HomeMy WebLinkAbout5G - Standard Measures Program Participation e-0"
r' 4646 Dakota Street SE
Prior Lake, MN 55372
CITY COUNCIL AGENDA REPORT
MEETING DATE: JUNE 23, 2014
AGENDA#: 5G
PREPARED BY: JERILYN ERICKSON, FINANCE DIRECTOR
PRESENTED BY: JERILYN ERICKSON
AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION DECLARING THE CITY'S IN-
TENT TO PARTICIPATE IN THE STATE OF MINNESOTA'S STANDARD
MEASURES PROGRAM AND ADOPTING THE TEN PERFORMANCE
BENCHMARKS
DISCUSSION: Introduction
The purpose of this agenda item is for the Council to consider approval of a
declaration of intent to participate in the State of Minnesota's Standard
Measures Program for 2014.
History
The City adopted resolutions in 2011, 2012 and 2013 which declared its intent
to participate in the State of Minnesota's Standard Measures Program and
-- adopted ten performance benchmarks established by the Council on Local Re-
sults and Innovation.
2011
The ten performance benchmarks were incorporated into a 135-question resi-
dential survey that was prepared by Decision Resources Inc. and administered
to 400 residents by telephone in December, 2011. The results of that survey
were communicated to the City Council and the public during the workshop and
council meeting on January 17, 2012 as well as the Spring edition of the Wave-
length newsletter.
The City received a payment of$3,191 from the State of Minnesota as an in-
centive to participate in the 2011 program. This payment was based on $0.14
per capita in local government aid reimbursement, not to exceed $25,000.
An additional incentive during 2011 was an exemption from levy limits under
sections 275.70 to 275.74 for taxes payable in 2012. No levy limits were in ef-
fect for 2012.
2012
The residential survey was not conducted in 2012.
The City received a payment of$3,191 from the State of Minnesota as an in-
centive to participate in the 2012 program. This payment was based on $0.14
per capita in local government aid reimbursement, not to exceed $25,000.
An additional incentive during 2012 was an exemption from levy limits under
sections 275.70 to 275.74 for taxes payable in 2013. No levy limits were in ef-
fect for 2013.
2013
The standard measures for cities were expanded to 29 possible measures.
(See Exhibit A) The City adopted ten of the 29 measures.
One of the original incentives to cities participating in the program was exemp-
tion from levy limits established by the State legislature. A 3% levy limit was im-
posed for 2014 in the 2013 session. According to information provided by the
State Auditor (stated below), participation in the program did not exempt cities
from the enacted levy limit.
From the Office of the State Auditor. . .
Performance Measurement Program Update: 2013 Levy Limits
The Minnesota Legislature enacted property tax levy limits for taxes levied in
2013. See 2013 Minn. Laws, ch. 143, art. 4, § 48. A county or city that elects to
participate in the standard measures/performance measurement program is eli-
gible for a reimbursement of$0.14 per capita, not to exceed$25,000, and is
also exempt from levy limits under sections 275.70 to 275.74. However, partici-
pation in the standard measures/performance measurement program does not
exempt a county or city from the 2013 property tax levy limits. The 2013 levy
limits are not codified under sections 275.70 to 275.74, and they apply notwith-
standing "any other provision of law or municipal charter to the contrary. . . ."
In 2013, 47 cities (6%) and 22 counties (25%) were certified by the Office of the
State Auditor to the Minnesota Department of Revenue to receive additional lo-
cal government aid. In contrast, 62 cities (7%) and 25 counties (29%) were cer-
tified by the Office of the State Auditor to the Minnesota Department of Reve-
nue in 2012. The decrease in participation in 2013 may be due to a change in
state law. In 2013, the Legislature passed levy limits for taxes levied in 2013.
Cities/counties that were certified for the performance measures program in
2013 are not exempt from these levy limits because they are not codified under
sections 275.70 to 275.74. Some cities/counties reported frustration over this
legislative change, and did not participate in the program.
The list of participating cities and counties is available on the website of the
Minnesota Office of the State Auditor.
The ten (10) standard performance measures were presented to the residents
during the 2014 public budget meeting held on November 25, 2013.
The City received a payment of$3,274 from the State of Minnesota as an in-
centive to participate in the 2013 program. This payment was based on $0.14
per capita in local government aid reimbursement, not to exceed $25,000.
2014
A 148 question Community Survey was administered to 400 persons randomly
selected using professional survey research techniques in January 2014.
2
Current Circumstances
Staff received notification of participation requirements for 2014.
The deadline for participating in the program for 2014 is July 1, 2014.
Participation in the program is voluntary. Each year, the City will determine if it
wishes to continue its participation.
To participate, the City must officially adopt a resolution declaring the following:
• The City has adopted and implemented a minimum of 10 performance
measures developed by the Council on Local Results and Innovation;
• The City has implemented or is in the process of implementing a local
performance measurement system as developed by the Council on Lo-
cal Results and Innovation;
• The City has or will report the results of the 10 adopted measures to its
residents before the end of the calendar year through publication, direct
mailing, posting on the entity's website, or through a public hearing at
which the budget and levy will be discussed and public input allowed.
Direction from the Office of the State Auditor seems to indicate that there is a lot
of flexibility in determining how some of the information is gathered for the citi-
zen survey. Cities may use "surveymonkey.com" or a professional resource. In
addition, a residential survey every two years also meets the survey require-
ment.
Conclusion
The City Council must decide at the meeting this evening whether or not the
City should participate in this program in order to meet the July 1st deadline.
ISSUES: Several issues to consider:
• The Council has expressed an interest in expanding and/or modifying its
current performance standards. The performance measures outlined in
this program may or may not be ones that the Council is interested in
tracking.
• The program started out with a list of ten performance measures. The
number of performance measures to select from has increased to
twenty-nine. The number and scope of measures that are currently re-
quired to participate in this program may expand in future years.
• Tracking additional measures may require additional resources such as
the cost to conduct a citizen survey.
• The City will be required to report this information to the Office of the
State Auditor.
• The City will be required to report this information to the residents each
year through publication, direct mailing, posting on the jurisdiction's
website, or through a public hearing at which the budget and levy will be
discussed and public input allowed.
The Community Residential Survey conducted earlier this year incorporated the
ten (10) performance measures into the 148 questions asked.
3
FINANCIAL There are two incentives being offered to cities and counties to participate in the
IMPACT: Standard Measures Program:
1) Eligible for a reimbursement of$0.14 per capita in local government aid,
not to exceed $25,000; and
2) Exemption from levy limits under sections 275.70 to 275.74 for taxes
payable in 2015, if levy limits are in effect.
The City's 2013 estimated population was 24,223. The reimbursement would
be approximately $3,391 in 2014. The purpose of this reimbursement is to
cover some portion of the cost to compile this information.
ALTERNATIVES: 1. Motion and second as part of the consent agenda to approve a resolution
declaring the City's intent to participate in the State of Minnesota's Standard
Measures Program and adopting the ten performance benchmarks.
2. Deny the resolution.
3. Take no action and provide staff with direction.
RECOMMENDED Alternative 1.
MOTION:
4
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4646 Dakota Street SE
`y'NvNEso'tt' Prior Lake.MN 55372
RESOLUTION 14-xxx
A RESOLUTION DECLARING THE CITY'S INTENT TO PARTICIPATE IN THE
STATE OF MINNESOTA'S STANDARD MEASURES PROGRAM AND ADOPTING
A MINIMUM OF TEN PERFORMANCE BENCHMARKS
Motion By: Second By:
WHEREAS, The Minnesota Council on Local Results and Innovation has established a Standard Measures
Program which identifies twenty-nine (29) performance measures (Exhibit B); and
WHEREAS, Benefits to the City of Prior Lake for participation in the Minnesota Council on Local Results
and Innovation's comprehensive performance measurement program are outlined in MS 6.91
and include eligibility for a reimbursement as set by State statute; and
WHEREAS, Cities electing to participate in the Standard Measures Program are eligible to receive a $.014
per capita reimbursement(not to exceed $25,000); and
WHEREAS, Cities electing to participate in the comprehensive performance measurement program are
exempt from levy limits under sections 275.70 to 275.74 for taxes payable in 2015, if levy limits
are in effect under these specific statutes; and
WHEREAS, The City has adopted and implemented at least 10 of the performance measures, as developed
by the Council on Local Results and Innovation, and a system to use this information to help
plan, budget, manage and evaluate programs and processes for optimal future outcomes; and
WHEREAS, The results of the performance measures will be reported to the Prior Lake citizens by the end
of the year through publication, direct mailing, posting on the City's website, or through a public
hearing at which the budget and levy will be discussed and public input allowed; and
WHEREAS, The City Council must declare its intent to participate in the Standard Measures Program and
adopt a minimum of ten performance measures by July 1, 2014.
NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
MINNESOTA as follows:
1. The recitals set forth above are incorporated herein.
2. The Prior Lake City Council declares its intent to participate in the Standard Measures Program and
adopts ten (10) of the Standard Measures listed on Exhibit B as follows:
• Rating of the overall quality of services provided by the City;
• Percent change in the taxable property market value;
• Citizens' rating of the overall appearance of the city;
• Citizens' rating of the quality of city recreational programs and facilities;
• Citizens' rating of safety in their community;
• Citizens' rating of the quality of fire protection services;
• Citizens' rating of the road condition in their city;
• Citizens' rating of the quality of snowplowing on City streets;
• Citizens' rating of the dependability and quality of City water supply;
• Citizens' rating of the dependability and quality of City sanitary sewer service.
PASSED AND ADOPTED THIS 23RD DAY OF JUNE, 2014.
VOTE Hedberg Keeney McGuire Morton Soukup
Aye ❑ ❑ ❑ ❑ ❑
Nay ❑ ❑ ❑ ❑ ❑
Absent ❑ ❑ ❑ ❑ ❑
Abstain ❑ ❑ ❑ ❑ ❑
Frank Boyles, City Manager
http:l/splash/teams/am/October 4 2010/06 23 2014/Performance Measurements Declaration-Resolution-2014.06.23.docx
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