Steering Group IV’s December 8, 2003 Minutes

 

Report on Board of Supervisors meeting: During today's meeting we discussed the BOS presentation last week, which Jan Hubbell and Noah Greer stated was very positive. The BOS affirmed our progress to date and our goals to move forward, and approved the consultant recommended by Steering Group III to update the County’s Ordinance.

 

County Temporary Hiring Freeze likely: Angela Antenore commented that County Administrator will be recommending a hiring freeze at tomorrow’s BOS hearing. It was also discussed that we should continue to move ahead with our work and recommendations, as they will not be time-specific.

 

Management Team Update for PIT Process: Angela met with Dianne Meester and Tom Frutchey last week regarding the PIT process and discussed some recommendations about how best to move forward. A meeting is being planned for all of the PIT groups (date to be determined) at which information will be shared about crossover activities and updates.

 

We agreed that the included for the agenda of our next meeting (Dec. 22) we would formulate:

1. What information do we think would be useful to share with the other PIT teams about the work of Steering Group IV, and
2. What questions we would like to ask the other PIT groups about their work to identify linkages and crossover areas.

 

Angela’s meeting with Dianne and Tom also revealed challenges facing the PIT process overall about how best to move forward among each/all Steering groups.

 

PIT Membership Restructuring Suggestions: Changes to how our group members participate was recommended. We discussed and all agreed that not all group members need to attend every meeting but will still be involved as Resources in their areas of expertise (e.g. Bill Wayson and Kirsten Zecher will be our resources for website information, technical tools, etc.; Rita Bright will be our resource for training-related issues; Joe Pisano for Human Resources related issues, etc.).

 

P&D Strategic Planning Process: Angela discussed P&D’s 2001 Strategic Plan and the recommendations that coincide with the goals and focus of Group IV. It was requested that staff and PIT groups be involved in the Strategic Plan process by providing input on the 2003 proposed Strategic Plan recommendations.

 

Action Steps for December 2003:

§         We discussed the PIT I recommendations and asked that everyone look those over (Noah will email these to the group) for a discussion at the Dec. 22 meeting of what, if anything, our group can do to implement those recommendations or to determine if our group needs information to make our own recommendations.

§         June and Noah commented on the PIT I recommendation for training new Planners in Geographic Specialties.

§         Angela will discuss with the Management Team the need for support and accountability for the PIT processes to ensure action and communication on recommendations. 

 

Brainstorming Next Steps for Group IV: Members agreed that the topics listed below need to be addressed and Ad Hoc sub-groups were formed to examine each. It was noted that not all of these topics can be implemented by our group, but may be recommendations of developed plans, strategies, etc.

Ø        Develop a training plan for Supervisors in their first year, including

A)    Prep classes prior to beginning their Supervisory positions;

B)     Training for new Supervisors; and

C)    Enrichment classes for ongoing training.

Rita will coordinate with Tom Frutchey, and Nicole will be Rita's contact within our group.

Ø        Develop a training program for new Planners, including

A)    An organized orientation program;

B)     "On-boarding" training;

C)    Ongoing training;

D)    Training for promotion preparation.

Rita will coordinate this program, and Nicole will be Rita's group contact.

Ø        Develop a process for determining the span of control for Supervising Planners. Will be further discussed at next meeting.

Rita will coordinate this process and will update the group.

Ø        Develop a training plan by and for the public, including agents, stakeholders, etc. The training should include legal information, why a complete application is important for all involved, etc. 

Nicole will update the group after coordinating with PIT Steering Group I, which is developing recommendations for this type of training.

Ø        Develop a formalized mentoring program.

Noah and June will coordinate this topic.

Ø        Improve our message and image to the media and public by designating a proactive Public Information Officer.

Angela will discuss this with Management and will update the group.

Ø        Develop a forum for exchanging information with other agencies such as BAR/MBAR, Ag. Preserve, Historic Landmark Advisory Committee, Fire, EHS, Roads, etc.

Tina, Peter, and Nicole will contact Steering Group II, which is also working on BAR issues, and will update the group.

Ø        Develop a structure for staff and the public to track Policy changes and to clarify Policy interpretations.

A link with Steering Group III will need to be established.

Possible group members include Adrienne, Rita, Nicole, and consult Greg Mohr in Comprehensive Planning. We will continue to discuss this on Dec. 22.

Ø        Develop retention strategies. Angela discussed universal retention issues: feeling appreciated for a job well done, feeling “in the know”, and feeling that one can get help with personal problems.

Alice, June, and Nicole will review PIT I’s survey results, inter-departmental resources, and P&D’s Strategic Plan (past, present, and proposed) and will update the group.

Ø        Develop a Tools Improvement Sub-Committee.

Kirsten, Bill, Noah, Anne Coates from PIT I/Steering Group II, and one member of Management will coordinate this group. Bill and Noah will be this sub-committee’s contacts.

 

Agenda: Monday, December 22^nd 9:30 – 11 at the Santa Barbara Bank & Trust in Solvang

        I.      Updates from the above mentioned focus groups

     II.      Discussion of our approach to tracking policy changes and interpretations

   III.      Discussion of what to present or ask at the February PIT meeting with all Steering Groups

  IV.      Discussion of the PIT I recommendations

     V.      Meeting schedule until February

  VI.      Rita will attend with an update from the Dec. 18 Management meeting