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Wednesday, April 18, 2018 Hilton Garden Inn Event Center, 74 State Street 7:30AM - 9AM Operational Vision for Cayuga County Government Patrick V. Mahunik, Chair, County Legislature J. Justin Woods, County Administrator ---PAGE BREAK--- Cayuga County Operating Framework ---PAGE BREAK--- Operating Framework: Legislature Chair Key Functions • Lead Process to Set Policy • Set Agenda/Priorities • Legislative Spokesperson • Legislative Conduit to Administrator • Gov’t Ops Admin Oversight • Intervention when Legislators overstep boundaries Boundaries • Policy Changes Req Leg. Approval • Chair works through Admin to address Legislature’s input. • Periodic/continuing review w/ Leg about boundaries/roles • Legislators may not attend County Administrator or Dept. Head meetings unless requested by Administrator ---PAGE BREAK--- Operating Framework: Committee Chairs Key Functions • Primary focus on running committees • Develop policy for County • Works w/ Administrator to support implementation of budget and goals • Receive constituent feedback • Act as working group on goal issues or problem resolution. Boundaries • Administrator has authority on day to day operations issues • Policy Changes must be voted on by Legislature • Support, Recommend, Advise • Do not interface w/ Operations • Communicate feedback with Administrator/Dept. Heads during committee ---PAGE BREAK--- Operating Framework: County Administrator Key Functions • Leadership/Oversight of Day to Day Operations • County as a Whole View • Strategy, planning, execution of policy and operations • Procedural Issues RE Policy • Evaluate Proposals • Manage non-elected Dept Heads • Primary Face of County Boundaries • Final Authority on Operations • Anything not law or policy • Cannot Make or Change Policy • Can propose or advise on policy • Administers/Monitors Budget • Legislature retains approval for all policy & budget changes • Collaborates w/ Chair, individual legislators, and Department Heads on announcments/public statements ---PAGE BREAK--- Operating Framework: Department Heads Key Functions • Direct Services to Constituents • Departmental Operations • Develop/Administer Budgets • Work w/ Admin. RE Goals/Obectives • Evaluate Employees • Attend Committees/Leg Meetings • Subject Matter Experts for PR Boundaries • No authority to change policy or budget w/out approval of Admin & Legislature • Report to Administrator • May not circumvent Administrator • May not go to Legislature w/out Administrator’s Knowledge/Approval • Communicates SME information to Administrator/Legislature ---PAGE BREAK--- CGR Organizational Assessment of Cayuga County Government Opportunities for Improvement County Administrator’s Recommendations to the Legislature ---PAGE BREAK--- CGR Recommendations 8 ---PAGE BREAK--- 9 CGR Recommendations ---PAGE BREAK--- CGR Recommendations 10 ---PAGE BREAK--- Administrator’s Recommendations Immediate/Short Term • Move Budget Director 6th Floor • Oversee Purchasing (Admin Asst) • Implement P-Card (2018) • Add Purchasing Agent (2019) • Organize Budget based on Accts Medium/Longer Term • Establish Finance Department • Finance Department (Steuben) or • Office of Management & Budget (Sullivan) • Possibly through Charter? ---PAGE BREAK--- Administrator’s Recommendations Immediate/Short Term • Reorganize Report • Management Fellow (2019) • Recent MPA Grad 1-2 yrs • Budget for Internship Programs • $15-20/hr Law/Grad Students • Restructure Leg’s Committees? Medium/Longer Term • Communications Director • Possibly Combined w/ Exec. Asst. • Deputy Administrator • Compliance Officer (Tompkins) ---PAGE BREAK--- 13 CGR Recommendations ---PAGE BREAK--- Administrator’s Recommendations Immediate/Short Term • Centralized Orientation (underway) • Salary Survey – RFP • Funded by Phase II Medium/Longer Term • Succession Planning • Expand HR/Labor Management Capacity • Labor Management Specialist or • Additional in-house counsel • Training/Development Programs • Training Coordinator ---PAGE BREAK--- CGR Recommendations 15 ---PAGE BREAK--- Administrator’s Recommendations Short Term • County Website • Form IT Task Force to oversee Gap Analysis • Strategic Business Plan (2019) • (All Departments w/ Budget) Automate Payroll • Evaluating Options • Assessing Potential Savings Medium Term • Training Programs (in conjunction w/ HR) Future Considerations Where to locate Payroll/Benefits • Finance Department or HR? ---PAGE BREAK--- CGR Recommendations 17 ---PAGE BREAK--- Administrator’s Recommendations Short Term • Legislative Consent on DPW • Create DPW Director position • Recruit/Hire • Build Formal CIP (2019 Budget) • Planning, Budget, Treasurer • w/ Department Heads • Fleet Management • Enterprise Solution Medium Term • Need Civil Engineer • Possibly from reimagining or redesigning other positions • Fully integrate various public works crews into flexible workforce • Deputy Planning Director Long Term • Commitment to CIP Plan • Funding Infrastructure & Equipment ---PAGE BREAK--- CGR Recommendations 19 ---PAGE BREAK--- CGR Recommendations 20 ---PAGE BREAK--- Administrator’s Recommendations Short Term • Assigned Counsel ILS Plan • FT Assigned Counsel Director • Plan Transition to Legal Aid • Stop DWI – Health Dept. • Youth Bureau, OFA, Veterans • Dept. of Human Services or DSS • Probation • Hire 2 F/T Probation Officers • Case Management Software (2019) • Parole Office Space? Medium/Long Term • Establish Cayuga Defenders Legal Aid Society • Probation • 2 more Probation Officers ---PAGE BREAK--- CGR Recommendations 22 ---PAGE BREAK--- Administrator’s Recommendations Short Term • Exploring Opportunities for better Co Atty/DSS integration • Child Support/Medicaid • Broaden Bench/Training/Development • Legal Ethics/Supervision Medium/Long Term • Raise the Age may require additional attorney in Co Atty Office • Contracts Administrator • Attorney (preferable) or Paralegal • Real Property/Labor • Significant Expenditures for outside counsel. Worth exploring potential savings by brining in house ---PAGE BREAK--- CGR Recommendations 24 ---PAGE BREAK--- CGR Recommendations 25 ---PAGE BREAK--- Administrator’s Recommendations Short Term • Reorganize/Renovate Workspace • Partially Underway • Explore Options for Expanding hours • Northwoods Software • End 2018 or 2019 Budget Medium • Motor Pool/Highway Garage • Location? • County Office Building • Renovate, New or Combination? ---PAGE BREAK--- Questions?