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Home My WebLink About2015-03-04 PACKET 04.C. REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # DATE 3/4/2015 , e PREPARED BY: Administration Ryan Schroeder ORIGINATING DEPARTMENT DEPARTMENT HEAD ***********************�**************�:��****** COUNCIL ACTION REQUEST Receive 2015 Strategic Planning Report. STAFF RECOMMENDATION Approve the request. SUPPORTING DOCUMENTS ❑ MEMO/LETTER: ❑ RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: � OTHER: 2015 Strategic Planning Report. ADMINISTRATORS COMMENTS � x.� �-�_ � City Administrator Date *************��*****�*************�**********�** �X\ `x� January 24, 2015 City Council/Staff Planning Retreat City of Cottage Grove City Council Planning Retreat 8:00 AM - 4:30 PM January24, 2014 The annual planning retreat was held in the St. Croix Meeting Room, Cottage Grove City Hall. Attendees included Mayor Myron Bailey, City Council members: Dave Thiede, Steve Dennis, Jen Peterson and Justin Olsen. Staff present were: Les Burshten, Public Works Director; Craig Woolery, Public Safety Director; Robin Roland, Finance Director; Danette Parr, Economic Development Director; Zac Dockter, Parks and Recreation Director; Jennifer Levitt, City Engineer and Director of Community Development; and Ryan Schroeder, City Administrator. Barbara K. Strandell was the facilitator. PRIORITIES FOR CITY (CC AND STAFF) FOR 2015 Voted on and Ranked at 2015 Planning Retreat Ranked The City Council voted on the following priority projects or initiatives for the City for 2015. Note that the top two were tied for first place and the next three were tied for third place. Project or Ir�itiative #1 Housing RFP (5) # 1 Home Depot - pursue and get more information (5) #3 Mains vs. neighborhood - pavement projects (3) #3 Highway 61 - pursue state assistance, etc. (3) #3 Fire Station - space needs/studies (3) #6 Signs - civic (2) #6 Review Economic Development - staffing/program (2) AGEId DA Ryan Schroeder, City Administrator, distributed a digital agenda and packet* for the meeting to attendees several days before the retreat. IPads were available to councilmembers en lieu of a paper packet. Below is the topical Agenda: A. 2014 Outcomes & Accomplishments a. Department 5-Goal Updates b. Continuous Improvement Initiative c. Budget Planning d. Development and Infrastructure Impacts e. Sustainability B. 2016-2017 CouncilStrategic Planning Initiatives: a. Development/Commercial Development b. Business Park c. BEC C. Public Facilities a. Infrastructure Improvements b. Programming c. Funding Housing Growth and Diversification D. Highwaybl Corridor Improvements E. Future Discussion Topics F. Council Consensus On Top Priorities * Complete Packets can be found on the City of Cottage Grove Website. 1 f�1► �'`�� January25, 2014 City Council/Staff Planning Retreat 2014 HIGHLIGHTEQ A��OMPLISHMENTS FOR THE �ITY OF COTTAGE GROVE At the beginning of the planning workshop, each attendee identified the following as the City's top accomplishments-what each person was most proud of, from 2014: Mayor Bailey: LeafLine Labs and how the Council and Staff worked to make it happen. ICSC starting to pay off Council Member Petersen: Future of Hero Center work Council Member Dennis: Winning the November election; 293 days of campaigning Council Member Thiede: Uptick in development; goals, balanced scorecard reporting Council Member Olsen: LeafLine Labs locating in Cottage Grove Les Burshten: Design/build approach to projects e.g. water tower Robin Roland: LeafLine Labs as team builder for staff Craig Woolery: Continuous improvement efforts with duty crew transition; increased FD calls and improved response times Zac Dockter: Land Management Practices for our public land - great progress made Danette Parr: Foundation for job creation Ryan Schroeder: LeafLine Labs Project; labor contracts negotiated through 2017 Jennifer Levilt The completion of 70th Street and Meadow Grass traffic signal on behalf of Washington County in an expedited manner. MISSION AND VISION Ryan Schroeder presented the City's Mission and Vision. Discussion followed, with a presentation of a balanced score sheet and GAP analysis by Council Member Theide. Citv Council Mission: Provide excellence in the delivery of public services to community residents, businesses and owners of property City Council Vision: • An accessiblecommunity with an appreciation for our environment, trees, hills, ravines, landscapes and river including quality park, c,�and open space areas •A good place to raise a family through its life cycle who are proud of their community of well - maintained neighborhoods and property •To create and maintain a base of strong businesses that complement and eng�ge with the community and provide jobs for the City and surrounding area •A fiscally responsible, engaged government with well maintained infrastructure, access to quality inter- and intra-community transportation and transit and safe residential and commercial neighborhoods and public spaces 2 �X\ `x� January 24, 2015 City Council/Staff Planning Retreat 2014 IdOTABLE PROJECTS ADDRESSED BY THE CITY CC�UIdCIL The following information was presented to the council and staff prior to the meeting— In the packet. A discussion ensued on how much was achieved in 2014. Everyone at the table seemed to agree that a lot of work was accomplished. Councilmember Theide suggested that on item #9 — regarding the HERO center, we make sure that the county owns some of it. Improvemer�ts to Land 1. LeafLine Labs LLC �"3 months of research on issues/mitigation �"3 months of collaboration with applicant toward State registration �"Purchased 23.87 acres for $1,715,632; sold 21.836 acres for $3,119,331; retained 2.034 acre outlot for storm ponding 2.2014 Pavement Manaqement Project � Impacted 549 homes; total project cost of $2.5 million with minimal disruption 3.70�h and Meadowqrass Siqnalization �"County project but run by City to address myriad community concerns 4.Siqnificant ParkSystem Improvements �"Includes Bell Helmet funded West Draw Bike Park � "Includes Cedarhurst Meadows concept park �"Includes initiating development of Camel's Hump Park �"Includes completion of phase one of Sunnyhill Park �"Includes River Oaks Scenic Overlook Grant Program and Improvements �"Includes myriad upgrades to River Oaks Golf Course 5.SiqnificantSubdivision/Housinq Development �"Includes two phases of East Ridge Woods by D.R. Horton � "Includes Cayden Glen by Newland/Lennar �"Includes Everwood 4th Addition by Custom One Homes �"Includes Oak Cove by Meridian Land �"Includes Concept approval of Bothe 302 Lots and Riverstone 383 Lots �"Includes Approval of 86 Unit Summerhill Sr. Housing Project �"Includes Substantial Renovation of HRA Woodlands Apartments 6. Facilitated a number of business additions to the Community �"KCR Development agreement resulted in AT&T, Noodles, and Chipotle �"Old Thyme Fudge, Goodwill, American Donor, My Dog Spot, American Nursing Institute, Famous Dave's, G-Will Liquorswere new business locations �"Kok, Burger King, Taco Bell, Manufacturing Solutions, Target, Hope Glen, John P. Furber Banquet Center, Renewal by Andersen, Aggregate Industries, 61 Marine and Sports remodeled or expanded �"Park Place Storage approved in December for 2015 Construction 7. Received Fundinq Allocation to HERO Center ($1.46 million) �"Collaborative with IHCC, Regions, Woodbury, and Cottage Grove 8.Gained approval of SWW D prolects and land exchanqe � "SWWD began Clear Channel Project �"SWWD Board approved contribution of East Ravine Land to City 9.Initiated Work on several 2015/16 Infrastructure/Facility Prolects �"Includes Joint County improvement to Jamaica Ave north of 7p � "Includes 2015 Pavement Management Project �"Includes pending 9.2 acre land transfer for HERO Center �"Includes $3.3 million improvements to Ravine Park �"Includes 70 Stre�et Safety and Management Enhancements by 2017 3 ��l\ `x� January25, 2014 City Council/Staff Planning Retreat Policy ancJ Operational Initiatives at Council Table 1. Creation of Arts Commission 2. Establishment of Park Improvement Fund 3. Myriad Community Events, Contests and Award Programs 4. Joint Service Agreements: �"Washington County Water Supply Intergovernmental Agreement �"DNR North/ East Metro Groundwater Management Area Study �"Multi-City Sweeping, striping, crack-filling, marking project � "Service contracts for Inspections/code enforcement � "Woodhaven water service agreement (Woodbury) 5. Initiated WaterTower Coating Design/Build process 6. Clean Audit Report, CAFR Award, 2015/16 Budget and 2015-19 CIP 7. Approved 3-year labor agreements with Police Federation, Public Works 49 and Fire; 2- year approval for Fire POC; 1-year Council approvals for PT, Exempt and Fire Relief guarantee 8. Ramped upCommercial Landscape Review 9. Completed 3M Ambient Air Monitoring Project CAPITAL IMPROVEMENT PRIORITIES Discussion took place around the progress made regarding capital improvement projects and priorities. Ryan Schroeder lead the discussion, providing the Council with an update to the priorities established at the City Council workshop on March 23, 2013. The colored highlights indicate the various project categories. The chart below shows the capital improvements categorized in the following manner: Local mandates, priority program, and desired program and not prioritized with the rating over 180. Subset projects under these general categories include: • Pavement management • Water system • Parks • City facilities • Roadway upgrades • C/I development The Council agreed that headway has been made on these projects and they appreciated the update. The Mayor suggested that we talk to the City of Woodbury regarding water treatment on site at 3M. He said, "to treat it at the campus and dump it in the river does not make sense to me". Councilmember Olsen asked when would the Council have a workshop of this type again? City administrator Schrader indicated that it was good to present this update at this time, especially in light of having a new member on the council. � ACTION ITEM: Schedule another Council workshop in 2015 to assess/establish priorities for capital improvements. Primary task would be to upgrade and expand upon the report and discussed herein. 4 �X\ `x� January 24, 2015 City Council/Staff Planning Retreat Capital Improvement Priorities 2013 - Update Caprtal Improvcmm�s Prioritizalfon Clty Cow�cll Workshop 31'23f2073 , � �.i �r...a�. ... 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Puc'�:i[rtl wLLtt !i.a�.iU uve� _.GG ll�dlrr 6� to IAboAxrY 2�0 � 1�p�ds EPD P1�as� 2 2�6 Tw-p C�peteE 201� r :.:+opi*.tia Dependen� Na�cv;,�d Str.^ct Lqnls 5�I �Ctt _. h Streel Llghfs Co�rDMled 2UU 96hEWrrwnCOSPP 19)faoadwayUpgad�s �-n�opnt.rlDeprtrdenl 2012 RESIDENTS SURVEY COMPARED TO 2008 RESIDENT SURVEY (Full survey results can be found in archive of documents for the City Council Meeting (this planningretreatJ on 1/24/ISJ Overview: • Both completed by Decision Resources Inc. • 2012 was a limited scope survey • The survey will conducted again in 2016 Note: not all-inclusive - some low percentile answers dropped off 5 ��l\ `x� January25, 2014 City Council/Staff Planning Retreat Discussion: Councilmember Olsen commented about question #40 (principle source of communication about the city). He was interested in knowing how we were doing with the communication plan and anticipated that those numbers will be quite different in the 2016 survey. City Administrator Schroeder commented that Sharon Madsen, the communications manager for the City, published the City's annual report and it looks great. It shows that there has been an improvement in communication with residents. Mr. Schroeder also commented that Sharon comes to the senior staff ineetings after each City Council meeting and relays positive messaging efforts. As the Council might remember the City has shifted to finding interesting people and telling their stories in a positive manner, and it seems to have paid off. Councilmember Theide commented about columns not adding up to 100%. City Administrator Schroeder indicated that the small percentage is missing, N/A or too minuscule to count. Councilmember Olsen suggested that the city staff use a Twitter account to promote the golf course. Finance director Robin Roland indicated that Cottage Grove is still sorting through its policies and issues regarding the use of social media (including Twitter and Facebook). � ACTION ITEM: Insert "N/A" in the future survey reports when the columns do not add up to 100%. FIVE-YEAR GOALS UPDATE - YEAR 2 Department Head Presentations Using a"scorecard" approach, each department presented the second-year update of his/her five-year goals. The format includes "Impacts" in the Customer, Employee and Operational areas, and states the objectives, measure, target, initiatives and status or accomplishment. This format follows a suggestion made by Councilmember Theide at a previous Planning Retreat. Without going into detail, each Department leader indicated the areas of his/her plan that are most significant. Administration and HR Ryan Schroeder Highlight of Administration Area: • Communication Goal - by hiring Sharon Madsen (as Communications Manager) and creating a communication plan, The City has experienced greater visibility for a positive messaging and increased pick up of press releases. Highlights of HR Area: 1. Increase in Training and Recognition efforts: the Gold program was initiated in 2014 - It recognizes leadership development. The second-year selection of employees to be recognized occurred a couple weeks ago. This program has met with great enthusiasm by the leadership team. 6 /X\ `x� January 24, 2015 City Council/Staff Planning Retreat 2. Hiring Process: we feel that we have made great improvements in the hiring process; we have streamlined the processes and engaged employees on many levels. Joe Fishbach should be recognized for the efforts in this area. 3. Continuous Improvement: after three years of focusing on the "good to great" program, we have transitioned our efforts into what we call continuous improvement. The leadership team has created new standards for efficiency, employee recognition and leadership development. Departmental Five Year Goals Scorecard Administration Objective Measure Target Initiatives Accomplishment Customer Impacts 1. Increase CG Press Releases � Communications Awareness Picked Up 5 Stories/month Positive Messaging Target met Ballot 2. Elections 0% Errors rejections 0 Errors Training 0 Errors 100% 3. Licensing Satisfaction Complaints 0 Complaints Early Notification 0 Complaints Employee Impacts Customer Centric Increases below 1. HR Program Program ER/EE cost median Committee Involvement At median Operational Impacts 1. River Oaks Achieve Break Year End Bus. Improved but not Cash Flow Even Operation Operating At $0 or Better Plan/Remodel/POS/Mrktg met Premium Minimize ER increase below 2. HR Program impacts Cost to ER 20% Plan Review Premium @ 11% Budget toward 3. Fund Capacity Fund Balance Reduce overall Reduce gap by 2015 Budget Building Targets Gap to Targets $100,000 Target adoption by Council Item Discussion HR and Admin Councilmember Olsen asked about the percent of completed performance reviews for all employees in the City. The City Administrator said we don't have those numbers at hand, but will get that information out. � ACTION ITEM: Provide Councilmember Olsen with information regarding status of performance reviews conducted. Front line supervisors: Councilmember Olsen questioned if the City has on-going training and development (how to give discipline, etc.) for all supervisors? He also asked what the City has done to ensure that employees can perform adequately as supervisors. Specifically, he referenced the two new sergeants who were recently appointed to their positions. Craig Woolery responded by reviewing the "body to boss" program that is part of the Police Department's training program. Additionally, Chief Woolery mentioned that new sergeants are sent to Camp Ripley for staff and command training. He agreed that the City should invest more in this type of training for new supervisors. � ACTION ITEM: Department Heads - identify needs for front-line supervisory training. � ��l\ `x� January25, 2014 City Council/Staff Planning Retreat Finance Robin Roland Highlights from Finance: 1. Toward our five-year goal, we are making headway on automating payroll and time sheets. Still have always to go. 2. Point of sale (POS): initiated POS at the Ice Arena and the Golf Course. It has proven to be very efficient. Departmental Five Year Goals Scorecard � Finance Objective Measure Target Initiatives Accomplishment Customer Impacts Online Utility billing/credit Respond to card pmts; Online Utility customer/resident Accepting billing/credit demand. Improve percentage of credit card card pmts; cash flow. Reduce utility payments payments for Accepting credit online UB NSF checks & made by credit other city fees; card payments implemented. 9% Offer a variety of delinquent utility card; reduction 10% or greater for other city of all UB payments payment options accounts of fees paid of all payments fees by CrCd. Employee Impacts Employees should be able to log into Software computer system to implemented. submittheirtime Employees Online/electronic worked for payroll trained. employee and to view payroll Successfully timesheets & and benefit process payroll Waiting on delivery of benefit information on 100% of from online Software Provider information demand employees timesheet entry. (Tyler) Operational Impacts Quarterly reporting to City Council. On demand reports Train Provide budget to available to department actual information to departments staff on Tyler departments so they with software software. can effectively access; finance Produce monitor operations generated quarterly Accurate & timely and stay within reports if reports for financial reports budgeted amounts. requested. Council agendas. $ amount of paymts. made by EFT compared to Invoices total payments received by e- made. Does not mail & routed to Reduce payments by include payroll departments by paper check. Improve ACH payments A/P. Contractors Pay more than 85% efficiency of or Debt service 85% ofvendor paid with wire of vendor invoices operations. Control payments made payments by transfers if 2013 - 8% by EFT cash flow. by wire. EFT requested. 2014 - 10% 8 �X\ `x� January 24, 2015 City Council/Staff Planning Retreat IT Robin Roland Highlights of IT: 1. All operating systems and computers have been upgraded 2. We are migrating to Smart phones and devices. Departmental Five Year Goals Scorecard � IT Accomplishm Objective Measure Target Initiatives ent Employee Impacts all computers replaced in 2014. current Access to version of Replace all operating Manage Hardware PC's/laptops on technology systems, options for the a 3 year resources outlook e-mail most cost effective rotation to Ease of use necessary Evaluate best and phone and functional assure all users between for efficient option for each systems. presentation of on same departments/divisio performanc different operation Consistent services across software/operati ns. Clear e ofjob (desktop, laptop, across all departments ng systems. communications. functions. tablet etc.) users. O perational I m pacts all computers Replace replaced in PC's/laptops on Processing 2014. current a 3 year speed version of rotation to highest operating Manage Hardware assure all users possible for systems, options for the on same operations. Hardware updates. outlook e-mail most cost effective software/operati Ease of use 'Downtime' Evaluate best and phone and functionai ng between reduced. option for each systems. presentation of systems. Repla departments/divisio Maintain different operation Consistent services across ce servers on 5 ns. Clear safety/secur (desktop, laptop, across all departments year rotation. communications. ity of data. tablet etc.) users. Evaluate Integrate as many applications for software integration/duplicat applications as Reduce ion of information. possible to Optimize Right software at duplication Encourage provide number of right price to of effort. simplification seamless/transpar software accomplish Eliminate (single ent presentation of applications required redundant entry/multiple data. supported. operations. data entry. output). Discussion Finance and IT: Councilmember Theide commented that the GAP Analysis has come in great— it has given the structure to the planning process across departments. 9 ��l\ `x� January25, 2014 City Council/Staff Planning Retreat Economic Development Danette Par Highlights of Economic Development Area: 1. Business Park: Cottage Grove was able to bring in new tenants who compared us with others, looking at cost parameters and services provided. In all cases, we won! Departmental Five Year Goals Scorecard Economic Development Objective Measure Target Initiatives Accomplishment Customer Impacts Assist to increase business park 300,OOOSF Outreach expansion and Square of efforts/relationship 41,500 sq ft of approved 1. Business Park development footages additional building expansion in 2014 Upper level office - 52% Lease to quality rented, lower level office- tenants and 38% rented, lower level maintain quality Vacancy Continued production space yet to be 2. BEC growth rate/tenants growth Increased marketing rented (5,227 sq ft) Achieve and 15%vacancy in maintain commercial/office. Redevelo 3. Retail/Office retail/office 5- pment of Rainbow/HD gets Vacancy vacancy of 5-7% Vacancy rate 7% vacancy Increased marketing us to 7% Status of ICSC and I 4. Shoppes at Realize development - Developers retailer/developer Cottage View development % developed and retailers outreach Continue to pursue Gain approval of Land Continued a development owners, communication with Continue to monitor and will 5. West Pt Douglas plan for Wt Pt developers, brokers, land owners, pursue further- land owner (80th-Jamaica) Douglas Status of plan MNDOT and MNDOT dependent Stories picked up in the media or outlets that information is distributed through as well as posting Make people jobs available Citizens, aware ofjobs, at CG retailers, business businesses potential creation, (retail/office/a businesses, Achieved and will continue 6. Communication development, etc nd industrial) developers Increased to pursue even further 10 �X\ `x� January 24, 2015 City Council/Staff Planning Retreat Community Development Jennifer Levitt Highlights - Planning and CD: 1. Achieved our sign ordinance goal. 2. Have expedited the way in which we are getting our projects completed. 3. Design and construction - pavement management and code enforcement - made changes from last year. 4. Inspections are working hard to keep up with the workload. 5. In our sustainability and environmental friendly community area: Werner Electric was our first award. Discussion Community Development: The Council was interested in hearing more about the Green City achievement. Ms. Levitt indicated that there are nine steps to achieving Green city status. Cottage Grove is currently at step/level 2. There are three more initiatives left for Cottage Grove to achieve step three. Councilmember Theide suggested a gap analysis be done. � ACTION ITEMS: Mayor Bailey: 1. 3M's violations: He noticed that there was another violation, and suggested that we ask 3M to give the City a heads-up on what is going on. Better for communications. 2. Code enforcement: He mentioned that he thought the City has been doing a good job. But, sometimes small businesses feel they are being "picked on", and we let the bigger companies slide. If you need help from the City Council on enforcement, let us know. Departmental Five Year Goals Scorecard Community Development Objective Measure Target Initiatives Customer Impacts Dev Consistant w/Comp Plan & Increased Quality Code Rev/Tech Planning Services Policies building permits Developments Review/Training Design and Increased In-House Construction Cost Effective/Long- CIP/Estimate vs Eng Service Engineering/Water Services Term Planing/Safety Actual Contract 18%/Project Conservation Plan Improve Code Enforcement Neighborhood Health, Code Compliant Average 90 Site Landscape/Code Activities Safety, Value Properties Inspection/Month Changes/Proactive/Education Building Inspection Safe Structures for 3 Day Plan Review and Plan Review Public w/Great No structure Response & Same Services Costumer Service failures Day Inspections Training for Licensing � Employee Impacts Professional & Uniform Base Training/File Structure/County Mapping Services Accurate Mapping 0% Errors Mapping Data Import Operational Impacts Sustainable and Environmentally Achieve Green Step 3 Environmental Commission Friendly Community City 2 Initiatives/Year Green Step 3 City Work plan Emergency Well Coordinated Efficient Response Management Active Partnerw/PS EOC to Event TableTop Exercises/Training 11 ��l\ `x� January25, 2014 City Council/Staff Planning Retreat Parks and Recreation Zac Dockter Highlights in Parks and Recreation: 1. Land management has been a highlight in 2014: we have received grants, and the Forester is doing great work. 2. On the play side, our facilities have been upgraded, indoor turf is on order and we are happy with the inclusive playground project status. 3. We have made great improvements in staff training. Qepartmental Five Year Goals Scorecard Parl<s and Recreation Objective Measure Target Initiatives Accomplishment Customer Impacts 1. Policy Create and Fully integrate Training of all Accomplished promote facility employees policies that management Have all employees improve park and point of trained on program user sale at Ice to maximize experience Arena functionality Create and Accomplished implement Create plan with Athletic Facility stakeholders and Y Improvements get approval from � Plan Commission/Council Amend Public Amend PLI Accomplished Landscapes Initiative to meet current needs Increase Reduce ash Increase quantity of Accomplished diversification population by 3% planted species types of urban forest and diversify with multiple species Improve public Improve More engagement with Improved-multiple outreach to communication Council, Commissions, presentations, meetings and residents methods and residents and media more from Forester regarding deliveries urban forest management 2. Create and Commemorate Fill program to Improved marketing Improved but not filled to Programs/Events promote Safety Camp capacity capacity programs to 20th improve Anniversary health, well- being and vitality of community. Develop 3-5 Create plan with Create plan agreeable Accomplished year youth stakeholders to both participants, lacrosse City and CGAA program plan Continue and Increase volunteer Volunteer Rangers, Accomplished-3 additional enhance opportunities in brush hauling events, events in 14 volunteer Parks and seed gathering, Arbor programs Recreation Day, etc. i functions 12 /X\ `x� January 24, 2015 City Council/Staff Planning Retreat 3. Facilities Create and Create and Implement a task Locate, design and Accomplished promote inclusive force to champion develop financing plan places that playground for the inclusive enable active the community playground project living for a healthier and more active community. Create two Open Cedarhurst Manage construction East Park is 70% complete, new parks in Meadows Parks - projects west park is 15% complete Upper East East and West Ravine Neighborhoods Create active Construct parking Manage construction Park is 50% complete park within lot, trails, viewing project Gateway North galleries and � Open Space signage for Camel's Hump area 4. Land Improve land Successfully Complete all phases Spray schedule, Spraying/fertilizing Management management implement turf of turf management fertilizing schedule, top accomplished. Seeding is practices management program including dress/overseed, irrigate improving. program spraying, fertilizing, seeding, etc. Seek grant Native habitat Apply for grants for Approved grants for GNOS, funding for restoration in areas restoration projects and RO Overlook. HV grant park native such as GNOS, River complete projects pending. habitat Oaks overlook, restoration Hidden Valley. projects Improved Assure all trees Map plan, implement Map developed, synched management trimmed properly into PM, improve with PM, quality of 5-year every five years for contractor improvements boulevard tree tree health, right of communication, trimming plan way safety and improve in-house aesthetics. trimming. Landscape Landscape Kingston Plant aesthetically Accomplished Kingston Park Park to beautify pleasing gardens with Entrances entrances and rain/rock gardens to manage stormwater manage parking lot runoff water runoff Develop Develop plan that Develop easy to Not Accomplished Landscaping clearly outlines understand plan for all Maintenance maint needs, current and future Plan products, desirable employees to reference outcomes, for planning, budgeting, challenges and etc functions Employee Impacts 1. Job Assurejob Growth in programs Improve seasonal Experiences experiences to improve job training programs Significant improvement I are valuable Improved experiences to hiring, training, employees mentoring, and growth, team Improve training Significant increase in community programs opportunities training opps Established communication Improve communication plan Provide more independence Increase responsibility in areas of strength 13 ��l\ `x� January25, 2014 City Council/Staff Planning Retreat Operational Impacts Increase Improved but not met 1. Arena Arena Revenue revenue by Year End 5% increased Increase advertising Increase 5% Operating revenue opportunities Successfully Accomplished Be a leader follow air 2. Arena Air in air quality quality No violations, timely Employee Quality standards standards reporting engagement/understanding Public Works Les Burshten Highlights for Public Works: 1. Began work on the automated Shop Management System that integrates and streamlines billing inventory and work orders. 2. OSHA training has been progressing quite well with our workers; 100% in compliance. 3. Our fleet maintenance program crashed and we are looking at getting a new one 4. We need to improve our maintenance vehicle repair; it is so costly. Departmental Five Year Goals Scorecard Public Works Impacts - Operations, Employees, Customers Objective Measure Target Initiatives Accomplishment Realign Public Works organizational structure Meeting with Collected other cities to meet future growing employees and organizational charts, needs of the City by gathering had meetings to discuss options. Organization 2014- Plan in Place Status of plan Employees information. Achieve standard PCI of 70. Maintain acceptable level of infrastructure (above and below ground) maintenance for residents. Provide level of maintenance commitment per PMP Continue to monitor as necessary to achieve and will continue to maximum pavement Working our pursue. and curb and gutter life way through cycle by implementing the entire specific maintenance pavement cycles and engineering management standards as required cycle. May be by the Pavement Engineers, difficult with Management Task employees, current Infrastructure Force report. PCI number customers structure. 14 �X\ �x� January 24, 2015 Crty Council/Staff Planning Retreat Developed a list of what we want in a system. Discussed with many other cities, developed a list of what they are using in regards to a maintenance program and fuel program. We will be touring other Create an automated cities to see how Shop Management different programs System that integrates Meeting with work at the end of the and streamlines billing, other cities, month. We demoed 3 inventory and work Employees, reps and different programs via Shop Operations orders. Status of plan customers employees. webinar so far. Developed a calendar for maintenance scheduling/seasonal equipment. Established a priority system to streamline Multiple work orders. Will Reduce maintenance meetings with continue to pursue cost on all vehicles and Cost of shop Foreman further with fleet Maintenance equipment by 10% maintenance Employees and crew. program. 100% OSHA compliant with training. Continue OSHA to look for more Achieve 100% Percentage of inspections, training opportunities compliance with OSHA- OSHA employee in house and will required safety training compliant outreach, expand on the training and implementation of training and increased for equipment Safety in-house training plan. status of plan Employees research. operation. Public Safety Chief Craig Woolery Highlights in Public Safety: 1. All police officers will get first responder training. The challenge is that we're not there yet. 2. We need a single server for all data. 3. Tiburon will have RAIDS online. Discussion: • Councilmember Olsen wanted to know what has changed with forfeiture laws. Chief Woolery indicated that now Washington County has one full- time employee, but does not serve Cottage Grove. "Our preference is not to become car salesmen". • Mayor Bailey asked about the K-9 program with the Chief indicating that Blitz has two more years to go. • Regarding officers wearing cameras, it was reported that there will be a future budget discussion on that. 15 ��l\ `x� January25, 2014 City Council/Staff Planning Retreat Departmental Five Year Goals Scorecard � Public Safety - Police and Fire Objective Measure Target Initiatives Accomplishment Customer Impacts 1. Primary Fire EMS 2 CG ALS Primary Fire medics, Accelerate FF 2014 FF #'s 5& 6 Ambulance secondary PD medics Total 8 FF/medics, hires in 5 yr. hired of 8 available 24/7 to 10 PO/medics & PT plan city FF 2. EOC & All Hazard Prep. Computers, Continuity of City EOC room Space readiness in phones, Staff Prep, services during a preparation, EOC, Tabletop wallboards in computers, disaster personnel training exercise EOC phones 3. Fire Station 2 Const. In 2015 CIP 10k, Central Station to Maintain consistent Consolidate 2017 accom. 24/7 Duty Fire and EMS apparatus, 100' $7,000,000 2014 mostly to Crew response times Ladder purchase Const. HERO Center 4. Improve Dispatch Delays Improve In Progress Response times, Control of auto Multi year Calls and Calls in efficient use of triggers in process of LEIT, Tiburon Waiting personnel dispatching RMS/CAD build committees 5. Improve Reporting Data Obtain PSD Pursued summary data for Real time online Tiburon will have DDACTS grant, Grant authored for citizens mapping of activities RAIDS online not eligible LPR's 6. Ensure PPE for all PSE's Reduction of Work EE Wellness Comp & OT Injury rates, OT shift Develop a healthy Programs, SCBA's for Fire, coverage costs coverage costs resilient workforce proper equip. Pads for LE 7. HERO Center � Shared facility pre/post Police, Fire, EMS employment 1st education, ongoing Range would have Establish IHCC $1.6 state funding resp. training public use EMS & LE needs for design Technology � RAIDS, Online licensing, Satisfactory mgmt. Licensing More accessibility payments, data of multiple (permit works), Lic. App., updated, to data & services requests systems TIP 411 TIP 411 Employee Impacts 1. Primary Fire EMS Fire to cover 100% 2 FF/medics, 1EMT Police Sched. Accelerate FF 1st call, 80% 2nd nights, 1 FT, 1PT Assign. Bid by true hires, targeted 2014 2 FF/medics calls FF/medic days seniority PT hires (.6) (deI.PO hires) 2.EOC & All Hazard Prep. All PSD, relevant Readiness through Ready physical Orientation city staff to know tabletops, All Hazard space, bins and with city Comm. Dev., PW roles & resp. Plan assignments departments and Finance 3. Fire Station 2 Const. 16 �X\ `x� January 24, 2015 City Council/Staff Planning Retreat Provide a central Accommodate Duty $10K budgeted facility to support Crew response vs. Space needs 2015, for space needs Apparatus 24/7 ops. call out Construction 2017 in 2015 consolidation est. 4. Improve Dispatch Delays Improve call dispatch Less personal calling Tiburon delays/personnel of ofc. By loss Improvement of In deployment LEIT, Tiburon use prevention Progress Arrests expected 2015 development 5. Improve Reporting Data Improved summary Tiburon data for Annual Less hand mining for Accurate data for deployment 2014 Annual Reports data strategic planning expected 2015 Report 6. Ensure PPE for all PSE's Reduce Injury Reduction of lost EE Improve wellness, Fire SCBA's, PD Rates, improve EE time from Injury, safety awareness protective pads Rev. Inj. Reports w safety work comp. in PSD to train supvrs. 7. HERO Center Secure long range Available range time, A shared multi use Partner with needs for PSD flexible training Training/Range IHCC, Regions & State Funding, Training spaces facility Wdby Letters of Intent 8.Technology Mobile, and Data driven ops, Functional, updated Secure integrated desk access Tech Comm. system integrations and maintained OS access to OS (SharePoint) POSS, Operational Impacts � 1. Primary Fire EMS Efficient use of PS Comb. 4-5 FT & PT PD assign and Delayed PO personnel on Fire, PO medics in duties regardless hires to accel. # 5&# 6 FF/Para schedule reserve of inedic FF hires hired. Delay PO's 2. EOC & All Hazard Prep. Training of all PSD Coord. PD, Fire to understand roles Conduct a local Active shooter 3 & EMS Conducted 3 ECHO & Resp. scaled exercise ECHO training response Training 3. Fire Station 2 Const. 24/7 Duty Crew Central station for Current Sta. 2 is Tour other model best fits staff, training and inadequate/poor facilities, space Initial phase of central station equipment condition needs study 24/7 Duty Crew 4. Improve Dispatch Delays Multi year Reduce radio Dedicated project, congestion, delayed dispatchers, Tiburon Tiburon RMS/CAD numerous LEIT, Tiburon calls efficiencies 2015? delays Advisory Comm. 5. Improve Reporting Data Multi year Use of data to Annual Reports, project, properly deploy Activity Tiburon RMS/CAD numerous LEIT, Tiburon resources tracking/trends 2015? delays Advisory Comm. 6. Ensure PPE for all PSE's Decrease overuse Maintaining a safe Supervisor of personnel to Monitor # of injuries, and healthy training for Review all injury cover injuries lost time and costs workforce injury w/Supervisors 17 ��l\ `x� January25, 2014 City Council/Staff Planning Retreat reductions 7. HERO Center Secure range and IHCC now only training facility for Campus enviornment Campus for EMS interested in LE ID entity space PSD needs to train and recruit and LE students range needs/costs 8.Technology OS integrations Ability to handle Data driven, Forensic suites, (mult. Forensic investigative investigations, eff. PO cell phone Used forf. $$ for syst.) demands/forensics Case mgmt. forensics forensic suites HR Manager - Regarding HR items Ryan Schroeder The complete memo outlining and discussing HR issues, written by Joe Fischbach, can be found in the Council Packet for this meeting. Additionally, the packet has a complete list of all regular, full time and part-time positions for 2015 broken out by department and division, and a spreadsheet detailing the entire regular, full and part- time hiring activity since 2009. The following are excerpts from the Fischbach memo. Highlights HR: 1. Staffing: the City has added approximately 14.75 FTE since 2009. On an annual basis, each department submits requests for new hires to the City Administrator/City Council. These requests are scrutinized according to a set of criteria we have adopted regarding workload and funding capacity. 2. Talent development and training: the travel/training policy was updated in 201 1. The focus has been on streamlining approval processes and placing more of an emphasis on training versus "educational reimbursements." 3. Gold Award: the leadership team has initiated a recognition program for developing leaders. We are now in the second year of that program and will award several more employees training opportunities. 4. Other recognition and training: we are planning a 1-2 day citywide training program for all employees. Employee recognition and service awards are now given at staff ineetings on an ongoing basis. Recognition points are given based on the recommendation of a department head and review by the department head team-it is recognition for outstanding work achieved in the previous year. 5. Performance problems: all supervisors in the City are encouraged to deal with performance issues via a performance management process which includes giving feedback throughout the year and a formal performance review to every employee. Improving our hiring process has contributed to fewer performance issues then we have had in past years. 6. Continuous improvement: What started out as the "good to great" program is now called the "continuous improvement" program and the updated five-year goals provided to the Council by department heads is an outgrowth of this initiative that started three years ago. 7. Duty Crews: HR has been working with the department of Public Safety on this program. Chief Woolery will provide the Council an update on this area. Zs �X\ `x� January 24, 2015 City Council/Staff Planning Retreat Duty Crew Update Chief Craig Woolery Included in the retreat packet is a report by Chief Woolery - providing an update on the transition to the implementation of the Duty Crew System in the Fire Department. The full report can be found in the packet (on-line). Highlights Duty Crews: • Scheduling part-time employees for a 24/7 response has proved beneficial to the service in response times and to the employees for having a known schedule to balance work/life needs. • As of January 2014, 7 firefighter/paramedics have been authorized. The gth firefighter is scheduled for January of 2017. • Three part-time (.5 FTE) paramedics are also being hired through wage savings of delayed police officer replacements. • The end goal is to staff two ALS ambulances 24/7 and a fire engine staffed by two firefighter/paramedics, two part-time Firefighter/EMT's. • "All Call" and "Station Pages" have also been reduced since incorporating daytime shared service to Woodbury and better staffing at night. HealthEast is also being used on the less frequent third out Medicals, rather than nightly responder pages. • The average number of hours in 2014 a PT paid on call firefighter put in was Fire Duty Crew Hours 15.4 33.24% EMS Duty Crew Hours 23.89 51.56% Fire Training Hours 4.8 10.36% EMS Training Hours 2.24 4.83% 46.33/month 100% 10.70 hrs./week • Beginning in 2015, the Newport Fire Department will be assisting our duty crew on EMS calls. They are responding to car accidents, patient lifting and all cardiac arrests. • In 2015, the pending 8th firefighter spot on the schedule will be covered by .5 PT paramedics, targeting weekend shifts that are difficult to fill. • Police Officer paramedic-only and Police officer EMT-only agreements have been approved by the Police Officers Union. This will allow vacant shifts to be filled by police officer paramedics and EMTs, reducing the demands on paid on call personnel and keeping our workforce working in the City verses going to other cities for additional employment. • A First Responder Program for police officers who do not have medical training is being implemented to improve response times and provide assistance to duty crews. 19 ��l\ `x� January25, 2014 City Council/Staff Planning Retreat 2016 BUDGET PREVIEW JANUARY25, 2015 Robin Roland and Ryan Schroeder Currently 2016 Levy is estimated to increase by 7.7%: from $13,402,100 to $14,400,000 • This does not include the debt service for the PM bonds we will issue in March/April to cover the cost of 2014 & 2015 PM projects. • Expected debt service requirements of $400,000 annually from 2016 to 2031. • This increases 2016 by another 2.3% (10%Total) $14,800,000 • Challenges exist with commitments to operational support: o EDA o Ice Arena o River Oaks The 2015-2019 CIP (p.84) includes a chart identifying the additional impacts of Pavement Management debt each year until 2023 • At approximately $200,000 additional each year or a minimum of 1.4% annually. Effect of Commercial Industrial and Residential growth: Assume a 3% Estimated Market Value growth plus New Construction C/I Residential Total TCV 2014 7,724,236 22,777,554 30,519,790 $380,000 2015 10,000,000 25,000,000 35,000,000 $450,000 This results in Revenue growth of $152,000 in 2016 and $180,000 in 2017. Inflation results in Revenue growth of $320,000 in 2016 and $330,000 in 2017. If 2015 General Fund Expenditures are $14,751,680, the increase in expenditures (at 5% each year) less revenue growth would be as follows: Expenses New Revenue "Gap" 2016 $738,000 (472,000) $266,000 2017 774,000 ( 510, 000) 264, 000 � In order to eliminate the gap and achieve a flat levy rate, we would need $53 million in growth -$18 to $23 million more each year. Cash and Investments - Funds A schedule of the cash and fund balances from 2005 - 2014 was included in the retreat packet. It shows cash, special revenue funds, bond and construction funds, TIF and set aside funds, enterprise funds and funds for future projects. Staff discussed these areas with Council, highlighting that at the end of 2014 there was $2,722,512 in the "Future Projects Fund. The complete schedules can be found in the packet on pages 33- 35. 20 �X\ `x� January 24, 2015 City Council/Staff Planning Retreat Discussion Budget Review: • Currently there is a$266,000 gap in the preliminary 2016 budget • Councilmember Olsen: What do we have in the bank? • Councilmember Theide comment: Targets are not correct. We have problems and issues to address. • City Administrator Schroeder: - Targets are GAAP - Generally Accepted Accounting Principles • Mayor Baily: In May we will look at these funds and make necessary changes. � ACTION ITEM: Review funds during budget discussions in May. Impact on Residents Robin Roland presented two charts (below) that indicate debt impacts on "average" resident property taxes at 2015 rates. These include the Standard G.O Debt and Lease Revenue Bonds for Facilities. They show the costs to homeowners of different debt service added to the levy. Impact on Residents Chart A Standard G.O. Debt Impact on "average" Annual debt service resident property taxes at Amount borrowed Interest rate # of years (levy increase) 2015 rates $ 1,000,000 3.50°k 15 $ 85,333 $ 6.53 $ 2,000,000 3.50°k 15 $ 170,666 $ 12.99 $ 3,000,000 3.50°k 15 $ 255,999 $ 19.49 $ 4,000,000 3.50°k 15 $ 341,332 $ 25.99 $ 5,000,000 3.50°k 15 $ 426,665 $ 32.49 $ 6,000,000 3.50°k 15 $ 433,878 $ 38.99 $ 7,000,000 3.50°k 15 $ 597,331 $ 45.49 $ 8,000,000 3.50°k 15 $ 682,664 $ 51.99 $ 9,000,000 3.50°k 15 $ 767,997 $ 58.49 $ 10,000,000 3.50°k 15 $ 853,330 $ 64.99 Impact on Residents Chart B Lease Revenue Bonds For Facilities Impact on "average" Annual debt service resident property taxes at Amount borrowed Interest rate # of years (levy increase) 2015 rates $ 1,000,000 4.25°k 20 $ 72,313 $ 5.48 $ 2,000,000 4.25°k 20 $ 144,626 $ 11.01 $ 3,000,000 4.25°k 20 $ 216,939 $ 16.52 $ 4,000,000 4.25°k 20 $ 289,252 $ 22.03 $ 5,000,000 4.25°k 20 $ 361,565 $ 27.53 $ 6,000,000 4.25°k 20 $ 433,878 $ 33.04 $ 7,000,000 4.25°k 20 $ 506,191 $ 38.55 $ 8,000,000 4.25°k 20 $ 578,504 $ 44.06 $ 9,000,000 4.25°k 20 $ 650,817 $ 49.56 $ 10,000,000 4.25°k 20 $ 723,130 $ 55.07 21 �7l\ `x� January25, 2014 City Council/Staff Planning Retreat Fund Balance Graphs Robin Roland presented the various fund balances in graphic format. Storm Water Maintenance Fund 9oo,aoo i wo,aoo i �oo,aoo 600,000 — oRevenues o EHpenditures 500,000 I I �.— : Vear End Cash 8alance 400,000 �Cash Balance Target 300,000 I 200,000 � 500,000 -I- � - _ . . .� . .'.: ..' `. (300,000) I � a � Cash balance target is 50% of current year budget expenditures. Ice Arena Fund i,600,000 i,aoo,000 — i,zoo,000 1,000,000 - oRevenues 800,000 - �&pendiwres 600,000 �Cash Balance Target 400,000 - � ,_,. 1 �VearEnd Cash Balance 200,000 -- �" (200,000) . . ->_�.-,�_�_ _ . (400,000) - a o o 0 0 0 0 0 0 0 0 0 � Cash balance target is $500,000. This is one year of debt service. Golf Course Fund 2,500,000 � 2,000,000 1,500,000 - oRevenues 1,000,000 - — - �Expenditures �Cash Balance Target 500,000 ��Year End Cash Balance (500,000) - (1,000,000) - m m o a � n w 0 0 0 0 0 0 0 0 0 0 0 0 0 22 �'7l\ `x� January 24, 2015 City Council/Staff Planning Retreat EDA Fund aoo,000 600,000 qpp,pp0 oftevenues �Fxpenditures 200,000 - — �VearEndCashBalance �Cash Balance Target (200,000) - (400,000) ... (600,000) � ro m o a �o n 0 0 0 0 0 0 0 0 0 0 0 0 � Cash balance target is $150,000. This is 50% of 2015 current year budgeted expenses, excluding the BEC. Equipment Replacement Fund 3,soo,ow 3,000,oa� z,soo,000 - oRevenues oexpendr.res z,000,000 � YearEndGSh3alance ��asn eaia�� ra��ee i,soo,000 -.. s,000,000 - soo,mo -�-- .I �� _�� _ , � Cash balance target$2,000,000. Sealcoating Fund �,000,o� soo,000 600,000 � oRevenues 400,000 - — - oExpenditures �-Vear End Cash Balance 200,000 �Cash Balance Target (200,000) .. (40D,000) . 0 � Cash balance target is $150,000. This is future sealcoating in new developments for which money has been collected but the sealcoating has not been completed. 23 �7l\ `x� January25, 2014 City Council/Staff Planning Retreat Park Improvement Fund i,000,ow 900,000 soo,000 700,000 . o Revenues Wo,oOO � Expenditures 500,000 - �� YeartndCash Balance 400, 000 �Cash Balance Target 300,000 - 200,000 - - 100, 000 _ . � -- N .— —.— —, .� � Cash balance target is $370,000. This is one year of revenue. Water Operating Fund 6,000,000 5,000,000 � o Revenues 4,000,000 - o ExpendiNres 3,000,000 -� �Cash Balance Target 2,000,000 - ��ear End Cash Balance 1,000,000 I m m o a �o n m 0 0 0 0 0 0 0 0 0 0 0 0 0 � Cash balance target is 50% of current year budget expenditures. Sewer Operating Fund e,000,000 - s,oao,oao I ORevenues 4,000,000 �Ezpenditures �Year End Cash Balance 3,000,000 �casn eaia��e raBer z,oao,oao — — i,oao,000 - � Cash balance target is 50% of current year budget expenditures. 24 �X\ `x� January 24, 2015 City Council/Staff Planning Retreat Street Light Operating Fund 3,250,000 I 2,750,000 �� 2,250,000 � 2 o Reven�es 1,750,000 -I o&penditures � -VearEndCashBalance 1,250,000 �- �Cash Balance Target 750,000 � 250,000 , , � � � � � _- _, — _, — _ (250,000) .I.. .- . - (750,000) �- � Cash balance target is 50% of current year budget expenditures. CG EMS Fund i,aoo,000 i,eoo,000 i i,auu,uuu o Reven��es i,zoo,000 o Expcnditures 1,000,000 �� VearEndCashBalance �C�sh B�I�nce Target 500,000 -I 600,000 - 400,000 200,000 - I — rv rv rv � � Cash balance target is 50% of current year budget expenditures. Self Insurance Fund 3,000,000 2,500,000 - -°'"� - . . oRevenues 2,000,000 � � Ezpenditures 1,500,000 � ��earEndCash Balance 1,00O,OOD �� — - 500,000 - _ .. . .. �_ _ ,. ._ — _. �. ,. . , v � Cash balance target is $2,000.000. This is the 2016 budget expenditure. 25 ��l\ `x� January25, 2014 City Council/Staff Planning Retreat Fleet Maintenance Fund 1,400,000 — 1,200,000 1,000,000 Reve n u e 800,000 5 600 000 Expendit � ures 400,000 200,000 � 00 Ol O �--� N M � � l0 I� 00 O O � � � � � � � � � O O O O O O O O O O O N N N N N N N N N N N � Cash balance target is 30% of capital assets excluding land. Information Services Fund 600,000 � Revenues 500,000 400,000 Expe n d it ures 300,000 200,000 100,000 - 1 � � � N M � � l0 I� 00 i--I i--I i--I i--I i--I i--I i--I O O O O O O O � Cash balance target is one year computer replacement. $180,000 over a 3-year amortization period. � Year 1-$60,000, Year 2-$120,000, Year 3-$180,00 26 �X\ `x� January 24, 2015 City Council/Staff Planning Retreat CITY COUNCIL PRIORITIES Prior to the Planning Retreat, City Administrator Schroeder surveyed the Mayor and Councilmembers regarding their priorities in the coming years. Below are their rank order responses. This listing is followed by a compilation of all their responses. The Mayor and Council - as group, ranked priorities for 2015 later in the Agenda. Myron Baily- Mayor 1. Commercial: Grove Plaza/HD; 80 Street Crossings; Gateway Hotel; Shoppes @ CottageView; End User Targeting; Norris Marketplace Corner(s) 2. Hwy 61 Beautification: Public Landscaping/Lighting; Sieben Bridge; Hwy 61 Monument; Blighted Properties; Corridor Fencing Repair; Funding Alternative 3. Multi-family zoning opportunities: Apartments/Condos; High Density Housing; Summerhill Crossing Status; Affordable Sr. Housing; Active Sr. Living Options; RFP's for above; Subdivision Update 4. Business Park Update: How/Where to expand; BEC Update/projections/leasing 5. Roadway Infrastructure: Keats/61; 70 St.; Jamaica; 65 St.; 80 St. 6. School District Schools/Additions: Planning/Process status 7. Public Safety Facilities Update: HERO Center; Fire Station Planning 8. Public Works Facilities Update: Future Location/Planning 9. Parks and Rec Update: Inclusive Playground; YMCA Joint Programming; Dodge Nature Center Update 10. Budget Projections/Planning Justin Olsen - Councilmember 1. Departmental Personnel: Resources vs. Bus. Needs; Talent Development/Training; Org/Dept Culture; Staff Reflect Brand?; Leaders addressing problems?; FD Duty Crew model working? 2. Development Update: Grove Plaza/HD; CottageView; Rodeo/Majestic; Other Vacant Commercial; Bus. Park Prospects; BEC Prospects/Vacancy/Net Rev; Plan for more Development & Commercial?; Options beyond ICSC?; Hwy 61 Beautification; Improve Pt. Douglas Access 3. Pt. Douglas/Jamaica/Cub Bottleneck 4. 2016 Budget Snapshot: Prioritize Pavement Mgmt.; PM: Collector vs. Neighborhood?; Increased Revenue Options; Increased Develop. Generated Revenue?; Decreased Expenditure Options; Project levy and levy impacts; All Fund Balance Totals 5. Residential Development Update: Active Sr. Options; Townhomes/patio homes; Process Options (RFP?) 6. Community Center: Referendum?; Other Funding Sources/options? 7. River Oaks Operating Results: Business Expansion Options?; Facility Upgrades needed? 8. Facility Planning and Costs: HERO Center; Fire Station 2 Rebuild Update; Former Pool Bldg Update; Stations 1,3,4 Plans; PW Building relocation or rebuild Steve Dennis- Councilmember 1. Sustainable Economic Vitality: Limit Residential impacts for PM Costs; Limit Residential Construction Fees; Lower Residential Property Tax share; Create Additional Amenities; Community Center; Population Expansion to Grow Bus. Investors; High Density Residential; Affordable Sr. Options; Diverse Retail/Service Economy; Business Park 2. River Oaks Utilization Models: Expand Restaurant Operating Hours; High Tier Dinner/Wine Menu; Analyze Banquet/Wedding/Event Results; Add WI-FI; Lease/contract Food Service out?; Charitable Event Pricing; Tourism Opportunities/leveraging; Grow Golfer numbers; Grow per unit sales results; Grow Restaurant Client visit duration; Increase Community Awareness/Perception 27 ��l\ `x� January25, 2014 City Council/Staff Planning Retreat Jen Peterson - Councilmember 1. Family & Senior Rental Housing: From Affordable to High End 2. Fire Station Planning 3. HERO Center 4. YMCA/Community Center 5. Shoppes @ CottageView Dave Theide- Councilmember 1. New Business in HD/Rainbow 2. Assist Bus. Park Expansions: Leafline; Expand Existing; Add One New Business; Bus. Park Theme 3. Plan for W. Pt. Douglas 4. BEC to 60% Occupancy: Board Review of Bus. Model 5. Evaluation of G2G: Results Measurement; Results Communication 6. Program Effectiveness Review: i.e. Special Events Permitting; Need method of Measurement; Value vs. Customer Cost Compendium of Council Strategic Planning Topic Priorities (�anuary2o�s) City Administrator Schroeder compiled this compendium according to input from the Mayor and Councilmembers (above). 1. Development/Commercial Development a. Grove Plaza/Home Depot b. 80 Street Crossing c. Gateway Hotel d. Shoppes @ CottageView e. End User Targeting f. Norris Marketplace Corner g. Rodeo/Majestic h. Other Vacant Commercial i. Plan for more Development and Commercial expansion j. Recruitment options beyond ICSC k. Lower Residential Property Tax Share I. Population Expansion to Grow Business Investors m. Diversify Retail/Service Economy 2. Business Park/BEC a. Plan for expansion (how and where?) b. BEC Update/projections/leasing status and prospects, Net Revenue c. Recruitment Options beyond ICSC d. Business Park Prospects e. Business Park Development f. Create a Theme for Business Park g. Help Leafline successfully startup h. Help Current Bus Park Businesses Expand i. Recruit at least one new Business to the Bus. Park j. BEC Occupancy to at least 60% k. Board to Review effectiveness of current structure 3. Infrastructure Improvements Programming/Funding a. Keats/Hwy 61 b. 70 Street c. Jamaica 28 �X\ �x� January 24, 2015 City Council/Staff Planning Retreat d. 65 Street e. 80 Street f. Pt. Douglas/Jamaica/Cub bottleneck g. Limit Residential Impacts for Pavement Mgmt Costs 4. Public Facilities/Programming a. HERO Center b. Fire Station Rebuild Update c. Plans for Stations 1,3,4 d. Public Works Relocation or Rebuild and Planning e. Inclusive Playground f. YMCA Joint Programming g. Dodge Nature Center Update h. Referendum for Community Center? i. Former Pool Building Update? j. Other Funding Sources/Options for Community Center? k. Create Additional Amenities including Community Center 5. Highway 61 Corridor Improvements a. Beautification: Public Landscaping/Lighting b. Sieben Bridge c. Highway 61 Welcome Monument d. Blighted Properties e. Corridor Fencing Repair f. Improve Pt. Douglas Access g. Seek Funding Alternatives h. Need a (Master) Plan 6. Housing Growth and Diversification a. Apartments/Condos b. High Density Housing/Residential c. Summerhill Crossing Status d. Affordable Sr. Housing Options e. Active Sr. Living Options f. Townhomes/patio homes g. RFP's for above or other options to encourage? h. Subdivision Status Update i. Limit Residential Construction Fees j. Family and Sr Affordable to High End Rental 7. River Oaks Operating Results a. Business Expansion Options? b. Facility Upgrades Needed? c. Expand Restaurant Operating Hours d. Provide High Tier Dinner/Wine Menu e. Analyze Banquet/Wedding/Event Results f. Add WI-FI g. Consider leasing or contracting out F&B h. Provide Charitable Event Pricing i. Leverage Tourism Opportunities; Ravine Park, River et al j. Grow Golfer customer base k. Grow per unit sales results I. Grow Restaurant Client visit duration 29 ��l\ `x� January25, 2014 City Council/Staff Planning Retreat m. Increase Community Awareness/Perception 8. Budget Planning/Impacts a. 2016 Budget Projections/Planning b. Prioritize Pavement Management c. Discuss Collector vs. Neighborhood project priority d. Increased Revenue Options e. Increase Development Generated Revenue f. Decrease Expenditures; Options? g. Levy projections and levy impacts h. Provide Fund Balances for All Funds 9. Personnel/Operations a. Evaluate current staffing resources vs. Business Needs b. Update for Talent Development and Training c. Discuss Organizational and Department Culture; in line with desired culture? d. Do current staff reflect and support our brand? e. Are Organizational and Department Leaders addressing performance problems? f. Is FD Duty Crew model working? g. Measurement and Communication of G2G achievements (internal/external) h. Create Program Evaluation Procedures to ensure value for costs/charges 10. School District a. Planning/Process Status Economic Development: Commercial Development, Business Park, and BEC Danette Parr, Robin Roland, Ryan Schroeder The below topics were discussed as a part of the Development update and Economic Development discussion at the Planning Workshop: A. 2009 Retail Sales Potential Study Danette Parr reviewed highlights and relevant information from the 2009 Study (enclosed in Council Packet) entitled Cottage Grove Demographic Characteristics and Retail Sales Potential, conducted by McComb Group, Ltd. � Action: This Retail study will be updated in in 2015 B. BEC Floor Plans: Danette Parr UPPER LEVEL FLOOR PLAN e.isi�ne cona�oons. w�m sune oouans sn�vn �� ,��'. BEC r I —. � � l . 7516 80` St. 5., Cottage Grove, MN .., � _ 55016 3 '3 I '. Assigned Suites Conexspace-Suite146 ro . Gremler Biotech - Sui[e 165 ��rou<e Renew Solar - Sui[e 202 Cl�di�i�ei uf Cur�i��ie� te - Sul[e 205 " #146 ,.di n, :_.- ro,n.��. . . . - #165 #165 30 �x\ `x� January 24, 2015 City Council/Staff Planning Retreat LOWER LEVEL FLOOR PLAN sec ex�stingca,mu�n��_v.i,i ,. �.�i��i�.•i�.�.::ri , 7516 80� St. 5., #250 Cottage Grove, MN 55016 Assigned Suites Chamber of Commerce - ZOS Renew Solar Store - 202 Premier Biotech - 210 & 240 � � (...: ` � � American Nursing & Tech Institute - 241 & 250 _ T �24L ... � -�.. . " . . ......1., #240 � . «`"""° � I �#202 � tt210 ❑ raaM� «d,.E,,.. #205 �,� .... . ..-.-. -r-._ .,, o_"_, �� - . BEC - Ms. Parr reviewed the floor plan, occupancy and challenges and plans ' 52% rented on the 2nd floor BEC ' New contracts have been generated; have businesses interested in coming to the BEC ■ Lower level: problem is garage - AM Nursing is there and Tech Institute will expand to EMT - possible tenant; ■ Property management didn't work out ' BEC will have an Public Open House - Spring 2015 Councilmember Thiede: Suggestion - clean up and paint garage; consider costs Councilmember Olsen: Suggestion: -"Word of mouth is one of the best marketing tools" ❖ BEC Budqet was presented and can be found in the packet. •'• EDA: . CASH BALANCE TARGET In an effort to assure fund stability, cash balance targets are established based on future demands on the fund resources. This chart reflects historical trends and future expectations. EDA Fund soo.000 soo.000 4�.�� Revenues �EZpe�itures z�•�� Year ErM Cash Balante �Cash Balance Tafget (200,000) (400.U00) (60U.U00) 5 � � S � ~ o � � � � o o N o r r r 31 �7t\ `x� January25, 2014 City Council/Staff Planning Retreat ❖ ED Department: Mission and function and Five Year Goals were presented and can be found in the packets. Here are the 2015 measurements for the department. MAJOR OBJECTIVES FOR 2015 1. Complete the repurposing of the Home Depot site. 2. Develop the City owned parcel on Hardwood Avenue. 3. Continue to support the build out of the Norris Marketplace site. 4. Increase awareness and support for BEC. 5. Prospect for business park. IMPACT MEASURES Actual Actual Estimated Projected Projected Item 2012 2013 2014 2015 2016 Proposals prepared 15 18 22 24 24 Developer visits 20 24 26 28 28 EDA meetings 11 10 9 11 11 Square feet constructed- 2 71,787 25,466 130,000 80,000 Industrial Square feet constructed- 13,000 3,608 225,267 160,000 100,000 Commercial Square feet constructed - 0 0 0 34,000 0 Multifamil OUTCOME MEASURES Actual Actual Estimated Projected Projected Item 2012 2013 2014 2015 2016 1) Number of businesses � 3 4 5 6 expanding in Cottage Grove 2) Number of new businesses $ g �Q 11 13 locatin in Cotta e Grove Regular Status sonn I Sch d I- F ' Budget Budget Budget Budget Position Titie 2013 2014 2015 2016 City Administrator 0.10 0.10 0.10 0.10 Finance Director 0.05 0.05 0.05 0.05 Econ. Develop. Director 1.00 1.00 1.00 1.00 Econ. Develop. Specialist/Tech 1.00 1.00 1.00 1.00 Admin. Assistant 0.10 0.10 0.00 0.00 Total 2.25 2.25 2.15 2.15 ❖ Vacancy Data and Commercial Property Inventory can be found in the packet. Development Challenges and Options (Ryan Schroeder) (Cost verification requiredJ Update December 2014 1. Community Center / YMCA / LA Fitness (or similar private sector company) A. CC: $12 to $16 million plus $250,000 to $500,000 operating loss B. YMCA: $8 million of $12 to $16 million project (fundraising support as well) C. LA: $600,000 to $1.8 million EDA infusion @ Home Depot site D. YMCA @ Home Depot: $2,500,000 2. Home Depot Redevelopment A. City Development: $2.9 million purchase plus $220,000 annual tax expense ahead of tenancy plus up to $8 million in TI/development risk 32 �X\ `x� January 24, 2015 City Council/Staff Planning Retreat B. Development Partnership: Land expense (see YMCA) plus apportioned annual tax expense plus development risk minus sales proceeds C. Facilitated development deal: See 1C above 3. Rainbow and Small Tenant Space A. City Purchase and Resale of Both: $13 million purchase; resale of $5 to $7 million; simultaneous closing; potential tax bill: $285,446 B. City Purchase of Small Tenant: $6 million purchase; resale of $2 million 4. Norris Marketplace A. City land purchase of 7 acres @$7:$2,211,391 plus holding costs (prop. Tax) B. Facilitate development: Legal expense plus minor streetscaping up to $100,000 C. Subsidize development costs up to gross of $7/SF; Parcel A up to $326,340; Parcel B up to $582,190; Parcel C up to $333,172; Parcel D(Housing parcel) up to $911,365 5. Burnet Realty Site / Costs (avoided with Goodwill Development) A. City purchase: land @$1.2 million plus demo and site prep: $300,000? With sales proceeds: $600,000? Net cost of $900,000 B. Site prep subsidy: $300,000? 6. Hollywood Video Site/ Costs (avoided with private development plan) A. City Purchase: $1.1 million plus holding cost, minus resale cost: Net of $500,000? Plus development risk B. City Subsidize TI's: up to $500,000 C. 80 Street Access (in addition to above) $600,000 plus easement cost 7. Rush/Rodeo A. City Purchase: $2 million owner demand plus razing cost plus holding cost (note owner tax appeal represents $300 to $500 K value) B. Redevelopment TIF: 25-year district TIF generation/ front into land cost? Plus infrastructure 8. West Point Douglas Land Redevelopment (avoided with Appert/Rausch purchase) A. Land Purchase of Hoyt site: $500,000 plus holding and development costs B. Facilitate Development: TIF pass thru 9. Majestic Redevelopment A. City Development: $1.1 million purchase (confirm) plus holding/demo and development risk minus development proceeds; Net of $700,000 some portion of which is TIF recoverable B. City facilitates development: Pass thru of Redevelopment TIF proceeds plus potential of contribution of City property and relocation expense: net of $100,000 minus sales proceeds; potential of $400,000 net loss up to $200,000 net gain 10. Blockbuster/Burger King/Famous Daves block A. Facilitate Joint Parking/ lease agreement (private due to's and due from's) B. Purchase of parking field: Land cost plus rehab cost with assessment back to owners 11. Redevelop Wakota Motel Block A. Motel, strip center: $2.5 million purchase plus holding and demo minus sales proceeds of $700,000. Net cost probably in $2.3 million range minus TIF proceeds 12. Business Park (avoided item C; part of Leafline development) A. Land purchase @ 1.75/SF (76,230/acre) or representative option fee to hold B. Spec Building: $55/SF shell plus land cost plus holding cost (30K building on 3 acres =$1.9 million) C. Extend 97 Street: $704,000 33 ��l\ `x� January25, 2014 City Council/Staff Planning Retreat ❖ TIF Revenues Through Time (Ryan Schroeder) - Page s� of counci� Packet 1997 1998 1999 7000 2001 i002 2003 2004 2005 1006 2007 2008 2009 2010 2011 2012 2013 201a Tota11997-2014 TIF]-1 OakwoodHeights 23,23� 19.G65 16,627 15,903 18,097 16,679 30,d2A 2E,050 23,790 22,623 22,561 22,209 22,397 23,182 25,193 � � - 32A,63J TIF 1�3 UpNOrth d8,OG3 a0,853 37,Sd8 60,864 5<,6Ad �21,032) 78p26 125,37d 121,703 115,735 86,669 107,132 103,604 107,732 116,533 1Y5,667 136,910 � 1p39,306 TIF1�5 RiverOaks 56,777 30,329 87,10fi TIF1�7 Target 489,087 409,10] ]25,994 1,124,ll8 TIFLB CottageofColtageGmve 61,782 52,617 20,235 20,096 24,208 24,068 48,720 51,871 53,192 32,060 31,976 31,382 31,fi48 32,756 35,598 36,573 36,571 32,09U 662,948 TIF1�9 RenewalhyAndersen 225,250 717,646 It1,715 144,919 112,155 170,950 107,110 114,553 107,063 1,271,460 TIF 1�10 IndustnalPark 1,122 11,298 146,001 127,960 172,039 166,655 234,747 194,636 169,990 155,167 �6,734) 1,471,87h TIF 1�11 Industrial Park ,� 6,298 5,857 (2,929� 9,227 TiF 1�12 Gateway BO,a01 17a,864 282,3d9 31a,0a7 376,810 360,900 568,396 741,106 603,051 65t,612 696,326 613,90a S,an,760 T6 1-13 IndustrialPark 2,6Y9 37,7Y5 80,561 82,151 116,216 98,Y51 � � 4ll,5P0 T61d4 WemerElectric 9,969 C5,581 76,758 74,711 77,586 77,OA1 77,309 438,955 678,914 552,566 300,404 322,113 315,717 152,728 534,692 630,731 771,09G 770,856 90d,836 909,G3d 1,123,773 1,253,416 946,603 892,438 946,848 713,303 12J29,969 ❖ Existing TIF District Revenues/Expenditures/Debt Closure (Ryan Schroeder) Proposed 2014 Business Park Area Property Tax City Total Address DBA EMV Tax Tax TIF 10500 Ideal Crystal Canyon 336,300 1,669 11,786 10870 Ideal Rogers Auto 461,700 2,370 16,712 107601deal Rumpca 568,200 2,646 15,744 Subtotal i 1,366,200 6,685 44,242 9900 Hemingway Resorts & Lodges 1,406,000 7,647 53,804 9850 Hemingway DMC 1,905,300 10,436 73,416 9800 Hemingway Modern Automotive 1,134,500 6,129 43,140 Subtotal 4,445,800 24,212 170,360 7900 97th Am. AgCo 3,300,000 18,229 128,200 7900 97th (b) Am AgCo i 2,616,300 14,619 102,770 8200 97th Advance 2,145,900 11,781 82,868 8300 97th Trade Home 2,818,600 15,539 109,292 Subtotal 10,880,800 60,168 423,130 7555 95th Aveka CCE 1,281,100 6,949 48,898 7699 95th Schmid Packaging 1,446,000 7,870 55,343 7887 95th PRI 970,700 5,214 36,706 7769 95th ICC 1,150,700 6,220 43,776 Subtotal 4,848,500 26,253 184,723 745095th Werner Elect. MN 6,600,000 1,460 257,826 98,318 9480 Jamaica Up North 8,514,700 47,366 333,036 9900 Jamaica Renewal by And. 8,813,000 49,033 344,752 Subtotal 23,927,700 97,859 935,614 9525 105th St. Ct LSP CG 2,771,800 15,278 107,452 7515 95th Street CG Auto Body 1,257,000 6,814 47,950 34 /X\ `x� January 24, 2015 City Council/Staff Planning Retreat 7523 95th Street USPS 2,095,900 Exempt Exempt Subtotal 3,352,900 6,814 47,950 Total 51,593,700 237,269 1,913,471 3M CG Campus 35,593,200 185,222 1,036,452 40 parcels Documents: Business Park 2014 Taxes The Growth Partners Advantage Communication ofthe Business Message and Mission Our business growth mission includes providing access to our myriad communication outlets. Included is periodic reference within our published annual report (on line document with distribution at various events), monthly newsletters (distribution to 12,000 utility business and residential customers), distribution of company press releases through our web and facebook pages, periodic spotlight opportunities through VIMEO and the monthly cable Spotlight show and the opportunity to partner at our various community events (Strawberry Fest, Holiday Train, Nite to Unite and others) and web job postings. Direct Advertising The City has retail operations at our Ice Arena, one of the largest in the state with over 100,000 annual customer contacts, and our 4.5 star (Golf Digest) River Oaks Golf Course with an annual average of 35,000 golf rounds and over 100 banquets, weddings and business meetings each year. Both have various advertising opportunities. Relationship Building Growth Partners is the developer of our successful and growing business park. The Park is currently home to 15 businesses including 3M, Renewal by Andersen, Up North Plastics, Werner Electric MN, American Logistics and others. We host periodic opportunities to interact and partner with these and other businesses throughout the community (4 million square feet of commercial/industrial facilities in total). Our relationships with commercial builders affords streamlined development reviews and construction projects. For Business Park projects we run title through the City and guarantee land development costs; Cost segregation of fixed assets through a third party is available upon request. City Facility Access Our new City Hall has meeting rooms to serve from six to seventy persons to be used by Cottage Grove residents and business free of charge (deposit required) for team meetings and the like (prospect meetings are not available within the facility). City Staff Assistance and Partnership Opportunities 130 dedicated full time and up to 400 part time and paid on call employees work for the City of Cottage Grove. The City seeks to offer our employees opportunities with our business partners and vice versa. For instance, our annual health and wellness fair provides an opportunity for community service providers to display/present to our staff. Alternatively, leveraging the various community events with full participation of staff and energetic support of the City Council assists in the success of these social and business events (Business expo's/breakfasts et al). BEC (Business Enterprise Center) Growth Partners has developed the BEC in order to provide incubation of start up and early stage Tech and related businesses. Our Economic Development Authority and City Council has dedicated significant funding support for this effort to provide a"farm team" growth opportunity for our business commuinty. The BEC idea affords future partnership opportunities not yet imagined. Financial Institution Partnerships The City is a lead developer or development partner in myriad projects each year. That partnership includes the opportunity to align lending opportunities. A facet of this partnership includes investment relationships between the City and each Cottage Grove institution. 35 ��11 `x� January25, 2014 City Council/Staff Planning Retreat Cottage Grove Business Park Advantages: 1. A metro location that is close and fast to get to (closer in proximity and drive time (from University and 280) distance than Shakopee, Maple Grove, or Blaine - to name just a few). 2. Rail access exists within the park. 3. Land development partnership with Fee Owner reduces overhead and land cost to end user. 4. Long term pro business fast track approach with site plan approvals delegated to staff if needed and development agreements well vetted. 5. Availability ofvarious parcel configurations. 6. Opportunity to create "just in time" parcels with "early start" opportunities. 7. Land sale through City provides "no owner risk" which has all infrastructure in and paid and a site development guarantee. 8. Most sites are sandy soils, phase one environmental work completed for the business park; most recent in 2014. 9. All utilities including storm, sanitary, and water pre-planned. Most storm infrastructure in place; temporary storm water holding requirement with limited site impacts; sanitary treatment plant has excess capacity, water utility looped system, Xcel gas and electric, two substations in town with peaking plant, and fiber extensions available. 10. Fire station/ambulance located within the business park. 11. Highway 61 and Wakota Bridge improvements allow for ease of access and prime truck routes. Below market land pricing exists for qualifying businesses through TIF District creation. Business Park Tax Generation (Ryan Schroeder) Proposed 2014 Business Park Area Property Tax City Total Address DBA EMV Tax Tax TIF 10500 Ideal - 10:15 discussion (this versus Home Depot) Crystal Canyon 336,300 1,669 11,786 108701deal RogersAuto 461,700 2,370 16,712 107601deal Rumpca 568,200 2,646 15,744 Subtotal 1,366,200 6,685 44,242 9900 Hemingway + Resorts & Lodges 1,406,000 7,647 53,804 9850 Hemingway DMC 1,905,300 10,436 73,416 9800 Hemingway Modern Automotive 1,134,500 6,129 43,140 Subtotal 4,445,800 24,212 170,360 7900 97th Am. AgCo 3,300,000 18,229 128,200 7900 97th (b) Am AgCo 2,616,300 14,619 102,770 8200 97th Advance 2,145,900 11,781 82,868 8300 97th Trade Home 2,818,600 15,539 109,292 Subtotal 10,880,800 60,168 423,130 755595th AvekaCCE 1,281,100 6,949 48,898 769995th SchmidPackaging 1,446,000 7,870 55,343 7887 95th PRI 970,700 5,214 36,706 776995th ICC 1,150,700 6,220 43,776 Subtotal 4,848,500 26,253 184,723 7450 95th Werner Elect. MN 6,600,000 1,460 257,826 98,318 9480 Jamaica Up North 8,514,700 47,366 333,036 9900 Jamaica Renewal by And. 8,813,000 49,033 344,752 Subtotal 23,927,700 97,859 935,614 36 �X\ `x� January 24, 2015 City Council/Staff Plannrng Retreat 9525 105th St. Ct LSP CG � 2,771,800 15,278 107,452 7515 95th Street CG Auto Body 1,257,000 6,814 47,950 7523 95th Street USPS 2,095,900 Exempt Exempt Subtotal 3,352,900 6,814 47,950 Total 51,593,700 237,269 1,913,471 3M Cottage Grove Campus 35,593,200 185,222 1,036,452 40 parcels Comments and Discussion: Councilmember Thiede comment: - Mission/Vision should include job creation and demographic alignments e.g. 3M employees don't live in Cottage Grove. Danette Parr: Reviewed - A. 2015 Market Retail Study B. ED work plan - ED: we need to education others about what we do; marketing - reformulate theme C. Development: Update and Communication: Map Displayed - 6 nodes - updated activity in each area 1. West Draw - Senior Housing issues 2. Cedarhurst - housing piece is exciting 3. Gateway North - a lot going on: two spots open, Hotel on 80th 4. Jamaica Central - Blockbuster - will have something to show 5. CottageView - in contact with property owners 6. West Point Douglas - vacancies filled Comments: � Councilmember Thiede: - Do LeafLine employees live here? � Mayor Bailey: We need people from outside to shop here. Business Park Danette Parr Mayor Bailey: Where's the next business park in Cottage Grove going to be? We must start looking to the future. ' City Administrator Schroeder: Now, with Leafline we have some options; now with LeafLine - no longer have ability to compete for 100 acre sites Councilmember Dennis: - We need to take a look at the position of ED/Danette; priority # 1 should be selling; it can't be shoveling snow; use whatever those tools might be, bring winning to bottom line. "Make a clear the path to the register" - that is my view, in my business (liquor store). (Steve Dennis had given staff a PPT on ED) � ACTION ITEM - Look at re-aligning duties in Economic Development 37 ��l\ `x� January25, 2014 City Council/Staff Planning Retreat Executive Session During lunch the Council held an executive session to discuss potential development opportunities with staff (Ryan Schroeder, Jennifer Levitt, Robin Roland and Danette Parr) . � ACTION ITEM: City Council directed staff to continue discussion and get back to them. CITY FACILITIES HERO Center Update (verbal) 1. Current Point in the Process 2. Legislative Update Fire Stations (verbal) 1. Space Needs Proposal @ under $13,000 2. Fire Station Bonds paid off in 2009 3. Station 1: 4,352 SF 4. Station 2: 14,007 SF (6,768 Bay and 7,239 SF office and support) 5. Station3:6,144SF 6. Station 4: 4,926 SF 7. Total square footage at 29,429 8. 20,160 SF project with 16 Bays (16,960 SF) estimated at $6.2 million ($307.54/SF) (note: approx. 5,753 SF dedicated to Fire and/or PS shared space at City Hall) Parks — Verb al - Zac Current Buildings Square Footage Date Constructed 1. Hamlet storage 990 1960 2. Armstrong 486 1965 3. Hamlet 1200 1970 4. PTV 1296 1974/rehab 2010 5. Woodridge 1444 1985/to be replaced 2015 6. Highlands 952 1985/expanded 2011 7. Lamar 888 1985 8. Hearthside 952 1985 9. Station 3 666 1994 10. Kingston 1410 1997 11. P. Thompson 2400 2003 12. Pool Comm. Center 5400 1962 13. Pool Shelter 960 1995 14. Ice Arena 95,200 1974/2008 15. R.O. Banquet 14,185 1999 16. R.O. Clubhouse 4,200 1990 Park Construction Update (verbal) Zac Community Center (see enclosed survey result) 38 �X\ `x� January 24, 2015 City Council/Staff Planning Retreat Public Works Future Building — Ryan + Les verbal 1. Admin Bldg. 59,448 1968,1988, 1997 2. Shed 5,000 1985 3. Mower Garage 1,440 1962 4. Salt Shed 8,000 2000 5. Shed 1,008 1986 6. Storage Bldg. 2,480 1962 7. Old Town Hall 1,440 1881 Total Square Footage 78,816 Total Replacement on 20 acres @$11.6 million (for 78,816 SF) Note: Bonds for the 1997 addition paid off in 2014 Discussion: Public Safety: ' Councilmember Olsen: Partners? Century College? Don't want to move whole program. ' Craig Woolery: We can right-size it; Edina receives $100k/yr. for two days a week - shooting range � ACTION ITEM: Proceed with exploring options (college campus here, share with Woodbury etc.) � ACTION ITEM: Fire Stations - firm up HERO first. Public Works: Les Burshten: City should start thinking about a new building - have space needs; looked at other cities: 93,000 square feet building in Maplewood; 108,000 square feet in Woodbury City Administrator Schroeder - We need to figure out where to put a new building. Mayor Bailey: What is the estimated market value of the current PW property? Ryan Schroeder indicated that it is down $1 million. � ACTION ITEM: Begin assessing space needs for PW building Parks and Recreation COMMUNITY CENTER TASK FORCE RECOMMENDATION AND SURVEY RESULTS Community Center Task Force Recommendations for Facility Elements ➢ Aquatics — A multi-aquatic facility that incorporates slides, fountains, zero depth entry, lap pools and instructional/aqua fitness pools. ➢ Teen/Senior Center — Shared space. ➢ Fitness Center — Cardio fitness and weights ➢ Indoor Playground ➢ Multi-functional Space — Smaller rooms that could be combined to create one larger room ➢ Splash pad outside YMCA Survey Results (N=350) � Survey data suggest broad community support for a City subsidy of $4 million for a Community Center project � 85% of respondents desired to see a proposed Community Center operated by the City and YMCA. 39 ��l\ `x� January25, 2014 City Council/Staff Planning Retreat � 74%viewed the partnership between the City and YMCA as favorable. � 70% supported using City funds to construct a new community center � When asked how much in property taxes each resident was willing to pay to support a new community center, the results were as follows (important to note that there was no discussion on the fact that there would also be monthly and/or annual membership dues to gain admission to the facility): Don't Know 2% $0 23% $20-$29 32% $30-$39 24% $40 or more 19% CIVIC GARDEN Jennifer Levitt Community Development Director Jennifer Levitt made a presentation about recent requests of residents to have signs recognizing their organizations at the entrances to Cottage Grove. The presentation included an overview of the location (public park space on Jamaica just north of 90th and at the BEC), city space, a simple layout, Garden design ideas and electric sign ideas. Costs are estimated at to be $100,000 - $300,000. ti7�r e � � � � E, 04 � '�; r,: T � � o I .K �� - ' I i K�Hyi �� - I � L �� . f '�� Civio slgn Oxden file Map • ,; '�� - '��' „" . << ._ , t� "; , Civic Sign Garden Site Map Discussion: Mayor Bailey: Likes the idea of the garden with the signs; let's talk to the lions club and other civic organizations about it. We need to have one at the other end of town, perhaps at the BEC? Maybe the Chamber of Commerce will pay for part of the costs. Councilmember Olsen: Love the concept; I agree, the second might go by the BEC. 40 �x\ `x� January 24, 2015 City Council/Staff Planning Retreat � ACTION ITEM: Pursue the idea and procure cost information. Follow up with businesses, a Gateway sign with BEC as another possibility. INFRASTRUCTURE IMPROVEMENT, PROGRAMS AND FUNDING (CIP) Jennifer Levitt The complete report prepared by staff regarding these topics can be found in the City Council Packet pages 77- 186. They include: A. Jennifer Levitt's memo the City Council January 12, 2015 - Infrastructure Improvement, Programs And Funding B. Cottage Grove's Capital Improvement Plan (CIP) C. The report on Infrastructure Maintenance Task Force Special Assessment Policy For Public Improvements (completed in 2012J Infrastructure Improvement: The first two years of the CIP, 2015 and 2016, serve as a"work plan." All projects including those in 2015 and 2016 will be brought before Council, prior to feasibility reports, acquisition or construction begins. For 2015, the CIP includes $19.3 million in projects, which are listed below. ; Descri ption Total PM 2015 - F2, 90th St, Grey Cloud ;$ 6,433,000 � iHadley Avenue street work 90th - 100th ' 3,475,800 � I HERO Center - preliminary planning/design 2,920,000 -- 95th Street Extension 1,263,200 Ravine parkway Phase 3 1,000,000 Repaint interior & exterior of Water tower 730,000 ', 97th St & Hemingway construction ' 600,000 Oakwood Park Stormwater project ' S90,000 __ _ _. Sealcoating projects � 388,100 Camel's Hump Park - de�elop & trails � 316,000 , Hemingway N of 95th 303,784 ''�, Woodridge Park - Park building ; 275,000 I, � Storm water maintenance 250,000 I ' --__. _ Hamlet Park - Develop Park & skateboard repair I 220,000 ' Water Meter Replacement project ! 206,250 ' System improvements - Streetlights � 100,000 j Puli well - annual maintenance i 70,000 ! jSpot replacement/slip lining - Sewer � 50,000 I ,i Upper Ravine district infrastructure I 50,000 i IPark properties - Sun�eying & installation of posts � 20,000 � IPublic Landscape initiati� 15,000 �, � I Parks - design & planning 15,000 ; Fire Station #2 - space needs 10,000 � Volunteer tree planting 5,000 � $ 19, 306,134 � 41 ��l\ `x� January25, 2014 City Council/Staff Planning Retreat Programming and Funding for Pavement Management The following chart shows s the pavement management projects 2015-2027. The Council discussed these projects sx��t� 2015-2027 Pavement Management Projects �-�� Legend b __ , , �^^� �� 4 � � 7 9 I � p f � 2027 Pevement Mana9ement I� ' �� 2026 Pavement Managament '�. / " . � 2025 PeVement Management 4 • � ��' � � ry� li` ' ,' I � - � �� _ ��I � 2024 Paveman� Mena9emant � 2023 Pavement Manayement I� 2022 Pavemant Manegemant � �� i "' �� _ 2021PavementMenegemanl �,� - _ �� 2020 Pavement Mana9emem'� } i � \'-' . \ ,. ,�'�.. � 2018 Pevement Mcneqemeni 9��' C� ��- -�.' � n� � � 2018 PaVemenl MBnagemanl N 1 II - I _ � � P � I ZOt� Pavement ManaOement 'Y/ i l�� . ' � 9 � ��,�., � • � 20t6 Pevement ManaB�ment �/ �� y � U� � 2015 Pavemenl Maneqemenl ��i��l 1 � J `' � a : ��, :ois \ � r `�' . :�zo cG Cly Boundary � � L . ��.— �� . :- ' — GG Major Roeds _ '_ \� � � -i5oeJ3properry ; ' �- VJetlana G w � ��'"r ` � _ Park end Opan Spau - � � � Musisslppi Rlver � PARCELS xo�s - li am.� ' Laca�ion Map I - S -- - 25��P.LS . . . iles ��«�,m�..,.,m�:, - .. .. . _ =-:sx: ,<�.<nx �ac.,,�cirs��er.woxmeK,�rsw<rm.,,�-.•n � - Da�e'�122Z2014 �fl . f1 t --� _" .� . CIP PLAN The complete CIP plan was developed by staff and presented to the Council in its packet. It contains the following information: Projects by Program Category, Facilities and Park Projects; Street, Road Improvement And Public Works Projects; Funding Summary by Year; Projects by Year-with Maps; Projected Financial Statements; Pavement Management Maps 2015-2027; and, Debt Projections. Early in the meeting City Administrator Schroeder reviewed the CIP Funding Discussion: Jennifer Levitt: Direction needed from Council - determine priorities on these projects going forward. Les Burshten 80th Street Check CIP; Pavement Management Mayor Bailey - give us PCI - � ACTION ITEM: on pavement management projects: 80th Street and East Point Douglas - determine costs (per Mayor Bailey). 42 �X\ `x� January 24, 2015 City Council/Staff Planning Retreat HOUSING Growth and Diversification Jennifer Levitt and Ryan Schroeder Ryan Schroeder introduced this topic by highlighting elements of the thorough review provided to Council in the packet. This information can be found on pages 188 - 236 beginning with Jennifer Levitt's memo to the Council, 2014 Residential Development Summary prepared January 15, 2015. Using a PowerPoint presentation Jennifer Levitt led the Council in a discussion on Housing Growth and Diversification topics and studies reviewed in the packet material highlighted below: A. Charts and maps on housing units, lots available residential lost with public land available; average home values; Active market Residential Land. B. A memo prepared by John Burbank (Senior planner) on Affordable Housing Review, January 12, 2015. It includes a summary of the Washington County Comprehensive needs Assessment completed by the Maxfield Research Inc. in 2013. C. PowerPoint presentation for Washington County Housing and Redevelopment Authority (HRA) outlining the key findings of the Maxfield Study - includes, Employment Trends, Demographics, Wages, Housing affordability, Housing Inventory General Occupancy, Senior Housing Inventory, Affordably Housing Production, and projected demand. D. 214 Mid-Year Viewpoint Report by Integra Reality Resources E. Memo from Emily Schmitz (Code Enforcement Officer), 2014 Foreclosure Updafe (for Cottage Grove), January 15, 2015. This report includes: total foreclosures in Cottage Grove 2007-2014; Cottage Grove Monthly foreclosures; foreclosures for Washington County and the Twin Cities; Inventory of Lendor owned homes for sale. NUMBER OF DWELLING UNITS CONSTRUCTED Cottage Grove, MN � '� � _ N Z 450 a � n � M _ _ __ -- ---- - _.. __ 450 � 400 - - m -M- - � ..� _ 400 ^ - F 350 - ^ n m -- m _---- N� M m -- -- 350 Z 3OO __ ___ -_ fV N N N_ l0 Q � - - M o - � N ___ _ 300 N 250 N -- - � N. N � � � -- -- 250 � 200 �v v '� � '� r' 200 LL M � Q . ..... . . .. . _— . O 150 ' n o � � - - __----- - -- 150 u�, 100 - -n-^ ^� 100 z 5 0 - � I I - - - -__ _ I J_ I I I I o0 o�Nmv�ioi�corno�rvmv�n��mrno�Nm�r�n�r�mmo,-iNm v oomoocowco o�cowoorna�irnrnmrnrnrnmrn0000000000.--�.-,.-+.�,� m m rn rn m rn m rn m rn rn rn m m rn rn rn m m o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 .�i �"� �"� �"� a"q rl �"� �"i `'i �'i e-1 'r'/ �'i �"� �"� e"� fi rl �--� a--� N N N N N N N N N N N N N N N YEAR 43 �7l\ `x� January25, 2014 City Council/Staff Planning Retreat Map ID Subdivision Name Developer Piatted # of Vacant Lots Number Lots Remaining 1. Oak Cove Meridian Develo ment 12 10 2 Everwootl, Everwood 2nd, Everwood Mike Rygh Development 27 13 3rd, and Everwood 4th Addifions 3 Eastridge Woods and Eastritlge D. R. Horton 74 35 Woods 2nd Additions 4. Cayden Glen Newland Communities (Lennar 92 85 Homes - Builder 5. Mississi i Dunes Estates 4th Meridian Develo ment 29 4 TOTALS 234 147 Affordable Housing Direction Requested: 1. That the City Council accept the information presented by staff at the planning retreat, and hold a discussion on affordable housing within 2. Cottage Grove. The Council authorize the preparation and distribution of a request for proposal RFP- for a residential housing development project that includes any of the following components: a. Multi family condominiums b. Affordable independent living senior housing c. Attached housing including townhomes, Twin homes, or patio homes d. Market rate apartments e. Apartments meeting the values established in the following table: 2014 RENTAL HOUSING _ - _ __ - Monthly gross rent Monthly gross rent Monthly gross rent including tenant-paic! including tenant-paid including tenant-paid utilities, affordable at utilities, affordable at uti�ities, affordable at 30 percent of area 50 percent of area 60 percent of area Bedroom size media income median income median income E(flciency �435 �727 $$72 1 bed room - -- -- -- - $466 -- - 57 79 $935 - - 2 bedrooms $560 $935 5 1,122 3 bedroo - $646 $1.07 - - __ $1,284 - 4 b �721 51.202 �1,445 Discussion: City Administrator Schroeder suggested a reinvestment strategy for the Thompson Grove neighborhood: 1. Buy (City) undervalued stock 3. Limit improvements to the HVAC, roof, siding, etc. so new homebuyer doesn't have these big expenses. 4. Identify homes that meet our criteria develop a program. � ACTION ITEM: Implement the requested action, RFP. 44 /X1 �x� January 24, 2015 City Council/Staff Planning Retreat HIGHWAY 61 CORRIDOR Jennifer Levitt This item on the agenda was put the agenda at the request of the Mayor who wishes for greater improvement in beautification of the Highway 61 corridor that moves through Cottage Grove. See map: � _ ._ y{�. � _ l�"7l� Cottage �, - ` c � _-- L - - `if/!1 (�rove T —� �, � P ,,.�.�� ^�r - -� - -- - -i _.. n.,.i �.�r, ' s �'_ _ -_ W � t � -- - '� -� -.— P � _- _ • 5 r n Legend _ - O CIlyBounOary . - _ , � , � a _ .., � — MaJaROaCS � --- - F �r ' - - _ Park antl OpCn Spece , . . . _ - — � _ IsC 833 propeAy . __� _ . . C � -- ��:� Mississlppl RNer . . .. a ` �i � — � ) - R � il� a ' �- — b � — V' - �� =�_ �� - _ ... , .., _ _ �� _ �._ --- _ <,� � �'� - - � i - - -� - — F � �:� ' •]M6T - "�'', fi`'t "`�, ' L , � - - { — � �i:; '� — -- — - . . _ � - "' ' . _ � � . _ � � �: ., i. . .. „ n� � '�—_. T_ - f ` f - � � � � .��YS - . I T � -_� . '_'-. . � l ' Z ' :ts il6T �OM� OOYBlIB REC016[MICTUa nlhy[ P KS't 1'OM! P01JOlA9 IECdtl11111f.1LTF �'1Y1S 1 I � ��w 01ra41 i'OMD' {9MMDJ qYH9111�1� VBOEf�110V M►YOISENE�Ii � llfOdl�W � �� AMI�OON� 11R� ��p��p� � NftIMItNfIW11C�OO16�1P10�QEMI! 1P1�054V1MOMICI[LT � , I i0��0� I I MONWYa9MRi�1,TqM�MPNOV0d05 CO �Y1D GQMSrto� IiNMAtYU OYOR�V . MI00} 1 I A B G D E � N 1 l IF � II�I M 9 P @ � � X � L!M saol 1002 POPS ]eee T )007 2009 ' WJ - ]9 ?Oii T1 ?T� ]Ox1 il 1013 ]031 i ]Ota 1034 ]Ov ', QFINOMNVQUWD I I EMIlwvlDOUa{AS I �P��IIGN961HO�P08 NBLVi61A1MOOlo.-Yanl[ JWM1TAp�EMW1�Bd11 YM� /YWYItw�eoCfqR. VRd1FCf W11�WY4�OIIM�M\Ii]tfqpSy'ppFT�1i1�TOk fJ1Y621Y�S�OKfNOON OOXJIOOOMOlIf10M xom wura.�romwoaa- . r�wv� mrr sr�[tr e�wresmwnca�awr aano�W�ndwc �v ♦ium,utw-1woor VYIR MJ1Lf 9lOIM�E AMlR Discussion: Mayor Bailey's thoughts on Highway 61: ➢ Redevelopment of Rush site is important ➢ General maintenance would improve the look of our city (mowing - cable and fences; catch weeds and trees; ramp areas on 80th) ➢ Forest Lake, Coon Rapids, Lino Lakes have highway ditches that are mowed and clean ➢ Maybe we should explore getting state funds to assist in cleaning us these areas 45 ��l\ `x� January25, 2014 City Council/Staff Planning Retreat Les Burshten: "Let's go talk to state level -for maintenance, and report back; ask legislators" City Administrator Schroeder: At the end of the day, it is the ramp and entry nodes that people pay attention to, notice. Councilmember Thiede: We need to envision what Highway 61 will look like and then put together a plan. Start with cleaning up those ditches and ramp areas. � ACTION ITEM: Follow up with the state for funding and come forward with a plan for improvement of the ditches and ramp areas. GOLF OPERATIONS COMPARISONS Ryan Schroeder Ryan Schroeder presented an overview of the Golf Course operations: The complete set of charts can be found in the packet. Summary: 1. Golf rounds down roughly 1,600, but golf rounds revenues slightly up. a. *Weekday and weekend standard 18 hole rounds down b. *Senior rounds up c. *Resident rounds up 2. Golf cart revenues remained close. 3. Driving revenues slightly up. 4. Golf shop merchandise down. Another good reason that we are getting out of retail merchandise and only going with core golfers needs (balls, gloves, tees and hats) in 2014. Other Highlights: CITY OF COTTAGE GROVE GOLF COURSE ANALYSIS - BY DEPARTMENT 12/31/2014 - PRELIMINARY Indirect expenses (overhead) includes full time wages, communications, data GOLF COURSE/PRO SHOP processing, insurance, utilities Revenue $ 902,581 � Direct expenses: Pro shop 190,900 Maintenance 248,018 Indirect expenses: Pro shop 194,092 Maintenance 207,711 Revenue over (under) expenses $ 61,860 CLUBHOUSE Fish Fry Lounge Beverage Cart Banquets $ 35, 222 Revenue $ 481,557 $ 138,954 $ 42,585 $ 264,796 Direct expenses $ 330,115 28,740 93,086 23,397 184,892 46 /X1 �x� January 24, 2015 City Council/Staff Planning Retreat 10,548 Indirectexpenses $ 222,935 47,465 -0 164,922 Revenue over (under) expenses $ (71,493) $ (4,066) $ (1,597) $ 19,188 $ (85,018) TOTAL Total Net Operations $ (9,633) Add: Transfers from General Fund 55,405 Less: Capital outlay (125,526) Total Revenues over (under)expenses $ (79,754) PRIORITIES FOR CITY (CC AND STAFF) FOR 2015 Voted on and Ranked at 2015 Planning Retreat Ranked The City Council voted on the following priority projects or initiatives for the City for 2015. Note that the top two were tied for first place and the next three were tied for third place. Project or Initiative #1 Housing RFP (5) #1 Home Depot - pursue and get more information (5) #3 Mains vs. neighborhood - pavement projects (3) #3 Highway 61 - pursue state assistance, etc. (3) #3 Fire Station - space needs/studies (3) #6 Signs - civic (2) #6 Review Economic Development - staffing/program (2) • Taxes - in line with expectations (1) • Plan for business park ties to BEC (1) • Hero Center (1) • Supervisory Training - across board • Space needs study Public Works • Public Safety staffing • Old Pool Building possibilities • Execute current Park Plan 47 ��l\ `x� January25, 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. ➢ Les - good discussion ➢ Zac - consensus on direction, support ➢ Danette - no surprises ➢ Justin - opportunity to compare notes; we are all in alignment ➢ Dave - calibrate with each other ➢ Craig -"can do" attitude of all ➢ Robin - no surprises ➢ Jennifer - all rowing in same direction ➢ Jen - consensus and differences ➢ Ryan - reinforce, all on same team (12) ➢ Myron - passionate about city, alignment - Kudos to staff for LeafLine Labs End of Report 48