Laserfiche WebLink
10 <br />DEVELOPING PROCEDURES <br />Each department within the City will develop procedures for various activities performed <br />throughout the year. The goal is to have each department create a book that contains procedures <br />for their activities. This must be completed by the end of this year (December 31, 2002). <br /> <br />With regard to the Public Works Department, the first step will be to identify activities for which a <br />procedure is warranted: Those activities performed on a routine basis either daily, weekly, <br />monthly, or yearly. <br /> <br />Once the activities for which we will be writing procedures are identified, the person that is <br />currently conducting that activity will write the procedure. A standard “procedure format” will be <br />created. <br /> <br />Procedures will be reviewed as they are written. If found to be complete, clear, and acceptable <br />they will be added to a three ring binder entitled “Public Works Procedures”. They will also be <br />stored electronically. Once completed, the Public Works Procedure Book will be an ever-evolving <br />document. Procedures will be reviewed and updated as needed. <br /> <br />The Public Works Department fully endorses the creation of this Procedure Book. The book will <br />allow us to function in the case of an employee absence and will ensure complete and consistent <br />work throughout the department. <br /> <br />DEVELOPING POLICIES <br />Similar to developing procedures, each department within the City will develop policies. These <br />policies will be collected from each department and compiled in a “City Policy Book”. <br /> <br />The format on how policies are written will be developed in the near future. As draft policies are <br />written, they will need to be review by the department head and City Administrator, and presented <br />to the City Council for review and approval. Once Council approval is obtained, the draft policies <br />will become official City Policy. <br /> <br />Again, similar to procedures, the Public Works Department fully endorses having official written <br />policies. They allow us to conduct business in a more efficient and consistent manner. <br /> <br />DEVELOP LONG TERM CAPITAL PROJECTS AND PROGRAMS - CAPITAL IMPROVEMENT <br />PROGRAM (CIP) <br />As part of the development of a long-range financial plan, the City will need to develop a Capital <br />Improvement Program (CIP). This is comprised of a list of major capital expenditures the City <br />anticipates in the next several years – typically five. <br /> <br />Since the Public Works Department will have the most items in the CIP, we have been asked to <br />be the lead department in developing this portion of the Long-Range Plan. This will be somewhat <br />of a time consuming project since we will be starting from scratch. The CIP is due on June 3, <br />2002. Therefore we need to start as soon as possible. This week, present a possible format will <br />be presented to the Finance Department. Next week, the Public Works Department will meet to <br />discuss the CIP in an effort to create a list of potential items. Input from external sources such as <br />the watershed district, consultants, the County, and Mn/DOT will also be required to complete the <br />CIP. <br /> <br /> FINANCIAL DATA <br />Due to the nature of the numerous accounts and funds associated with Public Works it was <br />difficult to comprise a summary at this time. Therefore, a financial report for the Public Works <br />Department is not included as part of this report. On February 11, 2002, the Finance Department <br />provided a “city wide” financial report which included Public Works. The Public Works Department