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101706 Facilities Budget DriverFacilities as a Budget Driver Presentation to City Council by Dave Hansen, Chief of Finance and Technology October 17, 2006 1 Facilities as a Budget Driver Presentation to City Council by Dave Hansen, Chief of Finance and Technology October 17, 2006 2 City of Virginia Beach Space/Facility Overview ? City owned: 3,296,466 sf ? Number of facilities: 279* ? $464,532,833 replacement construction cost ? Maintenance & Repair: ? Operational Budget: $14.3M ? CIP Budget: $11.0M 3 Does not incl+400 pump stations Other Municipalities ?? Chesapeake Norfolk ?? 1,536,000 sf8,700,000 sf ?? 238 Facilities236 Facilities ?? $181,333,325$795,000,000 4 Maintenance Funding Building Infrastructure Maintenance & Renewal Funding FY 2006-07 Capital Budget $11,016,052 Operating Budget 44% 14,280,451 56% (2.4% of replacement value) (3% of replacement value) 5 Maintenance Funding Building Infrastructure Maintenance & Renewal Funding FY 2006-07 Resort Building Maintenance Recreation Center 2% Maintenance 6% Custodial Maintenance 15% General Maintenance 12% Rehabilitation & Replacement 43% Heat & Air Conditioning 7% Electrical Maintenance 7%Management & Support 8% 6 Rehabilitation and Replacement CIP Funding Virginia Aquarium Renewal 75,000Public Utilities Public 200,000 and Replacement Access Renovations -Building #2 Fire Facility Rehabilitation 491,839 Landstown Yard 780,000 and Renewal Improvements Various Buildings HVAC 771,387 Community Rec 800,000 Rehabilitation and Renewal Centers Roof Repairs and Replacements Various Buildings 2,156,565 Providence Park 1,912,500 Rehabilitation and Renewal Community Rec Centers 2,843,287 Stumpy Lake Golf 350,000 Repairs and Renovations Course Infrastructure Improvements Dist/Comm. Parks/Special 635,474 Use Facilities Dev. & Ren. 7 AGE OF BUILDINGS 0-10 Yrs, 45 > 30 Yrs, 134 11-20 Yrs, 63 21-30 Yrs, 37 0-10 Yrs11-20 Yrs21-30 Yrs> 30 Yrs 8 AGE OF SQUARE FOOTAGE MINUS CONVENTION CENTER & CORRECTION CENTER Square Feet By Year (w/o Jail & Convention Center) 2% 1% 1% 21% less than 3 yr 13% 3-10 yr 10-20 yr 9% 20-30 yr 20% 30-40 yr 40-50 yr 50-60 yr 100+ yr 33% 9 LESS THAN 3 YEARS Human Services - Bayside Library Juvenile Detention Center 10 LESS THAN 3 YEARS Police –3Precinct rd Princess Anne Library 11 3 –10 YEARS Human Services –Recovery CenterPublic Works –Building Maintenance 12 3 –10 YEARS Human Services –Social Oceanfront Library Services 13 10 –20 YEARS Police –2PrecinctParks & Recreation –Great Neck nd Recreation Center 14 10 –20 YEARS Va Aquarium Police –Creeds Substation 15 20 -30 YEARS Parks & Rec –Kempsville Rec Public Works –Auto Services Center 16 20 -30 YEARS Seatack Fire Station Public Utilities –Dam Neck Operations Green Run Fire Station 17 30 -40 YEARS City Hall Public Safety 18 30 –40 Years Heat Plant Police –4Precinct th 19 40 -50 YEARS Building 17 Windsor Woods Library Municipal Reference ComIT –Systems Support 20 40 -50 YEARS Building 14 Building 19 - Agriculture HR Training Voter Registrar Library Administration 21 50 -100 YEARS Building 22 322 22Street Chesapeake Beach Station nd ComIT –PIO Human Services –Outreach Finance –Risk Management 22 + 100 Years Buffington House Francis Land House 23 + 100 Years Ferry Farm Old Courthouse 24 City Vehicle Storage Sites 25 Leased Space •City Leases 209,103 sf •Annual Cost $3.1M •Human Services 130,948 sf •Sheriff12,190 sf •General Govt.65,965 sf 26 SO WHAT IS THE STATUS OF CITY SPACE? ? As determined by whom? ? According to what metrics? ? Validated by what process? ? Identified as what type category? ? What is the life cycle replacement process? ? What is the priority for M & R? TASK: Get our arms around it and figure out a management process 27 Space Governance Model 28 Space Metrics ? Amount of work space for employees ? Enough space for customer services, conference rooms, storage, etc. ? Site conditions, parking, accessibility, security ? Condition assessment, lighting, air quality, safety > 6 6-8<8 29 with 68% Departments Reporting DEPARTMENTIntial Rating Agriculture6.65 Audit Services7.45 Departmental Self Space Assessment Circuit Court City Attorney6.37 City Clerk City Manager8.7 City Treasurer8.35 Clerk of Circuit Court 15% Commissioner of Revenue Commonwealth Attorney Communications & Info Tech6.45 32% Convention & Visitors Bureau Economic Development EMS5.4 Finance6.37 Fire7.47 General District Court6.1 General Registrar8 Housing & Neighborhood Preservation4 41% Human Resources7.5 Human Services/MH/MR/SA6.59 12% Juvenile & Domestic Relations Court6.2 Juvenile Probation/Court Services Library7.83 Management Services8.05 Parks & Recreation5.9 Planning5.29 RedAmberGreenPending Police6.62 Public Utilities5.88 Public Works8.3 30 Real Estate Assessor8.6 Sheriff VA Aquarium & Marine Science Museum5.4 GIS Portion 31 Transition to Digital Library 16% 9% 14% On File Contracted Data OH TBD 61% 32 14% contracted = $15K Targeted Space Issues Completion and Confirmation of Facility Ratings Judicial Center Business Modernization –Records Mgt Building 2 & Potential Building 3 Leroy Drive Citywide Leases Service / Support Centers P&R Citywide Offices 33 Complete & Confirm Ratings DEPARTMENTIntial Rating ? Make everyone a player Agriculture6.65 Audit Services7.45 Circuit Court City Attorney6.37 City Clerk ? Validate all red ratings City Manager8.7 City Treasurer8.35 Clerk of Circuit Court Commissioner of Revenue Commonwealth Attorney ? Determine fixes for red ratings Communications & Info Tech6.45 Convention & Visitors Bureau Economic Development EMS5.4 Finance6.37 ? Generate cost estimates Fire7.47 General District Court6.1 General Registrar8 Housing & Neighborhood Preservation4 Human Resources7.5 ? Prioritize M&R as well as CIP Human Services/MH/MR/SA6.59 Juvenile & Domestic Relations Court6.2 Juvenile Probation/Court Services Library7.83 Management Services8.05 ? Program fixes into budget Parks & Recreation5.9 Planning5.29 Police6.62 Public Utilities5.88 Public Works8.3 Real Estate Assessor8.6 Sheriff VA Aquarium & Marine Science Museum5.4 34 Judicial Center ? 10A 10 A ? Clerk of Circuit Court ? Commonwealth Attorney ? HS –Community Correction ? Adult Probation 10 ? 10 ? Circuit Courts 10 B ? General District Courts ? 10 B ? Juvenile & Domestic Relations Courts ? Court Services 35 Judicial Center •Issues: ? HS -Community Corrections / Pre-Trial ? Commonwealth Attorney’s Office ? CA –Victim Witness Office ? CA –Consumer Affairs ? Clerk of Circuit Court ? General District Court ? Juvenile Probation ? Records Storage 36 Records Storage ? Essential part of business modernization ? Currently funded to only address paper storage ? Storage capacity maxed out –contracting short term services ? Lack automation for tracking of current records inventory ? Need enterprise-wide electronic records management system ? Requires long range CIP resource commitment 37 Business Modernization Needs Juvenile and Domestic General District Courts Relations Courts Future Circuit Court Room Traffic Courts 38 Records Storage HS –Social New Records Services Center Old Records Judicial Center Center 39 Building #2 ? Constructed in 1978 -1980 ? One Stop: Planning, Public Works, Public Utilities and DP ? 98K sf too small (over 500 employees) ? Portable no longer habitable ? Other impacts: ? Data center in basement ? Post office in building ? Printing Office 40 Potential Building 3 ? Shared Facility ? Public Schools ? Public Utilities ? ComIT (Data Center & GIS) ? Free up space in Building #2 41 Leroy Drive ? PW –Fire Equipment Shop ? PD –Animal Control ? PD –Special Operations ? Voter Registrar –Voting 124 Acres Machine Storage 34 non –wetland acres ? Records Management ? Potential Expansion 42 Animal Control 43 Fire Shop 44 Police Special Operations 45 Voter Machine Storage 46 Parks & Rec –Citywide Operations Located on LynnhavenParkway –Old NIKE Site – ? ? Over 60 years old ? 52 Employees ? Approximately 50 visitors daily ? Heavy Maintenance ? Not cost effective to renovate ? Inadequate parking available ? Need strategy to relocate to PA Commons 47 City-Wide Offices Poor Accessibility Overcrowding Poor Image for Citizen Contacts Substandard HVAC Systems Structural Problems 48 Leased Space Pembroke Office Minimum Security Park •Sheriff’s Minimum Security $ 237,108 •Human Services$1,425,430 ($383,011 program space) •General Government$1,446,251 49 Lease Options ? Total Annual Lease Payments: FY07 $3,118,795 ? Projected annual lease payments in FY12: $3.9M ? Potentially redirect of 80% = $3.2M ? Could support principal of $37.7M ? Investigate potential to consolidate service points ? Evaluate cost benefit of constructing City facility 50 What’s Next December – ? Focus on the 8 targeted space issues ? Provide additional discussion ? Make recommendations 51