HomeMy WebLinkAbout10.F.3. Goals and Objectives Workshop Facilitator 1�• �•3,
CITY OF SHAKOPEE
Memorandum
TO: Mayor and City Council
FROM: Mark McNeill, City Administrator
SUBJECT: Goals and Objectives Workshop Facilitator
DATE: Februaxy 8, 2012
Comment:
Introduction•
The City Council is asked to approve the hiring of a facilitator for a goals and objectives
workshop for the City Council and staff.
Background•
At its meeting of January 17 the Council approved the use of an outside party to
facilitate a workshop for a two year work plan for 2012-13. Staff was directed to research
possibilities, and to bring back a recommendation.
Staff received proposals from four individuals/businesses which do facilitation for local
governments in Minnesota. Each of them was familiar to staff, and could do the job.
After a comparison of the proposals, the consensus of a group of staff inembers was that
the proposal of the firm of Brimeyer-Fursman would be best suited for Shakopee. Their
proposal is attached.
The two people who would be conducting the workshop are Irina Fursman, who
specializes in group facilitations, and Jim Brimeyer. Mr. Brimeyer is familiar to many in
the Twin Cities due to his work in executive recruitment. He is a former City Manager,
and is also currently a member of the Metropolitan Council.
Proposal•
We had proposed single evening session. However, each of the responding proposals
expressed concern whether the work could be done in a single session—note that the
recommended firm outlines 4 to 6 hours for the goal setting portion. That is in addition '
to their pre-meeting research and set up.
If it is determined by the Council to be desirable, Brimeyer-Fursman could also conduct a
continuation session. That could dig deeper into issues that axe outside of the goal setting
components—that might explore process, decision making, and if the City needs to
revisit strategic planning.
Dates Available:
The firm's proposal shows the dates that the facilitators are available in March. I
recommend that two evening dates be reserved, in case we cannot complete the work in a
single four hour evening session (and, in our view, the two evenings would be more
realistic than trying to schedule a day-long Saturday retreat.)
The location is recommended to be at Shakopee Public Utilities Board Room, in view of
the ability to cablecast from that location. As such, the third Monday (March 20�') would
not be available.
Therefore, our recommendation is to reserve Tuesday, March 27�', and Thursday, March
29�.
The starting time should be 6 PM if possible—a more typical 7 PM start would mean a
very late finish. In addition, while we realize that it would create difficulty with the
Councilors' individual work schedules, a 4 PM start (with a working dinner) would help
to assure completion of at least the Phase II discussion, if that nuis the fu116 hours.
Cost•
The proposal from Brimeyer Fursman would be in the $2500 to $3500 range, depending
on whether it is a one or two days, and depending on how much preparation time is
needed (including pre-session interviews or surveys). There would also be expenses of up
to $200.
Funding is available in the City's training line item.
Recommendation:
I recommend that the Council affirm the recommendation of Brimeyer-Fursman, and set
a date and time
Relationship to Visioning:
The work session would support a11 five of the City's current goals and objectives.
Action Recruired:
If the Council concurs, it should, by motion, authorize the firm of Brimeyer-Fursman to
be facilitator for a Goals and Objectives workshop session, and set a start time and
date(s).
U'"�a/� l
Mark McNeill
MM:cn City Administrator
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�Br�rr�e er Fursman
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�„� ExecutiYe Search � Slralegies
City of Shakopee
Governance &
Goal Setting
. . . �
. . 1 1.
Strategic �
Directions � 1 1 1
Uoals . 1 1 • • • � .
:[mplemetxt � �
� -� �
Keport
.
. . .
:
Adjust & Refine
� To achieve the long-term goals, the City Council meets
� annually with city staff to outline and update two-year goals
� �- ,�� �� and action steps. Historically, the newly elected councils
� were introduced to the organization priorities, long term
goals and the decision making processes during the goal
setting session. For 2012, the Council and Staff are looking
for guidance and assistance in the areas of best practices in
governance approaches, developing a commonly
understood and supported by all process for decision
making, and identified new priorities as well as review of
long-term goals.
� � ' • Review / Discuss Governance Model
• Review Current Situation and Action Plan
• Develop / Revise F�isting Strategies
• Define Roles and Responsibilities of Boards and
Commissions
• Discuss options for future guidance / use for Council
decision-making
�" � � F�pectations for the Governance Session
• Create a true sense of ownership and pride in the
organization, mission, and work
• Use time together to build understanding and a new
sense of "Team"
• Establish a decision making process that everyone
can support
Expectations for the Goal Setting Session
• Define . and establish realistic goals and objectives
consistent with the City's Mission/purpose
o In a defined time frarne
o Within the organization's capacity for
irnplementation
• Ensure the most effective use is made of the City's
resources by focusing them on key priorities
• Establish a blue print from which progress can be
measured and course corrections identified when
change is required
" � � � � � � PHA.SE I: Pre-Session Data Gathering
(4-8 hrs)
• Review and consider City's Mission/ Vision and '
Values statements, understand the issues facing the
City
• Identify and assess stakeholders
• Conduct the team's needs assessment
• Draft the session design, outline the process
���' ` • Review Agenda and process with Administrator
. ,. .�
• Make changes and conduct pre-session survey or
interviews if necessary
• Confirm the process, establish expectations for the
session
PHASE II: Conduct Goal Setting Session
(4-6 hrs)
• Review current Mission, Vision and Strategies
� Identify major issues expected in next 1-2 years
• Review f develop goals or anticipated outcomes
o Short — Terxn Goals (2012-2013)
o Priorities for the next 12 months
o Implementation model or Action Planning
o Develop methods to monitor progress and
evaluate performance
• Roles and Responsibilities Discussion
• Process Review
� i,-•♦ ��r - Clear dzrection to the staff with 2012 priorities identified,
outtined process for bringing issues forward; clear roles
and responsibilities.
PHASE III: Conduct Governance Session
(if time permits, and if necessary — 2-4 hrs)
• Review Governance Model
• Governance Model Discussion
• Process adjustment or development
• Roles and Responsibilities Clarification
Consensus around governance and process, sense of team &
�� '' �� �� positive relationships with Adminisirafor, staff, etected
o, fftcials, boards and other stakeholders.
PHA.SE N: Prepare Summary
� � � , - � � , • Summary of the discussion points
• Goals updafe
1 � Who 5hould Be Involved in the Planning Process?
This will depend largely on the condition of the key
relationships/partnerships that will be needed to get
necessary buy-in, spread positive information about the
process, and begin action. It should be noted that likely
detractors could become partners if they are included early.
(This is only true if likely detractors are also pro-solution).
Possible Planning Participants:
✓ Elected officials
✓ City Administrator
- ✓ Department Heads
Also Consider
• Key staff that are not department heads? (Those
who are responsible for composing and
implementing the plan).
• Members of Boards or Comrnissions?
- - , � � � - � - PHASE I ............................ $500 - $i,000.00
(includes prep-time, pre-session interviews or surveys,
development of materials, and one client meeting to fznalize
the agenda and process)
PHASE II - III ............................$i,5oo.00
(includes two facilitators, set up and tear down, session one
and two can be combined in one day or divided into two
days; if two days additional $50o will be charged)
PHASE N ............................$250.00
(can be done by the staff inember)
Expenses not to exceed......... $200.00
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� � � 6 8 9 io ii
i2 i4 15 i6 i� i8
19 � 21 24 25
26 28 • � 31
Dates auailable for Jim & Irina
Dates Auailable for Richard & Irina
� �. � . �� .� Brimeyer Fursman, llc.
�� �� Richard Fursman, James Brimeyer and Irina Fursman
founded Brimeyer Fursman when they merged Global
�, • � � � Synergy Group (GSG) and The Brimeyer Group in 200�.
� The mission of the company is to
"Help Individuals, Organizations and Comrnunities
Grow, Change and Perform with Character and
Purpose."
As organizations face change through phases of growth or
decline, shifts in focus or mission, we assist by helping
create successful strategies for change.
. . �
Richard Fursman
Richard '1s a seasoned strategic planning and work
environment facilitator. He has facilitated various types of
strategic planning retreats throughout Minnesota and the
Midwest as well as with Cities and Universities in Ukraine.
He has done numerous organizational studies and
executive recruitments as we1L
Richard has over 2o years of senior management
experience in local government as a department head and
City Manager. He is an Adjunct Faculty Member at the
University of St. Thomas where he teaches Master's level
Courses in Leadership. He earned his Bachelor of Arts in '
Economics from the University of St. Thomas and his
Master of Arts degree in Urban and Regional Affairs from
Mankato State University. Richard is currently writing his
Dissertation as an Organization Development Doctoral
Candidate at the University of St. Thomas.
� �� Irina Fursman �
� µ� Irina is co-owner of Brimeyer F�irsman, LLC, and is the
primary architect of the various group facilitations of the
company. Irina is a national certified facilitator and
facilitator trainer. She received her certifications from the
Institute of Cultural Affairs. Irina was born, raised, and
educated in Russia and Ukraine where she earned her
Bachelor Degree of Education and Masters of Science
Degree in Mathematics and Computer Science before
moving to the United States in 2002. She also worked
professionally in Ukraine, as a currency broker and as an
assistant professor of mathematics at Simferopol Technical
� �, College. Irina has facilitated various types of ineetings for
- , , , , , � . , , , , Cities, Non-profits, NGO's, and Private Businesses. In
, , , , , , - , , , . - addition to facilitating sessions, Irina also trains in the art
,.. �-. .. , ,, and science of facilitation. Irina has presented nationally
, �� _
and internationally on the subject of citizen engagement,
strategic planning and sustainable development.
James Brimeyer
As founder of The Brimeyer Group, Jim has been helping
communities for over i9 years in executive search efforts as
well as governance consulting thraughout the Midwest.
Jim has tweniy years' experience in public sector
management in four cities - three as City Manager,
including his last position in St. Louis Park, Minnesota
(198o to 1988). He also served in Worthington, Ohio and
Wood Dale, Illinois. He began his career as Assistant City
Manager in Park Ridge, Illinois after obtaining a Master's
degree in Public Administration from Northern Illinois
University. His Bachelor's degree is from Loras College in
Dubuque, Iowa.
Jim Brimeyer is past President of the Ohio Ciiy
Management Association. He is a member of the
International City/County Management Association,
Metropolitan Area Management Association, Minnesota
City Management Association and the Minnesota
Municipal Utilities Association. He is past President of the
St. Louis Park Rotary and the Rotary Foundation Board.
Currently, Mr. Brimeyer serves on the Board of the St.
Louis Park Community Foundation. In December 2003,
Mr. Brimeyer completed his second four-year term as City
Council member at-large in St. Louis Park, Minnesota. He
is currently serving as the Interim City Manager in Spring
Park, Minnesota.
� Partial list of clients served by Brimeyer Fursman
� in the area of Strategic Planning
� Population
City of Luverne, MN (2007, 08, 09) 5,000
City of Canton, SD (2009,10) 3�500
City of Eveleth, MN (200�, 2009) 3,000
City of Brooklyn Park, MN (2oog, lo) �o,000
City of Eden Prairie, MN (2008) 65,000
City of St. Anthony, MN (zoo�, 8, g) 20,000
Ci�ly of Vasilkov, Ukraine (200�) 45,000
City of Northfield, MN (200�, 09) 20,000
Barron County, Wisconsin (2oo8) 44,000
City of Maplewood, MN (2006) 40,000
City of Farmington, MN, EDA (2008) 20,000
Senior Community Services (non profit) 200�
City of Shoreview, MN (2009) 15,000
City of Falcon Heights: HRC (2008)
City of Edina, MN: Environmental Comm 55,000
City of Norfolk, Nebraska (2009) 23,000
City of Oak Park Heights, MN (2009) 4,000
City of Victoria, MN (2009 q. ,000
City of Lake City, MN (2008, og,1o) 5,000
City of Chaska, MN (2009 2010,11� 1H ,000
City of Bayport, MN (2o1o,i1) 3,000
City of Worthington (2oio) io,000
City of Roseville HRC (2010) 35,000
City of Montrose, MN (2oii)
City of Urbandale, IA {2011)
City of Robbinsdale, MN (2011)
City of Mahtomedi, MN (2oi1)
City of St Cloud, MN - EDA (201�)
City of West Des Moines, IA (2oi1)
� _�
Team BuildingjCapacity Building/Governance and '
� Other
City of Medina (2008) 4,000
YWCA Forum (2008, 09) '
NAUKMA University, Kiev, Ukraine (200�)
City and Region of Bar, Ukraine (2010) 45,000
City of Crystal, MN (2008, io) 20,000
City of Brooklyn Park, MN (2oo8-Present) �o,000
AmeriPride (20�0) (Headquarters, Minneapolis)
Eureka Recycling (non-profit) (2009)
Ramsey/Washington County (2009) 500,000+
Minnesota Immigrants Freedom Network (2009)
Ashoka (Non-profit) (2010)
Institute of Cultural Affairs (2009-10)
TOP Trainers Network (Virtual Facilitation 20�0)
League of Minnesota Cities (200�-2010)
Risdall Marketing Graup (2012)
Hennepin County Medical Center (2012)
City of Boryspil, Ukraine (20�1)
FEBRUARY 2012
MQNDAY TUESDAY WEDNESDAY THURSDAY FRIDAY
1 2 3
6:00 pm
EDAC-Special Session
6 7 8 9 10
Precinct Caucuses 7:00 pm - 7:00 pm �
-No Meetings- City Council Plaruung Commission
7:00 pm-Cancelled
Environmental Advisory 6:00 pm
Comxnission Board & Commission
Interviews
13 14 15 16 17
7:00 pm-Cancelled 6:00 pm 6:30 pm
Historic Preservation EDAC Transit
5:30 pm
Board & Commission
Interviews
20 21 22 23 24
Presidents Day 7:00 pm 6:00 pm
City Facilities Closed City Council Board & Commission •
7:00 pm meeting Interviews
Fire Dept. Relief Ass'n
(2700 Vierling Dr. E.)
27 28 29
�:oo Pm
Park & Rec Advisory
Board
March 2012
�.� _ ��� �....�..��_ __._ �..
MONDAIT � T UESDAY WEDNESDAY THURSDAY FRIDAY
_.��7..�. _.� �. __ �.�
���� 1 2 �
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�
5 ,.....�._..�..___��.�.�...� �.__.�......_ _._. .�
�6 7 8 9 �
' 7:00 PM 7:00 PM `
� City Council Planning Commission
E
�12 13 14 15 16
� 7:00 PM 7:00 PM 6:30 PM �
H i s t o ri c P r e s e r v a tion Environmen t a l A dvisory Transi t Commission
Advisory � � Commission
Commission �
19 � 20 � 21 22 � 23
1
� 7:00 PM 6:00 PM
� � City Council EDAC
� �
26 27� � 28 � 29 � 30
�
7:00 PM 7:00 PM
Park � Rec. Advisory Telecommunications
Board Advisory Commission
�_.�__.