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City Council Orientation

City Council Orientation. City Council Mission. The mission of the City of Scottsdale is to cultivate citizen trust by fostering and practicing open, accountable, and responsive government; providing quality core services; promoting long-term prosperity;

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City Council Orientation

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  1. City Council Orientation

  2. City Council Mission The mission of the City of Scottsdale is to cultivate citizen trust by fostering and practicing open, accountable, and responsive government; providing quality core services; promoting long-term prosperity; planning and managing growth in harmony with the city’s unique heritage and desert surroundings; strengthening the city’s standing as a preeminent destination for tourism; and promoting livability by enhancing and protecting neighborhoods. Quality of life shall be the City’s paramount consideration. 2008 City Council Orientation

  3. City Council Goals • Neighborhoods:Enhance and protect a diverse, family-oriented community where neighborhoods are safe, protected from adverse impacts, well maintained and actively revitalized. • Environmental Sustainability & Preservation: Preserve Scottsdale’s desert environment and natural resources, and honor the city’s heritage and character. • Transportation:Strengthen the transportation system for the safe, efficient and affordable movement of people and goods. 2008 City Council Orientation

  4. City Council Goals (cont.) • Economy:Position Scottsdale for short- and long-term economic prosperity by strengthening, expanding and diversifying our economic resources. • Public Safety:Protect Scottsdale residents and visitors by providing quality public safety and homeland security services. 2008 City Council Orientation

  5. City Council Goals (cont.) • Fiscal and Resource Management:Provide the means to reach other goals by ensuring Scottsdale is fiscally responsible and fair in its management of taxpayer money and City assets, and coordinates land use and infrastructure planning within the context of financial demands and available resources. • Open and Responsive Government: Make government accessible, responsive and accountable so that decisions reflect community input and expectations. 2008 City Council Orientation

  6. Scottsdale’s Governing Structure 2008 City Council Orientation

  7. Council-Manager System • The Council-Manager system dates back to 1908. • Article 3 of the City Charter • The Council-Manager system combines the political leadership of elected officials with the managerial experience of an appointed City Manager. City Manager is the chief executive of the administrative branch of the City government. • City Council sets policies • City Manager prepares proposed budget and City Council approves the budget and determines the tax rate • City Manager implements policies, oversees delivery of public services and administers the budget 2008 City Council Orientation

  8. City Manager’s Office John C. Little Acting City Manager

  9. Our Mission • To successfully implement the City Council’s Mission and Goals by leading the organization’s delivery of effective and efficient public services and programs. • Ensure, at a minimum, that “investors” receive a dollar’s worth of service for each dollar invested. 2008 City Council Orientation

  10. Reporting Relationships Downtown Group Michelle Korf (int.) Economic Vitality Harold Stewart (int.) Acting City Manager John C. Little Fire Chief Willie McDonald Police Chief Alan Rodbell Asst. City Manager David Ellison Asst. City Manager Roger Klingler Asst. City Manager Neal Shearer Citizen & Neigh. Resources CAPA Human Resources Planning & Dev. Services Transportation Municipal Services Water Resources WestWorld Community Services Financial Services Information Systems Government Relations • Scottsdale Cultural Council • Scottsdale Convention & Visitors Bureau 2008 City Council Orientation

  11. Role of the City Manager • Serves as chief advisor and provides policy recommendations to City Council • Must be responsive to both individual and collective requests of the City Council; balance requests and clarify • Makes democracy operational • Facilitator; helps people who do not agree reach understanding 2008 City Council Orientation

  12. The COS Organization • Operating budget: $398,355,147 • Five-year CIP: $895,186,500 • Full time employees: 2,598 2008 City Council Orientation

  13. City Attorney Deborah Robberson City Attorney

  14. City Auditor Brent Stockwell City Auditor (interim)

  15. City Auditor’s Office • The City Auditor’s Office provides independent research, analysis, consultation, and educational services to promote operational efficiency, effectiveness, accountability, and integrity in response to City needs 2008 City Council Orientation

  16. City Auditor’s Office • FY 2008/09 Adopted Budget: $973,586 • 8 Staff (same staffing level since FY 1997/98) 2008 City Council Orientation

  17. City Auditor’s Office • City Charter authorizes the City Council to appoint an auditor that reports directly to the City Council • The City Auditor is appointed by the City Council, serves at the pleasure of the City Council, and leads the seven-member professional staff • The City Auditor's Office has the responsibility of conducting audits of City activities and programs • All audits result in written reports to the Council 2008 City Council Orientation

  18. City Auditor’s Office • The audit process was established to independently review, evaluate, and report on management and employee accountability of taxpayer resources • All audits are conducted in accordance with generally accepted government auditing standards, often referred to as "Yellow Book" standards • The City Auditor's Office has an external peer review completed at least once every 3 years. The next peer review will be held in Spring 2009 2008 City Council Orientation

  19. City Auditor’s Office • City Code requires an Audit Committee, consisting of three members of the City Council, appointed by the Mayor with the approval of the City Council • Currently, Councilman W.J. "Jim" Lane is the chair and Councilmen Wayne Ecton and Ron McCullagh are committee members • An annual Audit Plan is presented to the Audit Committee for review and recommendation and to the City Council for review and approval • Following approval, audit assignments are selected from the adopted plan 2008 City Council Orientation

  20. FY 2008/09 Audit Plan Fire Asset Management Aug 2008 Basin Management Funds Aug 2008 WestWorld Financial Operations Sep 2008 Workers’ Compensation Oct 2008 Cash Handling Compliance Oct 2008 Estimated Business Resumption Follow-up Jan 2009 City Fuel Usage Jan 2009 Code Enforcement Follow-up Jan 2009 Development Permit Fees Collection Jan 2009 Delinquent Collections Feb 2009 Capital Project Change Orders Mar 2009 Convention & Visitors Bureau Agreement Mar 2009 Water System Security Apr 2009 City Court Minimum Standards May 2009 Purchase Orders May 2009 In Lieu Parking Jun 2009 2008 City Council Orientation

  21. City Clerk Carolyn Jagger City Clerk

  22. Our Mission • Exceed customer expectations by providing superior, equitable service; facilitating timely access to public information; and using technology to expand services to meet the public’s needs   • Encourage voter participation and confidence in the democratic process by conducting fair and impartial municipal elections 2008 City Council Orientation

  23. City Clerk • 10 Full-time Staff • 2008/2009 Budget • $956,910 (City Clerk) • $238,461 (Elections) 2008 City Council Orientation

  24. City Clerk 2008 City Council Orientation

  25. City Clerk • City Charter provides the Council with authority to appoint a City Clerk to: • Give notice of all Council meetings • Keep the journal of the Council’s proceedings • Authenticate and record in full all ordinances and resolutions • Perform other duties as required by Charter or ordinance 2008 City Council Orientation

  26. City Clerk • Our Goals: • Preserve and maintain legislative documents in accordance with applicable laws. • Comply with requirements of the Open Meeting Law for posting of all public meetings at least 24 hours in advance of the meeting. • Make public records available to meet expectations and in accordance with legal requirements. • Encourage participation in the democratic process by preserving the integrity of election procedures, which fosters voter confidence. 2008 City Council Orientation

  27. City Clerk • Primary Functions: • Prepare, Distribute, and Post Council Meeting Agendas • Ensure Legal Compliance of Official Postings and Public Notices (1,191 documents in 2007; 1,128 through 11/08) • Oversee City of Scottsdale Municipal Elections • Process Candidate, Referendum, Initiative and Recall Petitions • Produce Council Meeting Minutes (78 sets in 2007; 87 sets in 2008) • Oversee the Citywide Records Management Program • Preserve and Maintain Legislative Documents in Accordance with Applicable Laws • Provide Timely Access to Records Under the Control of the Clerk’s Office • Accept Legal Filings on Behalf of the City • Provide Passport Services (3,570 in 2007; 2,582 through 12/04/08; $75,000 average annual revenue) • Oversee Clerical Support to the City Council 2008 City Council Orientation

  28. FY 2008/09 Priorities • 2008 Municipal Elections • Records Management Program Enhancements • Historic Document Preservation • Disaster Recovery Plan • Records Management Manual Update • Conduct onsite inspections to ensure consistency throughout the organization • Phase II Public Web Access to Official Records • Added newly-adopted ordinances page • Added historic City Charter documents • Candidate Packet made available online • Added historic Candidate and Election pamphlets (1982 to present) • Began work on Scottsdale Historic Information Webpage • Procedures and Processes Documentation 2008 City Council Orientation

  29. Online Resources • Agendas: http://www.scottsdaleaz.gov/council/meeting_index/City_Council_Agendas_and_Minutes.asp • Official records: http://eservices.scottsdaleaz.gov/clerkdocs2/Disclaimer.aspx • City Charter: http://www.scottsdaleaz.gov/council/charter.asp • City Code: http://www.municode.com/resources/gateway.asp?pid=10075&sid=3 • New ordinances: http://www.scottsdaleaz.gov/codes/Recently_Adopted_Ordinances.asp? • Boards and Commissions: http://www.scottsdaleaz.gov/boards.asp • Election information: http://www.scottsdaleaz.gov/elections.asp • Campaign finance: http://eservices.scottsdaleaz.gov/clerkpacs/Disclaimer.aspx • Video recordings of Council meetings: http://scottsdale.granicus.com/ViewPublisher.php?view_id=9&catID=7&linkID=98&lType=0 Carolyn Jagger, City Clerk, 480-312-2411, cjagger@scottsdaleaz.gov 2008 City Council Orientation

  30. City Court B. Monte Morgan Presiding Judge

  31. Our Mission The Scottsdale City Court is dedicated to serving the community by providing a dignified and professional forum for the efficient resolution of cases within its jurisdiction. All persons shall be treated equally and fairly to promote public trust and confidence. 2008 City Council Orientation

  32. City Court • 7 courtrooms and 1 in custody courtroom • Total staff: 66.38 (FY 08-09) • Annual budget: $ 6.2 Million (FY08-09) • Revenue (FY07-08): • $24.3 million – total collected - gross revenues - fines, sanctions • $14 million – City General Fund Revenue 2008 City Council Orientation

  33. City Court • Judicial Officers • Presiding Judge, 4 Associate Judges, 2 Hearing Officers • Pro Tem Judges • Court Administrative & Staff ‘Operational Teams’ • Public Service Team • Case Processing Team • Criminal Courtroom Services Division • Technology Team • Specialized Functions – Financial, Security, Interpreters 2008 City Council Orientation

  34. City Court • Workload Indicators (FY 07-08) • 222,200 civil and criminal charges filed • 139,000 photo enforcement charges filed • 142,400 customers to court in person • 199,500 telephone customers • 50% of calls routed by IVR system • Third largest city court by case totals 2008 City Council Orientation

  35. City Court • Operational Accomplishments • Completed operation of the Loop 101 photo enforcement program (28 months) • Web and IVR systems for customer access – over 50% of users • AZTEC WIZARD™ case management system enhancement and sharing with 4 other city courts • Continued technology use – process automation, quality assurance reports 2008 City Council Orientation

  36. Priorities • Space needs analysis and expansion planning • Workload measures and analysis • Staffing analysis and projections • Customer service access enhancements • Technology enhancements and implementation 2008 City Council Orientation

  37. Citizen & Neighborhood Resources Raun Keagy General Manager

  38. Our Mission “Enhancing Neighborhoods & Serving the Community” Citizen and Neighborhood Resources helps to maintain and enhance the quality of life for Scottsdale residents by facilitating neighborhood preservation, revitalization and problem solving. 2008 City Council Orientation

  39. Citizen & Neighborhood Resources • Seeking compliance in property and zoning ordinances • Conducting analysis of neighborhood issues and negotiating resolutions to concerns. • Coordinating neighborhood canvassing events to reach citizens where they live. • Providing neighborhood mediation and meeting facilitation • Conducting home and business safety and crime prevention programs • Serving residents with information about City programs and services 2008 City Council Orientation

  40. Citizen & Neighborhood Resources • Representing neighborhoods when working with other city departments by: • Linking neighborhoods with City departments • Providing information for problem prevention and resolution • Presenting the neighborhood perspective in City programs • Annual Budget for CNR: $3,774,908 2008 City Council Orientation

  41. Citizen & Neighborhood Resources Raun Keagy General Manager Kit WeissNeighborhood Services Malcolm Hankins Code Enforcement • City Call Center • Citizen Liaisons • Neighborhood Advocacy • Education & Outreach • Neighborhood Safety • Neighborhood Resource Centers • Neighborhood Partnerships • Property Maintenance Code Enforcement • Zoning Code Enforcement • Solid Waste Code Enforcement • Sign Ordinance Enforcement • Parking Code Enforcement • Housing Quality & Development • Neighborhood Stability/Revitalization 2008 City Council Orientation

  42. Citizen & Neighborhood Resources • Key Services and Programs • Neighborhood Watch • Neighborhood College • Adopt-a-Road & “Treasures & Trash” • Neighborhood Enhancement Program • Neighborhood Speed Awareness Program • G.A.I.N. (Getting Arizona Involved in Neighborhoods) • Neighborhood & Individual Safety Program 2008 City Council Orientation

  43. Citizen & Neighborhood Resources Key Services and Programs • Residential Revitalization • Code and Zoning Enforcement • Clean and Lien • Neighborhood Contact Tracking System • Community Mediation • Civic Engagement & Outreach • City Call Center - 480-312-3111 (providing responses to callers regarding any service and the non-emergency Police call response center) 2008 City Council Orientation

  44. Priorities • Neighborhood revitalization projects south of Indian Bend Road • Neighborhood issue resolution & facilitation • Systematic proactive code enforcement • Education & outreach to landlords and tenants • Aggressive outreach programming taking City government to neighborhoods • Liaison to city departments and other agencies 2008 City Council Orientation

  45. Communications and Public Affairs (CAPA) Pat Dodds Public Affairs Officer

  46. Our Mission • Provide timely, accurate and credible information to citizens and employees • Inform citizens why, how and when they can get involved • Make City government as accessible as possible – through cable TV, the Internet, other media 2008 City Council Orientation

  47. CAPA • CAPA focus areas: • Direct public communications – Web, CityCable, publications, advertising • Media relations • Employee communications • Special events and programs • Public records • Total staff: • 12 full time (2 vacancies) • 2 part-time (job share) • Annual budget: $1.7 million 2008 City Council Orientation

  48. CAPA • Publish weekly citizen newsletters via e-mail; monthly utility insert (reaches 80,000 homes) • Publish weekly employee newsletter via e-mail • Broadcast meetings (about 15 monthly) • Coordinate Web site in cooperation with Information Systems (20,000 subscribers to e-newsletters) • Handle media questions (200 news stories/month) • Coordinate more complex records requests in cooperation with City Attorney’s Office • Assist with emergency communications 2008 City Council Orientation

  49. Priorities • Public information and public outreach support for priority programs and projects, e.g., downtown and neighborhood revitalization, transportation projects, economic vitality, preservation • Coordinating internal communications – improving Intranet, CityLine • Emergency communications 2008 City Council Orientation

  50. Community Services Debra Baird General Manager

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