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HomeMy WebLinkAbout1985-12-09_BUDGET MEETINGT_ AGENDA EDINA CITY COUNCIL SPECIAL MEETING DECEMBER 9, 1985 7:00 P.M. ROLLCALL I. COUNCIL WORK CALENDAR - 1986 II. SET YEAR -END MEETING DATE III. ACCESSORY USES IV. ADJOURNMENT TASKS SERVICE LEVELS - IDENTIFY SERVICES - PUBLIC OPINION SURVEY - FORMAT DEVELOPMENT AND APPROVAL - CONDUCT SURVEY - ANALYZE DATA & SUBMIT TO COUNCIL - POLICY DEVELOPMENT - DEVELOP AND REVIEW ALTERNATIVES - 1986 BUDGET ROLE OF COUNCIL - WORKSHOP MANAGEMENT AUDIT - APPOINT COMMITTEE - ORGANIZATIONAL MEETING - MID -POINT REVIEW - FINAL REVIEW 1986 WORK PLAN STAFF * COUNCIL ACTIONS J F M A M J J A S 0 N D ------ - - - - -* 2 E 11 ,YI 1t U 1986 WORK PLAN (Revised 12/9/85) Introduction During the course of its strategic planning process, the City Council identified three key issues requiring study during-1986. These issues are: What are the services and level of services the City should provide. What is the role of the Council: - in relation to community and surrounding communities - in relation to staff - in relation to legally defined responsibility - in relation to strategic planning /budgeting Need to strengthen management capability. Staff was requested to produce a work plan providing a program for addressing these issues. Elements of Work Plan The basic elements of the work plan are: identifying the tasks that must be undertaken, assigning responsibility for the tasks and establishing a timetable. Prior to this, however, we must focus the issues more precisely based on past discussions, state a short term objective(s) that describes the desired result of the 1986 plan and verify the strategy which will be used to accomplish the objective. Staff also suggests that the Council must be realistic as to the amount of time which they can devote to undertaking this work plan. The issues which have been identified are potentially complex and could lead to a work plan which is beyond our ability to accomplish. This will only lead to frustration. There- fore, the work plan which follows is based upon staff's perception of the time which you have available for this process. The work plan certainly can be expanded if you wish. I. Services and Service Levels Goal (as stated in Strategic Plan): Define those services appropriately pro- vided by the City and the level of each service. Focus —Tie Council stated a desire to identify the key services that the City pro- vides through a process involving the Council, the staff and the Advisory -2- Boards and Commissions. The Council also desired to solicit the views of the community through a survey or questionnaire. The results of this work would then be analyzed for the purpose of deriving conclusions for the 1987 budget. As you know, staff conducted a relatively detailed analysis of our service levels two years ago. One of the reasons that this analysis did not proceed to a conclusion was.that it sparked a philosophical discussion among the Council members as to the desires of the community: i.e. the community desires less government and wishes to do things for themselves versus residents believe they live in a first -rate community and feel they should receive first -rate services. We believe that this philosophical issue must be thoroughly discussed based upon the results of the community survey in order to provide direction for the next step in the process. Short Term Objectives * Identify and evaluate services presently provided by the City. * Determine expectations of the community through a public opinion poll administered to a cross- section of taxpayers, both residential and non- residential, as well as all members of Boards and Commissions. * Adopt policies and directions to be followed by staff in preparing service level alternatives for Council consideration. * Consider service level alternatives and adopt preferred alternatives for inclusion in 1987 Budget. Work Plan Identify Services Tasks * Provide a comprehensive listing of services presently provided in a format which follows closely the City's Budget. * Provide a list of services not presently provided. * Annotate the listing of services with a professional judgment regarding service level. Responsibility Department heads coordinated by the City Manager. Timetable 2/1/86 Determine. Expectations of Community Tasks * Develop format of public opinion survey including sampling techniques, sample size and schedule with the assistance of a market research professional. * City Council approval of proposed survey format. ti r- -3- * Conduct survey and tabulate results using assistance of volunteer organizations. * Analyze survey results and prepare summaries and conclusions for Council consideration. *.City Council reviews survey results. Responsibility We believe that it's essential to have the assistance of a market research professional in designing the survey and analyzing the results. Staff and volunteer groups will be able to undertake the survey and summarize the data. After consulting with pro- fessionals and others who have used such services, we believe that $10- 15,000 will be required for consulting services. Timetable Develop format Council approval of format Conduct survey Analysis and conclusions Presentation to Council February 10, 1986 March 10, 1986 April, 1986 May, 1986 June 9, 1986 Adopt Policies Task Develop policies giving direction for service level alternatives. Responsibility City Council Timetable Complete by July 7, 1986 Service Level Alternatives Task Develop service level alternatives based upon Council direction Responsibility Staff Timetable August 18, 1986 1987 Budget Task Review service level alternatives and adopt preferred alternatives for 1987 Budget. Responsibility City Council Timetable August and September, 1986 -4- II. Role of the City Council Goal (as stated in Strategic Plan): Discuss and define the role of the Council Focus The City Council identified a number of concerns which led to this issue. Among those cited were the ability to communicate effectively with their constituency, other policy makers and the staff, a frustration with the strategic planning process, an inability to make decisions and a perspective that is too short term. From a philocophical standpoint, the Council has, in the past, discussed the differences between a pro- gressive as compared to a stewardship role, particularly as it relates to issues such as redevelopment and economic development. Short -Term Objective Thoroughly discuss and reach a consensus on the role of the Council in relations to the community, staff and strategic planning and budgeting within the context of the Council's legally- defined responsibility. Work Plan Devote one Saturday during January or February for a workshop to be attended by the Council, City Manager and Assistant City Manager, but no other staff. Conduct the workshop within a conference room at a hotel within the Metro Area. Hire a knowledgeable individual to facilitate the discussion. We suggest that we approach Ted Kolderie or Arthur Naftalin of the Humphrey Institute or Barbara Arney of the A.M.M. for their services. Approximate cost: $1,500. III. Management Goal (as stated in Strategic Plan): In view of increasing complexity of the problems facing cities and increased demands on city government, take steps to strengthen management capability of City. Focus The Council's interest in the City's management capability stemmed from a number of issues including staff development, compensation, use of innovative ideas and tachnologies, and the demands placed on government to provide services and solve increasingly complex problems. The concept of a management audit performed by a group of community leaders was discussed, which would evaluate our performance, our use of MIS technologies, our com- pensation program and corporate planning. In our view, a management audit is an objective overview of an organization's effectiveness - -i.e. have the organization's goals and priorities been clearly defined and are its resources being properly directed to address those goals and priorities. Such an audit can be undertaken by a group of community .leaders in much the same way as the Edina Governmental Commission Report in 1974. The management audit ties in very well with the service level analysis and the Council role discussion; i.e. how effectively is the City's management addressing the service level priorities identified by the City Council. As such, we believe that the management audit will complement the Council's consideration of their role and service levels. -5- Short -Term Objective Undertake a management audit by a group of community leaders to assess the overall effectiveness of our performance, our use of new technologies, our compensation program, and our corporate planning efforts. Work Program Task Appoint blue ribbon committee. Responsibility City Council Timetable February 3, 1986 Task Conduct organizational meeting with Committee to outline the charge and determine schedule. N. B. The Edina Governmental Commission was created in February of 1973 and produced its report in September, 1974. Resvonsibilit Council and Committee Timetable February 10, 1986 Task Conduct mid -study meeting with Committee Responsibility Council and Committee Timetable August 11, 1986 Task Review final report Responsibility Council and Committee Timetable December 8, 1986 MINIMUM SETBACKS NUMBER STRUCTURE, ETC. ALLOWED FRONT SIDE REAR *Principal Dwelling Present 1 30 10 25 Proposed I No Change Council App. *Garage (sideyard) Any No. Present 30 5 5 Proposed No Change Council App. Garagelrear yard Any No. Present Proposed Council App. *Dog /Pet Enclosure Any No. Present Proposed Council App. 3 No Change 30 20 No Change 3 1 REMARKS Incl. in Lot coverage Incl. in Lot coverage Incl. in Lot coverage Not permitted in front yard 20 No variance procedure Pet enclosures limited to 1500 sq. ft. or entire rear yard may fenced E ' NUMBER MINIMUM SETBACKS STRUCTURE,ETC. ALLOWED FRONT SIDE REAR *Fallout Shelter or Any Underground Room No. Present 15 5 12.5 Proposed No Change Council App. *Vestibule or canopy Any with supports No. Present 30 10 25 Proposed No Change Council App. *Decks, Patios Present Proposed Council App. *Gazebos, Screen Porches (detached) Present Proposed Council App. Any No. Any No. 30 30 5 No Change 5 No Change 5 5 2 REMARKS No outside entrance Incl. in Lot coverage 1st 150 sq. ft. not in- cluded, in lot coverage Included in lot coverage t 3 ` NUMB-ER MINIMUM SETBACKS STRUCTURE,ETC. ALLOWED FRONT SIDE REAR REMARKS Greenhouses, Tool Shed Any entirely in rear yard No. Included in Lot coverage Present 30 3 3 Proposed No Change Council App. *Greenhouses, tool shedsnot.entirely in rear yard. Any Present No. 30 5 5 Included in Lot coverage Proposed No Change Council App. * Wind Generators & Any Maximum height of 30 ft. Solar Collectors No. Not in front yard Present 30 5 5 Proposed setback equal to height Council App. *Emergency Power Any Generators, Air Cond. , No. Compressors Present 30 5 5 Proposed Council App. No Change NUMBER MINIMUM SETBACKS STRUCTUR 'E,ETC. ALLOWED FRONT SIDE REAR lighting must be directed on *Private Light Fixtures Any property of owner and must not Fixtures and Poles No. exceed 3 foot candles in intensit at property lige Present 0 0 0 Proposed Council App. *Fuel Tanks Any No. Present 30 5 Proposed No Change Council App. *Antennas and 1 sat. - Satellite Dishes dish 1 tower Present 30 10 Proposed Council App. *Privacy Fence j Any (under 4 foot height) No. Present Proposed Council App. 0 0 No Change 5 4 REMARKS Setback apply to above ground tanks Max. height 15 feet for 25 dish, 50 feet for other tower, antennas, Numerous other requirements 0 NMBER MINIMUM SETBACKS STRUCTURE, ETC. ALLOWED FRONT SIDE REAR *Privacy Fence Any (over 4 foot and under No. 6 feet in height) Present 30 0 0 Proposed No Change Council App. *Privacy Fence Any (over 6 foot height) No. Present Proposed Council App. *Tennis Court Present Proposed Council App. *Swimming Pools and Pool Equipment and required decking Present Proposed Council App. Any No. Any No. 30 5 5 No Change 30 5 5 No Change REMARKS Not included in Lot coverage Not included in Lot coverage Setback measured to 30 10 10 edge of pool deck No Change 5 E, NUMBER MINIMUM SETBACKS STRUCTURt,ETC. ALLOWED FRONT SIDE REAR *Paddle Ball Court An and related lighting Y No. Present 1 30 5 5 Proposed 50' 50' Council App. REMARKS Included in Lot coverage b *Skateboard Ramps Any Included in Lot No. coverage Present 30 5 5 Proposed 50 50 Council App. *Outdoor Fireplaces Any Present No. 30 0 0 Proposed ,No.Change Council App. *Playground Equip. Any Any Location Complaints about location Present No. of playground equip. for daycare homes have been Proposed received. Council App. r STRUCTURIE, ETC. *Playhouses, Forts Treehouses Present Proposed Council App. NUMBER MINIMUM SETBACKS ALLOWED FRONT SIDE REAR Any No. I Any Location Not in front yard REMARKS 7 • OUTDOOR "VEHICLES STORAGE ALLOWED MPERMITTED LOCATION REMARKS *Commercial Equipment and Heavy Trucks or un- registered or inoperative vehicles Present Proposed Council App. *Recreational Veh. Boats, Snowmobiles, Campers, Camping Trailers and Motor Homes Present Proposed Council App. *Passenger vehicles, pickup trucks & vans Present Proposed Council App. 1 No In Garage Include un- registered in the definition of inoperative vehicle Yes One in Driveway At least -15 feet from curb & 5 feet from side property line,or in garage special permit for non driveway locations See attached options Yes In garage, or on driveway at least 15 feet from curb and 5 feet from side lot line any number permitted on driveway limit # permitted outdoors OPTIONS FOR RECREATIONAL VEHICLES 1. Status Quo, i.e. in garage or on driveway not within 15 feet of curb. Variance is needed for any other location. 2. In garage or in rear yard, with or without screening. 3. Special permit requirement for any storage outside garage. 4. Rolling stock (self - propelled) in driveway all others in garage or rear yard, with or without screening requirement. 5. All storage in rear yard. 6. No outside storage and no exceptions granted. � L MISCELLANEOUS OUTDOOR STORAGE ALLOWED ( ?) PERMITTED LOCATION REMARKS *Sidewalk, Driveways Present Yes Any Location Parking subject to Vehicle Restriction Proposed Council App. *Wood Piles Present Yes Any Location Proposed No Change Council App. *Trash Containers Present Yes Side or Rear Proposed No Change Council App. *Used Appliances Present No Proposed No Change Council App. Amount of hard surface is not regulated Accumulations may be considered a nuisance Out of view of front street Recycling may require curb side pick up n MISCELLANEOUS OUTDOOR STORAGE ALLOYED ( ?) PERMITTED LOCATION REMARKS *Household Furn. Present No Proposed Council App. *Laundry Poles Present Proposed Council App. *Other temporary structures Present Proposed Council App. *Tools, Lumber, Machinery and other equip. Present Proposed Council App. Yes No Change Rear Yard No Change Not in required front or side street. set. back and not within S feet of interior side or rear Yes lot line. No Change No No Change 3 MISCELLANEOUS OUTDOOR STORAGE ALLOWED ( ?) PERMITTED LOCATION REMARKS *Statuary, Fountains Present Yes Any Location Proposed No Change Council App. *Flag Poles Present Proposed Council App. *Decorative Bridges & Windmills etc. Present Proposed *Council App. *Lawn Furniture Present. Proposed Council App. Yes Any Location No Change Yes Any Location No Change Yes Any Location No Change 4 Patios & Decks require setbacks MISCELLANEOUS OUTDOOR STORAGE ALLOYED (') PERMITTED LOCATION REMARKS *Retaining Walls May not extend above Present Yes Any Location grade Proposed No Change Council App. *Arbors & Trellises Present Yes Any Location Proposed No Change Council App. *Trees and Shrubs Present Yes Any Location Proposed I I No Change Council App. *Bird Bath and Bird Houses Present Yes Any Location Proposed No Change Council App. 5 Subject to clear view regulations Boulevard plantings require permission from City MISCELLANEOUS OUTDOOR STORAGE ALLOYED ( ?) PERMITTED LOCATION REMARKS *Compost Piles Present Yes Any Location May be considered a nuisance Proposed Council App. *Garden Present Proposed Council App. Yes No Change my Location No Change C'. ORDINANCE NO. 1031 -A1 AN ORDINANCE AMENDING THE DEFINITION OF NUISANCES CAUSED BY THE PARKING OR STORAGE OF VEHICLES, EQUIPMENT AND FURNISHINGS Section 1. Paragraph (1) of Section 4 of Ordinance No..1031 is hereby amended to read as follows: 11(1) The outdoor storage of pipe, lumber, forms, machinery, or other occupational materials in any residential district, except for the purpose of construction or repair work being done to structures on the same property." Sec. 2. Paragraph (m) of Section 4 of Ordinance No. 1031 is here- by deleted. Sec. 3. Section 4 of Ordinance No. 1031 is hereby amended by the addition of the following new paragraphs: "(m) The parking or storage of vehicles, equipment, and house- hold furnishings and appliances in any residential area not in compliance with the following provisions: 1. Definitions. (a) Inoperable Vehicles: any motor vehicle inclu- ding, but not limited to, any automobile, truck, trailer, marine craft, snowmobile, motorcycle, all terrain vehicle, mobile home, pick -up camper, camping trailer, and other equipment for motorized transportation, that (i) has a missing or defective part that is necessary for the normal operation of the vehicle, or (ii) is stored on blocks, jacks, or other supports. (b) Commercial Usage Vehicles: (1) Vehicles and equipment designed or modified for use in any construction, demolition, or maintenance activity. Provided that vehicles and equipment used for maintenance, repair or construction on the premises may be parked during the period of work; (2) Tractors; (3) All trailers or towed equipment not used to transport recreational vehicles; (4) Snow removal vehicles and equipment; (5) Earth moving vehicles and equipment; and (6) Trucks, vans and pickups of 9,000 pounds or more. 199 -1 Ordinance No. 1031 -A1 Page Three (d) Inoperable vehicles. (e) Household furnishings and appliances. All resi- In a garage or dential other lawfully constructed buil- ding. All resi- In a garage or dential other lawfully constructed buil- ding. No restriction. No restriction. 3. Special Permits for Recreational Vehicles. (a) The restrictions set out in this paragraph (m) on the outdoor parking and storage of recrea- tional vehicles are necessary for the peace, health, safety and welfare of the citizens of -- Edina. Yet is is recognized that there are so many kinds of recreational vehicles and so many shapes and sizes of lots and land parcels with- in the City, that no matter what restrictions are placed upon their outdoor parking and stor- age, hardships will result to some owner of recreational vehicles and nuisances will re- sult to some non - owners. Therefore, in an at- tempt to avoid such hardships and nuisances, this permit system is hereby established. (b) Any person desiring to locate one recreational vehicle in a non - permitted location may apply for a permit pursuant hereto. The applicant shall pay a non - refundable fee of $50.00 with each such application. No permits shall be given or allowed for more than the recreational vehicles allowed by this ordinance. (c) The City Manager shall appoint five persons to serve as a commission to receive, process and act on permit applications under this ordinance. The commission members may be city - elected offi- cials or employees of the City, and shall serve at the pleasure of the City Manager. The commis- sion shall adopt rules and regulations for re- ceiving, processing and acting on such permits. The City shall supply such secretarial and other assistance as the City Manager deems necessary for the commission to fulfill its duties. (d) Promptly upon receipt of a properly completed ap- plication and the fee therefor, the commission shall set a hearing date for the application and shall give mailed notice thereof to all owners of Ordinance No. 1031 -A1 Page Five (j) Each permit granted may be revoked by the City for failure of the recipient to fully and con- tinually comply with the conditions therein stated, or for any violation of the provisions of the immediately preceding paragraph. Sec. 4. This ordinance shall be in full force and effect on May 1, 1980, but not prior to its passage and publication. First Reading: December 3, 1979 Second Reading: January 21, 1980 Published in the Edina Sun on January 30, 1980. (signed) JAMES VAN VALKENBURG Mayor ATTEST: (signed) FLORENCE B. HALLBERG City Clerk M E M O R A N D U M DATE: October 2, 1985 TO: Community Development and Planning Commission Members FROM: Craig Larsen SUBJECT: Accessory Uses. Attached please find a list of accessory uses found in residential areas. The list indicates if the use is allowed, if we control the number permitted, how we presently control their location, and what change, if any, staff suggests. This matter was referred to the Commission for review and comment by the City Council at their September 16, 1985 meeting. The list is divided into three principal sections. The first section covers structures which are addressed primarily in the Zoning Ordinance and in some cases the Antenna Ordinance. Changes to the Zoning and Antenna Ordinances must originate at the Planning Commission. The section on vehicle storage is addressed in an amendment to the Nuisance Ordinance (copy attached). The miscellaneous section contains items addressed through a variety of ordinances. It appears that most of the concern centers around our require- ments for vehicle storage. We would especially like the Commission's input in this area. M E M O R A N D U M TO: Mayor Courtney & Council Members FROM: Ken Rosland, City Manager SUBJECT: REVISION OF SEVERANCE BENEFITS DATE: December 9, 1985 As part of the revision of the City's personnel rules is a revision of the severance benefits section of those rules. Staff is addressing this as a separate issue in order to provide you some time and hopefully enough information so that you can make an informed decision concerning the proposed changes. Generally, there are three basic changes. in this section concerning severance benefits that the City currently provides. First, rather than tying eligibility for severance solely to a mandatory retirement age which is now 70, it provides the severance benefits for those who qualify for retirement benefits under PERA. Second, the conversion of some unused sick leave is being proposed as part of the severance benefit for those who can qualify. Third is a general clarification of requirements for severance and who is eligible to receive them. Attached are the proposed changes in the form of an amendment to Ordinance 121. Also attached is the current policy. Lastly are some examples and figures for your information. This item will be on your.next agenda, 12/16/85, for action; if you have any questions, please contact me or Ceil Smith. KR /sw Attachments X ORDINANCE NO. 121 -A6 AN ORDINANCE AMENDING ORDINANCE 121 TO REVISE SEVERANCE PAY BENEFITS DRAFT THE CITY COUNCIL OF THE CITY OF EDINA, MINNESOTA ORDAINS: Section 1. Sec. 7 of Ordinance 121 is hereby amended to read as follows: "Sec. 7. Severance Pay. A. Eligible Employees. 1. General Rule. The City shall provide severance pay only to those employes whose full -time employment ends due to: (a) total and permanent disability, as determined by PERA under PERA rules; (b) retirement before mandatory retirement age but after becoming eligible for an immediate retirement annuity without actuarial reduc- tion from PERA under PERA rules; or (c) retirement at mandatory retirement age. 2. Special Rule. The City Manager, in his sole discretion, is authorized to award severance pay to any employee or group of employees in full -time employment who are terminated due to the effects of a permanent elimination of functions by the City. 3. Exclusion. Employees covered by a collective bargaining agreement shall not be eligible for severance pay under this Section 7. B. Amount. 1. Basic Benefit. The eligible employee's severance pay shall be an amount equal to one and one -half (1 -1/2) days' pay multiplied by his years (including fractional years) of continuous full -time employment with the City, with a maximum severance pay under this paragraph equal to four (4) weeks' pay. 2. Unused Sick Leave Benefit. In addition, if the eligible employee has at least ,p00 hours of unused sick leave as of the severance date, the eligible employee shall receive severance pay in an amount equal to one day's pay for five such days of unused sick leave, with a maximum severance pay under this paragraph equal to two (2) weeks' pay. C. Time. The City shall provide the severance pay on the payday immediately following the eligible employee's severance date. For total and permanent disability, however, the City shall provide the severance pay on the payday immediately following its receipt of appropriate notice of PERA's determination. D. Definitions. The following special definitions apply to this Section 7: - 1. "Eligible employee" means an employee of the City who is eligible for severance pay under paragraph A of this Section 7. 2. "Full -time em to ment" means employment with the City which is regu ar y engage in on a scheduled, full -time basis, as determined by the needs and particular customs in the employee's department. 3. "Mandatory retirement age" means the employee's seventieth (70th birthday. 4. "Pa " means the eligible employee's regular basic salary or wage before any payroll deductions) for full -time employment, as in effect on the severance date. 5. "PERA" means the Public Employees Retirement Association under Minnesota Statutes chapter 353 (or any subsequent amendment or replacement thereof). 6. "PERA rules" means the requirements for an annuity or benefit from PERA as of December 31,* 1985 (including any changes in such requirements adopted as of that date, but effective after that date). 7. . "Severance date" means the last date on which the eligible employee per orms duties in full -time employment. Sec. 2. This Ordinance shall be in full force and effect immediately upon its passage and publication and shall apply to employees with severance dates on and after December 31, 1985. This Ordinance supersedes all existing Ordinances on the subjects of severance pay and pay for unused sick leave. First Reading: Second Reading: Severance Pay 170 Permanent employees who retire due to reaching mandatory retirement age of 65•or disability or who are permanently laid off or Public Safety employees who are permitted to retire prior to age 65 by provisions of the Public Employees Retirement Association Act and subsequent amendments thereto, shall be granted severance pay in the amount of 1'/2 days pay for each year of service with a maxi- mum severance pay equal to 4 week's pay.