Operations Review

Last month, I provided an update of the staff implementation of the Selectmen's FY2013 goals. I am also working with the department heads and staff on an operations review, a look at ways we can increase efficiency, offer more services to the public, and update our operations through the use of technology and the internet. We have divided our goals into short-term, mid-term, and long-term goals. Already, we have been able to achieve several; and we are close to implementing others. We will continue to provide you with updates.

Short-term Goals

  1. Review insurance liability for transportation services
    2. Meet with MIIA, review detail of coverages. Completed.

  2. Beach stickers available by mail
    3. Follow model in other Towns
    Include notice in spring tax bill or rental registration mailing
    Extra beach staff time to process

  3. Develop a “combo” beach and dump sticker
    4. One-stop shopping

  4. Fees for shellfishing
    5. Provide a weekly and seasonal permit

  5. Review transfer station hours of operation
    6. Seasonal versus year-round
    Staffing

  6. Department access to Town accounting system
    7. Electronic payroll and purchase orders
    Training and licensing
    Available band width

  7. Trash collection at the beaches
    8. Investigate Town staff cost vs. private company
    Seasonal position at the Beach Department
    Tax work-off program, liability?
    Recycling

  8. Refresher on Open Meeting Law and Conflict of Interest
    9. Include boards and committees, mandatory?
    Could consultant provide under HR retainer agreement?
    Develop board and committee handbook
    Review charges and mission statements for committees

  9. Dog licenses by mail and on-line
    10. Review fees

  10. Retiree benefits
    11. Financial liability
    Establish a reserve fund or stabilization fund
    Percentage on unexpended department budget to stabilization
    Develop database with employee years of service

  11. Inventory and improvement of street signs and house numbers
    12. AmeriCorps volunteer to coordinate the effort
    Public outreach and education, emergency response

  12. Find kennel facility for lost dogs
    13. Needed for entire Lower Cape

  13. General review of department and committee fees
    14. Nexis with staff time and expenses
    Is this a priority for the Selectmen?
    Limited impact on revenue

  14. Road-clearing bylaw
    15. Proposal for spring 2012 ATM
    Brush disposal

Medium-term Goals

  1. Insurance, care and maintenance of Town art collection
    2. Inventory and appraisal required, under-insured?

  2. Accepting credit cards
    3. Additional time to process
    Minimize cash transactions
    2.3% - 2.6% fee, must be budgeted
    78% credit card transactions at Golf Course
    More phone lines required for processing?

  3. Accepting electronic or on-line payments
    4. UniBank and others serve as agent, cost passed to customer
    Only available now for tax payments
    Talk with auditors

  4. Consider changing from Open Office to Microsoft Windows
    5. Expense for licenses and conversion
    Do all departments need Windows?
    Problems with mixing the two internally and externally

  5. Provide computer training for staff
    6. “Hands on” training facility
    On-line tutorials
    Materials at the Library
    Adding staff to IT

  6. Develop comprehensive Health and Building inspections
    7. Single inspection and fee

  7. Record storage
    8. Educate staff on retention requirements
    Schedule a clean-up day devoted to purging files

Long-term Goals

  1. Improve communication
    2. Between departments
    Town Hall to outside departments
    In-house circulation, use of e-mail
    Distribute agendas
    Formalize follow-up

  2. Develop a purchase/order systems
    3. Monitoring
    Look at Truro Central School model

  3. On-line permitting
    4. Monitor Barnstable County regional grant

Next Month

Coming next month, a Town Meeting preview of the budget and articles. 
Mark your calendars:
Annual Town Meeting will be April 24, 2012, 7:00 p.m., at the Community Center. 
Annual Town Election will be May 8, 2012, 7:00 a.m. -- 8:00 p.m., also at the Community Center.

Sincerely,

Rex Peterson
Town Administrator
townadm@truro-ma.gov
(508) 349-7004, ext 10