1. STAFF SUPPORT OF CITY COUNCIL MEETINGS Presented to the City Council By Charles Daniels, Assistant City Manager Marty Hendrix, City Secretary Jack Dale, Purchasing Manager November 3, 2009

2. 2 Overview Decision-making process re: Council Requests for Information Discussion of Staff Action Tracking (SAT) System Number of Council Meetings per Year Streamlining the Purchasing Threshold Council Feedback/Discussion

3. 3 Council Requests for Information Requests are discussed on Wednesdays following the Council meeting on Tuesday Designated to 1 of 5 actions: - Staff Action Tracking (SAT) -Informal Report -Memorandum -Individual Meeting with Councilmember(s) -Item may be referred to Law Department for possible Executive Session

4. 4 Staff Action Tracking Staff Actions are requests made by Mayor, Council members or the City Manager during Council meetings Several actions can be grouped as a task SAT tracks: -employees assigned to work on an action -Action status in progress, due today, overdue, completed by department, closed -Progress – attachments, notes, due date extensions

5. 5 Staff Action Tracking Access View access available to any council member, staffer, or employee Update access available -must log in -can only update the staff actions to which they are assigned Designated CMO staff have complete access to: -enter new staff actions -update the status of any action -extend or deny a due date -close a staff action after the lead person reports it is complete

6. 6 Automated Notification Six email events to notify staff of actions to stay on track until completion: 1. Initial assignment emails 2. Weekly requests for status update 3. Due date extension request and approval emails 4. Overdue weekly email reminders 5. Action completed notification emails to CMO staff 6. When action closed by CMO staff, all staff assigned to task are notified

7. 7 Staff Action Tracking Access 273 Formal Staff Action Processes between October 1, 2008 and September 30, 2009 255 (93%) have been closed or cancelled Average number of days to close a file is 63 days

8. 8 Questions?

9. 9 Purpose of the City Council Briefing Responding to questions regarding the number of City Council meetings to be held.

10. 10 Charter Provisions Chapter III, Section 5 of the Fort Worth City Charter states: “……The City Council shall meet at such times and places as may be prescribed by ordinance or resolution but not less than forty-four (44) regular and special meetings shall be held each calendar year.”

11. 11 2009 Calendar of Meetings  To date: there have been –38 regular meetings held (5 regular meetings cancelled) –10 called - special sessions held: 1 - Southwest Parkway Special Meeting (March) 2 - Joint Council/Retirement Board (June/November) 1 - Joint Council/Plan Commission/Zoning Commission (July) 2 - days of Budget Retreat (August) 4 - Budget Workshops (August/September) Total to date: 48 meetings held (44 required)  Thru end of December anticipated: –43 regular meetings held (9 regular meetings cancelled) –10 called – special sessions held Total for Year End 2009: 53 (44 required)

12. 12 2010 Dates for Consideration of Cancelling Cancel January 19 th (Tuesday after Martin Luther King Day) Cancel February 16 due to furlough day on February 15 (Presidents’ Day) Cancel March 16 due to NLC and Spring Break Cancel March 30 (5 th Tuesday) due to furlough day on April 2 Cancel May 25 and/or June 1 due to furlough day on May 28 and Memorial Holiday on May 31 Cancel June 29 (5 th Tuesday) and July 6 due to furlough day on July 2 and July 4 th Holiday Cancel August 31 (5 th Tuesday) due to furlough day on September 3 and Labor Day Holiday on September 6 Cancel November 2 due to Election Day (Governor/State Reps Election) Cancel November 23 and 30 (5 th Tuesday) Thanksgiving Holiday Cancel December 21 and 28 due to Christmas Holiday and New Year’s Day Change October 5 to morning meeting for Texas National Night Out Event TOTAL OF 14 MEETINGS PROPOSED TO BE CANCELLED

13. 13

14. 14 2010 Regular Meetings Per Month 3 meetings in January 3 meetings in February 3 meetings in March 4 meetings in April 3 meetings in May 3 meetings in June 3 meetings in July 4 meetings in August 4 meetings in September 4 meetings in October 2 meetings in November 2 meetings in December Total of 38 Regular meetings

15. 15 2010 SPECIAL MEETINGS REQUIRED 1 - Budget Workshop Meeting in January 2 - Joint Meetings with Retirement Board (June/November) 2 - day Budget Retreat (August) 4 - Budget Workshops (August/September) Total of 9 special meetings required

16. 16 Next Steps 2010 Calendar will be presented for consideration at the December 8, 2009 Pre-Council meeting.

17. 17 Questions?

18. 18 Legislative Change 2007 - SB 1765 - Formal bid limit to $50,000 and exempts advertising, except legal notices, from bidding

19. 19 Survey MUNICIPALITY APPROVAL THRESHOLDYEAR IMPLEMENTED Denton$100,0002006 Garland$100,0001994 Austin$52,0002009 Arlington$50,0002008 College Station$50,0002001 Dallas$50,0001999 El Paso$50,0002008 Irving$50,0002009 Midland$50,000 2005 Plano$50,0002008 Round Rock$50,0002006 San Antonio$50,0002008 Fort Worth$25,0002001 Houston$25,0002001

20. 20 M&C Statistics Contract and Purchasing M&Cs 870 “C” and “P” category on agendas annually Approximately 1500 total M&Cs annually 214 under $100,000 24 days average for all approvals, on agenda two weeks later – 7 weeks total in addition to initiation and formation activities (bids or negotiations) At least 7 Senior Staff review/approve including Directors, Assistant Directors and Managers, plus author, M&C Center staff and one ACM, 11 total About $400/M&C

21. 21 Increase Approval Threshold to $100,000 Reduces City Council agenda – 14% Speeds up acquisition process for goods and services needed to provide City services by at least a month for contracts and purchases between $25,000 and $100,000 – over 200 times per year Avoids $85,600 spent per year creating, reviewing and approving M&Cs prior to presentation to City Council Saves at least $1,800 in photocopy and paper costs Increase threshold to $50,000 = ½ the benefits

22. 22 Business Process Options ValueCurrent –Option 1 $50K Formal Bid $25K Approval Option 2 $50K Formal Bid $50K Approval Option 3 $50K Formal Bid $100K Approval </=$3,000No Bids Required MWBE Use Encouraged No City Council Approval No Bids Required MWBE Use Encouraged No City Council Approval No Bids Required MWBE Use Encouraged No City Council Approval >$3,000 </=$25,000 Informal Bids – 2-4 Weeks MWBEs Invited No City Council Approval Informal Bids – 2-4 Weeks MWBEs Invited No City Council Approval Informal Bids – 2-4 Weeks MWBEs Invited No City Council Approval >25,000 </=$50,000 (100+ per year) Formal Bids – 3-4 Months MWBE Goal or Waiver City Council Approval Informal Bids – 2-4 Weeks MWBE Goal or Waiver No City Council Approval Informal Bids – 2-4 Weeks MWBE Goal or Waiver No City Council Approval >$50,000 </=$100,000 (100+ per year) Formal Bids – 3-4 Months MWBE Goal or Waiver City Council Approval Formal Bids – 3-4 Months MWBE Goal or Waiver City Council Approval Formal Bids – 1-2 Months MWBE Goal or Waiver No City Council Approval >$100,000 (600+ per year) Formal Bids – 3-4 Months MWBE Goal or Waiver City Council Approval Formal Bids – 3-4 Months MWBE Goal or Waiver City Council Approval Formal Bids – 3-4 Months MWBE Goal or Waiver City Council Approval

23. 23 Minority/Women-owned Business Enterprises No Effect on M/WBEs Will continue to include in all bids and requests At least two invited on all informal requests between $3,000 and $50,000 All bidders on City list for the item or service including M/WBEs invited on all bids and requests over $50,000 Formal bid process M/WBE participation goal or waiver provided by M/WBE Office over $25,000

24. 24 Accountability Measures State Law forbids Split Purchases Internal Audit continuously monitors Purchasing for separate/sequential purchases External Audit each year part of CAFR production Quarterly renewal reports are reviewed and approved by Purchasing Manager, Asst. Financial Management Services Director, Financial Management Services Director/CFO and Asst. City Manager Purchasing Manager & Purchasing Supervisor monitor buyer orders Buying staff in Purchasing monitor/review requisitions for separate/sequential purchases or requests Only ACMs and City Manager sign contracts

25. 25 Requests Summary Options –Formal bid threshold $50,000, City Council approval threshold remains $25,000 –Formal bid threshold to $50,000, City Council approval threshold to $50,000 – ½ benefits –Formal bid threshold to $50,000, City Council approval threshold to $100,000 Consider increasing MWBE Ordinance threshold to $50,000 Amend Contracts and Change Orders, Sec. 2-9 of City Code, to Option Selected

26. 26 Questions?