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HomeMy WebLinkAboutMinutes 08-14-00 MINUTES OF SPECIAL CITY COMMISSION GOAL SETTING WORKSHOP MEETING HELD IN FIRE STATION 3, CORNER OF CONGRESS AVENUE AND MINER ROAD, BOYNTON BEACH, FLORIDA ON MONDAY, AUGUST 14, 2000 AT 6:30 p.m. Present Gerald Broening, Mayor Ron Weiland, Vice Mayor Bill Sherman, Mayor Pro Tem Bruce Black, Commissioner Charlie Fisher, Commissioner Kurt Bressner, City Manager Dale Sugerman, Assistant City Manager Wilfred Hawkins, Director Administrative Services Sue Kruse, City Clerk Nicholas Igwe, Assistant City Attorney William Bingham, Fire Chief Marshall Gage, Chief of Police Quintus Greene, Development Director Arthur Lee, Human Resources Director Wayne Segal, Director Public Affairs At 6:40 P.M. Kurt Bressner, City Manager, opened the meeting and welcomed the members of the Commission and Senior Staff. Prior to the meeting, Mr. Bressner had distributed to the Commissioners and Senior Staff a list of proposed objectives, which he asked the Commission and Senior Staff to consider and rank in terms of merit and priority. The propOsed objectives were displayed on the wall of the meeting room and the Commissioners and Senior Staff ranked each objective with colored dots which corresponded to a priority as follows: "Must Do" - which meant the highest priority and an essential objective; "Should Do" - which meant a medium priority, an objective that is important but not essential; "Could Do", which meant the objective is of interest, but is not essential; and "Huh" - which meant to hold off on the item as there were too many other things to be done. Mr. Bressner stated that this ranking process would be the first step, representing the "WHAT WE ARE GOING TO DO" piece of the process. The next step would be to assign "WHO IS GOING TO DO IT" to the projects that were prioritized. The last step would be to decide "HOW ARE WE GOING TO DO IT?" The results were tabulated and discussed. There was some discussion about item 17, "Develop traffic enforcement program in police Department to target specific traffic problem areas, speeding or dangerous intersections. Source: City Commission (short- term." Various people felt that the wording was too restrictive and that if it were expanded to embrace the entire City, they would have ranked it differently. The City Manager and the group edited the objective and it was replaced on the wall and the Commissioners and Senior Staff voted on this one objective again. After the re-ranking, this item was deemed to be a medium priority item. Meeting Minutes City Commission Goal Setting Workshop Boynton Beach, Florida August 14, 2000 Mr. Bressner remarked that the goals of the Senior Staff and the Commissioners seemed to parallel more than they diverged and thought this was indicative of the cooperation he had observed between the two groups. The Commissioners felt it was important that the goal-setting results be made public in as many ways as possible. Mr. Bressner responded that the results would be posted on the City's web page, in the Library, and in the City Clerk's office. This was felt to be necessary so that the legislators and the public would be "on the same page" as to these objectives. A meeting will be scheduled for the early part of September to discuss the second and third phase of this mission, deciding who would be responsible for a particular project and how the projects could be done. The City Manager expressed his thanks for the work the Commissioners and Senior Staff had done in preparation for this goal setting meeting and congratulated all participants for a job well done, declaring the meeting a big success. At 8:40 p.m. the meeting was duly adjourned. ATTEST: Recording Secretary (Three Tapes) Mayor Pro Tem ~~Co issioner Commissioner Attachments: 1) Addendum: Recap of Objectives Evaluated at Goals Session by City Manager, Kurt Bressner, dated August 14, 2000 Objectives Recap Spreadsheet, by City Manager, Kurt Bressner, dated August 14, 2000 2 Meeting Minutes City Commission Goal Setting Workshop Boynton Beach, Florida August 14, 2000 ADDENDUM On the morning following the goal setting workshop City Manager Bressner recapped the results of the evaluation in text format and spread sheet. Those documents are reproduced as follows and are attached hereto and made a part hereof. To: City Commission and Senior Staff Team From: Kurt Bressner, City Manager Date: August 14, 2000 Subject: Recap of Objectives Evaluated at Goals Session As a follow-up to a great goals session I am pleased to provide you with the final list of 55 short and long term objectives arranged in eight goal areas. These objectives were derived from one-on-one meetings I had with members of the City Commission and the Senior Management Team. There are two basic categories of objectives: ShOrt-term Objectives: These are objectives that those interviewed felt should accomplished or well underway within six months. be Long-term Objectives: These are objectives that those interviewed felt should be accomplished or well underway within a year or two. The objectives that you have developed have been divided into eight basic goal areas also having identified the source of the objective as being: City Commission Senior Staff Team Both City Commission and Senior Staff Team Developing a community identity. Guiding appropriate development and re-development of Boynton Beach. 4. 5. 6. Maintaining public health and safety. Engaging and informing citizens and businesses. Defining, developing and refining community events and celebrations. Developing and implementing an effective capital improvement program for public facilities and buildings. Enhancing City Commission, Advisory Board and City Senior Staff relationships and developing Senior Staff capacities for leadership and quality. Helping review of structural changes to Boynton Beach's system of governance. 3 Meeting Minutes City Commission Goal Setting Workshop Boynton Beach, Florida August14,2000 The group at our meeting on August 14th reviewed the original list and each objective was evaluated using a colored dot based on the following scheme: Must Doll! Means the highest priority and essential objective. (Green) Should Do Means the objective is important by not essential. (Yellow) Could Do Means objective is of interest, but is not essential. (Blue) Huh? Means hold off on this item for now; too many other items to do. (Red) The objectives were arranged along a wall on sheets of paper at Fire Station #3. Members of the City Commission and the Senior Staff affixed a colored dot on the sheet of paper reflecting an evaluation as to the importance of the objective. The wall was transformed into a multi-colored mosaic of ideas and programs you have selected. This report summarizes what was determined to be important to do in the City organization and the community. Answering the "What" question is an essential part of the process. Once this is known the Senior Staff and the Commission will need to address the "How" question for each of the chosen objectives. The basic scoring of the objectives was as follows: 2.5 or more = High priority; The objective is viewed as essential and necessary to complete. 1.9 to 2.4=Medium priority; The objective is viewed as being important and desirable to complete. 1.8 or less = Low Priority; The objective is viewed as having limited importance and should be dropped or deferred. Results Achieved at Meeting of August 14th: Goal Areas with Proposed Objectives 1. Developing a community identity. Develop Boynton Beach's identity or niche. There may be several ideas or niches based on geographic locations. Boynton Beach is a calm, quiet community with a great deal of charm. This is a feature that should be preserved as redevelopment activities increase. Source: City Commission and Senior Staff Team (Long-term) Score: 2.5 Importance Rating: High Establish an Arts Commission to guide the development of standards and placement of public art and sculptures. Source: Both City Commission and Senior Staff Team (Long- term) Score: 1.18 Importance Rating: Low Establish a Historical Commission to assist the City in identifying areas, events and structures that have significance to the history of Boynton Beach. Establish system of 4 Meeting Minutes City Commission Goal Setting Workshop Boynton Beach, Florida August 14, 2000 inventory and markers for locations, events and structures. Source: Both City Commission and Senior Staff Team (Long-term) Score: 1.18 Importance Rating: Low Work with the City Commission to define the City's vision. What does "World Class" mean and is it really appropriate for Boynton Beach? Are other elements of a vision more appropriate for Boynton Beach? Are we a family and retirement oriented community? Is our focus to be further growth and economic development? Etc. Source: City Commission and Senior Staff Team (Long-term) Score: 2.5 Importance Rating: High Diffuse the perception of a barrier between the part of the City east of 1-95 and those west of 1-95. A concerted effort should be made to unite the community behind issues that affect everyone and not just individual neighborhoods. Perhaps a community education project would serve to show residents that development in one section of the city benefits everyone and not just those proximate to the development area. Source: Senior Staff Team (Long- term) Score: 2.0 Importance Rating: Medium 2. Guiding appropriate development and re-development of Boynton Beach. Develop outline and action plan for the comprehensive plans for Federal Highway, MLK and Boynton Beach Boulevard corridors. This will include identification of key objectives, request for proposal for consultant and award of contract to consultant(s) to perform the work. Source: City Commission (Short-term) Score: 2.54 Importance Rating: High Push forward on neighborhood overlay districts to facilitate re-development. As an alternative to this, provide amendments to City Zoning code that assists in appropriate redevelopment tools. The priority area is east of 1-95. Source: City Commission (Short- term) Score: 2.3 Importance Rating: Medium/High Implement independent CRA with appropriate review responsibilities for land use changes in the CRA area to eliminate the possibility of duplicate or conflicting reviews of development proposals by other city agencies. Also, develop framework or guidelines for City Commission review and general oversight of CRA work. Source: City Commission (Short-term)Score: 2.41 Importance Rating: Medium/High Find development groups or organizations that have the necessary capital, resources and planning capacities to partner with the City for redevelopment on the Federal Highway and MLK corridors. Also, cultivate relationship with commercial brokerage community and inventory redevelopment sites or opportunities. Assist developers in land acquisition, where appropriate by lending eminent domain authority, financial participation or property assemblage. Source: Both City Commission and Senior Staff Team (Long-term) Score: 1.77 Importance Rating: Low/Medium 5 Meeting Minutes City Commission Goal Setting Workshop Boynton Beach, Florida August 14, 2000 Complete comprehensive review of Vision 20/20 Plan to update or resolve conflicts with current planning initiatives in City. Source: City Commission (Long-term) Score: 1.90 Importance Rating: Medium Develop specific strategic plan on how to achieve true economic development for Boynton Beach that includes strategic partnerships between the City, CRA and the development community. Work necessary for the City includes acquisition of development prone parcels, as needed and the construction of necessary City infrastructure (utilities, Fire and Police facilities, roads etc.) to serve the new developments or re-development areas. Source: Senior Staff Team (Long-term) Score:2.45 Importance Rating: Medium/High Position Boynton Beach to be an attractive place to live and work by assuring there are equal opportunities for all age groups with special emphasis on making land-use and re- development decisions that will make Boynton Beach attractive to younger professionals and retiring baby-boomers. Source: Senior Staff Team (Long-term) Score: 2.30 Importance Rating: Medium/High Promote development in Boynton Beach that contributes to the diversification of the city's economy. Evaluate the cost of all types of development to determine what is beneficial. Assure that the local economy is as "recession-proof" as possible. Explore tourism or hospitality based economic development. Source: Senior Staff Team (Long- term) Score: 2. 63 Importance Rating: High Foster livable communities in Boynton Beach through enhanced citizen participation in the planning process and through renewed neighborhood based forums. Initiate sector planning for Boynton Beach to assure that comprehensive plans are developed for all neighborhoods and are reviewed and revised as needed at regular intervals. Source: Senior Staff Team (Long-term) Score: 2.25Importance Rating: Medium Transform the development review and implementation process in Boynton Beach to a facilitative approach as opposed to a restrictive approach. The focus should be on how to get things done rather than on reasons why they can't be done. This will require a substantial review and revision of the City codes and procedures as well as a re-training of Senior Staff. Source: Senior Staff Team (Long-term) Score: 2.3 Importance Rating: Medium/High Commence annexation of property into Boynton Beach where it makes sense to do so. Source: Senior Staff Team (Long-term) Score: 2.17' Importance Rating: Medium 3. Maintaining public health and safety. Develop traffic enforcement program in Police Department to target specific traffic problem areas, speeding or dangerous intersections. Source: City Commission (Short- term) Develop comprehensive traffic safety program including education, traffic calming, enforcement and traffic engineering. Source: This objective was re-worked by the team at the August 14th meeting. (Short-term) Score: 2.0 Importance Rating: Medium 6 Meeting Minutes City Commission Goal Setting Workshop Boynton Beach, Florida August 14, 2000 Back to School - The sidewalks in front of Galaxy Elementary and Forest Park Elementary Schools need repair. We will most certainly get complaints on this as we did last year. Source: Senior Staff Team (Short-term) Score: .90 Importance Rating: Low Focus code enforcement efforts in all areas of the community. Source: City Commission (Long-term) Score: 1.91 Importance Rating: Medium Clarify ordinances regarding operation of adult entertainment and nightclub type establishments. What criteria are used for issuing permits and what limits are placed on the operations? Source: Senior Staff Team (Long-term) Score: 1.36 Importance Rating: Low 4. Engaging and informing citizens and businesses. Provide minutes and agendas of Commission and City Advisory Boards via the City's web site. This information will then be available to citizens and Senior Staff via the Internet. Source: City Commission (Short-term) Score: 2.25 Importance Rating: Medium Establish system quarterly town meetings for members of the City Commission to augment and energize the current Neighborhood Forum meeting series. Source: City Commission (Short-term) Score: 1.17 Importance Rating: Low Continue to improve public information methods for residents to advise them of events, programs and significant activities. This can include project signs, web site, CATV, newsletters, media coverage, etc. Source: City Commission (Short-term) Score: 2.46 Importance Rating: Medium/High Improve access to citizens for City programs such as offering bill payment at the police department after hours, registration for recreation programs at the Hester Center, Civic Center and other locations. Source: City Commission (Short-term) Score:l. 73 Importance Rating: Low/Medium Continue to develop the principal of "inclusion" in the role of City government and leadership in Boynton Beach as a way to involve a greater number of people in the decisions affecting the City and the Community. This includes outreach to youth, neighborhoods and the minority population. Source: City Commission (Long-term) Score: 1.91 Importance Rating: Medium Engage the youth of the City in ways to get them involved in events, programs and decisions. Source: Senior Staff Team (Long-term) Score: 1.27 Importance Rating: Low 5. Defining, developing and refining community events and celebrations. Holiday Tree Lighting Program involving the entire community for Boynton Beach in 2000. Evaluate program for possible continuation in subsequent years. Source: City Commission (Short-term) Score: 1.41 Importance Rating: Low 7 Meeting Minutes City Commission Goal Setting Workshop Boynton Beach, Florida August 14, 2000 Energize the TNT concerts (to the beach!) and community events to attract more diversity of the community. Focus on "raising the bar" for community celebrations such as "Gala" to concentrate on the arts and entertainment rather than on carnival rides. Rotate community events throughout the City. Use community festivals and special events as a way to bring people together. Source: Senior Staff Team (Shod-term) Score: 1.72 Importance Rating: Low/Medium 6. Developing and implementing an effective capital improvement program for public facilities and buildings. Initiate construction and project management program at the Senior Staff level to improve project definition, presentation to City Commission, design and timely construction completion. This means securing shod-term and long term financing for projects and hiring necessary Senior Staff and consultant resources. Source: City Commission and Senior Staff Team (Shod-term) Score: 2.33 Importance Rating: Medium/High Improve entryways to Palm Beach Leisureville with landscape improvements to ROW and private property with City and association funding. Targeted improvement areas are 18th and Woolbdght, Congress and Golf Lane and 8t~ and Ocean. Source: City Commission (Shod-term) Score: .54 Importance Rating: Low Continue the good progress to date on the median landscape construction and maintenance for major arterial corridors and residential pockets. Improve the quality of contractual work by effective supervision and contract administration. Source: City Commission (Short-term)Score: 1.27 Importance Rating: Low Finalize design plans and begin construction for Intracoastal and Boatclub Parks substantially consistent with draft plan as approved by the City Commission to assure that it is developed as an amenity for the community with public accessible open space. Source: City Commission (Shod-term) Score: 2.5 Importance Rating: High Communicate and implement the citywide storm drainage program outline including the swale improvement program and specific storm drainage collection and retention projects. Work in the next six months should include identification of the necessary projects, designation of consultants and authorization of design work for approved projects. Source: City Commission (Short-term) Score: 2.82 Importance Rating: High Complete site analysis and funding option review for new fire station in SE quadrant of the City, with due consideration for replacing Station 1 in the NE quadrant. Source: Senior Staff Team (Short-term) Score: 2.15 Importance Rating: Medium Inventory all existing park properties for upgrade and refurbishment needs. Include inventory of vacant city owned parcels for possible conversion into parks based on an open space and recreation master plan. Develop improved funding mechanisms from development activities for new parks or improvements to existing parcels. Source: City Commission (Long-term) Score: 1.58 Importance Rating: Low Meeting Minutes City Commission Goal Setting Workshop Boynton Beach, Florida August 14, 2000 Look at feasibility of a Teen/Family community center to provide such amenities as education classes, recreation and hobby center, meeting rooms and cultural events or programs. Source: City Commission (Long-term) Score: 1.18 Importance Rating: Low Resolve funding approaches for capital imProvement projects including possible referendum for Police, Civic Center and Library Facilities. For example, a bond issue via referendum may require enlistment of support to "sell" the idea to citizens. Develop funding sources for capital projects and City programs to: Systematic review of existing revenue sources Determine methods to find new revenues Develop revenue stream into discretionary revenues and non-discretionary revenues. Allocation of reserves to capital improvements. Provide early warning to citizens and businesses of tax or fee increases. Source: City Commission and Senior Staff Team (Long-term) Score: 2.5 Rating: High Importance Relocate operational functions of Public Works out of the residential district. Source: City Commission (Long-term) Score: 1.42 Importance Rating: Low Develop finalized plans for the Civic Center complex that are complimentary to the Ocean Avenue Promenade project. Plans may include conference center and performing arts venue. Include critical review as to appropriateness of Vision 20/20 plan elements, which currently includes retention of High School. Source: City Commission (Long-term) Score: 2.36 Importance Rating: Medium/High Resolve drainage problems at 8th Avenue area as it drains west into Leisureville. This is a four-way effort involving the City, state, association and developer to document conditions and assign responsibility for corrective work. The City will also need to carefully monitor the development proposals in this area to assure that adequate storm water run-off protection is provided. Source: City Commission (Long-term) Score: 1.18 Importance Rating: Low Resolve the cemetery issue as to current space needs expansion or closure of cemetery operations. Source: City Commission (Long-term) Score: 1.85 Importance Rating: Medium Upgrade all City owned buildings to the current fire and life safety codes and insure that all new city buildings, and buildings substantially renovated will be fully sprinkled, in accordance with the code. Source: Senior Staff Team (Long-term) Score: 1.67 Importance Rating: Low/Medium Enhancing City Commission, Advisory Board and City Senior Staff relationships and developing Senior Staff capacities for leadership and quality. Review role and function of all advisory boards to improve working relationships with City Commission and assure consistency with City vision and goals as determined by 9 Meeting Minutes City Commission Goal Setting Workshop Boynton Beach, Florida August 14, 2000 the Vision 20/20 plan and updates as approved by the City Commission. Source: Commission (Short-term)Score: 2.17 Importance Rating: Medium City Develop an effective "early-warning" information mechanism to the City Commission on emerging projects and activities. Source: City Commission (Short-term) Score: 2.17 Importance Rating: Medium Focus on specific short-term goals to mark progress rather than jumping from one new project to another. Source: Senior Staff Team (Short-term) Score: 1.64 Importance Rating: Low Work with City Commission to ascertain their philosophy of governance. Is their style populist or representative democracy? What is the appropriate work arena for the Commission to focus on? What is the appropriate work arena for the City Senior Staff to focus on? The lines have been blurred recently and this has caused confusion for the Senior Staff. Look for the City Commission to provide leadership through their efforts at legislating, not at administrating. Source: Senior Staff Team (Short-term) Score: 2.67 Importance Rating: High Continue to develop effective communication between the senior executive Senior Staff team and next level of department director below. Source: City Commission (Short- term) Score: 2. 73 Importance Rating: High Encourage department heads to expedite programs and projects even at the expense of making an occasional mistake. Stay focused on good, solid management techniques and avoid adoption of management fads. Source: Senior Staff Team (Short-term) Score: 1.54 Importance Rating: Low Develop good working relationship and communication with employees and bargaining units. Source: Senior Staff Team (Short-term) Score: 2.45 Importance Rating: Medium/High Develop and effective working relationship with the Chamber of Commerce which will assist the City Commission review proposed code changes affecting businesses, develop an effective business recruitment and retention programs and help coordinate redevelopment efforts in accordance with comprehensive redevelopment plans as approved by the City Commission. Source: City Commission (Long-term) Score: 1.91 Importance Rating: Medium Internally, continue to develop the skills of employees by training and job enrichment work. Shift the focus of work from departments to inter-departmental teams, as appropriate. Source: Senior Staff Team (Long-term) Score: 2.27 Importance Rating: Medium Implement the GIS System and related network upgrades to integrate the data sources for the City that can be used by all departments and citizens. Source: Senior Staff Team (Long-term) Score: 2. 0 Importance Rating: Medium 10 Meeting Minutes City Commission Goal Setting Workshop Boynton Beach, Florida August 14, 2000 Enterprise Operations Leadership Team -- (Utilities, Public Works and Golf Course Operations). The Enterprise Operations Team has met with some great successes over the course of the last two years and it has done well to provide support, sources of revenues and has served as a great resource to the General Fund and the City as a whole. Allow the Enterprise Operations Team to keep doing the type of teamwork things that they have been so successful at recently. Source: Senior Staff Team (Long-term) Score: 1.36 Importance Rating: Low 8. He/ping review of structural changes to Boynton Beach's system of governance. Convene Charter review panel to look at entire situation with emphasis on: a= Term limitations Compensation of elected officials Election districts and method of voting Source: City Commission (Short-term) Score: 1.67 Importance Rating: Low Resolve the term-limit issue. Source: Senior Staff Team (Long-term) Score: 2.27 Importance Rating: Medium 11 0 =o o= =~ .8o o .o o ~ = =o o o .o o o o= ,-o o = o o - = .8 o r~ 0