The goal of Management Services is to ensure that all City Council priorities, policies, and programs aresuccessfully implemented and effectively managed. Through direction and coordination of City departments,Management Services ensures proper administration of all City functions and responds in a timely fashion to CityCouncil and citizen requests through the following actions:
Goals
• Implementing and executing the policies set by the City Council and performing the duties and responsibilitiesspecified in the City Charter to ensure economic, environmental, and cultural prosperity throughout thecommunity.
• Supporting, promoting, initiating and monitoring legislation that strengthens and protects the City’s interests.• Providing thorough and timely assistance to Mayor and Council including managing agendas for Council work
sessions, Council subcommittees, and regular Council meetings.• Prevent or lessen the loss of life and property from the effects of major emergencies and disasters.• Return the community including individuals, businesses and government to normal following a major
emergency or disaster by restoring utilities, removing debris, and moving displaced people from emergencyshelters to long-term housing as quickly as possible.
To help the department track how well the goals are being met, key indicators have been developed along withappropriate performance measures.
Key Indicators
The key indicators used by the Management Services Department include:
• Percentage of positive outcomes at state and federal levels.• Timely preparation of Council agenda packet.• Percentage of survey responses that rate overall Office of Emergency Management as good or excellent.
Business Plan
The Proposed Budget contains a number of actions supporting the goals of the department:
Salary Increases for PersonnelThe continuation of the Pay for Performance Program and increased benefit contribution is included in the amountof $111,116 in the Proposed Budget. These increases maintain the current service levels and support each of thedepartmental goals.
Emergency ManagementThe Office of Emergency Management (OEM) moved organizationally from the Fire Department into ManagementServices Department in FY1999-00 and the budget was transferred in FY2000-01. The FY 2000-01 ApprovedBudget transferred a total of five (5) FTEs (one in the General Fund and four in the Special Revenue Grant Fund)to the Support Services Fund along with operational costs including grant funding for OEM and the EmergencyOperations Center (EOC). The EOC directs emergency resources for up to one hundred emergency responseproviders during emergency activation operations including all City departments. The 2001–02 Proposed Budgetcontinues this service at current levels.
Management Services —2001-2002
Governmental RelationsThe 77th Legislature of the State of Texas convened January 2001. The Governmental Relations office has beenmonitoring legislation that affects the City of Austin. The Proposed Budget eliminates $215,999 added in FY2000-01 for the legislative session, while adding $62,631 for a Research Analyst transferred from theWater/Wastewater department. This program will continue to enhance working relationships with state andfederal legislative decision-makers and to participate in interim legislative studies and committee hearings.
The department has monitored legislative activity in the following priority areas of the City in the 77th Session:
• Land development regulation• Electric utility deregulation• Water rights• TNRCC sunset legislation• Telecommunications/Franchise fees• Annexation/ETJ legislation• Revenue issues
Police Oversight MonitoringThe Proposed Budget adds $369,166 which includes five (5) FTEs to provide services in accordance with theagreement approved in March, 2001.
Support ServicesThis program provides general administration, financial monitoring and training support for the department. Theproposed reductions primarily focuses on training and travel associated with City business and educationaltraining.
Management Services —2001-2002
Significant Revenue and Expenditure Changes by Program
Expenditure Changes Dollars FTEs
1. City-WideThe Proposed Budget includes $61,692 for salary increases associated withPay for Performance in 2002, and $30,644 for incremental costs of Pay forPerformance in 2001.
$92,336
An additional $18,780 has been included in the Proposed Budget for anticipatedchanges in health contributions.
$18,780
2. Support ServicesThe Proposed Budget provides for a continuation of the City Hall technologyplan for leasing two computers, $4,000, and $6,000 for hardware maintenance.
$10,000
3. Government RelationsThe Proposed Budget transfers one position from Water/Wastewater andincreased the budget by $62,631 to serve as a Senior Management Analyst inthe Governmental Relations Office.
$62,631 1.00
The Proposed Budget reduces the available funding for legislative contracts by $215,999.
($215,999)
4. Police Oversight Monitoring$369,166 is included in the FY01-02 Proposed Budget for full-year funding ofthe Police oversight monitoring along with five positions and other operatingcosts.
The purpose of the Emergency management program is to provide coordination and leadership to the City of Austin and other involved agencies so they can mitigate, prepare for, respond to, and recover from major emergencies and disasters.
Total $0 0.00 $404,183 3.10 $338,449 2.30 $408,947 2.50
Percentage of agency representatives that rate EOC operations as good or excellent.
97% 90% 97%
Percentage of agency representatives that rate OEM recovery coordination as good or excellent
90% 90% 90%
Percentage of the public that know what to do to preserve their lives and property during major emergencies
70% 70% 70%
Management Services-2001-02
4PMI
Program Name: EMERGENCY MANAGEMENT
Preparedness / MitigationActivity:Activity Code:
The purpose of the mitigation and preparedness activity is to provide information, coordination, communications tools, and planning to City departments, public agencies, news media and the public to prevent or lessen the impact of major emergencies and disasters.
This activity became part of Management Services in FY 2001.
Coordinate the development and implementation of comprehensive plans and procedures; coordinate the development and conduct exercises and training programs; equip and maintain the Emergency Operations Center; manage the
Activity History and Description:
Activity Objective:
Services of the Activity:
Requirements and FTE2001-02
Actual Amended Estimate Proposed1999-00 2000 -20012000 -2001
EfficiencyCost of public outreach service per person reached
$20.61 $13.25 $25.10
EfficiencyCost per plan or procedure $28,182 $26,505 $33,469
OutputNumber of individual plans or procedures developed
4 6 6
OutputNumber of people reached by the OEM public outreach program or the calendar
10,318 12,000 8,000
ResultPercentage of agency representatives who rate the EOC facility and systems as good or excellent
94% 99% 95%
ResultPercentage of the agency representatives who rate OEM planning and coordination services as good or excellent
91% 99% 94%
ResultPercentage of the public that know what to do to preserve their lives and property during major emergencies
70% 70% 70%
$0 $64,135 $64,135 $64,135Expense Refunds
$0 $212,657 $159,033 $200,817Support Services Fund
$0 $276,792Total Requirements $223,168 $264,952
0.00 2.40 1.80 2.00Full-Time Equivalents
Management Services-2001-02
4PMI
Program Name: EMERGENCY MANAGEMENT
Preparedness / MitigationActivity:Activity Code:
AWACS paging team; apply for and manage state and federal grants; apply for and manage Project Impact; coordinate the design and maintenance of the OEM website; public outreach; public calendar; provide surveys or reviews of facilities; serve as key member of 911-RDMT; chair and administer the Interagency Disaster Council and Counter-Terrorism Planning Group; conduct hazard-specific coordination meetings; implement recommendations contained in After Action Reports; provide specific communications tools and systems that enhance the flow of information among agencies.
The decrease in the estimated number of public outreach is due to the possible reduction in the corporate sponsorships of the calendar production.
Steve Collier 512-370-8861
Changes in Requirements and Performance Measures:
Responsible Employee:
Management Services-2001-02
4RCV
Program Name: EMERGENCY MANAGEMENT
RecoveryActivity:Activity Code:
The purpose of recovery is to provide coordination and information for City of Austin departments, public agencies, news media, and the public in order to return the community to normal as soon as possible after a major emergency or disaster.
This activity became part of Management Services in FY 2001.
Conduct damage assessments and compile disaster response costs; coordinate debris removal; apply for and manage FEMA disaster relief grants; coordinate establishment of community Disaster Assistance Centers; coordinate community economic recovery; coordinate community mental health debriefings; conduct post-emergency response reviews and develop After Action Reports.
Substantially the same.
Steve Collier 512-370-8861
Activity History and Description:
Activity Objective:
Services of the Activity:
Changes in Requirements and Performance Measures:
Responsible Employee:
Requirements and FTE2001-02
Actual Amended Estimate Proposed1999-00 2000 -20012000 -2001
EfficiencyCost per recovery incident $6,973 $1,237 $3,553
OutputActual number of incidents that result in a significant recovery effort
1 1 1
ResultPercentage of agency representatives that rate OEM recovery coordination as good or excellent
90% 90% 90%
$0 $2,086 $0 $2,086Expense Refunds
$0 $6,973 $1,237 $3,553Support Services Fund
$0 $9,059Total Requirements $1,237 $5,639
0.00 0.10 0.00 0.00Full-Time Equivalents
Management Services-2001-02
4RES
Program Name: EMERGENCY MANAGEMENT
ResponseActivity:Activity Code:
The purpose of response is to provide emergency information and warning to the public, City departments and public agencies so they can effectively react to emergencies and disasters.
This activity became part of Management Services in FY 2001.
Activate and manage the EOC; monitor potential emergency conditions; provide emergency information and warning to the public directly or through the news media; provide support for special emergency operations.
Substantially the same.
Steve Collier 512-370-8861
Activity History and Description:
Activity Objective:
Services of the Activity:
Changes in Requirements and Performance Measures:
Responsible Employee:
Requirements and FTE2001-02
Actual Amended Estimate Proposed1999-00 2000 -20012000 -2001
Total $1,076,204 5.10 $1,566,001 4.50 $1,351,583 6.90 $1,869,209 11.90
City has 90% of success rate for key bills during Legislative Session
N/A 90% 90%
Favorable responses on the Management Services Customer Service Report regarding satisfaction with the agenda process
70%
Management Services-2001-02
4AGF
Program Name: MANAGEMENT SERVICES
Agenda PreparationActivity:Activity Code:
To ensure staff accessibility and responsiveness in relation to agenda items to citizens, Mayor and Council Members and their staff through an attitude of helpfulness. To communicate in a timely manner.
The City Manager and Assistant City Manager have the responsibility to to provide assistance to Mayor and Council and citizens in relation to the Agenda process. This includes but not limited to, providing information, promoting communication, and fostering productive working relationships between staff, citizens and Mayor/Council.
Texas Open Meetings Act.
Activity increase due to the time allocation and cost for the preliminary agenda position in this activity.
Joe Canales 512-974-2200
Activity History and Description:
Activity Objective:
Services of the Activity:
Changes in Requirements and Performance Measures:
Responsible Employee:
Requirements and FTE2001-02
Actual Amended Estimate Proposed1999-00 2000 -20012000 -2001
EfficiencyCost per labor hour per week $24.45 $11.85 $22.92
OutputLabor hours per week devoted to agenda process
38 80 80
ResultFavorable responses on the Management Services Customer Service Report regarding satisfaction with the agenda process
70%
$81,623 $48,315 $49,302 $95,335Support Services Fund
$81,623 $48,315Total Requirements $49,302 $95,335
1.50 0.90 2.00 2.00Full-Time Equivalents
Management Services-2001-02
4GNR
Program Name: MANAGEMENT SERVICES
Governmental RelationsActivity:Activity Code:
Government Relations is comprised of three areas:
State Relations - Austin’s lobby team, including contract lobbyists, advances Austin’s interests during legislative sessions, and during the interim as legislative committees develop reports for the coming session. This area also establishes strong relationships within the Legislature, the State and the region to promote Austin's interests. It actively participates in statewide Texas Municipal League (TML) functions and in meetings of a coalition of major Texas cities' staffs during the sessions.
Federal Relations - This area works with our congressional delegation and the Texas Cities Legislative Coalition (TCLC, a coalition of four Texas Cities). Austin and TCLC participate with the National League of Cities and the U.S. Conference of Mayors to influence legislation for Austin's benefit. this area responds to grant opportunities from which the City may benefit, and works for Austin's interest before Federal agencies.
Regional Relationships - This activity develops strong cooperative alliances and coalition building with neighboring jurisdictions and other local
Activity History and Description:
Requirements and FTE2001-02
Actual Amended Estimate Proposed1999-00 2000 -20012000 -2001
Promote City's interests at state and federal levels.
government entities to strengthen and protect the region, and thereby, Austin. This area has been actively working with several jurisdictions and institutions over the last few years including TML Region 10 and the Alliance of Mayors. It provides administrative support to the City of Austin/Travis County Joint Subcommittee as well as the City of Austin/AISD Joint Subcommittee.
Activity decrease is attributed to a reduction of $215,999 in legislative contracts, offset by the transfer in of 1 FTE from W/WW at cost of $62,631. Budget includes rent cost of new offices $45,000.
The purpose of the Support Services program is to provide operational support to the department so they have the necessary tools to perform their jobs.
$33,401 0.40 $79,408 0.60 $79,298 0.60 $58,645 0.60Personnel / Training
Total $1,974,361 24.90 $1,992,425 22.40 $2,026,413 20.80 $1,972,655 21.60
Employee turnover rate 8% 8% 8%
Lost time rate 0% 0% 0%
Percent of reporting deadlines met 100%100% 100% 100%
Percent variance of CYEs to actual expenditures
N/A N/A N/A
Percent variance of CYEs to actual revenue
N/A N/A N/A
Personnel Action Form (PAF) error rate
0% 10% 0%
Management Services-2001-02
9ADM
Program Name: SUPPORT SERVICES
Administration and ManagementActivity:Activity Code:
The purpose of the Administration and Management activity is to provide administrative and managerial support to the department in order to produce more effective services.
Includes general administration, strategic planning, staff meetings and departmental administration.
Staff and Council meetings supportBoard and commission supportBusiness plans and performance measures developmentSecretarial/clerical supportSubscriptions and membership processingSurvey development and response
Activity History and Description:
Activity Objective:
Services of the Activity:
Requirements and FTE2001-02
Actual Amended Estimate Proposed1999-00 2000 -20012000 -2001
Administration and ManagementActivity:Activity Code:
Management including costs
Reductions in this Program include travel-city business, along with food/ice. Increases related to the internal reallocation of staff and the incremental increase of pay for performance.
The purpose of the Financial Monitoring/Budgeting activity is to produce financial and budgetary information and reports for the department to ensure appropriate allocation, utilization and control of City resources in compliance with City other financial
Provide for the development of the annual budget and monitoring of expenditures to achieve a balanced budget.
Department budget (operating and CIP) developmentCYE DevelopmentAccounts receivableFive-year forecast developmentTravel processing
Substantially the same.
Joe Canales 512-974-2200
Activity History and Description:
Activity Objective:
Services of the Activity:
Changes in Requirements and Performance Measures:
Responsible Employee:
Requirements and FTE2001-02
Actual Amended Estimate Proposed1999-00 2000 -20012000 -2001
ResultPercent of reporting deadlines met 100% 100% 100% 100%
ResultPercent variance of CYEs to actual expenditures
N/A N/A N/A
ResultPercent variance of CYEs to actual revenue
N/A N/A N/A
$0 $6,325 $6,325 $6,325Expense Refunds
$128 $22,397 $5,512 $15,184Support Services Fund
$128 $28,722Total Requirements $11,837 $21,509
0.00 0.40 0.30 0.30Full-Time Equivalents
Management Services-2001-02
9TRN
Program Name: SUPPORT SERVICES
Personnel / TrainingActivity:Activity Code:
The purpose of the Personnel/Training activity is to provide personnel safety-related activities and training opportunities for the department to recruit, hire, compensate, train and retain a skilled, diversified and safe workforce in compliance with established policies and procedures.
This program is in place to recruit and hire qualified personnel and train current staff to meet SSPR requirements.
Timesheet completion and processingHiring and recruitingWorkers compensation claim processingGrievance-related activities
Activity History and Description:
Activity Objective:
Services of the Activity:
Requirements and FTE2001-02
Actual Amended Estimate Proposed1999-00 2000 -20012000 -2001
EfficiencyPersonnel cost per FTE $96.83 $179.81 $208.90 $137.47
EfficiencyTraining cost per FTE $2,600 $1,882 $2,192 $$1,443
OutputNumber of employee injuries 0 0 0
OutputTotal cost of personnel administration $2,905 $7,732 $6,267 $4,949
OutputTotal training cost $78,028 $80,933 $65,767 $51,938
ResultLost time rate 0% 0% 0%
ResultPayroll error rate <1%
ResultPercent of resignations leaving the City that complete exit interview
90% 100% 100%
ResultPersonnel Action Form (PAF) error rate
10% 0% 0%
$0 $1,758 $7,264 $1,758Expense Refunds
$33,401 $77,650 $72,034 $56,887Support Services Fund
$33,401 $79,408Total Requirements $79,298 $58,645
0.40 0.60 0.60 0.60Civilian
0.00 0.00 0.00 0.00N/A
0.40 0.60 0.60 0.60Full-Time Equivalents
Management Services-2001-02
9TRN
Program Name: SUPPORT SERVICES
Personnel / TrainingActivity:Activity Code:
Employee counseling up to and including terminationPayroll inputPay check/stub distribution and correctionBenefits administration PAF processing providing training and facilitationAttending outside training and related travel (training)Safety evaluationConducting exut interviews and SSPR related activites.
Reduction in the amount of funding for seminar fees paid to outside agencies and travel for staff development.
Joe Canales 512-974-2200
Changes in Requirements and Performance Measures:
Responsible Employee:
Management Services-2001-02
9REQ
Program Name: TRANSFERS & OTHER REQUIREMENTS
Other RequirementsActivity:Activity Code:
To account for other departmental requirements that occur at the fund level including pay for performance
Pay for Performance and Market adjustments will be distributed to activities by position.
To account for other departmental requirements that occur at the fund level including Pay for Performance.
Pay for Performance amounts are distributed to the activity level for the approved budget. There are not any additional requirements budgeted in the Other Requirements activity for FY 2001-02 Proposed Budget.
Lynn Sissney 512-974-2619
Activity History and Description:
Activity Objective:
Services of the Activity:
Changes in Requirements and Performance Measures:
Responsible Employee:
Requirements and FTE2001-02
Actual Amended Estimate Proposed1999-00 2000 -20012000 -2001
