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