HomeMy WebLinkAboutMIN 11.16.2015 CC-SNotice of Meeting Mintites of the
Governing Body of the
City of Geoi-getown,Texas
WednesdaN,, November 16, 2015
The Georgetown City Council will meet on Wednesday, November 16, 2015at 4:00 PM at the Council Chambers at
101E.7~St., Georgetown, Texas
The city of Georgetown iucommitted oocompliance with the Americans with Disabilities Act (ADA)If you
require assistance ioparticipating utupublic meeting due coudisability, uodufiocdunder the ADA, reasonable
assistance, adaptations, or accommodations will be provided upon request. Please contact the City Secretary's
Office, otleast four (4)days prior tothe scheduled meeting date, ot(5\2)q3 O'3652o,City Hall otIl3East Om
Street for additional information; TTY users route through Relay Texas a¢7|].
Rea _' ulat- Session
(This Regular session may, atany time, le recessed toconvene uuExecutive Session for any purpose authorized by
the Open Meetings Act, Texas Government Code 55l]
Mayor Ross and al|Counci|members were in attendance. Keith Brainard said that hewill need to leave the meeting
Mayor Rmeobegan explained that di tohave record this meeting.
The recording isdifficult with this type ofbreakout workshop meeting. An official record ofthe meeting will be
provided with official minutes.
Rick Robinson announced that the Council would be reviewing what was determined and accomplished at the last
meeting and engage infurther discussion and progression ofideas.
Robinson went over the proposed topics for today's meeting:
Review
External Analysis
Vision Development
Values
Balanced Scorecard Goals
Wrap-up and Next Steps
Robinson showed the updated list ofthe Role ofCouncil. Discussion followed regarding refining the list and more
thoughts.
The updated Rules ofEngagement list was shown next. Council reviewed the summarized list from the last meeting
and discussed the language and content. Discussion followed regarding the list afrules ofengagement and ways 8o
refine the list.
Robinson said that hewill summarize and provide version 2ofthe lists attomorrow's meeting, November 17..2O15.
Strengths and Weaknesses list were then reviewed. Robinson reminded the Council that strengths can only be used
as an opportunity. These must bainternal. Weaknesses cannot beused asopportunities. Robinson explained how
many organizations spend time and money getting better at things that simply do not matter.
Discussions followed regarding the list ufstrengths and0000ntentnndmeaoage. Discussion took place torefine the
list and its meanings. Priorities were discussed. Purpose ofCity government was discussed. Robinson explained
that the true refinement will come later. He said the framework would need to come first before context and context
would then have value.
Discussion regarding the council role with city assets then took place. Responsible stewardship was discussed.
Robinson said the purpose can be broad right now because we do not have context yet. Discussion followed
regarding assets and amenities.
Rick Robinson then asked for modifications to the list of Weaknesses, Discussion followed regarding the Council's
list ofweaknesses. Council worked onrefining the list and what was important. Much discussion took place
regarding weaknesses of the City and what the Council would like to accomplish. Robinson will provide the updated
list aithe November 17.2U15meeting.
Robinson explained that goals and strategies will be discussed later in the exercise and will define the true strengths
and weaknesses.
Opportunities and threats were brought upby'Robinson, These are external, heexplained. Weaknesses are
internal. Weaknesses cannot beopportunities.
Robinson next showed elist nfTrends:
Po|ihue|
Economic
Societal and Demographic
Technological
Luoo|
Environmental
Tourism
Robinson asked Council hodetermine what opportunities are significant. Robinson asked Council k/feel free haadd
other trends that they feel are significant and which should betaken care of. Discussion would follow regarding those
trends that are viable and are opportunities.
David Morgan explained hmCouncil that this list ismeant tVstimulate thought and discussion,
The Council was instructed to split into 2 groups of 4 to discuss the opportunities and the external analysis. They
were instructed totake 13minutes for the discussion. Both groups were asked tolist their thoughts onopportunities
onthe large paper boards.
Robinson then gave instruction to each group to develop a list of threats, which he explained are external. The
Council was again instructed tolist the threats onthe large paper boards.
Examples ofThreats Were Listed:
World Economy
Po|i8oe|
Technology
Competitive
Robinson explained that what is "done" with an opportunity becomes a strategy. Refining process makes strategy fall
out and goals fall out. Robinson went over the list of opportunities that council provided on the sheets of paper. He
distinguished some nfthe list eaopportunity cxstrategy. Discussion followed. Robinson guided the Council turefine
the list.
The two groups were then tasked with creating an overall vision and a list of whatthey want the City b»look like 5or
10 years down the road. Robinson asked them toliterally describe their vision. He explained that they will come up
with mcommon intent for the vision this evening.
A working dinner break was taken while the discussions on vision continued.
Robinson provided anexample list ofVision Values.
Model City
Innovative Community
Class Parks System
Well designed, Diverse Community
Fiscally Sound ith excellentinfraotruutuna
High Quality of Life
Bigger with More Entertainment Options
Robinson asked the Council to take 10 more minutes to capture the essence of what the Council would like tocreate
osvision values.
Robinson brought the groups back together for adiscussion and understanding ufthe discussions regarding vision
and what they would like the City tolook like in5to 10 years.
Each group was asked to go the other group's list of visions and underline the visions they like.
Discussion followed regarding the visions listed. The two groups explainedwhatwmomeantbymomeof#heir|iaUngo
hobring about better clarity. Connection toNature was defined esovision.
Robinson brought up some of the visions he had been told by Councilmembers in their pre -meeting phone
conversations, such eyaSmall Town Feel.
Robinson will summarize inavision statement. Heasked the Council if they believed that the essence nfthe creation
oftheir vision exists. Council then refined the list. Robinson explained that they only need the ^emaenoo^.
Achart showing Mission/Vision /G8OTwas shown byRobinson:
He said the tactics and strategies are usually determined by where you reside in your organization. Mission iethe
foundation. Vision |easpirational. Strategies are what get you there. One must ask what needs tobecreated to
achieve the vision. The individual steps you take 'are the tactics.
Robinson explained that the values need tobedefined. Hesaid there are many ways tpguabout accomplishing
anything. Morgan spoke nnthe City's value statement and passed out handouts. Heasked Council ho]ookatitand
determine whether 0ocontinue working mnthis oradopting it. Morgan explained that every level |nthe organization
participated inthe creation pfthe City's Value Statement.
Values identified were:
Trust
Effective Communication
Effective Teamwork
High Standard ofProfessionalism
Work Life Balance
The Values statement ended with:
While always striving for excellence, we value finding humor in our daily work.
Morgan asked Council to consider this during their goal setting. He explained thatthe process was avery thorough
and well thought out exercise.
Discussion followed. Anattitude of "can do" of staff was discussed asavalue. Morgan explained that dneeds to be
reviewed where the organization is doing well and where improvement is needed followed. Morgan
explained implementation would involve training on these values. Evaluation process should include these values.
Elements of good tradition are in place. Employee survey will identify what is being done well and what is not. More
discussion took place. Perhaps ask employees to evaluate their department was discussed, regarding values. It was
determined that it should be included in the survey. Culture should be mentioned in the values statement. It was
determined to combine the values with the mission statement for clarity. Discussion followed.
Morgan said that the feedback from Council was good for him to develop the value statementofemp| Morgan
said that the purpose is character areas that can be used in judging performance. Hesaid wework onthese certain
character traits ofanideal employee.
Organizational culture was discussed. Robinson said that setting organizational culture is what Council will be getting
todothrough theeeexenoiaeo. Morgan said there ioeculture today. Discussion followed how organizational culture
is tested when hiring orinterviewing. Morgan said howill revise the Values Statement tnincorporate Council's
suggestions.
A copy of the suggested changes to the Value Statement is attached to these minutes.
Robinson said the essence ofvision has been created. Hewill formulate and bring tothe meeting tomorrow,
November 17.3n15.
Hethen went untodiscuss aBalanced Set ofGoals:
Financial
Cultural
Employe
Council was asked to write down, individually, what their high level goal for the culture of the City of Georgetown.
They were asked to avoid numbers and think aspirational. They then broke into groups of 4 and combined ideas to
come up with a cultural goal. They were instructed to write the cultural goal on the large sheets.
Robinson then instructed them to comment and critique each other's goal. Discussion followed. The definition of
culture of the community was dlscussed� Robinson asked what the goal for the "City" of Georgetown was — not
11 government". Robinson asked the Council to not define culture but rather define their goal for Georgetown.
Next Robinson asked Council to write a goal describing what they wanted for the employees. What do they want in
an employee? Discussion followed.
Robinson split the Council into 3 groups to collaborate on their goals for the employee. They were again asked to
write the goals on the paper sheet. Discussion followed. Competence was discussed.
vision at tomorrow's meeting.
Adjournment 7:58 I'M
8211831m=
Dale ko--Ss-�,' Mayor
M
1. Trust between our community and each other.
• We aet reliably and respepsibly.are reliable and responsibl
m We
•yVecreate and preserve onenvironment that ishonest and ethical.
• VVecarryout, tothe best ofour ab|Ututhe no|iciesofthe elected bmdv.
1. Effective communication through active listening, mutual respect, and open and honesi
expression of viewpoints.
• VVeare open minded.
• VVeare approachable.
3. Effective teamwork inachieving the community's goals.
• VVebelieve incollaboration.
• We transform diverse expertise into high performance teams that get results.
4. Ahigh standard ofprofessionalism which begins with dedication toquality customer service.
• We empower competent, vve||-1nyined,employees.
• VVeencourage the growth Vfse|festeenm.
* VVeencourage innovation through creative ideas and solutions.
• We demonstrate integrity as positive role models in our community.
• VVeembrace diversity inour organization.
5. Supporting employee quality oflife byencouraging anenvironment that focuses onwork/life
balance.
• \Neencourage a positive and supportive attitude.
• VVedemonstrate respect.
• VVeexhibit empathy.
• \Nefoster pride inour work.
• We show appreciation for and evaluate our employees by corroborating their efforts
with the value statements,
• While always striving for excellence, vvevalue finding humor inour daily work.
Preparation Guidelines for 11/16 Session
Si"ep
Beginning on the following page, you will find some of the major Political, Economic, Societal and
Demographic, Technological, Local, Environmental, and Tourism Trends forecasted for the next 3-5
years. The list of Trends provided is not exhaustive, so please review, and if you feet there is a
significant Trend missing, please add it in the appropriate category in the spaces provided.
For each Trend, please indicate whether you feel it will have a High, Medium, or Low impact on the
City.
P Th
For the Trend you have marked as having a "High" Impact on the City. Please indicate what you feel are
the Opportunities or Threats that that Trend will create.
RAMSEE
CONSULTING GROUP
Preparation Guidelines for 11/16 Session
Si"ep
Beginning on the following page, you will find some of the major Political, Economic, Societal and
Demographic, Technological, Local, Environmental, and Tourism Trends forecasted for the next 3-5
years. The list of Trends provided is not exhaustive, so please review, and if you feet there is a
significant Trend missing, please add it in the appropriate category in the spaces provided.
For each Trend, please indicate whether you feel it will have a High, Medium, or Low impact on the
City.
P Th
For the Trend you have marked as having a "High" Impact on the City. Please indicate what you feel are
the Opportunities or Threats that that Trend will create.
RAMSEE
CONSULTING GROUP
ST'ftATEGY. EXE.CUT'ION, ENGAGEMENT'
Category/Trend Impact (L, M, ) Opportunity
Threat
Political Trends
Debate overfunding
and the economic
viability of Social
Security and Medicare
Continued increase in
partisan politics on a
National and State
level
Economic Trends
The US Economy
continues to rebound
Inflation is forecasted
to stay below 2°l for at
least the next three
years
The unemployment
Rate continues to fall,
but average wages are
not yet responding
CONSULTING GROUP
STRATEGY [Xf.CV1[ON ENG, GEMENT
Societal and Demographic Trends
The US will continue to
transition from an
industrial economy to a
service economy
The vast majority of
Baby Boomers still
working will retire in
the next 10 years
Volunteering is on the
decline
Technological Trends
Use of Big Data will
allow for more in-
depth user profiles and
will enable
organizations to use
predictive analytics and
offer more user -
specific services
Continued growth in
the development and
use of mobile
applications
Continued increase in
our ability to connect
via the use of
technology
Local Trends
PAMSEE
CONSULTING GROUP
STRATEGY. EXECI}MN, ENGAGEMENT
Local Trends
Strong residential
growth within and
outside of the city
limits
Continued strong
increases in home
values
Compliance with local
environmental
regulations
(salamander, birds, and
spiders)
Long range water
planning
Environmental Trends
There is a continued
shared expectation of
environmental
stewardship to reduce,
reuse, and recycle
Protecting the
environment can be
used as a competitive
advantage by large
businesses
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