HANDOUTS 04-26-20212021 April 26, 2021 Council and Staff Retreat
1.Agenda Goal Setting9.2020 Goals Review/Update8.Review Mission/Vision/Values7.Dinner6.Tour Public Safety Improvements5.Business Matrix Update4.Review 2020 Retreat3.Break2.Leadership
Assessment Discussion
1.2020 Retreat Review Council/Staff Roles4.Property Taxes3.Customer Service vs. Compliance2.Visioning “2035”
Visioning “2035” Retreat Review I/Retail)-Balance community (Residential/C6.Small town feel, just a little bigger5.Safe Community4.Lifecycle Community3.Jobs2.Transparent and responsible
taxes1.How we became the greatest!–
Visioning “2035” Retreat Review More retail in Gravel Mining District5.Small town culture & values4.Broadband access3.Transportation/mobility connections2.Outdoor swimming pool1.Physical
Amenities–
Customer Service vs. Compliance Retreat Review Regardless of compliance, approach is most important5.Customer service plus4.No negatives on Staff Professionalism3.Communicate validation/empathy2.Ever
yone is a customer (communication)1.
Property Taxes Retreat Review$4.50-Average daily city tax ~ $2.50 4.$120-Average monthly city tax ~ $70 3.Budget increases within MV increase2.Tax rate has decreased each of last 10
years1.
Council/Staff Roles Retreat Review Work Session Format5.Public Hearings4.Meeting Dates3.Council Liaisons2.Council as One Body1.
Elk River Value Statements meaningful engagement.inspire diverse and Cultivate/Revolutionize an environment to encourage and prosperity.communityto leverage strengths and drive resourcefulnessNurtur
e and community participation. exceptional servicea revolutionary spirit that fosters a culture of Welcome
The Elk River Vision encourages and inspires prosperityand community engagement that resourcefulness, exceptional service, revolutionary and spirited A welcoming community with
Elk River Municipal Mission Reflect the culture of citizens and what is important to majorityHelp, not hinder citizen quality of lifegood stewards–Responsible for every dollar Work
with citizens to achieve goalsTimelessAgile -Meet changing needs Responsibly growOpportunity to live, work, and playMission Components
The Elk River Mission changing environment.-work and play; and to appropriately govern in an eversustainable and prosperous community for all to live, Where council and staff work with
citizens to develop a
Goals Core service level enhancementsOutside of core servicesNext budget cycle-Short
Goals Zoning & Acquisition of “challenged” properties policyActivity Center futureFunding–Parks & Recreation Capital Plan Garbage situation (landfill closure)Update salary schedule/compensation
planBudget and sinking fund for building repairGreat River Energy revenue replacementCommercial Development-Short
Goals Reflects vision, values, missionCommits current elective bodyExceeds election term-Mid
Goals Public Safety BuildoutCommercial developmentDevelop means for park capital needsAcquire business park landTransportation development fundingPost Waste Management–CRT Vision-Mid
Goals May require interim steps for current membersBeyond election cycleLegacy driven-Long
Goals Public Safety build out (Station 3?)C/I developmentUrban Service Area expansion-Long
visit
,
a
-s
may be
July
a
-
all state
(Values
Generations,
require
CitizenServe
guides
maintain
times
Nov 2020
/
Monday of the month
Times of Conflict, and
& available handouts
.
st
s on web page.
).
and/or use of the Building
required to
is
experienced applicants/builders.
training
.
less
am to noon
arious Personalities, Diverse
Status The Comprehensive Plan update is in process. A full draft plan should be available late May or early June. EDA and ERMU staff discussed the rebate programs and should continue
to review these once a year Internal good / Est. Portal open in applicants drafted. Staff is reviewing the best handouts to include for applicants.Generated in CSScheduled the 1(9https://infoforbuil
ding.com/buildhouse.htmlInspection fact sheet Generated in CS but atwith Staff participated in a SGR webinar series over 6 weeks in OctVCommunication,Choices) Bldg Staff required Guides
are in various stages of development. Activity has been focused on implementation to supplement permitting process. FAQincluded in the rollout to outline process, FAQ, and application
all in one.
Staff Point of Contact Zack Amanda/TroySuzanneSuzanne/Bob R.Suzanne/Bob R.Suzanne/Bob R.SuzanneSuzanneZackAmandaSuzanneSuzanneZackBob
Reviews
, 2019
1
Explore programs to support goalsExplore ordinances that provide flexibility to meet Discuss programs to achieve Comp Plan GoalsDetermine what is sufficientCustomer Service TrainingProfessional
Standards Training
Task/Action Comprehensive Plan Update--goalsERMU, EDA and HRA Commission --Citizenserve Software ImplementationFormal letters of explanationPreconstruction meetingsDevelop inspection
policy for each permit with explanation sheet for each permit to include relevant code citationCitizenserve Software ImplementationCouncil Budget discussion-- FAQ guides
Action Plan
July 30 & 3
Chamber of Commerce Focus Group Discussions
Area
Type of Concern Policy ReviewPolicy ReviewCommunicationCommunicationBudget/Position AdditionCustomer Service
Elk River
kes the difference.
work that needs to be done
-
entire project and limit the
aff.
, even if it means ordinance or design flexibility.
The business customer often does not feel their risk is appreciated or understood. Empathy does not mean bending the rules. those tasked with compliance/enforcement that maCan Compliance
and Customer Service both be accomplished or balanced?to say
If the city really wants to be known for supporting renewable energy, they should reconsider their incentive programs to support projects that are in line with the stated objectives
in the Comprehensive plan: to be more energy efficient, preserve resourcesCurrent rebate programs are insufficient to achieve the objectives of the stated goals. Clearly outline what
is being inspected for the inspection to that list. New items should not pop up with every inspection Clear written instruction including citing relevant code for each infraction. The
remedy should be clearly defined so there is less reCan there be an ombudsman or advisor type position to negotiate the maze of relationships proactively with business owners and encourage
a partnership mentality between owners and city stUse the velvet glove approach when delivering requirements for compliance. Think of the business owners as customers.
Concerns/Recommendations 123 567
.
-
to
-
saving time
Code
ure work session
information
applications
.
during comment period and
Comp Plan also has numerous
Linked to item 13, would be part of larger discussion regarding staff/council authority and streamlining. recommendations that will come before council implementationPlanning encourages
work session (concept reviews) with applicants to discuss projects ahead of formal and money on questionable proposals. Land use application checklists are update and referenced with
each applicant we speak to prior to application. Recent changes address fees that have been removed. InternalWebpage is operational and will be updated with changes resulting from
Comp Plan update.CUP compliance inspections and reviews to resume this spring. Property owners to be contacted with approved CUP standards and discuss timing prior to review. Enforcement
Officer will resume door knocking with easing COVID restrictions. Upcoming budget proposal to include a rewrap of the code enforcement truck to address branding and organizational changes.EDA
staff should consider reviewing the policies with the JFC every other year Ongoing on a situational basis (vegetation standards), but staff will bring a larger discussion forward on
a futWAC/SAC unit calculations synced to Met Council. Updated Fee discussion with 2022 Budget.CompleteStaff training. Updated handouts.Increase opportunities for Council review of Concept
plans.
/Zack
/Zack
ack
ZackAmandaZackSuzanneZackZackAmandaSuzanneAmandaZZackAmandaAmanda/ZackZackCalSuzanneCalAmanda/Cal
Opening a business in ER
application meetings
-
statements
nce standards
nformation for CUP compliance process
brand nuisance code division
-
Policy delegationOrdinaUses and approval process Eliminate one of two public hearing requirements.Eliminate some permitting requirements
Incorporate PreEncourage Work Session ReviewsPublic ICouncil/Authority work session discussion
-----
Authority/Council review/craft of ordinance and policy purpose Council Review/Action on city ordinances--Review and update project checklistsMeet with Minneapolis planners regarding
their Business Navigator OfficeCitizenserve SoftwareWebsite Update --regarding legal compliance / notice requirementsReEDA/HRA policy reviewRemedial staff trainingCouncil policy discussion
regarding: Council Work Session Discussion on FeesFee Comparison StudyPublic education on city process/rulesCouncil/Authority work session on processes
PolicyEducationPlanning and EDCommunicationPolicyTrainingPolicyPolicyCommunicationEducationPerception
educating
Additional training can help.
taking pictures or sending
ore excessive money is spent.
. permit, sac/wac, utility deposits)
Can there be a proactive approach to business development such as builders, contractors, owners before a project is submitted?Communications regarding process requirements for Building
permits, Codes, Loan programs and Ordinances needs to be timely, consistent, clear, transparent and communicated up front, befCommunicating in person vs. sneaking around threatening
letters would be appreciated more.example of a philosophy being tilted away from personable customer service. Some perceived that the personal agenda of a staff member can influence
the way City process is interpreted.build and grow the business community in Elk River together?
bldg
There is a need for balance between desire for beautification and business use of property (storage, signage etc.) EDA/HRA Loan processes are cumbersome. Can they be simplified and
expedited?There is no substitution for product knowledge, some examples of staff not fully knowledgeable of the code, ordinance, process or loan. How can the Planning and Zoning process
be streamlined and given more authority to reduce timelines?A review of the city fee schedule is needed both by comparison cities and philosophy. (i.e.
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