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2017 Goal Setting Session
It is my pleasure to submit to you this proposal for facilitating the City of Columbia Heights 2017
Team Building and Goal Setting Session.
Spending time dedicated to the mission, values, roles and responsibilities, and goals is a critical
step in developing and maintaining organizational excellence. In my role as a City Administrator
and also as a facilitator for other organizations, I have witnessed the success many governing
bodies have had byfollowingthis important process. All effective teams share understanding of
what they want to achieve and the roles each team member plays in getting to that objective. I
look forward to the opportunity to work with City of Columbia Heights as ittackles this critical task.
My recommendation is to allocate approximately 4 hours of activity time in two separate two -hour
session for this process. I recommend the process be led by the Mayor and City Council, with
participation of staff members as identified by the Council and City Manager. Ultimately, the
objectives of the process would be to identify the following:
Pre-Session:
1. 1 would briefly touch base with the Mayor and Councilmembers to review expectations for
the process. Staff members participating in the session would prepare a brief summary and
be prepared to share thoughts on the City and /or Department at the start of the session.
Session 1 (Two hours):
Establishing the Direction. Making sure the organizational mission, vision, and values are
generally understood and agreed upon by the City Council and staff.
2. Understanding Roles and Responsibilities. Defining and accepting the important roles
each member of the team plays as part of the organizations overall effectiveness.
3. Brainstorm of Key Objectives. The City will face many tasks in the coming years, routine or
otherwise, that it will address on a day -to -day basis; however, there are likely a number of key
objectives that will be critical to the City's success. This part of the session will brainstorm
potential 2 -3 year objectives that will be the City's primary focus over that time period.
Session 2 (Up to two hours):
1. Selection of Key Objectives. Refining and selecting the specific objectives that will be the
City's primary focus over the next 2 -3 years.
2. Development of Action Plan and Strategies. Working together, the City Council and staff will
develop a broad road map towards success for the key objectives.
Presentation:
At the completion of the process, I will prepare a summary report and present the results to the City
Council and community at a regular City Council meeting.
City oy Columbia Heights proposal
2017 Goal Setting Session
Page 2
The fee for facilitation services included |n this proposal b$1,8OD. Facilitation services will include
preparation of materials for the sessions, facilitation, summary report preparation, and
presentation to the City Council. All materials will be provided to the City Manager electronically
at least three working days prior to each session. Additionally, a final report containing the
outcomes of the session will be provided electronically no later than seven days after the
completion of the final session. The Cityshall be responsible for providing meeting space for sessions,
projector and screens |n meeting rooms, flipcharb for note taking, and the necessary copies of
materials for participants and any requested by members of the public. Payment shall be
remitted within 30 days of submission of the final report and presentation of the findings to the
City Council.
Thank you for the opportunity to submit this proposal and I look forward to working with the
City of Columbia Heights.
Phil Kern
Walt Fehst
From: Phil Kern <kern.delano @gmail.com>
Sent: Thursday, May 25, 2017 3:45 PM
To: Walt Fehst
Subject: Proposal
Hi Walt -
Just following up with you ... Kelli had asked for a copy of the proposal with a signature line, stating that was
okay with your Finance Department. We had talked last Thursday about modifying the proposal based on the
additional office time on Monday that was not originally in the proposal. Are you okay with a proposal
amendment to $2,100 from $1,$00 to account for the two hours of office time on Monday? If not or if you'd
like to discuss it, I'm certainly fine to talk more about it. I ultimately want to be fair and you to be happy with
the process.
I'm about to speak with Connie by phone and have had a great response so far from your Department
Heads. I'm very impressed with your staff. I still need to touch based with Bobby and John, but otherwise we'll
be ready to go on Wednesday.
Thanks,
Phil