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HomeMy WebLinkAboutMinutes - 02/22/2016 - Committee of the Whole (2)SPECIAL MEETING OF THE COMMITTEE OF THE WHOLE McHenry City Council Chambers, 333 S Green Street February 22, 2016 Mayor Low called the Special Meeting of the Committee of the Whole to order at 7:00 PM. At roll call, the following City Council members were present: Condon, Wimmer, Curry, Schaefer, Glab, and Santi. Absent: Peterson. Also in attendance: City Administrator Morefield, Deputy City Administrator Hobson, Director of Economic Development Martin, Director of Finance Lynch, Director of Public Works Schmitt, Director of Community Development Polerecky, City Attorney McArdle, and Deputy City Clerk Geraghty. PUBLIC INPUT SESSION None. CITY OF MCHENRY COMPREHENSIVE STRATEGIC PLAN UPDATE. Mayor Low announced the purpose of the meeting was to discuss the status of the Strategic Plan and asked City Administrator Morefield to begin the discussion. As background, City Administrator Morefield told the Council the process of developing the plan began in the fall of 2013. City Council and Department Directors participated in a strategic planning session facilitated by Dr. Frannie Glossen and Marcy Piekos. In August 2014, results from this exercise were compiled and adopted by the Council in the form of the City of McHenry Comprehensive Strategic Plan document. He further stated the key to ensuring the plan remains relevant is to review it on a regular basis to celebrate achievements, revisit opportunities, and to identify and introduce any new strengths, weaknesses, opportunities, and threats (SWOT) that may need to be incorporated into the plan. City Administrator Morefield presented a PowerPoint presentation to review Successes to Date: • Implementation of a merit -based compensation system for non -bargaining unit employees. • Funding of the local street program was increased in FY 15/16 and is recommended to double in FY 16/17 • The city was successful in leveraging funding from local, state, and federal partners for the continued completion of primary arterial roadway projects: STP Funding: $1M for in FY 15/16 for McCullom Lake Road; $1.28M in FY 16/17 for Bull Valley/Curran Road; and $22.5K for Curran S-Curve project. Proposed for FY17/18 is $1.5M for Pearl Street/Lincoln Road Improvements. • The city continues to provide services and support for community events for residents and to draw visitors. Committee of the Whole Page 2 February 22, 2016 • In 2014 the city coordinated with the Riverwalk Foundation to implement another phase of the Riverwalk from Miller Point north under the Route 120 bridge. Also, city staff undertook an extensive cleanup of Miller Point making it more accessible to the public. • The city continues to provide focused efforts on downtown business districts by way of public improvements, landscaping, decorating, etc. Since the implementation of the strategic plan, Venice Avenue was opened, which provides additional linkage between the Riverside Drive and Green Street districts. • City Administration continues its commitment to the presentation of a balanced annual budget crafted with a cautious approach to increased revenue and continued limited increased expenditures. This approach has allowed the city to rebuild the General Fund balance to a healthy level. • In 2015, the city established the Utility Maintenance Division for the sole purpose of undertaking water/sewer utility maintenance projects. Funding for water/sewer main replacement is included in the FY16/17 CIP. Street improvement funding increased with $1M proposed for local streets in FY 16/17 and increased spending for cracksealing from $30K to $50K. • Administration continues to monitor activities at the state level that may jeopardize local funding. In 2015, this included the potential for a 50% reduction in LGDF as well as delayed payments for MFT and video gaming receipts. • Access to the Fox River and Expansion of the Riverwalk: o Partnership with the Riverwalk Foundation, business, property owners, and developers to expand the existing Riverwalk to link this amenity to the downtown. Development of public boat slips at Miller Point o Development of boat slips at Miller Point, Weber Park and additional locations as possible. In 2015, the city completed the installation of 12 public boat slips accessible from/to Miller Point. o Obtain necessary approvals for the development of a public boat ramp/launch at South Riverfront Park. The city has continued to work with the US Army Corps of Engineers to receive approval for this amenity. Currently, the city anticipates an opportunity to partner with the Village of Lakemoor, Village of Johnsburg, and McHenry County to obtain the rights for two boat launches that will enable the transfer of rights and related development to the park in 2016 or early 2017. Committee of the Whole Page 3 February 22, 2016 • Decommissioning and Redevelopment of the CWWTP is underway. • Development of an Aquatic and/or Recreation Center. The McHenry Recreation Center is scheduled to open on February 29th. To date, over 500 memberships have been purchased. • Bike Path Implementation. The city was able to secure more than $350,000 in grant funding for the extension and development of a multi -use path connecting Knox Park with the new McHenry Recreation Center. • Vacant/Underutilized Retail Space. All four of the Strategic Goals have been addressed through the creation of a Director of Economic Development position and to fill vacant and/or underutilized retail space. New businesses include Big R, CVS, Door Services, Bulldog Alehouse, and Habitat for Humanity Restore, and many other smaller projects. Director Martin also introduced the McHenry Market Pulse blog as an educational tool to inform the public about economic development related projects. • The use of technology has been encouraged by the implementation of new finance and utility billing software and BS&A permitting/project management software for the Community Development Department. • Dispatch Consolidation. This matter will come before the Council in March. The city has been the leader in forming a partnership with other local communities that will save the city approximately $175,000/year in operational costs. This consolidation is expected to save the city approximately $175,000/year in operational costs. • Redevelopment and reuse of the Municipal Center to make it more customer- friendlyand efficient. City Administrator Morefield stated as clearly identified, the city has achieved many successes in the brief period of time since the strategic plan was adopted 19 months ago. Just as there are Strategic Goals that can be improved upon there are most certainly new assets, liabilities, opportunities, and challenges that need to be identified and incorporated into our efforts. Tonight we are meeting to identify, discuss, reach concurrence and incorporate these into the strategic planning document. During the process it is important we all respect each other and our opinions, listen without interruption, and be an active participant in the discussion. The Committee is meeting this evening to review the bigger picture and, will meet again at a later date to discuss the details. Committee of the Whole Page 4 February 22, 2016 All ideas are good and potentially important so he asked everyone to keep an open mind to all suggestions. He also stated it is okay to disagree noting it is unrealistic to think everyone will agree on everything said tonight. For this process to be effective it is important that we are able to speak open and honestly. If we do not identify the issues tonight, then it will be impossible to resolve them. The City of McHenry Mission and Visions statements and Governing Principals were reviewed and reaffirmed by the Council and staff. City Administrator Morefield told the Committee that he compiled responses received from the Council and staff to the self -directed SWOT analysis previously conducted to use as a guide for our exercise tonight. The compilation was relayed to the committee in the PowerPoint presentation. Repeated responses were not listed separately however the number of like responses submitted was indicted in parentheses. He stated the Committee will go through the compiled results to ensure each of the identified SWOT elements is clearly defined and to provide an opportunity for more in-depth discussion. This will be followed by a brief exercise to identify and rank the top elements in each of the four SWOT areas to clearly identify the top five Strengths, Weaknesses, Opportunities, and Threats to include in a revised strategic planning document. This is the opportunity to offer comments, discussion and clarifications; this is the time to express opinions and add information. The follow up to tonight's session is the development of Tactics, Action Plans, and Outcomes, all included in the Strategic Plan. City Administrator Morefield restated the importance of input from the Council and staff. Alderman Curry asked when we get to that point, he is guessing we would have those five or seven items and we would each come up with a goal individually. If we come together at just one meeting we won't be able to get through them. City Administrator Morefield agreed and said what he envisions is a combination or hybrid approach where after tonight's meeting Council and staff will know the five to seven areas identified tonight. Staff will then put together some examples on how we can achieve those goals. Staff will also ask for information from the Council and when we meet again as a group we can blend those together. We can at least have that information prior to the next time we meet as a Committee. City Administrator Morefield summarized that tonight we are finalizing the update of the SWOT identification process and conducting further evaluations with the end goal to leave the meeting with five to seven areas identified so we can move forward in the process of updating the Strategic Plan. The exercise began with a review and ranking of each of the SWOT elements as submitted by Elected Officials and Department Heads in the self -directed SWOT analysis. City Administrator Committee of the Whole Page 5 February 22, 2016 Morefield again stated that this is the opportunity to offer comments, discussion, or clarity and to add information. COMPILED LIST OF STRENGTHS: Stable financial Position, balanced budget, budget preparation, tax levy freeze (10) Municipal and municipally supported public events, recreation options (8) - Fox River (7) Alderman Santi added the Fox River is definitely a strength located right through our downtown that we can offer and others can't. People visiting from the Chicagoland area who participate in recreation boating see McHenry from the Fox River; this is where we can make a first impression. - Economic Development Efforts (7) Staff — knowledgeable dedicated employees (7) - Parks system, open space, Petersen Farm (6) Working relationships with other municipalities, levels of government, officials (6) - McHenry Recreation Center (6) Staff Retention — pride in working for the city (4) Customer service, friendly staff (4) Teamwork between departments/divisions (3) - Proactive Police Department, CALEA Accreditation (3) Public/community partnerships, service organizations (2) Three distinct downtown business districts (2) Citizen involvement/commitment (2) Public relations, social media, press (2) - Riverwalk (2) New Finance & CED software creating efficiencies Improvements to Route 31/120 Wellness initiatives - Cohesive City Council Ability to access resources from professional organizations Community history Proximity to state parks Designated regional dispatch center Relationship with HR Green, Inc. Commuter train service - Active Chamber of Commerce - Intersection of two state routes - Municipal facilities - Vision for change Strong leadership team — Mayor, City Administration Ability to do more with less (staffing) Employee benefits Committee of the Whole Page 6 February 22, 2016 City Administrator Morefield asked for comments or additions to the compiled list of strengths as identified in the self -directed analysis. Alderman Condon asked if they should identify what they believe to be the top five or seven strengths and City Administrator concurred and said these are what you believe are the existing strengths of the community. Alderman Curry asked what if they agree with part of one but not the other because some of them are combined. City Administrator suggested circle the part that you agree with and put a check mark next to it. Alderman Santi said the recreation center hasn't opened yet so it's really hard for him to put that as a top seven. City Administrator Morefield said that was an important distinction to make and it could be an unsaid strength or opportunity. A list of Strengths as identified in the self -directed analysis was distributed to the Committee. They were then asked to take a few moments to identify their top five to seven Strengths and return them to the City Administrator. City Administrator Morefield said the next step will be to review Weaknesses. Although weaknesses involve negatives it is important to remember that this is still an important part of the process because if we are not able to identify and address our weaknesses, the issues will remain and the process will not work for us. COMPILED LIST OF WEAKNESSES: Aging/unattended public infrastructure (streets, utilities, drainage, public facilities( - greater than available resources (10) Council -Staff, CouncikCouncil communication — disconnect between City Council and staff — perceived lack of communication — not enough communication — disrespect — personal agendas (5) City Administrator noted this weakness was second in the number of comments received. Lack of an actual City Engineer or engineer competition, perception of city -approved engineering firm (recent errors on presentations, costs, etc.) (4) City Administrator Morefield noted that this pertains to our appointed city engineer and does not have to do with an individual public engineering firm. - Below average technology (3) City Administrator noted this comment pertains to video or webcasting city council meetings. Lack expressway/highway access (3) - Lack of updated, written processes, outdated policies (2) Committee of the Whole Page 7 February 22, 2016 - Consistent communication among employees — not all have email, "silos" (2) Public perception in government as whole (2) - Specific staffing needs in some areas — Police, Public works Parks (2) Community desire for additional public recreation facilities — family aquatic center, gymnasium, bike paths (2) Three geographically separated downtown business districts (2) City Administrator Morefield commented that he thought it was interesting that this some point was also listed as a strength. Movement toward gambling, tattoo and other less than desirable establishments (2) Lack of adherence to our Comprehensive Plan (2) - Code enforcement/property maintenance efforts, rental property upkeep/maintenance (2) Public transportation, bus and expanded Metal rail (2) Alderman Santi said that years ago Metro was considering adding more train stops for McHenry. He said the rail is there but it is not used enough and is this definitely a weakness that could become a strength. Director Martin told the Committee that he had attended an economic development summit recently with many government leaders who pointed out the lack of highway access. The noted that this cannot be changed however there is a lot of effort being made to strengthen the roads we have. An effort that is making traction is the Route 53 extension from Lake Cook to Route 120. Although this is not in the City of McHenry there were some statistics involved in this effort that could be beneficial to the city and would draw an additional 20,000 cars. Also topic mentioned was Randall Road and how much revenue it draws. While there is no expressway or highway access, there is a lot of potential in improving the current infrastructure along with MCCG's transportation plan working with what we have. - Lack of a citywide succession plan, succession planning Low turnover Alderman Curry commented that usually high turnover would be a weakness. City Administrator noted that perhaps this was meant as no room for advancement. Lack of efficiencies in some areas/process improvement/process improvement Non -compliant with mandatory employee trainings (harassment prevention, ethics, etc.) 36 employees eligible for retirement in less than five years — institution knowledge Wage compression, weak compensation structure Need to improve, nurture leadership skills Declining property values Non -compliant with mandatory employee trainings (harassment prevention, ethics, etc.) 36 employees eligible for retirement in less than five years - institutional knowledge - Wage compression, weak compensation structure Committee of the Whole Page 8 February 22, 2016 Need to improve, nurture leadership skills Declining property values Poor non -union employee moral Unfunded mandates - Too many projects Lack of positive marketing/promotion — we don't celebrate our successes very well Retail stability Consistent first point of contact message Redundancy — too many people, department "The way it has always been done" attitude by some Sense of entitlement among some employees - Multiple downtown interest groups Resistance to change Alderman Condon said this comment is similar to "the way its always been done" attitude. Lack of an adequately sized banquet facility Budget process - Decline in service group memberships - Drug crime in city and schools Employee organizing to form collective bargaining unit Meetings available to watch online Alderman Schaefer noted that this comment could be paired with the Below Average Technology point made earlier. Impact of state budget crises - Public perception of being difficult to work with city staff Council preparation for meetings — appears that some do not read packets prior to the meetings. Also, weekly E-Blast provided but obvious that it is not read by some Lack of movement on Miller Point Enhanced economic development efforts on West Route 120 Alderman Glob asked for a clarification on this point. City Administrator said he interpreted the comment as meaning there should be more economic development efforts needed. Lobby other taxing bodies to work with city on incentives for growth or redevelopment at public meetings in order to commit them to these types of programs Customer service City Administrator asked for comments or questions on the Weaknesses presented. Regarding the lack of technology point, Mayor Low told the Committee about a realization that came during a tabletop exercise led by Commander Walsh. The premise was that the Municipal Center was down due to a disaster and city operations had to be transferred to another location such as the Public Works building. It was determined the actual transfer of city operations would be fairly easy however one of the most glaring outcomes of the exercise was Committee of the Whole Page 9 February 22, 2016 the lack of infield technology such as i-pads that our employees should have so we can be mobile. Deputy City Administrator Hobson added that many employees only have desk tops. The city has begun to transition some of our key staff with surface pros that they can take home and use as a laptop. He added the good news is if there is a catastrophic event, within 30 minutes we will have all of our squad cars back online because we do have a disaster recovery plan in place however we have many key staff without access to that same mobile technology. Alderman Condon suggested this point be added to below average technology. A list of Weaknesses as identified in the self -directed analysis was distributed to the Committee. They were then asked to take a few moments to identify their top five to seven and return them to the City Administrator. Next to be reviewed are Opportunities. City Administrator stated Opportunities are not things that exist today but may be something we can take advantage of and turn it into a strength. Compiled list of Opportunities: - Recreation Center expansion (5) - Riverwalk expansion — north to Weber Park or west of Green Street (5) Redevelopment of CWWTP site (4) Downtown theater redevelopment (4) Miller Point redevelopment (3) Expand partnerships/collaboration with other entities to share resources and information — communities, MCCG, etc. (3) Downtown revitalization (2) Expand Fox River/Boone Lagoon access to Riverwalk (2) Staff development, expansion to before economic downturn (2) Development of a Comprehensive Development Strategy — partner with regional entities — ED stakeholder group (2) Doug Martin added the county recently adopted one with Boone & Winnebago counties. Have not maxed out revenue opportunities that would be outside of just raising property taxes. Ability to attract businesses because of demographics Joint purchase contracting bidding with other municipalities (office supplies/road projects, etc.) NIU fiber connectivity — for dispatch and economic development City Administrator Morefield informed the committee that McHenry County has been working with the NIU Center for Government Studies for a few years to extend the fiber network in McHenry County not only for municipalities but as an economic development tool. McCullom Lake Fox River access, boat launch New website with expanded capabilities, video storage/streaming Committee of the Whole Page 10 February 22, 2016 - Staff, department cross -training - Community Development — Economic Development interaction, strengthened positions - Continued development of Municipal Center Campus Continue adaptive reuse of Municipal Center Cross -promotion of rec center for memberships/sponsorships - Development of actual council working committees rather than a "present and approve" approach - Communications — improved communications has the potential to get everyone on the same page Hire staff city engineer or develop a competitive process for services Neighborhoods — improve neighborhoods by finding methods to support HOA's and restrictions where appropriate and possible Improved public transportation, commuter rail service Retail development Adaptive reuse of vacant buildings as distinct from the development of new buildings Move CHARACTER COUNTS! presentations from Council meeting to schools for better impact Reduction in permit, impact fees to spur development and/or redevelopment Continued economic development under the leadership of Doug Martin - Allow Chamber to use Thursday night for music during Fiesta Days Water Tower Marina redevelopment, focus on Fox River development opportunities Change all meeting times to 7:00 PM (Council and Committees) Continued bike path development Invested community members - Invested employees City Administrator asked for comments or questions on Opportunities presented. Alderman Schaefer asked for clarification on the Thursday night Fiesta Days comment. Deputy City Administration Hobson said the comment may refer to a past request made by the Chamber to expand Music Fest Weekend to include Thursday to the Friday, Saturday, Sunday weekend. Alderman Santi added two years ago, the Chamber approached Council with this concept. City Administrator Morefield informed that during the Chamber's strategic plan discussion, they will not be requesting the addition of Thursday evening to this year's event. A list of Opportunities as identified in the self -directed analysis was distributed to the Committee. They were then asked to take a few moments to identify their top five to seven and return them to the City Administrator. Compiled list of Threats: - State's continued financial crisis, which continues to threaten cuts to local funding (7) Committee of the Whole Page 11 February 22, 2016 City Council lack of trust, respect in city staff, micromanagement of staff, Council division and animosity (7) Large number of workforce eligible for retirement with 5 years, institutional knowledge, succession planning (6) - Competition for businesses with other municipalities, loss of business and residents due to high taxes, fees, etc. (5) Changing public's perception of local government, negative media, not always having to feel the need to defend ourselves (3) TIF time running out for downtown revitalization potential and completion of Riverwalk, need for funding (3) City Administrator Morefield added the TIF expires in 2023. - Aging infrastructure and cost to replace/repair (3) - Business retention, being more proactive in helping businesses stay/come to McHenry (2) Dealing with change in generations (millenials), development of staff (2) Pension, benefit, and insurance costs (2) Bargaining vs. non -bargaining unit compensation inequity, collective bargaining (2) - Fragmentation of social media (multiple pages, messages, etc.) (2) - Website not user friendly (2) Unfunded mandates (2) Increasing Police Pension costs and low percentage funding could impact General Fund spending Consolidation of smaller governmental units could impact city Decreasing Motor Fuel Tax Dollars resulting in having to use other venues for road projects Decreasing, low EAV, which results in increased tax rate for residents Alderman Glob asked how this point affects the dollar noting rates change but the dollars are the same and asked how this could be a threat. City Administrator Morefield said he believes this point has less to do with how it impacts our revenues and more to do with how it impacts residents' perception. - Begin too set in our ways at times, it's always been done that way Citizens unwilling to pay for improved facilities but expecting/demanding them Lack of significant growth City continuously taking the brunt of property tax increases by other units of government. City Administrator Morefield commented that even though the Council has taken action to freeze our tax levy, other units of government do not and we as representatives of the city suffer the impact of that. Mayor Low added we also take the brunt even though our portion of property taxes is only 7%. People don't think about what the school districts' portion. - Employees geographically separated (facilities) and need to ensure consistent communication Committee of the Whole Page 12 February 22, 2016 Lack of incentive for businesses to locate, stay and/or expand in Illinois Perception of why stores close or businesses move away, our ability to control how quickly buildings are filled Natural disaster occurrences, preparedness Perception of downtown maintenance employees as being overpaid gardeners Potential for Thatcher Meadows drain on community, city resources Wastewater plant consolidation and new plant operation capability Lack of border agreements with all surrounding communities Director Martin informed the committee the city currently has boundary agreements with Johnsburg, Prairie Grove, Bull Valley, McCullom Lake, and Ringwood that have 20 year terms. A discussion ensued amongst the committee on the years when these agreements were executed. Alderman Glob suggested the city keep tabs on the expiration dates of these agreements. - Water rate increases Updated internal policies Better utilization of technology, increasing efficiency, process improvements Continue internal reorganization to meet needs of community City Administrator asked for comments or questions on Threats presented and there were none. He then asked everyone to take a few moments to identify their top five to seven threats. The committee was asked to select a date and time to schedule a following up meeting at which time the SWOT's identified tonight will be discussed in depth. The Committee agreed to meet again on Monday, March 28th at 7:00 PM. City Administrator Morefield briefly reviewed the top 5-7 SWOT's identified tonight: Strengths: Stable financial Position, Balanced Budgets (11); Fox River(9) w/Riverwalk (3); Economic Development (9); Parks (9); Municipally Support Public Events/Recreation Options (8); Individual Staff Knowledge/Dedicated Employees (7); Team work between Departments (6), Working Relationships with other Municipalities/Level of Governments (5). Weaknesses: Ageing infrastructure (13); Council/Staff, Council/Council (12); Below Average Technology (9); Public Perception of Government as a Whole (6); Code Enforcement/Property Maintenance Efforts (6); Public Transportation/Expanded Metra Rail & Bus Service (5). Opportunities: Riverwalk Expansion (11); Redevelopment of CWWTP (11); Miller Point Redevelopment (10); Downtown Theater Redevelopment (8); four-way tie with Recreation Center Expansion, Dispatch Facility Expansion Fox River Access Boat Launch, and New Website Launch; and Watertower Marina Redevelopment (5). Committee of the Whole Page 13 February 22, 2016 Threats: City Council lack of trust, respect, micromanagement, etc. (11); TIF expiring for Downtown Renovation (8); Ageing Infrastructure (8); States continued Financial Crisis (8); Pension Benefit & Insurance Costs (5); Lack of incentive for Business to locate, stay, or expand in Illinois (5); Bargaining Unit Compensation (4). The totals will be collated and emailed to the Council this week. Staff will put together a questionnaire for the committee before the meeting on March 28th for an in-depth discussion. ADJOURNMENT Motion by Wimmer, seconded by Curry, to adjourn the special meeting of the Committee of the Whole. Voting Aye: Condon, Santi, Glab, Schaefer, Curry, Wimmer Voting Nay: None Absent: Peterson Motion carried. The meeting adjourned at 8:45 PM. Ma�6r Deputy City Clerk