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HomeMy WebLinkAboutCity Council Packet 01-18-2011 SpecialCITY OF PLYMOUTH AGENDA SPECIAL COUNCIL MEETING January 18, 2011, 5:30 p.m. MEDICINE LAKE CONFERENCE ROOM OATH OF OFFICE—Kathleen Murdock, Councilmember Ward 2 1. CALL TO ORDER 2. TOPICS A. Discuss Council Chambers renovation project B. Discuss Council goals and priorities for 2011 C. Set Future Study Sessions D. Update with City Manager 3. ADJOURN Special Council Meeting 1 of 1 January 18, 2011 aty of Agenda 2APlymouthNumber: Iridin, Qphty da UfL, To: Laurie Ahrens, City Manager SPECIAL COUNCIL MEETING Prepared by: Cal Portner, Administrative Services Director January 18, 2011 Reviewed by: Doran Cote, Public Works Director Helen LaFave, Communications Manager Item: Council Chamber Renovation 1. ACTION REQUESTED: Receive an overview of the Council Chamber Renovation project and authorize staff to advertise for bids. 2. BACKGROUND: The Council Chambers audio-visual equipment was installed in 1996. Over the course of the past 14 years, typical wear -and -tear as well as technological advances has made the equipment obsolete. We have experienced more frequent equipment malfunctions and challenges finding replacement parts. The Council approved the inclusion of the Chambers Renovation in the 2011-2015 Capital Improvement Plan. The approved 2011 Budget includes funding for the renovation. In 2009, the city began a number of regularly scheduled maintenance improvements to City Hall including carpet replacement, wall coverings and some furniture replacement. Aside from carpet replacement, the Council Chambers is the only room in the facility that has not undergone these improvements. As a member of the Northwest Community Television (NWCT) joint partnership, the city receives an annual grant intended for the purpose of broadcast improvements. These funds have been reserved for a number of years in anticipation of the proposed renovation. The grants originate from a fee paid by cable subscribers to support community access television. To accommodate the technological upgrade, a number of structural adjustments are necessary to improve the camera angles, lighting, sound quality and broadcast product for webstreaming and cable television. The project will maintain the existing dais and millwork, carpeting and chairs. Wall coverings will be replaced to improve sound quality, the existing soffit between the dais and seating area will be removed for camera placement and some ceiling work will be completed to cover holes from existing fixtures and to allow for improved lighting fixtures that will decrease shadows and lessen heat and glare. The room improvements will also create a better multi-purpose venue for large group training and meetings. The architects and technology consultants were tasked with a limited budget and accommodations were made to utilize as much of the existing infrastructure as possible. Due to the integral nature of the project, there are a number of structural improvements that need to be incorporated to ensure that the technology will operate effectively. Plymouth staff, including communications, IT and public facilities, has worked closely with Northwest Community TV, our technology consultants, Elert & Associates, and the architects to plan the project. The Chambers will need to be vacated for up to eight weeks. Temporary broadcast accommodations are planned for the Medicine Lake Room in the interim. We are expecting the Council and commissions will be out of the Chambers in May and June. The tentative project timeline is as follows: Jan. 18 Jan. 31 Feb. 10 Feb. 24 March 8 Ap. 11-26 Apr. 27 — May 20 May 16 - 27 June 3. BUDGET IMPACT: Authorize Staff to Advertise for Bids Construction Drawings completed for Architectural, Engineering, AV Advertise for Bids Receive Bids Council Meeting — Award Bids Staging Construction Phase & Technology Rough In AV Installation Test, Train, & Accept In all, $289,000 was budgeted for the project. The broadcast and presentation technology is expected to be approximately $154,000 and the construction costs were budgeted at $88,000. The Council has already approved professional services fees of $47,000. 4. ATTACHMENTS: N/A City of Plymouth Iridin, Qphty da Life SPECIAL COUNCIL MEETING January 18, 2011 Agenda 2BNumber: To: Mayor and City Council Prepared by: Laurie Ahrens, City Manager Item: Goals and Priorities 1. ACTION REQUESTED: Adopt 2011-12 Council Goals and Priorities. 2. BACKGROUND: Each year, the City Council establishes goals and legislative priorities. The 2010 list is attached as a starting point for discussion. Please bring your desired goals to the meeting. Typically, following an election, the Council has adopted a two-year goals and priorities list. The Council would still update the list in 2012, but thinking about initiatives and goals for the future two-year period would be helpful for staff in planning the upcoming biennua12012-13 budget. Department directors will be attending the meeting and prepared to provide a brief department update, as well as answer questions. I thought it may be helpful for the Council to also have a preview of the department work plans and initiatives prior to your session. Those are attached. This is not a goals list, but is provided to give you insight into some of the work anticipated for 2011 in each division. 3. ATTACHMENTS: A. 2010 Goals and Priorities B. 2011 Department Work Plans and Initiatives Page 1 rp) City of Plymouth AddIns Quality [n Life 2010 City Council Goals Monitor Economic Challenges. Continue to track economic challenges. Evaluate and prioritize existing services, service levels and service needs, and seek innovative solutions to maintain high quality core services, promote financial transparency and protect Plymouth's strong financial position and quality of life. Protect P lymouth's Strong Financial Position. Maintain Plymouth's fiscal health by crafting a long-term revenue plan to ensure sustainable operations at a fair and equitable tax rate. Review fund balance policies to protect Plymouth assets. Promote Transportation Solutions. Advance transportation and transit solutions to improve the local economy, promote business growth and development, and improve area roadways and highways to reduce commuter congestion. Focus on maintaining suburban transit and advancing the following projects: third lane on 1-494, study of Highway 169 between 1-494 and 1-94, and improvements to Highway 55. Pursue Northwest G reenway and E nvironmental Initiatives. Continue to acquire property for the Northwest Greenway and parks, as directed by voter referendum. Complete improvements to the Hilde Performance Center. Collaborate with watershed agencies to ensure effective progress on water quality mandates. Continue energy conservation efforts in city buildings. Continue Proactive Public Safety Initiatives. Build on the successes of fire prevention and fire service programs as well as proactive policing strategies to promote and enhance livability. Protect th e city's I nfrastructure I nvestment. Ensure that the city can protect and enhance the useful life of streets and utilities, continue to monitor financial resources and economic conditions, and consider timing with regard to infrastructure needs. Increase Efficiency and Economy of Services. Explore partnerships with neighboring communities, school districts and other government agencies to decrease costs through shared services and purchasing, and the elimination of duplicative efforts. Page 2 rp)City of Plymouth 2010 Legislative Priorities Ariding Quality [o Life I. TRANSPORTATION A. To efficiently transport commuters and promote business growth, the city encourages the legislature to identify long-term funding sources with growth potential to allow for the construction and maintenance of efficient transit and highway systems. Specifically, Plymouth supports the following: 1. Third lane expansion on 1-494 from Highway 55 to 1-94, the only portion of 1-494 with two lanes. The city opposes a managed third lane for 1-494. 2. The city supports preservation of suburban transit, and the expansion of the transit taxing district. 3. The city encourages improvements to Highways 169 and 55. II. COMMUNITY DEVELOPMENT A. Housing P ersons N of C apable o f Se If- Preservation. The city encourages clarification with respect to a conflict between the Fair Housing Act and the Uniform Building Code. B. Day C are F acilities in R esidential A reas. The city encourages the amendment or clarification of MN Stat. 245A.14, Subd. 1, to require that a residential day care facility must be accessory to the principal use of a residential property and the business must be operated by residents of the residential structure. C. 180 D ay B uilding P ermit Rul e. The city encourages amendment of MN Stat. 326B.121 subd. 2 (2), to allow the ability to adopt ordinance language that could require exterior work of residential structures be completed within 180 days of building permit issuance. D. Vehicle M iles T raveled. The city opposes legislation mandating comprehensive plan amendments that includes requirements to calculate, monitor and reduce vehicle miles traveled to a previous date. E. Future Comprehensive Plan Updates. The city encourages the amendment of MN Stat. 473.864, Sec. 14. Subd. 2, requiring the next mandatory Comprehensive Plan Updates to be completed by 2022 so that it is better tied to the census. Cities currently update plans using census data that is approximately 7-8 years old. To better plan for demographic changes, updates should be required by the second year of a decade. III. PUBLIC SAFETY A. Local responsibility to collect and dispose of over-the-counter and prescription drugs. The city opposes the proposal requiring local police agencies to act as a repository for the general public's unused prescription and over-the-counter drugs and to make the proper provisions for disposal. The mandate would increase liability exposure and costs. Page 3 B. Forfeiture and Se izure L aws. The city opposes proposals to change the current forfeiture laws, whereby proceeds from lawful seizures would go to the state instead of local task forces. The current law has adequate checks and balances intended to ensure accountability and the proceeds have sustained drug task force operations. C. Sentencing Guidelines for Weapons Crimes on School Property. The city supports an increase of the sentencing guidelines for adults and juveniles for weapons -related offenses on school property to match that of courthouses and federal buildings. D. Maintain Judicial System Funding. The city strongly encourages support for full judicial system funding as it relates to pre- and post -sentencing impacts and retaining the Minnesota 4th District Ridgedale Courthouse. E. Fire State Aid (2% Fund). The city supports the continued distribution of Fire State Aid accumulated from insurance premium dues (2% funds) to fund firefighter pensions. Additionally, the city supports the continuation of state funding for fire training and education activities. IV. GENERAL GOVERNMENT A. Local Control. The city opposes legislation that erodes local control or creates mandates without a corresponding state appropriation or funding mechanism. 1. Mandates. Remove unnecessary reporting and other mandates and provide a funding source for state -required mandates. 2. Levy Limits. The city opposes levy limits. State -imposed limits on local decision making are inconsistent with local accountability. 3. Market Value Homestead Credit. The city supports payment of MVHC directly to the homeowner (not using cities as a conduit) in order to improve transparency and eliminate unpredictability in budgeting. 4. Fiscal Disparities. The city encourages the legislature to reexamine the fiscal disparities program. Many of the factors which supported the original fiscal disparities law in the early 1970's may no longer be valid. B. Buy Am erican La w. Clarify the law that requires purchased uniforms and safety equipment be manufactured in the U.S. There is a limited supply of American uniform, specialized technology, and equipment manufacturers who are able to meet required specifications. This unfunded mandate has unknown consequences. C. Sales Tax Exemption on Local Government Purchases. The city supports legislation to reinstate the sales tax exemption for all local government purchases. D. Utility Relocations. The city supports efforts to ensure relocation of utilities in a timely manner, efforts to increase service reliability, as well as indemnification from fees and fines when relocation is beyond the city's span of control. E. Election Law. The city supports enhancements to election law that improve efficiency, while maintaining system integrity including improvements in absentee and early voting. Page 4 COMMUNITY DEVELOPMENT DEPARTMENT INSPECTIONS 1 CONVERT THE RENTAL LICENSING PROGRAM TO GOVERN 2 ]FRIGHT STAFFING/MONITOR PROGRAMS 3 WEBSITE UPGRADES 4 NEW STATE BUILDING CODES PLANNING Fl-11 CENSUS/AMERICAN COMMUNITY SURVEY F-211 FOUR SEASONS MALL STUDY F3 ]FNW AREA DEVELOPMENT & REDEVELOPMENT F4 ] VARIANCE REGULATIONS HOUSING nSENIOR BUILDINGS (OCCUPANCY, LEVY, LONG TERM IMPROVEMENT PLANS) 2 10 YEAR HISTORY OF CDBG PROGRAM, INCLUDING RECENT CDBG-R 3 WORKFORCE HOUSING - SANDS DEVELOPMENT F4 ]1 REDEVELOPMENT/ECONOMIC DEVELOPMENT SUPPORT SERVICES CREDIT CARDS (WITH ADMINISTRATION) FRECORD RETENTION (WITH ADMINISTRATION) 3 SECTION 8 PROGRAM FRENTAL LICENSING AND WEBSITE UPGRADES (WITH INSPECTIONS) Page 5 POLICE DEPARTMENT PATROL FIJFUSE OF TECHNOLOGY AND ANALYSIS TO DIRECT PROACTIVE PATROLS CONTINUE HIGH LEVELS OF VISIBILITY AND TRAFFIC ENFORCEMENT 3 SETTLE IN WITH ALL THE NEW TECHNOLOGY ADVANCEMENTS F4 SERVICES I 1 I ENHANCING WORKING RELATIONSHIPS WITH OTHER CITY DEPARTMENTS 2 UTILIZE CRIME ANALYSIS TO ENHANCE OUR PROACTIVE POLICING UNIT FCONTINUE TO ANALYZE INVESTIGATION TIME AND CLEARENCE RATES 4 ENCOURAGE CREATIVITY AND FUTURISTIC THOUGHT PROCESS PROFESSIONAL STANDARDS RESTRUCTURE THE DEFENSIVE TACTICS TRAINING PROGRAM 2 LEAD THE NEW PROFESSIONAL STANDARDS SGT. TOWARDS PERSONAL SUCCESS 3 CREATE PROMOTIONAL PROCESSES TO EFFECTIVELY IDENTIFY THE BEST CHOICE 4 CONTINUE THE FOUNDATION OF A SUCESSFUL EMERGENCY MNGT. PROGRAM ADMINISTRATION ENHANCE QUALITY CONTROL OF DEPARTMENT RECORDS 2 CONTINUE TO WORK AND DEFINE PROCESSES FOR PROPERTY ROOM (DEVELOP SOP'S) 3 CONTINUE WORKLOAD ANALYSIS AND DEFINING AREAS OF RESPONSIBILITY 4 Page 6 PUBLIC WORKS DEPARTMENT STREETS FEDERAL SIGN RETROREFLECTIVITY UPGRADES F21 MAINTENANCE OVERLAY PROGRAM FSTREET SWEEPING CONTRACT FSNOW PLOWING UTILITIES 1 I INFLOW AND INFILTRATION REDUCTION PROGRAM FFLOOD CONTROL FLIFT STATION REHABILITATION PROJECTS NEW WELL CENTRAL SERVICES FLEET REPLACEMENT - FIRE APPARATUS 2 FLEET MAINTENANCE COST REDUCTION F3] CITY COUNCIL CHAMBERS UPGRADES 4 FLEET AND FACILITIES POLICY UPDATES TRANSIT AND SOLID WASTE F1-1 TRANSIT SERVICE CONTRACT FRECYCLING SERVICE CONTRACT 3 MULTI -FAMILY AND COMMERCIAL RECYCLING SPRING CLEANUP ENGINEERING F-11 NEW PAVEMENT MANAGEMENT PROGRAM FPETITIONED STREET RECONSTRUCTION PROJECTS FDEVELOPMENT FWATER RESOURCES PROJECTS Page 7 ADMINISTRATION 1 2 3 a PLYMOUTH PARKS & RECREATION GOALS 12011 Department organization/reorganization —transitions and adjustments as staff retire Hilde Performance Center grand opening Northwest Greenway-- continue to purchase land CAPRA Accreditation polices and procedures implementation — efficiencies and responsiveness VOLUNTEERS Volgistics Software —full implementation Senior Volunteers — explore transitioning /merging senior volunteers and City volunteers Volunteer projects— i.e. sidewalk hearts; park history research & interview PARKS MAINTENANCE CIP projects—skate park replacement; dog park improvements; trail connections GIS Park inventory and asset management project Investigate playfield lighting systems— cost saving options FORESTRY Emerald Ash Borer—grant & plan implementation Review & update community correspondence — customer friendly form letters GIS tree inventory and asset management project RECREATION Arts initiatives — Art display collaboration with library and sculpture in the park grant initiative Program enhancements —farmers market; movies in the park; special events Senior programming — partnering with HRA to provide programs at senior housing facilities PLYMOUTH CREEK CENTER I 2 CIP project — replace ballroom wood floor Implementation of two -a -day weddings FIELD HOUSE Reallocation of dome time — construction of Maple Grove dome and loss of Maple Brook Blast Review of rental priority process -- address non-residents and youth lacrosse Evaluation of turf condition and replacement needs — currently in 2012 CIP ICE CENTER Energy saving initiatives— new doors dividing the rinks from the lower lobby Facility repair and equipment replacement plan Purchase new back-up cooling tower — prevent catastrophic (up -to 90 day) shut down of facility Page 8 ADMINISTRATIVE SERVICES DEPARTMENT ASSESSING 1 COMPLETE TRANSITION TO C-1 CAMA, UPDATE INFORMATION F2 ]F CONTINUE TO WATCH FORECLOSURES AND SALES INFORMATION 3 MINIMIZE REFUNDS FROM TAX PETITIONS AND ABATEMENTS 4 ] PREPARE A FAIR AND EQUITABLE ASSESSMENT CITY CLERK Fil RECEIVE CENSUS TRACT INFORMATION AND PREPARE REDISTRICTING MAPS 2 UPDATE DATA PRACTICES INFORMATION 3 REVIEW AND UPDATE CITY CODE 4 COMMUNICATIONS Fl-11 COMPLETE COUNCIL CHAMBER IMPROVEMENT PROJECT F2 WITH NWCT, IMPLEMENT SERVER -BASED CABLE CHANNEL PLAYBACK SYSTEM F3 PUBLISH SIX CITY NEWSLETTERS AND FIVE "EXTRA" SUPPLEMENTS El WORK WITH WATERSHEDS TO DEVELOP WORKSHOPS ON BEST PRACTICES FINANCE F-11 UB SCANNER AND INTERNAL PAYMENT IMPLEMENTATION 2 UTILITY RATE STUDY/TRUNK FUND ANALYSIS 3 AUDITOR RFP 4 STREET LIGHTING FEE IMPLEMETATION INFORMATION TECHNOLGY FillUPGRADE STORAGE AREA NETWORK 2 REPLACE OBSOLETE CAMPUS CCTV 3 RETRO FIT NEW SQUAD CARS 4 COMPLETE ANNUAL SOFTWARE/HARDWARE UPDATES ADMINISTRATION Fil BEGIN 2012-13 BIENNIAL BUDGET PROCESS 2 ASSIST WITH LABOR CONTRACT NEGOTIATIONS 3 COMPLETE PROSECUTION SERVCIES ANALYSIS 4 UPDATE POLICIES, PROPOSE CELL PHONE POLICY Page HUMAN RESOURCES aCOMPLETE LABOR NEGOTIATIONS FOR ALL FOUR LABOR UNIONS 2] EVALUATE AND PURCHASE HRIS SYSTEM SALARY COMPARISON FOR NONREPRESENTED EMPLOYEES AND IElOMPLETE RECOMMEND SALARY PLAN 4][ PREPARE BIENNIAL HR BUDGET AND CITYWIDE POSITION BUDGET Page 10 MEMO CITY OF PLYMOUTH 3400 PLYMOUTH BOULEVARD, PLYMOUTH, MN 55447 DATE: January 4, 2011 TO: Laurie Ahrens, City Manager FROM: Richard C. Kline, Fire Chief SUBJECT: 2011 Fire Department Goals The 2011 fire department goals are recognized in an effort to evaluate our effectiveness and efficiencies; promoting a philosophy of continuous improvement within the Department. These overarching organizational goals form the foundation for our operational performance measures. Our goals are divided into four broad categories, representing our desire to provide quality and value adding services to our internal and external customer. I welcome your feedback. ADMINISTRATION I Evaluate fire department strategic plan 2 Recruit additional Paid -On -Call Firefighters to reach authorized strength 3 Explore shared service(s) potential OPERATIONSITRAINING 1 Collaborate with IT and external partners to develop an E -learning firefighter training reference 2 Collaborate with IT to develop external electronic access to selected files Page 11 EMERGENCY MANAGEMENT 1 Access secondary Emergency Operations Center (EOC) functionality 2 Conduct City emergency management exercise FAC;TLTTTES & APPARTUS FLEET 1 Review apparatus replacement plan 2 Review facility maintenance plan Page 12 City of Agenda 2CPlymouthNumber: v Adding Qkelity to Life To: Laurie Ahrens, City Manager SPECIAL COUNCIL MEETING Prepared by: Sandy Engdahl, City Clerk January l8, 2011 Reviewed by: Cal Portner, Administrative Services Director Item: Set Future Study Sessions 1. ACTION REQUESTED: Review the pending study session topics list, and set study sessions or amend the topics list as desired. 2. ATTACHMENTS: Pending Study Session Topic List Official Calendars Page 1 Pending Study Session Topics at least 3 Council members have approved the following study items on the list) Discuss paperless Council packets (CC — report provided) Discuss Plymouth Creek Center and park system issues Meet with prosecutor for update and discuss Police Department's trends and statistics Other requests for study session topics: Meeting with School District 281 representatives to discuss their study of a magnet school and possible uses of Pilgrim Lane Elementary School Review dangerous dog regulations/process (JW) Page 2 r Plymouth Adding Quality to Life January 2011 Modified on 01/ 14111 CHANGES ARE NOTED IN RED Page 3 1 NEW YEAR'S DAY Observed NEW YEAR'S DAY CITY OFFICES CLOSED 2 3 4 5 6 7 8 7:00 PM PLANNING COMMISSION MEETING Council Chambers 9 10 11 12 13 14 155:30 PM 7:00 PM 7:00 PM SPECIAL COUNCIL ENVIRONMENTAL PARK It REC MEETING* Medicine Lake Room QUALITY ADVISORY COMMITTEE COMMISSION EQC) MEETING PRAC) MEETING 7'00 PM Council Chambers Council Chambers REGULAR COUNCIL MEETING Council Chambers 16 17 18 19 20 21 225:30 PM 7:00 PM SPECIAL COUNCIL PLANNING MEETING** COMMISSION MARTIN LUTHER Medicine Lake Room MEETING KING JR. Council Chambers B I RTH DAY Observed CITY OFFICES CLOSED 23 ' 24 25 26 27 28 295:30 PM 00 PM SPECIAL COUNCIL HRAA MEETING MEETING*** Medicine Lake Room Medicine Lake Room 7:00 PM REGULAR COUNCIL Meeting ith Sheriff Stanek on Com unications Facility MEETING Discuss uncil Goals and Priorities or 2011 and Council Chambers Discus Council Chambers Renov tion Discuss YtiLity Rate Study and Utilit Trunk Fund Analysis Modified on 01/ 14111 CHANGES ARE NOTED IN RED Page 3 r Plymouth Adding Quality to Life February 2011 Modified on 01/ 14111 CHANGES ARE NOTED IN RED Page 4 1 2 3 4 5 7:00 PM 6:00 PM 2:00 PM PLANNING BOARD AND FIRE Is ICE COMMISSION COMMISSION FESTIVAL MEETING RECOGNITION Parkers Lake Council Chambers EVENT Plymouth Creek Center 6 7 8 5:30 PM 9 10 11 12 7:00 PM 7:00 PM SPECIAL COUNCIL ENVIRONMENTAL PARK It REC MEETING* QUALITY ADVISORYMedicineLakeRoom COMMITTEE COMMISSION 7:00 PM EQC) MEETING PRAC) MEETING REGULAR COUNCIL Council Chambers Council Chambers MEETING Council Chambers 13 14 15 16 7:00 PM 17 7:00 PM 18 19 PLANNING HUMAN RIGHTS COMMISSION COMMISSION MEETING MEETING Council Chambers Medicine Lake Room 20 21 22 23 24 25 267:00 PM 7:00 PM 7:00 PM REGULAR COUNCIL PLYMOUTH HRA MEETING PRESIDENTS MEETING ADVISORY Medicine Lake Room DAY Council Chambers COMMITTEE ON TRANSIT (PACT) MEETING CITY OFFICES Medicine Lake Room CLOSED 27 28 Discuss Transit System and Stre t Assessment Policy Modified on 01/ 14111 CHANGES ARE NOTED IN RED Page 4 City of Plymouth Adding Quality to Life March 2011 Modified on 01/ 14111 Page 5 1 2 7:30 AM 3 7:00 PM 4 5 STATE OF THE POLICE DEPT. CITY MEETING ANNUAL Council Chambers RECOGNITION EVENT Plymouth Creek 7:00 PM Center PLANNING COMMISSION MEETING Council Chambers 6 7 8 7:00 PM 9 7:00 PM 10 11 12 REGULAR COUNCIL ENVIRONMENTAL MEETING QUALITY Council Chambers COMMITTEE (EQC) MEETING Council Chambers 13 14 15 16 17 18 19 7:00 PM PLANNING COMMISSION MEETING Council Chambers 20 21 22 23 24 25 26 7:00 PM 7:00 PM REGULAR COUNCIL HRA MEETING MEETING Medicine Lake Room Council Chambers 27 28 29 30 31 Modified on 01/ 14111 Page 5