Placentia City Council
AGENDA REPORT
TO: CITY COUNCIL
FROM: CITY ADMINISTRATOR
DATE: MAY 10, 2022
SUBJECT: STUDY SESSION: GOALS AND OBJECTIVES FOR FIVE-YEAR STRATEGIC PLAN
FISCAL
IMPACT: None
SUMMARY:
Kelly Associates Management Group (KAMG) was retained by the City to facilitate a City Council retreat and workshop for the purpose of establishing a 5 -Year Strategic Plan. A series of meetings were held with the City Council, City Administrator and Department Directors. Bill Kelly, the President/CEO of KAMG met with these groups to obtain their input on the Strengths, Weaknesses, Opportunities, and Threats (SWOT) for the City of Placentia within the next five- year period. Based upon input obtained from a City Council Strategic Planning Workshop held on April 14, 2022, eight (8) goals were outlined for the City's Five -Year Strategic Plan (see Attachment "A"). This action will request City Council's review of the goals and objectives and consider the adoption of the 5 -Year Strategic Plan.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Provide direction on the goals and objectives to the Strategic Plan as outlined on Attachment "A"; and
2. Adopt the 2022-2027 City of Placentia Strategic Plan as amended.
DISCUSSION:
Kelly Associates Management Group (KAMG) was retained by the City to establish a 5 -Year Strategic Plan. A series of meetings were held with the City Council, City Administrator and Department Directors. Bill Kelly, the President/CEO of KAMG met with these groups to obtain their input on the Strengths, Weaknesses, Opportunities, and Threats (SWOT) for the City of Placentia within the next five-year period.
On March 10, 2022, Mr. Kelly facilitated a retreat and Strategic Planning Workshop during a Special City Council Meeting to discuss the SWOT analysis and establish goals and objectives.
The Strategic Planning Workshop covered the following items:
City Council Agenda
May 10, 2022
1. Communication Exercises
2. Review of Mission Statement, Vision Statement and Core Values
3. Discussion of the Concord Principles
4. Overview of SWOT results
5. Prioritization of Goals
6. Next Steps
During the Strategic Planning workshop, Mr. Kelly discussed the first handout in the agenda packet, "Steps in the Strategic Planning Process." The steps were mission, vision, goals, strategies, actions, and monitor. He explained that this meeting was to gain a global overview of goals and at a subsequent meeting, Staff would convert the City Council's goals into objectives that are measurable.
Mr. Kelly conducted two (2) communication exercises to assist the City Council and Staff in better understating each other. These exercises included an identification of the participants' birth order and their characteristics as well as facilitating a modified Myers -Briggs assessment of all in attendance. The purpose of these exercises was to understand how each person thinks and processes information and to provide a guide on how to effectively communicate with one another based upon their results.
Mr. Kelly introduced the Concord Principles established by the City Council of Concord, California, and he discussed the foundations of effective governance in high performing City Councils. He noted that the Concord Principles are being embraced by many cities in California. He provided the example of the City of Buena Park whom reformatted their mission and core value statements to incorporate many of the Concord Principles.
Mr. Kelly proceeded to a discussion of the City's Mission Statement which was approved by City Council in February 2009. He stated that a mission statement must be easily quoted or paraphrased. Mr. Kelly advised that the Mission Statement should be prominently displayed in City Hall and that all Staff should be aware of it. Mayor Shader expressed her support of the current Mission Statement and there was City Council consensus to retain the Mission Statement as is.
Mr. Kelly moved on to a review of the City's Vision Statement. Some City Council Members expressed that the current Vision Statement was established in 2009 in response to controversial events affecting the City at that time and that there should be an updated version. Mr. Kelly suggested returning to the discussion at a later time and perhaps the City Council could be provided samples of the vision statements of other cities for consideration.
Mr. Kelly moved to a discussion of core values and presented a summation of the City's Policy 352, Code of Core Values and Ethics adopted in 2010. He asked if City Council found these core values and ethical standards by definition and application adequate or if they should be modified.
Mr. Kelly stated that the Code of Core Values and Ethics must be signed by every elected official and all Staff. Subsequent discussion ensued and there was City Council consensus to separate core values and ethics and to establish a document that maintains much of the important content
City Council Agenda
May 10, 2022
contained within the existing document while creating an additional document that is more concise, particularly on the core values.
Mr. Kelly began a review of Strengths, Weaknesses, Opportunities, and Threats (SWOT) compiled from discussions with the City Council and members of Staff. He referred to charts displayed on the walls which reflected the identified strengths, weaknesses, opportunities and threats. During this exercise each Council Member received ten (10) red stickers and were instructed to place one sticker on each item contained within the opportunities and weaknesses charts wherein they believe an item should be worked upon as a goal area or theme. After the Council Members concluded placing their red stickers, Mr. Kelly gave them each five (5) green stickers to indicate their secondary selections of goal areas.
Mr. Kelly subsequently described the process the Staff and City Council will employ to identify objectives and set and track goals. He stated that he will work with the City Administrator and Department Heads to further refine and develop definitive and measurable short-term, mid-term, and long-term objectives that fall under the goal areas/themes. Based upon the input obtained from this Strategic Planning Workshop and a meeting with Department Directors on April 14, 2022, eight (8) goals were outlined for the City's Five -Year Strategic Plan (see Attachment "A").
The proposed goals are as follows:
Goal 1: Ensure Long -Term Fiscal Stability;
Goal 2: Ensure that Public Safety Continues to be a High Priority; Goal 3: Community and Economic Development;
Goal 4: Community Engagement;
Goal 5: Public Infrastructure;
Goal 6: City Beautification;
Goal 7: Employee Development;
Goal 8: City Governance.
For each goal, there are objectives outlined as well as a timeframe for completing the objectives.
The objectives were separated into three timeframes for completion:
1 Year or Less
1 to 3 Years
3 or More Years
Tonight's Special City Council Meeting requests that the City Council review the goals and objectives listed on the Five -Year Strategic Plan. Once a decision has been made on the objectives, Staff recommends adopting the 2022-2027 City of Placentia Five -Year Strategic Plan as amended (if necessary).
FISCAL IMPACT:
There is no direct fiscal impact to the adoption of the Five -Year Strategic Plan, however, with the approval of this plan, the goals and specific tasks outlined within the plan will be integrated into the City's budget for the next five fiscal years.
City Council Agenda
May 10, 2022
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Prepared by:
Ak
nn : tt: ega
st_ u . the City Administrator/
gnomic Development Manager
Reviewed and appr
Damien R. Arrula
City Administrator
Attachment:
A. Five Year Strategic Plan Goals and Objectives
B. Special Meeting May 10, 2022 Strategic Plan Presentation