2011 Planning Retreat

June 29, 2011
Day One

Walt McBride (UGA Carl Vinson Institute Facilitator) began meeting at 1:58pm. 
Present wereWalt McBride (Facilitator - CVIOG),  Mayor John R. Harley, Councilman Randall Wright, Councilman Robert Smith, Jr., City Administrator Patrick Eidson, City Attorney Rebecca Tydings, Department Heads:  Utilities Superintendent Mike Brumfield, Police Chief Sid Andrews, Fire Chief Jason Jones, City Clerk Krista Bedingfield, Municipal Court Clerk Sara Caldwell, and City Accountant Dwight Williams.   Absent:  Councilman Cameron Andrews- working (Warner Robins Middle School); Councilman Edward Tucker (Active duty Army National Guard- Quatar).
Action items are in (Red).
City Administrator Patrick Eidson provided a copy of last year’s planning retreat report for review.  Facilitator Walt McBride instructed everyone to review page 2.  
Walt McBride instructed Mayor and Council to look at 8 bullet points and grade themselves and staff.  Grades given are indicated beside each item in parenthesis.
Review of planning action items from 2010.  See below items.
Expectations of Mayor and Council of One Another

• Communication-keep each other informed on vision, thoughts and ideas ( B)
• Be accessible to one another; return phone calls ( C)
• Share strengths and challenges with one another (B)
• Common values-conservative, common core value systems (A)
• Respect difference of opinion; disagreeing is not a sign of disrespect (A)
• Learn and communicate each other’s interest (B)
• After a decision is made, it’s the decision of the full council ( A)
• The City comes first (A)

Solid (B) 3.75
Expectations of Mayor and Council of Staff

• Communication-inform Mayor & Council as soon as possible on critical

issues; give a heads-up, even if there are few details (A)

• Follow chain of command when appropriate (A)
• Keep Mayor and Council aware of the tools needed to perform job (A)
• Keep doing what they are doing (A)
• Stay up to date in profession and use best practices (A)
• Stay at the peak of their professionalism (A)
• Work as a team support each other ( A)

Expectations of Staff of Mayor and Council

• City Administrator Eidson stated that Mayor Harley has the best interest of the city / citizens of Centerville at heart as well as the other Councilmen: Councilman Andrews, Councilman Randall Wright, Councilman Edward Tucker and Councilman Robert Smith, Jr.   Mr. Eidson stated that if he had to grade the Council & Committees he would give them a (D).  Doesn’t know why the committees are not meeting.  The committee structure was supposed to be about identifying key structure components and future planning.  Would like to work on this some more tomorrow.   Clarify the purpose and structure.
• Discussion at large re: future growth of City and how to bring businesses into community to help flip digest.  Currently more residential than commercial tax base. 
• Mr. McBride recommended that the Mayor and City Administrator Eidson need to discuss how to make the committee works and how to implement.
• Mr. McBride asked City Administrator Eidson how the Mayor and Council are communicating to him.  Mr. Eidson stated they are doing that job well.

Issues to Discuss

• Walt McBride asked if there were any micro management issues.  City Administrator Eidson stated there is some of that going on between him and the Mayor’s office.  Mr. Eidson brought up an incident that recently occurred between a member of the Governing Authorityand a Department Head.  The City Administrator stated that the Governing Authority membermade some negative comments about the City Administrator to the Department Head.  Mr. Eidson stated this type of behavior needs to stop. 
• Utilities Superintendent Brumfield stated that it’s like a double edge sword.  Mayor Harley gets excited about the new things going on in Centerville and this may cause some of the micro managing that City Administrator Eidson mentions.  
• City Attorney Tydings stated that she thinks this is an issue of role awareness.  You cannot work in a closed little universe anymore.  At one time or another Mayor and Council did run the daily operation of the city but times have changed and the Mayor and Council gave the City Administrator control over the day to day operations a few years ago.
• Walt McBride stated that he feels the Mayor and Council want to be involved.  Utilities Superintendent Brumfield agreed with comment.  City Attorney Tydings stated there is a element of natural curiosity that makes anyone wonder “what is going on”?  Councilman Smith stated that sometime s the Mayor and Council need to be careful and not get in the way. 

Topics from last year were reviewed for an update on what has been completed.  See the following:
Taxes & Millage Rate & Shrinking Tax Digest-7

• Develop recommendation on how to make 29% larger.  Is this in progress? ( WM) Mayor Harley stated that he meets with the Chamber of Commerce to recruit business.  City Attorney Tydings stated that the Mayor and Council need to actively and directly call and recruit - invite organizations to come to our city and do business.  City Attorney Tydings recommended that he create a list and cold call businesses.  In addition, challenged Mayor to call 50 businesses and she will do the same in August 2011.

Economic Development 6.8

• General discussion of exemption for seniors.  Plan is to hold special election with the General Primary in 2012 to place referendum question on ballot.  The prevailing thought is that more voters will come out because it will be a Presidential election year.

Increased Operational Cost 6.4

• Budget is self explanatory; money has been saved from various avenues. 

Infrastructure Needs

• Completed Phase 1 & 2 Sentry Oaks Subdivision Sewer.
• Fire Hydrant replacement; added 2 replaced 3 and fixed all hydrants with issues per Chief Jason Jones.  Utilities Superintendent Brumfield stated that recommended hydrants have been updated.  This is a slow process, hopefully will pick up pace this year.
• Prioritize streets in need of resurfacing; Commended to Public Works Committee to develop recommendation by June 1, 2010- completed
• Recommend road improvement projects for engineering plan: Commended to Public Works Committee to develop recommendation by January 1, 2011- in progress
• Become more engaged in WRATS; Mayor, City Administrator, Public Works Committee to develop recommendation by October 1, 2010-completed and on-going.
• Develop plan to address failing sections of sewer system; Commended to Public Works Committee to develop recommendation by October 1, 2010-ongoing

Sidewalks

• City has been installing sidewalks using matching funds from federal government-accomplished and ongoing

Future Growth

• Not accomplished, carried over to 2012 priorities.
• City passed an ordinance stating that if you want city services then would have to petition for annexation into the city; if ineligible, would have to execute a covenant for future annexation which would be recorded against the title to the property.

Compensation & Benefits

• Public Safety Department has been looking at options for using existing or new building and determining most suitable location. 

Traffic/ Traffic Signals

• No action

Environmental Issues on the Horizon

• Storm Water Utilities (Where we have been, educate staff/ Council, where we need to go) prioritize for tomorrow agenda.               4
• Parks & Recreation                                     2.901
• Infrastructure                                              4.45
• Marketing Strategy                                      3.72
• Operational Needs & Costs                        3.45
• Library Building                                           3.09                  
• Code Enforcement                                      3.36           
• Sub Committee Meeting Expectations        3.72
• Human Resources                                      3.81      
• Technology and Social Media                        3.45
• Use of  Facilities by Public                          3.27

Copy of 5 year plan from 3 years ago provided to Mayor and Council for review. 
Centerville Police Department
Councilman Wright questioned the police vehicles visibility throughout his neighborhood.  Mr. McBride stated that the local government needs to do a better job with measuring their performance and having stats to present to neighbors showing frequency of patrols in their neighborhood to alleviate concerns that patrols are occurring.
Updated SOP policies.  Chief Andrews stated this hasn’t been done but that he wants to explore the accreditation process for the department, which would include updating the SOP’s.  There is a cost associated with accreditation.  He will meet with someone from the accreditation board and will update council after that meeting.
SRO officer issue, staff would prefer not to establish position.  Mayor and Council feel that this is the BOE’s responsibility.
Warrant team; utilizing patrol and reserve officer to issue warrants.  Mayor asked what the number of monthly warrants is.Currently, there areapproximately 85 active bench warrants and 80 active probation warrants; less than 200 warrants per Municipal Court Clerk Bowden.  Chief Andrews reported that they are able to keep up with serving warrants using the current staff without a dedicated warrant team.
Procedures:

• Initiate  Pistol:  completed
• Library on Gunn Rd: completed

Fire Department

• Operational staff; Chief Jones stated they are good to go.
• SOP policy health and wellness; Chief Jones stated this is ongoing.  Try to tie into the future and possibly work with Police Chief Andrews with SOP policies.
• Training Needs:  Working on the training grounds and burn buildings; start operating the end of August 2011.  City Attorney working on releases for those using training grounds that don’t work for the City.  Hopes to have release drafted for use by end of July 2011.

Prioritization of day two discussion topic.  Meeting adjourned at 4:45pm.

Day 2
Planning retreat meeting reconvened at 8:30am.
Present wereWalt McBride (Facilitator - CVIOG),  Mayor John R. Harley, Councilman Randall Wright, Councilman Robert Smith, Jr., City Administrator Patrick Eidson, City Attorney Rebecca Tydings, Department Heads:  Utilities Superintendent Mike Brumfield, Police Chief Sid Andrews, Fire Chief Jason Jones, City Clerk Krista Bedingfield, Municipal Court Clerk Sara Caldwell, and City Accountant Dwight Williams.  Absent:  Councilman Cameron Andrews- work (Warner Robins Middle School); Councilman Edward Tucker (Active duty Army National Guard- Quatar).
Brief review on prior 5 year plan-General discussion on 5 year plan.
General Government; on track with 5 year plan.
Judicial Department; Operational goals; technology goals; communication goals; on track.
Utilities Department; Staffing; Supplies & Equipment; Minor machinery & Equip; Water treatment plant machinery & Equipment; Accounting for water pumping; sanitary sewer system improvements.  Plan is being followed and ongoing.

2011 Topics for discussion

• Storm Water Utilities (Where we have been, educate staff/ Council, where we need to go) prioritize for tomorrow agenda.               4
• Parks & Recreation                                     2.91
• Infrastructure                                                          4.45
• Marketing Strategy                                                  3.73
• Operational Needs & Costs                        3.45
• Library Building                                           3.09                  
• Code Enforcement                                      3.36           
• Sub Committee Meeting Expectations        3.73
• Human Resources                                      3.82      
• Technology and Social Media                        3.45
• Use of  Facilities by Public                          3.27

Infrastructure- 4.45

• Need for new maintenance shop away from existing wells and residential areas
• Need for new water treatment plant and tower in 5 to 6 years
• Begin looking / identify location for potential water treatment plant and tower;Public works committee.
• Develop strategic plan to manage replacement of existing water and sewer infrastructure;identify infrastructure replacement needs (due FY 2013); Public works committee.
• Develop strategic plan for sewer expansion-Public works committee; FY 2013.
• Determine technology infrastructure needs of police department to adapt old library building for interim use; Public Safety Committee; 3rd Quarter FY 2012.

Storm Water Utilities            - 4

• State mandated to control storm water; working with ISE to provide cost- copy of work authorization attached and made part of minutes. Need to identify funding source; Mayor and Council.
• Identify funding source-Appropriations Committee; Public Works Committee; 2nd Quarter FY 2012.

Human Resources -3.82

• Recruitment, retention, compensation and benefits
• How do we attract and retain quality employees?
• Are staffing levels in water department appropriate?
• Conduct pay comparison study; City Administrator Eidson to complete task 2nd Quarter FY 2012.

Marketing Strategy- 3.73

• What kind of business do we want?  What don’t we want?
• How to find whom to call?
• What does city have to offer?
• Develop vision for economic development; Strategic Planning Committee; FY 2013

Sub Committee Meeting Expectations-3.73

• Does the committee membership rotate
• Should terms be longer than one year?
• Must have regular meeting schedule
• Mayor and Patrick will revise and reinforce commitment- 1st Quarter FY 2012

Operational Needs & Costs-3.46

• Refer to five year plans
• Mayor and Council will need to support Police Chief on change from Crown Vic cars
• Implement capital plan to purchase new back hoe for Utility Department; Public Works Committee and funding determined by Appropriations Committee ( determine when last back hoe was purchased); 2ND Quarter FY 2012.
• Research expense for Police Department to pursue accreditation; Police Chief; 1st Quarter FY 2012.

Technology and Social Media- 3.45

• City is up to date on technology; based on funding/ affordability.
• Research use of tablet or net-book computers to replace paper copies for Mayor and Council for council meetings.   Patrick and Krista (track usage); 3rd Quarter FY 2012.
• Review and strengthen social media policy-Becky and Patrick; 2nd Quarter FY 2012.

Code Enforcement-3.36

• Code Enforcement to continue pursuing training. 

Facility Use by Public- 3.27

• Community Room is being left unkempt by one particular group
• Have offending group change meeting date, pay to use room and abide by room policy-Krista; 1st Quarter FY 2012.

Old Library Building- 3.09

• Any modification to building should be useful after police department leaves building.
• Police Chief Andrews to make contact with GCIC auditor to come in and look at the building to determine requirements and other needs to make building a functioning police station.  Patrick & Chief Andrews will work together 2ND Quarter FY 2012.

Recess for lunch at 12:10pm.
Meeting reconvened at 1:00pm.
Parks & Recreation-2.91

• Created passive park, but residents want more
• What to do to attract families?
• Explore the possibility of adding playground equipment ( Scarborough Park); Public Work Committee& Appropriations Committee; 3rd Quarter FY 2012
• Explore possibility of walking trail around City Hall

Top 3 issues from Mayor and Council

• Infrastructure Needs
• Storm- Water Utility
• Operational Needs
• Committee Needs
• Code Enforcement

Planning retreat meeting adjourned at 1:29pm. 

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Mayor John R. Harley

______________________________________
Attest by:  City Attorney Rebecca L. Tydings

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