1998/03/31 City Council MinutesSTRATEGIC PLANNING MEETING
Rohnert Park Visitor & Wine Center
March 31, 1998, 6:00 p.m.
Minutes
Council Members & Department Heads
Call to Order:
Mayor Linda Spiro call the meeting to order at 6:05 p.m.
Roll Call of Council Members:
Council Members Flores, Mackenzie, and Vidak- Martinez present.
Council Member Reilly arrived approx. 6:20 p.m.
Staff Present: Joseph Netter, Carl Leivo, Patrick Rooney, Pamala Robins, Lee Braun,
Wendy Schulenburg, Joe Gaffney, Michael Grice, Michael Harrow, Ron Mikalis, Bill
Stephens
Jud Snyder, Community Voice, was also present.
Acknowledge City Manager /Clerk's report on posting the meeting agenda.
City Manager Netter reported that the agenda had been posted in accordance with State
Law.
Unscheduled Public Appearances:
There were no unscheduled public appearances.
Opening Comments:
Mayor Spiro thanked everyone for their participation and cooperation and stated her
appreciation for the spirit in which everyone is working together to define the goals for the future of
Rohnert Park.
Review of Meeting Objectives, Agenda & Ground Rules:
Consultant Rick Brown quickly reviewed the agenda packet as distributed and explained the
ground rules for the remainder of the evening as follows: everyone think about what they say before
speaking; speak to the issues, listen to what are saying others when they speak and keep an open
mind to others' suggestions, opinions and viewpoints.
Consultant Rick Brown asked City Manager Netter and Mike Grice, Director of Performing
Arts Center, to begin the slide presentation as follows:
City Manager Netter briefly reviewed the 1997 Council Priorities & Outcomes Progress
Review. Michael Grice presented narrative as follows for slide presentation.
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1997 Council Priorities & Outcomes Progress Review:
Staff Perspective Mike Grice
Review of Slide Presentation
4
Youth & Famil Sustained and Au ented Public Sae and Arts Pro ams
■ Establish the Community Out -Reach for Youth and Family Commission or COYF
("nmmiccinn
(® Implemented a Variety of Proactive Youth, Children and Family Programs
The 1997 Accomplishments for the Youth and Family Services include most notably:
* Creation of the Community out -Reach for Youth and Family Commission or
COYF Commission. Charged with developing a strategic plan for meeting the needs of
the community's youth, the City hired a Community Resource Coordinator, and the
Commission developed and has begun implementing a strategic plan that would involve
a: (1) one stop internal center, (2) joint City /School District after school programs, and
(3) a youth center in the northern portion of the City.
* Implementation of a number of Proactive Youth Programs, including: (1) an after
school program in which over 125 students participate on a daily basis; (2) a successful
DARE Program, which graduates an average of 800 students per year; (3) expanded
youth and family counseling services, which logged an impressive 4,032 hours of
counseling services to 153 participants and 8,057 hours of community service work was
performed.
II. Youth and Children (Expanded Public Awareness o, f Available Services)
• Developed a Youth and Family Services Program Web Page
• Implemented the "Street Beat" Community Service Broadcast
• Developed and Implemented a Citizen's Academy Module for Youth and Family Services
Three notable areas in which the City was particularly successful in expanding public
awareness of available Youth and Children- oriented services include:
* The new 200 page Youth and Family web site prepared by the Public Safety
Department staff
* Implementation of the Community Service "Street Beat" cablecast program that airs
the first and third Tuesday of each month.
* Development and implementation of the Youth and Family Services Citizen's
Academy module. Expanded the Citizen Academy including the Youth and Family
module.
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III. Economic Development (EC Plan)
■ Partnered with the Rohnert Park Chamber of Commerce to Develop and Implement a
Multifaceted Operational Plan
• Streamlined the Permitting Process
• Established Stronger City Staff Presence in the Community
The City Council goals for Economic Development during 1997 involved two aspects,
including the preparation of an Economic Development Plan and establishing a central point of
contact for business retention and new business development.
One significant success in this area has been the partnership that the City established with the
Rohnert Park Chamber of Commerce. The Chamber was contracted to develop and implement a
multifaceted Economic Development Operational Plan, The Chamber is preparing a formal
presentation on the plan in the near future. This plan will address both of the Council's primary
Economic Development goals.
Staff has also been successful in streamlining the permitting process. As an example, all three
development - related department, Building, Engineering, and Planning, are reviewing and
coordinating their procedures and policies to ensure the most efficient customer service.
Finally, staff is committed to establishing a stronger presence in the community through
activities such as AM Rohnert Park, Civic Clubs, and Chamber - sponsored events.
IV. Land Use Plannirr�
• Implemented an Extensive Public Participation Process to Determine Community Needs
• Fostered a Stronger Tie Between SSU and the City
• Began the General Plan Update
One of the principal goals of the Land Use Planning was to develop a community need's
assessment, and in this area, the city made significant strides through a multifaceted and extensive
public participation process involving workshops, one -on -one interviews, and focus groups that
culminated with the Economic Summit.
Staff has also made advances in fostering stronger ties with the Sonoma State University staff
,nA n�hinet The Economic Summit preparation provided the opportunity for City staff to interact
with both SSU and Rohnert Park - Cotati School Unified District staff.
Finally, in 1997, the General Plan update process was initiated. To date, the majority of the
draft elements are prepared and there have been numerous General Plan workshops.
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V. Fire and Police Services
• Fully Staffed All Allocated Public Safety Positions
• Examined the Public Safety Concept Operational Effectiveness
• Continued to Foster Partnerships with SSU and Rancho Cotati School District
Two goals were established in the area of Fire and Police Services, the key outcomes
identified by the City Council included: the staffing of all allocated positions and a reexamination of
the effectiveness of the public safety concept.
All allocated Public Safety positions have been filled. Over 500 applicants were evaluated
and ultimately 10 were selected. As a result, the City has been able to staff two fire stations, 24
hours a day and seven days a week.
City staff has submitted the data requested by City Council for effectiveness of the public
safety concept.
Staff is continuing to foster partnerships with both SSU and the School District,
VI. Council & CounciF&S Teamwork & Organi- atiorral Development
• Increased Communication
• Developed a Teamwork Concept
• Increased Accountability
The final set of City Council goals were Council/Staff Teamwork and Organizational
Development.
The goals that have been advanced include:
(1) Increased communication between staff and Council, particularly during City Council
meeting.
(2) Team approach for solving problems and issues.
(3) This team approach has led to increased accountability and more proactive problem
solving.
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VII. City Council and Staff Relations Results!!!
■ Increased Responsiveness
■ Increased Level of Trust
RESULTS!!!
■ Effective and Efficient Policy Development and Implementation
Staff believes this team approach has greatly benefited the City.
There is an increased level of responsiveness between the City Council and Staff.
An important result of the team approach is an increased level of trust between the Staff and
City Council.
We, your staff want you to know how much we appreciate this Team.
Presentation of "El Nino" to Council
Public Safety Director Pat Rooney and Public Works Manager Bill Stephens presented an
"El Nino " logo (developed by P. S. employee) to Council. It was presented in thanks to Council for
their support and cooperation during the flooding prevention efforts. The logo will be placed on T-
shirts for each of the Council members as well as key personnel.
_Council Comments regarding 1997 Slide Presentation:
Consultant Rick Brown opened the topics for Council comments, additions or questions.
Discussion ensued regarding the cooperation between council and public safety and public
works in an effort to provide solutions for the citizens of Rohnert Park.
Also discussed was the feeling of "defensiveness" on the part of staff when citizen complaints
are presented regarding public safety.
It was stated that it was very helpful for council to receive update reports regarding plans
and actions being taken during the El Nino flooding and how staff was handling situations.
• "Some things.you can plan.for -- some things you cannot.
• Children at risk not receiving degree of services needed
• Economic Vitality Task Force - good process, citizen task groups have had little result
due to lack of knowledge -- more input and support needs to be provided before
proposals offered
• Outcome of SSU Needs: benign contract had been made but still a long way to go
• Defensiveness of Public Safety when council inquires regarding complaints. Need
communication without defensiveness
• Public Safety (Police) faced with growing issues: traffic, youth needs, crime
• Major concerns around Police dept. and animal shelter
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• Support tracking system put in place by Joe Netter. Have questions of calibrating the full
load.
• Enhance communication between council and staff
• Additional venues -- is an increase in contacts but concern about communication with
staff New hires seems to have been a part of the problem
• Quality of management team has been exceptional and will provide long tern service to
the community
• Need a "frank" meeting between staff and council - Brown Act limits subjects in such a
meeting. Many important issues to discuss as a group.
• Leadership Team approach is needed. More open forum to discuss issues.
• Council would like to feel comfortable discussing complaints /issues with Public Safety.
Need to be able to speak about them openly.
• Employee perceptions of council's attitude toward them - negative
• No "Stars" -- need to work as a Team
• Employee education regarding directing complaints
• Complaint /issue review mechanism like Santa Rosa Police Assn.'s
• Openness on both sides is needed
• Need a review mechanism suggested by Santa Rosa Police Association. It is the
Council's business to be there when a citizen complains.
• Complaints are forwarded to Joe Netter for handling when a Council member is
confronted with a complaint.
• The [Public Safety] department runs very effectively and doesn't need the council to ride
heard. Take the time to set them [employee] straight and give them information.
• Listed difficulties with Mayor seat; City Manager working without a contract, etc.
• Privatization: Council needs to always be looking at the options. They need to look at
the changes in all department.
Staff Comments:
• Front line takes citizen complaints seriously and employees feel that council believes the
employee(s) are guilty before they have a chance to share their side.
• Staff needs to discuss the complaints with employees.
• Need to have solutions on both ends (council & staff for complaints and employee
morale.
• When council is confronted with a complaint about any department, they should discuss
the complaint with the department in question.
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Consultant Rick Brown:
Introduced City Manager Netter, who emphasized the number of hours staff spent on
development of the goals for 1998 fiscal year. He indicated that the items were not just
brainstorming ideas, but well thought out ideas from the professional Department Head staff.
City Manager Netter reviewed the Staff Recommended Priorities (Fiscal Year `98/'99)
stating encouragement about the new managers coming on board.
Fiscal Year 1998 -99' Strategic Priorities & Key Outcomes:
• Staff Perspectives
I. Community Health
• Cultural Diversity Strategies
• Continuing Partnership Between SSU & Performing Arts Center
• Continuing Partnerships with SSU and School District
• Neighborhood Traffic Issues
II. Planning
• Assess Chamber of Commerce Success in Economic Development Plan
• Complete the General Plan
• Zoning Ordinance Revision
• 5 Year Capital Improvement Plan
III. Public Facilities
• Strategic Plan for Services & Infrastructure
• Facilities Improvement (City Hall and Community Center Campus)
• Rohnert Park Interchange Construction
IV. Technical Innovation
• Telephones, Internet, and Web Presence
• Networking
• Computerized Mapping
• Automated Information System
V. Personnel & Employee Morale
• Improve Customer Service, Employee Recognition and Job Satisfaction
Meet City Staffing needs with highly qualified personnel
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Consultant Rick Brown:
Now we will give the Council the opportunity to ask questions and share their thoughts
regarding this presentation.
• Cultural Diversity: What does this mean?
A. One of the issues staff has been reviewing: Diversity in the work force, hiring of
more Spanish zeakine individuals.
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etc., to blend in the various aspects of social barriers of ethnic groups into the City
workplace and community.. This is just one of the issues when reviewing strategies.
• Need to complete 1997 -98 agenda/goals before moving on to 1998 -99. Should continue to
be a priority until it is completed -- complete what was committed to last year.
• How can council help with employee morale?
-- stop in at meetings
-- send "congrat" notes or phone call
• What does cultural diversity mean?
• Capital Infrastructure: City's buildings, streets, etc.
• There is an Economic Development in place. We need to build further to complete the
economic development.
• Need to arrive at an economic development in place on June 1 of the fiscal year. Want to
know how the City is functioning and needs a viable plan.
7:15 pm Break
Mayor Linda Spiro leaves.
7:35 ym Meeting Resumed
Consultant Rick Brown:
Resumed the meeting without th epresence of Mayor Spiro.
Continue with questions, comments and discussion regarding Staff Recommended Priorities
for Fiscal Year 1998 -99
• Traffic issues -- what does this refer to?
-- Public Safety has not been working traffic over the past two years. Need to
recognize the need for policing traffic violations, etc.
-- Traffic issues refers to both policing and engineering (i.e. neighborhood traffic,
streets need to be reworked) need education related to traffic issues.
• Capital infrastructures are the City's buildings, streets, etc.
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• Concern regarding Cultural Diversity:
-- Further explanation regarding hiring bilingual officers; phone services to provide
other languages; as the increasing numbers of other cultures move into the
community, diverse City services are also needed.
• How can Council assist with Employee Morale:
-- Suggested that it would be nice if Council presented the "Employee of the Month"
with an "El Nino" T -shirt in recognition of this achievement.
• It's important for Council members to stop in and say, "Hello" during departmental
meetings; or if they happen to be in the area. One Council member writes notes to
employees to congratulate them.
• Now most employees are afraid when Council members are involved. If Council
members were more "visible" to employees, this may change.
Consultant Rick Brown:
Mr. Brown asked, "What are things Council want to see done ?" There is a function Council
can provide by recognizing the issues. Are there specific outcomes to be accomplished? Tonight we
want to I.D. those priorities.
• Strategic Plan: not doing it in a context of a five- or ten -year strategic plan. Need to
identify a working group to come up with the strategic plan and to get something in place
for the City. Then fine tune it.
• What future do we want for this community? Affective City operations?
Straw Poll Results:
Straw Poll Results (Council - 4 present, Mayor Spiro absent / Staff- 11 present)
FY `98 Council Priorities
A. Complete the General Plan: (3,2)
1. Advance Town Center Concept: (1,6)
B. Community Health: (2,0)
1. Cultural Diversity Strategies (0,2)
2. Continuing Partnership Between SSU & the Performing Arts Center (0,2)
3. Continuing partnership with SSU & the School District
4. neighborhood Traffic Issues (0,1)
5. At Risk Youth (2,1)
C. Economic Development: (1,5)
1. Examine fee structure for new enterprises (consider reductions, waivers, etc.) (1,0)
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2. Complete plan (develop comprehensive, professional plan, i.e., what do we want to
be in the future) (1,0)
3. Assess Chamber of Commerce Success in Economic Development Plan (0,2)
D. Technical Innovation: (2,7)
1. Telephones, Internet, Web Presence
2. Networking
3. Computerized Mapping
4. Automated Information System
E. Strategic Plan for Services and Infrastructure (2,4)
1. Facilities Improvement (City Hall and Community Center Campus) (1,7)
2. RP Expressway Interchange Construction (0,2)
Other
• Improve Customer service, Employee Recognition and Job Satisfaction (1,2)
• Youth and Children (1,2)
• UGB Adoption, 20 year plan (1,0)
• Fire and Police Services, i.e., keeping up wit the demand for service (1,0)
• 5 Year Capital Improvement Plan (0,4)
• Meet City Staffing Needs with Highly Qualified Personnel (0,3)
• Zoning Ordinance Revision (0,2)
Adjournment:
The meeting was adjourned at 9:10 p.m.
Next Steps
1. Staff develop proposed draft of priorities and specific FY 98 outcomes for each
priority, i.e., criteria for determining successful achievement for each priority.
2. Leadership Team (Council and Staff) meet to review draft, and revise as needed.
3. Council votes on formal adoption of priorities and FY 98 outcomes.
Consultant Rick Brown's review of evening's discussions follow:
II. Parking Lot: Ideas That Merit Further Consideration
• Leadership Team engaging in a long -range strategic planning process.
• Increased opportunities for face -to -face, open, frank discussion of needs and issues
between Council and Staff
• Employee education on the role of the Council in public complaints, consideration of new
ideas, etc.
• Making the effort to communicate early when there is a concern or a feeling of
defensiveness emerging between a Council member and Staff
• May need some time to talk through issues within Public Safety (except those issues
under formal review /investigation)
• Find ways of maintaining focus on priorities even in the midst of upcoming political
campaigns.
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Next Steps
1. Staff develop ideas on how to address these issues
2. Leadership Team review Staff ideas and reach agreement, as needed.
li
Meeting ecorder
Mayor
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