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B City Manager's Work Plan7700 Market Boulevard PO Box 147 Chanhass~n. MN 55317 Administration Phone: 952.227.1100 Fax:. 952.227.1110 Building Inspections Phone: 952.227.1180 Fax:. 952.227.1190 Engineering Phone: 952.227.1160 Fax: 952.227.1170 Finance Phone: 952.227.1140 Fax: 952.227.1110 Perk & Recreation Phone: 952.227.1120 Fax: 952.227.1110 Recreation Center 2310 Coulter Boulevard Phone: 952.227.1400 Fax: 952227.1404 Planning & Natural Resonrces Phone: 952.227.1130 Fax: 952.227.1110 Public Wo~ 1591 Park Road Phone: 952.227.1300 Fax: 952.227.1310 Senior Center Phone: 952.227.1125 Fax: 952.227.1110 Web Site ,,;,wv;.ci.d'~nhassen.mn.us TO: Mayor and City Council FROM: Todd Gerh~, City Manager DATE: March 19, 2003 SUB J: Review City Manager's 2003 Work Plan Scheduled for Monday's Council work session is a discussion and review of the City Manor's 2003 Work Plan. Attached is a draft copy for your review and I have also provided an update regarding some of your on-going issues. Staff is looking for feedback from the City Council regarding adding or deleting items and priority of issues. The City of Chanhassen, A growing community with c:ean lakes, quality schools, a charming downtown, thriving businesses, winding trails, and beaLrtiful parks. A gmat place to live, work., and play. City Manager's Work Plan January - December 2003 I~rary Project In the last quarter of 2001, the city completed the design process for the new library. Bonds were sold in February 2002, construction bids were let in March, and the contract was awarded to Kraus-Anderson in April (which was 5% below the architect's estimate). A groundbreaking ceremony was held in April of 2002. Successfully negotiated a contract with Kraus-Anderson and construction began in June of 2002. Reviewed request for proposals for a coffee shop in May and no response was received. Next Step: · Complete Joint Powers Agreement with Carver County for operation and maintenance of the building (February 2003). Update: Staff met with the Carver County Library Board on March 18, 2003 and established a meeting for to finalize the Joint Powers Agreement. Staff would anticipate presenting this agreement to the City Council at the April 14, 2003 meeting. · Continue to monitor construction process and budget, including change orders, construction methods, etc. (Ongoing). Update: Staff presented the consmmion budget to the City Council at the March 10, 2003 meeting. The City Council requested another update to be scheduled on April 28, 2003. · Review proposal from the Friends of the Chanhassen Library for operation of a coffee shop (December 2002). Update: It was determined that the City would not participate with the Friends of the Library on a joint venture coffee shop at this time, but that the City would stub-in utilities for a future coffee shop. · Schedule and coordinate a Grand ~g Celebration (August-September 2003). Update: Staff is working with the Carver County Library staff and Friends of the Library to coordinate this event. Once the details have been worked out, staff will present an outline of the proposed activities to the Council. Key Financial Strategies Staff met with Jim Prosser from Elders & Associates to begin development of the city's key financial strategies in July 2002. At that time, we completed comparisons of comparable cities based on tax base mix, growth, allocation, population, five-year budget comparison, debt ratios, tax capacity, and bond ratings. Council and staff identified Financial Foundation Descriptions and prioritized capital improvements. Next Step: Finalize the financial model for future development activities and strategies. Complete the Key Financial Strategies process and begin implementation with the 2004 Budget process. 20O$ Budget Update Staff presented a list of $300,000 in new revenues and budget reductions in anticipation of ~t¢ aid cuts. The Council endorsed the changes on January 27, 2003. Next Step: Staff will continue to monitor legislative action and provide an update in June on the status of new revenue soumes. 2004 Budget Process/Debt Service Update/TIF Deficit Options The budget process will begin in July 2003, with City Council direction regarding expectations of tax rate and service levels (May/June). Staff will incorporam the Key Financial Strategies into preliminary budgets in August. The City Council will establish the maximum levy in September. Department budget presentations will be given in October/November. Future Steps: · Troth in Taxation I-Ie~ng will be set for December. · City Council will consider adoption on December 8, 2003. · Staff will update the Debt Service Analysis and provide potential solutions to the downtown TIF deficit (June/July). Bowling Center Property On February 18, 2003, the EDA reviewed five proposals for the redevelopment of the Chanhassen Bowl property. The EDA directed staff to work with three firms to fine tune their proposals for future consideration; specifically in the areas of proposed land uses; purchase price; viability of rental housing; impacts of condemnation (remnant Bloomberg parcels and parking easements); and potential title issues. Next Step: · The final three proposals will present their modified plans to the I~DA at the May 5, 2003 meeting. Staff will present condemnation impacts and title issues at the same time. Presbyterian Homes Project Created a TIF district to provide financial assistance to Presbyterian Homes for the creation of 36 affordable units in the Villages on the Ponds development. Cons~on plans have been submitted to our Building Department for review and consmaction is expected to begin in May of 2003. Next Step: · Staff will present the Private Redevelopment Agreement to the Council on April 28, 2003. West 79a Street Property Updat~ Staff entered into a purchase agreement in May 2002 with Infinity Group LI~. Closing occurred in December, with the city receiving a check for approximately $700,000. The tenants for this site are Chipotle and Buffalo Wild Wings. Buffalo Wild Wings was granted an on-sale intoxicating liquor license on December 9, 2002. Construction began in Febmm3' of 2003 with completion anticipated in August. No further action is required on this item. McGlynn Litigation update Staff and Council met with Carver County representatives on Mm'ch 14, 2003 to discuss potential solutions to the pending litigation. Staff will update the City Council on the litigation at an executive session on April 14, 2003. Highway 101 Tumback~rail Project Staff exhausted every means possible in finding altexnative road alignments that would benefit all concerned parties (Carver County, Hennepin County, City of Eden Prairie, MnDOT and City of Chanhassen). However, not all parties could agree and therefore the city moved forw~ with the construction of the trail. Consmaction of the trail began in July 2002 and is 90% complete. Next Step: · Landscaping and pavement of the final se~oment of the trail is anticipated in June 2003. Maintenance Code/Rental Licensing Ordinance The City Council approved the new Rental Licensing and Maintenance Code ordinance in October 2002, after several meetings with the Housing Maintenance Advisory Committee and the Chamber of Commerce (May-September 2002). Although the Rental Housing Inspector position was approved as a part of the 2003 budget, staff proposed to perform these responsibilities in-house with existing staff. This program created a new revenue stream of $50,000 that assisted in balancing the 2003 budget. Next Step: · Letters of application will be sent out to affected property owners in March 2003. · Staff will monitor this program and provide analysis and benefits of the proposed ordinance (July 2003). Water Treatment Facility ~ted water treatment study that included for the ultimate build-out of our futme infrasm~cture needs. Ehlers & Associates presented a Water Rate Study and toured of water treatment facilities in the metro area. Next Step: · Identify a water treatment system that meets the city's current needs and study/determine a water rate to fund our cunvat operation and future infraslxucture needs. Represent the City at Chamber, School District 112 & 276 Le~ Meetings I attend monthly meetings of these groups and will continue to do so. Ci~ Center Conunons Devdopment In December 2001, the council hired Damon F~ & Associates to develop schematic designs for the City Center Commons area. In May 2002 the council approved the Master Plan and Phase I Plan and directed staff to work with the landscape architect to prepare plans and specifications. The Council approved plans and specifications and authorized advertising for bids on January 27, 2003. Bids were awarded on March 10. Next Step: · Construction will begin in May 2003 with completion anticipated in November. Establish a Local Lodging Tax Met with the Chanhassen Chamber of Commerce and local hotel/motel owners to discuss the potential of establishing a local lodging tax to promote tourism in Chanhassen. The Chamber has established a tourism committee; however, they have been reluctant to pursue the lodging tax due to economic times and lack of interest from one of the major hotel operators. Update: Staff and the Chanhassen Chamber are monitoring the progress of the Eden Prairie Chamber of Commerce in implementing a similar lodging tax program. Staff has also had discussions with the Executive Director of the Chanhassen Chamber of Commerce regarding collaborating with the City of Chaska on a joint lodging tax program. Further research needs to be done to determine ff this is a cost effective idea. (Ongoing) Review Potential District 112 High School Sites in Chanhassen The City Council directed staff to work with the Planning Commission in identifying potential high school sites. The Planning Commission presented their findings to the Council in July 2002. Staff was directed to present the Planning Commission's findings to School District 112 administration. This was completed in July 2002. Staff has been monitoring the school district's facility planning process. Currently the school district is not planning for a sexxmd high school until enrollment exceeds 2,400 students in Grades 10-12. Update: School District 112 Board took action at their March 13, 2003 meeting to purchase 25 acres in Victoria as an investment for a furore middlelhigh school site. The School District has informed staff that they wig be considering a referendum in the fall of 2003. Included in this referendum will be the acquisition of land for a future middle/high school site in Chanhassen. Strate~ Planning Process On February 24, 2003, the Council directed staff to prepare a timetable to discuss and establish an implementation plan for each strategy. Taxation/Finance: The goal is to acquire the resoumes necessary to fund the services the citizens of Chanhassen want without increases in taxes Ao El Di Review decisions based on costs and benefits Better council direction in the budget Nrocess 1. Receive feedback in relation to expectations of tax rate, services before City Manager beans budget preparation 2. Incorporate strategic planning into budget process Develop a financial model for future scenarios/strategies 1. Finish Key Financial Strategies process and be~n implementation with 2004 budget process Explore contract model for other services 1. Evaluate s~ful aspects of cma'ent contract models and explore options for timber use within the organization Economic Development: The goal is to maintain the quality and accelerate the speed with which our economic development occurs El Fo 2005 MUSA issues 1. Expedite review processes in order to accelerate opening of 2005 MUSA. 2. Evaluate methods to replace commercial/industrial land that is being used for Town and Country housing development Highway 212/312 1. Establish vision of the con-idor 2. Continue to work with MnDOT and other agencies to ensure that the final ali~tmment meets our needs in terms of: b. Appropri.'ate number and location of intersections c. Reduc~ impact on residential developments already in place 3. Monitor legislation and maintain contact with state representatives to encourage a more rapid timeframe in highway consmmfion 4. Maintain an exceptional and ongoing communication system with the community that informs them of the Highways current status. G, Support the marketplace driven development of industrial land 1. Continue to market available land to potential developers 2. Coordinate economic summit of major land owners/developers to determine strategies for timely development H. Leverage City property as much as possible 1. Evaluate City-owned parcels and determine how to best develop them 2. Conclnde sale of Bowling Alley and Pony-Pauly-Pryzmus properties Housing: The goal is to increase the supply of affordable housing 2005 MUSA issues 1. Work with potential developers to incorporate a mix of housing styles and price-points to encourage a variety of income earners to locate in Chanhaasen Safety and Security: The goal is to maintain or enhance the City's ability to provide for the safety of our citizens J. More council interaction in crime prevention/neighborhood watch programs 1. Encourage Council members to attend neighborhood watch meetings in order to better communicate the City's role and to hear concerns 2. Have Council focus more time during its regular meeting on public safety issues Conn~un~-wide issues: The goal is to address major issues that are facing the community and to improve the communication flow betweell the City Council, staff, and residents. El Mo Ni Review Amhitemmml Standards (Residential/Commercial Buildings). Discuss the possibility of placing special emphasis on putting higher building standards in place for both residential and commercial. The goal would be to not prevent any one type of building but to push developers to give Chanhassen something a little different. Water treamnent discussion 1. Establish next steps in the process 2. Determine if the need still exists in the community Communicate what the City Council does 1. Improve communication of what the Council is doing and how they are addressing the needs of the community 2. Develop working relationship with outside agencies (state, county, etc.) Finalize community center discussion 1. Continue to receive feedback from community 2. Develop next steps Other items of responsibilities that the City Manager will admnister in 2003: · Audit Process · Board of Review & Equalization · Improved and expanded broadcasts on the Public ~s Channel. · Review the Pavement Management Plan. · Develop the Sheriff's Annual Work Plan. · Work with the Sheriff's Department in Evaluating Different Contract Policing Models. * Hourly Rate Evaluation * Determining Base Level vs. Contract Levels * Review Service Models (Animal Control, Investigation, Crime Prevention, Truffle Study) · Work with Department Heads in Establishing Personal and Professional Goals. · Update of City Codes. · Day-to-day administration of all city departments. · Hold an Economic Summit (July) 2003 City Council Agenda Items Schedule May S, 2005 · 4:30-5 p.m.-Executive Session: Updat~ on ~ Litigation with Carv~ 5-6:30 p.m. · Board of Equalization & Review - 6:30 p.m. Continuation of Board of Equalization & Review- 6:30 p.m. Special EDA Mee~ng · Present Purchase Agreement, Pony/Pauly/Przymus Site · Review Concepts ~r Bowlin~ Site Special EDA ~; Pony, Pauly, Pryzymus Sit~. m~rin~ Park & Rvcrattion · ~ l::eam~ty Study on 2003 Street I ,mln'ovcmcm Project; Call for Preparation of Feasibility Study fca' 2004 Strut I .mprov'emm~t Project. · Approve Co~on (3~ote for Lift Station No. lOl:~a~e · ~ Mills Site Plan · Rosav~ Subdivision · Sign Vm-iaa~ f~' Bm~lo WUd Win~ · Sign variance for Giant Panda · S~.n~/I-Ie~ Partners Adm/nbtragon · ~cates of Appreciation: LuAnn Sidney & David Happe; Maple Leaf Award, Alison Blackowiak · Proclamation Declaring May 1 aa Spac~ Day · Contract with Sheriffs Departmem for Radio Tower Use. · Consider Approval of Settlmxmt of Stipulation Agreement, MeG-lynn TIF District Litigation F/nance Park & Rt~n · Arbor Day Proclamation · Arbor Day Poster Contest Winner ~on Adm/nbtrm~n · Update on ~ Co~ Fuad Finance · B,d~t & Revenue ~ ~ ~ E~forcemeat/F~ Depan~nt Upda~ Park & RecraUton 2003 City Council Agenda Items Schedule May 27, 2OO3 June 9, 2003 T~s~, June 17 June 23, 2003 J~,y z4 ~oos · Taxation/Pinam~Strat~c Plan · Tobacco Use Policy 6:00 p.m. - Joint City Council/Planning Commission (~hmrterly Meeting 2003 Budget & Revenue/Debt Service/l~ s~ & Securi~ and up4_~_~ on Sha'iff's Contract Evaluation (Stmte~c Plan) Park & ~n · Budget & Revenue Repo~ April l~w Enforcement/Fire ~nt Upda~ Park & Rtcrtat/on Park & Recreat/on · Budl~t & Rev~ue Report, May Park & Rtcratt/on ~n 2003 City Council Agenda Items Schedule August 11, 2003 Sepam~r 8, 2003 · Housing (SIxalr~c Plan) · Update on Reatal Liceming & Maint~-nance Code · Economic Development (Strat~Sic Plan) · Upt~te on Purchasing Policy/Credit Card Program Joint Mectin~ with Commi~dons Park & Recreat/on Park & Recrea~n · Budget & R~v~nue ~ July Park & Recra~n Park & Recreat/on 2003 City Council Agenda Items Schedule October 13, 2OO3 October 27, 2003 November 10, 2003 November 24, 2003 · · Budget & Revenue ~ Aug~ Law ~t'or~~z~ ~ Update Park &- Recrattion CommuntO Deve~p~ Park & Recreat/on · Buclget & Revenue Report, ~ Law Enforcement/Fire Departme~ Update Park & Recreat/on Park & Rt~n · Budt~ & l~venu~ ~ Octol~' 2003 City Council Agenda Items Schedule loint City Couuci~ Commi~ion Qum'te~ly Meeting Park & ~n · Budget & Revenue ~ No~ G:~aren~3 city council ilmns