study session staff reportM f
MEETING DATE: 08/18/15
• STUDY SESSION
COUNCIL AGENDA REPORT
DATE: AUGUST 10, 2015
TO: MAYOR AND TOWN COUNCIL
FROM: LES WHITE, INTERIM TOWN MANAGE
SUBJECT: FY 2015 -2016 DEPARTMENT WORK PLANS
A. REVIEW AND DISCUSS THE DEPARTMENTAL WORK PLANS
B. OFFER SUGGESTIONS FOR IMPROVING HOW THIS INFORMATION IS
REPORTED
RECOMMENDATION:
Staff recommends that the Town Council:
1. Review and discuss the departmental work plans and
2. Offer suggestions for improving how this information is reported.
BACKGROUND:
Each year since 2010, the Town Council has adopted strategic goals for a two -year period. Inmost
years, the Council considered updates to the strategic goals in a retreat session early in the calendar year
as a step in the preparation of the proposed budget. The Council's strategic goals provide upfront
direction to the staff to propose an allocation of budget resources to meet these priorities. On February
18, 2014, the Council approved the last set of strategic goals for 2014 - 2016. Attachment 1 summarizes
the current status of these items. The adopted annual Operating and Capital Improvement Program
Budgets express the Town's services, activities, and priorities.
To aid the Town Council's discussion of strategic goals for 2015 — 2017, staff has compiled a
comprehensive work plan for all departments that provides a snapshot of on -going major projects and
day -to -day activities, including Council adopted strategic goals and priorities (see Attachment 2). Prior
to the Council identifying new strategic goals (see separate agenda item on this topic), the Council has
an opportunity to discuss and comment on the current work activities of the Town organization in this
Study Session.
PREPARED BY: CHRISTINA GILMORE ( U
ASSISTANT TO THE TOWN MANAGER
Reviewed by:
Town Manageit.�Town Attorney Finance
NAMGR\AdminWorkFiles120 IS Council ReportsUugust 180epartment Work Plans Staff Report_August 18 201
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MAYOR AND TOWN COUNCIL
SUBJECT: 2015 — 2016 DEPARTMENT WORK PLANS
AUGUST 10, 2015
DISCUSSION:
The strategic goals and projects in the departmental work plans represent largely priority issues
identified by the Town Council in its strategic goal sessions or as a result of other Council actions
throughout the year. The work plan also contains some projects initiated by Town management. The
work plans only represent about 20 to 30% of staff workload and are in addition to the Town's ongoing
day -to -day services which account for approximately 70 to 80% of staff work. In addition to the
strategic goal matrix, staff is also providing a work plan that identifies key projects from Town boards,
commissions and committees.
The goal of the work plan is to provide the Town Council with semi - annual information about the status
of significant projects and strategic goals by department and to afford the Council an opportunity to ask
questions about major work activities. The work plan also demonstrates the overall workload of the
Town organization and its capacity to absorb new projects. Semi - annual reporting is proposed in
January and June of each year.
The work plan is also intended to:
1. Update the Council on the status of projects which typically represents some of the more highly
visible, predominately one -time activities of the Town.
2. Provide a transparent snapshot of on -going major activities which comprise the bulk of the
Town's workload.
3. Help Council and staff keep the workload manageable.
4. Enhance the coordination and understanding of projects among Town departments.
5. Provide information on whether projects are being delayed or have not started.
6. Hold staff accountable for projects where they are the leads and co -leads and also provide
additional information to assess departmental, team, and individual performance.
7. Provide information on completed projects and strategic goals.
8. Helps to schedule items for Council meetings through the working calendars.
Presentation oflnformation
The departmental work plans capture all of the approved Council strategic goals and key department,
boards, commissions, and committee projects, programs and initiatives that are under taken by each
department throughout the fiscal year. The work plan is divided into the following sections:
PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: 2015 —2016 DEPARTMENT WORK PLANS
AUGUST 10, 2015
DISCUSSION (cont'd):
• Strategic Goals Initiatives: The strategic goals section highlights the adopted Council strategic
goals that are to be implemented by each department during the fiscal year.
Boards. Commissions, Committees: The Boards /Commission/Committees section identifies
projects and or work plan items that departments are working on throughout the course of the
year, including all the major work items /project that are developed by any
Board/Commission/Committee and assigned to staff to research, develop, and/or implement. Ii
may also provide the Council an opportunity to guide and comment on the work of its advisory
bodies.
Key Department/Division Projects: The Key Department Projects section highlights Council
referrals, projects, programs, and initiatives that departments are working on throughout the
course of the year that fall outside of strategic goal projects. Departments that have multiple
divisions within their department have sections identifying key projects /programs initiatives to
be implemented by the division during the fiscal year (e.g., the Clerk Administrator and
Economic Vitality reside within the Town Manager's Office). For each department, the Ongoing
Activities section captures the routine, on -going core services that account for approximately
80% of the services provided by staff to Town residents and businesses.
CONCLUSION AND RECOMMENDATION
Staff recommends that the Council review and discuss this information, and offer suggestions to
improve the reporting of this information. Staff intends to provide the Council with semi -annual
information (January and June) about the status of significant projects and strategic goals through the
work plan document. The Council's input is important to ensure that the information is useful and
meaningful to Council in identifying Town priorities.
COORDINATION:
This staff report was coordinated with the Town Manager's Office, the Town Attorney's Office,
Community Development, Finance, Human Resources /IT, Library, Parks and Public Works, and Police
Departments.
FISCAL IMPACT:
The Town's approved FY 2015 -16 Operating Budget identifies the resources allocated to complete the
work identified in the departmental work plans. Any needed resources to undertake new priority
projects /issues will be included in the FY 2015 -16 Mid -Year Budget discussions.
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MAYOR AND TOWN COUNCIL
SUBJECT: 2015 — 2016 DEPARTMENT WORK PLANS
AUGUST 10, 2015
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachments:
1. 2014- 2016 Strategic Goals Matrix
2. 2015 -16 Department Work Plan