Sunnyvale

POLICY A.1 Utilize the General Plan as the City's principal long-range planning tool; utilize the Resource Allocation Plan and Program Outcome Statements as the City's principal mid-range planning tool; and utilize the Council Study Calendar as the City's principal short-range planning tool.

Action Statements

A.1a Link the Resource Allocation Plan, program outcome statements and the Council Study Calendar with the Goals, Policies and Action Statements of the General Plan.

A.1b Monitor and assess community conditions on an ongoing basis, and adjust long-range, mid-range and short-range plans to reflect the changing conditions.

A.1c Review and update each General Plan subelement every 5-10 years.

A.1d Maintain the Resource Allocation Plan as a 10-year planning budget, 2-year budget plan, and 1-year operating budget.

A.1e Annually evaluate and report City performance.

POLICY A.2 Establish advisory committees and boards and commissions as necessary to assist Council in planning and policy development.

Action Statements

A.2a As community conditions change, add, delete or change non-charter boards and commissions as necessary.

A.2b Provide appropriate orientation and training to board and commission members.

A.2c Have boards and commissions participate in the Planning and Management System, including budget issues, legislative issues and other related matters.

A.2d Adopt an annual work plan for boards and commissions consistent with Council priorities.

GOAL B : ASSURE THAT CITY POLICY IS ESTABLISHED, DOCUMENTED AND ENACTED ACCORDING TO ESTABLISHED PROCEDURES AND LEGAL PRINCIPLES.

POLICY B.1 Periodically conduct Charter reviews to recommend appropriate changes to the Charter.

POLICY B.2 Maintain official records of City action and policy in a retrievable manner, according to legal convention.

POLICY B.3 Prepare and update ordinances to reflect current community issues and concerns in compliance with state and federal laws.

Action Statements

B.3a Update the Municipal Code at least annually to reflect new and changed ordinances.

B.3b Consider changes to ordinances to reflect changes in community standards and state and federal laws.

POLICY B.4 Prepare and update the Legislative Action Policies as the shorter-term policies that support the General Plan and guide Council and staff on intergovernmental matters.

POLICY B.5 Conduct elections in accordance with the Charter and state laws.

Action Statements

B.5a Consolidate elections whenever possible.

B.5b Provide voters with information about election procedures and candidates.

B.5c Provide Council candidates with information to inform them of current City issues.

B.5d Explore ways to increase voter turnout in local elections, such as mail ballots.

GOAL C : PARTICIPATE IN INTERGOVERNMENTAL ACTIVITIES, INCLUDING NATIONAL, STATE AND REGIONAL GROUPS, AS A MEANS TO REPRESENT THE CITY’S INTERESTS, INFLUENCE POLICY AND LEGISLATION, AND ENHANCE AWARENESS.

POLICY C.1 Represent City policy in intergovernmental activities in accordance with adopted policy guidelines.

Action Statements

C.1a Monitor regional, state and federal issues affecting the City and provide current information to Council.

C.1b Provide appropriate staff support to Councilmembers designated as Council lead on intergovernmental issues and to Councilmembers serving on intergovernmental assignments.

GOAL D : MAINTAIN A QULAITY WORK FORCE, CONSISTENT WITH STATE AND FEDERAL LAWS, CITY CHARTER, AND ADOPTED POLICIES IN ORDER TO ASSURE THAT CITY SERVICES ARE PROVIDED IN AN EFFECTIVE, EFFICIENT, AND HIGH QUALITY MANNER.

POLICY D.1 Maintain a recruitment and selection process that ensures a highly competent workforce.

Action Statements

D.1a Maintain a competitive pay and benefit package for employees.

D.1b Fill vacant positions in a timely manner.

D.1c Assure that selection process complies with legal requirements.

D.1d Select candidates based on merit and fitness.

POLICY D.2 Strive to develop a workforce that reflects the composition of the community labor force.

Action Statements

D.2a Monitor and maintain workforce composition data.

D.2b Actively implement the City’s equal employment opportunity policies in recruiting for City vacancies.

D.2c Maintain non-discrimination standards.

POLICY D.3 Train and develop employees to enhance job performance.

Action Statements

D.3a Provide skills training to enhance job performance.

D.3b Provide opportunities for professional development of employees.

D.3c Encourage promotability within the organization.

D.3d Maintain a system of planning and documenting work expectations and evaluating employee performance against expectations.

D.3e Maintain the management Pay-for-Performance system.

POLICY D.4 Assure that employees are provided timely and adequate information so that they can carry out their responsibilities and effectively communicate their concerns and ideas for improving services and conditions.

Action Statements

D.4a Communicate City policies, work standards and other regulations to all employees.

D.4b Develop communications methods that improve employees’ knowledge of City operations and community conditions.

D.4c Develop communications methods that enhance the ability of employees to share information, concerns, and solutions to improve the work environment and municipal services.

D.4d Periodically evaluate employee communications methods and systems to assess their effectiveness and to make improvements.

GOAL E : PROVIDE APPROPIRATE FACILITIES AND EQUIPMENT IN ORDER TO ENSURE THAT CITY EMPLOYEES FUNCTION IN A SAFE, EFFECTIVE MANNER.

POLICY E.1 Maintain facilities and equipment in a clean, safe, cost-effective manner.

Action Statements

E.1a Budget for new equipment and replacement in the 20-year plan.

E.1b Repair and restore equipment and facilities in a timely manner.

E.1c Utilize equipment that will enhance the productivity of employees.

GOAL F : CONTINUALLY STRIVE TO ENHANCE THE QUALITY, COST AND CUSTOMER SATISFACTION OF SERVICE DELIVERY.

POLICY F.1 Provide a work environment that supports all staff in continually seeking ways to enhance the efficiency, effectiveness and quality of City services.

Action Statements

F.1a Actively pursue continuous improvement by finding ways to removing barriers to the provision of high quality, cost-effective services.

F.1b Provide consulting, facilitation and training support to ensure the effective staff use of continuous improvement tools and methodologies.

GOAL G : PROVIDE LEGAL SERVICES TO COUNCIL, STAFF AND BOARDS AND COMMISSIONS IN ORDER TO ASSURE COMPLIANCE WITH STATE AND FEDERAL LAWS, CITY CHARTER, AND MUNICIPAL CODE AND ENSURE THAT CITY PROGRAMS AND POLICIES ARE EFFECTIVELY IMPLEMENTED.

POLICY G.1 Provide adequate legal counsel to support City activities.

Action Statements

G.1a Provide legal counsel at all City Council meetings and Planning Commission meetings as well as at other Board and Commission meetings as warranted.

G.1b Provide legal advice when requested by Council, Boards, Commissions and staff or where otherwise appropriate.

G.1c Assist the staff in preparation of analysis, recommendations and advocacy to State and Federal legislative bodies pertaining to proposed legislation.

G.1d Provide legal representation in administrative and court proceedings.

G.1e Consider methods of increasing efficiency and effectiveness in providing legal services.

GOAL H : PROVIDE RISK MANAGEMENT PROGRAMS, EXPOSURE REDUTION PROGRAMS AND APPROPRIATE POLICIES IN ORDER TO MINIMIZE DAMAGE AND LIABILITY EXPOSURE.

POLICY H.1 Minimize liabilities, risks and damages to the extent possible, pursuant to adopted policies.

Action Statements

H.1a Maintain an active risk and exposure reduction program.

H.1b Ensure that City assets are maintained in good condition.

H.1c Defend tort claims against the City, where appropriate.

H.1d Ensure the mitigation of safety hazards in a timely manner.

H.1e Train and educate staff in liability and safety awareness.

POLICY H.2 Provide adequate loss protection in a cost-effective way.

Action Statements

H.2a Maintain liability and property coverage.

H.2b Establish adequate reserves to protect against reasonable losses if insurance coverage is inadequate.

H.2c Lobby for tort reform.

GOAL I : PROVIDE, MANAGE, AND SUPPORT INFORMATION TECHNOLOGY EQUIPMENT AND SERVICES FOR ALL CITY DEPARTMENTS IN THE AREAS OF COMMUNICATIONS, COMPUTING, ELECTRONIC OFFICE EQUIPMENT, RECORDS MANAGEMENT, PRINT AND COPY SERVICES, AND MAIL SERVICES IN RESPONSE TO CHANGING GOVERNMENTAL AND TECHNOLOGY TRENDS IN ORDER TO FACILITATE AND ENHANCE CITY OPERATIONS.

POLICY I.1 Provide and maintain cost-effective and efficient communications systems to assist City departments in providing valuable services to the City and its citizens and businesses.

Action Statements

I.1a Serve as regulator, service provider and facilitator of communications systems to ensure the availability of high quality services that are compliant with established standards.

I.1b Enhance City staff and citizen self-directed access to information by providing and maintaining a variety of communications resources.

I.1c Apply and utilize appropriate and cost-effective communications resources to support government operations and enhance the economic vitality of Sunnyvale.

POLICY I.2 Provide, manage and maintain the City’s computing resources to facilitate sharing of information.

Action Statements

I.2a Provide, manage and maintain the City’s internal computing infrastructure and associated hardware and software to promote consolidation, sharing and accessibility of relevant information.

I.2b Provide, manage and maintain the City’s computing resources to provide citizens with access to timely and relevant information.

I.2c Participate in community partnerships that extend the City’s resources and promote economic vitality in the community.

POLICY I.3 Provide and maintain appropriate electronic office equipment and services to maximize productivity of staff.

POLICY I.4 Maintain a cost-effective and efficient records management system that meets legal requirements, assures adequate retrieval capabilities, and provides for appropriate security.

Action Statements

I.4a Establish and promote compliance with records retention guidelines to ensure that records management resources are utilized efficiently.

I.4b Provide for the secure and confidential destruction of records.

I.4c Develop, provide, manage and maintain records management systems consistent with changing technology, such that technology can be leveraged to enhance the accessibility, cost-effectiveness, and efficiency of records management services.

POLICY I.5 Assure that information resources, databases, and public records developed or maintained by the City are recognized as valuable and sensitive public assets, and are managed appropriately and affirmatively for the benefit of the organization and the community.

Action Statements

I.5a Explore opportunities and collaborations with other organizations to use City information resources to improve public services or return revenue to the City, while protecting the privacy of citizens.

POLICY I.6 Provide cost-effective and efficient duplication services to enhance the development and production of printed information.

Action Statements

I.6a Provide cost-effective duplication of information through in-house or vended printing, copying and related services.

I.6b Leverage technology to increase the efficiency of City staff by enhancing duplication and document design consulting services.

I.6c Explore and pursue partnerships for document preparation and duplication services that result in cost savings or cost recovery.

POLICY I.7 Provide mail services to City departments to facilitate communication and distribution of materials among departments, City facilities and the public.

Action Statements

I.7a Pick up, deliver and sort internal City mail to facilitate the timely distribution of information and materials.

I.7b Pick up, deliver and sort the City’s U.S. Postal Service mail to facilitate City business.

I.7c Provide a distribution point for package pick-up and delivery by third party couriers to facilitate City business.

POLICY I.8 Provide training for information technology equipment and services to ensure that City staff can effectively utilize the technologies available.

Action Statements

I.8a Provide a variety of training methods, environments and tools to empower City employees to perform their jobs more efficiently through the application of technology.

I.8b Support the development of a Citywide competency skill level for all employees.

POLICY I.9 Provide consulting services to leverage technology in the reengineering of City business processes to realize benefits in cost-effectiveness, efficiency and improved citizen access.

GOAL J: ADDURE THAT FRANCHISES THAT MAKE USE OF PUBLIC ASSETS FOR COMMERCIAL OR PRIVATE PURPOSES ARE ADMINISTERED TO PROVIDE PUBLIC BENEFIT, PROTECT PUBLIC INVESTMENT, AND PROVIDE REVENUE TO THE CITY WHEN POSSIBLE.

POLICY J.1 Seek opportunities in partnership with utilities, other local governments, and the Legislature to improve benefits to the community as a result of franchise agreements that allow use of local public rights-of-way.

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