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Home My WebLink About09 Internal Service Fund-compressed FY2016 Annual Budget INTERNAL SERVICE FUNDS City of Georgetown Wellness Running Group in San Gabriel Park 165 FY2016 Annual Budget INTERNAL SERVICE FUNDS Facilities Maintenance Fund .................... 167 Facilities Maintenance.......................... 170 Fleet Services Fund .................................. 172 Fleet Services ....................................... 174 Information Technology Fund ................. 176 Information Technology ....................... 178 Self-Insurance Fund ................................. 180 Internal Service Fund Premiums .............. 181 NEW POSITIONS FY2016 Fleet Services Fund Fleet Technician ........................................ 1 TOTAL NEW POSITIONS FY2016 ......................... 1 Internal Service Funds are composed of departments providing administrative support to City funds and departments. 166 FY2016 Annual Budget FACILITIES MAINTENANCE FUND The Facilities Maintenance Fund provides janitorial services, light maintenance, equipment repair and replacement (copiers, HVAC, etc.), landscape maintenance, building repair and replacement (roofs, painting, carpet, etc.) on an established schedule. Charges for services to each department are made based on predetermined lease fees. FACILITIES MAINTENANCE ISF INCOME STATEMENT FY2014 Actual FY2015 Budget FY2015 Proj. Actual FY2016 Base FY2016 Changes FY2016 Budget Beginning Fund Balance 512,875 120,102 138,700 507,960 - 507,960 Revenues Facility Maintenance Fees 1,994,121 3,121,108 3,121,108 3,215,867 - 3,215,867 Interest & Other 4,533 8,000 4,500 5,000 - 5,000 Transfers In, Salary Adj 31,300 - - - - - Total Revenues 2,029,954 3,129,108 3,125,608 3,220,867 - 3,220,867 Expenditures Facility Maintenance Services 816,027 998,495 909,435 836,126 3,000 839,126 Facility Maintenance Contracts 1,382,718 1,877,354 1,846,913 2,351,148 127,000 2,478,148 Transfers Out 205,800 - - - - Total Expenditures 2,404,545 2,875,849 2,756,348 3,187,274 130,000 3,317,274 Ending Fund Balance 138,284$ 373,361$ 507,960$ 541,553$ (130,000)$ 411,553$ CAFR Adjustment 416 - - - - - Available Fund Balance 138,700$ 373,361$ 507,960$ 541,553$ (130,000)$ 411,553$ Increases for FY2016 include higher annual janitorial costs due to expanded services in FY2015 and additional annual costs associated with the Public Safety Operations and Training Center (PSOTC). There has also been the addition of a new scissor lift for use at the PSOTC and the costs associated with the use of the old Power Plant building (old Police Station) by various City departments in FY2016. Above Left: Public Safety Operations and Training Center (70,000 square feet) Above Right: Georgetown Art Center (6,000 square feet) 167 FY2016 Annual Budget CAPITAL REPLACEMENT CONTRACTS BUDGET Major building maintenance expenses as well as janitorial services, HVAC replacement, and landscape maintenance are included in this department. Each maintenance service is assigned an annual lease value, which the leasing department pays into the Internal Service Fund. The annual lease value is determined by the projected replacement cost divided by the years of useful life for each item. These lease payments enable the Internal Service Fund to replace or repair items on a planned schedule. FY2014 Actual FY2015 Budget FY2015 Proj Actual FY2016 Base FY2016 Changes FY2016 Budget Lease and Contracts 766,106 1,166,525 1,176,525 1,544,864 - 1,544,864 Building Improvements 574,541 617,946 577,505 710,901 127,000 837,901 Other Operating 42,071 92,883.00 92,883 95,383 - 95,383 Total Departmental Budget 1,382,718$ 1,877,354$ 1,846,913$ 2,351,148$ 127,000$ 2,478,148$ FACILITIES MAINTENANCE: FIVE-YEAR LEASE RATE PROJECTIONS FY2016 FY2017 FY2018 FY2019 FY2020 Carpet Replacement 72,198 20,000 4,500 - - Cost for Basic Park Maintenance 19,440 19,440 19,440 19,440 19,440 Elevator Maintenance 26,320 26,320 26,320 26,320 26,320 Emergency General Maintenance 55,897 55,897 55,897 55,897 55,897 Fire Extinguisher / Inspection 58,388 58,388 58,388 58,388 58,388 Fountain Maintenance 6,000 3,000 3,000 3,000 3,000 Gate Maintenance 12,490 12,490 12,490 12,490 12,490 Halon/Fire Alarm Maintenance 850 850 850 850 850 HVAC Maintenance 142,978 114,596 114,596 114,596 114,596 HVAC Replacement 165,000 83,000 32,000 - 32,000 Ice Maching Maintenance 19,500 19,500 19,500 19,500 19,500 Ice Machine Replacement 7,000 7,000 - 7,000 - Irrigation Inspection 33,350 33,350 33,350 33,350 33,350 Irrigation Maintenance 44,500 44,500 44,500 44,500 44,500 Janitorial Services 775,043 775,043 775,043 775,043 775,043 Janitorial Supplies 65,383 65,383 65,383 65,383 65,383 Landscape Maintenance 345,444 345,444 345,444 345,444 345,444 Overhead Door Maintenance 24,750 19,800 19,800 19,800 19,800 Painting, Exterior 41,000 16,000 - - - Painting, Interior 27,420 21,500 8,000 8,000 8,000 Parking Lot Maintenance 52,000 7,500 - 4,500 6,000 Pest Extermination 11,402 11,402 11,402 11,402 11,402 Preventative Maintenance 131,296 126,296 126,296 126,296 126,296 Roof Replacement - 35,000 - - 15,000 Security System Maintenance / Phone / Monitoring128,419 71,131 71,131 71,131 71,131 Tennis Court Resurfacing - - 15,000 - - Tree Trimming 20,500 22,000 22,000 22,000 22,000 Vinyl Replacement 23,080 - - - - Water Softener Maintenance 1,500 1,500 1,500 1,500 1,500 Total Costs by Function 2,311,148$ 2,016,330$ 1,885,830$ 1,845,830$ 1,887,330$ 168 FY2016 Annual Budget Base Project Costs: Projects by Building Base Project Costs: Projects by Project Type Project Type Amount Carpet Replacement 39,832 Carpet Replacement (GUS)4,500 Carpet Replacement (Planning)4,500 Carpet Replacement (Purchasing)875 Carpet Replacement (Utility Office)1,125 Concrete Staining 6,000 Cost for basic park maintenance 19,440 Council Chambers Chairs 1,067 Dry Deck 200 Elevator Maintenance 26,320 Emergency Generator Maintenance 55,897 Fire Extinguisher/Inspection 58,388 Fountain Maintenance 6,000 Furniture 34,571 Gate Maintenance 12,490 Gym & Racquetball Court Floor Maint.5,000 Halon/Fire Alarm Maintenance 850 HVAC Maintenance 114,596 HVAC Replacement 187,818 Ice Machine Maintenance 19,500 Ice Machine Replacement 14,000 Irrigation Inspections 33,350 Irrigation Maintenance 44,500 Janitorial Services 767,223 Janitorial Supplies 62,883 Landscape Maintenance 345,144 Overhead Door Maintenance 16,600 Painting, Ext.20,708 Painting, Int.48,492 Parking Lot Maintenance 25,751 Pest Extermination 11,202 Preventative Maintenance 131,296 Racquetball Court Wall Tiles 2,700 Roof Replacement 125,117 Seal Kennels floors 4,858 Security System Maintenance/Phone 71,131 Table and Chair Replacement 4,700 Tennis Court Resurfacing 7,600 Tree Trimming 22,000 Vinyl Replacement 19,997 Water Softener Maintenance 1,500 Facilities ISF Total 2,379,721 Building Amount 4th & Austin Lot 9,988 6th & Main Lot 5,262 9th & Main Lot 6,970 Airport Terminal 50,988 Airport Tower 35,307 Animal Shelter 33,290 Art Center / Office Buildings 22,416 Chamber Building 6,893 City Hall 82,175 Citywide Parking Lots 3,500 Community Center 79,702 Country Club Rivery 1,149 Court/Council Chambers 39,055 CVB 36,076 Fire 1 48,488 Fire 2 34,843 Fire 3 45,953 Fire 4 40,451 Fire 5 45,224 Fuel Site 7,990 GCAT 72,700 GMC 181,464 Grace Heritage 17,904 Industrial Ave Lot 4,857 Library 216,365 Madellia Hilliard 9,950 Main Street Landscaping 17,750 Monument Signs 12,250 Old Library 16,771 Old Police/Annex 34,000 Parks Admin 59,603 Public Safety 425,418 Rec Center 438,690 Scenic Drive Median 10,345 Substations East & West 14,000 Tennis Center 50,142 University & I 35 Median 824 Village PID 96,510 Western District 63,634 Williams Drive Median 824 Facilities ISF Total 2,379,721 169 FY2016 Annual Budget FACILITIES MAINTENANCE DOWNTOWN AND COMMUNITY SERVICES FACILITIES MAINTENANCE 7 FTES MAJOR DEPARTMENT ACCOMPLISHMENTS FOR FY2015  Completed the resurfacing of floors and walls in the kennels of the Animal Shelter.  Completed maintenance projects in City Facilities including, HVAC replacements, painting, and floor replacements.  Hired an embedded tech to assist with the City’s growing security and surveillance needs.  Developed a long-term janitorial program for major facilities, including the new Public Safety building and successfully rebid the annual janitorial contract.  Began an HVAC and roof assessment program for all City owned facilities to assist in asset management.  Assisted in the design of the Public Safety Operations and Training Center to ensure long-term maintenance needs are minimized.  Installation of security cameras for the Glasscock and East Substations were completed. MAJOR DEPARTMENT GOALS & STRATEGIES FOR FY2016  Provide quality maintenance of City public facilities to foster a safe and positive atmosphere for employees and citizens.  Provide preventative maintenance services on all HVAC equipment, elevators, emergency generators, landscaping, copiers, and fire protection systems to ensure optimum operational efficiency and extend the life of capital investments.  Modify and update the internal service fund to ensure a fully financed fund for facility repairs and services.  Assist in the annual update of the Facility Master Plan.  Assist in construction of Westside Service Center.  Develop proactive maintenance programs to improve efficiency and enhance customer service.  Complete year one of facilities ADA renovations.  Complete MS4 priorities and best management practices.  Assist in design and restoration of Grace Heritage Center.  Implement new HVAC program. PRIMARY COUNCIL STRATEGIC GOALS DEPARTMENT DESCRIPTION The Facilities Maintenance Department provides building maintenance, Heating Ventilating and Air Conditioning (HVAC) maintenance, minor renovations, janitorial services, landscape services, equipment replacement and emergency repairs for 31 municipal buildings (396,234 sq.ft.). The Department is responsible for developing and maintaining the Facilities Internal Service Fund. The fund provides a repair and replacement schedule for various building maintenance items and equipment, and charges a lease fee to each building occupant to fund the repairs. The Department conducts monthly inspections of each facility to identify existing or potential problems and corrects those situations. Notable Budget Item Vertical Lift Lease $3,000 170 FY2016 Annual Budget 37 9 , 0 0 0 37 9 , 0 0 0 37 9 , 0 0 0 39 6 , 0 0 0 46 7 , 0 0 0 1,203 1,318 1,212 1,370 1,400 - 200 400 600 800 1,000 1,200 1,400 1,600 1,800 2,000 - 50,000 100,000 150,000 200,000 250,000 300,000 350,000 400,000 450,000 500,000 Square Feet Work Orders Facilities Maintained *Projected DEPARTMENTAL BUDGET FY2014 Actual FY2015 Budget FY2015 Proj Actual FY2016 Base FY2016 Changes FY2016 Budget Personnel 440,276 535,799 446,739 528,506 - 528,506 Operations 375,751 462,696 462,696 307,620 3,000 310,620 Capital - - - - - - Total Departmental Budget 816,027$ 998,495$ 909,435$ 836,126$ 3,000$ 839,126$ DEPARTMENTAL PERFORMANCE MEASURES Measures FY2014 Actual FY2015 Budget FY2015 Proj Actual FY2016 Base FY2016 Changes FY2016 Budget Workload Measures 1. Work orders processed 1,212 1,300 1,370 1,400 0 1,400 2. Facilities maintained 31 31 32 34 0 34 3. Square feet of facilities maintained 379,000 396,000 467,000 492,000 0 492,000 4. Service contracts managed 17 17 17 17 0 17 Performance Measures 1. Work orders / PM requests completed within 3 days 94% 97% 95% 97%0%97% 2. Avg. completion time per work order 4 days 4 days 3 3 0 3 3. Internal Customer Service rating of satisfied or better 83% 85%unknown*85%0%85% *no survey was completed Work Orders Completed Within 3 Days: A primary goal of the department is to provide quality and efficient maintenance that fosters a safe and positive atmosphere for our employees and citizens. Completing this measure at near 100% ensures the Facilities Department is doing all it can to meet this measure. The total square footage of facilities maintained vs. the number of work orders processed quantifies the full utilization of existing resources as square footage and work orders increase while the number of employees remains steady. 97%97%94%97%97% 0% 20% 40% 60% 80% 100% FY2012 FY2013 FY2014 FY2015*FY2016* Work Orders Completed Within 3 Days *Projected 171 FY2016 Annual Budget FLEET SERVICES FUND The Fleet Maintenance Fund finances repair and replacement for vehicles, necessary equipment, and specialized equipment. Charges for services are based on annualized replacement and maintenance costs of each vehicle. FLEET MANAGEMENT FUND INCOME STATEMENT Fleet ISF FY2014 Actual FY2015 Budget FY2015 Proj. Budget FY2016 Base FY2016 Changes FY2016 Budget Beginning Fund Balance 1,246,948 832,068 1,021,182 1,007,770 - 1,007,770 Revenues Charges for Services 2,475,712 2,625,848 2,626,376 2,776,522 93,066 2,869,588 Interest & Other 6,914 19,000 12,000 12,000 - 12,000 Sale of Property - 20,000 20,000 20,000 - 20,000 Transfers In - - - - 14,000 14,000 Transfers In, General Fund 28,812 9,000 9,000 15,000 50,500 65,500 Transfers In, Joint Services 39,315 66,350 66,350 - 25,000 25,000 Transfers In, Facilities 35,000 - - - - - Transfers In, Utilities 408,893 452,100 452,100 - 516,648 516,648 Transfers In, SRF 347,313 435,000 435,000 - 83,408 83,408 Transfers In, Salary Adj.- 23,280 23,280 - - - Transfers In, GCP 1,436,000 1,208,000 1,208,000 1,153,000 - 1,153,000 Total Revenues 4,777,959 4,858,578 4,852,106 3,976,522 782,622 4,759,144 Expenditures Capital Replace & Ins 3,952,155 3,358,763 3,358,763 2,417,233 655,900 3,073,133 Fleet Services 1,086,268 1,263,303 1,263,239 1,299,888 118,857 1,418,745 Transfers Out - 243,516 243,516 - - - Total Expenditures 5,038,423 4,865,582 4,865,518 3,717,121 774,757 4,491,878 Ending Fund Balance 986,484$ 825,064$ 1,007,770$ 1,267,171$ 7,865$ 1,275,036$ CAFR Adjustment 34,698 - - - - - Available Fund Balance 1,021,182$ 825,064$ 1,007,770$ 1,267,171$ 7,865$ 1,275,036$ Projected ending FY2015 fund balance is higher than budgeted due to savings realized in FY2014. Various new City positions funded in FY2016 include vehicles that are reflected in the FY2016 Changes above. Within the fund itself, FY2016 Changes include the addition of a new mechanic to assist with the increases in workload due to the addition of Western District and the new EMS program. Additional maintenance funds are included for the new TRV’s to ensure the vehicle operational success of the EMS program. Five rebuilt hand-held radios are also being added to assist the Citizens on Patrol program. 172 FY2016 Annual Budget CAPITAL REPLACEMENT CONTRACTS BUDGET All vehicles except Public Safety (Police and Fire) and Street Department heavy equipment are assigned an annual lease value, which the leasing department pays into the Internal Service Fund. The lease payments made by the various departments enable the Internal Service Fund to schedule equipment and vehicle replacements. Public Safety vehicles, such as fire apparatus and patrol vehicles, as well as, street heavy equipment are funded through a debt funded replacement program. The Public Safety replacement program was initiated in FY2003 and includes five-year (if needed) replacements for all patrol vehicles and a ten year (if needed) fire apparatus plan. Heavy street equipment was added to the ten-year replacement program in FY2005. Each year’s replacement costs are included in the City’s annual short-term debt funding plan. FY2014 Actual FY2015 Budget FY2015 Proj Actual FY2016 Base FY2016 Changes FY2016 Budget Insurance 147,091 166,733 166,733 184,633 2,500 187,133 Contracts & Leases 166,170 183,000 183,000 155,000 653,400 808,400 Capital Outlay 3,638,894 3,009,030 3,009,030 2,077,600 - 2,077,600 Total Departmental Budget 3,952,155$ 3,358,763$ 3,358,763$ 2,417,233$ 655,900$ 3,073,133$ VEHICLE REPLACEMENT & INSURANCE: FIVE-YEAR PROJECTIONS FY2016 FY2017 FY2018 FY2019 FY2020 Downtown and Community Services Replacement Cost 229,600 220,000 80,000 86,000 85,000 Number of Units 6 8 3 5 3 Finance & Administration Replacement Cost 5,000 37,500 - 113,500 123,500 Number of Units 1 3 - 6 5 Fire Services Replacement Cost 750,000 1,400,000 1,200,000 450,000 1,600,000 Number of Units 2 1 3 1 1 Georgetown Utility Systems Replacement Cost 612,500 659,000 973,500 563,600 708,100 Number of Units 8 15 14 15 12 Management Services Replacement Cost - 17,600 - 33,500 - Number of Units - 1 - 1 - Police Services Replacement Cost 199,000 386,500 903,500 900,000 757,000 Number of Units 6 10 20 19 16 Transportation Services Replacement Cost 262,000 378,500 399,300 256,500 351,600 Number of Units 4 4 4 7 6 Insurance/Radio Maintenance Annual Cost 342,133 342,133 342,133 342,133 342,133 Total ISF Replacement Costs 2,400,233 3,441,233 3,898,433 2,745,233 3,967,333 Total ISF Replacements 27 42 44 54 43 Non-ISF Capital Items 644,900 Number of Units 20 Total Fleet Replacement Costs $3,045,133 Total Fleet Replacements 47 173 FY2016 Annual Budget FLEET SERVICES FINANCE & ADMINISTRATION FLEET SERVICES 9 FTES 27.27% OF FTE’S WITHIN THIS FUND MAJOR DEPARTMENT ACCOMPLISHMENTS FOR FY2015  Awarded National Institute for Automotive Service Excellence (NIASE) Blue Seal for the seventh year in a row.  Procured the following new and replacement vehicles:  Electric: one service utility truck.  Water: four service utility trucks and one crane truck.  Streets: three service utility trucks, one distributor truck and a skid steer loader.  Stormwater: one street sweeper.  Seven pickups and six small SUV"s.  Parks: one mower, two service utility trucks and one utility vehicle  Police: three undercover SUV’s.  Fire: four Transitional Response Vehicles.  Incorporated Western District vehicles and equipment into City fleet.  26 additional vehicles  Purchased Fleet-Infor maintenance software for City's EAM system.  Developed and implemented first department pages on new City intranet site that educates and provides access to information for other City departments. MAJOR DEPARTMENT GOALS & STRATEGIES FOR FY2016  Ensure a safe and efficient fleet for City operations.  Preserve mechanical, electrical and hydraulic integrity of the City’s fleet, thus extending the useful life of City assets.  Decrease vehicle down time by increasing efficiency & cost- effectiveness.  Maintain the integrity of the City’s fleet through effective management of the Fleet Internal Service Fund.  Provide “outstanding customer service” for all customers.  Increase professionalism and customer services by obtaining additional certifications and hiring additional personnel.  Continue to research alternative fuels for use in City fleet, such as exploring propane conversions for vehicles already in fleet. (U)  Replace the following vehicles: o Six utility vehicles, one bucket truck and three mowers. o Streets: large rubber tire loader. o Police: two patrol and two undercover vehicles. o Fire: one wildland apparatus and water tanker.  Implement new software: Infor EAM fleet module. PRIMARY COUNCIL STRATEGIC GOALS Notable Budget Items Fleet Technician (1 FTE) Funding for TRV’s & Western District Integration $32,000 DEPARTMENT DESCRIPTION The Fleet Services Department performs preventative maintenance and mechanical repairs on all City equipment and vehicles. The goal of the Department is to ensure safe, efficient operations while minimizing future replacement needs. The Fleet Services Supervisor manages the Fleet Internal Service Fund, writes specifications for new vehicle and equipment purchases, and performs new product research. 174 FY2016 Annual Budget DEPARTMENTAL BUDGET POC FY2014 Actual FY2015 Budget FY2015 Proj Actual FY2016 Base FY2016 Changes FY2016 Budget Personnel 531,435 588,705 588,641 598,927 79,417 678,344 Operations 532,812 674,598 674,598 700,961 39,440 740,401 Capital - - - - - - Total Departmental Budget 1,064,247$ 1,263,303$ 1,263,239$ 1,299,888$ 118,857$ 1,418,745$ DEPARTMENTAL PERFORMANCE MEASURES Measures FY2014 Actual FY2015 Budget FY2015 Proj Actual FY2016 Base FY2016 Changes FY2016 Budget Workload Measures 1. # of City-owned vehicles and equipment 458 460 522 522 12 534 2. Mechanic to vehicle ratio 1-92 1-92 1-104 1-104 Add 1 Mech 1-89 3. Mechanic to Maintenance Repair Units (MRU's)1-190 1-199 1-197 1-197 1-5 1-203 4. # of Work Orders per Year 4,004 3,500 3,880 3,800 400 4,200 5. Gallons of Fuel Used per Year Unleaded gasoline 113,095 110,500 128,257 128,257 8,337 136,594 Diesel fuel 91,730 96,800 93,548 93,548 5,613 99,161 Performance Measures 1. # of ASE and EVT certifications held by Fleet staff 89 95 99 99 6 105 2. Percent of budget sent out for service / repairs 39% 40% 42% 42%3%45% 3. Internal Customer Service rating of satisfied or better 96% 97% 95% 95%2%97% 4. "Green" vehicles / equipment 101 104 108 108 -1 107 The Number of Work Orders per Year is a goal that is set by Fleet Services and is one way to show our progress to previous years. This Department has seen a growth in the number of work orders and will be adding a new FTE in FY2016 to help carry the growing workload. Certifications Held by Staff shows the quality of the technicians employed by Fleet Services. ASE and EVT are independent third party certifications that allow us to impartially verify our technicians’ knowledge. Fleet Services staff currently holds 97 ASE and EVT certifications. AWARDS / ACCREDITATIONS ASE Blue Seal recognized for seven consecutive years. In order to receive this award, a minimum of 75% of our shop’s technicians must be ASE certified. The Department currently has five ASE Master Technicians and two Master Fire Apparatus Technicians. 42 9 43 6 45 8 52 2 53 4 85.8 87.2 91.6 104.4 89.0 0 20 40 60 80 100 120 0 100 200 300 400 500 600 FY2012 FY2013 FY2014 FY2015*FY2016* Fleet Growth Fleet Growth Vehicles per Mechanic Recommended Average: 57.5 * Projected 175 FY2016 Annual Budget INFORMATION TECHNOLOGY FUND The Information Technology Fund provides computer hardware, software, training, GIS analysis, and staff support to all City departments. Charges are based on hardware and software replacements for each department. INFORMATION TECHNOLOGY ISF INCOME STATEMENT IT ISF FY2014 Actual FY2015 Budget FY2015 Proj. Actual FY2016 Base FY2016 Changes FY2016 Budget Beginning Fund Balance 329,383 23,668 193,039 243,397 - 243,397 Revenues IS Fees 2,755,489 3,600,923 3,600,923 4,767,878 5,255 4,773,133 Other Revenues 21,286 15,400 13,900 13,900 - 13,900 Bond Proceeds 162,000 - 162,000 Transfers In 1,060 - - - - - Transfers In, General Fund 8,436 412,872 412,872 20,000 10,110 30,110 Transfers In, Joint Services 58,035 7,685 7,685 - 1,450 1,450 Transfers In, Utilities 292,265 8,550 8,550 - 236,980 236,980 Transfers In, SRF's 13,900 - - - 3,650 3,650 Transfers In, Salary Ad - - - - Transfers In, Fleet - 243,516 243,516 - - - Transfers In, GCP - - - - - - Total Revenues 3,150,471 4,288,946 4,287,446 4,963,778 257,445 5,221,223 Expenditures GIS 391,296 - - - - - I/T Operations 1,258,886 1,839,114 1,782,135 1,788,990 - 1,788,990 Capital Replacement 1,662,390 2,454,953 2,454,953 2,858,997 613,390 3,472,387 Total Expenditures 3,312,572 4,294,067 4,237,088 4,647,987 613,390 5,261,377 Ending Fund Balance 167,282$ 18,547$ 243,397$ 559,188$ (355,945)$ 203,243$ CAFR Adjustment 25,757 - - - - - Available Fund Balance 193,039$ 18,547$ 243,397$ 559,188$ (355,945)$ 203,243$ Expense increases in FY2016 relate to major ISF replacements including the City’s phone system, firewall upgrades and replacement of the major VMWare servers. Additionally in FY2016, the City will be replacing the Parks and Recreation program management software. 176 FY2016 Annual Budget CAPITAL REPLACEMENT CONTRACTS BUDGET The purchase and support of computers and peripherals, end-user training, major business applications, and the network system are included in this department. Costs are assessed on a per capita or per component basis, and charged back to the user division over the life of the equipment. Equipment is then purchased on a coordinated, centralized, pre-planned basis, which minimizes cost of purchase, maintenance, and training. Divisions are also charged for the maintenance of production applications and their proportionate use of network resources. FY2014 Actual FY2015 Budget FY2015 Proj Actual FY2016 Base FY2016 Changes FY2016 Budget Personnel - - - - - - Operating 1,209,329 1,474,846 1,474,846 1,724,147 170,000 1,894,147 Capital 453,061 980,107 980,107 1,134,850 443,390 1,578,240 Total Departmental Budget 1,662,390$ 2,454,953$ 2,454,953$ 2,858,997$ 613,390$ 3,472,387$ Project Reason FY2016 Cost Hardware Replacements Replace primary network firewall/intrusion protection device End of life 90,000 Replace core virtual server host machines (5 large servers) End of life 300,000 Replace main storage area network data switch End of support 60,000 Replace voice-over-ip phone system servers and software End of life, End of vendor support 300,000 Replace Cisco telephones (200)End of life 55,000 Replace library training laptops (12)End of life 24,000 Lease buy-out of large format scanner/copier in Planning Lease buy out will save money over long term 9,600 Replace Library Userful computers (partial)End of life 10,000 Replace 15 workgroup data switches in buildings (partial)End of life, equipment failures 70,000 Replace 2 physical application servers End of life 15,000 IT loaner laptop inventory (4)Reduce need for individual user laptops 4,000 Replace server rack power distribution units - partial End of life 2,000 Hardware Replacements Total 939,600$ Additional ISF Costs Software maintenance contracts Support contracts for business critical apps 1,588,947$ Hardware Replacements Total 1,588,947$ Information Technology ISF Total 2,528,547$ INFORMATION TECHNOLOGY: INTERNAL SERVICE FUND FIVE-YEAR PROJECTIONS Contract FY2016 FY2017 FY2018 FY2019 FY2020 Services First Contact Meetings 700 700 700 700 700 Software 150,000 20,000 20,000 20,000 20,000 Technology Training 15,000 13,000 13,000 13,000 13,000 Annual Contracts 1,630,147 1,345,993 1,480,592 1,628,652 1,791,517 Printer/Switch Replacements 17,500 17,500 17,500 17,500 17,500 Desktop Operations 5,000 5,000 5,000 5,000 5,000 Network Operations 45,800 45,800 45,800 45,800 45,800 Contingency 10,000 10,000 10,000 10,000 10,000 Network Replacement Contingency 20,000 20,000 20,000 20,000 20,000 Total Services 1,894,147 1,477,993 1,612,592 1,760,652 1,923,517 Capital Outlays and Projects Replacement Network Hardware 1,578,240 1,100,968 1,211,065 1,332,171 1,465,388 Total Capital Replacement 1,578,240 1,100,968 1,211,065 1,332,171 1,465,388 Total Costs by Function 3,472,387$ 2,578,961$ 2,823,657$ 3,092,823$ 3,388,905$ 177 FY2016 Annual Budget INFORMATION TECHNOLOGY FINANCE AND ADMINISTRATION INFORMATION TECHNOLOGY 17 FTES MAJOR DEPARTMENT ACCOMPLISHMENTS FOR FY2015  Continued rollout of virtualized desktops to all eligible City employees.  Updated the City IT Master Plan and continued implementation of key projects identified in the Plan.  Completed implementation of the City’s Enterprise Asset Management System (Infor).  Continued to optimize the City's BizTalk system, which will be used as a hub for all integrations between City software systems.  Implemented several software and hardware systems to support newly created Emergency Medical Service  Completed extensive technology installations at the new Public Safety Operations and Training Complex (PSOTC).  Implemented new AV system and video cameras for Hewlett and Friends rooms in Library.  Implemented Veam/Exogrid back-up/disaster recovery system for all IT servers.  Completed several new integrations with the OSSI computer aided dispatch system.  Planned and initiated projects to implement vehicle fleet management and airport management systems. MAJOR DEPARTMENT GOALS & STRATEGIES FOR FY2016  Lead the City in process improvements through technology.  Deliver a highly reliable and resilient IT infrastructure to all City departments.  Advise and assist division teams in selecting, implementing and upgrading application software products through implementation of the Information Technology Master Plan.  Manage the City’s IT investments in a cost-effective manner.  Provide excellent customer service and support to all departments.  Help in the selection and begin implementation of a Customer Information System (CIS) for Customer Care and HR management system.  Expand implementation of the Infor Enterprise Asset Management system to additional departments and asset types.  Implement IT system performance measures using Extrahop performance monitoring tool.  Replace obsolete elements of the IT infrastructure including the VoIP phone system, virtual server hosts, and main network firewall. PRIMARY COUNCIL STRATEGIC GOALS Notable Budget Items Disaster Recovery System $100,000 Microsoft Exchange $20,000 Increase Backup Capacity $22,000 2-Factor Authentication $20,000 (All items accounted for in Technology ISF) DEPARTMENT DESCRIPTION The Information Technology (IT) Department provides information and technology management services for the City. The Department provides application support, network infrastructure management, and the telephone system. Additionally, the Department manages the Information Technology Internal Services (ISF) Fund. 178 FY2016 Annual Budget DEPARTMENTAL BUDGET POC FY2014 Actual FY2015 Budget FY2015 Proj Actual FY2016 Base FY2016 Changes FY2016 Budget Personnel 1,065,768 1,573,979 1,537,600 1,547,076 - 1,547,076 Operations 160,504 265,135 244,535 241,914 - 241,914 Capital 32,614 - - - - - Total Departmental Budget 1,258,886$ 1,839,114$ 1,782,135$ 1,788,990$ -$ 1,788,990$ DEPARTMENTAL PERFORMANCE MEASURES Measures FY2014 Actual FY2015 Budget FY2015 Proj Actual FY2016 Base FY2016 Changes FY2016 Budget Workload Measures 1. Help desk calls received 5,500 5,500 5,500 5,500 200 5,700 2. # of computer user accounts managed 650 680 720 720 50 770 3. # of servers managed 175 190 190 190 15 205 Performance Measures 1. Core network uptime 99.9% 99.9% 99.9% 99.9% 99.9% 99.9% 2. % of servers virtualized 90% 95% 75% 75%5%80% 3. Cost of service per user/per year $4,000 $4,600 $4,600 $4,600 $1,700 $6,300 Cost of service per user/per year is an important measure because it reflects the growing use of technology by the City's various business units. Software applications in particular are becoming an increasingly important tool for dealing with work demands generated by growth, online services, and the need for rapid access to information. Software purchases, however, generate costs for the IT department in the form of hardware expansion, increased maintenance, and system administration. Percent of servers virtualized is key to measuring the IT Department's work to leverage new technologies that reduce the costs of increased software implementation. Virtualization delivers very high return on investment by minimizing the need to purchase hardware to provision new servers or to expand existing servers. In the future, this measure should include the use of "cloud" based infrastructure. $3 , 7 4 7 $3 , 9 7 5 $4 , 0 0 0 $4 , 6 0 0 $6 , 3 0 0 610 620 650 720 770 0 200 400 600 800 $0 $2,000 $4,000 $6,000 $8,000 FY2012 FY2013 FY2014 FY2015*FY2016* Cost of Service per User vs. # of Users Cost of Service per User per Year # of Computer User Accounts * Projected 80 %85 %90 % 75 %80 % 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% FY2012 FY2013 FY2014 FY2015*FY2016* % of Servers Virtualized * Projected National Standard: 50%-60% 179 FY2016 Annual Budget SELF-INSURANCE FUND The Self Insurance Fund accounts for the revenues and expenses related to employee health benefits. The City provides health and dental benefits for full-time employees. The City transitioned to a self-funded medical plan out of the traditional fully insured model in FY2014 to help lower costs and maintain stability in premiums. SELF-INSURANCE ISF INCOME STATEMENT FY2014 Actual FY2015 Budget FY2015 Proj. Actual FY2016 Base FY2016 Changes FY2016 Budget Beginning Fund Balance - 82,796 221,021 756,904 - 756,904 Revenues EE PPO Contributions 1,539,745 2,191,481 2,498,511 2,608,500 - 2,608,500 EE HDHP Contributions 1,786,036 3,397,215 2,570,029 2,746,000 - 2,746,000 Interest 58 - 1,865 - - - Other - - 160,000 - - - Total Revenues 3,325,839 5,588,696 5,230,405 5,354,500 - 5,354,500 Expenditures Special Services - 123,461 123,461 175,000 - 175,000 Medical Claims 2,455,852 3,515,619 3,515,619 3,700,000 - 3,700,000 Fees, Administrative 186,296 191,786 280,030 305,760 - 305,760 Fees, Stop Loss 444,169 649,572 740,215 840,000 - 840,000 Fees, Compass Admin 18,501 25,728 32,414 35,000 - 35,000 Fees, Legal Services - - 2,783 - - - HSA Contributions - 440,800 - 500,000 - 500,000 Health OPT Out Exp - - - - - - Transfers Out - - - - - - Total Expenditures 3,104,818 4,946,966 4,694,522 5,555,760 - 5,555,760 Ending Fund Balance 221,021$ 724,526$ 756,904$ 555,644$ -$ 555,644$ CAFR Adjustment - - - - - - Available Fund Balance 221,021$ 724,526$ 756,904$ 555,644$ -$ 555,644$ As part of the overall move to the self-insurance model, increasing access to wellness events was a key strategy for the City. Throughout the year, the City offers wellness events like Lunch & Learns, flu shots, running groups, and bio-metric screenings free of charge to employees. City of Georgetown Annual Health Fair Wellness Class – Tennis Sampler 180 FY2016 Annual Budget INTERNAL SERVICE FUND PREMIUMS Internal Service Fund Premiums include:  Facilities Maintenance o Contracts and repairs for buildings and grounds are charged to departments based on actual usage and charges  Fleet Services o Vehicle lease fees are charged to departments based on actual replacement costs. o Maintenance fees are charged based on each department’s prior year actual usage.  Information Technology o Computer and software lease fees are charged to departments based on replacement costs and estimated usage.  Joint Services and General (non-departmental) o Fees are charged to funds receiving administrative services from another fund based on a reasonable, rational basis. The following factors are used as applicable:  Relative revenues  Relative personnel  Number of utility accounts  Number of work orders  Number of requisitions INTERNAL SERVICE PREMIUMS WITH PROGRAMS ISF Premiums Facilities Maintenance Fleet Information Services Joint Services General Information Services Fund Information Resources 49,122 9,181 109,611 - - Electric Fund Administration 18,919 617,643 479,806 3,753,540 948,342 AMR Electric Engineering - 3,167 - - - Electric Contracts Water Services Fund Administration - 523,504 607,120 4,683,050 446,399 Wastewater Wastewater Plant Management Water Rural Water Fund Administration 85,992 180,101 80,640 998,207 109,174 Stormwater Drainage Fund Stormwater Drainage - 132,131 46,799 848,079 123,541 Airport Fund Airport Operations 116,615 28,275 13,371 123,127 91,691 ISF Totals 3,111,814$ 2,869,588$ 4,773,133$ 13,435,519$ 1,729,753$ Excludes intergovernmental charges to GEDCO of $305,216 Excludes intergovernmental charges to GTEC of $132,698 Excludes intergovernmental charges to GTEC of $192,850 181 FY2016 Annual Budget INTERNAL SERVICE PREMIUMS WITH PROGRAMS ISF Premiums Facilities Maintenance Fleet Information Services Joint Services General General Fund Transportation Administration - 5,463 20,057 - - Streets - 231,168 120,339 - - Planning 28,176 4,019 60,263 - - Inspection Services 28,176 37,187 85,895 - - Code Enforcement - 23,731 41,725 - - Municipal Court 13,247 - 38,686 - - Fire Services Administration 335,281 - 90,217 - - Fire Operations - 209,429 562,118 - - Environmental Services - - 8,064 - - City Manager's Office 55,512 10,280 20,088 - - General Government 22,761 - - 2,962,577 - City Council 39,530 - 33,480 - - Communications 1,515 - 19,923 - - Downtown & Comm Services Admin 15,146 - 26,564 - - Parks 206,532 208,962 139,463 - - Recreation 792,484 25,865 146,104 - - Library 315,049 15,032 126,181 - - Police Administration 620,248 337,622 876,230 - - Animal Services 44,987 16,765 75,105 - - Economic Development & Tourism SRF Convention & Visitors Bureau 48,751 3,620 26,564 - 10,606 Emergency Management Services SRF Paramedic Program 36,428 104,096 Facilities Maintenance Fund Facilities Maintenance - 36,608 46,488 - - Fleet Management Fund Vehicle Service Center 10,797 47,573 51,582 - - Joint Services Fund Economic Development 13,631 - 20,088 - - Main Street - - 6,641 - - GUS Administration 130,066 4,747 72,576 - - GIS Systems Engineering - 68,185 185,471 - - Pump Maintenance Finance Administration 37,023 - 38,686 - - Accounting - - 64,477 - - Purchasing 42,473 17,536 51,582 - - Utility Office 16,357 9,356 148,297 - - Environmental & Conservation Services - 26,010 48,384 66,939 - Human Resources 18,512 - 46,872 - - Legal 4,912 - 33,480 - - 182