CC 03-18-2025 Item No. 8. City-Wide Policy Inventory_Staff PresentationMarch 18, 2025
City-Wide Policy Inventory and Gap
Analysis and City Council Policy
Inventory
Background
Internal Audit Report
City Council Policy Inventory
Recommendations
Agenda
•FY 2023-24 Council Work Program item:
Repeat the 2013 process of compiling and
reviewing all City Policies including 1)
Administrative and 2) Council policies and
provide recommendations/updates
•Engage City’s Internal Auditor
Background –Whole City Policy Review
City’s Administrative Policies
Internal Auditor Report
•Policies and procedures (P&Ps) available as of October 2023 through June 2024 from the following City departments:
•Administrative Services
•City Manager’s Office
•Community Development
•Innovation and Technology
•Law Enforcement
•Parks and Recreation
•Public Works
•Capital Improvement Program
•Finance and accounting functional areas not included
•These topics addressed in our report titled “Fiscal Policy Inventory and Gap Analysis” from May 2022
•City Council P&Ps and P&Ps adopted by Council Resolution were also not included
Project Scope
For each department listed on the Project Scope slide, we
performed the following:
P&P Inventory
•Obtained all available P&P documents.
•Documented a full inventory of existing P&Ps, including a
summary of the coverage areas and age of each P&P.
•Discussed the full inventory of results with the City to ensure
that all P&Ps were provided and included in the inventory
for each applicable department.
P&P Gap Analysis
•Identified potential gaps in coverage
•Assessed P&Ps for improvement opportunities.
•Summarized gaps identified.
•Categorized significance and extent of identified gaps as
follows: full gaps, major gaps, minor gaps, or update
needed.
•Categorized risks of gaps as high, medium, or low.
Project Methodology
Assessed
Risk Level Category Description
Recommended
Phase/Timing
High Risk
(1 P&P)
●Area is inherently high risk
●Gaps identified were either full gaps (i.e., no P&P
coverage) or major gaps
●Area is a high priority for the City’s operations and
structure
Phase One
(within 6 months
of fiscal year
end – June 2025)
Medium Risk
(15 P&Ps)
●Area is inherently high or medium risk; however, a lack
of documented P&Ps may only represent a medium risk
to the City
●Gaps identified were either full gaps or major gaps
●Area is a high priority for the City’s operations and
structure
Phase Two
(within 12
months of fiscal
year end –
December 2025)
Low Risk
(63 P&Ps)
●Area is inherently low risk
●Gaps identified were either minor in significance or
magnitude, or the area only needed review or updating
●Area is a low priority for the City’s operations and
structure
Phase Three
(within 18
months of fiscal
year end – June
2026)
Project Results Summary
The material appearing in this presentation is for informational purposes only and is not legal or accounting advice. Communication of this information is not intended to create, and receipt does not constitute, a legal relationship, including, but not limited to, an accountant-client relationship. Although these materials may have been prepared by professionals, they should not be used as a substitute for professional services. If legal, accounting, or other professional advice is required, the services of a professional should be sought.
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Inventory Process
City Council Adopted Policies
•Collaboration between Administrative
Services, City Manager’s Office, City Clerk,
City Attorney, and Innovation Technology
Departments
City Council Adopted Policy Inventory
•Methodology
•IT Staff developed a platform that
leveraged machine learning to
enable staff to search for policies
dating back to 1955
•194 Policies have been identified and
included in Attachment B
City Council Policy Inventory
1. Receive the Citywide Policy Inventory and Gap
Analysis Report
2. Review the City Council Policy Inventory and
authorize Moss Adams LLP (“Moss Adams”) to include
gap analysis as part of the FY 2025-26 Internal Audit
Work Plan
Recommendations
Questions?