Loading...
HomeMy WebLinkAboutPackets - Council Packets (1379) AGENDA ORO VALLEY TOWN COUNCIL/DEPARTMENT HEAD RETREAT NOVEMBER 15, 2002 La Tierra Linda Guest Ranch Resort 7501 North Wade Road Tucson, Arizona Note: This Council/Staff Retreat is a follow-up to the Town Council Retreat held August 3, 2002. This will be an informal working session for the Town Council and key Town staff. Casual attire is encouraged. The facility opens at 7:30 a.m. Continental breakfast will be provided. The working session will begin at 8:00 a.m. and continue until 4:00 p.m. A working lunch will be served around 12:00 noon. 1. WELCOME 2. INTRODUCTIONS AND STAGE SETTING 3. REVIEW OF PAST ACCOMPLISHMENTS 4. COUNCIL/STAFF ROLES AND RESPONSIBILITIES • Role of Mayor and Council • Role of Town Manager and Department Heads • Characteristics of Effective Council/Staff Working Relationship • Suggestions to Improve Council/Staff Communications • Timing of Council Study Sessions 5. IDENTIFYING STRATEGIC ISSUES • Current Issues and Challenges • Review of Council Plan of Action ideas from Council Retreat • Feedback and ideas from Department Head Retreat 6. DEFINING A SHARED VISION FOR THE FUTURE 7. AGREEMENT ON TOP PRIORITIES FOR ACTION 8. ENSURING ACCOUNTABILITY AND COMMITMENT • Key actions and milestones for top priority issues • Resource requirements • Persons responsible for action planning and follow-through • Plans for reporting progress to Council 9. REVIEW AND WRAP-UP 10. CLOSING REMARKS Posted: 11/13/02 Time: 12:00 noon By: Ih TOWN COUNCIL TOWN MANAGER DEPARTMENT HEAD RET P\ E\A717-: FRIDAY, NOVEMBER 15,) ! Uk TIERRA LINDA GUEST RANCH RESORT WADE ROAD TUCSON ARIZONA TOWN COUNCIL TOWN MANAGER DEPARTMENT HEAD Rfar E\pitvir FRIDAY, NOVEMBER 15, 2002 La Tierra Lire, \61 I*/ I INA ROAD T.P Greater � Tucson Q � � Area 70\ A .$?it) z� z VALENCIA ROAD 4,(4) To reach La Tierra Linda from Oro Valley Town Hall is approximately 11.25 miles / 31 minutes: 1. Turn RIGHT onto West Lambert Lane 2. Turn LEFT onto North La Cholla Blvd 3. Turn RIGHT onto West Overton Road 4. Turn LEFT onto North Thornydale Road 5. Turn RIGHT onto West Cortaro Farms Road 6. Turn SLIGHT RIGHT onto West Cortaro Road 7. Turn RIGHT onto West Ina Road 8. Turn RIGHT onto West Wade Road ENir- 01111111111111. c: ( , AIMIii, ., ..) 1 _ _ ))----' 1 l' T r- tk''k4 il.____:„1".‘ iibil • _ ,),.? ,o)eai -i%4CI"tY \ \. 7 ir CPO' sa 5. I lb*A El — 41 ea) :4' *1. eijIg , ;""kg 1 t Jpa 3, , 0 ....II-‘, V? °%3 "Ljil, 'idiNE II.-, r II 11---:,--\\---___ ,3 1 -1,.._, & uti 7 111 ' klii v•F .14 ,,b) Ls' t) , .6 ri 1.:2-7_, 10110 ;1,1— .,11\:;. ....g 0%) t),) B-3 „. 2 49°Ialk-, liPbw.,V11 .---7-,:_.-A,., -' e 'wi t i,0 4 0 4 i 0 4.. Asi, c 41 ie. g' iii ,s,. ) 1 ,_ F ...,tilh„ ..\.„...... 4_9 T.1 ---Si j mit ( ' i4 ili, or -4,.- 11 ig um ,0 ,.#4,,, g.,,,, _ ... ..-=,,,,. F 474.41,1 'IR' .21-41010 t'- . 3 y7,- ,,,..,c___., .,- 1 ,,,a li-' .- ° i F., ' ‘',•tk-- -‘\,,-,.; ///• ,':',,,„ ).\ 1 II 1% IMNI ,C,:: .:......., Ara , 1 r i .,:iii,..,..... : ...,. _ ... g ir ictipArita - 1-, Nir :83 )-1 ------: -7,-,.„.., -11r"..I3(1..'441.-- ,,414-1.'\**p.. 1. ', titiff'tat El % 3 „iv:a) . ..,. 0. t.,,..... , ii---- ..,,.4 j, f,;:- ......c.:„ - Ags ttb * •1�,. (:'\(4 j th •ce, j- r.-410r -"Pi. A --1" .) irr.... 4.:4;30..) \1711.7p, lip ,30* Nk. i a ilI .\. ''. Ir ' f~ . **) C'44 '-'--- - i 0-: I TO i 6% --' C:i: 14 R. I t? 1,411. I 111' k : N "' .r .. io 1. .,ptN N Peggy O'Sullivan Peggy O'Sullivan is the Director of the Advanced Public Executive Program in the School of Public Affairs at Arizona State University. Her organization provides professional development training and consulting to government organizations. She was instrumental in creating the Newly Elected Officials Program in conjunction with the League of Arizona Cities and Towns. She has personally conducted numerous retreats for city councils and senior executives. Prior to joining the university, Peggy held positions in state and local government. Most recently, she was the Assistant Director for Strategic Management in the Arizona Governor's Office of Strategic Planning and Budgeting. There, Peggy assisted state agencies in developing strategic plans and performance measures that emphasized outcomes and results. The initiative she spearheaded received national recognition from the LBJ School of Public Administration at the University of Texas for Managing for Results. Peggy also has extensive experience in community planning and development. She has worked for Coconino County, SouthEastern Arizona Governments Organization and Cochise County. She also had the privilege of being elected to draft Bisbee's City Charter which established the Council/Manager form of government. Peggy later served on the Bisbee City Council. Peggy was designated as the Administrator of the Year in 1995 by the Arizona Administrators Association. She has served on the Boards of several organizations, including the state chapters of the American Society for Public Administration, the American Planning Association, and the Arizona Leadership 2000 Alumni Association. She is currently the university liaison to the Arizona City/County Management Association's Board of Directors. Peggy received an MPA in Public Management/Finance from Arizona State University, where she was honored as her school's Outstanding Graduate. She also holds a BS in Public Planning from Northern Arizona University. Town of Oro Valley r Mayor and Council rI, Town Magistrate •- Town Manager George Dunscomb Chuck Sweet rI . Community Development Director �> Finance Director H.Brent Sinclair David Andrews rr • Human Resources Director • Town Attorney •• Jeff Grant Dan Dudley z• • I / Water Utility Director . Town Engineer Alan Forrest Bill Jansen I Chief of Police Town Clerk Daniel Sharp • Kathi Cuvelier 11/13/02 AGENDA ORO VALLEY TOWN COUNCIL AND STUDY SESSION/RETREAT AUGUST 3, 2002 Desert Springs Ranch House Oracle/Tangerine Oro Valley, Arizona STUDY SESSION/RETREAT--AT OR AFTER 8:30 AM CALL TO ORDER ROLL CALL ORDER OF BUSINESS: A. GENERAL AND ADMINISTRATION ISSUES • REVIEW OF TOWN COUNCIL ANNUAL RETREATS • RETREAT SCHEDULING • ORO VALLEY- BEDROOM COMMUNITY OR NOT • ORO VALLEY- SELF SUFFICIENT OR NOT • HOW IS ORO VALLEY GOING TO PROTECT THE ENVIRONMENT • PROMOTING HIGH-END TECHNOLOGICAL INDUSTRIES • PROMOTING HIGH-END RETAIL • STAFF RECOMMENDATIONS VS. FACTS AND PROS/CONS B. MAYOR & COUNCIL PROCESSES • BOARD/COMMISSION APPOINTMENT PROCESS • SEVEN (7) MEMBER COUNCIL • NOMINATION BY DISTRICT ELECTION AT LARGE 08/03/02 Agenda, Council Study Session/Retreat C. COMMUNITY DEVELOPMENT ISSUES • P&Z WORK PLAN • CUSTOMER SURVEY SATISFACTION RE PLANNING & ZONING AND DEVELOPMENT SERVICES • DEVELOPMENT IMPACTING SCHOOLS D. FINANCE AND BUDGET ISSUES • REVENUE/FRANCHISE FEES/SALES TAX • BUDGET AND BOND COMMITTEE ROLE IN FINANCING ALTERNATIVES FOR TOWN PROJECTS E. PERSONNEL PROCESSES AND ISSUES • DEVELOPMENT SERVICES; CURRENT AND FUTURE MANPOWER • HEALTH BENEFITS/CAFETERIA PLAN • TOWN MANAGER'S GOALS FOR 2003 • FACILITY NEEDS FOR THE FUTURE F. WATER ISSUES • WATER; EFFLUENT STATUS AND MANAGEMENT • WATER; CONTINGENCY PLAN FOR WATER SHORTAGES ADJOURNMENT The Town of Oro Valley complies with the Americans with Disabilities Act (ADA). If any person with a disability needs any type of accommodation, please notify the Oro Valley Town Clerk, at 229-4700. Posted: 7/30/02 4:30 p.m. rg ORO VALLEY TOWN COUNCIL STUDY SESSION/RETREAT AUGUST 3, 2002 Desert Springs Ranch House Oro Valley, Arizona CALL TO ORDER: 8:45 a.m. ROLL CALL: Paul Loomis, Mayor Dick Johnson, Vice Mayor Paula Abbott, Council Member Bart Rochman, Council Member Werner Wolff, Council Member STAFF PRESENT: Chuck Sweet, Town Manager Kathryn Cuvelier, Town Clerk REVIEW OF 2000 TOWN COUNCIL ANNUAL RETREAT Sweet reviewed the Town Manager Chuck topics discussed by the Mayor & Council during their 2000 Annual Council Retreat and the 2001 Council Retreat held with Department Heads. The Town Council and the Town Manager discussed the following topics and developed Plans of Action for those topics listed below: STAFF RECOMMENDATIONS VS. FACTS AND PROS/CONS regarding modifying the staff recommendations presented to Discussion followed g g . the facts of the project and to show both sides of the issue by Council by only listing listing the pros and cons. Plan of Action o Modify Staff Report. o Add pros/cons. o Include Manager Overview. A fifteen minute break was taken from 9:40 a.m. —9:55 a.m. RETREAT SCHEDULING—FALL 2002 1. First Retreat Town Council meets with Town Manager to set direction for next year. with Department Heads to discuss 2. Second Retreat—Town Manager meets p Council direction for next year. 3. Third Retreat Town Council meets with Town Manager & Department Heads. 8/3/02 Oro Valley Town Council 2002 Retreat/Study Session 2 Plan of Action c Review implementationafter final Fall of 2002 Plan of Action 6 months Retreat. OROA VALLEY — BEDROOM COMMUNITY OR NOT? • If maintain Oro Valleyas a bedroom community may have to choose a property tax to pay for town expenses. _ • Existing commercial uses should not be rezoned to residential so opportunities for revenue streams for the town are not depleted. • The impact of the development in Final County will affect Oro Valley services. • Town should be set up for full service to support parks and technological businesses. • Provide jobs and businesses for residents to reduce miles of travel to their places of employment and keep revenue in the Town. ORO VALLEY — SELF-SUFFICIENT OR NOT? • Look closely and re-evaluate the Town's revenue sources. • at Town's fiscal policy, how much is maintained in contingency, operating Look & maintenance costs, and 1 time costs. • Important to make sure that growth in services does not exceed the revenues to those services. Cannot continue to dip into contingency funds. ) pay for• Obtaining fundsp . for development of the Naranja Town site will have to be with a election. Go to the voters to see what they want, or develop in stages as bond . afford to. Need to plan for on-going operational costs of this project. Town can HOW IS ORO VALLEY GOING TO PROTECT THE ENVIRONMENT (BUYING OF OPEN SPACE)? Plan of P Open Action —Adopt O en Space Preservation/Acquisition Plan o Listing of desired properties (January 2003) o Funding sources (construction tax increase) o Implementation of Plan PROMOTING HIGH-END D TECHNOLOGICAL INDUSTRIES AND HIGH-END RETAIL • Partner with businesses. • Promote ourselves with the personal touch. Don't rely on GTEC. • Economic times dictate development. • Once hospital is constructed this will lead to retail and future businesses. BOARD/COMMISSION APPOINTMENT PROCESS Town Manager Chuck Sweet reviewed his recommendations for this process addressing: • Advertising • Application 8/3/02 Oro Valley Town Council 2002 Retreat/Study Session • Interview Committee • Notification • Criteria for Appointment/Reappointment • Terms/Term Limits • Concurrent Office • Attendance • Evaluation Process • Training Plan of Action o Study Session for Board/Commission Process o Council action (January 2003) A ten minute break was taken from 11:15 a.m. to 11:25 a.m. SEVEN (7) MEMBER COUNCIL/NOMINATION ON BY DISTRICT ELECTION AT LARGE • Is it time to reconsider this? • Depends on population. • Visit issue again after annexations. • Revisit districting'strictin issue when population reaches 60,000. P & Z WORK PLAN • Work plan continues to expand. • Work with staff to develop changes to make it work better. Plan of Action o Overhaul Planning & Zoning Workplan. CUSTOMER SURVEY SATISFACTION REGARDING PLANNING & ZONING AND DEVELOPMENT SERVICES • Look at current process that is in place. • Evaluate survey results. • Office of the Mayor survey? p • Must respond immediately to complaints and get to the facts as soon as possible. Plan of Action o Modify Customer Service Feedback System o Inter-department feedback DEVELOPMENT IMPACTING SCHOOLS • Support impact fees for schools? pp � • Assign a council member as Liaison? • Continue to discuss this issue with the League of Cities & Towns and State Legislature. 8/3/02 Oro Valley Town Council 2002 Retreat/Study Session 4 • Work with District, Board & staff. Plan of Action hi School Board. o Appoint Council Member as Liaison to Amp hi TAX/BUDGET AND BOND REVENUE/FRANCHISE FEES/SALES COMMITTEE ROLE IN FINANCING ALTERNATIVES FOR TOWN PROJECTS _ • Is it time to look at ways to increase the Town's revenues such as enacting a utility tax or franchise fees? identify in financing for Naranja Town site to id y • Involve Budget & Bond Committeeal Property Corporation (MPC). of Munici other types of financing instead p Plan of Action o Give Budget & Bond Committee direction to develop revenue plan for Town of Oro Valley prior to FY 03/04 Budget process. CURRENT AND FUTURE MANPOWER DEVELOPMENT SERVICES; • Do Parks and � Librarystill fit under Community Development? • Anticipate ate future needs and address in 03/04 Budget. • Discuss at Cp ouncil/De artment Head Retreat in October. . ) HEALTH BENEFITS/CAFETERIA PLAN Plan of Action stand? o Look at Benefit Plan; where does Town o Include Arizona State Retirement System sooner.perform analysis of Compensation Plan o Hire outside consultant to p (February 2003). A ten minute break was taken at 2:15 p.m. to 2:25 p.m. TOWN MANAGER'S GOALS FOR 2003 The following five items were listed for the Town Manager to focus on for the next year: —resources to get this to golf courses ASAP. 1. Effluent 2. Community Development—improve customer service. 3. Facility needs for the future. 4. Compensation Plan. 5. Open space acquisition. is• comingup, what has been accomplished and job Weekly status reports on what es forjobs—on schedule, ahead of scheduleor status including time schedu] behind schedule. I 8/3/02 Oro Valley Town Council 2002 Retreat/Study Session 5 NEEDS FOR THE FUTURE FACILITY � • Need strategic plan of what facilities are needed in the future. • Town Council's decision towhere town facilities are needed. say • Identify time-line with options. • Take pro-active approach of what town facilities needs are. pp Plan of Action o DevelopFacilities Needs Plan for future pre-annexation Both for and post-annexation WATER; EFFLUENT STATUS AND MANAGEMENT Plan of Action o Monthly PowerPoint presentation every third meeting of reclaimed water project status . CONTINGENCY PLAN FOR WATER SHORTAGESowed byTown • Ability to meet peak water demands should be in policy form appy Council. Plan of Action 002 Water Shortage Policy (November 2002) A ) o Adopt g •.� ADJOURNMENT Mayor Loomis adjourned the Council Retreat/Study Session at 3:45 p.m. Respectfully submitted, C-Q,JA-k-A--- ' w Kathryn E. Cuvelier, CMC Town Clerk r Plan of Action Town Council Retreat - August 3, 2002 ➢ Staff Recommendations vs. Facts and Pros/Cons o Modify Staff recommendations o Add Pros/Cons o Manager overviews ➢ Review of Implementation of 2002 Plan of Action o 6 months after final Fall Retreat • Adopt Open Space Presentation/Acquisition Plan o Listing of desired properties (January 2003) o Funding sources (Construction Tax Increase) o Implementation of Plan ➢ Study Session for Board/Commission Appointment Process o Council action (January 2003) ➢ Overhaul Planning & Zoning Work Plan ➢ Modify Customer Service Feedback System o Inter-department feedback ➢ Appoint Council Member as Liaison to Amphi School Board ➢ Give Budget & Bond Committee direction to develop revenue plan for Town of Oro Valley o Prior to FY 03/04 Budget process ➢ Look at Benefit Plan; where does Town stand? o Include ASRS sooner ➢ Hire outside consultant to perform analysis of Compensation Plan (February 2003) ➢ Develop Facilities Needs Plan for future o Pre- and Post- Annexation ➢ Monthly PowerPoint presentation every third meeting o Reclaimed Water Project status ➢ Adopt Water Shortage Policy (November 2002) TOWN MANAGER/DEPARTMENT HEAD RETREAT AGENDA SEPTEMBER 5T" 2002 8:00 A.M. TO 3:00 P.M. DESERT SPRINGS RANCH HOUSE Call to Order — 8:00 a.m 1. Review of September 4th Regular Town Council Meeting 2. 2002 TOWN COUNCIL PLAN OF ACTION 3. PERFORMANCE MEASUREMENT REPORT— FORMAT 4. TEAM AGREEMENT 5. SOP — Council Communication 6. SOP - Annexation Policy 7. CUSTOMER SURVEY PROCEDURE Adjournment — 3:00 p.m. TEAM AGREEMENTS - below, are intended to be used to help the The guidelines of this Agreement, given team time. Any team member has the right and build and maintain trust over tim �+ rou 's attention when any aspect of the agreement is responsibility to bring it to the g p being violated. Building and Maintaining Team Trust the adopting r Aid in sharing resources/services by position that they belong to the town as a whole, not any one department or program. Strive to communicate in a timely manner to team members, issues or decisions that: • Have impacts on several departments • Have theP otential for conflict or disagreements • Will have the perception of negative consequences ) Issues described above should go to the team's meeting agenda whenever the issue cannot be resolved immediately. Any team member can call a special meetingif he/she believes a topic warrants ➢ p it. ) Disagreements/violations of trust are resolved within the team first. (Support publicly, discuss privately). It is always ok to "re-visit" a decision at team meetings if there are major ➢ questions or concerns. Involve other team membersimpactedby your actions as soon as possible. r All team members rs are responsible to limit story-telling and rumors and ,- encourage direct, respectful confrontation. The team understands that all department heads, excluding Town Magistrate, report directly to the TownManager regardless of the formal appointment procedure. 1 , , 1 1 g. Aief.‘.4 40 qi i./(/4----. ‘\ '-c--'-- , Chuck Swee own Manager Bill Jansen, To ngineer Man.Klement Team Member Management Team Member ( /1T a4:tf(. C.LL4,.0-‘-e- Jeff , rant, Human Resources Director Kathi t uvelier, Town Clerk Mann• rnen# Team Member Management Team Member rTh 1PT .A...,... f ‘,4F ' A..... 4 .... .. 41,..a, ..40 Dan Dudley, own A orn- David Andrews, Finance Director Management Team Me i.er Management Team Member 41,6‘,_ 0. / ____/ 7j:J1-af - 1 , Alan Forrest Water UtilityDirector Brent Sinclair, Community Dev Dir. Management Team Member Management Tea • Member , \ \ , ‘v , rs, lo, ` -' ---`� /scomb, 11l1a istrate har Pohief George D Towng atoll --_-„er.,,.._,-Li\ --k-t------- Danny S p, Management Team F 1ember Management Team Member