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HomeMy WebLinkAboutAgendas - Citizens Utility Advisory Commission - Meeting Date: 3/7/2018 AGENDA CITIZENS UTILITY ADVISORY COMMISSION OASIS WATER CAMPUS 7010 NORTHERN.AVE. GLENDALE, ARIZONA 85303 :MARCH 7, :2018 6:00 PIC 1. - CALL TO ORDER Chair Jonathan Liebman.called.the meeting to.order at 6:00 P.M' 2. ROLL CALL • Present:* Chair Jonathan-Liebman, Vice Chair Ron Short; Commissioners:. . Amber Ford, Robin.Berryhill, Paul.Smith, and Robert Gehl • Absent None .Also Present: Craig Johnson, Water Services Director;:Michelle Woytenko, :Field Operations.Director;:Megan Sheldon, Environmental.Program:Manager;- Water Services;Katrina.Alberty,.Administrator; Water Services; Angela Ruffalo,.Management Assistant; Water Services; Kern.Logan, Deputy - :Director, Water Services; Jean Moreno, Executive Officer Strategic Initiatives and Special Projects; Jack'Friedline, Assistant City Manager; Amanda 'McKeever,•Administrator, Field Operations .3. - CITIZEN COMMENTS If citizens wish to speak on'a inatter.concerning the Citizens Utility.Advisory Commission that'is not on. the printed agenda,please.complete a yellow Citizen.Comments Card. If citizens wish tosspeak.on a -natter that is on the agenda,please complete a green Citizen Comments Card. Provide the card(s)to the designated staff person prior to the beginning of the meeting. Once your'name Is called by the Chairperson,.please proceed to the podium and state yourname and address,for the record. Please limit your comments to three minutes or less for items not on the agenda and five.minutes or less•for items on the agenda. None. 4. APPROVAL OF THE MINUTES' a. Citizen Utility Advisory Commission Minutes of February 7, 2018. Motion by Commissioner Ford, second by Commissioner Berryhill, to approve the February 7, 2018 meeting minutes as written. Motion carried 5-0. 5. DIRECTOR'S REPORT This report allows the Directors' of Field Operations and/or Water Services to update the Commission. The Commission may only acknowledge the contents to this report and is prohibited from discussing or acting on any of the items presented by the Directors since they are not itemized on the Citizen's Utility Advisory Commission Agenda. Chair Liebman requested clarification of the verbiage on the published agenda regarding this item, specifically: "The Commission may only acknowledge the contents to this report and is prohibited from discussing or acting on any of the items presented by the Directors since they are not itemized on the Citizen's Utility Advisory Commission Agenda." Ms. Woytenko relayed that this was added to keep the agenda consistent with the Council's and other Commissions' meeting agendas. Chair Liebman asked if all Commissions were using this language in their agendas. Ms. Alberty explained that a recommendation was made to have the CUAC's agenda consistent with the Council's agenda. The City Clerk agreed with this recommendation and also suggested it to other Boards and Commissions, however, Ms. Alberty could not guarantee that the other Boards or Commissions were using the verbiage. Chair Liebman wondered if the verbiage should state "...if they are not itemized..." instead of "...since they are not itemized..." Chair Liebman wondered what the language was intended to prevent. Ms. Alberty replied that the statement prevents any action being taken on items not on the agenda, however, if action was wanted, the item could be added to a future agenda. Mr. Johnson commented that the Director's Report items would be provided and there could still be discussion, however, these items would not be voted upon. Chair Liebman wondered if the Commissioners could ask questions regarding the items in the Director's Report. Mr. Johnson replied that most of the Commissioners' questions have been clarifying questions, however, he would obtain clarification from the City Clerk's office. Chair Liebman suggested removing the words "...discussing or..." from the sentence and disagreed with the use of the words. Vice Chair Short concurred. Commissioner Ford agreed that clarification would be beneficial. Commissioner Berryhill wondered if the verbiage was optional if not all Commissions are using the phrase. Commissioner Berryhill noted that the sentence indicates that discussion is prohibited and if this is upheld, can comments on the Director's Report be made during the Commissioner Comments and Suggestions agenda item. Staff will follow up on these questions. Ms. Woytenko and Mr. Johnson stated that there were no items for the Director's Report this evening. 6. BALANCED SCORECARD/CITYWIDE STRATEGIC PLANNING Presented By: Jean Moreno, Executive Officer Strategic Initiatives and Special Projects Ms. Woytenko introduced Ms. Jean Moreno, who gave a brief background of herself and role with the City. Ms. Moreno gave a presentation, which included the following: Strategic Planning & Special Projects—2018 Spring Update •Starting with Why • Performance • Purpose: To develop practitioners of strategic thinking throughout the organization •Alignment: Common vision and purpose so that every department and every employee regardless of position, knows the end-game •Agility •Consistency: A framework that will guide the organization through any changes to deliver quality to the people of Glendale •Setting the Stage • Focus on Mission, Vision, and Value • Need to be front and center at all times • Reminder of who we are, what we are doing, and why •Started with focus groups (Boards and Commissions, Community members, Employees) •Gave feedback to Council —Council framed out Mission, Vision, and Value • Honed-in on four themed areas for the Strategic Plan and Council approved •Open call for volunteers throughout the organization —47 volunteers (team members) •40 recommended objectives were narrowed down to 10 objectives •Chair Liebman inquired if the 10 objectives were relevant to all 20 departments and Ms. Moreno replied in the positive, noted that they must be applicable to all business units for alignment in the organization. •The team members can help be champions in the organization • Each department will have its own strategy map • How We Make a Difference • Mission: We improve the lives of the people we serve every day. •Community: We are driven to improve the community experience. • Integrity: We provide open and honest governance. • Excellence: We make excellence a habit, not a goal. • Innovation: We deliver better service through creativity and ingenuity. • Learning: We view learning as essential to improvement. •Strategic Priorities •Stakeholder Engagement •We ensure a sense of genuine and consistent engagement for all stakeholders — residents, business, partners, and employees. •Community Livability •We create a safe and inclusive environment that provides a blend of amenities and infrastructure to support and active live-work community. • Financial Stewardship •We manage our community's resources through accountable leadership, effective business functions, and long-term fiscal stewardship. •Superior Service Delivery •We demonstrate a culture of service and continuous improvement that drives us to provide accessible, innovative, personal, and technology-focused services. •Strategic Objectives •Our Organization • Improve Tools and Technology •Strengthen Workforce Culture •Strengthen Workforce Culture •Our Processes • Increase Innovation Solutions •Optimize Processes & Services • Improve Stakeholder Engagement • Improve Purposeful Communication •Our Finances • Improve Asset Management • Improve Resource Alignment •Our Community • Improve Community Experience •Initiatives • In Progress • Performance Measurements/Targets •SimpliCity Enterprise Management • Data Analytics/Business Intelligence •Open Data/Open Contracting • Results-driven Contracting •Capital Project Evaluation Mix • In Pipeline • New Website •Service Request Portal •Citizens/Customer Service Surveys • Branding/Digital Communications •Stakeholder Engagement Tools Chair Liebman noticed that there were no feedback loops in the strategic map. Ms. Moreno explained that there are no feedback loops because staff is making sure to engage customers on the front end, during stakeholder engagement, and feedback is incorporated into the process. Chair Liebman inquired as to the role of Council and the Commissions. Ms. Moreno relayed that Council adopted the strategic map via resolution and it will be reviewed annually. Ms. Moreno noted that the role of the Boards and Commissions will be in the stakeholder engagement process. Commissioner Berryhill asked about the process for reaching stakeholders and Ms. Moreno replied that this would be established in the next phase of the project. Vice Chair Short asked how staff is explaining the strategic map to regular employees and obtaining their buy-in and involvement. Ms. Moreno replied that this relates to developing initiatives around the workforce culture and is a matter of getting the Mission, Vision, and Value front and center in the organization. Communication is a big issue, especially for a large organization. Ms. Woytenko praised Ms. Moreno for an excellent job in reaching out to the entire organization for volunteers. Ms. Woytenko noted that a mechanic from the department participated. Ms. Moreno announced that the goal is to develop strategic thinkers with a solid framework in place so in the future when the current employees are gone, the strategic map can stand on its own. Chair Liebman asked if the Balanced Scorecard would be reviewed or updated. Ms. Moreno replied that the Scorecard will be revisited each year to see if the objectives still apply. Ms. Moreno did not expect the strategic map to change on annual basis, however, some initiatives.might. Chair Liebman inquired if there was a separate Scorecard for each organization which would tie to the overall map. Ms. Moreno replied that this was the intention, however, would be part of phase two. Vice Chair Short inquired how the strategic map/Scorecard related to the Council's annual retreat and setting priorities. Ms. Moreno relayed that the map represents Council's priorities, which from a strategy perspective, the focus should remain on the objectives within. Ms. Moreno added that the document is intended for use as a decision-making tool. Vice Chair Short asked about the objective of branding. Ms. Moreno explained that branding is how the City is perceived and wants to be perceived. Ms. Moreno stressed consistent messaging between departments and consistent guidelines for materials produced within the organization. Commissioner Ford inquired as to the timeline for the finite strategies for Water and Utility Services. Ms. Moreno conveyed that, in November, training was done on key performance measures with department heads. Ms. Moreno estimated that it would be six to nine months before tier two of the project would be completed. Chair Liebman thanked Ms. Moreno. 7. COMMISSIONER COMMENTS AND SUGGESTIONS The floor was opened for Commissioner comments. Vice Chair Short commented that missed the last few meetings due to illness and thanked all for their well wishes and kind thoughts. Chair Liebman commented that there was a news report on a native American tribe that went into a drought management plan due to drought conditions and wondered if staff had any information on this. Mr. Johnson was not aware of the specific news report. Mr. Johnson stated that the City keeps its drought plan current and is still in a position whereby a drought management plan is not necessary, however, the Salt River water level is below normal. 8. FUTURE AGENDA ITEMS Commissioners may suggest items for placement on future meeting agendas. Ms. Woytenko announced that the April agenda topic was the Materials Recycling Facility, however, bids will not be back in time to present the agenda topic as scheduled. Mr. Johnson suggested moving the Drought Update from the May agenda time to the April agenda item and no opposition was voiced. 9. NEXT MEETING The next regular meeting of the Citizens Utility Advisory Commission will be held on April 4, 2018 at 6:00 p.m., at the Oasis Water Campus, 7070 W. Northern Ave., Glendale, Arizona, 85303. The next meeting regular meeting of the Citizens Utility Advisory Commission will be held on April 4, 2018 at 6:00 p.m. at the Oasis Water Campus, 7070 W. Northern Avenue, Glendale, Arizona, 85303. [Vice Chair Short stepped out of the meeting.] 10. ADJOURNMENT Motion by Commissioner Gehl, second by Commissioner Smith, to adjourn the meeting at 7:07 p.m. Motion carried 4—0. [Vice Chair Short was no longer.present.] SPECIAL ACCOMMODATIONS For special accommodations, please contact James Milanese at (623) 930-2695 at least three (3) business days prior to the meeting. Hearing impaired persons may use the Arizona Relay Service by dialing 711. Pursuant to A.R.S. 38-431(4), one or more members of the Citizens Utility Advisory Commission may be unable to attend the meeting in person and may participate telephonically. �2Y11 S k0.2 YY�1�(G20` l %ML4-eSPX/t'C Y\5c Y l 0.Q3