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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 IMANK60"I a_.111 - f j 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.