Special City Council Meeting

City Of Prosser CITY COUNCIL SPECIAL MEETING AGENDA Council Chambers, 1002 Dudley Avenue, Prosser WA 99350 Tuesday, April 18, 2023 @ 6:00 PM Per Ordinance No. 22-3175, City Council meetings will be held in-person at location listed above. In addition, individuals may attend the meeting virtually. To join the meeting, please click on the following link from your computer, tablet or smartphone: https://global.gotomeeting.com/join/521570213 You can also dial in using your phone: United States: +1 (872) 240-3412 Access Code: 521-570- 213 New to GoToMeeting? Get the app now and be ready when the meeting starts: https://global.gotomeeting.com/install/521570213 The City asks all members of the public that wish to comment on Council agenda items, to please contact City Clerk, Rachel Shaw via email at rshaw@ci.prosser.wa.us or by phone at (509) 786-8218, no later than 4:00 p.m., the day of the meeting. Please state your first and last name, city of residence and the agenda item on which you wish to comment. Page 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. APPROVAL OF AGENDA 5. CITIZEN PARTICIPATION 6. MAYOR AND CITY COUNCIL REPORTS AND COMMENTS 7. CITY ADMINISTRATOR REPORTS AND COMMENTS 8. COUNCIL DISCUSSION a. Review and discuss City Council Goals & Priorities 3 - 22 Goals & Priorities Review and discuss City Council goals and priorities. Page 1 of 22 9. ADJOURNMENT Page 2 of 22  CITY OF PROSSER, WASHINGTON AGENDA BILL Agenda Title: Meeting Date: Review and discuss City Council Goals & April 18, 2023 Priorities Special City Council Meeting Item Type: Discussion Department: Director: Contact Person: Phone Number: Administration Thomas Glover Thomas Glover 509-786-8217 Cost of Proposal: Fund Name and Number: N/A Amount Budgeted: Reviewed by Finance Department: TY 04/14/2023 Attachments to Agenda Packet Item: 1. Resolution No. 22-1718 2. City Council Goals & Priorities 2016-2019 3. 2018 Priority List 4. Discussion Powerpoint Presentation Summary Statement: The following is information pertaining to the review of the Council's Goals and Priorities. Staff was directed to bring the Goals & Priorities back to Council for review and discussion. On September 13, 2022, Council adopted Resolution No. 22-1718 adopting the current City Council goals. These goals were first established in 2016 as part of process to provide staff with clear guidance as they prepared their budgets and priorities. Attached you will find an overview from 2016 of the original 2016-2019 goals, which includes the objectives for each goal, as well as examples of projects and activities that meet the objectives. Also, included is a memo from a budget priority session held in 2018 that reviews various service areas that can be addressed under the goals. The purpose of this presentation is to review each goal and its objectives and discuss potential updates that can be made to those goals. Page 3 of 22 Consistent with Council Goal: Goal #5: Operational Excellence & Communication Recommended Action/Suggested Motion: Review and discuss City Council goals and priorities. Reviewed by Department Reviewed by City Attorney: Approved by City Director: Administrator: Thomas Glover Howard Saxton Tom Glover Date: Apr 14, 2023 Date: Apr 14, 2023 Date: Apr 14, 2023 Page 4 of 22  CITY OF PROSSER, WASHINGTON RESOLUTION NO. 22-1718 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PROSSER ADOPTING THE CITY COUNCIL GOALS.· WHEREAS, the City of Prosser is accountable to the citizens for the use of public funds; and WHEREAS, establishing clear goals provides guidance to staff as they prepare their budgets and priorities; and WHEREAS, regular review of these goals is imperative to ensure effective use of funds of staff time. NOW, THEREFORE BE IT RESOLVED, by the City Council of the City of Prosser, Washington that the following City Council Goals are hereby approved and adopted. CITY COUNCIL GOALS 1. LivabiliW & Quality of Life • Sustain and improve the City's livability and quality of life for Prosser residents and visitors by increasing safety and health and by creating a more vibrant community 2. Financial Sustainability • Sustain and improve the City's financial position through review and updates to citywide policies and cost of service deliyery. 3. Promote Economic Development & Jobs • Create a strategy and implement actions that promote collaboration efforts and partnerships to sustain and expand the city's economy and promote job growth. 4. Infrastructure & Transportation • Invest in the expansion of infrastructure services to meet diverse demands, establish preventative maintenance schedules and establish a citizen's advisory committee for streets. . 5. Operational Excellence & Communication • Provide exceptional service that exceeds the public's expectations, invest in staff training, promote diversity, and establish heightened transparency and communication with the public and media. Page 5 of 22  ADOPTED by the City Council of the City of Prosser and APPROVED by the Mayor of the City of Prosser this 13th day of September, 2022. ATTEST: APPROVED AS TO FORM: HOWARD SAXTON, CITY ATTORNEY Page 6 of 22  City of Prosser Washington’s Premier Small Town Community Livability & Quality of Life 1 Sustain and improve the City’s livability and quality of life for Prosser residents and our visitors by increasing safety and health, and by creating a more vibrant community. Financial Sustainability 2 Sustain and improve the City’s financial position through review and updates to City-wide policies and cost of service delivery. Promote Economic Development & Jobs 3 Create a strategy and implement actions that promote collaborative efforts and partnerships to sustain and expand the City’s economy and promote job growth. Infrastructure & Transportation 4 Invest in the expansion of infrastructure to meet diverse demands, establish preventative maintenance schedules, and establish a Citizen’s Advisory Committee for streets. Operational Excellence & Communication 5 Provide exceptional service that exceeds the public’s expectations, invest in staff training, promote diversity, and establish heightened transparency and communication with the public and media. Page 1 Page 7 of 22  City of Prosser 2016-2019 City Council Goals *The following Vision, Mission, and Guiding Principles are in relation to the City of Prosser’s 2016 – 2019 City Council Goals and DO NOT replace the City’s adopted Mission Statement, Vision Statement, or Core Values. These statements are to provide specific direction to assist with the implementation of these goals. Vision: Washington’s Premier Small-Town Community Mission: To meet community expectations for services, provide a vision for improvements, and continue to strengthen and diversify Prosser’s economic vitality and sustainability. Guiding Principles: The City Council sets policy direction to guide staff implementation of these goals. Council’s Goals are to serve as a long-term vision for Prosser. Council will be a positive and resourceful representative for Prosser and communicate well with residents, businesses, and our partners. Council will support the City Administrator to implement the operational aspects of the Council’s Goals. COUNCIL GOALS Goal 1: Livability & Quality of Life. Sustain and improve the City’s livability and quality of life for Prosser residents and visitors by increasing safety and health and by creating a more vibrant community. Safe Community  At a minimum, maintain the 2016 current public safety level of services and funding and, when resources allow, increase level of services.  Coordinate with the Police Department to have increase officer presence at City events.  Enhance and support proactive and alternative community policing efforts and partnerships.  Work collaboratively with all other safety providers (fire, utilities, state patrol, sheriff, etc.) to provide at least annual inter-governmental Page 2 Page 8 of 22  emergency trainings and scenarios specific to Prosser. Include the Prosser School District and other youth agencies whenever possible.  Work closely with other safety providers (fire, utilities, state police, sheriff, etc.) to achieve target fire or public safety incident response times  Invest in early prevention services and programs.  Work with partners and stakeholders to implement a reverse 9-1-1 system Healthy Community  Maintain existing and support the creation of new city sponsored recreational programs for people of all ages to promote a healthy lifestyle.  Work with community partners and health care providers to reduce tobacco use, substance abuse, and obesity.  Promote programs that enhance and provide physical and mental health care and work to increase access to such services.  Meet or exceed state/federal drinking water and waste water systems.  Develop a city-wide Pathways (bike paths, pedestrian paths, etc.) and Connectivity Plan and begin securing funding to implement the plan through phased improvements over the next five years.  Receive the Association of Washington Cities’ Well City Award by 2020. Vibrant Community  Acquisition of new property or development of current City property to construct at least one all-new community multi-use regional recreational park. Park may include baseball fields, multi-use sports fields, open space, developed ADA accessible trails, large outdoor events area, large playground area, partially and fully enclosed pavilions, or other amenities. At least a 100 acre partial is necessary.  Continue to support existing partnerships with Prosser Economic Development Association, Chamber of Commerce, Historic Downtown Prosser Association, and others to bring lively and entertaining events to Prosser.  Update public assets throughout the city, with an emphasis downtown, to promote growth and create a convenient, beautiful, and unique Prosser Experience. Page 3 Page 9 of 22   Invest in improvements/expansion to the Prosser Community Center (Senior Center).  Invest in expansion or additional services to the Prosser Aquatic Center  Develop and implement pocket-park residential development code.  Create guidelines to include public art in City projects and add public art where possible to public spaces in high visibility areas.  Work with the Prosser School District and other educational providers to promote education and provide additional educational resources, including researching the viability of establishing or expanding satellite education institutions in Prosser.  Support and expand the Farmer’s Market to be able to grow their infrastructure/facilities and to offer year-round services.  Support agri-tourism efforts.  Increase single-family home ownership opportunities. Goal 2: Financial Sustainability. Sustain and improve the City’s financial position through review and updates to City- wide policies and cost of service delivery.  Follow Association of Washington Cities (AWC), Municipal Research and Services Center (MRSC), and Government Finance Officers Association (GFOA) established rules and guidelines for budgeting and monitoring public assets.  Receive the GFOA Distinguished Budget Presentation Award by 2020.  Maintain a healthy prudent reserve of at least 15% by the 2019 adopted budget.  Establish a Fleet Replacement Fund and continue to build IT reserves for the replacement of existing hardware and software systems.  Evaluate the long-term financial viability, value, and service levels of all city provided services. Focus should be given to the evaluation of costs to deliver each service compared to cost recovery.  Research and implement operational efficiencies without cutting services.  Explore new/other revenue sources, and implement correlating programs.  Review the feasibility of re-purposing City treated waste water for irrigation and, if feasible, pursue such operations. Goal 3: Promote Economic Development and Jobs. Create a strategy and implement actions that promote Page 4 Page 10 of 22 collaborative efforts and partnerships to sustain and expand the City’s economy and promote job growth.  Create an all new Prosser Economic Development Strategic Plan by 2018. The Plan should be a collaborative effort of our partners, current commercial and industrial businesses, and public involvement.  Partner with other jurisdictions and/or private organizations whenever possible to pool resources and leverage funds.  Improve the city’s economic vitality and competitiveness by investing in our utility infrastructure, road system, and partner providers.  Develop City-administered grant program(s) to promote local businesses.  Reward our long-standing community businesses by investing in services that will help their business continue to grow.  Review and update, as necessary, the City’s land codes to adapt to current and future economic needs and to ensure they are easy to understand.  Strongly market City properties for housing development.  Pursue partnerships with nonprofit housing groups to promote single-family home ownership and multi-housing facilities.  Improve the City’s curb appeal. Goal 4: Infrastructure and Transportation. Invest in the expansion of infrastructure services to meet diverse demands, establish preventative maintenance schedules, and establish a Citizen’s Advisory Committee for streets.  Invest in the expansion of domestic, waste water, and irrigation services to meet residential, commercial, and industrial demands and to prepare for future annexations.  Establish and follow a preventative maintenance schedule of all City utilities, streets, and other infrastructure services.  Develop city-wide facility and equipment Inventory and Condition Report  Establish and follow a preventative maintenance schedule of all City facilities and equipment.  Replace infrastructure/facilities that have reached or surpassed their operational use.  Aggressively apply for federal, state, or other grant funds to leverage City resources for infrastructure and transportation projects. Page 5 Page 11 of 22  Plant trees along major streets, including the downtown area. Make ecological considerations, particularly trees, part of road improvement requirements.  Create a Citizen’s Advisory Committee to develop a street improvement prioritization schedule.  Construction, based on this Committee’s recommendations, should begin or be planned by 2018.  Work with Ben Franklin Transit (BFT) to increase routes and frequency to/from Prosser.  Work with new developments to establish bus turn-out lanes when feasible.  Improve the City’s walkability and bike routes.  Expand and improve the City’s electronic data system. Invest in the expansion and improvement of the City’s fiber optics network and wireless data systems. Goal 5: Operational Excellence & Communication. Provide exceptional service that exceeds the public’s expectations, invest in staff training, promote diversity, and establish heightened transparency and communication with the public and media.  Provide exceptional customer service  Invest in City staff by providing customer service and other worthwhile training to staff.  Integrate a customer service element to annual employee performance evaluations.  Develop and perform a Community Perception Survey to assist in customer service and future trainings of employees.  Develop and implement City-wide and department specific Performance Measures.  Establish heightened transparency and communication with the public and media by investing in technology that makes public records and other City services easily available to the public online.  Create tools and materials (online and in office) for customer self-service.  Promote a culture of enhanced community diversity.  Continue to attract, hire, develop/train, and retain exceptional employees.  Continue staff and City Council involvement in outside organizations and committees.  Expand social media presence and increase media outreach. Page 6 Page 12 of 22  Recognize, at least annually, our volunteers and community leaders through hosting an Appreciation Luncheon. Page 7 Page 13 of 22  CITY OF PROSSER 601 7th Street Prosser, WA 99350 Washington (509)786-2332 Fax (509)786-3717 www.cityofprosser.com Memo To: Mayor and Council Members From: Toni Yost, Finance Director Date: August 15, 2018 Re: 2019 Budget Priority Setting Discussion At the August 14th City Council Meeting, Council and Mayor worked to develop the following priorities: Rank Service Area Brief Description Score 1 Emergency Preparedness Coordinate resources to ensure that in time of urgency or emergency that roles are identified and resources available 114 2 Capital Improvement & Equipment Evaluate and plan for improvements and Replacement Planning/Reserve Funds replacement of equipment, facilities, 106 3 Public Safety Programs and Equipment Ensure safety of public by development response/proactive programs and provide resources to address needs. 102 4 Arterial Roadway Improvements Evaluation of use and plan improvements in conjunction with future developments 100 5 Neighborhood Roadway Improvements Evaluation of use and plan improvements in conjunction with future developments 94 6 ADA Improvements (handrails, sidewalks, Audit of facilities, services, needs, and prioritize facility access, etc) improvements in conjunction with future development 93 7 Infrastructure Planning & Expansion Evaluation of use and plan improvements in conjunction with existing infrastructure. 86 8 Police Facility Identify location, design, maintenance needs 80 9 Sidewalk Maintenance Evaluation of sidewalks and prioritize for repairs and improvements 78 10 Planning & Economic Development Coordinate with staff and other agencies to coordinate development plan and efforts. 75 11 Maintain Park Facilities Evaluation of use and plan improvements in conjunction with future developments 54 12 Code Enforcement/Animal Control Identify hazards or compliance issues and assist neighborhoods as needed. 51 13 Playgrounds Evaluation of use and plan improvements in conjunction with future developments 50 14 IT/Communications Enhancements (GIS) Continue progressive improvements in communication of information within city and community. 46 Exceptional Public Service  Responsible Stewardship  Effective Leadership Commitment to Employees  Integrity Page 14 of 22  CITY OF PROSSER 601 7th Street Prosser, WA 99350 Washington (509)786-2332 Fax (509)786-3717 www.cityofprosser.com 15 Aquatic Center Evaluation of use and plan improvements in conjunction with future developments 43 16 Staff Training and Education Conferences, certifications, seminars, workshops, licenses, and best practices 41 17 Recreation Programs & Community Center Expansion of programs both in quality and quantity. All interests and ages. 36 18 Records Management Retention, organization, and management of all city records 30 19 Parks Development and Planning Evaluation of use and plan improvements in conjunction with existing infrastructure. 30 20 Recycling Programs Identify programs and possible action plans. 21 During the presentation of the Proposed Budget, staff will highlight budget items that address these priorities and will focus goals to address these items as well. Exceptional Public Service  Responsible Stewardship  Effective Leadership Commitment to Employees  Integrity Page 15 of 22 Page 16 of 22  Livability & Quality of Life 1 Sustain and improve the City’s livability and quality of life for Prosser residents and our visitors by increasing safety and health, and by creating a more vibrant community. Financial Sustainability 2 Sustain and improve the City’s financial position through review and updates to City-wide policies and cost of service delivery. Promote Economic Development & Jobs 3 Create a strategy and implement actions that promote collaborative efforts and partnerships to sustain and expand the City’s economy and promote job growth. Infrastructure & Transportation 4 Invest in the expansion of infrastructure to meet diverse demands, establish preventative maintenance schedules, and establish a Citizen’s Advisory Committee for streets. Operational Excellence & Communication 5 Provide exceptional service that exceeds the public’s expectations, invest in staff training, promote diversity, and Page 17 of 22 establish heightened transparency and communication with the public and media.  Safe Community Examples from Past Goals & Priorities: Maintain, with the goal of adding, police services Invest in early prevention services Healthy Community Examples from Past Goals & Priorities: Support and create new city sponsored recreation programs Develop City-wide Pathways and Connectivity Plan Vibrant Community Examples from Past Goals & Priorities: Construct at least one all-new community multi-use regional park. The Park may include: baseball fields, multi-use sports fields, open space, trails, large outdoor events area, large playground(s), pavilions, and more. Continue to support Prosser Economic Development Association, Chamber of Commerce, Historic Downtown, and Livability & others to bring lively and entertaining events. Quality of Life Support Agri-Tourism Efforts Page 18 of 22  Citywide Policies Cost of Service Delivery Examples from Past Goals & Priorities:  Maintain a healthy prudent reserve of at least 15%  Establish a Fleet Replacement Fund  Explore new/other revenue sources  Review the feasibility of re-purposing City treated water for irrigation Financial Sustainability Page 19 of 22  Strategy and Implementation Actions Collaboration Efforts and Partnerships Examples of Past Goals & Priorities:  Create an all-new Prosser Economic Development Strategic Plan  Partner with other jurisdictions and/or private organizations whenever possible to pool resources and leverage funds  Improve the City’s economic vitality and competitiveness by investing in our utility infrastructure, road system, and partners Promote  Develop City-administered grant program(s) to promote local Economic businesses  Reward our long-standing community businesses by investing Development in services that will help their business continue to grow Page 20 of 22 & Jobs  Expansion of Infrastructure Services Preventative Maintenance Schedules Citizen’s Advisory Committee Examples from Past Goals & Priorities:  Invest in the expansion of domestic water, waste water, and irrigation services to meet and exceed demand  Aggressively apply for federal, state, and other grant funds to leverage City resources for infrastructure and transportation projects  Work with Ben Franklin Transit to increase routes and Infrastructure frequency to/from Prosser  Improve City’s walkability and bike routes &  Expand and Improve the City’s electronic data system. Invest Transportation in the expansion and improvement of the City’s fiber optics Page 21 of 22 network and wireless data systems  Public Service Staff Training Promote Diversity Heightened Transparency & Communication with Public & Media Examples of Past Goals & Priorities:  Develop a Community Perception Survey to assist with customer service and training  Invest in technology that makes City services easily available to public online  Staff and Council involvement in outside organizations and Operational committees  Expand social media presence Excellence &  Recognize volunteers and community leaders through an Communication Appreciation Luncheon Page 22 of 22