Planning and Community Development Department

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2 Planning and Community Development Department Budget Workshop April 10, 2018 Jolilda Saunders

3 Planning and Community Development Operating Budget Program Unit FY Amended Director s Office Planning Services FY FTE FY Proposed FY FTE Change FY 178Amended to FY 19 Proposed $1,743, $1,673, (69,356) (4.0%) Planning Administration ( Current Planning) Zoning Administration 1,310, ,355, , % 1,216, ,243, , % DSC 2,387, ,353, (33,964) (1.4%) Bldg. Permits and Inspections 4,004, ,187, , % Strategic Growth Areas 949, , , % Transportation Planning 237, ,589 2 (24,734) (10.4%) Mass Transit 6,517, ,234,227 0 (283,318) (4.4%) FY19 Boards/Commissions 43, (42,322) Funded within associated unit 002 General Fund Total $18,410, $18,221, ($189,261) (1.2%) 152 TIP Mass Transit $1,200,862 0 $1,200,548 0 ($314) (0.1%) 253 Parking Enterprise $5,001,954 0 $5,089,989 0 $88, % Total Department Expenditure $24,613, $24,511, ($101,540) (0.4) 2

4 Planning and Community Development (PCD) Organizational Chart Department Director Barry Frankenfield Total Filled FTE 128 Total Vacant FTE 7 New FTE 4 Director s Office and Management Support Services Divisions 13 FTEs 1 Vacant FTE 1 New FTE Planning Administration 11 FTEs 2 Vacant FTEs Zoning Administration 14 FTEs 0 Vacant Strategic Growth Areas/Long Range Comprehensive Planning/Transportat ion/public Transit/Parking Management 15 FTEs Permits and Inspections 51 FTEs 1 Vacant FTEs 2 New FTEs Development Services Center 23 FTEs 2 Vacant FTEs 1Vacant 1 New FTE 3

5 PCD Trends and Issues Continued customer service focus: Significantly reduced review times, progress towards goal of timely and high quality review. Office renovations creating a pleasant customer experience with increased collaboration space We get to YES from motto to mantra Development Liaison Office ensures single point of contact for atypical or complicated projects Fee assessment and collection simplified There has been a modest increase (>3%) in each of the largest performance metrics permits, inspections and site plans. Fire permits and counter reviews have increased more than 15% Comprehensive Plan Amendments Update and implementation of the Interfacility Traffic Area Master Plan Burton Station (Northampton Boulevard Corridor) Historic Kempsville Gateway - creating greater neighborhood identity and sense of place Short Term Rental regulations pending significant resource demand will result from registration/approval processes and enforcement requirements Navy SEAL Monument commemorates beginning of the SEALs which was in Virginia Beach in The Strategic Growth Office staff worked with design team and multiple departments to accomplish life size bronze statue of a WWII Navy combat swimmer Oceanfront Resort District Form-Based Code Amendments continue to improve oceanfront Electronic Plan Submittal and Review Online reducing paper required in DSC and P&I PCD partners with City Clerk, Communications and I.T. to improve agenda process and provide civic streaming Sandbridge General Permit to provide quick, less expensive method to manage migrating sand 4

6 PCD Major Budget Changes $160,000 - fee modifications produce increased revenues Four (4) additional FTEs: Planning Technician, Plans Examiner, Fire Code Inspector, Parking Administrative Assistant ($267,000) Reduced Mass Transit Operations Cost ($300,000) 5

7 Public Utilities Public Utilities City Council Presentation April 10, 2018 Robert S. Montague, Jr. Director

8 No Rate Increases for FY 2019 Average monthly single-family residential bill at 6,000 gallons: Fiscal Year Water Supply Wastewater Collection Total Water + Sewer 2012 $30.87 $22.12 $ $30.87 $24.86 $ $30.87 $27.76 $ $30.87 $30.81 $ $30.87 $30.81 $ $30.87 $30.81 $ $30.87 $30.81 $ $30.87 $30.81 $

9 Public Utilities Operating Budget Program Unit FY Amended FY FTE FY Proposed FY FTE Change from FY 18 Amended to FY 19 Proposed Director s Office $449,469 3 $506,975 4 $57, % Engineering Division 10,651, ,898, , % Lake Gaston Facilities 3,278, ,327, , % Water Services Contract 25,789, ,730, , % Operations Division 33,906, ,691, (215,377) -0.6% Business Division 9,811, ,666, (144,538) -1.5% Debt Service 21,794, ,796, , % Retiree Health Care & Reserves 1,745, ,135, , % Transfers to Other Funds 18,499, ,761, ,262, % Total $125,926, $131,514, $5,588, % 3

10 Millions Millions Revenue and Expenditures FY 2019 Water & Sewer Expenditures $140 TOTAL $131,514,923 FY 2019 Water & Sewer Revenues $140 TOTAL $131,514,923 $120 $120 $100 $80 17% $21.8 M $100 $80 41% $54.3 M $60 20% $26.7 M $60 $40 $40 51% $66.9 M $20 24% $31.7 M $20 $- Personnel Internal Services Supplies and Other Charges Debt Service Transfers Contractual Services Water Services Contract Capital Outlay Pay-As-You-Go Reserves $- Sewer Charges Transfers for Billing Support Federal Interest Reimbursement Water Charges Water and Sewer Line Connections Miscellaneous Revenue 4

11 FY 2019 Highlights All current services are maintained and funded within current rates and existing revenues Focus on increased efficiency and effectiveness Reorganization of Operations Division Outsource full meter reading function at significant savings New division to centralize departmental technical services Expansion of mobile dispatching to Operations Division 5

12 Questions? 6

13 Department of Public Works Budget Workshop April 10, 2018 Mark A. Johnson, P.E. Interim Director of Public Works 1

14 Presentation Overview Operating Budget General Fund Fleet Management Internal Service Fund Storm Water Utility Fund Waste Management Enterprise Fund Buildings & Assets CIP-briefed on February 27, 2018 Roadways CIP-briefed on March 6, 2018 Coastal CIP-briefed on March 7, 2018 Storm Water CIP-briefed on March 13,

15 Public Works Trends & Issues Aging infrastructure requirements Increasing maintenance for new city facilities and utilization of space in existing facilities Establishing resilient beaches Integrating smart city technology for transportation system Needed transportation funding (state/federal) Sustainable Waste Management Enterprise Fund Execute the Stormwater Management Program (including Sea Level Rise and Recurrent Flooding) 3

16 Public Works Operating Budget Fund FY Amended FY FTE FY18-19 Proposed FY FTE Change FY 18 Amended to FY 19 Proposed General Fund $68,442, $70,654, $2,212, % Waste Management Fund Storm Water Utility Fund City Garage ISF Fund $40,511, $36,657, $-3,853, % $41,951, $44,692, $2,740, % $13,641, $13,890, $249, % Fuel $5,638,349 0 $5,681,880 0 $43, % Capital Project Fund $379,525 3 $0 0 $-379,525, -100% Other Funds $6,825, $7,008, $182, % Total $177,389, $178,585, $1,195, % 4

17 Public Works Other Funds Fund FY Amended Parks & Recreation Fund Tourism Investment Program Fund Sandbridge Special Service District Grants Consolidated Fund FY FTE FY18-19 Proposed FY FTE Change FY 18 Amended to FY 19 Proposed $3,100,000 4 $3,235,299 4 $135, % $2,732, $2,908, $175, % $972,695 3 $844,490 3 $-128, % $20,000 0 $20,000 0 $0 0% Total $6,825, $7,008, $182, % 5

18 FY19 Public Works Operating Budget Fleet Management $13,890,584 8% Fuel $5,681,880 3% Other Funds $7,008,053 4% General Fund $70,654,252 40% Storm Water Fund $44,692,515 25% Waste Management Fund $36,657,766 20% 6

19 General Fund 7

20 General Fund Operating Budget Expenses by Category Operating $36,283, % Capital $343, % Personnel $34,027, % 8

21 General Fund Major Budget Changes General Fund Budget Issue Amount Explanation Facilities Management Office- Maintenance Staff Construction Inspectors for Engineering and Operations Environmental Management Office $357,828 Since 2001, the City has replaced 10 buildings with new buildings and added 42 additional buildings, without increasing the Building Maintenance workforce. This FY19 funding request is for 1 Electrician II, 1 HVAC Mechanical Engineer I, 1 Plumber II and 1 Construction Inspector II $555,110 Five additional Construction Inspectors 3-Construction Inspectors for Engineering and 2-Construction Inspectors for the Operations Division. Construction Inspectors provide oversight to the City s transportation, stormwater, coastal and building CIP projects $708,675 3 FTEs: 1 Engineer IV, 1 Engineer/Scientist III and 1 Engineer/Scientist I. The three new positions will support several compliance areas that are separate but related to the Stormwater permit compliance activities. These activities include contract management for the city s hazardous waste generators to include routine disposal and both emergency and non-emergency spill cleanup activities. 9

22 TIP Major Budget Changes TIP Fund Resort Area Recycling $50,000 Additional funding for the resort area recycling program. Resort area recycling services include recycling containers and daily service during the summer season along Atlantic Avenue Beach Operations-Trash collection services $283,919 Adding additional trash collection and clean up for Pacific Avenue. The funding request is for 1 Motor Equipment Operator, 9 Contractual staff positions and 40 trash cans/liners. 10

23 Fleet Management and Fuel Internal Services Funds 11

24 Fleet and Fuel Operating Budget Reserves $124, % Capital Equipment & Reserves $300,750 1% Fuel $5,681,880 29% Operating $7,171,187 37% Personnel $6,294,419 32% 12

25 Fleet Major Budget Changes Budget Issue Amount Explanation Mechanic Supervisor $74,787 The funding is for a Mechanic Supervisor for the generator mechanics, the Marine Shop and the Small Engine Shop. This position will supervise and manage 5 Mechanics. 13

26 Fuel Consumption 350,000 Unleaded and Diesel Gallon Consumption July December , , , , ,000 Unleaded Diesel 50,000-1st Qtr FY15 2nd Qtr FY15 3rd Qtr FY15 4th Qtr 1st Qtr FY15 FY16 2nd Qtr FY16 3rd Qtr FY16 4th Qtr 1st Qtr FY16 FY17 2nd Qtr FY 17 3rd Qtr FY17 4th Qtr 1st Qtr FY17 FY18 2nd Qtr FY18 Total Gallons Consumed for FY17-2,371,790 14

27 Fuel Costs Unleaded and Diesel Average Monthly Fuel Cost July November Unleaded Diesel

28 Millions Fleet Asset Replacement Projected Backlog at $5.3M Projected Budget Projected Backlog FY 13 FY 14 FY 15 FY 16 FY 17 FY 18 FY 19 FY 20 FY 21 FY 22 FY 23 FY 24 FY 25 FY 26 FY 27 FY 28 16

29 Stormwater Utility Fund 17

30 Stormwater Fund Capital Equipment $1,779,878 4% Debt Service $3,955,648 9% Transfer to Other Funds $11,309,761 25% Reserves for Contingencies $710,752 2% Operating $10,697,120 24% Personnel $16,239,356 36% 18

31 Stormwater Rate Storm Water Fee FY18 FY19 FY20 FY21 FY22 Daily Rate Yearly Impact $ $ $ $ $

32 Stormwater Major Budget Changes Budget Issue Amount Explanation Stormwater Environmental Maintenance Crew Stormwater Data Management Position $725,832 2 FTEs: Maintenance Supervisor and Motor Equipment Operator III. The funding will create an Environmental Maintenance Crew. This crew will be responsible for performing the routine maintenance activities needed by each SWMF. The SWMF includes wet retention ponds, dry detention ponds, infiltrations trenches, bio-infiltration systems and specialized proprietary SWMF. $94,967 1 FTE: Engineer I for the technical level of data management and analysis to meet the requirements of the MS4 permit. Stormwater Flooding Projects $100,545 1 FTEs: Construction Inspector III. This position will work to ensure that the construction of the flood control projects in neighborhoods is performed per the plans and specifications. Stormwater Engineering Center $335,680 2 FTEs: Engineer III. The Center of Excellence will focus on the Stormwater Strategic Planning and special services such as engineering support to the DSC. Surface Water Regulatory Compliance $483,667 3 FTEs: -Engineer III. Primary responsible for program administration and reporting, inspections & monitoring, public outreach and education and infrastructure data management. 20

33 Waste Management Enterprise Fund 21

34 Waste Management Enterprise Fund Capital $1,916,864 5% Reserves & Transfers $3,166,733 9% Personnel $9,851,826 27% SPSA Tipping Fee $9,360,000 25% Operating $12,362,343 34% 22

35 FY19 Waste Management Program Proposed Fee of $24.00 Collections 95 gal trash cart collection weekly Curbside yard debris collection weekly 95 gallon recycle cart collection every other week Bulk item pick up upon requests Yard debris container rental fee required Dedicated customer service staff Recycling Recycle Drop Off Sites (4) Recycle Education and citizen outreach Reduced Equipment Replacement VB Landfill and Recovery Center Household Hazardous Waste disposal Yard debris drop off/mulch processing 23

36 Proposed Fee Increase $1 =$1.476 million in revenue Covers current services (Landfill) that in FY18 were covered by General Fund support Partially funds equipment replacement in FY19 Eliminates General Fund support However, $1 increase is not a long term solution 24

37 Fee Comparison with Other Municipalities $35 $30.16 $30.25 $30.55 $30 $28.01 $26.43 $25.00 $25 $23.79 $24.00 $20 $19.50 $15 $10 Suffolk Richmond Virginia Beach Harrisonburg Hampton Norfolk Portsmouth Alexandria Newport News 25

38 Summary of Public Works Significant Future Issues Sea Level Rise/Recurrent Flooding/Stormwater Management Increasing Stormwater regulatory requirements Coastal Resiliency with beach nourishment Continued decreasing state/federal transportation funding Sustainability of the Waste Management Fund Aging infrastructure and maintenance of existing buildings 26

39 Discussion 27

40 Information Technology Budget Workshop April 10, 2018 Pedro Wallace

41 Council Budget Briefing IT s Budget Is Focused on the Organization s Business Solutions IT is raising the bar to provide high quality business solutions for our partner agencies Continue to build IT strategic business partnerships TS Promote a culture of innovation and collaboration throughout the city 2% 11% Identify and pursue high impact digital innovation opportunities Leverage emerging technologies to meet growing business CGIS demand 7% Strategically aligning technology investments with the current and future needs of our business partners Continue to promote a cloud first investment strategy Enable an increasingly mobile workforce to access high-quality SS digital government information and provide services anywhere, anytime, on any device 32% ATA Accountability Transparency Agility BC 4% DIM 4% AS 36% 2

42 General Fund IT Operating Budget Program Unit FY Amended FY FTE FY Proposed FY FTE FY18 Amend to FY19 Proposed Mail Services $227,005 4 $179,524 3 ($47,481) % Business Center $1,014, $1,072, $57, % Applications Support $8,882, $9,413, $531, % Data & Info. Mgmt. $1,108,796 9 $1,236,270 9 $127, % Systems Support / I&O $8,079, $8,348, $268, % Center for GIS $2,133, $1,771, ($362,847) % Information Security $605,579 4 $603,961 4 ($1,618) -0.27% Technology Services $3,110, $3,313, $203, % Strategy & Architecture $731,662 6 $721,006 6 ($10,656) Gen. Fund Subtotal $25,893, $26,660, $766, % Internal Service Fund (Internal Customers) Telecom ISF $2,980, $3,275, $295, % Telecom ISF Reserve $246,208 0 $24,514 0 ($221,694) % Subscriptions ISF $3,498,797 0 $3,272,745 0 ($226,052) -6.46% Subscription ISF Reserve $242,501 0 $276,964 0 $34, % ISF Subtotal $6,967, $6,850, ($152,278) -1.69% Grand Total $32,861, $33,510, $614, % 3

43 IT Budget Fiscal Year 19 $6,850,076 20% $26,660,102 80% Budget by Fund General Fund Internal Service Funds Capital $264, % Reserves $301, % Budget by Expense Category Operating $13,093, % Personnel $19,850, % Personnel Operating Capital Reserves 4

44 Capital Improvement Program (CIP) FY 2019-FY 2024 Total City CIP Funding FY 2019 to FY 2024 Parks & Recreation 3.2% Buildings 11% Utilities 30.2% Schools 15.8% Of 18 original requests, 8 new / expanded CIT CIP Projects with a total of $5.1M of funding programmed in FY19. Roadways 17.3% Econ & Tourism 12.2% Coastal 4.8% Total FY19 programmed funds includes 15 projects for $14.5M 5

45 Council Budget Briefing Successes/Next Generation Network Fiber Ring A high speed optical network providing 1 Gigabyte (Gb) internet speed to about 60 City remote sites by expanding the fiber to connect off-campus locations Implementing network redundancy between six facilities (super-sites) offering 10-Gb bandwidth 2% CGIS 7% TS 11% BC 4% AS 36% 59 of the remote sites have been successfully connected to the NGN network. One more site to be connected by mid 2018 (HRC building on Witchduck Road) after the construction is complete for the new building SS 32% DIM 4% 6

46 Smart City Core Focuses Open Data Connection to RCR Makes Smart City Transformation a Possibility for Any City Infrastructure Evolves into a High Speed Next Generation Network Objectives Provide a Higher Quality of Life for Citizens Smart City Objectives Possible Smart City Technologies: Connecti on to RCR Public Safety Traffic Control Autonomous Vehicles Connected Region Open Data Flood Control Water Treatment

47 Council Budget Briefing Successes/Data Science & Business Analytics Putting Data to Work The Data Science Program has successfully provided training, custom reporting and visualization development within the Business Intelligence platform. BC TS The platform has hundreds of users across many City departments and 4% actively developed data analytics projects to support neighborhood revitalization, 2% 11% DHS/Social Services, the Fire Department, IT Governance, and Libraries among others. CGIS As a result of this success, IT has submitted a proposal AS 7% to fund the enterprise Business Intelligence tool, Microsoft Power BI. This funding model will provide enterprise-wide access for published content and analytics as well as funding for power users to develop 36% and enhance content and analytics. SS 32% DIM 4% 8

48 Council Budget Briefing Successes/Sea Level Rise StormSense (Flood Sensors) The sensors are installed in 10 locations on bridges across the city in strategic flooding locations. BC TS The data from the pilot project will be gathered and analyzed by scientists 4% at the Virginia Institute of Marine Science (VIMS) to calibrate the regional storm surge predictive model. 2% 11% CGIS 7% AS 36% SS 32% DIM 4% 9

49 Council Budget Briefing Successes/Public Safety Integrated Public Safety Computer Aided Dispatch (CAD) was implemented in February 2018 BC Fire Records Management is next in the pipeline with Police Records Management, e-ticketing, TS and Advanced Analytics to follow 2% 11% 4% CGIS 7% AS 36% SS 32% DIM 4% 10

50 Council Budget Briefing Future/Public Safety Looking Ahead: Public Safety Fire Records Management NFIRS - Targeted for 2 nd Quarter 2018 BC TS Hydrants & Training, Investigations Targeted for 3 rd Quarter 4% % Inventory, Permits, Preplans and Inspections Targeted for 4 th Quarter 2018 Police Records Management Currently Targeted CGIS 3 rd Quarter 2019 eticketing Targeted to implement after Police Records Management 2% The eticketing solution leverages the City s existing SS investments to auto-populate information into the E-Summons module 7% eticketing solution integrates with the new Public Safety System 32% AS 36% The eticketing solution implementation also provides enhanced crash reporting and workflow capabilities DIM 4% 11

51 Council Budget Briefing Successes/Enterprise Resource Planning Financials and Human Resources Project Initiated GFOA Consultants Implementation to begin with Financials: General Ledger, Invoices and Payments, Vendor BC Portal, Purchasing, Sourcing, Contracting, Assets, Budget, Forecasting, Cash TS Management/Grants, Financial Projects and Reporting, E-Procurement, 4% Mobility/Self-Service Supports $1.2 Billion in financial transactions annually 2% 11% 7,200 employees for payroll/benefits Program goal to implement a state of the art system with integration to other city systems CGIS Phased as two projects AS 7% Financials ( ) Human Capital Management ( ) 36% SS 32% DIM 4% 12

52 Council Budget Briefing Future/Enterprise Resource Planning Looking Ahead: Financials and Human Resources Program goal to implement a state of the art Enterprise System that is integrated with other city systems Phased as two projects 2% Financials ( ) Human Capital Management ( ) CGIS 7% TS 11% BC 4% AS 36% SS 32% DIM 4% 13

53 Council Budget Briefing IT s Budget is focused on the Organization s Business Solutions Improve Access to City Data Expand Business Intelligence Capabilities 2% Improve Mobile Access to City Systems Improve Online Business Capabilities CGIS Automate Processes/Improve Efficiency 7% TS 11% BC 4% AS 36% SS 32% DIM 4% 14

54 Questions?