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HomeMy WebLinkAbout65A - RPT - STRATEGIC PLANREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 16, 2013 TITLE: FIVE-YEAR STRATEGIC PLAN COMMUNITY ENGAGEMENT PROCESS 1_5i? CCIT(y MANAGER CLERK OF COUNCIL USE ONLY: APPROVED ? As Recommended ? As Amended ? Ordinance on 1" Reading ? Ordinance on 2nd Reading ? Implementing Resolution ? Set Public Hearing For CONTINUED TO FILE NUMBER STRATEGIC PLANNING AD-HOC COUNCIL COMMITTEE RECOMMENDATION Discuss and provide direction to staff on the following community engagement options for the Five- year Strategic Plan process: Option 1: Conduct 5 additional Community Forums simultaneously (estimated total additional cost of $67,000) ACTION: Authorize the City Attorney to prepare and the City Manager to execute a contract amendment with Management Partners in the amount of $20,000 for the purpose of conducting five additional Community Forums and direct staff to provide the services necessary to support these meetings and authorize the Finance Director to reallocate the necessary funding from the Visioning Process Project account. Option 2: Convene a Community Meeting after the survey is completed (estimated total additional cost of $17,500) ACTION: Authorize the City Attorney to prepare and the City Manager to execute a contract amendment with Management Partners in the amount of $6,500 for the purpose of conducting a Community Meeting on Survey Results and direct staff to provide the services necessary to support this meeting and authorize the Finance Director to reallocate the necessary funding from the Visioning Process Project account. Option 3: Continue the current plan which includes a public Council Workshop, a public meeting with the City Manager, and the consideration of adoption of the plan at a regular Council meeting (no additional cost) 65A-1 Five-Year Strategic Plan Community Engagement Process September 16, 2013 Page 2 DISCUSSION In June 2012, the City embarked in a strategic planning process and engaged Management Partners Inc. to facilitate the project. In April 2013, the process of developing the five-year strategic plan was begun. At that time, a Council Ad-Hoc Strategic Planning Committee composed of Councilmembers Benavides, Martinez and Reyna was established. The Council Committee, with the input and support of a Department Head subcommittee of the Directors of Planning and Building, Parks and Recreation, and Finance Departments, together with the Interim City Manager, Interim Deputy City Manager, and key staff members, have met several times with the consultants to determine the steps of the process and to discuss the community engagement efforts. As a part of the community engagement element of the 5-year strategic planning process, the City conducted a Community Forum on August 10 which was highly successful with approximately 180 participants. Additionally, Management Partners facilitated four focus groups on September 5: two for community participants and two for employees. From the information generated by these community engagement efforts, the consultant will develop a community survey which will be another mechanism for the community to provide input. At the September 10 meeting of the Ad-Hoc Council Committee, the members of the committee reviewed the current schedule (See Exhibit 1) and discussed various options for the community engagement in the process. The Committee members recommended that the following three options be brought to the full Council for discussion and determination: Option 1: Conduct 5 additional Community Forums simultaneously Option 2: Convene a Community Meeting after the survey is completed Option 3: Continue the current plan The committee members then directed staff to develop cost estimates for Options 1 and 2 to be considered as a part of the discussion. Management Partners has provided a proposal (Exhibit 2) for their costs associated with Options 1 and 2. Option 1: Hold Five Concurrent Community Forums This option would involve conducting five additional forums, following the same format as the August 10th forum, to be held in Wards 1, 2, 3, 5 and 6 concurrently. Resource Needs: In addition to two Management Partners facilitators per session, the City would need to provide at least nine bi-lingual individuals per session. (The original forum had over 20 City employees in attendance, and a minimum of 18 per session would be preferred.) 65A-2 Five-Year Strategic Plan Community Engagement Process September 16, 2013 Page 3 Management Partners will use the original format design with two facilitators per session and, using the notes from the forums, will provide a summary of themes, as was done following the August session. The themes will be incorporated into the online survey. (Note: Holding additional forums will cause the survey and the remaining activities to be delayed up to a month.) The City will be responsible for documenting the notes from all community forums, including translations. For this option, the total cost estimate is $67,000 which is composed of: 1. Management Partners Hours and Cost: To complete this assignment, 160 hours will be needed at a cost of $20,000. 2. City Staff Hours and Cost: a. Staffing the meetings: 5.5 hours will be required for the meeting for 18 employees for each of 5 meetings for an estimated total of $35,000 and b. Transcribing and in-house translation: 25 hours for the 10 employees involved in transcribing the 45 sheets (9 topic areas for each of the 5 meetings) for an estimated total of $10,000. 3. Advertising Costs: $2,000 Option 2: Convene a Community Meeting to Report Survey Results and Seek Additional Input This option involves convening a community meeting to report the survey results and seek additional community input. After the survey results are tabulated (estimated for mid-October), Management Partners would plan and facilitate an additional community meeting to report on community input received to date and solicit additional feedback to the survey results. Resource Needs: Management Partners would require two senior managers to plan and facilitate this forum and City staff would be used to assist with translation, recording, and management of participants. They are unable to fully estimate City staff support required until the survey results are in and the session can be designed. To be conservative, the City cost estimates assume that staff time would be similar to the August 10th community forum. For this option, the total cost estimate is $17,500 which is composed of: 1. Management Partners Hours and cost: To complete this assignment, 32 hours will be required at a cost of $6,500. 2. City Staff Hours and Cost: a. Staffing the meeting: 5.5 hours for 18 employees for an estimated total of $7,000 b. Transcribing and in-house Translation: 5 hours for 10 employees for an estimated total of $2,000 3. Advertising Costs: $2,000 65A-3 Five-Year Strategic Plan Community Engagement Process September 16, 2013 Page 4 Option 3: Maintain the Current Schedule This option would not alter the current strategic planning outreach process, timelines, and the associated costs. FISCAL IMPACT As Option 1 and Option 2 would involve additional direct and indirect funding, the monies would have to come from existing budgeted funds. The City Council could direct staff to apply a portion of the $250,000 currently budgeted for the Strategic Planning Visioning Project to the enhanced community engagement efforts for the Five-year Strategic Plan process (account no. 01105015- 62300). There would be no additional fiscal impact associated with Option 3, as the current contract accounts for this schedule. APPROVED AS TO FUNDS AND ACCOUNTS Francisco Gutierrez Executive Director Finance and Management Services Agency Exhibit: 1. Santa Ana Strategic Planning Schedule as of July 31, 2013 2. Cost of Optional Strategic Planning Activities Memo 65A-4 EXHIBIT 1 Attachment: Santa Ana Strategic Planning Schedule as of July 31 , 2013 1. Task Convene subcommittee to help guide the process, assist with preparation of Timeline April/May 2013 materials, and advise on community engagement process 2. Interview the two new Councilmembers to hear their opinions about vision, May goals and priorities 3. Seek Council approval of an amendment to the Sunshine Ordinance to adjust June strategic plan adoption timeframe 4. Prepare environmental scan document which will be presented at subsequent June-September workshops 5. Convene subcommittee to finalize community and employee engagement July options 6. Conduct community forum August 10 7. Conduct community focus group Last week of August 8. Conduct employee focus group Last week of August 9. Convene subcommittee to approve community and employee surveys Mid-September 10. Conduct community on-line survey Mid-September/Mid- October 11. Conduct employee on-line survey Mid-September/Mid- October 12. Convene subcommittee meeting to review results of stakeholder input, Late October environmental scan and discuss next steps in the process 13. Conduct meeting with the EMT to prepare for Council / EMT strategic planning Late October workshop 14. Prepare materials for Council/EMT workshop Early November 15. Conduct full day workshop with the City Council and EMT to review results of Mid-November stakeholder engagement; review environmental scan; create vision, mission, values; establish multi-year goals, priority strategies and process for reporting progress 16. Convene EMT workshop to create draft implementation action plan, based on Early December expected resources that will be available 17. Prepare strategic plan document December 18. City Manager to conduct a public meeting to review the proposed strategic plan January 2014 with the community (as required in the Sunshine Ordinance) 19. Present strategic plan to Council for adoption January 20. Distribute adopted strategic plan to organization and community January 21. Provide regular updates on status of strategic plan; modify the plan to reflect Frequency to be emerging issues determined by Council and EMT 65A-5 Management Partners EXHIBIT 2 To: Ms. Debra Kurita From: Amy Cohen Paul and Robyn Uptegraff Subject: Cost of Optional Strategic Planning Activities Date: September 11, 2013 Management Partners has been asked to provide cost details about two new strategic planning activities for Council's consideration. To provide context, one community forum was held on Saturday, August 10, with 180 attendees. Four focus groups (two with employees and two with community members) were held on September 5. All of the input from these efforts will form the basis of an online survey currently being designed. There will be significant outreach efforts on the part of the City to get as large a response as possible from businesses, community groups, schools, etc. The attached schedule shows the current strategic planning schedule and the remaining elements to be completed. During the Strategic Planning Sub-Committee meeting of September 10, Sub-Committee members asked that Management Partners and City staff provide cost information for two additional options for increased community input. This memorandum provides the additional Management Partners cost for each option. Hold Five Concurrent Community Forums One suggestion was to hold five additional community forums as the next step in the process. The five additional forums, following the same format as the August 10th forum, would be held in Wards 1, 2, 3, 5 and 6 concurrently to ensure that constituents must select a single forum. Resource Needs: In addition to two Management Partners facilitators per session, the City would need to provide at least nine bi-lingual individuals per session. (The original forum had over 20 City employees in attendance, and a minimum of 18 per session would be preferred.) The City of Santa Ana will be responsible for providing a write up of notes from all community forums, including translations. Management Partners will use the original format design with two facilitators per session and, using the notes from the forums, will provide a summary of themes, as was done following the August session. The themes will be incorporated into the online survey. (Note: Holding additional forums will cause the survey and the remaining activities to be delayed.) 1730 MADISON ROAD • CINCINNATI, OH 45206 • 513 861 5400 • FAX 513 8613480 MANAGEMENTPARTNERS.COM 2107 NORTH FIRST STREET, SUITE 470 • SAN JOSE CALIFORNIA 95131 • 4084375400 • FAX 4084536191 3152 RFD HILLAVENUE, SUITE 26SAnSESA, CALIFORNIA 92626 • 949 222 1082 • FAX 408 453 6191 Page 2 Hours and cost: To complete this assignment, 160 hours will be needed at a cost of $20,000. Convene a Community Meeting to Report Survey Results and Seek Additional Input After survey results are tabulated (estimated for mid-October), Management Partners would plan and facilitate an additional community meeting to report on community input received to date and solicit feedback to the survey results. Resource Needs: We are estimating that we would have two senior managers plan and facilitate this forum and use City staff to assist with translation, recording, and management of participants. We are unable to fully estimate City employee support required until the survey results are in and the session can be designed. Conservatively, the City should assume that staff time would be similar to the August 101h community forum. Hours and cost: To complete this assignment, 32 hours will be required at a cost of $6,500. 65A-7 65A-8