IV.1. Minutes of the January 12, 2018 City Council Goal Setting ProceedingsCity of Hopkins Leadership Retreat 2018
January 12, 2018
Attendance:
City Staff: Finance Director Nick Bishop, Planning and Development Director Kersten Elverum,
Police Chief Brent Johnson, Assistant City Manager Ari Lenz, City Manager Mike Mornson,
Recreation Director Kelly O’Dea, Fire Chief Dale Specken and Public Works Director Steve Stadler
City Council Members: Katy Campbell, Molly Cummings, Jason Gadd, Kristi Halverson, Aaron
Kuznia.
Retreat Facilitator: Mr. Charles A. Weinstein, President, Ethical Leaders in Action, LLC.
Mayor Cummings welcomed staff and Council and commented that the retreat is a great way to
spend focused time together to evaluate, look ahead, have strategic discussions and get to know
each other better. The retreat is a chance to bring all our skills together and become stronger as a
leadership team.
City Manager Mornson discussed the day’s agenda and introduced the retreat facilitator, Mr.
Weinstein. Mr. Mornson commented on the importance of relationship building between city staff and
Council, that staff and Council care about the city as a whole and Hopkins is recognized statewide as
a city that gets things done. Mr. Mornson discussed the many successes and changes that happened
in the City of Hopkins over the last year.
Opening
Mr. Weinstein gave an overview of today’s agenda. Mr. Weinstein discussed the importance of
leadership, bringing people together to share ideas and have a clearer understanding how to work
together for the collective leadership. Mr. Weinstein commented that city staff and Council are here
because they want to serve.
Mr. Weinstein discussed the word “potential” as a metaphor for the retreat. The City is currently
running well with dedicated Council who care about the city and support staff. Mr. Weinstein
commented that barriers for improvement are the failure to recognize potential. It is important to strive
for continuous improvement.
What I Heard
Mr. Weinstein commented on the pride, enthusiasm and tremendous mutual respect, within and
between Council and staff. There are occasionally hard feelings, but none extreme. The Council
works in a high-level of strategic alignment.
So What
This is not remedial. It is in the spirit of continuous improvement.
Opportunity to reinforce mutual understanding.
Opportunity to establish norms and shared commitments for collaboration.
Opportunity to achieve high-level strategic clarity.
Mr. Weinstein discussed the direction that staff and Council could be thinking about, working on and
the concept of respect.
Respect is total recognition and awareness that someone is a person.
Respect is an understanding that others have goals – and are never merely a means (or
barrier) to me meeting my goals.
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City of Hopkins Leadership Retreat 2018
January 12, 2018
Never confuse respect with admiration or affection. We don’t choose whom we respect.
Everyone is entitled to respect.
Mr. Weinstein discussed the Principles of Charitable Interpretation.
I will assume that the person is competent and well-intentioned.
I will assume that the idea being presented is fundamentally reasonable, even if I disagree.
I will maintain these assumptions until proven otherwise.
Mr. Weinstein explained that by extending the principle to each other, we stay curious, learn from one
another, take chances, propose ideas and collaborate. There was staff and Council discussion about
the Principle of Charitable Interpretation. Staff and Council comments included mutual understanding,
importance of trust that you are competent and well intentioned, decision making and that
disagreements could carry over into future discussions. Mr. Weinstein commented on the basic
principles to figure out a common ground and that is it harder to have a conversation again if your
idea has been dismissed. Mr. Weinstein commented that the principles can become challenging.
There was discussion about respect, prejudgment, healthy discussions and the importance to respect
what each other says and move forward as a team.
Mr. Weinstein discussed why the staff and Council were meeting today and reviewed the Mission of
the City to Inspire, Educate, Involve and Communicate.
Staff and Council Break-out Sessions
Mr. Weinstein facilitated the Council break-out session and Mr. Mornson facilitated the staff break-out
session.
Summary of Council Discussion:
What commitments can we exchange to function even more effectively as a policy-making body and
as a governing board for management and staff?
The Council commented on the importance of discussing issues directly, the need to develop
principles to guide at them at public events, the recognition that more discussion builds stronger team
relationships and scheduling opportunities outside of work to get to know each other better.
What do we need from staff? What do we believe we offer the staff?
The Council respects staff professionalism and expertise and would appreciate a clear description of
the input staff is seeking. Council commented that staff should not interpret questions as challenges,
Council is comfortable that staff doesn’t have all the answers at their fingertips and realizes that some
questions require follow-up. There was discussion about taking risks and bringing creative ideas to
the Council. Staff commented that they want to be able to answer Council questions and if possible it
would be helpful to have questions emailed to staff ahead of time. Council commented that they are
comfortable with staff getting back to them after the Council meeting and that staff should not feel like
they have to respond during non-work time.
Summary of Staff Discussion:
What do need from Council?
Staff appreciates Council’s support. There was discussion about allowing staff to focus on the smaller
details of a project and Council focusing on the larger strategic issues. Staff commented that the
Council Work Sessions are the place to work through the details and answer questions about a
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January 12, 2018
project. Council appreciates a clear expectation what staff needs and is asking for. Staff commented
that agendas are staff driven but Council could suggest topics.
What do we believe we offer the Council?
Staff offers experience, dedication, collaboration, motivation, creative/innovative ideas, support and
the ability to move forward professionally with the decisions that are made by Council.
There was discussion about proper staff and Council communication. Mr. Mornson commented that
Council could directly communicate with staff as long as he is cc’d. The staff follows the chain of
command by going through the City Manager to address the Council. There was discussion about the
importance to be respectful and aware when it comes to social media and that staff is working on a
social media marketing plan.
Council Priorities Draft
There was discussion about the Council’s top three strategic priorities for the City.
Mayor Cummings discussed the need for more ongoing discussion regarding affordable housing, how
to meld the diverse population and become “one Hopkins” and the importance of supporting Hopkins’
small businesses. There was staff and Council discussion about affordable housing. Staff is
continuing to investigate affordable housing policies and creative funding. Council recognizes that
more discussion is needed and staff and Council would continue to think creatively and seek ways to
address the affordable housing issue in Hopkins. There was staff and Council discussion about
Hopkins’ diverse population, respecting people’s rights not to be engaged, recognizing how they want
to be involved and figuring out ways to bring people together and build relationship.
Council Member Kuznia discussed his priorities to extend Mainstreet beyond the downtown core and
continued investment in infrastructure. Staff commented that there would be future discussions about
maintaining single family homes vs. redevelopment. There was discussion about the $10M bonding
threshold and that Council and staff would continue to have open discussions about the economic
and debt service impacts.
Council Member Halverson discussed her priorities for infrastructure investment, keeping Mainstreet
storefronts vibrant and diverse and attracting the right mix of development at the Cold Storage site.
There was discussion about the ArtSpace project site selection. Staff will be presenting information at
a future Council Work Session.
Council Member Gadd discussed his priorities to maintain an empowered, creative, and energetic city
staff and how the City wants to be positioned in the next 5-10 years. There was discussion about the
aligning the long term strategic vision of the City with the Comprehensive Plan.
Council Member Campbell discussed her priorities to expand community engagement and strategic
infrastructure planning. There was discussion about how to engage the community, ways to get the
message out to everyone and importance of balancing costs with the tax burden.
Staff Strategic Priorities
Staff discussed adding strategic budgeting to the priorities and the importance to think about the long
term budget of the City.
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Group Strategic Priorities
The Staff and Council participated in a group exercise to determine the top shared strategic priorities.
There was discussion about long range strategic planning; staff will continue to take the lead and
engage the Council. Staff and Council agree there is a strong focus on affordable housing, inclusion
of the diverse population, need to support small businesses to keep Mainstreet an important part of
Hopkins’ identity and continued investment in the infrastructure.
In conclusion, Mr. Weinstein will summarize today’s discussion points and present the written
information to City Manager Mornson. The City Council will interact in meaningful ways to continue to
develop as a team. Staff and Council need to continue to have constructive conversations even if
they are uncomfortable to resolve issues. Mr. Weinstein commented that staff and Council want what
is best for the residents of the City of Hopkins.
Participant reflections:
Chief Johnson commented that the retreat was insightful. The discussion reaffirmed the Council
priorities and continued support of staff to be creative and innovative. City Manager Mornson
commented that the discussions reinforced that the City of Hopkins has a strong team. Recreation
Director O’Dea commented on the opportunity to build relationships between staff and Council. Public
Works Director Stadler commented that the retreat is a great way to improve communication. Council
Member Gadd commented that he was refreshed and invigorated by the conversations and that the
retreat was an opportunity to work as a team on communication and priorities. Planning and
Development Director Elverum appreciates hearing from the Council, it empowers the staff. Council
Member Kuznia commented on the importance of communication between staff and Council. Chief
Specken commented on staff and Council expectations and the conversation that it is Ok to ask
questions and challenge each other. Council Member Halverson appreciated the interaction and
communication between staff and Council. Assistant City Manager Lenz commented that the retreat
refreshes staff and the discussions reassure staff and Council that they are on the same page.
Council Member Campbell discussed the importance of communication. Finance Director Bishop
commented that mutual respect between staff and Council is reaffirmed and demonstrates that the
organization strives for perfection. Mayor Cummings thanked Mr. Weinstein for guiding the discussion
in a meaningful way. The retreat builds an environment of trust and recognition that staff and Council
can move forward as a team and do their best for the Hopkins community.
Other Business:
Public Works Director Stadler gave an update on the Pavilion project. Staff is following up on the
qualifications and references on the bidders and the City Attorney’s office will be drafting a letter. The
bid award will be held off until the February 5 City Council meeting.
Goal Setting Meeting was adjourned at 3:51 pm.
Respectfully submitted,
Debbie Vold
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