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Spring 2018 Session / Class 2March 15, 2018
Alexandria City Academy
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Office of Voter Registration & Elections
Anna LeiderGeneral Registrar
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Office Organization
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Voter Registration Activity
Data Source* 2017 2016 2015
DMV Transactions 47,357 28,061 10,301
In-Person (at office, polls) 2,331 5,704 1,738
Online Applications 3,446 22,556 4,191
By Mail-State Form 590 2,732 1,609
By Mail-Fed/Nat’l Form 1,078 3,102 699
USPS-Confirmations 2,493 2,772 5,233
Voter Registration Drive 1,302 9,632 507
Total 58,597 74,559 24,278
Total Active Registered Voters: 92,599 (as of 2.8.18)
*These numbers include duplicate registrations, for example, voters who submit a new registration form that contains no new information.
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Voter Registration ActivityRegistration Transactions* 2017 2016 2015New Virginia Registrations 6,499 15,494 4,684Moves within Alexandria 3,468 4,543 2,552Transfers w/in VA into Alex. 5,810 8,969 3,296
Total 15,777 29,006 10,532Transfers w/in VA out of Alex. 5,938 9,370 3,703Out-of-State Cancellations 3,885 2,268 2,691NVRA Purge of “Inactives” 4,459 0 4,204Death Cancellations 611 417 530Felony Cancellations 35 134 46Registration Denials 1,511 1,695 662
Total 16,439 13,884 11,836
*These numbers do not include duplicate registrations, for example, voters who submit a new registration form that contains no new information.
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Voter Registration List Maintenance
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Precincts and Polling Places
• Twenty-Eight Voting Precincts • Three School Board Districts
• Three State Senate and Two House of Delegates Districts
• Legal Requirements• Public Buildings
When “Practicable”
• Between 500 and 5000Registered Voters
• Fully ADA Accessible
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Voting Equipment and Ballots
• Design Ballot and Submit for Approval
• Conduct “Logic and Accuracy” Test on all Equipment to be Used in Election
• Keep Voting Equipment Secure
• Order Ballots
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Election Officer Recruitment and Training
• Recruit Election Officers
• Assign to Precincts• 180 EOs for Primary Election
• 300 EOs for General Election
• 480 EOs for Presidential Election
• Update Training Manual
• Conduct Training Sessions
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Election Officers Wear Many Hats
• Voter Information Officer
• Pollbook Officer
• Ballot Officer
• Booth Monitor
• Voting Machine Monitor
• Help Desk/FormsSpecialist
• Equipment Specialist
• Chief Election Officer
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Absentee Voting
• Begins 45 Days Prior to Election
• May Vote Absentee In Person or By Mail
• Must Have a Qualifying Reason• Away on Election Day due to
personal business, work, school or vacation
• Unable to go to the polls due to illness or disability
• First Responder
• Active Duty Military
• Reside Overseas
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Election Day
Election Day• Open Office at 4:30 a.m.• Answer Calls from Voters and
Election Officers• Resolve complicated voter eligibility questions• Assist with equipment issues
• Close Polls at 7:00 p.m.• Post Election Results• Receive Equipment from Chiefs
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Other Activities
• Create Voter Photo IDs (and Temporary IDs)
• Verify Candidate Paperwork and Petitions
• Review Campaign Finance Reports for Local Candidates
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Performance Measures
Presidential Election vs. June Primary
Pre-election pizza consumption isour most accurate measure of
performance and accountability
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alexandriava.gov/Elections
• Register to Vote (or Update Your Information)
• Check Your Voter Registration Status
• Apply for an Absentee Ballot
• Check Your Absentee Ballot Status
• View Election-Specific Information• Sample Ballots
• Voter Registration Deadlines
• Absentee Voting Deadlines
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alexandriava.gov/Elections
• Find Your Polling Place
• View Election Results(Dating Back to 1963)
• View Campaign Finance Reports
• Sign Up to Become an Alexandria Election Officer
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Questions?
Office of Voter Registration & Elections132 North Royal Street, #100
Alexandria, VA 22314703.746.4050
Anna Leider, General [email protected]
alexandriava.gov/Elections
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Department of General Services
Jeremy McPikeDirector
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What doesGeneral Services do?
General Services manages, maintains and operates City assets, and provides logistical support to
other City departments and agencies.
We operate so they can operate.
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Vision Statement
“General Services leadership is committed to excellence in customer
service, quality management, innovative solutions, and effective
teamwork.”
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Mission Statement
The Department of General Services provides exceptional
management for the City’s Real Estate, Property, Fleet and Support
Services.
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General Services: We are …
• Facilities managers• Construction managers• Fleet managers• Energy managers• Post office/Copy shop operators• Landlords• Event logistics specialists• Farmers’ Market managers
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Department FY 2018General Fund
Operating Budget: $14.33M
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FY 2018 Department Staffing: 72
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At a Glance: Facilities Management
• The Department manages & operates 2.3 million ft of City-owned space:• Libraries• Public Health, Social Services
Facilities• Recreation Centers• Historical, Cultural Facilities • General Use Facilities• Public Safety, Judicial Facilities
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Building Assessments• In FY 2015, General Services began utilizing technical
experts to assess facilities and their components.
• This assessment provides a framework for long term planning, decision making and budgeting for capital replacement based on each building’s Facility Condition Index (FCI).
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• The Department plans acquisition, maintains, and provides fueling for over 950 vehicles and equipment:• Police/Sheriff Vehicles & Motorcycles;• Sedans (incl. hybrids);• Pick-ups, Vans, & SUV’s (incl. hybrids);• Large Trucks & Buses;• Refuse/Recycling Trucks; and• Public Works Equipment & Trailers
At a Glance: Vehicle Operations & Maintenance
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• Energy acquisition• Process/audit/pay 7K+ City util. bills/yr.• Advanced analytics & reporting to track, identify, and
measure energy performance & savings opportunities• Implement energy efficiency & renewable energy capital
projects• Engineering, technical support, & green building solutions to
City depts. • Energy assurance for critical infrastructure & community
well-being• Community energy programs & education to benefit your
home & Alexandria businesses
At a Glance: Energy Management
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At a Glance: Additional Services
• Print & Mail Services• Support Services & Event Logistics• Lease Management & Real Estate Disposition
• Old Town Farmers’ Market
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Current Major Capital Improvement Projects
• City Hall- extensive renovation beginning with structural repairs.
• Market Square Plaza Feasibility Study -long range plan to repair and repurpose Market Square
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Current Major Capital Improvement Projects
• New Patrick Henry School and Recreation Center - Early site development in progress.
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Current Major Capital Improvement Projects
• Fire Station 203- design and construction of new Fire Station. Currently in Design.
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Completed Capital Improvement Projects
• Chinquapin Recreation Center-newroof and HVAC equipment
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Questions?Department of General Services
421 King St., Suite 220Alexandria, VA 22314
703.746.4770
alexandriava.gov/GeneralServices
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Information Technology Services
Vanetta PledgerCIO / Director
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Information Technology Services
Administration
EBBS(Applications/ Databases)
Emerging Technologies
(Websites/ GIS)
CyberSecurity
Service Desk
Network Management
Enterprise Project
& Portfolio Management
EnterpriseIT
Services
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What do we do?
Support & maintain City staff PC’s &
mobile technologies
Support & maintain the
City’s applications, websites, and
associated databases
Support & maintain the City’s I-NET and Data Centers
Assist City departments in deploying
new technologies and product
lifecycle management
Use IT Security Best Practices to protect the City’s data
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AdministrationITS strategic planning, financial management, procurement, and employee engagement
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Enterprise Project & Portfolio Management Projects
begin and end
here
Collaboration
Enterprise Project Management
Portfolio ManagementExecutives &
Portfolio Managers
Project Team Members
PMO, Resource & Project Managers
o Demand Managemento Portfolio Selectiono Capacity Planningo Portfolio Reporting
o Time Reportingo Team Collaboration
o Resource Managemento Financial Managemento Project Reportingo Project Schedulingo Program Management
Processes and Tools
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Network Management
• State-of-the-Art Data Center• Network Connectivity• Remote Access Technology• Wireless Access• Municipal Fiber
Makes it all happen in the background
Over 400 Servers across the entire enterprise (production and testing)
204 Network Nodes (switches, routers, firewalls)
Over 3,800 Desk Phones Over 1 Petabyte of storage (1 Petabyte
equals 1,000 Terabytes)
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Service Desk Operations• Adheres to Information Technology Infrastructure Library (ITIL)
framework• Align IT services with the needs of the business, and to demonstrate
compliance and improvement• Provide technical hardware/software support for the City’s internal
staff• Provide continued IT service improvement
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IT Security
• Security Awareness• Risk Management• Compliance• Defense-in-depth• Continuous Monitoring and
Alerting• Incident Response • Endpoint Protection• Mobile Device Management• Business Continuity
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Improve Efficiency of Government Processes
• Enterprise Computerized Maintenance Management System (CMMS)
• Enterprise Resource Planning (ERP) • Tax Billing and Collection Systems• Recreation Management Software• City’s Website and Call.Click.Connect• Land Management System (Permitting)• Geographic Information Systems (GIS)
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IT Commission
alexandriava.gov/19638
Meetings held 5 times per year, open to the public
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Questions?
Information Technology Services421 King St., Suite 205Alexandria, VA 22314
703.746.3001
alexandriava.gov/Technology
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Finance Department
Kendel TaylorDirector of Finance
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Who We Are
• Real Estate Assessments• More about this in the next section
• Revenue• Treasury• Procurement• Accounting• Risk Management• Pension
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Revenue
• Assessment of taxes• Car tax,
business tax, meals, hotels, etc…
• Delinquent tax collection • Enforcement and Audit
• Ensure everyone is assessed fairly and equitably
• Outreach and assistance
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Treasury
• Accepts payments
• Maintains cash management and investment policies
• Manages investments of City revenues• Maximize return on investment, while
minimizing risk• Manages cash flow
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Procurement (Purchasing)
• Procures goods and services needed to operate the government
• Fairness• Ensure that businesses have equal
opportunity to do business with the City• Fiscal Stewardship
• Ensures the City is purchasing the needed goods and services at the best available price
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Accounting
• Timely and accurate payments• Vendors and
employees• Financial reporting
• To educate investors, City Council and the public
• Demonstrates sound financial management• Independent auditor
• Ensures effective internal controls are in place
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Risk Management
• Safety• Are employees
operating in a safe environment?
• Minimizing risk to person and property
• Educating employees about Life After Work• Prevention
• Are we protecting our assets (taxpayer investments) through preventative maintenance?
• Are we insuring our properties appropriately?
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Pension• Balancing Act
• Ensuring that employees are treated fairly when they are done working for the City
• Fair treatment of our taxpayers
• Achieved through:• sharing of the costs of an adequately funded
pension that is fair• Managing our investments wisely to minimize
risk and cost• Counseling employees on options and financial
responsibilities
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Why Our Work Matters
• Fairness and Equity• Fiscal stewardship of taxpayer dollars• Competition benefits businesses and
taxpayers alike• The cost of services and infrastructure is
shared fairly by all
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Why Our Work Matters (cont.)
• Customer Service• Every resident, business, and car owner
interacts with the Finance Department • We are responsible for ensuring that this
interaction is positive and productive• Balance often
competing demands of residential and commercial properties
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Why Our Work Matters (cont.)
• Quality of Life• Maintain the services and infrastructure
that make Alexandria a desirable place to live, work, and play
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CY 2018Real Estate Assessments
Annwyn B. MilnesAppraiser Supervisor
Clare KnaussSenior Appraiser
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Office of Real Estate Assessments
• Assesses every property in the City of Alexandria each year, effective January 1. (46,070 parcels for 2018).
• Manages the assessment Review and Appeal process
• Maintains the official assessment records for all properties in the City
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2018 Assessment Calendar
January 1, 2018:Effective Date of Assessment
Jan Feb Mar Apr May Jun July Aug Sept Oct Nov Dec
February 14:Notices Mailed
March 15:Review RequestDeadline
May 3:Tax
Rate set by City Council
June 1:Appeal
Deadline
January 1, 2019:Effective Date of
Assessment
End of August:2019 Valuation
begins
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Number of Reviews(by parcel as of June 22, 2017)
2014 2015 2016 2017
461 428 386 414
2014 2015 2016 2017
121 125 135 131
Number of Appeals(by case, as of July 18, 2017, including withdrawn cases)
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alexandriava.gov/realestate
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Questions?
Department of Finance301 King St., Room 1600
Alexandria, VA 22314703.746.3900
alexandriava.gov/Finance
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Office of Management& Budget
Morgan RouttDirector
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Office of Management& Budget
• Budget Development
• Monitoring & Adjustments
• Management & Financial Analysis
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City Budget Includes
• Annual Operating Budget
• Ten Year Capital Improvement Program
• Five Year Financial Planning Model
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Annual Operating Budget
• Required to be Balanced
• Financial Plan
• Statement of Policies & Priorities
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Capital Improvement Program (CIP)
• Construction, Maintenance & IT Projects
• Examples• Schools• Fire Stations• Recreation Centers• Transportation Systems• Sewers
• One Year Balanced Capital Budget
• Ten Year Capital Plan
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Five Year Financial Planning Model
• Five Year Revenue & Expenditure Estimates
• Balanced in Year One
• Projection of Future Surpluses & Shortfalls
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Budget ProcessStrategic Planning
Civic Engagement
CouncilRetreat
Council Guidance
Public Deliberation
Add/Delete
Adoption
Implement
Proposal
PerformanceReview
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Annual Operating Budget
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General Fund Revenue
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Real Estate Assessed Values
$-
$5.0
$10.0
$15.0
$20.0
$25.0
Pro
per
ty V
aule
in
Bill
ion
s
Calendar Year
Residential
Commercial
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Real Estate Tax Rate
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General Fund Expenditures
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City AttorneyCity Clerk and Clerk of Council
City CouncilCity Manager
Communications/Public InformationFinance
General ServicesHuman Resources
Information Technology ServicesInternal Audit
Performance and AccountabilityNon-Departmental
Management and BudgetRegistrar of Voters
Community and Human ServicesHealth
Other Health Activities Library
Recreation and Cultural Activities (RPCA)Alexandria City Public Schools (ACPS)
ACCOUNTABLE, EFFECTIVE& WELL-MANAGED GOVERNMENT
HEALTHY & THRIVING RESIDENTS
LIVABLE, GREEN & PROSPERING CITY SAFE, SECURE & JUST COMMUNITY
Code AdministrationEconomic Development
HousingHistoric AlexandriaPlanning & Zoning
Project ImplementationParks (RPCA)
Transportation/Environmental ServicesTransit Subsidies
18th Circuit Court18th General District Court
Clerk of Circuit CourtCommonwealth’s Attorney
Court Services UnitEmergency Communications
FireHuman Rights
Juvenile and Domestic Relations District CourtOther Public Safety and Justice Programs
PoliceSheriff
Focus Areas
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City Government Expenditures
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CIP Funding Policies
• The following slides illustrate the impact of the Approved CIP on the City’s Adopted Debt and Capital Ratios
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Five Year FinancialPlanning Model
Revenues FY 2018 FY 2019 FY 2020 FY 2021 FY 2022Real Estate Tax 436,008,919 443,186,814 450,609,609 458,164,218 465,853,315 Personal Property 49,339,000 49,920,313 50,563,220 51,218,984 51,887,864 Sales Tax 28,044,982 28,756,978 29,487,049 30,235,655 31,003,267 Utility Tax 12,700,000 12,890,500 13,083,858 13,280,115 13,479,317 Business License Tax 33,460,000 33,703,112 33,947,990 34,194,647 34,443,097 Recordation Tax 4,800,000 4,800,000 4,800,000 4,800,000 4,800,000 Transient Lodging 12,500,000 12,800,000 13,107,200 13,421,773 13,743,895 Restaurant Food 19,000,000 19,209,000 19,420,299 19,633,922 19,849,895 Communications Sales Tax 10,153,000 9,980,769 9,858,006 9,759,426 9,710,628 Other Local Taxes 11,822,502 11,808,850 11,831,658 11,862,001 11,899,872 Federal Revenue 9,071,382 8,876,382 8,876,382 8,876,382 8,876,382 State Revenue 47,376,189 47,376,189 47,376,189 47,376,189 47,376,189 Other Revenue 53,862,055 52,135,400 55,059,888 59,432,606 65,771,487 Total Revenue 728,138,029 735,444,308 748,021,347 762,255,918 778,695,209
Expenditures FY 2018 FY 2019 FY 2020 FY 2021 FY 2022City Personnel 228,517,732 236,870,834 244,682,952 252,778,853 255,803,037 City Non-Personnel 148,820,293 151,409,841 154,612,331 157,902,582 161,283,417 Debt Service 71,690,030 78,270,695 81,649,053 90,866,450 93,825,414 Cash Capital 37,866,696 37,294,073 38,294,531 39,331,784 40,387,128 Transit Subsidies 27,181,806 28,943,665 30,855,533 32,931,522 35,187,128 Schools 214,061,472 225,948,271 231,206,866 236,926,102 242,612,328 Total Expenditures 728,138,029 758,737,379 781,301,266 810,737,293 829,098,452 Operating Impact from CIP - 2,969,696 4,444,094 8,201,019 8,606,931 Total Expenditures 728,138,029 761,707,075 785,745,360 818,938,312 837,705,383
Shortfall/Surplus $ (Millions) FY 2018 FY 2019 FY 2020 FY 2021 FY 2022Revenues $728.1 $735.4 $748.0 $762.3 $778.7Expenditures $728.1 $761.7 $785.7 $818.9 $837.7Annual Deficit $0.0 ($26.3) ($37.7) ($56.7) ($59.0)
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Five Year FinancialPlanning Model
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Budget Calendar
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Questions?
Office of Management and Budget301 King St., Room 3400
Alexandria, VA 22314703.746.3737
alexandriava.gov/Budget