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HomeMy WebLinkAbout01/04-06/2008 Strategic Planning Session MinutesMINUTES OF MARANA TOWN COUNCIL STRATEGIC PLANNING SESSION HERITAGE HIGHLANDS CLUBHOUSE January 4, 5, and 6, 2008 PLACE AND DATE Heritage Highlands, Clubhouse, 4949 W. Heritage Club Boulevard, Marana, 3:00 p.m. January 4, 2008 COUNCIL Ed Honea Herb Kai Russell Clanagan Patti Comerford Carol McGorray Roxanne Ziegler Mayor Vice Mayor Council Member Council Member Council Member Council Member Present Present Present Present Present Present STAFF Mike Reuwsaat Gilbert Davidson Deb Thalasitis Frank Cassidy Jocelyn Bronson A. PRESENTATIONS Town Manager Deputy Town Manager Assistant Town Manager Town Attorney Town Clerk Presentation: Team Building Exercise (Josh Wright) Present Present Present Present Present (arrived at 5:30 p.m.) The purpose of this exercise was to enable participants to apply development, team-building, communications, motivation and planning skills to achieve a common goal as a team. It encouraged using creative methods quickly, accurately and efficiently in order to be successful. Presentation: Overview of Council meeting procedures for staff and Council (Frank Cassidy) Mr. Cassidy noted that the subject of parliamentary procedure had been raised during several Council meetings and was placed as a topic on this agenda for discussion. Mr. Cassidy noted that the Town Code directs the process for conducting meetings and does not reference Robert's Rules of Order or any other parliamentary procedure that must be followed. At approximately 5:00 p.m., Council recessed for dinner and an exercise on forming connections that was facilitated by Lance Decker during the dinner hour. I MINUTES OF MARANA TOWN COUNCIL STRATEGIC PLANNING SESSION HERITAGE HIGHLANDS CLUBHOUSE January 4, 5, and 6, 2008 Saturday, January 5, 2008 8:00 - 10:30 a.m. Mr. Decker met with the Manager and the Council in a roundtable discussion preliminary to identifying the major areas that will form the strategic plan. Each person was invited to present his/her thoughts and then the other members were invited to respond. Several key words and phrases were identified: good communication versus effective communication, delegation of tasks upward as well as downward, accountability and responsibility, micro-managing and respect for one another's positions and abilities. At approximately 10:30 a.m., the Department Heads were invited to sit in on the discussion as observers. This took place until the meeting recessed for lunch at Noon. The afternoon portion of the session revolved around identifying whether the current mission statement was viable and whether it should remain as it, be changed, or be eliminated. Mr. Decker formed distinct groups of both staff and Council to discuss this and then asked one member of each group to form another group and take the suggestions from all participants to another room and come up with the most significant verbiage to set the stage for identifying the strategic focus areas under a new mission statement. The elements of the new statement were service, high-quality, accountability and enduring (will last over time). For the next three hours, still in small groups, participants worked as teams to develop proposed strategic areas to focus on. Several areas emerged: water, transportation, jobs and housing, quality services, and economic development were among the top decisions. Mr. Decker then proceeded to place all the infonnation into a matrix with possible outcomes and deadlines. This matrix will be provided to the Manager within a week to further develop timelines and staff assignments and responsibilities. The meeting recessed for dinner at 4:45 p.m. Participants then departed for The Gallery for dinner. Sunday, January 6, 2008, 8:00 a.m. to 1:30 v.m. This session was open to the public; however, Department Heads were not required to attend with the exception of the Town Clerk. Council Member Ziegler was absent. 1. Process to replace Council Member. Discussion led by Mike Reuwsaat. Candidates are to have their letters of interest to the Town Clerk by 5:00 p.m. on Friday, January 18, 2008. On January 22, 2008, each candidate would have 2-3 minutes to present their reasons for seeking appointment to the vacant seat on the Council. It was suggested to start the presentations at 5:00 p.m. and leave time for an executive session should the Council wish to interview any of the candidates out of open session. Holding the interviews in this manner would be less distracting than during the regular Council meeting. It was discussed that the process would be to hear from the candidates, place an executive session for the item on the agenda should Council wish to interview any of the candidates in executive session, and also 2 MINUTES OF MARANA TOWN COUNCIL STRATEGIC PLANNING SESSION HERITAGE HIGHLANDS CLUBHOUSE January 4, 5, and 6, 2008 place the item on the regular agenda so that Council could make an appointment in open session should they desire at the January 22 meeting. It was also suggested placing the item on the February 5, 2008 agenda should the Council wish to deliberate further. Mike Reuwsaat said that he would get Frank Cassidy's opinion on the process before finalizing either agenda. The Clerk could have Loyalty Oaths available for all candidates on January 22 should the Council wish to make an appointment at that time. Jocelyn said she would work with Rodney (Campbell) to get a press release out to all media seeking viable candidates. Mr. Decker suggested that it would be appropriate to do a background check on all candidates. Deb (Thalasitis) said she would get the Clerk a release form. The point was raised that it would be a good idea to have questions available to ask each candidate to find out who is the perfect candidate. Mike Reuwsaat said that he would get the list of questions used during the last Council candidate interviews. Some of the questions proposed by the Council were: Is the candidate someone who wants to run in the next election cycle? What is the candidate's availability throughout the year? Is the candidate a registered voter? Is the candidate able to handle the workload? Is the candidate dedicated to research and preparation? What value does the candidate bring to the Town? What are the most pressing issues facing the community9 2. Council Compensation. Mike Reuwsaat noted that several people in the community have approach him about this issue. Cell phone and travel reimbursement should also be included in the research. Mike noted that Council pay increases would not go into effect until the next Council election in 2009 and this would be handled through the budget process. The Mayor and Council discussed at length developing an ad hoc citizen oversight commission. This would be an interim committee to look at expectations of the Mayor and Council positions as well as car, phone and annual salary. David Morales should be included. It was discussed whether there should be two commissions - one for compensation and one for travel and cell phone reimbursement. Council Member Comerford raised the point of what the public's expectations would be for the increased compensation. It was noted that ajob description should be prepared and that a decision should be made as to whether a Council position is full or part time. The action plan will be for Mike to get Frank Cassidy's opinion on the process by January 11, 2008. The Council would appoint a citizen committee the first meeting in February. Jocelyn will work with Mike on a bluesheet. The question was raised as to whether this would be a fort-nal initiative. It was noted that this would be a citizen advisory committee and must be agendized. Jocelyn is responsible to do the advertising and recruitment so that the appointments could be made by April 15. 3. Police Ride-alongs. (Jocelyn to get the form and provide copies to Council). The Mayor asked Council to consider participating in ride-alongs, especially in districts that are not necessarily where they live. The consensus of the Council was that this is a good idea, but agreed to discuss a process so that there is no confusion that the Council Members would be doing this distinctly separate from any police issues that are currently under union negotiation. 3 MINUTES OF MARANA TOWN COUNCIL STRATEGIC PLANNING SESSION HERITAGE HIGHLANDS CLUBHOUSE January 4, 5, and 6, 2008 4. PERF Report., Deb Thalasitis stated that MPOA negotiations would begin in January 9 and she outlined the preliminary process. On January 7, 2008 Mike Reuwsaat will send the meet and confer ordinance to Council for information. He noted that Chief Vidaurri received an email January 4 stating that the MPOA survey will be release on Tuesday, January 8. The Chief and command staff and supervisors will be meeting at Heritage Highlands next weekend with Randy Means, a facilitator, to begin working through items identified on the town- sponsored PERF Report. The deadline to complete the items noted in the report is 120 days. The Police Department may issue a press release that they are moving forward with the recommendations. 5. Water. Mike Reuwsaat stated that he had received a letter from Mike Hein, City of Tucson, stating that the Town could purpose the Tucson Water System for $19 million. Mr. Reuwsaat informed Council that management will take this offer under advisement as we look at all water options. 6. Council Invocations. The Mayor indicated that he had received requests from several citizens to have an invocation at each Council meeting. Jocelyn noted that the last time a consistent invocation had occurred was when the Captain from the Salvation Army gave them at the former Town Hall. Jocelyn also noted that John McIntyre, who sits on a Council advisory commission, is also on the Board of Directors for the Tucson Interfaith Council, and he may be willing to assist us in this regard. The Mayor said that he would take the lead on this item and have a list together to present to Council by February 19, 2008. 7. Mr. Decker discussed the five major plan areas which began developing Saturday. His report will be given to Mike on Monday, January 14 for follow-up. B. FUTURE AGENDA ITEMS Jocelyn will prepare data regarding all ballot by mail elections and get it to-Mike for the next strategic planning session. C. ADJOURNMENT The meeting was adjourned at 1:30 p.m. CERTIFICATION I hereby certify that the foregoing are the true and correct minutes of the Marana Town Council Strategic Planning Session held on January 4, 5, and 6, 2008. 1 flart4qoftWify that a quorum was J present. r%F ju.? Zo i-oce-lyn C. Bronson, T?o'jwn Clerk 4 W as xa 0 a am =0 I S E A L -Aya- S Y'AilM '0' N