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Slide 1 of 55
Jazzing Up ThatOld Strategic Plan!
Darrel L. Thomas, Assistant City Manager/COOCity of Weston, Florida
Florida Government Finance Officers AssociationAnnual Conference
Wednesday, June 26th, 2013Boca Raton Resort and Club
Slide 2 of 55June 26, 2013
What we’ll 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 3 of 55June 26, 2013
What in the world do I need
a plan for?
Jazzing Up That Old Strategic Plan!
Slide 8 of 55June 26, 2013
Consolidate the data into one, useful tool called a...
Jazzing Up That Old Strategic Plan!
Slide 10 of 55June 26, 2013
Develop some
assumptions going forward.
Jazzing Up That Old Strategic Plan!
Slide 11 of 55June 26, 2013
Press the button.
Jazzing Up That Old Strategic Plan!
Wait not that one!
Slide 13 of 55June 26, 2013
And voilà!
It should look
something like this…
Jazzing Up That Old Strategic Plan!
Slide 14 of 55June 26, 2013
Jazzing Up That Old Strategic Plan!General Fund
Summary by Function
Beginning 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 Balance
Proposed Proposed Proposed Proposed Proposed Proposed Proposed Proposed Proposed ProposedResources FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 FY 2016 FY 2017 FY 2018 Resources
Locally 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 Balance
Total 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 Resources
Expenditures Expenditures
City 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 Out
Sub-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-Total
Reserves Reserves
Excess 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 Reserves
Sub-Total $2,429,400 $2,702,400 ($291,900) ($163,500) $194,400 $168,700 $291,400 $143,700 ($912,000) $13,900 Sub-Total
Total 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 Reserves
Ending 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 Balance
Slide 15 of 55June 26, 2013
The lack of
visibility was not
by accident!
Haha!!
Jazzing Up That Old Strategic Plan!
Slide 16 of 55June 26, 2013
Let’s take a step
backwards for a
moment.
Jazzing Up That Old Strategic Plan!
Slide 18 of 55June 26, 2013
StrengthsWeaknesses
OpportunitiesThreats
Jazzing Up That Old Strategic Plan!
Slide 19 of 55June 26, 2013
StrengthsWhat do you do well?Relative AdvantagesInternal
Jazzing Up That Old Strategic Plan!
Slide 20 of 55June 26, 2013
City of Weston Strengths• Location (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 21 of 55June 26, 2013
WeaknessesWhat do you not do well?Relative DisadvantagesInternal
Jazzing Up That Old Strategic Plan!
Slide 22 of 55June 26, 2013
City of Weston Weaknesses
ZERO, NONE, NADA, NIL, ZILCH
Jazzing Up That Old Strategic Plan!
Slide 23 of 55June 26, 2013
City of Weston “Hypothetical” Weaknesses
• Location (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 24 of 55June 26, 2013
OpportunitiesWhat could you exploit?ProspectsExternal
Jazzing Up That Old Strategic Plan!
Slide 25 of 55June 26, 2013
City of Weston Opportunities• Consolidation/regionalization/privatization of
services• Expansions at the airport and seaport• Enhancements along I-595 and I-75• Consolidation of E-911 system in Broward
County• Dissolution of the Resource Recovery Board
Jazzing Up That Old Strategic Plan!
Slide 26 of 55June 26, 2013
ThreatsWhat could trouble you?DangersExternal
Jazzing Up That Old Strategic Plan!
Slide 27 of 55June 26, 2013
City of Weston Threats• “A” - THE STATE LEGISLATURE• “B” - THE GOVENOR• “C” - ALL OF THE ABOVE!!• Healthcare, pension & OPEB costs• Demographics – changes in service demands
• And oh yeah…
Jazzing Up That Old Strategic Plan!
Slide 29 of 55June 26, 2013
Use your SWOT Analysis along with
other information and data trends to develop your assumptions of
future outcomes.
Jazzing Up That Old Strategic Plan!
Slide 30 of 55June 26, 2013
What do you do with all
this informatio
n?
Jazzing Up That Old Strategic Plan!
Slide 33 of 55June 26, 2013
A Capital Improveme
nt Plan (CIP) forces
you to project
your entire plan out
10+ years.
Jazzing Up That Old Strategic Plan!
Slide 34 of 55June 26, 2013
Meet with stakehold
ers to develop a
list of capital items.
Jazzing Up That Old Strategic Plan!
Slide 35 of 55June 26, 2013
Meet in a smaller group of senior
management to
prioritize the list of capital
items.
Jazzing Up That Old Strategic Plan!
Slide 36 of 55June 26, 2013
Develop funding sources and integrate the
projects into your projection starting with the highest priority projects
first.
Jazzing Up That Old Strategic Plan!
Slide 37 of 55June 26, 2013
Integrate debt service
payments or reserve accruals (“pay go”) into
the Plan.
Jazzing Up That Old Strategic Plan!
Slide 38 of 55June 26, 2013
If it goes well it should look like this…
Jazzing Up That Old Strategic Plan!
Cute isn’t it?
Slide 39 of 55June 26, 2013
At this point you should have:• A 10-year projection of operating revenues
and expenses• A SWOT Analysis – most helpful in forecasting
and crisis prevention management• A 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 41 of 55June 26, 2013
Just 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 43 of 55June 26, 2013
Hold a workshop with your elected officials.
Jazzing Up That Old Strategic Plan!
Slide 44 of 55June 26, 2013
Every elected official’s biggest concern is always…
Jazzing Up That Old Strategic Plan!
Slide 45 of 55June 26, 2013
Make sure you’ve
projected taxes in a
smart, responsibl
e manner…
Jazzing Up That Old Strategic Plan!
Slide 47 of 55June 26, 2013
Then meet with each elected official
individually.
Jazzing Up That Old Strategic Plan!
Slide 48 of 55June 26, 2013
Make minor accommodatio
ns where appropriate.
Jazzing Up That Old Strategic Plan!
Slide 49 of 55June 26, 2013
Get the elected
officials to accept or adopt the
Plan.
Jazzing Up That Old Strategic Plan!
Slide 52 of 55June 26, 2013
You 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 Threats• Communicating the organization’s future
with the public and future elected officials• Evaluating the effectiveness of the
organization in meeting its long-range objectives and challenges
Jazzing Up That Old Strategic Plan!
Slide 53 of 55June 26, 2013
Once you complete one successfully be prepared
to…
Jazzing Up That Old Strategic Plan!
Slide 54 of 55June 26, 2013
The City of Weston’s Strategic Value and Business Plan is on the City’s website at:
WWW.WESTONFL.ORGCheck the Finance Department page
Jazzing Up That Old Strategic Plan!