HomeMy WebLinkAboutOctober 24, 2006 CCP Special MeetingMayer:
Dean Johnston
Lake Elmo City Council
Council members:
3800 Laverne Avenue No.
Rita Conlin
Steve DeLapp
Special Meeting
Lake Elmo, MN 55042
Liz Johnson
777-5510 777 9h15 (fax)
Anne Smith
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Tuesday
October 24, 2006
Please read: S nce the City Council does not have time to discuss every point presented, it may appear that
decisions are preconceived. However, staff provides background information to the City
Council on each agenda item in advance; and decisions are based on this information and
experience. In addition, some items may have been discussed at previous council meetings.
If you are aware of information that has not been discussed, please fill out a "Request to
Appear Before the City Council form; or, if you came late, raise your hand to be recognized,
Comments that are pertinent are appreciated. Items may be continued to a future meeting if
additional time is needed before a decision can be made.
Agenda
City Council Special Meeting Convenes 6:00 PM
1. Agenda
2. The Village Area Planning Team Progress Report — Presentation and
Discussion
3. Interview candidate(s) for the Special Projects Director
7:00 P.M. Susan Iioyt; 7:30 p.m. Jim Willis
4. Administrator Profile — Presentation and Discussion — Jim Brimeyer
5. Adjourn
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551
To: Mayor & Council
From: Chu k d
Subject: Special Projects Director
As directed by the Council Mayor Johnston and I have both pursued locating a party that
might have interest in assisting the City with the several special projects now underway
until a new City Administrator is hired.
Mayor Johnston has been in touch with Susan Hoyt. Ms. Hoyt's letter of interest and
resume' is attached for the Council's consideration. She will be joining the Council for a
chat at 7:00 — 7:30 PM on Thursday.
I have contacted Jim Willis who departed (Jim prefers to avoid the term "retired") the
City Administrator position at Inver Grove Heights in August after 14 years of service
there, 21 years as City Manager at Plymouth and 7 years as City Manager of Battle Creek
Michigan. I have attached a resume' that Jim has provided as well. Jim will join us at
7:30 — 8:00 PM Thursday.
Jim Brimeyer will be working with the Council on the City Administrator Profile after
8:00. The Council may wish to discuss the Special Projects Director appointment with
Jim at that time.
Susan Hoyt
2217 Folwell Avenue
Falcon Heights, Minnesota 555108
651-645-3849 (land) 651-472-1435 (cell ) 651-646-9187 (fax) susanlhovt@comcast.net
October 15, 2006
Mayor Dean Johnston
City of Lake Elmo
3800 Laverne Avenue North
Lake Elmo, Minnesota 55042
Email: deaniohnston@6omcast.net
RE: Proposal for Project Management Services
Dear Mayor Johnston:
Thank you for asking me to submit a proposal for project management services for the city of
Lake Elmo. I understand that the city is seeking someone to manage a variety of complex land
use related projects during the transition to a new city administrator. The project manager will
work closely with the city council, the acting city administrator, Mr. Dillerud, and the city staff to
move these important initiatives forward. The project manager will report to Mr. Dillerud and to
the city council. This work fits well with my experience, talents and interests because I've
successfully managed a variety of complex local government projects at both the city and county
level. I've helped city councils, with very different individual personalities and perspectives,
accomplish key community goals through frequent communication, comprehensive information
and reasonable options. And I enjoy working in a collegial and productive work environment with
other staff members. One recent project I managed, the Sensible Land Use Coalition 2006
Project Showcase, acquainted me with three unique and creative metro area projects located in
Lake Elmo - Tapestry, the Fields of St. Croix and the Lake Elmo Old Village Masterplan. I am
excited to work in a community, whose vision for itself enhances its sense of place and respects
its natural beauty. I would like to help turn projects like the Lake Elmo Old Village Masterplan and
the family service center into a reality.
As a public manager and planner in city and county government, my attached resume covers
many of the projects that I've managed. I will highlight a few for you. As a city administrator in
Northfield, I helped a divided city council come to consensus on two major land use issues that
dealt with business growth along a highway corridor and developing a downtown improvement
plan. The projects that I managed over three years included: 1) a major revision to the city's
commercial zoning code, 2) an 11 acre redevelopment project on a downtown site, which had
been underutilized and vacant for 25 years, 3) the re -use of a 3 acre in -fill property on the site of
the old hospital, 4) the re -use of the old middle school by Carleton College into a $20 million
dollar fine arts center by coordinating the land use processes for the school district, college and
city, 5) an exploration of conservation development strategies to preserve the rural character on
the edge of the community, 6) concepts to protect the environmentally sensitive streams that ran
through Northfield and neighboring townships and 7) the delineation of the city's growth boundary
with its neighboring city of Dundas. Other projects included negotiating a new lease with the four
non profit tenants of a city owned Community Resource Center and getting agreement from the
school district to donate school owned property for a new city swimming pool. All of these were
accomplished by a committed and collegial staff under the direction of the city council with
extensive citizen, stakeholder and community input. Some of these projects were very
contentious. However, with strong council leadership, good communication, careful processes
and creative solutions, all of them were accomplished.
Hoyt
October 15, 2006
My work experience is not limited to cities. In Dakota County, I served as the physical
development director overseeing the transportation, parks, planning, environmental, GIS and
survey departments. My county work involved collaborating with the county's twenty cities and
thirteen townships on transportation, planning and environmental topics. One of the major project
initiatives was the $20 million farmland and natural area preservation program, which involved
developing both criteria for land eligibility as well the financial and land use tools to implement the
program. Recently, I've provided project management as an interim administrator and on many
other small and large projects. I refer you to my resume for additional information.
Proposal
This proposal defines the project manager position as an interim position based upon the city's
needs.
Project scope: Provide project management services for projects that are
identified by the city council/interim administrator.
Introduction: The phases for managing the project and their timing are only
suggested to provide a framework for the service, Input and
direction from the city councilmember and the interim
administrator will be needed to specifically identify these
activities and define a timeline.
Phase I: (approximately November 1 to November 17)
Work with the city councilmembers and the interim administrator
to define the projects and the expectations from the city council
for this work.
Get to know the city staff and how things work within the
organization to understand the processes and culture to
effectively get things done.
Get up to speed on the status of these projects and the
outstanding issues by reviewing the written information and
talking with city councilmembers, staff and stakeholders about
the projects and their perceptions of them.
Define specific next steps for each project and an approach(es)
to moving each project forward.
Get staff input/city council support for the next steps
Phase 2: (anticipated start November 201
Proceed according to the next steps plan developed in phase 1
Report on project status regularly to city council/interim
administrator.
Request city council/interim administrator direction as needed.
(see next page)
Hoyt
October 15, 2006
Proposal continued
Hourly rate: $ 45.00/hour
Business expenses: Expenses incurred directly related to Lake Elmo project.
No cell phone charges.
Mileage: At the city mileage rate for meetings outside of the city of Lake
Elmo.
No mileage to and from the city of Lake Elmo or within the city of
Lake Elmo.
Benefits: No health, insurance, retirement, sick, vacation or other benefits.
Availability: To be discussed depending upon city need .
Anticipate 15 to 30 hours per week.
Will be available for city council, other official city meetings and
staff meetings as requested/needed to accomplish the projects'
goals.
Will be available by telephone/email when out of the city office.
Location: City hall space provided on an as needed basis with a schedule
of office hours, if desired.
Contractor's own office.
Start date: November 1. 2006
Duration: Four to five months
Liability: City provides a hold harmless agreement or covers liability
through a short term contract employee status.
Please call me if you have any questions about my proposal. I look forward to discussing this
proposal with you, councilmembers and Mr. Dillerud.
Thank you for considering my proposal for services.
Very truly,
Susan Hoyt
Susan Hoyt
2217 Folwell Avenue
Falcon Heights, Minnesota
651.645.3849 (land) 651.472.1435 (cell) susanlhovt@comcast.net
EXPERIENCE
January. 2006 to date, Consultant on projects. Proiects include:
• Mav, 2006 to date. Interim Administrative Services, city of Harris A city of 1,200 far northern
edge of the Twin Cities. Providing part time administrative services.
• May, 2006 to date. contract, 2006 Debate Director League of Women Voters of Minnesota
Manage televised debates for state constitutional officers and U. S. offices for LWVMN. Work
with campaigns, KSTP, LWVMN Board and Voter Service Committee.
• Discussions and presentation to the Regional Carpenters and Joiners on city capital project
planning and financing process; create 2006 Project Showcase for the Sensible Land Use
Coalition, pending contract to articulate, diagram planning application process for Dayton.
September. 2002 to November 15, 2005, City Administrator, city of Northfield. Minnesota
A city of 18,000; Home Rule Charter, reported to a seven member city council with eleven
appointed citizen boards and commissions. Responsible for all operations including transit
service, a library, a liquor store, an HRA and EDA. Supervised 10 department managers with a
total staff of 110 FTEs and a $30 million annual budget. Supported the city council in identifying
and accomplishing its goals. Provided clear information, careful analysis and distinct options to
the council for its decision making. Communicated about city council processes and decisions to
the staff, stakeholders, the community and the media. Anticipated, planned for and managed
major initiatives and issues. Represented the city on legislative matters. Worked closely with the
council, staff, consultants and citizens to achieve results, which included the following major
accomplishments:
• Improved the public decision making process by 1) helping the city council develop a culture
of consensus, 2) creating specific, well publicized public processes on city issues, 3) reducing the
time taken for routine decisions and 4) standardizing reports on requests for council action.
• Improved access to information through an updated web site.
• Increased responsiveness of city services through customer service training and by designing
understandable systems for processing planning and infrastructure requests.
• Developed a cohesive management team by hiring managers who could help shape the
organization's culture, by discussing shared goals and values and by encouraging the use of
frequent and open communication to manage projects and resolve issues.
• Created an understandable budgeting process, budget document, capital planning and a
status of funds report, received first certificate of achievement for financial reporting.
• Promoted planning and economic development with 1) an economic development plan,
2) revisions to the commercial zoning code, which helped alleviate tensions over 'downtown
versus highway' development that had historically divided the community and 3) market studies
on housing and the downtown and 4) a downtown improvement plan that is being implemented.
• Oversaw several redevelopment projects including an $44m, $3.7 m in TIF on11 acre
riverfront site in the downtown that was blighted for over two decades.
• Addressed growth issues by evaluating annexation agreements to determine their impact on
future growth, by negotiating an agreement delineating future growth boundaries for Northfield
and its neighboring city of Dundas and by updating the water, wastewater and surface water
plans.
• Negotiated the transfer of property from the Northfield School District to the city for the
site of a future city swimming pool.
• Renegotiated leases with the school district and three non profit agencies, tenants of a
city owned building, that reduced the city's financial risk and assured tenants of affordable rents.
• Improved citywide transit services by contracting to provide service to St. Olaf and Carleton
October 15, 2006
Susan Hoyt
2217 Folwell Avenue
Falcon Heights, Minnesota
651.645.3849 (land) 651.472.1435 (cell) susanlhovt@comcast.n(3t
April. 2000 to September, 2002, Director of the Physical Development Division, Dakota
County, Minnesota
A rapidly growing suburban Twin City county of 380,000. Reported to the county administrator. .
Responsible for leading and managing one of four county divisions. Included the departments of
environmental management, parks, transportation, survey, GIS and planning. Staffed the county
board's Physical Development Committee of the Whole Served as the county liaison to the
Dakota County Community Development Agency and Dakota County Board of Soil and Water
Conservation. Oversight for an annual operating budget of over $20 million and an annual capital
budget of over $30 million, directly supervised eight employees including six department
managers with a staff of 200 full time equivalent employees (FTEs). Represented the county at
city and township meetings, at local organizations/boards, the Association of Minnesota Counties
and with state and federal legislators. A member of the county administrator's management team
where management policies and procedures, including performance measures, pay plan,
communication and emergency planning, were discussed. Tracked legislation on transportation,
environment and parks. Worked closely with county staff, consultants and local officials to
achieve results, which included the following major accomplishments:
• Developed a division wide vision and objectives with department managers that increased
interdepartmental communication and respect.
• Created more comprehensive staff reports on requests for action made to the county board.
• Established good working relationships with commissioners, the administrator, county
colleagues and with local elected officials and staff from the 20 cities and 13 townships in the
county through frequent email, telephone and face-to-face communication.
Provided strategic guidance on the public planning process for three controversial issues:
1) the Lebanon Hills's Regional Park land use plan and environmental center, 2) a future site for
an off leash dog park and 3) the creation of the Vermillion Water Management Organization.
• Negotiated road construction agreements between the county and cities and townships.
• Developed a process for prioritizing transportation projects based upon need and available
funding so the county, cities and townships could better plan for projects.
• Collaborated with the city of Lakeville and the Minnesota Department of Transportation to
reconstruct a 35W interchange to serve new commercial and residential growth in Lakeville.
• Designated the Cedar Avenue corridor for bus rapid transit.
• Received approval for the $20 million farmland and natural area preservation program
referendum that passed in 2002 and is now being implemented.
• Developed options for an east -west transportation corridor across southern Dakota County
• Completed the Hastings area water nitrate study and publicly reported the results.
March, 1991 to April, 2000, City Administrator, city of Falcon Heights, Minnesota
A Twin Cities suburb of 5,400. Reported to a five member city council with four appointed
commissions. Responsible for all operations with a nine member regular staff, thirty member
volunteer (paid by call) fire department and contracted personnel. Managed a $4 million budget.
Managed contracts for services including shared fire, police, water and snowplowing. Supported
the council in identifying and accomplishing its goals. Communicated the city council processes
and decisions to the staff, stakeholders, the community and the media. Anticipated, planned for
and managed city council initiatives and issues. Represented the city at local, regional and state
organizations and at the legislature. Worked closely with council, staff, consultants and citizens to
achieve results, which included the following major accomplishments:
• Managed a study of the consolidation of the cities of Roseville and Falcon Heights
• Provided a clear budgeting process, budget document and sound recommendations.
• Completed the comprehensive plan; reviewed private redevelopment/development proposals.
October 15, 2006
Susan Hoyt
2217 Folwell Avenue
Falcon Heights, Minnesota
651.645.3849 (land) 651.472.1435 (cell) susanlhovt@comcast.net
City Administrator, Falcon Heights, continued
• Negotiated contracts for police services based upon clear service standards and for St. Paul
Fire to provide an advanced life support (paramedic) first response to medical emergencies while
respecting local EMS providers' long time service.
• Representative to U of M Master Planning Committee
• Managed the development and implementation of a major streetscape improvement.
• Improved nearly 90% of the city's streets and several parks in a fiscally responsible way.
• Collaborated with St. Paul and U of M to find a suitable site to locate the U of M Women's
soccer stadium in Falcon Heights.
July, 1989 to March, 1991, City Planner, city of Falcon Heights, Minnesota
Reported to the city administrator; provided analyses, options and recommendations to a seven
member planning commission and five member city council. Managed the development of a new
comprehensive plan including the public process. Analyzed, recommended zoning code
amendments. Reviewed all planning requests. Staffed the planning commission.
1985 to 1989 At Home Mother; also, president/treasurer,St. Anthony Park Nursery School
1981 to 1983 Teaching Assistant, University of Wisconsin -Madison. Department of
Geography, taught environmental conservation class of 120 students.
1978 to 1981 Assistant City Planner, city of La Crosse. Wisconsin, dealt various planning
issues, developed and administered a housing rehabilitation program, responsible for application
for a federal Urban Development Action Grant for a hotel, convention center, office project.
1975 to 1978 Community Development Planner, city of Winona, Minnesota, managed the
community development block grant process, downtown historic and housing rehabilitation
1974 to 1975: Planning Intern, state of Wisconsin Planning Agency, worked on statewide
development policy, housing and infrastructure planning.
1972 to 1973: Community Liaison, Minneapolis Housing and Redevelopment Authority
worked with the Cedar Riverside neighborhood committee; attended Model Cities meetings.
EDUCATION
Graduate study in urban historical geography. 1981 to 1985, University of Wisconsin -Madison,
course work in Ph. D. program, no degree completed
M. S. Urban and Regional Planning.1975, University of Wisconsin -Madison, course work in land
economics, public finance, housing, community development, and economic development.
B. A., Art History, 1971, Carleton College, Northfield, Minnesota, liberal arts curricula
PROFESSIONAL AND SERVICE CLUB MEMBERSHIPS
• Northfield Chamber of Commerce, ex officio board, January 2006 to November, 2006
• League of Minnesota Cities fiscal futures policy committee,1991 to 2000, 2002 -2005
(LMC). President, 1999 to 2000; Vice President and Board Member from 1996 to 1998;
• Association of Metropolitan Municipalities (AMM). President, 1998 to 1999, Vice President
and Board Member, 1993 to 1998; Chair of Revenue Committee, 1994 to 1998
• Member, University of Minnesota Rosemount Advisory Committee, 2000 to 2002
• Association of Minnesota Counties, staff to Commissioner representing Dakota County
• Member, Metro Greenways Advisory Board, Department of Natural Resources, 1998 to 2000
• University of Minnesota Twin Cities Master Planning Advisory Committee, 1992 to 2000
• Metro Greenways Advisory Board Member, Minnesota DNR,1998 to 2000
• North Suburban Chamber of Commerce 1991 to 2000; Northfield Chamber Board, 2005
• Ramsey County Public Works Technical Advisory Committee, 1992 to 2000
• ICMA, MCMA, MAMA, 1991 to date
• Sensible Land Use Coalition, 1989 to date, Board Member, 2001 - 2002
• Rotary International, Northfield Rotary, 2002 through 2005; Roseville Rotary, 1991 to 2000
October 15, 2006
JAMES G. WILLIS
16511 - 26th Avenue North 651485-0700 (C)
Plymouth, Minnesota 55447-1803 763-559-3099 (H)
PROFILE
Chief Executive who has demonstrated effective leadership and direction in two growing
metropolitan communities. Extensive knowledge and understanding of administrative practices.
Developed and successfully implemented long-range capital improvement programs in both cities
to achieve community development objectives. Demonstrated strength in managing diverse
internal and external interests while executing community plans and achieving community
objectives. Guided fiscal planning and management to achieve solid financial position. Effective in
communicating and maintaining positive working relationships withthe City Council, employees,
community groups, and others.
PROFESSIONAL WORK HISTORY
1992-2006 City Administrator, City of Inver Grove Heights, Minnesota
1971-1992 City Manager, City of Plymouth, Minnesota
Inver Grove Heights is a growing suburb of St. Paul with a current population of approximately
33,000. Plymouth is a rapidly growing suburb of Minneapolis with an area of almost 36 square
miles. It grew from a population of 18,077 in 1970 to over 53,000 in 1992. Accountable to a 5-
member city council in both cities, the city manager/administrator is responsible for the
administration of all municipal operations and services.
Planned and organized a dedicated and cohesive management team accountable for
implementing city council goals and objectives.
Achieved a balance between meeting the service levels desired by the community while
remaining sensitive to costs and resulting property tax burdens on both citizens and
businesses.
Maintained a forward -looking vision to anticipate issues and problems rather than simply
reacting to problems or events.
Created risk management funds that accumulated in excess of $5 million through years of
risk management efforts, including active employee safety programs, acquisition and
replacement of appropriate equipment, and a self-insurance program with high deductibles.
Developed administrative and persorniel policies to adhere to applicable laws and
regulations and to promote the effective delivery of a full range of public services.
Developed and maintained effective working relationships with collective bargaining units.
FINANCIAL MANAGEMENT
Developed and executed all city and utility system budgets. This function involved
extensive review of operating and capital budgetary requests and projected revenues, and
continuous monitoring of revenues and expenditures.
Initiated program of planting and funding the future replacement of major capital assets
with the creation of internal service funds for motorized and office equipment, and city
facilities.
Planned and implemented a variety of service and utility charges adequate to meet long-
range systern capital requirements.
Established Tax Increment Financing Districts to achieve community development
objectives. TIF districts with bonded debt were designed to avoid potential cost to
taxpayers through developer -backed bonds and minimum assessment agreements.
Actively involved in developing a consolidated Dakota County wide 800MHz public safety
(police/fire/EMS) system that is scheduled to commence operations next year.
DEVELOPMENT AND GROWTH MANAGEMENT
Developed and implemented comprehensive capital improvement plans for a wide variety
of public infrastructure systems to meet community needs.
Initiated a long-range program to maintain and reconstruct streets involving the use of
bothgeneral revenues and special assessments.
Developed the orgarizational structure to effectively respond to the diverse interests
relating to growth-relatedissues.
COMMUNICATION
Established and maintained sound working relationships with the city council, employees,
community groups, and otherpolitical jurisdictions and agencies.
Implemented a weekly informational memo for city council, advisory committee chairs,
and staffto facilitate information sharing and trust building.
ELECTIVE OFFICE
Council member, City of Plymouth, 2005 to present
EDUCATION
Master of Public Administration: University of Michigan, Ann Arbor, Michigan
Bachelor of Arts: Simpson College, Indianola, Iowa
PROFESSIONAL AFFILIATIONS
International City Management Association — through 2005 when elected to public office
League of Minnesota Cities
Metropolitan Area Management Association