COMPREHENSIVE PLAN ACTION PLANNING TRAINING 5/14/19 PURPOSE: To train committee chairs and staff on the action planning process, worksheets, and tools so that they are equipped to lead action planning by committees in June & July. YOUR ASSIGNMENT: By July 31, submit UP TO 10 priority implementation actions from your committee to Mayor.

Expected Outcomes Generate cross-communication among committees; Equip committee chairs and City staff with the process steps, worksheets, and knowledge to work with each committee to produce a prioritized list of actions (to be incorporated into final Comp Plan); Establish clear and common understanding of the definition and scope of an implementation “action” (through examples and SMART criteria); Transfer action planning responsibilities to committees.

REVIEW AGENDA

Comprehensive Plan Implementation Actions Process: May – December 2019 2009-2019 COMPREHENSIVE PLAN APPROVED May 14th May, June, July August September & October November December Training for Committee Chairs, Plan Commission, City Staff: Action Planning principles, steps, & worksheets Each committee develops & selects actions they want to pursue: Follow step-by-step process; Focused on goals & objectives relevant to committee; Complete worksheet for selected actions. Submit up to 10 actions to Mayor by 7/31 Mayor & plan commission initiate review of actions submitted by committees. Coordinate with committee chairs as needed. Committees consider inclusion in 2020 budgets as feasible/appropriate Plan Commission develops list of actions for Final Comp. Plan: Recommends final list to Common Council; Identifies priorities for possible inclusion in 2020 budget. Common Council approves final list of Implementation Actions Incorporates priorities into 2020 budget as appropriate & feasible Comprehensive Plan Completed with actions incorporated into appropriate chapters Committee Chairs, Plan Commission, City Staff. Individual committees Public welcome Mayor & Planning Commission Individual committees City Staff Public welcome Mayor & Planning Commission City Staff Public welcome Mayor & Common Council City Staff Public welcome Everyone Celebrates!

Things to Consider in the Process Reference and use existing plans & relevant ordinances Build upon previous plan & associated actions Promote communication & coordination across committees 5-10 year time horizon

Guiding Principles (included on actions worksheet) Vision: Bayfield considers health, equity, and sustainability in government decision-making processes, policies, and programs, to create a vibrant, engaged, and welcoming community for all residents and visitors. Health Goal: Bayfield supports the well-being of all with policies and programs that promote healthy food, a clean and accessible environment, and opportunities for active living in our community. Education Goal: Bayfield builds strong relationships with the School District and other educational institutions in the area to work proactively and cooperatively on current issues and long-term community planning. Sustainability: The Natural Step Framework (2001)

SMART Actions Definition S Action Items are Specific, focused and clear. What will you do? How will you do it? Why is it important to do now? State Action Items in as much detail as possible. State Action Items in a positive way “We want XXX” is more effective than “We don’t want XXXX.” M Action Items have Measurable outcomes. “If you can’t measure it, you can’t manage it.” Establish (or borrow) criteria to measure progress. Determining progress helps maintain progress. A Action Items are Accepted/Agreed to as our own. We have to really want to achieve the goal so we will to do the work. Action Items should be consistent with what we value and believe. Action Items should not be in conflict or be inconsistent with each other.

SMART Actions Definition R Action Items are Realistic/Reachable and meaningful for our community. Reachable Action Items will stretch us without crippling or terrifying us. Completing the Action Items should be satisfying in itself. Satisfaction is motivation for the next round of Action Items. Big Action Items should be subdivided into tasks of more manageable size. T Action Items are Time-sensitive with a Time-frame for completion. Action Items are for making progress now, not for “someday”. A time-frame helps us create meaningful objective steps/tasks. Appropriate time pressure helps to keep us motivated.

GROUP EXERCISE: IDENTIFY COMMITTEE CONNECTIONS (SPREADSHEET)

ACTION PLAN EXAMPLES: 1. Parks & Recreation 2 ACTION PLAN EXAMPLES: 1. Parks & Recreation 2. Intergovernmental Cooperation

REVIEW 2001 ACTIONS: GATHER IDEAS

NEXT STEPS At next committee meeting: begin the action planning process Committee chairs, with assistance of staff, lead this process Committees implement action planning guidance By July 31, each committee will submit list of priority actions to Mayor Ringberg. This includes a worksheet for each action.

Moving forward: passing the baton Materials for Chairs & Committees Milestones Flow Chart Guidance to Committees: Steps for Action Planning Committees Connections Spreadsheet: to identify where the committee should focus (with example) SMART Actions definitions & Guiding Principles sheets 2001 Actions lists Potential Actions Form (to document Committee ideas for potential actions)(include P&R Example) Individual Action Worksheet (to be completed for each priority action)(include P&R Example) Committee missions table – posted at City website

Questions, Discussion, Suggested Improvements THANK YOU!!! GO FORTH & ACT