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HomeMy WebLinkAbout2010 06 14 Regular 608 Session Hosted At The August 2010 Florida League Of Cities COMMISSION AGENDA Informational Consent ITEM 608 Public Hearings Regular X June 14, 2010 Regular Meeting Mgr. / Dep Authorization REQUEST: The City Manager and the City Clerk request that the City Commission to consider the information in this Agenda Item related to a Session that the City of Winter Springs will be hosting at the August 2010 Florida League of Cities Annual Conference; and requesting the City Commission to consider whether they wish to hold a Workshop to work through the planning and presentation of this Session, and if so, to set a date for this Workshop. SYNOPSIS: The Florida Association of City Clerks holds an educational session at each Florida League of Cities Annual Conference and this year, Winter Springs' Mayor and City Commission and City Manager were recommended to give a presentation on a session entitled, "Public Integrity and Transparency in Government ". The Florida Association of City Clerks' Professional Education Committee approved this session. CONSIDERATIONS: The 2010 Florida League of Cities Annual Conference is being held in Hollywood, Florida from August 19 -21, 2010. Our Mayor and City Commission and City Manager have been suggested to present a session for Elected Officials who will be attending the 2010 Florida League of Cities Annual Conference. CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - JUNE 14, 2010 REGULAR AGENDA ITEM "608" PAGE 2 OF 3 This educational Session as proposed to the Florida Association of City Clerks and the Florida League of Cities is "Public Integrity and Transparency in Government ": "Join your peers for an enlightening session with Members of the Winter Springs' City Commission and their City Manager and learn how they have taken their focus on transparency in government and have opened the floodgates so it really is truly for the citizens. Week after week, from the Elected Officials, to Management, to all City staff - the City of Winter Springs is incredibly focused on keeping the actions of the government's leaders open to the public. It goes beyond the Florida Statutes and what we as municipalities are mandated to do. It is a new mindset, a real emphasis on true accountability and better communications. Attend this informative session full of innovative ideas and consider new ways to let your community know more about their government, what you are doing for them, and how you and your citizens can form a more understanding partnership." The City Commission has previously been provided with a document listing some preliminary details and talking points for this Session which can be addressed during this educational session and is attached to this Agenda Item as Attachment "A ". It is suggested that the Mayor and City Commission and City Manager hold a Workshop to decide how they wish this Session to be designed, what topics should be addressed, what visuals can be used, and who will individually speak on which topics. Ideas for the Session: - Some of the presentation can be addressed via a PowerPoint presentation with slides and or video of some of the key initiatives the City has implemented, so that the attendees can see how the initiatives have been implemented. - It would be excellent if we could provide all attendees with a DVD of the PowerPoint presentation and any pertinent information on how to implement the program in depth; (for instance on the Lock -Box program, where to purchase such items.) FISCAL IMPACT: If the City Commission wishes to go with distributing DVD's (and personalized DVD labels to Session attendees, this cost would approximately be around $150.00 and the 1100 -54800 (Promotional Expenses) Line Code which currently has appropriate funds could be used. Otherwise, no additional costs other than Staff time will be needed. COMMUNICATION EFFORTS: This Agenda Item has been distributed to the Mayor and City Commission, City Manager, and City Attorney; placed in Press Packets; placed in the Lobby binder; and will be available on the City's Website, LaserFiche, and the City's Server. CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - JUNE 14, 2010 REGULAR AGENDA ITEM "608" PAGE 3 OF 3 RECOMMENDATION: The Mayor and City Commission are being asked to consider this Agenda Item and decide if they wish to provide Staff with further direction pursuant to a review of Attachment "A" and if holding a Workshop is deemed beneficial, to then determine a Workshop date. ATTACHMENT: Attachment A: Suggested Session Talking Points Attachment "A" Florida League of Cities Annual Conference August 19 -21, 2010 Hollywood, Florida "Public Integrity and Transparency in Government": Join your peers for an enlightening session with Members of the Winter Springs' City Commission and their City Manager and learn how they have taken their focus on transparency in government and have opened the floodgates so it really is truly for the citizens. Week after week, from the Elected Officials, to Management, to all City staff - the City of Winter Springs is incredibly focused on keeping the actions of the government 's leaders open to the public. It goes beyond the Florida Statutes and what we as municipalities are mandated to do. It is a new mindset, a real emphasis on true accountability and better communications. Attend this informative session full of innovative ideas and consider new ways to let your community know more about their government, what you are doing for them, and how you and your citizens can form a more understanding partnership. Session is to share real world knowledge, not overview of Florida Statutes or laws, but how do we make the transparency so visible — so other Elected Officials can take some of our successes back to their City and implement the same - Chance for our City Commission to be seen as innovative leaders - Could be great press for the City, after the Conference? Speakers : Mayor John F. Bush Deputy Mayor Rick Brown Commissioner Jean Hovey Commissioner Gary Bonner Commission Sally McGinnis Commissioner Joanne M. Krebs City Manager Kevin L. Smith Talking Points: - Focus is keeping the actions of the government's leaders very visible to the public - It really goes beyond Florida Statutes and what we are mandated to do. It is kind of a new mindset, a real emphasis on true accountability and better communications with our citizens - Improve Communication with our citizens via new innovative methods (electronic sign, eAlerts, podcasts, etc.) - Basic premise is from the Elected Officials leadership to Staff via a new Strategic Plan - We just like everyone else are tight on Staff and Budgets, but even so — the spirit of this is empowering everyone to be more accountable and transparent - It is these ideas and others that our City Commission and City Manager really care about Initiatives: - Official City Meetings: o Public Input is listed on every type of Meeting Agenda, whether it is for the City Commission or an Advisory Board /Committee Meeting • The public is allowed to speak, even if it is after Public Input o Public Input was listed twice on this year's Charter Review Committee Agendas, at the Mayor /Commission's request o Agenda considers best time for the Public to be able to attend and speak o Audio from City Commission Meetings and this year's Charter Review Committee Meetings is streamed live and also archived - Town Hall Meetings: o Hold at a central location o Hold several at different places in community, to reach various communities o Community Visioning Workshop • Idea of a Commissioner • Treasures o Business Visioning Workshop • Idea of a Commissioner • Treasures o Goal Setting Workshop - Coffee with Citizens: o Idea of a Commissioner o Held at a local coffee shop (one does not have to own a coffee shop, use it as a partnership between a local Vendor or if there are several, perhaps each month, have it a different location) o Other benefit is it brings out citizens o Have the City Manager and Police Chief and/or other key Department Heads stop by to answer questions - City Commissioners Attend HOA Meetings: o Often bring City Manager and Key Staff if certain contentious issues need additional information that Staff can assist with (often requested by a Commissioner) - Communications Plan: o Explain all the various way to get the word out - Website: o Financial documents are right there on our website for viewing • "Winter Springs Checkbook" can be clicked on to see the latest expenditures • Real visibility and transparency o Podcasts - New Electronic Sign: o Used to not just announce Meetings, but to share knowledge such as city events, sign up for "eAlerts" - Newsletter: o Change from paper to electronic Newsletter o Getting the word out o Podcasts - Records Imaging Program: o City-wide effort o Citizens can check City records 24/7 Page 2 City Manager: o Mantra is transparency and teamwork o City Staff is to keep the City Commission and City Manager informed o New Agenda format with clear budgetary information ( "Fiscal Impact ") on the Agenda and as "communication" is so important to the City Commission and to their citizens, "Communication Efforts" is also spelled out • Key categories for each Agenda Item are also included in the Minutes so the key points like the Request and Recommendations, etc. go along with the Minutes so that the City Commission, citizens, and City Staff do not need to refer back to the Agenda or an Agenda Item to be reminded of what was asked of the City Commission o City Booth — also supported by a City Commissioner • Set up at major City Events • Numerous City Departments support this effort • From it, we received a couple of leads for possible new businesses in Town Center • Shows we really are here to help the citizens, even during special events and during the Holidays o Podcasts • "News you can use" City Departments: Community Development Department: o City Arborist personally speaks with citizens on tree issues and tries offer suggestions and advice o Arbor Day Event (educational) Information Services Department: o eAlerts /eCitizen o Electronic sign Police Department: o Citizen Advisory Committee: a monthly session about what is happening in the community and everyone interested can attend. Because of this, the citizens are very informed and they then share their new knowledge with their friends and neighbors o Personal Safety Sessions held periodically o Open Garage Doors o "Lock Box" • Commissioner who helped implement this program went to various community Meetings (Tri -County League of Cities /CALNO) explaining the merits and helped other municipalities implement similar programs o "R U OK ?" o "House Check" o "Lock It or Lose It" • Police Department walked around various communities to promote this program o Police presence on major thoroughfares, especially as one enters the City, enforces their reputation in area Page 3 Parks and Recreation Department: o Partnerships Public Works Department: o Staff is out here in the community, whenever possible o City Engineer meets with citizens on upcoming projects out in the field o Straw Ballots Page 4