04/14/2015 - City Council SpecialSPECIAL CITY COUNCIL MEETING
TUESDAY, APRIL 14, 2015
5:30 P.M.
CONFERENCE ROOM 2A&B-EAGAN MUNICIPAL CENTER
AGENDA
I. ROLL CALL AND ADOPTION OF THE AGENDA
II. VISITORS TO BE HEARD
III. DISCUSS 2015 COMMUNITY VISIONING
IV. INTERVIEW ADVISORY COMMISSION APPLICANTS
V. OTHER BUSINESS
VI. ADJOURNMENT
Agenda Information Memo
April 14, 2015, Eagan City Council Meeting
III. DISCUSS 2015 COMMUNITY VISIONING
Action To Be Considered:
There is no formal action. Rebecca Ryan will be joining the Council via Skype to discuss
the City's 2015 community visioning project.
Facts:
➢ On February 17, 2015, the City Council approved a contract with Next Generation
Consulting to conduct community visioning in 2015. Guidance on the project will
be provided by the founder and co-owner of Next Generation, Rebecca Ryan.
➢ On Tuesday, April 14 at 5:45pm, Rebecca will join the Council via Skype to
dialogue about the community visioning project, proposed to called, Eagan
Forward.
➢ During the call, Rebecca is prepared to touch on the following:
o Rebecca will introduce herself and the work of Next Generation
Consulting.
o She will review the proposed process and roles for stakeholders,
including the roles of the Council, staff, steering committee, and herself.
o Rebecca will discuss the steering committee—the role of the City in
forming the committee, suggested characteristics of the group, and
recommendations for recruiting committee members.
o The Council will be asked to discuss the proposed schedule for the
visioning project
➢ Based on the Council's conversation at the January retreat, the following
tentative schedule for the community visioning has been shared with Rebecca:
o April -early June: form steering committee
o Late July/early August: kick off visioning project in the community
o January 2016: visioning roll out event to community (in preparation for
the State of the City in early 2016 and to kick off the new year)
Attachments: (1)
III -1 Next Generation Consulting Visioning Proposal (with signed signature page)
Next Generation Consulting
CONTENTS
SituationSummary...........................................................................................................2
Objectives.........................................................................................................................3
WorkPlan.......................................................................................................................4.5
The Seven Indexes & Community "Handprint"..................................................................6
YourTeam.............................................................................................................,...........8
Timing and Joint Accountabilities.....................................................................................9
Termsand Conditions.....................................................................................10
Acceptance..................................................................................................11
References and Additional Documentation....................................................................12
SITUATION SUMMARY
Minnesota is changing. Eagan is changing.
Baby Boomers, who've provided most of Eagan's recent leadership, are retiring
or preparing to retire.
A new generation of key leaders are moving into Eagan, ready to lead Eagan to a
new era of development and growth.
8 Eagan continues to welcome newcomers, including Latino immigrants and
Somali refugees. Their cultural inclusion and assimilation is necessary for the
community to prosper.
Our proposal is called Eagan Forward. Our plan is to create an inclusive, candid process
to II give Eagan an opportunity to address its challenges, engage new leaders, assess
the trends Impacting the region, and identify a new vision for the area's current and
future residents.
P;
The objectives for this proposal include:
Eagan will have a renewed vision of itself and a clear, prioritized implementation
pian to achieve that vision. This vision and plan will be called Eagan Forward.
Eagan Forward will be approved by all key stakeholder groups including Eagan
Forward's investors, the city council, prominent business leaders, leaders of the
immigrant and refugee communities, young professionals and others.
WORK PLAN
To meet these objectives, we recommend the following Work Plan:
Step #1: Kick Off Meeting
This is the official launch of Eagan Forward. It will be conducted via phone or Skype to
keep travel costs low for the client. At this kickoff meeting, the Eagan Forward Steering
Committee and the Next Generation team will:
Share their hopes and concerns for the project
Decide which 4-5 cities will be used as benchmarks for Eagan's "Handprint" (see
Step #3 below and the Handprint description on page 6)
Review Vision 2020 and highlight areas of ongoing concern or priority
Finalize details for the Field Visit (see Step #2 below)
Step #2: Field Visit - Getting the Lay of the Land
During this field visit, representatives from Next Generation will meet with key
stakeholders including but not limited to:
Eagan's historian
Investors in Eagan Forward
_- The area's young professionals organization
Leaders of the community's immigrant and refugee groups
The region's senior citizens
Eagan Forward Steering Committee
s City Council
Editorial board of the local news outlets (newspaper, radio, TV)
Additional stakeholders, leaders, or influentials identified by Eagan Forward
Steering Committee
The key areas of inquiry during the field visit will revolve around these questions:
What puts Eagan on the map? What historical forces have shaped Eagan, and
made it what it is today?
What have been the most important developments in Eagan in the past 20
years?
w> When you think of citizens who will be alive and living in Eagan in 2040 - perhaps
your children or grandchildren - what kind of community do you hope Eagan will
be for them? What needs to happen now, to enable that future?
r What does Eagan need to forget, to move forward?
4
During this step, we will launch the "One Wish" chalkboards that were used in the
Willmar Lakes Area to solicit the public's input on their wishes for the region.
Suggested timing: Two consecutive days at a time to be determined.
Step #3: Assessing Eagan's Handprint v. Peers
In this step, we evaluate Eagan's quality of life compared to 4-5 benchmark communities
in Minnesota and the U.S. Next Generation will use its proprietary handprinting process
to determine where Eagan has unique strengths and challenges. (See "Handprint"
information on page 6.)
Suggested timing: Ongoing, completed in time to be included in Eagan Forward draft
plan (Step 5 below.)
Step #4: Futuring Workshop
Option A: In this option, Next Generation works with community leaders and critical
community agents and stakeholders to design an Eagan Forward action plan. During a
two-day workshop, we will create a vision statement for Eagan Forward and identify,
sort, and prioritize key projects that will deliver this future.
Option B: In this option, we host four public community meetings around Eagan,
targeting specific groups for attendance. The groups could be geographic, demographic,
etc. The purpose of the meetings is to engage a broad cross section of residents.
Suggested timing: Two to four consecutive days at a time to be determined
Step #5: Draft, Review, and Refine Eagan Forward
Following the Futuring Workshop, Next Generation will develop a document that
summarizes all the previous findings. During this step, if not before, Next Generation will
also confer with other consultants working on local strategic plans, e.g. for the City of
Eagan, to ensure that there is no redundancy between plans, but that there is explicit
support and cross-referencing. The draft document will be open to stakeholder review
and input, and be delivered electronically to the Eagan Forward Steering Committee for
distribution at the Roll Out Event (see below.)
Suggested timing: Date to be determined
Step #6: Eagan Forward Rollout Event
Rebecca Ryan of Next Generation will deliver a high energy, engaging keynote to
present Fagan Forward to the larger Eagan community. The tone will be one of
inclusion, engagement, and excitement.
Suggested timing: Date to be determined
The Seven Indexes & Community "Handprint"
This page illustrates a sample "Handprint" from Columbus, OH and describes each of
the seven indexes within the handprint. The higher a community's score in each index,
the greater its quality of life is in that index.
Vitality How healthy is Eagan? This index accounts for air and water quality, parks,
trails and recreation areas, and the overall wellbeing of the community.
Earning Young talent
expect to have multiple
jobs in their lifetimes and
value a community with
a breadth and depth of
occupational options,
plus support for
entrepreneurial
ventures.
Learning How smart is
Eagan? Young°
knowledge workers want
to live in communities
where education is
valued and accessible —
for themselves and their children.
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Social Capital Young professionals value living in diverse communities. This index
evaluates Eagan' diversity, its racial profile, inclusion and care of minorities, and its
commitment to broad-based young, professionals organizations.
Cost of Lifestyle Can I afford to live in Eagan? Young talent are normally in the early
years of their earning potential and are carrying enormous college debt loads.
Affordability is key. This index Includes all the variables in the national cost of living
index, which includes a roof over the head, food on the table, and a ride to work, plus a
few others.
After Hours There's more to life than work. This is the index that tallies all the things to
do and places to go after five.
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YOUR TEAM
The following people will take an active role in your project.
Rebecca Ryan
Rebecca will serve as Next Generation's spokesperson, your
primary meeting facilitator, and your keynote speaker. Her
strengths are engaging and mobilizing stakeholders towards the
project's vision. Rebecca is the author of Live First, Work
Second: Getting Inside the Head of the Next Generation and
ReGENERATION: A Manifesto forAmerica's Future Leaders.
Described as a "human spark plug," she Is the founder and co-
owner of Next Generation Consulting. She is the Resident Futurist at the Alliance for
Innovation and a Senior Fellow at CEOs for Cities. She has degrees in Economics and
International Relations from Drake University and a certificate in Strategic Foresight from
the University of Houston
Lisa Loniello
Lisa will help coordinate calendars, meetings and logistics. Lisa
is Rebecca's right-hand person who joined the NEXT
Generation Consulting team in September 2014 after twelve
years at the Greater Madison Chamber of Commerce where
she wowed 2,300 members in role as Executive Assistant to the
CEO.
Marty Honisch
Marty will direct all data collection, benchmarking and indexing.
Marty played a key role in designing the current edition of the
Quality of Life handprint. He will serve as a consultant on this
project. Marty's Masters Degree is in Sociology from the
University of Florida.
TIMING
This project could begin as early as March 2015 and is expected to conclude within six
months. Timing and completion are based on a variety of factors including schedules,
access to stakeholders, partner cooperation, and unforeseen events.
JOINT ACCOUNTABILITIES
In partnership, we agree to the following accountabilities:
Next Generation's Accountabilities
Next Generation will: adhere to agreed upon deadlines; provide progress reports at
agreed upon milestones; be available to members of the Steering Committee for issues
as they arise; provide all meeting materials required by the Field Visit and Futuring
meeting; provide professional facilitation during all meetings; collaborate with local
media and social media experts to generate and retain interest in this project; and keep
track all decisions made and next actions as a record for both the Eagan Forward
Steering Committee and ourselves.
Eagan Forward Steering Committee Accountabilities
The Steering Committee will be assembled to provide general oversight to the project. It
should include representatives from all agencies that invest in Eagan Forward, plus
leaders of key stakeholder groups, e.g. immigrant and refugee groups. The Steering
Committee will: provide all information material to this project; provide administrative
support and references as needed to schedule meetings with key stakeholders; provide
meeting space and meals to meeting participants when needed; and pay in conformance
with the terms below.
Joint Accountabilities
We will both alert each other immediately of anything we learn that may materially affect
the success of this project. We will respect each other's confidentiality and proprietary
materials and approaches. We will achieve reasonable accommodation for conflicts,
unforeseen events, and other priorities. We will act in a spirit of partnership.
TERMS AND CONDITIONS
Your investment for this Work Scope is $49,300 plus travel if Option A (page 5) is
selected. Your Investment is $59,350 plus travel if Option B (page 5) is selected.
Payment Terms
If you pay the full fee up front, you will receive a five percent courtesy discount. If you
choose to pay in installments, fifty percent is due at the start of the contract, 25% is due
after Step 3 and the final 25% is due at the conclusion of the project.
If, for any reason, Next Generation Consulting does not fulfill the terms of this contract
and an alternate completion plan is not agreed to in writing, you will receive a prorated
refund. The prorated refund will be based on an equal distribution of the project fee for
each step of the project, i.e. each step is one fifth of the project fee. Therefore, if steps
one through four have been completed, but steps five and six have not, you will receive
reimbursement for two steps.
Expense Reimbursements
Expenses will be billed monthly as accrued and are due on presentation of our invoice.
Expenses may include: mileage, lodging, food, and related expenses; they will not
include fax, copying, phone courier, office support, and related expenses.
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ACCEPTANCE
Your signature indicates acceptance of the option checked and your agreement with all terms
and provisions specified herein.
Alternatively, your deposit or full payment and Indication of an option will also constitute your
acceptance allowing us to begin the project together.
We accept:
Option A = $49,300 plus travel
X Option B = $59,850 plus travel
and agree to the terms and conditions. We are choosing (check one):
50% deposit with final balance due at receipt of final PDF; or
X full payment less a five percent professional discount.
4 v
Mike Maguire
Mayor
Date: - l 15
Rebecca Ryan
President
Date: Februarys, 2015
For City of Fagan, MN
&'j_...,_, • .,.I ...
Christina Sciploni
City Clerk
Date:
For Next Generation Consulting
In 2013, we completed Vision 2040 for the Willmar Lakes Area. The final plan is
available at this link: https://www.dropbox.com/s/6ncq57xbqgqgwtx/Vision
%202040 November2013.pdf
The following clients have agreed to provide a reference for our work:
Charlene Stevens, City Manager
City of Willmar
(320) 235-4913
cstevens@willmarmn.gov
Ken Warner, President and CEO
Willmar Lakes Area Chamber of Commerce
(320) 231-0272
kwarner@wilimarareachamber.com
Dean Zuleger, City Administrator
City of Lake Elmo
(651) 233-5401
dzuleger@lakeelmo.org
Bryan Derreberry, President and CEO
Charleston Metro Chamber of Commerce
(843) 577-2510
bderreberyy@charlestonchamber.org
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