4.0. SR 05-10-2004HEPIORANDUPI
Item 4.
TO:
Mayor and City Council
FROM:
DATE:
Pat Klaers, City Adm~
May I 0, 2004
SUBJECT: Discussion on Governance Work Program
The City Council meeting on May 10, 2004 is scheduled as a worksession to be held in the
Upper Town conference room at 6:30 p.m. This will be the second joint meeting between
staff and the City Council to work on establishing a long term strategic plan and priority
goals. Jim Brimeyer will facilitate this worksession. Attached for your review is the outline of
the three worksessions that are scheduled to be held on the Governance section of the city
administrator and City of Elk River work program.
Earlier in the week I sent out six questions that were reviewed at the last worksession and a
page on the SWOT analysis. Everyone is requested to put some thoughts down on paper
regarding the six questions and the SWOT analysis so that you are better prepared to
participate in the upcoming worksession. Also attached are the draft minutes from the April
26 worksession.
S:~Council~Pat~2004~Governance051004.doc
City of Elk River
Planning Process
Objectives:
· Determine preferred process for Council decision making/Governance
· Refine City Mission/Vision
· Develop list of priority goals with a long term strategic emphasis
· Adopt h~nplementation model and Action Plan for Council and staff actxievement
Methodology
Three Sessions -Approxhnately 3-4 hours
Session I - Council/Adir2nistrator/Staff (optional)
- Expectations
Governance Model
Nhssion
Strategic Planning Model
Issue Discussion
;/26 ~ 0';' ~5:® pm
Session II - Council/Administrator/Staff
Review Governance Model
Mission
SWOT Analvsis
Identify Issues
- Establish Priorities
5/10/04 6:30pm
Session III - Council/Achmnistrator/Staff
- Review Priorities
- Implementation Model/Action Plan
- Council Accountabili~ Process
- Staff performance
- Process for evaluation
- Governance discussion
5/24/04 5:30 pm
City Administrator
&
City of Elk River
December, 2003
O RGA-N-r-ZAlrION,~L M-~NAGEM. ENT
Develop a plan wkich provides fbr more feedback and evaluation of staffper{brmance. Initiate 1/01/2004,
Evaluate every 30-90 days
· Assist senior szaff m developing Lndividual goals and department goals to ensure personal amd professional grovrrh
and deparu-nenr effectiveness. 1st Quarter 2004
Wkh sram assistance and Council iaput, propose options for preferred orgamzarionai structure, sro.fflag levels, '
reporting relationships and a timetable 1bt ulrimare implementation over 2-3 year period. Initial report -
Quarter 2004; Final plan 2"d Quarter 2004
COUNCLL/STAFF KELAIiONS
· With Council input, develop a system for more "informal" Council discussions to evaluate proposals andpoIicies
pr/or to formal Council approval. 4'~ Quarter 2003
· Work with the City Council on "acceptable rules of behavior" for Council, smffand Administrator interaction and
communications - for-mol and informaI..4· Quart'er 2003; 1" Quarter 2004
GOVERNANCE ~'/
Arrange for goal sermn~sr_,-ateg/c planning session for Council amd staff:: .1" and 2"d Quarters 2004
Assess and provide options to the Council for r. he preferred governance model to guide policy development,.
options, smd guidelines for decision making..2"~ Quarter 2004
MEMORANDUM
TO:
Mayor and City Council
Rich Czech
Cathy Mehelich
Bruce West
Chris Johnson
Steve Rohlf
Bryan Adams
Gary Leirmoe
Michele McPherson
Terry Maurer
Joan Schmidt
Phil Hals
FROM:
DATE:
Pat K~r~,?~ity Administrator
May 4, 2004
SUBJECT: Citywide Strategic Plan
Sue Kostanshek
Lori Johnson
Dave Potvin
Michele Bergh
Jeff Beahen
On April 26, 2004 the City Council met in a ~vorksession to discuss a city,vide strategic plan,
citywide goals, and, in general, the governance section of the city administrator/City of Elk
River work program. Mr. Brimeyer facilitated this City Council worksession. At the end of
this worksession, the attached six questions and "SWOT" analysis were discussed.
The next worksession on the governance section of the work program is scheduled for
Monday, May 10, 2004 at 6:30 p.m. It was requested that everyone spend a few minutes
answering the six questions and analyzing our strengths, weaknesses, opportunities, and
threats so that we are all better prepared to participate in the upcoming May 10 worksession.
The agenda for the May 10, 2004 Council worksession will be distributed later in the week.
S:~ADMINNPAT~2004\Straticl lan.doc
Who ~re we?
In generM, wh~; ~re ;he b~sic sociM ~nd
poli~icM needs we exis; ;o fill? Wh~;
~re ~he b~sic social ~nd poli~icM
problems we exis~ ~o arldress?
Wh~; do we w~n; ;o do ~o recognize or
~n~icip~e ~nd respond ~o ~heSe needs or
problems?
o
Wh~t should
stakeholders?
our responses
be to our
o
Wh~t is our philosophy ~nd wh~t ~re
our core values?
o
Wh~t makes us distinctive or unique?
"SWOT"
* Strengths, weaknesses are/ateraa/resources, forces and
directions that shape the organization
* Opportunities, threats are forces that occur, or are
expected to occur, in the organization's external
environment