3. City Manager PerformanceEvalCity Manager's Work Plan
January - December 2003
Library 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 2002, and the contract was awarded to
Kraus-Anderson in April of that year (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.
· Complete Joint Powers Agreement with Carver County for operation and maintenance
of the building (February 2003).
Update: The City Council approved the Joint Powers Agreement on August 11, 2003.
· Continue to monitor construction process and budget, including change orders,
construction methods, etc. (January-August).
Update: Staff/architect are finalizing claims fi'om Kraus Anderson for time delays and
temporary enclosure costs. The city has submitted its final position on these claims and
is awaiting Kraus Anderson's response. Staff has retained Marvin Fabyanske of
Fabynaske, Westra & Hart, who specializes in construction disputes. Marvin's work to
date includes review of the delay claim and completion of background work to assist us
in responding to their claims.
· 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 Opening Celebration (August-September 2003).
Update: Staff worked with the Carver County Library staff and Friends of the Library
to coordinate the grand opening celebration on August 14 & 16, 2003. Both of these
events were well attended and wonderful! A big thanks to everyone involved.
Key Financial Strategies
Staff met with Jim Prosser from Ehlers & Associates to begin development of the city's key
financial strategies in July 2002. At that time, we completed comparisons of similar 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.
Update: The City Council adopted the Key Financial Strategies on June 9, 2003.
Implementation began with the 2004 Budget process, i.e. pavement management system
including trails, roads, parking lots; debt service; fixed assets for remodeling/replacement;
water treatment and future infrastructure; etc. We will also use these strategies as a part of
our 2004 strategic planning process.
2003 Budget
Update: Staff presented a list of $300,000 in new revenues and budget reductions in
anticipation of state aid cuts. The Council endorsed the changes on January 27, 2003. The
Council considered the second phase of 2003 budget modifications on October 13, 2003,
which included another $300,000 in reductions.
2004 Budget Process/Debt Service Update/TIF Deficit Options
The budget process began in July 2003, with City Council direction regarding expectations of tax
rate and service levels. Staff incorporated the Key Financial Strategies into preliminary budgets in
August. The City Council established the maximum levy in September. Department budget
presentations were given in October/November.
Update:
Truth in Taxation Hearing will was held on December 1, 2003.
· City Council adopted the 2004 budget on December 8, 2003.
· Staff presented a Debt Service Analysis that provided for an economical solution to
downtown TIF deficit.
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.
Update:
· The final two proposals presented modified plans to the EDA at their
February 25, 2003 meeting. Staff presented condemnation impacts and title issues at
the same time. The EDA selected Bloomberg Companies on May 5, 2003 and
approved the purchase agreement for $1,150,000 at their May 27, 2003. Closing is
scheduled for December 12, 2003.
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. Construction plans have been
submitted to our Building Department for review and construction is expected to begin in May of
2003.
Update: The City Council approved the private redevelopment agreement on July 14, 2003
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and a building permit was issued on December 2, 2003. Completion is estimated at late
summer 2004. At that time, staff will be monitoring the affordability compliance.
McGlynn Litigation Update
Staff and Council met with Carver County representatives on March 14, 2003 to discuss potential
solutions to the pending litigation. Staff updated the City Council on the litigation at an executive
session on April 14, 2003.
Update: Council and staff negotiated a fair and reasonable compromise to the County's
claims. The City Council approved a settlement agreement totaling $144,553.87 on
June 9, 2003. The County's original claim was for $711,167.96.
Highway 101 Turnback/Trail Project
Staff exhausted every means possible in finding alternative 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 forward with the
construction of the trail. Construction of the trail began in July 2002 and pavement and
landscaping was completed in summer of 2003.
Update: Staff is completing final negotiations on two easements along the trail and a
trail/fence maintenance issue with a resident on Hill Street. Staff is also looking for Council
direction on safety improvements at Pleasant View Road and Highway 101 (potential work
session item).
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.
Update:
· Letters of application were sent out to affected property owners in March 2003.
· On October 24, 2003, the City Council modified the fees for the rental licensing program
based on the direction received at the August 11th work session. All rental units will be
inspected by March of 2004.
· Staff will provide an update, including analysis and benefits of the program, in April-May
2004.
Water Treatment Facility
Staff presented a water treatment study that included the ultimate build-out of our future
infrastructure needs. Ehlers & Associates presented a Water Rate Study and we toured water
treatment facilities in the metro area.
Update: Staff met with the Citizen Advisory Panel (CAP) on December 4, 2003 to discuss the
recent activities of the City Council and staff. The next step is to meet with the CAP again on
December 18, 2003 to outline pros and cons of a multiple treatment plant vs. a central plant.
Staff will present the CAP's findings, along with a modified rate study, at the January 5, 2004
City Council work session.
Represent the City at Chamber, School District 112 & 276 Leaders Meetings
I attend monthly meetings of these groups and will continue to do so (on-going).
City Center Commons Development
In December 2001, the council hired Damon Farber & 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.
Update: Construction was completed on November 28, 2003. Staff is proceeding with a
liquidated damages claim of $50,000 against the contractor for construction delays. I
anticipate a settlement on this issue in the summer of 2004. Staff will also be monitoring the
warranty work on the project throughout 2004.
Consider Establishing a Local Lodging Tax
Staff 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 if this is a cost effective idea. (Ongoing)
Consider Potential District 112 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 second high school
until enrollment exceeds 2,400 students in Grades 10-12.
Update: The School District was successful in passing a referendum on November 4, 2003.
The district is considering three sites in Chanhassen for a future middle/high school site. Staff
is working with the School District on development costs for each of the sites.
Strategic Planning Process
On February 24, 2003, the Council directed staff to prepare a timetable to discuss and establish an
implementation plan for each strategy.
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Taxation/Finance: The goal is to acquire the resources necessary to fund the services
the citizens of Chanhassen want without increases in taxes:
Review decisions based on costs and benefits
Better council direction in the budget process
1. Receive feedback in relation to expectations of tax rate, services
before City Manager begins budget preparation
2.Incorporate strategic planning into budget process
Develop a financial model for future scenarios/strategies
1. Finish Key Financial Strategies process and begin implementation
with 2004 budget process
Explore contract model for other services
1. Evaluate successful aspects of current contract models and explore
options for further use within the organization
Update: See comments on Key Financial Strategies and the 2003/2004 Budget/CIP
process.
Econotnic Development: The goal is to maintain the quality and accelerate the speed with
which our economic development occurs
2005 MUSA issues
1. Expedite review processes in order to accelerate opening of 2005
MUSA.
Update: The Planning Commission held a public hearing on August 19 &
September 2, 2003. The City Council approved the AUAR and Mitigation
Plan on December 8, 2003.
Next Step: Petition for feasibility study for public improvements, noise
mitigation plan, development funding sources for public improvements.
Evaluate methods to replace commercial/industrial land that is being
used for Town and Country housing development
Update: This is a future work session item for the City Council. The item
should be expanded to include the overall guide plan for the 2005 MUSA
ama/TH 212 corridor.
Highway 212/312
1. Establish vision of the corridor
Update: The City Council incorporated the Highway 5 Standards city-wide in
2001.
Continue to work with MnDOT and other agencies to ensure that the
final alignment meets our needs in terms of:
a. Access to downtown Chanhassen
b. Appropriate number and location of intersections
c. Reduced impact on residential developments already in place
Monitor legislation and maintain contact with state representatives to
encourage a more rapid timeframe in highway construction
Maintain an exceptional and ongoing communication system with the
community that informs them of the Highways current status.
Update, Nos. 2-4: The Municipal Consent process will include reviewing
MnDOT's preliminary layout submittal. On November 10, 2003, the City
Council approved a contract with Kimley-Horn to assist with the Municipal
Consent process, design, and cost allocations. On December 8, 2003, the
Council established a public hearing date of January 26, 2004 (December 2003/
January 2004).
Go
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
Update: Staff continues to provide information to developers on available
industrial sites.
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Leverage City property as much as possible 1. Evaluate City-owned parcels and determine how to best develop them
2. Conclude sale of Bowling Alley and Pony-Pauly-Pryzmus properties
Update: Staff continues to market the Pony-Pauly-Pryzmus site for single story
uses without a drive-thru. The Bowling Alley is scheduled to close on
December 12, 2003.
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
Chanhassen
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Update: No action has been taken on this item to date as it is premature at
this time. This item should be included in the 2004/05 Work Plan.
Safety and Security: The goal is to maintain or enhance the City's ability to provide for
the safety of our citizens
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
Update: Staff scheduled approximately 7 neighborhood watch
programs since the first of the year. Some City Council members have
attended these meetings. The City Council attended this year's
National Night Out on August 5, 2003. This allowed the Council to
meet with existing neighborhood watch groups to hear their concerns.
Have Council focus more time during its regular meeting on public
safety issues
Update: The Council has spent more time discussing safety issues
during the regular City Council meetings, e.g. juvenile curfews, review
of monthly criminal statistics, speed concerns on State Highway 101,
etc.
3. Homeland security emergency preparedness review
Update: On June 9, 2003, staff reviewed the City Council's roles and
responsibilities under the City Emergency Management Plan. On June
16, 2003, the council witnessed a "mock emergency drill" at the
Chanhassen Dinner Theatres. Close to 100 volunteer "victims"
participated in a multi-agency emergency drill. The drill included the
decontamination process, dealing with a chlorine release, and mock
injuries requiring treatment.
Community-wide issues: The goal is to address major issues that are facing the community
and to improve communication flow between the Council, staff, and residents.
Ko
Review Architectural 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.
Update: The City Council incorporated the Highway 5 Corridor Standards city-
wide based on the approved 2001 Design Standards for Commercial, Industrial
and Office Institutional Developments.
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Water treatment discussion 1. Establish next steps in the process
2. Determine if the need still exists in the community
Update: See separate item on Water Treatment Issue.
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
Update: The Mayor & City Council gave the State of the City Address to the
Chamber of Commerce on October 26, 2003. The Mayor presented the State
of the City Address to the Chanhassen Lions Club in November. The Mayor
and I participate in School Districts 112 & 276 Leader meetings.
2. Develop working relationships with outside agencies (state, county, etc.)
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Finalize community center discussion
1. Continue to receive feedback from community
2. Develop next steps
Update: This item has been scheduled for the February 9, 2004 work session
to develop next steps.
Other items of responsibilities that the City Manager administered in 2003:
Audit Process: On July 28, 2003, the Council reviewed the 2002 Audit. The report
showed an excess of $311,251 in the general fund for budget year 2002. Internal and
compliance reports showed no significant issues.
Board of Review & Equalkation: The Board of Review was held on April 14. The
Council reviewed 3 comments from residents; but only acted to reduce the estimated
market value on one property.
· Itnproved and expanded broadcasts on the Public Access Channel: Staff continues to
expand programming and provide community issue updates on a regular basis.
Review the Pavement Management Plan: On September 22, 2003, the Council
approved the feasibility studies and authorized preparation of plans and specifications
for the 2004 Residential and MSA Street projects. In November 2003, staff determined
specific streets for upcoming projects and included these in the 2004-08 Capital
Improvement Program. In January/February 2004, the council will consider approval
of plans and specifications and authorize bidding, with construction beginning in
May/June. Sometime in summer 2004, we will begin the feasibility study process for
the 2005 residential street projects.
Develop the Sheriff's Annual Work Plan: Sgt. Jim Olson updated the Council on
December 8, 2003 regarding the 2003 work plan and presented the 2004 work plan.
The Council approved the 2004 police contract and addendum for Sgt. Olson's
services. Staff will be researching the cost, benefits, and need for an investigator as a
part of the 2005 budget process.
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,
Traffic Study)
Update: The Sheriff's Office is reviewing this process and it will continue into 2004.
2004 Prosecution Contract: Staff recommended that the Council transfer the
prosecution contract from the Carver County Attorney's Office to the City Attorney's
Office. This action allowed the city to keep our prosecution contract budget fiat from
2003 to 2004. Staff will be monitoring the transition process into 2004.
Work with Department Heads in Establishing Personal and Professional Goals:
Each department head has a personal and professional development plan. I have
encouraged and supported each department head to have a personal coach to help them
accomplish their development plans and expand their skill sets. Each department head
is also responsible to develop departmental goals on an annual basis. I will be
completing performance evaluations in the next couple of weeks and will be reviewing
their performance, goals, accomplishments, and training opportunities.
· Update of City Codes: The City Council has reviewed has reviewed all of the city
codes and approved approximately 70% of them.
Day-to-day administration of all city departments (ongoing)
· Hold an Economic Summit (August/September): City Council and staff have agreed
to extend this item into 2005.
Update completed on December 12, 2003