MINUTES OF THE GILBERT TOWN COUNCIL IN SPECIAL MEETING

TUESDAY, JUNE 27, 2006 AT 7:00 P.M.

50 EAST CIVIC CENTER DRIVE
GILBERT, ARIZONA

COUNCIL PRESENT: Mayor Berman, Vice Mayor Crozier, Councilmembers Krueger, Skousen, and Urie

COUNCIL ABSENT: Councilmembers Morrison and Presmyk

STAFF PRESENT: Manager Pettit, Assistant Manager Skocypec, Assistant Manager Ryall, Clerk Templeton, Attorney Goodwin, Economic Development Director Tilque, Public Information Officer Svelund

CALL TO ORDER OF SPECIAL MEETING

Mayor Berman called the meeting to order at 7:06 p.m.

INVOCATION AND PLEDGE OF ALLEGIANCE

Councilmember Crozier gave the invocation. Scouts led the Pledge of Allegiance and introduced themselves.

ROLL CALL

Clerk Templeton called roll and declared a quorum present.

CONSENT CALENDAR

1. BUDGET/PERSONNEL – consider approval of the classification descriptions and placements in the Pay Plan for positions under the Manager’s Reorganization.

Manager Pettit reported that on June 20 Council requested that they have an opportunity to review the classification descriptions. Manager Pettit provided Council with the new organizational structure approved by Council in March 2006. A comparison of titles and positions and the pay plan was also presented. Manager Pettit explained that Council approval of the classification descriptions and pay plan is needed to recruit and fill positions per the Personnel Rules.

Discussion followed on the organizational structure. Mayor Berman expressed concerns over the number of direct reports the Manager has and felt that some of the directors should report to the Assistant Managers. Manager Pettit explained that the Assistant Managers have direct reports in their functional areas but would not have Directors as reports, consistent with the agreement of shared leadership and team management.

Councilmember Skousen said that he feels this is a major change over the past organizational structure and had discussed his concerns with Manager Pettit. He said that one area of concern is in the Planning Department and he expressed concern over the ability to attract the right people and fill the position with the new title.

Councilmember Krueger asked whether the Community Services Director title is an industry standard. Manager Pettit explained that Community Services Director is becoming more and more common. Councilmember Krueger corrected herself and said she meant Development Services Director. Manager Pettit said that Development Services Director is becoming more common. The qualifications and descriptions will show what type of individual is needed. Manager Pettit stated he is confident the positions will be filled and Gilbert will be able to attract qualified people for all the positions.

Councilmember Urie questioned if Councilmember Skousen was concerned about the title of Planning and Development Manager. Councilmember Skousen said that he was concerned. Councilmember Urie pointed out that Council approved the organizational structure on March 17, 2006. Councilmember Skousen said that at the last meeting a large packet of information was presented and he feels the change can happen any time. Councilmember Krueger pointed out that this is a vehicle for Manager Pettit to meet goals presented by the Council and the longer it is put off the more difficult it would be for Manager Pettit to be accountable for meeting the goals.

Mayor Berman noted that Manager Pettit has nine direct reports. He suggested two directors report to each of the Assistant Managers with Police, Fire and reporting to the Manager. Mayor Berman said he would like to see the Assistant Managers with more direct reports and Manager Pettit with fewer. He expressed concern over span of control. Councilmember Krueger said one comment she had on the Assistant Manager description was that the description was nebulous. She stated she would not support Police or Fire reporting to anyone but the Manager and overall does not feel nine reports is too many. Councilmember Krueger briefly discussed her experience with reports in previous positions. Manager Berman said that nine reports is a lot in Fortune 500 companies.

Councilmember Crozier said he feels this is a step in the right direction although as Gilbert continues to grow nine reports may be too many. He said he has no problem with the name changes and discussed a similar change in the organization where he works.

Manager Pettit said he had hoped that the concept behind the reorganization was understood since March. The organizational structure and associated job classifications are what was discussed in March and he feels confident in the recommended structure. Manager Pettit said this is not a traditional hierarchy with many layers and span of control. The organizational structure is to organize and manage for the future and is a modern approach. Manager Pettit stated that he feels the structure will allow the organization to be accountable and responsive. Manager Pettit said he is being held to performance standards by Council and cannot move forward with these changes if he does not receive Council approval.

Mayor Berman said he still feels that the Assistant Managers should have directors as reports. He commented that some directors did not feel they received the appropriate amount of time with the Manager and this would also give the Assistant Managers experience. Councilmember Skousen commented that Manager Pettit was delinquent in leaving positions vacant and Council was delinquent not saying to fill the positions. He suggested postponing discussions until Councilmembers Morrison and Presmyk were present as did not feel a little more time mattered.

Councilmember Krueger supported moving forward and making adjustments later if needed. She said that she hates to hold up the item and is concerned with the perception of the development community over unfilled positions. She said that responsibility and accountability are not measured by the number of people reporting to a person. Councilmember Krueger suggested giving direction if changes are needed rather than putting the item on hold.

Councilmember Urie reminded everyone Council already voted on the reorganization but not the position descriptions. He pointed out that the number of reports has been reduced from 23 to nine. Councilmember Urie said a flatter organization is better and he is not concerned about titles. Title changes could be made to Executive Director and then director titles could be retained.

A MOTION was made by Councilmember Skousen, seconded by Mayor Berman, to postpone the item to the meeting of July 11, 2006. Motion failed 2-3 with Vice Mayor Crozier and Councilmembers Krueger and Urie casting dissenting votes.

A MOTION was made by Councilmember Krueger, seconded by Vice Mayor Crozier, to approve the classification descriptions and placements in the Pay Plan for positions under the Manager’s Reorganization. Motion carried 3-2 with Mayor Berman and Councilmember Skousen casting dissenting votes.

ADMINISTRATIVE ITEMS

2. COUNCIL ADMINISTRATION – discussion on Gilbert’s image, identity, and branding including interview results, historic direction, recent changes, objectives of image and identity, potential alternatives, and direction for staff and Council action.

Manager Pettit briefly commented on Council’s discussions at the previous retreat related to image, identity, and branding. Lance Decker, facilitator, reported that additional research had been completed. Assistant Manager Ryall, Economic Development Director Tilque, Public Information Officer Svelund, and Mr. Decker met to discuss the retreat action items. Mr. Decker advised that staff would make a presentation.

Assistant Manager Ryall provided an introduction to the presentation. She explained that for the last five or six years, staff has been focusing on key messages.

Public Information Officer Svelund began the presentation by reviewing the overall goals. The goals include consistency in messages, integration of messages in all medium, highlighting accomplishments, being in sync with the Strategic Plan, Communications, use of photos and visuals, reinforcing key messages over and over, and maintaining open relationships with outside media. Several samples of different mediums used were reviewed and discussed. Public Information Officer Svelund reviewed the messages that include “Gilbert is a great place to raise a family”, the “Town is business-friendly”, “we are proud of our heritage”, “good value for your tax dollar”, “community is well planned”, “we offer quality neighborhoods”, “Gilbert is safe”, the “Town has high-quality development”, and “our future is bright”. Examples of print headlines showing a link to the messages were reviewed and discussed. A suggestion was made to include good schools and education.

Economic Development Director Tilque reviewed Economic Development messages that include “Gilbert is friendly”, the “Town offers opportunity now”, the “future is bright”, “Gilbert proactively addresses growth”, and “you are welcome in Gilbert”. Economic Development Director Tilque briefly commented on the link between the messages and presented several examples of messages used by Economic Development.

Mr. Decker facilitated an exercise to identify what messages are not covered.

What messages are not covered?
• Growth is good
• Change is exciting
• Full-service community
• Gilbert is smart
• Gilbert is innovative and creative
• Education Matters
• Great schools!
• Youth sports programs

Councilmember Urie said he feels there are three different messages, one for people that are here, one for people who want to come, and one for businesses. He shared a model with three intersecting circles with the circles representing business, tourism, and residents.

Mr. Decker asked whether Council felt the messages were consistent. The general consensus was that the messages are consistent.

Mr. Decker facilitated an exercise where each Councilmember was asked to identify three images for Gilbert in 2020.

What three images do you have for Gilbert in 2020?
• 1) Those who live here or what want to live here;
2) Tourists who spend $ here; and
3) Those who we want to attract to Gilbert for employment, retail, shopping, manufacturing.
• 1) Mayberry USA (really);
2) My favorite place to recreate!; and
3) Quality businesses.
• 1) Family Friendly;
2) Economically sound; and
3) Intellectually stimulating.
• 1)A couple of big tourism events;
2) Well planned parks; and
3) Residential and business areas — no slums.
• 1) Fun place to live;
2) Something for everyone (why leave?); and
3) A community that truly cares; a healthy place.
• 1) Clean community;
2) Safe community; and
3) Affluent community.

A brief discussion followed on the expense of branding and what it gets you. Economic Development Director Tilque said that staff wanted to see if the messages are the same with those desired by Council. There were no major disconnects. Discussion followed on big events and that it means the event happens and goes away. Economic Development Director Tilque relayed information from discussions he had with West World. West World targets family events and Gilbert is going in the right direction.

Assistant Manager Ryall commented that the messages did not happen randomly. Messages are in the General Plan and General Plan Update. She explained that there is a mix of messages and over the last four years the messages were woven into the infrastructure. Council discussed messages, and goals and visions to conclude the discussion.

The consensus of the Council was that they should review the messages each year and make sure what they are doing reflects what is desired.

Assistant Manager Ryall commented on trends tracked in the annual citizen survey.

3. COUNCIL ADMINISTRATION – based on the discussions of Council, develop an Action Plan for strategic direction.

None.

ADJOURNMENT

Mayor Berman adjourned the meeting at 8:50 p.m.

ATTEST:

Steven M. Berman, Mayor

Catherine A. Templeton, CMC, Town Clerk

CERTIFICATION

I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the regular meeting of the Town Council of the Town of Gilbert held on the 27th day of June 2006. I further certify that the meeting was duly called and held and that a quorum was present.

Dated this 12th day of July 2006.

Catherine A. Templeton, CMC, Town Clerk