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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