MONTE SERENO CITY COUNCIL GOALS FOR 2017 Adopted 2/7/2017 Review and enhance City Council guiding principles for governing. Improve communication with residents. Make Council meetings more efficient. Work to resolve all litigation and develop a path forward. Improve infrastructure, transportation, pedestrian and bicycle safety. Promote Healthy City initiatives. Develop a plan to improve City Hall. Improve the budget process. Contribute to the regionalization of housing process (RHNA Sub-Region option). Participate in regional conservation efforts.
MEETING DATE February 7, 2017 REPORT TO MONTE SERENO CITY COUNCIL Adoption of 2017 City Council Goals RECOMMENDATIONS: It is recommended that the City Council: 1. Adopt the 2017 City Council Goals. 2. Accept the Summary Retreat Notes and related materials, which inform the Council s consensus direction set at the retreat. 3. Appoint Mayor Anstandig and Councilmember Turner to a new Council Ad Hoc Committee that will form to review the City s Core Values. The ad hoc committee will recommend changes to the City Council for approval. BACKGROUND: The Monte Sereno City Council conducts an annual goal setting retreat. This year s retreat was held on Saturday January 21, 2017. CITY COUNCIL S GOALS FOR 2017: The following are the goals that the City Council has set for 2017: Review and enhance City Council guiding principles for governing. Improve communication with residents. Make Council meetings more efficient. Work to resolve all litigation and develop a path forward. Improve infrastructure, transportation, pedestrian and bicycle safety. Promote Healthy City initiatives. Develop a plan to improve City Hall. Improve the budget process. Contribute to the regionalization of housing process (RHNA Sub-Region option). Participate in regional conservation efforts. DISCUSSION: The attached documents reflect the key themes, actions and materials that support the Council s consensus decisions about its goals for 2017. Included are the following: 1. Summary Retreat Notes: These notes are high level in nature and summarize the key themes of topics that were on the working agenda for the retreat. The summary notes
convey the essence of the Council s decisions at the retreat. They are not detailed meeting minutes. 2. Matrix of City Council Goals for 2017: This matrix provides an expanded view of the Council s consensus goals for 2017 and is referred to in the summary retreat notes. It is intended to communicate at a deeper level what will be achieved with each goal and how. 3. Retreat Working Agenda: This was the framework for the retreat and is a reference point for the summary notes. 4. Core Values Statement from 2012: This document is a report to the City Council from February 2, 2012. It served as the basis for the Council s retreat discussion about the City s Core Values. The 2012 core values will be the starting point for the review that will be undertaken by a newly formed Ad Hoc Council Committee comprised of Mayor Anstandig and Councilmember Turner. CONCLUSION: The City Council had a very engaging, open and productive conversation at the 2017 retreat. I would like to thank the City Council for their thoughtful dialogue and for their commitment to the residents of the City of Monte Sereno. I would also like to thank the retreat facilitator, Dr. Shawn Spano, for his expert support to the City Council and to staff. Debra Figone Interim City Manager
Monte Sereno City Council Goal Setting Retreat January 21, 2017 Summary Notes Purpose The purpose of this document is to provide a summary of the City Council s key discussion items and desired actions from the January 21, 2017 goal setting retreat. Retreat Framework The City Council met on January 21, 2017 from 7:30-10:30am at City Hall. The working agenda for that meeting is attached. Shawn Spano, Communication Consultant, facilitated the retreat. All Council members attended. Also in attendance were Debra Figone, Interim City Manager, Kirsten Powell, City Attorney, and Andrea Chelemengos, City Clerk. This was a publically noticed special meeting of the City Council, however no members of the public were in attendance. Summary of Key Themes of Topics on Working Agenda City Core Values - Key interests, points of discussion and next steps: Core Values and Ethics Statement The City s core values from 2012 (attached) are good, however there are some important core values missing and/or needing amplification. Some important values are reflected in the City s Ethics Policy Statement. Is a merger warranted? Existing Core Value #1 (i.e., a well-run government, that continues to encourage citizen participation, operates with transparency and delivers fast and respectful services) connects with the City s ethics statement. Council s Role Is there a need to clarify the City Council s role (e.g., the role of fiduciaries, setting policies, representing the residents, etc.)? Council s role is to consider the City as a whole. What residents should expect ties into the City s ethics statement. Should Council s role be emphasized at every Council meeting? Is there a statement that should be developed and read at the beginning of each council meeting; included on the agenda? City Vision Does the City have/need a vision statement? The General Plan might have a vision statement that could be helpful. 1
Council Culture What reputation do we want to proactively shape as the Council s culture? What should we work on and get out in front of based on what we ve learned from our successes and our mistakes? It s ok to disagree as a Council. What s important is how disagreements are handled. Next Steps An ad hoc committee will be formed comprised of Mayor Anstandig and Councilmember Turner. Its purpose is to review Council feedback from the retreat and to develop recommendations for amendments, additions, and other considerations in order to establish a framework that sets forth the expectations about the Council s role, operating norms, behaviors, principles, values, expectations, etc. (e.g. culture, vision, core values, role, relationship to ethics policy, fiscal responsibility etc.). A key goal is to provide the structures that help keep the City s core values alive through cultural norms and expectations for the Council and the City organization. City Council s Strategic Goals for 2017 The following are the strategic goals that the City Council has set for 2017: Review and enhance City Council guiding principles for governing. Improve communication with residents. Make Council meetings more efficient. Work to resolve all litigation and develop a path forward. Improve infrastructure, transportation, pedestrian and bicycle safety. Promote Healthy City initiatives. Develop a plan to improve City Hall. Improve the budget process. Contribute to the regionalization of housing process (RHNA Sub-Region option). Participate in regional conservation efforts. The attached matrix provides an expanded view of the 2017 goals, including what they are and what it will take to achieve them. The matrix column headings are defined as follows: Strategic Goals: What the Council wants to achieve over the period. Although these goals are established for 2017, many will span multiple years and/or be on going. 2
Desired Outcomes: Statements that describe what successful accomplishment of the strategic goal would look like. Objectives: Sub-goals that enable the attainment of the strategic goal and that contribute to the desired outcome. Methods are included where useful in conveying Council intent. Implementation/Work Plans: Highlights of what it will take in order to achieve the desired objectives and strategic goals. Not all details are included in this document. Work plans are typically the responsibility of professional staff. They are task oriented and tactical in nature. They are used to keep the achievement of goals and objectives on track. Detailed work plans will be required for many of the 2017 goals. Some short-term actions will be initiated under the guidance of the interim City Manager, however for the most part the Council goals will be implemented by the City s next permanent City Manager. Resource allocation to achieve the goals will be important to consider in work-plan development. Wrap Up, Next Steps, and Retreat Evaluation As a result of the Council s Goal Setting discussion what is important to share/consider during the City Manager recruitment and selection process? Excellent communicator o Mindful of communication with the Community and the Council o Outward facing skillset Accountable and fair Good leader Works well with staff Accessible and collaborative Can tell the City s story 3
City Council Goals for 2017 Strategic Goals Desired Outcomes Objectives Implementation/Work Plans Review and enhance City Council guiding principles for governing The cultural norms and expectations of the Monte Sereno City Council are well established and are kept alive on an on-going basis. Review and amend current Council principles, expectations, and structures for clarity, interrelationships and completeness (e.g. ethics policy, core values, roles and responsibilities, etc.). Council ad hoc committee review with staff support (Mayor Anstandig and CM Turner). Refer to 2017 Goal Setting summary notes for context, section on Core Values. Improve communication with residents Increase Community awareness of key issues. More unity between the residents of Monte Sereno and the City Council. Improve community relations. Regain the trust of residents through Council actions. Increase transparency of City government. Increase resident involvement. Discuss key issues openly, in depth and early in the process through techniques like study sessions. Ensure timely communication; plan in advance. Go beyond what is legally required to inform all residents of major issues (e.g., go beyond the 300 notification rule). Use multi-pronged communication techniques to meet communication needs (e.g. social media, e-communication, Community Newsletter, regular mail, especially when appropriate for major issues and announcements, etc.) Establish a more transparent process for setting City Council agendas Ad Hoc Committee to provide recommendations to City Council for approval. Develop a communication checklist to guide communication action planning and implementation. Review website for enhancements and identify resources needed to make improvements. Assign website as a staff role. Factor communication needs into agenda setting and planning process. Develop a social media strategy. Engage staff in efforts to improve and enhance communication with the Community (e.g., consistent with objectives and methods). Establish clear procedures to implement Council policy on setting the Council agenda 1
Strategic Goals Desired Outcomes Objectives Implementation/Work Plans Provide ways where residents are routinely aware of Council issues and can provide input to the Council agenda (e.g. develop a recurring Council items calendar, invite input on the website by way of submittals to the City Manager, etc.). Improve the City s website and its usefulness. Make Council meetings more efficient Improve Council Voting Process. Eliminate and/or substantially reduce the use of paper packets Improve presentation capabilities in the Council Chambers. Update/change Council voting procedure (e.g. use simple and less formal approaches to call for Council vote; use lights instead of roll call; if using roll call, periodically change Council roll call order; research methods used in other cities, etc.). Use e-council packets (with the ability to take notes). Identify and implement short term, low cost improvements to make Council meetings more efficient. Identify long-term improvements that should wait for the City Hall improvement project. Provide paper packets by exception (e.g. stop delivering binders unless requested, etc.). Invest in a projection system for Council Chambers. Work to resolve all litigation and develop a path forward Offer tablets/laptops for City Council use if needed to keep personal use separate from City use. Plan Closed Session agendas to allow enough time for updates, discussion, and direction. 2
Strategic Goals Desired Outcomes Objectives Implementation/Work Plans Improve infrastructure, transportation, pedestrian and bicycle safety. Increased public safety Prioritize the paving and care of Monte Sereno roads. Finish existing sidewalks and consider new installations (e.g. Daves, Vineland, Bicknell, etc.). This program will be in part developed based on the work of the 2017 Council Ad Hoc Traffic Advisory Committee. This strategic goal area is on-going and requires programmatic methods to: Ensure a Bike and Pedestrian Safe Community/Improve bike lanes (e.g. consider marked bike lanes). Identify safe routes to school. Install traffic calming measures on busiest streets (e.g. speed bumps and traffic signs). Lower speeds on Highway 9. Clarify ownership and responsibilities for public and private streets. Prioritize improvements Identify and allocate funding Communicate with residents Plan Implement Track and report progress Coordinate with other agencies as relevant (e.g. Los Gatos, Saratoga, Caltrans, etc.) Promote Healthy City initiatives A City that cares about the health of its residents Prioritize tree safety throughout the community for public and private trees and start by looking into large trees, especially Eucalyptus trees. Consider pedestrians and bicyclists when making infrastructure decisions. Refer to infrastructure, transportation, pedestrian and bicycle safety goal. Develop and promote local wellness opportunities. Promote and participate in regional health and wellness initiatives. Consider wellness/fitness components for the annual community picnic (e.g. a walk/run, wellness booths, etc.) Continue to engage the Youth Commission in the attainment of this goal. 3
Strategic Goals Desired Outcomes Objectives Implementation/Work Plans Consider participating in the 2017 County of Santa Clara Healthy Cities Campaign (bit.ly/scchcc). Develop a plan to improve City Hall A City Hall that is a place of Civic Pride. Re-establish the Council Ad Hoc Committee for City Hall. Support the ad hoc committee by initiating the planning process. A City Hall as a work environment that attracts and retrains employees. A City Hall that meets code. Ensure Council ownership and leadership for this project and drive the process and implementation. Consider all options including remodel; phasing; re-use of post office, etc. Provide professional recommendations and support to ensure that the approved Council project is appropriately resourced and staffed for effective and efficient project delivery. Improve the Budget Process Contribute to the Regionalization of Housing Process (RHNA Sub-Region Option) An annual budget process that is transparent, inclusive, timely and fiscally responsible. To provide cities and the county more flexibility to ensure that the state mandated housing allocations make sense regionally. Set a target to establish an approved plan by the end of 2017 and to implement 2018 and 2019. Start early. Involve the entire Council in the process through the use of budget study sessions, especially if major funding items are contemplated, such as for roads, safety, civic center, etc. Consider reserve levels and policy decisions associated with increasing the unrestricted reserve, which is a 2016 carryover goal. Work with the Cities Association and other, small built out cities. Invite State leaders to see Monte Sereno s situation first hand. Use the mid-year budget review as an opportunity to inform the Council about the up coming budget process and to highlight anticipated issues. Develop an annual budget calendar. Schedule budget study session(s) to ensure Council s full understanding and consideration of key budget policy issues prior to budget adoption. Support and encourage Council participation in this regional effort, in particular through the work of the Cities Association of Santa Clara County. 4
Strategic Goals Desired Outcomes Objectives Implementation/Work Plans Ensure the City maintains a good Develop a plan that will help support the present housing element. working relationship with the State housing agency (HCD). Participate in regional conservation efforts Residents have information and access to programs that save water and energy, and the City exerts regional political influence on lowering/stabilizing costs to ratepayers. Work with the State to develop a plan that works for all communities and not a one size fits all approach. Provide residents with relevant conservation information and programs Work with other cities. Work with the CPUC. Work with water wholesaler and retailer (SCVWD and SJW). Professionally support and engage in regional efforts. Ensure timely communication. Develop and maintain open and constructive working relationships with local utility providers. Explore water alternatives. Work to ensure the successful roll out of the Silicon Valley Clean Energy (SVCE) Program. 5
Monte Sereno City Council Goal Setting Retreat January 21, 2017 8:30 am Arrival 9:00 am- 12:00pm Retreat Purpose: To provide the City Council with a forum to 1) develop a common vision for the City, 2) set strategic goals, and 3) establish priorities for goal attainment. Desired Outcomes: Build trust and a sense of team between the newly formed City Council through establishing a common vision and direction. Affirm the Core Values of the City. Set expectations among the Council about their desired operating principles, norms and practices (e.g. quality of conversations and interactions, understanding of the political and administrative capacity to deliver on complex goals, etc.). Establish strategic goals for 2017 and/or the desired planning period. Provide policy level direction staff to guide the implementation of Council s goals. Begin to clarify the skills, experiences and traits that are important to the Council in the next City Manager and establish a strategic direction for a new City Manager. Materials: Retreat Agenda Draft Core Values Statement (from February 7, 2012). Monte Sereno City Council Goals for 2016 with original list of Councilmember submittals (from February 2, 2016) Status update on 2016 goals (from August 2, 2016 Council agenda) Council Suggested Goals for 2017 2016 Staff Accomplishments and Points of Pride City of Monte Sereno Organizational Chart Iceberg of Work Model Shawn Spano, Facilitator Bio 1
Retreat Agenda Arrival (8:30-9:00am) Coffee and light continental set up Opportunity to meet the facilitator I. Set Retreat Context - (10 minutes) Welcome Mayor Marshall Anstandig and Interim City Manager Debra Figone Introduce Shawn Spano Preview agenda and format Communication expectations o Speak candidly o Listen openly o Maximize participation II. Accomplishments - (10 minutes) Ask each person to identify: The top 2-3 City accomplishments from last year. The one accomplishment that you are most proud of? What would you have done differently? III. City Core Values - (15 minutes) Review City Core Values adopted in 2012. Discuss what these mean to the City Council o Are they still relevant? Is anything missing? What does aligning the values with the work of the City Council as individuals and as a body look like in practice? o What do these values say about the behaviors, norms and protocols that are important to how you work together? o Work with the community? o What you expect of the City Manager and City organization? o Other? IV. Update on 2016 Goals (15 minutes) Review Council goals from 2016 and discuss status. o What is still a priority and should remain on the list? o What should drop? o What should be placed in a parking lot for future consideration? What s worked well last year (and/or in previous years given the long term City Manager)? What s been challenging? What accounts for the challenges? 2
V. Identify/Brainstorm Desired Strategic Goals for 2017/Planning Period (note: segments IV and V will be focused on Visioning. This will help Prioritizing in segment VI) - (15 minutes) What new goals is the Council interested in? o Refer to Council s submitted list. o Anything missing? o Add carryover items from 2016 Break VI. Define and Prioritize Strategic Goals What Does Success Looks Like? - (90 minutes) Review the proposed 2016 carryover and brainstormed 2017 list of goals and decide whether to include them, when, and at what level. (Note: This discussion helps to inform priority, planning period, level of complexity, and resource capacity needed to implement). For each new item, ask what success looks like (e.g., its 3 years from now, Monte Sereno has successfully addressed the item. What is happening? How is that different from what is happening today?). Council decides whether to go forward with the item as a 2017 strategic goal. o Include the item for the coming year o Place the item in a parking lot to be considered during the next planning period o Drop the item- do not include in this or future years. For each item that will be included, how does it fit into current goals and/or governance structures (e.g. is the City prepared to take the issue on? What considerations and/or expectations need to be surfaced? Etc.) VII. Wrap Up, Next Steps and Retreat Evaluation - (15 min) Summarize and affirm key points and agreements. Summarize and affirm hand off to Interim City Manager to develop a high-level work plan for near term priorities that cannot wait for the new City Manager (may be covered in the above summary). What from today s conversation would be important to share during the recruitment process with City Manager candidates? What did you find most valuable about today s retreat? VIII. Closing Comments (Mayor Anstandig) 3
MEETING DATE February 7, 2012 RECOMMENDATION: REPORT TO MONTE SERENO CITY COUNCIL Consider Monte Sereno Core Value Statement Staff recommends the City Council consider the proposed Core Value Statement and provide direction to staff. BACKGROUND/ DISCUSSION: During the last year the City Council determined that it may be useful to develop a City Core Value Statement to help guide the annual City Council goal setting discussions. The City Council appointed Councilmembers Craig and Rogers to an Ad Hoc Committee to develop a recommendation on the Value Statement for the Council to consider. Recently, the Ad Hoc Committee provided its recommendations to the Council. In addition, City staff has edited the draft Statement to provide consistency and clarity as reflected in the following: The City of Monte Sereno values: Draft Core Value Statement: 1. A well run government, that continues to encourage citizen participation, operates with transparency and delivers fast and respectful services. 2. Effective use of the City s Design Guidelines to balance the direct benefits of a project to the property owner against the impacts of the project on his or her neighbors and the community. 3. Safe and effective road and sidewalk systems for bicyclists and pedestrians. 4. Exceptional government services: i.e., police, fire, education, library to help ensure a quality, safe and peaceful environment for residents of all ages. 5. Timely, effective delivery of communications with our residents. 6. A high level of ethical standards and integrity for our personal, professional and organizational conduct. Brian Loventhal City Manager