06/26/1990 - City Council SpecialL
FU
SPECIAL CITY COUNCIL MEETING
TUESDAY
JUNE 26, 1990
5:30 PAL
L ROLL CALL AND ADOPTION OF AGENDA
H. SUN04ARY AND UPDATE OF GOALS
M DEPARTMENTAL PRESENTATIONS/OUTLOOK FOR 1991 BUDGET
6:15 - 6:50 Community Development
6:50 - 7:25 Parks and Recreation
7:25 - 8:06 Public Works/Engineering
8:00 - 8:35 Fire
8:35 - 9:10 Police
9:10 - 9:30 Summary/Support Services
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V. ADJOURNMENT
MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS
FROM: CTTY ADMINISTRATOR HEDGES
DATE: JUNE 21,19%
SUBJECT: SPECIAL CITY COUNCIL WORKSHOPAUNE 26, 1990
At the June 4 Special City Council Workshop, a meeting schedule was adopted for the
summer months which included a special City Council workshop for June 26. The meeting
next Tuesday will begin at 5:30 p.m. and is scheduled to adjourn at approximately 9:30 -
10:00. Taking into consideration there are no formal workshop sessions scheduled for the
month of July, it was determined at that work session the adjournment was to be extended
from 8:30 p.m. until 9:30 - 10:00 p.m. This should allow the City Administrator and
Department Heads ample time to update the City Council on the status of goals that were
acknowledged for 1990 and presentations that pertain to their overall 1991 budget
philosophy.
1990 GOALS
At the annual retreat held during the month of March at Scanticon a set of goals were
developed by the City Council and management team for 1990/1991. The goals were
prioritized and categorized as highest priority and lowest priority. The City Administrator
has assigned the responsibilities of the goals to various departments and for a progress
update and direction by the City Council the top twelve goals will be reviewed at the
meeting on Tuesday. A list of the goals including high and low priorities is enclosed on
pages 3 through S for your review. Also enclosed on pages __L through
is a brief status update for each of the goals listed as high priority.
Again, the purpose of discussion on Tuesday is to allow time for review, input and general
discussion regarding the goals that were set as a result of the March City
Council/Department Head consensus building.
DEPARTMENTAL PRESENTATIONS/OUTLOOK FOR 1991 BUDGET
For Tuesday's meeting, each Department Head has been asked by the City Administrator
to prepare a presentation that will include an overall philosophy regarding the delivery of
services in 1991 and the direct relationship to the appropriation limitations by department
for 1991. The purpose of the presentations is not to discuss budget detail but to discuss
the general direction the department is planning for the delivery of these services. The
presentations followed by City Council dialogue will help to build consensus on important
public policy decisions the City Council will make later this summer/early fall pertaining
to a balanced budget for 1991.
Each presentation will last no longer than 15 - 20 minutes and the same amount of time
will be allowed for questions and dialogue with the City Council following each department
presentation. It is important to stay on schedule so that each department is given an
equal amount of time for presentation.
The City Administrator and Director of Finance will provide a summary relative to the
support services each department gives to City operations following the Police presentation
towards the end of the meeting.
In summary, there is no data for the City Council to review prior to the meeting or action
required at the meeting. The City Administrator will include the results of any and all
informal dialogue at the special work session as a framework for preparing the draft 1991
general fund budget. Each Department Head has completed a draft budget document for
inspection and review by the City Administrator and the remainder of June and the month
of July will be spent preparing an overall budget for consideration by the City Council.
City Administrator
TLH/jeh
ATTACHMENT A
SUGGINTIV GOAL PROGRAM
goal Pro tI Dim t_
Goal i Council
(l0 votes)
Goal 2 Fen V, Tom If.
(10 votes) Dale R.
Goal 3 Jon, Holly
(10 votes)
Iten _
To foster Council tehm building
To create increased awareness of the need of
preservation of the City's natural resources
To improve communication between the city and
the constituencies of the City
Goal 4 Gene V. To establish and implement a capital
(10 votes) Tont H., Jon If. improvement program (to include equipment &
facilities)
Goal 5
council
To provide regularly scheduled council/staff
(9 votes)
Tom It.
communication (quarterly meetings)
Goal 6
Council
To develop and adopt a revised mission
(9 votes)
Tom H., Jon 11.
statement
Goal 7
Gene V.
To develop alternate revenue sources
(8 votes)
air
Goal 8
Dale R.
To form a 21st century committee
(8 votes)
Goal 9
Jon H.
To plan for City Hall and facilities expansion
(8 votes)
(to include construction of a community
center)
Goal 10
Dale R.
To reevaluate the city�a comprehensive guide
(7 votes)
plan - fine tune (R-4 to -R-1)
(to identify potential zoning conflicts ,nd
bring into comRliance with the Comprehensive
Guide Plan)
Goal 11
Dale R.
To adopt a proactive approach to desirable
(7 votes)
development
(to develop additional performance standards
to establish a community focus for developers)
Goal 12
Holly D.
To initiate A city, employee and volunteer
(6 votes)
recognition program
i
Ooai lrioritt � of
Cost 13 Tom H.
(5 votes) Dept. R@MdS
Goal 14 Rally D.
(5 votes)
To establish a community image
To msintain quality staff through professional
development
Goal 15
Dale R.
To determine needs and expectations of the
(5 votes)
community
Goal 16
Jon H.
To consider the council/manager form of
(5 votes)
Tom H.
government
Goal 17
Dale R.
To develop policies for redevelopment
(5 votes)
Goal. 18
Gene V.
To refine the budget process to include
(5 votes)
cost containment
Goal 19
Tom H.
To implement strategic planning
(4 votes)
Goal 20
All
To formulate increased community
(4 votes)
partnerships
Goal 21
Pat G.
To develop a community action program
(3 votes)
for crime and abuse (proactiv@)
->
Goal 22
All
To be more proactive in state and regional
(3 votes)
policy making
Goal 23
Dale R.
To develop a senior housing program
(3 votes)
Goal 24
Futures
To develop community identification and
(3 votes)
Committee
_ image for the 9018/2000
Dale R.
Goal 25
Tom C.
To finalize and.implement a transportation
(2 votes)
plan '
Goal 26
Jon H.
To support, maintain and refine the oity's
(2 votes)
recycling program
Goal 27
(lolly D.
To enhance the City's newsletter
(2 votes)
Goal 28
Gene V.
Tv provide an annual audit of finances
(1 vote)
without disallowing costs and minimum
Administrative recommendation
W% zXLAL l
GOA1 29
Jon H.
(1 vote)
GOAl 30
Holly D.
(0 votes)
Goal 31
Fen S.
(0 votes)
Goal 32
Jon H.
(0 votes)
Coal 34
Tom 11.
(0 votes)
Jon H.
Goal 35
Dale R.
(0 votes)
To establish relationships with airport
related interest groups
To plan and implement a city-wide automation
guide plan
To plan for known, unfunded mandates
(hazardous materials)
To establish identifiable neighborhoods
To open an Eagan history museum
To inventory existing housing
I
WX76
GOAL PROGRESS
Goal Description
1 To foster Council team building
* Regular structured Council work sessions with
opportunities for networking before and after.
* Developing drafts of Council guidebook to further
enhance meeting flow and efficiency.
* Retreat.
* Resolution of the TIF and Seneca items.
2 To create increased awareness of the need of preservation
of the City's natural resources
* Approval of the City's Water Management Plan and
stormwater utility to fund its implementation.
* Approval of subdivision landscape ordinance and progress
on Streetscape Master Plan.
* Expansion of recycling program to multi -family
residential.
* Earth Day activities.
* City-wide clean-up.
* Arbor Day.
3 To improve communication between City and constituencies of
the City
* Special informational piece distributed on the
stormwater management plan.
* More intense letter response to each constituent
concern.
* Preparation of the first commercial/industrial
newsletter by the Economic Development Commission.
* Numerous press releases.
* Improved use of in-house desktop publishing for
development of newsletters and brochures.
* Expanded City-wide newsletter.
* City fact sheet handouts.
S To establish and implement a Capital Improvements Program -
(to include equipment and facilities)
* Capital Improvements Program worksheets distributed to
departments with deadline of July 15 to be considered
concurrently with operating budget.
Goal Description
5 To provide regularly scheduled Council/staff communication
(quarterly meetings)
*Specific incorporation of department heads in work
sessions to foster interaction.
6 To develop and adopt a revised Mission Statement
Staff gathering background on Mission Statements from
other communities and businesses to provide framework
for future City Council consideration.
7 To develop alternate revenue sources
* Stormwater utility be approved.
* Ordinance permitted improved collection of costs in
excess of developers' escrow.
* Ongoing review of an application for grant proceeds
available for Parks and Recreation and Recycling
programs.
* Review of additional alternatives for 1991 budget
consideration.
8 To form a 21st Century Committee
* No progress at this time.
9 To plan for City Hall and facilities expansion
* Space Needs Analysis completed and accepted.
* Budget provisions being made for second phase
architectural work on facilities expansion.
* Ice Arena Committee formed and meeting.
10 To reevaluate the City's Comprehensive Guide Plan -fine tune
(R-4 to R-1) (To identify potential zoning conflicts and
bring in compliance with the Comprehensive Guide Plan)
* Study areas currently being considered by Planning
Commission and Council for appropriate modifications.
11 To adopt a proactive approach to desirable development (to
develop additional performance standards to establish a
community focus for developers)
* Ongoing Developers Task Force meetings.
* West Publishing proposal completed and numerous meetings
held to respond to West's concerns.
* Meetings held with Anchor Plastics concerning relocation
to the City and successful relocation in Donaldsons
building.-
* Economic Development Commission goals include desirable
types of retail development.
* 3 -step development application review process.
12 To initiate City, employee and volunteer recognition program
* Staff compiling research 'and preparing drafts of
employee and volunteer recognition program.
* Special acknowledgements for Mike Thomas and Dale Brule.