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Home My WebLink AboutVII (I) Strategic Goal Setting Workshop 03/27/2003 12:35 407-7714197 LYLE SIJMEK ASSOC • PAGE 02 Agenda 4-15-2003 March 27, 2003 Item VII I Mr. Jim Gleason City Manager City of Ocoee 150 N. Lakeshore Drive Ocoee, FL 34761 Dear Mr. Gleason: The purpose of this letter is to respond to your request for a proposal regarding a Leadership and Strategic Planning Workshop. I have put together the following information for your consideration: 1. Leadership and Strategic Planning Workshop Proposal for Mayor and City Commission 2. Background on Lyle J. Sumek 3. References 4. Outline of Estimated Fees The consultant fee for Lyle Sumek is $1,400 per eight-hour day. The client is expected to reimburse the consultant for travel, lodging, meals, training materials and supplies, shipping/postage, report preparation and duplication, phone/fax and any other mutually agreed upon expenses. After you have reviewed the enclosed information, I will be glad to discuss it in more detail. I look forward to hearing from you. Sincerely, Lt,ley. Suynek. Lyle J. Sumek LJS:nw Gil Lyle Sumek Associates, Inc. 1514 St. Edmunds Place Phone (407) 771-4195 Heathrow, FL 32746 Fax (407)771-4197 03/27/2003 12: 35 407-7714197 LYLE SUMEK ASSOC PAGE 03 Proposal for. Leadership and Strategic Planning Workshop for Mayor and City Commission Ocoee, Florida March 2003 Q Lyle Sumek Associates, Inc. Phone (407)771-4195 1514 St.Edmmds Place Fax (407)771-4197 Heathrow,FL 32746 03/27/2003 12:35 407-7714197 LYLE SUMER ASSOC PAGE 04 Leadership and Strategic Planning Proposal/Ocoee,Florida Proposal Leadership and Strategic Planning Workshop Mayor and City Commission City of Ocoee, Florida March 2003 PROGRAM OUTCOMES > GOALS AND DIRECTIONS FOR THE CITY OF OCOEE • Vision 2013: Principles to Guide the Future • Goals for 2008: Achievable Outcomes • Targets for Action 2003: Work Program • Action Plans on Key Targets > FRAMEWORK FOR MAYOR AND CITY COMMISSION LEADERSHIP AND GOVERNANCE • Lessons from Other Governing Bodies • "House" Rules: Code of Conduct • Commission Protocol: Guidelines for Operations • Governance Refinements > ACTIONS FOR ENHANCED EFFECTIVENESS AND TEAMWORK • Mayor and City Commission • City Manager Copyright 0 2003 Lyle Swnek Associates,Inc. UJiu,miu I ib 407-7714197 LYLE SUMEK ASSOC PAGE b5 Leadership and Strategic Planning Proposal/Ocoee,Florida Program Outline —._ A CTIVITY I: Background Interviews The Consultant will interview the Mayor, each member of the City Commission, the City Manager and possibly key managers. The purpose of each interview is to: • Gain background on the City of Ocoee • Learn about the operations of the Mayor, City Commission and City Manager • Identify and discuss a vision of the future, issues today, and opportunities on the horizon • Focus on key topics for the Workshop During the interview, the questions are likely to explore the following information: 1. During the past year, what are the major successes for the City of Ocoee? 2. As you talk with citizens,what are their messages to you about issues today and desires for the future? 3. What makes Ocoee a special place to live? 4. What forces are going to be shaping your city over the next 5— 10 years? 5. In 2008, success for the City of Ocoee means . . . ? 6. During the next year, what are specific, major issues that you feel need to be addressed by the City of Ocoee? 7. If you were a wizard and could change three things in the City of Ocoee, what changes would you make? 8. Success for the Mayor and City Commission means . . . ? 9. What image do you want the Mayor and City Commission to have in the community? 10. What suggestions do you have for the Mayor and City Commission or staff to enhance their effectiveness? 11. What other topics do you feel need to be addressed during the workshop? Additional questions are likely to be added to this list based upon further discussion. Copyright C 2003 Lyle Sumek Associates,Inc. 2 ed/d1JL111Je 1. : ,ib 411/ //1419i LYLE SUMEK ASSOC PAGE Fib Leadership and Strategic Planning Proposal/Ocoee,Florida ACTIVITY 2: Pre-Leadership and Strategic Planning Workshop for Management Team A one-day leadership and Strategic Planning Workshop will be held. The pwpose of this session is to: • Provide background on Strategic Planning for Cities • Review accomplishments from the past year • Focus on goals and direction for the City of Ocoee • Identify topics for Mayor and City Commission Workshop The specific agenda will be developed and submitted to the City Manager The Workshop should be flexible, adjusting to your needs, and should be fun in order to maximize the learning experience. ACTIVITY 3: Interview Analysis and Leaders Guide 2003: A Working Document The Consultant will analyze the interview data and prepare a summary of: • Vision2013: Principle • Goals for 2008 • Targets for Action 2003 • Statement of Success: Mayor and City Commission • "House"Rules: Code of Conduct(Initial Thoughts) A Leaders Guide—A Working Document will be prepared and used during the Workshop. Copyright®2003 Lyle Stanek Associates,Inc. 3 b.v<U<003 12: Jb 4d/—/7j4197 I_YLE SUMEK ASSOC PAGE 07 Leadership and Strategic Planning Proposal/Ocoee,Florida ACTIVITY 4: Community/Citizen Summit (Optional) In many cities, the Mayor and City Commission desire to have public input prior to finalizing annual goals. The problems have been that at city hall meetings or neighborhood meetings the discussion is dominated by the negativist and/or the attendance is small. In working with various cities, we have refined an effective process for citizen input. A Citizen Summit is scheduled to provide meaningful citizen input for the strategic planning process. It is usually held in the evening from 6:00 —9:00 p.m. The Mayor and City Commission members invite 7 — 10 individuals to attend. I encourage the inclusion of high school students. A written invitation is prepared by city staff and sent to each individual with a RSVP requested. I also encourage each Commission member to call the individuals that they invite. The City Manager's office compiles a list of participants,finalizes arrangements and location_ The meeting process is designed to allow public input by written comments, small focus group discussion or large focus group discussion. The topics focus on: City Successes for the Past Year; Outcomes for the Community (that results from City projects and services); Major Issues for the New Year; Opportunities for the Community, and Messages to the Mayor and City Commissioners. The outcomes from this meeting are specific information from citizen input and dialog between the Mayor and City Commission with the community. ACTIVITY 5: Leadership and Strategic Planning Workshop for Mayor and City Commission A one-day or two-day Leadership and Strategic Planning Workshop will be conducted for the Mayor, City Commission and City Manager. The specific agenda will be developed based upon interviews. A typical outline for a Leadership and Strategic Planning Workshop follows: Copyright C 2003 Lyle Sumek Associates,lac. 4 U5/2/12dbo 12:.35 40/-//14197 LYLE SUMEK ASSOC PAGE 08 Leadership and Strategic Planning ProposaVOcoee,Florida LEADERSHIP and STRATEGIC PLANNING WORKSHOP for Mayor and City Commission Ocoee, Florida OUTCOMES II Vision 2013 • Values and Principles • Definition of Principles Goals for 2008 • Outcomes for the City of Ocoee • Meaning to Citizens • Benchmarks of Success Action Agenda 2003 • Targets: Definition of Issues • Policy Questions: To Be Addressed • Action Steps: Defined • Determination of Priorities Action Outlines on Targets • Outcomes • Action Plan with Responsibilities • Timeframe Mayor and City Commissioners in Action • "House"Rules: Code of Conduct • Commission Protocol: Guidelines for Operations • Roles and Responsibilities Defined Refinements in Governance Process • Actions for Mayor and City Commission • Actions for City Manager • Actions for City Staff Copyright 02003 Lyle Sumek Associates,Inc. 5 03/27/2003 12:35 407-7714197 LVLE SUMEK ASSOC PAGE 09 Leadership and Strategic Planning Proposal/Ocoee,Florida AGENDA Framework for Mayor and City Commission Effectiveness in Turbulent Times • Challenges for City Leaders • City as a Team • Governance: The Responsibility of Mayor and City Commission • Lessons from Effective Mayors and Commissions • Teamwork: The Key to Success Building Our Mayor, City Commission and City Manager Relationship: Understanding Our Individuality • Mayor and City Commission Success means . . . • Problem Solving and Decision Making • Conflict Resolution and Negotiations • Keys to Our Commission Effectiveness Strategic Planning for Cities • Mayor and City Commission as Leaders • Vision — Values that Define Our Preferred Future • Goals: Guide for the Future— Our Decisions, Our Investments • Targets: Action Agenda for Mayor and City Commission (1-Year Work Program) • Strategic Goal Setting Process: Steps City of Ocoee Today: Our Real World • Successes from Past Year • Messages for Our Citizens • Our Community Assets • Forces Shaping Our Future • Commission Vision: Desires for 2008— 2013 Copyright®2003 Lyle Sumek Associates,Inc. 6 03/27/2003 12:35 407-7714197 LYLL 9JMLK ASSUC PAGE 10 Leadership and Strategic Planning Proposal/Ocoee,Florida AGENDA - continued j Vision 2013 • Personal Reflection • Common Values • Prinicples • Definition: Principles Our Goals 2008 • Goals: Outcomes for Our Community • Meaning to Citizens • Gap Analysis: Challenges and Opportunities • Benchmarks: Measures of Successes • Priority of Importance • Use Our Goals in the City of Ocoee Action Agenda 2003: Targets for Action • Targets: Major Issues to be Addressed • Policy Questions • Action Steps: Desired • Priority of Importance • Making the Targeting Process Work for the City of Ocoee Mayor and City Commission Team in Action • Mayor and Commission Success means . . • Our Desired Image • Our House Rules: Code of Conduct • Commission Protocol: Guidelines for Operations Roles and Responsibilities: Governance and Management • Mayor • City Manager • Commissioners Refinements in the Governance Process • Actions for Mayor and City Commission • Actions for City Manager • Actions for City Staff Leading Ocoee into the Future Copyright C/2003 Lyle Stanek Associates,Inc. 7 • 63/27/2003 12:35 407-7714197 LYLE SUMEK ASSOC PALL 11 Leadership and Strategic Planning Froposal/ocote,Florida ACTIVITY 6: Final Reports for the Mayor, City Commission and City Manager As a follow-up to the workshop, the following reports will be prepared for the Mayor, City Commission and City Manager: Leader's Guide 2003 — Summary Report Strategic Plan 2003 — 2008 Strategic Plan 2003 - 2008: Executive Summary These reports become working documents for the next year. ACTIVITY 7: Follow-up Strategic Planning Workshop for Management Team (Optional) A half-day Follow-up Workshop is suggested for the Management Team. This workshop will focus on: • Developing an Action Plan • Developing a process for monitoring short-term actions • Monthly reports to the Mayor and City Commission • Quarterly updates to the Mayor and City Commission • Exploring ways to work effectively with the Mayor and City Commission — to help them to be successful Copyright 0 2003 Lyle Stanek Associates,Inc. 8 63/27/2E1 3 12:35 411/-7 /IA197 LYLE SUMEK ASSOC PAGE 12 Leadership and Strategic Planning ProposallOcocc,Florida Consultant Resume and Qualifications Lyle J. Sumek, President Lyle Sumek Associates, Inc. 1514 St. Edmunds Place Heathrow, Florida 32746 (407) 771-4195 Academic A.B. in Public Administration, San Diego State College, 1967 M.S. in Public Administration, San Diego State College, 1968 Ph.D. in Public Administration,University of Southern California, 1977 Local Government Management Intern, City of San Diego, 1965 Management Assistant, City of San Diego, 1965 — 1968 (Fire Department,Public Works Department, City Council Office) University Teaching Instructor, University of Southern California, 1970— 1972 Assistant Professor,Northern Illinois University, 1972 — 1973 Associate Professor and Assistant Dean(Boulder Campus), University of Colorado, 1973— 1979 Consulting Services President, Sumek Associates, Inc. (a Colorado Corporation), 1979— 1991 President, Lyle Sumek Associates, Inc. (a Florida Corporation), 1991 —Present Publications Numerous Publications on Leadership and Team Building in Cities. Copyright C 2003 Lyle Sumck Associates,Ioc. 9 _ Leadership and Suateg r Planning Proposal/Ocoee, Florida References City of Kissimmee, Florida City of Palm Bay, Florida Mark Durbin, City Manager Lee Feldman, City Manager 101 N. Church 120 Malahar Road SE Kissimmee, FL 34742 Palm Bay,FL 32907 (407) 518-2300 (321) 952-3413 City of Delray Beach, Florida City of Virginia Beach, Virginia David Harden, City Manager James Spore, City Manager 100 N.W. 1"Avenue 2401 Courthouse Drive Delray Beach, FL 33444 Building 1, Room 234 (561) 243-7(110 Virginia Beach, VA 23456 (757) 427-4242 City of Germanton, Tennessee City of Charlotte, North Carolina Patrick Lawton, City Administrator Pam Syfert, City Manager 1930 Germantown Road S. 600 E. Fourth Street, 15th Floor Germantown, TN 38138 Charlotte, NC 28202 (901)757-7275 (704) 336-2241 City of McKinney, Texas City of Carrollton?,. Texas Larry Robinson, City Manager Leonard Martin, City Manager 222 N. Tennessee 1945 E. Jackson Road McKinney, TX 75069 Carrollton, TX 75006 (972) 547-7503 (972) 466 3006 City of Clovis, CA City of West Sacramento, CA Kathy Millison, City Manager Toby Ross, City Manager 1033 5ib Street 1110 W. Capitol Ave, 3'° Floor Clovis, CA 93612 West Sacramento, CA 95692 (559) 324-2074 (916) 617-4500 Copyright 02003 Lyle Sumek Associates,Inc. 10 03/2//200J 12:35 4E37 771412? LyL[ SUMEK ASSOC PAGE 14 Leadership and Strategic Planning Proposal/Oeoee,Florida Effective City TEAMS Are: "Unifying Purpose and Direction" • Common Outcome Based Goal Goals • Targets for Action • Game Plan for Targets "Value Individual Contribution" • Understanding/Appreciate Person R oles • Rules Followed • Defined Responsibilities "Produce Results" • Analyze--• Decide E xecute • Act — ,. Impact • Evaluate Adjust "Cooperative Spirit" • Treat with Respect A ttitude • Respect: Majority Rule • Willing to Work, to Negotiate "Commitments into Action" ,I, • Learning from Setbacks rust • Deliver On Commitment • Personal Support Copyright C 2003 Lyle Sumek Associates,Inc. 11 F13/2//20MA 12:35 4E17-7719197 LYLE SLIMEK ASSUC PAGE 15 Leadership and Strategic Planning Ptoposal/Ocoee,Florida Effective City LEADERS Are: PATH DEFINERS "Create Our Future" (1) Begins with Reality — Problem/Outcomes (2) Uses Goals —Guide for Decision (3) Focuses on Action Agenda — Most Important TEAM BUILDERS "Develop Partners" (1) Sets a Positive Tone LEADER — Willing to Cooperate (2) Invites Others to Join CONDUCTORS — Wide Access (3) Works with Partners Inspire Others to Act" — Results (1) Provides Direction, Then Delegates (2) Monitors Performance Then Adjusts (3) Celebrates Successes — "Thank You" Copyright®2003 Lyle Sumek Associates,Inc. 12 03/27/2E1103 12:35 407-7714197 LYLE SUMEK ASSOC PAGE 1G Leadership and Strategic Planning Proposal/Ocoee,Florida Strategic Planning VISION 2013: Principles to Describe Our Future, to Guide Policies, Decisions,Actions GOALS 2008: > Objectives— Achievable Outcomes ➢ Meaning to Citizens ➢ Gap Analysis: Challenges and Opportunities > Actions Policy Agenda Management Agenda 2003 - 2004 2003 - 2004 • Issue Target • Policy Questions • Major Projects • Actions • Service Improvements Responsibility • Management Processes • • Plan: Implementation • Time Frame // // CORE BUSINESSES - Service Responsibilities of City Government RESULTS Copyright C 2003 Lyle Sumek Associates,Inc. 13 03/27/2003 12:35 407-7714197 LYLE SUMEK ASSOC PAGE 17 1 • Leadership and Strategic Planning Proposal/Ocoee,Florida FEE ESTIMATE Leadership and Strategic Planning Workshop Ocoee, ,Florida March 2003 ESTIMATED BILLING TIME: Number of days scheduled is flexible and is based on the needs of the City. ACTIVITY I Background Interviews (in person or by phone) % Day (Billed at actual time) ACTIVITY2 Pre-Leadership & Strategic Planning for Management Team Preparation Time (including materials for workshop) '/4 Day Workshop 1 Day ACTIVITY Interview Analysis& Summary 'A Day Mn nth!I!;•�r�ylI�ih"'"��yir'�t ,r`,"4'li;•iul,!�!�1 !'I't'i I!;G',il'I'�tr!;. 1 i„"�➢�11 1� ;;�II'I; � 1I�•;tllf��)1, I �,. � ,., - - It 7 a�l J 1 -,11 '1('�;i1A� IH I� y ll i;fCl�Ilt 1 '« �I I I�I II I�I i �,� III� f III i {i� ,I I � () I� rw�1'� h,.. 1 uu I ,, I'1 i {I ,! , o r 1,: I .�I.,-II•II�I' II ( I 1,, I I ill.. i III, :,Iti rni i t wk' I d,., �,a„LI,.�a�.,��,,,,;141;,,�1�� It ,. 1 � • �� ,l ;, , , I •� 1 I I � !��`�� ,Irr ;n 11 4 i,l t Illtll u;1;Ifi�� !II D r,slrr „tm I ti l'I'Dllp.l;ll q r, III nI �, r I e�'1`1. ...I.,.�r.,(r1:� `,�(f,�°,(I",. III 1101, 041I it!: �^ q { I'r + 1 I.II ,I 1'1,ttlll1'I�VFI Ii1,II61M'14hii klf�lllll I'll Al4' a4 VrI I I..J . .. .. •r:. '1 'I;',I ja)< 6'�*Iri .r I,,,'i 1ii::��., .•>:�I I!rIIIII'I�l;III II��IIIIIA{.IlllltlI ti I�lri t r1111 I PI I I I I'I�'1 r r 1, I I i '':I,1 l'', ,�I,*,„,µ,�.,. . 1 t,l; I, I�,I� �IIh. �: 'I;�{11G�a�11uN:..IlcllILIIIlIl�llal�ifltilil;ll�F;�n,Fl��li{l;Hl{�k?Hdll�l. �,ilai,rl;�,,.i1.:, ACTIVITY 5 Leadership& Strategic Planning Workshop for Mayor& City Commission Preparation Time(including materials for workshop) '/,Day Workshop 1 -2 Days ACTIVITY 6 Preparation of Final Reports from Leadership Workshop '/z Day ACTIVITY 7 Follow up Workshop for Management Team %2 Day Total Estimated Time (not including Citizen Summit) 5 — 7 Days CONSULTATION FEES: Individual Consultation $175.00 per hour $1,400.00 per day on-site (8—9 hours) EXPENSES: Additional Costs Including, but not limited to: • Airline Tickets • Travel/Auto Expenses • Telephone/Fax • Assessment Instruments • Accommodations and Meals • Workbooks/Reports - Typing, Duplication,Binding, Shipping Copyright 0 2003 Lyle Sumek Associates,Inc. 14