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HomeMy WebLinkAboutAgenda Report - November 3, 1993 (59).. (` CITY OF LODI COUNCIL COMMUNICATION AGENDA TITLE: City-wide Efficiency Study MEETING DATE: November 3, 1993 PREPARED BY: Assistant City Manager RECOM14ENDED ACTION: That the City Council adopt the attached guidelines for the Mayor's Select Committee on Governmental Efficiency. BACKGROUND: At the City Council Shirtsleeve session of September 21, :393, Councilman Mann proposed a City-wide efficiency study. At ':he regular City Council meeting of October 20, 1993, the matter of formally establishing this committee was tabled to a time specific, November 3, 1993 so that formalized guidelines regarding the Cc:xmnittee may be adopted. Based on Councilman Mann's letter of September 30, 1993 and further discussions with him, the attached guidelines were prepared and are submitted for Council's adoption. FUNDING: To be determined. Respectfully submitted, ry L. Glenn sistant City Manager Attachments JLG/vc APPROVED T140MAS A. PETERSON recycled paper City Manager JGS1'UDY2/TXTA.01V a y i MAYOR'S SELECT COMMITTEE ON GOVERN2IENiAL EFFICIENCY BACKGROUND: The City Council recognizes that organizations can stand to profit from a periodic thoughtful review of present practices and operations in hopes of identifying areas waere changes can be made to increase effectiveness and efficiency of operations. To this end, a Mayor's Select Committee on Governmental Efficiency is created. The creation of this Committee is not an indictment against the manner and way the City is being managed or the City staff or administration. It certainly is not the intent for this Committee to become a forum to air grievances against persons u' procedures, or to be used as a political baseball bat, but rather an opportunity to tap the talents and expertise of local business and professional people. MAKEUP OF COMMITTEE: 5 to 7 members appointed by the Mayor, using nominations from the City Council and applications from the public. Desired qualifications include a background in business, management, accounting, personnel management and related fields. Preference will be given to applicants who have a proven successful track record. Applicants may be currently employed or retired. CHARGE: Examine each City Department to: a. identify areas where savings can be made in time, effort or money expended; b. identify areas where duplication of effort exists; C. identify obsolete operating methods and procedures; d. affirm policies and procedures that are effective and efficient; e. make specific recommendations on how to increase operational efficiency. Page 1 of 2 Pages OPERATING PROCEDURES: This Committee is advisory only and has no authority whatsoever. The C" ittee will have the freedom to examine all City departments, finances, operations, etc. Department Heads and staff are to cooperate with the Committee and give them whatever assistance they can. The Committee must operate on a schedule that is convenient to both the Committee members and City employees. Reasonable secretarial and clerical help will be provided by the City as needed. It is not expected that this task will be done overnight, but rather will need several months. No comments shall be made until the final report is completed and forwarded to the City Council. At that time, it is expected the Chairperson of the Committee will be the spokesperson for the Committee. when the report is issued, each Committee member will be paid a stipend, as set by the City Council. Page 2 of 2 Pages Sept. 20, 1993 t TO: Mayor, Council Members, City Manager t FROM: Steve Mann RE: City-wide efficiency study "HOW CAN THE CITY OF LODI OPERATE MORE EFFICIENTLY?" I wish to propose the creation of a blue ribbon panel, consisting of.local, successful business and professional people, for the purpose of answering this question. SPECIFICALLY: 1. A panel of 5 to 7 persons, appointed by the Mayor, using nominations from the council and applications from the public; 2. Panel would have the freedom to examine any and all city departments, their finances, operations, etc. 3. Panel MUST operate on a schedule that is convenient to BOTH panelists and city employees, operating in a courteous and thoughtful fashion... panel must not become a burden for any department or employee; 4. Panel will be advisory only and will have no authority 5. The panel would make a report to the City Council with its findings and recommendations, hopefully within eight months of its appointment, longer if needed; 6. Panelists would be paid a stipend of $1000 each upon the completion of its mission HOPED-FOR RESULTS: 1. Fresh ideas from successful business people will likely result in workable recommendations 2. Identify areas of duplication in effort, places where money could reasonably be saved, procedural changes that would possibly result in time/cost savings, etc. OTHER COMMENTS: This is NOT an indictment against the City, its current practices, city staff or administration. Rather, it is simply an effort to achieve the benefits of a professional efficiency study by tapping the talents and expertise of local business and professional people. Every organization, particularly government, stands to profit from a periodic, thoughtful review and operations audit. That is what is intended by this proposal. 40 CITY-WIDE EFFICIENCY ',TI DY BLUE RIF1140N (-(3nU1TT'EE SPFCS WHO CAN APPLY 1. Anyone may apply ?. t3ccrre4d qualifications include n background in husin *%, management, aecormfing, personnel management, cost accounting. and other related arra,-+. A Preference will be tdven to applicants who aro currently emrloyed, or retired, in Fx sitiot- with strait& backymumie as described above_ CHARM OF THE CO61MIrrEH I. Examine each city department, as desired, to: a. Identify areas of waste in time spent, m<Ntev spetrt h. Identify art m of duplication in effort C. Identify Obsolete methods. proccdures currently awd d. Make specific recomn-wndations on how the City can operate mime efficiently c Affirm policies and procedures that are superior 2. Present report of findings to the Mayor and City Council OTHER nvFORMAT ION 1. it is expected that the C'omrnittee will need several inonths to complete its tack 2. Each Committee member shall be paid a fee, as set by the City Council, upon completion of the study and report 3. Reasonable s uretarial and clerical help will be provided by the City, as Deeded 4. 'Phis Committee is 3dvi otry only and has no authority whatsocver S. Interviews by Committee members with city employees must be arranged in advance for the convenience of all partieA 6. The purpose of this Committee is not political 7. All comn-A uts, including the final repM shall be utadc by the Cammittcn chairpe:rsott K. All appointments to this Catnmiitce shall be made by the Mayor, tviih Wnt.Zrrtunce of da: City Council OCT -21-1993 1": CC _htkti t P.01