2017-06-20 Council Work Session PacketCITY OF MENDOTA HEIGHTS
CITY COUNCIL WORKSHOP AGENDA
June 20, 2017 – 5:00 p.m.
Mendota Heights City Hall
(Prior to convening the workshop, the Council will meet for a
photograph in the City Council Chambers)
1. Call to Order
2. Discussion Items
a. Discussion of the Highway 110 Pedestrian Underpass
b. 5/9 Goal Setting Workshop Follow-up—Action Steps
c. FY 2018 Budget Discussion
3. Declare intent to enter into closed session for the purposes of
City Administrator Mark McNeill Annual Evaluation
(Pursuant to MN Statutes 13D.05 subd. 3(a))
4. Adjourn
DATE: June 20, 2017
TO: Mayor and City Council
FROM: Mark McNeill, City Administrator
SUBJECT: Council Photo
COMMENT:
Prior to the workshop meeting on June20th, Valley Images will be set up for a “team photo” of
the City Council in the City Council Chambers. (Individual head shots have already been taken).
Please wear whatever you think is appropriate.
Mark McNeill
City Administrator
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REQUEST FOR COUNCIL ACTION
DATE: June 20, 2017
TO: Mayor, City Council, and City Administrator
FROM: Ryan Ruzek, P.E., Public Works Director
SUBJECT: Highway 110 Pedestrian Underpass – Construction Conflict
COMMENT:
INTRODUCTION
Because of a very recent discovery in the soils at the site of the TH 110 underpass construction,
Dakota County would like time at the work session on 6/20 to advise you of a possible design
change.
BACKGROUND
Dakota County has encountered excessive ground water at the location of the median footings of
the wing wall affecting constructability of the center tunnel opening
During excavation a pool of water was discovered. As additional excavation occurred, it
appeared that this pool was being fed by 2 small springs. A 10’x10’ area, located in the median
approximately at the point where the wing wall would be constructed, was deemed to be unstable
as it would settle under the weight of a person walking on it. This pocket was not picked up in
our borings.
DISCUSSION
Dakota County Construction and MnDOT Foundations are looking at ways to achieve a stable
surface to construct the wing wall. The fact that this is being fed by springs is the primary
issue. The contractor (Hentges) is currently dewatering, but it has become somewhat cyclical in
that they are pumping something that is continuously fed. With that in mind, Hentges did
propose a plan to bury the box culvert which would remove the wing wall in the median and
should alleviate the issue. However, it will result in a single, long tunnel, rather than two shorter
sections with daylight in the middle.
ACTION REQUIRED
Discuss the construction options and alternatives with Dakota County representatives.
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DATE: June 20, 2017
TO: Mayor and City Council
FROM: Mark McNeill, City Administrator
SUBJECT: Goal Setting Workshop Follow-up
COMMENT:
INTRODUCTION
At the workshop meeting of June 20th, the Council will be presented with staff’s
recommendations for action steps for the goals which were identified at the May 22nd City
Council Goals and Objective meeting.
BACKGROUND
At the workshop, both Council and staff presented and discussed, a total of 43 different
individual goals which might be pursued by the City until December 31, 2018.
Those individual goals were grouped with others which were similar, which resulted in eleven
goal areas. Those were then voted upon, and prioritized. The top four goal were the following:
A. Address City Facilities, Infrastructure, and Equipment Needs
B. Recruit and Retain a Qualified Workforce
C. Establish a Comprehensive Communications Strategy
D. Create an Agreed Upon Vision for Key Development/Redevelopment Areas in the City
Staff was then tasked with identifying the Action Steps which would be needed to implement
these main goals. Included in that discussion were any identifiable funding needs, the positions
which would be responsible for the action steps, and target dates.
Originally, it was intended that 5 goals could be identified. However, there was a significant
break between these four goals, and what would be the fifth. Then, the next two top-prioritized
goal areas were tied with the number of votes. Those were:
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E. (Tie) Parks and Recreation—Facilities, Programs; and
E. (Tie) Implement the (10) year Budget Plan Based on Ehler’s Study
Note that at the meeting, it was thought that the Ehler’s Plan was of 5 years duration.
If the Council desires to add these two items, it can direct that they be added. In staff’s view,
there are enough tasks in the top four Goal areas to accomplish, without having to add more. It
is not to say that staff will not be mindful of the items in the Parks and Recreation, and Fiscal
issues as it makes recommendations over the next 19 months. The questions is whether the
Council wants to formally direct those additional two, in addition to the top four goal areas
which received votes?
Individual Action Steps for the top four goal areas have been drafted, and are attached. At the
workshop, we will go through that information for Council to discuss and refine. (We will also
bring Action Steps for the two possible additional areas to consider as well).
The resulting product will then be presented for adoption at the July 5th City Council meeting.
Once adopted, it is anticipated that Council will be periodically updated on the progress towards
these goals.
ACTION REQUIRED
Discuss and adopt Action Steps, and the resulting Goal Setting Plan. The product will then be
brought to a future Council meeting for formal adoption.
Mark McNeill
City Administrator
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1 | Page Action Plan for 2017‐2018 City Council Goals Abbreviations: CA—City Administrator ACA—Assistant City Administrator PC—Police Chief FC—Fire Chief PWD—Public Works Director CDD—Community Development Director FD—Finance Director Goal: Address City Facilities, Infrastructure and Equipment Needs ACTION ITEM 1: Complete a Facility Needs Assessment to determine future space needs and uses BUDGET: $ TBD STAFF RESPONSIBLETIMEFRAME Schedule presentation of Fire Department building study at future City Council Work Session FC 10/31/17 Consider and plan for long term space needs/uses for facilities o Consider “campus” concept—City Hall, Police and Fire at one location o Include community space o Renovate parking lot and sidewalks, as appropriate CA Mid‐2018 Consider Council Chambers redesign for ADA compliance and efficient use of space CA/ACA 12/31/17 STATUS: ACTION ITEM 2: Improve Building security at City Hall BUDGET: $10,000 STAFF RESPONSIBLETIMEFRAME Complete installation of door access and panic button systems within identified building areas CA/ ACA 12/31/17 STATUS: page 7
2 | Page ACTION ITEM 3: Complete remediation of downstairs mold issues and Police Department remodel BUDGET: $TBD STAFF RESPONSIBLETIMEFRAME Bid document before City Council for approval CA 7/17 Award contract at City Council Meeting CA 8/17 Work start date CA 9/17 STATUS: ACTION ITEM 4: Upgrade audio‐visual system in Council Chambers BUDGET: $ STAFF RESPONSIBLETIMEFRAME Seek quote from vendor on a systems design which incorporates replacement technology for TVs, projector, overhead camera, and possibly video cameras ACA 11/1/17 STATUS: ACTION ITEM 5: PUBLIC WORKS: Consider purchase of a street sweeper BUDGET: $200,000 STAFF RESPONSIBLETIMEFRAME Present cost/benefit analysis of city‐owned street sweeper PWD 8/2017 STATUS: Pricing is available. Discuss during FY 2018 Budget review page 8
3 | Page ACTION ITEM 6: FIRE DEPARTMENT: Establish a Rescue 10 Committee to plan for the replacement of equipment BUDGET: $TBD STAFF RESPONSIBLETIMEFRAME Determine replacement plan FC 12/31/17 STATUS: Rescue 10 committee has been established. There is some question as to when Rescue 10 needs to be replaced. However, it is unlikely to be needed before 12/31/18. Goal: Recruit and Retain a Qualified Workforce ACTION ITEM 7: POLICE DEPARTMENT: Recruit, hire and retain/maintain qualified Police Officer personnel to full FTE compliment BUDGET: $ STAFF RESPONSIBLETIMEFRAME Review McGrath Study and consider future staffing allocation models PC 9/1/17 STATUS: From the current Police Officer recruitment process three offers were extended and accepted. New members will start mid‐June to early‐July. Discussion of other police staffing needs will take place during FY 2018 budget prep. ACTION ITEM 8: Provide incentives for health and wellness among employees BUDGET: $ STAFF RESPONSIBLETIMEFRAME Develop wellness incentive program within the Police Department o Consider extending to other city staff, if feasible ACA/ PC Decided by 1/1/18 STATUS: page 9
4 | Page ACTION ITEM 9: Recruitment and Hiring BUDGET: $ TBD STAFF RESPONSIBLETIMEFRAME Volunteer Coordinator position o Create job description and assess options for filling CA/ACA/PC 11/1/17 GIS Assistant position o Develop job description for a proposed full‐time position CDD/PWD 11/1/17 Communications Coordinator position o Create job description; consider joint position with potential Volunteer Coordinator ACA 11/1/17 STATUS: Each of these positions will be dependent upon being included in FY 2018 budget. Communications Coordinator position included in 2017 budget, but remained unfilled, due personnel funding needs elsewhere in the system. Goal: Establish Comprehensive Communications Strategy ACTION ITEM 10: Audit City Communications efforts and tools for effectiveness and outcomes BUDGET: $ N/A STAFF RESPONSIBLETIMEFRAME Inventory city communications pieces and tools ACA/CA/PC 2/28/18 Develop Communications Plan for traditional and social media ACA/CA/PC 2/28/18 STATUS: If Communications Coordinator position filled, include in the recommendation/decision process. page 10
5 | Page ACTION ITEM 11: Improve timing of communications between staff and City Council regarding financial information BUDGET: $ STAFF RESPONSIBLETIMEFRAME Develop and implement quarterly and monthly schedule of information FD 9/1/17 STATUS: ACTION ITEM 12: Complete website redesign and content revisions BUDGET: $ 15,000 STAFF RESPONSIBLETIMEFRAME Edit and/or rewrite site content incorporating new ideas (linked with online applications and forms, e‐commerce and handouts action item) dependent on fiber availability ACA 10/31/17 STATUS: Staff continues to work with GovOffice to develop site redesign direction and templates. ACTION ITEM 13: Connect to Dakota County Fiber Ring BUDGET: $TBD STAFF RESPONSIBLETIMEFRAME Continue to work with LOGIS and Dakota County on fiber connections to the Fire Department, Public Works, and City Hall buildings—determine timing of installation, project management and financing CA/ACA 9/1/17 STATUS: City Council approved the release of Request for Quotes, as prepared by LOGIS for installation of fiber to all three buildings, at their June 6 meeting. RFQ’s were released by LOGIS on June 8 and are due June 30. page 11
6 | Page ACTION ITEM 14: Enhance customer service and communication to residents and consumers BUDGET: $TBD STAFF RESPONSIBLETIMEFRAME Research and determine appropriate city use of e‐commerce options and other pay methods FD/ACA 2/28/18 Upgrade online city applications and forms for accuracy and ease of use by residents/consumers All Department Heads 2/28/18 Update various handouts (Community Development & Engineering) and increase accessibility of handouts CDD/PWD 2/28/18 Research signage that informs of potential development/redevelopment of a site (Communications tool consideration) CDD 9/1/17 STATUS: Dependent upon connection to fiber optic Goal: Create an Agreed Upon Vision for Key Development/Redevelopment Areas in the City ACTION ITEM 15: Create short and long term visions for development/redevelopment areas within the city BUDGET: $TBD STAFF RESPONSIBLETIMEFRAME City Council to discuss and examine ideas and options (short term= The Village, Bourne Property; long term= Dog Park) o Solicit property owners and community input o Maintain and preserve wild area/spaces CDD/CA 3/31/18 STATUS: Village Discussion underway soon; seeking input from local business regarding Bourn Property. Will need to identify alternatives to current Pilot Knob location for a dog park before a relocation is possible. page 12
7 | Page ACTION ITEM 16: Ready Bourne property for sale BUDGET: $TBD STAFF RESPONSIBLETIMEFRAME Work with local companies to identify next steps in the purchase/use of the property CDD TBD Review environmental considerations PWD TBD Develop contingency plan/alternatives for site CDD TBD Consider relocation of storage for public works materials and opportunities to cover costs of material relocations PWD Prior to Sale STATUS: ACTION ITEM 17: Examine appropriate uses of City incentives in support of Economic Development BUDGET: $TBD STAFF RESPONSIBLETIMEFRAME Conduct business retention survey (utilize resources through DEED, Dakota County CDA) CDD 12/31/18 Facilitate/support TIF redevelopment projects CDD As needed STATUS: page 13
8 | Page Radar/Back Burner 1. Address Natural Resource and Environmental Sustainability o Expand pollinator friendly policies for public property o Emerald Ash Borer—Conduct cost benefit analysis—reconsider management plan o Address natural resources and consider establishing natural resources commission/committee either stand alone or under P&R 2. Start process and discussion of updating zoning and subdivision ordinances o After Comp Plan completion 3. Dodd Road Traffic Analysis o Diagnose what is wrong, how does it get fixed? o Identify funding sources. 4. Look at comp plan when finished and consider long term strategic planning for the city 5. Implement the 10 year budget plan based on Ehlers work (capital improvement comprehensive). o Include Street Maintenance Plan o Cell Tower Revenue and Franchise Fees—monitor new legislation which might impact 6. Parks and Recreation o Facilities Create plan to bridge generational gap Designate and develop additional athletic/soccer fields. Study the development of a Community Center space (linked to space needs assessment) Upgrade parks facilities—i.e. warming house, lights at Mendakota. o Programming/Activities Establish city comprehensive survey of indoor/outdoor recreation activities Expand community engagement activities such as Music in the Park program page 14
DATE: June 20, 2017
TO: Mayor and City Council
FROM: Mark McNeill, City Administrator
SUBJECT: FY 2018 Budget Preparation Discussion
COMMENT:
At the workshop meeting of June 20th, staff will review with the Council the process for the
preparation of the FY 2018 budget. We will ask for any feedback and guidelines that the
Council may have.
Included in this discussion will be previous expectations, schedules, and fiscal impacts. Staff
will talk about some anticipated staffing needs, various fund balances, past levy increases, and
issues which are expected to impact next year’s budget.
Specifically, staff will appreciate any guidance which can be given for levy increases.
More information will be available at the workshop meeting.
Mark McNeill
City Administrator
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