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HomeMy WebLinkAbout8C - Winter Workshop Issues Discussion AGENDA #: PREPARED BY: SUBJECT: DATE: BACKGROUND: AL TERNATIVES: STAFF AGENDA REPORT ~" BC ~t) \ FRANK BOYLES, CITY MANAGER.\;'"\ CONSIDER APPROVAL OF V Aiuou~' SSUES DISCUSSED AT THE JANUAR~H AND 11TH CITY COUNCIL WINTER WORKSHOP. FEBRUARY 3, 1997 The City Council conducted its Annual Workshop on January 10th and 11th, 1997 at Oak Ridge Conference Center. Direction was provided to the staff on numerous items which require final discussion and adoption at a regular City Council meeting. Attached are documents for City Council's consideration: 1. Strategic Plan Mission Statement Revisions. 2. 1997 City Council Top Priority Goals. 3. Notes from the Workshop January 10. 1. Discuss and adopt updated materials as proposed. 2. Revise proposed materials and adopt. RECOMMENDATION: Either alternative #1 or #2. attachment. 16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER Adopted February 3, 1997 "The City of Prior Lake is committed to serving the common good of its residents by promoting community values, environmentally sensitive community development, robust business growth, financial stability, public safety, and diverse recreational opportunities." 16200 E~91~~k Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER 1997 CITY COUNCIL TOP PRIORITY GOALS Adopted February 3,1997 The following are the City Council's top priorities for completion. They are not listed in priority order. . Complete revision of Zoning Ordinance and Subdivision Code. . Complete Annexation Process as Directed. . Adopt a 1998 General Fund Budget which provides needed services with no tax increase, including general fund and Capital Improvement Program Expenditures. . Update Mission Statement for 1997 and development plan for sharing with community stakeholders. . Receive the following new ordinance: (a) Animal Control . Sell at least two acres of business park property. . Acquire Fire Station II property. . Conduct annual meetings with: School Board, Watershed Board, Townships and Scott County to discuss issues of mutual importance. . Provide direction to Advisory Bodies by meeting with them at least once a year. . Consider completion of Scientific Survey of Prior Lake taxpayers to receive feedback on city serVIces. . Complete update of Personnel Policy for Council consideration. . Implement a two-year program for construction of City entry monuments at all of our City's permanent points of entry. . Conduct a feasibility and cost study to direct capital planning for water system and City build- out. . Formalize a program of Civic Education to Prior Lake youth as part of our City work. . Examine the cost effectiveness of City service delivery considering one area each year. . Support efforts by the Economic Development Authority to foster a greater business presence in Prior Lake. ccgoal97.doc 1/29/97 4:51 PM Macintosh 612-925-3447 P.001 Date: To: From: Re: January 29, 1997 Council Retreat Participants Frank Boyles, City Manager Summary notes from City Council! Staff Workshop, January 10, 1997 Please review and comment on the following summary of the workshop. Present at the workshop were: Mayor Andren, Councilmembers Greenfield, Kedrowski, and Schenk, City Attorney Pace, Consultant Lonnie Helgeson and Prior Lake American editor Lee Ann Schutz, Finance Director, Ralph Teschner, Planning Director, Don Rye, Parks and Recreation Director, Paul Hokeness, Public Works Director, Greg Ilkka, Recreation Bret Woodson, and City Manager, Frank Boyles. Overall Purpose of Workshop: To strengthen the effectiveness of the City Council as a body and improve service to the public. Objectives of the Session: · To focus on how the Council functions in relationship with the City Manager and the Staff and develop ways to improve their relationships and their service to the public. · To provide an opportunity for Staff and Council to discuss and dialogue with each other in order to strengthen and improve their relationship and performance. · To build commitment between Council and Staff to work towards continual learning and improved performance. Session Overview: Councilmembers and organizational redesign team members (Tactical Turtle Team) met to discuss ways in which the Council and Staff could improve their working relationship in order to improve customer service. The day long retreat was held at the Oak Ridge Conference Center in Chaska, Minnesota. TTT members designed the events of the day and led some of the exercises. Bret Woodson opened the meeting with an exercise to help everyone relax and get to know each other better. Participants were then asked to establish groundrules to guide their discussion and to share expectations of what each person wanted to get out of the session. Expectations identified were as follows: · Better understanding of the Council / Staff relationships. · Personal improvement. · Get to know each other. better. · Reaffirm importance of Council/Staff relationships. · For Council and Staff to receive and hear feedback from each other in order to serve each other better. Staff to build a higher level of confidence and comfort with Counci1members. To define and understand the needs and perspectives of Council and Staff to support ongoing positive relationships and avoid pitfalls. To see each other as human beings and relate both on a personal and professiona11evel. An opportunity for the press to meet people and clarify press relationships. To build on honesty and trust that the last three months has demonstrated. 1/29/97 4:51 PM Macintosh . . . . . 612-925-3447 P 002 TTT member, Don Rye gave a synopsis of the process and products of the redesign team and Councilmember, Tom Kedrowski reviewed the first session of the Council Workshop held October 25. 1996 with the staff. The rest of the workshop focused on a discussion generated from the Diamonds and Stones exercise facilitated by Consultant, Lonnie Helgeson. Each participant was asked to identify three "Diamonds" or things that are working well in the organization and three "Stones" things that are not working well in the organization. They were asked to focus on three areas: · Staff and Council Relationships · City Council Meetings · City Services The following is a collated summary of the Diamond and Stones exercise: (Several comments are repeated in different categories) Staff / Council Relationships: Diamonds Stones Improved CC attitudes and approach to staff Too much attention given to uncooperative people not interested in collaboration. Competent, motivate Staff and Council. Consistent participation by Council at Councilmembers experienced and care about community events or employee events. public service and their community. Excellent CC/Staff communications with positive changes and effect on community. This organizational development process Business Office Park. a result of Staff/Council coming together. Evolving management attitude that is both proactive and professional Growing appreciation for each other. Support for Staff.and Council growth. Great Council for Police to work with. Staff/Council polarization. specifically Council involvement in employee activities. Leadership training not provided. Unclear expectations between staff and Council. Occasionally angry and abusive public. Inability to commit the team-building process beyond the terms of the existing Council terms. Police Department not part of the team. Lack of informal interaction between staff and Council. 2 1/29/97 4:51 PM Macintosh A bility of City Manager and Councilmembers to see dysfunctional role they were manipulated into and then to recognize the dysfunction and commit to improvement. Some Councilmembers take Department Heads out to lunch monthly City Council Meetings: Diamonds 612-925-3447 P. 003 Unrealistic workloads and expectations of zero errors. More opportunity and earlier involvement with projects to avoid frustration. Council and City Code position that doesn't give City Manager flexibility and discretion should/could have. Public Forums are great. Stones This organizational development process. Budget process. Meetings like developer's forum where negatives are welcomed, listened to and then the City responds. Short, well-run Council meetings. City Services: Diamonds Can't set policy or establish policy objectives at one meeting at the beginning of the year, suggest periodic study sessions. Occasional experiences where council desire to spend 60 minutes talking about small issues vs. 5 minutes approving 8 million dollar decision. Need to find ways to get more public input. Occasional angry and abusive citizens Council focus on administrative, mundane detail i.e. micromanagement. Know and understand open meeting law. Better listening skills with people who raise issues at meetings. Don't let presenter go on and on and on at Council Meetings. Stones Council and Administration progressive with commitment to data processing. Fiscal health: specifically budget surplus versus deficit. Councilmembers experienced and care about public service and their community Good public support for police. Need to develop media/PR strategy to convey CC direction, policy and goals. Need to find ways to get more Public input. Consistent participation by Council at community events or employee events. Overuse of voicemail. 3 1/29/97 4:51 PM Macintosh This organizational development process. Park Land Resources, new buildings. High quality staff results in Parks, Planning and Finances. City Services and Relationships with Public seem efficient. Frank's newspaper column Evolving management attitude that is both proactive and professional. Goals/Outcome oriented. Willingness to change services delivered and method of delivery. Parks and Rec Department, City Store, Firefighters Conservative approach to use ofTlF and budgeting. Council knowledge of the City of Prior Lake. Progressive and alternative methods of accomplishing things New City Attorney Comprehensive Plan and Planning Department. Other comments: Diamonds 612-925-3447 P. 004 Staff turnover. CC/Pub1ic Communication - video tape meetings. Vocal negative demeanor by some managers that is self-centered and counter productive. Sandwiches served at meetings. Occassionally angry and verbally abusive public. Antiquated ordinances do not serve policy goals. Zero tax increase: good for general fund operating budget but bad if elP included. Lack of communication among staff. Amount of critical work needing completion now. Find ways to expand Prior Lake tax base using the casino and Indian reservation. City staff more public relations related. Limited Parks and Rec resources. Existing City Hall and Police annex. TTT members Stones City Council support of advisory committees has improved greatly. Evolving management attitude that is both proactive and professional. Great staff, notable exceptions. Goals/Outcome oriented. Lack of clear mission/vision reflected in work environment. PLA focuses on negative rather than positive. Lack of involvement in AMM/.LMC policy setting process. Lack of executed settlements 4 1/29/97 4:51 PM Macintosh 612-925-3447 P.005 Level of inte grity of team Frank has put together. For all negative inputs we need to solidify positive suggestions/solutions. Prior Lake Too much negative input in most areas. City Manager and Attorney willing to take risks. Summary: There was unanimous agreement among participants that the workshop process and products met their expectations. An essential insight by the Counci1members was that they were unaware that Staff were being verbally abused by a few angry and belligerent citizens. Councilmembers reassured Staff that they would do all they can to prevent these situations in the future. Both Staff and Council remarked that they were more committed and better informed in how to serve each other and provide improved customer service. Next Steps: · TTT to review Diamond and Stones exercise and develop action plan for improvement. · Council to review how they can positively ensure civility at public meetings and for staff. 5 1/29/97 4:46 PM Macintosh 612-925-3447 P. 001 Assessment: (Verbal Comments from StatJ & Councilmembers about 1/10/97 Meeting) . Hoped it would be positive and it was. Everyone way receptive and open, I am immensely encouraged. New road not as winding, more cohesive. New formed coalition between Council and Staff and it is a good one a much stronger bond. Community will benefit. Not a lot of pretense or veneer, punches not pulled. Covered a ton ofterritory. This provides some foundation for our improvement. Don provided a great report. Nice to be able to listen to the Council's ideas, perspectives, good to be out in the open. Important that we are one unit, not divided, we can accomplish more this way. I got a lot out of today - very good to hear staff's perspective and now I can find ways to help staff. It has to go both ways - Staff's job is to make the Council look good and Council's job is to support Staff. Expected it to be good and it was - worked out well. I didn't realize people were being verbally abused by the public - we're going to put a stop to that. Couldn't think of any negative that wasn't already being addressed or worked on in some way. An eye-opener. I feel sorry for those who have chosen not to participate in this team- it is a great effort. Trust is improving between Council and Staff. Challenges for the TTT are very exciting for '97. Concerned about the election but hope all Counci1members stay and get re-e1ected. Frank's recognition that these problems had to be dealt with insured this success today. I don't live in Prior Lake but I feel a real part of this community. If nothing else comes out of this meeting - there is a more positive relationship between Council and Staff now. . . . . . . . . . . . . . . . . . . . . . 1/29/97 4:46 PM Mac:intosh 612-925-3447 P. 002 · Difficult that the impact of a minority influences the overall perception of the Council. · This was the greatest - good Team dedication. · Leadership of this process can only result in improved product and services for the public. · Remarkable positive effects of this effort between Staff and Council. · Very pleased with the people who are here - right reasons. right effort, right results. · Council is receptive to Staff needs. · The Council is stronger and energized as an united group. · TTT extremely encouraged by this exceptional meeting today. Encouraged about our new direction. Will do all I can to get Engineering to consistent quality service.