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City Council Agenda Packet 12-08-2014 SpecialSPECIALMEETING–MONTICELLOCITYCOUNCIL Monday,December8th,2014–5:15p.m. NorthMississippiRoom,MonticelloCommunityCenter To:MayorHerbstandMembersoftheCityCouncil From:JeffO’Neill,CityAdministrator Date:December4,2014 Re:CityAdministratorevaluationformandpreliminarygoallistingfor2015 AttachedyouwillfindaCityAdministratorevaluationformthatissomewhatsimilartoan evaluationformyouhavecompletedinthepast.Ithinkyouwillfindtheformmorestreamlined andeasiertocomplete. Alsoattachedisapreliminarylistingofprojectsthatareontheradarfor2015.Itismyhope thatinlatewinter,earlyspringtheorganization(Staff/Commissions/Council)willhaverefined thelistandestablishedprioritiesforactionin2015andbeyond. Thankyouforyourefforttocompletetheevaluationform.Ilookforwardtohearing suggestionsandideasofferedtohelpmebetterserveyouandthecitizensofMonticello! SeeyouonMonday. CityofMonticelloCityAdministratorreviewandgoalsettingworksheet–December8,2014 Gradeeachgeneralheadingusingthefollowingscaleandthanksforyourthoughtsastheyarise! 1–Poor2–Fair3–Good4-Excellent 1.ProvideoverallImpressionsoftheCityoperation:________ a.Servicesarebeingprovidedinasatisfactoryfashion. b.PerceptionofCityasbeingpositiveprogressiveandefficient. c.Customersareservedbyaresponsivestaff. d.Difficultissuesareaddressedadequately. e.Unnecessarycontroversyisnotprevalent. Thoughts: _____________________________________________________________________ _____________________________________________________________________ 2.Leadershiptraits:______________ a.Seeksself-understandingandinvitesopportunitiestolearnhowtobeabetterleader. b.Doesnotexploitorrevelinauthority–Operatesmoreasaservantleader. c.Attemptstofosteracultureofcooperationandcollaborationandemphasizesthatgainscomefrom workingtogether. d.Identifiesthingsthatcannotbechanged,hasflexibilityandcreativelyneededtoadjusttounmovable obstacles. e.Seeksaccurate,honestandtruthfulassessmentsofsituations. f.Strivestocreateanenvironmentwhereexcellenceandingenuityisrewarded. g.Strivestoachieveahighcodeofconductandmaintainahighdegreeofpersonalintegrity. h.Evaluatesinformationwithacriticaleye.Possessesahealthydegreeofskepticism. i.Motivatedanddrivenbyasenseofpurposemorethanfinancialreward. Thoughts: _____________________________________________________________________ _____________________________________________________________________ 3.ProfessionalSkillsandStatus:__________ a.Knowledgeableofcurrentdevelopmentaffectingthemanagementfield. b.Hascapacityforinnovation. c.Anticipatesproblemsanddevelopseffectiveapproachesforsolvingthem. d.Willingtotrynewideasproposedbycouncilmembersorstaff. Thoughts: _____________________________________________________________________ _____________________________________________________________________ 4.RelationswithCouncil:________ a.CarriesoutdirectivesofthecouncilasawholeratherthanthoseofanyoneCouncilmember. b.AssiststheCouncilinresolvingproblemsattheadministrativeleveltoavoidunnecessaryCouncilaction. c.AssiststheCouncilinestablishingpolicywhileacknowledgingtheultimateauthorityoftheCouncil. d.RespondstorequestsforinformationorassistancebytheCouncil e.InformstheCouncilofadministrativedevelopments. f.Receptivetoconstructivecriticismandadvice. g.Providesadequate,timelyinformationandprovidesfollow-uptorequests. h.ProvidesequalinformationtoallmembersoftheCityCouncil. i.AssiststheCityCounciltoaddresstheCity’sfuture. j.TheCityisdevelopingadequateplanstomeetfutureneeds. k.IsresponsivetoCityCouncil’sphonecallsoremails Thoughts: _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ 5.Reporting:____________ a.ProvidestheCouncilwithreportsconcerningmattersofimportancetothecity. b.Reportsareaccurateandcomprehensive. c.ReportsaregeneralproducedthroughowninitiativeratherthanwhenrequestedbyCouncil. d.Preparesasoundagendawhichpreventstrivial,administrativemattersfrombeingreviewedbytheCouncil. Thoughts: _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ 6.CitizenandIntergovernmentalRelations:_________ a.Accommodatescomplaintsfromcitizens. b.Dedicatedtothecommunityandtoitscitizens. c.Adequatelevelofinputisgainedfromcitizensorneighborhoodsontopicsofinterest. d.Skillfulwiththenewsmedia–avoidingpoliticalpositionsandpartisanship. e.WebsiteandSocialmediautilizationtoenhancecommunicationsisappropriate. f.Hasthecapacitytolistentoothersandtorecognizetheirinterests–workwellwithothers g.Willingtomeetwithmembersofthecommunityanddiscusstheirrealconcerns. h.Cooperateswithneighboringcommunities. i.Cooperateswiththecounty,stateandfederalgovernments. j.CooperateswiththegovernmentalunitswithintheCitysuchastheParksCommission,MCCandother advisoryboards. Thoughts: _____________________________________________________________________ _____________________________________________________________________ 7.Staffing/CityTeam:__________ a.Recruitsandworksatregainingcompetentpersonnelforcitypositions. b.Staffinglevelsareadequatetosupportdesiredservices. c.Awareofweakorinefficientadministrativepersonnelandworkstoimprovetheirperformance. d.Accuratelyinformedandconcernedaboutemployeeinsurance,fringebenefits,promotionsandpensions. e.Impartiallyadministersthepayequitysystem. f.ProvidesthenecessarysupporttotheCity’sstaffandvolunteers g.Citystaffoperatesasateam. h.Cityoperationstakeaninnovativeapproach. i.Departmentsanticipateproblemsandpreparesolutions. Thoughts: _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ 8.Supervision:__________ a.EncouragesDepartmentheadstomakedecisionswithintheirownjurisdictionswithoutCityAdministrator approval,yetmaintainsgeneralcontrolofadministrativeoperations b.Instillsconfidenceandinitiativeinsubordinatesandemphasizessupportratherthanrestrictivecontrolsfor theirprograms. c.Evaluatespersonnelperiodicallyandpointsoutstaffweaknessesandstrengthsappropriately. d.Supervisoryapproachisproperlytailoredtotheemployeesupervisedpeakperformance. e.Spreadtoothin?Isavailabletosupportindividualneedsofdepartmentsasneedsarise. Thoughts: _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ 9.DepartmentManagement –FollowingisalistingofDepartments.Toassistinmeetingtheneedsofthe community,pleasehelpbyprovidinganyfeedbackorcommentsyouwouldliketomakeregardingresponsiveness, efficiency,effectiveness,levelofservice,proactivity,orothermeasureofsatisfactionthatyoucaretomention: a.Finance b.Legalservices c.PlanningandCommunityDevelopment d.EconomicDevelopmentandRedevelopment e.BuildingDepartment f.Streets g.SewerandWater h.WasteWaterTreatment i.Parks j.MonticelloCommunityCenter k.Communications l.Personnel m.LiquorStore n.DMV o.AnimalControl p.FiberNet q.Police/Sheriff r.FireDepartment s.Transportation–MontiShuttle t.FiberNet Thoughts: _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ 10.Other:Describenoteworthyaccomplishmentsoftheorganizationthispastyear. _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ 11.Whatareaswouldyouliketoseeaddedfocusorimprovement?Whatideaswouldyouliketo offerthatwouldhelptheCityAdministratortoimproveintheseareas: _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ ____________________________________________________________________ #GeneralCategory Preliminarylistingofprojectsandintiativesfor2015-willbesubjectofstaffrefinementandCouncilprioritization-orderedbyGeneralCategory-not prioritized 1 Admin/Finance ParticipateinDepartmentofRevenueStudyofTaxingprotocolsforelectricgenerationfacilities 2 Admin/Finance ReviewpossiblededicationofproceedsfromTIFdecommissioning.. 3 Admin/Finance ContinuetoMarketJeffersonCommons 4 Admin/Finance FindadditionalusersforCellTower 5 Admin/Finance FireContractwithTownshipneedstobeestablishedsoonFW:questionrelatedtoFireDept 6 Admin/Finance GainunderstandingofCountyServicesrenderedtoCities-relatestotaxlevypaidtoCounty 7 Admin/Finance Needtoprepareinformationrequesttoevaluatecostofdecommissioning-howwillplansforthelandchangewithindefinitestorage? 8 Admin/Finance WrightCountyAssessingagreement--duetoexpireattheendofyear 9 Bertram Developmentoffacilitiesplanforathleticfields 11 Bertram Establishjointpowersagreementsgoverningoperationandfundingofparkfacilities 12 Bertram Seekfinancialparticipationinfielddevelopmentfromareabusinesses. 13 Bertram SignagedirectingpeopletoBertramChainofLakesneeded--possibleideas-notesfromAdvisoryCommitteemeeting 14 BuildingDept AnnualBuildingDepartmentReviewandestablishmentofprioritiesforcodeenforcment 15 BuildingDept CodeEnforcement-Update-StormShelter-Kjellbergbuildingviolationfollow-up 16 BuildingDept CodeEnforcementConductlightpatrol--bothCityandprivatelighting. 18 CityCouncil DeveloptechniqueorideasforimprovingsoundinCouncilChambers 19 CityCouncil NewCouncilMemberorientation 20 CityCouncil CityCouncil-DepartmentheadsmeetwithBoardsanddiscusspriorities 21 CityCouncil Completegoalsettingandprojectprioritization 22 CityCouncil ConsiderationofpurchaseIpadsorlap-topsinexchangefornotprintingCouncilpackets. 23 CityCouncil HireFacilitatorin2014? 24 CivilDefense IdentifyDisasterRelocationfacility 25 CivilDefense NonNuclearEmergencyresponsecoordinationandplanning-IncludingcomprehensiveNIMsTraining 26 CivilDefense Purchasecommunicationsequipmentvianuclearremediation 27 CivilDefense UpdateBuildingDepartmentCommunications-CivilDefenserelated.FederalCommunicationsrequirements-Narrowband 28 Clerk/records Provideplanforupdatingfilingsystemandprocesses 29 Clerk/records Considerendingthecominglingofresolutions 30 Communications Initiateneighborhoodinvolvementandcommunicationsprogram 31 Communications Digitalsignage--achieveitspotentialforlocalinformationdiseminationandadvertising 32 Communications RiverfestFloat-Nextyear-MCC/FNM 33 Communications CommunityDevel-MeetingwithTownshipin2015todiscussannexationagreement 34 Communications CommunityDevelopment-workwithXcelinaddress-Keepaffectedbusinessesinvolved 35 Communications Conductwebsiteaudit 36 Communications Enhancestaffbiosonwebsite 37 Communications EstablishdialoguewithSchoolDistrictandotheranchorinstitutionsinCity. #GeneralCategory Preliminarylistingofprojectsandintiativesfor2015-willbesubjectofstaffrefinementandCouncilprioritization-orderedbyGeneralCategory-not prioritized 38 Communications IntegrateCitycommunicationswithFiberNetpromotions 39 CommunityDev Establishprotocolforreviewingadherencetogradingplanatoccupancy... 40 CommunityDev Establishmentofnewsubstationandextensionoftransmissionlines 42 CommunityDev Planning-Establishnewdevelopmentblackdirtrequirment 43 CommunityDev Builder/Developerworkshopconducted 44 CommunityDev DevelopSignsdenotingsubjectsiteforapublichearing. 45 CommunityDev IdentifyLawfulnon-conformingitems--cityproperties 46 CommunityDev Stepuphousinginitiative-Bertramandotherhighamenityareas 47 CommunityDev WorkwithMississippiShoresonpurchaseofBondhuspropertyandestablishmentofawalkway 48 EconomicDev Block34acquisitionanddemolitionactivity 49 EDA ConsidersettingupataxlevyforEDA 50 EDA Initiativefundmeeting..goodidea 51 EDA MarketMatchingProgram/effectiveness 52 EDA Policyprovidingincentiveorlowcostbroadbandfornewbusinesses 53 EDA requireundergroundextensionoffeederline--whatisourlatitude 54 EDA Adoptspecificbudgetincludingspecificitems 55 EDA Developplanforopeninguplandforindustrial/commercialprospects 56 EDA DevelopRFP-twoyearsmarketingofBlock34 57 EDA Domoretoenhanceimagefromfreeway--entrancemonuments,signage,perhapselectronicBillboard 58 EDA EstablishseparatelevyauthorityfortheEDA? 59 EDA Fred'disposition-longterm 60 EDA Identifyopportunityforusingsurplusfundsforhousingdistrcit 61 EDA Industrialwebsite--GoldeShovelWebsitedevelopment 62 EDA RedevelopmentDemolitionandTimingrelativetoCSAH75/25 63 EDA Staffingforembraceddowntownsupport 64 EDA WhydoesCityownland-prepareaninformationalarticle? 65 Engineer/Data CompleteinternalauditofGIS 66 Engineer/Data GISprojectupdate 67 Engineer/Lights BridgeParkpathwayandlighting--separatequoteprocess 68 Engineer/lights Lighting-Completecomprehensivelightingandfinancingplan 69 Engineer/Lights Lightingprojectfor2015TBD 70 Engineer/Lights Lookatlightingalongthewestsidepathwy-possibleuseofelectricalsurchargemonies 71 Engineer/Plan Establishandofficialmapsupportingidentificationofinterchangelocation 72 Engineer/Plan ResearchCoalitiondesignandformation-Monticello/Becker/BigLake 73 Engineer/StandardsAnnualupdateofdesignstandards #GeneralCategory Preliminarylistingofprojectsandintiativesfor2015-willbesubjectofstaffrefinementandCouncilprioritization-orderedbyGeneralCategory-not prioritized 74 Engineer/StandardsFindTopsoilMineforDistributiontodevelopingareas--Woolston?Other? 75 Engineer/StandardsRightofwayrulesestablishement-formalizebyordinance. 76 Engineer/Trans FollowuponcalltoFarnsworth/Holkerformanagingparking 77 Engineer/Trans StreetLightstimingconcersandrequestforyellowflashingleftturnlights-CSAH18 78 Engineer/Trans 7thStreetandHighway25upgrade 79 Engineer/Trans BikeLanes-Considerationofstripingandsignage 80 Engineer/Trans Completionofinterchangestudy 81 Engineer/Trans Considerationof4waystopatCedarandDundas 83 Engineer/Trans FallonAvenuedesignandpropertyacquisition 84 Engineer/Trans Highway25upgrades-SouthMonti-IncludeMcDonaldssidewalk 85 Engineer/Trans Possibleforsidewalk/boardwalkalongpondonHighway25 86 Engineer/Trans RuralRoadreconstruction 87 Engineer/Trans SchoolBoulevardRepair-Millandoverlay 88 Engineer/Trans Seekstrategiesforconstuctingoff-gradepedestrianandbikecrossing-Highway25 89 Engineer/Trans MiscsidewalkGapsclosed 90 Engineer/Trans Transportation-Establishmentofformalcoalition-Highway25Corridor-I94toHighway10connection 91 Engineer/Trans WeneedtorespondtoCountynotcontribuing90K...TH25&CSAH75Intersection-CityofMonticello 92 Engineer/WW Considerationofestablishingphosphorusandloadingcharge- 93 Engineer/WW Requesttoplaceonhold--preparationofplansandspecificationsforphaseiiofWWTP 94 Engineer/trans PublicWorks-X-WalksalongBroadway--ideasandimplementtion 95 Facilities CityCouncilChambers--Acoustics---difficultiesincommunicationduetosoundsystem--fixit? 96 Facilities Expansionplanningorrelocation-PublicWorks,FireHall,DMV 97 Fiber C7toE7Conversion 98 Fiber CityofMonticellov.AT&TCorp. 99 Fiber Continuetodiscusspotentialforcolaborationwithothersystems-MuniAlliance 100 Fiber FacilitateApartmentutilization--Senioradoption 101 Fiber ResolutionofAT&Tlawsuit 102 Fiber Reviewstrategiesformakingconnectiontohomesattimeofconstruction.. 103 Fiber ServiceprovidedatLibrary 104 Fiber SubdivisionRegulationsrequiringconduitorotherconnection 106 Fiber UpgradeMinervaSystem 107 Fiber 10GigRingprojectcompletionandoperation 109 Fiber Conductcommunityforumtosupportprocessfordefiningfuturedirection 110 Fiber Considerestablishingasubscriberadvisorycommittee 111 Fiber ComarketingofFNM/ParagonServices #GeneralCategory Preliminarylistingofprojectsandintiativesfor2015-willbesubjectofstaffrefinementandCouncilprioritization-orderedbyGeneralCategory-not prioritized 112 Fiber Paragon-conductionsecurityvideodemo. 114 Fiber EstablishmentofBroadbandAlliance 115 Fiber Establishmentofmembershipprogram--Customersgetcashoffatestablishments-Establishmentsgetfreeadvertsing 116 Fiber EstablishmentofusersupportgroupforFibernNet. 117 Fiber HireGeneralManager 118 Fiber ImplementMarketingProgram-Systemperformancehasimproved,timetogetthewordout. 119 Fiber IRET-Contractdevelopment-Tripleplay 120 Fiber Makedeterminationregardingvideolongterm 121 Fiber Outsideplantdocumentationandinventory 122 Fiber SetwiringstandardsforMDU 123 Fiber SpeedTestPurchaseanddevelopment 124 FireDept FireAgreementswithSilverCreekandMonticelloTownships 125 FireDept FireDepartment-IdentifynewFireHalllocation 126 FireDept AssistwithGrantWritingprocessforFireEquipment 127 FireDept Donandersoninterimchief/FireChief 128 Intergovernmenal DefineallCostsAssociatedwithProtectingNuclearWaste-includingreductioninpotentiallanduse 129 Intergovernmenal InvolvementinRegional/Stateintiatives-CUC/NuclearMoratorium/Telecommunications/Transportation 130 Intergovernmenal ParticipateonI94Coalition 132 Intergovernmenal ConsiderationofvolunteeringforLMCpolicyCommittees 133 Intergovernmenal Continuetodiscussionregionalizatonofsanitarysewerservice-BigLake/Otsego 134 Intergovernmenal JointplanningsessionwithBiglake--transportationandutilitiessystemcooperation 135 Intergovernmenal LMCEducationalOptions-ConsideratonofLMCPolicyCommitteeParticipation 136 Intergovernmenal SignupforMCMACommittee 137 LiquorStore LiquorStore-SecondLiquorStoreIdea 138 MCC Developandpracticeescapeplanswithgoalofhavingreactionalmostinstinctual 139 MCC MeetwithKittyonaregularbasis 140 MCC NationalGuardPayback 141 MCC Annualadoptionofpolicies--MCC 142 MCC Considerationofauthorizingpurchaseofnewgymfloor 143 MCC Consolidationofrecreationservices/programming-City/CommunityEducation/Athleticorganizations 144 MCC MCC/NGcostrecoveryandGymFloorresolutioln 145 MCC MCC/Admin/Finance-15yearanniversarycongratulations 146 MCC Resolutionsupportingmissionstatement 147 Parks BurnoffMontiClubHillprop 149 Parks ConsiderationofjointefforttobuildmountainbikecourseonMontiClubHill #GeneralCategory Preliminarylistingofprojectsandintiativesfor2015-willbesubjectofstaffrefinementandCouncilprioritization-orderedbyGeneralCategory-not prioritized 150 Parks DevelopplanfordevelopmentofBetram--Purchase,Annexation,Design,Financing,Construction,operations 151 Parks Establishmentofnativegrasseswhereappropriate 152 Parks HuntersCrossingParkImprovementsCompleted 153 Parks OtterCreekParkParking 154 Personnel/Train EstablishstandardsofconductformembersofCouncil,AdvisoryCommitteesandstaff 155 Personnel/Train ClassBlicenseforoperators-discusswithPersonnelCommitte-determinelevelofagreementwithBobthatitisnotneeded 156 Personnel/Train Improveoverallcommitmenttotraining-professionaldevelopment 157 Personnel/Train PersonnelHandbook-DrugandAlcoholPolicy--neededinordertotestNONCDLemployees 158 Personnel/Train SetuprecognitionprogramforCommissionmembers-party. 159 Personnel/Train TransitionDeputyClerkHiringProcess 160 Personnel/Train TransitionPlanning-TomMoores 161 Personnel/Train TransitiontonewClerkatCathy'sretirement 162 Personnel/Train TransitiontoPTOfromcurrentsystem 163 Personnel/Train Considerhiringaplanningtech 166 Personnel/Train GenralStaffinglevels-CityCouncilreviewofdaytodayadministrativestaffingandconsiderworkloaddemands-alldepartment 167 Personnel/Train OfficeSpaceforAssistanceFinanceDirector 168 Personnel/Train StudyconsolidationofCityHall/PublicWorks-CustomerServiceContaces 169 Personnel/Train TransitionPlanning-EngineeringInspector 170 Personnel/Train TransitionPlanning-MatTheisen 171 Police SecurityCamera'sthecost/benefittoexpandthesystemtobereviewedinthe2014budgetprocess. 172 PublicWorks Lightingsavingsexplorations-Reductioninlighting? 173 PublicWorks Mailboxmaintenancepolicy-Clusterboxes-Cityorprivatemaintenance 174 PublicWorks Pinetreeatcemetery 175 PublicWorks Reviewstreetsignagewithaneyetowardremovalofsignsthatarenotnecessary 176 PublicWorks Considerationofuseofcontinuedcommuterlotfortruckparking? 177 PublicWorks Prairierestorationsomecityparksandstormwaterareas 178 PublicWorks ProjectlistingforDerrickatPublicWorks 179 PublicWorks StorageBuildingIdea-Sharedspacewithlocalnon-profits-Lions,Chamber/others 180 PublicWorks SuccessionPlanningForPublicWorks- AGENDA SPECIALMEETING–MONTICELLOCITYCOUNCIL Monday,December8,2014–6:15p.m. NorthMississippiRoom,MonticelloCommunityCenter Mayor:ClintHerbst CouncilMembers:LloydHilgart,TomPerrault,GlenPosusta,BrianStumpf Others:WayneOberg,JeffO’Neill,CityDepartmentHeads 1.CalltoOrder 2.PurposeofMeeting:FinalReviewofthe2015TaxLevy&Budget 3.Discussrecommendationfor2015taxlevyandpotentialbudgetrevisions PLEASEREFERENCEITEMS7BAND7CINYOURREGULARAGENDA PACKET 4.Adjournment