HomeMy WebLinkAbout1998-01-21; City Council; Minutes0 0
MINUTES
SPECIAL MEETING OF: CITY COUNCIL WORKSHOP
DATE OF MEETING: January 21 , 1998
TIME OF MEETING: 9:00 a.m. - 5:OO p.m.
PLACE OF MEETING: Santa Fe Room/Raintree Conference Center
Mayor Lewis called the Workshop to order at 9:11 a.m. with all Council members
present. Also in attendance were Ray Patchett, City Manager, Ron Ball, City Attorney,
Ann Cheverton, Human Resources Director, and Ann Marie Spraul, Facilitator.
The Mayor introduced the City Manager who explained the goal setting process who, in
turn, introduced Ann Marie Spraul who facilitated a discussion and overview of the
agenda for the iiPerformance Management and Strategic Goal Setting Workshop”.
The Council discussed the progress and status of 1997 goals and listed certain
achievements and accomplishments during that year. The Council also discussed its
preliminary goals for the 1998-99 fiscal year.
Ann Marie Spraul explained a new proposed system for strategic goal setting and that
is a way to establish realistic, timely, feasible goals. The process is changed so that the
City Council and staff meet to discuss the proposed goals leading to the presentation
and adoption of certain goals during the budget cycle. She further explained that
establishing “strategic goals” is a very different process than regular goals. The City
Council determines the “bigger picture” and staff drafts operational goals making them
concrete, achievable, feasible and realistic. The City Council acts on them during the
operational and capital improvement budgets.
The City Manager presented the “Performance Management, Budget and Performance
Measurement’’ cycle and explained its concept in use with the aid of a slide and
attachment. (See Exhibit A).
The Human Resources Director explained the concept of “Connecting Strategic Goals
and Performance Management Plans” with the aid of slides and handouts. (See Exhibit
9). The Council reviewed and discussed this concept. Several principles emerged
which will be necessary to refine this process including adding one or more “feedback
loops”, adjusting the diagram to indicate “cascading down” as well as “percolating up”
as progress is made on this concept and that additional Council workshops may be
necessary in this process.
In addition, provisions may need to be made to establish ground rules and protocols for
adding projects mid-stream outside of the normal process which arise on short notice.
Ann Marie Spraul presented the “Glossary of Terms” (see Exhibit C) which are
necessary and desirable in discussing the community vision, the Performance
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Management, Budget and Performance Measurement Cycle, Connecting Strategic
Goals and Performance Management Plans, and the commencement and completion
of the strategic goal setting process.
Lunch break at the Raintree Conference Center Courtyard from 12:OO - 1 :00 p.m.
Mayor Lewis reconvenes the meeting at 1 :00 p.m.
The Leadership Team joins the City Council consisting of Frank Mannen, Assistant City Manager, Lloyd Hubbs, Public Works DirectorlCity Engineer, Jim Elliott, Administrative
Services Director, Bob Vales, Police Chief, Marty Orenyak, Community Development
Director and Dennis Van Der Maaten, Fire Chief for a dialogue to practice the new
system of “Performance Management, Budget and Performance Measurement Cycle”.
Cynthia Haas, Economic Development Director, reviewed the Carlsbad community
profile leading to a Council discussion of the process and procedures of the
determination of strategic goals and target initiatives/priorities.
The City Council and Leadership Team discussed, considered and deliberated over the
five-year vision statements most significant to the future of Carlsbad. The City Council
then drafted five broad strategic objectives that fulfill the qualifications of being specific,
achievable, relevant and feasible. Discussion ensued on these draft strategic goals.
These matters were referred to a future Council workshop for further discussion,
consideration, deliberation and clarity to be scheduled within the next 30 days.
The Mayor entertained concluding remarks and the workshop was adjourned at 521
p.m.
A R ectfully submitted,
/&ah
RONALD R. BALL
City Attorney
as Clerk Pro Tern
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GLOSSARY OF TERMS
Community Vision
Statements describing desired future for City of Carlsbad as envisioned by City
Council based on community input/ citizen feedback.
Strategic Values defining key principles to guide decisions and policies.
Major Service Areas
Five service delivery functions designed to carry out City-wide operations:
Public Safety
Community Development
Public Works
Community Services
Administration
Strategic Goals
Define WHERE City staff will focus their attention in the coming year?
3-5 broad objectives developed annually by City Council to align the energy and
activities of City staff to achieve / enhance key elements of Community Vision.
Apply universally to all MSA's ( Major Service Areas)
Operational Goals
Define WHAT tactics City staff will implement to achieve the Strategic Goals?
Leadership Team develops 2-4 specific tactical objectives to support achievement
of each Strategic Goal
May apply to all or most MSA's (Major Service Areas)
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DepartmentalfFrogram Goals
Define HOW City staff plans to achieve desired results of Operational Goals?
Each MSA develops 1-3 concrete initiatives to achieve desired outcomes of each
Operational Goal
Apply specifically to departments/ programs that can contribute and/ impact goal
achievement.
Align activities of all departments around achievement of Strategic Goals
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