Fort Walton Beach Council agenda — 10-14-03 regular Council agenda — reading text

o.... c"'" C) J ~ ~ c s c m- t: IV m Q) IX: u. W a>.... E o $ ~ c C) a> u ~ iii I ti.!:! c 1i c: a> := ' S: B fij.~ m t:: ~ .;:a> 0 0:: WI- C J)I- w a: 1 .!! CITY COUNCIL MEETING October 14, 2003 Censideration-ofconducting a facilitated Strategic Planning Session with CounciL- Agenda Item No. - 16  City 01 Fort Walton Beach Memorandum To: Honorable Mayor and Councilmembers From: Joyce Shanahan, Interim City Manager Subject: Strategic Planning Session Date: October 8, 2003 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. City Council and staff must work together as a team to accomplish the goals and objectives identified by the citizenry. We all must have a clear sense of purpose, with well defined roles/ functions, clearly identified expected service delivery levels with sufficient financial resources, as well as a joint commitment to success in order to make Fort Walton Beach the best City it can be. DISCUSSION: The purpose of a strategic plan is to determine the City' s current and future priorities and create shared commitments among City Council, City staff and the residents about the goals and strategies required to appropriately address these priorities. As time passes, the complexion of a community, its residents and leaders change and so do the priorities and vision of that community. Recently, the City of Fort Walton Beach has undergone a year- long visioning process update, culminating in the Vision Plan Summit held in September 2003, to update the City' s vision plan which wasestablished in the mid 1990' s. Now comes the time to translate these vision statements into a strategic plan with clearly identified priorities and written objectives so that that we are all focused on the same everyone knows what the plan is for the City' s future and goals. next Simply put, the strategic planning process determines where the City is going over the 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 see if the City accomplished what it and our residents had hoped that it would. Further, the City must integrate this shared vision and translate the priorities of the community into its annual budget process, upon which programs are identified and resources allocated to accomplish the goals of the community. Therefore, staff is proposing the City Council and City staff undertake a strategic planning initiative. Some topic areas include the following: 1. Overview of census building methodology to be used. 2. Discussion of City issues and priorities. a. City Review - Where we are and Where we' re going b. Council Review - What does each elected official hope to achieve and is this consistent with the resident's vision of the community. c. Identify community issues of on- going concern 3. Review of Vision Statement and Vision Plan Summit Page 1 f\! It  a. Identified Priorities b. Strengths c. Weaknesses d. Ghallenges e. Opportunities 4. Brainstorm and identify long- term ( 3- 5 years) strategies 5. Develop commitment to the long- term strategies 6. Development of a methodology to incorporate strategies into the budget planning process. The desired results of a strategic planning process include: 1) the development of a shared and allocation of to address commitment to a strategic plan and vision; 2) identification resources the priorities; and 3) development of mutual respect, trust and shared expectations between City Council, City staff and the residents of our community. the Staff proposes to use a consultant to facilitate this strategic planning session Staff believes and beneficial with the use of a facilitator and would provide sessions would be more productive staff with the to opportunity in some of the joint sessions where staff's input would be participate valuable. Two in There are a variety of facilitators capable to provide this service throughout the state. facilitated sessions for the City and North Florida include Mr. Herb Marlowe, who has previously from Tallahassee. Mr. Carvajal works various other communities in Florida and Tony Carvajal with the Florida League of Cities and the Institute of Government in areas of strategic planning and recently facilitated a strategic planning session for the City of Destin. Staff will solicit from these two facilitators and others to find the best facilitator at the most reasonable proposals 5, 000 and cost. Staff estimates that the costs for a facilitator will range between $ 3, 000 and $ suffident funds are available for this expense. RECOMMENDATION: schedule requests that City Council authorize the Interim City Manager to a Staff respectfully above, at a time strategic planning session and secure the services of. a facilitator as outlined mutually convenient to City Council and the facilitator. Respectfully submitted: J c A. Shanahan terim City Manager Docid: c:ldocuments and settings~shanahan\ my documentslcitymngr\agendalrg 10 14 03\ city of fort walton beach.doc Page 2 CITY COUNCIL MEETING October 14, 2003 Consideration of changing/canceling Council Meeting Dates November 11, 2003 December 23, 2003 Agenda Item No. - 17  City 01 Fort Walton Beach Memorandum To: Honorable Mayor and Councilmembers From: Joyce Shanahan, Interim City Manager Subject: Council Meeting Dates: November 11, and December 23, 2003 Date: October 8, 2003 The first regular Council meeting in November falls on November 11, 2003, which is Veteran' s Day and a National and City Holiday. Also, the second re'gular Council week. In previous meeting in December falls on December 23, 2003 which is Christmas year' s Council has held its first regularly scheduled meeting on the second Tuesday in December ( December 9th in this case) and cancelled the second meeting. I have placed this item on the agenda in order that Council may express their wishes with regards to these two meeting dates. Should you have any questions regarding the above, please do not hesitate to contact me. Respectfully submitted, JO ce h~ a~~~ terim City Manager Docid: C:\ Documents and SetingsJ\SHAN HAN\ My Documents\ CITYMNGRlAgenda\ rg 10 14 03\ Council Meeting Date Changes. doc CITY COUNCIL MEETING October 14, 2003 Mayor and Council Announcements Agenda Item No. - 18 CITY COUNCIL MEETING October 14, 2003 Interim City Manager Announcements Agenda Item No. - 19