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07-08-14 CM Agenda Packet AGENDA Council/Manager Meeting Golden Valley City Hall 7800 Golden Valley Road Council Conference Room July 8, 2014 6:30 pm or immediately following the HRA Meeting Paqes 1. 2013 Comprehensive Annual Financial Reports (30 minutes) 2 2. Subdivision Ordinance (30 minutes) 3 3. Proposed Ordinance Amendment - City Code Sections 2.30 - 2.36 - 4-13 City Departments (30 minutes) 4. Winter Parking Restrictions (20 minutes) 14 5. Biennial 2015-2016 Proposed General Fund Budget (2 hours) 15 Council/Manager meetings have an informal, discussion-style format and are designed for the Council to obtain background information, consider policy alternatives, and provide general directions to staff. No formal actions are taken at these meetings. The public is invited to attend Council/Manager meetings and listen to the discussion; public participation is allowed by invitation of the City Council. , This document is available in alternate formats upon a 72-hour request. Please call ' 763-593-$OQ6 (TTY: 763-593-396$)to make a request Examples af aiternate formats may include large print, electronic, Braille,audiocassette, etc. c:i ty �� ,.. �� Finance Department 763-593-8013/763-593-8109{fax) �� < �._ _. Y m _ _ Executive Summary Golden Valley Council/Manager Meeting luly 8, 2014 Agenda Item 1. 2013 Comprehensive Annual Financia) Reports Prepared By Sue Virnig, Finance Director Summary Bill Lauer from Malloy Montague Karnowski Radosevich & Co. will be in attendance to discuss the 2013 Comprehensive Annual Financial Report, Management Report and Special Purpose Audit Reports. His main focus will be reviewing the Management Report document. Please bring the three reports to the meeting. The reports are also available electronically. Attachments • 2013 Comprehensive Annual Financial Report (report distributed previously) • Management Report (report distributed previously) • Special Purpose Audit Report (report distributed previously) �� ' ,;,.` ''; V�� Cit Administration Council .. +��1 -y - - - � 763 593 8UO3/763 593 81p9(fax) �,�� s�� ... . , �. � � _ . Executive Summary Golden Valley Council/Manager Meeting July 8, 2014 Agenda Item 2. Subdivision Ordinance Prepared By Thomas Burt, City Manager Summary Council Member Clausen requested this item be placed on the agenda. ��y L,�� fil� �t�"�i��1��':i ,� ,,�, I ��'� � � � �+�, �'`�/� City Administration/Council 763-593-8003/763-593-8709(fax} Executive Summary Golden Valley Council/Manager Meeting July 8, 2014 Agenda Item 3. Proposed Ordinance Amendment - City Code Sections 2.30- 2.36- City Departments Prepared By Thomas D. Burt, City Manager Summary The City Code does not reflect the current or most recent organizational structures. Some examples: � Section 2.32 establishes a Public Safety Department with a Director of Public Safety as its Department Head. The City has not had a Public Safety Department since 2007. This Section also states that the Director of Public Safety appoints the Fire Chief, which is the responsibility of the City Manager, In addition, previous Public Safety Department responsibilities have included the Inspections Department and Building Maintenance function, neither of which is included as responsibilities listed in this Section of the Code. � Section 2.33 establishes an Administrative Services Department with a Director of Administrative Services as its Department Head. Since 1991, the Department Head for the Administrative Services Department has been the Finance Director. Because City Code Section 2.30 gives the City Manager authority to adopt, amend and revise a Table of Organization and define lines of responsibility and authority, both the City Attorney and Consulting Attorney have advised rescinding City Code Sections 2.31 - 2.36 (inclusive)to alleviate any future discrepancies between the actual organizational structure and the City Code. In addition, there was some confusion as to the interpretation of the language "by resolution" in Section 2.30, Subdivision 3 of the City Code. Both the City Attorney and Consulting Attorney advised that this language refers to the City Manager's resolution. In order to alleviate any future confusion, the Attorneys suggest amending Section 2.30 to make the language more clear. Lastly, throughout the entire City Code, there are specific names of departments, titles of department heads and other positions that are referenced. Because the entire City Code is not routinely updated in the event that a position title or department within the organization is changed, staff suggests changing these specific references in the City Code to "...the City Manager or his/her designee." Attachments • City Code Sections 2.30- 2.36 (7 pages) • Draft Ordinance Amendment Relating to the Departments of the City (1 page) § 2.30 Section 2.30: Departments Generally Subdivision 1. Control All Departments of the City are under the overall control of the City Manager. Heads of all Departments are responsible to the City Manager and subject to his supervision and direction. Subdivision 2. Appointment All Department Heads and employees shall be appointed by the City Manager. All appointments shall be for an indeterminate term and subject to any applicable Civil Service Regulations in effect in the City. Subdivision 3. Table of Organization and Lines of Responsibility The City Manager may by resolution adopt, amend, and from time to time revise, a Table of Organization and define lines of responsibility and authority for the efficient governmental organization of the City. Subdivision 4. Budgetary Information The Heads of all Departments shall, prior to August 1 in each year, file with the City Manager the projected financial needs of his Department for the ensuing year. Such projections shall include information as to maintenance and operation of equipment, new equipment, personnel, and such other information as may be requested by the City Manager. Source: City Code Effective Date: 6-30-SS Golden Valley City Code Page 1 of 1 § 2.31 Section 2.31: Public Works Department A Public Works Department is hereby established. The Head of such Department shall be the Director of Public Works. The City streets, utilities, engineering, park maintenance and shops shall be under the direct supervision of the Director and the Director shall be responsible for and have custody of all property of such Department. Source: City Code Effective Date: 6-30-88 Golden Valley City Code Page 1 of 1 § 2.32 Section 2.32: Public Safety Department A Public Safety Department is hereby established. The Head of this Department shall be the Director of Public Safety. The Department shall consist of a Police Division, a Fire Division and an Emergency Management Division. The Police Division shall be responsible for the public peace and good order, the prevention and detection of crime, the apprehension of offenders and the enforcement of all laws. The Fire Division shall be responsible for the prevention and removal of fire hazards, fire fighting and other emergency services. The Director of Public Safety shall designate a member of the Fire Division as Fire Chief. Members of the Police Division shall have the powers and authority of police or peace officers generally. Source: City Code Effective Date: 6-30-88 Golden Valley City Code Page 1 of 1 § 2.33 Section 2.33: Administrative Services Department An Administrative Services Department is hereby established. The Head of this Department shall be the Director of Administrative Services. The Department shall be responsible for all administrative services, including Accounting, Data Processing, Financial Management, Deputy Registrar and Elections. Source: City Code Effective Date: 6-30-88 Golden Valley City Code Page 1 of 1 § 2.34 Section 2.34: Parks and Recreation Department A Parks and Recreation Department is hereby established. The Head of this Department shall be the Director of Parks and Recreation. All park and recreational activities shall be under the direct supervision of the Director and the Director shall be responsible for and have custody of all property of such Department. Source: City Code Effective Date: 6-30-88 Golden Valley City Code Page 1 of 1 § 2.35 Section 2.35: Inspections Department An Inspections Department is hereby established. The Head of this Department shall be the Chief of Fire and Inspections. All building and fire inspections, and community health services shall be under the direct supervision of the Chief. Source: Ordinance No. 179, 2nd Series Effective Date: 6-I1-98 Golden Valley City Code Page 1 of 1 § 2.36 Section 2.36: Planning and Development Department A Planning and Development Department is hereby established. The Head of this Department shall be the Director of Planning and Development. It is the duty of the Director to work with the Planning Commission in an advisory capacity and on a continuing basis to make suggestions as to future changes in the development of the City, and handles zoning matters, including providing stafF to the Board of Zoning Appeals for zoning variances. Source: Ordinance No. 179, 2nd Series Effective Date: 6-11-98 Golden Valley City Code Page 1 of 1 ORDINANCE NO. , 2ND SERIES AN ORDINANCE AMENDING SECTIONS OF CITY CODE RELATING TO THE DEPARTMENTS OF THE CITY WHEREAS, the City of Golden Valley is a Statutory "Plan B" city under Minnesota law, vesting all administrative authority and responsibility in a City Manager; WHEREAS, all Departments of the City are under the overall control of the City Manager, who has the authority to adopt, amend and from time to time revise the organization of City Departments; WHEREAS, the Golden Valley City Code sets forth a specific administrative and Department structure in Sections 2.31-2.36 that the City Manager may wish to change from time to time to ensure the efficient organization of the City.irr'acc�ir�lance with the changing needs, strategic plans, and current policies of the City,, ` NOW, THEREFORE, the City Council for the City of Golden Valley hereby ordains as follows: � � r Section 1. Sections 2.31 through 2.36, inclus[ve, of"the Golden Valley City Code are hereby rescinded in their entirety and are of no further force and effect. Section 2. Section 2.30, Subdivision 3 ofthe Golden°Ualley City Code is changed to read as follows (�s�text deleted; und�rlined�te�# �dded) e��,��, Table of Organizatiorr arrd �esAreas of Respo�isi'bility The City Manager may��se�+t+e+� adopt, amend, and from time to time revise a Table of Organization for the Departments of the CitLr and define �+�areas of responsibility and Jines of at�fihority for each Department, all towards the efficient �e�er-�e�al organization an� 'vp�cation pfthe City. Section 3. References �n the Golden Valley City Code to specific Departments of the City, and to titles of Heads of Departments and other City officials, are changed to: ..."the City Manager or his/her designee". Section 4. This Ordin�nce shall take effect from and after its passage and publication as required by Iaw. Adopted by tiie Gity'`Council this day of , 2014. /s/Shepard M. Harris Shepard M. Harris, Mayor ATTEST: /s/ Kris Luedke Kris Luedke, City Clerk �l�y V� � � �� '�ZZ � ��,. �,.' Public Works Department �� - - - - 763 S93 8030/763 593 3988(fax) Executive Summary Golden Valley Council/Manager Meeting July 8, 2014 Agenda Item 4. Winter Parking Restrictions Prepared By Jeff Oliver, PE, City Engineer Bert Tracy, Maintenance Manager Mark Ray, PE, Street Maintenance Supervisor Summary At the May 13, 2014 Council/Manager meeting, Council directed staff to prepare a recommended City Code revision prohibiting on-street parking during the winter months. Staff will be presenting the recommended revisions prohibiting on-street parking from midnight to 6 am daily from November 1 through March 31. Other City Ordinances Below is a summary of what neighboring cities use for on-street parking restrictions: � Crystal: No on-street parking year round between 2 am and 5 am. No on-street parking after a snowfall of 1.5 inches or more until the street is plowed to the curb. � Edina: No on-street parking between 1 am and 6 am from November 1 through March 1. No on-street parking after a snowfall of 1.5 inches or more until the street is plowed to the curb. � Minnetonka: No on-street parking year round between 2 am and 6 am. � New Hope: No on-street parking year round between 2 am and 6 am. No on-street parking after a snowfall of 1.5 inches or more until the street is plowed to the curb. � Plymouth: No on-street parking year round between 2 am and 5 am. No on-street parking after a snowfall of 2.5 inches or more until the street is plowed to the curb. � Robbinsdale: On-street parking is prohibited any time there is a snowfall of 2 inches or more until the street is plowed to the curb. � St Louis Park: On-street parking is prohibited any time there is a snowfall of 3 inches or more until the street is plowed to the curb. Staff requests feedback and direction from the Council on the proposed on-street parking restriction. C1��' ��~ �_� �4��1� �� Finance De artment ��.. �� - - p 763 593 8013/763-593-8109(fax) . n �� Executive Summary Golden Valley Council/Manager Meeting July 8, 2014 Agenda Item 5. Biennial 2015-2016 Proposed General Fund Budget Prepared By Sue Virnig, Finance Director Summary At the July 8 Council/Manager meeting, the Council will be reviewing the following divisions: -Council (001) -City Manager (003) -Transfers Out (004) -Administrative Services (005) -Legal (006) -Risk Management (007) -Planning (016) -Inspections (018) -Police (022) -Fire (023) Appropriate staff will be in attendance to discuss the proposed budgets for these divisions and answer questions from the Council. Attachments • Bring your Biennial 2015-2016 Proposed General Fund Budget (previously distributed)