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City of Aspen Charter 2

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City of Aspen Charter 2 AGENDA City Council Retreat February 3, 2020 2:00 PM, Aspen Police Department Community Room I. RETREAT INFORMATION I.A. Retreat Memo 6:30 PM - DINNER AT PUBLIC HOUSE 1 1 MEMORANDUM TO: Mayor and City Council FROM: Sara Ott, City Manager DATE: January 30, 2020 RE: 2020 Council Retreat Background Materials SUMMARY: City Council is scheduled for its 2020 retreat on February 2 and 3 at the Aspen Police Station Community Meeting Room. Michelle Ferguson is scheduled as your facilitator. There is a short prep-work exercise attached to your agenda for you. In preparation, background information has been assembled that could assist in various agenda items. Additionally, I’ve provided a few brief comments for your knowledge. Please find enclosed several reference documents to assist you in preparing for your discussions. These items include: Attachments 1. City of Aspen Charter 2. Strategic Focus Areas 3. Draft Council Goals discussed by Council in 3rd and 4th quarter 2019. 4. Vision Statements from the 2012 Aspen Area Community Plan. Hard copies of the entire AACP will be available at the retreat. 5. 2019 Community Survey Results 6. Case study of strategic planning models. This document summarizes different approaches of other communities in strategic planning. These communities are often considered leaders in their alignment, strategies and priority setting processes. 7. Principles of Engagement. These principles were developed by department directors in the summer of 2019 to guide better support of Council’s needs, provide clarity of roles and expectations, and serve as a training and guidance resource when an elected official makes a request. Directors check in every few months to obtain a sense of what’s working well and if there are particular principles that need focus for improvement. The most recent check in was in January 2020 and staff identified the principles of collaboration and respect as working very well and principle of alignment as the area for improvement. 8. Policy, Values and Administration Relationship Presentations. This packet includes a sub-set of 4 slides that County Manager Jon Peacock has shared, most recently in format of the Pitkin County Public Health Board. Most of you have been in various versions of this presentation. The slides are based upon the work of Dr. John Nalbandian, former city council member and professor of Public Administration at the University of Kansas. 2 Helpful Links 9. Videos on values in elected decision making and community building. You can view short videos of Dr. Nalbandian’s work on values in elected decision making here and community building here. 10. 2020 Budget and other financial reports. These documents can be found online using this link. 11. 2012 AACP and other advisory documents such as climate action, short range transit plan, etc., can be found online using this link. Staff Attendance Staff attendance will be limited to city manager, assistant city managers, and city attorney. There are other staff available to join you if they can assist the discussion. Additional Information? Is there any additional information you would like? Please don’t hesitate to reach out. City Manager Comments As you consider your discussion, Council can best support staff in advancing Council’s 2020 priorities through a few key actions. 1. Establish an organization mission statement. This is a unifying statement that can guide “Why do we exist as a government organization?”. It gives the organization purpose and meaning, and speaks to why people want to work for the City of Aspen. Further, it is a foundation statement for preparing more detailed documents ranging from strategic plans, communication approaches, recruitment, and community relations. This differs from a community mission statement or vision statement, that are based on broader community involvement. 2. Identify your collective goals, with an understanding of priority and with sufficient clarity that communicate what success looks like to the Council. When considering goals, it would assist staff to take into account the strategic focus areas. From staff’s view, its ok to not have goals in each area. The focus areas provide overarching direction for staff that are not involved in the details of planning and executing a specific goal. 3. Agree upon how the Council will monitor and consider amendments to your collective goals. How would the Council prefer to hear about the work on goals? There will likely need to be work sessions from time to time. Would you prefer more regular written updates too? STAFF RECOMMENDATION: Information only. 3 Memorandum Date: January 23, 2020 To: Mayor and Members of the City Council Sara Ott, City Manager From: Michelle Ferguson Re: Retreat Preparation and Agenda Thank you for your willingness to spend time on the phone with me in preparation for the retreat. I’m looking forward to our time together. The purpose of this memo is to share the agenda and help you prepare. The City Council retreat is scheduled for Monday, February 3 and Tuesday, February 4, 2020 at the Aspen Police Department’s Community Room in the APD building. On Monday, we’ll work from 2:00 pm to 6:00 pm and on Tuesday, from 8:30 am to 11:30 am. Preparation There are several agenda items that will require some advance preparation for the City Council. Thank you for spending a few minutes considering the following prompts. Governing Together Each member of the City Council is asked to share their thoughts on “Governing Together” in response to the following questions: What does good governance look like to you? Where is the Council succeeding in good governance? What values are important to you in governing? What is important to remember when your personal position is the prevailing decision and what is important to remember when your personal position is not the prevailing decision? What type of relationship do you hope to have with your colleagues on the governing body? What type of relationship do you hope to have with City staff? How do you distinguish between Policy (the role of the governing body) and Administration (the role of the City Manager and their team)? What do you hope this governing body will be known for? 4 City of Aspen Page 2 City Council R e tre a t Preparation Expectations We enter every relationship and engagement with certain expectations – many of which go unstated. We will work together to articulate and share the expectations that you have for one another as you govern together. Please take a few minutes to think about the expectations that you have for your colleagues on the City Council, the Mayor, and the City Manager. What do I need from my council colleagues in What am I willing to give my colleagues? order for me to be an effective council member? What does the Council need from the Mayor in What do I think the Mayor needs from me in order for the Council to be seen as high order for him to be effective? What am I willing performing? to give the Mayor? What expectations do I have for the City What am I willing to give the City Manager? Manager? 5 The Novak Consulting Group Strengthening organizations fro m th e inside out. City of Aspen Page 3 City Council R e tre a t Preparation Retreat Goals: Lay a foundation for good governance. Identify priorities that the Council would like to accomplish in the next 12 to 24 months. Articulate goals for the City Manager and prepare for upcoming performance evaluation. Norms: Listen with respect o Let others finish before you start talking o Be attentive to the speaker o Disagree agreeably Be: o BOLD o positive and realistic o candid and honest o patient and self‐aware o engaged and fully present Strive for consensus o Look for opportunities to agree o Remember the power of “if” and “and” Have fun! 6 City of Aspen Page 4 City Council R e tre a t Preparation Agenda Day One – 2:00PM to 6:00 PM Introductions Welcome and Introductions Agenda Review Norms and Expectations for the Retreat Agenda Item Outcome: Create a safe environment for honest exchange of ideas. Governing Together We will explore a series of questions sharing your individual thoughts on what it means to govern well, together. Develop shared values for working together and making decisions together as a governing body. Agenda Item Outcome: Develop an understanding of the various hopes of individual members for the success of the governing body. Defining Our Legacy Drawing upon the work previously completed – Aspen Area Community Plan; Council Goals; Strategic Focus Areas ‐ How do you want this next decade to be characterized by people in the community in 2020? Agenda Item Outcome: Imagine a bold future for the Aspen community. Key Performance Areas – Goal Key Performance Areas – What are the “big buckets” of things that must go well in order for the City of Aspen to live into its vision. Agenda Item Outcome: Identify and prioritize Key Performance Areas. Closing 7 The Novak Consulting Group Strengthening organizations fro m th e inside out. City of Aspen Page 5 City Council R e tre a t Preparation Day Two – 8:30 AM to 11:30 AM Priorities of This City Council Based on what you know to be important for the future of Aspen, what are the priorities (project or policy initiatives) of this City Council? What does this group want to accomplish during its tenure? What are the guiding principles of this City Council? Because resources are limited, how are new priorities incorporated? Agenda Item Outcome: Establish priorities to guide the efforts of the Council and the organization for the next 12 to 24 months.
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