How to Target and Communicate Efficiency Presented by: Diana Smith, Dir. Business Development MRB Group Connie Sowards, Project Manager Strategic Municipal Initiatives Project Today’s Roundtable Operations & 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 Disconnect. Municipal 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 Demographics / Critical Info Public Info Tools DRAGNET Community / Gov 101

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 Roundtable Community / 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: Empire Center for New York State Policy, a project of the Manhattan Institute for Policy Research,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 What does the “C/G 101” Toolkit do for municipalities? Simple But Powerful

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 everything Focus 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 everything Focus 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 What does the “OE” Toolkit do for municipalities? Simple But Powerful

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 Roundtable Communication and Education Effective Leadership

Today’s Roundtable Get 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 value Justify their compensation rate Set the record straight (!) Hopefully make their job easier Let Them Know: They’re part of your team – and your greatest assets!

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! It’s all Based on Communication!