TOWNSHIP OF SUGAR GROVE STRATEGIC PLAN. February 27, 2014

Transcription

1 TOWNSHIP OF SUGAR GROVE STRATEGIC PLAN February 27, 2014

2 INTRODUCTION The Twnship f Sugar Grve is ne f 16 twnships in Kane Cunty and ne f 1,433 twnships in Illinis. The twnship encmpasses six square miles and is bunded by Orchard Rad n the east, Dugan Rad n the west, Bypass 30 n the suth and Healy Rad n the nrth. All residents within thse bundaries are Sugar Grve Twnship residents even thugh they may als be residents f Aurra, Nrth Aurra, Mntgmery, and the Village f Sugar Grve. All residents are eligible fr twnship services administered by the supervisr s ffice. The twnship is led by an elected supervisr and fur trustees. The ther elected fficials are the assessr, clerk, and highway cmmissiner. There are three imprtant reasns why the Twnship f Sugar Grve shuld develp and implement a strategic plan. First, the Twnship is in an envirnment where ecnmic, demgraphic, financial, and ther external trends bradly impact the quality f life f its area residents. If the Twnship f Sugar Grve des nt peridically cnsider this brader envirnment, it may ver time becme less effective in prviding the type f services and lifestyle that cnstituents have becme accustmed t. Secnd, certain issues are lngterm, cmplex, plitically sensitive, and very cstly where rutine decisin-making prcesses simply are nt sufficient. Third, the Twnship is neither the sle gverning bdy charged with cmmunity decisinmaking nr sufficiently empwered t enable certain changes thrughut the cmmunity withut input frm the Village f Sugar Grve, and t a pint, neighbring cmmunities. Strategic planning prvides a tl fr addressing these kinds f cmplex issues. The Twnship f Sugar Grve has taken the time t engage in a frmalized strategic planning and gal setting prcess that will aid in decisin-making. The value f such prcesses cntinues t be recgnized by plicy-making bards and executive staffs in private and public rganizatins. Strategic planning is a practive apprach t guiding the Twnship s future rather than making decisins issue by issue r by crisis management. The wrkshp cnducted with Twnship fficials, staff, and cmmunity residents prvided a setting t methdically and strategically determine a visin and path fr the cmmunity and Twnship gvernment. 2

3 EXERCISES AND DISCUSSION SESSIONS On January 11, 2014 fficials frm the Twnship f Sugar Grve held a special public meeting t cnduct their strategic planning wrkshp. The event was facilitated by Tracy Rgers-Tryba, an emplyee f the Center fr Gvernmental Studies (CGS) at Nrthern Illinis University. In additin t the Twnship fficials, representatives frm the Library Bard, Village f Sugar Grve, and public were in attendance. A number f directed exercises tk place during the half-day event including an explratin f the Twnship s future cnditin, an envirnmental scan identifying the Twnship s strengths, weaknesses, pprtunities and threats, a small grup exercise utilized in t identify specific initiatives, and a final grup activity identifying shrt- and lng-term gals fr the Twnship. EXPLORATION OF THE TOWNSHIP S DESIRED FUTURE CONDITION Each participant was asked t articulate what he r she perceives t be the preferred r predicted future state f the Twnship in 10 t 20 years. What services, prgrams, staffing levels, capital needs, and general facets wuld, r shuld, be present in the Village? Bard members and ther participants were asked t jt dwn their ideas ahead f time and then be ready t share them with the grup during the first sessin. This was a brainstrming exercise any and all ideas abut the Village s future were encuraged and shared. N evaluative r judgmental debate was permitted during this sessin. A FUTURE VIEW OF THE TOWNSHIP OF SUGAR GROVE Participants engaged in this exercise by respnding t the phrase: In years when I return t the Twnship f Sugar Grve, I hpe t see.. The ntes belw are the unedited thughts and views as recrded by the facilitatr n flip chart paper. VISIONS OF THE FUTURE Partnerships t build n cmmunity resurces (2) Better transprtatin ptins - Metra statin, bus rutes (3) Serve needs driven by the residents (senir services, yuth services) (2) Increased citizen participatin Mre marketing (2) 3

4 Increase use f technlgy Increased ecnmic develpment (4) ENVIRONMENTAL SCAN The next step f the strategic planning prcess was a review and accunting f the internal and external factrs present in the envirnment that can ptentially impact the success f the Twnship bth negatively and psitively. Given the fcus f the preceding sessin participants were next asked t identify what cnstraints and practical difficulties are likely t be encuntered that will make it difficult t achieve the desired future state. These elements included bth internal and external factrs, cnditins, trends, regulatins, agencies, resurces, etc. Participants were als asked t describe the Twnship s strengths and weaknesses. In what areas des it regularly excel, and in what areas are there difficulties r shrtcmings in terms f expertise, resurces, training, etc.? What pprtunities are n the hrizn that can be used t its advantage? Cnversely, what trends lay ahead that wuld be bstacles r hindrances? The tw diagrams belw summarize the utcmes f this discussin. 4

5 S.W.O.T. EXERCISE (Strengths, Weaknesses, Opprtunities, Threats) INTERNAL STRENGTH Dedicated staff Unique character f twnship-a rural cmmunity Cmmunity building Lcatin f cmmunity Easy t access Twnships clsest t the peple Less red tape Ptential fr grwth Can increase financial resurces Respnsiveness f gvernment fficials Open land Untuched land Bike trail frm Waubnsee Cmmunity Cllege t Aurra Newer residents t engage Affrdable husing Financial stability Respnsiveness t cnstituent needs WEAKNESS Lack f public infrmatin Nt very active in engaging citizens Innvatin technlgy Website needs t be imprved Clarity f wh des what? Twnship vs. Village Marketing effrts Lw citizen participatin Old gun club needs t be cleaned up Lcatin Hinders bringing investment int cmmunity Lack f rental prperties especially apartments Perceptin f high taxes Cllabratin with ther municipal and scial agencies fr services Ability t lk frward with lng range planning ROI fr cnstituents Maintenance f rads Leadership f Bard Cnsensus building 5

6 EXTERNAL OPPORTUNITY Bring in develpment Schl district Airprt Waubnsee Cmmunity Cllege, Aurra University, NIU Fiber ptics I-88 Financially healthy rad funds Bike trails and pedestrian paths Expanded transprtatin Rail system Intergvernmental cmmunicatin, rads, develpment, technlgy Annual intergvernmental rundtable New Bard and lack f experience Term limit Cnstituent awareness f twnship rle, respnsibilities THREAT Lack f transprtatin Fear f the wave f grwth that will ccur nrth f the future I-88/Rute 47 interchange Lack f shpping and cmmercial develpment Residents want increase in quality and quantity f services at lwer csts but aren t receiving them Lack f citizen engagement Cnslidatin f gvernment agencies Why marketing is imprtant Lack f direct cntrl Issues with access t cunty resurces, IDOT rads Special interest grups Ablitin f Twnship Gvernance Need t raise levies/taxes Lack f cnstituent input Bundary ambiguity with village and schl district impediment Small revenue base 6

7 SURRENDER OR LEAD Participants were intrduced t a leadership exercise entitled Surrender r Lead. The purpse f this exercise was t identify specific initiatives r future states that the participants wuld like t see fr Sugar Grve as well as the challenges and pprtunities assciated with pursuing them. Participants were brken up int three wrking grups and their respnses were recrded and discussed. These discussins are summarized belw. Underlined sectins are key phrases that grups were asked t respnd t. Grups were als asked t name themselves. Grup #1 Sugar Maple Leafs 1. We want t have a central cmmunicatin venue (newsletter, e-newsletter, and/r cmmunity webpage), but we need t have a way t pay fr it. 2. We can t d this at present, because we dn t have a structure in place. 3. If it weren t fr the strategic planning prcess, we wuld nt be talking abut this. 4. We have t imprve cmmunicatin, because the taxpayers are entitled t understanding what is available t them. 5. We need t finally identify cntributrs and recipients and put a prcess in place. 6. Better cmmunicatin makes us strnger and better able t serve ur residents. Grup #2 SML: Small, Medium, and Large 1. We want t be mre visible t the public by prviding mre services t the cmmunity that are necessary and appreciated including senir services, transprtatin expansin, and recreatin, but we dn t knw hw t cmmunicate t the cmmunity. 2. N respnse prvided. 3. If it weren t fr the residents, we wuld nt be talking abut this. 4. We have t manage t fund ur wrk tgether in cllabratin with ther agencies (Village, park district), because we want t achieve visible results. 5. N respnse prvided 6. We need t finally wrk with ther agencies t achieve ur gals. 7

8 Grup #3 Taxpayer Twnship Tri 1. We want t have mre cmmunity services, but we have limited resurces and staff. 2. We can t raise the tax levy, because residents have spken abut taxes. 3. If it weren t fr limited staff and vlunteers, we wuld expand mre services. 4. We have t imprve marketing, cmmunicatin, and partnerships because residents d nt knw wh des what. 5. We need t finally prvide mre accuntability t the taxpayers. 6. Marketing, partnerships, and cmmunicatin make us mre effective. Each grup nminated a spkespersn and presented respnses t the exercise. An insightful discussin develped with the fllwing cmmn themes ffered by the participants: Cmmunicatin (hw t use it/hw t deal with limits/hw t cllabrate) Cllabrative effrts lead t mre effective use f resurces Cmmunity supprt by the residents is imprtant Accuntability t residents and cmmunity Need fr streamlined prcesses and cllective gals amng entities serving the cmmunity (Village, Twnship, Park District, and Library). STRATEGIC ISSUES AND CLASSIFICATION OF GOALS Each issue was listed n separate sheets and placed n the wall fr viewing and srting by fellw grup members. This list f issues was then discussed and further srting tk place that resulted in the fllwing issue areas: Transprtatin Cmpletin f I-88/Rute 47 Interchange Metra statin Imprve transprtatin services Services Better utilizatin f gvernment services, including services frm park district and library Want a park in r near twn 8

9 Lighted ball park Mre senir services, i.e., transprtatin fr senirs and disabled residents Indr sprts facility Imprve senir services Expand yuth and senir services Lack f yuth activities beynd sprts Cmmunity events and prgrams Bike/pedestrian paths Bridge ver Blackberry Creek Expand bike paths and lanes, pave the lanes Cnnected bike paths Cmmunicatin & Marketing Residents knw where t g t get needed services Lack f cmmunicatin f available services Bring back the twnship newsletter Cmmunicatin f available services t residents Imprve the usage f the village water bill infrmatin insert Web page with current events in the cmmunity Link n web page t all lcal gvernments (city, cunty, assessr s ffice, park district, cmmunity huse) Shared marketing and cmmunicatins persn Partnerships Clear lines f respnsibility Lcal gvernment agencies wrk tgether t ffer cmplementary services Better cllabratin with ther agencies Partner n land acquisitin 9

10 Finances Mnitr budget t give the best bang fr taxpayers' bucks Lcal gvernment entities are well-funded and slvent Develpment A central cmmunity center A dwntwn New rad district lcatin Htel t anchr Village Green area that wuld include shps, restaurants, pen space Extensin f fiber ptics t hmes and businesses Larger cmmercial grwth Develpment f additinal ffice and industrial prperty Capital imprvement plan Miscellaneus Tday s residents want t live here in 20 years, whether they are babies r baby bmers Residents get excellent return n interest fr their tax dllars Residents are engaged and feel well-served by their lcal gvernment HELP At the end f the pen discussin, participants were asked t classify each gal accrding t its cmplexity and time required t implement. The gals and their classificatins as shrt- r lng-term, cmplex r rutine, are presented belw. Shrt-term gals were identified as thse that culd r shuld be cmpleted r substantially under way by the end f the next fiscal year. Cmplex gals were gals that required extrardinary resurces, specialists, funding r, the invlvement f utside rganizatins r agencies. Rutine gals, althugh nt necessarily simple, were gals that culd be accmplished thrugh unilateral decisin f the Bard and within present budget cnstraints. The gals develped by the grup are presented in the tables that fllw. 10

11 SHORT TERM ROUTINE Wh we are and what we d Putting blurbs in water bills Did yu knw n services Capital plan develpment f twn mney Office hurs Use f intern SHORT TERM COMPLEX Increased crss marketing and cmmunicatin f services Bike path expansin and parks funding research Cmmunity frum n yuth and senir activities Evaluatin f HR services and benefit prviders Senir/vets/disabled transprtatin-pace Internet research funding and prviders TOWNSHIP OF SUGAR GROVE LONG TERM ROUTINE Psitive fund balance Finding funding Upgrades and maintenance Maintenance f bike paths and parks Cmmunicating funding in and ut LONG TERM COMPLEX Bridge Funding cllabrative prjects/rles Partner n land acquisitin Intercnnected infrmatin n services Indr r utdr sprts facility and park Transprtatin New twnship rads department facility IDENTIFICATION OF STRATEGIC OBJECTIVES, GOALS, AND ACTIONS FOR THE TOWNSHIP OF SUGAR GROVE Utilizing the wrkshp findings, a series f strategic bjectives and gals were identified and presented t the Twnship fficials fr review and cmmentary. A number f ideas were generated and discussed during the wrkshp encmpassed a scpe beynd the legal purvey f a Twnship s charter. By law, Illinis twnships are charged with three basic functins: 1) general assistance fr the indigent; 2) the assessment f real prperty fr the basis f lcal taxatin; and 3) maintenance f all rads and bridges utside federal, state, and ther lcal jurisdictin. With these functins in mind, an initial identificatin 11

12 f strategic gals and bjectives were identified by the facilitatr and frwarded t the fficials f the Twnship fr input and cmmentary. The fllwing strategic plan, missin, and values were frmulated as a result f the cmments and input fr the Twnship f Sugar Grve. 12

13 MISSION STATEMENT: The Twnship f Sugar Grve is cmmitted t imprving the quality f life f its citizens thrugh pen cmmunicatin and dialgue that facilitates respnsiveness t resident needs while maintaining a safe, envirnmentally rich, and fiscally sund and respnsible cmmunity. VALUES: A cnnected cmmunity that engages its citizens; recgnizing that a cmmunity is nly as viable as the cmmunicatins between its fficials and stakehlders. A cllabrative cmmunity that seeks slutins t leverage the Twnships resurces-human, fiscal, and natural. Integrity in public prcess and fiscal respnsibility in the stewardship f the financial resurces. 13

14 STRATEGIC PRIORITY 1: GOAL I: FISCAL STABILITY Sustain Twnship s Financial Resurces OBJECTIVE A: Ensure fiscal respnsibility Maintain fiscal respnsibility and cautin in all we d stabilize fiscal psitin Ensure Twnship financial resurces are utilized t serve the functins f the Twnship and citizen stakehlders Annually review Twnship investments and fund balances fr best rate f return and grwth Leverage funds and resurces frm a variety f surces Slicit citizen input n majr facility prjects that impact current cmmunity needs and future grwth Develp an easy-t-read snapsht dashbard f the Twnship s fiscal year-end financial health t prvide t Twnship stakehlders OBJECTIVE B: Explre jint service arrangements with ther lcal gvernment agencies Prmte cllabrative fiscal slutins with cntiguus gverning bdies t prvide fr fiscal efficiency, integrity, and ptimal service delivery t cnstituents Rad and Highway maintenance agreements t share persnnel and equipment Cntinue t maintain cllabrative agreements that maximize ability t prvide General Welfare Services t citizens Partner with the Village f Sugar Grve, the Library, and Park District, and Wabaunsee Cmmunity Cllege as well as ther taxing bdies whse service area verlap identifying integratin pprtunities 14

15 STRATEGIC PRIORITY 2: GOAL I: LEADERSHIP AND GOVERNANCE An Educated Gverning Bard OBJECTIVE A: Prmtin f an educated gverning bard that wrks cllabratively, ethically, and fr the benefit f the cmmunity they serve Establish budget line item fr training and educatin f Twnship Officials Cmmit fiscal resurces t supprt training and educatin f Twnship Officials Invest in shared educatin prgrams/events with Twnship Officials as a means f building cllective understanding and cnsensus in decisin-making prcess Participate in Twnship Officials f Illinis educatinal prgrams t assist elected fficials in perfrming their jb within the mandated statutry respnsibilities Cnduct an annual retreat t review, reflect, and priritize strategic gals and bjectives fr the upcming fiscal year Cnduct annual review and analysis f perfrmance measures t ensure they are cnsistent with strategic plan and can be effectively benchmarked. Develp a perfrmance management dashbard s residents can review Twnship perfrmance. Fcus ur energy and attentin n attainable, achievable, and accuntable gals that the Twnship can cntrl/cmplete GOAL II: OBJECTIVE A: Lead and Facilitate Intergvernmental Cperatin Explre jint service arrangements with ther lcal gvernment agencies Develp an inventry f current intergvernmental agreements Evaluate bjectives f current partnerships/agreements and determine future directin Open discussins with the Village f Sugar Grve, the Library, Park District, and Waubnsee Cmmunity Cllege and ther taxing bdies whse service area verlap Twnship bundaries t identify integratin pprtunities Develp jint cmmunicatin plicy n marketing f crss-sectr prgrams and services 15

16 Explre shared funding and planning pprtunities t leverage existing resurces amng all entities fr ptimal delivery f prgrams and services Crdinate transprtatin resurces with the City f Aurra and Ride in Kane Prgram t prvide an imprved system which serves the needs f senir and disabled residents while planning fr cmmunity grwth Cmmit fiscal resurces t supprt the prjects STRATEGIC PRIORITY 3: GOAL I: COMMUNITY OUTREACH AND CITIZEN ENGAGEMENT Establish Twnship Identity OBJECTIVE A: Gain insight int the perceived public identity f the Twnship f Sugar Grve and the services it prvides t its citizens while sliciting citizen feedback Create budget line item fr citizen fcus grup(s) r survey Cnduct fcus grups/survey Utilize utside entity t facilitate cnducting fcus grup/survey Utilize citizen feedback t identify gaps in branding f the Twnship, its prgrams, resurces, and services prvided t residents Incrprate citizen feedback t determine new Twnship prgrams, resurces, and services Utilize citizen feedback t identify future prgrams, resurces, r service needs in the cmmunity Establish Twnship brand and identity s that it is cnsistent with missin statement Create internal prcess t prvide cnsistent marketing and branding identity Cmmit fiscal resurces t supprt the prjects GOAL II: OBJECTIVE A: Market and Cmmunicate Twnship Prgrams, Resurces, and Services Centralize marketing and cmmunicatin effrts within the Twnship f Sugar Grve Create budget line item fr marketing and cmmunicatins Cmmit fiscal resurces t fund marketing f Twnship prgrams, resurces, and services 16

17 Hire persnnel fr cmmunicatin and marketing Establish jb descriptin and respnsibilities fr marketing and cmmunicatin psitin Establish prcesses fr managing shared persnnel and funding f psitin internally and Investigate alternative hiring scenaris fr interim marketing and cmmunicatin persnnel vis-à-vis cperative internships r wrk-study prgrams with higher educatinal institutins Identify partners fr shared cmmunicatins persnnel Designate key staff as cmmunicatin gatekeepers until permanent staff psitin filled Create prcess and cntent fr cnsistent messaging Utilize scial media as a surce f cmmunicatin and marketing Incrprate Ggle analytics t track website usage; review every six mnths Update website and ther scial media utilized by Twnship, such as Facebk, n a mnthly basis t prvide current infrmatin n prgrams and services Leverage existing resurces, such as water bill inserts, Twnship website, Twnship newsletter, and signage t deliver cnsistent messaging regarding prgrams, resurces, and services Establish tlbx f sample cmmunicatin templates fr cnsistent branding and marketing with Twnship missin Establish unifrm FAQ pages n partner websites and/r a frequently searched index Imprve cmmunicatin between Twnship fficials, staff, and cmmunity Institute a tw-way cmmunicatin plan aimed at engaging and infrming stakehlders and cnstituents Assess methds f cmmunicating by twnship ffice and department annually 17

18 OBJECTIVE B: Partner with the Village f Sugar Grve, Kane Cunty, and ther lcal agencies t ensure unifrm marketing f Twnship prgrams, resurces, and services Identify cmmunity partners wh will prmte Twnship prgrams, resurces, and services Cllabrative use f mailers, inserts, electrnic media, and partner resurces fr cnsistent messaging and infrmatin delivery f prgrams and services t benefit cnstituents Establish partnerships t enhance recgnitin f prgrams and services fr verlapping cnstituents Increase recgnitin and usage f prgrams and services prvided by Twnship f Sugar Grve OBJECTIVE C: Effective Twnship prgram and service delivery Measure citizen awareness and satisfactin with Twnship prgrams every three years thrugh facilitated fcus grups r cmmunity survey Measure citizen usage f services n an annual basis by establishing metrics and analytics Deliver efficient, cst effective, high quality, and create services/prjects which meet and cnnect the Twnship s residents with cntiguus cmmunities thrughut the regin Expand General Services Senir/disabled prgrams Bi-mnthly lunch prgram Lawn mwing prgram Educate senirs and link them t cmmunity services Hst technlgy talks fr senir services Develp strategy t encurage senir retentin, husing ptins, and participatin in Twnship events Cntinue t expand transprtatin ptins fr senir and disabled citizens thrugh crdinatin f services with the City f Aurra and Ride in Kane Prgrams 18

19 Yuth Establish Twnship service prjects Lawn mwing prgram yuth fr senirs Increase pprtunities fr yuth vlunteering by participatin in Twnship service prjects Partner with lcal schl districts fr cmmunity service prjects fr students t earn cmmunity hurs Cmmit fiscal resurces t supprt the prjects Investigate and utreach t new agencies t submit prpsal fr funding t Twnship Bard STRATEGIC PRIORITY 4: GOAL I: ENVIRONMENTALLY SUSTAINABLE INFRASTRUCTURE AND GREEN SPACE Balance Grwth with Envirnmental Prtectin OBJECTIVE A: Pursue intergvernmental cperatin n land purchase and/r use OBJECTIVE B: Develp lng range green infrastructure plan in crdinatin with Village and Cunty planning t serve area citizens while leveraging tax dllars fr effective delivery f cmmunity needs Establish an envirnmental friendly cnnected cmmunity thrugh planned bike, pedestrian pathways, and bridges Crdinate with the agencies and rganizatins having an interest in the Twnship t ensure cntinuity and cnsistency f planning and develpment activities Cmmit fiscal resurces t supprt the prjects Create and maintain functinally apprpriate infrastructure and facilities Address shrt-and lng-term facility needs Slicit bids fr repairs and/r new cnstructin Cntinue t fund and carry-ut ur street/infrastructure maintenance Cnsider available prperties and slutins within Twnship legal structure fr current unmet space needs 19

20 Slicit citizen input n majr facility prjects that impact current cmmunity needs and future grwth Cmmit fiscal resurces t supprt the prjects OBJECTIVE C: Expand Transprtatin Services Ensure highway system maintenance while preparing fr future grwth Establish a five-year highway imprvement prgram in crdinatin with Village f Sugar Grve, IDOT and Cunty administratrs t ensure quality infrastructure is prvided t Twnship residents Ensure Twnship participatin in cmpletin f I-88/Rute 47 Interchange Cmmit fiscal resurces t supprt the prjects Strategic Pririty 5: GOAL I: Cnnected Cmmunity Facilitate the Delivery and Access f High-Speed Internet thrughut the Twnship OBJECTIVE A: Increase pprtunities fr citizens t access and utilize technlgy related services t advance citizen safety, educatin, ecnmic develpment, and scial cnnectedness Explre public-private partnerships t prvide access t technlgy Explre cllabrative pprtunities with the Village f Sugar Grve Explre cllabrative pprtunities with Waubnsee Cmmunity Cllege Leverage prpsed infrastructure imprvements alng rads and highways by identificatin f shrt- and lng-term pprtunities fr technlgy integratin Practively research pprtunities fr Federal and State funding fr technlgy, bradband, r high-speed internet access r imprvements fr marginalized and at-risk ppulatins such as the elderly, unemplyed, yuth, and secnd language learners Ensure that Twnship technlgy needs are met thrugh citizen engagement and inquiry Cmmit fiscal resurces t supprt the prjects 20

21 GOAL II: OBJECTIVE A: Recgnize That a Cnnected Cmmunity Is Part f a Cmmunity f Citizens Enhance utilizatin f electrnic and scial media Deliver efficient, cst effective, high quality, and creative services/prjects which meet and cnnect the Twnship s residents with cntiguus cmmunities thrughut the regin Enhance the Twnship s ability t prvide superir custmer service in rder t maintain a cnnected cmmunity Establish a citizen feedback prtal fr questins and answers that are publicly psted n the Twnship s website and Facebk pages Utilize electrnic cmmunicatin as a means t Tweet news and events Regularly review electrnic and scial media used by Twnship fr usability and accuracy f infrmatin disseminated 21