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HomeMy WebLinkAboutCity Council Packet 04-30-1994 Specialup City of Plymouth Adding Quality to Life Materials for City Council Meeting 3400 Plymouth Blvd • Plymouth, Minnesota 55447-1482 • Tel: 763-509-5000 • www.plymouthmn.gov .,', CITY OF PLYMOUTH> 3400 PLYMOUTHBOULEVARD, PLYMOUTH, MN 5 DATE: April 28, 1994 TO: Mayor and City Council FROM: Kathy Lueckert SUBJECT: Saturday Study Session Materials Attached are materials for Saturday morning's study session. You will find: memo from the City Manager, outlining the purpose of the study session, suggesting some approaches for prioritizing goals and objectives, and offering some thoughts on goals and objectives memo from Councilmember Anderson a categorized, somewhat edited listing of all goals and objectives submitted the mission statement and goals and objectives from 1992 Please give me a call on 550-5013 if you are missing any of these items. TO: Mayor and City Council FROM: Dwight Johnson, City Manager SUBJECT: Goals and Objectives Study Session DATE: April 27, 1994 The Council has established a Study Session meeting for April 30, 1994 from 8:00 a.m. to 10:30 a.m. in the Public Safety Building. The proposed agenda includes: 08:00 Discuss proposals from Council member Helliwell regarding Employee Survey and Hiring Freeze 08:20 Discuss proposals from Council member Anderson regarding staff reports and council procedures 08:30 Discuss approach to establishing Goals and Objectives for 1994-95 (see options below) 08:45 Review Goals and Objectives to be included 10:15 Discuss next steps needed; future meetings 10:30 Adjourn Council members and staff have submitted approximately 260 proposed goals for 1994-95. The purpose of this portion of the meeting is to identify goals and objectives for the City of Plymouth. Staff proposes that the time frame be established as May, 1994 through December, 1995. Our effort may be structured in one of several ways: 1. We can deal with the entire list of 260 goals and use some group process (such as David Anderson's proposal for each member to list the top 10 goals) to narrow the field to a manageable number of high priority goals. Staff has prepared a comprehensive list of all proposed goals in a chart form to facilitate this. 2. We can spend the majority of our time defining a Mission Statement and overall objectives, using the list of 260 proposed goals for ideas. This is a more traditional general to specific approach. A review of the previous goals and objectives statement for 1992-93 may assist in this effort. 3. We can use a draft document I prepared as a starting point for establishing a general goals and objectives statement for the City. A copy of this draft document is attached. Some explanation of option 3 is in order. As I reviewed the many proposed goals several times, some general themes seemed to emerge. Nearly all of the proposed goals seemed to fit within eight general themes. It seems that we have a number of overall objectives most agree upon; we simply have not identified or named them before now. As I attempted to match specific goals into overall objectives, I attempted to consolidate a number of very specific work proposals into somewhat more general goals. This was done to condense the number of goals and standardize the level of specificity of the goal statements. Thus, a large number of the proposals from Council and staff are included in some way, but often in a more general or combined form. The overall approach was to develop a draft document that would be meaningful to the public as well as ourselves. Therefore, the overall objective statements are designed to be readily understood by the public if we printed them in the Plymouth News or other media. I also tended to include goal statements that would be of most interest and direct impact on the general public. This tended to eliminate a number of continuous improvement efforts that staff is often working on. The overall effort was to write down a list of goals and objectives that best represents what we want to have accomplished when we look back later next year. Every effort was made to include all the goals identified by more than one council member and as many of the goals listed only once by a council member as possible. However, I could have unintentionally overlooked something. Also, not all 260 nominated goals will readily fit into a cohesive draft document. If any Council member feels strongly about a proposed goal that is not incorporated in at least some general way, this should be discussed. It should be noted that the numbers in parentheses after most goal statements represents our count of the number of council members listing this goal. This involved some judgment at times. You will also notice some goals that I have nominated on behalf of myself or the staff. These are designated (CM). In nominating goals myself, I have tried to fill in gaps in the list of council members and staff, listed items that must be done by law, included other items that have been discussed by council members but not officially nominated, and have proposed some new ideas. This first draft is not intended to by my list, although I can readily support this list as it is. Instead, I have made every reasonable effort to draft a consensus list that accommodates as many council and staff goals as possible consistent with developing a cohesive document of manageable size. It is not my intention to pre-empt other goals and objectives or one of the other methods of structuring our discussion. Rather, I hoped that my possibly unique vantage point in understanding both the staff's goals as well as being a participant in many Council discussions would help the Council get a head start in the development of an overall document. However we proceed, the next step when we are finished with identifying our goals and objectives will be to develop a work plan which would show who is working on a goal and the time frame for its completion. We anticipate a timetable developed by quarters that could be brought to the May 16th regular meeting. If any of you have any questions, concerns or advise about my comments, the draft document, or our procedure, please call on Friday or leave a message. MAJOR OBJECTIVES AND GOALS FOR 1994-1995 I. Protection of the Environment a. Implement a wetlands protection ordinance (5) b. Implement a phosphorus fertilizer control ordinance near water bodies (2) C. Prepare a citywide water quality plan (CM) d. Implement shoreland regulations (CM) e. Review and plan to implement recommendations of Open Space Committee (2) f. Strengthen City tree preservation and reforestation policies (2) g. Consider City policies for controlling erosion and development on steeply sloped areas (1) h. Maximize recycling efforts (2) i. Reduce sump pump connections to sanitary sewers 1) j. Review water restriction policies to protect the aquifer (1) II. Enhancement of Neighborhoods a. Reemphasize neighborhoods in Comprehensive Plan and the City's development review process (CM) b. Review the goals of the City's Thoroughfare Guide Plan to protect residential neighborhoods from unnecessary traffic (1) C. Reduce speeding on residential streets (2) d. Increase involvement of law enforcement officers in the community (2) e. Consider ordinances to reduce neighborhood nuisances (1) f. Implement and evaluate rental housing inspection program (CM) III. Citizen Participation a. Formally adopt standard procedures providing for neighborhood meetings prior to approval of all public improvement projects (CM) b. Formally adopt increased standard notification procedures for major development projects (CM) C. Increase the use of neighborhood meetings for major development proposals (CM) d. Review the Environmental Assessment Worksheet procedures to meaningfully increase citizen review and involvement (3) e. Improve the City's budget and other financial documents and reports to provide more useable and understandable information to the Council and the general public. (3) f. Continue efforts to improve customer service including implementing ideas from the Employee Customer Service Committee and revision of the utility bills. (1) g. Review council and planning commission practices for public hearings and citizen participation (1) h. Conduct town meetings for each ward and for the business community (1) i. Promote wide and diverse participation by the entire spectrum of the community in City government (1) IV. Management of Development in the City a. Develop Comprehensive Plan for Northwest Plymouth (2) b. Review and update City development policies and ordinances to consider environmental initiatives, revised transportation plans, and the variety of the housing stock (1) C. Adopt an economic development plan including possible use of the Port Authority (2) d. Review need for extension of the MUSA line (CM) e. Begin studying redevelopment needs in the City and the best use of CDBG funds (2) V. Financial Management a. Adopt a budget based upon "outcomes" with goals of no City property tax increase in 1995 while protecting quality of essential services 2) b. Adopt a long range plan for the Community Improvement Fund (1) C. Adopt a five year Capital Improvement Plan and consider time tables for projects (3) d. Prepare long-range plans for major funds (CM) e. Improve financial forecasting and reporting (3) f. Complete rate studies for utility funds (CM) g. Consider funding for water quality projects and programs such as a storm water utility fee (CM) h. Review current assessment policies for improvement projects (1) i. Adopt policies to protect taxpayer from waste, fraud and abuse starting with State Auditor's Report recommendations (1) VI. Interagency Relations a. Formalize a Plymouth legislative agenda for 1995 (1) b. Work collaboratively with area school districts on major school projects (1) c. Actively lobby for improvements in key transportation corridors including Highways 494, 55, and 169 (1) C. Increase Plymouth's leadership in municipal and regional organizations (CM) d. Meet with elected officials of nearby cities, the County, and school boards (2) e. Improve communication and collaboration with community groups, giving particular emphasis to addressing the needs of youth and senior citizens in Plymouth (CM) VII. Address Major Capital Projects a. City Center expansion (4) b. County Road 9 widening (CM) C. Schmidt Lake Road extension to Vicksburg (CM) d. New water tower (CM) e. County Road 9 and County Road 24 connection CM) f. Acquisition and planning for Ninth Play field, bridge and road development adjacent to new High School site (1) g. Planning and initial development of West Medicine Lake Park project (CM) h. Accelerated development of trail system (1) VIII. Continuously improve the confidence of the citizens in Plymouth City Government a. Maintain or improve the Pro -Plymouth Pledge (2) b. Encourage innovation, restructuring, creative cost management, productivity improvement, a quality first philosophy, and customer service 3) C. Invest in employee training and development CM) e. Work to maintain and improve employee morale 1) f. Determine appropriate staffing and other resources necessary to achieve City objectives 1, CM) g. Assure that all significant council decisions are reached openly at regularly scheduled meetings and with notice on the printed agenda CM) h. Review selection procedures for all professional consulting contracts (4) i. Upgrade technological capabilities of the City including computers, Geographic Information Systems, computer aided design, cable TV broadcasting, phone systems, on-line connections, and optical imaging of documents CM) j. Adopt procedures and practices to maximize the efficient use of Council time including staff reports and stating defined objectives for study sessions. Consider reassigning board of review function (4) k. Formalize a strategic planning process for the City to include review of 1992-93 Council goals and objectives (2) 1. Foster communication throughout the organization including Council and Commissions 2) MEMO To: The City Manager, Mayor & fellow Councilmembers From: David A. Anderson Re: `94/'95 Goals & Objectives Date: April 25, 1994 Dear All: Enclosed please find my goals and objectives in preparation for our April 30, 1994 meeting. There are couple of procedural issues which I have outlined in the pages to follow which I would like to have addressed by the entire body prior to any formal discussion of goals and objectives. Thank you in advance for your consideration of this issue. DAVID PS: I found that this quotation is most appropriate to our upcoming meeting: The pessimist sees the difficulty in every opportunity. The optimist, the opportunity in every difficulty." Winston Churchill 1994/1995 Objectives: 1 Overhaul the Decisionmaking Process in the City; Before any specific goal or objective is discussed, we need to as an entire body define how THE PROCESS FOR FUTURE DECISIONS ARE MADE. We seem to be REACTIVE NOT PROACTIVE in operation, responding to each crisis as it flares up in our faces. This dysfunctional process prevents full, frank and candid discussion of the pertinent issues. Does it seem to YOU that we can quickly spend HUNDREDS OF THOUSANDS OF $$$$ when NOT ALL OF THE PERTINENT FACTS ARE BEFORE US ? If you agree that this is not normal and should not be the modus operendi for this body we need to agree to change our behavior and begin to take control of our collective destiny. The question then is how? 2. Changing the Decisionmaking Process: From this point forward we should enact a formal resolution which requires all staff reports seeking funding in excess of $15,000 to follow the attached outline. Full, frank and honest WRITTEN ANALYSIS MUST BE MADE BY STAFF IN ACCORDANCE WITH THIS OUTLINE. Suggestion: That if a staff member does not submit such a written report, or the report is missing any item required in this outline, that the proposed ACTION BE TABLED UNTIL THE NEXT COUNCIL MEETING. 3. Prioritize our Goals & Objectives: In reviewing each of your memos it is abundantly clear that we have too many goals to implement within the next two years. Suggestion: The first item of business on April 30th should be for everyone to provide their input via a TOP TEN LIST. WE THEN WOULD PRIORITIZE OUR GOALS ACCORDING TO THE FOLLOWING PROPOSED TIME SCHEDULE: 2nd Qtr. `94: 3rd Qtr.'91-,. Al_ 'Qtr. 1-2 goals to complete 2-3 goals to complete 3-4 goals to complete 1st_Qtr. `95: 2nd_ Qtr. `9 3rd Qtr. `95- 4-5 goals to complete 4-5 goals to complete 4, Plan your Work, Work your Plan• REASSESSMENT Once prioritized, we need to timely WORK OUR PLAN. I propose that we abolish the concept of study sessions and hold EXECUTIVE WORK SESSIONS whereby formal findings of need, budget allocation, tax implications, etc. are discussed and voted on by the body in order to place that item on for final resolution at the next city council meeting. Suggestion That we adopt preliminary FINDINGS OF FACT so that the city council and staff HAVE A CLEAR AND DEFINED COURSE OF ACTION WHICH WILL BE RESOLVED AT THE NEXT CITY COUNCIL MEETING. The purpose is not to displace city council meetings, but rather to streamline the process so that most questions and issues are answered prior to, rather than at the city council meetings. It snakes us look like we've got our acts together, avoids bickering and allows council meetings to end at their appointed hour. Proposed Outline fQr Executive Work Sessions: Identify, document and define the need; Identify and define the actual/estimated cost of the proposed action; Identify the source & location of funding (initial cost plus operational expense) for the proposed action; Identify the tax ramifications of the funding request; Direct staff to prepare positive/negative resolutions in accordance with the Executive findings for the next council meeting. 2- David Anderson's Top 10 Goals for `94/'95: 1. Discuss, approve and implement the CIF Funding Plan and subsequent ordinance. 2. Discuss, prioritize and approve the `94/'95 Capital Improvement Plan. 3. Discuss, debate, approve and implement the Plymouth Wetlands Ordinance. 4. Discuss, approve and implement a more understandable, user- friendly system of financial reporting to the Council and public on a quarterly basis. 5. Discuss, debate, and approve the plan for City Hall expansion with ground breaking to begin no later than September, 1994. 6. Study, assess and approve an overall development plan for NW Plymouth. 7. Discuss, debate and revitalize the Plymouth Port Authority so that development of downtown Plymouth is done in a comprehensive and coordinated manner. If we don't plan now, "spot" development will occur which will destroy the opportunity to develop an cohesive downtown Plymouth area in the future. 8. Discuss, debate, approve and implement a formal EAW process of application and approval so that we have consistent findings of environmental impact on certain development projects. 9. Assess and evaluate a comprehensive review of our professional consulting staff. 3- 10. Discuss, debate and implement a formal Long Range Plan for meeting the needs of our citizens and the employees of the City of Plymouth. 4- RECOMMENDED STAFF REPORT FORMAT FOR ALL CITY COUNCIL ISSUES OVER 15000 IN COST: 1. IDENTIFY the problem, issue or project in clear, succinct terms. 2. IDENTIFY, DOCUMENT and DEFINE the NEED for the monetary expenditure: Document with facts, figures, past reports, attachments and any other document which SUPPORTS your requested action. If a previous study has been undertaken or a previous Council has acted by way of resolution or otherwise on the topic, attach copies of those documents to your staff report. 3. IDENTIFY the most accurate ESTIMATED COST or ACTUAL COST of the recommended action (Include attachments where necessary). 4. IDENTIFY the SOURCE & LOCATION of funding for the proposed project: Document the location and source of funding for the requested action as well as a discussion of the IMPACT the proposal will have on the budget. Will the requested ACTION result in a TAX INCREASE ? IF SO, HOW MUCH and in what years? Identify what the estimated OPERATIONAL BUDGET is for the pro- posed project. Identify whether the OPERATING EXPENSES each year will result in a TAX INCREASE? If NO, discuss and detail where the operational funding will come from. If YES, discuss HOW MUCH and in what years the tax increase will occur AND discuss other options for funding to OFFSET THE INCREASE. 5. DISCUSS the author's analysis and recommendation for the proposed action. G. ATTACH positive and negative versions of the resolution(s) affecting your proposed action. . a 0 Q w1P6 W H 0 000 00 0o o o ct cl a a a a a a con ccdw Con i r O cd0 4Z Ln 2D 0 C° o w at an -o o o a o a cnhEn Lon p CIS En C. ° 0-4 3 W N lcd 4 cd cz a s a a a o cn aio Con o o- o wo cd 27 aCd 0a CN o ° Cd 73 W H O O O ti ccz N O U CAoa cdQ ti cd 0 VCd Q. CIS fir'•° G,° C)cono a a o 0 p. 00 aN O M h V A V. 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W A aiW N M et 2 4 2 rA k7 2 cz¥ CA 0 2 Ino 2° k 2§ u A t CZk q 2% c 'a 2 2 0 2 0 0 0 2 2 9 k 2 cisk o 2 u t& u S 44-. 2© 0 2 2§ 2 R a k 8 2 3 ON 0 M V L7 C7 C7 C7 b4 O N N = 40 00 o o 1.0 oow ani o G Wey A A A a 00 rn r. oN N N N N N C7 C7 C7 C7 4-4 Ln 0' E CA C'sed p O LnV O ch i 4 -mi cd U¢ N4 N d) 4r C) r y Ec ctU i' 4) o c b4 N O v C 4 > cl N - N N N N H Q; o ro 1.0 o o ° owo o oan a a a Cl o o 83 O r. w a an a y p o a C's OUoQ' CIS CIS° a o wo c o O 3 N U C oCIS a o EMa a o 3 o o aN + Aw--d C Cd O a a, to t: t: P a cl 4-1 cz a Coo ct C) m cis E> N " N Q L." 4.. r H a+ cdN r y cd P, N a o Ln a o Q p, o ° o s•+ 3 H Uj 1 U rA -d-x3-d aac.° w4., V) v az wMU) t 00 ON r• STATUS 1/26/93 1992/1993 GOALS AND OBJECTIVES PLYMOUTH CITY COUNCIL I. DEVELOPMENT A. Philosophy Development of public improvements (roads, watermains, sanitary sewers, storm drains, etc.) should be done in a timely manner so that the inconvenience to in-place residents in minimized; ensuring that all affected residents are fully informed during both the planning and execution stages of construction projects. Any development, public or private, should ultimately enhance, rather than cause hardship to residents of the community. The City staff, in particular, will have a "can -do" attitude in facilitating a positive climate which encourages development in our community in accordance with adopted plans, programs, and policies. B. Goals 1. Consider existing residents when proceeding with development. New development should enhance the desirability of living in Plymouth, rather than cause hardships because of special assessments and/or adverse environmental impacts. 2. Prepare plans for environmental studies and the construction of major roads before development occurs adjacent to the proposed roadway. 3. Seek ways to provide information to citizens and opportunities for them to effectively participate in discussions to citizens regarding development or improvement projects which may affect their property. 4. Staff will have a "can do" attitude regarding development. Display sensitivity to the impact of the process and regulations on the development community. 5. Develop an ongoing communication program (checklists, timeline for petition approval, etc.) to make users of engineering and community development services aware of procedures, processes, and alternatives. 11. FINANCIAL RESOURCES A. Philosophy In order to meet the City's overall mission to provide for the public health, safety, and welfare of its residents, financial resources must be efficiently, effectively, and prudently developed and utilized. B. Goals DONE 1. Restore $500,000 to the Park Dedication Fund which was set aside for operating purposes, or in the alternative, consider limiting the use of these funds to the annual interest earned on the $500,000 principal balance. 1/26/93 1992/1993 GOALS AND OBJECTIVES - PLYMOUTH CITY COUNCIL Page 2 STATUS DONE 2. Evaluate professional consulting contracts, including: 1) auditor; 2) financial consultant; and 3) legal services. DONE 3. Establish a Financial Advisory Committee. 4. The committee will make recommendations to the Council on the following topics: a) Capital improvement funding policy statement aimed at accumulating funds for future "basic service" projects. b) Examine methods for forecasting the fiscal impacts of growth. c) Formalize the financial strategic planning function. d) Evaluate the need for new financial forecasting software to replace the Munies system. e) Review the five-year forecast of operating budgets as prepared by the city staff. DONE 5. Encourage and recruit volunteers to assist Council and staff in a wide variety of formal and informal programs, marketing studies, surveys, etc. III. INTERGOVERNMENTAL A. Philosophy The City Council recognizes the value of, and the need for, ongoing communications with the State Legislature on issues impacting Plymouth. Efforts beyond those of the lobbying associations with whom Plymouth is affiliated needs to be made whenever appropriate. B. Goals DONE 1. Actively oppose April 7 presidential primary unless it is state funded. DONE 2. Monitor/lobby Hennepin County Commissioners for support of the library in Plymouth. DONE 3. Take an active role in lobbying the Legislature to reform property tax classification rates consistent with the Municipal Legislative Commission (MLC) position. Also, promote legislation that benefits Plymouth, e.g., redistricting. DONE 4. Develop meaningful dialogue with school district officials through Council Coordinating Representative (CCR) and joint meeting to work on cooperative programs. DONE 5. Evaluate the Police Liaison Program for Armstrong during budget cycle and develop an ongoing policy regarding liaison services for all school districts. IV. INTRAGOVERNMENTAL A. Philosophy 1992/1993 GOALS AND OBJECTIVES - PLYMOUTH CITY COUNCIL Page 3 STATUS 1/26/93 The City Council goals for intragovernmental matters are to encourage citizen involvement and staff input in the decision-making process; to identify priorities for the most efficient and effective use of City time and fiscal resources; and, to foster positive working relationships among Councilmembers, staff, and our citizens. B. Goals 1. Accord extensive due process and make absolutely certain that our actions are in the best interest of the entire city. DONE 2. Monitor public safety needs of the community and be prepared to allocate any resources that may be needed to address legitimate, documented concerns. DONE 3. Be prepared to establish study sessions on the second and fourth Mondays. DONE 4. Hold a City Council planning session early in 1992 to consider goals and objectives. Department heads should be included. DONE 5. Review 1991 Council decision to limit board and commission members to two three year terms for a total of six years. DONE 6. Board and commission appointments are to be made in a timely manner. Volunteer contributions to be acknowledged in a timely manner. 7. Make every effort to strengthen the information linkage between City Center, the City Council, and our "customers" in a timely, meaningful, up -front manner. 8. Work to develop and maintain open communications between all Councilmembers; avoid derogatory comments; address concerns to Councilmember in question. DONE 9. Develop a program to visit existing Plymouth businesses to strengthen rapport and encourage retention. 4/2/92 CITY OF PLYMOUTH MISSION STATEMENT This is the mission of the City of Plymouth: I. Communication and Community Relations - The City will communicate in a timely manner with City customers and stakeholders through various means and on topics of specific and general interest. The City will place a high priority on customer needs when delivering city services. H. Suitable Housing and Environment - The City will promote a variety of quality, affordable housing for various income levels through the development and redevelopment process. Developments will integrate harmoniously with the natural environment. III. Economic Vitality - The City will encourage economic vitality through the development of a diversified economic base, with balanced commercial, industrial and residential areas. In accomplishing this goal, the City will promote efficient land use and the continued development and maintenance of a solid property tax base. IV. Security - The City will enact, maintain and administer policies and ordinances which protect public health and safety, as well as property. V. Access through Municipal Infrastructure - The City will promote orderly development by planning for infrastructure needs and public utilities such as municipal water and sewer, storm water drainage, roads and city buildings. These public investments will be protected through infrastructure maintenance programs. VI. Human Development - A broad range of educational and recreational leisure time opportunities will be offered for residents in cooperation with other agencies. VII. Fiscal Resources - Fiscal planning will be a continuing high priority. The careful management of fiscal resources will facilitate the City's ability to attain its mission, ongoing objectives, and protect the public infrastructure investments.