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2016 Annual Report on the Condition of Polk County

2016 Annual Report on the Condition of Polk County. Dana Frey, County Administrator JUNE 2016. The county administrator shall annually… communicate to the board the condition of the county . Wisconsin Statutes sec. 59.18. Aspects of the Condition of the County. Economic and Demographic.

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2016 Annual Report on the Condition of Polk County

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  1. 2016 Annual Report on the Condition of Polk County Dana Frey, County Administrator JUNE 2016

  2. The county administrator shall annually… communicate to the board the condition of the county. Wisconsin Statutes sec. 59.18

  3. Aspects of the Condition of the County • Economic and Demographic • Condition of the County • Management • Financial

  4. Our Economy and Our People

  5. Employment above pre-recession low, but two years of growth lost

  6. Economic damage from recession is still apparent Source: DHS

  7. Sustained improvement in housing prices reason for optimism

  8. Although equalized value slow to recover

  9. DoR errors concealed better growth Change in Equalized Value by Class, 2013 – 14

  10. But sales tax at record levels • However, collections Jan-May are about the same as last year

  11. For the long term, what goes up…

  12. People • Polk population virtually unchanged since 2010 • April 1, 2010 = 44,205 • January 1, 2016 = 44,259 • Natural population increase 298 • Births = 2,115 • Deaths = 1,817 • Net migration = -244 Source: WI DoA

  13. Latest population data • Net out-migration has probably reversed • Census estimates tiny increase from 2013 to 2015 • Younger families moving in will help offset aging population • Population growth should rapidly approach 1%+ per year • Historical trend is about 1.5% per year

  14. Growth back to long-term trend? Source: Wisconsin Department of Administration

  15. What does this mean for Polk County? • In-migration • Rising values, new construction • Aging population • Pressure on services • Economic growth in region • Stillwater bridge and pressure on transportation system • Increased diversity in area work force • Understanding of different needs and backgrounds

  16. Polk County Finances

  17. 2015 Expenditures Below Budget

  18. 2015 Revenues Above Budget

  19. [1 Fund balance increased to $9.2 million, 38.8% of expenditures General Fund Unassigned Fund Balance by Year

  20. Gap between Revenues and Expenditures, 2000 – 2015 ($ millions) * Adjusted for early debt payoff

  21. Polk County will pay off 27% of its debt this year • As of today, Polk County owes $13.1 million • $11.3 million in principal, $1.6 million in interest, $0.2 in capital leases • Early payoff of capital lease in 2016 • Next January 1 the total debt will be $9.6 million • All debt scheduled to be paid in the next 5 years

  22. Implications, financial condition • Financial issues under control • Three year balanced budget • Adequate fund balance • Most old debt retired, with room for new investment • Ability to manage through modest recession • Some insulation from state financial issues • BUT: Zero revenue growth cannot continue forever • Will eventually require major service reductions

  23. Financial management, next steps • Accounts receivable • Prompt billing, aged reports, revenue recapture • Costing and pricing • Determine actual costs per unit of service, regardless of how billed • Financial reporting • Improved program and sub-program structure for GAM and Human Services • Final steps in budget reform for 2017-2019 • Full program identification and budgeting • Improved performance measures • Improved link to County Board priorities

  24. Management Condition

  25. Management Condition • Customer service • Improved committee support • Succession planning • Organizational structure and accountability • Infrastructure

  26. Customer service • Fragmentation in county services problematic for citizens • Began discussion of a business office last year • Worked with auditors to streamline and improve processes • Can begin implementation yet this year

  27. Improved committee support • Administrator’s role is to ensure information provided • Written monthly reports continue • New announcements section • Upcoming issues

  28. Simplified policy cycle Committee role

  29. Succession planning: age of Polk County staff Nearly 1/3 retirement eligible Excludes Golden Age Manor

  30. Succession planning • Tied to overall structure • Managed to date without severe disruptions • Plans in place for all key positions

  31. Organizational structure

  32. Departmental organization • Based on specialization, old committee structure • Hierarchical, fragmented, isolated design • Had not really evolved in 20 years • 2010 – 25 departments • 2016 – 21 departments • 8 with five or fewer FTE • Span of control about 6-8

  33. Redesign and refocus • Major task over the next several years • In most Wisconsin counties • Should not be disruptive or expensive • Link to succession planning • Best practice is to base on common clientele/functions • Efficiencies from collaboration • Customer service improvements • Parallels committee structure • Administrative accountability is essential component

  34. The Condition of Polk County’s infrastructure is good to excellent, with one huge exception:

  35. For the first time in decades, Polk County can replace an obsolete, potentially dangerous and inefficient building with a reasonable structure that meets basic requirements without a tax increase • It would be irresponsible if I did not recommend the County do so

  36. Recommendation • Executive Committee meet to decide: • Whether a workgroup is to be formed or whether standing committees to discuss • Timetable for the project • Draft a resolution specifying: • Overall project structure • Composition of steering group, if any • Timetable • Maximum debt service

  37. Progress, 2010 - 2016

  38. Success is has always been easy to measure. It is the distance between one’s origins and one’s final achievement. Michael Korda

  39. How far have we come?

  40. Polk County Debt Load

  41. Polk County financial awards • Government Finance Officers Association: • Distinguished Budget Presentation Award • One of 9 Wisconsin counties • Certificate of Achievement of Excellence in Financial Reporting • One of 16 Wisconsin counties • Smallest county in Wisconsin to receive both awards • Association of Government GA Award: • Certificate of Excellence in Citizen-Centric Reporting • One of a half-dozen Wisconsin counties

  42. Leadership in personnel management • Polk County Employee Relations has • Pioneered best practices in interviewing and hiring • Redesigned and streamlined classification and compensation systems • “Index Pay” model that links to market, not artificial classification system • Implemented sophisticated health care plan package • Three separate plans • Evidence-based wellness plan • All while dealing with record hiring needs due to retirment

  43. Leadership in management policy • Polk County policies and procedures a model for other counties • Polk County budget process a model for other counties • Polk County department heads increasingly in leadership roles in state organizations • New structures and procedures for health and human services delivery

  44. Thank you!

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