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Home My WebLink About9A 2040 Vision and Strategic Plan Update ReportPhone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com 4646 Dakota Street SE Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: SEPTEMBER 5, 2017 AGENDA #: 9A PREPARED BY: FRANK BOYLES, CITY MANAGER PRESENTED BY: FRANK BOYLES, CITY MANAGER AGENDA ITEM: DISCUSSION: CONSIDER APPROVAL OF A RESOLUTION APPROVING A PLAN AND PROCESS FOR THE 2017 UPDATE OF THE 2040 VISION AND STRATEGIC PLAN Introduction The purpose of this agenda item is to review with the city council the proposed plan and process for updating and distributing a revised 2040 Vision and Strategic Plan. The 2040 Vision and Strategic Plan are part of the city’s 2040 Comprehensive Plan. History When the Strategic Plan was originally adopted 15 years ago, the city council directed that the document be updated regularly involving the participation of city residents. Over time, the City Council has refined the process so that every other year the document is updated. In year one the community survey is conducted. The survey is used as data for a community wide meeting which includes review and possible revision of the mission, vision and vision element short, medium and long- term objectives. In the second year, the city council reviews the document, selects its top three vision elements and directs the staff to update the goals and objectives associated therewith for concentration in that year. Current Circumstances The community survey is now complete. We are in the process of sharing the results with the community in various ways. On October 24, 2017 from 5 pm to 9pm, we would like to assemble 125 stakeholders or more at Club Prior to enjoy a light dinner, hear Peter Leatherman summarize key survey results and provide explanations where questions arise. Participants are any persons who are City of Prior Lake stakeholders. We have a list of 400 names which we update for each meeting. We will invite members of all city advisory committees, community service organizations of all sorts, businesses, educational and government institutions within and serving city residents, businesses and residents. We ask participants to RSVP so that we know how many to expect for supplies and meeting administration purposes. Participants are grouped in tables of 6,8 or 10 depending up attendance. Each group is assigned one or more parts of the 2040 Vision and Strategic Plan to review such as vision, mission or a vision element. Each group reviews, discusses and recommends refinements to their topic area(s). After completing this process, each table reports to the larger group which asks questions and makes refinements to each table’s recommendations. On October 26 at 9am in Wagon Bridge the staff meets with the consultants to discuss potential changes for council consideration. At 2pm the city council will join the staff and consultants to review the output from the large meeting so the staff can receive confirmation from the city council on the modifications they would like included in the 2040 Vision and Strategic Plan. Once the council directed modifications are completed by staff a final draft will be prepared and sent to those who participated in the large session with and invitation to offer comments and revisions. The staff will review these recommendations and submit these materials to the city council for final approval at a regular council meeting. Once final approval has been received, the document will be printed and distributed in paper and electronically throughout the community. Given the number of people involved, the complexity and importance of the topic we have retained assistance as in the past. This year I have asked Chad Weinstein with Ethical Leaders in Action and Barb Strandell of What Works, Inc. to assist us. Chad conducted the city council’s retreat earlier this year. Consequently, he is familiar with the values of the city council members, their priorities and the challenges facing our community. Barb Strandell has been in the business of strategic planning for both private and public sector businesses. She includes among her client list, the League of Minnesota Municipalities. The cost for both for the complete project is $3500. The consultant tasks include: 1.Conduct a planning/training meeting with the city staff table captains to prepare for the public input meeting. This will include a discussion of facilitation tips and techniques, drawing on existing expertise of staff as well as the consultants. 2. Facilitate the public input session: provide process instructions to the group, then provide support as necessary from table to table. Facilitate full group review and amendment process. 3. Review and synthesize the community input from the meeting in preparation for the council/ staff follow up meeting. 4. Facilitate the council/ staff follow up meeting to incorporate the modifications necessary to update the document. 5. Review with staff production questions and topics which may arise as part of the finalization, council approval and publication process. Conclusion The city council should consider and discuss whether this proposed process will result in a valued added product which will most accurately reflect the city’s short, medium and long range goals to be incorporated into the comprehensive plan. ISSUES: The process proposed above is the same as we have used for seven previous community meetings. We have succeeded in garnering the participation of from 70 to 145 stakeholders at each of those meetings. The conclusion can be drawn that the participants believe it is an effective process. I have asked previous facilitator David Unmacht whether in his opinion the process could benefit from change. I did the same with Chad Weinstein and Barb Strandell. Each offered some refinements which we will incorporate but all of them independently thought that the process is a good one both from a results and cost-effectiveness perspective. FINANCIAL IMPACT: The work contemplated under the 2040 Vision and Strategic Plan becomes the basis for the comprehensive plan, future budgets and capital improvement documents. In terms of funding the 2017 update for the 2040 Vision and Strategic Plan, the 2017 operating budget includes up to $4000 to complete the process with facilitators including a final draft of the document. It does not include printing and distribution. ALTERNATIVES: 1. Motion and second to adopt a Resolution approving the updating of 2040 Vision and Strategic Plan as set forth above or with amendments as desired by the city council. 2. Take no action and provide the staff with additional direction. RECOMMENDED MOTION: Alternative #1. 4646 Dakota Street SE Prior Lake, MN 55372 RESOLUTION 17-___ A RESOLUTION APPROVING A PROCESS, TIMELINE AND EXPENDITURES FOR THE 2017 UPDATE OF THE 2040 VISION AND STRATEGIC PLAN Motion By: Second By: WHEREAS, The City Council of the City of Prior Lake first adopted a Vision and strategic plan 15 years ago in 2002; and, WHEREAS, The Vision and Strategic Plan has been reviewed and updated seven times involving in excess of 700 residents; and, WHEREAS, It is the city’s practice every other year to involve the public in the update process both through participation in a community survey and attendance at a community- wide update meeting; and, WHEREAS, The city staff has identified a process, timeline and cost for the update process in 2017; and, WHEREAS, The city council has reviewed the report and concurs with its contents. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. The process, timeline and expenditures set for in the staff report dated September 5, 2017 are hereby approved. Passed and adopted by the Prior Lake City Council this 5th day of September, 2017 VOTE Briggs McGuire Thompson Braid Burkart Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ ______________________________ Frank Boyles, City Manager