HomeMy WebLinkAboutCCA 01-31-17 Meeting Packet
NOTICE OF MEETING
City Council Special Meeting
3800 Laverne Avenue North
Tuesday, January 31, 2017
3:00 p.m.
I. Call to Order
II. Goal Setting Session
III. Adjourn
Our Mission is to Provide Quality Public
Services in a Fiscally Responsible Manner
While Preserving the City’s Open Space
Character
STAFF REPORT
DATE: January 31, 2017
DISCUSSION
TO: Mayor and City Council
FROM: Kristina Handt, City Administrator
AGENDA ITEM: 2017 Work Planning Session
BACKGROUND: At the January 3rd Council meeting, there was discussion about holding a goal setting work session and
background was given on previous efforts by the city. After the meeting, January 31st was found to be the
date that worked for the Council members. Phil Kern will be at the meeting as a facilitator.
To help prepare for the meeting staff is providing a copy of the 2015 draft work plan. It includes the
governing values and core principles, along with specific mission statements and goals. The format of the 2017 work plan will likely change but this can be used as a reference for some on values and principles
that may guide the city. Additionally, included in your packet are the recommended work plans from the planning commission
and parks commission. You may want to refer to them and possibly incorporate some of the items into the city’s 2017 goals. These plans will then be placed on the agendas for the February 7th meeting for formal adoption by the council.
ATTACHMENTS:
• 2015 Draft Work Plan
• 2017 Planning Dept. Recommended Work Plan
• 2017 Parks Commission Recommended Work Plan
2015 City of Lake Elmo Plan of Work
The 2015 City of Lake Elmo Plan of Work has been developed to reflect the governing principles established by
the 2014 Lake Elmo City Council, which are (Note: This Governing Principles May Change After the New Council
is Seated):
1. Efficient, low cost taxpayer serviced-based government;
2. Disciplined and balanced market driven growth;
3. Well-ordered, low regulatory burdened quality of life
From an operational standpoint five core ideas of local government have been applied to reflect public trust
and accountability. First, our work must be proactive and taxpayer-centered. Second, the program must add
value to the community in all aspects. Third, our operations must be efficient, stable and consistently fair.
Fourth, program must be cross-functional and team based. And Fifth, staff members must be allowed to
demonstrate expertise in their individual fields thus building trust with the elected officials.
Taxpayer Service
Mission Statement: To provide the citizens of Lake Elmo with the most informed, efficient and transparent
customer service experience possible.
2015 Goals & Objectives
1. Continue to develop a multi-platform information strategy that includes a relevant website, daily,
weekly and quarterly news updates, and pertinent mailings on key community issues;
More consistent posting of Council, Commission and Committee Minutes of the Website
2. Create standard operating guidelines and taxpayer interaction reports to insure a 24 hour
turnaround response on all taxpayer issues including an established FAQ section of the website;
Continue a consistent and transparent method for taxpayer input that includes website polling,
citizen surveys, focus groups and neighborhood meetings
3. Improve utilization of cable access capabilities & web streaming to maximize technology and
inform the community via production of public affairs programming (ie Meet the Mayor, Policy
Issue Focuses etc).
4. Continue implementation of the Speak Your Peace civil dialogue project in cooperation with Lake
Elmo Elementary, Jaycees and Rotary and other community groups.
5. Continue development of Next Gen Leaders group for community building and leadership
development.
6. Hold Jan- August Monthly Update Resident Meetings on downtown street / redevelopment plan
Land Use Planning
Mission Statement: To thoughtfully review the relationship between the City of Lake Elmo Comprehensive
Plan and development to insure that the open space character of the City is maintained while provide
essential public services to our taxpayers
2015 Goals & Objectives
1. Adoption of the City Zoning Code
2. Complete functional master plan for the downtown based on economic metrics, infrastructure needs
and practical, taxpayer-driven input
3. Streamline & Improve Policies /Procedures for the handling of routine land matters including but not
limited to variances, site plan review, setbacks et al;
4. Reduce the population expectations to 18,000 by 2040 by careful negotiations with the Met Council
prior to the adoption of the 2015 System Statements including the possibility of reducing density
expectations in sewer served areas and re-designating high density areas in the SE to commercial
5. Efficiently process / approve final plats, Gonyea (3), Chase, Pratt, Inwood and Engstrom for future
housing developments as prescribed by the Comprehensive Plan if directed by the City Council
6. Resolve zoning conflicts with the Metropolitan Airports Commission / MNDOT. Finalize Crossing
Strategy with Railroad.
7. Develop a transit oriented development plan for Hudson Boulevard to accommodate the Gateway
Corridor Bus Rapid Transit system.
8. Successfully manage development infrastructure construction to City specifications
Municipal Code / Recordkeeping
Mission Statement: To create a City Code that is based on the development of an orderly community,
reflects state-of the-art municipal governance, and can be fairly understood and applied to the matter
regulated. To create a record retention system that provides orderly access and transparency.
2015 Goals & Objectives
1. Convert paper files from years 2000-2012 to Laserfiche record retention.
2. Prioritize 12 Municipal Code Updates (1 / Month) to bring Lake Elmo Code into 21st Century
3. Establish public document destruction plan consistent with MN State Statutes.
4. Conduct, in the Spring of 2015 an Open Meeting, Data Practices & Ethics Seminar for all elected and
appointed officials.
Finance
Mission Statement: To efficiently steward the tax dollars and other resources of the City of Lake Elmo in a
manner that eliminates waste, maximizes the investment of our residents and maintains an affordable tax
rate that is in the bottom quartile of MN Cities.
2015 Goals & Objectives
1. Execute against Performance Based Budgeting for the 2015 Budget. Provide Quarterly Snapshot to
City Council in April, July, October and Year End
2. Complete City’s Comprehensive Annual Financial Review prior to 2015 Borrowing;
3. Complete Audit by May 15th / Maintain Moodys Aa2 Bond Rating & Standards & Poors AA+ Rating
4. Implement ACH – Credit Card electronic payment system for fees, utility bills, etc.
5. 100% recovery of assessments and review fees for developer created operational expense in 2015.
6. Create Sewer Billing Systems, including review of the 201 billing rate, for consistency and equity.
7. In concert with the Community Development Department, maintain the master development
summaries for WAC & SAC connections
8. Complete and maintain water and sanitary sewer cash flow models
9. Create and maintain a global cash flow model that incorporates our future revenues and costs.
P
Public Safety / Quality of Life / Building Safety
Mission Statement: To provide the resources and manpower to sufficiently protect taxpayers and their
property values from harm.
2015 Goals & Objectives
1. To effectively deploy the new 78’ aerial/ engine and liquidate the old aerial for a fair price
2. Identify land, staffing and equipment needs for a single centralized fire station
3. To develop a 10 year staffing & budget strategy with the Washington County Sheriffs to manage
growth
4. To reduce the number of chronic nuisance properties to more than 10 by the end of 2015
5. Improve permit review time to 5 working days or less.
6. Implement hearing appeal process for Code Enforcement and Animal Control Issues
7. To develop and implement a strict “completeness” acceptance policy on accepted development and
building plans
8. Based on available budget implement remote inspection/correction entry into initial phase
Streets & Utilities
Mission Statement: To construct and maintain efficient infrastructure (streets and utilities) for the purpose
of providing safe thoroughfares, potable drinking water, and the elimination of waste.
2015 Goals & Objectives:
1. Construct water main line on Inwood to I-94 corridor including the planning for a Water Tower #4
2. Complete Phase One of Downtown /Lake Elmo Ave. Reconstruction Partnership w/ Washington
County
3. Prepare Phase Two of the Downtown / Lake Elmo Avenue Reconstruction Partnership w/
Washington County
4. Acquire land for Old Village Stormwater Management Plan
5. Supervise to City Specification the developer constructed 5th Street from Inwood to Keats
6. Complete 201 System Analysis and make recommendations for future use
7. Reconstruct Eagle Point Blvd (on request) and assess 100% to business community
8. Complete PASR Rating of All Streets / Update Beehive Street Inventory and Mapping
9. Update Street CIP and Adopt 2016-2020 Street CIP & 2016 Feasibility Reports
10. Prepare Phase 2 Olson Lake Trail Sewer Extension for 2016 Construction
Sustainable Growth
Mission Statement: To allow Lake Elmo to develop as a community in an environmentally sustainable
manner at a pace that reflects “open space” character and marketplace realities.
2015 Goals & Objectives:
1. Adopt Redevelopment and Economic District for the Old Village (overlayed on the VMX area) via EDA
2. Develop policies on the use of economic development incentives including TIF, tax abatement,
business improvement district
3. To develop (EDA & Planning Commission) a business park in the SE quadrant at the corner of
Manning & Hudson Blvd. to optimize use and broaden the tax base
Transportation
Mission Statement: To develop efficient and safe local transportation policy that allows for orderly, lawful
traffic flow.
2015 Goals & Objectives:
1. Complete and approve a Highway 36 corridor plan;
2. Actively participate in the design process for Phase II of reconstruction of Lake Elmo Avenue in 2015
including the development of a downtown streetscape improvement plan;
3. Train DPW Staff in the use of PASER road rating system, rate the roads, and develop the 2016-2020
CIP program for street maintenance, reconstruction and reclamation
4. Develop a “hybrid” urban-rural street design that handles drainage, but maintains open space feel
5. Develop formal shouldering program for rural road cross sections
6. Construct 5th
Mission Statement: To provide for an orderly process that allows for all Lake Elmo residents to exercise their
right to vote.
2015 Goals & Objectives:
Park & Recreation
Mission Statement: To develop a comprehensive and fully accessible park, recreation and trail plan that
provides use opportunities for all citizens.
2015 Goals & Objectives:
1. Conduct feasibility study, be included in the Washington County Parks Commission Master Plan and
obtain grant funding for the construction of the Lake Elmo Regional Trail.
2. Complete 2015 Park Commission Strategic Plan of Work (see attached)
3. Complete Sun Fish Lake Park Utilization Plan
Groundwater / Storm water / Environmental
Mission Statement: To balance the monetary realities with the protection of natural resources of the City of
Lake Elmo through carefully policy development, deliberate advocacy for clean groundwater, drinking water
and surface water, and proper management of storm water.
2015 Goals & Objectives:
1. Work with Continue to Pursue Economic Remedies of 3M Contamination;
2. Actively participate in the Washington County Groundwater Coalition to protect our water resources
and monitor policy being developed by the Met Council on groundwater allocation
Coun
3. Develop and implement a stormwater pond and facilities maintenance plan consistent with the MS4
permit
4. Participate in the (5) lake coalition with the Valley Branch Watershed District to control Eurasian
Milfoil
Process / Procedure
Mission Statement: To create a lean and efficient government that properly stewards taxpayer dollars and
resources.
2015 Goals & Objectives:
1. Complete 37 standard operating procedure protocols in the DPW to standardize operations and qualify
expectations;
2. Design a functional decision making tree that allows Council & Staff to prioritize day to day functions of
departments to improve workflow & efficiency
cil/ Commission /Board Procedures
Mission Statement: To establish the public trust in policy-making by creating a productive, trust-base
meeting process that is relevant to the issues at hand and civil in dialogue.
2015 Goals & Objectives:
1. Complete 24 policy-focused meetings & 10 technically-based workshops;
2. Complete a full departmental orientation for Council Members Elect Fliflet and Lundgren to
seamless transition to new Council
3. Continue the creation of a citizen based Committee structure utilizing the expertise of the
community;
4. Complete an error free, sound record-keeping and technically sound broadcast of all affected
Planning Commission and City Council meetings.
Human Resources
Mission Statement: To establish best practices in the recruitment, performance management, and overall
welfare of the employees of the City of Lake Elmo
2015 Goals & Objectives
1. Streamline and contemporize the City of Lake Elmo Employee Handbook;
2. Develop new annual review process for technical & management staff;
3. Conduct 6 (1 / 2 month) team building and morale enhancing functions with all staff
4. Continue to work on wellness and proper utilization of health / dental insurances to keep the
premiums affordable for taxpayers
Library
Mission Statement: The mission of the Lake Elmo Public Library volunteer program is to give community
members fulfilling opportunities to use their skills to enhance the lifelong learning of residents; to assist the
library staff in providing services and service enhancements that otherwise could not be achieved; and to
further the relationship between the public library and the community it serves.
2015 Goals & Objectives
1. Finalize Joint Powers Agreement between Library and Washington County so Lake Elmo residents are spared the inconvenience of out of pocket expenses for Washington County Library access.
2. Work towards normalizing relations between the Lake Elmo Public Library and other libraries
throughout Minnesota, particularly Washington County, with the intention of inter-library loan (including convenient e book access)
3. Establish more consistent and expanded evening and weekend hours. 4. Have paid staff person at the library during virtually all of the Library’s open hours.
1
2017 Planning Department Work Plan
Prepared by the Lake Elmo Planning Commission:11/28/16
Accepted by the City Council: _______
Key
Status C – Complete IP – In Progress
PL Priority Level (1-5 with 1 being the highest priority)
Project and Description PL Status
Zoning Map Amendments
• Update Zoning Map to change Village parcels to VMX
consistent with the Comprehensive Plan
2 IP
Zoning Text Amendments
• Codify Zoning Ordinance 1
• Public Facilities ordinance amendments 5
• Home Occupation Ordinance 3
• Update PUD Ordinance to match OP PUD Process 2
• Outdoor Lighting Ordinance Revisions 5
• Wireless Communications Ordinance for Microcell technology 4
• Create new zoning district for Washington County Landfill
consistent with the MPCA
3 IP
• Create V-LDR V-MDR District and Regulations 1 IP
• Repeal Article XIV – OP Alt District 3 IP
• Draft a form-based code to supplement the Village Mixed-Use
zoning district based on the scope of work (Incorporate design
standards from the Design Standards Manual as part of a
form-based code)
5
• Obtain DNR approval of revised Shoreland Ordinance 1 C
• Adopt final version of Shoreland Ordinance based on DNR
approval
1 IP
• Resolve zoning conflicts with the Metropolitan Airports
Commission, Met Council, MnDOT, and Washington County
4 IP
• Implement City airport zoning regulations for the airport safety
zones within the Village Planning Area
4
• Solar garden/solar power ordinance 3
• Wind power ordinance 3
Subdivision Ordinance Amendments
• Platting for Minor Subdivisions 5 IP
• Update subdivision submission requirements 1 IP
• Prepare update to incorporate updated engineering standards 4
2
Comprehensive Plan Amendments
• 2040 Comprehensive Plan Update 1 IP
• Plan for possible density reductions and reguiding land use in
the Village and I-94 area to address changes in the 2015
system statement
1 IP
• Amend Rural Single Family land use description to allow for
sewer service within the MUSA & Amend Village MUSA
1 C
• Assist with the creation of a master plan for selected City parks, provide assistance to Parks Commission as needed
3 IP
• Prepare CPA to guide RR and A parcels less than 20 acres in size to RE
1
Other Planning Initiatives
• Submit application for new Village Parkway railroad crossing 2
• Update Village AUAR 1 C
• Develop a policy or ordinance for stormwater reuse. 3
• Update City’s Master Developer Agreement 1 IP
• Add/Review Planning Module from Permit Works to track
planning and zoning applications
3
• Investigate conservation easement holder options/city policy 1
• Research /develop drone policy or ordinance 5
Ongoing Planning Activities
• Update Parks 10-year CIP 2 IP
• Planning Commission review of 10-year Capital Improvement Plan for consistency with the Comprehensive Plan
2 C
• Provide support to code enforcement program with the Building Inspector as the City’s code enforcement officer
3 IP
• Archive older zoning files 4 IP
• Streamline & Improve Policies/Procedures for the handling of
routine land matters including but not limited to variances, site
plan review, setbacks et al;
1 IP
2017 Parks Commission Strategic Plan of Work
The City of Lake Elmo Park Commission has affirmed their overall goals to be:
1) Ensure that our parks and trail system are constructed / maintained.
2) Provide recreational amenities that will attract more taxpayer use of public lands.
3) Create a safe environment in all our parks.
4) Serve as a review body to make sure the “open space” character development is preserved in new
developments.
With the broader priorities defined, the 2017 Park Commission Strategic Plan of Work has been broken
down into six segments: Planning & Audit; Park Development & Equipping; Maintenance & Refurbishing;
Nature & Conservation; Park Awareness; and Finance.
Status and Timeline (projected months in which project will be brought to Parks Commission meeting)
are also indicated in order to better manage goals and objectives.
Planning and Audit
Assess future park needs.
Project Specific Tasks Status Timeline
Work with the County
on updating the
Central Greenway Trail
Master Plan.
• Recommend alternative routes for
regional trail, as CSAH 17 in downtown
Lake Elmo may no longer be best
route, and County now has jurisdiction
over Co. Hwy. 5.
Recognition from
the County that it
will work with City
on this Plan.
Based on
County’s
schedule
Update City Trail Plan • Work with staff on outlining missing
trail connections in order to create a
plan that can effectively communicate
to developers planned trails within the
City.
• Part of Comp Plan 2040 update.
In Progress Dependent
on consultant
timeline
Work on the Parks and
Open Space
component of the
2040 Comprehensive
Plan update.
• Work with staff and consultant to gain
public input on Parks and Open Space
component of Comprehensive Plan.
• Consider recommendations from Staff
and consultant based on community
input sessions.
• Make recommendation to Council on
specific changes needed to
Comprehensive Plan.
Not started Dependent
on consultant
timeline
Sunfish Lake Park Plan
approved by Council.
• Staff to obtain MN Land Trust
approval.
• Council to approve in early 2017
In Progress March
Development Review • Continue to make recommendations
on development applications with a
focus on proper equipping of parks
and available park funding.
Ongoing Ongoing
50th St Trail • Assess feasibility of expansion of 50th
St Trail
April
Ridge Park • Evaluate need for gravel parking lot August
Development & Equipping
Begin work on approved projects (those in the Capital Improvement Plan or have received a form of
funding approval).
Project Specific Tasks Status Timeline
Lions Park Renovation • Make recommendations on specific
designs.
Ideas presented
and
recommended at
January Meeting –
Architect to begin
drafting plans
based on
recommendation
March
Savona Park • Receive recommendation from Savona
residents on design.
• Include grading/tree removal in park
budget.
• Review proposals to ensure $150,000
recommended budget is maintained.
Obtained
recommendations
from Savona
residents
February
Pebble Park
Improvements
• Obtain quotes for approved
improvements in 2017 (restrooms,
lighting, and security features).
• Make recommendation on quotes.
Staff to obtain
quotes from
vendors
May
Hammes Park • Review planned equipment/amenities
planned for Hammes Park before
installation
Amenities
themselves
approved per
Development
Agreement.
Review design
before installation
Dependent
on
developer’s
submittals
50th Street Trail • Obtain quotes September
Maintenance & Refurbishing
Maintain and upgrading park facilities in a manner that increases park use for a relevant experience.
New soccer and tennis
nets, replace swing
seats, add benches
and garbage cans.
• Funding approval (estimated $1100)?
• Public works to carry out maintenance.
Recommended by
Public Works
July
Move play equipment
at Ridge Park to higher
• Funding approval?
• Public works to carry out maintenance.
Recommended by
Public Works
July
area that does not
have standing water.
Replace plastic edging
at existing parks with
concrete.
• Funding approval?
• Public works to carry out maintenance.
Recommended by
Public Works
July
Look at options to
replace wood chips &
remove thistle
• Staff to create plan for thistle removal.
• Gain input on alternative options for
woodchips.
• Staff to carry out thistle removal and
wood chip replacement.
July
Develop a 5-Year
Maintenance Plan of
parks
• Create plan based on necessity July
Make
recommendations on
maintenance
priorities.
Ongoing Ongoing
Nature & Conservation
Mission Statement: To promote the open space character and commitment to the environment via
nature observation amenities and targeted conservation programs.
Project Specific Tasks Status Timeline
Sunfish Lake Forest
Management Plan
• Obtain approval from MN Land Trust.
• Break down plan in to measurable
goals
• Implement plan.
Obtained approval
from MN Land
Trust
June
Sally Manzara Nature
Center
• Review and make recommendation on
Nature Center lease agreement and
plans.
• Explore opportunities to work with
Friends of Lake Elmo on new programs
and/or events in Sunfish Lake Park.
In Progress February
Park Awareness
Mission Statement: To promote the utilization of City Parks.
Project Specific Tasks Status Timeline
Create a park
awareness plan.
• Special events, publications, website
update, e-blasts
• Public input sessions for
Comprehensive Plan update
As needed As needed
Finance
Mission Statement: To effectively spend parkland dedication funds to meet the objectives of each
year’s Strategic Plan of Work while maintaining a minimum fund balance of $100,000.
Project Specific Tasks Status Timeline
Update Capital
Improvement Plan if
needed to accomplish
goals outlined herein.
• Reassess funding priorities as needed. As needed May
Formal Policy on How
Parkland Dedication
Should Be Used
• Draft and make recommendation on a
formal policy on:
• How parkland dedication funds should
be allocated for new developments.
• Sizing of parks within developments.
• $500 per home for a neighborhood
park has been used in the past.
March
Tablyn Park CIP
Amendment
• Add rest of Tablyn Park improvements
to CIP
Not included on
2017-2021 draft to
Council
May
Demontreville Park
Improvements
• Add Demontreville Park Improvements
to CIP
Removed from
2017-2021 draft
by Council
May
Sunfish Lake Park
Improvements
• Add Sunfish Lake Park Improvements
to CIP
Removed from
2017-2021 draft
by Council
May