HomeMy WebLinkAbout064 - Quarterly and Annual Reports Removed 19.0423 no update ADMINISTRATIVE ORDER NO . 64
TO : All Departments December 27 , 1989
FROM : Gary Crutchfiel Manager
SUBJECT : QUARTERLY AND iAL ACTIVITY REPORTS ,
I . PURPOSE : This Administrative Order is issued to establish the
requirement that each department prepare and submit to the
City Manager a quarterly report of the respective department's
activities during the preceding calendar quarter, as well as an
annual report which describes the accomplishments of the department
over the past calendar year .
II . CONTENT OF REPORT :
A . Quarterly Activity Reports : A quarterly activity report will
consist of the following three elements :
Basic Operations : Give a brief picture of the department' s
"day-to-day" operations over the past quarter, preferably
to include some use of statistical data ( i . e . , winter quarter
is slow for water - produced only 5 , 000 , 000 gallons ) . If
• you have developed an operations report ( standard and
statistical report ) feel free to attach it and merely
reference it ( perhaps highlighting any notable data ) .
Special Activities / Proiects : Briefly note any special
activities undertaken ( or progress made ) during the past
quarter ; this is of particular importance for activities
that the City Council probably is not aware of as yet
( hasn 't been specifically acted on by the Council ) .
Don 't feel confined here - include any actions you feel I
should be cognizant of and any that Council might be
interested in .
Annual Objectives : List your department' s objectives for
the year and give me a brief statement of the status ( or
progress ) on each during the past quarter .
B . Annual Reports : The annual report for each department must
include the objectives achieved the past year , as well as
other notable accomplishments during the preceding year .
( Some departments are more " project-oriented" - like Public
Works and Parks ; others will be more " program-oriented" -
like Police and Fire ; still others will rely more heavily on
operating statistics ) . Nevertheless , the annual report
should be an informative summary of the past year' s accomplishments .
III , DEADLINE :
A . Quarterly Activity Reports : Each department is expected
to file with the City Manager its quarterly activity report
by the 10th calendar day of the following months : April ;
July ; October ; January . The report shall cover the
preceding three calendar months .
B . Annual Reports : Each department is expected to file with
the City Manager its annual report by February 1 , covering
the preceding calendar year .
IV . EFFECTIVE DATE : This Administrative Order shall be effective
January 1 , 1990 . The first quarterly activity report is thus due
April 10 , 1990; the first annual report is thus due February 1 , 1991 .
GC : ps
•
•�j
- 2 -