Loading...
HomeMy WebLinkAbout15.F.6. Set Date for Goals and Objectives Workshop IS. Fb - CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Goals and Objectives - Workshop Setting DATE: January 29,2004 INTRODUCTION: The Council is asked to set a time and format in which to meet to identify goals and objectives for 2004, BACKGROUND: Attached are the goals and objectives which were established by the previous City Council at a workshop held in January, 2003. As shown, it identified short-term goals (those needing up to 24 months to accomplish), and medium term goals - those taking two to five years to attain. A status report on each is included. The Council has had annual goal and objective setting sessions for approximately the last four years. One concern that I have had is that while the goals and objectives have been set, there has not been a good "implementation" component to that. In order to be totally effective, the goals and objectives need to be tied to budgetary and other resource considerations. For that reason, not all ofthe goals and objectives that have been identified have been realistic, or obtainable when the true costs were later considered. FORMAT: The goals and objective sessions held previously have been self-directed, and usually have entailed a workshop lasting approximately two hours. While this is a vast improvement over what had been done previously (no real goal and objectives set, other than those established de facto in the budget each year), there still leaves a great deal to be improved. Both City Councilmembers and department heads would benefit, I believe, by having an outside facilitator lead this discussion. That would allow staff to fully participate, and would offer an opportunity for the City Council to work more efficiently as a team, What I would suggest is an all day workshop, or "retreat". One individual whom I recommend as a facilitator is Don Salverda. Mr. Salverda is the leader of an effective management class that I am currently taking. He is a former Ramsey County Commissioner, and works with many municipalities throughout the Twin Cities in establishing goals and objectives - type retreats. BUDGET IMPACT: Mr. Salverda charges $2500 for an all day event. While that may seem like a lot (compared with what we have budgeted in the past for these sorts of things), I believe that this is worthwhile, especially this year with two new members of the City Council. There is $50,000 budgeted for professional services to facilitate the growth management study; while goals and objectives are only a small part ofthe growth management discussion, I believe it would be a worthwhile expenditure. Mr. Salverda, and nearly anyone else who does this sort of activity, would recommend a site away from City Hall. While it is possible to rent private space somewhere, I believe that the training room at the new police building would serve adequately for this, thus saving additional expenditures. Assuming that the Council might be interested in this, I have talked with Mr. Salverda. The first Saturdays that he has open would be April 3rd, or April 17th. If the Councilmembers are willing to meet on a weekday (which I realize will necessitate the taking of a day of vacation for some of you), he could do it sooner then that, possibly Monday, February 9th, or Wednesday, February 25th. Department heads would also participate. RECOMMENDATION: I recommend that the Council establish a goals and objectives workshop, and to be led by an outside facilitator. If the Council chooses not to use a facilitator, it should at least establish an evening in which to continue the past goals and objectives practice. ACTION REQUIRED: The Council should indicate the following: 1. Whether it wishes to meet to establish goals and objectives for 2004 in a separate workshop. 2.- If so, whether it wishes to use an outside facilitator. 3. Establish a date. 11[~fI(J/~ Mark McNeill City Administrator MM:th CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Short Tenn, Medium Tenn Goals DATE: January 22, 2004 COMMENr~ On January 13, 2003 the Council met in a. workshop settu1g to discuss goals and objectives, both Sh0l1 range (up to two years) and medium range (two to five years) for the City of Shakopee. Each Cotmcilmember was then asked to identify five goals and objectives for each of those time frames. Some Councilmembers had more than five suggestions. That process identified the following goals and objectives as those of the City Council. They are ranked in descending order of number of references. I have provided a status report on each: Short Term Goals (up to 24 months) 1. Items tied for first with 4 votes: . Complete infrastructure improvements in Huber Park (River District sanitary Sewer reconstruction, and undergrounding ov-erhead power lines)/Develop Huber Park. Status: Public Works Director Bruce Loney indicates that the plans for the sanitary sewer are "90% complete", with a contract to be let in February or March. This will follow a meeting with the Bluff Avenue neighbors, who are concerned about the project's impact on them. SPUC will be under grounding the powerline that runs thru the park once the fill placement is completed. To date, approximately 20,000 yards of dirt have been filled, ..--....--.... whidi is a little more than half of what will ultimately be needed. . Do Public Works building remodeling upon Police vacating to the new building. Status: $175,000 was budgeted in 2003 for this work. However, since then an architectural study has found that the remodeling of the 1975 building to bring it up to code is not financially feasible. The focus has therefore shifted to making s.maller changes in-house to enhance the building's usability by PWuntil the SPUC site is available, and a new PW building can be constructed at that location. The cost of the interim work is anticipated to be in the $15,000 to $25,000 range, and would be done mostly by the PW employees during slower times. The new PW building would be started in the Fall of 2004, with occupancy the following summer. That is dependent upon the Council approval of preparation of plans and specifications. The City's architect for the project will be bringing in a Master Plan for the entire campus site (including a City Hall addition on the east side of Gorman) and an estimate, to the City Council meeting of January 2d/z. . Continue to work on construction of east-west roadway extensions - 17th A venue and Vierling Drive. Status: The Vierling Drive extension between Adams Street and the Orchard Park is now open, with touch-up work to be done in the Spring. 17th Avenue is now completed between CR 77 and Independence Drive, Development will allow e-y,tension of 11" east to CR 83 in 2004 or 2005. 4. Item with 3 votes: . Continue code enforcement efforts Status: This received attention as time was available from the Community Service Officers in the Police Department. Considerably work was done, but not without problems. One individual who was cited (based on complaints from neighbors) proceeded to deluge the City with his list of perceived violations, and engaged an attorney in an effort to keep the City from "harassing" him. Code enforcement proceeds, but usually on a response to complaint basis. 5. Items tied for fifth with 2 votes: . Rebuild Fourth Avenue between Marschall Road and Shenandoah Drive. Status: PW Director Loney has proceeded with this. Condemnation of the Right of Way needed has been ordered, although the City continues to negotiate with the affected property owners. Bruce anticipates an April start, with the former Viking Steel Road (now Sarazin) to be done first, so as to accommodate SPUC's move-in .-.--..-- schet1Ule lor thezr new builaing . Review and improve architectural and development standards. Status: Revisions for the multiple family and business zoning, and major recreation zoning components were approved by th.e Council in the Spring of 2003, and are now in place, These may need to be re-examined as part of the Growth Management Study. Affordable housing issues (with concerns about creating future problems). Status: This is an issue with which cities nationally have struggled, In areas where land costs are significant (as in Shakopee), an important element of affordable housing is increased densities, as well as development standards. These issues can often conflict with the architectural and development standards goal listed above. . Implement NAC's First Avenue corridor study. Status: Finished--the final report from the Northwest Associated Consultants was approved in October, but only after significant changes based on input from affected neighbors of rt Avenue. One change was to grandfather in existing uses, so that financing ofimprovementsfor current owners is now possible. Unresolved is a way to encourage long-term redevelopment or development of the 1st Avenue area. . Fire Station referendum/construct Vierling Drive Fire Station. Status: It had been anticipated that a new station on the Lions Park portion of Veiling Drive would be needed to start construction in 2004. However, based on input from the firefighters, the downtown station will remain in operation from another 5 years. Improvements such as a new roof, exterior stucco, and doors and windows are being made to extend the life of the building. The following issues received a single vote: . Adopt tree ordinance. Status: A woodland preservation (tree) was approved by the Council in Spring, 2003. Implementation and enforcement has proven problematic at times, It should be noted that a seminar to discuss new standards and issues is being scheduled for a time prior to the end of February. Builders and developers will be invited to attend and hear what new standards have been enacted by the City, and what is expected of builders in Shakopee. . Construct Valley View Road from eastern terminus of pavement, to C.R. 83. Status: Afeasibility study has been ordered, and survey information and soil borings are due by mid-Janaury. The City has been trying to make this developer driven, and reduce the potential of large amounts of assessments becoming "green acred". . Storm water management plan, including SMSC property. Status: A comprehensive storm water management plan is necessary for development both east and west ofC.R. 83. Bruce is meeting with WSB this month to update this potion of the Comprehensive Plan. The SMSC property is key to the decision. Staff has been in contact with the Tribe,' ii is felt that a meeting with Mayor Schmitt will help to move than understanding along, . Improve and maintain existing park properties. Status: Funding will be an issue - there had been concern expressed that the City was devoting too many resources to recreation, and park maintenance activities, Some park improvements are to be funded through the Park Reserve Fund; as such, given the demands on that Fund, a referendum may need to be considered. An alternative would be a reprioritization of existing expenditures, or a change in policy permitting the acceleration of the collection of park fees (perhaps at time ofp/aUing), . Construct entrance monument signs at highway approaches to the City. Status: At least one local service club, and the Chamber of Commerce are also interested in seeing this completed, However, the $25,000 funding that was proposed for FY 2004 was eliminated from the final budget. . Ensure financial integrity without tax increases. Status: It was later felt that this is an ongoing expectation of the City of Shako pee, For that reason, we did not include a separate general financial performance issue as a goal. . Update the City's comprehensive plan, including Jackson Township Status: Jackson Township was included in the NAC study earlier in 2003. NAC is now incorporating proposed changes into a draft document. Updates to the stormwater management, and transportation components of the plan are being discussed with the City's consulting engineer in January. The Comprehensive Plan will need to be tied to the anticipated Growth Management study. Medium Range Goals (2 years - 5 years) 1. Items tied for first with 3 votes: . Expand and promote Downtown/First Avenue corridor Status: Again, this will be a long-range goal of the City; it won't be completed in five years. Any changes will need to be consistent with the desires of the residents and property owners in the area north of 1st Avenue. . Construct a New City Hall Status: This is a lower priority. The vacating of the basement area by the SJPA early in 2003 opened up an additional amount of office space. We would see this as a beyond 5 year goal. The existing building does have some handicap accessibility issues to be resolved. 3. Items tied for third with 2 votes: . Address SMSC partnership Status: The City} Scott County} and the SMSC will need to workjointly to address many issues, rangingfrom shared tree trimming activities in the burial mound area of Memorial Park, developing stormwater management and transportation plans} to Fee to Trust issues. It should be an ongoing goal to cultivate and maintain positive relationships with this Shakopee neighbor; however, there was little discussion with the SMSC Business Council over the past two years. . Park land purchases Status: $1 million had been budgeted in 2003 for major land purchase, and informal negotiations took place to acquire land in Louisville Township, near the city limits; however, nothing was finalized. Given the demands on the Park Reserve Fund, it is possible that a referendum will be needed in the future. This is also an ongoing project, for as the City grows} so will the need for parkland. The earlier that sites can be determined and purchases made} the less expensive that land will be. This needs to be a high priority, . Tax Issues - keep increases under control, and reduce the subsidy of Park and Recreation Fund Status: Tax levels are somethingfor which there is an annual review (through the budget process). Subsidies to the Park and Recreation Fund will be a part of that; the policy issue for the City Council to decide is how much of park and recreation activities should be subsidized, vs. self-supporting. . 17th Avenue extension between C.R. 83, and Old Brick Yard Road Status: It is unlikely that this will be completed at the end offive years. There are many annexation issues to be addressed on the west end. Regarding affordability, construction of the roadway extensions are the most feasible they are development driven, The following issues received a single vote each, and were determined to be Medium Term-Time Permitting: I Construct Public Works salt storage building. Status: Completed in November, 2003, at a cost of $117,000. I Provide for bigger facilities for Park and Recreation Status: One of the subjects of the Park and Recreation survey. Funding is the issue. Build partnerships with other cities and counties. Status: The SCALE group formed in early 2003 goes a long way towards formalizing the City's past practices of sharing and collaboration whenever possible. . Construct new fire station in Lions Park vicinity. Status: This is also listed under the short-term goals (up to 2 years). However, a third station in the Southbridge area will also be needed within five years. The City is seeking to find a suitable parcel of land in the area south of South bridge as a potential site. . Complete construction of Valley View Road east to C.R. 83. Status: See the comments in the short-term section regarding this project. . Do housing code enforcement. Status: First, the City would need to adopt a housing code; these are typically not common in suburban areas. Then, there would need to be a commitment of resources for both enforcement and follow up, as this could not be done with existing staff. The acloption of a strict housing code may also impact affordability issues. 'V~./~,(!. VVtcILM.f Mark McNeill City Administrator MM:th Cc: City Council February 2004 February 2004 March 2004 5 M T W T F 5 5 M T W T F 5 1 2 3 4 5 6 7 1 2 3 4 5 6 8 9 10 11 12 13 14 7 8 9 10 11 12 13 15 16 17 18 19 20 21 14 15 16 17 18 19 20 22 23 24 25 26 27 28 21 22 23 24 25 26 27 29 28 29 30 31 Monday luesaay . Friday · Sat/Sun Ili!!:,:ie :: 1!/:l':i!i::::::I':/I'::>/i.l':: ../::i:!;::: I':/::::I':!II;;:! >1::!!!:I'::i::: :1:/:: '.1': /:i::!i>:i!I':!>II':!::V01:I.::ww::w:: 1:::..G8 ill:::!~:!n!~W/;:lI1ii:lii!I:::didi:::@:>>!: :y!:......::::x>!>::: e/;:::M: !eeMeM!e::!.:!'!.::::::.'.::::::::: IW:I'::::...I': .....: M:Me:: :!> :::::::m:::::e:.iii:iiiiiii.:liii. Februarvl 2 3 <I S 6 5:00pm SPUC Meeting 7:00pm City Council Meeting 7:00pm Planning Commission E 9 10 -11 12 13 14 6:00pm EDAC 7:00pm Environmental 1t; 16 17 18 19 20 21 8:00am City Hall Closed 8:00pm City Council Meeting 7:00pm Telecommunications 5:00pm SPUC Meeting 22 23 24 25 26 27 28 7:00pm Park and Recreation 2<; Toni Huber 1 1/29/04 March 2004 March 2004 April 2004 S M T W T F S S M T W T F S 1 2 3 4 5 6 1 2 3 7 8 9 10 11 12 13 4 5 6 7 8 9 10 14 15 16 17 18 19 20 11 12 13 14 15 16 17 21 22 23 24 25 26 27 18 19 20 21 22 23 24 28 29 30 31 25 26 27 28 29 30 Monday Tuesday Wednesday Thursday Friday Sat/Sun .'. March1 ..., '. ...... :", .':' :' . "':'" .... . :.. .. .". : ,..:. 4 :'.~ '. . I', . . ,::"'1. r; Ii.... .' '.. . ", t 6 7:00pm City Council Meeting 7:00pm Telecommunications 7:00pm Planning Commission .,:,... .'. .......::.. 6:00pm EDAC Meeting 7:00pm Environmental ..;.::;.." ......::.. 5:00pm SPUC Meeting 7:00pm City Council Meeting 7:00pm Planning Commission .....:. ';'"/.T:l .:'"... ':i'. '::i. ~ :.i..., ""::.'. ....d:: ""1':'". : '.. . i'fh. . :....:!.:::.. 7:00pm Park and Rec Meeting .-it.' . 7:00pm City Council Toni Huber 1 1/29/04 April.2004 April 2004 Thursday Friday Sat/Sun A rill 2 3 5:00pm SPUC 7:00pm City Council 7:00pm Telecommunications 7:00pm Planning Commission 14 15 16 1 6:00pm EDAC 7:00pm Environmental 19 21 22 5:00pm SPUC 7:00pm City Council 7:00pm Planning Commission 26 28 29 7:00pm Park & Rec Toni Huber 1 1/29/04 e e . CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Short Term, Medium Term Goals DATE: January 22, 2004 COMMENT: On January 13, 2003 the Council met in a workshop setting to discuss goals and objectives, both short range (up to two years) and medium range (two to five years) for the City of Shakopee. Each Councilmember was then asked to identify five goals and objectives for each of those time frames. Some Councilmembers had more than five suggestions. That process identified the following goals and objectives as those of the City Council. They areranked in descending order of number of references. I have provided a status repOli on each: Short Term Goals (up to 24 months) 1. Items tied for first with 4 votes: . Complete infrastructure improvements in Huber Park (River District sanitary Sewer reconstruction, and undergrounding overhead power lines)/Develop Huber Park. Status: Public Works Director Bruce Loney indicates that the plans for the sanitary sewer are "90% complete", with a contract to be let in February or March. This will follow a meeting with the Bluff Avenue neighbors, who are concerned about the project's impact on them. SPUC will be under grounding the powerline that runs thru the park once the fill placement is completed, To date, approximately 20,000 yards of dirt have been filled, ".n__ .....................-...-...---- whTcli is a little more than7ia7J of what will ultimately be needed. . Do Public Works building remodeling upon Police vacating to the new building. Status: $175,000 was budgeted in 2003 for this work. However, since then an architectural study has found that the remodeling of the 1975 building to bring it up to code is not financially feasible. The focus has therefore shifted to making smaller changes in-house to enhance the building's usability by PW until the SPUC site is available, and a new PW building can be constructed at that location. e e . The cost of the interim work is anticipated to be in the $15,000 to $25,000 range, and would be done mostly by the PW employees during slower times. The new PW building would be started in the Fall of 2004, with occupancy the following summer. That is dependent upon the Council approval of preparation of plans and specifications, The City's architectfor the project will be bringing in a Master Plan for the entire campus site (including a City Hall addition on the east side of Gorman) and an estimate, to the City Council meeting of January 20t/1. . Continue to work on construction of east-west roadway extensions - 17th A venue and Vierling Drive. Status: The Vierling Drive extension between Adams Street and the Orchard Park is now open, with touch-up work to be done in the Spring. 1 ih Avenue is now completed between CR 77 and Independence Drive. Development will allow extension of 1 ih east to CR 83 in 2004 or 2005. 4. Item with 3 votes: . Continue code enforcement efforts Status: This received attention as time was available from the Community Service Officers in the Police Department. Considerably work was done, but not without problems. One individual who was cited (based on complaints from neighbors) proceeded to deluge the City with his list of perceived violations, and engaged an attorney in an effort to keep the City from "harassing" him. Code enforcement proceeds, but usually on a response to complaint basis, 5. Items tied for fifth with 2 votes: . Rebuild Fourth Avenue between Marschall Road and Shenandoah Drive. Status: PW Director Loney has proceeded with this, Condemnation of the Right of Way needed has been ordered, although the City continues to negotiate with the affected property owners. Bruce anticipates an April start, with the former Viking Steel Road (now Sarazin) to be done first, so as to accommodate SPUC's move-in ----'...-.--.--..SChea.UZe 10rtl1.ezr new buzZ-ding ..--------.- ,. - . Review and improve architectural and development standards. Status: Revisions for the multiple family and business zoning, and major recreation zoning components were approved by the Council in the Spring of 2003, and are now in place. These may need to be re-examined as part of the Growth Management Study. . e e Affordable housing issues (with concerns about creating future problems). Status: This is an issue with which cities nationally have struggled. In areas where land costs are significant (as in Shako pee), an important element of affordable housing is increased densities, as well as development standards. These issues can often conflict with the architectural and development standards goal listed above. . Implement NAC's First Avenue corridor study. Status: Finished--the final report from the Northwest Associated Consultants was approved in October, but only after significant changes based on input from affected neighbors of rt Avenue. One change was to grandfather in existing uses, so that financing of improvements for current owners is now possible. Unresolved is a way to encourage long-term redevelopment or development of the rt Avenue area. . Fire Station referendum/construct Vierling Drive Fire Station. Status: It had been anticipated that a new station on the Lions Park portion of Veiling Drive would be needed to start construction in 2004. However, based on input from the firefighters, the downtown station will remain in operation from another 5 years. Improvements such as a new roof, exterior stucco, and doors and windows are being made to extend the life of the building. The following issues received a single vote: . Adopt tree ordinance. Status: A woodland preservation (tree) was approved by the Council in Spring, 2003. Implementation and enforcement has proven problematic at times. It should be noted that a seminar to discuss new standards and issues is being scheduled for a time prior to the end of February. Builders and developers will be invited to attend and hear what new standards have been enacted by the City, and what is expected of builders in Shakopee. . Construct Valley View Road from eastern terminus of pavement, to C.R. 83. Status: Afeasibility study has been ordered, and survey information and soil borings are due by mid-Janaury. The City has been trying to make this developer driven, and reduce the potential of large amounts of assessments becoming "green acred". . Storm water management plan, including SMSC property. Status: A comprehensive storm water management plan is necessary for development both east and west ofC.R. 83. Bruce is meeting with WSB this month to update this potion of the Comprehensive Plan. The SMSC property is key to the decision. Staff e e . has been in contact with the Tribe; ii is felt that a meeting with Mayor Schmitt will help to move than understanding along. . Improve and maintain existing park properties. Status: Funding will be an issue - there had been concern expressed that the City was devoting too many resources to recreation, and park maintenance activities. Some park improvements are to be funded through the Park Reserve Fund; as such, given the demands on that Fund, a referendum may need to be considered. An alternative would be a reprioritization of existing expenditures, or a change in policy permitting the acceleration of the collection of park fees (perhaps at time of platting). . Construct entrance monument signs at highway approaches to the City. Status: At least one local service club, and the Chamber of Commerce are also interested in seeing this completed. However, the $25,000 funding that was proposed for FY 2004 was eliminated from the final budget. . Ensure financial integrity without tax increases. Status: It was later felt that this is an ongoing expectation of the City of Shako pee. For that reason, we did not include a separate generalfinancial performance issue as a goal. . Update the City's comprehensive plan, including Jackson Township Status: Jackson Township was included in the NAC study earlier in 2003. NAC is now incorporating proposed changes into a draft document. Updates to the stormwater management, and transportation components of the plan are being discussed with the City's consulting engineer in January. The Comprehensive Plan will need to be tied to the anticipated Growth Management study. Medium Range Goals (2 years - 5 years) 1. Items tied for first with 3 votes: . Expand and promote Downtown/First Avenue corridor Status: Again, this will be a long-range goal of the City; it won't be completed infive years. Any changes will need to be consistent with the desires of the residents and property owners in the area north of 1st Avenue. e e . Construct a New City Hall Status: This is a lower priority. The vacating of the basement area by the SJPA early in 2003 opened up an additional amount of office space. We would see this as a beyond 5 year goal. The existing building does have some handicap accessibility issues to be resolved. 3. Items tied for third with 2 votes: . Address SMSC partnership Status: The City, Scott County, and the SMSC will need to workjointly to address many issues, ranging from shared tree trimming activities in the burial mound area of Memorial Park, developing stormwater management and transportation plans, to Fee to Trust issues. It should be an ongoing goal to cultivate and maintain positive relationships with this Shako pee neighbor; however, there was little discussion with the SMSC Business Council over the past two years. . Park land purchases Status: $1 million had been budgeted in 2003 for major land purchase, and informal negotiations took place to acquire land in Louisville Township, near the city limits; however, nothing was finalized. Given the demands on the Park Reserve Fund, it is possible that a referendum will be needed in the future. This is also an ongoing project, for as the City grows, so will the need for parkland. The earlier that sites can be determined and purchases made, the less expensive that land will be. This needs to be a high priority. . Tax Issues - keep increases under control, and reduce the subsidy of Park and Recreation Fund Status: Tax levels are something for which there is an annual review (through the budget process). Subsidies to the Park and Recreation Fund will be a part of that; the policy issue for the City Council to decide is how much of park and recreation activities should be subsidized, vs. self-supporting, . 17th Avenue extension between C.R. 83, and Old Brick Yard Road Status: It is unlikely that this will be completed at the end offive years. There are many annexation issues to be addressed on the west end. Regarding affordability, construction of the roadway extensions are the most feasible they are development driven. The following issues received a single vote each, and were determined to be Medium Term- Time Permitting: e e , . Construct Public Works salt storage building. Status: Completed in November, 2003, at a cost of $117,000. . Provide for bigger facilities for Park and Recreation Status: One of the subjects of the Park and Recreation survey. Funding is the issue. Build partnerships with other cities and counties. Status: The SCALE group formed in early 2003 goes a long way towards formalizing the City's past practices of sharing and collaboration whenever possible. . Construct new fire station in Lions Park vicinity. Status: This is also listed under the short-term goals (up to 2 years). However, a third station in the Southbridge area will also be needed within five years. The City is seeking to find a suitable parcel of land in the area south ofSQuthbridge as a potential site. . Complete construction of Valley View Road east to C.R. 83. Status: See the comments in the short-term section regarding this project. . Do housing code enforcement. Status: First, the City would need to adopt a housing code; these are typically not common in suburban areas. Then, there would need to be a commitment of resources for both enforcement and follow up, as this could not be done with existing staff. The adoption of a strict housing code may also impact affordability issues. 'V;./~<fJ yt~/LPi1I Mark McNeill City Administrator MM:th Cc: City Council , /5FG. -, Donald Salverda & Associates \ Roseville Professional Center' Suite 511 · 2233 N. Hamline Avenue · Roseville, MN 55113 (651) 484-1335 A PROPOSAL FOR A 'h LEADERSH~-GOALSETnNG- PLANNING RETREA T FOR THE CITY OF SHAKOPEE Proposal To Mr. Mark McNeill City Administrator Proposed By Don Salverda Co ns u Ita ntlF a cil itato r . ,- f WHY HAVE A LEADERSHIP - GOAL SETTING - PLANNING RETREAT? 1) ORGANIZATIONS NEED TO PERIODICALLY ASSESS THEIR PROGRESS, RE-ESTABLISH DIRECTION, AND ENHANCE TEAM SPIRIT 2) HOW WELL THE COUNCIL MEMBERS, CITY ADMINISTRATOR, AND DEPARTMENT HEADS COMMUNICATE AND WORK TOGETHER IS KEY TO THE CITY'S EFFECTIVENESS 3) IT'S EASIER TO DEVELOP CONSENSUS ON ISSUES, OPPORTUNITIES, AND GOALS IN AN OFF-SITE RELAXED ENVIRONMENT RATHER THAN THE FORMALITY OF THE NORMAL WORK ENVIRONMENT 4) 'A LEADERSHIP - GOAL SETTING - PLANNING RETREAT IS AN EXCELLENT WAY TO INTEGRATE NEW MEMBERS ONTO THE LEADERSHIP TEAM ~ i CITY OF SHAKOPEE COUNCIL AND DEPARTMENT HEADS 2004 LEADERSHIP - GOAL SETTING - PLANNING RETREAT I PRIMARY OBJECTIVES 1) To review proqress being made by the city 2) To enhance communicatian and develop renewed team spirit among the participants 3) To discuss chanqes that are likely to impact the city 4) To develop updated consensus on majar issues and opportunities facing the city (1-3 year perspective) 5) To develop an updated Goals Program for the city (1-3 year perspective) 6) To develop preliminarv action plans to address the goals 7) To review the roles of the city's leadership team 8) To be both educational and eniovable 9) Other II FORMAT OF THE RETREAT The sessions will include a mixture of lecturettes, group participation and discussion, and individual activities. Seatinq Arranqements: Tables (preferably round) seating five participants per table Audio-visual Needs: One large, standing, metal-backed easel and writing pad (facilitator will provide) ~. . III TIMING AND LOCATION Timinq: Date to be determined - Tentatively March 13th Location: To be determined IV PARTICIPANT MATERIALS Each participant will receive a comprehensive autline, related supplemental materials and an Executive Summary of the Retreat V THE CONSULTANT/FACILITATOR _ Over twenty-five years experience in the professional development field - Skilled seminar, workshop, and retreat leader _ Leadership experience in the private, public, and volL!nteer sectors - Student of leadership VI INVESTMENT Pre-Retreat Planning and Preparation $ 500 On-Site Retreat $1,000 Post-Retreat Report Writing $ 500 Plus any additional expenses incurred with the engagement such as duplicating of handout materials, easel pads, travel expenses @ $.35/mile, etc. CITY OF SHAKOPEE ". .. , COUNCIL AND DEPARTMENT HEADS , 2004 LEADERSHIP - GOAL SETTING - PLANNING RETREAT Tentative Agenda 8:00 - 8:30 COFFEE AND DONUTS - INFORMAL VISITING 8:30 - 8:35 OPENING REMARKS - MAYOR AND CITY ADMINISTRATOR 8:35 - 10:00 SESSION 1: "WORKING AS A TEAM - THE CHALLENGE OF PUBLIC SECTOR LEADERSHIP" Focus: . Objectives and expectations for the retreat . Communication enhancement exercise ..' . Review of progress . Key elements of leadership 10:00 - 10:15 BREAK 10:15 -1~:00 SESSION 2: "WORKING AS A TEAM - PROVIDING DIRECTION" Focus: . Changes that are likely to impact the city . The city's mission and values . Consensus on issues and opportunities facing the city. . Updating the city's goals program 12:00 - 1:00 LUNCH 1 :00 - 2:30 SESSION 3 - "WORKING AS A TEAM - PRELIMINARY ACTION PLANNING" Focus . Development of preliminary action plans to achieve the highest priority goals . Review of discussion of the preliminary action plans 2:30 - 2:45 BREAK 2:45 - 4:15 SESSION 4 - "WORKING AS A TEAM - CLARIFYING ROLES AND RESPONSIBILITIES - BUILDING POSITIVE WORKING RELATIONS" Focus . Review of roles and responsibilities . Understanding work behavior styles . Building on strengths . The interdependency of council and staff 4:15 - 4:30 SUMMARY AND CLOSING REMARKS Focus . Review of the day . The importance of follow through . Making a positive impact , DONSALVERDA . Don Salverda is President of DONALD SALVERDA & ASSOCIATES, a consulting fIrm that provides services and materials to business and industry, government, and professional organizations, in the areas of team building, strategic planning, leadership, management development, and customer service. He has designed and led team building, strategic planning, leadership, and management retreats and workshops for over fIfteen years for a variety of organizations in both the public and private sectors. As a retreat and workshop leader his positive and enthusiastic approach convey his own sense of purpose and belief. He further believes that: 1) People are very busy with limited time; therefore, the process should be practical and highly productive 2) People learn from each other; therefore, the process should be highly participative 3) The process should be educational, enjoyable, and non-threatening Don is highly respected for his leadership ability, his results-oriented style, and his commitment of service to people. Combining an academic background in engineering with over thirty years of practical experience in the private, public, and volunteer sectors in a variety of roles and settings, Don has gained a unique and broad perspective of the challenges facing organizations and individuals. In addition to serving on a number of boards and commissions, he has served as President of the Sales and Marketing Executives of Minneapolis, the Roseville-Falcon Heights Chamber of Commerce, the Association of Minnesota Counties, the Ramsey County League of Local Governments, the North Suburban Community Foundation and the North Suburban Gavel Association. He has also served as President of the Roseville Jaycees and as District Chair of the Indianhead Council of the Boy Scouts of America. He has been elected to public office and served eighteen years on the Ramsey County Board of Commissioners. Don is an active member of the Rotary Club of Roseville and is an avid downhill skier and biker. Donald Salverda & Associates · 2233 N. Hamline Avenue · Roseville, Minnesota 55113 · 651-484-1335 . Donald Salverda ~ Associates ) Roseville Professional Center. Suite 511 · 2233 N. Hamline Avenue · Roseville, MN 55113 (651) 484-1335 ' ABOUT DONALD SAL VERDA & ASSOCIATES DONALD SAl VERDA & ASSOCIATES is a consulting firm that provides servic~s and materials to business and industry, government, and professional organizations in the areas of leadership and management development, team building, strategic planning and customer service. ' OUR MISSION Our mission is to enhance the leadership and management knowledge and skills of individuals and organizations to enable them to be more effective' in an ever-changing world. ABOUT DON SALVERDA Don Salverda brings over thirty years of practical experience' from the corporate" government, small business, and volunteer sectors. Donis highly respected for his leadership ability, his results-oriented style, his commitment. of service to people, and his positive, and effective approach as a retreat, \.'Vorkshop, and seminar designer and facilit~tor. OUR SERVICES . Leadership Retreats for Boards, Councils an~ Management Teams Designing an~ facilitating highly' participative leadership,' team building, strategic planni,ng, and goal-setting retreats. Time frames range from half-clay to three days in length. Most retrea~s. are 'held off-site. . Workshops and SeminarS , ' Open enro'liment. organiZation-sponsored, and in-house workshops and seminars ' on a variety of topics designed to enhance participant leadership, manage~ent, and people skills. Ti/!le f~ames range from half-day to full da'y in ,length. " . Management Development Comprehensive management assessmE?nt and development, program coupled with follow-up workshops and group 'discussion sessions. . . Coaching and Consl:l'ting One-gn-one Coaching of Managers and SpeCialized Consulting assignments. . Materials A variety 'of easy-to-administer personal, and organizational development tools and instruments.' Train-the- Trainer services available. '.' (), fbLLO~\~b A,t~$ It ~ I < ~"'lJ 5' f t'n...v frn, , Ie f ( 'i! h" .-1"h~::;. CITY OF BROOKIN n'l,t'ilt<. ;;\,,'l!. ,m'~"~ ~ ' ',l'~;' h t<~ '" >~ \''\'> .iw~ '7 DEPARTMENT HEJ ~",,"'rtt"f./"b , 2001 LEADERSHIP ~ GOAL SETTING. ~1ivr :.~ 61JGft&>naw\3 ' ".", U\J~ SUMMARY EV ALUA' @ 1) The objectives of the sessi9n 5 ~ Clear y cay Ul: 2) The organ;: tion of the session was: @ 5 q 3 2 . I Excellent Poor 3} The ideas p sented were: @ 5 lJ 3 2 1 Very Not Interesting , . I nter-estin; ~) The ability f the presenter to stimulate discussion was: @ - 5 4 3 2 1 Exc:elIen Poor 5) session was: @ 4 3 2 1 Waste of Time ' 6) Overall, , onsider this session to have been: @ . 5 q 3 2 1 Excellent . Poor I ; \~ CITY OF BROOKINGS . DEPARTMENT HEAD 2001 LEADERSHIP - GOAL SETTING - PLANNING RETREAT PARTICIPANTS' COMMENTS 1) "Need to do every year! I was unsure of the value of this session before I came. I now feel it was very beneficial." 2) "Exceeded expectations for goal setting retreat. Good chance to interact." 3) "Really appreciate the self-confident but low-key, casual presentation." 4) "Came at a good time, Graup was very receptive. Comfort level with Don is excellent. Allows for sharing, etc, Needed the affirmation. Thank you." 5) "The timing of this retreat happened to be excellent for me and .the team. f think you will find the team will be appreciative 6f the pro.cess and the product. We really needed it and will follow through," 6) "Donis very good with all of the informati~n he gives to us and is very professional. He handles a group in a very relaxed manner." 7) "It was tough at times', but it all came, together asa'n excellent final product. I'm anxious to start working on our goals." 8) '" didn't know What to expect when we first sta~ed out. This has been a very stimulating pracess. I feel now that there is a chance to improve relations with the city 'counci-l.'" ' 9) "I started off not really wanting to be here, but this was very good for, not only me, but for the whole group." 10) "Important to continue such retreats." . ~ . . THE MAPLE GROVE POLICE DEPARTMENT'S 2002 LEADERSHIP. PLANNING. TEAM BUILDING RETREAT SUMMARY EV ALUA TION I l} The objectives o~ the sessi~n were: I @ I I S l.& 3 2 1 Clea Vague 2 } i:aticn of the se~sion was: I @ 5 14 3 . 2 . I I E.xc:ellen Poer I 3J The ideas present~d were: @ 5 II 3 2 1 Very Not Inurestin Intere$~in9 . 1I} The ability f the presenter tc stimulate discussion was: @ . . 5 4 J 2 t E.xc:ellen Poor , 5) chis session was: @ 4 :3 2 t Waste of Time 6) Overall, I ccnsider this session to have!:leen: . , @ . 5 4 3 2 , 1 Excellent . Poor . \ - , THE MAPLE GROVE POLlCE DEPARTMENT'S 2002 LEADERSHIP - PLANNING - TEAM BUILDING RETREAT PARTICIPANT'S COMMENTS 1) "Excellent idea. Very important for this department. It 2) "Very positive and helpful information." 3) "This class is exactly what we needed. It was long overdue. You are very good at this." 4) "Good structure to program, Lots of lessons learned." 5) "Very beneficial retreat. Don presented and facilitated the discussions well. The preliminary action plans were the most helpful and gave us a vision. Thanks." 6) "The information was easy to follow and very participative. Our department has been able to set goals and to change for the better. I was very impressed how easy the flow of the syllabus was p~esented." 7) "Great organizationl And motivation of the group" 8) "Don does facilitation so well. He really did well in keeping us ,on task and accomplishing so much." 9) "Fun - exciting." 10) "Great team building - great discussion and book list." 11) "Open discussions were very beneficial. It was helpful rotating places." 12) "I thought this was just what our department neededl Let the healing begin." 13) "Keep up the good work - you made us change." IJ I __. ._n CITY OF MAPLEWOOD COUNCIL AND DEPARTMENT HEAD 2001 LEADERSHIP - PLANNING RETREAT SUMMARY EV ALUA TION ( @ 1) The objectives of the sessi?n were: 5 ~ 3 2 1 i Clear Vague 2) The organ;z the session was: @ 5 4 3 2 . I Excellent Poor . 3) . The ideas p esented were: @ 5 " 3 2 t Very Not, Interesting Interesting 4) The ability 0 the presenter tc stimulate discussion was: @ 4 3 2 1 Poor 5) session was: @' II 3 2 1 Waste of Time' - ! 6J OversH, I session to have been: @ . 5 II 3 2 1 Excellent . Poor " .,.. CITY OF MAPLEWOOD COUNCIL AND DEPARTMENT HEAD 2001 LEADERSHIP - PLANNING RETREAT PARTICIPANTS' COMMENTS 1) "Nice job. Don, I think we are on track." 2) "Session flowed very well. All topics were discussed and interesting." 3) "Don - I think that you have done a great job. Thanks for the information." 4) "Don, Great Job!!!!!!!" 5) "This was the best session for leadership I have attended. Will you come and do a session for the police department? Thank youl" 6) "Great job, Doni Next session I hope we really focus on vision statements and defined goals dollars allocated for achievement." 7) "Don,.Friday could not have been better.'" .,{ CITY OF DELANO 2001 LEADERSHIP - TEAM BUILDING RETREAT SUMMARY EV ALUA TION 1) The objectives of the sessi~n were: @ 4 3 2 1 Vague 2) of the session was: @ 5 q 3 2 . I ExceJlen Poor 3) The ideas presented were: @ II 3 2 1 Not Interesting q) presenter tc stimulate discussion was: @ '- .. 14 3 2 1 Poor 5) My this session was: @J 4 '. 3 2 1 Waste of Time' S) Overall, consider this session to have been: @ 5 14 3 2 , Excellent ' Poor " . CITY OF DELANO 2001 LEADERSHIP - TEAM BUILDING RETREAT P ART1CIP ANTS 'COMMENTS 1) "Excellent work, Don! Very beneficial. Thank you and God bless" 2) "Thanks so much, Don!- I feel very fortunate to be able to participate" 3) "We need to have this type of retreat on a regular basis" 4) "Don - you did an excellent job, and I am pleased with what we were able to accomplish in such a short period of time. You do a great job, and again, thanks! ~ . .. , , " . .. '. ..... - "' County Board '" County of Peoria . Room 101 . Peoria County C:lurtl'louse · Peoria, Illinois 61602 Phone (:309)672-6056 f.brlury 12, 1986 Jo..ph R. 1t1.., Ada1niatrltor Scott, County . 428 South Hal... Shakop.., teN 55397 O.ar JOI. 1 have no h.aitation whltlo.av.r in rlco..endin9 Donald Salyarda to you. Our firat a.llin.r, held in Janu.ry 1'84, ... the County's lnitial .enture, .a a group, into prof...lonally guided objectivity and i.proved aotivation. It ... .0 ..11 rlcaived that w. bald our ..cond ...inar la.t '..1'. On. 0 f the tanqible re.ult. i. our County Baard'. Go.la and Objeetiv.. far l,a,.,& which the Baird ...b.ra co.pil.d in a a.ri.. of ...tiftg. follo.ing tha l'8S S.ein.r. I .. including a copy with thi. l.tta:. Dan Salv.rda'a Ipproach 1. dawn-to-..rth .nd hl~ ...in.:. .r. an .nJoYlbl. ..p.rience. He ha. . talent ror getting an individual, er I group of J.ndivlduah, to taka a look at wherl th.y ara, wh.re they ar. h..d.d, and tha b..t ..y to r.ach th.ir objlct1vea. . I think you and your Co~nty .ill find his pr~gra. . yery r...rding ane. Sine.:el y, ~~ David J. Krings County Ada1niatrator 'eoria County, Ill1noil DJlClc anclosure -Goal.- . County Board .-. . "' _ t \. ' '" . ! :--: r ~.,. ,.....:.. ,,-,,'. ~ .. '\ ~.- .. , 1 . \ J t., . I ., j 'J L ..... '_' ..':" ....... . Room 101 . Peoria County CourthoustJ . Peoria. Illinoi~ 61602 . PhOne(3a91572~056 TO WHOM I T MAY CONCERN: In January of 1984, Donald Salverda conducted the first professional~y managed planning session ever held for members of the Peoria County Board. Dan r S organi%a- tion41 skills, humer, and enthusiasm were of invaluable assistance to us as we developed a coherent set of goals for the County. This, of itself, was a major 2l-'1d significant accomplishment for OUI diverse, 27~er Board. . G ,". .. ....... Donis work i8 much appreciated by our Board and by its staff. .4;_11, M ~2& David. n:S Gary P. Stella ' Chaiima.a Coun~ Administrator peoria County Board . Peoria County . . . Q ~.