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Goal Setting Minutes - 1-18-20132013 City of Hopkins Goal Setting Day January 18, 2013 Attendance: Mike Mornson, Dale Specken, Mike Reynolds, Dave Johnson, Kersten Elverum, Christine Harkess, Steve Stadler, Jim Genellie, Kristi Halverson, Molly Cummings, Jason Gadd, Cheryl Youakim, Gene Maxwell Mayor Maxwell welcomed everyone and commented that looking back, 2012 was a successful year and looking ahead there will be a lot to do in 2013. Mayor Maxwell appreciated the staff for being honest, accountable and visionary. Mike Mornson gave an Overview of the day. The staff & Council shared their expectations of the day: • SWLRT • Mayon Plastics building • Sharing information • Property vacancies • Community partnerships and collaborations • Official time of trick or treating • Participate but don't dominate Review of the 2012 Goals Staff & Council shared their session goals and expectations: • Branding • Solid of who we are as a city and portraying that to the community • Refresh the marketing image Mr. Mornson reviewed the collective goals for the day. • Review of Mission Statement which has served the community well • Review of the Action steps and what was accomplished in 2012 • Review of development projects • Review of vision of Hopkins in the year 2025 • Review of strategic planning process Mr. Mornson remarked that today is where we want to set our vision: where you are now, where we are going, how we get there and what you'll do to accomplish it. Department Reports: Police Department • 2012 was a year of changes *Transition to Hennepin County dispatch went smoothly, thanks to work of Hopkins staff • New records management system — was not easy decision because another major change but is a proven system and has worked well with the benefit of improved crime mapping • Overview of personnel changes 11 • Overview of the development of city ordinances in regards to replica firearms and massage therapy license regulations • IACP Finalist Award for Community Policing — Operation Recess, Community Partnerships and Collaborations, Neighborhood Meeting • Looking Forward: o Increase school involvement — School District very supportive but issue is jurisdiction due to Minnetonka location of Junior & High schools but continuing to work with Minnetonka Police staff regarding this issue. Additional funding is needed and looking at possible school district funding/grants or reorganization within the department. o Community Involvement —Youth initiatives: Cop's -n -Kids fishing & shopping with possible partnership with Cargill. Exploring additional Social Media opportunities such as Twitter and Tip411 phone app for anonymous crime tips. New Crime Mapping software as part of the new records management system. o Branding of the department with a Department Video, Department photos coming out this spring and a Team Building/Strategic Planning Retreat on January 31, 2013. There was discussion regarding: • Need to review and adapt city ordinances. • Carry through of the success of Operation Recess to the upper grades. • Tip411 is a tool to deal with crime. Police do attempt to verify information before acting on a tip and false information/tips are not a huge concern because it does not happen that often. • There is an Emergency Management plan in place with the schools. • Congratulations on the success of Operation Recess. Finance Department • Received the Certificate of Achievement in Financial Reporting for 23rd consecutive year. • Received Distinguished Budget Award for the 2012 budget for the 11 th consecutive year. *Auditors have started 2012 audit. • Currently finishing the 2013 budget book. • Closing up the 2012 budget year and the preliminary 4t" quarter report will be presented at the next City Council meeting. • Gave an overview of Grants received for 2012 total $795,113 • Depot Coffee House update: o Phil Velo hired as Coffee Operations Manager. o Three Rivers has invested in Depot with new dishwasher & refrigerated self - serve cooler. o Received a financial donation for purchase of theater curtains. o Coffee operations net profits are supporting Youth Project. o Depot is receiving support from City, School, Joint Recreation and Three Rivers Park District to support the Youth Project. • Looking Ahead: 2 o Working on Financial Management Plan There was discussion regarding: • Fire Department would like to see the plans for placement of the Depot's new self -serve cooler. *Arts Center— plans to reduce deficit is an on going issue. Most art centers rely on a strong donor base that HCA currently does not have. The Financial Management plan will address some of these issues. • Long Term Capital Improvement plan for the Pavilion as the building ages. Important to plan and prioritize for aging building and possibly include them in a Park Referendum. Public Works • 2012 Street Improvement Project went well in Alice Smith Elementary School area. • Maetzold Field project was a good partnership with Hopkins Area Little League. A grand opening event is planned for this spring. • 2013 Street Improvement Project scheduled for the Presidential neighborhood — a large scope project. • Overview of the Valley Park playground upgrades. • Hopkins Activity Center HVAC upgrades. • Good progress on water meter upgrades. • Overview of Partnerships between the City and area organizations. • Overview of personnel changes and movement within the City. • Employees continue to stay engaged how to improve service to the city. • Requests for customer service are tracked. • Looking ahead: o Upcoming public meeting for 2013 street project & working with residents on private utility lines. o Planning/design of Blake Road Corridor improvements o Planning & Design for central business district- replace signs, pavers, plantings, clock tower plaza, refreshing and upgrades. o SWLRT continue to work with planners — an aggressive schedule. o Long Range planning for maintaining the facilities we have and being smart with what we have. o Investigating Solar energy project, grant dollars from CenterPoint Energy, that would install solar panels on various buildings for energy savings. o Completing water meter upgrades this year. o Continuing with public meetings regarding the relocation of the sewer lift station to Oakes Park. o Looking at possible changes to the yard waste and brush pickup program to a more efficient cost effective system. o Spring bulk drop off looking at location & schedule options. o Public Works to be more visible on social media. There was discussion regarding: 3 • Alice Smith Elementary expanding their parking lot — public works has not heard at this time. • Staff continues to meet with the SWLRT management team. Things will be moving fast and staff will continue to keep Council updated. • Exploring upgrades to landscaping at Maetzold Field. • Nine Mile Creek and Three Rivers Trail — work will be continue north bound to connect to the regional trail and Three Rivers Park District is looking for funds to continue the trail into Edina. Fire Department • Overview of call statistics to date — increase of 94 calls over last year mostly due to medical calls and don't see change in this trend due to aging population. • Overview of grants received. • It continues to be a challenge to get word out about household inspections. Working on converting the information into different languages and upgrading to electronic signage. • Waiting to hear on status of grant for breathing apparatus. • Safety camp for 100 3rd graders. • Looking ahead: o Continue to develop long term strategies and marketing plan for Fire Dept. o Emergency Management Plan discussion with staff and council o Fire prevention — establish a cooking hood cleaning and inspection program. o Narrow Band Siren system — the county zones where sirens go off and will work on educating the public about the system. o New fire truck is complete and being shipped. There was discussion regarding: • Hazmat funding goes toward training. • Feedback regarding home inspections is that the public is afraid that the Fire Dept. is looking for violations, which is not the case. Need to continue to educate the public on the program. • Safety Camp expansion includes possibly adding 2nd graders, days or open up program to all grades. • Hennepin County does not do cooking hood inspections. Hopkins -Minnetonka Recreation Services • Review of the mission statement. • Developed a revenue budgeting policy. • Implemented "Buddy" program for children wit special needs. • Expanded non -school day programs • Overview of Shady Oak Beach attendance and net profit. • Expanded Jr. leader program. • Increased resident use percentage to 45.8%. • Looking ahead: o Collaborate with communities and outside agencies to expand programming. o Increase offerings for 19 and under and 55 and over. o Online registration and marketing efficiencies There was discussion regarding: Adding programs to the preschool activities curriculum and that Minnetonka School District's approach about going after open enrollment students. Planning & Economic Development • Overview of SWLRT planning process. • Public engagement efforts at Cottageville Park • Marketplace & main construction complete — a showcase for the community. • Overview of community development projects and grant support • Launched Open to Business program and the recommendation is to keep the program going. • Overview of Think Hopkins projects— shop local is the 2013 campaign •Artstreet is a valuable project and just put the call out to artists for 2013. • Participated in Active Living Hennepin County and secured funding for bike/pedestrian plan. • Engaging Raspberry Renters is recommending Marketplace & Main for 2013. • Overview of completed projects at Dow Towers. • Looking ahead: o Overview of Shady Oak Road redevelopment. o Securing of grant funds for Cottageville Park and ARTery projects. o Blake Road Complete Street design & Cold Storage site o Dow Towers kitchen remodeling multi-year project. o Looking at the Resilient Communities Project with U of M There was discussion regarding: • Marketplace & Main retail vacancies. • Mayon Building tenant— Streets American Grill on the north end of building. • HCMC is still looking at options for a small clinic in the area. • Resilient Communities Project — Minnetonka getting excellent work out program. • Shady Oak Business relocation — working with businesses to keep them in Hopkins. • Meeting with Hennepin County regarding the Blake Station area. Community Services • Communication subscribers continue to grow and gave an overview of numbers of users of Connections, Facebook and Web streaming. • Update on community access cable with Comcast. The Peg access fees are dedicated for salaries or equipment. • Overview of permits issued by Inspections Dept. and personnel changes. • IT Dept. major projects involved Police Dept. dispatch and new records systern. • City Clerk Dept. election overview. 5 • Overview of special assessments processed by Assessing Dept. *Activity Center major renovations for heating and cooling system and personnel changes. • Looking Ahead o Meadowcreek Condo Association is utilizing their money for roof repairs. o City Clerk is examining City Fees. o Overview of outstanding union contracts. o Working on yearly report There was discussion regarding: • Facebook and the constant need to keep it updated with information, events and photos. Discussed the possibility of sharing Facebook responsibilities with other departments. • Large number of absentee voters demands a lot of staff time before election. WHAT DID WE ACCOMPLISH IN 2012? Staff & Council was asked to describe what was accomplished in 2012: 1. Partnering with other agencies 2. Nine Mile creek renovations 3. Positive news media 4. Street and Utility improvements program 5. Grants received and applied for 6. New dispatch 7. Funding for Depot and Three Rivers funding participation 8. Gallery Flats approval and sale of land 9. Webcasting 10. Buddy program for special needs kids 11. Personnel changes 12. Business forum 13. Public outreach with Cottageville 14. Image improvement 15. Mayon project 16. BP station 17.Approval of Cottageville Park master plan 18. Operation Recess 19. IACP Finalist Award for community policing 20.2012 bond sale 21. Open to Business program 22. Taking control of channel 16 programming 23. Operating profit Shady Oak Beach 24. Maetzold Field redevelopment 25. Develop new revenue formula for Recreation Dept 26. Activity Center HVAC project 27.4 new Artstreet installations 28. Restructuring of Fire Dept vehicles 29. New Police Records Management system 30. Fire Safety Camp 31. Very productive partnership between PW and PED 32. Water meter replacement 33. Community involvement with ARTery project 34. Beyond the Yellow Ribbon Project 35. Trail improvements 36. Reaching out to faith, service and business community 37. Redevelopment of Park Nicollet 38. Marketplace and Main 39. Environmental improvements at Landfill 40. Depot Coffee showing net profit 41. Valley Park improvements 42. Engaging Raspberry Renters at Creekwood Estates 43. Completion of inspection of all rental properties in Hopkins 44. Recreation fees funded Depot $15,000 45. Sell outs at HCA 46. Expanded Jr. Leader program 47. Increased resident user percentage 48. Think Hopkins successful year 49. Bike and pedestrian plan funding 50. Dow towers elevator grant 51. Looked out for Hopkins SWLRT project 52. Moved Shady Oak Rd to design 53. Lift station site 54. Alice Smith street project 55. Increased developer attention in Hopkins 56. Another effective year with Apt. manager Association 57. Created and expanded ordinances for Replica firearms and massage 58. Dept wide proactive planning 59. Sanitary sewer lining project and grant funding 60. FOG ordinance adoption 61. Coordinating multiple development projects 62. Continued strengthening of multi city multi agency projects 63. Young Americans Academy 64. Borysipal Students 65.2013 street project accelerated schedule Group Exercise: 7 Staff & Council asked to list: Strengths: • Community outreach and involvement with community • Committed to prudent infrastructure management • New luxury apartments with more amenities for younger renters •A lot of drive and ambition by staff and council • Financial stability • Incredible trail system • Diverse population • Location and access • Mobility • Open minded/think outside the box .Willing to partner • "Hopkinizing" • Relation with school district • Customer service oriented employees • Council and staff mutual support and respect • Transparency • Engaged residents • Historic authentic downtown • Multiple housing options • Park system • Community events • Progressive • Viewed as friendly • Grant capability • Proactive development • Supportive and engaged citizenry • Many development opportunities • Developer friendly city • Low utility rates • Street grid that make us walk able • Art center • History and valued past • Business community involvement • Communications • Quality city facilities • Strong service to community • Variety of city facilities & opportunities for all peoples • Employment base • Good transit • Ability to age in place • Joint recreation • Strong sense of community Mr. Morrison reviewed the strengths as listed in the comprehensive plan and staff & Council listed basically the same ones. Es3 Weaknesses: • Location • Lack of space for growth and development • Limited tax base • Limited staff • Lack of Funding for desired projects • Improve in technology • Lack of move up housing stock • Lack of downtown special service district • Empty storefronts • Lack of Marketing to people to move here • Traffic counts for businesses • Communicating and getting people to listen to what we are saying • Maintain downtown businesses • Decline in younger population • Downtown parking system • Self promotion weak • Political interest at times with partnerships •Aging housing stock •Transit circulating within city • Too many best kept secrets • Outdated apartments • Lack of investment in some properties • Business community not extremely organized • Linking Mainstreet to major travel routes • Variety of places to spend money in town • Community buy- in • Gateways into the city • Perception of areas in town • Viable grocery store Mr. Mornson reviewed the weaknesses as listed in the comprehensive plan and staff & Council listed basically the same ones. Opportunities: • SWLRT • School district partnership and collaborations • Cottageville Park • New immigrants • All key components in place • Cold Storage facility • Walk able • Developer interest • Positioning for aging population and new generations • Reach out to businesses and others to move in • Nine Mile creek regional trail I • Capitalize on greater exposure to draw people to come into city • Build out social media • Vacant property • Exploit 13th friendliest designation • New downtown population •Access to grant funding • Expansion of employment base • Good city services • Expand public engagement • Enthusiastic staff *8 th Avenue • Blake Road corridor • ARTery • Brand improvement • Opportunities to partner with Blake School • Cargill • St. Joe's Church and parking lot 96 th and Main e17 th and Main • Residents as messengers •Young families • Engaged Business community • East end • Landfill property •Ability to capitalize on biking community • Good candidates to Reinvesting in aging housing stock • SuperValu property • EbCo property • Long range financial plan Mr. Mornson reviewed the past list of opportunities and staff & Council hit on all past opportunities. Threats or Challenges or threats that can be/are challenges: • Funding *Affordable housing — balancing needs, perceptions and pressures • Diverse population • Image of school district/open enrollment • Lack of trust in government • Maintaining service levels with aging population • Overshadowed or out voiced by larger cities •Aging facility up -keep • Keeping up with technology • Constructing sidewalks • Engage our large rental population . • Community involvement at times • Staffing 10 e8 1h Avenue • Perception of Hopkins as having an aging population *Aging employees/retirements • Developing qualified people for city council • Continued communication with residents • How quickly social media can spread the word • Voices heard in regards to SWLRT • Parking downtown • Funding LRT project betterments • Jurisdictional issues between city and schools • Size of community • Negatives in regards to Shady Oak Rd project • Rising health insurance costs • Unfunded mandates • Convincing Business community • Fighting for money that is out there • Implementing organic recycling • Minnetonka School District "Mining" our kids • Trust issues with large cultural diversity • Keep think Hopkins fresh and website updated In 2007 staff/Council had only acknowledged seven threats/challenges. Small Group Discussion Name a characteristic of another city that we wish we could do or have in Hopkins, If any? Increase square mileage • Starter homes and larger lots • Larger commercial retail space/hotel • To be known as the best destination • Wish for larger tax base • Money • More diverse staff with expertise/larger staff • Community center • Lower % of multi family housing • Organized business community • Regional draw • Small shops/destination retail • Employment base/nice apartments/business/draw people in Name a characteristic that other cities wish they had that we currently have. •A real downtown • Walk ability • Confluence of regional trails 11 • Strong city staff and council support for community engagement • Strong labor management relationships • State of city presentation and popularity • Shady oak beach *Art center • Movie theatre • LRT possibilities • Friendly *Variety of quaint housing In order to maximize the value of the Light Rail Line that will go through our city, we need to do what? • Prioritize and target resources • Plan for improvements beyond the station areas • Market Hopkins as destination • More people downtown • More attractive place to live/maximize • Strong voice • Don't settle on development or vision • Erase negative perception of line *8 th Ave redevelopment • Keep Blake and 8th Ave station • Parking ramp on north side of Mainstreet • Get people off the train to Hopkins as a destination • Establish positive relationship with metro transit police •Attract maximum federal funding for our city • Maximize pedestrian/bike connectivity Review of Mission and Vision: No Changes made to the City of Hopkins Mission One change to the Vision statement: Add: People enjoy quality, sustainable public services, parks and housing. Set 2013 Goal and Beyond (See 2012 Goals and 2013 new goals side by side document for changes to Strategies and Action Steps.) Final Comments: What the staff & Council felt they accomplished at Goal Setting Day: • Interactive • Touch base with staff • Good Timing • Different perspectives in one room • Build on small group exercises • Work well together 12 • New Ideas • Celebrate successes • Energizing • Down to Earth, Informal, Enjoyable • Visionary, Accountable • Good Team • Questions got answered