SPECIAL CITY COUNCIL MEETING
STRATEGIC
AUGUST 14, 2007
The meeting was called to
order by President Pleasant at 7:00 p.m.
MEMBERS PRESENT: Mr. Fogt, Mr.
Pleasant, Mr. Burke, Mr. Reams, Mr. Gore
Mr.
Marshall (arrived 7:25 p.m.) Absent:
Ms. Sellers
AGENDA:
Strategic Plan for the City of
Mr. Pleasant began by saying
the Intent of this meeting is to confirm that the City has a Vision/Mission and
Objectives. He felt the Action Plans
should be handled separately.
Mr. Pleasant noted that he
was not at the original meeting, but his understanding was that the group
established the five categories for the Strategic Objectives, then broke down into subgroups to come up with Action Steps.
Group agreed. Mr. Gore stated some of the Action Steps have
been completed. His Communication Committee
has completed most of that group’s Action Steps.
Mr. Pleasant’s
experience with Strategic Plans has been that the objectives and action plans should tie back to the Vision/Mission or it’s
not a Strategic Plan.
Mr. Reams feels some of the plans
do not support the vision as directly as the group was tasked with. He feels they didn’t have time in the workshop
to really explain what the next task should be and what the next level of goals
should be in order to achieve our vision.
Mr. Pleasant feels Council
should look at Vision/Mission and Objectives and have that be our Strategic
Plan, and then have the Action Plans driven towards the City’s strategy.
Mr. Reams feels a crucial
step in the workshop was missing because too much time was spent working on the
vision, and they weren’t able to get to the part on the objectives; that the
group missed a lot of the training, interaction and direction on how to get the
objectives that would lead and support the vision. He
would like to have the facilitators who facilitated the first meeting, return
to assist the City in making sure the objectives and action plans are tied to
the Vision/Mission. Mr. Burke agreed. Things were moving along pretty good up until
December, particularly on his Finance Committee on infrastructure improvements
and the assigned tasks, but pretty much came to a stop not knowing where the
growth was going to be or how it was going to be handled in terms of infrastructure,
etc. He feels he lost incentive and
direction and noted only a few hours were spent on the final action steps. He agreed with spending money to have an
outside person come in, one who is more professional and has the ability to
demand something of the group from an outside source, because of the tasks that
everybody currently does in their jobs.
Personally feels it would be more of an incentive and direction for him.
Ms. House felt that three of
the categories, Economic Development, Finances and Communication are the City’s
strengths, and Infrastructure and Planning are not the strong areas. Infrastructure and Planning are more complex,
so those two areas may need more work.
Mr. Gore agreed.
Ms. House explained how the
Strategic Plan flow chart was compiled. There
was staff people assigned to each category to work along with Council
members. Staff met once a month and the
Strategic Plan was a topic on the agenda each month. Later in the year, nothing was happening with
the Strategic Plan, so she called Mr. Gore and offered her staff’s assistance
in putting the Plan together from the information provided from previous
subcommittee meetings. At the end of
the year, the staff met, compared notes and drafted this document.
Ms. House recommended
reviewing the Plan each year, and once a project is completed, remove it from
the Strategic Plan and possibly add something that needs to be included.
Group reviewed the Objectives
to see if they were tied to the Vision.
Infrastructure
Mr. Reams feels the
Objectives and Action Steps look pretty good, but it’s from that step forward that
we haven’t been able to do anything. He
noted the Action Step “Examine & implement facilities upgrades &/or
replacement for PSC, PD, Fire/EMS, City Hall Admin. Offices,
Municipal Court. WRF, Water Plant, Storage, Parks
& Cemetery.” He doesn’t feel
this particular list was put together with the Vision Statement in mind. He thinks it was a list of needs identified
by department heads, more a list of capital needs rather than a visioning
process. Need to fill in the gap of
where we’re at and where we want to be.
Mr. Gore suggested that the
Vision Statement is so broad that everything we do in the City contributes to
it. He feels all the Objectives in the
five categories contribute to a safe, friendly hometown where families and
economic opportunity grow together.
Mr. Pleasant questioned
whether the Action Steps are tied to the Objectives. He feels this is where the assistance is
needed. Mr. Reams agreed.
Mr. Gore feels the Action
Steps do tie to the Vision. Anything
that is identified in this City for improvement, contributes to making it a
better place, etc. Mr. Gore felt if
assistance is needed tying the Action Plans to the Vision, he’s not sure a
facilitator could draw any more out, may need experts to do that, i.e.
engineer.
Mr. Pleasant doesn’t feel a
governing body should be in the Action Steps process. Actions Steps are project based. Council’s role should be the Vision and
Strategic Objectives and those are the two things Council needs to
confirm/accept.
Mr. Fogt
expressed concern with proposed Charter changes noted in the Planning Action
Steps. Mr. Gore said that all proposed
changes would have to come before Council first and then put on the ballot for
the people to vote on.
Council had no further concerns
with the Strategic Objectives as presented.
Mr. Gore pointed out that it’s a living document. If you discover something along the way,
handle it then.
Mr. Marshall expressed
concern with Council getting too involved in the Action Steps. Feels it’s more of an Administrative function
with a periodic review of the Action Steps by City Council. It was agreed that Council will take whatever
action is needed to accept the Vision/Mission and Strategic Objections. The Plan will be reviewed annually.
The Clerk will check with the
Law Director to see if a resolution is in order for Council’s acceptance of the
Plan or is a voice vote adequate.
Mr. Reams would like to have
the original facilitators come back for the next step, as they are familiar
with the Plan. Ms. House will contact
the facilitator at
ADJOURNMENT: There being no further business to come
before Council, the meeting adjourned at 8:00 p.m.