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02/06/1995 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 Mayor/Commissioner Fred A. Thomas Vice-Mayor/Commissioner Richard Fitzgerald Commissioner Sue A. Berfield Commissioner Arthur X. Deegan, II Commissioner Also present: Elizabeth M. Deptula City Manager Kathy S. Rice Deputy City Manager Pamela K. Akin City Attorney Cynthia E. Goudeau City Clerk Absent: 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. 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 if 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 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 (territoriality). 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. 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 medical supply firms into this consideration. Their values are a need for a skilled work 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 Berfield 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 "real person". She stated we are trying to do a better job in communicating. 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 Garvey 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 Berfield pointed out this would not affect 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 stated that while alcoholic beverages may be considered a problem by one group, it is not by another. 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 changed. 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. Commissioner Deegan did not feel that was needed or wanted. 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 out a letter received berating the Commission for offering a three cent raise and taking away all comp 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. 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; 3) 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 Garvey questioned if there was a need to put the City of Clearwater in each question. Consensus was to make question #7 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. 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 lead 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 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. 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 an honest mistake but not the same mistakes. Commissioner Fitzgerald expressed concerns regarding how "risk" 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. Ms. Rice brought up the issue of public relations and the value of promoting the organization. Commissioner Thomas stated we have established 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. 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 Manager indicated there was a need to set additional meetings. Consensus was to schedule the next meeting for March 6, 1995 at 9 a.m. Commissioner Thomas indicated he would miss the next Monday Commission meeting. The meeting adjourned at 12:29 a.m.