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5.8. SR 02-24-2003River M :MO NDUM TO: Mayor and City Council FROM: DATE: Pat Klaers, City Admit _rator February 24, 2003 SUBJECT: City Vision Statements and Goals Item # 5.8. A city vision statement (or vision statements) and goals has been an agenda item at the December and January department head staff meetings. Vision statements and goals has also been the subject of numerous smaller meetings over the past few months. At this time, there is no clear consensus from the staff (including me) on how to proceed in approaching this issue, nor is there a clear understanding regarding the distinction bet~veen goals and vision statements (and strategies and tasks, etc.). Some of this staff uncertainty is just semantics and staff will continue to meet and work through this issue. What is clear is that some department heads feel the need for more direction from the City Council. This additional direction is needed in order for staff to appropriately respond to public inquiries and in order for staff to adequately perform the functions and fulfill the responsibilities of their job. This all relates to a City Council vision for the future of the city, along with City Council approved goals to achieve the vision. (From a vision and goals, we move into the next phase which is staff suggested tas~o accomphsh the goals and the need for Council priorities and policies to follow.) Attached for your information are some articles from the League of Mianesota Cities magazine regarding visioning and goals. Also attached is the draft vision statement material from the Comprehensive Plan. I will provide a verbal update to the City Council on how things have been going regarding the topic of city vision statements and goals and will welcome any feedback from the City Council. Municipal Strategic Planning By Carl Neu ocal government operations affect our daily existence, experi- ences and the quality of life we have within our communities. No local government deserves, nor should its citizens tolerate, a council or governing body that isn't effective and competent in leading the conm~unity toward a better and more productive future. Thomas Cronin, a recogTUzed author- ity on public policy, defines leadership as, "making thin~ happen that might not other,vise happen, and preventing things fi-om happening that ordinarily might happen. It is a process of getting people together to achieve common goals and aspirations. Leadership is a process that helps people transform intentions into positive action, visions into reality"--a process that beans with a powerful vision, sound strate~c think- ing, a solid corrm2tment to the future, and the will and skills to achieve the future in partnership with the entire community. A council's primary responsibility is notjust to make policy or rule on agenda items at public meetings. It is to determine and achieve citizens' desires for the community's future. Municipal leaders help to shape the future of the comrnunity by identifying and meeting the challenges that must be addressed through decisive leadership and goals. A strate~c leader always envisions the future and takes a community "back to the future" from the present. This leadership adventure starts with vision, and evolves to defining the stra- teac issues that must be mastered to achieve the vision. The next step is the development of long-range goals that address these strate~c issues and which provide decision-making and budgetary focus for the successful implementation of these goals. Living from one annual budget to another, and from one coun- cil meeting to the next, condemns your community and its future to happen- stance and the type of thinking that befuddles governance and policy. Thinking and acting strate~cally relates to the following four elements: A powe~d vision. Leaders focus on the future. The means by which they engage a community's comnmment to that future is through creating a picture or vision of what they are striving to achieve. This vision captures imagina- tion and conmzitment by providing a general direction for change, motivat- ing people to take action to bring about those changes, and coordinating the actions of all sectors of the commu- nity to ~vork to fulfill that vision. Vision is a sensible and appealing picture of the future that rivets the entire com- munity's attention and enables it to put the priorities of the future over the demands of the present as the basis for decision-making and resource allocation. Sound strategic thinking. Vision is not enough. Without a feasible and well thought out approach to achieving the vision, it is nothing more than a pipe dream or a hollow aspiration. Strategy and related goals provide the logic and detail that show how a vision wLtl be accomplished over rime. One of the most critical strategies that must be defined is how the vision will be communicated throughout the entire cormnunity so it is understood and embraced. Commitment to tke future. Com- mitment arises from communication and understanding. Major change is difficult to accomplish and results from strong community-based coalitions and' teams comrmtted to achieving the vision. The comn'~tment to the future is exemplified by four characteristics: · Ensunng that key players throughout the community are on board so they can propel, rather than block pro~ess. · Developing the levels of expertise and insight necessary to carry out the strategies and achieve the goals through informed decision-making and focused resource allocation. · Maintaining credibility in the vision and the people cornnfitted to its attainment. Powerful visions are achieved in part because leaders are able to maintain people's faith in the importance of the vision and its benefits to the community's future. · Ensuring the communi~'s leaders work in partnership with each other and the entire community in pursuit of the vision. The will and skills to ad, ieee tie future. Leadership can be defined as having two essential elements: wish- bone and backbone. It's relatively easy to create a vision, strate~es, and goals, and communicate all of these through- out the community. But the backbone comes from creating the will and hav- ing the skills to carry out the strate~es and goals necessary for achieving the vision. Will starts with commitment and is sustained through undaunting courage and faith in the power of the vision. The s ~kills required are many, including visioning and goal-setting, team build- ing and establishing working partner- ships with numerous groups through- out the community. Leaders must also be skilled in conflict resolution and willing to take risks. Leaders sometimes have to help their community over- come a sense of scarcity by sharing resources to create abund,'mce. The process of stratego planning involves the entire comrnunity because successful communities are the result of people thin-king, dreaming, and work- ing together. ~- Carl Neu, a former focal t~i'cial, is a mana£ement consultant specializing in strengthenir~ municipal leadership. AUGUST 2000 MINNESOTA C~T~S 13 BUILDING HEALTHY COMMUNITIES Creating A Vision Community visioning, or strategic planning, is about the future. It is a process that determines goals, anticipates surprises, addresses uncertainties, plays out the "what if.5" and creates action steps and partnerships for the entire community. By Carl H. Neu II communities have a future. But what will be the quality of that future? Who bears responsibility for whether the future is one of fate or one of intent and leadership? Everyone in a community, especially its elected leaders, should be concerned about its future because the citizens of the commu- nity will have to live some, if not the rest, of their lives in the future they create. The challenges, opportunities and uncertainties facing all com- munities are growing in number and comple~ty. They can create conflict, confusion, chaos and paralysis. Or, they can create the potential for new horizons, tough choices and exciting futures. They can also help recapture a precious treasure many neighborhoods, towns, cities and regions have lost--a sense of community and caring that binds people together in common purpose and identity; a new recog'nition of"we" and "we'll" as the basis for relating to each other and the commitment to get things done. Community visioning, or strategic planning, is about the future. It is a process by which people envision the community's desired future and develop the courage to achieve it. Community visioning is the means by which a community of people seek the future they desire and relate with each other, personally and corpo- rately, to make that future happen. It is not a planning tool such as a comprehensive or master land-use plan; it is not a means for allocating resources such as a budget; it is not a public relations plan to stimulate good feelings: It is fundamentally a process of dreaming, exploring and creating--a means to give shape and direction to a community's thinking and view of itself so that human imag-ination and creativity can increase the influence of the future over the present as the basis for understanding and action. Once the dream is set, all the planning, budgeting and decision- making tools have purpose and application. Why should a community participate? The visioning process ~ves a city and the council a framework for goal setting and establishing priorities and setting policy. It involves citizens and helps the city understand what they want and value. It provides an opportunity to reflect on a community's history and generate ideas for the future. And, it offers a long-term perspec- tive for decision-making and budgeting. Communities that have seen community visioning as an adventure have reaped phenomenal breakthroughs in how people come together and in the accom- plishments they achieve. Questions to consider Before embarking on a community visioning adventure, your city should consider several questions: "Everyone in a community, especially its elected leaders, should be concerned about its future because the ciUzens of the community will have to live some, if not the rest, of their lives in the future they create." AUGUST 1998 MINNESOTA CITIES 5 "It is fundamentally a process of dreaming, exploring and creating--a means to give shape and direction to a community's thinking and view of itself so that human imagination and creativity can increase the i~uence of the future over the present as the basis for understanding and action." Do we understand what commu- nity visioning really is? It is a process of actively exploring and anticipating the future and the challenges to be addressed. It also means developing consensus and having the disciphne to implement that consensus without caving in to political expediency, one's own biases, or the pressures of specific groups and individuals whose agendas conflict with community consensus. Are our elected officials, staff and community leaders comfortable sharing power with the community and citizens? Community visioning is a form of participatory democ- racy that harkens back to the ori~nal American democratic experience. It can, at times, be in conflict with representative government and its "representa- tives.'' The key is not to fear popular involvement but to use it to forge new citizen-elected official partnerships that expand a community's capacity to perceive and achieve. Can the community visioning proc~s benefit our community, and do we really understand the products and outcomes it will produce? There must be a clear expectation among all parties about the process that will be used, the roles of various players, and what the effort will produce; i.e., a vision statement, specific goals, and strategies and plans for attaining these goals. Is the community ready to dedicate the time and resources to do th. is community visioning process well? A community visioning process can take six to 18 months and involves an extensive time commitment from those involved. The process also requires staff support, an adequate budget, ongoing community publicity and communications, and the services of a professional facilitator. Vision- ing is not a casual undertaMng. It is intense, disciplined, time-consum- ing, hard work aimed at producing rich rewards for the future. Are the council and other key groups publicly supportive and willing to participate? Communi- ties are comprised of many key goups--city government, school districts, chambers of commerce, business and civic organizations, major employers, neighborhood associations--all of whom play a role in creating, supporting and achieving the vision. All must be willing to embrace the process, or their resistance and non-participa- tion can hamper its success. Also, are any groups that have been in conflict with each other will/ng to explore the potential futures in a spirit of collaboration? Or w/il they just seize upon the visioning effort as another chance for further polarization and disruption? Is there a sense of stewardship that will continue the process and commitment to implementation? Co~mnunity visioning and strate~c planning frequently cover a period of 20 years and must be refined and updated regularly. Also, they_ transcend the term of office or tenure of many of the individuals involved in their initial creation. Successful visions require commit- ment to stewardship and ensuring successive generations of leaders who will continue the process, keep it current, and sustain its potential for creating a better future. The future of our communities requires a barn-raising, rather than a vending machine, mentality. Community visioning identifies and produces the changes we must bring about in collaboration with others. These changes are essential to achieving the vision and future we want for our community, and for those individuals who will live some or the rest of their lives within it. ~' Carl Neu is executive vice president and general manager of NEW & Company, providing resources and sen~ices for govemment. Telephone: (303) 986-8487. This article excerpted with permissio, ~vm the May-June 1998 issue of Colorado Municipalities, a publication qf the League qf Colorado Cities. "Community visioning identifies and produces the changes we must bring about in collaboration with others." 6 MINNESOTA CITIES AUGUST 1998 Creating Your City's Future By Kent E. Eklund and Cathy.]acobson eeting after meeting, city councils make decisions on behalf-of their city or town. Often, councilmembers will begin to feel there is no pattern or common vision driving the various decisions. This lack of a sense of a larger picture often frustrates councils. Strategic plan- ning is a technique to develop a vision for a city and create an understanding of that bigger picture. Strategic plan- ning offers a city a geater potential to guide and participate in its future. The alternative is to be directed by future visions developed elsewhere. Importance of strategic planning. In fast changing environments, it is often easy to feel a certain loss of control. The economy is in the midst of a major restructuring, "old" indus- tries are changing, and even newer companies come and go. The increas- ing rate of technolo~cal innovation affects all of us. Social institutions, such as the family and religious organiza- tions, are undergoing rapid change as well. In the midst of all these changes, it is often easy to feel helpless and sub- jected to forces over which you can exercise litde control. Strategic planning helps communi- ties reco~maize these forces and deter- mine long-term coping strategies for dealing with these changes. In many cases, communities are forced to recog- nize that their ori~nal purposes for even being in existence are no longer viable and the community needs to re-think its whole position within a larger, regional context. Such thinking helps develop proactive strategies for working with the trends to arrive at a more pleasing future than if conmauni- ties merely respond to outside forces. What is strategic planning? Strategic planning is different than comprehen- sive planning, land use planning, or facilities and capital planning. All of these planning processes are part of developing and implementing the vision that the strategic plan sets in place. A strate~c plan starts with a longer-term view of the city and answers key questions about the five to ten year vision of what the city wants to become. This long-tema thinkin,~ is hard work. The time horizon is beyond the normal, day-to-day th/nking and acting. Yet elected and appointed city officials have a unique opportunity and responsibility to think in the long term about the future of the whole commu- nity. A strategic plan is organized into yearly, incremental steps or goals that start a community down the path of making the vision a reality. Most plans identify only three to five goals for any one year. This is as much visionary work that any council normally has time to address. The remainder of the annual agenda is devoted to oversight of the daily functions of the city and responding to the issues that emerge during the year. Some of the hurdles. A very difficult part of strate~c planning is finding time in the busy operations of the city to focus on implementing the plan. This is why councils should focus on a lim- ited number of goals each year, and build those goals into the work plans of city staff. Keeping those goals in front of staff is a critical responsibihty of the council. A second problem with strategic planning is elections. With each elec- tion cycle, new councilmembers arrive with potentially little ownership of a plan authored by the previous council. This necessitates, usually in December after each election, the re-opening of the plan and a discussion among all the councilmembers--newly elected and veterans--about the vision and compo- nents of the plan. Even if dramatic changes occur as a result of elections, each council can at least select the key, three to five goals fhat will be the hallmark of their council. Questions to consider. Councils should start these types of discussions with the following questions: In the history of this city, what do we want this council to be known for? How does this answer fit into the vision of the previous council? Even in elections where there seems to be little mandate from the voters, this question gives the council freedom to think about its Vision for the city. A final question councils often ask is whether an outside consultant is worth the expense. The answer to this question depends on the availability of seasoned facilitators in the commu- nity. The individual who facilitates the strategic planning discussion cannot also participate in the conversation. So, whoever is selected to facilitate the discussion must be comfortable being a non-participant and have skills in forg-ing consensus and resolving dif- ferences, which will inevitably occur. An advantage of relying on someone from outside the community to guide the conversation is that they will be able to ask questions from an entirely objective perspective, with no agendas that obviously come with being a resident of the city. Final thought. Of course, there are no guarantees for any community. What strategic planning enables is a rea~stic assessment of a community's prospects and the development of longer-term strate~es for working towards a more desirable future. ~r Kent Eklund and Cathy Jacobson are with Cincinnatus, a member of the LMC Business Associate program. JULY 1999 MINNESOT^ CITIES PLANNING FOR MINNESOTA'S FUTURE Checking Your City's Vision Having a clear vision helps us work more effectively, reduces fatigue, prevents us from missing new opportunities, and keeps us out of harm's way. But vision can also refer to a dream or ideal that shapes our actions and decisions. By W. Arthur Mehrhoff, Ph.D. ow more than ever, cities have to think, plan, and act on their futures or they will be left behind in the new era of global competition. Despite the enormous demogaphic, economic, and cultural waves' of change wast~ing over cities--re- placing manufacturing with know- ledge and service industries as the economic base of cities--there still remains a place for good places in modern society. In fact, such places may become even more precious in the midst of such rapid change, as the global village be- comes a globe of villages and qual- it'/of life becomes more thanjust a slogan. Since quality of life is important to individuals, businesses, and cit- ies, cities must learn to understand and value their own unique char- actefistics and to chart their own courses on the rolling seas of post- industrialization. Russell Ackoff of the Wharton School of Business suggests the only kind of stability in such a complex, unpredictable, and interconnected environment is similar to that of an airplane flying in a storm. Like Chares Lindbergh carefully navigating the Spirit of Saint Louis across the Adantic, cit- les need to achieve this precarious balance through discipline and a thorough understanding of their systems, tools, and the forces acting upon them, along with a clear sense of direction. A vision state- ment becomes a city's flight plan for its chosen future and its image of how to integate themany roles and functions of citizens into a purposeful system--making the flight as rewarding as possible for everyone on board. Visioning has several advantages not found in the typical city plan- ning process. Visioning addresses a wider range of civic concerns and groups. It identifies strategic trends 'and forces, seeks a clear under- ' standing of community values, and offers a big picture to guide imme- diate decisions. The process also creates the appropriate tools and techniques for implementing the vision. Visioning assumes that citi- zens have both the ability and the responsibility for shaping their own futures. Cities as diverse as Litde Falls, Minn., Chattanooga, Tenn., and Pordand, Ore., have discovered that the visioning process releases enormous civic energ3' and cre- ative forces. In fact, one of the ba- sic ideas of visioning is that due to the rapid flow of data, ideas, and capital characterizing post-indus- trial society, city government no longer has a monopoly on those re- sources. The more complex the system, the more insights and in- volvement fi'om different levels are needed to make the system work. One practical consideration, there- fore, is making sure citizens are in- volved in the visioning process. Since each city has different char- actenstics, it is important to use existing institutions like churches "V~sioning addresses a wider range of civic concerns and groups, it iden~es strategic trends and forces, seeks a dear understanding of community values, and offers a big picture to guide immediate decisions." OCTOS~P. 1997 MINNESOTA C~T~S 11 "Since each city has different characteristics, it is important to use existing institutions like churches or schools to engage people in ways that are comfortable to them, or to create new organizations to involve citizens who typically don't participate in the decision-making process." or schools to engage people in ways that are comfortable to them, or to create new organizations to involve citizens who typically don't participate in the decision- making process. The National Civic League's Millennium Project is an excellent source for cities considering the visioning process. The project's Web site (www.cdinet/Mill/Ke- source/vision.htrnl) features local examples of and references na- tional organizations available to help your city. Several notable city exanaples stand out. Portland, Org. has achieved a much-deserved reputa- tion for its high quality of life through its comprehensive, re- gional visioning process. This pro- cess began in the early 1980s and has provided clear directions for local decision-makers with its fo- cus on downtown and waterfront revitalization, support for mass transit, and political and legal mandates to maintain an urban growth boundary to prevent de- velopment in the surrounding farmlands. Chattanooga, Tenn. has won praise for its community-based Vision 2000 focusing on sustainability. During the past 10 years, this once maligned ciW vir- tually eliminated its longstanding air pollution problem, began cleaning up waste sites located in minority neighborhoods, and built an enormously popular and eco- nomically successful fi'esh water aquarium on its previously aban- doned riverfront. And back home in Minnesota, dozens of small cities have partici- pated in the award-winning Min- nesota Design Team visioning pro- cess. Originally conceived by a small group of architecture and landscape architecture students in the early-1980s, the Design Team is a well-established and respected group of volunteer professionals as- sisting communities in planning and designing a viable, appropriate future. The Design Team works not only on design issues like main street improvements, but also with the fundamental planning process that allows communities to take initiative and plan a future that re- flects the cormaaunity's dreams and interests. According to the Design Team, successful community vi- sioning includes: shared ownership of the visioning process; a compre- hensive community inventm3~; in- terdisciplinary teams; democratic brainstorming and discussion of community issues; and finding an individual or agency to spearhead implementation of the vision. In the final analysis, visioning is neither a marc wand nor a silver bullet for solving the problems of cities. It is, at its best, a rebirth of citizenship that will create our flight plan and guide us safely into ire new millennium. ~' Dr. W. Arthur Mehrhoff is professor qf local and urban affairs at Saint Cloud State University in St. Cloud, Minnesota. "in the final analysis, visioning is neither a magic wand nor a silver bullet for solving the problems of cities. It is, at its best, a rebirth of citizenship that will create our flight plan and guide us safely into the new millennium." · Assess and inventor3, the community--including Census, business, and visual data · Identify the important trends and issues · Establish civic goals and objectives · Outline Barriers to identified goals and objectives · Locate available resources · Create a time frame and assign responsibilities · Determine appropriate pro~ess indicators Reprinted from Taking Charge and Managing Change: Basic Outline for Developing Communit3, Vision-for the Future, published bY the American Planning Association, 177~ Massachusetts Avenue, NW. Washington, DC 2003~. 12 MINNESOTA CITIES OCTOBE~k 1997 Klaers, Pat From: Sent: To: Subject: Mcpherson, Michele Wednesday, December 18, 2002 9:13 AM Bergh, Michele; Czech, Rich; Hals, Phil; Johnson, Lori; Klaers, Pat; Mehelich, Catherine; Peine, Sandy; Potvin, Dave; Rohlf, Steve; Thomas, Kristin; West, Bruce; Zerwas, Tom Vision Statement Here is the draft vision statement for the current redo of the Comp Plan. It may help with your goal drafting. vision Statement 9 26 02.doc Michele Draft- September 2002 Vision for Elk River Importance of a Vision? According to an old story, two stonecutters were asked what they were doing. The first said, "I'm cutting this stone into blocks." The second replied, "I'm on a team that is building a cathedral." This story describes the role of a vision on managing the growth and development of a City. Without a vision, development management works much like the fzrst stonecutter. New pieces are added without a clear picture of what is being built. The vision provides the picture of the "cathedral" that Elk River seeks to become. Each development and redevelopment project must help to build the future, not just fit cleanly with the next "stone block". The Comprehensive Planning process has been described as building the future Elk River. The cornerstone of that building is the vision. The Vision Statement provides a broad and enduring view of Elk River. The Vision serves several purposes: The Vision serves as a tool for evaluating proposals, projects, ideas and new directions. How does this action fit with the Vision? · Creating a Vision Statement allows a shared understanding of community desires for the future. · The Vision encourages the community to consider the future, even to a future that is twenty years distant. · The Vision provides an anchor in times of conflict and change - a way of fmcling common ground and shared values. · The Vision encourages imagination, recognizing that the direction it sets will be the reality of the future. · The Vision creates energy and enthusiasm for maintaining the commitment to the Comprehensive Plan. Vision Statement The vision for the future of Elk River consists of several themes. Maintain a distinct identity for Elk River. · Elk River will keep an identity and character all its own. · Natural, cultural and historical resources of the community are essential ingredients of Elk River's identity ': ~ Building the Future ~?~.The Comprehensive Plan for Elk River Draft - Sqotember 2002 Wision for Elk River · Elk River seeks to grow in a manner that preserves the qualities of its "small town" heritage. Create and maintain strong neighborhoods. · Neighborhoods are the basic building blocks of Elk River and shape our mews and attitudes about the community. · Residential development is judged on both aesthetics and function. Keep Elk River a "safe" place. · Elk River is a place where people feel comfortable and secure. · Traffic safety is an important factor in all aspects of community development. · A system of streets, sidewalks and trails allow safe and convenient movement throughout the city. · Municipal services (police, fire, water treatment) create both the perception and reality of safety. Preserve and maintain the environment. · Elk River seeks to promote clean air and water in the management of development and the delivery of municipal services. · Development must be served by well maintained and reliable infrastructure. · Development seeks to incorporate and blend the built environment w/th the natural environment. · Rural, undeveloped areas are part of the Elk River environment. · As Energy City, Elk River seeks to promote sustainable and energy efficient forms of development. Plake Elk River a complete place. · Community and economic development policies will seek to attract employment opportunities and goods and services needed by the community. · The expansion of local employment creates more opportunities for people to live and work in Elk River. · Planning and decision making must recognize that the population of Elk River is not a single commodity. Differences in age, economic status and ethnicity must be considered in planning for future development, facilities and services. '/~. '"'~ Building the Future Ix~lll,_~) _T'he Comprehensive Plan for Elk River Draft- Sqtember 2002 l/ision for Elk ~'ver · Work to achieve the vision. · Everyone shares responsibility for achieving the.vision. sole responsibility of city government. Recreational and cultural opportunities are important elements of a complete place. A quahty education system attracts and keeps people in Elk River. It is not the The City will seek collaborative efforts with other parmers with who have shared interests to achieve this vision. Building the Future