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MEMORANDUM <br /> <br />Item # 4.5. <br /> <br />TO: <br /> <br />FROM: <br /> <br />DATE: <br /> <br />SUBJECT: <br /> <br />Mayor and City Council <br /> <br />Pat Klaers, City A~inistrator <br /> <br />May 28, 2002 <br /> <br />Annual Report <br /> <br />Thc annual reports from the city departments and thc annual report presentations to the <br />City Council have evolved over the years. Staff is always looking at ways to improve the <br />reports and the presentation, and this goal of improvement is why this topic is on the City <br />Council agenda. <br /> <br />Last month the 2001 annual reports were presented to the City Council and most everyone <br />feels that the presentation was the best one since we have gone to our new, shorter format. <br />However, we know that the presentation can be better, and we know that the video, even <br />though it was broken into segments, was still too long and slightly repetitive. We also sense <br />that the best part of the meeting was at the end when staff members responded to council <br />comments and inquiries. <br /> <br />One of the things that we need to keep in mind with the annual report presentation is that <br />the viewing audience at home does not typically have the benefit of having read the annual <br />report. This creates some challenges whereas the City Council is quite familiar with activities <br />over the past year, but the public at home generally is not as aware of activities, and we really <br />do not know how much of the presentation should be devoted to informing the citizens at <br />home about past activities. <br /> <br />The most popular idea discussed by the staff for changes in the presentation was to have the <br />video highlight only the most significant, bigger issues and activities that have taken place <br />over the past year. This could include such things as the construction of a city facility, the <br />Fourth of July festival, a street improvement project, a fire scene, etc. Not all departments <br />lend themselves to be videotaped as well as others, and we will try to keep the video brief <br />but more city-wide in nature. At some point, either before or after the video, we think that <br />the big issues over the past year need to be verbally highlighted, but only the big issues. After <br />the video and the short presentation, it will be then time for each department head to stand <br />up and present their goals and upcoming projects to the City Council and to respond to <br />Council inquiries/questions. <br /> <br />In summary, staff would like Council feedback on this proposal and input on other possible <br />changes in the annual report presentation. <br /> <br /> <br />