Butler County Commissioners Office Innovation in management – June 2011 to July 2012

Mike CampbellJuly 2012

BUTLER COUNTY

A unique and innovative contract with the Butler County Port Authority provided the County with management and administrative resources to develop a strategic economic development program while improving management processes in the Commissioners Office. The LGIF Grant and the Fiber Ownership Program are just two of the innovative efforts.

RMS System - in July 2011 RMS Agenda Review Team created:

Organization Management• Innovative contract with Commissioners and BCPA for Interim County

Administrator 6/15/11 • Performance Audit – prepared response 7/20 – 7/29• Classified/Compensation – HR- Clemons/Nelson Study - Reviewed by HR

Directors - - Report is submitted to Commissioners - Modified and/or adopted Note: Get closer to Kaiser Scale where you are paid for what you do.

(Commissioners approved the Clemons and Nelson Pay Study 8/04/11 with provisions• Investigate HR Functions/consolidation and Admin Policies – HR

Directors • Search for County Administrator – HR & Mike and Commissioners • Pending Litigation – Gary and Prosecutor• Human Resources – CORSA Inspection and findings for safety• BOE – Maintenance program and upgrade instead of purchase of new

machines (several meetings to review optical scanners vs. touch system costs)

• Space Study

1

Organization Management

• Negotiations with the City of Hamilton on the parking garage – February 2012

• Fuel Depot negotiations with City of Hamilton• DD Contract Negotiations (tentative agreement 8/04/11)

• Mental Health Levy Renewal (approved for ballot by Commissioners 7/14/11)

• Auditor Financial Software – ERP software (contract approved and implementation phase in progress)

• Airport – operations and management (FAA Grant submitted 7/28/11)

• HR Clemons Study is at Stage 2 with employee comments (adopted with provisions for job descriptions and modification)

• Improve EMA and internal emergency response based on power outage 6/20/11• Cost Neutral Reorganization Plan for IT 6/15 – 6/30• Intranet Development – 2011-2012 > Maintenance Work Order System created to

better manage repairs – September 2012• City of Hamilton and Butler County Parking Garage Collaboration 2012 - County

received check from City for costs August 2012

• Security Committee established – 2011

2

Organization Management• Facility Manager Hire (July 2011) – Commissioners, started July 18th)Capital Improvements Plan IT Director Duties – Mike, Gary and Commissioners -

Staff Training - Hardware (IT Reorganization Plan from 23 to 19 employees 7/17/11)

• Kronos – implement electronic payroll system throughout the organization (this was approved for implementation on 8/01/11)

• Children Services – Collective Bargaining Unit Agreement• Energy Audit ( April 2012 using grant funds)• Care Facility – Collective Bargaining Unit contract• Inter-Governmental Cooperation with the City of Hamilton and Middletown

in establishing the Butler County Land Reutilization Corporation (June 2012)

• MOU and Development Agreement w/Steiner (April and June 2012)• Local Gov’t Innovation Fund $100K grant approved by ODOD 7/9/12• Fiber Bonds & Notes refinancing proposal (save $200K per year in debt payments)

07/12/12 <Last four action items involve economic development>

3

Leadership Team

• The LT was developed from the RMS Agenda Team to identify strategic and those management issues that need immediate attention.

• Develop Strategic Vision

• Identify goals

• Define the scope of organization and process improvement

Current Status of FiberLease and Maintenance Fee

• Lease: Miami University • Maintenance Fee:

Cincinnati Bell Telephone

Internal Customers• Sheriff’s Office• 911 and 800 Megahertz• Developmentally Disabled• (Ohio Dept. of) Job & Family

Services*• County Voice Data to

approximately 30 sites• County DR Site• SCADA Water & Sewer

• SWOCA/Fitton Center• *ODJFS• Cincinnati Bell & Time Warner• VORA – 2 strands

External Customers

Potential Partnerships• OARnet• Southwest Ohio Computer Association• State of Ohio• Federal and State Agencies• Local Government• Xavier University (Branch in West Chester)• Indiana Wesleyan• Local Governments• Non-Profits• Healthcare Organizations and Institutions• TID• Telecom Companies including Time Warner, AT&T, Cincinnati

Bell

Proposed Process for Fiber Development

Butler County Receives Funds

• Fiber lease agreements with telecom firms are required where Development Projects in the County have a Development Agreement with the Developer that specifies required utilization of the County fiber strands with the Butler County Port Authority as the owner/manager of the fiber optic network ring strands.

• The BCPA would request bids from telecom firms to provide data, phone, internet and related services.

• A strand lease fee would be negotiated with the telecom firm selected.

Current Status

• What progress has been made since the previous milestone? The LT has

discussed the Parking Garage and the negotiating strategy that would

result in an invoice to the City for a fair and reasonable funding of the PG.

• Which tasks have been completed? Most of the action items in Organization

Management 1 -3 have been started or completed.

• What issues have been resolved? Reorg of BCCIS, The City payment for the

Parking Garage, Steiner project MOU, Clemons Nelson partially implemented,

Land Bank established, ERP software to be implemented, LGIF Grant…….

• What new issues have risen? *

• Is the project currently ahead of schedule, on track, or delayed?

• If delayed, what is the mitigation plan?

Milestone 07/01/12 Fiber, Land Bank and LGIF

Milestone 07/01/12 Fiber Bonds Presentation

Milestone 38/23/12 Review process for fiber bonds

Milestone 10/01/13Fiber ownership agreements

Timeline

Butler County Port Authority to develop focus on economic development programsand plan strategy.

Looking Ahead• When is the next milestone? For economic

development it would be the Butler County Port

Authority managing economic development

assets.

• What are the expected deliverables? Savings and

revenue for the BCPA and County.

• Known risks and issues

• What is the investigation timeline for these issues?

• What are the immediate next steps? Fiber

transferred to the BCPA.

Dependencies and Resources

Butler County

Commissioners Office

Elected Officials

Residents

Services and Programs

Boards

APPENDIX2013 Plans and Strategy

Appendix

• Budget

• Implement Performance Audit Recommendations where

practical

• Develop Management Strategy that has a focus on economic

development and management improvement

• Supplemental documents

• Contact information