The URL can be used to link to this page

Home My WebLink About07N Strategic Plan Quarter 2 Update City Council Action Request Form Meeting Date 9/7/2016 Department Administration Agenda Category Consent Agenda Title Strategic Plan Quarter 2 Update Staff Recommendation Accept quarterly update on the 2016 Strategic Plan. Budget Implication N/A Attachments Strategic Plan Q2 Update Memo Updated Implementation Schedule Cottage J Grove �here Pride and Q�D�perity Meet To: Honorable Mayor and City Council From: Charlene R. Stevens, City Administrator Becky Ahlvin, Management Assistant-Administration Date: September 2, 2016 Subject: Strategic Plan Quarter 2 Update Introduction In January,the City Council and the City's Management Team participated in a strategic planning retreat to define goals to guide the City of Cottage Grove for the future. Four strategic directions were identified: Positioning for Growth, Reforming Organizational Culture, Making Cottage Grove a Recreation Destination, and Engaging the Community and Forming the Vision. While the Strategic Plan is a two year plan, each strategic direction has several strategies with 90 day implementation milestones. This memo and the attached spreadsheet provides an update on the progress Cottage Grove has made to date. Positioning for Growth Strategy#1: Hire ED Director • On Aug. 9,the EDA approved the BR&E program timeline. • The BR&E agreement was signed and sent to the University of Minnesota for approval. Economic Development staff will begin taking the online prep class for the BR&E process in September 2016. Strategy#2: Develop Successful Business Park Plan • Over 20 acres in the business park are graded and are going through the DEED Shovel Ready Certification and Xcel Energy's Site Certification Program. Cottage Grove's business park will be one of only 10-12 sites Xcel will market to large energy users. • The EDA approved an agreement with WAG Trust, which will go before the Council in September. • In August,the EDA and Council approved revisions to the EDA bylaws and enabling resolution in order to comply with State Statute. • Economic Development staff conducted an Urban Land Institute: Navigating Your Competitive Future Workshop to gain feedback into the marketability of Cottage Grove from professionals in the private sector. Staff will use the information to draft a comprehensive marketing plan for Cottage Grove. • Staff continues to work with Washington County to finalize the BRT stations. Continuing Action Steps • Stantec will help update the Comprehensive Plan,through which the boundaries of the business park will be reviewed. • Staff drafted a plan for the expedited review of development project proposals which will provide a consistent point of contact throughout the development process. • Staff is continuing to review business subsidy policies and will bring recommendations to the EDA September. The SAC credit policy is also being reviewed. • Staff is reviewing City ordinances requiring Class I building materials in Industrial zoning. Strategy#3: Space Needs Study for PW & Parks • Public Works and Parks staff inet with the consultant, Short Elliot Hendrickson Inc. (SEH),to discuss the overall proposal and cost. A cost estimate is expected soon. • Public Works and Parks staff continue to evaluate equipment, storage, and staffing needs as it relates to future growth and a full build out. Strategy#4: Conference with Developers, Real Estate Brokers, and Land Owners • The City received approval from the Department of Commerce for three continuing education credits for the City's Realtor Forum, which will be held on October 6, 2016. • Speakers for the Realtor Forum include City staff, Washington County staff, ISD#833 staff, and Mary Bujold,the President of Maxfield Research & Consulting. Continuing Actions Steps • Staff is evaluating the effectiveness of continuing with a Business Appreciation Event such as a golf tournament or River Boat Cruise. Strategy#5: Finalize RRCC BRT Stations • BRT Station Plans will be sent out to the RRC Technical Advisory Committee. Public comment on the draft of the final plan will be in September. Reforming Organizational Culture Strategy #1: Training and Travel Committee (Tuition Reimbursement) • The training and travel committee is in the process of being developed. • Training dollars were increased in the proposed 2017 budget. Strategy #2: Evaluate Benefits for 2017 Budget • The proposed 2017 budget includes an increase in the city contribution to employees' health savings accounts (HSA). The proposal also includes changing when the city contributions are deposited from four times per year to two times per year so employees have more funding in their HSA earlier in the year. Strategy #3: Health and Wellness Committee • The Wellness Committee submitted a budget request of$2,500 for FY2017. • The Wellness Committee has sponsored several challenges and events including a walking challenge in June, a park cleanup day in August, and a veggie challenge during September. Strategy #4: Emphasize Career Path Options During Annual Reviews • This item is complete. Strategy #5: Compensation Plan for 2018 • The RFP has been developed and will be finalized once the preliminary levy is adopted in September. • The Administration department included a budget add of$25,000 for the 2017 budget for the compensation study. Strategy #6: 2017 Budget for 3 Firefighters/Paramedics • Public Safety staff included a budget add for 3 firefighters/paramedics in the 2017 budget to help with the anticipated 5-10%call increase per year due to expected growth. These positions are dependent on the final 2017 budget to be adopted in December. Strategy #7: Employee Survey • The summer management intern created the employee survey on Survey Monkey and then distributed it via email and hard copy. A total of 99 employees completed the survey. The overall response and feedback indicate that most employees agree that the City of Cottage grove is a good employer. • Key Takeaways: o Most employees agree that the City does a good job of attracting talent but many believe the City does not do a good job of retaining that talent. o The majority of employees have confidence in their department's leadership and believe their 2 supervisor promotes a positive work environment. o The majority of employees indicated that the cost to attend trainings is an obstacle. o A majority of employees believe the City offers competitive wages for work responsibilities but the benefit package is not competitive for work responsibilities. • With the employee survey results,the City now has more defined direction to continue reforming organizational culture. Make Cottage Grove a Recreation Destination c�....�..,..., u� . n....I. i.,....,...........,......,.� n I...,. • No action update at this time. • Council adopted the final business plan and authorized necessary budget adjustments in anticipation of an October 1, 2016 launch of the new Eagles Bar and Grill. • River Oaks scenic overlook park design o Due to the small scope of the project, staff worked with the Parks Commission to design a Master Plan rather than utilizing a consulting firm. Staff is also working with Friends of the Mississippi River as a resource for a natural resources management plan. • Boat Launch on Mississippi River o Staff had a phone conversation with the Gibson Family about reacquiring access to the former boat launch site. Although the owners seem open to the idea of selling,they are deferring discussion until they meet with the City on future land development issues regarding the island. Engaging the Community and Forming the Vision Strategy #1: Hire Facilitator for Community Engagement • The City Council entered into a contract with NEXT Generation Consulting at the June 1 Council meeting. Staff is working with the consultant to plan a kick off ineeting,town halls, and focus groups. • Applications for the community engagement steering committee are being accepted through Sept. 2 and the Council will appoint the committee members. The kick off ineeting is planned for Sept. 20 for the committee, Council, and staff. Strategy #2: Develop Communications Plan • Staff is promoting the community engagement project through the City website, newsletter, social media sites, and through press releases. • A section specifically for community engagement is being developed on the City's website. Strategy #3: Develop Engagement Strategies/Gather Community Input • The city will use "One Wish" chalkboards, social media campaigns, online surveys,town halls, and focus groups to engage with the community. Strategy #4: Develop Community Plan • No action update at this time. Summary City staff continues to utilize the four strategic directions to guide our efforts and this report is a snapshot of progress to date. We will continue to provide quarterly updates to the Mayor and Council as well as incorporate the initiatives into the 2017 budget process. If there are any questions, please contact the City Administrator. 3 Q1-Mar/Apr/May-June 1 Current as of 9/2/2016 Q3-Sep/Oct/Nov-Dec.7 Q2-Jun/Jul/Aug-Sept.7 Q4-Dec/Jan/Feb-March 1 Implementation Schedule 2016 2017 Lead Staff 16-Q1 16-Q2 16-Q3 16-Q4 17-Q1 17-Q2 Notes Hire ED Director Jennifer Levitt Target Date of Completion:August 2016 Revised Position Description Completed Solicited and Advertised Position Completed Reviewed Applications Completed Interviewed 4 Candidates-First Round Completed Final Interview with Council-2 Candidates Completed Make Job Offer and Run Background Check Completed Hire New ED Director Completed 02/2016 Develop Business Retention& Christine Costello Aug.2016 Expansion(BR&E)Plan In process Develop Successful Business Park Plan Jennifer Levitt Target Date of Completion:July 2017 Review Transitional Growth Area and determine new boundaries of the Jennifer,Burbank,McCool,Christine Review as part of Comprehensive Plan Business Park In process Mass site grade 60 acres for shovel In process-waiting for Jennifer,Ryan Summer 2016 certifications from DEED and ready pads Xcel Prepare an agreement with WAG Trust for the ongoing land deal(Dog Park& Jennifer,Kori July 2016 Compost Site) In process Review EDA Bylaws and Policies-'�� May 2016: r..��..,.�1/�nn��,..i,..�,... Christine,Kori,Robin Completed Aug.2016 Survey surrounding communities for Apr.-May Christine expedition process 2016 In process Review Business Subsidy Policy Robin May 2016 In process Prepare a policy for SAC Credits Robin,Christine May 2016 In process Develop a marketing strategy Christine,Sharon Completed by October 2016 BRT Station Planning Jennifer,Burbank Summer 2016 In process Review code related to building materials McCool,Burbank Summer 2016 In process Space Needs Study for PW&Parks Les Burshten Target Date of Completion:January 2017-Ongoing BudgetforSpace NeedsStudy Les/Zac May 2016 In process-gathering estimates Review Equipment,Storage,and Staffing needs at full build out Adam Aug.2016 In process Develop a Subcommittee with Public Works and Parks Les/Zac Oct.2016 Prepare an RFP for a Space Needs Ryan/Adam Oct.2016 Study Page 1 Q1-Mar/Apr/May-June 1 Current as of 9/2/2016 Q3-Sep/Oct/Nov-Dec.7 Q2-Jun/Jul/Aug-Sept.7 Q4-Dec/Jan/Feb-March 1 Implementation Schedule 2016 2017 Lead Staff 16-Q1 16-Q2 16-Q3 16-Q4 17-Q1 17-Q2 Notes Receive Proposals for a Space Needs Stu dy Les Dec.2016 Public Services Commission Review and Adopt Space Needs Study Les Feb.2017 Identify land for expansion Jennifer Levitt Mar.2017 Conference with Developers,Real Estate Brokers,and Land Owners Christine Costello Target Date of Completion:January 2017 Select Topics for Real Estate Brokers Completed: Christine Forum May 2016 Select Speakers for Real Estate Brokers May 2016 Forum Christine Completed: July 2016 In process Conduct a Real Estate Brokers Forum Christine Oct.6,2016 Developer Forum/Event(River Aug./Sept. In process-evaluating event Christine Boat/Golf/Other) 2016 effectiveness Landowners Forum Jennifer,McCool,Burbank Oct.2016 (Education/Outreach) Finalize RRCC BRT Stations Jennifer Levitt Target Date of Completion:July 2017 Gateway North/Jamaica Business In process-Washington Feedback-Surve Apri12016 Count atherin feedback Y Y6 6 Host Business Park Meeting to Gain May 2016: Feedback Completed April 2016 Comp Plan Steering Committee April-July 2017 In process Chamber Lunch Event-Educate and Gain Feedback May 2016 Red Rock Commission Final Acceptance of Station Locations Oct.2016 - • - Training and Travel Committee Joe Fischbach Target Date of Completion:September 2016 .:i� Solicit Interest Joe Fischbach �� June 2016 In process .:i� Begin Meeting Joe Fischbach �� June 2016 Review and Make Recommendations A4ay-�9�g July 2016 Committee Prepare Costsfor Budget June 2016 Consideration Committee Implement Changes Committee Jan.2017 Evaluate Benefits Joe Fischbach Target Date of Completion:September 2016 Review Parental Paid Leave Policy Joe Fischbach � June 2016 In process Review HAS Funding Levels and When Joe Fischbach Completed: Proposal prepared for budget May 2016 process Make Changes if feasible Joe,Charlene Sept.2016 Implement Changes Joe,Charlene Jan.2017 Health and Wellness Committee Joe Fischbach/Becky Ahlvin Target Date of Completion:January 2017-Ongoing Page 2 Q1-Mar/Apr/May-June 1 Current as of 9/2/2016 Q3-Sep/Oct/Nov-Dec.7 Q2-Jun/Jul/Aug-Sept.7 Q4-Dec/Jan/Feb-March 1 Implementation Schedule 2016 2017 Lead Staff 16-Q1 16-Q2 16-Q3 16-Q4 17-Q1 17-Q2 Notes First Meeting of Committee Completed Feb.2016 Set Goals and Objectives of Wellness Completed Wellness Committee Feb.2016 Committee April 2016 Set Priorities for 2016 Wellness Committee Feb.2016 Completed April 2016 Feb.2016: Future Meeting Dates/Frequency Wellness Committee Completed March 2016 Budget-Calendar of Events Wellness Committee Completed June 2016 Evaluate Effectiveness of Program by Determined Benchmarks �Nellness Committee Annually Emphasize Career Path Options Joe Fischbach/Department Heads Target Date of Completion:January 2017-Ongoing Update Performance Appraisal Forms to Include Training Goals/Plans and Completed Mid-Year Check-In April 2016 Supervisor Training on Use of Forms Completed July 2016 Deploy Updated Assessments Nov.2016 Compensation Plan for 2018 Joe Fischbach Target Date of Completion:End of 2017 Develop RFP Joe,Becky ""�-�,.,�;-��'^'� Summer 2016 Completed Jul 2016 Because the Compensation Send Out RFPs Joe,Becky ^�"''��^"� Sept.2016 Study will not begin until Jan. 2017,these actions have Review RFPs Joe,Becky AAay-�83b Oct.-Nov.2016 been changed to reflect the updated timeline. Award Contract Joe,Becky Nov.-Dec.2016 Develop Budget for 2017 Joe,Becky Completed '"� June 2016 Budget Approval-Start/End Joe,Becky Jan.2017 2017 Budget for 3 Chief Redenius/Director Woolery Target Date of Completion:November 2016 Fi refighters/Pa ra med ics May 2016: Plan and Articulate Staffing Rationale Completed June 2016 Submit Budget Request Documents Completed June 2016 Council Workshops(Budget) July-Aug. 2016 In process Final Adoption of Budget Dec.2016 Employee Survey Joe Fischbach Target Date of Completion:January 2017 Prepare survey John Completed:Summer 2016 Send out Survey John Completed:Summer 2016 Collect Results John Completed:Summer 2016 n,.,�en�c Use Results to Recommend Chan es Jan.2017 Page 3 Q1-Mar/Apr/May-June 1 Current as of 9/2/2016 Q3-Sep/Oct/Nov-Dec.7 Q2-Jun/Jul/Aug-Sept.7 Q4-Dec/Jan/Feb-March 1 Implementation Schedule 2016 2017 Lead Staff 16-Q1 16-Q2 16-Q3 16-Q4 17-Q1 17-Q2 Notes Park Improvement Plan Zac Dockter Target Date of Completion:November 2016 SWC Athletic Facility Needs Study Completed Adopted by Council 02/2016 Develop Budget Implications Completed: March 2016 Align Expectations with ISD 833 April 2016 In process May 2016: Amend CIP Completed March 2016 Implement Project According to CIP Ongoing 2017 River Oaks Task Force River Oaks Business Plan (Councilmember Dennis and Mayor Target Date of Completion:Summer 2016 Bailey) Council Adopt Business Plan for River Completed Oaks 02/2016 Assessment of River Oaks Completed:Summer 2016 River Oaks Active Management Partnership Ongoing Staff Realignment March 2016 In process Add Service Options Summer 2016 In process Create Marketing Strategy River Oaks Task Force,Sharon Summer 2016 In process Create Mississippi River Access Zac Dockter Target Date of Completion:October 2016 River Oaks Scenic Overlook Park Design u�.,,i�..,J�,.�..,,n,.��,...,.. ��,.n�T,.l,t,., i��..,.�en�c Keeping design in house Solicit Community Input Zac,Designer,Parks Commission, qug.2016 Engineer Design Master Plan Draft Zac,Designer Aug.2016 In process Draft Review Commission,Council Sept.2016 Finalize Master Plan and Budget Commission,Council Oct.2016 Add to CIP Zac Dockter Incorporate with Pavement Management Plan Zac Dockter Boat Launch on Mississippi River Contact Mississippi River Boat Launch April 2016 Leaser and DNR about Reopening Zac Dockter Access Follow Up Summer 2016 Contract Negotiations Zac,Charlene,Attorney � On hold,pending follow up conversation Sign Contract Zac,Charlene,Attorney '�"�'�' On hold,pending follow up conversation Page 4 Q1-Mar/Apr/May-June 1 Current as of 9/2/2016 Q3-Sep/Oct/Nov-Dec.7 Q2-Jun/Jul/Aug-Sept.7 Q4-Dec/Jan/Feb-March 1 Implementation Schedule 2016 2017 Lead Staff 16-Q1 16-Q2 16-Q3 16-Q4 17-Q1 17-Q2 Notes Hire Facilitator for Community gecky Ahlvin Target Date of Completion: '��^^�e^'�Sept.2016 Engagement Draft RFP Completed 02/2016 Issue RFP Completed 03/2016 Proposals Due Completed April 4,2016 Possible Oral Interviews Completed April 2016 �� Contract Award Completed June 1,2016 Community Visioning Process Begins Sept.2016 Develop Communications Plan Sharon Madsen Target Date of Completion:September 2016 Identify key stakeholders March 2016 In process Identify potential questions; March/April 2016 In process Answer why and develop key April 2016 messages In process Promote Engagement Strategies June 2016 In process Implement Changes Jan.2017 Promote results from Community Engagement Ongoing Develop Engagement Strategies/Gather gecky Ahlvin Target Date of Completion:December 2016 Community Input Appoint Steering Committee Sept.2016 In process-receiving applications "One Wish"Chalkboards throughout f�Aaq�-i� community � Sept.-Oct.2016 Social media campaigns Sept.-Dec.2016 Oct.-Dec. Online Surveys 2016 Town Hall#1 Oct.2016 Town Hall#2 Dec.2016 Oct.-Dec. FocusGroups 2016 Gather Community Input Sept.-Dec.2016 Develop Community Plan Sharon Madsen Target Date of Completion:May-June 2017 Based on results from community TBD input Implement Changes TBD Page 5