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Home My WebLink AboutReso 72-15 Establishing the Strategic planning framework policyRESOLUTION NO. 72-15 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MORRO BAY, CALIFORNIA, ESTABLISHING THE STRATEGIC PLANNING FRAMEWORK POLICY THE CITY COUNCIL City of Morro Bay, California WHEREAS, at the August 11, 2015, City of Morro Bay regular City Council meeting, the Council unanimously approved the Strategic Planning and Budgeting Framework concept presented and directed staff to develop a Strategic Planning Framework policy to be adopted at a future meeting; and WHEREAS, in accordance with City Council direction, staff has prepared a Strategic Planning Framework White Paper which is attached as Exhibit A. NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Morro Bay, the Strategic Planning Framework Policy is named and established as defined in the attached Exhibit A. PASSED AND ADOPTED by the City Council of the City of Morro Bay, at a regular meeting thereof held on the 8th day of December, 2015, by the following vote: AYES: Irons, Headding, Johnson, Makowetski, Smukler NOES: None ABSENT: None JAMI . IRONS, Mayor 4ALNAISWANSOrN�'),City Clerk RESOLUTION NO. 72-15 EXHIBIT A ,. R n v > * �AIEp N�1 �11 WHITE PAPER Strategic Planning Framework November 5, 2015 I. PURPOSE The purpose of this paper is to describe the City of Morro Bay Strategic Planning framework. This framework, to be adopted by the City Council, provides direction on annual, biennial and quadrennial planning and budgeting tasks and processes the City will follow. II. OVERVIEW The City has many plans, including a General Plan (GP), Local Coastal Plan (LCP), Economic Development Strategic Plan (EDSP - under development in 2015/16), Parking Management Plan and other particular plans. Those plans are essential to provide long-term guidance for the City. And, in particular, the GP/LCP provides strategic direction not only in land -use but in many other areas. However, the City also needs a regular process to set more general goals, and to identify specific, measurable objectives to reach those goals. This process must also ensure those objectives are considered in the annual budgeting process. This Strategic Planning Framework does that. In general, the City Council will set / refine broad goals every four years. Every two years the Council will identify specific objectives associated with each goal for staff to complete. Every year during the budget process, those objectives will be budgeted against. In addition to this Strategic Planning Framework, the City is developing fresh Vision, Values and Mission statements that should inform all of our planning efforts, and goal / objective setting in particular. III. DEFINITIONS The following definitions are important to understand the City's Strategic Planning Process: City Mission Statement — The Mission Statement is a Council -approved statement that describes the basic / essential tasks the City must provide, and a statement toward the purpose of executing these tasks. The mission statement is focused on the purpose of the City Government, not the broader community. The City mission statement might begin something like: "The City of Morro Bay provides Public Safety, Recreation, and other key municipal services in order to ...." Community Vision and Values Statements. Community vision and values are also Council -approved, semi -permanent statements, developed with significant community Page 1 of 3 input, that describe what we want our community to be (Vision) and what ideals our community considers of essential importance (values). • City Core Tasks. Core tasks are functions that we should always be doing well and they should be addressed in our City mission statement. A core task might be: "Maintain City Infrastructure", or "Provide Public Safety". • City Goals. Goals are broad projects we want to accomplish over a long-term (4-6 year) period, usually because they are big enough and broad enough they can't be accomplished in a year or two. An example of a goal is: "Improve Streets". • City Objectives. Biennial objectives are specific, discreet, medium -term (1-2 year) projects that support a more general goal, are feasible and achievable if appropriately resourced, and can be directly budgeted against. An example of an Objective related to the Goal "Improve Streets" could be: "Repave 10% of streets in FY16/17 and FY 17/18". IV. PROCESS Following is a written description of the City's Strategic Planning Framework depicted below in figure 1. • The process begins in December of each election year with the seating of a new Council. • The new Council begins a planning process to set biennial budget objectives for the upcoming two budget years. • This objective -setting planning process normally occurs in January and February with two-year objectives set by the last Council meeting in February. • Council -approved objectives are then used by staff and Council to develop the annual budget in March — May of each year. • Every four years (Presidential election years) the new Council also reviews and updates the City's Goals. The City should work to ensure goals are items in which real improvement is needed and achievable. Generally, goals should not be "maintain", but should be "improve". Any new Council could, of course, resolve to deviate from this Strategic Planning Framework and modify City goals outside of the specified four-year window. However, for organizational efficiency and community stability, the City should strive to keep goals for at least four years, using biennial objective setting and annual budgeting to affect change and adjust priorities. • On a semi-annual basis, normally in the fall of each year, staff updates the Council on the status of the two-year budget objectives in an Annual Goals Update report and special Council Meeting. • In March — May each year, the staff and Council develop a 1-year budget for the upcoming fiscal year: July 1 to June 30 of the following year. The two 1-year budgets every 2-year goal/objective period provide the Council ample opportunity to reallocate resources to achieve, or "weight" specific City Goals and Objectives. • This entire process is underpinned and informed by a continuing 10-year budget forecast process that is updated annually in Jan — Feb. Every other year the 10-year forecast is Rev. 11/05/15 Strategic Planning White Paper Page 2 of 3 updated by an external professional consultant. In the off years it is updated internally by staff. Transition Plan for the Morro Bay Strategic Planning and Budgeting Framework 2015 1 2016 1 2017 Elections Goal Setting rt~ I Budgeting + Elections— Nov of even years, new Council seated in early January Biennial Planning— Every other year in Jan and Feb Council updates 2-yearobjectives. every 4t" year Council also updates 4- year goals. Annual Budgeting — Every year in May and Jun Council updates approves a 1-year budget. 2018 2019 2020 1 2021 2022 2023 2024 2025 overview. Beginning in December 2016 the City of Morro Bay executes a 4-2- 1 Strategic Planning and Budgeting process. • Following each election, the new council meets in Jan / Feb to establish 2- year objectives supporting each existing City Goal. • Every four years this process begins in December and includes renewal of the City's goals. • The staff then uses the new objectives to inform creation of the City's annual budget. • The entire process is underpinned by a 10-year budget forecast that is professionally (externally) updated every other year and internally updated every year. Figure 1 — Strategic Planning and Budgeting Framework V. SUMMARY This Strategic Planning and Budgeting Framework is intended to complement the City's broader and more specific plans, including the General Plan, Local Coastal Plan, Economic Development Strategic Plan and other land -use and issue -specific plans. The above mentioned plans coupled with this Goals and Objectives process should serve, taken as a whole, as the City's strategic plan. Following full implementation of the ongoing GP/LCP rewrites in 2017, and 10-year Economic Development Strategic Plan in 2016, the City could consider if an additional, formal, 10-year strategic plan is required. David W. Buckingham City Manager November 5, 2015 Rev. 11/05/15 Strategic Planning White Paper Page 3 of 3