Loading...
HomeMy WebLinkAbout1975-12-02 Info PacketCity ° of Iowa City ME %.0"'ANDU BATE: November 19, 1975 TO City Council FROM: -City Manage+��^�� RE: Objectives The City Council needs a vehicle for effective decision making and pro- viding direction for the Cityorganization, and the staff needs the same type of assistance for departmental operations. Therefore, in recent months the Manager has reviewed the possibility of-initiatingia management - by -objectives program within the City.' on Monday evening, December 8, at 7:30 P.M., Mr. Jude Nest of the Center for Labor and Management will be present for a joint Council -department head meeting.-;- Enclosed are four articles concerning management by objectives which will provide a foundation for this effort. The preliminary budget: presentation, which the department heads will make to the City Council during the month of December,will be developed in _accordance with a management -by -objectives format. _ --: DECEMBER 1975 S rit T W TH F S 1 , 8 AM -Magistrates 2 4PM-PFZ Informal 3 4 8AM-Magistrates` 5 Ct (Chambers) Chambers (CD Conf Rm) 8:30AM-Housing Ct (Chambers) I PM -Informal Comm (CD Conf Rm) - 4PM-PF,Z Formal Council 7:30PM-Council 1:30PM-Safety Com (Chambers) - (Conf Room) (Chambers) (Eng Conf Rm) 7:30PM-Informal: Council'(Chamber 7:30PM-Library 8 AM -Magistrates 9 10 118'AM-Magistrates 12 3 Ct (Chambers) Ct (Chambers) 7:30PM Human Rel 4PM-Design Review 8AM-Sign Ordinanc Comm (Eng Conf - _, Com (CD Conf Rm) (CD Conf Rm) ` - Rm) - 7:30PM-Council 7:30PM-Parks 3PM-Riverfront Com (CD-Conf Rm) (Chambers) Rec (Rec Center) 7:30PM-Informal Council(Rec Ctr) 7:30PM-Human-Rel 14 Public Mtg,(Chamb) 15 16 _ 17 19 20 8 AM -Magistrates 4Phf��,ConffRmormal $Comm i8 Ct Chambers (CD Conf Rm) 8AM-Magistrates Ct (Chambers) - 1PM-Informal ,' 4PM-P&Z Formal ` Council (Conf-Rm) 7:30Phf-Council (Chambers) (Chambers); 4PM-Lib.Formal - - (Lib.Auditoriwn) 7:30PM-Informal 22 23 24 21 Council (Conf Rm) 26 27 - - 8 AM -Magistrates - 7:30PM-Airport - Ct (Chambers) Com (Eng Conf Rm) 25 - _- 111M- Informal 7:30PM-Council Council (Conf Rm) (Chambers) HOLIDAY 28 - 29 30 31 8 ANI-Dagistrates Ct (Chambers) 7:30PM-Council (Chambers) COU}.+^.•T. L i "f , V ,J t ti'.Jn i }'i z•,1,1 rl„ - - it i •J � L 1 � l.: ♦ C ti3D vi -is ., , C , t t � � ♦ . r'� t [ ,, ter'[ r :Lt ;.i [ li .UL 7-1 il'l,,,t ...tet J t [- '.. 1. r _ --T" CIt T3 =•cam --c�,L` t n:. pint, w J:a f •i_'l,^♦- ,-.. t r - ,1J -.. C}..•=i,.t.J v4? ,�•�."Lt `t. L..w �rEo r C } rf i f t ' ,v". f�• r;- !':o 'Tv F' �: _ - cry is t t - �'. Ci_.. (71 UL7Ci.�� anJa T, £S , t.., rd.LTt u.. _ f ,Ed 'Ct n.. Ci - C �!'�, " �.,- .lP IIl:Q 11 t t. il'.. J JC rt _• '� 3 14i. ♦�• t SGC=r1Rr'i.�i. =�GSLL (-!A5cun ' / _GuCt♦. (.r _.Y �?..- 1 L CrviL i .�r t1 c�:;d D r C t♦}Jq �E r -�(;v til.. _. t � - 3't[i 5 1 % , `.. v{..0 �.. .. i�}1 ♦•L a.^ _ „G a.G CT.t°1 j,t'Sc :.c _ K c r j- ,L�r �.r_da _ r J 6 1 V.i i4 G, Lr,r. t. t R�c[Q l .a CG=• - t .•• f t t S Tan C�r•�i4"[ Uul; l r and s rr.s :1JG[ �.: iwr j•..l:a J "= 1 y ")ud 7 t Lln.a .-r cvi .. z-LiF L ,r J nl i GL. rr Sr t, r rj.,n aiJ cl r M}]. v_h7i'l yi[ Uf�J---r t". v.t;:S*.. 13 ��= Il`�•...hr �1 { �•; r t� ..�L T•'[. bs t t' , Minutes of Staff i4ecting November 21, 1975'. "lie Str staff met to discuss the preparation of tile 1-Y77 budget procedures. Pat Str,�bala, to Director of Finance, outlined the bud eting be two fundamental differences from the last budgeting R process. There will A. The amount of money to expendR R Process: . B_ The process that will be followed. Materials distributed included a memo from the City Manager regarding budget presentation a the capital improvement programm the Finance Department regardinge Preliminary budget manual for em manual for FY `77 throrm thaugh FY'81, ndhthe977 budget, goals and objectives was a so�distributedt Is to be used b Proposed y departments to list their Outlined the controlling mechanisms of The memos and format that departments are -to follow, the budgeting manuals distributed combined with 8'cYcle, and the sequence and the Ca ital I This Years budgeting procedures will be FY 77 budget memo must be Improvement Program.' The deadlines as Tho budgetingmet to stay on schedule with the rest ofuthensequen e. process will differ in that both the operating budget manual will be reviewed at the same time with the Council as indicated on the calendar. The staff is encouraged to review the City .Mana Manager' g and the CIP yellow Budgeting Is before beginning their budget 8 memo and the R R 8 preparations. bargainr 24 the Council will meet in an ,Informal Session to discuss bargaining and negotiatin departments can put a dollar amount of their budgeting cycle the Council w for 8 Process in both open and executllective ive essiono Before determine what the scope of negotiations will be Dr. Jude Rest will meet with the Council and staff December 8, at 7:30 P.M.) in the Council Chambers to discuss proc the first of several sessions. MBO and the budgeting" in continuing to meet with the stafFnto dew isseminatcil e ins berhave shown;a b Ss- Thisme so ll e Will work with us in .lama an interest -January on this matter. n The Finance Department will again prepare budget briefing do estimate of expected revenues in 1977. R uments and an 1975, will serve s a basis for this information.: Documents -dated October;22, 1974, and March The schedule of budgeting process was discussed. During the month of December, the staff will meet informally with the Council to review and correct individual V:departmental budget objectives. The Cit Development departments will' y' Manager,' the, Finance and Community and objectives. Presentations to the Council will begin on the first of December. provide assistance to departments to determine goals After February 17, there will be no increases in the budget, q discuss the budget will be held March 2. Formal action would then be scheduled - for the formal Council meeting of March 9. public hearing. to to the County The budget would then be forwarded y Auditor, Delores Rogers. Department heads will crnitnCt all boards and corrunixsior>3 that involvs department. if differences of opinion exist between d commission, they will have an o department h L�rr budget presentations are opportunity to discuss ends and the made. A citizen this with the Council when Of December to discuss the budgetinghearing will be held in, the earl process. Y Part Department heads will be required to be specific about their goals and objectives for this fiscal year. Program descriptions should include.a-.goal of the particular function and the activities in the area.-Anynumber of _ performance objectives may be included in your budget. Specific identifiable objectives should be utilized to obtain your goals. Page 8 and 9 of the Budgeting Manual lists defini- tions of goals and objectives. A review of the financial conditions indicated that State and Federal revenues for the next fiscal period would be decreasing. Four areas outlined that would decrease are property taxes, Federal _revenue ,sharing, State municipal assistance funds and Federal Title XX funds. Departments should realize that some shifts, may be necessary. Priorities must be established and programs over the last few years may not 'be'funded. Tho staff was encouraged to be imaginative in_thinking 'of alternative programming. 'Ibc Council will meet informally Tuesday afternoon, November 25, to continue the discussion of the current financial condition. Approximately $400,000 of programs have been added since the last budgeting cycle. The Finance Department projects that we are below the current balance necessary to operate. Copies of forms used in the budgeting process are included in the budgeting manual The staff is encouraged to contact the Finance Department for additional copies. Classification detail will be helpful for. the Council-and staff to identify programs that are needed. The cumulative data on the October budgeting_ report should be checked to determine if deviations have occurred from the budget. If - increases are necessary in one area of your budget, you might be able to suggest an area to decrease. If you can't identify areas, the Finance_ Department should be called and they will help you to determine where budgeting cuts may be necessary. ` The CIP runs parallel to the budgeting cycle and has not changed significantly from the last two years. A mandatory review of programs and Cost estimates will be up- dated. If. you do not recommend programs in the CIP, provide: the details of iffy they will be dropped. _Major items to be included in the CIP are spelled out in the definition in the CIP manual that being an item valuing $25;000 or more with a life expectancy of ten years. Special attention should be giventoFY 76-77. Billie Rauber,-representing the Parks and Recreation Department, requested that the 'informal session for their presentation to the Council be. changed from December I to a`later date. MINUTES SAFETY COMMITTEE MEETING - - OCTOBER 12, 1975 - Members Present Dare] Forman _ Junes Higdon - . - - Linda Mosher Paul Nolan _. Don. Stoddard Pat Strabala Charlie Timmons Kathy Engle; an intern from the MAPA Program at the University of Iowa, has been working on City Manager policies on safety for the Safety Committee. Major Points of policy she will cover are as follows: I: Overall policy. - -- - A. Responsibility of employees, supervisors, department heads, division heads, and the Safety Committee.- Employees must adhere to the Safety Program. throughout the organizatiEveryone on must be totally committed to safety and realize that safety is for their own protection. A written policy will be formulated so - that it can be easily understood and followed.' Kat Engle will draft_a polihy supervisors, cy }hat can be reviewed by the union officials:: The Safety Committee will be concerned with the ,implementation, education and monitoring; of the safety policies. Inspection- _ A.__ ..Work place . B. Who. C. Employee requests - - Inspection responsibilities may be reassigned to the Fire Department tment and building Officials. to utilize the services It is important of employees in order to cut our costs in this program. Employee requests would be handled by the use of form orlisting the Safety ut _Committee members names on bulletin boardsthrougho - the City. Employees could then -report hazards or requests for safety -items to the Committee members. _ Safety Committee could then review and return the_i_tem request back -to the department to initiate action. Vehicle Driving - - - - A. Daily Inspection policy will be written on this matter from previous memos. - MINUTES. SAFETY COMMITTEE MEETING:. OCTOBER 21, 1975 Page 2 IV. Personnel Protective Equipment - -- V. -- Educational Program Education for a -Safety Program must start with the -supervisors. This will then be provided through communication and other - ,- - -- - programs to all employees. VI. Record Keeping : A. Accidents-- - investigations ` B. -Inspections - C. Employee Requests D. _ Disciplinary Actions Jan Burr of the Finance Department has been keeping accident - - records; however, 'nofollowup-has been-initiatedon accident. forms. The responsibility of discipline will be outlined and forms devised for investigation, and employee requests. It is important that followup be consistent. -- - Recommendations to the City manager: - - 1._ The Safety Committee expressed a concern that a broader base of representation be established. This could be done by appointing personnel :from Water, Streets, Police, Recreation Center, and Parks and Recreation Maintenance. --- - -- -� 2. The Safety Committee_ recommends that the City Manager draft a memo to department and division heads requesting information regarding fire extinguishers._ A master list needs to be developed of the type, - - .number, .and location -of -each fire extinguisher in. all City areas -and --> - - City vehicles. This --will -then provide -alist for the fire officials to annually inspect fire extinguishersin City areas. 3. The Fire Chief asked for ac_clarification onshortsafety-toe boots fora-firemen:-.-Each-fireman is provided with a -short and a' long :boot - "- as part of their uniform.-_ The long boot worn during the day, has safety toes. The short boots, which are part of the evening gear, ; do not have safety toes. These were purchased in the 1960s. -Fire- men are now requesting that these be provided. The Safety Committee felt that since these were City -purchased items as part of their ---- uniform, that .this should bebudgeted -forin the next budgeting cycle and replaced as needed. 4. June Higdon read a report from the Narcotics Division fri tre Fauce Department regarding -a-lack of communication equipment in their vehicles..