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Home My WebLink About2014-02-08 - Council Agenda Packet -Work Session CITY OF CORCORAN 2014 Goal Setting Work Session Agenda 8:00 –8:159:30 –9:45 •• Welcome, why you are hereBreak –– Review Purpose of the Work – Session 9:45 –11:00 • Must Do/Should Do – 8:15 –8:30 • discussion Clarification of Roles – Expectations of City Council 11:00 –12:00 –• and Staff Discussion on Next Steps – 8:30 –9:30 • Review 2013 – Accomplishments State of the City Presentation – Who’s here and why? Mayor Ken Guenthner • Councilor Cossette • Councilor Thomas • Councilor Asleson • Councilor Lynch • Planning Commission Chair Dean Jacobs • Parks & Trails Commission Chair Tom Anderson • Purpose of the Goal Setting Session Provide decision makers with the “base” level of • information on a variety to topics Allow new Administrator to be “catch up” on what is • going on Make decision makers aware of challenges or • opportunities facing the organization Establish priorities for future efforts • What this is not. A time to solve problems • A time to ask extremely detailed questions • A formal decision making meeting • No motions or votes – Clarification of Roles Mayor and Council Members • Act as liaisons between the City and general public, – represent Corcoran Participate at Council Meetings by actively taking part – in discussion and voting Determine the vision of the City – Establish policies – Approve budget and set tax rate – Manage the City’s financial affairs – Enforce Ordinances – Clarification of Roles City Administrator and Staff • Carry out the policies established by the Council – Prepare budget – Supervise staff – Execute the actions of the Council – Provide unbiased and objective information – Provide services as determined by Council – Where to draw the line Administrator/Staff Sphere City Council Sphere Advise (what city “can” do may Determine “purpose,” scope of influence what it “should” do); Mission services, tax level, constitution analyze conditions and trends issues Make recommendations on all Policy Pass ordinances; approve new decisions; formulate budget; projects an programs; ratify determine service distribution budget formula Make implementing decisions (e.g., Establish practices and procedures Administration site selection); handle complaints; and make decisions for oversee administration implementing policy Control the human, material & Suggest management changes to Management informational resources of manager; review organization’s organization to support policy performance in manager’s and administrative functions appraisal Source: http://webapps.icma.org/conference_handouts/sessionhandouts.cfm?EVENTID=53ICMA Conference Presentation, Strategic Issues Management: The Council-Manager Relationship; Oct. 7, 2012 Expectations City Council & Commission Expectations of Staff: • Don’t cause us embarrassment – Be non-political in a partisan sense – Help make our job easier – Give us accurate and current data – Leave personal bias out of reports; arguments should – stand on own merits Provide guidance when requested – Provide short, well-written reports – Provide several options when suggesting possible – solutions to a problem Expectations Expectations of Staff Continued: • Present requested information in a timely manner – Show us how to avoid known pitfalls of recurring – issues Be accessible – Be respectful regardless of how you feel personally – Keep us equally informed; do not show favoritism – Provide historical continuity where appropriate – Other? – Expectations Staff Expectations of City Council/Commissions: • Be fair in dealing with us; don’t automatically assume – a citizen is right and staff is wrong Read the material we have proposed – Ask questions, in advance of meetings whenever – possible Examine all the facts and make the best possible – decision Give criticism privately when appropriate – Give public praise when and where appropriate – If you make a decision based upon politics, help us – understand CITY OF CORCORAN Accomplishments 2013 Accomplishments Water and Sewer service established in Corcoran • 2013 Accomplishments Ravinia • Lennar Development – 426 single family units – on 266 acres $350,000 –$500,000 – (starting prices) 2013 Accomplishments Public Works Facility • 2013 Accomplishments Administration Department Reorganization • Realignment of duties – Updated Job Descriptions – Employee known expectations – Administrator Transition – Police Department Reorganization • Corporal Appointment – Updated Job Descriptions (Corporal, Admin. Asst.) – CITY OF CORCORAN State of the City State of the City Staffing Administration Department • 4full-time staff – Brad Martens, City Administrator • Jill Smith-Arens, Admin. Supt./ Payroll & Benefits Coord. • Jeanie Heinecke, City Clerk • Mike Pritchard, Code Compliance Official • State of the City Staffing Public Works Department • 5 full-time staff – Pat Meister • Brandon Heinz • Jeff Schmid • Clyde Bechtold • Eric Menth • 2 summer seasonal – 4-6 winter part-time – State of the City Staffing Police Department • 8 full-time staff – Sean Gormley, Public Safety Director • John Hamilton, Lieutenant • Ryan Burns, Corporal • Steve Warren, Police Officer • Jesse Olson, Police Officer • Duane Hochstetler, Police Officer • Josh Hunter, Police Officer • Paula Steelman, Administrative Assistant • 8part-time officers – 10 Reserves – An unfilled vacancy has existed since 2009 – State of the City Staffing Consultants • Kendra Lindahl, Planner – Kent Torve, Engineer – Jeff Carson, Attorney – Metro West, Building Official – State of the City Finances 2014 Expenditures by Category City Hall/Administration 10% 2% 15% Police 3% Public Works 3% Parks 6% Fire 3% Auditor/Assessor/Attorney 29% Engineering/Planning/Building Inspections Recycling 29% Debt Payment State of the City Finances 2014 Revenues by Category 0% 16% Property Taxes Fees, Permits, Fines, etc. Local Government Aid 84% State of the City Finances Preliminary Tax Rate by City 70.0% 65.7% 60.0% 56.4% 53.8% 49.8% 50.0% 42.3% 40.9% 37.8% 40.0% 30.0% 30.0% 25.5% 20.0% 10.0% 0.0% CorcoranMedinaLorettoGreenfieldHanoverRogersDaytonPlymouthMaple Grove State of the City Finances In 2013 the General Fund was approximately • $350,000 short of cash flowing Expecting a contribution of over $100,000 from 2013 – State of the City Finances Tax Increment Financing • Funds Dedicated in 2013 – Downtown Improvements • Property Acquisition • Updating Downtown • Design Guidelines Kirstin Barsness has – recommended funds are expended within 3 years (2016) State of the City Finances Park Dedication Funds • Balance is $355,000 – Currently $70,000 is • dedicated towards the Rockford School District varsity baseball field project State of the City Finances Debt Service • Equipment Certificates – Public Works Facility – City Hall Expansion – Anticipate stable debt service payments into the future – State of the City Finances 5 year Financial Plan • State of the City Facilities City Hall • Administration – Police – Civic Center – Public Works Facility • Certificate of Occupancy received – City Park • State of the City City Council & Commissions City Council: 2& 4Thursdays ndth • Audio recorded – Minutes posted on website – Planning Commission: 1Thursday st • Audio recorded – Minutes posted on website – One vacancy exists – Parks & Trails Commission: 3Tuesday rd • Minutes posted on website – State of the City Communication Three newsletters are mailed to properties in • Corcoran annually March – July – October – Website updated regularly • Rely on news media for other information • State of the City The Corcoran “Brand” No City Mission • No City Vision • No approved goals to drive what the • organization does Does the logo represent who we want to be? • CITY OF CORCORAN Current Projects State of the City Current Projects Ravinia • Expect application for Final Plat and other related – approvals mid-late February City Council review will be April or May – No plan exists for naming streets – Will include two new parks and trails/sidewalks – throughout State of the City Current Projects Maple Hill Community Center • Estimated total project cost $296,200 – $225,000 CDBG • $30,000 Personal Guarantee (Barry Hay) • $41,200 to be fundraised by Mobile Hope • Plan is to temporarily move lot line so community center is – built on City land. State of the City Current Projects Downtown Design Guidelines • Members appointed – Ron Thomas, City Council • Tom Cossette, City Council • Dean Jacobs, Planning Commission • Meredith Wu, Planning Commission • Kevin Dale, Parks and Trails Commission • Chad Robran, Parks and Trails Commission • Dennis Stieg, Resident • Greg Ebert, Resident • Alan Schultz, Resident • Scheduled meetings – March 20 th • April 17 th • State of the City Current Projects Business Outreach Meetings • Working on setting up a meeting with Doug Doboszenski – State of the City Current Projects Water/Sewer • Ordinance development taking place – Planning lift station, water/sewer infrastructure to supply Lennar – development Working on appraisals for easement acquisition • Planning for utility billing – Meeting with surrounding communities • Utility Fund is setup, has a negative balance – CITY OF CORCORAN Opportunities State of the City Opportunities 2014 Legislative Session • Session begins on February 25 th – Currently no City platform or initiatives exist for staff to – forward State of the City Opportunities Increased use of technology • Electronic packets – Currently print, staple, hand deliver • City email addresses – Currently each Councilmember, Commissioner uses personal email • address Additional equipment to allow for those attending – meetings in Council Chambers to view presented materials Video recording Council meetings – State of the City Opportunities Transportation • CR 10/CR 50 Intersection does – not function well Limited roads are paved – Brockton interchange project – State of the City Opportunities Water and sewer expansion • State of the City Opportunities Three Rivers Park District Trailhead • State of the City Opportunities Peachtree Partners: • SchendelProperty 103 acres – 238 single family – units $300,000 -$450,000 – State of the City Opportunities Rockford School District Varsity Baseball Field • State of the City Opportunities Parks expansion: Roehlke • Option 1 (Balance of west farm): – $598,000 + 2% per annum from June 1, 2014 • Option expires April 2017 • Option 2 (south half of the east farm): – $520,000 + 2% per annum from June 1, 2014 • Option expires April 2017 • Option 3 (north half of east farm): – $520,000 + 2% per annum from June 1, 2014 • Option expires April 2019 • CITY OF CORCORAN Must Do, Should Do or Got to Have, Nice to Have Must Do, Should Do Share your must do and should do items for the City of • Corcoran Once a collective list has been achieved, discuss which items • are truly “must do” items. CITY OF CORCORAN Discussion of Next Steps CITY OF CORCORAN Thank you.