Loading...
HomeMy WebLinkAboutMIN 11.17.2015 CC-SNotice til` Slit Meeting Minutes of the Governing Body of the City of C"Corgetowli, Ternis Wednesday, November 17, 2015 The Georgetown City Council will meet on Wednesday, November 17, 201 Sat 4:00 PM at the Council Chambers at 101 E. 7`h St., Georgetown, Texas The city of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require assistance in participating at a public meeting due to a disability, as defined under the ADA, reasonable assistance, adaptations, or accommodations will be provided upon request. Please contact the City Secretary's Office, at least four (4) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at 113 East 8'h Street for additional information; TTY users route through Relay Texas at 711. Recrular Session t' (This Regular session may, at any time, be recessed to convene an Executive Session for any purpose authorized by the Open Meetings Act, Texas Government Code 55 1.) A A Special Meeting of the City Council M WWWWW"10.41,01VWX i like ol 0 a ologjpIONIEMS1 A five minute break was taken at 5:00 PM Robinson asked Council if the updated Cultural Goal, Employee Goal and Internal Business Process, were acceptable. Anupdated Customer Goal wasprovided: Anyone interacting with the City has such a positive experience that they tell everyone about it. Diaouauionfo||owed Robinson asked the Council |fthey would '\went'that tobethe case. Discussion took place 'about being positive and forth rite with customer service. Excellent service was discussed om analternative tothe customer goal. Discussion followed that the goal might not always beachievable. Pmoeoaea are inplace bobafollowed tomaximize customer satisfaction even though h i oewdththenutcpme|mnot guaranteed. Discussion followed that a goal would be to maximize the experience even though they are not necessarily happy. The end result would still bepositive. Discussion followed that people want (obetreated fairly and professionally. Anyone interacting with the City would tell everyone they were treated professionally and fairly was the decided goal. ADraft Financial Goal was provided: Tnmaintain efiscal environment conducive hoattaining the goals nfthe City. The Council liked the financial goal. Aworking dinner break was taken etELOnPm Council was instructed tndiscuss and brainstorm astrategy furaoubura|gna|1nAnoupaof4. The suggestions will then becombined, Strategies and tactics will bedistinguished later. Anupdated cultural goal was provided: Georgetown is a truly diverse, vibrant, inclusive, and socially dynamic city where everyone has the opportunity to participate in, and benefit from, our economic political and social activities. Robinson asked the Council to go around the table and give a cultural strategy they would like to see. The following strategies were mentioned: Invest imsmaller creative culture Communication and marketing Interaction with Southwest University Eliminate dis-enfranchised culture Maintain clearing housing of arts and culture resources More interaction with Sun City and Southwestern. Inter -generational Transportation options provided Small business development Increasing Access (Parks &Recincluded) New blood onboards and commissions Maintain Educational opportunities for higher education Encourage more diverse housing Younger workers inthe job market Maintain facilities Socially dynamic city Council was then tasked with choosing the top 3. Much discussion followed. Robinson will sort this out and provide anupdated list. The Council was then asked for initiatives to provide the draft employee goal: Our outstanding and innovative City Employees work diligently to bring the Vision of Council to Fruition and deliver exceptional services toour customers while exemplifying our Core Values. Again, the councilmembers gave suggestions while going around the table to each individual: Qualified employees and attractive compensation Awards and accountability Increase professional adults Employees follow the Council Vision CanaerPe(h—promotinghnmwithin Uphodate tech systems that attract input and outcome Higher anexcellent City Manager Cross training Customer surveys regular Tommy Gonzalez, Councilmember District 7 arrived at 6:41 PM Morgan explained that staff would develop action steps to achieve these goals Customer satisfaction/Employee satisfaction Incentives Be fun to work for and inspirational leaders Job skills should fit employee Right people in right seats Vision priority reflected in the budget — correlation between the two Attractive benefits City sponsored child care Longevity bonuses Ty Gipson, Gouncilmember District 5 arrived at 6:44 PM Robinsons said most of these are tactics only 3 are strategies. He distinguished tactics and strategies and named suggestions that were similar or the same as another. Discussion followed. To Insure effective leadership was chosen as a strategy. Robinson complicated the suggestions. Internal Business Process Goal: Our policies and procedures are easy to understand, and consistently and professionally applied. Our internal processes are effective, efficient, fair, inventive, transparent and make us a desired destination for residents and businesses. Council was asked to suggest a strategy for Internal Business Process Goal: Systematic Implementation of Processes Training Policy and Procedure Reviewed, clarified and simplified Get developers on board with Council's vision A standing review process Employee surveys to determine, regular basis Core language for users can see it as easy to understand — outside of city User input important Educate user that he will be seriously Baseline the Unified Development Code — compare to other communities — city specific Communication Complaint log that supervisors can review — usually a pattern Ease of obtaining access to information Customer Service Training Robinson distinguished the tactics and strategies in the list. Discussion took place choosing the top 3. Robinson will provide an updated list. Policies and procedures accuracy and documentation was discussed. Robinson complimented the Council on their work. Robinson asked the Council for initiatives and strategies to achieve the customer goal: Much discussion followed regarding customer service and customer service training among the councilmembers. Improve Access Customer Service Training Discussion followed about changing the goal because it is too limited. The term "customer" was asked to be better defined. A revised customer goal was determined. Robinson will summarize and provide for the Council Revised Draft Customer Goal: Anyone 'interacting with the city will have such a positive experience that they will tell everyone about it. Robinson asked the Council to think about the revised draft for customer goal for 2minutes and then further discuss. The following suggestions were made. Increase number special events oractivities — destination points Small business experience — treated great Customer mind set edthe destination Ability haget around and know where things are Impression of city as-appemnsnoo Personal connection to the City Georgetown Pride Positive experience to all age groups Determine what the stakeholders want Determine their needs What types ofspecial events and when Sporting events over aperiod of3nr4days Increase opportunities hointeract with the City Easy access tothe City's amenities Robinson asked for most important strategy. First impression was chosen bythe Coond|membem. Discussion followed. Destination strategy 'was then chosen. What dopeople want and what are their needs was chosen. Draft ofFinancial Goal was shown: Strategies listed were: To maintain a fiscal environment conducive to attaining the goals of the City. Diverse tax base Maintain assets —nokicking the down the road Strategies for closing the donut holes Accumulate monin orderto pay for unfunded liabilities Recirculate City of Gehzwnies—enoouroge|ooa vendors Keeping local money where we can Attract vendors to bidding processes Updated bid process Accumulated surplus for catastrophic expense Council was asked for the top 3 choices. Draft Cultural Goal: Georgetown isotruly diverse, vibrant, inclusive, and socially dynamic city where everyone has the opportunity to participate in, and benefit from, our economic political and social activities. - Attract younger workers/young professionals -|mpmv000mMnunication U@P._ -impmv*documentmndcommunicet internal processes hoinclude a baseline analysis ' Establish eregular of policies,prooedures and forms with input from the users -create a customer service mindset ' compare what we're doing bzothers Discussion followed regarding hiring outside professionals to evaluate the UDC process. Robinson displayed strategies and asked Council 1fthey were nkwith it. Discussion took place about strategy. Robinson announced the Council had mp|etedtb* process. Haexplained that the last step iotoprioritize and then transition hostaff. He said that common vision, prioritized initiatives and consistent direction are all important for staff. Council needs to make staff confident that they understand the vision and have plans for implementation. Robinson will send the Council instruction for the next meeting byemail. Approved by the Georgetown City Council on a4 �1'5 Date z w..e F ''" U L.- ., > 4-J t,7 .® 4-J Ln > L Ln 0 ro ro 4-J a) CL V 0 e; (DC ro 1. VCL ro ® Ln ..Ul> V) Ln 0 L L Ln �-- # 0 • ro cu 4-J wpo 11�" 0.04-1 CL Zn L _ 0 EL un 0 Ln Ul 3� cn(�,,► o .� L 5... o ®® 0.04-1 CL Zn L _ 0 o 5... r co ■ x c: Ln cn Ul Ull ro Ul 1 aj > L L Ero L +-jUs)V L ' i Ln Ln 0V . Ln tn V1 V ;.. ro 5- 4-J V V J cn aj L L to . Ln tn V1 5- in -N L V ro -N c — ct3 _ ro CL — tJ L '-J +-j . — oLn �Ln L to °V Ln to �) _ � . ®. 4--J.— X QJ UJ W Ln VLn } t Ln ro e Ln 4-J o Ln 1. 1... Ln .® L. Ln 1... m` t cn Ln Ln 4-J 1. 1... .® 1... t L .® aj OJ �.- L • -- L J.} L- m i' i c: CDL 0-0 1 1< i 1' # 0 i i; 1 i F 1 -r o c: CDL L0J 4 � e t J ti q } Ln Ln CL Ul Ln ro u U- 0 0 Ln ., V .� V L ro o, L o CU L L . ruU .® ro V >,4 aj uj > .� Al >,4 aj uj Ln o V � V\ ?0 - 0 0 - � � , � } 4: - ?^ # k} C \ : ? . � 2 r : \ ;; ? :\ \ ?.. 2 #< «? - �< o \^ y ro 0 : ® \ ° ?0 a Ln k\ \ \ .. °> 0 0CL � ?� ro 170 \ . «\ * 4: .� 4-JU c- #< � \ � ? 4th � > . \ � D f< ��� o� "M � M � « ! ME Mw 0 a a a Vi 4j T Ln s • aE+ s a • a a a Vi 4j T Ln aE+ QI► ' a a a Vi 4j T Ln > L cn +� -N _ C: > C rot +-� uj V ru Ln U" V 1.1 to i 1 chV I Ln ro ru ro J V 7Ln LA kn— �-- 4-J . Ln t/1. ® ,P . V " .� -w v1 Ln tJ V .Fn 0 t ro 0, U ro C: a V' L . ® -N V 4-j L roro � ®® V V L U C:"' . L V . -- L 4 Ln L — 'n 0 EV L -0 -N ru V .® ru t1i� -F-�ro Ln cn +-i' -- Ln ru ,_ V Vro V ; moo 0 4 Ln L x c ro uj to o 5-- Ln -1-J V tJ L • o moo 0 4 c ro to Ln -1-J tJ • o 4--J�'' to L V ro d—i L ,N 0 iE Ln `.-J .® .� a-' ro ® 4-J c to -76 ro L V ro4L j ELf 4 1. 0 -� •4 Ul L Ln . - to .7 L ® U — CL c L i 0 '- L to �..> CL .4-J • -) V .® ,® .> •® ro 4-J tn 5... , U t 'N d i • ,_. V(D 0 ' — — 1- . 0 +j 1_ 1_ ...� .1-1 0 L - V MiR- n a`. im M' Im LnroL V Ln ro L V cn V Vy Ln -4-+ Ln -1-► -1-� ,4-J `,Ln .F © c: -F-i, ru CL I R -W f 4 �i4t i4f {f � t' 1` tu" 1W fi ro Ul CLL L 0 Ln Ln w Lh ro ch 04 Ln ru ro Ln VrororuroLJL 04 Ln 4-J CLc 0L ro ro ..... L .0 Ec:.® C: 0 D L , > .fir L ,® C: ._ru C: -1-j (=j W1 N tJ1,ro t!1 ® . ' 4-J X L ro Ln Ln w u . — 4-J 4-J — ro ro Ln .' V V' trxMil,;E t is Ul Ln ro C. CL 0 Ln ro C� Ln �-- Ul 4-J 4-J C!1 Ln . _.. Ln ro 4-J U ra ro L -J ._tJ CL ro ' cy) L ro> UJ 4-J 0 C� �-- Ul 4-J 4-J C!1 Ln . _.. ro 4-J U ._tJ ' cy) ro> 'h 4-J - ru .� ru 4-J CL tTt« -- ��' Ul V1 .. 4-J t!7Ln 4-J 4-) L- 4-+ L- 4-? . ®0 th ro (. 0 'tn 1- .- ro 4-J Lli L _. .2 .® En D U L ■ .._ . _ ..� .._ . ® Ln Ln . ® Ln . 5� Ln 4-J ro c L L .® L W u Q) fo N L > = Q -I-' E ro Q V Q1_ 4-ro V ru fu p N a- ro ria 0 CL roD un c.� Q 4 �QLn } t�J in >1 u ro ru Ln r6'ra ro r Q ,-ro C:s- ro v Cl '- v — cu Q � - v v ro 0 Q o Ln_ cu _ CL O 41 N , +, , -N -� ra Qa� o C: t .= Ln E 4- C M > a) i- Q Ct3 O rei EJ r<3 : �, Q V m } i °i-' ro Q Q) to N CL 0 �- tB N W C Ln D ro NcJ1 D Q ° to 4-1c: t u tlj , , V � -� to cin E cu Q N 'Q — n 0 Ln -F-+ cn '® j rte a) ria } = m C D u ro m y �, ccs w w 'Lr, w Q0 a- +-I r(3 4--J 4, E u u � u ' a �" Q" v I .— V'� v N ": -Itr H Ul ro Ln -Se cn 1 Uwl 1 Ln Ln .., >< Ul Ln ro 5... Ln E Ln rn Ln Ln Lo tn CL Ln I z Key Strategy Ranking Exercise Please rank the Key Strategies from i (most important) to 19 (least important). lfbased onyour analysis, you feel that there are missing strategies, please add them and rank them. Attract vounaer Improve communications and advertising Build and maintain an entertainment platform/venues Increase access/transportation options into and within the City Attract, hire, develop, and retain the best people, and compensate them for the value they create Regular, institutionalized customer and employee satisfaction surveys (tactic?) Improve, document, and communicate internal processes Establish a reqular review of policies, procedures, and forms with input from the users Create a customer service mindset Compare what we're doing with others (baseline analysis) Create a special event and destination strategy Increase ease of use/access to destination points and events Create and maintain outstanding aesthetics, and a welcoming appearance and spirit Diversify the tax base (increase commercial percentage) Accumulate a surplus and live within our means Create a "Donut Hole" strategy Crate an asset revitalization plan Update the bid and procurement policies and procedures to support local businesses Accumulate funds to account for unfunded liabilities 1 A RAMSEE CONSULTING GROUP