HomeMy WebLinkAboutStaff Report 5.C 03/18/2019DATE:
TO:
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SUBJECT:
Agenda Item #5.0
March 18, 2019
Honorable Mayor and Members of the City Council
Peggy Flynn, City Manager
Setting Saturday, April 6, 2019 as the Date for the City Council's Annual Goal -Setting
Workshop and Provide Feedback on the Draft Agenda
RECOMMENDATION
It is recommended that the City Council accept this report setting Saturday, April 6, 2019 as the date for the
City Council's 2019 goal setting workshop and establishing the time, location, process and provide
feedback to staff regarding the draft agenda.
BACKGROUND
Beginning in 2010, the City Council has hosted a special meeting every other year to establish its list of
goals and priorities for a 2 -year cycle. The meeting has traditionally included a status review of the prior 2 -
year goals and priorities; time for the public to address the City Council on goals and priorities; and, time
for the City Council to review, discuss and amend the City Manager's recommended goals and priorities
for the next 2 -year cycle. The last time the Council set goals was in February 2017, for the 2 -year period of
2017 and 2018.
At the City Council's February 25, 2019 regular meeting, the City Council requested that the City Manager
add the topic of a goal setting workshop to an upcoming agenda of the City Council. Following the
meeting, staff surveyed Councilmembers for date availability, and have completed some preliminary work
and assembled some information to recommend a special meeting date, time, location, and draft agenda.
DISCUSSION
Saturday, April 6, 2019 is the date that is available to all members of the City Council and is being
recommended. It is recommended that the meeting be held at the Petaluma Community Center, in meeting
rooms A -D. Prior meetings have been held at this site, in the Club Room, which has proved to be slightly
small for the meeting. It is proposed that the meeting begin at 9 am and end at 3 pm.
Staff is proposing a slightly revised approach to sessions from recent years given the interest by Council to
engage our community and staff. It is proposed that the April 6 Goal -Setting Session would involve
developing the goals, an outcome for each goal, and the objectives for each of the goals. At the workshop,
once Council establishes the goals, staff envisions having a breakout session with the Council and
workshop attendees to develop the outcome of each of the goals (a "picture of success" for each of the
goals). Following that exercise, Council would deliberate on objectives for each goal and a prioritization of
those objectives. In addition to the break-out session with workshop attendees, there will be public
comment gathered during the workshop. Following the workshop, staff would pull together all of the
feedback and develop a revised version of the draft goals and objectives and reach out to the community,
including our committees, commissions, and boards, our partners and stakeholders, to get feedback on the
draft. Staff would bring the revised draft back to Council at a subsequent regularly -scheduled or special
Council meeting for consideration.
The Agenda for Goal -Setting Session proposes the following elements:
Status Update and Review of 2017-2018 Goals and Objectives Estimated Time: 30 min
A small but necessary amount of time will be devoted to reporting progress on the current goals and
objectives. It is anticipated that this report will be provided in writing ahead of the meeting, and the time
allocated at the April 6 meeting would be utilized to report on the highlights, and to respond to the City
Council's questions or concerns. Note that any uncompleted objectives from the prior plan, will be
reconsidered for inclusion under the "Objectives and Prioritization" section of the workshop.
Discussion of Citv Goals Estimated Time: 90 min
To tee -up this discussion, staff has begun to develop some suggestions to the City's current goal categories,
based on the efforts to -date. These suggestions will be provided in advance of the meeting and are only a
starting place for a facilitated discussion.
Break-out session --Outcomes for Citv Goals Estimated time: 75 mins
To give Council an opportunity to engage with workshop attendees, staff suggests a break-out session with
workshop attendees to discuss the outcome or "picture of success" for each goal. Each Councilmember will
host a table, and work with workshop attendees to develop outcomes for each goal. Staff will be available
at each table to facilitate, capture the feedback, and report out at the end of this session.
Public Input throughout
Integral to this workshop is input from our community. In addition to the breakout session, staff
anticipates public comment following the goals and objectives sections. That input will be documented by
staff for Council consideration.
Obiectives & Prioritization Estimated Time: 120 min
Staff envisions a facilitated discussion regarding existing and new objectives. This session will include a
prioritization exercise that will allow Council to consider low, medium, and high priorities under each goal.
At the conclusion and prior to the follow up workshop, staff will take all input received and will develop a
draft set of recommended goals that will be presented for discussion and possible adoption at the end of
April or early May.
PUBLIC OUTREACH
Staff will reach out to the community, including but not limited to our committees, commissions, and
boards, with an invitation to the workshop via all City communication channels. The invitation will be in
both English and Spanish. The workshop will be videotaped and rebroadcast by Petaluma Community TV.
Once a draft plan is developed, additional outreach will occur to get feedback which will be presented to
Council at a future meeting for consideration.
ATTACHMENTS
1. Draft Agenda
IN
ATTACHMENT 1
CITY COUNCIL GOAL -SETTING — SESSION #1
Saturday, April 6, 2019
DRAFTSCHEDULE
9:00 AM Welcome & Overview of Workshop
9:10 — 9:40 Status Update and Review of 17-18 Goals
9:40-11:00 Discussion of City Goals
11 — 11:15 Break
11:15 — 12:30 Outcomes: Breakout Session
12:30 — 1:00 Working Lunch: Review of Objectives
1:00-2:30 Continue Objectives & Prioritization
2:30 — 3:00 Next Steps
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