Minutes - Council Work Session - 06/06/2023 - Special Strategic Planning

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Councilmember Musgrove stated that she likes the opt-out option as this is what she gathered from the employee survey. She noted that they do still have a place where they can go and find the information themselves. She asked what the anticipated frequency is that this information would go out. She stated that the more emails that are sent out the less likely they are to be read. City Administrator Hagen shared his early thoughts that these updates would follow Council meetings and that this would be similar to the Council update. He agreed that with too many emails people will not read them. He added that these emails will take time to put together so they do not want to spend a few hours a week putting together this information. Councilmember Olson asked if the opt-out is more of an opt-in where people sign up for these updates. He stated that concise information is best for these communications as people will likely not take the time to read something that is very long. He suggested giving every Staff member a folder to have on the desktop that would have links to anything that they may want to look at. City Administrator Hagen stated that it is a good idea. He added that they can track how many people are signing up for the weekly updates. He stated that they would be able to gauge how many people are utilizing it to know if it is a good use of Staff time. He agreed with the concise information. He discussed conducting the employee survey which is something that is done regularly. He noted that the results of the survey are being worked through right now. He added that a smaller group of Staff is meeting to discuss what they can do to respond to the comments and the ratings from the survey. He stated that they will focus on the categories that were below 70% and looking at what categories scored high to help understand what is being done well. He added another item under this strategy is looking at safety improvements to the facilities. He asked if this is something that the Council would like to look at. He gave the example of changing the entry of the meeting rooms so that people have to scan in during the day which slows people down and prevents people from getting into a meeting room. Councilmember Woestehoff asked for more clarification of this and if it is for more for physical security. City Administrator Hagen stated that this is more for physical security. He noted that they have to stay up to date on OSHA and they have an annual safety training. He stated that they may implement more ergonomics as a result of the survey. He added that these things are more for physical safety and noted that if someone comes into finance and utility billing and get upset they are steps away from all of Staff. He suggested making changes to the upstairs of City Hall to reflect Community Development. Finance Director Lasher noted that last week one of the Staff members upstairs had someone come in the gate and came into her office. Councilmember Musgrove asked if they are being asked to assess these things and determine the need. She asked if this would be something that is discussed at a safety committee and then comes to the Council with recommendations or if it needs to be on the strategic plan. City Council Special Work Session /June 6, 2023 Page 8 of 13