City of Dyersville, Iowa Strategic Planning and Goal Setting

City of Dyersville, Iowa Strategic Planning and Goal Setting January 9, 2007 Mayor: Jim Heavens City Council: Mike English Molly Evers Bob Platz Ray Sauser Dan Willenborg City Staff: Mick Michel, City Administrator Tricia Maiers, City Clerk Facilitated by: Jeff Schott Institute of Public Affairs University of Iowa 1

CITY OF DYERSVILLE, IOWA STRATEGIC PLANNING AND GOAL SETTING SESSION 2007 TABLE OF CONTENTS Introduction... Page 3 Goal Setting Work Session... Page 3 Major Accomplishments. Page 3 Issues, Concerns and Trends Page 4 On-Going Priorities 2007 Page 5 Significant Initiatives and Programs 2007... Page 5 Capital Projects 2007. Page 6 Team Building Agreements Page 6 Final Comments... Page 7 Exhibit A Significant Initiatives or Programs Considered Page 8 Exhibit B Capital Projects Considered. Page 10 Exhibit C - Mayor and City Council Agenda. Page 11 Exhibit D Preliminary Questionnaire.. Page 13 2

CITY OF DYERSVILLE, IOWA STRATEGIC PLANNING AND GOAL SETTING SESSION 2007 Introduction The City of Dyersville requested the Institute of Public Affairs to assist the city with strategic planning/goal setting. The Institute of Public Affairs (IPA) agreed to organize and facilitate a process that involved the following steps: 1. Prepare a questionnaire to identify department needs, capital projects, accomplishments, programs, issues, trends and team-building suggestions. 2. Prepare a list of the overall capital projects and suggested initiatives and policies based upon the comments of the elected officials and city department heads. 3. Conduct a strategic planning and goal-setting sessions with the elected officials and department heads. 4. Preparation of this final report. Goal Setting Work Session Mayor Jim Heavens and Council Members Mike English, Molly Evers, Bob Platz, Ray Sauser and Dan Willenborg held a work session that was conducted by the IPA on January 9, 2007. Also in attendance and participating at this meeting were City Administrator Mick Michel and City Clerk Tricia Maiers. On January 3, a goal-setting input session was held with Public Works Director Dave Vorwald, Police Chief Marty Botts, Fire Chief Merlin Clemen, Library Director Shirley Vonderhaar, as well as the City Administrator and City Clerk. Major Accomplishments The following were identified as major accomplishments in the past two years: -1 st Avenue W Street Reconstruction -Completed Downtown Streetscape -Replaced City Vehicles / Dump Trucks -Bike / Hike Trail along Beltline Road -Moving forward with West End Annexation Plan -Upgrade of Financial Software and Network -Library Rated #1 -Continued Program of updating Public Works Equipment and sites -Continued low tax rate and financial stability -Passed the toughest sex offender residence law in Iowa -Completed the process for Ethanol Plant job growth, development agreement with US BioEnergy -Passed a tough adult entertainment ordinance -Completed the City Hall Remodeling 3

-Did not borrow any money -Did not add to staff -Retained a very good percentage of quality city staff and continued their development -Residential Developments -Water Improvements (Hydrants) -Street Improvements (Residential) -Tornado Sirens -Economic Growth -Adding yard waste pickup to Garbage contractor - Flood mitigation projects -Professional well-trained police force -Improvements to city facilities library enhancements, skateboard park, concession stand at soccer field -Take over and update access Channel 8 -Replaced fire department tanker Issues, Concerns and Trends The following were identified as issues, concerns and trends that may affect future city services, policies, finances or operations: -Lagoon System-Sludge & Digestive situations Is it able to handle future growth -Well Systems- radium issue -Water Tower-Existing tower is outdated need to replace -Read Water Meter every month -Treasurer s Monthly report-clear and Concise -Residential property tax rollbacks -FEMA changing flood map -Final Completion of Downtown Streetscape -More new people moving to town-ethanol Plant -Pool will need substantial maintenance -Extending and maintaining the City street system -Flood prevention -Public Safety (Ambulance, Fire & Police) (2) -Water & Sewer infrastructure -Update City Hall, Council rooms, Stand by generator -Study of Community Center or Theater -Tennis Courts -Walking Trail West Side Park -Water Services -Need more recreational programs flag football, field hockey, youth basketball -Need Stoplight at 8 th Ave SE & Hwy 136 -Council meetings - Public addressing or questioning individuals not council as whole -Residential removal of sidewalks -Lowering of Property Values in Flood Plain x 4

-Drastic financial burden to taxpayers rather than gradual water & sewer increase -Identify and develop means to get a clearer message out to the public -Too much negative behavior at council meetings decreasing public confidence -Loss of factory jobs -Decline in new housing -Decline in retail stores in mall area -Lack of new manufacturing -Consistent application of some existing city policies (personnel policies) -Flat line budgets -Parks & Recreation department without director for several months -Overall decline in volunteerism DCAT disbanding because cannot find people to work at projects -Selling our Great city -Park & Rec Director not being from area and being visible -Resistance to change in the community -Drawing more people to our city: visit, live & work -Operations at Bi-County Ambulance as far as maintaining its level of service -Traffic flow thru city turning lanes at new subdivisions, north & west (US 20 & 136) -Future need of 2 nd EMS building in North area of city -No Smoking Policy with in all city buildings and vehicles -Employee pay and benefits are not competitive in the market today On-Going Priorities The following priorities from previous goal setting sessions were identified as On-Going Priorities for 2007: 1. Implementation of annexation plan 2. Continuation of vehicle replacement program 3. Implementation of city web site Significant Initiatives or Programs The participants reviewed potential initiatives and programs for consideration for 2007 and selected the following as priorities: TOP PRIORITY 1. Flexible spending plan for all city employees if requested 2. Development of Kennel Ordinance 3. Development of policy regarding personal computer usage 4. Ensure implementation of Subdivision Ordinance standards in residential subdivisions 5. Update Zoning Ordinance 5

6. Undertake well system/radium study A complete list of all programs and initiatives considered by the Mayor and City Council members is attached as Exhibit A. Capital Projects The following capital projects were identified as priorities for the next two years: On-Going Projects 1. Street reconstruction (six blocks every other year) 2. Street rehab work (six blocks every other year) 3. Street lighting projects Second Street/Second Avenue/First Avenue 4. Stand-by generator for City hall New Projects 1. New water tower 2. Sludge storage at waste water treatment plant 3. Create north-south route to shopping mall 4. Council room plans 5. Tennis courts A complete list of all programs and initiatives considered by the Mayor and City Council members is attached as Exhibit B. Team Building Agreements The Mayor and City Council reviewed a variety of ideas relating to team building and building a better working relationship. After reviewing the list, the Mayor and City Council selected the following team building agreements: 1. Table items if City Council needs more information (unless time sensitive) 2. Continue goal setting every two years 3. Attend Iowa League of Cities conference 4. Encourage newly elected officials to complete Municipal Leadership Academy 5. More work sessions on major issues (as an option) 6. If a Council Member has questions, contact City Administrator or appropriate staff person rather than surprise them at meeting 7. Continue to work with DII to attract industry Note: The agenda for the Goal Setting Session and the Preliminary Questionnaire are attached to this report as Exhibits C and D respectively. 6

Final Comments It was a pleasure to assist the City of Dyersville with this strategic planning and goal setting process. I was extremely impressed with the level of cooperation and positive attitudes of the elected officials and city staff. It is important to note that the list of priority projects and initiatives is not cast in stone. They can be modified as new circumstances may occur. It is recommended that city staff prepare an action plan for accomplishing the strategic planning goals. The action plan would define the steps that would be needed to accomplish each goal, identify who is responsible for implementation, and establish a timeline for accomplishment. The action plan should then be presented to the Mayor and City Council for review and approval. It is also recommended that staff review with the Mayor and City Council the status of the strategic planning goals on a quarterly basis. Jeff Schott Institute of Public Affairs University of Iowa January 10, 2007 7

Exhibit A City of Dyersville Strategic Planning and Goal Setting Session 2007 SIGNIFICANT INITIATIVES OR PROGRAMS CONSIDERED FOR 2007 Cafeteria plan for all City employees if requested Family sick leave policy for employees Recognition for employees for years of service Policy on Personal Computer usage Policy regarding alternate street parking in downtown throughout winter storms Nuisance properties and neighborhood preservation ordinance Quarterly newsletter to residents Provide economic development incentives for expansion of existing industries Hire Park & Recreation Director & improve position Update Zoning Codes Update Employee Handbook Kennel Ordinance Establish new flood zones-floodways Establish policies regarding cash position and reserves Continue to update Water & Sewer mains Building Inspection Implementation Continue Growth Incentives Maintain Airport Relationship Ensure implementation of Subdivision ordinance standards in Residential Subdivisions Change pay policy to merit based pay (incentive) Set Policy governing types of siding & roofing used in different parts of city Get sidewalks put back in residential areas Look at annexing some of the closer subdivision Stop light 8 th Ave SE/Hwy 136 Evaluate employee pay and benefits to be competitive in the market today/comparative wage analysis Continue to review the cities infrastructure Look at weight limits on streets Continue water & sewer rate adjustment program Review Job Descriptions Revision of Personnel Policy Development of winter recreational programs / facilities Offer part time staff to buy into the city health insurance policy Implement Asset Management / Productivity software Consider adopting local building and fire codes 8

Develop a road plan from Hwy 20 to the new industrial park Evaluate need or plan for a full time Fire Chief position or possible combined position of FD and ambulance service Additional upgrade to water mains increase size of old mains 9

Exhibit B City of Dyersville Strategic Planning and Goal Setting Session 2007 CAPITAL PROJECTS CONSIDERED New Water Tower Finish decorative lights along 2 nd Avenue (2) Extend Beltline Road to Vine Road Walking Bridge between Candy Cane & Westside Park Walking Path around Park Pave or Blacktop Heritage Trail in the City limits Tennis Courts Work on Flooding Areas-Purchase Ertl Property (3) Water & Sewer to all of City Council Room Plans 7 th Street Extension Reconstruction of Golf Course Road & 3 rd Street SW Paving Heritage Trail from Dubuque to Dyersville Replace the Fire Department rescue vehicle - $150,000 Add an aerial or replace a pumper with an aerial / Quint for the Fire Department - Add a 2 nd Fire Station on the N side of the City North of the railroad tracks Create Sewer Lift Station in Northwest / Northeast of the city Wireless access pointer in the City for city use More recreational facilities: tennis, soccer, baseball, softball Exhibit C 10

AGENDA CITY OF DYERSVILLE STRATEGIC PLANNING AND GOAL SETTING - 2007 TUESDAY, JANUARY 9, 2007 4:00 PM 8:00 PM Country Junction Restaurant 1. Introductions and Opening Comments a. Name, Tenure, and Why You Ran For Office 2. General Overview of the Meeting and the 2007 Strategic Planning Process a. The Ground Rules for this session b. Teamwork and Effective Government 3. Progress Report and Update 2005 Strategic Planning Report 4. Review Recent City Accomplishments (2005-06) 5. Review Issues, Concerns, and Trends 6. Programs, Policies, Issues and Initiatives a. Review Results of Questionnaire b. Explanations, clarifications, revisions, deletions, additions of Programs, Policies, Issues and Initiatives i. Ranking of Priorities 7. Capital Improvements Program Priorities a. Review Results of Questionnaire b. Explanations, clarifications, revisions, deletions, additions of projects c. Ranking of Priorities 8. Discussion regarding team building 1. Statement of Purpose Mayor and City Council Commitment 2. Review Results of Questionnaire 9. IPA Report to the Mayor and City Council 2007 Strategic Planning Process a. Development of Action Plan * Actions required to complete the goal * The lead person or group * Reasonable date for completion * Council review and approval of Action Plan b. Importance of Quarterly Updates c. Public notification 11. Questions, comments, and suggestions 12. Adjourn 11

Exhibit D 12

STRATEGIC PLANNING SESSION AND GOAL SETTING SESSION 2007 CITY OF DYERSVILLE PRELIMINARY QUESTIONNAIRE INTRODUCTION The Dyersville City Council s Strategic Planning Session will be held on Tuesday, January 9, 2007 at Country Junction Restaurant. The purpose of the session will be to identify and prioritize the City s overall goals and objectives for the next two years. A meeting with department heads will be held on Wednesday January 3 at 9 AM at City Hall. In order to prepare for this session, you have are requested to identify key issues and potential objectives that will be reviewed and discussed at the session. Please complete all sections of this questionnaire. If you need additional space, please feel free to attach additional page(s). I. Major Accomplishments Please list the top five to nine major accomplishments of the City of Dyersville over the past two years. These accomplishments could be as large as a street project or as simple as a newly adopted city policy. The items do not need to be in any particular order. 1. 2. 3. 4. 5. 6. 7. 8. II. Issues, Concerns, or Trends Please list five specific issues, concerns, or trends that affect future city services, policies, finances or operations (for example, loss of population, loss of a major employer or resolving a policy question). You do not need to identify potential solutions to your concerns. 1. 2. 3. 4. 5. 13

III. Significant Initiatives or Programs Please list any initiatives, programs or policies that you think the City should consider in the next two years (for example, downtown revitalization, updating employee job descriptions, adopting a policy on open burning, conducting an annexation study, reviewing water and sewer rates, etc.) 1. 2. 3. 4. 5. IV. Capital Projects Please list the capital projects or equipment purchases that you think the City should consider over the next two years. These capital projects could include such things as street construction, public works equipment, public safety equipment, etc. If you have an estimate on the cost of such projects, please note it. Please list only those projects with a total cost of $10,000 or more. 1. 2. 3. 4. 5. V. Teamwork In order to accomplish the selected goals and objectives, it is important that the City s elected officials work as a team and have effective group decision-making skills. Please list three or four things that the Mayor and City Council members could do in the future to improve the teamwork, its decision-making process, and its ability to accomplish the stated goals and objectives. 1. 2. 3. 4. RETURN OF QUESTIONNAIRE Please return this questionnaire to Tricia Maiers by Wednesday, December 20, 2006. 14