Toolkit
The employee toolkit is a collection of the tools and services you may need for your daily work.
On this page:
- Budget
- City Hall
- Contracts & Purchasing
- Customer Service
- Employee Groups
- Marketing
- Neighborhood Resource Teams
- Racial Equity & Social Justice Initiative
- Room Reservations
- Technology
- Travel & Cars
Budget
City Budget Instructions: Capital & Operating
Contact: Christine Koh, Budget & Program Evaluation Manager, 608-266-4671
Finance Committee
Previously Board of Estimates
City Hall
Government Tools
- City Internal Committee Lookup
Find out who staffs City Committees. Get home addresses and contact numbers for Committee members.
Contact: Laila D'Costa, Mayor's Office, 608-266-4611 - Government Resource Guide
Resources and information on the Common Council, City departments, and City boards, commissions, and committees.
Contact: council@cityofmadison.com - Internal Legislative Resource Center
Legistar tip sheets and legislative process work flows.
Contact: legistarsupport@cityofmadison.com - Legislative Information Center
Detailed information about legislation, agendas & minutes, the Common Council, and City boards, commissions and committees.
Contact: legistarsupport@cityofmadison.com - Madison General Ordinances (MGOs)
The ordinances which guide City business.
Contact: City Attorney, 608-266-4511, attorney@cityofmadison.com
Boards, Commissions, and Committees
- The Internal Legislative Resource Center provides Legistar tip sheets and legislative process workflows.
- Madison Legislative Process Definitions
- APM 3-1 Common Council, Boards, Commissions and Offices Meeting Dates
- Committee Meeting Guides - IT Service Center
- Watch Committee Meetings Online
Forms
- Common Council Items Submittal Form
Enter your legislative file ID numbers if you have items to be included on the next Council agenda. The Clerk's Office uses this list to double-check that your items are on the agenda. - Creation of a City Committee Template
- Notice of Additional Public Meetings – Template
Email the agenda to clmeetings@cityofmadison.com for official notification of the meeting at least 24 hours in advance for posting to the City Meeting Schedule. - Oath of Office
- Statement of Interests Form
Statements of Interest provide information identifying potential conflicts of interest with employee duties. Employees will be contacted if required to fill out this form. - Registration Statement: English / English / Spanish / Spanish
The official form approved by the City Attorney’s Office to be used by citizens wishing to speak at boards, commissions and committees meetings. In order to register in support or opposition to legislation, this form must be completed prior to the discussion of the agenda item.
Facility Maintenance
- City Hall Office Locations
- Emergency Procedures, Rules & Policies
- Mandatory Postings for Workplace
- Parks Division: Facility Maintenance Work Order
- City-County Building Directory
- Facility Maintenance Requests, Engineering Building Work Orders System
- Contact: Dane County Facility Management for CCB, 608-266-4350
Records Management
Records Management
Leslie Starczewski, Records Manager, lstarczewski@cityofmadison.com, 608-266-4454
- Custodians & Coordinators
- Public Records Notices & Fees
- Records Retention & Disposition
- State Records Center - Forms
Policies
APM 3-6 Records Management Program
- Appendix A: City of Madison Records Retention & Disposition Schedule
- Appendix B: Madison Police Department Records Retention Schedule
Contracts & Purchasing
Contracts
- Contracts Quick Chart
- Contract Forms
- Public Works Contracts Process & Forms
- SharePoint Contracts Repository
Provides a place to store an electronic version of FINAL SIGNED copies of City contracts for internal use only. In addition, this repository is used to provide links to other contract information like Certificates of Insurance, Legistar information and BID information. - Contract Liaisons in Each City Department
Purchasing
Purchasing issues bids and requests for proposals and maintains a list of vendors interested in doing business with the City.
Contact: Purchasing, 608-266-4521, purchasing@cityofmadison.com
- Purchasing Guidelines
- Purchasing Forms
- Purchasing Card (P-Card)
Use P-Cards to make low-dollar purchases ($5,000 and under) for official agency business needs, without having to create a purchase requisition prior to buying qualifying items. View P-Card Manual. - APM 3-20 Software Acquisition Policy: Under this APM, all departments – including those with internal IT staff - must consult with City IT before budgeting for, procuring, or acquiring any new software. This includes software that is hosted / installed on City servers, vendor-hosted or provided as “software as a service.” This also applies to “Free” software, trial periods or demonstrations. Purchasing and Office of the City Attorney will expect compliance with APM 3-20 prior to doing work on a software procurement or contract.
Policies
- APM 1-1 Completion and Execution of City Contracts
- APM 1-4 Purchasing Policies and Procedures
- APM 3-20 Software Acquisition Policy
Customer Service
- Cash Handling Manual
It is the responsibility of each department and division head to provide for the proper control of cash.
Contact: City Treasury, treasurer@cityofmadison.com, 608-266-4771 - Language Access Program
Provides accommodation, interpretation, and translation services.
Contact: Civil Rights, lap@cityofmadison.com, 608-266-4910 - Phone Support
City Contacts & Locations
Employee Groups
Affinity Groups
Affinity Groups are groups of City employees linked by a common purpose, ideology, or interest. Affinity Groups play a vital role in ensuring an inclusive environment where all are valued, included, and empowered to succeed.
Disability Resource Group
The Disability Resource Group is an inclusive space that celebrates diversity and creates an opportunity to discuss issues and challenges facing Disabled staff/staff with disabilities.
Contact: RHoyt@cityofmadisoon.com and VLarson@cityofmadison.com
Gender Equity Team (GET)
(Formerly known as Women's Initiatives Committee)
GET works to foster a more equitable workplace for employees of the City of Madison, regardless of gender and identity.
Contact: GenderEquityTeam@cityofmadison.com
LGBTQIA+ Social
The LGBTQIA+ Social exists to connect, support, and celebrate LGBTQIA+ staff. Membership is open to anyone who identifies under the queer and LGBTQIA+ umbrellas (including questioning).
Contact: lgbtqsocial@cityofmadison.com
Multicultural Affairs Committee (MAC)
MAC seeks to foster a diverse and culturally inclusive workplace aligned with the City’s mission and values.
Contact: MulticulturalAffairsCommittee@cityofmadison.com
User Groups
Employee User Groups are open only to current City employees.
Contract Group
The Contract Group meets quarterly to discuss contracting policies, templates and issues. Any staff who produce contracts as part of their job duties or want to learn about contracting procedures are welcome to attend.
Contact: Lara Mainella, lmainella@cityofmadison.com
Data Team
The Data team helps citywide efforts to develop a data management strategy, work on opening government data, and create a performance management system. City Employees interested in manipulating and/or visualizing data are encouraged to attend.
Contact: Kara Kratowicz, kkratowicz@cityofmadison.com, 608-266-4030
Latinx Community Engagement Team
All team members are City staff, bilingual in Spanish. Our goal is to support the City in building trust and strong relationships with Spanish-speakers and members of the Latinx community. Our ongoing collaboration will give City agencies the support they need when providing services, opportunities, and advocacy to Latinos.
Contact: JoseMaria Donoso, 608-266-4216
Public Information Officers
Public Information Officers and others involved in public communications meet to discuss issues pertaining to enterprise-wide communications.
Contact: Dylan Brogan, dbrogan@cityofmadison.com, 608-267-1998
Marketing
- Document Services
Document Services produces documents, spreadsheets, presentations, advertising materials, website maintenance, software, and support. Their services are available to all departments free of charge. - Media Team
The Media Team provides creative and technical services in video production, streaming media, still photography, audiovisual services, sound reinforcement, security camera placement, and digital signage. - Printing Services
Dane County Printing & Services handles printing and copying of business cards, letterheads, envelopes, legal documents, forms, reports and newsletters. They also manage inter-department mail for the City and County. - Public Information Officers (PIOs)
The City's PIOs have extensive knowledge of the issues, goals, policies and programs of their departments. They respond to media inquiries and deliver information to residents, businesses, committees, the Common Council, and the Mayor. - Web Team
The Web Team works to make City services more accessible to City staff and Madison residents. The Web Team offers a range of web design and application development services focusing on user interface, user experience, and digital storytelling.
Style Guide
- City of Madison Brand Guide
Contains brand colors, typography, and logo style guide. - PowerPoint Presentations, Business Cards & Letterhead
- Logo Files & Style Guide
- Text Format Guide
- Gender-Inclusive Language
- Map Standards
Plain Language
Photography
- City of Madison Photo Library (Only available on City network)
Collection of City-owned photos.- The Photo Library Guide contains information about appropriate use and how to search for images.
- Photo Policy
Learn about the City's policies regarding copyright, appropriate use, commercial vs. non-commercial photography, and when photo releases are needed. - Flickr
Resources
- Web & Marketing Tools: Tools available to content managers including blogs, news releases and social media outlets.
- Web Tip Sheets for content editors.
- QR Codes: Appropriate use, and approved QR code generators.
Marketing Policies
- APM 3-13 Web Linking Policy
- APM 3-16 Social Media Policy
- APM 3-18 Use of City of Madison Logo
- Photo Policy
- Social Media Content Policy
Neighborhood Resource Teams
Neighborhood Resource Teams play a vital role in the City's efforts to improve and coordinate local government services, promote equity, and improve the quality of life. NRTs are comprised of City staff, who in addition to their respective departmental assignments is a member of these teams serving specified neighborhoods with a population range of 500-2,000.
Contact: Tariq Saqqaf, tsaqqaf@cityofmadison.com, 608-266-4611
Racial Equity & Social Justice Initiative
The Racial Equity and Social Justice Initiative works to establish racial equity and social justice as a core principle in all decisions, policies, and functions of the City of Madison.
RESJI Tools
- RESJI Process Guide
- Fast-Track Racial Equity Analysis
- Comprehensive Racial Equity Analysis
- Equitable Hiring Tool
- Equitable Workforce Plan
- Upcoming racial equity courses
Contacts
- Tariq Saqqaf, Equity Coordinator, tsaqqaf@cityofmadison.com, 608-266-6352
- Donna Collingwood, Assistant Equity Coordinator, dcollingwood@cityofmadison.com
Room Reservations
- Reserving a Conference Room in Outlook
- Hybrid Conference Room Instructions
- Library Conference Rooms
Contact: Administration Office, 608-266-6363 - Monona Terrace
Contact: Monona Terrace, 608-261-4000 - Olbrich Room Rentals
Contact: Patti Jorenby, Rental Coordinator, pjorenby@cityofmadison.com, 608-246-4733 - Warner Park Community Center
Contact: Jamie Pratt, Rental Coordinator, jpratt@cityofmadison.com
Technology
- IT Service Center
Request technology services, report issues, and search the Knowledge Base for support articles. - Equipment Reservations
Reserve laptops, cameras, tablets and more for temporary agency needs.
Travel & Cars
Travel
- APM 1-5 Policy Regarding Travel at City Expense
- Employee Self Services (ESS)
- Personal Auto Use
- Pocket Travel Guide
Fleet
Fleet manages and administers City cars, including maintenance, vehicle inspection, repair and replacement of vehicles for all City agencies except Water Utility and Metro Transit.
Contact: 608-246-4540
Hours: Monday – Friday, 7:30am – 3:30pm
Cars
City Cars can be used for City business related transportation during normal work hours. Employees who may be required to travel during the course of the day may check out any available City vehicle for this travel, eliminating the need to use a personal vehicle to commute to work.
City Cars should be refueled at one of the City’s fueling sites when less than one quarter tank of fuel remains. Wiper fluid is self-serve at the gas shacks adjacent to the fuel pumps.
Need new wipers or ice scraper? Stop by. Our technicians will be able to assist with wiper replacement at the First Street garage.
APM 2-13 – City Vehicle Driver Policy
Defines policies and procedures relating to the use of City-owned vehicles and privately owned vehicles used for City business.
Reserve an Out-of-Town Car
Contact Fleet to reserve an out-of-town car for City business related transportation outside of Dane County. Mid-size sedans and minivans are available.
Email requestcar@cityofmadison.com or call 608-246-4540.
Once you have made a reservation, pick up your out-of-town car at 4151 Nakoosa Trail. Report to the Visitor Entrance to pick up keys. City employees may choose to leave a personal vehicle in the secure lot. I-Passes are available upon request.
If you need to purchase fuel out of town, keep your receipt and submit it for reimbursement following your department’s procedures. If you encounter any problems on the road, contact Fleet for assistance.
Shop Office: 608-246-4541
Supervisor On Call (Saturday, Sunday, and After-hours): 608-444-5785