Finance Committee Agenda and Packet 2020 02 18

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City Council Finance Committee Meeting Minutes 01 /21 /20 Page 5 of 8 City Manager Heather Balser added that the selection and use of KPI's is still evolving, and that there are too many KPI's currently. Manager Balser stated that City will retain a consultant to work with the City and staff to ensure that future KPI's can be used to measure and maintain the revenue and long-term plans of the City. Finance Committee Member Lipton stated that staff has made an honest attempt with the KPI's and there has been movement. Member Lipton stated that the data needs to be summarized for Council as policy makers. Chairperson Maloney asked how this analysis is a decision -making tool and how it informs program budgeting methodology. Member Maloney posed a hypothetical example of sales tax being flat and salaries budgeted for a 3-5% increase, and how the KPI analyses would be used to make decisions. Assistant City Manager Hogan stated it is intended that staff would present the workload and effectiveness measures to City Council. City Manager Balser stated that the budget request documents provided by staff reflect the outcome of the KPI analysis. Finance Committee Member Lipton stated that they are counting on staff to determine the strategic measures the CMO should bring to the Council's attention. Member Lipton suggested filtering the data and providing visualization for the effectiveness ratings. Mayor Stolzmann added that "stop -light" coding could be used for the KPI's. Member Lipton asked if a different product is needed. Mayor Ashley Stolzmann stated that the KPI data is important and should be used on the front-end of the budget process. Mayor Stolzmann offered several examples, such as the KPI's for water. These KPI's include whether residents like the water and whether the City's water meets EPA guidelines. If not, then the City needs more resources which may involve increasing revenue or fees. Mayor Stolzmann stated that the efficiency of a sub -program is okay if it matters, and that the talk needs to be specific. Finance Committee Member Leh stated that it is a good idea to have all the information. Member Leh stated that the City is in a trial and error period and that the use of KPI's and the KPI's themselves are part of an evolution. Member Leh stated that staff should be pointing out to Council what things need to be looked at. Finance Committee Chairperson Maloney stated that different levels of staff, management and Council should be informed about the KPI data differently. Chairperson Maloney stated that the Finance Committee Members helped determine the initial KPI's and that this is an opportunity for staff to take ownership of the KPI's. 6