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Fall BMP FY 2011-12 Analysis

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Fall BMP FY 2011-12 Analysis Fall BMP FY 2011-12 Analysis City of Portland, Oregon Prepared by: Office of Management and Finance Financial Planning Division October 26, 2011 Page 1 of 162 TABLE OF CONTENTS BUREAU OF EMERGENCY COMMUNICATIONS.............................................................................................3 PORTLAND FIRE AND RESCUE............................................................................................................................7 PORTLAND POLICE BUREAU.............................................................................................................................12 FIRE AND POLICE DISABILITY AND RETIREMENT....................................................................................20 PORTLAND OFFICE OF EMERGENCY MANAGEMENT..............................................................................23 PORTLAND PARKS & RECREATION................................................................................................................26 BUREAU OF ENVIRONMENTAL SERVICES....................................................................................................40 PORTLAND WATER BUREAU.............................................................................................................................51 BUREAU OF DEVELOPMENT SERVICES.........................................................................................................59 PORTLAND HOUSING BUREAU .........................................................................................................................64 BUREAU OF PLANNING AND SUSTAINABILITY...........................................................................................70 OFFICE FOR COMMUNITY TECHNOLOGY ...................................................................................................76 OFFICE OF NEIGHBORHOOD INVOLVEMENT .............................................................................................79 PORTLAND BUREAU OF TRANSPORTATION................................................................................................86 CITY ATTORNEY..................................................................................................................................................100 OFFICE OF THE CITY AUDITOR .....................................................................................................................104 OFFICE OF GOVERNMENT RELATIONS.......................................................................................................109 OFFICE OF HUMAN RELATIONS.....................................................................................................................112 COUNCIL OFFICES..............................................................................................................................................115 OMF - BUREAU OF INTERNAL BUSINESS SERVICES ................................................................................125 OFFICE OF MANAGEMENT AND FINANCE (GENERAL FUND DIVISIONS).........................................140 OMF - BUREAU OF TECHNOLOGY SERVICES ............................................................................................147 OMF - ENTERPRISE BUSINESS SOLUTION...................................................................................................151 OMF CITYWIDE PROJECTS - PUBLIC SAFETY SYSTEMS REVITALIZATION PROGRAM (PSSRP) AND THE PUBLIC SAFETY GENERAL OBLIGATION BOND FUND ........................................................154 OMF - GENERAL FUND SPECIAL APPROPRIATION ..................................................................................160 Page 2 of 162 Financial Planning Division Analysis FY 2011-12 Fall BMP Bureau of Emergency Communications Report Date: October 26, 2011 Analysis by: Yung Ouyang Summary of Significant Issues Funding for additional Bureau of Technology Services (BTS) support costs for the new CAD system - While the User Board members representing the various jurisdictions have voted to not pay for the additional BTS support costs, the elected officials who make the actual decisions have not been able to meet to discuss the matter. The City of Portland’s portion of the costs is being paid for from unspent General Fund dollars from FY 2009-10 and FY 2010-11 that are in fund balance. The bureau has usually refunded any unspent General Fund dollars from the prior year during the Fall BMP, but this practice has being temporarily suspended to fund the City’s share of the additional BTS Interagency Agreement (IA) costs this year. The bureau’s initial plan was to also utilize unspent funds from the other user jurisdictions to pay for their share of the additional IA costs. However, as a result of the User Board’s decision, BOEC will be refunding unspent funds from the other jurisdictions after the annual external audit is completed and the prior year’s figures are finalized. Nevertheless, despite the vote by the User Board to not pay the additional support costs, with the exception of one municipality, all the jurisdictions have been paying the full amounts invoiced to them, which include their share of the additional BTS IA costs. During the most recent User Board meeting (October 20, 2011), it was clarified that the User Board only has recommendation powers, and the individual jurisdictions decide on their own whether or not to pay the additional support costs. For future years, Council directed in a Budget Note that BOEC’s General Fund appropriation be increased by almost $1.1 million beginning in FY 2012-13 to pay for the City’s share of the additional O&M costs. Recommended Requests 1. EC_001/Eliminate SAN Standby Support for VCAD, ($22,523), 0.0 FTE Financial Planning recommends the bureau’s request to reduce its IA with BTS for standby support pertaining to the Storage Area Network (SAN). Before the implementation of the new CAD system, the various user jurisdictions had agreed that a review of BTS support services should be conducted after the new system’s environment had stabilized over several months. System implementation occurred on April 17, 2011. Since then, the review has been conducted, and BTS, BOEC, and the other user jurisdictions agree with the reduction. $18,108 of the reduction is from the City’s General Fund, with the remaining $4,415 coming from the other jurisdictions. FPD Recommendation: ($22,523), 0.0 FTE Page 3 of 162 Comments on FY 2010-11 Budget Notes, Decision Packages and Non-Technical BMP Changes, and Service Improvement Plans Budget Notes Public Safety Systems Revitalization Project (PSSRP): During FY 2010-11, the public safety bureaus and OMF were directed to continue to refine the funding plan for PSSRP and report back to Council in a work session presentation. The budget note noted that Council would give priority consideration to one-time and ongoing funding for the project and that ongoing funding of $1.2 million will be directed towards the project from the General Fund starting in FY 2011-12. With the passing of the Public Safety General Obligation (GO) Bond measure by the voters of Portland in November of last year, all the funding needs of PSSRP have been met. Decision Packages and Non-Technical BMP Changes Overtime reduction – City bureaus were directed to submit reduction packages during the FY 2010-11 budget development process, and BOEC reduced its overtime budget by $344,068. The bureau was able to absorb the reduction without any adverse effects. Service Improvement Plans Quality Awareness Focus – BOEC has changed policies to best fit the new CAD platform that it is using for call-taking and dispatch. Terminology has been changed to “respectful,” as opposed to “professional.” Employees have had to learn new skills, and processes were updated. Performance evaluations continue to take place monthly, and calls are continuing to be evaluated. During the employee review process, the goal is professional development, and not discipline. Customer service complaints continue to be low. Effective and Responsive Operational Supervision – To ensure that all employees are receiving information that is consistent and accurate, regular group and individual meetings are continuing to be held between supervisors. The monthly performance evaluation process is continuously enhanced and updated so that supervisors are receiving consistent feedback and guidance in the application of complaint resolution, thus ensuring that employees experience a consistent application of rules and guidelines. However, maintaining an adequate span of control continues to be an issue. BOEC is currently running an average of 10:1, while the Department of Homeland Security recommendation for effective span of control is 5:1. The bureau believes that its ability to monitor activities as they occur and effect immediate change is compromised. But with an additional two supervisors, the bureau believes that the span of control can be improved to a level of more effective supervision. Page 4 of 162 FY 2010-11 Reconciliation Emergency Communications Fund (202) FY 2010-11 FY 2010-11 Revised Year-End Percent Budget Actuals Variance Resources Beginning Fund Balance $9,757,937 $11,059,177 13.34% ► Charges for Services $200,000 $178,305 -10.85% Intergovernmental Revenues $6,523,800 $6,243,120 -4.30% ► Interagency Revenue $230,511 $46,808 -79.69% Fund Transfers - Revenue $10,379,028 $10,379,028 0.00% Bond and Note $26,207 $26,207 0.00% Miscellaneous Revenue $50,000 $56,711 13.42% Total Resources $27,167,483 $27,989,356 3.03% Requirements Personal Services
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