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qity of <br /> <br />River <br /> <br />M£MORANDUM <br /> <br />Item #5.3. <br /> <br />TO: <br /> <br />FROM: <br /> <br />DATE: <br /> <br />Mayor & City Council <br /> <br />Pat Klaers, City Administr~~ <br />April 24, 2000 <br /> <br />SUBJECT: Annual Reports <br /> <br />For the past 14 years or so, all of the department heads have completed <br />thorough annual report documents. These documents reviewed the duties and <br />responsibilities of each department and then also discussed the highlights <br />from the past year along with the goals for the upcoming year(s). The annual <br />reports have become an excellent resource and are frequently used to answer <br />questions from the public, and are even distributed to the public or other units <br />of government that would like to know more about our operations and <br />functions. <br /> <br />The annual reports were presented to the City Council at council meetings by <br />the department heads and staff. The annual reports lasted from lA hour to 2 <br />hours in length. The presentations to the City Council were viewed as an <br />opportunity for the City Council and the department heads to meet and <br />discuss departmental achievements and goals. This was a rare opportunity for <br />the council's undivided attention to be given to an individual department. <br />However, over the course of the last few years it has been difficult to reserve <br />20 hours of CiW Council meeting time for these annual reports. Additionally, <br />some of the reports have become "standard information" and are not too <br />exciting when things are consistently going well in each department and, in <br />summary, the reports have become somewhat "routine" rather than an <br />exciting opportunity for City Council and staff discussions. <br /> <br />In response to this changing emphasis on annual reports, staff is attempting a <br />new annual report format for the City Council. This format is for shorter, more <br />concise reports that clearly and briefly identify departmental highlights and <br />goals. The presentation of the 1999 annual reports calls for a 25-30 minute <br />video tape to highlight some of the departments. I will then provide the council <br />with an overview of each department and the city in general. Please note that <br />if I talk for two minutes on each department, then my presentation will <br />approach 30 minutes (and 4 minutes per department is an hour presentation!). <br /> <br />13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · TDD & Phone: (612) 441-7420 · Fax: (612) 441-7425 <br /> <br /> <br />