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MURRIETA GOAL SETTING MINUTES JULY 28, 2006
26442 BECKMAN COURT, MURRIETA, CA 11:00 AM SPECIAL MEETING
Mayor Kelly Seyarto called the special meeting to order at 11:05 a.m. Present were: Gibbs, Enochs, McAllister, Ostling and Seyarto. Absent: None.
DISCUSSION OF ITEMS SET FORTH IN GOAL SETTING WORKSHOP
City Manager Lori Moss welcomed everyone to the Goal Setting workshop. She discussed the upcoming Town Hall Meeting on August 22 at Rancho Springs where moderators will sit at tables requesting input from the community on the goals.
Mayor Seyarto asked for questions or comments concerning the 2005 goals. There being none, the workshop began.
BUILDING AND SAFETY
Allen Brock, Building and Safety Manager, provided staff's goals.
Enhance Infrastructure
· Remodel existing City Hall to meet the needs of the building department
Promote both Informational and Educational Dialog
· Celebrate International Building and Safety Week
· Provide resident and contractor training
Develop and Promote a Variety of Local Job Opportunities
· Initiate volunteer inspection program
Provide Excellent Customer Service
· Improve department informational material
· Continue to improve customer service
Council member Gibbs asked how many people would be relocating to the remodeled City Hall upon completion and would like to assure that the timing of the remodel is coordinated with the completion of the new City Hall.
Council member McAllister asked staff about uniform standards and the agencies they are cooperating with on this goal. He would like to assure that the City does not compromise its standards.
ENGINEERING
James Kinley, Public Works Director, provided staff's goals.
Enhance Infrastructure
· Develop and construct Capital Improvement Program projects
· Complete DIF analysis
Enhance the Livability of the Community
· Improve the traffic flow in neighborhoods
· Improve bike lanes
· Keep infrastructure in good shape
Develop and Promote a Variety of Local Job Opportunities
· Improve access to commercial areas
· Use local vendors for supplies and services
Provide Excellent Customer Service
· Develop and provide information to customers
· Continue to improve customer service
Council member Enochs asked what staff is doing to improve the communication process for impacts of projects on affected businesses, and asked when DIF would be coming before Council.
Mayor Seyarto asked staff to make sure there were no loopholes in the DIF.
Council member Gibbs said that feedback to our local businesses was very important and requested Simone McFarland be involved when there are impacts of projects on local businesses. He applauded staff for the Neighborhood Traffic Management Program; asked to make sure that lights are synced in areas that can use it; and said he would be interested to see the turnaround time for Emergency Nuisance Repairs.
Council member McAllister requested staff's input on the effectiveness of roundabouts as a traffic calming measure.
PLANNING
Jack McGee, Planning Director, provided staff's goals.
Enhance Infrastructure
· Improve the streetscape appearance of the community
Promote both Informational and Educational Dialog
· Foster understanding of the department role and process
· Analyze residential growth rate regularly
Enhance the Livability of the Community
· Provide enhanced community/neighborhood identity by focusing on long-range plans and necessary amendments
Develop and Promote a Variety of Local Job Opportunities
· Support job-opportunity development
· Ready land for development opportunities
Provide Excellent Customer Service
· Continue to improve customer service
Mr. McGee stated he had received many questions about an update of the Historic Downtown Specific Plan and advised staff is working towards that end.
Council member Gibbs requested that the Historic Downtown and Los Alamos Specific Plans be tightened up and brought up to community standards.
LIBRARY
Loretta McKinney, Director of Library Services, provided staff's goals.
Enhance Infrastructure
· Increase facilities
Promote both Informational and Educational Dialog
· Enhance community's needs for informational and educational programs
· Provide City-related information to the community
· Provide new Library instruction and tours for all ages and groups
Enhance the Livability of the Community
· Reduce the language literacy gap
· Improve the inter-library loan procedures
· Create a professional collection for the Heritage Room
Develop and Promote a Variety of Local Job Opportunities
· Enhance volunteer program
· Workplace literacy programs
· Encourage local small business growth and success
Provide Excellent Customer Service
Encourage customer comments and suggestions
· Utilize state-of-the-art technology
· Increase library operating hours
· Continue to improve customer service
Council member McAllister said that the community was looking forward to having the new library. He requested further explanation of how the inter-library loan process worked and wished to assure negative books would not be available.
Council member Gibbs asked that staff work with the Chamber to develop business resources. He also advised staff of the fact that Mars will be as close to the earth as it's ever been and this could be an exciting event for the library to promote to children.
Mayor Seyarto questioned staff concerning their need for a second facility and requested a long-term timeline for that goal.
HUMAN RESOURCES AND RISK MANAGEMENT
Deputy City Manager Chris Paxton provided staff's goals.
Promote both Informational and Educational Dialog
· Provide web site content management
Develop and Promote a Variety of Local Job Opportunities
· Create student internship program
Provide Excellent Customer Service
· Improve communications between City departments
· Continue to improve customer service
· Promote “At your Service”
· Expand and grow the Gem Life Professional Growth module
Council member Gibbs said that the emphasis on training was great and it would be interesting to see how staff devised a plan for cross-training. He said that opportunities for employees benefit everyone in the community and wanted to make sure that at a future date staff could provide a clear growth path so anyone wishing to move forward in their career has an understanding of what it takes in terms of experience and education.
Action: By consensus, a break was taken from 12:00 p.m. to 12:25 p.m.
FIRE
Fire Chief Paul Christman provided staff's goals.
Enhance Infrastructure
· Increase facilities
Promote both Informational and Educational Dialog
· Promote community-oriented fire safety
Enhance the Livability of the Community
· Promote and provide a safe community
Develop and Promote a Variety of Local Job Opportunities
· Provide career paths to the fire service
Provide Excellent Customer Service
· Cultivate customers first/internal and external
· Continue to improve customer service
Council member Gibbs asked for the timing of the completion of Fire Station #5 as it relates to the completion of The Vineyards.
Council member McAllister asked if the City could adopt an ordinance similar to the weed abatement ordinance where the City can require some level of maintenance in areas where emergency access is difficult and efforts are slowed down by inaccessibility.
Mayor Seyarto said that sometimes homeowners choose to live in locations that preclude agencies from being able to deliver a standard of service and the difficulty this creates for emergency response. Additionally, Mayor Seyarto asked why the City's EOC facility was potentially being moved to Fire Station 1.
Council member Ostling said an EOC facility should be secure and accessible.
POLICE
Police Chief Mark Wright provided staff's goals.
Enhance Infrastructure
· Increase facilities
Promote both Informational and Educational Dialog
· Improve traffic safety
· Educate community on public safety issues
· Maintain proactive crime prevention
Enhance the Livability of the Community
· Eliminate public nuisance quality of life issues
Develop and Promote a Variety of Local Job Opportunities
· Keep community safe
· Provide sworn police staffing at a minimum of one officer per 1,000 residents
Provide Excellent Customer Service
· Provide a quality response to every call for service
· Answer all 911 calls within 7 seconds
· Continue to improve customer service
Council member McAllister asked how the community notified the department of graffiti. Staff advised that the City has a graffiti hotline and if the graffiti is an active crime, to call 911.
Council member Ostling asked that consideration be made regarding placing an EOC under the new City Hall and building a tunnel that connected City Hall to the Police Department. He said that it would be a lot cheaper to build it now rather than having to modify another location. He said that increasing the number of dispatchers was an important item and should be considered as important as increasing the sworn officers to their quota of 1 per 1,000 citizens.
Council member Gibbs suggested providing a card to the community that would list all critical numbers. He would like to make sure that funding is available for the Phase 2 expansion of the police facility in the next budget. He asked for the projection of sworn officers within five years; if there were emergency radio communications between the Police and the Border Patrol; and if Code Enforcement would continue to fall under Police.
ADMINISTRATION
City Manager Lori Moss provided staff's goals.
Enhance Infrastructure
· Increase facilities
Promote both Informational and Educational Dialog
· Educate community
· Provide city-related information to the community
· Develop web content management system
· Be legislatively active
Enhance the Livability of the Community
· Increase sales tax revenue
· Encourage development of high-end residential
Develop and Promote a Variety of Local Job Opportunities
· Recruit office, industrial and high-end retail businesses to Murrieta
· Continue Town Square build out
· Retain and assist local business with expansion
· Participate with Planning Department on scheduled plan amendments
· Begin tourism emphasis
Provide Excellent Customer Service
· Make city hall approachable and a friendly-face for Murrieta citizens and businesses
· Continue to improve customer service
· Improve internal communication with City Council and immediate employees
Ms. Moss commended Simone McFarland, Communications Manager, for her completion of the Communication Plan and discussed her “on hold” phone message where residents can hear about community events while they are holding on the City phone line.
Ms. McFarland provided a report on the City's Communication Plan describing the current methods of communication and goals for an improved process in the future. The plan addresses:
Target Audience
· Primary target audiences
· Secondary target audiences
Guiding Principals
· Be proactive rather than reactive
· Perception is reality
· We must tell our own story
· Collaboration for community problem solving
· Two-way communication is a priority
· A communication program built on strong themes
· Communication is everyone's job
Current Communication Methods
· City website
· CityScene newsletter
· EScene Newsletter
· Press releases
· Live, televised City Council meetings
· Articles in magazines and newsletters
· Other city publications
· Town Hall meetings
· Special events
· Ads and public service announcements through radio print and television
· School District flyers
· Speaker's bureau
· Auto Center electric sign
· City Channel Scrolling Bulletin Board
· Traffic and infrastructure improvement signage
· Internal communication – training and staff meetings
· Verizon
Action Plan
· Continue to enhance the look and feel of the website while increasing usage of the site by keeping it user-friendly
· Mail six CityScene newsletters in 2006 and four in 2007
· Produce four EScene e-newsletters in 2007
· Increase the number of press releases to an average of six a month
· Pursue printed stories in additional publications including neighborhood newsletters
· Hold at least three Town Hall Meetings each year
· Understand the public's opinion on important issues and services by providing additional avenues for two-way communication
· Increase usage of the Auto Center Electronic Sign as a method for sharing messages about events and other items of interest
· Take advantage of the City's hold messaging phone system
· Investigate the cost of hanging banners at key intersections within the City to promote events and goodwill within Murrieta
· Investigate the costs and feasibility of developing a City intranet system that would improve internal communication with employees
· Direct mail postcards to residents with special interest concerns or happenings in their immediate area
· Provide a venue for distributing marketing materials along with applications and agency information in the new City Hall reception area
· Make City Hall approachable and a friendly face for Murrieta citizens
· Begin using the Time-Warner's City Channel Scrolling Bulletin Board
· Work with the Murrieta Chamber of Commerce to develop and implement a Shop Murrieta program
· Implement a customer service “Tell Us How We're Doing” card program to encourage two-way communication between residential and business customers who visit City facilities
· Provide a periodic informal survey that would provide feedback regarding a specific topic
· Ensure that Murrieta is completely prepared for crises and emergencies and that during these incidents the City is prepared to provide warnings, directions, and constant updates to the public
· Train staff on strategic media relations
· Coordinate communication efforts with other City departments and volunteers by encouraging cross-marking of events and promotions
· Facilitator training for staff on consensus building
· Continually update VIP invite list and follow-up with phone calls for all City events
Council member Gibbs said he felt the meeting format for the first Town Hall meeting was the appropriate format and that next year, he would prefer to see the Town Hall meetings separate from the State of the City meeting. He would also like to be sure that when VIPs are invited to City events that the Council member with the best rapport with that VIP makes a follow-up phone call.
Council member McAllister suggested there be a Protocol Officer on staff.
FINANCE
Teri Ferro, Deputy City Manager, provided staff's goals.
Enhance Infrastructure
· Prepare disaster planning – short term
Promote both Informational and Educational Dialog
· Simplify financial reporting
· Provide financial training to City staff
· Implement GASB 45
Develop and Promote a Variety of Local Job Opportunities
· Enhance business license process
Provide Excellent Customer Service
· Enhance developer accounting system
· Continue to improve customer service
Council member Gibbs asked if the City was starting to set aside money for pensions and medical care liabilities under GASB 45. He also asked if the financial training would be understandable to non-financial people.
Council member Enochs would like the reserves raised to 35%.
CITY CLERK
Mitzi Ortiz, Deputy City Clerk, provided staff's goals.
Enhance Infrastructure
· Develop and maximize city-wide records room at new City Hall
Promote both Informational and Educational Dialog
· Expand voter outreach
· Review of Code of Ethics Process
Provide Excellent Customer Service
· Continue to improve customer service
· Process documents approved by City Council
Council member McAllister gave kudos to City Clerk staff for being able to process documents in a timely manner due to their lack of space.
Council member Gibbs asked that the review of the Code of Ethics process be expedited.
INFORMATION SYSTEMS
Teri Ferro, Deputy City Manager, provided staff's goals.
Enhance Infrastructure
· Implement Strategic Plan for IS/GIS
· Prepare for new technologies (WiFi, new services)
· Establish City intranet
· Coordinate data warehouse
· Create application/web system standards/testing
Promote both Informational and Educational Dialog
· Enhance IT training and skills development
· Implement electronic forms and workflow pilot
Enhance the Livability of the Community
· Analyze the potential users for e-services
Provide Excellent Customer Service
· Strengthen staffing and skills
· Continue to improve customer service
Council member Gibbs asked if an internal audit of computer security had been performed, if employee's social security numbers appeared in databases on City computers, and would like staff to consider employee identification numbers instead of social security numbers.
COMMUNITY SERVICES
Jim Holston, Deputy City Manager, provided staff's goals.
Enhance Infrastructure
· Increase facilities
· Enhance open space
Promote both Informational and Educational Dialog
· Improve public information
Enhance the Livability of the Community
· Promote more transit access
· Prepare a needs assessment of fields, trails and parks
· Expand current recreation classes
· Enhance and expand special events
· Maintain public landscaped areas
· Encourage Youth League tournaments
· Market facilities for private rental
Develop and Promote a Variety of Local Job Opportunities
· Develop new facilities and programs
Provide Excellent Customer Service
· Develop web content management
· Consider public requests establishing standards
· Continue to improve customer service
Council member McAllister suggested partnering with RTA to apply for federal government grants to improve the City's bus shelters.
Council member Gibbs asked staff if the City was adequately serving the senior and handicap communities and would like to increase the level of dial-a-ride services. He is pleased to see the Teen Center on the goals and asked the difference between a performing arts facility and performing arts center. He would also like to see a goal to develop culture.
Council member McAllister suggested developing the theater foundation on a regional basis in order to compliment each city's approach.
Council member Gibbs said on the equestrian center, item #96, Phase II of Los Alamos Park is an excellent location and there are also some areas on the west and southwest sides of town that would be appropriate. He would like to consider promoting Historic downtown.
Mayor Seyarto said that the horse trail from Fallbrook to Wildomar is largely dependent on the construction of the Murrieta Creek project and it was beyond staff's capability to ensure when that project would be completed since funding was dependent on the federal government.
COUNCIL GOALS
Council member Enochs' goals include:
· Increasing reserves to 35%
· Addressing Police and Fire needs
Council member Ostling's goals include:
Council member Ostling expressed reluctance to set any goals that will handicap the new Council. He will continue to support Council's goals until November.
Council member Gibbs' goals include:
· Commission training
· Youth and senior representatives – more definition on Steering Committee
· Water conservation
· As the community grows, how to maintain a sense of community
Council member McAllister's goals include:
· Golden Triangle open by holiday season 2008
· Would like to be working on Phase II of Town Square Amphitheater by 2009 pending private funding
· A corporate center in the updated Golden Triangle Specific Plan
· Small hotel/conference center in the Golden Triangle
· Olympic/professional training facility
· Regional park on the west side
· Finalize uses for Los Alamos Park, Phase II
· Lack of executive homes and addressing all forms of housing development
· Team building conference for Council and managers next year
Mayor Seyarto's goals include:
· Complete current projects then see where we are financially and make adjustments
· Focus on acquiring land for our parks system
· Increase and maintain regional influence; it is paramount for Council to take this lead
· Promote and foster a positive environment for staff to help them accomplish their goals
· New retail developments and the promotion and marketing of Furniture Row
· A solid plan for historic property; is it going to be preserved at its current location or moved
Mayor Seyarto opened the public comments.
George Cooper, Murrieta, owns a property on Jefferson and Madison he asked for Council's support on the infrastructure funding proposal. He wants to make sure that infrastructure will be put in first.
Jay Froboese, Murrieta, thanked Council for placing the equestrian center as one of the City's goals and said that the location in Phase II of Los Alamos Park was a great location. He said it is important to maintain the city's rural heritage and residents on both the east and west side support this facility.
Judith Britton, Murrieta, urged Council to put an equestrian center somewhere in the city as it is a needed resource in the area.
Mayor Seyarto closed the public comments.
ADJOURNMENT
Action: By consensus the meeting was unanimously adjourned at 2:45 p.m.
A. Kay Vinson, MMC
City Clerk
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