HomeMy WebLinkAbout2013-03-06 PACKET 04.D.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA
MEETING ITEM # ��
DATE 3/6/2013 •
PREPARED BY: Administration Ryan Schroeder
ORIGINATING DEPARTMENT DEPARTMENT HEAD
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COUNCIL ACTION REQUEST:
Receive report from City Council Special Meeting on January 26, 2013.
STAFF RECOMMENDATION
Receive report.
SUPPORTING DOCUMENT
❑ MEMO/LETTER:
❑ RESOLUTION:
❑ ORDINANCE:
❑ ENGINEERING RECOMMENDATION:
❑ LEGAL RECOMMENDATION:
� OTHER: Report from Barbara Strandell, facilitator.
ADMINISTRATORS COMMENTS
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Date
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COUNCIL ACTION TAKEN: ❑ APPROVED ❑ DENIED ❑ OTHER
V:\nbelscamper\Templates\City CouncilWction Form.doc
January 26, 2013
City Council/Staff Planning Refreat
City of Cottage Grove
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January 26, 2013
8:OOAM-5:OOPM
The retreat was held at the new City Hall. Attendees included Mayor Myron Bailey, City Council
members: Dave Thiede, Derrick Lehrke, Jen 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; Zac Dockter, Parks and
Recreation Director; Jennifer Levitt, City Engineer and Director of Community Development; and
Ryan Schroeder, City Administrator. Barbara K. Strandell was the facilitator.
2012 HIGHLIGHTED ACCOMPLISHMENTS FOR THE CITY OP COTTAGE GROVE
At the beginning of the planning workshop, all attendees identified the following as the
City's top accomplishments from 2012:
Mayor Bailey:
Public Safety and Gity Hall (PS/CH); Veterans' Memorial
Council Member Petersen:
Installing the Splash Pad
Council Member Lehrke:
Setting the stage for housing development
Council Member Thiede:
The new PS/CH building; Splash Pad; Operational budget
Council Member Olsen:
Building and continuing to evolve the Good to Great process; the election and debate
about issues
Les Burshten:
Turn around time
Robin Roland:
The Gateway Pond is completed
Craig Woolery:
PS/CHBuilding; getting Public Safety leadership staff in one building; Good to Great
retreat for Public Safety
Zac Dockter:
Splash Pad; 4th of July events
Jennifer LevitF:
Splash Pad, Ravine Parkway trails
Danelte Parr:
Completing and moving into the PS/CH building; establishing the BEC
Ryan Schroeder:
• 150 policy items dealt with at City Council table
• The Good to Great Process - 5100 hours of staff time, to date
• Public Safety/City Hall; how it was conducted/involvement of staff
• Adoption of the BEC
• Duty crew expansion in Fire Department
Notes prepared by Barbara K. Sfrandell, facilitator
January 26, 2013
City Council/Staff Planning Retreat
AGENDA
Ryan Schroeder, City Administrator, digitally distributed the agenda and packet for the
meeting to attendees several days before the retreat. Below is the topical Agenda:
A. Request for Council Ratification of Strategic Planning Calendar and Process
B. G2G Process Update - by department
C. Policy Board (City Council) Meetings; Enhancement of interaction between
Department Directors and City Council
D. Fiscal Agreement
E. Development Goals
F. Public Safety: Five Year Organizational Plan
G. Public Holding Pond expectations / pond classification system
H. Utility Bill Certification and Water Shut Off Process
I. Parking Ban
J. Course Adjustment from Park Referendum
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COUNCIL RATIFICATION OF 2013 STRATEGIC PLANNING CALENDAR AND PROCESS
City Administrator presented the council with the concept of using the budget adoption
process as the primary goal document for the City. Below is a chart that depicts the
yearlong proposal for how this new process would work.
2013
Notes prepared by Barbara K. Strandell, facilitator 2
January 26, 2013
City Council/Staff Planning Retreat
The foundation for the process began with this Planning Workshop (in January). The
direction sought in this meeting was in the following areas:
1. Fiscal matters
2. Public Safety Plan
3. Development Priorities
4. Agreement with G2G Direction
5. Policy Board Process
6. Property Classification
7. Other Matters
As direction is set for theses areas, each element of the plan will move through the
process: February: All Commission Meeting; April: Volunteer Banquet; May: Budget
workshop; August: Budget Workshops and All Commissions Meeting; September:
Preliminary Budget and Levy Adoption; October- November CIP Workshop(s);
December: Final Budget, Levy and CIP adoption.
➢ Requested Action: Achieve consensus on the above strategic calendar.
Comments from Councilmembers:
� We are great at articulating costs, not good at articulating value we deliver
� Agree that budget is part of strategy but it may not be numerical
� This calendar is budget vs. strategy mode
Suqqestions from Councilmembers on calendar proposal:
� Keep a business scorecard on how we perform; How do we know we did well?
� Process: give structure to the planning process
� Figure out how to track and measure improvement
� How does this process relate to Good to Great?
� Centralize a way to think about costs and tie it into the Good to Great
� Put some structure into the planning process so we can see the linkages between
the top, middle and lower levels of the plan.
➢ Direction on Calendar
1. Yes, confirm direction on calendar
2. Show at each step,
a. How we deliver value (What difference are we making?),
b. Respond to strategic issues throughout the year,
c. Apply guiding principles of Good to Great to the strategic
planning/budgeting process.
GOOD TO GREAT (G2G) PROCESS UPDATE
In December 2010 the City Council approved a Good to Great process based on the
book, Good to Great by Jim Collins. Each department presented the results of their 2012
accomplishments in this program, and their G2G goals/direction for 2013. The
presentations of accomplishments and directions were categorized as Customer,
Employee or Operations Enhancements. The full, detailed reports from each department
can be found in the packets sent to all participants prior to the planning retreat. Below is
a summary of Goals/Direction for 2013 from each department.
Notes prepared by Barbara K. Strandell, facilitator 3
January 26, 2013
City Council/Staff Planning Retreat
Park & Recreation G2G - Zac Dockter
A. Recreation/Ice Arena and Parks Maintenance 2012 Accomplishments: see
appendices.
B. Recreation/Ice Arena and Parks Maintenance 2013 Direction:
a. Address Strawberry Fest electrical needs
b. Continue emerald ash borer and turf managemenfi programs
c. Continue developing staff though training and cross-training
d. Improve seasonal staff training, supervision and mentorship
e. Develop building maintenance/operations program, with focus on safety
and PPE compliance
f. Continue improving communications with park user groups
Discussion and Comments - Parks and Recreation:
• How do we look at these? Did they accomplish what we set out to do? How
do they link to City objectives?
• For 2013, tie it together: Good to Great and budget; determine how to
measure.
• What are you doing about trust and expanding opportunities for employees?
➢ Direction for Parks and Recreation G2G:
1. Suggestions for Ice Arena:
a. Consider lighting in front
b. Consider extension of sidewalk
2. Buckthorn: Create more events to address it; put it in the plan
Public Works G2G - Les Burshten:
A. Public Works 2012 Accomplishments: See appendices for all divisions.
B. Public Works 2013 Goals
Street Division Goals:
1. Develop process for patching all potholes in timely manner before
sealcoating (including the purchase of a new patching trailer)
2. Continue to improve weed control techniques
3. Improve employee training in equipment operation, including additional
grader operators for maintenance of ditches in rural areas
4. Develop new maps and an improved mowing schedule
Sign/Striping Division Goals:
5. Improve reflectivity of signs, testing current signs and using DGQ instead of IP
material for sign making
6. Continue training on new software and new sign cutter, improving cross-
training in Sign Department
7. Continue providing services to other communities
Notes prepared by Barbara K. Strandell, facilitator
January 26, 2013
City Council/Staff Planning Retreat
Snow Removal Division Goals:
8. Maintain road safety with minimal salt use, as an Environmentally
Friendly/Green City
9. Maintain safety by keeping trails and sidewalks clear of ice pack and snow
banks on corners low for motorist visibility
10. Use snowplow map for improved route communication
11. Purchase new equipment: two dump trucks with attached plows and new
loader snow blower attachment
Stormwater Utility Goals:
12. Continue pond improvements
13. Repair catch basins in seal coat areas
14. Clear and grub waterways
15. Increase staffing to keep up with routine maintenance will be budgeted
16. Improve communication with the Engineering Department
Utility Division - Water, Sewer, and Streetlights Goals:
17. Replace aging water meters for better accuracy
18. Maintain or improve speed of emergency/overall responses
19. Continue training of personnei in all facets of the Utility Department
20. Continue improved employee communication
21. Develop maintenance schedule for Sewer Cleaning, Building Maintenance,
and Development/Construction projects
Fleet Maintenance Goals:
22. Develop a calendar of annual inspections
23. Improve working relationships with other divisions
24. Make additional training opportunities available
25. Provide set goals and procedures
26. Streamline work orders, inventory and bills
27. Develop cioser working relationships with key vendors
Discussion and comments - Public Works:
• Salt calibration training: articulate the value, what are the differences in costs,
etc.
• What will the 2013 street division weed control program be?
• Do we have a systematic approach? Do we have the right people
trained/certified to do these jobs?
• Confront the brutal facts: "I have heard, we increase workload, but not staffing"
■ "You (PW) do find a way to get it done"
■ "That is what Good to Great is about."
➢ Direction for Public Works G2G:
1. The PW team should consider:
a. Is it a technology thing or, do we need to just give you more staff?
b. What should we stop doing?
c. Brainstorm solutions.
2. Suggestion: Determine from time an incident happens to fixing, what is time (e.g.
street light out) or pothole fix, sign down?
a. Action Item: Provide Council with data.
Notes prepared by Barbara K. Sfrandell, facilitator
January 26, 2013
City Council/Staff Planning Retreaf
3. Concern: as we are coming out of building slump, we have set up system with
other cities; will it strain our resources (e.g. Newport)? Use CRM reports (customer
response in Good to Great.
a. Action Item: Staff (Finance) will present data to Council.
Public Safety G2G - Craiq Woolery:
2012 PS Accomplishments: See complete list in appendices:
FD/EMS & PD 2012 hiqhliqhts:
• # 1 Theme: What are we going to do with EMS?
• G2G process improved department in many ways; engaged employees.
• FD - Internal safety - boots, belts, gloves, etc. - stuff we put on our bodies
• Response times:
o FD - dropped two minutes
o PD - increased times (County dispatch impact)
• Using SharePoint/Cloud computing
• Undercover boss
2013 Public Safety Direction:
FD/EMS 8� PD 2013 Summar�
o Roundtable; communication; engagement
o Recognize health and wellness
o Peace officers - SharePoint, emotionally healthy
o Greater Efficiencies - in IT and email
o Recognition- good work done; tools, resources to get things done
Fire and EMS Goals for 2013:
a, Decrease response time to citizens 24/7
b. FF1 level to replace all EMT's
c. Increase use of LUCAS devices for cardiac arrest (or initiate use of if they
aren't already using)
d. Compiete 5 year staffing plan, especially portion that deals with training
paramedics as firefighter
e. Obtain grant funding for SCBA scheduled replacement
f. Involve staff committee in decisions about other equipment needs (e.g.
helmet face shields, rescue wrenches, fire nozzles)
g. Obtain IT enhancements, including full internet to fire station #4, five laptops,
one iPad, and full implementation of SharePoint
h. Complete update of Fire Department Standard Operating Guidelines
Police Division Goals for 2013:
a. Complete EMS five-year staffing plan
b. Initiate (?) performance-based incentives for fitness and emotional health
c. Initiate (?) new performance evaluations, including peer and reverse
appraisals for supervisors
d. Create a culture of positivity, eliminating negative behaviors, through the use
of the Round Table
Notes prepared by Barbara K. Strandell, facilitator
January26, 2013
City Council/Staff Planning Retreat
➢ Direction for Public Safetv G2G:
1. 2012 goal: develop business plan for regulation firearms training
2. Delineate shared services (PS), including Woodbury for Firearms Training
General Government G2G
Administration (includina HR, Golf Course) G2G - Rvan Schroeder
Administration Major Accomplishments in 2012 (See fuil list is in appendices):
• New City Hall/Public Safety building
• Communications; began positive messaging
• Hired a communication coordinator.
• We have a vision: we now know what story we want people to tell
• Settled labor contracts; AFSMCE decertified.
• Re-vamped 3rd Thursday.
Administration 2013 Goals:
a. Investigate training enhancements across departments
b. Create Player Development Programs
c. Continue to enhance new PSCH building with exterior landscaping, interior
lobby displays and kiosks, fitness facility and PW training room
d. Increase use of golf course (?) through the expansion of web coupons and
the establishment of new golf events (e.g. Big Cup golf tournament in the fall)
e. Establish a comprehensive communication plan
f. Continue Fire Department Space Needs Study, phase II
Discussion and comments - Administration:
• 1 st who, then what in communication area
• Use technology for communication and marketing
➢ Direction for Administration G2G:
1. Capital improvement (2013); golf course - facility upgrade; consolidate those
things you want to do.
Economic Development G2G - Danette Parr
Economic Development Accomplishments: See accomplishment in Appendices.
Economic Development Goals for 2013:
a. Increase grant funding sources for ED
b. Increase communication through retailer newsletter, social media, and
increased awareness across all City departments
Notes prepared by Barbara K. Strande�i, facilitator �
January 26, 2013
City Council/Staff Planning Retreat
c. Expand new recognition programs of business, like the Green Award
d. Increase marketing through options for "road trips/tours" and enhanced
partnership with Chamber
e. Revamp proactive marketing plans (Business Park, BEC)
Finance/IT G2G - Robin Roland
Finance Accomplishments 2012: See full list in Appendices
Finance 2012 Highlights
• Technology: all revolves around software
• E-billing
• Credit card use
• New building S/W systems
Finance/IT 2013 Goals:
a. Develop on-line options for utility customers, permitting, rental licensing
b. Enhance recording system for services rendered to other cities
c. Develop credit card availability for City Hall payments and Utility bill payments
d. Develop plan for 2014 computer replacement project
e. Deploy unified communicator application, integrating desk phones with
computers
f. Implement electronic Purchase Orders, Time Sheets
g. Assist Public Safety with implementation of new Records system and connectivity
enhancements (Fire Station 2, WI-FI in ambulances)
h. Evaluate special assessment software and options for paperless budget process
➢ Direction for Finance/IT G2G:
1. Create a technology plan on how the City can use new technology to become
great.
Action Item: Create an IT Plan that goes across departments.
• Have a council workshop on IT: What is the plan/program?
• Staff question: Do we have this workshop before we hire the 3/4-time person;
we are currently in the process of hiring?
Action Item: Staff needs to get clarification on the IT workshop and the IT hiring.
_ . ..... _.. _..._ _... .
Communitv Developrr�ent G2G - Jennifer Levitt
Community Development 2012 G2G Accomplishments: See appendices for complete
list.
CD 2012 accomplishment hiahliqhts:
• Positive outcome of public hearings - pavement management
• Cottage Grove is becoming a leader in county and state regarding the
environment, especially in wildlife protection.
• We are at Step 2 of Green Step Cities
• EMS - mapping
Notes prepared by Barbara K. Strandell, facilitator $
January26, 2013
City Council/Staff Planning Retreat
• Building inspections:
0 2,001 Permits issued in 2006; 3,299 in 2012 including rental inspections
0 8100 inspections - 11 � of work is for other cities
• Key: the use of technology to be more efficient - e.g. on-line permits
• Achieving better fuel efficiencies.
Community Development 2013 G2G Goals:
a. Create developer policy handbook❑
b. Improve CIP process and format enhancements/partnerships for recycling
program ❑
c. Pavement Management Notification enhancements for future projects
d. Upgrade permit software scheduling and code enforcement
e. Update sign ordinance❑
f. Reevaluate Parking ordinance❑
g. Improve code enforcement response and processing
h. Upgrade the Public Property Classification System led by PR Director
i. Achieve Green Step Cities Step 2
j. ADA Transition Plan investigation❑
k. Strengthen Mapping and Interface with Public Safety
I. Provide further commercial plan review training to all inspections staff training to
address code revisions administrative and field duties
m. Achieve State Incident Management Team Status
n. Integrate Planning review of CD, PW and others
Discussion and comments - Community Development:
■ 400 building permits (annually) is our capacity with current land use patterns
and staff.
General Comments and Direction Reqardinq Good to Great by Mavor and Council
A. Having identified WHAT, now turn your attention to WHO and WHY.
B. Implement these key elements of the Good to Great Process:
a. Level5leadership
b. Confronting the brutal facts
c. Get the right people on the bus
d. Create a culture of discipline
C. Make goals out of the 2013 Good to Great items presented at the Planning
Retreat:
a. Make sure the goals can be measured for value (what difference are you
making) and costs, linking them to the budget.
b. Develop a tracking system and working document that identifies both
value and costs achieved throughout process, and progress toward
meeting the G2G goals.
Notes prepared by Barbara K. Strandell, facilitator
January 26, 2013
City Council/Staff Planning Retreat
POLICY BOARD (CITY COUNCIL) MEETINGS;
ENHANCEMENT OF INTERACTION BETWEEN DEPARTMENT DIRECTORS AND CITY COUNCIL
The City Administrator presented Five different suggestions to the City Council that either,
A.) Improves service to the Council, or B.) Enhances interaction from Council to staff
leadership. A discussion followed with various opinions expressed.
1. Format of Operations Level Recommendations to Council
Complex action items brought to Council by staff for consideration would
more completely explore all possible alternatives.
� Direction from Council on # 1: Agree
a. One Councilmember would like to see staff recommendation on the cover
page.
b. Try it; practice it over time and let's see how it works
2. Council Comments and Requests
When one Councilmember requests a report or work direction of staff
during the "Comments and Requests" portion of a Council meeting, the
Mayor would request a motion and support of a majority of the Council
on that work direction.
� Direction from Council on #2: Agree
3. Council Concerns - Heads Up
When Councilmembers have qvestions or concerns about agenda items,
they would notify the City Administrator in advance of the meeting so staff
could prepare answers/responses for the benefit of the whole Council at
thafi meeting.
� Direction from Council on #3: Agree
4. Department Updates / Various Matters
When a Councilmemberhas specific concerns orinformation about
issues/topics within a department (that may or may not appear in the CA
update to Council entitled, "Various Matters" or the "Department
Updates" created by Department DirectorsJ that concern or information
would be shared with all other Councilmembers.
� Direction from Council on #4: Agree
5. Reminder of Confidentiality
When staff provides Councilmembers with Information of a sensitive
nature, such as labor relations, personnel, real estate deals (or deal
pointsJ, public safety events, etc., staff will remind Council of the
confidential nature of the information.
� Direction from Council on #5: Agree
o Add "why" it is confidential if it is not apparent
Notes prepared by Barbara K. Strandell, facilitator ��
January26, 2013
City Council/Staff Planning Retreat
PISCAL AGREEMENT
Finance Director Robin Roland walked through general and other fund balances as they
relate to commitments against those balances. The intent is to ensure that the Council
and Departments fully understand the fiscal challenges and opportunities in concert with
Council and Department initiatives. Robin made a power point presentation on the
current fiscal situation.
Included in the pre-workshop packet were the current Fund Balance Debt Management
and Investment policies.
Directional Questions raised to Council:
o Do we want to set a new fund balance policy, e.g. greater than X? If so what
should it be?
o Are there policies that you want to enact that will guide expenditures?
o Fund balance and cash - how much should we to target?
➢ Direction from Council on Finance:
1. Agreed that there is an understanding that we will need more revenue
DEVELOPMENT GOALS
Economic Development Director Danette Parr led the group through a presentation
about Economic Development efforts to date. She provided an overview of possible
projects and initiatives for 2013. Here are the goals and Initiatives:
Business Park
Enhance business recruitment and retention efforts to grow the CG Business Park and
a�low for future Business Park expansion planning
• Enhanced marketing
• Proactive recruitment (specific uses)
• Business Park Meetings/BRE
• Property Finder Enhancements
• PACE Program
BEC (Business Enterprise Center)
Increase exposure for the BEC facility, recruit future tenants, create a successful
supportive network for tenants that allows for grad uation and ultimate relocation within
Cottage Grove
• Marketing
• Support mentoring, lunch/learns, etc.
• Seeking sponsors/grant funding
• Proactively meeting with higher education institutions
Commercial Service Businesses
Foster efforts to create a healthy business environment that supporfs growth of existing
commercial businesses while also sending a message to potential new businesses that
Cottage Grove is a place they should seek to locate.
• Proactive recruitment of specific retail
• Specialized efforts focused on smaller/retail vacancies/strip centers
Notes prepared by Barbara K. Sfrandell, facilitator >>
January 26, 2013
City Council/Sfaff Planning Retreat
• Marketing/property finder resources
• Shop CG efforts with the Chamber
• Meeting one on one with existing retailers
• Newsletter for retailers
Other
• Positive messaging
• West Point Douglas project objectives
• River Oaks improvements
• Support of City events
• Housing - rental
Danette emphasized that success in growth of jobs (Business Park and BEC) and housing
(East Ravine and remaining land in West Draw) are integral to providing opportunities for
retail growth. Absent growth of jobs and housing, retail success would be limited.
Discussion and Comments:
• Question: Incentives - e.g. Herberger's - What incentives can we provide?
• Question: Why not use abatement? - CA relays County's past positions.
• Retention efforts include business meetings, collaboration with DEED, Greater
MSP, and Grow Minnesota.
• Establish PACE program in Cottage Grove: a district (state of MN) e.g. someone
wants to do solar - financial rebates involved.
r Economic Development Direction of Council (ranked priorities for 2013):
1. Proactive recruitment (specific uses): Business Park
2. Proactive recruitment of specific retail: Retail/Commercial/Service
3. Housing - rental: Housing
4. Marketing: BEC
5. Proactively meeting with higher education institutions: BEC
6. West Point Douglas project objectives: Other
Senior Housing - Danette Parr
HRA study was presented: It shows a market demand, and Cottage Grove has the
capacity, support for this (rentals) at both 50% and 80� income to median.
➢ Direction for Senior Housinq:
o In the affordable family area, we need more market information.
o In general, pursue potential.
Notes prepared by Barbara K. Strande�l, facilitator � 2
January 26, 2013
City Council/Staff Planning Retreat
PUBLIC HOLDING POND EXPECTATIONS / POND CLASSIFICATION SYSTEM
Zac Dockter, Parks and Recreation Director, provided an overview of a proposed public
space management program for the City. He stated, "The City believes it is important
that public property has balance between manicured and natural areas to provide a
variety of landscapes within the community that offer places of beauty and refuge to
residents as well as to animals, birds, fish, insects, and plants."
The program classifies all public land into one of five categories, A through E. The intent
was to address a gap between homeowners' expectations and City expectations. The
elements of these were discussed. Expectations were outlined regarding the
classification of public holding encompassed in the program.
➢ Council Direction on Holdina Pond Expectations:
1. Public Holdings (and how ponds will be treated) will be on Council Agenda in
2013.
UTILITY BILL CERTIFICATION AND WATER SHUT OFF PROCESS
Robins Roland provided the group with an overview of utility bill certification the water
shut-off policy and process used in the City.
➢ Council Direction on Utilitv Bill and Water Shut-off Information:
1. Continue as is, according to existing policy and practice.
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PARKING BAN
In response to questions from the Council table, Les Burshten, Director of Public Works,
provided an overview of the current Winter Parking Ordinance. The group discussed the
benefits of the current ordinance.
➢ Council Direction on Winter Parkin
1. Upheld current practices.
COURSE ADJUSTMENT FROM PARK REFERENDUM
Zac Dockter Parks and Recreation Director led a discussion about the future of parks
programs and projects given the results of the referendum in the November 2012
election.
Assuming the Play Center and Hamlet Park concepts are still desired for the community,
two options the Council might consider were presented:
1. Move both projects forward as proposed in referendum master plans.
2. Move both projects forward with phasing and reduction in project scope.
➢ Council Direction on Park Referendum: General agreement on analysis.
1. Figure out how to scale back the Hamlet Park costs
2. Through capital planning, explore funding sources, LGA, cell towers, etc.
3. Play Center: consider splitting it in two sections, so it could be used sooner.
Notes prepared by earbara K. Strandell, facilitator 13
January26, 2013
City Council/Staff Planning Retreat
SAFETY: FIVE-YEAR ORGANIZATIONAL PLAN
Craig Woolery, Chief of Police and Public Safety Director, presented the Public Safety
five-year plan. He provided a historical perspective on the evolution of the EMS provided
to Cottage Grove. He discussed the current staffing situation within the EMS service, a
comparison to other area services and the challenges the department is facing.
Chief Woolery proposed three options for Council consideration:
Modify Current Staffing Model (Option 1)
A. Fire Division:
a. Reduce number of police paramedics to 10
b. Increase firefighter paramedics to four in 2013
c. Hire one full-time firefight paramedic immediately (February 2013)
d. Hire one more firefighter paramedic in June 2013
B. Police Division:
a. Police paramedic staffing - reduced to one per shift
b. Police - responsible for 2nd and 3rd medicals
C. Five Year Goal:
a. Provide two firefighter paramedics, 24/7.
b. Hire one additional firefighter paramedics a year for four years (2014-17).
c. One police paramedic would be on duty during the day; fire would be on
duty in the night operations.
Transition EMS to Fire Division (Option 2)
A. Completely transfer the EMS program to the fire department
a. Primary and secondary medical response from firefighter paramedics
b. Utilize part-time medic for peak times
B. Need to cover 17,472 hours
a. Hire 6 firefighter paramedics over next 3-5 years
b. Part-time duty crew with 2 firefighter paramedics 27/7
c. Use part-time firefighter paramedics as bench strength
C. Long term goal with full attrition of police paramedics
Private Ambulance (Option 3)
A. Does not provide consistent EMS coverage to community and PSA
a. Cottage Grove geographically difficult to cover for system status
management
b. Revenue based on user fees and use system deployment to cover PSA
B. Likely coverage 1 staffed paramedic truck (2 paramedics)
a. City would expend monies for additional coverage to ensure adequate
response times
C. Increase response time for multiple medical and mutuai aid requests
D. Expectation of "real bargain" overlooks financial "creep" factors
a. First responder expenses
b. Ambulance housing
c. Additional impacts
d. Private companies charge larger user fees to cover costs
E. EMSRB only accepts equivalent standards for coverage
Chief Woolery recommended adoption of Option #l.
➢ Council Direction Public Safetv Direction:
1. Approval of Option # 1
Notes prepared by Barbara K. Strandell, facilitator 14
lanuary 26, 2013
City Council/Staff Planning Retreat
Each participant was asked by the facilitator to comment on what topic or area of
discussion was the most valuable for him or her during the planning retreat. Here are
their comments:
Les:
Robin:
Craig:
Jen:
Dave:
Justin:
Derrick:
Zac:
Danette:
Jennifer:
Ryan:
Myron
it is 5:07; we have accomplished a lot; discussion
discussion; increased understanding
option 1 on PS staffing plan
insight on Good to Great
discussion; what's going, structure
discuss costs vs. value; strategy related to budget; G2G next level
enjoyed everyone's company; clarity; understanding
strategizing of PS increased
strategizing of PS; general feedback
expectations....
first hour and a half; strategic planning discussion; look forward to next
discussions: PS, ED; PS hits the ground
listening to everyone; more alignment of City Council and staff; staff thank
you; PS direction; City Council can't ask for everything; we want different
funding sources
nEnd of Notesn
Notes prepared by Barbara K. Strandell, facilitator 15
G ood To G reat
Process Update
Presentations B De a rtments
v p
• Parks and Recreation
— 2012 Customer, Employee, and Operations Enhancements (5 minute overview)
— 2013 Customer, Employee, and Operations Enhancement Goals (10 minute presentation)
• Public Works
• 2012 Customer, Employee, and Operations Enhancements (5 minute overview)
• 2013 Customer, Employee, and Operations Enhancement Goals (10 minute presentation)
Public Safety
• 2012 Custamer, Employee, and Operations Enhancements (5 minute overview)
• 2013 Customer, Employee, and Operations Enhancement Goals (10 minute presentation)
General Government
• 2012 Customer, Emplayee, and Operations Enhancements (5 minute overview)
• 2013 Customer, Employee, and Operations Enhancement Goals (10 minute presentation}
Council Questions
Council Affirmation/Alteration of Goals
Good to Great Report
Parks and Recreation Department
��io�;=�� �F o
2012 Accomplishments
Customer �nhancements:
Employee Enhancements;
Multiple repairs at Ice Arena
Wi-Fi Expansion at Ice Arena
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 parlc facilities
Budgeted new staff person to improve marl<eting of services
Reviewed point of sale options and approved for 2013 budget
201.3 Direction
Customer Enhancements:
Employee Enhancements:
Operational �nhancements:
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
Continue to improve communication within divisions
Review skating school director responsibilities
Purchase new employee time clock system
Increase mari<eting presence in the community for all programs
and places
2012 Accomplishments
Customer Enhancements: Insfialled Kingstan rain garden to remove standing water on trail
lmproved line chall<ing process of ballfields
Implemented new turf management program
lmproved management of landscaping program
Employee Enhancements: Expanding training opportunities
Improving scheduling and communication of duties
Improved communication on equipment sharing
Worl<ing on building a foundation of trust and respect
Operational Enhancemenfis: Rotating of job duties and cross-training
Review of calf-out and scheduled overtime procedures
Budgeted for new service worl<er 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
J Grove
� pride anb P�pSPerity MeQt
GOOD TO GREAT REPORT
PUBLIC WORKS DIVISIONS
STREET DIVISIONS
Street Maintenance
2012 Accomplishmenfis
Customer Enhancements:
Employee Enhancements:
Operational Enhancemenfis:
2013 Goafs
Customer Enhancements:
Uplifted tree canopy and brushed road right-of-
way back in Grey Cloud Island
Installed gravel trailway in fihe Pine Tree Pand
area
Ap�lied thin averlays on 100 Street,
65 Sfireefi and Inwood Avenue to provide
be#ter rideability and prolong life of
the roadways
Improved communication regarding
equipment sharing between divisions
Improved commun'rcation for Monday
morning meetings
Rented patching trailer for better efficiency
in permanent patching
Dedicated personnel and time to keep weed
growth at a minimum in medians
Patch all potholes in a timely manner
before sealcoafiing
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/STRIPLNG DIVISION
2012 ACCOMPLISHMENTS
Customer Enhancements:
Employee Enhancements:
Operational Enhancements:
2013 GOALS
Customer Enhancements:
Employee Enhancements:
Prompt attention given to sign repair following
accidents and/or vandalism
Participated in joint agreemenfi with
neighboring communities for stenciling
pavement markings
Purchased a new sign cutter, software and
received training for operation of same
Purchased a second line striper for improved
efficiency when striping with multiple colors
Will be testing signs for retroreflectivity
Use of DGQ (product with better reflectivify)
instead of VIP mafierial for sign making
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 DlVISMON
20'i2 ACCOMPLISHMENTS
Customer Enhancements:
Employee Enhancements:
Operational Enhancements:
2013 GOALS
Customer Enhancements:
Employee Enhancements:
Operational Enhancements:
Calibration continues to be done for the output
of salt applied to roadways
Completed Defensive Driving Course
Training for salt calibration has been
accomplished
New personnel have been trained in the
use of fihe salt calibration scale
New personnel were trained in fihe
use of snow removal equipment before
the arrival of the winter season
Will keep roads safe with minimal salt
use for an Environmentally Friendly/Green Cifiy
Keep trails and sidewalks clear of ice pack
Keep snow banks on corners low fior
better motorist visibilifiy
Wifl make use of snowplow map for impraved
route communication
Will be purchasing two new dump trucks
wifih 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
Custamer Enhancements:
Employee Enhancements;
Operational Enhancements:
Trained on InfraSeek for completing MS4
permits
New employees finished cross training for
catch basin repair
Wifl 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 DIV1SlONS — 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
Conducfied more informational meetings on
cross training.
Continued building maintenance
Devefoped specific training days for generators
and traffic signal cabinets
Replacement of aging water meters far better
accuracy
Continued quick emergency/overall responses
Utility Division (continued)
Employee Enhancements:
Operational Enhancemenfis
Will continue fio firain personnel in all facefis of
fihe Utility Department.
Keep improved communication ongoing
Will develop maintenance schedule for: Sewer
Cleaning, Building Maintenance and
Development/Construction projects
FLEET MAINTENANCE
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Customer Enhancemenfis:
Employee Enhancements:
Operational Enhancements:
20'13 GOALS
Customer Enhancements:
Employee Enhancements:
Operational Enhancements
The vacant Lead position was filled
Expanded seasonal equipment maintenance program
Researched new firaining operafiions
Purchased new tools and equipment
Researched computer programs to streamline work
orders, invenfiory 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 firaining opporfunities
Provide set goals and procedures
Sfreamline work orders, inventory and bills
Closer warking relationships with key vendors
Good to Great Report
Public Safety Department
Fire and EMS Divisions
2012 Accomplishments
Customer Enhancements:
• Duty Crew System has reduced our average response times for
ambulance calis.
• Accepted delivery of new pumper engine.
• Initiated Shared Services agreement with Woodbury.
• Implemented Dept. Faceboolc page
• Increase IV Tech training for patient care
Employee Enhancements:
• Recruitment-Training-Retention, Objective is to reduce fatigue
and burnout, trimming hours to 60 a month. The dept. is stiil
experiencing employee burnout and high fiurnover rafie.
• Marl<et 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 I<itchen, dorm rooms and day room
for staff.
• Firefighter gear bags as available with remaining uniform
budget
• Safety glasses, not all firefighters had them
• l.eather Firefighting boots. Employee to cover difference from
issued boot.
• Each Firefighter to have 2 pr. Protective nomex gloves
� Updated Firefighter rehab guidelines (monifioring, release etc.)
• Uniform improvements, boots, belts and % zip jacl<ets approved
Operational Enhancements:
• 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 (291<) for 24/7 duty crew operation.
• City email accounts for all POC firefighters
• Upgrading of FD 2 I<ifichen, day room and bunl< rooms
� Two K12 saws purchased
• Door chocl<s for each �irefighter made by Lt. Joyce
• Command boardsfor chiefvehicles (Lt. Spiess)
� Update command worlcsheets (Lt. Spiess}
• Helmet fronts, to be studied
• Changed 3118 grass rig to a utility trucl<to mave equipment
� Combine ALS and BLS EMS training to enhance teamwork
• Standardize equipment location and stocl<ing 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 fior 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 bunl<er 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 cansidered
. 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, flaor refinishing and irrigation at stations 1& 4
• I 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 sefiups for engines, to committee to study
• Gradual replacement of 3" hose with 2%" hose over time
• 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 tracl<ing
• Distribute a contact list for PW staff verses the answering
service to expedite service requests
• Officer in Charge (OIC) Accountability, Performance Appraisals,
Improve 1ob Descriptions through Round Table
• Marl<et study done and wage adjustmenfi 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 Commitfiee developed
• IT committee formed (Admin., Palice and Fire) was consulted
for the purchase of VOIP city phone system for the new PS/CH.
• A supporfi services secretary (.06) was hired in July 2012 to
replace a full time vacancy.
• Transcription Emaii 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 checl< requests for residents,
Provides a false sense of security, encourage communicating
with neighbors
• Detective Sgt. fio evenly disCribute cases to ail detectives and
not just by type of case to one investigator
• Establish the use of training safety officers during departmental
training
• Staff ineeting minutes to be recorded and disseminated to the
department in a timely manner
• Form letter drafted for denials on daCa 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 fronfi 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 marl<eting 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 Pfay 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. Patricl<'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 Iceg 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 Parl< Meeting and facilitated two business parl<
facility tours
• Esfiablished new marlceting material
• Created a Linl<ed-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
(.og and Motto
• Created enhanced hard copy and electronic material for ICSC
• Worl<ed with SWCTC to create award winning PSA's
• Instituted a Positive Messaging Program
• Opened the BEC / media J open house / State awareness
• Facilitated various events — i.e.: Cottage View celebration, Realtor
�orum, ribbon cuttings, etc.
• Established new commercial contacts in pursuit of business
recruitment
• Assisted Greater MSP with trying to match up vacant Business Parl<
land with possible future tenants
Employee Enhancements:
Operational Enhancements:
� E-billing (paperless) availabifity for all ACH customers
• Locl<box 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 Nelp Desk
• Improved inspections response times including SPP, Nwprt and
Denmarl<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 2Q14
• Improvements in training policy and program
• Garage parl<ing for 3 inspections vehicles
• Converted code inspections intern to regular status
• Additional training and support from Tyler (software provider) ta
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 disfiribution of CG Reports (efficiency)
� DRI Survey
• G2G Process Management
• Early stage Charter Commission review and appointment process
• Goals/Budget processes
• PSCH Design encourages collaborafiion/efficiencies
• Year 2 of sand bunker overhaul @ R.O.
• Added security in basement area
• Added beverage cart white board advertising
• Highway 61 sign
• Mowing condifiions improved with new mowers
• Cash receipting implemented in Version X
• Accounts Receivable billing conversion ta 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, instali and convert to fiber optic line to Public
Worl<s
• Assist with specification and installation of security system and
cameras
• Completed scanning of most finance documents
20�3 Direction
Customer Enhancements:
• Improvements to Commercial development agreement tempiate
• Enhancemenfis to commercial code enforcement process with PD
• Successfu) Wellhead Protection Audit
• Successful Bridge Program Audit
• Environmental Reviews and Air Monitoring Program
• MS4 Storm Water Management Program
• Update Facility Use Policy
• Investigate training enhancements across departments
• Consider PSCH lobby display enhancemenfis
• Investigate PSCH customer Kiosl< opportunities
• Face liffi 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 fal)
• Continue cart paving
• New golf events for leagues
Employee Enhancemen�ks:
• Increase grant funding sources (BEC, other ED areas)
• Revamp proactive Business Parl< Marlceting Plan
• Revamp proactive BEC Marketing Plan
• Loolc 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 linl<s 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 lool<up for Utility customers
• Develop on-line permitting (when pfan 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 handboolc
• 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 fiime 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 woricstation options
• IT escalation policy
• Deploy application to integrate desl< phones with computers
(unified communicator)
• Provide further commercial plan review training fio alf inspections
staff; firaining to address code revisions, administrative and field
duties
• Achieve State Incident Management Team Status
• Planning review integration of CD, PW and others
Operationa) Enhancements:
• Comprehensive Communication plan
� New Strategic Planning approach
• Fire Department Space Needs Study phase II
• Overhaul Irrigation at River Oal<s
• Complete scanning of all documents
• Investigate Special Assessment software
• Evaluate level of desire for paperless budget process
• Implement electronic Purchase Orders for alf departments
• Implement electronic Time Sheets
� Establish connectivity befiween City Hal) and Fire Sfiafiions 1& 4
• Assist Public Safety with implementation of new Recards system
• Provide connectivity enhancements at Fire Stafiion 2, including Wi-Fi
in ambulances and ability to print from iPads.
• Upgrade permit software (scheduling and code enforcement)
• Update sign ordinance
• Re-evaluafie Parl<ing 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 / 1�4 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