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How to Target and Communicate Efficiency
Presented by:
Diana Smith, Dir. Business DevelopmentMRB Group
Connie Sowards, Project ManagerStrategic Municipal Initiatives Project
Today’s RoundtableOperations & Budgeting
in the Tax Cap Era
Aying it!Local Government
Local government is
- the best form of government!
• Closest to the people• Most responsive• Most participation / citizen involvement• Most accountable• Most efficient!
Why is this a Secret?
No one’s saying it!
Municipal officials are so busy doing their job…
…that they forget to tell residents what they’ve done!
Today’s Roundtable
• Taxpayer frustration• Increasing costs• State mandates• Fewer funding resources• Finger-pointing!
Other Challenges
Today’s Roundtable
Every community needs a core “nucleus” of trustworthy
information and communication.•Fact-based•Non-political•Understandable•Foundation
Municipal Toolkits
Today’s Roundtable
• Community/Government 101• Operational Efficiency• Asset Management• Community Development
Municipal Toolkits
Today’s Roundtable
• Training tool for Board members and staff
• Education for residents• “State of the Community” message• Justification for Board action• Justification for budget decisions• Analysis tool for budget review• Capital project / planning aid• Trust-building
Municipal Toolkits
Today’s Roundtable
• Community/Government 101• Operational Efficiency• Asset Management• Community Development
Municipal Toolkits
Today’s Roundtable
• The numbers – baselines for operations
• Analysis tools
• Decision making tools– future budgets– improvements/efficiencies
Operational Efficiency
Today’s Roundtable
Understanding what you have – and what it will cost to
maintain…
Asset Management
• Strategic thinking rather than reactionary response
• Troubleshooting / identifying problem areas
• Workflow associated with maintenance and operations
Today’s Roundtable
• The character of the community• Vision for the future• Litmus test for all decision-
making•Municipal board•Planning board•ZBA
Community Development
Today’s Roundtable
• Surprisingly missing• Versatile tool• Mitigates redundancy• Fosters communication• Addresses the disconnect
Community / Government
Today’s Roundtable
1. Demographics / critical info• Population, history, trend• Characteristics• Geographic• Staff composition• Average assessment• Last gen. assessment / valuation 100%? • Percent of tax-exempt properties• Major employers
Community / Government
What’s in the “C/G 101” Toolkit:
Today’s RoundtableCommunity / Government
What’s in the “C/G 101” Toolkit:
2. Budget process / definitions• Annual budget / funds• Tax rate• How tax rate calculated• Debt service• Bond rating• Reserve accounts• Revenue• State aid• Impact examples• Static operating costs
Today’s Roundtable
3. “How Do We Compare…?”• With our past?
• Tax rate• Projects completed
• With other communities?• Tax rate• Assessments• Services provided• Cost of government services
Community / Government
What’s in the “C/G 101” Toolkit:
http://seethroughny.net/benchmarking-ny/#/
Empire Center for New York State Policy, a project of the Manhattan Institute for Policy Research,
Today’s Roundtable
4. Services & policies• Who does what • Limitations / rules• How to answer
5. Budget impacts by service
6. Contacts
Community / Government
What’s in the “C/G 101” Toolkit:
Today’s Roundtable
• Baseline from which you measure• Allows focus on efficiency• Puts everyone on the same page:
• Understanding the community • Complexity – knowing what CAN change
• Allows you to assess feasibility
• Keeps the factual history / tracks effectiveness of efforts
Positioning for Efficiency
Today’s Roundtable
1. The “atomic” level breakdown: the skill set analysis
• NOT a staff development tool• Assessment by management• Identifies underutilized skills• Identifies skill shortages
Operational Efficiency
What’s in the “OE” Toolkit:
Fresh-eyes: rethinking everythingFocus on the indisputable facts
Today’s Roundtable
2. The “atomic” level breakdown: the employee cost analysis
• NOT a staff development tool• Assessment by management• Quantifies / defines hourly cost• Includes ancillary costs – no more
speculation
Operational Efficiency
What’s in the “OE” Toolkit:
Fresh-eyes: rethinking everythingFocus on the indisputable facts
Today’s Roundtable
3. The “atomic” level breakdown: the work-hour analysis – by position
• NOT a staff development tool• Assessment by management• Position-based, informal time study• Prospective estimating - workload• Retrospective logs - history
Operational Efficiency
What’s in the “OE” Toolkit:
Flexibility is the key to using this tool. The exercise is as valuable as the finished product.
Today’s Roundtable
• Allows critical calculations– Cost of services– Underutilized staff are identified– Overtime drivers identified
• Allows focus on efficiency
• Allows you to assess alternatives / costs
• Allows for calculated response to changing requirements
Positioning for Efficiency
Today’s Roundtable
• Improves decision-making in budget process– Informed– Justified– Simplifies public education piece
Positioning for Efficiency
Today’s Roundtable
The enemy of local government efficiency is…
… misunderstanding and misinformation.
Positioning for Efficiency
Today’s RoundtableGet the Word Out
Community / Gov 101
Operational Efficiency
Newsletter
Water Bill “Facts”
Tax Bill Flyer (enclosure)
Website
Counter Handout
State of the Community Address
Budget Cover Sheets
Press Campaign - Newsworthy
Community Meeting
Periodic Progress Reports
Board Meeting Agenda Item
Today’s Roundtable
BEFORE ANYTHING ELSE:
Get the Word Out
Talk to staff / employees!!!
The focus on efficiency and tax savings is not anti-employee. It’s an opportunity to:Educate the public about their valueJustify their compensation rateSet the record straight (!)Hopefully make their job easier
Let Them Know: They’re part of your team – and your greatest assets!