Committee of the Whole

CITY OF OCONOMOWOC Committee-Of-The-Whole Tuesday, April 30, 2019 - 6:00 PM City Hall - Conference Room 3 Notice: If a person with a disability requires that the meeting be accessible or that materials at the meeting be in accessible format, call the City Clerk at least 48 hours prior to the meeting to request adequate accommodations. Tel: 569-2186. 1. Call to order and confirmation of appropriate meeting notification 2. Committee Business a. Consider/Recommend Updates to the City of Oconomowoc Strategic Plan 3. Adjourn Notice is hereby given that a majority of the Common Council will be present at the above scheduled meeting to gather information about a subject over which they have decision-making responsibility. This constitutes a meeting of the Common Council pursuant to State ex rel. Badke v. Greendale Village Board, 173Wis. 2d 553, 494 N.W. 2d 408 (1993) and must be noticed as such, although the Common Council will not take any formal action at this meeting. 1 From the Office of the City Finance Director Memorandum To: Mayor Nold, City Council, and City Administrator Sarah Kitsembel From: Laurie Sullivan, Director of Finance/Administrative Services Date: April 24, 2019 Re: Strategic Plan Update – COW April 30 The working session for the Annual Update to the City’s Strategic Plan is scheduled for Tuesday evening, April 30th. We will be providing worksheets to help facilitate the discussion for the Strategic Plan review and update. There is a separate worksheet for each of the five goal areas in the plan. For each sheet, the top colored area of the worksheet shows the current approved objectives and action items for the goal identified. In this section you will find information on each action item including the start date, the status and the projected end date. This area is for information only, and will not be reviewed line by line at the workshop unless there are questions on particular action items. The focus of the meeting will be the areas below the colored section. Here you will find a section that lists items that Staff has identified as new or items Council requested or changed from the original plan. The section adjacent is where we will track any Council discussion items during the meeting. Council can review staff suggestions and decide if they want them added to the ‘Council’ column, and then add additional items or change current items during the meeting. The Council and Staff should recognize that the Strategic Plan is a tool to communicate the Councils expectations and work plan for Staff. This document directs Staff as to where the Council wants to allocate Staff Resources and Funding. Staff will use this plan to help formulate the City Budget and Capital Plan. Please review the worksheets before the meeting and come prepared with your notes, questions and proposed revisions to the current Strategic Plan document. At the end of each worksheet, we will ask for consensus from the Committee of the Whole in the form of a motion, for each item to be added or revised in the Plan and to direct Staff to prepare a timeline to bring back to the Committee for later review and adoption. Please let me know if you have any questions prior to our meeting. See you Tuesday. 174 E Wisconsin Avenue • P.O. Box 27 • Oconomowoc, WI 53066 Phone (262) 569-3234 • email: LSullivan@oconomowoc-wi.gov 2 CITY OF OCONOMOWOC STRATEGIC PLAN Future State: Public safety is paramount in all of the City's services I. PROVIDE A SAFE AND SECURE COMMUNITY Objectives ‐ WHAT Strategies / Tactics ‐ HOW‐WHEN Start Date Status Maintain Quality of Police A. 1. Implement Police Strategic Staffing Plan: Create implementation plan and report out– Ron Buerger 2024Q4 ‐ Report out annually Services 2019Q2 Not Started 1. Evaluate Fire District recommendation for future fire station – Laurie Sullivan / Ron Buerger – 2018Q4 Waiting on B. Provide Quality Fire and TBD someone Else EMS Services 2. Evaluate Fire District budgetary requests – Laurie Sullivan/Ron Buerger 2018Q3 2018Q3 Complete Provide Reliable, High 1. Replace street lighting with LED – Joe Pickart ‐Annual Report Out 2018Q1 Ongoing C. Quality, and Affordable 2. Convert overhead power lines to underground – 2023Q3 ‐ Annual Report Out Ongoing Power 2018Q1 1. Evaluate triggers for replacing wells #1 and #2 – Joe Pickart – 2019Q4 2018Q3 Complete 2. Create plan for next city well – Joe Pickart – 2019Q4 2019Q2 In Progress 3. Continue implementation Oconomowoc Watershed Protection Program (OWPP) – Kevin Freber ‐ Annual Report Out 2108Q1 Ongoing Provide and Foster Safe 4. D. and Clean Water Evaluate need for Wastewater Treatment Plant nitrogen removal upgrades – Kevin Freber ‐ 2022Q2 Waiting on TBD someone else 5. Evaluate removal of lead pipes ‐ Joe Pickart – 2018Q3 2018Q1 Complete 6. Implement Lead Lateral removal plan – Joe Pickart‐Annual Report Out 2018Q2 Ongoing Staff Recommendations Council Recommendations 1 Fire Code Update‐Fire Inspections Fees ‐ WLFD/Ron Buerger‐IN PROCESS 1 2 Sewer Hydraulic Capacity Study ‐ Kevin Freber ‐ IN PROCESS 2 3 3 4 4 5 5 6 6 7 7 8 8 Motion: 3 CITY 5 Future State: Oconomowoc has a safe and effective infrastructure that provides a framework for optimal community enjoyment II. IMPROVE AND MAINTAIN OUR INFRASTRUCTURE/FACILITIES Objectives ‐ WHAT Strategies / Tactics ‐ HOW‐WHEN Start Date Status Complete Public Safety 1. Prepare Preliminary Design and Bidding Documents For Public Safety Facility – 2020Q3 2018Q4 In Progress A. Facility 2. Construction of Public Safety Facility – 2020Q2 2019Q3 Not Started 1. Develop a City inventory of major assets and projected replacement schedule‐City Parcels/Streets/Facilities – Mark Frye ‐2024Q4 2018Q3 In Progress 2. Develop a City inventory of major assets and projected replacement schedule‐Water Utility‐ Parcels/Infrastructure/Facilities – Joe Pickart– 2024Q4 2019Q4 In Progress 3. Develop a City inventory of major assets and projected replacement schedule‐Electric Utility ‐Parcels/Infrastructure/Facilities – Joe Pickart– 2024Q4 2019Q4 In Progress Maintain Our Existing B. 4. Develop a City inventory of major assets and projected replacement schedule‐WWTP‐Parcels/Infrastructure/Facilities – Keven Freber ‐ 2024Q4 2020Q4 In Progress Infrastructure 5. Develop a City inventory of major assets and projected replacement schedule‐Fleet – Inventory/develop funding replacement cycle – Joe Pickart – 2019Q3 2019Q1 Complete 6. Develop long‐term funding plan for enhanced street improvements including utility infrastructure updates – Mark Frye / Joe Pickart / Kevin Freber / Laurie Sullivan ‐ 2024Q4 2020Q2 In Progress 7. Fix Worthington railroad crossing – Mark Frye ‐ 2019Q3 2018Q3 In Progress 1. Thackeray Trail‐Permitting and Design – Mark Frye‐ 2019Q1 2018Q4 Complete 2 Thackeray Trail ‐ Extension‐Construction ‐ Mark Fry ‐ 2019Q4 TBD Deferred Plan and Complete Road 3 Lapham Street Bridge – Permitting and Design ‐ Mark Frye – 2022Q1 TBD Deferred C. Extensions 4 Lapham Street Bridge– Construction ‐ Mark Frye – 2022Q4 TBD Deferred 3. Lake Bluff Drive Extension – Mark Frye – 2021Q3 2021Q3 Not Started 4. Oconomowoc Parkway Extension– Waukesha County – TBD TBD Not Started 1. Construction of Valley Road Water main Extension – Joe Pickart 2019Q2 2018Q1 In Progress 2. Reconfigure / review space utilization at City Hall – follows Police station move – Mark Frye / Sarah Kitsembel ‐ Plan 2020Q4 2019Q4 Not Started Identify Future New 3. STH 67 Pedestrian Underpass – Mark Frye – 2019Q4 2018Q1 In Progress Projects, Timeline for 4. Identify future parking opportunities – (parking structure, potential lot areas)– Mark Frye / John Kelliher / Bob Duffy ‐ 2020Q4 2019Q2 Not Started D. Implementation and 5. Collins Street Parking Lot Reconstruction – 2019Q4 2018Q4 Deferred Funding Mechanism 6. Downtown Wayfinding Signage‐ Bob Duffy – 2019Q4 2018Q1 In Progress 7 Parking Lots Signage ‐ Mark Frye/John Kelliher ‐ 2020Q4 2018Q1 In Progress 7. Analyze Library Facility needs – Betsy Bleck – 2022Q3 2021Q2 Not Started Staff Recommendations Council Recommendations 1 Thackeray Trail Extension‐Construction ‐ On Hold ‐ Deferred by Council 1 2 Existing Thackerary Trail Reconstruction 2 3 Discuss Lake Bluff Drive timing 3 4 Silver Lake Street/Summit Ave Intersection Alignment ‐ Engineer Review ‐ Budget 2020 4 5 Collins Street Parking Lot Reconstruction ‐ HOLD? Pending Parking structure study‐Downtown Parking 5 6 Parking Structure Engineering RFP 2020Q1/ Budget 2020 6 7 Parking availability technology research 7 8 Clean up of Power and Light Building 8 9 Evaluate and Review options for Library remodel/expansion 9 Motion: 4 CITY OF OCONOMOWOC STRATEGIC PLAN Future State: Oconomowoc is recognized as a premier community in Lake Country by fostering an entrepreneurial spirit & tourism destination, III. FOCUS ON ECONOMIC DEVELOPMENT developing and retaining a diverse mix of employees & employment opportunities, and revitalizing catalytic development areas Objectives ‐ WHAT Strategies / Tactics ‐ HOW‐WHEN Start Date Status 1. Update the Comprehensive Plan – Jason Gallo ‐ 2019Q4 2018Q3 In Progress 2. Focus on Development options and plan for E. Wisconsin Avenue Corridor – Bob Duffy – Annual Report Out 2018Q1 Ongoing 3. Promote St.Paul/E Wisconsin Redevelopment Area ‐ Bob Duffy ‐ Annual Report Out Waiting on Research and Plan for 2018Q1 someone else A. Development/Redevelopm 4. Promote Downtown Development (Grocery, Pharmacy, Hotel) – Bob Duffy ‐ Annual Report Out 2018Q1 Ongoing ent 5 Focus on the SW Summit Avenue area development opportunities ‐ Bob Duffy ‐ Annual Report Out 2018Q1 Ongoing 6 Focus on Development for NE Area ‐ Jason Gallo ‐ Annual Report Out 2018Q1 Ongoing 7 Promote Pabst Farms area Development ‐ Bob Duffy ‐Annual Report Out 2018Q1 Ongoing 8 Develop options and housing plan (Starter Homes, Affordable housing, Mix ratio of Single/Multifamily) ‐ Jason Gallo ‐ 2019Q4 2019Q2 In Progress 9 Explore grant funding opportunities or TIF district incentives for target businesses (Tech Centers, Medical Centers, Restaurants, Retail, Entertainment) – Bob Duffy – Annual Report Out 2018Q1 Ongoing 1. Identify land for future development through Comprehensive Plan Update – Jason Gallo – 2019Q4 2018Q3 In Progress 2. Establish border agreements with adjacent municipalities – Sarah Kitsembel – TBD Not Started Plan for Future Growth B. Waiting on Areas someone else 3. South Woods Area attachment – Jason Gallo / Diane Coenen ‐ 2019Q4 2018Q4 In Progress 1. Create an Official Map as part of Comprehensive Plan Update ‐ Jason Gallo ‐ Date 2019Q4 2018Q3 In Progress Plan for Future 2. Establish Truck Routes – Mark Frye – 2019Q4 2020Q2 Not Started C. Transportation 3. Report on options available for Commuter and Workforce transportation ‐ Bob Duffy ‐ Waukesha County ‐Annual Report Out 2018Q1 Ongoing 4 Investigate Alternative Transportation Options (Electric Vehicles, Ride Sharing, Bike Share Stations, Intelligent Vehicles)‐JG/JK/JP ‐ TBD TBD Not Started 1. Review Law and Evaluate Policy considerations for VRBO, Airbnb, etc. – Bob Duffy – 2018Q3 2018Q2 Complete Create Tourism Destination D. 2. Create Tourism Website / Mobile Apps – Bob Duffy – 2019Q1 2018Q4 Complete Initiatives 3. Identify Opportunities and Partners for Murals on Downtown Walls‐ Bob Duffy‐ 2019Q4 2018Q1 In Progress Staff Recommendations Council Recommendations 1 Municipal Code updates ‐ Conditional Use Permits ‐ Complete by 2019Q4 ‐ Jason‐ IN PROCESS 1 2 2020 Census ‐ Diane Coenen ‐ 2020Q2 2 3 Major Façade program‐ Duffy 3 4 State Housing Reporting Requirements ‐Jason 4 5 Olympia Area Development Agreement ‐ Duffy/Sullivan ‐ 2020Q2 5 6 Historic Property inventory 6 7 7 8 8 Motion: 5 CITY OF OCONOMOWOC STRATEGIC PLAN Future State: Community members are proud of the natural, cultural and recreational assets of the City IV. IMPROVE OUR QUALITY OF LIFE ASSETS Objectives ‐ WHAT Strategies / Tactics ‐ HOW‐WHEN Start Date Status 1. Analyze Citywide Library and Parks Needs Assessment Results – John Kelliher / Betsy Bleck ‐ 2018Q2 2018Q1 Completed Better Understand Our 2. Create “Ask alderman/mayor” listening sessions ‐ 2018Q4 2018Q2 Completed A. Citizen Needs, Wants, 3. Develop a city‐wide citizen satisfaction survey – 2024Q2 2023Q2 Not Started Expectations, and Priorities 4. Implement “Coffee with a Cop” – Ron Buerger – 2018Q4 2018Q3 Completed 1. Finalize plan for transient boat piers on Lac LaBelle – John Kelliher – 2019Q3 2018Q1 In Progress 2. Implement Bike and Pedestrian Plan / Bike Routes – John Kelliher ‐ Annual Report Out 2018Q1 Ongoing 3. Update Parks & Open Space Plan – John Kelliher – 2019Q4 2018Q1 In Progress 4. Evaluate options and create funding plan for ongoing costs to maintain downtown amenities (flowers, lighting, tree plantings, green space, etc.) – John Kelliher – 2019Q3 2018Q1 In Progress 5. Evaluate options for Future expansion of downtown amenities (E. Wisconsin Avenue, S. Main Street, etc.) and funding plan‐John Kelliher‐2019Q3 2018Q2 In Progress 6. Boat Launch Reconstruction – John Kelliher – 2021Q3 2018Q1 In Progress 7. Plan and Develop Northeast Regional Park Phase 1 (grading path and trees) – John Kelliher – 2019Q3 2018Q1 In Progress 8. Plan for Northeast Regional Park Phase 2 (identify amenities and funding plan) – John Kelliher – 2019Q4 2019Q1 In Progress Plan and Implement 9. B. Quality of Life Assets and Evaluate public restrooms in Downtown– John Kelliher – 2019Q4 Waiting on Community Amenities 2019Q2 someone else 10. Evaluate Village Green enhancements (Pavilion) – John Kelliher ‐ 2019Q4 Waiting on 2019Q2 someone else 11. Research Skate park ‐ TBD 2018Q3 In Progress 12. Evaluate Senior Center future uses and needs – John Kelliher – TBD TBD Not Started 13. Evaluate Teen Center – Aldermanic initiative – 2019Q2 Waiting on 2018Q2 someone else 1. Gather data on current community events that are already in place, funding, future plans‐ John Kelliher – 2020Q3 2019Q1 In Progress Support Community Events 2. Evaluate concern re: Civic Groups continuation of community events. Determine City’s role in developing a succession plan for the civic group involvement‐ John Kelliher – 2020Q3 2019Q2 In Progress C. and Opportunities for 3. Residents Evaluate City’s participation and role for future new events‐ John Kelliher – 2020Q3 Waiting on TBD someone else Staff Recommendations Council Recommendations 1 Wizard of OZ Plaza ‐ Bob Duffy ‐ In process 1 2 2 3 3 4 4 5 5 6 6 7 7 Motion: 6 CITY OF OCONOMOWOC STRATEGIC PLAN Future State: Our City is high‐performing, efficient, effective and known for its service excellence V. ENHANCE THE EFFECTIVENESS OF CITY GOVERNMENT Objectives ‐ WHAT Strategies / Tactics ‐ HOW‐WHEN Start Date Status 1. Complete and deploy our Strategic Plan to clarify priorities and build unity ‐ Laurie Sullivan/Sarah Kitsembel Develop/Implement/ 2018Q1 Complete A. Maintain City Strategic Plan 2. Set‐up regular on‐going sessions where elected officials and departments work together in planning for the future – Laurie Sullivan/Sarah Kitsembel 2018Q3 Complete 1. Implement a simple citywide recognition program (elected officials and employees) ‐ Diane Coenen/Laurie Sullivan ‐ 2019Q4 2019Q1 In Progress Recruit, Retain, Engage, 2. Attend career day to get high school students interested in city positions – Laurie Sullivan 2019Q2 2019Q2 In Progress Recognize and Develop B. 3. Ensure competitive pay/benefits for high‐demand positions ‐HR‐Laurie Sullivan‐2019Q3 2018Q1 Ongoing Employees and Future 4. Improve staff and Council training‐Update Orientation process ‐ Diane Coenen/Laurie Sullivan‐ 2019Q1 2018Q2 Completed Leaders 5. Provide mentoring and succession planning guidelines to Departments‐HR‐Laurie Sullivan‐ 2020Q1 2018Q4 In Progress 1. Implement collaboration systems (SharePoint, Agenda, Document Management) for sharing info, document collaboration, and workflows – Laurie Sullivan 2019Q4 2018Q2 In Progress 2. Implement new Utility Billing Software – integrate with MDM and accounting system – Laurie Sullivan 2018Q4 2018Q2 Complete 3. Implement new Accounting Software (GL, Timekeeping, Payroll, Human Resources) – Laurie Sullivan 2019Q3 2019Q1 In Progress C. Improve Our Technology 4. Implement updated Council Chambers AV Equipment/Software – 2018Q4 2018Q2 Complete 5. Research and develop options for consideration for more comprehensive citywide GIS System – Joe Pickart 2019Q1 2018Q1 Complete 6. Research and develop options for Asset Management Accounting (Work Order System) –Joe Pickart/ Laurie Sullivan 2020Q3 2019Q1 In Progress 7. Implement on‐line Utility billing and payment system– Laurie Sullivan 2020Q3 2020Q1 Not Started 1. Incorporate strategic plan goals and funding strategies into long term financial plan – Laurie Sullivan 2019Q3 2019Q2 In Progress Maintain/Improve City’s 2. Prepare/submit for Electric Rate Case with PSC – Laurie Sullivan – 2018Q3 2018Q2 Complete D. Financial Sustainability 3. Prepare/submit for Water Rate Case with PSC – Laurie Sullivan – 2020Q4 2020Q1 Deferred 4. Update Impact Fee Study for Transportation, Public Safety and Water Facilities – 2018Q4 2018Q4 Complete 1. Improve use of online/social media communication – Bob Duffy ‐ Annual Report Out 2018Q1 Ongoing Improve Our Internal and E. 2. Improve public perception – improve awareness of long range goals, projects, and progress‐Laurie Sullivan/Sarah Kitsembel/Bob Duffy ‐ 2020Q4 2018Q2 Ongoing External Communication 3. Improve communication between Council and Staff (dashboard reports, information sessions, agenda item requests)‐ Sarah Kitsembel/Laurie Sullivan‐2020Q4 2018Q2 Ongoing Develop / Improve Our 1. Develop KPI / metrics across all departments – Laurie Sullivan‐ 2020Q4 2020Q1 Not Started Performance and Outcome 2. Develop shared benchmarks – Laurie Sullivan‐2020Q4 F. Measures 2020Q1 Not Started 1. Annual report out of State Legislative matters/status – Sarah Kitsembel ‐ Report Out 2020Q1 Ongoing 2. Strengthen Partnership with Waukesha County –Sarah Kitsembel‐ Annual report out of status 2018Q2 Ongoing G. Increase Partnerships 3. Maintain existing and evaluate future opportunities for Private ‐Public Partnerships Where Appropriate‐Sarah Kitsembel – Report Out 2018Q1 Ongoing 4. Plan for Continued Sustainability of Cemetery– Laurie Sullivan – 2020Q3 2018Q1 Ongoing Staff Recommendations Council Recommendations 1 Redistric Aldermanic boundaries ‐ Diane Coenen 1 2 Review RFP Process for Professional services ‐ MF‐SK‐JK‐LS‐JP‐KF‐IN PROCESS 2 3 Add Objective for City Ordinance update/review: Forestry Ordinance, Row Ordinance, 3 ‐‐‐Sign Ordinance, Subdivision Ordinance, Wetland Model Ord, Accessory Dwelling Units 4 4 Technology Committee 5 5 Review Building Inspection operations 6 6 Review Engineering operations 7 Motion: 7