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
- Facilities
- Marketing
- Neighborhood Resource Teams
- Racial Equity & Social Justice Initiative
- 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.
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.
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
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
Find initiatives, teams, and affinity groups at:
Facilities
Find office locations, room reservations, and facility management at:
Marketing
Find marketing resources, brand guides, and more at:
Technology
Request technology services, report issues, and search the Knowledge Base for support articles.
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