HomeMy WebLinkAbout11-19-12 WSCITY OF LAKEVILLE
COUNCIL WORK SESSION MINUTES
November 19, 2012
Mayor Bellows called the meeting to order at 6 p.m. in the Marion Conference Room of
City Hall.
Members Present: Council Members Laurie Rieb, Kerrin Swecker, Matt Little,
Colleen LaBeau, and Mayor Mark Bellows
Staff Present: Steve Mielke, City Administrator; Allyn Kuennen, Associate Planner;
Judi Hawkins, Deputy Clerk
2. Citizen comments
There were no citizen comments.
3. Community Visioning Consultant Process Review
Steve Mielke introduced Craig Rapp, owner and president of Craig Rapp, LLC. Mr.
Rapp has extensive experience in both the public and private sectors. Council is
being asked to consider a proposal by Mr. Rapp to complete the Community Vision
Plan process. If there are no revisions to the proposal, Council will be asked to
consider approval of a contract with Crag Rapp at their regular meeting following the
work session. It is hoped that at the work session Council can discuss their role in the
process and receive answers to any questions they might have.
Mr. Rapp stated that he will lead the project support team and facilitate the Visioning
Task Force. The process will consist of three phases:
1. Leadership /Commitment/Design /Initiation: This phase establishes a commitment
by the Council to authorize a task force to do the necessary work and establishes
a common direction and goals for the project.
2. Community Outreach /Feedback/SWOT. This phase includes collection of
information from four different channels across the community, identification of
current conditions and desired future, and analysis of strengths, weaknesses,
opportunities and threats (SWOT), for the purpose of identifying the objective of
the project and the internal and external factors that are favorable and unfavorable
to achieve that objective.
3. SWOT /Analysis/Vision Plan Development: The Task Force will assimilate all of
the data collected to create and recommend a Community Vision Plan for Council
consideration.
In the first phase Council will determine the makeup of a Visioning Task Force and its
recruitment and selection process. Council was asked to prepare a list of prospective
task force members by first determining what criteria would be desirable. Council
members will each begin formulating lists of possible candidates.
City Council Work Session Minutes: November 19, 2012 Page 2
In the first phase staff will work with the project team on a "Then and Now" process to
indicate what has changed in the past 25 years and consider factors that will influence
what the community would look like in another 25 years. Mr. Rapp outlined the
proposed timeline and meeting schedule for the Visioning Task Force, beginning in
mid - February.
Community outreach will be accomplished through a community survey which will use
the National Citizen Survey (NCS). This survey contains routine questions but allows
for custom questions also. Council members expressed an interest in having some
input on the questions to be asked. Further community outreach will be done through
focus groups, educational sessions and town hall forums. Limited social media,
including the City's Facebook page, is also suggested in order to reach the segment of
the population who use that most often for communication.
Council Member Little asked if survey results could be skewed with an imbalance in
the survey age range. Mr. Rapp stated that he could investigate other options for
surveys but believes in the reliability of the mailed survey as called for in the contract.
Mielke added that the information gathering would be from several sources in order to
obtain the greatest sampling of the community.
Rapp stated that in the first and second meetings the task force will be learning about
the visioning process. The third and fourth meetings will begin the work of analyzing
the information that has been gathered to identify common values, backgrounds,
interests, and goals of the community.
Swecker stated that establishment of a task force is critical to the process. Council
Member Elect Anderson believes the task force would be most productive if it is not
impeded by Council's involvement. He suggests the Council step back and allow the
task force to function with some planned status updates.
Council members should also consider their involvement as members of the task
force. Rapp suggested three options for Council to consider when defining their role:
1) an advisory task force with no Council representation; 2) an advisory committee
with Council representation; and 3) an advisory committee with an ex- officio
member(s) of the Council who would act as a liaison. Little suggested strategic
"touch- points" so that Council sends a message of support to the task force.
Council will prepare a list of possible groups or sectors of the community that would be
appropriate for task force representation. Council indicated a desire to appoint some
task force members who have not previously been active on committees or task forces
in order to hopefully receive fresh perspective and ideas. Rapp suggested that some
members of the groups might overlap and provide dual representation. Social media
can be helpful in recruiting task force members.
City Council Work Session Minutes: November 19, 2012
Page 3
At the next planning meeting Council will each identify potential task force members
and present their lists of candidates to other Council members for further discussion.
4. Adjourn
Meeting adjourned at 6:55 p.m.
Respectfully submitted,
Judi awkins, Deputy City Clerk
Mark Bellows, Mayor