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Home My WebLink About8B, Adopt Performance Measures as Recommended by Council� EN H�.LLS Request for Council Action Prepared By: Sue Iverson, Director of Finance and Administrative Services Council Meeting llate: June 25, 2012 Adopt Performance Measures as Recommended by the Council on Local Results and Innovation for 2012 Budgeted Amount: Actual Amount: Funding Source: NA NA NA Recommendation: A motion to adopt Resolution 2012-022, a resolution adopting the 2012 Performance Measures as recommended by the Council on Local Results and Innovation. Supportin� Documents: 1. Memorandum dated June 25, 2012 from Sue Iverson. 2. Resolution 2012-022. 3. Standards for a Comprehensive Perfonnance Measurement System. � �. I.I�)EN_�HILLS MEMORANDUM DATE: June 25, 2012 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Sue Iverson, Director of Finance and Administrative Services � SUBJECT: Adopting Performance Measures as Recommended by the Council on Local Results and Innovation for 2012 Back�round The Council on Local Results and Innovation was created by the 2010 Legislature to set benchmarks for city and county operations. Through several meetings, the group adopted standards which are relatively easy to measure using survey tools. The legislation comes with two incentives to participate. There is a standing appropriation available for participants equal to 14 cents per capita (this equates to $1,337 a year for the City of Arden Hills). All we have to do to get this money this year is to pass a resolution and mail it in to the OSA by July 1— this deadline is f rm and there are no exceptions or extension of time. The other incentive is that participating entities are exempt from levy limits. This is the same program that we participated in 2011. The OSA will not be looking for any results on the performance measures until 2013 (for year ending 2012). The performance measures are mostly community survey questions and the OSA is not going to dictate how you get the results, similar to this last year's program. We would do the same as we did this year using Survey Monkey on our website and advertising it in our newsletter. It does not need to be a statistically valid survey like Decision Resources to qualify. We already use Survey Monkey which costs $199 a year vs. paying for a Community Survey from Decision Resources which runs $10,000 plus. As part of our budget process, we have been trying to incorporate performance measures into our process and documents. At the May 16, 2011 worksession, the Council expressed their interest in developing performance measures, this has just been a starting point in that direction. This year's program will also include outcome and output performance measures for services being provided, for example, these can be something like police and fire response times. City Council Meeting P:�Admin\Council�Agendas & Packet Information�2012\06-25-12 Reg Mtg�Packet�2,012 Performance Measures.doc Page 1 of 2 Participation in this program does not commit the City to exceeding the levy limit caps for Pay 2013 if they are reinstated, it merely gives us the potential to go beyond the any potential levy limit rules if the Council wishes. Financial or Bud�et Considerations � The City did collect $1,337 in January of this year. The adoption of these standards will allow the City to collect about $1,337 in Local Government Aid again for the next year. These dollars help to defray what seems to be a developing consensus to survey the community. The only additional condition is that we survey on the exact questions stipulated in the program, we may add any other questions the Council would like. Again, this would not have to be done until later in the year or early next year. Council Action Requested Adoption Resolution 2012-022, a Resolution adopting the 2012 Performance Measures as Recommended by the Council on Local Results and Innovation. City Council Meeting P:�Admin\Council�Agendas & Packet Information�2012\06-25-12 Reg Mtg�Packet�2012 Performance Measures.doc Page 2 of 2 � EN HILLS CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION No. 2012-022 RESOLUTION ADOPTING 2012 PERFORMANCE MEASURES AS RECOMMENDED BY THE COUNCIL ON LOCAL RESULTS AND INNOVATION WHEREAS, in 2010, the Legislature created the Council on Local Results and Innovation (CLRn, and WHEREAS, in February 2011, the CLRI released a standard set of ten performance measures for cities intended to aid residents, t�payers, and state and local elected officials in determining the efficacy of cities in providing services, and measure residents' opinions of those services. WHEREAS, participation in the standard measures program by a city is voluntary, and WHEREAS, cities that choose to participate in the standard measures program must offcially adopt the ten performance benchmarks developed by the CLRI, and implement them in 2012, and WHEREAS, according to the Office of the State Auditor, a city that elects to participate in the standard measures program for 2012 is eligible for a reimbursement of $0.14 per capita in local government aid, not to exceed $25,000 and is also exempt from levy limits under sections 275.70 to 275.74 for taxes payable in 2013, if levy limits are in effect. WHEREAS, the program requires that a city file a report with the Office of the State Auditor by July 1, 2012 declaring that the City Council has adopted the ten performance measures. NOW, TH�REFORE, BE IT RESOLVED by the City Council of the City of Arden Hills, Ramsey CounTy, Minnesota, that the ten performance measures for cities as described by the CLRI are hereby adopted for 2012. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 25th DAY OF JUNE, 2012. David Grant, Mayor ATTEST: Patrick Klaers, City Administrator Minnesota Council on Local Results and Innovation Standards for a Comprehensive Performance Measurement System The Council on Local Results and Innovation was empanelled by the Minnesota Legislature to foster the use of performance management by local governments. Earlier this year, the Council completed the first phase of its legislative charge by recommending standard sets of performance measures for cities and counties. This report completes the second phase of the project by recommending minimum standards for comprehensive performance measurement systems. The Council continues to see value in having all Minnesota cities and counties develop performance measures that they use to manage their jurisdictions, and sharing the results of those performance measures with citizens and property tax payers. Performance measurement and reporting are at the core of a well-functioning performance management system. Performance measurement supports strategic planning, performance budgeting, results-oriented management, and program evaluation. These functions are critical for a well functioning public entity. The best performance measurement systems approximate the ideal system for effective management and responsive governance. However, many local jurisdictions are just beginning to measure their performance. To guide and encourage those initial steps development, the Council developed the following three minimum standards for cities and counties as intermediate goals for their performance measurement systems: 1. First, adopt comprehensive outcome goals for the services that are provided by the jurisdiction. Outcome goals describe the desired impacts on citizens. An example outcome goal for public safety services might be a 10 percent decrease in Part I and II crimes over the next year. 2. Next, establish appropriate outcome and output performance measures for the services being provided. Output measures detail the units produced, goods or service provided, or people served. Outcome measures describe the results of those efforts, and are used to help assess whether the outcome goals are being met. Taken from the Council's previously recommended standard performance measures, an example of public safety services outcomes would be police or fire response times. 1 3. Finally, report the results of the performance measures at least annually to the public through general publication, direct mailing, posting on the jurisdiction's website, or through a public hearing. This step ensures accountability to the residents and businesses we serve. To help cities and counties build on these minimum standards and evolve performance management systems, the Council has encouraged the League of Minnesota Cities and Association of Minnesota Counties to draw on their in-house expertise and experience, as well as those of their members, to support these efforts. The work of the Council was based in part on an excellent report by the National Performance Management Advisory Commission, a group of state and local public officials. This 2010 report offers a wealth of resources for cities and counties that wish to "improve their focus on producing results that benefit the public, and also give the public confidence that government has produced those results." The full report is available at the following website: http://pmcommission.org/APerformanceMana�ementFramework.pdf. For further information on the reporting requirements for the performance measurement program, refer to the Office of the State Auditor website www.auditor.state.mn.us. 2