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Home My WebLink About2016-01-14 Council Work Session Agenda Packet CITY OF CORCORAN Council Work Session Agenda January 14, 2016 -5:30pm 1. Call to Order / Roll Call 2. 2016 Goal Discussion* 3. February Work Session Agenda* 4. Unscheduled Items 5. Adjournment *Includes Materials - Materials relating to these agenda items can be found in the House Agenda Packet by Door. 2. CITY OF CORCORAN 8200 County Road 116, Corcoran, MN 55340 763.420.2288 – Office 763.420.6056 – Fax E-mail - general@ci.corcoran.mn.us / Web Site - www.ci.corcoran.mn.us MEMO Meeting Date: January 14, 2016 To: City Council From: Brad Martens, City Administrator Re: 2016 Goal Discussion ______________________________________________________________________ The primary focus of the work session is to review and re-establish goals for the organization. Attached to this memo is an updated Strategic Goal Work Plan that was adopted and amended in 2015, and a City Project Update which provides an overview of what staff is working on for 2016. It is requested that the City Council review the documents and provide staff direction on the preferred priorities and goals for the organization. An updated work plan will then be presented to the Council at the January 28, 2016 City Council meeting. Attachments: 1. Strategic Goal Work Plan 2. City Project Update City of Corcoran Strategic Goal Work Plan GOAL:Complete Downtown Utility and Street Improvement Plan ASSIGNED TO:COMMENTS: City Administrator, City Engineer Near completion City Administrator Completed City Administrator, City Engineer Completed on 38 out of 42 properties; unable to locate remaining property owners City Council, City Administrator Completed, Public Hearing called for July 23, 2015 City Council, City Administrator, City Engineer Public Hearing held; Resolution 2015-42 approved authorizing preparation of plans and specifications for the downtown utility street improvement project City Council Assessment hearing held on October 22, 2015 City Council Reviewed at December 21, 2015 City Council meeting; staff to amend and bid City Administrator, City Engineer Anticipate letting bid in early January City Council Anticipate approving bid on February 11, 2016 Construction begins City Engineer, Contractor City Engineer, Contractor GOAL:Pave Gravel Collector Roads ASSIGNED TO:COMMENTS: City Administrator, City Engineer, Public Works Staff reviewed plans on July 15th; updated plans completed; to be included in Council packet for August 13th City Council Council discussed at August 13th meeting; directed staff to compile information for discussion at September 24th meeting; Council selected Willow Drive/Larkin Road as preferred project City Council Council discussed at December 21, 2015 meeting; directed staff to review additional options for assessing benefiting properties City Council, City Administrator City Administrator, City Engineer City Council City Engineer, Public Works, Contractor City Engineer, Public Works, Contractor City Council review of plans, select project City Council approves assessment plan August 13, 2015 September 10, 2015 City Council Public hearing on assessments, consider ordering plans and specifications July 23, 2015 Bid project November 30, 2015 Substantial completion August 31, 2016 Bid approval December 21, 2015 Approve plans and specifications Hold Assessment Hearing Staff to revise plans July 31, 2015 April 15, 2016 ASSIGNMENT DEADLINE Finalize pass through costs to Maple Grove April 24, 2015 Create property specific cost sheets May 15, 2015 City Council review of survey results, present updated feasibility plan Complete property meetings and survey June 15, 2015 June 25, 2015 October/November October/November Bid approval December 21, 2015 Construction begins April 15, 2016 Substantial completion August 31, 2016 City Council Public hearing on assessments, consider ordering plans and specifications October 8, 2015 Bid project November 30, 2015 ASSIGNMENT DEADLINE 1 City of Corcoran Strategic Goal Work Plan GOAL:Plan for the Regional Recreation Amenity ASSIGNED TO:COMMENTS: Mayor, City Administrator Contacted via email, Senator Osmek reccomends working on a presentation for the Capital Investment Committee; a clear plan on what the project is required in advance of any committee presentation City Administrator Completed meetings with Hennepin County, Buffalo School District, Rockford School District, Three Rivers Park District; additional meetings must take place with Corcoran Lions Club, Hennepin County Fair, and Hanover Athletic Association City Administrator Possible funding exists through the Parks and Trails Legacy Funding City Council City Administrator City Council City Council City Council GOAL:Establish a business group (chamber, downtown owner group, etc.) ASSIGNED TO:COMMENTS: City Administrator, City Engineer Completed; downtown owners surveyed informally City Council Limited support existed and no further action is being taken at this time; Goal completed GOAL:Establish Night to Unite Program ASSIGNED TO:COMMENTS: Director of Public Safety Completed Director of Public Safety, City Council Completed; staff directed to continue as presented at meeting Director of Public Safety Completed: Facebook and summer newsletter Director of Public Safety Event held on August 4th; four parties took place and event was a success; Goal completed GOAL:Update Sign Ordinance ASSIGNED TO:COMMENTS: City Planner Approved at April 23, 2015 City Council meeting City Planner, Code Compliance Official, City Administrator Completed City Council Completed Planning Commission Completed City Council Goal Completed City Council review of status of project February 25, 2016 ASSIGNMENT DEADLINE Complete meetings with possible partners August 31, 2015 Investigate possible grant opportunities January 1, 2016 Meet with legislators to get on bonding tour May 31, 2015 March 31, 2017Execute purchase agreement City Council review survey results, consider further action Issue bonds for purchase March 23, 2017 City Council approval of finance plan December 22, 2016 Commitments from partners approved by their governing bodies November 30, 2016 June 11, 2015 Planning Commission review, public hearing July 2, 2015 City Council approval July 23, 2015 ASSIGNMENT DEADLINE Staff recommendation to City Council, approve process April 23, 2015 City Council review May 31, 2015Staff updates sign ordinance Advertise program to community June and July 2015 Coordinate event(s)August 4, 2015 ASSIGNMENT DEADLINE Staff to research options for establishing program May 31, 2015 Staff recommendation to City Council for approval June 11, 2015 ASSIGNMENT DEADLINE Complete property meetings and survey of support June 15, 2015 June 25, 2015 2 City of Corcoran Strategic Goal Work Plan GOAL:Improve City Council chamber (technology, safety, televising) ASSIGNED TO:COMMENTS: Code Compliance Official Update quote from May 2014 City Council To be discussed with equipment certificate program at February 11 Council meeting City Council City Council City Council Code Compliance OfficialImprovements completed March 24, 2016 City Council approval of issuing bonds for equipment prog.April 15, 2016 July 31, 2016 City Council first review City Council approves 2016-2017 equipment program ASSIGNMENT DEADLINE Staff to assess options, obtain quotes December 31, 2015 January 14, 2016 City Council approval February 11, 2016 3 1/8/2016 1 CITY OF CORCORAN City Project Update Staffing I. Administration a. Reorganization complete in 2015 b. Searching for Seasonal Recreation Coordinator II. Police a. Department continues to be short staff b. Transition to additional full-time officer approved in 2016 budget (reduce reliance on part-time officers); posting will take place in approximately early- March to have officer on board July 1st III. Public Works a. Goal to re-align department in order to meet additional demands of water/sanitary sewer utility as well as additional residents; will work with Superintendent to propose plan for changes to be implemented in 2016/2017. Administration: I. Compensation Study a. Authorized to move forward; staff coordinating with Springsted Incorporated II. Gambling Ordinance a. Staff completing draft ordinance for Council consideration III. Credit Card Processing a. Staff considering options and will bring to Council for approval IV. Newsletter a. First newsletter (1 of 4) completed V. Council Compensation a. Drafting ordinance amendment VI. Utility Billing Structure a. Updating billing process; bring to Council in February VII. Employee Handbook a. Updating the employee hand book to incorporate organizational changes and law changes 1/8/2016 2 VIII. Solicitors Peddlers and Transient Merchant Ordinance & Background Check Policy a. Staff completing draft ordinance and policy for Council consideration IX. League of Minnesota Cities – Data Security Survey a. Reviewing recommended action, considering options X. Recognition Program a. Reviewing options for jacket and plaque Public Works: I. Install water meters; read monthly II. Floor settling issue a. Contractor meeting held; responses received b. Present options to Council on January 14 th III. Evaluating equipment replacement schedule IV. Hackamore Road issues a. Reviewing traffic counts west of Butterworth; meeting scheduled with Medina to discuss i. 48 hour counts: Butterworth (south end) 66; Hackamore (west of Butterworth) 540; Hackamore (east of Butterworth) 604 V. Winter focus is on snow removal, tree trimming, ice rinks, maintenance of equipment, and bidding road materials for 2016. Police: I. Plan 2016 Night to Unite II. Incorporating paperless processing of public requests (burn permits, data requests, firearms permits, etc.) III. Streamlining officers’ data collection procedures on calls for service IV. Analyzing and evaluating space needs for essential services V. Planning 35th Annual Firearms Safety course VI. Planning 8th Annual truck-safety seminar VII. Refreshing our reserve officer program VIII. Evaluating equipment replacement protocols and coordinating necessary squad replacements IX. Increasing evidence room security X. Planning for 2016 special events (approximately 20 annually) XI. Working with City Hall to identify safety and security risks XII. Managing and refreshing the department policy manual (Lexipol) XIII. Coordinating POST, OSHA, and discretionary department trainings 1/8/2016 3 Planning: I. Ravinia a. 101 lots platted b. Anticipate phase four submittals in early 2016; continue to coordinate building permit/utility process for new homes c. Street signage was not installed according to plan; coordinating changes d. Cul-de-sac islands not installed according to plan; coordinating changes e. Planning for future improvements i. Neighborhood park ii. Hackamore improvements likely 2018 or 2019 iii. 66th Avenue improvements (extend Gleason Parkway to CR 116) II. Beacon Academy a. Met with group on January 6th; accelerated plan to achieve preliminary and final plat as soon as possible in 2016 b. Drafting development agreement III. Park Place Storage a. Anticipate preliminary plat application for expansion in early 2016 IV. Code/Zoning Updates a. Review options for updating variance ordinances in February Finance: I. Five Year Plan a. Update after 2015 audit b. Consider options with 2015 surplus II. Equipment Certificates a. 2014 & 2015 purchases made; balance of $38,000 exists b. 2016 & 2017 plan presented in February 2016 c. Goal to eliminate equipment certificates by 2019 (fund with CIP) III. Reserves a. Goal is 35% of unrestricted fund balance b. End of year 2014 at 30.1% Council Priorities I. Downtown Utility and Street Improvement Project a. Assessment hearing completed b. Updating plans and specifications to go out for bid c. Coordinating amendment to water service agreement with Maple Grove as well as financing agreements with individual property owners 1/8/2016 4 II. Regional Recreation Amenity a. Staff has reached out to various possible partners b. Council to review project at work session in early 2016 c. Goal adjusted in 2015 for purchase of land only, not improvement III. Paving Gravel Collector Roads a. Willow Drive/Larkin Road selected as preferred project b. Staff obtaining a benefit letter for additional building rights c. Assessment plan needs to be approved IV. Hazardous Property a. Council to consider order to remove property at January 14, 2016 meeting V. Downtown and Southeast District Design Guideline Update (CAT) a. Initial meetings as well as community workshop held b. Next meeting January 11, 2016 c. Final community workshop tentatively scheduled for March 14, 2016 Other Projects I. Hope Center a. Public Works needs to re-seed grass in 2016 II. Update City Logo a. Buffalo School District i. Have discussed with Scott Thielman, Superintendent ii. No action on Buffalo side b. Rockford School District i. Have been in contact with High School Principal ii. No action taken Future Projects I. Restart the EDA a. Applied for grant funding; outcome anticipated in March 2016 II. Record Council meetings a. Reaching out for possible funding b. Incorporate into equipment certificates III. Communications Update a. Consider revamping the City’s website b. Researching and implementing new communications tools such as social media and email or texting services. 3. CITY OF CORCORAN 8200 County Road 116, Corcoran, MN 55340 763.420.2288 – Office 763.420.6056 – Fax E-mail - general@ci.corcoran.mn.us / Web Site - www.ci.corcoran.mn.us MEMO Meeting Date: January 14, 2016 To: City Council From: Brad Martens, City Administrator Re: February Work Session Agenda ______________________________________________________________________ The next City Council work session is scheduled for February 11, 2016 at 5:30 pm. It is requested that the City Council direct staff on the desired agenda for the work session. Below is a list of possible options for consideration:  Regional Recreation Amenity o Options for purchase; financing  Assessments for Road Improvements o Construction, overlays, seal coating, dust control, etc.)  Economic Development Strategy o EDA, outreach, etc.  Community Engagement o Community events, social media, etc.  Financial Planning o Big picture focus on priorities  2017 Budget  Other Attachments: N/A