CITY OF TALLAHASSEE
CITY COMMISSION AGENDA ITEM
ACTION REQUESTED ON: May 20, 2009
SUBJECT/TITLE: Update on City Indices
TARGET ISSUE: Financial Viability of the Government
STATEMENT OF ISSUE
This agenda item requests the Commission to review and provide direction for the City indices project. At the direction of the City Commission in January 2008, a work group, in cooperation with other city departments, has identified a core listing of community and organization performance measures for use by the City Commission, management, citizens and other users. This issue was assigned to the Financial Viability of the Government Committee. The Committee has directed that initial efforts focus on organization performance measures, as those are ones where the city has the most responsibility and influence. Materials are attached that describe identified performance measures and the proposed performance measurement system to be developed.
RECOMMENDED ACTION
Option 1: Approve the proposed direction on the organizational performance measures.
Option 2: Modify the proposed direction on the organizational performance measures.
Option 3: Provide other direction as appropriate.
FISCAL IMPACT
None.
To be implemented within existing resources and by existing staff. Should the City desire to distribute the resulting work product, funds would have to be identified for printing cost. That cost would vary depending on the number of reports produced and the method of distribution. To the extent possible, citizens and others would be directed to the City web site to review the performance report.
Sam M. McCall, City Auditor
For information, please contact: Michelle Davis, 891-8397
SUPPLEMENTAL MATERIAL/ISSUE ANALYSIS
HISTORY/FACTS & ISSUES
At its January 2008 retreat, the City Commission directed a work group consisting of the City Treasurer-Clerk, the Assistant to the City Manager, the Director of Management and Administration, and the City Auditor to identify a core listing of community and organizational performance measures. The work group subsequently met on several occasions along with a City consultant and prepared the requested listing. In addition, the work group identified a series of questions that could be asked in a citizen survey to obtain their perceptions about services provided. The recommended measures were then distributed to applicable City departments to confirm and/or obtain suggested revisions to the listing. In fall 2008, the Financial Viability of the Government Committee reviewed the proposed measures and directed the work group to first focus on organizational performance measures.
Meetings are currently ongoing with the Fire and Police Departments to record performance measurement information into a database for their Departments. Upon completion, the remaining departments will be asked to also record their performance information into a tracking system database that can be accessed by the City Commission, management, and other interested users.
A government performance management system should include most of the following:
Elements of a performance measurement system should include (1) a Citizen Centric Report, (2) performance measures updated quarterly that can be accessed electronically, (3) periodic citizen surveys to obtain perceptions on the quality of services provided, and (4) an Annual Performance Report that informs the community of our service efforts and accomplishments.
CHARITABLE CONTRIBUTIONS
None.
OPTIONS
1. Approve the proposed direction on the organizational performance measures.
2. Modify the proposed direction on the organizational performance measures.
3. Provide other direction as appropriate.
ATTACHMENTS/REFERENCES
1. City of Tallahassee Community and Organizational Vital Signs
2. Police Vital Signs
3. Fire Performance Measures