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City Council Agenda Packet 05-09-2005 Special . . . AGENDA SPECIAL MEETING - MONTICELLO CITY COUNCIL WORKSHOP ANNEXATION AGREEMENT Monday April 9,2005 Sp.rn. Mayor: Clint Herbst Council Members: Wayne Mayer, Tom Perrault, Glen Posusta and Brian Stumpf I , Call to Order 2, Discussion of goal setting process and development of preliminary mission statements, 3, Adjourn 2. Consideration of directin~ deDartment heads to assist with e:oal settine: process hv dcvelopine: preliminary mission statement for each dcpartmcnt. (JO) . A. REFERENCE AND BACKGROUND On May 4.2005 a meeting was held for the purpose of developing an employee incentive program. The discussion led to developing a strategy for developing a productive work environment where Council and staff at all levels are working toward a common purpose. It was noted that one of the greatest motivators of public employees is to feel that sense of achievement that comes in completing the mission identified by the organization and each department. At present, in the face of increasing development pressure staff is attempting to maintain service levels, working diligently to accomplish a wide variety of tasks and generally getting this job done, but going from good to greater requires establishing a mission and associated job/service targets. . As you know, via Frank Madden, development of a list of City Council goals and objectives is in process, with follow-up meeting to be scheduled soon. As an additional and important step in the process it is suggested that department heads be directed to work with their staff toward development of a department mission statement, to be presented to the City Council for review and comment. The mission statement should pertain to the services and philosophy of the department. Department mission statements would be presented to the City Council for review in conjunction with completion of the goal setting process. It should also be requested that department heads develop specific tasks that can be completed in support of the mission statement and also identify some performance measures that will help track progress on accomplishment of the department's mission. Here is an example, part of the Community Development mission is likely to be providing "excellent customer service." A task relating to the mission statement might be to complete a comprehensive review of the application process for each type of application. A performance measure could include whether or not all application processes were reviewed and what changes were made to improve customer service. One could take the position that the City Council must first provide direction to departments before they prepare their mission statements. It is believed that it makes more sense for each department to prepare a preliminary mission statement that is specific to each department for review and comment by the City Council. As noted above, the mission statement should be backed up by a list of goals and objectives or "strategies: to achieve the mission supported further by suggestions on quantifying progress. 'rhis order allows the staff people in each departmcnt to develop a sense of ownership in the mission and opens up lines of communication back and forth to the City Council. B. ALTERNATIVE ACTIONS 1. Motion to direct the City Administrator and department heads to prepare department specific mission statements along with a list of specific goals, operational objectives and methods for tracking progress. This task to be completed by June 7, 2005. . The information collected above will then be integrated into the goal setting process started . . . with Frank Madden. At a future special meeting of the City Council, department thoughts will be presented to the City Council for feedback and integrated into a plan for action. This action plan would become the basis for evaluating level of individual, department and organizational achievement. 2. Motion to take another course relating to development of an employee incentive progrmn. c. STAFF RECOMMENDATION The Employee Incentive Subcommittee and City Administrator recommend Alternative #1.