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FY 2019-20 Budget Presentation
Facilities Management
1JUNE 25, 2019 - ID19-1396
Facilities ManagementGoals and Accomplishments
Accomplishments for 18-19Completed construction of Fire Station #4
Completed fencing at IOOF & Oakwood Cemetery
Brought eight SW & DME buildings under Facilities umbrella
Complete Fire Training Burn Tower & Classroom
Complete design and begin construction of 651 Mayhill remodel
Began Service Center remodel design
Began design for the Police Department
Goals for 19-20Continue construction of FS#3; started in May
Complete design and begin construction of FS#8
Complete construction of Vela Soccer Complex
Begin construction of new American Legion
Complete design of Fleet bay expansion
Complete implementation of new work order system
Complete various parking lot replacements
Complete the Tennis Center Remodel; bundling with AL
Complete renovation of 1001 Mayhill
2JUNE 25, 2019 - ID19-1396
Facilities ManagementBudget EmphasisIn the proposed FY 2019-20 budget, Facilities Management has been separated from the General Fund into an Internal Services Fund, comprised of three divisions: Administration, Maintenance and Projects
We are responsible for the preventative maintenance & care of 895,897 square feet in fifty-seven buildings spread across approximately 90 square miles, vertical construction and renovations of all City owned facilities, card access systems for thirty-one buildings, access ID cards for all employees, and janitorial services for forty-four buildings
The department maintains construction contracts, which includes supervision of architects, consultants and contractors
Our Capital Improvement Program (CIP) encompasses all City vertical construction (excluding electric substations, lift stations, pump stations, etc.) and the Facilities Maintenance Program (formerly Roofs, Flooring & HVAC)
Facilities Management is also responsible for supervising approved One Time Building Needs projects
Additionally, we are in negotiations with both Solid Waste (SW) to take over management of their card access system and Water Production for a Service Level Agreement for maintenance of the water production buildings
3JUNE 25, 2019 - ID19-1396
Facilities Management Building & Square Footage Information
4
48
4645 45
49
55
57
40
45
50
55
60
FY 12-13 FY 13-14 FY 14-15 FY 15-16 FY 16-17 FY 17-18 FY 18-19
Nu
mb
er
of
Bu
ildin
gs
Number of Buildings maintained by FM
72
4,1
99
71
4,8
55
70
6,6
59
71
0,9
37
74
3,0
83
87
6,3
43
89
5,8
97
600000
625000
650000
675000
700000
725000
750000
775000
800000
825000
850000
875000
900000
FY 12-13 FY 13-14 FY 14-15 FY 15-16 FY 16-17 FY 17-18 FY 18-19Sq
uar
e F
ee
t
Total Sq Ft Maintained by Facilities
48 bldg 46 bldg 56 bldg 45 bldg 49 bldg 55 bldg 57 bldg
JUNE 25, 2019 - ID19-1396
Facilities Management Current Capital Improvement Projects
Project Name Project Status Project Budget
651 Mayhill Bid $4,600,000.00
City Hall East Parking Lot Bid $2,800,000.00
1001 Mayhill Phase Two Budgeting TBD
N Lakes & Denia Toilets / Showers ADA
ComplianceBudgeting TBD
North Branch Library Teen Center Budgeting $30,000.00
1001 Mayhill Phase One Construction $80,000.00
1001 Mayhill Roof Replacement Construction $71,600.00
Clear Creek Construction $375,000.00
Customer Service Counter Construction $50,000.00
Fire Central Gate Construction $66,000.00
Fire Central, SBLB and City Hall Roof
ReplacementConstruction $1,500,000.00
Fire Station # 3 Construction $10,302,750.00
Fleet Toilet and Renovation Renovation Construction $250,000.00
Legal Department Renovation Construction $30,000.00
Tiffany Thompson Office Construction $50,000.00
Vela Soccer Field Construction $6,734,952.00
1001 Mayhill Building 2 Design TBD
Project Name Project Status Project Budget
Animal Shelter Shade Structures Design TBD
Civic Center Parking Lot Design $862,000.00
Denia Recreation Ctr Parking Lot Design $230,000.00
Fire Station # 8 Pre-Design Design $4,646,000.00
Fleet Garage Expanson Design $4,874,000.00
Flushing Truck Storage Building Design TBD
McKinney Street Parking Lot Design TBD
Service Center Renovation Design $8,000,000.00
Storage/Office Renovation Design $100,000.00
SVC Perimter Fence Design TBD
Tennis Center Bldg Renovation Design $3,600,000.00
1022 N Ruddell House Permitting TBD
American Legion Permitting $1,117,550.00
Police Department Renovation /
ConstructionProgramming $38,000,000.00
Service Center Parking Lot Programming TBD
Space Study for Tech Services Programming TBD
CURRENT ESTIMATED TOTAL $80,969,852.00
5JUNE 25, 2019 - ID19-1396
Facilities ManagementCost Containment StrategiesSummary of cost containment strategies:
Perform more electrical repairs in-house with the addition of a staff journeyman electricianHeld two open positions for several months to allow for salary savingsMaintenance of current RFP contract and implementation of additional RFP contracts for services to reduce time and paperwork
Current Contracts Future Contracts
Plumbing Fire-Inspections, Monitoring & Service
Electrical Elevator-Inspection, Monitoring & Service
Flooring Pest Control
Security HVAC
Overhead Doors Generators
Mowing/Lawn Maintenance Painting
Specialty HVAC Service Small Construction
6JUNE 25, 2019 - ID19-1396
Facilities ManagementProcess ImprovementsFY 2018-19
In progress of implementing a new work order system; went live late May and we are working out the growing pains; hope to add the project module soon as well
Beginning the process of “warehousing” items used on a regular basis
A recent survey revealed issues with communications regarding work order status; the new system has many features our old work order system lacked including the ability to provide work order status notifications which should alleviate many of the complaints
FY 2019-20 or 2020-21
Allocate staff time to projects which will allow project staff salaries to be directly funded from projects instead of being funded from operating budgets thru cost allocation
7JUNE 25, 2019 - ID19-1396
Facilities ManagementBudget Highlights
Revenues FY 2018-19Budget
FY 2018-19 Estimate
FY 2019-20Proposed
Electric Fund $195,448 $170,849 $495,467Water Fund 148,611 129,907 295,156 Wastewater Fund 117,387 102,613 308,597 Solid Waste Fund 620,382 542,302 873,703 Procurement & Compliance 28,926 25,286 162,637 Customer Service Fund - - 23,721 Fleet Services Fund 67,799 59,266 96,947 Technology Services Fund 78,087 68,259 129,761 Health Insurance Fund - - -Engineering Services Fund 72,276 63,180 65,572 Risk Retention Fund 37,079 32,412 15,101 General Fund 3,983,106 3,553,624 2,429,079Airport Enterprise Fund 37,876 33,109 52,693 Recreation Fund - - -Street Improvement Fund - - 15,868
Total $5,386,980 $4,780,807 $4,964,302
*Facilities was previously included in the General Fund
8JUNE 25, 2019 - ID19-1396
Facilities ManagementBudget Highlights
Expenses FY 2018-19Budget
FY 2018-19 Estimate
FY 2019-20Proposed
Personal Services $1,876,724 $1,780,842 $2,058,302
Materials & Supplies 47,624 45,496 52,624
Maintenance 1,346,371 1,341,371 1,406,562
Insurance 30,204 30,204 33,591
Miscellaneous 1,544 1,500 1,544
Operations 1,212,736 1,237,555 1,241,417
Cost of Service 193,777 193,777 170,262
Fixed Assets 678,000 150,061 -
Total $5,386,980 $4,780,807 $4,964,302
*Facilities was previously included in the General Fund
9JUNE 25, 2019 - ID19-1396
Facilities ManagementPosition Summary
Position SummaryFY 2017-18
ActualsFY 2018-19
BudgetFY 2018-19
EstimateFY 2019-20Proposed
Administration 18.00 19.00 19.00 3.00
Maintenance - - - 11.00
Projects - - - 5.00
Supplemental - - - -
Temporary/Seasonal - - 0.50 0.50
Total FTEs 18.00 19.00 19.50 19.50
10JUNE 25, 2019 - ID19-1396
FY 2019-20 Budget Presentation
Questions / Comments
11JUNE 25, 2019 - ID19-1396
FY 2019-20 Budget Presentation
Fleet Services
1JUNE 25, 2019 - ID19-1396
Fleet ServicesBudget EmphasisCustomer Service• Timely vehicle and equipment procurement and make-ready• Minimize equipment downtime• Provide cost-effective services• Maximize end-of-lifecycle auction values
Resources• Adequate bay space - facility expansion• Staffing level to better meet customer needs• Technology• Tools and equipment
2JUNE 25, 2019 - ID19-1396
Fleet ServicesGoals and AccomplishmentsAccomplishments for 18-19• Adjusted technician pay to attract and retain top talent• Opened satellite shop for refuse truck repair• Completed ADA renovations on employee break area• Government Fleet Magazine’s top 50 Leading Fleets
Highlight Goals for 19-20• Begin construction of 12 bay shop expansion• Replace current fleet maintenance software system• Begin fleet wide GPS installations• Develop equipment and vehicle share program• Operational review of Fleet Services
3JUNE 25, 2019 - ID19-1396
Fleet ServicesCost Containment StrategiesImproved Efficiencies• Staffed satellite repair facility• Dedicated Solid Waste truck technicians• Reduced downtime and transport costs on refuse trucks• Improved bay space availability at Service Center shop
Reduced Capital and Maintenance Costs• Maximize use of extended warranties• Secured vehicle procurement contracts• Contracts include parts, labor and body shop discounts
4JUNE 25, 2019 - ID19-1396
Fleet ServicesProcess ImprovementsCompleted/Ongoing Process Improvements• Warranty tracking and recovery• Safety recall management• Paperless pre & post trip vehicle inspections
Future Process Improvement/Lean Projects• Communications with customers / staff / parts room• Vehicle repair experience – customer point of view• Fleet operational review
5JUNE 25, 2019 - ID19-1396
Fleet ServicesBudget Highlights
Revenues FY 2015-16Actuals
FY 2016-17Actuals
FY 2017-18Actuals
FY 2018-19Budget
FY 2018-19 Estimate
FY 2019-20*Proposed
Fuel Sales* $2,434,669 $2,875,162 $3,171,915 $2,900,000 $2,900,000 $2,954,400
Parts & Maintenance* 5,435,855 5,730,433 5,803,124 6,399,646 6,661,438 6,306,719
Rental Fleet 21,343 40,070 29,110 30,000 30,000 30,000
Sublet Repairs* 1,215,483 1,060,452 1,119,018 1,035,000 1,035,000 1,250,000
Administrative Fee Transfers 240,000 243,500 211,725 - - -
Misc. Income 40,228 24,048 13,925 15,000 15,000 10,000
Interest Income 3,379 7,054 13,671 4,500 5,000 1,500
Use of Reserves 83,399 702,619
Total $9,474,356 $9,980,719 $10,362,488 $11,086,765 $10,646,438 $10,552,619
6
*Mark-ups removed/reduced
JUNE 25, 2019 - ID19-1396
Fleet ServicesBudget Highlights
Expenses FY 2015-16Actuals
FY 2016-17Actuals
FY 2017-18Actuals
FY 2018-19Budget
FY 2018-19* Estimate
FY 2019-20Proposed
Personal Services $1,749,502 $1,672,190 $1,708,072 $2,129,371 $2,462,745 $2,490,278
Materials & Supplies 84,718 56,936 70,730 118,678 105,600 116,678
Fuel 2,123,677 2,537,642 3,001,617 2,681,400 2,709,257 2,681,400
Maintenance 84,644 59,752 58,512 140,000 140,000 140,000
Insurance 28,596 9,626 28,622 37,591 37,591 40,929
Operations 4,248,564 4,312,760 4,257,103 4,426,910 4,388,430 4,403,460
Cost of Service 1,145,119 770,782 1,079,561 1,552,815 802,815 679,874
Fixed Assets 9,535 45,795 - - - -
Total $9,474,356 $9,465,483 $10,204,217 $11,086,765 $10,646,438 $10,552,619
7
*Added Technician Positions Mid-Year (FY 19)
JUNE 25, 2019 - ID19-1396
FY18-2019 Vehicle Replacements • Met with departments to discuss fleet utilization• Deferred current FY vehicle replacements – $890,000• Reassigned underutilized vehicles - ineligible for replacement• Ongoing review of vehicle replacement schedules and right-sizing
Department Original Replacement Total Cost Adjusted Replacement Total Cost Funding Source
General Fund 32 $3,118,000 24 $2,640,000 CO
Internal Service 2 90,000 2 90,000 CO
Streets 13 561,000 13 561,000 CO
Electric 15 1,392,000 11 763,000 Revenue
Water 8 429,000 5 256,000 Revenue
Wastewater 9 955,000 6 412,000 Revenue
Solid Waste 14 2,848,000 12 2,729,000 Revenue
Total 93 $9,393,000 73 $7,406,000
JUNE 25, 2019 - ID19-1396 8
FY 2019-20 Budget Presentation
Questions / Comments
9JUNE 25, 2019 - ID19-1396
Library
FY 2019-20 Budget Presentation
1JUNE 25, 2019 - ID19-1396
Library Goals and Accomplishments
Goals for 19-20• Circulate Wi-Fi hotspots
• Eliminate overdue fines
• Implement noise reduction measures at North Branch Library
• Develop Denton ISD Student Account library card and integrated registration process in collaboration with DISD student registration
• Create database index to local news articles from the Denton Record Chronicle to fill gaps from 1977-2004
• Collaborate with local social service agencies to improve awareness of and access to community services for individuals and families in need
2
Accomplishments for 18-19• Established Municipal Archive under the direction of a
certified archivist
• New Strategic Plan
• Updated youth service areas at all branches
• Installed three additional security cameras
• Awarded TMLDA Achievement in Excellence in Libraries Award
• Awarded TLA Branding Iron Award for Advertising for 2019 Summer Reading Challenge marketing
JUNE 25, 2019 - ID19-1396
Library Budget Emphasis
Reduce Barriers to Service
Develop Municipal Archive
Expand Technology Access
Improve North Branch Library Facility
3JUNE 25, 2019 - ID19-1396
Library Cost Containment Strategies• $40,807 savings for MS Office on public use PCs and
laptops from TechSoup Microsoft software donation program
• Estimated $25,000 for 2019 Texas State Library and Archives Commission ILL Lending Reimbursement Program
• $902 subsidy for TExpress Courier service from the Texas State Library and Archives Commission
• $19,447 in Friends of the Denton Public Libraries funding requests
• Estimated $5,000 in Donation Funds for 2018 Summer Reading Challenge program
4
Grants Awarded
• $300 ALA American Creed Grant for programming
• $2,500 Texas Book Festival Grant for test preparation materials
• $1,000 Dollar General Summer Learning Resources grant for books for students in summer school and in the Denton County Juvenile Detention Center
JUNE 25, 2019 - ID19-1396
Library Process Improvements
• Strategic Plan
• Improved collection management and maintenance
• New departmental committees:
o Safety Committee
o Training Task Force
o Diversity and Inclusion Task Force
• Removed redundant categories from integrated library system software
• Introduced quarterly newsletter communication tool
5JUNE 25, 2019 - ID19-1396
Library Budget Highlights
Revenues FY 2015-16Actuals
FY 2016-17Actuals
FY 2017-18Actuals
FY 2018-19Budget
FY 2018-19 Estimate
FY 2019-20Proposed
Library Non-Resident Fee $56,350 $55,400 $53,875 $54,000 $54,000 $54,000
Library Fines & Fees* $155,539 $153,245 $158,940 $150,000 $150,000 $75,000
Total $211,889 $208,645 $212,815 $204,000 $204,000 $129,000
6
*FY 19-20 proposed revenue decrease due to discontinuation of overdue fines.
JUNE 25, 2019 - ID19-1396
LibraryRevenue / Expenditures
Current:
Late fees of 25¢ per day per item assessed when a patron returns an item after the due date.
Accounts are blocked after a $5.00 fee or fine assessment
7
Recommendation:
Eliminate overdue fines
Accounts blocked when items become overdue
If not returned, items are billed at 21 days overdue
JUNE 25, 2019 - ID19-1396
LibraryRevenue / Expenditures
8
Eliminate Overdue Fines
Patron still accountable for library materials
Encourages library use
Reduces barriers for people who need library services the most
JUNE 25, 2019 - ID19-1396
LibraryBudget Highlights
Expenses FY 2015-16Actuals
FY 2016-17Actuals
FY 2017-18Actuals
FY 2018-19Budget
FY 2018-19 Estimate
FY 2019-20Proposed
Personal Services $3,529,551 $3,558,796 $3,533,325 $3,806,947 $3,806,947 $3,980,178
Materials & Supplies $152,740 $144,655 $155,518 $152,671 $152,671 $156,171
Maintenance $59,412 $63,462 $73,885 $69,813 $69,813 $79,581
Insurance $76,968 $23,236 $73,113 $89,534 $89,534 $95,539
Operations $418,435 $434,209 $415,453 $493,370 $493,370 $507,371
Cost of Service $1,002,357 $1,031,055 $1,011,862 $850,943 $850,943 $988,531
Fixed Assets $455,361 $455,504 $486,218 $484,967 $484,967 $483,967
Total $5,694,824 $5,710,917 $5,749,374 $5,963,678 $5,963,678 $6,291,338
9JUNE 25, 2019 - ID19-1396
Library Position Summary
Position SummaryFY 2015-16
ActualsFY 2016-17
ActualsFY 2017-18
ActualsFY 2018-19
BudgetFY 2019-20
Baseline
Administration 11 11 11 10 10
Emily Fowler Central Library 13 13 13 13.5 13.5
North Branch Library 14.5 14.5 14.5 14 14
South Branch Library 11 11 11 11.5 11.5
Total FTE’s 49.5 49.5 49.5 49 49
10JUNE 25, 2019 - ID19-1396
Library Supplemental Package Summary
Package Title Ranking FY 2019-20 One-time Cost
FY 2019-20 Recurring Cost
FY 2019-20 Total Cost
FTE’s Vehicles
Elimination of Overdue Fines 1 - $75,000 $75,000 0 0
Total - $75,000 $75,000
11JUNE 25, 2019 - ID19-1396
Questions / Comments
12JUNE 25, 2019 - ID19-1396
FY 2019-20 Budget Presentation
Technology Services
JUNE 25, 2019 - ID19-1396
Technology ServicesGoals and AccomplishmentsAccomplishments for 18-19• Overall, completed 74 projects, fulfilled 6,235 service/incident requests, and held uptime of
99.5%. Major accomplishments include;• JD Edwards Enterprise Resource Planning (ERP) Upgrade• Cisco Equipment refresh Phase II• DME Supervisory Control and Data Acquisition (SCADA) refresh• Fiber cost of service analysis
Goals for 19-20• Motorola Radio P25 system replacement • Public Safety Computer Aided Dispatch /Records Management System replacement • Laptop/Desktop refresh• Server Infrastructure consolidation and refresh
JUNE 25, 2019 - ID19-1396
Technology ServicesBudget Emphasis•Lifecycle replacement of equipment. Most equipment is over five years old to include primary data center, backup data center, camera servers and Radio system is over 18 years old. Projects are estimated at $931,000.
•Provide integrated services where possible - Providing integrations between key applications and better ability to report and access data for departments. Projects are estimated at $104,000.
•Consolidation of DME infrastructure. - Utilization of shared resources to include hardware, software and storage capacity. This results in $800,000 reduction of additional infrastructure costs.
•Mobile Data Computer replacement for Police, Fire and DME – Project is estimated at $309,100.
•Public Safety needs – Several upgrades and replacements are needed to include Police car video systems, body cams, Fingerprint system, Radio upgrade, AT&T FirstNet cell phones, application upgrades and conversion to electronic records resulting in a cost of $1,076,132.
•IT Security Enhancements – New anti-virus solution, application proxy server and firewall replacements. Projects are estimated at $225,000.
JUNE 25, 2019 - ID19-1396
Technology ServicesCost Containment Strategies• Consolidation DME and Gen Gov. equipment on one platform to include shared
storage, licensing and software. This results in $800,000 reduction of additional infrastructure costs.
• Network design with internal staff. Savings of 250 contractor hours. Cost savings of $45,000.
• Fire RMS implementation. Integration with internal staff. Cost savings of $18,000.
• SCADA network refresh completed. Utilized internal staff in conjunction with vendor with a savings of 122 hours not utilized. Total cost savings of $34,020.
• Traffic Fiber Project – Connected 52 points with preferred vendor. Savings of over $300,000.
• Software contract changes: Replaced our previous Laserfiche Support with a new agreement that costs $20,000 less annually.
• Retired 2 applications.
JUNE 25, 2019 - ID19-1396
Technology ServicesProcess ImprovementsProcess Improvements• Partner with Finance on implementation of Travel Authorization software
• Partner with HR on consolidation and implementation of new human capital management (HCM) system.
• Consolidate User Support and Camera services into one functional area.
• Public Safety Data Warehouse – Developed to host data for aggregation across Fire, Police and Dispatch.
• Application Development team utilizing agile for project management.
Future Process Improvement• DME Data Warehouse, budget reports replacement, procurement consolidation.
JUNE 25, 2019 - ID19-1396
Technology Services5 Year Forecast
Technology Service Fund2018-19 Five Year Forecast (in millions)
2018-19 2019-20 2020-21 2021-22 2022-23 2023-24
Budget Proposed Proposed Proposed Proposed Proposed
BEGINNING FUND BALANCE $1,606,498 $794,327 $0 $1 $1 $1
REVENUES $15,955,228 $16,868,710 $18,074,999 $18,780,554 $18,589,433 $20,354,240
TOTAL REVENUES $15,955,228 $16,868,710 $18,074,999 $18,780,554 $18,589,433 $20,354,240
TOTAL AVAILABLE RESOURCES$17,561,726 $17,663,037 $18,074,999 $18,780,555 $18,589,434 $20,354,241
EXPENDITURES $16,767,399 $17,663,037 $18,074,998 $18,780,555 $18,589,433 $20,354,240
TOTAL EXPENDITURES $16,767,399 $17,663,037 $18,074,998 $18,780,555 $18,589,433 $20,354,240
NET INCOME (LOSS) -$812,171 -$794,326 $0 $0 $0 $0
ENDING FUND BALANCE $794,327 $0 $1 $1 $1 $1
EFFECTIVE FUND BALANCE 4.74% 0.00% 0.00% 0.00% 0.00% 0.00%
JUNE 25, 2019 - ID19-1396
Technology ServicesRevenue / Expenditures• Key Users
• DME – $5,418,269 or 30.7% of budget
• Public Safety - $4,080,345 or 23.1% of budget
• Water/Waste Water/Solid Waste - $1,773,224 or 10.1% of budget
• General Fund increase of $680,756 (10.3%) due to Public Safety upgrades and replacements.
• Proposed budget includes costs for Radio upgrade to P25.
JUNE 25, 2019 - ID19-1396
Technology Services Budget HighlightsRevenues FY 2015-16
ActualsFY 2016-17
ActualsFY 2017-18
ActualsFY 2018-19
BudgetFY 2018-19
EstimateFY 2019-20Proposed
General Fund $ 5,021,649 $ 5,705,565 $ 6,071,404 $ 6,628,656 $ 6,628,656 $ 7,309,412
Electric Fund 3,208,571 3,872,315 4,801,384 5,816,088 5,816,088 5,418,269
Water Fund 772,683 854,977 904,695 966,788 966,788 499,388
Wastewater Fund 416,876 412,315 414,655 494,519 494,519 675,457
Solid Waste Fund 378,605 383,838 532,282 591,730 591,730 598,379
Risk Fund 42,692 47,327 49,504 54,896 54,896 87,043
Municipal Court Fund 70,496 73,636 74,452 100,000 100,000 100,000
Street Improvement Fund 77,028 84,179 97,015 121,569 121,569 186,688
Airport 59,679 61,434 55,951 62,174 62,174 76,322
Engineering Service Fund 201,835 220,029 258,291 255,098 255,098 297,505
Materials Management Fund 87,125 91,750 95,486 124,057 124,057 297,422
Fleet Services Fund 95,564 88,196 109,804 115,054 115,054 116,303
Customer Service - - - - - 550,591
Recreation Fund 389,624 421,777 406,660 386,302 386,302 441,149
Facilities Management Fund 163,172 149,381 161,783 193,777 193,777 170,262
Miscellaneous 53,259 65,482 85,312 44,520 44,520 44,520
Use of Reserves - - 821,693 1,159,919 812,171 794,327
Total $11,038,858 $12,532,201 $14,940,371 $17,115,147 $16,767,399 $17,663,037
JUNE 25, 2019 - ID19-1396
Technology ServicesBudget Highlights
Expenses FY 2015-16Actuals
FY 2016-17Actuals
FY 2017-18Actuals
FY 2018-19Budget (1)
FY 2018-19 Estimate (2)
FY 2019-20Proposed
Personal Services $3,890,263 $4,237,601 $4,757,020 $7,095,007 $6,917,631 $7,386,371
Materials & Supplies 111,319 128,780 178,405 394,493 384,630 357,167
Maintenance 2,627,665 3,332,567 3,418,954 4,080,839 3,978,818 5,261,784
Insurance 36,391 8,320 35,309 72,914 71,091 87,517
Miscellaneous 445 656 1,054 6,100 6,100 8,055
Operations 2,054,821 2,682,008 1,929,108 2,266,582 2,209,917 2,629,235
Debt 11,806 15,903 10,450 10,150 10,150 -
Cost of Service 495,491 556,035 576,358 669,228 684,962 899,308
Fixed Assets 1,162,328 1,306,172 4,033,712 2,519,834 2,504,100 1,033,600
Total $10,390,530 $12,268,042 $14,940,371 $17,115,147 $16,767,399 $17,663,037
JUNE 25, 2019 - ID19-1396
(1) The FY 2018-19 budget includes the transfer of 11.00 FTEs from DME.(2) Consolidation of systems in order to reduce maintenance and support costs.
Technology ServicesPosition Summary
Position SummaryFY 2015-16
ActualsFY 2016-17
ActualsFY 2017-18
ActualsFY 2018-19
BudgetFY 2018-19
EstimateFY 2019-20
Baseline
Administration 5.00 6.00 7.00 7.00 6.75 6.75
Infrastructure 4.00 8.00 8.00 8.00 8.00 8.00
Radio/Fiber Communications(1) - - - 11.00 11.00 11.00
Geographic Information Systems 2.00 2.00 2.00 2.00 3.00 3.00
Applications Development 8.00 4.00 4.00 5.00 6.00 6.00
Support Services 8.00 8.00 8.00 8.00 9.00 9.00
Public Safety Support - 1.00 1.00 1.00 1.00 1.00
Regulatory Compliance 1.00 1.00 1.00 3.00 3.00 3.00
Electric Fund Tech Support 8.00 13.00 13.00 10.00 9.00 9.00
Total FTE’s 36.00 43.00 44.00 55.00 56.75 (2) 56.75(1) The FY 2018-19 budget includes the transfer of 11.00 FTEs from DME.(2) The FY 2018-19 estimate includes the addition of 1.75 FTEs in Administration including an Admin IV (0.75) and GIS part-time/seasonal FTE (1.00).
JUNE 25, 2019 - ID19-1396
Technologies Services5 Year Capital Plan
Key Purchases FY 19-20 FY 20-21 FY 21-22 FY 22-23 FY 23-24
Software Licenses Upgrades – Microsoft Retail Licenses $0 $0 $0 $30,000 $0
Server/Storage – Disaster Recovery Refresh, Camera Server/Storage, & Public Safety Redundancy
0 250,000 100,000 0 0
Network Equipment – Firewall Replacements, Solarwinds Netflow & IPAM, Cisco Replacements
0 30,000 100,000 0 750,000
Application Software Upgrades – Laserfiche, Cartegraph, GIS Planimetrics, Anti-Virus, API Gateway, Data Warehouse
0 225,000 225,000 160,000 0
Misc. Equipment Refresh – PC Refresh 0 0 0 0 550,000
Backup Systems – Data Domain (additional nodes) 0 150,000 150,000 0 0
Public Safety Specific – MDC Replacements, Dispatch Recording System, Police Training Facility Laptops & Identix Livescan Fingerprint System
132,600 45,900 126,500 342,600 132,600
Tech Services DME Specific - NERC: Firewall Refresh, Backup Solution
Refresh, Camera Infrastructure Refresh, Storage Refresh, Hardware Upgrades, DME PC Refresh
500,000 200,000 600,000 200,000 700,000
Total $632,600 $900,900 $1,301,500 $732,600 $2,132,600
JUNE 25, 2019 - ID19-1396
Technology ServicesSupplemental Package Summary
Package Title Ranking One-time Cost
Recurring Cost
FY 2019-20 Total Cost
FTEs Vehicles
Public Safety Redundancy 1 130,000 - 130,000 0 0
Public Safety – Axon Interview Room 2 32,595 6,405 39,000 0 0
Public Safety – Identix LiveScan Upgrade 3 37,000 - 37,000 0 0
AntiVirus 4 - 60,000 60,000 0 0
Firewall Replacements 5 150,000 - 150,000 0 0
Kemp Replacement 6 15,000 - 15,000 0 0
Telestaff Professional Services 7 - 12,500 12,500 0 0
Laserfiche Scanning 8 - 75,000 75,000 0 0
Axon Sidearm System 9 43,510 2,490 46,000 0 0
NearMap Aerials 10 - 19,000 19,000 0 0
Permits 11 - 5,000 5,000 0 0
Kronos Hardware 12 - 8,000 8,000 0 0
Smart Cities POC 13 85,000 - 85,000 0 0
Total $493,105 $188,395 $681,500 0 0
JUNE 25, 2019 - ID19-1396
FY 2019-20 Budget Presentation
Questions / Comments
JUNE 25, 2019 - ID19-1396
Public Safety Communications
FY 2019-20 Budget Presentation
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Public Safety CommunicationsAccomplishments•Developed monthly Activity Report to track performance measures consistent with industry standards
•Report monthly to Governance Board on Public Safety Communications activities, performance and resolution of issues identified by consultants and internal assessment
•Developed reporting dashboards for Police, Fire, and Public Safety Communications to track performance data and activity level
• Identified new Computer Aided Dispatch (CAD) vendor
•Remodeled components of Public Safety Communications to improve safety and performance
•Worked with vendors to update current CAD and mapping software
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Public Safety CommunicationsCall Answer Time
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Public Safety CommunicationsCall Answer Time
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Public Safety CommunicationsCall Volume – July 2018 to Feb 2019
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Public Safety CommunicationsBusiest Hour – July 2018 to Feb 2019
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Public Safety CommunicationsCalls for Service by AgencyJuly 2019 to Feb 2019
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Public Safety CommunicationsGoals•Implementation of New Computer Aided Dispatch software – project is currently in the contract phase
•Implementation of P25 compliant digital radio system – project is underway with projected September 2019 completion
•New policy and procedure manual
•Continue improvement of compliance scores on quality assurance reviews performed by Medical Priority on medical calls
•Expansion of Quality Assurance Program
•Updating of training manual
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Public Safety CommunicationsBudget EmphasisRaise Minimum Staffing • Raise shift minimums to 5 personnel
• Radio operators more focused on radio traffic and less on answering phones
• Better customer service due to dedicated call taker position
• Allow supervisors to focus on supervisor duties, training, and quality assurance
Improved Dispatcher Training • Supervisors obtaining required training
• Communications Training Officers obtaining required training
• Emphasis on continuing education to meet licensing requirements
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Public Safety CommunicationsCost Containment Strategies• Complete hiring and training of new personnel in order to increase minimum
staffing and decrease required overtime
• Continual evaluation of scheduling options to minimize overtime while providing effective coverage
• Utilizing free, discounted, local, and on line training opportunities to maximize training funds
• Reentering Class C warrants into the Regional database that had previously been purged due to age - Will aid in the collection of owed fines and bonds
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Public Safety CommunicationsProcess Improvements Completed•Streamlined hiring process to reduce liability and improve efficiency
•Training Coordinator now doing background investigations on Public Safety Communications applicants, freeing up the Police background investigator to concentrate on Police backgrounds and to minimize time spent in hiring process
•Plante Moran consultants reviewed Public Safety Communications and Police Records Division processes and made recommendations for improvement
•Improved training program, including new Daily Observation Reports (DOR) and DOR tracking that meet industry standards
•CAD administrator working on various public safety projects to speed implementation
•Regular meetings with Governance Board, Operations Committee, and Public Safety Technology Workgroup to understand their needs and improve customer service
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Public Safety CommunicationsFuture Process Improvements•Continuation of Governance Board, Operations Committee, and Public Safety Technology Workgroup meetings to continue to meet needs of stakeholders
•Continued improvements to training program to increase job knowledge, improve performance, and increase certification levels
•Continue to work on Plante Moran suggestions for process improvement including more paperless solutions
•Review of processes during CAD implementation to ensure efficiency and compliance with all regulations and standards
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Public Safety CommunicationsRevenue / Expenditures•Public Safety Communications budget separated from Police budget FY2018/2019 so no history of expenditures for prior years
•Found that approximate 6,000 active Denton Class C warrants were no longer in the Regional database due to age purge. This equates to approximately $2.4 million in revenue not being collected through warrant arrests. Many warrants are greater than six years old. All warrants less than six years old are in the process of being reentered into the database
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Public Safety CommunicationsBudget Highlights
Expenses FY 2015-16Actuals
FY 2016-17Actuals
FY 2017-18Actuals
FY 2018-19Budget
FY 2018-19 Estimate
FY 2019-20Proposed
Personal Services - - - $3,267,392 $3,267,392 $3,445,505
Materials & Supplies - - - $8,300 $8,300 $8,593
Maintenance - - - $3,500 $3,500 $3,650
Insurance - - - - - $37,915
Miscellaneous - - - $1,200 $1,200 $1,312
Operations - - - $58,776 $58,776 $67,814
Cost of Service - - - - - $82,061
Total - - - $3,339,168 $3,339,168 $3,633,151
14
Note: This budget was included in the Police Department’s FY 2017-18 budget
JUNE 25, 2019 - ID19-1396
Public Safety CommunicationsPosition Summary
Position SummaryFY 2015-16
ActualsFY 2016-17
ActualsFY 2017-18
ActualsFY 2018-19
BudgetFY 2019-20
Baseline
PSC Division Manager 0 0 0 1 1
PSC Communications Manager 1 1 1 1 1
PSC Supervisor 4 4 4 5 5
PSC Dispatcher 15 20 19 21 21
PSC Training Coordinator 0 0 1 1 1
Management Analyst 0 0 1 1 1
Total FTE’s 20 25 26 30 30
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Public Safety CommunicationsSupplemental Package Summary
Package Title Ranking FY 2019-20 Cost FTE’s Vehicles
Communications FTEs 1 $294,517 3.00 -
Communications Overtime 2 $105,060 - -
Total $399,577 3.00 -
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Questions / Comments
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