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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 PAGE 2 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. PAGE 4 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