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Home My WebLink About1996 - Correspondence�R C C It IAN RIVER Co..�lau COLLEGE D foe From: Date: INDIAN RIVER COMMUNITY COLLEGE MUELLER CENTER VERO BEACH SITE 5880 LUNDBERG ROAD-VERO BEACH, FL 32966 TELEPHONE (407) 569-0333 OR (407) 462-4713 FAX NUMBER (407) 462-4615 TRAINING PROPOSAL Mr. Tom Frame City Manager City of Sebastian Dr. David Sullivan d Provost IRCC Mueller Center June 10, 1996 Dr. Norma Thompson Director IRCC Business Development Center Thank you for the opportunity to present this training proposal to you. Dates, times, and specifics are tentative pending your approval. IRCC will create a facilitating team (typically 3 professionals) which will meet with you and your staff as much as needed until all details are in place. During the planning process we expect to get to know you and your staff very well as we do spend quite a bit of time on site bringing together a large effort like this. You can count on IRCC to do whatever it takes to get the job done at the quality level you would expect. The IRCC Business Development Center, under the direction of Dr. Norma Thompson, will be supporting us from the main campus when needed. Included at the completion of the plan, IRCC will bind 20 finished copies and provide you with a disk (using Microsoft Word ) to reproduce as many more as you would like. We will register all participants from the large SWOT session(s), and will also register 15 people from the planning team to constitute a planning class. All registered participants will receive credit for this effort. The total tuition and fees for this project will be $6800.00. Attached you will find a tentative schedule. I would like to meet with you and your staff again soon to discuss the big picture and plug in dates for implementation. Thank you for your consideration. SERVING.. INDIAN RIVER, MARTIN. OKEECHOBEE AND ST. WCIE COUNTIES City of Sebastian Strategic Planning Proposal The purpose of this proposal is to look over the process of developing a 3-5 year strategic plan for the City of Sebastian. It should be noted that IRCC can and will adapt as needed during delivery, and can adjust strategies throughout the implementation process. The entire program should take 10-12 weeks to complete. Participants Tentative Dates Subject Matter T. Frame July 96 Pre -Planning Meetings (2) City Council July 96 Explain Process and answer questions Phase I Planning Team Aug 96 Mini -SWOT, General Goals, Scope of Strategic Plan, Unified Mission Statement Executive Aug 96 Review results of Phase I meeting. Adjust Committee strategy for planning process. Discuss TQM initiatives. Phase II All Participants Aug 96 SWOT, SWOT Review, Develop goals, 8 -Noon Discuss Planning Process, Lunch (Note: the above meeting may be divided into two different day sessions to allow all interested employees to be involved.) Planning Team Aug 96 Review morning session(s), configure notes 1 - 4 PM and goals. Discuss departmental responsibilities for Phase III and TQM. Assemble notes for distribution Phase III Departments Sept 96 Identify tactics to work towards goal accomplishments. Identify activities to tie the department into the broad goals. Identify long term goals of department. Identify benchmarks for department. Create format for strategic plan and assemble department portions. Phase IV Planning Team Sept 96 Create Draft #1. Distribute to Collect edits. Oct 96 Create Final draft. Distribute to planning team. Tweak. Executive Committee Oct 96 Final tweak. City of Sebastian 1225 MAIN STREET 0 SEBASTIAN, FLORIDA 32958 TELEPHONE (407) 388-8200 0 FAX (407) 589-5570 MEMORANDUM �/, //9 (o DATE: June 20, 1996 TO: Honorable Members of City Council FROM: Thomas W. Frame, City Manager SUBJECT: Strategic Plan for the City of Sebastian During the Workshop held by the City Council on June 10, 1996, Dr. David Sullivan, Provost for the Indian River Community College Mueller Center, presented a proposal to the Council relative to the development of a strategic plan for the City of Sebastian. Clearly the utilization of a strategic plan would enable the City to better focus the direction that it wants to proceed and it would facilitate the development of goals and objectives for each department to ensure that all departments are working for a common purpose as outlined within a strategic plan. As noted on Dr. Sullivan's training proposal, the cost for the development of a strategic plan is $6,800 and according to his proposal, the planning and completion of the strategic plan could occur through the months of July, August, September and October. Obviously, that schedule may vary dependent upon other priorities of the City since this is a period of involvement with the budgetary process. I would respectfully request the City Council to approve the use of Indian River Community College for the development of a strategic plan. Upon the Council's affirmative approval of this request, I would bring back a formal agreement between Indian River Community College and the City of Sebastian for your final review. This request requires no additional appropriation of funds. /jmt cc: Dr. David Sullivan, Provost, Indian River Community College, Mueller Center Z�� Regular City Council Meeting June 26, 1996 Page Eighteen 96.119 F. Tentative Approval of Indian River Community Collese Development. nf a Strategic Plan for the City of Sebastian (City Manager Memo 6/20/96, Sullivan Memo 6/10/96_ Planning Proposal) Dr. David Sullivan, Indian River Community College Provost, addressed City Council on the procedure to develop a Strategic Plan for the City of Sebastian. It was the consensus of Council to proceed with development. Golf PromotionIndian River National;i, a ii• 09/96. Evans Memo 6/14M The City Manager reiterated the request from Indian River National Bank. It was the consensus of City Council to participate in the promotion by waiving cart fees from June 24, 1996 until October 31, 1996. 96.147 H. Brevard Teachingand d Research Lab Tour - City Clerk Request for Date SelectionCCii y Clerk Transmittal 6/20/96_ Whitcomb Letter 6/13/961 It was the consensus of City Council to tour the facility on July 16 in the afternoon. 13. INTRODUCTION OF NEW BUSMSS FROM THE PT1BT JC Which is not otherwise on the agenda - limit of ten minutes for each speaker Wally Kramer, Micco, objected to the placement of a Brevard County landfill being considered in south Brevard on Babcock Street. Mr. Taracka read a statement of objection to the proposed landfill. He requested consensus to direct the City Manager to send a letter of concern to Brevard County Commissioners by next Monday. It was the consensus of City Council to authorize him to do so. 18 City of Sebastian 1225 MAIN STREET o SEBASTIAN, FLORIDA 32958 TELEPHONE (561) 589-5330 o FAX (561) 589-5570 June 28, 1996 Dr. David Sullivan, Provost Indian River Community College Mueller Center - Vero Beach Site 5880 Lundberg Road Vero Beach, Florida 32966 Dear Dr. Sullivan: At the Sebastian City Council Regular Meeting on June 26, 1996 it was the consensus of Council to proceed with the development of a Strategic Plan for the City of Sebastian, as presented by you at the meeting. If you have any questions, please feel free to contact the City Manager. Since ely, Kathryn M. O'Halloran, CMC/AAE City Clerk KMO js c. c. City Manager Regular City Council Meeting August 14, 1996 Page Ten iii. Consider Readiest to Chan-gee_Policv ReaaLdine Advertising and interviewing fqt Vacant Positions on Code Enforcement Board The City Attorney said that the statute and code say that "whenever possible" those positions should be filled in accordance with guidelines. Mayor Cartwright said she was a proponent of moving alternates for some boards and that City Council will be looking into procedures for all boards of the City. The City Attorney was directed to draft language reversing the roles of the Code Enforcement Board attorney and the City Attorney as they represent the Code Enforcement Board and the City. 4 Herbert Sturm, 549 Saunders Street, Sebastian, said the membership requirements in the statutes on Code Enforcement needs to be rewritten. The City Manager said the City code is more restrictive than Florida Statutes regarding the engineering position and that perhaps that can be looked at. . Mayor Cartwright commended Vice Mayor Barnes for his "Sexual Harassment Seminars" given to City employees. old A &stian Strategic Plan PlanninLommittee The City Manager had distributed a memo dated August 8, 1996 at the beginning of the meeting and read it into the record. TAPE I - SIDE H (7:48 p.m.) He requested authority to move forward with the Phase I Planning Team to allow him to have them meet on August 22, 1996. He said he will bring back the formation of the Phase U group at a later date. 10 0 Citv of Sebastian 1225 MAIN STREET = SEBASTIAN. FLORIDA 32958 TELEPHONE (561) 589-5330 = FAX (561) 589-5570 MEMORANDUM DATE: , August 8, 1996 TO: The Honorable City Council �• 1 FROM: Thomas W. Frame, City Manager SUBJECT: Sebastian Strategic Pian Planning Committee In response to the Council's authorization to proceed with the development of a strategic plan in association with Indian River Community College, two meetings were held between representatives of the college and the city. David Sullivan, Provost, and Chuck Kitzmiller represented the college. Wendy Widmann, Joel Hanford, Bob Massarelli and I represented the city. There will be two phases associated with the various stakeholders participating in the development of the plan. The first phase will be smaller group (15 to 20) which would meet to develop the general goals and scope of the strategy t t. plan. in addition, a unified mission statement would be prepared. The group would meet on August 22, 1996. wN eZ The second phase would consist of an expanded group consisting of approximately 50 participants. Their charge would be to do a SWOT (strengths, weaknesses, opportunities, and threats), review the SWOT, develop goals, and discuss the planning process. Subsequent phases generally will be held with city staff to formulate departmental policies from the outcome of the initial phases. The final phase would be the completed document which would be presented to Council near the first part of December. To proceed with the planning process, the establishment of the Planning Team for Phase I is necessary. A suggested group was selected by City and College representatives. This group would be balanced and represent broad interests of the community. For the Council's convenience, I have prepared a list of the suggested participants: John Malek Edra Young Dan Pruess Shirley Kiikelly David Hessle#i q 5 L. E-2 Harry Thomas Ruth Sullivan Guy Tiobetts Student (SRHS) Joan Kastenbader Don Smith Nancy Diamond Daisy Knowles Clergy Mayor Human Resources Dir. Finance Dir. Ciry Planner CityManager To expedite this process, it would be desirable for the Council to delegate the authority to the City Ntanager to appoint the committee for the Phase I meeting. As of this writing, not all members have been contamed and agreed to participate. If extenuating circumstances prevent the individual from participating. I would seek another person. I would very much appreciate your consideration of this request. M� n. ' � \ ♦ ,,�1 �- �. ✓_'l� +..ar'TJI, �7/�Y. J�� r�<f/7�� if ��!�jr ....... JI} ...... ........ . Cr a s- ' saavisa uHIM OUBA i _ s e �� x7 t 96.214 96.119 Regular City Council Meeting September 25, 1996 Page Ten MOTION by Barnes/Taracka - aye I'll recommend adoption of Ordinance 0-96-27. ROLL CALL: Mr. Taracka - aye Mrs. Cartwright - aye Mr. Barnes - aye Mrs. Damp - aye Mr. Halloran - aye MOTION CARRIED 5-0 A. Capstniction Board i. Accept Letter of Resignation from Truman Smith Wommunity Development Transmittal 9/17/96, Smith Letterl MOTION by Cartwright/Halloran With regret and with appreciation for his services to the City I move to accept his resignation. ROLL CALL: Mrs. Cartwright - aye Mr. Barnes - aye Mrs. Damp - aye Mr. Halloran - aye Mr. Taracka - aye MOTION CARRIED 5-0 12. OLD BTJSTUU A. Appointment of Large Strategic Plan Committee Backup Forthcoming) The City Manager distributed backup documentation reflecting previous action on the original committee and suggested the makeup of the committee as follows: 10 Regular City Council Meeting September 25, 1996 Page Eleven • City Council Members • All Department heads • FOP and CWA Representatives • Chairpersons of All City Committees • Double the Original 14 Members • Five Members from Five City Districts Appointed by Council City Council concurred with his recommendation. 96.099 B. Payment to SUWLEnvirnnmental- Inc. The City Manager had distributed a memo regarding additional payment to Spaul (see attached). MOTION by Barnes/Halloran I'll make a motion to approve the payment of the additional $264.25 for Dr. Spaul's payment for his investigation of the Police Department. ROLL CALL: Mr. Barnes - aye Mrs. Damp - aye Mr. Halloran - aye Mr. Taracka - aye Mrs. Cartwright - aye MOTION CARRIED 5-0 Mayor Cartwright called recess at 8:35 p.m. and reconvened the meeting at 8:50 p.m. All members were present. �L . h 96.032 A. Blackhawk Qua= Company of Floridajna,--U.-,e of Cemented Coquina Rock on &nwav 4-22 Reconstruction Presentation 1 1 , of Bia.ckhawk Ougm (City Manager Transmittal 9/18/96- 915196 & 9/10/96 Tomasello Letters) The City Manager reiterated his report to Council and had previously distributed copies of letters from the other three bidders stating they would not file bid protests if the City permits Martin Paving to use cemented coquina in lieu of the originally specified limerock base. (See attached) 11 City of Sebastian 1225 MAIN STREET 0 SEBASTIAN, FLORIDA 32958 TELEPHONE (561 ) 388-8203 O FAX (561 ) 589-5570 Date: November 26,1997 To: Kay O'Halloran, City Clerk Randy White, Chief of Police Pat Brennan, Director of Public Works Bob Massarelli, Director of Community Development Janet Isman, Director of Finance Phil Bowers, Director of Human Resources John Van Antwerp, Airport Manager From: Thomas W. Frame, City Manager "� J - Subject: Strategic Plan Attached, please find the printed version of the adopted strategic plan for the City of Sebastian. As you recall this plan was adopted by the Council on October 8,1997, by Resolution No. R-97-70. I will be requesting individual departments to commence the development of goals and objectives to commence implementation of the plan. It is my intent to establish a date for completion of the goals, and bring these back to the City Council for review and oversight. In order to initiate this process, a staff meeting is being scheduled for December 9, 1997, at 9:00 am in the City Hall Conference Room. cc: The Honorable City Council E City of Sebastian 1225 MAIN STREET 0 SEBASTIAN, FLORIDA 32958 TELEPHONE (561) 388-8200 0 FAX(561)589-5570 AGENDA Staff Meeting December 9, 1997 Purpose: The purpose of this meeting is to review and discuss the development of goal and objectives to support the implementation of the Sebastian Strategic Plan both from a interdepartmental and departmental perspective. 9:00 AM Agenda: • Discussion regarding the Strategic Plan • Approach • Timing • Consensus 10:00 AM Adjourn Note: Additional meeting maybe scheduled if necessary