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HomeMy WebLinkAboutSPAC.2022.0323.Minutes TOWN OF FOUNTAIN HILLS MINUTES OF THE REGULAR MEETING OF THE FOUNTAIN HILLS STRATEGIC PLANNING ADVISORY COMMISSION MARCH 23, 2022 CALL TO ORDER—Chairman Craft Chair Craft called to order the meeting of the Strategic Planning Advisory Commission at 4:00 p.m. 2. ROLL CALL—Chairman Craft Present: John W. Craft, Jr., Chairman; Patrick Garman, Vice Chairman; Chad Bernick, Commissioner; Mary Edman, Commissioner; Cynthia Magazine, Commissioner; Bernie Hoenle, Commissioner Absent: Gerard Bisceglia, Commissioner Staff Town Manager Grady Miller; Economic Development Director Amanda Jacobs; Present: Executive Assistant Angela Padgett-Espiritu 3. CALL TO THE PUBLIC Pursuant to A.R.S. §38-431.01(H), public comment is permitted(not required) on matters NOT listed on the agenda. Any such comment(i)must be within the jurisdiction of the Commission, and(ii)is subject to reasonable time, place, and manner restrictions. The Commission will not discuss or take legal action on matters raised during Call to the Public unless the matters are properly noticed for discussion and legal action. At the conclusion of the Call to the Public, individual commissioners may(i) respond to criticism, (ii) ask staff to review a matter, or(iii)ask that the matter be placed on a future Commission agenda. Amanda Jacobs, the Town of Fountain Hills' new Economic Development Director, introduced herself to the Commission. She stated that she has been here for three weeks and is from Oro Valley. She had been there for nineteen years, with the last two years primarily focusing on the Council Strategic Leadership Plan. She mentioned that she is a member of the Arizona Association for Economic Development and the International Economic Development Council, as well as having a Master's Degree in Business Administration. She expressed her delight at being here and expressed her eagerness to collaborate with them. 4. CONSIDERATION AND POSSIBLE ACTION: Approval of the February 16, 2022, Meeting Minutes. MOVED BY Commissioner Cynthia Magazine, SECONDED BY Commissioner Chad Bernick to APPROVE the meeting minutes of the February 16, 2022, Strategic Planning Advisory Commission. Vote: 6 - 0 - Unanimously 5. UPDATE: On the 2022 Strategic Plan. Chair Craft stated that the commission had several interactions with town staff, council members, and other community leaders to get to this point. He singled out former Commissioner McHugh and Commissioner Bisceglia for their contributions to the development of the 2022 Strategic Plan. Chair Craft asked the commissioners for feedback on their experience and suggestions about how things could be done better the next time. Commissioner Edman stated that, despite joining the commission during the final stages of the strategic plan's preparation, she was impressed by how much hard work all of the commissioners had put into the plan. She expressed her desire to play a larger role in the future. Commissioner Bernick commented that given the challenges of COVID and the constraints of trying to get together and meet, he thought the process went pretty well. Commissioner Hoenle expressed gratitude for being asked for his input, despite the fact that the majority of the plan was nearing completion. He stated that he noticed some items that were in the previous plan and that he was relieved that the commission went over all of the items that had been completed and are still on the plan as things to do. Commissioner Magazine stated that having smaller workgroups to put together the pieces of this plan made a lot of sense. She expressed gratitude for the numerous Zoom meetings with the workgroup. She mentioned that some of her suggestions were implemented and that some were executed in a better way and that she learned from this. She thanked the commissioners for the experience and expressed her excitement for the next installment, saying that it had been a real treat and an honor and that everyone had done a great job. Vice Chair Garman praised Chair Craft's vision and leadership throughout the process. He claimed that it enabled him to integrate into the group and then work under his vision. He praised the commission as a whole for always being available to assist when needed. He mentioned the numerous conversations to reduce the number of tasks to distill until the core of the plan was reached. He stated that everyone participated and greatly aided the product. He stated that when the Council reviewed the plan, there were no major changes and that they only changed a few words here and there, and some items that the town was already doing. Lastly, he thanked Town Manager Miller for his assistance, saying that it was critical to get this plan completed and that it was a pleasure to work with him. The efficiency and traditional working with teams, according to Town Manager Miller, was a very good way of approaching a very large project, breaking it down into components. He stated that the process was a model process for a community-based strategic plan and that you did an excellent job. He stated that the town will track and publicize the progress of completing the objectives and tasks outlined in the plan. 6. DISCUSSION AND POSSIBLE ACTION: On the Revised Monitoring and Communication Plan. Chair Craft provided an update to the commissioners on recent changes to the Monitoring and Communications Plan. He pointed out that the Town has a Community Relations Manager, and that the commission's communications will work in tandem with and support the Community Relations Manager's outreach efforts. He mentioned that another revision with a more positive approach was in the preamble. MOVED BY Commissioner Chad Bernick, SECONDED BY Commissioner Bernie Hoenle to APPROVE the Revised Monitoring and Communication Plan. Vote: 6 - 0 - Unanimously 7. ADJOURNMENT MOVED BY Commissioner Cynthia Magazine, SECONDED BY Commissioner Chad Bernick to ADJOURN the meeting of the Strategic Planning Advisory Commission Meeting at 4:39 p.m. Vote: 6 - 0 - Unanimously STRATEGIC PLANNING ADVISORY COMMISSION J W. Craft, Jr., airman ATTEST AND P EPARED BY: Angela spi tu, Executive Assistant CERTIFICATION I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the Regular Meeting held by the Fountain Hills Strategic Planning Advisory Commission in the town Hall Council Chambers on the 23rd day of March, 2022. I further certify that the meeting was duly called and that a quorum was present. DATED this 27th day of April 2022. 'i ngela spiritu, Executive Assistant COMMUNICATION AND MONITORING PLAN Preamble A strategic plan is a living document. It is as good as the ongoing efforts of the people who created it and the people who approved it and, ultimately, the people who are tasked with doing all the work our plan suggests being done. The 2022 Strategic Plan, approved by the Mayor and Town Council, will be publicized and monitored by the Strategic Planning and Advisory Commission. Communications Strategy Establish collaborative communication channels with the Town Council, Town Staff, Chamber of Commerce, FHUSD and other organizations. Tasks • The Vice Chair and a Commissioner will share responsibilities as Communications Liaisons and will interact with the Town Staff on matters concerning the Plan's progress as appropriate. • A copy of the 2022 Ten-Year Strategic Plan for the Town of Fountain Hills will be placed on the Town's website -www.fh.az.gov. • In concert with the Town's Community Relations Manager support outreach to the general community via FHTimes articles and interaction with local citizen groups and organizations as appropriate . Monitoring Strategy SPAC will remain directly involved in monitoring the Town's implementation efforts and their subsequent impact on the Strategic Priorities as established in the Plan. Tasks • SPAC will hold quarterly follow-up meetings with the Town Manager and Department Heads during the last week of each fiscal quarter. The purpose of those meetings is to monitor progress on the implementation of all elements of the strategic plan and to provide ample time for Q& A by all participants. 9 Page 1 of 2 • The Town Council will receive a written executive summary of all topics covered in each quarterly meeting attended by the Town Staff and SPAC. • SPAC will develop a Scorecard for documenting both progress and issues related to the Tasks established in the 2022 Plan. The Scorecard will be updated no less than twice annually. The data and information collected will be valuable for the 5 year update/revisions of the Plan at its midpoint. The Scorecard will be posted on the Town's website as well. Page 2 of 2