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Toolkit
The Toolkit is a collection of the tools and services you may need for your daily work.
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: Common Council Office - Internal Legislative Resource Center
Legistar tip sheets and legislative process work flows.
Contact: Legistar Team - Legislative Information Center
Detailed information about legislation, agendas & minutes, the Common Council, and City boards, commissions and committees.
Contact: Legistar Team - Madison General Ordinances (MGOs)
The ordinances which guide City business.
Contact: Diane Althaus, City Attorney, (608) 266-4511 - Neighborhood Resource Teams (NRTs)
NRTs work to improve and coordinate local government services, promote equity, and improve the quality of life, serving specified neighborhoods with a population range of 500-2,000.
Contact: Tariq Saqqaf, tsaqqaf@cityofmadison.com, (608) 266-4611
Attorney Requests
Submit to the City Attorney, attorney@cityofmadison.com.
Boards, Commissions & Committees
- The Internal Legislative Resource Center provides Legistar tip sheets and legislative process work flows.
- Madison Legislative Process Definitions
- APM 3-1 Common Council, Boards, Commissions and Offices Meeting Dates
- Virtual Committee Meetings
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. - Committee Attendance Record
- 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 an SOI 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 Worker Order
- City-County Building Directory
- FAMIS, Engineering Building Work Orders System
- Contact: Dane County Facility Management for CCB, (608) 266-4350
Meeting Coverage
Stream video of committees and meetings.
- Alcohol License Review Committee
- Common Council
- Dane County Board of Supervisors
- Department Division Head Meetings
- Finance Committee
- Plan Commission
- Transportation Commission
- Transportation Policy & Planning Board
Contact: Media Team, Information Technology, mediateam@cityofmadison.com, (608) 266-6501
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
Committees & User Groups
City Staff Committees
See MGO 33.27 for more information about City Staff Committees
Board of Assessors
The Board of Assessors consists of the City Assessor and six deputies appointed by the Mayor and confirmed by Common Council. This Board has the responsibility of reviewing all objections to assessments and for making necessary corrections and changes to arrive at the true value of property within the City.
Deferred Compensation Group
Olin Terrace Use Commission
Multicultural Affairs Committee (MAC)
MAC is charged with addressing issues of concern to City of Madison employees from historically underrepresented racial and ethnic groups. Any City employee may seek membership after attending two meetings.
Contact: Amy Deming, MAC Chair, ademing@madisonwater.org
Street Use Staff Commission
Staff from the following agencies and departments will be present at the Street Use Meeting to review the application, verify information, answer event organizer questions, determine appropriate conditions for the event and provide necessary assistance to facilitate the operation of the event should the application be approved.
Women's Initiatives Committee (WIC)
WIC addresses gender based inequities in employment with the City of Madison. All permanent employees who have passed their probationary period can join. Any City employee may seek membership after attending two consecutive meetings.
Contact: Womensinitiativescommittee@cityofmadison.com
City Employee 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, Office of the City Attorney, lmainella@cityofmadison.com, to join the group or its email list.
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, Data Projects Coordinator, kkratowicz@cityofmadison.com, (608) 266-4030
GIS Technical Team
The GIS Technical Team is made up of lead GIS technical staff from departments using GIS. Members of the team have significant experience in GIS and provide feedback to IT on system upgrades and enhancements. The team is also used as a mechanism to perform detailed outreach to staff using GIS within departments. The team meets periodically.
Contact: Aaron Cohen, Information Technology, acohen@cityofmadison.com, (608) 261-9261
Latinx Community Engagement Team
All team members are City staff, bilingual in Spanish, with the main goal to support the City agencies in their initiatives to build trust and strong relationships with Spanish-speakers and members of the Latinx community who live and work in the City of Madison. Our ongoing collaboration will give City agencies the support needed when providing services, opportunities, and advocacy to Latinos.
Contact: JoseMaria Donoso, (608) 266-4216
Public Information Officers
The City Public Information Officers and departments involved in public communications meet quarterly to discuss issues pertaining to enterprise-wide communications.
Contact: Katie Crawley, Mayor's Office, kcrawley@cityofmadison.com, (608) 266-4611
Racial Equity and Social Justice Initiative (RESJI)
If your professional and life experiences adds diversity in the workplace, consider joining RESJI. Participation is open to all City of Madison Employees.
Contact: Norman Davis, Civil Rights Director, ndavis@cityofmadison.com, (608) 267-8759
Contracts & Purchasing
Contracts
- 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.
Purchasing
The Purchasing Department issues bids and requests for proposals and maintains a list of vendors interested in doing business with the City.
Contact: Purchasing Department, (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
Customer Service
- Assistive Listening Devices
Responding to limited English proficiency at the front desk and on the phone. Requesting translator and interpreter services.
Contact: Civil Rights, (608) 266-4910 - 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 - IP Phone Tutorials
- Reserve a City Car
- SharePoint Calendars
City Contacts & Locations
Marketing
- Document Services Internal resource to provide all agencies access to producing documents, spreadsheets, presentations, advertising materials, website maintenance, software and support, 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, is responsible for delivery of inter-department mail and other postal functions for both the City of Madison and Dane County, and runs a vehicle pool for county departments.
- Public Information Officers (PIOs)The City's PIOs have extensive knowledge of the issues, goals, policies and programs of their assigned agencies. They work hard to achieve transparent, accurate and timely responses to media inquiries and effectively deliver messages and information to residents, businesses, boards and commissions, the Common Council, and the Mayor through a variety of outlets.
- Web Team The Web Team works on print and digital initiatives 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)
Photos from this library may be used by City staff for official City business.- The Photo Library Tip Sheet contains information about appropriate use and how to search for images.
- Flickr
Photos from these Flickr libraries may be used by City agencies when following the City Photo Policy.
Resources
- Web & Marketing Tools
Tools available to content managers including blogs, news releases and social media outlets.-
Web Tip Sheets for content editors
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Marketing Policies
Neighborhood Resource Teams
Contact: Tariq Saqqaf, tsaqqaf@cityofmadison.com, (608) 266-4611
NRTs 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.
Racial Equity & Social Justice Initiative
The Racial Equity and Social Justice Initiative focuses on eliminating racial and social inequities in municipal government by implementing strategies in three main areas: Equity in City policies and budgets; Equity in City operations; and Equity in the community.
RESJI Tools
- RESJI Process Guide
- Fast-Track Racial Equity Analysis
- Comprehensive Racial Equity Analysis
- Equitable Hiring Tool
- More Racial Equity & Social Justice tools »
Resources
Contacts
- Tariq Saqqaf, Equity Coordinator, tsaqqaf@cityofmadison.com, (608) 266-6352
- Donna Collingwood, Assistant Equity Coordinator, dcollingwood@cityofmadison.com
Upcoming Racial Equity Courses
Room Reservations
Reserving a Conference Room in Outlook
- Olbrich Room Rentals
Contact: Patti Jorenby, Rental Coordinator, pjorenby@cityofmadison.com, (608) 246-4733 - Library Conference Rooms
Contact: Administration Office, (608) 266-6363 - IT Training Center
Contact: HelpDesk, helpdesk@cityofmadison.com, (608) 266-4193 - Monona Terrace
Contact: Monona Terrace, (608) 261-4000 - Warner Park Community Center
Contact: Jamie Pratt, Rental Coordinator, jpratt@cityofmadison.com
Technology
Tools & Services
- HelpDesk
Contact the HelpDesk with any problems with your computer or telephone. - Telework Toolkit
Technical tools, resources, step-by-step instructions, and support for remote work. - Video Conferencing
Tools for internal meetings, collaboration, and public participation meetings. - Cell Phones & IP Phones
Cell phone policies, and IP phone training & support. - Equipment Reservations
Reserve laptops, cameras, tablets and more for temporary agency needs. - Price Quotes
Quotes for purchasing computers, printers and more. - Available Software
Your agency's authorized contact(s) may request software from the HelpDesk. - Email Support
Configure email on a mobile phone.
Travel & Cars
Travel
- APM 1-5 Policy Regarding Travel at City Expense
- Employee Self Services (ESS)
- Personal Auto Use
- Pocket Travel Guide
Fleet Service
Fleet Services 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: Fleet Services, (608) 246-4540.
Hours: Monday – Friday, 7:30 am – 3:30 pm.
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 Service 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 Service for assistance.
Shop Office: (608) 246-4541
Supervisor On Call (Saturday, Sunday, and After-hours): (608) 444-5785