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02/27/1984 - City Council Special. f f MEMO TO: 'HONORABLE MAYOR AND CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: FEBRUARY 27, 1984 SUBJECT: SPECIAL CITY COUNCIL MEETING/WORKSHOP SESSION The City Council has traditionally held special City Council meetings to discuss and consider a variety of issues. Many of the issues such as review of proposed operating budgets, personnel and other related matters are difficult to discuss at a regular City Council meeting _given the long agendas that are normal for this growth community. Therefore, the special City Council meeting is an excellent method for reviewing and either preparing or taking action on certain issues before the City Council which require legistive action. These types of meetings are neces- sary and must continue. However, due to the growing number -of -issue -s _ facing the community as it continues to grow and expand in its _ -- community service dimension, it is becoming apparent in this office that a monthly workshop should be scheduled to allow the City Administrator and City Council to collectively address goals and objectives in order to better prioritize administrative and City Council time. _ The City Administrator would _like to share some thoughts regarding .a management by objective (MBO) approach to City Council Adminis- trative items with the City Council. To date, the City Administrator has practiced -a general management theory in which all items discussed by the City Council are given equal-- --- importance and an effort is made through proper delegation to coordinate results for the City Council. Unfortunately, with the growing number of issues before the City, it is no longer possible to respond and carry out a normal administrative practice given the number of support staff to work on these issues. Therefore, it is necessary that the City Council and City Adminis- trator review all items and issues in terms of objectives and then collectively determine the City's objective as it relates to each item and then prioritize that objective. A few examples of the items I'm making reference to include: a proposed high school, a proposed horse -racing facility, a proposed public improvement bond refunding, exploration of future ambulance services, involvement of the Municipal Legislative Lobby Program, park referendum, cable television coordination, and many more. As the City is continuing its growth, the need for daily coordina- tion with Department heads by the City Administrator is growing as well. Currently the City is providing services to approximately 29,000-30,000 people through approximately fourteen departments. Approximately eight of those department heads rely on direction from the City Administrator on a daily basis regarding items that may require up to 15 minutes, and in some cases, considerably more time depending on the item. There are also anywhere from Special City Council Meeting Memo February 27, 1984 Page Two fifteen to thirty phone calls a day to which the City Administrator responds, varying in length from three minutes to thirty minutes. Add these exercises to breakfast and luncheon meetings and it is difficult to address and follow through with all the items that are perceived by either the City Council or City Administrator. Therefore, as City Administrator, I would like to present to the City Council two (2) proposals which I feel would help to increase the productivity of the staff and the efficiency of the use of City Council time. The first proposal is to hold a special workshop meeting of the City Council the second or fourth Tuesday of each month. The purpose of these meetings would be twofold, the first being to discuss in depth administrative issues for which there is not adequate time for complete coverage at the regular City Council meetings. The second purpose would be to establish and carry out a management by objective method for prioritizing items for City Council consideration and staff research and/or action. With this method, more attention would be given to the more important issues at the proper time. The City Council would work together with the City Administrator to consider and prioritize the various items and issues which need to be acted upon. The City Administrator is drawing up a list of current issues before the Council at present or which they may wish to consider in the future. New issues will be added to the list as they emerge and older issues which have been taken care of will be eliminated. At tomorrow's workshop session, the issues currently under consideration could be prioritized by each Councilmember, then a comparison made between the priority lists and a consensus reached by the Council as to the master priority list. It will be possible at each workshop session both to discuss issues in depth and to reprioritize the list as needed. What is very important one month could be superceded the next by a more urgent issue. Not only would this method convey to City staff which items should receive immediate and concentrated attention, it will also present a better overall view of all the, issues confronting the Council at any one time. This would allow more efficient handling of the issues by both the Council and the staff. It also would provide better control of issues introduced by the City Council. The City Administrator is accountable for a monthly work plan to the City Council. It is suggested that the special meetings be truly workshop sessions with no formal action being taken on any items unless such action was formally scheduled and posted prior to the meeting. I have discussed the MBO approach with Mayor Blomquist, and due to her accelerated schedule, she is quite favorable to the concept. Special City Council Meeting Memo February 27, 1983 Page Two Other Business City Councilmember Wachter and City Administrator Hedges had an opportunity to meet with Kent Nerberg to discuss a proposed sculp- ture of the Lone Oak Tree. Attached is another copy of Mr. Ner- berg's proposal. We will discuss our meeting and some additional thoughts that City Councilmember Wachter has at the meeting tomorrow evening. City Councilmember Wachter and the City Administrator also had an opportunity to look at the bell owned by Mrs. Sacowitz and visit with her at the High Site Apartments. Unofficially, it appears she is willing to accept $15,000 for the Wescott School bell with the understanding that there would be a small dedication and plaque prepared recognizing the significance of the bell and recognition of her family. A picture of the bell will be shown at the City Council meeting. Paul Hauge will be,present at the beginning of the meeting to brief- ly discuss the Sperry/Timberline noise complaint with the City Council. The City is being pressured by the Timberline homeowners, Tom Nikolai and Don Giblin, to prosecute a complaint against Sperry regarding the noise violation. The City Administrator will brief the Council on the MPCA noise monitoring. Summary In summary, the City Administrator will have a list of objectives for review by the City Council and a method by which to prioritize those objectives ready for distribution. There is no preparation needed on the City Council's part for reviewing the list of objec- tives. Therefore, it is more effective that the City Administrator verbalize the background regarding each of the objectives to be analyzed at the special City Council meeting. I appreciate the opportunity to brainstorm for an evening with the City Council and feel it will be beneficial to all of us as we ap- proach the many issues in months to come. \"0_0Z City Administrator TLH/hnd PAYMENT PROCEDURE AND SCHEDULE 8500 . Upon signature of Contract This is a non-refundable assessment fee which will allow FIGURA to bring the Lone Oak to its studio, clean it. and assess its suitability for a sculptural form. If, after preliminary assessment. the tree, proves too unstable to sculpt, FIGURA reserves the right to cancel the commitment and return the tree to the City of Eagan. If, however, the tree Is workable, the contract remains in effect and the $500 assessment fee is subtracted form the initial 33% payment. 84,500 (bal. of 33%) Upon determination that the tree is workable FIGURA will then produce three sketch models from which the City Council or other relevant authorizing body will choose one. 52,500 (bal. of 50%) Upon acceptance of sketch model ()7.500 (remainder) Upon completion of project Iii sue•.• - BUDGET Sculpture $10,000 -includes hauling, cleaning, sculpting, finishing, delivery, and erection of completed piece Historical Documentation 2,500 Consultant fees ;:.1.000 -includes interviews, research In historical societies, news- papers, archives, etc., and writing material and Labor costs 1,500 -includes photo documentation, photo enhancement, printing, mounting, and framing Administrative Coordination 500 Consultant fees 500 -includes scheduling, overseeing subcontract bidding, and publicity Landscape Design and Creation 2.000 Consultant fees 1,000 -includes design, research, model creation, and supervision of construction Materials and Labor costs 1.000 TOTAL COST $15,000 FIGURA CREATIVE TEAM FOR LONE OAK MEMORIAL PROJECT Sculpture Kent Nerburn, Ph.D. Paul Rothstein Historical Documentation Chief Sculptor and designer Associate Sculptor Adelheid Fischer, M.A. Writer and Editor Research and Writing Consultant Administrative Coordination Mary Mancuso, M.A. Coordinator of Exhibitions, Minneapolis Institute of Arts Coordinating Consultant Landscape Design and Creation Steven Jahns landscape Consultant, Landscape Designs of Anoka Landscape Consultant SPECIAL CITY COUNCIL MEETING TUESDAY FEBRUARY 28, 1984 7:00 P.M. 1. Roll Call & Call Meeting to Order 2. Sperry/Timberline Noise Complaint 3. Discussion & Consideration of Performance & Results -Oriented Management 4. Review Work Priorities 5. Other Business 6. Adjournment SPECIAL CITY COUNCIL MEETING TUESDAY FEBRUARY 28, 1984 7:00 P.M. 1. Roll Call & Call Meeting to Order 2. Sperry/Timberline Noise Complaint 3. Discussion a Consideration of Performance & Results -Oriented Management 4. Review Work Priorities 5. Other Business 6. Adjournment . f f MEMO TO: 'HONORABLE MAYOR AND CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: FEBRUARY 27, 1984 SUBJECT: SPECIAL CITY COUNCIL MEETING/WORKSHOP SESSION The City Council has traditionally held special City Council meetings to discuss and consider a variety of issues. Many of the issues such as review of proposed operating budgets, personnel and other related matters are difficult to discuss at a regular City Council meeting _given the long agendas that are normal for this growth community. Therefore, the special City Council meeting is an excellent method for reviewing and either preparing or taking action on certain issues before the City Council which require legistive action. These types of meetings are neces- sary and must continue. However, due to the growing number -of -issue -s _ facing the community as it continues to grow and expand in its _ -- community service dimension, it is becoming apparent in this office that a monthly workshop should be scheduled to allow the City Administrator and City Council to collectively address goals and objectives in order to better prioritize administrative and City Council time. _ The City Administrator would _like to share some thoughts regarding .a management by objective (MBO) approach to City Council Adminis- trative items with the City Council. To date, the City Administrator has practiced -a general management theory in which all items discussed by the City Council are given equal-- --- importance and an effort is made through proper delegation to coordinate results for the City Council. Unfortunately, with the growing number of issues before the City, it is no longer possible to respond and carry out a normal administrative practice given the number of support staff to work on these issues. Therefore, it is necessary that the City Council and City Adminis- trator review all items and issues in terms of objectives and then collectively determine the City's objective as it relates to each item and then prioritize that objective. A few examples of the items I'm making reference to include: a proposed high school, a proposed horse -racing facility, a proposed public improvement bond refunding, exploration of future ambulance services, involvement of the Municipal Legislative Lobby Program, park referendum, cable television coordination, and many more. As the City is continuing its growth, the need for daily coordina- tion with Department heads by the City Administrator is growing as well. Currently the City is providing services to approximately 29,000-30,000 people through approximately fourteen departments. Approximately eight of those department heads rely on direction from the City Administrator on a daily basis regarding items that may require up to 15 minutes, and in some cases, considerably more time depending on the item. There are also anywhere from Special City Council Meeting Memo February 27, 1984 Page Two fifteen to thirty phone calls a day to which the City Administrator responds, varying in length from three minutes to thirty minutes. Add these exercises to breakfast and luncheon meetings and it is difficult to address and follow through with all the items that are perceived by either the City Council or City Administrator. Therefore, as City Administrator, I would like to present to the City Council two (2) proposals which I feel would help to increase the productivity of the staff and the efficiency of the use of City Council time. The first proposal is to hold a special workshop meeting of the City Council the second or fourth Tuesday of each month. The purpose of these meetings would be twofold, the first being to discuss in depth administrative issues for which there is not adequate time for complete coverage at the regular City Council meetings. The second purpose would be to establish and carry out a management by objective method for prioritizing items for City Council consideration and staff research and/or action. With this method, more attention would be given to the more important issues at the proper time. The City Council would work together with the City Administrator to consider and prioritize the various items and issues which need to be acted upon. The City Administrator is drawing up a list of current issues before the Council at present or which they may wish to consider in the future. New issues will be added to the list as they emerge and older issues which have been taken care of will be eliminated. At tomorrow's workshop session, the issues currently under consideration could be prioritized by each Councilmember, then a comparison made between the priority lists and a consensus reached by the Council as to the master priority list. It will be possible at each workshop session both to discuss issues in depth and to reprioritize the list as needed. What is very important one month could be superceded the next by a more urgent issue. Not only would this method convey to City staff which items should receive immediate and concentrated attention, it will also present a better overall view of all the, issues confronting the Council at any one time. This would allow more efficient handling of the issues by both the Council and the staff. It also would provide better control of issues introduced by the City Council. The City Administrator is accountable for a monthly work plan to the City Council. It is suggested that the special meetings be truly workshop sessions with no formal action being taken on any items unless such action was formally scheduled and posted prior to the meeting. I have discussed the MBO approach with Mayor Blomquist, and due to her accelerated schedule, she is quite favorable to the concept. Special City Council Meeting Memo February 27, 1983 Page Two Other Business City Councilmember Wachter and City Administrator Hedges had an opportunity to meet with Kent Nerberg to discuss a proposed sculp- ture of the Lone Oak Tree. Attached is another copy of Mr. Ner- berg's proposal. We will discuss our meeting and some additional thoughts that City Councilmember Wachter has at the meeting tomorrow evening. City Councilmember Wachter and the City Administrator also had an opportunity to look at the bell owned by Mrs. Sacowitz and visit with her at the High Site Apartments. Unofficially, it appears she is willing to accept $15,000 for the Wescott School bell with the understanding that there would be a small dedication and plaque prepared recognizing the significance of the bell and recognition of her family. A picture of the bell will be shown at the City Council meeting. Paul Hauge will be,present at the beginning of the meeting to brief- ly discuss the Sperry/Timberline noise complaint with the City Council. The City is being pressured by the Timberline homeowners, Tom Nikolai and Don Giblin, to prosecute a complaint against Sperry regarding the noise violation. The City Administrator will brief the Council on the MPCA noise monitoring. Summary In summary, the City Administrator will have a list of objectives for review by the City Council and a method by which to prioritize those objectives ready for distribution. There is no preparation needed on the City Council's part for reviewing the list of objec- tives. Therefore, it is more effective that the City Administrator verbalize the background regarding each of the objectives to be analyzed at the special City Council meeting. I appreciate the opportunity to brainstorm for an evening with the City Council and feel it will be beneficial to all of us as we ap- proach the many issues in months to come. \"0_0Z City Administrator TLH/hnd PAYMENT PROCEDURE AND SCHEDULE 8500 . Upon signature of Contract This is a non-refundable assessment fee which will allow FIGURA to bring the Lone Oak to its studio, clean it. and assess its suitability for a sculptural form. If, after preliminary assessment. the tree, proves too unstable to sculpt, FIGURA reserves the right to cancel the commitment and return the tree to the City of Eagan. If, however, the tree Is workable, the contract remains in effect and the $500 assessment fee is subtracted form the initial 33% payment. 84,500 (bal. of 33%) Upon determination that the tree is workable FIGURA will then produce three sketch models from which the City Council or other relevant authorizing body will choose one. 52,500 (bal. of 50%) Upon acceptance of sketch model ()7.500 (remainder) Upon completion of project Iii sue•.• - BUDGET Sculpture $10,000 -includes hauling, cleaning, sculpting, finishing, delivery, and erection of completed piece Historical Documentation 2,500 Consultant fees ;:.1.000 -includes interviews, research In historical societies, news- papers, archives, etc., and writing material and Labor costs 1,500 -includes photo documentation, photo enhancement, printing, mounting, and framing Administrative Coordination 500 Consultant fees 500 -includes scheduling, overseeing subcontract bidding, and publicity Landscape Design and Creation 2.000 Consultant fees 1,000 -includes design, research, model creation, and supervision of construction Materials and Labor costs 1.000 TOTAL COST $15,000 FIGURA CREATIVE TEAM FOR LONE OAK MEMORIAL PROJECT Sculpture Kent Nerburn, Ph.D. Paul Rothstein Historical Documentation Chief Sculptor and designer Associate Sculptor Adelheid Fischer, M.A. Writer and Editor Research and Writing Consultant Administrative Coordination Mary Mancuso, M.A. Coordinator of Exhibitions, Minneapolis Institute of Arts Coordinating Consultant Landscape Design and Creation Steven Jahns landscape Consultant, Landscape Designs of Anoka Landscape Consultant SPECIAL CITY COUNCIL MEETING TUESDAY FEBRUARY 28, 1984 7:00 P.M. 1. Roll Call & Call Meeting to Order 2. Sperry/Timberline Noise Complaint 3. Discussion & Consideration of Performance & Results -Oriented Management 4. Review Work Priorities 5. Other Business 6. Adjournment SPECIAL CITY COUNCIL MEETING TUESDAY FEBRUARY 28, 1984 7:00 P.M. 1. Roll Call & Call Meeting to Order 2. Sperry/Timberline Noise Complaint 3. Discussion a Consideration of Performance & Results -Oriented Management 4. Review Work Priorities 5. Other Business 6. Adjournment