Loading...
HomeMy WebLinkAbout2. Goal Setting Session with Council and Department HeadsTo:Mayor McMenomy Councilmembers:Klassen Staats Willcox Wippermann FROM:Stephan Jilk Re: 1992 Goal Setting Session June 15, 1992 4:00 P.M. to 10:00 P.M. Dakota County Technical College Rainbow Room The City Council/Department Head Goal Setting session is set for this Monday. Please note the above time and location. In order to assist us all to prepare for the evening I am providing the following general outline of process for the evening. Also, attached are; 1) a summary of the goals established in 1990, 2) a copy of the minutes of the meeting between department heads and the council and, 3) the minutes of the special meeting between the city council and the city commission members. This information has been passed on to Dori Bargen, our facilitator for the evening, to assist him in preparing for working with us. Please take a few moments to review the information as I believe it will help us in working together at our worksession. General Outline for work session Presentation of list of items for discussion from the City Council - department heads and the City Council -Commission Members meeting. Addition of any items as selected by the group. Discussion, in small groups, of the listed items to prioritize the items and discuss them. Full group discussion on the final list of items to establish a list of "Goals" and to discuss methods of reaching these "Goals" and time lines to complete. A report will be written by Don Bargen as a summary of the evenings' for presentation to the Council for adoption at a later council meeting. We will have liquid refreshments available all evening and we will be bringing in a Pizza - Sub Sandwich supper about 5:30 to eat while we work. I know that department heads are looking forward to the evening and working together with you to establish these extremely important and valuable goals for the City in 1992. June 10, 1992 GOAL SETTING MEETING SCHEDULE for 1992 and 1993 1992 City Council/Dept. Heads City Council/Commissions City Council/Dept. Heads Goal Setting City Council/Administrator Mtg. Town Meeting 1993 City Council/Dept. Heads City Council/Commissions City Council/Dept. Heads Goal Setting City Council/Administrator Mtg. City Council/Administrator Mtg. Town Meeting April 28, 1992 May 13, 1992 June 15, 1992 August 10, 1992 November 19, 1992 January 27, 1993 February 10, 1993 February 24, 1993 March 15, 1993 October 25, 1993 November 18, 1993 Tues. Wed. Mon. Mon. Thurs. Wed. Wed. Wed. Mon. Mon. Thurs. Decision ■� Resources Ltd. CITY OF ROSEMOUNT 1990 GOALS SESSION January 30, 1990 Decision Resources, Ltd., was retained by the City of -Rosemount to facilitate a goals setting session with the City Council and -City Staff . Diane Traxler acted as- session facilitator; Bill Morris and Linda Winter served as session recorders. The entire process was completed in six hours; the results provided a framework for action during the coming year:. This overview is based upon the written record compiled during he session. Determination of City Goals: The rules for a nominal group brainstorms- g'and prioritization "exercise were distributed: 1. Silent generation of ideas in writing. Working silently and independently, Participants jot down their responses to the question. 2. Round-robin recording of ideas. When called upon, each participant contributes a single idea that is recorded on a large is flip -chart. Discussion of the ideas ishe notsoermitted atey nhbe time. Conpleted sheets are taped to seen by the group. The group facilitator continues to call upon the participants until all ideas have been recorded, or the group determines that they have produced a sufficient number of ideas. 3. Serial discussion of the list of ideas. The participants discuss each idea on the list so that they are clear about the meaning of the "ideas. 4. voting. The participants identify what each of them believes is the most important ideas, they rank order their preferences on a slip of paper, the votes are recorded on the flip -chart, and the voting pattern is discussed. When similar ideas were grouped, a list of thirty was compiled. ..Questions of clarification were then pp,itarticipantsd to insure that wereasked participants understood each it P to rank order each of the thirty issues. Council and Staff preferences were tallied separately. The results of this exercise are shown below. It is noteworthy that both groups agreed on the two major issues facing the City; however, after those top ranked items, the lists were very dissimilar. �»o nr»,� l`n, art • �,tiilnPaYlnliC N i1 "lima ((712) 92n -n -V1 ISSUE COUNCIL STAFF RANK RANK Waste -to -Energy Plant 1 1 Industrial Development on Eastside 8 Land Use Policy Consensus. 3 * '.� Taxes versus Service Needs 6 Southside Business Development Impact of 1990 Legislative Session Non -Hazardous Waste Disposal City Input/Involvement Process 7 Westside Business. Development Update COMP GLIDE PLAN 2 Balance Small Town Rural Ambience with Growth 4 Street Reconstruction Koch Refinery Expansion City Facilities Expansion/Construction Staffing on Special Projects U of M Lands New Commercial Development outside of Downtown/Different Business Types Implement Sidewalk Plan Promote Additional. Senior Housing Identify/Recruit Retail & Industrial Businesses that work for Rosemount 9 Armory Design Tax Base Growth Size and Type of Growth in City Need of and Relationship with School District E ISSUE COUNCIL STAFF RANK RANK City Attractions Aesthetic/Architect Guidelines for Downtown Unified Community in Appearance and - nFeel" City Staffing Maintaining Open/Rural Areas 5 Town Green Plan There was a strong consensus by a majority of the Council on the nine, top ranked issues;. similarly,. a strong Staff consensus. developed around their eight top ranked topics.- But, an intense. minority listed several policy. issues. These items are marked with a * and, because the intensity,_. were included for further discussion. Action Plans: Each ofthe top ranked issues were fully discussed. Then, specific actions to be undertaken during the coming year were proposed. When a consensus had developed within the group, ..the action step was recorded and a definite time frame for completion assigned. r _ I. Waste to Energy Plant _ 1. Push for acquisition of the University of Minnesota lands, subject to not assuming liabilities. (Timeline: 0-2 months) 2. Publicize city strategy: rationale for position and actions.. Develop communications plan, including timing and message content. (3-6 months) 3 Develop host... community relationship with Dakota_ County. Identify.bargaining points. _.(3-6 months) 4. Acknowledge receipt of EIS (Environmental .Impact:: Study) Expect County to; live up to the letter of the EIS and employ- any, new technologies as they emerge.,. (0-2 months) II. Update COMP Guide Plan 1. Define process. Summarize available data and update. (Timeline: 0-2 months) 2. By July 1, 1990, hire consultant and define work program. (3-6 months) 3. Implement process.- (7-12 months) 4. Completion/Adoption of plan by June, 1991." 111. Land Use Policy Consensus 1. Staff recommendations will be guided by current policy: 2. Guiding Principal: Land use decision making process will be open and complete. IV. Balance Small Town Rural Ambience with Growth 1. Recognize the importance of,this -issue. 2 Agree on the meaning of this issue. Select process for reaching agreement. (Timeline: 3-6 months) 3. . Complete process by the beginning of the Comprehensive Plan Update, July 1, 1990. V. Maintaining open/Rural Areas 1. Identify the means to maintaining open/rural areas. (Timeline: 3-6 months) VI. Taxes versus Service Needs 1. Use budgeting and development review process.to: (a) Determine the proper balance to define and protect basic services; (b) Consider upgrades. VII. City Input/Involvement Process 1. Establish a: -policy to continue citizen involvement - communications whenever feasible. (Timeline: 3-6'months) VIII. Industrial Development on Eastside I. Evaluate need/feasibility of providing public services to existing industries and promoting additional development. (Timeline: 0-6 months) Ig. Identify/Recruit Retail & Industrial Businesses that work for Rosemount 1. Complete,"Star City" process by July, 1990 (Timeline: 0-6 months) 2. Determine process for identifying business suitable for Rosemount. (3-6 months) 3. Determine process for recruiting businesses. (3-6 months) X.. Impact of 1990 Legislative Session 1. Maintain contact with area legislators. %I. New. Commercial Development Outside of Downtown/Different.- Business Types 1. Define "Downtown Area. (Timeline; 3-6 months) 2. Assess businesses and services not currently available in Downtown Rosemount. (3-6 months) 3. Discussion of businesses which might.. relocate out of Downtown. (3-6 months) %II. City Facilities Expansion 1. Determine a process to prioritize and meet the city's special needs to the year 2000. (Timeline: 3-6 months) %I2I. Non -Hazardous Waste Disposal 1. Examine consolidating waste management industry locations: (Timeline:.. 0-2 months) 2: Assess terms -of permit approval .(7-12 months) The record just reviewed provides a systematic workplan for action on the major priorities suggested by both Council and Staff. Much of the emphasis is on the determination of processes .for decision-making, but several of the tasks call for the implementation of specific policies and plans. Work Schedule: Placing the action steps on a timeline indicates that Staff will be required to undertake quite a number of activities during the intermediate 3-6 month future time period. 0-6 Month Activities I-1._ Push for acquisition of the University of Minnesota lands, subject to not assuming liabilities. I-4. Acknowledge receipt of EIS (Environmental Impact Study). Expect County to live up to the letter of the EIS and employ any new technologies as they emerge. II -1. Define process. Summarize available data and update. VIII -1. Evaluate need/feasibility of providing public services to existing industries and promoting additional development. IX -1. Complete_"Star.-City" process by July, 1990. XIII -1. Examine consolidating waste management industry locations. 3-6 Month Activities ' I-2. Publicize: city strategy: rationale for position and actions. Develop communications plan, including timing and message content. I-3. Develop host community relationship with Dakota County. Identify bargaining points. II -2. By July 1, 1990, hire consultant and define work program. IV -2. Agree on the meaning of this issue. Select process for reaching agreement. IV -3. Complete process by the beginning of the Comprehensive Plan Update, July 1, 1990. -V-1. Identify the means to maintaining open/rural areas. VII -l. Establish a policy to continue citizen involvement - communications whenever feasible. IX -2. Determine process for identifying business suitable for Rosemount. IX -3.- Determine process for recruiting businesses. 6 3-6 Months (cont,) XI -1. Define "Downtown Area." XI -2. Assess businesses and services not currently available in Downtown Rosemount. XI -3. Discussion of businesses which might- relocate out of Downtown. XII -1. Determinea process to prioritize and meet the city's special needs to the year 2000. 7.-12 Month Activities II -3. Implement process. XIII -2. Assess terms of permit approval 1991 Activities II -4. Completion/Adoption of plan by June, 1991. While staffing on special projects and city staffing, in general, were not priority issues for this session, the numbers of tasks to be accomplished in the 3-6 month time period would suggest some discussion is needed. Summary and Conclusions: The goals session achieved its two broad purposes: first, an issues prioritization was determined; and, second, a workplan for 1990 was agreed upon. However, like any strategic planning document, these results should not be considered permanent. They should be evaluated periodically and re -appraised, particularly at the end of six months. The session indicated another very important fact: a solid accord of both City Council and Staff on the major issues facing Rosemount and a surprisingly high level -of consensus on the approaches to be used in examining the issues of the day. 7 GENERAL COMMUNITY DEVELOPMENT/LAND USE ISSUES Ouality of Life A. Parks / Open Space B. General Recreational C. Quality / Diverse Housing D. Services E. Taxes F. Balance of Small Town with Growth Economic Development A. Downtown B. Industrial C. Retail D. Commercial E. Land Use F. University of Minnesota Communication (City involvement Process) A. On issues before Council B. General Public Information (i.e. newspaper) C. Between Commissions / Council D. Between Staff and Council City Infrastructure A. City Facilities B. City Streets, Sewer, Water, Stormwater Environmental A. Management of Waste Programs B. Working with Industries, existing and new C. Interacting with outside agencies (i.e. County, MPGA, U of M) ROSEMOUNT CITY PROCEEDINGS SPECIAL MEETING APRIL 28, 1992 Pursuant to due call and notice thereof a Special Meeting of the City Council of the City of Rosemount was duly held on Tuesday, April 28, 1992, at 6:40 p.m. in the Council Chambers. Mayor McMenomy called the meeting to order with Councilmembers Klassen, McMenomy, Staats, and Wippermann present. Councilmember Willcox arrived at 6:55 p.m.. Staff present were: Aker, Bechtold, Freese, Jilk, Knutsen, May, and Wasmund. City Administrator Jilk advised the purpose of the meeting was to have the City Council and City Department Heads discuss mutual concerns regarding communication, cooperation and decision making. Klassen recruested to set a Special Council meeting for airport discussion. MOTION by Klassen to set a Special Council Meeting for May 12, 1992 at 7:00 p.m. for the purpose of hearing a presentation by Metropolitan Council and Metropolitan. Airport Commission on the airport planning process. Second by McMenomy. Ayes: 4. Nays: 0. Council and Department Heads then_ discussed the following issues: 1. Positive reinforcement of committees/commissions 2. Budget process and Council involvement 3. Administrations role in budget/operations 4. Communication between Council and staff on decisions and the need for strong recommendations from staff. 5. Improving the substance of reports to Council from staff. 6. The need for Council preparation for Council meetings. 7. Staff suvzort of the Council and the Councils support of s t a f f . 8. The importance of staff presenting "pros" and "cons" on recommendations to Council. 9. The need to communicate and involve Council in certain processes. MOTION by McMenomy to adjourn. ATTEST: E.B. McMenomy, Mayor Second by Klassen. Ayes: S. Nays: 0. Respectfully submitted, Stephan Jilk,- City Administrator ROSEMOUNT CITY PROCEEDINGS SPECIAL MEETING MAY 13, 1992 Pursuant to due call and notice thereof a Special Meeting of the City Council of the City of Rosemount was duly held on Wednesday, May 13, 1992, at 6:30 p.m. in the Council Chambers for the purpose to provide City Council with input on goals for the City in 1992 in preparation for the June 15, 1992 Special City Council/Department Head Goal Setting Session. Mayor McMenomy called the meeting to order with Councilmembers Klassen, Staats and Wippermann present. Commissioners present were Planning: Baago, Busho; Parks & Recreation: John Howard, Jerry Puciaty; Port Authority: Anderson, Dunn, Edwards, Mawe (McMenomy, Wippermann). Staff present: Attorney Mike Miles, City Administrator Stephan Jilk, Planning Director Lisa Freese. Mayor McMenomy led the group in the Pledge of Allegiance. Mayor McMenomy advised those present that the City Council called this Special Council Meeting for the purpose of taking input from commission members to assist the City Council in establishing goals for 1992. The City Council then entertained suggestions for issues and ideas to address in the goal setting. These issues and ideas presented were grouped into generally defined areas as follows: INFRASTRUCTURE 1) Public Safety; support continued upgrading of public safety departments to maintain services. 2) Police Services; community awareness/visibility 3) Match level of service to growth 4) Look at alternatives to meeting these service levels 5) Focus on service needs: a. Sewer and Water, support expansion of sewer treatment facilities. b. Support sewer and water extension to light industrial development areas. c. Sufficient staffing to support building programs and expansion 6) Transportation; public transportation to serve community ECONOMIC DEVELOPMENT 1) Accessible downtown parking 2) Complete downtown development plan 3) Establish retail zoning on CR42 4) Support Retail/Service businesses 5) Highway 3 (downtown) status planning 6) Establish industrial park; zoning and utilities 7) Economic development promotion/recruitment ROSEMOUNT CITY PROCEEDINGS SPECIAL MEETING MAY 13, 1992 8) Infrastructure to support economic growth 9) Employment opportunities 10) Complete ice arena - now 11) Highway 52 Corridor utilities for development 12) Develop public/private partnerships for development 13) Complete Strese Oil project soon 14) Balance economic/residential growth 15) Select site for industrial park 16) Utilize Comprehensive guide plan for downtown development 17) Determine what "downtown" really is. PLANNING 1) Complete Comprehensive Guide Plan 2) Support no greater than 500-. increase in population over life of Comprehensive Guide Plan 3) Support park development per Parks Master Plan PUBLIC COMMUNICATION 1) Council/commission - communicate purpose and direction to commissioners 2) Friendly meeting place for all ages 3)_ Utilize cable channel for public information 4) Public information network (i.e. sc.00ls, organizations, city) 5) Continue "Town Meeting" process 6) Encourage cable system expansion 7) Staff, Council, Commissions communications QUALITY OF LIFE 1) Def ine 2) Continue to support "Family Friendly Factors". MOTION by McMenomy to adjourn the meeting. Second by Klassen. The meeting was adjourned at 10:20 p.m.. ATTEST: E.B. McMenomy, Mayor 2 Respectfully submitted, Stephan Jilk City Administrator AGENDA: 4:00 REVIEW OUTCOMES/AGENDA REVIEW AREAS & ISSUES, May 13, 1992 4:45 CRITICAL PROBLEMS - Impact: refers to positive effect that addressing problem has on mission - Urgent: refers to timing - Feasible: refers to practicality and probability 5:30 REVIEW CRITICAL PROBLEMS - Understandable - Manageable 6:00 DINNER & DESIRED OUTCOMES 7:00 FORCES FOR/BARRIERS TO ACHIEVING OUTCOMES 8:15 DEVELOPING WORK PROGRAMS - Part 1 - Part 2 9:30 FULL REVIEW 10:00 ADJOURN Strategic Visioning* Executive Development oConference Facilitation • • P.O. Box 9975 Donald E Bargen St- Paul, MN 55109 —� •— 612/481-9335 Organizational Consultant FAX: 612/486-9861 •� /• • Deerwood. MN 218/534-3067 CITY OF ROSEMOUNT June 15, 1992 OUTCOMES: - + TO IDENTIFY CRITICAL ISSUES TO BE ADDRESSED BY CITY ADMINISTRATION IN 1992 - 1994 + TO DEVELOP SPECIFIC 90 -DAY WORK PROGRAMS TOWARD EFFECTING OUR DESIRED OUTCOMES - AGENDA: 4:00 REVIEW OUTCOMES/AGENDA REVIEW AREAS & ISSUES, May 13, 1992 4:45 CRITICAL PROBLEMS - Impact: refers to positive effect that addressing problem has on mission - Urgent: refers to timing - Feasible: refers to practicality and probability 5:30 REVIEW CRITICAL PROBLEMS - Understandable - Manageable 6:00 DINNER & DESIRED OUTCOMES 7:00 FORCES FOR/BARRIERS TO ACHIEVING OUTCOMES 8:15 DEVELOPING WORK PROGRAMS - Part 1 - Part 2 9:30 FULL REVIEW 10:00 ADJOURN Strategic Visioning* Executive Development oConference Facilitation THE WAY WE WANT THINGS TO BE: DESIRED OUTCOME ONCE WE HAVE ADDRESSED OUR PROBLEM, HOW WILL THINGS BE DIFFERENT? DESCRIBE THE DESIRED OUTCOME. WHAT WOULD EXIST THAT DOESN'T EXIST NOW? WHAT WOULD BE HAPPENING THAT DOESN'T HAPPEN NOW? WHAT PATTERNS OF BEHAVIOR THAT ARE CURRENTLY IN PLACE WOULD BE ELIMINATED OR CHANGED? WHAT WOULD THERE BE MORE OF? WHAT WOULD THERE BE LESS OF? WHO WOULD BENEFIT IN WHAT WAYS? IN A SENTENCE, OUR DESIRED OUTCOME IS: Page 5 (Pity ofCRosemount PhVK (ett) 4234411 2676 -145th a" WW, po4amo^ Mhr4WU FAX (612) 423-5203 Maiinp Addnas PA. t3oz StO, Rnaamaumt, AAinnaot4 S SQ68L516 JUNE 14, 1992 4:00 p.m. - 10:00 p.m. AREAS AND ISSUES Rosemount City Proceedings Special Meeting May 13, 1992 INFRASTRUCTURE MAYOR Id L MOMCQ*my In Klaum M4Q) snare y wilco wwo.fi1W"I 1. Public Safety; support continued upgrading of public safety departments to maintain services 2. Police Services; community awareness/visibility 3. Match level of service to growth 4. Look at alternatives to meeting these services levels 5. Focus on service needs: - Sewer & Water, support expansion of sewer treatment facilities; - Support sewer and water extension to light industrial development areas - Sufficient staffing to support building programs and expansion 6. Transportation; public transportation to serve community ECONOMIC DEVELOPMENT 1. Accessible downtown parting 2. Complete downtown development plan 3. Establish retail zoning on CR42 4. Support Retail/Service businesses 5. Highway 3 (downtown) status planning 6. Establish industrial park; zoning and utilities 7. Economic development - promotion/recruitment G. Infrastructure to support economic growth jok 9. Employment opportunities 10. Complete ice arena - no 11. Highway 52 Corridor utilities for development 12. Develop public/private partnerships for development 13. Complete Strese Oil project soon 14. Balance economic/residential growth 15. Select Site for industrial park 16._ Utilize Comprehensive Guide Plan for downtown development 17. Determine what "downtown" really is PLANNING 1. Complete Comprehensive Guide Plan 2. Support no greater than 50% increase in population over life of Comprehensive Guide Plan 3. Support park development per Parks Master Plan PUBLIC COMMUNICATION 1. Council/commission - communicate purpose and direction to commissioners 2. Friendly meeting place for all ages 3. Utilize cable channel for public information 4. Public information network (i.e. schools, organizations, city) 5. Continue "Town Meeting" progress 6. Encourage cable system expansion 7. Staff, Council, Commissions communications. QUALITY OF LIFE 1. Define 2. Continue to support "Family Friendly Factors" Page 2 THE CRITICAL PROBLEM A. IN OUR AREA, WHAT IS THE PROBLEM WE NEED TO WORK ON? B. WHY IS IT A PROBLEM? WHAT IS IT ABOUT THIS SITUATION THAT KEEPS US FROM BEING A HEALTHY COMMUNITY? WHAT COMMUNITY VALUES DOES THIS SITUATION "VIOLATE"? C. WHAT ARE KEY FACTORS CAUSING THIS PROBLEM Page 3 WHAT ARE THE IMPORTANT CONSEQUENCES OF PROBLEM D. WHO'S INVOLVED WHO ELSE SEES THIS AS A PROBLEM (GROUP OR INDIVIDUAL) WHO IS MOST AFFECTED BY THE PROBLEM E. DEFINE THE PROBLEM IN ONE SENTENCE: Page 4 THE WAY WE WANT THINGS TO BE: DESIRED OUTCOME ONCE WE HAVE ADDRESSED OUR PROBLEM, HOW WILL THINGS BE DIFFERENT? DESCRIBE THE DESIRED OUTCOME. WHAT WOULD EXIST THAT DOESN'T EXIST NOW? WHAT WOULD BE HAPPENING THAT DOESN'T HAPPEN NOW? WHAT PATTERNS OF BEHAVIOR THAT ARE CURRENTLY IN PLACE WOULD BE ELIMINATED OR CHANGED? WHAT WOULD THERE BE MORE OF? WHAT WOULD THERE BE LESS OF? WHO WOULD BENEFIT IN WHAT WAYS? IN A SENTENCE, OUR DESIRED OUTCOME IS: Page 5 OUR DESIRED OUTCOME; -------------------------------------------------- Page 6 ORGANIZING OUR PROJECT PART 1: OVERALL PROJECT PROCESS A. IDENTIFY CRITICAL MILESTONES FOR THE PROJECT TO ACHIEVE. THESE SHOULD BE THE MAJOR ACTIVITIES OR BENCHMARKS YOU WILL BE WORKING TOWARD DCURING THE LIFE OF THE PROJECT. B. FOR EACH MILESTONE, IDENTIFY THE FOLLOWING: 1. ESTIMATED DATE OF COMPLETION 2. WHO WILL BE RESPONSIBLE FOR ACHIEVING THIS MILESTONE 3. STAKEHOLDERS WE NEED TO INVOLVE IN ACHIEVING THIS MILESTONE Page 7 PART 2: SHORT-TERM OR WORK PROGRAM After reviewing the milestones you have identified for the entire project, focus now on those specific work tasks which must be initiated and/or completed within the next 90 days in order for you to achieve the milestone objectives. After identifying the tasks, identify the date by which the task needs to be completed and the name of the person who whill be responsible for that task. Being responsible doesn't have to mean doing all the work! It only means that you will make sure the work is done. Finally, identify other persons or groups from the community to be involved in each task. A. TASK 1 2 3 4 5 COMPLETION DATE RESPONSIBLE OTHERS B. TASK 30 DAYS 60 DAYS 90 DAYS OTHERS 1 r 2 rw►s�y 3 _ PquL 4 J EM , 1 5 A6YSSA C. PERSON TASK STARTED BY COMPLETE BY OTHERS 1 2 3 4 5 Page 8 Strategic Visioning \' •� Executive Development —• •— Conference Facilitation Donald F. Bargen Organizational Consultant P.O. Box 9975 St. Paul, MN 551 Q9 612/481-9335 Deerwood, MN Far- Al WARAARR1 91 R /FRd.RnA7 ,P,at&-ovw