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HomeMy WebLinkAbout2017.01.17 CC Minutes - Goal Setting Workshop MINUTES FOR THE HUGO CITY COUNCIL GOAL SETTING WORKSHOP TUESDAY, JANUARY 17, 2017 6:30 P.M. Weidt called the meeting to order at 6:36 p.m. PRESENT: Haas (via Skype), Klein, Miron, Petryk, Weidt ABSENT: None STAFF PRESENT: City Administrator Bryan Bear, Public Works Director Scott Anderson, Finance Director Ron Otkin, Accounting Clerk Anna Wobse, Planner Rachel Juba, Community Development Assistant Rachel Leitz, and City Clerk Michele Lindau Goals for 2016 City Administrator Bryan Bear provided some background on past discussions regarding some budget items, and he reviewed the 2016 goals saying he feels progress has been made. Updates from Commissions Bear explained the major goal of the Planning Commission for 2017 and into the year 2018 will be the Comprehensive Plan update. A joint meeting will be scheduled for the end of February. The Parks Commission goals focus on trails, with the park on Irish Avenue and Lions Park being seen as equally important for development. The EDA goals focus mainly on helping spark the downtown area. The Historical Commission will continue doing what they are doing but are interesting in pursuing further discussion on the Hopkins Schoolhouse to make a decision on what the fate of the building should be. Long Range Goal Discussion Bear worked with staff to develop a list of many projects and items that are not a part of any financial plan, but meant to provide topics for consideration. A lot of what is done will be dependent on what level of service the City should provide. Buildings and Equipment: Bear explained that the Fire Department roof has been discussed in the past, and there is failing heating and cooling equipment to consider. It is not in the budget and we need to start preparing for building maintenance and create a fund for it. The Public Works Department will, at some time, need to be expanded. The Sheriff Department currently works out of the building, which has created more space needs for office and vehicles, and there is the question of whether the City should partner with the Washington County Sheriffs Department to share costs. Bear also posed the question of whether the City's community spaces were adequately serving the public. The City buildings need security upgrades and, with the elimination of paper files, there needs to be a way to display electronic data to the public at the front counter at City Hall. Another thing to consider was upgrades in technology for the Oneka Room and Council Chambers. There are equipment needs by the Fire Department and Public Works, and there has been a need in the past, and is expected in the future, for a passenger van. Recommendations by Bear for Council Hugo City Council Goal Setting Workshop Minutes for January 17,2017 Page 2 of 3 to consider were to establish a building maintenance and replacement fund, conduct a space needs study, consider technology upgrades now, and possibly purchase new tables for the Oneka Room at City Hall. Infrastructure, Parks, Amenities: Bear talked about infrastructure including parks and a new water tower. He said he felt it was important to not fall behind on trails and playground maintenance. Also to consider was paving gravel roads and constructing a garage for City vehicles. Bear recommend preparing for construction of the south water tower, and suggested using the Comprehensive Plan process to determine the community's wants. Staffing: Bear talked about the need for succession planning for retiring employees, possibly new divisions of the Public Works Department, and review of employee benefits. Staffing needs will be dependent on what the Council would like to accomplish. Other Projects and Activities: Updates to the Comprehensive Plan was going to be a top priority. Other things to consider were maintenance of stormwater ponds and reuse operations, water rate study, downtown redevelopment, and the next industrial park. The City could explore beautification efforts, plowing of sidewalks, expansion of compost options, single garbage haulers, fiber to City Hall, electronic business transactions, and determine the best way to communicate with residents in an ever changing technical environment. Bear recommendations included continuing with the Comprehensive Plan update and to think about ways the City communicates and conducts business. Council Discussion: Bear asked Council to consider the proper amount of service it wished to provide residents, and where the tax rate needed to be to accomplish that. He explained there may be additional revenue next year due to higher valuation on homes and new construction, so the pressure to increase the tax rate next year may not be there. Haas talked about resiliency, basing it on maintaining our independence and self-reliance. Some things to consider were water, computer access, and electricity needs. The City also relies heavily on the Public Works Department and could explore putting solar panels on the roof to help pay for things that need to be done. Petryk agreed solar panels for the Public Works building was a good idea to explore. She also thought the old schoolhouse could be a potential site for a new community theater if it was larger. Options needed to be evaluated. Klein talked about the maintenance of buildings and things that could be done such as LED lights, energy efficient windows, and maintaining the exteriors of City buildings. Hugo City Council Goal Setting Workshop Minutes for January 17,2017 Page 3 of 3 Public Works Director Scott Anderson explained where the City has replaced some lights with LEDs, and he talked about the energy audit conducted by Xcel Energy. City Administrator Bryan Bear suggested that exploring lighting options may be something a space needs study could look at. Miron said he liked the idea of trying to use the Comprehensive Plan to engage the community on some of these items. The overarching question is finding a funding mechanism to support these projects over the years. Weidt agreed that the City needs to maintain its assets, attract qualified staff, and find new ways to interact with residents. The City needs access to technology and to lead with forward thinking. Improvements to electronic transaction will relieve some staff time. Haas stated the he felt people are deluged in electronic communications. Residents seem pretty satisfied and the City may not want to lose sight of what works. Weidt talked about the Public Works Department's needs for equipment. He mentioned Withrow School and acknowledged that what happens to that building will be another discussion. He talked with Public Works Director on the plowing of sidewalks, switching street lights to LEDs, which is being done by Conexus and Xcel Energy. The water tower will come with new development. A City owned van would be convenient if it could replace one of the trucks. Weidt stated that all these things seem to be legitimate concerns, and we need to figure out their importance. Haas stated he would like to see the maintenance of infrastructure at the top of the list. Miron suggested creating a prioritized working list and begin discussions on sustainable programs to fund them. Klein said he felt it was important to expand conservation efforts, and Petryk agreed. Council asked that staff draft an updated list and consider scheduling another goal setting workshop. Petryk made motion, Miron seconded, to adjourn at 8:12 p.m. Respectfully Submitted, Michele Lindau City Clerk