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HomeMy WebLinkAbout2019/11/25 - ADMIN - Agenda Packets - City Council - Study SessionAGENDA NOV. 25, 2019 6:30 p.m. STUDY SESSION – Community room Discussion items 1. 6:30 p.m. Future study session agenda planning and prioritization 2. 6:35 p.m. Council communication discussion 8:35 p.m. Communications/updates (verbal) 8:40 p.m. Adjourn Written reports 3. Community survey 4. Snow and ice control policy update 5. Oct. 2019 monthly financial report Meeting: Study session Meeting date: November 25, 2019 Discussion item: 1 Executive summary Title: Future study session agenda planning and prioritization Recommended action: The city council and city manager to set the agenda for the regularly scheduled study session on Dec. 9, 2019. Policy consideration: Not applicable. Summary: This report summarizes the proposed agenda for the regularly scheduled study session on Dec. 9, 2019. Also attached to this report is the study session discussion topics and timeline. Financial or budget considerations: Not applicable. Strategic priority consideration: Not applicable. Supporting documents: Tentative agenda – Dec. 9, 2019 Study session discussion topics and timeline Prepared by: Debbie Fischer, administrative services office assistant Approved by: Nancy Deno, deputy city manager/HR director Study session meeting of November 25, 2019 (Item No. 1) Page 2 Title: Future study session agenda planning and prioritization Dec. 9, 2019. 6:30 p.m. Study session – Community room Tentative discussion items 1.Future study session agenda planning 2.Community survey – Administrative services (45 minutes) A representative from the National Research Center will be in attendance to provide an overview and answer questions related to a 2020 community survey. The discussion will also include estimated timeline and next steps to move forward first quarter 2020. 3.Local options sales tax – Administrative services (60 minutes) City council will review research and information on the concept of local options sales tax. Discussion will include technical considerations, financial overview, legislative restrictions and broad overview. 4.Affordable housing trust fund guidelines – Community development (60 minutes) Staff will be reviewing draft guidelines for the administration of the Affordable Housing Trust Fund. 5.Election holiday discussion – Administrative services (15 minutes) Council has requested time to discuss if the city should recognize Election Day as a city holiday. Communications/meeting check-in – Administrative services (5 minutes) Time for communications between staff and council will be set aside on every study session agenda for the purposes of information sharing. Written reports 6.Draft legislative priorities 7.Accessory dwelling units Study session meeting of November 25, 2019 (Item No. 1) Page 3 Title: Future study session agenda planning and prioritization Study session discussion topics and timeline Priority Discussion topic Comments Timeline 1 Discuss public process expectations and outcomes Staff is working on the approach for undertaking this discussion. Jan. 27, 2020 2 Prioritizing transit options thru investments, and engineering and operations decisions SS discussion 10/21/19. Next steps: staff reach out to Metro Transit, bench company, and Met Council rep. TBD 3 Easy access to nature, across city, starting w/ low-income neighborhoods TBD 4 Westwood Hills Nature Center Access Fund *On hold pending direction from school district.*On hold 5 Election holiday discussion Dec. 9, 2019 6 SEED’s community green- house/resilient cities initiative *On hold until Food Access and Security study is complete, and recommendations have been made.*On hold 7 Community and neighborhood sidewalk designations 4th Qtr. 8 Revisit housing setback, FRA, and more to maintain and create more affordable housing TBD 9 Quarterly public forums at city council meetings SS discussion on 9/23/2019. December 2019 Accessory dwelling units/ home-based businesses SS discussion 6/10/2019. Referred to planning commission. Staff to prepare ADU ordinance for pc discussion Qtr. 3 2019. Home occupation-based businesses pc discussion Qtr. 4 2019 or Qtr. 1 2020 Qtr. 4 2019 and Qtr. 2 2020 Revitalization of Walker Lake area Part of preserving Walker building reports: 8/28/17, 9/25/17, 1/22/18, design study 2/12/18, update 4/23/18, design study updates 8/27/18; SS report 2/11/19; SS discussion 5/28/19, planning commission to review ordinances for implementation Qtr. 3 & 4 2019; construction of phase 1 completed Qtr. 4 2019 Crime free ordinance/ affordable housing strategies Discussed 5/14/18. 1st reading housing trust fund 10/1/18; Other affordable housing strategies/Crime Free Ordinance – Nov/Dec, 12/10 and 12/17/18 and 1/14/19 council discussion; Certain provisions of crime free ord. suspended; Work group being formed; CFO work group discussed on 3/25/19; Work group had 1st meeting in May, two meetings in June, one in July and August. Upcoming meetings on Sept 26, Oct 9, Oct 30. In process - Pending workgroup recommend- ation Immigration and supporting families Discussed 8/6 and referred to HRC. HRC held comm. mtg. in Oct. Council/HRC discussion on 12/10; referred back to HRC for refinement of recommendations TBD STEP discussion: facilities Discussed on 1/14/19; city, STEP & school toured Central Community Ctr and continuing discussions TBD Meeting: Study session Meeting date: November 25, 2019 Discussion item: 2 Executive summary Title: Council communication discussion Recommended action: No action needed. Policy consideration: Is the council interested in working together with consultant Scott Morrell on the topic of communication? Summary: Scott Morrell, consultant with Rebar Leadership, will facilitate the discussion with council on the topic of communication. The following will be part of the discussion: - Communication styles and interactions - Communication and governance - How does communication relate to trust? - Your experience, role and observations - What do we do well and where can we improve? - Moving forward, council considerations Financial or budget considerations: Not applicable. Strategic priority consideration: Not applicable. Prepared and approved by: Nancy Deno, deputy city manager/HR director Meeting: Study session Meeting date: November 25, 2019 Written report: 3 Executive summary Title: Community survey Recommended action: None. This report describes background information on the community survey process. Policy consideration: Does the city council have any questions about the 2020 community survey? Summary: Local governments utilize community surveys to measure resident opinion on the quality of city services and to receive input on related issues. The last time the city conducted a statistically significant community survey was in 2011. Staff recommends the city use the National Research Center, a data analytics and survey research firm that focuses on local government surveying across the country. Staff also recommends that the city conduct this survey on a consistent schedule every few years in order to accurately measure progress. This report is meant to be an introduction to the community survey, further discussion will occur at the December 9 study session. A representative from the National Research Center will attend the study session to provide an overview and answer any questions. Financial or budget considerations: Funds have been included in the 2020 budget for a community survey. Strategic priority consideration: St. Louis Park is committed to being a leader in racial equity and inclusion in order to create a more just and inclusive community for all. St. Louis Park is committed to continue to lead in environmental stewardship. St. Louis Park is committed to providing a broad range of housing and neighborhood oriented development. St. Louis Park is committed to providing a variety of options for people to make their way around the city comfortably, safely and reliably. St. Louis Park is committed to creating opportunities to build social capital through community engagement. Supporting documents: Discussion Prepared by: Maria Solano, senior management analyst Approved by: Nancy Deno, deputy city manager/HR director Study session meeting of November 25, 2019 (Item No. 3) Page 2 Title: Community survey Discussion Why conduct a community survey? Local governments utilize community surveys to measure resident opinion on the quality of city services and to receive input on related issues. The results of the survey provide comprehensive data showing residents perspectives on local government services, policies and management. The data will allow the city to benchmark against other communities in the country and provide a tool to measure progress on city initiatives. Overall, the survey will help the city council and staff gage resident satisfaction. The City of St. Louis Park utilizes many survey methods to gage resident feedback on a variety of topics. The last community survey was completed in 2011 by Decision Resources. The city council and staff are interested in collecting new data from the community that can be used to compare with other communities, gage interest, track achievements and identify areas needing more attention or focus. Since 2011 there has been extensive outreach through the Vision and Comprehensive plan update process. Now that these pieces are in place, it is a good time to move ahead with another community survey. Staff recommends the city use the National Research Center, a data analytics and survey research firm that focuses on local government surveying across the country. The National Research Center is known for its skilled team of social science researchers that have extensive experience in survey outreach and input and use modern surveying tools to provide insight into local government. National Research Center: The National Research Center utilizes scientific survey methods and best practices to measure a community’s “livability,” which describes the factors that add up to a community’s quality of life. The community survey focuses on ten components of community livability including: •Economy •Mobility •Community Design •Utilities •Safety •Natural Environment •Parks and Recreation •Health and Wellness •Education, Arts and Culture •Inclusivity & engagement The survey includes standardized questions that are used to measure these 10 components and allows for customization. Many Minnesota Cities use the National Research Center to conduct their community surveys including Bloomington, Brooklyn Center, Chanhassen, Duluth, Eden Prairie, Edina, Golden Valley, Maple Grove, Minneapolis, New Brighton, Roseville, Woodbury and many more. Study session meeting of November 25, 2019 (Item No. 3) Page 3 Title: Community survey Process: The National Research Center will work with the city council and city staff on defining specific survey needs and developing and prioritizing questions. Once the survey is developed, the firm will mail the survey to St. Louis Park residents at random. Residents will have the option to complete the survey online or by mail. In general, the sample size for this survey should yield enough responses to achieve an overall margin of error of plus or minus 5%, making the results statistically significant. In addition to the statistically significant survey, residents who are not selected at random will have the option to take the survey through an opt-in web survey with the same questions. The statistically significant survey (residents selected at random) and the opt-in survey results will be reviewed and compared. Next Steps: The 2020 community survey will be discussed at the December 9, 2019 study session. Staff from the National research center will provide and overview and answer any questions. Meeting: Study session Meeting date: November 25, 2019 Written report: 4 Executive summary Title: Snow and ice control policy update Recommended action: None at this time. Policy consideration: Does council support updating the snow and ice control policy to support current practices? Summary: In September 2000, council adopted the city’s first formal snow and ice control policy. The policy addressed the timing of plowing and/or ice control, general guidelines for use of materials and equipment, and provided for the flexibility to change procedures in response to weather and road conditions. Staff is revising our snow and ice control policy to more accurately reflect current operational practices and to better align with related League of Minnesota Cities (LMC) and Minnesota Pollution Control Agency (MPCA) policies. At this time, staff is not recommending any changes to existing operational practices. Staff is following up on some ideas from the council meeting on October 21 relating to bus stop snow removal. As we discussed, those changes will be not be implemented at this time. The proposed policy represents the following updates/clarifications to our current policy: • Updated Purpose of Policy (from LMC policy) • Clarified our priorities: changed to represent real-world operational priorities • Added how routes/priorities are determined (from MPCA policy) • Clarified commencement of operations (updated per current ordinance/practice) • Clarified how snow will be cleared • Added section on private surfaces (from MPCA policy) • Added section coordination with other jurisdictions (from MPCA policy/current practice) • Updated Parking/Sidewalk references • Added section on Deviations (from LMC) • Added section on Review and Modification (from LMC) • Added Disclaimer (from MPCA policy) • Remove the mandatory 3-inch trigger for snow emergency to allow staff to be more responsive to conditions. Next Steps: Staff will be placing this on the city council consent agenda December 2. Financial or budget considerations: None Strategic priority consideration: St. Louis Park is committed to providing a variety of options for people to make their way around the city comfortably, safely and reliably. Supporting documents: Resolution Prepared by: Mark Hanson, public works superintendent Reviewed by: Cynthia S. Walsh, director of operations and recreation Approved by: Nancy Deno, deputy city manager/HR director Study session meeting of November 25, 2019 (Item No. 4) Page 2 Title: Snow and ice control policy update Resolution No. 19 - ____ Resolution revising (or updating) the city’s snow and ice control policy Whereas, the city adopted a Snow and Ice Control Policy with Resolution No. 00-121 in September 2000; and Whereas, the City Council of the City of St. Louis Park is revising their snow and ice control policy to more accurately reflect current operational practices and better align with related League of Minnesota Cities and Minnesota Pollution Control Agency recommended policies; and Whereas, the policy attached to this resolution titled “Snow and Ice Control Policy – November 15, 2019” has been updated by staff for council for just such a purpose; Now, therefore, be it resolved by the City Council of the City of St. Louis Park, that the city hereby: 1. Rescinds Resolution 00-121, resolution establishing a City Snow and Ice Control Policy (dated September 18, 2000). 2. Adopts the Snow and Ice Control Policy attached as Exhibit A to this resolution (dated November 15, 2019). Reviewed for Administration: Adopted by the City Council November 25, 2019 Thomas K. Harmening, city manager Jake Spano, mayor Attest: Melissa Kennedy, city clerk Study session meeting of November 25, 2019 (Item No. 4) Page 3 Title: Snow and ice control policy update Exhibit A to Resolution No. 19-____ City of St. Louis Park, MN Snow and Ice Control Policy November 15, 2019 I. PURPOSE AND NEED The City of St. Louis Park, Minnesota, finds that it is in the best interest of the residents of the city to assume basic responsibility for control of snow and ice on city streets. Reasonable ice and snow control is necessary for routine travel and emergency services. The city will attempt to provide such control in a safe and cost-effective manner, keeping in mind safety, budget, personnel, and environmental concerns. The city will use city employees, equipment and/or private contractors to provide this service. This policy outlines the current practices within the city to accomplish this goal. II. SNOW AND ICE CONTROL PRIORITIES The city council has classified snow removal efforts based on function and the importance to the welfare of the community. Generally, with a typical snow event, all snow removal priorities can begin immediately upon commencement of operations. This is dependent, however, on such things as the type and timing of the storm, staffing, and/or equipment availability. As determined by the Public Works Superintendent, or designee, the following prioritization will be used in the event storm conditions are so severe simultaneous operations are not possible: • Priority A: These facilities connect major sections of the city with access points to the metropolitan highway system and provide access for fire, police and medical services including the Fire and PD station driveways. • Priority B: Residential neighborhood streets, alleys and city parking lots with scheduled events. Due to scheduling at the Recreation Center, City Hall or other city facilities, these lots may need to be cleared prior to the scheduled event. • Priority C: Cul-de-sacs, sidewalks, trails, pedestrian bridges and bus stops. • Priority D: City-owned municipal parking lots, skating rinks and other facilities with similar type activities. • Priority E: This generally consists of clearing and/or removal of stored snow from facilities such as storage areas in parking lots, bridge decks, boulevards, and medians. These activities will generally begin after clearing operations have ceased and as weather conditions, safety related items, and personnel resources dictate. Study session meeting of November 25, 2019 (Item No. 4) Page 4 Title: Snow and ice control policy update III. DETERMINATION OF ROUTES, PRIORITIES AND CHEMICAL USE Snow routes will be periodically reviewed and revised based on environmental, political, or budgetary implications to accomplish a balanced, as well as economical, approach to snow removal based on the following considerations: • Safety of the Public. The safety of those traveling by motor vehicle, on foot and by other modes of transportation is of high priority. The goal of the city is to provide for surface conditions that are safe for travel in consideration of surrounding conditions and circumstances. • Cost. City funds are limited and taxpayers require that they be spent cost effectively. It is not possible to address all snow and ice issues simultaneously and completely. It is also not practical to maintain equipment and personnel availability at a level that is sufficient for all circumstances. For this reason, city council has chosen not to maintain a universal bare pavement policy. • Environment. Materials to maintain or improve surface traction contribute pollutants such as sand and chlorides to surface waters and to city storm water basins and other facilities, which in turn can increase the cost of maintaining those facilities. Once in the water, chloride becomes a permanent pollutant and continues to accumulate in the environment over time. City staff will maintain awareness of best practices and innovations associated with the use of chemicals for snow/ice control and will continually adjust protocols in accordance with such practices and innovations. Chemical usage is tracked each storm and compared with results so future application rates can be adjusted accordingly. • Professional Judgment. Policies and practices rest on management, professional, and technical knowledge, on prevailing weather and travel conditions and on other circumstances that operators encounter. City council cannot state a policy on every detail of snow and ice control operations but instead delegates the authority to establish and adjust the policy to the professional judgment of appropriate city personnel. • Adaptability. Particularly with respect to effectiveness, cost and environmental consequences, snow and ice management is a realm of innovation. It is important that city policy allow for personnel to maintain awareness of developments and allow for practices to be adjusted as appropriate. The public must practice due care given the continuously changing hazards presented by natural snow and ice concerns The policies stated in this document, as well as any delegations of authority to set subordinate policies, rest on an assessment and balancing of the above considerations. It is not possible or practicable for snow and ice to be fully removed from all surfaces or prevented from accumulating on surfaces. The city encourages and expects that city residents and other members of the traveling public will at all times conduct their activities mindful of conditions, hazards, and what is necessary to remain safe. Study session meeting of November 25, 2019 (Item No. 4) Page 5 Title: Snow and ice control policy update IV. COMMENCEMENT OF OPERATIONS The Public Works Superintendent, Operations Manager or their designee (herein referred to as “Supervisor”), with the assistance of the Police Department, will monitor the weather and street conditions prior to and during snow and ice events. The supervisor will determine the timing, amount of equipment, and personnel necessary to safely clear the streets. The supervisor shall retain the flexibility to adjust sequencing or route assignments at any time. Snow clearing and/or ice control operations shall commence under the direction of the supervisor. This action may include application of a chemical mixture for ice control, implementation of snow clearing procedures, or snow removal procedures. During and following a snowfall or ice event the upervisor will determine the manpower and equipment needed based on the current environmental conditions, available resources, and the provisions of this policy. In general, snow removal operations shall commence when one of the following occurs: • Significant snow accumulation with continual snow fall warrants commencement of full operations and the initiation of snow removal parking restrictions as stipulated in Ordinance #30-158. • Moderate snow accumulation or drifting of snow warrants commencement of partial or full operations depending upon conditions, but snow removal parking restrictions will not be initiated. • Icing of pavements may warrant partial or full operation depending upon extent and conditions. • Any other type of emergency as determined by the Supervisor. V. HOW SNOW WILL BE CLEARED Snow will be cleared in such a manner as to minimize traffic obstructions. The center of the roadway will be cleared first. The snow will then be pushed from left to right with the discharge going onto the boulevard area of the right-of-way. It is the city’s goal to have the entire system cleared after a “typical” snowfall in approximately 10 - 12 hours. The sidewalk/trail system may require more than 12 hours to complete based on event conditions, availability of personnel, and equipment resources available. • Generally, with a “typical” snowfall, all snow removal priorities can begin immediately upon commencement of operations. In the event of a major snowfall all available equipment and/or personnel may be assigned in accordance with the priority provisions of this city Policy. • With all major snowfalls the Supervisor will direct staff to follow the priority system listed in exhibit “A”. With any event the supervisor reserves flexibility to evaluate each event, set the priorities, and determine start times. • Depending on storm timing, ice control and snow removal operations will normally begin early enough to allow the city forces to prepare the priority “A” and priority “B” streets Study session meeting of November 25, 2019 (Item No. 4) Page 6 Title: Snow and ice control policy update prior to morning rush hour traffic. Snow removal of areas listed as priority “C” and “D” may not be completed prior to morning rush hour traffic. • The city’s snow removal parking ban is in effect on most residential streets whenever significant snow accumulation occurs in order to provide the most effective method for snow removal (refer to Ordinance Section 30-158). • Clearing of sidewalks and trails shall generally commence with the priority “B” streets. Depending on snowfall conditions and duration of the storm, cleanup operations can fluctuate widely. Widening and clean-up operations of streets and sidewalks may continue immediately or the following workday depending upon conditions and circumstances. • The city will provide an operator and equipment as necessary to maintain access for emergency, fire, police and medical services during major snowstorms to the best of their ability. City maintenance employees will attempt every day to leave the streets in good winter driving condition as they go out of service. VI. USE OF SAND AND SALT The city is concerned about the effect of sand and salt on the environment and will limit its use for that reason. Application of de-icing chemicals is generally limited to major routes, steep grades, and intersections. Application is limited on lower volume streets and cul-de-sacs. The city cannot be responsible for damage to grass caused by de-icing chemicals and therefore will not make repairs or compensate residents for salt damage to turf areas in the street right-of-way. VII. SUSPENSION OF OPERATIONS Generally, operations shall continue until all roads are passable. Safety of the plow operators and the public is important. Therefore, snow fighting operations may be terminated after 10 - 12 hours of continual clearing to allow personnel adequate time for rest within a 24-hour period. There may be instances when this is not possible depending on storm conditions and other circumstances. Operations may also be suspended during periods of limited visibility and/or severe weather conditions. Any decision to suspend operations shall be made by the supervisor in consultation with the operations manager and/or the Public Works Superintendent. Suspending operations shall be based on the conditions of the storm, safety, and effectiveness of the clearing operation. VIII. EMERGENCY NOTIFICATION OF CHANGING CONDITIONS The supervisor normally is notified of snow and ice condition after hours, on weekends, and during holidays by the Police Department. Icing of pavements may warrant a partial or full operation. The responding individual shall assess the conditions, assign manpower, and equipment as the conditions require. For commencement of snow removal operations, the Supervisor reserves flexibility to evaluate storms and determine start times. Study session meeting of November 25, 2019 (Item No. 4) Page 7 Title: Snow and ice control policy update IX. DRIVEWAYS OR SIDEWALK OUTWALKS One of the most frequent and frustrating problems for city personnel and the public is the clearing of snow from public streets that results in snow being deposited in driveway, outwalk, or sidewalk openings. Snow that accumulates on the plow blade has no place to go but in those areas. The city’s plow operators make every reasonable attempt to minimize the amount of snow deposited in these areas, but the amount can still be significant. City personnel do not provide private driveway, sidewalk, or outwalk cleaning. X. MAIL DELIVERY The snow plow operators make every effort to remove snow as close to the curb line as practical and to provide access to mailboxes for the postal department. However, it is not possible to provide perfect conditions and minimize damage to mailboxes with the size and type of equipment the city operates. Therefore, the final cleaning adjacent to mailboxes is the responsibility of each resident. XI. PRIVATE ROADWAYS, PARKING AREAS, SIDEWALKS AND TRAILS The city is not responsible for snow and ice management on any roadway or parking areas not owned by or dedicated to the city, except as may be provided in a legally binding, written acceptance of that responsibility in the context of a development approval or otherwise. XII. COORDINATION WITH OTHER JURISDICTIONS To the extent practical, the city will coordinate with neighboring or regional jurisdictions as warranted to realize better management outcomes, cost savings or environmental benefits. XIII. COMPLAINTS Complaints regarding snow/ice control or damage shall be taken during normal working hours and handled in accordance with the city’s complaint procedures. Complaints involving access to property, safety, or problems requiring immediate attention shall be handled on a priority basis. Response time should not exceed forty-eight (48) hours for any complaint. Responses are to ensure that the provisions of this policy have been fulfilled and that all residents of the city have been treated uniformly. XIV. PROPERTY DAMAGE Snow removal and ice control operations can cause property damage even under the best of circumstances and care on the part of the operators. The major types of damage are to improvements installed by residents within the city right-of-way that extend beyond the curb location. This right-of-way area is often misconstrued as private property. The intent of the right-of-way is to provide room for snow storage, utilities, sidewalks and other city uses. The city is not liable for private installations within this right-of-way area. However, certain private improvements such as mailboxes are required within this area. Therefore, the city will Study session meeting of November 25, 2019 (Item No. 4) Page 8 Title: Snow and ice control policy update cooperate with the property owner to determine if any damage is the responsibility of the city and when it shall be the responsibility of the resident. The city accepts responsibility and will repair or replace mailboxes if the damage is by physically being struck by a plow blade, wing, or other piece of equipment. Mailboxes should be constructed sturdily enough to withstand snow rolling off a plow or a wing. Therefore, damage resulting from the weight of the snow is the responsibility of the resident. Damage to fences, trees, or other structures will be repaired or replaced by the city only if they are on private property. Grass areas on public right of way that are scraped or gouged by city equipment will be repaired by top dressing and seeding the following spring. Residents are responsible for watering, if necessary, the areas that have been repaired. In instances where there is disagreement as to the source of the damage and the responsibility therefore, the Public Works Superintendent shall determine the responsibility. XV. PARKING RESTRICTIONS AND SIDEWALK SNOW REMOVAL St. Louis Park Ordinance Section 30-158 restricts parking on residential streets anytime (day or night) a snow emergency has been declared. The ordinance does allow for the issuance of free parking permits for those households that do not have sufficient space to park at least two cars off of the street. Additionally, council has established specific areas within the city (mostly commercial and high density, multi-family housing areas with insufficient parking) which are exempt from the parking restrictions. Exempt areas are authorized by resolution and listed in Attachment L. Council has also adopted a fee-based parking permit system for those households with adequate off-street parking for two vehicles but own three or more vehicles. The fee-based permit system is authorized by resolution. The following Ordinances regulate parking restrictions and sidewalk snow removal during snow related events: 1. Ordinance section 30-153 Concerns general parking restrictions 2. Ordinance section 30-158 Concerns snow removal parking restrictions - Exempt Parking Resolution Exempts specific streets from the parking restrictions - Administrative Fee Resolution Establishes process for fee-based parking permits 3. Ordinance sections 24-341 through 24-347 Concern snow, ice, and rubbish; a public nuisance on sidewalks - removal by owner 4. Ordinance section 12-34 Concerns nuisances and snow removal from sidewalks XVI. DEVIATION FROM POLICY The Public Works Superintendent, or designee, may deviate from this policy when in his or her judgment it is in the best interest of the city or is necessary because of budget needs or other circumstances. Changes in priorities will be documented as to what caused such actions, why the change was necessary, and for how long the change is to be in effect. Study session meeting of November 25, 2019 (Item No. 4) Page 9 Title: Snow and ice control policy update XVI. REVIEW AND MODIFICATION OF POLICY The Public Works Superintendent, or designee, shall keep on file all comments and complaints received regarding this policy. The policy will be reviewed periodically. Any review will consider comments and complaints since the last review and any other factors affecting the policy or its implementation. XVI. DISCLAIMER The city will begin snow and ice management as soon as reasonably possible. Severe cold, extreme wind, poor visibility, equipment failure or disability, rapid snow and ice accumulation, and/or other unforeseen conditions or emergencies may prevent safe or effective management and cause delays in snow and ice control operations. This policy does not relieve the operator of private vehicles, pedestrians, property owners, residents and all others that may be using public streets, of their responsibility to act in a reasonable, prudent and cautious manner, given the prevailing street conditions. This policy is for internal use only in order to specify the policies and distribution of authority for snow and ice management. The policy is for the benefit of serving the general public and not for the benefit of any individual or specific group of individuals. It is not intended to and does not create any right or expectation in any third party. The city council may amend this policy or make exceptions to it as it deems appropriate. Meeting: Study session Meeting date: November 25, 2019 Written report: 5 Executive summary Title: October 2019 monthly financial report Recommended action: No action required at this time. Policy consideration: Monthly financial reports are part of our financial management policies. Summary: The monthly financial report provides an overview of general fund revenues and departmental expenditures and a comparison of budget to actual throughout the year. A budget to actual summary for the four utility funds is also included in this report. Financial or budget considerations: At the end of October, general fund expenditures were at 80.8% of the adopted annual budget, which is about 2.5% under budget. Strategic priority consideration: Not applicable. Supporting documents: Discussion Summary of revenues and expenditures – general fund Budget to actual – enterprise funds Prepared by: Darla Monson, accountant Reviewed by: Tim Simon, chief financial officer Approved by: Nancy Deno, deputy city manager/HR director Study session meeting of November 25, 2019 (Item No. 5) Page 2 Title: October 2019 monthly financial report Discussion Background: This monthly report provides summary information of the overall level of revenues and departmental expenditures in the general fund compared to the adopted budget throughout the year. A budget to actual summary for the four utility funds is also included in this report. Present considerations: General Fund Actual expenditures should generally be at approximately 83.3% of the annual budget at the end of October. General Fund expenditures were under budget at 80.8% through October. Revenues are harder to measure in the same way due to the timing of when they are received, examples of which include property taxes, grants and State aid payments. Comments on specific variances are noted in this report. License and permit revenues have exceeded the annual budget because of several large commercial and multi-family building permits that include PLACE, Bridgewater Bank, Yeshiva School, St. Louis Park School District, Westwood Lutheran Church, Elan West End Apartments, Urban Park Apartments, The Block restaurant, Aldi, the 10 West End office building and the nature center. Finance department expenditures are exceeding budget due to the renewal of the property and liability insurance based on updated appraisal values. All general fund insurance premium expense is accounted for within the finance department budget. The Rec Center has an expenditure variance that is normal after the summer months due to seasonal expenses for temporary staffing and pool related expenses. Utility Funds The Water Fund is exceeding budgeted expenditures due to watermain repair work. Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Actual $2,885 $5,979 $8,957 $11,824 $15,327 $18,496 $22,069 $25,368 $28,214 $31,575 Budget $3,257 $6,515 $9,772 $13,029 $16,287 $19,544 $22,801 $26,058 $29,316 $32,573 $35,830 $39,088 $0 $5,000 $10,000 $15,000 $20,000 $25,000 $30,000 $35,000 $40,000 $45,000 $ THOUSANDS Monthly Expenditures -General Fund Summary of Revenues & Expenditures - General Fund As of October 31, 2019 20192019201720172018201820192019BalanceYTD Budget BudgetAuditedBudgetAuditedBudgetYTD Oct Remaining to Actual %General Fund Revenues: General Property Taxes24,748,436$ 24,837,901$ 25,705,886$ 26,597,928$ 26,880,004$ 13,895,181$ 12,984,823$ 51.69% Licenses and Permits3,745,736 3,985,517 3,924,648 4,001,644 4,103,424 5,001,459 (898,035) 121.89% Fines & Forfeits254,200 293,236 269,200 282,146 279,700 230,765 48,935 82.50% Intergovernmental1,631,669 1,899,006 1,864,877 2,006,435 1,760,900 1,609,720 151,180 91.41% Charges for Services2,027,637 2,051,552 2,162,410 2,180,589 2,187,319 1,740,177 447,142 79.56% Rents & Other Misc 1,274,415 1,294,452 1,318,037 1,427,744 1,367,012 1,166,961 200,051 85.37% Transfers In1,899,927 1,951,218 1,929,090 1,929,076 1,999,877 1,624,898 374,979 81.25% Investment Earnings 140,000 125,984 160,000 251,494 180,000 135,535 44,465 75.30% Other Income30,450 54,303 40,950 35,802 31,300 35,990 (4,690) 114.98% Use of Fund Balance *58,541 - 523,835 298,156 64,801 233,355 21.73%Total General Fund Revenues35,811,011$ 36,493,169$ 37,898,933$ 38,712,858$ 39,087,692$ 25,505,487$ 13,582,205$ 65.25%General Fund Expenditures: General Government: Administration1,049,123$ 1,056,796$ 1,341,606$ 1,340,282$ 1,837,620$ 1,293,746$ 543,874$ 70.40% Finance957,275 924,832 978,752 964,036 1,034,199 900,957 133,242 87.12% Assessing707,139 652,015 759,865 710,715 772,746 625,740 147,006 80.98% Human Resources754,699 730,731 796,666 735,050 805,620 619,539 186,081 76.90% Community Development1,366,055 1,353,476 1,479,911 1,559,721 1,502,521 1,259,603 242,918 83.83% Facilities Maintenance1,132,774 1,128,339 1,162,342 1,223,109 1,170,211 900,237 269,974 76.93% Information Resources1,570,712 1,421,685 1,589,432 1,526,028 1,674,937 1,205,731 469,206 71.99% Communications & Marketing646,841 722,199 755,940 829,732 805,674 640,269 165,405 79.47% Community Outreach26,553 24,403 27,637 12,085 Engineering376,601 339,876 525,834 552,432 570,377 466,983 103,394 81.87%Total General Government8,587,772$ 8,354,352$ 9,417,985$ 9,453,190$ 10,173,905$ 7,912,806$ 2,261,099$ 77.78% Public Safety: Police9,217,988$ 9,255,342$ 9,930,681$ 9,877,014$ 10,335,497$ 8,711,519$ 1,623,978$ 84.29% Fire Protection4,407,656 4,319,457 4,657,973 4,630,520 4,813,078 3,924,977 888,101 81.55% Building 2,419,073 2,271,301 2,544,762 2,295,910 2,555,335 2,021,938 533,397 79.13%Total Public Safety16,044,717$ 15,846,100$ 17,133,416$ 16,803,444$ 17,703,910$ 14,658,434$ 3,045,476$ 82.80% Operations & Recreation: Public Works Administration266,249$ 245,942$ 230,753$ 208,050$ 290,753$ 190,436$ 100,317$ 65.50% Public Works Operations3,019,017 2,809,715 3,091,857 2,998,935 3,111,481 2,322,797 788,684 74.65% Organized Recreation1,472,996 1,470,613 1,582,490 1,499,780 1,579,569 1,297,754 281,815 82.16% Recreation Center1,744,651 1,856,529 1,860,755 2,004,937 1,949,657 1,693,627 256,030 86.87% Park Maintenance1,721,732 1,797,271 1,830,530 1,866,744 1,833,297 1,507,766 325,531 82.24% Westwood Nature Center602,400 572,942 622,346 599,704 643,750 507,713 136,037 78.87% Natural Resources550,235 430,995 559,662 376,359 484,784 348,824 135,960 71.95% Vehicle Maintenance1,384,038 1,088,375 1,253,367 1,210,279 1,242,236 1,039,388 202,848 83.67%Total Operations & Recreation10,761,318$ 10,272,383$ 11,031,760$ 10,764,788$ 11,135,527$ 8,908,306$ 2,227,221$ 80.00% Other & Non-Departmental: General 31,909$ 31,859$ 43,422$ 52,421$ -$ -$ -$ 0.00% Sustainability2,177 0.00% Transfers Out- 885,000 - 1,040,000 0.00% Council Programs198,000 110,105 0.00% Contingency385,295 188,254 74,350 24,440 74,350 92,803 (18,453) 124.82%Total Non-Departmental417,204$ 1,105,113$ 315,772$ 1,226,966$ 74,350$ 94,980$ (18,453)$ 127.75%Total General Fund Expenditures35,811,011$ 35,577,947$ 37,898,933$ 38,248,388$ 39,087,692$ 31,574,525$ 7,515,344$ 80.78%*Primarily related to E911 capital items from restricted fund balance.Study session meeting of November 25, 2019 (Item No. 5) Title: October 2019 monthly financial reportPage 3 Budget to Actual - Enterprise FundsAs of October 31, 2019 Current BudgetOct Year To DateBudget Variance% of BudgetCurrent BudgetOct Year To DateBudget Variance% of BudgetCurrent BudgetOct Year To DateBudget Variance% of BudgetCurrent BudgetOct Year To DateBudget Variance% of BudgetOperating revenues: User charges6,857,853$ 5,208,301$ 1,649,552$ 75.95% 7,513,922$ 5,688,662$ 1,825,260$ 75.71% 3,409,250$ 2,466,922$ 942,328$ 72.36% 2,900,839$ 2,334,670$ 566,169$ 80.48% Other375,750 564,589 (188,839) 150.26% 30,000 14,110 15,890 47.03% 153,500 189,511 (36,011) 123.46%-- Total operating revenues7,233,603 5,772,890 1,460,713 79.81% 7,543,922 5,702,772 1,841,150 75.59% 3,562,750 2,656,433 906,317 74.56% 2,900,839 2,334,670 566,169 80.48%Operating expenses: Personal services1,397,512 1,197,758 199,754 85.71% 717,237 716,338 899 99.87% 599,774 451,451 148,323 75.27% 807,245 530,194 277,051 65.68% Supplies & non-capital324,800 293,939 30,861 90.50% 68,600 15,175 53,425 22.12% 222,550 113,252 109,298 50.89% 12,500 3,162 9,338 25.30% Services & other charges1,736,196 1,850,749 (114,553) 106.60% 4,784,255 3,758,193 1,026,062 78.55%2,952,323 2,039,703 912,620 69.09% 325,903 406,632 (80,729) 124.77% Depreciation * Total operating expenses3,458,508 3,342,446 116,062 96.64% 5,570,092 4,489,706 1,080,386 80.60% 3,774,647 2,604,406 1,170,241 69.00% 1,145,648 939,988 205,660 82.05%Operating income (loss)3,775,095 2,430,444 1,344,651 64.38% 1,973,830 1,213,066 760,764 61.46% (211,897) 52,027 (263,924) -24.55% 1,755,191 1,394,682 360,509 79.46%Nonoperating revenues (expenses): Interest income 15,172 29,225 (14,053) 192.62% 7,200 14,267 (7,067) 198.15% 18,100 18,100 0.00% 14,175 14,175 0.00% Debt issuance costs------- Interest expense/bank charges(478,969) (469,362) (9,607) 97.99% (137,428) (86,568) (50,860) 62.99% (25,500) (13,369) (12,131) 52.43% (37,672) (27,079) (10,593) 71.88% Total nonoperating rev (exp)(463,797) (440,137) (23,660) 94.90% (130,228) (72,301) (57,927) 55.52% (7,400) (13,369) 5,969 180.66% (23,497) (27,079) 3,582 115.24%Income (loss) before transfers3,311,298 1,990,307 1,320,991 60.11% 1,843,602 1,140,765 702,837 61.88% (219,297) 38,658 (257,955) -17.63% 1,731,694 1,367,603 364,091 78.97%Transfers inTransfers out(620,034) (516,695) (103,339) 83.33%(848,335) (706,946) (141,389) 83.33% (241,057) (200,881) (40,176) 83.33% (332,165) (276,804) (55,361) 83.33%NET INCOME (LOSS)2,691,264 1,473,612 1,217,652 54.76% 995,267 433,819 561,448 43.59% (460,354) (162,223) (298,131) 35.24% 1,399,529 1,090,799 308,730 77.94%Items reclassified to bal sht at year end: Capital Outlay(5,383,474) (1,062,208) (4,321,266) 19.73% (1,530,238) (52,649) (1,477,589) 3.44%---(3,139,505) (47,987) (3,091,518) 1.53%Revenues over/(under) expenditures(2,692,210) 411,404 (3,103,614) (534,971) 381,170 (916,141) (460,354) (162,223) (298,131) (1,739,976) 1,042,812 (2,782,788) *Depreciation is recorded at end of year (non-cash item).Water SewerSolid WasteStorm WaterStudy session meeting of November 25, 2019 (Item No. 5) Title: October 2019 monthly financial reportPage 4