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Home My WebLink About2015-03-28 - Council Work Session Agenda PacketAgenda Corcoran City Council Goal Setting Work Session March 28, 2015 - 8:30 AM 1. Call to Order/ Roll Call • 8:30 am — 8:45 am: o Discuss Purpose of Work Session • 8:45 am — 9:00 am: o Clarification of Roles and Expectations (Staff /Council) • 9:00 am — 9:30 am: o Review Mission, Vision, Values • 9:30 am — 10:00 am: o Review Progress on 2014 Strategic Goals and Accomplishments • 10:OOam- 10:15am o Break • 10:15am- 11:30am o State of the City ■ Staffing /Compensation ■ Finances ■ Facilities /Infrastructure ■ Land Use /Planning ■ Communication ■ Current City Projects • 11:30 am — 12:30 pm o Lunch • 12:30 pm — 1:15 pm o Opportunities /Challenges ■ Department Opportunities /Challenges ■ Other Opportunities /Challenges • 1:15 pm — 2:30 pm o Council /Staff Discussion on Short -term and Long -term Priorities • 2:30 pm — 3:30 pm o Selection of Short -term and Long -Term Priorities • 3:30 pm — 4:00 pm o Discuss next steps 2. Other 3. Adjournment • . 41* L*4 March 28, 2015 Agenda 8:30 - 8:45 Welcome, why you are here Review Purpose of the Work Session 8:45 - 9:00 Clarification of Roles Expectations of City Council and Staff 9:00 - 9:30 Review of mission, vision, and values 9:30 - 10:00 Review of 2014 Strategic Goals and accomplishments 10:00 - 10:15 Break 10:15 - 11:30 State of the City 11:30 - 12:30 Lunch 12:30 - 1:15 Opportunities /Challenges 1:15 - 2:30 Council /Staff discussion on short -term and long -term priorities 2:30 - 3:30 Selection of short -term and long -term priorities 3:30 - 4:00 Discuss next steps Who's here and why? Council Mayor, Ken Guenthner; term ending 2016 Councilmember, Pat Hank; term ending 2016 Councilmember, Mike Keefe; term ending 2018 Councilmember, Tonya LaFave; term ending 2018 Councilmember, Thomas; term ending 2016 Staff City Administrator, Brad Martens Director of Public Safety, Matt Gottschalk Public Works Superintendent, Pat Meister Purpose of the Goal Setting � Session Provide decision makers with the "base" level of information on a variety to topics Make decision makers aware of challenges or opportunities facing the organization n Establish priorities for future efforts What this is not. A time to solve problems A time to dig into details on specific issues A formal decision making meeting No motions or votes What I want to walk away with. A list of what you want to learn more about. A list of what you want to accomplish. Clarification of Roles Mayor and Councilmembers 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 City Administrator and Staff Carry out the policies established by the Council Prepare budget Supervise staff ,-j Execute the actions of the Council F-i Provide unbiased and objective information r-, Provide services as determined by Council Where to draw the line City Council Sphere Determine "purpose," scope of services, tax level, constitution issues Pass ordinances; approve new projects an programs; ratify budget Make implementing decisions (e.g., site selection); handle complaints; oversee administration Suggest management changes to manager; review organization's performance in manager's appraisal Administrator /Staff kph Ovise (what city "can" do may influence what it "should" do); analyze conditions and trends Make recommendations on all decisions; formulate budget; determine service distribution formula Establish practices and procedures and make decisions for implementing policy Control the human, material & informational resources of organization to support policy and administrative functions Source: s_c' 'ENTIL ICMA 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 L PIV-1 11u; ad The purpose or role of the organization — a statement describing the organization's reason or reasons for existence. Adopted June 12, 2014 Mission Statement The City of Corcoran will provide high quality public services in a cost effective, responsible, and professional manner in order to create a preferred environment to live, work, play, and transact business. A mental picture of a possible or desirable future state of the organization. Adopted June 12, 2014 Vision Statement The City of Corcoran will expand opportunities for its residents by supporting life cycle housing, recreational amenities, a vibrant business community, and a strong downtown city center while preserving its natural character and agricultural roots. The City of Corcoran will accomplish this vision through the following objectives: Service Delivery Objectives The City of Corcoran will provide services to its residents and business owners in a manner that meets the following objectives: Preserve a safe and well maintained community w Deliver services in a high quality manner Provide services equitably to all t Address concerns in a prompt and thorough manner To achieve this vision the City will take the following actions: Provide 24 hour Public Safety protection Focus Public Works efforts on maintaining public infrastructure Monitor complaints and enforce the City Code Adopt policies and procedures to focus on efficiency Seek partnerships with volunteer groups and associations Financial Management Objectives The City of Corcoran will manage the finances of the City in a manner that meets the following objectives: Promote sound financial management as well as efficient and effective use of City resources Maintain an adequate financial base to sustain a sufficient level of municipal services Achieve a high bond credit rating to ensure the City's access to the bond markets Invest in the community in order to prepare for future needs To achieve this vision the City will take the following actions: Follow the adopted financial guidelines Achieve and maintain an unrestricted fund balance equal to or above 35% of operating expenditures Update the five year financial plan annually to incorporate actual conditions facing the City Provide regular financial performance reports to the City Council Establish fees and charges for certain services provided to users receiving a specific benefit Establish a Capital Improvement Fund to pay for ongoing capital equipment acquisition to eliminate the need to borrow and incur interest expense Establish a pavement improvement fund to pay for investments in the City's transportation system Metropolitan Urban Service Area (MUSA) Develomnt Oblectives � The City of Corcoran will support development in the metropolitan urban service area that meets the following objectives: Achieve a wide variety of housing types to support all generations. Obtain sufficient population and density in order to attract commercial amenities while not over concentrating the highest densities in singular, large tracts of land L Protect and enhance natural features to retain the character of the City o Incorporate connectivity to existing residential neighborhoods into the design of new developments r Development in the southeast district will revolve around a strong downtown area anchored by City Hall which is connected to surrounding properties /neighborhoods and is built in a human scale that is pedestrian oriented Development in the northeast district will revolve around a commercial - retail center and business park serving a mix of low and medium residential properties ® Development in the southwest district will revolve around high quality business parks along Highway 55 and County Road 19 To achieve this vision the City will take the following actions: L Finance and complete periodic market studies for the MUSA, at minimum every five years o Approve comprehensive plan amendments which support the above objectives E Deny requests for the Metropolitan Agricultural Preserves Program E Meet an overall average of three housing units per post - development net acre Use adopted ordinances and statutes as standards in approving developments Non - Metropolitan Urban Service Area (MUSA) Development Objectives The City of Corcoran will support development outside the metropolitan urban service area that meets the following objectives: r Protect agricultural purposes and associated accessory uses i Protect natural resources for future generations r Preserve efficient, future extension of public infrastructure a To achieve this vision the City will take the following actions: Approve requests for the Metropolitan Agricultural Preserves Program Allow individual sewage treatment systems and well improvements Promote residential housing to be clustered in order to preserve open space or natural features and limit access onto arterial and collector streets Statem" R- FRI 6 �W. A The values statement reflects the spirit of the city and defines the core values that guide the daily activities of city personnel. Adopted June 12, 2014 R- FRI 6 �W. A The values statement reflects the spirit of the city and defines the core values that guide the daily activities of city personnel. Adopted June 12, 2014 The following values are fundamental to the City of Corcoran's success and the fulfillment of our 1) EXCELLENCE AND QUALITY IN THE DELIVERY OF SERVICES We believe that service to the public is our reason for being and strive to deliver quality services in a highly professional, cost - effective, and friendly manner. 2) FISCAL RESPONSIBILITY We believe that fiscal responsibility and the prudent stewardship of public funds is essential for citizen confidence in government. 3) ETHICS AND INTEGRITY We believe that ethics and integrity are the foundation blocks of public trust and confidence and that all meaningful relationships are built on these values. 4) OPEN AND HONEST COMMUNICATION We believe that open and honest communication is essential for an informed and involved citizenry and to foster a positive working environment for employees. 5) TREATING THE CITIZEN AS OUR CUSTOMER We believe that citizens are our customers and should be treated with courtesy, respect, and deserve the best services we can provide. 6) PROFESSIONALISM We believe that continuous improvement is the mark of professionalism and are committed to applying this principle to the services we offer and the development of our employees. 7) EQUAL OPPORTUNITY We believe that every employee and citizen should be afforded an equal opportunity to participate in all aspects of employment, citizenship, and governance in the City of Corcoran based exclusively on their ability to contribute. IPhAm The planned objectives that an organization wants to achieve. Adopted June 12, 2014 Goal: Improve Communication with the Public ASSIGNMENT DEADLINE: ASSIGNED TO: COMMENTS: Investigate the opportunity for the website May 31, 2014 to host a blog City Administrator Working with gov office Inestigate the opportunity and costs May 31, 2014 associated with video recording Council Quote received, incorporated meetings to host on website IT into first draft of 2015 budget Develop social media plan /policy December 31, 2014 IT, City Administrator Not accomplished December 31, 2014 1st draft included funds to record council meetings, ultimately cut Increase communications budget for 2015 City Council, City Administrator out of budget Goal: Develop mission, vision, values statement, and goals program ASSIGNMENT DEADLINE: ASSIGNED TO: COMMENTS: March 15, 2014 Hold initial work shop to draft statements City Council, City Administrator Workshop held March 8, 2014 Staff to revise statements and present to March 31, 2014 City Council City Administrator Completed April 31, 2014 Reviewed at May 8, 2014 City Council to revise statements City Council meeting May 31, 2014 Adopted at June 12, 2014 City Council approval /adoption City Council, City Administrator meeting June 30, 2014 Admin. Supt /Payroll & Benefits Items incorporated into the website Coord. Completed June 1, 2014 Article in the summer newsletter City Administrator Completed Goal: Strengthen the City's Commissions ASSIGNMENT DEADLINE ASSIGNED TO: COMMENTS: Review applicable Ordinances May 31, 2014 City Administrator Staff review complete Recommend Ordinance changes to City June 30, 2014 Council City Administrator Completed Complete Ordinance update July 31, 2014 City Administrator Completed February 2015 Revise Commissioner Orientation packet August 31, 2014 City Administrator, Staff Liaisons Not completed Hold Commissioner training session December 31, 2014 City Council, City Administrator Not completed Schedule additional training sessions as Ongoing needed City Administrator Not completed Goal: Enhance staff to prepare for and respond to the City's growth ASSIGNMENT DEADLINE ASSIGNED TO: COMMENTS: May 31, 2014 Drafting updated Job Review and update Job Descriptions City Administrator Descriptions Evaluate staffing gaps and organizational May 31, 2014 City Administrator, PS Director, needs PW Supt. Review completed July 31, 2014 City Administrator, PS Director, Present staffing proposal to City Council PW Supt. Discussed informally Establish a training plan for the Public Works Dept. p July 31, 2014 Public Works Superintendent Completed, on schedule Incorporate staffing proposal into 2015 December 31, 2014 budget City Council, City Administrator Discussed but not in budget Goal: Address the City's infrastructure needs ASSIGNMENT DEADLINE ASSIGNED TO: COMMENTS: Develop a draft plan to complete the TIF June 30, 2014 Engineer, Public Works Supt., City project Administrator Completed, in progress Develop a draft plan to complete a CR 10 June 30, 2014 Engineer, Public Works Supt., City turnback Administrator Completed, decided against turnback, re- designing with development Develop a draft plan to purchase & June 30, 2014 Engineer, Public Works Supt., City improve Roehlke prop. Administrator Meeting with possible partners, parks commission looking at design June 30, 2014 Engineer, Public Works Supt., City Completed, discussed at Develop a draft plan to pave roads Administrator Council, no action Review draft plans and decide action on August 31, 2014 each City Council See above Goal: Implement the City's utilities process ASSIGNMENT DEADLINE ASSIGNED TO: COMMENTS: Meet with surrounding communities, Ongoing Several meetings have taken learn best practices City Clerk place May 31, 2014 Scheduled for June 12, 2014 Approve applicable Ordinances City Council, City Administrator meeting June 30, 2014 Choose software (payment) City Clerk To take place in 2015 Prior to first billing Train staff on procedures City Clerk To take place in 2015 Goal: Develop a strategic plan for recreational space ASSIGNMENT DEADLINE ASSIGNED TO: COMMENTS: July 31, 2014 Public Works Supt., Admin. Tour City Park Support, CA Delayed August 31, 2014 Public Works Supt., Admin. Tour Roehlke property Support, CA Delayed Tour Lennar Open space park, September 30, 2014 Public Works Supt., Admin. neighborhood park locations Support, CA Delayed Review standards for park design in October 31, 2014 Comprehensive Plan Parks & Trails Commission Delayed Design park improvements December 31, 2014 Parks & Trails Commission Delayed Develop budget for park improvements February 28, 2015 City Administrator Delayed April 30, 2015 Parks & Trails Commission, City Establish priorities for park improvements Council Delayed 2014 Accomplishments City Council /Administration /IT Adopted a mission statement, vision statement, values statement, and strategic goals Approved the construction of the Hope Center • Issued equipment certificates for new equipment • Managed the 2014 budget to go from a $69,523 deficit to a surplus of over $100,000 Li Advocated changing the met council's proposed population forecast and increased the 2040 population estimate to 11,900 Li Held the Local Board of Appeal and Equalization hearing Received a petition for paving Foxline Drive and Treeline Drive, completed a feasibility study and held a public hearing on the improvements Began planning for paving gravel collector roads Ordered a feasibility study for the downtown utility project Held a primary election and general election Lj Adopted a new ordinance regulating public sanitary sewar and water within the City of Corcoranj'A. CITY OF CORCORAN City Council /Administration /IT � Updated the Park Dedication and sketch plan ordinances ❑ Held a discussion on the possible turnback of CR 10 ❑ Reviewed options for video recording meetings Issued $3,140,000 in bonds for water and sanitary sewer infrastructure Recognized John Hamilton for 25 years of service and Ryan Burns for 20 years of service Li Reviewed proposals for residential recycling services Set the Preliminary Levy ❑ Adopted guidelines for public participation at Council meetings ❑ Published three city newsletters ❑ Approved a business continuity plan for IT ❑ Approved an interfund transfer to eliminate a liability owed to the general fund for past projects o Updated the process to enter into closed session CITY OF CORCORAN City Council /Administration /IT Declared a vacancy on the City Council and appointed Pat Hank as Councilmember Completed the 2013 audit ❑ Ordered a feasibility study for downtown utility and street improvements Completed 24 data requests ❑ Held 24 regular council meetings with 3,424 pages of materials i, Issued 269 building permits with nine new single family home permits ❑ Handled 142 complaints including Rolling Hills Road junk house; Meadow Lane home occupation; Ravinia construction issues; campaign signage; Maple Hill Estates (multiple complaints); Hillside Drive junk house. ❑ Leased the community room 25 times Handled lots of phone calls at City Hall. Tracking showed 1981 outgoing and incoming calls in one month. This does not include cell phone activity Adopted the 2015 budget and levy CITY OF CORCORAN Planning 31 total projects Approved a trailhead for the Lake Independence Regional Trail Reviewed a proposal for a varsity baseball field for the Rockford School District Reviewed a sketch plan for a development on the Schendel property, approved a comprehensive plan amendment, and ultimately approved a preliminary plat and PUD application for the Sawgrass development Approved a final plat and final PUD application for Ravinia CITY OF CORCORAN Public Works /Engineering /Parks Obtained a certificate of occupancy for the Public Works facility on January 29th, held an open house on May 8th Maintained 66 miles of roads n Seal coated Horseshoe Bend Drive, Horseshoe Trail, Lakeview Circle, Cates Longhorn Road, Snyder Road, Valley View Road, Trail Lane, and Elm Street Overlayed Eagle Ridge Road, Abilene Buckskin Trail; completed patch work Hills Road. Completed the dust control project Roads, Cimarron Circle, on Maple Hill Road and Rolling L-, Coordinated improvements for turn lane improvements on CR 101 for Ravinia Coordinated the construction of new sanitary sewer and water infrastructure for Ravinia Demolished the old Public Works facility CITY OF CORCORAN Public Safety Accepted the resignation of Sean Gormley Hired Matt Gottschalk as Public Safety Director Assisted coordination of the Maple Grove Triathlon Provided security for the Hamel Rodeo Provided security for Country Daze Coordinated the 7t" annual Truck Safety Seminar with 184 participants Completed alcohol compliance checks on all businesses which have either on -sale or off - sale liquor Completed tobacco compliance checks on all businesses that sell tobacco Transferred 20 years' worth of firearm evidence to HCSO firearm reference library Held the Firearms Safety Program and successfully trained 51 students Assisted the NW Area Jaycees to deliver gifts for 2014 Senior High School graduating classes Officer Drake and Officer Wagman were recognized for outstanding services for a life savings award at the 1St annual 194 First Responder Luncheon. In partnership with HCSO and Maple Hills Estates, participated with a bike rodeo for Maple Hill Estates youth. Received a federal grant for replacement of expiring ballistic vests Honored two individuals with a — "Citizens Award" — for their actions in a lifesavina event. Assisted /presented at the annual Snowmobile Safety Training r ;J CITY OF CORCORAN C I aiiii Staffing Administration Department (today) 4 full -time staff Brad Martens, City Administrator Jill Smith - Arens, Admin. Supt./ Payroll &Benefits Coord. Jeanie Heinecke, City Clerk Mike Pritchard, Code Compliance Official Administration Department (end of 2015) 5 full -time staff Brad Martens, City Administrator TBD, City Clerk /Administrative Services Coordinator TBD, Deputy Clerk Mike Pritchard, Code Compliance Official TBD, Administrative Assistant 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 Police Department 8 full -time staff Matt Gottschalk, Director of Public Safety Ryan Burns, Lieutenant (John Hamilton, outgoing Lieutenant) Steve Warren, Police Officer Jesse Olson, Police Officer Duane Hochstetler, Police O Josh Hunter, Police Officer TBD, Police Officer Paula Steelman, Administrative Assistant 10 part -time officers 10 Reserves Consultants /Contracts Kendra Lindahl, Planner Kent Torve, Engineer Jeff Carson, Attorney Metro West, Building Official Fire service Loretto Fire Department Rogers Fire Department Hanover Fire Department Compensation 6%.0* "11 Full -time employees Wage based upon pay scale Grade of difficulty decides pay grade (points) Need pay fairness to meet pay equity Other benefits $1,312 monthly stipend towards purchasing benefits Health insurance, dental insurance, additional coverages Family plan range $2,179 (co -pay) — $1,437 month ($5,000 deductible) Short -term disability, life insurance policy Paid time off (PTO) long -term disability, $50,000 Finances Co Revenue 2014 Revenue by Category 0.2% 15.6% 84.2% Property Taxes Fees, Permits, Fines, etc. Local Government Aid 2015 Revenue by Category 0.3% 17.8% Property Taxes 81.9% Fees, Permits, Fines, etc. Local Government Aid Revenue Fees, permits, fines, etc. (sample) Building Permits: $193,000 Police Fines: $60,000 Recycling: $62,000 Dust Control Assessment: $55,350 Cable Franchise Fees: $35,000 Expenditures 2014 Expenditures by Category A Administration Plan ning /Engineering Building Inspections Public Works /Parks Police /Fire Transfers Debt Service 2015 Expenditures by Category 4.9% 10.9% 19. X2.4% 2.14 34.1% 0-0 29' 4' 4. Administration Planning /Engineering • Building Inspections • Public Works /Parks • Police /Fire Transfers Debt Service Fund Balance (reserves) CITY OF CORCORAN GENERAL FUND BALANCE 12 MONTHS ENDED DECEMBER 31, 2013 UNAUDITED 9132;875 ■General Fund Balance 57e.,2-,'C '04,177 412 730 419.514 12730 276,093 215,503 159.317 55,375 -250,000 - ]an-13 Feb-13 pmr-13 Apr-13 mr, -13 Jurv-13 luE-13 !U9-13 Sep-13 4a-13 KW13 DEC-13 Fund Balance (reserves) 1,750,000 750,700 - 250,0[}0 CITE( OF CORCORAN GENERAL FUND BALANCE 12 MONTHS ENDED DECEMBER 31, 2014 UNAUDITED Jan -14 Feb -14 Mar -14 Apr -14 May -14 Jun -14 Jail -14 Aug -14 Sep -14 Oct -14 Nov-14 Dec-14 ■ General Fund Balance TIF Fund Tax Increment Financing Funds Dedicated in 2013 Downtown Improvements: $1,100,000 Property Acquisition: $175,000 Updating Downtown Design Guidelines: $20,000 Must spend by end of 2016 Current balance $1,798,261.46 $8,000 budgeted towards general fund for 2015 staff time Park Dedication Funds Upcoming Project Regional recreation amen $4,000,000 Ravinia neighborhood par $ unknown Ravinia open space park $ unknown CITY OF CORCORAN PARK CAPITAL FUND REPORT December 31, 2014 CASH FUNDS Date Park Dedication Memorial Park Maintenance Beginning Balance 2014 354.879.24 9,165.22 Jan -'14 Park Dedication (.Mattson) 3,000.00 Mar -'14 Interest earners 1.13 Nlar -15 Interest earned 22.34 Apr --14 Stone & Steel (Brick Replace) (24.99) Jun -'14 Chelsea Cay (270.00) Jun -94 Lawn King (220.00) Jun -'14 Milbrandt Donation 5.000.00 Jun -'14 Interest earned 1.14 Jun -15 Interest earned 23.57 Jul -'14 Lawn King (660.00) Jul -14 Chelsea Coy (370.00) Jul -14 Chelsea Cay (100.00) Jul -14 Chelsea Cay (140.00) Jul -14 Chelsea Cay (319.78) Jul -14 Chelsea Cay (395.00) Aug -14 Memorial Stone 900.00 Sep -'14 Chelsea Cay (70.00) Sap -14 Grove Nursery (258.70) Sep -'14 Interest earned 1.50 Sep -14 Chelsea Cay (342.00) Sep -'15 Interest eared 39.28 Nov -14 Chelsea Cay (380.00) Dec -14 Thomas,Janice Pau (3,000.00) Dec -14 Interest earned 1.44 Dec -15 Interest earned 151.69 2014 YTD ACTIVITY 311.89 1,479.73 ENDING BALANCE 355,191.13 1 10,644.95 1 1 365,836.08 Debt Service Existing Bonds* Northland Trust 2008 (Certificate) Ban kwest 2010 Farmers 2010 Northland Trust 2012A Northland Trust 2014A Carroll County 2004 (PD Facility) Northland Trust 2012B (Public Works) Total Due on Existing debt * Must budget 5% of balance due each year for possible delinquencies (State requirement) 2014 2015 2016 2017 2018 2019 2020 2021 $ 99,661 $100,219 $ 99,614 $ 99,888 $ 30,916 $ 30,329 $ 30,730 $ 29,911 $ 29,864 $ 30,758 $ 30,593 $ 30,916 $ 30,329 $ 30,730 $ 29,911 $ 29,864 $ 30,758 $ 30,593 $ 44,555 $ 44,295 $ 44,035 $ 43,775 $ 43,275 $ 42,775 $ 42,275 $ 46,575 $ 55,640 $ 50,601 $ 50,875 $ 50,140 $ 50,396 $ 50,360 $ 50,025 $ 41,178 $ 20,440 $ 98,888 $138,488 $137,688 $176,488 $160,038 $218,137 $220,588 $237,788 $ 346,114 $419,739 $393,397 $430,847 $313,180 $372,824 $374,408 $334,388 363,420 440,725 413,067 452,389 328,839 391,465 393,128 351,107 Unfunded Liabilities Employee payouts upon leaving employment Sick bank (8 eligible employees): $72,000 Comp. Time: $22,500 PTO: $104,500 Insurance stipend after retirement until 65 (5 eligible employees, 10 years maximum): Unknown Past development costs Laurent: $39,446 Financial Plan City of Corcoran General Fund Financial Plan Fund Balance Goal per Policy 1, 050,477 Prior Years current Year Fund Balance n Excess (Shortfall) (107,724) Projected (22,942) (28,228) (9,0610) 9,590 • Due From Other Funds 274,415 271,274 267,274 201r Estirn�xa • The majority of the difference between fund balance and cash is from an interfund Ivan to the Capital Projects Fund. 2012 Actual 2013 Actual as of 6130 2015 2016 2017 2018 Source of Funds: Charges for service 170,619 199-84 `136,705 39,90 142,703 145557 148,468 Assessments - - - - - - Redistribution of TIF - - - - - Liceneses and permits 74,291 159,524 68,250 211,250 215,475 219,785 224,180 Intergolemmental 250,233 373,001) 239,147 246,755 251,690 256,724 261,858 Invest ment Income 1,965 1,026 3,000 2,000 U40 2,081 2,122 Fines and forfeitures 84,338 58,194 75,000 601000 61240 62,424 63,672 Cable franchise fees 38,195 39,489 35,000 40,000 40,840 41,616 42448 Misc - Other 61,762 8,_13 19,840 33,340 34,007 34,687 35,381 Band proceeds - - - - Sale of capital assets - Transfer in from other funds - - - - Subetotal Non Property Tax Funds 677,444 838,530 576,942 733,250 747,915 762,873 778,131 Pro party tax levy 2,517,642 2,627,327 2,750,338 2,920,769 4978,464 3,062,314 3,122,340 Total Source of Funds 3,195,046 3,465,857 3,327,280 3,654,419 3,726379 3,825,187 3,900,471 Use of Funds: Curre^- expenditures 2,964,810 3,139,458 3,285,135 3,618,019 3,694,379 3,764,187 3,839,471 Ca,,i-al outlay 36,553 36,489 41,802 - - - Daht service - - - - - Tra ^sfer out to other funds 4,040 16,000 L6,000 16,000 16,000 Total Use of Funds 3,041,363 3,175,947 3,330,938 3,634,019 3,705,379 3,780,187 3,855,471 Net Change in fund balance 193,583 289,910 {3,658) 20,000 20,000 45,000 45,000 Ending Find Balance' 942,753 1,232„653 1,229,005 1,249,005 1,269 „005 1,314,005 1,3591005 Ending Cash Balance' 672,744 906,016 906,358 942,358 978,358 1,039,358 1,100,358 Fund Balance Goal per Policy 1, 050,477 1,111,581 1,155,$28 1,271,907 1,297,233 1,323,065 1,349,415 Fund Balance n Excess (Shortfall) (107,724) 121,082 63,177 (22,942) (28,228) (9,0610) 9,590 • Due From Other Funds 274,415 271,274 267,274 251,274 235,274 219,274 203,274 • The majority of the difference between fund balance and cash is from an interfund Ivan to the Capital Projects Fund. Financial Plan Five Year Plan Incorporates goals and objectives of City Council Will be updated with 2014 audit information and newly established goals Used to prepare the 2016 budget Recent draft includes bond funds to purchase the Roehlke property Tax Rate 70 .E Ac 40 0 20 10 47 Tax Rate by City 50.056 57.232 40.467 39.831 2014 28.374 2015 0 Corcoran Medina Loretto Greenfield Hanover Rogers Dayton Maple Grove Plymouth Tax Rate Ell 50 40 30 20 10 Tax Rate by School District Osseo Wayzata 35.375 23.88 Buffalo Delano Rockford o Total tax rate 123.977 - 147.733 Tax Rate Tax rate is directly related to tax capacity 2014 $6)878)943 Used for 2015 tax rate 2015: $7,253,510 Used for 2016 tax rate Increase of $374,537 Supports $169,720 in new investment without tax rate increase Mostly related to increased valuations which would increase taxes paid Improvement tax capacity $53,550 supports $24,264 (no tax increase) Tax Rate Tax capacity differs by use Residential 1 % of taxable market value $300,000 home has a tax capacity of $3,000 Commercial /Industrial 1.5% for first $150,000; 2% over $150,000 $300,000 business has a tax capacity of $5,250 �V'1] Facilities /Infrastructure Facilities City Hall Administration Police Community Cent Public Works Facility City Park Infrastructure Transportation County Roads 39 miles City Roads 66 miles 28 miles paved 38 miles gravel 27 miles collector roads 11 miles neighborhood roads Infrastructure 1 Water /Sewer Y ir i R � Y -� _ � 1 Rat• __ 7 F Land Use /Planning �V'1] MUSA Ills Ir N L j8SRT - A ................................... ............................................................ inniiiiiiii! I N1 L ■ ■ ■ ■ ■ ■ Figure 9 IL L2f. j Ci-WCORAN 2030 Sanitary Sewer Service Staging Plan 2030 Comprehensive Plan N W 4, 3.001) 1,500 6 ION Feet City Limit MDmum Wetiards Sanitary Sewer Service Staging 2010 - 2015 2015 -2020 2020 - 2025 2025 - 2030 qbe staging plan mp—rb . W.7—wri of — that is based . I..t- d planed MMOiW ln0.vcep4xs and v f— t. fl t --d g—th is arfdapaed to arse, b,— the City —s nix cDnwrjt to k o—wring. October 7, 2O09 sonestroo I.301J57O38%44GG07TRn%qPO M M21 &20 30 St@r4rUd MUSA Overly large metropolitan urban service area (MUSA) Need approximately 18% to be developed to meet 2040 population projections Populatio 5,379 n Househol 1,867 p ds 7, 200 9,500 11,900 2, 700 3,700 4, 700 is Future Land Use ffA V :4 : 2030 Future Land Use Plan 2030 Comprehensive Plan N!� s 3,000 7,5110 0 3,000 Feet City Lg R gig Boundaries Pgiataaal Reserve Pate of Expiatonl Wetlands R—VAC Res'.deWia6 Existiig Res -t l Low Density Resxential Medium Dams y Resdenbal Mi-d Resdenfial - High D—hy Resic -bti i Real S— ElCorvrreroa: caul H-c! use - Pwiness Park L4rt ixeavial - Fiwwf'emi -Pubuz P.Wopen space - cdf Gust O Pgiaftu : l Pmserve {Date of Equal Open Water 'The Fut Land L'se plan depxtS. the locaf n a W it sdy at fuNre deuelopment fto gh a. —iety of land use types -This plan is inlnded m guida kaur deuetupmem h— the City has dlsr -i amend llB MaWlilan Coundl app—ll tle 0. n -W—tcL doxrred developer rx}esl.— eqcnsem ad— system PI.— Qctalyer 7, '2.7D Bonestroo r sut.snm�stw,rts. anPanyaa�'flna MaR=flu d Future Land Use "Guided" by 2030 Comprehensive Plan Recent Comprehensive Plan amendment for the Sawgrass development Must average three units per acre in MUSA The City will begin work on the 2040 Comprehensive Plan in 2018 arw 1� Communication Internal Friday update Council, staff, consultants Management Team Meeting L7i'4 of Cvkcc�.tin av�ia_ rtptyy �+.-�r +r.rr�it�_ e++'r n+.s.q_•r.r..rr�rr_� ti...r�_arr_r rniy w�...+ ae_� t..n �r[rrwtr_ t.wta_.a.wtr..i r.ry na_r.wt._ar t.r_. R. Wt.ra4rre.xrr r' •e.rrwri. �a..r_m4rr..._ Brad, Pat, Matt Monthly meeting on non - urgent, important items Departmental meetings Varies by department External Three newsletters are mailed to properties in Corcoran annually March July October Website updated regularly Cite of ceave 'an ff —mpol W.ft, —A SOOiMry S— Z.—i— OP—ds OOI �w Epgllli � �EYlel'ASE .„n IYi1pE'plli l[EIEQ Rely on news media for other information Police Department has a Facebook account Partners Co School Districts w� i�� *�11Fr. � - Ill•�r�fll � a- '• ° Ire �' III - .r ��I . �� - • �s��sYr rip, e r mill - li a iig�'�4.��' ,.• .-r .IrIN _ r !. J !1111 'l School Districts Rockford School District Approximately 200 elementary school students away from requiring additional space School age children —yield by rooftop (estimated) Single family detached .25 Townhome Apartment .15 .20 Government Partners Administration Maple Grove, Plymouth, Medina, Hennepin County Police Medina, Maple Grove, Plymouth, Hennepin County Mutual aid Public Works Medina, Loretto, Maple Grove, Hanover, St. Michael, Rogers, Hennepin County Equipment sharing agreement Other Partners Three Rivers Park District Elm Creek Watershed w w Current Projects 6%.0* "11 Personnel Administration Department Reorganization Hiring City Clerk /Administrative Services Coordinator Future Deputy Clerk hire (May appointment) Future Administrative Assistant hire (August) Police Department Transition Retirement of John Hamilton Appointment of Ryan Burns Hiring Police Officer Union contract expires end of 2015 Hope Center Certificate of occupancy achieved Hennepin County is processing reimbursement BV Construction Contract is closed out L-i Grand opening will take place in early May ❑ Mobile Hope must felrTl%Urca finanrc nan estimated at $127,300 i-- Downtown Utility and Street Improvement Project Refining project numbers Next step is to survey affected parties 42 meetings approximately one hour in lengthy High priority for April, unlikely to complete by end of month t . Utility Billing Behind the scenes work Water meter contract approved Software installed Developing billing cycle process Learning how to install and read meters First meter reading in April Public Works Facility Warranty items Floor settling o Remaining items Re- tinning of shed at Cain Road site Regional Recreation Amenity (Roehlke Staff approaching possible partners MN Legislature - Bonding Buffalo School District Three Rivers Park District; Hennepin County Lions Park Parks & Trails Commissior-.31 Prioritizin g amenities] Ravinia Off -site utilities installed, working on punch list Model open, two additional homes under construction Building permit for amenity center and two other homes approved 6 total permits Four homes sold Phase two approvals in April, phase three in May Sawgrass Preliminary Plat approved Looking for builder to purchase lots Regular communication however no formal action is beina taken :r Miscellaneous Developing street naming policy Developing fire hydrant standard Transitioning to outsourcing IT needs Audit Financial Plan (after audit) 2016 budget (soon) Lunch 6%.0* "11 Department Opportunities /Challenges Administration Department /City Hall Staffing Reorganization will substantially benefit the staffing structure and ability to meet needs of City. Expect to be full steam ahead by end of 2015. Recommend utilizing internships for added staff power i:i City Hall Need to make some improvements in the near future Office structure /safety, carpet, council chamber improvements Public Works Department No dedicated funding exists for our long collector asphalt road maintenance (ie: Oakdale Drive, Larkin Road, Pioneer Trail) Would like to adopt a plan to pave both residential and collector roads with public works involvement to keep costs down Need to develop a 24/7 work force to handle maintenance on holidays and weekends (ie: on call person) ❑ Need to ensure enough staffing exists to keep up with upcoming demands of sewer and water ❑ Balance funding for replacement equipment and new equipment needed with added requirements to serve the new infrastructure being built Trail maintenance, water and sewer infrastructure, etc. Police Department Challenges: Continue planning and preparing for growth with new staff and continual changes (managing our evolution) Keeping up with traffic safety Discretionary time is decreasing Most crashes are high speed with high impact and heavy traffic Meeting service expectations of new residents in higher density neighborhoods Scheduling remains challenging Currently down 1 officer since 2009 1 retirement 1 officer scheduled to be out on medical leave 1 officer scheduled to be out on paternity leave Training new staff is time, personnel, and labor intensive Maintaining Police and Fire service levels without full staffing during continued community growth and increasing service demands Continued evaluation of what we are realistically able to provide with current resources Police Department High R.O.I. Opportunities: Engagement at the Hope Center Officers already have one project in the works National Night Out /Night to Unite New neighborhoods will facilitate even better events Consider a City sponsored site in the future Personnel movement within the department will allow for new employee development opportunities Fresh eyes New ideas 6 I] Other Opportunities /Challenges Code Updates Sign Ordinance $10,000 - $20,000 Park Dedication Ordinance $50,000 Southeast Design Guidelines $20,000 A portion of the Planning budget is able to fund some code updates ($10,000) Update Design Guidelines - i.-.,t, IrA Ll m �i ng I-c —j rm ip RESi f n 1! a SOUTHEAST DISTRICT August 7, .2 1903 Art., A Fbg,;y wail 61 AP G 4G 13. C V C- 5ingle Famolo Single Hauler Waste Removal One or multiple providers serving City One trip down road instead of several Intense process could complete by end of 2016 Business Outreach Meetings Intense on staff time but can yield valuable information Easier to keep /expand existing businesses than find new ones r'% r%r 11A hr%r4 ir, r4 i i-%r +,-%rI. r r"^t - % +ir r4r- Business Outreach Reporting Form �ompany/ Contact Information First Name Last Name Company Address City State Zip Phone Ext overview Information ,,:"s': -,'a :e: Parent Company Name /City /State(If applicable) Interviewer ar--ie,s;: Organization: Increased use of technology Electronic packets Currently print, staple, hand deliver Could move to "bring your own device" policy 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 Increased Communication Video recording and broadcast Council meetings Discussed in 2014 for 2015 budget, did not make the cut Social media presence Facebook, twitter, blog More timely information Smaller monthly newsletters Neighborhood meetings Annual town -hall meeting, State of the City event Future Park Needs Ravinia Neighborhood park Open space park Trail maintenance Ravinia Open Spare Park • 41..64 gross acres • North of phase 8 (anticipated final plat 2021) and phase 9 (anticipated final plat 2022) • "Land dedication and trail casement dedication shall be with the final plat of the adjacent phase of development" • Lennar to pave trails as shown on plans Ravinia Neighborhood Park # 2.85 gross acres • West of phase t (final plat 2014), north of phase 2 (anticipated final plat 2015), south of phase 6 (anticipated final plat 2019) • "'Land dedication and trail easement dedication shall be with the final plat of the adjacent phase of development" • Lennar to grade site and pave trails -- j ■ Future Park Needs 0 Regional Recreation Amenity (Roehlke);,, Option 1 (Balance of west farm):' $5981000 + 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): $5201000 + 2% per annum from June 1, 2C Option expires April 2019 Buildout $25500)000 Option 2 Parks Programming Programs run by Corcoran Athletic Association (Kevin Dale) or Corcoran Soccer Association (Robran family) Both organizations have a limited ability to meet need of community and are achieving burn out City does not receive revenue Intern /seasonal position could run programming and be budget neutral The Corcoran "Brand" Organization has a mission, vision, and values Perception is reality to most Residents: Sleepy rural community, growing community, little services, would like more amenities Developers: Lots of opportunity but needs a ton of investment Business owners: Limited infrastructure for growth, similar taxes to neighboring communities with many more services, need more rooftops to expand /attract new businesses Does the logo represent who we are /want to be? Distressed Property TIF funds dedicated Recently received appraisal Could complete in 2015 without use of General Fund Franchise Fee Implementation Gas and electric provider $2 monthly fee on both would raise $86,000 annually Fee is always passed on to consumer Paving Gravel Collector Roads Plan discussed in 2014 Could pave Trail Haven from CR 30 to CR 50 in 2016 without use of General Fund MSA Funds $12,000 assessment per proper Transportation Improvements Transportation CR 10 /CR 50 Intersection does not function well Brockton interchange project . ... ... ... ... ... ... ... .. a M, 3:111:1 rri RON fill MM IN I rM OWN Figure 9 Milli 2030 Sanitary Sewer Service Staging Plan 2030 Comprehensive Plan W 3,000 1,500 D 3,000 Feet City 203D.— Wetlands Sanitary Sewer S_i_ Staging 20113-2015 O 27:5 - 2023 O 2720 -2025 2:025 -2030 — "ngplm res— , prg— —e—r— 11 — M for w pianrm meVano.inr —twe wa wivem m rmt s- 7o Is —pe to —, now— Me Cq Wes not —It iD I- —M. 11-1— 1, 2168 Bonestroo Limited Uti Mr- o Limited access lities to natural gas P Limited access to Internet Economic Development � Authority ❑ Established April 21, 1994 r7 Last meeting appears to have been in 2005 L-, Members are the five City Counilmembers o Could revive as an economic development arm for the City 1POWWNW 4 t: ba w 1, t a a Le" - Receive further clarification on items Add more items for discussion Must Do, Should Do, Could Do Exercise Other IDiscussio Additional meetings Thank you