Minutes - Council - 01/13/2015 - Laserfiche WebLink

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Councilmember LeTourneau stated the work conducted two years ago was needed and a valuable exercise that had an outcome with the greatest value because all participated and bought into it. He felt to some degree, that was the piece to reassemble around for the newly elected Councilmembers. Councilmember LeTourneau stated the Council has high trust but now the circumstances are to retool with a facilitator who can offer an outside perspective, understands how to move groups forward, and have staff become part of the process and not the driver of the process. With regard to the community survey, he felt it was a valuable tool that can be drawn upon. Councilmember LeTourneau described how a professional facilitator is able to corral all of the moving pieces and bring forward a product to assure staff is doing important things that make Ramsey a better community. He noted the prior process cost $40,000 so this proposal has already been pared back and the scope well defined. Motion by Councilmember LeTourneau, seconded by Councilmember Johns, to adopt the work plan to hire a professional facilitator consultant for two strategic planning sessions at an estimated cost of $15,000 to come from the Council Contingency Budget. Further discussion: Councilmember Shryock asked how the electronic surveys plays into the $15,000 cost, the status of the surveys /data, and whether the City can be efficient in using the surveys. She felt it was a good exercise to go through but the $15,000 cost remains a concern. Councilmember LeTourneau stated the discussion on the survey is more about discovery and the consultant will put together discovery of the organization, the tools, and how they are interpreted. City Administrator Ulrich stated the citizen and employee and business surveys will be used but the piece that is missing is the Board and Commission Members and Chairs, which is something staff could conduct to get a reduced cost. Mayor Strommen stated a similar electronic survey was used prior to the last Strategic Planning Session, which could be used as a baseline. She noted that when hiring a facilitator to bring the Council through a process, those surveys will need to fit that same process, which is difficult to accomplish internally. Mayor Strommen stated she thinks strategic planning is important and three new members on the Council is a significant number even though not a majority. In addition, the process will create a result that the Council will own together and she believed it was time to move beyond `A New Day, A New Beginning' and create a new frame. Mayor Strommen stated last time it was a significant investment but it became something that all bought into and the Plan continues to be used in Council's actions. She agreed that the cost is significant but she knows this group is worthwhile and knowledgeable of techniques to bring everyone into the process and participate in a different way. If internally led, she doubted it would result in the same product. Councilmember Shryock stated she does not want to negate the intent and supports the discourse as long as all take part. Councilmember Riley stated a comment was made that Council gave direction to staff but he disagrees and thinks between the department heads and Council they could do an admirable job in updating the Strategic Plan. He believed that spending $15,000 on a facilitator is, a waste of taxpayer's money. Mayor Strommen asked staff to explore whether the costs can be reduced. Motion carried. Voting Yes: Mayor Strommen, Councilmembers LeTourneau, Johns, and Williams. Abstain: Councilmember Shryock. Voting No: Councilmembers Kuzma and Riley. City Administrator Ulrich offered potential dates to schedule the Strategic Planning Session. City Council / January 13, 2015 Page 13 of 15