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Council members press for better tracking of action forms; software discussed
Summary
Committee members raised ongoing failures in the current fillable-PDF action form process, discussed personal follow-up vs. automated tracking, and reviewed prior vendor estimates and enterprise options; no procurement decision was made.
Committee members reported continuing problems with the city's fillable-PDF action form process and a lack of timely responses from department heads.
"When the standard is to fill out a form, send it to the mayor and then receive no response as a new person to council would have anticipated some response," Vice Chair Kaylee Green said, summarizing frustrations from newer members. Councilmember Gary Petrusky said he routinely follows up in person: "If I submitted an action form, I would go and look at the work that needed to be done...I followed up on something myself." Michael Wos suggested there are software solutions, saying ServiceNow is a "great product," but added licenses can be expensive. Clerk Dunlap recalled speaking with three companies last year; one vendor, GoGov, provided an estimate of about $10,000–$14,000 but the cost exceeded council's comfort level.
Members emphasized that software will not solve the core problem if department staff do not use the system. Several suggested requiring department responses or instituting regular reports; one councilmember suggested monthly or quarterly reporting from department heads to council. The committee did not adopt any software at the Feb. 3 meeting and did not direct staff to a single vendor; staff conversation and follow-up were recommended.
