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HomeMy WebLinkAbout2017-06-21 & 22 CC Agenda Packet - Special Meetingi 1 1\la t ec 114E 1 IRTMELA CE OF MINNESOTA AGENDA CITY COUNCIL MEETING Armory Readiness Center, 350 Maryknoll Drive June 21 & 22, 2017 SPECIAL MEETING 8:30 A.M. TO 12:30 P.M. I. CALL TO ORDER II. ROLL CALL III. OTHER BUSINESS 1. Strategic Plan Workshop IV. ADJOURNMENT J illwater. THE BIRTHPLACE OF MINNESOTA How can the City of Stillwater MISSION STATEMENT To provide the community with a quality living environment, quality public services and facilities while protecting cultural, historical and natural resources through fair and open government, careful planning, effective management and efficient fiscal policy City of Stillwater Strategic Plan Summary 2015-2020 Develop Organization Excellence • Engage & Develop City Council • Maintain High Community Standards • Increase Organization Excellence Develop Our Community • Create an Economic Development Strategy and Promote Economic Development • Update Overall Downtown Chapter of City Comprehensive Plan • Review Events Strategy and Polices Sustain Strategic Planning and Implementation • Commit to Strategic Planning • Implement and Launch Capital Planning • Develop a Legislative Agenda Develop Organization Excellence Strategic Planning & Implementation Develop Community —> Implement State Performance Management Plan Create City Council Manual Update Council Code of Ethics Policy Create and fill Human Resources position —> Develop staff Performance Evaluation System Perform and Implement Class/Comp Analysis —> Create Community Communication Strategy and Branding Initiative Create Zoning Administrator position Value City Employees Create Economic Development Strategy Evaluate need for Economic Development Staff support Update Economic Development Chapter of City Comprehensive Plan Update Downtown Chapter of City Comprehensive Plan Complete City Park Plan for Community Review City Events Strategy and Update Event Policies —> Conduct regular Strategic Planning Sessions with Council and Staff Review Department Vision and Goals Develop and Implement Capital Improvement Plan (CIP) Accelerate 5 -year CIP to find priority needs within two (2) years -* Remodel Police Department and Upgrade City Hall Develop CIP Funding Plan within City's Debt Service Standards - Develop a Legislative Agenda 111Iwat� • i. •• 1.1 MI Wo kt ea 1 City of Stillwater 2020 Practical Strategic Vision Update - June 2017 Key Q = complete, ' = In progress GOAL I Develop Organizational Excellence Strategic Initiative: Engage & Develop City Council ACTION RESPONSIBLE PARTY _ TIMELINE IMPLEMENTATION 4111M OUTCOME/MEASURE STATUS Update Council Code of Ethics Policy City Administrator /City Clerk / Staff / City Attorney / City Council 4th Quarter 2015 Updated Council Code of Ethics adopted by City Council UW -RF program presented report - staff review underway. Create Council Member City Manual City Department Staff / City Council 1St Quarter 2016 Manual available as a resource of City operations for Council Members. UW -RF program presented report - staff review underway Develop tracking form for Council/Dept./ community contacts City Administrator / Staff /City Council 4th Quarter 2015 Tracking form available for use by Council/Departments by year end 2015. Action item deleted at May 2016 Council workshop. Strategic Initiative: Maintain High Community Standards ACTION RESPONSIBLE PARTY TIMELINE IMPLEMENTATION OUTCOME/MEASURE STATUS Develop program & service outcomes to measure performance; consider implementing State of Minnesota performance management Ian for Ci p ty City Administrator / Department Heads/ Council On going Departments establish perf. outcomes; results included in annual reports. State approves application for Performance Plan. (5/20/16 Council Work Session.) Ongoing - City wide annual report completed spring 2017. Q Create Zoning Administrator / Code Enforcement Officer position Community Development Director/City Administrator /City Council 2017 Budget Proposal; position funded in 2017 budget, fill position early in 2017. Land use regulation and violation enforcement issues resolved in more timely fashion. Position Created 2016 Filled position January 2017. Strategic Initiative: Increase Organizational Excellence ACTION RESPONSIBLE PARTY TIMELINE IMPLEMENTATION OUTCOME/MEASURE STATUS ® Create and fill Human Resources position City Administrator / City Council 2016 Budget proposal; fill position by April 1, 2016 HR position filled Complete - April 2016 Develop staff performance evaluation system and conduct regular performance evaluations City Administrator / HR Manager / City Clerk November 2015 - July 2016 Performance evaluation system implemented; annual evaluations being conducted Initiated in 2016; electronic system launch 2017. Complete and implement compensation/classificatio n analysis for city staff City Administrator / HR Manager / City Council 2016 Budget proposal; complete analysis by June 1, 2016 Compensation/classification results implemented as part of 2017 labor negotiations Results accepted by City Council Feb 2017. Labor negotiations underway. Value City employees - create professional development opportunities, succession planning, employee orientation programs City Administrator / HR Manager / Dept. Heads/ Proposals to be included in annual budget requests Employees motivated to seek professional development and advancement opportunities; provide higher quality customer service Underway; revised recruitment process, orientation/on- boarding process. Offered staff training programs. Strategic Initiative: Develop and Enhance Messaging (also for Strategic Goal II.) ACTION RESPONSIBLE PARTY TIMELINE IMPLEMENTATION STATUS OUTCOME/MEASURE Create a Community communication strategy IT Manager. / City Clerk / City Administrator / City Council 4th Quarter 2015 - 2nd Quarter 2016 Approve clear communication strategy; identify city spokesperson as necessary; implement updated City website New City Website. June 2016; website & social media in use. Develop City Branding Policy Initiative City Administrator / City Clerk/ City Council 4th Quarter 2015 - 2nd Quarter 2016 Adoption of a City branding policy and standards Discussion GOAL II Develop Our Community Strategic Initiative: Promote Economic Development and Create Plan ACTION RESPONSIBLE PARTY TIMELINE IMPLEMENTATION OUTCOME/MEASURE STATUS Develop Economic Development Strategy City Administrator / Com. Development Director/City Attorney/City Council 4th Quarter 2015 - 2nd Quarter 2017 Council conducts Economic Development work session; develop and adopts strategy 5/20/16Work Session - *Ordinance amend. for review of use change in downtown structures adopted. *Short term rental ordinance adopted. *Concept plan completed for Aiple property; land transfer from county by 7/1/17 Draft of DT Market analysis completed for DT Plan Update. Update Economic Development Chapter of City Comprehensive Plan Community Development Director - City Council 2017-2018 - (part of City Comprehensive Plan Update) Approval by Met Council 2018- 2019 Activity to begin in 2017. C Evaluate Economic Development staffing requirements City Administrator/Commu nity Development Director 2016 Review staffing needs as part of strategy review. Initiate recommendations with available funds in 2016. Collaboration with County Econ. Develop. Director. No new staff. Strategic Initiative: Update Overall Downtown Plans ACTION him RESPONSIBLE PARTY TIMELINE IMPLEMENTATION OUTCOME/MEASURE STATUS Develop and Update Downtown Chapter in City Comprehensive Plan Community Development Director / City Council 4th Quarter 2015 - 4th Quarter 2016 Updated Downtown Chapter in City Comp Plan approved by Met Council in 2017 Advisory Committee work complete. Draft complete June 2017. Complete Overall City Park Plan for Downtown and the community City Planner / PW Sup / Parks Commission / City Council 2016-2017 Inclusion in City Comprehensive Plan update approval by Met Council in 2018/2019 Activity to begin in 2017. Strategic Initiative: Redefine Events Strategy and Policy CTION RESPONSIBLE PARTY IMELIN ' IMPLEMENTATION OUTCOME/MEASU ' TATUS Review Stillwater Events Strategy City Administrator & Community Development Staff / City Council / Public Works Supt./Parks Secretary 4th Quarter 2015 - 1St Quarter 2016 Council approves Stillwater Events Strategy Review strategies in conjunction with policy updates noted below Review and Update Special Events Policies and Programs Consistent with Events Strategy City Administrator & Community Development / City Council/ Parks Secretary 1St Quarter 2016 - 3rd Quarter 2016 Updated Special Events policies and programs approved by Council; changes effective for 2017. Draft policy updates reviewed by Parks & Recreation Commission in January, April and May, 2017. Final draft document to Council late summer 2017. GOAL III Sustain Strategic Planning & Implementation Strategic Initiative: Commit to Strategic Planning ACTION RESPONSIBLE PARTY TIMELINE IMPLEMENTATION OUTCOME/MEASURE STATUS Conduct regular strategic planning meetings with Council and Staff City Administrator / City Council Conduct strategic planning work sessions every six months (spring and fall) Update status and results of strategic initiatives Biannual reviews (May & November) with City Council being conducted. Review Department vision and goals Department Managers Oct. 2015 - March 2016 Dept. vision and goals are aligned with City Strategic Plan Elements Underway. Make tough decisions Staff and City Council Immediate Consistent application of policies and procedures Ongoing. Strategic Initiative: Commit to/ Implement and Launch Capital Planning ACTION RESPONSIBLE PARTY TIMELINE IMPLEMENTATION OUTCOME/MEASURE STATUS QQ Develop and Implement realistic and functional Capital Improvement Plan (CIP) Department Heads / Finance Director / City Administrator / City Council Complete 2016- 2020 CIP by January 2016. Annual CIP update by August 1. City Council approves CIP consistent with City Strategic Plan and City Comp. Plan Completed and Ongoing. QQ Accelerate 5 -year CIP to fund priority needs within 2 years Dept. Heads / Finance Director/ City Administrator / City Council 2016 & 2017 Budget Process City Council included Capital Improvement budget as part of 2016 and 2017 annual budget approval. Completed and will continue for 2018. Remodel Police Department and Upgrade City Hall Police Chief / Community Dev. Dir. / City Adm./ Finance Director / City Council Phase 1- 2016 Phase 2 - 2017 City Council approval of Phase 1 & 2, construction completed on budget & schedule, PD operates from remodeled space. Construction for Phase 1 complete. Phase 2 underway; substantial completion anticipated October 2017. QQ Develop a CIP funding plan that fits with current debt service standards City Administrator / Finance Director / City Council Annual Budget Proposals Annual and long term City CIP funding plan comports with state, city and financial consultant debt service policies and practices 2016 & 2017 completed. 2018 CIP and op budget processes underway. Capital carryover requests to be minimized in 2018. Strategic Initiative: Develop a Legislative Agenda CTION ': SPONSIBLE PARTY TIMELIN IMPLEMENTATION OUTCOME MEASURE __ STATUS i ® Develop a Legislative Agenda Dept. Heads / City Administrator / City Council December 2015 - February 2016 Identify legislative issues, meet and share issue positions with State elected officials Completed for 2015-16 and 2016-17 legis. cycle. Complete review process and share with legislators by November 2017 for 2017-18 legis. cycle.