HomeMy WebLinkAboutAgenda - 06-25-2001-8g- ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 25, 2001
Action Age ~a
Item No.
SUBJECT: Organization Assessment -Proposed Phase 1 and Phase 2
Work B Institute of Government
DEPARTMENT: Manager's Office PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
Institute of Government Phase 1 Proposal,
including Kevin FitzGerald Resume and
draft agreement for Phase 1 services
INFORMATION CONTACT:
Jahn Link, County Manager,
Extension 2300
Elaine Holmes, Personnel Director,
Extension 2550
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-X27-031
PURPOSE: To consider approving a Phase 1 proposal for consulting services from the
Institute of Government (IOG) to complete initial work on the planned organizational
assessment (the organizational study survey and communications review) and to receive
information on a possible Phase 2 information technology review by the IOG.
BACKGROUND: At the June 19 Board of Commissioners' meeting, the Board discussed the
Phase 1 proposal from the IOG to initiate work on the planned organizational assessment with
ari organizational study survey and a communications review. In the separate sections below
are background to the organization assessment and the Phase 1 proposal information.
In its June 19 discussion, the Board expressed support for pursuing the IOG Phase 1 proposal,
but also expressed its desire to expand this to include a Phase 2 study. The Phase 2 study
would include review of the County's IT plan in terms of what has been accomplished and how
the infrastructure is supporting County communications. In assessing the IT plan, the Board
indicated its desire to review this from the perspective of the users of the technology and
systems.
In follow up to the Board's June 19 discussion, staff talked with Kevin FitzGerald, IOG staff
member and proposed consultant for the Phase1 work about his possible interest in the Phase
2 study. Mr. Fitzgerald indicated that:
• The IOG would be interested in conducting the Phase 2 study and would like to submit a
proposal for the Board's consideration.
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• To conduct the Phase 2 study, Mr. FitzGerald will engage additional staff to work with him
and will include in the study interviews with users.
• The IOG will submit a proposal for the Phase 2 work with the specific plan, costs and timing
far the Board's consideration at its next meeting on August 14, 2001. (Given the time
frames; there was not sufficient time to do so for the June 25 meeting.)
• Meanwhile, with the Board's approval of the Phase 1 proposal, Mr. FitzGerald will proceed
with the Phase 1 work beginning in July.
Organization Assessment Backgrownd
Outlined below is background. information related to the Board's organizational assessment
plan. At the April 16 Board of Commissioners' work session, the Board considered a plan and
approach for an organizational assessment to address specific areas impacted by changes
occurring in recent years. The passible assessment areas discussed included:
1) Public Information, Communications and "E-Government," 2) Parks, Open Space and
Conservation, 3) Solid Waste, 4) Services to the Elderly, and 5) Transportation.
At the April 16 work session, the Board decided the following:
1. Organizational Study Survey_
To inquire about other organizational studies including those completed by OWASA, City of
Winston-Salem, Town of Chapel Hill, Triangle J Council of Governments and the North
Carolina Association of County Commissioners as well as other counties. To find out from
those organizations the issues studied, study outcomes, pros and cons and whether the
organization considered the study worthwhile.
2. Public Information Communication and E~Government Focus Area
Ta proceed to identify a possible consultant, costs and plan to conduct the "Public
Information, Communication and E-Government" focus area study and bring this information
back to the Board for its consideration. In this process, the Board asked to expand the
fiocus area to include a review of the County's IT plan in terms of what has been
accomplished and how the infrastructure is supporting County communications and to
include assessment of communications among departments.
3. Transportation Focus Area
To go forward with the Orange County government transportation focus area study in terms
of seeking to incorporate this in the planned transportation study already under discussion
that involves the task force of Commissioners Gordan and Jacobs, County Manager John
Link and Department on Aging Director Jerry Passmore.
4. Other Focus Areas
To hold off an the study of the possible other three focus areas (Parks/Open Space/
Conservation, Services to the Elderly and Solid Waste) pending receipt of the survey
information on other organizational studies.
In terms of seeking a consultant, it was planned to explore first with the Institute of Government
(IOG) its services and the possibility of the IOG providing the consultant.
IOG Phase 1 Study Proposal
In follow up to the April 16 work session, staff discussed with the IOG the study needs and plan.
The IOG has provided a proposal for the services it could provide in completing a
Phase 1 response to the Board of Commissioners' assessment objectives. Attached is the IOG
proposal far services. The principal consultant completing the work would be IOG staff member
Kevin FitzGerald. The attachment includes Mr. FitzGerald's resume.
In summary, the IOG proposal provides for Phase 1 work to include:
• Survey of organizational studies completed by the five organizations named in Item 1 above
(OWASA, City of Winston-Salem, Town of Chapel Hill, Triangle J Council of Governments
and the North Carolina Association of County Commissioners) and written report of findings.
• Communications review including:
/ Gaining understanding of the interests of the County leadership in terms of improving the
communications functions, through interviews with County Commissioners, County
Manager, Clerk to the Board, Information Specialist, Management Analyst and selected
department heads.
/ Reviewing the present County organization of communications functions and
communications practices.
/ Comparing the Orange County communications organization and practices with
benchmark organizations, including the counties of Buncombe, Catawba, Durham,
Forsyth, Guilford and New Hanover and the Towns of Cary, Hickory and Salisbury.
/ Evaluation of Orange County publications, including web publications, for readability and
effectiveness.
/ Evaluation of Orange County's use of Internet technology to accomplish communications
functions.
/ Written report with recommendations.
Following the Board's receipt and consideration of information from the Phase 1 review, then
the Board could decide on recommendations to implement or explore further from the Phase
study. In terms of time frame, the IOG proposes -contingent on June Board approval of the
Phase 1 proposal and plan--that it would initiate the Phase 1 study in July and complete it by
early September.
FINANCIAL IMPACT: The IOG charge for the Phase 1 work is $7,500. Funds for the
organizational assessment project are included in the recommended budget for 2001-02.
RECOMMENDATION(S): The Manager recommends the Board:
• Approve proceeding with the IOG Phase 1 study and authorize the Board Chair to sign the
agreement with the IOG for this work, subject to review of staff and the County Attorney.
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• Consider the IOG's Phase 2 study proposal at its August 14, 2001 meeting.
Attachment
Mr. John Link
County Manager
Orange County
June 11, 2001
Dear John:
Thank you for meeting with me to discuss the possibility of engaging the Institute of
Government to provide consulting services to Orange County. Attached please find a proposal
to provide assistance related to improving Orange County's public and organizational
communications practices. The proposal contains a short description of the services to be
provided, my resume and a contract with the Institute of Government.
Essentially, I have proposed a process which benchmarks Orange County with peer
governmental units in terms of the organization and capacity of its existing communication
practices. This benchmarking process will incorporate the Organization Assessment -Plan and
Approach approved by the Orange County Commissioners on April 16, 2001 and the proposed
Strategic Communications Plan developed by several County Commissioners in 1999. This
process will provide a coherent framework and plan to implement improvements in the way in
which Orange County Commissioners and staff utilize the various media to communicate with
Orange County citizens.
John, I look forward to working with Orange County on this important project.
Sincerely,
Kevin FitrGerald
Planning Director
Center for Public Technology
Institute of Government
6
Orange County Strategic Communications Review
Purpose of the Review:
1. Better understand the interests. of County leadership in terms of specific steps to be taken to
improve communications function.
2. Compare Orange County practices with those of .peer counties and cities.
3. Review selected organizational studies conducted by other organizational, units to determine
potential utility for Orange County,
4. Evaluate Orange County use of Internet technology and other media to accomplish its
communications function.
Tasks:
1. Benchmark communications capacity, organization and practices of Orange County with the
following governmental units: Durham, Guilford, Forsyth, Catawba, Buncombe and New
Hanauer counties; Hickory, Salisbury and Cary cities: 9 telephone interviews with 3 in-
person follow-up interviews.
2. Interviews with Orange County Commissioners, County Manager, Clerk to the Board,
Information Specialist, Management Analyst and selected department heads: 15 in-person
interviews.
3. Survey organizational studies of Triangle J Council of Governments, North Carolina
Association of County Commissioners, Town of Chapel Hill, Winston-Salem and OWASA.
4. Evaluate publications, including web ,publications for readability and effectiveness.
5. Review organizational set-up of communications function within Orange County.
6. Write-up findings with recommendations.
Deliverables:
1. Written report
2. Presentation to Commissioners and Manager
Staff:
Kevin FitzGerald, MPA
Cost:
$7,500.00
Kevin Michael FitzGerald
Institute of Government
kfitz@iogmail.iog.unc.edu
919-962-4301
Institute of Government, University of North Carolina at Chapel Hill, Chapel Hill, North Carolina
(7-2000 to present)
Planning Director, Center for Public Technology, www.cpt.unc.edu
Focus on technology, business process redesign and change management
State of North Carolina De artment of Health and Human Services, Raleigh, North Carolina
(1993 to 7-2000)
Director, Division of Social Services (1-1995 to 7-2000)
The division supervises and supports 100 county Departments of Social Services with
four business areas: Child Support, Child Welfare, Adult and Family Services and
Economic Independence. The mission of the division is to protect and to aid vulnerable
children and families, and to increase family economic independence by supporting work
and collecting child support
Assistant to the Secretary for Special Projects (10-1993 to 1-1995)
Managed the North Carolina Client Access Network (N.C.CAN) planning and feasibility
study. The State and North Carolina County Commissioners Association sponsored this
effort. The project was a planning and feasibility study which reengineered human
services service delivery and proposed an information systems plan to support the new
processes. Provided consultation to the Secretary on matters pertaining to
intergovernmental relations with local government
Forsyth County Government, Winston- Salem, North Carolina (1984 to 1993)
Assistant County Manager (12-1989 to 10-1993)
Special Projects Coordinator (8-1987 to 12-1989)
Budget Analyst (5-19$6 to 8-1987)
Personnel Analyst ($-1984 to 5-1986)
Education
AB, Honors Program, Religious Studies, College of the Holy Cross, Worcester, Massachusetts,
1979.
MPA, University of North Carolina at Chapel Hill, Chapel Hill, North Carolina, 1984.
County Administration Course, Institute of Government, University of North Carolina. at Chapel
Hill, Chapel Hill, North Carolina, 1986 -recipient of the "Edwin Gill Award"
Agreement for Services
Between the Institute of Government and Orange County
This is an agreement between Orange County (County) and the Institute of Government (IOG).
Its purpose is to secure professional services for County.
1. IOG Services:
Benchmark communications capacity, organization and practices of Orange County with the
following governmental units: Durham, Guilford, Forsyth, Catawba, Buncombe and New
Hanover counties; Hickory, Salisbury and Cary.
Interviews with Orange County Commissioners, County Manager, Clerk, Information
Specialist, Management Analyst and selected department heads
Survey organizational studies of Triangle J Council of Governments, North Carolina
Association of County Commissioners, Town of Chapel Hill, Winston-Salem and OWASA.
Evaluate publications, including web publications far readability and effectiveness.
Review organizational set-up of communications function within Orange County.
Write-up findings with recommendations.
2. Duration of Services:
The services outlined in this agreement will take place from July 1, 2001 to September 15
2001. '
3. Compensation:
County agrees to pay $7,500.00 to the IOG as follows: $3,750.00 upon execution of this
agreement and the balance upon completion of the project.
4. Payments:
Payments should be made to:
Institute of Government Foundation, Inc.
CB # 3330, Knapp Bldg
UNC-CH
Chapel Hill, NC 27599-3330
5. Ownershi of Materials:
The materials produced will become the property of Orange County. The County may grant
permission to the IOG to distribute the materials and information in a manner mutually
acceptable to the County and the IOG.
6. Liaisons:
Orange County Personnel Director_Elaine Holmes, P.O. Box 8181, Hillsborough, NC 27278,
eholmes co.oran e.nc.us, will serve as liaison for County. Kevin FitzGerald, CB # 3330,
UNC-CH, Chapel Hill, NC 27599-3330, kfitz@iogmail.iog.unc.edu, will serve as liaison for
the IOG.
7. Modification, Extension, and Termination:
This agreement may be modified or extended by mutual consent of the parties. Either party
may terminate the agreement at any time with written notice to the other party.
Orange County
By: Date:
Stephen H. Halkiotis, Chair
Orange County Board of Commissioners
Institute of Government
By: Date:
Michael R. Smith
Director