ITEM 5.3 Adopting Performance Measurement Program40
CITY OF 0
Ot
MINNESOTA
DEPARTMENT INFORMATION
Request for
City Council Action
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RI INKtf DEPAI TMENT:
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REQUESTOR:
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MEETING DATE:
Finance
Gary Groen, Finance Director
May 13, 2013
PI ESEI TEF ):
REVIEWED Br.
ITEM
Lori Johnson, City Administrator
Lori Johnson, City Administrator
S.
AGENDA ITEM DETAILS
RECOMMENDATION:
I recommend the City of Otsego voluntarily participate in the Performance Measurement System
program through the Office of the State Auditor.
ARE YOU SEEKING II APPROVAL OF A CONTRACT?
IS A PUBLIC HEARING RE U ]RED?
No
No
BACISGR U[ DIJUBTIFIDATI
In 2010, the Legislature created the Council on Local Results and Innovation. In 2012the Council
created a comprehensive performance measurement system for cities to implement. The performance
measurement system requirements were clarified in 2013 with the hopes of increasing participation.
The program is administered through the office ofthe State Auditor.
The program requires a resolution to implement a minimum of tern performance measures. The ten
measures must include at least one measure from each of the six categories as listed on the attached
standard measures worksheet. The performance measures will be developed by the staff and approved
by the City Council, making sure the performance Measures are consistent with the City's strategic plans
and goals. The surrey can be placed on theCity's website and publicized in the Otsego View. The
results will be compiled at the end of November ember and included with the budget presentation for public
input in December.
The report is submitted to the office of the State Auditor. The City is reimbursed $.14 per capital t
defray some of the cost of this project,
The Administrative Subcommittee reviewed this item at its May 8, 2013 meeting and recommends that
the City participates,
SUPPORTING DOCUMENTS, ATTACHED u NONE
Standard Measures for Cities
office of the State Auditor Performance Measurement Program information
POSSIBLE MOTION
..
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le ss word r""......o..tro....n a......you would like it t� ap....n.....p.ear in #�e minutes.
Motion t approve Resolution 2013-26 approving the City participation in the Office of the State
Auditors voluntary 2013 Performance Measurement Program and reporting the results of the adopted
measures.
BUDGET INFORMATION
FUNDING: BUDGETED: a YES
Costs are reimbursed - $.14 per capita or
approximately $1,900 NO
ACTT! TAKE!
APPROVED AS REQ UESTBD ❑ DENIED TABLED THE (List changes)
COMMENTS:
The Program
�n 2 010, tie Legislature created tine CoUncil on Loc
released standard sed of � I suits Irrr�ova tirr, I€� br� 011, theCoen Performance ce eas�rres for counties and tern erfor a � � ��
that Willaid rdetst te�parrsr and state and Hca rice rreare fort es
ar�d cities i proved« Derv' elected officials � determining tefficacy of counties
��rr�i� created crprtre��e performance meas tri Crary of � �, the
�� the Council Levied the performance measurement ate for cities and counties to implement, I
measures and clarified the system requirements to increase
Participation in the program.
Participation by Cities and Counties
Participation in the standard measures PrOgram
choose # participate � the standard cityor or�ty ivoluntary. Co�ntie and it�es
r dar � easures program rust Officially adopt and itr� that
perforr ance measLrres and system developed the � pie ent the tern ism
p Council.
Benefits
county or city that etas to participate in tieLada
$ per capita in local ov rmeasuresprogram is eligible for a reimbursemento
er r ent aid, riot t exceed $26,000 and i also e em f
sections 2to 27. for tapes payablein the following pt froom levy �irits rider
� calendar year, �� levy limit are in effect.
Reporting Requirements
In order to receive the per capita reimbursement ant
d levy i�r�tt xerr�pt�onF counties and cities mu t;
File a report t i th the Office of the State AuditorJud
y y I. Th is report wilI consist of -
1) resolution approved by the city councilor county board declaring that:
The itcounty has adopted and implemented tie.
ir��m 10 performance measures from each
applicable service category � the system developed
(PDF format). y the Council err Local Results i#s and Innovation
TheCity/county will report the results of the measures to its residents before the end f #fie calendar
year
the dud mailing, posting o the entity's website, or through a �
get and levy will discussed and public input allowed publichearingat
� d �F forst.
document sino�rif�g #� actual results of the e
format). p omace measures adopted by the citycottty Pi
Performance Measurement
•
Sample Resolution For Cities/Counties Participating g i~r The First Time MS Word document, 41
Sample Resolution For Cities/Counties In The Second rid dear f ,Progra M Or After S word doe er�t
f
•
Performance Mea Ur s for Cities df, g
* Performance Measures for COUntle pd€, 10
• Performance Measurement System Requirerrents
f, k
Further Questions
If you have any questions regarding the program ori
an e -mil t perferancemeaure tie report�r�g requirements, see our Fs page or sect
@o . tate-mn.LI .
htt s:/A.mn-us/default.aspx?pagc=720130214,000
asp, . =2 1 214,
Minnesota Council on Local Results and Innovation
Performance Measurement-, Svstem
The following are steps that must taken by a c'ity/county to effectively ars adopt implement
l� � rrt
the basic performance measurement system.
I. City Council/county board should adopt community goals related to the services that
are provided.
a, Community goals are typically long -terra to 5 years) and describe the strategic
objectives a city/county is seeping to achieve in the future. Examples of
community goals include objectives such as a safe community, livable
neighborhoods, love takes, and lover unemployment.
r ent.
..:. Adopt by official resolution and implement a minimum of 10 performance measures.
3. Establish appropriate outcome and output measures for the performance measures
that were adopted.
a. outcome measures describe the results of the services provided.. and are used
to hello assess whetherthe community goals are being met. Examples include
citizens' rating of safety or road condition, overall pavement condition index
rating, and percentage of children with no recurrence of maltreatment,
b. output measures detail the units produced, goods or service provided, oreo le
p �
served. An example of public safety services output would be police sheriff or
fire response -times.
4t Report the results of the .measures at least annually to the public through publication,
direct raffia ,, posting on the city/county website, or a public hearing at which the
budget and levy will be discussed and public input will be taken.
5. Rep ort by July I of earch gear to the office of the State Auditorto be eligible for the
benefits of participation in the program. The reporting includes your official resolution,
and the city/county results of the 10 minimum performance measures adopted and
Implemented. To report, go to www.aA1tor,state.mn.us and select "'Porins", and then
the Performance Measurement Program menu item.
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RE, SOLUTION NO: 2013-26
CITY of OTSEGO
WRIGHT COUNTY, MINNESOTA
A RESOLUTION APPROVING THE CITY'S PARTICIPATION 1 HE OFFICE
THE STATE AUDITOR'S VOLUNTARY 2013 PERF ORMAN E MEASURE'MENT
PROGRAM AND REPORTING THE RE, SULTS of THE ADOPTED MEASURES
WHEREAS, In 2010, the Minnesota Legislature created the Council on Focal Results and
Innovation; and
WHERE AS, The Council on Local Results and Innovation developed a standard set of
performance measures that will aid residents, taxpayers, and state and local
elected officials in determining the efficacy of cities in providing services and
measure residents' opinion of those services; and
WHERE, .S Benefits to the City of Otsego are outlined in MS 6.91 and include eligibility for
reimbursement as set by State statute; and
WHEREAS, Any city padicipating in the comprehensive performance measurement progr in
is also exempt from levy limits for taxes, if levy limits are in effect; and
WHEREAS, The City Council of Otsego will adopt and implement at least1 o ofthe
performance measures, as developed by the Council on Local Results and
Innovation, and a system to use this information to help plan, budget, manage
and evaluate programs and processes for optimal future outcomes; and
Now THEREFORE, LET IT BE RESOLVED THAT, The City Council of Otsego will
report the results of the performance measures to its citizenry y the end of the
year through publication, direct nailing, posting on the city's website, or through
public hearing at which the budget and levy will be discussed and public input
allowed.
BE IT FURTHER RE,ESOLVE , The City Council of Otsego will submit to the Office of the
State Auditor the actual results ofthe performance measures adopted by the City.
0,1111-19M "01
SECONDED BY.
ALL IN FAVOR:
THOSE oP SED O
ADOPTED the City Council of the City of Otsego the 13"' day of May, 2013
CITY of OSLO
Jessica S o kam , Mayo'
ami Loff, City Clerk