ITEM 2 Commerical/industrial tax baseCoal 1; Expand the City's commercial and industrial tax base,
4 Promote Otsego name EntrancesIgns Identify Land
Include la budget
utilise logo
Otsego Unit on Viright Count S�Uad Cars Mork with Sheriff Hagerty
Light po!e banners in retail
areas/bou!evards
Cmaitelidentify Dmvntovin
East
West
Central
C4 vehicle identity
Newspaperads
Increase frequency of newdeter
Promote Otsego for a ll Dip codes
Business stickers
Commu*events
Council Approval
VkrkkvithOtsego BuslnessGroup
nclude in budget
Determine if Mot vol adow a sign on the CR
36 bridge iylnpot confirmed that no signage is al!owed
Dissuss!on options with Nght County Sberiff
department
Approved $5,000 from Ceonomic North East Area Retail Croup formed; Cast
Development marketing budget to work with meeting held; priorities identified; second
businesses in North East Oksego'for marketing meeting held October4; October 12
and identifying this business area stakeholder meeting scheduled
Install neer fogo on Cityvehlcies, C006i
ContiNency funding approved (estimated
cost $21044) Completed
Do not change frequency; Include businesses
Include in budget on mailing list if they do not own their building Completed; mailing list updated
Completed; Newsletter and Wright County
Cb3nge all addresses to Otsego propery owner records
Information lmluded in the Otse,geVew
5 ldenti development uses and locations Update Comprehensive Plan Complete Comprehensive Plan Process
Council Approval
6 Otsego Business Gmup increased participation Continue meetings
InterestIngTopics
AcNeve Business. Group Goals
7 ,Stark service organMlons Find residents jbusiness v illing to champion
this eff ort
Lions
Rota ry
Jaycees
IM
On schedule for completion In 2011 jAdopted December 10,= )A
Survey of business conducted; will hold
quarterly meetings in future I Meetings to be scheduled for 2413
(Outside individuals stepped up to gauge
Remove from bt; not in City's control Interest in Was Clubs Lies Club stating
Objective to achieve goal
Measure
Action(s) needed
July 9, 2012, Council Direction"
Status: October 41 2012
Status: January 2013
I Evaluate development fees Compare to other similarcities, Survey
Co6aue to provide cost comparlson data
Determine cast
financial analysis
Paris Dedication
Thorough review with 2413 fee
schedule. Utility rate study
Stara Mater
5treelkess
SAC
'IAC
2 Partner on a rental bay building Bequests for rental space Contact Developers Transferred to EDA forcoasideratlon
3 Offernew/enhanced developmentlncerrtives DevelopPolkles
EDA revleweddraft pof;clesSeptember 24,
Transferred to EDA forcoasideration
2412
Finance Committee; EDA ponies
EDAApproval
Council Approval
4 Promote Otsego name EntrancesIgns Identify Land
Include la budget
utilise logo
Otsego Unit on Viright Count S�Uad Cars Mork with Sheriff Hagerty
Light po!e banners in retail
areas/bou!evards
Cmaitelidentify Dmvntovin
East
West
Central
C4 vehicle identity
Newspaperads
Increase frequency of newdeter
Promote Otsego for a ll Dip codes
Business stickers
Commu*events
Council Approval
VkrkkvithOtsego BuslnessGroup
nclude in budget
Determine if Mot vol adow a sign on the CR
36 bridge iylnpot confirmed that no signage is al!owed
Dissuss!on options with Nght County Sberiff
department
Approved $5,000 from Ceonomic North East Area Retail Croup formed; Cast
Development marketing budget to work with meeting held; priorities identified; second
businesses in North East Oksego'for marketing meeting held October4; October 12
and identifying this business area stakeholder meeting scheduled
Install neer fogo on Cityvehlcies, C006i
ContiNency funding approved (estimated
cost $21044) Completed
Do not change frequency; Include businesses
Include in budget on mailing list if they do not own their building Completed; mailing list updated
Completed; Newsletter and Wright County
Cb3nge all addresses to Otsego propery owner records
Information lmluded in the Otse,geVew
5 ldenti development uses and locations Update Comprehensive Plan Complete Comprehensive Plan Process
Council Approval
6 Otsego Business Gmup increased participation Continue meetings
InterestIngTopics
AcNeve Business. Group Goals
7 ,Stark service organMlons Find residents jbusiness v illing to champion
this eff ort
Lions
Rota ry
Jaycees
IM
On schedule for completion In 2011 jAdopted December 10,= )A
Survey of business conducted; will hold
quarterly meetings in future I Meetings to be scheduled for 2413
(Outside individuals stepped up to gauge
Remove from bt; not in City's control Interest in Was Clubs Lies Club stating
Goal 1; Expand the City's commercial and Industrial tax base,
Proposed July 9, 2412
objective t atr lee a1 Measure Action(s) needed July 9, 2012, Council Diredion* status: October4, 2012 Status; January 2013
a Promote Cites amenities Include in 10 marketing W oA water ani sewerexteNlon on Wier �
for Industria lzoned ares
Transportation infrastructure
Access to freeway
Location
9 Build amenities identifycurrent amenities/services Consider with CiP reviev and adoption Continue annua[Strate& Planning process
Iruluded funds for facilitator in 213 budget
Identify areas for improvement survey Community
Goals Assess the efficiency and effectiveness of City services
Proposed July 9, 2012
Objective to achieve goal Measure Action(s) needed July 9i, 2012, Coundl Direction* Status: October 4, 2412
1 Complle lick sof all services LIA of services
2 Compile list of serves not prove List of services not pfaMed Determine which services
residents/busi Ross want
3 Gather revenue and expenditure luta by Run financial reports
progrrarn/serke/department
4 Ubora5d staff time Review ADP rep as
Reinforce importance of accurate
al'uraVon repoaing with staff
Status; January 2013
Expanded ADP accounts entered to better track
Ala in 2113
5 Revlgw adkitycoM Ensure costs are al!ucated correctly finance department review
Finance department update of chart of accounts
and discussions with depanmeAt heads, Name
software conversion February 4, 2013.
to Review in-house versus contracted xMtes Inventory contracts for service NterNne roll benefrt analysis for each to Reviewed bu��Irlg inspection se:Vic .
determine which method is best Upconung review of other wkes will be
completed in 2413
7 Evaluate customersatisfaction Survey COUAVl approval of Community swvey DeterNne cost of an onlinesuyey Presented to Council August 6, 2012; no
decision made Miting for direction from Council
8 Deternune if adequate and proper resources are Compare staffing level to slimilar site Comparison of methods
available communities Staff reorganization ongoing
Re,rl %v equiprunt needs Outcomejresults Ongoingthrough CIP and budget
Iked detailed reports fromNpartment
heads
9 Revie•ea TKhnology Compare to industry standard Budget for and install efficlent technology Sign software approval requested January 28,
in a timely manner 2013. GiS review underway
10 Define expecUions at all levels Discusslun of ,service levels and programs
desired
Included in budget discussion; ongoing
Determine resources needed to achieve
expectations
Match resources with outcomo
expectations
11 Renew deNery methods Complaints and compliments lnv'er}tory
interviews %with staff members
Internal
External
Up
Down
12 Define roles and responsibilities of staff (employee Review position descriptions and contracts Create consistency Staff reorganization Ongoing review of all
and consultant) contracted services ongoing
Enhance cownlcalion
Assign "project leader for each protect
f' *ct process changed by QWAdmin iAraror
for all future projects! neve responsibilides,
corrumnkated and assigned to all inti^olved
go
Managernentteam privrityto review VIEB QA to
deterrnine complaint response, v+D'un'k, trends,
typical complaints, and etc
Ongoing
Goal 2. Assess the efficiency and effectiveness of City servkos
Proposed lu iy 9, 2412
Objective to achieve goal Measure Action(s) needed July 9, 2012, Ceundr Direction* Status,, October 4, 2012 Status:,lanuary 2013
13 We ew WAOA ertitirW How many tiros a request is reasslgned Rug reports and anAe data Updates made frequently to improve sy+ ep
ongoing review
Trne to complete a request
14 Develop process for assohg Council dlfedives Inefficiency in past Council d[scusslon
k chain of command
'if no comment inwited, Council concurred Mith no additional mrnent
W
Goal 3: Review public safety services
Proposed August 6, 2412
obiectwo to achieve goal
Measure
Action(s) needed
August 6; 2012, Council Direction*
5tatus'. October 4, 2012
Status; January 2013
uenetol mlre sv fetp
1 Public perception of the Cites public safety Survey
Council approval of survey
Survey MoMey or simllar option preferable.
can Rip%decision resources survey given
services
CityMmWtratorand staff to identify
asexampla an 10/10/12
potential questions for Cour l decision on Presentedto Ccuntll August 6; no decision
survey, made
Increase commurilcatlon to publicthrough
View and Website
2 Send comistent message from staff to public What does staff tell the public when
Staff training
Ongoing education and training with staff
Management team goal to ALWAYS provide
about public safety services questions are asked?
exceptional service
PON
3 ,Monitor existing services Determine if coverage is adequate Continue to meet v ith Sheriff and his staff City administrator discussions held with
Sergeant Talker and Sheriff Hagerty
Number of calls
Joint city Council police Comm ssi n
meeting with Sheriff Hagerty
4 Discuss statim needs Add signage to buildingand squads See Goal I Objedive 4
S Establish office hours Determine volume of administrative Waitirig enti] end Df yearwerkshog schedule
type request Meet with Sheriff invite Sheriff to a council meeting has been finalized See above
Make connection to public
Fire
6 Acquire land for West station Density, population, Cjl development Identify sites Identi� potential sites in ComprehensW Plan
Sites identified
7 Decrema response time Distance Identify physical barriers
Review response times from three Open stations in Cq limits
departments serving the City
Improve transportation routes
Adjust district boudarles
8 Reduce number fdepartmeatsser*g Review contract boundaries and City
Otsego stations Reduced from four to three effective 2413 by Coordinating with Albertville and; Wright
previous Council actio,~, County for transition on December 31,2012
Reduced to 3 January 1, 2013, Review of
other possVe reduction In 2013.
9 Review fare inspectlon process Number of inspections completed Discussed with Elk River Fire Chief. Walt4
for completion of theirTask Fora Agre(
recornrnendations Janus
Timeliness
Use of inspection information - were
respective fire departments notified?
Cost analysis of contracted versus
inhouse
10 Review fire service contracts Are theycomMent and comparable? Rewrite contracts if necessary
Dues the contract provide adequate
coverage?
Cq representation in management of
contracted department(s)
MCI
New Albertville contract prepared, Albertville
Council to consideron October 15; Otsego
Council to consider on Octobar 22
Elk River and Rogers Contracts will be
revievmd next
rnent urith Elk River on agenda for
ry 28, 2013,
Review Rogers in 2014, Albertville Joint Fire
Advisory Suk=mittee formed,
Gaal 3: Review public safety services
Proposed August 6, 7017
Objective to achieve goal Measure Action(s) needed August 6, 2012, Council Direction* Status: ctobe-N, 2012 Status: Jaauary 2013
11 Pian for Otsego department substation Population Icontinue to review as City grows
Insurance cast savings to residents and
business vs cost of department
12 Improre ISO rating Track current 150 rating Extend viaterservice Waitingfor 2012 ISO raVAg data
Construct fire stations
12.1 (Added to list presented to Council) Explore Ongoing a Rd part of contract review
fife dlstrictsQhotherci es
12.2 {Added to list presented to Council) Secure Ongoing and part of contract review
city representation on fire departments in
other cities
OF
EmergenryManagement
13 Practice Exerclses Include funds in budget
ldentify training needs and schedule
Invited to Albaollla's NIMS IraWriel; Elected ofRslal training offe red
Additional Albertvilla training foreiected
officials planned for falVwinter 2012/NI3
14 Define Organization Refine emergency management Council adoption City Aditlratorto present as phase of staff
orgarr¢ational structure reorganisation plan
15 Dedraft emergency management manual Review current manual and MAO Will be dome after staff reorganization
changes to reflect changes in staff and
City needs
16 Appoint appropriate emergency management Evaluate staff roles and responsibilities Part of staff reoranhtion listed above
director in a disaster
dmbr�lrand
17 Decrease response time Review existing response times Not fully within tray's control or abfl� to
change; continue to monitor
18 Review service districts Review curerage areas relat ie to Staff and Council agreed this is notcurrently
respome times realisticas districts are set bythe State and
volume does notjustify change
19 Explore City ambulance service Review statutues authorizing Staff and Council agreed this is not currently
ambulance service district$ realistic as districts are set by the State and
volume does not;usti chane
20 Explore first response unit Meet with current providers to Review as a component of contract review,
determIne.benefits and feasibility future substation construction, and
partnerships with other departments
*if no comment inserted, Council concurred with no additional comment
Proposed August b, 2011
Objective to achieve goal, Measure
Image
Goal 4: Define and manage the City's image and Identity
Action(s) needed I August 6, 2012, Council Direction* I Status: October 4+ 2012 1Status: ianuar 2013
1 Enhanced Code Enforcement Council action to be proactive instead of
reactive Discussed maintenance of parr and Cik
facilities during budget. Proposed budget
Includes increased maintenance at parks;
proposed budget does net include additional
Council to review during budget discussion code enforcement staff or funding
Leel of enforcement
Weed control
Private property
City property
2 Maintain City Property at a high level Include in budget requests See above. Contract mowing is being
evaluated in budget process
Reievi City and contract moves
3 Educate public Newsletter and website
Ongoing through Otsego Vzv and website
4 Citysignage Are City bounaries identified at
entrances? Staff directed to bring back costs for signage 'In process
City Campus
Informational (changeable) City sign
Logo signs at entrances Obtain quotes
5 Parks Maintain at a high level See nates above
MRPA Gold Standard in Park
Accredication
b fire Station on 85th Add sign stating "Future home of Otsego
Fire Station." Delayed until Urn ing is known
7 Business stickers Council approval for additional funding due Delayed pending recommendations from
to increased cost Business Group
8 Staff logo Clothing Review Uniform Policy
Vehicle condition/consistent calor/logo Update logo on neer vehicles and purchase Staff directed to change all vehicle logos to new
consistent calor logo at July 9 meeting. Complete
Otsego name on Wright County Squad ldenitfy type of magnet/sticker that will
cars meet need See Goal 1 Obje0ve4
Otsego name on PeopleService vehicles ldenitfy type of rnagnetJsticker that v ill
meet need
9 Press releases Utilize more newspapers (berth C(ow Write press releases and submit to
Wwer, Monticello and others) nevispapers Press releases have been sent to nevrspapers
although not always published and if so, not in
a timely manner
4;1
Goal 4; Define and manage the City's image and identity
Proposed August 6, 2012
Objective to achieve goal I measure
10 Design standards for development Promote/require high standards to
attract quality
Action(s) needed August 6, 2012, Council Direction' Status: October 4, 2012 Status; January 2013
Write letters to residents that are positive
11 Recreation Special everts and programming Partnership vAth The Bank of Elk River; flew
programs and events off erect (canoe trips,
movies, T•ball..)
12 Recognition programs Nice yards, Christmas light displays, Develop programs Volunteer recog0or identified as highest
other priority
Identity
13 Public speaking Speak to community organizations and
schools - Council and staff
14 Community Center City gathering place
Darned former ciW hall 'Otsego Prairie Center" Completed
15 Recreation pfograms Offer recreation programs as an Ongoing; Community business partnerships
ammenityto retain and attract formed to supportand grow recreation
residents programs and events
16 Downtowns - identify to create community Name "dowfltovin" areas
feel Wotking Group formed and meetings held;
Group's goal is to present a proposal to the
Previauily approved City Council In October or November
17 City Open House Advertise and host open house
Have City vehicles on display at 2012 Otsego Vehicles were oa display at 2012 Otsego
Festival; Coordinate open house in 2413 in Festival; Open house plans %will be determined
conjunction with Otsego PestiVal once Otsego Festival planning begins
18 Continue Otsego Business Group Provide staff resources to coordinate Continuing on a quarterly basis wlth 194 West
Chamber; Subcommittes and working groups
to be formed as needed to address specif is
items
19 Otsego Festival City participation and promotion Have City booth and promote City
see above See above
20 Beautification program Faster gardner program Explore community gardens in 2013; Wew
agreement with teFebvre re; use of city
property; Contact h1nDot re; mooring along
Dory 101
Community garden
Communitygarden
4:2
der review by Planning
mmission
Otsego Festival
Volunteer recognized in View
Prairie Reuse Subcommittee
Changes to City involvement In
event
Goal 4: Define and manage the City's image and identity
Proposed August 6, 2012
Objective to achieve goal I measure Actions� needed August 6, 2012, Council Direction* Status-, October 41 2012 Status: January 2013
City grounds - maintain to high level I
4:3 1
x
1 TY 0
ot Ce F 0
MINNESOTA
MEMORANDUM
TO: Mayor and City Council
FROM: Lori Johnson, City Administrator
DINE: January 1, 2013
UBJECT: 2013 Strategic Planning
In 2012 the City Council adopted a strategic plan that outlined four goals:
Expand thCity's commercial and industrial tax base
2, Assess the efficiency and effectiveness of Citr services
3. Review public safety services
4. Define and manage the City's image and identity
On October 4, 2012, Council and staff reviewed progress on those goals. As we begin 2013, it is
Imp o rtant for the Cou TI to r view the 2012 goals arid, if desired, define nevi priorities and
goals for 2013, As you can tell by reading the 2012 goals, they are not goals that are easily
completed in the nitre months since their adoption; these are iters that grill continue t
require our attention and time in 2013 and beyond. The ongoing nature of these items will be a
factor in setting r e v priorities and goals as the goals must be achievable with the resources,
both financial and staff, that currently exist orthat the Council is willing to provide.
Attached is an updated summary of the spreadsheet the Council reviewed in October. At the
meeting we gill go through the various objectives, answer questions, and take further direction
from the Council, Following that discussion, the Council should discuss their goals for thCity
for 2013 and 2014. Budgeting for 2014 will begin ire a fever months; thus, if there are goals that
require additional finanial or staff resources, those need to be included in the budget.
Additionally, one item that was planned for this winter was to survey residents to get their
input on various topics from public safety to recreation and ghat the feel are top priorities for
the City. At a previous meeting we discussed survey options anal costs. Staff needs further
Council direction to complete this task.
One of the main areas of focus over the past 18 months has been the reorganization of staff t
better align with the needs of the City; those needs have changed considerably with the high
growth spurts, downturn in the economy, and noir the increase in development activity and
demand for City services. Further, the reorganization is part of Strategic Planning Goal 2:
Assess the efficiency and effectiveness of City Services.
Two phases of reorganization have been completed; the third phase is reorganization of the
finance, economic development, and administration areas and the fourth phase is emergency
management. Phase three focuses mainly on economic development and administrative staff
needs.
The Council has vocalized its strong desire for an increased economic development focus for
the City to achieve Strategic Planning Goal 1; Expand the City's commercial and industrial tax
base. That increased economic development focus requires more stafftime than is currently
available with existing staff that have economic development expertise, mainly the Cit}
Administrator. There are several options to provide the staff time and skills needed to
implement the goal of increasing the City's economic development efforts, Those options
include:
1. outsource function by hiring an economic development consultant
. Hire an economic development coordinator/manager/professional either full or part
time
t Combine economic development duties with an existing position
Of course, the option of not making any change is possible as well, but the Council must take
into consideration that not providing additional economic development staff/consultant
resources means that some other projects and tasks will not get done as quickly or as
thoroughly because economic development will tape priority when economic development
projects and follow-through are required promptly in a very short timeframe, which is often the
case. Further, economic development under this scenario will be mainly reactive and proactive
only as time allows.
At the meeting the benefits and drawba ks of each of these options gill be addressed and
discussed prior to the Council's direction on how to proceed. In addition, a plan to fill the
finance direction positron will need to be discussed and approved soon to allow for a smooth
transition.
CITY OF OTSEGO, MINNESOTA
STRATEGIC PLANNING
Strategic Goals
Goal No. 1. Expand the City's commercial -industrial tax base.
Goal No. 2. Assess the efficiency and effectiveness s of City services.
Goal No. 3. Review public safety sei-vices
Goal No. 4. Dernie and inanage the City's Ynnage and identity
Goal No. 1. Expand the City's continerclal-industrial tax base.
0 Use incentives to actively encourage increased commercial development
• Activate the City's Economic Development A t ority (EDA)
o Conduct work sessions
o Develop strategies to recruit businesses
0 Evaluate the use of tax increment finaneing
0 Explore the use of a revolving loan fund
Goal Na. 2. Assess the efficiency and effectiveness of City sei* ices.
Determine what City services will we provided by City staff
o Review staffing allocations to determine capacity and efficiency
o Determine rmi ro th or financial thresholds that will trigger a review of how services are
provided
0 Identify opportunities to continuously improve services
Goal No. 3. Review public safety sei-vices
Analyze the adequacy of lav enforcement and fire services
o Define the baseline of services currently provided
o 'Establish a process to ensure City oversight of services provided
0 Schedule thnes during the year for the County Sheriff or his designee to provide
service overviews to the City Council
a Review adequacy of lav enforcement and fire services repoilin
H Explore City representation on fire departments
City of Otsego, Nnnesota. Strategla Planning Workshop