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HomeMy WebLinkAboutWK June 13, 2001 ~CM:J~ -¡/3/Dl CITY of ANDOVER . Special City Council Workshop - Wednesday, June 13,2001 Call to Order-7:00 PM Discussion Items I. Strategic Planning Workshop Adjournment ~ Qo l.,ú1'L.:t:t;...n î-3-ol CITY of ANDOVER ANDOVER SPECIAL CITY COUNCIL WORKSHOP - JUNE 13,1001 STRATEGIC PLANNING SESSION MINUTES A Special Meeting of the Andover City Council was called to order by Mayor Mike Gamache on June 13,2001,7:02 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Councilmembers present: Don Jacobson, Mike Knight, Ken OrtteI, Julie Trude CounciJmembers absent: None Also present: Building Official, Dave Almgren City Clerk, Vicki Volk Fire Chief, Dan Winkel Finance Director, Jim Dickinson City Engineer, Scott Erickson Community Planning Director, Dave Carlberg City Administrator, John Erar Others AGENDA APPROVAL Add Item 6, Review Letter Regarding Conflicts ofInterest. Motion by Orttel, Seconded by Trude, the Agenda as written with the addition of Item 6, Review Letter Regarding Conflicts ofInterest. Motion carried unanimously. STRATEGIC PLANNING - REVIEW OF PREVIOUS PLANNING GOALS Mr. Erar reviewed the strategic planning workshop held on June 8, 2000 where a number of internal and external goals were identified plus value statements formulated. Tonight he asked that the Council affirm, revise or identifY additional issues. The Council then discussed the greatest challenges facing the City: Growth Management: I) Preserving the City's Open Spaces. Discussion noted this would include preserving, creating and maintaining the City's open spaces (environmental resources). The issues of wetland buffers and tree preservation can be incorporated into this goal. 2) Transportation Issues. Included in this category would be looking into bus service, park-and-ride facilities and other alternate means of transportation. The City should also look at developing a better connection between areas within the City and to areas outside of the City. Trails would also be included under this item. ,-_.-~ , Andover Special City Council Workshop - Strategic Planning Session Minutes - June 13, 2001 Page 2 (Strategic Planning - Review Of Previous Planning Goals, Continued) 3) Economic Development 4) Council added the item of Adequate Staffing. The goal would be to increase Staff to maintain the increasing physical inftastructure. The essence of growth management would also be to plan for when development in the City levels off or begins to cease. Mr. Erar explained the mechanism for this is through the budget process. He also noted the City's Comprehensive Plan shows it will continue to grow for the next 10 to 20 years at the rate of 300 to 400 homes per year. 5) Council added the item of Life Cycle Housing. City Services: I) Providing Adequate Law Enforcement 2) Balancing Services with Available Resources 3) The Recruitment and Retention of Firefighters 4) Council added Water Treatment 5) Council added The Maintenance of Aging Housing Stock. The idea is to prevent the deterioration of structures and neighborhoods in general. Organizational Issues: I) Maintaining Integrity with the Council. This would include improving communications between the City Council and Staff. It was agreed to change the wording to Improve Communication Between Staff and City Council. 2) The recruitment and retention of Firefighters. 3) Council added the item of Defming Roles/Relationships of City Commissions. Is there a better way to choose residents to serve on the Commissions? Is a proper charge being given to the Commissions? Goals and objectives should be defined for the Commissions. Possibly some training can be provided for the Chairpersons on running meetings and parliamentary procedures. Research the possibility of requiring Commission members to attend workshops regarding their role. Annual joint meetings with the Commissions can be held to evaluate the past year. 4) Council added the item to Provide Efficient and Effective City Services. This can also include sharing services with other cities, hiring consultants, etc. Mr. Erar explained the organizational management of the City presumes the professional management by the Administrator and Department Heads as a part of the budget. The budget that will be presented to the Council will be their fmal recommendation to implement the Council's policy objectives relative to providing the level of service desired. The document would be accepted as it is in its entirety as long as it meets the Council's policy objectives. The Council is the policy maker and it trusts the management will carry out those policies. If that doesn't happen, the Council holds the manager accountable. Councilmember Orttel noted this makes the budget more of a physical document as opposed to the financial document it has been in the past. Under this proposal, there is less and less hands on by the Council. He had some reservations because the Council is answerable to the public. Mr. Erar stated this does not minimize the responsibility the Staff has to the City Council. The Council sets the policy and still retains final approval in terms of budget approval, service levels, etc. Staff makes sure the Council is kept informed and is made aware of the progress. Staff is accountable to him, and he is accountable to the Council. Andover Special City Council Workshop - Strategic Planning Session Minutes - June 13, 2001 Page 3 (Strategic Planning - Review Of Previous Planning Goals, Continued) Planning: I) Developing a Long-Range Plan and Vision for the City. Includes the Comprehensive Plan plus other general planning. What does the Council want the City to look like when it is fully developed? Issues relating to the rural area need to be addressed. How is "rural" to be defined? How can more open spaces be retained? Planning also includes roads, housing, zoning and commercial. 2) Being able to finance City Projects. Develop Comprehensive Improvement Plan that includes keeping up to date on the physical plant facilities of the City. 3) Economic Development 4) Balancing Services with Available Resources 5) Council added the item Retention of the Commercial Base. Includes networking of local businesses. 6) Council added the item Long-Range Vision to Include Recreation. It was noted there appears to be an increasing demand for recreational services in the City. There will also be an issue of developing and maintaining community cohesiveness, especially because of the different high schools serving the City. Legislative Challenges (category added by the Council): I) Increase Contact with County and State Representatives and the School Boards. The City should be representing its constituents at the other levels of government. 2) Defme Council Legislative Goals. Council felt a need to increase contact with the Anoka County Commissioners. Mr. Erar stated Staff will go through these items and report back advising some practical items to respond to for the additional items. At some point an additional workshop will be needed to discuss implementation. STRA TEGIC PLANNING - PROGRESS REPORT The Council reviewed the status of the highest priority external and internal goals. External Goals: Goal #1, To Prudently Manage the City's Growth: Councilmember Trude was concerned with the procedure to preserve open spaces. Discussion was on the current policy, though it was felt that more comment should be made on the issues during the sketch plan phase. It was also felt that wetland issues should be handled by Staff, not by the Council, because of the technical aspect involved. Possibly the information on the Planned Unit Development at the sketch plan phase needs to be more detailed. Councilmember Orttel also noted that Coon Rapids has preplanned its open areas, so a developer coming in already knows where the streets will be, etc. He also leamed that the increased usable area before the wetland buffer zone that the Council had looked at creates some Andover Special City Council Workshop - Strategic Planning Session Minutes - June 13, 2001 Page 4 (Strategic Planning - Progress Report, Continued) real problems when developing. He understood that requirement could prevent the Kozlowski property from being developed, which would limit the future extension of the sewer line. Mr. Erar stated the recommendations from the Staff follow the policy established by the Council. If there is a question, he recommended the Councilmember call or come in to discuss it with Staff. Possibly the Council should meet once a year to go through the development policy to revise it if necessary. Goal #2, To Enhance Communication with the Public: It was suggested the focus be more on customer service. It was also suggested a subcommittee be formed to come up with ideas to promote better customer service and communication. Mayor Gamache and Councilmember Jacobson expressed interest in serving on the committee. Councilmember Trude felt the perception of the public is that Staff is making their presentations on behalf of the developer. Possibly the developers should be making their own presentations or some statement made to clarify that the Staff is not representing the developer. Mr. Erar stated Staff is not lobbying on behalf of the developer, but there are some issues that Staff needs to bring up for Council consideration. He again stressed the importance of contacting Staff on questions or issues prior to the Council meetings. Councilmember Orttel suggested Staff note this is what the City wants, or that they are recommending on behalf of the City. The Council encouraged Staff to continue with the neighborhood informational meetings when issues and/or projects come up. They felt that has been an excellent mode of communication for the residents. Goal #3, to Develop and Update the City's Capital Improvement Plan. Mr. Erar stated the Council should see the first draft of the Five-Year Capital Improvements Plan by October. All Departments are doing an excellent job in responding to that project. Goal #5, To Develop a Long-Term Transportation Plan: Mr. Erar stated they are looking at the process of developing a long-term transportation plan, which may include the use of a facilitator or professional consultants to develop an initial draft plan. Goal #6, To Effectively Balance the Services that the City Provides with Available Resources: Discussion was on the new budgeting model to be implemented in the development of the 2002 budget. Staff is moving forward at a reasonable pace to cost centered accounting practices. The services Staff is budgeting for are those the Council has said it wants. If there are new services, the Council would have to approve them. Internal Goals: Goal #1, The Need to Improve Communication Between the Council and Staff: The Council asked for better maps in their packets. The ones they have been receiving have been difficult to read. Some Councilmembers did not have large City maps. Staff stated those maps would be provided. Goal #2, The Need to Recruit, Retain and Develop High Quality Employees: Mr. Erar noted with the addition of a Human Resources Manager, the City will be in a better position to effectuate the changes needed res!llting ITom the growth of the City. Part of the overall budget process will be to Andover Special City Council Workshop - Strategic Planning Session Minutes - June 13, 2001 Page 5 (Strategic Planning - Progress Report, Continued) look at compensation and benefit packages to ensure competitiveness with similarly sized communities. Goal #3, The Need to Establish Rules that will Result in More Efficient Council Meetings: Mr. Erar stated with the Council's approval, he will move forward with some of the suggested format changes such as grouping agenda items. He will discuss these further with the Mayor. The Council agreed. Goal #4, The Need to Provide a Positive Work Environment for City Staff: Mr. Erar explained Department Directors are responsible for letting their people know when a job was well done. There is always room for improvement. Once the Human Resources Manager comes on board, there may be a more formal program for expressing appreciation and recognizing achievements. Councilmember Trude suggested cards be placed in the lobby to allow residents to write notes of thanks to employees. Goal #5, The Need to More Effectively Utilize the Resources of the City's Commissions and Advisory Committees: Mr. Erar noted that has been discussed quite a bit this evening. He emphasized the annual Council meetings with each Commission is an important tool in clarifYing expectations and keeping lines of communication open. Councilmember Jacobson suggested a meeting with each Commission in which there is no formal agenda to allow for questions and an exchange of how things are going. Mr. Erar stated that was done in two other cities where he worked and it was very helpful to talk about rules, responsibilities and expectations. Councilmember Knight liked the idea of training and educational opportunities for Commissioners, especially for the Planning and Zoning Commissioners. Mr. Erar thought that possibly some training should be a requirement. That could be considered in the 2002 budget. STRATEGIC PLANNING - REVIEW MISSION/VALUE STATEMENTS In reviewing the five options for a revised City Mission Statement, the majority of the Council voted for Option 5: "Our mission is to achieve excellence in providing public services to the residents of Andover and to do so in a fiscally responsible, customer-friendly manner." Because there was some concern with the wording of all options, Mr. Erar stated he will use Option 5 as the most desirable but will consider some change. In reviewing the value statements for the City, Mr. Erar suggested bringing them back in terms of the vision and values and to discuss the vision of the community. The Council recessed at 9:45; reconvened at 9:53 p.m. Andover Special City Council Workshop - Strategic Planning Session Minutes - June 13, 2001 Page 6 MANAGEMENT EXPECTATIONS City Personnel Committee - Mr. Erar asked if the Council feels there is a need to continue the City Personnel Committee. Councilmember Jacobson felt with the addition of a Human Resources Manager on Staff, much of the work done by the Personnel Committee will now be done by that person. In the past the Committee has reviewed applications and decided which ones should be interviewed. They have also looked at salary increases in the past. Mr. Erar noted salary increases are typically a part of the budget process. Councilmember Orttel was reluctant to put that much weight on the budget because of the implications. It makes the budget process extremely complicated. What happens if a line item is missed? Mr. Erar explained that along with the budget, the Council would be getting an executive summary Wghlighting all of the proposed changes in that budget and where the dollars come from and where they go. The budget items will be clearly identified. He asked that the Council see how this budget process goes. The guidelines adopted by the Council are the framework for developing the budget. The budget will follow those policies. The Council was concerned that decisions are made by Staff, but the residents come to the Council when there are concerns or questions. Mr. Erar stated the expectation is that there is a certain level of trust in terms of how he will administer the workings of the City. His management style is to provide cost effective, efficient, high-quality service. If it is not being done to the Council's satisfaction, he takes the responsibility. He will also keep the Council up to date on all matters, as he too does not want them to be blindsided on an issue. He stated he serves at the pleasure of the Council; and if those expectations are not being met, he is not doing his job. He also explained that if money were needed that has not been appropriated, it would be brought to the Council for approval along with recommended revenue sources. At the end of the year, the Council will see a reapportionment resolution of revenue and expenditures to match. The Council generally agreed with the proposed budget procedure with caution. They also felt that the Personnel Committee would no longer be needed because the Human Resources Manager will be handling most of the items. Question of the Council legislatively approving organizational policies - Mr. Erar stated both he and the City Attorney are recommending the Council not formally adopt personnel policies legislatively, but rather they should expect that appropriate policies will be promulgated by the Administrator per the City personnel policy. If policies involve a budgetary implication, those would generally be included in the annual budget process or be brought to the Council directly. By the Council adopting personnel policies legislatively, they are elevated to a more restrictive level of City law. Council generally agreed with the recommendation to eliminate the need to bring personnel policies to them for formal adoption with the understanding that the Administrator would make sure they are kept informed. City Personnel Policy Complaint Procedure - Mr. Erar stated Section 29 Sub (1) appears to be in direct conflict with the City ordinances relative to Council's involvement in employee complaint resolution. Organizational disciplinary matters are to be addressed through administrative processes, so the policy of the Council as the "court of last resort" is contrary to the ordinance. He suggested "_ .L___ , Andover Special City Council Workshop - Strategic Planning Session Minutes - June 13, 2001 Page 7 (Management Expectations, Continued) a more desirable procedure would be to refer the complaints to an arbitrator or administrative law judge for final resolution based upon the facts. The Council agreed. Mr. Erar stated he would bring an amended ordinance for Council approval making the change. Customer service protocol- Mr. Erar stated trainers will be brought in for customer service protocol. He complimented the Staff, stating they all have a lot of integrity and are trustworthy. It is a good work environment. Part of his work ethic is to come to work to work. He didn't think a lot of drastic changes are necessary, but some of the policies and practices need to be written and an organizational code of ethics adopted. It will then be posted on the web site. Mr. Erar asked for the Council's opinion on a four-hour team building session with the Brimeyer Group. The Council agreed, suggesting the specific date be discussed at the June 18 regular meeting. REVIEW LETTER REGARDING CONFLICTS OF INTEREST The Council reviewed the June 4, 2001, letter to Mr. Erar from Assistant City Attorney Barry Sullivan regarding a review of a possible conflict of interest. Attorney Sullivan advised that the Park and Recreation Commissioner in question does have a conflict of interest with respect to voting on the assignment and availability of playing fields among competing athletic associations. That Commission also quite properly abstained ITom voting on those issues, but Attorney Sullivan advised he should also abstain from participating in the discussion on those items or otherwise attempt to influence the Commission. Councilmember Orttel noted the perception of something being improper is just as important. When the Staff conflict of interest or code of conduct is drawn up, it should apply to everyone the same way to avoid the appearance of impropriety. He would not object if that code would also apply to the Council. Mr. Erar stated if it would apply to the Commissions, the Council would have to adopt it legislatively. He advocated the Council not adopt a local policy. It has the effect of unintentionally creating so many more mine fields that it creates a chilling effect for people interested in serving on the commissions. The State has already adopted policies on what they can and cannot do. The Council generally agreed with the attorney's assessment and suggested a copy of the letter be sent to the Park and Recreation Commissioners with a cover letter pointing out the attorney's comments that there is a conflict of interest but that it has been properly handled. In the future, the Commissioner should also abstain from participating in the discussion. Mr. Erar was also asked to check on the accuracy of the Association fees noted in the second paragraph of Page I of the letter. Motion by Jacobson, Seconded by Orttel, to adjourn. Motion carried unanimously. The meeting was adjourned at II :00 p.m. Respectfully submitted ~~ -------- "_ 0_ 4_ .--.-- ,