Finance Committee Agenda and Packet 2016 03 14

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City Council Finance Committee Meeting Minutes 02/19/16 Page 2 of 5 Finance Committee Chairperson, Ashley Stolzmann opened the meeting by reviewing the Program Performance Measurement example provided by the Finance Director, Kevin Watson, for the Finance Department. Councilmember Stolzmann stated that she would like the three key measurements to be identified for each division as workload, efficiency, and effectiveness. Member Stolzmann stated that she would like to see one document presented for each Sub - Program to include a summary of activities, a goals statement, and any comments on significant changes. Councilmember Maloney agreed and stated that he feels the most important indicator is effectiveness. Member Maloney and Mayor Muckle stated that measures should be established for each Sub - Program. Mayor Muckle stated that he was concerned as to how many measurements can actually be identified. City Manager Fleming stated that many workload measures are already included as part of his City Manager Report. City Manager, Malcolm Fleming stated that the items chosen to be measured or tracked for each Division, Program or Sub - Program should relate to the overall goals. The Finance Committee Members agreed. Members also discussed that the Divisions list was not complete, that Building Maintenance should be added, and that existing Departments must tie to the new Divisions. The Finance Committee Members discussed how the Administration & Support Services Program will be allocated. City Manager Fleming and Director Watson stated that allocations have been on a somewhat arbitrary basis. City Manager Fleming and Finance Committee Members discussed the difficulty in allocating FTE's time between Sub - Programs and the practicality of such tracking. Councilmember Maloney stated that it should be determined whether or not an item is material before worrying about how to allocate. Councilmember Stolzmann stated that policies need to be established regarding allocations, and that those decisions should be based on workload measures. Resident, Gary Sanders agreed that actual costs need to be reviewed to determine if amounts are significant. Mr. Sanders stated that the distinctly named Divisions and Sub - Programs are good, and that measurements are good, but that the City needs to go beyond to identify significant changes and provide justification for funding decisions. Mr. Sanders and Committee Chairperson Stolzmann agreed that transparency is key to the process. Mayor Muckle asked Finance Director Watson several questions regarding Capital Projects reporting in the new ERP. Director Watson stated that Capital 11