City City o of El l Pas aso FY2012 City Managers Proposed Budget - - PowerPoint PPT Presentation

City City o

• f El

l Pas aso

FY2012 City Manager’s Proposed Budget Municipal Clerk

Mission Statement

To deliver quality customer service by promoting ready access to City documents and information, by creating and maintaining accurate records of the City and Municipal Court actions, by providing equitable access to justice in the adjudication

• f cases under Municipal Court’s jurisdiction.

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Municipal Clerk FY10/11 Results

• 99 % of minutes transcribed within 1 week
• Number of voter signatures verified on initiative petitions: 2,886
• Number of board appointments verified: 230
• Number of board member annual financial disclosures: 198
• Number of Elected Officials/Dept Head annual financial disclosures:

50

• Number of ordinances processed: 195
• Number of City Council, Special City Council meetings & LRCs: 74
• Number of ordinances and resolutions scanned: 7,288

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• Implemented E-Parking tickets
• Implemented video arraignments for Mission Valley, expanding to

Pebble Hills and Westside

• Conducted 6 school presentations on traffic safety to area high schools
• Initiated transfer of juvenile cases to Juvenile Probation as mandated by

statute: 92 cases, 62 juveniles from Jan – May

• Assigned community service to 635 juveniles and adults
• Processed open records processed, YTD: 1,772
• Received On-line surveys, YTD: 78
• Processed incoming phone calls at court, Sept - May: 126,279

Municipal Clerk FY10/11 Results

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FY10 (full year) FY11 - May # of Cases Adjudicated 95,422 75,128 # of Dismissal Findings 33,760 29,316 # of Not Guilty Findings 19,531 14,234 # of Found Guilty Findings 16,742 13,303 # of Driving Safety Courses Granted 17,572 12,269 # of Bond Forfeiture Cases 5,826 4,637 # of Deferred Adjudication Cases 1,991 1,369 # of Continuances Granted 96,254 75,023

Trial Courts

Source: Justice Information Management System

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Cases Awaiting Trial

As of July 6, 2011

# of Trial Cases Awaiting a Court Date 27,379 # of Pre-trial Cases Awaiting a Court Date 8,198

Total Number of Trial & Pre-Trial Cases Awaiting a Court Date

35,577 # of Show Cause Hearings Awaiting a Court Date 3,533 To address the cases awaiting a hearing, the judges have agreed to add an additional 250 Pre-trail cases to their docket each week.

Source: Justice Information Management System, 960 Report as of July 6, 2011 6

FY10 (full year) FY11 - May # of Cases Adjudicated 68,504 47,197 # of Cases Dismissed for proof 36,530 25,374 # of Cases Found Guilty 16,316 11,493 # of Driving Safety Courses Granted 15,658 10,330 # of Requests for Bench Trials 43,508 31,662 Video Arraignments: # of Cases Started Aug 2010 1,342 Video Arraignments: # of Defendants 825

Arraignment Court

Source: Justice Information Management System

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FY2012 Priorities/Major Initiatives

OBJECTIVES



Timely and equitable administration of court cases



Increase use of technology, implementation of video arraignments



Promote public access to resolutions, ordinances, court documents and records

PERFORMANCE MEASURES



Minutes of Council meetings recorded and transcribed within 1 week



Process open records/ phone inquiries

IMPACT ON COUNCIL’S STRATEGIC PLAN:

High Performing Customer Service Goal



95.4 % level of customer service satisfaction reflected through customer call back responses and online survey responses; 1,601 customer surveys were conducted and 78

• n-line surveys of website effectiveness have been received through June 17, 2011

BUDGET PRIORITIES



Expand video arraignments to all bond office locations



Implement distribution of warrants to EPPD at Pebble Hills electronically for Jail Annex bookings



RFP for the replacement of JIMS

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Municipal Clerk Organization

Munic icip ipal C l Clerk 1 1 - Dept ept Admin inis istrativ ive Manag anager er Asst Muni uni C Cler erk-Co Courts 1 1 - Rev evenu enue e Proc

• ces

essing g Super upervisor

• r

13 13 - Cus ustomer er Relat ations

• ns R

Reps (Cashi hier er) 1-Accou

• unt

nting ng / / Pay ayrol

• ll C

Cler erk 1 1 - Office M e Manage anager- Cour

• urts

10 10-Senior

• r D

Deput eputy Cour

• urt C

Cler erk 1 1 - Custom

• mer

er Relat ations

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& Billing g Super uper 2-Cus ustom

• mer

er R Relations

• ns

Clerk rk (Collectors rs) ) 1 1 - Warrant ant Super upervisor

• r

1 1 - Office S e Super upervisor –Dat ata P Proces essing ng 1 1 - Office S e Super upervisor Admin in 1 1 - Sent enten encing ng Coordi dina nator

• r

1 1 - Hear earing ng O Officer er 1 1 - Office S e Super upervisor – Crt A Arrangem gement nts Asst Muni uni C Cler erk 1-Admin inistrativ ive Assistant 1-Senior S r Secre retary ry 2-Seni nior

• r O

Office Assistant 2-VOE c clerks 1-Accessib ibil ilit ity Specia iali list 1 1 -Deput eputy C Cour

• urt

Clerk rk . 5 5 -Deput eputy C Cour

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Clerk rk 7 7 –Senior

• r O

Office e Assista tant t 5- Deput eputy C Cour

• urt Cler

erk 1 V 1 Vac acan ancy 8 8 –Senior

• r O

Office e Assistant 7-Dep eput uty C Cour

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Clerk 1-Seni nior

• r O

Office Assistant

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FY 11 Revenue By Location

Revenue By Location Central $4,056,094.74 Jail payments $282,394.28 Mail payments $1,193,907.82 Mission Valley $2,441,698.51 Northeast $3,632,649.67 Pebble Hills $1,940,527.20 Westside $1,242,727.26 Web $3,347,090.36 Scofflaw $287,111.99 TOTAL $18,424,201.83

Revenue By Location

$0.00 $500,000.00 $1,000,000.00 $1,500,000.00 $2,000,000.00 $2,500,000.00 $3,000,000.00 $3,500,000.00 $4,000,000.00 $4,500,000.00 C e n t r a l J a i l p a y m e n t s M a i l p a y m e n t s M i s s i

• n

V a l l e y N

• r

t h e a s t P e b b l e H i l l s W e s t s i d e W e b S c

• f

f l a w Location Revenue

Source: Justice Information Management System as of May 31, 2011

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State & City Revenue Comparison

10,000,000 20,000,000 30,000,000 City Revenue State Revenue Total Revenue City Revenue 13,964,120 10,057,275 10,059,168 State Revenue 10,537,764 8,120,225 8,365,034 Total 24,501,884 18,177,500 18,424,202 FY09 FY10 FY11

Source: Justice Information System through May 31, 2011 11

State & City Revenue Comparison From Sept 1 to May 31

5,000,000 10,000,000 15,000,000 FY10 FY11 FY10 10,057,465 6,733,875 1,386,315 FY11 10,059,067 6,923,132 1,441,984 City Revenue State Revenue Other- Collection

Source: Justice Information Management System

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EPPD Ticket Issuance Comparison By Fiscal Year

Ticket Issuance Trend

50,000 100,000 150,000 200,000 250,000 Sept 1 to May 31 Sept 1 to May 31 Sept 1 to May 31 FY2009 FY2010 FY2011 Period Number of Tickets Traffic Class C Parking

FY2009 FY2010 FY2011 Reduction from FY09 Change from FY09 Sept 1 to May 31 Sept 1 to May 31 Sept 1 to May 31 Difference % change Traffic 212,560 194,893 187,851 (24,709)

• 11.62%

Class C 15,293 15,789 14,530 (763)

• 4.99%

Parking 54,866 51,254 40,107 (14,759)

• 26.90%

Totals 282,719 261,936 242,488 (40,231)

• 14.23%

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FY2012 Proposed All Funds Budget Comparison by Character

APPROPRIATIONS ADOPTED FY11 PROPOSED FY12 % CHANGE PERSONAL SERVICES 3,893,728 3,935,367 1.07% CONTRACTUAL SERVICES 1,489,744 1,187,909

• 20.26%

MATERIALS & SUPPLIES 99,718 153,808 54.24%* OPERATING EXPENSES 273,271 272,025

• 0.46%

NON-OPERATING 67,000 60,000

• 10.45%

INTERGOVERNMENTAL 0.00% CAPITAL OUTLAY 91,000 91,000 0.00% INTERNAL TRANSFERS 0.00% TOTAL BUDGET 5,914,461 5,700,109

• 3.62%

TRANSFERS/GRANT MATCHES 0.00% NET BUDGET 5,914,461 5,700,109

• 3.62%

*Increase in Materials & Supplies is due to Capital Equipment of $54,500 including conference table & chairs for City Council and courtroom pews. 14

FY2012 Proposed General Fund Budget Comparison by Character

APPROPRIATIONS ADOPTED FY11 PROPOSED FY12 % CHANGE PERSONAL SERVICES 3,893,728 3,935,367 1.07 % CONTRACTUAL SERVICES 738,744 436,909

• 40.86 %

MATERIALS & SUPPLIES 24,718 24,308

• 1.66%

OPERATING EXPENSES 273,271 272,025

• 0.46 %

NON-OPERATING 67,000 60,000

• 10.45 %

INTERGOVERNMENTAL 0 % CAPITAL OUTLAY 0 % INTERNAL TRANSFERS 0 % TOTAL BUDGET 4,997,461 4,728,609

• 5.38%

TRANSFERS/GRANT MATCHES 0.00 % NET BUDGET $4,997,461 $4,728,609

• 5.38%

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FY2012 Proposed Authorized Position Count

FY2011 Adopted FY2012 Proposed % Change General Fund 87.20 89.20 2.29% Non – General Fund 0.10 0.10 0.00% Total Authorized Positions 87.30 89.30 2.29 %

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FY2012 Proposed Budget Comparison by Dept Functions

Division/Program FY2011 Adopted FY2012 Proposed % Change Proposed FY11/ Adopted FY 12 City Clerk $ 751,115 $ 467,520

• 37.76%

Administration $ 3,523,924 $ 3,551,167 0.77% Judiciary $ 722,422 $ 764,422 5.81%* Security $ 377,000 $ 377,000 0.00% Technology $ 540,000 $ 540,000 0.00% Total $ 5,914,461 $ 5,700,109

• 3.62%

*Judiciary budget reflects capital equipment budget of $54,500 for city council table & courtroom pews.

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Department Specific Budget Highlights

Variances/Changes from FY11 Adopted



No Elections are scheduled in FY12



Two new positions added:

• 1 Deputy Court Clerk for 24-7, 365 day Warrant Office Division
• 1 Customer Relations Clerk for Internal Collections Division

Reason for Changes: Factors, Budgetary Impact



The additional Warrant Officer Deputy Court Clerk has been added to the evening shift to decrease wait time for EPPD officers in the field, and to decrease EPPD’s usage of overtime spent awaiting warrant verifications and jail processing.



The additional Customer Relations Clerk has been added in response to the Office of Court Administration and State Comptroller’s Office who strongly recommended an increase in our Internal Collection Division staffing to increase internal collection efforts such as payment reminder calls, postcard payment reminder mailings and in person assistance with the completion of payment plan applications so that the Court complies with State standards for collections.

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Municipal Clerk FY10 Comparison Texas Courts

FY10 Cases Filed non Pkg (1,000s) FY11 Staffing FY11 Total Approp (millions) FY10 Total Revenue (millions) Revenue to Expense Ratio Austin 269,415 161.0 $ 12.26 $ 35.07 2:9 Dallas 360,768 178.2 $ 11.60 $ 33.59 2:9 El Paso 282,383 80.1 $ 4.25 $ 22.29 5:2 Ft Worth 355,000 168.5 $ 12.29 $ 25.50 2:1 San Antonio 350,808 184.4 $ 10.92 $ 33.75 3:1

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Judiciary Budget

Operating Budget Status Quo

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Questions Comments

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