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ICMA <br />Page 2 of 24 <br />described but that comparable data are not currently available. <br />• For a limited number of questions in the template, a "Not applicable" checkbox is available for those jurisdictions <br />that do not provide the service described or do not meet the criteria listed. <br />5. IF YOU CAN'T ANSWER A QUESTION... <br />We encourage you to answer as many questions as possible, particularly those that are published each year in the <br />printed data report. But if there is a question that will take an inordinate amount of staff work to report, we recommend <br />you work toward establishing systems to collect this data the following year, and for the time being, indicate "Not <br />available." Note: Your Primary Coordinator may also be able to advise you of data being collected centrally for all <br />departments. <br />6. HOURS PAID <br />For questions about "total hours paid," please provide only an actual count of actual hours paid as defined in the <br />template. Do not estimate or multiply the number of FTEs by 2,080 hours. If you are not able to provide actual hours <br />paid, please check the "Not available" box. <br />7. OTHER DEPARTMENTS <br />If other jurisdiction staff assigned outside your department provide services covered by this template, please send them <br />a copy of the full template and instructions. Then, collect and tally all responses on a single template before you submit <br />the data to ICMA. If jurisdiction -wide information cannot be reported for a particular question, please check the "Not <br />available" box. <br />8. IN -HOUSE VS. CONTRACT SERVICES <br />Except in the case of operating and maintenance expenditures, please provide information only for those services <br />provided directly by your jurisdiction. Do not provide other information about contract services (e.g., hours paid, units <br />of service provided, etc.) unless specifically requested. Again, for contract services please report only the related <br />expenditures. <br />9. OVERHEAD <br />Overhead should be excluded from all answers unless specifically requested. This is to ensure the comparability of <br />direct service costs and staffing across jurisdictions. The two major categories of overhead are support services and <br />general oversight. Examples of each follow below. <br />INCLUDE: <br />Program managers and clerical support. Employees directly involved in program management or support- -even <br />for just a portion of their time - -are considered part of the direct program cost (e.g., a mid -level manager or <br />administrative assistant who spends 25% of his/her time on this service) and should be included in your answers. <br />Generally, department heads should be included, unless their department is of such broad scope that their direct <br />program involvement is negligible or of a general oversight nature only. Although job titles and responsibilities <br />may vary, the important distinction is between general oversight and direct program involvement; general <br />oversight is excluded, direct program involvement is included. <br />Employee benefits. While classified as an overhead expenditure by some jurisdictions, for these templates, benefit <br />expenditures are considered a direct program cost. They should be allocated along with the salaries of the <br />employees wherever total program operating expenditures are requested. <br />EXCLUDE: <br />• Support services, such as facilities management (custodial /repair, building depreciation, and all utilities), fleet <br />management (and all fuel), human resources, information technology (and all telephone calls and system <br />http: / /cpm. icma. orgISurvey _Manager /wwwlPrinterTemplate. cfin ?Section= Surveys &templa... 4/8/2009 <br />