02/06/1995 (2)
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COMMISSION
City Commission Minutes
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CITY COMMISSION SPECIAL MEETING
Strategic Planning Session
February 6, 1995
The City Commission of the City of Clearwater met in a strategic planning session
at the Solid Waste Complex Conference Room, Monday, February 6, 1995 at 9:00 a.m.,
with the following members present:
Rita Garvey
Fred A. Thomas
Richard Fitzgerald
Sue A. Berfield
Arthur X. Deegan, II
Mayor/Commissioner
Vice-Mayor/Commissioner
Commissioner
Commissioner
Commissioner
Also present:
Elizabeth M. Deptula
Kathy S. Rice
Pamela K. Akin
Cynthia E. Goudeau
City Manager ,
Deputy City Manager
City Attorney
City Clerk
Absent:
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William C. Baker
Assistant City Manager
. The City Manager indicated at the previous session personal values were examined
as well as the perceived organizational values. She stated some of the organizational
norms were on a negative scale. At the last department directors' meeting, the same
questionnaire was given to the department directors. They were asked to fill it out based
on their assumptions about the department head group and their individual departments.
She stated the results were more positive than the strategic planning team's. She
stated the attribute which received the highest rating was the associate relations and the
lowest rating was in candor and openness.
Commissioner Thomas stated he felt this was a natural result and the questionnaire
needed to go down to the next level in the organization.
Kathy Rice indicated this is being done in the Finance Department in an anonymous
manner. The results are pretty much mirroring the department directors'. It was noted
there could be a difference in the departments.
Commissioner Thomas stated they will know exactly know the organization's values
when the questionnaire is taken all the way through the rank and file.
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The City Manager emphasized the only negative result was in openness and candor
and that came from her assessment. She stated the department directors feel they work
well together. She stated more feedback will be available once the MSQ is given to all the
employees. She stated letters went out to the stakeholders last week and there has been
no feedback as yet.
She questioned jf there was the ability to group some of the stakeholders together.
It was agreed the taxpayers, citizens, public, and customers could be viewed as one group.
Grantors, regulators, lobbyists, and other governmental agencies as another. Business
people and vendors as a third group. The fourth group would be visitors. The fifth group,
the next generation, and the school system. The sixth group was health care. The
seventh group was media. The 'eight group was religious communities and the ninth, the
employees.
The attendees at the meeting broke out into groups and strategic value worksheets
were distributed. Each group addressed two of the identified groupings. The ninth group,
the employees, would be addressed by the entire strategic planning team.
Key values listed for the taxpayers, citizens, public and customers group were good
service/adequate service, trust/honesty, cost effectiveness, equitable distribution,
responsiveness, cooperation, and results.
A question was raised regarding whether or not being informed was a value. It was
indicated it was felt this was a value as when no information is forthcoming, the
C) assumption is things are not going right.
Commissioner Thomas stated he did not feel the City did a good job of
communicating successes to the public.
Values listed for the governmental agencies. lobbyists, grantors and regulators
group were compliance, cooperation, cost, public perception, public support and power
(territori al ity).
A question was raised regarding whether or not cost effectiveness was a value of
lobbyists. It was indicated that lobbyists did not quite fit this grouping.
Values listed for the business people and vendors group were keeping the cost of
government low, cost effectiveness/quality, life costing, simplicity, protection, quick
results and problem solving.
Regarding simplicity, it was indicated many of the City's complicated RFP's are not
responded to due to their complexity.
The values for visitors, were environment, safe, clean, good image, entertaining.
A question was raised regarding whether traffic congestion should be a
consideration. It was also stated it was not felt visitors cared regarding the cost of
government.
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Commissioner Thomas requested information be put down as a value. One of his
concerns is we do not talk enough regarding what is available in Clearwater.
Values listed for the next generation and school system group were, safety (internal
and external), family values, relationship with neighbors (i.e. location of schools), relevant
curriculum, nutrition, extracurricular activities, and busing.
Commissioner Thomas expressed a concern the City has no impact regarding
School Board issues. Mayor Garvey felt the City could work with the school system and
coordinate recreation programs. She stated we are currently doing this.
Commissioner Thomas expressed concern that a friend's daughter is teaching
school and she is amazed by the lifestyle. She stated students have no values and
'questioned what a teacher is supposed to do.
Kathy Rice Quoted a proverb that it takes a whole village to raise a child.
The Mayor pointed out the City has been trying to coordinate with the school
system for after school programs which will build self esteem and provide children with a
sense of place. The City Manager indicated there were other things that have been done
such as the Summer Youth Employment Program, coordination with Ervin's All American
Youth Club, etc.
Regarding Health care values, Commissioner Deegan indicated they had added
t:lJJ,~ medical supply firms into this consideration. Their values are a need for a skilled work
:;lt~ force, adequate wages needed, expansion capability, safety, having to do with quality of
care and contaminated blood, etc., zoning, accessibility, EMS, recruiting of professionals,
importance of confidentiality.
The City Manager pointed out that when health care institutions are recruiting, they
use the entire community as an incentive for relocating an individual.
Media values listed were, honesty, trust, accuracy. a willingness to listen, fairness,
global, access and open records.
Commissioner Deegan stated he would not say the media has those values.
Commissioner Barfield stated their value is the story. Mayor Garvey stated they want
trust, they want to be accurate but sometimes they do not listen. It was also felt there
was a difference between the editors and the reporters.
Commissioner Thomas felt that all the reporters started out with these values. Ms.
Rice pointed out that an editor can influence what goes into a story.
Commissioner Thomas stated he felt there should be one spokesperson for the City.
Ms. Rice indicated that the media often wants to talk to a tlreal person". She stated we
are trying to do a better job in communicating.
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.', Commissioner Deegan felt it was appropriate to separate the elected individuals,
from the work force and the possibility of directing questions to one person should be
talked about at a later date.
Religious community values listed were, ethical standards, moral standards,
honesty, trust, sense of community, good intentions. Commissioner Thomas expressed
concerns that the more services the religious community provides, the more services are
needed. Commissioner Deegan felt some of their values were also safety, the availability
of parking and zoning.
Mayor Garvev questioned how their values impact the City when they take four
store fronts and turn them into a parking garage.
Commissioner Thomas raised a questioned regarding whether or not the City could
have an ordinance which puts a cap on tax exempt properties. Commissioner Barfield
pointed out this would not affact just religious groups. Commissioner Thomas questioned
if this could be done through a zoning avenue. Mayor Garvey stated the whole community
had to be considered.
The City Manager pointed out some religious communities approach issues
differently. She statad that while alcoholic beverages may be considered a problem by one
group, it is not by another.
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Commissioner Deegan emphasized that what was being talked about were real
religious organizations.
Regarding employees, the strategic planning team came up the following values:
helping others, paycheck, security, image/respect. pension. benefits, lots of time off, value
what they do, communication, and job titles. A comment was made that the Commission
would like to see sustained productivity/sustained accountability.
Commissioner Berfield pointed out that when goals and objectives were started,
there was a negative reaction. She stated that has now charged.
Commissioner Deegan pointed out he has just gotten "raked over the goals" by the
unions.
Mayor Garvey stated she felt the general employees have the value that they
believe they work hard,
Commissioner Thomas felt the work force needed a set of rules just as children
need rules. He felt there were unhappy employees without a proper set of rules. Ms. Rice
pointed out it could be a problem if standards are set with which the employees do not
agree. Commissioner Fitzgerald felt there needed to be a cooperative environment.
Con'lInissioner Deegan did not feel that was needed or wanted.
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Commissioner Fitzgerald did feel that the employees wanted security and a stable
environment without constant radical change. The City Manager pointed out that Florida
Power essentially turned their organization upside down over a two year period and it is
just now settling down.
Commissioner Thomas stated in chaos theory, it is up to management to pick up
the pieces and put them back together. The City Manager pointed out that before Florida
Power started this process, there was a mission statement and a vision of what the
outcome was to be, then the change occurred.
Commissioner Fitzgerald felt this goes back to a cooperative environment and
Florida Power had laid the groundwork. The City Manager indicated to this day, their
unions do not agree with the changes. Commissioner Berfield pointed out middle
management did fight the changes.
Commissioner Thomas stated there is chaos in the federal government now. Ms.
Rice indicated it was important the Commission be cognicent they are asking the City
Manager to have a good relationship with the employees and to assure moral remain high.
Under certain circumstances, that simply can not happen.
Commissioner Berfield pointed out this was a matter of timing as any time contracts
are under negotiation, moral plummets. She stated she was not aware that moral was that
low. The City Manager indicated there is never a good accurate measure of moral.
.,,~.,.\ Commissioner Deegan felt there was also an issue of misinformation. He pointed
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'-/ out a letter received berating the Commission for offering a three cent raise and taking
away all camp time. He stated the unions are masters of misinformation.
The meeting recessed from 10:50 a.m. to 11 :00 a.m.
A strategic planning worksheet was distributed with some typical questions that
might be asked.
Commissioner Deegan stated he thought different questions should be asked to
different groups. He questioned what would be done with the information when the
responses are received.
Commissioner Thomas felt the question, what do expect government to do for you
in order of importance, was missing. Commissioner Fitzgerald felt they should be asked
what they wanted, when they wanted it, and what they were willing to pay for it.
Commissioner Thomas stated he felt people should look at Clearwater and the
surrounding governments and the services provided. He stated the infrastructure of our
City is much better than the enclaves and surrounding communities. He stated we are a
superb City in relation to our neighbors. He felt there was a need to analyze the tax base
and determine if we are providing our services in a cost effective method.
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Ms. Rice indicated she felt there was a need to know if people are getting the
services they deserve and if they trust the City to be spending their tax dollars correctly.
Commissioner Fitzgerald pointed out an article that appeared in the paper regarding
water reuse at Tierre Verde. The County is now in trouble because it now wants to charge
each person a proportionate share, anywhere from $3,000 to $80,000 and make it
mandatory. He stated people will say they want something but a willingness to pay for it
also has to be asked.
The questions to be asked are: 1} what are the things we do best; 2) what are the
things we do not do so well; 31 what criteria do you use to judge our performance; 4} how
does our performance compare with competitors; 5) what do you consider unique about
us; 6) what should we do more or less of; and 7) what do you expect a government to do
for you in order of importance.
It was indicated there needed to be a clear understanding that we want to have a
prioritization and an indication of a willingness to pay for the service. Mayor Garvey felt
payment should include taxes and user fees. Ms. Rice questioned if the questions should
be, do you think taxes/charges from the City are fair and do you get what you pay for.
Commissioner Deegan pointed out this questionnaire would not be going to all the
stakeholders.
The City Attorney suggested a question: is there something we are not doing that
("'"'-) we should. Ms. Rice questioned if the question regarding competitors should be changed.
.",.~ It was suggested that other cities and governments be used in its place. Commissioner
Deegan recommended using "other places where you have lived". It was also indicated it
could be "other places where you have done business".
Commissioner Thomas felt question number 3 was too open. It was agreed
"criteria" would be taken out.
The Mayor questioned if a cover letter would go with the questionnaire. The City
Manager indicated it would.
Commissioner Thomas recommended putting "what do you think" in each question
to personalize the questionnaire. Mayor Garvev questioned if there was a need to put the
City of Clearwater in each question.
Consensus was to make question 117 the first question, question #6 the second,
and then, down the list. It was indicated it will be made clear the questionnaire is about
the City of Clearwater.
The City Manager referred to the remainder of the process and indicated Tina
Wilson, Budget Manager, is about ready to come forward with the three year financial
forecast. She questioned if the Commission wished to have this at the next strategic
planning session. Financial forecasting will be a key issue.
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.....-." Mayor Garvey questioned how the City would be affected by the tax cap. The City
Manager indicated we are anticipating a reduction of $50,000.
Commissioner Deegan expressed concerns there needed to be a mission formulation
in order to use the financial forecasting data.
It was the consensus of the Commission the next meeting would be used to
formulate the mission statement.
The City Manager indicated the next step is to determine the City's philosophy of
operation. She distributed a brochure she had distributed to the employees which had her
philosophy in it. She also distributed the Johnson & Johnson credo. She stated if there is
a value statement, people can then understand the decisions made based upon that
statement.
Some values that were listed as wanted in the operating statement were: honest
and truthful; democracy and efficiency. Ms. Rice stated that democracy does not
necessarily tead to efficiency.
Other values listed were: to deliver more than we promise, stable government,
fiscal responsibility, responsiveness to needs, concerns of community. The City Manager
questioned if there was anything that needed to be included about the employees.
Ms. Akin indicated she liked the Johnson & Johnson credo and it was broken down
o into groups.
Other values listed were: mutually responsible. accountable. Commissioner
Fitzgerald questioned the difference between honest and truthful. Ms. Akin indicated you
can be factual without being totally honest.
Other values listed were: competent, openness, fair wages, opportunities for
advancement, training. Ms. Rice indicated a key issue is respect in that the employees do
not feel they have respect at this time.
Commissioner Thomas expressed concerns regarding the City having contractors
doing work and the citizens not recognizing the difference between a contractor and an
actual city employee. He felt there was a need to be responsible for the contractors. It
was felt the contractors should have the same standards as city employees.
Added values were: courteous stewards deserving of the public's trust.
Commissioner Thomas stated that as we go through the exercises there are better ways to
do things. He stated this should be kept simple and reinforced through management and
should be repeated at staff meetings.
Ms. Rice indicated there is a difference between hanging it on the wall and walking
the talk. She stated if we are not willing to follow the principles, they should not be put
into the statement.
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,---., Cost effectiveness was recommended. Mayor Garvey questioned if fiscally
responsible did not include that value. The City Manager stated she felt there was a need
to empower others to do things and not expect the City to do it all.
Commissioner Thomas recommended mutually responsible and accountable.
Commissioner Deegan recommended keeping to a minimum the hoops,
Commissioner Fitzgerald felt there should be a commitment to the minimum
amount of government necessary to accomplish the mission. Ms. Rice stated it could be
put as protect but not regulate. Mayor Garvey pointed out there are many times citizens
are coming in and asking for ordinances to create additional regulations.
Commissioner Thomas said empowerment was a different issue. He felt the issue
was removing levels of bureauacy. He felt decision making should be as far down in the
structure as possible. Ms. Rice pointed out again, there needs to be a willingness and
capacity to take risk and there should be some reward for risk taking.
Ms. Rice indicated one thing that concerns departments is the need for well planned
results quickly. Commissioner Deegan stated there needed to be a sense of urgency as
there have been times when there has been no sense of closure.
Commissioner Thomas spoke to Ms. Rice's point regarding the risk/reward ratio. He
stated you can not take someone's head off because they did something wrong. You have
to pull the jeopardy out of change. Ms. Rice felt there was a need to allow people to make
~,.t.\') an honest mistake but not the same mistakes.
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Commissioner Fitzgerald expressed concerns regarding how lIrisk" would be
interpreted by the public. Ms. Rice indicated there should be a reward for innovation,
creativity, and problem prevention. It was indicated what is rewarded gets done.
Ms. Akin indicated there was a need to encourage individuals to make decisions
rather than taking them up the line.
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Ms. Rice brought up the issue of public relations and the value of promoting the
organization. Commissioner Thomas stated we have establlshed a profit sharing program.
The City Manager indicated it has not been established however it is on the table.
Commissioner Thomas still felt this was a great beginning.
Ms. Rice questioned what the risk was of doing nothing. Commissioner Thomas
agreed there should be rewards when you take a risk and the risk of doing nothing is you
would receive no reward. Ms. Rice pointed out she did not want an organization that only
rewards with cash. She stated cash is not a total rewarder. There needs to be recognition
and respect.
Commissioner Deegan questioned if accessibility should be added. Commissioner
Fitzgerald felt being open included accessibility~ Commissioner Deegan stated there will be
a need to go back over the list and to agree upon definitions.
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Consensus of the team was for the City Manager, Ms. Rice, Ms. Akin and Ms.
Goudeau to come up with a operating statement to be presented at the next meeting if
possible.
Commissioner Fitzgerald stated he kept thinking of delegation and stated decision
making should not be vested in one level of the organization. The City Manager if there,
were any statements the Commission wished to remove. Commissioner Deegan indicated
that would depend on what was meant by the statement.
He suggested "professional public service" and "pride in our work" be used.
Regarding pride, it was indicated that is two pronged with the employees taking
pride in their work and management taking pride in them. The City Manager felt flexibility
should be included. Commissioner Fitzgerald offered the following anacronym, PRIDE:
Professional, Responsible, Innovative, Dedicated and Effective.
Commissioner Berfield stated employees need to realize that when the Commission
questions them, they are not questioning their ability or professionalism. Ms. Rice pointed
out there are two types of questions and there is a need to pay attention to how the
questions are phrased.
The City Mljnager indicated there was a need to set additional meetings.
Consensus was to schedule the next meeting for March 6, 1995 at 9 a.m.
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Commissioner Thomas indicated he would miss the next Monday Commission
meeting.
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The meeting adjourned at 12:29 a.m.
ATTEST: 0._~ 2' [i~..P.--
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