City Council Meeting Date: May 13, 2025
To: Mayor and City Council
From: Ben Martig, City Administrator
Risi Karim, Assistant to the City Administrator
Title
Strategic Plan Review of Strategic Priorities, Outcomes, Key Outcome Indicators (KOIs), Targets and Strategic Initiatives.
Body
Summary Report:
The goal of tonight’s work session is to review and confirm the one-page summary of the Strategic Plan, which will serve as a guiding document for implementation. The full Strategic Plan report is scheduled for final approval by the City Council on May 20, 2025.
Craig Rapp will be in attendance to explain clarifications of the Strategic Priorities as well as the proposed KOIs, Targets and Strategic Initiatives. City Administrator Martig will also be sharing some information related to the proposed initiatives.
Council is welcomed for input and these can still be modified in preparation of the May 20th meeting.
Background
The City of Northfield has initiated the development, approval, and early implementation of its 2025-2028 Strategic Plan. This marks the third consecutive strategic plan adopted by the City since 2017, demonstrating Northfield’s ongoing commitment to thoughtful and forward looking governance.
To support this work, the City continues its partnership with Rapp Consulting Group, led by Craig Rapp. The firm brings a customized approach to strategic planning, aligning its process with the unique needs of both the organization and the broader community. Rapp Consulting works closely with elected officials, senior staff, and community leaders to identify critical challenges, define strategic priorities, and ensure those priorities are translated into measurable, actionable plans. Their approach centers on establishing a strategic “guidance system” by clarifying desired outcomes, performance indicators, and success metrics, laying the groundwork for results driven execution. This is followed by in depth facilitation with city leadership to develop detailed initiatives and implementation plans that promote accountability and alignment.
As part of this planning process, the City Council, under the guidance of consultant Craig Rapp, participated in a daylong Strategic Planning Retreat on April 5, 2025. This retreat brought together Council members and senior city staff in a focused, collaborative setting to reflect on community needs, establish strategic direction, and set priorities for the next four years. The facilitated session emphasized alignment between elected leaders and administration, while fostering a shared understanding of the City’s long term vision and goals.
At the conclusion of the retreat, Council reached consensus on four strategic priorities for the 2025-2028 Strategic Plan:
• Improve Financial Strength - Ensuring long-term fiscal sustainability through prudent budgeting, diversified revenue, and responsible financial management.
• Increase Housing Availability - Expanding housing options to meet the needs of current and future residents across all income levels.
• Achieve Infrastructure Sustainability - Maintaining and modernizing the City’s physical assets, including streets, utilities, and public facilities, through strategic investments.
• Enhance Service Delivery - Improving the efficiency, accessibility, and responsiveness of city services to better meet the needs of the community.
Following the Council retreat, City staff participated in a strategic work group on April 8, 2025, to further develop the Strategic Plan framework. During this session, staff worked collaboratively to identify Key Outcome Indicators (KOIs) and set performance targets aligned with each of the Council’s strategic priorities. Where possible, staff grounded these metrics in existing data sources and community informed reports. For example, housing related indicators were drawn from the City's recent Housing Study, which outlines current conditions, projected needs, and areas of opportunity. Similarly, infrastructure and financial targets were based on long range capital planning documents, financial audits, and service level benchmarking. These metrics will serve as the foundation for implementation plans and ongoing progress reporting.
The 2025-2028 Strategic Plan is a critical tool to guide the City’s decision making, budget development, and organizational alignment in the years ahead. As the engagement process comes to a close, the City is finalizing the plan to ensure it reflects the priorities and input of the community, along with guidance from elected officials and City leadership.
Alternative Options:
There is an opportunity for editing of the plan. Council is welcome to make suggestions and work through Mr. Rapp to work to a final draft to bring back for action on May 20th.
Financial Impacts:
Not applicable.
Tentative Timelines:
Strategic Plan Development: Timeline Events
ü 10/22/24 (5:30 p.m. - 7:30 p.m.) - All Board & Commission Training
Comprehensive Plan Background & Context for Strategic Planning (Reilly)
Strategic Plan: Craig Rapp
1. Strategic Plan - background, purpose, schedule
2. Strategic Plan - facilitated feedback on policy, issues, etc.
ü 11/18/24 Staff Senior Management Team Meeting (Craig Rapp)
Leadership & Staff Working Together
ü 12/4/24 Staff Senior Management Team + Others: Strategic Plan Kickoff Meeting (Craig Rapp)
Enviro scan work, development, implementation preparation.
ü 1/14/25: Council Worksession: Good Governance Workshop (Rapp)
ü February 2025 - Facilitated Community Stakeholder meetings (4 meetings approximately 90 minutes - in process for development)
ü January/February 2025 - Mayor and Councilor Interviews
ü January - February-March 2025: Community Survey.
ü 3/11/25: Council Strategic Plan Work session, City Hall 6:00 p.m. to 9:00 p.m.
Download of 2024 Board/Commission Input, Community Survey, 4 Focus Group Facilitation, Staff Environmental Scan, Strategic Plan Retreat Process etc.
ü 4/5/25 (Saturday): City Council Strategic Plan Retreat, City Hall 2nd Floor Training Room 7:30 a.m. to 4:00 p.m. (breakfast & lunch)
Develop Strategic Plan: Vision/Mission/Values, Strategic Priorities, Desired Outcomes, Strategic Initiatives
ü 4/8/25: DCT + Senior Staff Working Group, City Hall 2nd Floor Training Room 9:00 a.m. to noon
Staff work session to develop and refine Key Outcome Indicators & Targets
ü 5/13/25: Council Worksession: Review & Direction on KOIs & Targets
Key Outcome Indicators & Targets. One agenda item 6:00 p.m. to 7:00 p.m. City Council provides feedback
o 5/20/25: Council Regular Meeting: Adoption of Strategic Plan Report (2025-2028)