Loading...
HomeMy WebLinkAbout_2003 03 18 City Commission Workshop Minutes CITY OF WINTER SPRINGS MINUTES CITY COMMISSION WORKSHOP MARCH 18, 2003 CALL TO ORDER The Workshop of Tuesday, March 18, 2003 of the City Commission was called to order at 6:30 p.m. in the East Training Room of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). ROLL CALL: Mayor John F. Bush, present Deputy Mayor Robert S. Miller, absent Commissioner Michael S. Blake, arrived at 6:40 p.m. Commissioner Edward Martinez, Jr., present Commissioner Sally McGinnis, present Commissioner David W. McLeod, present City Manager Ronald W. McLemore, present City Attorney Anthony A. Garganese, absent AGENDA 1. A. Office Of The City Manager Goal Setting Discussion Ms. Marilyn Crotty, University of Central Florida, Florida Institute of Government, 36 West Pine Street, Orlando, Florida: presented her introductory comments. Noted for the record, the following Department Directors were in attendance: Ms. Joanne Dalka, Information Services Department Director; Ms. Louise Frangoul, Finance Department Director; Mr. Daniel J. Kerr, Chief of Police; Mr. Timothy J. Lallathin, Fire Chief; Mr. Kipton D. Lockcuff, Public Works/Utility Department Director; Ms. Andrea Lorenzo-Luaces, City Clerk; Mr. Chuck Pula, Parks and Recreation Department Director. Also present from Staff were Mr. John Baker, Senior Planner, Community Development Department; and Ms. Eloise Sahlstrom, Senior Planner, Community Development Department. A cake was presented to Commissioner Edward Martinez, Jr. in honor of his birthday. CITY OF WINTER SPRINGS MINUTES CITY COMMISSION WORKSHOP - MARCH 18,2003 PAGE20F5 Mayor John F. Bush suggested that in consideration of several factors, tomorrow night's Workshop should be cancelled. With consensus, Mayor Bush stated, "We won't meet tomorrow night." Commissioner Michael S. Blake arrived at 6:40 p.m. Next, introductions were made by the Elected Officials and Staff. Discussed ensued on Ground Rules for the Workshop(s). Regarding this Workshop discussion, Ms. Crotty explained that "When we get down to developing Goals, Objectives, and Priorities, there will be an opportunity for the Elected Officials to indicate what they think will be most important, but there won't be any formal voting. This is a work session, and the product of this will eventually come back to the Elected Officials for approval in a work program." Ms. Crotty then pointed out that "After we go through this whole process, you will be left with a set of Goals and Objectives - they won't be finalized - they will be turned over to your Staff to actually fully develop the Goals and Objectives. The Elected Officials will select priorities out of those Objectives that they want to see implemented in the next fiscal year, and at that point, it does all go back to Staff to develop a work program." The Ground Rules that were agreed to for these Workshops are as follows: - Stick to issues - Keep things impersonal (issues not personalities) - Be concise - Don't dominate - Only one person speaks at a time - Full participation - End on time - Staff should bring forth issues that need to be addressed The Elected Officials and Staff then reviewed External Trends and Issues which included: - Seminole County - Legal and Political - Socio cultural environment - Economic situations - Technology - Competitive environment - Economy (18 to 24 months turnaround) - War (including loss of Staff - which results in fear; stress; focus of decision making; changes; decreasing Federal and State dollars; unemployment) Tape I/Side B External Trends and Issues (continued): - Growth - Health care affordability (accessibility) - Insurance rates and liability - Workers Compensation - Aging population - Education (increasing population of children) - Homeland security (related costs) - Mandates (without funding) - Demographics (multicultural) - Citizens (more reactionary participation) - Technology (network security) - Water issues (quantity; quality; safety) - Transportation (inadequate; infrastructure; gas prices) - Natural resources (threatened; disappearing) CITY OF WINTER SPRINGS MINUTES CITY COMMISSION WORKSHOP - MARCH 18,2003 PAGE 3 OF 5 Next discussed by the Elected Officials and Staff were Internal Issues: - Build out in seven (7) years (an additional 10,000 - 12,000 people; proper staffing; facilities) - Technology - Communication with citizens - Establishing priorities ( opportunities) - Affordable housing - Sustainability of neighborhoods (maintain wealth of neighborhoods) - Information overload (for Elected Officials - makes decision making difficult) - Visionary (risk taking) - Research (records management) - User friendly atmosphere - Customer service orientation - Traffic (growing problem) - Recruit and retain qualified Staff - Employee training (supervisory) - Consolidation of services - Landscape architecture (maintain and protect) - Contracting services (construction and maintenance; low bid) - Too much going on (too much change; hard to manage it all) - Courtesy and respect to citizens, Staff, Elected Officials A recess was called at 7:56 p.m. The Workshop reconvened at 8:07 p.m. City Manager Ronald W McLemore returned to the Workshop at 8:08 p.m. Chief of Police Daniel J Kerr returned to the Workshop at 8:08 p.m. CITY OF WINTER SPRINGS MINUTES CITY COMMISSION WORKSHOP - MARCH 18,2003 PAGE 4 OF 5 Tape 2/Side A A document entitled "s. W 0. T Analysis" was distributed and individual comments related to "Strengths," "Weaknesses," "Opportunities," and "Threats" were noted by those in attendance. Commissioner Martinez departed the Workshop at 8:22 p.m. Discussion ensued on "Strengths," "Weaknesses," "Opportunities," and "Threats." Strategic Issues were discussed next. The following Strategic Issues were suggested: - Communication with citizens - Strengths and weaknesses - Build out of City - Staffing pattern - Training - Customer service - Human resources (hiring, retention, benefits) - Neighborhood sustainability (service, economic) - Maintain high levels of service with growth - Police; Fire; Stormwater; Sewers; Parks and Recreation - Facilities - Ongoing self-evaluations of City and government - Corridor management - Maintain landscape architecture - Master planning (citizen surveys) - Information (and records management) - Intergovernmental relations - Traffic - Public safety staffing - Efficiency (process improvement; project approvals) Tape 2/Side B Strategic Issues (continued): - Risk management - Efficiency (Sunshine Law) - Technology With discussion on staffing, Commissioner David W. McLeod stated, "Overall, I think our Staff does a good job." Next, discussion ensued on how to best provide adequate information to the City Commission, and Manager McLemore added, "I encourage you to come in." Manager McLemore then said, "Ifthere is something you want to know, we'll call in the right Staff people and let's sit down, and we'll work through it with you." CITY OF WINTER SPRINGS MINUTES CITY COMMISSION WORKSHOP - MARCH 18,2003 PAGE50F5 Further discussion ensued on which Strategic Issues should be grouped together as Goal areas. Ms. Crotty handed out a document entitled "Definitions" which was then reviewed. Regarding Goals, Ms. Crotty advised the City Commission that "I am suggesting five (5) to seven (7) Goals." Commissioner McLeod stated, "Ron [McLemore], would you look in the Comprehensive Plan - isn't there a City Goal - in the Comprehensive Plan - I believe there is." Next, Ms. Crotty suggested that "Under each Goal, you are going to have a series of Objectives - the Objectives are going to be more specific, and I'm suggesting they be measurable - they should let you know what it is we are going to do; who is responsible for it; how will we know the level of the measure of accuracy; and a timeframe." Additionally Ms. Crotty stated, "The key to it is to not write unrealistic Objectives." Furthermore, Ms. Crotty suggested, "That's where Staff has to come in and in fact, my suggestion which I said at the beginning - after we identify our Goals and Objectives, Staff needs to come back to the Elected Officials with a realistic work program - and they will also tell you what impact it will have." With discussion, a number of suggestions were made regarding the grouping of the Strategic Issues as Goals. Ms. Crotty suggested, "We can put off finalizing this - you can think about it - I don't know if anyone has jotted down any of these things. Maybe one can put them into what you think makes sense as far as Goal areas, and we will open it up at that point at the next meeting." Commissioner Blake inquired, "Would it be possible to get these things on - a worksheet for the next meeting?" Manager McLemore handed out a document entitled "Previously Stated Commission Goals And Objectives" which listed a number of the issues that have been a priority over the last seven (7) years. Ms. Crotty noted that she would be in touch with Manager McLemore regarding dates she would be available, in terms of the second Workshop which needs to be rescheduled. ADJOURNMENT The Workshop was adjourned at 9:37 p.m. RESPfiCTFUl1LY SUBMITTED: ( ..' -"'- . '.h.' ~,..-~ '; ~ "~ - -1~2L:" ~~:' "t. ,:, / ~ q - ,f' ' IJ' ~~. ( j~ .'" ,-~;~:;: < '" ~ ;.~ ~A 'O.:~N~q~LJJACES, CMC ~ ~Cf~~.~~:r _~:'.~} ';r" -,.. _ J';' ~i, ...-. ,(~~: ._' \ ~~I .., - !J.- . _.