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First Goals Session 1993 l H �, i I CITYOF 1 \ , ' . 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 1 - .\-, 5 (612) 937 -1900 • FAX (612) 937 -5739 1 MEMORANDUM TO: Mayor and City Council I FROM: Don Ashworth, City Manager 1 DATE: February 1, 1993 SUBJ: First Goals Session - -1993 1 I am looking forward to our first goals work session. I would envision two parts to the agenda: 1 1) a review of 1993 departmental goals including . a review of 1992 accomplishments; and 2) a review of long term goals. A tentative agenda is shown below. I I. 1993 Departmental Goals: It should be noted that the goals to be presented by the department heads have been submitted to each of our respective commissions. By the commission's themselves selecting"initial goals and having the City Council refine them, I we will have created a cycler process wherein _the commission goals become the City Council's goals, and similarly, that the Council's, goals are the commission's goals. This assumes that our next meetings are with the commission whereat the refined goals are I presented. It is also important to note that the goal process seldom represents a singular year; i.e. the goal of being able to improve our water quality/better utilize our wetlands/ I and generally protect our environment was followed by a goal of establishing a Storm Water Management Plan, followed by individual projects. New goals, stemming from the original generalized goal, will continue to exist years into the future. The anticipated 1 schedule for presenting departmental/commission goals are as follows: - Park and Recreation - Todd Hoffman I - Planning Department - Paul Krauss Finance Department - Tom Chaffee - Public Safety Department - Bob Zydowsky I - Public Works Department - Dave Hempel Administration/Economic Development - Todd Gerhardt 1 II. Long Range Planning/Goals: Year end financial projections showed that approximately $10 million will be generated and be available for local projects through the year 2000 within our tax increment district. Spending those dollars today would require a bond I �4g PRINTED ON RECYCLED PAPER 1 Mayor and City Council February 1, 1993 Page 2 1 issue which would reduce the principal amount. Projects which have been discussed by both the Council and HRA include: Project Description Estimated Cost Senior Housing $2.5M City Center Park $1.0M New Library $1.0M Widening Downtown Roads/West 78th Street Alignment/Signals $3.0M Conference Center $3.545.0* 1 * Higher number available if private development is guaranteed as apart of the project. I would like to poll Council members as to whether or not the above listing represents 1 the Council's priorities and desires. Secondarily, I would ask whether these numbers should be seen as absolutes or whether one project can be foregone if projected costs for one of the other items increases, i.e. the addition of the community center to the conference center could easily add $5M to the overall project. I would also like to talk about the various options as to where some of these facilities may be located. I would anticipate that the City Council has a number of additional goals which need to be listed under either 1993 or the long range column. For example, our existing Postal Services exists within a leased structure. The lease expires in mid -1994. It is likely that both parties will not renew the lease - -the space is too small for postal needs and the existing owner has vowed that he will not re -lease to the Postal Service. The Postal Service, similar to the library, would like to be in the midst of downtown activity. For example, they would welcome the opportunity to be able to serve the citizen who is stopping at the grocery store, picking up a book at the library, and dropping off mail. They do not want a residential setting or an industrial setting. Unfortunately, there are probably only three or four lots that currently are remaining which may house our Postal Service within the downtown. It is very likely that these lots will not exist two years from today. Do we play a role in the decision making process? 1 As stated at the beginning of this memorandum, I look forward to Saturday morning's meeting. It should be an opportunity to speak freely, dream, and set the path for our future. 1 1 1 1 1 1 1 1 1 1 1 PARK AND RECREATION DEPARTMENT 1 1 1 CITYOF 1 � CHANHASSEN 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 (612) 937 -1900 • FAX (612) 937 -5739 MEMORANDUM TO: Park and Recreation Commission FROM: Todd Hoffman, Park and Recreation Director ' DATE: January 15, 1993 SUBJ: 1993 Park and Recreation Goals 1 Individual Park and Recreation Department staff goals were developed during the month of December and cumulatively represent the goals of the Park and Recreation Department. Ultimately, these goals must parallel and fulfill desires of the Park and Recreation Commission. As such, prior to completing a one -half day goals retreat with the Mayor and City Council on ' Saturday, February 6, I am submitting said goals to the commission for your review. Any amendments, deletions, or additions should be made at the forthcoming Park and Recreation Commission meeting, allowing them to be documented prior to our meeting with Council. Again, it should be made clear that the commission is in control of the development of the city's park and recreational systems. Any shortcomings or differences of opinion should be noted 1 during this discussion. PRINTED ON RECYCLED PAPER 1 C I TY 0 F A ■ HANHASSEN' 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 (612) 937-1900 • FAX (612) 937-5739 MEMORANDUM 1 TO: Don Ashworth, City Manager I FROM: Todd Hoffman, Park and Recreation Coordinator DATE: December 22, 1992 I SUBJ: Goals . 1 i Please find attached the following documents pertaining to the three respective positions in the Park and Recreation Department: t • ‘-' i ii 1. Program Specialist/Senior Coordinator. - - Goals , . . i. 2. Recreation Supervisor: ,, t 1 - Evaluation of 1992 Goals ,-, - 1993 Goals / N 1 3. Park and Recreation Coordinator: - Evaluation of 1992 Goals 111 - 1993 Goals , Cumulatively, these documents - represent the department's nccomplishments for 1992 and our I ,.. ... . . . „......_ • ... - goals for the coming year. .. ... , .- . 1 1 1 es- it 4: PRINTED ON RECYCLED PAPER I I • C I TY 0 F 011ANIIASSEN (6 90 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 (612) 937-1900 • FAX (612) 937-5739 MEMORANDUM TO: Todd Hoffman, Park and Recreation Coordinator FROM: Dawn Lemme, Program Specialist ‘y: • 1 DATE: December 21, 1992 SUBJ: 1993 Goals 1 Attached please find my 1993 list of Goals and Objectives. This list is pretty specific and covers 1 all of my direct job responsibilities including senior citizen progranuning, youth and adult programming, newsletter and public relations, as well as registration , computer, and staff training. • „ I am looking forward to working on achieving these goals throughout the next year. 1 1 - 7 • =.1 . PRINTED ON RECYCLED PAPER 1993 GOALS 1 1 PROGRAM SPECIALIST /SENIOR COORDINATOR 1. Increase the number of self - supporting programs offered each quarter (arts and crafts, kid's exercise, cooking). 2. Develop an organized photo file of both parks and recreation programs. 3. Continue to work with the computer so the program registration system reaches its full potential in accuracy and efficiency. 1 4. Begin training with the computer's WordPerfect and Windows programs. S. Increase cooperative efforts and support from various local community and civic organizations in regards to senior center activities and special events. 6. Coordinate and plan a free summer concert series, enlisting community groups or major industries as co- sponsors. 7. Work with District 112 to acquire more space for programming. Also continue to work with Community Education to provide special interest classes for seniors in the Chanhassen Senior Center. 1 8. Pursue through the area colleges one intern per year as well as offer several 'fieldwork opportunities for park and recreation.majors. 1 9. Help to develop and supervise a Senior Answer Line Service out of the Chanhassen Senior Center. Work with greeters to coordinate a Frail Elderly Phone Service as well. 1 10. Get involved with MRPA through committee work or volunteer opportunities. 11. Coordinate and supervise operations at the new Lake Ann Park Shelter concession stand and equipment rental outpost. 12. Initiate and offer a more extended playground program, possibly increasing the number of days per week as well as number of hours. 13. Work with local newspaper to continue the weekly park and recreation column, and increase the number of feature articles. 14. Develop some type of mid- summer motivational activity for seasonal staff to include both Recreational staff and Park Maintenance staff. 1 1 15. Continue to coordinate the production of a quarterly city newsletter, developing an easily readable, yet interesting format. 16. Coordinate with fellow Park and Recreation staff as well as with City staff in the running of major special events. Provide assistance when needed in other program areas. 17. Develop a training manual for part-time or seasonal staff, as well as a benefit or appreciation package to encourage people to work here. • 1 1 i 1 CITYOF 1 s‘ CIIANHASSEN � 1 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 (612) 937 -1900 • FAX (612) 937 -5739 MEMORANDUM TO: Todd Hoffman, Park and Recreation Coordinator FROM: Jerry Ruegemer, Recreation Supervisor 1 • DATE: December 10, 1992 1 SUBJ: Evaluation of 1992 Goals 1 Goal: Work with Community Education 112 in developing and implementing the Building Monitor positions that will be in place by January 1 in all district facilities. , The Building Monitor scenario is still on- going. A letter of understanding that will allow volunteers from Chanhassen Park and Recreation and the Chanhassen Athletic Association 1 to monitor their sponsored programs has not been implemented yet. The letter of understanding will be reviewed soon by the District 112 School Board. :After the approval of this letter, monitors will be in place at no expense. 1 Goal: Continue to build a strong working relationship with the District 112 Facility Scheduler, minimizing conflict dates ,with district and recreational programs. 1 This goal is going well with no conflicts to date. : - Goal: To work with and maintain a positive relationship with all the staff at Chanhassen Elementary School; _ a , _ .;ssF.*b:, 1:33• -FX) '� - "G " I visit the Elementary School often enough to keep on top of any problems that may arise. Problems are reviewed and rectified. Goal: Work with the Senior Center Coordinator in developing quality programming for Chanhassen's senior population. 1 Since hiring a couple of Senior Center Coordinators, the programming is being covered. However, I help out any way I can. 1 1 ii 4, PRINTED ON RECYCLED PAPER 1 1 Mr. Todd Hoffman December 10, 1992 1 Page 2 Goal: To create a positive working experience for the Program Specialist by providing a wide ' variety of tasks which will include the areas of: special events, sports, playground activities, and children and adult programs. ' All of these areas have grown and improved in working closely with the Program Specialist. Working closely as a team, our programs will grow, evolve, and be well respected. 1 Goal: Improve seasonal staff's job knowledge by offering extended training in job specifics. Extended training consisted of handouts, meetings, and on the job training. Goal: Create a better understanding with the gate attendants of the importance of checking and ' inspecting incoming/outgoing boats for Eurasian Water Milfoil at the South Lotus Lake Boat access. 1 Information and literature were presented to the gate attendants during training. However, I believe there are additional ways to present knowledge, which I will have during next year's meeting. Goal: To create and design a new Summer Discovery Playground Program by utilizing existing ry Y� g Y g g and additional staff, extending program length from 6 weeks to 8 weeks, and by offering 1 new and exciting Wing Dings and Super Event programs. The Summer Discovery Playground Program combined times so both age groups could be dropped off at the same time. The program did expand to eight weeks which was appreciated by a lot of parents and the Wing Dings and Super Events expanded as well ' from six to eight Wing Dings and Super Events. Goal: To increase volunteer involvement from Chanhassen residents and civic groups for Chanhassen's annual Fourth of July Celebration. Volunteer involvement did increase with these civic groups assisting: Chanhassen Rotary, 1 members from St. Hubert's, the Chanhassen Jaycees, and other Chanhassen residents. Goal: Add new features to the 4th of July Celebration. New features added: Dunk tank, carnival games, family games, additional music in the park. ' Goal: Implement a new registration procedure by eliminating the current "envelope system" and replacing it with some type of computer software. 1 1 Mr. Todd Hoffman December 10, 1992 Page 3 1 Computerized registration using the City Control System started slowing during the summer with a few classes having program codes. Starting in the fall, all the programs , have program codes and registration is completely computerized. Goal: Coordinate and allow Chanhassen residents to register over the phone and by fax for 1 recreational and social programs offered by the Parks and Recreation Department. This goal has not been realized, but the investigation to make this possible will continue. , Goal: To work with Don Schwartz, Umpire Coordinator, in scheduling the summer softball officials. ' Goal achieved with Don Schwartz coordinating the softball officials. Goal: To provide the Chanhassen softball teams with pertinent league information in a timely fashion. 1 Updated weekly standings were mailed to every team manager as well as tournament and other league information. 1 Goal: Establish a special fee that will be paid by each team at the beginning of the season. If for some reason a team forfeits games, has eligibility problems, or conduct problems, a portion of the fee will be lost. The lost fee must be made up before the team's next scheduled game. Every softball team submitted a $100 check that was not cashed unless there were problems. I did not have to cash one check because of a problem and they were all returned. Goal: Increase the use of the after -hours phone line during the softball season. Many positive comments were received on the phone line. It was used to update teams on rainouts, game information, and league information. Since adding the phone line, staff time has freed up significantly not having to answer softball phone calls. 1 Goal: To assist the MRPA in hosting a state or regional softball tournament. Hosted the 1992 Boys Senior State Tournament, Jul 18 -19. y �, y Goal: Increase involvement in the MRPA by volunteering at some special event. , Hosted the 1992 Boys Senior State Tournament. 1 1 1 Mr. Todd Hoffman December 10, 1992 I Page 4 Goal: Implement "Rookie League" Baseball Clinic again this summer. 1 ' Camp started June 8 with 12 sessions on Mondays, Wednesdays and Fridays. I Goal: Continue to pursue the "Teen Nights Out" in cooperation with the Chaska Parks and Recreation Department and District 112 Community Education. A total of 3 or 4 will be offered during 1992. 1 A total of three Teen Nights Out will be offered during the 1992/93 school year: October 23 and December 11, 1992, and January 22, 1993. 1 Goal: To oversee seasonal staff and execute/operate the concession stand at the Lake Ann Picnic Shelter. I Completion of the picnic shelter was not timely enough for the concessions to operate. I Goal: Obtain information regarding a master's degree from various universities in the Twin Cities metro area. 1 At this point I have looked briefly at master's programs, but I have not made any definite plans. 1 1 1 1 1 1 1 1 IN 1 1993 GOALS 1 Recreation Supervisor 1. Increase 4th of July business donations to $4,000. I 2. Develop a time table or guideline for the events involved with the 4th of July celebration. 1 3. Add new features to the 4th of July celebration. 4. Continue to work with Community Education 112 in developing the building monitor I Y P g g positions for the district facilities. 5. To develop a comprehensive schedule for building monitors using district facilities. 6. Process all of the district facility request applications for the 1993/94 school year no later 1 than June 1st. 7. Continue to have a nice working relationship with all District 112 staff. 1 8. To assist the senior center coordination any way I can. I 9. Continue to work with the Program Specialist in providing a wide variety of recreational opportunities for the residents of Chanhassen. 1 10. Work with seasonal staff in developing a strong working knowledge of their duties and responsibilities. 1 11. To develop and implement a volunteer network to assist in recreational activities and special events. 1 12. Continue to work with the Program Specialist in creating and improving our computer registration procedures. 1 13. Publish weekly softball standings in the Chanhassen Villager and Chaska Herald. 14. Continue to use the Leisure Line for adult athletics and recreational programs. I 15. Develop an outline comparing the available facilities to the number of softball teams. 1 16. Create a Softball Advisory Board to assist and obtain feedback regarding the adult 1 leagues. 17. Continue to look at eligibility problems in adult athletics by requiring all players to either I have a photocopy of their drivers license, or some other form of identification proving their residency, or by having a signed letter on company letterhead by the personnel director verifying the player's employment. I 1 1 18. Add the picnic reservations and Chanhassen's facilities to the existing City Control System. 1 19. Continue to be involved with MRPA. I 20. Continue to offer teen programming such as the "Teen Night Out ", providing 3 dances next year, and the Friday Night Ski Trips, offering two to three trips. 1 21. Develop a tennis program/league for The adult residents of Chanhassen. 22. Continue to assist the Chanhassen Athletic Association as I have in the past. I 23. Set 1994 picnic fees in December of 1993. 1 1 1 1 1 1 1 1 1 1 1 1 1 1 4 CITYOF i0; , CHANHASSEN 1 1 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 1 (612) 937 -1900 • FAX (612) 937 -5739 '•a MEMORANDUM I • TO: Don Ashworth, City Manager I FROM: Todd Hoffman, Park and Recreation Coordinator 7 DATE: December 3, 1992 - 1 SUBJ: Progress Report 1992 Goals; 1993 Goals I In reflecting on my work efforts of 1992, memories of achievement and victory are tempered by frustrations, i.e. progress of Lake Ann Park shelter and utilities and Herman Field ark grading contract. I do not find this disheartening, however, as I continue to face problems or roadblocks head on, always looking for a solution rather than becoming bogged down. As a speaker at our I annual Minnesota Recreation and Parks Association State Conference stated, "Employment is a behavior rental agreement." I hope my actions as a city employee parallel this. The following comments are a summary of the action or inaction on each of twenty -four specific goals I identified for 1992. A listing my specific goals which are identifiable at present for 1993 follows this summary. . V I Progress Report, 1992 Goals - ` a 1 1. Goal: Investigate and make a recommendation in the area of providing illumination and portable warming houses for the city's neighborhood skating rinks. As a part of the development of the 1992 Capital Improvement Program, the Park and Recreation Commission deleted any funding allocations in this area. :� - sue - - -_� 2. Goal: Continue to perform preparatory work items related to the future development of Bandimere Community Park. = : L. 1 The Park and Recreation Commission concluded that prior to moving forward with any plans for development at Bandimere Community Park, a consensus of what the community's position was on this subject should be reached. The " Bandimere" question was the basis for a park needs survey distributed in July with 59% of 1 et t 07 PRINTED ON RECYCLED PAPER 1 1 I Mr. Don Ashworth December 3, 1992 1 Page 2 respondents stating they would oppose a park improvement bond totalling $800,000 1 to develop the park. Plans to move forward are now on hold. 3. Goal: Guide the re- grading and park design activities at Bandimere Heights 1 Neighborhood Park necessitated by the acceptance of excess fill material. . This project caused me considerable frustration as a result of Public Works 1 accepting an excessive amount of fill material. I nicknamed the project "our lunar landing pad." Through cooperation and understanding, however, from both the street and park crews, an undesirable situation was alleviated to a large degree. The 1 end result is a park and soccer field which drains properly, but exists at a higher elevation than was necessary. 1 4. Goal: Coordinate the planning and construction of the trails from Lake Susan Community Park to the south to Chanhassen Hills and to the east to Hidden Valley and Chanhassen I Estates. Lake Susan Park to Hidden Valley and Chanhassen Estates: Complete. 1 Lake Susan Park to Chanhassen Hills: On hold awaiting acquisition of the land necessary to complete the trail. 1 5. Goal: Pending the approval of a grant application for an aeration system for Lake Susan, coordinate its installation and operation. 1 This grant application was denied. Request for funding from the IIRA has been conditionally approved. Preparation of purchase documents has been initiated. 1 6. Goal: Complete park improvements initiated in 1991 at Curry Farms Park, Sunset Ridge Park, and Herman Field Park. 1 Goal achieved. I 7. Goal: Initiate and guide development of Pheasant Hill Neighborhood Park. In progress. I 8. Goal: Complete items specified in the 1992 Park Acquisition and Development Capital Improvement Program. 1 Mr. Don Ashworth December 3, 1992 Page 3 , See attached List for detailed information. Items included in the CIP were either completed, postponed, deleted, or delivery of equipment which is now awaiting installation was taken. 9. Goal: Ensure continuity of the trail being constructed on the north side of Highway 5: , An amendment to the match line at the trail's western terminus was coordinated to ensure continuity with the existing trail to Lake Ann. 1 10. Goal: Continue to coordinate plans for the installation of utilities and the construction of the picnic /recreation shelter at Lake Ann Park. , Ongoing. 11. Goal: Complete the inter -park trail through the wooded portion of Lake Ann Park. Plans to improve the trail alignment currently grubbed out in the wooded section of Lake Ann Park were put on hold as a result of the Park and Recreation Commission's deletion of funding for this project from the 1992 CIP. 12. Goal: Continue to investigate the redevelopment of City Center Park in conjunction with 111 g P tY unc l the planning of Central Park. Ongoing. 13. Goal: Pursue acquisition of park land west of Lake Minnewashta. 1 Ongoing. 1 14. Goal: Work with the engineering department in the development of an easements map. Completed by Sara Berkland, Engineering Intern. , 15. Goal: Identify and mark unknown park property boundaries to avoid encroachment problems. Completed when necessary in 1992. Will be an on -going effort. 16. Goal: Investigate the potential of presenting a park improvement bond referendum for the purpose of funding major park acquisition, development, and improvement projects, i.e. Bandimere Community Park, park land purchase west of Lake Minnewashta, 1 Mr. Don Ashworth December 3, 1992 ' Page 4 construction of major arterial trails, installation of ballfield lights at Lake Susan Park and Lake Ann Park, and redevelopment of City Center Park. Addressed by park needs survey distributed in July. 1 17. Goal: Install new park rules signs at entrance locations to all city parks. ' Goal achieved. 1 18. Goal: Initiate an Adopt -A -Park Program in the spring. Kjell Ackerberg, Park and Recreation Intern, compiled information in this regard 1 and presented an initial report in May. Implementation of this program has been postponed until the spring of 1993. 19. Goal: Provide timely information and recommendations concerning park and recreation services to the Park and Recreation Commission and City Council. 1 Ongoing. 20. Continue my pursuit of a Masters of Arts degree in Public Administration at Hamline ' University. Attended class winter /spring and summer quarters, 1992. Registered for ' winter /spring quarter, 1993. ' 21. Goal: Guide new developments in the area of recreation program registration. Coordinated the implementation of the after hours service lobby and being guided by Mike Neuruerer, Dave Hartley, Karen, Dawn, Jerry and you in regard to on -line registration. 1 22. Goal: Complete the annual park facility inventory. Completed on April 7 and 8, 1992. ' 23. Goal: Pursue grant programs and other available sources of funds or matching grants to augment the Park Acquisition and Development Fund. 1 1 Mr. Don Ashworth I December 3, 1992 Page 5 1 Fiscal Year 1992 grant application for a Cooperative Opportunities for Resource Enhancement (CORE) grant submitted in late 1991. This grant was proposed to fund a lake aeration system for Lake Susan. Result: Denied. A grant application for bikeway /walkway development on Powers Boulevard north I was submitted in October through the Surface Transportation Program (STP) and the Federal Intermodal Transportation Efficiency Act (ISTEA) to the Metropolitan Council. 1 Coordinated allocation of Community Development Block Grant (CDBG) monies with planning staff. 1 24. Goal: Provide leadership, direction and support to the Recreation Supervisor and all seasonal staff. 1 I make a conscious effort to apply this goal, especially providing support, on a daily basis. 1 1 1 1 1 1 1 1 1 1 1 1993 GOALS PARK AND RECREATION DIRECTOR 1 1. Move forward with the purchase of parkland west of Lake Minnewashta of at least ten acres in size. 2. Negotiate, plan and complete a trail connection from Herman Field Neighborhood Park 1 to Minnewashta Regional Park. • 3. Complete the grading, surfacing, and restoration of Pheasant Hill Neighborhood Park. 1 Ensure that the bituminous trail is in place and the park is seeded by June 1, 1993. 4. Complete an amendment to the Recreation Section of the City's Comprehensive Plan, 1 including the creation of a Comprehensive Park Plan. 5. Successfully administer the Eurasian Water Milfoil, goose removal, and mosquito control programs by initiating an action plan for each by April 30, 1993. 6. Complete all necessary renovations of existing park facilities maintained by the city to ensure compliance with the Americans with Disabilities Act and the U.S. Consumer _- roduct Safety Commission guidelines. 1 Implement a weekly inspection of all play structures maintained by the city. 8. Further promote the alliance between Park and Recreation maintenance and administration staff. 9. Coordinate a successful completion of the Lake Ann Park Utilities and Picnic/Recreation Shelter contracts, concluding with a grand opening of the facility on May 29, 1993. ' 10. Visualize, develop, promote, and implement a winter special event scheduled for February, 1994. 1 11. Continue to identify park boundaries through field inspection and surveys to reduce encroachment on park land. ' 12. Implement an Adopt a Park program in April of 1993. 13. Continue work in the area of realizing completion of the City's Comprehensive Trail Plan. ' 14. Develop, edit, edi and publish a Chanhassen Park and Trail brochure. 1 15. Work closely with the city's Housing and Redevelopment Authority and its Executive Directors in areas of work relating to Lake Susan Park., Central Park, and the downtown entertainment center. 1 • 1 16. Coordinate the first phase of construction at Power Hill Park, including all grading, 1 surfacing, seeding, bituminous paving, and restoration operations. 17. Resolve outstanding issues of ownership, capital improvement, and maintenance responsibilities for Cathcart Park. • 18. Oversee the portion of the city's contract with C.S. McCrossan relating to the construction I of the tennis courts at South Lotus Lake Park. 19. Successfully administer the city's contract with Innovative Irrigation for the irrigation of I ballfields and spectator areas at Lake Ann Park. Realize substantial completion by June 15, 1993. 1 20. Pending approval, assume responsibility for a comprehensive boulevard planting program. 21. Make a concerted effort to ensure that the Chanhassen Tree Preservation Board is I successful in its first year of operation. 22. Coordinate the completion of items specified in the 1993 Park Acquisition and P sP q Development Capital Improvement Program (CIP). 23. Continue my pursuit of a Masters of Arts degree in public administration at Harnline University. I 24. Complete the annual park inventory in April 1993. 25. Continue to pursue grant programs and other available sources of funds or matching 1 grants to augment the Park Acquisition and Development fund. 26. Provide leadership, direction, and support to the Recreation Supervisor, Program 1 Specialist/Senior Coordinator, and all seasonal staff. 27. Become sufficiently adept at computer operation to allow me to draft this document from 1 my office next year. 1 1 1 1 1 1 1 AMENDED PROPOSED 1992 FUNCTION 410 PARK ACQUISITION AND DEVELOPMENT 1 CAPITAL IMPROVEMENT BUDGET AUGUST, 1991 1 Current Estimate Bandimere Community Park 1 Bandimere Heights Park Wood Park Identification Sign $ 250.00 $ 200.00 Complete 1 Bluff Creek Park I Carver Beach Park Play Area Refurbishment 2,200.00 2,200.00 Postponed I Carver Beach Playground Wood Park Identification Sign 250.00 200.00 Complete Replacement of Swing 950.00 950.00 Complete I Addition of Two Spring Animals 1,000.00 1,000.00 Complete Border Wood and Pea Gravel 1,400.00 1,400.00 Complete I Chanhassen Estates Mini -Park Wood Park Identification Sign 250.00 200.00 Complete I Chanhassen Hills Park Wood Park Identification Sign 250.00 200.00 Complete Construction of a Ballfield 1,500.00 1,500.00 Postponed 1 Installation of Trees 800.00 00.00 Complete Chanhassen Pond Park 1 Wood Park Identification Sign for Kerber Blvd. 250.00 200.00 Complete Wheel Chair Accessible Picnic Tabel 500.00 500.00 Delivered Picnic Table 450.00 450.00 Delivered I City Center Park - Play Equipment Expansion (50% Share) 10,000.00 00.00 Deleted 1 New Basketball Poles and Standards 1,200.00 00.00 Deleted Curry Farms Park 1 Wood Park Identification Sign 250.00 200.00 Complete I Greenwood Shores Park Herman Field Park I 1st Phase Play Area with Border Wood/Pea Gravel 13,000.00 6,000.00 1 3,000.00 Delivered Superdeck Boardwalk 6.000.00 Postponed Picnic Tables and Play Area Bench 1,500.00 1,500.00 Postponed Lake Ann Park I First Aid Supplies 400.00 00.00 Postponed Lifeguard Room Equipment 1,500.00 00.00 Postponed' Rescue Board • 500.00 00.00 Postponed Cash Register 750.00 150.00 Postponed Freezer 400.00 00.00 Postponed I Refrigerator 500.00 00.00 Postponed Microwave 300.00 00.00 Postponed Menu Boards 300.00 00.00 Postponed Building Supplies and Equipment 3,000.00 00.00 Postponed Row Boats 650.00 00.00 Postponed Canoes (2) 1,000.00 00.00 Postponed Paddle Boats (2) 1,650.00 00.00 Postponed Life Jackets (20) 500.00 00.00 Postponed Canoe Paddles (10) 200.00 00.00 Postponed' Play -Aks (6) 1,800.00 00.00 Postponed Play -Ak Paddles (8) 200.00 00.00 Postponed Outboard Motor 750.00 00.00 Postponed 1 Shelter Landscaping 1,500.00 00.00 Postponed Drainage Improvements, Field #6 1,000.00 1,000.00 Postponed' Supplies for Conversion of Field #2 to Little League 500.00 500.00 Complete Bituminous Trail Loop 10,500.00 00.00 Deleted 1 Basketball Pole 600.00 00.00 Deleted • Fencing 2,200.00 2,200.00 Complete Boundary Buoys 1,300.00 00.00 Deleted 1 Lake Susan Park Trail Link to Chanhassen Hills 21,000.00 *21,000.00 Postponed 1 Archery Range Targets 300.00 300.00 Complete Aeration System Installation 4,000.00 00.00 Electrical Service 1 Installed Track Ride 00.00 Deleted Meadow Green Park ' Installation of Trees 400.00 400.00 Postponed Minnewashta Heights - . 1 Play Area Expansion 3,000.00 3,000.00 Delivered North Lotus Lake Park *This project will require additional funding, with planning/construction spanning both 1992 and 1993. 1 1 1 I Pheasant Hills Park Engineering, Surveying, Staking, Grading Surfacing and Site Preparation Associated With Initial Phase of Construction 20,000.00 10,000.00 In Progress 1 Power Hill Park 1 Prairie Knoll Park Rice Marsh Lake Park ' Play Area Expansion 6,000.00 4,000.00 Complete South Lotus Lake Park 1 Sunset Ridge Park Installation of trees 800.00 800.00 Complete 1 Park Rules Sign 50 Signs 3,500.00 3,500.00 Complete 1 Picnic Tables, Benches, Spectator Seating, Signage 5,500.00 3,000.00 Complete 1 Boy Scout Project 1,000.00 00.00 Tree Farm 200.00 200.00 Complete I Contingency 4.500.00 1.000.00 1 TOTAL $145,000.00 $80,750.00 DIFFERENCE $64,250.00 1 Postponements were made in the cases when expenditures were no longer necessary, and to allow for the funding 1 of the Lake Ann Park irrigation system, a $45,000 contact. 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 A 1 1 1 1 1 1 1 PLANNING DEPARTMENT 1 1 1 1 1 1 1 1 1 1 1 CITYOF 1 � CHANHASSEN 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 ' (612) 937 -1900 • FAX (612) 937 -5739 MEMORANDUM TO: Don Ashworth, City Manager ' FROM: Paul Krauss, Planning Director 1 DATE: October 12, 1992 SUBJ: 1993 Planning Department Goals and Budget Request In formulating the Planning Department's budget for 1993, I believe it is first necessary to 1 examine departmental goals that have been set; 'have put these goals out for discussion purposes, fully expecting that they will be modified, but with gained from both the Planning Commission and the City Council. In establishing' these goals, I believe it would be useful to 1 re- examine the 1992 goals to see if we have made progress. The following constitutes this review. These goals were presented in a report to the City Council last year. 1 : : 1. Organize and complete the Highway 5 Corridor Study and related project in developing a land use plan for the south study area. ' While we have made significant progress in this area, the Highway 5 Corridor Study remains a work in progress. However, much has been accomplished to date. During 1 1992, the city worked with Bill Morrish and his staff to complete the visioning study for the corridor. While this work is no official standing, it has certainly proven to be a point of common ground between the HRA, City Council and the Planning ' Commission and points the way towards the goals of the expanded Highway 5 Corridor Program. The city has been receiving extremely good reviews for having completed this work and it has already paid significant dividends. Staff has been 1 working extensively with MnDOT engineers to refine plans for the next phase of Hwy. 5 construction. We have also had an opportunity to meet with representatives of the Metropolitan Council, who will be responsible for dispersing ISTEA funds early next 1 year. Both organizations have been impressed by this study and we have been able to use it to leverage improvements to the highway design and of increased availability of funding to accomplish these improvements. MnDOT is already making substantial 1 financial commitments to improve the highway /frontage road concept. We have also been able to use the process which has been started to gain improved development proposals in the corridor with the Target project being the prime example. Lastly, the 1 �� PRINTED ON RECYCLED PAPER 1 Don Ashworth 1 October 12, 1992 Page 2 1 Highway 5 study effort is on track. The task force has been established and has already met several times. We are currently in the process of working up Phase II contractual agreements and will be embarking on the fast track study immediately. 2. Surface Water Management Program. The 1992 goals included developing a revised wetlands ordinance and official map, as well as developing a strong public relations and information effort regarding the 1 program. It was recognized that this program would not be completed in 1992 but that significant positive results should begin to be generated. We believe we have exceeded these oals. The wetlands ordinance and map have g P been developed and are being forwarded to the Planning Commission and City Council for adoption at the present time. In addition, a City of Chanhassen Best Management Practices Handbook has been developed and is also in the process of being approved. This handbook establishes new and very detailed requirements for all grading and erosion control operations conducted in the city. The handbook is designed to ensure that water quality standards are met. Over the year we have been able to incorporate water quality and wetland 1 improvement standards into a number of development projects using newly developed expertise. In many cases these improvements were done at little or no cost to the city. Examples include the Lundgren Willowridge project and the newly developed Target site plan. The city has also embarked upon a strong educational effort regarding the program and sensitive land management practices to protect water quality. 1 3. The Senior Commission/Senior Center goal for 1992 was to complete design and construction of the Senior Center and develop its operation and programs in a manner that provides the highest level of service for our residents at the least possible cost. This goal was achieved ahead of schedule and under budget. We have gone from having no facilities for seniors to having an operating Senior Center that is beginning to offer a variety of programs and opportunities. Staffing needs have been rethought and reallocated to carry us forward into the future. Management responsibilities for day to day operations of the Senior Center are in the process of being passed over to the Park and Recreation Department, which was another part of this goal. 4. Computerize Departmental Functions. The city continues to make progress towards creating and utilizing a GIS data base. 1 We are working towards having materials prepared in digitized format and all the materials provided to the city from Bonestroo Engineering will be digitized. While 1 1 Don Ashworth October 12, 1992 ' Page 3 we cannot state that we have the GIS or permit tracking systems up and running yet, ' we believe the infrastructure is in place and these goals can be accomplished in the near future. 1 5. Continue Recycling Efforts. The goal was to expand a range of materials that can be collected as well as improve ' coordination with Carver County. The city has managed a compost site on Bandimere Park as well as a compost demonstration site near City Hall. We have also entered into a cooperative agreement to distribute composters to residents below cost. ' 6. Continue to Respond to Needs to Upgrade, Revise, and Improve the Zoning Ordinance. ' This is an ongoing goal with the city and we believe that much has been achieved in this area. With the exception of the residential component, the PUD ordinance has been adopted and work is proceeding on that portion of the code. We are also in the process of greatly improving our wetland and water quality standards. 1 7. Continue to refine and improve city procedures relative to development. Strive to maintain and improve Chanhassen's image as a progress community that sets high standards for development. Maintain good working relationships with developers and brokers and to ensure that the residents concerns are heard in our review process. This again is an ongoing goal that we need to reaffirm annually. We believe the city has made great strides in furthering its image as a progressive community. Our environmental protection efforts have received a good deal of coverage in the region. ' Our working relationship with the Metropolitan Council has never been better. 1993 DEPARTMENTAL GOALS The following constitutes preliminary departmental goals for 1993. These goals will be presented to the Planning Commission and City Council for further discussion and refinement. You should also be aware that we have the ongoing work items list that is updated by the Planning Commission on a monthly basis. This indicates work in progress or which is desired by the Planning Commission and City Council. A copy of this document has been attached for your review. 1. Complete the Highway 5 Corridor Study. The Highway 5 Corridor Study is 1 growing in its ultimate importance to the city and its future. The program as envisioned will result in improved development standards, input into MnDOT highway designs for future Highway 5 expansions to increase design sensitivity, designation of 1 Don Ashworth 1 October 12, 1992 Page 4 1 environmental sensitive areas for preservation, refinements of land use, and development of a capital improvements plan. This project needs to be maintained on a fast track if we are to position ourselves in front of developments that are going to be proposed. The benefits of being able to have a proactive stance on development should be evident to all those who were involved with the Target site plan. Funding 1 for the program is to be provided by the HRA. 2. Complete the Surface Water Management Program Planning and Establish the ' Program on a Permanent Footing. Work on developing the Surface Water Management Plan, Water Quality Protection Plan and Wetland Protection Effort will be completed during the first half of 1993. We have undertaken and achieved a lot to date. The program is beginning to show its worth as evidenced by our educational efforts, input into developments, city programs such as the early street sweeping designed to protect water quality, etc. The completion of the plan is in Winston Churchill's words, "not the beginning of the end, but rather the end of the beginning." We need to move forward into a proactive position that allows us to continue to monitor our lakes. We need to be able to institute the capital improvements projects needed to reverse the decline of water quality in our lakes and wetlands and put it on an upwards path. We also need to continue our educational efforts and coordination with other governmental agencies, both in terms of staffing and financial assistance. 3. Senior Commission /Senior Center. Now that the Senior Center is up and running, the Planning Department's direct role in this operation is being intentionally diminished. We are passing the baton over to the Park and Recreation Department where day to day operations can be more effectively conducted. The Senior Commission is moving on to its next goal which is to complete a feasibility study for senior housing options in Chanhassen. If the housing proves to be feasible, we would then need to launch a follow up program to see how we may cause it to be constructed. The contract for the housing feasibility study has been issued and is being paid for out of Community Development Block Grant Funds. 4. Community Development Block Grant Program/Maintaining Eligibility. As the Council is aware, we have used our CDBG funds to greatly enhance our ability to provide programs and facilities for our seniors and handicapped residents. Due to the 1 loss of population in the Hennepin County portion of Chanhassen, our continued ability to remain in the CDBG program has been threatened. Staff is working diligently in conjunction with the Mayor to have HUD rules revised or re- interpreted 1 so that we may continue to be involved in the program. We are working intensively with the staff of Congressman Ramstad and Senator Wellstone's Offices to this end. 1 Resolution of this matter may well take into next year. 1 1 1 Don Ashworth October 12, 1992 1 Page 5 5. Computerize Departmental Functions. 1993 represents the year in which we may ' actually achieve the goal of significantly increasing our use of technology. Planning Department staff already composes significant portions of staff reports on our individual computers but its potential in terms of an information store house and its ' ability to track permit requests through the city has yet gone untapped. We believe that we may be able to complete this program in 1993. However, we should also be aware that we do not want to push the cutting edge of technology too far with adverse 1 cost impacts, so care must be exercised. 6. Continue to Enhance Recycling Efforts. Last year the city made some progress in improving our recycling services to our residents. We want to continue this trend in 1993. The city should continue to work with Carver County to cooperatively offer compost site facilities to our residents. We are also seeking to enhance the range of 1 materials which are eligible for our recycling program. Plastics and waste paper are two primary candidates. Cooperative efforts with Hennepin County, that have made available reduced cost composters to our residents, should be further explored and 1 offered. Lastly, our educational efforts need to continue. 7. Continue to Respond to Needs to Upgrade, Revise and Improve the Zoning ' Ordinance. As we have noted in past years, this is a continuing effort and if we are doing our jobs, it will never be completed. Staff continues to work to refine the ' ordinance to deal with new situations as they arise as well as to incorporate state of the art techniques. For example, in 1993, we will probably be adopting an overlay district in the Highway 5 corridor as well as improving our design oriented ' performance standards for development throughout the community. 8. Strive to maintain and improve Chanhassen's image as a progressive community ' that sets high standards for development. Maintain good working relationships with developers, residents and outside agencies to ensure that the city goals and policies can be achieved. Increased reliance on computerization will facilitate our ' ability to be responsive to both residents and developers. We must continuously work to maintain a positive attitude and provide high levels of public service and responsiveness. Relative to improving Chanhassen's stature with other agencies, I ' believe we have made great strides in this area. As you are aware, the city has developed an excellent reputation for being in the forefront of environmental protection issues. Staff has been asked to serve on special committees and task forces designed to develop rules for the new State Wetlands Law and to protect the Minnesota River. Our relationship with the Metropolitan Council has never been better and we are frequently asked to assist them on projects of regional significance. We must also continue to work with our local Metropolitan Council representative, both individually and through the Southwest Communities Coalition. In all probability, we will be losing Bonnie Featherstone as our Metropolitan Council 1 Don Ashworth 1 October 12, 1992 Page 6 1 representative due to reappointment and need to work with whoever is selected to replace her to be sure that our concerns are adequately conveyed. These efforts will need to be continued in the coming years. 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 ONGOING ISSUES REVISED FEBRUARY 3, 1993 • ISSUES STATUS t 1.* 1995 Study Area (North) and Hwy. 5 On-going work with Task Force. Public Y (N ) wY g g Corridor Study Hearing to CC on 2/8/93. I Assigned to Planning 1995 Study Area (South) g g Commission staff. 1 Work to be initiated as time commitments allow ' OTHER ITEMS Staff update and review of issues due for the ' March 3, 1993, Planning Commission Meeting ' 1.* Sign Ordinance Work is continuing to progress with task force. Program expected to be completed shortly. CC asked that the committee look ' at limiting the number of sign boards on building exteriors for office buildings. ' 2. Tree Protection Ordinance, Mapping Inventory is completed. Over view of of significant vegetative areas existing tree protection regulations requested by Commissioner Erhart. Advisory Tree 1 Board established by City Council. First meeting on 1/28/93. 1 3. Shoreland Ordinance Staff is currently working on draft of the ordinance. Initial comments delivered to MnDNR. Will place on upcoming PC 1 agenda. 4. PC input in Downtown Planning and Ongoing - Review ongoing projects Traffic Study discussed at 9/2/92 meeting. 5. Review of Architectural Standards to 1992 /may be combined in part with Hwy. 5 Promote High Quality Design work. 1 1 1 1 6. Bluff Creek Corridor Greenway Park and Recreation Commission is I undertaking update of the recreational element of the Comprehensive Plan. Bluff 1 Creek issues to be dealt with in this format. 7. Temporary uses, sales - new Staff to bring back to Planning Commission 1 ordinance at a March meeting. 8. Sexually oriented businesses PC reviewed on 3/4/92. Sent to Public 1 Safety Commission. Reviewed on 7/8/92. To be forwarded to CC. I 9. Tree Conservation Easements Reviewed by PC in November. 10.* Fence Requirements To be reviewed by CC 2/8/93. 11. Open Space Zoning Requested by PC. 1 12. Upgrade landscaping ordinance To PC in March I standards to meet criteria established during Target Review. * Change in status since last report. 1 1 1 1 1 1 1 1 2 1 1 1 1 1 I 1 1 I FINANCE DEPARTMENT 1 1 1 1 1 1 1 1 1 1 1 CITY OF I , CHANHASSEN i� 1 \ i p90 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 �� (612) 937 -1900 • FAX (612) 937 -5739 MEMORANDUM 1 TO: Don Ashworth, City Manager I FROM: Jean Meuwissen, Treasurer Tom Chaffee, Finance Coo r inator DATE: January 4, 1993 I SUBJECT: Finance Department Goals and Objectives - 1992/1993 I Reflecting on the year just past and reviewing the Goals and Objectives for that year (copy attached) we feel we again had a productive and I rewarding year. Summarizing our Goals and Objectives, as we have the past five years, and including only new or modified items tends to over -look the "routine" tasks of the Finance Department which have come to be taken for granted to a certain extent. , 1 Additionally, the one or two line identification of specific target, objectives seems to minimize the importance as well as the potential work effort necessary to accomplish the stated objective. I More often than not, specific goals and objectives frequently over -lap years and some of ours have seemed to just be ongoing. Annually, we invariably are called upon mid-year to implement one or I more major changes as a result of new legislation enacted during the current legislative session and are required to place new projects on a back burner.•This past year was no exception. Some of the mid -year I fires which we were called on to extinguish included: I. State Budget Cuts -' This perennial problem at the state legislature always ends I up, to some extent, in our lap. 1992 proved to be no exception. a. Decreased Revenue - ` I Again we were confronted with various proposals for reductions in aid to cities which includes HACA (Homestead /Agriculture Credit Aid) as well as LGA (Local Government Aid). We monitored I and analyzed the potential impact of the several proposals as they related specifically to Chanhassen. The final reduction amounted to slightly more than $12,000 which we absorbed in I stride in our normal budget process. I % s r PRINTED ON RECYCLED PAPER • Don Ashworth, City Manager I' January 4, 1993 Page 2 ' • • I. State Budget Cuts(continued) b. Sales /Use tax on cities - Outwardly, the implication of extending the 6.5V. state sales/ use tax seemed simple enough: now every -thing we buy will cost an additional 6.5 %. The operational impact of this change was considerably greater than that. We instituted special accounting procedures to not only account for the tax stated on bills rendered by our vendors but also to accrue and report use -tax on out -of -state purchases, off -road diesel fuel, and water usage by City facilities. The net impact on our budget for 1992 was approximately $30,000 with an estimated annual impact here -after of between $60,000 and $80,000. From our view -point it would have been much simpler to have reduced our HACA by that amount and avoided all of the additional on -going transactions and process. c. Water Testing Fee - On the surface, this may have had the appearance of a totally new program when, in reality, it was another budget balancing measure by the state. The new Federal mandate for expanded water quality testing allowed the state to treat it as a new process and pass the costs on to local governments. We implemented the "Water Test" fee changes in July and are now billing our water customers regularly for this mandate. 1 Another continuing process to add to the list !! II. Federal Arbitrage Reimbursement Regulations The I.R.S. continues its relentless pursuit of local government bonding capabilities and, insists on further complicating our lives with reports and restrictions. After meeting with our auditors, bond counsel, and financial consultants, we prepared and had adopted the necessary council resolution to address their current mandates. III. State pursuit of fund reserves Through the budget balancing process, the state legislature in concert with the state auditor has been considering the usage of fund balances as a factor in determining any aid distribution (HACA or LOA) to cities. Our auditors recommended re- alignment of some of our fund designations to more appropriately reflect the nature of the funds and protect any reserves that would normally be part of the state considerations. We embarked on a program in September to re- designate and re- allocate funds according to their recommendations. 1 1 Don Ashworth, City Manager January 4, 1993 Page 3 Refering Y to the attached cop of 1992 Goals and Objectives, we present the following update: ' 1. The anticipated major revision to our existing payroll system is still in the field testing stages and will probably not be ' available until March or April of 1993. We still intend to install this revision as soon as it becomes available to us. 2. Some restructuring took place with Deloitte & Touche causing ' a delay in the schedule for implementing our Fixed Asset Management and Reporting system. We now have our master file installed and further implementation efforts are now back on 1 track. 3. Some efforts were placed on downloading historical data files ' as well as initial control file designs for the ultimate intent of starting check writing functions in -house in 1993. 4. Utility system files have been converted and down - loaded to 1 the PC's where more work is being done to make them usable in an on -line interactive mode. This will continue to be a work effort into 1993 and perhaps into 1994. ' 5. Time constraints prevented any action on the special assessment system but provisions are being included in the property information system to address potential special assessment issues. 6. The 1991 audit process and Annual Financial Report produced ' the first "clean" tun-qualified) auditors opinion statement which is the first step toward GFOA certificate application. This will continue to be an objective for 1993. 1 7. Time restricions prohibited any efforts to even investigate the possibilities of automated water meter reading. 8. The sewer /water operations was showing signs of stress as a result of several years of huge increases in our M.W.C.C. payments. We implemented a sewer rate increase in January, 1992 ' and are preparing to implement the other phase of that increase this month. 9. Our continued aggressive investment strategy has paid some very good dividends and should continue to do so in 1993. A more specific report will be prepared in the next several weeks. 10. Inter - office communication continues to be a priority with us as we continue to expand and grow as a City. Inter - departmental cooperation is and will continue to be important to the success 1 of the City. 1 Don Ashworth, City Manager January 4, 1993 Page 4 , Enough of the reflecting on the past! 1 We anticipate another exciting year in 1993 with new and better means and methods for accomplishing the routine tasks, as well as additional challenges from the state and federal governments as they continue to share their financial woes and budgetary crises with us. We continue to be faced with the challenge to do MORE with LESS!! 1 FINANCE DEPARTMENT 1 1993 GOALS AND OBJECTIVES • 1. Install major revision to payroll system. 2. Complete phase 2 of the Fixed Asset Management and Reporting. (Including initial implementation of Central Services Fund for vehicles and equipment) 3. Continue installation efforts for in -house processing of Financial Accounting System. 4. Continue installation efforts for in -house processing of Utility Billing System. 5. Complete requirements and make application for G.F.O.A. Certificate of Achievement. 7. Finalize Arbitrage reporting and rebate relative to 1988 bond issues. (payment and report due 2/28/93) , 8. Continue to monitor closely the water /sewer operations to assure financial stability. 9. Continue aggressive investment strategy and monitor results more closely. Establish basic cash flow modeling. 10. Continue work on Property Information data base. 11. Improve fire department reporting conditions and system. 12. Actively monitor legislative efforts affecting Local Governments and share information with Mayor /Council and City Manager. 1 II Don Ashworth, City Manager II February 19, 1992 Page 5 II FINANCE DEPARTMENT 1992 GOALS AND OBJECTIVES I 1. Install major revision to payroll system. I 2. Complete phase 2 of the Fixed Asset Management and Reporting. (Including initial implementation of Central Services Fund for vehicles and equipment) II _. Begin installation of in -house processing of Financial Accounting System. I 4. Begin installation of in -house processing of Utility Billing System. II °_. Begin de=sign work on data base for Special Assessment Accounting. 6. Complete requirements and make application for G.F.O.A. I Certificate of Achievement. 7. Work closely with City Engineer on proposal for installing automated water meter reading system. II S. Continue to monitor closely the water /sewer operations to assure financial stability. (May lead to proposal for more II rate increases!) 9. Continue aggressive investment strategy and monitor results more closely. Establish basic cash flow modeling. I 10. Communicate more closely with Manager and department heads on finance related issues. II 1 II II II 1 1 1 1 1 1 PUBLIC SAFETY 1 1 1 1 1 1 1 1 CITYOF CHANHASSEN 690 COULTER DRIVE • P.O. BOX 147 • CI-(ANHASSEN, MINNESOTA 55317 (612) 937 -1900 • FAX (612) 937 -5739 ' MEMORANDUM TO: Don Ashworth, City Manager FROM: Scott Harr, Public Safety Director ' DATE: December 9, 1992 SUBJ: Goals and Objectives Following are my 1992 goals and objectives, with comments: 1) Exercise the Emergency Management Plan: This was successfully completed on Minnesota Tornado Awareness Day, with copies of ' the plan being distributed to all department heads and applicable personnel. 2) Review job description for position of Community Service Officer: This was accomplished, with the position of Public Safety Officer growing out of this review. ' 3) Review animal control contract to consider whether we wish to continue in 1993: This was done, With the commitment being made to continue the contract for next year. 4) Embark on considering long range planning: This has been done. 5) Review shooting boundaries within the City : This was done, with changes being made. ' 6) Review police contract hours for 1993: This was accomplished, with the result being increased to four additional hours per day for 1993. 1 7) Review Building Inspection staff members for 1993: This was done, with the decision being made to maintain the present level of staff. ' 8) Continue to develop a positive working relationship with the emergency response agencies that work in the City: Positively 11 completed. t*, PRINTED ON RECYCLED PAPER Don Ashworth I/ December 9, 1992 Page 2 1 9) Analyze building inspection review from contractors: This was done, with many positive benefits coming from it, including our sponsoring a seminar for contractors, which was attended with many positive responses. Our staff analyzed the responses from the inspection survey, utilizing the results to assist us in training and planning. The result has been an obvious decrease in complaints regarding inspections. 10) Implement use of computers within the department to a greater 1 degree: This has been accomplished. I would like to submit the following specific goals and objectives 1 for 1993: 1) Review procedure for dealing with traffic complaints. 1 2) Pursue future planning for Public Safety needs. 3) Review and refine Emergency Management Plan. 4) Utilize volunteer resources within the City, by considering increased use of volunteer programs within the Carver County Sheriff's Department. 5) Consider complaint form for inspection & enforcement staff. 1 6) Consider a need for additional secretarial help. 7) Review animal control contract for the following year, considering whether we wish to - continue providing this service. 1 8) Provide joint training for law enforcement officers and our fire department. 9) Continue providing public education. „ 10) Develop crime prevention services, Neighborhood Watch & Operation Identification. 1 1 1 1 1 1 1 1 1 ' PUBLIC WORKS 1 1 1 1 1 1 1 1 1 1 1 CITYOF A ClIANIIASSEN 1 � 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 �f I (612) 937 -1900 • FAX (612) 937 -5739 MEMORANDUM 1 TO: Don Ashworth, City Manager FROM: Charles Folch, City Engineer 0( ' DATE: December 14, 1992 SUBJ: Review of 1992 Primary Go and Objectives and Establish 1993 Top Priority Goals and Objectives File No. PW -227 The following is a review of the top priority goals and objectives for the Public Works 1 Department in 1992: 1. Pavement Management - Develop a S -year street rehabilitation capital improvement ' program including annual crack filling and sealcoating programs based on the findings and recommendations of the city -wide pavement management report. ' Institution of an assessment policy for the funding of these rehabilitation projects. Status - A 5-year street rehabilitation capital improvement program has been ' prepared with a priority schedule based on findings and recommendations of the Pavement Management Report. The Pavement Management Report identified that approximately $140,000 to $150,000 a year should be allocated for sealcoating, crack 1 filling and localized patching programs in order to be able to sealcoat every street on a 5 - year reoccurring interval. Based on the top_ priority needs, the study also identified approximately $600,000 to $800,000 per year of street reconstruction work. ' One of the key elements that needs to be resolved prior to implementing the CEP is to establish an assessment policy for street reconstruction projects. During 1992 the City has undertaken studies to develop comprehensive sanitary sewer and water policy plans which will identify ultimate infrastructure needs for the City upon full development. These plans are very near completion and staff believes that these utility policy programs in conjunction with the pavement management program need 1 to be reviewed concurrently to determine annual dollar demands in relation to the financial capabilities of the City. Therefore, a street reconstruction assessment policy is not expected to be completed until sometime in early 1993. NOT PRINTED ON RECYCLED PAPER 1 Don Ashworth, City Manager December 14, 1992 Page 2 2. Infiltration /Inflow Program - Continue implementation of the City's annual infiltration /inflow (I /I) removal program including line televising flow monitoring as it relates to the MWCC establishing future incentive /disincentive programs to reduce Local I /I. Consider the elimination of private clear water sources such as sump pumps and foundation drainage from the City's sewer system as per Ordinance No. 90 -130. Status - In 1992 the Metropolitan Waste Control Commission completed their study on the metro area infiltration /inflow problem. Their study basically concluded that it appears that there are municipalities within certain geographical areas of the metro area which may be experiencing I/I problems due to high water tables, soil conditions and other natural subterranean features. However, in these high I/I areas, the study was not detailed enough to be able to determine whether MWCC interceptor facilities had lower I/I than corresponding local sanitary sewer systems. Therefore, the recommendation from the MWCC study was to delay implementation of incentive /disincentive programs to reduce I/I but rather provide technical and administrative assistance to help communities with potential I/I problems and implement solutions. In 1992 a sewer rehabilitation program was designed. Due to the lateness of the year and small construction size of the program, bids received were higher than expected. The program was canceled and dollars will be added to the 1993 program. 3. Comprehensive Sanitary Sewer and Watermain Policy Plans - Prepare a comprehensive sanitary sewer and watermain study for the entire City of Chanhassen which will provide information on trunk sanitary sewer, lift station, well, watermain and water storage facility needs, locations and projected timing schedules. As the City continues to grow towards an ultimate development density, these policy plans will also provide information on the associated costs of these needed improvements and uniform trunk sewer and water assessment rates which will be adjusted on an annual basis with inflation to provide adequate funding. These overall policy plans will also identify deficient or problem areas within our existing system that are in need of repair or upgrade. 1 Status - In 1992 the City Council authorized the preparation of the comprehensive sanitary sewer and watermain policy plans for the City of Chanhassen. These plans are approximately 90% complete at this time. The remaining work is waiting upon the completion of the digitized mapping of the City. This work is expected to be completed in early 1993. During 1992, uniform trunk sanitary sewer and watermain 1 area charges were established. 1 1 1 Don Ashworth, City Manager December 14, 1992 ' Page 3 4. Staffing, Equipment and Space Allocation - Prepare 5 and 10 -year staffing, equipment and space utilization plans for the departments within public works in an effort to proactively plan for maintaining adequate City services as the City continues to grow in population and more streets, utilities and parklands are added to our infrastructure. ' Status - Preliminary work has begun in these areas involving research and discussions at monthly superintendent's meetings. Information on fleet management systems and software are being studied. Space and staffing needs will be developed in a cooperative manner with administration. This process is expected to be continued in 1993. ' 5. Project Management - Continue to provide project management of all public and private development projects within the City. Specific City projects that are known at this time are as follows: A. MnDOT's Trunk Highway 5 Improvement Program, Dell Road to County Road 17 construction and County Road 17 to Trunk Highway 41 design. ' Status - The Trunk Highway 5 project from Dell Road to County Road 17 in g Y P J tY Chanhassen is substantially completed. The Engineering Department will continue ' to provide technical assistance and review of the design plans for the Trunk Highway 5 improvement project from County Road 17 to Trunk Highway 41 and the proposed north access boulevard road. B. Trunk Highway 101 Realignment, Phase II (North Leg) - Design/Property ' Acquisition /Construction. Status - During 1992 the Engineering Department provided technical and administrative assistance in the acquisition of the Taco Shop and apartment building property acquisition and demolition. The project plans were completed in the fall and a contract was awarded in December. Construction will take place in 1993. 1 C. West 78th Street Detachment from Kerber Boulevard to County Road 17 and County Road 17 South to Trunk Highway 5. ' Status - With the approved development plans for the Target site, the project plans are now being completed for the detachment project which will be constructed in 1993. Additional improvements to West 78th Street east of Kerber Boulevard will include the installation of traffic signals. 1 1 Don Ashworth, City Manager December 14, 1992 Page 4 1 D. Minnewashta Parkway Road Improvement Project Between Trunk Highway 1 7 and Trunk Highway 5. Status - The construction of improvements for this project have completed all of the storm sewer, retaining wall, earthwork and road base preparation including placement of the Class 5 aggregate. The curb and gutter and bituminous surfacing including the trail will be completed in 1993. 1 E. Trunk Utility Improvements to Facilitate Development in Lake Riley Hills Area. 1 Status - Public hearings were held on this proposed improvement project but this project was not ordered due to lack of area support. This project is expected to come up again in 1993. F. County Road 17 South of Trunk Highway 5 to North of Future Lake Drive West. Status - This project was canceled by the Council in the spring of 1992. Carver 1 County is developing a capital improvement program. This project may be discussed again in the future. 1 G. Trunk Sanitary Sewer and Watermain Facilities Including Lift Stations in the Upper Bluff Creek District to Facilitate Proposed Office /Industrial /Single Family Residential Developments Local to the Area. Status - The project plans were prepared and a contract awarded for this improvement project which began construction in late summer and is expected to continue during the winter and be completed by late spring /early summer of 1993. 1 1 1 • 1 1 Don Ashworth, City Manager December 14, 1992 Page 5 The following items are considered to be the top priority goals and objectives for the Public Works Department in 1993: ' 1. Pavement Management - Develop an assessment policy for street reconstruction projects within the City. The key question in terms of an assessment policy involves whether or the not the City should be responsible for a portion of the costs involved in the street reconstruction work. From one perspective, if the street has lived its useful life expectancy of 20-25 years, then the cost to rebuild a new street should be borne by the benefitting property owners as such when the road when was initially t constructed. This would be analogous to buying a car which may last 10 years and 100,000+ miles. When its useful life is over the car is typically scrapped or junked and a new one is purchased. ' From another perspective, some are of the opinion that once a street is built it is the City's responsibility to provide funds from the general revenue to rehabilitate and maintain the streets. This is the key issue that needs to be decided prior to implementing the 5-year capital improvement program which was prepared in 1992. It should also be noted that the state legislature is once again considering instituting a street utility similar to that created for surface water management whereby once a district is created, the revenues generated will be dedicated to aid in funding street reconstruction -type improvement projects. ' 2. Comprehensive Sanitary Sewer and Watermain Policy Plans - Complete the P rY cY P ' preparation of comprehensive sanitary sewer and watermain policy plans for the City. Develop, approve and implement utility infrastructure capital improvement programs. ' 3. Solid Waste Collection - Investigate and review the concept of establishing solid waste collection service contracts for the City. In the past legislative sessions there have been a number of changes to the statutes regulating collection of solid waste ' in Minnesota cities. One of the mandates requires that all cities with a population of 5,000 or more must insure that every residential household and business within the city have a solid waste collection service in one of three ways: 1) city- provided ' collection, 2) city - organized collection or, 3) city- required proof of private contracts for collection service. There are many pros and cons which will be brought to light in association with each of these solid waste collection options; however, one ' problem which has become an ongoing annual problem for the City is waste collection service during the weight restrictive times during the spring thaw. Many of the haulers cannot provide their service to customers within the City and still meet the weight restrictions imposed during the spring. One of the major concerns from a public works standpoint is that the current solid waste service is an independent and random service whereby these heavy vehicles are frequently on residential streets Don Ashworth, City Manager 1 December 14, 1992 Page 6 (the same street possibly 5 times a week). The impact on the life of our City streets is significant particularly during the spring thaw when the load carrying capabilities 1 of our streets are at their weakest. This is a critical issue that needs to be resolved. 4. Staffing Equipment and Space Allocation - Continue to acquire information in developing staffing, equipment and space utilization plans for the Public Works Department. 5. Project Management - Continue to provide project management of all public and private development projects within the City. Specific projects which are known at this time are as follows: A. Preparation of plans and specifications for the Trunk Highway 5 Improvement Project and north boulevard access road from County Road 17 to Trunk Highway 41. Construction is expected to take place in 1996. B. Trunk Highway 101 Realignment, Phase II (North Leg) - Administrate ' construction contract. C. West 78th Street Detachment Project from Kerber Boulevard to County Road 17 and County Road 17 South to Trunk Highway 5 - Complete design and project plans and specifications, administrate construction contract and assessment hearing. D. Minnewashta Parkway Road Improvement Project between Trunk Highway 7 and Trunk Highway 5 - Complete the installation of road improvements consisting of curb and gutter, bituminous surfacing and trail installation and administrate assessment hearing. ' E. Trunk Sanitary Sewer and Watermain Facilities in the Upper Bluff Creek District, Phase I - Continue to administrate construction contract and have these facilities on -line for service during the_summer of 1993. F. Various Private Projects ' c: Engineering Department Staff ' Jerry Boucher, Utility Superintendent Mike Wegler, Street Superintendent Dale Gregory, Park Maintenance Superintendent Harold Brose, Shop Superintendent 1 1 1 1 1 1 1 i ADMINISTRATION 1 1 1 1 1 1 1 1 1 1 1 1 1 1993 ADMINISTRATION GOALS • 1 City Council/Manager 1. Assist with the City Council and staff goal setting session for 1993. Continue to follow up with staff in providing status report updates to the City Manager on a timely basis 1 throughout the year (January - December). Personnel/Administration 2. Complete a compensation program for meritorious employees for seniority with the city (January - June). ' 3. Review and select a software program for the city's cafeteria plan (June - October). 4. Review the pros and cons of the LOGIS Health Care Program (January - December). 5. Review and update "performance review sheets" (January - December). Communication 6. Coordinate the publication of the city's newsletter, expanding on the overall quality of current events and the amount of graphics (January - December). 1 7. Complete City Safety Program manual. 1 Cable Administration 8. Continue to improve the amount and quality of cable programs provided by the City of 1 Chaska, School District 112, Triax Cable Company, and the Chanhassen Fire Department. 9. Continue to upgrade audio visual capabilities for the Council Chambers, community, and 1 City Hall. Upgrade microphones. 1 1 1 1 1 1 1993 HRA GOALS January, 1993 I 1. Highwav 101 Relocation Project 1 - Start construction of north leg of Highway 101 Project (June - November). - Acquisition and demolition of the Apple Valley Red -E -Mix Plant (June - I September). - Develop overall landscape/beautification plan for this intersection. 2. West 79th Street I - Start construction of entry monument at Great Plains Boulevard and Market 1 Boulevard (June - August). - Continue to market the remaining portion of land owned by the HRA east of Americana Bank site (January - December). 1 3. Highway 5 Beautification/Landscape Corridor Project - Complete Corridor Study with the University of Minnesota, Barton - Aschman, and Corridor Study Committee. Provide quarterly updates to the HRA on progress I (January - December). 4. Market Square Development I - Continue to assist in marketing Lots 2, 3, 4, and Outlot A (January - December). 5. Development of Downtown Park South of City Hall 1 - Continue negotiations on the acquisition of the old bank site property (January - I June). - Continue to finalize park plans (January - December). 6. Chanhassen Conference /Community Center Development I - Establish a redevelopment contract with Bloomberg Companies, Inc. and Country I Suites of Chanhassen. Preliminary schedule for design, plans, and construction of center: 1 a. Schematic design (January - February) b. Plans and specifications (February - August) 1 c. Award of bids (September - October) d. Start construction (October - November) e. Grand opening (October 1994) 1 1 1 - Public hearing on the proposed center for citizen comments (February - March). 7. Downtown Objectives 1 - Determine new library location (January - June). Consider construction/location of senior housing project (January - December). ' - Construction of the recommended roadway design changes /traffic signals by Strgar- Roscoe - Fausch for west (May - August). ' - Demolition of the Chanhassen Lawn and Sports building (February). P g �'Y 1 - Close on the sale of land for Phase 11 of the Medical Arts building and start construction (April - August). 8. Target ' - Continue condemnation proceedings on James property (January - May). Finalize redevelopment agreement with Ryan Construction as the "Master Redeveloper" for Outlot B. 9. Hanus Facility - Review and approve landscaping/facade improvements to the Hanus facility (January - September). 10. Review potential sites for a new Post Office. 1 1 1 1 1 1 1 1 1993 ECONOMIC DEVELOPMENT GOALS 1 1. Acquisition of parkland /trail easements from Chanhassen Business Center. 2. Continue to improve the city's overall tax base and expand employment opportunities P Y P PP within the city through the city's special assessment reduction program (January- December). 3. Continue to participate with the Chanhassen Chamber of Commerce, citizen/business groups, and neighborhood organizations (January - December). 4. Maintain inventory of commercial/industrial land and building space availability (January- December ). 5. Work with the HRA and the Highway 5 Corridor Plan (January- December). 6. Acquisition of land for a new elementary school site. 7. Creation of a new TIF District for the new Opus Industrial Park at Highways 5 and 1 41. 1 1 1 1 1 1 1 1 1 1