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5. Prioritize 1994 Work Session Items17 � I MEMORANDUM CITY OF � CHANHASSEN 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 (612) 937 -1900 • FAX (612) 937 -5739 ' TO: Mayor and City Council FROM: Don Ashworth, City Manager ' DATE: January 19, 1994 SUBJ: Prioritize 1994 Work Session Topics and Select Work Session Dates This item consists of two items - -our first work siksion to interview commission candidates; an secondly, to prioritize work session items and select work session dates for each; Le: �, - Interview Commission Candidates - Janu si iyyl+ J.UU .M. ���� ......�•�� -� - -__ Room As each of you are aware, the first agaenda which was sent out did not meet the needs of a majority of council memrs. After. talking with each of you, hopefully, the ' following general agenda parameters appears', to meet the guidelines you gave me. Specifically, we have scheduled all new candidates to be interviewed between 5:15 p.m. and 7:30 p.m. We are attempting to organize them by commission to make council questions easier. For those 'not wishing to interview existing commission members seeking reappointment, we have scheduled those interviews between 7:30 p.m. and 8:30 ,,Y P.M. Mark and Colleen wanted to interview existing commission members. The only ' criteria that I could not meet was that Colleen pre`erred taking it over two meetings whereas Mark preferred sticking it out and getting if done. I flipped a coin and Mark won. A future "jump , :ball ..: ..gct aCblleen . ^under the alternate possession rule. ' Hopefully we.wI ?a�'a:posrt on to h d ut the detailed Benda for ihe,3lst, including ...A. e candidate ap0licat ons on Monday evening; and originally scheduled for January 31, p.m. rule. Given the relatively light could at least get started on the prior ,h Work Se §siori " Dates This item was iclusion on that date would violate the 7:30 for Monday evening, I was hoping that we /selection process. Attached please find a short form of the priority listing, my original longer description, as well as a 1994 calendar depicting potential work session dates. I would anticipate that items will continue to be added to the work session topics sheet during the course of the year, and that work sessions initially selected for mid -year may in fact slip to the end 1 1 1 Mayor and City Council January 19, 1994 Page 2 of the year as new topics arise and the relative importance of those new topics are re- prioritized. I would suggest that the council attempt to rank the top five or six topics and then select the three or four meeting dates necessary to accomplish them. We should leave time on the fourth meeting night to again go through the prioritization process with the then topic listings. See you Monday evening. 1 E PROPOSED WORK SESSION ITEMS Date Identified Discussion Item Proposed Work Session Date Date Resolved 1 -10 -94 Cable TV Franchise Agreement 1 -10 -94 Comparable Worth/Position Classification Plan 7 1 -10 -94 1994 Departmental Goals w. - 1 -10 -94 City Hall Expansion 1 -10 -94 Gateway Entries -- Dakota, Great Plains, Market Boulevard, and County Road 17 1 -10 -94 Joint Council/Commission Meetings 1 -10 -94 Highway 5 Corridor Plan and Ordinance 1 -10 -94 Gambling Regulations 1 -10 -94 Park and Trail Dedication Fees 1 -10 -94 Allocating General Funds for Park Development 1 -10 -94 Senior Housing 1 -10 -94 Reallocate 1994 Contingency Fund ($33,000) to Fund Reduced Revenues L vo MEMORANDUM CITY OF CHA 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 (612) 937 -1900 • FAX (612) 937 -5739 ' TO: Mayor and City Council FROM: _ Don Ashworth, City Manager DATE: January 10, 1994 ' SUBJ: Special Meeting Dates ' Several 1993 issues are following us into 9Q4 along with requests for 1994 meetings. Specifically, the following items have been targetedas potential special meetings as it is unlikely that they can be accomplished during the course of a regular meeting. [Note: Some of the ' meetings will span the entire year, i.e. meeting with each of our commissions.] I have attempted to list the description of the meeting as well as the approximate time frame required. The council may wish to combine one or more of the topics, Le: Commission Interviews Should the council wish to continue the existing policy of ' interviewing candidates for our commissions, we will need to allocate an approximate 150 minute time frame to accomplish 10 interviews on Fifteen minute intervals. Three hours should be allotted. I should note that the policy to have the city council,interview commission members is a relatively. new one; ; Foz well fiver -- a ten year .time frame, the city council simply received, ;rerc�rnmendations frsne interviews each of, ... the commissions would have , v . with candidates together with the minutes from those interviews. In most instances, the city council used`the''ranking system adopted by whichever commission. At times, the ' council would select the second or third alternative if.th gy, "felt`that commission members were not diverse enough in terms of 'ccupat on; geographical location, education, etc. There was also a period of time wher selected a sub- committee to sit in on ' commission interviews or to conduct karate interviews. As you can see, there have been a variety of ways to make commission appointments. There is no right way with the choice of method being solely up to the city council; and ' - Cable TV Franchise Agreement Todd Gerhard Mayor Don Chmiel and I have been �' � Y meeting on a regular basis with representatives of Triax including our Cable TV Attorney a Mayor and City Council January 3, 1994 Page 2 , Adrian Herbst. These meetings have created an excellent opportunity for our us to relay concerns we have. heard from our citizens in regards to cable tv service and have helped us learn how we can make the job easier for the cable provider, i.e. ways to modify the ' development contract to ensure that cable services are installed at the same time as other utilities, providing maps of new subdivisions when approved, etc. Meetings have also ' provided information back to us in regards to the quality of our broadcasts and how to improve them, management information in regards to complaints/responses, etc. One of the major issues which has been discussed at each of our meetings is "rate regulation" as provided under the new federal legislation adopted this past year. There are pros and ' cons associated with filing for rate regulation. Mayor Chmiel thought that this would be a good subject for a special meeting with the city council (one hour session); ' - Comoarable Worth/Position Classification Plan The city council asked that this item be placed as a future work session item (30 -60 minutes). It should be noted that this ' discussion item would be a natural closer for the next item; and - 1994 Departmental Goals I have met with our department heads in regards to , preparation of 1994 goals for each of our departments. Department recommendations should be completed in time to be submitted to each of our commissions for their meeting in January. I would anticipate that these will be ready for presentation to the city council ' by the end of January; and - City Hall Expansion This item is a "hang over" (literally) from 1993, if not 1992, 1991, ' etc. (one hour); and - Gateway Entries -- Dakota Great Plains, Market Boulevard, and County Road 17: These ' are all major entries into our downtown area. The importance of each of these intersections has been recognized by the Highway 5 Corridor Group, HRA and City Council. Alternative designs for each of these intersections are currently underway and , should be available to present back to each of our groups within the next 60 -90 days; and ' - Joint Council/Commission Meetings Each of our commissions have continued to state the importance of their being able to meet with the city council to ensure that they are ' heading in the right direction and to exchange ideas and thoughts. As long as you are looking at your 1994 calendars, we should not forget the importance of these meetings and how we might be able to plug them in. We may wish to accelerate either the ' meeting with the HRA or Planning Commission to as early in the year as possible recognizing the - hearing process that the Planning Commission is going through regarding the Highway 5 corridor and the HRA in regards to the pedestrian bridge over Highway 5; and i t I n n u C Mayor and City Council January 3, 1994 Page 3 Highway 5 Corridor Plan and Ordinance As indicated, the Planning Commission is moving towards completing public hearings on the plan to get it to the City Council during February. The council may want to hold a joint work session with the Planning Commission and Task Force members to be briefed on it prior to holding meetings to consider formal adoption (2 hours). Senior Housing The proforma for senior housing has been completed and should be ready for presentation to our commissions /council within the next 30 -60 days. I believe the council will be elated by the positiveness of that report and will likely say, "Let's do it." I believe the most difficult issue will be "where." Anticipated time requirement- -one hour. This memorandum has grown since I started dictating it. Given the number of potential meetings, the council may wish to prioritize the list prior to selecting meeting dates. Our regular meeting dates are the 10th and 24th of January. Complicating the selection process is the fact that you cannot, by state law, have any type of meeting on January 17 (Martin Luther King Day). January 31st is Karen's and my 30th wedding anniversary. I know that my wife would appreciate not selecting the 31st for meetings anticipating my attendance. 4 E 1 January 1994 S M T W T F S 2 4 5 6 7 8 9 1 11 12 13 14 15 16 18 19 20 21 22 30 25 26 27 28 29 May 1994 S T W T F S 8 10 11 12 13 14 15 17 18 19 20 21 22 ' 24 25 26 27 28 29 30 31 September 1994 S M T W T F S 4 6 7 8 910 11 %13 14 15 16 17 18 2021 22 23 24 25 27 28 29 30 1994 CALENDAR February 1994 S M T W T F S 6 8 9 10 11 12 13(W15 16 17 18 19 27 23 24 25 26 June M T W T F S 5 7 8 9 10 11 12 4 15 16 17 18 919 1 21 22 23 24 25 26 28 29 30 October 1994 S M T W T F S 2 Mj 4 5 6 7 8 9 011 12 13 14 15 16 LD 18 19 20 21 22 20 25 26 27 28 29 Ag ril 1994 M T W T F S 1 2 10 X12 13 14 15 16 17 19 20 21 22 23 2402926 27 28-29 30 August 1994 S TW T F S 7 910111213 4 1617181920 21 23 24 25 26 27 2813031 December 1994 S M T W T F S 4EM6 7 8 910 ii (M3 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 © = Regular City Council Meetings ❑ = City Council Worksessions March 1994 S M T T F S 6 8 9 10 11 12 13 15161 7 18 19 20 22 23 24 25 26 27029 30 31 July MTWTF S S 3 5 6 7 8 9 10 2 13 14 15 16 17 1920212223 24 26 27 28 29 30 31 November 1994 S M T T F S 6 8 9 10 11 12 1 1 16 17 18 19 20 2223242626 27 29 30 1 1 1 1 1 1 1