City Council Minutes 2018 05 01 - Laserfiche WebLink

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City Council Meeting Minutes May 1,2018 Page 10 of 13 Councilmember Stolzmann agreed with Councilmember Maloney. This is about communication to the public but is also for Council to understand success and directors to manage their areas. When she looks closely at the KPIs in the areas where she hears complaints, these KPIs should tell us if we are doing well or not. She stated all sheets need more data, particularly those that have not changed from previous years. Previous year's information should be in all versions. All of the KPIs relate to FTEs, budget costs, and financial data and we need all that information with the KPIs. She requested each effectiveness measurement also needs a target number listed so we know if we are meeting the goal. Mayor Pro Tem Lipton stated he views this as a continual work in progress. It is getting better but how we define success is different from our goal. That is the next step. We need to invest some additional time and training to get there. We need to better link the program budgeting with the KPIs. We are making good progress. Councilmember Maloney stated the KPIs are integral to program budgeting so we need to embrace it and do it well. Councilmember Loo asked if we think this much work is creating real productivity. She asked how we are measuring success and how do we keep people from gaming the system to look successful. She stated it is hard to measure quality using this system. We can measure the number of streets plowed, etc, but doesn't tell you if there are problems in that plowing. The quality of the work matters and right now she doesn't see how we are measuring that. Mayor Muckle stated it is hard to come up with good KPIs that give us the information we want. He thinks we are pretty close to having KPIs we can use. We want some consistency in the KPIs and we will need to improve them as we move forward. He proposed all councilmembers submit recommendations for changes to staff and the Finance Committee will review those to bring a new version back to Council. Councilmember Stolzmann stated the KPIs are supposed to give us information on quality; we can amend them to get more specific information. We need to look at them closely to see if we are getting the information we want. These will be more useful when employees embrace them. There is some work to be done, but some areas are top notch. Councilmember Keany feels some of the information is useful but it is a lot of data to absorb. There needs to be more qualifying information to make them understandable. Councilmember Maloney stated there is a qualitative measure in here but we need more information from residents if we are meeting expectations. Part of that is to complete a citizen survey more frequently.