HomeMy WebLinkAbout2015-10-22 CC Minutes - Strategic PlanningCITY OF UKIAH
CITY COUNCIL AGENDA
Special Meeting
Ukiah Valley Conference Center
200 S. School Street
Ukiah, CA 95482
October 22, 2015
5:30 p.m.
1. ROLL CALL
Ukiah City Council met at a Special Meeting on October 22, 2015, having been legally noticed on
October 16, 2015. Mayor Crane called the meeting to order at 5:32 p.m. Roll was taken with the
following Councilmembers Present: Maureen Mulheren, Kevin Doble, Jim O. Brown, Vice Mayor
Scalmanini and Mayor Crane. Staff Present: Sage Sangiacomo, City Manager; Charley Stump,
Planning and Community Development Director; Tim Eriksen, Public Works Director /City Engineer;
Sean White, Water and Sewer Director; Mel Grandi, Electric Utility Director; John Bartlett, Fire
Chief; Shannon Riley, Senior Management Analyst; Karen Scalabrini, Finance Director; Maya
Simerson, Community Services Director; Greg Owen, Airport Manager; and Kristine Lawler, City
Clerk.
MA YOR CRANE PRESIDING.
2. WORK STUDY SESSION
a. Review and Consider the City Council's Strategic Plan and Process.
Presenter: Sage Sangiacomo, City Manager.
City Manager Sangiacomo summarized the conversations that the Strategic Planning Ad Hoc
(Mayor Crane and Councilmember Doble) and staff had undertaken based on the discussion from
the previous strategic planning meeting held on July 29, 2015. Staff prepared a PowerPoint
presentation (attached) to demonstrate a possible structure for the on -going discussions for
Council's consideration and direction.
City Manager Sangiacomo reaffirmed the four strategic planning areas:
• Maintain downtown historic place as a regional center of civic and economic activity.
• Planning Valley -Wide takes place based on sound planning principles.
• Develop a prioritized plan for maintaining and improving public infrastructure.
• Council and staff work together to create a more responsive and effective workplace
environment.
He then suggested that Council could take the general guiding principles that Council had
developed in previous years:
• We continually adjust rates and fees to reflect changes in economy.
• Whenever possible, we adjust fees in a way that is proportional to usage. Those who use
the service pay a greater proportion of the fee.
• Whenever possible, we look to partner with our communities so that they take greater
ownership and involvement in their services.
• We look to strategies that increase efficiencies while enhancing customer service.
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City Council Minutes for October 22, 2015, Continued: Page 2 of 3
• Our strategies and approaches to financial sustainability maintain or enhance the unique
positive characteristics of our community.
• Our strategies and approaches to strategic planning enhance and fast -track our efforts
towards annexation.
and make suggested modifications. A discussion ensued which resulted in the following changes
to the above list of guiding principles:
• Take second to last strategy, regarding strategies and approaches to financial
sustainability, and move to the top.
• Change the first bullet to read: Where applicable we continually adjust our rates and fees to
reflect changes in the economy.
• Second bullet point: add to first bullet point and drop the last sentence.
• Eliminate last bullet point.
• Add another principle to plan major projects and future development in context of entire
organization.
Council gave consensus for staff to revise the list of guiding principles per the discussion. City
Manager Sangiacomo added that the list may be modified at any time going into the future.
Continuing with the proposed structure for strategic planning discussions, City Manager
Sangiacomo demonstrated by taking one of the strategic planning areas, Develop a prioritize plan
for maintaining and improving public infrastructure, and walking Council through the suggested
steps, which included:
• Categorizing goals.
• Refining goals into implementation strategies.
• Creating actionable items with details of how to achieve the strategy.
• Creating steps to achieve actionable items, which could include organizing work /study
sessions or agendizing items in regular Council meetings to examine each actionable item
and discuss current conditions, needs and opportunities.
In regards to the specific actionable items for the first strategic planning area, Develop a prioritized
plan for maintaining and improving public infrastructure, City Manager Sangiacomo emphasized
the importance of moving forward with Prop 84 funding, which he said there would only be a limited
window of opportunity to acquire for projects that are important to Ukiah.
Council gave consensus for staff to begin the process of preparing the steps for the actionable
items, used in the demonstration strategic planning area, for Council review and discussion,
including scheduling of workshops starting with streets. Mayor Crane confirmed that all Council
action would be taken in a regular City Council meeting.
Throughout the discussion, staff took notes of discussion points to be revisited at future meetings;
these included:
• Whether to move the guiding principle regarding annexation to Valley -wide planning?
• Sidewalks — Possible partnership between property owners and City.
• Pedestrian crossings
• Include historical information on specific Capital Improvement Projects.
• Create "Parking Lot" (notes for future meeting topics) at each City Council Meeting.
• Involve Public, Stakeholders, Community
• Ensure that decisions are made taking into consideration fiscal responsibility and
transparency.
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City Council Minutes for October 22, 2015, Continued: Page 3 of 3
Council gave consensus to use the proposed structure and agreed to meet on November 12, 2015,
at 5:30 p.m., for a subsequent Strategic Planning meeting to review the remaining three strategic
planning areas, using the same format.
3. PUBLIC COMMENT
4. ADJOURNMENT
There being no further business, the meeting adjourned at 7:09 p.m.
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Kristine Lawler, City Clerk