Item 4B Prioritazation MemoCity of Southlake, Texas
MEMORANDUM
May 29, 2003
TO: Honorable Mayor and City Councilmembers
FROM: Greg Last, Director of Economic Development
SUBJECT: Annual Project Prioritization by City Council
Step I —Determination of Projects to be Ranked (With Revised Schedule)
Action
Requested:
Background
Information:
Evaluate the attached summary of projects for any additions or revisions needed prior to
distribution to Council for formal ranking.
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)
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 13 STEP 2: Council to rank projects and return master list to GL.
June 19 STEP 3: Calculate rankings and place in June Retreat packets
June 19 -20 Discussions at June Retreat, Council to review for confirmation of results
or reshuffling.
City Council Prioritization of Projects — May 29, 2003 — Page I of 3
Process: For the benefit of the newly elected Councilmembers and as a refresher, a description of
the process is as follows:
STEP
1. Determine Items to be Prioritized This is the item before you presentlX 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. We are
forwarding this list to you as well as the related Project Advocacy Forms (PAF) so that
you can review the list to make sure that no item you are interested in has been
overlooked. As well, you should look at the PAF forms to ensure that the breadth of
discussion regarding each item is to your satisfaction. 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. This form can be e- mailed to you if that would be easier than writing on the
blank form. Any new items or revisions to PAF forms need to be returned to Greg
by Tuesday, June 3 (Council Meeting).
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.
3. 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.
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.
City Council Prioritization of Projects — May 29, 2003 — Page 2 of 3
Supporting
Documents: Attached you will find the following information.
• Master Schedule / Status Report of all projects.
• Project Advocacy Forms for all projects on master schedule as noted.
• 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. PLEASE RETURN
ANY RECOMMENDED REVISIONS TO THE MASTER LIST OR NEW
PAF FORMS TO GREG LAST BY TUESDAY, JUNE 3 .
Greg Last
Ph: (817) 481 -1671
Fax: (817) 481 -1701
City Council Prioritization of Projects — May 29, 2003 — Page 3 of 3