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PRIORITY BASED BUDGETING (Part II)
Looking at the Budget
through a
“NEW LENS”

Kathie Novak, Jon Johnson &
Chris Fabian
November 14, 2013
1
A Brief Introduction

JON JOHNSON

CHRIS FABIAN

2
3
The BUDGET ….

From an Elected Officials
Perspective
4
5
6
7
8
What are your Elected Officials
really thinking?
• What does all this financial information really tell me?
o Are you saying everything is fine ?
o Are you saying we need to make cuts ?
o Are you saying we need to raise taxes ?
o Are you saying we have more money to spend ?
• What are you asking me to decide ?
OR

• Are you just wanting my “rubber stamp” of approval ?
9
The Beginnings ….
Fiscal Health &
Priority Based Budgeting

10
DOES THIS LOOK FAMILIAR ?????
$300,000,000

Fund Balance
Uses of Funding

$250,000,000

$200,000,000

$150,000,000

$100,000,000

2010-2011 Budget Forecast

2009-2010 Projected Budget

Sources of Funding

$50,000,000

$2000

2001

2002

2003

2004

2005

2006

2007

2008

2009

2010

$(50,000,000)

$(100,000,000)

$(150,000,000)

11
“Over the Counter” Treatments
Treatment Options:
• Fees for Service = Cost of
Delivery
• Freeze Vacant Positions
(Temporaries?)
• Across the Board “Cuts”
• Defer/Delay Capital Projects
• “Sharpen” Revenue
Billing/Collection
• Consolidated
Purchasing/Contracting
• Sell Underutilized Assets
• Cost Allocation/Overhead
Transfers
• Freeze Salaries/Overtime

Treatment Considerations:
• Only a Short-Term “Fix” to
Relieve Pain
• Safe to apply with minimal
diagnosis
• Must have follow up
diagnosis
12
“Emergency-Room” Treatments
Treatment Options:
• Across the Board Budget
“Amputation”
• Hiring Freeze/Furloughs
• Reduction in Workforce
• 4-Day work weeks
• Reduce Services
• Spend “Savings” Reserves
• Early Retirement
Incentives
• Outsourcing/Shared
Services
• Resize or Restructure

Treatment Considerations:
• Don’t apply without
diagnosis
• Don’t be guilty of
malpractice
• Only to “Stop the Bleeding”
13
“Cosmetic” Treatments
(Not a Solution!!!)
 Accounting Gimmicks

 Shifting Operational Costs to Capital Budgets
 Deferring Compensation
 Underfund Accrued Liabilities
 Short –term borrowing
 “Distort” estimates or projections

14
Achieving Fiscal Health & Wellness
2 Strategic Initiatives

Fiscal Health

Long-term Fiscal Wellness

15
BRINGING VISION INTO FOCUS
WITH A NEW “LENS”

16
17
18
19
From 2007

Across the Board Cuts Address $14.5 Billion Shortfall
 California Governor’s Office: “Across-the-board

approach spreads reductions as evenly as possible so
no single program gets singled out.”

 Reaction: “the governor’s approach would be like a

family deciding to cuts its monthly mortgage
payment, dining-out tab and Netflix subscription each
by 10%, rather than eliminating the restaurant and
DVD spending in order to keep up the house
payments.”
20
According to Moody’s:
 Across-the-Board versus Targeted Budget Cuts
 “Across-the-board cuts can be a way to avoid tough

decisions”
 “Targeted cuts require a serious discussion of
community values, relative benefits of different
services, and long-term implications”

 Moody's wants to see how local governments
plan for and respond to financial challenges

over the long term

 “Making targeted cuts can demonstrate a more

strategic approach to managing the fiscal crisis”
21
“Across the board cuts spreads the
pain evenly and also evenly
spreads the mediocrity”
- Budget Director for the State of Louisiana

22
Achieving Long-Term Fiscal Wellness

23
STEPS to SUCCESS – Priority Based Budgeting
1. Determine Results

 Accurate prioritization of programs, reflecting the organization’s stated

objectives, depends on the comprehensive identification of the Results
it is in business to achieve

2. Clarify Result Definitions

 Precision in prioritization depends on the articulation of the cause and

effect relationship between a program and a Result
 Using clearly defined “Result Maps”, detailing the factors that influence
the way Results are achieved, the organization can minimize subjectivity
in the process of linking programs with its Results

3. Identify Programs and Services

 Comparing individual programs and services as opposed to comparing

departments that provide those services allows for better prioritization

4. Value Programs Based on Results

 With the right Results that are clearly defined, the organization can more

accurately “value” a program relative to its influence on achieving
Results

5. Allocate Resources Based on Priorities

 Using “Resource Alignment Diagnostic Tool”
24
Strategic Questions
1. What are we in “business” to do?

25
What are “Results”
• High-level and over-arching reasons the organization
exists in the eyes of the community
• Remain consistent and unchanged over time
• Comprehensive

• Distinguished from (i.e. “Results” are not…)
o Vision or Mission Statements
o Organizational Values
• How we want to achieve our results
o “Marketing” statements
• Look and feel of the community
o Specific short-term, projects, goals or initiatives
26
Step 1: Determine Results
City of Grand Island, Nebraska
Community Results

Stewardship of the Environment
Safe Community
Strategic, Sustainable and Maintained
Development
Mobility Options

Efficient Services
Transparent Services

Financial Stewardship
High-quality Workforce
Regulatory Compliance

• Used to Differentiate Programs Offered to the
Community
• Not All Programs Achieve these Results
• Programs that Achieve Many Results, with a High
Degree of Influence, Achieve Highly in Prioritization
(demonstrate high degree of relevance)

Quality Service Results

• Every Program Should Achieve these Results (though
potentially, not every program does)
• Not Used to Differentiate the Relevance of Programs
in Prioritization

Governance Results

• Used to Differentiate Programs Designed to Support
Governance
27
28
29
Validating Results

30
Step 2: Clarify Result Definitions
(Result Maps)
City of Boulder, CO
Results
 Accessible &
Connected Community
 Economically Vital
Community
 Healthy Environment
& Community
 Inclusive & Socially
Thriving Community


Safe Community
31
Defining Results
Result Mapping Exercise

32
Creating Result Maps

33
City of Grand Island, Nebraska

des for the
wal of the
ment through
ng and reuse

regulates
erly and
balanced
nity

Identify and Define Results
Manages and mitigates factors
that impact environmental
quality and sustainability

Stewardship of the
Environment

Manages and
mitigates factors that
impact environmental
Encourages energy
quality and
conservation and
efficiency through sustainability

education, incentives and
the provision of alternative
solutions

Controls and abates
threats to the
environment caused by
Provides for the
nature

renewal of the
environment through
recycling and reuse

STEWARDSHIP
of the
ENVIRONMENT

Promotes and
regulates a clean,
orderly and
ecologically balanced
community

Encourages energy
conservation and
efficiency through
education, incentives
and the provision of
alternative solutions

Controls and abates
threats to the
environment cased by
nature
34
The City of Chandler, Arizona
Protects the Community
by justly enforcing the
law, promptly
responding to calls for
service and being
prepared for all
emergency situations
Ensures regulatory
compliance in order to
protect property, the
environment and the
lives of its residents and
visitors

Offers a variety of safe
activities and safety
education to engage
with youth and families

SAFE
COMMUNIT
Y

Provides safe traffic flow,
safe roads and a wellmaintained
transportation system

Fosters a feeling of
personal safety through
a visible and
approachable presence
that ensures proactive
prevention and responds
to community concerns
35
The City of Wheat Ridge, Colorado
Offers and supports a variety of
safe activities and facilities that
provide for the physical health
and social well-being of the
community
Provides for the protection and
sustainability of the
environment through
regulatory compliance,
planning and effective
stormwater management

SAFE
COMMUNITY
Provides for a safe
transportation network that is
well-maintained, accessible,
enhances traffic flow and
offers safe mobility to motorists,
cyclists and pedestrians alike

Fosters a feeling of personal
safety throughout the
community by establishing a
visible, accessible presence
that proactively provides for
prevention, intervention, safety
education, and community
involvement

Offers protection, enforces the
law and is well-prepared to
promptly and effectively
respond to emergencies and
calls for service
Creates a secure, wellregulated, well-maintained
community that is healthy,
clean, well-lit and visually
attractive
36
The Town of Christiansburg, Virginia
Provides assurance of
regulatory and policy
compliance to
minimize and mitigate
risk
Attracts, motivates and
develops a high-quality
workforce, dedicated
to public service

Protects and prudently
manages its financial,
human, physical and
technology resources

GOOD
GOVERNANCE
(Sound Financial Entity)

Enables and enhances
transparency,
accountability,
integrity, efficiency and
innovation in all
operations

Supports decisionmaking with timely and
accurate short-term
and long-range
analysis
Responsive, accessible
and courteous to its
customers

37
Role of the Council/Board
• Have transparent access to listing of all programs
offered along with associated costs and FTE
• Educate themselves on the variety and diversity of
programs offered

Role of the Citizens
• Have transparent access to listing of all programs
offered along with associated costs and FTE
• Be informed about the nature of the programs
offered to residents businesses and visitors

38
Strategic Questions
1. What are we in “business” to do?
2. What exactly do we do?

39
Identify “Programs” within Departments/
Divisions
 Departments develop their own

“program” inventories

 Comprehensive list of “what we do”
 Comparing relative value of programs,

not relative value of departments

CITY OF BOULDER, COLORADO
Department Program Inventory
Monday, July 26, 2010
Directions: For all of the programs and services
in your department, identify the program
name. When completed, please e-mail the
Program Inventory back to Jim Reasor

Fund
No.

Department Providing Program

Program Name

010

 Goldilocks & the Three Bears: Not too

big, not too small, just right!
 TOO BIG = Departments/Divisions
 TOO SMALL = Tasks
 JUST RIGHT = Measure relative size
based on costs/people associated
with program to more discretely
demonstrate how resources are
used

Community Planning & Sustainability

General Business Assistance

010

Community Planning & Sustainability

Business Retention and Expansion

010

Community Planning & Sustainability

010

Community Planning & Sustainability

Business Incentive Programs
Business Partnerships and
Sponsorships

140

Community Planning & Sustainability

Energy Decarbonization

140

Community Planning & Sustainability

Green Job Creation

140

Community Planning & Sustainability

Climate Adaptation Planning

112

Community Planning & Sustainability

Comprehensive Planning

112

Community Planning & Sustainability

Intergovernmental Relations

112

Community Planning & Sustainability

Historic Preservation

112

Community Planning & Sustainability

Ecological Planning

City of Boulder, Colorado

40
OBJECTIVES for
Developing Program Inventories
 Create a comprehensive listing of all services

offered by each operating division (to both
“external” and “internal” users)

 Provide a better understanding of “what we do” to

staff, administration, elected officials and citizens

 Provide a framework to better understand how

resources are used to support “what we do”

 Provide a valuable tool for staff, management and

elected officials to use when faced with budgetary
“choices” about how funds are distributed.

 Allow for the preparation and discussion of a

“program budget” rather than a “line-item budget”
41
Defining Programs
 To determine “just right”, look for “differences” that

might help determine if an activity can be defined as a
“stand-alone” program
 “Who” are you doing the activity for?


Does it benefit a specific demographic group or population?

 “What” are you doing the service to?


Does it affect a specific property or asset (infrastructure, facility,
etc.)

 “How” is it funded? – Is there someone paying for it?


Are there revenue sources associated directly with the program
(“Program Revenues”)

 What “type” of service are you providing?


Preventative, Replacement; Repair/Maintenance; Instruction;
Protection; Informative; etc.
42
Defining Programs
 Has someone told us we “have to do it?”


Are there statutes, ordinances, resolutions, or other legislative
documents that require us to provide the service?

 Is there an “End Product” as a result of doing it?


Does the external or internal user get something tangible
when the service is delivered?

 “Is there someone outside the organization that

“does the same thing”?


Does a private business offer a similar service (“Yellow Pages
test”)

 Do we “advertise” that we do it?


Is there a separate phone directory or website reference to
the service?
43
How to
Identify Program Costs
 1) Associate Salary & Benefit Costs with your
Personnel
 2) Assign Personnel to the Programs they

Provide

 3) Associate Non-Personnel Costs with
Programs
 4) Line item Budget is now expressed as a
Program Budget!
44
1) Associate Salary & Benefit Costs
with your Personnel

•

Key is understanding how personnel line items are distributed (per FTE, on a
percentage of salary basis, etc.)
45
2) Assign Personnel to the
Programs they Provide

•
•
•

Estimate for a given year (this is not a time study!)
Accuracy, not precision, is the goal
Can’t allocate an FTE over 100% (no matter how overworked they think they are)
46
3) Associate Non-Personnel Costs
with Programs

• Choose a reasonable allocation methodology:
• Divide costs by FTE (i.e. supplies line item)
• Assign costs directly to program (i.e. annual audit)
47
Role of the Council/Board
• Have transparent access to listing of all programs
offered along with associated costs and FTE
• Educate themselves on the variety and diversity of
programs offered

Role of the Citizens
• Have transparent access to listing of all programs
offered along with associated costs and FTE
• Be informed about the nature of the programs
offered to residents businesses and visitors

48
Strategic Questions
1. What are we in “business” to do?
2. What exactly do we do?

3. How do we figure out what is “core” OR
What is of the highest importance?

49
Step 4: Score Programs against
Results & Attributes
City of Boulder’s Results

Basic Program Attributes

 Accessible & Connected

 Mandated to Provide the






Community
Economically Vital
Community
Healthy Environment &
Community
Inclusive & Socially
Thriving Community
Safe Community







Program
Reliance on the City to
Provide the Program
Cost Recovery of the
Program
Change in Demand for
the Program
Size of Population Served
And/or any other criteria
that is relevant to your
community
50
Simple Scoring Scale –
“Degree” of Relevance to a Result
4 = Program has an essential or critical
role in achieving Result

3 = Program has a strong influence on

“High Degree”
of Relevance

achieving Result

2 = Program has some degree of
influence on achieving Result

1 = Program has minimal

(but some)
influence on achieving Result

0 = Program has no influence on
achieving Result

“Lower Degree” of
Relevance (still a
clear connection)

No Clear
Connection
51
Basic Program Attributes:
Mandated to Provide Program
• Programs that are mandated by another level of government (i.e.

federal, state or county) will receive a higher score for this attribute
compared to programs that are mandated solely by the City or
have no mandate whatsoever.
• The grading criterion established to score programs, on a 0 to 4
scale is as follows:
o 4 = Required by Federal, State or County legislation
o 3 = Required by Charter or incorporation documents OR to
comply with regulatory agency standards
o 2 = Required by Code, ordinance, resolution or policy OR to fulfill
executed franchise or contractual agreement
o 1 = Recommended by national professional organization to
meet published standards, other best practice
o 0 = No requirement or mandate exists
52
Basic Program Attributes:
Reliance on City to Provide Program
• Programs for which residents, businesses and visitors can look only to the

City to obtain the service will receive a higher score for this attribute
compared to programs that may be similarly obtained from another
intergovernmental agency or a private business.
• The grading criterion established to score programs, on a 0 to 4 scale is
as follows:
o 4 = City is the sole provider of the program and there are no other
public or private entities that provide this type of service
o 3 = City is currently the sole provider of the program but there are
other public or private entities that could be contracted to provide a
similar service
o 2 = Program is only offered by another governmental, non-profit or
civic agency
o 1 = Program is offered by other private businesses but none are
located within the City limits
o 0 = Program is offered by other private businesses located within the
City limits
53
Basic Program Attributes:
Change in Demand for Program
•

•

Programs demonstrating an increase in demand or utilization will receive a
higher score for this attribute compared to programs that show no growth
in demand for the program. Programs demonstrating a decrease in
demand or utilization will actually receive a negative score for this
attribute.
The grading criterion established to score programs, on a -4 to 4 scale is as
follows:
o 4 = Program experiencing a SUBSTANTIAL increase in demand of 25% or
more
o 3 = Program experiencing a SIGNIFICANT increase in demand of 15%
to 24%
o 2 = Program experiencing a MODEST increase in demand of 5% to 14%
o 1 = Program experiencing a MINIMAL increase in demand of 1% to 4%
o 0 = Program experiencing NO change in demand
o -1 = Program experiencing a MINIMAL decrease in demand of 1% to 4%
o -2 =Program experiencing a MODEST decrease in demand of 5% to 14%
o -3 =Program experiencing a SIGNIFICANT decrease in demand of 15%
to 24%
o -4 =Program experiencing a SUBSTANTIAL decrease in demand of 25%
or more
54
Basic Program Attributes:
Cost Recovery of Program
•

•

Programs that demonstrate the ability to “pay for themselves” through
user fees, intergovernmental grants or other user-based charges for
services will receive a higher score for this attribute compared to
programs that generate limited or no funding to cover their cost.
The grading criterion established to score programs, on a 0 to 4 scale
is as follows:
o 4 = Fees generated cover 75% to 100% of the cost to provide the
program
o 3 = Fees generated cover 50% to 74% of the cost to provide the
program
o 2 = Fees generated cover 25% to 49% of the cost to provide the
program
o 1 = Fees generated cover 1% to 24% of the cost to provide the
program
o 0 = No fees are generated that cover the cost to provide the
program
55
Basic Program Attributes:
Portion of Community Served by Program
• Programs that benefit or serve a larger segment of the City’s
residents, businesses and/or visitors will receive a higher score for
this attribute compared to programs that benefit or serve only a
small segment of these populations.
• The grading criterion established to score programs, on a 0 to 4
scale is as follows:
o 4 = Program benefits/serves the ENTIRE community (100%)
o 3 = Program benefits/serves a SUBSTANTIAL portion of the
community (at least 75%)
o 2 = Program benefits/serves a SIGNIFICANT portion of the
community (at least 50%)
o 1 = Program benefits/serves SOME portion of the community
(at least 10%)
o 0 = Program benefits/serves only a SMALL portion of the
community (less than 10%)
56
Identify “Value” of Program Based on
their Influence on Results
Individual Department Program Scorecard

Evaluation Criteria

Thursday, January 28, 2010
Directions: For all the programs in your department,
please rate how these programs score in the four
Basic Attributes and they influence the City’s ability
to achieve its Priority Results. When completed,
please email the Program Scorecard back to
mariah.dabel@sanjoseca.gov

Basic Program Attributes
Mandated to
Cost Recovery
Provide
of Program
Program

Change in
Demand for
Service

-4 to 4 Scale
('4=demand
0-4 Scale
0-4 Scale
significantly
(4=State/Federal
based on Percentage
decreasing;
Mandate; 2=Charter; (4=75-100%; 3=504=demand
1=Ordinance/Resolut 74%; 2=25-49%; 1=1significantly
ion; 0=No Mandate)
24%)
increasing)'

Department
Office of Economic
Development
Office of Economic
Development
Office of Economic
Development
Office of Economic
Development
Office of Economic
Development
Office of Economic
Development
Office of Economic
Development
Office of Economic
Development
Office of Economic
Development

Program
Business Attraction/
Expansion Assistance
International Business
Relations/Sister City
Economic Strategy, Policy
and Analysis

Priority Results
Reliance on
City to Provide
Service
0 to 4 Scale
(4=Only City can
provide service;
2=Only public
entities can provide
service; '0=other
entities can provide
service)'

Safe City

Prosperous
Economy

Green,
Sustainable
City

Attractive,
Vibrant
Community

Reliable,
WellMaintained
Infrastructur
e

On a scale of 0 to 4 points , 0 = program has no influence on achieving the
Result; 1 = program has some influence, though minimal; 2 = program
influences the Result; 3 = program has a strong influence on the Result; 4 =
program is essential to achieving the Results

Enter Score Below Enter Score Below Enter Score Below Enter Score Below Enter Score Below Enter Score Below Enter Score Below Enter Score Below Enter Score Below

4

2

4

4

2

4

3

2

0

0

1

2

2

0

2

1

1

0

1

2

4

2

0

3

3

2

0

Downtown Management

1

2

4

4

3

2

0

3

4

Arts / Festival Grants and
Assistance

1

1

3

0

1

3

1

4

1

K-12 Arts Education

0

0

2

0

1

2

0

4

0

1

0

2

4

1

3

1

4

1

1

1

2

0

1

2

2

4

3

1

1

3

0

1

2

1

4

2

Cultural Planning, Policy
and Initiatives / Arts
Commission
Public Art Project
Management
Public Art Master Plan
Implementation and
Interagency Coordination

57
Not all Results are of Equal Relevance:
Result “Weighting Factor”

*Result “Weighting Factor” applied to program scores for each

Result

58
Strategic Questions
1. What are we in “business” to do?

2. What exactly do we do?
3. How do we figure out what is “core” OR What

is of the highest importance?

4. How do we know we are successful?

59
Peer Review
(Quality Control) Process

60
Role of the Council/Board
• Have transparent access to listing of all programs
offered along with associated costs and FTE
• Educate themselves on the variety and diversity of
programs offered

Role of the Citizens
• Have transparent access to listing of all programs
offered along with associated costs and FTE
• Be informed about the nature of the programs
offered to residents businesses and visitors

61
Strategic Questions
1. What are we in “business” to do?
2. What exactly do we do?
3. How do we figure out what is “core” OR What is

of the highest importance?
4. How do we know we are successful?

5. How do we ask “better” questions that

lead to “better” decisions about “what we
do” and “why we do it”?
62
Defining Quartile Groupings
Q4

Total Number of Programs

0.0
1
4
7
10
13
16
19
22
25
28
31
34
37
40
43
46
49
52
55
58
61
64
67
70
73
76
79
82
85
88
91
94
97
100
103

Q3
Q2
Q1
Total Score for Community Oriented Programs

10.0

20.0

30.0

40.0

50.0

60.0

70.0

80.0

Quartile 4:
58 Programs

Quartile 1
Quartile 2

Quartile 3
Quartile 4

Quartile 1:
79 Programs

Quartile 3:
103 Programs

Quartile 2:
103 Programs

Key:
Programs are grouped into
Quartiles (not ranked, one
versus the other)
City of Boulder, Colorado

63
Step 5: Allocate Resources Based on
Prioritization

Quartile Ranking

(Quartile 1: Highest Rated Programs;
Quartile 4: Lowest Rated Programs)

Prioritization Array: Combined City-wide Programs
1

$85,915,772

2

$51,726,155

3

$21,505,297

4

$7,498,842

$-

79 Programs
103 Programs
103 Programs

58 Programs

$10,000,000 $20,000,000 $30,000,000 $40,000,000 $50,000,000 $60,000,000 $70,000,000 $80,000,000 $90,000,000 $100,000,000

City of Boulder, Colorado
64
“Resource Alignment Diagnostic Tool”
City of Boulder, CO

Program Type:

Funding Source:

Prioritization Perspective:
(City-wide, Fund, Funds)

(All Departments, Specific)

(Est. Budget, Gen Gov Revenue,
Program Revenues)

City-wide

(All Programs, Governance,
Community-oriented)

Choose Department:

All Departments

Total Estimated Budget

Community-Oriented
Programs

October 30, 2012

Quartile Ranking

(Qua rti l e 1: Hi ghest Rated Progra ms;
Qua rti l e 4: Lowes t Rated Progra ms)

Priority Based Budgeting: Spending Array Perspectives
1

$85,915,772

2

$51,726,155

3

$21,505,297

4

$7,498,842
$-

$10,000,000

$20,000,000

$30,000,000

$40,000,000

$50,000,000

$60,000,000

$70,000,000

$80,000,000

$90,000,000

$100,000,000

Quartile Ranking

2011 Budget

2012-13 Proposed Budget

Increase (Reduce) %

Impact

2012-13 Target Budget

Programs in Array

Qrt 1

$0

$85,915,772

0.00%

$0

$85,915,772

88

Qrt 2

$0

$51,726,155

0.00%

$0

$51,726,155

116

Qrt 3

$0

$21,505,297

$21,505,297

110

Qrt 4

$7,498,842

0.00%
2-10%
0.00%

$0

$0

$0

$7,498,842

54

$0

$166,646,067

0.00%

$0

$166,646,067

368

TOTALS

65
66
Role of the Council/Board
• Have transparent access to listing of all programs
offered along with associated costs and FTE
• Educate themselves on the variety and diversity of
programs offered

Role of the Citizens
• Have transparent access to listing of all programs
offered along with associated costs and FTE
• Be informed about the nature of the programs
offered to residents businesses and visitors

67
“Looking Through the
“New Lens”
• Which programs are of the highest priority in terms of
achieving what is expected by the community?
o And which are of lesser importance?

• Which programs are truly mandated for us to provide
o And how much does it cost to provide them?

• Which programs are offered because they are “selfimposed” ?
• Which programs are offered for which there are no
other service providers?
• Are there programs might lend themselves to
public/private partnerships?
68
“Looking Through the
“New Lens”
• Who in the private sector is offering programs
that are similar in nature?
o And should we consider” getting out of that business”?

• Which programs are experiencing an increasing
level of demand from the community?
o And which are experiencing a decreasing need?

• Are there programs offered that are not helping
us achieve our intended “Results”?

• What are we spending to achieve our “Results”?
69
Strategic Questions
1. What are we in “business” to do?
2. What exactly do we do?
3. How do we figure out what is “core” OR What is of

the highest importance?
4. How do we know we are successful?
5. How do we ask “better” questions that lead to
“better” decisions about “what we do” and “why
we do it”?

6. What do you want to “keep” (not “What do you
want to cut”) – THE ROLE OF CITIZENS
70
Keys to Public Engagement
 1.) Determine objective for engaging the Public
 Is it a “Means to an End” or an “End in and of Itself”?

 2.) Design the role of the Public so it will have a

meaningful influence

 3.) Ensure higher participation – GO TO THEM
 Use the Web
 Mail enclosures with Newsletters or Utility Bills
 Attend Community Meetings (i.e. Chamber of
Commerce; Civic Groups; School Board; HOA
Meetings)
 Set up kiosks at Library, Rec Center, Senior Center, etc.
71
Many Challenges Inherent to
Engaging Public
 Level of discussion

too “Big Picture”
 Conversation is

framed contentiously
(and possibly with
“fear”)
 Unclear about

“how” citizens will be
able to participate
72
Engaging Public in New Discussion About
“What They Want to Keep”

73
Valuing the Results of Government
Invest $100 in Results, according to their relative importance
Valuing the Results of Government

Thursday, February 04, 2010

Giving Emphasis to the Priorities of Government
Directions: The results that our Government strives to achieve are identified in the table below. As a citizen, your job is to help the City understand clearly
the results that you value most. For this exercise, you are to imagine having $100 to invest in achieving the City's results. Where would you invest your
money? You can distribute the funds evenly to all results, you can invest all of your money in one single result, or you can invest your money toward the
achievement of various results emphasizing those which are most important to you. Spend the $100 until it's gone by typing the amount you intend to invest
in a result into the empty box to the "right" of the Result Statement.
Money You Started With

$100

Money You Have Invested

$100

Money You Have Left

$0

(When this box reads "$0" you have completed Step 1.)

Results of Government

Amount of Money Citizen
Intends to Invest in Result

A Safe Community

$

30

Strong Neighborhoods and a Sense of Community

$

5

Economic Vitality

$

20

Culture, Recreation and Learning Opportunities

$

15

Stewardship of the Environment

$

10

Effective Transportation and M obility Options

$

20
74
On-Line Town Forum

75
Thank You !

www.pbbcenter.org

Jon Johnson, Co-Founder
303-909-9052 (cell)
jjohnson@pbbcenter.org

Chris Fabian, Co-Founder
303-520-1356 (cell)
cfabian@pbbcenter.org

Kathie Novak, Senior Advisor
720-339-5845 (cell)
the.kathie.novak@gmail.com
Copyright ©2009 by Chris Fabian and Jon Johnson d/b/a the Center for Priority Based Budgeting,
Denver, Colorado.

76

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Nlc pbb presentation

  • 1. PRIORITY BASED BUDGETING (Part II) Looking at the Budget through a “NEW LENS” Kathie Novak, Jon Johnson & Chris Fabian November 14, 2013 1
  • 2. A Brief Introduction JON JOHNSON CHRIS FABIAN 2
  • 3. 3
  • 4. The BUDGET …. From an Elected Officials Perspective 4
  • 5. 5
  • 6. 6
  • 7. 7
  • 8. 8
  • 9. What are your Elected Officials really thinking? • What does all this financial information really tell me? o Are you saying everything is fine ? o Are you saying we need to make cuts ? o Are you saying we need to raise taxes ? o Are you saying we have more money to spend ? • What are you asking me to decide ? OR • Are you just wanting my “rubber stamp” of approval ? 9
  • 10. The Beginnings …. Fiscal Health & Priority Based Budgeting 10
  • 11. DOES THIS LOOK FAMILIAR ????? $300,000,000 Fund Balance Uses of Funding $250,000,000 $200,000,000 $150,000,000 $100,000,000 2010-2011 Budget Forecast 2009-2010 Projected Budget Sources of Funding $50,000,000 $2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 $(50,000,000) $(100,000,000) $(150,000,000) 11
  • 12. “Over the Counter” Treatments Treatment Options: • Fees for Service = Cost of Delivery • Freeze Vacant Positions (Temporaries?) • Across the Board “Cuts” • Defer/Delay Capital Projects • “Sharpen” Revenue Billing/Collection • Consolidated Purchasing/Contracting • Sell Underutilized Assets • Cost Allocation/Overhead Transfers • Freeze Salaries/Overtime Treatment Considerations: • Only a Short-Term “Fix” to Relieve Pain • Safe to apply with minimal diagnosis • Must have follow up diagnosis 12
  • 13. “Emergency-Room” Treatments Treatment Options: • Across the Board Budget “Amputation” • Hiring Freeze/Furloughs • Reduction in Workforce • 4-Day work weeks • Reduce Services • Spend “Savings” Reserves • Early Retirement Incentives • Outsourcing/Shared Services • Resize or Restructure Treatment Considerations: • Don’t apply without diagnosis • Don’t be guilty of malpractice • Only to “Stop the Bleeding” 13
  • 14. “Cosmetic” Treatments (Not a Solution!!!)  Accounting Gimmicks  Shifting Operational Costs to Capital Budgets  Deferring Compensation  Underfund Accrued Liabilities  Short –term borrowing  “Distort” estimates or projections 14
  • 15. Achieving Fiscal Health & Wellness 2 Strategic Initiatives Fiscal Health Long-term Fiscal Wellness 15
  • 16. BRINGING VISION INTO FOCUS WITH A NEW “LENS” 16
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  • 20. From 2007 Across the Board Cuts Address $14.5 Billion Shortfall  California Governor’s Office: “Across-the-board approach spreads reductions as evenly as possible so no single program gets singled out.”  Reaction: “the governor’s approach would be like a family deciding to cuts its monthly mortgage payment, dining-out tab and Netflix subscription each by 10%, rather than eliminating the restaurant and DVD spending in order to keep up the house payments.” 20
  • 21. According to Moody’s:  Across-the-Board versus Targeted Budget Cuts  “Across-the-board cuts can be a way to avoid tough decisions”  “Targeted cuts require a serious discussion of community values, relative benefits of different services, and long-term implications”  Moody's wants to see how local governments plan for and respond to financial challenges over the long term  “Making targeted cuts can demonstrate a more strategic approach to managing the fiscal crisis” 21
  • 22. “Across the board cuts spreads the pain evenly and also evenly spreads the mediocrity” - Budget Director for the State of Louisiana 22
  • 24. STEPS to SUCCESS – Priority Based Budgeting 1. Determine Results  Accurate prioritization of programs, reflecting the organization’s stated objectives, depends on the comprehensive identification of the Results it is in business to achieve 2. Clarify Result Definitions  Precision in prioritization depends on the articulation of the cause and effect relationship between a program and a Result  Using clearly defined “Result Maps”, detailing the factors that influence the way Results are achieved, the organization can minimize subjectivity in the process of linking programs with its Results 3. Identify Programs and Services  Comparing individual programs and services as opposed to comparing departments that provide those services allows for better prioritization 4. Value Programs Based on Results  With the right Results that are clearly defined, the organization can more accurately “value” a program relative to its influence on achieving Results 5. Allocate Resources Based on Priorities  Using “Resource Alignment Diagnostic Tool” 24
  • 25. Strategic Questions 1. What are we in “business” to do? 25
  • 26. What are “Results” • High-level and over-arching reasons the organization exists in the eyes of the community • Remain consistent and unchanged over time • Comprehensive • Distinguished from (i.e. “Results” are not…) o Vision or Mission Statements o Organizational Values • How we want to achieve our results o “Marketing” statements • Look and feel of the community o Specific short-term, projects, goals or initiatives 26
  • 27. Step 1: Determine Results City of Grand Island, Nebraska Community Results Stewardship of the Environment Safe Community Strategic, Sustainable and Maintained Development Mobility Options Efficient Services Transparent Services Financial Stewardship High-quality Workforce Regulatory Compliance • Used to Differentiate Programs Offered to the Community • Not All Programs Achieve these Results • Programs that Achieve Many Results, with a High Degree of Influence, Achieve Highly in Prioritization (demonstrate high degree of relevance) Quality Service Results • Every Program Should Achieve these Results (though potentially, not every program does) • Not Used to Differentiate the Relevance of Programs in Prioritization Governance Results • Used to Differentiate Programs Designed to Support Governance 27
  • 28. 28
  • 29. 29
  • 31. Step 2: Clarify Result Definitions (Result Maps) City of Boulder, CO Results  Accessible & Connected Community  Economically Vital Community  Healthy Environment & Community  Inclusive & Socially Thriving Community  Safe Community 31
  • 34. City of Grand Island, Nebraska des for the wal of the ment through ng and reuse regulates erly and balanced nity Identify and Define Results Manages and mitigates factors that impact environmental quality and sustainability Stewardship of the Environment Manages and mitigates factors that impact environmental Encourages energy quality and conservation and efficiency through sustainability education, incentives and the provision of alternative solutions Controls and abates threats to the environment caused by Provides for the nature renewal of the environment through recycling and reuse STEWARDSHIP of the ENVIRONMENT Promotes and regulates a clean, orderly and ecologically balanced community Encourages energy conservation and efficiency through education, incentives and the provision of alternative solutions Controls and abates threats to the environment cased by nature 34
  • 35. The City of Chandler, Arizona Protects the Community by justly enforcing the law, promptly responding to calls for service and being prepared for all emergency situations Ensures regulatory compliance in order to protect property, the environment and the lives of its residents and visitors Offers a variety of safe activities and safety education to engage with youth and families SAFE COMMUNIT Y Provides safe traffic flow, safe roads and a wellmaintained transportation system Fosters a feeling of personal safety through a visible and approachable presence that ensures proactive prevention and responds to community concerns 35
  • 36. The City of Wheat Ridge, Colorado Offers and supports a variety of safe activities and facilities that provide for the physical health and social well-being of the community Provides for the protection and sustainability of the environment through regulatory compliance, planning and effective stormwater management SAFE COMMUNITY Provides for a safe transportation network that is well-maintained, accessible, enhances traffic flow and offers safe mobility to motorists, cyclists and pedestrians alike Fosters a feeling of personal safety throughout the community by establishing a visible, accessible presence that proactively provides for prevention, intervention, safety education, and community involvement Offers protection, enforces the law and is well-prepared to promptly and effectively respond to emergencies and calls for service Creates a secure, wellregulated, well-maintained community that is healthy, clean, well-lit and visually attractive 36
  • 37. The Town of Christiansburg, Virginia Provides assurance of regulatory and policy compliance to minimize and mitigate risk Attracts, motivates and develops a high-quality workforce, dedicated to public service Protects and prudently manages its financial, human, physical and technology resources GOOD GOVERNANCE (Sound Financial Entity) Enables and enhances transparency, accountability, integrity, efficiency and innovation in all operations Supports decisionmaking with timely and accurate short-term and long-range analysis Responsive, accessible and courteous to its customers 37
  • 38. Role of the Council/Board • Have transparent access to listing of all programs offered along with associated costs and FTE • Educate themselves on the variety and diversity of programs offered Role of the Citizens • Have transparent access to listing of all programs offered along with associated costs and FTE • Be informed about the nature of the programs offered to residents businesses and visitors 38
  • 39. Strategic Questions 1. What are we in “business” to do? 2. What exactly do we do? 39
  • 40. Identify “Programs” within Departments/ Divisions  Departments develop their own “program” inventories  Comprehensive list of “what we do”  Comparing relative value of programs, not relative value of departments CITY OF BOULDER, COLORADO Department Program Inventory Monday, July 26, 2010 Directions: For all of the programs and services in your department, identify the program name. When completed, please e-mail the Program Inventory back to Jim Reasor Fund No. Department Providing Program Program Name 010  Goldilocks & the Three Bears: Not too big, not too small, just right!  TOO BIG = Departments/Divisions  TOO SMALL = Tasks  JUST RIGHT = Measure relative size based on costs/people associated with program to more discretely demonstrate how resources are used Community Planning & Sustainability General Business Assistance 010 Community Planning & Sustainability Business Retention and Expansion 010 Community Planning & Sustainability 010 Community Planning & Sustainability Business Incentive Programs Business Partnerships and Sponsorships 140 Community Planning & Sustainability Energy Decarbonization 140 Community Planning & Sustainability Green Job Creation 140 Community Planning & Sustainability Climate Adaptation Planning 112 Community Planning & Sustainability Comprehensive Planning 112 Community Planning & Sustainability Intergovernmental Relations 112 Community Planning & Sustainability Historic Preservation 112 Community Planning & Sustainability Ecological Planning City of Boulder, Colorado 40
  • 41. OBJECTIVES for Developing Program Inventories  Create a comprehensive listing of all services offered by each operating division (to both “external” and “internal” users)  Provide a better understanding of “what we do” to staff, administration, elected officials and citizens  Provide a framework to better understand how resources are used to support “what we do”  Provide a valuable tool for staff, management and elected officials to use when faced with budgetary “choices” about how funds are distributed.  Allow for the preparation and discussion of a “program budget” rather than a “line-item budget” 41
  • 42. Defining Programs  To determine “just right”, look for “differences” that might help determine if an activity can be defined as a “stand-alone” program  “Who” are you doing the activity for?  Does it benefit a specific demographic group or population?  “What” are you doing the service to?  Does it affect a specific property or asset (infrastructure, facility, etc.)  “How” is it funded? – Is there someone paying for it?  Are there revenue sources associated directly with the program (“Program Revenues”)  What “type” of service are you providing?  Preventative, Replacement; Repair/Maintenance; Instruction; Protection; Informative; etc. 42
  • 43. Defining Programs  Has someone told us we “have to do it?”  Are there statutes, ordinances, resolutions, or other legislative documents that require us to provide the service?  Is there an “End Product” as a result of doing it?  Does the external or internal user get something tangible when the service is delivered?  “Is there someone outside the organization that “does the same thing”?  Does a private business offer a similar service (“Yellow Pages test”)  Do we “advertise” that we do it?  Is there a separate phone directory or website reference to the service? 43
  • 44. How to Identify Program Costs  1) Associate Salary & Benefit Costs with your Personnel  2) Assign Personnel to the Programs they Provide  3) Associate Non-Personnel Costs with Programs  4) Line item Budget is now expressed as a Program Budget! 44
  • 45. 1) Associate Salary & Benefit Costs with your Personnel • Key is understanding how personnel line items are distributed (per FTE, on a percentage of salary basis, etc.) 45
  • 46. 2) Assign Personnel to the Programs they Provide • • • Estimate for a given year (this is not a time study!) Accuracy, not precision, is the goal Can’t allocate an FTE over 100% (no matter how overworked they think they are) 46
  • 47. 3) Associate Non-Personnel Costs with Programs • Choose a reasonable allocation methodology: • Divide costs by FTE (i.e. supplies line item) • Assign costs directly to program (i.e. annual audit) 47
  • 48. Role of the Council/Board • Have transparent access to listing of all programs offered along with associated costs and FTE • Educate themselves on the variety and diversity of programs offered Role of the Citizens • Have transparent access to listing of all programs offered along with associated costs and FTE • Be informed about the nature of the programs offered to residents businesses and visitors 48
  • 49. Strategic Questions 1. What are we in “business” to do? 2. What exactly do we do? 3. How do we figure out what is “core” OR What is of the highest importance? 49
  • 50. Step 4: Score Programs against Results & Attributes City of Boulder’s Results Basic Program Attributes  Accessible & Connected  Mandated to Provide the     Community Economically Vital Community Healthy Environment & Community Inclusive & Socially Thriving Community Safe Community      Program Reliance on the City to Provide the Program Cost Recovery of the Program Change in Demand for the Program Size of Population Served And/or any other criteria that is relevant to your community 50
  • 51. Simple Scoring Scale – “Degree” of Relevance to a Result 4 = Program has an essential or critical role in achieving Result 3 = Program has a strong influence on “High Degree” of Relevance achieving Result 2 = Program has some degree of influence on achieving Result 1 = Program has minimal (but some) influence on achieving Result 0 = Program has no influence on achieving Result “Lower Degree” of Relevance (still a clear connection) No Clear Connection 51
  • 52. Basic Program Attributes: Mandated to Provide Program • Programs that are mandated by another level of government (i.e. federal, state or county) will receive a higher score for this attribute compared to programs that are mandated solely by the City or have no mandate whatsoever. • The grading criterion established to score programs, on a 0 to 4 scale is as follows: o 4 = Required by Federal, State or County legislation o 3 = Required by Charter or incorporation documents OR to comply with regulatory agency standards o 2 = Required by Code, ordinance, resolution or policy OR to fulfill executed franchise or contractual agreement o 1 = Recommended by national professional organization to meet published standards, other best practice o 0 = No requirement or mandate exists 52
  • 53. Basic Program Attributes: Reliance on City to Provide Program • Programs for which residents, businesses and visitors can look only to the City to obtain the service will receive a higher score for this attribute compared to programs that may be similarly obtained from another intergovernmental agency or a private business. • The grading criterion established to score programs, on a 0 to 4 scale is as follows: o 4 = City is the sole provider of the program and there are no other public or private entities that provide this type of service o 3 = City is currently the sole provider of the program but there are other public or private entities that could be contracted to provide a similar service o 2 = Program is only offered by another governmental, non-profit or civic agency o 1 = Program is offered by other private businesses but none are located within the City limits o 0 = Program is offered by other private businesses located within the City limits 53
  • 54. Basic Program Attributes: Change in Demand for Program • • Programs demonstrating an increase in demand or utilization will receive a higher score for this attribute compared to programs that show no growth in demand for the program. Programs demonstrating a decrease in demand or utilization will actually receive a negative score for this attribute. The grading criterion established to score programs, on a -4 to 4 scale is as follows: o 4 = Program experiencing a SUBSTANTIAL increase in demand of 25% or more o 3 = Program experiencing a SIGNIFICANT increase in demand of 15% to 24% o 2 = Program experiencing a MODEST increase in demand of 5% to 14% o 1 = Program experiencing a MINIMAL increase in demand of 1% to 4% o 0 = Program experiencing NO change in demand o -1 = Program experiencing a MINIMAL decrease in demand of 1% to 4% o -2 =Program experiencing a MODEST decrease in demand of 5% to 14% o -3 =Program experiencing a SIGNIFICANT decrease in demand of 15% to 24% o -4 =Program experiencing a SUBSTANTIAL decrease in demand of 25% or more 54
  • 55. Basic Program Attributes: Cost Recovery of Program • • Programs that demonstrate the ability to “pay for themselves” through user fees, intergovernmental grants or other user-based charges for services will receive a higher score for this attribute compared to programs that generate limited or no funding to cover their cost. The grading criterion established to score programs, on a 0 to 4 scale is as follows: o 4 = Fees generated cover 75% to 100% of the cost to provide the program o 3 = Fees generated cover 50% to 74% of the cost to provide the program o 2 = Fees generated cover 25% to 49% of the cost to provide the program o 1 = Fees generated cover 1% to 24% of the cost to provide the program o 0 = No fees are generated that cover the cost to provide the program 55
  • 56. Basic Program Attributes: Portion of Community Served by Program • Programs that benefit or serve a larger segment of the City’s residents, businesses and/or visitors will receive a higher score for this attribute compared to programs that benefit or serve only a small segment of these populations. • The grading criterion established to score programs, on a 0 to 4 scale is as follows: o 4 = Program benefits/serves the ENTIRE community (100%) o 3 = Program benefits/serves a SUBSTANTIAL portion of the community (at least 75%) o 2 = Program benefits/serves a SIGNIFICANT portion of the community (at least 50%) o 1 = Program benefits/serves SOME portion of the community (at least 10%) o 0 = Program benefits/serves only a SMALL portion of the community (less than 10%) 56
  • 57. Identify “Value” of Program Based on their Influence on Results Individual Department Program Scorecard Evaluation Criteria Thursday, January 28, 2010 Directions: For all the programs in your department, please rate how these programs score in the four Basic Attributes and they influence the City’s ability to achieve its Priority Results. When completed, please email the Program Scorecard back to mariah.dabel@sanjoseca.gov Basic Program Attributes Mandated to Cost Recovery Provide of Program Program Change in Demand for Service -4 to 4 Scale ('4=demand 0-4 Scale 0-4 Scale significantly (4=State/Federal based on Percentage decreasing; Mandate; 2=Charter; (4=75-100%; 3=504=demand 1=Ordinance/Resolut 74%; 2=25-49%; 1=1significantly ion; 0=No Mandate) 24%) increasing)' Department Office of Economic Development Office of Economic Development Office of Economic Development Office of Economic Development Office of Economic Development Office of Economic Development Office of Economic Development Office of Economic Development Office of Economic Development Program Business Attraction/ Expansion Assistance International Business Relations/Sister City Economic Strategy, Policy and Analysis Priority Results Reliance on City to Provide Service 0 to 4 Scale (4=Only City can provide service; 2=Only public entities can provide service; '0=other entities can provide service)' Safe City Prosperous Economy Green, Sustainable City Attractive, Vibrant Community Reliable, WellMaintained Infrastructur e On a scale of 0 to 4 points , 0 = program has no influence on achieving the Result; 1 = program has some influence, though minimal; 2 = program influences the Result; 3 = program has a strong influence on the Result; 4 = program is essential to achieving the Results Enter Score Below Enter Score Below Enter Score Below Enter Score Below Enter Score Below Enter Score Below Enter Score Below Enter Score Below Enter Score Below 4 2 4 4 2 4 3 2 0 0 1 2 2 0 2 1 1 0 1 2 4 2 0 3 3 2 0 Downtown Management 1 2 4 4 3 2 0 3 4 Arts / Festival Grants and Assistance 1 1 3 0 1 3 1 4 1 K-12 Arts Education 0 0 2 0 1 2 0 4 0 1 0 2 4 1 3 1 4 1 1 1 2 0 1 2 2 4 3 1 1 3 0 1 2 1 4 2 Cultural Planning, Policy and Initiatives / Arts Commission Public Art Project Management Public Art Master Plan Implementation and Interagency Coordination 57
  • 58. Not all Results are of Equal Relevance: Result “Weighting Factor” *Result “Weighting Factor” applied to program scores for each Result 58
  • 59. Strategic Questions 1. What are we in “business” to do? 2. What exactly do we do? 3. How do we figure out what is “core” OR What is of the highest importance? 4. How do we know we are successful? 59
  • 61. Role of the Council/Board • Have transparent access to listing of all programs offered along with associated costs and FTE • Educate themselves on the variety and diversity of programs offered Role of the Citizens • Have transparent access to listing of all programs offered along with associated costs and FTE • Be informed about the nature of the programs offered to residents businesses and visitors 61
  • 62. Strategic Questions 1. What are we in “business” to do? 2. What exactly do we do? 3. How do we figure out what is “core” OR What is of the highest importance? 4. How do we know we are successful? 5. How do we ask “better” questions that lead to “better” decisions about “what we do” and “why we do it”? 62
  • 63. Defining Quartile Groupings Q4 Total Number of Programs 0.0 1 4 7 10 13 16 19 22 25 28 31 34 37 40 43 46 49 52 55 58 61 64 67 70 73 76 79 82 85 88 91 94 97 100 103 Q3 Q2 Q1 Total Score for Community Oriented Programs 10.0 20.0 30.0 40.0 50.0 60.0 70.0 80.0 Quartile 4: 58 Programs Quartile 1 Quartile 2 Quartile 3 Quartile 4 Quartile 1: 79 Programs Quartile 3: 103 Programs Quartile 2: 103 Programs Key: Programs are grouped into Quartiles (not ranked, one versus the other) City of Boulder, Colorado 63
  • 64. Step 5: Allocate Resources Based on Prioritization Quartile Ranking (Quartile 1: Highest Rated Programs; Quartile 4: Lowest Rated Programs) Prioritization Array: Combined City-wide Programs 1 $85,915,772 2 $51,726,155 3 $21,505,297 4 $7,498,842 $- 79 Programs 103 Programs 103 Programs 58 Programs $10,000,000 $20,000,000 $30,000,000 $40,000,000 $50,000,000 $60,000,000 $70,000,000 $80,000,000 $90,000,000 $100,000,000 City of Boulder, Colorado 64
  • 65. “Resource Alignment Diagnostic Tool” City of Boulder, CO Program Type: Funding Source: Prioritization Perspective: (City-wide, Fund, Funds) (All Departments, Specific) (Est. Budget, Gen Gov Revenue, Program Revenues) City-wide (All Programs, Governance, Community-oriented) Choose Department: All Departments Total Estimated Budget Community-Oriented Programs October 30, 2012 Quartile Ranking (Qua rti l e 1: Hi ghest Rated Progra ms; Qua rti l e 4: Lowes t Rated Progra ms) Priority Based Budgeting: Spending Array Perspectives 1 $85,915,772 2 $51,726,155 3 $21,505,297 4 $7,498,842 $- $10,000,000 $20,000,000 $30,000,000 $40,000,000 $50,000,000 $60,000,000 $70,000,000 $80,000,000 $90,000,000 $100,000,000 Quartile Ranking 2011 Budget 2012-13 Proposed Budget Increase (Reduce) % Impact 2012-13 Target Budget Programs in Array Qrt 1 $0 $85,915,772 0.00% $0 $85,915,772 88 Qrt 2 $0 $51,726,155 0.00% $0 $51,726,155 116 Qrt 3 $0 $21,505,297 $21,505,297 110 Qrt 4 $7,498,842 0.00% 2-10% 0.00% $0 $0 $0 $7,498,842 54 $0 $166,646,067 0.00% $0 $166,646,067 368 TOTALS 65
  • 66. 66
  • 67. Role of the Council/Board • Have transparent access to listing of all programs offered along with associated costs and FTE • Educate themselves on the variety and diversity of programs offered Role of the Citizens • Have transparent access to listing of all programs offered along with associated costs and FTE • Be informed about the nature of the programs offered to residents businesses and visitors 67
  • 68. “Looking Through the “New Lens” • Which programs are of the highest priority in terms of achieving what is expected by the community? o And which are of lesser importance? • Which programs are truly mandated for us to provide o And how much does it cost to provide them? • Which programs are offered because they are “selfimposed” ? • Which programs are offered for which there are no other service providers? • Are there programs might lend themselves to public/private partnerships? 68
  • 69. “Looking Through the “New Lens” • Who in the private sector is offering programs that are similar in nature? o And should we consider” getting out of that business”? • Which programs are experiencing an increasing level of demand from the community? o And which are experiencing a decreasing need? • Are there programs offered that are not helping us achieve our intended “Results”? • What are we spending to achieve our “Results”? 69
  • 70. Strategic Questions 1. What are we in “business” to do? 2. What exactly do we do? 3. How do we figure out what is “core” OR What is of the highest importance? 4. How do we know we are successful? 5. How do we ask “better” questions that lead to “better” decisions about “what we do” and “why we do it”? 6. What do you want to “keep” (not “What do you want to cut”) – THE ROLE OF CITIZENS 70
  • 71. Keys to Public Engagement  1.) Determine objective for engaging the Public  Is it a “Means to an End” or an “End in and of Itself”?  2.) Design the role of the Public so it will have a meaningful influence  3.) Ensure higher participation – GO TO THEM  Use the Web  Mail enclosures with Newsletters or Utility Bills  Attend Community Meetings (i.e. Chamber of Commerce; Civic Groups; School Board; HOA Meetings)  Set up kiosks at Library, Rec Center, Senior Center, etc. 71
  • 72. Many Challenges Inherent to Engaging Public  Level of discussion too “Big Picture”  Conversation is framed contentiously (and possibly with “fear”)  Unclear about “how” citizens will be able to participate 72
  • 73. Engaging Public in New Discussion About “What They Want to Keep” 73
  • 74. Valuing the Results of Government Invest $100 in Results, according to their relative importance Valuing the Results of Government Thursday, February 04, 2010 Giving Emphasis to the Priorities of Government Directions: The results that our Government strives to achieve are identified in the table below. As a citizen, your job is to help the City understand clearly the results that you value most. For this exercise, you are to imagine having $100 to invest in achieving the City's results. Where would you invest your money? You can distribute the funds evenly to all results, you can invest all of your money in one single result, or you can invest your money toward the achievement of various results emphasizing those which are most important to you. Spend the $100 until it's gone by typing the amount you intend to invest in a result into the empty box to the "right" of the Result Statement. Money You Started With $100 Money You Have Invested $100 Money You Have Left $0 (When this box reads "$0" you have completed Step 1.) Results of Government Amount of Money Citizen Intends to Invest in Result A Safe Community $ 30 Strong Neighborhoods and a Sense of Community $ 5 Economic Vitality $ 20 Culture, Recreation and Learning Opportunities $ 15 Stewardship of the Environment $ 10 Effective Transportation and M obility Options $ 20 74
  • 76. Thank You ! www.pbbcenter.org Jon Johnson, Co-Founder 303-909-9052 (cell) jjohnson@pbbcenter.org Chris Fabian, Co-Founder 303-520-1356 (cell) cfabian@pbbcenter.org Kathie Novak, Senior Advisor 720-339-5845 (cell) the.kathie.novak@gmail.com Copyright ©2009 by Chris Fabian and Jon Johnson d/b/a the Center for Priority Based Budgeting, Denver, Colorado. 76