Loading...
HomeMy WebLinkAbout08 - Finance and AdministrationFinance & Administration Division Description: 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: * Percent change of 96/97 Adopted from 95/96 Projected Actual ** Percent change of 97/98 Projected Base from 96/97 Adopted Source of Funding: 94/95 92/93 95/96 Actual 94/95 95/96 Projected Internal Service Funds 1,131,080 Actual Budget Actual Accounting 184,090 208,381 208,216 Administration 194,346 214,524 214,524 Facilities Maintenance 35,961 41,662 41,576 Facilities Main. Contracts 237,539 578,802 578,802 Vehicle Service Center 280,427 299,027 297,433 Capital Replacements & Ins. 577,153 969,894 963,370 Municipal Court 90,953 105,467 105,467 Purchasing & Properties 189,656 291,168 288,347 Utility Office 288,016 438,979 427,316 TOTAL 2,078,141 3,147,904 3,125,051 * Percent change of 96/97 Adopted from 95/96 Projected Actual ** Percent change of 97/98 Projected Base from 96/97 Adopted Source of Funding: FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 1996/97 97/98 Projected Base (% Change -) 207,039 94/95 92/93 94/95 Projected Actual Budget Actual General Fund 469,389 528,372 528,207 Internal Service Funds 1,131,080 1,889,385 1,881,181 Joint Services Funds 477,672 730,147 715,663 TOTAL 2,078,141 3,147, 904 3,125,051 * Percent change of 96/97 Adopted from 95/96 Projected Actual - Percent change of 97/98 Projected Base from 96/97 Adopted FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 1996/97 97/98 Projected Base (% Change -) 207,039 (-o.9%) 221,931 (-8.5%) 45,394 (o.o%) 288,602 (-15.5%) 321,242 (-1.2%) 708,280 (46.6%) 104,521 (-o.9%) 242,179 (-1.1%) 390,306 (-2.8%) 2,529,494 (-22.0%) 96/97 Projected Base (% Change **) 775,670 (-3.3%) 1,363,518 (-33.1%) 390,306 (-2.8%) 2,529,494 (-22.0%) 171 Ends & Means Economic Development Policy End 1.0. Georgetown's economy is self-sustaining through diversified growth, a broad tax base with minimal impact from economic fluctuation, enhanced business opportunity and job creation. Focus End 1.7. The City provides financial and nonfinancial incentives to promote economic development. Means (96-01) Assist City Managers office and Georgetown Industrial Foundation with economic development activities by administering grants and providing financial and utility information. (Accounting, Administration, Utility Office) Facilities & Services Policy End 4.0. 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 (96-97) Complete scheduled facility improvements including repainting City Office Building and Municipal Office Building, replacing the HVAC at the Community Center and the Community Owned Utilities Building, replacement of copiers at various City buildings, glass enclosure for the Children's Room at the Public Library, urethane coat the racquetball court and gym flooring at the Recreation Center and replace the outside door at Police Department. (Facilities Maintenance) Means (96-97) Provide security lighting for the Municipal Building and the Public Library. (Facilities Maintenance) Means (96-97) Work with other city divisions to implement the Facilities and Services Functional Plan Element of the Century Plan. (Administration, Purchasing & Properties, Facilities Maintenance) Means (96-99) Improve City buildings to comply with the requirements of the American with Disabilities Act (year 4 of 5). (Facilities Maintenance) Focus End 4.9. Georgetown's fire protection is adequate and equitable throughout the City. Means (96-97) Coordinate the bidding and construction of Fire Station No. 3. (Purchasing & Properties) Finance Polices 5.0. All municipal operations are conducted in an efficient business -like manner and sufficient financial resources for both short-term and long-term needs are provided. Means (96-97) Train city staff to use on-line budgeting and purchase ordering with financial computer system. (Accounting, Purchasing & Properties) FINANCE & ADMINISTRATION 172 ANNUAL OPERATING PLAN ELEMENT 1996/97 Means (96-97) Implement Procurement Card Purchasing System to increase efficiency and reduce paperwork for all City departments. (Accounting, Purchasing & Properties) Means (96-97) Coordinate the design and implementation of a city-wide Ends achievement measurement system. (Administration) Means (96-97) Implement the recommendations of the Development Process Redesign Team. (Utility Office) Means (96-97) Prepare 5 -year business plan for the City that includes General Fund, Utilities, Capital and Debt. (Administration) Means (96-97) Coordinate general obligation and utility revenue debt issuances for a Customer Choice & Control System, transportation and Fire Station No. 3. (Accounting, Administration) Governmental Affairs Policy End 6.0. A high level of cooperation and involvement exists among Georgetown's citizens and governmental organizations. Means (96-01) Pursue additional cooperative purchasing agreements with other local governmental entities. (Purchasing & Properties) Health and Human Services Policy End 8.0. Comprehensive, affordable health and human services are available through public and private organizations. Means (96-01) Develop and actively participate in educational programs, to be coordinated through the Caring Place, to assist utility customers with financial difficulties. (Utility Office) Urban Design Policy End 13.0. Georgetown has a positive, identifiable image and an attractive appearance. Means (96-01) Continue to promote Georgetown Poppies through the sale of poppy seeds and education of our poppy heritage. (Utility Office) Utilities/Energy Policy End 14.0. Georgetown's utility systems provide safe and reliable service which meets the needs of all citizens and promotes the economic health of the community. Focus End 14.1. Customers of the City's electric utility have a range of choices with respect to rates, service levels and power supply options. Means (96-98) Assist Community Owned Utilities with the implementation of the automated meter reading and time of use tracking portions of the Customer Choice & Control System. (Utility Office) FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 1996/97 173 Means (96-98) Design and implement new utility billing software to accommodate time of use rates and customer information. (Administration, Utility Office) Focus End 14.5. The City's utility policies and practices promote and encourage the protection and conservation of Georgetown's environment and natural resources. Means (96-97) Work with Community Owned Utilities and Development Services to continue implementation of a water conservation plan to reduce peak water demands, including implementing a conservation rate structure. (Administration, Utility Office) FINANCE & ADMINISTRATION 174 ANNUAL OPERATING PLAN ELEMENT 1996197 ACCOUNTING �Ct MY / /' 1 1!� �11� Accounting 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, reviews 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 City grants receipts and expenditures and pays the City's debt service. How to Reach Us: The Accounting Department is located in the Municipal Building at 113 East 8th Street. Hours are from 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding holidays. Staff may be reached by phone at 512/930-3676 or by fax at 512/930-3681. What We Accomplished in 1995/96: • Received GFOA's award for "Excellence in Financial Reporting" for the City's 1994 Comprehensive Annual Financial Report. • Revised the City's Travel Policy and Procedures focusing on City values and process simplification. • Implemented local depository zero balance accounting (ZBA) procedure that will increase interest income on uninvested City funds by $1,400 per month. • Assisted in implementing the City's investment strategy in compliance with the revised City Investment Policy. • Worked with the Purchasing Department on developing and analyzing new services for City departments, such as a procurement card system for small purchases and using a City travel card for employees that travel frequently on City business. • Provided in-house grant administration for the $500,000 River Corridors grant with Texas Parks and Wildlife, saving the City approximately $50,000. What We Plan to Accomplish in 1996/97 (Significant Means): • Produce Comprehensive Annual Financial Report that meets the requirements of the GFOA Certificate of Achievement program. • Revise the accounting procedures manual, reviewing all procedures to eliminate duplication of effort; increase efficiency; provide additional departmental support; and update for technological upgrade of the financial system. • Train City staff to use on-line financial information available through the wide area network. FINANCE & ADMINISTRATION 176 ANNUAL OPERATING PLAN ELEMENT 1996/97 • Coordinate the Texas Capital Fund grants for Reedholm Instruments Co., Advanced Cable Services, and Advanced Metal Systems. • With the Purchasing & Properties department, research and implement the use of a City credit card system to streamline purchasing and payment process and alleviate paperwork for using departments. • Implement cash management software for monitoring and maintaining City's cash balances resulting in increased interest income on invested funds. 1996197 Adopted Budget and 1997/98 Projected Budget: Employees: full time / part time FTE's ' Percent change of 96/97 Adopted from 95/96 Projected Actual Percent change of 97/98 Projected Base from 96/97 Adopted 250 200 N 150 N 7 L 100 F rI 0 ® 94/95 Actual ® 95/96 Projected Actual ® 96/97 Adopted ® 97/98 Projected Base 97/98 Projected Base (% Change ") 4/1 162,730 (o.oio) 44,309 (4.2%) 0 (WA 207,039 (-o.9%) Source of Revenues: The Accounting Department receives funding from General Fund revenues. Other Comments: The Department will add a part-time student in 1996/97 to perform filing and other clerical duties. FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 1996/97 177 95/96 94/95 95/96 Projected Actual Budget Actual 4/0.25 410.5 4/0.5 129,916 152,551 152,386 48,484 55,578 55,578 5,690 252 252 184,090 208,381 208,216 Employees: full time / part time FTE's ' Percent change of 96/97 Adopted from 95/96 Projected Actual Percent change of 97/98 Projected Base from 96/97 Adopted 250 200 N 150 N 7 L 100 F rI 0 ® 94/95 Actual ® 95/96 Projected Actual ® 96/97 Adopted ® 97/98 Projected Base 97/98 Projected Base (% Change ") 4/1 162,730 (o.oio) 44,309 (4.2%) 0 (WA 207,039 (-o.9%) Source of Revenues: The Accounting Department receives funding from General Fund revenues. Other Comments: The Department will add a part-time student in 1996/97 to perform filing and other clerical duties. FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 1996/97 177 This page intentionally left blank. FINANCE & ADMINISTRATION 178 ANNUAL OPERATING PLAN ELEMENT 1996/97 ADMINISTRATION CITY OF GEORGETOWN Founded in 1848 Administration What We Do: The Administration Department is responsible for managing all departments of the Finance & Administration Division including: Accounting, Facilities Maintenance, Fleet Management, Municipal Court, Purchasing & Properties and Utility Office. This department plans, organizes, directs and coordinates the City's financial activities: accounting, payroll, budgeting, purchasing, tax collections, billings, financial reporting, investment management and revenue management. The Department also provides the City Manager and other divisions with financial services and consulting on City projects and recommends improvements in fiscal control and management. In addition, the Department coordinates and operates the Resource Management Annex for Emergency Management situations. How to Reach Us: The Administration Department is located in the Municipal Building at 113 East 8th Street. Hours are from 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding holidays. Staff may be reached by phone at 512/930-3676 or by fax at 512/930-3681. What We Accomplished in 1995/96: • Received GFOA Distinguished Budget Presentation Award for seventh consecutive year. • Coordinated initial phase of business negotiations with Central & SouthWest Communications for the proposed Customer Choice & Control system. • Revised and codified City investment policy to comply with new requirements of the Public Funds Investment Act and to clarify City policies. • Organized and led team training program at Vehicle Service Center. • Prepared request for proposal for independent auditors and coordinated selection of new auditors. • Participated in an organizational management evaluation process. • Worked with other city divisions and citizen advisory group to update the Facilities & Services Functional Plan Element. What We Plan to Accomplish in 1996/97 (Significant Means): • Continue implementation of work teams to review procedures to reduce paperwork and eliminate duplication of efforts through programs such as the procurement card system, and on-line purchasing and budgeting information. • Coordinate general obligation and utility revenue debt issuances for a Customer Choice & Control system, transportation and Fire Station No. 3. FINANCE & ADMINISTRATION 180 ANNUAL OPERATING PLAN ELEMENT 1996197 o Prepare 5 -year business & financial plan for the City that includes General Fund, Utilities, Capital and Debt. o Prepare a consolidated City Fee & Rate Handbook to include the origin of rates and administrative responsibilities. o Coordinate the design and implementation of a city-wide Ends achievement measurement system. o Coordinate computation of arbitrage for 1995 bond issuances. 1996/97 Adopted Budget and 1997/98 Projected Budget: 95/96 94/95 95/96 Projected Actual Budget Actual 2/0 2/0 2/0 90,679 97,901 97,901 101,034 116,623 116,623 2,633 0 0 _1 94,346 214,524 214,524 Employees: full time / part time FTE's ' Percent change of 96/97 Adopted from 95/96 Projected Actual " Percent change of 97/98 Projected Base from 96/97 Adopted 300 250 N 200 C N 7 150 O t F 100 50 0 ® 94/95 Actual ® 95/96 Projected Actual ME 96/97 Adopted © 97/98 Projected Base 97/98 Projected Base (% Change ") 2/0 100,525 (o.o%) 121,406 (-14.6i) O (WA) 221,931 (-8.5%) Source of Revenues: The Administration Department is funded from General Fund revenues. FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 1996/97 181 This page intentionally left blank. FINANCE & ADMINISTRATION 182 ANNUAL OPERATING PLAN ELEMENT 1996/97 FACILITIES MAINTENANCE CITY OF GEORGETOWN Founded in 1848 Facilities Maintenance What We Do: The Facilities Maintenance Department provides janitorial service for 45,044 square feet of City buildings (Municipal Building, City Offices, City Hall, Police Station, Public Library, Municipal Court and Community Owned Utilities) on a regular basis. During 1996/97 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 two Fire Stations, Community Center, Airport Terminal, Head Start and Madella Hilliard Centers, 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. How to Reach Us: The Facilities Maintenance Department is located in the Parks Maintenance Building at 310 West 8th Street. Hours are from 7:30 a.m. to 4:30 p.m., Monday through Friday, excluding holidays. Staff may be reached by phone at 512/930-3646. What We Accomplished in 1995/96: • Added Katy Lake Training Center to the Facility Maintenance Internal Service Fund. • Completed phase three of the Americans with Disabilities Act Implementation Plan which requires all city buildings to be handicapped accessible by the end of fiscal year 1997. • Assisted in remodeling of Police Department Dispatch, Vehicle Service Center and City Warehouse storage room and office areas. What We Plan to Accomplish in 1996/97 (Significant Means): • Implement phase four of facility changes to comply with the Americans with Disabilities Act. • Perform energy audits on selected facilities to ensure energy efficiency. • Perform facility improvements as approved in the Facility Maintenance Internal Service Fund including: • Glass enclosure for children's room at the Library. • Urethane coat gym and racquetball court flooring. • Replace outside doors at Police Department. • Install light packs on the back wall of the Municipal Office Building and Library for safety purposes. FINANCE & ADMINISTRATION 184 ANNUAL OPERATING PLAN ELEMENT 1996/97 1996197 Adopted Budget and 1997/98 Projected Budget: 95/96 94/95 95/96 Projected Actual Budget Actual 1/0 1/0 1/0 26,217 31,866 31,780 9,744 9,796 9,796 0 0 0 35,961 41,662 41,576 Employees: full time / part time FTE's Percent change of 96/97 Adopted from 95/96 Projected Actual " Percent change of 97/98 Projected Base from 96/97 Adopted 50 40 N 30 N 7 t 20 F- 10 10 0 ® 94/95 Actual Ea 95/96 Projected Actual ® 96/97 Adopted M97/98 Projected Base 97/98 Projected Base (% Change ") 1/0 35,203 (0.0%) 10,191 (0.0°i) 0 (N/A) 45,394 (o.o%) Source of Revenues: The Facilities Maintenance Department and Internal Service Fund are funded from the Facilities Maintenance Fund. FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 1996/97 185 Facilities Maintenance Contracts What We Do: This fund establishes a means to budget and obtain revenue for major building maintenance expenses as well as janitorial services, copier replacement and landscape maintenance on a five-year schedule. 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 1996/97 include: • HVAC replacement for the Community Center and Community Owned Utilities; • Copier replacement for City Offices; • Building improvements for year 4 of the ADA plan; and • Interior painting of the City Office Building and Municipal Office Building. 1996/97 Adopted Budget and 1997/98 Projected Budget: 237,539 578,802 578,802 Percent change of 96197 Adopted from 95/96 Projected Actual Percent change of 97/98 Projected Base from 96/97 Adopted 800 N 600 im 0 ® 94/95 Actual ® 95/96 Projected Actual ® 96/97 Adopted ® 97/98 Projected Base 97/98 Projected Base (% Change ") 44,100 (49.3%) 177,502 (o.o%) 14,500 (-65.6%) 0 (-1oo.0%) 7,500 (o.o%) 45,000 (1oo.o%) 288,602 (-15.5%) FINANCE & ADMINISTRATION 186 ANNUAL OPERATING PLAN ELEMENT 1996/97 95/96 94/95 95/96 Projected Actual Budget Actual 12,850 70,000 70,000 118,181 142,531 142,531 70,286 309,366 309,366 9,792 2,605 2,605 0 0 0 26,430 54,300 54,300 237,539 578,802 578,802 Percent change of 96197 Adopted from 95/96 Projected Actual Percent change of 97/98 Projected Base from 96/97 Adopted 800 N 600 im 0 ® 94/95 Actual ® 95/96 Projected Actual ® 96/97 Adopted ® 97/98 Projected Base 97/98 Projected Base (% Change ") 44,100 (49.3%) 177,502 (o.o%) 14,500 (-65.6%) 0 (-1oo.0%) 7,500 (o.o%) 45,000 (1oo.o%) 288,602 (-15.5%) FINANCE & ADMINISTRATION 186 ANNUAL OPERATING PLAN ELEMENT 1996/97 By Function .::::::::::,::,:::::.:::.:,:::::::::::::::::::::::._:::::.:::::::<.:;::.::::::.;::::.::;:;.::............:.:::..:.:::.::::.::.:::.::.::.....;:.::::.;:.;: .: ht.Packs:Mun..B 8 tabs :< .. ::::: >f'800<;::::':..:::."::::..:. :::::. �..................... ;:::: ' ::;::<.?:;<:<;:.;.:::.. ....................... . Beyon Admin. Offices for Library Staff::::::::: :::.:::.::::::.: 96/97 97/98 98/99 99/2000 2000/2001 5 Years Copier Replacement 14,500 20,000 0 0 7,500 63,500 Coprer Matrttenance .. , :..1- 1.. 960 ; _1- 960 ..11;960 ] ];960: 0 Painting, Interior 11,700 7 000 8 700 0 0 11,700 Pa�nbng Exterror 3500 1;500 0 "0 8000 339Q.. Roof Replacement 0 0 0 25 000 40 000 278,500 HVAC: Replacement ::: 27000 25;000721;200: ...........................................::.:..:::::::::::::::.::: .. Pest Extermination 3,850 3,850 3,&90 3,850 3,850 0 Carnet:Renl-cement:::::.:::>::::>:::: ;::s::::.: .......>::.:;.......:0 6,000.::... 0... ! 24;000 >: 23;000<:::::'.::':.1'.. 25,35 • ReplaceOutside Drs. - Police Dept..................3,9 .::::::::::,::,:::::.:::.:,:::::::::::::::::::::::._:::::.:::::::<.:;::.::::::.;::::.::;:;.::............:.:::..:.:::.::::.::.:::.::.::.....;:.::::.;:.;: .: ht.Packs:Mun..B 8 tabs :< .. ::::: >f'800<;::::':..:::."::::..:. :::::. �..................... ;:::: ' ::;::<.?:;<:<;:.;.:::.. ....................... . Admin. Offices for Library Staff::::::::: :::.:::.::::::.: 8,640::.:::::::::::,:::::......::::.::::,:::::::::,.::::.;;:.;:;:.;::.;.;;.;;;::.:<.: City HalUArnmal Ser. Water Heater .. 1..000....;:. :.::..r::ra::..:.:: ::::. .; .> :..:;.:.:...:.. >..... ............... Library Vertical Blinds 2,500 Copy Ma . --.... E : 8000 :.: >: < ">::> : ;::: ' `::>::.::; ..:> :'::' ; :>. `;..:.. :... .::. TOTAL 341,622 288,602 237,802 291,102 321,602 545,000 By.. Building: ...........................................::.:..:::::::::::::::.::: ::.:: .;.....:.::. 96/97 97/98 98/99 99%2000 2000/2001 5 Years :..::::.::....; Airport Terminal :. ;:.:...... 85 . 0 850 . 850 850 850 16 750 CityMHall :::., ` >::::>:::: 1 t 592 ......... . ..... 11 592. i i 592 11,592 11 592 60000 City Office Building 31,600 27100 20,600 20,600 20,600 64,050 ....... Community. Center. ' :: 2640..... ; : 2 740 < 2 740 27;740 2;74- Community Owned Utilities 29,490 22,490 23,990 29,490 40,990 29 000 ...........:.:............. Counf<yG1ub Mediad.z>: <.::[:'.;.,:`:::;....` ...:...:. . ..: `:;.»1:[1;716 1 716 1 716 1;716 . 1 716 ....:`.b Fire Station #1 11,140 21,140 11,140 11,140 11,140 47,500 FIre Station#2```:::':;':':`.'. •.... >< 3'880 .:....:. 5,380 3880 3;880 3,860 ;27, Katy Lake Training Facility 15,550 21,550 15,550 15,550 15,550 17 700 Lit?rary ::» ::; :.» ;.:;`; :::::.:>i.: :.:..: " . . '::.» 34454:.:='i: ;::: 34 454 ; . 3 ..... 54;454 74454 44500 Madellia Hilliard 2,075. 1 075 1,075 1,075 1 075 10 200 ................... ... :Mimicrpal. Build rig:::::: `';' ............... 37 419. 29,719:.. 29,719 29;719. 59 7�i9 72500. Municipal Court 11 250 4 750 4,750 8,750 .. 8,750 13 000 ;Park'8 Rx9e Fac�l�ty . ::;1.:1:::.1;.:1::>;..:. . 3.324 ; . 3 324 3324 3 324 ... 3 324 0: Police Station 20,487 41,487 27,687 26,487 20,487 42 000 ...::::.:..........:..:.:.:..:.::..............: Recreation Center'::> ::;:'.;>: >;::.:;::::[: 41 41$: 26,915: Industrial Building 2,592 2,592 2,592 2,592 2 592 :.,.. 0 ::. .. Scenic Dnye Medlars ' ;.`:`'<: 4;296 4,296: 4296 :; 4296 4296 Habitat for Humanity 1,716 1,716 1,716 1 716 0 Williams t7nve Medan........... 1,716 1,716; 1,716 1716 1,716 Programs & Projects 63,320 7,500 7,500 7,500 7,500 TOTAL 341,622 288,602 237,802 291,102 321,602 545,000 FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 1996197 167 This page intentionally left blank. FINANCE & ADMINISTRATION 188 ANNUAL OPERATING PLAN ELEMENT 9996/97 FLEET MANAGEMENT CITY OF GEORGETOWN Founded in 1848 Vehicle Service Center What We Do: The Vehicle Service Center portion of Fleet Management performs routine maintenance and mechanical repairs on all City equipment, motorized machinery 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, which are brought to the Vehicle Service Center, are repaired in-house or referred to outside shops for specialized service. The Vehicle Service Center continues to upgrade the preventative maintenance program which reduces major/repair expenses, reduces vehicle/equipment down time and extends the life of the fleet. The department reports to the Support Services Director. How to Reach Us: The Vehicle Service Center is located behind the Community Owned Utilities Complex at 1101 North College. Staff may be reached by phone at 512/930-3563 or 930-3687. The Center is open 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding holidays, with staff available on-call for emergencies. What We Accomplished in 1995/96: • Wrote a mission statement and contract to improve communication and understanding of the roles of the Vehicle Service Center. • Installed equipment in ten new vehicles. • Added one mechanic to shorten repair time and improve fleet maintenance. • Purchased an A/C recovery, recycling and charging system for 134a Freon. • Purchased Master Tech and advanced diagnostic equipment. • Coordinated the construction of an eight -stall vehicle shelter. What We Plan to Accomplish in 1996/97 (Significant Means): • Replace and/or equip 18 new vehicles. • Install new overhead oil distribution system. FINANCE & ADMINISTRATION 190 ANNUAL OPERATING PLAN ELEMENT 1996/97 1996/97 Adopted Budget and 1997/98 Projected Budget: 280,427 299,027 297,433 Employees: full time / part time FTE's Percent change of 96/97 Adopted from 95/96 Projected Actual Percent change of 97/98 Projected Base from 96/97 Adopted 400 300 a c m 200 0 s t- 100 0 ® 94/95 Actual ® 95/96 Projected Actual 00 96/97 Adopted ® 97/98 Projected Base 97/98 Projected Base (% Change**) 4/0 131,666 (o.o%) 189,576 (ao%) 0 (-100.0%) 321,242 (-1.2%) Source of Revenues: The Vehicle Service Center is funded from the Fleet Management Fund. FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 1996/97 191 95/96 94/95 95/96 Projected Actual Budget Actual 3/0 4/0 4/0 112,425 118,953 117,359 168,002 160,074 160,074 0 20,000 20,000 280,427 299,027 297,433 Employees: full time / part time FTE's Percent change of 96/97 Adopted from 95/96 Projected Actual Percent change of 97/98 Projected Base from 96/97 Adopted 400 300 a c m 200 0 s t- 100 0 ® 94/95 Actual ® 95/96 Projected Actual 00 96/97 Adopted ® 97/98 Projected Base 97/98 Projected Base (% Change**) 4/0 131,666 (o.o%) 189,576 (ao%) 0 (-100.0%) 321,242 (-1.2%) Source of Revenues: The Vehicle Service Center is funded from the Fleet Management Fund. FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 1996/97 191 Capital Replacement & Insurance What We Do: Purchases of auto liability insurance and 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 for City departments, to be used in providing services to citizens of Georgetown, are purchased from the Fleet Management Fund. Each piece of equipment and vehicle purchased 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 of the equipment or vehicle. The lease payments made by the departments, enable the Internal Service Fund to schedule equipment and vehicle replacements. Scheduled replacements minimize maintenance costs and reduce safety risks due to worn out equipment and vehicles. Lease payments also cover auto liability insurance costs. Beginning in 1995/96, lease payments and replacement schedules included the City's 800 MHZ radio system. What We Accomplished in 1995/96: VEHICLES / EQUIPMENT PURCHASED/RETAINED FOR 1995/96 DEPARTMENT Animal Services VEHICLE TYPE 1996 12 Ton Pickup QUANTITY 1 replacement Planning Services 1996 4 Door Sedan 1 replacement Building Inspection 1996 Jeep Cherokee 2 replacement' Finance 1996 Cargo Van 1 replacement Fire Department 1995 Quint Fire Apparatus 2 replacement" Fire Department 1978 C-30 Rescue Van 1 retained Parks & Recreation 1996 48 inch Mower 1 replacement Parks & Recreation 1996 12 Ton Pickup 1 replacement Police Department 1996 4 Door Sedan 1 replacement Police Department 1996 Dare Van 1 replacement Police Department 1996 Police Patrol Vehicle 3 replacement Pump Maintenance 1996 One Ton Pickup 1 replacement Pump Maintenance 1996 3/4 Ton Pickup 1 replacement Storm Water Drainage 1996 Walk Behind Mower 1 replacement Storm Water Drainage 1996 Trailer 1 replacement Street Department 1996 Asphalt Laymor 1 replacement Treatment Facilities 1996 72 inch Mower 1 replacement Total 21 'Replace vehicles retained in 1994/95 "1 Truck rolled forward from 1994/95 FINANCE & ADMINISTRATION 192 ANNUAL OPERATING PLAN ELEMENT 1996/97 What We Plan to Accomplish in 1996/97: VEHICLES / EQUIPMENT REQUESTED FOR 95/96 94/95 PURCHASE/RETAINAGE 1996/97 Projected Actual DEPARTMENT Inspection Services VEHICLE TYPE QUANTITY 1996 Jeep Cherokee 1 replacement Inspection Services 1997 Code Enforcement Vehicle 1 additional Energy Services 1997 Bucket Truck 1 replacement Energy Services 199712 Ton Pickup 1 replacement Energy Services 19971 Ton Pickup 1 additional Fire Prevention 199712 Ton Pickup 1 replacement Fire Operations 1997 Pumper 1 additional Parks & Recreation 1997 72 Inch Mower 1 replacement Police Department 1997 4 Door Sedan 2 replacement Police Department 1997 Police Patrol Vehicle 3 replacement Police Department 1997 Patrol Car for K-9 Officer 1 additional Police Department 1997 Police Patrol Vehicle 3 additional Storm Water Drainage 1997 3/4 Ton Pickup 1 replacement Street Department 199712 Ton Pickup 1 replacement Street Department 1997 3/4 Ton Pickup 1 replacement Street Department 1997 Dump Truck 1 replacement Street Department 1997 Backhoe 1 replacement Street Department 1997 Tractor 1 replacement Street Department Post Hole Digger 1 additional Street Department Concrete Mixer 1 additional COU Division Safety Trailer 1 additional Water Distribution 1997 One Ton Pickup 1 replacement Water Distribution 1997 Backhoe 1 replacement Water Services 199712 Ton Pickup 1 additional Total 29 1996/97 Adopted Budget and 1997/98 Projected Budget: 577,153 969,894 963,370 ' Percent change of 96197 Adopted from 95/96 Projected Actual Percent change of 97/98 Projected Base from 96/97 Adopted 1500 N 1000 f/1 0 O L F 500 0 ® 94/95 Actual ® 95/96 Projected Actual ® 96/97 Adopted ® 97/98 Projected Base 97/98 Projected Base (% Change •') 53,655 (0.o%) 10,000 (0.0%) 42,990 (o.o%) 601,635 (-50.7%) 708,280 (46.6%) FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 1996/97 193 95/96 94/95 95/96 Projected Actual Budget Actual 37,332 47,709 47,709 6,711 4,500 3,500 0 0 0 533,110 917,685 912,161 577,153 969,894 963,370 ' Percent change of 96197 Adopted from 95/96 Projected Actual Percent change of 97/98 Projected Base from 96/97 Adopted 1500 N 1000 f/1 0 O L F 500 0 ® 94/95 Actual ® 95/96 Projected Actual ® 96/97 Adopted ® 97/98 Projected Base 97/98 Projected Base (% Change •') 53,655 (0.o%) 10,000 (0.0%) 42,990 (o.o%) 601,635 (-50.7%) 708,280 (46.6%) FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 1996/97 193 Fleet M anagernent _Internal Service Fund ; `xY=21 l�tyi �'f'✓ t j L' f -wr �svm S r s u.c t,.t < ✓ f b.� n ,..F73L`W? a«`6TA`6k` 9,�3DY ' tom` ' � � Xy'�"Y.t {i ✓ 1 .., r, v- FINANCE & ADMINISTRATION 194 ANNUAL OPERATING PLAN ELEMENT 1996/97 96/97 97/98 98/99 99/2000 2000/2001 5 Years Comtnuf ty Owned 1,01-1-111 1. Replacement Cost 457,546 38210.0 378,850 62 20022.2 362,200222- 450 1,228,123 Number of Units ` 15 6 11 9 .: 1 CommunityServ�ces Replacement Cost 0 15,500 18,900 32,620 0 131,500 Number of Units 0 1. _.:_.:_..... ,1.._ ..... _ :.. .. 2, . 0. ..... ... mss._ Deyek�prnent Services ..: :_ . Replacement Cost 35,618 181500 21,000 0 0 95,000 Number of Units 2 1 _ _ _.. 0 0. __...5. Finance 8Administration Replacement Cost .. _..... 0 .. ... . _ . . _0 16,500 50,300 0 32,300. - ....., , Numberof Unrfs.: 0 .... _. 0 3 0 _ 2. Fire rvices - Replacement Cost 17,500 017,500 0 39,500 1,789,450 Number of Units. Management, Services _ Replacement Cost 0 14,650 17,500 0 0 0 Q._.._ :. _ .......,:�.. _.. _ :._ _ _.::_�_ _. 0:_:.... _:.. ....�.--------- _ __ _ Parks r3< Recreation _,. Replacement Replacement Cost 11,000 0 11,429 75,550 48,850 75,300 _ Number ofUnits 1 _ ...... ? _...::_._--- 6 _._.._. :.. 4._._ _.... ...:_-`.- Police Services Replacement Cost 264,930 170,885 126,985 124,460 221,885 218,470 Number of Un'ds 9 WBWW Treatment Facilities Replacement Cost 0 0 0 0 0 198,368 Number of Units.:`.. _ .. 0 ...._ 0 . , . _ 0 0 �.. _ _ _....Total__...._: .._....... Replacement Cost 786,594 601,635 608 664 _..._ 645 130 532 685 3,768,511 _ -r _. Numberof Units- _ _ 28 15 _ 23 24 _ 24 FINANCE & ADMINISTRATION 194 ANNUAL OPERATING PLAN ELEMENT 1996/97 MUNICIPAL COURT 47 CITY OF GEORGETOWN Founded in 1848 Municipal Court 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. The Municipal Judge holds monthly arraignment dockets and trials. A Court Clerk and a Deputy Court Clerk perform administrative and clerical activities. The department reports to the Senior Accountant. How to Reach Us: The Municipal Court Clerks are located in the Municipal Building at 113 East 8th Street. The Courtroom is located at the Community Center at San Gabriel Park. Hours are from 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding holidays. Staff may be reached by phone at 512/930-3625 or by fax at 512/930-3534. What We Accomplished in 1995/96: • Automated most aspects of the Court to better manage the court caseload and to improve staff productivity. • Initiated a monthly arraignment docket to address the increased number of cases filed with the Court. • Implemented a new fine schedule that is compatible with comparable cities. • Initiated juvenile trials. held at Georgetown High School to aid in the processing of violations committed by students. • Worked with the Police Department to redesign the citation form to enhance the flow of information from the Police Department to Municipal Court. • Empowered a "Court Team" to handle growth and procedural issues related to Municipal Court. • Relocated the Municipal Courtroom to the Community Center to maximize the use of City facilities. What We Plan to Accomplish in 1996/97 (Significant Means): • Review all Court procedures to improve and streamline processes. • Improve collection procedures for payment plans and warrants that cannot be served. FINANCE & ADMINISTRATION 196 ANNUAL OPERATING PLAN ELEMENT 1996/97 1996197 Adopted Budget and 1997198 Projected Budget: 90,953 105,467 105,467 Employees: full time / part time FTE's ` Percent change of 96/97 Adopted from 95/96 Projected Actual Percent change of 97/98 Projected Base from 96/97 Adopted 40 40 20 0 M 94/95 Actual ® 95/96 Projected Actual ® 96/97 Adopted ® 97/98 Projected Base 97/98 Projected Base (% Change ") 2/0 54,431 (o.o%) 50,090 (-2.0%) 0 (WA) 104,521 (-o.9%) Source of Revenues: The Municipal Court is funded from General Fund revenues. FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 1996/97 197 95/96 94/95 95/96 Projected Actual Budget Actual 2/0 2/0 2/0 51,840 53,484 53,484 39,113 51,983 51,983 0 0 0 90,953 105,467 105,467 Employees: full time / part time FTE's ` Percent change of 96/97 Adopted from 95/96 Projected Actual Percent change of 97/98 Projected Base from 96/97 Adopted 40 40 20 0 M 94/95 Actual ® 95/96 Projected Actual ® 96/97 Adopted ® 97/98 Projected Base 97/98 Projected Base (% Change ") 2/0 54,431 (o.o%) 50,090 (-2.0%) 0 (WA) 104,521 (-o.9%) Source of Revenues: The Municipal Court is funded from General Fund revenues. FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 1996/97 197 This page intentionally left blank. FINANCE & ADMINISTRATION 198 ANNUAL OPERATING PLAN ELEMENT 1996/97 PURCHASING & PROPERTIES CITY OF GEORGE'T'OWN Founded in 1848 Purchasing & Properties 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. 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 warehouse.—The warehouse stocks and delivers 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 also involves the disposal of surplus or salvage property. This department reports to the Support Services Director. How to Reach Us: The Purchasing Department is located in the Municipal Building at 113 East 8th Street. Office hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding holidays. Staff may be reached by phone at 512/930-3646 or by fax at 512/930-3681. The Warehouse is located in the Community Owned Utilities Complex at 1101 North College Street. Hours are from 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding holidays. Staff may be reached by phone at 512/930-3560 or by fax at 512/930-3681. What We Accomplished in 1995/96: • Coordinated and assisted in the remodeling and furnishing of the City Office Building. • Provided support for the construction management of Phase II of the River Corridors Park. • Rewrote and trained city staff on new, simplified Travel Policy and Procedure, which focuses on City Values. • Secured the services of a Travel Agent to provide for consistent and efficient staff travel. • Wrote a policy for business and personal use of cellular telephones. • Assisted with bidding and purchasing of materials for Sun City utilities. • Coordinated sale of City pumper truck. The proceeds will be used to upgrade fire pumper trucks to quint class vehicles. FINANCE & ADMINISTRATION 200 ANNUAL OPERATING PLAN ELEMENT 1996197 What We Plan to Accomplish in 1996197 (Significant Means): • Work with the Fire Services Division to design and coordinate construction of Fire Station No. 3 in Sun City. Expand cooperative purchasing agreements with other local governmental entities. Train City staff to use on-line purchase ordering through the financial computer system. With the Accounting department, research and implement the use of a City credit card system to streamline purchasing and payment process and alleviate paperwork for using departments. Assist the Fire and Police Departments in planning a new public safety facility. Coordinate space relocations for Development Services, Convention & Visitors Bureau and City Attorney's Office. 1996197 Adopted Budget and 1997198 Projected Budget: 189,656 291,168 288,347 Employees: full time / part time FTE's Percent change of 96/97 Adopted from 95/96 Projected Actual Percent change of 97/98 Projected Base from 96/97 Adopted 400 N 300 v c m 200 0 t H 100 0 ® 94/95 Actual ® 95/96 Projected Actual EM 96/97 Adopted ® 97/98 Projected Base 97/98 Projected Base (% Change ") 5/0 158,650 (o.or) 83,529 (-3.0%) 0 (N/A) 242,179 (-1.1%) Source of Revenues: The Purchasing & Properties Department is funded from the General Fund. FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 1996/97 201 95/96 94/95 95/96 Projected Actual Budget Actual 5/0 5/0 5/0 121,266 157,393 154,572 68,390 133,775 133,775 0 0 0 189,656 291,168 288,347 Employees: full time / part time FTE's Percent change of 96/97 Adopted from 95/96 Projected Actual Percent change of 97/98 Projected Base from 96/97 Adopted 400 N 300 v c m 200 0 t H 100 0 ® 94/95 Actual ® 95/96 Projected Actual EM 96/97 Adopted ® 97/98 Projected Base 97/98 Projected Base (% Change ") 5/0 158,650 (o.or) 83,529 (-3.0%) 0 (N/A) 242,179 (-1.1%) Source of Revenues: The Purchasing & Properties Department is funded from the General Fund. FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 1996/97 201 This page intentionally left blank. FINANCE & ADMINISTRATION 202 ANNUAL OPERATING PLAN ELEMENT 1996/97 UTILITY OFFICE CITY OF GEORGETOWN Founded in 1848 Utility Office What We Do: The Utility Office bills, collects, and posts utility service revenues and collects all other City receipts in an accurate and timely manner. These department responsibilities require the Utility Office to provide customer -friendly assistance on payment options, conservation methods and billing and rate questions. The department also coordinates the mail out of bills, collects and processes payments, handles payment related complaints, and follows up on insufficient check payments. Payments can be made at the Utility Office, local banks and other institutions, by mail, bank draft or credit card. The Utility Office staff performs a variety of other responsibilities; the department: • collects and deposits all money from City departments; • coordinates with the Caring Place and Williamson -Burnet County Opportunities to distribute Good Neighbor Fund monies to qualifying families that need assistance with their utility bills; • handles requests for utility service connections, disconnections or transfers; and • accepts Lone Star Gas payments. The Utility Office also promotes Georgetown as the Red Poppy Capital of Texas through the sale of poppy seeds. How to Reach Us: The Utility Office is located in the Municipal Building at 113 East 8th Street. The mailing address is PO Box 1430, Georgetown, TX 78627. The office may be reached by phone at 512/930-3640 or by fax at 512/930-3534. Office hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding holidays. Two night drop boxes are located at the building for after-hours payments; a walk up box just inside the front door and a drive by box on the east side of the building. What We Accomplished in 1995/96: • Actively enhanced customer service by adding utility payment options: expanded the bank draft program upgrading from manual, paper drafts to ACH electronic bank drafts; and initiated a program by which customers can pay utility bills by credit card over the phone; and established a program that provides self-addressed envelopes to utility customers for utility bill payment. • Improved the system for connecting, disconnecting, and transferring utility services: implemented a system that allows connects, disconnects and transfers to be taken over the phone; and initiated a fee payment process that allows connect fees and utility deposits to be charged to the first utility bill. FINANCE & ADMINISTRATION 204 ANNUAL OPERATING PLAN ELEMENT 1996/97 • Implemented a long-term payment program that allows large fee amounts to be paid out over several years, at a low interest rate, with charges reflected on the utility bill. ® Generated a mass mail -out to citizens providing educational material concerning conservation and coordinated it with a conservation video produced through the Community Owned Utilities division. • Upgraded and improved Utility Office policies and procedures where necessary. • Actively participated in the development redesign process to streamline and simplify our current planning and inspection processes for City customers. What We Plan to Accomplish in 1996197 (Significant Means): • Improve information presented on utility bills by changing from postcards to larger bills mailed in envelopes. • Participate with Community Owned Utilities to continue to promote water conservation, including assisting in the design and implementation of water conservation utility rates. • Work with the Caring Place to provide educational programs concerning consumption, conservation, and safety. • Assist Community Owned Utilities in implementing the automated meter reading and time of use rate portions of the Customer Choice & Control system. • Design and implement new utility billing software that provides billing and customer information for time of use rates. • Actively participate in the implementation of the redesign process to streamline and simplify the current planning and inspection processes for City customers. FINANCE & ADMINISTRATION ANNUAL OPERATING PLAN ELEMENT 1996/97 205 1996197 Adopted Budget and 1997/98 Projected Budget: 400 V) 300 lugF 0 ® 93/94 Actual ® 95/96 Projected Actual ® 96/97 Adopted ® 97/98 Projected Base 97/98 Projected Base (% Change ") 7/0 193,746 (o.o%) 156,560 (-6.7%) 0 (N/A) 350,306 (-3.1%) 40,000 (o.o%) 390,306 (-2.8%) Source of Revenues: The Utility Office is funded from the Joint Services Fund. Other Comments: Most fee collections and work order preparation for building permits, utility connections and planning services will be transferred to the Development Process Team during 1996/97. FINANCE & ADMINISTRATION 206 ANNUAL OPERATING PLAN ELEMENT 1996/97 95/96 94/95 95/96 Projected Actual Budget Actual 6/0 7/0 ....................................... ........................................ 7/0 #Epioyees;' 160,754 192,493 185,680 Persvrinelf€i€;< [< ........................................ ....................................... 101,420 165,986 ........................................ ....................................... 161,136 :i pent[ ris; ; ................. .................. ... 12,374 15,500 ........................................ ....................................... 15,500 ia$fa�>>> <»':'-<>'>s 274,548 373,979 362,316 fSvbtfalDeparfren 13,468 65,000 65,000 BaeDelia;<< ... 288,016 438,979 427,316 Employees: full time / part time FTE's Percent change of 96/97 Adopted from 95/96 Projected Actual " Percent change of 97/98 Projected Base from 96/97 Adopted 400 V) 300 lugF 0 ® 93/94 Actual ® 95/96 Projected Actual ® 96/97 Adopted ® 97/98 Projected Base 97/98 Projected Base (% Change ") 7/0 193,746 (o.o%) 156,560 (-6.7%) 0 (N/A) 350,306 (-3.1%) 40,000 (o.o%) 390,306 (-2.8%) Source of Revenues: The Utility Office is funded from the Joint Services Fund. Other Comments: Most fee collections and work order preparation for building permits, utility connections and planning services will be transferred to the Development Process Team during 1996/97. FINANCE & ADMINISTRATION 206 ANNUAL OPERATING PLAN ELEMENT 1996/97