HomeMy WebLinkAbout10.F.2. Goal Setting Process I
CITY OF SHAKOPEE
Memorandum
TO: Mayor and City Council
FROM: Mark McNeill, City Administrator
SUBJECT: Goal Setting Process
DATE: November 30, 2012
Comment:
ACTION SOUGHT:
The Council should give direction on a goal setting process for 2013 and beyond.
BACKGROUND:
In March, 2012, Council and Department Heads spent two evenings with a facilitator to establish two- to
five -year goals for the City. Twelve were identified, and prioritized in groups of four as being of higher,
(medium) and lowest ranking. In July, staff returned with tasks needed to achieve those goals, the
responsible parties, and the target dates by which those components should be accomplished.
However, the Council chose not to adopt those recommendations. As such, there are no overall City
goals established at this time.
Mayor Tabke would like to revisit this process. He would like to have each Department establish three
goals for 2013, and also three goals for an intermediate period (two to three years), and finally three for
the long term, meaning beyond five years. He would like to have each of the City's Advisory Boards
and Commission also perform a goal setting exercise.
He feels that each of the resulting goals would have measurable tasks, and time frames and responsible
parties.
The City's major Boards and Commissions are listed here:
Planning Commission
Environmental Advisory Committee
Historic Preservation Advisory Commission
Telecommunications Advisory Commission
Transit Commission
Police Civil Service Commission
Board of Adjustment and Appeals
Shakopee Public Utilities Commission
Parks and Recreation Advisory Board
Economic Development Advisory Committee
Staff has discussed this proposed process. It felt that most, but not all, of the City's Advisory Boards
and Commissions could do a goal setting process. Some commissions are regulatory in nature, and are
therefore not as suited to establish goals.
Staff suggests that the Board of Adjustment and Appeals, and the Police Civil Service Advisory
Commission be exempted from any need to set goals, due to the nature of their missions. In addition,
SPUC is independent in its policy making responsibility, and therefore should not be mandated to be a
part of it. Finally, the Transit Commission has just completed an extensive review of its 2018 operations
plan, and therefore another goal setting exercise would be duplicative in nature. Their results, however,
could be shared with Council.
Staff has had further discussion as to how best utilize those goals and objectives. It was noted that this
year the City of Prior Lake started a process in which their advisory boards and commissions met with
the City Council in a joint workshop. Each of the boards and commissions presented between two to
four accomplishments made by that group over the preceding year, and also two to four goals which it
would like to see completed in 2013. The joint workshop participants then discussed each of the
accomplishments and goals, and direction was given by Council as to whether the boards and
commissions were "on course ". The results will then be incorporated into Prior Lakes' Comprehensive
Plan.
It was found that this method seemed to allow for a more comprehensive education, and acceptance by
commissioners, as well as the City Council. They found that there were opportunities to eliminate some
duplication of efforts. Finally, as the joint meeting was accompanied by a dinner, it provided their city
with an opportunity to formally recognize their volunteer commission members.
If this is of interest to the City Council, depending on how much time is allowed for the joint meeting,
Shakopee's departmental goals could also be shared and discussed via this format.
DISCUSSION:
It should be noted that the budget for FY 2013 has been established. If any of the goals which might be
established for 2013 includes an activity which is not budgeted (for example, the need to hire a
consultant to study a particular issue in the community), either a budget amendment would need to be
made, or that particular goal might need to be deferred.
Regarding the duration of the timespan for the goals, there was a question raised as to whether to include
goals beyond one year, at least in the initial discussion. The thought was if the desire is for goals that
are measurable and accountable, shorter term goals are more conducive to that. There is always the
possibility that Council makeup, and therefore philosophies, will change over time.
RECOMMENDATION:
I recommend that the Council affirm that this is a process that they would like to use for goal setting. If
so, the Council should indicate whether it should be with one -year only goals (as is done with Prior
Lake), or whether it should include intermediate and long -range goals as well.
Boards and Commissions should be directed to meet in December or January, and work on their
presentations. Departments should also be given direction to prepare similar goals, along with tasks,
dates, responsible parties.
If there is a desire to have a joint meeting with all of the major Boards and Commissions„ it would be
best to delay that meeting until early in March, so that newly appointed commissioners could take part.
RELATIONSHIP TO VISIONING:
This would support all goals and objectives, but is most important to Goal D, "Maintain, improve and
create strong partnerships with other public and private sector entities."
ACTION REQUIRED:
If the Council concurs, it should, by motion, direct that the appropriate range of goals be established by
City Departments and Advisory Boards and Commissions.
Mark McNeill
MM:en City Administrator