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HomeMy WebLinkAbout1999 02-25 CCM Planning Session with Facilitator COMP�NY CITY OF BROOKLYN CENTER, MINNESOTA CITY COUNCIL WORKSHOP February 25, 1999 SUMMARY OF KEY OBSERVATIONS AND CONCLUSIONS REACHED BY THE PARTICIPANTS Prepared by Carl H. Neu, Jr. March 1, 1999 Neu and Company and the Center for the Future of Local GovernanceTM, 1999 CITY OF BROOKLYN CENTER, MINNESOTA CITY COUNCIL WORKSHOP FEBRUARY 25, 1999 SUMMARY OF KEY OBSERVATIONS AND CONCLUSIONS REACHED BY THE PARTICIPANTS March 1, 1999 I. INTRODUCTION On February 25, 1999, the member of the City Council, City Manager, and Assistant City Manager participated in a City Council Workshop. The program outlining the topics covered in this Workshop is atta.ched to this report as Appendix A. The primary purpose of this Workshop was to focus on revisiting the basic elements of effective Council performance and assessing the Council's current performance relative to each of these areas. From this assessment, a list of targeted areas for improving performance was developed. This Workshop will be followed with another, tentatively in August, which will focus on setting leadership direction and goal setting for the City Council. II. KEY CONCLUSIONS AND OBSERVATIONS MADE BY THE PARTICIPANTS A. Review of effective Council (team) performance. The facilitator overviewed the 10 habits of highly-effective councils and asked the City Council and City Manager to assess the Council's current performance relative to each of these habits: After each member completed his/her assessment on all 10 habits, the participants then discussed each habit, identifying the rating given by each person to the Council and identifying desired follow-up activities designed to improve Council performance. The ratings and recommendations for improving Council performance axe listed on the assessment contained as Appendix B in this document. B. Municipal Liquor Issue An outline of the items to be discussed pertaining to the municipal liquor issue is attached to this report as Appendix C. 1 i 1. Is the City in or going out of the liquor business? Three Council members indicated a preference to have the City remain in the business, one Council member would like to see the City get out of the liquor business, and one Council member has a preference to be out of the liquar business, but prefers to take the issue to a vote of the people for resolution. The consensus is "yes", the City of Brooklyn Center will stay in the liquor business. 2. If the City is staying in the liquor business: a. What is the goal? It was concluded that the financial goal is to ensure that the liquor operation produces a minimum annually of $75,000 plus contribution to capita.l to the City's overall budget. b. What configurations of stores? It was concluded that the number of stores would remain flexible depending upon staff analysis and recommendations to Council. The locations of the stores would follow these parameters: No liquor stores would be located in residential areas. The Northbrook store .would be retained. The location of the remaining store(s) would be along potential sites on Brooklyn Boulevard. Staff would make a detailed assessment of potential sites and recommendations to CounciL c. Other issues pertaining to liquor stores: The time frame for planning and cost analysis will be 20 years. The question of owning versus leasing facilities will be determined by detailed analysis and decided after specific recommendations are made to Council. 2 All Municipal liquor stores would be subj ected to at least two sting operations per year; probably conducted by the County Sheriff s Department. Responsibility for oversight and management of the Municipal liquor stores would be given to the Assistant City Manager, Jane Chambers. C. The eight City goals adopted in Resolution No. 98-186, a copy of which is attached as Appendix D, was conducted. Prior to discussing each goal, the City Manager provided the Council members an overview of major projects. This document is contained in this report as Appendix E. D. Comments and Observations made relative to each Goal were: 1. Goal No. 1: No comments or changes. 2. Goal No. 2: A work session will be conducted with the Code Enforcement Officers in April or May. 3. Goal No. 3: A work session will be conducted with the Police Chief in April or May. Council desires mare Police visibility in parks and on City trails. It may be appropriate to consider involving volunteers and explorers in this policing and watch-group effort. An item the Council would like to address with the Police Chief is truancy and runaways. 4. Goal No. 4: No changes. 3 5. Goal No. 5: Eliminate "Council decision on paint-of-sale ordinance" because this issue has been decided A future presentation will be made to City Council on the Greater Metropolitan Minneapolis Housing Corporation and its role in assisting the Council in the implementation of Goal No. 5. 6. Goal Na b: A March 15 briefing by the Architect is scheduled to discuss Community Center and City Hall options. Three options will be presented for consideration and discussion. 7. Goal No. 7: Council would like to receive a report on the number of speeders or persons who seem to be exceeding speed limits. If appropriate, a Request For Proposal (RFP) for hiring a consultant will be prepared and distributed in April or May. 8. Goal No. 8: No comments or changes. E. Disc ussion of Annual Goal-Settin Session. g It was decided that a Goal-Setting session will be scheduled, probably sometime during the month of August. III. FACILITATOR OBSERVATIONS AND RECOMMENDATIONS A. There is a general feeling among the Coiuicil, City Manager, and Assistant City Manager that significant progress has been made in building the City Council-Staff team and in the working relationships that exist within Council among its members and between Council and the Staff. B. Council wishes to continue the momentum that it has made towards improved working relationships and performance and has identified several actions that will enhance the quality of communications. These actions are listed above in the 4 "Things to Work On" relative to the assessments of the 10 habits of highly-efFective councils. C. The biggest issue within the Council-Staff team now is the intensity of the workload and the time demands being made upon the Staff. There will need to be a continuing sensitivity to this issue ensuring that Staff time is used for high-priority items seeming to be of maXimum benefit to the community. D. The Brookdale Center will continue to be a focal point of Council and Staff attention requiring serious deliberation about specific directions and actions to be taken. 5 APPENDIX A 6 CITY OF BROOKLYN CENTER l��INNESOTA CITY COUNCIL WORKSHOP February 25, 1999 1:30 8:00 P.M. PROGR.AM 1. Effective Council "Team" Performance a. 10 habits of highly-effective councils b. Addressing issues "as a Council". c. Reforming the team. d. Focus on your community's future. e. Scorecard. 2. Communications Communications a. Din Focus "Team"/Trust b. Public Communications General. Special interest. Advocates v. "gadfly". Council: the difference contrasted between speaking for the Council, or for yourself as a private citizen. c. Rumors, etc. 3. Approach to the municipal liquor issue 4. Review of 1999 Goals and Approaches to Implementation a. Council roles. b. Staff roles. c. Third party roles. 5. Discussion of Annual Goal-Setting Session. 7 i APPENDIX B s ASSESSMENT OF OITR COUNCIL 10 CHARACTERISTICS OF HIGHLY-EFFECTIVE COUNCILS l. Think act strategically. Rating for my board: Z 1 3 (Low) 1 2 3 4 5(High) Average: 3.58 Things we need to work on: (a) Identify needs and desires of the community (create a vision for the future of Brooklyn Center) and develop the criteria for addressing these needs and accomplishing desired outcomes essential to achieving the vision. (b) Council Work (study) Sessions: Presentations of information by Staff and other appropriate parties Provide adequate fiime for sharing of viewpoints and discussion among Council members of the items being presented (c) Conductpre-formal meeting work sessions which will begin at 6:00 or 6:15 p.m. and conclude at 6:45 p.m., in time for the public forum and regular meeting. These work sessions will provide an opporiunity for Council members to clarify last minute information pertaining to agenda items and to receive "heads-up" briefings from the City Manager on forthcoming issues or information of interest to Council (d) Defining the roles of Boards, Commissions, and Committees with particular emphasis on determining the amount of Staff time the meetings of these various groups absorb: The purpose is to free up Staff time so that it can be devoted to other priorities 9 I It was decided to defer this discussion to the City Council August Goal- Settiiig session so that the direction relative to Boards, Commissions, and Committees can be established as a definite City Council goal. Staff will bring forth its recommendations and observations on this issue at or prior to the August Goal-Setting session. On March 15, the Council and City Manager will start discussion with the Board, Commission, and Committee chairs on the need for the reduction of the frequency of ineetings and Staff time required. The emphasis is on targeting those meetings that are conducted toward productive tasks, proj ects, and outcomes. 2. Understand and demonstrate elements of team and teamwork. Rating for my boazd: 1 2 1 2 (Low) 1 2 3 4 5(High) i Average: 4.41 Things we need to work on: (a) Shared communications among Council members and between Council and the City Manager and Assistant City Manager. (b) The need for the sharing and understanding of individual Council members' visions pertaining to the future of Brooklyn Center. 3. Master small group decision making. Rating for my board: 1 1 2 2 i (Low) 1 2 3 4 5(High) Average: 4.0 Things we need to work on: (a) Need for more discussions among Council members (see comments listed above far Items 1 and 2). 10 I (b) There needs to be at regular Council meetings a"tell-the-story" introduction by the Ci M ana er Ma or an ty g, y d Council members so that the audience and commuruty understand the history of an issue and the steps that this issue has gone through in the deliberation process. (c) Council members should state the reason for their individual vote when appropriate I or when the issue is perceived to be controversial. 4. Have clearly defined roles relationships. Rating for my board: 1 1 2 2 (Low) 1 2 3 4 5(Hlgh) Average: 4.0 Things we need to work on: (a) It is agreed that Council members understand their roles fairly clearly. (b) The need is to clarify relationships. For example, when is it okay for a City Council member to go to a Staff inember, etc.? The City Manager outlined his guidance to the City Council on this item which in i essence was: Call the City Manager or Assistant City Manager for information if you are acting in the role of a Council member when making the request. Council members when acting on their on behalf as a"private citizen" rather i than a Council member can contact Staff inembers directly. 5. Honor the governing body staff oartnership. Rating for my board: 1 2 4 (Low) 1 2 3 4 5(High) Average: 4.83 Things we need to work on: (a) Provide feedback to Council members on how issues and inquiries were resolved. 11 I (b) The sense of "partnership" is progressively becoming a part of the City's culture, but there is still need to continue this process so that all Staff inembers become part of and adopt this culture in their performance and behavior. 6. Conduct systematic evaluations of policy implementation. Rating for my board: 1 2 1 2 (Low) 1 2 3 4 5(High) Average: 3.16 Things we need to work on: (a) Provide progress reports to the City Council on the implementation of significant policy issues, however, it is important to remember that there is "a lot going on" and that emphasis should be on providing information on unportant issues and projects. (b) City Manager can provide information in his update reports and at informal discussions with the Ci Council. tY (c) Copies of City Manager responses to various inquiries, when appropriate, should be sent to all members of the City Council. 7. Allocate governing body time energy. Rating for my board: 2 4 (Low) 1 2 3 4 5(High) Average: 3.83 Things we need to work on: (a) Conduct occasional community forums on issues of significance to the whole community. (b) Ensure that all City meetings are posted. 12 8. Have clear rules procedures. Rating for my board: 5 1 (Low) 1 2 3 4 5(High) Average: 4.08 Things we need to work on: (a) In study sessions, remember to honor the five-minute citizen input process. 9. Get a valid assessment of public's concerns evaluation of the board's performance. Rating for my board: 1 1 1 1 1 Unknown 1 (Low) 1 2 3 4 5(High) Average: Average 3.50 Things we need to work on: (a) Rely on City Council members getting feedback and information from citizens while they are "out in the community". It was agreed that no formal assessment process is needed at this time. 10. Personal learning! Rating for my board: (Low) 1 2 3 4 5(High) Average: Personal ratings; no group score computed. and lastly, HUMOR Rating for my board: (Low) 1 2 3 4 5(High Average: Personal ratings; no group score computed. 13 APPENDIX C 14 MUIVICIPAL LIQUOR ISSUE 1. Is the Ciry in or going out of the liquor business? 2. If the City is sta.ying in the liquor business: a) What is goal? $75,000 contribution to capital. b) What configuration of stares. Is it still neighborhood. Alternates: Reduce number. Improve location c) What is time frame for planning/commitment Leases will be coming due. Direction on time horizon for planning and cost analysis: 5 ye 10 year 20 year In cost analysis, based on time horizon, are there any constraints on options to review? i.e., lease term, build option. I i 15 APPENDIX D I 16 r Member �bra Hilstrom �troduced the following resolution and moved its adoption: RESOLUTION NO. 98 w� RESOLUTION ADOPTING GOALS FOR 1999 WHEREAS, the City Council met in a facilitated workshop to discuss goals and objectives for 1999; and WI�REAS, the goals set forth in this resolution are the resuit of the discussions amongst the Council in the course of the facilitated workshop. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Brooklyn Center that the following goals be and hereby are adopted as the official goals of the City Council directing the leadership priorities for City government. Goal l: Support Brookdale Redevelopment By: use of t� increment assistance review and evaluation of land use applications prompt construction and plan review/inspection monitoring developer performance Goa12: Continue and Improve Code Enforcement and Compliance Activities By: coordinated effort of police and community development departments evaluation of additional approaches to improve compliance such as greater penalties and alternate approaches such as charging property owner for violation removal by City if fail to comply Goa13: Increase Proactivity Towards Fighting Crime By: increased visibility of police in neighborhoods continue and expand on high participation rate in neighborhood watch ��uPs begin recruitrnent of park watch groups or extensions of neighborhood watch to include parks two newsletter articles on neighborhood watch and encouraging active participation Goal 4: Finish Fire and Police Building Construction Goa15: Evaluate Housing Programs and Policies By: Council decision on resource allocation survey current practices in other cities on occupancy limits and coordinate that review with housing commission continue ARM participation Council decision on point-of sale ordinance review first-tune home buyer programs review potential and actual offerings by Greater Metropolitan Minneapolis Housing Corporation 17 RESOLUTION NO. 98-186 Goa16: Plan for Needed Work at Community Center and City Hall By: preparation of overview of options, mandatory Americans With DisabilYties Act modifications and required repairs to wa11s, roofs, and heating, ventilation, air conditioning solicitation of citizen input t development of plans with architect and construction manager development of budget Goa17: Create Neighborhood Tr�c Safety Plan enforcement of speed limits define goais and attainable results hire consultant to assist in development of neighborhood tr�c safety planning coordinate with neighborhood watch groups Goal 8: Continue and Improve Long-Term Financial Planning continue five-year planning for utilities and capital improvements continue/expand five-year planning for other funds review and develop contingency planning Principles to Guide Actions in the Form of Goals: l. Place Priority on Brooklyn Boulevard Redevelopment funding and acquisition for project between 65th and 71st Avenues 2. Incorporate Elements to Make City More Visually Appealing Where and as Possible in Projects and Developments October 26, 1998 Date Mayor ATTEST: ����/V�lti�� City Clerk The motion for the adoption of the foregoing resolution was duly seconded by member Kay Lasman and upon vote being taken thereon, the following voted in favor thereof: Myrna Kragness, Kathleen Carmody, Debra Hilstrocn, Kay iasman, and Robert Peppe; and the following voted against the same: none, whereupon said resolution was declared duly passed and adopted. 18 APPENDIX E 19 1999 Overview of Major Proieccs for Ciry Council and Citv Mana�er January Feb ruary March April Year 2000 Planning Year 2000 Pianning Yeat 2000 Planning Year 2000 Planning Brookdale Brookdale Brookdale Brookdale 252 devetopment 252 development 252 development 252 development Police Fire Bldg. Police Fire Bldg. Police Fire Bldg. Police Fire Bldg. LEIS Officers negotiation Sergeant's labor negotiazion Sergeant's labor negotia[ion RFP for traffic study/safety Bazlow Bazlow Baztow Barlow Joslyn Joslyn Site Jaslyn Site Joslyn Site Legislature Legislature Legislature Legislamre City Hail/community Center City HalUcommunity Center City HalUcommunity Center City Hall/communsty Center EBHC Catering Contract EBHC Catering Contract Work Session: Comm. Chairs Joint Mtg. Commissions Point of Sale Ord. Council Retreat 53rd Avenue Project 53rd Avenue Project 53rd Avenue Project 53rd Avenue Project hire admin. specialist Syr planning Financial Commission Financial Commission Financial Commission Regional Human Righcs Meeting Audit 69th Brooklyn Blvd. 69th Brooklyn Blvd. 69th Brooktyn Blvd. 69th &$rooklyn B(vd. Highway 100 Highway 100 Highway 100 Highway 100 Brooklyn B(vd. Brooklyn Bivd. Brooklyn Blvd. Brooklyn Blvd. EBHC Gran[ Construction EBHC Grant Conswction EBHC Grant Const:uction EBHC Grant Construction Suburban Henn. Pazks Suburban Henn. Pazks Suburban Henn. Pazks May June July August Year 2000 Planning Year 2000 Planning Year 2000 Planning Year 2000 Planning Brookdale Brookdale Brookdale Brookdate traffic s�udylplanning traffic study/planning traffic scudy/planning traffic smdy/planning Police Fire Bidg. Police Fire Bidg. Police Fire Bldg. Police Fire Bldg. Ciry HalUcommunity Center City Hall/communiry Cen[er City Hatl/communiry Center Ciry Hall/communiry Center Legislature League Conference Public Works nego[iations Audit Auditor with Council Josiyn Site 7osiyn Si[e Josiyn Site Josiyn Site Highway 100 Highway 100 Highway 100 Highway 1�0 53rd Ave. Project 53rd Ave. Projec[ 53rd Ave. Project 53rd Ave. Praject City Mgr. Conf. Teamsters negotiations Audi[ Syr planning Council Retreat Brooklyn Blvd. Brooklyn Blvd. Brooklyn Blvd. Brooklyn Blvd. Barlow Barlow Barlow Barlow Budgec Budget Budget Budget EBHC Grant Construction EBHC Grant Conswction EBHC Grant Construccion EBHC Grant Construccion September October November December Year 2000 Planning Year 2000 Planning Year2000 Planning Year2000 Planning Budget Budget Budgec Budget Police Fire Bldg. Truth in Taxation Hearing City HalVcommuniry Center City Hall/community Center Cicy Hall/community Center City HalUcommunity Cen[er Public Works negotiations Public Works negotiations ICMA conference Teamsters negotiations Teamsters negotiations Highway 100 Highway 100 Highway 100 Highway 100 Bariow Barlow Badow Barlow Brooklyn Bivd. Brooklyn Blvd. Brooklyn Blvd. Brooklyn Blvd. �Addi[iona! I[ems: Greacer Mpis. Metro. Housing Corp. Survey other cities occupancy limits Code Enforcement Tif Projecu Accoun[ing Enterprise Management North Metro Mayors Association CDBG Liquor long term plan Newsletter Regional Human Rights Support 35 39 Council Meetings Neighborhood Stree[ Projects 20