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HomeMy WebLinkAbout5.c. Goal Setting ProcessCITY OF ROSEMOUNT EXECUTIVE SUMMARY FOR ACTION CITY COUNCIL MEETING DATE: APRIL 21, 1992 AGENDA ITEM: GOAL SETTING PROCESS AGENDA SECTION: OLD BUSINESS PREPARED BY: STEPHAN JILK, CITY ADMINISTRATOR AGENDA IM— ffEM 5C ATTACHMENTS: MEMO, PROCESS OUTLINE Per the Councils direction we have provided further informtion on the goal setting process for 1992. The next step in the process will be: April 28 - Meeting with Department Heads May 13 Meeting with City Commissions June 19 - Meeting with Department Heads to set 1992 goals Attached is a brief memo with comments on these meetings and recommendation for the use if a facilitator for the 1992 goal setting session on June 9. RECOMMENDED ACTION: Motion to direct City Administrator to provide recommendation on facilitator and location for goal setting session on June 9, 1992. COUNCIL ACTION: �ity of Rosemount PHONE (612) 4234411 2875 - 145th Street West, Rosemount, Minnesota MAYOR FAX (612)4235203 Mailing Address: Edward B. McMenomy P.O. Box 510, Rosemount, Minnesota 55068.0510 COUNCILMEMBERS Sheila Massen James (Red) Steals Harry Willcox Dennis Wippermann ADMINISTRATOR Stephan Jilk TO: Mayor E.B. McMenomy Council Members: Klasses, Staats, `llc x, Wippermann FROM: Stephan Jilk, City Administrato DATE: April 17, 1992 RE: Goal Setting Process On April 7 the City Council approved a goal setting process calendar for 1992 and 1993. It is my intention in this memo to outline a recommended process to follow in this regard. April 28, 7:00 p.m. City Council/Department Head meeting. In order that the Council and staff have an opportunity to begin the goal setting process we will have a meeting on April 28. At this meeting we would hope that Council and staff can air each others concerns about how successful or lacking our communication, direction, and team efforts have been. Before we move on to a major goal setting session we should have these "team work" issues on thetableand discussed so they don't get in the way of our efforts on June 9, 1992. How we communicate, how well we understand your concerns, how you understand ours and how well we work together is important and it is important to discuss these kind of issues before we move on May 13.7;00 p.m. City Council/Commissions meeting. So that your commissions may provide you with input as you and staff approach goal setting in June, we suggest a meeting with our commission members. This would be the first time we have created this opportunity for the commissions to all meet together with the council to discuss their concerns and provide input. 1 (Sve-yikcng's (Poming (U,6 RosemouniY A L= recyclCC oane, We would suggest that we would review goals established in 1990 then allow input and suggestions for goals to consider in 1992. June 9. 4:00 p.m. City Council/Department Heads Goal Setting. On June 9th we will have the opportunity to meet and establish long range goals for the City for 1992 and beyond. As we work on these goals it will be necessary to look at all issues you face as decision makers for your community. The importance of this process cannot be overstated. This is really the establishment of our "work plan" for the future. It is also a statement back to the community as to what you are saying are the important issues you think are facing the community and strategies to use to work toward solving those issues. In an attempt to better utilize the time we will have, to insure that all of our opinions are taken into consideration and so that the process gives all of 'us a quality opportunity to be involved, I would suggest the following two specific items be considered: 1) That a outside facilitator be utilized to help us with the meeting. This will give all staff and council a better chance for providing input and put pressure on no one individual to take sides or to spend the evening "running the meeting". Hired facilitators are paid to do just that - facilitate the process, do it effectively and efficiently. 2) That the evening be spent out of the City at a meeting area of our choice and where the process could be facilitated and conducted in quality surroundings. In late 1989 when we held our last session we held it in a conference setting in Eagan. The setting provided the council and staff to remove itself from "City Hall" and away from the pressures of a public setting to accomplish a great amount of work in a short period of time. I respect the comments that you may have regarding having to go "out of the community" to do this, but I feel the results will be worth those concerns and you will appreciate the opportunity. With the present council makeup, four out of five were participants in 1989 and I trust, felt the alternate location was a good idea. My estimate for costs to have the use of a facilitator, utilize a alternate site, provide a meal for the evening and complete reports, etc. for the session is set at $1,200. We have budgeted for $2,500 expenditures for this type of work in our 1992 budget. K With your approval I will arrange for the hiring of a facilitator and establish a location for that evening. I am aware of several facilitators that work with cities on this process. I would have a recommendation to you on May 5th with the final arrangements for your approval. GOAL SETTING MEETING SCHEDULE FOR 1992 & 1993 1992 City Council/Dept. Heads April 8 City Council/Commissions May 13 City Council/Dept. Heads June 9 Goal Setting City Council/Admin. Meeting August 10 Town Meeting November 19 1993 City Council/Dept. Heads City Council/Commissions City Council/Dept. Heads Goal Setting City council/Admin. Meeting City Council/Admin. Meeting Town Meeting January 27 February 10 February 24 March 15 Tues. Weds. Tues. Mon. Thurs. Wed. Wed. Wed. Mon. October 25 Mon. November 18 Thurs. 3 7:00 p.m. 7:00 p.m. 4:00 p.m. 6:30 p.m. 6:30 p.m. 7:00 p.m. 7:00 p.m. 4:00 p.m. 6:30 p.m. 6:30 p.m. 6:30 p.m.