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IV.1. Minutes of the January 13, 2017 City Council Goal Setting Session ProceedingsCity of Hopkins Goal Setting 2017 January 13, 2017 1 Attendance: City Staff: Planning and Development Director Kersten Elverum, Finance Director Christine Harkess, Police Chief Brent Johnson, Recreation Director Dave Johnson, Assistant City Manager Ari Lenz, City Manager Mike Mornson, 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 will have the opportunity to spend time together making a plan for 2017. Mayor Cummings commented on the importance that staff and Council are moving forward and on the same page. City Manager Mornson gave an overview of the day’s agenda, session goals and expectations. Mr. Mornson commented on the importance of relationship building and the opportunity to review who we are as a culture. Mr. Mornson discussed the professional articles included in the Goal Setting packet that provide a different perspective and creativity to look at issues. What did we accomplish in 2016?: Staff and Council Members listed off accomplishments of 2016. Mr. Mornson reviewed accomplishments from five years ago commenting that is good to realize all the great things staff and Council is doing in Hopkins. (See attached) Strength Finder Summary: Assistant City Manager Lenz gave an overview of the Strength Finders Profile and discussed the four common themes and personal strengths shared by staff and Council. Ms. Lenz commented that staff and Council could look to those with other talents and strengths in order to accomplish task and solve problems. Ms. Lenz explained that it is good to have different strengths; it creates balance in an organization. Department Updates: opportunities and challenges Steve Stadler - Public Works Accomplishments: • The Park Reinvestment Plan has given city parks a funding source and a new priority for improvement. • Burnes Park improvements have had good public outreach and input along with a challenging budget. • A successful 2016 street project and the upcoming 2017 street project has already attracted interest from contractors. The bid openings for Park Valley are on January 20. • Improvements and upgrades to the water treatment plant and water tanks. Opportunities: • The Blake Road project has had an engaged public input process and the preliminary layout has been approved. A Blake Road Community Advisory Committee will be established to guide design on the corridor improvements. Utility improvements and right of way acquisitions are next steps in the process. City of Hopkins Goal Setting 2017 January 13, 2017 2 • Artery on 8th Ave is in the process of final design review. There are a lot of components and maintenance issues to review due to the unique design. • Community solar gardens are near completion and the City will be able to begin to take advantage of cost savings through Excel Energy later in 2017. • The new Public Works Field Supervisor position will provide oversight and dedicated support for field crews. Public works strives to be more efficient especially with all the new projects requiring more maintenance. Christine Harkess - Finance Department Accomplishments • The online employee portal and time keeping program is operational increasing payroll efficiency. • Residents are taking advantage of the online utility billing system. • Staff has worked hard to balance the 2017 budget. Opportunities • A complete and great finance team has been hired. • New finance software upgrades are complete but the department is continuing to finalize details. • There are continued funding challenges for the CIP and ERP funds. Staff is working with other department staff and the financial advisor to meet future challenges. • Finance Director Harkess is retiring on June 30, 2017. Dale Specken - Fire Department Accomplishments • Full time duty crew. • Home visit program. • Fire Department has increased inspections to a one-year cycle. In 2017 the Fire Department anticipates inspecting the entire city. The full-time duty crew assists with the inspection process and snow emergencies. Opportunities • Recruitment and retention efforts are a challenge. The department is looking at developing a long term strategic plan including evaluating the Duty Crew and Fire Marshall positions. • Review of the Emergency Operations Plan. • Long term strategic plan to train current command staff to mentor upcoming staff. • Mental health and environmental safety training program and precautions needed for Fire Fighters because PTSD, lung and skin cancer are health issues concerns for Fire Fighters. • Overview of the 2016 fire call statistics. • There was discussion about the future of Fire Departments including combining resources to share costs and personnel. Dave Johnson - Hopkins-Minnetonka Recreation Services Accomplishments • Adaptive Recreation was brought in-house and has proved to be a positive change with improved customer service and cost savings. • Rolling Thunder program offers track and field opportunities for those with disabilities. City of Hopkins Goal Setting 2017 January 13, 2017 3 • Increased programming partnerships with fourteen organizations. • Dedicated aquatics program Opportunities • Increased youth special events: Kids Fest program will be on January 22 at Minnetonka Civic Center. • Improvements to Shady Oak Beach. • Expansion of Cottageville Park programming. Ari Lenz - Community Services Accomplishments • Staff reorganization at the Arts Center but not fully staffed to date. • Inspections Department had the largest year ever in 2016 and is anticipating a busy 2017. There was a change-over of two department positions. • Hired key staff including a new full-time Communications Coordinator. Opportunities • Compensation and Pay Equity Study will impact all full-time employees. Job descriptions and classifications will be updated. The goal is to have it completed before the 2018 budget process. Brent Johnson - Police Department Acc omplishments • Police Department Strategic Plan; what the department is currently doing and what should be revamped. • Restructured Police Department staff positions that should benefit the community through social interactions, efficiency and effectiveness. • Training opportunities in the area of mental health and crisis situations. Opportunities • Addition of an Officer to increase staffing levels that will improve service and officer safety. • Expanded Police Reserve program. • Race & Equity Initiative including involvement in community events and continued relationship building with schools and the faith community. Kersten Elverum - Planning & Economic Development Accomplishments • Mainstreet “Keeping it Real” committee was rewarding, effective, relationship building and fun. • SWLRT has been a staff intensive process to balance costs and projects. • Mainstreet Façade Program has been beneficial to Mainstreet. Staff is working on ways to establish funding to continue the program. Opportunities • Cold storage site will require a thoughtful development process. • Comprehensive Plan development process. • Looking at creative uses and strengthening of Mainstreet opportunities to the west. City of Hopkins Goal Setting 2017 January 13, 2017 4 Group Exercises Assistant City Manager Lenz and Recreation Director Johnson gave an overview of the role playing exercise called “The Party Game” an improvisational exercise that helps with decision making. 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. Review 2016 Opportunities Mr. Mornson reviewed the 2016 Opportunities. Staff and Council discussed the reason and value of listing opportunities. Mr. Mornson commented that the list was originally used internally to ensure that staff and Council are on the same page. Staff and Council broke off into groups to discuss 2017 opportunities and things that make the City of Hopkins unique. The “Game Changers” build on the reputation and unique opportunities in Hopkins that relate to the 2017 environment including being leaders in law enforcement and using the 8th Avenue Artery as an iconic marketing tool. There was discussion about organizational change, development, transitioning staff and engagement of new employees. The “Secret Sauce” is what makes Hopkins in a unique position. We need to look internal at a progressive leadership, collaborations, smart staff, risk taking opportunities, a new idea generation, community relationships as well as the existing built environment. We need to look at the community and analyze needs to see what we can capitalize on in 2017. Hopkins has developed a “recipe of success” and other communities strive to find out the how it was accomplished. Staff needs to continue to use the “recipe” to make the most impact in our community. There was discussion about the need to continue this conversation about future opportunities and how to communicate this to new employees on how to make a difference in the community. Hot Topics for 2017 The staff and Council Members discussed the Hot Topics for 2017: SWLRT: Affordable housing goals have been adopted by other cities and the City of Hopkins will be pushed in that direction. Staff and Council will need to be comfortable and further discussion will be needed. There was discussion about the Federal funding commitment and staff commented that there is no indication of funding concerns and the project should be moving forward. Ms. Elverum gave an update on the art committee and future funding. Racial Equity: There was discussion regarding staff training, engagement of diverse communities and development of stronger relationships. The Police Department continues to reach out to various apartment complexes and would be available to assist with distribution of the Comprehensive Plan survey. 125 years of the City: There was discussion about recognizing 125 years on the City website and Mainstreet banners. City of Hopkins Goal Setting 2017 January 13, 2017 5 Artery Project: There was discussion about assuring the unique elements along the Artery are well built and able to be maintained. The grand opening and ribbon cutting would possibly be scheduled for fall. Staff will discuss the possibility for a construction shut down during the Raspberry Festival or options to move scheduled Elks events to an alternative location. Other Topics City Manager Mornson thanked Finance Director Christine Harkess and Recreation Director Dave Johnson for their service to the City of Hopkins as they look ahead to retirement in 2017. Mayor Cummings commented that she is excited about 2017 and on the importance of continued communication to build a strong and respectful staff and Council with a shared vision to make Hopkins the best it can be. Other Business: The staff and Council commented: • Staff appreciates Council support of department initiatives, the opportunity to hire the best staff and to do their jobs and run their departments the best way possible. • The Goal Setting meeting sets a tone for the upcoming year and a chance for face-to-face communication between staff and Council. • The meeting reinforces that change is positive and that staff is working very hard for the City. • The meeting reminds everyone about all the things that have been accomplished, that a future plan is in place and reinforces the good staff and Council relationship. • Staff and Council enjoy the annual planning process and reinforcement that staff and Council does an amazing job and will continue to do what is best for the City. • Staff appreciates the trust and support of the Council as well as the chance to share input. • The Goal Setting meeting is a valuable session that assures alignment between staff and Council that will continue to make the City successful. It is a chance for staff and Council to get to know each other in an informal setting. • The meeting gives staff and council a chance to work as a team. • Staff appreciates the approachable Council. City Manager Mornson thanked everyone and commented that he appreciate what everyone does for the City of Hopkins. Goal Setting Meeting was adjourned at 3:36 pm. Respectfully submitted, Debbie Vold City of Hopkins Goal Setting Meeting January 13, 2017 What Did We Accomplish in 2016 1 1. Successful Street Construction 2. Big equipment purchases 3. Oxford Village broke ground 4. Cops N’ Kids shopping in Hopkins 5. Completion of Utility Rate Study 6. Built relationships with entire community 7. E-Poll books for first time 8. Funding for two new Police Department positions 9. Strategic Plan on 21st century policing recommendations 10. Updated the Financial Management Plan 11. Land swap with St. Louis Park and Minnetonka 12. Shady Oak Road open 13. Emergency Management tabletop 14. Water tower rehabilitation 15. Oakes and Valley Park upgrade 16. Mainstreet Façade Program 17. New Assistant City Manager 18. Record year in Inspections 19. Expanded Oakes Park programming 20. Net profits at Shady Oak Beach 21. Engaged hundreds of residents at Race & Equity event 22. New Park Board members 23. Water Treatment Plant upgrades 24. Enhanced audio in the Council Chambers 25. New Police Chief 26. Continued decrease in crime 27. New Finance software 28. The Moline 29. Arts Center debt reduction 30. Unique businesses on Mainstreet 31. Three full-time Fire Fighters 32. Final go ahead on SWLRT 33. Cottageville Park Pavilion 34. Electronic payroll 35. Expanded aquatics program 36. In-house adaptive recreation program 37. Recruited and hired great employees 38. Online utility billing 39. Public Works rehabilitation 40. More engaged civic organizations 41. New Police, Fire, and Public Works radios 42. Successful Santa for Seniors 43. Think Hopkins commercial 44. Blake Corridor redevelopment scenarios 45. First Coffee with a Cop 46. Second Finance Department reorganization City of Hopkins Goal Setting Meeting January 13, 2017 What Did We Accomplish in 2016 2 47. Summer Youth program 48. Employee engagement group 49. Successful Finance Department hire 50. Increased training standards 51. Four successful bond sales 52. Pollinator Safe City 53. Grant for History Center structural report 54. Maintained AA+ bond rating 55. Park Nicollet home and senior visits 56. More policy involvement in regional planning 57. Navigated through Legionnaires crisis 58. Cooling tower registry program 59. Depot ended year in the black 60. Reservation policy for Cottageville Park 61. Increase in youth soccer participation 62. Reorganization at the Arts Center 63. Two new Public Works positions 64. Added Little Libraries to parks 65. Life Saving Awards 66. Call for artists for the Artery 67. Street Cafes 68. GFOA Awards (2) 69. Restructure of Police Department 70. Mayor appointed to NLC Committee 71. Hopkins History Center new Executive Director 72. Merchandising expert helping Mainstreet businesses 73. Force science training 74. County funding for Blake Road 75. Dow Towers state grant for plumbing 76. Ground work for joint zoning with Minnetonka 77. Expanded Summerfest 78. Expanded Holiday in Hopkins 79. Open to Business & NDC 80. Moved Nachos to Mainstreet 81. Launched Comprehensive Plan engagement 82. “Buzz” about Hopkins from other communities 83. Tour de Trash MISSION Inspire. Educate. Involve. Communicate. VISION � Creating a spirit of community where... � a � People feel safe, a� �a res ect,��'" and ' ��celebrated. l � ������X �� Business growth �To. ..vtz :�e:�Y is supported � a vibranta�sr is maintained. '� C�/G��'l�'te �r� GOALS Preserve the Home Town Feel of Hopkins N W u W � N ' ��x,cr- � G--r�ate a ir�ese vibrant business community Promote and enhance city events Provide accessible � friendly� city services ���y u � n��,��� :�� �,,,�' Embrace and strengthen partnerships People enjoy'�a�ble� �j government services, />' � ���W� / � ���� � J , ( ��schools. 1 �'�� {c.d'_--� v � , �\ <, �� ,�e�.�..� b�C�"� Urban Design: °" '�ake It Do It Right To Them Improve walking and biking infrastructure in the city Practice environmental responsibility 70('!?1��j�' �`' ���d'°`�� 1lCr',� Pu t�v ��ea�h� ci,t� � e5 `�Cu,"'"`l �-- — -----___ � Enga in lightrairtransit � planning dtransir orienzed development �ary"�Q.v�+ � � , . �,9.n�'} Involve diverse populations Engage the rental community of Hopkins Inspire community and citizen engagement Preserve the Home Town Feel of Hopkins 5[rengchen image ofar[s wmmunity Promote shopping local Gootiiwe-ts pro ote the _ � C�peR-[aBusin p�''�g�s,� �e''s's ro ram cr."i\{'Yty1�.Q Eievelep wayfinding plan for communiry Urban Design: Do It Right Implement the sidewalk and trail master plan and parmer with o�her agencies to improve and update paths, trails and crossings in the community, supporting "Comple�e Streets" ini[iacives Explore local transportacion opportunities � Work with "Think Hopkins" on ore pedestria ike business recruitment effores overlay, rs ike friendly aty designaci , d explore bike share � Promoce city events large and opp unicies small (Raspberry Festival, Mainsaeet Days, Old Fashioned �j— Promot nual s and Holiday, �.,�-i�-�'r�c-?erx, etc.)5°''���� aaivities pport wellness in and have a city booth at even[s our � y when possible C�improve� service delivery [hrough e-commerce Promoce interactive park, trails, and facilities directory on website Centinae-eo grow parmerships wi�h: � Join[ Recrea�ion with Minnetonka >- Hennepin County �� Hopkins School Discricc ��� Watershed Districts - Met Council �- Three Rivers Park Dis[rict _� Surroundingcities �> Faith and community-based organizacions �� Ii7l � ��1 ,� , . r � '� ' �=�:.'i, s� .. . ' � ri �,�. �� GOALSETTING2016 � �� Develop a schedule for rezoning properties to the mixed-use zoning classification and begin implementation Take It To Them �� Promote cultural celebra[ions ��: 5cplore methods to involve Mul[icultural Advisory Commii[ee in wmmunity building �'�See� t diversity on boards and commissions Intentionally engage rental wmmunities Imp enc a pr am to provide information to n renters Encouragevolunieerb � ' and expand volunceer opporiuni[ies ngage res ��conduc[iaad community �-- Partner with Hennepin Counry and meenngs ac alternanve SWLRT cities �o ma�cimize benef� locations and r�cc-oi `sddticTi—mx ��j,q� �. Conduct resen[a 'ons with Ih,n�n�i2E' Cf�S��pt,G✓1 G��'xJ�' �� Work wi�h Minnetonka and Cc,l'�5� differen� g u throughout �� Hennepin Counry [o implemenc �}�I�Q �he comm on cirygoals .ji5�� 'stfategies for the Shady Oak LRT and ini �[ives wel I as Station SWL �� Work with all stakeholders to implement and build on recommendations of[he Blake Road Corridor plans ��� ���� � ���_�xplore and promo�e � sus�ainability�gra�-aR� � inieia�ives in ourcommuniry �� Refine Mainstree� design and � 4 fa4ade improvement program and secure�funding � a^9�`�"�' = Cros -depar�me oration in ] l� design o blic spaces bs �-�� Educaceehecommunity in che area ofemergency preparedness 6cpandYe wRibbon opportu tie to businesses �- Identifyoppottunitiesto engageaTt'fir�togrtize youth, -T businesses,`fiaich-based � organizations and s�Chools � � ,� �i,i�t-y`�.r u� � �-h P-Fv-�law �-,z;� y� m`� -0 � 54--�v��-r�-��`l�i�a-(� GC�i�I`� o �tc.^rro� � `, �`':. �l � G�-�--�-i �-�' �'3� �x` � Mission Statement • Inspire • Educate • Involve • Communicate � City of . o n� �� � r �`y" �� ,CG�-�-�"� nj`(� d �� \r�, .'7[�\ '-' U (�'.t, Cx�� `q�� t� � d���-�' � � � ��J� �� �� �� � � ,��-�'�'� � ����� � ���