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HomeMy WebLinkAbout2000 01-06 CCM Planning Session with Facilitator I i COMP�NY CITY OF BROOKLYN CENTER, MINNESOTA CITY COUNCIL WORKSHOP January 6, 2000 SUMMARY OF KEY OBSERVATIONS AND CONCLUSIONS REACHED BY THE PARTICIPAIVTS Prepared by Carl H. Neu, Jr. January 7, Z000 i I �O Neu and Company and'The CenCer for the Future of Local GovernanceT"', 2000 I CITY OF BROOKLYN CENTER, MINNESOTA CITY COUNCIL GOAL-SETTING WORKSHOP January 6, 2000 SUMMARY OF KEY OBSERVATIONS AND CONCLUSIONS REACHED BY THE PARTICIPANTS January 7, 2000 I. INTRODUCTION On January 6, 2000, the members of the City Council, City Manager, and Assistant City Manager participated in a City Council Workshop. This workshop was identified as a"fine tuning" opportunity in which Council members, the City Manager, and Assistant City Manager could rewiew the following: Processes used by the Council for goal setting and decision making. Teamwork/cooperative efforts needed to achieve the City's goals for the year 2000. Addressing any potential issues that might arise pertaining to the November, 2000 municipal elections. Other issues that the participants might like to discuss pertaining to activities within the City, etc. i The City Council and management team have become a highly-productive leadership group and wished to use this particular workshop as a chance to revisit and reassess "how it does business" in preparation for the goal-setting session scheduled for August 26, 2000. II. KEY CONCLUSIONS AND OBSERVATIONS MADE BY THE PARTICIPANTS. A. Presentation on Goal-Setting and Decision-Making Processes. As a prelude to the discussion on decision-making processes used by the Council, the facilitator made a brief presentation on the following elements that might be addressed in the ensuing discussion: l. Goal-setting and decision-making methods that are: 1 I agreed-upon by the Council. will be followed by the Council in its goal-setting and decision- making activities. reflect a commitment from all Council members to participate. provides a goal presentation format that is desired by the Council and is seen as being productive in facilitating its subsequent decision- making activities. 2. A review of various decision-making techniques that can be followed by a deliberative body. Participants were provided with a handout describing the various techniques that deliberative bodies can use reaching a decision which include: Authority rule Minority rule Majority rule Unanimity Consensus 3. Dealing with and addressing differences of opinion that will occur within a deliberative body among its members as the body addresses various issues. 4. How should the Council address proposed goals that it did not adopt for inclusion in its annual Work Plan? 5. Who will be responsible for "fine tuning" the final wording of the Work Plan before it is presented to the Council for formal adoption? 6. What will be the process for formally adopting the Council's Goals and related Work Plans? 7. How and when do Council members propose other goal for consideration by Council and possible inclusion in its Work Plan? 8. Thoughts and ideas pertaining to the agenda and structure for the August 26, 2000 goal-setting session. 2 II B. Observations and Conclusions Made by the Participants: 1. Current decision-making efforts within the Council emphasize achieving consensus. The council members agreed, generally, that it has become a more consensus- oriented group for the following reasons: There is a greater focus on issues rather than personalities as items are explored, debated, and resolved. The use of study sessions has provided an opportunity for detailed discussion and dialogue among the members and to become fully informed before making a decision. Lack of controversy within the City promotes a greater opportunity for consensus-based decision making. Good debates are carned out wrthm the Council in a respectful way. The Council is goal-focused and the sense of direction provided by the goals provides an opportunity to focus decision-making towards the achievement of consensus. 2. Goal Presentation Format Council members generally agree that the current format used to present and communicate the goals to the organization and the community is useful and productive. There is a desire, however, to note that the numbering of the goals is for identification purposes only and does not in any way reflect prioritization. 3. Statement of Leadership Direction and Philosophy (Vision) as a Prelude to the City's Goal Statements. It was proposed that in the future, that a brief statement be made about the overall leadership direction and vision that the Council is pursuing relative to the future of Brooklyn Center as the basis for establishing its annual Goals and Work Plan. Once this statement is made, the annual Goals and Work Plan then can be defined as supportive of the longer-term leadership direction and the philosophy of the Council. 4. Basis for "fine-tuning" and adoption of the Goals. 3 Basically, the participants agreed upon a three-step process which includes the following: Create a basic language of the Goals and Work Plans at the August retreat. Review a draft resolution of the goals at a work session so that Council will have another opportunity to "fine tune" wording of the Goal Statements and Work Plan. The purpose of this review is not to change the content of the Goals and Work Plans agreed upon at the August retreat, but to ensure the proper wording of the work product. Once the draft resolution has been reviewed at work session, it will be brought forward on the next Council agenda for formal adoption. 5. The August Goal-Setting session is when the Council will develop its Obj ectives and Work Plan. Throughout the course of the year, and especially at the May preliminary budget discussions, Council members may propose ideas for consideration at the August Goal-Setting session. Essentially, the Council does not wish to modify/amend its Goals and Work Plans except in those rare circumstances where a new Goal might have to be adopted expeditiously in response to a specific issue. 6. Preparation for the Au ust 26 Goal-Settin Worksho g g p The participants identified five items that they would like to see addressed in preparation for the August 26 Goal-Setting Workshop. These include: Distribute the packet of materials that will be used in the workshop to the Council members at least a week before the workshop is conducted. Include the City Manager's Overview of Projects report as used in previous workshops. Include a list of otential oal items that have been identified durin P g g the course of the year and at the May pre-budget preparation discussions. This rovides an o ortunit for Council members to P pP Y refresh their memories on various items that have been discussed during the course of the year that might lead to the creation of new goals for the City at the August workshop. 4 Inclusion of a list of the Goals for the last two plus years for the City so that Council members can refresh their memories on previous Goal Statements adopted by the Council. Manager's Summary of Goal Achievements "to date" for: Calendar Year 1999 Calendar Year 2000 (progress report on achievements made relative to the current year's City goals.) 5