Council Planning Retreat

Lake Blackshear Resort, Cordele, Georgia

January 27, 2009

Day One: January 27, 2009

Meeting called to order by Mayor Harold M. Edwards, Jr. at 1:13pm.

Affidavit & Resolution Executive Session held on January 20, 2009: City Attorney Tydings resolution and affidavit. Motion made by Councilman Wright to adopt resolution as written; seconded by Councilman Smith. Motion carried.

Affidavit executed by Mayor Edwards and notarized by City Clerk Bedingfield. Affidavit and Resolution attached and made part of official minutes.

Present:

Mayor Harold M. Edwards, Jr., Councilman Cameron Andrews, Councilman Randall Wright, Councilman Robert Smith, Jr. and Councilman Edward Tucker.

City Clerk Krista Bedingfield, Municipal Court Clerk Sara Bowden, Utilities Superintendent Mike Brumfield, Police Chief Tony Cooper, Fire Chief Ken Mathews and City Accountant Dwight Williams.

1:00PM: Welcome, Introductions & Role of the Facilitator

Walt McBride introduced himself and gave a brief outline of his career background. Everyone present gave brief background of career/personal information.

Mr. McBride stated his role is to encourage everyone to bring a variety of ideas to the table and stressed that we are a diverse group of people with unique backgrounds. Mr. McBride reported a 100% response on the surveys he sent out via email and stated that the survey responses were used to develop the meeting agenda.

VIDEO - Law of the Harvest

Discussion of video: Four years to harvest crop, things beyond control (weather, costs), hope for the future, commitment, planning & timing.

Vision, Mission & Goal-setting discussion:

Vision: Listing of businesses/companies that we feel project leadership.

• Ex: US Military, British Monarchy, Microsoft, Google, Amazon, Fox News, Centerville, NBA, Chick-Fil-A.
• Leadership: someone who can get people to follow, find a better way to accomplish task. Encourage others to lead; build from knowledge, leadership can change daily.
• They aren’t reactive, they plan deliberately, Even when crisis hits, they can respond. They have addressed the fundamentals. You can’t pour cement in the rain; be ahead of the curve.
• Referenced author Jim Collins: vision, mission (tangible image). Example: Councilman Tucker is a graduation coach at Thomson Middle School. His vision/mission is to encourage students that may not have desire to attend college to see the importance to them of getting a college degree. Walt McBride asked why that is important. Councilman Tucker stated that doing so helps society at large by helping the student have a better adult life (career/family lifestyle). Mr. Bride asked what the tangible image is. Councilman Tucker said it’s him sitting down with students and discussing what their future looks like with and without college.
• Guiding Philosophy of an organization sometimes is referred to as values, answers why you’re here- existential, clear, concise & gut-grabbling, fit on a fender, must be lived-not just rhetoric.

Mission:

• Tangible image of the vision, picture of the future, crisp, clear & engaging, people get it without a lot of explaining.

Why vision and mission?

• Many organizations only consider mission.
• Problem becomes; what next?
• Broader, more enduring purpose-Vision-continues to give direction.

Goals/Objectives:

• Further defines Mission
• Division or Department level
• S.M.A.R.T.(Specific, Measurable, Aligned, Reachable, Time-bound)

Actions:

• Potholes & personnel
• Specific steps to take to address goals
• Assigned to specific people or teams
• Timeframes & deadlines

Roles of elected officials and staff in development and implementation of vision, et al

• What is Council role: Vision?

City Attorney Tydings stated that there are certain things that the Governing Authority cannot delegate to employees and that those things are what the GA ( Governing Authority) needs to be focused on instead of the day to day minutia of City operations.

Walt McBride gave example: Railroad. Governing Authority decides where the train goes, staff ensures it operates correctly and continues on the GA’s course.

Utilities Brumfield stated that is hard to develop a long term vision because the makeup of Council changes every two years. The city needs to have a vision statement that all Council’s can follow into the future, regardless of who holds the seats.

Police Chief Cooper talked about vision/mission. The city doesn’t have a joint vision/mission statement all on board to bring all departments/employees on board.

City Attorney Tydings disagreed with Mr. McBride’s characterization of the Action portion of the Mission as a purely staff function. They (Mayor and Council) should be a part of the action plan by going out and networking with other local government officials and actively carrying out their legislative roles. Mr. McBride agrees that the roles of Mayor and Council overlap in the Action portion of the Mission.

Mayor Edwards stated that there are (2) groups of people that live in Centerville – the “old Centerville” and the “new Centerville” or those who live in Eagle Springs and those who don’t. Councilman Smith stated that community values are different and gave his opinion that people who live in Eagle Springs don’t care about Centerville but only about what Centerville can do for them. City Attorney Tydings strongly disagreed with both the Mayor’s and Councilman Smith’s statements on this issue.

Walt McBride stated the following:

• Effective organizations know where they’re headed
• The vision pervades
• Everyone understands where they fit in the big picture.

Reviewed video clips from sitcom: My Name is Earl (Discussion):

What was the vision of the Government in the video clips?

• Service to customer
• Cooperation from everyone
• Accountability(Doing what was right)
• Focused
• Empathy
• Equality
• Teamwork

Walt McBride requested everyone break into groups and discuss what metaphor describes Centerville.

See below similes. M&M’s metaphor: Different ideas/ different agenda’s/ different personalities within staff/Council. The term “Oasis” original purpose was to provide water service to the citizens. Mayor Edwards stated that in the beginning water service has branched out to additional services (Fire, Police).

Centerville is the last “virgin” land in North Houston County to be developed.

Walt McBride asked what everyone sees as common values among staff and council. City Attorney Tydings stated that it’s frustrating for the staff because it is not clear if everyone on the Council sees the City of Centerville existing in the future and that is the question that must be answered before any discussion takes place assuming all want the City to thrive and grow. City Administrator Eidson agreed.

City Administrator Eidson said it has a unique sense of place.

Councilman Andrews stated that there is a defining line between Warner Robins and Centerville.

Mayor Edwards said that citizens sometimes are confused about where the city ends and begins. He also repeated the question asked earlier, “How long will Centerville exist? This will not be determined by the will of employees/Governing Authority but by the citizens.” Mayor Edwards sees services being consolidated in the future.

City Administrator Eidson stated that he sees no need for consolidation of services. If the city had a defined downtown area then people would come. The mixed use commercial / residential downtown area development needs to be made a priority. This would be another reason for services to expand instead of consolidate.

Councilman Wright expressed his opinion that the citizens like the small town feel and don’t want to be a part of Warner Robins.

Councilman Andrews compared Centerville to Mayberry; everyone knows their neighbor. Councilman Andrews spoke about a neighbor who was prior councilmember. His neighbor feels that there is a cocoon of safety in Centerville. Councilman Andrews stated that he has received a lot of questions about what the future holds for Centerville. Individuals (neighbors) expressed their feelings that they are not happy about the expansion of North Houston Lake Boulevard to four /five lanes or about the future development of a downtown for fear of loss of the small town feel due to growth.

City Attorney Tydings stated that she feels people make a conscious decision to live in Centerville, despite the fact that the property taxes are a little higher than “just across the street” because they like what Centerville has to offer – its neighborhoods, schools, and because they want a small town but they can identify as their own.

Mayor Edwards agreed that although Centerville is in close proximity to everything (shopping, restaurants, and businesses) it does have the small town feel.

Councilman Andrews stated that Centerville is quiet, peaceful and safe.

Councilman Tucker stated that people live in Centerville because we (citizens) have the availability of all conveniences nearby and because Houston County has a great school system – especially Centerville Elementary and Thomson Middle, which are both award winning schools.

Walt McBride asked each person present to think about where they stand on Centerville’s future growth and development.

Walt McBride wants everyone to look at values and asked, “Why should Centerville exist?” Answers varied and are included in the following list:

• Unique Experience, Growth & Development, Safe Oasis, Small Downtown Feel, Everything at your fingers, Village, Identity, Green & Lush, Accessibility, Peaceful, Sanctuary.

Utilities Mike Brumfield understands what the Governing Authority feels about the importance of growth and development but also understands that a lot of the citizens still have the mindset of a small hometown. Mr. Brumfield asked who Mayor and Council see themselves as working for: citizens/ staff/ city.

In addition to the list of reasons why everyone felt that Centerville should exist, Councilman Smith asked, “Why shouldn’t Centerville exist? Who and what says that it shouldn’t? We are a city and we furnish services. Some people don’t want to grow but others understand that it is a necessity.” Mr. McBride encouraged the city to create a “Mission Statement”.

City Attorney Tydings stated that this involves surviving and thriving in the future. The downtown can be accomplished and not only retain, but can enhance “home town” feel. Citizens have been resistant to what the plan (Downtown) is for Centerville largely because of fear of the unknown. If citizens become involved with the DDA and/or the DDA and Mayor and Council begin a public education campaign about the downtown area, those fears and the resistance would be replaced with support and enthusiasm.

Mayor Edwards spoke about Smyrna Village as an example of a vision of what could work in Centerville and would further distinguish us from our sister city (Warner Robins) as a separate and distinct city.

Walt McBride wanted to follow up on the metaphor offered by Councilman Tucker’s small group: Centerville is a like an Oasis because:

City Attorney Tydings described Centerville as “Green, with trees and a sense of lushness to the city.” Councilman Andrews stated access to amenities; accessible – not isolated from everything.

Mr. McBride asked what other things give it’s character?

City Administrator Eidson stated that the city is land locked.

Walt McBride asked how do we manage/ preserve/ conserve/develop.

Mayor Edwards, Councilman Tucker, Councilman Andrews describe Centerville as a peaceful sanctuary. Example: Crossing over Watson (business district) and entering into Centerville city limits, there is a tangible feeling of peacefulness and calmness.

Discussion of and prioritization of issues facing city: City Administrator Eidson provided Governing Authority and Staff a copy of the 5 year plan.

Walt McBride encouraged everyone to review and use document as a lens to discuss future planning for Centerville.

5:00PM: Day One Ends: Meeting adjourned at 4:43pm.

6:00PM: City Administrator Eidson reminded everyone that dinner will be served at 6:00pm.

Council Planning Retreat

Lake Blackshear Resort, Cordele, Georgia

January 28, 2009

Day Two: January 28, 2009

7:30: Breakfast

Meeting began at 8:30am.

Present:

Mayor Harold M. Edwards, Jr., Councilman Cameron Andrews, Councilman Randall Wright, Councilman Robert Smith, Jr. and Councilman Edward Tucker.

City Clerk Krista Bedingfield, Municipal Court Clerk Sara Bowden, Utilities Superintendent Mike Brumfield, Police Chief Tony Cooper, Fire Chief Ken Mathews and City Accountant Dwight Williams.

8:30AM: Presentation and discussion of long-range plan: City Administrator began presentation and reminded everyone the values that were discussed in Tuesday’s session. City Administrator Eidson stated that this is the action plan for the departments. Once presentation is complete then review and set action plan and values for each department. City Administrator requested Governing Authority hold all questions for departments after presentation is complete; (5) individual presentations.

City Administrator Eidson began five year presentation for each department.

Judicial: Councilman Smith wanted more detail on the video evidence tapes. Court Clerk Bowden stated at this time the court does not have the capability to view the DVD format.

City Administrator asked if there is some type of special or unique DVD format.

Chief Cooper stated that a separate copy could be made for court purposes, only matter of acquiring compatible equipment.

Court Clerk Bowden stated that this would eliminate the court having to recess to view video evidence. Court would require appropriate technology and receive updates from Police Department periodically. City Attorney had some reservations with viewing video in public courtroom and stressed the importance of individual confidentiality. This discussion should include the Judge, Prosecutor, and Public Defender.

Court Clerk Bowden stated that the increase in trial dockets makes the necessity of additional court session a non-issue at this time. She also stated her opinion that audio recording of all courtroom proceedings would reduce liability exposure for the City. City Attorney Tydings did not agree, stating that audio recording produces a record for appeal based on procedural error. City Attorney Tydings stated that this, too, was an issue to be discussed with the Judge and Prosecutor (not Public Defender) with regard to risk management implications.

Utilities Department:

• Staffing, Machinery & Equipment, Water Treatment Plant Machinery & Equipment, Accounting for Water pumped (this number has dropped according to Auditor’s report); city is making headway due to the meter change out program.
• Sanitary sewer system improvement; inflow infiltration problems (Warner Robins has issues with inflow and infiltration on Centerville’s end of the system because they treat our sewage). Continue to expand sewer system to northern most boundaries.

Walt McBride recommended bringing discussion of the growth on the north end of the city at the end of presentation.

Police:

• Building/Renovation, Personnel, Equipment (Crime Scene), Policy Initiatives (update and revise all policies. (Standard Operating Procedures) to conform and keep abreast of State and Federal recognized policies.
• Re-establish the paid reserve program, also would like to reassign officer to DEA. DEA reimburses overtime worked by the agency officer assigned to the DEA. Also pointed out that a large portion of the Confiscated Funds account comes from DEA work.
• Would like to re-establish school crossing guard – made recommendation to hire a retired member of community.
• Procedures, initiate PISTOL evidence tracking; software package equipped with a bar coding system for tracking evidence. Operational in March 2009 and will provide enhanced accountability for evidence inventory.

Fire:

• Staffing needs: create certified Fire Marshall (not Fire Inspector) position – salaried, 80 hour position. These duties are currently being handled by the Assistant Chief. Also recommended creation of a Full-time training Officer (TO) position. The T/O position also be an 80-hour, salaried position, also carrying the rank of Assistant Chief.
• Continue to Develop and revise department SOP’s. In addition, develop a comprehensive health and wellness program. Mutual aid networking; get department more involved with the GSAR (Georgia Search and Rescue) program (training in Forsyth; no cost to city). Chief Mathew stated that the program is full at this time; but will be notified when openings are available.

• Incentive pay for all personnel certified as EMT Intermediate or higher (3-5% pay incentive) partially due to the hazards/ risks added with these dueits.
• Chief Mathews is recommending that the paid (versus non-paid) sleep time be reinstated (currently fire fighters are not being paid while they sleep during shifts at the station).
• Training needs for the department; beginning construction on the Dunbar Rd facility. This will give CFR (Centerville Fire Department) the ability to obtain a wider variety of hands-on training.
• Equipment needs: Quint fire apparatus serves both as an engine and ladder truck; could handle large fires (Galleria Mall, Lexington Apartments). Would be a capital purchase (long-term).

General Government:

• Personnel/ Staffing: Currently has (4) employees
• Building Inspection: This function is shared by City Clerk’s Department/ Utilities Department.

Storm Water regulations/ requirements are changing; demand for additional help to ensure city stays within guidelines.

• Create an in-house information technology (IT) position; weigh issue of in-house person versus contracting services for computer/database services. Possibility of building GIS mapping of water/sewer infrastructure in-house.
• Purchasing Department: Part-time inventory clerk; to maintain city wide equipment and assets inventory.
• Office equipment, printers, file cabinets, fire proof safe; basic standard to maintain equipment up to date.
• Contract with company to maintain web page/database; content management.
• Recommendation: Replace AS 400 with windows-based system. (Accounts payables, Payroll, Financial Reporting, Business Licenses, Building Permits, and Utilities). Currently staff within City Clerk’s office has created an Access database to input data (Building Permits and Business License) leaving the City with no technical support if system fails.

In addition, the windows-based system would offer the ability to accept online payments; more accessible for citizens and possible city revenue stream in form of small user processing fees associated with online payments.

Conclusion of presentation, City Administrator Eidson opened floor for questions and comments.

The five year department needs assessment document is attached and made part of official minutes.

Walt McBride asked if there are specific questions.

Mayor Edwards expressed concern about the windows based program, hackers and viruses.

City Administrator Eidson and City Clerk stated that there would be off site back up and dedicated server to that system. Windows based systems are widely used by local governments throughout Georgia and the nation.Group discussion: Mr. McBride recommended to staff and Governing Authority to review 5-year plan and prioritize their goals and needs.

Municipal Court, City Clerk, Fire, Police, and Utilities; look at priority needs. Municipal Court & General Government are basically office functioning departments.

Councilman Tucker thanked all departments for working on the 5 year plan.

Councilman Andrews stated that he was impressed on the presentation provided by departments.

Mayor Edwards stated that the city has very capable Department Heads and a City Administrator that are handling the City’s day-to-day operations.

Staff/ Council took break at 10:10 returned at 10:25am.

City Administrator Eidson began discussion and presented maps containing municipal limits boundaries for the City. In addition, a map was presented that shows the proposed future downtown area. City Administrator Eidson stated that the core of the downtown is a centralized area, continuing that sense of place that gives the city an identity. The downtown development would give the city a diverse tax base; commercial and residential. The boundaries of Centerville show Centerville’s only potential growth direction as north – limited by Highway 41 on the west, by Carl Vinson Parkway on the east, and Watson Boulevard on the South.

Discussion about areas designated within Centerville as light industrial zoning districts (Elberta Road).

Maps provided for Staff/ Council to review.

Walt McBride interjected that this time would be better utilized to talk about vision/values/tangible image. Pointed out that there is available area for growth and expansion at the northern end.

City Administrator Eidson recommended that Staff prioritize their requests and present to Governing Authority at a later date. This will help the Governing Authority to understand needs of all departments.

Walt McBride recommended to all (Governing Authority/ Staff) that they justify requests and take care of your existing house first before focusing on northward expansion.

Walt McBride asked for feedback on how the DDA works with the Governing Authority. City Administrator stated that he thinks the current function of the DDA is pointless. He feels the DDA misunderstands their main focus and that they think they are a merchant association.

Mayor Edwards asked why he thought this. Mr. Eidson stated his opinion that the sole purpose of the DDA is as a “funding conduit”.

Walt McBride stated that the DDA needs to know that Mayor and Council are behind them. Councilman Tucker stated that the Council affirmatively stated their support in a recent council meeting.

At this point the discussion turns to the hearings for 2008 proposed millage rate increase.

Walt McBride asked what the tangible image is. Is the downtown area the biggest part?

Councilman Tucker stated “no”, it is a part but there are other pressing issues on the table. For example, providing service to customers that are in need i.e.: Sentry Oaks- again, getting back to taking care of what you already have – the Sentry Oaks and other annexed areas don’t have sewer services.

12:00: Lunch

Staff/Council broke for lunch at 12:00pm.

Staff/Council reconvened at 1:00pm.

Planning Retreat discussion begins; Walt McBride began by briefly recapping yesterday (discussion) and this morning’s (presentation).

The vision-values of Centerville; encouraged staff /Governing Authority to work on mission statement.

What is the plan-tangible image? How do we (city) get there?

Group assignment: What makes a team? Walt McBride asks for description (trigger words) from each group.

• Sacrifice something of value for the team: Each member will have to make a personal sacrifice to accomplish the goal of the team.
• Diversity: personality issues.
• Buy-In/ Philosophy
• Communication; open communication with no hidden agendas. Everyone within team working towards the same goal. Knowing your needs not your wants.

Mr. McBride mentioned principles from the book, How to manage conflict: by Thomas Kilman:

There are 5 styles of conflict management

• Compromise: Balance the relationship.
• Avoidance: Not managing issue and not getting a resolution.
• Agreement: More concerned about the person not about getting a resolution.
• Collaboration: People come in open minded and communicate; situation get’s resolved.
• Forcing: This will get what “you” want; not concerned about the resolution.

Group Discussion: What makes a team?

• Dedication/ Conditioning
• Structure: Leadership/ Proper chain of command. Example: Charter stipulates form of Government: Weak Mayor.
• Preparation: Everyone on the team has a specific function.
• Leadership: someone has to guide the rest of the organization. Lead to meet the goals.

Mission/vision: shared vision.

• Talent: Superstars and Role players.
• Motivation: What motivates people, team members and what brings in to the by-in?

If you can get your team motivated/ team gets citizens motivated. Committed to the team.

• Discipline: complete task; stay on target/goal.
• Loyalty: Sometimes there can be hidden agendas; could be a conflict with your position.
• Courage:

Group Discussion: What causes teams to fall apart?

• Dishonesty
• Cliques
• Dead weight: member who is not dedicated to team.
• Conflict
• Personal Agenda/Self Serving
• Ego
• Greed
• Irresponsibility: Council has a responsibility to each other/staff. Understand each person’s role. Everyone should be candid/ honest/ courage to each other.
• Lack of personal accountability. Governing Authority has accountability to the citizens and staff based on decisions that gives staff resources to do daily task.

Five dysfunctions of teams:

• Inattention to results
• Avoidance of accountability
• Lack of Commitment
• Fear of Conflict: ID Artificial Harmony; incite productive conflict
• Absence of Trust

Difference between team/group. Quote: The problem with teamwork is not that it is difficult to understand, but that it is extremely difficult to achieve when the people involved are strong willed and independently successful.

Mayor and Council Relationships. Staff and Council.

Ongoing discussion about teamwork, relationships and how we (Council/Staff) work together and keep the vision/mission alive. Discussed improving council’s communication with and support of each other instead of in-fighting and counter-productive efforts – voting your conscience, but ultimately supporting the majority as a body’s final decision.

Walt McBride ended the meeting with “trust” in each other. Trust comes from communication.

3:30PM: Planning retreat adjourned at 3:19pm.

___________________________________________

Mayor Harold M. Edwards, Jr.

___________________________________________

Attest by: City Clerk, Krista Bedingfield

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Date