City o f Sa n Anto nio , T e xa s F Y 2014 Pro po se d Budg e t Wo rk Se ssio n Budg e t Wo rk Se ssio n Co mmunic a tio ns & Co mmunic a tio ns & Pub lic Affa irs Pre se nte d b y Di Ga lva n, Dire c to r Aug ust 22 2013 Aug ust 22, 2013
Ag e nda • De pa rtme nt Ove rvie w • F F Y 2013 Ac c o mplishme nts Y 2013 Ac c o mplishme nts • Pe rfo rma nc e Me a sure s • F Y 2014 Pro g ra m I nitia tive s • F F Y 2014 Pro po se d Budg e t Y 2014 Pro po se d Budg e t • PE G F und Hig hlig hts 2 2
De pa rtme nt Ove rvie w Ove rvie w
De pa rtme nt Ove rvie w Mission Statement: T T o pro vide a c le ar unde rstanding and aware ne ss o pro vide a c le ar unde rstanding and aware ne ss o f City issue s, e ve nts, po lic y de c isio ns, and info rmatio n re garding se rvic e s to City info rmatio n re garding se rvic e s to City e mplo ye e s and the ge ne ral public . Director’s Office Public Open Audio 311 Call Information Web Design Records Visual/ PEG Center/CRM /PR 4 4
Ac c o mplishme nts Ac c o mplishme nts Y 2013 F
F Y 2013 Ac c o mplishme nts 4,974 4,974 • National News Stories 2 067 2,067 • Local News Media Inquiries • Local News Media Inquiries 872 872 • News Releases 6,366 • Open Record Requests 6 6
F Y 2013 Ac c o mplishme nts 8,691 , • Facebook Fans 8,351 8 351 • Twitter Followers • Twitter Followers 69,119 9 9 • YouTube Hits 907,138 • Call Center 7 7
F Y 2013 Ac c o mplishme nts • Co mmunity Ne wsle tte r • City’ s We b site Cit ’ W b it • 2013 E mplo ye e Surve y 8 8
2013 E mplo ye e Surve y F irst-e ve r o rg a niza tio n-wide E mplo ye e surve y – 2007 • F F irst e ve r c o mmunity wide surve y 2008 irst-e ve r c o mmunity-wide surve y - 2008 • I n F Y 2013, the re we re 11,117 e mplo ye e • surve ys distrib ute d surve ys distrib ute d All full-time , pa rt-time , te mpo ra ry a nd • g ra nt-funde d e mplo ye e s pa rtic ipa te d – 72% ra te o f re turn – hig he st e ve r % f i 87% o f E mplo ye e s a re Ve ry Sa tisfie d o r • Sa tisfie d with the ir c urre nt Jo b Sa tisfie d with the ir c urre nt Jo b – 2013 (87%) – 2011 (85%) – 2009 (84%) ( %) – 2007 (81%) 9 9
F Y 2013 Ac c o mplishme nts • 311 Pe rfo rma nc e Me tric s • We e kly CRM Re po rts • We e kly CRM Re po rts • 311 Mo b ile App sta rting Se pte mb e r 16 2013 Se pte mb e r 16, 2013 10 10
311 On-line Ma pping • Ope n 311 ma pping will pro vide re side nts a vie w o f a ll Ope n a nd Clo se d City se rvic e re q ue sts fo r o f a ll Ope n a nd Clo se d City se rvic e re q ue sts fo r a spe c ific a re a b e g inning Aug ust 30, 2013 11 11
Pe rfo rma nc e Me a sure s Me a sure s
Numb e r o f Ne ws Re le a se s 1,000 800 800 860 860 914 863 600 400 200 200 ‐ FY 2012 FY 2013 FY 2013 FY 2014 Actuals* Target Estimate Target *Number of news releases was higher than normal due to several special projects 13 13
Numb e r o f Me dia I nq uire s 2,000 1,500 1,000 1,657 1,211 1,211 1,214 500 ‐ FY 2012 FY 2013 FY 2013 FY 2014 Actuals Target Estimate Target *Number of media inquiries was higher than normal due to several special projects 14 14
Numb e r o f PE G T e le visio n Pro g ra ms 2,286 2,125 2,125 2,068 226 145 145 208 2,000 1,500 2,060 1,980 1,980 1,860 1,000 500 ‐ FY 2012 FY 2013 FY 2013 FY 2014 Actuals Target Estimate Target* Public Access Public Access Government Access Government Access *Based on 4 months of new PEG Programming 15 15
Numb e r o f 311 Ca lls Re c e ive d 1,500,000 1,000,000 1,253,137 1,181,411 1,088,400 1,090,000 500,000 ‐ FY 2011 FY 2012 FY 2013 FY 2014 Actuals Actuals Estimate Projection 16 16
Numb e r o f Ope n Re c o rds Re q ue sts 7,638 7,638 6,693 8,000 8 000 7,000 3,968 4,298 4,298 6,000 3 740 3,740 5,000 4,000 2,517 3,000 3,340 3,340 2,953 2,000 1,451 1,000 ‐ FY 2011 FY 2012 FY 2013 FY 2014 Actuals* Actuals Estimate Projection Police Other *Prior to March 2011 all ORRs were not tracked on the same system 17 17
2013 Ope n Re c o rds Re q ue sts • 104 City e mplo ye e s wo rk o n ORRs thro ug ho ut the o rg a niza tio n thro ug ho ut the o rg a niza tio n • An e stima te d $2.47 millio n(sa la rie s a nd b e ne fits) will b e spe nt to pro c e ss o pe n b e ne fits) will b e spe nt to pro c e ss o pe n re c o rds in F Y 2013 18 18
F Y 2014 Budg e t Pro g ra ms a nd Pro g ra ms a nd I nitia tive s
Vo lunte e r Co o rdina to r In March 2013 Volunteer Coordinator was hired to recruit volunteers city ‐ • wide Standardized the volunteer registration process Standardized the volunteer registration process • Developing comprehensive city ‐ wide volunteer handbook • Coordinating volunteer participation for departments that need • volunteers: Animal Care Services Library Parks and Recreation Office of Historic Preservation SA Metro Health DSD/Code Enforcement Department of Human Services Working with St. Mary’s and Our Lady of the Lake universities for student • volunteer recruitment, as well as the Archdiocese Will enhance volunteer outreach through City newsletters, website, and • social media i l di 20 20
Vo lunte e r Co o rdina to r • Vo lunte e r Co o rdina to r po sitio n re o rg a nize d in F F Y 2014 Budg e t to Co mmunic a tio ns a nd Pub lic Y 2014 Budg e t to Co mmunic a tio ns a nd Pub lic Affa irs FY 2014 Performance Measure Target Conduct volunteer events with a focus on Graffiti Clean 112 Up and Neighborhood activities p g Register volunteers City ‐ wide 8,600 Conduct a City ‐ wide volunteer recognition event C d t Cit id l t iti t 1 1 Publish quarterly volunteer newsletter 4 21 21
F Y 2014 Ge ne ra l F F und Pro po se d und Pro po se d Budg e t g
De pa rtme nt Budg e t Histo ry ($ ($ in Millio ns) ) $6.0 $5.1 $5.1 $4 7 $4.7 $4 9 $4.9 $4.6 $4.6 $4.7 $4.4 $4.4 $4.7 $5.0 $1.2 $1.2 $1.0 $1.0 $1.0 $1.0 $1.2 $4.0 $0.9 $3.0 $4.4 $2.0 $3.9 $3.7 $3.7 $3.7 $3.7 $3.6 $3.5 $3.4 $1.0 $ ‐ FY 2006 FY 2007 FY FY FY FY FY 2012 FY 2013 FY 2014 2008* 2009* 2010* 2011* 311/Customer Service Communications * Reflects Revised Adopted Budget 23 23
De pa rtme nt Po sitio n Histo ry 100 82 82 82 81 81 79 79 79 79 77 74 68 80 12 12 63 12 17 11 16 8 60 17 40 70 70 67 66 66 64 63 63 51 20 20 ‐ 311/Customer Service Communications 24 24
F Y 2014 Pro po se d Budg e t Proposed Budget by Expenditure Type ($ in millions) Communications & Public Affairs General Fund G l d Contractual Services $0.12 9% FY 2013 Adopted $4 59 M $4.59 M Budget Commodities Personnel $0.01 FY 2014 Proposed $4.38 M 1% $3.02 $3.02 Budget Budget 82% IT Support and Variance ($) ($0.21 M) Utilities $0 10 $0.10 8% Variance (%) (4.6%) 25 25
F Y 2014 Pro po se d E E ffic ie nc ie s/ Se rvic e ffic ie nc ie s/ Se rvic e Mo dific a tio ns
E limina tio n o f Dire c to r Po sitio n • E limina te va c a nt 311/ Custo me r Se rvic e Dire c to r po sitio n re sulting fro m the c o nso lida tio n o f po sitio n re sulting fro m the c o nso lida tio n o f 311/ Custo me r Se rvic e into Co mmunic a tio ns & Pub lic Affa irs Pub lic Affa irs – $165,532 re duc tio n 27 27
T ra nsitio n o f Co mmunity L ink Ce nte rs to L e ve ra g e T e c hno lo g y & Othe r City F a c ilitie s • Clo se two Co mmunity L ink Ce nte rs; $522,863 in sa ving s a nd e limina te s 7 po sitio ns g p • Re side nts c a n re q ue st the fo llo wing ite ms o nline o r a t the o rig ina ting de pa rtme nt: a t the o rig ina ting de pa rtme nt: – Birth Ce rtific a te s/ I mmuniza tio n Re c o rds – Po lic e Re po rts Po lic e Re po rts – Pe rmits & L ic e nse s – Pa y Munic ipa l Co urt T Pa y Munic ipa l Co urt T ic ke ts & F ic ke ts & F ine s ine s – Ma ke Pa rks Re se rva tio ns • I mple me nta tio n - Oc to b e r 1, 2013 28 28
T ra nsitio n o f Co mmunity L ink Ce nte rs City Service Location Vital Records Vital Check (online), Great Northwest Library, Cortez Library, Mission Library, Thousand Oaks Library, Vital Records ‐ Downtown Parks Reservations Darner Parks Headquarters Police Reports SAPD Headquarters FOIA System (online) Development Permits and Deposits Morton Development & Business Services Center Moving/Parking Violations Offense Moving/Parking Violations, Offense Municipal Courts Municipal Courts Citations, and Misdemeanors HEB Kiosks Satellite Court Municipal Court Online Payment System p y y 29 29
o c a tio ns 30 30 Alte rna te Se rvic e L
und Hig hlig hts Hig hlig hts G F PE
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