C.J. M M 18, 2017 D - HoustonJa'Nice Sparks Finance Department C.J. Messiah, Jr Richard Vella C.J....

17
C.J. MESSIAH, JR. INTERIM DIRECTOR MAY 18, 2017 1

Transcript of C.J. M M 18, 2017 D - HoustonJa'Nice Sparks Finance Department C.J. Messiah, Jr Richard Vella C.J....

Page 1: C.J. M M 18, 2017 D - HoustonJa'Nice Sparks Finance Department C.J. Messiah, Jr Richard Vella C.J. Messiah, Jr. ... • $230,616 for elevator maintenance and repairs under the Kone

C.J. MESSIAH, JR. INTERIM DIRECTOR

MAY 18, 20171

Page 2: C.J. M M 18, 2017 D - HoustonJa'Nice Sparks Finance Department C.J. Messiah, Jr Richard Vella C.J. Messiah, Jr. ... • $230,616 for elevator maintenance and repairs under the Kone

C.J. Messiah, Jr. Interim Director

FTEs: 274.2

Regina PatrickAdministrative Specialist

Property Management,Environmental

FTEs: 170.2

Security Management

FTEs: 20.1

Jacquelyn NisbyChief of Staff

Council Liaison /PIO

Design & Construction,In-House Renovation,

Real Estate

FTEs: 73.2

Finance &Administrative Services

FTEs: 10.7

Ja'Nice Sparks

Finance Department

C.J. Messiah, Jr.Richard VellaC.J. Messiah, JrInterim

Mayor’sDirector of Communications

$1,622,919$47,855,451 $7,914,378$13,273,867

GSD Proposed Budget$ 70,666,615

2

Page 3: C.J. M M 18, 2017 D - HoustonJa'Nice Sparks Finance Department C.J. Messiah, Jr Richard Vella C.J. Messiah, Jr. ... • $230,616 for elevator maintenance and repairs under the Kone

3

Initiative Mayor 's Priority Plan Houston Strategy

Develop Long Term Vision for City Hall Civic Complex. Public Safety; Services & Infrastructure; Sound Financial Management

Provide responsive and efficient public safety services. Ensure that infrastructure accommodates growth and meets community needs. Deliver world class city services in an effective and efficient manner.

Continue to address Facility Condition Assessments (FCA) Priority 1 & 2 building deficiencies.

Services & Infrastructure; Sound Financial Management Ensure that infrastructure accommodates growth and meets community needs.  Improve the City's service delivery infrastructure. Put long‐range financial plan into action.  Deliver world class city services in an effective and efficient manner.

Convert the former HPD Property Room into citywide warehouse.

Services & Infrastructure; Sound Financial Management Ensure that infrastructure accommodates growth. Put long‐range financial plan into action. 

Continue to implement the Project Management Software System to improve project management efficiencies and integrate with other citywide systems.

Services & Infrastructure; Sound Financial Management Improve the City's service delivery infrastructure. Put long‐range financial plan into action.

Develop building standard guidelines and update office furniture standards.

Services & Infrastructure Ensure that infrastructure accommodates growth and meets community needs. 

Continue to evaluate building security, access control, intrusion systems and CCTV security capabilities.

Services & Infrastructure; Sound Financial Management Improve the City's service delivery infrastructure. Deliver world class city services in an effective and efficient manner.

Utilize other department security operations and dispatch to better serve client departments without adding personnel. 

Public Safety; Sound Financial Management Prepare for, mitigate, and effectivelyrespond to emergencies. Deliver world class city services in an effective and efficient manner. Put long‐range financial plan into action. 

Page 4: C.J. M M 18, 2017 D - HoustonJa'Nice Sparks Finance Department C.J. Messiah, Jr Richard Vella C.J. Messiah, Jr. ... • $230,616 for elevator maintenance and repairs under the Kone

4

Initiative Mayor 's Priority Plan Houston Strategy

Develop a Quality Analysis/Quality Control process to ensure each building is maintained to operate at peak efficiency.

Services & Infrastructure; Sound Financial Management Improve the City’s service delivery infrastructure. Put long‐range financial plan into action. 

Continue to develop the Sprocket Work Order System reporting capabilities. Provide accurate work order reporting to ensure facility maintenance and repair needs are addressed in a timely efficient manner, enhance capability to forecast future budget needs for property management.

Services & Infrastructure; Sound Financial Management  Improve the City’s service delivery infrastructure. Put long‐range financial plan into action. 

Develop a 24 hour Operations Center. The fully staffed Operations Center will provide immediate response to the needs of client departments, facility emergencies on  24/7 basis. The Center will provide intrusion alarm monitoring and significantly reduce overtime.

Public Safety; Services & Infrastructure ; Sound Financial Management

Prepare for, mitigate, and effectively respond to emergencies. Improve the City’s service delivery infrastructure. Put long‐range financial plan into action. Deliver world class city services in an effective and efficient manner.

Develop standardized procedures for monitoring of the bayou level during storm incidents. The standard procedure will establish a level at which all storm gates at the facilities will be closed in order to protect City property.

Public Safety; Services & Infrastructure ; Sound Financial Management

Prepare for, mitigate, and effectively respond to emergencies. Improve drainage and flood mitigation. Put long‐range financial plan into action. 

(Continue)

Page 5: C.J. M M 18, 2017 D - HoustonJa'Nice Sparks Finance Department C.J. Messiah, Jr Richard Vella C.J. Messiah, Jr. ... • $230,616 for elevator maintenance and repairs under the Kone

5

Fund FY2016 Actual

FY2017  Budget

FY2017  Estimate

FY2018  Proposed

VarianceFY2018 Proposed/ FY2017 Estimate

%  Change

General Fund 4,265 4,503 6,834 4,513 (2,321) (34.0%)

Project Cost Recovery Fund 3,952  4,476 4,157 4,414 257  6.2%

In‐House Renovation Fund 4,156  4,686  4,686 4,818  132 2.8%Maintenance, Renewal and 

Replacement Fund 14,839  16,249 16,255 19,226 2,971 18.3%

Total 27,212  29,914  31,932 32,971  1,039 3.3%

• ($2,133) for revenue collected for the sale of land at 815 Dorsett Street and 7420 Park Place Blvd; and  release of earnest money pertaining to the sale of 2001 Dairy Ashford (sold in FY2016) 

• ($151) decrease in interest income on the promissory note for the “The Center”(Foundation for the Retarded), which was paid in full on January 11, 2017.

Note:Major revenue changes in the General Fund:

Page 6: C.J. M M 18, 2017 D - HoustonJa'Nice Sparks Finance Department C.J. Messiah, Jr Richard Vella C.J. Messiah, Jr. ... • $230,616 for elevator maintenance and repairs under the Kone

6

Fund FY2016 Actual

FY2017  Budget

FY2017  Estimate

FY2018  Proposed

VarianceFY2018 Proposed/ FY2017 Estimate

%  Change

General Fund 40,706 41,276 41,276 42,209 933 2.3%Project Cost 

Recovery Fund 3,952  4,476 4,157 4,414 257  6.2%In‐House 

Renovation Fund 4,156  4,686  4,686 4,818  132 2.8%Maintenance, Renewal and 

Replacement Fund 14,027  16,249 16,249 19,226 2,977 18.3%

Total $62,841  $66,687  $66,368 $70,667  $     4,299  6.5%

Page 7: C.J. M M 18, 2017 D - HoustonJa'Nice Sparks Finance Department C.J. Messiah, Jr Richard Vella C.J. Messiah, Jr. ... • $230,616 for elevator maintenance and repairs under the Kone

7

FY2018 General Fund Budget Expenditures Net Change to FY2017 Current Budget

FY2017 Current Budget Operating Budget $ 28,737,089 Restricted Budget 12,538,657

FY2017 Current Budget $ 41,275,746 Explanation of FY2018 Incremental Increase/(Decrease)

Operating Budget AdjustmentsBudget reduction initiatives $ (391,923)Personnel budget utilization savings (55,863)

Subtotal Operating Budget Adjustments $ (447,786)

% Change from FY17 Operating Budget (1.6%)Contractual or Mandated Adjustments: Pension Allowance $ (208,587)Health Benefits 39,156 HOPE Allowance 161,513 Contract Escalation 197,759 Rental Increases 159,854 Electricity 827,912 Natural Gas 160,275 Other Restricted Accounts 42,953

Subtotal Contractual/Mandated Increases $ 1,380,835

FY2018 Proposed Budget

Operating and Contractual Adjustments $ 933,049

FY2018 Proposed Budget $ 42,208,795

% Change from FY17 Current Budget 2.3%

Page 8: C.J. M M 18, 2017 D - HoustonJa'Nice Sparks Finance Department C.J. Messiah, Jr Richard Vella C.J. Messiah, Jr. ... • $230,616 for elevator maintenance and repairs under the Kone

8

Variance 933,049

FY2018 Proposed Budget 

$42,208,795

FY2017 Estimate 

$41,275,746

• ($447,786) decrease as approved in GSD’s budget reduction submission.

• $161,513 to support HOPE allowance. 

• $197,759 to support contract escalation costs for janitorial, refuse disposal and  landscaping.

• $159,854 to support lease rental increases.

• $861,709 increase due to various restricted account escalations; e.g., electricity and natural gas cost.

Page 9: C.J. M M 18, 2017 D - HoustonJa'Nice Sparks Finance Department C.J. Messiah, Jr Richard Vella C.J. Messiah, Jr. ... • $230,616 for elevator maintenance and repairs under the Kone

• $400,000 to replace inoperable CCTV, Alarm, and Access Control Equipment at various city facilities.

• $1,700,040 to add 1200 Travis Headquarters and garage to the existing contract with TDIndustries, Inc. for facility operations, maintenance and repair services.

• $230,616 for elevator maintenance and repairs under the Kone Elevator Maintenance and Repair Services contract, due to aging elevator systems.

• $164,561 to address existing deferred maintenance on generators.

• $388,170 for maintenance and repairs for HVAC systems including chillers, boilers and air handler units  due to the end of their life cycle.

• $93,074 to support Health Benefits rates and HOPE allowance.

VARIANCE$2,976,461

FY2018 Budget 

$19,225,803

FY2017 Estimate

$16,249,342

9

Page 10: C.J. M M 18, 2017 D - HoustonJa'Nice Sparks Finance Department C.J. Messiah, Jr Richard Vella C.J. Messiah, Jr. ... • $230,616 for elevator maintenance and repairs under the Kone

VARIANCE$256,610

FY2018 Budget 

$4,414,070

FY2017 Estimate$4,157,460

VARIANCE$132,273

FY2018 Budget 

$4,817,947

FY2017Estimate $4,685,674

The increase in this fund is due to the planned renovation of two fire stations (Fire Stations 31 and 43) in the CIP Plan as compared to one station.

The increase in this fund includes the annualized cost of five vacant positions approved in the FY2017 Adopted Budget.

Project Cost Recovery Fund ‐ 1001

In‐House Renovation Fund ‐ 1003

10

Page 11: C.J. M M 18, 2017 D - HoustonJa'Nice Sparks Finance Department C.J. Messiah, Jr Richard Vella C.J. Messiah, Jr. ... • $230,616 for elevator maintenance and repairs under the Kone

11

GSDDirector

FTEs: 274.2

Property Management,Environmental

FTEs: 170.2

Security Management

FTEs: 20.1

Design & Construction,In-House Renovation,

Real Estate

FTEs: 73.2

Finance &Administrative Services

FTEs: 10.7

Janitorial / Operations

Preventive, Corrective and

Predictive Maintenance

Routine and Emergency Repairs

HVAC, Mechanical, Electrical

and Plumbing Repairs

Environmental Services

Asbestos/Lead/Mold/

Abatement/Demolition

Soil Remediation

Underground Storage

Tank Removal/Installation

Access Control

Badging

CCTV

Investigations

Security Guard Services

Security Assessments

Preventive Maintenance Cyber-Lock Electronic Key Program

CIP Planning

Capital Design &

Construction Projects

Construction Inspections

Civic Art Administration

Job Order Contracting

Task Order Contracting

In-House Planning / Design

In-House Renovation

Real Estate

Acquisition

Disposition

Leasing

Financial Services

Budgeting

Reporting

Payables

KPI Reporting

Energy usage/cost citywide

reporting

Administrative Services

Director’s Office

$1,622,919$47,855,451 $7,914,378$13,273,867

$70,666,615

Page 12: C.J. M M 18, 2017 D - HoustonJa'Nice Sparks Finance Department C.J. Messiah, Jr Richard Vella C.J. Messiah, Jr. ... • $230,616 for elevator maintenance and repairs under the Kone

12

Page 13: C.J. M M 18, 2017 D - HoustonJa'Nice Sparks Finance Department C.J. Messiah, Jr Richard Vella C.J. Messiah, Jr. ... • $230,616 for elevator maintenance and repairs under the Kone

13

• DEMOGRAPHIC PROFILE

• BUILDING PORTFOLIO

• OVERVIEW OF ALL FUNDS

• PERFORMANCE MEASURES

Page 14: C.J. M M 18, 2017 D - HoustonJa'Nice Sparks Finance Department C.J. Messiah, Jr Richard Vella C.J. Messiah, Jr. ... • $230,616 for elevator maintenance and repairs under the Kone

14

5220%

9035% 99

38%

156%2

1%

EMPLOYEE ETHNICITY PROFILE

White African American Hispanic Asian Other

18471%

7429%

EMPLOYEE GENDER PROFILE

Male Female

020406080100

White African American Hispanic Asian OtherMale 45 57 69 11 2

Female 7 33 30 4 0

Total 52 90 99 15 2

EMPLOYEE ETHNICITY AND GENDER PROFILE

Page 15: C.J. M M 18, 2017 D - HoustonJa'Nice Sparks Finance Department C.J. Messiah, Jr Richard Vella C.J. Messiah, Jr. ... • $230,616 for elevator maintenance and repairs under the Kone

15

Average Age of Buildings

City Building Characteristics City of Houston Nationwide *

Average Age 38 42

Median Date Built 1978 N/A

Built before 1950 4% 28%

Built between 1950 and 1969 30% 45%

Built between 1970 and 1984 33% 17%

Built after 1985 33% 10%*2012 Parsons Facilities Condition Assessment Report

050100150200250300350

FY2009 FY2010 FY2011 FY2012 FY2013 FY2014 FY2015 FY2016 FY2017

300 304 302 318 318 318 333 332 316

172.5 170.2 161.4 153 151.1 151.6 160 158 151.4

FTEs vs. Properties

Properties FTE's

Page 16: C.J. M M 18, 2017 D - HoustonJa'Nice Sparks Finance Department C.J. Messiah, Jr Richard Vella C.J. Messiah, Jr. ... • $230,616 for elevator maintenance and repairs under the Kone

Fund Customer Measures FY2016 Actual

FY2017 Budget

FY2017 Estimate

FY2018 Budget

1000 Building Operations Work Orders Completed 4,415 3,300 3,009 3,300

2105 Maintenance Work Orders Completed 23,301 18,500 18,850 18,500

1000 Card Access Changes Processed 51,484 22,600 23,738 18,000

1000 City Identification Badges Processed 9,036 7,200 7,295 6,400

1000 Special Events Requiring Security Staffing 95 80 56 55

Business Process Measures

1000 Environmental Projects Completed 204 200 185 200

1001 Job Order Contract/Task Order Contract Projects 203 285 246 280

1003 Build‐Out Projects and Facility Improvements/Repairs 101 64 78 65

1003 Facility Condition Assessment (FCA) Repairs 7 13 6 10

2105 Facility Conversion Cyber Locks Installed 36 10 8 12

2105 Facility Security Equipment Assessments 0 20 27 24

16

Page 17: C.J. M M 18, 2017 D - HoustonJa'Nice Sparks Finance Department C.J. Messiah, Jr Richard Vella C.J. Messiah, Jr. ... • $230,616 for elevator maintenance and repairs under the Kone

$42,208,79559.7%

$4,414,0706.2% $4,817,947

6.8%

$19,225,80327.2%

$70,666,615

$41,275,74661.9%

$4,476,1716.7%

$4,685,6747.0%

$16,249,34224.4%

Fund 1000 ‐ General Fund Fund 1001 ‐ Project Cost Recovery Fund 1003 ‐ In‐House Renovation Fund 2105 ‐ MRR

$3,979,682

$66,686,933

FY2017 Current Budget FY2018 Proposed Budget

17