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HomeMy WebLinkAboutMin - City Council - 1993 - 03/26 - WorkshopPresenh Joe Farmer, Mayor Councilmembers: Kevin Lilly, Mayor Pro Tem Mickey Christakos David Bishop Mike Nichols Steve Terrell Sharon Hamner Ci'v sto ff Jon McCarty, City Manager Judy Morrison, City Secretary Barbara Buehler, Library Director Richard Carroll, Chief of Police Ron Gentry, Fire Chief Bill Petty, Director of Community Development David Pitstick, Economic Development Director Rhoda Savage, Director of Parks and Recreation Charlotte Smith, Finance Director Michael Stanger, Assistant to the City Manager Dave Whitehead, Director of Public Works FRIDAY, MARCH 26, 1993 The Allen City Council and City Staff participated in lunch at the Lotus Garden prior to the regular meeting. A ALLEN CITY COUNCIL SPECIAL CALLED WORKSHOP SPRING PLANNING SESSION MARCH 26 AND 27, 1993 ALLEN PUBLIC LIBRARY MEETING ROOM TWO ALLEN CIVIC PLAZA Presenh Joe Farmer, Mayor Councilmembers: Kevin Lilly, Mayor Pro Tem Mickey Christakos David Bishop Mike Nichols Steve Terrell Sharon Hamner Ci'v sto ff Jon McCarty, City Manager Judy Morrison, City Secretary Barbara Buehler, Library Director Richard Carroll, Chief of Police Ron Gentry, Fire Chief Bill Petty, Director of Community Development David Pitstick, Economic Development Director Rhoda Savage, Director of Parks and Recreation Charlotte Smith, Finance Director Michael Stanger, Assistant to the City Manager Dave Whitehead, Director of Public Works FRIDAY, MARCH 26, 1993 The Allen City Council and City Staff participated in lunch at the Lotus Garden prior to the regular meeting. A ALLEN CITY COUNCIL SPRING PLANNING SESSION MARCH 2627, 1993 Call to Order and Announce a Ouorum is Present PAGE 2 (Agenda Item 1) With a quorum of the Councilmembers present, the Spring Planning Session of the Allen City Council was called to order by Mayor Fanner at 1:08 p.m. in the Library Meeting Room, Two Allen Civic Plaza, Allen, Texas. Mayor Farmer welcomed everyone and called upon Michael Stanger, Assistant to the City Manager, for opening comments. Mr. Stanger explained the purpose of the Spring Planning Session and gave an overview of the two-day session. Workshop on Strategic Planning (Agenda Item II) Vision (Agenda Item H -A) Mayor Farmer delivered his "State of the City" address, revealing his thoughts on the current conditions of and his vision for Allen City government and the community at large. VISIONARY CONCEPTS Visionary concepts for the Allen community were identified by the entire Council and are herein presented by grouping concepts into selected categories. Surely some visionary concepts relating to a particular aspect of the community may appear in more than one category. COMMUNITY ATMOSPHERE Allen is home. Its human warmth is a direct result of overt caring and nurturing routine behavior throughout. A positive, proactive, friendly attitude abounds. An aggressive cooperative relationship exists in a purposeful way among all institutional entities. Relationships between the city, school, and Chamber of Commerce exemplify cooperation. A unified focus is evidenced through organized land usage, community programming, and action. Allen is clean, new, and inviting. All public and private, natural and manmade facilities or areas of whatever type or location are maintained to reflect high integrity CITY GOVERNANCE An open system of city governance prevails. The Council and all boards and commissions conduct affairs of the city with an open mind, in a systematic manner, and with a high degree of congruence. Planning and change in practice are constant in pursuit of the Allen vision. All units of city government utilize tools available, actively solicit and seriously consider opinions of all members, willingly entertain views of citizens, rigorously study all aspects of the question, and make conscientious decisions in the best interest of the community. All meetings are conducted with proper decorum, mutual respect is demonstrated among members, and support group decisions are consistently evidenced by individual members regardless of the position assumed by individual members. ALLEN CITY COUNCIL SPRING PLANNING SESSION MARCH 26-27,1993 CITY EMPLOYEES PAGE 3 Employees of the City of Allen constitute the virtual foundation of the city's character. All employees reflect pride in their role and in their work performance. They are educationally prepared at all times for thew role, they we proactive in striving for higher levels of performance, and they are recognized and rewarded by the city and members of the community. A servant's attitude is exhibited at all times without feeling subservient. They are cognizant of priorities of others, and professionally and calmly responsive to emotional or sensitive situations. They routinely display a high level of confidence, competency, courtesy, and dedication. CITY SERVICES The City of Allen provides both basic or customary city services and a balance of innovative, non -routine services. Services designed to maintain a safe and orderly community, to protea public and private property, to provide essential services for sanitary and convenient living, and to protect the quality and beauty of natural resources are extensive and of high quality Likewise, services extending beyond basic or customary city services me designed to meet human and social service needs. Such services are of high quality, are actively supported by the community, and distinguish Allen among cities. Extension services me funded, governed, and supported through a well organized and extensive collaborative involving private business and industry, ministerial interests, individual volunteers, and public institutions. The Allen social services initiative is highly coordinated with a county -wide cooperative program of social services. INFRASTRUCTURE A well-planned, constructed, and maintained infrastructure exists. Systems for services such as water, sewer, solid waste disposal, buildings, roadways, recreational facilities, and capitol equipment are quality in design and efficient in operations. Planning for capital improvements is systematic and funded projects are completed on schedule within adopted budgets. Systems failures are very raze. Failures are repaired in a timely manner resulting in limited inconvenience for citizens and minimal costs to the city BUSINESS CLIMATE An may of quality and profitable businesses thrive in Allen. Relationships between city offices and business owners and operators are cooperative, supportive, and respectful. Needs of businesses are viewed as opportunities to strengthen the community. This thriving business climate provides citizens access to a wide range of local retail, entertainment, dining, hotel, medical, and professional services. The variety and quality of businesses is unique in Allen and serves customers both in and around the community. ALLEN CITY COUNCIL SPRING PLANNING SESSION MARCH 26-27,1993 PAGE 4 Through an ongoing aggressive economic development program new business is created, existing businesses are expanded, and business relocations to Allen are realized. Allen's reputation as a place to operate a business successfully is widely proclaimed. PUBLIC FINANCE Revenue is available to finance public services, city and school, without being an onerous burden on residents or businesses. A diversified, balanced, and stable property tax base provides an adequate foundation for public revenue. Supplementary revenue is available through user fees, innovative investment financing methods, foundations, and aggressive grantsmanship programs. Prudent budget development and management practices are standard, resulting in maximum benefits per dollars spent. Accountability for public funds is valued by all. Comprehensive reports are provided periodically by leaders to demonstrate accountability and engender public trust and confidence. THE CITIZENRY Allen's success is ultimately attributable to the general citizenry. Individuals elected to offices of public trust can be effective at the highest level only with the support of citizens at large. Allen citizens are interested, informed, and involved. Service to public endeavors is viewed as an opportunity and an obligation. Residents demonstrate confidence, pride, and commitment to the community and the operation of public institutions. Responsibility for the welfare and quality of the community is shared among all citizens. RECREATIONAL OPPORTUNITIES A plethora of opportunities for active and passive recreation exists for Allen residents. Individuals and families are aware of opportunities and have the freedom to select recreational activity Opportunities as a participant or a spectator me available in a broad range of active sports. Activities are organized according to skill level and a wide range of age levels. Involvement is not predicted on financial capability, competitive skill, gender, area of residence, or any arbitrary stipulations. Opportunities for passive or leisure engagement in preserved natural areas we provided. Appropriate surfaces for using alternative modes of transportation in and around nature areas are available. EDUCATIONAL OPPORTUNITY Public and private alternatives for quality elementary and secondary education are available. Neighborhood public elementary schools are provided with child centered park areas adjacent throughjoint efforts of school and city cooperation. Post -secondary education is available through the community college level, with upper level programs available nearby Facilities and programs for training and retraining the local work force are provided through joint efforts of local business and public institutions. A basic literacy program is available. Additional ALLEN CITY COUNCIL SPRING PLANNING SESSION MARCH 2627, 1993 PAGE 5 educational opportunities for all ages are available through local and area museums, performing and fine arts centers, and sculpture displays. Access to numerous materials in printed, video, and laser disc formats are provided through the Allen Public Library A highly integrated library program exists as a result of local and area cooperative efforts. RESIDENTIAL A close knit neighborhood system is a critical part of the success of Allen. Housing alternatives are available and include duplexes, multi -family, and single family residences. The preponderance of housing is single family with a range of house sizes. For the most part, residents have a choice between medium to large housing. A minimum number of multiple acre residential developments are sprinkled throughout the city. Each neighborhood area maintains an active community involvement program. Programs address security, facility and grounds upkeep, family support needs, and community initiatives. The city actively encourages and supports the organization and operation of these neighborhood programs. Environmental Scan (Agenda Item II -B) The City Manager presented his "one-man environmental scan" about the current state of the organization, focusing on the external and internal trends, threats and opportunities facing the administration. ONE MAN ENVIRONMENTAL SCAN No Environmental Scan can be entirely complete without the following very important piece of information. University of Kansas 93, University of California 76. Mayor Farmer's Vision Statement contains a lot of substance and it's clear from reviewing it that he prepared a comprehensive, concise, "concrete" document using definitive terms. In contrast I prepared my Environmental Scan as if I were "gathering butterflies." I have reread my Scan and the Highlights of the Department Head's Scans. I must confess that 1 cannot find anything surprising or profound. I must also say, that I found the exercise to be useful - focusing that light that is the future through the prism that is our community so that we can better understand the elements of our future, and indeed, of ourselves. I started to develop my scan my attempting to put on my Chicken Little hat. Taking the proposition that unaware we would be pummeled by the unseen. Well, I don't own a Chicken Little hat. When I look to the sky I don't see obstacles or feel fear, I see opportunity and feel excitement. Some say Allen is on the verge, I say we are beyond the verge (border). Truly, we have more distance to go than we have come, but we have our first steps behind us. I see explosive, expediential growth for Allen. Not just growth in the numbers of people, houses, parks and businesses but growth in community awareness and expectation. In order for that to happen in a meaningful way, we the elected and appointed officials periodically must take hard nosed, practical look at our environment and make some judgments. ALLEN CITY COUNCIL SPRING PLANNING SESSION MARCH 26-27,1993 EXTERNAL Legislatively: PAGE 6 We will continue to see a barrage of Federal and State legislation requiring at a minimum compliance and more often than not a leadership role in implementation. We must continue to expand our influence at the Regional and State level and begin at the National level. When called upon to be the implementing agency, we must do so creatively We must keep our own house in order and use a sunset process on ourselves. Both ordinances and activities. Demographics: The type of community as defined by demographics is obvious to everyone. What is not obvious is what our demographics will say of us in ten years. We must direct our institutions and programs to meet the needs of our present-day population, but we must build flexibility in our institutions and programs, because our population will change. Economic Development: On the Commercial/Retail side we have some significant challenges. Are we going to struggle over a restaurant, a Walmart Store with our neighbors or can we hit a home -run with some super -regional facility Technology: This area will continue to be the major change agent in our society. We must invest in technology for our community We must as an organization invest in research and development to be on the nose of the tiger and not the tail. INTERNAL Maintenance: id One of our greatest challenges is the continuing maintenance of facilities, neighborhoods and our ® tax base. I I ALLEN CITY COUNCIL SPRING PLANNING SESSION MARCH 2627, 1993 Employees: We must continue to invest in our employees, both on a personal and professional level. PAGE 7 Let's create ourselves, let's not be in anyone shadows or be anyone's reflection. Let's strive to be all that we can be as a community. Mission Statement (Agenda Item 11-C) The Mission Statement was reviewed and the consensus was that it still met the needs of the City of Allen at the present time. That Mission Statement is: To achieve excellence in managing development of the community and in providing city services so that conditions of living and public confidence are continually enhanced. Our Pledge to fulfill our mission in a way that: respects and values citizens and employees; nurtures community involvement; demonstrates the highest ethical standards; improves effective communications; models safety; exemplifies professionalism; promotes teamwork; demonstrates stewardship; rewards meritorious performance; maximizes the use of technology; encourages flexibility, innovation and creativity; utilizes effective planning; provides opportunities for personal and professional growth for all personnel; and assigns appropriate responsibility and accountability. Issue identification regarding problems and opportunities that arose out of the "State of the City" address and the "one-man environmental scan" address were discussed. Items of Interest to Council (Agenda Item III) There were no items of interest to the Council. Executive Session (Agenda Item Iv) There was no Executive Session. Recess (Agenda Item Y) Mayor Farmer recessed the Spring Planning Session of the Allen City Council at 5:05 p.m. on Friday, March 26, 1993. SATURDAY, MARCH 27, 1993 The Alien City Council and City Staff enjoyed a light breakfast at 8:00 a.m., Saturday, March 27, 1993. ALLEN CITY COUNCIL SPRING PLANNING SESSION MARCH 26-27,1993 Reconvene PAGE 8 (Agenda Item 1) With a quorum of the Councilmembers present, the Spring Planning Session of the Allen City Council was called to order by Mayor Farmer at 8:30 a.m. in the Library Meeting Room, Two Allen Civic Plaza, Allen, Texas. Continue Workshop on Strategic Planning (Agenda Item Iq Current Issue Status Report (Agenda Item II -A) Each issue from the last Spring Planning Session was reviewed and considered for possible changes. Issues Identification (Agenda Item II -B) Council and Staff purged current strategic issues and combined the new list with the current list into a single list of issues. Issue Ranking (Agenda Item II -C) Staff members retreated to rank the issues from the single list so that Council would be able to see Staffs ranking prior to their own ranking of the issues. Staff Rankings L Employee Considerations 2. Increasing Service Demands 3T. Restricted Traffic Mobility 3T. Multi-year C.I.P. 5. Declining Tax Base 6. Professional Treatment of Customers 7 Take Advantage of Technology 8. Infrastructure Maintenance 9. Unique, Strategic Advantage for Retail & Commercial Development 10. Community Identity 11. Increasing Demands for Police Services 12. Barriers to Business Development 13. Bond Rating 14. Communication and Understanding with Citizens and Boards & Commissions 15. Relevance of Ordinances and Programs 16. Environmental Mandates 17 Conflicts Arising from Diversity 18. Post -Secondary Education 19. Extend Beyond Basic Services I n ALLEN CITY COUNCIL SPRING PLANNING SESSION MARCH 2627, 1993 PAGE 9 The Allen City Council and City Staff recessed for lunch at TaMolli s Restaurant at 12:00 p.m. Council reconvened the Spring Planning Session at 1:15 p.m. Councilmembers ranked the issues to develop a single list of issues for 1993 Council Rankings 1. Professional Treatment of Customers 2. Increasing Service Demands 3. Barriers to Business Development 4T. Increasing Demand for Police Services 4T. Infrastructure Maintenance 6. Unique, Strategic Advantage for Retail & Commercial Development 7 Employee Considerations 8. Tax Base 9 Multi-year C.I.P 10. Communications and Understanding with Citizens and Boards & Commissions 11. Community Identity 12. Restricted Traffic Mobility 13. Take Advantage of Technology 14. Conflicts Arising from Diversity 15. Extend Beyond Basic Services 16. Relevance of Ordinances and Programs 17. Post -Secondary Education 18. Environmental Mandates 19. Bond Rating Goal Writing (Agenda Item II -D) Various subcommittees broke into teams to write general goals for the highest priority issues. The subcommittees then reported the general goals to the group and those goals were discussed by the entire group. ISSUES AND GENERAL GOALS 1. Professional Treatment of Customers ISSUE: Customer service at its highest level is incomplete in terms of comprehensiveness, consistency, accuracy and timeliness delivered in a courteous and helpful way. GOAL: A high level of customer satisfaction exists at the conclusion of each service contact. ALLEN CITY COUNCIL SPRING PLANNING SESSION MARCH 26-27, 1993 PAGE 10 2. Increasing Service Demands ISSUE: The demand for services exceeds our current capacity to provide them. GOAL: Increase the capacity to meet service demands. 3. Barriers to Business Development ISSUE: Segments of the business community Perceive it is difficult to do business with the City of Allen. GOAL: Define, evaluate and consider refinement of current requirements and promote communication with the business community. 4A. Increasing Demand for Police Services ISSUE: The demand for police services exceeds our current capacity to provide them. GOAL: Increase police services to meet the demand. 4B. Infrastructure Maintenance ISSUE: Routine maintenance of all City infrastructure is not adequate. GOAL: Maintain all City infrastructure at a level consistent with City standards. 6. Unique, Strategic Advantage for Retail and Commercial Development ISSUE: Retail and commercial development is lagging because we cannot offer a unique, strategic advantage. GOAL: Create a unique, strategic advantage to attract retail and commercial development. 7 Employee Considerations ISSUE: Employees feel that safety, value, confidence and rewards are insufficient. GOAL: Increase safety, value, confidence and rewards for employees to sufficient levels. ALLEN CITY COUNCIL SPRING PLANNING SESSION MARCH 26-27, 1993 8. Tax Base PAGE 11 ISSUE: Our tax base is no longer declining, but our reliance on the property tax is still too high. GOAL: Continue to expand the tax base and reduce the reliance on property taxes. 9 Multi-year C.I.P. ISSUE: Capital improvements are needed for streets, parks, fire stations, City offices and other needs. GOAL: Plan for new infrastructure. 10. Communications and Understanding with Citizens and Boards & Commissions ISSUE: The number and complexity of City issues far outstrips our methods to inform the community. GOAL: Citizens are knowledgeable on a consistent basis regarding City direction and operations. Items of Interest to Council (Agenda Item 111) The ASAP program was briefly discussed by the Council but there was no action taken on this item. Executive Session (Agenda Item IV) There was no Executive Session. A ' rn (Agenda Item V) Upon a motion made by Councilmember Nichols and seconded by Mayor Pro Tem Lilly, Mayor Farmer adjourned the Spring Planning Session of the Allen City Council at 5:35 p.m., on Saturday, March 27, 1993. ALLEN CITY COUNCIL SPRING PLANNING SESSION MARCH 26-27,1993 PAGE 12 These minutes approved on the 15th day of April , 1993. ATTEST: /../ /✓/__iii [1 I APPROVED: i j6e Farmer, MAYOR