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CR 94-125 Strategic Plan " "\ Y 0 ~ . June 29, 1994 + -'j" Council Report 94-125 o P K \ ~ UPDATE TO STRATEGIC PLAN proposed Action. Staff recommends adoption of the following motion: Move to approve the initiation of a process to review and update the Strategic Plan For Economic Development. Overview In March of 1993 the City Council adopted the Strategic Plan For Economic Development. This adoption was the culmination of a year and one-half effort on behalf of the community to help map out the City's future economic development activities. During the preparation of the strategic Plan it was stressed that the strategic Plan needed to be revisited occasionally to ensure that the city's economic development initiatives remained on the appropriate track. since it has been approximately one and one-half years since the strategic Plan was last adopted, staff is proposing that a short and streamlined process be established to allow for a review and update to the strategic Plan. This process involves the ~ formation of a review committee made up of city Council members, HBCA representatives, NAB representatives, as well as Planning commission and School District representatives. It is proposed that over the course of two or three meetings the plan be reviewed and updated, a public information meeting held, and the Plan then sent to the city council for adoption. primary Issues to Consider o Why is it important for the city to update the Strategic Plan? o What is the proposed process for reviewing and updating the strategic Plan? o What would HBCA's role be in updating the Strategic Plan? o What is the estimated time frame to complete the update and associated costs? supportina Documents o ~~ Outline of process to update Strategic Plan (. t I,. I .i' :1 };., ~ I '~'" ) '-----' .' ,'/ if . ,/ ! I , , . /'~ .. . omas K,. ijarmeniiig -, communitybevelopment Director . CR94-125 page 2 . primary Issues to Consider 0 Why is it important for the city to update the strategic Plan? strategic Planning is a process by which an organization envisions its future and develops the necessary procedures or actions to achieve that future. strategic Planning relies on identifying and resolving issues. Due to the changes which are occurring constantly in and around Hopkins, which has an effect on how we react, it is important to continue to look ahead to ensure that the steps which we are taking now position Hopkins properly in the future to react to ever changing circumstances. 0 What is the proposed process for reviewing and updating the strategic Plan? Enclosed is a two page outline which describes the goals of the process, the participants on the review committee, an outline of the overall review process, and a outline of a specific review process relating to the business retention/recruitment component of the existing plan. e You will note that the outline suggests that the update process occur over two meetings of the review committee. This may be an optimistic estimation of the amount of time necessary to undertake all of the tasks described. However, it is staff's desire to keep this review process as short and easy as possible. You will also note that it is proposed the City undertake focus groups with customers in our trade area as well as other appropriate individuals in order to ascertain Hopkins position in the market and its strengths and weaknesses, which will assist in allowing appropriate strategies and action steps to be developed. 0 What would HBCA's role be in updating the strategic Plan? RBCA would have two representatives serve on the overall review committee. In addition, in light of the fact that the HBCA is currently in the process of developing a business retention/recruitment strategy on behalf of the City, it is proposed that the business retention/recruitment component of the strategic Plan be modified to include HBCA's proposed initiatives. In order to accomplish this approach, it is recommended that HBCA be charged . specifically with updating the component of the strategic Plan relating to business retention and recruitment. After HBCA has prepared a draft of this section, it is proposed CR94-125 Page 3 . that the overall review committee analyze their proposal and modify it and ultimately send it on to the city Council for approval along with the overall updated plan. 0 What is the estimated time frame to complete the update and associated costs? It is estimated it will take approximately four months to complete this process once it has fully begun. Dependent on the number of focus groups which might be used, as well as the potential use of a facilitator, it is estimated the cost to update the plan will be in the range of $5,000 to $10,000. Alternatives The city council has the following alternatives regarding this matter: 0 Approve the action as recommended by staff. 0 Do not approve the action as recommended by staff 0 continue matter for further information . . .. - ..- PROCESS FOR REVIEWING tit AND UPDATING THE STRATEGIC PLAN FOR ECONOMIC DEVELOPMENT I. Goals of Process 0 Review/update Strategic Plan 0 Revisit Strategic Plan with City Council 0 Reacquaint community with Strategic Plan 0 Recognize/celebrate accomplishment of action steps in Strategic Plan II. Participants on Review Committee (Tentative) 0 City Council member - Fran Hesch - Chuck Redepenning . 0 HBCA Representatives - Nelson Berg (Chair) - Mark Senn 0 NAB Representatives - Mike Miller - To be named by Mike Miller 0 Planning Commission Representative - Dan Johnson - New Chair 0 School District Representative - To be named (Invite Mike Kramer, Superintendent) 0 City staff - Support only 0 Facilitator - If determined necessary ill. Outline of Overall Review Process 0 City Council initiates review process . 0 Undertake focus groups . . 0 Committee Meeting # 1 : . - Review Strategic Plan and accomplishments - Briefly revisit original environmental scan, SWOT analysis and identified strategic economic development issues - Undertake new environmental scan and SWOT analysis - Identify new strategic issues to be included in plan and/or remove existing strategic Issues - Add/delete goals and action steps for existing or new strategic issues 0 Committee Meeting #2 - Review results of meeting # 1 and comments from various groups - Refine/adjust recommended changes to plan - Recommend adoption of updated Strategic Plan to City Council 0 Members of committee report back to their respective organizations on results to date e 0 Public information meeting re: Updated plan 0 Adoption by City Council IV. Outline of Review Process for Specific Issue The City is working in cooperation with HBCA on the development of a business retention and recruitment strategy. The current Strategic Plan contains five strategic issues which includes a business retention and recruitment component. It is proposed that this component be revised and serve as the business retention and recruitment strategy for the City. It is proposed that HBCA be specifically charged with the responsibility of preparing a draft of a business retention/recruitment strategy as a part of the overall update to the Strategic Plan. This draft would then be reviewed by the overall Strategic Plan Review Committee and ultimately included in the updated Strategic Plan for Economic Development. It should be noted that the HBCA representatives would also serve on the overall Review Committee with regards to updating the other components of the Strategic Plan. . V. Time Line to Complete Process 0 Approximately 3 -4 months spoutlin . --- .......-- -- ~. -.