AGENDA MAPLE PLAIN CITY COUNCIL WORKSHOP MAPLE …
Transcript of AGENDA MAPLE PLAIN CITY COUNCIL WORKSHOP MAPLE …
AGENDA MAPLE PLAIN CITY COUNCIL – WORKSHOP
MAPLE PLAIN CITY HALL JULY 9, 2018
5:30 p.m.
1. CALL TO ORDER
2. ADOPT AGENDA
3. COMPOST SITE REVIEW
4. STAFF EVALUATION AND STRUCTURAL ANALYSIS PROPOSALS
5. PUBLIC WORKS UNIFORM POLICY
6. CITY ADMINISTRATOR GOALS AND OBJECTIVES
7. CITY ADMINISTRATOR WEEKLY UPDATE
8. OTHER BUSINESS
9. ITEMS FOR NEXT WORKSHOP
10. ADJOURNMENT
If anyone has any further questions regarding this agenda, please feel free to call Robert Schoen, City
Administrator at 763-479-0516. Thank you!
5050 INDEPENDENCE STREET | MAPLE PLAIN, MN 55359 Phone: (763) 479-0515 | Fax: (763) 479-0519 | www.mapleplain.com
To: City Council
From: Nicole Kathman, Assistant to the City Administrator
Re: Compost Site Options- Preliminary Discussion
Date: June 20, 2018
Compost Site Current Operations, Conditions, and Background
The City’s compost site is open 7 days a week Spring – Fall approximately 8 am to 8 pm.
Currently there is no regular monitoring of the facility leading to many nonresidents and
businesses using the site as well as disposal of unpermitted items. This includes stumps, rocks,
electronics, tires, and more. The City has to then pay to dispose of these items. Furthermore, at
least two times in the last year, spikes left by users at the site have punctured a tire on the loader.
See some pictures below for examples of the current site condition:
In addition, the City has not disposed of the material on a regular basis. It is estimated that the
City has approximately 1,500 cubic yards of brush and 300 cubic yards of compost at the
compost site.
Disposing of Material
When it comes to removing material they are essentially two main options. The first is to
remove all of the brush and compost which costs $5.00 per cubic yard. The second option is
to remove all of the brush for $5.00 per cubic yard and to only sift the compost which costs
$3.50 per cubic yard. This means that take out the twigs, rocks, etc. that are not yet composed
from the ready to use compost. This makes it more appealing for residents to use and take. In
addition, we may have a business that would take the all of the compost once sifted for free.
S&S Tree gave the City a quote to remove all of the compost and brush at the compost site for a
bid not to exceed $20,000. Before doing any work they will go out and measure the size of the
piles using drone cameras. S&S will only charge for the volume that is there even if less than
$20,000. For example if they determine there is 1,000 cubic yards of brush they will only charge
$5,000 for that brush.
Anticipated cost based on rough estimates of amount of material-
Remove Brush and Compost Remove Brush and Sift Compost
Compost Site Material $9,000* $8,550
*This is what we received the not to exceed bid of $20,000 for.
Security Options
I looked multiple options to help mitigate improper use of the compost site.
1. Hire an attendant and have more limited hours
The City could hire an attendant to monitor the compost site. The attendant could check driver’s
licenses or we could have City Hall issue vehicle stickers. The City of Buffalo issues vehicle
stickers because similar to Maple Plain, they are many places with Buffalo addresses that are not
actually within city boundaries. An attendant could both watch for unpermitted users and
materials. Additionally, an attendant could make sure users place the materials in the proper
location at the compost site.
Attendant wages and site hours
An attendant could be hired for $11 per hour. With an attendant it is not feasible to have the site
open as much as it is now. Here are some examples of hours of compost sites in other cities.
Wages assume compost site is open 7 months- (~April-October) and attendant earns $11 per
hour unless noted.
Newport (Population ~3,400): Total of 13 hours per week. ~$150 per week, ~ $5,000 per year
Wednesday: 3:30-6:30 pm, Friday: 3:30-6:30 pm, Saturday: 9 am – 4 pm.
Buffalo (Population ~16,000): Total of 34 hours a week. ~$375 per week, ~$10,500 per year
Hugo (Population ~14,500): Total of 11 hours per week. ~$120 per week, ~$3,400 per year.
Wednesdays from 4pm to 8pm or dusk and Saturdays from 10am to 5pm.
Perham (Population ~3,300): Total of 18 hours a week. ~$200 per week, ~$5,600 per year
Madelia (Population ~2,200): Total of 22 hours a week. ~$250 per week, ~$7,000 per year
Olivia (Population ~2,300): Total of 11 hours per week. ~$120 per week, ~$3,400 per year.
Waconia (Population ~12,000): 104 hours. ~$1,150 per year.
In addition to wages there would also need to be a hut (shelter) put in for the attendant. This is
estimated to be ~$5,000 based on Orono.
Costs: ~$5,000 upfront and average $5,000-$7,000 per year for wages.
2. Security Gate with Keypad code
This would be a sliding gate with a keypad code to get into the gate. It would be on a timer for
when the code is usable for the Public. Public Works would also have their own code for after
hours and off-season. There would also be a walk gate in the event of a power outage.
There are three components to this cost. See attached quote for 2.
1. Electricity to gate- very rough estimate by RC Electric- $~5,000
2. Gate and operator package- $4,925 + $10,290= $15,215
Total Costs: $20,215
3. Security Gate with Key cards
This would be a sliding gate with a keypad code to get into the gate. There would be keycards
provided to residents. The cards can be turned on or off to account for hours not allowed in, off-
season, etc, similar to the keypad concept. There would also be a walk gate in the event of a
power outage.
1. Electricity to gate- very rough estimate by RC Electric- $~5,000
2. Installation of Key Card System- $7,050.44 (see attached quote)
3. Estimate of Gate and Operator- $14,465 (same as option 2. Security Gate with Keypad Code
minus the cost of the keypad, stand, and labor for keypad ($750).
Total Costs: $26,515
In addition there is a fee of $108.66 per month for maintenance, hosting of data, and cell data
plan.
4. Upgrade Cameras
Since the purchase of the cameras at the compost site, technology has upgraded. Delano shared
their camera system proposal with me and told me they have had no issues with capturing license
plates. For their situation, they have the recorder located in the public works building across the
street from their compost site.
Estimated cost- $5,930 (see attached proposal from Delano’s recent installation)
© Johnson Controls 2018 – All Rights Reserved. Johnson Controls, the Johnson Controls logo are service/trademarks of Johnson Controls. All other product names and/or company names used herein may be protected as trademarks of their respective owners.
JOHNSON CONTROLS CONFIDENTIAL AND PROPRIETARY BUSINESS INFORMATION
Proposal for
City of Maple Plain
5050 Independence St
Maple Plain,, MN 55359
06/19/2018
This Johnson Controls Security Solutions LLC Proposal (the “Proposal”) contains Johnson Controls proprietary and business confidential information and may not be shared with third parties without the prior written consent of Johnson Controls. Johnson Controls’ provision of the equipment, systems, and/or services described in this Proposal is expressly conditioned upon Company’s acceptance of the terms and conditions of the standard Johnson Controls Security Solutions “AGREEMENT” COMMERCIAL TERMS AND CONDITIONS. The system design and specified equipment are subject to final approval by your local fire department or other authority having jurisdiction. This Proposal is valid for a period of sixty (60) days from the above date and any deletions or additions to this Proposal may result in changes to the pricing and/or terms and conditions.
Inquiries regarding this proposal may be directed to:
Jeff Steeno Johnson Controls Security Solutions Cell Phone # 612 710-1770 Email: [email protected]
City Of Maple Plain 5050 Independence St
Maple Plain,, MN 55359 Estimate Name: City Of Maple Plain-II Access 6/11/18
JOHNSON CONTROLS SECURITY SOLUTIONS CONFIDENTIAL AND PROPRIETARY BUSINESS INFORMATION
Page 2 of 3
© JOHNSON CONTROLS 2018. ALL RIGHTS RESERVED.
Compose Reader System Installation Investment Package: $7050.44 Maintenance, Hosting of data and cell data plan: $ 108.66/month (no need for internet at site)
BILL OF MATERIALS
QTY PRODUCT CODE DESCRIPTION
1 B-ACS300-E BRIVO ONAIR ACS300 IP DOOR CONTROLLER
1 B-OA-CNR04-VZ-DTA300 CELLULAR NETWORK ROUTER - 4G EVDO FOR VERIZON M2M
NETWORK. NO WIFI. INCLUDES ROUTER
1 5375AGN00 MaxiProx Wiegand, Gray, Terminal Reader
200 1326LMSMV-37 Access Cards
1 L-COM Enclosure Heated Enclosure
1 Programming Programming
LOT Outdoor Wire WEST PENN WIRE AQ224 18-1P STR BC PVC/NYL PVC JKT
BLK FPL 300V WATERBLOCK AQUASEAL Shipping Location
LOT Outdoor Wire WEST PENN WIRE 253186B 18-6C STR BC PLEN PVC FOIL
SHDPLEN PVC JKT GRY CMP 300V 75C Shipping Location
City Of Maple Plain 5050 Independence St
Maple Plain,, MN 55359 Estimate Name: City Of Maple Plain-II Access 6/11/18
JOHNSON CONTROLS SECURITY SOLUTIONS CONFIDENTIAL AND PROPRIETARY BUSINESS INFORMATION
Page 3 of 3
© JOHNSON CONTROLS 2018. ALL RIGHTS RESERVED.
SCOPE OF WORK FOR City of Maple Plain
Scope
Johnson Controls To Install Heated Enclosure in Shed. Reader on Reader post once installed by customer. Install Brivo Control Panel and Brivo Cell unit in enclosure . Pull all wire to devices in customer installed conduit. Provide and work with The Gate Company for point of contact management Connect to the gate controller to trigger the Brivo control Panel to open the Gate. Provide 200 Cards
Training Expectations:
Train customer and admin at the city office to use the brivo system.
Customer Responsibilities / Johnson Controls
Exclusions:
Customer to contact Fence Company to install a Gate and power supply that will open the Gate Town and Country was referred as the Fence Company. Customer to Install Reader Post and Provide All Trenching and piping for the Gate, Gate Controller, & Reader. ADT will work with customer as to trenching locations. Customer to provide High Voltage to the Gate Motor/Controller Customer to provide High Voltage to the Heated enclosure.
Proposal to Evaluate Organizational Structure, Efficiencies, and Staffing Levels City of Maple Plain, Minnesota
Work Plan June 2018
Objective(s) The purpose of this project is to perform an analysis of the City’s current organizational structure, efficiencies, staffing levels, and to review the functions and responsibilities of the City’s full-time staff positions. Our approach would be as outlined below: Task I - Gather and Review Background Information
Current organizational structure Current job descriptions, duties and responsibilities, training and qualifications for all
positions o City Administrator o Assistant to the City Administrator o Deputy Clerk o Public Works Employees
Review the services provided by the City and the manner in which they are provided to gain an understanding of the City’s current situation
Review services currently outsourced Historical operating information Available resources City’s current overtime policy City current on-call policy Call out history and historical costs for Public Works Gather other data that may be identified as needed based on the information reviewed
in the above tasks Meet with City to discuss our background review
Task II - Document and Review Existing Operations
We will meet with each full-time employee individually to gain an understanding of how their position functions currently including: o Duties and responsibilities o Work load o Skill sets and capabilities
City of Maple Plain, Minnesota
Proposal to Evaluate Organizational Structure, Efficiencies and Staffing Levels
June 2018
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o Use of technology o Resources necessary to achieve the objectives of their position o Overtime and on-call duties and responsibilities o Out-sourced duties
• Number and type • Basis for outsourcing • Any cost/benefit analyses
Task III - Perform Detailed Analysis
We will undertake a detailed analysis of the City’s operations and staffing including: o Is the organizational structure of the City logical and organized to maximize
efficiencies and effectiveness? o Are there duties performed by any positions that would be better (more efficiently)
performed by other City staff without placing an excessive burden on their current workload?
o Is there an adequate mix of skill sets and capabilities to handle the work? o Are there duties and functions of staff that could either be performed by a less-
skilled part-time employees or outsourced to either an independent third-party vendor or to other governmental entities?
o Are there efficiencies or improvements that could be achieved through the consolidation of processes, job duties, the elimination of redundancies, etc.?
o Are there duplication of effort and non-value-added activities present? o Are staffing levels and workload demands in balance? o Evaluation of overtime and on-call costs for Public Works employees
Task IV - Prepare and Present Report of Findings
Springsted will prepare a Report of Findings that will explain in detail our findings and recommendations
We will provide one electronic copy of the Report in PDF format We will present the Final Report to the City
City of Maple Plain, Minnesota
Proposal to Evaluate Organizational Structure, Efficiencies and Staffing Levels
June 2018
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Compensation
We propose to complete this study as described in this proposal for the lump sum fee of $14,850. We will complete the project within 6 to 8 weeks of receiving the notice to proceed provided that all necessary information can be obtained in a timely manner. Springsted would invoice for the work based on the schedule shown in the table below.
Time of Invoice
Percentage
Invoiced
Cumulative Percentage
Invoiced Completion of Task II 40% 40% Completion of Task IV 60% 100%
Additional Work Should the City of Maple Plain request and authorize additional work outside the scope of services described in this proposal we would either negotiate an additional fee based on the added scope or if the City prefers we would do the additional work on an hourly basis at our standard hourly fees plus any related out-of-pocket expenses. Additional work would include work outside the scope of services as agreed to including, but not limited to: • Work related to a special request • Additional on-site meetings • Additional data gathering and analysis
For City of Maple Plain For Springsted Incorporated
By:_____________________________ By:_____________________________
Date:____________________________ Date: ___________________________
Title:____________________________ Title: Executive Vice President_______
City of Maple Plain, Minnesota
Proposal to Evaluate Organizational Structure, Efficiencies and Staffing Levels
June 2018
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PATTY KETTLES VICE PRESIDENT
MATT STARK SENIOR ANALYST
NICK DRAGISICH SENIOR OFFICER
CITY OF MAPLE PLAIN, MINNESOTA
Project Team
Our staff's breadth of experience and depth of expertise are two of our most important characteristics in providing high-quality service to clients. Many of our staff have backgrounds in municipal and county government, education or with development firms and non-profit organizations, so they share our clients' perspectives in developing solutions. Each client draws on the talents of many members of our staff. We assign a specific client service team to ensure primary responsibility for each project. The teams are comprised of qualified individuals who are experienced in the specific challenges confronting you. The staff assigned to this project is experienced in conducting organizational management studies. The teams are free to draw upon the expertise of our entire staff. Nicholas R. “Nick” Dragisich, PE Executive Vice President
Mr. Nick Dragisich is team leader for Springsted’s Management Consulting Services team. He has over 30 years of management experience, including service as a city administrator, assistant city manager, and city engineer. As the Assistant City Manager – Operations for Spokane, Washington, his departments included Capital Programs Planning/G.I.S., Engineering Services, Real Estate, Building Codes, Environmental Programs, General Services, Planning, Solid Waste Collection and Recycling, Transportation, Wastewater and Stormwater Management, and Water and
Hydroelectricity. He joined Springsted Incorporated as a Management Consultant in 2000 and become the team leader for Management Consulting Services in 2003. Mr. Dragisich has been directly responsible for or involved in numerous organizational management studies, staffing analyses, utility expense and cost analysis studies, fiscal impact studies, as well as in the development of Excel®-based computer models for clients in California, Iowa, Kansas, Maryland, Minnesota, Montana, Missouri, Nebraska, New York, North Carolina, North Dakota, Virginia, Washington, and Wisconsin. He holds a master’s degree in business administration, a bachelor’s degree in civil engineering and is a licensed professional engineer in Minnesota and Washington. He is also a Municipal Advisor Representative.
City of Maple Plain, Minnesota
Proposal to Evaluate Organizational Structure, Efficiencies and Staffing Levels
June 2018
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Patricia L. “Patty” Kettles, CIPMA Vice President
Ms. Patty Kettles has over 22 years of experience working with Springsted clients on various projects, including organizational management and staffing studies, performing utility rate analyses and financial feasibilities, financing options, capital improvement programming and debt management. Ms. Kettles holds a master’s in business administration and a bachelor’s degree in finance. She is also a Municipal Advisor Representative.
Matthew T. “Matt” Stark Senior Analyst
Mr. Matt Stark is a member of our Management Consulting Services Group. With the firm since 2002, he applies his analytical expertise to new challenges within the fields of operational finance, organizational management and human resources and economic development. He provides technical and analytical assistance on financial planning models, assists and advises clients on employee classification and compensation systems, performs cost-benefit analyses on economic development projects and is responsible for our electronic survey and facilitation system.
Mr. Stark holds a degree in physics from Penn State University.
Relevant Experience
Springsted staff assigned to this study have considerable experience in conducting organizational management studies of local governments, as well as having direct operational experience. We are currently assisting three clients with organizational management studies including:
• City of Chaska, Minnesota with a staffing study • City of Ingleside, Texas with an organizational management study • Madison County, Virginia with an organizational management study
Springsted has completed over sixty organizational studies since 2012 as shown in the table below.
List of Organizational Management Projects: 2012 – Present Year Client State Project Population 2012 Bellevue WI Org & Salary Study 14,570 2012 Chanhassen MN Long Range Fire Study 24,432 2012 Dodge County MN Public Health Delivery Authority Project Management 20,349 2012 Falcon Heights MN Op Anal Fire Services 5,321 2012 Houston County MN Human Services Study 18,799 2012 Independent School District No. 0206 MN Finance Office Study 11,580 2012 Independent School District No. 0535 MN Organizational Management Study 110,742 2012 Kandiyohi County MN Organizational Review 42,410 2012 Burke County NC Efficiency Assessment and Staffing Level Analysis 88,842 2012 Kittson County MN Organizational Review 4,552 2012 New Berlin WI Evaluation of Joint Dispatch 39,834
City of Maple Plain, Minnesota
Proposal to Evaluate Organizational Structure, Efficiencies and Staffing Levels
June 2018
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List of Organizational Management Projects: 2012 – Present Year Client State Project Population 2012 New Berlin WI Outsourcing Study 39,834 2012 Northampton County VA Economic & Community Development Consolidation
Study 12,125
2012 Todd County MN Organizational Improvement Study 24,509 2012 Warren County VA Organizational Review 38,699 2012 Waterford WI Fire Department Reorganizational Study 5,341 2012 Willmar Municipal Utilities Commission MN Organizational Assessment 19,680 2012 Winona County MN Community Services Analysis 49,985 2013 Dakota County CDA MN Employee Survey 408,509 2013 Goodhue County Education District MN Consulting Services 46,464 2013 Independent School District No. 0112 MN Organizational Management Study 2013 Independent School District No. 0286 MN Business Office Consulting 30,712 2013 Indian Beach NC Fire Department Consolidation Study 114 2013 Jackson County MN HS Redesign 10,260 2013 Lexington NC Career Ladder Development 18,993 2013 Saint Paul MN DSI SWOT Analysis 294,873 2013 Scott Joint Prosecution Association MN Organizational Structure Evaluation, Phase One 2013 Shenandoah County VA Organizational Analysis 42,684 2014 Delano MN Organizational Exploration 5,654 2014 Dodge County Human Services MN Human Services Redesign Phase II 20,349 2014 Fort Atkinson School District WI Organizational Management Study 12,482 2014 Hastings MN Fire Study Plan 22,424 2014 Independent School District No. 0625 MN Organizational Study 294,873 2014 Lawrence KS Debt Department Study 90,811 2014 Lino Lakes MN Fire Department Analysis 20,862 2014 Minnehaha Creek Watershed District MN HR Analysis 1,124,000 2014 Scott Joint Prosecution Association MN Evaluate Organizational Struct 2014 Shakopee MN Master Plan Organizational Study 39,167 2014 Surry County VA Fire and EMS Study 6,765 2015 Accomack County VA Organizational Assessment 33,148 2015 Dodge County Human Services MN HR Transition Plan 20,349 2015 Hermantown MN Fire Department Study 9,605 2015 Laguna Woods Village CA Organizational Study 18,000 2015 Meeker County MN Organizational Review 23,119 2015 Newport MN Police Study 3,461 2015 Pointe Coupee Parish LA Organizational Review 22,499 2015 Shorewood School District WI Organizational Management Study 13,337 2015 UG of Wyandotte County/Kansas City KS Consolidation Analysis 160,384 2015 Kannapolis NC Staffing Study 47,839 2016 Albertville MN Evaluation of Shared Fire Services 7,230 2016 Bluffton SC Organizational Structure Study 15,199 2016 Hibbing Public Utilities MN Financial and Organizational Study 16,093 2016 Independent School District No. 0286 MN Administrative Study 30,712 2016 Shawano School District WI Administrative Study 9,189 2016 Salisbury NC Staffing Study 34,001
City of Maple Plain, Minnesota
Proposal to Evaluate Organizational Structure, Efficiencies and Staffing Levels
June 2018
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List of Organizational Management Projects: 2012 – Present Year Client State Project Population 2016 Spring Park MN Evaluate Organizational Structure & Staff
Responsibilities 1,702
2016 Union Grove WI Review & Evaluate Public Works 4,884 2016 Duluth MN Consolidation of Property & Facilities Management
and Maintenance Operations Departments 86,293
2016 North Branch MN Consolidation of Municipal Water & Light with City 10,125 2017 Elon NC Staffing Study 10,147 2017 Chisago County MN Organizational Review of Auditor/Treasurer Office 54,293 2017 Dayton VA Staffing Study 1,609 2017 Middleburg VA Position Survey 751 2017 Fort Wayne City Utilities IN Strategic Plan 264,488 2017 Fauquier County Water and Sanitation
Authority VA Organizational Management Study 68,782
2018 Chicago Metropolitan Agency for Planning
IL Review of Organizational Structure 9,512,999
APPENDIX I – Resumes
Nicholas R. Dragisich Mr. Dragisich is the leader of Springsted’s Management Consulting Services. Executive Vice President Group. As a Consultant, he performs management studies for clients in areas Consultant that include long-range financial planning, financial feasibility, utility rates,
capital improvement planning, executive search, organizational management and debt management. Prior to joining Springsted, Mr. Dragisich served in three government management positions. Most recently for the City of Spokane, Washington, he served as Assistant City Manager where he managed a staff of approximately 1,000 and a budget of approximately $176 million. While in Spokane, Mr. Dragisich restructured the Operations Division to increase efficiency and responsiveness to customers’ needs. The Operations Division encompassed Capital Programs Planning/ G.I.S., Engineering Services, Real Estate, Building Codes, Environmental Programs, General Services, Planning, Solid Waste Collection and Recycling, Transportation, Wastewater and Stormwater management, and Water and Hydroelectricity. He also served as City Administrator for the City of Virginia, Minnesota for approximately ten years where he managed all City services including oversight responsibility for the Virginia Regional Medical Center and the Department of Public Utilities and as City Engineer for 13 years. Not only does Mr. Dragisich have several years of public finance and management experience, he also has over 20 years of experience in engineering. He has served as a Project Engineer for a private firm in Northern Minnesota where he managed the design and construction of projects for municipal and private sector clients. Education University of St. Thomas, Minneapolis, Minnesota
Master of Business Administration University of Minnesota, Minneapolis, Minnesota
Bachelor of Science Civil Engineering Institute of Applied Management and Law
Employee Labor Relations Law Course National Development Council
Economic Development Professional Course Minnesota Board of Water and Soil Resources
Delineation of Wetlands in Minnesota Professional Affiliations International City/County Management Association Minnesota City/County Management Association Minnesota Government Finance Officers Association American Society of Civil Engineers American Public Works Association Water Environment Federation Professional Certifications Registered Professional Engineer in Minnesota and Washington Municipal Advisor Series 50 qualified
Patricia L. Kettles Ms. Kettles joined Springsted in 1995 and became a member of our Operational Vice President Finance group in 2001. Ms. Kettles completes studies for a wide array CIPMA of clients in areas such as fiscal impact analysis, utility rate analysis, revenue
diversification / cost recovery, financial feasibility, financing options, capital improvement programming and debt management. Prior to that, she was a Project Manager for the national, Minnesota and Wisconsin teams, where she provided project support services, including structuring debt, reviewing financing options with Springsted’s consultants and clients, writing recommendations that explain the plan of finance, reviewing Official Statements and legal documents related to financing and assisting clients with general questions. Ms. Kettles has worked with clients in Virginia, Iowa, Illinois, Kansas, Minnesota, Missouri, North Dakota, Washington, Wisconsin and Maryland. Education University of St. Thomas, Saint Paul, Minnesota
Master’s in Business Administration University of Minnesota, Minneapolis, Minnesota
Curtis L. Carlson School of Management Bachelor of Science in Business
Professional Affiliations Government Finance Officers Association of the United States and Canada Minnesota Government Finance Officers Association National Association of Independent Public Finance Advisors Professional Certifications Certified Independent Professional Municipal Advisor Municipal Advisor Series 50 qualified
Matthew T. Stark Mr. Stark joined Springsted Incorporated in 2002 as a member of our Human Senior Analyst Capital Advisors Group. He assists clients in a wide variety of projects,
including operational finance, organizational management, economic development and electronic facilitation. Mr. Stark applies his technical and analytical talents to projects in financial analysis, strategic planning, compensation analysis and long-term planning and development models. In addition, he coordinates the use of Springsted’s electronic facilitation system, working with clients to design effective questionnaires and provide useful information for decision makers. Education Penn State University, University Park, Pennsylvania
Bachelor of Science degree in Physics
City of Maple Plain Maple Plain, Minnesota
Submitted June 21, 2018
AEM Financial Solutions, LLC
Grandview Square
5201 Eden Avenue, Suite 250
Edina, Minnesota 55436
952.835.9090
Contact Persons
Jean D. McGann, CPA
952.715.3059
Organizational Structure Evaluation Proposal
TABLE OF CONTENTS Letter of Transmittal 3
Executive Summary 4
Welcome to ABDO, EICK & MEYERS, LLP 6
Firm Qualification and Experience
Governmental Client Services 7
Personnel 7
Organization Chart 8
Project Team 9
Proposed Schedule 9
Approach
9
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Project Approach
Initial Assessment
Organizational StructureCity Expectations
Unanticipated Services
Service Guarantee
Price Guarantee
City Financial Investment
Quality Assurance
Conclusion 11
Similar Engagements with Other Governmental Entities 12
Appendix
A Proposer Warranties
B Agreement for the Provision of Professional Services
C Professional Biographies
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LETTER OF TRANSMITTAL
We are pleased to submit our proposal to the City of Maple Plain (the City) and are confident the City will find AEM Financial Solutions,
LLC (AEMFS) to have the experience and expertise to exceed your expectations.
The primary contact for this engagement will be Jean McGann, CPA, President of AEMFS. Jean McGann’s contact information is listed
below.
Jean McGann, CPA
5201 Eden Ave
Suite 250
Edina, MN 55436
952.715.3059
In the event the City selects AEMFS proposal, AEMFS is prepared to enter into an agreement with the City to provide services outlined
in the proposal.
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EXECUTIVE SUMMARY
Bobby Schoen, City Administrator
City of Maple Plain
5050 Independence Street
Maple Plain, Minnesota 55359
Dear Bobby:
Thank you for the opportunity to submit this proposal to the City of Maple Plain (the City) for partnering with the City on an
Organizational Structure Evaluation. We appreciate the opportunity to have met with you to learn more about the City’s existing
structure and your plans for the future. Based on our experience with the type of work outlined in the proposal, we are confident our
experience and expertise will allow us to exceed your expectations. Our proposal will demonstrate to you that AEM Financial Solutions,
LLC. (AEMFS) will be the service provider of choice for your City.
Our success has been driven by utilizing staff that is experienced and well trained in governmental planning and operations. We
understand attention to detail, project approach, management plan and quality work product are important factors in your selection
process. We are confident in our ability to demonstrate we are the firm to select.
Our approach to this project is to engage with City Council and City staff to ensure we have an exceptional understanding of the project,
each individual’s role in the project, overall expectations and desires as well as exceptions to standard operations. Throughout the
project there will be periodic meetings with the City Council and City Administrator to share information, solicit input and provide
updates. Based on our experience, we will structure each phase of the project to emphasis the City’s objectives.
• Ability to successfully complete all requirements - A component of our mission statement is a philosophy that we will
assist clients in reaching their maximum potential by open communications and teamwork. This means we will do the following
for you:
o Present to you a clear project plan
o Use portal technology to share and collaborate documents
o Provide an environment that solicits and welcomes ideas and strategies from the City
o Present recommendations in clear, concise and non-technical terms to the City Council and City Administrator
o Return phone calls and emails promptly
• Experience with similar projects - We believe our experience with similar projects and our expertise in governmental
accounting, operational effectiveness, analysis, process and planning is greater than any other CPA or financial advisory Firm
in Minnesota.
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• Understanding of the project and ability of the firm to complete the expected scope or work on schedule and within
budget - AEMFS is committed to providing a team environment that gives us the ability to complete projects on time and on
budget. We understand the parameters and expectations of this project and will complete the expected scope of work on
schedule and within budget.
• Accomplishing project objectives - Our approach to a project is heavily dependent on communication and technology. We
believe that listening to our clients’ needs, concerns and challenges is of upmost importance for a successful project. Our
experience in internal operations, processes, procedures, analysis of outputs and knowledge of reporting structures allows
us to partner with the City to on the organizational structure. We use portal technology to share and collaborate on
documents. This allows us to expedite our work product, provide answers to questions quickly and provides a high level of
communication.
We look forward to meeting with you to discuss our proposal, and appreciate this opportunity to present AEMFS for your consideration.
We will contact you within two weeks to discuss your interest in our services and provide any further information you may need.
Sincerely,
AEM Financial Solutions, LLC
Jean D. McGann, CPA
President, AEM Financial Solutions, LLC
Partner, Abdo, Eick & Meyers, LLP
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Welcome to ABDO, EICK & MEYERS, LLP
“The investments into our People and Process make a difference for you, our valued client. We focus on the challenges and needs that are relevant to your business or government agency. This allows us to be thoughtful in our approach in providing you with the best solutions, and leaves you assured in the value of our deliverable.”
Steve McDonald - Managing Partner
EngageActive engagement with DFK International and domestic industry associations allows us to provide maximum value to your organization.
DeliverCombing our internal expertise and technological resources with what we’ve learned about you allows us to deliver a solution that exceeds your expectations.
TrainWe’ve invested in a state-of-the-art, on-site training facility and a full-time Learning Director to ensure our team is prepared to exceed your expectations.
RewardWe focus on client results and reward our team based on specific goals, not hours billed.
PeopleHireWe focus recruiting efforts on Minnesota state colleges and universities. Innovative recruiting strategies, including a strong social media presence, allow us to attract top talent.
ProcessListenOur process begins with listening. We invest time to better understand your goals and challenges.
Going Beyond the Numbers
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5
10
15
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25
30
35
Partners /Presidents
Managers /Supervisors
AccountingStaff
Support Staff Total
14
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18
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Non-CPA CPA
FIRM QUALIFICATIONS AND EXPERIENCE For over 50 years, we’ve helped local governments throughout Minnesota serve their communities more efficiently. As the leading
governmental auditing firm in the state, we provide accounting, financial, and audit services to over 200 governmental entities. In 2009,
we established AEM Financial Solutions, LLC (AEMFS) a company dedicated to providing day-to-day accounting and financial
management services for local governments. The success of AEMFS stems from having over 17 years of government finance and
audit experience, six years of Big Four accounting Firm, and over 50 years of providing governmental services in Minnesota.
As an integral part of your team, we work with you to deliver one-of-a-kind solutions for improving best practices in your entire
organization. You can expect to work with our partners and managers to resolve issues ranging from operational effectiveness to long
term planning and workflow.
AEMFS is a division of Abdo, Eick & Meyers, LLP (the Firm). Overall the Firm has a professional staff of more than 160 in its Edina and
Mankato offices. AEMFS specializes in the governmental industry. The following summarizes the type of services we provide.
Governmental Client Services
Our governmental client base is composed of cities, municipalities and other public entities. They are as follows:
• Process evaluation studies and recommendations
• Operational effectiveness
• Work flow implementation
• Request for Proposal development
• Project feasibility analysis
• Rate studies, long term strategic planning and capital improvement planning
• Budget development and analysis
• Finance director services for approximately 17 cities.
o 3 municipal clients receive the GFOA’s certificate of achievement for excellence in financial reporting
Personnel
AEMFS has a tremendous level of expertise and experience in providing Governmental services. Detailed biographies can be found in
Appendix B. This detail will demonstrate that when combined, we have over 55 years of providing solutions to governmental entities
along with over 25 years of private sector experience.
Our substantial governmental client base and commitment of staff to governmental services has provided our firm with the competence
to serve your professionally and efficiently.
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FIRM QUALIFICATIONS AND EXPERIENCE - CONTINUED Organization Chart
Each component of our work encompasses a detailed analysis of work performed by all staff members ending with a final sign off
based on compliance with our internal requirements. The organizational chart below outlines the roles and responsibilities of our team
members.
President
• Final Signoff
• Primary Contact Point
• Quality Review
• Review and Analysis of Organizational
Structure
• Project Management
• Recommendations
• Communication
Client Services Supervisor
• Project Lead
• Staff Interviews
• Organization Structure
Recommendations
• System Analysis
Senior Accountant
• Staff Interviews
• Organizational Structure
Recommendations
• Analysis of Outputs
• Data Analysis
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PROJECT TEAM AEMFS will have three primary staff members assigned to this project. Please see Appendix C for biographies. From time to time, we
may call on others within AEMFS or the Firm for additional support. An organization chart depicting roles and responsibilities of each
team member is included in the Executive Summary section of our proposal. Jean McGann, CPA is the single contact for all City
inquiries. If this should change, we will notify the City immediately.
PROPOSED SCHEDULE The project is sectioned into three phases and estimated time frames are outlined in the Scope of Work.
APPROACH Project Approach
The following information outlines the approach we will take for the project.
There are three phases to this project that can be clearly defined. Each phase and the expected outcomes are outlined below.
Initial Assessment
The first step to this project is to review and analyze data provided by the City. After this review, AEMFS will meet with the City Council
to discuss overall anticipated project expectations, outcomes and timelines. During the meeting with the City Council, the following
topics will be introduced and discussed;
• City Goals
• Council expectations of each of the five (5) full-time staff members and three (3) contractors
• Clarification of how expectations align with goals
Organizational Structure
The Scope of Services to be provided includes the evaluation of current staff responsibilities, organizational structure (including
reporting structure) and flow of information. The scope of services also includes interviews/discussions with individual staff members
and contractors to understand their areas of responsibility. The goal of this evaluation will be to maximize correlate Council goals and
expectations with the existing staffing structure and provide recommendations as to organizations structure, staffing and/or process
changes as needed.
Project Plan
Discussion with City Council to review City Goals, understand Council expectations of staff and discuss Council’s “ideal” state for the
City
Interviews with each full time staff member (5) and contractor (3)
Analysis of information received from City Council and City Staff
Development of correlating factors and areas of change
Follow-up communications as needed
Development of recommendations
Discussion with City Council to review draft recommendations
Follow-up based on Council requests/direction
Presentation of final recommendations to City Council
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APPROACH - CONTINUED Organizational Structure Evaluation Process Steps
• Organizational Structure Evaluation (FPE) contract execution
• Data collection
o City Goals
o Job descriptions and compensation scales
o Standard operating procedures that are documented
• City Council and AEMFS meeting to discuss goals and objectives
• City Administrator informs all appropriate personnel of pending interviews and meetings with AEM to gather information
• Schedule interview and meeting times with all appropriate personnel
• On site interviews and meetings to gather detailed information
• Follow up phone interviews will be conducted as necessary to collaborate findings and evaluate all potential solutions and
recommendations
• Draft outcomes with recommendations will be determined and presented to City Council in draft format
• Follow up conducted as needed based on Council direction
• Final recommendations presented to City Council
Organizational Structure Evaluation Outcomes • Recommendations for organizational structure in the following areas:
o Organizational structure
o Staffing levels
o Reporting structure (including roles and responsiblitiies0
o Streamlining or efficiency recommendations
City Expectations
As part of the Organization Structure Evaluation, the City agrees to:
• Devote uninterrupted time to working with us as needed
• Make candid representations about your plans and expectations
• Make all management decisions and perform all management functions
• Provide an individual responsible to review and accept our work
Unanticipated Services
While the fixed price entitles the City to unlimited consultation with us, if your question or issue requires additional research and analysis beyond the consultation, the work will be subject to an additional price, payment terms, and scope to be agreed upon before the service is performed and a change order will be issued to document this understanding.
Furthermore the parties agree that if an unanticipated need arises (training to different groups, researching a new issue, etc.) we hereby agree to perform this additional work at a mutually agreed upon price. This service will be priced separately to the City, using a change order.
Service Guarantee
Our work is guaranteed to the complete satisfaction of the customer. If you are not completely satisfied with the services performed by AEMFS, we will, at the option of the City, either refund the price or accept a portion of said price that reflects the City’s level of value received. Upon payment of each of your scheduled payments, we will judge you have been satisfied.
Price Guarantee
Furthermore, if you ever receive an invoice without first authorizing the service, payment terms, and price, you are not obligated to pay for that service.
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APPROACH - CONTINUED City Financial Investment
Organizational Structure evaluation $ 11,000
Total $ 11,000
Payment Schedule
Contract execution $ 5,500
Project Completion 5,500
Quality Assurance
Quality is critical the success and integrity of this project. Our internal processes ensure that all work is reviewed and approved prior to
moving to the next phase of a project. Our processes require that work is reviewed by a staff member at a higher level than the person
that completed it and ultimately the work is signed off on by the AEMFS President.
Conclusion
Throughout this process we will be in constant communication with the City team to ensure their needs are being met. By utilizing our
operational experience as well as our knowledge of governmental accounting, our 50 plus years of experience providing services to
Minnesota municipalities and our knowledge of regulations in the State of Minnesota we will provide the City information and
recommendations for financial processes. We are excited about this opportunity and the benefits the City will recognize as this process
evaluation is finalized.
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SIMILAR ENGAGEMENTS WITH OTHER GOVERNMENTAL ENTITIES We have long-term relationships with many cities in Minnesota and have provided a sample of references of those we have completed
a process evaluation, mapping services, strategic planning, capital planning and other large projects. Additional references are
available upon request.
City of New Hope
Kirk McDonald | 763.531.5112
Engagement Partner - Steve McDonald
City of New Brighton
Brenda Davitt | 651.638.2102
Engagement President - Jean McGann
City of Hopkins
Mike Mornson | 952.548.6301
Engagement President - Jean McGann
St. Cloud Metropolitan Transit Commission
Ryan Daniel | 320.251.1499
Engagement Partner - Brad Falteysek
City of Fridley
Wally Wysopal | 763.572.3506
Engagement Partner - Steve McDonald
City of Le Sueur
Jasper Kruggel | 507.665.6401
Engagement President - Jean McGann
City of Crystal
Anne Norris | 763.531.1140
Engagement President - Jean McGann
City of Oak Grove
Loren Wickham | 763.404.7075
Engagement Partner - Steve McDonald
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Appendix A
PROPOSER WARRANTIES
Proposer Warranties
1. Proposer warrants that it is willing and able to comply with State of Minnesota laws with respect to foreign (non-State of
Minnesota) corporations.
2. Proposer warrants that it is willing and able to obtain an “errors and omissions” insurance policy providing a prudent amount of
coverage for the willful or negligent acts, or omissions of any officers, employees or agents thereof.
3. Proposer warrants that it will not delegate or subcontract its responsibilities under an agreement without the prior written
permission of the City of Maple Plain located in Maple Plain, Minnesota.
4. Proposer warrants that all information provided in this proposal is true and accurate.
Signature of Official:
Name (typed): Jean D. McGann, CPA
Title: President and Partner
Firm: AEM Financial Solutions, LLC
Date: June 21, 2018
Appendix B
AGREEMENT FOR THE PROVISION OF PROFESSIONAL SERVICES CITY OF MAPLE PLAIN, MINNESOTA WHERFORE, this Agreement was entered into on the date set forth below and the undersigned, by execution hereof, represent that
they are authorized to enter into this Agreement on behalf of the respective parties and state that this Agreement has been read by
them and that the undersigned understand and fully agree to each, all and every provision hereof, and hereby, acknowledge receipt of
a copy hereof.
City of Maple Plain
5050 Independence Street
Maple Plain, Minnesota 55359
Name Title Mayor Name Title City Administrator Date AEM Financial Solutions, LLC
5201 Eden Ave. Suite 250
Edina, Minnesota 55436
Name Title President and Partner Date June 21, 2018
Appendix C
Partner, Abdo, Eick & Meyers, LLP President, AEM Financial Solutions, LLC Direct line 952.715.3059
Qualif icat ions
• 19 years of experience in finance and auditing
• Over 7 years of experience in operations management
• Highly skilled in strategic planning and financial forecasting
• Experienced in identifying and implementing cost containment processes,
efficiencies and streamlining processes
• Policy development, internal control evaluation and project management
experience
• MSRB Municipal Advisor Qualified Representative (Series 50)
• Mentor for the Business Program at the Minnesota Center for Advanced
Professional Studies (MNCAPS)
Professional Memberships
• American Institute of Certified Public Accountants (AICPA)
• Minnesota Society of Certified Public Accountants
• Minnesota Government Finance Officers Association
• Government Finance Officers Association of the United States and Canada
Education
• Bachelor of Arts, Buena Vista University, Storm Lake, Iowa
• Continuing professional education as required by AICPA and Government
Accountability Office
Jean McGann, CPA
Mrs. McGann joined the Firm in 2013.
She is licensed to practice as a CPA in
Minnesota. Jean leads the Financial
Solutions group providing financial
management services, day-to-day
accounting and customized solutions for
local governments, businesses,
nonprofit agencies and professional
service firms.
When she’s not contributing her time or
expertise, Jean can be found spending
time with family and friends, biking and
reading. She resides in the Twin Cities
with her husband and their children.
President Direct line 507.524.2347
Qualif icat ions
Experience in Human Resources Management, Regulatory Compliance,
Employee Benefit Plans, including the Affordable Care Act, Workers
Compensation, Payroll, and Employee Compensation
Works extensively with multiple integrated HR/Payroll/Timeclock systems
(ADP, Paychex, Ceridian, etc.) and Benefit Administrative platforms
Other services including Incentive and Compensation plan
development/analysis, Specialized Labor Cost Analysis, and HR Process
Development and Implementation.
Professional Memberships
American Institute of Certified Public Accountants (AICPA)
Minnesota Society of Certified Public Accountants
Society for Human Resources Management (SHRM)
Education
Bachelor of Science in Accounting and Business Administration, Minnesota
State University, Mankato
o Graduated Summa Cum Laude
Continuing professional education
Leah R. Davis, CPA
Leah joined the firm in 2016 as
President of AEM Workforce Solutions
after owning and operating her own
business, providing outsourced Human
Resources and payroll support, for over
9 years. She also has several years of
experience in public accounting,
focusing on business tax and financial
institutions.
When not working, Leah enjoys,
volunteering, being outdoors and
spending time with her husband and
4 daughters. Some of her favorite
pastimes include reading, live music
and sporting events, cooking, and
travel.
Client Services Manager Direct line 952.715.3069
Qualif icat ions
• 12 years of experience working with local governments in finance and
administration
• MSRB Municipal Advisor Qualified Representation (Series 50)
• Experience with budgeting, capital planning and debt management
• Process evaluation and process improvement engagement lead
Professional Memberships
• Government Finance Officers Association of the United States and Canada
• Minnesota Government Finance Officers Association
• Minnesota Society of Certified Public Accountants
• American Institute of Certified Public Accountants (AICPA)
Affi l iat ions
• Hamline School of Business, Accounting Board Member
Education
• Master of Arts in Public Administration, Hamline University
• Bachelor of Science in Accounting, National American University
• Minnesota Certified Municipal Clerk
• Continuing professional education
Victoria Holthaus, CPA
Ms. Holthaus joined the firm in 2013.
Her past experience includes service to
Minnesota municipalities and joint
ventures where she held finance and
administrative roles. Victoria is licensed
to practice as a CPA in Minnesota. Ms.
Holthaus works for the Financial
Solutions group providing financial
management services and customized
solutions for local governments and
nonprofit agencies.
Victoria resides in Central Minnesota
with her husband, two children and her
dog. Outside of work, Victoria enjoys
watching her kids play soccer and
planning her next road trip to visit the
national parks.
City of Maple Plain: Organizational/Staffing Study Proposal 1
Proposal for the City of Maple
Plain
Organizational/Staffing Study
June 20, 2018
DDA Human Resources, Inc.
City of Maple Plain: Organizational/Staffing Study Proposal 2
Description of the Firm
For 20 years, David Drown Associates (DDA) has provided Financial Solutions, Tax Increment
Financing, Economic Development, Strategic Planning, Executive Searches, and other
services to cities and counties throughout Minnesota. With over 450 local government clients,
we have a deep understanding of the workings of local government in Minnesota.
DDA was founded to enhance the quality of services to municipalities in Minnesota. If DDA is
selected to conduct this analysis, the City of Maple Plain will receive the most comprehensive
and highest quality service available.
Background Information
DDA Human Resources, Inc. is pleased to provide this proposal to assist the City of Maple
Plain in evaluating the organizational structure and staffing levels. This will be assessed by
discussions with staff and Council as well as an analysis of information from comparable
communities.
A report will ultimately be generated which will include implementation options and financial
ramifications of the implementation.
If the analysis is approved by the Council in Mid July, the process is expected to be completed
by November 1, 2018.
Contents of the Proposal
Background Information
Description of the Firm
Service Provider
Process Details
Fees
City of Maple Plain: Organizational/Staffing Study Proposal 3
Service Provider
Process Details
DDA proposes to assist the City of Maple Plain with a planning effort designed to help the
Council determine the structure and staffing levels needed. The process will begin with an
initial meeting with the Personnel Committee of the Council to finalize the scope of the
project. That would be followed by individual meetings with each Council member, the
Administrator, all staff in City Hall and Public Works. Others will also be interviewed as
needed and determined by the City. Job descriptions and other relevant information will be
reviewed.
In addition to the meetings, information will be gathered from comparable cities in order to
help assess structure and workload of other organizations. This information will provide
some context to the situation currently being experienced in the organization.
After completing the information gathering phase, the preliminary findings will be shared with
the Personnel Committee. After reviewing the findings with the Committee, a full report will
be prepared and presented to the City Council.
The report will include the following components:
• Summary of the initial Personnel Committee discussion
• Comparative information from other cities
• Outline of options and financial impact
• Other pertinent information
Our team will be led by Gary Weiers. He joined DDA in 2013, after completing over 20 years
of county government management experience, the last 11 years as County Administrator in
Rice County. Prior to becoming Administrator, Gary served as the Social Service Department
Director in Rice County, and worked as a Social Service Supervisor in Mower and Sherburne
Counties. Gary received his bachelor’s degree from the University of St. Thomas, and has
honed his skills by working his way up from an entry level social worker position to be the
head of a $50 million organization with over 350 employees.
Gary will be assisted by Assistant Consultant, Liz Foster, but the vast majority of work will be
directly performed by Gary. Gary will be the only person that you will see during the process.
Gary is already familiar with the City of Maple Plain and has done work with communities on
executive searches, sharing services, organizational analysis, strategic planning, and other
management related work. The organizational work has been done with communities of
several hundred residents to counties of over 100,000 residents.
City of Maple Plain: Organizational/Staffing Study Proposal 4
Fee
The fee for the study is $6,500. This fee covers professional service fees and all related
expenses.
5050 INDEPENDENCE STREET | MAPLE PLAIN, MN 55359 Phone: (763) 479-0515 | Fax: (763) 479-0519 | www.mapleplain.com
To: City Council
From: Robert Schoen City Administrator
Re: Public Works Uniform Policy
Date: June 22, 2018
Background
The Maple Plain Public Works crew has been operating for the last year under a no work
uniform policy. The reason for this no uniform policy is that previously the City contracted out a
service to wash uniforms and deliver clean uniforms to Public Works. Public Works had been
spending close to four thousand dollars on this service per year. The Public Works uniform
budget allocates for two thousand dollars per year.
Proposal
To save money staff is proposing providing a washer and dryer to public works and a yearly
stipend for uniform purchases. Other communities do offer stipends for their Public Works
crews. Please review the information below to see how the stipends are allocated.
Delano $200 yearly stipend for uniform clothing- boots, pants, shirts, jackets, etc.
They launder everything themselves. The stipend is the same for new employees.
Long Lake The City orders clothing, no specific dollar amount- based on budget and what
needed typically 3 shirts per year, has a company do laundry (Cintas)
Medina Uniform Allowance- $400 up to $100 per quarter- boots and clothing, have
washer/dryer at public works
Minnetrista Provide all uniforms, stipend for boots- $500 over the course of 3 years, has
laundry service
Mound They buy 4 t-shirts, 4 sweatshirts per year, and have a program for pants
(they launder and mend), but rest of laundry is on their own. Cold weather clothes provided as
needed.
Orono They provide uniforms to their PW employees: pants, shirts, and coveralls are a through a
service that also cleans them. They provide sweatshirts, rain gear, and coats that the employees
are expected to keep clean. Safety boot allowance of $200 per year. Also provide any PPE
required- glasses, hardhats, chainshaw chaps, etc
Watertown $300 per year for clothing items such as jeans, shirts. They have an onsite
washing machine, but employees usually do it at home. They purchase hi-vis safety items such
as jackets, sweatshirts, vests, work gloves, safety glasses for them. They allow one pair of boots
per year in addition to clothing allowance.
Recommendation
Staff recommends purchasing a washer and dryer to save on a laundry service. Staff also
recommends a proposal similar to Watertown’s with a yearly stipend of $300.00 with the City
purchasing any hi-vis safety items such as jackets, sweatshirts, vests, work gloves, safety glasses
for them. They allow one pair of boots per year in addition to clothing allowance.
June 2018 City Administrator Goals Strategic Initiatives Parks
• Lead design effort for Veterans Memorial Park including developing concept plans and CAD renderings- include appropriately simple Veterans Memorial.
• Appropriately engage the community and Park Commission
• Prepare and present appropriate strategy for financing the park improvements.
• Prepare construction documents for bidding the park project in January 2019
• Prepare and present a long-term capital improvement plan for all city parks by January 1
• Prepare and present a long-term maintenance plan for all city parks by January 1 Downtown Development
• Keep EDA informed when information is available on progress being made regarding the project
• Partner with Gordon James development to finalize design of downtown development by year end
• Engage MN DOT as necessary to provide overview of future HWY 12 plans that are needed by the developer
• Secure MN DOT property located on the corner of Bud and Hwy 12
• Prepare and present appropriate TIF district recommendations
• Prepare appropriate documents to prepare for ground breaking in the spring of 2019 Gateway Development
• Partner with Elim to finalize and present for approval Preliminary Plat, Final Plat and Developers Agreement by September 1
• Finalize work with MN DOT and Hennepin County regarding outstanding issues related to the Elim project
• Issue Building Permit for the site in time to meet developer’s timelines
• Plan and Carry out a high profile and well publicized ground-breaking ceremony in the fall of 2018.
Financial
• Prepare and present a responsible city budget for 2019.
Leadership Compliance Activities
• Follow up in a timely manner with violations of city codes, conditional use permits including warning letters and citations as necessary.
• Follow up in a timely manner with repeat offenders. Keep City Council advised of repeat offenders and develop strategy to correct the problem.
• Improve the city appearance through aggressive enforcement of violations of city codes City Personnel
• Partner with the City Council on a full review by an outside organization of city personnel, internal processes, procedures and organization structure.
• Research and present options for the City Council to select a consultant.
• Full report to be presented to the City Council no later than September 30. Appropriate improvements to be implemented by December 31.
Delegation
• Appropriately delegate projects to staff members.
• Implement appropriate oversight, recognition and accountability with staff.
• Develop and implement a cross training strategy with staff.
Mentoring/Leadership development
• Seek out counsel of outside professionals/other city officials as mentors
• Identify and seek out leadership and training opportunities for yourself and staff
• Prepare for a strategic planning retreat in the winter of 2019 for council to reexamine 5 year goals, strategies and priorities.
Communications • Effectively and regularly communicate with each City Council Member. Provide 1:1
time as needed.
• Respond to any request for information from Council or resident within 24 hours even if the response is to get back to them. Respond in a timely manner with an answer.
• Develop and Implement a service recovery plan for service challenges. Own all errors and work towards quick resolution.
• Use all opportunities to drive Maple Plain’s positive public image via social media and newspaper
• Recruit and train election judges for Primary and Regular elections. Next Review- December 2018