Department Director Transition Briefing Form

Department Director Transition Briefing Form

Purpose: Provide the incoming administration with a concise, factual, and actionable overview of each department. Please identify time-sensitive matters, statutory or contractual deadlines, financial exposures, and decisions requiring executive attention. Attach supporting documents where appropriate and clearly label confidential or privileged material.

Department/Office

Director

Prepared By

Date Submitted

Primary Contact

MISSION

1. Mission and Statutory BasisBriefly state the department’s mission, core responsibilities, and essential public services. Identify the principal charter provisions, ordinances, state/federal statutes, regulations, consent orders, or other legal authorities governing the department. Summarize the department’s key accomplishments over the past year, and the key performance metrics (KPIs) that are tracked.

ORGANIZATIONAL CHART & STAFFING

2. Organizational Chart and StaffingAttach a current organizational chart. Summarize authorized positions, vacancies, key leadership roles, union/non-union composition. Attach job descriptions or duty statements for key positions. Identify positions or individuals essential to continuity of operations and any anticipated departures.

Upload fileAttach a current organizational chart

No file chosen

BUDGET

3. BudgetUtilizing the adopted budget provide the current-year budget year to date spending position and any material issues the incoming administration should understand. Note any proposed budget adjustments or expected supplemental requests, and actual revenue compared with budget.

Adopted Budget

Year to Date Spent

Encumbered

Prior Year Amount SpentEnter total amount spent in the prior year.

INITIATIVES

4. Top Five Current InitiativesList the five most important active initiatives, projects, or policy priorities. Include status, next milestone, deadline, funding source, responsible lead, and action needed from the incoming administration.

Initiative 1

Status

Next Milestone/Deadline

Funding

Lead

Decision/Action Needed - Initiative 1

Initiative 2

Status

Next Milestone/Deadline

Funding

Lead

Decision/Action Needed - Initiative 2

Initiative 3

Status

Next Milestone/Deadline

Funding

Lead

Decision/Action Needed - Initiative 3

Initiative 4

Status

Next Milestone/Deadline

Funding

Lead

Decision/Action Needed - Initiative 4

Initiative 5

Status

Next Milestone/Deadline

Funding

Lead

Decision/Action Needed - Initiative 5

CONTRACTS

5. ContractsIdentify all material active contracts, MOUs, service agreements, leases, collective bargaining agreements, and procurements in progress. For each, note vendor/party, purpose, value, term/expiration, renewal or termination deadlines, funding source, and any performance or compliance concerns. Attach a contract list if available.

Upload List of any contracts

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GRANTS

6. GrantsIdentify active, pending, and recently awarded grants. Include grantor, amount, purpose, match requirement, grant period, reporting deadlines, unspent balance, reimbursement status, and risk of lapse/clawback.

PENDING LITIGATIONS

7. Pending Litigation, Claims, and Regulatory MattersIn coordination with legal counsel, identify material pending or threatened litigation, claims, investigations, audits, consent orders, regulatory matters, and compliance deadlines. Do not include privileged legal analysis in this general form. Flag matters requiring a separate confidential briefing. List audits from 2021-2026, with summary findings, recommendations, and actions taken in response. Attach any audit reports.

Upload Audit Reports

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ASSETS & FACILITIES

8. Assets and FacilitiesIdentify major department assets, facilities, vehicles, equipment, real property interests, inventories, and capital assets requiring attention. Note condition, replacement needs, deferred maintenance, leases, warranties, or significant asset-control concerns.

SYSTEMS, DATA AND TECHNOLOGY

9. Systems, Data, and TechnologyList critical software, databases, platforms, licenses, vendor-hosted systems, shared drives, records systems, and operational technology. Identify system owners, renewal dates, access/continuity concerns, cybersecurity or data-retention issues, integrations, and any systems nearing end-of-life.

KNOWN RISKS & VULNERABILITIES

10. Known Risks and Immediate VulnerabilitiesIdentify the department’s most significant operational, financial, legal, regulatory, staffing, reputational, safety, technology, and continuity risks. For each major risk, state the likelihood/urgency, potential impact, current mitigation, and recommended next step.

BOARDS & COMMISSIONS

11. Boards and CommissionsList any boards, commissions, and committees related to the department. For each, include members, appointing authority, term expiration dates, current vacancies, and any pending appointments,

Boards & Commissions Upload

No file chosen

EARLY DECISIONS

12. Decisions the Incoming Mayor Must Make Early in the AdministrationIdentify decisions that should not be deferred. Use the 30/60/90-day framework below so the transition team can distinguish immediate decisions from near-term policy choices.

First 30 DaysWhat decision is required?

First 30 Days - WhyWhy it matters/deadline

Days 31-60What decision is required?

Days 31-60 - WhyWhy it matters/deadline

Days 61-90What decision is required?

Days 61-90 - WhyWhy it matters/deadline

CRITICAL DATES

13. Critical Dates and DeadlinesList deadlines, hearings, renewals, bid dates, grant submissions, reporting requirements, contract expirations, budget actions, seasonal operations, or other events occurring during the transition and first six months of the new administration.

KEY EXTERNAL PARTNERS

14. Key External Partners and StakeholdersIdentify the external organizations, agencies, boards, vendors, community partners, and other stakeholders the incoming administration should know, including the purpose of the relationship and any immediate follow-up needed. Include any working groups or task forces the department leads or takes part in, and their members.

DOCUMENTS TO TRANSFER

15. Documents and Records to TransferList the key files, policies, plans, reports, dashboards, contracts, grant files, legal/regulatory records, passwords/access procedures, and other materials being provided with this transition briefing. Indicate where records are stored and who controls access. Do not place passwords or sensitive credentials in this form.

DIRECTOR NOTES

16. Director’s Final Transition NotesWhat else does the incoming Mayor and transition team need to know to maintain continuity, avoid preventable problems, and make informed decisions?

Department Director Transition Briefing Form

MISSION

ORGANIZATIONAL CHART & STAFFING

BUDGET

INITIATIVES

CONTRACTS

GRANTS

PENDING LITIGATIONS

ASSETS & FACILITIES

SYSTEMS, DATA AND TECHNOLOGY

KNOWN RISKS & VULNERABILITIES

BOARDS & COMMISSIONS

EARLY DECISIONS

CRITICAL DATES

KEY EXTERNAL PARTNERS

DOCUMENTS TO TRANSFER

DIRECTOR NOTES

City of Pawtucket

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