HomeMy WebLinkAbout10/17/2000, C2 - GOAL-SETTING AND FINANCIAL PLAN SCHEDULE FOR 2001-03 counat 0-o'-7-076
j agenda Report
CITY OF SAN LUIS OBISPO
FROM: John Dunn, City Administrative OfqVV
Bill Statler, Director of Financ
SUBJECT: GOAL-SETTING AND FINANCIAL PLAN SCHEDULE FOR 2001-03
CAO RECOMMENDATION
Approve the goal-setting and Financial Plan schedule for 2001-03.
DISCUSSION
Provided in Exhibit A for the Council's consideration and approval is the proposed schedule for
preparing the 2001-03 Financial Plan. As reflected in this schedule, we recommend 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 ten years and recent Council feedback on the goal-setting
process, 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 Forum. Held on the evening of Wednesday, January 17, 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, we plan to again hold it at The Forum. (We have confirmed its availability).
Following Council approval of the proposed schedule, we will mail notices to Council
advisory bodies and over 175 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 and New
Times in order to encourage the broadest possible participation in this process. We also
plan to again insert a Community Budget Bulletin in our utility bills inviting the public to
participate in the goal-setting and budget process.
■ Council Goal-Setting Workshop. Following the receipt of written and oral comments on
January 17, the goal-setting workshop will be held on Saturday, February 3 in the
City/County 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
C2-1
Council Agenda Report—Goal-Setting and Financial Plan Schedule for 2001-03
Page 2
staff to devote our efforts to listening and learning. Because of his familiarity with the City and our
goal-setting process,we plan to again use Don Maruska as the facilitator for this process.
We will present a detailed approach for the workshops to the Council on December 12. In the
interim, provided in Exhibit B is a summary of the goal-setting process we used in 1999-01 along
with the contents of the workbooks we put together for this. As the Council is aware, we are
working on improvements to this process, and as such, there will undoubtedly be changes to this
for 2001-03. However, these background materials provide a good starting point for the process
we envision.
Key dates for the proposed process before issuance of the Preliminary Financial Plan are:
When What
Tuesday, December 12 Goal Status Update and Financial Plan Overview. Review the
We recommend status of major City goals and amend action plans as needed;
rescheduling the 12119 finalize plans for the goal-setting process; review the purpose,
meeting to this date. 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 2001-03 Financial Plan.
Wednesday,January 17 Community Forum. Consider comments and suggestions from
Special Meeting community groups, interested individuals and Council advisory
bodies.
Saturday, February 3 Council Goal-Setting Workshop. Review the status of existing
Special Meeting major City goals and candidate goals presented at the January 17
workshop; consider results of the five-year fiscal forecast;
consider Council member goals; prioritize and set major City
goals.
Tuesday, February 6 Follow-Up to Council Goal-Setting if Needed. Continued
Regular Meeting consideration of goal-setting at the next regularly scheduled
Council meeting following the February 3 workshop if needed.
Tuesday, February 27 Mid-Year Budget Review. Consider the City's fiscal status at
Special Meeting the mid-point of the fiscal year and make appropriation
adjustments as necessary.
Wednesday,April 18 Major City Goal Work Programs. Review and approve detail
Special Meeting work programs to accomplish major City goals; provide other
budget direction as needed.
As outlined in the proposed calendar, we plan to finalize and issue the Preliminary Financial Plan
by May 15, and hold the fust three preliminary budget workshops on the evenings of May 22
C2-2
Council Agenda Report—Goal-Setting and Financial Plan Schedule for 2001-03
Page 3
(Financial Plan overview and General Fund operating programs), May 24 (General Fund capital
improvement plan projects) and May 29 (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 5 and 19),with Financial Plan adoption planned for the June 19 meeting.
EDITS
A. 2001-03 Financial Plan Schedule
B. Background Materials from the 1999-01 Goal-Setting Process
G:FinanceJBudget Folders!2001-03 Financial Plan/Council Goal-Setunp/Financial Plan Schedule—October 17.2000
C2-3
2001-03 Financial Plan Schedule Exhibit
When What
October 12, 2000 • CAO and Director of Finance brief advisory body chairs on their role
in the process at quarterly meeting with the Mayor.
October 17,2000 • Council approves conceptual Financial Plan process and calendar.
November 2000 • Finance sends letters requesting participation in goal-setting process
from advisory bodies,community groups and interested individuals;
and begins inserting Community Budget Bulletins in utility bills.
• Finance begins preparing five-year General Fund fiscal forecast.
December 12,2000 • Council reviews status of major City goals and amends action plans as
Rescheduled from 12119 needed;considers Financial Plan organization and policies; and
finalizes plans for goal-setting process.
January 5,2001 • Finance receives written comments from advisory bodies,community
groups and interested individuals.
January 17,2001 • Special Budget Workshop. Council holds community forum.
January 22,2001 • Finance distributes five-year fiscal forecast and community workshop
results to Council.
February 3,2001 • Special Budget Workshop. Council holds goal-setting workshop:
reviews status of major City goals;discusses candidate goals presented
at January 17 workshop;considers results of fiscal forecast;discusses
Council member goals distributed on January 29;prioritizes and sets
major City goals.
February 6,2001 • Council finalizes goals and priorities.
February 27, 2001 • Special Budget Workshop. Council considers mid-year budget
review.
March to May 2001 • Departments submit budget requests.
• Budget review team analyzes requests and meets with departments.
• CAO finalizes budget recommendations.
April 18,2001 • Special Budget Workshop. Council approves detailed goal work
programs.
May 15, 2001 • Finance issues preliminary budget.
May 22, 242 299 2001 • Special Budget Workshop. Council holds evening budget workshops:
— May 22:Financial Plan overview and General Fund operating
programs-
- May 24: General Fund CIP projects.
— May 29: Enterprise Fund programs,CIP projects and rates.
May 23,2001 • Planning Commission reviews CIP for General Plan consistency.
June 5, 19,2001 . Council holds continued hearings; adopts budget.
Bold Italics—Council Meeting Dates C247/00
Exhibit E
Background Materials
1999=01 GOAL=SETTING PROCESS
1. Goal-Setting Workbook — Table of Contents
2. Outline for Community Forum
3. Outline for Council Goal-Setting Workshop
4. Council Member Submissions for Goal-Setting Workshop
5. Criteria for Major City Goals
city osan lues omspo
C2-5
Background Materials: 1999-01 Goal-Setting Process Exhibit B.1
i999-oi financial plan
GOAL-SETTING WORKSHOPS
January 12 and January 30, 1999
'I'ABLE OF CONTENTS
Section 1 Planning Commission 4-20
WORKSHOP AGENDAS Promotional Coordinating Committee 4-21
January 12 Workshop—Community Forum 1-1 Section 5
January 30 Workshop—Council Goal-Setting 1-3 SUGGESTED CITY GOALS:
CITY STAFF
Section 2
STATUS OF CURRENT GOALS Overview 5-1
CAO Candidate Goals 5-3
Introduction 2-1 Staff Candidate Goals 5-5
Major City Goal Progress Reports 2-3
Other Council Objectives 2-21 Section 6
CIP Project Status Report 2-25 SUMMARY OF RESULTS
Appendix:Major City Goal Work Programs 2-47 FROM JANUARY 12 WORKSHOP
Section 3 Distributed on Friday,January 15
SUGGESTED CITY GOALS:
COMMUNITY GROUPS AND INTERESTED Section 7
INDPVIDUALS FIVE-YEAR FISCAL FORECAST
Results of Community Budget Bulletin Survey Distributed on Friday,January 15
Overview 3-1
Response Summaries 3-2 Section 8
COUNCIL MEMBER SUGGESTED GOALS
Letters and Other Written Correspondence
Any correspondence received after January 5 Distributed on Wednesday,January 27
will be distributed as it is received
American Civil Liberties Union 3-53 Section 9
Residents for Quality Neighborhoods(RQN) 3-55 BACKGROUND INFORMATION
Arts Council 3-57 1999-01 Financial Plan Calendar 9-1
San Luis Obispo County Band 3-59 Budget Process Overview 9-2
San Luis Obispo Youth Sports Organization 3-60 Financial Plan Policies 9.3
James Lopes We received 68 Goal-Setting Process: 12/8 Agenda Report 9-23
SLO-4-PUPs letters In total. Outline for 1/12 Community Forum 9-29
Land Conservancy of San Luis Outline for 1/30 Goal-Setting Workshop 9-31
Obispo County Council Member Submissions 9-33
County of San Luis Obispo—Health Agency 3-96
Mayor's Youth Task Force 3-100 Criteria for Major City Goals 9-34
General Fiscal Outlook: 12/8 Agenda Report 9-37
ECOLSO 3-109
Public Notification
Carla Saunders 3-112
-41
Interfaith Coalition for the Homeless 3-113 Display Ads 9
News Release 9-4�2
Section 4 Parks and Recreation Program 9-43
ED CTIT GOALS: Notices to Community Groups 9-44
SUGGESTED
BODIES Notice to Advisory Body Chairs 9-46
COUNCIL Community Budget Bulletin and Survey 9-47
Overview 41 Budget-in-Brief: 1998-99 9-49
Architectural Review Commission 4-2
Bicycle Committee 43 Section 10
Cultural Heritage Committee 45 NOTES AND OTHER MATERIALS
Downtown Association 48 Provides the Council with a place for rotes and other
Housing Authority 4-14
Committee 417 supplemental materials received by them;includes a
Human Relations Com
Parks and Recreation mittee Commission 418 specially formatted form for taking notes at the January 12
workshop and note paper.
Personnel Board 419
C2-6
Background Materials: 1999-01 Goal-Setting Process Exhibit B.2
Outline for Community Forum
7:00 - 11:00 p.m., Tuesday, January 12, 1999
Objectives
• Gain valuable input from advisory boards, community groups and citizens 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 materials and five-year fiscal forecast
to Council members by January 151
C2-7
Background Materials: 1999-01 Goal-Setting Process Exhibit B.2
Schedule
7:00 - 7:05 p.m. Welcome Mayor
7:05 - 7:20 p.m. Introduction (process, past goals, criteria for
major City goals, summary of fiscal outlook,
and Key Values for the City) 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.
Note: Written comments received by January 4, 1999, will be included in the goal-
setting workbook, which will be distributed to Council members on January 5, 1999.
Any comments received after January 4 will be distributed to Council members as they
are received.
C2-8
Background Materials: 1999-01 Goal-Setting Process Exhibit B.3
Outline for Council Goal-Setting Workshop
8:30 a.m. - 4:00 p.m., Saturday, January 30, 1999
Obiectives
• Ground the session in the hopes and aspirations for San Luis Obispo as set forth on
January 12. 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 2 Council
meeting.
Approach
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. Confirm
rating scale and maximum number of points to allocate among goals.
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.
C2-9
Background Materials: 1999-01 Goal-Setting Process Exhibit B.3
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.
C2-10
Background Materials: 1999-01 Goal-Setting Process Exhibit B.4
Council Member's Submission for Goal-Setting Workshop
Due: Thursday, January 21, 1999
Please submit a list of the goals you would like the Council to consider at the Goal-
Setting Workshop on Saturday, January 30, 1999. 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 25, so that you can review and consider it prior to
the workshop.
As you develop your list, please consider the suggested `criteria for major City goals."
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.
C2-11
Background Materials: 1999-01 Goal-Setting Process Exhibit B:5
Criteria for Major City Goals
M. Be legitimate to our beliefs(real, supported).
Ii Agreed upon by a Council majority.
0 Reduced in number for comprehension,cotnmunication and focus.
■ get forth in one document-the Financial Plan.
■ Be clear and'.understandable. .
III Established as a high priority and areal commitment.
III Translated into the objectives of employees at all levels of the organization.
■ Created within a supportive atmosphere where participants are not afraid to state their
suggestions for improving goals or objectives.
0 Accepted to the point where resistance to them is reduced or eliminated.
C2-12