PUBLIC WORKS FY 17 Recommended Public Works Budget $5,277,276 FES Project Management Div, General Fund Portion 4% RSWA Contribution 12% Facilities And Environmental Services* 84% FY16 FY17 FY17 FY18 FY18 $ % EXPENDITURES ACTUAL ADOPTED PROJECTED REQUEST RECOMM REC-ADP REC/ADP Facilities And Environmental Services (FES)* $3,781,692 $4,215,180 $4,260,544 $4,452,357 $4,452,357 $237,177 5.4% FES Project Management Div, General Fund Portion $195,093 $182,855 $182,855 $182,980 $182,980 $125 0.0% RSWA Contribution 367,549 539,072 583,580 641,939 641,939 102,867 19.1% TOTAL, PUBLIC WORKS $4,344,335 $4,937,107 $5,026,979 $5,277,276 $5,277,276 $340,169 24.5% *Excludes FES Project Management Division PUBLIC WORKS PAGE 129
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FACILITIES AND ENVIRONMENTAL SERVICES MISSION To provide exceptional services to support Albemarle County in its effort to advance good government initiatives. Through leadership, innovation, focus, and teamwork, FES is dedicated to being a quality-first organization in support of the taxpayers, the Board of Supervisors Strategic Plan, our internal customers, the environment and our employees. DESCRIPTION The Facilities & Environmental Services (FES) Department was formed in February 2016 by combining the General Services Department and Office of Facilities Development. Combining the two departments allows for greater effectiveness in the delivery of services and also aligns the organization to meet future urbanization needs. The FES department includes four divisions: Administration, Public Works, Project Management, and Environmental Services. FES is primarily responsible for 1) maintaining and improving the physical assets of the County (such as its buildings, grounds, Keene Landfill, and other infrastructure); 2) managing our operations to ensure environmental compliance, promote pollution prevention, and minimize waste; 3) overseeing the planning, design, and construction of all major capital improvements undertaken on behalf of the County; and 4) in coordination with the Department of Community Development, protecting the water resources and other natural resources of the County through various programs, including capital projects. Other department services include providing copy services, mail services, building security, fleet management, and street sign maintenance. The Project Management Division of FES operates as an Internal Service Fund. The budget for this division is displayed separately as the operation is funded by both the General Fund and CIP funds. GOALS Maintain our commitment to the County s environmental obligation through the Environmental Management System (EMS) and the Albemarle County Environmental Stewardship Strategic Plan (ACESSP). Implement cost effective programs to advance the County s goal of protecting local waterways and other natural resources. Continually and proactively evaluate the operation and maintenance services for the County s facilities and grounds; to ensure facilities meet existing and future needs. Deliver strong administrative support for the Facilities and Environmental Services Department which includes Facility Maintenance, Water Resources and Environmental Compliance Management. Additional information about this Department s support of the County s Strategic Plan goals and objectives is included in the Strategic Planning section of this document. FINANCIAL DATA DEPARTMENT OF FACILITIES AND ENVIRONMENTAL SERVICES (excluding Project Management Division) FY16 FY17 FY17 FY18 FY18 $ % ACTUAL ADOPTED PROJECTED REQUEST RECOMM REC-ADP REC/ADP EXPENDITURES SALARIES $1,241,477 $1,321,629 $1,311,680 $1,346,377 $1,346,377 $24,748 1.9% BENEFITS 480,714 534,428 522,229 557,619 557,619 23,191 4.3% OPERATING 1,983,495 2,306,198 2,341,880 2,401,805 2,401,805 95,607 4.1% OTHER 195,093 182,855 182,855 182,980 182,980 125 0.1% CAPITAL OUTLAY 76,006 52,925 52,925 53,956 53,956 1,031 1.9% RESOURCE PLANS 0 0 31,830 92,600 92,600 92,600 EXPENDITURE TOTAL $3,976,785 $4,398,035 $4,443,399 $4,635,337 $4,635,337 $237,302 5.4% REVENUE LOCAL NON-TAX $158,665 $76,369 $89,280 $77,992 $77,992 $1,623 2.1% STATE 18,471 0 0 0 0 0 TRANSFER-WATER RESOURCES FUND* 495,839 569,404 593,808 601,867 601,867 32,463 5.7% REVENUE $672,975 $645,773 $683,088 $679,859 $679,859 $34,086 5.3% NET COST $3,303,811 $3,752,262 $3,760,311 $3,955,478 $3,955,478 $203,216 5.4% POSITIONS 34.8 34.8 34.8 34.8 35.3 0.5 (Permanent Positions Only) *The transfer from the Water Resources Fund will be based on the actual expenditures. PUBLIC WORKS PAGE 131
(FACILITIES AND ENVIRONMENTAL SERVICES CONTINUED) Project Management Division The Project Management Division is organizationally a part of Facilities and Environmental Services; however, because it is funded through an internal service fund, it is summarized separately in the Public Works chapter. The chart below provides the costs and personnel for the entire Department of Facilities and Environmental Services including the Project Management Division. FY16 FY17 FY17 FY18 FY18 $ % ACTUAL ADOPTED PROJECTED REQUEST RECOMM REC-ADP REC/ADP FACILITIES AND ENVIRONMENTAL SERVICES $3,976,785 $4,398,035 $4,443,399 $4,635,337 $4,635,337 $237,302 5.4% PROJECT MANAGEMENT DIVISION 901,431 932,945 1,026,945 1,241,254 1,241,254 308,309 33.0% TOTAL $4,878,217 $5,330,980 $5,470,344 $5,876,591 $5,876,591 $545,611 10.2% POSITIONS 34.8 34.75 34.75 34.8 35.3 0.5 (Permanent Positions Only) OVERVIEW/NOTABLE CHANGES (FES, excluding Project Management Division) FY 17 Projected: Includes net appropriations totaling $80,736 for the following: o An appropriation of $24,453 in grant funds from the National Fish and Wildlife Federation and the equivalent match of $24,453 in revenue from the Water Resources fund for a total of $48,906. This grant will be used for analysis and initial prioritization, owner outreach, field reconnaissance, final prioritization and pollutant accounting, and conceptual plan development for Total Maximum Daily Load (TMDL) Retrofits. o An appropriation of $95,490 in General Fund fund balance to support a temporary 12-month Strategic Planning Project Manager position. The projection reflects the assumption that there will be four months of funding, or $31,830 expended in FY 17. FY 18 Recommended Budget: The Facilities and Environmental Services recommended budget increases by $237,302 or 5.4% and includes the following changes from the recommended budget: 2.0% overall increase for FY 18 salaries effective July 1, 2017 7.0% increase in the Board contribution for health insurance rates Net operating increase of $95,607, or 4.3%, and includes the following: o $35,932 increase in utility costs, based on historic trends. A utility contingency is budgeted in Non- Departmental. o $25,000 increase for contract services to meet MS4 permit requirements issued by the Department of Environmental Quality. o $17,091 increase in operation costs for partial-year operating impacts of the Pantops Public Safety Station that is anticipated to open in FY 18. o $10,000 increase for the recycling services at Rivanna Solid Waste Authority (RSWA) and/or within the County Office Buildings. Staff will work with Solid Waste Alternatives Advisory Committee (SWAAC) and RSWA to evaluate the current recycling services to possibly implement a modest expansion of recycling services for the county during FY 18 as recommended by SWAAC. o $8,500 increase for the Scottsville Pumping Station for to maintenance of the levy. o $6,210 increase for the Rivanna River Basin Commission (RRBC) program, provided for the first time. Staff will work with the RRBC to ensure that RRBC s program is directly tied to the County s strategic priorities. o $10,000 decrease for Keene Landfill costs based on historic trends and projected costs. Resource plans include the continuation of the temporary Strategic Planning Project Manager position funded in FY 17. Due to the nature of the project and business needs, there is a possibility the assignment may be extended beyond a1-year term. $34,086 or 5.3% increase in revenues primarily from dedicated local real tax estate revenue for water resources-related costs. In FY 18, the funding will also offset the costs for additional operational efforts that support the County s Water Resources program. These include: contract services to meet MS4 permit requirements issued by the Department of Environmental Quality and RRBC s program is directly tied to the County s strategic priorities. An unfunded request of $2,500 for part-time interns to support environmental management activities. PUBLIC WORKS PAGE 132
(FACILITIES AND ENVIRONMENTAL SERVICES CONTINUED) Description Administration Division (4.0 positions): This division is responsible for the administrative functions of the Facilities and Environmental department, to include: time and attendance, payroll, room reservations, work orders, customer service, procurement, contract preparation and oversight, and budgeting. Public Works Division (17.3 positions): This division is responsible for the following: FY 17 Adopted FY 18 Recommended Dollar Inc/(Dec) Percent Inc/(Dec) $455,243 $562,848 $107,605 23.6% $2,962,142 $3,058,875 $96,733 3.3% Building Maintenance Services: Provides for building maintenance for over 450,000 square feet of facilities. Facilities include the County Office Building - McIntire Road, County Office Building - 5th Street, Court Square Facility, Old Jail/Jailor's house, Fire Stations 11, 12, and 15, the Crozet, Scottsville, and Northside Libraries, the County warehouse, Old Crozet School, and the Old Crozet train depot. This division also manages the maintenance of the County's pool car fleet. Custodial Services: Ensures the cleanliness and sanitation of over 377,000 square feet of facilities. Facilities include the County Office Building - McIntire Road, County Office Building - 5th Street, the Crozet, Scottsville, and Northside Libraries, and the Court Square Facility. The Custodial Services program also provides for specific support services as requested, such as moving furniture, conference room set-ups, disposing of recyclable material, opening and closing the building for after-hours meetings, and assuring the the buildings are secure after business hours. Copy Center: Provides printing, copying, booklet-making, binding, folding, and collating services for the County departments and schools. Copy Center personnel also operate a stockroom for office supplies and receives deliveries of large items at the rear loading dock. In addition, the Copy Center is responsible for Mail Room operations to include processing USPS mail and inter-office correspondence. Grounds Maintenance: Responsible for over 329 acres of property and provides storm water facility maintenance, roadside mowing, sidewalk vegetation control, and for improving the aesthetic conditions of entrance corridors and other urban areas. In addition, this division provides maintenance to the exterior of the County office buildings on McIntire Road and Fifth Street, the County courthouse buildings, Fire Stations 11, 12, and 15, and the Crozet, Scottsville, and Northside Libraries. Utilities: This includes electrical, heating, emergency generator fuel, and water and sewer services for the County Office Building at McIntire, the County Office Building at 5th Street, and the Court Square Facilities, the Crozet, Scottsville, and Northside Libraries, and the County warehouse. Environmental Services Division (5.0 Positions): This division is responsible for the following: $797,795 $830,634 $32,839 4.1% Solid Waste and Recycling: Implements the Recycling and Solid Waste program. Also provides oversight and maintenance at the closed Keene Sanitary Landfill facility, provides for monitoring illegal dumping activities, and provides for the Bulky Waste Collection Days. Environmental Management: Oversees the County's environmental program to maintain compliance with state and federal regulations and to continue to improve the County's Environmental Management systems. In addition, this division implements Pollution Prevention (P2) programs such as energy management, safer chemical, and on-going staff training programs. This divison maintains our active participation in the EnergyStar program and continues to research and apply best environmental management practices. Water Resources: This program implements various water resource protection programs not pertaining to regulating land development, including developing and administering a MS4 Program Plan, addressing local and regional waterbody impairments (such as the Chesapeake Bay TMDL), maintaining County-owned dams, and addressing citizen concerns. Other: This is the General Government's expenditures for project management services which funds the internal service fund of the Project Management Division. $182,855 $182,980 $125 0.1% TOTAL, FACILITIES AND ENVIRONMENTAL SERVICES $4,398,035 $4,635,337 $237,302 5.4% PUBLIC WORKS PAGE 133
(FACILITIES AND ENVIRONMENTAL SERVICES CONTINUED) KEY PERFORMANCE INDICATORS (KPIs) The County of Albemarle has selected several KPIs to track its workload, effective use of County resources, as well as its overall performance. For KPI information, please visit our website at www.albemarle.org/performance. PUBLIC WORKS PAGE 134
PROJECT MANAGEMENT DIVISON (Internal Service Fund) Previously called Office of Facilities Development (OFD) MISSION The primary mission of the Project Management Division (PMD) is to responsibly support and implement the County s Capital Improvement Program (CIP), which includes managing the planning, design and construction of its facilities. PMD falls under the direction of the Department of Facilities and Environmental Services. DESCRIPTION PMD provides project management expertise in support of the County s strategic and comprehensive plans. The PMD team is primarily involved in managing the planning, design and construction of all major capital improvements undertaken on behalf of the County, including general government facilities, libraries, parks, fire stations, schools, stormwater and transportation projects. This operation is funded by both the General Fund and CIP funds. GOALS To leverage the County s capital funds by maintaining, constructing or renovating facilities that are both aesthetically pleasing and practical and serve the administrative, educational, recreational and service needs of our employees and citizens. To employ industry best practices in execution of all capital projects. To continually and proactively communicate to CIP Project Stakeholders. To maintain a divisional environment of Learning and Innovation. To maintain the respect and trust of project customers, community and construction industry. Additional Information about this Division s support of the County s Strategic Plan goals and objectives is included in the Strategic Planning Section of this Document. FINANCIAL DATA PROJECT MANAGEMENT DIVISION FY16 FY17 FY17 FY18 FY18 $ % ACTUAL ADOPTED PROJECTED REQUEST RECOMM REC-ADP REC/ADP EXPENDITURES SALARIES $648,393 $663,436 $700,152 $631,271 $631,271 ($32,165) -4.8% BENEFITS 220,061 235,363 271,450 235,382 235,382 19 0.0% OPERATING 23,129 25,023 34,800 24,541 24,541 (482) -1.9% CAPITAL OUTLAY 9,848 9,123 20,543 6,393 6,393 (2,730) -29.9% RESOURCE PLANS 0 0 0 343,667 343,667 343,667 EXPENDITURE TOTAL $901,431 $932,945 $1,026,945 $1,241,254 $1,241,254 $308,309 33.0% REVENUES Gen. Gov't. CIP Fund $352,708 $423,908 $451,408 $522,433 $522,433 $98,525 23.2% Regional Firearms Training Center Fund 80,105 3,268 3,268 0 0 (3,268) -100.0% Water Resources CIP Fund 16,331 67,359 67,359 129,780 129,780 62,421 92.7% School Division CIP Fund 256,862 252,232 318,732 406,061 406,061 153,829 61.0% General Fund 195,093 186,178 186,178 182,980 182,980 (3,198) -1.7% REVENUE TOTAL $901,100 $932,945 $1,026,945 $1,241,254 $1,241,254 $308,309 33.0% NET COST $332 $0 $0 $0 $0 $0 POSITIONS 9.0 9.5 8.5 9.0 9.0 (Permanent Positions Only) OVERVIEW/NOTABLE CHANGES FY 17 Projected: Includes additional temporary resources approved February 1, 2017 to support the increase in volume of construction projects that have been identified to be completed over the next two calendar years: o 0.5 FTE temporary part-time project management support position for School Division CIP projects; o 1.5 FTE temporary contracted temporary support positions or for a construction management contract to support School Division CIP projects; and o 1.5 FTE temporary project management support positions for General Government CIP projects. PUBLIC WORKS PAGE 135
(PROJECT MANAGEMENT DIVISION CONTINUED) FY 18 Recommended Budget: The Project Management Division s recommended budget increases by $308,309 or 33.0% and includes the following changes: 2.0% overall increase for FY 18 salaries effective July 1, 2017 7.0% increase in the Board contribution for health insurance rates The funded Resource Plan requests include: o $42,000 to convert the existing part-time Office Associate position to a full time Project Administrator position to assist with PMD workload. o $291,000 to continue the additional temporary resources approved February 1, 2017 to support the increase in volume of construction projects identified over the next two calendar years (as described in FY 17 projected). Description Project Management Division: (9.0 positions): The Project Management Division is responsible for the management and implementation of the County's Capital Improvement Program. This includes oversight of the design and construction of all government and school facilities and structures. In addition, this office is responsible for reviewing all cost estimates for construction-related projects in the Capital Improvement Program. FY 18 Dollar Percent FY 17 Adopted Recommended Inc/(Dec) Inc/(Dec) $932,945 $1,241,254 $308,309 33.0% TOTAL, FACILITIES DEVELOPMENT $932,945 $1,241,254 $308,309 33.0% KEY PERFORMANCE INDICATORS (KPIs) The County of Albemarle has selected several KPIs to track its workload, effective use of County resources, as well as its overall performance. For KPI information, please visit our website at www.albemarle.org/performance. PUBLIC WORKS PAGE 136
PUBLIC WORKS CONTRIBUTIONS FINANCIAL DATA PUBLIC WORKS CONTRIBUTION FY16 FY17 FY17 FY18 FY18 $ % ACTUAL ADOPTED PROJECTED REQUEST RECOMM REC-ADP REC/ADP EXPENDITURES RSWA Contribution $367,549 $539,072 $583,580 $641,939 $641,939 $102,867 19.1% EXPENDITURE TOTAL $367,549 $539,072 $583,580 $641,939 $641,939 $102,867 19.1% NET COST $367,549 $539,072 $583,580 $641,939 $641,939 $102,867 19.1% OVERVIEW/NOTABLE CHANGES FY 17 Projected: The RSWA contribution is estimated to increase by $44,778 for the County s share of RSWA s operating costs primarily as a result of other revenues received by RSWA decreasing. FY 18 Recommended Budget: The RSWA Contribution budget increases $102,867 or 19.1% and reflects the FY 17 projected costs and an additional 10% increase due to the projection that energy costs will decrease resulting in less value for recycled products. Description Rivanna Solid Waste Authority (RSWA): The Rivanna Solid Waste Authority (RSWA) contribution is for an agreement with RSWA for operations that are not self-supporting. This includes funding for the McIntire Recycling Center and household hazardous waste disposal. FY 18 Dollar Percent FY 17 Adopted Recommended Inc/(Dec) Inc/(Dec) $539,072 $641,939 $102,867 19.1% TOTAL, PUBLIC WORKS AGENCY CONTRIBUTIONS $539,072 $641,939 $102,867 19.1% PUBLIC WORKS PAGE 137
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