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HomeMy WebLinkAboutMinutes 04-27-2016 Strategic Planning RetreatCAPE CANAVERAL CITY COUNCIL STRATEGIC PLANNING RETREAT TO SET FISCAL YEAR 2016/2017 GOALS Radisson Resort at the Port 8701 Astronaut Boulevard, Cape Canaveral, Florida 32920 Wednesday April 27, 2016 9:00 AM-3:00 PM MINUTES Facilitator Dr. Tom D. Freijo opened the Retreat at 8:58 A.M. Mayor Hoog led the pledge of allegiance. Council Members Present: Council Member John Bond Council Member Mike Brown Mayor Bob Hoog Council Member Brendan McMillin Mayor Pro Tem Betty Walsh Others Present: City Manager David L. Greene City Attorney Anthony Garganese (arrived 9:15 AM) City Clerk Mia Goforth Deputy City Clerk Daniel LeFever Administrative/Financial Services Director John DeLeo Building Official Michael German Community Development Director David Dickey Culture and Leisure Services Director Gustavo Vergara Economic Development Director Todd Morley Executive Assistant to the City Manager Kim McIntire Graphic Design Contractor Joshua Surprenant Human Resources Director Jane Ross Public Works Services Director Joyce Muse Public Works Services Deputy Director Jeff Ratliff WELCOME/INTRODUCTIONS/AGENDA REVIEW: Facilitator Dr. Tom Freijo welcomed and encouraged Retreat participants to fully avail themselves of the opportunity to move beyond the normal solution of day-to-day issues and instead look at the big picture, think big,brainstorm, look toward the future and express bold thoughts. He assured participants that before the day was over the bold thoughts would be converted to reasonable one-year goals for FY 2016-17. The Facilitator then shared his two-fold role during the retreat: (1) to assure that each Council Member and the City Manager had ample opportunity to voice their ideas; and (2) to assure discussion stayed within the boundaries established by the Agenda and moved forward in an efficient manner. City of Cape Canaveral, Florida City Council Strategic Planning Retreat To Set Fiscal Year 2016/2017 Goals April 27, 2016 Page 2 of 22 Dr. Freijo then presented the Agenda along with some explanatory commentary and confirmed Council and City Manager were comfortable with pursuing the Agenda. City Council having agreed with that, the Facilitator reminded the group that it is important, in order to complete the work of the day, that discussion be limited to the Agenda items. STRATEGIC PLANNING INTRODUCTION: Dr. Freijo next presented a brief overview of the Strategic Planning Process, which included a few PowerPoint slides (Appendix A). It was stressed that a strategic planning process is cyclical in nature and can significantly increase the likelihood that important and desired goals move from "wouldn't it be nice" discussions to concrete, objective, doable plans —grounded in the reality of a careful analysis of feasibility and availability of the resources necessary to implement the plans and achieve the goals. SWOT ANALYSIS: Dr. Freijo explained that on Wednesday, March 9, 2016, he had facilitated a session with the City Manager and key administrative Staff to conduct a SWOT Analysis of the City. After a brief overview of SWOT Analysis basics, Retreat participants went one-by-one through the list of internal Strengths which Staff had identified. As needed, the City Manager provided explanatory comments and City Council Members asked questions or made comments. Subsequently, the same procedures were used to review the internal Weaknesses, external Opportunities, and external Threats. With very minor exception, the City Council was in agreement with the strengths, weaknesses, opportunities, and the threats that had been identified by Staff. The materials related to the SWOT Analysis are in Appendix B. VISION STATEMENT: Using the results of the SWOT Analysis and discussion, the City Council reviewed the current Vision Statement for the City (Appendix C). A few very minor adjustments were discussed (possibly adding "inclusive", "neighborhood districts" and "enhance opportunities for special districts"to the Statement);and the City Manager was to work on wording for the adjustments and bring those revisions back to the City Council for approval at the May 17 regular Council meeting. GOALS IDENTIFICATION: Dr. Freijo explained that on Monday March 28, 2016 he met one- on-one with each of the five members of the City Council.During those meetings,each of the City Council members identified a set of 3 to 7 goals they would like to see accomplished during FY 2016-17 (Appendix D). These goals were not definitive, but were generated to provide a backdrop against which Council could establish, during the Retreat, FY 2016-17 Goals for the City. Participants, as a group, went one-by-one through each list of goals. As needed, the particular Council Member who had generated the goal provided explanatory comments and each Member asked questions or made comments. With the results of the SWOT Analysis, the Vision Statement and the lists of goals identified by individual Council Members as a backdrop, Council as a group identified a set of Council Goals for FY 2016-17. The Goals are as follows. City of Cape Canaveral, Florida City Council Strategic Planning Retreat To Set Fiscal Year 2016/2017 Goals April 27, 2016 Page 3 of 22 1. Plans will be developed for the redevelopment of three districts in the City: (1) Columbia/Imperial Business Enhancement District, (2) Central Boulevard/Atlantic Avenue Business Enhancement District,and (3) Polk Avenue Neighborhood Improvement District. Properties in the 100 block of Central Blvd. will be explored for possible acquisition that would allow for placement of a multi-purpose center, stormwater retention facility, and commercial activity center. 2. Cherie Down Park will be acquired by the City. 3. The Oak Lane improvement project will be completed. 4. To improve water quality in the Banana River, the baffle boxes that discharge stormwater into the River at three different locations will be upgraded. 5. To create a sense of place on A1A, street signs will be replaced with branded signage, one additional bus shelter will be installed and decorative style bike racks will be installed at each bus shelter. DISCUSSION OF NEXT STEPS: Following the identification of Goals, the Facilitator guided the City Council and City Manager in a discussion of subsequent steps. Responsibilities of City Council and City Manager It was discussed and agreed that it was the responsibility of the City Council, as the City's policymakers, to establish City Goals. Once goals have been established, it then becomes the sole responsibility of the City Manager to take those actions which are necessary to accomplish the Goals. At that point, the role of the City Council becomes one of oversight and the ultimate arbiters of the degree to which Goals are met. Plan(s) of Action It was discussed and agreed that it is the responsibility of the City Manager to develop plans for accomplishing the Goals and marshaling the resources of the City toward accomplishing the goals. Budget Allocations It was discussed and agreed that there is a logical connection between the setting of goals, the resources necessary to accomplish those goals, and the budgeting process. Therefore, it was agreed that the City Manager would, during the upcoming meetings related to the budgetary process, present for Council approval budget allocations necessary for accomplishing Council's Goals. City of Cape Canaveral, Florida City Council Strategic Planning Retreat To Set Fiscal Year 2016/2017 Goals April 27, 2016 Page 4 of 22 Monitoring/Evaluation Process It was discussed and agreed that the Facilitator for the City Strategic Planning Process would work with the City Manager to develop a monitoring and evaluation process related to goal accomplishment. This monitoring and evaluation process would include milestone events for each of the Goals, stated in measurable terms that would allow for periodic monitoring of the degree to which timely progress was being made toward ultimate goal achievement. Periodic Reports It was discussed and agreed that the City Manager would prepare periodic reports,typically quarterly, with the purpose of keeping the City Council updated with regard to progress being made on each of the goals. Year-End Report and initiation of subsequent Strategic Planning Cycle It was discussed and agreed that the Strategic Planning Process should be cyclical, on a one-year recurring cycle. Thus,in approximately one year the City Council would meet for another Strategic Planning Retreat. At that Retreat, there would be a focus on: (1) a report from the City Manager outlining in detail the degree to which each of the goals had been accomplished; and, if any of the goals had not been accomplished, an explanation of why that had occurred; (2) an assessment of the current strengths and weaknesses of the organization and the opportunities and threats existing in the environment at that time; (3) and identification of FY 2017-18 Goals. The Facilitator also pointed out that it is logical and not uncommon for the degree to which the prior year's Goals were met to figure prominently in the City Manager's yearly evaluation. Follow up Meeting At the May 17, 2016 Regular City Council Meeting, the City Council will discuss the results of the Strategic Planning Retreat and will adopt possible revisions to the Vision Statement and discuss/set Goals for FY 2016-17. MAYOR HOOG PRESIDES: Mayor Hoog called the meeting to order at 2:38 P.M. Council Consensus was reached to take action at the May 17, 2016 Regular City Council Meeting: 1) to discuss the Vision Statement and possible revisions/updates; and 2) to discuss/set Goals for Fiscal Year 2016/2017. (Continues on next page) City of Cape Canaveral, Florida City Council Strategic Planning Retreat To Set Fiscal Year 2016/2017 Goals April 27, 2016 Page 5 of 22 PUBLIC COMMENT: Dr. C. Shannon Roberts spoke of the constructive, inspiring nature of the Retreat, the role of City advisory boards, building height restriction, importance of the Community Redevelopment Area, a newly-opened business in the City using Cocoa Beach in its name and transient rental properties. Arlyn DeBlauw commented on the respectful, calm nature of the Retreat, peafowl issues and the new proactive nature of the City getting projects done. ADJOURNMENT: There being no further business, Mayor Hoog adjourned the Retreat at 2:50 P.M. Daniel LeFever Bob Hoog, Mayor Deputy City Clerk SEAL of Cape Canaveral, Florida City of Cape Canaveral, Florida City Council Strategic Planning Retreat To Set Fiscal Year 2016/2017 Goals April 27, 2016 Page 6 of 22 APPENDIX A STRATEGIC PLANNING SLIDES City of Cape Canaveral, Florida I City Council Strategic Planning Retreat To Set Fiscal Year 2016/2017 Goals April 27, 2016 Page 7 of 22 Strategy Execution & Evaluation Execution, Strategic _ , 4, ..Execution , Strategic Evaluation Planning Budget Development City of Cape Canaveral, Florida City Council Strategic Planning Retreat To Set Fiscal Year 2016/2017 Goals April 27, 2016 Page 8 of 22 Environmetnal Scan Strategic Initiatives Objectives Key Action Steps Key Performance Indicators Resource Linkage Outcomes Continuous Planning and Improvement UNC ESHELMAN SCHOOL OF PHARMACY Vision Mission Core Values City of Cape Canaveral, Florida City Council Strategic Planning Retreat To Set Fiscal Year 2016/2017 Goals April 27, 2016 Page 9 of 22 Mike Baldwin/Cornered CARTOONSTOCK.com Search ID: mban4424 BALDWIN "Enough with all the strategic planning. Just get out there and kill something." City of Cape Canaveral, Florida City Council Strategic Planning Retreat To Set Fiscal Year 2016/2017 Goals April 27, 2016 Page 10 of 22 As A MANAGEMENT TEAM, THEY'D ALWAYS KEPT THEIR HEADS DOWN & JUST GOT ON WITH THE WORK AT HAND C 2012 MATT STOCNER City of Cape Canaveral, Florida City Council Strategic Planning Retreat To Set Fiscal Year 2016/2017 Goals April 27, 2016 Page 11 of 22 APPENDIX B S.W.O.T. ANALYSIS OVERVIEW AND LISTS OF STRENGTHS, WAEKNESSES, OPPORTUNITIES, AND THREATS City of Cape Canaveral, Florida City Council Strategic Planning Retreat To Set Fiscal Year 2016/2017 Goals April 27, 2016 Page 12 of 22 OVERVIEW OF S.W.O.T. ANALYSIS Strengths, Weaknesses, Opportunities, and Threats • Internal factors — The strengths and weaknesses internal to the organization . • External factors — The opportunities and threats presented by the external environment to the organization City of Cape Canaveral, Florida City Council Strategic Planning Retreat To Set Fiscal Year 2016/2017 Goals April 27, 2016 Page 13 of 22 CAPE CANAVERAL STRATEGIC PLANNING PROCESS S.W.O.T. ANALYSIS—STRENGTHS 1. The City provides citizens a high quality of life, in terms of services, environmental stewardship, culture, recreation services, and other quality of life factors. The City provides a high level of services in a cost-effective manner. 2. The City Manager has facilitated the development of the City's administrative organizational structure, which can best be characterized as goal-oriented, innovative, committed to excellence, forward thinking, forward acting, and committed to teamwork. 3. The City is financially sound. It has a healthy cash flow and revenue stream to support its core operations. 4. There is effective communication with citizens, businesses, and other governmental agencies in the area. This communication is characterized by easy access and transparency. 5. The City has a commitment to employees, reflected in matters such as merit increases, gift certificates, and a number of other programs that demonstrate to employees that they are valued, respected, and appreciated. The City seeks to meaningfully reward employee excellence. 6. The City is committed to the sustainability of its infrastructure,consistently following a schedule of upkeep and improvement. 7. The City has developed strong,positive working relationships with other governmental agencies, such as Port Canaveral, Cocoa Beach, Brevard County Government, Cape View Elementary School, Cocoa Beach Regional Chamber of Commerce, the Economic Development Commission of the Space Coast, Canaveral Fire Rescue and the Brevard County Sheriff's Office. Cooperation between the City and these agencies allows for sharing resources so citizens receive a high level of services delivered in an economical manner. 8. The City places a premium on employee professionalism and maintains a culture characterized by professionalism and integrity.Professional development is interwoven into the City's fabric. 9. The City has a service-oriented culture, which includes responsiveness to customers and between individuals and departments within the City. The City places great emphasis and high value in assuring that it has the public's trust and confidence. 10. The City, as an organization, places a premium on diversity. City of Cape Canaveral, Florida City Council Strategic Planning Retreat To Set Fiscal Year 2016/2017 Goals April 27, 2016 Page 14 of 22 CAPE CANAVERAL STRATEGIC PLANNING PROCESS S.W.O.T. ANALYSIS —WEAKNESSES 1. Historically, the City has had a restrictive City Code, which has limited development/growth opportunities. 2. There is a need to further develop in-house leadership capacity at all levels within the organization. 3. Political detractors in the community are in the minority, but consume an inordinate amount of organizational capacity. 4. There is division within the community with regard to the desired vision — no change versus a desire to explore possibilities. 5. The transitory nature of the City and the resultant demographics have a negative impact on advisory board composition. 6. The City lacks a strong community and neighborhood engagement process. 7. The City lacks a comprehensive sustainability plan. 8. The City lacks a cohesive business community (i.e. chamber of commerce, merchants association, service clubs, etc.) that is committed to and engaged in community improvement. 9. The A1A north-south orientation tends to separate the community into two separate districts. 10. The City lacks a dedicated staffed/equipped multi-generational facility. City of Cape Canaveral, Florida City Council Strategic Planning Retreat To Set Fiscal Year 2016/2017 Goals April 27, 2016 Page 15 of 22 CAPE CANAVERAL STRATEGIC PLANNING PROCESS S.W.O.T. ANALYSIS —OPPORTUNITIES 1. The City could leverage/increase the ad valorem tax rate to construct community- desired amenities. 2. The City could foster the creation of a properly scaled mixed-use area contiguous to the new City Hall Plaza, extending 3 to 4 blocks to the east. 3. The City could pursue the development of a North-South corridor to the Port that would constitute an"Uptown Development District"with businesses such as hotels and restaurants catering to community and tourism needs. 4. The City is well-positioned to create a formalized environmental awareness opportunity that would cater to ecotourism. 5. The City could encourage the redevelopment of underutilized property in the City to its highest and best use. 6. The City is well-positioned to leverage its location and develop its amenities to become a widely recognized model of sustainability. 7. The City is well-positioned to evolve into a healthy, active-lifestyle community. 8. The City could take steps to diversify the local economy. City of Cape Canaveral, Florida City Council Strategic Planning Retreat To Set Fiscal Year 2016/2017 Goals April 27, 2016 Page 16 of 22 CAPE CANAVERAL STRATEGIC PLANNING PROCESS S.W.O.T. ANALYSIS—THREAT 1. Particularly due to its waterfront location, the City is subject to the impacts of climate change, such as sea level change. 2. Due to the transient nature of the City's population, there is a lack of involvement in civic affairs among citizens of the community. 3. The City has an overreliance on the Port as an economic engine. 4. The City has a number of"substandard" transient vacation/rental properties. 5. There is a failure to embrace on-going societal changes and opportunities related to being an inclusive community. 6. The City has some upscale communities that are self-contained and provide a broad range of amenities. Often the residents, consequently, see no need for engagement in or support of the larger community. 7. In a small community, miscommunication or inaccurate communication is a drain on limited resources. City of Cape Canaveral, Florida City Council Strategic Planning Retreat To Set Fiscal Year 2016/2017 Goals April 27, 2016 Page 17 of 22 APPENDIX C CURRENT CAPE CANAVERAL VISION STATEMENT City of Cape Canaveral, Florida City Council Strategic Planning Retreat To Set Fiscal Year 2016/2017 Goals April 27, 2016 Page 18 of 22 CAPE CANAVERAL VISION STATEMENT WE ENVISION: A bike-able and walk-able Cape Canaveral that retains and enhances its residential feel, characterized by low-rise buildings not more than 4 stories in height. This residential and business friendly atmosphere is one of a live-able, attractive, safe, secure and sustainable coastal community that embraces the beach and riverside as the main amenities, and supports local culture and education. WE ENVISION: A1A as a "complete street" with a native-landscaped and tree-lined median with traffic calming elements and dark-sky street lighting. "Complete street" amenities include bicycle facilities, covered transit stops, and safe pedestrian crossings that invite pedestrians and bicyclists to access the beach, river, local neighborhoods and adjacent communities. Our improved "complete streets" will allow us to calmly travel to intimate waterfront destinations and a walk-able downtown core. Multiuse paths lined with shade trees should be wide enough for bikes and pedestrians and lighted so anyone can walk or bicycle safely anywhere in town, day or night. WE ENVISION: Welcoming community entrance features that create a sense of arrival and unique community identity.The "downtown" will contain an architecturally rich and unique mix of uses,with wide tree shaded sidewalks and umbrella covered cafe tables at restaurants and bistros where friends gather,interact, and enjoy drinks and dinner. WE ENVISION: A community that; removes or transforms blighted and unfinished buildings into attractive structures, offers city-wide green spaces, provides a pet-friendly park with ample shade,and actively recruits and supports businesses that enhance economic viability and serve our residents and visitors. WE ENVISION: Open shorelines and rivers accessible to the public including amenities that take advantage of the water, such as limited and quaint water-view establishments and intimate public gathering and entertainment places that may include pavilions, gazebos, or a performance stage. City of Cape Canaveral, Florida City Council Strategic Planning Retreat To Set Fiscal Year 2016/2017 Goals April 27, 2016 Page 19 of 22 APPENDIX D INDIVIDUAL COUNCIL MEMBER GOALS City of Cape Canaveral, Florida City Council Strategic Planning Retreat To Set Fiscal Year 2016/2017 Goals April 27, 2016 Page 20 of 22 INDIVIDUAL COUNCIL MEMBER GOALS 1. Facilitate river cleanup by purchasing land that can be used for handling of stormwater instead of having stormwater flow into the lagoon. 2. Reach consensus on where to have a City center, and then buy land that can be part of the City center and incentivize commercial development on that land. 3. Have a City-sponsored garden project. *** 1. Improve the appearance of A1A through improvement or replacement of blighted buildings, creation of visual barriers to conceal unattractive land uses, improve signage aesthetics, and creating more green space. 2. Create a multipurpose building that would meet the needs of a broad spectrum of citizens by providing indoor space for activities such as volleyball, basketball, and senior citizen activities. 3. Obtain the Cherie Down Park property. 4. Improve the area west of A1A near Center Street by, for instance, addressing vacant buildings, and purchasing property on Polk and turning it into a park. 5. Establish more police presence on the presidential streets east of A1A to address criminal activity. *** 1. Create a town center along Central Avenue from A1A to North Atlantic.Facilitate the sale of the trailer park in that area to developers who would convert it to mixed use. 2. Eliminate all nine stormwater outfalls from the river and substitute the use of infiltration systems, such as the underground one at the ballpark. 3. Complete all the lift stations and sewer systems in undeveloped areas, accomplishing one per year. 4. Pave the two streets in the City that are not yet paved. *** 1. Agree upon a location for a town center that would be walkable and include a number of amenities for residents and visitors. 2. For A1A and the town center, attract the "right kind" of businesses, such as medical, legal, other professional, restaurants, etc. Also, improve the façades of existing structures. 3. Create a greater sense of arrival on A1A by way of either a larger sign, an archway, a bridge, etc. 4. Protect the lagoon through the implementation of different water retention systems. *** City of Cape Canaveral, Florida City Council Strategic Planning Retreat To Set Fiscal Year 2016/2017 Goals April 27, 2016 Page 21 of 22 1. Rather than focusing on attracting tourists, focus on retaining the City's character as a residential seaside community. 2. Convert the current City Hall to a multicultural, multi-generational building, with a Mediterranean appearance to match the new City Hall building. 3. Complete the two new roads that connect the Port to the City,thus improving the value of the land and improving ingress and egress for residents. 4. Finalize acquisition of Cherie Down Park by the City, and create a pavilion that could be rented out. 5. Modify City ordinances to force the completion of or tearing down of partially finished developments. 6. Implement a pay raise for Councilmembers and the Mayor. 7. Secure funds from the Florida Inland Navigation District (FIND) for water-related functions. 8. Continue, at a reasonable pace, the ongoing initiative to reduce the discharge of storm- water into the river. INDIVIDUAL COUNCIL MEMBER GOALS, COMBINED STORMWATER/RIVER CLEAN-UP 1. Facilitate river cleanup by purchasing land that can be used for handling of stormwater instead of having stormwater flow into the lagoon. 2. Eliminate all nine stormwater outfalls from the river and substitute the use of infiltration systems, such as the underground one at the ballpark. 3. Protect the lagoon through the implementation of different water retention systems. 4. Continue, at a reasonable pace, the ongoing initiative to reduce the discharge of storm- water into the river. CITY CENTER 1. Reach consensus on where to have a City center, and then buy land that can be part of the City center and incentivize commercial development on that land. 2. Create a town center along Central Avenue from A1A to North Atlantic.Facilitate the sale of the trailer park in that area to developers who would convert it to mixed use. 3. Agree upon a location for a town center that would be walkable and include a number of amenities for residents and visitors. A1A APPEARANCE 1. Improve the appearance of AlA through improvement or replacement of blighted buildings, creation of visual barriers to conceal unattractive land uses, improve signage aesthetics, and creating more green space. 2. For A1A and the town center, attract the "right kind" of businesses, such as medical, legal, other professional, restaurants, etc. Also, improve the façades of existing structures. 3. Create a greater sense of arrival on A1A by way of either a larger sign, an archway, a bridge, etc. City of Cape Canaveral, Florida City Council Strategic Planning Retreat To Set Fiscal Year 2016/2017 Goals April 27, 2016 Page 22 of 22 CHERIE DOWN PARK 1. Obtain the Cherie Down Park property. 2. Finalize acquisition of Cherie Down Park by the City, and create a pavilion that could be rented out. MULTI-PURPOSE BUILDING 1. Create a multipurpose building that would meet the needs of a broad spectrum of citizens by providing indoor space for activities such as volleyball, basketball, and senior citizen activities. 2. Convert the current City Hall to a multicultural, multi-generational building, with a Mediterranean appearance to match the new City Hall building. LAND USE/AESTHETICS /QUALITY OF LIFE 1. Improve the area west of A1A near Center Street by, for instance, addressing vacant buildings, and purchasing property on Polk and turning it into a park. 2. Establish more police presence on the presidential streets east of A1A to address criminal activity. 3. Rather than focusing on attracting tourists, focus on retaining the city's character as a residential seaside community. 4. Modify City ordinances to force the completion of or tearing down of partially finished developments. 5. Have a City-sponsored garden project. INFRASTRUCTURE/ROADS/UTILITIES 1. Complete all the lift stations and sewer systems in undeveloped areas, accomplishing one per year. 2. Pave the two streets in the City that are not yet paved. 3. Complete the two new roads that connect the Port to the City, thus improving the value of the land and improving ingress and egress for residents. 4. Secure funds from the Florida Inland Navigation District (FIND) for water-related functions. OTHER 1. Implement a pay raise for Council Members and the Mayor.