2005, 02-12 Special Retreat Meeting MinutesAttendance:
Councilmembers
Diana Wilhite, Mayor
Rich Munson, Deputy Mayor
Dick Denenny, Councilmember
Mike Flanigan, Councilmember
Mike DeV leming, Councilmember
Gary Schimmels Councilmember
Steve Taylor, Councilmember
Meeting: 02-12-05
Council Approved: 02 -22 -05
WORKSHOP NOTES
SPECIAL MEET1I G RETREAT
SPOKANE VALLEY CTTY COUNCIL
February 12, 2005
9:00 a.m. — 3:00 p.m.
Staff
Dave Mercier, City Manager
Nina Regor, Deputy City Mgr
Marina Sukup, Comm. Dev. Dir.
Ken Thompson, Finance Director.
Cary Driskell, Deputy City Attorney
John Hohman, Senior Engineer
Mike Jackson, Parks & Recreation Director
Dale Golman Administrative Sergeant
Tom Scholtens, Building Official
Chris Bainbridge, City Clerk
After Mayor Wilhite thanked everyone for coming, Deputy City Manager Regor explained that staff will
highlight the 2005 draft work plan, the financial forecast, the staffing plan, draft budget calendar and
remaining agenda items, and added that the 2005 draft work plan is a carryover or continuation of the
2004 projects.
1. WORK PLAN REVTFW:
Public Works: Engineer Hohman went over his section of the plan as it relates to Council goal 115; that
staff reviewed the strategic plan, responsibilities and processes, most of which were adopted from the
County, and that they will look at what they should be doing and how to do that in the most efficient
manner possible. He stated that staff goal #2 under the six -year Transportation Improvement Program
update is primarily for arterial roads and proceeded to discuss the new projects as shown on his page two.
He also mentioned that there is a concern with the age of some of the older roads in some sections, and
needs will be addressed concerning replacing, sealing, maintaining, etc.; that they have had general
discussions with the utilities but nothing specific in aiding their assistance in full -width paving.
Councilmember Flanigan said that he would like more information in a future study session concerning
the potential of eroding improvement districts in the neighborhoods. Councilmember DeVleming added
that he would like to move forward with a street master plan. Mr. Hohman mentioned staff is considering
the possibility of submitting applications for STA funding for concrete intersections, with specific
locations yet to be determined, and that the application deadline is February 28. It was Council consensus
that staff should submit the necessary applications.
Community Development: Community Development Director Sukup explained her portion of the plan
and said that staff hopes to have an intermediate draft soon of informational pamphlets; that there is
perhaps a need for additional zoning districts; that the Planning Commission has started work on the
matrices as several were outdated; and looks to the creation of an office zone, and that she looks forward
to further discussion later today concerning defining customer service, as the goal is to tailor the
department's activities toward council's direction of good customer service. She explained that other
staff goals include getting the PLUS/PRISM system fully functional and have all appropriate staff trained
in its use. Ms. Sukup briefly mentioned the need for a hazard mitigation plan, and stated that plan will be
discussed more in detail at an upcoming council meeting. Councilmember Taylor asked how staff was
coming on the updating of zoning regulations in conjunction with the comprehensive plan, and Ms. Sukup
Page I of 5
Meeting: 02 -12-05 Page 2 of 5
Council Approved: 02 -22-05
replied that they are working on refining definitions to ensure that everyone will be talking about the
same issue, and added that they are working on definitions in conjunction with the land use section. In
response to Deputy Mayor Munson's question concerning a timeline for having the permitting
applications on our website, Ms. Sukup said that staff is working on the process to have those things on
line, along with an explanation of processes involved.
Parks and Recreation - Parks and Recreation Director Jackson went over his section of the Plan and
stated that the inventory of resources is now complete; that the needs assessment is about three - fourths
complete, and includes surveys of focus groups /meetings; he stated that they have received about 300 of
the required 400 returned surveys. He then explained the remainder of the work program and department
goal, including the goal of having the CenterPlace grand opening held in conjunction with the September
24`" Valleyfest celebration.
Police— Administrative Sergeant Dale Golman reviewed the police work program and goals, and
mentioned that there is a growing concern with gangs as the violence appears to be increasing; that
officials are working to make contact with businesses and getting to know the criminal element. The
"Examination of jurisdictional recognition, independence and interagency cooperation" issue will be
elaborated upon during a future council meeting/study session.
Operations & Administrative Services — Deputy City Manager Regor explained the Operations and
Administrative Services section, and mentioned that the five -year financial plan has now been extended to
a six -year plan; that several of these items are carryovers from the previous year, and that the Public
Information Officer will be discussed more in detail further in today's agenda. There was brief discussion
concerning the need for opportunities for public input and whether those opportunities are sufficient.
2. Updated Financial Forecast — City Manager Mercier explained the updated financial forecast with
staffs continued pledge to refine the forecast as situations change. He mentioned that staff has closed the
deficits in 2005 and 2006 as shown by the transfer lines on page 1, but that will still be a challenge in
2007. There was discussion on revenues and expenditures; and projections and estimates of what the
economy could do /might do, and that the opportunity will come forward several times a year for an
updated financial plan. There was also discussion on potential growth and of the large jump in growth in
the unincorporated area, keeping in mind that those numbers are estimates.
3. Staffing Plan — City Manager Mercier gave the highlights of his memo, and stated that there is a need
to make some staffing changes in order to continue to provide the services citizens require and need; that
we have suppressed the number of employees in the beginning as we realized we had start-up debt and
wanted to liquidate that; that we are in an improved financial situation, and to keep pace with customer
demand, there are some staffing considerations. Mr. Mercier said that he wanted to give notice that the
public works superintendent position has been eliminated as that position can better be served by the
senior engineer for development, adding that the City continues to evaluate the other responsibilities
within the department and will make further recommendations in the future. Mr. Mercier then discussed
each position in the staffing plan, and explained the monetary difference of having an in -house attorney,
and the benefits of doing so -- financial and otherwise; of not asking law firms to split their allegiance; and
of the benefit of the in -house attorney having just the one primary client. Mr. Mercier said that staff will
continue giving and asking for feedback and consensus as to which positions to authorize to move
forward, as they would like to start the ground work for these positions as it takes time to go through the
hiring selection.
There was discussion concerning the attorney position, of the general lack of need for outside assistance,
but that MRSC is always a resource for all cities in the State, and if we are faced with an unusual
situation, we would recommend use of an outside agency to get the appropriate expertise on a specialized
Meeting: 02 -12 -05 Pagc 2 of 5
Council Approved: 02 -22 -05
issue. it was Council consensus to proceed with all positions as noted, except the city attorney and the
Public Information Officer. Ms. Regor said staff will move based on priority need, and will bring forward
draft positions descriptions and start the process immediately.
4. Draft budget calendar — it was felt that this item was self - explanatory.
The group took a break at 10:35 a.m. and reconvened at 10:45 a.m.
5. Strategic Planning — Linda Oien, Business Paths
Linda Oien discussed how in order to keep consistency of focus, stakeholders and constituents want to
know where we are going, what do we stand for, believe in, and how are we going to get there. She
discussed values, current priorities, what we've done so far, and of the plans and vision for the future,
including the mission statement, strategies, goals, objectives, and building trust and leadership to create a
foundation of understanding and to set the direction and tone of the City. She stated that critical success
factors that: will close the gap between where we are and where we need to be should be accomplished
over the next three to five years and it should be specific, measurable, achievable, realistic, and time -
based.
Discussion flowed concerning how our 20 -year comp plan fills segments of the strategic plan; the focal
points of the comp plan, the physical aspects of the plan and of the city, and the key strategies to
accomplish what is needed, the council's goals, the desire to be reactive or pro - active, promoting regional
talks and cooperation; the need to give ideas back to the community of the creative process; resources
and /or the lack thereof; transition from a construction phase to a vision stage; of sharing information; of
promoting our goals; that we are not the crafters of the plan but are the facilitators; and that this is a
community exercise.
6. Brainstorming Council Goals/Proiect List for 2006 — City Manager Mercier brought council
attention to the listed goals for 2005, including the revision to goal #3 listed on the reverse side of the
page; and of the attempt to loop all the goals together in a comprehensive plan. He mentioned that this
summer's retreat: will look at the updated financials and that plan and that council can make changes
based on that information then; that he does not want to go through this year having people think this is
the target for the year; but that his sense is that there are issues that must be taken into account before we
can understand what resources are available to employ the goals.
Deputy Mayor Munson said he feels the goals are staff and not council - driven; and asked what kind of
goals do we want to talk about; that he feels we don't have enough public input on these topics discussed;
that the comments he hears are we don't let the public give their ideas to such things as the comp plan, the
goals, and values; and he would like to give people something to work with and then give people an
opportunity to express their ideas; and suggested more ad hoc committees for specific tasks.
Councilmember Taylor said that he doesn't hear that; and feels we offer numerous opportunities for
public involvement, especially in shaping the comprehensive plan; and that the draft is filled with the
community's comments.
Councilmember Denenny said there can be a great deal of public input on a myriad of issues like the
corridor, wastewater, sewer, etc. and as an elected body, that we are the representatives of the people, and
we are the ones that will form that vision based upon our participation in agendas like community
conversations and other meetings; that he wondered if forming ad hoc committees will defeat: the purpose
of the long - standing committee if we invite and bring in those same people we hear over and over as
opposed as to a true community-wide representation. Councilmember Denenny said one way to address
the perceived lack of communication is to hire a public information officer.
Meeting: 02 -12 -05 page 3 015
Council Approved: 02 -22 -05
Mayor Wilhite said that there is a balance of getting information to the community; that the conversations
with the community have poor attendance; that people are busy; and that perhaps there is a need for more
structure in those meetings, to have specific topics and to explain what has been done or needs to be done.
Councilmember DeVleming mentioned that we only fill the room when the topic is one that people
disagree with — one which affects their pocketbooks or their business; and that otherwise, attendance is
very limited.
Mayor Wilhite said in regard to the comp plan, the Chamber says they have not been involved; yet we are
agreeable to provide information and have staff available to answer questions; that we are not setting up
that committee, that the Chamber can if it desires and we will do a presentation for them; that if there are
groups that want to formalize to have impact on what we are doing, we'll provide them the information
but she does not see a need for ad hoc. committees. Other suggestions for goals for 2006 included having
the process used to draft the previous goals, that such goals could be drafted at the June retreat; and that
Councilmembers should submit any goal ideas to Deputy City Manager Regor.
7. Council Meeting Management Discussion was held concerning the meeting process for motions and
presentations; the reason for seeking public comment, that public comment is not an opportunity for free -
flowing conversation but for public comment; the "Request for Council Action" Form and its included
motion suggestion; the use of Roberts Rules of Order; and of the desire to have a Tess strict decorum
during the study sessions.
8. Managed Competition: iDeputy City Manager Regor spoke of the managed competition pilot project
in 2004 with library services and park services; and started discussion concerning the best way to provide
services, including seeking feedback for what worked and what did not work. Ideas discussed for
managed competition included use of the County as a baseline comparison; tracking project costs; the
County's willingness to compete (or not); suggested future projects of animal control, (regional or
otherwise); road maintenance; weed maintenance; the need for a street master plan; in -house options; and
street sweeping whether alone or in connection with road maintenance. Council stated it would also like
a list of engineering services provided by the County and what we do in- house. It was Council consensus
to examine street sweeping and weeds.
9. Public information officer - Deputy City Manager Regor started discussion on this topic. Discussion
ideas included addressing where complaints originate; what drives complaints; response time; overall
satisfaction; turn - around times; call -back times; the PiO as a support role to convey messages; getting the
message to the community and focus on the overall picture; Councilmembers as elected PIOs; hiring
specific consultants for specific projects; contact with all media forms; creating informational brochures;
use of the PIO as an ombudsman; and the need for a PIO now or later. it was Council consensus to trove
forward to hire the position. City Manager Mercier stated that the position description will be drafted for
council review, and the position will be added to the list to initiate the process and prepare the budget; and
that staff will garner other city's PIO job descriptions and start from there.
10 & 11. Business Friendly, Customer Service — City Manager Mercier said that in each of our
transactions, there are multiple customers to consider, and there is a need to define who the customer is: is
it the person complaining, the public in general; the person being complained about, the councilmember?
He explained that we need to think about balancing the multiple interests in all issues involved in each
aspect of what we do, and asked if the desire is to make the customer happy, and if not, what is the
ultimate desire; and in defining that, perhaps we should define the corporate philosophy. Discussion
ensued regarding customer satisfaction versus happy customers; defining the process; understanding the
conclusion to any process and not changing the process mid-stream. Mr. Mercier stated that satisfaction
is a function of expectation, and brought to everyone's attention die "Customer Care 101" handout. Ideas
Meeting: 02 -12 -05 Page 4 of 5
Council Approved: 02 -22 -05
of what customer care is, and good customer service included using the approach of not saying "no"
immediately; handling issues within a certain time frame; qualifying the customer's expectation on each
issue; confirmed understanding of expectation; no preferential treatment and always maintain integrity in
the system; use of standards; correcting standards where necessary; use of discretion without giving
preferential treatment; being consistent and not arbitrary; identifying the "bottlenecks" and working to
eliminate them; a willingness to fix a problem; and eliminating giving customer the run - around. Mr.
Mercier explained that staff addresses each complaint and is in the process of drafting a check list for staff
and customer. Deputy City Manager Regor added that staff is also working on a mapping process to chart
all aspects of issues and to better identify those areas which become bottlenecked, and then work on
fixing the problem.
12. Legislative issues — City Manager Mercier stated that this issue is in anticipation of Councilmembers
attending the AWC conference in Olympia next week. After discussion of several potential issues, it. was
determined that the three main issues to address would be (1) wastewater treatment issues; (2) pension
contribution rates and whether phasing would be possible; and (3) streamlined sales tax.
The meeting adjourned at 3:10 p.m.
ATTEST:
hristine Bainbridge ity Clerk
Meeting: 02 -12 -05
Council Approved: 02 -22 -05
Ck £kf
Diana Wilhite, Mayor
Page 5 of 5
General Fund Revenues:
Sales Tax
Property Tax
Gambling Tax
Leasehokl Exase Tax
Franchise Fees
State Shared Revenue -s
Service Fees
Fines & Forfeitures
Recreation Program Fees
Intnrfund Transfers
Investment Internal
Total General Fund
Genanrt Fund Expenditures:
Legislative
Executive 8. Legislative
Public Safety
Deputy City Manager
Finance
Legal
Human Resources
Public Melia
Planning
Building
Library
Parks Admin
Recreation
Aquatics
Senior Center
CenterPlac e
Transfer to Street Fund
Transfer to Capital
Enhanced Staffing
General Government
Total General Fund
City of Spokane Volley
Multiyear Financial Ptan - General Fund - Problem Statement 01
Enhanced Staffing Option 2 -08.05
2005
Estimate
$ 15,394,830
9,555,798
851,731
4,449
649,211
1,124.985
1,795,305
1.201.955
129,038
287,000
70,000
3 288,226
442,867
15,711,424
268,942
438,969
202,307
119,383
723,990
934,006
696,559
2,270,000
1,070,202
158,215
255,818
128,592
321,299
7,000,000
1,150,000
500.000
3,133.608
30.810,627
2008
Esthnete
S 15.702,733
9.751,356
851,731
4,449
655,703
1,153,110
1,796,305
1,281,955
129,038
247,000
70,700
31,124,301 31,623,080
S 296,489
454,305
10.700,415
277,930
466,954
220.223
120.180
791.332
902.315
733,260
2.338.100
858.571
158,098
270,834
91,337
368,023
2,000,000
1,175,000
500,000
1.895,171
30,584,917
2007
Estimate
$ 18,015,708
9,940,070
851,731
4,449
662,260
1,181,938
1,795,305
1,261,955
129,038
247,000
71,407
$ 314,758
488,409
17,890,827
292,104
492,636
238,132
125,140
836,965
955,410
776,826
2.408,243
889,946
159,909
288,768
96,810
392,975
2,000,000
400,000
530,000
1.659,853
31,435,811
Surptus/1Defi01) 313,781 938,103 734,930
2008
Estimate
$ 16,337.124
10,148,359
851,731
4,449
668,883
1,211,488
1,795,305
1,261,955
129,038
247,000
72,121
32,170, 741 32,727,451
$ 335,949
519,971
19,100,359
305.953
518.145
248.895
130,446
081,073
1,011,618
825,507
2,400,490
923,318
165,128
308,138
102,877
418,295
1,600,000
561,800
1,927,916
32,265,874
461,577
2009 2010
Estimate Estimate
$ 16,663,866
10,346,843
851,731
4,449
075,572
1,241,773
1,795.305
1.261,953
129,030
247,000
72.842
$ 18,997,143
10,563,341
851,731
4.449
682,328
1,272.817
1,795,305
1,261,955
129,038
247,000
73, 570
33,293.374 33.888.677
5 360,592
564,400
20, 394.552
318,932
543,650
259,876
136,144
029,337
1.064.841
872,882
2,554,905
958,100
170.799
328,831
107,496
444,740
595,508
1,999.511
32594.016
$ 380,342
592,800
21,779,328
332,542
572,661
271,925
142,287
979,211
1,121,674
923,427
2,631,552
994,504
174,826
350,938
112,735
472,411
631,238
2.074,830
34.548,329
898.458 (679,652)
Presented to: City of Spokane Valley
Presented by: businessPATHS
February 12, 2005
Stakeholders Need to Know:
What does the City of Spokane Valley
stand for and believe in?
Where is it going and how is it going to
get there?
What are the current priorities?
Where are we focusing our time,
energy and resources?
What can I do to help?
How are we doing?
How You're Bringing Clarity:
Implemented Policies
Established Ordinances
Developing a Comprehensive
Plan
Created a Vision
Establishing Values
Building a Framework
A Strategic Plan:
Vision --'
Mission
Values __
Strategies --'
Goals
Objectives
Creates a Foundation
of Understanding
Sets Clear
Direction
Vision
A picture of the future you
want to create — what is the
community's best possible
future
From the heart
Compelling
How we'll be remembered
A community of opportunity where
individuals and families can grow and play,
and businesses will flourish and prosper
Mission
The fundamental reason or
purpose for your existence
Who Are
We?
For
Whom?
What Do
We Do?
S Tie - breaker
Why?
Values
Philosophy and guiding
principles that support
attainment of the Vision and
Mission
The conscience
What's important
How we'll act
Strategies
Critical Success Factors that
will close the gap between
where you are and where you
need to be
Over the next 3 — 5 years
Specific, Measurable, Achievable,
Realistic, Time -based
Goals
The end toward which the
effort is directed
Projecting out 3 -5 years
Specific. Measurable, Achievable.
Realistic. Time -based
Objectives
Outcomes needed to achieve
the goals
Over the next 12 — 18 months
Specific, Measurable, Achievable.
Realistic. Time -based
"Charting
the
Course"
Benefits
Builds trust in leadership
Creates a foundation of
understanding
Sets the direction and tone
Basis for Work Plan
Focus and Deveiopment
Gauge of Progress and
Success