Chapter 2.70
PERFORMANCE MEASUREMENT
AND RESULTS

Sections:

2.70.010    Policy.

2.70.020    Full public disclosure and regular reports.

2.70.030    Schedule of plans and reports.

2.70.040    Definitions.

2.70.010 Policy.

It is hereby declared to be the policy of the city of Lynnwood that it shall establish and maintain an on-going performance measurement and results system for all programs and services provided by the city. This policy shall be implemented through the following actions:

A. Strategic Planning, Vision Mission Goals and Objectives and Schedules. It shall be the duty of the city council to annually review, revise or establish, a city vision and mission statement, together, with city goals, objectives and outcomes.

It shall be the duty of each city department to:

1. Prepare departmental goals, objectives, and outcomes, consistent with, and in alignment with, city goals, objectives, and outcomes;

2. Prepare and maintain departmental strategic plans;

3. Prepare annual performance plans (based upon the current strategic plan) which shall be submitted as an integral part of the city budgeting process; and

4. Prepare an annual performance budget.

The actions set forth in this section shall be performed in accordance with the schedules set forth in LMC 2.70.030.

B. Strategic Budgeting. The finance director shall establish and maintain an ongoing strategic budget model covering a period of five years (not including the current year) which shall reflect current department strategic plans. The city council in its discretion may adjust strategic budget factors formulas, estimates, and other model components, in order to examine and explore alternative courses of action. (Ord. 2299 § 2, 2000)

2.70.020 Full public disclosure and regular reports.

A. Strategic Plans. Each department shall prep a strategic plan and periodic updates.

B. Annual Performance Results Report. Each department shall prepare and publish an annual performance results report in a format to be developed by the finance director and approved by the city council. The annual report shall be made to the city council at a regular business meeting on or before March 31st of each year commencing in the year 2003. The presentation shall be videotaped and replayed on Channel 28 for two consecutive weeks following the date of presentation.

C. Annual Report to the City Council and Citizens. The mayor shall prepare for the city council a complete written report, and presentation concerning the progress to date of each city department’s compliance with this chapter. Such report and presentation shall be made to the city council at a regular business meeting on or before January 31st of each year commencing in the year 2001.

The presentation shall be videotaped and replayed on Channel 28 for two consecutive weeks following the date of presentation.

D. Designation of Public Documents – No Cost to Residents. Each plan, update or report identified in this section shall:

1. Be a public document(s) and shall be available to city residents at no cost; and

2. Contain an executive summary section; and

3. Contain an explanation of the purposes of this chapter prepared by the finance director. (Ord. 2299 § 3, 2000)

2.70.030 Schedule of plans and reports.

A. Schedule – Ongoing Plans and Reports.

1. Vision, Mission and City Goals. It shall be the duty of the city council to review, revise, or establish a vision and mission statement for the city, together with a set of city goals, by April 30, 2000, and thereafter on April 1st of each year commencing in the year 2001.

2. City Objectives. It shall be the duty of the city council to review, revise or establish a set of city objectives applicable to all city departments by May 1st of each year commencing in the year 2000.

3. Department Goals and Objectives. Each city department shall provide to the city council their respective goals, objectives, and outcomes consistent with, and in alignment with, city goals, objectives and outcomes by June 1st of each year commencing in the year 2000.

4. Strategic Plans. Each city department shall prepare and provide to the city council by February 1, 2001, a strategic plan. Future strategic plan updates, revisions, or the establishment of a new strategic plan, shall each be due by February 1st of the year. Each strategic plan, update, revision, or new plan, shall be reviewed by an associated advisory board or commission, if any, and shall be reviewed and recommended by the mayor to the city council.

B. Schedule – Implementation Plans and Reports.

1. Program and Service Measurement Descriptions. Each city department shall prepare and submit to the mayor by August 15, 2000, for each department program or service the following information:

a. An identification and brief description of each departmental activity and the program or service in which it fits;

b. An identification and brief description of:

i. Customers or users of each program or service;

ii. Output measure(s) that apply to each activity;

iii. Performance indicator(s) that apply to each program or service;

iv. Performance target(s) proposed to apply to each program or service;

v. Outcome indicators proposed to apply toward each goal;

vi. Benchmarks proposed to apply to each program, service, or outcome indicator;

vii. Which performance indicators relate to which specific outcome indicators.

The finance director shall evaluate and review all proposed program and service measurement descriptions and work with each department to revise those submissions, both for content and to establish one or more uniform presentation formats. The mayor shall approve each department’s proposed program and service measurement descriptions by November 30, 2000.

All city departments shall begin preparing their respective data collection and information reporting systems based upon their approved program and service measurement descriptions commencing December 1, 2000, and are due by June 1, 2001.

2. Year 2001. The mayor shall by February 1, 2001, select two departments and/or parts thereof, to be pilot projects for the implementation of performance budgeting under this chapter. Both pilot projects will commence by March 1, 2001, and shall be completed by October 1, 2001.

The mayor shall evaluate, revise, and approve each department’s data collection and information reporting systems to be used to implement approved program an service measurement descriptions by October 31, 2001.

3. Year 2002. The city council and staff shall jointly engage in a training workshop on or before July 1, 2002, for the purposes of:

a. Understanding the use and limitation of the performance measurement system and performance budgeting developed pursuant to this chapter;

b. Ways in which the performance measurement system and performance budgeting can be used in policy and budget decision making commencing in 2002; and

c. Future revisions and improvements of the performance measurement system and performance budgeting will be identified and discussed. (Ord. 2299 § 4, 2000)

2.70.040 Definitions.

The following definitions shall apply:

A. Definitions of Terms.

1. “Activity” means reasonably similar or identical specific action(s), work, effort, function(s) or project(s), performed by a department.

2. “Benchmark” means a comparable level of service (LOS), preferably a best practice LOS, from another appropriately comparable public jurisdiction, private business, or charitable third sector entity.

3. “Goal” means a statement of direction, purpose or intent based upon the needs of the community, and, operationally, a “goal” is a broad statement of what a program expects to achieve sometime in the future.

4. “Input” means labor, equipment, supplies, materials, building space, utilities, and other overhead costs, used by an activity, program or service.

5. “Objective” means a defined method to accomplish an established goal, and, operationally, is something to be accomplished in specific, well-defined, and measurable terms and that is achievable within a specific timeframe.

6. “Outcome indicator” means an assessment of the results of a program or service compared to:

a. Its intended purpose; and

b. An adopted benchmark.

7. “Output measure” means the tabulation, calculation or recording of output from an activity and can be expressed in a quantitative or qualitative manner.

8. “Performance target” means a level of performance expressed as a tangible, measurable objective, against which actual achievement through performance indicators can be compared, including a target expressed as a quantitative or qualitative, standard, value or rate.

9. “Performance indicator” means one or more particular values or characteristics used to measure output(s).

10. “Program or service evaluation” means:

a. An assessment, through objective measurement and systematic analysis, of the manner and extent to which city programs and services achieve intended objectives; and

b. Recommendations for changes, improvements, termination, or a new or replacement program.

11. “Program and/or service” means an aggregate of activities of a similar, identical, or related nature, or which are performed for a common purpose.

12. “Outcome” means a descriptive statement of the resulting effect, condition or future state of the city, to be created by one or more city programs or services.

B. Definition of Plan Types.

1. “Performance plan” means an annual submission by a department to the finance director, which shall be consistent with the department’s multi-year strategic plan, and a performance plan shall not be submitted for a budget year not covered by the current strategic plan, and it shall:

a. Establish performance targets to define the level of performance to be achieved by each department program activity during the year;

b. Express performance targets in an objective, quantitative or qualitative, time-oriented, and measurable form;

c. Briefly describe the operational processes, skills, and technology, and the human, capital, information, or other resources required to meet performance targets;

d. Establish performance indicators to be used in measuring or assessing the relevant outputs, service levels and outcomes of each program or service activity;

e. Provide a basis for comparing actual program results with the established current year performance targets, and those established during the prior three years;

f. Describe the means to be used to verify and validate measured values; and

g. The drafting of performance plans shall be performed only by city employees.

2. “Strategic plan” means a departmental plan which covers a period of not less than five years, not including the year it is submitted, and shall be updated and revised every three years, arid which contains:

a. A comprehensive mission statement covering the major functions and operations of the department, and which is consistent with, and in alignment with, the city’s mission statement, city goals, objectives and outcomes;

b. Outcomes for the major functions and operations of the department as expressed in department goals and objectives;

c. A description of how the departmental goals, objectives, and outcomes are to be achieved, including a description of the operational processes, skills and technology, and the human, capital, information, and other resources estimated to meet those goals, objectives, and outcomes;

d. A description of how the performance targets, included in the plan, are related to achieving city and department goals, objectives, and outcomes;

e. A description of program or service valuations and how they will be used in establishing or revising department goals, objectives, and outcomes, with a stated period or schedule for future program or service evaluations, and for updating the strategic plan; and

f. The drafting of strategic plans shall be performed only by city employees. (Ord. 2333 § 1, 2000; Ord. 2299 § 5, 2000)