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HomeMy WebLinkAbout10/20/1998, C7 - GOAL-SETTING AND FINANCIAL PLAN SCHEDULE FOR 1999-01 council j acEnaa nEpont CITY O F SAN LUIS O B I S P 0 FROM: John Dunn, City Administrative O� Bill Statler, Director of Finance SUBJECT: GOAL-SETTING AND FINANCIAL PLAN SCHEDULE FOR 1999-01 CAO RECON ENDATION Approve preliminary schedule for preparing the 1999-01 Financial Plan and conceptual approach to Council goal-setting as part of this process. DISCUSSION Provided in Exhibit A for the Council's consideration and approval is a tentative schedule for preparing the 1999-01 Financial Plan. As reflected in this schedule,we propose continuing to use a multi-year budgeting approach that begins with the Council setting goals for the most important things for the City to accomplish over the next two years. Based on our experience over the past eight years, this has been a successful approach in assuring that the fundamental purpose of the City's budgetary process is achieved: linking what we want to accomplish for our community over the next two years with the resources necessary to do so. As reflected in the attached schedule, we are again proposing to use a "two-step" approach to the Council goal-setting process: ■ Community workshop. Held on the evening of Tuesday,January 12, the purpose of this workshop is to solicit suggested goals and work programs from Council advisory bodies, community groups and interested individuals. To ensure that adequate space is available for this workshop, our current plans are to hold it at The Forum. Following Council approval of the tentative calendar,we will mail notices to Council advisory bodies and over 150 community groups, governmental agencies, media organizations and interested individuals inviting them to participate in this process. In addition to these notices,we plan to place display ads in the Telegram Tribune, New Times and San Luis Today in order to encourage the broadest possible participation in this process. ■ Council goal-setting workshop. Following the receipt of written and oral comments on January 12, the goal-setting workshop will be held on Saturday, January 30 in the Library Community Room. Based on our experience over the past years, we plan to use an outside facilitator for these workshops. This will allow all Council members to participate fully in the process, and will allow staff to devote their efforts to listening and learning. Because of his familiarity with the City and our goal-setting process, we are recommending that Don Maruska again serve as the facilitator for this process. Council Agenda Report—Goal-Setting and Financial Plan Schedule for 1999-01 Page 2 We plan to present a detailed work program for the workshops to the Council on December 8. In the interim, provided in Exhibit B is a summary of the goal-setting process we used in 1997-99 along with the contents of the workbooks we put together for this. While there will undoubtedly be changes to this for 1999-01, these background materials provides a good starting point for the process we envision. Key dates for the proposed process prior to issuance of the Preliminary Financial Plan are: Tuesday, December 8 Goal status update and Financial Plan overview. Review the Special Meeting status of major City goals and amend action plans as needed; finalize plans for the goal-setting process; review the purpose, goals and organization of the Financial Plan document; consider existing Financial Plan policies and approve any revisions as appropriate; and review related work efforts recently completed or underway that may affect the 1999-01 Financial Plan. Tuesday,January 12 Community workshop. Consider comments and suggestions Special Meeting from community groups, interested individuals, and Council advisory bodies. Saturday,January 30 Council goal-setting workshop. Review the status of existing Special Meeting major City goals and candidate goals presented at the January 12 workshop; consider results of the five year fiscal forecast; consider Council member goals;prioritize and set major City goals. Tuesday,February 2 Follow-up to Council goal-setting if needed. Continued Regular Meeting consideration of goal-setting at the next regularly scheduled Council meeting following the January 30 workshop if needed. Tuesday, February 23 Mid-year budget review. Consider the City's fiscal status at the Special Meeting mid-point of the fiscal year and make appropriation adjustments as necessary. Tuesday,April 6 Council goal work programs. Review and approve detail work Regular Meeting programs to accomplish Council goals; provide other budget direction as needed. As outlined in the proposed calendar, we expect to finalize and issue the Preliminary Financial Plan by May 10, and hold the first three preliminary budget workshops on the evenings of May 17 (Financial Plan overview and General Fund operating programs), May 19,(General Fund capital improvement plan projects) and May 25 (Enterprise Fund programs, projects and rates). The Financial Plan is also scheduled to be a topic of discussion at the following two regular Council meetings(June 1 and 15),with Financial Plan adoption planned for the June 15 meeting. EIMITS A. Tentative 1999-01 Financial Plan calendar B. Background materials from the 1997-99 goal-setting process G:Finance/1999-01 Financial Planrrentative Process—Council Agenda Report Exhibit A Tentative 1999-01 Financial Plan Calendar 1018198 When What October 8, 1998 • Brief advisory body chairs on their role in the process at quarterly meeting. October 20, 1998 • Council approves conceptual Financial Plan process and calendar. October 21, 1998 • Send letters requesting participation in goal-setting process from advisory bodies, community groups and interested individuals. November 1998 • Begin preparing five year General Fund fiscal forecast. December 8, 1998 • Council reviews status of major City goals and amends action plans as needed; considers Financial Plan organization and policies; and finalizes plans for goal-setting process. January 4, 1999 • Receive written comments from advisory bodies, community groups and interested individuals. January 12, 1999 • Council holds community workshop. January 14, 1999 • Distribute five year fiscal forecast and community workshop results to Council. January 30, 1999 • Council holds goal-setting workshop: reviews status of major City goals; discusses candidate goals presented at January 12 workshop; considers results of fiscal forecast; discusses Council member goals;prioritizes and sets major City goals. February 2, 1999 • Council finalizes goals and priorities. February 10, 1999 • Issue budget instructions; departments begin preparing budgets. February 23, 1999 • Council considers mid-year budget review. March to May, 1999 • Departments submit budget requests. Budget review team analyzes requests and meets with departments; CAO finalizes budget recommendations. April 6, 1999 • Council approves detailed goal work programs. May 10, 1999 • Issue preliminary budget. May 17, 19, 25, 1999 • Council holds special evening budget workshops: — May 17: Financial Plan overview and General Fund operating programs. — May 19: General Fund CIP projects. — May 25: Enterprise Fund programs,projects and rates. May 26, 1999 • Planning Commission reviews CIP for General Plan consistency. June 1, 15, 1999 • Council holds continued hearings; adopts budget. Bold Italics—Council Meeting Dates EXHIBIT B BackCnouna matemts 1997-99 Coat-settinC pizocess swim 1. Goal-Setting Workbook — Table of Contents 2. Outline for Community Workshop 3. Outline for Council Goal-Setting Workshop 4. Council Member Submissions for Goal-Setting Workshop 5. Criteria for Major City Goals C� Exhibit 4-J-- 1997-99 Financial Plan GOAL SETTING WORKSHOPS January 14 and February 1, 1997 TABLE OF CONTENTS Section 1 Housing Authority 4-7 WORKSHOP AGENDAS Human Relations Commission 4-9 January 14 Workshop 1-1 Joint Recreational Use Committee 4-10 February 1 Workshop 1-3 Mass Transportation Committee 4-11 Parks&Recreation Commission 4-12 Section 2 Personnel Board 4-13 STATUS OF CURRENT GOALS Promotional Coordinating Committee 4-15 Spy 2-1 Tree Committee 4-17 Major City Goals 2-3 Other Council Objectives 2-9 Section 5 SUGGESTED CITY GOALS- �,� Section 3 CITY STAFF 5-1 SUGGESTED CITY GOALS- �PE COMMUNITY GROUPS AND Section 6 INTERESTED INDIVIDUALS SUMMARY OF RESULTS FROM Family Services Center 3-1 JANUARY 14 WORKSHOP San Luis Obispo Art Center 3-3 (To be distributed January 17) 6-1 Gary Felsman 3-10 San Luis Symphony 3-16 Section 7 San Luis Obispo City/County Library 3-17 FIVE YEAR FISCAL FORECAST p San Luis Obispo Arts Council 3-18 (To be distributed January 17) 7-1 pal Alta Vista Neighborhood Association 3-19 �1 Gilbert Reed Ballet 3-21 Section 8 SLO Chamber of Commerce 3-26 COUNCIL MEMBER GOALS Sierra Club 3-28 (To be distributed January 27) 8-1 San Luis Obispo Soccer Club 3.-33 Douglas S.Hendry 3.39 Section 9 Richard Schmidt 3-.40 BACKGROUND INFORMATION Pacific Repertory Opera 3.47 1997-99 Financial Plan Calendar 9-1 American Assn of Retired Persons 3-49 Financial Plan Policies. 9-3 Mental Health Association 3.-50 Workshop Public Notice 9-17 Dave and Maggie Cox 3-51 Workshop Reminder Letter 9-18 Rollie McCormick 3-52 Council Agenda Report: 1/7/97 9-19 Charles Flieger 3-53 Outline for 1/14 workshop 9-22 Association of Directors, Artists, Outline for 2/1 workshop 9-24 Producers&Technicians 3.55 Council member submissions 9-26 William A.Thoma 3-61 Criteria for major City goals 9-27 Major City goals for 1995-97 9-28 Section 4 Council Agenda Report: 12/3/96 9-29 SUGGESTED CITY GOALS- Tentative Financial Plan calendar 9-31 COUNCIL ADVISORY BODIES Notice to Council advisory bodies 9-32 Overview 4-1 Notice to community groups and Architectural Review Commission 4-2 interested individuals 9-36 Planning Commission 4-2 1996-97`Budget-in-brief' 9-47 Cultural Heritage Committee 4-3 Bicycle Committee 4-5 Section 10 Business Improvement Association 4-6 NOTES AND OTHER MATERIALS 10-1 � �s Exhibit Z Outline for Community Workshop 7:00 - 11:00 p.m., Tuesday, January 14, 1997 Objectives • Gain valuable input from advisory boards, community groups, etc. on proposed City goals—"What" the community wants. • Encourage discussion about "Why" the goals or projects are of interest to the presenters so that the Council learns what are the underlying hopes or objectives. • Explore "How" the underlying hopes or objectives can be met— alternative approaches, opportunities for collaboration or shared resources with other parties, and requests for additional alternatives to be developed with City staff assistance where appropriate. • Assist Council members in the preparation of their thoughts, priorities, and candidate goals. Approach 1. Request presenters to briefly summarize: requested goals (which most will have submitted in writing), why the goals would contribute to a better San Luis Obispo, alternative approaches, and opportunities for collaboration. 2. Record brief summaries of the "what", "why", and "how" for the requests on separate flip charts organized by goal categories: public safety; public utilities; transportation; leisure, cultural & social services; community development; and general government. 3. Encourage Council members to ask questions and use worksheets to formulate their list of possible candidate goals. 4. Review the array of goals.by category at the end of the evening workshop and develop key themes about the community's hopes and potential ways to realize them. 5. Distribute results from the meeting: central themes on San Luis Obispo's hopes and aspirations, suggested goals, and alternatives (including any follow up results from staff and community groups). [provide these to Council members by January 17] Don Maruska,NovaQuest 805-772-4667 I _� Schedule 7:00 - 7:05 p.m. Welcome Mayor 7:05 - 7:20 p.m. Introduction (process, past goals, criteria for major City goals, and summary of fiscal outlook) CAO 7:20 - 9:50 p.m. Community input Public 9:50 - 10:00 p.m. break 10:00 - 11:00 p.m. Summary: key hopes expressed, potential goals, and further work needed. All Roles Mayor call and recognize the presenters, participate actively with other Council members. Council members: listen, ask questions, note areas of interest for candidate goals, and participate in developing summary themes at the end of evening. Staff: gather and organize public input prior to workshop, develop and submit staff suggestions for Council consideration (provide written copies for public at the workshop), present staff suggestions at end of public input, record "what', "why", and "how" on flip charts. Coach: elicit the "what", "why", and "how" from presenters, keep the flow and content of the workshop moving constructively, guide Council and participants in developing the summary themes at the end of the evening. Don Maruska,NovaQuest 805-7724667 Exhibit 63 Outline for Council Goal-Setting Workshop 8:30 a.m. -4:00 p.m., Saturday, February 1, 1997 Objectives • Ground the session in the hopes and aspirations for San Luis Obispo as set forth on January 14. Place proposed goals in context of City's fiscal realities. • Review potential City goals compiled from the Council members' submissions. • Clarify the nature and scope of each potential goal so that everyone is clear about what each one means and its implications. • Select candidate City goals from those submitted (i.e. goals that 3 or more members favor). • Formulate an agreed upon set of Major City Goals. • Identify any additional issues for resolution before or at the February 4 Council meeting. Annroach 1. Review the status of existing major City goals. 2. Consider the results of the five-year forecast and other trends. 3. Review potential goals in each category to ensure clarity and completeness. 4. Narrow the list of goals in each category to candidate goals (i.e. those favored by 3 or more Council members). 5. Discuss the balance and weighting Council members want to achieve. 6. Assign the desired weighting to each goal and calculate the ranking of goals. 7. Review the preliminary results and identify any areas needing further consideration. Don Maruska,NovaQuest 805-7724667 A V �� Schedule 8:30 - 9:00 a.m. Refreshments 9:00 - 9:05 a.m. Welcome and Introductions Mayor 9:05 - 9:10 a.m. Purpose, Process & Guidelines Coach 9:10 - 9:30 a.m. Status of Existing City Goals CAO 9:30 - 10:00 a.m. 5 Year Forecast and Other Trends Fin. Director 10:00 - noon Review Goals by Category and Select Candidate Goals Council [Council may accept further comments from the public that have not been previously presented] noon - 1:00 p.m. lunch [staff compiles candidate goals] 1:00 - 2:00 p.m. Discuss and Weight the Goals Council 2:00 - 2:30 p.m. Tabulate Results Staff 2:30 - 3:15 p.m. Review and Identify Major City Goals Council 3:15 -4:00 p.m. Note Areas Needing Further Consideration Council/Staff Roles Mayor: preside over the workshop and participate actively with other Council members. Council members: clarify and discuss the potential goals, express views on desired balance, vote their preferred weightings, and specify further work (if needed). Staff: report on status of current goals, review economic trends, ensure goals have needed content and clarity, and tabulate results. Coach: keep the flow and content of the workshop moving constructively, guide Council members in the process of goal weighting and selection, and draw staff and public into deliberations as desirable. Don Maruska,NovaQuest 805-7724667 �1 Exhibit 9.4 Council Member's Submission for Goal-Setting Workshop due: Friday, January 24, 1997 Please submit a list of the goals you would like the Council to consider at the Goal-Setting Workshop on Saturday, February 1, 1997. Your submissions will be combined with those from all other Council members and compiled into a single list without designating which Council member submitted which items. You will receive this combined list on Monday, January 27, so that you can review and consider it prior to the workshop. Attached to this sheet are the "Criteria for Major City Goals" adopted during the goal-setting process in January, 1995. The 1995 - 1997 goals also are attached as a reference point. Although there is no limit on the number of goals you may wish to suggest, 5 to 7 from each Council member have worked well in the past. Don Maruska,NovaQuest 805-7724667 �/� . 5SProExhibit (565-- Proposed posed Criteria for Major City Goals o Be legitimate to our beliefs (real, supported) o Agreed upon by a Council majority o Reduced in number for comprehension, communication, and focus o Set forth in one document: Financial Plan and Budget o Be clear, understandable o Established as a high priority and a real commitment o Translated into the objectives of employees at all levels in the organization o Created within a supportive atmosphere where participants aren't afraid to state their suggestions for improving goals or objections o Accepted to the point where resistance to them is reduced or eliminated.