HomeMy WebLinkAboutMinutes - Futures Committee - 08/10/2011 -
City Manager’s Office
City Hall
300 LaPorte Ave.
PO Box 580
Fort Collins, CO 80522
970.221.6505
970.224.6107 - fax
fcgov.com
Meeting Minutes
Futures Committee Meeting
Date of Minutes: 8-16-2011
Date of Meeting: 8-10-11
Date of Next Meeting: 8-24-11, 4:00PM-5:30PM
Location of Next Meeting: CMO Conference Room
TO: Wade Troxell, Chair
Gerry Horak, City Council,
Lisa Poppaw, City Council
Darin Atteberry, City Manager
ELT
Lawrence Pollack, Budget and Finance
FM: Bruce Hendee, Assistant to the City Manager
Attendees:
Wade Troxell, Chair
Lisa Poppaw
Gerry Horak
Darin Atteberry
Lawrence Pollack
Bruce Hendee
Organization
1. The meeting convened at 4:15PM.
2. The meeting minutes from the July 27th meeting were approved.
BFO Process discussion
3. The primary focus of the meeting was oriented to the upcoming BFO process and the
approach to Outcomes and Requests for Results.
4. Lawrence presented a PowerPoint presentation depicting the history of the process
and some of the key considerations.
• Started in 2005
• Efficient and effective but time consuming
• Recommendations
o Alignment with Strategic Plan
2
o Increased citizen input
o Increased transparency
o Increased effectiveness through a holistic look at capital and horizontal
offer prioritization across all outcomes
o Internal and administrative offers ranked among themselves
o Offers broken into quartiles
o Focus on value added performance measures, aligned with RFRs
o Complete Citizen Survey earlier
o Align with Performance Excellence Program
o The Community Scorecard seems to be a focal point of the current
measurement state. There is little overlap and alignment between
performance measurements.
o Future measurement should be aligned with BFO with significantly
more overlap between performance and measurement reporting
o Performance measurement should be aligned with PEAT.
5. A key Council request was to increase citizen participation. It was decided that for the
next budget cycle the Results Teams should have one member only from the public,
preferably someone with experience in the area they are evaluating. Darin indicated he
would like to appoint these members. There may be more public members in the future.
6. The Committee also would like to see the Results Teams open to the public. The
intent would not be to have all results teams be open but to have key milestone
meetings open.
7. The committee would like to see an Open House to explain the BFO process.
8. All offers will be available for review by all others that make offers with the intent
being that all proposals are raised by knowing the best approaches.
9. There was some concern about the openness of the Drilling platforms and that some
people may be able to see that their positions may be eliminated. Bruce will follow up
with Human Resources at the appropriate time.
10. The desire would be that round one and two of the offer process would be open to
the public.
11. The desire of the committee would be that the proposals not be too detailed such
as a part time FTE.
12. There was discussion about the ability to compare various offers. For example
Police Services would dwarf many of the other proposals in amount. The challenge will
be in depicting smaller offers in a manner which does not appear to be insignificant.
13. Budgeting should be available on the web with more openness for Council and the
public., allowing Council members to drill down on their own without having to ask for
explanations.
14. Offers need to be linked to Outcome metrics.
15. During the Council Budget Retreat the budget will be reviewed and prioritized, with
early feedback being given to applicants on areas in need of adjustment.
16. Capital projects should be brought into a separate discussion.
18. There should be a separate internal and external discussion??
19. Proposals will be weighted according to priority.
3
20. There should also be increased attention given to value-added proposals.
Specifically proposals should show how you will “move the needle.”
21. Mike Becksted the new CFO will bring a potential cultural shift. He has experience in
doing BFO budgeting.
23. The Futures Committee will begin scheduling meetings with service areas to happen
in September and October to discuss priorities and get a snapshot understanding of
Council issues. This should help the teams avoid unnecessary effort going in the wrong
direction. Six sessions (Utilities, Police Services, PDT, Internal Services, PFA) at
Primrose were discussed. This will be brought up at the next ELT meeting. Should be
focused and hard hitting.
24. Council should be invited.
25. Departments should be given two to three weeks advance notice.
End of Minutes