5.3. SR 04-24-2000qity of
River
M£MORANDUM
Item #5.3.
TO:
FROM:
DATE:
Mayor & City Council
Pat Klaers, City Administr~~
April 24, 2000
SUBJECT: Annual Reports
For the past 14 years or so, all of the department heads have completed
thorough annual report documents. These documents reviewed the duties and
responsibilities of each department and then also discussed the highlights
from the past year along with the goals for the upcoming year(s). The annual
reports have become an excellent resource and are frequently used to answer
questions from the public, and are even distributed to the public or other units
of government that would like to know more about our operations and
functions.
The annual reports were presented to the City Council at council meetings by
the department heads and staff. The annual reports lasted from lA hour to 2
hours in length. The presentations to the City Council were viewed as an
opportunity for the City Council and the department heads to meet and
discuss departmental achievements and goals. This was a rare opportunity for
the council's undivided attention to be given to an individual department.
However, over the course of the last few years it has been difficult to reserve
20 hours of CiW Council meeting time for these annual reports. Additionally,
some of the reports have become "standard information" and are not too
exciting when things are consistently going well in each department and, in
summary, the reports have become somewhat "routine" rather than an
exciting opportunity for City Council and staff discussions.
In response to this changing emphasis on annual reports, staff is attempting a
new annual report format for the City Council. This format is for shorter, more
concise reports that clearly and briefly identify departmental highlights and
goals. The presentation of the 1999 annual reports calls for a 25-30 minute
video tape to highlight some of the departments. I will then provide the council
with an overview of each department and the city in general. Please note that
if I talk for two minutes on each department, then my presentation will
approach 30 minutes (and 4 minutes per department is an hour presentation!).
13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · TDD & Phone: (612) 441-7420 · Fax: (612) 441-7425
The briefer version of the 1999 annual reports has previously been distributed
to the City Council. Please come prepared with your departmental questions
and plan on a half hour video, a half hour presentation and a Q/A session with
the department heads. All the department heads will be present on April 24.
Staff would like to receive council feedback on this new annual report
approach as we are open to suggestions and recommendations for
improvements.
of
River
MEMORANDUM
Item 5.3.
TO:
FROM:
DATE:
SUBJECT:
Department Heads
Sandra Peine, City Clerk
April 17, 2000
Annual Reports
This year we are trying a new format for annual reports. The purpose of the
new format is to streamline the annual report presentation process. We hope
that the new format will be easier to read and better accepted by the Council.
The annual reports will be presented to the Council during the April 24
council meeting at 6:00 pm. All Department Heads are required to be
present. Having all of the department heads present will allow the Council to
ask questions relating to any city department. The evening will consist of a
video presentation of department highlights and the City Administrator
giving a brief overview of each department's annual report.
I would like to thank everyone for cooperating with this new format and
annual report process. We realize that this is a "trial run" and will be open to
suggestions for next year.
I wish to thank Alice Heinecke who is responsible for designing the annual
report and for the final result, of which I am sure everyone will be pleased.
The Council and City Administrator received a full color copy of the reports.
In an effort to save staff time and money, all other annual reports have been
run in black and white format and simply copied and stapled.
Stop by the Administration Department to see a full color copy. Once again,
thank you for your cooperation with this project.
S: \ COUNCIL \ anrptmem.doc
13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · TDD & Phone: (612) 441-7420 · Fax: (612) 441-7425