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HomeMy WebLinkAbout2023.01.23 Packet - Goal Setting Workshop AGENDA City Council Goal Setting Workshop City Hall Council Chambers Monday, January 23, 2023 5:00 p.m. 1. Call to Order and Roll Call 2. Overview  Highlights of 2022  2023 Objectives 3. Selection of 2023 City Goals 4. Discussion on ARPA Funds (Covid Cash) 5. Direction to Staff 6. Adjournment TO: City Council FROM: Bryan Bear, City Administrator SUBJECT: 2023 Goals DATE: January 18, 2023 for the City Council workshop of January 23, 2023 BACKGROUND: Attached to this memo is a copy of the 2022 Goals approved by the City Council last year, as well as the 2023 goals that were discussed in recent weeks by the Parks Commission, Planning Commission, Economic Development Authority and Historical Commission. I’d encourage you to review this information as you prepare the City’s goals for 2023. As you know, staff uses the goals developed by the Commissions and City Council to direct our work priorities in addition to our daily work assignments. As you consider setting the City’s goals, below is a review of projects the staff anticipates spending time on in 2023 based on prior Council direction and upcoming topics: Infrastructure: Pavement management program. In 2016, the city re-evaluated the streets CIP program. Council decided to accelerate the program by dedicating additional funds. In 2017, with a recommendation from the Public Works Director, the council discontinued the city’s sealcoating program, and reallocated the previously dedicated levy to the streets CIP for mill and overlay projects. For 2019, staff updated the streets CIP by incorporating the new mill and overlay program. In 2020 Council re-prioritized the street reconstruction CIP priorities to consider coordinating with the Lion’s Park project. In 2022, reconstruction of streets in the downtown area was completed, 147th Street was extended, Finale was re-aligned, Oneka Parkway was completed, and a gavel street (121st Street) was paved. In 2022, The City again updated the CIP, and approved a project for the Birch Tree Ponds neighborhood to be complete in 2023. A new traffic signal will be installed at Oneka Parkway and CSAH 8. Road Construction projects in 2023 will focus primarily on new public roads and utilities to be constructed concurrent with private development. Notably, we expect a roundabout to be constructed at Hwy 61 and 159th Street, a construction project that will be funded by development, but led by the city. CITY OF HUGO MEMORANDUM Ditches. The Rice Creek Watershed District plans to finish a significant maintenance project along Judicial Ditch #3 this year. The ditch runs through multiple neighborhoods and work has been very noticeable. City staff is leading a project to complete the last major section of Judicial Ditch #2. The goal (weather permitting) is to complete all major ditch maintenance work in the City. Following that will be ongoing minor maintenance. City staff will be working with the Rice Creek Watershed District on an agreement concerning how to do this, who does it, and how the work is funded. Water: White Bear Lake Lawsuit. As has become normal, this topic will again be a major distraction in 2023. We expect activity both at the legislature and with the courts. The City has actions pending with an Administrative Law Judge concerning water appropriation permits. We are hopeful to work toward a mediated solution between all parties in 2023. Stormwater re-use. Last year, the City re-used over 70 million gallons of water through this program. Construction is ongoing on new several projects that will be privately managed by Homeowners Associations. Staff continues to seek outside funds and project ideas for other re- use projects. An effort this year will be to evaluate the successes and failures of these projects, with a hope to improve processes that lead to their construction, and also possible enhancements to existing projects. Water Conservation. Many of the measures the city has implemented for water conservation will likely be negatively impacted following the recent court rulings on the White Bear Lake issue. Staff has implemented several programs using grant and city funds that have resulted in substantial conservation of water and savings on water bills for hundreds of Hugo residents. We will continue to seek new ways to lead in this area. Regional water studies that impact Hugo continue to be developed and updated. Staff reviews this data, participates on many task forces and committees and is involved in regional discussions involving water use. Phil Klein remains as a member of MAWSAC. Fire Department: Administration. Council will consider whether to hire a full-time Fire Chief, and reorganize the staffing structure within the Fire Department. Once Council makes a decision, significant staff time will be spent implementing Council’s direction. Parks: Lion’s Volunteer Park and Peter Pedersen Pavilion. Some minor work on the new building, the playground area, and the turf establishment will continue this year, with the park being open for public uses, except for large events that depend on the establishment of quality turf. Staff is implementing a new program for reservation of community rooms. The Parks Commission would like to create a space within the park that allows opportunities for recognition of volunteers. Bernin Property. All building have now been demolished, and the Parks Commission would like to complete the Planning process and determine what improvements should be made to the property for passive public use. North Star Wetland Bank. Is a project behind the new elementary school that would involve creation of a wetland bank and addition of a trails network. Staff intends to proceed through the design and permitting process with possible construction in 2024. A major factor for consideration will be how to fund the construction. Following construction, substantial revenue is anticipated due to the sale of wetland credits. Trails and Neighborhood Parks. Improvements in these areas is always a priority for the Parks Commission, and several projects are identified in the 2023 Parks CIP. Planning efforts are expected for Clearwater Creek Preserve, along with continuing discussion of the Hardwood Creek Trail. Improvements should be noteworthy at Victor Square Park and the Hanifl shelter. Many important trail connections are also being addressed through our partnerships with the development community. Planning: Downtown Hugo. Staff is working with a developer to construct several buildings near Egg Lake. The DNR has objected to the City’s approval based on the current City Shoreland Ordinance and DNR rules. Staff anticipates spending significant time working with the developer and the DNR on this topic. The discussion could also lead to an overhaul of the City’s Shoreland Ordinance. Highway 61. In 2019, Council added a goal to begin discussions with MnDOT and Washington County to talk about eventual improvements and expansion of Hwy 61. Washington County has now initiated a visioning study for this corridor. City staff expects to spend considerable time in 2023 participating on this project, which will include substantial community engagement efforts. Apartments. Reacting to recent development approvals and new concept plans showing apartments, the Planning Commission adopted a goal to evaluate whether higher density residential development should be encouraged in more areas of the City. This is a significant question that could impact sections of the City’s zoning ordinances, and Comprehensive Plans. Discussion of High Density Residential projects has involved land guided for commercial or mixed-use. In those circumstances, it would be prudent to also review the mixed use areas, and commercial zoning district. City staff may seek help from consultants for this significant task. Single-Family regulations. With the market trend toward higher housing prices, and requests for smaller lots, the Planning Commission would like to consider whether the standards for single-family zoning should be changed. Solar Energy Systems. So far, the City’s solar ordinance has resulted in one solar facility being constructed on 165th Street with significant neighborhood opposition. Staff has informed the Planning Commission that we have had quite a bit of interest in recent months for new solar projects in Hugo. The Commission would like to evaluate the existing ordinance. Commercial and Industrial Design Guidelines. The City approved construction of 3 buildings near 130th and Fenway with architectural metal as an exterior finish. The approval required a variance, since metal is prohibited as a primary building material. The Planning Commission is expected to evaluate and recommend whether to allow alternatives such as this in our allowed construction standards. Development Review. While there are multiple development project that have been approved or are proceeding through the review process, staff is anticipating a slower year in construction and permitting activity in 2023 due to prevailing economic conditions. Administration: Deputy Clerk Position. A new position is in the 2023 Budget that is being called a “Deputy Clerk” for now. The City Hall team needs assistance in several administrative areas at this time. The City also has a need for improved coordination of City-wide communications, website management, and social media efforts. Staff intends to prepare a position profile and job description for hiring of this person. This effort could also involve a minor reorganization of responsibilities for other staff members. City website. The City’s website is out-of-date, and should be modernized. Funds are within the budget for updating it, and staff intends to work through the design process and launch a new website in 2023. Public works reorganization. Staff will discuss with Council in early 2023 a proposed implementation plan. We anticipate the Department reorganization will be complete by mid- year. Administrative Policies. There are a number of updates staff intends to evaluate in 2023 to the personnel policy. Staff also anticipates modifications to some human resources practices, and updates of policies related to remote work and tweaks to policies related to time-off. THC Edibles. The City’s moratorium will expire in late summer, and our program for administration of THC Edibles, and possible legalization of marijuana will need to be set in place by then. This spring, we expect significant legislative discussion and likely new laws on this topic. Hopkins School House. In early 2023, the Hopkins Schoolhouse Committee will ask the Council for approval to begin a process that would eventually lead to restoration of the school house. If approved, staff will be working with the Committee on an agreement and a framework to allow this work to proceed. Assessment Fees. In 2022, Council asked staff to review the assessment policy and related fees, which have not been changed for some time. If Council is still interested, staff will suggest a policy discussion at a workshop to discuss City assessments for road projects and whether the City should continue its policy with existing fees, or move in different direction. Economic Development. Specific efforts in 2023 will continue to focus on completion of strategies to encourage extension of infrastructure along 165th Street, collaboration on the new technology corridor and development within the downtown area. Technology. The staff continues implementation of a document imaging system. Much of this conversion to electronic files has been complete, which is improving the way that service is delivered. Staff has also gone live with new software that allows for acceptance of on-line building permit applications and payments. Staff is discussing a new plan review system and is preparing to scan all old commercial building plans. As a result, much of the transactional business that used to occur at the front counter, occurs on-line instead. New A/V equipment was recently installed within the Council Chambers, Oneka Room and Peter Pedersen Pavilion. The City is now capable of performing hybrid meetings, and has expanded the ways in which the public can view and participate in meetings. City Hall. Staff has begun to discuss minor updates to City Hall, which was constructed over 20 years ago. While the building still serves the public well, it is in need of some updates. The furniture in the lobby for example needs to be replaced. The chairs at the Council dais are getting pretty beat up. Several of the spaces within the building are no longer used for their original purposes, and could be repurposed. STAFF RECOMMENDATION: Staff recommends council use the information provided to discuss and prepare a list of goals for 2023. 2022 City Council Focus Goals •Evaluate water reuse projects and study their effectiveness on water conservation.  •Address impacts of the White Bear Lake Lawsuit Court Order •Continue to promote conservation practices through education and incentives •Be a leader in regional activities related to water resource management •Strive for City‐wide self‐reliance on water Conservation  Efforts •Work with developers of the Egg Lake property on Hwy 61 •Continue working on programs to encourage new businesses and expansions •Strengthen partnerships with Washington County, HBA, and marketing entities •Seek infrastructure improvements to promote economic development •Evaluate costs and benefits of street and utility improvements near 165th Street Economic  Development •Update shoreland, subdivision, and PUD sections of the code •Construct north City entrance sign •Review design guidelines for commercial and industrial development •Discuss area planning near 165th Street and Highway 61 Community  Development •Complete construction of new Public Works facility •Reconstruct Oneka Parkway •Complete ongoing maintenance activities on JD2 and JD3. •Participate in study of Hwy 61 expansion with MnDOT and Washington County Infrastructure •Complete construction of Lions Park •Develop plan for management of Lions Park Pavilion and other city facilities •Begin planning for Oneka Lake park property •Work with White Bear School District on extension of trails to new facility Parks  Projects •Evaluate staff needs of the Fire Department including a full time fire chief •Conduct regular evaluations of emergency services •Target recruitment efforts toward daytime firefighters •Evaluate staffing needs of the Washington County Sheriff's Department Public Safety •Evaluate organizational structure of the Public Works Department •Determine future of Hopkins Schoolhouse •Hire intern for administrative assistance/social media management •Revamp City website •Prepare plan for use of ARPA funds •Create policy for use of community rooms and security cameras Administration 2022 Ongoing Priorities •Continue to provide training and education opportunities •Continue firefighter recruitment and retention  •Continue internship program •Recruit qualified citizens for commissions •Provide adequate resources and technology •Monitor development activity and adjust staffing levels Maintain Quality  Staff •Hold joint workshops with each Commission/Board •Continue training new Commissioners and Council Members •Continue to promote leadership within the Commissions/Boards  Work   Collaboratively  with  Commissioners •Develop long‐term strategies for industrial development •Proceed with street reconstruction program •Share services with neighboring communities •Manage growth responsibly Build a Diverse  and Stable Tax   Base •Provide transparency by keeping up‐to‐date postings in newsletters,  website, and cable bulletin board •Maintain relationships with HBA, Senior's Club, Lions Club, American  Legion, Food Shelf, YRN, recreational and other civic organizations •Continue annual citywide bus tour •Expand social networking where possible •Continue open meetings with residents Continue  Community  Outreach Efforts •Keep apprised of legislative issues that impact budgeting •Remain involved in LMC and Metro Cities activities •Work with Greater MSP and other regional entities Maintain  Legislative  Relationships •Continue discussions with school districts, counties, watershed districts,  neighboring municipalities and other local and state agencies on regional  issues •Review police protection services annually Build and  Maintain  Regional  Partnerships 2023 Goals Economic Development Authority (EDA) •Stay informed of the Highway 61 Visioning Study with Washington County •Discuss and encourage small area planning in the area of 165th Street and Highway 61 •Evaluate commericaly zoned property in regards to uses, including residential. •Assist and encourage redevelopment and beautification of properties in downtown Development and Downtown Redevelopment •Continue low development costs •Continue business visits and the BR&E Program •Provide resource lists for business •Promote Washington County CDA grant and Open to Business Program Maintain a Business Friendly Environment •Continue memberships of economic development associations •Encourage businesses to identify themselves as being located in Hugo •Attend Technology Corridor (I35E) meetings •Continue to encourage and monitor infrastructure improvements to promote economic development Marketing / Promotion of the City •Continue partnering with local businesses and the HBA •Continue to partner with Washington County on its Economic Development Strategic Plan •Meet with property owners with property for sale to see if there is any way the City can help Partnerships 2023 Goals Planning Commission Approved by the Planning Commission at its Thursday, January 12, 2023 meeting. •Discuss zoning language and geographic considerations for high density residential apartment projects in the City •Evaluate and consider adoption of a mixed use zoning district •Evaluate and consider revisions to residenital zoning distirct regulations. •Evaluate the solar energy systems ordinance •Review and consider revisions to the Commercial and Industrial Design Guidleines related to new trends for building materials •Schedule regular Ordinance Review Committee (ORC) meetings Land Use and Design Topics •Monitor trends in planning and developments •Keep updated on land use related topics •Develop methods of communicating planning related issues to the public •Use the City's website to keep the public informed of projects completed and in development Training/Presentation Topics •Implementation of the 2040 Comprehensive Plan •Update ordinances/policies to be consistent with the Comprehensive Plan •Stay informed of the Highway 61 Vsioning Study •Discuss small area planning on 165th Street and Highway 61 2040 Comprehensive Plan 2023 Goals Parks, Recreation and Open Space Commission Approved by the Parks Commission at their January 18, 2023 meeting. •Address trail and greenway connectivity with new developments. •Finalize the North Star Trail Feasibility Study and pursue funding. •Pursue North Star Wetland Bank •Construct passive trails near Oneka Place and Hugo Meadows. •Support Washington County in completing the Hardwood Creek Regional Trail. Develop a network of multi-purpose TRAILS connecting neighborhoods to parks and open space •Provide for the changing recreation needs of our diverse population through partnerships •Seek partnerships with emphasis on the teens and youth to utilize park facilities. •Evaluate recreation programs and plan new events and programs Utilize facilities to provide active and passive RECREATION options for all Hugo residents •Continually inspect existing parks and trails and maintain and enhance as necessary. •Draft a park sign and landscaping replacement plan. •Make improvements to Victor Square hardscapes. •Make access and exterior improvements to the Hanifl Shelter. Manage and optimize all EXISTING PARKS AND TRAILS. •Finalize construction of Lions Volunteer Park. •Plan for construction of improvements to the Bernin properties. •Prepare constructions plans for Clearwater Creek Preserve trail improvements. •Evaluate recognition opportunities at Lions Volunteer Park. Expand COMMUNITY PARKS •Actively utilize the Comprehensive Plan as a planning tool. •Respond to resident input. •Review development applications with respect to the Parks, Trails, and Open Space Plan and Park Dedication Policy. Administer the Parks, Trails, and Open Space PLAN and POLICIES Capital Improvement Plan 2023-2027Parks, Recreation, and Open Space CommissionProject 2023 2024 2025 2026 2027Neighborhood Park Upgrades$90,000 $140,000 $40,000 $140,000 $140,000 Hanifl Fields, Victor Square Improvements Frog Hollow Playground Replacement Multiple Parks Oneka Lake Park Playground ReplacementOneka Lake Park Playground ReplacementTrail Improvements $60,000 $2,200,000 $100,000 $100,000 $100,000 North Star Trail PlanningNorth Star Trail Construction- Grant FundedTBD Trail Improvements TBD Trail Improvements TBD Trail ImprovementsIrish Avenue Park$20,000 $50,000 $50,000 Concept Planning Master Plan Schematic DesignClearwater Creek Preserve $15,000 $500,000 Construction Plans Construction of Phase 1Bernin Properties $25,000 $500,000 Feasibility Study and Const. Plans Costruction $190,000 $2,840,000 $660,000 $290,000 $290,000 Approved at the Parks Commission meeting of January 18, 2023 2023 Historical Commission Goals  1. Hire an Intern   Past Perfect   Accessions   Inventory  2. Reorganize Commission/delegate more jobs  3. Create new areas for storage‐more shelving  4. Chang locks on Oneka Room cabinet doors  5. Support the Hopkins Schoolhouse project  2023 City Council Focus Goals •Evaluate water reuse projects •Address impacts of the White Bear Lake Lawsuit Court Order •Continue to promote conservation practices through education and incentives •Be a leader in regional activities related to water resource management •Strive for City‐wide self‐reliance on water Conservation  Efforts •Work toward development of the Egg Lake property on Hwy 61 •Continue working on programs to encourage new businesses and expansions •Strengthen partnerships with Washington County, HBA, and marketing entities •Seek infrastructure improvements to promote economic development •Evaluate costs and benefits of street and utility improvements near 165th Street Economic  Development •Review policies on solar energy, apartments, mixed uses, and single‐family lots •Review Design Guidelines for commercial and industrial development •Discuss area planning near 165th Street and Highway 61 •Evaluate justification reports concerning development fees Community  Development •Evaluate and Update Assessment Policy •Reconstruct Birch Tree Ponds area streets •Complete ongoing maintenance activities on JD2 and JD3. •Participate in study of Hwy 61 expansion with MnDOT and Washington County Infrastructure •Work on planning and construction of Northstar Trails and wetland banking •Construct Clearwater Creek Preserve Phase 1 trails •Begin planning for Oneka Lake park/Bernin property •Plan recognition of volunteers/veterans in Lions Volunteer Park Parks  Projects •Evaluate staff needs of the Fire Department including a full time fire chief •Conduct regular evaluations of emergency services •Target recruitment efforts toward daytime firefighters •Evaluate staffing needs of the Washington County Sheriff's Department Public Safety •Evaluate organizational structure of the Public Works Department •Determine future of Hopkins Schoolhouse •Review communication strategy and revamp City website •Prepare plan for use of ARPA funds •Create city policy regarding use of THC and marijuanna as required by state law.  Administration 2023 Ongoing Priorities •Continue to provide training and education opportunities •Continue firefighter recruitment and retention  •Continue internship program •Recruit qualified citizens for commissions •Provide adequate resources and technology •Monitor development activity and adjust staffing levels Maintain Quality  Staff •Hold joint workshops with each Commission/Board •Continue training new Commissioners and Council Members •Continue to promote leadership within the Commissions/Boards  Work   Collaboratively  with  Commissioners •Develop long‐term strategies for industrial development •Proceed with street reconstruction program •Share services with neighboring communities •Manage growth responsibly Build a Diverse  and Stable Tax   Base •Provide transparency by keeping up‐to‐date postings in newsletters,  website, and cable bulletin board •Maintain relationships with HBA, Senior's Club, Lions Club, American  Legion, Food Shelf, YRN, recreational and other civic organizations •Continue annual citywide bus tour •Expand social networking where possible •Continue open meetings with residents Continue  Community  Outreach Efforts •Keep apprised of legislative issues that impact budgeting •Remain involved in LMC and Metro Cities activities •Work with Greater MSP and other regional entities Maintain  Legislative  Relationships •Continue discussions with school districts, counties, watershed districts,  neighboring municipalities and other local and state agencies on regional  issues •Review police protection services annually Build and  Maintain  Regional  Partnerships TO: City Council FROM: Bryan Bear, City Administrator SUBJECT: APRA Funds DATE: January 18, 2023 for the City Council workshop of January 23, 2023 BACKGROUND: Council has on several occasions, discussed use of these funds, but has not yet made a decision. The amount is $1,668,411.92. The city must obligate these funds before the end of 2024, and all funds must be spent by 2026. The city of Hugo has a low amount of funds to spend comparable to many other cities. For Hugo, most of the restrictions surrounding spending of these funds have been removed by the Treasury Department. ANALYSIS: Staff recommends this fund be spent on a non-recurring expense, such as a special project. We also recommend it be spent on a project that is not already within the City’s budget or CIP. Some topics that have been discussed include:  Paving of 165th Street between Elmcrest and Hwy 61. Current estimate is $1,100,000.  Paving of Elmcrest north of Heritage ponds to 170th Street. Estimate = $830,000, but half the road is in Lino Lakes  Construction of North Star Wetland Bank. Estimated cost = $1,000,000 for the wetland bank only, without trails  Hopkins School House. Estimated cost = $500,000 up to $1,000,000  Unidentified, unfunded infrastructure project. Cost varies  Unidentified, unfunded stormwater management project.  Recreation. Although our funds can presumably be spent on recreation projects, they will also receive the most criticism.  Something else. Some (larger) cities are using funds for workforce development, satisfying housing needs, etc. STAFF RECOMMENDATION: Staff will discuss more with Council at the workshop. The City does a good job planning for the financing of its infrastructure and other capital needs, however these funds could provide an additional infrastructure boost to a project the council finds important. CITY OF HUGO MEMORANDUM             The following items were distributed at  the Council meeting.