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IV.1. Minutes of the January 15, 2016 City Council Goal Setting Meeting City of Hopkins Goal Setting 2016 January 15, 2016 Attendance: City Staff: Planning and Development Director Kersten Elverum, Assistant City Manager Jim Genellie, Finance Director Christine Harkess, Recreation Director Dave Johnson, City Manager Mike Mornson, Police Chief Mike Reynolds, Fire Chief Dale Specken and Public Works Director Steve Stadler City Council Members: Katy Campbell, Molly Cummings, Jason Gadd, Kristi Halverson, Aaron Kuznia Mayor Cummings welcomed everyone as the Department Heads and Council Members spend time together looking back at 2015 and forward to what we want to do in 2016. Mayor Cummings commented that this is a good opportunity to have the Council Members and new Mayor ask questions of staff to become more informed. City Manager Mornson gave an overview of the day’s agenda, session goals and expectations. Mr. Mornson discussed who we are as a culture and the “Strategic Planning: Building a Roadmap to Success” article. Mr. Mornson discussed the reasons for the Goal Setting Meeting, quoting from the article “With strategic planning, they are building consensus about how to spend money; managing and completing long-overdue projects; communicating city priorities with citizens; and helping city officials think strategically about where their cities have been and where they are going.” and “At its most basic, strategic planning is an opportunity to talk about what’s most important to a city…” Staff discussed the thought for the day “My Goal for 2016 is to accomplish in 2015 which I should have done in 2014 because I made a promise in 2013 and planned in 2012!” Mr. Mornson commented that staff and Council Members should have fun and be engaging at today’s meeting. What did we accomplish in 2015? : Staff and Council Members listed off accomplishments of 2015. (See attached) Strength Finder Summary: Assistant City Manager Genellie gave an overview of the Strength Finders Profile. Between the Council Members and Department Heads, 27 of the 34 strengths are covered. Mr. Genellie gave an overview and examples of the top five strengths where the group had four or more strengths in common. The group discussed other examples in each category: 1.Harmony Three Department Heads and three City Council Members were in this category. Staff discussed Hopkins cooperative participation with other cities on the Southwest Light Rail Transit project. 2.Responsibility Staff and Councils discussed the commitment to the Financial Management Plan and community engagement. 3.Arranger (invention) Staff and Council discussed the need to look at options for the Shady Oak Road development and reevaluating the existing Special Events Policy. 4.Learner, be willing to experiment and be flexible Staff and Council discussed that the Street Café, Artstreet, Parklet and CDI process with the Blake School neighborhood are examples of the learning process. 5.Maximizer Staff and Council gave other examples such as The Artery, Shady Oak Station Area plan and OMF plan as above average projects. 1 City of Hopkins Goal Setting 2016 January 15, 2016 Mr. Mornson commented that relationship building makes a great team and that a City needs different perspectives to move forward. Department Updates: 3 Accomplishments from 2015 / 3 Opportunities for 2016 & Beyond Steve Stadler - Public Works Accomplishments: Mainstreet Rehab and Clocktower Plaza project Mr. Stadler commented that the replacement of the water main will benefit the future and the Clocktower was in need of refreshing. It is important to maintain the infrastructure. Cottageville Park improvements Mr. Stadler commented that it was a successful joint process to get to the finished product. Park System Reinvestment Plan The City will be able to reinvest and improve the park system with the Park Dedication Fee structure and Franchise Fees. Mr. Stadler will keep the City Council updated on the park plan at a future meeting. Opportunities: Burnes Park redevelopment Burnes Park is a well-used park. 2016 will be the public outreach and planning year with construction th beginning in 2017. Mr. Stadler will present the park concept at the February 9 Work Session. Pavilion and Central Park Planning Pavilion Staff will be looking at possible partnerships and recommendations to set the direction for improvements and upgrades for the ice refrigeration system. Mr. Stadler commented that staff is looking at replacement of the warming house at Central Park and upgrades to make the park more of a community wide draw in the winter. GIS project Staff is working on upgrading the City’s infrastructure into an electronic format to improve efficiency in the field. Christine Harkess - Finance Department Accomplishments: Reorganization of the Finance Department and replacement of two retired employees Ms. Harkess explained that the jobs were realigned so employees could work smarter and more efficiently for the overall success of the Finance Department. thth CAFR and Budget Awards received for the 25 (CAFR) and 14 (Budget) consecutive years. The staff incorporate suggestions for the next year. C2MB Website – connect to My Benefits Website Ms. Harkess commented that employees can connect to site for benefits and wellness information. Opportunities: New Finance Software Staff is in the process of learning the new software. Online Web Portal for utility billing customers Hopkins has a high participation rate in the autopay system. Staff will be sending out individual letters and working on ideas how to inform credit card customers on how to sign up for the autopay system. Online Employee Portal for timekeeping and employee maintenance. Ms. Harkess commented that the department has a lot of finance engagement with customers and employees. 2 City of Hopkins Goal Setting 2016 January 15, 2016 Dale Specken - Fire Department Accomplishments: Two full time duty crew positions The positions were hired internally and the crew will be working on the Hood Cleaning Inspection System as part of their duties. Implementation of new breathing apparatus The new breathing apparatus is an important part of the firefighting equipment. Firefighter Home visits with Park Nicollet Chief Specken reported that the department visited 60 residents discharged from the hospital in 2015. The program reduces hospital return visits and Park Nicollet is looking to expand to other cities. The Department is hoping for possible funding for the program through the Legislature. Opportunities: Work on recruitment and retention efforts Department staff is looking how to best recruit and retain firefighters. Hiring will begin in the spring 2016. Work with other departments on LRT efforts The Department is working with Metro Transit on safety efforts in regards to the SWLRT. Work on shaping the future of the Department. Staff is working on the long term plan for a leadership succession plan. Dave Johnson - Hopkins-Minnetonka Recreation Services Accomplishments: Recreation Services transitioned to a new software program in May of 2015 Mr. Johnson commented that LOGIS paid for the software program saving the cities $100,000. The Department just had to buy the hardware. The Department is evaluating online registration for residents’ vs non-residents. Shady Oak Beach expanded offerings in 2015 that proved to be profitable. Staff increased offerings of rental equipment with a financial benefit of $5000. Mr. Johnson will update the City Council on the expanded offerings at a future meeting. Program offerings for youth were again a focus in 2015. Opportunities: Improved adaptive recreation services. Mr. Johnson gave an update on a staff position created to assist with Special Needs programming & aquatics for improved customer service and outreach to diverse cultures and ages. Increased partnerships The Department continues to partner with the community to benefit the program. Dedicated aquatics programming Mike Reynolds - Police Department Accomplishments: Awarded the DWI Grant Chief Reynolds commented that Officers have done good job fulfilling requirements of the grant. Hopkins has the lowest DWI arrests of the DWI Grant awarded cities but maintains a mid to high stop ratio. Entered a collaborative steering committee agreement with Hopkins School District and Gethsemane Church concerning Community Race Discussions 3 City of Hopkins Goal Setting 2016 January 15, 2016 Chief Reynolds commented that having discussions surrounding race could only make for a healthier community. The Police Department Annual Retreat will focus on building trust in the community. Continued to grow our community policing and outreach efforts by implementing the school-based Big Brothers Big Sisters program in Eisenhower Elementary also partnered with Minnesota Youth Community (MNYC) concerning athletic leagues & arts The program is designed to develop community trust and a way to make connections with young people to consider law enforcement as a career. Opportunities: A serious look at increasing sworn officer staffing levels for the 2017 & 2018 budgets. Increasing the 2 officer minimum to 3. Chief Reynolds commented that outreach and community policing takes time outside of regular shifts and that the Department has the potential each day to only have 2 officers on duty. The Department does participate in mutual aid with neighboring agencies and the increase in development and transit will increase the Police Department work load. This will be a future planning discussion with the City Council after a comprehensive study. Implementation of Body Worn Cameras (BWC) Chief Reynolds discussed the need to move forward with BWC including staff time for data requests, as well as the need for data and camera support. The Police Department staff is continuing to investigate BWC implementation. Participation with the LMC Race & Equity Cohort Chief Reynolds discussed the importance of the havingconversations regarding race and bias. Jim Genellie - Community Services Accomplishments: Hopkins Center for the Arts (HCA) programming income (concert ticket and art sales) rose by 54% in 2015 over 2014 Mr. Genellie commented that the HCA income will continue to be a challenge in the future. All Union Contracts settled. Fiber optic cable installed during the Mainstreet Project to improve connections to the Activity Center & Dow Towers. Fiber optics will also serve the Historical Society once it moves to the Albert Pike Lodge. The fiber optics solved connection issue problems with the buildings. Opportunities: New Assistant City Manager Mr. Genellie commented that with new employees come new ideas and enthusiasm. Mr. Genellie commented that the final pay equity comparable worth report will be on the City Council agenda. The program is no longer being supported therefore the City will have to adopt a new program in the next three years. Mr. Genellie commented on the timeline for his successor. The job opening will be announced on January 26 with a new th Assistant City Manager hired to start April 4. New management structure at HCA A HCA staff person will be devoted to fundraising in order to reduce the debt going forward. 2016 elections -Use of E-Poll books at all precincts. The City Clerk is seeking new election judges to fill vacancies. 4 City of Hopkins Goal Setting 2016 January 15, 2016 Kersten Elverum - Planning & Economic Development Accomplishments: Shady Oak Station Development Plan Staff is working with the City of Minnetonka on the Shady Oak Station plan with a lot of work yet to be done. The Moline Ms. Elverum discussed the bike facilities that the builder will construct and Metro Transit will maintain. Plans are being finalized. The Artery Experiment Ms. Elverum commented that the event reached a diverse population with a lot of engagement by the public. Opportunities: Strategic plan for Economic Development leading into the Comprehensive Plan Update The updates will involve new ordinance changes that will be brought to Council for recommendations. The Artery final design The detail of the plan will be brought to Council. Cold Storage site redevelopment Group Exercises Fire Chief Specken and Finance Director Harkess introduced the “Working Together” group exercise: Each person selected two departments at random and had time to generate ideas how the City Departments could work together. Individual brain storming ideas included: Recreation & Fire Department  Train Recreation & HCA staff to become duty crew  Firefighters as life guards or HCA security Administration & Public Works  Administration support Public Works by knowing the day to day duties in order to answer questions from the public.  Cross train Public Works with Administration Public Works & Economic Development  Assuring that the Artery is walkable & drivable as well as securing businesses  Departments need to work together on the Cold Storage Development Recreation & Administration  Job shadowing  Administration doing presentation to youth regarding city services Police & Finance  Job shadowing  Finance to ride-a-long with the Chief to show financial needs Administration & Community Services  Public interface & technology solutions: “Ask Hopkins” Kiosk  More public education  Mobile technology for the Council  Crosstrain staff to help each other Public Works & Community Services 5 City of Hopkins Goal Setting 2016 January 15, 2016  New technology committee  How can technology be incorporated into The Artery  Computer embedded at facilities Police & Finance  Finance employees on ride-a-longs  Police attend accounting classes  Finance to dispatch calls & carry side arms (this idea was rejected) Recreation & Finance  Creative finance class  Grant writing  Team building for employees Fire & Finance  Share financial data  Statistics of quality services  Budget proposal down in flames, the Fire Department can put it out  Burning of old financial records  Implement financial plan for gallons of water used to fight a fire Fire & Police  Crime prevention tips at Park Nicollet Home Visits  New police officers share a position with Fire Department personnel The staff and Council then divided into three groups to select two departments to talk about and refine the possible ideas. Group 1: Public Works & Police  One day every 6 months the Public Works Director and Police Chief job shadow  Public Works attend the CAP meeting and Police Department attends the weekly Public Works staff meeting  Public Works softball team  Public Works keeps a look out for parking issues as they drive around town  Public Works employees as Police Reserves  Defibrillators in Public Works vehicles Group 2: Recreation & Community Services  Recreation offer classes on building codes  IT Department develop projection art on public buildings  Recreation software used to schedule permit reviews and inspections  IT Department supervision of Youth Video Game Competition  IT updates recreation facilities with internet, Wi-Fi, USB connections, etc. Group 3: Economic Development & Fire Department  Economic Development secure affordable housing for Fire Department personnel to alleviate staff shortage  Fire Department capture names of potential businesses when doing inspections  Practice controlled burns at redevelopment sites 6 City of Hopkins Goal Setting 2016 January 15, 2016 Review of Page One of Goals (Whole Group) Review of Back Page of Goals (Small Groups) The staff and Council Members reviewed the City of Hopkins Mission, Vision, Goals and Action Steps. See the attached changes as determined by majority of the group. (See attached) 2016 Opportunities Mr. Mornson reviewed the 2015 opportunities and staff & Council revised the list of opportunities for 2016. (See Attached) Top 3 Things to Accomplish in 2016 (Also attached as a separate document) The staff and Council Members discussed the Top 3 Things to Accomplish in 2016:  Request for Proposals (RFP) Cold Storage site  Completion of The Artery  All Software applications implemented  Successful transition to new Assistant City Manager  Great people to replace retiring employees  Investment in racial equity  Hopkins Historical Society moved into the Albert Pike Lodge  Food Truck/Street Café policy successful  Brand new person appointed to a Board or Commission and represent the multicultural population  Burnes Park final design  Work with Blake School on two lots on Harrison Avenue  Parking Ramp on east end  Successful completion of Shady Oak Road  Hopkins Village II project approved  Implementation of scheduling/payroll system  Additional Police and Fire Department staff  Blake Road corridor design and funding  Strategic Plan for Economic Development & policy on housing  Pavilion/Central Park Master Plan  SWLRT green light  Fire Department long-term plan  Hopkins Activity Center spatial reorganization  Recreation programs without borders  PPL project ground breaking  Body Worn Camera program  Pedi-Cab/circulator in service  Hopkins Center for the Arts successful program and fundraising year  More Firefighters  Technology implemented to engage residents 7 City of Hopkins Goal Setting 2016 January 15, 2016 Other Business: The staff and Council commented:  The Goal Setting meeting is worthwhile and recharges the staff and Council.  The meeting assures that staff and Council are focused and on same page.  Opportunity for staff and Council conversation.  A chance to explore new ideas.  A great opportunity to look at all the accomplishments in the last year and reaffirm the vision for the City.  Gives staff and Council an opportunity to maintain level of excellence yet stay fresh.  Relationship building for staff and Council.  Confirm the day to day accomplishments. City Manager Mornson commented that the staff & Council comments reinforce why goal setting is important to do each year. Council and staff continually need to work on and improve communication. Goal Setting Meeting was adjourned at 3:50 pm. 8