HomeMy WebLinkAbout2014-03-05 PACKET 04.D.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA
MEETING ITEM #
DATE 3/5/2014 • �
PREPARED BY Administration Ryan Schroeder
ORIGINATING DEPARTMENT DEPARTMENT HEAD
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COUNCIL ACTION REQUEST
Accept the 2014 City Council Planning Retreat Report.
STAFF RECOMMENDATION
Accept the report.
SUPPORTING DOCUMENTS
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MEMO/LETTER: Memo from Ryan Schroeder.
RESOLUTION:
ORDINANCE:
ENGINEERING RECOMMENDATION:
LEGAL RECOMMENDATION:
OTHER: City Council Planning Retreat Report.
ADMINISTRATORS COMMENTS
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- City Administrator
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Date
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Cottage
J Grove
� Pride and PrOSPerity Meet
To: Mayor and City Council
From: Ryan R. Schroeder, City Administrator
Date:
Subject:
February 26, 2014
2014 Council Planning Retreat Report
Enclosed, please find the final report from the day long Council planning retreat of January 25,
2014. Please also find a succeeding power point presentation provided for all staff at the
February 20, 2014 Third Thursday event. The presentation of this power point was an effort to
update staff on 2013 results and plans for 2014.
Of note is a slight change in the Council Vision statement (page 3) to reflect the desire to
attract businesses that will engage positively with the community. Guiding principles for 2014-
2018 remain as stated from 2013 and will serve as our operational goal statement for 2014
and beyond. Departmental five year goals reinforce the Guiding principles.
This planning retreat was followed by a joint Council/EDA half day meeting on February 22.
This meeting was intended to provide consensus opportunities on the development portion of
Council vision and goals. An All Commission meeting is scheduled for March 29, 2014. This
half day meeting will include informing all volunteer commissioners of the organizational
direction and to receive feedback ahead of the 2015 budget process. These steps, along with
hosting of the April 22 Volunteer banquet and other action steps, are set forth in the Strategic
Planning Timeline initially adopted at the 2013 Council retreat and re-affirmed this year (page
31).
The enclosed report was compiled by the retreat facilitator, Barbara K. Strandell.
Council Action: By motion accept receipt of the 2014 Planning Retreat report.
January 25, 2014
City Council/Staff Planning Retreat
City of Cottage Grove
City Council Planning Retreat
S:OOAM-4:OOPM
January25, 2014
The retreat was held in the St. Croix Meeting Room, Cottage Grove 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; Kori
Land, City Attorney (for her presentation only) and Ryan Schroeder, City Administrator. Barbara K.
Strandell was the facilitator.
AGENDA
Ryan Schroeder, City Administrator, distributed a digital agenda and packet for the meeting to
attendees several days before the retreat. iPads were available to counciimembers en lieu of a
paper packet. Below is the topical Agenda:
A. Identify 2013 Accomplishments
B. Revisit or confirm Organization Vision Statement
C. Five year goals
D. Open Meeting Law, Social Media, Data Practices, Conflicts of Interest and
related matters; Kori Land, City Attorney
E. Updates on Good to Great
a. Public Safety
b. Public Works
c. Parks and Recreation/ Ice Arena
d. Community Development and Engineering
e. Finance
f. Administration, Economic Development, River Oaks and Leadership Team
F. Maintenance Standards for Commercial Properfy including off Premise signs and
other community aesthetic initiatives
G. Co�ncil Five Year Goals, Initiatives and Targets
H. 2014 Strategic Planning Calendar
__ _ _ _ _
Special Declaration: Greg Brysky Day
Motion was made by Olsen and seconded by Peterson to adopt a proclamation
proclaiming January 25, 2014 Greg Brysky Day in Cottage Grove.
Motion passed with all voting aye.
1
Jan uary 25, 2014
City Council/Staff Planning Retreat
2013 HIGHLIGHTED ACCOMPLISHMENTS FOR THE CITY OF COTTAGE GROVE
At the beginning of the planning workshop, all attendees identified the following as the City's top
accomplishments from 2013:
Mayor Bailey:
Holiday Train: Proud of staff and everybody for the cooperation and efficiency. Honored
to be re-elected to a second term; and, starting to see efforfs of business climate
change.
Council Member Petersen:
Housing development and new businesses
Council Member Lehrke:
Snowplow ordinance change
Council Member Thiede:
Maintain level levy the last few years.
Council Member Olsen:
Begin second term. Election reconfirmed vision that community is comfortable with the
vision including residential and commercial efforts, and new Public Safety model.
Les Burshten:
Success of PW & Parks working together; Equipment purchases.
Robin Roland:
Budget process
Craig Woolery:
Firefighter duty crew; hiring firefighters for EMS
Zac Dockter:
Park Staff challenging themselves and the way they interact to accomplish tasks
Jennifer LevitF:
Survived construction season with almost $30 million in construction. Holiday train and
staff execution of the event.
DanetFe Parr:
BEC work/opening
Ryan Schroeder:
Ongoing communication efforts across projects and programs
2014-2018 STRATEGIC DIRECTION: Vision
Ryan Schroederpresented the City's Mission and Vision and Guiding Principles. Discussion followed,
with a focus on amending the City's vision.
General Comments:
The council discussed the aspect of the vision that made this an appealing place to live,
but failed to indicate an imporfance job creation.
■ Councilmember Thiede brought up job creation as an important aspect to the
vision; he emphasized the BEC. He suggested that we indicate that Cottage
Grove is a good place to work and have a family. Or, language such as, "creating
an environment that welcomes new businesses that create jobs".
January25, 2014
City Council/Staff Planning Retreat
■ Councilmember Olsen expressed concern about including investing in city parks.
Those investments would be areas that everyone could rally around, and include
volunteerism.
■ Councilmember Peterson suggested that we modify the vision to incorporate the
word "engagement" for both citizens and businesses.
■ Councilmember Lehrke expressed the view that "creating jobs" should not be part
of the vision statement.
➢ Requested Action: Staff to incorporate ideas discussed into a modified Vision
Statement for consideration by the Council. Underlined section of Vision Statement
reflects staff recommended chanaes.
Cit�Council Mission:
Provide excellence in the delivery of public services to community residents, businesses
and owners of property
City Council Vision:
The City Council continues its vision for the future as:
• An accessible community with an appreciation for our environment, firees,
hills, ravines, landscapes and river including quality park, green and open
space areas
A good place to raise a family through ifis life cycle; to prow a business
en�aed with the community: to experience pride of well maintained
neighborhoods and private properties
A fiscally responsible, engaged government with well maintained
infrastrucfiure, access to quality inter- and intra-community transportation and
transit and safe residential and commercial neighborhoods and public
spaces
Guiding Principles 2014-2018
A. Be an employer of choice through a culture of continuous improvement, a
spirit of collaboration between departments and divisions, a proactive
approach to internal and external communications, job enrichment,
employee growth and training, injury reduction and work place efficiencies
B. Achieve customer satisfaction in top 20� of peer communities across all
metrics
C. Meet or exceed financial targets toward improvement of rating agency
outlooks
D. Create an environmentally focused and sustainable organization
E. Ensure proactive evaluation of technology opportunities for business lines and
service delivery as "return on investment" justifies implementation
January25, 2014
City Council/Staff Planning Retreat
DEPARTMENTAL FIVE-YEAR GOALS: 2014-2018
(KEY: Benefits Customer, Operations, Employees)
The five-year goals were refined (in the Good to Great ProcessJ in 2013 and presented to the
council in the packet for this planning meeting.
Administration:
1. Operate River Oaks at Positive Cash Flow O
2. Create and Implement effective communications / media / social media
approach C/O/E
3. Maintain innovative/cost effective HR/Benefit Programming E/O
4. Administer Elections with 0� Errors C/O
5. Maintain Licensing/Data Management at 100� customer satisfaction levels C/
O
6. Create and /or initiate fund capacity building toward S&P AAA O
Economic Development: ,
1. Assist existing job creators in the business park when expansion opportunities exist
and assist in the development of at least 300,000 SF of additional quality business
park end users (typical target of 20K to 100K) C
2. Lease out to quality tenants and maintain a vibrant growth environment in the
BEC C
3. Strive to achieve and then maintain a retail/office vacancy of 5 to 7� of total
retail square footage within the community C
4. Realize substantial development of the Shoppes at Cottage View C
5. Gain approval of a development plan for West Point Douglas between 80'" Street
and Jamaica (property owner dependent) C
6. Maintain aggressive public communication to Cottage Grove residents, properfy
owners, external developers, brokers, investors, and end users of job, business
creation and development and shopping opportunities with the community C
Finance:
1. Provide accurate and timely financial reporting, easily accessible and
understandable, to Council and staff users O/E
2. Implement online/electronic employee time entry and delivery of electronic
payroll benefit information to employees on demand E/O
3. Pay more than 85�0 of vendor invoices by EFT O
4. Offer a variety of payment options to customers utilizing City services and facilities
- including online inquiry and payment options C/O
IT:
1. Manage hardware options (PC's, Servers, Laptops, tablets, phones) for the most
cost effective and functional presentation of services across departments O/E/C
2. Integrate as many software applications as possible to provide seamless/
transparent presentation of data O/E
Community Development:
1. Achieve a Green Step 3 City by creating an environmentally friendly and
sustainable community O/C
2. Provide planning services consistent with the City Council's vision and policies in a
professional and fiscally responsible manner with a conscious effort to continue a
high level of customer service O/E
3. Improve the public health, safety, and general welfare of the community by
planning for future development; assuring that public infrastructure and services
January 25, 2014
City Council/Staff Planning Retreat
are provided to address the needs of residential, agriculture, business, and
industry uses. O/C
4. Ensure that all structures are constructed per the minimum requirements of all
state and local building codes and standards with an emphasis on public health
and safety O/C
5. Provide code enforcement activities that improve neighborhood health, safety
and value while promoting positive community vision and character O/C
6. Develop accurate and professional mapping O/C
7. Become an active parfner in emergency management planning and response O
Parks & Recreation:
1. Create and promote policies that improve park user experiences O/C
2. Create and promote programs to improve health, well-being and vitality to the
community C
3. Create and promote places that enable active living for a more healthy and
social community C
4. Improve land management practices O/C
Public Safety:
1. Successful implementation of the 5-year EMS plan to primary fire-based EMS
services O/C/E
2. Provide a fully functional Emergency Operations Center in the physical space, in
training and All Hazard Planning O/C
3. Establish a process for the consolidation of fire stations, planning and construction
of a central fire station O/C/E
4. Evaluate and improve accountability for emergency and non-emergency calls
O/C
5. Improve reporting and tracking of clearance rates for Police O
6. Ensure that all public safety personnel have appropriate personal protective
equipment E/O
7. Resolve the need for a shared public safety training facility through public and
private partnerships and potential state funding O/E
8. Improve frequency and efficiency of life safety inspections and pre-incident
planning C/O
Public Works:
1. Realign Public Works organizational structure to meet future growing needs of the
City by 2014- Plan in Place O/E
2. Achieve standard PCI of 70. Maintain acceptable level of infrastructure (above
and below ground) maintenance for residents. Provide level of maintenance
commitment per PMP as necessary to achieve maximum pavement and curb
and gutter life cycle by implementing specific maintenance cycles and
engineering standards as required by the Pavement Management Task Force
report. O/C
3. Create an automated Shop Management System that integrates and streamlines
billing, inventory and work orders. O/E
4. Reduce maintenance cost on all vehicles and equipment by l 0�o O
5. Achieve 100� compliance with OSHA-required safety training and
implementation of in-house training plan. E/O
_. . . __
_ . _
January25, 2014
City Council/Staff Planning Retreat
KORI LAND PRESENTATION ON CONFLICT OF INTEREST AND OTHER MATTERS
Kori Land, City Attorney made a presentation and led a discussion on the following topics. The full
presentation can be found in the appendices of this report.
(�Conflicts of Interest
�Meetings
�Data Practices Act
6�Public Hearings
�Difficult Constituents
�Social Media
➢Key points made and discussed by the group:
Conflicts of interest
• Non-contractual actions - zoning/licensing: individual cannot participate. No
undue influence.
• Assessments are common and not needing to exempt.
Gift law
• Elected and/or appointed
• "Could be impacted"
• "Just for city officials" vs. "general public"
Open meetin Iq aws
• In the room
• Outside the room meetings -"meeting" is not covered by definition.
■ Email is an accidental meeting. Serial meeting. IPAD opinion
09-020. Importance of one-way communication or only between
two council members.
Data Practices
• Everything the City collects: e-mails, text messages, Twitter, Facebook, cell
phone records.
• City e-mail address for Council members?
• Any requests diverted to City Clerk:
■ Property Complaints
■ Personnel
■ Law Enforcement Data
Public Hearina
• "Keep an open mind"
• The public record
Social Media (Facebook, Twitter)
• "Discuss, Decide or Receive"
• If its in writing, its discoverable
• Couid be violation of open meeting or public hearing
• As one person, you have no authority.
• Everything you say can and will be used against you in a court of law.
Address Difficult Constituents
• Public or private problem?
• Identify area of concern by department. And deflect.
• Do not try to solve the problem yourself.
January25, 2014
City Council/Staff Planning Retreat
GOOD TO GREAT (G2G) UPDATES 2013
In December 2010 the City Council approved a Good to Great process based on the book, Good
to Great by Jim Collins. Department Heads were asked to make a verbal presentation of the
updates to their G2G goals. The focus was on the 2013 Goals, except for Public Safety that also
referenced their five-year goals. Relevant discussion and comments from City Council members
are noted below.
PUBLIC WORKS 2013 G2G Goals Update- Presented By Les Burshten
A. Highlights:
a. New patching machine has been put to great use; improvement control
b. Increase training on operations
c. Updated maps
d. Public Works will hire a new employee for the street department.
e. Replaced 1850 meters
f. Street light report being done at this time: employee drives around every
Friday at 4:00 am to check the lights; LED is a possibility
g. Labor-management committee and these are
h. Streamlining work orders for the shop using Cardiotics
i. Salt technology has changed
j. Working on organizational study (part of G2G)
k. Communications plan with Parks (draft provided by Zac)
I. Challenge is not have expertise in the HVAC area; need for city hall, etc.
B. Council questions/topics discussed:
a. Are you embracing technology?
b. Are you using Level 5 Management?
c. Employee performance management process? Are they improving?
d. Succession planning and org structure: Do you have the right people (on
the bus) now and for the future?
e. Are there sacred cows on the staff?
f. Is there a technology option for finding street light outages such as
Google earth, instead of sending someone out driving around?
g. Are we using a employee performance management process?
C. Direction:
a. Secure HVAC expertise; upgrade training for city hall heating system
b. Produce street light report including outages and change outs.
c. Ensure we do not have any sacred cows in PW
d. Need a long term vision for the department (Mayor Bailey)
7
January25, 2014
City Council/Staff Planning Retreat
Public Works 2013 G2G Goals:
Department/ Update Update Update Update �
Goals Achievement Q1 Achievement Q2 Achievement Q3 chievement Q4 �
Public Works �E
Public Works: _
. Street Divisions:
a. Develop °
processfor �
patching all �
potholes in timely purchased new All potholes were
manner before patching trailer (E) patched prior to �
sealcoating sealcoating. New �
(including the equipment extended �
�
purchase of a new work season until �
patching trailer) snowfall (O-C) `'_
Use of utility vehicle in '
b. Continue to More people trained Weed control product �
lieu of backpacks has �
improve weed and weed control line was changed (E-C- enhanced productivity `
control techniques certified (E-C-O) O)
and saved time (E-C-O)
c. Improve
employee training
in equipment raining is ongoing.
operation, Each piece of new j
including additional Hands-on training is in equipment is reviewed '
�rader operators progress (E-C-O) by division or
or maintenance of department as ;
ditches in rural necessary and is up to
areas date.(E-0)
d. Develop new Created new map
maps and an where and what day rained seasonals with Maps continue to be �
�
improved mowing certain areas get cut map (E-C-O) updated (E-C-O) i
schedule (C-O) ;
B. Sign/Striping Division: ?
a. I mprove '
i
reflectivity of signs,
esting current
signs and using
Diamond Grade
Quality material
instead of IP Switched over to
material for sign Diamond Grade Material upgrade is
making Material (C) complete (C) i
b. Continue '
Cross training continues
raining on new l
software and new and funds are being �
budgeted in 2014 for p
sign cutter, In progress (E-O) training of other =
improving cross- employees to assist the
raining in Sign E
Department Sign Division (E-O)
�
c. Continue Services provided to
providing services Denmark Township, St. ;
0 other Stenciling, sealcoating, Paul Park and Newport
communities sweeping and crack will continue in 2014 (C) '
sealing (C-O)
i
January25, 2014
City Council/Staff Planning Retreat
Department/ Update Update Update Update
Goals Achievement Q1 Achievement Q2 Achievement Q3 Achievement Q4
Public Works
Public Works:
G Snow Removal Division:
a. Maintain purchased a scale in
road safety with 2012 to improve Salt calibration project
minimal salt use, as calibration of trucks (� is complete and
an Environmentally � E � procedure will be Average total has gone
Friendly/Green City continued (0) down and is stable (0)
b. Maintain
safety by keeping Crews get an earlier Street corners in
rails and sidewalks start pushing back particular will be I<ept
clear of ice pack snow on corners more cleared to improve
and snow banks on han they ever have in isibility for motorist
corners low for order to improve and pedestrian safety
motorist visibility isibility (C) (C)
c. Use his map, adhered to a Updated maps/booklets
snowplow map for dry erase board, was are distributed to all
improved route employees each season
created in 2012 (E-0)
communication (0-C)
d. Purchase Specifications have
new equipment: 2 Snow blower and been completed for the
dump trucks w/ loader attachment purchase of two new
attached plows and ere purchased in dump trucks, one storm
new loader snow 2013 and are used as water truck and a one-
blower attachment necessary (O-E-C) on truck (E-0)
D. Stormwater`Utility: ;�
a. Pond
improvements are
being continued in
conjunction with
he NPDES Established Public Agrantforthe
requirements and Space Management restoration of Hidden A Pond Maintenance Plan
Stormwater Plan in Guidelines - Spring Valley Pond is being has been established (C-
he CIP 2013 (C-0) applied for (C-0) O)
b. Repair catch Project was not
basins in seal coat In progress - 200 were completed due to
areas
repaired last year (C) additional patching and
paving work (C-O)
Restoration of Pond WDP
4.3 was completed, along
Cleaned East Ravine, with others. The outlet
Clean silt and sediments
c. Clear and grub cleared Timber Ridge _ five ponds per year (C- Was repaired and
waterways and the Industrial Park �� sediment removed on TG-
Flume (C - O) P7. Pond LP-1 was
cleaned and grubbed (C-
0)
d. Increase stafFing
o I<eep up with A new Street
routine 2014 approved - in Department employee
maintenance will Process (C - 0- E) �,,�ill be hired in June,
be budgeted 2014 (E-O)
Jan uary 25, 2014
City Council/Staff Planning Retreat
Department/ Update Update Update Update
Goals Achievement Q1 Achievement Q2 Achievement Q3 Achievement Q4
Public Works 3
Public Works: '
i
Public Works and
Engineering Staff meet �
each Thursday. Public
e. Improve Works staff also attends
communication We have a good meetings with engineering
ith the In process relationship with 'rms and input is j
Engineering Engineering (C-O-E) accepted from everyone. �
Department Ryan Burfeind, �
particularly, has been 3
great to work with (C-O- l
E). �
E. Water, Sewer, Streetlights -
Work will continue as a ;
a. Replace aging Replacing 1500 water 1,850 meters were three year project and can �
ater meters for meters in the next replaced in 2013 and be extended for an �
better accuracy hree years (C-O) 1,500 meters will be additional two years (C-O) �
replaced in 2014 (C-O) ;
b. Maintain or Continue to respond as �
improve speed of soon as possible to he Department has
emergency/overall emergency calls and done e oceptionally well �
responses
repairs within the hour with 90% response
(C) within the hour ( C ) (
Cross training in �
c. Continue building maintenance,
raining of Doing external cross water meter installation Continued maintenance o `
i
personnel in all raining, keeping up and streetlight streetlights can be �
acets of the Utility certificafions (E-O) maintenance is ongoing challenging due to the �
Department (E-O) aging of the system (GE-
�
0)
Additional meetings i
Meetings with all with foremen are
Weekly meetings held employees are held once held each Monday
d. Continue on Monday mornings per month. Public Works morning from
improved will continue along with and Engineering meet 0600to0650.
Ongoing - (E-0)
empioyee ailgate meetings that each Thursday. The Labor Information is carried ;
communication are project specific (E- Management Committee rom these meetings ,.
O) meets every other month rom foremen to
or as necessary (E) crews (E) �
e. Develop
maintenance
schedule for Sewer he Department is =
Cleaning (a priority � struggling to keep up �
synchronizing with with the increased �
in-house work and Work in progress. It is quantity of building
contractors), hoped to possibly hire maintenance requests. here is a sewer cleaning i
Building an in-house building/ he facilities i
schedule in place (C-0) �
Maintenance and maintenance person maintained range from
Development/ (E-O-C) aging buildings to newly �
Construction constructed facilities '
Projects with modern
echnology (E-C-O)
G
10
Jpnuary25, 2014
City Council/Staff Pla�ning Retreat
Department/ Update Update Update Update
Goals Achievement Q1 Achievement Q2 Achievement Q3 Achievement Q4
Public Works
Public Works:
F. Fleet Maintenance: '
A large calendar will be
a. Develop a wall mounted listing
calendar of annual Calendar was created inspection schedules for
inspections
(O-E) he forklift, aerial lift,
DOT inspections, etc. (E-
0)
b. Improve working Extra lead person Creating a weel<ly Weekly meetings will take
relationships with meeting - work in 'ournal is still being place following the
other divisions progress (E-0) worked on. (E-0) hursday Staff Meeting (E-
0)
c. Mal<e additional ASE and air conditioning
raining Sent to 49'r Training Started additional diagnostic training is being
opportunities (E-O) raining in Fleet planned (E-O)
available Maintenance (E-O)
Inspection schedule for
d. Provide set goals Weel<ly and monthly Need to implement and garage doors, hazardous
and procedures checi<list was created ollow up (E-0) Waste area, air
(E-0) compressors, hoists, etc.
is beingfollowed (E-O)
GEM system was not InfraSeek, among
e. Streamline work Looking at going approved or supported forother options, are
Process of looking at
orders, inventory paperless with work 2014. Will revisit this and being reviewed for
GEM System (E-O)
and bills orders (E-O) other options in 2015 (E- asset management.
0) (E-O)
PUBLIC SAFETY 2013 G2G Goals Update: Presented By Craig Woolery
A. Highlights:
a. Model change has made a big difference in applicants for police
positions
b. Shorter shifts - better work/life balance. Health & weliness - police
chaplains involved with the officers
c. Fire Station #2 - replacement in 2016: Consolidating stations?
d. Current maintenance on other stations.
e. Parking lot issues.
f. HERO center.
g. Tiburon still in delay. Records system is terrible. Manual data mining.
h. We want to eliminate the negative appraisals - go to Survey Monkey so
that all employees will get feedback.
i. Still major issues with dispatch system
B. Council questions/topics discussed:
a. How can we help you are we doing intelligence-based policing. How are
we collecting data?
b. Dispatch problems at Washington County: Can County Board help?
11
January25, 2014
City Council/Staff Planning Retreat
c. Does PS need own IT person? (Consensus appeared to be that current
process works)
d. Should we analyze data analytics needs?
e. PS Team exemplifies G2G - why we needed it and it is working; Love the
360° review; Taps into passions - creates happiness at work.
C. Direction:
a. Continue looking at resolving issues with Washington County dispatch.
b. Future of 2014: Stabilize and evaluate changes
c. Data driven policy
d. On-line mapping
e. More responsive
f. Crime mapping
g. TIP 411 for anonymous calls (tips): we need to get the word out (using an
app)
h. On-line reporting
i. Leadership development and succession planning
j. Fire awards and recognition
Public Safety 2013 G2G Goals:
GAPS: Gaals Achievement Planning System - Public Safety Goals 2013
Public Safefy Objective Measure ' Targets Action
Successful Lower EMS response
implementation of the . Staff 2 ambulances,
mes, address traffic 4 FF hired to date, goal is 8. Fed
5-year EMS Plan to and crime police specialty unit grant pending for 3. CITE unit
primary fire-based complaints (CITE)
EMS Services
Provide a fully bility to manage
unctional Emergency Physical space, EE
large scale disaster
Operations Center in and continue to raining, table top Physical set up, IT mapping,
he physical space, in exercises and phone ext. update AHP, NIMS
operate city
raining and All Hazard equipment
services.
Plan
Customer/ Establish a process for Z014 to establish
Resident he consolidation of Fire Dept. tours, open Marketing current duty crew
resident awareness
're stations, planning of current facility house, PSHW ops. And need for FD station
and construction of a and condition commission input consolidation
central fire station
Evaluate and improve Improve delayed LE WC dispatchers' high 7+yrs. Waiting for Tiburon.
accountability for response times to urnover, limited staff. Supervisors not willing to listen
emergency and non- citizens Not efficient for PS o customer suggestions.
emergency calls
Improve frequency Ensure sufficient fire nnual inspection of Current demands from
and efficiency of life suppression, egress multi family and high commercial inspections. Train
safety inspections and and ingress access alue commercial existing PT or FT inspections
pre-incident planning o save lives bldgs.
Successful Personnel costs to Response Times;
Implementation of the GF, EE turnover, controlled general Reduce PT costs, POSS for all,
5-year EMS Plan to control PT personnel und growth to under EE opportunity (CITE)
primary fire-based costs. Reduce 15% in wages.
EMS Services delayed responses
12
January25, 2014
City Council/Staff Planning Retreat
GAPS: Goals Achievement Planning System _- Public Safety Goals 2013
Public Safety Objective Measure Targets Action
Provide a fully
unctional Emergency 2014 budgeted for 2 Dept. Head training in NIMS,
Operations Center in phones, boards for bility to set up staff abletop exercises. Generator,
he physical space, in EOC and operate EOC and update AHP
raining and All Hazard
Plan
Establish a process for FD 2 in CIP for 2016 pprox. 391< spent on
he consolidation of @ 7,000,000.00. Plan for 2014 is to market, est.
paint, carpet, floor
're stations, planning Funds expended for a need with public and
and construction of a station repairs and coatings @ sta. 1& 4. commissions
central fire station. maintenance (carpet @ 2)
Evaluate and improve Reduce LE response Dispatch model to fit Law Enf. Improvement Team
accountability for 'mes, inappropriate PS service. Reduction (LEIT) has to meet more often,
emergency and non- use of our resources in $$ in first response WC has to be more open to
Operations and emergency calis (too much) costs. suggestions
Finance Improve reporting and Summary criminal �mplementation of racl<ing clearance rates can be
tracking of clearance charging data in �buron delayed years. a measure of efforts and used
Measure accurate data .
rates for Police annual reports in strategic planning
or annual reporting
Ensure that all public Starting 2014 all first Fire- Turnout gear,
safety personnel have responders to have SCBA, standardize SCBA grant $202K, Turnout gea
appropriate personal appropriate PPE to nozzles. Police-Tazers �5) $11.9K, Nozzles $8.6K PD- 8
protective equipment 'obsheir essential and training pads azers $9.1K, Pads $51<
Resolve the need for a
shared public safety Long range need for 15-20 million bond
raining facility 'rst responder required to fund LOI's with Inver Hills, Regions
hrough public and raining in SE metro. acility, Inver Hills, Hospital and Hastings PD. Will
private partnership Range and scenario Regions as end users seek other LE's in SE metro
and potential state based training and LE
unding
Improve frequency Pre pians for 1st bility to move iburon for pre plans,
and efficiency of life responders in CAD, inspect. Data thru inspecfions and RMS. Train
safety inspections and balance time for fire CAD. Adequate time to another inspector
pre-incident planning inspections conduct fire inspect.
Successful Scheduling, worl<-life PO 10 hr. schedule,
Implementation of the balance, EE specialty units, 24/7 PO cross train to assist duty
5-year EMS Plan to retention, PO EMS duty crew, PO EMS crew. Add FF total to 8 in 2017
primary fire-based engagement engagement.
EMS Services
Establish a process for 2014 develop a
24/7 duty crew
he consolidation of 'meline for Upgraded kitchen, bunk rooms,
operations create a
're stations, planning contractual work day rooms in 2013 for staff at
and construction of a need for centralizing �architect) Q-how sta. 2
stations
Learning and central fire station much to invest in 2?
Growth Ensure that all public Prevention and
(Employee) safety personnel have reducfion of Reduce police injury PD budget $51<for padded
appropriate personal WOrkplace injury during training. PPE forgloves. Fire grant SCBA, turnout
protective equipment hrough training, 're be up to standards gear
awareness and PPE
13
January25, 2014
City Council/Staff Planning Retreat
PUBLIC SAFETY: FIVE-YEAR GOALS UPDATE - 2014- 2018
Presented by Craig Woolery, Chief
1. Successful implementation of the 5-year EMS plan to primary fire-based Fire/EMS
' Goal is to provide a consistentiy reliable and efficient delivery of public safety
services to citizens.
• 01-26-13 Council approved the 5 yr. transition
• A municipal based hybrid EMS service that will transition to a primary fire
paramedic model and keep an active strong contingent of approximately 10
police paramedics.
• Two full time firefighter/paramedics were hired in 2013. Two
firefighter/paramedics hired January 2014.
• SAFER Grant award pending for a 3 year $495,000.00 grant for three fire
fighter/ paramedic positions.
• The aoal in the following four years we will add one firefighter/paramedic
each year to 2017 for a total of 8 firefighter/paramedics.
• The duty crew system has improved work life balance of paid on call
firefighters, reducing average monthly hour commitments from over 60 to 46
hours a month.
• Goal is to reduce attrition.
' Since 2006, 51 firefighters have left the department. Currently 46� of the
department has less than 5 years' experience.
• PT payroll has stabilized and for the past several months and has been under
budget.
• EMS Revenues for 2013 are up 37� over budget projections.
• Personnel expenditures in 2013 up 20� over budget ($169,000.00) from
$691,000.00. Largely due to police and fire staffing shortages and coverage
with EMT's and paramedics.
Police-
• As fire is taking on more responsibility in EMS, primary nights and the mix of day
coverage has allowed the creation of an officer specialty positions. The
Criminal Interdiction and Traffic Enforcement (CITE) unit was a request from
employees from G2G.
• Implementation of combination 10 and 12 hour shifts. The aoal is to move to a
10-hour shift.
• Hopefully reduce police attrition. Over the past 10 years, 26 police officers
have resigned (62� were paramedics).
14
January25, 2014
City Council/Staff Planning Refreat
2. Provide a fully functional Emergency Operations Center in the physical space, in
training and All Hazard Planning.
' In 2013 the EOC was readied for operation. IT mapping completed for
physical set up.
' In 2014 two phones are budgeted, designated for the EOC. Cork and
magnetic boards for the walls. National Incident Management System (NIMS)
training levels 700, 200 and 100 ongoing for department heads. Tabletop
exercises by department and generator training.
Update the All Hazard Plan accordingly (Annex B).
3. Establish a process for the consolidation of fire stations, planning and construction of
a central fire station.
' 2013 Capital improvement plan lists fire station 2 being replaced in 2016 for
$7,000,000.00.
• Recommendation needed for consolidation of stations and marketing of
needs to community.
2013 funds budgeted or spent on fire station maintenance
• $14,335 at station #2 for HVAC
' $2,525 for painting stations #1 and #4
• $7,058 for resinous flooring at # 1
• $7,658 for epoxy flooring at #4
• $7,727 forcarpeting at #1, #2 and #4
• Totaling $39,303
• $12,500 was budgeted for carpet at 1& 4
• $13,000 was budgeted for garage floor refinishing at 1& 4
• $96,000 was budgeted for repairs at 18� 4 and $33,150 for in-ground sprinklers.
(Not spent).
4. Evaluate and improve accountability for emergency and non-emergency calls.
' Goal is to improve LE response times to citizens
• Dispatch has high turnover, limited staff and antiquated system.
• Tiburon CAD and RMS implementation delayed for years
• Dispatch delays, over dispatching resources increasing costs
• Law Enforcement Improvement Team with WCSO.
• Meetings have been sporadic and limited in productivity.
• Tiburon and Mobile CAD delays have had an impact.
• LEIT CG members are Mike Vandervort and Mike McCormick.
Improve reporting and tracking of clearance rates for Police.
• Goal to utilize data for intelligence data based policing
• Annual reporting has been delayed as summary data is difficult to mine.
• Tiburon was delayed another year(s). Last date given is March 2014.
6. Ensure that all public safety personnel have appropriate personal protective
equipment
• Goal is the reduction of workplace injuries
Police-
' Replacement cycle for Tazers, 8 i15014 ($9150.00)
Jan uary 25, 2014
City Council/Staff Pla�ning Retreat
Fire-
Protective training equipment, Two years at $5000.00 a year for training mats
and protective gloves
5 Sets of Bunker Gear and Boots $11,900.00
• Truck Mounted Hydraulic Pump $5,500.00
' Standardize Fire Stream Nozzles $8,600.00
' SCBA Grant ($202,300.00 Grant, $38,500.00 City)
7. Resolve the need for a shared public safety training facility through public and
private partnerships and potential state funding.
• Goal is long range planning for facilities for first responder training in the southeast
metro area.
' Flexible areas for scenario based training, indoor firearms training.
• 2013-2014 Legislative Bonding Request for 15-20 million.
• Partnerships with Inver Hills CC and Regions EMS for a proposed HERO (Health and
Emergency Responders Occupation Center) training facility.
• Currently seeking out LE partnerships in use of the facility.
8. Improve frequency and efficiency of life safety inspections and pre-incident
planning.
• Goal is to ensure citizens are afforded the best chance of survival in structure during
a catastrophic event.
' Preplans have been completed by FF Mair over a year ago. A useable format
(Tiburon) has not been available yet to put this user-friendly information into the
hands of fire crews.
' Mobile data applications for field inspections are dependent upon a CAD and RMS
(Tiburon).
• Multi-family dwellings and high value businesses need to be inspected annually.
• All other businesses need to be inspected at least every other year.
• There is a great need in developing more PT/FT inspectors to complete the above
need.
• New business construction and duty crew supervision has occupied a large porfion of
Deputy Chief McMahon's time.
COnAMUNITY DEVELOP/VIENT 2013 G2G UPDATE presented by Jennifer Levitt
CD - Operational Princioles: "Environmentallv focused and sustainable oraanization"
In addition to providing Council with the update to the G2G goals, Jennifer Levitt reviewed a
summary of the all development projects in the City. She distributed city maps and a key siting 36
current projects. The council and staff discussed several of these projects. The complete list of
these projects can be found in the Appendices of this report.
A. I-11-��c�hlights:
a. Theme - a lot of things have been happening in CD
b. $57 Million in development projects in 2013 (see map and key of the 36
projects; handout at retreatJ
c. 1330 inspections completed
d. Set for staffing in 2014
e. Upgrade S/W - we need to do cross training
16
Jan uary 25, 2014
Cify Council/Staff Planning Retreat
f. Fire suppression suppliers - now have a consultant in place.
g. Working with the Public Works department on the pavement management
projects.
B. Council questions/topics discussed:
a. Do you have the staff you need to handle the projects?
b. As the city engineer and the community development director, were you too
busy last summer to handle both?
c. Specific Projects discussed:
� Bothe Property
' Lennar Homes.
' Concept Plan application received on January 17, 2014 - Planning Commission
meeting on February 24, 2014.
• 141 acres in Cottage Grove and 20 acres in Woodbury. 203 lots for detached
single-family lots (129 lots with 70 ft. widths and 173 lots with 80 ft. widths in Cottage
Grove.
' Ravine Parkway transition with 65th Street and easterly alignment.
• Sunny Hill Park expansion.
• Inwood Avenue between 65th and Military Road?
' Vacate porfion of 65th Street?
� Home Depot:
' Two parfies attempting to bring under contract.
' HD attempting to resolve REA issues ahead of new Buyer and with EBL&S.
� Business Park:
' Market Comparison.
' Spec Building Design exists.
• 3.5-acre parcel under ownership.
• Propose to Greater MSP clients.
' Contractor attendance at future meeting anticipated.
� Swanland -160 Acres:
' Appraiser preparing appraisal for Swanland's. Appraiser could not recail the
buyer's name.
' Developer interested in developing property for low density residential lots.
' Right-of-way dedication and construction of north one-half of 95th Street.
' Hadley Avenue roadway improvements.
� Oak Cove:
• 12 lot detached single-family houses.
' Meridian Land Company.
• Preliminary and final plat applications have not yet been received.
• Wiil be reviewed and approved by PC & CC.
' City park to be developed - Camel's Hump
� Aggregate Industries:
' Temporary concrete bridge section production plant.
' 100' X 600' temporary pole structure.
• New barge loading area.
17
Jan uary 25, 2014
City Councii/Staff Planning Retreat
C. Direction:
a. 95th St 8� Hadley: Trees are not to hold up the development (can all be
removed if need be
b. Include Home Depot in the redevelopment goals/plans
CD 2013 Goals Update:
1. Achieved Step 2 in 2013
a. Environmental Commission reviewing how to be a Step 3. It may take two
to three years to implement the BMP - stay within economical/financial
conditions
b. Working with the School District and County on recycling
c. Green Award
d. Earfh Day event at school
e. Achieve education - Strawberry Festival booth
2. Residential Growth
a. Expedited applications - Aggregate Industries, developers, AUAR update
3. SWWD agreement including approximately 40 acres fee title
4. Continue to work with County on Jamaica/Military and 70th/Meadow Grass
5. Coordination of northern boarded with Woodbury - Residential development
6. Code Enforcement - In-depth presentation and discussion later in Agenda:
Commercial Property Maintenance.
a. Rental Licenses
1. Two-year license period
2. On-line registration and payment
b. Signs/Banners - Create on-line form for ease
7. Building Division
a. Joint Services (Permit Works) for St. Paul Park, Newport, Denmark Township
b. Mobile devices for inspectors
c. Reviewing/writing a business plan for fire suppression system to review in-
house versus external consultant (better response and cheaper)
d. Training for commercial inspection
8. Engineering
a. Right-of-way permits - on-line forms and submittal
b. Reviewing and engaging staff and Public Works Commission on standards
for improvement to Pavement Management program
c. Joint services
d. Took over erosion controi inspections - increased revenue
e. ADA transition plan
f. MS4 regulation changes
9. Emergency Management
a. Training, all staff has certification, tabletop practice on February 18
b. Holiday Train successful coordination
10. Historic Preservation
18
January25, 2014
City Council/Staff Planning Retreat
a. Finishing cookbook
b. Display in the hall
c. Work plan for historical properfies and performance standards
11. Employees
a. Strength Finders
b. Intentional mentoring
c. Employee evaluation - challenging, raise the bar
PARK AND RECREATION/ ICE ARENA 2013 G2G UPDATE presented by Zac Dockter
A. Highlights:
a. Developed an internal communication plan
b. Re-focused direction of the labor-management committee to improve
communication services and improve a respectful workplace
c. Improved our land management and buildings
d. Hired a FT buckthorn person who will work with PW aiso - in land
management, pu.blic spaces
B. Council questions/topics discussed:
a. How is the new dedicated funding source impacting PR vision?
b. Check off box on the utility bill for Legacy funding?
Parks and Recreation 2013 G2G Goals:
Department/
Goals
P&R
y��ui c aii �uu ��
�xperiences are
ialuable to both
�mployees and
:ommunity
mprove service
o the
;ommunity and
�nhance -
�mployee
rrowth'through''
raining
�rograms
Update Update � Update � Update ! Update
Achievement ' Achievement � Achievement �; Achievement Achievement
.'� . . 4 ( -��� i
---_' __ _ - _ _:; -- - _ _ _ —' __- _- .
Improving Improving cali6er of Creating Improving/evolving � Re-focus direction
�easonal/intern employees and standardized communication plan of Labor
hiring, training removing those thatj training checklists and channels to Management
and mentoring don't fit. Last three � and engaging ali encourage employee Committee (E)
(E-O) public service ' employees in participation/ _
worl<er promotions i process to develop investment into I
� came from park i team (E-O) process (E-O) [
� seasonal hires (E-o) J f
--- - —_ _ _ _ _-- -- — _ _ _ _
iave greatly � team to �Facility tour of Respect in the �Further training
�xpanded IMRPA Conference Landscape workplace training (E)�opportunities
iccess to ((E-O) �Structures (E-0) including
�aining
rogram in p;
iaintenance
ivision (E-O)
3dership courses,
aximizing morale,
rf mgmt., etc. (E)
19
January 25, 2014
City Council/Staff Planning Retreat
Department/ . Update ' ,',Update ' Update ;Update ' Update
Goals ' Achievement Achievement �' Achievement Achievement Achievement '
:' P&R ' �
_ _ _ - _ _.. _ _
mprove Remodeled �Developed �Renovated Lamar ;Renovate Hamlet Remodeled
narketability; !Highland Park ;marketing material 'Park Building in Park Building in 2013 `Hearthside and
�se and ;Building in 2012-for Highlands '2013 (C) (C) added shelterto
�ppreciation of ','(C-O) �,Building/Splash Pad ;' Kingston in 2013
�ark buildings ; ithus doubling , ` (C)
' �revenue in 2012 (C �
{�)
j ! i
� ��.._... . _�_ _ .__.� . , . __. .. . _____ __. __....._ . g ._ � _�.�_ _
___ _.. _._..�._. . ..�__ .__...
mprove land' `2012 Turf Continued Removin buckthorn Hired full time 2013 - Worked
nanagement .tManagement !implementafion of and restoring native 'maintenance position with PW to develop
rractices !iPlan iEmerald Ash Borer landscapes to GNOS,for community Public Spaces Land
fDevelopment �Plan (GO) Nardwood Park and -landscaping features ��Management
J�(C-O) € =West Draw Park (C- '!(C-O) Program. Restored
;O) !Hardwood and
West Draw Prairie
;Woodlands (C-O)
_ �. �� .�. ..� .. , -.... .._ ._.._.._.. ... __ _._ �__ ,� _ . _ , ___ . _.._.. ._�. _.. . .__ _ .___
assure customer Ice Arena Point �Reviewed program �Installing electrical ;February field �Upper East Ravine
�atisfaction with ':of Sale registration saccess for scheduling meeting Park Master Plan
�verall ;purchase (C-0) software options (C Strawberry Fest (C- ;with youth athletic development and
i
�epartment ,O) ;O) ?associations (C-O) '.Ice Arena Business
>ervices and ; j Plan (0)
dentify seruice '? �
>aps
;
i
__ _ __ _.
�ontinuously �Inclusive Improved Ice Arena ;Reprioritizing `Highlands Park Rink 'Constructed ADA
;eek ways to Playground tparking lot lighting ;playground ;Board Replacement :accessible
mprove `Task Force ;(C) Imaintenance �(C-O) �recreational
�ccessibility and c]evelopment � �responsibilities to � �trailways at Pine
>afety of all ��- i(C) lassure more timely � Glen and Pine Tree
�arks antl ,upkeep (C-0) 'Pond Parks (C-0)
- ecreation E
�eatures '
�rorriote policies Leash Law (C-O)�Reviewed �
hatimprove Community Garden
>arl< user Policy (C)
�xperiences
'romote Recreation
�rograms '-marketing
mproving ���intern position
iealth, well- i(E-O-C)
�eing and vitality'
o the
;ommunity
__.__ . , .....� . . __ ___ � , __ . � ___ _..
nteer Ranger Finalized review of '2013 Athletic
Legacy Giving Tobacco Free Parks '„Facility
;rams (C-0) =Policy (G-0) ilmprovement Plan
;��
Arena high ;Added Ice Arena dry Arbor Day 2013 eventAdded several new
�file tournament :floor programs such to promoted more icommunity events
ivities (O-C) �as the Circus and volunteerism and ;and programs in
�Business Showcase ':earth friendly ;2013 such as
"C" 'activities that �,Splash Pad Fridays,
resulted in Bike Park Party,
'!community space Movies in the park,
�improvements (C-O- 'Holiday events and
!,E) ,more (C-O)
20
January 25, 2014
City Counci(/Staff Planning Retreat
ent/ Update Update
� Achievement' Achievement
------ --- _ � -- ---.. __
es �Sunny Hill Park IWest Draw Bike Park�A�
,�Development ,construction (C) �T�
����C ��Cd����
and social
:ommunity
-� Update € Update ! ; Update.
Achievement � I Achievement ! Achievement '
!' �
_' --' ----�- ---- -- - - --'---
� ----
ded trails at Pine Created two �Cedarhurst
�e Pond, I<ingston interpretive signs at Meadows Park
� Pine Glen Parks Hamlet and Sunnyhill Development and
regarding history, support of
�facilities and linking �Shepards Woods
�to trail maps (C) �Farm (C)
FINANCE/ IT 2013 G2G UPDATE: presented by Robin Roland
A.
a,
b,
c.
d,
e.
f.
g•
h.
B.
a.
b.
c.
Highlights:
The Financial reporf.
The budgeting process went extremely well this year.
Positive signs with new POS at the ice arena and in the golf course.
Getting marketing help for having sales online.
Employee self-service, on-line support is in the planning stages
9� of invoices are EFT. This compares to goal of 85�
The online dog licenses, rental licenses and right-of-way permits will really
helping our efficiencies.
The technology committee advised in the process of replacing all
computers in the city (about 95) in 2014.
Council questions/topics discussed:
Has the situation been resolved - integrating systems in the Pubiic Safety
deparfment?
Analytics - what can we do/how can we use the information we
produce?
What is the cost of maintaining a road? (Questions came up regarding
the use of technology to access cost data, re: technology used with/in
the salt truck. In this case, Les was not present for this discussion.)
C. Direction:
a. Special Assessments - remove $500 minimum level of partial payment.
21
January25, 2014
City Council/Staff Planning Retreat
Finance/IT 2013 G2G Goals:
i Department/ Goals Update Uptlate ` ', Update'
Finance/IT ' 'Achievement Achievement Achievement
a. Develop on-line options for Working with Opus 21 &
utility customers, permitting, Permitworks to implement. By
rental licensing 3/31/14 for UB i
b. Enhance recording system ' �
or services rendered to other ' Worl<ing with Permitworks to
cities implement
c. Develop credit card ` !
availability for City Hall
payments and Utility bill Credit card payments for Utility �
payments billing within 1st qtr. 2014
d. Develop plan for 2014 Written proposals for �
computer replacement projecf enny evaluating pilot replacement computers & �
program within client option laptops received. On Council �
1st qtr. 2013 agenda 2/5/14 ;
e. Deploy unified ;
communicator application, E
integrafing desk phones with Implemented with training E
t
computers 1st quarter 2013 ;
. Im:plement electronic ESS (employee self E
Purchase Orders, Time Sheets Electronic PO's for public service) for time sheets(
safety & general government and benefit
with approval levels information ready for
Finance & public safety in first unctioning. Need to evaluate demo from Tyler in
stages of electronic PO's next department roll out. Feb. 2014.
g. Assist Public Safety with
implementation of new
Records system and
connectivity enhancements
(Fire Station 2, WI-FI in Connectivity enhancements New Records system still under
ambulances) done 1st qtr. 2013 delay. New date 7/2014
h. Evaluate special assessment
software and options for SA software lower priority than
paperless budget process ESS & PO's at this time
ECONOMIC DEVELOPMENT 2013 G2G UPDATE presented by Danette Par
A. Highlic�hfs:
a. BEC = neariy 50% full. (it is about relationships)
b. Communication efforfs:
c. Sharon was hired
d. Getting local talent
e. Updating the website
f. MN High tech association (Dave and Danette went to the conference last
year) involvement
g. 1 st Retailer Newsletter went out; will do another one again.
22
January25, 2014
City Councif/Staff Planning Retreat
h. Direct mailing: 1900 businesses targeted
i. Business recruitment - on going process
j. EDA - evaluate the conference
k. Day to day calls from brokers continue
B. Council questions/topics discussed:
a. BEC - relationship with Tapestry
b. Working with the Angel Investor Community.
c. Business Park - have most companies have gone to into existing buildings?
d. DEED? Greater MSP?
e. Spec buildings in the business park?
f. Joint Council & EDA meeting
C. Direction:
a. Have a joint EDA/Council meeting (include outside contractors) to get
ideas to spur growth
b. BEC Board meetings
Economic Development 2013 G2G Goals:
_ . __ _ _
_ _ _ _ _ _ _ _
Economic Uptlate ' Uptlate Update Update= i Update
Development:
Support BEC to' 1st two occupants 3rd occupant th (Chamber of 5th occupant Existing tenant
achieve 80% ill move into the moved into the Commerce) occupant (Renew Solar) (Premier
occupancy : pace on 5/1/13 pace on 6/13/13 moved into the space moved into the Biotech Labs,
in September 2014 space in October LLC) is
2014. expanding
beyond their
original s ace.
Increase ' BEC hosted a booth retailer Direct mailings were he City/EDA will BEC and
communication/ at the MN TiE Kicl<- newsletter was sent to eusiness Parl< have a booth at the Business Parl<
marl<eting efforfs off event on created and argets that may be Chamber Business hosted a booth
related to 3/20/13 distributed to CG lool<ing to expand Showcase on at the MHTA
economic retailers (1,863 were /25/13 and 4/14. Spring Conf. on
development distributed) /30/13
ithin and
outside Cottage
GCOVe
Increase Continued contact orked with Famous orking with hotel/ orl<ing with
business of specific Dave's to secure extra lodging entities to Greater MSP to
recruitment desirable end users parking and assist in attract them to respond to
efforts directed or specific retail/ attracting new own. Outreach and possible
at specific service vacant ranchisee. ours given. business park
retailers/ spaces. Focused users that are
commercial ICSC meetings tool< efforts on Home actively looking
entities. ' place from Depot. o relocate to or
5/20-5/23/13 in ithin the
Nevada metro area.
23
January 25, 2014
City Council/Staff Planning Retreat
Economic Update Update Update Update Update
Development:
Create increased' Met w/Chamber Met with MHTA Continue to work with Continue to Met with MHTA
and enhancetl : reps at BEC to rep at CoCo on he Chamber ED participate in MHTA, and MNTiE reps
partnership with' discuss possible /17/13 to discuss Subcommittee to look MN TiE events, and at BEC Open
other entities, ; partnership partnerships w/ or ways to support Chamber events to House held on
i.e.: MN TiE, between Chamber MHTA and BEC he local retail/service increase Cottage 1/22/14.
Cottage Grove and BEC on 4/4/13 community (creation Grove visibility and Scheduled first
rea Chamber of of a retailer/service awareness of our lunch and learn
Commerce, map for participants BEC and business ith BEC tenant
MHT.4, and attending sporting park. and MHTA.
others to enues in CG).
increase
awareness of CG
Business Park '
and BEC
opportunities
ithin CG
ADMINISTRATION/RIVER OAKS/hfR LEADERSHIP TEAM 2013 G2G UPDATE:
presented by Ryan Schroeder
Highlights:
1. G2G Leadership team monthly meetings
2. GOLD awards
1. Investigate training enhancements across departments (E)
Update:
• Police Academy with Woodbury/Shared instructor cost
• PD Training in April with free enrollment for several employees
• Leadership Gold Awards created Sept-Dec/award Jan 2014
2. Create River Oaks Player Development Programs (C)
Update:
' Implemented Free Kids golf (under 17) every day after 6:45PM
' Adults free when with a junior
' U-29 rates (18-29) pay $25 for 18 holes anytime
• Training videos on YouTube
• Speed of Play program; average 7 minute shorter rounds
• Lessons: Ladies Only, Juniors, Couples, Adult
• River Oaks Business Plan completed
3. Increase use of River Oaks through the expansion of web coupons and the
establishment of new golf events (C)
Update:
• Big Cup tourney in October
• Web page specials, weekend foursome, weekday players pass, merchandise
specials with coupon tracking
• Big Cup events for all league members during season
' Ryder Cup event in Sept to coincide with Men's programs
24
Jan uary 25, 2014
City Council/Staff Planning Retreat
• Bad Pants Open (prizes for worst)
• POS system implementation will improve tracking
4. Continue to enhance PSCH building with exterior landscaping, interior lobby
displays and kiosks, fitness facility and PW training room (E/C/O)
Update:
• Design Committee established
• Scouts Display completed
• Fitness Facility completed
' PW Training and conference room furniture acquired
• Fire station minor improvements completed
• PSCH punch list items completed and warranty items all but completed
5. Establish Comprehensive Communications Plan (C/O/E)
�date:
• Communications plan not initiated
• Myriad communications activities grown for events/projects
6. Continue Fire Department Space Needs Study phase II (E/O/C)
Update: Minimal activity in favor of work toward establishment of HERO Center
GOOD TO GREAT - ROUND II
Summary of Meetings and Topics 2013
G2G Meeting Topics Discussed
! Aates'
1/10/13 ' Expectations
• Deparfment focus
' Guiding principals
' G2G oals
2/15/13 ' CC action items
• 2013 G2G goals
' Strength finders
3/26/13 ' Finalize goals
' Level5leadership
' Team Surveys
4/23/13 ' Revisit Goals Worksheet
• Level 5 Leadership
• 5 dysfunctions of Team
5/06/13 • Budget/Funding
CC priorities
2014 plans
6/25/ Budget
Trust - Jennifer
' Team - Level 5
7/23/13 ' Confronting Brutal Facts - survey
• 1 who, then what surveys
' CC involvement
9/10/13 ' Emerging Leaders program - create criteria
' Em lo ee Reco nition surve s
25
January25, 2014
City Council/Staff Planning Retreat
G2G Meeting ' Topics Discussed
Dates
10/8/13 ' Recognition program
Succession lannin
11/12/13 Planning for 2014 CC Planning
' G2G oals u dates for 2013 - review
12/2013 (two meerings) ' Employee Award, recognition program -
selections.
MAINTENANCE STANDARDS FOR COMMERCIAL PROPERTY:
INCLUDING OFF PREMISE SIGNS AND OTHER COMMUNITY AESTHETIC INITIATIVES
Jennifer Levitt presented material prepared by Emily Schmitz (Code Enforcement).
Included was a review of:
A. For Sale/Lease Sign Regulations
B. Commercial Property Enforcement Sweep Review
C. Off Premise and Temporary Sign Enforcement
A. For Sale/Lease Sign Regulations (from Emily's memo)
Backaround - For Sale/Lease Sian Requlations
■ Vacant lots or buildings are sometimes left vacant for some time leading to
advertisement signs for the sale or lease of the building or lot. City code allows for
sign(s) to be posted, without securing a permit, with the requirement that the
sign(s) are no larger than 32 square feet in size and are maintained in an
aesthetically pleasing manner through the duration of the posting. For sale or
lease banner signs are exempt from the sign permit but are required to be posted
on the principle structure. Freestanding signs are permitted as one per street
frontage upon which the property abuts. All for sale and lease signs must be
removed within seven days following the lease or closing of such building or lot.
■ With the sometimes long-term posting of for-sale or lease signs they can become
unappealing throughout the community. Unable to regulate the duration of the
posted advertisement signs, they can become unaesthetic.
Discussion - For Sale/Lease Sign Reaulations
■ Current concerns in regard to the maintenance and duration of posted for-sale
and for-lease signs have been revealed in regard to current for sale/lease signs
throughout the community and the amount of time they have been posted.
Signs, such as the maintenance of the "for lease" sign on 80t" Street, have been
an area of concern with the duration of which it has been posted.
Investigation has been done into peer communities and their requirements pertaining to
for sale and/or lease, including: Woodbury, Burnsville, Apple Valley, Oakdale,
Bloomington, Lakeville, and Maple Grove.
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January25, 2014
City Council/Staff Planning Retreat
A review of those cities' policies was presenting fiin the packet memo. The following
Recommendation For Sale/Lease Siqn Reaulations:
➢ Review and comment on updating/changing of for sale/lease sign requirements
or further research needed of for sale/lease sign requirements.
B. Commercial Property Enforcement Sweep Review (from Emily's memo):
The packet (Emily's memoJ included photographs of properties that were in violation of
city ordinances.
Backaround - Commercial Property Enforcement Sweeb
In the spring/summer of 2013 a sweep of commercial properties throughout the
community was conducted to address and enforce code violations. Violations
addressed inciuded required maintenance of their parking and drive areas, reduction of
window signs, and removal of long grass and weeds in their landscaping. A sweep of our
commercial districts was conducted and notices were sent addressing violations. Within
the 14- days of notice, violations were followed up on by Community Development staff.
The following summaries highlight the response to violation notices.
Discussion - Commercial Properfy Enforcement Swee�
Properties in violation were sent a detailed notice depicting violations at their property.
An overview of properties (depicted in photographs) addressed and their compliance:
� MGM Wine & Spirits : Exceeded 30% allotted window signs
� Mister Car Wash: Banner sign- no permit, not posted on principal structure
� Subway: No for permit banner; More than 30% window signs
� Diversified Manufacturing: Completed exterior
� Midas: No permit banner signs- exceeded 15 days
� Hound A Round: Additional free standing sign
Other properties addressed included:
• Top Ten- exceeded amount of window signs
• Wendy's- sandwich board posted; exceeded amount of window signs
• G-Will Liquors- exceeded amount of window signs
• Shamrock Liquor- exceeded amount of window signs
• Taco Beli- exceeded amount of window signs
• Valvoline - prohibited bandit sign posted
• O' Reilly Auto Parts- exceeded amount of window signs
All commercial properties were brought into compliance after receipt of the first notice.
Multiple properties such as Target, Burger King and Cottage Grove Plaza were in need of
maintenance to their parking areas. Burger King maintained all potholes in their parking
area as well as the entrance; Cottage Grove Plaza seal-coated all problem areas in their
lot; and Target repaired all problem areas and have preliminary plans to resurface entire
lot and entrance in 2014.
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January25, 2014
City Council/Staff Planning Retreat
Recommendation - Commercial Property Enforcement Sweeq:
➢ Review of 2013 commercial sweep results.
➢ Review 2013 commercial sweep activity and consider the following continued
items to address in 2014:
Landscaping
Parking lot/drive condition
Building exterior finish
C. Off Premise and Temporary Sign Enforcement (from Emily's memo):
Backaround - Off Premise and Temporary Sian Enforcement
The City has not consistently enforced off-premise advertising signs. In an efforf to
address all signs equally, the City is proposing to enforce the code requirements. Off-
premise signs create additional distractions for drivers, create safety concerns, pose
additional hazards to pedestrians and motorists and aesthetically, the signs become an
unattractive and unappealing sight within the community. In many cases, the
advertisement is placed within the public right of way, which is not permitted.
City Code Titie 9-8-5F7 prohibits off premise advertising signs with the exemption of the
signs listed in Title 9-8-8 Off Premise Advertising Signs. This list includes special event signs
and temporary signs measuring six (b) square feet or less in area, on Saturday and
Sunday, between the hours of 11 A.M. and 6 P.M., and on Tuesdays between the hours of
10 A.M. and 2 P.M.
City Code Title 9-8-7 ailows for all temporary adverfisement signs in the form of a banner
to be permitted with a secured permit. The sign may not exceed 32 square feet in size,
must be attached only to the principle structure and may only be dispiayed for a
cumulative total of 15 days per calendar year.
Quasi-Public Signs, giving notice of events and activities sponsored by civic, patriotic,
religious or charitable organizations located within Cottage Grove for non-commercial
purposes are permitted. These signs include banners, pennants and flags, but may not
be erected or maintained more than 30 days prior to the date on which the event
advertised is to occur or be conducted and shall be removed within 5 days after the
termination of the event or activity.
Discussion - Off Premise and Temporary Sian Enforcement
Multiple commercial properties, non-profit organizations and other properties, as shown
below, are currently in violation of off premise and temporary sign ordinances:
■ VFW: Banner sign, no permit; Off-premise sign west side of Keats at East Point Douglas
Road
■ United Church of Christ: Off premise sign east side of Keats Ave at 70t" Street
■ Lighthouse Baptist: Banner- No permit; Additional freestanding sign
■ All Saints Lutheran Church: Off premise sign corner of Hadley and Belden
■ White Pines: Off premise sign at corner of East Point Douglas and Hardwood Avenue
■ Mississippi Dunes Golf Course: All off premise signs along Hadley and 103�d Street
■ Bella Nails: Off premise sign- no permit
■ Koch: Banner sign with no permit, not attached to principal structure
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Jan uary 25, 2014
City Council/Staff Planning Retreat
■ McDonalds: Banner signs not attached to principal structure - no permit
■ Culvers: Banner signs not attached to principal structure - no permit
■ Arby's: Temporary bandit sign prohibited
■ EI Sol: Sign required to be removed upon vacancy
■ Blink Bonnie Subs: Sign required to be removed upon vacancy
■ 80�h Street Village Green: For Lease/Rent Sign- Maintenance required
Enforcement of all non-compliant signs would include removal or requirement of
appropriate permits to maintain signage. A no-fee application is required to secure a
permit for use of a temporary sign (temporary banners hung on the principle structure),
which meet all code requirements.
Grand opening and special event signs are permitted no longer than a thirty-day period
and/or permitted through the duration of the special event. A permit is required for
portable reader boards, inflatable devices, balloons and banners for business grand
opening events for no longer than ten days.
For sale or lease signs at lots and buildings are permitted and shall be removed within
seven days following the lease or closing of the property. These signs are required to be
maintained in a proper state of preservation and all display surfaces shall be kept neatly
painted or posted at all times.
Recommendation - Off Premise and Temporary Sian Enforcement
➢ Consider enforcement action to be taken for commercial and non-profit, off-premise
and temporary signs. Corrective action: banners (15 daysJ, signs on posts (May lst
deadline).
➢ Comments and Action by Mayor and Council:
Council aareed to pursue code direction presented by staff in all categories:
• Review and comment on updating/changing of for sale/lease sign
requirements or further research needed of for sale/lease sign
requirements.
• Review of 2013 commercial sweep results.
Review 2013 commercial sweep activity and consider the following
continued items to address in 2014:
• Landscaping
• Parking lot/drive condition
• Building exterior finish
Consider enforcement action to be taken for commercial and non-profit,
off-premise and temporary signs. Corrective action: banners (15 days),
signs on posts (May l st deadline).
2. Mayor Baily comments: If Business is gone, the sign should go down; the Rainbow
Parking lot should be repaved all in one process and we need to upgrade the
aesthetics throughout the business community which would help upgrade future
tenants; need focus on commercial areas and need to cause refurbishment of the
multi-tenant parking lot adjacent to Target.
3. Mayor Baily suggestion: Have Planning Commission make recommendations to
Council regarding signage.
29
Jan uary 25, 2014
City Council/Staff Planning Retreat
4. Councilmember Olsen comments: What do we have in place that we are not
enforcing? Feels like we are not holding commercial owners to a high enough
standard; need to hold ourselves to the same standard; need to address the Hwy 61
corridor.
COUNCIL FIVE- YEAR GOALS, INITIATIVES AfVD TARGETS
Ideas and Areas For Consideration
The Mayor and Councilmembers identified the following initiatives or goals for staff to pursue in
2014 and beyond (where notedJ. The table indicates how and where those items will be
assigned and reported on;
Comments: Update
Initiatives Action — Assignment Action
A. Home Depot Include in "Other Areas of Interest, CD/EDA: Add into redevelopment
redevelopment (MB) CC' goal(s) - 5 year
B. Rental housing (1P) Combine these three under Ryan: Consolidate into 5 year goals
C. Senior housing (JP) "Housing"
D. Additional multi-
family zoning/housing
(MB)
E. Businesses in business See ED Goal #1
park (DT)
F. Businesses in BEC (DT) See ED Goal # 2
G. PW buildingfuture Need more information/discussion Admin: Add to Pubiic Facilities Goal
(DL) (with Fire Station)
H. Setting up monthly Initiative: to be established Ryan will set up.
meetings with
legislators/county
commissioner similar
to SD833 mtgs. (MB)
I. HERO Grant process; Refers to Firing Range discussion; Admin: Add to Public Facilities Goal
what do we need to on-going (with Fire Station and PW Building
do to gain funding? future�
(MB)
J. Continued look at Finance: in 5 year goals
technology
improvements to
improve productivity
(DT)
K. Better understanding On-going action planning CD: involvement/lead
on County City
negotiation on Roads
turn back (MB)
L, Future of K-9 Initiative/Awareness for planning PS:(Craig): will follow up
program; 2-3 years
(MB):
M. Continue low levy Fund Balance: addressed in Vision Finance (Robin), Admin (Ryan): ensure
increase (DT). Statement narrative
N. City wide survey (MB) Consider as Initiative for 2015 Admin: long term plan
O. Arts commission In process for consideration P&R (Zac): add to five year goals
creation & interview
members (JO)
P. Arts: 7 members plus
two youth (MB)
Q. Status of Rush & For consideration - ongoing CD (Jennifer): Add to redevelopment
Majestic properties goals
(DT)
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January 25, 2014
City Council/Staff Planning Retreat
COUNCIL RATIPICATION OF 2014 STRATEGIC PLANNING CALENDAR
City Administrator presented the Council with the concept of again (as was done in 20013J using
the budget adoption process as the primary goal document for the City. Council accepted
calendar.
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Jan uary 25, 2014
City Council/Staff Planning Retreat
BEST OF THE DAY:
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.
Robin: G2G discussion
Craig: IT needs - global review
Zac: G2G and accomplishments; nice to reflect back on what was done
Danette: Amazing to see what has happened over the year
Jen: Accomplishments
Justin: I liked it all; G2G resonates; agree with Ryan that we lack silos; broad
overview of IT; Jennifer raised excellent points on code enforcement;
enjoy this day every year
Derrick: City Attorney info and updates
Jennifer: Good to look at the things on our plate for 2014
Dave: Discussing how we are improving and use of technology while
maintaining stable levy and increasing productivity
Ryan: Kori's presentation; Council affirming that deparfmental accomplishments
were significant
Myron: The neat thing for me - in this fifth year, is to see that the Council and Staff
have worked together to create a vision; we are using G2G to make
improvements; seeing the pride from each staff inember. We are all on
the same page. G2G has changed us.
End of Notes
Prepared By Barbara Strandell
Appendices:
(Sent as separate PDFsJ
A
Kori Land - City Attorney Slide Presentation:
Open Meeting Law, Social Media, Data Practices, Conflicts of Interest and related matters; Kori
Land, City Attorney
B
Cottage Grove Community Development 2013-2014 Project Map
C
Cottage Grove Community Development 2013-2014 Project Key
32
Kori Land's Sides CG 1-25-14
AGENDA
Cottage Grove City Council
Strategic Planning Worl<shop
lanuary 25, 2014
6y
ClryAttarney
CONFLICTS OF WTEREST
MInn.Stat 4 471.87
Conflicts of Interest
• What does that really mean?
—The Council cannot enter Into a contractwhere
one member has a conflict of interest
• Unless:
—The Council mem6er has no ownership in the company
— The Council member is not an officer or a direc[or
—7he Council member does not receive commissions or
bonuses
—The Councll memher wlll not supervise the performance
ofthe contrac[
• Discussion Items
• Conflicts of Interest
• Meetings
• Data Practices Act
• Public Hearings
• Difficult Constituents
• Social Media
Conflicts of Interest
• You cannot have a direct or indirect personal
orfinancial interest in anymaiterupon which
you have the authority to mal<e a decision.
• Any contract made in violation of the conflict
of interest law is void.
Conflicts of Interest
• Example:
—Your family business is the lowest bidder on a City
contract. Can the City enter into the contract?
—Do yau hove an awnership in the company
—Are you an officer or a dfrector
—Do yau receive commissfons or banuses
—Will you supervise the performance af the confract
If the answer is Yes to any of these questions, City cannot
enter into the contrect
Kori Land's Sides CG 1-25-14
Conflicts af Interest
• What about non-contractual actions?
—Zoning decisions
—Removal from office
—Licensing
Conflicts of Interest
�� Example:
• You have a contract to do construction work for
someone seeking a Conditional Use Permit.
Without the CUP, you will not get the work. Can the
Council approve the CUP?
• Yes, but the Council member must:
— Disclose the ronflict
— Not pariicipate in the discussion orYhe vote
— Leave the room
The Gift Law
Local Officials cannot accept i s from
interested persons.
Conflicts of Interest
• Council member with a conflict of interest in non-
contractual actions may be disqualified from voting
but Council may still take action.
• Steps for conflicted Council member in a non-
contractual action:
— Disclose the conflict
— Do not participate in the discussion or the vote
— Leave the room
CONF4Cf50F INTEREST
The Gift
Law:
Minn.Stat. §
471.895
The Gift Law
• Local Official= City or County elected or
appointed officer (broad definition that could
include City employees)
• Gi = Money, personal property, real
property, service, loan, forgiveness of debt
• Interested Person = Anyone living or doing
business in the City who is ar cauld be
impacted by a decision
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Kori Land's Sides CG 1-25-14
The Gift Law
• Exceptions:
— Campaign contri6utions
= Plaque
—Trinket or item costing $5 or less
— food or beverage at a reception or meeting where
the Iocal official is giving a speech or answering
questions
— Gifts between family members
MEETINGS
MEETIN65
Inside the Room
Meetines
The Gift Law
Examnles
• Attendinga neighborhood bar6eque.
➢Bring a dish to share
• Receiving a Christmas basket from a business in town
that you frequently use.
➢Give them one in return
• Receiving an Elected Officiai Discount Coupon forthe
Grand Opening of a new restaurant (unless less than $5
value)
➢Pay fuli price
• Invitation to attend a charity luncheon for free.
➢Malce a presentation, answer questions or pay for
the meal
Open Meeting Law
General Rule (n�rr,r,, srar. 5iso.oi):
All meetings are open to the public
•3lnside the room meetings
❖Outside the room meetings
Open Meeting Law
✓Notice of date, time, location, agenda is
posted
✓If Public Hearing, notice is published in the
paper and for zoning matters, property
owners within 500 feet are mailed notice
✓If Special Meeting, 3 days notice is required
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Kori Land's Sides CG 1-25-14
MEETINGS
Outside the Room
Meetings
Open Meeting Law
• Email
—Too many members involved results in a
quorum;
— Message is received by the group;
—Message contains information related to
official business.
Open Meeting Law
A reporter from the Star Tri6une contacted
the MGSF Asst. Commander asking for his
input on an editorial column she was writing
for the newspaper
The Asst. Commander panicked because the
column was not flattering
Open Meeting Law
"Meeting" (Not defined in the Open Meeting
Law)
Defined in case law:
—A quorum of the body;
—Discusses, decides, or receives information
as a group; and
—Information is related to official business
Open Meeting Law
IPAD Opinion 09-020
• eackground:
Metro Gang Strike Force (MGSFJ was operated by a
laint Powers Board that consisted of 13 Board
members made up of law enforcement agencies
around the metro area (Mpls., St. Paul, Ramsey
County, Henn. County, Brooklyn Park, etc.J with the
goal of addressing increase in gangs and gang
violence
Open Meeting Law
One of the Board mem6er's prepared a press
release to counteract the reporter's article,
which he circulated by email to all of the
Board members, seeking their feedback.
0
Kori Land's Sides CG 1-25-14
Open Meeting Law
7 of the Board mem6ers commented by hitting
"ReplyAll"
There are 13 Board members
Open Meefing Law
"Meefing"
—A quorum of the body
—Discusses, decides, or receives information
as a group; and
—Informafion is related to official business
Open Meeting Law
"[T]he conduct of the Advisory Board
constituted a meeting, which was required to
be public, and as such, is impermissible under
the OML..:'
Open Meeting Law
• Question Presented to IPAD:
Did mem6ers of the Advisory Board for the
Strike Force comply with the Open Meeting
Law when they exchanged certain email
messages relating to the activities of the
Strike Force?
Open Meeting Law
IPAD decided:
—A quorum of the Board expressed an
opinion about the matter (7 of 13
responded)
—The matter was discussed and received by
the group (all were sent the email)
—The matter was characterized as "a matter
of high importance" in the emails (official
business)
Open Meeting Law
Lessanslearned:
Email should be used as follows:
• To receive information from the City (one-way
communication)
or
• Betweeh 2 members of the Council only,
without forwarding or copying other members
of the Council
5
Kori Land's Sides CG 1-25-14
Open Meeting Law
Penalties:
—$30� for each occurrence & attorney's fees
(up ta $13,000)
—Removal fram office far 3 or more
violations
Data Practices Act
• Minn. Stat. Chapter 13
GENERAL RULE:
All data is public unless it fits under an
exception.
Data Practices Act
• All cities are required to have a Responsible
Authority and a Compliance Officer to
administer the Act.
• When someone asks you for data, refer all
people to the Responsible Authority (City
Clerk). DO NOT provide the data yourself.
DATA
PRACTICES
ACT
Minn. Stat Ch. 13
Data Practices Act
Data=All data collected,
created, received,
maintained or
disseminated by the City,
regardless of its physical
form, storage media or
candiHons of use.
Examples....
• DocumenSs
• Audiotapes
• Videotapes
• Computer storage
medie (CDs, external
drives)
• E-mails
• Computer hard-drives
• Text messages
• TwitterAccounts
• Instant Messages
• Cellphonerecords
Data Practices Act
Areas of Caution:
—Property Complainant Data
—Personnel Data
—Law Enforcement Data
�
Kori Land's Sides CG 1-25-14
Data Practices Act
— � Pro e Complalnant Data is protected non-pubiic
atd a
— Personnel Data
• Most personnei data is non-public data and
only avallable to those who needto have
access
• Refer all requests to HR Director
— Law Enforcement Data
• Veryfactually-dependent based on the
information contained in the police reports
• Refer all requests to Police Department
Public Hearings
What Kinds of Matters Require a Public Hearing?
—Most planning applications
—Ordering a public improvement project
—Adopting Assessments
—Liquor licenses
—Other
Public Hearings
• Why is Due Process important?
—14�" Amendment to the US Constitution
—Art.1 Section 7 of the MN Constitution
—Gives people an opportunity to present
their case when a property interest is at
stake
PUBLIC
HEARINGS
Public Hearings
• Why is a Public Hearing Important?
Due Process:
• Notice
• Testimony
• The Record
Public Hearings
Hoyt et. al. v. City of Minneapolis
Planning applications for a mixed use tower and 2
townhouse structures in the Loring Hill
neighborhoad:
• CUPforincreased height
• CUP for increased number of units
• Variance to reduce the side yard setback from
48 ft. to 16 ft.
• Variance to reduce the rear yard setback from
45 ft. to 19 ft.
• Major site plan review
7
Kori Land's Sides CG 1-25-14
Public Hearings
• Planning Commission denied all applications
• Developer appealed to the City Council
• PCs decision was reviewed by the CounciPs
Zoning and Planning Committee (5 Council
members) who recommended denial
• CC upheld the PCs decision to deny the
applications
• Developer sued claiming they were denied
their right to a fair hearing (Due Process)
Public Hearings
"[P]lease do not be spreading the word that I
have made up my mind and am working to
oppose the variance on this project. If the
develaper hears this they will rightfully
question that they didn't get a fair hearing with
me and that i made up my mind prior to the
public hearing."
Public Hearings
Lessons learned:
—You cannot make up your mind prior to the
public hearing (must be open to the
evidence presented at the public hearing)
—You cannot advocate for or against a matter
for which there will be a public hearing
—You must remain an impartial decision-
maker
Public Hearings
At trial, the Developer introduced copies of emails
from one Council member to various constituents,
in which she made the followine statements:
—"I am not supportive of a high-rise"
—"I have already come out against the height
of the projed"
—"1... will cflntinue to represent the many
voices in opposition to the project"
—"I will do my best to advocate against the
appeal in committee"
Public Hearings
What did the District Court decide?
The Council member toalc a position in
opposition to the applicafions and exhi6ited
a closed mind prior to the public hearing.
This was a vioiation of the developer's
federai constitutional right to due process.
SOCIAL https://www.facebaok.com/
MEDIA
The Modern Day
Elected Official
i
Kori Land's Sides CG 1-25-14
Social Media
Dangers of Facebook
—OML violations
—DPA
—Public Hearing violafions
—Promises, admissions made in publicforum
Social Media
Q: What if 1 just want fo agree wiih something
someone else posted on their FB pagel
A: Any response may violate the Open Meeting
Law because you do not Icnow how many ather
Council members are reading the post. One
response is probably not a violation. Two
responses is likely a violation.
Social Media
Q: What if I want to provide information to the
public about what the Council is considering or
whpt we decided? I like to keep the public
informed.
A: You are not the public relations committee.
Social Media
You are vialatin the OML on FB if:
—You are "friends" on FB with a quorum of
City Councii members;
and
—3 of you discuss, post, or opine about
oNicial business that has come or may
come before the Council for a decision
Social Media
You might be violatins a public hearing process:
—Due Process requires that you have not
made up your mind prior to a hearing
—You cannot advocate for a position prior to
a hearing
—You must remain an impartial decision-
maker
Social Media
• Reasons not to be the first to announce
information to the public:
—You might be wrong (or not exactly right)
— If the matter is pending, you cannot speak on
beha�f of the Council. (i.e. "Don't worry. Your
application will be a slam dunl<.")
As one member, you have no power.
Together, you have all the power.
�
Kori Land's Sides CG 1-25-14
Social Media
More Reasons not to be the first to announce
information to the public:
—Plans change
—It might not 6e "public" yet and the
announcement might be harmful to
negotiations
DIFFICULT
CONSTITUENTS
Difficult Constituents
Problem properties
o Vacant Buildings
o Weeds
o Trash
o Excess vehicles
o Junk
Social Media
Evervthin� you post on FB is subject to the DPA
— OML violations
— Admissions of "mistakes" by City or Staff
— Promises to "fix" situations
—Advocating for or against a pending application
• Everything you say can and will be used
against you in a court of law
Difficult Consfituents
G.
. �
Nuisances
o Animals
o Noise
o Odars
o Snowplowing
Difficult Constituents
Street
Improvements
Street
Assessments
Public Facilities
(Ice Arena, Public
Pool, Parks)
10
Kori Land's Sides CG 1-25-14
Difficult Constituents
How to Address the Public's Concerns
1. Is this a public or a private problem?
• If private, then not a City problem (trees,
boundary lines)
• If public, go to #2
Difficult Constituents
General Rules:
➢City Administrator is the default depository
for ali complaints.
➢Do not try to soive the problem yourself.
➢There are two sides to every story.
➢Sometimes people are just nosy but don't
really need to know (i.e. "Why were there 2
squad cars at that business Iast night?")
➢You don't wear a cape
Difficult Constituents
2. Identi the area of concern by department
• Public Safety (criminal, traffic, fire, EMS)
• Public Works (streets, sidewalks, sewer/water)
• Community Development (neighborhood, land use,
planning applications, building permits)
• Economic Development (business)
• Finance (assessments)
• Parks & Rec. (Ice Arena, basketball hoops, softball)
3. Refer them to them to the appropriate Dept. or
City Administrator
11
2014 Project Summary of Community Development Projects
Provided by Jennifer LevitF
Key to Map of City of Cottage Grove with projects indicated by number.
Map is also found in the appendices to this report.
1. SWWD - Clear Channel Project
2. "Walden Woods"
• Meridan Land Company looked at in Sept. 2013.
• Pulte Homes working with landowners (Nov. 2013). Pulte proceeding with preparing
development plans.
3. Summerhill Crossing
• Mike Rygh - Senior Housing project.
• 3 RFP respondents.
• Similar Site Design.
4. Bothe Property
• Lennar Homes.
• Concept Plan application received on January 17, 2014 - Planning Commission meeting
on February 24, 2014.
• 141 acres in Cottage Grove and 20 acres in Woodbury. 203 lots for detached single-
family lots (129 lots with 70 ft. widths and 173 lots with 80 ft. widths in Cottage Grove.
• Ravine Parkway transition with 65th Street and easterly alignment.
• Sunny Hill Park expansion.
• Inwood Avenue between 65fh and Military Road?
• Vacate portion of 65th Street?
5. Wolterstorff
• 133 unit detached single-family residential development proposed (69.3 acres).
• Ryland Homes continue to negotiate land price with David Wolterstorff.
• Bedrock issues.
• Pond area required to be dedicated to the City for pubiic park purposes. Land
dedication will exceed minimum land dedication requirements and therefore some cash
payment from the city might be necessary.
6. McHattie Farms
• Property for sale.
• Proposed low density residential development.
• 100 acres.
7. Cayden Glen
• 92 lots for detached single-family development.
• Newland in the process of obtaining bid quotes. Grading will begin early Spring 2014.
• Newland is working with Lennar Homes, but no contract has yet been signed.
8. Eastridge Woods Second Addition
• D. R. Horton filed a final plat application to develop their second phase (northwest
corner of their development pian).
1
2014 Project Summary of Community Development Projects
Provided by Jennifer LevitF
• Possibly 35-36 lots for detached single-family houses.
• Council approval February 2014.
9. Eastridge Woods Phase III
• Phase III of the approved Preliminary Plat.
• Possibly 39 lots for detached single-family houses.
10. Eastridge Woods- SWWD
• D. R. Horton is interested in acquiring land owned by South Washington Watershed
District.
• Military Road cityjurisdiction and future roadway abandonment (future trail corridor).
• Joliet Avenue R/W dedicated.
• Ravine Parkway right-of-way dedication.
• Possibly 18 lots for detached single-family houses.
11. Butt Event Center
12. HRA Woodlands
13. Kok Funeral Home
• Addition as approved by Council in 2013.
• Proposing some of remaining exterior materials to remain.
14. BEC
• 18,800 projected leasable.
• 7420 SF anticipated under contract by March.
15. Home Depot
• Two parties attempting to bring under contract.
• HD attempting to resolve REA issues ahead of new Buyer and with EBL8�S.
16. Goodwill
• Redevelop site for the new construction of a 19,387 square foot one-story retail building
with 75 off-street parking spaces.
17. Rappaport
• Chipoltle's and Noodles & Company's architects are preparing remodeling plans for
bids.
• Rappaport has completed their bid packages for remodeling the exterior and site
improvements.
• Target date for business opening is May 2014.
18. Everwood 4tn
• Mike Rygh - developer
• 10 detached single-family houses.
• Last phase in subdivision.
• Directional boring utilities to Hardwood Avenue.
2
2014 Project Summary of Community Development Projects
Provided by Jennifer LevitF
19. Oak Cove
• 12 lot detached single-family houses.
• Meridian Land Company.
• Preliminary and final plat applications have not yet been received.
• Will be reviewed and approved by PC & CC.
• City park to be developed - Camel's Hump .
20. G-Will
• Preliminary plat creating two commercial lots.
• A retail building (off-sale liquor store) under construction (13,000 sq. ft.).
• Parcel size is 1.67 acres.
21. Swanland - 160 acres
• Appraiser preparing appraisal for Swanland's. Appraiser could not recall the buyer's
name.
• Developer interested in developing property for low density residential lots.
• Right-of-way dedication and construction of north one-half of 95th Street.
• Hadley Avenue roadway improvements.
22. Zyweic (Future Mississippi Dunes Estates - Single-family Phases)
• Meridian Land Company completed the fourth phase of Mississippi Dunes Estates which
consisted of 29 lots for detached single-family homes.
• Six new houses under construction by Capstone Homes, Inc.
• Meridian Land Company unable to make an agreement with Richard Zywiec to
continue developing the remaining 44 lots.
23. Mississippi Dunes Habitat
• Four unit townhouse constructed in 2013.
� Four unit townhouse proposed to be constructed in 2014.
24. Business Park
• Market Comparison.
• Spec Building Design exists.
• 3.5 acre parcel under ownership.
• Propose to Greater MSP clients.
• Contractor attendance at future meeting anticipated.
25. Jamaica Square
• Broker wants to eliminate six parking spaces on west side of building for a drive-up
window for a sandwich/coffee shop. Site challenged by parking for food or alcohol on-
site sales.
26. Burger King
• Exterior remodel.
• Corporate branding shift.
• Construction materials meet ordinance criteria.
• Parking lot refurbishing.
3
2014 Project Summary of Community Development Projects
Provided by Jennifer LevitF
27. Office Max
• Office Depot bought Office Max.
• Property for sale; tenant to remain.
28. Taco Bell
• Exterior and interior remodeling proposed. Parking lot resurfacing.
29. Target
• Parking lot engineering study and reconstruction.
30. CG Auto Property
• $100,000 cost estimate for DPS tenancy.
• Other short term options under review.
31. Walmart
• On schedule March 2014.
• Review of lighting plan.
32. HERO Center
• WOLD conducting elevations by February.
• LOI exists with IHCC.
• Anticipate LOI with Regions by February.
• Bonding request presented to MN House.
• Bonding request scheduled for MN Senate.
• Project absent from Governor's recommendation.
33. Lehigh Acres -123 acres/39 estate lots
• Tom Evanson- Gonyea Land.
• Developer interested in "grading" the site to remove sand (silica?). Haul sand to
Woodbury for processing.
• Re-plat the 39 lots as originally approved.
• Community system for sanitary sewer treatment and maybe water distribution system.
• 100t" Street and Lehigh Avenue roadway improvements.
34. River Oaks
• Outdoor Wedding Venue Landscaping post frost.
• Carpeting in February.
• New wedding tables/chairs on order.
• New POS system.
• Brides Cottage and Storage under review.
• WEB upgrades under development.
• Health Dept. Bar Upgrades being quoted.
35. Mississippi Dunes Links - Dr. Doebler
• Outdoor amphitheater, three high-rise residential structures, campgrounds, public and
private roads, and bus parking lots.
4
2014 Project Summary of Community Development Projects
Provided by Jennifer Levilt
Comprehensive Plan amendment - Comprehensive Plan shows the property as a
Transitional Planning Area. Master plan for development must be prepared.
Residential use under the Transitionai Planning Area is a minimum of 20 acres.
�Outside the Urban Service Area.
36. Aggregate Industries
• Temporary concrete bridge section production plant.
• 100' X 600' temporary pole structure.
• New barge loading area.
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drill in 2014
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)iscussed various options for Water Tower
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)e�elop p:lan for 2014 computer replacem
gouernrnent with approval le�els
functioning. Need to :evaluate next
department roll.out :
�ject
Nritten proposals for replacement
�omputers and laptops received. Council
�pproved Feb 5, 2014. Equipmen:t ordered
)e�elop plan for 2014 computer
�eplacement project
�lement electronic Purchase Orders, Time
�ets
=lectronic PO's for public safety �t general
_ _
_ _
• ESS (employee self service) for timesheets
: and benefit information ready for demo
from Tyler in Feb. 2014
•Assist Public Safety with implernentation of
new Records system and connecti�ity
. enhancements (Fire Station 2, WI-FI in
ambulances)
• Connectivity enhancements done 1st :
quarter 2013
• New Re:cords system still under delay. New
date Ju.ly 2014