Staff ReporttpW1N OF
MEETING DATE: 08/18/15
ITEM NO:
SOS .�AtOS COUNCIL AGENDA REPORT
DATE: AUGUST 7, 2015
TO: MAYOR AND TOWN COUNCIL
FROM: LES WHITE, INTERIM TOWN MANAGE
SUBJECT: 2015- 2017 STRATEGIC GOALS
IDENTIFICATION AND PRIORITIZATION OF 2015- 2017 STRATEGIC
GOALS
RECOMMENDATION:
Staff recommends that the Town Council identify and prioritize Strategic Goals for the 2015 — 2017
timeframe.
BACKGROUND:
As described in the report prepared for the August 18, 2015 Study Session, since 2010 the Town
Council has adopted Strategic Goals for a two -year period. On February 18, 2014, the Council
approved the last set of Strategic Goals for 2014 - 2016. The Goals are organized by Town of Los
Gatos core values of
• Community character: Preserve and enhance the appearance, character, and environmental
quality of the community.
• Good governance: Ensure responsive, accountable, and collaborative government.
• Fiscal stability: Maintain ongoing fiscal stability to provide cost effective core services that
meet the needs of the community.
• Quality public infrastructure: Maintain the condition and availability of public facilities,
transportation systems, and other public infrastructure.
• Civic enrichment: Foster opportunities for citizen involvement, and cultural, recreational,
and individual enrichment.
• Public safety. Ensure public safety through proactive community policing, effective
emergency response, and community -wide emergency preparedness.
PREPARED BY: LAUREL R. PREVETTI
Assistant Town Manager /C mmunity Development irector
Reviewed y: N/A Assistant Town Manager Town Attorney Finance
NAMGR \AdminWorkFiles\2015 Council Reports \August 18 \Strategic Goals Memo.doc
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MAYOR AND TOWN COUNCIL
SUBJECT: 2015 — 2017 STRATEGIC GOALS
AUGUST 7, 2015
Attachment I to the Study Session report and this report summarizes the current status of these
items. Eleven of the 32 items have been completed. The majority of the remaining items are in
progress as described in the work plans considering under the Study Session item. One item is on
hold pending Council direction (Almond Grove streets repaving). One item has not been started
and does not involve a significant amount of staff work (Home Occupation Permits). This item is
scheduled to be started in September and be ready for Council consideration in Fall 2015.
All Council Members have submitted ideas for future Strategic Goals. For consistency with the
organization of the existing Strategic Goals, the ideas are categorized by the core values
(Attachment 2). The list of ideas also includes a few items from Town staff. In the future, the
Goals could be organized differently, such as by Town department, estimated work effort, or other
structure.
For each idea contained in Attachment 2, the lead department is identified in parentheses. In some
cases, the item requires close coordination among two or more departments. In addition, it is noted
whether the ideas are existing Strategic Goals, previously proposed Strategic Goals, or work items
already in progress. Based on staff's familiarity with an idea, an estimate of workload (high,
medium, or low) is provided in Attachment 2. The scope of the remaining items would need to be
clarified during the Council discussion for staff to estimate the relative amount of work.
This report suggests a framework for the Council discussion, identification, and prioritization of
Strategic Goals for the 2015 — 2017 timeframe.
DISCUSSION:
During the Study Session, the Council will have an opportunity to ask questions about current work
efforts including Strategic Goals and other initiatives that comprise approximately twenty percent of
the workload. Eighty percent are the day -to -day services provided by Town staff to residents and
businesses. This context is important to determining the available capacity of the organization to
complete existing Goals and start new ones.
Staff recognizes there is always new work because new ideas come forward at Council meetings
and staff creates new work to improve service delivery. Work also emanates from Council
Committees, Boards and Commissions, which is why their work plans were included for the Study
Session and why staff is recommending that the Council deliberately set aside time to coordinate
with the Commissions to review their work plans. Council items are first priority for the Town
organization.
A goal setting process is a great opportunity for the individual Council Members to share and
discuss their priorities and for the Council as a whole to arrive at a collective list of priorities. Staff
suggests the following framework or criteria for identifying and prioritizing new Goals:
Existing work plans of the lead department for the Strategic Goal
Relationship to existing work items for the lead department as shown in the work plans
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MAYOR AND TOWN COUNCIL
SUBJECT: 2015 — 2017 STRATEGIC GOALS
AUGUST 7, 2015
• Amount of anticipated work associated with the new Goal
• Urgency of the new Goal
• Work identified as in progress does not need to become a new Goal because it is already
underway
In terms of a suggested process, staff recommends that the Council discuss the proposed new Goals
and identify ten new Goals. It is less important to pick a certain number from any particular
category. The Council should then determine the priority of these ten items.
Time permitting, the Council may also wish to integrate the priority of existing Goals with the new
ones to provide clear direction on the expectations for the 2015 — 2017 timeframe.
CONCLUSION AND RECOMMENDATION:
Staff recommends that the Council identify and prioritize Strategic Goals for the 2015 — 2017
timeframe.
COORDINATION:
This staff report was coordinated with the Town Manager's Office, the Town Attorney's Office,
Community Development, Finance, Human Resources /IT, Library, Parks and Public Works, and
Police Departments.
FISCAL IMPACT:
The Town's approved FY 2015 -16 Operating Budget identifies the resources allocated to complete
the work identified in the departmental work plans. Any needed resources to undertake new
Strategic Goals will be included in the FY 2015 -16 Mid -Year Budget discussions.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachment:
1. Status of Existing Strategic Goals
2. Proposed Strategic Goals
3. Public Comments received July 17, 2015 and July 29, 2015