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Item 11B MemoCity of Southlake, Texas MEMORANDUM May 16, 2003 TO: Honorable Mayor and City Councilmembers FROM: Greg Last, Director of Economic Development SUBJECT: Annual Project Prioritization by City Council Early Notice / Process Overview Action Requested: Evaluate the attached summary of projects for any additions or revisions needed prior to distribution to Council for formal ranking. We are providing this early notice and Master List of projects so that you might review it prior to our sending you the full packet including Master List and associated Project Advocacy Forms (PAF's). See the schedule (page 2) to note that you have two opportunities to provide your input. • To GL by May 21 and your revisions will be added to the Master List prior to Step 1, distribution to Council for review of list and any revisions or additions, or • To GL by June 3 and your revisions will be added prior to the Step 2 process, distribution of Master List and PAF's for Council ranking. Background Information: The "Project Prioritization" process has been utilized as a management tool for several years to best match staff work with the priorities of Council. It allows City Council, board members and individual advocates of projects an opportunity to place their item before City Council for collective ranking. This process has provided clear direction to staff as to the Council's desires and has greatly aided in the productivity of staff due to our ability to focus on the higher priorities. This exercise is intended to cover or not cover the following types of projects: YES • Ordinance adoptions or revisions • Master plan adoptions or revisions • Projects, special requests, etc. NO • Capital Improvement / Infrastructure projects • Administrative changes (not requiring Council or board actions) City Council Prioritization of Projects — May 16, 2003 — Page I of 3 In summary the timing is as follows: May 16 GL starts process by forwarding Master List and blank PAF form to Council to familiarize them with process, initiate review of projects list by Council. May 21 All changes / additions due from Directors May 23 STEP 1: GL forwards updated Master List and all PAF's to Council for their review and solicits additional projects from them for inclusion in the list. Council should work directly with the applicable department to develop the PAF. June 3 All Council's revisions or new requests due to GL from Council and applicable departments. June 6 Final Master List and all updated PAF's to Council for ranking. June 16 STEP 2: Council to rank projects and return master list to GL. June 20 STEP 3: Calculate rankings and place in June Retreat packets June 27 Discussions at June Retreat, Council to review for confirmation of results or reshuffling. Process: For the benefit of the newly elected Councilmembers and as a refresher, a description of the process is as follows: STEP Determine Items to be Prioritized Staff compiles a master list of items requiring review by City Council and many times another appointed body such as the Planning and Zoning Commission or Park Board. The Master List will be accompanied by Project Advocacy Forms (PAF) for each project. These forms will be the basis for each Councilmember to review as they prioritize all items. Note that there is a blank PAF form at the end of the packet should an entirely new item be desired. 2. Distribute Revised Forms to Council for Ranking Staff will revise (if needed) the master list as well as the individual PAF forms, add any new items that might be requested, and distribute to each Councilmember the master list and PAF forms. Each Director will also provide a list of recommended priorities for the items within their department as another reference. We will ask each Councilmember to rank all projects listed, e.g. if there are 50 projects there should be 10 number 1's, 10 number 2's, 10 number 3's, 10 number 4's, 10 number 5's. Calculation of Priorities Staff will take the rankings provided by each Councilmember and mathematically rank all items. The results of the ranking will be distributed to Council in the June retreat packet and will be discussed at the June retreat. At that time the Council can concur with the findings or modify as a group as deemed necessary. City Council Prioritization of Projects — May 16, 2003 — Page 2 of 3 Financial Considerations: None Citizen Input/ Board Review: Citizens, board members and any interested parties may discuss projects with Councilmembers and encourage the submittal of a Project Advocacy Form (PAF) for consideration by the entire Council. Legal Review: None Alternatives: Staff would be glad to pursue alternative management tools if suggested. However, the current process has been extremely effective in matching Council's desires with staff s efforts for several years. Supporting Documents: Attached you will find the following information. • Master Schedule / Status Report of all projects. • Blank PAF form for any new projects. Staff Recommendation: Continue to utilize the "Project Prioritization" system for matching Council's desires to staff work efforts. We realize that the time frames for your review are tight but our goal is to have the City Council rankings calculated prior to the June Retreat so we can include the final priorities in the June Retreat packet and discuss at the retreat. We appreciate your cooperation in providing timely responses. Feel free to contact any department director or the staff contact shown on the PAF form to discuss an item or find out additional information. Greg Last Ph: (817) 481 -1671 Fax: (817) 481 -1701 City Council Prioritization of Projects — May 16, 2003 — Page 3 of 3