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Bellwether government performance services
- 1. Government Performance Services Fee Reviews 1
- 2. Why a Comprehensive Fee Review? Generally , good public policy seeks to align the cost of services with the users of a service. Potential changes in how the State Legislature allocates funds to the counties could create significant shortfalls. Year-over-year increases in labor, benefits, products and service costs quickly erodes the careful balance of fees and service costs. 2
- 3. Why a Cost Allocation Plan? To illustrate hidden expenses often overlooked in determining service fees. To illustrate the interdependencies of departmental budgets on the services provided by the county. To establish cost baselines in negotiating intergovernmental agreements and grants. 3
- 4. Why Bellwether? Experience Bellwether consultants have decades experience in detailed Activity Based Costing models. Bellwether consultants hold certification in advanced statistical operating models such as Lean Six Sigma. Bellwether consultants have decades experience as county elected officials and remain close to issues impacting county government operations. Bellwether is active with several state-wide county official associations providing an insight into issues and changing legislation. 4
- 5. Why Bellwether? Predictable Models Conclusions Department Visits Remote Data Collection Selected Observations Weeks 5-6 Week 4 Weeks 2-3 Week 1 - Scheduled Visits - Web meetings / calls - Final calculations - Draft reviews - Final production - Report / data review - Web meetings / calls - Department Head Meeting - Initial Data Plan (indirect) More aggressive timelines are possible but may add stress on the individual departments and add additional cost to the project. Years of experience allows Bellwether consultants to complete the project with limited distraction to staff 5
- 6. Why Bellwether? Precision Tools Distributed / Special Fee CAP Total Labor Total Equip Actual Total Cost 2012 Fee Gap increase CLERK RECORDER Record - general Record Financial Statements Research $ $ $ $ $ $ $ $ $ - $ 2.00 $ $ 6.00 $ $ 5.00 $ $ 5.00 $ 2.00 $ 2.00 $ $ $ $ $ $ $ $ $ $ $ $ 23.00 $ 23.00 $ $ 6.82 6.82 6.82 6.82 6.82 6.82 6.82 6.82 6.82 6.82 6.82 6.82 6.82 6.82 6.82 6.82 6.82 6.82 6.82 6.82 6.82 $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ 6.82 $ 6.82 $ 6.82 $ 2.72 5.98 5.98 10.33 5.98 25.56 5.98 4.35 6.53 10.88 8.16 4.35 6.53 8.70 11.42 13.60 39.16 8.16 39.16 11.42 10.88 $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ 17.19 $ 16.66 $ 7.61 $ 2.08 0.99 0.17 0.17 0.17 1.02 0.17 0.17 0.17 0.17 0.17 0.17 0.17 0.17 0.17 0.17 0.17 0.17 0.17 0.17 0.17 $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ 0.17 $ 0.17 $ 0.17 $ 11.61 15.79 12.97 23.32 12.97 38.40 12.97 16.34 15.51 19.86 15.14 11.34 13.51 15.69 18.41 20.58 46.14 15.14 46.14 18.41 17.86 $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ 47.17 $ 46.64 $ 14.59 $ 1.91 12.00 9.00 18.00 13.00 35.00 12.00 9.00 12.00 5.00 1.50 1.50 2.00 5.00 10.00 10.00 31.84 10.00 31.84 10.00 - $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ 35.75 $ 37.75 $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ 485.18 8,141.38 368.90 26,587.88 (15.02) 2,679.20 1,961.71 54.57 59.01 184.17 2,457.78 1,933.22 11,321.39 14,659.77 2,211.12 214.53 6,102.25 - $ Precinct Maps Certified Copies, Birth Cert Additional copies, Birth Cert Certified copies, death cert Additional copies of death Marriage License/ CU Certified copies, Additional copies of Certified copy, other document Certified Business Registration Business Registration change Business Withdrawal of name Certificate of authority Notary returned to counter Notary certificate mail in Certified Taxes Paid / per parcel Tax Redemption Reassign Tax Sale Cert Surrender Certificate Take Notice Record Search 9.70 3.79 3.97 5.32 (0.03) 3.40 0.97 7.34 3.51 14.86 13.64 9.84 11.51 10.69 8.41 10.58 14.30 5.14 14.30 8.41 17.86 79,407.03 11.42 $ 8.89 $ 14.59 $ 302,975.91 1,155.75 - $ 304,131.66 $ 383,538.69 6
- 7. Why Bellwether? Results $ 2,700,000 + Potential County Revenue Identified since July 2013 Return on Fee Investment: County Revenue Impact (examples) Population 210,000 1,100 – 1,700% $840,000 Population 140,000 $465,000 Population 135,000 $835,000 Population 110,000 $470,000 7
- 8. Why Bellwether? References In 2013 Bellwether was repeatedly chosen over other firms to provide Fee Review and Cost Allocation Planning* Other Consulting Firms Local Accounting Firms (Based on actual head-to-head RFP results and client reported decision making) 8
- 9. Why Bellwether? No Regrets Preliminary Review The Bellwether Preliminary Review provides your county with a “no regrets” approach to fee reviews. Our preliminary report provides fact based projections of potential fee review before you commit to the follow on work. • $1,000 per department to determine the fee potential • Preliminary fee is applied to the full study cost if the county elects to proceed. 9
- 10. County Clerk Bellwether consultants have a deep understanding of the work and statutes guiding the County Clerk’s Office. We understand both processes and the public demand. Current Actual Fee Impact Ranges (selected fees) Clerk Fees 31 – 81% 10
- 11. County Recorder County Recorder statutes include several special fees and distributions. Some of these fees are impacted by ongoing litigation while others are potentially impacted by proposed 2014 legislation. Bellwether stays connected to these issues. 2012 Current Record - general Record Financial Statements Research Fee Impact Ranges (selected fees) Recorder Fees 19 – 25% 11
- 12. Sheriff Department As a former sworn Federal Officer and Chief of Police, our Managing Partner brings an understanding of law enforcement operations. Bellwether has worked with several Illinois Sheriff Departments to ensure their fees equal the cost of providing the service. COUNTY SIZE POTENTIAL INCREASE Counties under 15,000 residents $30,000 - $50,000 Counties 15,000 to 50,000 $40,000 - $110,000 Counties 50,000 to 100,000 $80,000 - $150,000 Counties greater than 100,000 $150,000 - $225,000 Fee Impact Ranges (selected fees) Sheriff Fees 51 -110% 12
- 13. Health Department Bellwether consultants have experience consulting in healthcare administration, food service sanitation and environmental health 2012 Actual Seasonal Food C1 Seasonal Food C2 Seasonal Food C3 Food Manager Class 2012 Actual 13 Pool Inspections Plan Review Class II Plan Review Class III
- 14. Circuit Clerk Bellwether conducts an audit of current fees to determine the placement within the allowed range and calculates the new fee potential 14
- 15. Management Process Audit Management Processes - Demonstrate positive management controls - Document standards and expectations Public Relations - Develop effective communication channels - Issue management for Watch Dog topics 15
- 16. The Next Steps Choose A Preliminary Approach Choose The Departments Choose The Timeline Choose 16