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HomeMy WebLinkAboutAGENDA REPORT 1996 0515 CC REG ITEM 10I ITEM CITY OF MOORPARK CITY COUNCIL REPORT TO: The Honorable City Council FROM: Mary K. Lindley, Assistant to the City Manager 11 DATE: April 22, 1996 (CC Meeting of May 15) �.,� SUBJECT: Consider a Goals and Objectives Workshop - Background Each year staff develops a draft list of objectives. The list is reviewed by the City Council for additions, deletions, other comments and/or approval. The list is used to identify the work priorities for the City for the year. Typically, important work items are placed on the list of objectives. It is expected that these items will either be begun, implemented, or completed within the new fiscal year. In the past, some on-going work items were also included; that practice was discontinued with FY 1995/96. As the number of work items increased, the City Council initiated the use of single and double asterisks to indicate the level of priority. In an effort to make the process and the actual list of objectives more meaningful, staff has explored the goal and objective setting criteria used by other agencies. Many agencies tie objectives to their budget; i.e., a list of objectives is developed prior to the budget and the costs associated with the objectives are then reflected within the budget. In these cases the objectives are included in the budget document. Still other agencies develop objectives outside of the budget process which identify specific projects to be undertaken. These are typically one-time- only projects which often include estimated completion dates. Some agencies compile exhaustive lists of objectives which identify every work item (large, small, significant, insignificant) that will be undertaken in the new year, others limit their lists to significant projects that demonstrate new direction and focus or a change in policy. The process used by various agencies in developing their objectives also differs. Most often, staff presents a draft list to the policy makers who then provide comments (additions, deletions). In other cases, workshop settings are used to bring the City Council and staff together to focus jointly on the development of the objectives. Often during the workshop, participants are taken through exercises or discussions which are designed to help them focus on the purpose of a list of objectives (the purpose differs between agencies), list criteria, and guidelines for the going management of the list. 000ZILS Goals and Objectives Workshop May 7, 1996 Page 2 Staff has explored the possible use of a workshop setting to finalize the City's 1996/97 Goals and Objectives. We received two proposals from consultants who are interested in facilitating the process. The proposed process entails a one-day (6-8 hours) goal setting workshop with the City Council and key management staff. The purpose of the workshop would be to better define a list of attainable objectives, identify the purpose of our objectives list, clarify the criteria for inclusion of items in the list, and prioritize items. It is not staff s intent that the workshop include team building or topics related to "how to get along". Rather the intent of the workshop is to spend meaningful time on reaching a consensus on a manageable list of objectives. The scope of the workshop can be modified upon direction from the City Council. Please note that this workshop must be noticed as a City Council meeting, and an agenda must be prepared providing the public with an opportunity to speak under"public comments". The cost for the proposed workshop would be approximately $1,800 which includes the consultant's time at, and in preparation for, the workshop and lunch for the workshop participants. If the City Council chooses to proceed with the goal setting workshop, staff recommends that funds to cover the cost be appropriated from the General Fund Reserve to the Meetings and Conferences line item in the City Council's budget (111-632). Recommendation (Roll Call Vote) Staff recommends that the City Council: 1. Approve a Goals and Objective workshop; 2. Appropriate $1,800 from the General Fund Reserve to the City Council's budget (111-632); and 3. Direct staff to schedule the workshop on a Saturday in either June or July 1996, and 4. Authorize the City Manager to contract with a consultant at a cost not to exceed the appropriated $1,800.