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Jazzing Up ThatOld Strategic Plan!

Darrel L. Thomas, Assistant City Manager/COOCity of Weston, FloridaFlorida Government Finance Officers AssociationAnnual Conference Wednesday, June 26th, 2013Boca Raton Resort and ClubSlide # of 551March 17, 2010June 26, 2013What well cover:Why have strategic and financial plan?How to get started?How to get coordinate input from departments?How to sell management?How to sell elected officials?What to do when its complete?Jazzing Up That Old Strategic Plan!Slide # of 55June 26, 2013What in the world do I need a plan for?Jazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013Jazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013Jazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013So how do I get started?Jazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013Gather up all your data.Jazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013Consolidate the data into one, useful tool called a...Jazzing Up That Old Strategic Plan!Slide # of 55June 26, 2013Jazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013Develop some assumptions going forward.Jazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013Press the button.Jazzing Up That Old Strategic Plan!

Wait not that one!Slide # of 55June 26, 2013Yes, that one!Jazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013And voil!

It should look something like thisJazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013Jazzing Up That Old Strategic Plan!General FundSummary by FunctionBeginning Unreserved Fund Balance$50,234,900 $50,554,469 $7,040,408 $6,530,628 $6,611,848 $6,370,548 $5,975,108 $5,540,828 $5,024,988 $4,325,568 Beginning Unreserved Fund BalanceBeginning Designated Fund Balance$0 $1,019,636 $861,792 $1,064,592 $1,087,992 $1,125,192 $1,293,892 $1,585,292 $1,728,992 $816,992 Beginning Designated Fund BalanceBeginning Credit Reserve Fund Balance$0 $0 $7,025,400 $7,040,480 $6,772,360 $7,170,860 $7,566,300 $8,000,580 $8,516,420 $9,215,840 Beginning Credit Reserve Fund BalanceProposedProposedProposedProposedProposedProposedProposedProposedProposedProposedResourcesFY 2009FY 2010FY 2011FY 2012FY 2013FY 2014FY 2015FY 2016FY 2017FY 2018ResourcesLocally Levied Taxes$24,727,800 $26,858,000 $27,410,900 $27,629,400 $28,796,900 $30,559,000 $32,696,400 $34,887,200 $37,311,900 $39,902,500 Locally Levied TaxesLicenses & Permits$688,100 $679,300 $500,700 $796,300 $796,300 $833,600 $833,600 $872,700 $872,700 $913,800 Licenses & PermitsIntergovernmental Revenue$4,387,100 $3,803,100 $3,832,900 $3,891,000 $4,007,400 $4,127,400 $4,250,900 $4,378,200 $4,509,200 $4,644,100 Intergovernmental RevenueCharges For Services$1,724,600 $1,520,000 $2,481,000 $1,697,600 $1,740,100 $1,769,200 $1,799,400 $1,870,700 $1,903,300 $1,953,900 Charges For ServicesFines & Forfeitures$315,000 $160,000 $160,000 $160,000 $160,000 $160,000 $160,000 $160,000 $160,000 $160,000 Fines & ForfeituresMiscellaneous Revenue$100,000 $100,000 $245,000 $245,000 $245,000 $245,000 $245,000 $245,000 $245,000 $245,000 Miscellaneous RevenueInvestment Income$2,289,400 $200,000 $300,000 $300,000 $303,000 $306,000 $309,000 $312,000 $315,100 $318,200 Investment IncomeOther Financing Sources$0 $0 $0 $0 $0 $0 $0 $0 $0 $0 Other Financing SourcesUse of Fund Balance$2,378,300 $43,801,200 $0 $0 $0 $0 $0 $0 $0 $0 Use of Fund BalanceTotal Resources$36,610,300 $77,121,600 $34,930,500 $34,719,300 $36,048,700 $38,000,200 $40,294,300 $42,725,800 $45,317,200 $48,137,500 Total ResourcesExpendituresExpendituresCity Commission$105,900 $112,900 $104,000 $99,600 $101,000 $102,500 $104,100 $105,700 $107,400 $109,200 City CommissionCity Manager's Office$1,382,600 $1,308,400 $946,700 $1,059,100 $1,065,400 $1,125,100 $1,188,200 $1,254,700 $2,474,900 $1,399,000 City Manager's OfficeCity Attorney's Office$810,000 $810,000 $831,300 $853,400 $896,200 $941,100 $988,300 $1,037,800 $1,089,800 $1,144,400 City Attorney's OfficeAdministrative Services$2,882,500 $2,835,400 $2,701,300 $2,385,700 $2,390,900 $2,515,300 $2,646,200 $2,783,700 $3,078,500 $3,080,800 Administrative ServicesPublic Safety$16,153,100 $17,901,500 $18,830,100 $18,108,600 $19,322,700 $20,722,000 $22,199,500 $23,676,900 $25,310,900 $27,459,200 Public SafetyCommunity Development$1,679,500 $1,660,400 $1,406,600 $1,610,800 $1,636,600 $1,573,100 $1,652,400 $1,735,400 $1,822,700 $1,914,100 Community DevelopmentCommunity Services$11,167,300 $10,572,200 $10,402,400 $10,765,600 $10,441,500 $10,852,400 $11,224,200 $11,987,900 $12,345,000 $13,016,900 Community ServicesTransfers Out$0 $39,218,400 $0 $0 $0 $0 $0 $0 $0 $0 Transfers OutSub-Total$34,180,900 $74,419,200 $35,222,400 $34,882,800 $35,854,300 $37,831,500 $40,002,900 $42,582,100 $46,229,200 $48,123,600 Sub-TotalReservesReservesExcess Revenue Capture$2,314,400 $2,314,400 ($494,700)($186,900)$157,200 $0 $0 $0 $0 $0 Excess Revenue CaptureOther Designated Reserves$115,000 $388,000 $202,800 $23,400 $37,200 $168,700 $291,400 $143,700 ($912,000)$13,900 Other Designated ReservesSub-Total$2,429,400 $2,702,400 ($291,900)($163,500)$194,400 $168,700 $291,400 $143,700 ($912,000)$13,900 Sub-TotalTotal Expenditures and Reserves$36,610,300 $77,121,600 $34,930,500 $34,719,300 $36,048,700 $38,000,200 $40,294,300 $42,725,800 $45,317,200 $48,137,500 Total Expenditures and ReservesEnding Credit Reserve Fund Balance$0 $7,025,400 $7,040,480 $6,772,360 $7,170,860 $7,566,300 $8,000,580 $8,516,420 $9,215,840 $9,624,720 Ending Credit Reserve Fund BalanceEnding Designated Fund Balance$0 $507,636 $1,064,592 $1,087,992 $1,125,192 $1,293,892 $1,585,292 $1,728,992 $816,992 $830,892 Ending Designated Fund BalanceEnding Unreserved Fund Balance$47,971,600 $45,843,469 $6,530,628 $6,611,848 $6,370,548 $5,975,108 $5,540,828 $5,024,988 $4,325,568 $3,916,688 Ending Unreserved Fund BalanceSlide # of 55June 26, 2013The lack of visibility was not by accident!

Haha!!Jazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013Lets take a step backwards for a moment.Jazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013Perform a SWOT AnalysisJazzing Up That Old Strategic Plan!

Not that one!!Slide # of 55June 26, 2013StrengthsWeaknessesOpportunitiesThreatsJazzing Up That Old Strategic Plan!Slide # of 55June 26, 2013StrengthsWhat do you do well?Relative AdvantagesInternalJazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013City of Weston StrengthsLocation (Proximity to major highways, cities, airport, seaport)Age (Relatively new infrastructure)Organizational Structure (Contract-style)Reserves (Always good to have some!)Demographics (Young, culturally diverse, higher than median education and incomes)Technology (Staying current allows max productivity)

Jazzing Up That Old Strategic Plan!Slide # of 55June 26, 2013WeaknessesWhat do you not do well?Relative DisadvantagesInternalJazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013City of Weston Weaknesses

ZERO, NONE, NADA, NIL, ZILCHJazzing Up That Old Strategic Plan!Slide # of 55June 26, 2013City of Weston Hypothetical WeaknessesLocation (Close proximity to Everglades, levies, and major highways)Organizational Structure (Very flat - not a lot of depth, some contractors have other clients to serve, individuals are re-allocated, coordination and/or communication sometimes difficult, policies and/or procedures are not always documented)

Jazzing Up That Old Strategic Plan!Slide # of 55June 26, 2013OpportunitiesWhat could you exploit?ProspectsExternalJazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013City of Weston OpportunitiesConsolidation/regionalization/privatization of servicesExpansions at the airport and seaportEnhancements along I-595 and I-75Consolidation of E-911 system in Broward CountyDissolution of the Resource Recovery BoardJazzing Up That Old Strategic Plan!Slide # of 55June 26, 2013ThreatsWhat could trouble you?DangersExternalJazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013City of Weston ThreatsA - THE STATE LEGISLATUREB - THE GOVENORC - ALL OF THE ABOVE!!Healthcare, pension & OPEB costsDemographics changes in service demands

And oh yeah

Jazzing Up That Old Strategic Plan!Slide # of 55June 26, 2013Jazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013Use your SWOT Analysis along with other information and data trends to develop your assumptions of future outcomes.Jazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013What do you do with all this information?Jazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013Lets fast forward for a moment.Jazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013Jazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013A Capital Improvement Plan (CIP) forces you to project your entire plan out 10+ years.Jazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013Meet with stakeholders to develop a list of capital items.Jazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013Meet in a smaller group of senior management to prioritize the list of capital items.Jazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013Develop funding sources and integrate the projects into your projection starting with the highest priority projects first.Jazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013Integrate debt service payments or reserve accruals (pay go) into the Plan.Jazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013If it goes well it should look like thisJazzing Up That Old Strategic Plan!

Cute isnt it?Slide # of 55June 26, 2013At this point you should have:A 10-year projection of operating revenues and expensesA SWOT Analysis most helpful in forecasting and crisis prevention managementA 10-year CIP with estimated start and completion dates, funding sources, debt service payments, reserve accruals, etc.

What else would it help to have??Jazzing Up That Old Strategic Plan!Slide # of 55June 26, 2013Jazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013Just kidding! Instead how about?:

A Reserve Schedule listing minimum, maximum and desired reserve amounts to support your reserve accrual calculations.An Assumptions Schedule listing the trend estimates used in the 10-year projection.Key financial policies supporting the decisions incorporated into the Plan.Jazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013Now the money pitch...Jazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013Hold a workshop with your elected officials.Jazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013Every elected officials biggest concern is alwaysJazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013Make sure youve projected taxes in a smart, responsible mannerJazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013Jazzing Up That Old Strategic Plan!This is easier to sellSlide # of 55June 26, 2013Then meet with each elected official individually.Jazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013Make minor accommodations where appropriate.Jazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013Get the elected officials to accept or adopt the Plan.Jazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013And youre done!!

Well, not quiteJazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013What do you do with this Plan?Jazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013You could use the Plan in:The budget process - supports annual budget decisions such as changes in tax rates, projects, debt issuance, etc.Preparation for future ThreatsCommunicating the organizations future with the public and future elected officialsEvaluating the effectiveness of the organization in meeting its long-range objectives and challenges

Jazzing Up That Old Strategic Plan!Slide # of 55June 26, 2013Once you complete one successfully be prepared toJazzing Up That Old Strategic Plan!

Slide # of 55June 26, 2013The City of Westons Strategic Value and Business Plan is on the Citys website at:

WWW.WESTONFL.ORGCheck the Finance Department pageJazzing Up That Old Strategic Plan!Slide # of 55June 26, 2013Jazzing Up That Old Strategic Plan!

Its over. No REALLY, it is!ByeCiao!AlohaAu reviorArrivederciSayonaraSlide # of 55