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Item 4CTitle of Presentation Technical Services lpayne 681 City Slides Microsoft Office PowerPoint On-screen Show (4:3) City of Southlake Item 4C Consider: SPDC Matching Funds Policy Revisions Background Current policy adopted March 2, 2010 Potential policy revisions discussed: - Joint Mtg w/PB, SPDC & CC (Nov ‘10) - PB meeting (Nov ‘10) - CC direction/feedback at CC Retreat (June ‘11) Feedback used to develop the revised policy presented for consideration - Parks Board recommended approval (7-0) February 13, 2012 - SPDC recommended approval (7-0) March 6, 2012 B3 Enhance resident quality of life and business sustainability through tourism L3 Attract, develop and retain a skilled workforce C3 Provide attractive and unique spaces for enjoyment of personal interests L4 Recognize and reward high performers C2 Provide travel convenience within City and region L2 Enhance leadership capabilities to deliver results L5 Empower informed decision-making at all levels in the organization C1 Achieve the highest standards of safety and security C4 Attract and keep top-tier businesses to drive a dynamic and sustainable economic environment L1 Ensure our people understand the strategy and how they contribute to it City of Southlake Strategy Map The City of Southlake provides municipal services that support the highest quality of life for our residents and businesses. We do this by delivering outstanding value and unrivaled quality in everything that we do. Fulfill Our Mission Deliver on Our Focus Areas Safety and Security Quality Development Partnerships and Volunteerism Performance Management and Service Delivery Mobility Infrastructure C5 Promote opportunities for partnerships and volunteer involvement Serve Our Customers B5 Improve performance of delivery and operational processes B2 Collaborate with select partners to implement service solutions B4 Provide high quality customer service B1 Achieve best-in-class status in all City disciplines B6 Optimize use of technology Manage the Business Provide Financial Stewardship F1 Adhere to financial management principles and budget F3 Achieve fiscal wellness standards F4 Establish and maintain effective internal controls F2 Invest to provide and maintain high quality public assets Promote Learning and Growth Live Our Core Values Integrity ● Innovation ● Accountability ● Commitment to Excellence ● Teamwork Revised Policy Components I. Statement of Purpose Enables City to leverage capital funding to advance Master Plan and Strategy Map Provides a process for considering requests Provides flexibility in determining match (up to 100%) Allows for consideration of in-kind matching Application Procedures Sets annual timeline w/proposal due date Details proposal requirements CC discretion to grant variances to provisions of Policy Revised Policy Components III. Evaluation Criteria Details how projects will be evaluated: Consistent with the overall intended use of the parks and recreation system? Consistent with Master Plan? Linked to Strategy Map? Related to currently funded CIP project or 5yr CIP? Benefit Southlake residents? Enhance a current asset? Assist w/ a capital purchase? Useful life of 5 yrs? Accelerate completion of a CIP or Master Plan project? Reserves right for City to accept, reject & not complete Revised Policy Components IV. Approval Process Details step-by-step approval process: CS Director PB SPDC CC City manages project, owns property & uses at sole discretion CS Dir determines length of time to complete project City to receive petitioner’s $ before City will begin work Petitioner must deliver $ to City within 6 months of final approval (unless add’l time is granted at time of approval) or they’re required to reapply Revised Policy Components V. Approval Process (In-Kind Match) Details step-by-step approval process: CS Director PB SPDC CC Must result in a tangible asset Only applies to expenses the City would typically incur CS Dir & Fin Dir to determine if results in tangible asset Should typically be approved prior to in-kind service being rendered or materials being purchased Revised Policy Components V. Approval Process (In-Kind Match cont.) Petitioner must provide sufficient financial documentation from 3rd party vendors regarding typical industry standard costs CS Director to review documentation and make recommendation to SPDC on reasonable market value or costs/services SPDC will recommend & CC will determine final % match Matching funds will not be expended until services rendered/rec’d Revised Policy Components VI. Project Recognition Plaque may be designated in park or facility Recognition of the project - name of project - contributor(s) - date of project - reference that project was funded w/SPDC MF CS Dir to determine placement location and content Citizen Input / Board Review CC, SPDC & PB Discussion (November 2, 2010) PB Discussion (November 8, 2010) City Council Discussion (June 28, 2011) SPDC Discussion (February 7, 2012) PB Consider Item (February 13, 2012) SPDC Consider Item (March 6, 2012) City Council Adoption (March 20, 2012) Questions?Chris Tribble