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09 - Finance and Administrationfinance & Adm *nistratl*on J� J Finance & Administration Administration Page 158 r Municipal Couri Pa.oe 170 FINANCE & ADMINISTRATION The Finance & Administration Division serves City departments and citizens through Accounting, Administration, Facilities Maintenance, Fleet Management, Municipal Court, Purchasing & Properties and the Utility Office. The Division also manages the City's internal service funds for Facilities and Fleet. DIVISION FINANCIAL SUMMARY: 99/00 98/99 99/00 Projected 00/01 01/02 Actual Budget Actual Adopted Projected Base Accounting 280,480 319,679 310,117 344,780 343,280 Administration 297,880 312,507 312,507 334,103 288,103 Facilities Maintenance 54,750 55,768 55,509 57,418 57,418 Facilities Main. Contracts 349,480 420,861 420,861 551,535 452,135 Vehicle Service Center 366,973 396,346 395,929 420,376 420,376 Capital Replacements & Ins. 800,545 639,546 639,068 689,725 746,595 Municipal Court 133,671 156,040 155,125 159,669 159,669 Court Fees SRF 0 5,000 4,000 20,000 20,000 Purchasing & Properties 283,780 321,994 315,231 340,592 340,592 Utility Office 576,518 584,667 573,241 562,624 562,624 TOTAL 3,144,077 3,212,408 3,181,588 3,480,822 3,390,792 FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 2000/01 149 FINANCE & ADMINISTRATION Employees - Full Time Equivalents 31.75 Total Employees 9 Utility 6 Pw 2.5 Municipal Court venting 2 Administration Facilities Maintenance Svc Center Personnel, Operations, & Capital Operation Total Budget $3,460,822 Capital Personnel FINANCE & ADMINISTRATION 150 ANNUAL OPERATING PLAN ELEMENT 2000/01 ENDS & MEANS Economic Development Policy End 1.00 Citizens of Georgetown experience a stable, self-sustaining economy with expanding job opportunities. Focus End 1.01 Existing undeveloped sites in Georgetown are put to beneficial use. Means (99-02) Support and assist in the development of the Rivery Tract and the entertainment district. (Administration, Community Owned Utilities, Development Services, Economic Development, Fire Services, Management Services, Parks and Recreation) Environmental and. Resource Conservation Policy End 2.00 Georgetown's natural and physical resources are managed so that citizens enjoy the benefits of economic and social development. Focus End 2.01 Sufficient, high-quality water is available to meet the current and future needs of citizens and businesses in Georgetown. Priority is given to: 1) human consumption 2) businesses 3) recreation Means (98-03) Assist Community Owned Utilities in developing an irrigation/effluent utility ordinance and reuse policy to expand the use of effluent water sources to irrigate City parks, open spaces, and area golf courses, and to reduce removal of water from the Edward's Aquifer. (Administration, Utility Office, Community Owned Utilities, Management Services, Parks & Recreation) Historic Preservation Policy End 5.00 Prehistoric and historic resources are preserved, protected and promoted for the benefit of the citizens of Georgetown. Means (99-02) Assist with promoting the Main Street Facade Fund Renovation Program by completing four renovation projects. (Facilities Maintenance, Main Street Program, Community Owned Utilities, -- Development Services, Management Services) Public Information and. Education Policy End 7.00 City -owned, sponsored or managed public information and education services enhance the quality of life of the citizens of Georgetown. FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 2000/01 151 Focus End 7.01 Public education and information services meet the diverse needs and requirements of citizens. Means (99-01) Prepare citizen -oriented guides for City finances and debt structure as part of a citywide public education initiative. (Administration, City Manager's Office, Information Resources) Means (99-01) Participate in the City's public information and awareness team. (All Divisions) Public safety Policy End 8.00 Citizens of Georgetown feel safe and are well protected from crime and disorder, natural disasters and emergencies. Means (97-01) Assist Fire Services with the design, bidding, and construction of Fire Station No. 4. (Purchasing & Properties, Fire Services) Means (98-04) Assist Fire Services with a community needs assessment of hazardous materials using Chemical Manufacturing Association data in order to provide hazardous analysis planning and emergency response information for public safety employees. (Purchasing & Properties, Fire Services) Means (00-01) Assist with updating the Emergency Operations Manual (All Divisions) Recreational and Cultural Affairs Policy End 9.00 Parks, open space and recreation facilities and services contribute to an enhanced quality of life for citizens of Georgetown. Focus End 9.03 There are opportunities for citizens to participate in a wide range of recreational activities. Priority is to be given to programs which meet the needs of those who are physically or otherwise challenged. Means (99-04) Assist with special community festivals and events working with Parks & Recreation and other City divisions. (Administration, Community Owned Utilities, Economic Development, Information Resources, Management Services, Parks & Recreation, Police Services) Utilities/Energy Policy End 12.00 City -owned, sponsored or managed utilities provide safe, adequate and reliable service to all customers. Focus End 12.01 Customers of the City's electric utility have a range of choices with respect to rates, service levels and power supply options. Means (96-02) Assist with developing and implementing a utility marketing strategy and new rate structure that fully utilizes the Automated Meter Reading System and prepares the City for possible future electric deregulation. (Administration, Utility Office, Community Owned Utilities, Information Resources, Management Services) FINANCE & ADMINISTRATION 152 ANNUAL OPERATING PLAN ELEMENT 2000/01 Means (98-01) Work with Employee & Organizational Services, Information Resources and Community Owned Utilities with implementation of an integrated financial, human resources and utility Customer Information System (CIS). (Utility Office, Community Owned Utilities, Employee & Organizational Services, Information Resources, Management Services) Means (98-04) Assist in location, design and construction of a new Municipal Service Center compound, as identified in the citywide ten-year plan, to promote efficient and safe city operations, improve access by citizens, and exemplify urban design standards. (All Departments, Community Owned Utilities, Development Services, Information Resources, Management Services) Means (99-01) Redesign the utility bill to establish a more customer friendly and informative format. (Utility Office) Facilities and services Policy End 13.00 The City provides for the safety of its citizens and supports the responsive delivery of coordinated services by the City and other public agencies. Means (99-04) Coordinate the adoption and begin implementation of the citywide ten-year facilities plan that contributes to the health of the central business district, promotes efficient and safe city operations, improves access by citizens and exemplifies urban design standards. (Administration, Purchasing & Properties, Information Resources, Management Services) Means (00-01) Assist with completion of new/remodeled Airport Terminal Building. (Purchasing & Properties, Community Services) Means (00-05) Perform security audits and modify City facilities to provide secure working areas for citizens and employees. (Facilities Maintenance, Management Services, Police Services) Focus End 13.02 The City has a high level of employee satisfaction and retention. Means (98-04) Continue ongoing recruitment efforts to ensure diversity in the applicant pool and compatibility with core values for every City position. (All Divisions) Means (99-03) Develop and implement individualized career development and citywide succession plans. (All Divisions) Focus End 13.03 The City provides appropriate, well managed information technology and services that support City operations and citizen access to information. Means (98-01) Develop requirements and request proposals, evaluate options and implement an integrated financial, human resources and utility Customer Information System (CIS). (Accounting, Administration, Utility Office, Community Owned Utilities, Management Services) Means (00-05) Provide support for preparing and implementing a comprehensive strategy to address the Geographic Information System (GIS) needs of the City. (Administration, Community Owned Utilities, Community Services, Development Services, Fire Services, Information Resources, Management Services, Police Services) FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 2000/01 153 Finance Policy End 14.00 All municipal operations are conducted in an efficient business -like manner and sufficient financial resources for both current and future needs are provided. Means (96-01) Assist with the completion of the Customer Choice & Control (CCC) installation. (Utility Office, Community Owned Services) Means (99-01) Conduct competitive fee analysis for all development and utility related fees andpresent recommended changes to City Council. (All Divisions) Means (99-01) Assist Information Resources in the coordination, implementation, and automation of the code enforcement complaint tracking system, including web site access, to provide more aggressive identification and correction of violations. (All Divisions) Means (99-04) Cooperate and coordinate with the Williamson County Unified Road District to provide an organized transportation roadway system. (Administration, Community Owned Utilities, Development Services) Means (00-01) Review and expand City's debt policy. (Administration) Means (00-05) Pursue additional cooperative purchasing agreements with Williamson County, Georgetown Independent School District and other local governmental entities. (Purchasing & Properties) Means (01-02) Expand the City's long range financial models to include a ten-year financial plan for the General Fund and all utility funds (Accounting, Administration) For an explanation of the Ends & Means, see pages one and two in the City summary section. FINANCE & ADMINISTRATION 154 ANNUAL OPERATING PLAN ELEMENT 2000/01 GEORG��O iro QED This page intentionally left blank. FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 2000/01 1 155 WHAT WE DO: The Accounting Department is responsible for keeping accurate financial records for the City and providing financial and related information to division directors, department heads, and council members when they make financial decisions for the City. The Department pays accounts payable promptly by issuing and mailing checks weekly, processes the City's payroll and related reports, tracks investments and cash flow of all City funds, maintains the general ledger and monitors internal controls, prepares interim and annual financial and budget reports, tracks the City's capital improvements and grant projects, monitors bond proceed disbursements and pays the City's debt service. The Department's goal is to insure and promote fiscal responsibility for City funds and equipment, while providing support to all divisions, so they may better serve the citizens of Georgetown. WHAT WE ACCOMPLISHED IN 1999/00: • Received the Government Finance Officers Association's (GFOA) award for "Excellence in Financial Reporting" for the City's 1998 Comprehensive Annual Financial Report for the twelfth consecutive year. • Coordinated the Texas Capital Fund economic development grants for the following: • Advanced Cable Services, L.P. • Hewlett Chevrolet, Oldsmobile, Buick, Inc. • Texas Electric Cooperatives, Inc. • Presidio in the Rivery • Worked with the Utility Office, Information Resources, Community Owned Utilities and Employee and Organizational Services to develop the system requirements for an integrated financial, human resource, and utility customer information system. 156 • Revised the City's travel policy to further streamline the process and eliminate duplication associated with the City's credit card policy. • Coordinated the financial administration of the $500,000 Texas Parks and Wildlife River Corridors Grant. • Implemented a flexible repurchase agreement as an investment vehicle for the City's 2000 debt issue, which gives the City flexibility in construction timelines. • Implemented investment software to track the City's investments and provide reporting that complies with the Public Funds Investment Act. WHAT WE PLAN TO ACCOMPLISH IN 2,000/01: • Continue coordination of the City's grant program including development grants, Parks and Recreation grants, Police grants and various other city grants. • Revise accounting reporting systems to incorporate changes mandated by Governmental Accounting Board Statement No. 34. • Work with the Utility Office, Community Owned Utilities (COU), Employee and Organizational Services, and Information Resources to implement an integrated financial, human resource, and utility customer information system. • Work with Finance Administration to expand the City's long range financial models to include a ten- year financial plan for the General Fund and all utility funds. FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 2000/01 2000/01 ADOPTED BUDGETAND 2001/02 PROJECTED BUDGET: 99/00 ACTUAL ACTUAL BUDGETED PROJECTED PROPOSED ACTIVITY INDICATORS FY 97/98 FY 98/99 FY 00 FY 99/00 FY 00/01 254,825 Personnel 47,367 51,327 51,327 1) Vendor checks issued 11,677 10,905 11,500 11,250 11,750 2) Invoices processed 42,780 49,864 45,000 51,000 52,500 3) Annual investment portfolio $17,525,141 $30,686,882 $30,000,000 $32,000,000 $30,000,000 4) Number of grants 11 28 17 14 16 Annual grant expenditures $1,228,603 $1,681,735 $3,952,500 $1,280,000 $1,520,000 2000/01 ADOPTED BUDGETAND 2001/02 PROJECTED BUDGET: 00/01 99/00 Adopted 98/99 99/00 Projected (% Change **) Actual Budget Actual 293,244 (15.1%) 5/1 5.75/.5 5.75/.5 # Employees 233,113 264,387 254,825 Personnel 47,367 51,327 51,327 Operations 3,965 3,965 Capital 280,480 319,679 310,117 Employees: full time / part time FTE's * Percent change of 00/01 Proposed from 99/00 Projected Actual ** Percent change of 01/02 Projected Base from 00/01 Proposed 00/01 01/02 Adopted Projected Base (% Change *) (% Change **) 6.75/.5 6.75/.5 293,244 (15.1%) 293,244 (0.0%) 51,536 (0.4%) 50,036 (-2.9%) (N/A) (N/A) 344,780 (11.2^/0) 343,280 (-0.4%) SIGNIFICANT CHANGES: The payroll processing function has been transferred to Accounting from Human Resources for 2000/01. FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 2000/01 157 WHAT WE DO: The Administration Department provides support to City departments through leading and managing Accounting, Facilities Maintenance, Fleet Management, Municipal Court, Purchasing & Properties and Utility Office. This department plans and directs the City's financial activities: accounting, purchasing, tax collections, billings, financial reporting, and debt and investment management. The department directs the City's budgeting process; the preparation and publication of the Annual Operating Plan Element (budget) of the Georgetown Century Plan; monitors and updates long-term financial plan and prepares related policy recommendations; and plans and coordinates city debt issuances, including presentations to bond rating agencies. Other projects include working with Community Owned Utilities and the Utility Office on the City's utility services and electric deregulation strategies. WHAT WE ACCOMPLISHED IN 1999/00: • Received GFOA Distinguished Budget Presentation Award for eleventh consecutive year. • Co-sponsored first Town Hall Meeting to enlist feedback for citizen -focused budget process. • Coordinated $1.45 million certificates of obliga- tion debt issue for traffic improvement projects including realignment of Country Club Road and engineering for the Rivery Bridge. • Coordinated $4.32 million of revenue bonds for the purpose of improvements and expansions to the electric, water and wastewater systems. • Worked with COU and the Utility Office to begin negotiations with AEP Communications (formerly C3 Communications) for operation and maintenance of the fixed wireless network. 158 • Worked with the Utility Office, Information Resources, Community Owned Utilities and Employee and Organizational Services to develop the system requirements for an integrated financial, human resource, and utility customer information system. WHAT WE PLAN TO ACCOMPLISH IN 2000/01: • Coordinate a citywide financial condition and strategy review and make recommendations to provide adequate resources for the five-year needs of the City. • Analyze development and utility related fees, and make recommended changes to meet costs of residential and commercial/industrial growth. • Develop and implement a regular program and financial summary report process, including reports to Council. • Develop cost of services and rate proposals for City electric utility in coordination with Utility Office and Community Owned Utilities. • Review and expand City debt policy. • Assist COU in establishing an irrigation utility and setting rates. • Prepare citizen -oriented guides on City finances and debt as part of citywide public education initiative. • Work with Accounting to expand the City's long range financial models to include a ten-year financial plan for the General Fund and all utility funds. • Work with COU and the Utility Office to implement a maintenance contract for operation and maintenance of the fixed wireless network. FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 2000/01 ACTUAL ACTUAL BUDGETED PROJECTED PROPOSED ACTIVITY INDICATORS FY 97/98 FY 98/99 FY 99/00 FY 99/00 FY 00/01 1) a. Number of bond issues outstanding 9 10 12 12 13 b. Amount of debt outstanding $44,805,000 $47,880,000 $54,360,000 $50,395,000 $54,095,000 2) Utility customers 13,546 14,501 15,659 15,585 16,520 3) Adopted annual budget $62,308,314 $68,861,433 $81,757,046 $72,407,286 $85,402,571 2000/01 ADOPTED BUDGET AND 2001/02 PROJECTED BUDGET: 99/00 00/01 01/02 98/99 99/00 Projected Adopted Projected Base Actual Budget Actual (% Change *) (% Change **) 2/0 2/0 2/0 # Employees 2/0 2/0 109,425 124,477 124,477 Personnel 126,809 (1.9%) 126,809 (0.0%) 185,339 188,030 188,030 Operations 207,294 (10.2%) 161,294 (-22.2°�°) 3,116 Capital (N/A) (N/A) 297,880 312,507 312,507 334,103 (6.9%) 288,103 (-13.8%) Employees: full time / part time FTE's * Percent change of 00/01 Proposed from 99/00 Projected Actual ** Percent change of 01/02 Projected Base from 00/01 Proposed FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 2000/01 159 ro w 160 WHAT WE DO: The Facilities Maintenance Department provides janitorial service for approximately 123,000 square feet of City buildings (Municipal Building, City Offices, City Hall, Police Station, Public Library, Police Department Annex, Recreation Center, Community Owned Utilities and the Development Services facility) on a regular basis. During 1999/00, janitorial services and landscape maintenance will continue to be contracted out. Light maintenance, painting, landscape maintenance, roofing and air conditioning repairs for City facilities are also provided for those buildings, plus the four Fire Stations, Community Center, Airport Terminal, Madella Hilliard Center, Katy Lake Training Facility and the Recreation Center. This department performs monthly inspections of each facility to identify existing or potential problems and corrects those situations. This department is managed by the Support Services Director and staffed by one full-time Facilities Maintenance Worker. WHAT WE ACCOMPLISHED IN 1999/00: • Performed facility improvements as approved in the Facility Maintenance Internal Service fund including: • Resurfaced three tennis courts. • Replaced one Heating Ventilation and Air Conditioning (HVAC) unit at the Community Center. • Painted exterior of the Municipal Building. • Replaced copiers at the Utility Office, Building Inspection, and the Library. • Renovated the first floor of the Municipal Building to relieve overcrowded conditions. • Implemented an annual landscape maintenance contract for the Georgetown Village Public Improvement District (PID). • Upgraded tennis court light electric to bring into code compliance. WHAT WE PLAN TO ACCOMPLISH IN 2000/01: • Perform facility improvements as approved in the Facility Maintenance Internal Service Fund to include the following: • Replace one HVAC unit at the Community Center. • Complete replacement of carpet and tile at the Municipal Building. • Replace roof at the Tennis Center and Community Center. • Replace treadmill at the Recreation Center. • Develop and implement a new work order management process, that will more closely track time spent per facility for maintenance repairs. FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 2000/01 BUDGETED PROJECTED ACTUAL ACTUAL ACTIVITY INDICATORS FY 97/98 FY 98/99 1) Work orders processed 351 374 2) Facilities maintained 16 16 3) Square footage of facilities 130,000 7 10 maintained 117,500 117,500 4) Service contracts managed 6 7 BUDGETED PROJECTED PROPOSED FY 00 FY 00 FY 00/01 Actual Budget Actual 482 326 326 18 17 18 130,000 123,000 130,000 7 10 10 2000/001 ADOPTED BUDGET AND 2001/02 PROJECTED BUDGET: Employees: full time / part time FTE's * Percent change of 00/01 Proposed from 99/00 Projected Actual ** Percent change of 01/02 Projected Base from 00/01 Proposed FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 2000/01 00/01 01/02 99/00 98/99 99/00 Projected Actual Budget Actual 1/0 1/0 1/0 # Employees 43,494 43,158 42,899 Personnel 11,256 12,610 12,610 Operations 54,750 55,768 55,509 Employees: full time / part time FTE's * Percent change of 00/01 Proposed from 99/00 Projected Actual ** Percent change of 01/02 Projected Base from 00/01 Proposed FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 2000/01 00/01 01/02 Adopted Projected Base (% Change*) (% Change **) 1/0 1/0 43,412 (1.2%) 43,412 (0.0%) 14,006 (u.m.) 14,006 (0.0%) 57,418 (3.40/.) 57,418 (0.0%) 161 INTERNAL SERVICE FUND FACILITIES MAINTENANCE CONTRACTS Major building maintenance expenses as well as janitorial services, copier 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 into the years of useful life for each item. These lease payments enable the Internal Service Fund to replace or repair items on a pre -planned schedule. Thus, the City maintains comfortable, safe and aesthetically appealing City facilities. Major projects for 2000/01 include the following: • Replacement of the roof at the Tennis Center and Community Center. • Copier replacement for City Hall, Finance & Administration, Police Department, and Information Resources. • Replacement of one air conditioning unit at the Community Center. 2000/01 ADOPTED BUDGET AND 2001/02 PROJECTED BUDGET: * Percent change of 00/01 Proposed from 99/00 Projected Actual ** Percent change of 01/02 Projected Base from 00/01 Proposed FINANCE & ADMINISTRATION 162 ANNUAL OPERATING PLAN ELEMENT 2000/01 99/00 00/01 01/02 98/99 99/00 Projected Adopted Projected Base Actual Budget Actual (% Change *) (% Change **) 63,628 59,202 59,202 Bldgs. Structs. Grds 55,317 (-6.6%) 55,317 (0.0%) 184,892 286,359 286,359 Lease and Contracts 329,518 (15.1%) 329,518 (0.0%) 41,164 40,500 40,500 Bldg. Improvements 99,000 (144.4%) 28,000 (-71.7%) 7,500 7,500 Contingency (Non -R) 7,500 (0.0^�0) 7,500 (0.0%) 59,796 27,300 27,300 Furniture & Fixtures 60,200 (120.5%) 31,800 (47.2%) 349,480 420,861 420,861 551,535 (31.0%) 452,135 (-18.0%) * Percent change of 00/01 Proposed from 99/00 Projected Actual ** Percent change of 01/02 Projected Base from 00/01 Proposed FINANCE & ADMINISTRATION 162 ANNUAL OPERATING PLAN ELEMENT 2000/01 Facilities Maintenance Internal Service Fund. Airport Terminal 00/01 01/02 02/03 03/04 04/05 By Function 26,613 16,813 30,813 18,813 16,813 Copier Replacement 39,200 26,800 29,400 29,400 1,100 Copier Maint. 28,400 28,400 28,400 28,400 28,400 Painting 0 3,200 15,500 19,000 7,000 Roof Replacement 50,000 0 0 0 0 HVAC Replacement 11,000 0 14,000 0 30,000 Pest Extermination 2,516 2,516 2,516 2,516 2,516 Flooring Replacement 35,000 17,300 2,700 3,100 0 Landscape Maintenance 107,200 107,200 107,200 107,200 107,200 Janitorial Svcs. 143,320 143,320 143,320 143,320 143,320 Maintenance Services 61,581 55,685 55,685 55,685 55,685 HVAC Maintenance 33,548 33,548 33,548 33,548 33,548 Elevator Maintenance 2,600 2,600 2,600 2,600 2,600 Emergency Gen. Maint. 8,750 8,750 8,750 8,750 8,750 Racquetball Court Ceiling Tiles 200 200 200 200 200 Gym and Racquetball Floor Maintenance 0 0 0 4,100 0 Table and Chair Replacement 0 0 1,800 0 0 Overhead Door Maintenance 1,500 1,500 1,500 1,500 1,500 Halon/Fire Alarm Maintenance 1,020 1,020 1,020 1,020 1,020 Tennis Court Resurfacing 0 10,500 0 0 0 Dry Deck 0 0 0 0 0 Treadmill Replacement 5,000 5,000 0 0 0 Stairclimber Replacement 0 0 2,400 0 0 Recumbent Bike Replacement 0 0 0 2,400 0 Contingency 7,500 0 0 0 0 Programs & Projects: Animal Services Temp. Office Space 5,700 5,700 0 0 0 Security Cameras for Rec Center 7,500 0 0 0 Total Costs by Function 551,535 453,239 450,539 442,739 422,839 By Facilities Airport Terminal 1,048 1,048 1,048 1,048 2,148 City Hall 26,613 16,813 30,813 18,813 16,813 City Office Building 33,652 23,852 33,652 26,852 23,852 Community Center 42,934 6,934 8,734 6,934 6,934 COU Compound 23,204 31,704 33,004 23,204 25,204 Country Club Median 780 780 780 780 780 Fire Services 41,549 41,549 41,549 57,349 43,549 Katy Lake Training Facility 7,753 9,453 7,753 10,853 7,753 Library 34,661 34,661 42,661 34,661 34,661 Madellia Hilliard 2,600 2,600 7,800 2,600 2,600 Municipal Building 87,514 46,618 36,818 36,818 66,818 Police Dept Annex 9,083 17,583 9,083 9,083 12,083 Park & Ride Facility 3,380 3,380 3,380 3,380 3,380 Police Station 38,381 28,581 38,381 28,581 28,581 Recreation Center 49,887 60,187 47,287 69,187 44,887 Development Services 20,028 20,028 20,028 29,828 20,028 Industrial Building 1,560 1,560 1,560 1,560 1,560 Roadway Medians 8,580 8,580 8,580 8,580 8,580 Landscape Maintenance 48,100 48,100 48,100 48,100 48,100 Tennis Center 49,528 43,528 29,528 24,528 24,528 Contingency 7,500 0 0 0 0 Programs & Projects 13,200 5,700 0 0 0 Total Costs by Facilities 551,535 453,239 450,539 442,739 422,839 FINANCE & ADMINISTRATION __ ANNUAL OPERATING PLAN ELEMENT 2000/01 163 0 U 1�1 164 WHAT WE DO: The Vehicle Service Center mission is to provide our customers with a safe and efficient fleet in a professional and friendly environment. The team has an agreement that each member will maintain a positive attitude, be flexible, dependable and trustworthy; be accountable for their actions and hold each other accountable; and demonstrate leadership in ways which contribute to the team's success. The department portion of Fleet Management performs routine maintenance and mechanical repairs on all City equipment and vehicles. The department, with the assistance of computerized records showing maintenance history, performs a scheduled inspection of all City vehicles to ensure safe and efficient operation of vehicles and to prevent and minimize future repair needs. All vehicles needing repairs are brought to the Vehicle Service Center for inspection and either repaired in-house or referred to outside shops for specialized service. The supervisor serves as the division's representative to the City safety committee. The department also has two Automotive Service of Excellence (ASE) certified Master in Automobile and Medium/Heavy Truck technicians, one mechanic is ASE certified in Automobile Brakes, and one mechanic is ASE certified in Automobile Suspension & Steering, in addition to Medium/Heavy Truck Diesel Engines, Electrical/Electronic systems, and Brakes. The department also manages the Fleet Internal Service Fund, writes specifications for new vehicle and equipment purchases, and performs new product research. The department reports to the Support Services Director. WHAT WE ACCOMPLISHED IN 1999/00: • Implemented Vehicle Maintenance software. • Participated in Leadership development training. • Outsourced the preventative maintenance on cars and pickups to help with workload. • Installed equipment in 12 new vehicles and outfitted 11 police cars. WHAT WE PLAN TO ACCOMPLISH IN 2,000/01: • Replace and/or equip 17 new vehicles. • Develop new procedures and methods to handle increased workload without additional staffing. • Replace equipment approved in the Fleet Internal Service fund schedule to include the following: Fuel dispenser Pressure washer "car wash" • Tire changer FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 2000/01 ACTUAL ACTUAL. BUDGETED PROJECTED PROPOSED ACTIVITY INDICATORS FY 97/98 FY 98/99 FY 00 FY 00 FY 00/01 1) Number of City -owned vehicles and equipment 244 243 243 239 258 2) Mechanic to vehicle ratio* 1-81 1-81 1-81 1-80 1-86 3) Mechanic to Maintenance Repair Units (MRU)** 1-143 4) Number of work orders per year 2,698 5) Quantity of fuel used per year 3,184 (gallons) 3,498 a) Unleaded gasoline 100,320 b) Diesel fuel 28508 * Industry average = 1 - 35 4/0 ** Industry average =1 - 90 163,948 177,148 177,148 Personnel 1-156 1-156 1-156 1-160 2,698 3,184 3,396 3,498 95,759 113,722 104,006 107,126 32,084 30,160 40,302 41,511 2000/01 ADOPTED BUDGET AND 2001/02 PROJECTED BUDGET: 99/00 00/01 01/02 98/99 99/00 Projected Adopted Projected Base Actual Budget Actual (% Change *) (% Change **) 4/0 4/0 4/0 # Employees 4/0 4/0 163,948 177,148 177,148 Personnel 185,164 (4.5%) 185,164 (0.0%) 203,025 219,198 218,781 Operations 235,212 (7.5%) 235,212 (0.0%) 366,973 396,346 395,929 420,376 (6.2%) 420,376 (0.0%) Employees: full time / part time FTE's * Percent change of 00/01 Proposed from 99/00 Projected Actual ** Percent change of 01/02 Projected Base from 00/01 Proposed FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 2000/01 165 CAPITAL REPLACEMENT & INSURANCE The purchases of vehicle replacements, vehicle specific equipment and 800 MHZ communication equipment for all City departments are accounted for in this department. All major equipment and vehicles used in providing services to citizens of Georgetown, are purchased from the Fleet Management Fund. Each vehicle and piece of equipment are assigned an annual lease value, which the leasing department pays into the Internal Service Fund. The lease payments made by the departments enable the Internal Service Fund to schedule equipment and vehicle replacements. WHAT WE ACCOMPLISHED IN 1999/00: VEHICLES / EQUIPMENT PURCHASED/RETAINED DEPARTMENT VEHICLE TYPE QUANTITY Electric 2000 Utility Trailer 1 additional Pump Maintenance 2000 Mower 1 replacement W/WW Treatment Facilities 2000 Tractor 1 replacement Fire Prevention 2000 1/2 Ton Pickup 1 replacement Parks & Recreation 2000 1/2 Pickup 1 replacement Parks & Recreation 2000 1 Ton Pickup 1 replacement Parks & Recreation 2000 Van 1 additional Parks & Recreation 2000 Mower 1 replacement Parks & Recreation 2000 Sand Pro 1 replacement Parks & Recreation 2000 Top Dresser 1 additional Parks & Recreation 2000 Utility Vehicle 1 additional Parks & Recreation 1992 Sand Pro 1 retained Police Patrol Services 2000 4 Door Sedan 7 replacement Police Patrol Services 2000 4 Door Sedan 4 additional Total 23 FINANCE & ADMINISTRATION 166 ANNUAL OPERATING PLAN ELEMENT 2000/01 WHAT WE PLAN TO ACCOMPLISH IN 2000/01: VEHICLES / EQUIPMENT REQUESTED FOR PURCHASE/RETAINAGE DEPARTMENT VEHICLE TYPE QUANTITY Electric 20013/4 Ton Pickup Electric 2001 Boom Truck Pump Maintenance 2001 Mower Water Distribution 20013/4 Ton Pickup Street 2001 1 Ton Pickup CVB 2001 Van Animal Services 20013/4 Ton Pickup Inspection 2001 Jeep Fleet Maintenance Fuel Dispener Fleet Maintenance Pressure Washer Fleet Maintenance Tire Changer Park & Recreation 2001 Sand Pro Park & Recreation 2001 Tractor Police Special Operation 20014 Door Sedan Police Patrol Services 20014 Door Sedan 2 replacement 1 replacement 1 replacement 1 replacement 1 replacement 1 replacement 1 replacement 1 replacement 1 replacement 1 replacement 1 replacement 1 replacement 1 replacement 3 replacement 2 replacement Total 19 FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 2000/01 167 2000/01 ADOPTED BUDGET AND 2001/02 PROJECTED BUDGET: 168 00/01 99/00 98/99 99/00 Projected Actual Budget Actual 63,098 71,220 71,220 Insurance 3,087 10,000 10,000 Insurance Ded 61,164 57,630 57,630 Contracts & Leases 673,196 500,696 500,218 Capital Outlay 800,545 639,546 639,068 * Percent change of 00/01 Proposed from 99/00 Projected Actual ** Percent change of 01/02 Projected Base from 00/01 Proposed 168 00/01 01/02 Adopted Projected Base (% Change *) (% Change **) 71,830 (o.9°io) 71,830 (o.o%) 10,000 (0.0^io) 10,000 (0.0%) 62,000 (7.6%) 62,000 (0.0%) 545,895 (9.1%) 602,765 (10.4%) 689,725 (7.9%) 746,595 (9.29/6) FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 2000/01 Fleet Management Internal Service Fund FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 2000/01 169 00101 01102 02/03 03104 04105 Capital Replacement Community Owned Utilities Replacement Cost 241,500 312,600 273,552 203,650 213,500 Number of Units 6 9 8 9 4 Community Services Replacement Cost 42,500 10,000 49,000 0 35,000 Number of Units 2 1 2 0 2 Development Services Replacement Cost 21,000 0 0 0 39,500 Number of Units 1 0 0 0 2 Finance & Administration Replacement Cost 13,000 23,000 27,500 14,500 3,700 Number of Units 3 3 3 1 1 Fire Services Replacement Cost 17,500 0 18,500 52,500 280,000 Number of Units 1 0 1 2 1 Management Resources Replacement Cost 0 0 0 17,500 0 Number of Units 0 0 0 1 0 Information Resources Replacement Cost 0 0 0 14,500 0 Number of Units 0 0 0 1 0 Parks & Recreation Replacement Cost 34,100 15,000 63,600 50,000 15,000 Number of Units 2 1 4 3 1 Police Services Replacement Cost 136,000 184,000 138,000 138,000 69,000 Number of Units 6 8 6 6 3 W & WW Treatment Facilities Replacement Cost 0 0 0 0 0 Number ofUnfts 0 0 0 0 0 Equipment (City-wide) 35,295 58,165 46,140 66,720 31,830 Total Replacement Costs 540,895 602,765 616,292 557,370 687,530 Number of Units Replaced 21 22 24 23 14 FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 2000/01 169 170 WHAT WE DO: The Municipal Court handles the judicial processing of Class C misdemeanors that originate from traffic citations, citizen complaints, code violations, and misdemeanor arrests. In addition to the judicial processing, the Court prepares dockets, schedules trials, processes juries, records and collects fine payments, and issues warrants for Violation of Promise to Appear and Failure to Appear. Municipal Court also processes code violations as part of the citywide code enforcement effort. The Municipal Judge holds monthly arraignment dockets and trials. Two Deputy Court Clerks perform administrative and clerical activities. The department reports to the Court Clerk. The Court is directed by the Court Team, which was empowered by the City Manager to make decisions within established guidelines. This cross divisional team is made up of individuals who either impact or are affected by Municipal Court. Team members include the Municipal Court Judge, City Prosecutor, Assistant City Attorney, Community Services Administrative Assistant, Court Clerk, Deputy Court Clerks, Lieutenant of Patrol Services, Police Information Management Director, Police Records Team Leader and Controller. The Team's accomplishments include the following: • improving the warrant process; • enhancing the flow of communication between Police and Court; • converting the Court caseload management system; • implementing the Texas Department of Public Safety's collection program; and • improving the teen court process through an automatic tracking system. WHAT WE ACCOMPLISHED IN 1999/00 • Improved collections on fines through implementation of a collection service program for warrants. • Increased revenues by updating the current fine schedule to reflect standard fines in this area. • Implemented internet payment option for court fines. • Participated in the Texas Municipal Court Clerks Certification program. • Decreased processing time between issuance of the citation and the court date for the defendant by separating juvenile dockets and arraignment dockets. • Automated the Judge's processes through the purchase of a laptop computer from the court technology fee revenue. WHAT WE PLAN TO ACCOMPLISH IN 2000/01: • Work with Municipal Court Judge and Prosecutor to create and implement a Municipal Court Policy and Procedures manual. • Fully automate the court process by utilizing technology to update cases during court sessions. 0 Upgrade Municipal Court software to continue to manage the growth in caseloads. FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 2000/01 2000/01 ADOPTED BUDGET AND 2001/02 PROJECTED BUDGET: 99/00 ACTUAL ACTUAL BUDGETED PROJECTED PROPOSED ACTT= INDICATORS FY 97/98 FY 98/99 FY 99/00 FY 00 FY 00 01 2,660 Capital 1) Number of cases filed 4,887 4,742 5,720 5,105 5,510 2) Number of courtesy letters 4,264 3,784 4,840 5,300 5,725 3) Number of warrants issued 847 984 950 1,025 1,055 4) Municipal Court fine revenue: Retained by City $214,078 $237,163 $236,500 $280,000 $305,000 Remitted to State 108,585 113,465 143,000 160,000 173,000 2000/01 ADOPTED BUDGET AND 2001/02 PROJECTED BUDGET: 99/00 01/02 98/99 99/00 Projected Projected Base Actual Budget Actual (% Change **) 2/0 2.5/0 2.5/0 # Employees 91,337 120,738 119,823 Personnel 39,674 35,302 35,302 Operations 2,660 Capital 133,671 156,040 155,125 159,669 (2.90/.) Employees: full time / part time FTE's * Percent change of 00/01 Proposed from 99/00 Projected Actual ** Percent change of 01/02 Projected Base from 00/01 Proposed 00/01 01/02 Adopted Projected Base (% Change*) (% Change **) 2.5/0 2.5/0 122,346 (2.1%) 122,346 (0.0%) 37,323 (5.7%) 37,323 (0.0%) (N/A) (N/A) 159,669 (2.90/.) 159,669 (o.o%) SIGNIFICANT CHANGES: In 1999/00, a half-time deputy court clerk was added to handle increased caseload. FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 2000/01 171 99/00 00/01 01/02 98/99 99/00 Projected Adopted Projected Actual Budget Actual Budget Budget Beginning Fund Balance 0 0 0 0 0 REVENUES: Court Technology Fee 0 5,000 4,000 10,000 10,000 Court Security Fee 0 0 0 10,000 10,000 Total Revenues 0 5,000 4,000 20,000 20,000 EXPENSES: Court Equipment 0 5,000 4,000 10,000 10,000 Court Security 10,000 10,000 Total Expenses 0 5,000 4,000 20,000 20,000 Ending Fund Balance 0 0 0 0 0 FINANCE & ADMINISTRATION 172 ANNUAL OPERATING PLAN ELEMENT 2000/01 FAv'4 Col ooz-e000"" GEOR �D This page intentionally left blank. FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 2000/01 173 �7 174 WHAT WE DO: The Purchasing & Properties Department procures all supplies, equipment, and services for all departments within the City organization. Procurement activities include establishing annual contract and blanket purchase orders to reduce cost; preparing bid specification and tabulations; conducting bid proceedings; expediting materials; and preparing recommendations to the City Council for purchases over $15,000. The department regularly meets with using departments to review purchasing procedures and solicit ideas for improved efficiency. This department also manages facility construction or remodeling and coordinates the purchases and installations for the 800 MHZ radio communications system. The Support Services Director serves as a member of the County -wide 800 MHZ radio system communications cooperative, which oversees the operations of the 800 MHZ radio system. Purchasing also oversees all communication systems currently in use by the City, including pagers, telephones and cellular telephones. Purchasing & Properties oversees the operation of the City's central receiving/distribution warehouses. The warehouses stock and deliver various janitorial, office, automotive, and utility supplies. Fixed asset inventory control is another function of the Department. Inventory control involves identifying and tagging all items to be added to the inventory and the disposal of surplus or salvage property. This department consists of a buyer, purchasing assistant, warehouse specialist, and electric warehouse clerk who report to the Purchasing Agent. The Support Services Director directs this department. WHAT WE ACCOMPLISHED IN 1999/00: • Managed the construction of Fire Station No. 4. • Secured additional office space for Animal Services. • Hired electric warehouse clerk and set up electric warehouse. • Completed renovations of Community Owned Utilities administrative offices to provide additional and more efficient office space. • Installed emergency generator at Recreation Center for backup power for its function as the emergency shelter and the Emergency Operation Center. • Coordinated a citywide facility review with the City Manager's Office and City Council, and implemented a renovation, expansion and replacement process to include Public Library, Animal Shelter, Community Owned Utilities compound, City Hall and Public Safety facility. • Participated in identification and modification of all equipment and systems to assure year 2000 compliance. WHAT WE PLAN TO ACCOMPLISH IN 2000/01: • Complete the construction of Fire Station No -4 • Expand cooperative purchasing agreements with Williamson County, the City of Round Rock and Georgetown Independent School District, for items such as office supplies and cellular phones. • Finalize and begin implementation of a ten-year facility plan for the renovation, expansion and replacement of Public Library, Animal Shelter, Community Owned Utilities Compound, City administrative offices and public safety facility. FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 2000/01 2000/01 ADOPTED BUDGET AND 2001/02 PROJECTED BUDGET: 99/00 ACTUAL ACTUAL BUDGETED PROJECTED PROPOSED ACTIVITY INDICATORS FY 97/98 FY 98/99 FY 99/00 FY 99100 FY 00/0 1 1) Purchase orders entered 9,305 8,914 10,500 8,600 8,700 2) Inventory items disbursed by requisition 15,018 13,090 15,500 13,780 14,000 . _ 3) Inventory deliveries received 1,596 1,511 1,700 1,740 1,750 4) Formal bids processed 49 35 45 43 45 2000/01 ADOPTED BUDGET AND 2001/02 PROJECTED BUDGET: 99/00 01/02 98/99 99/00 Projected Projected Base Actual Budget Actual (% Change **) 510.5 610 6/0 # Employees 194,658 230,020 224,257 Personnel 89,122 91,974 90,974 Operations 283,780 321,994 315,231 340,592 (8.0%) Employees: full time / part time FTE's * Percent change of 00/01 Proposed from 99/00 Projected Actual ** Percent change of 01/02 Projected Base from 00/01 Proposed FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 2000/01 00/01 01/02 Adopted Projected Base (% Change *) (% Change **) 6/0 6/0 234,522 (4.6%) 234,522 (0.0%) 106,070 (16.6%) 106,070 (0.0%) 340,592 (8.0%) 340,592 (0.0%) 175 176 WHAT WE DO: The primary goal of the Utility Office is to maintain and increase the number of satisfied utility customers within Georgetown. The Utility Office Team, consisting of both office and field personnel, accomplishes this by providing innovative, friendly services and accurate, timely information. The Utility Office bills and collects for City utility services, as well as handling requests for utility service connects, disconnects, and transfers; bad debt and non-payment issues; customer assistance with conservation and utility programs; payment options and arrangements; and billing questions. WHAT WE ACCOMPLISHED IN 1999/00: • Assisted Community Owned Utilities (COU) in implementing the water section of the Automated Meter Reading Program, with 90% of the water meters being read automatically. • Contracted with a new credit card merchant services vendor, allowing the City to update equipment and services city-wide, and reduce credit card fees, paid by the City, by 29%. • Automated the Credit Card Draft Program. • Developed and implemented a new utility disconnection policy in order that non-payment fees are more fairly assessed to customers and more accurately reflect the cost of the process. • Worked with COU and a private consulting agency to present a series of workshops / town hall meetings to the public, providing information on the electric industry deregulation and restructuring. • Worked with COU, Accounting, Employee and Organizational Resources, and Information Resources, to develop the system requirements for an integrated financial, human resources, and utility customer information system. • Implemented an in-house bad debt collection program, which has increased annual bad debt collection by 16%. • Worked with COU to begin negotiations with AEP Communications (formerly C3 Communi- cations) for operation and maintenance of the fixed wireless network. • Participated on state-wide Electric Restructuring Committee, responsible for developing and recommending policies and procedures for the operation of the electric industry in a deregulated market. • Participated in the creation and implementation of a City Public Information Team. • Implemented a record maintenance program for the Utility Office that utilizes a Compact Disc (CD) Read/Writer to store Utility Office records on CD, saving scarce and costly record storage space. WHAT WE PLAN TO ACCOMPLISH IN 2000/01: • Work with Community Owned Utilities to revise water and electric rates that will reflect the new marketing strategy and utilize the Automated Meter Reading system. • Work with the Information Resources, Community Owned Utilities (COU), Employee and Organizational Services, and Accounting to implement an integrated financial, human resource, and utility customer information system. • Outsource the bill print portion of the utility billing process, saving the Utility Office about 5 hours a week in printing, sorting, and mailing. This will also facilitate an easy and cost effective transition to an 8 % x 11 billing format, allowing the City to provide a more informative and detailed utility bill to customers. • Work with COU to implement a maintenance agreement for operation and maintenance of the fixed wireless network. FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 2000/01 ACTIVITY INDICATORS 1) Work orders processed 2) Payments processed 3) Ambassador packets delivered 4) Families helped by the Good Neighbor Fund ACTUAL ACTUAL BUDGETED PROJECTED PROPOSED FY 97/98 FY 98/99 FY 00 FY 99/00 FY 00/01 Projected 14,903 15,868 15,472 16,660 17,400 146,880 168,192 169,223 170,600 178,135 480 1170 1,560 1,285 1,300 259 207 220 210 235 2000/01 ADOPTED BUDGET AND 2001/02 PROJECTED BUDGET: FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 2000/01 177 99/00 00/01 01/02 98/99 99/00 Projected Adopted Projected Base Actual Budget Actual (% Change *) (% Change **) 9/0 9/0 9/0 # Employees 9/0 9/0 305,928 326,409 314,983 Personnel 319,250 (1.a%) 319,250 (0.0%) 199,461 218,508 218,508 Operations 204,274 (-6.5^/0) 204,274 (0.0%) 6,701 Capital (N/A) (N/A) 512,090 544,917 533,491 Subtotal - Department 523,524 (-1.9%) 523,524 (o.o^/o) 64,428 39,750 39,750 Bad Debt 39,100 (4.6%) 39,100 (o.o^/o) 576,518 584,667 573,241 562,624 (-1.9%) 562,624 (0.0%) Employees: full time / part time FTE's * Percent change of 00/01 Proposed from 99/00 Projected Actual ** Percent change of 01/02 Projected Base from 00/01 Proposed FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 2000/01 177 o GEORAd G� ENDED � This page intentionally left blank. FINANCE & ADMINISTRATION 178 ANNUAL OPERATING PLAN ELEMENT 2000/01