CITY OF SAN MATEO
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 2 Section Name: {{section.name}} Account Number: 10-1311- professional services
File ID: {{item.tracking_number}}
TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: City Manager's Office
MEETING DATE: October 07, 2024
SUBJECT:
Discussion and Adoption of Strategic Planning Process for the City Council.
RECOMMENDATION:
Approve the following: (1) incorporate a robust Strategic Plan into the Annual Budget Process, starting with the Fiscal Year 2026- 2027; (2) develop the Strategic Plan during an off-site workshop by City Council in February 2025; (3) continue the Blue Sky goal-setting workshop to include key Council projects in the Fiscal Year 2026- 2027 annual budget process.
BACKGROUND:
The City Council is responsible for reviewing and approving an annual budget that funds all city services. This process involves several months of public and Council input and review, concluding with a final approval in June, in preparation for the Fiscal Year commencing on July 1.
Currently, the process involves the following:
Blue Sky goal-setting workshop to gather initial public input, identify City Council priorities, and announce major department initiatives.
Preliminary budget to indicate ongoing projects, resources, staffing, facilities, legal requirements and projects, and City Council priorities identified during the Blue Sky goal-setting process. Finalized proposed budget presented to City Council.
Approval of the final budget.
The adopted budget provides the financial framework for the fiscal year’s projects and ongoing operations and services.
Additionally, the City Council may approve necessary adjustments to the budget in response to either unforeseen opportunities or challenges.
The City Council often faces complex challenges when various demands and interests, regulatory requirements, fiscal restraints, and aging infrastructure combat with long-term planning. This impacts the City Council’s overall vision and priorities for the City, making it difficult to balance immediate needs with long-term goals.
A robust Strategic Plan would offer a comprehensive framework for City Council to utilize when making decisions for both long-term and immediate priorities. It would also guide the Annual budget process and integrate key elements from large and long-term planning documents, such as the General Plan and Capital Improvement Projects for greater efficiency and impact.
Proposed Strategic Plan Elements
Staff is proposing a Strategic Plan that will incorporate the following elements:
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• Mission Statement: the guiding benchmark for Council decisions, developed and approved by the City Council. • Strategic Initiatives: major categories reflecting the long-term concerns and interests of the City, developed by the City Council.
• Strategic Priorities: key initiatives identified by the Council that will guide both direction and financial decisions.
These priorities may span several years but are reviewed annually. • Goals: high-level outcomes established by the Council, related to Strategic Priorities, with typically 2-4 goals per priority.
• Activities: approved and funded projects and programs that align with the Strategic Priorities, developed by staff, though reflecting Council interests and direction.
• Reports: regular reports to the Council reflecting progress and outcomes on approved Activities. Though not part of the Strategic Plan document, they are a critical part of the effectiveness of the process and essential for the Council in decision-making.
The initial Strategic Plan would be developed under the following process, and then reviewed annually thereafter for any modifications.
1. Approval of Concept and Framework: Council approves the overall Strategic Plan concept.
2. Mission Statement, Strategic Initiatives, and Strategic Priorities: Plan to develop and approve during an off-site workshop, tentatively planned for February 2025.
3. Goals: City Council will approve of Goals in the fall of 2025.
4. Activities: City Council will approve of Activities and incorporate in the Annual Budget process thereafter.
The off-site workshop will be facilitated by a strategic planning consultant, and staff will provide City Council with resources that include General Plan categories (Land Use, Housing, Circulation, Economic Development, Communications and Outreach, Sustainability and Climate Change Resilience, Infrastructure and Facilities), Community Conversations summaries, and community survey results. Utilizing these resources, the Council will both identify the long-term Strategic Initiatives and the Strategic Priorities.
Adopting this new Strategic Plan process will not interfere with the current Blue Sky goal-setting process for the forthcoming fiscal year. Council members will submit their top three priorities for consideration and provide the community the opportunity to submit public comment. In future years, the Blue Sky goal-setting process will be modified to align with the new Strategic Plan priorities identified by City Council while also ensuring opportunities for community input in accordance with both law and Council practices.
Staff recommends approving the proposed Strategic Plan process and parameters.
BUDGET IMPACT:
The total cost of services for facilitation and strategic planning with a consultant will not exceed $10,000.
ENVIRONMENTAL DETERMINATION:
This discussion is not a project subject to CEQA, because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
None
STAFF CONTACT
Christina Horrisberger, Assistant City Manager
[email protected]
(650) 522-7210