INTERDEPARTMENTAL SERVICES

INTERDEPARTMENTAL SERVICES Office of the City Engineer... 160 Mail and Printing Services... 163 Property and Facilities Management (PFM)... 164 Information Systems... 169 Interdepartmental Services Non-Departmental... 172 Interdepartmental Services Capital Projects... 173 159

OFFICE OF THE CITY ENGINEER MISSION STATEMENT The mission of the Municipal Engineering and Real Estate Division is to provide effective and efficient services to complete approved capital improvement projects, to assist in acquisition of property and inspection of privately constructed street and utility projects to ensure compliance with City standards, to provide information to private developers and other City departments in the marketing and disposition of community development, foreclosure, surplus and lease property, and to provide other engineering and survey services required for the efficient and safe operation of the City of Winston-Salem. PROGRAM DESCRIPTIONS Municipal Engineering Division: Provides all field-related engineering services, including the administration of contractor-performed projects and quality control inspections. Provides contract administration services and engineering/utility information to the public and developers. Provides subdivision review services and driveway permits. Performs design engineering for City/County, State, and federally funded infrastructure projects in Winston-Salem and Forsyth County. Provides leadership, planning, and fiscal stewardship with contractors, the public, and other City departments. Real Estate Division: Acquires and disposes of real property for City departments. Provides management and disposition of foreclosed properties. Administers the City s Lease Management Program. Actual Budget Adopted Percent EXPENDITURES BY PROGRAM FY 13-14 FY 14-15 FY 15-16 Change Municipal Engineering $3,052,024 $3,189,100 $3,248,210 1.9% Real Estate 440,332 453,280 375,950-17.1% Subtotal $3,492,355 $3,642,380 $3,624,160-0.5% Interdepartmental Charges -$9,483 -$10,000 -$10,000 0% Total Expenditures by Program $3,482,872 $3,632,380 $3,614,160-0.5% PERFORMANCE MEASURES AND SERVICE TRENDS Effectiveness Maintain engineering costs below 20% of construction costs for major projects Actual FY 13-14 Estimated FY 14-15 FY 15-16 17.75% 20% 20% Review 90% of driveway permits within 15 working days 100% 100% 100% Review 100% of subdivision plans within 20 working days 100% 100% 100% Process 90% of payments within five working days of receipt 100% 100% 100% Acquire 90% of project within 30 days of estimated due date 100% 100% 100% Acquire 90% of properties at initial tax or appraised value based on authority granted by the Mayor and City Council or City/County Utility Commission, except in cases involving condemnation 100% 100% 100% 160

OFFICE OF THE CITY ENGINEER PERFORMANCE MEASURES AND SERVICE TRENDS Continued Actual FY 13-14 Estimated FY 14-15 FY 15-16 Workload North Carolina Department of Environment and Natural Resources water and sewer permits issued 74 50 50 Linear feet of water designs completed* 29,577 3,000 2,200 Linear feet of sewer designs completed 4,925 2,900 600 Subdivision street miles inspected 5.23 2 2 Properties acquired for road/sidewalk construction 17 33 25 Properties acquired for water and sewer 63 138 125 Properties acquired for public facilities 1 7 1 Properties acquired for greenways 0 0 0 City Leases maintained 120 60 53 * The increased number of linear feet of water designs completed in FY 2013-2014 were a result of an extension of a water line to service a large subdivision in Lewisville, work related to relocation of water lines in conflict with North Carolina Department of Transportation (NCDOT) projects such as the Northern Beltway, and a large number of 2 water main replacement projects. Actual Budget Adopted Percent EXPENDITURES BY TYPE FY 13-14 FY 14-15 FY 15-16 Change Personnel $2,745,630 $2,856,840 $2,948,530 3.2% Supplies and Services 741,056 779,870 644,360-17.4% Capital Outlay 0 0 25,600 N/A Equipment Leasing Expense 5,669 5,670 5,670 0% Interdepartmental Charges -9,483-10,000-10,000 0% Total Expenditures by Type $3,482,872 $3,632,380 $3,614,160-0.5% RESOURCES BY TYPE Interfund Revenues 1,452,281 1,560,000 1,600,000 2.6% Service Charges 72,951 15,000 15,000 0% Rental Revenue 2,400 2,400 2,400 0% Sale of Property 206,633 10,000 10,000 0% Rebate from Risk Acceptance Management Corp. 83,100 83,100 0-100.0% Miscellaneous Revenue 568 0 0 N/A Other General Fund Revenues 1,664,939 1,961,880 1,986,760 1.3% Total Resources by Type 3,482,872 3,632,380 $3,614,160-0.5% Positions Change Full-Time 41 41 41 0 161

OFFICE OF THE CITY ENGINEER BUDGET HIGHLIGHTS - The adopted budget includes $25,600 for the purchase of four data collectors for survey tool stations. Used by survey crews, the current data collectors have exceeded their useful life and are no longer supported by the vendor. The new collectors will reduce equipment failures, which can cause surveys to be redone. - The Real Estate Division budget is decreased by $77,330 (-17.1%). This is primarily due to the sale of the Bryce A. Stuart Building to the City of Winston-Salem and resulting reduction of rent the division pays for their share of the building. There is a similar revenue decrease in the Real Estate Division for the rebate received from the Risk Acceptance Management Corporation (RAMCO). This rebate will no longer be received beginning in FY 2015-2016. 162

MAIL AND PRINTING SERVICES PROGRAM DESCRIPTION The City has contracted with a private company to provide the following services: Receive, process, and deliver all incoming City mail as well as pick up, process, and dispatch all outgoing mail. Provide printing and copying services to all City departments. Supply and maintain all copy machines located in City departments. Provide and maintain multi-function devices that provide copying, printing, faxing, and scanning capabilities. PERFORMANCE MEASURES AND SERVICE TRENDS Actual FY 13-14 Estimated FY 14-15 FY 15-16 Effectiveness Achieve 90% rate of print jobs completed accurately 97% 97% 98% Complete 99% of print jobs within requested time frame 98% 98% 99% Achieve a customer satisfaction rating of Satisfied or More than 98% 97% 98% Satisfied from 95% of customers Workload Number of mail pieces metered 227,823 206,011 211,917 Number of black and white impressions 1,010,417 1,026,192 1,038,305 Number of color impressions 554,111 629,628 705,183 Actual Budget Adopted Percent EXPENDITURES BY TYPE FY 13-14 FY 14-15 FY 15-16 Change Management Contract $553,698 $627,440 $627,440 0% Other Supplies and Services 52,218 54,140 41,880-22.6% Total Expenditures by Type $605,916 $681,580 $669,320-1.8% RESOURCES BY TYPE Sales and Services $1,176 $0 $0 N/A Other General Fund Revenues 604,740 681,580 669,320-1.8% Total Resources by Type $605,916 $681,580 $669,320-1.8% 163

PROPERTY AND FACILITIES MANAGEMENT MISSION STATEMENT The mission of the Property and Facilities Management Department is to provide leadership, direction and assistance in efficiently and effectively maintaining facilities, rolling stock, supplies inventories, and vegetative assets in order to provide an aesthetically pleasant, healthy, and safe environment for the employees and citizens of Winston-Salem while promoting sustainable asset management practices. PROGRAM DESCRIPTIONS Fleet Services: Provides maintenance for more than 1,750 pieces of rolling stock and other equipment and helps with acquisition and disposal of said equipment for City departments. Fleet Services work units include the service station, heavy equipment repair, light equipment repair, auto parts, tire shop, and leased vehicles. Facilities Management: Provides facility management and maintenance services to 368 buildings (over 3.25 million square feet of floor space). Provides for custodial services at City-owned buildings. Administers facility renewal and energy management programs. Central Warehouse: Provides City departments with supplies and operating equipment through consolidated purchasing and centralized storage. Collects, stores, and disposes of all surplus properties except real estate and motor vehicles. Sustainability: Provides supervision and direction of the City s strategic energy and sustainable initiatives. Provides staff support to the Community Sustainability Program Committee. Vegetation Management: Manages vegetation growing in right-of-ways, parks, athletic fields, landfills, and other City-owned, landscaped areas. Vegetation Management work units include administration, grounds maintenance, landscape maintenance, urban forestry, and Keep Winston-Salem Beautiful. Cemeteries: Provides maintenance, interment preparation, marker and monument installation, and other cemetery related services at two City-owned cemeteries, Woodland Cemetery and New Evergreen Cemetery. Actual Budget Adopted Percent EXPENDITURES BY PROGRAM FY 13-14 FY 14-15 FY 15-16 Change Fleet Services $9,542,445 $10,344,800 $9,854,160-4.7% Facilities Management 5,548,276 5,887,530 7,802,050 32.5% Central Warehouse 285,643 332,650 350,790 5.5% Sustainability 146,742 201,360 216,520 7.5% Vegetation Management 4,014,496 4,630,880 4,718,210 1.9% Cemeteries 646,116 579,540 637,610 10.0% Subtotal $20,183,718 $21,976,760 $23,579,340 7.3% Interdepartmental Charges -$3,843,069 -$3,881,920 -$5,673,300 46.1% Total Expenditures by Program $16,340,648 $18,094,840 $17,906,040-1.0% 164

PROPERTY AND FACILITIES MANAGEMENT PERFORMANCE MEASURES AND SERVICE TRENDS Actual FY 13-14 Estimated FY 14-15 FY 15-16 Effectiveness Complete 90% of Fleet Services repairs within 72 hours 78% 79% 80% Complete 100% of premise maintenance and building repair work orders within 30 days 95% 98% 100% Complete 95% of mowing cycles on time during mowing season 96% 97% 95% Remove 90% of hazardous trees within three weeks of identification 100% 100% 95% Maintain a Cemeteries revenue collection rate of 98% or better 99% 99% 99% Efficiency Bill 80% of Fleet technician time 77% 78% 79% Number of square feet receiving custodial services per FTE 22,314 22,910 23,092 position 1 Workload Number of Fleet work orders completed 9,376 9,400 9,425 Total number of building repair and premise maintenance work 9,293 10,000 10,200 orders completed Number of Central Warehouse requisitions filled 8,408 8,600 8,800 Number of hazardous trees removed 500 450 500 Cubic yards of mulch applied 4,500 4,000 5,000 Number of annuals planted 36,000 35,000 35,000 Number of Cemeteries interments 268 253 225 Number of graves sold per year at Woodland Cemetery 2 26 22 35 Number of graves sold per year at New Evergreen Cemetery 2 286 276 235 1 Reference ICMA Performance Measures and Benchmarks in Local Government Facilities Maintenance (Benchmark: 14,000 SF/FTE) 2-Number of graves sold does not include oversize, infant, or cremation FY 13-14 N.C. BENCHMARKING PROJECT RESULTS FLEET SERVICES $1,750 $1,500 $1,250 $1,000 $1,516 Fleet Maintenance Cost per Vehicle Equivalent Unit (VEU)1 $1,268 $1,260 Average, $1,244 $931 $750 $500 $250 $0 Charlotte Greensboro High Point Winston-Salem 1 Vehicle Equivalent Unit (VEU) is a weighted measure of the maintenance effort associated with different classes of vehicles. A normal-use car is equal to one VEU. Source: N.C. Local Government Performance Measurement Project, Final Report on City Services for the Fiscal Year 2013-2014, February 2015. 165

PROPERTY AND FACILITIES MANAGEMENT Actual Budget Adopted Percent EXPENDITURES BY TYPE FY 13-14 FY 14-15 FY 15-16 Change Personnel $7,082,207 $7,847,100 $8,107,380 3.3% Supplies and Services 12,327,050 13,216,700 13,234,640 0.1% Capital Outlay 0 13,000 43,800 236.9% Equipment Leasing Expense 540,597 681,360 714,320 4.8% Transfer to Leasing Fund 120,000 120,000 120,000 0% Transfer to Debt Service Fund 0 0 1,251,400 N/A Contribution to Cemetery Perpetual Care Fund 113,864 98,600 107,800 9.3% Interdepartmental Charges -3,843,069-3,881,920-5,673,300 46.1% Total Expenditures by Type $16,340,648 $18,094,840 $17,906,040-1.0% RESOURCES BY TYPE Charges for Services/Sales Fleet Services $9,207,448 $10,344,800 $9,854,160-4.7% Facilities Management 663,466 1,081,930 1,153,620 6.6% Central Warehouse 271,536 332,650 350,790 5.5% Vegetation Management 37,000 40,000 40,000 0% Cemeteries 469,030 426,020 395,020-7.3% Reimbursements and Other Revenue 108,154 102,320 0-100.0% Sale of Equipment 6,830 0 0 N/A Rental Revenue 243,151 242,710 242,710 0% North Carolina Department of Transportation 80,492 80,000 80,000 0% Contribution from Cemetery Perpetual Care Fund 129,509 135,730 158,660 16.9% Transfer from General Fund 412,399 0 0 N/A Other General Fund Revenues 4,734,388 5,308,680 5,631,080 6.1% Total Resources by Type $16,363,404 $18,094,840 $17,906,040-1.0% Positions Change Full-Time 153 154 156 +2 Part-Time (FTE s) 39.8 40.6 40.6 0 BUDGET HIGHLIGHTS Fleet Services - The adopted FY 2015-2016 Fleet Services Division budget is decreased $490,640, or 4.7%, primarily due to decreased projected fuel costs based on estimated price per gallon costs of $2.38 per gallon for unleaded fuel and $2.73 per gallon for diesel fuel. 166

PROPERTY AND FACILITIES MANAGEMENT BUDGET HIGHLIGHTS - Continued - The adopted budget includes the addition of one associate fleet technician and one senior fleet technician to assist with preventative maintenance and general repairs of heavy equipment ($75,180). As part of its FY 2014-2015 work plan, the Citizens Budget Advisory Council (CBAC) reviewed North Carolina Benchmarking Project (NCBP) performance measurement data for Fleet Maintenance. Data from the FY 2014-2015 NCBP report showed that the City had fewer full-time equivalent (FTE) fleet technician positions than similarly-sized cities (Charlotte, Durham, Greensboro, and High Point). In addition, the NCBP data showed that the City s effectiveness measures (timely work order completion and available rolling stock) had decreased over time. The CBAC found that the City s fleet was on average 20.8% older than the comparison cities. In addition, they found that the volume and cost of outsourced equipment repairs had risen over time. The additional two positions in the adopted budget would reduce the number of outsourced vehicle repairs and allow the Fleet Services Division to continue a robust preventative maintenance system. This would improve turn-around times and potentially reduce departmental fleet maintenance and repairs costs. Facilities Management - Gross expenditures in the Facilities Management Division budget are increased $1,914,520, or 32.5%, primarily due to the City s purchase of the Bryce A. Stuart Municipal Building (+$1,803,460) from the Risk Acceptance Management Corporation (RAMCO) in September 2014. Although gross expenditures show an increase for operating the facility and making debt service payments, budgeted rent payments from departments nearly offset the entire increase. The FY 2015-2016 net budget for this facility is $86,100, which reflects no rental revenue from the space formerly used as a restaurant. Under the City s ownership, departmental rent payments are budgeted to decrease $449,320 from the prior year. Cemeteries - The Cemeteries Division budget is increased $58,070, or 10.0%, primarily due to increases in the wages for temporary employees (+$18,030) and replacement of three zero turn mowers (+$21,300) for cemeteries maintenance. Cemeteries operating revenues are decreased $31,000, or 7.3%, as certain types of grave spaces are projected to sell out in FY 2015-2016. As part of the FY 2014-2015 budget, the Cemeteries Division was moved into the general fund in anticipation of higher operating losses resulting from Sections J and L at New Evergreen Cemetery running out of available space. Going forward, the general fund will cover all operating losses at New Evergreen and Woodland Cemeteries. - The cemeteries operating budget includes a contribution from the cemetery perpetual care fund to cover maintenance expenses associated with those areas of the cemeteries that are occupied. The amount of the contribution is based on 5% of the average of the immediately preceding three year-end balances of the fund. For FY 2015-2016, the contribution from the cemetery perpetual care fund is increased $22,930, or 16.9%, due to increased investment income in the fund in FY 2013-2014 and FY 2014-2015. The following chart provides a projection of the fund balance for the cemetery perpetual care fund. The decrease in perpetual care fund balance beginning in FY 2015-2016 is reflective of the decrease in plot sales at New Evergreen Cemetery. Plot sales and subsequent contributions to the perpetual care fund will continue to decrease as sections of New Evergreen Cemetery fill to capacity. 167

PROPERTY AND FACILITIES MANAGEMENT BUDGET HIGHLIGHTS Continued $4.0 $3.0 Cemetery Perpetual Care Fund Balance $3.31 $3.39 $3.38 $3.35 $3.31 $3.27 $3.23 $3.19 Millions $2.0 $1.0 $0.0 Actual FY 2014 Estimated FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 FY 2020 FY 2021 Total Department - Equipment leasing expenses reflect a net increase of $25,340, or 4.8%, as a result of completion of payments for previously approved equipment and the addition of lease payments in the following divisions: o Facilities Management one crew truck ($6,000) o Vegetation Management two crew trucks ($14,000) and one lift truck ($29,000) o Fleet Services nine fuel pump dispensers ($14,280), 16 pick-up trucks ($74,290), eight compact sedans ($30,600), and one vehicle lift ($2,550) In addition to the lease purchased equipment above, the budget for Property and Facilities Management also includes replacement of six zero-turn mowers (+$43,800) in the Vegetation Management and Cemeteries Divisions. 168

INFORMATION SYSTEMS MISSION STATEMENT The mission of the Information Systems Department is to lead the use of information technology by providing technology infrastructure, planning, guidance, and resource management to assist the City in achieving its business objectives. Delivery of efficient and effective services is deployed through a focus on forward-looking methodology using best practices and performance measurement techniques. PROGRAM DESCRIPTIONS Information Systems Administration: Provides leadership, planning, training, support, and fiscal stewardship of all Information Systems programs. Establishes policies and procedures for managing the City s information technology assets. Telecommunications: Manages and maintains the City s telephone network, including telephones, cellular phones, pagers, and voice mailboxes. Provides telephone management and service, including desktop connections, wireless services, pagers, voice mailboxes, and cable television. Radio System Management: Provides administrative oversight for the 800 MHz radio system, of which Forsyth County pays the full cost and is reimbursed by the City for 50% of the cost. Computer Operations and Technical Services: Develops and maintains the City-wide computing network, servers, e-mail, and storage infrastructure, and the primary and secondary data centers, which are configured for failover and disaster recovery purposes. Application Services: Provides application and data management support. Leads the development of new computer technologies and applications. Office Systems: Orders, installs, and maintains workstations, peripheral equipment, and standard desktop applications. Provides a problem reporting, tracking, and resolution service for users of information technology systems. Identifies and develops new computer technologies and applications. Actual Budget Adopted Percent EXPENDITURES BY PROGRAM FY 13-14 FY 14-15 FY 15-16 Change Information Systems Administration $367,167 $375,280 391,020 4.2% Telecommunications 336,103 398,990 416,430 4.4% Radio System Management 208,721 189,050 192,800 2.0% Computer Operations and Technical Services 3,407,889 4,224,230 4,443,170 5.2% Application Services 2,389,054 2,606,940 2,568,500-1.5% Office Systems 1,772,088 1,957,710 1,900,590-2.9% Total Expenditures by Program $8,481,022 $9,752,200 $9,912,510 1.6% 169

INFORMATION SYSTEMS PERFORMANCE MEASURES AND SERVICE TRENDS Actual FY 13-14 Estimated FY 14-15 FY 15-16 Effectiveness % of staff with industry Best Practices certification 100% 100% 100% Achieve 90% of Excellent survey responses from system users 94.52% 95.75% 96.00% Maintain 99% availability of Core Network systems 99.99% 100% 100% Workload Number of unplanned work changes 41 35 30 Number of competitively bid renewals of major service contracts 4 4 4 Number of supported IP telephones 973 990 1,000 Number of supported mobile telephones 779 770 780 Number of requests for service received by the Customer Support 14,249 8,500 10,000 Center Number of supported workstations 975 1,025 1,050 Number of supported software applications 235 240 245 Actual Budget Adopted Percent EXPENDITURES BY TYPE FY 13-14 FY 14-15 FY 15-16 Change Personnel $4,500,862 $4,662,480 $4,693,960 0.7% Supplies and Services 3,183,641 4,055,950 4,275,380 5.4% Equipment Leasing Expense 796,519 1,033,770 943,170-8.8% Total Expenditures by Type $8,481,022 $9,752,200 $9,912,510 1.6% RESOURCES BY TYPE Service Charges to Other Funds $7,672,067 $8,788,880 $8,912,260 1.4% Interfund Revenue 13,030 14,160 14,160 0% Miscellaneous Revenue -4,731 0 0 N/A Other General Fund Revenues 901,639 949,160 986,090 3.9% Total Resources by Type $8,582,005 $9,752,200 $9,912,510 1.6% Addition to Information Systems Fund Balance $100,983 $0 $0 N/A Positions Change Full-Time 48 48 47-1 BUDGET HIGHLIGHTS - The adopted budget eliminates one full-time Senior Information Systems Analyst position (-$95,320) as a result of the creation of the Map Forsyth/City-County Geographic Information Office (GIO). This position will be added as part of the staffing for Map Forsyth/City-County GIO, which will be administered by Forsyth County. 170

INFORMATION SYSTEMS BUDGET HIGHLIGHTS - Continued - Equipment leasing expenses are decreased by $90,600 for FY 2015-2016, due to the completion of payments in FY 2014-2015 (-$258,960) and the addition of payments for the following: infrastructure needs ($51,000) and new applications and services ($154,280). - New applications and services are funded between equipment leasing and operating expenses. The below table shows the applications and services that will be developed as part of the FY 2015-2016 budget: Project Title Estimated One-Time Costs Estimated Recurring Costs eworks Upgrade $150,000 $0 SIRE Replacement 80,000 0 Upgrade Fuel Monitoring System 65,000 5,000 Web Emergency Operations Center (EOC) 160,000 22,000 Solution Data Security Plan 75,000 5,000 Convert Lab Management Software 50,000 0 Online Information Center for Development 25,000 4,000 Community Total $605,000 $36,000 171

INTERDEPARTMENTAL SERVICES NON-DEPARTMENTAL Listed below are the appropriations related to interdepartmental services that are not included in any of the departmental budgets in this section of the document. EXPENDITURES Actual Budget Adopted Percent General Fund FY 13-14 FY 14-15 FY 15-16 Change Transfer to Cemeteries Fund $47,365 $0 $0 N/A Transfer to Information Systems Capital Fund 0 750,000 386,560-48.5% Transfer to Fleet Services Fund 365,034 0 0 N/A Total Expenditures $412,399 $750,000 $386,560-48.5% RESOURCES Other General Fund Revenues $412,399 $750,000 $386,560-48.5% Total Resources $412,399 $750,000 $386,560-48.5% 172

INTERDEPARTMENTAL SERVICES CAPITAL PROJECTS Listed below are the capital projects for interdepartmental services related funds and entities. Adopted EXPENDITURES FY 15-16 Information Systems Fiber Optic Upgrade $1,250,000 IS Infrastructure 200,000 IS Applications and Services 530,000 Total Expenditures $1,980,000 FUNDING SOURCES Reserves Solid Waste Disposal Fund $7,730 Water and Sewer Fund 61,850 Other North Carolina Municipal Leasing Corporations $1,164,170 Contributions / Sponsorships 359,690 Transfers From General Fund $386,560 Total Funding Sources $1,980,000 173

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