Fort Walton Beach Council agenda — 03-15-08 Special agenda Strategic Session — reading text

public input. Bill Patterson, 35 Anastasia, suggested that the previous years strategic sessions be reviewed to see how much has really been accomplished. The City Manager noted that staff does update Council on each of the priorities and what has been accomplished. David deVaux, 348 Marie Circle, commented if Council wanted to know what the citizens really want there should be a citizens committee run by the citizens and not by staff. There was no further input from the public. planning Mr. Hartwell moved to authorize the City Manager to schedule strategic Dr en seconded sessions with Dr. Marlowe for $ 8, 000 plus meals and lodging. Hartwell, motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Pullen, and Minich in favor. COMMUNITY BUDGET RE VESTS TO LEGISLATIVE DELEGATION Consideration -of submitting Community Budget Requests for the City of Fort Walton Beach to the Okaloosa County Legislative Delegation for consideration in their upcoming legislative session. The City Manager wentSheovermentioned the threetheprojects staff suggests submitting to the Okaloosa three projects have been submitted for consideration Legislative Delegation. for the last three years but never received funds, although the burn tower did get approved it did not get past the Governor, and this year the Advocacy Group will assist the City in presenting the issues. Representative Mr. Garvie moved to approve the following projects to submit to Sansom' s office by January 41 2008, for consideration in the upcoming golf Cl session: 1) Funding assistance to extend the reuse water system from area to the adjacent properties of Lewis Turner Boulevard, the City Softball Complex and drainage the Fairgrounds; 2) improve stormwater drainage in`Eglin Parkway buranndb I Station 7ion Lewis Funding assistance to replace the drill tower and Turner Boulevard. Mr. Reeves seconded motion t clargri® with Holmes, Miller, Reeves, Garvie, Pullen, Hartwell, and Minich in favor. COUNCIL REPRESENTATIVE ON CHAMBER OF COMMERCE BOARD Consideration of appointment of a Council representative and an alternate to serve on the Chamber of Commerce Advisory Board. representative and Garvie Mr. Minich nominated Mayor Anderson to serve as Council Board from 'January I to serve as the alternate on the Chamber of Commerce Advisory 2008 through December 31, 2008, and it carried unanimously with Holmes, Miller, Reeves, Garvie, Pullen, Hartwell, and Minich in favor. HEADSTARTBOARD COUNCIL REPRESENTATIVE ON Consideration of appointment of a Council ep e and an alternate to serve on the Headstart Board.  City of Fort Walton Beach Memorandum To: Honorable Mayor and Councilmembers From: Joyce Shanahan, City Manager Subject: Strategic Planning Session Date: December 6, 2007 BACKGROUND: Council' s primary responsibility is not only to make public policy but to determine and achieve the citizens' desires for the future. There is probably no more daunting task that any community faces than planning for its future and identifying future priorities. Simply put, the strategic planning process determines where the City is going over the next several years. Strategic planning also develops a set of goals and objectives to lead the City to its desired future and involves a periodic review of the goals and objectives to determine whether we accomplished what we set out to do and what our residents had hoped we would. DISCUSSION: Since 2004 the City began annual strategic planning sessions and resulted in an annual work plans for staff, as well, it provided guidance for budget development. Based upon input from council, staff level discussion and discussions with Dr. Herb Marlowe, staff is recommending that we take a more intensive review of the strategic planning process and develop a planning document that will provide council not only with tactical guidance on an annual basis, but provide greater emphasis for a longer range plan, three to five years into the future. The purpose of a strategic plan is to identify key strategic issues that will impact economic health, public safety and quality of life of citizens; develop understanding of the forces which will be shaping those issues and what particular directions might reasonably occur ( i. e. various growth rates of Eglin AFB; greater reduction in property taxes, increased environmental regulations, etc); think strategically and proactively about how the City might respond under these differing conditions and set specific long term goals and develop a portfolio of strategies to achieve those goals. Key Assumptions: 1. No one can predict the future but the future can be assessed in part as to likelihood of something occurring and the desirability of certain features. 2. Public policy and investments can, within bounds, help shape the future. For example, when a main road is built it can predictably shape the future of a community. The value of a Strategic Plan is that the organization has thought through how it will respond to various futures and has developed the systems and tools to manage as various futures arise. The organization has an intentional approach to creating a desired future. The time frame for strategic plans is usually three to five years but can be longer for some issues, particularly the Page 1 more expensive capital. In prior years, we' ve developed more of a tactical plan, based upon a one year scenario. The desired results of a Strategic Plan are that the organization will have thought about various futures that could occur, and can then develop contingency plans for those futures; and we will have identified key achievements that will. help create a desired future and have a strategic plan to produce those achievements. In addition, it will develop a shared commitment to a strategic plan and vision; the City will be able to identify and allocate resources to address the priorities; and it will aid in developing mutual respect, trust and shared expectations between City Council, City staff and the residents of our community. Dr. Marlowe recommends the following steps to develop a strategic plan. Stage 1: Environmental Scan Purpose: Identify the key issues and challenges, the opportunities, the organization' s capacity to respond to these issues, challenges and opportunities. Process: Stakeholder input ( the public) via focus groups, interviews, surveys. Review of existing studies or plans. Proposed Service: Develop with staff focus group protocols and prepare staff to conduct focus groups and interviews. Facilitated session with staff to generate key issues based on their knowledge of city and existing studies and plans. Stage 2: Strategic Assessment Purpose: Identify the various futures that could reasonably occur and how the City would respond to each of those futures. Example — slower population growth in region, reduced property tax revenue vs. high economic slowdown, population growth, booming economy, stable property tax revenue. Process: Development and discussion of various scenarios with Council and stakeholders. Proposed Service: Conduct preparatory workshop with staff on Day 1 to develop scenarios based on stage 1 data. Facilitate Council workshop on scenarios on Day 2. Stage 3: Strategic Planning Purpose: Identify desired future and actions needed to achieve it. Develop contingency plans for likely scenarios. Process: Development of vision and positioning statements. Articulation of goals. Development of portfolio of strategies. Identification of which strategies would be emphasized under different scenarios. Proposed Service 3. 1: Conduct preparatory workshop with staff on Day 1 to develop draft vision and positioning statements and develop potential strategy portfolio. Facilitate Council strategic planning workshop on scenarios on Day 2. Page 2  Proposed Service 3. 2: Conduct follow -up session with staff to develop strategy management system. The total cost for this effort is $ 8,000 plus meals and lodging for Dr. Marlow. RECOMMENDATION: Staff respectfully requests that City Council authorize the City Manager to schedule strategic planning sessions as outlined above. If approved, sufficient funding is available for this request. Respectfully submitted: Joyce A. Shanahan City Manager Docid: c:ldocuments and settingsljshanahanUb -lanky documentkitymngAstrategic planning120081strategic planning staff report.doc Page 3 Attachment 3 — Strategic Planning —Staff Meeting  T- v t v D ca d L m c 0 a) t ca bA O AW N a c lot Q 0 ca LL 4m s N 0 c J v ca c a ti L v d L L AW U  N 0 u o VMMM4 CL o VM4 W) LM o am " cl 0 vmmk IMMO 00 u o VO4 4mi C) W) C) 7 W  M U 1) N C: O Mt W N c c v 3 0 co C: E rn C O C: N E m c N CU