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5.0. SR 08-12-1996~ity of ver MEMORANDUM Item 5. TO: FROM: DATE: SUBJECT: Mayor & City Council Economic Development Authority Housing and Redevelopment Authority Utilities Commission Chamber of Commerce Representatives Bank Presidents - Dick Gongoll Jim Simpson Paul T. Steinman, Director of Economic Development July 25, 1996 Strategic Planning Introduction Over the past several months, discussion has occurred regarding undertaking an economic development strategic planning process. The purpose of this memo is to outline a number of issues regarding undertaking such a process, and for the City Council to authorize the Economic Development Authority to begin to take the lead role in this process. Background Due to discussions which have occurred over the past several months and questions which have been raised regarding an economic development strategy, staff has examined undertaking a strategic planning process for economic development. Within this examination, staff has attempted to answer many of the questions associated with strategic planning and how this process could be a benefit to the City of Elk River. What follows are several questions which are typically raised regarding the strategic planning process: 13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425 Strategic Planning July 25, 1996 · What is strategic planning? Strategic planning is defined as "the process by which an organization env{s{ons {ts future and develops the necessary procedures and operations to achieve that future." There are three key aspects of this definition: "Envisioning" involves a belief that aspects of the future can be influenced and changed by what we do now. o Strategic planning focuses on the process of planning rather than on the plan that is produced. 3. Strategic planning is never completed. Strategic planning differs from comprehensive planning in four fundamental ways: Strategic planning relies more on identifying and resolving issues, while comprehensive planning focuses more on specifying goals and objectives. Strategic planning emphasizes assessment of the environment outside and inside the organization far more than comprehensive planning. Strategic plans have a "mission" statement, or a "vision of Success". Strategic planning is more action oriented than comprehensive planning. · Why undertake strategic planning and how would this process benefit the City of Elk River? The following are reasons why the City of Elk River should develop and follow a strategic plan for economic development: Provide focus and direction for the city. Provide information on the purpose and direction of the city to the general public as it relates to economic development. Strategic Planning July 25, 1996 Makes city proactive instead of reactive to economic development. Provides the general public with a greater opportunity to help shape the city's economic development programs and policies. More clearly defines the roles and responsibilities of employees, Councilmembers, EDA, and HRA. Creates more of a "team effort" for everyone in the city involved in economic development. Provides a firm foundation for controlled growth in the future within the city. · What are we going to accomplish by strategic planning? The following is a list of items we hope to accomplish by developing a strategic plan: Establish a five year economic development goal and implementation plan. Establish a two year action plan identifying strategies to attain such goals. Identify specific groups and/or individuals and their respective responsibilities associated with completion of activities within the two year action plan. Clearly define the mission of the city regarding economic development. · Who would provide the necessary leadership to organize and undertake the strategic planning process? Staff is proposing at this time that the Council provide direction to the Economic Development Authority to assume the position of steerheading the strategic planning process. Under this scenario it would be appropriate that EDA President Jeff Gongoll would assume the role of Chairman of the Strategic Planning Task Force. This position would be responsible for aiding the facilitator in keeping the Strategic Planning July 25, 1996 direction and focus of the group on the relevant issues of strategic planning. Staff will provide support to the Task Force. · Who would be represented on the Strategic Planning Task Force? Staff is proposing at this time that the following groups or individuals comprise the members of the Strategic Planning Task Force. It is further recommended that the assumed Chairman of the Strategic Planning Task Force, Jeff Gongoll, be allowed to appoint specific members of the Task Force if determined appropriate. Mayor and City Council Economic Development Authority Commissioners Housing and Redevelopment Authority Commissioners Utilities Commission Members Chamber of Commerce Representatives- (2) Bank Presidents - Dick Gongoll/Jim Simpson Total number of members, aside from staff, is nineteen. What is the work plan of the Task Force? Staff will be undertaking development of a work plan for the Task Force. In these discussions it is foreseeable that the work plan may include about three to six meetings, depending upon the actual size of the Task Force. Staff anticipates this process to last a total of approximately three to six months. A preliminary outline of the work plan, as proposed by potential facilitator Jim Brimeyer, is attached to this memo for your information. · Where do we proceed once the plan is in place? Analyze and update the five year goal plan annually. Annually realign the five year goal plan to concur with the next year's forecasted economic conditions. Analyze the effectiveness and update the two year action plan. Market the plan to the general public and business community. Strategic Planning July 25, 1996 In an effort to keep the strategic plan current and recognized by the community, it may be appropriate that the Task Force reassemble itself periodically to assist in evaluation and modification of the plan. Action Requested Staff recommends the following actions: 1.) That the City Council authorize the EDA to begin the Economic Development Strategic Planning process. 2.) That the EDA provide direction to staff for the expenditure of $3,000- $4,500 from its 1996 budget for the funding of a facilitator, and that Jim Brimeyer be hired to act as such facilitator. Attachments: Proposal for Strategic Planning services from Jim Brimeyer s:\councilXstrtpln.doc The Bnmeyer Group, Inc. EXECUTIVE SEARCH CONSULTANTS March 29, 1996 904 Mainstreet Suite 205 Hopkins, MN 55343 Mr. Pat Klaers City of Elk River 13065 Orono Parkway Elk River, MN 55330-1900 Dear Pat: At a meeting several weeks ago you asked for a proposal to conduct a planning session to develop the City's strategy for economic development. The purpose would be to determine the course of action that the City, HR.A, and EDA should take and to provide direction for the new Director of Economic Development. Enclosed is a general outline as to how this might be done. It follows the model used in Hopkins 'and some of the work that is being done in St. Louis Park.' The timeframe really depends on the size of the group. If the group gets much larger than 12-15 or if it is necessary to "politically' touch base with a larger number of organizations, we will have to talk about the approach, time, and costs of doing a broader participative process. It is my feeling that since this is the first time you have done this, that we confine it to a smaller group and see if we have any success in identifying three to five major strategic issues. If the decision is made to broaden the participation or extend the timeframe, we can always make that decision at that time. I look forward to working with you. 'Very truly yours, .. ames Brimeyer · President (612) 945-0246 · fax (612) 945-0102 The Brimeycr Group, Inc. EXECUTIVE SEARCH CONSULTANTS Proposal for Consulting Services City of Elk River, Minnesota 904 Mainstreet Suite 205 Hopkins, MN 55343 OBJECTIVE: To assist the City Council, Economic Development Authority, and Housing Redevelopment Authority in a planning session to: 1. Develop a strategic plan for economic development for the City of Elk River. 2. Develop a vision or mission statement for economic development for the City of Elk River. 3. Identify a clear set of goals. 4. Establish priorities for the goals and direction of the Department. 5. Develop support for these goals among the City Council, EDA, and the HRA. 6. Develop communication and team work between the three agencies~ the City Administrator, and the Director of Economic Development. 7. Develop a model for implementation of the goals established by the group. APPROACH: 'Session 1 - 4 hours * Develop a mission or vision .statement:using the strategic planning model. * Identify. stakeholders Assess the current strengths, weaknesses, opportunities, and threats of the organi:,ation Session 2 - 4 hours * Based on the information generated in Session 1, establish a list of issues. Determine the priorities of these goals and issues. Identify strategic issues. (612) 945-0246 · fax (612) 945-0102