City Council

MINUTES CITY OF DEKALB COMMITTEE OF THE WHOLE SPECIAL MEETING CITY COUNCIL RETREAT ON THE STRATEGIC PLAN JANUARY 14, 2016 The City Council of DeKalb, Illinois held a Committee of the Whole Special Meeting – City Council Retreat on the Strategic Plan on Thursday, January 14, 2016 in the Yusunas Room of the DeKalb Public Library, 309 Oak Street, DeKalb, Illinois. Mayor Rey called the meeting to order at 5:03 p.m. A. ROLL CALL Deputy City Clerk Tammey Higgins called the roll and the following members of City Council were present: Alderman Bill Finucane, Alderman Michael Marquardt, Alderman Bob Snow, Alderman Kate Noreiko, and Mayor John Rey. Alderman David Jacobson and Alderman Anthony Faivre arrived at 5:10 p.m. Alderman Dave Baker was absent. Also present were: City Manager Anne Marie Gaura, Assistant City Manager Patty Hoppenstedt, City Attorney Dean Frieders, Police Chief Gene Lowery, Community Development Director Ellen Divita, Finance Director Cathy Haley, Fire Chief Eric Hicks, Public Works Director Tim Holdeman, Management Analyst Lauren Stott, and Deputy City Clerk Tammey Higgins. Additionally present was Director of Northern Illinois University Center for Governmental Studies Diana Robinson. B. CONSIDERATIONS Mayor Rey began the meeting commenting on multiple aspects to the Strategic Plan including that it was now coming out of the public comment period. He thanked the attendees, aldermen, and staff for their participation in this process and also thanked Diana Robinson and the NIU Center for Governmental Studies staff for their diligence. He shared that in August 2015, a preliminary planning discussion had begun with creating a vision statement and that meeting’s goals and actions had included community comments and having a finalized 10-year planning document on the horizon. He thanked Council members for their foresight and stated that the next steps would be decided at the conclusion of this process. He shared that it was his desire that this document would not be one to sit on a shelf but would provide overall guidance for future Councils and staff. He then turned the meeting over to Ms. Robinson. Ms. Robinson commented on the announcement that the City had advanced to the semi-finals in the America’s Best Communities challenge. She also advised that this was the last working session on the 2025 plan 1.0. Committee of the Whole Special Meeting City Council Retreat on the Strategic Plan January 14, 2016 Page 2 of 5 1. Strategic Plan Ms. Robinson began the review by advising that an Appendix C had been added to the packet which was a verbatim representation of all public comments received. She then shared how the public comments had been included into the document, how not all comments had been actionable, and the path to providing the road map to get to the objectives. She stated that she would provide a walk-through of the changes. Mayor Rey asked that each individual attendee introduce themselves so everyone was familiar with each other. The document review began with Ms. Robinson providing a page-by-page comment on items that were inserted, modified or deleted (struck-out on draft document) and the background for each modification. As the process proceeded, many items were the subject of additional wordsmithing by Council after thorough discussions and clarifications between Council and staff. Each section of the report: Mission Statement; Core Values; and Vision Statements, Goals, Strategies, and Actions was addressed in this manner. Council and staff debated correctness of item location in each section against potential other locations within report. The Sustainability item under Core Values was discussed intently including ability to measure results, how department heads would implement with staff, and consideration of the Sustainability item not being included under Core Values. Discussion of the perception dilemma of whether DeKalb is a city with a university, or a university town also occurred. Ms. Robinson inputted all modifications during the discussions so attendees could view the final results on the projector screen to ensure they truly reflected the intent of Council. Discussions also included potential impact on administration functions such as staff performance review parameters and exterior departmental standards requirements (Fire and Police departments). Council members utilized individual life experiences in providing opinions on approaches to multiple aspects of all sections of the report. Earnest discussion was held relating to frequency of staff submitting the Plan to Council for review. C. PUBLIC PARTICIPATION Dwayne Brown introduced himself as a community activist, and proceeded to commend staff, Council and the Library staff for their efforts to achieve a common goal. He commented that with regard to the Library expansion, the process had been worth it. Jack Reisch introduced himself as a resident and retired person, and stated his appreciation of the great work that had been done and that he was so proud of the planning effort. He commented on the need for more boldness and shared his fear relating to a vision setting an upper limit with the potential problem that the vision would exceed the grasp. Included with this concern he referenced an example of a potential light rail service between Sandwich and Kingston, and Shabbona and Route 23. Additionally, he advised he felt there were not enough strategies to bring people together, getting people to know each other across racial and ethnic lines. Mr. Reisch also provided  Committee of the Whole Special Meeting City Council Retreat on the Strategic Plan January 14, 2016 Page 3 of 5 comments regarding concern on global warming – climate changes and the upcoming challenges that would be requiring ingenuity in future crises that humankind would be facing. Bessie Chronopolous, resident, advised that she was pleasantly surprised at the progress of the Plan, that she had not had much faith, but that the community discussion meetings had done as much as possible. She stated she felt that people were feeling not so welcome as of late. She offered her assistance to do as much as possible for organizing historical documents of the City. Lynn Fazekas, resident, addressed the group and provided positive comments regarding the Plan and the inclusion of public participation and input. She provided additional comments relating to the application of the Open Meetings Act to that evening’s retreat along with suggestions for future meetings of this type including consideration to including public comments throughout the meeting and not after Council review; table layout to be more open to public attendees; microphones so comments would be heard more clearly by public attendees; and keeping an open mind to all commentators. Mayor Rey commented that the public input period had been open for more than just that evening. Steve Kapitan, resident, thanked the Library staff for their efforts in hosting the Retreat and commented on it not being broadcasted. He also provided comments relating to Council consideration relating to Sustainability being a Core Value along with his suggestion concerning final treatment of Section E. Vision; subsection 4. He stated his hope that the Plan would not end up on a shelf and recommended that a yearly public notice be made to advise the public to review the 10-year plan. He concluded with his view of the perception issue of DeKalb being a university town with the hope that the community could overcome any cynicism. Mayor Rey requested comments from Council and staff. Alderman Faivre shared that he loved the plan and looked forward to seeing the long range plan balance ideas for budget issues. Alderman Noreiko inquired as to how the Plan would incorporate into the America’s Best Communities program. Staff provided her with the synchronization of the two tasks. Alderman Noreiko then advised that she was impressed with the process of obtaining comments and was excited to be working with staff. Alderman Snow advised that efforts thus far had been the easy part, the hard part was to come. Alderman Marquardt shared his focus on getting the Plan done; that many different ideas will make better common goals for Council and staff. Alderman Finucane commented on the sustainability plan and how the City is implementing a reduction in its carbon footprint. Committee of the Whole Special Meeting City Council Retreat on the Strategic Plan January 14, 2016 Page 4 of 5 Alderman Jacobson shared that discussion had begun five years ago and the task of going through issues to create a baseline to start. He commented on his belief that the process was 60% - 80% done and his excitement for this achievement and his hope that the City will stick to it and plan toward 2025. City Manager Gaura commented on the half dozen strategic plans she had participated in that this was the most extensive community involvement with the public, elected officials, and staff. Assistant City Manager Hoppenstedt commented that she was proud to have been a part of the process. She advised she had just celebrated her first anniversary with the City and looked forward to being a part with staff on implementing the Plan. City Attorney Frieders advised that hearing Council wordsmithing and evaluating priorities had been invaluable. Police Chief Lowery shared his perspective on the demonstration of the effectiveness of collective comments. Economic Development Director Divita thanked everyone for their efforts and the experience. Finance Director Haley advised she was proud of being a part of the process and was looking forward to implementing best practices. Fire Chief Hicks shared that the Plan had been a long time coming. Public Works Director Holdeman advised he was intrigued by the process and thanked Council for their courage and commitment to follow through. Management Analyst Stott shared that she was grateful to be a part of the process and looked forward to starting on the implementation. Deputy Clerk Higgins shared that she was impressed with the commitment and dedication to this task by Council and staff. Director of NIU Center for Governmental Studies Robinson stated it was an honor to work with Council and staff and that the process had been most extensive. Alderman Jacobson shared the realization that five years ago no one in attendance for Council or staff had been in place and that turnover could be that dramatic, while the Plan will remain. Mayor Rey stated his thanks to the public and elected representatives and provided additional timeline information as to the finalization of the Plan and the presentation to Council for vote.  Committee of the Whole Special Meeting City Council Retreat on the Strategic Plan January 14, 2016 Page 5 of 5 D. ADJOURNMENT MOTION Alderman Jacobson moved to adjourn the meeting; seconded by Alderman Marquardt. Motion carried on a voice vote. Mayor Rey declared the meeting adjourned at 8:45 p.m. __________________________________________ TAMMEY M. HIGGINS, Deputy City Clerk Approved by City Council: February 8, 2016