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90-1448 . • �/�-''a�t_-sGG.�`-7„ " J Council File � U���� 0�� —"`�" -� Green Sheet ,� � J�9 RESOLUTION '�' ITY OF SAI NT PAU►L, N ESOTA �� ,- • Presented By Referred To Committee: Date �/a2/ /�Q 1 A R SOLUTTON ACCEP'TING THE REPORT OF 2 TI�E PROGRAM EVALUATION TASK FORCE 3 ; 4 ; 5 6 WHEREAS, on October 1 , 1989 the Saint Paul City Council adopted C.F. 89-1818 establishing a 7 Program Evaluation Task F rce appointed by the Mayor and charged with preparing a report for 8 the Mayor and Council whi h would recommend the procedure to be used in setting up a program 9 evaluation process, the me hodologies to be used in evaluating programs and identifying programs 10 that would be appropriate f r evaluation; and 11 12 WHEREAS, the Task For e spent some six months studying cunent city processes and procedures, 13 interviewing Councilmembe s and Administrative Staff, research processes used by other cities, 14 discussing a variety of alter atives and preparing a final report; and 15 16 WHEREAS, said report h s been completed and presented to the City Council for its review and 17 comment; now, therefore, be it 18 '� 19 RESOLVED, that the Coulncil of the City of Saint Paul hereby accepts the report of the Program 20 Evaluation Task Force for eview and consideration of the recommendations. Yeas Na Absent Requested by Department of: imon Goswitz on acca ee et man � une i son BY° .� e `� � Form Approved by City Attorney Adopted by Cou i� : Date Adoption C rt ied by Cou cil Secretary gY: BY� Approved by Mayor for Submission to Council Approved by Mayor: Date By: By� � . . � �j'D—/�4��' DEPARTMENT/OFFICE/COUNCIL DATE INITIATED N� _10 9 5 9 cit councii s-io-90 GREEN SHEET CONTACT PERSON&PHONE INITIAUDATE INITIAUDATE �DEPARTMENT DIRECTOR �CITY COUNCIL AS81f3N CIZ`/ATTORNEY CITYCLERK William W11S011 NUMBERFOR � � MUST BE ON COUNCIL AOENDA BY(DATE) ROUTING �BUDGET DIRECTOR �FIN.&MGT.SERVICES DIR. 8�21�9 O ORDER �MAYOR(OR ASSISTANn � TOTA�#OF SIGNATURE PAGES 1 (CLIP ALL LOCATIONS FOR SIGNATURE) ACTION REQUESTED: Approval of a resolu ion accepting the report of the Program Evaluation Task Force. RECOMMENDATIONS:Approve(A)or Re�ect(R) PERSONAL SERVICE CONTRACTS MUST ANSWER TNE FOLLOWING GUESTIONS: _PLANNING COMMISSION _CIVIL SERVICE MMISSION �• Has this person/firm ever worked under a contraCt fOr this depertment? _CIB COMMITfEE _ YES NO 2. Has this person/firm ever been a city employee? _STAFF — YES NO _DISTRICT COURr _ 3. Does this person/firm possess a skill not normally possessed by any current city employee? 3UPPORTS WHICH COUNCIL OBJECTIVE? YES NO Explaln all yes answers on separate shset end attach to ynen aheet INITIATINQ PROBLEM,13SUE,OPPORTUNITY(Who,Wh t,When,Where,Why): The Program Evaluati n Task Force studied program evaluation procedures, prepared a report an made recommendations to the Mayor and City Council. ADVANTAGES IF APPROVED: The Task Force repor will be reviewed by the City Council. DISADVANTAGES IF APPROVED: None. �CE�p AUG1019A0 CITY CLERK DISADVANTA(3ES IF NOT APPROVED: The report and rec endations of the task force may not be reviewed, contrary to the in ent of the resolution establishing the task force. �r�iu��4�, ei�������� Ci�l���r F;U� 1 U 1��U TOTAL AMOUNT OF TRANSACTION S —� COST/REVENUE BUDOETED(CIRCLE ONE) YE8 NO FUNDINO SOURCE ACTIVITY NUMBER FINANCIAL INFORMATION:(EXPLAIN) f� d . � � . . NOTE: COMPLEI'E DIRECTIONS ARE INCLUDED IN THE GREEN SHEET INSTRUCTIONAL MANUAL AVAILABLE IN THE PURCHASING OFFICE (PHONE NO.298-4225). ROUTING ORDER: Below are correct routings for the five most frequent types of documents: CONTRACTS(assumes authorized budget exists) COUNCIL RESOLUTION(Amend Budgets/Accept. Grants) 1. Autside Agency 1. Department Director 2. Department Director 2. City Attorney 3. City Attorney 3. Budget Director 4. Mayor(for contracts over$15,000) 4. Mayor/Assistant 5. Human Rights(for contracts over$50,000) 5. City Council 6. Finance and Management Services Director 6. Chief Accountant, Finance and Management Services 7. Finance Accounting ADMINISTRATIVE ORDERS(Budget Revision) COUNCIL RESOLUTION (all others, and Ordinances) 1. Activity Manager 1. Department Director 2. Department Accountant 2. City Attorney 3. Department Director 3. Mayor Assistant 4. Budget Director 4. City Council 5. City Clerk 6. Chief Accountant, Finance and Management Services ADMINISTRATIVE ORDERS(all others) 1. Department Director 2. City Attorney 3. Finance and Management Services Director 4. City Clerk TOTAL NUMBER OF SIGNATURE PAGES Indicate the#of pages on which signatures are required and paperclip or flag each of these pages. ACTION REQUESTED Describe what the projecUrequest seeks to accomplish in either chronologi- cal order or order of importance,whichever is most appropriate for the issue. Do not write complete sentences. Begin each item in your list with a verb. RECOMMENDATIONS Complete if the issue in question has been presented before any body, public or private. SUPPORTS WHICH COUNCIL OBJECTIVE? Indicate which Council objective(s)your projecUrequest supports by listing the key word(s) (HOUSING, RECREATION, NEIGHBORHOODS, ECONOMIC DEVELOPMENT, BUDGET, SEWER SEPARATION). (SEE COMPLETE LIST IN INSTRUCTIONAL MANUAL.) PERSONAL SERVICE CONTRACTS: This information will be used to determine the ciry's liability for workers compensation claims,taxes and proper civil service hiring rules. INITIATING PROBLEM, ISSUE,OPPORTUNITY Explain the situation or conditions that created a need for your project or request ADVANTAGES IF APPROVED Indicate whether this is simply an annual budget procedure required by law/ charter or whether there are specific ways in which the Ciry of Saint Paul and its citizens will benefit from this project/action. DISADVANTAGES IF APPROVED What negative effects ormajor changes to existing or past processes might this projecUrequest produce if it is passed(e.g.,traffic delays, noise, tax increases or assessments)?To Whom?When? For how long? • DISADVANTAGES IF NOT APPROVED What will be the negative consequences if the promised action is not approved? Inabiliry to deliver service?Continued high traffic, noise, accident rate? Loss of revenue? FINANCIAL IMPACT Although you must tailor the information you provide here to the issue you are addressing, in general you must answer two questions: How much is it going to cost?Who is going to pay? CITY OF SAINT PAUL �co�lltin :"' "� OFFICE OF THE CITY COUNCIL PAULA MACCABEE susa,rv o�e Counc�7member ����„p�o Legislative Aide IV MARK BALOGA [�1r��i���n Legislative Aide �C J ��� Members: CITY C�ERK Paula Maccabee, Chair Bob long Janice Rettman Date: September 12, 990 COMMITTEE REPOR HUMAN SERVICES, R GULATED INDUSTRIES AND RULES AND POLICY COMMITTEE / • 1. Approval of t e Minutes of the August 22, 1990, Human Serv�ces, Regulated Industries an Rules & Policy Committee meeting. COMMITTEE APP OVED, 3=0 2• � Update on Imp ementation of Focus on Families policies. NO ACTION NEC SSARY - DISCUSSION ONLY ,f3 Resolution 90 1458 - Authorizing fire stations as "safeplace" satellite houses. COMMITTEE RE OMMENDED APPROVAL OF A SUBSTITUTE RESOLUTION, 3-0 , 4.� Ordinance re ulating the business of recycling collection centers and recycling pr cessing centers. THIS ITEM WA LAID OVER � 5.V Update on re eal of obsolete and duplicative licensing requirements. � NO ACTION NE ESSARY - DISCUSSION ONLY _ 6. � Ordinance 90 1463 - Forfeiture of motor vehicles associated with violation of prohibiti n against solicitation to vice. THIS ITEM WA LAID OVER �� Ordinance 90 1488 - Replacing the lawful gambling investigation fee with an authorized g mbling tax under Minn. Stat. Sect. 349.212 Subd. 5. COMMITTEE RE OMMENDED THAT A PUBLIC HEARING BE SET FOR OCTOBER 24, 1990, 3-0 CTTY HALL SE ENTH FLOOR SAINT PAUL,MINNESOTA 55102 612/298-5378 s�4s Printed oa Recycted Paper ��ya -iy�. , HUMAN SERVICES, REGULATED INDUSTRIES, AND RULES AND POLICY COMMITTEE COMMITTEE REPORT - SEPTEMBER 12, 1990 PAGE TWO 8. Resolution 90-1448 - Accepting the report of the Program Evaluation Task Force (for withdrawal) . COMMITTEE RECOMMENDED NITHDRAWAL, 3-0 i � . � , g� , /��' �r`�,Tr,� . City of Saint Paul Of�ce of the City Council O � � ��i���;,� : 714 City Hall •. �° Saint raul, Minnesota 55102 �••• 612/298-5378 Paula Maccabee Susan Ode Councilperson Legislative Aide R��EIVF� �UG�O��O Mark Baloga Legislative Aide CITY CLERK MEMORAND M DATE: August 17, 990 TO: Council Pre ident William Wilson FROM: Councilme ber Paula Maccabe SUBJECT:Tuesday, A gust 21, 1990, Coun il eeting, Item #10 ,.,,, i The agenda for the City Council meeting on August 21, 1990, includes as item #10 on the consent agenda Res lution 90-1448,accepting the report of the Program Evaluation Task Force for review nd consideration. This resolution is near y identica.l to 90-1343, which was referred to the Human Services, Regulated Ind stries and Rules & Policy Committee on August 7, 1990, and will be heard in Co ' tee on August 22, 1990. I therefore request tha Resolution 90-1448 be withdrawn at the August 21, 1990, meeting or, in the case f your absence from that meeting, that Resolution 90-1448 be laid over at the August 1 meeting and withdrawn at the next possible meeting. Please let me know if this mee s with your approval. � cc other Councilmem ers Gerry Strathman, ouncil Research A1 Olson, City Cle Q���7�0 i f ��.r.o. i CITY OF SAINT PAUL Q°� �� II OFFICE OF THE MAYOR � iiii'ii'ii � 0 "���`� 347 CI'PY HALI. ,I:�\II�:S SCIII:IBEL SAIN`L` I'AU1.. �1I\NFSO'PA 55102 ����� j+� (i12 2�JS-4323 ` ' � �' At�\YOft ( ) . II � . ' `F c; __�.,..�....,. 9� �.� � `�+1{ �; , {:._��., July 17, 1990 I u�'��_ 'Y`�iL:.>�.:;1 Dear Mayor Scheit�el, Council President Wilson, Councilmembers; Please accept our roposal to create a program evaluation function in Saint Paul. The attache report describes our recommendation which should enhance legislative oversight of City programs, improve accountability, find cost savings, and help ity managers inc�ease program effectiveness. Since January 199 we have met to research and discuss the issues outlined in our report. Our ba ic conclusion leading to the proposal was that while Saint Paul's executive br nch has several systems in place to fulfill its routine administrative moni oring role, the legislative branch lacks the means to fulfill its broad policy exami ation role. Program evaluation can provide the critical, independent inform tion on City operations and program performance that is needed to make ke budget and policy decisions. We believe there w�uld be a benefit in answering any questions and discussing our report directly v�ith you. We would be available for such a meeting(s) at you� convenience. �I Sincerel� > ✓����- C�- ����/, J el Alter , Ro rooks � � aul Mattessich � 1 �G,�'�� - � - Willard�a , J . ; D id R er ; ,� i � i ��s I � � � o � - c �, »� t � y m � �n m a �'O o c o � ,�� � E j � ° .M o *_ � c � �►, mo N � � E V *= vc� m mcg E •- v, mv � � p � � •� m :� � E E � � � ` .` � rn v dc� y E � � o m c°> mm �° .? o ° o � c E � ,�i m ' u�i � � E � mm :c °' � *' ° �' � � � 'v c m � c' °'� � °- m t O � m �'C �v1t � 'rn � N C � � � 'o *' �- •+ .0 7 Q C `� O Cm C1 y � � vC «I � � � m � 00tn � � �� m � t 'OpepmG. 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" ° � a -� m � o �. 3v -, � -« m � m -o �n � oo. � =`• -, o- � � m3o � � < �, �n � m -, ° ° � m � �' < o- - � 3 �, m o cu a � c � � � w � a � _ � � � � � �� � � mo �. °_' N �D � � i°nov� �. o � o � °'co3 -" m � c °, D � O � � Qm °- � � � �? a � � � � � � ca v�, �, � �, 3 �,. �• o � �,• o � � o, a; � �° � • �' `� � m ?. 3 a � � � � o d ? o.�° � �, o 0 3 0 `� 3 3, � �' � y � o � � � � a� °- � � N o � < m ao o �. in ao acn °-' � � o � y � � m �� � � � �� co c� �n � - �. c �n o o • .« N � �x�' � � � �' a�i � � � coa � m � m � `� �' a� � � ° �� � a' �, c° � = z °' d W °- � o. � o �' � � Q., � � v�, � o �' � 3 Qo � � � �• N a � o � c� 3 v � � N � Q1 n' ,� y � (D n � r,. ? � ,� � �D � � � X. o � ° m �� � Q- � �D � � � o' � ce = '� � � APPENOIX B SUMMARY OF RE EARCH ON PROGRAM EVALUATION BEING DONE BY OTHER LOCAL GOVERNMENTS LEVEL I OF GOV- BEGINNING OF ORGANIZATIONAL SIZE OF BACKGROUND OF STUDIES CONTACT ERNMENT TYPE OF AUDIT EXAMPLES F AUDITS AUDIT FUNCTION STRUCTURE STAFF BUDGET STAFF WORi�ROGRAM PER YEAR Dave Foster City Program analysis, Evaluation of ew police 1978 charter change Executive 8 Legislative. 7 $700,000 Public adminis►ration 8udget Analysts identiry 7 Budget 8 Evaluation flice Program monitoring, department p ogram gave responsibility for Director reports to City MBA,accountant 75%of issues during budge j 3-3007 Outcome Evaluation, called SAFE as budget and planning lor Coordinator who reports to reviews. Council identifies I Evaluability required in ini iating Ciry to Mayor. To react Executive Committee(Mayor other 25%. ' Assessment,Policy legislation. to loss ot power Council and several � analysis,Program. created Program Councilmembers). � '� Monitoring 8 Evaluation ! �, OI(ice. In 1980 Mayor's Budget Of(ice merged with Council's Program � Evaluation O(fice. I Gerald Silva City Program evaluation, Processing of books in Hired Silva 5 years ago. Legislative. Council 18 $1,000,000 Eclectic:CPA,Pub�ic Auditor proposes workplan. 18 � City Auditor Performance, tibrary. Contr ct appoints auditor. Administration,MBA, Reviewed by Cou�cil Financ San Jose,CA Compliance, periormance f airport engineer Committee. Request issues ! 408-277-4601 Operating economy shuttle bus se ice. from Counci�members, ', and efiiciencies, managers,appointed , accomplishment of directors and staff. I objectives. � Mary Louise Grif(in County Periormance Altematives t providing County Board wanted its Legislative Auditor is civil 1 Economics,industrial County board members 4 ! County Board Perfor ance Audiror guardian ad li em own staff. Hired servant. Auditor reports to relations. presern ideas to audit ; � � Dain Counry(Madiso ) program. performance auditor committee of counry board. committee. Committee ' 608-266-4533 2 years ago. determines workplan. Steve Morgan City Performance 5 years ago Council Executive. By charter 25 Public administration Audit committee approves � City Auditor Financial member introduced auditor reports to and is MBA,CPA, annual work program and Austin,TX ordinance establishing appointed by the city quantitative, influences scope of audits. 512-499-2805 program evaluation and manager. Audiror also qualitative analysis, �� analysis. Wanted reports to audit committee: economics. '', � reports on performance Mayor and 3 because they hire ciry councilmembers. i manager. � ; Prepared from research done for the Program Evaluation Task Force by B rbara Jeanetta's c:\123data�peresearch.wkl.all 6/22/90 � � , . � �' cC O � 'p � .� � 'V 0 ` — � N �� � — � V ` A � � � '(� O C — � p � d N `- � �U � N _ � O � � N � C � � N N � � � — �C � �C p � N C y C �� � � � Q N •— y �°nUa V � �' O � = rn � � rnoc o `� �.� �, Eo a � aEE � m .'� -aL� ° v NN � ° aoEa°'� >, � .� °�.o °' m � � c � o " rn`~ � oo mc :� o o �v .� m ,� � v �, a� N � � N oc � �� cc •� v�i � � 3 0 � � a � c � m �.�-.. � � o- a � a�i � �' � �; o � N � � ° �E � � � y � � a� � oo •� � n. c -��, a � � rn� ca � �' `-° �a � oc°'ioUcc � m = c`�o o � � m � � c m E Q,.N �� � � c��a � o �' � � .� � Q �a �Z �° �, oa `� � a� � � � � � c� . � o � t - � � .� E � � o � � X � .� � � E N � v� v ~ cC m �' O cn v� � •— -p cC � v� :� O .0 �p � � � � o �Ev, vc y m � �.�-. _ � 'rn= � �-� �� �= > � � .� � :.. a' � � � c cam cca a� � N �`c �° � °' a� aoEo � � � m � 'm �-° oo � c � w � � m � � E � > •c - m �� o o c�a °- c�i � � � � c�c �n � ° cdi � � ca a E ._ o � - � E � .� � a� o � � 3 � - oE o � o� � N NL cu v o �p E °-' � a;i a� a� s � 'Ut .� *� � E O � -o �' �. +- ca _ � m �. +- �n y �. momm '> � rn•� v � 3a� � o � NoNC � •- o � o � > m � o rn;Z' o 'vrn � � � F�- O � �� � � � O � o � °' om � � � `° v .c � �. m p c d �. � � �- d -o N � � o � ; U .- -p �n O � N � a� � y c 0. ,�, c� � Q — � c� � m c� J N � � C �n � Q � 'C � � � N C �'= cC 'a •� � (0 o � � a '� . � � -a c � � o m .o °' a cn — o > � � � o a� o � > c � � � m o � � c`c - � � ` :a � ° � �. ` � :° c � oa�. � � o- o .. o °' aX o 00 m •- v� � m � o c � o � � d � o ? oa .� �° � a�iy �° c � � � Ema� mca � m E �- o � E ca s ..; o � c.� c > �-� .� o o � '� o � m �, 'v� �' � c � c"�a � � •- rn._ � .. d Oc�c Uv U � c�-a � N � c� p ac � mcc � '_ L .°� � m � �.�-- °' � ° �oN t cm °1-a � m n a' m � v �' :. �� .o »r � ,o '_ � E � �� m � c a c� o •- a > a t �. � O = p = � O L � � �C N " �' m O L � C� t. c°� I- acaU Ho� a. 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