Performance Measurement Review November, 2017 Fiscal Services Performance Measurement Review November, 2017

Presentation Overview Alignment with Board Priorities Key Performance Metrics Significant Budget Issues Significant Accomplishments Key Collaborations A Look Ahead Fiscal Services

Kent County Fiscal Service’s Mission Statement: Priority Alignment Stable Revenues Kent County will have stable and predictable revenues to cover expenses. Efficient Use of Resources Kent County will provide services through the most efficient means.  Safe Community Kent County will be a safe community. Citizen Participation Kent County will provide opportunities for citizens to be aware of and involved in County government. Proactive and Innovative Government Kent County will seek-out innovative solutions and address issues systemically.  High Quality of Life Kent County will maintain a high quality of life that will be attractive to growth and development. Kent County Fiscal Service’s Mission Statement: To provide an efficient cost-effective financial management system that facilitates sound financial planning and reporting while safeguarding the County’s assets from loss; and to provide support services to other County departments. Fiscal Services

Priority Alignment/Stable Revenues Fiscal Services works closely with County departments to acquire grants, contributions and other sources of revenue. Fiscal Services provides support to County departments to ensure grant requirements are followed to safeguard continued funding. Fiscal Services completes the Annual County Audit and Single Audit accurately and timely. Fiscal Services makes certain that State of Michigan requirements are met for the County to continue receiving full Revenue Share Funding. Fiscal Services

Priority Alignment/Efficient Use Of Resources Fiscal Services continues to leverage all resources to provide support services to County departments and local governmental agencies. Efficiencies often come in the way of pushing the envelope with technology to foster the efficient use of resources along with combining efforts and volume for purchases. Some examples of efficiency include: Developing a budget that provides a spending plan for efficient use of County resources. Combining efforts with other agencies and departments to ensure that we leverage volume with purchases and utilize technology effectively. Continue to provide support and assistance to County departments and local governmental agencies as requested and needed. Working to provide public documents online to increase transparency for information commonly solicited in FOIA requests which provide for citizen participation. Fiscal Services

Priority Alignment/Safe Community Fiscal Services works to promote a safe working environment for County employees and citizens. Some examples of this include: Schedule loss control inspections for County facilities. Conduct drills for County facilities for emergency situations such as fire, tornado, and intruder. Conduct ergonomic assessments for employees. Fiscal Services

Priority Alignment/Citizen Participation Involving and promoting citizen participation is important to Fiscal Services. By utilizing technology, Fiscal Services works to keep citizens informed of the County’s financial status along with transparently providing documentation which is frequently requested. Some examples include: Providing Financial Transparency and County Incentive Program information on the internet via the www.accesskent.com website. Posting Bid opportunities, Solicitation Status updates and Surplus Goods for Sale on the internet. Providing vendor resource information on the internet. Working to provide information online that is frequently requested from our department via FOIA requests to increase transparency for citizens. Fiscal Services

Priority Alignment/Proactive and Innovative Government Fiscal Services constantly strives to be a proactive and innovative department. This includes doing more with less, which requires our department to utilize technology as much as possible. Continue to improve the reverse auction and bid process for purchases made and expand on collaboration with local governmental units. Automating processes that require minimal intervention which provide information to County employees and citizens. Providing added resources to the Fleet Services operation to improve efficiencies and increase capacity. Fiscal Services

Priority Alignment/High Quality of Life Kent County is a wonderful place to live and work. We strive to promote a high quality of life for our employees and citizens so they can enjoy what Kent County has to offer. Work to ensure County facilities have loss prevention inspections so they are safe places to work and for citizens to visit and conduct business. Fiscal Services provides support services to County departments and assists with grant requirements to increase funding and expand resources in areas that promote safety and a high quality of life. Fiscal Services

Comprehensive Annual Financial Report (CAFR) distributed within the State mandated time frame. Fiscal Services

CAFR distributed within 180 days Comprehensive Annual Financial Report (CAFR) distributed within the State mandated time frame. To distribute the CAFR within 180 days of the County’s fiscal year-end. CAFR distributed within 180 days Yes Yes Yes Yes Fiscal Services

Consecutive number of years received Award Comprehensive Annual Financial Report (CAFR) distributed within the State mandated time frame. To earn accreditation for the GFOA Excellence in Financial Reporting Award. Consecutive number of years received Award 14th 15th 16th 17th Fiscal Services

To prepare and maintain an operating and capital improvement budget that is responsive to the needs of the County. Fiscal Services

Budget prepared and adopted prior to 12/31 To prepare and maintain an operating and capital improvement budget that is responsive to the needs of the County. To prepare the operating budget and capital budget rates for adoption prior to December 31. Budget prepared and adopted prior to 12/31 Yes Yes Yes Yes Fiscal Services

award received by Purchasing/Fleet Manager Calvin Brinks. MPPOA Marvin F. Klang award received by Purchasing/Fleet Manager Calvin Brinks. Fiscal Services

MPPOA Purchasing Agency of the Year Award MPPOA Purchasing Agency of the Year Award. Presented for Innovation and involvement in the Community in the Public Purchasing field. Fiscal Services

UST System Exam – Class A & B Operator Fiscal Services

Procurement collaboration initiatives – reverse auction, bids & request for proposals. Fiscal Services

Installing public safety emergency and communication equipment that was formerly a contracted service. Fiscal Services

Fleet Services upgraded technology to increase capacity, efficiency and reduce cost. Fiscal Services

Central Services added Equipment to digitize legacy microfilm and microfiche and store documents in OnBase. Fiscal Services

Central Services utilized equipment to expand folding/stuffing services. Fiscal Services

Promote a safe working environment. Work with Facilities and Sheriff’s Departments to provide Active Assailant Response training to all employees and conduct intruder drills to promote building security. Fiscal Services

The Grand Rapids-Kent County Convention/Arena Authority Central Services provides printing services for the City of Grand Rapids and several other municipalities -approximately 280 print orders per year are from outside agencies. Nelson Township The Grand Rapids-Kent County Convention/Arena Authority Cannon Township Fiscal Services

Assisted Debt Financing: In 2016, the County assisted the City of Grand Rapids with a bond issue for floodwall improvements utilizing the County’s AAA credit rating. Fiscal Services

A Look Ahead Implement new Payroll Software System. Provide real time vehicle maintenance and assignment status. Leverage technology to improve efficiencies. Fiscal Services