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HomeMy WebLinkAboutPackets - Council Packets (1404) AGENDA ORO VALLEY TOWN COUNCIL AND DEPARTMENT HEAD STUDY SESSION/RETREAT LaTierra Linda Guest Ranch Resort 7501 N. Wade Road Tucson, Arizona MARCH 3, 2001 STUDY SESSION/RETREAT - AT OR AFTER 8:30 A.M. — NOON CALL TO ORDER ROLL CALL 1. Review of Previous Retreat Topics and Direction —August 5th 2000 2. Oro Valley Strategic Plan - Discussion 3. Town Council Policy No. 8 — Council Liaison to Boards and Commissions 4. Open Space Identification/Acquisition 5. Deputy Town Manager Position (for 2001/02) 6. Role of Mayor/Leadership 7. Oro Valley Processes: a. Economic Analysis relating to Town Council Actions b. Town Council Salary/Adjustment annually (COLA) c. Electronic Packets d. Four year budget required by Town Code e. Field Tours prior to Town Council Meetings 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 Kathryn Cuvelier, Town Clerk, at 229-4700. POSTED: 2/23/01 4:30 p.m. lh TOWN OF ORO VALLEY Town Council Retreat COUNCIL COMMUNICATION MEETING DATE: March 3, 2001 TO: HONORABLE MAYOR & COUNCIL FROM: Kathryn Cuvelier, Town Clerk SUBJECT: Town Council 2000 Annual Retreat—August 5, 2000 SUMMARY: Attached is a copy of the 2000 Annual Retreat Report dated August 5, 2000. Since that time, a study session was held on January 8th to address the Agenda production deadlines for Council meetings. ATTACHMENTS: 1. 2000 Annual Retreat Report. Tow. Clerk drii_ Town Manaer • ORO VALLEY TOWN COLZNCIL 2000 ANNUAL RETREAT August 5, 2000 [\\_LE Ate,/ .16)wit it UND E0 Sheraton El Conquistador Resort Palo Verde #1 & #2 Room 10,000 N. Oracle Road Oro Valley, Arizona • Retreat Facilitator: Peggy Fiandaca, Partners for Strategic Action, Inc. Present: Paul Loomis, Mayor Francis LaSala, Vice Mayor Richard Johnson, Council Member Bart Rochman, Council Member Werner Wolff, Council Member • Staff Present: Kathryn Cuvelier, Town Clerk Alan Forrest, Water Utility Director Bill Jansen, Town Engineer Brent Sinclair, Community Development Director Chuck Sweet, Town Manager 8/5/00 Oro Valley Town Council 2000 Annual Retreat 2 VISION FOR ORO VALLEY Short Term Goals: • Finish up "catch up" with infrastructure improvements. • Establish a process/procedures on how the Town does business. - Need some real creative thinking - Heavy on "customer service" • Improve Communication - Continually educate citizens on what the Town is doing. - Need to bridge the "subdivisions" or neighborhoods. - Need to educate people beyond their own special interest. - Tell them the truth. • Commercial development should be done tastefully. • Infrastructure should be in place before development. • Recognize that government is a "service business." - Run the Town efficiently so people want to do business with us. • Bridge between what is/was vs. what it will be. Before After Recreation Area/View of the natural Along Oracle Road/major environment commercial corridor Small community of 3,000 people 30,000 people today/25 sq. miles 111 • How do we integrate the Homeowner Associations and the Town? • Expand our visibility. Long Term Goals: • Continue to maintain Oro Valley standards and atmosphere. - Retain "small town" atmosphere. - Person to person/personal service. - Pride (both natural aesthetic & high standards of development). - Be good stewards. • Community of parks and quality of life facilities & activities that lead "people to people" activities. • Build facilities to enhance those activities to bond with people in our community. • Grow our commercial base. Customer Service: • Streamlined and efficient. • Accurate • Personal interest in what the person is asking for. • • Friendly. 8/5/00 Oro Valley Town Council 2000 Annual Retreat 3 • Interpretations—consistency and within standards. 0 • Feel empathy to understand the person's concerns. • We are the ambassadors of Oro Valley • Deal with the issues early on. - Understand, focus on the real issue. • Tasks vs. Measurements - Instead of evaluating if the tasks are being achieved, measure where we want to go, e.g., How do we impact business with projects? Design issues, etc. Who is our customer? • Every citizen. • Developers. • Other Agencies. • Internal departments. • Everyone we deal with is a customer. • Continue to have the customer in mind while still achieving our goal, addressing needs of the customer, and having them leave with a good impression. How do we measure customer service? • Evaluation /Survey— "Tools" 10 • Respond to comments/suggestions. • Continual encouragement of feedback. • Follow-up on processes. - Who does it? - How is it done? - Departments set goals and report regularly on how they are doing. - Set performance measures. Responsibility Council set direction Council/Town Manager set goals Department goals are set Performance Indicators Process to evaluate/develop Evaluate Staff Comments: Town Engineer - • Working on departmental goals. • Roads— 5 year Strategic Master Plan. 0 • Infrastructure Action Plan being developed. 8/5/00 Oro Valley Town Council 2000 Annual Retreat 4 • Looking at transit —much broader perspective on opportunities to bring to Town Council to determine which direction we want to go. • Stormwater Utility and Townwide Drainage Plan is being worked on. • Annual CIP process—we are working on bringing forward —correlates with the 5 year TIP. • Response — consider the audience when providing the information. Community Development Director— • P & Z/Council approves work program annually. • Developing standards for the development process. • Working to "define" the development process. • Established Development Review Committee. Committee will set goals over new few weeks— from there we will establish standards. (e.g. custom home-time to get through the process). Water Utility Director— • Will need assistance in quantifying the customer end issue. Town Clerk— • Issue—getting appropriate technology to assist with efficiency. • Customer service training? Annexation: • General Plan outlines area of influence and planning area. • Identify desired land use. • The existing annexation policy has evolved 3 times. • Last Retreat— Council felt the policy was still relative. - Pre-annexation agreement allowed, but must be a good reason and considered on a case by case basis. - Fiscal analysis/economically viable. Should we annex additional areas? • The goal to square off borders is a good goal. • If property owners want, will consider annexation. • Annexation should not interfere with any incorporation effort. • State land to the north is the only area that is advantageous. • If Casas Adobes incorporation fails, do we as a region (i.e., Marana, Tucson, Oro Valley) determine what is appropriate? • We need to have in place where we want to go (e.g. Magee/Oracle?) - Need a plan on what we want to do. - Understand the property owners goals. 8/5/00 Oro Valley Town Council 2000 Annual Retreat 5 Consensus Points for annexation: • C asas Adobes—do nothinguntil after the outcome of the election for incorporation is determined. • Hold regional discussion. • Current annexation policy is good (don't want to be tied to pre-annexation agreements unless good reason). • General Plan should re-examine our planning boundary. COUNCIL ACTIVITY WITHIN THIS FORM OF GOVERNMENT • Manager runs day to day operations. • Council sets policies. Expectations of Council Members: • Set policy —provide it through Town Manager. • Work through Town Manager. • Must be careful of providing our opinions/thoughts when we talk to employees. • Do not tell employees what to do. • Careful in asking for information also. Expectations of Town Manager: • Implement policy through day to day operations of the town. Town Council Operations: 410 • What is the Issue? - Agenda/Agenda Management. - Procedure for Agenda Development. - Electronic Communications. - Council Communications. Discussion: • Agenda/Agenda Management has improved. • Council packets out 2 weeks prior to a meeting. - Additional items are distributed close to the meeting date. - Short Time-frame might have necessitated addendums. - Need to find appropriate length of time that would ensure a complete package. - Public needs the time to review the package also. Develop Agenda Process: • Monday prior to Friday. - Agenda Committee meets. - If theP ackets are not complete or additions are made, the item would be continued. Consensus points for the Agenda process: • Council wants complete packages one week prior to meeting. • If not complete, postpone item to the meeting one month ahead. • Keep current timeframe in place to receive information from developers/departments. • Examine the alignment of P & Z, DRB, etc. meeting timeframes. 8/5/00 Oro Valley Town Council 2000 Annual Retreat 6 • Agenda is fixed on the Friday. one week prior to the meeting. Ensure that: - Adequate review time - Public review time is adequate. - Limit the amount of last minute items. - Ability of staff to produce a complete packet. - Look at ways to distribute the information. Hold a study session to specifically discuss this issue and the issue of electronic packets. Infrastructure Plans What is the issue? - Where do we stand on solid waste? - What is our strategy on alternative water resources? Discussion: • Opportunity identified in the report. • Establish standard for Oro Valley • Need to continue to pursue the direction given when the report was accepted. (e.g. tipping fees, franchising). Alternative Water Resources: • Sub-committee is coming up with their recommendations. • Commission will be coming to Town Council soon. • • Will have enough information soon to make some decisions ("and get beyond just study"). • Public should begin to get information on this. It is a high priority in the community. Development Review Process: Perception that certain developers are treated differently. - Issue between developers and Council - Process has been an issue. Goal: • Improve the dialog between the development community and Town. • Everyone should be treated equally. • Each project should be examined individually; on its own merits. • Improve communications to understand the direction of large developers and the town. • How can we work together to make future projects to meet mutual goals. The Mayor and Council agreed to set an additional Retreat in 6 months. Respectfully submitted, ketqA, Kathryn E. Cuvelier, CMC Town Clerk TOWN OF ORO VALLEY 3* COUNCIL COMMUNICATION MEETING DATE: March 3, 2001 TO: HONORABLE MAYOR & TOWN COUNCIL FROM: Chuck Sweet, Town Manager SUBJ: Town Council Policy #8, Council Liaison to Boards & Commissions SUMMARY: Attached is a copy of Town Council #8 - Council Liaison to Boards & Commissions. This item is being requested by Council Member Johnson to be discussed at the Town Council Retreat. ATTACHMENTS: 1) Town Council Policy #8 jf, Town Mana•er . Policy No. 8 TOWN COUNCIL POLICY Date Of Adoption Date of Revision TITLE: COUNCIL LIAISON TO BOARDS AND COMMISSIONS Page 1 of 2 I. Purpose and Need for Policy The purpose of this policy is to define the position of Council Liaison to Boards and Commissions. The position of Council Liaison was created in order to allow council members the opportunity to bring Council adopted policies to a particular board or commission, and keep the Town Council informed as to the actions of that advisory group. II. Policy It is the policy of the Town Council to establish or improve the lines of communication between Boards and Committees and the Town Council. 0 Therefore, it shall be the policy of the Town Council to assign amongst themselves liaisons to the various Council appointed Boards and Committees. The Liaison will attend the meetings of the Board or Committee for which he has been assigned and represent the Council as a whole. The Liaison will then inform the Mayor and Town Council members of discussions or events which occurred at said meetings. Communication may be in the form of Council Reports (at regular meetings), written memorandum or e-mail. It is the intent of this Policy that when so requested, the Council Liaison provide Board and Committee members with the goals and objectives of the Council as a whole. It should also be noted that when requested, the Liaison provide the Council with the opinions and objectives of the Board or Committee members. It should be clear that the Council Liaison shall not be a voting member of the Board or Committee for which he is assigned and shall not to use this position to either direct or influence members of the respective Board or Committee at any time. III. Procedure to Accomplish Policy The Council Liaison will attend all meetings of the Advisory Boards or Committees to which he has been appointed. Following the meeting, the Liaison shall prepare a summarization of the events which occurred and inform the Mayor and Town Council of same. If the Council Liaison is unavailable to attend said meeting, he shall make contact with the Chair or Staff Support for that Board or Commission to obtain the necessary 1110 information. IV. Responsibility to Accomplish Policy It is the responsibility of the appointed Council Liaison to a Board or Committee to accomplish this policy. APPROVED BY THE TOWN COUNCIL: Mayor DATE: �� � - 00