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Home My WebLink AboutAPRIL 30, 2013 WORKSHOP MINUTES -1- 1.116, N °, OUR VIRGINIA BEACH CITY COUNCIL Virginia Beach, Virginia April 30, 2013 Mayor William D. Sessoms, Jr., called to order the CITY COUNCIL'S WORKSHOP in the City Council Conference Room, Tuesday, April 30, 2013, at 2:30 P.M. Council Members Present: Glenn R. Davis, William R. "Bill"DeSteph, Robert M Dyer, Barbara M Henley, Vice Mayor Louis R. Jones, John D. Moss,Amelia N. Ross- Hammond, Mayor William D. Sessoms, Jr., John E. Uhrin, Rosemary Wilson and James L. Wood Council Members Absent: None April 30, 2013 -2- CITY MANAGER'S STATEMENT "BEACH WEEKEND" 2:30 P.M. City Manager Spore distributed a copy of the attached Memorandum regarding the Oceanfront Arrest/Charges and Traffic Summons (April 26—28, 2013), which is made a part of this record. The City Manager advised Chief Cervera is glad to come and provide a more detailed Briefing should City Council request. April 30, 2013 MEMORANDUM DATE: April 29, 2013 TO: James A. Cervera, Chief of Police FROM: Charles T. Mitchell, Support Division Manager SUBJECT: Oceanfront Arrest/Charges and Traffic Summons April 26, 2013 thru April 28, 2013 The attached charts summarize oceanfront arrest and summons activity based on the Arrest Charges and Traffic Summons databases. The geographic boundaries are the Oceanfront to Arctic Avenue, beginning at Rudee Inlet and proceeding North to 40th street. There was a total of 181 arrest charges and traffic summonses issued for the period: April 26, 2013 thru April 28, 2013. Data as of 4/29/20:13. Data entry for selected time period may not be complete Analysis by Type of Charge People Charges Felony Charges 4 2.7% 7 3.8% Misdemeanor Charges 72 48.6% 94 51.9% Traffic Summonses 72 48.6% 80 44.1 % 148 181 Analysis by Residence People Charges Virginia Beach 34 22.9% 39 21.5 % Hampton Roads 43 29.0% 51 28.1 % Va,not Hampton Roads 29 19.5% 32 17.6 % Other 42 28.3% 59 32.5 % 148 181 Analysis by Race People Charges White 35 23.6% 43 23.7 % Black 113 76.3% 138 76.2 % Asian 0 0.0% 0 0.0 14 Indian 0 0.0% 0 0.0 % Hispanic 0 0.0% 0 0.0 % Unknown 0 0.0% 0 0.0 % 148 181 NOTE: Totals are based on data extracts from the Virginia Beach Police Department's Records Management System taken on Monday 04/29/2013. Totals do not include parking tickets or military CTO's. CC: Anthony F. Zucaro Jr, Deputy Chief of Operations Patrick L. Gallagher, Captain, Second Precinct ..1OSSIAPPS1Rms1UDReports1TeamApp\ArStats\RepornArStat0l.frx ARSTAT01.FRX ARSTAT02.FRX VIRGINIA BEACH POLICE DEPARTMENT Page 1 04/29/2013 10:11 AM Summary of Arrest/Charges and Traffic Summonses Monday Charges by Age Group by Race by Fel/Misd/Traf April 26,2013 thru April 28, 2013 Reporting Area: Beachfront Report by: UCR Class-ALL Age Group Black White Asian Indian Hispanic Unknown Total Percent FELONY ARRESTS Between 18 and 21 5 5 71.42 Between 26 and 30 1 1 14.28 Between 41 and 45 1 1 14.28 Total Felony Arrests 7 7 100.00 MISDEMEANOR ARRESTS Under 18 1 7 8 8.51 Between 18 and 21 37 10 47 50.00 Between 22 and 25 19 3 22 23.40 Between 26 and 30 6 3 9 9.57 Between 31 and 35 1 1 1.06 Between 36 and 40 1 1 1.06 Between 41 and 45 1 2 3 3.19 46 and over 1 2 3 3.19 Total Misdemeanor Arrests 66 28 94 100.00 TRAFFIC SUMMONSES Between 18 and 21 34 2 36 45.00 Between 22 and 25 22 5 27 33.75 Between 26 and 30 6 4 10 12.50 Between 31 and 35 1 1 2 2.50 Between 36 and 40 1 1 1.25 Between 41 and 45 1 1 2 2.50 46 and over 1 1 1.25 Unknown 1 1 1.25 • Total Traffic Summonses 65 15 80 100.00 ALL CHARGES/SUMMONSES Under 18 1 7 8 4.42 Between 18 and 21 76 12 88 48.61 Between 22 and 25 41 8 49 27.07 Between 26 and 30 13 7 20 11.05 Between 31 and 35 2 1 3 1.65 Between 36 and 40 1 1 2 1.10 Between 41 and 45 3 3 6 3.31 46 and over 1 3 4 2.21 Unknown 1 1 0.55 Total All 138 43 181 100.00 User:reastep Terminal ID:VBDE Source:Pistol Records Management System ARSTAT03.FRX VIRGINIA BEACH POLICE DEPARTMENT Page 1 04/29/2013 10:11 AM Summary of Arrest/Charges and Traffic Summonses Monday Charge Frequency by Felony/Misdemeanor/Traffic April 26,2013 thru April 28, 2013 Reporting Area: Beachfront Report by: UCR Class-ALL Sorted by: Frequency, high to low Charge Felony Misd Traffic Total Percent NO SAFETY RESTRAINT 23 23 12.70 DISORDERLY CONDUCT,DISTURB THE PEACE 23 23 12.70 LIQUOR LAWS 20 20 11.05 PUBLIC DRUNKENNESS 18 18 9.94 ALL OTHER OFFENSES,EXCEPT TRAFFIC 14 2 16 8.84 ALL OTHER NON-MOVING VIOLATIONS 2 13 15 8.28 DISREGARDING TRAFFIC SIGNAL 11 11 6.07 ALL OTHER MOVING VIOLATIONS 1 7 8 4.42 OTHER ASSAULTS,NOT AGGRAVATED 1 6 7 3.86 NO DRIVER'S LICENSE 1 4 5 2.76 IMPROPER EQUIPMENT 5 5 2.76 STOLEN PROPERTY:BUY,RECEIVE,POSSESS 3 3 1.65 OFFENSES AGAINST FAMILY OR CHILD 3 3 1.65 NO CHILD SAFETY RESTRAINT 3 3 1.65 IMPROPER/EXPIRED STATE TAGS 3 3 1.65 SPEEDING 2 2 1.10 FAILURE TO YIELD 2 2 1.10 FAILURE TO KEEP RIGHT 2 2 1.10 DRIVING UNDER INFLUENCE 2 2 1.10 WEAPONS:POSSESSING,ETC. 1 1 0.55 REVOKED OPERATOR LICENSE 1 1 0.55 LARCENY-THEFT,EXCEPT AUTO,PETIT 1 1 0.55 LARCENY-THEFT,EXCEPT AUTO,GRAND 1 1 0.55 FOLLOWING TOO CLOSE 1 1 0.55 DRUGS-SALES-SYNTHETICS 1 1 0.55 DRUGS-SALES-CNTRLD SUBS/NON-MARIJUANA 1 1 0.55 DRUGS-POSSESSION-SYNTHETICS 1 1 0.55 DRUGS-POSSESSION-MARIJUANA 1 1 0.55 BLOCKING TRAFFIC 1 1 0.55 DEPARTMENT TOTALS 7 94 80 181 99.99 User:reastep Terminal ID:VBDE Source:Pistol Records Management System ARSTAT07.FRX VIRGINIA BEACH POLICE DEPARTMENT Page 1 04/29/2013 10:12 AM Summary of Arrest/Charges and Traffic Summonses Monday Charges by Residence by Race by FeI/Misd/Traf April 26,2013 thru April 28,2013 Reporting Area: Beachfront Report by: UCR Class-ALL Place of Residence Black White Asian Indian Hispanic Unk Total Percent FELONY ARRESTS HAMPTON ROADS,EXC VA BCH 4 4 57.14% VA,EXC HAMPTON ROADS 2 2 28.57% OTHER 1 1 14.28% Total Felony Arrests 7 7 100.00% MISDEMEANOR ARRESTS VIRGINIA BEACH 10 14 24 25.53% HAMPTON ROADS,EXC VA BCH 23 3 26 27.66% VA,EXC HAMPTON ROADS 9 1 10 10.63% OTHER 24 10 34 36.17% Total Misdemeanor Arrests 66 28 94 100.00% TRAFFIC SUMMONSES VIRGINIA BEACH 6 9 15 18.75% HAMPTON ROADS,EXC VA BCH 16 5 21 26.25% VA,EXC HAMPTON ROADS 19 1 20 25.00% OTHER 24 24 30.00% Total Traffic Summonses 65 15 80 100.00% ALL CHARGES/SUMMONSES VIRGINIA BEACH 16 23 39 21.54% HAMPTON ROADS,EXC VA BCH 43 8 51 28.17% VA,EXC HAMPTON ROADS 30 2 32 17.68% OTHER 49 10 59 32.59% • Total All Charges/summonses 138 43 181 100.00% User:reastep Terminal ID:VBDE Source:Pistol Records Management System Virginia Beach Police Department Calls for Service - Beach Study Area Number of Calls 2010 2011 2012 2013 4th July CFS 907 797 803 College Days CFS 154 291 250 475 Labor Day CFS 426 423 458 Memorial Day Weekend CFS 591 611 643 Patriotic Festival CFS 304 356 340 Out`o service`( ra`Stops;`• Initiated Investigation, etc) AL 4th July CFS 362 331 279 College Days CFS 49 87 105 159 Labor Day CFS 168 161 196 Memorial Day Weekend CFS 237 232 325 Patriotic Festival CFS 122 105 169 Grand Total 3,320 3,394 3,568 634 * Police Department was not aware of this event in 2010 and 2011. Source: CADSHist Note: Assuming College Days is the last Saturday of April. 2012 Memorial Day: 5/25-5/28 Patriotic Festival: 6/1—6/3 4th of July:June 30—July 1 (weekend before),July 4,July 7—July 8 (weekend after) Labor Day: 8/31—9/3 College Days: 4/27-4/29 2011 Memorial Day: May 27, 2011—May 30, 2011 Patriotic Festival:June 3, 2011—June 6, 2011 4th of July:July 1, 2011—July 4, 2011 Labor Day: Sept. 2, 2011—Sept. 5, 2011 College Days:4/29 - 5/1 2010 Memorial Day: 5/28—5/31 Patriotic Festival: 6/4—6/6 July 4th: 7/2-7/5 Labor Day: 9/3-9/6 College Days:4/24-4/26 2013 College Days: 4/26-4/28 Oceanfront Area Assignments Friday April 27, 2013—77 Officers and Friday Saturday Sunday Sergeants assigned. 4 Command Staff. 2nd Precinct 12 12 12 Total for Shift $1 OCOP Saturday April 28, 2013- 107 Officers SWAT 12 12 and Sergeants assigned. 5 Command TSU/FACT 8 8 Staff. 2nd COP 4 4 4 Total for Shift- 112 30 additional Officers and Sergeant Mounted 4 4 reassigned from precinct patrol (after Mobile 1st: 1 team 1st: 2 teams 1st: None evening shift) from approximately 2400 Tactical 3rd: None 3rd: None 3rd: None —0400 hours. 4th: 1 team 4th: 2 teams 4th: 1 Team Total for Shift and supplemental Staff Detectives 11 26 from Precincts 1,2,and 4 from 2400 - 0400—142 SI 10 10 Sunday, April 29, 2013 -24 0_,,110 Virginia Beach Police Department 910.- Beach Study Area 1, E50 Oceanfront - 31ST Street South Neighborhood 3-( ieC�1 5S 36 10 6 ISO3teili , 3 •34S' 3gTN S 33R' � 226 1,No5T ASK�N R` viiic ii 400 011 ilia ' 2-SN 26TH �\� 26TH 52500 0P; 24S\A 240050 ; lig! ATLANTIC OCEAN CA 23RD SS - 1111 � Q' 0 G 22 O 14NI , S ➢ Si 2251 TSS 50 ra 2pS014PEF OS0 SS ® o 227 1.5 V,RGIN\P01101,11-F.„ .IIV-::t 0m1, 0 0_ S „C. n 2014 S Viti NORFOL It 225 It SERRPCE:v\\G"1,04 ,\IV W�NSSONS'`EM " Ail N A . SI W E 228 S -3- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN COMMUNICATIONS AND INFORMATION TECHNOLOGY AND CAPITAL IMPROVEMENT PROGRAM 2:35P.M. Mayor Sessoms welcomed Matthew Arvay, Director—Communications and Information Technology. Mr. Arvay expressed his appreciation to City Council for their continued support: 0 Husr',Z. J. i Communications and Information Technology Budget Workshop April 30, 2013 Matthew B.Arvay, CIO The Department's Operating Budge increased 2.4%for FY2013-14: ComIT Operating Budget Program Unit FY 12-13 FY 12- FY 13-14 FY 13- Change FY 13 Amended 13 FTE Proposed 14 FTE Amended to FY 14 Proposed MuktmidlaServices $1,435,347 16.5 $1,474,914 17.5 $39,567 2.6% Mail Services $235,194 4 $250,228 4 $15,034 6.4% Business Center $991,526 13 $841,076 12 ($150,450) -15.2% Applications Support $7,404,660 50 $8,241,814 54 $837,154 11.3% Computer Replacement $0 0 $1,079,613 1 $1,079,613 Systems Support $7,698,852 41 $6,465,268 38 ($1,233,584) -16.0% Center for GIS $2,019,933 19 $2,065,694 19 $45,761 2.3% Telecom GF $1,158,812 8 $1,168,384 8 $9,572 0.8% Technology Services $1,888,119 15 $1,870,657 15 ($17,462) -0.9% Telecom ISF $2,807,772 10 $3,470,319 10 $662,547 23.6% Subscriptions ISF $2,606,092 0 $3,027,774 0 $421,682 16.2% Capital Projects ISF $197,364 2 $197,938 2 $574 0.3% Mserw-Ti scom ISF $447,320 0 $184,400 0 ($262,920) -58.8% Reserve-Subs ISF $998,781 0 $255,507 0 ($743,274) -74.4% Total $29,889,m 178.5 $30,593,586 180.5 $703,814 2.4% April 30, 2013 -4- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN COMMUNICATIONS AND INFORMATION TECHNOLOGY AND CAPITAL IMPROVEMENT PROGRAM (Continued) 77%of the Department's Budget is from the General Fund with 56.6%of expenditures for Personnel: ComIT FY 2013-14 Budget Budget by Fund •General Fund Internal Service Funds Capital Reserves $1,281,552 $439,907 4.2% 1.4% Operating Budget by Expense Category $1',550,530 Personnel 37 87u $17,321,597 56.6% Personnel■Operating Capital•Reserves and Transfers ComIT FY 2013-14 Budget Reserves and Other Operating Transfers Voice/Data 3.4% 1.4% Connectivity 8.2% t.*pit4W Internal Charges 4•2%A 2.2% Outsourced+_ Contracted Staff Personrrei 6.5% ► 56.6% HW/SW Maintenance 17.4% +.Per nnel ■HW/SW Maintenance Outsourced+Contracted Staff •Internal Charges •Voice/Data Connectivity •Other Operating C Capital s Reserves and Transfers April 30, 2013 -5- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN COMMUNICATIONS AND INFORMATION TECHNOLOGY AND CAPITAL IMPROVEMENT PROGRAM (Continued) Below are some of the most recent Efficiencies/Improvements: ComIT Efficiencies/Improvements A-New IT Professional Services Contract(25 Vendors) A-Upgraded PBX with VoIP Capabilities '-Mainframe Outsourcing A-Continued Effort to Expand Server Virtualization A-Standard Computer Operating Environment Partnering with Customers to Optimize the use of Technology at New and Existing Facilities Below are some of the Department's Significant Issues: Communications and Information Technology Significant Issues Disaster Recovery—Implementation of the Long Term Plan Mobile Strategy • Mobile Device Management • Mobile Application Development and Support Increasing Costs of Departmental and Citywide Software/Hardware Maintenance • Oracle,RACs,Microsoft,etc. On-going effort to maintain staffing levels • Lowest vacancy rate in recent years • Recruitment and retention pressure from increasingly competitive technology market Transformation of ComIT's culture—Customer Service Oriented,Can-Do Attitude,Collaborative in Nature April 30, 2013 -6- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN COMMUNICATIONS AND INFORMATION TECHNOLOGY AND CAPITAL IMPROVEMENT PROGRAM (Continued) Below are the Department's Trends &Highlights: Communications and Information Technology FY 2013-14 Trends&Highlights Privatization of the Print Shop Windows 7 Project Hardware&Software Upgrade Virtual Town Hall for citizen engagement Web Site Upgrades—new mapping application Public Safety Mobile Data Computers City IT Mobile Strategy Below are the Department's Critical Service Adjustments: Critical Service Adjustments Affects batch jobs for departments and system monitoring and overnight printing Reducing Data Center Staffing from 5 to 3 • Shift adjustments to 7 a.m.to Midnight • Data Center not covered Midnight to 7 a.m., no weekends • Will require departmental process adjustments April 30, 2013 -7- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN COMMUNICATIONS AND INFORMATION TECHNOLOGY AND CAPITAL IMPROVEMENT PROGRAM (Continued) Capital Improvement Program FY 2014-FY 2019 Total Funding Communications and Information Technology (Six Year Plan Total) $38,023,895 Capital Budget Proposed FY 2012-13 FY 2013-14 Difference (in millions) (in millions) (in millions) Communications and $19,282.493 $11,838,931 ($7,443,562) Information Technology Safe Community Funding $18,103,020 $ 7,249,474 Below are the Department's Major Capital Improvement Program Funded: Major CIT Projects Funded Project Total Project FY14 Project Start Cost Funding and End Dates 3.142 Communications infra.Replacement $34,573,605 $2,882,451 07/09—06/19 3.068 IT Network Infrastructure Replace $ 1,696,803 $ 300,000 07/08-06/14 3.052 IT Service Continuity $9,450,725 $1,248,972 07/06-06/19 3.095 Police Integrated Public Safety RMS $10,401,389 $3,367,023 07/11—06/19 3.652 Telecommunications Replacement II $ 454,494 $ 104,494 07/12—06/18 3.646 EGIS Base Mapping Updates $ 722,756 $ 287,500 07/12—12/14 3.632 Planning Bus.Integration Accela II $1,344,314 $1,344,413 07/12—06/14 3.605 Payment Card Industry SAQ C $ 390,000 $ 390,000 07/13—06/14 3.119 Cable Access Infra.Replacement I $4,119,261 $ 322,000 07/08-06/20 3.606 Fire Station Alerting $3,068,366 $1,000,000 07/13—06/15 3.608 Disaster Recovery—Power/Security $ 592,078 $ 592,078 07/13—06/14 Total of 11 funded projects $11,838,931 April 30, 2013 -8- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN COMMUNICATIONS AND INFORMATION TECHNOLOGY AND CAPITAL IMPROVEMENT PROGRAM (Continued) Capital Improvement Program FY 2014-FY 2019 Total City CIP Funding-FY 2014 to FY 2019 CIT CIP FY 2014-FY 2019 Funding Family a youth Opp. 5- Parks a BPcreatbn • CwnR Quality Education a 7% 1100" $38,023,865 16.1.4 laaming 35% y% cultural B Recreational S Bullrings Economic Vitality 5- Is Quality Physical Environment $],3µa13 acnools Quality Organization$23,331,868 38% safe Commonny $5,3ome Roadways [on&Coastal - - 16% Tourism 6% 7% $- 530,000,000$10,000,000$30,000.000 13 Below are the Department's Major Capital Improvement Program NOT Funded: CIT Projects Not Funded Ranked by the CIT CIP Review Team •roject Total Project Cost EOM-3D Modeling $ 151,875 PW-Waste Management Analysis $ 303,510 Police Oceanfront Cameras $ 3,732,942 PCI Data Security Compliance SAQ D $ 390,000 Portable Radio Replacement/In Mask $ 5,152,213 Disaster Recovery-Data Center Continuity $ 741,370 PW RE Database&Reporting System $ 410,345 ECCS-Customer Relationship Management Analysis $ 169,092 Disaster Recover-Secured Facilities Access $ 700,596 ECCS Smart911 $ 177,395 EOM-Advanced Routing $ 174,042 Disaster Recovery-Plan&Physical Purchases $ 1,490,944 Fiber Optic Network Analysis $ 325,080 Camera Access for EOC Analysis $ 148,378 Augmented Reality $ 154,852 ECCS-Automated Scheduling $ 257,836 Redundant Communications Systems Analysis $ 367,440 ECCS-Employee Performance Management $ 125,988 [Total of 18 unfunded projects $14,973,898 ll April 30, 2013 -9- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN COMMUNICATIONS AND INFORMATION TECHNOLOGY AND CAPITAL IMPROVEMENT PROGRAM (Continued) Technology CIP Shortfall Departmental technology CIP backlog exceeds$14 Million No long-term funding strategy for core hardware replacement or new investment for servers,network devices,storage,fiber, security appliances Annual application licensing,maintenance,and upgrade requirements($373,000 for FY14 operational increases) Why Mobile Apps? Proliferation of mobile devices.Gartner predicts that mobile phone shipments are expected to increase to 2.1 billion units by 2017 and tablet shipments to 467 million units(a 300%increase over 2012 figures) Mobile applications enhance an organization's ability to engage with its constituents by improving access to information and services Increasing demand from internal and external customers for mobile applications Ease of use by customers(at their fingertips no matter where they are) Increasing efficiencies • Integration with work order management systems • Mobilization of the workforce April 30, 2013 -10- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN COMMUNICATIONS AND INFORMATION TECHNOLOGY AND CAPITAL IMPROVEMENT PROGRAM (Continued) City IT Mobile Strategy Mobile friendly web sites using"responsive"design • Auto-scales to the size of the device Phase I—Citizen Engagement Implement a hybrid model for mobile applications • Commercially purchased application and hosted services(i.e.pot holes,graffiti) • In-house development,maintenance,and modification (i.e.parking locator application,city/facility event locations,tourism application) • Integrates with City data/work management systems (i.e.Hansen and Accela) Phase II—Workforce Enablement Increase connectivity with City systems and resources Conclusion FY 2013-14 Key Initiatives Align ComIT with the organization—Create IT Strategic Plan Create technology architecture roadmap Empower and enable citizens,businesses,and departments through the development of mobile strategy Develop collaborative fiber-optic network as backbone to Municipal Area Network Transformation of ComIT's culture—Customer Service Oriented,Can-Do Attitude,Collaborative in Nature April 30, 2013 -11- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN COMMUNICATIONS AND INFORMATION TECHNOLOGY AND CAPITAL IMPROVEMENT PROGRAM (Continued) Below are the Department's Trends and Highlights: Communications and Information Technology 2013-14 Trends and Highlights Gwernlent rt Spend per Empgee City of Virginia Beech vs Gertner IT Key Metria $10000& e. y nf.4 .123 4 44, Mr", $6000 OoO IE: " M< nn.'o k y; tAF� + , FY07 FY08 FY09 pewFV10 Fyn e CYB sbte/Wal Goeemmant:IT Employees n%of Total Employees 600% MetrlP eiC#9° 4ovc 'No L,4 a 2. 4 -.` `."„:.• — 000%- _ — •, _. _ FY07 FY08 FY09 F0 FY11 FY12 Y1 eNB state/foal Gartner: 25 IT Cost Containment Techniques Framework. ® 1.Qare<hacF� z.B PMo I vernmce ' <.Cnn[ingmtW rY}s �I 5$eSrv°ichware as-� fiCipaciry-on c„„ \M1M,atio� �kuaeg. `—JMO Ir rctl \\\_ cn J hw riWtirn . ' I IklerOrF/0ata 1 13 VoKe I,a,open burr teiBeefyy Lem"get tomca L_. -A5.wta Cenh, bndara 1 �pEa�ebR�ehesh/uFP.a< ll TekMme c /11.T<IroM1or�e ll Mana�ment I• F lixatbn In-mon. m•. UWit I .pop«:=,., zs IL„,p,wmmt Imp nt Mayor Sessoms thanked Mr. Arvay and the entire Team for their work. April 30, 2013 -12- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN FINANCE 3:04 P.M. Mayor Sessoms welcomed Patti Phillips, Director — Finance Department. Ms. Phillips expressed her appreciation to Mayor Sessoms, City Council and City Manager Spore for their continued support: C, Finance Department Budget Workshop April 30, 2013 Patti Phillips - Finance Director The Department's Operating Budge increased 6.7%for FY2013-14: Finance Operating Budget Program Unit FY 12-13 FY 12- FY 13-14 FY 13- Change FY 13 Amended 13 FTE Proposed 14 FTE Amended to FY 14 Proposed General Fund 4,933,234 47.0 5,053,202 47.0 $119,968 2.4% Risk Mgt- Internal Service 11,071,818 7.0 12,040,488 7.0 $968,670 8.8% Fund Cap Project- Internal Service 164,434 2.0 162,711 2.0 ($1,723) (1.0%) Fund Total $16,169,486 56.0 $17,256,401 56.0 $1,086,915 6.7% 2 April 30, 2013 -13- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN FINANCE (Continued) Below is the Department's Organization Chart: Department of Finance Organization Chart FY 2013-14 Summary FTE 56 340 Vacao,,es 00030 FOE 6 L Comptrolters Office-00033 Pu Of6, °'" 3,36 Ma04gement Accountong Reporting,& paw 04034 04035/04036 FTE 9 FTE 13 FTE 303:10 *03030,P03k614 and 1 1 CID ProoM 046,0 FTE 9 FTE 2 29%of the Department's Budget is from the General Fund with 27%of expenditures for Personnel: FY 2013-14 Budget $162,711 1% $5,053,202 29% $12040488 cc Budget by Fund or Revenue $845,272 5% $4,690,122 27% •General Fund Risk Management ISF r Capital Project ISF $11,034,469 Budget by Expense Category 6,1% $686,538 4.0% Personnel is Operations Insurance&Claims •LVR April 30, 2013 -14- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN FINANCE (Continued) Below are the Department's Significant Issues: Finance Significant Issues ➢ Since 1990,27.3%decrease in staffing and elimination of 20 positions. ➢ In last 5 years,over 140%turnover in staff accountants,85%turnover in Risk Management and 88%turnover in Payroll ➢ Communicating with Rating Agencies to protect AAA Rating ➢ FOIA requests for financial,purchasing,payroll,expenditure and revenue information ➢ New priorities,changing mandates and increased complexity require more resources. Growth in demand exceeds available resources. Complexity of financial processes inhibit efficiencies.(i.e.IRS,VRS) ➢ VRS Hybrid Plan and VLDP Operations Efficiencies — Debt refinancing saving of$3.1 M General Obligation and$5.27 M Public Facility Revenue Bonds in FY12,and$3.9 M General Obligation in FY13 — Efficient debt issuance process,bond accounting and arbitrage — Model for Public Assistance Recovery to maximize FEMA and VDEM reimbursements — Automatic distribution of hotel and meal tax across funds — Simplified capital project accounting — Streamlined lease billing and collections increasing on-time payments — State PCARD contract—costs reduced,controls improved&bigger rebate — Streamlined energy invoice entry and processing reducing duplicate processes — Re-negotiated residential recycling services agreement saving$7.9M over 6 years. — Contracts for Household Hazardous Waste/White Goods-$200,000/yr savings. — Worker Compensation Third Party administrator-$1.2 Million Savings over 8 years • Requirements that offset Operating Efficiencies — New IRS Reporting and Documentation -New GASB Statements and Accounting — New VR5 roles/responsibilities with myVFS -More Complex FOlAs — More scrutiny of internal controls/accountability -Bond regulations&continuing disclosure — paying Current versus Arrears-expense,complexity -New Grant Reimbursement Requirements April 30, 2013 -15- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN FINANCE (Continued) Below are the Department's Trends and Highlights: Finance Department FY 2013-14 Trends&Highlights ➢ VRS:VRS Modernization Administration,VRS Hybrid Retirement Plan (Defined Contribution),VRS Locality Sickness&Disability Program(VLDP) D. Payroll:Arrears,Streamlining Payroll Process,training program ➢ Disability:Job-related disability/retirements&Return to Work(HR) ➢ Transparency:Continue to simplify revenues,CIP accounting,reporting. ➢ Financial analysis/financing:Alternatives for potential projects ➢ Bond Sales D. Self Insurance:Cost allocation updated. Risk Program Technology Hosting. 52%funding for accrued liabilities with a goal of 70% ➢ Minority and Small Business:Small Business Enhancement Program, minority contracting efforts D. Financial Assessment:Assessment and Performance Review of Financial Management best practices Below are the Department's Critical Services NOT funded: Critical Services NOT Funded VRS Defined Contribution Plan (Hybrid Plan) including the Sickness & Disability Program (VLDP) planned for January 2014 • 0.91%of payroll as VLDP rate for participants. • Does not apply to Hazardous duty employees • Will require dual sets of policy, payroll, workers compensation and return to work processes for new employees versus current • Will Return to Council in August on VLDP decision—in house or through VRS April 30, 2013 -16- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN FINANCE (Continued) Conclusions Strive for transparency in financial information. Finance is critical infrastructure for entire City. VRS Hybrid and Virginia Local Disability Plan (VLDP) mandated for January 2014. Will return to Council in August on VLDP decision Major payroll process improvement—arrears needed to reduce inefficiencies and reduce risk Mayor Sessoms thanked Ms. Phillips and the entire Team for their work. April 30, 2013 -17- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN FINANCE—CONVERTING TO ARREARS 3.:25 P.M. Mayor Sessoms introduced and welcomed David L. Hansen, Deputy City Manager. Mr. Hansen expressed his appreciation to City Council for their continued support and distributed a copy of the presentation, which is attached hereto and made a part of this record. Mr. Hansen advised the "Bottom Line Up Front" is the request to convert payroll to arrears with no budget increase and no negative impact to the employees. This request only addresses converting pay to arrears. Bi-weekly pay (every other Friday) will be considered during the FY2015 Budget Process. The current system is set-up so employees are paid before the pay is earned, cutting payroll off nine (9)days in advance of pay-date. The best practices and industry standard is payroll being paid in arrears and on a bi-weekly schedule. The Steering Committee's recommendations included there be no net loss of pay on the conversion date; no impact to annual salary, including VRS and W2; and, create a system where pay date reflects all pay and leave used in the pay period. This conversion will allow employees to better track over-time payments, as well as leave balances. The conversion also has advantages for the City with fewer adjustments to prior period pay which, in turn, means fewer opportunities for errors/fraud and payroll reports are more accurate. Mayor Sessoms thanked Mr. Hansen, Ms. Phillips and the entire Team for their work. 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CO 617 s 2EHW L to N r-I CCI la en r4 .73 N co V- co •� 'A -0 INI VI- t cu +a4 •al W -.I a) 2 cl 46 c iy, � 4 w a) V "0 _ VI cu v) ° "E c° = .4g +a E heum w i _Lin o w 2 .N 42 to co •— 0. a) 4-o„ E r, o Z ca E c0 d• -on, up- H `� cu too w s- 2 - 4 V U . H O > 0 au cl a = a) a O0 o u 46. V O V a-+ 0 i (.0 til —c a. et. = U -0 -0ni � 42) � � � Q VI CC V = ._ I. •_ 0 8 m Elica 17 C 0 • tin in (1.1) ( ) st. tt --• ,.. •— .04. 13 . ,..$) . 4,.. •— u NW = LI) >11 4mi •am 0 --., -18- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN HUMAN RESOURCES 3.:55 P.M. Mayor Sessoms welcomed Regina Hilliard—Director, Human Resources. Mrs. Hilliard expressed her appreciation to Mayor Sessoms, City Council and City Manager Spore for their continued support: }'- s Human Resources Department Budget Workshop April 30, 2013 Regina S. Hilliard,Director The Department's Operating Budge decreased 3.56%for FY2013-14.: Human Resources Operating Budget Program Unit FY 12-13 FY 12- FY 13-14 FY 13-14 Change FY 13 Amended Amended 13 FTE Proposed FTE to FY 14 Proposed Director's Office $360,907 3.00 $354,963 3.00 $ (5,944) -1.65% Employee 585,229 7.00 537,939 7.00 (47,290) -8.08% Relations Staffing and Compensation 1,219,478 16.00 1,125,529 16.00 (93,949) -7.70% Services Learning and 746,774 7.00 711,648 7.00 (35,126) -4.70% Development HR Police 97,379 1.00 101,380 1.00 4,001 4.11% Services Member 110,016 1.00 122,263 1.00 12,247 11.13% Communications April 30, 2013 -19- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN HUMAN RESOURCES (Continued) 100%of the Department Budget is from the General Fund with 82%of expenditures for Personnel: Human Resources Operating Budget Program Unit FY 12-13 FY 12- FY 13-14 FY 13-14 Change FY 13 Amended Amended 13 FTE Proposed FTE to FY 14 Proposed Human Rights 69,399 1.00 69,580 1.00 181 0.26% Commission Occupational 249,428 3.00 243,860 3.00 (5,568) -2.23% Safety Occupational 846,723 8.00 865,805 8.00 19,082 2.25% Health Total $4,285,333 47.00 $4,132,967 47.00 $(152,366) (3.56%) Budget by Fund Budget by Expense Category 111110 Personnel as Operations Below is the Department's Organization Chart: Department of Human Resources FY 2013-14 47 ETES arrwweo one. orm, eeswarr, hareera+ae rrrerearaa - .i&-. e.rr �nea�•"ooreaoaaa a "r* �,`:. 1eeevya "Tr' T wnrr rosum-r. i w°,.wn eweomr.r rrazFi 1feRNaya 11RGosry4 i. �MM4..'" wera.. :'` sre,�aear _ ier++wrua aweiay+e.+ m �t 1Mer�rr�VraY 1MawMl,pbao�lyr ' i earaea+.ai 1eYrrgip!`s .. xw�rreare '..* - s Marlena �sw NM Mee Qe a r 1ap411.1u 1ewraeryRMawa 1.Gama, Sm.. April 30, 2013 -20- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN HUMAN RESOURCES (Continued) Below are the Department's Significant Issues: Human Resources FY 2013-14 Significant Issues ➢ Personnel Board Hearings D FY 13=24 Appeals Filed and 20 Hearings held D FY 12=16 Appeals Filed and 9 Hearings held ➢ ADA D FY13=47 new requests for accommodation D FY12=25 new requests for accommodation ➢ EEO D FY13=13 investigations D FY12=10 investigations , Human Resources FY 2013-14 Significant Issues ➢ Affordable Health Care Act ➢ January 1,2014 ➢ Virginia Retirement System Hybrid Plan ➢ January 1,2014 April 30, 2013 -21- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN HUMAN RESOURCES (Continued) Human Resources Continuing Efficiency Efforts ➢ Orientation Restructured ➢ Onboarding/orientation training completed in a shorter time period ➢ TB Testing ➢ No longer routine part of physical,only for those required to have it ➢ Video Conference Interviews ➢ Minimize cost of interviewing out of town applicants ➢ VBWellnessforLife Screenings Conclusions ➢ Unfunded non-departmental program: Tuition Reimbursement ➢ Lack of Merit Increases ➢ FY 07/08 was the last year we provided Merit Increases ➢ Salary Compression ➢ Employee Morale/Dissatisfaction Mayor Sessoms thanked Mrs. Hilliard and the entire Team for their work. April 30, 2013 -22- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN BUDGET and MANAGEEMNT SERVICES& NON-DEPARTMENTAL 4:10 P.M. Mayor Sessoms welcomed Catheryn Whitesell, Director — Management Services. Mrs. Whitesell expressed her appreciation to Mayor Sessoms, City Council and City Manager Spore for their continued support: :t s , „.,: i Budget and Management Services & Non-Departmental Budget Workshop April 30, 2013 Catheryn Whitesell The Department's Operating Budge increased 0.06%for FY2013-14: Budget&Management Services Operating Budget Program Unit FY 12-13 FY 12- FY 13-14 FY 13-14 Change FY 13 Amended 13 FTE Proposed FTE Amended to FY 14 Proposed Budget& Management $ 1,511,425 15.0 $ 1,520,668 14.0 $ 9,243 0.06% Services April 30, 2013 -23- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN BUDGET and MANAGEEMNT SERVICES& NON-DEPARTMENTAL (Continued) 90%of the Department's expenditures are for Personnel: FY 2013-14 Budget Budget by Expense Category 111111111110 Below are the Department's Significant Issues: Budget&Management Services Significant Issues ➢ Continue to redesign processes to adapt to the loss of 6 positions since 2010.Plus the fact that: S. 2 current staff are retiring this year ➢ 4 of our 8 analysts are eligible to retire ➢ Both the management staff are eligible to retire within 4 years ➢ Staff the Council appointed Process Improvement Steering Committee and the Hampton Roads Partnership's Shared Services Project. April 30, 2013 -24- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN BUDGET and MANAGEEMNT SERVICES& NON-DEPARTMENTAL (Continued) Below is the Department's Organization Chart: Budget and Management Services Liorfyl,,,Lititt,/,..:,....tcriiiiirc ,0:-',:.;.:„..,-;;;;--'),:,;, :. "?"ii" yy av':.-*.qtr-:,, (..) h ' Ili ,i (�t'k'.- .."'-:;.'1 t♦ tvb�"'` Non-Departmental April 30, 2013 -25- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN BUDGET and MANAGEEMNT SERVICES& NON-DEPARTMENTAL (Continued) Non-Departmental's Operating Budget increased 1.5%for FY2013-14: Non-Departmental Operating Budget Change FY 13 FY 12-13 FY 12-13 FY 13-14 FY 13-14 Amended to FY 14 Program Unit Amended FTE Proposed FTE Proposed CommunityOgaNutbn $426,343 0.00 $409,126 0.00 $(17,217) (4.0%) Grants Virginia Beach Living River Trust 0 0.00 100,000 0.00 100,000 Employee Special Benefits 5,266,655 0.00 5,716,492 0.00 449,937 8.5% Benefits Administration 662,283 0.00 635,538 0.00 (26,745) (4.0%) Vehicle Replacements 5,111,914 0.00 6,032,514 0.00 920,600 18.1%. Revenue Reimbursements 15,957,439 0.00 15,093,730 0.00 (863,709) (5.4%) Regional Participation 1,993,213 0.00 1,965,720 0.00 (27,493) (1.4%) Independent Financial Services 153,878 0.00 153,878 0.00 0 0.0% City-wide Leases 1,673,225 0.00 1,612,227 0.00 (60,998) (3.6%) Total $31,244,950 0.00 $31,719,325 0.00 $474,375 1.5% Non-Departmental Real Estate Tax Relief Program ➢ The current FY 2012-13 budgeted cost of this program is the equivalent to almost 3 cents on the real estate tax rate.Restructuring this program in the proposed manner is estimated to reduce the cost by$1.1 million ➢ Modifications to income thresholds are shown below: Real Estate Tax Relief Threshold Modifications Exemption Existing Threshold Modified Threshold 100% $0.00 to$47,100.00 $0.00 to$42,100.00 80% $47,100.01 to$51,200.00 $42,100.01 to$46,200.00 60% $51,200.01 to$55,300.00 $46,200.01 to$50,300.00 40% $55,300.01 to$59,400.00 $50,300.01 to$54,400.00 20% $59,400.01 to$63,450.00 $54,400.01 to$58,450.00 The Freeze and Deferral Programs are unchanged with income eligibility up to$67,000. ➢ 7,603 participants in the elderly and disabled program and 700 in the disabled Veterans Program April 30, 2013 -26- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN BUDGET and MANAGEEMNT SERVICES& NON-DEPARTMENTAL (Continued) Non-Departmental Real Estate Tax Relief ➢ Even with the modifications in income thresholds,Virginia Beach will still have the most generous real estate tax exemption program in the region. Maximum Income Allowed for 100%Real Estate Tax Exemption Amount $21,000 $22,000 $25,000 Norfolk $28,611 Suffolk $41,479 Virginia Beach $2,100 (Current I:547,100) Non-Departmental Real Estate Tax Relief ➢ Modifications in income thresholds may result in a reduction in the number of participants in the Real Estate Tax Relief for the Elderly Program. Comparison of Number of FY 2012 Participants in the Existing and Modified Real Estate Tax Relief for the Elderly Program Existing Tax Relief Program Modybd1,aRad Prognim Home Value 100% 80% 60% 40% 20% Total 100% 00% 40% 40% 20% Total $900000 and Over 7 2 0 0 0 9 7 0 1 1 0 9 $700,000-$899,999 9 1 2 0 0 12 5 3 2 1 1 12 $500,000-$699,999 72 5 3 3 8 91 61 11 3 5 3 63 $300,000-$499,999 535 60 43 48 34 720 446 77 55 55 44 677 $100,000-$299,999 5,249 388 319 312 246 6,514 4,583 606 362 332 319 6,202 $0-$99,999 156 4 6 0 2 168 145 9 5 6 1 166 Total 6,028 460 373 363 290 7,514 5,247 706 428 400 365 7,149 io April 30, 2013 -27- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN BUDGET and MANAGEEMNT SERVICES& NON-DEPARTMENTAL (Continued) Non-Departmental Real Estate Tax Relief D The chart below shows the total real estate tax relief programs for the Elderly,for the Disabled,and beginning in FY 12 for the Disabled Veterans.The dark portion for FY 14 shows the$1.1 million,which would be needed if there were no changes in the program. Real Estate Tax Relief $18,000,000 $16,000,000 : _. $12,000,000 ' II 1 I $12,000,000 • $$8,000,000 --- i $8,000,000 • $6,000,000 $4,000,000 $2,000,00. 04 05 06 07 08 09 10 11 12 13 14 Fiscal Year Non-Departmental Vehicle Replacement Program D. As of FY14,backlog totals$29 million. Funding vs.Backlog $30.00 $29.63 $25.00 ,t�26.17 $24.01 C$20.00 p, .'122.16 $15.00 $17.48 $17.75 $18.59 $19.17 Moo $5.00 _. • FY06 FY07 FY08 FY09 FY10 FY11 FY12 FY13 FY14 FY15 -- -Backlog -e-Budget Funded Source:Department of Public Works Workshop Presentation April 30, 2013 -28- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN BUDGET and MANAGEEMNT SERVICES& NON-DEPARTMENTAL (Continued) FY 2012-13 Community Organization Grants Funding Beach Health Clinic $90,000 Chesapeake Health Investment Program 1,710 Children's Hospital of the King's Daughters 20,000 Endependence Center Inc. 30,000 Equi-Kids 10,000 Foodbank of Southeastern Virginia 47,812 Judeo-Christian Outreach Center 45,000 Mary Buckley Foundation 35,290 Samaritan House 15,000 Senior Services of Southeastern Virginia 43,250 Seton House 10,000 Together We Can Foundation 5,000 Virginia Beach Lifesaver,Inc. 32,960 Volunteers of America-Chesapeake 40,321 Total $426,343 D FY 2013-14 COG grants will be determined by the COG Review and Allocation Committee appointed by City Council at the end of May based on funding and applications. FY 2013-14 Regional Organizations Proposed Funding Court Appointed Special Advocate $10,000 Eastern Virginia Medical School 433,033 Hampton Roads Chamber of Commerce 8,500 Hampton Roads Economic Development Alliance _ 412,059 Hampton Roads Military and Federal Facility Alliance 215,175 Hampton Roads Partnership 15,210 Hampton Roads Planning District Commission 344,310 HRPDC-Metro Medical Response System 88,249 Navy League 21,250 Southeast 4-H 6,036 Square One 53,798 Tidewater Builders'Association 50,000 Tidewater Community College 5,100 Virginia Arts Festival 250,000 Virginia Beach S.P.C.A. 30,0001 Virginia Dare Soil Conservation 8,000 Virginia Offshore Wind Alliance 5,000• Virginians for High Speed Rail 10,000 Total $1,965,7201 April 30, 2013 -29- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN BUDGET and MANAGEEMNT SERVICES& NON-DEPARTMENTAL (Continued) Reserve for Contingencies by Fund for FY 2013-14 Geneand Purpose Amount Gone.Fund(002) Amount Parking tamp. 1253) Compensation 5 1,310,486 Compensation 1.016 Compensation-Overtime Change 1300,000) Parking Maintenance 282,656 Don-Standby Par 1651,815) Storm Water UMW,Enterpdw TU.(3S3) eNlar Compensation-Standby 0,075 Compensation 32,805 Compression Regular 220,000 Sequestration 3]1100. future Canntments 3,802,664 Health Insurance Reserve Oh,Germ.6...0 OGerye lnternel5ereke fund(606) Replacement of Totaled Vehicles 150,000 Compensation 19,241 Scheel Equipment Replacement Spacial Rename Fund 11021 Rick Management Internal Service fund(602) Education Capital Outlay 453,782 Compensation 2031 Law tibrary FUM(2301Capital Profs Mrtamal Sen.Fund)610) Compensation nt Special Revenue FU21M1 378 MCompensation 2,330 School Iandmaping Internal Service fund(613) „Compensation oRevenueM 92, mpen952 Compensation 8961 parks and MwaaOonSgtlal Revenue Fund 1151) Telecommunications Internal SeServicekind(620) Compensation Conpe794) 3,499 Reguiar 265,507 F ure Captal PrOects 104096 Tourism Ie�tmam Proem Fund 1152) Cuan10-H0,248450 26,402 $ubscription...HI l Service Fund(621) future Capital Projects 132623 Regular 255,502 Agriculture MMrve Program Special Revenue Fund(161) Total $12,551,043 Compensation 039 Regular 256,688 Tourism AracenizIng Pippo.Special Mwnw Fund 1163) Compensation 2432 Open Space Special Revenue fund 11221 Compensation nd Um)Mimell91 Water and sneous Grants 100000ewer Potarprlae fund 1241) Compensation 98,198 Change 11..000) CompensatIon-Standby Pay 1530,132) Reguier 2603,991 15 QUESTIONS? if Mayor Sessoms thanked Ms. Whitesell and the entire Team for their work. April 30, 2013 -30- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN CITY ATTORNEY 4:27P.M. Mayor Sessoms welcomed Mark Stiles, City Attorney. Mr. Stiles expressed his appreciation to Mayor Sessoms, City Council and City Manager Spore for their continued support: ' y at er :1 City Attorney Budget Workshop April 30, 2013 Mark D. Stiles The Department's Operating Budget increased 4.6%for FY2013-14: City Attorney $Change %Change FY 13 FY13 FY 12-13 FY 12-13 FY 13-14 Adjusted to Adjusted Program Unit Amended FTE ProposedIII ProposedFY14 ProposetoFY14d Legal Services $3,817,883 39.61 $3,995,079 39.61 $177496 Total $3,817,883 39.61 $3,995,079 39.61 $177,196 4.6% 4.1% t � r ,:, a Personnel IS Operations April 30, 2013 -31- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN CITY ATTORNEY (Continued) City Attorney $3A' s3.3 • The purpose of the City Attorney's $332 Office is to provide effective and efficient legal services,promote accountability,trust and openness in government,and focus on outcomes that are fair,equitable and balanced while protecting the best interests of s.3 saa $03 the client. sae s • 40,734 service hours were provided in FY12 fY10 tots 0010 • The average cost of in-house/outside counsel was$103 ....In-House Cost Per Hour Outside Counsel Cort Per Hour • 99%of all legal services are provided in- -A-Average n---Average Rate house City Attorney The number of authorized positions remains unchanged(39.61 FTE). 22 full time and 1 part time attorneys supported by legal administrator and 16 staff Service levels expected to remain consistent . Personnel costs,including VRS and health insurance charges,account for more than 90%of total budget increase . Changes to the operating budget reflect an increase of$12,107 in software support to ensure that our file management software is compatible with the citywide Windows 7 conversion Increased Risk Management costs of$5,629 2.5 attorneys and one support staff paid by and assigned to the School Board and School Administration pursuant to the FY13 Cooperative Agreement($386,488) April 30, 2013 -32- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN CITY ATTORNEY (Continued) Below are the Department's Trends and Highlights: City Attorney FY 2013-14 Trends& Highlights Legal support for implementation of Neighborhood Dredging Program Ongoing legal work in support of BRAC Program Legal support and structure for economic development initiatives including development of the Dome site and light rail Legal support for compliance with the EPA-mandated Clean Water Act Significant increase in real estate activity in connection with planned and ongoing road projects FOIA compliance—increasing service demands Continued efforts to comply with Health Care Reform Mayor Sessoms thanked Mr. Stiles and the entire Team for their work. April 30, 2013 -33- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN CITY AUDITOR 4:43 P.M. Mayor Sessoms welcomed Lyndon Remias, City Auditor. Mr. Remias expressed his appreciation to Mayor Sessoms, City Council and City Manager Spore for their continued support: g? 17 t ��a Yi "e, t" Office of the City Auditor Budget Workshop April 23, 2013 Lyndon Remias, City Auditor The Department's Operating Budget increased 2.0%for FY2013-14: Office of the City Auditor Operating Budget Program Unit FY 12-13 FY 12- FY 13-14 FY 13-14 Change FY 13 Amended 13 FTE Proposed FTE Amended to FY 14 Proposed Office of the 623,351 6.0 654,945 6.0 $ 31,594 2.0% City Auditor Total $623,351 6.0 $654,945 6.0 $ 31,594 2.0% Recommendation of funding by Management Services April 30, 2013 -34- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN CITY AUDITOR (Continued) 100%of the Department Budget is from the General Fund with 96.3%of expenditures for Personnel: FY 2013-14 Budget 4111110 4.IIIIIII Budget by Fund or Revenue $24,482 3.7% ■General Fund Budget by Expense Category ,, k1r _.Personnel is Operations Below are the Department's Significant Issues: Office of the City Auditor Significant Issues r Continue to promote accountability and integrity in City operations by providing quality audit services. Continue management and oversight of City's Fraud,Waste& Abuse Prevention and Reporting Program,including Fraud Hotline,available to citizens&employees as mandated by State. .- Continue administration&oversight of the mandated external audit of the City's CAFR&Single Audit Requirements for federal funding. r Any reduction in funding would have severe impact on our ability to serve City Council,Audit Committee,City leadership/members and citizens. April 30, 2013 -35- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN CITY AUDITOR (Continued) Below are the Department's Trends and Highlights: Office of the City Auditor FY 2013-14 Trends&Highlights ▪ Public is demanding increased accountability and oversight over the use of taxpayer funds.We fill that role. In the last five years,we have identified savings and/or recoveries in the millions of dollars. Reduced budgets and spending result in the need for increased efficiency and effectiveness. ▪ In FY12,we completed 9 attestation and performance audits resulting in improved financial and management controls,processes,contract performance,efficiency, effectiveness and quality of services. ,] Also performed 5 additional reviews at the request of the City Attorney's Office,City Council or City Management Compliance suffers with the need to do more with less putting the City at risk(i.e.,legal and regulatory,funding,and perception). ACFE research shows incidents of fraud increase in times of economic downturn. Since implementation of Fraud,Waste&Abuse Hotline in FY07,we have investigated over 232 allegations of theft,misuse,waste and abuse of City resources resulting in strengthened internal controls,a multitude of convictions,restitution,recoveries and disciplinary actions. Worked with Human Resources,City Attorney's Office,Commonwealth's Attorney and the Police to ensure appropriate criminal and personnel actions. Below are the Department's Critical Services NOT funded: Critical Services NOT Funded New Funding for SL3 New Auditor II Position This request for a new position has been advocated and supported by City Council and Audit Committee. U The additional funding to add a FTE would be value added service with Return on Investment(ROI). The audits we are not able to do by not funding are just as important as what audits that are being done. ❑Audits being done reflect value and have proven ROI. ❑The new position would only enhance and enable the scope of audits being done to be broadened. ❑The decline in the economy also warrants the need for an additional auditor due to the serious financial repercussions that could affect daily or long term operations, some direct and some indirect. ❑The expansion of staff is needed to maintain and support the need of promoting accountability and integrity in city operations. April 30, 2013 -36- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN CITY AUDITOR (Continued) How We Comparev. Budget% Auditors F Per Auditors Per 1,000 FTEs Capita VA BEACH & .07% .58 110,312 VA BEACH w/New 7 .08% .73 88,249 Position CHESAPEAKE 6 .14% 1.13 56,475 NORFOLK 8 .11% 1.18 40,664 CHESTERFIELD 9.5 .19% 2.12 42,619 HENRICO 7 .07% 0.64 103,581 Independent Financial Services - 18050 Operating Budget Program Unit FY 12-13 FY 13-14 Amended I Proposed Change FY 13 Amended to FY 14 Proposed Independent Financial Services 153,878 153,878 $ 6,214 4.0% Budget 418050 Total $153,878 $153,878 $ 6,214 4.0% Recommendation of funding by Management Services April 30, 2013 -37- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN CITY AUDITOR (Continued) Independent Financial Services - 18050 Operating Budget This funding relates strictly to the payment of our external auditors. • We are currently in new City contract,year 1 of 3. • If this amount is not restored we will not be able to pay our current contracted rate. • Funding for Independent Financial Services is not included in the Office of the City Auditor's Operating Budget. It is funded through a non-departmental budget unit. External audit of the CAFR is mandated by the Virginia Code. Conclusions In this economic climate where fraud,waste and abuse can run rampant and resources must be safeguarded,we respectfully request the funding recommendation made by Management Services and the additional FTE be granted to the Office of the City Auditor so that we may continue to serve our citizens, city leadership/members,Audit Committee and City Council in an undiminished capacity. Mayor Sessoms thanked Mr. Remias and the entire Team for their work. April 30, 2013 -38- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN MUNCIPAL COUNCIL and CITY CLERK'S OFFICE 4:54 P.M. Mayor Sessoms welcomed Ruth Hodges Fraser, City Clerk. Ms. Fraser expressed her appreciation to Mayor Sessoms, City Council and City Manager Spore for their continued support: ,i_,,,,,:,;;;,-47,; O ,C r, 41 i Municipal Council and City Clerk's Office Budget Workshop April 30, 2013 Ruth Hodges Fraser, MMC City Clerk The Municipal Council's s Operating Budget decreased 2.2%for FY2013-14: Municipal Council Operating Budget FY 12-13 FY 12-13 FY 13-14 FY 12-13 Change FY 13 Amended Amended FTE Proposed FTE to FY 14 Proposed Municipal $545,118 11.0 $533,110 11.0 ($ 12,008) (2.2%) Council April 30, 2013 -39- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN MUNCIPAL COUNCIL and CITY CLERK'S OFFICE (Continued) 100%of the Department Budget is from the General Fund with 63.9%of expenditures for Personnel: Municipal Council FY 2013-14 Budget $533,110 Budget by Fund 100% •General Fund Budget by Expense Category Pesonnel ■Operations The City Clerk's Operating Budget decreased 1.8%for FY2013-14: City Clerk Operating Budget Program Unit FY 12-13 FY 12-13 FY 13-14 FY 13-14 Change FY 13 Amended Amended FTE Proposed FTE to FY 14 Proposed City Clerk $ 574,443 6.0 $ 564,215 6.0 ($ 10,228) (1.8%) April 30, 2013 -40- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN MUNCIPAL COUNCIL and CITY CLERK'S OFFICE (Continued) 100%of the Department Budget is from the General Fund with 89.3%of expenditures for Personnel: City Clerk's Office FY 2013-14 Budget $564,215 Budget by Fund 100% $60,158 ■General Fund 10.7% pis. Budget by Expense Category IMM Pesonnel ■Operations Mayor Sessoms thanked Ms. Fraser and the entire Team for their work. April 30, 2013 -41- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN REAL ESTATE ASSESSOR 5:00 P.M. Mayor Sessoms welcomed Jerald Banagan, Real Estate Assessor. Mr. Banagan expressed his appreciation to Mayor Sessoms, City Council and City Manager Spore for their continued support: ;Nu e rSd Cryl:� i r Real Estate Assessor Budget Workshop April 30, 2013 Jerald Banagan The Department's Operating Budget decreased 2.7%for FY2013-14: Real Estate Assessor Operating Budget Program Unit FY 12-13 FY 12- FY 13-14 FY 13-14 Change FY 13 Amended 13 FTE Proposed FTE Amended to FY 14 Proposed Real Estate $3,100,676 34.0 $3,183,950 34.0 $83,274 2.7% Assessor Total $3,100,676 34.0 $3,183,950 34.0 $83,274 2.7% April 30, 2013 -42- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN REAL ESTATE ASSESSOR (Continued) 92.8%of expenditures are for Personnel: FY 2013-14 Budget $229,188 7.2% Budget by Expense Category It 1 iiiimilk _ cPersonnel ■Operations Below are the Department's Significant Issues: Real Estate Assessor's Significant Issues ➢ In November,responsibility for the real estate transfer process transferred from the Commissioner of the Revenue to the Assessor's Office.Coinciding with this transfer,our office experienced two vacancies.We were able to hire an experienced real estate transfer clerk from the Commissioner's office and an experienced title examiner from the private sector.The transition of responsibility has gone very well. ➢ State statute only requires an assessment notice to be mailed when values change.At Council's direction we have been,for the past several years,mailing notices to all owners regardless of whether there was a value change.In addition to the notice,we include an assessment brochure and a notice regarding senior citizen's and disabled veteran's exemption programs.The past several years,the cost of sending notices to owners of property without a value change has ranged from$6,000 to$37,000.I respectfully wish to verify,is this a policy you want to continue? Mayor Sessoms thanked Mr. Banagan and the entire Team for their work. April 30, 2013 -43- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN COMMISSIONER OF THE REVENUE 5:17P.M. Mayor Sessoms welcomed Phil Kellam, Commission of the Revenue. Mr. Kellam expressed his appreciation to Mayor Sessoms, City Council and City Manager Spore for their continued support: f'r Commissioner of the Revenue Budget Workshop April 30,2013 Philip J.Kellam,Commissioner The Department's Operating Budget decreased 1.4%for FY2013-14: Commissioner of the Revenue Operating Budget Change FY 13 FY 12-13 FY 12-13 FY 13-14 f' FY 13-14. Amended to FY 14 program Unit Amended FTE Proposed'. FTE proposed Cammissionerof $4Q15,519 60.0 $3,970,472' 60.0 $(45,047) (1.1%) the Revenue DMV Select $84,091 -2.93 $71,943 2.93 $(12,148) (14.4%) Total $4,099,610 62.93 $4,042,415 61.93 $(57,195) (1.4%) April30, 2013 -44- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN COMMISSIONER OF THE REVENUE (Continued) 80%of the Department Budget is from the General Fund with 93.2%of expenditures for Personnel: Commissioner of the Revenue FY 2013-14 Budget $664,562 $191%000 Budget by Fund or Revenue 16% $3,216,853 80% $95,532 2.4% $110,520 2.7% $70,615 •General Fund r State Reimbursement •DMV Select L7% Budget by Expense Category ME* *Personnel ■Contractual Services Internal Services ■Other operating Below are the Department's Significant Issues: Commissioner of the Revenue Significant Issues ➢ New Assessment&Enforcement Requirements with the Boat Tax • Annual assessments must be completed by May. • 1.5 additional FTE's(Revenue Agents)dedicated to taxpayer inquiries,managing new data,and mitigation of assessments. • 1 additional FTE(Revenue Investigator)dedicated to active enforcement and taxpayer compliance. ➢ RACS April 30, 2013 -45- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN COMMISSIONER OF THE REVENUE (Continued) Below are the Department's Trends and Highlights: Commissioner of the Revenue Trends&Highlights Comparison Difference 2012 2013 MIN Real Estate Tax Relief Applications 7,600 7,440 (160) (2%) Personal Property—Annual Book $117,538,827 $119,798,225 $2,259,398 2% Business License through March $38,392,136 $40,328,250 $1,936,114 5% Commissioner of the Revenue Conclusion ➢The Commissioner of the Revenue is staffed to meet current workloads,however,if the boat tax is reinstated, we will require an additional 2.5 FTE's. Mayor Sessoms thanked Mr. Kellam and the entire Team for their work. April 30, 2013 -46- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN GENERAL REGISTRAR 5:19 P.M. Mayor Sessoms welcomed Donna Patterson, General Registrar. Ms. Patterson expressed her appreciation to Mayor Sessoms, City Council and City Manager Spore for their continued support: .lCD",_nBejs:. fs rte" _i_ \'5:',, 4 General Registrar Budget Workshop April 30, 2013 Donna Patterson The Department's Operating Budget decreased 2%for FY2013-14: General Registrar Operating Budget Program Unit FY 12-13 FY 12- FY 13-14 FY 13-14 Change FY 13 Amended 13 FTE Proposed FTE Amended to FY 14 Proposed ibtt/Budget $1,371,332 12.03 31,343,336 12.03 $(27,396) (2%) April 30, 2013 -47- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN GENERAL REGISTRAR (Continued) 94%of the Department Budget is from the General Fund with 67%of expenditures for Personnel: FY 2013-14 Budget $76,698 6% 4=111I $l 267,288 Budget by Fund or Revenue 94% ■Local Revenue v State Revenue 111,Budget by Expense Category Personnel ■Operations Below are the Department's Significant Issues: General Registrar Significant Issues ➢ Electronic Polibooks-190 new laptops purchased ➢ Voting Machine replacement ➢ Vendor Demonstration on March 29,2013 ➢ Dominion ➢ ES&S/Print Elect ➢ Hart ➢ Unisyn April 30, 2013 -48- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN GENERAL REGISTRAR (Continued) Below are the Department's Trends and Highlights: General Registrar FY 2013-14 Trends&Highlights The 14th Senate District Special Election in August 2013 Gubernatorial Election Splitting Precincts A.- Creating additional workspace at building 14 Below are the Department's Critical Services NOT funded: Critical Services NOT Funded Two additional positions were requested but were not approved. 6 April 30, 2013 -49- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN GENERAL REGISTRAR (Continued) Conclusions The Special Election in August will be a very small election with an estimated 3%turnout. The November Election is the City's second largest Election— Estimated turnout is 37% 7 Mayor Sessoms thanked Ms. Patterson and the entire Team for their work. April 30, 2013 -50- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN CITY MANAGER'S OFFICE 5:27P.M. Mayor Sessoms welcomed James Spore, City Manager. Mr. Spore expressed his appreciation to Mayor Sessoms and City Council for their continued support. l.. City Manager's Office Budget Workshop April 30, 2013 James K. Spore City Manager Below is the Department's Organization Chart. City Manager's Office le.5 FTC'. n 9n Cke 1I Ar.r tod:ehr M..yerM o.1.1%.• ; o.r+rar .1•11.11.111 1.'we rnwn one, IAut bin Poi NI 1 111* Po*..Comipitions + F L Oipanuation Mary Hencoa• � w a �:� . Via. ,,.i,.6.,.ond,Li* ..r...r* .x... 1 rel*,,.xwwe ..n.en or.Wawonee v .man ' 1 rmxnrwaro reg.11rarrsr.Gir•Cor.w...rsu.na ^Vesirion �, c.aawo-• M, om aououer«elmnauonmFv lana Budget x GmderWMule r � April 30, 2013 -51- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN CITY MANAGER'S OFFICE (Continued) The Department's Operating Budget decreased 0.7%for FY2013-14: City Manager's Office Operating Budget Program Unit FY 12-13 FY 12- FY 13-14 FY 13-14 Change FY 13 Amended 13 FTE Proposed FTE Amended to FY 14 Proposed CiSY Manager's $1,804,949 12.0 $1,904,707 12.0 $99,758 3.5% Office Organization • Development $306,602 2.0 $295,661 2.0 ($10,941) (3.6%) Office Office of Volunteer $205,238 2.5 $206,265 23 $1,027 05% Resources Media& Communications $337,418 3.0 $230,196 2.0 ($107,222) (31.8%) Group Total 0,654,207 19.5 $2,636,829 18.5 ($17,378) (0.7%) 91.9%of expenditures are for Personnel: City Manager's Office FY 2013-14 Budget $213,826 8.1% Personnel •Operations Total Budget:$2,636,829 April 30, 2013 -52- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN CITY MANAGER'S OFFICE (Continued) City Manager's Office FTE Trend 35 32 31IFIiiFhiII5185 2 - P. sed FY 07-08 FY 08-09 FY 09-10 FY 10-11 FY 11-12 FY 12-13 FY 13-14 Below are the Department's Significant Issues: City Manager's Office Significant Issues ➢ Slow economic recovery further impacted by sequestration. ➢ BRAC in 2015 and reduced military expenditures. > Increased pressure on State and Federal governments to reduce funding to localities. • Rising cost of health care, retirement, life insurance coverage and energy. > Increased requests for Organization Development Office (ODO) assistance from departments for larger projects and to manage the impact of change. > 33% reduction in Media and Communications Group (MCG)staff. April 30, 2013 -53- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN CITY MANAGER'S OFFICE (Continued) Below are the Department's Trends and Highlights: City Manager's Office FY 2013-14 Trends&Highlights ➢ Number of media inquiries managed by Media and Communications Group (MCG) increased 60% in the past year — from approximately 300 to approximately 500. The ability to meet media needs will decline with reduction in staff. D Speeches and remarks written for Mayor and City Council in 2012 up 29%from 2011. ➢ Number of large projects the City is considering (Dome site, light rail, SGA developments, arena proposal, etc.) has increased, resulting in more complex issues attracting greater media interest and increasing impact on staff resources. ➢ Need for citizen outreach and town hall meetings has increased while ODO and MCG staff has been reduced. City Manager's Office FY 2013-14 Trends&Highlights(coned) D Due to the FY13 reduction in staff,the Organization Development Office reduced formal trainings and events in order to manage department requests. D Office of Volunteer Resources supports volunteers and Volunteer Resource Managers with more than 18,900 individuals expected to volunteer over 1,370,000 hours. This service is valued at over$19,822,000. D "Neighbors Helping Neighbors" program furthers the growth of volunteerism through collaboration and use of technology. D 2,812 legislative items of interest to the City coordinated. D Initiated the Urban Crescent Transportation Coalition which led to HB 2313 being passed. D Received appropriation for nourishment of resort area beach. D Received$7.5 million for BRAC compliance program. D Vast majority of City Council's Legislative Agenda items successfully addressed. D Responses to over 4,375 citizen concerns and requests for information. April 30, 2013 -54- CITY COUNCIL'S BRIEFING FY 2013-14 RESOURCE MANAGEMENT PLAN CITY MANAGER'S OFFICE (Continued) Below are the Department's Critical Services NOT funded: Critical Services NOT Funded ➢ Reduction of one full-time Media &Communications Administrator • Elimination of this position will affect the City's ability to address media inquiries, reduce communications capacity during activation of the Emergency Operations Center and increase the workload of the remaining two staff in the Media&Communications Group. Questions? Mayor Sessoms thanked Mr. Spore and the entire Team for their work. April 30, 2013 -55- ADJOURNMENT Mayor William D. Sessoms, Jr., DECLARED the City Council Meeting ADJOURNED at 5:35 P.M. (jil --4(166 Ell 6 Amanda Finley-Barnes, CMC Chief Deputy City Clerk dir ' th Hodges Fraser, MMC City Clerk April 30, 2013