HomeMy WebLinkAbout05/04/2009 Council PacketWORK SESSION AGENDA
CITY OF LINO LAKES
Monday, May 4, 2009
CITY COUNCIL WORK SESSION
Community Room (not televised)
5:30 P.M.
Special Closed Council Meeting to Discuss Litigation
1. Charter Commission Bills
2. Strategic Planning Process
• 3. Pine Street Petition
4. Comprehensive Plan
Review of Regular Council Meeting Agenda
Adjourn
•
PAGE 1
WORK SESSION AGENDA
CITY OF LINO LAKES
Monday, May 4, 2009
CITY COUNCIL WORK SESSION
Community Room (not televised)
5:30 P.M.
Special Closed Council Meeting to Discuss Litigation
1. Charter Commission Bills
2008 bill to be paid; 2009 bills are within budget and will be paid but Commission
should approach the council if they anticipate going over budget this year
2. Strategic Planning Process
Some council members expressed concern about the scope of the agenda for these
mtgs and suggested more focus is needed on the financial issues facing the city
3. Pine Street Petition
At least 20 residents were present; Staff directed to get a rough estimate of project
cost, contact City of Columbus regarding their interest, research possibility of state
funding, and provide a calendar indicating referendum option
4. Comprehensive Plan
Very comprehensive review of Plan by Michael Grochala; approval of the Plan is on
May 11 council agenda
Review of Regular Council Meeting Agenda
Adjourn
Jeff — above is a brief description of what occurred at the work session. A data CD of the
meeting is stuck inside your council notebook in case you'd like to listen to the meeting.
There was a closed session prior to the regular meeting however I am not sending that
recording for privacy reasons. The action was to direct the attorney to proceed with
mediation in the matter of former police officer Melinda Brown.
PAGE 1
Julie Bartell
To: City Council
Cc: Dan Tesch; Alan Rolek
Subject: Upcoming meetings
Hi all,
This e -mail is to confirm that the following special council work sessions have been scheduled.
Wednesday, April 29, 5:30 pm Meet with Harry Brull regarding administrator position Council Work
Saturday, May 9, 8:00 am - 4:30 pm Strategic planning session with ICMA consultants Council Work
Thursday, May 14, 1:00 -5:00 pm Strategic planning session with consultants & senior staff Community
Room
Room
Room
See you on Monday evening.
Julie Bartell
City Clerk
City of Lino Lakes
600 Town Center Parkway
Lino Lakes, MN 55014
651- 982 -2406
651 - 982 -2499 fax
jute. bartell(a?ci.lino- lakes. mn. us
i
Julie Bartell
From: Dan Tesch
Sent: Friday, May 08, 2009 1:34 PM
To: Dave Pecchia; Julie Bartell
Subject: Special Meeting
All 5 council members will be here at 6:00 Monday for our meeting regarding mediation settlement.
D
-Ivl bL. wI OA ? : -k i L4 eca
I 9
Subd. 6. R-4, High Density Residential District
A. Purpose. This district is intended to provide setting for multiple family housing in
areas that have good thoroughfare access, have proper relationship to other uses,
and are accessible to major activity centers, recreation areas and shopping areas.
No land shall be zoned R-4 unless the site is within the MUSA and city sanitary
sewer and city water are available.
B. Processing. Full compliance with this section, other applicable provisions of this
Ordinance, and the City's Subdivision Ordinance provides an alternative to the
processing of a planned development overlay for lots with more than one (1)
principal structure and /or use. Subdivision and administrative review requirements,
as applicable, shall however remain in full force and effect.
C. Development Density. Land to be zoned R-4 must be in a High Density land use
category according to the comprehensive plan, and development density within an
R-4 District shall be within a range of six (6) to twelve (12) units per acre and shall
be based on the buildable area.
D. Lot and Yard Requirements.
1. Minimum Lot Size. Lot size shall consist of buildable land as defined by
Section 1, Subd. 2.B.
a. Base Lot.
1) Two Family. Twelve thousand (12,000) square feet.
2) Townhome /Quadraminium and Other Multiple Family
Dwellings. Twenty thousand (20,000) square feet.
b. Unit Lot. The minimum unit lot requirements for two family dwellings,
townhomes, and quadraminiums shall be the minimum area
necessary to include the living area, garages, decks, patios, or
porches of the individual dwelling units.
2. Minimum Lot Width.
a. Base Lot. One hundred (100) feet.
b. Unit Lot. Twenty -four (24) feet.
3. Setbacks. (The greater of the following:)
a. From Streets.
Lino Lakes Zoning Ordinance Residential
Districts
6 -28
1) Residential Street. Thirty (30) feet.
2) Collector or Arterial Street. Forty (40) feet.
b. Rear Yard.
1) Principal Building. Thirty (30) feet.
2) Accessory Building_ Five (5) feet.
3) Parking Lot. Five (5) feet.
c. Side Yard.
1) Principal Building. Twenty (20) feet.
2) Accessory Building. Five (5) feet.
3) Parking Lot. Five (5) feet.
d. Zero Lot Line. Side yard setback requirements shall not be applied
to a common wall of a two family dwelling unit.
E. Impervious Surface Coverage Area. In no event shall off-street parking space,
structures of any type, buildings, or other features cover more than sixty -five (65)
percent of the lot area resulting in Tess than thirty -five (35) percent pervious
landscaped area.
F. Height Regulation. No R-4 multiple family dwelling building shall exceed four (4)
stories or forty -five (45) feet in height, whichever is greater except by conditional
use permit.
G. Building Design Standards.
1. Floor Area. The minimum livable floor area for each multiple family dwelling
shall be seven hundred (700) square feet plus one hundred (100) additional
square feet for each bedroom.
2. All two family dwellings, townhomes and multiple family dwellings shall
comply with the requirements of Section 3, Subd. 4.B.2 and 4.B.3.
3. Buffer. Where a side or rear lot line in an R-4 District abuts an R, R -X, R -1,
R -1X, R -EC, or R -2 District, or public road right -of -way, a landscape buffer
Lino Lakes Zoning Ordinance Residential
Districts
6-29
area not Tess than twenty (20) feet in depth shall be provided along such side
or rear lot line and shall contain landscaping, planting, berming or other
screening suitable to provide an effective visual screen.
H. Permitted Uses. In the R-4 District, no building or land shall be used and no
building shall be erected, converted or structurally altered unless otherwise provided
herein, except for one or more of the following uses:
1. Day care facilities (sixteen (16) or fewer persons).
2. Govemmental and public regulated utility buildings and structures necessary
for the health, safety and general welfare of the City.
3. Multiple family dwellings.
4. Public parks.
5. State licensed residential care facility serving sixteen (16) or fewer persons.
6. Townhomes and quadraminiums.
7. Two family dwellings.
Accessory Uses. Subject to applicable provisions of this Ordinance, the following
are permitted accessory uses in the R-4 District:
1. Accessory buildings including garages, tool houses, sheds and similar
buildings for storage of domestic supplies and equipment, as regulated by
Section 3, Subd. 4.D. of this Ordinance.
2. Fences per Section 3, Subd. 4.R of this Ordinance.
3. Home occupations as regulated by Section 3, Subd. 8 of this Ordinance.
4. Non - commercial greenhouses provided they do not exceed two hundred
(200) square feet in area.
5. Parking and car ports for licensed and operable passenger cars and trucks.
6. Radio and television receiving antennas, satellite dishes, TVROs three (3)
meters or Tess in diameter, short -wave radio dispatching antennas, or those
necessary for the operation of electronic equipment including radio receivers,
ham radio transmitters and television receivers as regulated by Section 3,
Subd. 15 of this Ordinance.
Lino Lakes Zoning Ordinance Residential
Districts
6 -30
7 Recreational vehicles and equipment per Section 3, Subd. 4.P of this
Ordinance.
8. Signs as regulated by Appendix C of the City Code.
9. Swimming pools, sport courts, and other recreational facilities which are
operated for the use of the residents of the principal use and their guests.
J. Conditional Uses. The following are conditional uses in the R-4 District These
uses require a conditional use permit based upon the criteria and procedures
outlined in Section 2, Subd. 2. of this Ordinance.
1. Clinics, hospitals and nursing homes provided that:
a. Side yards are double the minimum requirements established for this
district and are screened in compliance with Section 3, Subd. 4.Q of
this Ordinance.
b. Only the rear yard shall be used for play or recreational areas. Said
area shall be fenced and controlled and screened in compliance with
Section 3, Subd. 4.Q of this Ordinance.
c. The site shall be served by an arterial or collector street of sufficient
capacity to accommodate traffic which will be generated.
d. All signing and informational or visual communication devices shall be
in compliance with Appendix C of the City Code.
e. All State Statutes and regulations goveming such use are strictly
adhered to and all required operating permits are secured.
f. Adequate off - street parking is provided in compliance with Section 3,
Subd. 5. of this Ordinance.
g.
Adequate off - street loading space is provided in compliance with
Section 3, Subd. 6. of this Ordinance.
2. Commercial outdoor recreational areas including golf courses, country clubs,
driving ranges, swimming pools, and similar facilities provided that:
a. The principal use, function or activity is open, outdoor in character.
b. Not more than five (5) percent of the land area of the site be covered
Lino Lakes Zoning Ordinance Residential
Districts
6 -31
by buildings or structures.
c. When abutting a residential use and a residential use district, the
property is screened and landscaped in compliance with Section 3,
Subd. 4.Q of this Ordinance.
d. The site shall be accessed via a collector street or arterial street.
3. Day care facilities (exceeding sixteen (16) persons) provided that
a. Such day care facility has access to municipal sewer and water or has
adequate private sewer and water to protect the health and safety of
all persons who occupy the facility.
b. Screening is provided along shared property boundaries. Such
required fencing and screening shall comply with the applicable
provisions of Section 3, Subd. 4.Q of this Ordinance.
c. All day care facility operations comply with the minimum requirements
of the Minnesota Department of Health and Human Services
regulations, as may be amended.
4. Funeral homes and mortuaries provided that:
a. The site and related parking and service entrances are served by an
arterial or collector street or sufficient capacity to accommodate the
traffic which will be generated.
b. Adequate off - street parking is provided in compliance with Section 3,
Subd. 5. of this Ordinance.
c. Adequate off - street loading is provided in compliance with Section 3,
Subd. 6. of this Ordinance.
d. Vehicular entrances to parking or service areas shall create a
minimum of conflict with through traffic movement.
e. When abutting residential zoning districts, a buffer area with screening
and landscaping in compliance with Section 3, Subd. 4.Q of this
Ordinance shall be provided.
f. All signing and information or visual communications devices shall be
in compliance with Appendix C of the City Code.
Lino Lakes Zoning Ordinance Residential
Districts
6 -32
5. Multiple family dwellings greater than four (4) stories or forty -five (45) feet in
height provided that:
a. The architectural appearance of the building shall not be so dissimilar
to the existing neighboring buildings as to cause impairments in
property values or constitute a blighting influence within a reasonable
distance of the lot.
b. For each additional five (5) feet in allowable, actual, roof height as
calculated by the Building Code, which is above the maximum
building height allowed by the respective zoning district; front and side
yard setback requirements shall be increased by one (1) foot.
c. The construction does not limit solar access to abutting and /or
neighboring properties.
6. Planned unit development - residential regulated by Section 2, Subd. 10 of this
Ordinance.
7. Public, educational and religious buildings, public or semi - public recreational
buildings and neighborhood or community centers limited to nursery,
elementary, junior high and senior high schools; and religious institutions
such as churches, chapels, temples, mosques, and synagogues provided
that:
a. Side yard setbacks shall not be less than fifty (50) feet.
b. Adequate screening from abutting residential uses and landscaping
is provided in compliance with Section 3, Subd. 4.Q of this Ordinance.
c. Adequate off - street parking and access is provided on the site or on
Tots directly abutting or directly across a public street or alley to the
principal use in compliance with Section 3, Subd. 5. of this Ordinance
and that such parking is adequately screened and landscaped from
surrounding and abutting residential uses in compliance with Section
3. Subd. 4.Q of this Ordinance.
K. Uses by Administrative Permit Subject to applicable provisions of this
Ordinance, the following uses are allowed in the R-4 District by administrative
permit, as may be approved by the Zoning Administrator.
1. Personal wireless service antennas as secondary uses as regulated by
Section 3, Subd. 15 of this Ordinance.
Lino Lakes Zoning Ordinance Residential
Districts
6 -33
L. Interim Uses. Subject to applicable provisions of this Ordinance, the following are
interim uses in the R-4 District and governed by Section 2, Subd. 3 of this
Ordinance.
1. None.
Lino Lakes Zoning Ordinance Residential
Districts
6-34
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The exterior of multiple family dwelling structures shall include a
variation in building materials which are to be distributed throughout
the building facades and coordinated into the architectural design of
the structure to create an architecturally balanced appearance. In
addition, multiple family dwelling structures shall comply with the
following requirements:
1) A minimum of thirty-three (33) percent of the combined area
of all building exterior walls of a structure shall have an
exterior finish of brick, stucco, and /or natural or artificial
stone.
2) For the purposes of this section, the area of the building
facade shall not include area devoted to windows, entrance
doors, garage doors, or roof areas.
4. Commercial, Industrial, and Institutional. All buildings erected on land
within commercial, industrial and public and semi - public zoning districts,
and all institutional buildings (such as public, education, and religious
buildings) in residential and rural zoning districts shall conform with the
following:
a. All sides of the principal and accessory structures are to have
essentially the same or a coordinated harmonious finish treatment
pursuant to Section 3, Subd. 4.B of this Ordinance.
b. Exterior wall surfaces may be a combination of materials including
brick, stucco, EFIS (exterior finish insulation system), textured,
colored or decoratively finished pre -cast or poured -in -place
concrete panel, textured concrete masonry units, natural stone,
manufactured stone, transparent, tinted or low- reflective glass, or
decorative metal cladding.
Stucco or EFIS shall constitute no more than thirty (30) percent of
the primary, front building elevation, and no more than sixty (60)
percent of any side or rear building elevation. Stucco or EFIS shall
not extend closer than three (3) feet to the ground plane.
Decorative metal cladding refers to decorative, metal cladding
systems such as copper, zinc, titanium, stainless steel and painted
steel components fixed to the outside of the primary wall system.
Complete or partial buildings comprised of structural metal wall
panel systems that act as the primary wall system, or as a complete
wall system such as pole barns or similar structures common to
agricultural or industrial storage uses are prohibited.
Lino Lakes Zoning Ordinance
Amended per Ord. No. 07 -05, 19-07,
01 -08 & 11 -08
3-12
General Provisions
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WS — Item #1
WORK SESSION STAFF REPORT
Work Session Item #1
Date: May 4, 2009
To: City Council
From: Julie Bartell
Re: Charter Commission Bills
Background
The attached letter from former Administrator Heitke to Charter Commission Chair
Caroline Dahl outlines the history of a 2008 invoice from Karen Marty for attomey
services to the Lino Lakes Charter Commission. The council has twice requested that
the invoice be submitted with more detail as to services provided.
An updated invoice submitted by Chair Dahl is attached. As noted in Mr. Heitke's letter,
this expense does exceed the Charter Commission's 2008 budget.
In addition, the Commission has submitted two bills for 2009 services. The commission
has sufficient funding in their 2009 budget for these expenses and staff would intend to
submit these bills to the Finance Department for payment unless directed otherwise by
the council.
Requested Council Direction
Direction on payment of outstanding invoices submitted by the Lino Lakes Charter
Commission
Attachment(s)
1. Letter outlining history of 2008 invoice
2. Itemized 2008 Karen Marty invoice
3. Itemized 2009 Karen Marty and Timesaver invoice
1
Ms. Caroline Dahl
Lino Lakes Charter Commission Chair
1101 Holly Court
Lino Lakes, MN 55014
Dear Caroline,
City staff presented the invoice from Attorney Karen Marty, dated December 30, 2008 and
submitted by you to the City on January 6, 2009, to the City Council on February 2, 2009 for
approval to process for payment. This preliminary approval was sought as the Charter
Commission has exceeded its 2008 budget and unbudgeted expenditures normally receive prior
Council approval. The Council directed staff to request a more detailed description as to the
services provided. Staff forwarded this request to Ms. Marty who cited attorney -client privilege
as the basis for declining to provide more detail. (See enclosed correspondence.) The City
Attorney has advised the staff and Council that he does not agree that there is alegal basis for the
withholding of more detailed information. (See enclosed City Attorney's letter.)
The City Council discussed this situation at its work session of February 23, 2009 and directed
staff to inform you that the City Council will not consider approving this invoice for payment
until there is a more detailed description of the legal services provided. When a revised invoice
is submitted, staff will present it to the Council for their consideration.
Respectfully,
d1/U31
rdon Heitke
City Administrator
Enclosures:
Karen Marty correspondence, February 6, 2009
City Attorney correspondence, February 10, 2009
600 Town Center Parkway, Lino Lakes, Minnesota 55014-1182
Phone: 651 - 982 -2400 • Fax: 651 - 982 -2499
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MARTY LAW FIRM, LLC
3601 Minnesota Drive
Suite 800
Bloomington, MN 55435
Revised Invoice submitted to:
Lino Lakes Charter Commission
Caroline Dahl, Chair
Legal Services Rendered:
April 7, 2009
Telephone: 952- 921 -5859
e -mail: kmarty@ix.netcom.com
Fax: 651- 294 -1026
Hours Fees
10/6/08 Responded to questions regarding a citizen petition.
10/7/08 Spoke with Chair regarding petition.
10/8/09 Responded to additional questions about the petition and ballot issue.
10/14/08 Spoke with Chair regarding campaign laws.
10/17/08 Responded to questions about campaign literature laws.
• 10/20/08
10/23/08 Spoke with Chair about website. Reviewed website content.
Responded to questions about campaign literature.
10/27/08 Responded to additional question about campaign literature.
10/28/08 Spoke with Chair about upcoming election.
2.50 $362.50
11/3/08 Responded to question about campaign laws.
11/13/08 Researched and responded to questions regarding city code and campaigns.
11/18/08 Reviewed additional material about the election.
1.83 $265.35
12/11/08 Spoke with Chair about appointment process. Researched data privacy laws.
12/12/08 Researched and responded to questions about data privacy, charter commission
appointments, and audits.
12/19/08 Responded to questions about audits.
12/29/08 Spoke with Chair about charter commission work.
3.44 $498.80
2008 Legal Fees still due: $1126.65
•
MARTY LAW FIRM, LLC
3601 Minnesota Drive
Suite 800
Bloomington, MN 55435
March 17, 2009
Invoice submitted to:
Lino Lakes Charter Commission
Caroline Dahl, Chair
Legal Services Rendered:
1/09 Addressed issues related to an audit initiated by the
city council.
2/09 Addressed additional issues related to an audit
initiated by the city council.
2009 Legal Fees due:
Telephone: 952- 921 -5859
e -mail: kmarty @ix.netcom.com
Fax: 651- 294 -1026
$ 204.45
$278.40
$482.85
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4/15/2009
TERMS - NET UPON RECEIPT
INVOICE - ANOKA OFFICE - #M16956
PLEASE REMIT TO: TimeSaver Off Site Secretarial, Inc.
28601 Hub Drive
Madison Lake, MN 56063 -4179
Attn: Joyce Lund
City of Lino Lakes
600 Town Center Parkway
Lino Lakes, MN 55014
Date - Description Amount
Apr. 9 Charter Commission Meeting
Base Rate - 2 hour
$ 188.75
TOTAL $ 188.75
28601 Hub Drive • Madison Lake, MN 56063 • 763 - 421 -8999 • Fax 507- 931 -1668
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8:15 — 8:30
8:30 — 10:00
City of Lino Lakes
STRATEGIC PLANNING - AGENDA
Saturday, May 9, 2009 at City Hall
Developing Your Strategic Profile
Convene — Coffee /Rolls
Review Agenda and Clarify Expectations
Understanding Culture and Value Proposition
Are you a Control Culture, Collaborative Culture,
Competence Culture or Cultivation Culture?
How do you relate to your customers? Are you more like:
Wal -Mart (low- cost), Apple I -Store (product leader),
or Nordstrom (customer intimate)?
Aligning your culture and value proposition as the basis
for developing your strategic profile
10:00 —10:15 Break
10:15 — 11:45 The Strategic Profile
Creating your Vision Statement
Developing your Core Values
11:45 —12:30 Lunch
12:30 — 2:00 Developing your Mission Statement
2:00 — 2:10 Break
2:10 — 3:30 Strengths, Weaknesses, Opportunities, and Threats (SWOT)
Analysis to Generate Key Action Items
3:30 — 4:30 Summary — Key Strategic Objectives
A Draft Strategic Profile that is aligned with the
organization's culture and value proposition
2009 ICMA Consulting Services 1
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City of Lino Lakes
STRATEGIC PLANNING - AGENDA
Thursday, May 14, 2009 at City Hall
Combined Council and Senior Staff Meeting
1:00 — 2:00 Review of Strategy and Strategic Profile
Understanding Culture and Value Proposition
2:00 - 2:45
2:45 — 3:00
3:00 - 4:30
4:30 - 5:00
Are you a Control Culture, Collaborative Culture,
Competence Culture or Cultivation Culture?
How do you relate to your customers? Are you more like:
Wal -Mart (low- cost), Apple I -Store (product leader), or
Nordstrom (customer intimate)?
Aligning your culture and value proposition as the basis
for developing your strategic profile
Review of Strategic Objectives
Break
Discussion of Strategic Objectives
Along with Supporting Goals and Action Plans
Priorities for 2009
Summary — Key Strategic Objectives
A Draft Strategic Profile that is aligned with
the organization's culture and value proposition
Supporting goals with action plans drafted.
2009 ICMA Consulting Services 1
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WS — Item 3
WORK SESSION STAFF REPORT
Work Session Item No. 3
Date: May 4, 2009
To: City Council
From: James E. Studenski, City Engineer
Re: Pine Street - Petition to have the City of Lino Lakes Research the cost
of paving Pine Street.
Background
The City received on April 6, 2009 a petition from residents and property owners on Pine
Street to research the cost of paving Pine Street. A copy of the petition and a map of the
resident locations are attached. 22 of the 32 (69 %) property owners on the Lino Lakes
side of Pine Street signed the petition.
Pine Street is currently a gravel road that is shared between the City of Columbus and
Lino Lakes. The City of Columbus has been informed of the petition; we will continue to
work with the City of Columbus throughout this petition process.
On July 25, 2005 after receiving a petition to pave Pine Street the City of Lino lakes sent
a letter to Pine Street residents requesting their input on paving Pine Street. A petition
was included with three scenarios to choose from: (1) Pave Pine Street from Lake Drive
to Western Terminus, (2) Pave Pine Street from Lake Drive to 4th Avenue, or (3) Against
any street paving.
The results of the petition of the 32 residences on Pine Street as of September 1, 2005 are
as follows:
• Total for paving Pine Street: 8 (25 %)
• Pave Pine Street from Lake Drive to Western Terminus: 3 (9 %)
• Pave Pine Street from Lake Drive to 4th Avenue: 5 (16 %)
• Against: 11 (34 %)
• Did Not Respond: 13 (41%)
A map showing the 2005 survey results is also attached.
1
The City of Columbus received petitions of 54% in favor paving the entire road length
and 63% in favor of paving from Lake Drive to 4th Avenue. On September 21, 2005 the
Lino Lakes City Council directed City Staff to send a letter to residents stating that there
is not enough support for the project to proceed any further with the paving of Pine Street
at this time.
The City of Columbus prepared the original cost estimate in 2005 and the project was
split 50% - 50% between the City of Columbus and the City of Lino Lakes. The project
was to consist of culvert replacement, subgrade correction, subgrade preparation and
bituminous surfacing 22 to 24 feet wide and 3.5 inches thick.
Requested Council Direction
City Staff is requesting direction from the City Council on how to proceed with this
petition to research the cost of paving Pine Street.
2
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LINO LAKES RESIDENTS WHO SIGNED THE PETITION
MAY 4, 2009
ENGINEERS • ARCHITECTS • PLANNERS
City of Lino Lakes
STRATEGIC PLANNING - AGENDA
Thursday, May 14th at City Hall
Combined Council and Senior Staff Meeting
1:00 — 2:00 Review of Strategy and Strategic Profile
Understanding Culture and Value Proposition
Are you a Control Culture, Collaborative Culture, Competence
Culture or Cultivation Culture?
How do you relate to your customers? Are you more like: Wal-
Mart (low- cost), Apple I -Store (product leader), or Nordstrom
(customer intimate)?
Aligning your culture and value proposition as the basis for
developing your strategic profile
2:00 - 2:45 Review of Strategic Objectives
2:45 — 3:00 Break
3:00 — 4:30 Discussion of Strategic Objectives
Along with Supporting Goals and Action Plans
Priorities for 2009
4:30 - 5:00 Summary — Key Strategic Objectives
A Draft Strategic Profile that is aligned with
the organization's culture and value proposition
Supporting goals with action plans drafted.
2009 ICMA Consulting Services 1
City of Lino Lakes
Thursday, May 14th at City Hall — Agenda
Combined Council and Senior Staff Meeting
1:00 — 1:45 Review of the Strategic Profile. Discuss Mission, Vision and Values.
1:45 — 3:15 Discussion of drafted Strategic Goals and Objectives as designed by Council during
the Strategic Planning Session.
Review Staff's priorities.
Revise final list of priorities as needed.
Review and discuss realistic timeframes and check in dates for Staff to provide
updates to Council.
3:15 — 3:30 Summary
2009 ICMA Consulting Services 1
Strategic Planning & Goal Setting Report 1
1
C
Leaders at the Core of Better Communities
May 12, 2009
Presented By:
Jim Lynn and Lisa Lynn
INTRODUCTION TO THIS REPORT
The Strategic Planning Session was held with the Council on May 9, 2009. The purpose of the meeting
was for the Council to come together and participate in a strategic planning and goal setting session.
The main Goals of this Strategic Planning Session were to:
➢ Discuss the City's Core Culture and Value Proposition.
➢ To develop a Strategic Profile that includes a Mission Statement, Vision Statement and list of City
Values that can help guide the City through future decisions.
➢ Review the Strengths, Weaknesses, Opportunities and Treats (SWOT) facing the City.
➢ Identify Key Goals and supporting objectives with possible Action Steps for the City to focus on
for the next twelve to eighteen months.
DESIRED OUTCOMES FROM THIS STRATEGY SESSION
The following are topics the Council stated they would like included in the discussions if there was time.
• We need to have a discussion about the Economic Crisis:
• What are we comfortable cutting as a Council?
• What do we value?
We need to talk about the Comprehensive Plan.
How we interact as a team around tough decisions could benefit some of our time.
Now that the City Administrator has left, we might need to work on how we connect and work with
staff.
We should talk for search for characteristics of what we want in a City Administrator.
We need to talk about how we spend money. We tend to spend what we take in and that needs
to change. We need to justify budget issues.
We need a strategy to deal with tough issues. We need to act respectfully as we come to a
conclusion.
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OUR CITY'S CULTURE AND VALUE PROPOSITION
The Four Core Cultures
The core cultures are a mixture of two dimensions. One dimension deals with organization content and
ideas. Some organizations deal with specific, concrete facts and prefer to deal with details in the present
(here and now). Other organizations prefer to focus on the big picture, on possibilities and the future.
Some organizations are logical and fair, others are based on core values and doing the right things.
These two dimensions parallel Jung's concepts of how we perceive the world (sensing and intuiting) and
the judgments we make about our perceptions (feeling and thinking).
F (Feeling)
The Four Core Cultures
S (Sensing)
Collaborative
Control
Cultivation
Competence
N (intuition)
Figure 1 — The Four Basic Core Cultures*
T (Thinking)
The City Council agreed that they were driven by a culture of Collaboration while they believed the staff
was driven by a culture of Competence.
The three core value propositions were discussed next: operational excellence — low cost,
program /service leader, and customer intimacy. All organizations have all three, but the question posed,
was which value proposition is the driver for the City? The City Council agreed that the primary Value
Proposition driving how the Council wanted to treat residents is Customer Intimacy. The Council's
perspective of what City residents wanted was Operational Excellence — low cost.
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CREATING A STRATEGIC PROFILE
Strategy is formed from an understanding of culture and value proposition. Using these ideas, we will
begin crafting a Strategic Profile, a one -page document that will reflect our strategic direction. The
Strategic profile will contain the following components:
A Vision Statement — A short and compelling statement about Lino Lakes.
Our Values —
Our Mission Statement —
Our Key Action Items —
Our core beliefs, what motivates us and gives our work
meaning.
We will review our current Mission Statement in the context of
our strategy, culture, and core value proposition.
The three to six strategic objectives we want to keep our eye on
to ensure that we are addressing these issues.
This Strategic Profile should be congruent with our culture and way of doing business with our
customers.
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OUR CITY'S VISION
An organization's vision statement is supposed to reflect the organization's basic philosophy and core
values. How does the City of Lino Lakes (Council and staff) make decisions? Who participates? What
are the City's ethical standards? What does the City of Lino Lakes do? Vision statements should be
uplifting and broad. They may indicate new ways of doing things. The best vision statement is often a
short one.
"A Community with a Vision" is on our web site. What does that mean?
The following is a list of values that the Council discussed somewhat describe the City of Lino Lakes.
• Families
• Space
• Rural city
• Amenities
• Environmental attributes
• People left alone
• We do what we want
• Independent
• Live
• Love
• Like
• Last
• Lakes
• City in the country
• Growing one step at a time
• Diversity tax base
• Growing with a purpose to provide our
residents the service they need
• Balance
• Best rural city growing with purpose and
balance
• Come for a lifetime
• Rural city for life
• The best kept city in the twin cities
• City with country feel
• Cradle to grave
• Small town
• Provincial
• Country
• Narrow - minded
• Limited
• Rustic
After the discussions of the vision words above, the Council developed several of the following draft
Vision Statements for the Staff to review.
"Lino Lakes for life"
"A small town City. Come for a lifetime to live for life"
"The City with a country feel"
"Committed to preserving our community as a great place to live"
"Growing with a purpose as a family friendly community in a great rural setting"
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THE PURPOSE OF ORGANIZATIONAL VALUES
The Purpose of organizational Values
Values are the set of beliefs held by the organization. Every organization has them. Values are the
underlying principles that guide operations, decisions and staff. They are what drive the priorities of
employees, managers, Council. They are the basis of the ethical standards in dealing with employees,
customers, vendors and competitors.
A values statement is essential to good strategic planning because values underlie the decision - making
process. Ignoring the cultural values of an organization is disastrous for a strategic plan because
regardless of the plan, major and minor decisions alike will always align with the culture but not
necessarily with the mission. Identifying and incorporating the values into the planning process will
assure that goals, objectives and strategies will be achievable.
The Council reviewed a list of values and determined that the following values reflected those of the City
of Lino Lakes.
Balance Taking all views into perspective to create the greatest good for the City.
Direction We have a Vision and Mission for Lino Lakes.
Leadership We need to provide lead /clear direction to City.
Open- mindedness We need to be open to all views to make effective decisions.
Respect We need to be respectful of each other...staff & citizens.
Teamwork We need to work together as a group ...discuss /decide /align...Staff and
the Council.
Environmentally conscious Protecting and preserving the natural beauty of the City.
Family friendly
Lino Lakes is a good place to raise a family...we are a family friendly
community.
Recreation Lino Lakes is a place to have fun and stay healthy.
Solitude Lino Lakes provides residents with privacy.
Independence Lino Lakes provides freedom.
Mindfulness We are mindful and intentionally restrain from making rash decisions.
We think things through. We take the City into consideration before
acting.
Charm
Warmth
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Our setting is unique...we have wonderful attributes and natural beauty.
People like being here...we are a friendly City.
LINO LAKES DRAFT CITY VALUES
After discussion, the Council ranked the values above and included several others to come up with the
following list of key values for the City of Lino Lakes. The number indicates the number of times that
value was chosen by the Council.
5 Family Friendly: We are a warm and safe community that has it all for families.
4 Respect: Welcoming all views - citizens, staff, council, key stakeholders in delivering services.
3 Environmentally conscious: Protecting natural amenities, and beauty of the City ...charming.
3 Independence: Mindful of freedom, self sustaining as a City. We take care of ourselves.
2 Balance: Self sustaining while maintaining environmentally charming. Balancing the needs of the
community with the needs of the City.
2 Recreation: We have parks, trails, and the YMCA. You can have fun and stay healthy.
1 Agility
1 Vision
1 Warmth
1 Economy
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