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HomeMy WebLinkAbout2009-03-31 Correspondencet~;.:.~.®a7 ~ ~ ~~ ~~ CITY OF IOWA CITY www.icgov.org OFFICE OF THE CITY MANAGER Michael A. Lombardo City Manager michael-lombardo@iowa-city.org Dale E. Helling Assistant City Manager dale-hel I ing@iowa-city.org Kathryn L. Johansen Administrative Assistant to the City Manager kathryn-Johansen@iowa-city.org 410 E. Washington Street Iowa City, IA 52240 March 31, 2009 MEMORANDUM To: City Council Fr: Michael Lombardo, City Manager Re: Priority Setting -Work Session AGENDA • Discussion about process for determining budget reductions • Discuss community survey tool and determine level of support • Establish criteria and weighting for priority setting process Process Discussion: ~-3i-©~ During the FY2010 budget work sessions, we came to the determination that a form of process was appropriate to establish priorities to aid in developing budget reductions. The Finance Department has been researching various process models and has determined that detailed guides for us to implement simply do not exist - we are essentially creating a process as we go along with guidance from material that we have found from other jurisdictions and associations. This is an extremely busy time for the organization as we balance our attention on flood recovery efforts, day-to-day service demands, and the impacts of the national economic crisis. Our observations are that the jurisdictions that have implemented priority-setting models have done so as part of a broader strategic planning process over several months and many have taken a year or more. Question for Council (1); Prior to moving forward with developing criteria and weighting, I want to confirm that Council members see value in the exercise and believe the results will assist them in decision making. Community Survey Tool: Nationally and certainly within Iowa many local governments have utilized surveys to gain direct input from the community to support and facilitate Phone: (319) 356-5010 t~:~~. ®r~J' ~III~~ ~ ~~~~~~~ ~a.as._ CITY OF IOWA CITY decision making. Often a statistically valid survey can provide insight into areas www.icgov.org SUCK aS: • The degree of satisfaction with City Services OFFICE OF THE CITY MANAGER • Community preference for service • Willingness to pay and preferred method of payment for services Michael A. Lombardo (user fees, property tax, etc.) City Manager michacl-lombardo@iowa-city.org • Support for certain areas such as public safety, economic development, downtown activities, maintenance of natural area. Dale E. Helling Assistant City Manager aa~e-neuing~u iowa-c~ry.org . Perceived gaps in services Kathryn L. Johansen • Services that the respondent uses Administrative Assistant to the City Manager i Question for Council (Z); Do you support utilizing a survey tool as part oft e ty.org kathryn-Johansen@iowa-c prioritization process? If so, are there other areas you would like to explore/probe? Criteria and Weighting Process Development: The purpose of tonight's exercise is to select criteria to be used in prioritizing programs and services and establish weighting factors to be applied in determining an overall prioritization score. Results from this work session will be compiled and a scoring matrix developed and distributed to Departments where discreet programs and services will be scored accordingly. Prioritization scoring sheets will be compiled and the results will be broken out into quartiles for ease of reference. For the bottom two quartiles we will provide information to include: prioritization score, description of funding mechanism (g/f, fee-based, or some combination), # of FTEs, and total budget/cost of service. Question for Council (3); Is information on the bottom two quartiles sufficient or do you want information for all programs and services? Question for Council (4); Is there additional information you would like included in the summary; the type and volume of information requested will drive turnaround time?? Council and Department Directors will have an opportunity to discuss the results and have questions answered or additional information provided regarding specific programs and services. This is expected to take place at the April 13 work session but is dependant upon the amount of information desired. 410 L. Washington Street Iowa City, lA 52240 Phone: (319) 356-5010 ~ r i ~m~r. ~ "w'ooi~~ CITY OF IOWA CITY www.icgov.org OFFICE OF THE CITY MANAGER Michael A. Lombardo City Manager m ichael-lombardo@iowa-city.org Dale E. Helling Assistant City Manager dale-belling@iowa-city.org Kathryn L. Johansen Administrative Assistant to the City Manager kathryn-Johansen@iowa-city.org At the May 18 work session we will provide a summary of potential revenue generating options for discussion and Council consideration and begin deliberation and decision making regarding specific reductions. Question for Council (5): Do you have expectation for an Administrative recommendation for specific reductions or will this be Council driven? If Council driven we can begin deliberation on specific reductions soon after the April 13 meeting. Potential Criteria: 1. Mandated Service 2 =State/Federal Compulsory Mandate 1 =Local or Optional Mandate 0 = No Mandate 2. Benefit to the Community 2 =Direct benefit to entire community 1 =Direct benefit to 50 - 99 percent of community 0 =Direct benefit to less than 50 percent of community 3. Internal Benefit 2 =Directly benefits 3 or more departments 1 =Directly benefits 2 or more departments 0 =Directly benefits 1 department 4. Health & Safety 1 =Addresses public health or safety concern 0 =Does not address public health or safety concern 5. Council Priority/Preference 2 =Critical to fund 1 =Important to fund 0 =Nice to fund 6. Duplicate Service/Alternate Means of Service Delivery 2= 1= 0= 7. Serves Vulnerable/Underserved Population 2= 1= 0= ,-r ~ r 410 1. Washington Street Iowa City, IA 52240 Phone: (319) 356-5010