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1.0 SR 02-08-2017Meeting Protocol heardEnsure all are  Come prepared Adhere to time limits Don’t take things personally Ensure you understand State your concern No interruptions No sidebar discussions Special Meeting of the City Council Wednesday, February 8, 2017 8:00 a.m. Emergency Operations Center AGENDA 1. CALL MEETING TO ORDER 2. VISIONING AND GOALS 3. ADJOURNMENT Council/Staff Workshop February 8, 2017 8 a.m. – 4 p.m. Participants: Mayor and Council; Portner, Allard, Carlton, Cunningham, Femrite, Fischer, Hecker, Nierenhausen, Othoudt, and Ziemer Agenda 8 a.m. Review agenda -Workshop goals -Workshop expectations Pace Palette 9:30 a.m. (WHERE WE ARE) SWOT Pre-visioning -Who are we? Chicken or Egg? -What do we want to be as a place to live? -What do we want to be as an organization charged with the responsibility to serve residents, guide development and regulate certain activities? -Define business friendly City Employee Survey Discussion Core Values Discussion 10:30 a.m. - Break 10:45 a.m. (WHERE WE ARE GOING) -Identify core values/action verbs -Refine mission statement 12:00 p.m. - Lunch 12:30 p.m. (ROADMAP) Planning 101/Tools -Staff/Roles Review -VAST Goals Review -Priorities 3:00 p.m. - Break 3:15 p.m. – VAST Goal setting 4:00 p.m. – Adjourn ELK RIVER VISION STATEMENT Abounding in natural beauty, Elk River is a vibrant, historic river town that promotes an active lifestyle in an innovative and involved community offering unlimited opportunities. ELK RIVER BRAND PROMISE For people who want to breathe the outdoors, yet want access to big city amenities, Elk River is an emerging small city where the Elk and Mississippi Rivers flow together on the fringe of the Twin Cities and where the heart is powered by its nature so you are energized and inspired to make a difference. Plans Review -Comp Plan (2014) -Parks Master Plan (2015) -Master Gravel Mining (2015) -Mississippi Connections (2012) -FAST (2010) -CIP (2016) -Zoning Code www.ourthreads.com Core Values Groups ResultsCompetitionTeamworkCompassion AccomplishmentAggressiveAppreciationAcceptance AchievementAggressivenessCitizenshipAffection AffectiveAmbitionCollaborationAltruism CompletionAssertiveCommunityBelonging ContributionAssertivenessConnectionCaring EffectiveBoldCooperationCharity EffectivenessBoldnessCoordinationComfort ImpactCompetitionEmployeesCompassion MaximizingCompetitiveEnvironmentConcern for Others Maximum UtilizationDecisiveFamilyDecency PerformanceDecisivenessFamily AtmosphereEmpathy ProductivityDirectFriendshipGenerosity ProfitabilityDirectnessHarmonyGiving ProfitsDominanceLocalGoodness ProsperityFerociousMembersGoodwill PunctualityFiercePartnershipHeart ResultsIntensityPeopleHelpful Results-OrientedPotencyRelationshipsKindness SucceedPowerShared ProsperityLove SuccessPowerfulSharingPhilanthropy TimelinessVictoriousSupportSelfless TimelyVictorySynergySensitivity ValueWinningTeamworkService Value CreationUnitySympathy WealthUnderstanding DeterminationCommitmentInititiveCreative ConvictionAccountabilityActivityCreation DeterminationCommitmentDisciplineCreative DeterminedContinuityDriveCreativity EnduranceDedicationEagernessCuriosity FirmDependabilityEmpowerDifferent FocusDevotionEmpoweringDifferentiation FortitudeDevoutEnergyDiscovery Hard WorkDutyIndependenceDreaming PerseveranceFaithIndividualityFresh PersistenceFaithfulnessIndustryFresh Ideas PersuasiveFidelityInititiveGenius ResilienceHonorOptimismImagination ResoluteLoyaltyPositiveInquisitive ResolutionPatriotismProactiveInspiration ResolveReliabilityProactivelyInvention SpiritReliableRigorMystery StrengthResponsibilitySelf MotivationOriginal ToughSacrificeSelf ResponsibilityOriginality ToughnessSelf-DirectedTalent WillfulnessSelf-RelianceUnique VigorUniqueness VitalVariety VitalityWonder www.ourthreads.com Core Values Groups IrreverentLongevityAdventureCapable Anti-BureaucraticAnticipateAdventureBrilliance Anti-CorporateAnticipationAdventurousBrilliant ImpiousFocus on FutureBraveryCapability InformalForesightChallengeCapable IrreverenceInsightCourageClever IrreverentInsightfulDaringCompetence No BureaucracyIntuitionExplorationCompetency ProfaneInvestingExploreCraftiness InvestmentFearlessCraftsmanship LeadershipHeroismCunning LongevityNerveDepth MindfulProgressExperience PerceptionPursueExpertise PerceptivePursuitFluency Self AwarenessRiskIntelligence StewardshipRisk TakingMastery SustainabilityValorMaturity VisionQuality Quality of Work Shrewd Skill Skillfulness Smart Wisdom LearningOrganizationAwarenessStructure Continuous ImprovementCleanAlertConformity DevelopmentCleanlinessAlertnessControl EducationHygieneAttentiveFormal EngagementNeatnessAttentivenessHistory GrowthOrganizationAwarenessHoliness ImprovementSanitaryClearLegal KnowledgeClear-MindedObedience LearningConfidenceOrder MotivationConsciousnessPreservation Personal DevelopmentPreparedReverence Personal GrowthResponsivenessRule of Law PotentialWatchfulSerious TrainingWatchfulnessStability Standardization Structure Systemization Traditional www.ourthreads.com Core Values Groups ChangeExcellenceSafetyAccuracy AdaptabilityAbove and BeyondConfidentialAccuracy AgilityBeing the BestConfidentialityAccurate ChangeBestDiscretionAttention to Detail EntrepreneurshipBest PeoplePrivacyCareful FastExceed ExpectationsRestraintCarefulness FlexibilityExcellenceSafetyConcentration FlexibleGreatSecurityConsistency InnovationGreatnessSelf-ControlDiligence InnovativePerfectionStealthMeticulous SpeedPridePrecise Precision Thorough Customer FocusFriendlyIntegritySincerity ClientsAccessibilityCandorCordiality Customer FocusApproachabilityCharacterCourtesy Customer SatisfactionApproachableCredibilityEncouragement Customer ServiceAvailabilityEthicalGuidance CustomersAvailableHonestyHospitality DelightCommunicationHumbleListening Patient-CenteredFriendlyHumilityPleasantness Patient-FocusedInvitingIntegritySincerity PatientsWarmthPurity Patient-SatisfactionWelcomingTrust SatisfactionTrustworthy Truth Virtue www.ourthreads.com Core Values Groups RationalSpontaneousFunComposure CertaintyEase of UseAmusementCalm Common SenseExcitementBalanceCalmness CorrectExcitingCheerfulComposure Down-to-EarthExhilaratingEnjoymentContent EconomyExuberanceEntertainmentContentment EfficiencyExpressiveEnthusiasmMeekness EfficientExtrovertFitnessMellow FrugalityFlairFunPatience Level-HeadedIntuitiveHappinessPeace LogicLivelyHealthPoise ModerationOutrageousHopeReflection ModestyPassionHopefulRelaxation PracticalSpiritualityHumorRest PragmaticSpontaneousJoySerenity PrudenceSurprisePlaySilence RationalPlayfulnessSimplicity RealRecreationSolitude RealisticSense of HumorThoughtful ReasonSillinessTranquility ResourcefulWork/Life BalanceUnflappable Resourcefulness Temperance Useful Utility FreedomRefinedSignificanceGlobal DemocraticBeautyFamousComprehensive DiversityDignityGratitudeGlobal EqualityEleganceMeaningInternational EquitableFashionPopularityUniversal FairnessPolishRecognitionWorldwide FreedomProfessionalismSignificance ImpartialRefinedStatus JusticeThankful Liberty Merit Meritocracy Open Open-Minded Openness Respect Respect for Others Respect for the Individual Tolerance Transparency Organizational Profile An organizational profile is a snapshot of the organization, providing a brief, but broad view of operations and strategic context. The following questions are designed to help establish a profile. Divided into four sections, the questions guide you through a process of describing both organizational characteristics and strategic situation. For each section, do your best to answer the questions without the aid of outside research (minor data retrieval is acceptable). Keep your response to one page maximum for each section. Organizational Description: What are your key organizational characteristics? A. Organizational Environment 1.Why does your City exist? Vision, Mission and Values. What are your stated purpose, vision, values, and mission? What are your organization’s core competencies, and what is their relationship to your mission? 2.What do you do? Briefly describe your services, products, and programs. Core services are: Public safety to include police, fire, and emergency management; Wastewater treatment, and street maintenance. Mandated services include building inspections, planning, environmental oversight, and administration. Quality of life services include park maintenance and recreational programing. 3.Workforce Profile What are your workforce or employee groups and segments? What are the educational requirements for different employee groups and segments? What is your workforce diversity and job diversity? What are your organized bargaining units? Are there any special health and safety requirements? B. Organizational Relationships 1. Organizational Structure What are your organizational structure and governance systems? What are the reporting relationships among your governing board, senior leaders, and employees? 2. Customers and Stakeholders What are your key citizen, customer, and stakeholder groups? What are their key requirements and expectations of your services, products, customer support services, and operations? Organizational Situation: What is your organization’s strategic situation? A. Strategic Situation Describe your competitive environment, your key strategic challenges and advantages, and your system for performance improvement. In your response, answer the following questions: 1.Competitiveness Why would anyone choose to live, work or start a business in your community? What key changes, if any, are affecting your competitive situation, including changes that create opportunities for innovation and collaboration, as appropriate? Transportation access Th10/169 Access to two metro areas Full-service community Educational options Business relocation/expansion incentives Moderately-priced housing options Rapid residential growth in neighboring communities Aging school and recreational facilities 2.Comparative Data What key sources of comparative and competitive data are available from within your industry (local government)? What key sources of comparative data are available from outside your industry? What limitations, if any, affect your ability to obtain or use these data? B. Strategic Context 1.Strategic Challenges What are your key strategic challenges and advantages in the areas of business (local government), operations, societal responsibilities and workforce?  Key strategic challenges  Key strategic advantages 2.Performance Improvement System What are the key elements of your performance improvement system, including your processes for evaluation and improvement of individual and team performance? Organizational Profile Example: City of Irving, TX CITY OF IRVING, TEXAS • Employees’ daily practice of the Leadership Model (LM). ORGANIZATIONAL PROFILE (Figure 1.1-1). P.1 Organizational Description • Employees’ focus on the customer and their desire to The City of Irving is a vibrant, forward-focused and agile serve customers. municipal organization located between Dallas and Fort • Employees’ focus on the strategic plan, mission and Worth. Incorporated in 1914, approximately 217,762 residents results. th make Irving their home. Irving is the 13 most populous city • Employees’ focus on creating value and improving work th in Texas and 94 in the U.S. The median age of residents is 31 processes. years, median income is $46,354 and 57% have some college Our purpose is to ensure the delivery of services of public or higher educational level. According to the recent census, importance within Irving’s defined geographical limits. The the city’s ethnic composition is 31% White, 12% Black, 14% following core competencies support the city’s mission of Asian, 2% Other and 41% Hispanic of any race. The city’s providing exceptional customer service: land area is 67.9 square miles, of which 14% is occupied by 1.Fiscal management th the 4 busiest airport in the U.S., DFW International Airport. 2.Strategic focus/alignment A new business model was put into place in 2006 and 3.Process improvement staff began to function in a non-traditional government way. 4.Communication In 2011, the City of Irving became the first city in the State of 5.Customer focus Texas to receive the Texas Award for Performance Excellence. Figure P.1-2 Workforce Profile P.1.a(1) Product/Service Offerings: The city delivers a Workforce Profile broad spectrum of services and infrastructure to support both Gender 26% Female; average age 45 residents and businesses. Core services include law 74% Male; average age 44 enforcement and compliance, fire protection and emergency Tenure 0-5 years 23%; 5-10 years 20%; 10-15 years medical services, water and sewer services, refuse collection, 20%; 15-20 years 12%; 20-25 years 12%; 25+ street maintenance and traffic management, parks, library, years 14% recreational and cultural programming and capital Employment 13% exempt; 87% non-exempt improvements. City services are delivered directly and Status 34% civil service; 66% general govt. indirectly through employees who work in 13 operating and Ethnicity 70% white; 19% Hispanic; 8% black; 10 support departments. Customers also visit city facilities to 3% other receive services or conduct business transactions. A variety of business activities are available for customers through the P.1.a(3) Workforce Profile: Irving’s workforce includes website, eliminating trips to City Hall. just fewer than 1,700 full-time city employees, and expands to more than 2,000 when part-time and summer seasonal staff are included. The employee workforce profile is represented in Figure P.1-1 Mission, Vision, Values Figure P.1-2 and can be further segmented by department and Mission job classification. Education levels and minimum required Deliver exceptional services and promote a high quality of life for competencies are detailed in employee job descriptions. A residents, visitors and businesses. tuition reimbursement program is available for employees Vision pursuing a two-year, four-year or master’s level degree Irving will be the model for safe and beautiful neighborhoods, a \[5.2.c(1)\] and Figure 7.3-30. There are no organized vibrant economy, and exceptional, recreational, cultural and bargaining units for city employees. The Police and Fire educational opportunities. Departments, which are civil service, have associations for the Values purpose of representation on issues. Key factors that engage • We exhibit personal integrity with every decision. •the workforce and motivate them to accomplish the mission We serve by leading and lead by serving. • We show a high level of respect and concern for our coworker are listed in Figure P.1-3. and customers. Irving offers competitive benefits. Key benefits include • We encourage creativity and innovation to improve our retirement fund options, medical, dental and vision insurance, effectiveness. as well as paid time off in the form of sick time, vacation, • We learn and grow in a progressive work environment. personal leave and holidays. The city also offers a • We excel through desire, determination and dedication. comprehensive wellness program that includes monthly financial rewards to employees for successfully attaining P.1.a(2) Vision and Mission: We have a customer- certain health-related goals. Other benefits include life focused, team-building culture that is aligned with our insurance, group legal plans, an employee assistance program strategic plan. Over the past five years, the culture has been and elective supplemental insurance packages and long-term strengthened by senior leaders (SL) through strong consistent care insurance. Additional retirement savings and planning communication about our Mission, Vision and Values (Figure opportunities are available through the 457 deferred P.1-1), strategic plan and the leadership role of employees at compensation plan. Workforce health and safety requirements all organizational levels. Distinctive characteristics of our are a safe work environment, protection from injury, and culture are: support for a healthy lifestyle. Employees are provided with basic personal protective equipment and safety training. iv strategic initiatives. In a down economy there is also less current and anticipated economic forecast. Figure P.2-1 economic development. These changes create opportunities presents Irving’s key strategic advantages and challenges for innovation as the city finds ways to reduce its budget with associated with organizational sustainability. minimal impact on customer service and quality. Figure P.2-1 Strategic Advantages and Challenges Opportunities for innovation and collaboration are identified during the strategic planning process and through Advantages the use of Lean Six Sigma (LSS). Examples include: 1. Sound fiscal management/low taxes and water/sewer rates Collaboration with faith-based community organizations to 2. Strategic focus/alignment 3. Communication fund programs that have experience decreased HUD funding, 4. Process improvement advancing legislative interest through partnerships and 5. Engaged workforce advancing key transportation initiatives that will spur 6. Speed-to-market (expedited permit and plan review) economic development. 7. Location Challenges P.2.a(3) Comparative Data: Our main sources for 1. Declining revenue comparative data are: 2. Revitalization and redevelopment in targeted areas/new • Financial comparisons and services comparisons made business-commercial development against the largest cities in the DFW metroplex (our 3. Improving the visual impression of the city competitors). 4. Increasing cost of employee health care • Best competitor: One city has been identified as our 5. Aging workforce (28% are retirement eligible) “best” local competitor based on similarity, their double AAA bond rating, and being a leader in city management. P.2.c Performance Improvement System: Irving’s Several other DFW cities are considered “key” performance improvement system includes LSS, measure competitors. scorecards, benchmarking and using the National Baldrige • Baldrige comparison: One Baldrige recipient (Coral Quality Program as a framework. The performance Springs) has been identified for comparative purposes. improvement process is shown in Figure P.2-3. LSS is They are the only city (industry) Baldrige recipient. Coral deployed throughout the organization with related training and Springs is not a comparable city in all service areas. is used to systematically evaluate and analyze process Irving’s population and area is double the size. Irving is capability and reduce variation and waste. Introduction to LSS an older city with a much older housing stock and has a is required training for all employees. Employees use the LSS substantially lower median income. DMAIC process or Lean tools to make improvements. Since • Industry/association standards are used if comparative 2007, Irving has realized $38 million in cost savings and data is not available at the local or Baldrige level. avoidance and has gained over 48,000 hours in productivity • Comparative data from ICMA/CPM is used if best through the elimination of redundant work and the local/state and national are not available. There is a implementation of streamlined business practices through limitation with the ICMA data. Few cities Irving’s size continuous improvement, innovation and benchmarking. participate, limited data is collected, the data is mostly Departments and employees are linked to citywide strategic activity measures and the data is 18 months old. plan goals, strategies, actions and key performance indicators. Employees continually review customer input, work processes • If external comparative data is not available, Irving uses and measure scorecards to identify opportunities for internal historical data to set stretch goals that will drive organizational improvements. performance improvement and innovation. • Benchmark data from a national survey database Irving regularly seeks out opportunities to benchmark and administered by ETC Institute (AOS) is used for learn from other high-performing organizations by comparable residential survey data along with “best” participating in the Quality Texas Quest for Excellence competitor and Baldrige. Employee engagement data is Conference, using the MBNQA Quest for Excellence compared to the highest rated agency on the Federal View Conference DVD as a learning tool, participating in Point Survey, “best” competitor and Baldrige. conferences through professional associations and visiting Additionally, Irving participates in a regional Best Places with the Fortune 500 companies located in Irving. to Work survey 3 years. The Baldrige Criteria is used as its framework for • Comparisons outside the industry include ASTD, SHRM, organizational review and as an annual assessment tool. and Cigna/Kaiser. Applications have been submitted and feedback has been Our primary challenge in obtaining comparative received at the state level in 2009 and 2011 and at the national industry data is the majority of measures collected by level in 2011. In 2011, Irving was a recipient of the Texas municipalities merely reflect workload. Only a small number Award for Performance Excellence (TAPE). We continually of local governments systematically assess performance learn from these assessments and implement improvements. quality and efficiency. Figure P.2-2 demonstrates key initiatives implemented since P.2.b Strategic Context: With limited financial 2006 to improve operations. Several of the improvements resources, organizational sustainability for public employers is address opportunities mentioned in the 2009 and 2011 always a concern, and each year’s budget and associated feedback reports. financial decisions must be made with full consideration of the vii                                                                                                                               !! ! Abundance Acceptance Achievement Adventure Aesthetics Appreciation Authenticity Balance Beauty Bliss Caring Career Cheerfulness Clarity Commitment Compassion Co-operation Confidence Contentment Courage Creativity Daring Dedication Detachment Determination Devotion Diligence Discipline Discernment Discrimination Empathy Empowerment Energy Enthusiasm Excellence Faith Family Fame Flexibility Forgiveness Freedom Friendship Fun Generosity Gentleness Good will! Grace Gratitude Growth Happiness Harmlessness Harmony Healing Health Honesty Hope Humility Inclusiveness Insight Integrity Influence Intelligence Intimacy Introspection Intellectual growth Intuition Joy Justice Kindness Knowledge Leadership Learning Love Loyalty Maturity Money Openness Order Passion Patience Peace Positive Power Prosperity Purity Purpose Recognition Relationships Respect Responsibility Reverence Sacrifice Security Serenity Service Sharing Silence Spirituality Spontaneity Strength Status Support Surrender Success Tolerance Trust Trustworthiness Truth Understanding Union Unity Wisdom Winning Wealth ! ! EXTENDED LIST OF VALUES ! Use the list of values to stimulate your thinking and create new inner connections. ! www.colinhiles.com!