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2012-04-16 - Village Board Committee of the Whole - Agenda Packet Meeting of the Village of Buffalo Grove Fifty Raupp Blvd Buffalo Grove, I L 60089-2100 Board of Trustees Phone:847-459-2500 Committee of the Whole April 16, 2012 at 6:00 PM 1. Welcome 2. Discussion A. Strategic Planning [GO TO] 3. Executive Session 4. Adjournment The Village of Buffalo Grove,in compliance with the Americans with Disabilities Act,requests that persons with disabilities, who require certain accommodations to allow them to observe and/or participate in this meeting or have questions about the accessibility of the meeting or facilities, contact the ADA Coordinator at 459-2525 to allow the Village to make reasonable accommodations for those persons. Strategic Planning 2-A Overview Attached please find a staff report which includes the purpose and outline for the strategic plan session which will be held with the Village Board on this date. Mr. Craig Rapp, consultant representing the Northern Illinois University Center for Governmental Studies,will lead the strategic plan session. Following is an outline of the meeting. Attached is the staff report,Powerpoint presentation to guide the meeting agenda,and the quantitative results from the employee and Village Board survey results. 1. Overview&Process— 15 min. o Environ Scan o Strategic Challenges o Mission/Vision/Values o Strategic Priorities o Key Performance Indicators o Strategic Initiatives/Action Plans 2. Strength-Weakness-Opportunities-Threats discussion—30 min. 3. Preliminary ID- Strategic Issues/Challenges— 15 min. Attachments Staff Report 4-16-2012 Brd COW Final.pdf Survey Results Quanit 4-12-2012.PDF COW 4-16-2012 SWOT Rapp.pdf Trustee Liaison Staff Contact Village Manager Ghida Neukirch,Office of Village Manager ....M.on.da...........A.......pri.1....1..6......20.1..2.........................................................................................................................D.'sc uss.'.o.n...._...Ite.m........2._A....................................................................................................................................................... Y, V1.11,A(AtE OF Rlull F F AIwD GROVE STRATEGIC PLANNING AGENDA Monday, April 16, 2012 Emergency Operations Center Conference Room, Village Hall Monday, April 16, 2012 6:00 pm, dinner 6:15 pm, program WHO: Village President, Board of Trustees, Village Clerk Dane Bragg, Ghida Neukirch, Scott Anderson, Art Malinowski, Leisa Niemotka Craig Rapp, NIU Center for Governmental Studies, Strategic Planning Consultant WHY: If you fail to plan, then you plan to fail. Strategic planning allows leaders and employees in an organization to plan short and long term goals, identifies how the goals will be accomplished, and improves performance by identifying expectations and outcomes. The Village of Buffalo Grove's strategic planning process will result in the development of a strategic plan providing for an assessment of organizational capabilities and opportunities, the development of one-year and five-year strategic goals, the construction of strategies and tasks to achieve the strategic goals, a performance measurement system for use both internally and as a balanced scorecard for public outreach, and the establishment of a framework of financial strategies that support the strategic plan. AGENDA: Craig Rapp, Strategic Planning Consultant, NIU Center for Governmental Studies • Brief Overview- Process—15 min. o Environ Scan o Strategic Challenges o Mission/Vision/Values o Strategic Priorities o Key Performance Indicators o Strategic Initiatives/Action Plans • Strength-Weakness-Opportunities-Threats discussion—30 min. • Preliminary ID-Strategic Issues/Challenges—15 min. OUTCOME: • Board understands big picture/whole process/their role • Board performs and shares perspectives on S,W,O,T • Board conducts preliminary identification of strategic challenges For Reference VISION, MISSION &CORE VALUES OF THE ORGANIZATION: Vision -The Village's Management Theme is "Achieving Excellence" Mission - • Excellence in Service Delivery: Continuously evaluate programs and service to ensure they are carried out efficiently and effectively. • Excellent Community Focus: Promote programs and services which focus upon enhancements to family values, social amenities and enhanced opportunities that contribute to business expansion and success. • Excellent Organizational Dynamics: Ensure that the organization remains accountable as it addresses change and transition. We shall remain committed to competent, dependable and efficient service delivery by all of our staff. • Excellent Fiscal Responsibility: Deliver value with the public services in a responsive manner within the parameters of adopted tax and fiscal responsibilities. Furthermore,we remain committed to managing and maintaining the public infrastructure and assets with proactive services. Core Values- The core values of the Village of Buffalo Grove are centered on a matrix of one word descriptors.These words represent the values we hold and which form the foundation on which we perform work andw0°' conduct ourselves. • Strategy. Ongoing operations and future services are defined in terms of short, intermediate and long term strategies that reflect the high level service requirements, expectations and demographics of the community. Our core strategy focuses on fiscally-prudent, high-quality and differentiated services to residents. • Efficiency. The Village strives to deliver products and services in the most cost-effective manner, seeking to minimize time and resources obligated to core services and to lower the cost of service delivery through competition, collaboration and innovation. • Culture. The Village maintains a culture of service, loyalty and dedication to our competencies through adherence to a series of performance metrics and accountability. • Technology. The Village's priority is to launch technology as a means to provide better and more efficient services to our internal and external customers. We evaluate and implement the newest technology as an ongoing effort to improve efficiency and enhance communications. Strategic Planning Survey- On March 26, 2012 surveys were issued to the Village Board and all employees in the organization asking for their anonymous feedback as part of this strategic planning initiative. The deadline to respond was Friday, April 6, 2012. The Village received 126 employee responses representing a 39% response rate, and 7 Village Board responses. Attached are the quantitative results of the survey. The qualitative, narrative information will be compiled and a report provided under separate cover at a later date. NEXT STEPS 1. May 18—Staff workshops including Trustee Liaisons Trilling &Ottenheimer 2. June 11-Committee of the Whole (Village Board) • Board reviews/confirms Mission/Vision/Values statements-either affirms, amends, or assigns • Board to review staff work and define priorities Outcome: • Board reviews staff SWOT and recommended Strategic Priorities • Board finalizes Strategic Priorities (4-6) and creates definitions (or assigns subgroup) • Board defines 2-3 Key Performance Indicators/Strategic Priority(or assigns subgroup) • If time-identify preliminary strategic initiatives If you have any questions regarding the agenda for Monday evening, please contact me or Dane Bragg. 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