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For the October 12t'' meeting, Staff is suggesting the following discussion format: To�ic / Pur�ose Est. Duration Review and Rank Administration Programs 10 minutes Review and Rank Finance Programs 10 minutes Review and Rank Parks & Recreation Programs 25 minutes Review and Rank Police Programs 25 minutes Review and Rank Fire Programs 25 minutes Review and Rank Public Works Programs 25 minutes The total amount of discussion time is expected to be approximately 2 hours. If necessary, the Council can also use the October 19th meeting. To facilitate the discussion, City Staff have prepared a citywide matrix that lists out each major functional area or program along with; the 2009 direct costs, a notation of whether that program is mandated by federal or state statute or is required under City Code. In addition, City Staff have also attempted to categorize the current level of service for each program. It is hoped that this matrix will trigger questions regarding these service levels and the resources that might be needed in the future. Finally, the Council will receive a second citywide matrix that lists out these same programs in similar, and in some cases expanded, detail. The Council will be asked to assign a priority level for each program. City Staff will then compile the Council's selection and bring back that compilation at the next available Council meeting. The second phase of the prioritization process will focus on matching up program rankings with the costs associated with those programs. The costs will reflect the 2009 Sudgeted amounts for reference purposes, as well as the estimated amounts needed in 2010 to maintain these programs at existing service levels. It is expected that for 2010, program costs will exceed available revenues. If this occurs, the Council will then be asked to either; 1) reprioritize the programs, 2) reallocate funding, or 3) suspend programs. The initial prioritization sessions will include a citywide prioritization process whereby City Councilmembers will be expected to assign general priority categories to each city program or function. Suggested priority categories include: 1) High priority ❖ High priority items include any federal or state mandates, legal or contractual (multi-year) obligations, or functions that are essential to preserving the health, safety, and welfare of the community. 2) Medium priority ❖ Medium priority items include functions not included in category # 1, yet create the greatest value and/or benefit the largest number of residents. It also includes those functions that help the City distinguish itself from other communities. 3) Low priority ❖ Low priority items include functions not included in category #1 or #2, yet create added or complimentary value to high or medium priorities. These priorities are funded only after it has been determined that high and medium priorities have been funded at a sufficient level. Page 2 of 3