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City Council Finance Committee <br />Meeting Minutes <br />04/16/18 <br />Page 3 of 7 <br />ANNUAL EDITS TO KEY PERFORMANCE INDICATORS <br />Assistant to the City Manager Emily Hogan presented redlines of the Key <br />Performance Indicators (KPI's), for 38 City Sub -Programs to the Finance <br />Committee. Ms. Hogan stated that the Finance Committee had requested staff <br />and departments reevaluate their effectiveness measures and other metrics at the <br />March 12 meeting, and that these redlines reflect all changes since the last budget <br />cycle. Ms. Hogan also stated that staff is recommending to conduct the Citizen <br />Satisfaction Survey every two years instead of every four years, and to add back <br />in to the KPI's those metrics that help measure effectiveness. Ms. Hogan stated <br />that citizen surveys are commonly used by other jurisdictions to gather <br />effectiveness data. <br />Finance Committee Chairperson Maloney stated that the progress has been good <br />but still questions areas where there were no changes made and the lack of <br />uniformity. Member Maloney still questions how we will know when a program or <br />sub -program is successful with these gaps and lack of uniformity. Member <br />Maloney asked how we will communicate to the public that a program has not met, <br />met, or exceeded expectations. Chairperson Maloney stated that there needs to <br />be a clear understanding of this performance management tool across all City <br />departments, noting that some departments seem to be adapting well, while others <br />still seem to be lagging behind. Member Maloney asked City Manager Balser how <br />this process can move forward. <br />Finance Committee Member Lipton stated that the KPI documents contain a lot of <br />data but that there is no context or demonstrated success in reaching goals. <br />Member Lipton stated that as a budget tool, trends are identified, but that there is <br />not full buy -in by all City departments. <br />City Manager Balser stated that a lot of effort and good work has been done by <br />staff. Manager Balser stated that the data points were chosen to enhance <br />decision-making and that changes should not be made merely for the sake of <br />change. Ms. Balser stated that the KPI's is only one tool, and that it is growing <br />and dynamic. How success is defined and whether the metrics chosen will <br />determine success will be determined as we move forward. <br />Superintendent Martin stated that the recreation center KPI measures help them <br />determine staffing needs. Resident John Leary commented that a comparison to <br />best practices may be the only effectiveness measures for certain KPI's, and that <br />the goal should be to meet those set standards, not exceed them. Chairperson <br />Maloney suggested using comparisons to County or State standards. Finance <br />Committee Member Lipton stated that the new Recreation Board should look at <br />the current metrics and make recommendations. <br />4 <br />