Agenda - Council Work Session - 04/22/2014

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CC Work Session Meeting Date: 04/22/2014 Information Title: Discuss Department Reporting 2.2. Purpose/Background: Purpose: To discuss department reporting and receive input from Council on how often and in what manner they wish to receive reports. Background: Staff recently held a discussion relating to monthly department reporting to Council. Each department has regular reports, but some are quarterly, some are monthly, some are annually. The departments (Fire, Police, Building) who have normally submitted reports do so via the Consent Agenda. Generally, reports have evolved over time, and we are checking to see if some of these reports could be eliminated to save time and resources. (A sampling of reports is attached.) The Finance Director submits a monthly report to Council, via Consent, showing cash flows, etc. In the words of the League of Minnesota Research staff, monthly financial reports occur more out of necessity, pragmatism,and the fiduciary duty of all involved. Searching the City's Charter, the only reference to department reporting is in Chapter 13 Police Department. Section 13.4 Duties of Chief. The chief of police shall keep such records and make such reports concerning the activities of his/her department as may be required by statute or by the City Council. Since the reporting is not mandated, how often and what type of reports would be at the discretion of the Council. The reports for Police and Fire have mainly consisted of the number of calls, types of calls, and the like. Staff would like discussion with Council as to what they would like to see in the line of reporting and how often. At the last Council meeting, Development Services Manager Tim Gladhill presented a 10 minute update/report on the Community Development Department. On tonight's agenda under presentations, Fire Chief Kapler will present a Fire Department update. The first meeting in May, Public Works Superintendent Grant Riemer will present an update to Council with regard to the Public Works Department, including snow removal. The first meeting in June, Finance Director Diana Lund will present an update from the Finance Department. This type of reporting would allow more interaction with the Council as well as be more informational and transparent to the public. In regard to a written report, staff would recommend a quarterly report of some key indicators (to be determined) from each department. Staff is, of course, open to Council's preference for reporting. Timeframe: 20 minutes Funding Source: Responsible Party(ies): City Administrator Department Heads Outcome: Input from the Council on their preference for Department Reporting - the type of reporting and how often.