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HomeMy WebLinkAbout2013-01-26 PACKET 02.L4_6 ro i ca N U 0 � 0 d L4_6 L f� Q N O N f6 L C l0 4J U N ca N L C6 d N O a !E N U a a� L N O f0 Y N QJ Y' N O N 41 U O U N 0 0 0 Q c 0 tE Q �U O U Good to Great Report Parks and Recreation Department 2012 Accomplishments Customer Enhancements: Multiple repairs at Ice Arena Wi -Fi Expansion at Ice Arena Employee Enhancements: Improved communication channels for vehicle use Training on arena sound system and manlift Arena /Recreation divisional meetings Operational Enhancements: Implemented 5 -year rental rate program for park facilities Budgeted new staff person to improve marketing of services Reviewed point of sale options and approved for 2013 budget 2013 Direction Customer Enhancements: Credit card sales at concession as part of new POS system Analyze rental skate options Add additional spring recreation event Evaluate and modify adult softball leagues Employee Enhancements: Continue to improve communication within divisions Review skating school director responsibilities Operational Enhancements: Purchase new employee time clock system Increase marketing presence in the community for all programs and places 2012 Accomplishments Customer Enhancements: Installed Kingston rain garden to remove standing water on trail Improved line chalking process of ballfields Implemented new turf management program Improved management of landscaping program Employee Enhancements: Expanding training opportunities Improving scheduling and communication of duties Improved communication on equipment sharing Working on building a foundation of trust and respect Operational Enhancements: Rotating of job duties and cross - training Review of call -out and scheduled overtime procedures Budgeted for new service worker to focus on community Landscaping and beautification 2013 Direction Customer Enhancements: Address Strawberry Fest electrical needs Continue emerald ash borer management program Continued development of turf management program Employee Enhancements: Continue improving communication across department Continue developing staff through training and cross - training Improved training, supervision and mentoring of seasonal staff Operational Enhancements: Develop building maintenance /operations program Renewed focus on safety and PPE compliance Continued and improved communication with park user groups Cottage Grove h ere Pride and? � Os perity Meet GOOD TO GREAT REPORT PUBLIC WORKS DIVISIONS STREET DIVISIONS Street Maintenance 2012 Accomplishments Customer Enhancements: Uplifted tree canopy and brushed road right -of- way back in Grey Cloud Island Installed gravel trailway in the Pine Tree Pond area AR�lied thin overlays on 100 Street, 65' Street and Inwood Avenue to provide better rideability and prolong life of the roadways Employee Enhancements: Improved communication regarding equipment sharing between divisions Improved communication for Monday morning meetings Operational Enhancements: Rented patching trailer for better efficiency in permanent patching Dedicated personnel and time to keep weed growth at a minimum in medians 2013 Goals Customer Enhancements: Patch all potholes in a timely manner before sealcoating Continue improving weed control technique Street Department (continued) Employee Enhancements: Operational Enhancements: Improve employee training in equipment operation Train additional grader operators for proper maintenance of ditches in rural areas Purchase a new patching trailer Develop new maps and an improved mowing schedule SIGN /STRIPING DIVISION 2012 ACCOMPLISHMENTS Customer Enhancements: Prompt attention given to sign repair following accidents and /or vandalism Participated in joint agreement with neighboring communities for stenciling pavement markings Employee Enhancements: Purchased a new sign cutter, software and received training for operation of same Operational Enhancements: Purchased a second line striper for improved efficiency when striping with multiple colors 2013 GOALS Customer Enhancements: Will be testing signs for retroreflectivity Use of DGQ (product with better reflectivity) instead of VIP material for sign making Employee Enhancements: Continue training on new software and new sign cutter Operational Enhancements: Improve cross training in Sign Department Continue to provide services to other communities SNOW REMOVAL DIVISION 2012 ACCOMPLISHMENTS Customer Enhancements: Calibration continues to be done for the output of salt applied to roadways Employee Enhancements: Completed Defensive Driving Course Training for salt calibration has been accomplished Operational Enhancements: New personnel have been trained in the use of the salt calibration scale New personnel were trained in the use of snow removal equipment before the arrival of the winter season 2013 GOALS Customer Enhancements: Will keep roads safe with minimal salt use for an Environmentally Friendly /Green City Keep trails and sidewalks clear of ice pack Keep snow banks on corners low for better motorist visibility Employee Enhancements: Will make use of snowplow map for improved route communication Operational Enhancements: Will be purchasing two new dump trucks with attached plows Purchased a new loader snow blower attachment STORMWATER UTILITY 2012 Accomplishments Customer Enhancements: Completed improvements for the East Draw Pond Roadside ditches and culverts were improved on North Lamar in Old Cottage Grove Stormwater Utility 2012 Accomplishments (continued) Employee Enhancements: Operational Enhancements: 2013 Goals Customer Enhancements: Employee Enhancements: Operational Enhancements: Trained on InfraSeek for completing MS4 permits New employees finished cross training for catch basin repair Will continue pond improvements Waterways will be cleared and grubbed Catch basins in seal coat areas will be repaired Will budget for additional street personnel to keep up with routine maintenance Will purchase a new truck for this department Will strive for improved communication with the Engineering Department UTILITY DIVISIONS — Water, Sewer and Streetlights 2012 ACCOMPLISHMENTS Customer Enhancements: Employee Enhancements: Operational Enhancements: 2013 GOALS Customer Enhancements: Continued quality customer relations with quick response to work orders Conducted more informational meetings on cross training. Continued building maintenance Developed specific training days for generators and traffic signal cabinets Replacement of aging water meters for better accuracy Continued quick emergency /overall responses Utility Division (continued) Employee Enhancements: Operational Enhancements FLEET MAINTENANCE Will continue to train personnel in all facets of the Utility Department. Keep improved communication ongoing Will develop maintenance schedule for: Sewer Cleaning, Building Maintenance and Development/Construction projects 2012 ACCOMPLISHMENTS Customer Enhancements: Employee Enhancements: Operational Enhancements: 2013 GOALS Customer Enhancements: Employee Enhancements: Operational Enhancements The vacant Lead position was filled Expanded seasonal equipment maintenance program Researched new training operations Purchased new tools and equipment Researched computer programs to streamline work orders, inventory and bills Disposed of obsolete inventory Will compile list of annual inspections on calendar Improvement of working relationships with other divisions Will take advantage of additional training opportunities Provide set goals and procedures Streamline work orders, inventory and bills Closer working relationships with key vendors Good to Great Report Public Safety Department Fire and EMS Divisions 2012 Accomplishments Customer Enhancements: Employee Enhancements: Operational Enhancements: • Duty Crew System has reduced our average response times for ambulance calls. • Accepted delivery of new pumper engine. • Initiated Shared Services agreement with Woodbury. • Implemented Dept. Facebook page • Increase IV Tech training for patient care • Recruitment- Training- Retention. Objective is to reduce fatigue and burnout, trimming hours to 60 a month. The dept. is still experiencing employee burnout and high turnover rate. • Market studies found our firefighters wages to be well under the average. Adjustments made over 2 years averaging 20% ($2.00 to $3.00 an hour). • Implementation of a Fire Dept. Round Table for employee recognition and operational input • Remodeling of Station 2's kitchen, dorm rooms and day room for staff. • Firefighter gear bags as available with remaining uniform budget • Safety glasses, not all firefighters had them • Leather Firefighting boots. Employee to cover difference from issued boot. • Each Firefighter to have 2 pr. Protective nomex gloves • Updated Firefighter rehab guidelines (monitoring, release etc.) • Uniform improvements, boots, belts and % zip jackets approved • Fire Command Staff structure. Addition of an operations (PJ) and EMS (Wes) Deputy Chief positions to improve communication and operations. • Addition of FF /medic. • Physical agility test required for new hires • Addition of PT FF hours (29k) for 24/7 duty crew operation. • City email accounts for all POC firefighters • Upgrading of FD 2 kitchen, day room and bunk rooms • Two K12 saws purchased • Door chocks for each Firefighter made by Lt. Joyce • Command boards for chief vehicles (Lt. Spiess) • Update command worksheets (Lt. Spiess) • Helmet fronts, to be studied • Changed 3118 grass rig to a utility truck to move equipment • Combine ALS and BLS EMS training to enhance teamwork • Standardize equipment location and stocking of all ambulances • Three .6 paramedics have been hired to supplement EMS calls and assist police /paramedic staffing • Dept. officers to wear appropriate protective gear at scenes Fire and EMS Divisions 2013 Direction Customer Enhancements: Employee Enhancements: Operational Enhancements: • 24/7 Duty Crew to improve response times to citizens. Full implementation delayed due to staffing shortages. • EMT only's to be phased out, training to FF 1 level. Better utilization for both fire and ems calls. • Budget approved for 2 LUCAS Devices, some grant funding offsets. • .6 paramedics to train as firefighters (On hold for outcome of 5 year staffing plan and potential union issues). • SCBA scheduled replacement for est. $285K pending federal grant • Names on the back of bunker gear will begin in 2013 • Helmet face shields, to committee for review • Rescue wrenches, to committee for review • Dept. pictures at each station, to be done in the spring of 2013 • Different color helmets for each position to be considered • Full internet to fire station 4 • 5 laptops for future CAD/ RMS upgrades (Tiburon) • Update Fire Dept. Standard Operating Guidelines (SOG's) • Full implementation of SharePoint as a shared database • Approx. 154K in fire station 1 & 4 repairs (water leaks, carpet replacement, floor refinishing and irrigation at stations 1 & 4 • 1 Pads for ambulances, waiting for version 5 of Health EMS • Flashlights for each firefighter to be further researched in 2013 • Fire Nozzle Replacement (CAFS) to be researched by committee • Reduce by 2 TNT extrication tools, committee to review • Replace 2 chainsaws, to committee to study • 2 Rescue setups for engines, to committee to study • Gradual replacement of 3" hose with 2 %" hose overtime • Battery replacements for DeWalt • Purchase 2 sets of rescue equipment, develop replacement schedule to establish need Police Division 2012 Accomplishments Customer Enhancements: Employee Enhancements: Operational Enhancements: • Patrol /Dispatch User Group Started • No longer use traffic written warnings, officer to pull icr to document enforcement action for tracking • Distribute a contact list for PW staff verses the answering service to expedite service requests • Officer in Charge (OIC) Accountability, Performance Appraisals, Improve Job Descriptions through Round Table • Market study done and wage adjustment for CSO's done. • Patrol officers no longer have to track monthly stats • Patrol officers no longer have a two traffic stop minimum per shift • CSO's to attend Use of Force and other trainings as available • Round Table Committee developed • IT committee formed (Admin., Police and Fire) was consulted for the purchase of VOIP city phone system for the new PS /CH. • A support services secretary (.06) was hired in July 2012 to replace a full time vacancy. • Transcription Email Group for PS employees to utilize for reporting • In custody arrests that need to be jailed can now go straight to county • No longer accept vacation check requests for residents. Provides a false sense of security, encourage communicating with neighbors • Detective Sgt. to evenly distribute cases to all detectives and not just by type of case to one investigator • Establish the use of training safety officers during departmental training • Staff meeting minutes to be recorded and disseminated to the department in a timely manner • Form letter drafted for denials on data requests 2013 Direction Police Division Objectives Customer Enhancements: Employee Enhancements: Operational Enhancements: • EMS five year staffing plan in order to implement Good to Great objectives. • Performance based incentives for fitness and emotional health. • Fitness equipment scheduled to arrive early February 2013. • Round Table has updated performance evaluations to be done biannually. Peer and reverse appraisals for supervisors to begin, • The Round Table will update job descriptions to develop a culture of positivity and eliminate negative behaviors in the workplace. • Career development, transition planning for retirements. • Implementing specialty positions and units such as a neighborhood action team which is dependent on the direction of EMS. Good to Great Report General Government 2012 Accomplishments Customer Enhancements: • Consolidated front desk • Updated and enhanced the CG Reports publication and distribution data base • Rolled out the new website • Improvements to Annual Report • Open Forum / Public Hearing Process Changes • Created updated ED marketing material • Review of liquor license fees with resulting fee reduction • Completion of new City Hall under budget; including Veterans Memorial and Time Capsule • Management of Budget process resulting in flat levy • Introduced new Pace of Play program @ River Oaks • Grew Free Kids Golf and Free Adults w /Junior post 6:45 (2012: 836/2011:48 rounds) • Adapted twi -light hours in response to customer demands (2012: 9,028/2011? 3,848 rounds) • New golf carts ($230,871 rev compared to 2011: $194,271) • Spruced up driving range chairs /turf ($47,871; 2011: $39,736) • Hosted holiday specials for golf and F &B for Mothers Day, Cinco de Mayor, St. Patrick's Day, and Valentine's Day; Fish Fry ave. grew from 150 to 250 /event • Enhanced outdoor patio area chairs, paint, plantings • Expanded web page coupons • New keg dispenser improved time, storage and choices for banquets • Enhanced the Growth Partners Golf Tournament • Conducted Retailer Meetings and met with retailers on a one on one basis • Hosted a Business Park Meeting and facilitated two business park facility tours • Established new marketing material • Created a Linked -In and other social media accounts for BEC /Growth Partners, instituted QR Codes, etc. • Instituted Shop Cottage Grove Initiatives • Conducted a community Identity Survey and instituted a new City Log and Motto • Created enhanced hard copy and electronic material for ICSC • Worked with SWCTC to create award winning PSA's • Instituted a Positive Messaging Program • Opened the BEC / media / open house / State awareness • Facilitated various events — i.e.: Cottage View celebration, Realtor Forum, ribbon cuttings, etc. • Established new commercial contacts in pursuit of business recruitment • Assisted Greater MSP with trying to match up vacant Business Park land with possible future tenants Employee Enhancements: Operational Enhancements: • E- billing (paperless) availability for all ACH customers • Lockbox for utility bill payments • Implementation of IT committee to address IT concerns and realities for equipment and operations • Wi -Fi (open & secure) in new City Hall • IT Help Desk • Improved inspections response times including SPP, Nwprt and Denmark Township (ave about 11% of inspections) including local contract for electrical inspections • Upper Ravine Major Roadway Study • IMTF Policy update • Private and Public Utility Construction Process Refined • Planning reviews: Cup @9; Zoning Text @ 4; Final Plat @1; Concept Review @2; Variance @ 9; Zoning @ 1 • Commercial Development Reviews @4 • Enhanced Monday News publication • Widespread inclusion of staff in PSCH process • Labor agreements settled through 2014 • Improvements in training policy and program • Garage parking for 3 inspections vehicles • Converted code inspections intern to regular status • Additional training and support from Tyler (software provider) to resolve outstanding /ongoing issues from 2009 implementation • Cell phone policy implementation • IT equipment moved, installed and up and functioning at new City Hall in 8 hours or less of "shutdown" on October 24; computers and phones operational on first day of occupation • Nearly all phones converted to VOIP with caller ID, call history and cell phone twinning options • Email converted to Exchange 2010 with better web interface • Elections redistricting • Outsourced remaining distribution of CG Reports (efficiency) • DRI Survey • G2G Process Management • Early stage Charter Commission review and appointment process • Goals /Budget processes • PSCH Design encourages collaboration /efficiencies • Year 2 of sand bunker overhaul @ R.O. • Added security in basement area • Added beverage cart white board advertising • Highway 61 sign • Mowing conditions improved with new mowers • Cash receipting implemented in Version X • Accounts Receivable billing conversion to Version 8 • Fixed Assets conversion completed • All current documents available on Laserfische • Partial implementation for Electronic Purchase Orders • Investigate, purchase, install new phone system with advent of new City Hall • Investigate, purchase, install and implement VMWare • Investigate, purchase, install and convert to fiber optic line to Public Works • Assist with specification and installation of security system and cameras • Completed scanning of most finance documents • Improvements to Commercial development agreement template • Enhancements to commercial code enforcement process with PD • Successful Wellhead Protection Audit • Successful Bridge Program Audit • Environmental Reviews and Air Monitoring Program • MS4 Storm Water Management Program 2013 Direction Customer Enhancements: • Update Facility Use Policy • Investigate training enhancements across departments • Consider PSCH lobby display enhancements • Investigate PSCH customer Kiosk opportunities • Face lift of grill area @ R. O. (chairs, window treatments) and porch (paint /paper) and patio seating • Enhance front entry /new landscaping • Create Player Development Programs • Expand web coupons • Create Big Cup golf Tourney in fall • Continue cart paving • New golf events for leagues Employee Enhancements: • Increase grant funding sources (BEC, other ED areas) • Revamp proactive Business Park Marketing Plan • Revamp proactive BEC Marketing Plan • Look for options for "road trip /tours" as part of marketing efforts • Enhance Shop CG educational program w /Chamber • Retailer newsletter • West Point Douglas Study and action objectives for area • New recognition programs for business (Green Award, etc.) • Enhance property finder options and links for ED • Increase social media presence for CG ED • Credit Card availability for City Hall payments • Credit Card availability for Utility Bill payments • Online account lookup for Utility customers • Develop on -line permitting (when plan check not necessary) • Develop on -line rental licensing program • Develop electronic plan review system • Enhance recording system for services rendered to other cities • Create developer policy handbook • Review opportunities to improve CIP process and format • Enhancements /partnerships for recycling program • Pavement Management Notification enhancements for future projects • Revamp Third Thursday events • Increase input from employees for Positive Messaging efforts • Complete the Fitness Facility and review PW Training room furnishings • Review compensation targets for 2015 implementation • Prepare for 2014 implementation of Federal Healthcare mandates • Doubles incentive for Friday and Sunday R.O. F &B bookings • R.O. annual Halloween Party • Increase ED awareness — create ED staff across all City Departments • Hire .75 FTE staff to improve IT availability, response time and implementation • Plan for complete computer replacement project for 2014 (all computers using same operating systems and software versions) including review of laptop /pad versus workstation options • IT escalation policy • Deploy application to integrate desk phones with computers (unified communicator) • Provide further commercial plan review training to all inspections staff; training to address code revisions, administrative and field duties • Achieve State Incident Management Team Status • Planning review integration of CD, PW and others Operational Enhancements: • Comprehensive Communication plan • New Strategic Planning approach • Fire Department Space Needs Study phase II • Overhaul Irrigation at River Oaks • Complete scanning of all documents • Investigate Special Assessment software • Evaluate level of desire for paperless budget process • Implement electronic Purchase Orders for all departments • Implement electronic Time Sheets • Establish connectivity between City Hall and Fire Stations 1 & 4 • Assist Public Safety with implementation of new Records system • Provide connectivity enhancements at Fire Station 2, including Wi -Fi in ambulances and ability to print from Wads. • Upgrade permit software (scheduling and code enforcement) • Update sign ordinance • Re- evaluate Parking ordinance • Streamline code enforcement response and processing • Public Property Classification System (led by PR Director) • Green Step Cities —Step 2 • ADA Transition Plan investigation • Strengthen Mapping and Interface with Public Safety Potential Residential Development Opportunities: Newland Communities: 40 acres / 93 lots DR Horton: 63 acres / 134 lots Bailey Nurseries Property: 80 acres Posavad Property: 123 acres Mississippi Dunes Estates: final single family phase Centra Homes: Mississippi Dunes multi - family Habitat for Humanity: Mississippi Dunes; 12 multi - family units in 3 phases