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03/24/1988 - City Council Special MINUTES OF A SPECIAL MEETING OF THE EAGAN CITY COUNCIL March 24, 1988 A special meeting of the Eagan City Council was held on Thursday, March 24, 1988, at 7:00 p.m., in the Conference Rooms of the Municipal Center. Present were Mayor Ellison and City Councilmembers Egan, Gustafson, McCrea and Wachter. Also present were City Administrator Hedges, Director of Finance VanOverbeke, Chief Building Inspector Reid, Police Chief Berthe, Police Administrative Captain Geagan, City Planner Runkle, Director of Parks and Recreation Vraa and Administrative Intern DeMarco. The purpose of the meeting was to meet with members of the management team to consider goals and objectives for strategic planning purposes. Each objective, its priority (A - high, B - medium or C- low) and time frame was discussed and a concensus reached. STRATEGIC PLANNING OBJECTIVES 1. Community Development Mission Statement including growth management - Action on this objective has already begun. An A priority was given to this item with implementation to be completed in the short term and monitoring of the program being an ongoing long term objective. 2. Zoning Ordinance - Revision was given an A priority to be completed in the short term with reviews and necessary changes to be an ongoing long term objective. 3. Growth Management Plan - This objective was removed and included as part of #1. 4. Senior Housing - Acquiring a site per the community development block grant funds for 1988 was given an A priority in the short term. 4a. was developed to review senior housing needs. This objective was given a priority rating of C, long term. 5. Housing - This objective concerns what the City can and cannot require of builders concerning construction quality. The City must first define the direction it wants to go. This objecctive was given a B, ongoing/long term priority rating. 6. 5 Year Plan of Organizational Strategy - Council and management team need to examine future needs to plan organizational structure for better utilization of departments and personnel. This objective was given a priority of B, long term. 7. Inter and Intra - Community Transportation Strategy - This objective is somewhat a tail to opt out, though opt out relates to MTC. It was rated a priority of C, long term. 8. Transit Opt Out - This is currently being studied and was given a B, short term priority. Council Minutes March 24, 1988 7 9. Preparation and Implementation of Performance Appraisals - Formal implementation has begun, objective was removed from list. 10. Medical and Emergency Care Needs - This objective was renamed Health Insurance. An insurance committee needs to review insurance programs approximately every five years. This objective was given a priority of B for the short term. 11. Alternative Financing for Business - Council would like information available but doesn't believe staff resources should be devoted to it. 12. Airport Relations - Monitoring of possible relocation was agreed upon though the action the City would be able to take is questionable. A long term B priority was given with the conclusion that it would address both the issue of relocation and the time necessary to monitor. 13. Capital Improvements - Staff is highly involved with this objective, which also will incorporate the growth management play. An A, short term rating was given for this objective. 14. Volunteer Recognition - Council suggested awarding paper certificates with the possibility of utilizing a volunteer services program to coordinate the guidelines, standards and distribution of such certificates. 15. Solid Waste Abatement - Objective is mandated and was given an A, short term priority. 16. Team Building - This objective is essential and ongoing with an A priority. 17. In-Service Training Program - Is part of 16. This objective given a priority of B, long term. 18. Consulting Contracts - This objective is almost complete so was removed from the list. 19. Commission Objective - It was determined that the City Council will meet with each commission in February of each year to provide commission members with a definition of their role and direction and goal setting for each particular commission. This objective was given a B, ongoing priority with implementation to occur in the short term. 20. Cultural Arts Project - Council is open to assist with but doesn't believe time and City funds should be designated for it. Priority of C, long term given. 21. Animal Issues - The dog bite issue was removed with Humane Society issues and given a C, long term priority. 22. Comprehensive Facilities Needs Analysis - Land incompassing municipal center and possible community center will be considered. A B, short term priority was given. Council Minutes March 24, 1988 23. Sister City/Tourism and Convention Bureau _ A qualified B priority was'`=J given calling for the use of the Chamber of Commerce and Allison Hehenberger of Quality Tours and Travel, Incorporated. 24. Develop a Risk Management Program for all insurance functions - The work "develop" was removed with "refine" replacing it, B, ongoing. 25. Tax Increment Financing - Monitoring for possible transportation use was given a C, long term priority. 26. Annual Budget - The objective is for national certification to expand allocation explanations somewhat like a program budget. A priority of B, long term with a strong desire for implementation. 27. Revenue Sources - A B, long term priority was given with the direction of finding more sources now for later. 28. Meter Reading/Utility Billing Program - Consideration should be given to using high tech for reading and use lower wage workers. The investment would be approximately 1/2 to 3/4 million dollars. B, long term was given. City Council members requested that a fiscal impact category be added for analyzing objectives. 29. Retail Market Study - This study has been authorized and should be completed in May. 30. Master Transportation Study - Has been implemented and should be completed in approximately 60 days. 31. General Information Packet - This objective will solve some of the man- hour problem due to the high number of calls for general information. This objective was given a short term, B priority. 32. Improve Aesthetics - For City Hall and public buildings to make a statement to the community. This objective was given a C, long term priority. 33. Personnel and Reorganization - Building Inspections, more direction needs to be given to inspectors as well as more radio contact being necessary. This objective was rated an A priority with implementation in short term and on-going monitoring. 34. Maintenance Improvements - This objective was removed from the list and added to the budget as a property management plan for public buildings. 35. Performance and Review was removed. 36. Annual Contractor meeting was given an A, short term priority. 37. Recruitment Process (Police) was given a.B, short term priority. 38. Drug Usage - Is currently being worked on B, short term. Council Minutes March 24, 1988 39. Policy and Procedure Manual for Police and Fire - Council would like a summary of the manual. The objective was given a B, long term priority. 40. Fire Stations #4 and #5 were given an A, short term priority. 41. Emergency Plan - Civil Defense Coordinator responsibilities have been transferred from Chief Building Inspector Doug Reid to Police Administrative Captain Pat Geagan. The Plan is updated every year, Council requested an update of changes. The objective received a C, long term rating. 42. Software Package was removed. 43. Maintenance Management Program - Received a B, long term priority. 44. Arbor Day Program - Objective changed to reforestation with Arbor Day as an element of it. Reforestation was given an A, short term priority and Arbor Day a C, long term. 45. Evaluation of Recreation Programs - To make responsive to residents given a C, long term priority. 46. Safety Committee - Formalize for whole City. Objective given C, long term rating. 47. Park Systems Plan - City Council to meet with APRC to review park plans. B, long term/ongoing. 48. 1984 Bond Referendum - Projects must be completed by end of 1988. Received a B, short term priority. 49. Independent School District #196 Agreement - Has been completed so objective removed. 50. Athletic Facility - Authorization was given to acquire a site for a third athletic complex. This objective received an A, short term priority. 51. Park Guide - Received a B, long term rating. 52. Master Plans - Received a B, long term rating. 53. Thomas Lake Park was removed. 54. Community Center given an A, short and long term priority. 55. South Metro Area Communities Agreement - Would possibly include shared administrative services, facilities and equipment. It received a B, long term priority. 56. Neighborhood Park Watch Program - Increase communication with the City. The objective was given a B, long term rating. 57. Lake Improvement Projects - Received a B, long term priority. 58. Comprehensive Signage System for Parks was removed. Council Minutes March 24, 1988 59. Recreational Program - Objective changed to Communication. Council feels enough is being done now though situation should be monitored. Objective received a C, long term rating. 60. Lone Oak Tree Sculpture changed to Historical Preservation Committee to study and propose action to be taken concerning the Lone Oak Tree and Old Town Hall restoration. 61. Old Town Hall Restoration incorporated into Historical Presentation Committee. 62. Comprehensive Plans (Public Works) was given a strong B, long term priority. 63. Utility User Fees was removed. 64. Maintenance Expansion received a B, long term rating. 65. MWCC was given the priority of C, with ongoing monitoring. 66. Fleet Maintenance Program was removed. 67. Update Special Assessment Guide was given a B, long term priority. 68. Planned Equipment Replacement Program was made a part of #13, capital improvements. 69. Refurbishment Program - Set aside some type of accrual for fire trucks. This objective was given a B, long term priority. 70. Opticom Traffic Control Devices - This objective would provide clear intersections for emergency vehicles. The program is extremely expensive. Council needs more information concerning fiscal impact and risk impact. The objective received a C, long term priority. 71. Fire Station #2 - There is concern over response time because of its location. The objective was given a B, long term priority. The following are additional objectives from the City Council: 72. Councilmember McCrea suggested an inspector to monitor development and fine developers who do not follow agreements/ordinances/codes, etc. The City could possibly contract out. Objective could be a budget issue for 1988. This received an A, short term. 73. Mayor Ellison recommended a Charter Commission to study whether five elected officials are enough and whether the structure of Eagan's City Government is right for the future. This objective was given a B, long term priority. 74. Mayor Ellison also recommended a program on child abuse/endangerment to make Eagan a safe place for children. Objective could possibly be tied into budget. *The fiscal impact issue as well as what unit (i.e. police) is the proper one to handle such a program must be considered. A B, short-term priority was assigned to this objective. Council Minutes March 24, 1988 1 OTHER BUSINESS Fire Chief Ken Southorn requested policy direction from the City Council concerning the utilization of public equipment by private industry through a loaning process. Councilmember McCrea stated that the liability issue is great and that loaning equipment is outside the City's realm. Councilmembers Egan, Gustafson and Wachter agreed, as well as Mayor Ellison. Loaning of equipment is not allowed though personnel may be utilized by those rates of the Public Works Schedule. ADJOURNMENT At 10:15 the regular meeting adjourned and an executive session was held in the Conference Rooms to discuss a confidential Police matter. March 24, 1988 SM Dated City Clerk