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3. Position Classification Plan • 3 I : CITYOF CHANHASSEN ' 690 COULTER DRIVE• P.O. BOX 147• CHANHASSEN, MINNESOTA 55317 (612) 937-1900• FAX(612)937-5739 MEMORANDUM TO: Mayor and City Council Er- DATE:FROM: Don Ashworth, City Manager March 5, 1990 SUBJ: Pay Compensation Plan Update/Related Actions This item includes: I. Accept Position Classification Plan Update; and P • II. Review 1990 Departmental Goals and Objectives; and ' III. Establish Procedure for Review of City Manager I. Accept Position Classificationlan Update: I am attaching a copy of the February 23, 1989 report on this same item. As will be noted, accepting the Position Classification Plan update does include the review of ' the underlying basis of comparing one position against another (comparable worth) . After presentation of this item in February of last year, the comparable worth item ' appeared on no less than eleven special/regular City Council agendas between April and October. Suffice it to say that neither staff nor the Council needs to go through that type of process -this year„and, -given the freshness of the data, All comparative portions Of the plan are as adopted in October. As required by the plan, ;a11lios .tion write-ups have been brought up-to-date and)zepresent the current work function for each employee, The write-up§' have been ' reviewed with each employee including reviews of their individual performances. I have included Gary Warren's memorandum to me regarding tmodifications to engineering staff positions (dated January 23, 1990) with the plan itself. If a budget I I Mayor and City Council .• II March 5, 1990 Page 2 II adjustment does occur, this item would have to reappear as a regular agenda item. However, Monday evening's forum should provide a perfect opportunity for Gary/ myself to discuss the value of re-establishing the Assistant Engineer's position and how such could be funded. I No action is required on the Position Classification Plan unless the Council wishes to make modifications. i II. Review 1990 Departmental Goals and Objectives: I would hope that a major portion of Monday evening's meeting will concentrate on 1990 goals and objectives. Except for financial nuts like me, the first two items on the agenda are rather boring (audit/bonding) . I am pleased to present the goals from each of the I departments. These were prepared as a part of the review process as to what we had accomplished in 1989 versus what we had anticipated 1990 objectives. In some cases, the goals have been presented as two or three person goals, i.e. finance, parks and planning and, in some cases presented as departmental goals. Regardless of the format, each represent objectives of each of our functioning areas. To improve communications and to insure that goals and , objectives can be completed, I have initiated department head meetings solely for this purpose. As the Council is aware, staff meetings have occurred for the past ten years as to insure that Council directives are followed through and that the staff is communicating regarding the next agenda. However, following what I consider to be some low points created this past summer/fall, it appeared as though a new form of communication was required to insure that each of our departments were oaring in the right direction. Both myself and the department heads have found these types of "big picture" meetings very useful. By the Council reviewing the proposed goals and objec- tives of each of the departments and ranking the impor- tance of such (means used this past year to determine relative importance) , staff receives feedback as to whether we are heading in the right direction or not. The departmental meetings, again, can become an effec- tive means to insure that coordination between Public Safety/Engineering/Parks occurs as a part of . . . To the extent that a goal has been identified by engi- neering, i.e. installation of the proposed telemetry 1 I I , Mayor and City Council March 5, 1990 IIPage 3 system, we can work out the details of how the infringe- ments that that this new system places onto Public Safety can best be handled. However, many of the work functions and associated repercussions have been left more or less undefined. To the extent that the Council wishes staff to work out the details (establishment of sub-policies) , we will do such. However, recognize that there is some uncomfortableness for staff in doing such. For example, the Council approved the sidewalk on both Kerber Boulevard and Laredo Drive. Both of these sidewalks lead to and from the downtown/elementary school. The Council supported the construction and generalized goal of attempting to get children to and from downtown/elementary school. However, a sub-policy does arise as to responsibility for cleaning the ' sidewalks. Through our departmental meetings, a deci- sion was made that the City would clear sidewalks leading to and from the downtown, the downtown itself, as a third priority (following snow removal from our streets/downtown/public facilities) . Sidewalks existing within areas such as Lake Susan Hills would rat be cleaned by city crews. This issue becomes more meaning- ful as we start discussions as to the merits of a sidewalk on Frontier Trail. I am aware of the fact that some of the names on Mr. Loebl's petition signed such ' because they thought they would be responsible for clearing the snow. Whether the Council or staff established the sub-policy is almost a moot point in this case as right-of-way does not exist to accommodate both street snow and sidewalk snow during a normal snow year. Additionally, with the children being bused, the normal safety aspects do not come into play. So as to insure that the type of issues raised above do not occur in 1990, department heads suggested that we meet on various evenings to walk through each of the departmental goal sheets and discuss how we would imple- ment them. The idea for evening meetings was one of therefore allowing Council members to be a part of the refinement process and therefore provide a more solid foundation for how and why actions would be taken. As most of our department heads have rather long travel distances, it was suggested that the meetings be set as "pizza" meetings starting at 6:00 p.m. The first meeting was generally agreed to be March ,19, 1990. As staff would like feedback, this date/time' could easily ' be changed. I I Revised 12-81 Revised 12-84 II Revised 12-8& • Revised 5-89 aLux Adjustments for Improved Performance (Continued) . 1 2. An individual may be hired higher in the range where previous experience or more than normal qualifica- tions make a higher rate appropriate, or when market conditions are such that persons with the required qualifications are not available at rates in the lower portion of the range. Such higher hiring rate II should normally not exceed the range midpoint. The City Manager may use discretion when negotiating salary/ benefits when hiring Department Heads - such being consistent with the purpose and intent of this plan. 3. New employees shall serve a six month probationary period and, if performance is less than adequate, termination may occur; or, the probationary period may be extended for an additional six month period. I G. Council Review The City Manager's position shall be reviewed by the I City Council on or before the completion of the proba- tionary period and on a yearly basis thereafter. H. Salary Adjustments Resulting from Pay Equity II 11 III. Rstablish Procedures tor Review pt City Kanner: I ?anger's Rote: Over the years the Council has established numerous means by which the above stated objective could be completed, i.e. the Mayor and I have II met and his review is submitted to the Council, the Council as a whole completing individual review IIsheets (attached) , etc. Your decision? Comparable worth standards do not assure any employee II that they will be at the midpoint for their position. Comparable worth only assures an employee that the City will establish a pay range having pay equity with all I positions having similar worth within the City. An employee's ability to move upwards within the range for his or her position shall be solely,based on the perfor- mance of that individual and shall be administered simi- lar to all positions within the City. I. Part Time Employees, Reimbursement Policies I 1. All part time employment shall be in accordance with the approved budget. 1 • 10 II I , ., CITYOF 1 s CHANHASSEN .g'', . .. 1 . 690 COULTER DRIVE • P.O. BOX 147• CHANHASSEN, MINNESOTA 55317 ` (612) 937-1900• FAX (612) 937-5739 MEMORANDUM 1 TO: Don Ashworth, City Manager IFROM: Gary Warren, Director of Public Works/City Engineer _ DATE: January 23, 1990 7t; II SUBJ: 1990 Goals and Objectives File No. PW227 IThe following list highlights the goals and objectives for the Engineering and Public Works Departments for 1990: II1 . Storm Water Utility District - In cooperation with the Planning Department, proceed with acquiring a consultant and establishing a storm water utility district utilizing the II $50 ,000 seed money allocated by 'the City Council in the 1990 budget. II 2. Pavement Management System - Embark on an in-house program for establishing the basic pavement management system for the City utilizing the $20,000 budget 'allocation from the City Council. V 3. Com rehensive Plannin - Su P g pport the Planning Department by arranging for and coordinating the completion of the II utilities portion of the comprehensive plan. Also continue to provide input to the Eastern Carver County Transportation Study integrating its findings into the City 's comprehensive IIplan and development efforts, , tt 4 . Computerization Implement the Utility Departsaent telemetry monitoring system :by .October of 1990. .-Continue to press for I the computerization of the Engineering and Public Works Departments, especially as =it -relates to infrastructure mapping and data recording/retrieval. 5. State-Aid Mileage/Reimbursements - Work with MnDOT to add an additional 4.1 miles of State-Aid designated roadways to the II City's system to utilize the current unallocated balance in the City 's account. Further, see to it that all State-Aid reimbursements are maximized and acquired from the state in a timely fashion. 1 II II Don Ashworth II January 23, 1990 Page 2 6. Platting/Development Support - Work with the Manager's office and Planning Department to provide engineering input on preliminary plat proposals in a timely fashion. Develop an engineering checklist for the platting process. Tighten up the condition enforcement aspect as it relates to engineering conditions before release of security and building permit issuance. 7. Staffing - Complete staff additions consistent with the 1990 budget and specifically address the consultant services aspect versus in-house staff issue. Prepare a 5-year space utilization plan for the Engineering Department. 8. Development Documents - In concert with the City Attorney's 11 office, update the City's development contract format, standard specifications and standard details as warranted based on 1989 useage and experience. 9. Infiltration/Inflow Program - Implement the second year of the City's annual infiltration/inflow removal program. Respond as appropriate to the USEPA inquiry concerning the City's activities in this area. Test the waters concerning the ultimate inspection and elimination of clear water sources (sump pumps and foundation drains) from the City's sanitary sewer system per Ordinance No. 19-130 and the MWCC's wastewater treatment and handling implementation plan (1990-2010 ) . Participate in the formulation of the MWCC's incentive/disincentive infiltration/inflow policy. 10. Interdepartment Communication/Cooperation - Foster an ' atmosphere of support and cooperation with the various City departments. Encourage the "TEAM" approach concept. 11. Trunk Highway 5 (last phase) - Review and arrange for City ! approval of staff-approved layout for Trunk Highway 5 impro- vements from County Road 17 to Trunk Highway 41. Assist the Southwest Coalition and others as appropriate in attempting to accelerate this project on MnDOT's construction schedule. 12 . Crack Sealing Program - Acquire equipment and initiate an annual crack sealing program for the City streets. 13. Project Management - Specific projects which will be admi- nistered from this office which are known at this time are as follows: A. MnDOT's Trunk Highway 5 improvements, Hennepin County and Carver County segments - design/construct. Negotiate details of the cooperative agreements with MnDOT to maximize state participation. I I II 1 Don Ashworth January 23, 1990 Page 3 B. Audubon Road upgrade from the railroad tracks south to Lyman Boulevard - design/construct. C. Trunk Highway 101 Realignment, Phase II (North Leg) - design. 1 D. Lake Drive West from County Road 17 to Audubon Road - design/construct. ' E. Lake Drive East from Dakota Avenue to Dell Road - design/construct. ' F. West 78th Street Detachment project, Phase I construction and Phase II design. G. Lake Susan Park expansion - final design and construction. H. North Side Parking Lot improvement construction completion and coordination with last phase of Medical Arts. I. Well No. 5 and 6 design and construction. J. Murray Hill Water Tower Rehabilitation. 1 K. Trunk Highway 212 EIS. L. Frontier Trail upgrade - design completion and ' construction. M. Park Place Phase II - design/construct. 1 14 . Accounts Payable - Process accounts payable in timely fashion within 30 days of receipt reviewing all invoices for accuracy and appropriateness. 15. Public Works Public Relations - Initiate a public awareness program in concert with National Public Works Week in May to ' promote citizen awareness of public works activities and services. 1 1 1 s CITY T CHANHASSEN 690 COULTER DRIVE • P.O. BOX 147• CHANHASSEN, MINNESOTA 55317 (612) 937-1900• FAX(612) 937-5739 MEMORANDUM 1 TO: Don Ashworth, City Manager FROM: Gary Warren, Director of Public Works/City Engineer 1 DATE: January 23, 1990 •14.1. SUBJ: Summary of 1989 Accomplishments File No. PW227 I hesitate to prepare a memo with such an ominous title as this for fear of being accused of tooting one's own horn. This is especially true since most if not all of what I list here as az accomplishments surely are the result of people such as yourself who have encouraged and supported °:,many of these initiatives, even though down deep you may have ; eltthem futile, (i.e. storm water I/ drainage utility) . Similarly, I hasten to recognize the loyal and dedicated Public Works and Engineering staff members who take pride in performing their everyday duties and initiative to support the system to make It more accountable and responsive. Of course, none of these activities could proceed forward without the support and approvalpf the City Council and our consulting corps who typically respond to outrageous demands of this office. With this aside, I will embark on a lis'F of achievements for 1989. °•YA I A. PROJECTS 1. Lake Lucy Road trunk Watermain was mp1ietdn .989 and placed in -service on schedule in time to meet°the City's peak water demand"A4,1 duly. 2. The Lake Drive/Market Boulevaicd -broject& was completed on schedule overcoming very difficult permitting issues with the Corps of Engineers, soil correction problems at both ends of the project and developer/church access issues. We were suc- cessful in responding to Rosemount Engineering's request for a temporary signal at the intersection of Market Boulevard and Trunk Highway 5 which was approved and will soon be completed. i . Don Ashworth January 23, 1990 Page 2 3. The Frontier Trail Upgrade was authorized by the City Council and has tested the waters as far as the initiation of a ' Pavement Management System. I know the biggest challenge is yet to come as we roll into 1990 and the authorization and implementation of the construction phase. 4 . The first year of the City's Sewer Rehabilitation Program was initiated at a cost of $118,000 . A majority of the improvements have been completed in 1989. This is the first ' year of a five-year commitment and sets the tone for the future. ' 5. The repair and painting of the West 76th Street elevated storage tank was completed within budget and with minimal disruption to the local neighborhood. Similarly, inspection services were conducted on the 200,000 gallon elevated ' storage tank on Murray Hill in anticipation of the 1990 rehabilitation and painting. Alternative access from Murray Hill was also secured. ' 6. Audubon Road was upgraded to an urban section from Trunk Highway 5 to Park Road with the cooperation of McGlynn Bakeries and Prince. 7 . A preliminary study was completed and accepted by the City Council for construction of Well No. 5 and Well No. 6 in the ' City's water system. The design and construction of these wells is scheduled for 1990. The evaluation of the drift well alternative, if successful, should lead to a quicker delivery of water into the system in time for the 1990 peak consumption, while saving the City approximately $250,000 as compared to the deeper bedrock wells currently in the system. 8. Much time has been spent in serving on MnDOT's Technical Advisory Committee (TAC) to bi-weekly review the Trunk Highway 5 expansion plans and provide City input to see that I we are getting the best design compatible with the City's needs. Similarly, much effort has been lent to help expedite this project in compliance with the interests of the City ' Council and the Southwest Coalition persisted in securing approximately $200 ,000 of MnDOT cost participation on Lake Drive East frontage Road to Dell Road. 9. Served on the Trunk Highway 212 EIS Technical Advisory Committee and ultimately arranged for the official mapping of Trunk Highway 212 by the City Council. ' 10. With the City Manager 's office, initiated a Trunk Highway 101 realignment and land use study which culminated in the offi- I I : 11 Don Ashworth II January 23, 1990 Page 3 cial mapping of Trunk Highway 101 between Trunk Highway 5 and proposed new Trunk Highway 212 interchange. 11. Kept pace with the wrap-up of Phase I and Phase II of the downtown redevelopment project, especially as it relates to the landscaping corrections which are scheduled for 1990. As a part of these projects, bird-dogged the Soo Line Railroad to complete the Great Plains and Market Boulevard crossings, and although the Great Plains crossing resulted in an interim barricade condition, the crossing was accomplished and new Market was completed in time for the opening of the roadway system in 1989. 12 . Approximately 20 preliminary plats/site plans were reviewed through this office with subdivision improvements totaling over $2,000 ,000 for which development contracts and construction inspection were administered. 13. The Lake Drive East project was initiated through the Council for the extension from Dakota Avenue to Dell Road. Provided support to the City 's presentation to the Hennepin County I Board for obtaining an extension of the Tax Increment District to facilitate the Trunk Highway 101 realignment improvements (North Leg) . I B. ADMINISTRATIVE ACCOMPLISHMENTS 1. Seed money in the amount of $50,000 was procured for the 1 establishment of a storm water utility district in 1990. This was a new concept for the City Council to entertain; one which I feel will lead to addressing many of the environmental needs of the City such as water quality, erosion control and storm drainage. 2. Seed money in the amount of $20,000 was procured by the' City , Council for initiation of a pavement management program for the City. Similarly, addressing a goal of this office to deal with long-range budgeting for infrastructure maintenance. 3. All projects were levied in compliance with the bond debt retirement schedules such that no additional capitalized interest was encountered. 4. Two-foot topographic aerial mapping totaling $80,000 was completed on the majority of the City in the spring of 1989. Half-section mapping and a completion of the remaining two-foot topographic maps are being completed in 1990. 1 5. The City's first standard specification and detail book was completed and transmitted to all consulting firms which typically provide services to private developers in the City. I 1 1 Don Ashworth January 23, 1990 Page 4 6. Participated on the Eastern Carver County Transportation Study Team which will serve a major role in identifying the 1 critical transportation needs for the area in concert with our surrounding governmental jurisdictions. 1 7. With minor exceptions, all letters of credit, alternative loan agreements and escrow accounts have been tracked and enforced with renewals obtained prior to expirations as 1 required. 8. Initiated warranty inspection work coordinated with the Utility Superintendent to see to it that all new developments ' are inspected prior to expiration of warranty periods and correction measures are taken consistent with the warranty bonds at no expense to the City. 9. Advertised and filled the Engineering Technician and Senior Engineering Technician positions and consolidated the engineering administrative and clerical duties into the Engineering Department. 10 . Responded to numerous citizen/Council inquiries and ' complaints and responded in a reasonably timely fashion for the majority of these requests. ' 11. Added one Light Equipment Operator to the Street Department; added one Utility Maintenance Worker to the Utility Department; and added one Park personnel to the Public Works Department. 12 . Chaperoned the acquisition of approximately $236,000 worth of public works equipment including four vehicles, a ' high-capacity single-stage snow blower for the 936 loader, a tri-axle dump and a tractor-mounted backhoe in addition to various miscellaneous equipment. The overall expenditures ' were conducted in accordance with all applicable bidding requirements and within budget. 13. Initiated the plans and specification preparation for ' acquisition of the City's telemetry monitoring system for the wastewater and water elements of the Utility Department. ,l 14. Processed all accounts payable in a timely fashion (usually ' in less than 30 days) avoiding interest penalities. C. PROFESSIONAL ACTIVITIES ' 1 . Served as State Treasurer for the Minnesota Chapter of the American Public Works Association. 1 1 Don Ashworth - I January 23, 1990 Page 5 I 2. Appointed and serviced on the National Council for Consultant-Government Relations of the American Public Works Association. r I I I I i I 11 I I 1 . 4 ...i . CITYOF 1 CHANHASSEN . 6 w ,.. 690 COULTER DRIVE • P.O. BOX 147• CHANHASSEN, MINNESOTA 55317 I (612)937-19000 FAX (612) 937-5739 IIMEMORANDUM TO: Don Ashworth, City Manager IIFROM: Jim Chaffee, Public Safety Director DATE: January 17, 1990 1 SUBJ: 1990 Goals Please find attached a copy of a memo to me from Scott IIreferencing 1990 goals for code enforcement which encompasses the building inspection department, fire marshal, and community ser- vice officers . I have also attached copies of Public Safety 1989 IIgoals for your reference. The overall long term goal for the Public Safety Department is: To plan, organize, direct and control the various functions performed by the departmental employees toward the prevention of crime, enforcement of laws, ordinance and codes, and II the protection of life and property. This will be accomplished through utilization bf various codes and docu- ments pertaining to public safety,` .i .e. universal building I code, universal fire code, state statute, and local ordinances. II1990 Goals: ._ a. Continue with the upgrade and utilization of computers for all divisions within the department of Public Safety. .,rte. , ' - :$ x ', ,s q-- b. A continuation and follow through with the 1989 goal of writing a 5-year police study plan in conjuntian with Sheriff I Al Wallin. This will be accomplished throughout 1990 and on into 1991 with the Council mandated Police Study Committee. To continue to develop a comprehensive disa§ter preparedness IC. plan for the City of Chanhassen in accordance with civil defense guidelines and mandates. Several major steps were taken in 1989 in the development of the comprehensive II disaster preparedness plan, and I see 1990 as a continuation and possibly the actual writing of the comprehensive disaster preparedness plan. It should be noted that a disaster plan II is presently in effect which was written several years ago by Jerry Schlenk. This is an ongoing process that involves a tremendous amount of coordination with several and varying agencies including many different public and private. Don Ashworth January 17, 1990 Page Two I d. To work hard on developing and then maintaining a teamwork I approach to common City goals. This means an attempt at developing honest and open communications amongst all departments within the City. I Please let me know if you have any questions or comments regarding these goals, and I look forward to meeting with you to discuss these. 11 I I I I 1 I I I I I 1 CITY OF -,._ , 1r , CHANHASSEN ., .1 690 COULTER DRIVE• P.O. BOX 147• CHANHASSEN, MINNESOTA 55317 (612)937-1900• FAX (612)937-5739 IMEMORANDUM TO: Jim Chaffee, Public Safety Director ]� 1 FROM: Scott Harr, Assistant Public Safety Director jk DATE: December 22, 1989 IISUBJ: 1990 Goals IIAs Assistant Public Safety Director/Code Enforcement Officer, I would like to propose the following goals for 1990: 1 ?. 1. Continue to "fine tune" code" complaints and response procedures; I b mpl A. implement new code rompla.int forms; B. computerize code complaint data; C. maintain more complete code enforcement records. ID. work with the City Attorney to maintain productive procedures and communicatiOns II 2. Assist Fire Inspector; Mark Littfin . n his transition to the proposed position of Fire Marshal, continuing to assist him in the development of fire prevention/fire code enforcement/fire. Inspections. Work `ith him in obtaining Ivoluntary compliance, and enforcing ws when necessary. 3. Continue ,;�to work--with-'the 'But1dinq spection Department in I the development -ao# o1 cy, ,, recadu,4e�s,,,4ns,pect.ions and report ,,r L,......... ,. =� c ;s. tin I 4. Continue to supervise-.and deal with perss.onnel °issues within Buildings Inspections and Fire =nsperti—on Departments. 5. Continue to work with the Community Service Officers in the II _ ; area of public service, cri e` prevention and animal control. 6. Provide a liaison relationship with the Southwest Metro Drug 1 Task Force . 7. Assist in developing positive personnel growth and develop- ment in the Public Safety Department. 11 CITY TF A CHANHASSEN \ - J 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 (612) 937-1900 ' MEMORANDUM TO: Don Ashworth, City Manager , FROM: Jim Chaffee, Public Safety Director 1 DATE: January 30, 1989 SUBJ: 1989 Goals ' Please find attached copies of goals from each division within the Public Safety Department. I have sat down and gone over 1 these goals with each individual and find them to be realistic and somewhat enlightening. I have also attached the goals submitted on January 7, 1988 for ' your perusal. The only goals missing from the overall Public Safety Department are those from the Fire Department. One of the goals for the Fire Department in 1989 will be to award bids for the aerial platform truck and monitor its development and construction throughout the year. In addition, we will be moving into and occupying the remodeled central fire station. Part of this will be to fully utilize the enhanced communications capabi- lities as provided by the EOC. Hopefully, we will never have to use the EOC, however, in the necessity that the EOC is activated, we will hold periodic disaster drills to insure its smooth acti- vation. As you well know, anytime the EOC is activated for any kind of disaster or multiple casualty incident, the Mayor and yourself will be critical components in the command structure for the operation. As always, the overall long-term goals for the Public Safety ' Department are: - To plan, organize, direct and control the various functions performed by the departmental employees toward the preven- tion of crime, enforcement of laws, ordinances and codes, and the protection of life and property.. /' 1989 Goals 1. Public Safety Administration: , a. Continue the utilization of the computer for all depart- ments. I 1 _ • . _ Mr. Don Ashworth January 30, 1989 Page 2 IIb. To write a five year police study plan in conjunction with Sheriff Al Wallin addressing the needs of law enforce- ment for the City of Chanhassen. c. To develop a comprehensive disaster preparedness plan for the City of Chanhassen. 1 Although time consuming, these goals are realistic and measurable. I look forward to any comments you may have 1 regarding these goals for the Public Safety Department for 1989. We look to 1989 as being a very productive and positive year, not only for the City of Chanhassen as a whole and the Public Safety Department within the City structure, but toward developing a 1 cohesive team with all departments within the City. I 1 1 1 1 I I I I 1 1 11 CITY OF - i ... 1 ... :i-.." CHANHASSEN . . . . ,, . 690 COULTER DRIVE• P.O. BOX 147• CHANHASSEN, MINNESOTA 55317 (612)937-1900•FAX(612)937-5739 II MEMORANDUM TO: Don Ashworth, City Manager FROM: Paul Krauss, Planning Director I DATE: January 17, 1990 SUBJ: 1990 Goals for the Planning Department I The following are the 1990 goals for the Planning Department: I 1. Complete the Comprehensive Plan, hearing process and submit- tal to Metropolitan Council for review. I Work on the Comprehensive Plan`°;is now in the final stages. It is expected that late winter.-and early spring will be I occupied in meetings and hearings between the Planning Commission, City Council=and interested parties and residents to refine the plan prior,.to submittal to the Metropolitan Council. We anticipate"'sending the plan to the Metro II Council during July to -start their:�.90 day review period. 2. Embark on a coordinated wetlands protection program. It is expected that this program will culminate in new poli- cies, official 'maps and revisions to, he existing Zoning I Ordinance. _-This is envisioned as a two-year work effort with initiation sub)ect to availability of funding. To the extent feasible, .-this -effort will-be -coordinated with the City's Engineering ^Department`Ato` work towards-a-storm'water manage- 1 went plan. - Consultant assistance will be required. 3. Continue to respond to-needs tc: pgrade,'-revise and improve II the Zoning Ordinance. p Staff is frequently directed'by the Planning Commission and City Council to amend or revise sections of the ordinance. II In addition, staff has proposed and will continue to propose a series of amendments that we believe are necessary to keep the ordinance current and position the city to obtain the II best quality development. To the extent feasible, staff intends to process these ordinance amendments using in-house staff supplemented by work from the City Attorney. Updates I II II Mr. Don Ashworth January 17, 1990 Page 2 ' currently in process on consideration include beachlots, variance procedure, grading and mining, private driveways and R-16 High Density District. 4. Complete the change over to hauler sponsored curbside recycling. Staff will be involved in making the change over from the city program to the hauler sponsored program and ' will embark in conjunction with the Recycling Committee on efforts to increase participation rate. Staff will attempt to gain a grant to supplement funding for recycling bins. It ' is hoped that the participation rate can be boosted up to 50% by year end. 5. Continue to reorganize programs and procedures to improve coordination with Public Safety, Engineering and Park and Recreation. Staff has spent considerable time working on administrative procedures to process both new development applications and building permits. This work will continue with added refinements. There is a related matter that at some point in time in the near future the Planning Department in conjunction with the other departments would like to embark upon a computer based permit tracking system. It is believed that this will take at least two years to implement. 1 6. Continue to be responsive to the needs of the City Council, Planning Commission and Housing and Redevelopment Authority. The Planning Department has primary responsibility in pro- viding reports and data needed by these bodies in their deci- sion making processes. We want to continue being responsive to these needs and meeting them in a timely and professional ' manner. 7. Initiate computerization of departmental functions on an incremental basis. Along with additional hardware that is ' being acquired, staff anticipates beginning the com- puterization of departmental functions. We have not set a timeline for this process but believe it will take several years due to the time intensive nature of the program plus the educational needs of staff that must be trained to use it. 8. Adopt amendments to the shoreland and floodplain ordinances in response to new DNR regulations. These amendments should be completed by July, 1990. ,/ • I I I CITY OF - 1 \it CHANHASSEN 1 \ 1 _ 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 (612) 937-1900 MEMORANDUM I TO: Don Ashworth, City Manager FROM: Tom Chaffee, Data Processing Coordinator DATE: May 26, 1989 SUBJ: Goals for 1989 The following are goals for 1989 for the Finance/Data Processing Department: 1. Improve department staffing. 1 2. Begin installation of fixed assets system. 3. Accelerate budget preparation schedule to comply with 1988 Truth in Taxation Law. 4. Investigate feasibility of laser printer/desktop publishing system. 5. Install relational data base for Property Information + 1 Management (PIM) System - Re: taxes, assessments, legal descriptions, etc. 6. GFOA Certificate of Achievement for Financial Reporting. 7. GFOA Distinguished Budget Award. 8. Annual Financial Reporting: a. Improve in-house procedures to cut down on auditor's time. 1 b. 100% legal compliance. 9. Utility Billing System: a. Revise bill format usin ' 11 g envelope rather than postcard b. Modify processing procedures and input c. Modify data master file formats for eventuality of addi- tional billing items such as garbage. d. Automate in-house link with property records. I S '_ Mr. Don Ashworth May 26, 1989 II Page 2 10. Financial Accounting System: a. Establish historical reporting for construction projects. b. Streamline/condense output reports to cut down on paper. volume. c. Improve year to year conversion methods. 11. Payroll: a. Every other Friday pay-day which means accruing salaries payable at year end. b. Implement system upgrade to include eventuality of cafeteria plan. I 1 I I I I I I I A 4 1 CHANHASSEN . I CITY OF ._ i I, ....L . . „. . : . , . . „ . . ,. , . 690 COULTER DRIVE • P.O. BOX 147• CHANHASSEN, MINNESOTA 55317 ' - (612) 937-1900• FAX (612) 937-5739 I I MEMORANDUM DATE: January 22, 1990 1 TO: Don Ashworth, City Manager FROM: Jean Meuwissen , Treasurer Tom Chaffee, Data Processing Coordinator SUBJECT: 1989/1990 Goals and Objectives I 5. This past year proved to be hectic; -frustrating, but overall produc- tive for the Finance Department. An. reviewing our 1989 goals and II objectives we find more positive issues than negative. The majority of the negative items evolved around three major issues II beyond our control , those beingt sry t 1 . The state' s on-going hassle over the property tax issue and the 1988 Truth in taxation legislation. x_: 2. Carver County installing new property/tax/assessment software on their computer.. . -- `. 3. The city' s decision to re-advertise for audit and financial consultant firms (and ultimately engage new firms) . I On the positive side:t4_. the eager^ .F.' 1 . On May 155., Betty Eidam joined our staff and -has.}proven to be II a tremendous Basset. : 2. In June we implemented he ne - ttility' billing form with capabilities for including other items such as recycling, etc. _ /, II3. In the beginning of the year we implemented an every other Friday pay cycle and are currently establishing the accruals for year end associated with it. II II I IIDon Ashworth, City Manager January 22, 1990 Page 2 4. Initial budget preparation schedule was accelerated and I/ should establish the procedural timing for coming years. 5. The laser printer/desk top publishing was investigated ' extensively and we are currently in process of installing a system. 6. The financial health profile report for the City of ' Chanhassen submitted by the Office of the Minnesota State Auditor (excerpt attached) indicates an auditors opinion of qualification for GFOA Certificate of Achievement. We 11 will continue to pursue this item with the new audit firm. 1990 goals and objectives. 1 . Establish good, open, communicative working relationship with new city auditors and financial advisors. ' 2. Push for beginning implementation of fixed asset system. 3. Investigate feasibility of and possibly implement a central services fund . 4. Become more actively involved with City investment/cash management activities. ' 5. Work toward achieving GFOA Distinguished Budget Award. ' 6. Work toward establishing and maintaining a city record management/retention system. ' 7. Continue to ignore the rumblings about a cafeteria plan. (Until a new payroll system is available and specific ' guidelines and parameters are defined. ) 1 B. Begin installation of office automation system to include Property Information Management and networking. ' 9. Attempt to maintain a reasonable level of sanity while the state legislature continues to play mind games and political football with property tax issues. I I I I STATE OF MINNESOTA 1 () ) OFFICE OF THE STATE AUDITOR SUITE 400 525 PARK STREET SAINT PAUL 55103 1 ARNE H.CARLSON STATE AUDTFOR 296-2551 I December 11, 1989 I Ms. Jean Meuwissen, Treasurer I City of Chanhassen 690 Coulter Drive Chanhassen, Minnesota 55317 1 Dear Ms. Meuwissen: I Enclosed is a copy of your city's Financial Health Profile. These profiles review the revenues, expenditures and debt in each city over a five-year period and compare trends in each city with those in similar-size cities. We have made several changes to the profiles which we feel will be helpful to you. If you have any questions or comments, please give me a call. I Warmest personal regards, I Arne H. Carlson State Auditor AHC:mjb I Enclosure II II20. Opinion on Financial Report and Certificate of Achievement • Unqualified opinion: In the auditor's professional opinion, the financial II II statements conform to generally accepted accounting principles (GAAP). Qualified opinion: In the auditor's opinion, there is a material departure II II from generally accepted accounting principles in the financial statements. A common example is general fixed assets, which may not be accounted for in IIa manner prescribed by GAAP. 20. 0 anion on Financial Report and Certificate of Achievement (Continued) 1 A 'Certificate of Achievement• is awarded by the Government Finance Officers Association to cities which exhibit excellence in financial reporting. This II is the highest form of recognition in the area of governmental financial reporting, and its attainment represents a significant accomplishment by a government and its management. II 1 1990 GOALS PARK AND RECREATION DEPARTMENT II The following are the established goals for the Park and ' Recreation Department in 1990: 1. As the staff liaison, provide the Community Center Task Force with the support they need to carry out the City Council's plans regarding a community center. 2. Complete LAWCON Grant applications for projects approved by the Park and Recreation Commission and City Council (i.e. Bandimere Park development, Lake Ann Park ballfield lights, land acquisition in park deficient areas, etc. ) . 3. To see the Lake Ann Park project completed. ' 4. To see the completion of the Lake Susan Park Project. 5. As staff representative to the Park and Recreation Commission, keep them updated, provide supportive data and ' sound recommendations. Improve the method of notifying resi- dents of pending Park and Recreation Commission items. 6. Work with Planning and Engineering to develop an application schedule to more efficiently process development proposals. 7. Oversee the completion of the 1990 Capital Improvement Program. Specifically, the Lake Ann Park Shelter, trail construction through Lake Ann woods, fine grading and park development at Chanhassen Hills Park, develop a master park ' plan for South Lotus Lake Park and first phase construction, re-design park layout of City Center Park, development of Herman Field. 8. Continue to pursue land acquisition in identified park defi- cient areas as directed by the Park and Recreation Commission and City Council. 9. Provide direction and support to the Recreation Supervisor as he pursues his established list of goals (attached) . 10. To keep current in the trends and movements within the park and recreation field by attending conferences, workshops and ' seminars. 11. To become more computer literate through classes and computer training sessions. 12. To continue to pursue other career opportunities. 11 r I REVIEW OF 1989 GOALS CHANHASSEN PARK AND RECREATION DEPARTMENT II 1. Continue to provide the Community Center Task Force with sup- port they will need to reach a decision and disseminate information to the community regarding the community center. I have been very active in working with the Community Center 1 Task Force. We spent almost the whole year putting together information on both of the sites. We met with a variety of community groups in November so as to meet the goal of making a presentation to the Council in January. 2. Work with homeowners, DNR, the Watershed District, MPCA, and EPA to coordinate an access on Lake Lucy as it relates to the Lake Riley Chain of Lakes Clean Up Project. I spent a considerable amount of time researching alter- , natives for a Lake Lucy access. I met with DNR officials, Watershed Managers, landowners, MPCA staff and lakeshore owners. Unfortunately, the funds were reallocated before the site was selected. 3. Complete the final application for the Lake Susan Park LAWCON grant and coordinate the components of the project for a timely completion. The final application was completed last winter and park development was started in the summer. A coordinating effort will need to continue to see the project completed. 4. Continue to coordinate the Lake Ann Park expansion develop- I ment, to ensure it's timely completion. This project ran in to a number of problems causing it to be delayed. Although the project is not completed, Laurie McRostie assures me that it will be completed this spring. 5. Provide direct supervision to the Recreation Supervisor to enable the completion of the goals established for that posi- tion. Todd's goals were cameo satisfactorily accomplished. Although he needs little direction or supervision, we conferred when necessary to continue to build a quality recreation program. , 6. Continue to keep the Park and RecreationtoMinission updated, and provide supportive data and sound recommendations. Keep the citizenry of Chanhassen updated on items that may affect them, i.e. mailings, posting agenda in papers, etc. The Park and Recreation Commission continues to meet regu- � larly twice monthly. I find that writing reports and r I II Page 2 Iresearching items to prepare for meetings takes up the bulk of my time. I have recognized that notifying residents of ' pertinent information needs to be improved. 7. Work closely with the Planning and Engineering staff to ensure a comprehensive review of all development plans, ' enabling better communication, not only between departments, but also to developers. Although I started 1989 working more closely with other departments, I have found more of an effort is needed. ' 8. Oversee the completion of projects outlined in the 1989 Capi- tal Improvement Program. With the exception of the projects that the Park and I Recreation Commission decided not to pursue in 1989, the Capital Improvement Program projects were carried out. Some of the larger projects included totlot replacement at Lake Ann; trails along Carver Beach Road and Laredo Drive; trail improvement at Chanhassen Pond Park and a new bridge at Chanhassen Pond Park; totlot and grading at Curry Farms Park; rough grading at Chanhassen Hills; master park plans for ' Chanhassen Hills, Lake Susan Hills West, and Curry Farms; acquisition of the southern park site; development of Lake Ann and Lake Susan Parks. 10. Assist the Park and Recreation Commission in identifying and pursuing the acquisition of park land in southern • ' Chanhassen and other park deficient areas of the City, i.e. west of Lake Minnewashta, Pheasant Hills area, etc. The Park and Recreation Commission was successful in studying available sites in the southern part of Chanhassen and purchasing the Bandimere Farm. Other areas have been iden- tified as park deficient (i.e. Pheasant Hills area and west ' of Lake Minnewashta) , and I have spent a considerable amount of time researching available sites for those areas (i.e. Carrico, Ziegler, etc. ) . ' 11. Establish procedure to respond promptly to correspondence, requests, or inquiries from the residents of Chanhassen. ' The procedure by which a response is made is not too for- malized. Basically I make resident inquiries a priority and make every effort to respond to phone calls' within 24 hours and letters within a week (depending on the follow-up needed) . 12. Other Objectives: ' -Attend computer workshops as necessary to continue the com- puterization of park and recreation activities and files. I I Page 3 -Attend r f p o essional meetings to keep updated on current recreational trends, legislation, and maintain an involve- ment in the networking process. I -Monitor park and recreation issues in other communities. -Monitor and remain current on park and recreation issues , that effect Chanhassen. -Continue educational growth. I have attended the MRPA Conferences and seminars that offer sessions that are pertinent to me, which also allows me to , keep current with issues in other communities. I have kept up with my CPR certification through the Red Cross. In an effort to btable to respond to the needs of the Beach Program ' at Lake Ann Park, I have updated my Lifeguard Training Certificate. I also attended an intense program involving wellness and fitness trends. Ao.m-wv ' 1 I 1 1 1 I / r i 11 I _ , 1 7 ,, CITY OF . f, .-.. . CHANHASSEN 1 690 COULTER DRIVE• P.O. BOX 147• CHANHASSEN, MINNESOTA 55317 (612)937-1900• FAX(612) 937-5739• I MEMORANDUM ITO: Lori Sietsema, Park and Recreation Coord'nator FROM: Todd Hoffman, Recreation Supervisor 7/1 1 DATE: January 5, 1990 1 SUBJ: 1990 Goals 1 The following list represents the goals I hope to achieve during 1990: II Carry through the project of constructing a trail in the wooded area of Lake Ann Park to completion. 1 Promote the National Youth Sports Coaches Associations' edu- cation material, making it an integral part of Chanhassen's Youth Sports Program. i 1 Maintain an active role in the development of youth sports and recreation in Chanhassen by remaining in the position of City liaison to the ,Chanhassen Athletic Association. Continue education in areas of customer service, programming, office management and job related certification programs. ° Strive to make all of -.Chanhassen's,community special events better by offering =activities Which are likely to appeal to ' all residents and working ;=closely:With" local-:service organi- zationswhich are willing to help with community -events. Continue to investigate options for the-installation of 1 fishing piers at Lake Ann Park`aand lake Susan Park and begin a fishing partner program linking retirees interested in fishing with school age children. IContinue to gain participant input on recreation programs through the increased use of written surveys. • 1 Investigate the possibility of initiating an educational program on maple syruping for elementary school age kids. 1 11 1 - Ms. Lori Sietsema January 5, 1990 Page 2 II Reintroduce a youth summer soccer camp. 1 Submit department news and information on programs to the local papers on a weekly basis. 1 Continue efforts in City and neighborhood beautification with the assistance of local groups and residents. 1 Start a morning industrial softball league for employees of area industries working second and third shifts. Work towards increased involvement in the efforts of the Minnesota Recreation and Park Association and the National Recreation and Park Association. 1 Continue to build cooperative programs with District 276 Community Education, District 112 Community Education and surrounding Park and Recreation Departments and promote addi- tional recreational and educational opportunities at the Minnesota Landscape Arboretum and area regional parks. Initiate more daytime programming in an effort to better meet the recreational needs of all residents. 1 1 1 1 1 1 1 1 1 1 1 . CITY OF 1 . 4 ,„ . CHANHASSEN . ... . ,..:.. , . . i. 1 . • I 4 'e • "44106, 690 COULTER DRIVE• P.O.BOX 147• CHANHASSEN, MINNESOTA 55317 ' (612) 937-1900• FAX(612)937-5739 IMEMORANDUM TO: Don Ashworth, City Manager IFROM: Todd Gerhardt, Assistant City Manager DATE: January 17, 1990 ISUBJ: Goals and Objectives for 1990 IListed below you will find the goals and objectives for the Housing and Redevelopment Authority and the Assistant City Manager. The mission of these two areas is to coordinate and I implement the polcies establishedby the BRA and City Council. 1 Y . To achieve these objectives, staff-will communicate effectively II at each of the levels (public, City .Council, departments, com- missions, etc. ) to provide the resources necessary to plan and implement the goals listed below. Y`" 'b jf ' �rr;;�. Lr sX'.Y .. svvsw»y. ..��e3'.4.�.i�::vi'aZY�.:k.r.hC C+:Ml^E.",��3°a.14A3"L'S..Z �M `.���»`•a"Y,',' ^SCXri '�s•Me ,._fi 7 tt ' . ` ;".r. 4e i ;' ,,,4,i, -.z,.k:..._:,: 1 , µ.,. _ . is ' 1 I I 1 1990 GOALS FOR THE ASSISTANT CITY MANAGER/ASSISTANT HOUSING AND REDEVELOPMENT AUTHORITY EXECUTIVE DIRECTOR 1 HOUSING AND REDEVELOPMENT AUTHORITY , 1. Highway 101 Relocation: - Research property owner agreements on acquisition. - Complete modification to Comprehensive Plan/Zoning. - Establish Highway Beautification Program for Highways 5, 101 and Lake Drive. - Develop park plans for South Lotus Park with grading of Highway 101. - Update TIF and Economic Development Plan. 2. Redmond Construction - Execution of Private Development Contract. - Complete first phase constructon of Lake Drive West and upgrade of County Road 17. - Groundbreaking. 3. Update Redevelopment and Tax Increment Financing Plan No. 9 - Land acquisitions. - Public improvements. 4. West 79th Street Construction - Crossroads National Bank: Closing on property. - St. Francis Hospital: Execution of Development Contract. Develop/Complete Entrance Signage. 5. Downtown Objectives , - Relocate existing businesses, i.e. blue Pauly building. - - Start construction of grocery/retail mall. - Bus shelter location and drive lane expansions. - Demolition of Modeen-Hendrickson, Chanhassen Lawn and Sport and Roger Pauly building. - Overall Transportation Study. Complete north side parking lot. - Examine redevelopment efforts on West Village Heights property, Burdick Park, Ward parcel, and West 79th Street east of TH 101. a. �t 6. Make application for the NAHRO Agency Award of Merit in housing and community development. 7. Examine ideas for art work or sculptures for the downtown, City Hall, major entrances, etc. , I • . Page 2 PERSONNEL 1. Receive City Council and employee approval of a new personnel manual. 2. Review employee benefit plans (insurance, cafeteria plan, severance pay, deferred compensation, etc. ) . ' 3. Establish guidelines for seminars/training activities. ' 4. Establish a policy on "Sexual Harassment": a. Policy Statement b. Liability ' c. Defining Offensive Behavior 5. Research drug and alcohol testing requirements and propose alternatives to implementing policies. 6. Assist with the coordination of adopting the Position Classification and Pay Compensation Plan. AFFIRMATIVE ACTION ADMINISTRATION 1. Ensure that the City complies with government regulations and affirmative action responsibilities. 2. Implement all record keeping, reporting and legal require- ments in administering the Affirmative Action Plan. 3. Ensure all employees are aware of Equal Employment Opportunity laws through handouts, federal and state legisla- tive updates, preparation of special reports, and conduct and participate in training activities. 4. Comparable worth monitoring. (The state will be making some drastic modifications in this program. ) ' ADMINISTRATION 1. Coordinate/supervise in implementing a Desktop Publishing program and establishing a city-wide quarterly newsletter. 2. Increase the participation in the budgetary process. 11 3. Enhance the City's public relations and citizen concerns through additional CATV programming, promotional activities I (Arbor Day Tree give away) , etc. ' 1. Establish guidelines for checking out AV equipment for cable broadcasting. 11 Page 3 2. Complete construction of the conference room and audio visual II training equipment installation. 3. Coordinate and enhance the programming of school activities II provided by the City of Chaska and R & A Productions. 11 II II II 11 II I I I II w II I I I I I C ITY OF 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: Gary Warren , City Engineer DATE: January 23 , 1990 ' SUBJ: 1990 Budget Adjustment Engineer Staff Positions File No. PW160 I know that the ink is hardly dry on the 1990 budget but I am still concerned at obtaining the best bang for the buck, so to speak, for fees expended versus services acquired. I am specifically addressing the fees which the City has expended this past year for contract services with Allan Larson in inspecting our various private development projects and also helping out on a myriad of projects which was billed as general office work. The City spent almost $50 , 000 this year strictly on Allan's time as it relates to miscellaneous general office work such as resolving neighborhood issues, reviewing preliminary plats and making staff reports, researching and tracking the City' s State-Aid account and numerous other special requests which cropped up over the year. I am very pleased with the work that Allan has done for the City in this regard and he truly helped us out of a jam based on his cooperativeness and technical background. Nevertheless, as you are aware, I still feel strongly that the City needs to supplement our in-house engineering talent by filling the Assistant City Engineer' s position . ,A $40,000 staff ' salary roughly would equate to the $50 ,000 expenditure encountered this year. It is therefore my request that the General Fund - Engineering Budget -(101-131 ) be amended to fund the Assistant City Engineer' s position at a maximum salary of ' $40,000. This would provide us with engineering talent at basically the same price for the entire year versus a partial year as experienced with Allan Larson. This office would still contract the services of Mr. Larson or an equivalent to inspect private development projects as they are constructed. As you are aware, these inspection services are billed directly to the I I Don Ashworth January 23, 1990 Page 2 developers. Allan is familiar with our requirements and with the P q City and I believe works well in this role. Apparently a question has been raised concerning the engineering space currently shared with Sharmin now that Allan is back at BRW for the winter. I expect this space to be shared between the construction inspector (Allan) and engineering intern commencing in April/May. Obviously, if the Assistant City Engineer is added to the staff we will be looking for space in addition to this location. Your thoughts in this regard would be appreciated. I am in the process of compiling a five-year staff/space proposal for your review which hopefully will give us a better handle on this situation. On another related matter , I am interested in obtaining the services of a part-time summer filing clerk ($4/hour type) to support Kim during the upcoming busy construction season. This would be funded from 101-131-4020 . I look forward to your consideration and direction in this I matter. I I I 1 I I/ i .. . C ITY O F ij_ i 1 .. CHANHASSEN „,,, ... __. . ., ,_ i % . . ,, , -‘,,, , . 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 (612) 937-1900 1 MEMORANDUM ITO: Mayor and City Council IFROM: Don Ashworth, City Manager DATE: February 23, 1989 ISUBJ: Set Special Meeting Date: - 1989 Position Classification Plan 1 - Comparable Worth Plan All of the items listed above are interrelated. Specifically, 11 the City must, under state statute, complete a comparable worth study and file such with the state. This study must reflect each of the City 's positions in comparison to one another. The pri- 1 wary basis for the comparable worth plan is the Position Classification Plan. During 1988 and early 1989, staff has been working with Labor Relations Associates to assure compliance with 1 state law. Labor Relations :Associates is the primary labor rela- tions consultant for virtually every city within the metropolitan area. Accordingly, that firm maintains the positions and II rankings of all cities, and is in a position to weigh differences in job descriptions between our various cities. Their report is nearing completion and should be available for presentation to the City Council within the next two to three weeks. 1 Given the scope of the items proposed to be discussed, a special meeting date is recommended. Hopefully, the item could be kept Ito a 1-li hour time frame. Accordingly, that same evening could be an opportunity to meet with one of our other commissions or to meet with the County Assessor regarding 1989/90 property valuation goals ( see memorandum included with setting dates for 1 the board of review) . Staff would recommend this latter option. A special meeting date of March ,20th is recommended. Again, recognizing the scope of discussion anticipated, on March 20th, 1 staff would propose to have all enclosures for that meeting sent out at least one week in advance of the meeting itself. II ro;ki 4r- II 0;7 II