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HomeMy WebLinkAboutItem 7 City of Lakeville Administration Memorandum To: Mayor and City Council From: Justin Miller, City Administrator Allyn G. Kuennen, Assistant City Administrator Date: January 13, 2018 Subject: Envision Lakeville Five Year Update. In 2012, the City initiated the process to develop a long-term vision for the community. The purpose of the visioning process was to help community leaders, residents and business owners establish an informed, reasoned and cohesive picture of what the community wants to be in the future. The City Council hired Craig Rapp to facilitate the visioning process, which included the development of a 14-member taskforce, seven community focus groups, four town hall forums, two educational sessions and a statistically valid community wide survey completed by the National Research Center. With extensive input from the community and with the help of the taskforce, the Envision Lakeville report was completed in 2013. The plan sets forth a 25-year vision for the future of Lakeville by outlining a set of community values and strategic priorities, while providing a list of key initiatives and an action plan to make the vision a reality. Over the past five years, the City has consistently used the Envision Lakeville report to help guide budgeting decisions, prioritize projects and consider future capital investments. However, with the pace of development throughout the community and with continuous changes in technology, demographics, the workforce, and housing and recreational needs, etc., it is important to verify the Envision Lakeville report still reflects the long-term goals and vision of the community. To this end, staff contacted Craig Rapp to develop a proposal to facilitate a five-year update to the Envision Lakeville report. Mr. Rapp’s proposal includes initial meetings with the City Council and leadership team, review of the current report and accomplishments, reconvening the Envision Lakeville Taskforce, and holding four focus groups and/or a public forum to verify the community’s expectations and priorities. The five year Envision Lakeville update would also include a new city- wide statistically valid community wide survey completed again by the National Research Center. The survey would include a random, scientific sample of 1,600 households (each household is contacted three times via mail), 3 - 4 custom survey questions and a “Trends Over Time Report”, comparing 2018 to the 2013 survey data. The fee for Mr. Rapp to facilitate and prepare the update would be $13,559 – $18,900 depending upon the scope and options chosen. The cost for the National Research Center to complete the survey is $14,985. See attached proposals from Mr. Rapp and the National Research Center. If you have any questions before the retreat, please contact us. 40 East Chicago Avenue #340, Chicago, IL 60611 800-550-0692 • www.craigrapp.com January 8, 2018 Justin Miller City Administrator City of Lakeville 20195 Holyoke Ave Lakeville, MN 55044 RE: Proposal to update Envision Lakeville Dear Justin, Based upon your interest in updating Envision Lakeville—the City’s long-term vision plan, I am pleased to provide the attached proposal. The proposal addresses the issues we discussed including: revisiting core vision elements, the impact of implementation progress, and the City’s plan to conduct a new community survey this year. Due to my previous work assisting the community with Envision Lakeville, I have a significant interest in this project, and I am excited at the possibility of helping the City continue its effort. I will manage and lead the project, but should the project evolve to require additional assistance, I will provide additional qualified expertise to ensure success. Thank you for this opportunity to assist the City of Lakeville. Craig R. Rapp President Proposal The following describes the process that will be used for the update of Lakeville’s Community Vision—Envision Lakeville. It is our understanding that the City seeks to refresh the original effort now that five years has passed, implementation efforts have occurred, and a new community survey is proposed. This project is designed to address three components necessary to update the vision: • Review/revisit Envision Lakeville concepts • Assess the current environment • Update Envision Lakeville—as needed based upon review and assessment The work will commence with the following questions in mind: 1. Are the Vision Statement, Community Values and Priorities still valid? In general, the Vision and Values tend not to change over short periods, but they will be examined. 2. If change is necessary, how should that be addressed? What are the gaps? 3. How have implementation efforts over the past five years affected the vision plan? Have any priorities changed as a result? What new issues have arisen? 4. What are the measures that should be taken to address the current situation? Project Approach I. Project overview with senior leadership group. The first step in the process will be a project meeting with the City’s senior leadership group to confirm desired outcomes, review the implementation progress, and determine how, or if, to reengage the Envision Lakeville Committee for this project. This meeting will also be used to determine the schedule, and finalize communications and mobilization. a. Prepare for and meet with senior leadership group. II. Review of documents and accomplishments. A review of relevant documents from the City and any/all partners that have contributed to implementation of the Envision Lakeville plan. This will include any recent strategic plans or similar documents from community partners such as the school districts. a. Review and analysis of background materials. b. Clarifying discussions with key staff. III. Review session with City Council. Based upon the background review, a worksession with the City Council will be held to confirm the project approach, and establish a process for updating the plan and discuss desired outcome(s). The Council will also determine the makeup of the committee responsible for the effort. a. Conduct review b. Prepare presentation c. Facilitate discussion d. Implement Council direction IV. Meeting #1 - Envision Lakeville committee. An initial meeting with the committee responsible for the update will take place to establish expectations and the committee’s work plan. The committee may be the same group as the original—to be determined by the City Council. The group’s charge will be: (1) revisit vision, values and priorities; (2) review progress on initiatives; (3) weigh community input—including strategic plans from community organizations; (4) develop/refine initiatives, and other relevant plan components a. Synthesis of documents, reports from City, others b. Develop/coordinate presentation c. Facilitate discussion-make initial decisions d. Finalize calendar, scope of work V. Community engagement. To verify community expectations and priorities, four focus groups will be conducted. The focus groups will be held with key stakeholder groups to explore community issues and discuss/validate the vision and their preferences. **Depending upon the City’s needs and desire for input, the following could also be employed as additional (or primary) community engagement efforts: • Community Forum—A facilitated community discussion. Participation is open to the entire community and or by invitation to segmented groups-- determined by the City. This method could include the use of “audience participation technology”, which employs remote keypads that participants use to vote on questions presented at the session. • Online Survey—Administered by either consultant or City. This would offer a low-cost (but not statistically valid) opportunity to engage the community—on specific issues beyond the limits of the community survey. Alternatively, this could be used to target a specific group(s) such as advisory boards or community leaders. a. Collaborate with City to establish groups and approach b. Develop questions c. Facilitate focus groups/engagement d. Prepare summary report VI. Envision Lakeville Committee meeting #2. A summary analysis, synthesizing all of the project elements will be presented, including: (1) Implementation progress; (2) community input (survey, focus groups); (3) current environment—issues/challenges; and (4) Vision, Values statements. This will provide the group with the information necessary to update the plan. This will be the first of two meetings dedicated to developing an updated plan. a. Draft summary analysis b. Transmit to City for review c. Set meeting agenda d. Facilitate meeting e. Summarize work VII. Envision Lakeville Committee meeting #3. A continuation of the work begun at meeting #2— the group will finalize a draft report for City Council consideration. a. Submit summary of previous meeting b. Set meeting agenda c. Facilitate meeting d. Prepare draft report VIII. Present Draft Report A draft report will be presented to the City summarizing the committee’s work. a. Consolidate input and analyses b. Incorporate all comments and work of committee c. Present summary report . Proposed Fee The fee for the proposed project is $13,550.00-18,900, depending upon the scope and options chosen. This is exclusive of travel-billed at cost and estimated to be $800.00-$1,200.00, depending upon scope. Upon approval of this proposal and execution of a contract, payment shall be made to the consultant in the following manner- upon receipt of an invoice: 1/3 of total upon contract approval 1/3 of total upon completion of community engagement activities 1/3 of total upon delivery of summary report For Craig Rapp, LLC For the City of Lakeville January 8, 2018 date: _______________________________ Craig R. Rapp Its President ________________________________ Consultant Qualifications Craig Rapp, President, Craig Rapp LLC Craig Rapp will serve as the principal in charge for this project. Craig provides strategic advisory services to local governments in the areas of: strategic planning, organizational improvement, and leadership development. His background includes over 35 years’ experience as a senior executive in both the public and private sectors. He was the Director of Consulting for the International City- County Management Association, City Manager in three Minnesota cities, Director of Community Development for the Metropolitan Council, and managing principal of two privately held companies. Craig was the consultant for the City of Lakeville on the original Envision Lakeville project.