prosperity converge
#2 (6) Enriching lives, Embracing business
#3 IT 6) Cottage Grove. Welcome Home
The group suggested changing the "converge" to "meet ", or some variation of that.
Next steps include taking the recommendation back to the consulting company and
having them "package it" for a Council decision in April. Danette Parr is coordinating this
effort.
Ryan Schroeder provided the Council with brief updates of each of the following topics:
1. East Ravine Standards and Fees
2, CottageView
3. Retail /Shop Local
4. Marketing
5. Business Accelerator
6. Business Park
Notes prepared by Barbara K. Strandeli, facilitator
February 11, 2012
City Council Planning Retreat
Other Suggestions from Council Members:
� Housing Inspections /Code Enforcement:
o Keep position in place as a budgeted item
o Develop an interim solution
� Have recognition program for businesses in Business Park
� Bring energy to other staff positions in Economic Development.
"GOOD TO GREAT" UPDATE
Chief Craig Woolery gave a review of the work that the Public Safety Department has
been doing with the "Good to Great' program. He mentioned that it is a three- year
effort and the department will have an all- staff, two -day retreat in March where they
will identify and establish objectives to be addressed in the coming year. This will
become part of a continuous process for improvement in operations.
Public Works Director Les Burshten also provided and update on the "Good to Great"
project in his department. Their process is about three weeks behind that in Public
Safety; he reported that they were making progress and the effort is making a positive
difference.
EXHIBITS:
The following Exhibits were provided to all participants prior to the beginning of the
meeting. Most reviewed these documents on their laptops or on iPads.
I . Financial Metrics and Trends
2. Departmental 2012 Budget Goals & Objectives
3. IMTF Schedule and 2005 IMTF Report
4. Communication Survey Monkey Results
5. Draft City Facility Schedule
6. EMS Status Report
7. 2011 Goals Document
8. Departmental Accomplishments listing
End of Notes
10
Noies prepared by Barbara K. Strandell, facilitator