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HomeMy WebLinkAboutFinancial Sustainability “Tool Kit”
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MEMORANDUM
Date: May 24, 2010
TO: Honorable Mayor and Town Council
FROM: Tom Brymer, Town Manager/CEO Westlake Academy
SUBJECT: Financial Sustainability “Tool Kit”
PURPOSE
It has been said that in order to build something, skill is important, but first one must have
the tools to build with. In building a community, information becomes the tool by which
good decisions are made. It is the purpose of this report, and all its sections, to provide
the tools needed to make good decisions regarding the Town’s finances, the very
foundation upon which the Town government rests.
The purpose of this report is to provide the Council with financial tools for financial policy
decision making. Each tool is a separate section of this notebook. The tools are as
follows:
Section 1 - Understanding Financial Sustainability
Page Number
• It’s All in the Questions Section 1-1
• Achieving Fiscal Health & Wellness Section 1-8
• Priority Driven Budgeting Section 1-60
Section 2 - Financial Forecast
• Five Year Forecast Assumptions Section 2-1
• Updated 5 Year Forecast (5-17-10) Section 2-4
• Article from Feb. 2010 Westlake Wire re: Financial Sustainability Section 2-8
Section 3 - Town’s Revenue Information/History
• Sales Tax Information Section 3-1
• Revenue Manual Separate Doc.
Section 4 - History of Town Services/Expenditures
• Financial information on Town Municipal Service Costs
for Last 10 Yrs (Excerpt from FY CAFR) Section 4-1
• Full-Time Equivalent Employees (Excerpt from FY 2009 CAFR) Section 4-3
• Town Payroll – Department Analysis Section 4-4
• Town of Westlake Employee Timeline Section 4-5
• Narrative History and Description of Town of Westlake Services Section 4-6
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Section 5 - Program Information on Town Services
Page Number
• Definitions Section 5-a
• Program Summary Graph Section 5-b
• Program Summary (by Department) Section 5-1
• Information by Program and Activity By Dept & Fund
Section 6 - Program Prioritization
• Guiding Principles for Program Prioritization Memo Section 6-1
• Expenditures Based on Guiding Principles Graph Section 6-2
• Program Prioritization by Guiding Principles Section 6-3
• Guiding Principles Definitions Section 6-7
• Survey Results of Council’s Program Prioritization Section 6-8
• Guiding Principles (Survey document) Section 6-9
Section 7 - Ad Valorem Tax Information
• Tax Rates of Neighboring Municipalities (Alphabetical) Section 7-1
• Tax Rates of Neighboring Municipalities (By Rate) Section 7-2
• 2009 Tax Rates per $100 Valuation for Tarrant County (Inc Exemptions) Section 7-3
• Exemption Detail and Explanation Section 7-5
• Can Citizens Vote on Property Tax? (Excerpt from TML) Section 7-6
• Five Year Forecast of Westlake Assessed Valuation Section 7-7
• What a Penny will Generate Section 7-8
• Tax Rate Scenarios Section 7-9
Section 8 - Fire/EMS Outsourcing Analysis Section 8-1
Section 9 - Citizen Fiscal Communication Plan Section 9-1
BACKGROUND & CONTEXT
In June 2008 at a planning retreat, the Town Council began work on the Town’s mission, vision,
and value statements. Following that work, the Town’s first Strategic Plan was adopted by the
Town Council in July 2009.
Under Vision Point Two in that Plan, We are Leaders, there is a Key Result Area (KRA) of:
High Quality Service Delivery Coupled With Financial Stewardship described as follows:
• Research available revenue resources to offset the cost of providing services; continue to provide
outstanding government administrative support services while working within the municipal
budget.
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This KRA has an Outcome Strategy identified as a mid-range (3-5 year) goal:
1. Establish a strategy for achieving long term financial sustainability for the Town
Government, including Westlake Academy
In turn, this outcome strategy has an Objective to be addressed by Spring 2010:
Objective 1.6: Council to prioritize service options and provide staff direction on the future
budgeting and resource allocation.
As shown in the five (5) year financial forecasts presented to Council, as well as discussed in the
budget process for the 2009/10 Budget, the Town’s financial position will not be sustainable in the
near to medium term (note: current forecast shows this to be by FY 2013 ). In the meantime, the
Town is spending down its reserves to maintain a “balanced” budget as required by State law.
FIRST STEPS
As part of the Town’s Strategic Plan to become financially sustainable, In October of 2009, the
staff outlined at a Council workshop a proposed process to begin to deal with this financial
sustainability issue. This process includes:
• identify all the programs/services offered by the Town and their associated cost of
delivery
• programs of service prioritized so that resource allocations can be assigned accordingly
• review all existing and potential sources of revenue
As a part of the outlined proposed process, the Council in October of last year:
1.) Reviewed the Desired Community Conditions. This has been done with the Town’s
mission/vision/value statements. These describe what/where Westlake wants to be in the
future, in essence, “what do we want to be when we grow up”.
Community Vision
Westlake is a one of a kind community – an oasis with rolling hills, longhorns, and soaring red-tailed
hawks, located in the heart of the Fort Worth-Dallas metropolitan area.
o Inviting neighborhoods and architecturally vibrant corporate campuses find harmony among our
meandering roads and trails, lined with native oaks and stone walls.
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o We are leaders. In education we are known for our innovative partnerships between the Town-
Owned Charter School and its corporate neighbors. We are environmental stewards– exemplifying
the highest standards.
o Hospitality finds its home in Westlake. As a community, we are fully involved and invested in our
rich heritage, vibrant present and exciting, sustainable future.
2.) Created a list of Guiding Principles for the Town and Westlake Academy. Guiding Principles
are used as the parameters for achieving the Desired Community Conditions.
3.) Prioritized Guiding Principles (via survey on Survey Monkey) for the Town to determine
program priorities which guides financial resource allocation.
Since that time Town staff has been identifying programs, activities, and measures as set out in
Section 5 of this notebook. Staff has also been identifying/analyzing all revenues (see revenue
manual in Section 3 of this notebook). In order to identify all programs of service so we can see
exactly what services we provide at what cost, the staff has retooled the municipal budget for
this financial sustainability workshop.
TOWARDS A NEW MODEL FOR FINANCIAL SUSTAINABILITY
Deciding to turning ones back on the old way of doing things entirely, no matter how poorly it
works, is not easy. At least it is not easy for most people. However, it is clear that the Town’s
model for financing its services is not working and will not work in the foreseeable future, unless
economic conditions drastically change, and change soon.
There is a saying attributed to a number of sources, including the Dakota Indians, that goes
something like this; “If the horse you are riding is dead, I would suggest you dismount.” Likewise,
with the Town’s current model of financing its services, it is time to declare that “horse” dead,
dismount, and look for another horse, i.e. a new model for financing its services.
A Final Look in the Rear View Mirror
Before we dismount “ol’ Bessie”, our current financial model, and while not dwelling on the past,
it is important to understand it so we do not repeat it or use components of it that do not work.
Why has it not worked? The reasons are:
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• it is dependent on one revenue source (sales tax)
• that large revenue source, sales tax, is volitional, difficult to forecast due to Westlake’s
business base, and is subject to swings depending on economic conditions including the
current decline in sales tax
• that large revenue source, sales tax, is used to fund both daily operations and debt service
for the Town’s one major capital expense, Westlake Academy
• one-time revenue sources are depended upon to finance on-going services
• other on-going revenue sources have been flat, declined, or are inadequate to sustain
downturns in the Town’s primary revenue source, sales tax
• the school’s size makes achieving operating economies of scale difficult since many of its
support and administrative service needs are the same as those of a larger school
• Town services, both direct and indirect, support the school in many ways and are
intertwined with the school’s daily operations
• school expenses are booked to 2 budgets, making it difficult for most people to understand
the school’s total cost
• operating expenses and debt service costs have increased over time
• infrastructure capital projects are inadequately funded
• there is no capacity to incur debt for new capital projects, including school expansion
• the school serves both residents and non-residents, creating arguments of service
delivery/funding making it difficult to achieve political consensus on the Town’s role in
service delivery
• State funding for the school is not sufficient to cover its operating costs, much less full
costs (debt service and other direct costs), which creates funding equity arguments for
both residents and non-residents
• Funding for operating the school has been totally absorbed for daily operations, leaving
inadequate funds to cover other operating costs or debt service
• Demand for municipal services has increased as both the Town’s permanent residential
population as well as its day-time business population has grown.
Looking Forward - Creating a New Model
1. Decide What We Want Westlake to Be
This is the Town’s mission, vision, and value statements, which were created in 2008. The
Council, on behalf of all its constituents, must first decide if this is what they want
Westlake to be. If not, then these mission, vision, and value statements should be
revisited.
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2. Determine What Mixture of Services Will Attain That Vision and What Values will
Guide Funding That Service Mix
This should be a broad policy discussion, not focused on how services are paid for, but
rather, what is the basic role of the Town’s government and based on that, what services
should it provide to move the Town towards its mission, vision, and values, and what values
should be used to guide funding that service level mix? To a large extent, these questions
are unique to each municipality, and that is why one finds variance in the types of services
one city provides compared to others.
What values should be used to guide the funding of this service level mixture? There are
several, but here are some examples of key values that create the policy decision for how
to fund Town Services:
o Efficiency. This is not only connected to the prudent use of resources. It also connects to
professionalism and rational, analytical thinking. It underpins the value of master plans,
consultant reports, and the expertise that increasingly drives public policy. It incorporates
the decision rule: “the greatest good, for the greatest number, over the long run.”
(Nalbandian)
o Representation as a value is based on the understanding that elected officials represent
citizens in the absence of direct democracy. It is what leads citizens to think that their
elected officials will listen to them and elected officials to go out of their way to
communicate with citizens. (Nalbandian)
o The value of social equity underpins many moral arguments that council members hear. It
is based fundamentally on the belief that there shall be no second-class citizens and that
services shall be provided fairly. Council members realize very quickly in their terms that
citizens frequently judge what is fair by lumping themselves into some group and then
comparing their situation to that of another group. (Nalbandian)
o Individual rights. It generally focuses on property rights or civil rights. Individual rights are
protected in law, and as such they can trump the other values. The emphasis on due
process in government work that goes beyond the judiciary reflects the way this value has
penetrated the thinking of government officials. It is designed to prevent capricious and
arbitrary government action. (Nalbandian)
o Effectiveness. This value, different from efficiency (i.e. how well are we doing what we do),
focuses more on are we doing the right things and getting the outcomes we want for the
resources expended?
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o Equality. Different from equity, focuses on are we treating all citizens and/or stakeholders
the same? It may beg the question, should all be treated the same? The answer to that
question may be that all cannot or should not be treated the same (due to, for example,
different levels of financial exposure different stakeholders may have), but the expectation
is often there that they should be.
3. Determine the Price of Government That Citizens/Stakeholders Can/Should Pay to
Fund this Service Mix That Will Attain the VVM and Meet the Chosen Values
a.) identify all revenues
b.) identify all programs of service (expense) and performance measures
c.) prioritize programs of service based on guiding principals
d.) determine origin of service demand and identify services that can be paid with user fees
and those that must be financed with multiple (i.e. general) revenue sources
e.) determine service price points and service expenses/funding parameters
This is where using the discussion in Nos. 1 and 2 is important, but where the earlier “look
in the rear view mirror” can be helpful. As we go through “a” through “d” here, this is
where, based on the past, but with a focus on building a model for the future, we should
ask questions such as:
do we want to diversify and stabilize our revenue stream? If so, what are the
choices to achieve that end?
do we want to decide that the school should or should not have as a goal to
eventually be self-funding? If so, what can be the plan for attaining that goal and
over what period of time should we try to achieve it?
what level of support administratively can and should the Town provide the school?
do we want to adequately fund our infrastructure needs, and if so, at what level?
can we simplify the financial presentation of the school’s total cost so all its
stakeholders understand it?
should, and can, all stakeholders in the school be equally accountable for its cost?
4. Make Sure the Council’s Financial Policies Are Congruent With and Support Nos. 1-3
5. Implement a Citizen Education/Engagement Plan Regarding the New Model
6. Decide to Govern, Budget, Financially Plan, and Manage According to the New Model
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THE END GAME
To use a familiar phrase, “at the end of the day”, this effort will determine Westlake’s future and
determine its quality of life. Nothing more or nothing less is at stake. That is the end we are
striving towards.
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September 2009 · Volume 91 · Number 8
It's All in the Questions: The Manager's
Role in Achieving Fiscal Health
by Jon Johnson and Chris Fabian
As the fiscal reality facing local governments across the nation
becomes more challenging to manage and the necessary
financial choices become more difficult to make, local government managers must ensure that
the right questions are being asked to assess their organization's state of fiscal health. In times
of economic prosperity, the manager has the luxury of focusing on issues related to growth,
enhanced service delivery, and community initiatives and can rely on increasing revenues and
healthy fund balances to maintain the organization's fiscal health.
Today's reality for most if not all local governments is declining revenues, slower if not stagnant
growth, and depleted reserves. The manager must depend on the finance officer to perform the
diagnostic analysis necessary to identify the symptoms and causes of the organization's fiscal
distress, and then they must work together, using the diagnosis, to correctly prescribe and apply
the most appropriate and effective treatments.
Through a series of basic diagnostic questions, the manager will gain a better assessment of not
only the positive signs of the organization's fiscal health but also the root causes of the fiscal
"dis-ease" impacting long-term financial sustainability. With a thorough diagnosis, the manager
can effectively answer important questions posed by the elected decision makers: Is it time to
raise taxes? Should we begin cutting expenses by eliminating programs or staff? What do we do
to balance the budget?
To provide the best answers to the governing body, it isn't enough to ask the questions of the
finance officer. The manager must follow up with another question: Can you show me? Without
documented and demonstrated analysis supporting the answer, the manager may be relying on
inaccurate assumptions or unsubstantiated conclusions that don't treat the real symptoms.
A diagnostic approach helps an organization achieve fiscal health, the first step leading to long-
term financial sustainability. By asking the right questions in five areas and then asking for basic
diagnostic tests to be performed, the manager can obtain answers that help isolate the potential
cause(s) of the fiscal issues and then focus on more in-depth analysis to identify and apply the
most appropriate and effective treatments.
QUESTION 1: ARE WE TRULY SPENDING WITHIN OUR MEANS?
Seems like a simple question, but in a time when increases in costs—often fixed costs—are
outpacing revenue growth, it becomes the most critical question of all. This question also
requires a more detailed response than simply a yes or no.
Governments are experiencing skyrocketing expenses in almost every area of their budgets.
Unfortunately, most are also seeing major revenue sources moving in the opposite direction.
Few revenue forecasts predict that this trend isn't going to continue for the foreseeable future
and beyond.
Spending within your means is a philosophy that should be adopted regardless of the economic
crisis du jour. Understanding the sources of funding for operations, for one-time initiatives, and
for investment in capital is a foundation of good fiscal health. Adhering to this philosophy is
imperative for the fiscal sustainability of today's communities.
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Without spending controls, some governments are looking toward bankruptcy, privatization,
borrowing against future revenues, or even disincorporation as viable treatment options. Posing
this first question helps the manager achieve these objectives:
Establish alignment between ongoing revenues and ongoing expenditures.■
Establish alignment between one-time sources and one-time uses.■
Understand how services rely on general government revenues versus program revenues
(user fees, grants, permits).
■
Provide incentives for departments to manage and monitor program revenues.■
Shift the focus of forecasting and budgeting from expenditures to revenues.■
To obtain a sufficient answer to the question of whether the community is truly spending within
its means, a manager needs to review the diagnostic analysis carried out after getting answers
to these questions:
1. DO WE DIFFERENTIATE BETWEEN ONE-TIME AND ONGOING REVENUES AND
EXPENDITURES? IF SO, HOW ARE THEY BEING TRACKED? DOES OUR FORECAST
DEMONSTRATE THIS DIFFERENTIATION?
Develop an understanding of how revenues are classified as either one-time or ongoing in
nature.
■
Determine how recurring revenue streams exhibiting some degree of volatility or
uncertainty are classified.
■
Assess the clarity of the tool used (historically and for forecasting purposes) to
demonstrate that fund balance (or any other one-time source) is not being used to
support ongoing operational costs.
■
Request a chart or graphic that demonstrates that ongoing revenues have historically
been and are forecast to be greater than ongoing expenses.
■
Ensure that multiyear forecasts consistently match ongoing revenues with ongoing
expenses and one-time sources with one-time uses.
■
2. ARE RESOURCE ALLOCATION DECISIONS FOR BUDGETARY PURPOSES
INFLUENCED BY PROGRAM REVENUES GENERATED BY EACH INDIVIDUAL
DEPARTMENT, DIVISION, OR ELECTED OFFICE? IF SO, HOW ARE PROGRAM
REVENUES DIFFERENTIATED FROM GENERAL GOVERNMENT REVENUES (TAXES,
INVESTMENT EARNINGS, FRANCHISE FEES, AND SO FORTH)?
Determine whether program revenues are allocated specifically to the operation
responsible for generating them and whether increases or decreases in these revenue
streams directly affect that operation's budget allocation.
■
Assess the method by which resource allocations for operational expenses are established
in the budget process: Are they based on prior year expenditure budgets for each
department or are they based solely on available ongoing revenues?
■
3. IS THERE A FORMAL REVENUE MANUAL? IF SO, WHAT INFORMATION IS
INCLUDED?
Review the manual to see if all major revenue sources are included, if they are clearly
described, if the source of authority for collecting them is clear, if historical and forecast
trend data are present, if the forecasting methodology is clear, and if relevant statistical
data (historical, economic, demographic) linked to forecasts are being tracked.
■
Verify that fees for services, including permits and licenses, are updated regularly and
that written policies support the level of cost recovery desired.
■
After the questions have been asked and the answers verified through a review of the
appropriate diagnostic analysis, the manager should work closely with the finance officer to treat
any symptoms that indicate a poor state of fiscal health. It is critical that the manager partner
with the finance officer in the development of policies, procedures, and philosophies that create
an environment that supports good fiscal health practices.
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Section 1-2
After the treatment is determined, the manager's leadership role is to engage and empower the
organization to achieve a strong state of fiscal health. The most critical elements of fiscal health
that should be in place are:
Use only ongoing revenues to fund ongoing expenses (and one-time sources for one-time
uses).
■
Understand the impact of decisions affecting one-time alignment and ongoing alignment.■
Establish a distinction between general government revenues and program revenues;
create incentives for self-sustaining programs by allowing departments to keep 100
percent of program revenues generated.
■
Require reductions in program revenues to be offset by reductions in the associated
departmental operating budgets.
■
Base resource allocations strictly on available revenues and one-time sources (as
opposed to historical or forecast expenditures).
■
Figure 1 illustrates the distinction between
ongoing alignment and one-time
alignment. Note the pattern of persistent
inability to "spend within your means" that
emerged in the 2001–2002 period. This
fiscal health problem was masked because
the organization continued using one-time
sources to plug the ongoing gap.
QUESTION 2: ARE WE
MAINTAINING REQUIRED
RESERVES? ARE THEY ADEQUATE
AND APPROPRIATE?
The concept of having reserves set aside for emergencies and economic downturns is a no-
brainer. But just as in the fairy tale Goldilocks and the Three Bears, the manager must assess
whether the level of reserves is too high, too low, or just right. Maintaining inadequate reserve
levels puts the long-term sustainability of the organization at risk. But in times when resources
are scarce, assessing the right amount of reserves to maintain will ensure that funds critical to
the operation are available.
Reserves are important not only during this period of economic disaster but during natural
disasters as well. Floods, wildfires, hurricanes, tornadoes, drought—few local governments have
sufficient rainy-day funds to deal easily with Mother Nature's wrath. Entities without adequate
reserves for emergencies have been forced to make difficult choices to address the cost impacts
from natural devastation.
Working capital (or emergency) reserves are a critical element in establishing good fiscal health.
The Government Finance Officers Association has set forth a best practice—Appropriate Level of
Unreserved Fund Balance in the General Fund—that recommends that "general purpose
governments, regardless of size, maintain unreserved fund balance in their general fund of no
less than 5 to 15 percent of regular general fund operating revenues."
Similarly, ICMA recommends that the most influential guidance comes from the bond-rating
firms, which use a rule-of-thumb figure of at least 5 percent of annual operating expenditures as
an acceptable level of (accessible) reserves (on top of restricted reserves). Unfortunately, a brief
scan of news reports reveals that local governments are experiencing lower bond ratings
because they have failed to meet even these minimum requirements.
Establishing an appropriate working capital reserve is one of the most straightforward yet
overlooked objectives for achieving fiscal health. Even with an adopted reserve policy, many
governments have not instituted adequate monitoring mechanisms to ensure that those
balances are securely maintained. In light of this practice, it's not enough to ask whether there
is a formal reserve policy; the manager must verify that steps to monitor compliance with the
policy are in place and being used.
In addition to working capital reserves, organizations normally have other reservations,
restrictions, or designations of fund balance that may be statutory, required by bond covenant,
established by the provider of a restricted revenue source, or set forth by ordinance. The
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Section 1-3
manager should ensure that an up-to-date inventory of all reserves exists and that mechanisms
are in place to ensure compliance with those reserve requirements—to both maintain adequate
levels and ensure that the organization isn't holding too much.
In posing this second question, the manager:
Establishes a working capital reserve policy and ensuring that there are monitoring
mechanisms in place to demonstrate compliance with that policy.
■
Creates an inventory of all reserves maintained across the organization to ensure that all
reserve levels are adequate and appropriate—not too high, not too low.
■
When asking whether a community is maintaining required reserves and whether the reserves
are adequate and appropriate, a manager should frame the question more specifically and ask to
see the analysis that supports the answer:
Do we have a written fund balance reservation policy? If so, how are we monitoring those
reserves to ensure they are maintained? How do we assess the adequacy and appropriateness of
all restricted, reserved, designated, and unreserved fund balance levels?
Review the written working capital reserve policy and compare with best practices.■
Require the appropriate degree of analysis to ensure that working capital reserves are
sufficient to meet emergency needs or revenue shortfalls.
■
Verify that an inventory of all reserved, restricted, or designated fund balances exists and
states their purpose, the authority establishing them, and how they are to be calculated.
■
Validate the presence of adequate controls and monitoring mechanisms that ensure
compliance with reservations, restrictions, and designations of fund balance.
■
Discuss the adequacy and appropriateness of all fund balance levels—excessive balances
may be as much of an impediment to good fiscal health as insufficient levels.
■
After the manager has assessed the responses and the accompanying analysis, determining the
existence of these critical elements of fiscal health is possible:
Adopt a written policy establishing working capital reserves.■
Develop appropriate monitoring mechanisms to ensure that the organization is in full
compliance with all required restrictions, reservations, or designations of fund balance.
■
Inventory all fund balance reserves maintained across the organization and eliminate any
that are excessive, unnecessary, or duplicated.
■
Assess adequacy and appropriateness of the level of unreserved fund balance across the
organization—having too much may be as problematic as having too little if there is no
plan for how it is to be used to benefit the community.
■
QUESTION 3: DO WE UNDERSTAND OUR VARIANCES—ESPECIALLY BUDGET
VERSUS ACTUAL?
Like finding buried treasure, understanding the nature of significant financial variances may yield
a fortune of opportunities in achieving good fiscal health. Explaining variances might be viewed
only as an exercise to satisfy auditors or critique the finance department's forecasting skill, but
this process is far more important than that.
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Section 1-4
Comparing last year's budget amounts with current year budget dollars provides a better
understanding of what has changed from one year to the next in terms of service delivery
needs, increased costs, and anticipated revenues. Looking at revenue and expenditure variances
to compare prior year actuals with current year actuals provides an explanation of changes in
spending patterns and revenue collections as well as helps identify emerging trends that need to
be considered for forecasting purposes.
Negative variances normally garner a fair amount of attention, but positive variances should also
be carefully analyzed to determine why they occurred. A primary responsibility of any manager
is to ask for an explanation, supported by detailed analysis, that provides a clear understanding
of why variances occurred, regardless of whether they are to the good or the not-so-good.
Another type of variance is largely overlooked by many organizations as they try to understand
their fiscal health. Analyzing the reason behind budget-to-actual variances for any given fiscal
period may uncover opportunities to address ongoing alignment concerns or projected budget
shortfalls without looking to actual reductions in services or staffing levels.
Most organizations have controls in place that prevent negative expenditure variances from
occurring, but they fail to understand the true reason for negative variances caused by revenue
shortfalls. Significant negative revenue variances should be analyzed thoroughly to determine
the specific reasons that they occurred and, more important, to look for emerging trends that
need to be integrated into future revenue forecasts.
The manager should also require that the same level of attention, if not more, be placed on
understanding positive budget-to-actual variances. Failure to understand the reason for a
positive revenue variance may critically impact future forecasts if that variance was caused by a
fluke or unusual circumstance rather than an upswing in economic activity or an increased
demand for service.
Favorable budget-to-actual expenditure variances, especially those that recur year after year,
must be analyzed carefully to ensure that permanent efficiencies are captured so the savings
generated from these changes can be reallocated to other critical areas. Analysis of these
positive variances may validate the need for more precise salary and benefit cost projections
specifically related to vacancy savings and the timing of individual wage increases.
This analysis may also lead to the discovery of a multitude of contingency budgets spread
throughout the organization that could be satisfied through a single, smaller amount budgeted in
one central account or could uncover cyclical costs that are budgeted each year but are spent
every three or four years.
By simply understanding the nature of these budget-to-actual variances and bringing future
budget amounts more in line with actual experience, the manager may find opportunities to
reduce the budget without actually having to eliminate a single employee or cut actual spending.
Asking this third question helps the manager:
Determine the specific reasons variances have occurred and adjust the budget to be
more in line with actual experience.
■
Identify programs or services where resources have historically been over allocated,
allowing for those resources to be reallocated to other areas of need.
■
Eliminate the extras in departmental budgets for contingencies, cyclical needs, worst-
case scenarios, or the proverbial "just in case we need it."
■
Improve the accuracy of revenue and expenditure forecasts by better isolating and
identifying emerging trends as well as eliminating the impact of recurring historical
variances.
■
In seeking the answer to whether we understand our variances—especially budget versus
actual—more specific questions will help obtain a better understanding:
1. AT YEAR END, ARE VARIANCES BETWEEN BUDGETED AND ACTUAL REVENUES
AND EXPENDITURES ANALYZED AND EXPLAINED? IF SO, HOW DO THOSE
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Section 1-5
VARIANCES AFFECT FUTURE BUDGET CYCLES? HOW SIGNIFICANT ARE REPORTED
VARIANCES RELATED TO CAPITAL PROJECTS?
Determine the reasons for consistent variances that seem to occur year after year.■
Obtain an explanation of significant revenue variances in order to identify important
trends that will help forecast future receipts or affect the level of funds available for
future allocation of resources.
■
Look closely at recurring patterns of carrying forward from one year to the next
significant dollar amounts appropriated for multiyear capital projects, and gain an
understanding of why project dollars are not expended in the year they are appropriated.
■
Isolate any resources allocated on an ongoing basis as a place holder for one-time costs
or costs that are projected to occur only cyclically.
■
2. DO WE HAVE A FORMAL COMPENSATION PLAN THAT IS USED TO ESTABLISH
EMPLOYEE SALARY OR WAGE RANGES? IF SO, HOW IS THIS PLAN DEVELOPED
(FOR EXAMPLE, MARKET COMPARISONS, UNION NEGOTIATIONS, STEP AND
GRADE SYSTEM), AND HOW OFTEN IS THE PLAN UPDATED?
Ensure the plan is used to prepare salary and benefit projections.■
Ensure that reasons for variances between the formal plan and actual employee
compensation (whether over or under) are clearly explained.
■
3. WHEN ASSESSING THE ADEQUACY OF EMPLOYEE COMPENSATION, ARE
EMPLOYEE BENEFIT PACKAGES INCLUDED IN THIS ASSESSMENT? DO WE BELIEVE
THAT OUR TOTAL COMPENSATION PACKAGE IS ATTRACTIVE ENOUGH TO RECRUIT
COMPETENT INDIVIDUALS AND RETAIN THEM?
Determine that salary and benefit projections are being developed by separating salary
projections from benefit projections and applying individual calculations for each benefit
factor (some benefits are based on percentage of wages while others are calculated as a
flat dollar amount).
■
Understand the impact of the total compensation package on employee recruitment and
retention (variances may be exacerbated by excessive turnover or long recruitment
periods).
■
After the manager has evaluated the responses and looked at the analysis, it's easier to see
whether these assumptions of fiscal health are present:
Identify where resources have been regularly allocated for one-time or cyclical costs, and
eliminate ongoing resource allocations where possible.
■
Identify possible causes of revenue variances and trends that need to be monitored.■
Ensure that expenditures related to multiyear capital projects are budgeted in the years
in which costs will be incurred; this prevents large unplanned appropriations (carry
forwards).
■
Eliminate unnecessary contingencies maintained in department budgets.■
Develop a salary-benefit projection tool that budgets employee compensation costs more
accurately and aids in analyzing the impact of vacancies.
■
This article continues with more questions in the October issue of PM.
Jon Johnson (jjohnson@icma.org) and Chris Fabian (cfabian@icma.org) are local government
practitioners serving as senior management advisors with ICMA Consulting Services, ICMA,
Denver, Colorado.
Learn about the benefits of joining ICMA and receiving PM magazine as part of your benefits
package at http://icma.org/join. To subscribe to PM, call 202/289-ICMA (202/289-4262) or e-
mail bookstoremanager@icma.org.
Page 6of 7
11/2/2009http://icma.org/pm/9108/public/cover.cfm?author=Jon%20Johnson%20and%20Chris%20F...
Section 1-6
©2009 International City/County Management Association
ICMA is the leading organization for information on professional local government management. Its membership includes city
managers, county managers, and other chief appointed officials and assistants in local governments throughout the world. ICMA's
mission is to create excellence in local government by developing and fostering professional local government management
worldwide.
Page 7of 7
11/2/2009http://icma.org/pm/9108/public/cover.cfm?author=Jon%20Johnson%20and%20Chris%20F...
Section 1-7
ICMA Annual Conference
Managing Your Budget During Turbulent Times:
Achieving Fiscal Health & Wellness (Prioritization)
Fiscal
Health
“Spend Within
Our Means”
Understand
Variances
(Budget vs. Actual)
Incorporate Economic
Analysis and Long-term
Planning into Decision-
Making
Establish and
Maintain Reserves
Transparent About
the “True Cost of
Doing Business”
ACHIEVING FISCAL HEALTH
ICMA Senior Advisors:
Jon Johnson and
Chris Fabian
September 2009
Montreal, Quebec
Fiscal
Wellness
Achieve
Fiscal Health
Value Programs
Based on Evidence
of their Influence
on Results
Support Resource
Allocation Decision
Making with Prioritization
of Programs
Identify, Define and
Value the Results
of Government
Identify Programs
and Services
ACHIEVING LONG-TERM FISCAL WELLNESS
Section 1-8
Does This Look Familiar?
$(150,000,000)
$(100,000,000)
$(50,000,000)
$-
$50,000,000
$100,000,000
$150,000,000
$200,000,000
$250,000,000
$300,000,000
20002001200220032004200520062007200820092010
Fund Balance
Uses of Funding
Sources of Funding
20
0
9
-
2
0
1
0
P
r
o
j
e
c
t
e
d
B
u
d
g
e
t
20
1
0
-
2
0
1
1
B
u
d
g
e
t
F
o
r
e
c
a
s
t
Section 1-9
Role of Diagnostician
Section 1-10
“Over the Counter” Treatment
Treatment Options:
•Fees for Service = Cost of Delivery
•Freeze Vacant Positions (Temporaries?)
•Across the Board “Cuts”
•Defer/Delay Capital Projects
•“Sharpen” Revenue Billing/Collection
•Consolidated Purchasing/Contracting
•Sell Underutilized Assets
•Cost Allocation/Overhead Transfers
•Freeze Salaries/Overtime
Treatment Considerations:
•Only a Short-Term “Fix” to Relieve Pain
•Safe to apply with minimal diagnosis
•Must have follow up diagnosis
Section 1-11
“Emergency-Room” Treatment
Treatment Options:
•Across the Board Budget
“Amputation”
•Hiring Freeze/Furloughs
•Reduction in Workforce
•4-Day work weeks
•Reduce Services
•Spend “Savings” Reserves
•Early Retirement Incentives
•Outsourcing/Shared Services
•Resize or Restructure
Treatment Considerations:
•Don’t apply without diagnosis
•Don’t be guilty of malpractice
•Only to “Stop the Bleeding”
Section 1-12
Cosmetic Surgery
Not a Solution
•Accounting Gimmicks
•Shifting Operational Costs to Capital
Budgets
•Deferring Compensations
•Under fund Accrued Liabilities
Section 1-13
Achieving Fiscal Health & Wellness
2 Strategic Initiatives
Fiscal Health Long-term Fiscal Wellness
Fiscal
Health
“Spend Within
Our Means”
Understand
Variances
(Budget vs. Actual)
Incorporate Economic
Analysis and Long-term
Planning into Decision-
Making
Establish and
Maintain Reserves
Transparent About
the “True Cost of
Doing Business”
CG SC
Fiscal
Wellness
Achieve
Fiscal Health
Value Programs
Based on Evidence
of their Influence
on Results
Support Resource
Allocation Decision
Making with Prioritization
of Programs
Identify, Define and
Value the Results
of Government
Identify Programs
and Services
CG OG SC SS
Section 1-14
Fiscal
Health
“Spend Within
Our Means”
Understand
Variances
(Budget vs. Actual)
Incorporate Economic
Analysis and Long-term
Planning into Decision-
Making
Establish and
Maintain Reserves
Transparent About
the “True Cost of
Doing Business”
ACHIEVING FISCAL HEALTH
Section 1-15
Fiscal
Health
“Spend Within
Our Means”
Understand
Variances
(Budget vs. Actual)
Incorporate Economic
Analysis and Long-term
Planning into Decision-
Making
Establish and
Maintain Reserves
Transparent About
the “True Cost of
Doing Business”
DIAGNOSTICS TREATMENTS
ü Start with Revenues?:
Do we begin fiscal
discussions with
available revenues,
rather than expenses?
ü Distinguish Between
Ongoing vs. One-time
Revenues /
Expenses?
DIAGNOSTICS TREATMENTS
ü Appropriate Program
Costs Shouldered by
Users?: Do we know
what overhead,
administrative and
internal services we
provide, how much they
cost, and how each
customer influences the
demand for service?
ü Implement Internal
Service Funds:
Appropriately align
supply/cost of service
with customer demand
ü Utilize Full-Cost Plan:
Appropriately align cost/
supply of service with
demand for all overhead
and admin programs
DIAGNOSTICS TREATMENTS
DIAGNOSTICS TREATMENTS
ü Reserve
Requirements?: Are
we clear about the
reserves we must set
aside (policy or
mandate)?
ü Reserves We Keep?:
Do we know of every
reserve we maintain,
how much we maintain,
and why we maintain
them?
ü Establish Reserve
Policy: Establish clear
policy to guide how
much money to reserve,
across the organization.
ü Inventory Reserves
and Keep What’s
Needed: Reserve only
what is necessary, and
eliminate resource-
allocations where
possible.
ü Distinguish Between
General Gov’t and
Program Revenues?
ü Achieve Ongoing
Alignment: Ongoing costs
can only be funded with
ongoing revenue.
ü Achieve One-time
Alignment: Fund one-time
costs with unreserved fund
balance, one-time sources
(ex. Grants), dedicated
ongoing revenue.
ü Incentivize Self-Sustaining
Programs: Allow programs
to keep 100% of program
revenue generated.
ü Account for Impact of
External/Economic
Influences?: Do we
incorporate economic
trends into our forecasts?
Are we accurate?
ü Incorporate/Consolidate
Long-term Plans into
Forecasts?
ü Plan for Ongoing
Replacement/
Maintenance Costs?
ü Trend Analysis and
Forecasting: Identify and
assess key influences on
our revenue sources and
expenses
ü Decision Making Tool,
Incorporating and
Communicating Long-
term Impacts: Model
impacts of decisions with
interactive decision-
support tools
DIAGNOSTICS TREATMENTS
ü Budgeting For too Many
Contingencies?: Does every
dept / division budget for the
unforeseen?
ü Ongoing Operational
Budgets Include Cyclical
(one-time) Costs?
ü Consistent Variances (Budget
v. Actual) Year-to-Year?
ü Consolidate Contingency
Funding for Acceptable Level
of Unforeseen
ü Hone Salary/Benefit
Forecasting Tools: Costs
saved and unplanned due to
vacancies/turnover can be
significant.ü Ensure Variances Are Minimal
and Explainable
ü Know the Programs
Offered, and How Much
they Cost?: Do we know
what programs we offer,
how much they cost
(direct and indirect)?
ü Program Inventory:
Identify each program
offered by organization
ü Program Costing: Price
each program (direct and
indirect costs)
ACHIEVING FISCAL HEALTH
Spend Within Our Means
DIAGNOSTICS TREATMENTS
ü Start with Revenues?:
Do we begin fiscal
discussions with
available revenues,
rather than expenses?
ü Distinguish Between
Ongoing vs. One-time
Revenues /
Expenses?
ü Distinguish Between
General Gov’t and
Program Revenues?
ü Achieve Ongoing
Alignment: Ongoing costs
can only be funded with
ongoing revenue.
ü Achieve One-time
Alignment: Fund one-time
costs with unreserved fund
balance, one-time sources
(ex. Grants), dedicated
ongoing revenue.
ü Incentivize Self-Sustaining
Programs: Allow programs
to keep 100% of program
revenue generated.
•Does your organization differentiate between one-time and ongoing revenues and expenditures? If yes, how are they tracked? Does your forecast demonstrate this differentiation?
•How does your organization differentiate “program” revenues from “enterprise” revenues such as taxes, earnings on investments, franchise fees, etc.?
•Does your organization prepare a formal Revenue Manual? If yes, what type of information is included?
Section 1-16
Spend Within Our Means
Differentiating Revenues
Section 1-17
Approach to Fiscal Health #1:
Spend Within Your Means
•Symptoms of Good Fiscal Health
–Start with Revenues
–One-time and Ongoing Alignment
–Differentiate Program Revenues from General Government Revenues
–Budget Allocations Responsive to Changes in Program Revenues
•Spend Within Your Means in order to:
–Base budgets on reliable sources of funding
–Perform analysis to ensure reserves aren’t used for ongoing expenses
–Prevent reliance on volatile revenues (that might not come in)
–Promote revenue diversification
–Engage departments in enhancing revenue sources
–Provide for flexibility and promote collaboration when responding to program revenue shortfalls
Section 1-18
Fiscal
Health
“Spend Within
Our Means”
Understand
Variances
(Budget vs. Actual)
Incorporate Economic
Analysis and Long-term
Planning into Decision-
Making
Establish and
Maintain Reserves
Transparent About
the “True Cost of
Doing Business”
DIAGNOSTICS TREATMENTS
ü Start with Revenues?:
Do we begin fiscal
discussions with
available revenues,
rather than expenses?
ü Distinguish Between
Ongoing vs. One-time
Revenues /
Expenses?
DIAGNOSTICS TREATMENTS
ü Appropriate Program
Costs Shouldered by
Users?: Do we know
what overhead,
administrative and
internal services we
provide, how much they
cost, and how each
customer influences the
demand for service?
ü Implement Internal
Service Funds:
Appropriately align
supply/cost of service
with customer demand
ü Utilize Full-Cost Plan:
Appropriately align cost/
supply of service with
demand for all overhead
and admin programs
DIAGNOSTICS TREATMENTS
DIAGNOSTICS TREATMENTS
ü Reserve
Requirements?: Are
we clear about the
reserves we must set
aside (policy or
mandate)?
ü Reserves We Keep?:
Do we know of every
reserve we maintain,
how much we maintain,
and why we maintain
them?
ü Establish Reserve
Policy: Establish clear
policy to guide how
much money to reserve,
across the organization.
ü Inventory Reserves
and Keep What’s
Needed: Reserve only
what is necessary, and
eliminate resource-
allocations where
possible.
ü Distinguish Between
General Gov’t and
Program Revenues?
ü Achieve Ongoing
Alignment: Ongoing costs
can only be funded with
ongoing revenue.
ü Achieve One-time
Alignment: Fund one-time
costs with unreserved fund
balance, one-time sources
(ex. Grants), dedicated
ongoing revenue.
ü Incentivize Self-Sustaining
Programs: Allow programs
to keep 100% of program
revenue generated.
ü Account for Impact of
External/Economic
Influences?: Do we
incorporate economic
trends into our forecasts?
Are we accurate?
ü Incorporate/Consolidate
Long-term Plans into
Forecasts?
ü Plan for Ongoing
Replacement/
Maintenance Costs?
ü Trend Analysis and
Forecasting: Identify and
assess key influences on
our revenue sources and
expenses
ü Decision Making Tool,
Incorporating and
Communicating Long-
term Impacts: Model
impacts of decisions with
interactive decision-
support tools
DIAGNOSTICS TREATMENTS
ü Budgeting For too Many
Contingencies?: Does every
dept / division budget for the
unforeseen?
ü Ongoing Operational
Budgets Include Cyclical
(one-time) Costs?
ü Consistent Variances (Budget
v. Actual) Year-to-Year?
ü Consolidate Contingency
Funding for Acceptable Level
of Unforeseen
ü Hone Salary/Benefit
Forecasting Tools: Costs
saved and unplanned due to
vacancies/turnover can be
significant.ü Ensure Variances Are Minimal
and Explainable
ü Know the Programs
Offered, and How Much
they Cost?: Do we know
what programs we offer,
how much they cost
(direct and indirect)?
ü Program Inventory:
Identify each program
offered by organization
ü Program Costing: Price
each program (direct and
indirect costs)
ACHIEVING FISCAL HEALTH
Establish and Maintain Reserves
DIAGNOSTICS TREATMENTS
ü Reserve
Requirements?: Are
we clear about the
reserves we must set
aside (policy or
mandate)?
ü Reserves We Keep?:
Do we know of every
reserve we maintain,
how much we maintain,
and why we maintain
them?
ü Establish Reserve
Policy: Establish clear
policy to guide how
much money to reserve,
across the organization.
ü Inventory Reserves
and Keep What’s
Needed: Reserve only
what is necessary, and
eliminate resource-
allocations where
possible.
•Does your organization have a written fund balance reservation policy? If
yes, how are you monitoring to ensure that reserves are maintained?
–Check to see if established working capital reserves are sufficient to meet
emergency needs or short-term revenue shortfalls
–Check to see if there is an inventory of all other restricted or designated fund
balance reserves, stating their purpose, the authority establishing them and
how they are to be calculated Section 1-19
Approach to Fiscal Health #2:
Establish and Maintain Reserves
•Symptoms of Good Fiscal Health
–Establish Working Capital Reserve Policy
–Indentify, Document and Understand All Reserves
–Review Adequacy of Fund Balance Levels –too Little or too
Much
•Establish and Maintain Reserves in order to:
–Provide a back-up plan for emergencies, revenue shortfalls, or
other unforeseen changes
–Set aside funding for long-range plans
–Hold only the appropriate amount of reserves establishes
credibility with internal and external stakeholders
Section 1-20
Fiscal
Health
“Spend Within
Our Means”
Understand
Variances
(Budget vs. Actual)
Incorporate Economic
Analysis and Long-term
Planning into Decision-
Making
Establish and
Maintain Reserves
Transparent About
the “True Cost of
Doing Business”
DIAGNOSTICS TREATMENTS
ü Start with Revenues?:
Do we begin fiscal
discussions with
available revenues,
rather than expenses?
ü Distinguish Between
Ongoing vs. One-time
Revenues /
Expenses?
DIAGNOSTICS TREATMENTS
ü Appropriate Program
Costs Shouldered by
Users?: Do we know
what overhead,
administrative and
internal services we
provide, how much they
cost, and how each
customer influences the
demand for service?
ü Implement Internal
Service Funds:
Appropriately align
supply/cost of service
with customer demand
ü Utilize Full-Cost Plan:
Appropriately align cost/
supply of service with
demand for all overhead
and admin programs
DIAGNOSTICS TREATMENTS
DIAGNOSTICS TREATMENTS
ü Reserve
Requirements?: Are
we clear about the
reserves we must set
aside (policy or
mandate)?
ü Reserves We Keep?:
Do we know of every
reserve we maintain,
how much we maintain,
and why we maintain
them?
ü Establish Reserve
Policy: Establish clear
policy to guide how
much money to reserve,
across the organization.
ü Inventory Reserves
and Keep What’s
Needed: Reserve only
what is necessary, and
eliminate resource-
allocations where
possible.
ü Distinguish Between
General Gov’t and
Program Revenues?
ü Achieve Ongoing
Alignment: Ongoing costs
can only be funded with
ongoing revenue.
ü Achieve One-time
Alignment: Fund one-time
costs with unreserved fund
balance, one-time sources
(ex. Grants), dedicated
ongoing revenue.
ü Incentivize Self-Sustaining
Programs: Allow programs
to keep 100% of program
revenue generated.
ü Account for Impact of
External/Economic
Influences?: Do we
incorporate economic
trends into our forecasts?
Are we accurate?
ü Incorporate/Consolidate
Long-term Plans into
Forecasts?
ü Plan for Ongoing
Replacement/
Maintenance Costs?
ü Trend Analysis and
Forecasting: Identify and
assess key influences on
our revenue sources and
expenses
ü Decision Making Tool,
Incorporating and
Communicating Long-
term Impacts: Model
impacts of decisions with
interactive decision-
support tools
DIAGNOSTICS TREATMENTS
ü Budgeting For too Many
Contingencies?: Does every
dept / division budget for the
unforeseen?
ü Ongoing Operational
Budgets Include Cyclical
(one-time) Costs?
ü Consistent Variances (Budget
v. Actual) Year-to-Year?
ü Consolidate Contingency
Funding for Acceptable Level
of Unforeseen
ü Hone Salary/Benefit
Forecasting Tools: Costs
saved and unplanned due to
vacancies/turnover can be
significant.ü Ensure Variances Are Minimal
and Explainable
ü Know the Programs
Offered, and How Much
they Cost?: Do we know
what programs we offer,
how much they cost
(direct and indirect)?
ü Program Inventory:
Identify each program
offered by organization
ü Program Costing: Price
each program (direct and
indirect costs)
ACHIEVING FISCAL HEALTH
Understand Variances
(Budget vs. Actual)
DIAGNOSTICS TREATMENTS
ü Budgeting For too Many
Contingencies?: Does every
dept / division budget for the
unforeseen?
ü Ongoing Operational
Budgets Include Cyclical
(one-time) Costs?
ü Consistent Variances (Budget
v. Actual) Year-to-Year?
ü Consolidate Contingency
Funding for Acceptable Level
of Unforeseen
ü Hone Salary/Benefit
Forecasting Tools: Costs
saved and unplanned due to
vacancies/turnover can be
significant.ü Ensure Variances Are Minimal
and Explainable
•Are variances between budgeted and actual revenues and expenditures analyzed and explained? If yes, how do those variances impact future budget cycles?
•Does your organization utilize a formal Compensation Plan to establish employee salary/wage ranges? How often is the plan updated?
•When assessing the adequacy of employee compensation, are employee benefit packages included in this assessment? Section 1-21
Salary/Benefit Projection Tool
Section 1-22
Approach to Fiscal Health #3:
Understand Variances
•Symptoms of Good Fiscal Health
–Identify ongoing resources devoted to one-time or cyclical (“seemingly ongoing”) expenditures
–Eliminate unnecessary contingencies maintained in department budgets
–Analyze and understand revenue variances
–Don’t overlook thorough analysis of budget-to-actual variances
–Promote multi-year budgeting for capital projects
–Refine salary and benefit projections, to align with actual costs incurred
–Effectively monitor revenue billing and collection
•Understand Variances in order to:
–Promote collaborative engagement of organization in understanding variances
–Allow for more effective budget monitoring and management
–Provide source of “hidden treasure” when looking for budget reductions
–Help identify the “fluff”
–Uncover “shadow” / “decentralized” support functions hidden in department budgets Section 1-23
Fiscal
Health
“Spend Within
Our Means”
Understand
Variances
(Budget vs. Actual)
Incorporate Economic
Analysis and Long-term
Planning into Decision-
Making
Establish and
Maintain Reserves
Transparent About
the “True Cost of
Doing Business”
DIAGNOSTICS TREATMENTS
ü Start with Revenues?:
Do we begin fiscal
discussions with
available revenues,
rather than expenses?
ü Distinguish Between
Ongoing vs. One-time
Revenues /
Expenses?
DIAGNOSTICS TREATMENTS
ü Appropriate Program
Costs Shouldered by
Users?: Do we know
what overhead,
administrative and
internal services we
provide, how much they
cost, and how each
customer influences the
demand for service?
ü Implement Internal
Service Funds:
Appropriately align
supply/cost of service
with customer demand
ü Utilize Full-Cost Plan:
Appropriately align cost/
supply of service with
demand for all overhead
and admin programs
DIAGNOSTICS TREATMENTS
DIAGNOSTICS TREATMENTS
ü Reserve
Requirements?: Are
we clear about the
reserves we must set
aside (policy or
mandate)?
ü Reserves We Keep?:
Do we know of every
reserve we maintain,
how much we maintain,
and why we maintain
them?
ü Establish Reserve
Policy: Establish clear
policy to guide how
much money to reserve,
across the organization.
ü Inventory Reserves
and Keep What’s
Needed: Reserve only
what is necessary, and
eliminate resource-
allocations where
possible.
ü Distinguish Between
General Gov’t and
Program Revenues?
ü Achieve Ongoing
Alignment: Ongoing costs
can only be funded with
ongoing revenue.
ü Achieve One-time
Alignment: Fund one-time
costs with unreserved fund
balance, one-time sources
(ex. Grants), dedicated
ongoing revenue.
ü Incentivize Self-Sustaining
Programs: Allow programs
to keep 100% of program
revenue generated.
ü Account for Impact of
External/Economic
Influences?: Do we
incorporate economic
trends into our forecasts?
Are we accurate?
ü Incorporate/Consolidate
Long-term Plans into
Forecasts?
ü Plan for Ongoing
Replacement/
Maintenance Costs?
ü Trend Analysis and
Forecasting: Identify and
assess key influences on
our revenue sources and
expenses
ü Decision Making Tool,
Incorporating and
Communicating Long-
term Impacts: Model
impacts of decisions with
interactive decision-
support tools
DIAGNOSTICS TREATMENTS
ü Budgeting For too Many
Contingencies?: Does every
dept / division budget for the
unforeseen?
ü Ongoing Operational
Budgets Include Cyclical
(one-time) Costs?
ü Consistent Variances (Budget
v. Actual) Year-to-Year?
ü Consolidate Contingency
Funding for Acceptable Level
of Unforeseen
ü Hone Salary/Benefit
Forecasting Tools: Costs
saved and unplanned due to
vacancies/turnover can be
significant.ü Ensure Variances Are Minimal
and Explainable
ü Know the Programs
Offered, and How Much
they Cost?: Do we know
what programs we offer,
how much they cost
(direct and indirect)?
ü Program Inventory:
Identify each program
offered by organization
ü Program Costing: Price
each program (direct and
indirect costs)
ACHIEVING FISCAL HEALTH
Transparent about
“True Cost of Doing Business”
DIAGNOSTICS TREATMENTS
ü Appropriate Program
Costs Shouldered by
Users?: Do we know
what overhead,
administrative and
internal services we
provide, how much they
cost, and how each
customer influences the
demand for service?
ü Implement Internal
Service Funds:
Appropriately align
supply/cost of service
with customer demand
ü Utilize Full-Cost Plan:
Appropriately align cost/
supply of service with
demand for all overhead
and admin programs
ü Know the Programs
Offered, and How Much
they Cost?: Do we know
what programs we offer,
how much they cost
(direct and indirect)?
ü Program Inventory:
Identify each program
offered by organization
ü Program Costing: Price
each program (direct and
indirect costs)
•Does your organization utilize Internal Service Funds? If yes, what are the services provided by each fund and how are the internal charges established and distributed?
–Check to see if appropriate demand metrics are evaluated when determining costs
–Check to see if customers perceive that costs are transparent, and that they have the ability to influence those costs by altering their own demand
•Does your organization prepare a Full Cost Allocation plan in addition to an OMB A-87 Cost Allocation Plan? If yes, how is this plan incorporated into the budget process?Section 1-24
Approach to Fiscal Health #4:
Transparent About “True Cost of Doing Business”
•Symptoms of Good Fiscal Health
–Align supply/cost of internal services with customer demand
–Appropriately allocate overhead and administrative costs to funds or departments who benefit
–Identify total cost (direct and indirect) for all programs
–Establish fees that recapture appropriate level of total costs of service delivery
•Be Transparent About the True Cost of Doing Business in order to:
–Engage departments in assessing demands for internal services
–Promote enhancement of program revenues
–Provide collaborative discussion of the total cost to provide services
–Diversify burden from General Fund by appropriately sharing costs among other dedicated revenue streams
–Establish cost parameters for assessing “centralization” vs. “decentralization” Section 1-25
Fiscal
Health
“Spend Within
Our Means”
Understand
Variances
(Budget vs. Actual)
Incorporate Economic
Analysis and Long-term
Planning into Decision-
Making
Establish and
Maintain Reserves
Transparent About
the “True Cost of
Doing Business”
DIAGNOSTICS TREATMENTS
ü Start with Revenues?:
Do we begin fiscal
discussions with
available revenues,
rather than expenses?
ü Distinguish Between
Ongoing vs. One-time
Revenues /
Expenses?
DIAGNOSTICS TREATMENTS
ü Appropriate Program
Costs Shouldered by
Users?: Do we know
what overhead,
administrative and
internal services we
provide, how much they
cost, and how each
customer influences the
demand for service?
ü Implement Internal
Service Funds:
Appropriately align
supply/cost of service
with customer demand
ü Utilize Full-Cost Plan:
Appropriately align cost/
supply of service with
demand for all overhead
and admin programs
DIAGNOSTICS TREATMENTS
DIAGNOSTICS TREATMENTS
ü Reserve
Requirements?: Are
we clear about the
reserves we must set
aside (policy or
mandate)?
ü Reserves We Keep?:
Do we know of every
reserve we maintain,
how much we maintain,
and why we maintain
them?
ü Establish Reserve
Policy: Establish clear
policy to guide how
much money to reserve,
across the organization.
ü Inventory Reserves
and Keep What’s
Needed: Reserve only
what is necessary, and
eliminate resource-
allocations where
possible.
ü Distinguish Between
General Gov’t and
Program Revenues?
ü Achieve Ongoing
Alignment: Ongoing costs
can only be funded with
ongoing revenue.
ü Achieve One-time
Alignment: Fund one-time
costs with unreserved fund
balance, one-time sources
(ex. Grants), dedicated
ongoing revenue.
ü Incentivize Self-Sustaining
Programs: Allow programs
to keep 100% of program
revenue generated.
ü Account for Impact of
External/Economic
Influences?: Do we
incorporate economic
trends into our forecasts?
Are we accurate?
ü Incorporate/Consolidate
Long-term Plans into
Forecasts?
ü Plan for Ongoing
Replacement/
Maintenance Costs?
ü Trend Analysis and
Forecasting: Identify and
assess key influences on
our revenue sources and
expenses
ü Decision Making Tool,
Incorporating and
Communicating Long-
term Impacts: Model
impacts of decisions with
interactive decision-
support tools
DIAGNOSTICS TREATMENTS
ü Budgeting For too Many
Contingencies?: Does every
dept / division budget for the
unforeseen?
ü Ongoing Operational
Budgets Include Cyclical
(one-time) Costs?
ü Consistent Variances (Budget
v. Actual) Year-to-Year?
ü Consolidate Contingency
Funding for Acceptable Level
of Unforeseen
ü Hone Salary/Benefit
Forecasting Tools: Costs
saved and unplanned due to
vacancies/turnover can be
significant.ü Ensure Variances Are Minimal
and Explainable
ü Know the Programs
Offered, and How Much
they Cost?: Do we know
what programs we offer,
how much they cost
(direct and indirect)?
ü Program Inventory:
Identify each program
offered by organization
ü Program Costing: Price
each program (direct and
indirect costs)
ACHIEVING FISCAL HEALTH
Economic Analysis and
Long-term Planning
DIAGNOSTICS TREATMENTS
ü Account for Impact of
External/Economic
Influences?: Do we
incorporate economic
trends into our forecasts?
Are we accurate?
ü Incorporate/Consolidate
Long-term Plans into
Forecasts?
ü Plan for Ongoing
Replacement/
Maintenance Costs?
ü Trend Analysis and
Forecasting: Identify and
assess key influences on
our revenue sources and
expenses
ü Decision Making Tool,
Incorporating and
Communicating Long-
term Impacts: Model
impacts of decisions with
interactive decision-
support tools
•Does your Five-Year forecast incorporate other long-term plans developed by your organization?
•Does your organization prepare a Capital Improvement Plan? If yes, what information is included and how is it utilized in your budget process and your financial forecasts?
•What tools does your organization use to communicate financial information to its elected decision-makers?Section 1-26
Labor and
Employment
Co
n
s
u
m
e
r
S
p
e
n
d
i
n
g
Be
h
a
v
i
o
r
Na
t
i
o
n
a
l
a
n
d
L
o
c
a
l
Ec
o
n
o
m
i
c
I
n
d
i
c
a
t
o
r
s
Housing and Commercial Growth
Forecast Impact:
- Wages up 3.7%
- Unemployment
down
- Health care costs
surging (12.6%
increase)
Forecast Impact:
- Retail sales up
2.8% compared
with 7.7% across
metro region
- Consumer
spending cut
backs expected
Forecast Impact:
- Interest rates up
to 5-year high
- GDP growth
steady, but slow
Forecast Impact:
- Building permits
down 9.2%
- Home values
increases 3.3%,
compared with
12.6% nationally
Treatment: Incorporated Economic Trend Analysis
into Revenue and Expense Projections
Section 1-27
Economic Impact Analysis
Determine What Really Matters
Sales Tax
Revenue
Amount of Tourist
Consumer Purchases
Proclivity for
Spending
Job/Income
Growth
Consumer
Confidence
Number of Potential
Consumers
Conventions
Attendees
Strength of
Tourist Season
Spending
Ability
Spending on Taxable Goods
and Services in Virginia Beach
Debt/
Savings
Spending on Non-Taxable e-Commerce
National Macroeconomic
Causal Factors Inflation Interest
Rates
Fiscal
Policy
Stock
Market
Housing
Values
Shopping Trends
& Preferences
Local
Economic
Forces
Household
Formation
Local Shopping
Environment
Military
Deployments
Local Consumer
Spending
Amount of Area Resident
Consumer Purchases
Number of
Tourists
Spending on Taxable Goods and Services
in Neighboring Communities
Spending on Non-Taxable Goods &
Services
Leakages
City of Virginia
Beach, VA
Section 1-28
Treatment: Incorporated Fiscal Health
Diagnostic into Long-term Decision Making
Section 1-29
Approach to Fiscal Health #5:
Economic Analysis and Long-term Planning
•Symptoms of Good Fiscal Health
–Incorporate all long-term plans in forecasting
–Prepare comprehensive, multi-year Capital Improvement Plan, and clearly identify associated ongoing operating costs
–Utilize simple, graphic communication tool to illustrate fiscal health position to all stakeholders
•Focus on Economic Analysis and Long-term Planning in order to:
–Use key indicators to forecast trends which frames and influences better decision making
–Use of single graphic tool ensures shared understanding of long-term fiscal position
–Promote accuracy and understanding of financial forecasting
–Keep decision makers focused on high-level stewardship role
–Identify potential points of failure and allows foresight in response
–Provide for improved long-term planning and financial modeling
–Allow scenario-planning which encourages flexible and adaptive decision-making
Section 1-30
From Health to Wellness
Section 1-31
Across the Board Cuts Address $14.5
Billion Shortfall
•California Governor’s Office: “Across-the-board
approach spreads reductions as evenly as possible
so no single program gets singled out.”
•Reaction: “the governor’s approach would be like a
family deciding to cuts its monthly mortgage
payment, dining-out tab and Netflix subscription
each by 10%, rather than eliminating the restaurant
and DVD spending in order to keep up the house
payments.”
2007
Section 1-32
Prioritization in the Headlines
From Coast to Coast
Section 1-33
Prioritization at the National Level
"We're going to have to prioritize, just like a family has to prioritize.
I want to go line by line through every item in the federal budget and eliminate programs that don't work and make sure that those that do work, work better and cheaper.
And we've got to prioritize both our spending side and our tax policies to make sure that they're working for you. That's what I'm going to do as president of the United States."
Section 1-34
Key Objectives of Prioritization
•Evaluate the services we provide, one versus another.
•Better understand our services in the context of the cause-and-effect relationship they have on the organization’s priorities.
•Provide a higher degree of understanding among decision-makers as they engage in a process to rank services based on priorities.
•Articulate to people in the organization and to the public how we value our services, how we invest in our priorities, and how we divest ourselves of lower-priority services.
Section 1-35
Steps to Successful Prioritization
•1.) Determine Results
–Accurate prioritization of programs, reflecting the City’s stated objectives, depends on the comprehensive identification of the Results we are in business to achieve
•2.) Clarify Result Definitions
–Precision in prioritization results from the articulation of the cause and effect relationship between a program and a Result
–With clearly defined Result Maps, detailing the factors that influence the Results we are in business to achieve, we can seek to minimize subjectivity in the process of linking programs with Results
•3.) Identify Programs and Services
–Differentiating programs and services we offer, as opposed to comparing the departments who provide those services allows for better Prioritization
•4.) Value Programs Based on Results
–With the right Results, and with clear definitions of those Results, we can more accurately place a value on a program relative to its influence on achieving Results
•5.) Allocate Resources Based on PrioritiesSection 1-36
Fiscal
Wellness
Achieve
Fiscal Health
Value Programs
Based on Evidence
of their Influence
on Results
Support Resource
Allocation Decision
Making with Prioritization
of Programs
Identify, Define and
Value the Results
of Government
Identify Programs
and Services
ACHIEVING LONG-TERM FISCAL WELLNESS
Section 1-37
The Challenge with Results
(Goals, Objectives, Strategies, Values…)
Section 1-38
Getting the Right Results and the
Right Definition of Results
Quality of Life
Stewardship of the
Environment
Safe Community
Strategic, Sustainable and
Maintained Development
City of Grand Island Results
Effective, Efficient and
Sustainable
Organization
Accessible and
Transparent
Organization
Stewardship of
Resources
Section 1-39
Identify and Define Results
Section 1-40
Identify and Define Results
(“Before and After”Perspective)
•Previous Definition of City’s “Economic Opportunity Goal”Create and encourage inclusive, lasting environments that grow, attract and retain a creative, talented, educated and technically qualified workforce
–Outcome: Enriched Organization Workforce
•Strategy –Develop and reinforce a progressive work environment and culture
•Strategy –Promote career development and educational opportunities
•Strategy –Recruit, hire and retain highly skilled employees
–Outcome: Enriched Community Workforce
•Strategy –Support area “Workforce Development Partnerships”
•Strategy –Encourage and develop high-skilled labor sectors
•Strategy –Promote diverse cultural opportunities
•Strategy –Promote higher education levels in the community to meet emerging needs of area employers
–Outcome: Sustainable Business Environment
•Strategy –Support area economic development initiatives
•Strategy –Promote high skilled-high wage employment opportunities
•Strategy –Promote the establishment and sustainability of small businesses
–Outcome: Generationally-Diverse Environment
•Strategy –Develop and promote cultural and recreational opportunities for every generation
•Strategy –Promote the development and availability of diverse housing, education and lifestyle opportunities
Section 1-41
Identify and Define Results
(“Before and After”Perspective)
Current Result Map Representation of
Economic Opportunity
Section 1-42
Governance
Monitoring to
Ensure Regulatory
and Policy
Compliance
Provide Analysis
and Long-Range
Forecasting that
Supports
Decision Making
Enhance and
Facilitate
Transparency and
Accountability in all
County Business
Provide for the
Stewardship and
Sustainability of
Our Resources
Being Responsive
to the Needs of Our
Customers
ACHIEVE COUNTY-WIDE GOVERNANCE
Section 1-43
Valuing the Results of Government
Section 1-44
Valuing the Results of Government
Same Exercise as with
Elected Officials,
Extended to Citizens
Section 1-45
Valuation Weighting Calculation
[Weighting Factor=Goal Valuation/Lowest Goal Valuation]
Strategic Goal CC Valuation Weighting
Factor
Quality of Life 25/16.5 1.5
Growth Management 18/16.5 1.1
Fiscal Management 17.5/16.5 1.06
Economic
Opportunity
23/16.5 1.4
Communications 16.5/16.5 1.0
Section 1-46
Developing a Program Inventory
•Departments develop their own program
inventories
•When defining programs, be clear on the
objectives of what inventory will be used for
•Not too big, not too small, just right!
–Measure relative size based on costs, people
associated with program
–Departments and Divisions = too big
–Tasks = too small
Section 1-47
Value Programs Based on Evidence of
their Influence on Results
Section 1-48
Validate Program Scores Based on
Evidence of their Influence on Results
Section 1-49
“P
r
i
o
r
i
t
y
1
”
P
r
o
g
r
a
m
s
(
T
o
p
2
5
%
,
b
y
V
a
l
u
a
t
i
o
n
)
“P
r
i
o
r
i
t
y
2
”
P
r
o
g
r
a
m
s
“P
r
i
o
r
i
t
y
3
”
P
r
o
g
r
a
m
s
“P
r
i
o
r
i
t
y
4
”
P
r
o
g
r
a
m
s
Source: Jefferson County, Colorado
Entity-wide Program Prioritization
•Notice that the top ranking program in this entity-wide Program Prioritization was Snow Removal, while the bottom ranking program was Natural Resources and Horticulture.
•Snow Removal scored highest because the program was proven to have a significant influence on all of the organization’s results.
•The Horticulture program had the least amount influence of the results.
•This is the very definition of "Bang for the Buck" as, for every dollar spent on Snow Removal, the organization achieves more of the results.
Section 1-50
•Is this an acceptable “picture”?
•If there were a significant revenue downturn, is the answer across the board budget cuts, or could Prioritization be used to better re-allocate resources?
•Conversely, if revenues were unexpectedly higher, is the answer across-the-board spending increases, or should the additional investment be made in top priorities first?Section 1-51
6Determine Resource Availability Using
Fiscal Health Diagnostic Tool
Section 1-52
Prioritization-driven
Resource Allocation
Section 1-53
Budget Transmittal Form
Supplements Budget Meeting with Elected Officials
Sheriff's Office
Priority 2008 Adopted Budget 2009 Requested Budget Proposed Variance
1 20,811,433$ 21,777,149$ $965,716
2 35,894,273$ 37,389,908$ $1,495,635
3 9,789,224$ 8,694,397$ ($1,094,827)
4 2,866,284$ 2,199,493$ ($666,791)
TOTALS 69,361,214$ 70,060,947$ 699,733$
0 12,724,985$ 13,274,641$ $549,656
* Priority 0 includes administrative and/or overhead programs which weren't subject to Prioritization
Section 1-54
Budget Transmittal Form
Supplements Budget Meeting with Elected Officials
Program Name
Priority
Ranking
# of
FTE Total Budget
# of
FTE Total Budget
# of
FTE Total Budget %Explanation of Changes from 2008 to 2009
Traffic 1 7.0 $630,298 7.0 $652,068 0 $21,7703%
Emergency Management 1 4.0 $393,769 4.0 $362,283 0 ($31,486)-8%Decrease in Interdepartmental Costs
Transportation 1 9.0 $833,780 9.0 $840,440 0 $6,6601%
Work Release 1 26.0$1,929,91426.0$2,058,379 0 $128,4657%Internal reorganization
Court Security 1 32.0$2,750,39532.0$2,933,381 0 $182,9867%Internal reorganization
Civil/Fugitive/Warrants 2 17.0$1,362,66617.0$1,381,129 0 $18,4631%
Records 2 14.0$765,69513.0$808,052 -1 $42,3576%
Academy 2 20.5$1,206,15520.5$1,264,977 0 $58,8225%
Dispatch (Communications Center)2 32.0$2,386,97933.0$2,428,888 1 $41,9092%
Directed Operations (DOU)2 7.0 $696,355 7.0 $710,716 0 $14,3612%
Crimes Against Persons 2 10.0$894,05410.0$934,984 0 $40,9305%Internal Reorganization
Crimes Against Property 2 18.0$1,288,52519.0$1,615,970 1 $327,44525%Internal Reorganization
Grants Coordinator 3 1.0 $68,748 1.0 $65,269 0 ($3,479)-5%
Training and Recruiting 3 13.0$1,622,38413.0$1,508,050 0 ($114,334)-7%Vacant positions reallocated
Victim Services 3 6.0 $401,346 6.0 $419,986 0 $18,6405%
Detentions Administration 3 2.0 $50,574 2.0 $44,450 0 ($6,124)-12%Vacancy Savings reduction
Criminalistics 3 8.0 $789,579 8.0 $851,166 0 $61,5878%$14,500 Business cases/contract lab equip and services
Laundry/Custodial 3 3.0 $422,321 3.0 $432,664 0 $10,3432%
School Resource Officers (SROs)3 11.0$898,49811.0$972,470 0 $73,9728%
Inmate Worker Program 3 6.0 $327,041 6.0 $493,386 0 $166,34551%Internal Reorganization
Animal Control 3 15.0$1,174,11115.0$1,048,027 0 ($126,084)-11%$4224 Business case Rabies Vaccine/Move TMAC Non-De
Security Manager 3 1.0 $0 1.0 $90,180 0 $90,180100%Moved 1 FTE from Risk Mngt to Sheriff for Security Mgr.
Inmate Welfare 4 3.0 $485,393 3.0 $289,107 0 ($196,286)-40%Internal Reorganization
Accreditation 4 3.0 $163,146 3.0 $163,173 0 $270%
Crime Analysis 4 1.0 $76,888 1.0 $79,100 0 $2,2123%
Investigations Administration 4 7.0 $811,436 5.0 $827,324 -2 $15,8882%$9,966 business case for JAC
Professional Standards 4 1.0 $134,187 1.0 $138,697 0 $4,5103%
Staff Inspection 4 1.0 $109,955 1.0 $114,221 0 $4,2664%
Volunteer Programs 4 1.0 $119,130 1.0 $108,493 0 ($10,637)-9%
Public Information 4 2.0 $196,326 2.0 $208,109 0 $11,7836%
Community Relations 4 1.0 $140,121 1.0 $145,730 0 $5,6094%
TOTALS 815.50$84,769,599815.5$89,283,933 0 $4,514,3345%
2008 Adopted Budget 2009 Requested Budget Variance
BUDGET TRANSMITTAL FORM
Section 1-55
October November December January February
City of ….., Michigan
Prioritization Initiative: October - February
Key to Figures and Colors in Process Map Indicates
Flexibility in
Process
Task Performed
by ICMA
Task Performed by
Ferndale Team
Task Performed by
Departments
11/6 –7
On-site
Feb.
On-Site
Indicates
Recommended
On-site Work
- Step 2 -
Clarify
Results
Definitions
- Step 3 -
Identify
Programs
and Costs
- Step 4 -
Value
Programs
- Step 5 -
Allocate
Resources
Based on
Priorities
- Step 1 -
Determine
Results
Develop
Resource
Allocation
Tool
Assist with
Resource
Allocation Targets
Facilitate Workshop to
Identify Community and
Governance Results
Review Results
Facilitate Result Definitions
Workshop and Prepare
Result Maps
Review and Approve
Result Maps
Facilitate
Workshop
on Basic
Attributes
Support Peer Review Process
Develop
Fiscal Health Diagnostic Tool
Prepare Fiscal Health
“Check Up”
Prepare Department
Program Inventories
Develop and Assign Costs to
Department Programs (with
Finance/Budget Staff)
Complete Departmental
Program Prioritization
Scorecards
Develop and Facilitate Peer
Review Process
Forecast One-time / Ongoing
Revenues and Expenditures
(Finance/Budget Staff)
Recommend
Resource
Allocation Targets
(by Fund)
Determine Available
Revenue (by Fund)
Select
Basic
Attributes
Review
Department
Prioritization
Scorecards
Prepare
Program
Scoring
Distribution
Prepare
Program
Quartile
Distribution
Develop
Budget
Transmittal
Form
Begin
Budget
Development
Process*
Training:
Program
Inventory
Assistance in
Developing
Program
Costing
Evaluate
Department
Program
Inventories
Evaluate
Program
Costs
* Begin Budget Development
Process, Integrating Prioritization
Facilitate Workshop to
Identify Community and
Governance Results
Review and
Approve Final Results
Facilitate
Exercise to Value
the Results of
City Government
Approve Final
Valuations of
Results
Section 1-56
Differentiating Prioritization
from other Approaches
Section 1-57
•Objectives of Prioritization Re-define and
Reach Beyond Traditional Conversations:
–“Core vs. Non-core”
–“Essential vs. Non-essential”
–“Mandated vs. Non-mandated”
“Trimming
the Fat”
“Separating the Wheat
from the Chaff”
“Cutting to
the Core”
Differentiating Prioritization from
other Approaches
Section 1-58
Thank You
•Contact Information:
–Jon Johnson, Senior Management Advisor
•303-909-9052
•jjohnson@icma.org
–Chris Fabian, Senior Management Advisor
•303-520-1356
•cfabian@icma.org
•Website: http://www.icma.org/resultsnetworks/
Section 1-59
This page is intentionally blank
ANATOMY of
a Priority-Based Budget Process
Section 1-60
April 2010 | Government Finance Review 9
T he traditional incremental approach to budget-
ing is not up to the financial challenges posed by
the Great Recession.An incremental approach is
workable (but not optimal) in periods of revenue
growth because the new revenue increments can be
distributed among departments and programs with rel-
atively little controversy.There is much more potential
for acrimony,though,when allocating revenue decre-
ments during times of revenue decline.Hence,
the popularity of across-the-board cuts — they are
perceived as equitable and thus attenuate conflict.But
by definition,across-the-board cuts are not strategic.
They do not shape and size government to create value
for the public.
Priority-driven budgeting (PDB) is a natural alterna-
tive to incremental budgeting.Using PDB,the govern-
ment identifies its most important strategic priorities.
Services are then ranked according to how well they
align with the priorities,and resources are allocated in
accordance with the ranking.1
This article identifies the essential steps in a PDB
process and the major levers that can be pushed and
pulled to customize PDB to local conditions.The fol-
lowing organizations contributed to the Government
Finance Officers Association’s research on PBD:the City
of Savannah,Georgia;Mesa County,Colorado;Polk
County,Florida;County,Washington;City of Walnut
Creek,California;City of San Jose,California;and City of
Lakeland,Florida.
MAKING THE PROCESS YOUR OWN
Designing a process that is fair,accessible,transpar-
ent,and adaptable is a challenge.However,it is also an
opportunity to customize a PDB process that fits your
organization best.The GFOA’s research has identified
five key customization questions that need to be
answered as you design a PDB process:
■What is the scope? What funds and revenues are
included? What is the desired role of non-profit
and private-sector organizations in providing public
services?
■What is the role of PDB in the final budget deci-
sion? Is it one perspective that will be considered
among many,or is it the primary influence? By what
method will resources be allocated to services?
BY SHAYNE C.KAVANAGH,
JON JOHNSON,AND CHRIS FABIAN
Section 1-61
10 Government Finance Review | April 2010
■What is the organizational subunit that will be evaluated
for alignment with the organization’s strategic priorities?
Departments,divisions,programs? Something else?
■How will subunits be scored,and who will score them?
The scoring mechanism is central to PDB.
■How and where will elected officials,the public,and staff
be engaged in the process? Engagement is essential for
democratic legitimacy.
Jurisdictions can tailor the process to their needs so long as
they stay true to the philosophy of PBD,which is about how a
government should invest resources to meet its stated objec-
tives.Prioritizing helps a jurisdiction better articulate why its
programs exist,what value they offer citizens,how they bene-
fit the community,what price we pay for them,and what
objectives and citizen demands they are achieving.PDB is
about directing resources to those programs that create the
greatest value for the public.
STEPS IN PRIORITY-DRIVEN
BUDGETING
A PDB process can be broken down
into a few major steps.In addressing each
step,there are several options for answer-
ing the five key customization questions.
1.Identify Available Resources.The
organization needs to fundamentally shift
its approach to budgeting before embark-
ing on priority-driven resource allocation.
An organization should begin by clearly identifying the
amount of resources available to fund operations,one-time
initiatives,and capital expenditures,instead of starting out by
identifying the amount of resources the organization needs
for the next fiscal year.
Many jurisdictions start developing their budgets by analyz-
ing estimated expenditures to identify how much money the
organizational units will need to spend for operations and
capital in the upcoming fiscal year.Once those needs are
determined,then the organization looks to the finance
department or budget office to figure out how they will be
funded.When adopting a PDB approach,the first step is to
gain a clear understanding of the factors that drive revenues.
Jurisdictions perform the requisite analysis to develop accu-
rate and reliable revenue forecasts of how much money will
be available for the upcoming year.
Once the amount of available resources is identified,the
forecasts should be used to educate and inform all stake-
holders about what is truly available to spend for the next fis-
cal year.As the organization begins developing its budget,
everyone must understand and believe that this is all there is
— that there is no padding beyond what is forecast.Sharing
the assumptions behind the revenue projections creates a level
of transparency that dispels the belief that there are always
“secret funds”to fix the problem.This transparency establishes
the level of trust necessary for PDB to be successful.
In the first year of implementing PDB,an organization might
chose to focus attention on only those funds that appear to be
out of alignment on an ongoing basis.This will usually involve
the general fund,but the organization might decide to
include other funds in the PCB process.Polk County,Florida,
for instance,limits the scope to the general fund.
Intended Result:A common under-
standing throughout the organization
about the amount of resources
available,which limits how much can be
budgeted for the upcoming fiscal year.
2.Identify Your Priorities.PDB is built
around a set of organizational strategic
priorities.These priorities are similar to
well-designed mission statements in that
they capture the fundamental purposes
behind the organization — why it exists —
and are broad enough to have staying
power from year to year.The priorities are
very different from a mission statement,however,in one
respect:They should be expressed in terms of the results or
outcomes that are of value to the public.These results should
be specific enough to be meaningful and measurable,but not
so specific that they outline how the result or outcome will be
achieved,or that they will become outmoded after a short
time.Mesa County,California,has six priority results,which are
expressed as citizen statements:
■Economic Vitality.“I want Mesa County to have a variety
of industries that will promote a healthy and sustainable
economy.”
■Well-Planned and Developed Communities.“I want
plans and infrastructure that maintain quality of life.”
■Self-Sufficient Individuals and Families.“I want a com-
munity where citizens have opportunities to be self-suffi-
cient.”
Designing a process that is
fair,accessible,transparent,
and adaptable is a challenge.
However,it is also an oppor-
tunity to customize a priority-
driven budgeting process that
fits your organization best.
Section 1-62
■Public Safety.“I want to feel safe any time,anywhere
in Mesa County.”
■Public Health.“I want a healthy Mesa County.”
■Public Resources.“I want Mesa County to have
well-managed resources.”
A strategic plan,vision,or mission statement can be the
starting point for identifying the priority results.Grounding the
priority results in these previous efforts can be helpful,as it
respects the investment stakeholders might have in them and
gives the priorities greater legitimacy.
Developing the priorities is a critical point of citizen
involvement.The governing board must also be closely
involved.Familiar tools such as citizen surveys,focus groups,
and one-on-one interviews work well,too.
Intended Result:A set of priorities that are expressed
in terms of measurable results,are of value to citizens,
and are widely agreed to be legitimate.
3.Define Your Priority Results More Precisely.The
foundation of any prioritization effort is the results that define
why an organization exists.Organizations must ask what
makes them relevant to their citizens.Achieving relevance
— providing the programs that achieve relevant results — is
the most profound outcome of a prioritization process.
The challenge is that results can be broad,and what
they mean for your community can be unclear.Take,for
instance,a result such as “providing a safe community,”
which is shared by most local governments.Organizations
talk about public safety,or the provision of a safe community,
as if it were an obvious and specific concept.But is it?
In the City of Walnut Creek,California,citizens,together with
city leadership,commonly identified issues of building safety
specific to surviving earthquakes as an important influence
on the safety of their community.In the City of Lakeland,
Florida,however,not a single citizen or public official dis-
cussed earthquakes in their work to help define the very same
April 2010 | Government Finance Review 11
Are Support Services a Priority?
The jurisdictions that participated in the GFOA’s research
offered two alternatives for funding support services.Some
suggested creating a “good governance”priority that addresses
high-quality support services.This gives support services a
clear place in PDB and allows them to evaluate program
relevance against the strategic results they are asked to
achieve.Here is how the City of Walnut Creek,California,
defined its governance goals:
■Enhance and facilitate accountability and innovation
in all city business.
■Provide superior customer service that is responsive
and demystifies city processes.
■Provide analysis and long-range thinking that supports
responsible decision making.
■Proactively protect and maintain city resources.
■Ensure regulatory and policy compliance.
Other participants envisioned moving to a system that would
fully distribute the cost of support services to operating pro-
grams.Thus,the impact of any changes in the funding of these
services would be tied to the prioritization of the operating
services they support.
Section 1-63
12 Government Finance Review | April 2010
result.Hence,the uniqueness and relevance we seek is estab-
lished through the specific definitions of the community’s
results.The process of defining results reveals the communi-
ty’s identity and the objective meaning of what is relevant.
Strategy mapping is a powerful method for defining results.2
It is a simple way to take a complex and potentially ambigu-
ous objective — such as achieving a safe community — and
create a picture of how that objective can be achieved.
Sometimes referred to as cause-and-effect diagrams,or result
maps,strategy maps can help an organization achieve clarity
about what it aims to accomplish with its results.
Exhibit 1 shows a result map from the City of San Jose,
California.The center of the map is the desired result — a
green,sustainable city — and the concepts around the result
are the definitions.The definitions help San Jose clearly artic-
ulate,“When the City of San Jose _____ (fill in the blank with
any of the result definitions),then we achieve a green,sus-
tainable city.”
The City of Walnut Creek approached the process of defin-
ing results knowing that citizens and community stakeholders
needed to be involved.Its rationale was that its prioritization
efforts would be valid only if the community members were
responsible for establishing the results and their definitions.
The city was successful in reaching out to the community (via
radio,newspaper,city newsletters,and the city’s Web site)
to invite any citizen who was interested in participating
to attend one of several town hall meetings.After an
orientation,citizens were invited to participate in a
facilitated session where they submitted as many answers as
they could to fill in the blank in the following question:
“When the City of Walnut Creek _______ ,then they achieve
(the result the citizen was focused on).”The response from
citizens was tremendous and generated a host of answers
to the questions posed by the city.Members of the city
government,who participated in the meetings,were then
responsible for summarizing the citizens’responses by devel-
oping result maps.
When defining the results that establish relevance in your
community,consider if some results might be more important
than other results.This could have an impact on how pro-
grams are valued and prioritized.Elected officials,staff,and
citizens have participated in voting exercises where they
receive a set number of “votes”(or dollars,or dots,etc.) that
Exhibit 1:Result Map
Green,
Sustainable
City
Promotes and supports
resource conservation through
leadership,regulation,education,
and incentives
Minimizes use of natural
resources through reuse
and recycling
Manages factors,facilities,
and programs that mitigate
the City’s environmental
impact on air,land,and
water quality
Plans and designs the City’s
growth to minimize
emissions,energy usage,and
other environmental impacts
Promotes new technology
and business solutions to
environmental challenges
Section 1-64
they can use to indicate the value of one result versus anoth-
er.This process should not be perceived as a budget alloca-
tion exercise (whereby the budget of a certain result is deter-
mined by the votes attributed to it).Instead,participants are
communicating and expressing that certain results (and
therefore the programs that eventually influence these
results) might have greater relevance than others.
Intended Result:Revealing the identity of your
community and the objective meaning of what is relevant
to it through the process of defining results.
What about Capital Projects?
A priority-driven budgeting process can be used to evaluate
capital projects or one-time initiatives in the same way it is used
to evaluate programs and services.For instance,the capital
improvement plan can be ranked against the priority results.
4.Prepare Decision Units for
Evaluation.Evaluating the services
against the government’s priority results
is at the crux of PDB.First,the decision
unit to be evaluated must be defined.A
decision unit is the organizational sub-
unit around which budgeting decisions
will be made.For PDB,the decision unit
must be broad enough to capture the
tasks that go into producing a valued
result for citizens,but not so large as to
encompass too much or be too vague.If the decision unit is
too small,it might capture only certain tasks in the chain that
lead to a result,rather than the overall result,and might over-
whelm the process with too many decision units and details.
Traditional departments and divisions are not appropriate
decisions units for PDB because they are typically organized
around functions rather than results.Hence,research subjects
took one of two approaches to this issue:offers and programs.
Offers.Offers are customized service packages designed
by departments (or cross-functional teams,or sometimes pri-
vate firms or non-profits) to achieve one or more priority
results.Offers are submitted to evaluation teams for consider-
ation against the organization’s priority results.
Offers are intended to be different from existing organiza-
tional subunits for several reasons:to make a direct connec-
tion between the subunits being evaluated and the priority
results;to encourage innovative thinking about what goes into
an offer;and to make it easier for outside organizations to par-
ticipate in the PDB process.For example,multiple depart-
ments can cooperate to propose a new and inventive offer to
achieve a result instead of relying on past ways of doing
things.A private firm could submit an offer to compete with
an offer made by government staff.
How Many Offers Are There?
Research participants that used the offer approach averaged
one offer for every $1.5 million in revenue that was available in
the priority-driven budgeting process.
The drawback of offers is that they constitute a radical
departure from past practice and might be too great a con-
ceptual leap for some.This could increase the risk to the
process,but if the leadership’s vision is for a big break from
past practice,then the risk could be worth it.For example,
Mesa County’s board is interested in having private and non-
profit organizations fully participate in
its budget process at some point in the
future,so the offer approach makes
sense for that jurisdiction.
Programs.A program is a set of relat-
ed activities intended to produce a
desired result.Organizations that use the
program method inventory the pro-
grams they offer and then compare
those to the priority results.Programs are
an established part of the public budgeting lexicon,and some
governments already use programs in their financial manage-
ment,so thinking in terms of programs is not much of con-
ceptual leap.This means less work and process risk.However
familiar the concept,though,the programs need to be suffi-
ciently detailed to allow for meaningful decision making.
Generally speaking,if a program makes up more than 10 per-
cent of total expenditures for the fund in which it is account-
ed for,then the program should probably be broken down
into smaller pieces.If a program makes up 1 percent or less of
total expenditures,or less than $100,000,it is probably too
small and should be combined with others.
Also,the program approach might provide less opportunity
for outside organizations to participate in the budgeting
process.That’s because the starting point is,by definition,the
existing portfolio of services.For that same reason,radical
innovation in service design or delivery method is less likely.
April 2010 | Government Finance Review 13
When adopting a priority-
driven budgeting approach,
the first step is to gain a clear
understanding of the factors
that drive revenues.
Section 1-65
14 Government Finance Review | April 2010
Intended Result:Preparing discrete decision-units
that produce a clear result for evaluation.Think about
evaluating these decision-units against each other
and not necessarily about evaluating departments
against each other.
5.Score Offers/Programs against Results.Once the
organization has identified its priority results and more pre-
cisely defined what those results mean in terms of meeting
the unique expectations of the community,it must develop a
process to objectively evaluate how the offers/programs
achieve or influence the priority results.Scoring can be
approached in several ways,but the system must ensure that
scores are based on the demonstrated and measurable influ-
ence the offers/programs have on the results.In many organi-
zations,such as the cities of Lakeland,Walnut Creek,and San
Jose,programs were scored against all the organization’s pri-
ority results.The idea was that a program that influenced mul-
tiple results must be a higher priority — programs that
achieved multiple results made the best use of taxpayer
money.Alternately,organizations such as
Mesa County,City of Savannah,Polk
County,and Snohomish County matched
each offer with only one of the priority
results and evaluated it based on its
degree of influence on that result.Using
this scenario,a jurisdiction should estab-
lish guidelines to help it determine how
to assign an offer/program to a priority
area and how to provide some accommodation for those
offers/programs that demonstrate critical impacts across pri-
ority result areas.Both of these approaches have been used
successfully in PDB.
There are two basic approaches to scoring offers/programs
against the priority results.One approach is to have those who
are putting forth the offers/programs assign scores based on a
self-assessment.This approach engages the owners in the
process and taps into their unique understanding of how the
offers/programs influence the priority result.When taking this
approach,it is critical to incorporate a peer review or other
quality control process that allows review by peers in the
organization and external stakeholders (citizens,elected offi-
cials,labor unions,business leaders,etc.).During the peer
review,the owner of the offer/program would need to provide
evidence to support the scores assigned.
A second approach to scoring establishes evaluation com-
mittees that are responsible for scoring the offers/programs
against their ability to influence the priority result.Owners of
offers/programs submit them for review by the committee,
which in turn scores the programs against the result.The PDB
process becomes more like a formal purchasing process
based on the assumption that those doing the evaluations
might be more neutral than those proposing the offers/pro-
grams.Committees could be made up entirely of staff,includ-
ing people who have specific expertise related to the result
being evaluated and others who are outside of that particular
discipline.An alternate committee composition would
include both staff and citizens to gain the unique perspectives
of both external and internal stakeholders
Regardless of who is evaluating the offers/programs and
assigning the scores,there are two key points.To maintain the
objectivity and transparency of the PDB process,offers/pro-
grams must be evaluated against the priority results as com-
monly defined (see step 3).Also,the results of the scoring
process must be offered only as recommendations to the
elected officials who have the final authority to make
resource allocation decisions.
Organizations should establish the
elected governing board’s role at the out-
set.In some jurisdictions,the board is
heavily integrated into the PDB process,
participating in the scoring and evalua-
tion step.They can question the assigned
scores,ask for the evidence that supports a score,and ulti-
mately request that a score be changed based on the evi-
dence presented and their belief in the relative influence that
an offer/program has on the priority result it has been evalu-
ated against.In other organizations such as Snohomish
County,Washington,the PDB process is implemented as a
staff-only tool that is used to develop a recommendation to
the governing body.
Intended Result:Scoring each unit of prioritization
in a way that indicates its relevance to the stated priorities.
6.Compare Scores Between Offers/Programs.A real
moment of truth comes when scoring is completed and the
information is first compiled,revealing the top-to-bottom
comparison of prioritized offers/programs.Knowing this,an
organization must be sure that it has done everything possible
prior to this moment to ensure that there are no surprises,that
the results are as expected,and that the final comparison of
offers/programs in priority order is logical and intuitive.
Priority-driven budgeting is a
natural alternative to incremental
budgeting.
Section 1-66
In the City of San Jose’s peer review process,the scores
departments gave their programs were evaluated,discussed,
questioned,and sometimes recommended for change.The
city established a review team specific to each of the city’s
results.The review teams first went over the result map to
ensure that each member of the team was grounded in the
city’s specific definition of the result.Next,the review teams
were given a report detailing every program that gave itself a
score for the particular result under review.The teams met to
discuss:whether they understood the programs they were
reviewing;whether they agreed with the scores;whether they
required further testimony or evidence to help them better
understand the score given;and whether the score should
stand,or if the team should recommend increasing or
decreasing it.All programs were evaluated in this manner
until a final recommendation was made regarding the final
program scores.
What made San Jose’s approach noteworthy is that in addi-
tion to including peers within the organization to review the
scores,the city also invited the local business community,
citizens representing their local neighborhood commissions,
and labor leaders.According to San Jose’s City Manager’s
Office,“The participants found the effort informative as to what
the city does;they found it engaging with respect to hearing
staff in the organization discuss how their programs influence
the city’s results;and,most interesting,they found it fun.”
Lastly,it is important to recognize that community stake-
holders could be apprehensive about engaging in an evalua-
tion that could result in losing support for their program.Even
though program directors,or citizens who benefit from a par-
ticular program,might understand why their programs weren’t
ranked highly,they still won’t be pleased with that outcome.
Organizations must ask if the end result of their efforts in pri-
oritizing programs is simply that finish line when it is clear
what programs should be cut.Organizations such as the City
of Lakeland have used prioritization not only to balance their
budgets in a meaningful way,but also to understand how pro-
grams that might appear less relevant to the city as a whole
might in fact be very relevant to other community stakehold-
ers.These stakeholders might actually take responsibility for
supporting or preserving a program.There are often opportu-
nities to establish partnerships with other community institu-
tions such as businesses,schools,churches,and non-profits.
Intended Result:A logical and well-understood product
of a transparent process — no surprises.
7.Allocate Resources.Once the scoring is in place,
resources can be allocated to the offers/programs.There are a
number of methods for allocating resources.One method is to
order the offers/programs according to their prioritization
within a given priority result area and draw a line where the
cost of the offers/programs is equal to the amount of revenue
available (see Exhibit 2).Revenues can be allocated to each
result area based on historical patterns or by using the priori-
ty’s relative weights,if weights were assigned.Those offers/pro-
grams that are above the line are funded,and those that are
below the line are not.Discussion will ensue about the
offers/programs on either side of the line and about moving
them up or down,reorganizing them to move them above the
line (e.g.,lowering service levels),or even shifting resources
among priority results.
An alternate method,used by the City of Lakeland,is to
organize the offers/programs into tiers of priority (i.e.,quar-
tiles) and then allocate reductions by tier.For example,pro-
grams in the first tier might not be reduced,while programs in
the lowest tier would receive the largest reductions.The pro-
grams could be forced to make the reductions assigned,or
the reductions could be aggregated as a total reduction
amount for each department,based on the programs within
its purview (with the implication being that the department
would weight its reductions toward the lower-priority pro-
April 2010 | Government Finance Review 15
Exhibit 2:Drawing the Line
Lo
w
e
r
P
r
i
o
r
i
t
i
e
s
H
i
g
h
e
r
P
r
i
o
r
i
t
i
e
s
Section 1-67
16 Government Finance Review | April 2010
grams,but this would provide more flexibility in deciding the
precise reduction approach).Of course,under any PDB
process,the prioritization is always just a recommendation to
the governing board,and there is give and take to negotiate a
final budget.
PDB can be used effectively for evaluating priorities in all
funds,not just the general fund.One option is to handle spe-
cial purpose funds (where there are restrictions placed on
how monies can be used) separately.For example,perhaps
enterprise funds or court funds would be evaluated on a dif-
ferent track or budgeted in a different way altogether.Another
option is to rank offers/programs without respect to funding
source,but then allocate resources with respect to funding
source.Knowing the relative priority of all the offers/programs
could generate some valuable discussion,even if there is no
immediate impact on funding.For example,if a low-ranking
offer/program is grant funded,is it still worth providing,espe-
cially if that grant might expire in the foreseeable future?
Intended Result:Aligning resource allocation
with results of priority-driven scoring.
CREATING ACCOUNTABILITY
There can be a potential moral hazard in PDB;the owners
of the offers/programs that are being evaluated might over-
promise or over-represent what they can do to accomplish the
priority result.Create methods for making sure that offers/pro-
grams deliver the results that their positive evaluations were
based on.Many of the GFOA’s research participants are striv-
ing toward performance measures for this purpose.For exam-
ple,an offer/program might have to propose a standard of evi-
dence or a metric against which it can be evaluated to see if
the desired result is being provided.
Polk County has a conceptual approach to connecting pri-
ority result areas to key indicators (see Exhibit 3).However,
none of the research participants have worked this situation
out entirely to their satisfaction.For those just starting out,the
lesson is to be cognizant of the place for evidence in your
process design,but also to be patient about when this part of
the process will be fully realized.
Intended Result:Making sure that those who received
allocations are held accountable for producing
the results that were promised.
CONCLUSIONS
Priority-driven budgeting is a big change from traditional
budgeting.You should have strong support for the PDB phi-
losophy before proceeding,especially from the chief execu-
tive officer (who proposes the budget) and,ideally,from the
governing board (who adopts the budget).If you move for-
ward,study PDB carefully so you can design a process that
works for your organization.Keep in mind the major levers
and decision points mentioned in this article and use them to
create a process that fits your organization.❙
Notes:
1.Priority-driven budgeting is also known as budgeting for results,and the
best-known method of implementing PDB is budgeting for outcomes (see
“The City of Savannah Uses Budgeting for Outcomes to Address Its Long-
Term Challenges”in this issue of Government Finance Review for more
information about BFO).BFO was the subject of The Price Of Government:
Getting the Results We Need in an Age of Permanent Fiscal Crisis by David
Osborne and Peter Hutchinson (New York:Basic Books) 2006.
2.Robert S.Kaplan and David P.Norton,Strategy Maps:Converting Intangible
Assets into Tangible Outcomes (Boston,Mass.:Harvard Business Press) 2004.
SHAYNE C.KAVANAGH is senior manager of research for the
GFOA’s Research and Consulting Center in Chicago,Illinois.He can
be reached at skavanagh@gfoa.org.JON JOHNSON is an independ-
ent local government advisor on fiscal health and wellness issues,fol-
lowing a 28-year career as a government finance officer in Colorado
and Missouri.He can be reached at jjohnson.jfadvisors@earthlink.net.
CHRIS FABIAN is in partnership with Johnson as a local government
advisor assisting organizations across the country as they implement
the priority-based budgeting model the two developed while serv-
ing as budget practitioners in Jefferson County,Colorado.Chris can
be reached at cfabian.jfadvisors@earthlink.net.
Exhibit 3:Connecting Priority
Result Areas to Key Indicators
Priority
People in Polk County who are at risk because
of their health or economic status will get their basic
needs met,and are as self-sufficient as possible.
Indicators
P Improving
H Maintaining
—
Improving
Basic Needs
Poverty Level
No Health Coverage
County vs State
Homeless Population
Section 1-68
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__________________________________________________
It is important to keep in mind the purpose of a forecast is to get a general picture of what the
organization’s financial condition over time could be, based upon conservative assumptions. The term
“conservative” used in the context of financial forecasting means revenues are forecast at low growth
levels or even at a decline (depending on the revenue source). Expenditures, while not necessarily
being forecast as declining, are generally forecast with a 2-3% escalation rate, depending on inflation.
Forecasts generally have at least one scenario where all that is assumed on expenditures is the current
level of service and perhaps some growth in salary/wage expenses. The Council can, if they wish, ask
that certain service level adjustments, whether it is service expansion or reduction, be included as
alternate scenarios, particularly if it appears that revenues will not cover expenditures in the out years
of the forecast.
It is also important to remember, since the purpose of the forecast is to get an idea, based on
conservative assumptions, as to the Town’s financial condition during the five (5) year planning
period, that the forecast is likely to show the Town’s financial position to have reductions in fund
balance as expenditures begin to exceed revenues (even with conservative expenditure
assumptions). This is the reason forecasting is a good tool, as it gives the Council time to strategize
as to course corrections we may have to make financially, both in the short and long term. Finally, it
is important to remember the criticality that economic conditions play in forecasting, particularly as it
relates to sales tax, which can be a volatile revenue source. If economic conditions improve, sales tax
receipts are affected (usually positively) as well as building permit revenue.
Observations Specific to this Financial Forecast
In preparing this five (5) year forecast, the assumptions are based upon historical data in conjunction
with conservative future projections. While it is impossible to accurately predict future outcomes with
100% confidence, this pro-forma is based upon the available data and staff experience. Observations
about this forecast include:
• The five (5) year budget forecast shows a decline in the General Fund balance each fiscal year.
A major reason for this decline is due to the Town’s dependence on one time development
fees. Large corporate campuses, such as Fidelity and Deloitte, have helped cover the deficit gap
between Town expenses and revenues. No similar projects are on the horizon at this time
that
will generate this type of fee revenue.
Section 2-1
• In fiscal year 2012-2013 the General Fund will drop below a ninety (90) day operating budget
and the five year forecast predicts the General Fund will no longer be able to support our daily
operations/maintenance expenditures.
• The Town needs to experience significant growth in sales tax revenue, have another large
development under way within three years, identify alternate revenue sources, or a
combination of these options, in order to continue providing the current level and quality of
general government public services. Since it is impossible to predict how quickly another
development of this size or nature will occur in Westlake, the forecast shows only anticipated
revenue streams from current sources.
• The Utility Fund continues to maintain a strong balance, primarily due to the recent adjustment
in service fees. We have anticipated revenue bonds for the funding of a 1.0 million gallon
ground storage tank that will be necessary to serve the growth of the Town. Annual payments
are anticipated to be $185K annually. The Utility Fund should only be utilized for the
development and maintenance of water and sewer services.
Forecast Assumptions
The five year financial forecast is based upon the following assumptions:
FY 2009-2010
Revenues:
o GF – Sales tax revenue has been reduced by approximately 14% based on current year receipts. We
anticipate approximately $452,600 one-time sales tax revenue, based on the Economic Development
Agreement with Deloitte, for the taxes paid on the construction materials used in the Deloitte project.
o GF – Franchise fees and Municipal Court fees are flat
o GF – Building permits/inspection/plan review fees are based on 10 new homes and $1.4M in Deloitte
fees (originally budgeted to be received in FY 2008-2009)
o Visitors Association Fund – Decreased by the $30K revenue budgeted for the History Book sales and
reduction of interest income
Expenditures:
o Includes all proposed maintenance projects and equipment replacement to maintain current level of
service
o All Funds – 2.4% increase in salary and wages; 4.86% decrease in Medical insurance
o All Funds - Expenditures are based on staff’s “Preliminary” budget including a reduction of $175K
payment based on the Economic Development Agreement with Fidelity
o Visitor’s Association Fund - Expenditures are reduced by one-time $30K History book expense in 08-09
and $90K based on the decrease of funds provided to the Marriott.
Section 2-2
o CIP will only include self-funded projects (projects that already have a funding source) or those that
can be funded through external sources
FY 2010-2011
Revenues:
o GF – Sales tax revenue is projected to increase 2% excluding $172,400 one-time sales tax received,
based on the Economic Development Agreement with Deloitte, for the taxes paid on the construction
materials used in the Deloitte project.
o All Funds – Other revenue is projected to increase by 2%.
o Utility Fund – Other revenue is projected to increase by 2% (excluding $72K one-time impact fees
related to the Deloitte project in 09-10)
Expenditures:
o Includes all proposed maintenance projects and equipment replacement to maintain current level of
service
o All Funds - Salary and wages increase by 3%
o All Funds - Other expenditures increase by 3% including a reduction of the $452,600 payment based
on the Economic Development Agreement with Deloitte
o Salary and wages increase by 3%
o CIP will only include self-funded projects (projects that already have a funding source) or those that
can be funded through external sources
FY 2011-2012 & Beyond
Revenues:
o Sales tax revenue is projected to increase by 3%
o Other revenue is projected to increase by 3%
Expenditures:
o Includes all proposed maintenance projects and equipment replacement to maintain current level of
service
o Salary and wages increase by 3%
o Other expenditures increase by 3% (excluding any one-time expenditures)
o CIP will only include self-funded projects (projects that already have a funding source) or those that
can be funded through external sources
Section 2-3
Updated 5-17-10
Includes Major Maintenance and Vehicle & Equipment Replacement (except for Ambulance and Fire Pumper Truck)
Includes ONLY FY 09-10 submitted capital projects and ALL Utility Fund capital projects
FY 08-09
p
FY 09-10 FY 10-11 FY 11-12 FY 12-13 FY 13-14
General Fund Beginning Fund Balance
1 Beginning Fund Balance 2,771,738 2,675,311 3,270,158 2,226,311 1,271,698 (54,421)
2 Sales Tax 1,832,205 1,452,600 1,192,400 1,050,600 1,082,118 1,114,582
3 Revenues (Deloitte pymt 09-10 $1,429,400)2,172,718 3,364,641 1,973,946 2,033,164 2,094,159 2,156,984
4 Transfer In - Utility Fund (Fort Worth Impact Fees)61,321 118,000 43,860 45,176 46,531 47,927
6 Transfer In - Property Tax Reduction Fund 250,000 250,000 250,000 325,745 - -
8 Expenditures (2,083,258) (2,618,613) (2,403,393) (2,297,923) (2,366,861) (2,437,867)
9 Payroll, Benefits and Related Expenditures (2,050,996) (1,963,731) (2,022,643) (2,083,322) (2,145,822) (2,210,197)
10 Transfer Out - Special Revenue Grant Fund - (8,050) - - - -
11 Transfer to MMF -
12 Transfer Out - General Major Maint (Annual contr.)- - (15,000) (15,000) (15,000) (15,000)
13 Transfer Out -General Major Maintenance Fund (77,278) - (63,016) (13,053) (21,244) (21,850)
14 Transfer Out - Vehicle/Equipment Replacement Fund (51,954) - - - - -
15 Transfer Out - Capital Projects (149,185) - - - - -
16 Net Total 2,675,311 3,270,158 2,226,311 1,271,698 (54,421) (1,419,842)
17 Restricted Funds (Court restrictions)154,265 154,265 154,265 154,265 154,265 154,265
18 Restricted Funds (Reforestation/Street escrow)- - - - -
19 Designated Funds (A&S Building Pledges Receivable)- -
20 Restricted Funds (Building Fund from TSH)- - - - - -
20 Ending Balance (projected)2,521,046 3,115,893 2,072,046 1,117,433 (208,686)(1,574,107)
21 Operating Days 232 275 178 93 (17) (124)
22 Visitors Association Fund
23 Beginning Fund Balance 1,451,153 1,244,946 932,952 716,628 294,275 (131,438)
24 Revenues 539,623 476,975 486,515 501,110 516,143 531,628
25 Payroll and Related Expenditures (133,228) (182,731) (188,213) (193,859) (199,675) (205,665)
26 Expenditures (208,042) (323,962) (333,681) (343,691) (354,002) (364,622)
27 Transfer Out - Debt Service Fund ($2.5 issue)(368,861) (179,276) (180,944) (182,416) (183,692) (179,722)
28 Transfer out - Debt service (shortfall)- - (203,497) (204,487) -
29 Transfer Out - Capital Projects (35,700) (100,000) - - - -
30 Transfer Out - Vehicle & Equipment Replacement Fund (3,000)
27 Transfer Out - General Fund - -
28 Capital Projects & General MM - - - - - -
29 Net Total (projected)1,244,946 932,952 716,628 294,275 (131,438) (349,820)
30 Designated (Historical/Public Arts)25,000 5,000 5,000 5,000 5,000 5,000
31 Ending Balance (projected)1,219,946 927,952 711,628 289,275 (136,438)(354,820)
32 Operating Days 1,305 668 498 196 (90) (227)
33 Cemetery Fund (Enterprise Fund)
34 Beginning Fund Balance 161,430 163,397 155,947 147,777 138,866 129,190
35 Revenues 2,400 16,550 16,550 16,550 16,550 16,550
36 Transfers In
37 Expenditures (433) (24,000) (24,720) (25,462) (26,225) (27,012)
38 Transfers Out (Debt Service)- - - - - -
39 Ending Balance (projected) 163,397 155,947 147,777 138,866 129,190 118,728
Fund Description
ALL FUND SUMMARY - 5 YEAR FORECAST
Section 2-4
Updated 5-17-10
Includes Major Maintenance and Vehicle & Equipment Replacement (except for Ambulance and Fire Pumper Truck)
Includes ONLY FY 09-10 submitted capital projects and ALL Utility Fund capital projects
FY 08-09
p
FY 09-10 FY 10-11 FY 11-12 FY 12-13 FY 13-14Fund Description
ALL FUND SUMMARY - 5 YEAR FORECAST
40 FM 1938 Fund -
41 Beginning Fund Balance 76,569 - - - - -
42 Revenues 360,938 - - - - -
43 Transfers In
44 Transfers In (General Fund)25,814
45 Expenditures (463,313) - - - - -
46 Ending Balance (projected) 8 - - - - -
47 4B Beginning Fund Balance
48 Beginning Fund Balance 512,793 297,308 267,577 237,846 208,115 178,384
49 Revenues 917,241 726,300 596,200 525,300 541,059 557,291
50 Transfer Out - Debt Service Fund (1,132,726) (756,031) (625,931) (555,031) (570,790) (587,022)
51 Ending Balance (projected) 297,308 267,577 237,846 208,115 178,384 148,653
52 Property Tax Reduction Fund Balance
53 Beginning Fund Balance 505,665 1,068,034 809,654 359,451 - -
54 Revenues 920,830 727,300 596,200 525,300 541,059 557,291
55 Transfer Out - Debt Service Fund - (563,344) (696,403) (559,006) (541,059) (557,291)
56 Transfer Out - Vehicle & Equipment Replacement - (89,336) (100,000) - - -
57 Transfer Out - FM 1938 (25,814)
58 Transfer Out - Capital Projects (82,647) (60,000)
59 Transfer Out - General Major Maintenance Fund (23,000) - - - -
60 Transfer Out - General Fund (250,000) (250,000) (250,000) (325,745) - -
61 Ending Balance (projected) 1,068,034 809,654 359,451 - - -
62 Debt Service Fund
63 Beginning Balance - - - - - -
64 Transfer In - 4B Economic Development Fund 1,132,726 756,031 625,931 555,031 570,790 587,022
65 Transfer In - Property Tax Reduction Fund - 564,443 696,403 559,006 541,059 557,291
66 Transfer in - Visitors Assoc Fund shortfall - - 203,497 204,487 -
67 Transfer In - Visitors Assoc Fund $2.5 issue 368,861 179,276 180,944 182,416 183,692 179,722
68 Expenditures - Debt Service (1,501,587) (1,499,750) (1,503,278) (1,499,950) (1,500,028) (1,498,406)
69 Ending Balance (projected)(0) - - - - (174,371)
Fund balance DOES not reflect cash. It represents balance due from Utility Fund for various capital projects
(balance sheet accounts due to/from-receive $29,731 through 2019) All funds received are being transferred for annual
Section 2-5
Updated 5-17-10
Includes Major Maintenance and Vehicle & Equipment Replacement (except for Ambulance and Fire Pumper Truck)
Includes ONLY FY 09-10 submitted capital projects and ALL Utility Fund capital projects
FY 08-09
p
FY 09-10 FY 10-11 FY 11-12 FY 12-13 FY 13-14Fund Description
ALL FUND SUMMARY - 5 YEAR FORECAST
70 Utility Fund (Enterprise Fund)
71 Beginning Fund Balance 1,427,076 1,728,996 1,330,169 1,221,734 1,243,606 1,274,965
72 Revenues 2,269,250 2,413,766 2,462,041 2,535,903 2,611,980 2,690,339
73 Impact Fees 65,000 118,000 43,860 45,176 46,531 47,927
74 Payroll, Benefits, and Related Expenditures (197,964) (224,284) (231,013) (237,943) (245,081) (252,434)
75 Expenditures (594,820) (683,156) (703,651) (724,760) (746,503) (768,898)
76 Water Purchases (911,025) (1,051,600) (1,083,148) (1,115,642) (1,149,112) (1,183,585)
77 Transfer Out - Utility Major Maintenance (annual contrib (15,000) (22,500) (15,000) (15,000) (15,000) (15,000)
78 Transfer Out - General Fund (% of master plan)(17,000)
79 Transfer Out - General Fund (Impact Fees)(65,000) (118,000) (43,860) (45,176) (46,531) (47,927)
80 Interfund Payable - - - - - -
81 Transfer Out - Vehicle/Equipment Replacement Fund (2,000)
82 Debt Service (Hillwood Infrastructure Pymt)(96,120) (108,000) (111,240) (114,577) (118,015) (121,555)
83 Debt Service (Keller Overhead Storage)(104,538) (116,053) (121,625) (121,107) (121,911) (123,944)
84 Debt Service (Ground Storage Tank/annual payments)(185,000) (185,000) (185,000)
85 Capital Projects (30,863) (605,000) (304,800) - - -
86 Net Fund Balance 1,728,996 1,330,169 1,221,734 1,243,606 1,274,965 1,314,889
87 Restricted Funds 127,480 127,000 130,810 134,734 138,776 142,940
88 Ending Fund Balance (projected)1,601,516 1,203,169 1,090,924 1,108,872 1,136,189 1,171,949
89 Operating Days 307 207 182 180 179 194
90 Vehicle & Equipment Replacement Fund
91 Beginning Fund Balance - 62,000 62,000 75,132 17,987 (438,794)
92 Revenue 12,000
93 Transfer In - General Fund 51,954 - - - - -
94 Transfer In - Property Tax Reduction Fund 89,336 100,000 - - -
95 Transfer in - Visitors Association Fund 3,000
96 Transfers in - Utility Fund 2,000
97 Expenditures (1,954) (94,336) (86,868) (57,145) (456,781) -
98 Ending Balance (projected)62,000 62,000 75,132 17,987 (438,794) (438,794)
99 General Major Maintenance Fund
100 Beginning Fund Balance 35,000 50,000 50,000 - - -
101 Revenue
102 Transfer In - General Fund (to make up deficit)- - 63,016 13,053 21,244 21,850
103 Transfer In - General Fund (annual contribution)77,278 - 15,000 15,000 15,000 15,000
104 Transfer In - Property Tax Reduction Fund - 23,000 - - - -
105 Expenditures (62,278) (23,000) (128,016) (28,053) (36,244) (36,850)
106 Ending Balance (projected)50,000 50,000 - - - -
107 Utility Major Maintenance Fund
108 Beginning Fund Balance 35,000 50,000 50,000 53,940 63,745 78,745
109 Transfer in - Utility Fund (annual contritbution)15,000 22,500 15,000 15,000 15,000 15,000
110 Transfer in from Property Tax Reduction (25% annually - - - - - -
111 Transfer in - Utility Fund (to make up deficit)- - - - -
112 Expenses - (22,500) (11,060) (5,195) - -
113 Ending Fund Balance (projected)50,000 50,000 53,940 63,745 78,745 93,745
Section 2-6
Updated 5-17-10
Includes Major Maintenance and Vehicle & Equipment Replacement (except for Ambulance and Fire Pumper Truck)
Includes ONLY FY 09-10 submitted capital projects and ALL Utility Fund capital projects
FY 08-09
p
FY 09-10 FY 10-11 FY 11-12 FY 12-13 FY 13-14Fund Description
ALL FUND SUMMARY - 5 YEAR FORECAST
114 Lone Star Public Facility Corporation
115 Beginning Fund Balance 13,459 13,569 13,669 13,806 14,082 14,363
116 Interest Income 110 100 137 276 282 287
117 Transfer in from Property Tax Reduction (25% annually - - - - - -
118 Expenses - - - - - -
119 Ending Fund Balance (projected)13,569 13,669 13,806 14,082 14,363 14,651
120 Capital Projects Fund
121 Beginning Fund Balance 121,510 230,391 230,391 230,391 230,391 230,391
122 Interest Income 446
123 Contributions 16,924 430,500 -
124 Transfers in - General Fund 149,185 - - - - -
125 Transfers In- Property Tax Reduction Fund 82,647 60,000 - - - -
126 Transfers In - Visitors Association Fund 35,700 100,000 - - - -
127 Expenditures (176,021) (590,500) - - - -
128 Net Ending Fund Balance (projected)230,391 230,391 230,391 230,391 230,391 230,391
129 Restricted Funds 229,945 229,945 229,945 229,945 229,945 229,945
130 Ending Fund Balance (projected)446 446 446 446 446 446
131 Total Proj Ending Fund Balance (Unrestricted)7,047,269$ 6,656,306$ 4,762,996$ 2,958,820$ 753,399$ (993,921)$
SUMMARY
Beginning Fund Balance 7,111,393 7,583,951 7,172,516 5,283,016 3,482,764 1,281,385
Revenues/Transfers In 11,334,357 11,894,318 9,358,003 9,147,302 9,047,684 9,096,689
Expenditures/Transfers Out (10,861,791) (12,305,753) (11,247,503) (10,947,554) (11,249,062) (10,839,846)
Ending Fund Balance (projected)7,583,959 7,172,516 5,283,016 3,482,764 1,281,385 (461,771)
Restricted Funds 536,690 516,210 520,020 523,944 527,986 532,150
Total Proj Ending Fund Balance (Unrestricted)7,047,269$ 6,656,306$ 4,762,996$ 2,958,820$ 753,399$ (993,921)$
NOTE:
These numbers have been updated from the 5-Year Forecast in the FY 2009-2010 Annual Budget to include audited FY 08-09 numbers and include the $1.4M
fees received from Deloitte in FY 2010-2011. These fees were budgeted to be received in FY 2008-2009.
Section 2-7
The Road to Financial Sustainability: A Community Priority
Beginning in 2008 and 2009, the Town Council began working on a Town strategic plan.
Through that effort, it became clear that financial sustainability for the Town, which includes
Westlake Academy, must be a top strategic priority for us.
Why? For years Westlake has been fortunate to be able to rely largely on sales tax and
building permits to fund its municipal services. However, unlike other cities whose sales tax
comes largely from retail sales, Westlake is different. Our sales tax comes from sales of
services and purchases of goods by businesses located in our office complexes. Sales Tax
revenues total 42% of the operating revenue for the current General Fund budget and this
revenue, along with building activity, has slowed down with the economic downturn. And,
while Westlake also receives sales tax on purchases of construction materials for major
building projects with a situs agreement, as well as building permit fees on large projects like
Fidelity and Deloitte, this is one time revenue (i.e. non-recurring).
These hard facts, coupled with the economic down turn and the fact that there are no large
development projects planned (another Deloitte University, for example) in the near or medium
term future, have forced the Town to utilize reserves to fund its budget. This is not
sustainable. Because of Westlake’s heavy reliance on sales tax and fees, this decline has put
the Town’s financial position in danger. This excerpt from the Town’s five year financial
forecast tells the story:
Estimated Proposed
Fund Description FY 08/09 FY 09/10 FY 10-11 FY 11-12 FY 12-13 FY 13-14
General Fund
Beginning Fund Balance $2,771,739 $3,904,487 $3,119,934 $2,076,088 $1,039,105 $ 287,013)
Total Revenues
5,610,936
3,387,841
3,166,346
3,083,764
3,176,277 3,271,565
Total Transfers In
332,000
418,000
293,860
288,552
46,531
47,927
Total Expenditures
(4,506,503)
(4,582,344)
(4,426,037)
(4,381,245)
(4,512,682) (4,648,063)
Total Transfers Out
(303,685)
(8,050)
(78,016)
(28,053)
(36,244)
(36,850)
Net Total
3,904,487
3,119,934
2,076,087
1,039,106
(287,012) (1,652,434)
Total Restricted Funds
402,340
186,340
147,500
147,500
147,500 147,500
Ending Balance
(projected) $3,502,147 $2,933,594 $1,928,587
$
891,606 $ 434,512) $ (1,799,934)
Operating Days 295 259 165 74 (35) (141)
Visitors Association
Fund
Beginning Fund Balance $1,451,153 $ 802,385 $ 572,391 $ 440,528 $ 105,168 $ 26,454)
Total Revenues
511,475
476,975
486,515
501,110
516,143 531,628
Total Expenditures
(496,617)
(424,693)
(437,434)
(450,557)
(464,074)
(477,996)
Total Transfers Out
(663,626)
(282,276)
(180,944)
(385,913)
(183,692)
(179,722)
Net Total (projected)
802,385
572,391
440,528
105,168
(26,454)
(152,545)
Total Restricted Funds
25,000
5,000
5,000
5,000
5,000
5,000
Ending Balance
(projected) $ 777,385 $ 567,391 $ 435,528 $ 100,168 $ ( 31,454) $ (157,545)
Operating Days 571 488 363 81 (25) (120)
Section 2-8
Debt Service Fund
Beginning Balance
$ -
$ -
$ -
$ -
$ -
$ -
Total Transfers In 1,501,957 1,499,750 1,503,278 1,499,950 1,295,541 1,324,035
Total Expenditures
(1,501,957)
(1,499,750)
(1,503,278)
(1,499,950)
(1,500,028) (1,498,406)
Ending Balance
(projected) $ - $ - $ - $ - $(204,487) $ ( 174,371)
What does this mean? It means in 2-3 years the Town will not be able to fund basic day-to-day
services. It means that basic capital project needs for street reconstruction and drainage
improvement will not be able to be funded. It means the Town’s basic infrastructure will
deteriorate because there is no funding to address it. It also means the quality of life that has
drawn residents and businesses to Westlake will be in jeopardy.
That’s why your attendance at your upcoming neighborhood meeting is imperative. We want to
hear from you, explain our finances, the options, and answer your questions. Nothing less
than the future of Westlake is at stake. Watch your mail for the invitation to your
neighborhood meeting.
Article from February 2010 Westlake Wire
Section 2-9
This page is intentionally blank
5/14/2010 4:20 PM
SALES TAX REVENUE ANALYSIS
Introduction:
Recent literature regarding building sustainable communities suggests beginning the process by
identifying current income. In government, this is done by assessing the tax base, which for most
municipalities includes both property tax and sales tax for their jurisdiction; all other revenues are
considered ancillary. In fact, many municipalities use sales tax to help keep their property tax revenues
at the lowest level possible to deliver desired services. However, the Town of Westlake is unique, not
only because of the lack of a property tax, but also because of the nature of the sales tax, a significant
amount of which is one-time, development-related income; this makes calculating a base income
difficult. The following charts and graphs explain the methods that were used to evaluate the Town of
Westlake’s sales-tax income.
This first graph provides the “big picture” of Westlake’s sales tax collection patterns from 1996 to
present.
The chart above illustrates the annualized growth in the Town’s sales tax revenue as well as the impact
one-time sales tax revenues and sales tax audit payments have on the Town’s income. The sales tax
base grew from approximately $800,000 in 1996 to $3.1M in 2006. This growth can be attributed in part
to a sales tax increase of .5% in October of 1996 (4A Economic Development), which raised the tax rate
from 1.5% to 2.0%, which is the maximum municipal sales tax rate allowed in Texas. Sales tax
collections have subsequently fallen to $2.4M. Audit payments and economic development agreement
revenues have varied widely over the same time period.
Section 3-1
5/14/2010 4:20 PM
This second graph also provides a “big picture” view of the sales tax trends in Westlake.
This chart shows the same sales tax data from January 1996 to present broken out monthly. The red
line reflects all sales tax receipts; the blue line is the same receipts net one-time revenues. The cases
where the blue line exceeds the red one are times when sales tax audits resulted in an amount due. The
black and red lines represent the current trends. The current delta between the two trends is
approximately $100,000 or roughly half of the average monthly sales tax revenue. In addition, current
one-time sales tax revenues make up nearly 35% of all sales tax revenues collected. This makes
forecasting sales tax revenues with any degree of certainty very difficult. It is also important to note
that although the overall trend line from 1996 to present is positive (up and to the right); the trend from
2006 to present is actually negative. Removing the one-time audit revenues in Jan of 06, the monthly
sales tax revenue is approximately $400,000, the current average monthly sales tax revenue is just
under $300,000 net one-time revenues.
While these “big picture” views provide some indication of the current sales tax trends, they are not
consistent enough to provide a reliable forecast. Several approaches can be taken in order to mitigate
this. This report looks at two: first, monthly sales tax data; and second, individual sales tax contributors.
$-
$200,000.00
$400,000.00
$600,000.00
$800,000.00
$1,000,000.00
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Monthly Sales Tax Revenue
1996 to Current
Total Sales Tax Net One-Time Revenue
Linear (Total Sales Tax)Linear (Net One-Time Revenue)
Section 3-2
5/14/2010 4:20 PM
The hypothesis regarding monthly sales tax analysis is that various types of commodities will have sales
cycles associated with them that may be used to explain some of the variance seen in the graph above.
Viewing the sales tax revenues by month over ten or more years should ‘normalize’ the sales tax trend.
The following graph illustrates each month’s sales tax receipts from 1996 to present:
Admittedly, this chart is difficult to read. The main take-away from this chart is that even looking at the
monthly trends year-to-year, there is virtually no consistency. Therefore, this data cannot be used to
reliably forecast the Town’s income.
Section 3-3
5/14/2010 4:20 PM
The second approach entailed an analysis of a sampling of the top ten sales tax revenue sources for each
month; the graphs below are based on years 2006 through 2010 (the only years we have with readily
available records). The hypothesis associated with this approach is that the largest contributors to the
Town’s income are likely to be consistent and therefore, may be used to establish a trend in the sales
tax revenue. The following graph illustrates the number of companies that fell into the “top ten”
category within the 5 year period that was examined as well as how frequently they appeared in the
monthly “top ten”.
This graph may be easier to interpret in tabular form:
What this table tells us is that of the top ten sales tax generating companies, only 46 are “repeat
customers”; of these, 35 show up less than 10 times, 11 show up 10 or more times and 6 show up 20 or
more times.
In other words, the first assumption that the companies in the top 10 category were “repeat
contributors” more often than not is false. The majority (53 of 99), only appear once in the monthly
“top ten” category and fully two-thirds appear less than 5 times in the monthly top ten over a four year
period.
The second assumption, that the sales tax amounts would be relatively equal is also false. Of the twenty
three companies that appeared more than five times, only ten had relatively similar (less than 25% total
variance) sales tax amounts.
1 2 3 4 5 6 7 8 9 11 12 14 16 20 24 25 27 40
Count of Frequency 53 17 4 2 2 5 2 1 2 1 1 2 1 1 1 1 1 2
Frequency
Section 3-4
5/14/2010 4:20 PM
This data may also be viewed from an annual perspective:
This graph reflects the annual frequency count of “top ten” sales tax contributors. The graph reveals a
trend toward increased frequency; the number of companies showing up 10 or more times grew from
four in 2007 to seven in 2009. One explanation for this trend may be the reduction in large one-time
revenue sources which creates less ‘competition’ for the top 10 category.
Unfortunately, the frequency charts above do not validate the hypothesis that would be the basis for
using this type of data to forecast income. Therefore, a sales tax forecast cannot be derived from
looking at a sample of the largest contributors.
Conclusion:
An ideal forecast of income will be both reliable as to the income source and consistent over time. In
Westlake, this type of reliability and consistency does not exist. The relatively small size of the Town
and the limited number and types of sales-tax generating businesses creates a sales tax revenue base
that is constantly in flux. The data does however indicate several trends that may be used to inform
budget-related decisions. Any forecast created using these numbers should justifiably exclude one-time
revenue sources unless or until they can be forecasted with some degree of accuracy.
• The base sales tax minus one-time revenues has gradually declined since 2006 while one-time
revenues for the same period have increased, creating an ‘artificial’ growth in annual sales tax
receipts.
• The percentage of the total sales tax revenue that one time revenue represents has increased
steadily over the past five years from 12% to the current rate of 35%.
Section 3-5
5/14/2010 4:20 PM
• The current average annual sales tax revenue over the past five years has increased gradually by
approximately $200,000 per year to $2.9 million.
• The monthly average sales tax income for the same five year period is $265,000.
The Town of Westlake is currently collecting the maximum sales tax allowed (8.25%) in the State of
Texas; which is also the average sales tax rate for all of the surrounding municipalities in Tarrant,
Denton and Dallas counties. In Texas, municipalities are allowed to keep any sales tax amounts over
6.25% provided the taxes are designated for a specific use and duly authorized by their citizens. Many
municipalities use sales tax revenue to reduce their reliance on property tax while continuing to provide
services at a desirable level. The Town of Westlake is unique because it currently relies solely on sales
tax, much of which is related to development-related fees. This strategy has worked well in the past but
cannot be sustained indefinitely. Westlake’s future is dependent first and foremost on sustainable
income and second on sound resource management.
Section 3-6
2000 2001 2002 2003 2004 2005 2006 2007 2008 2009
REVENUES
Taxes 3,086,618$ 2,663,738$ 1,863,255$ 1,874,312$ 1,656,628$ 1,741,788$ 2,696,928$ 3,230,605$ 4,783,522$ 4,804,448$
Licenses, fees and permits 477,849 700,313 253,919 508,154 802,060 740,027 748,016 900,121 1,108,083 860,697
Fines and penalties 7,867 401,755 548,375 680,794 1,007,142 751,036 651,090 554,376 523,515
State program revenues 53,309 995,784 1,597,362 1,925,043 2,387,733 2,673,680 3,163,129
Federal program revenues 311,298 462,315 285,392 75,662 49,200 75,207 56,134
Investment earnings 336,425 343,107 351,243 151,591 33,180 41,786 98,824 261,622 188,459 61,224
Contributions 1,286,611 1,324,264 4,964,085 1,079,768 1,048,308 1,264,262
Other revenues 1,389 1,475 233,675 16,099 184,221 292,690 547,184 552,579 607,812 673,400
Total revenues 3,910,148 3,708,633 3,103,847 3,463,138 6,101,593 7,030,451 11,806,778 9,112,718 11,039,447 11,406,809
EXPENDITURES
General government 1,738,279 857,217 1,592,597 1,087,368 1,725,211 2,243,162 2,542,295 1,385,492 1,516,346 1,519,600
Public safety - 409,512 1,007,589 1,282,112 1,547,857 1,554,115 1,627,641 1,665,879 1,731,317 1,890,469
Cultural and recreational - 5,967 10,472 14,043 9,099 96,617 91,444 86,560 129,641 115,770
Economic development - 661,077 1,093,673 56,832 53,006 35,758 35,759 141,197 495,071 229,907
Public works - - - 68,979 125,499 112,764 434,716 276,789 846,604 841,822
Protective inspection - - - 187,922 80,935 - - -
Visitor services - - - 131,395 172,542 448,604 393,115 226,992 312,777 341,270
Education - - - 156,870 1,368,113 1,877,398 2,249,998 2,672,698 3,305,220 3,722,705
Debt service
Principal - - - 1,475,400 - - 350,000 470,000 395,000 593,937
Interest - - 78,012 836,533 986,534 1,028,104 1,028,634 1,240,950 923,944 990,641
Bond issuance cost 33,000 -
Capital outlay - 174,959 1,344,137 14,096,533 2,917,185 263,681 371,860 836,787 463,918 4,335,114
Total expenditures 1,738,279 2,108,732 5,126,480 19,393,987 8,985,981 7,660,203 9,125,462 9,003,344 10,152,838 14,581,235
EXCESS (DEFICIENCY)
OF REVENUES OVER
(UNDER) EXPENDITURES 2,171,869$ 1,599,901$ 2,022,633)$( 15,930,849)$( 2,884,388)$( 629,752)$( 2,681,316$ 109,374$ 886,609$ 3,174,426)$(
(Continued)
Fiscal Year
TOWN OF WESTLAKE, TEXAS
CHANGES IN FUND BALANCES, GOVERNMENTAL FUNDS
LAST TEN FISCAL YEARS
(Modified Accrual Basis of Accounting - unaudited)
Section 4-1
2000 2001 2002 2003 2004 2005 2006 2007 2008 2009
Fiscal Year
TOWN OF WESTLAKE, TEXAS
CHANGES IN FUND BALANCES, GOVERNMENTAL FUNDS
LAST TEN FISCAL YEARS
(Modified Accrual Basis of Accounting - unaudited)
OTHER FINANCING
SOURCES (USES):
Proceeds from sale of land -$ -$ -$ -$ -$ 412,239$ -$ -$ -$ -$
Issuance of debt - - 12,400,000 6,351,613 - - - - 2,500,000 117,640
Refunding bonds issued 7,465,000 - -
Payments to bond escrow agent 7,088,706)( - -
Cost to issue debt 451,613)( - - -
Proceeds from capital lease 23,000 - -
Transfer in from component u - - - 1,155,912 - - - - 398,967 -
Transfers in 83,366 - 588,852 225,000 - 172,010 704,577 1,212,558 2,160,174 2,435,486
Transfers out 757,476)( - 588,852)( 225,000)( - 100,153)( 659,258)( 1,178,582)( 1,939,355)( 2,374,165)(
Total other financing
sources (uses)674,110)( - 12,400,000 7,055,912 - 484,096 45,319 433,270 3,119,786 178,961
Prior period adjustment (4,288,320) 32,828 60,000 - -
Correction of an error (327,235)
NET CHANGES IN
FUND BALANCES 1,497,759 1,599,901 10,050,132 (13,163,257) (2,851,560) (145,656) 2,786,635 542,644 4,006,395 (2,995,465)
FUND BALANCE, Beg 4,911,311 6,409,070 8,008,971 18,059,103 4,895,846 2,044,286 1,898,630 4,685,265 5,227,909 9,234,304
FUND BALANCE, End 6,409,070$ 8,008,971$ 18,059,103$ 4,895,846$ 2,044,286$ 1,898,630$ 4,685,265$ 5,227,909$ 9,234,304$ 6,238,839$
Note: Economic Development Funds were classified as special revenue funds through FY 2002 and considered discretely presented component units through FY 2007. Upon
further consideration, the 4B Economic Development Corporation and Lone Star Public Facility Corporation funds are now classified as blended component units.
Source:Annual Financial Reports (Concluded)
Section 4-2
Function/Program 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009
General government
Town manager 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00
Assistant to town manager - 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00
Administrative - 0.50 1.50 1.50 0.50 0.50 0.50 - - 0.75
Building official - - - - 1.00 1.00 1.00 1.00 1.00 1.33
Town secretary 0.50 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00
Facilities/Grounds maintenanc - - - - 0.50 0.50 0.50 0.50 0.75 1.08
Municipal - - 2.00 2.00 3.50 3.75 3.75 4.00 4.00 4.25
Finance - - 1.00 3.00 3.00 3.00 3.00 3.00 3.00 3.00
Payroll/Human Resources - - - - - - - - 1.00 1.33
Public safety (EMS)- - 1.00 10.00 10.00 10.00 11.00 11.00 11.00 10.00
Culture and recreation - - - - 0.50 0.50 0.50 0.50 0.75 0.75
Public works - - - - 1.00 1.00 1.00 1.00 1.50 1.50
Marketing and public affairs - - - - 1.00 1.00 1.00 - - -
SUBTOTAL - MUNICIPAL 1.50 3.50 8.50 19.50 24.00 24.25 25.25 24.00 26.00 26.99
Education - - - - 20.50 29.00 34.60 38.10 43.20 48.20
SUBTOTAL - EDUCATION - - - - 20.50 29.00 34.60 38.10 43.20 48.20
TOTAL 1.50 3.50 8.50 19.50 44.50 53.25 59.85 62.10 69.20 75.19
Source: Prior Town budgets and Academy personnel records
Note: A full time municipal employee is scheduled to work 2,080 hours per year (including vacation and sick leave). Fulltime equivalent employment is calculated by
dividing total labor hours by 2,080. A full time education employee is scheduled to work 1,122 hours per year.
(Unaudited)
TOWN OF WESTLAKE, TEXAS
FULL-TIME EQUIVALENT CITY GOVERNMENT EMPLOYEESBY FUNCTION/PROGRAM
LAST TEN FISCAL YEARS
Section 4-3
Increases FY 03/04
Dept 11 359,469$ 56,341$ 55,190$ 68,638$ 170,598$ 304,157$ 306,059$
Dept 12 - 81,734 66,254 76,410 99,821 106,170 125,031
Dept 13 - 68,700 63,367 45,576 95,046 99,925 90,751
Dept 14 762,850 707,531 742,561 786,973 834,317 976,021 929,618
Dept 15 155,615 181,580 198,115 222,748 237,666 270,362 284,808
Dept 16 53,273 55,825 63,514 74,286 106,691 119,389 124,346
Dept 17 10,795 34,762 37,414 39,190 50,193 63,165 83,156
Dept 18 - 203,039 188,510 227,106 281,537 242,479 247,855
Dept 19 10,795 34,762 37,413 39,189 50,187 60,558 62,508
Dept 20 - - - - - 973 -
Dept 21 - - - - - 100,065 114,776
Contracted Labor 204,274 192,538 172,529 186,852 238,777 - -
Total 1,557,071$ 1,616,812$ 1,624,867$ 1,766,968$ 2,164,832$ 2,343,265$ 2,368,908$
Increase in expenditures No increase in expenditures Decrease in expenditures
Town Payroll - Department Analysis
(FY 03/04 - FY 09/10)
FY 04/05 FY 05/06 FY 06/07 FY 07/08 FY 08/09 FY 09/10
$1,557,071 $1,616,812 $1,624,867 $1,766,968
$2,164,832
$2,343,265 $2,368,908
$1,000,000
$1,250,000
$1,500,000
$1,750,000
$2,000,000
$2,250,000
$2,500,000
Section 4-4
2000 Part-time Town Secretary and Town Manager are only Town of Westlake employees.
2001 Additional support staff are hired to support the Town Manager and Town Secretary.
2002 The Municipal Court and HR Departments are created and a Fire Chief is hired.
2003 The Fire and Finance Departments are created.
2004 Public Works and Planning and Development Departments are created.
2006 Marketing personnel hired.
2007 Marketing position discontinued.
2008 Administrative position created to support Finance, added a Facilities/Public Works person.
2009 Administrative position created to support HR,Planning and Development and Facilities.
1.5 3.5
8.5
19.5
24 24.25 25.25 24
26 26.99
0
5
10
15
20
25
30
2000 2001 2002 2003 2004 2005 2006 2007 2008 2009
Nu
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Town of Westlake Employee Timeline
Section 4-5
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The purpose of this document is to provide in narrative form how the Town of
Westlake’s service configuration was begun, how it evolved, what services are
provided, and how and why our services exist as they do today (as of the date of
this report). This narrative can be used in conjunction with the 10 year financial
tables that show expenditure growth for this same period as the Town’s
population (both day time and permanent) has grown.
Much of the Town’s service delivery configuration is based on managing
outsourced service delivery contracts and inter-local agreements. Direct service
delivery is used by the Town to deliver two of its largest services in terms of
cost; Fire/EMS and Westlake Academy. While outsourcing Fire/EMS is explored
in a document separate from this one, outsourcing the Academy’s operation to an
education service provider has not been explored.
This report is organized by department as follows:
Page
Town Manager’s Office………………………………………………… 7
Number
Planning & Development…………………………...…………………… 10
Municipal Court…………………………………….…………………… 12
Human Resources & Administrative Services……………….………… 18
Fire & EMS……………………………………………………………… 21
Police Services…………………………………………………………… 27
Town Secretary……………………………………..…………………… 28
Facilities Maintenance/Parks & Recreation…………………………… 30
Finance……………………………………………..…………………… 34
Public Works……………………………………….…………………… 40
Westlake Academy………………………………...…………………… 46
Section 4-6
TTOOWWNN MMAANNAAGGEERR’’SS OOFFFFIICCEE
The Town Manager is the Town’s chief administrative officer. The Town Manager
is supported by the Assistant to the Town Manager. The Assistant to the Town
Manager position is designed to provide administrative support and assistance in
all areas of the organization to the Executive Manager. The information contained
herein is designed to provide an overview of the responsibilities and a brief
history of the development of the positions in this office.
HISTORY
In May 1999 the Westlake citizens approved in a local referendum the adoption of
the council-manager form of government for the Town of Westlake.
Subsequently, this form of government was adopted by ordinance by the Board of
Aldermen. In October 1999 the Town’s first Town Manager, Mr. Trent Petty, was
hired by then Board of Aldermen (now Town Council). The Town pursued a State
charter for an open enrollment charter school with said charter being granted in
February 2002. The State approved charter designated the Town Manager as the
school’s chief executive officer/superintendent. Mr. Petty served in both the
Town Manager role and CEO role for Westlake Academy until April 2006 when he
resigned from his role with Westlake Academy, but continuing serving as Town
Manager until November 2007. In April 2008 Mr. Tom Brymer was hired as the
Town’s second Town Manager, serving in both the Town Manager and
CEO/Superintendent role for the Town’s charter school, Westlake Academy.
The duties of Assistant to the Town Manager run the gamut from administrative
support to departmental liaison to economic development to Academy
organization type duties. The position was created when Ms. Mary Midgette was
hired in 2000. The original intent was to hire someone to assist the Town Manager
in the daily operations of the Town. She began to work with the manager on
issues such as attaining the charter for Westlake Academy, working with the
lobbyists in Austin, hiring personnel to fill the department management level
positions, assisting in hiring the Town’s first Department of Public Safety officers
for the Town and working on items related to Texas Student Housing. She played
a vital role in every area of development for the municipality.
After Mary’s departure, Mrs. Dawn Lenzie was hired due to her background in
public education, which was very beneficial as the focus of the position moved
toward the opening of the Academy. She assisted in implementing public
relations activities, meetings and receptions for the new school employees and
attaining visas for the teachers arriving from outside the United States. Dawn
worked with the Town Manager to organize the lottery system that was used to
select the first children admitted to the school. She also secured the locations and
organized the training sessions for the teachers who were new to the IB
curriculum.
Section 4-7
The Assistant position is currently held by Ms. Ginger Awtry. She began her
career for the Town when then Town Manager, Trent Petty, persuaded her to
coming to work for him. At the time, she was working with Manhattan
Construction – the contractors who built the Academy. Ginger had an intimate
working knowledge of the construction process and developed vital contacts with
vendors and other contractors specific to the project while impressing the Town
leaders with her abilities. She was Manhattan’s Office Manager and Job
Accountant for the Academy project, and quickly became adept at managing
business related issues and assisting in various organizational duties with job
crews, contractors, public relations, etc. while also working with the financial
aspect of the project. She had a unique perspective of watching the building of the
school from the ground up as her office was located at the jobsite rather than the
corporate facility.
Ginger also had a successful 12 year career with the Audit Division of the State
Comptroller’s Department where she worked after graduating with a BBA degree
in accounting. While employed in this capacity, she served in every increasing
position of responsibility. Ginger audited many Fortune 500 companies, was
selected to serve as an Audit Reviewer in the State Processing Center, and
reviewed audits for accuracy in reference to the established policies and
procedures. She was also chosen to train new auditors in proper taxpayer
relations, service, and auditing policies, was selected to speak at various
professional organizations and represent Audit Division at career fairs, was
selected to work on several committees by both peers, local and Austin managers,
and was promoted to Supervisor Trainee and Audit Group Supervisor,
supervising 10-12 employees and multi-million dollars audits.
As indicated by the varying backgrounds and responsibilities, each of the
Assistant to the Town Managers had varying job duties and areas of emphasis
based on service demands at that time. Although Ginger did not have any
previous municipal government experience, her long history at the state level is
evidence of her dedication as a public servant. She is passionate about customer
service, especially as it relates to residents, visitors, employees and other
individuals who come into contact with the Town.
The current responsibilities handled by the Assistant have evolved as the Town’s
projects, developments and internal organization has required. The following is a
partial list of job functions:
• Maintains an open conduit of communication between department heads
and Town Manager
• Assist in daily operations of the organization
• Arranges meetings for the Town Manager, drafts correspondence, and the
Town Council Updates from the Town Manager
Section 4-8
• Proofs all newsletter copy for the Westlake Wire and CEO’s letter for the WA
Communiqué
• Works with developers, vendors and other customers of the Town
including local and State officials
• Manages the Town Manager’s calendar
• Participates in departmental budget meetings
• Serves as staff liaison to Town related advisory committees as directed by
the Town Manager
• Assists residents on Town related issues
• Liaison between Town Manager and Academy on numerous projects
• Works closely with the Town attorney
• Attends Planning & Zoning meetings and assists in related projects as
needed
• Communicates regularly with Town Council and advisory board members
on behalf of the Town Manager
• Serves as Town Secretary on ‘as needed’ basis
• Assists Town Secretary on agenda packet preparation as needed
• Co-ordinates with department managers on agenda memo and
ordinance/resolution submittals
• Provides background information and conducts research for Town
Manager on various projects
• Serves as coordinator for the Town’s neighborhood outreach and meetings
programs
• Assists with organization and coordination of both internal and community
events
The Town Manager is the Chief Administrative Officer for the Town,
providing executive leadership and representation on all matters concerning
Town government. This position is responsible for planning, directing,
managing, and reviewing all activities and operations of the Town; coordinates
programs, services, and activities among all Town departments and outside
agencies; ensures the financial integrity of the municipal organization;
represents the Town’s interests; as well as provides complex and highly
responsible policy advice and administrative support to the Mayor and Town
Council/Board of Trustees. The Town Manager exercises direct supervision
over management, professional and clerical staff. This position also serves as
the Chief Executive Officer/Superintendent of Westlake Academy, providing
executive leadership in addition to financial and managerial oversight on all
matters concerning its operations, subject to the policies and directives of the
Board of Trustees. The CEO/Superintendent provides advisement on policy
recommendations, administrative support, and executive-level guidance to the
Board President and Trustees.
Current Town Manager Tom Brymer has over thirty five (35) years of city
management experience in full service communities of all sizes including
Section 4-9
communities of 85,000-125,000 population. When he assumed his first position
as a city manager at age twenty five he was the youngest city manager in the
state. Tom holds a bachelors degree in political science from Northern Illinois
University and a Master of Public Administration degree from the University
of North Texas. He has pursued continuing professional education through
public executive development programs offered by his state and national
professional organizations as well as those offered cooperatively through the
University of Virginia and the University of Texas.
Due to the demand for high quality services from all the Town’s
stakeholder/customer groups, the major challenges and issues facing the Town
Manager’s office are:
FUTURE ISSUES AND CHALLENGES
• Delivery of high quality Town services (municipal and academic) as
well as maintenance of infrastructure in the face of major resource
limitations and financial sustainability issues
• Limited staff resources which are asked to operate well beyond
reasonable capacity in order to carry out a multiplicity of roles so that
the Town can operate at a high quality level
• Establishing a governance structure that clearly establishes management
and governance roles that comports with the council-manager form of
government adopted by Westlake voters, facilitates efficient high
quality service delivery, is transparent, accountable, sets strategic
priorities, and plans well to maintain Westlake’s quality of life for all of
the Town’s stakeholders.
PPPLLLAAANNNNNNIIINNNGGG AAANNNDDD DDDEEEVVVEEELLLOOOPPPMMMEEENNNTTT DDDEEEPPPAAARRRTTTMMMEEENNNTTT
This report will provide a brief history of the Department, its services, a summary
of short term objectives, and an overview of current projects.
HISTORY
BUILDING INSPECTIONS AND CODE ENFORCEMENT - From 1984 to 2005,
the Town contracted for Administrative and Inspection services to operate the
Building Inspection Department. Upon determining that contracting was not a
cost effective method of handling plan review and inspection responsibilities, the
Town hired a full-time Inspector in 2005. He performed inspection duties with the
administrative functions shared by him and his supervisor, the Director of Public
Works. The Inspector unexpectedly passed away in August of 2006 and the duties
were contracted out to a third-party inspection company. In November of 2006,
Section 4-10
the Town hired a Building Official to take over the inspection and administrative
duties.
PLANNING AND ZONING - The Town contracted for planning and zoning
services until Mr. Trent Petty was hired as the first professional town manager in
October 1999. Trent took on the planning and zoning responsibilities in addition
to town management. Trent resigned as the manager in November of 2007, at
which time the Building Official, Mr. Eddie Edwards, had his title changed to
Director of Planning and Development by the interim Town Manager. Eddie also
had extensive planning and zoning experience and these responsibilities were
added to his duties.
CODE ENFORCEMENT / FIRE CODE ADMINISTRATION – Enforcement of
all of the ordinances contained in the Town of Westlake Code of Ordinances is
either carried out directly by department staff or contracted out to other
governmental agencies with department staff acting as the liaison. For example,
Food Establishment Inspections are performed by the Tarrant County Health
Department but if voluntary compliance cannot be obtained by warnings,
department staff takes necessary legal action.
The Fire Marshal/Fire Inspector duties had been assigned to an on-shift firefighter
with appropriate certifications until he left in November 2007 and those
responsibilities were picked up by the Fire Chief. The full time Fire Chief position
was vacated in August 2009 and a portion of those responsibilities were assigned
to the on-shift Interim Fire Chief and the other responsibilities were taken over by
Eddie Edwards. Eddie also had extensive experience and training as a Fire
Marshal/Fire Inspector.
PERSONNEL
This is a one (1) employee department. On an intermittent basis, plan review and
inspection services for portions of specific projects are contracted out based on the
anticipated work load. Additional assistance is provided by other staff members
on an as-needed basis and one-third of a full-time clerical employee is charged to
this department in the annual budget.
BUILDING CODES AND RELATED ITEMS
The Town of Westlake has adopted the 2006 International Codes and the 2008
National Electrical Code along with the amendments recommended by the North
Central Texas Council of Governments (NCTCOG).
The Department either performs or contracts for all plan review and inspections
related to residential and commercial construction with the exception of those
items specifically regulated by the fire code.
Section 4-11
The enforcement and review of code requirements and development issues are the
responsibility of the Director of Planning and Development. The Director
schedules the Development Review Committee (DRC) meetings and
communicates staff comments to the applicants.
The Town currently has an ISO Building Code Effectiveness rating of 3 for
residential and 3 for commercial. The ratings are measured from 10 being the
lowest to 1 being exemplary. Our rating is equal to or higher than our
neighboring cities and equal to or higher than any other city our size in the state.
MMMUUUNNNIIICCCIIIPPPAAALLL CCCOOOUUURRRTTT
The Municipal Court represents the judicial branch of the Town of Westlake and is
responsible for providing fair and impartial trials as well as a range of customer
service duties to defendants who are charged with a Class C misdemeanor or
town ordinance violations. The Court was established as a court of record in 2001
and has original jurisdiction over many of the offenses which occur within the
Town limits.
HISTORY
The Municipal Court, in its current form, began in November, 2001. The Board of
Aldermen adopted an ordinance to separate the conjoined Westlake and Trophy
Club court office and establish the judicial branch of our municipality.
Previously, the functions were handled by the Town of Trophy Club as they were
also providing our police services through an inter-local agreement. The first
employee of the Department, Amanda DeGan, was hired as the Court
Administrator. She worked with Judge Brad Bradley to establish a docket
schedule and obtain the items needed to open the office within six (6) weeks.
The original intent was to operate the Department with one full-time employee, a
part-time Judge and a part-time administrative support employee. The Town had
anticipated the average number of citation filings, based on information received
from the Trophy Club court, at 400 individual cases per month.
During this initial start-up phase, the police services were provided by the
Trophy Club Police Department (TCPD). The TCPD patrolled both municipalities
and the offenses that occurred within each town’s jurisdiction were filed in the
appropriate court office. For the first year of operation, the Administrator and the
part-time administrative support employee, Todd Wood, handled the customer
service duties, citation entry and court dockets. Mr. Wood was also responsible
for the accounting duties of the Town and functioned as the office manager.
Section 4-12
It soon became apparent, that we were exceeding the estimated case load on a
monthly basis. The average filings were closer to 600 cases per month and could
not be efficiently processed at the then current staffing level. In order to reduce
the budgetary impact and increase the closure rate of the delinquent citations, a
full-time marshal’s position was established to handle the dual duties of providing
office assistance and serving arrest warrants. The Westlake Marshal’s Office was
established by ordinance in March of 2002 and is under the direct supervision of
the Court Administrator. The position was cross-trained to handle the defendants
at the service window, provide information via phone and operate the court
software to update the defendant database. The marshal also handled all court
bailiff duties and provided a visible security presence in the office.
In June of 2002, the agreement with Trophy Club was dissolved and the police
services contract was initiated with the Keller Police Department (KPD). The
coverage level remained consistent with two motor officers and a varying number
of patrol cars being assigned to Westlake.
As the number of citation filings rose to an average of 800 – 850 cases per month
and the outstanding arrest warrants remained static, an additional full-time
position was added as a deputy court clerk. The position was designed to take
over the front desk responsibilities and allow the marshal to focus on serving and
clearing the arrest warrants. The number of outstanding arrest warrants and the
backlog that existed in the warrant issuance function had become a pressing issue
for the office. The plan of action to reduce these numbers and increase efficiency
was addressed with the new deputy clerk position and the dedication of the
marshal to warrant duties on a full-time basis.
PERSONNEL AND CURRENT SERVICES
The staffing level in the Court office has been allocated in response to the number
of individual cases filed by the officers and initiated by the Judge through the
‘failure to appear’ offenses. We are currently staffed as follows:
• Two (2) full-time Deputy Court Clerks
• One (1) full-time Marshal
• One (1) full-time Director of Municipal Court and Special Projects
• One (1) part-time Municipal Court Judge
The Court procedures were designed to handle the majority of the customer
service duties by mail, the internet, telephone or via fax to reduce the number of
walk-in defendants who require service from the front office. A large percentage
of our defendants are commuters through the Westlake area and we have found
they appreciate having the ability to handle their violations without making a
personal appearance.
Section 4-13
The configuration serves the dual purpose of allowing us to maintain a smaller
staff size in relation to other comparable municipalities. The average number of
individual cases handled by one deputy clerk is 250 -275 per month – we average
325 per front office employee.
In addition to the office procedures, the lobby hours are structured to allow the
deputy clerks to process the deposits, return phone calls, generate court notices,
verify insurance coverage and enter citations during the hours that the lobby is not
open to the defendants. The lobby windows are open from 9:00 a.m. to 4:00 p.m.
The majority of our defendants appear during the lunch hour and the clerks
generally remain in the office during this time period to assist those individuals
who walk into the lobby for assistance.
DEPUTY COURT CLERKS – The bulk of the front office activities are handled by
the deputy clerks in the front office. Sharon Wilson and Martha Solis have been
with the Department for several years and do an outstanding job processing the
paperwork/case load while dealing with stressful situations each day. As
mentioned previously, the majority of the defendants handle their citations,
through the mail or the internet, prior to their assigned plea docket. This creates a
tremendous amount of case related paperwork that needs to be processed in order
for the office to continue to function in an efficient manner. The clerks handle the
following types of duties:
• Customer service at the lobby window and via the telephone
• Mail-in payments and reset requests; extensions and payment plan cases
• Court docket processing
• Database maintenance and input for the Court software program
• Citation entry and case jacket generation
• Filing of closed case files and all active pending cases
• Daily deposits of all payments
There are times when defendants who contact the office, either in-person or by
phone, are not pleased to have received a citation and will be verbally abusive to
the clerks. Both clerks handle these situations with diplomacy and tact, as many
times the individuals would just like to “vent” their frustrations or have someone
listen to their “side of the story”. Both employees receive continuing court clerk
education throughout each fiscal year and try to attend local classes to reduce the
impact of out of town travel on the office and their families.
MARSHAL – The Westlake Marshal’s office handles the duties associated with
serving the arrest warrants issued by the Judge. In 2006, Troy Crow was hired to
fill the position and has also done a tremendous job of reducing the number of
outstanding warrants and delinquent citations. His previous experience as a
police officer and as an accomplished sales manager enables Troy to work with
Section 4-14
people while enforcing the law. He has experienced consistent success in clearing
the warrants and accomplishing our ultimate goal of closing the older case files.
Troy has also implemented a new program during the past six months that works
in conjunction with the Department of Public Safety to deny the renewal of a
driver license for defendants who have delinquent citations. He worked with the
software programmers to establish a remote connection so the information could
be transmitted via the internet and now reports and updates the clearances on a
bi-weekly basis. Overall the program has been successful in clearing case files, but
has been especially effective for those that are over three (3) years old.
DIRECTOR OF MUNICIPAL COURT AND SPECIAL PROJECTS – This
position processes the arrest warrants for the Judge and oversees all managerial
tasks associated with the office. This includes the following:
• Annual staff performance appraisals
• Report preparation for the Town Manager, finance department, state
agencies and the police department
• Handles trial settings and jury notifications
• Monitors the efficiency measures for the office to maximize case flow
• Provides backup customer service duties for the deputy court clerks
• Maintains the courtroom schedule
• Processes all cash bond payments and refund requests
• Works with multiple vendors for the office
• Monitors the new laws, in conjunction with the Judge, to ensure compliance
• Special projects as assigned by the Town Manager
In addition to working for the Town, Amanda is the past President of the North
Texas Court Clerks Association. She has worked with the Chapter for the past six
(6) years as a board member and committee chair of the educational training
programs for the local court clerks.
Amanda has also worked in the legal profession for over 12 years and has a
Bachelor’s of Arts degree in Political Science. She completed her MPA degree at
the University of North Texas and graduated in May of 2009.
DOCKETS AND COURT SCHEDULES
With the case load handled by the office, we generally have a Court docket or
defendant settings four (4) times per month. The office is open to assist the
defendants between each setting and the Judge has issued certain guidelines for
processing the cases for the defendants at the window. The clerks handle deferred
disposition (probation) and driver safety requests, payments in full for fine
amounts, indigency motions, dismissal or ‘fix-it’ type citations and reset requests
for court dates. We do not handle extensions or defendants with an excessive
Section 4-15
number of citations at the window. The Judge requires defendants in this
situation to appear at the plea docket and speak with him about their case(s).
PLEA DOCKETS – The office generally schedules two (2) plea dockets per month
to allow defendants charged with an offense to enter a plea of not guilty, guilty or
no contest. If a defendant enters a plea of not guilty – the case is set for a pre-trial
hearing, with the prosecutor, to review their options at trial, file any motions or
request subpoenas of witnesses. Approximately 50 – 75 individuals appear for
these hearings, which are held on Wednesday evening at 5:00 p.m.
TRIAL DOCKETS – The Court conducts bench and jury trials on an as needed
basis. These dockets are generally held one Friday per month and last for the
entire day. The defendant has the right to either a trial that is heard by the Judge
or the jury. Unfortunately, we do not have a large number of jurors, so we
attempt to maximize their call for service by scheduling several cases at one
setting. The jury is selected from a pool of current residents, which is updated on a
semi-annual basis.
PRE-TRIAL AND ATTORNEY DOCKETS – Once a month, the prosecutor for
the State is in the office to conduct pre-trial hearings and speak to the attorneys
who are representing defendants with Westlake citations. The prosecutor is from
the Town attorney’s office and the current individual holding this position is
Holly Fox. These dockets are also an all day event where approximately 100 cases
can be dismissed, negotiated or set for trial.
PHONE CALLS AND FAX REQUESTS – The deputy court clerks handle routine
questions about citations via phone and through the fax machine. The phone
system operates with a call tree that will answer the basic questions about the
location, hours, directions and other citation information. Those defendants that
are unable to locate their answers through this method are given the option to exit
the call tree and speak with a clerk. If any calls are missed, the defendant is asked
to leave a message and the clerks return these calls around the lunch hour and
again between 4:00 p.m. and 5:00 p.m.
The fax machine is available 24-hours a day and many defendants and attorneys
utilize this option to submit written requests for resets, extensions, insurance
information, court settings and even payments. While we do not accept payments
over the phone, the defendant is given the option of faxing the payment
information, which can be run via in-house credit card processing.
MAIL PAYMENTS – Defendants are also given the option to pay their citations,
request a deferral or a driver safety class, submit documents for citation dismissal
and reset their case(s) via the US mail. The Court maintains a post office box at the
City of Roanoke mail center where the bulk of the citation related correspondence
is received. The mail is retrieved at least three (3) times per week by the Marshal.
Section 4-16
The mail is then stamped with the received date and processed by the deputy
clerks for each citation.
INTERNET PAYMENTS – The Court has an additional component to the
software system that will allow individuals to pay their citation through the
internet. The violations are updated immediately upon the completion of the
transaction and the office is notified of the payments. We have received positive
feedback from this type of system as it allows them to pay their citations without
driving to the office.
COURT SUPPORT SERVICES FOR THE ACADEMY
The Marshal, in conjunction with the Court Administrator, processes the criminal
history background check for the school volunteers. The task is performed using a
Lexis/Nexis database geared for law enforcement personnel that the Court also
uses to track defendants with outstanding arrest warrants. A report is reviewed to
determine if the volunteer has a criminal history or if they have been convicted of
any sexually related offenses. The school is then notified of the status – either “no
criminal history found” or if a volunteer has negative information on their report
an explanation is forwarded to the Town Manager/CEO for review.
The majority of the volunteers submit their clearance documents at the beginning
of the school year. As expected, the simultaneous arrival of the applications can
result in a delay of the clearances as the process takes approximately 10 – 20
minutes to research each request.
THE COURT’S FUTURE CHALLENGES
Over the past several years, the Court office has experienced significant changes
ranging from increases in the case load to actual relocation (twice in three years) of
the offices. We have also undergone staffing challenges, the most notable in the
warrant division. The current goals and challenges are to maintain the new cases
without any backlog in processing, support the current staff in dealing with
external conflicts and to always look for ways to increase the clearance rate of the
delinquent citations.
The office has dealt with backlogs in the warrant issuance function, case archival
duties, insurance verification, citation entry and mail processing. The completion
of these tasks are directly related to the number of defendants who appear in the
lobby, the staffing level, and the number of new violations filed in the office. The
current staff is able to maintain most of the day-to-day functions, however, if one
person is out for more than a few days – the backlogs are exacerbated. In the last
year, use of a part-time temporary employee has helped mitigate this backlog.
Section 4-17
The warrant issuance and clearance function has always been a high priority for
the Department. Even though we are a small municipality, our office processes a
relatively large case load, which results in the issuance of several thousand arrest
warrants on an annual basis. The failure to clear the delinquent cases results in
many individuals who are not required or do not comply with judicial orders.
The ability to locate these individuals and assist them with their court appearances
is a major component to the success of our office. We will continue to research
appropriate programs to clear the cases and work in the field to encourage
individuals to conclude their outstanding violations.
Finally, the Director of Municipal Court also handles many special projects for the
Town Manager covering numerous areas ranging from researching and drafting
Academy Board policies to strategic planning and various Town ordinances/
policies. Of late this position has helped the Town Manager with the management
of the Academy serving on the Academy’s Leadership Team.
HHHUUUMMMAAANNN RRREEESSSOOOUUURRRCCCEEESSS &&&
AAADDDMMMIIINNNIIISSSTTTRRRAAATTTIIIVVVEEE SSSEEERRRVVVIIICCCEEESSS
The Human Resources & Administrative Services Department, as the name
indicates, is responsible for providing employee-related services for Town
employees as well as administrative support for Town services.
HISTORY
This Department’s history and development corresponds with the growth of the
Town, both in its population and the services it has come to provide. Following
the Town voter’s decision to adopt the council-manager form of government and
hire its first Town Manager (Trent Petty), Mr. Todd Wood was hired in 2001. In
his first years with the Town, Todd truly was the “jack of all trades” for the Town,
handling some municipal court related duties, payroll, bookkeeping, permitting,
IT, utility services, and other finance-related duties. As the Town staff grew,
particularly due to the employee growth of the Academy, the need for Todd to
focus on employee support and technology support resulted in his alignment into
the role of Director of Human Resources & Administrative Services, the role he
functions in today.
CURRENT SERVICES AND PERSONNEL
Employee-related services provided by the Human Resource aspect of this
department include:
• new employee marketing and recruitment
Section 4-18
• employee on-boarding (hiring) in accordance with all State, Federal, and
local requirements and policies
• employee off-boarding in accordance with all State, Federal, and local
requirements and policies
• employee benefits administration (three retirement plans, three employee
health insurance plans, flex plans, 457 plans, employee life insurance, and
numerous other benefit programs)
• employee orientations regarding employment guidelines, policies, and
benefit programs
• one-on-one employee information/counseling sessions on benefit program
questions, options, and choices
• oversees the employee performance review system including performance
review instruments
• compensation analysis and salary surveys
• administers the Town employee pay systems
• assists in consultation role regarding employee performance reviews and
coaching for employee performance improvement
• contract administration for Academy faculty
• oversees visa and other immigration law compliance for on-boarding
Academy international faculty
• drafting and maintaining two sets of employee personnel manuals
• maintaining a current and confidential data base with supporting files of
information on all employees
• job analysis, including drafting and maintaining employee job descriptions
General support services for the organization provided by the Administrative
Services aspect of this department include:
• risk management services related to all Town personnel, as well as
professional liability, property, and fire and casualty insurance for all Town
property and buildings
• daily support of information technology hardware and software
requirements, including desktop and laptop computers, servers, and
printers
• identifying and acquiring technology needs (hardware and software) for
the organization
• troubleshooting and maintaining major hardware components of the
Town’s technology system for all servers
• maintenance of the telecommunications system for the Town offices and
Academy
• procurement of goods and services, liquidation of surplus public property
• assistance to designated legal counsel in required areas
These services are provided by the following personnel:
Section 4-19
• Director of Human Resources & Administrative Services (1)
• Human Resources Assistant (one-third of this employee’s time is allocated
to this department, the other two-thirds are allocated equally to Facilities
and Development Services in FY09-10)
• IT Support position (10% allocated to support of municipal technology and
90% allocated to support of Academy technology)- this position was added
in FY 09-10
The Director, Todd Wood has a bachelor’s degree from California Coast
University and a master’s degree in business administration from Western
Governor’s University, with a Certified MBA designation from the International
Certification Institute (ICI). In terms of continuing education, Todd also holds a
Senior Professional in Human Resources Certification, the highest level offered by
the HR Certification Institute (HRCI) in cooperation from the Society for Human
Resource Management (SHRM). Todd also holds the designation of Certified HR
Professional by the International Public Management Association for HR (IPMA-
HR). These certification programs offer HR professionals desiring to learn and
advance themselves through self or group study and examination programs.
Human Resources Assistant Trish Landers has two years of HR-related
experience, and over twenty years of progressive office and administrative
experience. Primary IT Support is provided by Jason Powers, who holds a
master’s degree in music from TCU, and has twelve years of professional IT
experience.
FUTURE CHALLENGES AND GOALS
The chief challenge for this Department has been to adequately support the
growing demand for support services with one (1) employee. The addition of a
one-third time Human Resource Assistant as well as an IT Support position has
helped in this regard. It should be noted that the IT Support position was added
primarily due to increased student enrollment at the Academy and to mitigate the
higher costs of contracted labor utilized in previous years. The one-third HR
support position was added to assist with nearly one decade of continued increase
in demand for service, with no corresponding increase in department staff. The
day-to-day demands for IT support continue to demand much of the Director’s
time, taking him away from many Human Resource responsibilities that are very
significant in their importance. Alternatives to this daily technology support,
including contract labor, will need to be investigated. Another major challenge for
this Department is the inadequate funding for capital replacement of major
components of the Town’s technology and telecommunications systems.
Section 4-20
FFFIIIRRREEE &&& EEEMMMSSS (((FFFOOORRRMMMEEERRRLLLYYY TTTHHHEEE
DDDEEEPPPAAARRRTTTMMMEEENNNTTT OOOFFF PPPUUUBBBLLLIIICCC SSSAAAFFFEEETTTYYY)))
The Fire & EMS Department was formerly titled the Department of Public Safety.
This department is responsible for providing fire suppression, fire
prevention/education, fire code enforcement, rescue, and advanced life support
(ALS) emergency medical services to Westlake residents and businesses.
HISTORY
The rural nature and sparse population of the Town of Westlake has, in the past,
required little public safety response so the Department’s history is relatively
new. The advent of for the need for public safety coverage began when the
Solana Complex was constructed in 1988 and the main tenant was IBM.
IBM requested public safety services from the City of Southlake and purchased the
necessary equipment, which enabled the city to handle the additional service
area. An aerial apparatus and ambulance were purchased for use in the area and
a contract was implemented to provide building inspections and fire marshal
activities.
In the early 1970’s, the Trophy Club MUD #1 district was created and the service
responsibility for emergency response to Solana was eventually transferred to the
Town of Trophy Club. The jurisdiction was handled by the joint departments of
the Trophy Club/Westlake Department of Public Safety. During this time period,
an inter-local agreement had been created to provide police, fire and court services
for the entire Town of Westlake by the Town by the Town of Trophy Club. The
Trophy Club officers would patrol Westlake, issue citations, handle accidents, etc.
on both the highway and internal streets and their fire department covered the
service calls for both towns.
In June of 2002, the agreement was dissolved and the departments were separated
into the Town of Trophy Club Department of Public Safety and the Town of
Westlake Fire Department. At the same time, the Town of Westlake initiated a
contract with the City of Keller for law enforcement, jail, communications, and
animal control services.
The Town of Westlake relied on part-time firefighter/paramedics and EMTs to
provide services to the Town. They used equipment that was on loan from the
City of Southlake and Keller. The management of this intricate program was
coordinated by Chief Greg Tucker, who was the original Trophy Club Fire Chief
and later the Director of Public Safety. The fire personnel were housed and
responded out of the Town Hall offices located in the Solana Complex. This was
a short-term arrangement.
Section 4-21
In late September 2002, Chief Tucker passed away as the result of a lengthy battle
with stomach cancer. This tragic event created the Department’s first major
change – the hiring of a replacement Director and the first full time personnel.
Don Wilson, who had been working part-time under Director Tucker and was a
retired Deputy Chief from the City of Euless, was hired as the new Director along
with nine (9) firefighter/paramedics. The firefighter/paramedics were assigned
to shifts – working the typical three (3) platoon firefighter shifts – with one (1)
lieutenant per shift and two (2) firefighter/paramedics. Also in late 2002, the fire
department personnel were moved to the temporary station on Dove
Road.
In the summer of 2003, the Department began responding to all service calls
within the Town, including the Solana Complex, as well as inspection and fire
marshal duties. The Department also began work on obtaining their own
equipment. The Town purchased a MICU equipped ambulance from Frazier and
a Crimson manufactured Fire Engine. The fire engine purchase was made
possible through a grant from FEMA.
The transition to a fully integrated DPS department began in 2004. This public
safety concept rests on the notion of hiring, training, and using personnel that are
both certified firefighters/paramedics and licensed police officers. Fire personnel
enrolled in the Tarrant County College Police Academy and the certification
process continued for approximately two (2) years. The Town then had seven
personnel additionally trained as police officers. In January 2005, the transition
continued by the formal adoption of the current DPS ordinance (copy available).
The long-term goal was to cross-train an adequate number of
firefighter/paramedics as police officers, in order to assume law enforcement
duties, and replace the services provided by the Keller Police Department (KPD).
It was anticipated that the contract would be modified to discontinue the use of
KPD officers and begin the patrol and enforcement duties with our own staff,
while continuing to contract for dispatch and animal control. The final move to an
integrated DPS department for the Town is an ongoing goal and has not been fully
reached at this time.
The tri-certified Westlake personnel also began assisting the Municipal Court by
providing field and office support to the Warrant Officer. These duties included
serving arrest warrants, transferring prisoners, and providing courtroom security.
These activities were performed on an ‘as needed basis’ based on the staffing of
the warrant officer position, through the later part of 2007.
The public safety concept for Westlake was predicated on having a substantial
sales tax revenue stream from a shopping mall that never materialized.
Consequently, while the Town was incurring cost for cross-certification of its
Section 4-22
firefighter/paramedics as police officers, it was not truly using them in that
capacity, yet at the same time the Town expending dollars for police services with
the City of Keller. A change in the Department’s leadership took place in spring
2009 with Lieutenant Richard Whitten assuming duties as Acting Fire Chief. Since
that time the Department has moved away from the “public safety concept”
(combined police and fire) toward a service delivery concept more closely aligned
with its core service focus of providing fire suppression, fire prevention, and fire
code enforcement/inspection services as well as advanced life support (ALS)
paramedic level emergency medical services.
PERSONNEL AND CURRENT SERVICES
As mentioned, the Department provides Fire and EMS related services by utilizing
a three (3) platoon system. Personnel are all certified firefighter/paramedics and
the current staffing per shift is comprised of three (3) full-time personnel:
• One (1) Lieutenant
• Two (2) firefighter/paramedics
• One (1) part-time firefighter/paramedic
All Department personnel are state certified firefighters, many with advanced fire
certifications and paramedics – and many are nationally registered or state
licensed. We are fortunate to have such a broad base of knowledge for an agency
of our size and the Town assists the fire personnel by maintaining all continuing
education requirements and certifications within the Department.
In an additional effort to work with other agencies, the Department participates in
the North East Fire Department Association (NEFDA), which is a group of
thirteen Northeast Tarrant County departments that provide personnel and
equipment capable of responding to specialized and hazardous operations. The
group consists of the cities of Bedford, Colleyville, Euless, Grapevine, Haltom
City, Hurst, Keller, North Richland Hills, Richland Hills, Southlake and the towns
of Roanoke, Watauga, and Westlake. These jurisdictions provide the following
services:
• HazMat response units – One (1) regional response unit and one (1) satellite
response unit. The regional response unit is stationed in North Richland
Hills and the satellite unit in Roanoke. All HazMat Departments, including
Westlake, provides a minimum of two (2) state certified Hazardous
Materials technicians per shift.
• Explosive Response Unit (Bomb Squad) – One (1) regional response unit
stationed in North Richland Hills.
• Mass Casualty Response Unit – One (1) regional response unit stationed in
Euless.
Section 4-23
• Technical Rescue Unit – One (1) regional response unit stationed in Haltom
City. This unit is mainly for trench and confined space rescues.
• Heavy Rescue Unit – One (1) regional response unit stationed in
Grapevine. The unit is mainly for collapsed structures and other associated
heavy rescue activities.
• Air and Light Unit – One (1) regional response unit stationed in Bedford.
This unit contains a breathing air compressor, additional Self Contained
Breathing Apparatus (SCBA) bottles, a heavy generator and fixed and
portable scene lights.
• Communications Unit – this unit is stationed in North Richland Hills and
has the capability of linking all radio frequencies utilized in the area as well
as Ham radio operators.
• Mobile Incident Command Unit – One (1) regional unit stationed in
Bedford.
Along with these specialized units, the participating agencies provide
standardized operating procedures for each discipline. The participating
personnel routinely train together and in regional, state, and federal training
opportunities. Many members are or have been members of Texas Task Force
One, an emergency response task force. NEFDA maintains contracts with Tarrant
County College – Northwest campus for fire related continuing education, which
includes our annual live fire training as required by the National Fire Protection
Association (NFPA).
Along with NEFDA, the Department is a member of the South Denton County
Medical Control (SDMC) group. SDCMC consist of agencies from Argyle, Flower
Mound, Krum, Roanoke, Trophy Club, and Westlake. SDCMC is under the
direction of Dr. John Ansohn, an emergency room physician for Baylor Regional
Medical Center at Grapevine. Dr. Ansohn is also the medical director for the cities
of Grapevine, Colleyville, Watauga and Southlake. SDMC develops the protocols
for our paramedics and contracts with Tarrant County College – Northeast
campus for continuing education. Most of the patients that the Department
transports are transported to Baylor Regional Medical Center at Grapevine.
FIRE CODES AND RELATED ITEMS
The Town of Westlake is proactive in its code requirements and their
enforcement. The current codes for the Town consist of the 2006 International
Codes. The electrical codes conform to the 2008 National Electrical Code. While
the Town does amend the codes to address local fire sprinkler requirements, the
bulk of the amendments to the codes are those recommended by the North
Central Texas Council of Governments (NCTCOG).
The 2006 International Fire Code, as amended by the Town, requires all structures
in Westlake to be protected by fire sprinkler systems with few exceptions. Single
Section 4-24
family residential occupancies 6,000 square feet or more are required to have a
system installed. Type U occupancies, 1500 square feet or more, are required to
have systems installed unless there is living space in the occupancy, in which case
the living space is protected regardless of the square footage.
Enforcement and review of code requirements and development issues is a shared
responsibility between the Fire Chief and the Director of Planning and
Development. The Director is a member of the Development Review Committee
(DRC) and provides comments for submittals to the Town and DRC. Inspections
are handled in two ways – either the Fire Chief performs the inspections for new
and existing construction projects or the personnel on duty perform the task via
in-company inspections. All crews participate in these inspections and they are
performed annually.
The Town currently has an ISO rating of 4 / 9. The split rating is due to the
undeveloped portions of the Circle T Ranch. The Ranch’s undeveloped portion
carries a rating of nine (9) – leaving the remainder of the Town at a four (4).
FIRE/EMS SERVICE SUPPORT TO ACADEMY
The Fire & EMS Department is very active in many of the functions occurring at
Westlake Academy. These activities include:
• Personnel provide standby coverage for medical and fire protection.
(includes sporting events and tournaments).
• Assists in the development of the Academy’s disaster and emergency plans.
• Assists the Academy staff in providing safety and public education classes
and lectures.
• Conducts CPR and first aid training for all staff members as required
and/or requested (including the use of AEDs).
• Works with the Academy nurse on a variety of issues dealing with student
health and safety concerns.
• Assists in providing public education and other community engagement at
the Academy such as fire prevention education
• Performs fire drills and other emergency evacuation drills.
• Assist in parking and other related duties during special events and in the
initial back-to-school time period.
• Assists in the planning and implementing events occurring at the
Academy. For example, the annual Bandana Bonanza and Tree Lighting
Ceremony.
Section 4-25
FUTURE GOALS AND CHALLENGES
As with any public safety entity, especially Fire and EMS, the main budgetary
expenditure is related to personnel. The Department dedicates 46.8% of their
annual budget to full-time and part-time personnel costs. Part-time positions are
utilized to not only increase the staffing levels but, also as a cost cutting measure
to reduce the overtime expenditures to the Town. This is a practice that is
anticipated to continue within the Department.
The revenues derived from delivery of the Department’s services come from a
variety of sources. EMS revenue is derived primarily from the EMS fees. Other
sources of revenue for the Department are from inspection fees, fire lane parking
violations, fire sprinkler system permits, North Central Texas Trauma Regional
Area Council (NCTTRAC) grant funding, which is from the Texas Tobacco
Settlement fund, and local donations.
Throughout the history of the Department, there have been three (3) consistent
challenges: funding, rumors regarding the elimination of the department and the
increase in the number of service calls. As with many public safety departments,
funding issues are an on-going challenge with each fiscal year. The previous
purchase of the major apparatus and training assistance is or was covered in large
part by grants. The Department has received grants for radio equipment, HazMat
training, breathing air equipment, protective clothing, and fire and rescue
equipment. The total grant funding has been approximately $900,000.
The second challenge involves the disbanding of the Department and contracting
out all the public safety services or being absorbed by another jurisdiction. KPD
has continuously pursued the absorption of our Department into their service area
and the Town of Trophy Club has also expressed a desire to provide services to
both towns as in the past. This affects the Department’s ability to recruit
employees.
The increase in the number of service calls is another challenge for the
Department. This issue has shown steady growth in all areas. The Department
not only assumed all inspection and fire marshal duties from Trophy Club, but we
have also broadened these activities. The First American Mortgage remodel was a
major project for the Department. First American gutted four existing office units
and connected them into one larger building. The project presented numerous
challenges with the alarm system, fire protection sprinklers, air handling systems
and evacuation plans. The inspection and fire marshal duties continued to
increase with the re-modeling and building addition of the Marriott Hotel, the
expansion of Fidelity Investments and the Academy expansions. The need for
these services will not abate in the near future, as we are anticipating additional
development in the years to come.
Section 4-26
The primary challenges facing the Department are based on maintaining the
current service levels for Fire & EMS. In providing these services, the following
items will warrant further review:
• Personnel staffing to comply with all NFPA (National Fire
Protection Agency) standards, Texas Fire Commission rules and
regulations, and area obligations must be reviewed. It is desired
to increase the current three (3) full-time personnel per shift to a
minimum of five (5) full-time personnel – assigning three (3) to
the fire engine and two (2) to the ambulance as is typically in this
area. However, part-time personnel can be utilized to bridge this
gap and provide ‘as needed backup’ for scheduled vacancies.
• Further implementation of the capital replacement program for
major Departmental expenditures and future equipment
requirements. The initial funds have been allocated in the most
recent budget; however the replacement measures have not been
completed.
• Location of permanent facilities for the Department.
PPPOOOLLLIIICCCEEE SSSEEERRRVVVIIICCCEEESSS
While our Westlake Fire & EMS Department provides fire and EMS services to our
community, law enforcement activities are contracted with the City of Keller. This
contractual arrangement began in 2002. Keller Police Department is a nationally
accredited police agency which means they have met and maintained compliance
with over 300 national police service quality standards. The contract calls for
Keller Police Department (KPD) to provide one officer per shift - per district
(outlined in the contract) as well as the auxiliary services necessary for the
function and support of field units; Fire, EMS, or Police.
Pursuant to the contract, Westlake is divided into two (2) districts. These districts
are created by taking Pearson Lane and running this line to create a north – south
line of demarcation, thus creating an east - west district. Each district is relatively
the same size and contains equal portions of the City of Keller as well as the Town
of Westlake.
Two motor cycle officers are designed to work the highways (SH 114, 170 and 377)
and local street traffic on a split shift basis. The officers are assigned to a schedule
of Monday through Friday on 10-hour shifts. Usually, at least one motorcycle
officer is assigned to traffic enforcement in Westlake during the typical workday
hours. These officers also issue the bulk of the traffic citations. All citation
revenue from traffic citations issued in Westlake goes to the Town of Westlake
Section 4-27
(note: this is only the municipal portion, a significant portion of dollars collected
by our Municipal Court goes to the State for their mandated fees (taxes) that we
collect for them).
The contract does provide for auxiliary and support services. These services
include:
• Administrative fees and staff and personnel costs related to human
resource activities and payroll, etc.
• Communications
• Jail Facilities
• Animal Control
The communications and jail facilities provided by this contract are modern and of
high quality. The City of Keller’s central dispatch center provides fully enhanced
911-communications services to Keller, Southlake and Westlake. The
communications center was expanded to provide them with the capability to
dispatch for multiple agencies.
The communications (radio and computer aided dispatch) system is a very
valuable asset to the Town. As an auxiliary member of the system – Northeast
Tarrant Communication Consortium (NETCO) – the Town participates in a three
site, duplex, 800 MHz trunked radio system. NETCO consist of the cities of
Bedford, Colleyville, Euless, Grapevine, Keller and Southlake. NETCO has
redundant tower sites in many of the member cities and the Town is provided
limited access to the system. The limitation is in the number of radio units – for a
total of ten (10) units – with the use of one (1) talk group. The Town has
maximized the number of radio units currently allowed under the agreement
which are utilized by the Westlake Fire & EMS personnel and the Town Marshal.
TTTOOOWWWNNN SSSEEECCCRRREEETTTAAARRRYYY
The Town Secretary’s Office is the central record keeping function for the Town
and is responsible for all records (ordinances, minutes, etc) for the Town
Council/Board of Trustees, its various advisory boards, and the Texas Student
Housing Corporation, an instrumentality of the Town.
HISTORY
The Town hired its first Town Secretary in 1995, Ginger Crosswy, who was
followed in 2005 by Jean Dwinnell. In 2007 Kim Sutter was hired as Town
Secretary followed by the Town’s current Secretary Kelly Edwards who was hired
in August 2009.
Section 4-28
PERSONNEL AND SERVICES
The Town Secretary’s Office has been, and continues to be, a one (1) employee
operation. The Town Secretary is responsible for the following services:
• recording and maintaining minutes from all Town Council and Board of
Trustee meetings
• assembling and distributing Town Council and Board of Trustee agendas
and agenda packets, including placing these materials on-line on the
Town’s and Academy’s web sites
• recording and maintaining minutes from the Planning & Zoning
Commission
• assembling and distributing the Planning & Zoning Commission’s agendas
and agenda packets
• posting of all notices as required by the Open Meetings Act for the Town
Council/Board of Trustees, Planning & Zoning Commission, Zoning Board
of Adjustments, Texas Student Housing Corporation (TSHA), Historical
Preservation Board, Public Arts Society, and Westlake Academy
Foundation
• preparing and distributing agendas and agenda packets for the TSHA
Board meetings
• staff support for the administration of the TSHA student scholarship
program (note
• recording and maintaining minutes from TSHA Board meetings
: approximately one-third of the Town Secretary’s salary is
paid by THSA for these services)
• maintaining staff’s agenda calendars for Town Council and Board of
Trustees’ meetings
• budget preparation and administration for the Town Secretary’s Office
• oversight and administration of all regular and special municipal elections
• official records manager for all Town documents including minutes,
resolutions, contracts, proclamations, and ordinance
• oversight of Academy records liaison
• ensures proper codification of all adopted/amended Town ordinances
• assembles and lays out the Town quarterly newsletter, The Westlake Wire
• coordinate monthly meetings serving as Town liaison to Town’s public
relations firm
• prepares and sends out bi-monthly email blast update on Town activities to
Town residents
• processes with the assistance of the Town Attorney all Open Records
Requests received by the Town
Kelly joined the Town’s Leadership Team with extensive municipal experience as
City Secretary for the City of Roanoke, Texas. She has the highest level of
continuing certification offered by the Texas Municipal Clerks Association and
Section 4-29
holds her Certificate of Municipal Clerk (CMC) with the International Institute of
Municipal Clerks. In addition to an annual training requirement necessary to
maintain this certification level, Kelly must also have continuing education in
various legislative changes to State laws such as the election code, Open Meetings
Act, records retention, and the Open Records Act.
FUTURE GOALS AND CHALLENGES
The challenge for the Town Secretary’s Office is the work load size handled by one
(1) employee. Over time, if the demand for this Department’s services continues
to rise, additional staff support will be needed. Another major need is for a
comprehensive record management program including placement of all official
records into digital form for preservation and access.
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PPPAAARRRKKKSSS AAANNNDDD RRREEECCCRRREEEAAATTTIIIOOONNN
The Facilities Maintenance program performs preventive maintenance on all
campus buildings and landscaping to protect the Town’s investment in our
infrastructure and to avoid significant costs related to system failures due to a
lack of maintenance.
The Park and Recreation Department maintains open spaces and facilities for
recreational use by our citizens and the general public. The Civic Campus and
the park, located in the Glenwyck Farms subdivision, comprise the facilities and
park space that is available for use by residents and the public. The park at
Glenwyck Farms and the Academy campus host the Arbor Day celebration,
Bandana Bonanza, the Christmas Tree Lighting ceremony and Decoration Day.
HISTORY
The Facilities & Recreation Department began in May of 2004 when a full time
Director, Mr. Troy J. Meyer, was hired. The responsibilities of the position include
invoice approval, contract negotiations for capital projects, lease agreements,
budget oversight and preparation, planning reviews for open spaces and bids for
all necessary supplies and capital projects. In addition to the daily activities,
special event planning and assistance to the residents on projects such as Arbor
Days, Decoration Day, and the employee Christmas Party are also handled by the
Department. The Director has heavy interaction with the following groups and
individuals:
• Leadership of the Academy
• School parent groups
• House of Commons (parent, student, teacher association)
Section 4-30
• Westlake Academy Athletic Club
• Westlake Academy Foundation
• Westlake Historical Preservation Society
PROJECTS – PARKS, FACILITIES AND MAINTENANCE
PARKS - During the construction of the Glenwyck Farms subdivision, the
developer allocated 13.5 acres of park open space, off of Dove Road, to the Town.
The park has walking trails, which are accessible from within the neighborhood
and through the concrete sidewalks that run alongside Dove Road. The park has
frequently been the site of the annual Arbor Day celebration that draws people
from the Westlake community, children and parents from the Academy and
nearby residents to enjoy the games, fishing and booths that are set up and
manned by the volunteers of the event. The Westlake staff, Academy student
volunteers and fire department officers often participate in the setup and
breakdown of the event, as well as volunteers at the booths.
The Parchman house, located on JT Ottinger Road, was donated to the Town in
2006. The facility consists of six acres of open space, a 2,000 square foot home and
a small barn. We are currently using the property for miscellaneous storage and
parking events at the cemetery.
OPEN SPACE - These areas include the Parchman’s six acres, the 13.5 acres within
the Glenwyck Farms subdivision and the street medians and right-of-way within
the Town. The medians are maintained by landscape and tree trimming
contractors. The cost associated with the maintenance of the 13.5 acre open space
is shared with the Glenwyck Farms HOA. All work completed within the park is
shared equally between the Town and the HOA. The Terra Bella subdivision’s
first home was completed in summer of 2010. The subdivision includes 28
residential lots and 22 acres of open space with trails connecting the Solana
business complex to Glenwyck Farms.
FIRE STATION FACILITY - Our first non-permanent facility was the temporary
modular building for the fire station that was leased in 2002. The building was an
interim solution to address the housing needs of the DPS officers who had
previously been operating and living out of the kitchen and meeting room of the
Municipal Court offices. The temporary facility includes a three-bay metal
building, to house the fire truck and ambulance, and had a 12 x 57 trailer. In
December of 2006, the previous trailer was replaced with a 14 x 60 facility and a
wood deck area was added for additional space.
CIVIC CAMPUS - The Town’s initial permanent and largest building project
began with the Civic Campus space that is home to the Westlake Academy. The
Town purchased 23.5 acres from Hillwood development to build the 53,000 square
foot civic campus. Until May of 2007, the campus housed both the Town offices
Section 4-31
and Westlake Academy. This initial campus construction consisted of two (2), one
story buildings for classrooms and office space, as well as a two (2) story gym with
classrooms, a dining hall and performance hall. The soccer/softball field was
completed in the fall of 2004 and a second field was added in the summer of 2007.
The 8,400 sq. ft. Sam & Margaret Lee Arts and Sciences Center was completed on
August 2010 which includes two science labs, art room with a kiln, offices,
conference room and open space to display student art. , The original design of the
center included a black box theater and large art which was not completed due to
funding. The project came in under budget by $267,000 which will be use to
extend the parking area just to the west of the Center. Total budget of the project
was 5.1M.
CEMETERY - The ownership of the Roanoke I.O.O.F Cemetery was transferred to
the Town in January of 2008. This is an active cemetery that averages eight (8)
burials per year. The Department is in the process of creating a master plan for
the cemetery. A ground scan was completed in 2008 indicating one hundred
seventy four (174) unmarked graves located throughout the cemetery. The Town
also hired a surveyor to locate all six sections within the cemetery. In April 2010,
cemetery rules and regulations were presented to the Town Council, which also
included a suggested name change to The Town of Westlake Cemetery. The Town
Council would prefer that I.O.O.F. be included in the name. Staff will request
permission from the I.O.O.F. organization to use the name. The Town staff is now
able to start selling grave spaces at the cemetery.
LEASED OFFICE SPACE - The Town’s Municipal Court, Texas Student Housing
and Town Secretary offices relocated from the Civic Campus, in June of 2006, to
the Solana Business Complex. The move was necessary to accommodate
additional grade level expansion at the Academy. The new location consisted of
4,000 square feet of offices and courtroom space. In the spring of 2007, the
remaining Town operations and staff relocated to adjacent office suites in Solana.
The total leased office and Court space is 9,400 square feet and all of the
maintenance is handled through the Solana complex. The current lease agreement
will expire in May of 2011.
MAINTENANCE - The Facility & Recreation Department also exists to carry out
the day-to-day operations and maintenance of the temporary fire station, Westlake
Academy, leased Town office space and engineering. The breakdown of specific
maintenance operations are as follows:
• Fire Station
o Bay doors, septic systems, gravel drive and temporary trailer
o Lease on the trailer will expire in December, 2011.
Section 4-32
• Civic Campus
o Doors, cameras, water fountains, soccer field and open space
upkeep, clean return air vents
o Repair furniture and floors
o Contracts are held for landscaping, web control for HVAC and
lighting, janitorial services, security cameras, 24-hour monitoring of
alarm systems, lighting, water treatment, elevator service, HVAC
units, irrigation systems, fire alarms and sprinkler equipment
o Maintain and issue card keys to all Academy and Town staff
o Oversee all capital projects at the Academy
THE ACADEMY
As previously mentioned, the Department supports many tasks related to the
Academy. The basic activities completed for the school include minor repairs for
door adjustments, drinking fountains, desks and lockers, mill work, flooring and
lighting. Additional assistance is provided for AV equipment usage, ordering
paper supplies, IMP co-editor, various ball and debris removal from drains and
roofs, plumbing issues, student projects, mowing of the two soccer fields, parents
groups, HOC, WAAC and assisting with Academy events.
The Town, in conjunction with a local Boy Scout Troop, recently constructed a tree
farm on the campus. The Department facilitated the location, volunteers and
planting of the trees and the project helped a local resident attain his Eagle Scout
badge.
FUTURE GOALS
The largest project for the Town in 2009 handled by the Department was the
construction of the Sam & Margaret Lee Arts & Sciences Center. The residents
approved a bond package to partially fund the building with the remainder of the
funds being raised through donations to the school. The building was estimated
at $5.1 million and was operational in the fall of 2009.
Another project involves the construction of a water well on the campus. The well
is needed to support the additional landscaping around the new Arts & Sciences
building, the new athletic field and the west parking lot. The cost is anticipated to
be $40,000 and the anticipated completion time is October of 2010.
The department applied for a “Safe Route To School” grant for TXDOT in the fall
of 2009. The award announcement will be in summer of 2010. The department
also applied for an Energy Block for lighting and HVAC improvements to the
Academy. The grant notification will be in the summer of 2010.
Section 4-33
LONG TERM GOALS
1. Increase funding for HVAC to replace aging units
2. Purchase land for new fire station and/or Town Hall complex
3. Plans for maintenance facility
4. Update master trail plan
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The Finance Department is responsible for maintaining all accounting and
financial transactions, financial records, audits, and budgets administration in full
compliance with State and Federal law/regulations, local ordinances and policies,
and the customers, businesses, bond holders, and citizens of Westlake. As such,
this department holds an important stewardship role to ensure that the Town’s
financial records are timely, transparent, accessible, and understandable for the
Town Council, Town/Academy management, and Westlake stakeholders.
HISTORY
Former Town Secretary Ginger Crosswy provided basic bookkeeping as the
Town’s sole employee beginning in 1995. She was our first Town employee with
then Mayor, Scott Bradley, being the only signer on the checking account.
With the Town’s first Town Manager Trent Petty on board, Mr. Todd Wood was
employed in October 2001 and quickly implemented a more sophisticated system
with Quickbooks. He performed all accounting and personnel related activities.
As the Town’s employment grew, the Town Manager realized the need to utilize
Todd in human resources and hire a Finance Director. In April 2003 Ms. Debbie
Piper was hired as the Town’s first Finance Director to oversee this function of the
Town as well as oversee the audit process and all finance related activities. At one
time, Todd was under the supervision of the Finance Director, and was later
named a department head – Director of Human Resources and Administrative
Services.
During the same fiscal year in which the Finance Director was hired, a Finance
Assistant, Jaymi Ford, was also hired to handle all accounting related functions.
The Town’s municipal accounting is performed in-house with Stw, Inc. software.
Because we do not have adequate staff to also provide all the Academy’s
accounting functions, we contract with the State’s Region XI Education Service
Center to provide accounting assistance for the general ledger and payroll.
In the early years of the Town’s water system, the Town contracted with Aqua
Source to read meters and generate utility billing. In July, 2004, the Town
purchased and implemented Stw Utility software and is now maintaining all
Section 4-34
account information. Our staff reads the meters and the information is uploaded
and sent to DataProse for the printing of the bills. We have found it is still more
cost effective to outsource this portion of the utility billing process. Our staff
receives and posts all water payments.
As the Academy and Town grew, it was determined that an additional staff
person would need to be added to the Finance Department. Sherry Whigham
began her employment with the Town in November of 2007.
Because the Town was run on a minimal staffing level, various policies and
procedures were not in place upon the arrival of the Finance Director. As time
permitted, the following documents have been written and implemented over the
past five years:
a. Written internal control policies and procedures
b. Investment Policy – reviewed and approved annually
c. Fiscal and Budgetary Policies
DEPARTMENT PERSONNEL
Debbie Piper, current Finance Director, was employed in April of 2003 upon the
recommendation of Felix Lozano, a partner with Whitley, Penn, LLP, who was in
charge of the Town’s audit at that time. Debbie’s association with Felix began
when her previous employer and his firm entered into an agreement to train
Whitley Penn staff in school district auditing. At that time, she was performing
35-40 school and county audits annually and traveling all over Texas. She had
been auditing for 8 years and wanted to try something different than the audit
aspect of public accounting. The opportunity with Westlake appeared to be an
ideal situation because she would also be responsible for the Academy’s financial
records, budget and audit. Her governmental experience would benefit both the
Town and the Academy. Debbie holds a Bachelor of Business Administration
degree from Texas Wesleyan and is a Certified Public Accountant.
As previously mentioned, Jaymi Ford was hired October 2003 in a newly created
position as Finance Assistant. The position would be responsible for front desk
duties, accounts receivable, accounts payable, banking and assisting in the budget
and audit processes, as well as various administrative functions. She worked for
15 years at Tandy Business Computer/Radio Shack division in the accounting
department and for 10 years with Cobblestone Golf as regional manager training
staff accountants at different locations across the US. However, the lure of
working for Westlake and the new charter school they had founded drew her in.
Her son, Nick, attends Westlake Academy and is in the 11th
grade.
Sherry Whigham, the newest member to the Finance Department, was hired in
November 2007. Her position was created and budgeted for during FY 2007-2008
Section 4-35
when we determined Jaymi was working an additional 400 hours annually,
equating to approximately $10,000 in overtime. Prior to commencing her
employment with the Town of Westlake, Sherry worked for a national not-for-
profit organization assisting in maintaining a central repository of formal actions
taken against physicians and providing different services to licensing and
disciplinary boards, the U.S. Armed Forces, the U.S. Dept. of Health & Human
Services, and other national and international regulatory bodies involved in the
employment and/or credentialing of physicians from 1999-2007. Business traits
that were displayed in dealing with the general public and private sectors enable
Sherry to represent the Town of Westlake with the utmost professionalism. Her
daughter, Brooke, also attends Westlake Academy and is in the 7th
grade.
CURRENT SERVICES
The Finance department is responsible for collecting, recording, summarizing, and
reporting the results of all financial transaction of the Town, Academy, and
Westlake Academy Foundation in a timely manner. These day-to-day functions,
along with preparing the budget document and working with the auditors on the
annual audits keep the staff extremely busy.
The Finance office personnel, Jaymi and Sherry, perform the following duties:
• Switchboard duties
• Accounts payable/receivable
• Utility account set up and disconnection
• Utility billing processing and accounts receivable
• Banking and deposits
• Month-end and year-end processes
This is, of course, in addition to working with the Finance Director on the budget
documents, preparing quarterly budget reports, and preparing for the audit
known as the Comprehensive Annual Financial Report (CAFR).
The Department is also responsible for three checking and seven TexPool accounts
for the Town; one checking and one TexPool account for the Academy; and, one
checking and one money-market account for the Westlake Academy Foundation.
Invoices are received from the various Department Heads and verified for
completeness and accuracy. Accounts Payable is processed weekly. Check
signers, other than the Town Manager, are Debbie Piper, Finance Director and the
Mayor Pro-Tem. A facsimile signature of the Town Manager is used for all checks
and any check in excess of $10,000 must have a second signature.
Section 4-36
THE ACADEMY
As previously stated, the Finance Department is responsible for all finance related
aspects of the Academy. The Academy’s general ledger, payroll, and accounts
payable and receivable are maintained by the Region XI Education Service
Center. The Academy staff reviews, codes and approves invoices and sends them
to the Department for final review by the Finance Director and verification of
proper documentation and coding. The invoices and check requests are then sent
to the Service Center to be keyed into the general ledger and to process checks.
The checks usually have a 1-2 day turnaround and are sent back to the
Department for mailing and distribution.
This department is responsible for all deposits and checks required by the school.
We have 1 general fund, 7 special revenue funds, and 29 trust and agency
accounts on the books with an estimated 361 annual deposits and 660 check
requests annually.
The Finance Director, Administrative Coordinator and certain staff have access to
the service center software via internet and provide the CEO/Superintendent with
various reports when requested. A quarterly report prepared and presented to the
Board of Trustees.
The Finance Director works closely with the CEO/Superintendent and
Administrative Coordinator in preparing the budget for approval by the Board of
Trustees.
While fluctuating somewhat over time, the Academy’s fund balance has grown
from $12,000 in 2003-2004 to $504,653 as of the end of FY 08-09. A portion of the
fund balance was transferred to help pay for the new Arts & Sciences Center’s
furniture, fixtures, and equipment.
Due to the increase of a grade-level annually, the Academy’s operating budget for
Academic Services has increased from $1,368,113 in FY 03-04 to $4,057,713 in FY
09-10. This is with an increase from 195 students in FY 03-04 to approximately 490
in the current year.
WESTLAKE ACADEMY FOUNDATION
The Westlake Academy Foundation was formed to raise funds and take other
actions in order to enhance the educational opportunities offered by the
Academy. The Department is also responsible for all financial related activities for
the Foundation, including the annual audit. Signers on this checking account are
Debbie Piper, Finance Director: Shelly Meyer, Executive Director, Leah Rennhack,
President, and Deborah Ziegler, Treasurer. Any check in excess of $1,000 must be
signed by two authorized signers.
Section 4-37
A monthly report is prepared by the Finance Director and forwarded to the
Foundation’s treasurer for monthly presentation to the Foundation Board.
Currently, the Foundation directs one fundraising campaign annually to
supplement the operations of the Academy named the “Blacksmith Annual
Fund”. Each family is asked to donate $1,800 per student enrolled to supplement
the funds received by the state. The Foundation is a 501(c) 3; therefore, the
donation constitutes a tax deduction for each family. Blacksmith Annual Fund
participation is not required, but strongly encouraged. Funds received range from
$10 to more than $1,800 per student as a “best gift” varies for each family.
Additionally, several families apply for matching gifts from their employers,
providing another source of campaign contributions. Blacksmith funds are
transferred to the Academy to support day-to-day operating expense payments.
The Foundation anticipates exceeding the $420,000 budgetary goal for FY 2009-
2010.
The funds received from the annual “Gallery Night” event are used to maintain
and operate the Foundation. Current year net earnings for this event equaled
$104,852. The Foundation will seek requests from the Academy to grant excess
funds raised at Gallery Night.
A new event in FY 2009-2010 was the Westlake Baja golf outing which netted
$261,000. The Baja is dedicated to raising designated funds for attracting,
retaining and developing high-quality teachers who exemplify, embody and
inspire the IB philosophy, principles and standards.
The Foundation led a capital campaign for the Arts & Sciences Center, raising $1.5
million in gifts from Academy families and area corporations. In addition to these
pledges, Texas Student Housing has donated a total of $500,000 to this building
fund and Mrs. Margaret Lee donated $500,000.
THE BUDGET
The budget document, in terms of its presentation, has been a work in progress.
Each year we have increased its detail and format to better inform the public of
our financial policies, operations, and plans. Recently we received our third
“Distinguished Budget Presentation Award” from GFOA for the 2009-2010
municipal budget. We received our first such award for the Academy’s Academic
Services Budget for FY 2009-10 as well.
We began implementing departmental goals and objectives in the 2005-2006
Municipal Budget and have worked towards substantiating our activity and
performance measures. The General Fund budget has hovered around $3.5
million to $4.1 million from FY 03/04 to present. This has been done, of course,
without implementation of a property tax. Our beginning FY 07-08 fund balance
of $3,096,299 looked deceivingly large due to the dissolution of 4A Economic
Section 4-38
Development Fund during FY 2005-2006 and a transfer of $2,194,313 being made
to General Fund’s fund balance. Based upon current revenue forecasts and
expenditure levels tied to our current level of service, our financial forecast shows
that within two (2) fiscal years the Town’s General Fund will be in a deficit
situation.
THE AUDIT
The Academy is included in the audit as a blended component unit of the Town
and Texas Student Housing projects are included as discretely presented
component units. We have verified that the non-compliance and non-payment of
debt on several of the projects will not affect the Town’s bond ratings. The Town
of Westlake does not have any liability for the payment of debt of these projects as
the bonds are non-recourse to both the Town and Texas Student Housing
Authority.
Because of Debbie’s background and expertise in auditing, the audit process has
become much more streamlined and efficient in the past 5 years. Upon her arrival
to the Town, 65 audit adjustments were proposed for the FY 02-03 audit. Only
two (2) auditor-proposed adjusting entries were made for the FY 09-10 audit.
Jaymi, Sherry, and Debbie have all worked diligently in trying to keep these
adjustments minimal.
BONDED DEBT OF THE TOWN
All Town debt issued to date is related to the initial construction and expansion of
the Westlake Academy campus facilities as follows:
a. Certificates of Obligation– Series 2002 - $12,400,000; Current balance -
$7,329,913 payable through FY 2024. The Town saved approximately
$30K annually by refunding a portion of the 2002 Certificates of
Obligation.
b. Certificates of Obligation – Series 2003 - $6,410,000; Current balance -
$9,355,890 payable through FY 2032.
c. General Obligation Refunding Bonds – Series 2007 - $7,465,000; Current
balance- $12,302,920 payable through FY 2032.
d. General Obligation Bonds –Series 2008 - $2,500,000; Current balance
$3,277,656 payable through 2028.
All debt for the Academy buildings is being paid by the Town as follows:
• 4B Economic Development Fund – these amounts have been committed to the
repayment of the debt incurred for the Town’s Civic/Academy Campus
projects.
Section 4-39
• Property Tax Reduction Sales Tax Fund – Any excess debt payments
remaining will be paid from this fund.
• Visitors Association Fund – Payment for the Series 2008 - $2,500,000 bonds is
expected to be made from this fund.
While all the Town’s bonded indebtedness is currently being retired by sales tax
revenue as set out above, it is important to note that the bond covenant and
indenture requirements for all these bonds are ultimately “back stopped” by a
property tax pledge on all real and personal property in the Town limits should
sales tax revenues not be adequate to retire the bonds.
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This Public Works Department is responsible for maintaining, planning, and
overseeing the maintenance and construction of the Town’s infrastructure related
to its street, drainage, duct bank, solid waste, and water/sewer systems.
HISTORY
The Westlake Public Works Department, like many of the other departments, is
relatively new. Prior to its establishment, the City of Keller provided a majority of
Westlake residents with water service. However, the construction of Fidelity,
Daimler Chrysler and Vaquero necessitated the Town’s provision of utility
services. The Town entered into a developer’s agreement with Hillwood for the
construction of a pump station and transmission mains to service their
developments. During this period, the Town also initiated an aggressive and
proactive right-of-way (ROW) management program centered on a Town owned
telecommunication duct bank system. This created the need for utility
infrastructure management, so the Town solicited bids for services. AquaSource
(AquaTexas) was awarded the contract and began providing water/wastewater
operations maintenance in April 2001, which continued until June 2004. The
Town hired a Public Works Director in August 2003 to develop the Department
and to move the AquaSource duties to an in-house position. The intent was to
continue outsourcing labor intensive and specialized services and bring meter
reading/billing under the direct supervision of the Town.
PERSONNEL
The Public Works Department oversees several functions: water/wastewater and
telecommunication duct bank operations and maintenance, meter reading/utility
billing, streets, drainage, solid waste, and engineering.
Section 4-40
The Westlake Public Works Director is responsible for the overall management of
water, sewer, duct bank, drainage, streets, solid waste, and engineering
operations. The Director represents the Town on various boards and committees
relating to water and sewer; monitors water quality and handles reporting
requirements set forth by the state; reviews and inspects all infrastructure;
manages water and wastewater SCADA operations and facilitates water meter
reading and billing.
Jarrod Greenwood holds the position of the Westlake Public Works Director and
has been in the public works profession for approximately 16 years. He has
served in the following municipalities: Oklahoma - Antlers; Texas - Blue Mound,
Keller and Haltom City.
Jarrod graduated from the University of North Texas with a Bachelor of Business
Administration and a minor of Public Administration. He holds a Master of
Public Administration degree from Troy University. Jarrod also has a “Class A
Water Operator” license and a “Class III Wastewater Collection” license.
Public Works and Facility Maintenance share a full-time maintenance employee,
Josheph Lopez. This position was created in FY08/09 to relieve both Department
Heads of a portion of the “field work” and allow them to concentrate on
administrative duties within their department and also to improve customer
service to the Town and Academy.
CURRENT SERVICES
WATER - Westlake has approximately 70,000 LF of water lines and purchases
treated water from the City of Fort Worth as a wholesale customer. We also have
a seat on the Water Advisory Committee with full voting privileges. Fort Worth
charges are based on volume and demand. The Town has historically seen high
demand charges as a result of the unique nature of Westlake.
We have one (1) – 1MG elevated storage, one (1) - .685 MG ground storage tank,
and one (1) pump station. The water tower (elevated storage) is a joint use tower
that is co-owned between Westlake and Keller and is maintained in accordance
with an inter-local agreement ( ILA).
Town staff handles the reading of the water meters and processes the billing
payments. Printing and mailing of water bills are outsourced to a third-party;
however, the Town retains access to view, print, and email PDF images of our
customer’s bills. Water meters consist of a combination of manual read meters
and radio read meters. The last rate analysis was conducted in 2008 and is
currently undergoing an update. We currently have three main water customers:
Chrysler Financial, Fidelity, and Vaquero Golf Club, although Vaquero is
Section 4-41
installing a reverse osmosis system to utilize ground (well) water for irrigation, so
their use of the Westlake water system should decrease greatly.
The Department has installed in the last two years a magnetic flow water meter
and electronically operated butterfly valve at the pump station. The
implementation of these items eliminated the Town’s exposure of reliance of flow
signals from Fort Worth. Historically, the Fort Worth device responsible for
transmitting the signals failed; thereby, causing the ground storage tank to
overflow. These failures resulted in wasted water cost, increased peak charges
that had to be disputed and increased demands for after hour call-outs.
Beginning in 2006, the Town hired Biggs & Matthews to develop a feasibility
study on the potential of a second water source. The Upper Trinity Water District
lies within Denton County and a different watershed. The intent was to secure
water for the Town, which would address our needs for the next fifty years. The
Town desired, and needed, a regional effort between Westlake, Roanoke, and the
Town of Trophy Club to achieve this source. Currently, there is a lack of support
for the project from the neighboring communities and the concept has been placed
on hold.
The City of Southlake plans to construct a 30” waterline through Westlake along
the future development of FM 1938. The proposed alignment is within an
easement owned by the Town and would require the Town’s permission. In
return for Southlake’s use of the Westlake easement. Westlake would like a
connection to the water line and the rights to 2 MGD. Westlake would pay for the
construction of a new meter and applicable facilities and appurtenances.
SEWER - The Town has approximately 39,000 LF of sanitary sewer lines and
contracts with Trinity River Authority (TRA) to treat wastewater. We also have a
seat on the Denton Creek Advisory Committee with full voting privileges. The
billing is based on the projected annual flow, which is determined by each
member city with a midyear adjustment.
Westlake also has a unique arrangement with the City of Southlake for the
conveyance of wastewater through a jointly owned sewer line (N-1 Sewer Line).
Southlake reads a flow meter and charges us for the amount of flows they are
billed from TRA. The partnership originated with the development of our
Glenwyck Farms subdivision. Southlake provided water and sewer service to the
neighborhood, since Westlake did not have water or sewer infrastructure available
when the area was developed. The Town is now providing water and sewer
service to Glenwyck Farms.
The joint sewer line is known as “N-1” and was constructed in 1996. The line
serves both Westlake and Southlake. Westlake and Southlake entered into an
inter-local agreement (ILA) for the funding of construction, entitlement of flow
Section 4-42
capacity, and maintenance responsibilities. Westlake paid a portion of the
construction costs and now has access to 48.5% of the line’s capacity. The
maintenance is currently provided by Southlake and charged to Westlake
pursuant to the ILA. Westlake and Southlake are currently working with TRA to
transfer the ownership and maintenance of the N-1. Prior to the transfer of
ownership, the lines had to be tested and inspected for any structural deficiencies.
RJN, Group was hired to conduct an engineering analysis and prepare a
comprehensive report. The report by RJN indicated some significant inflow and
infiltration from Westlake. We hired a contractor and made numerous repairs and
RJN is now conducting additional wet weather flow monitoring for the Town.
Once TRA is satisfied with the condition of the N-1 line, Westlake and Southlake
will each construct a meter station to monitor our flows. The meters will be
constructed per TRA standards and dedicated to them.
TELECOMMUNICATIONS DUCTBANK - Westlake officials envisioned a Town
that controlled its own growth and desired to do so in a manner unlike
conventional practices. We chose to adopt an ordinance relating to the
construction and management of a duct bank - a series of pipes used to convey
telecommunication lines. The concept was intended to minimize the need for
telecom providers to dig in Westlake, which results in a disruption of other
services, property damage, and inconvenience to residents and property owners
(see Texas Town & Country article Feb. 2003). The opportunity to control right-of-
way and manage it responsibly is imperative for the protection and safety of all
citizens and utility providers. Westlake is in a unique position, since relatively
little development has occurred. The premise was/is that a developer is required
to construct a duct bank just as they would be required to for water or sewer
lines. However, the Town has already installed approximately 11,000 LF and
funded them through 4A Economic Development funds and the General Fund. To
date approximately 49,000 LF of the duct bank has been constructed and is
occupied by AT&T and/or Verizon. The duct bank exists along all of the future
FM 1938, Solana Blvd., Sam School Road, Dove Road (between FM 1938 and
Pearson), Ottinger Road and all of the Vaquero and Terra Bella subdivisions. The
Town has not experienced a single damaged telecom line within the duct bank.
This is in large part due to the fact that the Town knows exactly where telecom
providers are (when located in the duct bank) and this information is
communicated to any contractor. Staff locates the duct bank and monitors any
excavation in or around the immediate area. This process ensures that any
damage is immediately repaired and documented. The Town is also a member of
DigTess and facilitates every ‘line locate’ request for work within the Town.
STREETS – Approximately 10.8 miles of public streets, of which 2.8 miles have
been reconstructed within the last 6 years, exists within the Town limits. Vaquero,
Glenwyck, Paigebrooke, and Terra Bella subdivisions all have private streets.
Reconstruction of major roads is typically performed by Tarrant County through
an ILA, where Westlake only pays for the materials. Public roads within our
Section 4-43
newer subdivisions must be constructed through competitive bidding by a private
contractor. Pothole/shoulder repair work is provided by a local contractor on an
“as needed” basis.
We have two “school zone” traffic signal flashers on Ottinger Road. The school
flashers were integrated into the Town’s SCADA system to allow staff the ability
to monitor and operate them remotely. The signage is repaired and replaced by
staff. We adopted an ordinance requiring all the street signs to be powder coated
“green.”
SOLID WASTE – The trash and recycling services in Westlake are handled by
Allied Waste, formerly Trinity Waste. The Town receives a 12% franchise fee. The
current contract expires in 2011 and contains a provision for rate adjustments
based on Consumer Price Indexes. In late 2006, we experienced a reduction in
customer service levels due to a strike by Allied employees. In August 2008, the
Town automated residential solid waste collection, assumed the billing
responsibilities for residential customers as indicated in the contract, and switched
residents to 96 gallon waste carts and 65 gallon recycling carts.
ENGINEERING - The Town utilizes an outside firm, Graham Associates, to
provide engineering services. The Department manages, coordinates, and
develops the budget for tasks related to engineering.
DEVELOPMENT REVIEW- The Public Works Department is centrally involved
in review of all residential and commercial development projects to ensure that all
the Town’s development and infrastructure standards are met.
CAPITAL PROJECT ADMINISTRATION- This Department plays a key role in
the planning and construction of all capital projects for new or reconstruction of
existing streets, drainage, telecommunications duct bank, and water/sewer
infrastructure.
THE ACADEMY
The Department’s interaction is somewhat limited. However, we do provide
backup assistance for the Facility and Recreation Director on an ‘as needed’ basis.
One very important connection of the Public Works Department and the Academy
is the Department’s use of joint computer server housed at the Academy which is
used in part for the Town’s SCADA system which allows remote monitoring and
control of the Town’s water pumps and elevated storage system. A natural gas
powered generator was installed in April 2009 to provide emergency backup
power for the server room at the Academy.
Section 4-44
INTER/INTRA AGENCY INTERACTION
The Department provides barricades and other traffic control devices during
emergency situations. The Town has a few street crossings that are prone to
flooding during heavy rainstorms, which has necessitated road closures. In
addition, we provide road sanding/salting and other traffic related re-routing due
to snow or icy weather. This year we experienced a heavy snowfall that resulted
in road closures and dangerous conditions due to the hills in and around the
Town.
As previously mentioned, the Westlake and Keller Public Works Departments
share a water tower. This concept was the first “tower within a tower”
configuration known to exist in the world. Keller provides all maintenance and
inspections of the tower and bills Westlake according to the ILA.
THE BUDGET AND CAPITAL PROJECTS
The Public Works Department oversees a General Fund budget that finances
street, drainage, and traffic maintenance operations. The Department also
oversees the Utility Fund which includes the water, sewer, and duct bank
operations. A water rate study conducted in 2008 indicated that the Town’s
current water rates were not based on cost of service and were not meeting that
systems’ revenue requirements. Thus, a rate increase was approved by the
Council and implemented in January 2009. We are currently reviewing the
current water and sewer rates. The Town’s wholesale water provider, the City of
Fort Worth, will have their wholesale water contract up for renewal in December
2010. Staff is currently working with other customer cities on a new water
contract with the City of Fort Worth.
Additionally, in 2009-10 the Town put its first true five (5) year capital
improvement plan (CIP) in place for all funds. Unfortunately, due to the Town’s
financial situation, most all the CIP’s projects were pushed back at least 1 year, in
many cases 3-5 years.
In the past year the Department has managed capital projects of various types that
are in various stages of completion. The Stagecoach Hills Subdivision received a
major drainage improvement project that was recently completed. A water
distribution line project is now in the design phase for this project. The Director
has been heavily involved in the planning of the TxDOT funded FM 1938 (Precinct
Line Rd) project that is about to begin construction. The Director has also been
involved in overseeing the formulation of a streetscape plan for the FM 1938
corridor in Westlake. We will also see the construction of a new SH 114 & SH 170
interchange in FY 10/11. While our involvement will be much more limited than
FM 1938, we will work with TxDOT to include streetscape enhancements in the
project.
Section 4-45
FUTURE GOALS AND CHALLENGES
One of the challenges currently facing the Department is the combination of
manual and electronic read meters. While the manual/automated mix is an
impediment to efficient meter reading and billing operations we are currently
working to replace existing manual meters with automated. Staff has investigated
the implementation of an alternative automated meter reading system, known as a
“Fixed Based Network”. This type of systems represents the most efficient means
of collecting meter readings and water usage data in real time for our customers.
A challenge arose in that the systems were not conducive to Westlake’s rural
character, terrain, and electrical pole ordinance. Staff explored options ranging
from outright purchase of equipment to a lease agreement on cost per meter read
basis. For any option, the costs associated for this type of system makes it
financially unfeasible for Westlake’s few number of water customers.
The Department relies on contractors to provide emergency water and wastewater
repairs, sewer stoppages, and road repair/construction. A more efficient and cost
effective alternative may be an ILA with the City of Keller for the provision of
public works services. The agreement would include water, sewer, streets, and
drainage work.
The proposed Deloitte training facility will be a valuable asset to the Town and
will also present unique water service challenges. The new facility will increase
the max MGD consumption by roughly 40%. This means the current ground
storage tank would be inadequate and that the Town should consider an
additional storage tank. Public Works and Engineering are working to determine
the overall impact of the proposed facility and the costs and benefits of the added
storage.
Overall, the largest challenge facing the Department is funding that can be utilized
on a regular basis for maintaining and improving the Town’s infrastructure
through both its operating budget and the five year CIP. This in effect creates a
large unfunded liability for the Town in terms of sustaining its infrastructure. One
funding source that could help address drainage, and in some cases trail, needs is
a drainage utility. This is in the Town’s strategic plan.
WWWEEESSSTTTLLLAAAKKKEEE AAACCCAAADDDEEEMMMYYY
Without question, Westlake Academy, the Town’s largest operating department,
utilizes the largest portion of the Town’s financial resources, both in a direct and
indirect fashion. Westlake Academy, a full spectrum K-12 International
Baccalaureate municipally owned open enrollment charter schools has a current
enrollment of approximately 490 students and 60 staff and faculty.
Section 4-46
The Town’s debt service costs are presently devoted entirely to the Academy (see
Finance Department section of this report for details). A significant amount of the
Town’s municipal staff has a large amount of their time supporting the Academy’s
daily operation in terms of:
• finance and budgeting
• accounting and auditing
• payroll
• official records keeping
• Board meeting preparation support
• risk management
• human resources services (broad spectrum)
• information technology/telecommunications systems support
• general planning and management
• strategic planning
• communications
• staff development
• physical plant maintenance (buildings and grounds)
• public safety services (fire, EMS, and police)
This support was intended from the Town’s municipal organization for the
Academy from its inception as set out in the Town’s charter application. As the
Academy has grown in enrollment and staffing, so has its demands on these
municipal resources. This service demand growth reflects the needs of a school
that as it has grown in grades offered and enrollment, has by necessity, needed
more time, attention, and complex systems to ensure its proper management.
FUTURE CHALLENGES AND ISSUES
While there are a number of issues facing Westlake Academy, the two major
issues that are most pressing are finances and facilities.
The Academy’s expenditures, while expensed between two budgets (one
Municipal, the other Academy operating), total approximately $6.1 million in FY
09-10. Approximately $2.1 million or 34% of this total is expensed to the Town’s
Municipal budget for campus maintenance, the campus’ annual debt service
payments, and indirect cost related to administrative support of the Academy.
The remaining $4 million or 66% of this total $6.1 million budget is expensed to
the Academy’s operating budget, called the Academic Services Budget. This
budget is funded by State public education funds, federal/state grants and
donations from the Westlake Academy Foundation’s annual Blacksmith
Campaign.
The Town’s finances are challenged and constrained by lack of sales tax growth
and the absence of other sustainable revenue sources, including a municipal
Section 4-47
property (ad valorem) tax. While revenue challenged and constrained, the Town
has experienced increased operating costs as a result of operating the Academy
and increased debt service costs (from issuance of $2.5 million in bonded
indebtedness for construction of the Lee Arts & Science Center). Currently the
Town’s Municipal Budget bears an annual cost of $249,000 related to the operation
and maintenance of Westlake Academy. Without growth in the Town’s revenue
base that is sustainable or a reduction in costs, it is not possible to incur further
growth in expenditures for:
• Academy campus routine physical plant maintenance caused by increased
use and aging of that physical plant
• issuance of new bonded indebtedness for new facilities
• major maintenance projects on existing facilities (roof, heating/cooling, etc)
• major technology upgrades and replacements
• major furniture and fixture replacement
• continued increase in demands for additional indirect support for new
faculty and students
Section 4-48
DEFINITIONS RELATED TO PROGRAM BUDGETING
Program Budget
A program budget differs from the traditional line-item approach to preparing, reviewing,
and presenting the budget. Rather than focusing on what a community buys (personnel,
commodities, etc.), a program budget focuses on the expected results of services and
activities that you carry out. The emphasis is on the attainment of long-term,
community-wide goals. In a program budget, you link revenues and expenditures to
multiyear programs that meet your municipality’s goals, objectives, and strategies.
Importantly, a program budget identifies the anticipated results and outputs of these
investments
.
Please note there is a “Program Summary” for each department with detailed
activity description pages following.
What Is a Program? A program classifies all activities in a municipal government
by their major purpose and contribution to overall community goals and
objectives. A program structure is a way to organize all municipal activity into a
hierarchy of functional categories. For example, your municipality may establish a
“Center City Economic Development Program.” In large municipalities, programs may
cut across organizational lines. Your economic development program may include the
activities of several municipal departments such as communal services, housing, and
water and sewer. In smaller jurisdictions, your programs may be limited to the activities
of a single department. A communal services department may have a “Neighborhood
Street and Sidewalk Improvement Program.” Ideally, a program should be clearly
delineated, have a minimum overlap with other programs, be results oriented, and lend
itself to quantification. You will carry out planning, budgeting, Ideally, a program should
be clearly delineated, have a minimum overlap with other programs, be results oriented,
and lend itself to quantification. You will carry out planning, budgeting, administrative
control, and reporting within the framework of this program structure. Programs should,
if at all possible, be measured by outcome performance measures.
What is an Activity? This is a specific service or set of services grouped together
by a common purpose that carries out a particular program. It produces both
outputs and results. The services include those provided to the public, as well as,
internal customers. Activities can be measured with a variety of measures including
inputs, outputs, effectiveness, and efficiency measures.
What Are the Advantages of Program Budgeting? The benefits of using this
systematic approach to budgeting include:
♦ Producing a transparent budget. A program budget presents budget investments in
a format that enhances community understanding of the purpose and nature of the
services you will provide.
Section 5-a
♦ Focusing attention on community goals, needs, and capabilities. With a program
budget you can bring budget investments in line with community objectives, anticipated
or desired growth, priorities, and financial capabilities.
♦ Achieving maximum use of the citizens’ taxes. The planning and management
focus of a program budget establishes an informed basis upon which you can make
decisions, thus helping you avoid costly mistakes. A program budget guides you in
making sound annual budget decisions.
♦ Serving wider community interest. A program budget, once approved, keeps the
citizens and business community informed about community programs and activities
that affect their lives and enterprises. It also provides information on the results of
budget investments.
♦ Encouraging a more coordinated and efficient government administration.
Using a program budget to coordinate budget investments of municipal departments will
result in more efficient use of limited resources and will limit conflicts or overlap among
projects.
♦ Maintaining a sound and stable financial program. By programming investments
over many years, a program budget can limit the burden that these investments place
on the municipal budget. Where there is ample time for programming, you can select
the most economical means of designing and financing each project in advance.
♦ How Is a Program Budget Different from a Performance Budget? Both types of
budgets use indicators to measure performance (see the training manual on
performance measurement), but they have a different focus. A program budget
emphasizes the benefits that citizens gain from municipal expenditures, while a
performance budget emphasizes management efficiency in expenditure allocations.
Performance Measures - are a number of quantitative and qualitative measures that
are used for making good decisions, creating policy, and budget allocations. Here are
some measurement methods:
• Demand – The amount of services expected by customers of the
service/activity
• Output – the number of units of service/products provided or people served
through the activity. Counts of goods and services produced or delivered.
• Outcomes/Results – The impact the activity or program has on the citizens.
• Efficiency – The unit cost of an output or outcome.
Source: Government Finance Officers Association with input from Town
Manager Tom Brymer and Town Staff
Section 5-a
$143,702
$102,794
$542,210
$99,229
$475,516
$453,216
$214,216
$121,079
$0
$58,964
$12,342
$196,678
$30,520
$36,334
$7,680
$8,252
$54,934
$40,260
$15,572
$25,113
$25,929
$839,484
$22,089
$12,000
$203,707
$753,550
$80,513
$84,573
$118,190
$23,653
$63,247
$139,600
$35,550
$84,404
$18,800
$3,200
$10,195
$3,137
$6,603
$4,964
$1,639,233
$341,321
$28,022
Municipal Governance
Comprehensive Planning & Economic …
Municipal Administration
Citizen Engagement and …
Municipal Facilities
Foundation -Support Services
Building Inspections
Gas Well Permit Administration
Fire Prevention
Election Administration
Texas Student Housing
Operations Support
Support Services
Case Processing
Warrant and Jail Services
Judiciary & Administration
Transportation Services
IT Operations -Municipal
Human Resources Administration
Risk Management
Water Services
Solid Waste & Recycling
$0 $200,000 $400,000 $600,000 $800,000 $1,000,000 $1,200,000 $1,400,000 $1,600,000 $1,800,000
Section 5-b 5/20/10
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h
o
p
s
/
Pr
e
s
e
n
t
a
t
i
o
n
s
)
33,625 33,625
To
t
a
l
‐
Mu
n
i
c
i
p
a
l
Go
v
e
r
n
a
n
c
e
45
,
3
5
9
7,
6
3
0
23
,
8
8
8
‐
12
,
2
1
8
7,
4
2
5
5,546
5,792 2,218 ‐ ‐ 33,625 ‐ 143,701
To
w
n
o
f
W
e
s
t
l
a
k
e
Pr
o
g
r
a
m
B
u
d
g
e
t
i
n
g
FY
2
0
0
9
‐
2
0
1
0
UTILITY FUND VISITORS ASSOC TOTAL
GE
N
E
R
A
L
FU
N
D
PR
O
G
R
A
M
S
VI
S
I
O
N
PO
I
N
T
1 ‐
IN
V
I
T
I
N
G
RE
S
I
D
E
N
T
I
A
L
AN
D
CO
R
P
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R
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T
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NE
I
G
H
B
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R
H
O
O
D
S
VI
S
I
O
N
PO
I
N
T
2 ‐
WE
AR
E
LE
A
D
E
R
S
Se
c
t
i
o
n
5 ‐
1
5/20/2010 10:20 AM
De
p
t
11
D
e
p
t
12
D
e
p
t
13
D
e
p
t
14
D
e
p
t
15
D
e
p
t
16
D
e
p
t
17Dept 18Dept 19Dept 20Dept 21
Ad
m
i
n
P
l
a
n
& De
v
To
w
n
Se
c
.
P
u
b
.
Sa
f
e
t
y
Mu
n
c
i
p
a
l
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u
r
t
P
u
b
l
i
c
Wo
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k
s
Fa
c
i
l
i
t
i
e
s
/
M
a
i
n
t.
Finance Parks & Rec IT HR UTILITY FUND VISITORS ASSOC TOTAL
GE
N
E
R
A
L
FU
N
D
PR
O
G
R
A
M
S
Ac
a
d
e
m
i
c
Go
v
e
r
n
a
n
c
e
Ad
m
i
n
i
s
t
r
a
t
i
o
n
(L
e
g
i
s
l
a
t
i
o
n
,
Po
l
i
c
y
De
v
.
,
Go
v
e
r
n
a
n
c
e
)
45
,
3
5
9
45,359
To
w
n
Se
c
r
e
t
a
r
y
(A
g
e
n
d
a
& Mi
n
u
t
e
Pr
e
p
)
19
,
4
7
0
19,470
Co
u
r
t
‐
(S
t
r
a
t
e
g
i
c
Pl
a
n
,
WA
L
T
,
P
o
l
i
c
y
De
v
,
Sp
e
c
i
a
l
Pr
o
j
e
c
t
s
)
29
,
3
2
3
29,323
Fa
c
i
l
i
t
i
e
s
(T
o
w
n
Co
u
n
c
i
l
Me
e
t
i
n
g
s
/
w
o
r
r
k
s
h
o
p
/
P
r
e
s
e
n
t
a
t
i
o
n
s
)
4,067
4,067
Fi
n
a
n
c
e
(M
u
n
i
c
i
p
a
l
An
n
u
a
l
Bu
d
g
e
t
/
C
I
P
)
2,357 ‐ ‐ 2,357
P&
R
(T
o
w
n
Co
u
n
c
i
l
Me
e
t
i
n
g
s
/
W
o
r
k
s
h
o
p
s
/
P
r
e
s
e
n
t
a
t
i
o
n
s
)
2,218 2,218
To
t
a
l
‐
Ac
a
d
e
m
i
c
Go
v
e
r
n
a
n
c
e
45
,
3
5
9
‐
19
,
4
7
0
‐
29
,
3
2
3
‐
4,067
2,357 2,218 ‐ ‐ ‐ ‐ 102,794 ‐
Fi
n
a
n
c
i
a
l
Ma
n
a
g
e
m
e
n
t
Ad
m
i
n
i
s
t
r
a
t
i
o
n
(M
a
n
a
g
i
n
g
/
B
u
d
g
e
t
i
n
g
,
Fi
n
.
Su
s
t
a
i
n
a
b
i
l
i
t
y
,
et
c
.
)
77
,
7
1
4
77,714
Fi
n
a
n
c
e
(M
u
n
i
c
i
p
a
l
An
n
u
a
l
Bu
d
g
e
t
/
C
I
P
)
21,515 ‐ ‐ 21,515
To
t
a
l
Fi
n
a
n
c
i
a
l
Ma
n
a
g
e
m
e
n
t
77
,
7
1
4
‐
‐
‐
‐
‐
‐ 21,515 ‐ ‐ ‐ ‐ ‐ 99,229
Mu
n
i
c
i
p
a
l
Ad
m
i
n
i
s
t
r
a
t
i
o
n
‐
Ad
m
i
n
i
s
t
r
a
t
i
o
n
(D
e
p
t
.
Mg
m
t
,
St
r
a
t
e
g
i
c
Pl
a
n
,
Le
a
d
e
r
s
h
i
p
,
et
c
.
)
15
7
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4
8
7
157,487
P&
D
(C
o
n
t
r
a
c
t
Ma
n
a
g
e
m
e
n
t
/
S
u
p
p
o
r
t
Se
r
v
i
c
e
s
)
25
,
2
6
0
25,260
To
w
n
Se
c
r
e
t
a
r
y
(S
u
p
p
o
r
t
Sv
c
s
,
Ma
r
k
e
t
i
n
g
/
C
o
m
m
u
n
i
c
a
t
i
o
n
)
7,
6
7
4
7,674
Pa
r
k
s
& Re
c
( Pu
r
c
h
a
s
i
n
g
,
Cu
s
t
o
m
e
r
se
r
v
i
c
e
)
8,529 8,529
VA
( Co
n
t
r
a
c
t
mg
m
t
,
bo
a
r
d
li
a
s
o
n
an
d
su
p
p
o
r
t
)
90,036 90,036
VA
( Ad
m
i
n
,
Fa
c
i
l
i
t
i
e
s
,
HR
)
‐
113,663 113,663
To
t
a
l
Mu
n
i
c
i
p
a
l
Ad
m
i
n
i
s
t
r
a
t
i
o
n
15
7
,
4
8
7
25
,
2
6
0
7,
6
7
4
‐
‐
‐
‐ ‐ 8,529 ‐ ‐ ‐ 203,699 402,649
Ac
a
d
e
m
i
c
Ad
m
i
n
i
s
t
r
a
t
i
o
n
Ad
m
i
n
i
s
t
r
a
t
i
o
n
(D
e
p
t
.
Mg
m
t
,
St
r
a
t
e
g
i
c
Pl
a
n
,
Le
a
d
e
r
s
h
i
p
,
et
c
.
)
16
6
,
9
5
2
166,952
Pa
r
k
s
& Re
c
( Ac
a
d
e
m
y
Pa
r
t
n
e
r
s
h
i
p
s
)
15,079 15,079
To
t
a
l
Ac
a
d
e
m
i
c
Ad
m
i
n
i
s
t
r
a
t
i
o
n
16
6
,
9
5
2
‐
‐
‐
‐
‐
‐ ‐ 15,079 ‐ ‐ ‐ ‐ 182,031
Ac
a
d
e
m
i
c
‐
Su
p
p
o
r
t
Se
r
v
i
c
e
s
Fa
c
i
l
i
t
i
e
s
(M
a
i
n
t
e
n
a
n
c
e
,
Li
f
e
Sa
f
e
t
y
,
et
c
)
27
1
,
1
8
5
271,185
Fi
n
a
n
c
e
(A
/
P
,
A/
R
,
Re
p
o
r
t
i
n
g
,
Pa
y
r
o
l
l
pr
o
c
e
s
s
i
n
g
,
Ca
s
h
)
49,037 49,037
IT
(P
C
Su
p
p
o
r
t
,
Da
t
a
Ce
n
t
e
r
,
Se
c
u
r
i
t
y
,
et
c
.
)
19,500 19,500
HR
(A
d
m
i
n
,
Re
c
o
r
d
s
,
Pa
y
r
o
l
l
,
W/
C
,
Re
c
r
u
i
t
m
e
n
t
,
et
c
)
52,542 52,542
To
t
a
l
Ac
a
d
e
m
i
c
‐
Su
p
p
o
r
t
Se
r
v
i
c
e
s
‐
‐
‐
‐
‐
‐
27
1
,
1
8
5
49,037 ‐ 19,500 52,542 ‐ ‐ 392,264 ‐
Mu
n
i
c
i
p
a
l
Fa
c
i
l
i
t
i
e
s
‐
Fa
c
i
l
i
t
i
e
s
(M
a
i
n
t
e
n
a
n
c
e
,
Li
f
e
Sa
f
e
t
y
,
Op
e
n
Sp
a
c
e
,
et
c
)
55,437
55,437
‐
‐
‐
‐
‐
‐
55,437
‐ ‐ ‐ ‐ ‐ ‐ 55,437
Ut
i
l
i
t
y
Pr
o
c
e
s
s
i
n
g
‐ ‐ ‐
Fi
n
a
n
c
e
(U
t
i
l
i
t
y
se
t
up
,
r
e
p
o
r
t
i
n
g
,
p
r
o
c
e
s
s
i
n
g
)
1,545 19,397 ‐ 20,942
Pu
b
l
i
c
Wo
r
k
s
(U
t
i
l
i
t
y
pr
o
c
e
s
s
i
n
g
)
38,022 38,022
To
t
a
l
Ut
i
l
i
t
y
Pr
o
c
e
s
s
i
n
g
‐
‐
‐
‐
‐
‐
‐ 1,545 ‐ ‐ ‐ 57,419 ‐ 58,964
Fo
u
n
d
a
t
i
o
n
‐
Su
p
p
o
r
t
Se
r
v
i
c
e
s
Fi
n
a
n
c
e
(A
/
P
,
A/
R
,
Re
p
o
r
t
i
n
g
,
Pa
y
r
o
l
l
,
Ca
s
h
)
11,362 ‐ 11,362
HR
(F
u
n
d
r
a
i
s
i
n
g
su
p
p
o
r
t
,
em
p
l
o
y
.
Sr
v
,
ge
n
e
r
a
l
ad
m
i
n
)
980 980
To
t
a
l
Fo
u
n
d
a
t
i
o
n
‐
Su
p
p
o
r
t
Se
r
v
i
c
e
s
‐
‐
‐
‐
‐
‐
‐ 11,362 ‐ ‐ 980 ‐ ‐ 12,342 ‐
Mu
n
i
c
i
p
a
l
‐
Ac
c
o
u
n
t
i
n
g
Se
r
v
i
c
e
s
Fi
n
a
n
c
e
(A
/
P
,
A/
R
,
Re
p
o
r
t
i
n
g
,
Pa
y
r
o
l
l
,
Ca
s
h
)
51,828 62,305 82,545 196,678 ‐
Fi
r
e
Pr
e
v
e
n
t
i
o
n
‐
‐
Se
c
t
i
o
n
5 ‐
2
5/20/2010 10:20 AM
De
p
t
11
D
e
p
t
12
D
e
p
t
13
D
e
p
t
14
D
e
p
t
15
D
e
p
t
16
D
e
p
t
17Dept 18Dept 19Dept 20Dept 21
Ad
m
i
n
P
l
a
n
& De
v
To
w
n
Se
c
.
P
u
b
.
Sa
f
e
t
y
Mu
n
c
i
p
a
l
Co
u
r
t
P
u
b
l
i
c
Wo
r
k
s
Fa
c
i
l
i
t
i
e
s
/
M
a
i
n
t.
Finance Parks & Rec IT HR UTILITY FUND VISITORS ASSOC TOTAL
GE
N
E
R
A
L
FU
N
D
PR
O
G
R
A
M
S
P&
D
(C
o
o
r
d
Fi
r
e
& Bl
d
g
co
d
e
in
s
p
,
re
s
e
a
r
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h
)
22
,
8
9
0
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Pu
b
l
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c
Sa
f
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t
y
(I
n
s
p
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c
t
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o
n
s
,
pl
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re
v
i
e
w
,
pu
b
l
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c
ed
u
c
a
t
i
o
n
)
32
,
0
4
4
32,044 ‐
Re
c
o
r
d
s
Ma
n
a
g
e
m
e
n
t
‐
To
w
n
Se
c
r
e
t
a
r
y
(M
g
m
t
,
Co
d
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f
i
c
a
t
i
o
n
,
PI
O
Re
q
u
e
s
t
s
)
25
,
1
1
3
25,113 ‐
Te
x
a
s
St
u
d
e
n
t
Ho
u
s
i
n
g
‐
To
w
n
Se
c
r
e
t
a
r
y
(S
u
p
p
o
r
t
Se
r
v
i
c
e
s
)
25
,
9
2
9
25,929 ‐
Em
e
r
g
e
n
c
y
Op
e
r
a
t
i
o
n
s
‐
Pu
b
l
i
c
Sa
f
e
t
y
(F
i
r
e
/
E
M
S
se
r
v
i
c
e
s
)
83
9
,
4
8
4
839,484 ‐
Op
e
r
a
t
i
o
n
s
Su
p
p
o
r
t
‐
Pu
b
l
i
c
Sa
f
e
t
y
(M
e
d
Di
r
/
H
y
d
r
a
n
t
te
s
t
i
n
g
,
Re
c
r
u
i
t
i
n
g
)
22
,
0
8
9
22,089 ‐
Bi
l
l
i
n
g
Se
r
v
i
c
e
s
‐
Pu
b
l
i
c
Sa
f
e
t
y
(E
M
S
bi
l
l
i
n
g
se
r
v
i
c
e
s
)
12
,
0
0
0
12,000 ‐
Su
p
p
o
r
t
Se
r
v
i
c
e
s
‐
Pu
b
l
i
c
Sa
f
e
t
y
(A
d
m
i
n
an
d
Mg
m
t
,
tr
a
i
n
i
n
g
& de
v
e
l
o
p
m
e
n
t
)
20
3
,
7
0
7
203,707 ‐
Po
l
i
c
e
Se
r
v
i
c
e
s
‐
Ke
l
l
e
r
(T
r
a
f
f
i
c
Un
i
t
s
,
Em
e
r
g
,
co
m
m
,
de
t
e
n
t
i
o
n
,
ad
m
i
n
)
75
3
,
5
5
0
753,550 ‐
Ca
s
e
Pr
o
c
e
s
s
i
n
g
‐
Co
u
r
t
‐
(C
i
t
a
t
i
o
n
Mg
m
t
,
Cu
s
t
o
m
e
r
Sv
c
.
Fi
n
a
n
c
i
a
l
Pr
o
c
e
s
s
i
n
g
)
80
,
5
1
3
80,513 ‐
Do
c
k
e
t
i
n
g
‐
Co
u
r
t
‐
(P
l
e
a
,
Pr
e
‐tr
i
a
l
an
d
Tr
i
a
l
)
84
,
5
7
3
84,573 ‐
Wa
r
r
a
n
t
an
d
Ja
i
l
Se
r
v
i
c
e
s
‐
Co
u
r
t
‐
(I
s
s
u
a
n
c
e
,
Fi
e
l
d
Se
r
v
i
c
e
,
Ja
i
l
Pr
o
c
e
s
s
i
n
g
)
11
8
,
1
9
0
118,190 ‐
Co
l
l
e
c
t
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1,639,233 1,639,233
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5 ‐
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5/20/2010 10:20 AM
De
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5/20/2010 10:20 AM
This page is intentionally blank
Administrative
Department 11
Department Director:
Department Phone:
Activity Budget Percent
Municipal Governance
1 Legislative Affairs $ 13,682 1.24%
2 Policy Development, Council Meetings and Workshops $ 15,839 1.44%
3 Council Governance Training and Education $ 15,839 1.44%
$ 45,359 4.12%
Academic Governance
1 Legislative & Authorizing Agency Affairs $ 13,682 1.24%
2 Policy Development, Board Meetings and Workshops $ 15,839 1.44%
3 Board Governance Training and Education $ 15,839 1.44%
$ 45,359 4.12%
Comprehensive Planning and Economic Development
1 Development Recruiting and Assistance $ 13,682 1.24%
2 Comprehensive Planning $ 15,839 1.44%
3 Development Oversight and Regulation $ 15,839 1.44%
4 Development Agreement Oversight $ 499,852 45.37%
$ 545,210 49.49%
Financial Management
1 Managing and Budgeting for Outcomes $ 25,905 2.35%
2 Oversight of Five-Year Financial Forecast $ 25,905 2.35%
3 Review and Planning for Financial Sustainability $ 25,905 2.35%
$ 77,714 7.05%
Municipal Administration
1 Departmental Coordination and Employee Management $ 15,839 1.44%
2 Contract Management $ 15,839 1.44%
3 Agenda Preparation and Calendar Maintenance $ 22,310 2.02%
4 Strategic Plan Development and Implementation $ 22,310 2.02%
5 Professional Development $ 49,514 4.49%
6 Direction of Leadership Team $ 15,839 1.44%
7 Affiliate Board Liaison and Support $ 15,839 1.44%
$ 157,487 14.29%
Thomas Brymer
817-490-5720
Program
5/19/10
Administrative
1
Administrative
Department 11
Department Director:
Department Phone:
Activity Budget Percent
Thomas Brymer
817-490-5720
Program
Academic Administration
1 Departmental Coordination and Employee Management $ 22,310 2.02%
2 Financial Management and Budget Preparation $ 33,094 3.00%
3 Agenda Preparation and Calendar Maintenance $ 22,310 2.02%
4 Strategic Plan Development and Implementation $ 33,094 3.00%
5 Organizational Development $ 22,310 2.02%
6 Parent and Student Communication $ 20,153 1.83%
7 Affiliate Board Liaison and Support $ 13,682 1.24%
$ 166,952 15.15%
Citizen Engagement and Communication
1 Communication $ 15,839 1.44%
2 Neighborhood Gatherings and Outreach $ 13,682 1.24%
3 Community Activities $ 20,432 1.85%
4 Direction Finders and Other Surveys $ 13,682 1.24%
$ 63,633 5.78%
1,101,714$ 100%
5/19/10
Administrative
2
Administrative
Department Director:
Department Phone:
Program Information
Name Program Cost 4.12%45,359$
Objective
Program Measure
Activity Information
Name Activity Cost 1.24%13,682$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Legislative Affairs
Integration of the democratic system into our community through the engagement of
citizens in the participation process and the oversight of departments centered around
the public service profession.
Thomas Brymer
817-490-5720
Municipal Governance
Under Development
Thomas Brymer, Town Manager/CEO
Partner with the State of Texas to ensure that all legal and regulatory requirements
are met and integrated into the Town's policies and procedures.
The Town Manager plays a key role in monitoring legislation activity, prior to and
during each session. Particular attention is given to proposed bills, which would
impact the Town and testimony is provided to legislative committees on an as needed
basis. This includes working with the council and the Town's legal representation
during these procedures.
None
Contacting State legislative delegation after reviewing and targeting bills that could
adversely or positively affect Westlake, to ensure either passage or denial. As part of
this process, the Town will often coordinate with either the Texas Municipal League, or
other surrounding communities to educate our representatives of Westlake's position.
Upon passage, the Town Manager works with the Council to implement and integrate
the legislation into the governance policies.
5/19/10
Administrative
3
Administrative
Department Director:
Department Phone:
Program Information
Name Program Cost 4.12%45,359$
Objective
Program Measure
Activity Information
Name Activity Cost 1.44%15,839$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Policy Development, Council
Meetings and Workshops
Integration of the democratic system into our community through the engagement of
citizens in the participation process and the oversight of departments centered around
the public service profession.
Thomas Brymer
817-490-5720
Municipal Governance
Under Development
Thomas Brymer, Town Manager/CEO
Provide professionally trained, executive level support to the Council as it relates to
policy review and submission in order to further facilitate the governance
responsibilities which are under the Council's direction.
During the history of the formation of Westlake, we have transitioned from a strong-
mayor to a council-manager form of government. As such, policy development and
meeting preparation has transitioned to the Town Manager's office.
None
Conducting regularly scheduled workshops, planning retreats and Council meetings.
Consistent review of existing policies, ordinances and resolutions for necessary
amendments/updates. Coordination of department head submissions for Council
consideration.
Coordination with the Town Secretary, Agenda Preparation & Calendar Maintenance
5/19/10
Administrative
4
Administrative
Department Director:
Department Phone:
Program Information
Name Program Cost 4.12%45,359$
Objective
Program Measure
Activity Information
Name Activity Cost 1.44%15,839$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Council Governance Training and
Education
Integration of the democratic system into our community through the engagement of
citizens in the participation process and the oversight of departments centered around
the public service profession.
Thomas Brymer
817-490-5720
Municipal Governance
Under Development
Thomas Brymer, Town Manager/CEO & Ginger Awtry, Assistant to the Town Manager
To provide elected and appointed officials with access to the necessary continuing
education opportunities to govern our municipality. This includes new council
orientation sessions, professional speakers for retreat facilitation, TML training and
strategic planning as components of the educational requirements.
Part of the role of the Town Manager is to guarantee that Town Council has the tools it
needs in order to successfully govern the Town's affairs. As part of this, it is the duty of
the Town manager to hold regular training sessions and new Council orientation.
None
Notification of Texas Municipal League training opportunities. Planning and execution
of council retreats, new and ongoing council orientation and other continuing
education opportunities. Schedule meeting locations, departmental director/staff
attendance and training professionals for Council retreats.
None
5/19/10
Administrative
5
Administrative
Department Director:
Department Phone:
Program Information
Name Program Cost 4.12%45,359$
Objective
Program Measure
Activity Information
Name Activity Cost 1.24%13,682$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Performance Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Thomas Brymer
817-490-5720
Academic Governance
Establish and implement a structure for the Board of Trustees to govern the Academy,
including policy creation and adherence to the standards and directives issued by the
Texas Education authorizing agency and the International Baccalaureate Organization.
Legislative & Authorizing Agency
Affairs
To work with the legislature to create and support laws favorable to Charter school
administration and operate the Academy in compliance with the standards established
by the International Baccalaureate Organization.
Under Development
Thomas Brymer, Town Manager/CEO
Work with the school attorney and elected officials to secure legislation which is
beneficial to the operation of charter schools in Texas. Including the support of
increased funding opportunities for operations and facilities and opposition to
regulations which limit our autonomy. Provide testimony to the Charter school
committees on an as needed basis. In addition, maintain approved authorization
through the IBO and charter compliance with the TEA.
Policy Development
In 2002, the Town was awarded a charter to create and operate Westlake Academy
within our Town boundaries. The purpose was to serve the students of Westlake in a
local setting and provide an alternative to the surrounding school districts with the
offering of the IB curriculum.
None
5/19/10
Administrative
6
Administrative
Department Director:
Department Phone:
Program Information
Name Program Cost 4.12%45,359$
Objective
Program Measure
Activity Information
Name Activity Cost 1.44%15,839$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Performance Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Thomas Brymer
817-490-5720
Academic Governance
Establish and implement a structure for the Board of Trustees to govern the Academy,
including policy creation and adherence to the standards and directives issued by the
Texas Education authorizing agency and the International Baccalaureate Organization.
None
Policy Development, Board
Meetings and Workshops
Provide professionally trained, executive level support to the Board as it relates to
policy review and submission in order to further facilitate the governance
responsibilities which are under the Board's direction.
Under Development
Thomas Brymer, Town Manager/CEO
Conducting regularly scheduled workshops, planning retreats and Board meetings.
Consistent review of existing policies, ordinances and resolutions for necessary
amendments/updates. Coordination of department head submissions for Board
consideration.
Coordination with the Town Secretary, Agenda Preparation & Calendar Maintenance
During the formation of Westlake Academy, a dual role was created where the Town
Council would also serve as the Board of Trustees for the school. As such, policy
development and meeting preparation has increased to include items related to school
governance functions.
5/19/10
Administrative
7
Administrative
Department Director:
Department Phone:
Program Information
Name Program Cost 4.12%45,359$
Objective
Program Measure
Activity Information
Name Activity Cost 1.44%15,839$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Performance Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Thomas Brymer
817-490-5720
Academic Governance
Establish and implement a structure for the Board of Trustees to govern the Academy,
including policy creation and adherence to the standards and directives issued by the
Texas Education authorizing agency and the International Baccalaureate Organization.
None
Board Governance Training and
Education
To provide Board members with access to the necessary continuing education
opportunities to govern the school. This includes new board member orientation
sessions, professional speakers for retreat facilitation, student education and school
administration based learning opportunities and strategic planning.
Under Development
Thomas Brymer, Town Manager/CEO
Notification of Charter school training opportunities. Planning and execution of board
retreats, new and ongoing orientation and other continuing education opportunities.
Schedule meeting locations, head of section/staff attendance and education specific
training professionals for Board retreats.
Policy Development
Beginning in 2008, the Board of Trustees began directing their efforts toward policy
governance functions through the use of outside facilitators and training resources
including the Texas Charter Schools Association. The transition was possible as the
school moved into the next phase of evolution from start up charter school to one of
five (5) fully authorized K-12 IB curriculum providers in the United States.
5/19/10
Administrative
8
Administrative
Department Director:
Department Phone:
Program Information
Name Program Cost 49.49%545,210$
Objective
Program Measure
Activity Information
Name Activity Cost 1.24%13,682$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Performance Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Thomas Brymer, Town Manager/CEO
To recruit and promote new development within the Town to increase awareness of
the quality of life and business amenities as it relates to the stated vision and values of
our community.
Historically, the community has attracted businesses such as Fidelity, Chrysler Financial,
Deloitte LLP, and First American Real Estate Services with our corporate campus
development focus.
None
Meet with developers to discuss potential projects and opportunities consistent with
our mission, vision, and values. Research the impact of incentive agreements on
securing the developers commitment and the impact to the Town's long-term financial
sustainability.
Review and implementation of the comprehensive and strategic plan.
Development Recruiting &
Assistance
Work with a variety of tools which are necessary and beneficial for the Town to recruit
new, quality commercial developments, retain existing businesses, and market
Westlake as a desirable destination for relocating employees, providing amenities and
high quality of life standards for current residents.
Thomas Brymer
817-490-5720
Comprehensive Planning &
Economic Development
Under Development
5/19/10
Administrative
9
Administrative
Department Director:
Department Phone:
Program Information
Name Program Cost 49.49%545,210$
Objective
Program Measure
Activity Information
Name Activity Cost 1.44%15,839$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Performance Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Thomas Brymer
817-490-5720
Comprehensive Planning &
Economic Development
Thomas Brymer, Town Manager/CEO
To review the comprehensive plan so that the information reflects the current
atmosphere and needs of the community.
The original comprehensive plan was adopted in 1992 and is a compilation of the land
use, open space, thoroughfare, and the water and sewer plans along with the parks
and trails master planning documents. The purpose of a master plan is to serve as a
guide for development projects.
Future agendas should include a review of the existing documents as called for in the
Town's Strategic Plan.
Conduct meetings to solicit input from stakeholders in the various documents
necessary to form the basis of the comprehensive planning product; Review and
update the land use, open space, thoroughfare, water/sewer, parks and trails master
plans; Also, review and update the development design standards.
Planning and Development
Comprehensive Planning
Work with a variety of tools which are necessary and beneficial for the Town to recruit
new, quality commercial developments, retain existing businesses, and market
Westlake as a desirable destination for relocating employees, providing amenities and
high quality of life standards for current residents.
Under Development
5/19/10
Administrative
10
Administrative
Department Director:
Department Phone:
Program Information
Name Program Cost 49.49%545,210$
Objective
Program Measure
Activity Information
Name Activity Cost 1.44%15,839$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Performance Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Oversight of internal plan submission and review processes to ensure new
development proposals meet the high quality standards established by the Board.
Development Oversight &
Regulation
Thomas Brymer, Town Manager/CEO
Consists of the department heads necessary to review development plans for
compliance with the applicable design standards. Under the direction/guidance of the
Town Manager.
None
Includes coordination with staff to implement the development codes and update
ordinances which specify and delineate requirements/standards. Monitor new trends
in land use and development design criteria; Update the review committee as to the
priorities of the Council.
Strategic and Comprehensive Plans review
Thomas Brymer
817-490-5720
Comprehensive Planning &
Economic Development
Work with a variety of tools which are necessary and beneficial for the Town to recruit
new, quality commercial developments, retain existing businesses, and market
Westlake as a desirable destination for relocating employees, providing amenities and
high quality of life standards for current residents.
Under Development
5/19/10
Administrative
11
Administrative
Department Director:
Department Phone:
Program Information
Name Program Cost 49.49%545,210$
Objective
Program Measure
Activity Information
Name Activity Cost 45.37%499,852$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Performance Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Development Recruiting and Assistance
Thomas Brymer, Town Manager/CEO
Development Agreement
Oversight
To administer the economic development agreements associated with our corporate
partners.
As new development has occurred within Westlake, we have entered into develop
agreements which necessitate either tax abatements and/or sales tax sharing
arrangements with various entities. Currently, we are in partnership with Fidelity and
Deloitte.
None
Oversight of financial components and documentation according to the ED obligations.
Thomas Brymer
817-490-5720
Comprehensive Planning &
Economic Development
Work with a variety of tools which are necessary and beneficial for the Town to recruit
new, quality commercial developments, retain existing businesses, and market
Westlake as a desirable destination for relocating employees, providing amenities and
high quality of life standards for current residents.
Under Development
5/19/10
Administrative
12
Administrative
Department Director:
Department Phone:
Program Information
Name Program Cost 7.05%77,714$
Objective
Program Measure
Activity Information
Name Activity Cost 2.35%25,905$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Thomas Brymer, Town Manager/CEO
The Town Manager has worked extensively with the financial staff to ensure that the
2009 budget document reflected the objectives of GFOA and their guidelines for the
overall budget preparation process. As a result of this hard work, the finance
department was awarded the Distinguished Budget Presentation Award by the GFOA.
None
Consistent monitoring of revenue and expenditures to remain within budget
limitations set by the Board. Prepare and present any necessary amendments based
on the needs of the community or as directed by elected officials. Financial policy
review and submittal to the Council for consideration in conjunction with the Finance
Director.
Budget program preparation with the Finance Department
Managing and Budgeting for
Outcomes
Thomas Brymer
817-490-5720
Financial Management
Coordination of the financial components, including all enterprise and general fund
accounts, necessary to provide services to the Town residents.
Under Development
Work with the Finance Department to ensure that the budgeting process and our
comprehensive financial policies integrates financial management with strategic
planning, program priorities, and industry standards best practices.
5/19/10
Administrative
13
Administrative
Department Director:
Department Phone:
Program Information
Name Program Cost 7.05%77,714$
Objective
Program Measure
Activity Information
Name Activity Cost 2.35%25,905$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Oversight of the Five-Year
Financial Forecast
Under Development
Town staff began preparing a five-year financial forecast in 2006, which has been
updated on an annual basis. In 2008, the document was integrated into the budgetary
process and included in Council presentations to provide them with the necessary
information to depict the long-range financial projections.
None
Review of current debt commitments and tax trends to determine the financial
condition of the Town and incorporate into the five-year forecast. Present information
to the Board on a timely basis.
Accurate and timely presentation of the five-year financial forecast to represent a
trend analysis as it relates to past revenues, current economic conditions, and tax
cycles.
Thomas Brymer, Town Manager/CEO
Coordination of the financial components, including all enterprise and general fund
accounts, necessary to provide services to the Town residents.
Thomas Brymer
817-490-5720
Financial Management
Collaborate with the Finance Department staff members to prepare forecast report
5/19/10
Administrative
14
Administrative
Department Director:
Department Phone:
Program Information
Name Program Cost 7.05%77,714$
Objective
Program Measure
Activity Information
Name Activity Cost 2.35%25,905$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Thomas Brymer
817-490-5720
Financial Management
To analyze all pertinent revenue sources and prepare recommendations to the Council
as it relates to maintaining a financially sustainable future for the public services
necessary to maintain a high quality of life for our residents.
Conserve resources and evaluate all revenue streams to increase the General Fund.
Conduct surveys and hold neighborhood gatherings to promote citizen input on our
current financial condition and help to create a sustainable solution to the problem.
Work with staff to evaluate public services, eliminate redundancies and ineffective
business practices while providing the council with the necessary tools to make
informed decisions for the financial future of the Town.
Strategic Plan, Five-Year Forecast, and citizen education and engagement.
Thomas Brymer, Town Manager/CEO
Coordination of the financial components, including all enterprise and general fund
accounts, necessary to provide services to the Town residents.
Informal neighborhood gatherings have been held to discuss the issues surrounding
financial solvency and future sustainability. The Town has also created packets of
information's pertaining to the issue, for use by the citizens.
None
Review & Planning for Financial
Sustainability
Under Development
5/19/10
Administrative
15
Administrative
Department Director:
Department Phone:
Program Information
Name Program Cost 14.29%157,487$
Objective
Program Measure
Activity Information
Name Activity Cost 1.44%15,839$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
To direct the efforts of the Town staff in order to provide the highest quality services to our
residents, using the most effective and efficient practices while balancing the residents
needs with our budgetary allocations.
Thomas Brymer
817-490-5720
Municipal Administration
Thomas Brymer, Town Manager/CEO & Ginger Awtry, Assistant to the Town Mgr
Departmental Coordination &
Employee Management
Direction of the Leadership Team
To maintain open lines of communication between the department heads, town staff and
the Town Manager, so tasks can be completed effectively and efficiently, as well as produce
quality services for the citizens of Westlake.
As the Town's population has grown and demand for services has risen, the staffing level has
expanded in direct correlation. Special attention has been given to each hiring decision and
efforts put in place to attempt to ensure that staffing outputs are beneficial across multiple
departments to receive the maximum benefit.
None
Manage employees to provide public services which are completed with an attention to
high professional standards, and allow the staff to move toward a more team centric model
of organizational culture.
Under Development
5/19/10
Administrative
16
Administrative
Department Director:
Department Phone:
Program Information
Name Program Cost 14.29%157,487$
Objective
Program Measure
Activity Information
Name Activity Cost 1.44%15,839$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Thomas Brymer
817-490-5720
Municipal Administration
Contracts have been utilized throughout the history of the Town's development in order to
help control costs and staffing levels while providing for the necessary services, such as
public safety, water, facilities maintenance, development and planning, etc.
To direct the efforts of the Town staff in order to provide the highest quality services to our
residents, using the most effective and efficient practices while balancing the residents
needs with our budgetary allocations.
Contract Management
Manage the contracts associated with offering basic public services to our residents while
maintaining a high rate of return for the money invested in the service provider.
Thomas Brymer , Town Manager/CEO
None
Maintain open dialogues with providers and incorporate performance measures into the
contracts in order to make certain the services are being carried out in accordance with the
high standards of the community. Review existing contracts and evaluate alternative
providers on a consistent basis to ensure the Town is receiving the best possible price and
service delivery.
Under Development
5/19/10
Administrative
17
Administrative
Department Director:
Department Phone:
Program Information
Name Program Cost 14.29%157,487$
Objective
Program Measure
Activity Information
Name Activity Cost 2.02%22,310$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Thomas Brymer
817-490-5720
Policy Development, Council Meetings & Workshop Functions
As interest in the Town as a place of business location and lifestyle choice for families has
increased, so has the agenda preparation process. The Board regularly reviews complex
issues and establishes policies to govern and direct staff in their duties.
Municipal Administration
To direct the efforts of the Town staff in order to provide the highest quality services to our
residents, using the most effective and efficient practices while balancing the residents
needs with our budgetary allocations.
Draft agenda documents for Council meetings and workshops. Review and establish budget
calendars, strategic planning retreat sessions, etc. to help make certain the Council is
informed of pending issues which need input on a timely basis.
Agenda Preparation & Calendar
Maintenance
Oversee and coordinate the agenda functions to promote proper governance activities and
assist the Council in achieving their stated goals and objectives. This includes management
of the cycles of business as it relates to budgeting, policy review and management strategies
for the Town.
Thomas Brymer, Town Manager/CEO
None
Under Development
5/19/10
Administrative
18
Administrative
Department Director:
Department Phone:
Program Information
Name Program Cost 14.29%157,487$
Objective
Program Measure
Activity Information
Name Activity Cost 2.02%22,310$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Perform annual analysis of economic and social trends as it relates to Westlake and make
necessary adjustments to long range planning. Draft corresponding outcome goals to
provide the Board with measurable achievements. Publish the document to residents and
incorporate into the organizational culture of the Town.
Communication with citizens, and leadership team direction.
Thomas Brymer, Town Manager/CEO
Thomas Brymer
817-490-5720
Municipal Administration
To direct the efforts of the Town staff in order to provide the highest quality services to our
residents, using the most effective and efficient practices while balancing the residents
needs with our budgetary allocations.
Implement a comprehensive strategic plan involving the proper analysis of trends as it
relates to internal and external factors which could affect the Town and utilizes
departmental collaboration to recommend a course of action consistent with the Board's
directives to staff and the mission/vision statement.
Strategic Plan Development &
Implementation
The Town's first five-year strategic plan was approved by the Board in 2009 and contains
five key result areas designed to guide the growth and direction of the Town.
None
Under Development
5/19/10
Administrative
19
Administrative
Department Director:
Department Phone:
Program Information
Name Program Cost 14.29%157,487$
Objective
Program Measure
Activity Information
Name Activity Cost 4.49%49,514$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Thomas Brymer
817-490-5720
Municipal Administration
To direct the efforts of the Town staff in order to provide the highest quality services to our
residents, using the most effective and efficient practices while balancing the residents
needs with our budgetary allocations.
Professional Development
Thomas Brymer, Town Manager/CEO
Provide executive level staff with the ability to attend professional development training
and conferences designed to increase their knowledge base and move us toward a high
performance environment. Encourage departmental directors to extend the same types of
opportunities to their staff members.
None
Locate professional development training which is relevant to the Town's needs, such as
ICMA, TCMA and profession specific courses, and budget for attendance. Facilitate in-house
opportunities through book reviews and discussion with the leadership team.
Employee management and leadership team direction
Under Development
5/19/10
Administrative
20
Administrative
Department Director:
Department Phone:
Program Information
Name Program Cost 14.29%157,487$
Objective
Program Measure
Activity Information
Name Activity Cost 1.44%15,839$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Employee Management and Leadership Team Direction
Thomas Brymer
817-490-5720
Municipal Administration
To direct the efforts of the Town staff in order to provide the highest quality services to our
residents, using the most effective and efficient practices while balancing the residents
needs with our budgetary allocations.
Direction of Leadership Team
Under Development
Thomas Brymer, Town Manager/CEO
Oversight of an executive level team in order to develop organization wide solutions to
issues and opportunities facing the Town.
In 2008, a formal Leadership Team was created to gather input and feedback from all
departmental directors on major projects and to disseminate information to their direct
reports.
None
Conduct regular meetings to discuss relevant topics and provide Town Manager with
multiple solutions/options. Team will also independently discuss organization wide topics
facing the Town and arrive at a workable solution, such as staffing concerns, budgetary
allocations, major project completion, etc.
5/19/10
Administrative
21
Administrative
Department Director:
Department Phone:
Program Information
Name Program Cost 14.29%157,487$
Objective
Program Measure
Activity Information
Name Activity Cost 1.44%15,839$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Thomas Brymer
817-490-5720
Municipal Administration
To direct the efforts of the Town staff in order to provide the highest quality services to our
residents, using the most effective and efficient practices while balancing the residents
needs with our budgetary allocations.
Affiliate Board Liaison & Support
To promote on-going communication and assist the affiliate Board's in completing their
activities in a manner that is consistent with the mission, vision and values of the Town.
The following Board appointments are active within Westlake: (1) Westlake Historical
Preservation Board (2) Planning and Zoning Board and (3) Public Art Society
None
Continuous dialogue with Board president's and members to support implementation of
their agendas; Facilitate annual discussion with the Council; Organize joint planning sessions
with the affiliate board's and the staff according to the Strategic Plan.
Citizen Communication and Engagement
Thomas Brymer, Town Manager/CEO & Ginger Awtry, Assistant to the Town Mgr.
Under Development
5/19/10
Administrative
22
Administrative
Department Director:
Department Phone:
Program Information
Name Program Cost 15.15%166,952$
Objective
Program Measure
Activity Information
Name Activity Cost 2.02%22,310$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Thomas Brymer
Under Development
817-490-5720
Academic Administration
To provide leadership and oversight to Westlake Academy in accordance with the directives
given by the Board of Trustees in order to arrive at the highest quality of educational
outcome while providing a supportive learning environment for our students.
Thomas Brymer, Town Manager/CEO
Manage employees to provide educational services which are completed with an attention
to high professional standards, and allow the staff to move toward a more team centric
model of organizational culture.
Academic Organizational Development
In 2009, the current organizational configuration was approved by the Trustees whereby
each head of section reports directly to the Town Manager/CEO. Consolidating the
leadership function of the Academy with the duties of the Town Manager and eliminating an
additional administrative layer in the reporting structure.
Direct the efforts of the Heads of Section and the Administrative Coordinator to achieve the
goals and objectives identified in the Academy's strategic plan and implement Board
approved policies relative to the daily operations of the school.
Departmental Coordination &
Employee Management
5/19/10
Administrative
23
Administrative
Department Director:
Department Phone:
Program Information
Name Program Cost 15.15%166,952$
Objective
Program Measure
Activity Information
Name Activity Cost 3.00%33,094$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Thomas Brymer
Under Development
817-490-5720
Academic Administration
To provide leadership and oversight to Westlake Academy in accordance with the directives
given by the Board of Trustees in order to arrive at the highest quality of educational
outcome while providing a supportive learning environment for our students.
Thomas Brymer, Town Manager/CEO
In FY 2009-10, the school's operating budget was re-titled as the "Academic Services
Budget" and was converted to a more program/metric based format. This was done to
emphasize transparency and ease of understanding showing all annual costs associated with
providing educational services, including cost attributed to the municipal budget.
Annual budget preparation and presentation to the Board; Monitor and report financial
conditions on a quarterly basis; Prepare grant applications; Administer, review and
recommend proposed changes to the Board relative to financial policies; Integrate the
budget process with the desired outcomes, metrics, and strategic planning efforts; Ensure
compliance with local, State, and Federal financial regulation.
Preparation of Municipal Budget
To manage the expenditure authority provided by the Trustees for the operational needs of
the Academy and review financial procedures and priorities in accordance with approved
financial policies. Prepare the annual budget and pursue grant opportunities to supplement
the available funds for the Academy. As well as adherence to all State and Federal
regulations and acceptable accounting practices.
Westlake Academy's financial practices have been an iterative process, which has become
more complex as the school has increased student enrollment and programs with the
expansion of extra-curricular activities to augment the IBO educational requirements.
Financial Management & Budget
Preparation
5/19/10
Administrative
24
Administrative
Department Director:
Department Phone:
Program Information
Name Program Cost 15.15%166,952$
Objective
Program Measure
Activity Information
Name Activity Cost 2.02%22,310$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Thomas Brymer
Under Development
817-490-5720
Academic Administration
To provide leadership and oversight to Westlake Academy in accordance with the directives
given by the Board of Trustees in order to arrive at the highest quality of educational
outcome while providing a supportive learning environment for our students.
Thomas Brymer, Town Manager/CEO
None
Draft agenda documents for Board meetings and workshops. Work with staff to review and
establish budget calendars, strategic planning retreat sessions, etc. to help make certain the
Board is informed of pending issues which need input on a timely basis. Review and
research agenda items with the Westlake Academy Leadership Team. Coordinate
information with the school's legal counsel to fully vet staff policy submissions to promote
legal compliance with our authorizing agency.
Policy Development, Board Meetings & Workshop Functions
Oversee and coordinate the agenda functions to promote proper governance activities and
assist the Board in achieving their stated goals and objectives. This includes management of
the cycles of business as it relates to budgeting, policy review and management strategies
for the Academy.
As the school has evolved into offering a full spectrum of K-12 - IB educational programs,
the agenda process has also increased in complexity to include items such the establishment
of comprehensive discipline, attendance, student-driving, and graduation policies, which
were not necessary during the first few years of operation.
Agenda Preparation & Calendar
Maintenance
5/19/10
Administrative
25
Administrative
Department Director:
Department Phone:
Program Information
Name Program Cost 15.15%166,952$
Objective
Program Measure
Activity Information
Name Activity Cost 3.00%33,094$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Thomas Brymer, Town Manager/CEO
Implementation of the five-year strategic plan in order to achieve the goals and objectives
identified by the Board as integral to achieving our desired outcomes of:
In 2010, the Board approved the first strategic plan as it relates to Westlake Academy,
which is designed to promote the high academic standards, college ready students, and
balanced global citizens associated with the IB curriculum.
None
Conduct annual review of the Strategic Plan with Board members and make any necessary
changes as directed; Monitor the implementation and progress toward achieving the goals
outlined in the desired outcomes and indicators prepared by staff. Schedule staff
presentations with the associated team leaders for each specific outcome on an as needed
basis.
Policy Development, Board Meetings and Workshops
Thomas Brymer
817-490-5720
Academic Administration
Under Development
To provide leadership and oversight to Westlake Academy in accordance with the directives
given by the Board of Trustees in order to arrive at the highest quality of educational
outcome while providing a supportive learning environment for our students.
Strategic Plan Development &
Implementation
~ High Student Achievement ~Student Engagement
~ Strong Parent & Community Connections
~ Effective Educators & Staff
5/19/10
Administrative
26
Administrative
Department Director:
Department Phone:
Program Information
Name Program Cost 15.15%166,952$
Objective
Program Measure
Activity Information
Name Activity Cost 2.02%22,310$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Thomas Brymer
817-490-5720
Academic Administration
Under Development
Promote organization wide professional and educationally based development
opportunities to enhance our staff's capacity to teach students in the classroom and model
the IB Learner Profile.
In addition to the IB and TEA training courses for teacher development, opportunities have
become available to partner with a local foundation allowing staff to attend courses
provided by other high-achieving schools, such as the KIPP Academy and the Ron Clark
Academy. In addition, senior staff members have been sent to the University of Virginia to
attend a week-long course on creating and leading high-performing organizations.
None
Research available course offerings and select staff to attend based on their level of interest
and professional development needs. Coordinate budget allocations to maximize the
availability of these courses both in number of staff attending and suitability to our
educational goals. Provide on-sight opportunities and partner with foundations and
surrounding school districts to further develop professional speakers for symposiums.
Department Coordination and Employee Management
Thomas Brymer, Town Manager/CEO and Ginger Awtry, Assistant to the Town Mgr.
To provide leadership and oversight to Westlake Academy in accordance with the directives
given by the Board of Trustees in order to arrive at the highest quality of educational
outcome while providing a supportive learning environment for our students.
Organizational Development
5/19/10
Administrative
27
Administrative
Department Director:
Department Phone:
Program Information
Name Program Cost 15.15%166,952$
Objective
Program Measure
Activity Information
Name Activity Cost 1.83%20,153$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Thomas Brymer
817-490-5720
Academic Administration
Contribute to the Westlake Academy Communiqué and ensure the placement of
announcements, registration flyers and other documents on the website for parents and
students as necessary. Develop procedures for new student and parent information
sessions. Coordinate the updating of the web site with the IT staff.
Strategic Plan Development and Implementation
Thomas Brymer, Town Manager/CEO
To facilitate a well informed parent and student body consistent with the guidelines
established in the Westlake Academy Strategic Plan to promote the mission, vision, and
values established by the Board and develop the organizational culture necessary to
successfully deliver the IB curriculum.
Since the summer of 2009, the WA Communiqué, a bi-monthly email update is sent out to
all Academy parents with information about the activities of the students. In addition, the
Academy's website is used in a more systematic manner to better target pertinent
information to parents, students, and faculty.
To provide leadership and oversight to Westlake Academy in accordance with the directives
given by the Board of Trustees in order to arrive at the highest quality of educational
outcome while providing a supportive learning environment for our students.
Under Development
Expansion of this program activity is contained in the Strategic Plan and will be implemented
in the coming years to include: on-line grade access, on-boarding meetings for new
students/parents and IB based educational experiences to simulate the learning
environment for interested individuals.
Parent & Student Communication
5/19/10
Administrative
28
Administrative
Department Director:
Department Phone:
Program Information
Name Program Cost 15.15%166,952$
Objective
Program Measure
Activity Information
Name Activity Cost 1.24%13,682$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Thomas Brymer, Town Manager/CEO
To promote on-going communication and assist the affiliate Board's in completing their
activities in a manner that is consistent with the mission, vision and values of the Town and
by extension, Westlake Academy.
The Board appoints members to the Westlake Academy Foundation to promote the
fundraising activities for operations, capital projects and endowments related to the school.
None
Continuous dialogue with Board president's and members to support implementation of
their agendas; Facilitate annual discussion with the Board of Trustees; Organize joint
planning sessions with the affiliate board's and the staff according to the Strategic Plan.
Parent and Student Communication, Strategic Plan Development & Implementation
To provide leadership and oversight to Westlake Academy in accordance with the directives
given by the Board of Trustees in order to arrive at the highest quality of educational
outcome while providing a supportive learning environment for our students.
Thomas Brymer
817-490-5720
Academic Administration
Under Development
Affiliate Board Liaison & Support
5/19/10
Administrative
29
Administrative
Department Director:
Department Phone:
Program Information
Name Program Cost 5.78%63,633$
Objective
Program Measure
Activity Information
Name Activity Cost 1.44%15,839$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Thomas Brymer, Town Manager/CEO and Ginger Awtry, Assistant to the Town Mgr.
To maintain open lines of communication in order to promote transparency and
participation for our residents in governmental activities.
As the Town increased its residency rate, the need to expand our communication options
became apparent. Staff implemented the Westlake Wire to provide news and information
relevant to our achievements and activities to a broader base of constituents.
From June of 2004 through July of 2006, we employed a full-time marketing individual to
promote the Town and the Academy. Due to budget constraints the position was eliminated
and the duties were spread among the remaining staff members. The need for additional
emphasis on communication efforts arose and an outside consulting firm was retained in
2009 to assist with the facilitation of the newsletter and other press release items for both
the Town and Academy.
Utilize the various communication devices such as e-blasts, the Westlake Wire, Westlake e-
tube , our web site, and telephone based voice shots to inform residents of necessary items.
Neighborhood Gatherings & Outreach and Strategic Plan Development & Implementation
To inform and educate the citizens on items of interest within the Town and to promote
resident participation in our local government.
Thomas Brymer
817-490-5720
Citizen Engagement and
Communication
Communication
Under Development
5/19/10
Administrative
30
Administrative
Department Director:
Department Phone:
Program Information
Name Program Cost 5.78%63,633$
Objective
Program Measure
Activity Information
Name Activity Cost 1.24%13,682$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Neighborhood Gatherings &
Outreach
To inform and educate the citizens on items of interest within the Town and to promote
resident participation in our local government.
Thomas Brymer
817-490-5720
Citizen Engagement and
Communication
Under Development
Thomas Brymer, Town Manager/CEO and Ginger Awtry, Assistant to the Town Mgr.
Conduct neighborhood meetings to provide an informal environment for residents to gather
and discuss issues pertaining to their specific neighborhood, local government activities and
Westlake Academy.
For the current year, meetings have been held in each of the following neighborhood
locations, Glenwyck Farms, Vaquero, and Stagecoach Hills. Subsequent gatherings are
planned in the future which are non-neighborhood specific and broadly based to promote
the inclusion of all of our residents.
None
Organize the meetings, which includes the following: developing the mailing lists, sending
out invitations, securing a location/refreshments, creating informational folders with
pertinent news items, presentation of the information by town staff and elected officials
and question and answer sessions for each gathering.
Communication, Policy Development and Strategic Plan Development
5/19/10
Administrative
31
Administrative
Department Director:
Department Phone:
Program Information
Name Program Cost 5.78%63,633$
Objective
Program Measure
Activity Information
Name Activity Cost 1.85%20,432$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Community Activities
To inform and educate the citizens on items of interest within the Town and to promote
resident participation in our local government.
Thomas Brymer
817-490-5720
Citizen Engagement and
Communication
Under Development
Thomas Brymer, Town Manager/CEO and Ginger Awtry, Assistant to the Town Mgr.
Promote community involvement and quality of life activities through events such as Arbor
Day, MasterWorks concert series, Decoration Day, the Tree Lighting Festival and Bandana
Bonanza.
Westlake has a long history of sponsoring events in conjunction with various organizations
and businesses to promote local gathering opportunities for our residents. Arbor Day
celebrations and Decoration Day, along with the Spring and Fall MasterWorks Concert
Series, have experienced high attendance numbers for Westlake residents and from the
employees of local businesses to these events.
None
Work in partnership with various organizations to ensure that the events are enjoyable and
inviting for the entire Westlake community. Other services include: coordinating times and
dates, promoting the event, bringing in entertainment, setting up the location, and
representation of the Town at the activity.
Neighborhood Gatherings and Outreach, Communication
5/19/10
Administrative
32
Administrative
Department Director:
Department Phone:
Program Information
Name Program Cost 5.78%63,633$
Objective
Program Measure
Activity Information
Name Activity Cost 1.24%13,682$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Thomas Brymer, Town Manager/CEO and Ginger Awtry, Assistant to the Town Mgr.
Create the survey questions in conjunction with the contract provider and prepare the
resident mailing lists to facilitate the delivery of the documents. Report to Council on the
survey results and receive direction on incorporation of the feedback into the overall
policies of the Town. Establish benchmarks and performance measures using the data.
Communication and Strategic Plan Development & Implementation
Direction Finders was first used in 2009 as a method to establish benchmark service
approval ratings and gather input from our residents on the items of most importance to
their families.
None
Direction Finders and other
Surveys
Administer an annual or bi-yearly survey as directed by Council to gather feedback and
residential input on service provision activities of the Town.
Citizen Engagement and
Communication
To inform and educate the citizens on items of interest within the Town and to promote
resident participation in our local government.
Thomas Brymer
817-490-5720
Under Development
5/19/10
Administrative
33
This page is intentionally blank
Planning and Development
Department 12
Activity Budget Percent
Building Inspections
1 Code Research, Interpretation, & Technical Clarification 7,630 4.27%
2 Code/Fee Schedule Update 7,630 4.27%
3 Permitting / Plan Review Coordination and Fee Calculation 7,630 4.27%
4 Coordinate Addressing with other Depts & Agencies 7,630 4.27%
$ 30,520 17.07%
Plan Review & Inspections
1 Building Code - Plan Review 10,730 6.00%
2 Building Code - Inspections 9,944 5.56%
3 Zoning/Code - Plan Review 7,730 4.32%
4 Zoning/Code - Inspections 7,930 4.43%
$ 36,334 20.32%
Gas Well Permit Administration
1 Administration of the Gas Well Provisions 7,680 4.29%
$ 7,680 4.29%
Code Enforcement
1 Notices and Citations 8,252 4.61%
$ 8,252 4.61%
Fire Prevention
1 Coordinate Fire/Building Code Inspections & Plan Review 7,630 4.27%
2 Code Research, Interpretation & Technical Clarification 7,630 4.27%
3 Assist Fire Dept access to Buildings & Subdivisions 7,630 4.27%
$ 22,890 12.80%
Planning and Zoning
1 Process Zoning, SUP, Site Plan, ZBA & Platting Cases, etc. 7,630 4.27%
2 Comprehensive Plan Update 32,630 18.25%
$ 40,260 22.51%
Municipal Governance
1 Town Council Meetings/Workshops 7,630 4.27%
$ 7,630 4.27%
Municipal Administration
1 Contract Management 7,630 4.27%
2 Support Services 17,630 9.86%
$ 25,260 14.13%
178,827$ 100%
Eddie Edwards
817-430-5726
Program
Department Director
Department Phone
5/19/10
Planning and Development
1
Planning and Development
Department Director:
Department Phone:
Program Information
Name Program Cost 17.07%30,520$
Objective
Program Measure
Activity Information
Name Activity Cost 4.27%7,630$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Under Development
Eddie Edwards, Director of Planning & Development
Code Research, Interpretation, &
Technical Clarification
Assist design professionals, contractors, and property owners with code compliance
issues.
As needed
To ensure that structures constructed in Westlake are built in compliance with the
latest code requirements.
The Building, Plumbing , Mechanical, Fuel Gas, and Electrical codes are updated on a
three year cycle. The changes included in each new cycle added to the local
amendments that each municipality adopts results in a need for continuous education
and clarification of code provisions.
To provide technical and administrative guidance for the purposes of permitting and
inspecting residential and commercial construction projects to ensure compliance with
Town ordinances.
Eddie Edwards
817-490-5726
Building Inspections
5/19/10
Planning and Development
2
Planning and Development
Department Director:
Department Phone:
Program Information
Name Program Cost 17.07%30,520$
Objective
Program Measure
Activity Information
Name Activity Cost 4.27%7,630$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Under Development
Eddie Edwards, Director of Planning & Development
Code/Fee Schedule Updates
Keeping on a similar code adoption schedule as our neighboring municipalities results
in safer building designs and better construction as contractors become better trained
and educated about new codes. Fees schedule updates helps ensure that growth pays
for growth.
Review of International Code Conference recurring code changes and NCTCOG
recommended amendments for suitability regarding construction within the Town of
Westlake. Financial analysis of costs of services provided and fees collected to cover
those costs.
Coordination with other departments regarding calculation and collection of fees
817-490-5726
To provide technical and administrative guidance for the purposes of permitting and
inspecting residential and commercial construction projects to ensure compliance with
Town ordinances.
Building Inspections
To maintain the highest development standards and responsibly support the Town's
financial sustainability.
Eddie Edwards
5/19/10
Planning and Development
3
Planning and Development
Department Director:
Department Phone:
Program Information
Name Program Cost 17.07%30,520$
Objective
Program Measure
Activity Information
Name Activity Cost 4.27%7,630$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Under Development
Eddie Edwards, Director of Planning & Development
None
Process applications for permits. Review plans for compliance with codes, calculate
and collect fees.
817-490-5726
Building Inspections
Eddie Edwards
To review plans and ensure that proposed projects will comply with Town of Westlake
regulations, collect appropriate fees, and issue the necessary permits.
To provide technical and administrative guidance for the purposes of permitting and
inspecting residential and commercial construction projects to ensure compliance with
Town ordinances.
Permitting / Plan Review
Coordination & Fee Calculation
5/19/10
Planning and Development
4
Planning and Development
Department Director:
Department Phone:
Program Information
Name Program Cost 17.07%30,520$
Objective
Program Measure
Activity Information
Name Activity Cost 4.27%7,630$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Under Development
Eddie Edwards, Director of Planning & Development
To establish and maintain a logical addressing system that, when coordinated with the
Tarrant County 9-1-1 system, will aid in the fastest possible delivery of emergency
services.
Eddie Edwards
817-490-5726
To provide technical and administrative guidance for the purposes of permitting and
inspecting residential and commercial construction projects to ensure compliance with
Town ordinances.
Building Inspections
This duty was originally assigned to the Director of Public Safety. Failure to establish
and follow a logical addressing system in the past has resulted in some properties
being addressed out of sequence with potentially life threatening consequences.
Recently assigned to the Planning and Development Department.
Determine an appropriate address for lots, structures, and utility poles. Communicate
new and changed addresses with Tarrant County 9-1-1, Tarrant Appraisal District, US
Postal Services, and all utility and telecommunication providers.
Coordinate Addressing with
other Depts. and Agencies
5/19/10
Planning and Development
5
Planning and Development
Department Director:
Department Phone:
Program Information
Name Program Cost 20.32%36,334$
Objective
Program Measure:
Activity Information
Name Activity Cost 6.00%10,730$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
None
Eddie Edwards, Director of Planning & Development
Building Codes - Plan Review
Ensure compliance with the adopted building codes.
The activities contained in this program are mandated by the State legislature as it
applies to residential inspections, FEMA, Texas State Plumbing License law, and Texas
Department of License and Regulations which includes requirements for electrical and
mechinical licenses.
Has been performed both in-house and by third-party plan review provider.
Electrical, mechanical, plumbing, structural, and energy code inspections
Eddie Edwards
817-490-5726
Plan Review & Inspections
To ensure that plans submitted to the Town and constructed in accordance with the
proposed project will result in a structure that complies with the Town's building
codes.
Under Development
5/19/10
Planning and Development
6
Planning and Development
Department Director:
Department Phone:
Program Information
Name Program Cost 20.32%36,334$
Objective
Program Measure:
Activity Information
Name Activity Cost 5.56%9,944$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
The activities contained in this program are mandated by the State legislature as it
applies to residential inspections, FEMA, Texas State Plumbing License law, and Texas
Department of License and Regulations which includes requirements for electrical and
mechinical licenses.
Has been performed both in-house and by third-party plan review provider.
Electrical, mechanical, plumbing, structural, and energy code inspections
None
Eddie Edwards, Director of Planning & Development
Ensure compliance with the adopted building codes.
Eddie Edwards
817-490-5726
To ensure that plans submitted to the Town and constructed in accordance with the
proposed project will result in a structure that complies with the Town's building
codes.
Plan Review & Inspections
Building Code - Inspections
Under Development
5/19/10
Planning and Development
7
Planning and Development
Department Director:
Department Phone:
Program Information
Name Program Cost 20.32%36,334$
Objective
Program Measure:
Activity Information
Name Activity Cost 4.32%7,730$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
This aspect of plan review and inspections was neglected when the building codes plan
review and inspection were contracted out to a third-party inspection company. The
Town ended up with non-complying structures that would be difficult to get corrected
at this point.
None
Code of Ordinances enforcement.
None
Eddie Edwards, Director of Planning & Development
To ensure that the plans reflect a project which will result in a structure that will
comply with the Town's Unified Development Code.
Eddie Edwards
817-490-5726
To ensure that plans submitted to the Town and constructed in accordance with the
proposed project will result in a structure that complies with the Town's building
codes.
Plan Review & Inspections
Zoning/Code - Plan Review
Under Development
5/19/10
Planning and Development
8
Planning and Development
Department Director:
Department Phone:
Program Information
Name Program Cost 20.32%36,334$
Objective
Program Measure:
Activity Information
Name Activity Cost 4.43%7,930$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Under Development
To ensure that plans submitted to the Town and constructed in accordance with the
proposed project will result in a structure that complies with the Town's building
codes.
Plan Review & Inspections
817-490-5726
Eddie Edwards
To assure that a construction project is being constructed in accordance with the
approved plans and will comply with the Town of Westlake's Building codes.
Zoning/Code - Inspections
This aspect of plan review and inspections was neglected when the building codes plan
review and inspections were contracted out to a third-party inspection company. The
Town ended up with non-complying structures that would be difficult to get corrected
at this point.
As needed
Code of Ordinances enforcement.
None
Eddie Edwards, Director of Planning & Development
5/19/10
Planning and Development
9
Planning and Development
Department Director:
Department Phone:
Program Information
Name Program Cost 4.29%7,680$
Objective
Program Measure:
Activity Information
Name Activity Cost 4.29%7,680$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
The town of Westlake did not have adequate provisions to regulate the permitting and
development of Gas Well Pad Sites and adopted a major amendment to the Oil and
Gas Wells chapter of the Code of Ordinances in 2009.
Passage of the Oil and Gas Wells chapter of the Code of Ordinances.
Process specific use permit applications for submittal to the Planning and Zoning
Commission for ultimate review/recommendation by the Town Council. Review and
approve applications, insurance documentations, and site plans for the issuance of gas
well pad site permits and gas well permits; Collection of fees related to these permits.
Public works roadway maintenance, Fire prevention and suppression
Eddie Edwards, Director of Planning & Development
Gas Well Permit Administration
To ensure that the high development standards adopted by the Town Council are
adhered to during the development of gas well pad sights and during the drilling for
and production of natural gas or other minerals.
Eddie Edwards
817-490-5726
To balance the rights of the property owners with those of the owner or leasee of the
minerals below the surface.
Administration of the Gas Well
Provisions
Under Development
5/19/10
Planning and Development
10
Planning and Development
Department Director:
Department Phone:
Program Information
Name Program Cost 4.61%8,252$
Objective
Program Measure
Activity Information
Name Activity Cost 4.61%8,252$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Respond to complaints, determine action necessary for compliance, issue notice and
take appropriate steps to encourage violator to comply with regulations and
ordinances approved by the Council.
Fire prevention, Health Department
Eddie Edwards, Director of Planning & Development
Eddie Edwards
817-490-5726
To enforce the high development and living standards relative to the use and
enjoyment of all properties within the Town to comply with the regulations contained
in the Code of Ordinances.
Code Enforcement
To gain compliance after a violation has occurred. The intent of which is to obtain
voluntary compliance if possible but also establish the legal foundation for legal action
against the violator if necessary.
Code enforcement activities have fluctuated over the years based primarily on the
adoption of new regulations and the annexation of non-compliant properties. These
duties were addressed by the Public Works Director and his staff up until the Building
Official was hired in 2008.
None
Notices and citations
Under Development
5/19/10
Planning and Development
11
Planning and Development
Department Director:
Department Phone:
Program Information
Name Program Cost 12.80%22,890$
Objective
Program Measure
Activity Information
Name Activity Cost 4.27%7,630$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Traditionally a collaborative effort between Fire Marshal and Building Inspection staff.
The Fire Marshal position was eliminated in 2008 and the Fire Chief position
transitioned from an 8 - 5 Monday thru Friday position to an on-shift assignment.
Coordinate plan review and inspections for Fire Code and Building Code compliance.
Fire Department Administration
Eddie Edwards, Director of Planning & Development
Avoid potential conflicts that could arise from meeting the strict letter of the Building
Code but possibly resulting in a condition that violates the letter of or intent of the Fire
Code.
Eddie Edwards
817-490-5726
Cause development to be constructed so as to mitigate the negative impacts of a
potential fire while assuring adequate access for Fire suppression personnel and
equipment.
Fire Prevention
Coordinate Fire/Building Code
Inspections and Plan Review
Under Development
5/19/10
Planning and Development
12
Planning and Development
Department Director:
Department Phone:
Program Information
Name Program Cost 12.80%22,890$
Objective
Program Measure
Activity Information
Name Activity Cost 4.27%7,630$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Performance Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Avoid potential conflicts that could arise from meeting the strict letter of the Building
Code but possibly resulting in a condition that violates the letter of or intent of the Fire
Code.
Eddie Edwards
817-490-5726
Cause development to be constructed so as to mitigate the negative impacts of a
potential fire while assuring adequate access for Fire suppression personnel and
equipment.
Fire Prevention
Code Research, Interpretation &
Technical Clarification
Under Development
Traditionally a collaborative effort between Fire Marshal and Building Inspection staff.
The Fire Marshal position was eliminated in 2008 and the Fire Chief position
transitioned from an 8 - 5 Monday thru Friday position to an on-shift assignment.
Research and make interpretations of the Building and Fire Codes to assure that
construction an development projects comply with the spirit and intent of the codes.
Fire Department Administration
Eddie Edwards, Director of Planning & Development
5/19/10
Planning and Development
13
Planning and Development
Department Director:
Department Phone:
Program Information
Name Program Cost 12.80%22,890$
Objective
Program Measure
Activity Information
Name Activity Cost 4.27%7,630$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Performance Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Coordinating Planned Development regulations to comply with the Fire Code and
Town of Westlake policies.
Eddie Edwards
817-490-5726
Cause development to be constructed so as to mitigate the negative impacts of a
potential fire while assuring adequate access for Fire suppression personnel and
equipment.
Fire Prevention
Assist Fire Department Access to
Buildings & Subdivisions
Under Development
Traditionally a collaborative effort between Fire Marshal and Building Inspection staff.
The Fire Marshal position was eliminated in 2008 and the Fire Chief position
transitioned from an 8 - 5 Monday thru Friday position to an on-shift assignment.
Coordinate plan review and inspections for Fire Code, Building Code, and Land
Development Code compliance.
Fire Department Administration
Eddie Edwards, Director of Planning & Development
5/19/10
Planning and Development
14
Planning and Development
Department Director:
Department Phone:
Program Information
Name Program Cost 22.51%$40,260
Objective
Program Measure:
Activity Information
Name Activity Cost 4.27%7,630$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Process Zoning, SUP, Site Plan,
ZBA and Platting Cases, etc.
Eddie Edwards
817-490-5726
Obtain the highest quality development within the Town of Westlake.
Planning & Zoning
The full time Planner position was eliminated in 2006 and the duties were performed
by the Town Manager until Nov. of 2008.
Duties assigned to Building Official in 2008.
Process Zoning, SUP, Site Plan, ZBA and Platting cases. Legal notices, staff reports.
Under Development
Prepare agenda memos, staff reports, resolutions and ordinances for Zoning, Platting,
Site Plans, Specific Use Permits, Variances, and ordinance amendments.
Gas Well permitting. Public Works, Parks and Recreation, and Fire Department
coordination for plan review.
Eddie Edwards, Director of Planning & Development
5/19/10
Planning and Development
15
Planning and Development
Department Director:
Department Phone:
Program Information
Name Program Cost 22.51%$40,260
Objective
Program Measure:
Activity Information
Name Activity Cost 18.25%32,630$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Eddie Edwards
817-490-5726
Comprehensive Plan Update
None
Comprehensive Plan update.
Obtain the highest quality development within the Town of Westlake.
Planning & Zoning
Originally approved in 1992 and last updated in 1999, these plans should be reviewed
and updated every five years.
Under Development
Assess current entitlements and anticipated development trends to determine logical
plan for future growth.
Fire Department, Public Works, Parks and Recreation, and Economic Development
Eddie Edwards, Director of Planning & Development
5/19/10
Planning and Development
16
Planning and Development
Department Director:
Department Phone:
Program Information
Name Program Cost 4.27%7,630$
Objective
Program Measure:
Activity Information
Name Activity Cost 4.27%7,630$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
The addition of residential neighborhood/corporate campus locations and
modifications to the code standards necessitates periodic policy updates and
presentations to the Council.
Under Development
Town Council
Meetings/Workshops
Municipal Administration
Eddie Edwards, Director of Planning & Development
None
Research and present proposed policy amendments and agenda memos for Council
approval/review.
Municipal Governance
To provide executive level support to the Town Council on governance issues as it
pertains to ordinances, resolutions and policy decisions specific to the Planning &
Economic Development department.
Eddie Edwards
817-490-5726
To thoroughly and accurately research policy issues brought before the Town Council.
5/19/10
Planning and Development
17
Planning and Development
Department Director:
Department Phone:
Program Information
Name Program Cost 14.13%25,260$
Objective
Program Measure:
Activity Information
Name Activity Cost 4.27%7,630$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Municipal Administration
To provide administrative support services for the purposes of maximizing the
efficiency of the department and operating within the expenditure appropriated by
the Council.
Eddie Edwards
817-490-5726
To negotiate and administer contracts for services contracted to outside sources.
The amount of development activity and the limited number of town staff combine to
make the use of outside source contracting a fiscally logical method of providing
services for specific projects.
Under Development
Contract Management
Eddie Edwards, Director of Planning & Development
None
Negotiate and administer contracts for services contracted to outside sources in order
to ensure services are meet according to contract specifications.
5/19/10
Planning and Development
18
Planning and Development
Department Director:
Department Phone:
Program Information
Name Program Cost 14.13%25,260$
Objective
Program Measure:
Activity Information
Name Activity Cost 9.86%17,630$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Municipal Administration
To provide administrative support services for the purposes of maximizing the
efficiency of the department and operating within the expenditure appropriated by
the Council.
Eddie Edwards
817-490-5726
To provide continuity in departmental processes and organization to the Planning and
Development Department.
Under Development
Support Services
Municipal Governance and Budget Preparation
Eddie Edwards, Director of Planning & Development
None
Prepare the annual budget and project revenues based upon trends and historical
data; Update procedures as it relates to the department; Revise codes when needed
to comply with standards; Coordinate utility releases; Update web site and handouts;
Prepare articles for the newsletters and council updates.
5/19/10
Planning and Development
19
This page is intentionally blank
Town Secretary
Department 13
Department Director:
Department Phone:
Activity Budget Percent
Municipal Governance
1 Agenda and Packet Preparation $ 16,022 13.62%
2 Minute Preparation 5,004 4.25%
3 Board Appointments 2,862 2.43%
$ 23,888 20.31%
Academic Governance
1 Agenda and Packet Preparation $ 14,777 12.56%
2 Minutes Preparation 4,693 3.99%
$ 19,470 16.55%
Election Administration
1 Elections $ 15,572 13.24%
$ 15,572 13.24%
Records Management
1 Town Records Management $ 8,889 7.56%
2 Codification 10,346 8.79%
3 Public Information Request 5,879 5.00%
$ 25,113 21.35%
Municipal Administration
1 Support Services $ 5,670 4.82%
2 Marketing/Communications/Public Relations 2,003 1.70%
$ 7,674 6.52%
Texas Student Housing
1 Support Services $ 25,929 22.04%
$ 25,929 22.04%
117,646$ 100%
Kelly Edwards
817-490-5710
Program
5/19/10
Town Secretary
1
Town Secretary
Department Director:
Department Phone:
Program Information
Name Program Cost 20.31%23,888$
Objective
Program Measure:
Activity Information
Name Activity Cost 13.62%16,022$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
To provide timely and accurate information and support to the Town Council, Planning
& Zoning and Zoning Board of Adjustments boards so they have the resources needed
to make decisions.
Kelly Edwards
817-490-5710
Municipal Governance
Agenda & Packet Preparation
Under Development
Kelly Edwards, Town Secretary
To ensure accessibility and responsiveness to our citizens, Mayor and Council
Members, Advisory Board Members and Town staff in relation to all agendas.
The legal requirement comes from the State of Texas. The Town Secretary has the
responsibility to prepare the Agenda from items submitted by the Council Members,
Town Manager, and Staff Members.
The TSO has implemented an electronic processing system to reduce the storage of
paper packets.
Agenda preparation and posting (earlier than the 72 hours as required per Texas Open
Meetings Act); this includes staff agenda planning meetings, and maintaining the
planning calendar. Staff training on submittal requirements and electronic storage;
Agenda system management to include the creation of the electronic packet. Town
web page management to post the agenda documents and copying paper packet
binders for Council.
Posting of all advisory board agendas and Identical core services for the Zoning Board
of Adjustments, 4A Economic Development Board, and Planning & Zoning.
5/19/10
Town Secretary
2
Town Secretary
Department Director:
Department Phone:
Program Information
Name Program Cost 20.31%23,888$
Objective
Program Measure:
Activity Information
Name Activity Cost 4.25%5,004$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
To provide timely and accurate information and support to the Town Council, Planning
& Zoning and Zoning Board of Adjustments boards so they have the resources needed
to make decisions.
Kelly Edwards
817-490-5710
Municipal Governance
Minutes Preparation
Under Development
Kelly Edwards, Town Secretary
To provide meeting coordination and accurate and timely record of the meetings.
The legal mandate comes from the State of Texas. This activity provides support for
Council, Planning & Zoning, and Zoning Board of Adjustments related to minute
preparation, citizen communication and official record preservation of minutes.
None
Comply with the open meetings laws by recording the meeting; Attend meetings;
Compose and distribute the minutes; Register speakers at meetings.
Collection of speaker request and citizen recognitions; scanning and archival
preservation of minutes; and transferring scanned (Council) minutes to a vendor for
OCR scanning and storage.
5/19/10
Town Secretary
3
Town Secretary
Department Director:
Department Phone:
Program Information
Name Program Cost 20.31%23,888$
Objective
Program Measure:
Activity Information
Name Activity Cost 2.43%2,862$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Kelly Edwards, Town Secretary
To assist applicants and provide information to Town Council so they can have a
sufficient pool of qualified individuals to serve on Boards and Commissions.
The activity is tasked with finding and assisting applicants to serve on a board or
commission. The Town added the Public Arts Society Board within the last 5 years.
None
The Town Secretary sends notification letters to all appointed and reappointed
members as well as letters to members who were not reappointed or did not seek
reappointment. Provide information to aide and advise Council on appointments to
Boards/Commissions; track appointments and maintain a current list; and assist with
training for Board/Commission members.
Board oversight and application management
To provide timely and accurate information and support to the Town Council, Planning
& Zoning and Zoning Board of Adjustments boards so they have the resources needed
to make decisions.
Kelly Edwards
817-490-5710
Municipal Governance
Board Appointments
Under Development
5/19/10
Town Secretary
4
Town Secretary
Department Director:
Department Phone:
Program Information
Name Program Cost 16.55%19,470$
Objective
Program Measure:
Activity Information
Name Activity Cost 12.56%14,777$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
The legal requirement comes from the State of Texas. The Town/Board Secretary has
the responsibility to prepare the agenda from items submitted by the Trustee
Members, CEO, and Adademy Staff members.
The Town Secretary's office has implemented an electronic processing system to
reduce the storage of paper packets.
Kelly Edwards, Town Secretary
Agenda preparation and posting (earlier than the 72 hours as required per Texas Open
Meetings Act); this includes staff agenda planning meetings, and maintaining the
planning calendar. Staff training and agenda system management duties; Creation of
the electronic packet for web posting and maintenance of the Town web page;
Municipal Agenda & Packet Preparation
To provide timely and accurate information and support to the Board of Trustees, so
they have the resources needed to make decisions.
Agenda & Packet Preparation
To ensure accessibility and responsiveness to our citizens, President and Board of
Trustees, and Academy staff in relation to agendas.
Under Development
Kelly Edwards
817-490-5710
Academic Governance
5/19/10
Town Secretary
5
Town Secretary
Department Director:
Department Phone:
Program Information
Name Program Cost 16.55%19,470$
Objective
Program Measure:
Activity Information
Name Activity Cost 3.99%4,693$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
The legal mandate comes from the State of Texas. This activity provides support for
Board of Trustees related to minute preparation, citizen communication and official
record preservation of minutes.
None
Kelly Edwards, Town Secretary
Comply with the open meetings laws including recording the meeting; Attend meeting
sessions; Compose and distribute the minutes; Register speakers at meetings.
Collection of speaker requests and citizen recognitions; scanning and archival
preservation of the minutes.
Records Management
To provide timely and accurate information and support to the Board of Trustees, so
they have the resources needed to make decisions.
Minutes Preparation
To facilitate meeting coordination and an accurate and timely record of the
proceedings.
Under Development
Kelly Edwards
817-490-5710
Academic Governance
5/19/10
Town Secretary
6
Town Secretary
Department Director:
Department Phone:
Program Information
Name Program Cost 13.24%15,572$
Objective
Program Measure:
Activity Information
Name Activity Cost 13.24%15,572$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Kelly Edwards, Town Secretary
Elections
To provide election services to voters, petitioners, Town departments and candidates
so they can participate in the election process.
To provide election services to voters, candidates, petitioners, and Town departments
so they can participate in the elections process.
Westlake held its first election on April 2, 1957 to elect a Mayor, five (5) Aldermen and
a Marshal. The legal requirements for a municiplaity to order and conduct an election
come from the State of Texas Election Code.
None
Under Development
Kelly Edwards
Election Administration
817-490-5710
Oversees and administers all aspects of Town elections including posting legal notices
according to State election codes, monitoring candidates' filing of required reports and
documents, securing election materials and supplies, conducting joint elections with
other entities and ensuring compliance with the local government codes.
Assistance to voters, eleciton judges, candidates and website posting of information.
5/19/10
Town Secretary
7
Town Secretary
Department Director:
Department Phone:
Program Information
Name Program Cost 21.35%25,113$
Objective
Program Measure
Activity Information
Name Activity Cost 7.56%8,889$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Kelly Edwards, Town Secretary
To provide a comprehensive records management consulting and training service to
Town departments so their records are: accessible using appropriate technology,
managed legally and economically and effectively, preserved for historical value and
disposed of properly.
The legal mandate is a state requirement under the Local Government Act as provided
by the State Library and Archive Commission. This activity is responsible for providing
Town departments with records management advice to ensure the Town efficiently
and effectively manages Town records.
None
Provide consulting services on: design and implementation of records management
systems; developing control schedules; identification and preservation of essential and
historical records and records retention requirements; Provide access to resources,
either internal or external, to preserve permanent records (scanning), destroy
confidential records, and manage electronic records (scanning); Provide records
management training; Support a Town-wide network of records management liaisons
and Write and distribute policies, standards, guidelines and reports concerning records
management.
Overseeing departmental administration of records management
Town Records Management
To manage Town records so that they are accessible and are maintained efficiently
and cost-effectively, and so that the Town retains records it is required to keep,
identifies and preserves records with permanent value, and disposes of those of no
further use in a secure and timely manner.
Kelly Edwards
817-490-5710
Records Management
Under Development
5/19/10
Town Secretary
8
Town Secretary
Department Director:
Department Phone:
Program Information
Name Program Cost 21.35%25,113$
Objective
Program Measure
Activity Information
Name Activity Cost 8.79%10,346$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Kelly Edwards, Town Secretary
To provide convenient access to the Council, staff, media, and the public to the
records held by the Town Secretary's office.
Ordinances that are passed by the Town Council are sent to an outside vendor for
Codification. This service provides clear direction and transparency for the public to
remain informed about regulations regarding development, governance, and
associated fees when conducting business with the Town.
None
Submital of all ordinances that amend the Town's code to the vendor (Municipal Code
Corporation) for codification for both the Code of Ordinances and the Planned
Development Supplement. Scanning, indexing, filing, and managing the life-cycle of
Council approved generated records, responding to customer requests for these
records and keeping the municipal code current. Process updates twice a year.
Processing, scanning and archival preservation
Codification
To manage Town records so that they are accessible and are maintained efficiently
and cost-effectively, and so that the Town retains records it is required to keep,
identifies and preserves records with permanent value, and disposes of those of no
further use in a secure and timely manner.
Kelly Edwards
817-490-5710
Records Management
Under Development
5/19/10
Town Secretary
9
Town Secretary
Department Director:
Department Phone:
Program Information
Name Program Cost 21.35%25,113$
Objective
Program Measure
Activity Information
Name Activity Cost 5.00%5,879$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Kelly Edwards, Town Secretary
To deliver factual, accurate material as requested by the general public, media and
Town personnel in a timely manner for both the Town and Academy.
The legal requirement pursuant to the Freedom of Information Act otherwise know as
the Public Information Act providing transparency in government to the general
public. The Town Secretary serves as the Public Information officer for the
Municipality and Academy.
None
Process Public Information Act requests (within 7-10 days) for both the municipality
and academy; Coordinating with Staff members regarding any records requested
maintained by their department; Provide one-on-one customer service; Respond to all
e-mails sent to the Web site's main e-mail address
Record searches and retrevial for staff requests.
Public Information Request
To manage Town records so that they are accessible and are maintained efficiently
and cost-effectively, and so that the Town retains records it is required to keep,
identifies and preserves records with permanent value, and disposes of those of no
further use in a secure and timely manner.
Kelly Edwards
817-490-5710
Records Management
Under Development
5/19/10
Town Secretary
10
Town Secretary
Department Director:
Department Phone:
Program Information
Name Program Cost 6.52%7,674$
Objective
Program Measure:
Activity Information
Name Activity Cost 4.82%5,670$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Kelly Edwards, Town Secretary
Provide administrative support to Board members as needed booking travel and
training, preparing presentations; provide assistance to city employees; respond to
staff and general public inquiries related to town ordinances and records.
None
The Town Secretary provides administrative support to the Mayor and Town Council
organizing and scheduling attendance to functions; provides administrative services to
Advisory boards; current knowledge of State laws and legal requirement; serves as
Custodian of the Town Seal by attesting official documents such as ordinances,
resolutions and contracts and administering oaths, affirmations and
acknowledgements; and provides Notary services; Prepares and submits an annual
budget for the Department to cover costs associated with administering the Town
records and Council/Board needs.
Town Secretary continuing education & travel, membership dues, customer service
and staff meetings
Support Services
To provide support services to the Board members, Town Manager, staff and advisory
boards on an as needed basis and to coordinante communication and public relation
materials with the Town's marketing firm.
Kelly Edwards
817-490-5710
Municipal Administration
Under Development
5/19/10
Town Secretary
11
Town Secretary
Department Director:
Department Phone:
Program Information
Name Program Cost 6.52%7,674$
Objective
Program Measure:
Activity Information
Name Activity Cost 1.70%2,003$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Kelly Edwards, Town Secretary
Westlake has implemented its multi-faceted “Westlake Windows: TGIF!” (Transparent
Government in Focus) program. This initiative includes: a quarterly Town newsletter,
conducting citizen surveys, regularly using “email blasts” and “voice shots”,
continuously updating the Town’s web site, holding neighborhood meetings, placing
agenda packets on-line, and using web based videos on “Westlake e-Tube”, all to
better engage, communicate, and create more dialog with Town citizens.
None
The Town Secretary serves as liaison to the Marketing / PR consultant; designing,
coordinating and producing the Town’s quarterly newsletter; coordinating and
designing advertisements for the chamber directory; represents the Town at Chamber
board meetings; and compiles and sends bi-monthly email blasts to residents and
corporate residents
Citizen Communication & Engagement
To facilitate open effective communication to residents, corporate residents and Town
and Academy staff so that they can understand and appreciate Town issues and/or
policy decisions, particularly those which directly impact them.
Kelly Edwards
817-490-5710
Municipal Administration
Marketing / Communications /
Public Relations
To provide support services to the Board members, Town Manager, staff and advisory
boards on an as needed basis and to coordinante communication and public relation
materials with the Town's marketing firm.
Under Development
5/19/10
Town Secretary
12
Police Services
Department Director:
Department Website:
Department Phone:
Activity Budget Percent
Police Patrol
1 Preventive Patrol & Responses $ 370,224 49.13%
2 Criminal Investigations 25,000 3.32%
3 Animal Services & Adoption 7,000 0.93%
$ 402,224 53.38%
Police Traffic Units
1 Motorcycle Traffic Unit $ 175,000 23.22%
$ 175,000 23.22%
Emergency Communications and Records
1 Communications and Records $ 90,000 11.94%
$ 90,000 11.94%
Detention Services
1 Detention Services $ 30,000 3.98%
$ 30,000 3.98%
General and Administrative Costs
1 Admin., Finance, H.R. & Non-operating $ 56,326 7.47%
$ 56,326 7.47%
753,550$ 100%
Mark Hafner, Keller Police Chief
www.kellerpd.com
817-743-4501
Program
5/19/10
Police Services
1
Police Services
Department Director:
Department Website:
Department Phone:
Program Information
Name Program Cost 53.38%402,224$
Objective
Program Measure
Activity Information
Name Activity Cost 49.13%370,224$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Preventive Patrol & Responses
To provide 24/7 law enforcement service to the Town of Westlake by utilizing two sector
officers that overlap into the City of Keller. The police patrols will answer calls from the
public and proactively patrol the neighborhoods and businesses in Westlake. The contract
provides additional coverage for major incidents utilizing other sector officers from Keller.
Mark Hafner, Keller Police Chief
www.kellerpd.com
817-743-4501
Police Patrol
Under Development
Mark Hafner, Keller Police Chief
Prevention and detection of crime through preventive patrol, traffic enforcement, calls from
the public , community policing initiatives, and monitoring major events.
The Keller Police Department has been under contract to be the police department for the
Town of Westlake since 2002. The contract calls for the staffing of two police sectors that
overlap between North Keller and Westlake.
None
Police Protection and response to calls for service from the public.
Police Services
5/19/10
Police Services
2
Police Services
Department Director:
Department Website:
Department Phone:
Program Information
Name Program Cost 53.38%402,224$
Objective
Program Measure
Activity Information
Name Activity Cost 3.32%25,000$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Criminal Investigations
To provide 24/7 law enforcement service to the Town of Westlake by utilizing two sector
officers that overlap into the City of Keller. The police patrols will answer calls from the
public and proactively patrol the neighborhoods and businesses in Westlake. The contract
provides additional coverage for major incidents utilizing other sector officers from Keller.
Mark Hafner, Keller Police Chief
www.kellerpd.com
817-743-4501
Police Patrol
Under Development
Mark Hafner, Keller Police Chief
To provide follow-up investigations from patrol, investigate major crimes, process crime
scenes, and file criminal cases in county court
The Keller Police Department has been under contract to be the police department for the
Town of Westlake since 2002. The contract also provides full investigative services.
None
Investigation of Criminal Cases.
Police Services
5/19/10
Police Services
3
Police Services
Department Director:
Department Website:
Department Phone:
Program Information
Name Program Cost 53.38%402,224$
Objective
Program Measure
Activity Information
Name Activity Cost 0.93%7,000$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Animal Services and Adoption
To provide 24/7 law enforcement service to the Town of Westlake by utilizing two sector
officers that overlap into the City of Keller. The police patrols will answer calls from the
public and proactively patrol the neighborhoods and businesses in Westlake. The contract
provides additional coverage for major incidents utilizing other sector officers from Keller.
Mark Hafner, Keller Police Chief
www.kellerpd.com
817-743-4501
Police Patrol
Under Development
Mark Hafner, Keller Police Chief
To provide enforcement of the animal ordinances, pick-up and impound stray animals,
investigate bite incidents, and manage an animal shelter.
The Keller Police Department has been under contract to be the police department for the
Town of Westlake since 2002. The contract also provides Animal Control Services and the
use of the shelter.
None
Animal Control Services
Police Services
5/19/10
Police Services
4
Police Services
Department Director:
Department Website:
Department Phone:
Program Information
Name Program Cost 23.22%175,000$
Objective
Program Measure
Activity Information
Name Activity Cost 23.22%175,000$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measure FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Motorcycle Traffic Unit
Mark Hafner, Keller Police Chief
To provide effective traffic enforcement of the roadways in Westlake that will reduce the
number and severity of automobile collisions. Investigate traffic collisions including a
reconstruction unit for severe incidents. Provide traffic control during major events in the
area.
The Keller Police Department has been under contract to be the police department for the
Town of Westlake since 2002. The contract requires two full-time motorcycle officers
assigned to patrol the roadways within Westlake including SH114, 170, & 377.
None
Traffic enforcement and motor vehicle collision investigation.
Police Services
Under Development
To provide effective traffic enforcement of the roadways in Westlake that will reduce the
number and severity of automobile collisions. Investigate traffic collisions including a
reconstruction unit for severe incidents. Provide traffic control during major events in the
area.
Mark Hafner, Keller Police Chief
www.kellerpd.com
817-743-4501
Police Traffic Units
5/19/10
Police Services
5
Police Services
Department Director:
Department Website:
Department Phone:
Program Information
Name Program Cost 11.94%90,000$
Objective
Program Measure
Activity Information
Name Activity Cost 11.94%90,000$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measure FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Communications & Records
Mark Hafner, Keller Police Chief
To provide police, fire, and emergency medical service answering of 9-1-1 calls, dispatching
the proper resources, answering routine informational calls, and record keeping of all police
and communications reports.
The Keller Police Department has been under contract to be the police department for the
Town of Westlake since 2002. We have been the communications center for Westlake
answering their 9-1-1 calls from the public and dispatching their fire and emergency medical
service calls to the Westlake Fire Department.
None
Emergency Communications and Records Center
Police-Fire-EMS Services
Under Development
To provide police, fire, and emergency medical service answering of 9-1-1 calls, dispatching
the proper resources, answering routine informational calls, and record keeping of all police
and communications reports.
Mark Hafner, Keller Police Chief
www.kellerpd.com
817-743-4501
Emergency Communications
& Records
5/19/10
Police Services
6
Police Services
Department Director:
Department Website:
Department Phone:
Program Information
Name Program Cost 3.98%30,000$
Objective
Program Measure
Activity Information
Name Activity Cost 3.98%30,000$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Mark Hafner, Keller Police Chief
To provide a safe, secure, and humane environment for suspects arrested in Westlake
by Keller Police Officers and the Westlake Town Marshall. The suspects are detained
up to 72 hours until they make bond or taken to a county jail.
The Keller Police Department has been under contract to be the police department for
the Town of Westlake since 2002. The contract includes Detention Services.
None
Detention Services
Police Services
Detention Services
To provide a safe, secure, and humane environment for suspects arrested in Westlake
by Keller Police Officers and the Westlake Town Marshall. The suspects are detained
up to 72 hours until they make bond or taken to a county jail.
Mark Hafner, Keller Police Chief
www.kellerpd.com
817-743-4501
Detention Services
Under Development
5/19/10
Police Services
7
Police Services
Department Director:
Department Website:
Department Phone:
Program Information
Name Program Cost 7.47%56,326$
Objective
Program Measure
Activity Information
Name Activity Cost 7.47%56,326$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Performance Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Administration, Finance, H.R. &
Non-Operating
The costs associated with the administration and execution of the Police Services
Agreement with the City of Keller. They include administration, finance, human
resources, and non-operating.
Mark Hafner, Keller Police Chief
www.kellerpd.com
817-743-4501
General & Administrative
Charges
Under Development
Mark Hafner, Keller Police Chief
The costs associated with the administration and execution of the Police Services
Agreement with the City of Keller. They include administration, finance, human
resources, and non-operating costs.
The Keller Police Department has been under contract to be the police department for
the Town of Westlake since 2002.
None
Oversight and management of the Police Services agreement paid to the City of Keller.
Police Services
5/19/10
Police Services
8
Public Safety
Department 14
Activity Budget Percent
Emergency Operations
1 Fire/Emergency Services $ 333,075 30.03%
2 Emergency Medical Services 335,005 30.20%
3 Part Time Employees 171,403 15.45%
$ 839,484 75.68%
Operations Support
1 Medical Director Services 3,000 0.27%
2 Hydrant Maintenance/Testing 13,069 1.18%
3 Recruiting 6,020 0.54%
$ 22,089 1.99%
Emergency Prevention
1 Inspection Services $ 18,098 1.63%
2 Plan Review 3,741 0.34%
3 Public Education 10,205 0.92%
$ 32,044 2.89%
Billing Services
1 Billing Services $ 12,000 1.08%
$ 12,000 1.08%
Municipal Administration
1 Administration and Management $ 164,355 14.82%
2 Staff Training and Development 39,352 3.55%
$ 203,707 18.36%
1,109,324$ 100%
Richard Whitten
817-337-4722
Program
Department Director
Department Phone
5/19/10
Public Safety
1
Public Safety
Department Director:
Department Phone:
Program Information
Name Program Cost 75.68%839,484$
Objective
Program Measure
Activity Information
Name Activity Cost 30.03%333,075$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measure FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Fire/Emergency Services
Under Development
Richard Whitten, Interim Fire Chief
To prevent and eliminate the loss of life and property through fire suppression, prevention,
and incident mitigation. Providing a turnout time of 80 seconds or less and a response time
of 240 seconds or less 90% of the time with the NFPA 1710 recommended staffing.
The Westlake Fire-Rescue Department was created by Town ordinance on May 13, 2002.
On February 14, 2005, the Town amended the ordinance and established the Westlake
Department of Public Safety.
None
Fire, Medical, & Rescue Response, Hazardous Materials Mitigation; Daily Equipment Checks
and Maintenance; Facilities Maintenance and Cleanup; Training and Company Drills;
Hydrant Testing, Hose Testing, Homeland Security; Fire & Medical CEs, Special Operation
Classes; District Education; Pre-Incident Planning
Emergency Medical and Hazardous Materials responses; Fire Inspections
To provide emergency services to the general public through incident control and
mitigation. To meet the National Fire Protection Association (NFPA) Standard 1710,
providing a response time of 4 minutes or less 90% of the time with the recommended
Staffing levels 100% of the time.
Richard Whitten
817-337-4722
Emergency Operations
5/19/10
Public Safety
2
Public Safety
Department Director:
Department Phone:
Program Information
Name Program Cost 75.68%839,484$
Objective
Program Measure
Activity Information
Name Activity Cost 30.20%335,005$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measure FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Richard Whitten, Interim Fire Chief
To provide for the treatment and transportation of emergency medical incidents
throughout the community in order to preserve life and improve health. Providing a
turnout time of 60 seconds or less and a response time of 240 seconds or less 90% of the
time with the NFPA 1710 recommended staffing.
The Westlake Fire-Rescue Department was created by Town ordinance on May 13, 2002.
On February 14, 2005, the Town amended the ordinance and established the Westlake
Department of Public Safety.
None
Emergency Medical response and transportation within the Town of Westlake; Emergency
Medical Training
Fire Protection Services and Hazardous Materials responses.
To provide emergency services to the general public through incident control and
mitigation. To meet the National Fire Protection Association (NFPA) Standard 1710,
providing a response time of 4 minutes or less 90% of the time with the recommended
staffing levels 100% of the time.
Richard Whitten
817-337-4722
Emergency Operations
Emergency Medical Services
Under Development
5/19/10
Public Safety
3
Public Safety
Department Director:
Department Phone:
Program Information
Name Program Cost 75.68%839,484$
Objective
Program Measure
Activity Information
Name Activity Cost 15.45%171,403$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measure FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Richard Whitten
817-337-4722
Emergency Operations
Filling the 14 hour position and full time vacancies
Performs all roles and responsibilities of full time personnel
Richard Whitten, Interim Fire Chief
To provide emergency services to the general public through incident control and
mitigation. To meet the National Fire Protection Association (NFPA) Standard 1710,
providing a response time of 4 minutes or less 90% of the time with the recommended
staffing levels 100% of the time.
To provide a resource pool of qualified part-time personnel to achieve the goal meeting
recommended staffing levels to increase the safety and efficiency of the department
The Westlake Fire-Rescue Department was created by Town ordinance on May 13, 2002.
On February 14, 2005, the Town amended the ordinance and established the Westlake
Department of Public Safety.
9 part-time positions have been replaced with 9 full-time staff positions; 3 - 14 hour part-
time positions were added FY 2008
Part Time Employees
Under Development
5/19/10
Public Safety
4
Public Safety
Department Director:
Department Phone:
Program Information
Name Program Cost 1.99%22,089$
Objective
Program Measure
Activity Information
Name Activity Cost 0.27%3,000$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Richard Whitten / John Anshon, DO (Medical Director)
To provide comprehensive medical oversight, medical protocols, credentialing standards,
infection control programs, training and quality assurance coordination and program
development
The Westlake Fire Department began using Dr. Anshon as Medical Control in 2002
None
Medical Oversight; Protocols; Provider Credentialing; Credentialing Standards; System
Coordination
Training; Quality Assurance; Infection Control; Public Education
Medical Director Services
Under Development
To provide effective and efficient support functions for the Operations Division by
promoting partnerships and services
Richard Whitten
817-337-4722
Operations Support
5/19/10
Public Safety
5
Public Safety
Department Director:
Department Phone:
Program Information
Name Program Cost 1.99%22,089$
Objective
Program Measure
Activity Information
Name Activity Cost 1.18%13,069$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Under Development
Richard Whitten, Interim Fire Chief
To provide routine testing and maintenance of the Town's fire hydrants ensuring their
operational readiness in cooperation with the Public Works Division
Westlake Fire Department has been working in cooperation with Public Works for Hydrant
Maintenance since 2002. WFD provides the testing and maintenance. Public Works
provides the needed repairs.
None
Testing and maintaining fire hydrants
Hydrant Maintenance/Testing
Richard Whitten
817-337-4722
Operations Support
To provide effective and efficient support functions for the Operations Division by
promoting partnerships and services
5/19/10
Public Safety
6
Public Safety
Department Director:
Department Phone:
Program Information
Name Program Cost 1.99%22,089$
Objective
Program Measure
Activity Information
Name Activity Cost 0.54%6,020$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
When WFD began hiring full time staff, a recruiting process was implemented has been
evolving since.
None
Provide written test administration; physical ability testing; pre-employment exams and
physicals; encouraging applicants to apply with The Town of Westlake; decreasing turn-over
rate
Interview panels
Under Development
Richard Whitten, Interim Fire Chief
To provide a valid testing process to ensure high quality personnel to fill vacancies; to
reduce the turn-over rate. Further, reducing the uniform cost of outfitting a new employee
Recruiting
To provide effective and efficient support functions for the Operations Division by
promoting partnerships and services
Richard Whitten
817-337-4722
Operations Support
5/19/10
Public Safety
7
Public Safety
Department Director:
Department Phone:
Program Information
Name Program Cost 2.89%32,044$
Objective
Program Measure
Activity Information
Name Activity Cost 1.63%18,098$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Inspection Services
To prevent the loss of life and property through fire protection inspection, code compliance
and public education. Provides fire and arson investigations.
Richard Whitten
817-337-4722
Emergency Prevention
Under Development
Richard Whitten
To provide Code Inspection services to ensure citizens have a fire safe environment.
WFD began contracting with The City of Southlake for their inspection services. Through a
transitional phase WFD has been performing all inspection services.
None
Inspections/Code Compliance; Company In-Service Inspections; Records Management
Plan Reviews; Public Education; Community Relations
5/19/10
Public Safety
8
Public Safety
Department Director:
Department Phone:
Program Information
Name Program Cost 2.89%32,044$
Objective
Program Measure
Activity Information
Name Activity Cost 0.34%3,741$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Plan Review
To prevent the loss of life and property through fire protection inspection, code compliance
and public education. Provides fire and arson investigations.
Richard Whitten
817-337-4722
Emergency Prevention
Under Development
Richard Whitten
To provide the review of plans for Code Compliance
WFD requires that all plans be reviewed by a professional engineering company such as
Reed Fire Protection. WFD reviews all plans and has final approval.
None
Reviewing plans for Code Compliance of new buildings fire protection systems
Fire Inspections
5/19/10
Public Safety
9
Public Safety
Department Director:
Department Phone:
Program Information
Name Program Cost 2.89%32,044$
Objective
Program Measure
Activity Information
Name Activity Cost 0.92%10,205$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Richard Whitten
To provide all hazard awareness through education to citizens so they can effectively and
proactively take steps to reduce injury, the loss of life and property; target programs to
Westlake Academy students and educators; networking with local businesses
Westlake Fire Department has been providing Public Education since 2002 and has been
working to increase the programs performed. WFD performs programs at the Academy and
local businesses within The Town of Westlake.
None
CPR and AED training; Evacuation Drills, All Hazard Awareness and Education
Community Outreach Programs; Home Hazard Assessments
To prevent the loss of life and property through fire protection inspection, code compliance
and public education. Provides fire and arson investigations.
Richard Whitten
817-337-4722
Emergency Prevention
Public Education
Under Development
5/19/10
Public Safety
10
Public Safety
Department Director:
Department Phone:
Program Information
Name Program Cost 1.08%12,000$
Objective
Program Measure
Activity Information
Name Activity Cost 1.08%12,000$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measure FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Billing Services
To provide billing services for the EMS division of the Fire Department, to extend patient
care and reduce the cost of EMS operations.
Richard Whitten
817-337-4722
Billing Services
Under Development
Richard Whitten, Interim Fire Chief
To facilite insurance reimbursement, offer payment plans, and manage medical records for
the EMS division of the Fire Department, to extend patient care and reduce the cost of EMS
operations.
The Fire Department began contracting with Intermedix, Inc in 2007.
None
Customer Service, Data Entry, Research and Collections, Billing, Medical Records
Management
N/A
5/19/10
Public Safety
11
Public Safety
Department Director:
Department Phone:
Program Information
Name Program Cost 18.36%203,707$
Objective
Program Measure
Activity Information
Name Activity Cost 14.82%164,355$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measure FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
To provide all other services needed to support all divisions and programs; overall
department operational expenses, functions and activities.
Richard Whitten
817-337-4722
Municipal Administration
Administration and Management
Under Development
Richard Whitten, Interim Fire Chief
To Administer and Manage all functions within the organization; oversight in ensuring the
compliance of Federal, State and Local laws and regulations pertaining to the Town's and
Department's operations through implementing, review, and revision of policies and
procedures; personnel evaluations; program activities; QA Fire and EMS reports.
The Town of Westlake hired the first Fire Chief in 2001 who started developing the Fire
Department.
None
Oversight of Departmental Administration and Operations; Town and Department Policy
and Procedure Administration and compliance; Budget Administration; Program Activity
Oversight; ensure a QA reports for Fire and EMS
Personnel support in the performance of duties and assignments
5/19/10
Public Safety
12
Public Safety
Department Director:
Department Phone:
Program Information
Name Program Cost 18.36%203,707$
Objective
Program Measure
Activity Information
Name Activity Cost 3.55%39,352$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measure FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Richard Whitten, Interim Fire Chief
To provide a Professional Standards program through training and education; meet
mandated continue education training annually as required by the State of Texas; New
Employee Training; Staff Development activity in order to produce and maintain competent
and confident personnel.
Westlake Fire Department has been providing the State required CE's hours for the
Firefighters while providing additional certification training.
None
Provide a minimum of 20 hours of Fire CE's, 10 hours of Hazardous Materials CE's annually;
144 hours of EMS CE's for a Paramedic, and 72 hours of EMS CE's for an EMT every four
years; provide additional training for development of personnel development
Specialized Training Programs and Activities
Staff Training and Development
To provide all other services needed to support all divisions and programs; overall
department operational expenses, functions and activities.
Richard Whitten
817-337-4722
Municipal Administration
Under Development
5/19/10
Public Safety
13
This page is intentionally blank
Municipal Court
Department 15
Activity Budget Percent
Case Processing
1 Citation Management 29,357 7.13%
2 Customer Service 34,040 8.27%
3 Financial Processing 17,115 4.16%
$ 80,513 19.56%
Docketing
1 Plea Docket 34,005 8.26%
2 Pre-Trial Docket 30,754 7.47%
3 Trial Docket 19,814 4.81%
$ 84,573 20.54%
Warrant and Jail Services
1 Issuance Function 13,112 3.18%
2 Field & Office Arrests 74,420 18.08%
3 Jail Processing 30,659 7.45%
$ 118,190 28.71%
Collection Services
1 Case Submission 3,728 0.91%
2 Financial Processing 15,491 3.76%
3 Contract Management 4,434 1.08%
$ 23,653 5.74%
Judiciary & Administration
1 Case Review & Archival 15,565 3.78%
2 Staff Management 22,100 5.37%
3 Legislative & Legal Compliance 17,546 4.26%
4 Monthly Reporting, Financial Oversight and Budgeting 8,036 1.95%
$ 63,247 15.36%
Academic Governance
1 Westlake Academy 29,323 7.12%
$ 29,323 7.12%
Municipal Governance
1 Town of Westlake 12,218 2.97%
$ 12,218 2.97%
411,716$ 100.00%
Amanda DeGan
817-430-0861
Program
Department Director
Department Phone
5/19/10
Municipal Court
1
Municipal Court
Department Director:
Department Phone:
Program Information
Name Program Cost 19.56%80,513$
Objective
Program Measure
Activity Information
Name Activity Cost 7.13%29,357$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Amanda DeGan
817-430-0861 ext. 9
Case Processing
Martha Solis, Deputy Court Clerk
None
To provide customer service duties via various points of contact, handle the initial citation
entry of information in the court software, receipt payments, process deposits and
correspond with defendants and other court patrons.
Perform the vital functions of citation entry, case closure and maintenance of the
software system to provide an accurate reflection of case dockets and final judgments.
Legal authority is derived from the State of Texas and Municipal Court judicial orders. All
activities pertaining to the initiation of case filings and the creation of a criminal or
ordinance violation from the Police Department and Code Enforcement are included in
this activity.
None
Case review and entry; jacket (case file) creation; dismissal processing; court date resets
and notifications; late notice reminders.
Citation Management
Under Development
5/19/10
Municipal Court
2
Municipal Court
Department Director:
Department Phone:
Program Information
Name Program Cost 19.56%80,513$
Objective
Program Measure
Activity Information
Name Activity Cost 8.27%34,040$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
To provide customer service duties via various points of contact, handle the initial citation
entry of information in the court software, receipt payments, process deposits and
correspond with defendants and other court patrons.
To provide prompt, legally accurate explanations of judicial procedures, State laws, and
the various options available to defendants charged with a Class C misdemeanor or
ordinance violation.
Legal authority is derived from the State of Texas and Municipal Court judicial orders. All
activities pertaining to the customer service requirements are included in this activity.
None
Phone, fax and mail processing; Lobby service to walk in patrons; Deferred and driver
safety request processing; Explanation of court options for violations.
Customer Service
Martha Solis, Deputy Court Clerk
Amanda DeGan
817-430-0861 ext. 9
Case Processing
None
Under Development
5/19/10
Municipal Court
3
Municipal Court
Department Director:
Department Phone:
Program Information
Name Program Cost 19.56%80,513$
Objective
Program Measure
Activity Information
Name Activity Cost 4.16%17,115$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Amanda DeGan
817-430-0861 ext. 9
Case Processing
To receipt fine payments, post cash bonds, process dismissal fees and complete the
deposit function for the Finance department.
Legal authority is derived from the State of Texas, Municipal Court judicial orders and
standard accounting practices. All activities pertaining to the cash processing and
financial record keeping are included in this activity.
None
Receipt and recording of all payments or dismissal fees (mail, on-line, fax, and in-person);
Cash bond posting for warrant case files; Reconciliation of cash drawer; Processing
deposits for Finance.
None
Sharon Wilson and Martha Solis, Deputy Court Clerks
Financial Processing
To provide customer service duties via various points of contact, handle the initial citation
entry of information in the court software, receipt payments, process deposits and
correspond with defendants and other court patrons.
Under Development
5/19/10
Municipal Court
4
Municipal Court
Department Director:
Department Phone:
Program Information
Name Program Cost 20.54%84,573$
Objective
Program Measure:
Activity Information
Name Activity Cost 8.26%34,005$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Amanda DeGan
817-430-0861 ext. 9
Docketing
To set case files for plea entry, prosecutorial appointments, property hearings, and trial
settings, based on the initial plea of guilty or not guilty as entered by a defendant.
Plea Docket
To comply with legal mandates to provide defendants with the ability to enter a plea of
guilty, not guilty or nolo contendere (no contest) to their pending charges in open court.
Under Development
Martha Solis & Sharon Wilson, Deputy Court Clerks
Set cases for plea docket and processing case files as needed based on the type of plea
entered by the defendant; Notify attorney representatives of initial hearings for
defendants who have retained counsel.
None
Docketing is an integral componenet to the overall case processing function and allows
the defendant to initiate the steps necessary to contest or dispose of their citaition(s) as
afforded by law.
None
5/19/10
Municipal Court
5
Municipal Court
Department Director:
Department Phone:
Program Information
Name Program Cost 20.54%84,573$
Objective
Program Measure:
Activity Information
Name Activity Cost 7.47%30,754$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Amanda DeGan
817-430-0861 ext. 9
Docketing
To set case files for plea entry, prosecutorial appointments, property hearings, and trial
settings, based on the initial plea of guilty or not guilty entered by a defendant.
None
Pre-Trial Docket
To provide defendants with the opportunity to speak with the prosecutor and file any
necessary motions prior to trial dates.
Under Development
Sharon Wilson, Deputy Court Clerk
Coordinate activities of the prosecutor and defendants to schedule pre-trial dates; Process
prosecutorial motions for Judge's review; Accept motions and related case documents
prior to trial for witness subpoena and discovery requests.
None
In an effort to efficiently manage the case dockets, an interim step - the pre-trial docket -
was instituted to allow defendants to pre-screen their cases with the prosecutor before a
jury panel and the officers are summoned to court.
5/19/10
Municipal Court
6
Municipal Court
Department Director:
Department Phone:
Program Information
Name Program Cost 20.54%84,573$
Objective
Program Measure:
Activity Information
Name Activity Cost 4.81%19,814$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Amanda DeGan
817-430-0861 ext. 9
Docketing
To set case files for plea entry, prosecutorial appointments, property hearings, and trial
settings, based on the initial plea of guilty or not guilty entered by a defendant.
None
Trial Docket
To provide trial settings which are guaranteed through the Sixth Amendment to the
United States Constitution.
Under Development
Amanda DeGan, Municipal Court Director
Schedule hearing dates; Notify defendants, attorneys and officers of pending cases;
Process subpoena requests and produce documents for inspection as needed; Process
final judgments for each case and deliver appeals to the county court as needed.
None
Plea dockets serve the vital function of assisting the defendant in pursuing their
Constitutional right to confront their accuser in court and present the facts of their case to
either a Judge or to a jury of their peers to decide guilt or innocence.
5/19/10
Municipal Court
7
Municipal Court
Department Director:
Department Phone:
Program Information
Name Program Cost 28.71%118,190$
Objective
Program Measure:
Activity Information
Name Activity Cost 3.18%13,112$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Issuance of probable cause affidavits for the Judge to review; Written complaint generation;
Review of case files to protect defendants right of protection from unlawful arrest according
to the Fourth Amendment; Omni holds are placed on driver license renewals to increase
compliance.
Field & Office Service
None
None
To review of the case file to make the proper determination of the need to issue an alias
arrest warrant or capias pro fine warrant.
Warrant and Jail Services
817-430-0861 ext. 9
Issue arrest warrants, track defendants through the citation information to initiate case
closure, perform field arrests, and work with surrounding municipalities to process those
defendants arrested for Westlake offenses.
Amanda DeGan, Municipal Court Director
Issuance Function
Amanda DeGan
Under Development
5/19/10
Municipal Court
8
Municipal Court
Department Director:
Department Phone:
Program Information
Name Program Cost 28.71%118,190$
Objective
Program Measure:
Activity Information
Name Activity Cost 18.08%74,420$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Provide the defendant with the ability to handle the monetary portion of their judgment
through the payment of the fines prior to arrest, posting of a cash bond to secure a court
hearing or to spend a determined amount of time incarcerated in the jail facility to
discharge the corresponding fees and fine amounts.
None
None
Contact defendants via phone/mail to initiate case closure opportunities; Serve warrants
in the field through arrest and incarceration; Transport prisoners to the jail facility;
Process indigency affidavits for judicial review.
Jail Processing & Police Detention Services
Troy Crow, Town Marshal
Field and Office Arrests
Issue arrest warrants, track defendants through the citation information to initiate case
closure, perform field arrests, and work with surrounding municipalities to process those
defendants arrested for Westlake offenses.
Amanda DeGan
817-430-0861 ext. 9
Warrant and Jail Services
Under Development
5/19/10
Municipal Court
9
Municipal Court
Department Director:
Department Phone:
Program Information
Name Program Cost 28.71%118,190$
Objective
Program Measure:
Activity Information
Name Activity Cost 7.45%30,659$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Police Enforcement and Field & Office Service
To provide an arrest which is handled according to the applicable laws and allows for a
defendant's request to post a cash bond, obtain time served jail credit, plead not guilty and
facilitate indigeny requests to discharge fine amounts.
Jail processing involves the booking procedures at the arresting agency and is governed by
federal and state law or judicial mandates to fairly and lawfully handle the defendant during
custody. Procedures are specific to the arresting and incarcerating agency.
None
Search and custody procedures are handled as directed by the jail facility; Time served
requests are presented to the Judge for final approval and judgment
Troy Crow, Town Marshal
Issue arrest warrants, track defendants through the citation information to initiate case
closure, perform field arrests, and work with surrounding municipalities to process those
defendants arrested for Westlake offenses.
Amanda DeGan
817-430-0861 ext. 9
Warrant and Jail Services
Jail Processing
Under Development
5/19/10
Municipal Court
10
Municipal Court
Department Director:
Department Phone:
Program Information
Name Program Cost 5.74%23,653$
Objective
Program Measure:
Activity Information
Name Activity Cost 0.91%3,728$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Provide for case submission on a timely basis to transfer electronic information to an
outside collection agency for additional opportunities to resolve pending cases and
facilitate additional closures.
Review of sufficiently aged cases for the electronic transfer of the files to the collection
agency; Electronic transfer of the information; Removal of affected cases to a pending
status for the collection agency; Proper marking of files and assessment of collection fees.
This activity augments the in-house efforts of the Marshal's office to bring about final
resolution to outstanding case files.
None
Amanda DeGan, Municipal Court Director
None
Case Submission
Under Development
Amanda DeGan
Transfer of the aged arrest warrants and delinquent citations to a third party for additional
efforts to resolve the pending cases.
817-430-0861 ext. 9
Collection Services
5/19/10
Municipal Court
11
Municipal Court
Department Director:
Department Phone:
Program Information
Name Program Cost 5.74%23,653$
Objective
Program Measure:
Activity Information
Name Activity Cost 3.76%15,491$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
None
Case location and receipt generation for payments; Processing of deposit for Finance
department transactions; Warrant recall from dispatch.
The activity works as it provides additional collection services for the financial aspect of
Class C misdemeanors.
To accurately apply third party payments to the outstanding cases and recall the arrest
notices from the TCIC/NCIC database, through the dispatch office, to cancel warrant
notification.
Sharon Wilson, Deputy Court Clerk
Contract Management and Monthly Reporting
Financial Processing
Under Development
Amanda DeGan
Transfer of the aged arrest warrants and delinquent citations to a third party for additional
efforts to resolve the pending cases.
817-430-0861 ext. 9
Collection Services
5/19/10
Municipal Court
12
Municipal Court
Department Director:
Department Phone:
Program Information
Name Program Cost 5.74%23,653$
Objective
Program Measure:
Activity Information
Name Activity Cost 1.08%4,434$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
None
Contract review and discussions with vendors; Billing examination for errors and final
payments.
Contract management is necessary to ensure the Town is receiving the appropriate and
affordable services through periodic comparison of multiple agencies who perform third
party collections. To date, this is our third collection provider company. Failure to monitor
this activity will result in error prone billing documents and contract percentages which may
result in unnecessary payments, that were either not collected from the defendant during
the payment process or were not due to the collection agency.
To oversee and manage the third party contract as it relates to our outside vendor for
collection services.
Amanda DeGan, Municipal Court Director and Sharon Wilson, Deputy Court Clerk
Financial Processing
Contract Management
Under Development
Amanda DeGan
Transfer of the aged arrest warrants and delinquent citations to a third party for additional
efforts to resolve the pending cases.
817-430-0861 ext. 9
Collection Services
5/19/10
Municipal Court
13
Municipal Court
Department Director:
Department Phone:
Program Information
Name Program Cost 15.36%63,247$
Objective
Program Measure:
Activity Information
Name Activity Cost 3.78%15,565$
Objective
History
Changes
Core Services
Related Activities All municipal court activities.
Activity Leader Brad Bradley, Municipal Judge & Amanda DeGan, Municipal Court Director
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
The judicial functions and administration of court procedures are directed by the Municipal
Court Judge through the Court Administrator. Case review and judgment duties are the
sole responsibility of the Judge. Staff prepares documents for judicial review and signature
prior to final disposition. In addition, the Judge is responsible for record management
duties which may be delegated to the clerk.
Signature of final judgment and motions; Issuance of standing orders for Staff direction;
Overview of policy and procedures within the Court office; Archival of case files and review
of destruction activities.
None
To review and enter judgments on cases pending before the Municipal Court in an efficienct
and impratial manner.
To allow defendants and court patrons to settle or direct their cases through the judicial
process.
Case Review and Archival
Under Development
Amanda DeGan
817-430-0861 ext. 9
Judiciary & Administration
5/19/10
Municipal Court
14
Municipal Court
Department Director:
Department Phone:
Program Information
Name Program Cost 15.36%63,247$
Objective
Program Measure:
Activity Information
Name Activity Cost 5.37%22,100$
Objective
History
Changes None
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Amanda DeGan, Municipal Court Director
Staff direction is the responsibility of the Municipal Court Director who works in tandem with
the Judge to ensure the daily operations are consistent with legal requirements and
customary procedures. Staff direction also includes working with the prosecutor.
Oversight of staff efforts; Monitoring of processes to remain compliant with changes in the
law and as it applies to court costs assessed by the department; Annual performance
reviews; Hiring and firing of staff as necessary; Scheduling of court dockets; Work with
prosecutor to obtain complaints, and process the pre-trial and trial dockets.
Provide staff with the leadership and management functions necessary to maintain daily
operational efficiency at a high level while providing accurate customer service duties.
All municipal court activities.
To allow defendants and court patrons to settle or direct their cases through the judicial
process.
Staff Management
Under Development
Amanda DeGan
817-430-0861 ext. 9
Judiciary & Administration
5/19/10
Municipal Court
15
Municipal Court
Department Director:
Department Phone:
Program Information
Name Program Cost 15.36%63,247$
Objective
Program Measure:
Activity Information
Name Activity Cost 4.26%17,546$
Objective
History
Changes None
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Amanda DeGan, Municipal Court Director
Legislative updates occur on a biennial basis, which are then implemented in the Court
office for the following fiscal or calendar year. Many times, these updates or new laws
require modifications to the existing court costs and routinely affect court operations.
Attend legislative update sessions through the Texas Municipal Courts Education Center to
increase compliance and understanding of new procedures; Town Marshal to attend
warrant officer and other legally mandated training for TCLEOSE certification; Implement
changes in court costs, forms, procedures or defendant notification as needed.
To remain current on all legal updates and implement these in an effective manner.
Citation Management & Staff Management
To allow defendants and court patrons to settle or direct their cases through the judicial
process.
Legislative & Legal Compliance
Under Development
Amanda DeGan
817-430-0861 ext. 9
Judiciary & Administration
5/19/10
Municipal Court
16
Municipal Court
Department Director:
Department Phone:
Program Information
Name Program Cost 15.36%63,247$
Objective
Program Measure:
Activity Information
Name Activity Cost 1.95%8,036$
Objective
History
Changes None
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Amanda DeGan
817-430-0861 ext. 9
Judiciary & Administration
Prepare statistical reports for the state, police department, Town Manager and Council -
either as needed or on a monthly basis; Preparation of financial reports and monitoring of
revenue collections; Budget preparation on an annual basis, to include revenue forecasting
and expenditure review.
Legislative & Legal Compliance
Amanda DeGan, Municipal Court Director
To allow defendants and court patrons to settle or direct their cases through the judicial
process.
Prepare timely reports to all necessary state agencies and the Town Manager.
The Court is mandated through legislative directive to provide statistical data to the Office
of Court Administration on a monthly basis.
Monthly Reporting, Financial
Oversight & Budgeting
Under Development
5/19/10
Municipal Court
17
Municipal Court
Department Director:
Department Phone:
Program Information
Name Program Cost 7.12%29,323$
Objective
Program Measure:
Activity Information
Name Activity Cost 7.12%29,323$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Support the Town Manager/Chief Executive Officer with the completion of special project
requests, and policy research.
Under Development
Amanda DeGan
817-430-0861 ext. 9
Academic Governance
Amanda DeGan, Municipal Court and Special Projects Director
None
Policy research and preparation for the Board of Trustees relative to the governance and
programs of Westlake Academy as directed by the CEO; Strategic Plan co-ordination with
staff; Board presentations as needed; Participation in the Westlake Academy Leadership
Team and Campus Leadership Team; Parent meeting attendance.
Academic Administration
Westlake Academy
To compliment and support the efforts of the Chief Executive Officer and the Senior
Management Team of Westlake Academy.
The duties contained in this program have developed as the school has reached the full K-
12 spectrum of educational courses and school leadership was returned to the Town
Manager/CEO.
5/19/10
Municipal Court
18
Municipal Court
Department Director:
Department Phone:
Program Information
Name Program Cost 2.97%12,218$
Objective
Program Measure:
Activity Information
Name Activity Cost 2.97%12,218$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
None
None
To compliment and support the efforts of the Town Manager and the Leadership Team of
the Town of Westlake.
Amanda DeGan, Municipal Court and Special Projects Director
Municipal Administration
Strategic Plan coordination with staff; Board presentations on an as needed basis; Special
projects as directed by the Town Manager; Assistance for fellow department head's in
policy preparation.
817-430-0861 ext. 9
Amanda DeGan
Support the Town Manager/Chief Executive Officer with the completion of special project
requests, and policy research
Municipal Governance
Town of Westlake
Under Development
5/19/10
Municipal Court
19
This page is intentionally blank
General Fund Public Works
Department 16
Jarrod Greenwood
Activity Budget Percent
ROW Management
1 Drainage 55,750 30.40%
2 Line Locates 2,475 1.35%
3 Duct Bank Management 4,950 2.70%
4 Open Space Services 76,425 41.67%
$ 139,600 76.12%
Transportation Services
1 Sign and Signal Maintenance 5,655 3.08%
2 Pavement & Shoulder Maintenance 23,275 12.69%
3 Street Reconstruction 6,620 3.61%
$ 35,550 19.38%
Municipal Governance
1 Town Council Meetings/Workshops 7,425 4.05%
$ 7,425 4.05%
Citizen Engagement and Communication
1 Neighborhood Gatherings and Outreach 825 0.45%
$ 825 0.45%
183,399$ 100%
Program
Department Director:
Department Phone:817-490-5717
5/19/10
GF Public Works
1
Public Works
Department Director:
Department Phone:
Program Information
Name Program Cost 76.12%139,600$
Objective
Program Measure
Activity Information
Name Activity Cost 30.40%55,750$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Jarrod Greenwood
817-490- 5717
Under Development
Street Reconstruction and Pavement/Shoulder Maintenance
Preserve, protect, or acquire rights-of-way and corridors in order to implement
coordinated land use and transportation planning, to provide for future planned
growth, to protect public utility infrastructure, and to ensure that the transportation
system is adequate to meet future needs.
Protect, to the greatest extent practicable, life, property and the environment from
loss, injury and damage by pollution, erosion, flooding, and other potential hazards,
whether from natural causes or from human activity.
ROW Management
Drainage
The Town's drainage system has remained largely in a natural state with minimum
maintenance. Drainage ditches and culverts have been encouraged and are the
predominant method of storm water drainage in the Town.
Jarrod Greenwood, Public Works Director
None
Meet with citizens regarding drainage problems and take appropriate corrective
actions. Since a majority of Westlake's drainage system are ditches, they must be re-
graded and cleaned to remove silt that has accumulated over time with some needing
to be re-graded due to erosion.
5/19/10
GF Public Works
2
Public Works
Department Director:
Department Phone:
Program Information
Name Program Cost 76.12%139,600$
Objective
Program Measure
Activity Information
Name Activity Cost 1.35%2,475$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Jarrod Greenwood
817-490- 5717
ROW Management
Preserve, protect, or acquire rights-of-way and corridors in order to implement
coordinated land use and transportation planning, to provide for future planned
growth, to protect public utility infrastructure, and to ensure that the transportation
system is adequate to meet future needs.
To protect water, sewer, and telecommunication DuctBank lines within the Town's
ROW.
Line Locates
Water/Sewer maintenance and repairs, DuctBank Management, Drainage
Under Development
Municipal utilities are frequently damaged by contractors working within the ROW. To
help prevent damage to underground lines, the State of Texas enacted the "Texas One
Call" law that requires any person digging to call and request lines to be located.
Westlake is one of a few municipalities that are a member of the "Texas One Call" line
locate system, which means the Town is notified of every line locate request. This
reduces the likelihood that the Town's underground lines will be damaged.
Jarrod Greenwood, Public Works Director
None
Once a caller has called the "Texas One Call" number, the request Is forwarded to the
Town. State Law requires us to respond within 48 hours, unless it is an emergency in
which case we have 2 hours to respond. The Town must also call to request line
locates for any maintenance or repair work on the water, sewer, storm, and ductbank
lines. Staff must mark line location with paint or flags and meet with contractors
regarding construction projects and the potential impacts to the utility lines and to
ensure their protection.
5/19/10
GF Public Works
3
Public Works
Department Director:
Department Phone:
Program Information
Name Program Cost 76.12%139,600$
Objective
Program Measure
Activity Information
Name Activity Cost 2.70%4,950$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Duct Bank Management
Under Development
Jarrod Greenwood
817-490- 5717
ROW Management
Preserve, protect, or acquire rights-of-way and corridors in order to implement
coordinated land use and transportation planning, to provide for future planned
growth, to protect public utility infrastructure, and to ensure that the transportation
system is adequate to meet future needs.
Provide telecommunication providers with public infrastructure with the right-of-way
in order to protect the integrity and aesthetical value of public and private property.
Jarrod Greenwood, Public Works Director
The Town of Westlake began installing the DuctBank in 2001 and continues to require
the installation and extension as a function of future development. The DuctBank
provides the citizens of Westlake the comfort of knowing their property will not be
damaged when a telecom provider needs to repair a line. The DuctBank also ensures
that telecommunication lines are concentrated to one section of ROW, thus
minimizing accidental cuts by contractors and reducing disruption to citizens.
None
Meet with telecommunication providers to permit access; Locate/mark Town owned
utility lines; Repair and maintain DuctBank infrastructure; Monitor excavation work
encroaching DuctBank lines
Line Locates, Water/Sewer maintenance and repairs, Drainage
5/19/10
GF Public Works
4
Public Works
Department Director:
Department Phone:
Program Information
Name Program Cost 76.12%139,600$
Objective
Program Measure
Activity Information
Name Activity Cost 41.67%76,425$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Jarrod Greenwood, Public Works Director
Preserve, protect, or acquire rights-of-way and corridors in order to implement
coordinated land use and transportation planning, to provide for future planned
growth, to protect public utility infrastructure, and to ensure that the transportation
system is adequate to meet future needs.
Maintain ROW landscape in a an aesthetically pleasing manner that prevents a hazard
to private property, traffic, or public utilities.
As the Town has increased the number of residential subdivisions, this has resulted in
an increase in the amount of landscaped area within the ROW. The largest percentage
of costs is attributed to irrigation of medians and ROW.
None
ROW landscape irrigation; removal of trees and/or limbs that limit line of sight view
for motorist, obscuring traffic enforcement and warning signs, and create a hazard to
large vehicles. Removal of trees that fall and obstruct traffic.
Open Space Services
Park Maintenance - Open Space Services, Sign and Signal Maintenance, Traffic
Enforcement, Municipal Court Services
Under Development
Jarrod Greenwood
817-490- 5717
ROW Management
5/19/10
GF Public Works
5
Public Works
Department Director:
Department Phone:
Program Information
Name Program Cost 19.38%35,550$
Objective
Program Measure
Activity Information
Name Activity Cost 3.08%5,655$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Jarrod Greenwood, Public Works Director
Request and meet with TxDOT about re-striping, sign, and signal maintenance of state
owned equipment within Westlake. Respond to complaints from motorists regarding
damaged or obscured traffic control signs. Respond to request from law enforcement
official and residents for additional striping, and traffic control/warning signs. Install,
repair, and maintain traffic control signs, signals, and pavement markings.
Park Maintenance - Open Space Services, Traffic enforcement and Municipal Court
While the number of miles of public street has not increased in Westlake in over a
decade, the amount of traffic has due to the addition of Chrysler Financial, Fidelity
Investments, Glenwyck, Vaquero, and Westlake Academy. The increased traffic flow
has resulted in an increased number of signs damaged by motorists. A traffic study
conducted in 2008 showed the number of vehicles travelling on Dove Road to be
approximately 3,600 per day and on Ottinger road to be approximately 1,700 per day.
None
Sign and Signal maintenance
Guide, warn, and regulate the flow of traffic, including motor vehicles, bicycles,
pedestrians, equestrians, and other travelers.
Jarrod Greenwood
Plan, manage and oversee the delivery of a safe, efficient and integrated
transportation system that supports sustainable economic, social and environmental
outcomes.
817-490-5717
Transportation Services
Under Development
5/19/10
GF Public Works
6
Public Works
Department Director:
Department Phone:
Program Information
Name Program Cost 19.38%35,550$
Objective
Program Measure
Activity Information
Name Activity Cost 12.69%23,275$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Jarrod Greenwood, Public Works Director
Conduct pavement condition survey and rate streets based on amount of
deterioration; Patch potholes; Reshape and regrade shoulder; Repair/fill pavement
edges; Crack seal; Conduct traffic study and provide reports to law enforcement and
municipal court services.
Traffic enforcement and Municipal Court Services
While the number of miles of public street has not increased in Westlake in over a
decade, the amount of traffic has due to the addition of Chrysler Financial, Fidelity
Investments, Glenwyck, Vaquero, and Westlake Academy. The increased traffic flow
has resulted in an increased number of signs damaged by motorists. A traffic study
conducted in 2008 showed the number of vehicles travelling on Dove Road to be
approximately 3,600 per day and on Ottinger road to be approximately 1,700 per day.
None
Provide a safe roadway surface, preserve the Town's capital investments in the
pavement and to maintain a riding quality satisfactory to the traveling public.
Pavement and Shoulder
Maintenance
Under Development
Jarrod Greenwood
Plan, manage and oversee the delivery of a safe, efficient and integrated
transportation system that supports sustainable economic, social and environmental
outcomes.
817-490-5717
Transportation Services
5/19/10
GF Public Works
7
Public Works
Department Director:
Department Phone:
Program Information
Name Program Cost 19.38%35,550$
Objective
Program Measure
Activity Information
Name Activity Cost 3.61%6,620$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Jarrod Greenwood, Public Works Director
Develop Capital Improvement plan for street reconstruction based on pavement
condition survey; Obtain engineering services to design street reconstruction
projects; solicit bids and obtain contractor for reconstruction; Provide project
management and construction inspection of reconstruction work. Meet with
residents and adjacent property owners regarding project progress or concerns.
Water/Sewer Maintenance, Drainage, Line locate
While the number of miles of public street has not increased in Westlake in over a
decade, the amount of traffic has due to the addition of Chrysler Financial, Fidelity
Investments, Glenwyck, Vaquero, and Westlake Academy. The increased traffic flow
has resulted in an increased number of signs damaged by motorists. A traffic study
conducted in 2008 showed the number of vehicles travelling on Dove Road to be
approximately 3,600 per day and on Ottinger road to be approximately 1,700 per day.
None
To replace the existing dilapidated roadway, increase the capacity of the current
facility, reduce accidents, reduce congestion as the area grows, and where pit is
possible to accommodate pedestrians and bicycles.
Street Reconstruction
Under Development
Jarrod Greenwood
Plan, manage and oversee the delivery of a safe, efficient and integrated
transportation system that supports sustainable economic, social and environmental
outcomes.
817-490-5717
Transportation Services
5/19/10
GF Public Works
8
Public Works
Department Director:
Department Phone:
Program Information
Name Program Cost 4.05%7,425$
Objective
Program Measure
Activity Information
Name Activity Cost 4.05%7,425$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Jarrod Greenwood
817-490-5717
Municipal Governance
To provide executive level support to the Town Council on governance issues as it
pertains to ordinances, resolutions and policy decisions specific to the Public Works
Department.
Town Council
Meetings/Workshops
Under Development
Jarrod Greenwood, Public Works Director
Introduce ordinances, resolutions, and policies or issues, transacting Town business in
an publicly open forum, and provide an opportunity for the public to address Town
Council members.
The Town's residential population has grown from approximately 200 to 800 in the
span of 10 years. With this growth, there has been an increased demand for municipal
services which requires more workshop items, policies, ordinances, and contracts to
support the requested services resulting in an increased number of agenda items
brought before the Town Council.
None
Attend regularly scheduled workshops, planning retreats and Council meetings.
Consistent review of existing policies, ordinances and resolutions for necessary
amendments/updates. Prepare agenda memos, handouts, and presentations for
workshops and meetings for Council consideration.
5/19/10
GF Public Works
9
Public Works
Department Director:
Department Phone:
Program Information
Name Program Cost 0.45%825$
Objective
Program Measure
Activity Information
Name Activity Cost 0.45%825$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Jarrod Greenwood
817-490-5717
Citizen Engagement &
Communication
Enhance and expand public information training, educational and outreach programs
to engage efforts of various organizations and community members to improve
Westlake’s neighborhoods. Promote citizen participation and involvement. Utilize
technology to effectively communicate with public and for timely dissemination of
information.
Neighborhood Gatherings &
Outreach
None
Prepare literature for informational folder distributed at neighborhood meetings.
Speak with citizens at neighborhood meetings about their concerns or questions
related to Public Works operations and determine what level of assistance is needed
to provide a resolution.
Jarrod Greenwood, Public Works Director
Under Development
Conduct neighborhood meetings to provide an informal environment for residents to
gather and discuss issues pertaining to their specific neighborhood, local government
activities and Westlake Academy.
For the current year, meetings have been held in each of the following neighborhood
locations, Glenwyck Farms, Vaquero, and Stagecoach Hills. Subsequent gatherings are
planned in the future which are non-neighborhood specific and broadly based to
promote the inclusion of all of our residents.
5/19/10
GF Public Works
10
Facilities/Maintenance
Department 17
Activity Budget Percent
Academic Administration
1 Support Services $ 15,345 4.56%
2 Life Safety 18,588 5.53%
3 Facilities Maintenance 237,253 70.56%
$ 271,185 80.65%
Municipal Administration
1 Life Safety $ 3,924 1.17%
2 Facilities Maintenance 22,184 6.60%
3 Open Space Services 13,321 3.96%
4 Support Services 16,007 4.76%
$ 55,437 16.49%
Academic Governance
1 Board of Trustee Meetings/Workshops $ 4,067 1.21%
$ 4,067 1.21%
Municipal Governance
1 Town Council Meetings/Workshops $ 5,546 1.65%
$ 5,546 1.65%
336,235$ 100.00%
Troy J. Meyer
817-490-5735
Program
Department Director
Department Phone
5/19/10
Facilities/Maintenance
1
Facilities Maintenance
Department Director:
Department Phone:
Program Information
Name Program Cost 80.65%271,185$
Objective
Program Measure
Activity Information
Name Activity Cost 4.56%15,345$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Troy J. Meyer
817-490- 5735
Academic Administration
To provide planning, construction and high quality educational facilities for the
Westlake community in order to have safe, properly maintained buildings and
grounds.
Under Development
Troy J. Meyer, Facilities Director
Process invoices, purchase and secure supplies, attend Board meetings and present
presentations when necessary. Serve as staff liaison for the HOC and work with
staff/students on projects. Secure bids for remodeling projects and prepare bid
packets. Assist with long term facility planning and CIP review.
Municipal Facility Maintenance
Support Services
To conduct routine maintenance at Westlake Academy in order to provide the
community, students, and staff with clean, safe, and high quality educational facilities.
The 23 acre campus was completed in 2003, and opened with the operational capacity
to serve grades 1st-6th. In August of 2009, the school finalized their expansion to
become a K-12 facility with a total enrollment of approximately 480 students. The
addition of the 8,400 sq. ft. - Sam & Margaret Lee Arts and Sciences Center also
occurred at the beginning of the 2009/2010 school year.
None
5/19/10
Facilities/Maintenance
2
Facilities Maintenance
Department Director:
Department Phone:
Program Information
Name Program Cost 80.65%271,185$
Objective
Program Measure
Activity Information
Name Activity Cost 5.53%18,588$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
The 23 acre campus was completed in 2003, and opened with the operational capacity
to serve grades 1st-6th. In August of 2009, the school finalized their expansion to
become a K-12 facility with a total enrollment of approximately 480 students. The
addition of the 8,400 sq. ft. - Sam & Margaret Lee Arts and Sciences Center also
occurred at the beginning of the 2009/2010 school year.
Troy J. Meyer
817-490- 5735
Academic Administration
To provide planning, construction and high quality educational facilities for the
Westlake community in order to have safe, properly maintained buildings and
grounds.
Under Development
Life Safety
None
Daily security monitor, quartly HVAC PM, security equipment PM,water treatment,
elevator PM, Fire system testing, assist with fire drill and weather events
Support Services
Troy J. Meyer, Facilities Director
To conduct routine maintenance at the Academy, which is required by state law in
order to provide the community, staff members and students with safe high quality
educational facilities.
5/19/10
Facilities/Maintenance
3
Facilities Maintenance
Department Director:
Department Phone:
Program Information
Name Program Cost 80.65%271,185$
Objective
Program Measure
Activity Information
Name Activity Cost 70.56%237,253$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Troy J. Meyer, Facilities Director
Service include; all indoor & outdoor repairs and maintenance, pest control, quartly
HVAC PM,lighting PM, HVAC control system PM, refinishing gym floor, cleaning and
landscaping services, roof repairs, parking lot repairs, playground equipment checks.
Support Services
Facilities Maintenance
To conduct routine maintenance at the Academy to extend the life of the facilities and
maximize the usage and operational days for the Town owned asset.
The 23 acre campus was completed in 2003, and opened with the operational capacity
to serve grades 1st-6th. In August of 2009, the school finalized their expansion to
become a K-12 facility with a total enrollment of approximately 480 students. The
addition of the 8,400 sq. ft. - Sam & Margaret Lee Arts and Sciences Center also
occurred at the beginning of the 2009/2010 school year.
None
Troy J. Meyer
817-490- 5735
Academic Administration
To provide planning, construction and high quality educational facilities for the
Westlake community in order to have safe, properly maintained buildings and
grounds.
Under Development
5/19/10
Facilities/Maintenance
4
Facilities/Maintenance
Department Director:
Department Phone:
Program Information
Name Program Cost 16.49%55,437$
Objective
Program Measure
Activity Information
Name Activity Cost 1.17%3,924$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
None
Troy J. Meyer, Facilities Director
Services include, security system maintenance and bid processing for upgrades in both
the Town and Court offices. Contact person for weather events and contract manager
for the leased space.
Facilities Maintenance
To conduct routine maintenance at the fire station in order to provide the community
and staff with operational facilities to address their emergency service needs as well as
serve as liaison with Maguire Partners for leased office space for non-emergency
provision staff members.
The court operations staff were the first members to relocate from the Academy
campus back to the Solana Business Complex in 2006. The remaining Town staff
moved back to Solana in 2007. We now occupy 6,000 sq. ft of leased space on a five-
year contract. The temporary fire station received a new trailer unit in December,
2006, which increased the size of the living quarters to handle the staff.
To provide management and facility coordination for all leased office space for both
non-emergency and emergency personnel for the Westlake community.
Life Safety
Under Development
Municipal Administration
Troy J. Meyer
817-490- 5735
5/19/10
Facilities/Maintenance
5
Facilities/Maintenance
Department Director:
Department Phone:
Program Information
Name Program Cost 16.49%55,437$
Objective
Program Measure
Activity Information
Name Activity Cost 6.60%22,184$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
None
Troy J. Meyer, Facilities Director
Services include, audio visual maintenance in the Council chambers and coordination
with the leasing company for repairs; Maintenance of the parking area, fire station
bays, and sewer system at the fire station. Pest control duties - on an as needed basis
and coordination of interior improvements to the leased space.
Life Safety
To conduct routine maintenance at the fire station in order to provide the community
and staff with operational facilities to address their emergency service needs as well as
serve as liaison with Maguire Partners for leased office space for non-emergency
provision staff members.
The court operations staff were the first members to relocate from the Academy
campus back to the Solana Business Complex in 2006. The remaining Town staff
moved back to Solana in 2007. We now occupy 6,000 sq. ft of leased space on a five-
year contract. The temporary fire station received a new trailer unit in December,
2006, which increased the size of the living quarters to handle the staff.
To provide management and facility coordination for all leased office space for both
non-emergency and emergency personnel for the Westlake community.
Facilities Maintenance
Under Development
Municipal Administration
Troy J. Meyer
817-490- 5735
5/19/10
Facilities/Maintenance
6
Facilities/Maintenance
Department Director:
Department Phone:
Program Information
Name Program Cost 16.49%55,437$
Objective
Program Measure
Activity Information
Name Activity Cost 3.96%13,321$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
This item will be moved from the Facility budget line items to Parks & Recreation, in
FY 2011.
Troy J. Meyer, Facilities Director
Service includes; mowing, tree purring of medians and road ways, irrigation system.
Code enforcement and support of neighborhood integrity and standards.
To oversee the mowing services and tree removal/pruning needs of the community as
it relates to safety issues and median maintenance. Manage the irrigation systems to
reduce water waste; Support our development standards and promote aesthetic
appeal in accordance with the strategic planning directives.
As the Town has taken over responsibility for median maintenance and items related
to Westlake Academy, the services contained in this program have expanded
accordingly.
To provide management and facility coordination for all leased office space for both
non-emergency and emergency personnel for the Westlake community.
Open Space Services
Under Development
Municipal Administration
Troy J. Meyer
817-490- 5735
5/19/10
Facilities/Maintenance
7
Facilities
Department Director:
Department Phone:
Program Information
Name Program Cost 16.49%55,437$
Objective
Program Measure
Activity Information
Name Activity Cost 4.76%16,007$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
None
Troy J. Meyer, Facilities Director
Participate in long term facility planning. Oversight of departmental administration
and pperations; Town/Department policy and procedure oversight and compliance;
Budget preparation and expenditure responsibilities; Program activity oversight, such
as remodeling projects and processing bid packets; Staff development duties shared
between the department heads.
Accounts payable and budgeting functions.
To provide administrative support to the Town and residents as it relates to the
efficient use of our financial resources for facilities and contract management.
The Town of Westlake hired the first Facilities Director in 2004 who began developing
the Facilities and Recreation Department. A full-time Technician was hired in 2007, as
a position that is on a job-sharing arrangement with the Public Works department. A
full-time administrative assistant was also hired in 2009 with the same job-sharing
arrangement between Facilities Maintenance, Planning & Development and HR.
To provide management and facility coordination for all leased office space for both
non-emergency and emergency personnel for the Westlake community.
Support Services
Under Development
Municipal Administration
Troy J. Meyer
817-490- 5735
5/19/10
Facilities/Maintenance
8
Facilities Maintenance
Department Director:
Department Phone:
Program Information
Name Program Cost 1.21%4,067$
Objective
Program Measure
Activity Information
Name Activity Cost 1.21%4,067$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
None
Troy J. Meyer, Facilities Director
Attend regularly scheduled workshops, planning retreats and Board meetings.
Consistent review of existing policies, and resolutions for necessary
amendments/updates. Prepare agenda memos, handouts, and presentations for
workshops and meetings for Board consideration.
Facilities Maintenance
Introduce resolutions, and policies or issues, transacting Academy business in a
publicly open forum, and provide an opportunity for the public to address Board
members.
The creation of Westlake Academy brought additional service provision levels for a
start-up charter school which occupied Town owned facilities. As well as, the
expansion of the school to a fully functional K-12 facility as well as a campus with
expansion needs related to new buildings, parking, etc. has necessitated an increase in
duties and policies requiring Board review.
To provide executive level support to the Board of Trustees on governance issues as it
pertains to resolutions and policy decisions specific to Facilities Maintenance and
Westlake Academy.
Board of Trustee
Meetings/Workshops
Under Development
Troy J. Meyer
817-490- 5735
Academic Governance
5/19/10
Facilities/Maintenance
9
Facilities/Maintenance
Department Director:
Department Phone:
Program Information
Name Program Cost 1.65%5,546$
Objective
Program Measure
Activity Information
Name Activity Cost 1.65%5,546$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Troy J. Meyer
817-490- 5735
Municipal Governance
To provide executive level support to the Town Council on governance issues as it
pertains to ordinances, resolutions and policy decisions specific to Facilities
Maintenance and Town owned facilities.
Town Council
Meetings/Presentations
Introduce ordinances, resolutions, and policies or issues, transacting Town business in
a publicly open forum, and provide an opportunity for the public to address Council
members.
The Town's residential population has grown from approximately 200 to 800 in the
span of 10 years. With this growth, there has been an increased demand for municipal
services which has required additional workshop items, policies, ordinances, and
contracts to support the requested services resulting in an increased number of
agenda items brought before the Town Council.
None
Under Development
Troy J. Meyer, Facilities Director
Attend regularly scheduled workshops, planning retreats and Council meetings.
Provide consistent review of existing policies, and resolutions for necessary
amendments/updates. Prepare agenda memos, handouts, and presentations to be
given at workshops and meetings for Council consideration.
Facilities Maintenance
5/19/10
Facilities/Maintenance
10
Finance
Department 18
Activity Budget Percent
Financial Management - Municipal
1 Municipal Annual Budget 18,591 12.96%
2 Capital Improvement Plan (CIP) 2,924 2.04%
$ 21,515 15.00%
Utility Billing
1 Utility Billing and Processing 1,545 1.08%
$ 1,545 1.08%
Accounting Services - Municipal
1 Accounts Payable 10,385 7.24%
2 Accounts Receivable 5,111 3.56%
3 Payroll 6,497 4.53%
4 Financial Reporting 27,080 18.88%
5 Cash & Investment Management 2,754 1.92%
$ 51,828 36.13%
Accounting Services - Academic
1 Accounts Payable 3,830 2.67%
2 Accounts Receivable 2,742 1.91%
3 Payroll 1,805 1.26%
4 Financial Reporting 19,475 13.58%
5 Cash & Investment Management 1,007 0.70%
6 Academic Annual Budget 20,178 14.07%
$ 49,037 34.19%
Accounting Services - Foundation
1 Accounts Payable 2,789 1.94%
2 Accounts Receivable 2,390 1.67%
3 Payroll 1,157 0.81%
4 Financial Reporting 5,026 3.50%
$ 11,362 7.92%
Municipal Governance
1 Town Council Meetings/Workshops 5,792 4.04%
$ 5,792 4.04%
Academic Governance
1 Board of Trustees Meetings/Workshops 2,357 1.64%
$ 2,357 1.64%
143,436$ 100%
Program
Department Director
Department Phone
Debbie Piper
817-490-5712
5/19/10
Finance
1
Finance
Department Director:
Department Phone:
Program Information
Name Program Cost 15.00%21,515$
Objective
Program Measure Under Development
Activity Information
Name Activity Cost 12.96%18,591$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Estimated
Under Development
Under Development
Debbie Piper
817-490-5712
Financial Management -
Municipal
To coordinate town wide development and provide ongoing oversight of the operating
budget on behalf of the Town Manager and staff. In addition, to assist the Council with
the Town's budget public input efforts, prepare the Five-Year Financial Plan for all
funds, and assist the Council/stakeholders with their budget review requests. To
provide accurate analysis, support documentation, and interim reports relative to
departmental budgets to the leadership team and Council.
The Town budget has evolved over the past several years and is now being submitted
for the Government Finance Officer's Association's "Distinguished Budget Presentation
Awards Program". The Town's first award was for the Budget beginning October 1,
2007 and has been received in all subsequent years.
None
Prepare proposed and approved budget documents; Draft policy budget; Create the
Five-Year Financial Forecast in conjunction with the Town Manager; Revenue and
expenditure forecasting.
Debbie Piper, Finance Director and Jaymi Ford, Finance Assistant
Municipal Governance
Prepare a balanced operating and capital budget that effectively addressed the
Council's broad goals, citizen's priorities, and complies with all applicable federal, state
and local requirements. To provide an annual budget, Capital Improvements Program
and analysis of financial and performance information to Town departments,
management and Council so informed decisions may be made.
Municipal Annual Budget
5/19/10
Finance
2
Finance
Department Director:
Department Phone:
Program Information
Name Program Cost 15.00%21,515$
Objective
Program Measure Under Development
Activity Information
Name Activity Cost 2.04%2,924$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Debbie Piper
817-490-5712
Financial Management -
Municipal
Prepare a balanced operating and capital budget that effectively addressed the
Council's broad Goals, citizen's priorities, and complies with all applicable federal, state
and local requirements. To provide an annual budget, Capital Improvements Program
and analysis of financial and performance information to Town departments ,
management and Council so informed decisions may be made.
Debbie Piper, Finance Director and Jaymi Ford, Finance Assistant
To provide accurate analysis and documentation of CIP to Town departments,
management and Council to facilitate the decision making process.
The Capital Improvements Program Plan is a planning document that assists
management with the proper allocation of resources to sustain the infrastructure
necessary for the safety, well being and recreational use of the citizens of Westlake.
The Plan is reviewed on an annual basis to assist in the prioritization and adoption of
the Capital Budget by the Town Council. The Town Manager makes a recommendation
to the Town Council based upon staff proposals.
None
Work with staff on CIP recommendations to determine the necessity of each project
and the long term impact to both our finances and infrastructure. Incorporate the
proposed projects into the CIP document and prepare for Council review.
Annual Budget preparation and Municipal Governance activities
Capital Improvement Program
(CIP)
5/19/10
Finance
3
Finance
Department Director:
Department Phone:
Program Information
Name Program Cost 1.08%1,545$
Objective
Program Measure Under Development
Activity Information
Name Activity Cost 1.08%1,545$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Utility Billing
To provide for the accurate and timely billing of the Town's water, sewer, and solid
waste services. The program assists customers in establishing and disconnecting utility
services, by responding to customer inquiries and disputes.
Debbie Piper
817-490-5712
Utility Billing and Processing
Sherry Whigham, Finance Clerk
None
Open/close accounts; Maintenance of Utility STW computer billing module; Review the
meter reading report for accuracy and subsequent uploading of the information to the
billing system; Process billing, prepare and receipt payments; Handle customer
concerns regarding billing/payment; Prepare and submit quarterly impact fees reports
to the City of Fort Worth.
To effectively and efficiently process the related billing activities for water, sewer, and
solid waste usage to increase our ability to provide high quality customer service.
The Town contracted with Aquasource in 2001 to process our water and wastewater
billing responsibilities. The contract was terminated in 2004 when the Town purchased
meter reading and utility billing software and started to provide delivery of utility
billing in-house in order to provide customers with a more responsive and efficient
service. The Town began billing for Solid Waster services in August 2008, in accordance
with our franchise agreement, at the request of Allied Waste. Utility customers have
increased from 325 in FY 2006 to an estimated 475 in FY 2010.
Accounts Payable/Receivable for the Utility Fund
5/19/10
Finance
4
Finance
Department Director:
Department Phone:
Program Information
Name Program Cost 36.13%51,828$
Objective
Program Measure Under Development
Activity Information
Name Activity Cost 7.24%10,385$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Debbie Piper
817-490-5712
Accounting Services - Municipal
Develop and provide administrative and accounting policies and procedures for
organizational use in order to ensure the integrity of the Town's accounting system and
provide financial, management, and accounting support to our stakeholder base.
To provide accurate payment processing services to promote timely vendor payments
for goods and services and foster good working relationships with our partners.
During the beginning years of the Town's government structure, the Town Secretary
processed all payments and deposits. In 2001, an Accounts Payable/Receivable/HR
person was hired who utilized the same accounting system, QuickBooks. As Town
services increased, a decision was made to increase our oversight of financial matters
and hire a dedicated Finance Director to create a finance department to provide these
services.
Accounts Payable
Sherry Whigham, Finance Clerk
STW software system was implemented for financial tracking and reporting use in Oct,
2003.
Review of department payment transactions for compliance with Town policy and
procedures; Scheduling of payments for check generation; Maintenance of payment
and other accounting transactions; Preparation and filing of year-end tax information
returns.
Support Services to the necessary departments
5/19/10
Finance
5
Finance
Department Director:
Department Phone:
Program Information
Name Program Cost 36.13%51,828$
Objective
Program Measure Under Development
Activity Information
Name Activity Cost 3.56%5,111$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Debbie Piper
817-490-5712
Accounting Services - Municipal
Develop and provide administrative and accounting policies and procedures for
organizational use in order to ensure the integrity of the Town's accounting system and
provide financial, management, and accounting support to our stakeholder base.
To process and deposit all payments, including , licenses and permits, sales tax,
municipal court revenue, etc. in a timely and accurate manner.
During the beginning years of the Town's government structure, the Town Secretary
processed all payments and deposits. In 2001, an Accounts Payable/Receivable/HR
person was hired who utilized the same accounting system, QuickBooks. As Town
services increased, a decision was made to increase our oversight of financial matters
and hire a dedicated Finance Director to create a finance department to provide these
services.
Accounts Receivable
Sherry Whigham, Finance Clerk
Implementation of internal processing system to process checks for immediate deposit
into the Town's bank account.
Review deposit bags from each department for accuracy; Notify the appropriate
department head of errors; Prepare deposit slips and remote process for immediate
credit to bank; Input and verify all receipts in accounting system.
Support Services to the necessary departments
5/19/10
Finance
6
Finance
Department Director:
Department Phone:
Program Information
Name Program Cost 36.13%51,828$
Objective
Program Measure Under Development
Activity Information
Name Activity Cost 4.53%6,497$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Schedule, review, and generate the Town's bi-weekly payroll; Withhold, remit, and
report employment taxes, court-ordered deductions, and other employee deductions
to the necessary agencies; Prepare and file biweekly, quarterly, and annual tax
information returns (Form 941 and Form W-2); Provide payroll data, database backup
and recovery, and support to Town departments and management; Support the
budget process through the provision of information to department heads, etc.
Budget Preparation
Jaymi Ford, Finance Assistant
Develop and provide administrative and accounting policies and procedures for
organizational use in order to ensure the integrity of the Town's accounting system and
provide financial, management, and accounting support to our stakeholder base.
To provide timely payroll services for Town departments so that departments pay their
employees according to the specified rate structure.
Required by federal and state law to maintain reliable auditable records.
None
Payroll
Debbie Piper
817-490-5712
Accounting Services - Municipal
5/19/10
Finance
7
Finance
Department Director:
Department Phone:
Program Information
Name Program Cost 36.13%51,828$
Objective
Program Measure Under Development
Activity Information
Name Activity Cost 18.88%27,080$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Debbie Piper
817-490-5712
Accounting Services - Municipal
Develop and provide administrative and accounting policies and procedures for
organizational use in order to ensure the integrity of the Town's accounting system and
provide financial, management, and accounting support to our stakeholder base.
Provide internal controls and financial information to Town management and
departments so that they may manage their activities and meet their financial
reporting needs
Financial Reporting
Previously, the Town has submitted an annual audit, but the Finance Director included
all required elements to submit to the Government Finance Officer's Association the
CAFR (Comprehensive Annual Financial Report) to received the Certificate of Excellence
in Reporting Award in
None
Financial reporting and analysis for Town management and departments, including the
Comprehensive Annual Financial Report (CAFR); preparation of quarterly financial
reports; maintenance of the accounting system and internal controls
Support Town management and departments in accessing and interpreting financial
data; prepare special reports and analysis
Debbie Piper, Finance Director
5/19/10
Finance
8
Finance
Department Director:
Department Phone:
Program Information
Name Program Cost 36.13%51,828$
Objective
Program Measure Under Development
Activity Information
Name Activity Cost 1.92%2,754$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
817-490-5712
Accounting Services - Municipal
Debbie Piper
Debbie Piper, Finance Director
Develop and provide administrative and accounting policies and procedures for
organizational use in order to ensure the integrity of the Town's accounting system and
provide financial, management, and accounting support to our stakeholder base.
Monitor our funds and research alternatives to diversify our investments opportunities;
Provide portfolio management services; Oversight of our procedures to ensure
compliance with the Public Funds Investment Act and our own internal investment
policies.
None
In previous years, the Town has only invested in TexPool, a local government
investment pool. With the decline in interest rates, staff has researched various
options and are now purchasing Certificates of Deposits to increase our rate of return.
As of May, 2010, the interest received from our depository bank is greater than
TexPool; therefore, the majority of the funds have been transferred.
None
To effectively and efficiently manage the investment of available funds in accordance
with the Public Funds Investment Act and the Town's Investment Policy.
Cash & Investment Management
5/19/10
Finance
9
Finance
Department Director:
Department Phone:
Program Information
Name Program Cost 34.19%49,037$
Objective
Program Measure Under Development
Activity Information
Name Activity Cost 2.67%3,830$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Sherry Whigham, Finance Clerk
Review of Academy's payment transactions for clerical, coding and accounting accuracy
and compliance with our internal policy and procedures; Copy and forward to the
Service Center for processing and check generation; Upon receipt of checks, process
and mail or forward to appropriate vendor. Preparation and filing of year-end tax
information forms.
Support Services to the necessary departments
None
To provide accurate payment processing services to promote timely vendor payments
for goods and services and foster good working relationships with our partners.
From inception, the Town's staff was anticipated to be utilized for the Academy payroll
and financial services. Because of the Town's small staff, we contracted with the
Education Service Center, Region XI, to provide a portion of these services. Region XI
provides A/P, payroll and accounting services, bank reconciliations, and various
required TEA reports. Town staff is responsible for the accuracy of information
forwarded to Region XI, internal controls, and the budget and audit process.
Debbie Piper
817-490-5712
Accounting Services - Academic
To develop and provide administrative and accounting policies and procedures for
Academy use. Also, to ensure the integrity of the Academy accounting records and
provide financial, management, and accounting services support to the CEO of the
Academy.
Accounts Payable
5/19/10
Finance
10
Finance
Department Director:
Department Phone:
Program Information
Name Program Cost 34.19%49,037$
Objective
Program Measure Under Development
Activity Information
Name Activity Cost 1.91%2,742$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Debbie Piper
817-490-5712
Accounting Services - Academic
Support Services to the necessary departments
Sherry Whigham, Finance Clerk
Review deposit bags from the Academy for accuracy, and notify the remitter of any
discrepancy; Prepare deposit slips for cash submissions and process checks through
remote deposit function for immediate credit to the bank account; Verify "Transaction
Submission Report" and file/maintain information for future review or audit purposes.
To process and deposit all payments, including, student activity fund receipts, athletic
receipts, etc. in a timely and accurate manner.
None
From inception, the Town's staff was anticipated to be utilized for the Academy payroll
and financial services. Because of the Town's small staff, we contracted with the
Education Service Center, Region XI, to provide a portion of these services. Region XI
provides A/P, payroll and accounting services, bank reconciliations, and various
required TEA reports. Town staff is responsible for the accuracy of information
forwarded to Region XI, internal controls, and the budget and audit process.
Accounts Receivable
To develop and provide administrative and accounting policies and procedures for
Academy use. Also, to ensure the integrity of the Academy accounting records and
provide financial, management, and accounting services support to the CEO of the
Academy.
5/19/10
Finance
11
Finance
Department Director:
Department Phone:
Program Information
Name Program Cost 34.19%49,037$
Objective
Program Measure Under Development
Activity Information
Name Activity Cost 1.26%1,805$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Debbie Piper
817-490-5712
Accounting Services - Academic
Jaymi Ford, Finance Assistant
To assist the Education Service Center, Region XI, in providing timely and accurate
payroll services for the Academy staff.
From inception, the Town's staff was anticipated to be utilized for the Academy payroll
and financial services. Because of the Town's small staff, we contracted with the
Education Service Center, Region XI, to provide a portion of these services. Region XI
provides A/P, payroll and accounting services, bank reconciliations, and various
required TEA reports. Town staff is responsible for the accuracy of information
forwarded to Region XI, internal controls, and the budget and audit process.
None
Upload ACH file to the Bank from the Service Center once approved; pay biweekly
employment taxes and prepare and file quarterly Form 941. Allocate 941 total
between Town and Academy and post proper adjustment to move funds.
Budget Preparation and report generation
Payroll
To develop and provide administrative and accounting policies and procedures for
Academy use. Also, to ensure the integrity of the Academy accounting records and
provide financial, management, and accounting services support to the CEO of the
Academy.
5/19/10
Finance
12
Finance
Department Director:
Department Phone:
Program Information
Name Program Cost 34.19%49,037$
Objective
Program Measure Under Development
Activity Information
Name Activity Cost 13.58%19,475$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Accounting Services - Academic
Debbie Piper, Finance Director
Financial reporting and analysis for management and departments, including the
Comprehensive Annual Financial Report (CAFR); Preparation of quarterly financial
reports; Maintenance of the accounting system and internal controls.
Provide internal controls and financial information to the leadership team and staff so
they may manage their business and meet their financial reporting needs.
The Academy is required by the Texas Education Agency to prepare and submit an
annual audit for review.
None
Support management and Academy personnel in accessing and interpreting financial
data; prepare special reports and analysis
Financial Reporting
Debbie Piper
To develop and provide administrative and accounting policies and procedures for
Academy use. Also, to ensure the integrity of the Academy accounting records and
provide financial, management, and accounting services support to the CEO of the
Academy.
817-490-5712
5/19/10
Finance
13
Finance
Department Director:
Department Phone:
Program Information
Name Program Cost 34.19%49,037$
Objective
Program Measure Under Development
Activity Information
Name Activity Cost 0.70%1,007$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Cash & Investment Management
Debbie Piper, Finance Director
To develop and provide administrative and accounting policies and procedures for
Academy use. Also, to ensure the integrity of the Academy accounting records and
provide financial, management, and accounting services support to the CEO of the
Academy.
Monitor our funds and research alternatives to diversify our investments opportunities;
Provide portfolio management services; Oversight of our procedures to ensure
compliance with the Public Funds Investment Act and our own internal investment
policies.
None
In previous years, the Town has only invested in TexPool, a local government
investment pool. With the decline in interest rates, we have searched out various
options and are now purchasing Certificates of Deposits. As of May, 2010, the interest
received from our depository bank is greater than TexPool; therefore, the majority of
the funds have been transferred.
None
To effectively and efficiently manage the investment of available funds in accordance
with the Public Funds Investment Act and the Town's Investment Policy.
Debbie Piper
817-490-5712
Accounting Services - Academic
5/19/10
Finance
14
Finance
Department Director:
Department Phone:
Program Information
Name Program Cost 34.19%49,037$
Objective
Program Measure Under Development
Activity Information
Name Activity Cost 14.07%20,178$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Academic Annual Budget
Ben Nibarger, Administrative Coordinator/Debbie Piper, Finance Director
To develop and provide administrative and accounting policies and procedures for
Academy use. Also, to ensure the integrity of the Academy accounting records and
provide financial, management, and accounting services support to the CEO of the
Academy.
Coordinate the development and monitor the operating budget on behalf of the Town
Manager/CEO and assist the Board with the Academy's budget public input efforts and
other stakeholders with their requests regarding the budget. Also, to provide accurate
analysis and documentation of the Academy's annual financial plan to the leadership
team to facilitate the decision making process.
The Academy's annual budget has evolved over the past several years and was recently
submitted for the Government Finance Officer's Association's (GFOA) "Distinguished
Budget Presentation Awards Program" and the Association of School Business Officials
International (ASBO) "Meritorious Budget Award". The Academy received both of
these awards the first time they were submitted for the Budget beginning September
1, 2009.
None
Prepare and present budget document; Five Year Forecast; Trustee Presentations;
Revenue and Expenditure Forecasting; Trustee Budget Q&A
Academic Governance
Debbie Piper
817-490-5712
Accounting Services - Academic
5/19/10
Finance
15
Finance
Department Director:
Department Phone:
Program Information
Name Program Cost 7.92%11,362$
Objective
Program Measure
Activity Information
Name Activity Cost 1.94%2,789$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Sherry Whigham, Finance Clerk
Review of payment transactions; Payment of A/P; Maintenance of accounts payable
and other accounting transactions; Preparation and filing of year-end tax information
returns.
Assistance to Board and Foundation Director
None
Under Development
A component of the duties of the Director of Public Relations and Marketing was to
serve as tha liaison between the Town and the Foundation. Upon review of the service
level needs desired by the Foundation, it was determened the financial processes could
augment their fundraising efforts.
Debbie Piper
Provide payment processing services for Westlake Academy Foundation in order to
ensure timely vendor payments for goods and services.
Accounts Payable
817-490-5712
To develop and provide administrative and accounting policies and procedures for
Foundation use. Also, to ensure the integrity of the Foundation accounting records and
provide financial, management, and accounting services support to the Director and
Board.
Accounting Services - Foundation
5/19/10
Finance
16
Finance
Department Director:
Department Phone:
Program Information
Name Program Cost 7.92%11,362$
Objective
Program Measure
Activity Information
Name Activity Cost 1.67%2,390$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Sherry Whigham, Finance Clerk
Accounts Receivable
Under Development
817-490-5712
Accounting Services - Foundation
To develop and provide administrative and accounting policies and procedures for
Foundation use. Also, to ensure the integrity of the Foundation accounting records and
provide financial, management, and accounting services support to the Director and
Board.
Process and deposit all payments, such as Blacksmith Apprentice donations, capital
campaign donations, etc in a timely and accurate manner.
A component of the duties of the Director of Public Relations and Marketing was to
serve as tha liaison between the Town and the Foundation. Upon review of the service
level needs desired by the Foundation, it was determened the financial processes could
augment their fundraising efforts.
None
Review deposit bags from the Foundation for accuracy and notify the Foundation
Director or appropriate staff member of discrepancies; Prepare deposit slips, run
checks through remote terminal for immediate credit to bank; Input and verify all
receipts in the accounting system.
Assistance to Board and Foundation Director
Debbie Piper
5/19/10
Finance
17
Finance
Department Director:
Department Phone:
Program Information
Name Program Cost 7.92%11,362$
Objective
Program Measure
Activity Information
Name Activity Cost 0.81%1,157$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Payroll
Review Academy payroll records and transfer funds from the Foundation's checking
account to the Academy's for reimbursement.
Under Development
Jaymi Ford, Finance Assistant
Assistance to Board and Foundation Director
None
The Director is paid through the Academy's payroll process and the Foundation
reimburses the Academy. The payroll function is handled in this manner as there is
only one person (at present) who is a paid staff member for the Foundation. Upon
review, it was deemed to be more efficient to extend the Academy's resources to the
Foundation for payroll activities rather than establish an alternative system for one
employee.
Debbie Piper
The purpose of the Payroll activity is to provide accurate and timely payroll services for
the Foundation Director.
817-490-5712
To develop and provide administrative and accounting policies and procedures for
Foundation use. Also, to ensure the integrity of the Foundation accounting records and
provide financial, management, and accounting services support to the Director and
Board.
Accounting Services - Foundation
5/19/10
Finance
18
Finance
Department Director:
Department Phone:
Program Information
Name Program Cost 7.92%11,362$
Objective
Program Measure
Activity Information
Name Activity Cost 3.50%5,026$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Financial Reporting
Financial reporting and analysis for Director/Board, including the annual audit;
Preparation of the monthly financials; Reconcilliation of the bank statements and
maintenance of the accounting system and internal controls.
Under Development
Accounting Services - Foundation
Debbie Piper, Finance Director
Support Director and Board in interpreting financial data and preparing reports.
None
A component of the duties of the Director of Public Relations and Marketing was to
serve as tha liaison between the Town and the Foundation. Upon review of the service
level needs desired by the Foundation, it was determened the financial processes could
augment their fundraising efforts. Monthly reports are prepared and presented to the
Board. With the additional funds of the capital campaign in FY 2007, it was determined
an annual audit should be performed. Having these audited financials were thought to
be helpful during this process when approaching corporations and writing grants.
Debbie Piper
To provide internal controls and financial information to the Director and Board so
they may manage their business and meet their financial reporting needs
817-490-5712
To develop and provide administrative and accounting policies and procedures for
Foundation use. Also, to ensure the integrity of the Foundation accounting records and
provide financial, management, and accounting services support to the Director and
Board.
5/19/10
Finance
19
Finance
Department Director:
Department Phone:
Program Information
Name Program Cost 4.04%5,792$
Objective
Program Measure:
Activity Information
Name Activity Cost 4.04%5,792$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Debbie Piper
817-490-5712
Town Council
Meetings/Workshops
To thoroughly and accurately research policy issues brought before the Town Council.
To provide executive level support to the Board of Trustees on governance issues as it
pertains to resolutions and policy decisions specific to the Town and/or Finance
Department.
Under Development
Municipal Governance
Debbie Piper, Finance Director
Attend regularly scheduled workshops, planning retreats and Council meetings; Provide
consistent review of existing financial policies, ordinances and resolutions for
amendments and updates; Prepare agenda memos, financial reports and electronic
presentations for review.
Municipal Administration
Through the evolution of the town service provision responsibilities, the need for
accurate financial reporting, auditing and expanded budget services has also increased.
None
5/19/10
Finance
20
Finance
Department Director:
Department Phone:
Program Information
Name Program Cost 1.64%2,357$
Objective
Program Measure:
Activity Information
Name Activity Cost 1.64%2,357$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Debbie Piper, Finance Director
Debbie Piper
817-490-5712
Academic Governance
To provide executive level support to the Board of Trustees on governance issues as it
pertains to resolutions and policy decisions specific to the Academy and/or Finance
Department.
Under Development
Board of Trustee
Meetings/Workshops
To thoroughly and accurately research policy issues brought before the Board and
present them in a professional manner.
With the approval of the Academy's charter, assistance was included from the Town's
Finance Department to provide support services relative to accounting and financial
analysis to avoid a redundancy in services. As such, the Finance Director regularly
provides the Board with the necessary reports, review of financial policies and budget
information required to operate the school.
None
Attend regularly scheduled workshops, planning retreats and Board meetings; Provide
consistent review of existing financial policies, and resolutions for amendments and
updates; Prepare agenda memos, financial reports and electronic presentations for
Board review.
Municipal Administration
5/19/10
Finance
21
This page is intentionally blank
Parks and Recreation
Department 19
Activity Budget Percent
Parks and Recreation Maintenance
1 Open Space Services $ 44,329 36.93%
1 Trail Development and Maintenance $ 40,075 33.39%
$ 84,404 70.32%
Citizen Communication & Engagement
1 Community Services $ 7,570 6.31%
$ 7,570 6.31%
Academic Administration
1 Academy Partnerships 15,079 12.56%
$ 15,079 12.56%
Municipal Administration
1 Purchasing 3,185 2.65%
2 Support Services 5,344 4.45%
$ 8,529 7.11%
Academic Governance
1 Board of Trustee Meetings/Workshops $ 2,218 1.85%
$ 2,218 1.85%
Municipal Governance
1 Town Council Meetings/Workshops $ 2,218 1.85%
$ 2,218 1.85%
120,019$ 100%
Program
Troy J. Meyer
817-490-5735
Department Director
Department Phone
5/19/10
Parks & Recreation
1
Parks and Recreation
Department Director:
Department Phone:
Program Information
Name Program Cost 70.32%84,404$
Objective
Program Measure
Activity Information
Name Activity Cost 36.93%44,329$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Under Development
Troy J. Meyer, Director of Facilities & Recreation
To provide planning, construction and preservation services for the community in
order to have safe, properly maintained open space areas for families and residents to
enjoy outdoor activities.
To conduct routine park and open space maintenance duties to provide for the upkeep
of existing parks and ensure the maintenance of trail systems within the Town limits.
The Town has had the following properties dedicated to them for trail, cemetery,
median maintenance, general use and/or a future park location. (1) 13.5 acres of
open park space from Glenwyck Farms, (2) 6 acres at 3000 JT Ottinger Road containing
a house and property, (3) 7.5 acres of cemetery property from the IOOF Association,
(4) 2 acres at Roanoke Road for future park space, (5) Terra Bella trail from developer's
agreement, and (6) Dove Road median maintenance (Vaquero developers agreement)
None
Open Space Services
Troy J. Meyer
817-490- 5735
Parks & Recreation Maintenance
Mowing and weed trimming; Park inspections; Athletic field maintenance; Arbor Day
event preparation; Maintenance of the triangle at Dove Rd./Randol Mill Rd. and at
Dove Rd./Precinct Line Rd.; Tree trimming along road ways and at the Parchman
house.
Open Space Services in the ROW Management program
5/19/10
Parks & Recreation
2
Parks and Recreation
Department Director:
Department Phone:
Program Information
Name Program Cost 70.32%84,404$
Objective
Program Measure
Activity Information
Name Activity Cost 33.39%40,075$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Under Development
Troy J. Meyer, Director of Facilities & Recreation
Trail Development &
Maintenance
To assist developers in incorporating trail systems into their neighborhood and
corporate site plans and work to create and maintain a cohesive trail system for
residents to enjoy.
The Town has had the following properties dedicated to them for trail, cemetery,
median maintenance, general use and/or a future park location. (1) 13.5 acres of
open park space from Glenwyck Farms, (2) 6 acres at 3000 JT Ottinger Road containing
a house and property, (3) 7.5 acres of cemetery property from the IOOF Association,
(4) 2 acres at Roanoke Road for future park space, (5) Terra Bella trail from developer's
agreement, and (6) Dove Road median maintenance (Vaquero developers agreement)
None
Review of submitted development plans and oversight of trail master plan;
Maintenance of existing trail ways.
Troy J. Meyer
817-490- 5735
Parks & Recreation Maintenance
To provide planning, construction and preservation services for the community in
order to have safe, properly maintained open space areas for families and residents to
enjoy outdoor activities.
Open Space Services in the ROW Management program
5/19/10
Parks & Recreation
3
Parks and Recreation
Department Director:
Department Phone:
Program Information
Name Program Cost 6.31%7,570$
Objective
Program Measure
Activity Information
Name Activity Cost 6.31%7,570$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Troy J. Meyer Director of Facilities & Recreation
Open Space Maintenance
Maintenance of the tree farm; Oversee the purchase of park benches and trash for
open spaces; Plan and coordinate Decoration Day, the Christmas Tree Lighting event
and Arbor Day. Also, maintain Tree City designation through the application process
and hosting of an official Arbor Day program. Attend neighborhood gatherings to
discuss parks/rec and trail issues on an as needed basis.
Over the past several years, the Parks & Recreation Department has taken an active
role in neighborhood events such as Arbor Days, Decoration Day, the Christmas Tree
Lighting event, etc. All with the goal of promoting a cohesive and involved community
body.
To support our residents and affiliate board members in conducting community wide
events.
None
Troy J. Meyer
Citizen Communication &
Engagement
817-490- 5735
Community Services
To inform our residents of upcoming gatherings and items relative to the Parks &
Recreation Department and provide support services for community events.
Under Development
5/19/10
Parks & Recreation
4
Parks and Recreation
Department Director:
Department Phone:
Program Information
Name Program Cost 12.56%15,079$
Objective
Program Measure
Activity Information
Name Activity Cost 12.56%15,079$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Citizen Communication & Engagement
Troy J. Meyer Director of Facilities & Recreation
The department began support partnerships between the Town and the Academy in
the development of the Bandana Bonanza event, which expanded to include the
annual Christmas tree lighting event based on the needs of school activities.
None
Assisting academy staff, the House of Commons, Westlake Academy Athletic Club, and
student organizations with planning events and activity for the community.
To provide the necessary support and additional resources to conduct school wide
events at the Academy by working in partnership with the Town's available resources
and staff.
Academy Partnerships
Assist the students and staff with planning community events as it relates to the
Academy.
Troy J. Meyer
817-490-5735
Academic Administration
Under Development
5/19/10
Parks & Recreation
5
Parks and Recreation
Department Director:
Department Phone:
Program Information
Name Program Cost 7.11%8,529$
Objective
Program Measure
Activity Information
Name Activity Cost 2.65%3,185$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Under Development
Troy J. Meyer, Director of Facilities & Recreation
Park service; requesting more then one quote for supplies and services, written and
posting bids for lager projects and applying for grants.
The department head is responsible for make purchases for supplies and creating bid
packages for larger projects. All invoice are reviewed and code by the department
head. In 2009 a administration assist was hire to be shade by two other department.
None
Purchasing
Research available revenue and cost resources to offset the cost of providing services
to our citizen.
Municipal Administration
Provide outstanding government administrative support services while working within
the municipal budget.
Troy J. Meyer
817-490- 5735
5/19/10
Parks & Recreation
6
Parks and Recreation
Department Director:
Department Phone:
Program Information
Name Program Cost 7.11%8,529$
Objective
Program Measure
Activity Information
Name Activity Cost 4.45%5,344$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Under Development
Troy J. Meyer, Director of Facilities & Recreation
Participate in long term open space & master trail planning. Oversight of
departmental administration and operation functions; Town/Department policy and
procedure oversight and compliance; Preparation of the annual budget and
administration of the allocated funds; Program activity oversight for projects and
assist with staff development.
The Town of Westlake hired the first Facilities Director in 2004 who started
developing the Facilities and Recreation Departments. A full time Technician was
hired in 2007 which is shared with the public works department.
None
Support Services
To respond to all emails, phone calls request in timely manner.
Municipal Administration
Provide a high level of customer service to our residents and corporate partners.
Troy J. Meyer Director of Facilities & Recreation
817-490- 5735
5/19/10
Parks & Recreation
7
Parks and Recreation
Department Director:
Department Phone:
Program Information
Name Program Cost 1.85%2,218$
Objective
Program Measure
Activity Information
Name Activity Cost 1.85%2,218$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Troy J. Meyer, Director of Facilities & Recreation
Attend regularly scheduled workshops, planning retreats and Board meetings. Provide
consistent review of existing policies, and resolutions for necessary
amendments/updates. Prepare agenda memos, handouts, and presentations to be
given at workshops and meetings for Board consideration.
Budget preparation processes and Academic Administration
The creation of Westlake Academy brought additional service provision levels for a
start-up charter school which occupied Town owned facilities. As well as, the
expansion of the school to a fully functional K-12 facility as well as a campus with
expansion needs related to new buildings, parking, etc. has necessitated an increase in
duties and policies requiring Board review.
None
Board of Trustees
Meetings/Workshops
Compile thoroughly researched and accurate documentation for resolutions,
ordinances and policy decision which are brought before the Board.
Academic Governance
To research, prepare, and present items to the Board of Trustees, which require a
policy governance decision to assist and direct staff in furthering the mission, vision
and values of Westlake Academy.
Troy J. Meyer
817-490- 5735
Under Development
5/19/10
Parks & Recreation
8
Parks and Recreation
Department Director:
Department Phone:
Program Information
Name Program Cost 1.85%2,218$
Objective
Activity Information
Name Activity Cost 1.85%2,218$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Budget preparation processes and Municipal Administration
Troy J. Meyer Director of Facilities & Recreation
None
Attend regularly scheduled workshops, planning retreats and Council meetings.
Provide consistent review of existing policies, and resolutions for necessary
amendments/updates. Prepare agenda memos, handouts, and presentations to be
given at workshops and meetings for Council consideration.
Compile thoroughly researched and accurate documentation for resolutions,
ordinances and policy decision which are brought before the Board.
The Town's residential population has grown from approximately 200 to 800 in the
span of 10 years. With this growth, there has been an increased demand for municipal
services which has required additional workshop items, policies, ordinances, and
contracts to support the requested services resulting in an increased number of agenda
items brought before the Town Council.
To research, prepare, and present items to the Town Council which require a policy
governance decision to assist and direct staff in furthering the mission, vision and
values of the Town of Westlake.
Town Council
Meetings/Workshops
817-490- 5735
Municipal Governance
Troy J. Meyer
5/19/10
Parks & Recreation
9
This page is intentionally blank
Information Technology
Department 20
Activity Budget Percent
IT Operations
1 Information Technology Support 4,000 9.64%
2 PC Support 4,500 10.84%
3 Enterprise Support Systems 7,000 16.87%
4 Data Center 1,000 2.41%
5 Website Services 2,300 5.54%
$ 18,800 45.30%
Network Operations
1 WAN Operations 1,500 3.61%
2 Physical & Electronic Network Security 1,700 4.10%
$ 3,200 7.71%
Westlake Academy
1 Information Technology Support 2,500 6.02%
2 PC Support 250 0.60%
3 Enterprise Support Systems 12,500 30.12%
4 Data Center 750 1.81%
5 Website Services 200 0.48%
6 WAN Operations 1,000 2.41%
7 Physical & Electronic Network Security 2,300 5.54%
$ 19,500 46.99%
41,500$ 100%
Todd Wood
817-490-5711
Program
Department Director
Department Phone
5/19/10
Information Technology
1
Information Technology
Department Director:
Department Phone:
Program Information
Name Program Cost 45.30%18,800$
Objective
Program Measure
Activity Information
Name Activity Cost 9.64%4,000$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Information Technology Support
To manage and operate the Town's central information technology systems and
networks for Town Departments to facilitate the sharing of information necessary to
perform their daily business operations.
Todd Wood
817-490-5711
IT Operations
Under Development
Todd Wood, Director of HR & Administrative Services
To provide network interconnectivity, computer hardware and software support and
IT planning for the Department to produce and communicate information.
None
Continuous
Repair/maintain/upgrade computers; Computer hardware and software support;
Programming; LAN maintenance; Software licenses and upgrades; IT systems planning,
design, development/implementation; phone support.
5/19/10
Information Technology
2
Information Technology
Department Director:
Department Phone:
Program Information
Name Program Cost 45.30%18,800$
Objective
Program Measure
Activity Information
Name Activity Cost 10.84%4,500$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
PC Support
To manage and operate the Town's central information technology systems and
networks for Town Departments to facilitate the sharing of information necessary to
perform their daily business operations.
Todd Wood
817-490-5711
IT Operations
Under Development
Todd Wood, Director of HR & Administrative Services
To manage applications and related hardware that are specific to a supported
department.
PC Support provides direct support in regards to applications, operating systems,
policies, and hardware that are a part of the client-computing environment.
None
Server operations support; Technical support for commercially available software;
Consulting and purchasing assistance on hardware and software technology
Technical assistance to PC users; Repair and installation of PC hardware and software
5/19/10
Information Technology
3
Information Technology
Department Director:
Department Phone:
Program Information
Name Program Cost 45.30%18,800$
Objective
Program Measure
Activity Information
Name Activity Cost 16.87%7,000$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
To manage and operate the Town's central information technology systems and
networks for Town Departments to facilitate the sharing of information necessary to
perform their daily business operations.
Todd Wood
(817) 490-5711
IT Operations
Enterprise Support Systems
Under Development
Todd Wood, Director of HR & Administrative Services
To manage centralized applications residing on server class hardware that impact
users across multiple departments.
This activity manages enterprise level applications, manages hardware and software
support contracts, email service, and facilitates services that impact a large number of
users.
None
Server operations support; Technical support for commercially available software;
supports systems used by multiple departments
Technical assistance to PC users; Repair and installation of PC hardware and software
5/19/10
Information Technology
4
Information Technology
Department Director:
Department Phone:
Program Information
Name Program Cost 45.30%18,800$
Objective
Activity Information
Name Activity Cost 2.41%1,000$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Todd Wood
(817) 490-5711
IT Operations
To manage and operate the Town's central information technology systems and
networks for Town Departments to facilitate the sharing of information necessary to
perform their daily business operations.
Data Center
To provide a secured environmentally stable facility with reliable power to support all
Town Departments.
IT staff provides operational support including systems monitoring, network
monitoring, problem determination, problem reporting, problem escalation, backup
and recovery, and performance tuning.
None
Monitoring All Systems; Verification of Backup Processes; Data Archival and Recovery;
Provide and maintain an environment for the operation of sensitive electronic
equipment; Provide rack space, power and network connectivity.
Physical and electronic network security, WAN/LAN connectivity
Todd Wood, Director of HR & Administrative Services
5/19/10
Information Technology
5
Information Technology
Department Director:
Department Phone:
Program Information
Name Program Cost 45.30%18,800$
Objective
Activity Information
Name Activity Cost 5.54%2,300$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Website Services
Todd Wood
(817) 490-5711
IT Operations
To manage and operate the Town's central information technology systems and
networks for Town Departments to facilitate the sharing of information necessary to
perform their daily business operations.
Server operations support; website information updates; web design, technical
support of the Content Management System (CMS) to Town staff
Technical assistance to CMS users; Physical and electronic network security, WAN/LAN
connectivity
Todd Wood, Director of HR & Administrative Services
To manage and support applications and related hardware specific to the Town's
website and to to provide current information to the public via the world wide web.
This activity includes direct support for the Town's website, including ongoing updates
of content and information, server support, and backup services.
Ongoing
5/19/10
Information Technology
6
Information Technology
Department Director:
Department Phone:
Program Information
Name Program Cost 7.71%3,200$
Objective
Program Measure
Activity Information
Name Activity Cost 3.61%1,500$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Under Development
Todd Wood, Director of HR & Administrative Services
Network activity monitoring; Network repair.
Physical and electronic network security, LAN connectivity
This activity ensures connectivity service between multiple locations using a combination
of fiber optics and T1 lines to keep the Town's internet service, telephone systems and
two websites operational.
Continuous
WAN Operations
To provide network, monitoring and maintenance for Town staff so they can use their
computers and telephones to exchange information.
Network Operations
To plan, design and implement information technology for Town departments so they can
have a reliable technology infrastructure to achieve their business objectives.
Todd Wood
817-490-5711
5/19/10
Information Technology
7
Information Technology
Department Director:
Department Phone:
Program Information
Name Program Cost 7.71%3,200$
Objective
Program Measure
Activity Information
Name Activity Cost 4.10%1,700$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Under Development
Todd Wood, Director of HR & Administrative Services
Deployment of new security systems; Security on remote access systems; Development
of security policy/guidelines; Investigations/incident response; physical protection using
video surveillance, locks, and access cards.
Network and PC support; WAN/LAN connectivity
This activity is guided by various legal directives from both HIPAA and Homeland Security.
The support of this activity includes physically securing technology and protection of
Town assets.
None
Physical & Electronic Network
Security
To mitigate risk of loss of Town IT resources through new system implementations,
information security audits, investigations, and development of security guidelines.
Network Operations
To plan, design and implement information technology for Town departments so they can
have a reliable technology infrastructure to achieve their business objectives.
Todd Wood
817-490-5711
5/19/10
Information Technology
8
Information Technology
Department Director:
Department Phone:
Program Information
Name Program Cost 46.99%19,500$
Objective
Program Measure
Activity Information
Name Activity Cost 6.02%2,500$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Under Development
817-490-5711
Todd Wood
To manage and operate the Academy's central information technology systems and networks
for all Departments using technology to facilitate the sharing of information which is
necessary to perform their daily business operations.
Westlake Academy
To provide network interconnectivity, computer hardware and software support and IT
planning for the Academy to produce and communicate information.
Information Technology Support
Continuous
Repair/maintain/upgrade computers; Computer hardware and software support;
Programming; LAN maintenance; Software licenses and upgrades; IT systems planning,
design, development/implementation; phone support.
Todd Wood, Director of HR & Administrative Services
5/19/10
Information Technology
9
Information Technology
Department Director:
Department Phone:
Program Information
Name Program Cost 46.99%19,500$
Objective
Program Measure
Activity Information
Name Activity Cost 0.60%250$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Under Development
817-490-5711
Todd Wood
To manage and operate the Academy's central information technology systems and networks
for all Departments using technology to facilitate the sharing of information which is
necessary to perform their daily business operations.
Westlake Academy
To manage applications and related hardware that are specific to a supported department.
PC Support
None
PC Support Activity provides direct support in regards to applications, operating systems,
policies, and hardware that are a part of the client-computing environment.
Technical assistance to PC users; Repair and installation of PC hardware and software
Server operations support; Technical support for commercially available software; Consulting
and purchasing assistance on hardware and software technology
Todd Wood, Director of HR & Administrative Services
5/19/10
Information Technology
10
Information Technology
Department Director:
Department Phone:
Program Information
Name Program Cost 46.99%19,500$
Objective
Program Measure
Activity Information
Name Activity Cost 30.12%12,500$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Under Development
817-490-5711
Todd Wood
To manage and operate the Academy's central information technology systems and
networks for all Departments using technology to facilitate the sharing of information which
is necessary to perform their daily business operations.
Westlake Academy
To manage centralized applications residing on server class hardware that impact users
across multiple departments.
Enterprise Support Systems
None
This activity manages enterprise level applications, manages hardware and software support
contracts, email service, and facilitates services that impact a large number of users.
Technical assistance to PC users; Repair and installation of PC hardware and software
Server operations support; Technical support for commercially available software; supports
systems used by multiple departments
Todd Wood, Director of HR & Administrative Services
5/19/10
Information Technology
11
Information Technology
Department Director:
Department Phone:
Program Information
Name Program Cost 46.99%19,500$
Objective
Program Measure
Activity Information
Name Activity Cost 1.81%750$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Under Development
817-490-5711
Todd Wood
To manage and operate the Academy's central information technology systems and networks
for all Departments using technology to facilitate the sharing of information which is
necessary to perform their daily business operations.
Westlake Academy
To provide a secured environmentally stable facility with reliable power to support all Town
Departments and Westlake Academy.
Data Center
None
Staff provides operational support including systems monitoring, network monitoring,
problem determination, problem reporting, problem escalation, backup and recovery, and
performance tuning.
Physical and electronic network security, WAN/LAN connectivity
Monitoring All Systems; Verification of Backup Processes; Data Archival and Recovery;
Provide and maintain an environment for the operation of sensitive electronic equipment;
Provide rack space, power and network connectivity.
Todd Wood, Director of HR & Administrative Services
5/19/10
Information Technology
12
Information Technology
Department Director:
Department Phone:
Program Information
Name Program Cost 46.99%19,500$
Objective
Program Measure
Activity Information
Name Activity Cost 0.48%200$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Under Development
817-490-5711
Todd Wood
To manage and operate the Academy's central information technology systems and networks
for all Departments using technology to facilitate the sharing of information which is
necessary to perform their daily business operations.
Westlake Academy
To manage and support applications and related hardware specific to the Academy's website
and to to provide current information to the public via the world wide web.
Website Services
Ongoing
This activity includes direct support for the Academy's website, including ongoing updates of
content and information, server support, and backup services.
Technical assistance to CMS users; Physical and electronic network security, WAN/LAN
connectivity
Server operations support; website information updates; web design, technical support of the
Content Management System (CMS) to Town staff
Todd Wood, Director of HR & Administrative Services
5/19/10
Information Technology
13
Information Technology
Department Director:
Department Phone:
Program Information
Name Program Cost 46.99%19,500$
Objective
Program Measure
Activity Information
Name Activity Cost 2.41%1,000$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Under Development
Continuous
817-490-5711
Westlake Academy
To manage and operate the Academy's central information technology systems and
networks for all Departments using technology to facilitate the sharing of information which
is necessary to perform their daily business operations.
Todd Wood
WAN Operations
The purpose of Wide Area Network (WAN) Operations is to provide network, monitoring and
maintenance for Town and Academy staff so they can use their computers and telephones to
exchange information.
This activity ensures connectivity service between multiple locations using a combination of
fiber optics and T1 lines to keep the Town's internet service, telephone systems and two
websites operational.
Physical and electronic network security, LAN connectivity
Todd Wood, Director of HR & Administrative Services
Network activity monitoring; Network repair.
5/19/10
Information Technology
14
Information Technology
Department Director:
Department Phone:
Program Information
Name Program Cost 46.99%19,500$
Objective
Program Measure
Activity Information
Name Activity Cost 5.54%2,300$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Under Development
No Data
Todd Wood
817-490-5711
Westlake Academy
To manage and operate the Academy's central information technology systems and
networks for all Departments using technology to facilitate the sharing of information which
is necessary to perform their daily business operations.
Physical & Electronic Network
Security
The purpose of the Security activity is to mitigate risk of loss of Town IT resources through
new system implementations, information security audits, investigations, and development
of security guidelines.
This activity is a core service with legal mandates. The legal mandates are HIPAA and
Homeland Security. The support of this activity includes physically securing technology and
protection of Town assets.
Deployment of new security systems; Security on remote access systems; Development of
security policy/guidelines; Investigations/incident response; physical protection using video
surveillance, locks, and access cards.
Network and PC support; WAN/LAN connectivity
Todd Wood, Director of HR & Administrative Services
5/19/10
Information Technology
15
This page is intentionally blank
Human Resources & Administrative Services
Department 21
Activity Budget Percent
Human Resources Administration
1 Administrative Support Services $ 5,489 7.00%
2 Employee Records 1,568 2.00%
3 Payroll 3,137 4.00%
$ 10,195 13.00%
Total Compensation
1 Compensation and Classification $ 1,568 2.00%
2 Benefits Management $ 1,568 2.00%
$ 3,137 4.00%
Risk Management
1 Property & Casulty Insurance Management $ 5,231 6.67%
2 Worker's Compensation $ 784 1.00%
3 Loss Prevention $ 588 0.75%
$ 6,603 8.42%
Employment Services
1 Employment Application Services $ 2,611 0.50%
2 Recruitment and Placement $ 1,176 0.25%
3 Employee Skills Development $ 1,176 0.50%
$ 4,964 6.33%
Westlake Academy Foundation
1 Fundaising Support $ 392 0.50%
2 Employment services $ 196 0.25%
3 General Administrative Support $ 392 0.50%
$ 980 1.25%
Westlake Academy
1 Administrative Support Services $ 12,547 16.00%
2 Employee Records $ 6,274 8.00%
3 Payroll $ 6,274 8.00%
4 Compensation and Classification $ 4,705 6.00%
5 Benefits Management $ 6,274 8.00%
6 Property & Casulty Insurance Management $ 2,353 3.00%
7 Worker's Compensation $ 784 1.00%
8 Loss Prevention $ 1,568 2.00%
9 Employment Application Services $ 4,705 6.00%
10 Recruitment and Placement $ 5,489 7.00%
11 Employee Skills Development $ 1,568 2.00%
$ 52,542 67.00%
78,421$ 100.00%
Todd Wood
817-490-5711
Program
Department Director
Department Phone
5/19/10
HR & Administrative Services
1
Human Resources & Administrative Services
Department Director:
Department Phone:
Program Information
Name Program Cost 13.00%10,195$
Objective
Program Measure
Activity Information
Name Activity Cost 7.00%5,489$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Todd Wood, Director of HR & Administrative Services
To provide administrative and managerial support to upper management and all
departments in order to produce more effective services.
Provides administrative, managerial, and legal support to all departments. This
activity also includes general employee support, issuance of employment contracts,
and updates to the Town's personnel manual.
Continual legislative changes and reporting requirements.
General administrative, Staff and Council meetings support services; Board and
Commission support; Performance measure development; Budget preparation and
development; Assistance to legal counsel on various matters; Assistance provided to
the Town Manager.
None
Administrative Support Services
To provide HR administrative guidance to Town leaders and elected officials to achieve
and maintain best practices, as well as provide various services to our employees.
Todd Wood
817-490-5711
Human Resources Administration
Under Development
5/19/10
HR & Administrative Services
2
Human Resources & Administrative Services
Department Director:
Department Phone:
Program Information
Name Program Cost 13.00%10,195$
Objective
Program Measure
Activity Information
Name Activity Cost 2.00%1,568$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
To provide HR administrative guidance to Town leaders and elected officials to achieve
and maintain best practices, as well as provide various services to our employees.
Todd Wood
817-490-5711
Human Resources Administration
Employee Records
Under Development
Todd Wood, Director of HR & Administrative Services
To process and maintain employee data for Town management so that HR
transactions are performed appropriately.
The Employee Records activity involves the processing of all employment-related
forms and documentation, as well as storage and retention of all employeement
related records.
Sustained annual increase of employees by 5%-10% since 2002.
Manages and stores of general employee records, personnel files, benefit enrollment
files, litigation documents, immigration documents, payroll/tax documents, and
investigation documents on all current and former employees.
Payroll, Benefits Management, Recruitment and Placement
5/19/10
HR & Administrative Services
3
Human Resources & Administrative Services
Department Director:
Department Phone:
Program Information
Name Program Cost 13.00%10,195$
Objective
Program Measure
Activity Information
Name Activity Cost 4.00%3,137$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
To provide HR administrative guidance to Town leaders and elected officials to achieve
and maintain best practices, as well as provide various services to our employees.
Todd Wood
817-490-5711
Human Resources Administration
Payroll
Under Development
Todd Wood, Director of HR & Administrative Services
To provide timely payroll services for all Town departments so that departments pay
their employees accurately.
The Payroll activity processes all payroll transactions, facilitates tax withholding, tax
reports and information returns; funds transfers for direct deposits, retirement plans,
and other Town-sponsored benefit programs.
Sustained annual increase of employees by 5%-10% since 2002.
Schedules, reviews, and runs payrolls; Withholds, remits, and reports employment
taxes and other employee deductions; Prepares and files tax returns; Provides payroll
data and support to the budget process.
Employee Records, Benefits Management
5/19/10
HR & Administrative Services
4
Human Resources & Administrative Services
Department Director:
Department Phone:
Program Information
Name Program Cost 4.00%3,137$
Objective
Program Measure
Activity Information
Name Activity Cost 2.00%1,568$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Todd Wood, Director of HR & Administrative Services
To provide equitable salary structures and classify work to enable Town management
to make compensation decisions.
The Compensation and Classification activity seeks to attract and retain competent
employees through market sensitive pay and benefits and reward employees based on
individual and team performances in order to achieve our business goals and to
provide quality services to our customers.
None
Classification Studies; Salary Surveys; Pay Plan Development and Maintenance;
Compensation Consulting
None
Compensation and Classification
To provide a market sensitive pay and benefits package for Town management to
attract, retain and motivate high-performance based individuals.
Todd Wood
817-490-5711
Total Compensation
Under Development
5/19/10
HR & Administrative Services
5
Human Resources & Administrative Services
Department Director:
Department Phone:
Program Information
Name Program Cost 4.00%3,137$
Objective
Program Measure
Activity Information
Name Activity Cost 2.00%1,568$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
To provide a market sensitive pay and benefits package for Town management to
attract, retain and motivate high-performance based individuals.
Todd Wood
817-490-5711
Total Compensation
Benefits Management
Under Development
Todd Wood, Director of HR & Administrative Services
To provide provide competitive benefits to eligible employees at the lowest possible
cost.
The Benefits Management is responsible for administering a comprehensive, cost-
effective benefits program which includes the following: medical, dental, life and long
term disability insurance, COBRA, TMRS retirement, employee assistance, Section 125
Plans, and deferred compensation programs.
No Data
Benefits Design and Administration; Benefits Customer Services; Provider Network
Administration
Employee Records
5/19/10
HR & Administrative Services
6
Human Resources & Administrative Services
Department Director:
Department Phone:
Program Information
Name Program Cost 8.42%6,603$
Objective
Program Measure
Activity Information
Name Activity Cost 6.67%5,231$
Objective
History
NoChanges
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Todd Wood, Director of HR & Administrative Services
To provide cost effective, comprehensive coverage to the Town, obtaining the greatest
amount of insurance coverage at the lowest possible cost.
The Property and Casualty Insurance activity supports business continuity by
attempting to mitigate financial losses. This activity assesses the Academy's exposure
to risk, identifies and implements risk prevention where appropriate, and procures
property and casualty coverage to protect the Town from losses which could
significantly affect its ability to fulfill its obligations.
Continual legislative changes.
Insurance Administration; Insurance Information & Referral, claims processing,
Loss Prevention, Administrative Support Services
Property & Casualty Insurance
Management
To provide risk management and insurance services for Town Management to protect
the Town assets and minimize liability.
Todd Wood
817-490-5711
Risk Management
Under Development
5/19/10
HR & Administrative Services
7
Human Resources & Administrative Services
Department Director:
Department Phone:
Program Information
Name Program Cost 8.42%6,603$
Objective
Program Measure
Activity Information
Name Activity Cost 1.00%784$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Todd Wood, Director of HR & Administrative Services
To comply with federal and state laws and regulations; implement accident prevention
measures, and process injury claims in accordance with Town Policies and Procedures.
The Workers' Compensation Program activity is mandated by the State of Texas. This
activity is a combination injury reporting, facilitation of supplemental wage payments,
and providing medical care to injured workers, and ensuring best practices for injured
employees to return to work.
Sustained annual increase of employees by 5%-10% since 2002.
Administration of the Worker's Compensation program, Accident Reporting, Claims
processing, Employee Return to Work program
Benefits Management
Worker's Compensation
To provide risk management and insurance services for Town Management to protect
the Town assets and minimize liability.
Todd Wood
817-490-5711
Risk Management
Under Development
5/19/10
HR & Administrative Services
8
Human Resources & Administrative Services
Department Director:
Department Phone:
Program Information
Name Program Cost 8.42%6,603$
Objective
Program Measure
Activity Information
Name Activity Cost 0.75%588$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
To provide risk management and insurance services for Town Management to protect
the Town assets and minimize liability.
Todd Wood
817-490-5711
Risk Management
Loss Prevention
Under Development
Todd Wood, Director of HR & Administrative Services
To identify and implement measures to minimize preventable losses to the Town.
The Loss Prevention Activity is comprised of admininistrative actions to minimize
liability, create policies and procedures to prevent losses and theft, administer
applicable insurance programs, track inventory, and dispose of surplus property
according to adopted policies and procedures.
None
Policy and procedure development, Employee Orientation & Training, Audits, Asset
Inventory, surplus Property Liquidation.
Insurance Management, Administrative Support Services
5/19/10
HR & Administrative Services
9
Human Resources & Administrative Services
Department Director:
Department Phone:
Program Information
Name Program Cost 6.33%4,964$
Objective
Program Measure
Activity Information
Name Activity Cost 0.50%2,611$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Todd Wood, Director of HR & Administrative Services
To screen applicants through a selection and hiring process in order that Town
management may develop a high-quality applicant pool.
The Employment Application Services activity is an administrative necessity for
maintaining the workforce. This acivity if the foundation of human resources
acquisition.
Sustained annual increase of employees by 5%-10% since 2002.
Job Posting Systems; Employment Advertising; Application Processing; Applicant
Information and Referral; Applicant Tracking and Screening
Records Management, Recruitment and Placement
Employment Application Services
To provide employment application and consulting services to Town management in
order to recruit and hire a qualified workforce.
Todd Wood
817-490-5711
Employment Services
Under Development
5/19/10
HR & Administrative Services
10
Human Resources & Administrative Services
Department Director:
Department Phone:
Program Information
Name Program Cost 6.33%4,964$
Objective
Program Measure
Activity Information
Name Activity Cost 0.25%1,176$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Todd Wood
817-490-5711
Employment Services
To provide employment application and consulting services to Town management in
order to recruit and hire a qualified workforce.
Recruitment and Placement
Under Development
To provide consulting services to management so they have strategies for recruiting
and hiring an effective workforce.
The Recruitment and Placements activity includes This activity incorporates includes
advertising, applicant screening and testing, interview panel support, and consultation
with decision makers.
Todd Wood, Director of HR & Administrative Services
Sustained annual increase of employees by 5%-10% since 2002.
Recruitment Planning; Policy and Procedure Development; Information and Referral;
Project Management; Criminal Background Investigations
Records Management, Employment Application Services
5/19/10
HR & Administrative Services
11
Human Resources & Administrative Services
Department Director:
Department Phone:
Program Information
Name Program Cost 6.33%4,964$
Objective
Program Measure
Activity Information
Name Activity Cost 0.50%1,176$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
817-490-5711
Todd Wood
To facilitate training and educational programs to management and employees to
improve job skills and maintain regulatory compliance..
To provide employment application and consulting services to Town management in
order to recruit and hire a qualified workforce.
Employment Services
Employee Skills Development
Under Development
Todd Wood, Director of HR & Administrative Services
Records Management
New Employee Orientation; Skills Development Training; Regulatory Compliance
Training
Sustained annual increase of employees by 5%-10% since 2002.
The Skills Development activity includes training programs offered by the Human
Resources Department to Town employees. New Employee Orientation helps new
employees understand the Towns service expectations and their benefits. Other
training focuses on specific job skills and regulatory compliance.
5/19/10
HR & Administrative Services
12
Human Resources & Administrative Services
Department Director:
Department Phone:
Program Information
Name Program Cost 1.25%980$
Objective
Program Measure
Activity Information
Name Activity Cost 0.50%392$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Todd Wood
817-490-5711
Westlake Academy Foundation
To provide the Westlake Academy Foundation with a full range of HR & Administrative
Support services, including General Human Resources support, Payroll Processing, Risk
Management, IT Support, and Benefits Administration in accordance with established
goals and objectives.
Fundraising Support
Provide the Westlake Academy Foundation secure financial transactions, records
management, and general support.
Under Development
Todd Wood, Director of HR & Administrative Services
Monthly Processing of electronic donations; Monthly reporting; Records Management
Administrative Support Services
The Fundraising Support activity performs electronic financial transactions for the
Blacksmith Apprentice Program and Capital Campaigns on a monthly basis, as well as
monthly reporting and secure records management of pledges and transactions.
Continuous
5/19/10
HR & Administrative Services
13
Human Resources & Administrative Services
Department Director:
Department Phone:
Program Information
Name Program Cost 1.25%980$
Objective
Program Measure
Activity Information
Name Activity Cost 0.25%196$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Todd Wood
817-490-5711
Westlake Academy Foundation
To provide the Westlake Academy Foundation with a full range of HR & Administrative
Support services, including General Human Resources support, Payroll Processing, Risk
Management, IT Support, and Benefits Administration in accordance with established
goals and objectives.
No Data
Employment Services
The Employment Services activity provides all Human Resources support, Benefits
administration, and payroll processing to the Westlake Academy Foundation's one full-
time employee.
Under Development
Todd Wood, Director of HR & Administrative Services
New Employee Orientation, Payroll, Benefits Administration, Risk Management, and
General HR services and support.
Employee Records, Recruitment, Payroll, Benefits Management
The Recruitment and Placements activity includes This activity incorporates includes
advertising, applicant screening and testing, interview panel support, and consultation
with decision makers.
5/19/10
HR & Administrative Services
14
Human Resources & Administrative Services
Department Director:
Department Phone:
Program Information
Name Program Cost 1.25%980$
Objective
Program Measure
Activity Information
Name Activity Cost 0.50%392$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Todd Wood
817-490-5711
Westlake Academy Foundation
To provide the Westlake Academy Foundation with a full range of HR & Administrative
Support services, including General Human Resources support, Payroll Processing, Risk
Management, IT Support, and Benefits Administration in accordance with established
goals and objectives.
No Data
General Administrative Support
The General Administrative support activity provides Risk Management services, Legal
Compliance services, and general support, as requested.
Under Development
Todd Wood, Director of HR & Administrative Services
Risk management, general administrative support.
Administrative Support Services
The Westlake Academy Foundation has received general administrative support
services since 2004.
5/19/10
HR & Administrative Services
15
Human Resources & Administrative Services
Department Director:
Department Phone:
Program Information
Name Program Cost 67.00%52,542$
Objective
Program Measure
Activity Information
Name Activity Cost 16.00%12,547$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
To provide Westlake Academy with a full range of HR & Administrative Support
services, including General Human Resources support, Payroll Processing, Risk
Management, IT Support, Recruitment and Placement, Compensation Planning, and
Benefits Administration in accordance with established goals and objectives.
Administrative Support Services
Under Development
To allow for administrative and managerial support and all departments in order to
produce more effective services.
Todd Wood, Director of HR & Administrative Services
Continual legislative changes and reporting requirements.
General administrative, Staff and Council meetings support services; Board and
Commission support; Performance measure development; Budget preparation and
development; Assistance to legal counsel on various matters; Assistance provided to
the CEO
Payroll, Benefits Management, Employee Records
The Administrative Support activity provides administrative, managerial, and legal
support to all departments. This activity also includes general employee support,
issuance of employment contracts, and updates to the WA personnel manual.
Todd Wood
817-490-5711
Westlake Academy
5/19/10
HR & Administrative Services
16
Human Resources & Administrative Services
Department Director:
Department Phone:
Program Information
Name Program Cost 67.00%52,542$
Objective
Program Measure
Activity Information
Name Activity Cost 8.00%6,274$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
To provide Westlake Academy with a full range of HR & Administrative Support
services, including General Human Resources support, Payroll Processing, Risk
Management, IT Support, Recruitment and Placement, Compensation Planning, and
Benefits Administration in accordance with established goals and objectives.
Employee Records
Under Development
To process and maintain employee data for management so that HR transactions are
performed appropriately.
Todd Wood, Director of HR & Administrative Services
Sustained annual increase of employees by 5%-10% since 2002.
Manages and stores of general employee records, personnel files, benefit enrollment
files, litigation documents, immigration documents, payroll/tax documents, and
investigation documents on all current and former employees.
Payroll, Benefits Management, Recruitment and Placement
The Employee Records activity involves the processing of all employment-related
forms and documentation, as well as storage and retention of all employeement
related records.
Todd Wood
817-490-5711
Westlake Academy
5/19/10
HR & Administrative Services
17
Human Resources & Administrative Services
Department Director:
Department Phone:
Program Information
Name Program Cost 67.00%52,542$
Objective
Program Measure
Activity Information
Name Activity Cost 8.00%6,274$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
To provide Westlake Academy with a full range of HR & Administrative Support
services, including General Human Resources support, Payroll Processing, Risk
Management, IT Support, Recruitment and Placement, Compensation Planning, and
Benefits Administration in accordance with established goals and objectives.
Payroll
Under Development
To provide timely payroll services for all Academy departments so that departments
pay their employees accurately.
Todd Wood, Director of HR & Administrative Services
Sustained annual increase of employees by 5%-10% since 2002.
Schedules, reviews, and runs payrolls; Withholds, remits, and reports employment
taxes and other employee deductions; Prepares and files tax returns; Provides payroll
data and support to the budget process.
Employee Records, Benefits Management
The Payroll activity processes all payroll transactions, facilitates tax withholding, tax
reports and information returns; funds transfers for direct deposits, retirement plans,
and other Academy-sponsored benefit programs.
Todd Wood
817-490-5711
Westlake Academy
5/19/10
HR & Administrative Services
18
Human Resources & Administrative Services
Department Director:
Department Phone:
Program Information
Name Program Cost 67.00%52,542$
Objective
Program Measure
Activity Information
Name Activity Cost 6.00%4,705$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Todd Wood
817-490-5711
Todd Wood, Director of HR & Administrative Services
None
Classification Studies; Salary Surveys; Pay Plan Development and Maintenance;
Compensation Consulting
None
To provide equitable salary structures and classify work to enable management to
make compensation decisions.
The Compensation and Classification activity seeks to attract and retain competent
employees through market sensitive pay and benefits and reward employees based on
individual and team performances in order to achieve our business goals and to
provide quality services to our customers.
Under Development
Compensation and Classification
Westlake Academy
To provide Westlake Academy with a full range of HR & Administrative Support
services, including General Human Resources support, Payroll Processing, Risk
Management, IT Support, Recruitment and Placement, Compensation Planning, and
Benefits Administration in accordance with established goals and objectives.
5/19/10
HR & Administrative Services
19
Human Resources & Administrative Services
Department Director:
Department Phone:
Program Information
Name Program Cost 67.00%52,542$
Objective
Program Measure
Activity Information
Name Activity Cost 8.00%6,274$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Todd Wood
817-490-5711
Todd Wood, Director of HR & Administrative Services
None
Benefits Design and Administration; Benefits Customer Services; Provider Network
Administration
Employee Records
To provide provide competitive benefits to eligible employees at the lowest possible
cost.
The Benefits Management is responsible for administering a comprehensive, cost-
effective benefits program which includes the following: medical, dental, life and long
term disability insurance, COBRA, TMRS retirement, employee assistance, Section 125
Plans, and deferred compensation programs.
Under Development
Benefits Management
Westlake Academy
To provide Westlake Academy with a full range of HR & Administrative Support
services, including General Human Resources support, Payroll Processing, Risk
Management, IT Support, Recruitment and Placement, Compensation Planning, and
Benefits Administration in accordance with established goals and objectives.
5/19/10
HR & Administrative Services
20
Human Resources & Administrative Services
Department Director:
Department Phone:
Program Information
Name Program Cost 67.00%52,542$
Objective
Program Measure
Activity Information
Name Activity Cost 3.00%2,353$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Property & Casualty Insurance
Management
Loss Prevention, Administrative Support Services
To provide cost effective, comprehensive coverage to the Academy, obtaining the
greatest amount of insurance coverage at the lowest possible cost.
The Property and Casualty Insurance activity supports business continuity by
attempting to mitigate finincial losses. This activity assesses the Academy's exposure
to risk, identifies and implements risk prevention where appropriate, and procures
property and casualty coverage to protect the Academy from losses which could
significantly affect its ability to fulfill its obligations.
To provide Westlake Academy with a full range of HR & Administrative Support
services, including General Human Resources support, Payroll Processing, Risk
Management, IT Support, Recruitment and Placement, Compensation Planning, and
Benefits Administration in accordance with established goals and objectives.
817-490-5711
Westlake Academy
Todd Wood
Todd Wood, Director of HR & Administrative Services
Continual legislative changes.
Insurance Administration; Insurance Information & Referral, claims processing,
Under Development
5/19/10
HR & Administrative Services
21
Human Resources & Administrative Services
Department Director:
Department Phone:
Program Information
Name Program Cost 67.00%52,542$
Objective
Program Measure
Activity Information
Name Activity Cost 1.00%784$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Worker's Compensation
Benefits Management
The Workers' Compensation Program activity provides compliance with federal and
state laws and regulations; implements accident prevention measures, and processes
injury claims in accordance with established Policies and Procedures.
The Workers' Compensation Program activity is mandated by the State of Texas. This
activity is a combination injury reporting, facilitation of supplemental wage payments,
and providing medical care to injured workers, and ensuring best practices for injured
employees to return to work.
To provide Westlake Academy with a full range of HR & Administrative Support
services, including General Human Resources support, Payroll Processing, Risk
Management, IT Support, Recruitment and Placement, Compensation Planning, and
Benefits Administration in accordance with established goals and objectives.
817-490-5711
Westlake Academy
Todd Wood
Todd Wood, Director of HR & Administrative Services
Sustained annual increase of employees by 5%-10% since 2002.
Administration of the Worker's Compensation program, Accident Reporting, Claims
processing, Employee Return to Work program
Under Development
5/19/10
HR & Administrative Services
22
Human Resources & Administrative Services
Department Director:
Department Phone:
Program Information
Name Program Cost 67.00%52,542$
Objective
Program Measure
Activity Information
Name Activity Cost 2.00%1,568$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Loss Prevention
Insurance Management, Administrative Support Services
To identify and implement measures to minimize preventable losses to the Town.
The Loss Prevention Activity is comprised of admininistrative actions to minimize
liability, create policies and procedures to prevent losses and theft, administer
applicable insurance programs, track inventory, and dispose of surplus property
according to adopted policies and procedures.
To provide Westlake Academy with a full range of HR & Administrative Support
services, including General Human Resources support, Payroll Processing, Risk
Management, IT Support, Recruitment and Placement, Compensation Planning, and
Benefits Administration in accordance with established goals and objectives.
(817) 490-5711
Westlake Academy
Todd Wood
Todd Wood, Director of HR & Administrative Services
None
Policy and procedure development, Employee Orientation & Training, Audits, Asset
Inventory, surplus Property Liquidation.
Under Development
5/19/10
HR & Administrative Services
23
Human Resources & Administrative Services
Department Director:
Department Phone:
Program Information
Name Program Cost 67.00%52,542$
Objective
Program Measure
Activity Information
Name Activity Cost 6.00%4,705$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Under Development
Employment Application Services
Todd Wood, Director of HR & Administrative Services
Sustained annual increase of employees by 5%-10% since 2002.
Job Posting Systems; Employment Advertising; Application Processing; Applicant
Information and Referral; Applicant Tracking and Screening
Records Management, Recruitment and Placement
To provide an applicant selection and hiring process to Academy management to
develop a high-quality applicant pool.
The Employment Application Services activity is an administrative necessity for
maintaining the workforce. This acivity if the foundation of human resources
acquisition.
Westlake Academy
To provide Westlake Academy with a full range of HR & Administrative Support
services, including General Human Resources support, Payroll Processing, Risk
Management, IT Support, Recruitment and Placement, Compensation Planning, and
Benefits Administration in accordance with established goals and objectives.
Todd Wood
817-490-5711
5/19/10
HR & Administrative Services
24
Human Resources & Administrative Services
Department Director:
Department Phone:
Program Information
Name Program Cost 67.00%52,542$
Objective
Program Measure
Activity Information
Name Activity Cost 7.00%5,489$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Under Development
Recruitment and Placement
Todd Wood, Director of HR & Administrative Services
Sustained annual increase of employees by 5%-10% since 2002.
Recruitment Planning; Policy and Procedure Development; Information and Referral;
Project Management; Criminal Background Investigations
Records Management, Employment Application Services
To provide consulting services to management so they have strategies for recruiting
and hiring an effective workforce.
The Recruitment and Placements activity includes advertising, applicant screening and
testing, interview panel support, and consultation with decision makers.
Westlake Academy
To provide Westlake Academy with a full range of HR & Administrative Support
services, including General Human Resources support, Payroll Processing, Risk
Management, IT Support, Recruitment and Placement, Compensation Planning, and
Benefits Administration in accordance with established goals and objectives.
Todd Wood
817-490-5711
5/19/10
HR & Administrative Services
25
Human Resources & Administrative Services
Department Director:
Department Phone:
Program Information
Name Program Cost 67.00%52,542$
Objective
Program Measure
Activity Information
Name Activity Cost 2.00%1,568$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Under Development
Employee Skills Development
The Skills Development activity includes training programs offered by the Human
Resources Department to Academy employees. New Employee Orientation helps new
employees understand the Academy's service expectations and their benefits. Other
training focuses on specific job skills and regulatory compliance.
Sustained annual increase of employees by 5%-10% since 2002.
New Employee Orientation; Skills Development Training; Regulatory Compliance
Training
Records Management
Todd Wood, Director of HR & Administrative Services
Todd Wood
817-490-5711
Westlake Academy
To provide Westlake Academy with a full range of HR & Administrative Support
services, including General Human Resources support, Payroll Processing, Risk
Management, IT Support, Recruitment and Placement, Compensation Planning, and
Benefits Administration in accordance with established goals and objectives.
The Skills Development activity provides training and learning programs to
management and employees to improve job skills and maintain regulatory
compliance..
5/19/10
HR & Administrative Services
26
Visitors Association Fund
Activity Budget Percent
Municipal Administration
1 Support Services - Administrative 57,349 13.50%
2 Support Services - Facilities Maintenance 21,574 5.08%
3 Support Services - Human Resources 34,740 8.18%
4 Contract Management 70,036 16.49%
5 Affiliate Board Liaison & Support 20,000 4.71%
$ 203,699 47.96%
Citizen Communication & Engagement
1 Communication 78,775 18.55%
2 Neighborhood Gatherings & Outreach 3,300 0.78%
3 Community Activities 46,627 10.98%
4 Direction Finders and Other Surveys 9,750 2.30%
$ 138,452 32.60%
Accounting Services - Municipal
1 Accounts Payable 11,697 2.75%
2 Accounts Receivable 9,846 2.32%
3 Payroll 8,956 2.11%
4 Financial Reporting 20,283 4.78%
5 Cash & Investment Management 4,288 1.01%
6 Budget Program 27,475 6.47%
$ 82,545 19.44%
424,696$ 100.00%
Tom Brymer
817.490.5720
Program
Department Director
Department Phone
5/19/10
Visitors Association Fund
1
Visitors Association Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 13.50%203,699$
Objective
Program Measure
Activity Information
Name Activity Cost 13.50%57,349$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measure FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Support Services -Administrative
To use our leadership capacity to foster relationships that work with our corporate partners,
and affiliate groups within Westlake to attract tourism to the area.
Tom Brymer
817.490-5720
Municipal Administration
Under Development
Tom Brymer, Town Manager/CEO & Ginger Awtry, Assistant to the Town Manager
To utilize the Town Manager's office through interaction with the Marriott Hotel and our
affiliate Board's to increase tourism traffic and community events that attract visitors to
Westlake.
Over the years, Westlake staff have been focused on increasing the number of visitors to
Westlake through the promotion of community based events and by extension, to attract
individuals to the hotel venue in the Solana Office Complex.
Recently, a partnership has been instituted with the Marriott to operate the shuttle service
and various other projects designed to raise the number of overnight hotel guests and
market Westlake as a viable corporate retreat and relaxation destination.
Facilitate ongoing discussions with the leadership and management structure at the
Marriott to establish working relationships; Assist affiliate Board's on an as needed basis to
host community wide events.
5/19/10
Visitors Association Fund
2
Visitors Association Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 13.50%203,699$
Objective
Program Measure
Activity Information
Name Activity Cost 5.08%21,574$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Support Services - Facilities
Maintenance
To use our leadership capacity to foster relationships that work with our corporate partners,
and affiliate groups within Westlake to attract tourism to the area.
Tom Brymer
817.490-5720
Municipal Administration
Under Development
Troy Meyer, Parks and Recreation Director
To work with the affiliate Board organizations to promote the community based activities,
such as Arbor Days, Decoration Day, etc.
Over the years, Westlake staff have been focused on increasing the number of visitors to
Westlake through the promotion of community based events and by extension, to attract
individuals to the hotel venue in the Solana Office Complex.
Recently, an partnership has been instituted with the Marriott to operate the shuttle service
and various other projects designed to raise the number of overnight hotel guests and
market Westlake as a viable corporate retreat and relaxation destination.
Secure and prepare event locations; Interact with Board members and volunteers to
coordinate the events; Work with vendors who are operating booth space at Arbor Days,
etc.; Assist with arrangement of physical supplies and items needed for activity.
5/19/10
Visitors Association Fund
3
Visitors Association Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 13.50%203,699$
Objective
Program Measure
Activity Information
Name Activity Cost 8.18%34,740$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Support Services - Human
Resources
To use our leadership capacity to foster relationships that work with our corporate
partners, and affiliate groups within Westlake to attract tourism to the area.
Tom Brymer
817.490-5720
Municipal Administration
Under Development
Todd Wood, Director of HR & Administrative Services
To handle and process human resources based tasks relative to the Visitors Fund.
Over the years, Westlake staff have been focused on increasing the number of visitors to
Westlake through the promotion of community based events and by extension, to attract
individuals to the hotel venue in the Solana Office Complex.
Recently, an partnership has been instituted with the Marriott to operate the shuttle
service and various other projects designed to raise the number of overnight hotel guests
and market Westlake as a viable corporate retreat and relaxation destination.
Process payroll for individuals associated with this fund; As HR Director with the operational
duties of IT services - responsibilities also include web site maintenance and updates to
promote the Town and our services.
5/19/10
Visitors Association Fund
4
Visitors Association Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 13.50%203,699$
Objective
Program Measure
Activity Information
Name Activity Cost 16.49%70,036$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Tom Brymer, Town Manager/CEO & Ginger Awtry, Assistant to the Town Manager
Under Development
To oversee the contracts developed with our corporate partners to ensure our investment is
being used to the betterment of the Town.
Over the years, Westlake staff have been focused on increasing the number of visitors to
Westlake through the promotion of community based events and by extension, to attract
individuals to the hotel venue in the Solana Office Complex.
Recently, an partnership has been instituted with the Marriott to operate the shuttle service
and various other projects designed to raise the number of overnight hotel guests and
market Westlake as a viable corporate retreat and relaxation destination.
Negotiate and review contractual services for the investment of visitor fund revenue with
the Marriott and other like agencies; Establish performance measures and incorporate into
contract documents to assist in our evaluation of program success.
Tom Brymer
817.490-5720
Municipal Administration
To use our leadership capacity to foster relationships that work with our corporate partners,
and affiliate groups within Westlake to attract tourism to the area.
Contract Management
5/19/10
Visitors Association Fund
5
Visitors Association Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 13.50%203,699$
Objective
Program Measure
Activity Information
Name Activity Cost 4.71%20,000$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Tom Brymer
817.490-5720
Municipal Administration
To use our leadership capacity to foster relationships that work with our corporate partners,
and affiliate groups within Westlake to attract tourism to the area.
Affiliate Board Liaison & Support
Westlake has a history of hosting locally promoted community events to attract neighboring
residents and visitors to our area. This includes events such as Decoration Day, etc. and has
been expanded to include the Westlake Academy community thereby increasing the
number of visitors to the Town events.
None
Work with Board Members to further develop ideas and events designed to increase
visitors; Provide assistance on an as needed basis to these Council appointed groups.
Tom Brymer, Town Manager/CEO
Under Development
5/19/10
Visitors Association Fund
6
Visitors Association Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 32.60%138,452$
Objective
Program Measure
Activity Information
Name Activity Cost 18.55%78,775$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
To inform and educate the citizens on items of interest within the Town and to promote
resident participation in our local government.
Tom Brymer
817.490.5720
Citizen Communication &
Engagement
Todd Wood, Director of HR & Administrative Services
To utilize technology and marketing, through the development and maintenance of the
website and use of an outside vendor, to increase our exposure to a wide range of visitors
about the amenities and activities available within Westlake.
None
Coordinate departmental review of specific web pages for update and revision; Publish new
information as needed; Install updates to the system and maintain the software.
Web Site Services and Information Technology Support
Communication
Under Development
5/19/10
Visitors Association Fund
7
Visitors Association Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 32.60%138,452$
Objective
Program Measure
Activity Information
Name Activity Cost 0.78%3,300$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Neighborhood Gatherings &
Outreach
To inform and educate the citizens on items of interest within the Town and to promote
resident participation in our local government.
Tom Brymer
817.490.5720
Citizen Communication &
Engagement
Under Development
Ginger Awtry, Assistant to the Town Manager
To promote and coordinate neighborhood based and general Town meetings to facilitate
discussion with residents.
None
Arrange for meeting venues and refreshments; Promote the event with residents; Maintain
list of attendees and topics discussed.
5/19/10
Visitors Association Fund
8
Visitors Association Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 32.60%138,452$
Objective
Program Measure
Activity Information
Name Activity Cost 10.98%46,627$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Community Activities
To inform and educate the citizens on items of interest within the Town and to promote
resident participation in our local government.
Tom Brymer
817.490-5720
Citizen Communication &
Engagement
Under Development
Troy Meyer, Parks and Recreation Director
To work with organizations to promote the community based activities, such as the
MasterWorks Concert Series, etc.
Over the years, Westlake staff have been focused on increasing the number of visitors to
Westlake through the promotion of community based events and by extension, to attract
individuals to the hotel venue in the Solana Office Complex.
None
Secure and prepare event locations; Interact with Board members and volunteers to
coordinate the events; Work with MasterWorks to host the concert series.
Work with Assistant to the Town Manager to facilitate events.
5/19/10
Visitors Association Fund
9
Visitors Association Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 32.60%138,452$
Objective
Program Measure
Activity Information
Name Activity Cost 2.30%9,750$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
None
Maintain an updated list of residents with correct addresses; Work with the vendor to draft
and mail the survey; Present findings and adjust planning priorities according to information
and direction from the Council.
Tom Brymer, Town Manager/CEO
Tom Brymer
817.490.5720
Citizen Communication &
Engagement
To inform and educate the citizens on items of interest within the Town and to promote
resident participation in our local government.
Direction Finders and Other
Surveys
To administer and compile data from a citizen survey for Council use.
In 2009, the town staff assisted in the compilation of the Town's first citizen based survey to
establish a benchmark of satisfaction levels for municipal services and gather information on
matters affecting the residents.
Under Development
5/19/10
Visitors Association Fund
10
Visitors Association Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 19.44%82,545$
Objective
Program Measure
Activity Information
Name Activity Cost 2.75%11,697$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Under Development
Tom Brymer
817.490.5720
To develop and provide administrative and accounting policies and procedures for
organization wide use. Also, to ensure the integrity of the Town's accounting system and
provide financial, management, and accounting services support to the Town Manager's
office for each fund.
Accounting Services- Municipal
Accounts Payable
The revenue associated with the Visitors Fund may be used primarily to enhance and
promote tourism and the convention and hotel industry. For smaller cities who meet
certain specific conditions established by the legislature, the expenditure categories may be
expanded to include additional projects.
To provide payment processing services associated with the Visitors Fund in order to ensure
timely vendor payments for goods and services.
Review of the fund related payment transactions to verify clerical and accounting accuracy
as well as adherence to compliance with our policy and procedures; Maintenance of
payment and other accounting transactions as well as the vendor taxpayer ID numbers and
year-end tax information returns.
None
Sherry Whigham, Finance Clerk
5/19/10
Visitors Association Fund
11
Visitors Association Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 19.44%82,545$
Objective
Program Measure
Activity Information
Name Activity Cost 2.32%9,846$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Under Development
Accounting Services- Municipal
Tom Brymer
817.490.5720
To develop and provide administrative and accounting policies and procedures for
organization wide use. Also, to ensure the integrity of the Town's accounting system and
provide financial, management, and accounting services support to the Town Manager's
office for each fund.
Accounts Receivable
The revenue associated with the Visitors Fund may be used primarily to enhance and
promote tourism and the convention and hotel industry. For smaller cities who meet
certain specific conditions established by the legislature, the expenditure categories may be
expanded to include additional projects.
Process and deposit payments in an efficient and accurate manner.
Review deposit bags from each source (Marriott, Public Arts, Historical Board, Arbor Days,
etc.) and verify for accuracy - notify the corresponding group if errors are noted; Prepare
deposit slips and process the checks through the remote deposit system for immediate bank
credit; Input and verify all receipts in the accounting system.
None
Sherry Whigham, Finance Clerk
Assistance to departments and affiliate groups associated with the Visitors Fund.
5/19/10
Visitors Association Fund
12
Visitors Association Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 19.44%82,545$
Objective
Program Measure
Activity Information
Name Activity Cost 2.11%8,956$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Under Development
Accounting Services- Municipal
Tom Brymer
817.490-5720
To develop and provide administrative and accounting policies and procedures for
organization wide use. Also, to ensure the integrity of the Town's accounting system and
provide financial, management, and accounting services support to the Town Manager's
office for each fund.
Payroll
Required by federal and state law or court order to maintain reliable auditable records.
Produces biweekly payroll (26 times per year).
To provide timely and accurate payroll services for individuals who have a portion of their
salary allocated to the Visitors Fund due to their specific tasks that are interrelated.
Schedules, reviews, and runs payrolls; Withholds, remits, and reports employment taxes,
court-ordered deductions, and other employee deductions; Prepares and files biweekly,
quarterly, and annual tax information returns (Form 941 and Form W-2); Provides payroll
data, database backup and recovery, and support to management; Provides support to the
budget process
None
Jaymi Ford, Finance Assistant
5/19/10
Visitors Association Fund
13
Visitors Association Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 19.44%82,545$
Objective
Program Measure
Activity Information
Name Activity Cost 4.78%20,283$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Under Development
Tom Brymer
Accounting Services- Municipal
817.490.5720
To develop and provide administrative and accounting policies and procedures for
organization wide use. Also, to ensure the integrity of the Town's accounting system and
provide financial, management, and accounting services support to the Town Manager's
office for each fund.
Financial Reporting
To provide financial information to the public. Also, to provide internal controls and
financial information to management and departments so they may manage their business
and meet their financial reporting needs
None
Financial reporting and analysis for management and departments, including the
Comprehensive Annual Financial Report (CAFR); preparation of quarterly financial reports;
maintenance of the accounting system and internal controls,
Support management and personnel in accessing and interpreting financial data; prepare
special reports and analysis
Debbie Piper, Finance Director
5/19/10
Visitors Association Fund
14
Visitors Association Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 19.44%82,545$
Objective
Program Measure
Activity Information
Name Activity Cost 1.01%4,288$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Under Development
Tom Brymer
Accounting Services- Municipal
817.490.5720
To develop and provide administrative and accounting policies and procedures for
organization wide use. Also, to ensure the integrity of the Town's accounting system and
provide financial, management, and accounting services support to the Town Manager's
office for each fund.
Cash & Investment Management
To effectively and efficiently manage the investment of available funds in accordance with
state law and the Investment policy.
Required to comply with the Public Funds Investment Act and Town's Investment Policy.
Goals are set to minimize risk while maximizing returns. We utilize the priorities of safety,
liquidity and yield, in that order.
None
Portfolio management; Compliance with Public Funds Investment Act and Town's
Investment Policy
Debbie Piper, Finance Director
5/19/10
Visitors Association Fund
15
Visitors Association Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 19.44%82,545$
Objective
Program Measure
Activity Information
Name Activity Cost 6.47%27,475$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Under Development
Tom Brymer
817.490.5720
Accounting Services- Municipal
To develop and provide administrative and accounting policies and procedures for
organization wide use. Also, to ensure the integrity of the Town's accounting system and
provide financial, management, and accounting services support to the Town Manager's
office for each fund.
Budget Program
Coordinate the development and ongoing monitoring of the operating budget relative to
the revenue and expenditures in the fund. As well as to provide accurate analysis and
documentation of the annual financial plan to departments, management informed
decisions may be made.
None
Proposed and Approved Budget Documents; Draft Policy Budget; Five Year Forecast;
Council Presentations; Revenue and Expenditure Forecasting; Council Budget Q&A
Debbie Piper, Finance Director
5/19/10
Visitors Association Fund
16
Utility Fund Public Works
Activity Budget Percent
Water Services
1 Maintenance & Repairs 246,466 11.29%
2 Regulatory Monitoring & Reporting 40,713 1.86%
3 Water Conservation 19,156 0.88%
4 Customer Service 57,469 2.63%
5 Meter Testing & Replacement 69,813 3.20%
6 Wholesale Water Purchases 1,051,600 48.17%
7 Contract Management 154,015 7.05%
$ 1,639,233 75.09%
Sewer Services
1 Maintenance & Repairs 17,882 0.82%
2 Regulatory Monitoring & Reporting 3,968 0.18%
3 Wastewater Treatment 302,630 13.86%
4 Contract Management 16,841 0.77%
$ 341,321 15.63%
Solid Waste & Recycling
1 Solid Waste 14,011 0.64%
2 Recycling 14,011 0.64%
$ 28,022 1.28%
Utility Billing Services
1 Utility Billing 57,419 2.63%
$ 57,419 2.63%
Municipal Governance
1 Town Council Meetings/Workshops 33,626 1.54%
$ 33,626 1.54%
Citizen Engagement and Communication
1 Neighborhood Gatherings & Outreach 3,736 0.17%
$ 3,736 0.17%
Accounting Services - Municipal
1 Accounts Payable 5,091 0.23%
2 Accounts Receivable 5,787 0.27%
3 Payroll 5,668 0.26%
4 Financial Reporting 18,706 0.86%
5 Cash & Investment Management 1,933 0.09%
6 Annual Budget 25,120 1.15%
$ 62,305 2.85%
Municipal Administration
1 Support Services - Human Resources 17,430 0.80%
$ 17,430 0.80%
2,183,092$ 100%
Program
Jarrod Greenwood
817-490-5717
Department Director
Department Phone
5/19/10
Utility Fund Public Works
1
Utility Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 75.09%1,639,233$
Objective
Program Measure
Activity Information
Name Activity Cost 11.29%246,466$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Jarrod Greenwood
817-490- 5717
Water Services
Deliver safe and reliable potable water to Town customers through the distribution
system by providing operation, maintenance, repair, and installation of water
infrastructure.
Maintenance & Repairs
Maintaining and repairing the water distribution system to protect the Town's
infrastructure investment, provide Westlake residents and customers water that is safe
for consumption, reduce wasted natural resources, and adding value to economic
development incentives.
None
Jarrod Greenwood, Public Works Director
Meet with developers and contractors regarding proposed water infrastructure
improvements; Inspect water installation and repairs performed by contractors; Repair
damaged water mains and equipment; Respond to water main breaks; Restore
damaged property related to maintenance operations; Maintain and repair pump
station equipment including emergency generators; Maintain SCADA system
operations in working order to manage pump station; Flush dead end water lines in
accordance with state regulations; Maintain and replace valves; Manage pump station
operations to minimize peaks; Inspect and maintain pumps and motors at pump
station.
Prior to 2000, the Town of Westlake did not provide utility services to residents.
However, the construction of residential subdivisions and commercial developments
created the need for this type of service provision. The Town contracted with
Aquasource in 2001 to provide maintenance. This contract was terminated in 2003 at
which time the Town began providing a mix of insourcing-outsurcing of maintenance
and continues to be the business model.
Under Development
5/19/10
Utility Fund Public Works
2
Utility Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 75.09%1,639,233$
Objective
Program Measure
Activity Information
Name Activity Cost 1.86%40,713$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Jarrod Greenwood
817-490- 5717
Water Services
Deliver safe and reliable potable water to Town customers through the distribution system
by providing operation, maintenance, repair, and installation of water infrastructure.
Regulatory Monitoring and
Reporting
Includes the testing and monitoring of the Towns water quality for bacteria and other
disease causing organisms, as well as contaminates like lead and copper, that pose a serious
health risk, i.e. birth defects, cancer, death.
None
Jarrod Greenwood, Public Works Director
Take bacteriological samples every month; Check chlorine readings in water system;
Conduct all annual and bi-annual water quality testing; Provide water quality reports for
residents and customers; Meet with Texas Commission on Environmental Quality to inspect
the Town's water system facilities and audit of water system records; Meet with customers
regarding water quality complaints and perform additional testing as needed.
Prior to 2000, the Town of Westlake did not provide utility services to residents. However,
the construction of residential subdivisions and commercial developments created the need
to provide water and sewer. The Town contracted with Aquasource from 2001 to 2003 to
provide testing and reporting. This contract was terminated in 2003 at which time the
Town began conducting all testing and reporting to the state.
Under Development
5/19/10
Utility Fund Public Works
3
Utility Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 75.09%1,639,233$
Objective
Program Measure
Activity Information
Name Activity Cost 0.88%19,156$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Jarrod Greenwood
817-490- 5717
Water Services
Deliver safe and reliable potable water to Town customers through the distribution system
by providing operation, maintenance, repair, and installation of water infrastructure.
Educate residents, water customers, and general public of the need to conserve water in
order to minimize wasted resources and forego costly infrastructure construction and to
provide alternative solutions.
None
Jarrod Greenwood, Public Works Director
Develop conservation literature and messages that are included in the Westlake Wire
newsletter and water bill inserts for residents and water customers; Assist the Academy
with water conservation education by speaking to students, arranging and participating in
tours of water and wastewater treatment facilities; Meet with residents/water customers
to discuss water conservation tips and alternatives to avoid water waste; Attend water
conservation conferences; Alert customers to violations of water restriction/irrigation
ordinance; Collect and maintain conservation information and links to web sites on the
Town web page.
Water conservation encompasses residential, commercial, and municipal water
consumption. In 2006, the Board of Aldermen passed a water conservation ordinance that
established basic water saving criteria. During the 2008 strategic panning sessions, Council
indicated a desire to expand the Town's water conservation efforts in conjunction with
other sustainability initiatives. To accomplish this, Town staff has created and developed
conservation information for the Westlake Wire newsletter, produced a water conservation
video, and assisted the Academy with its education and conservation efforts.
Under Development
Water Conservation
5/19/10
Utility Fund Public Works
4
Utility Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 75.09%1,639,233$
Objective
Program Measure
Activity Information
Name Activity Cost 2.63%57,469$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Jarrod Greenwood
817-490- 5717
Water Services
Deliver safe and reliable potable water to Town customers through the distribution system
by providing operation, maintenance, repair, and installation of water infrastructure.
Customer Service
Provide Westlake cutomers with information and/or assistance related to their water
service.
Prior to 2000, the Town of Westlake did not provide utility services to residents. However,
the construction of residential subdivisions and commercial developments created the need
for this type of service provision. The Town contracted with Aquasource in 2001 to provide
maintenance. This contract was terminated in 2003 at which time the Town began
providing a mix of insourcing-outsurcing of maintenance and continues to be the business
model. One of the driving factors in determining to terminate the AquaSource contract was
the lack of responsive customer service.
None
Meet with customers to dicuss meter readings/billing questions, water quality issues, and
assistance with turning water on or off. Provide water quality information related to the
chemistry of Westlake water. Conduct water pressure testing to determine if the water
system is providing adequate pressure for customers. Inform customers of meter location
and how to read their meter.
Meter Testing & Replacement, Utility Billing, Meter Testing & Replacement
Jarrod Greenwood, Public Works Director
Under Development
5/19/10
Utility Fund Public Works
5
Utility Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 75.09%1,639,233$
Objective
Program Measure
Activity Information
Name Activity Cost 3.20%69,813$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Jarrod Greenwood
817-490- 5717
Water Services
Deliver safe and reliable potable water to Town customers through the distribution system
by providing operation, maintenance, repair, and installation of water infrastructure.
Under Development
Meter Testing & Replacement
To assure customers are provided correct water bills through accurate water meters
thereby managing the fiancial stability of the utility fund.
Prior to 2000, the Town of Westlake did not provide utility services to residents. However,
the construction of residential subdivisions and commercial developments created the need
for this type of service provision. The Town contracted with Aquasource in 2001 to provide
maintenance. This contract was terminated in 2003 at which time the Town began
providing a mix of insourcing-outsurcing of maintenance and continues to be the business
model.
None
Locate inconsistencies in the metering of water and to identify meter accuracy problems
resulting from age of meters, and application. Development and implementation of a cost-
effective replacement schedule for water meters. Scheduling with third-party meter
testing company and water customers to test large meters. Notifying and scheduling meter
replacement with residential customers to minimize disruption of service.
Customer Service, Utility Billing
Jarrod Greenwood, Public Works Director
5/19/10
Utility Fund Public Works
6
Utility Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 75.09%1,639,233$
Objective
Program Measure
Activity Information
Name Activity Cost 48.17%1,051,600$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Jarrod Greenwood
817-490- 5717
Water Services
Deliver safe and reliable potable water to Town customers through the distribution
system by providing operation, maintenance, repair, and installation of water
infrastructure.
Wholesale Water Purchases
Purchase of water from our wholesale provider, the City of Fort Worth, in order to provide
the necessary water for Town of Westlake customers.
The Town of Westlake purchases 100% of our water from the City of Fort Worth. The cost
of water is billed based on the volume of water that flows through a Fort Worth master
meter and the rate at which the water flows through the meter. The volume portion of
the bill is based on the cost to treat a unit quantity of water ($/1000 gallons) and
fluctuates yearly based on the amount of water treated by Fort Worth wholesale
customers. Another major portion of the bill is the demand charge, which are designed to
allocated the proportionate cost of providing water at peak times. The Town has
historically averaged a 22% yearly increase in the volume of water purchased resulting in
an average of 10% increase in the total amount paid for water.
None
Under Development
Jarrod Greenwood, Public Works Director
Represent the Town on Wholesale Advisory and Rate Committees; Liaison to Fort Worth
Water Department; Provide impact fee reports for all new connections; Submit projected
water system demands to Fort Worth for long term system planning; Manage peak
volumes to maximize efficient water operations; Report water emergencies and water
quality issues; Handle wholesale billing issues related to the volume of water purchased
and peak charges; Participate in Wholesale Water Rate sub-committee in order to
maintain Westlake's interest in reducing the price of water; Provide assistance to Fort
Worth for water easements within Westlake. Town staff continues exploring water
source options, including groundwater (wells) for irrigation, reclaimed water for irrigation,
and a second source from the Upper Trinity Regional Water District.
5/19/10
Utility Fund Public Works
7
Utility Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 75.09%1,639,233$
Objective
Program Measure
Activity Information
Name Activity Cost 7.05%154,015$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Jarrod Greenwood, Public Works Director
Contract Management
Manage Westlake's water services in accordance with the wholesale contract with the City
of Fort Worth
Prior to 2000, the Town of Westlake did not provide utility services to residents. However,
the construction of residential subdivisions and commercial developments created the
demand for these services. The Town contracted with the city of Fort Worth to provide
wholesale water services in 1999. The contract expires in December 2010. We, the
wholesale customers, are currently negotiating a new 20 year contract with Fort Worth.
Westlake staff took a leadership role to create and facilitate a contract subcommittee in
order to secure an agreement that is in the best interest of Westlake and the other
wholesale customer. Westlake is also in contract negotiations with the City of Southlake for
a proposed waterline extending through the Town.
None
Represent the Town on Wholesale Advisory and Rate Committees; Liaison to Fort Worth
Water Department; Provide impact fee reports for all new connections; Submit projected
water system demands to Fort Worth for long term system planning; Manage peak
volumes to maximize efficient water operations; Report water emergencies and water
quality issues; Handle wholesale billing issues related to the volume of water purchased
and peak charges; Participate in Wholesale Water Rate sub-committee in order to maintain
Westlake's interest in reducing the price of water; Provide assistance to Fort Worth for
water easements within Westlake. Town staff continues exploring water source options,
including groundwater (wells) for irrigation, reclaimed water for irrigation, and a second
source from the Upper Trinity Regional Water District.
Jarrod Greenwood
817-490- 5717
Water Services
Deliver safe and reliable potable water to Town customers through the distribution system
by providing operation, maintenance, repair, and installation of water infrastructure.
Under Development
5/19/10
Utility Fund Public Works
8
Utility Fund
Department Director:
Department Phone:
Pr Name Program Cost 15.63%341,321$
Objective
Program Measure
Activity Information
Name Activity Cost 0.82%17,882$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Maintenance & Repairs
Jarrod Greenwood, Public Works Director
To maintain and repair the sewer collection system to maximize the return on our
investment to the Town's infrastructure while supporting a sanitary environment for
Westlake citizens and customers to reduce the environmental impact on natural
resources, and add value to our economic development incentives.
Prior to 2000, the Town of Westlake did not provide utility services to residents.
However, the construction of residential subdivisions and commercial developments
created the need to provide water and sewer. The Town contracted with Aquasource in
2001 to provide maintenance. This contract was terminated in 2003 at which time the
Town began providing a mix of insourcing-outsuorcing of maintenance and continues to
be the business model.
None
Meet with developers and contractors regarding proposed sewer infrastructure
improvements; Inspect sewer installation and repairs performed by contractors; Repair
damaged sewer mains and manholes; Clean and televise mains to ensure integrity of
collection system; Respond to sewer overflows by clearing blockages within the sewer
lines; Provide clean up response to mitigate contamination from discharged sewer ;
Maintain and repair lift stations. Maintain SCADA system operations in working order to
manage lift stations.
Jarrod Greenwood
817-490- 5717
Sewer Services
Under Development
Collection of sanitary sewer in order to provide sanitary conditions for residents and
customers within the Town through the collection system by providing operation,
maintenance, repair, and installation of sewer infrastructure.
5/19/10
Utility Fund Public Works
9
Utility Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 15.63%341,321$
Objective
Program Measure
Activity Information
Name Activity Cost 0.18%3,968$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Sewer Maintenance & Repairs
Regulatory Monitoring and
Reporting
Collection of sanitary sewer in order to provide sanitary conditions for residents and
customers within the Town through the collection system by providing operation,
maintenance, repair, and installation of sewer infrastructure.
Under Development
Jarrod Greenwood, Public Works Director
None
File report with Texas Commission on Environmental Quality to notify of an accidental
discharge and the preventive maintenance performed of the system; Meet with Texas
Commission on Environmental Quality to inspect the Town's sewer system facilities and
audit of water system records;
Oversee the testing and monitoring of the Towns wastewater effluent quality for
chemicals that prevent proper treatment and removal of harmful pathogens.
Prior to 2000, the Town of Westlake did not provide utility services to residents.
However, the construction of residential subdivisions and commercial developments
increased the demand for these services. The Town contracted with Aquasource from
2001 to 2003 to provide testing and reporting. This contract was terminated in 2003 at
which time the Town began conducting all testing and reporting to the state.
Jarrod Greenwood
817-490- 5717
Sewer Services
5/19/10
Utility Fund Public Works
10
Utility Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 75.09%341,321$
Objective
Program Measure
Activity Information
Name Activity Cost 2.63%302,630$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Sewer Services
Collection of sanitary sewer in order to provide sanitary conditions for residents and
customers within the Town through the collection system by providing operation,
maintenance, repair, and installation of sewer infrastructure.
Wastewater Treatment
Treatment of sanitary sewer in order to protect the environment and health of Westlake
and its citizens.
Jarrod Greenwood, Public Works Director
Jarrod Greenwood
817-490- 5717
Under Development
Represent the Town on Denton Creek Regional Wastewater Advisory Committee; Liaison
to Trinity River Authority; Submit projected sewer system demands to TRA for long term
system planning; Handle wholesale billing issues; Meet with TRA to determine issues
causing sewer quality issues; Report sewer emergencies and quality issues to TRA;
Manage wholesale billing issues related to the volume of sewer treated.
Trinity River Authority treats 100% of Westlake's wastewater. We are billed by the City of
Southlake in accordance with a 1999 Inter-Local Agreement for a portion of sanitary
sewer that flows through their sewer meter. The Town is currently working with
Southlake and TRA to transfer ownership of this section of sewer line.
None
5/19/10
Utility Fund Public Works
11
Utility Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 15.63%341,321$
Objective
Program Measure
Activity Information
Name Activity Cost 0.77%16,841$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Jarrod Greenwood, Public Works Director
Manage Westlake's sewer services in accordance with the wholesale treatment contract
with Trinity River Authority
Prior to 2000, the Town of Westlake did not provide utility services to residents.
However, the construction of residential subdivisions and commercial developments
created the need to provide water and sewer. The Town contracted with Trinity River
Authority (TRA) to provide sewer treatment services in 2000. This contract continues in
full force and effect during the entire useful life of the Denton Creek Regional Wastewater
system. The Town is currently working with the City of Southlake to transfer ownership of
the jointly owned "N-1" sewer line to TRA. The Town is conducting some mandatory
testing to determine the integrity of sewer lines connecting to the N-1 line.
None
Represent the Town on Denton Creek Regional Wastewater Advisory Committee; Liaison
to Trinity River Authority; Submit projected sewer system demands to TRA for long term
system planning; Handle wholesale billing issues; Meet with TRA to determine issues
causing sewer quality issues; Report sewer emergencies and quality issues to TRA;
Manage wholesale billing issues related to the volume of sewer treated.
Collection of sanitary sewer in order to provide sanitary conditions for residents and
customers within the Town through the collection system by providing operation,
maintenance, repair, and installation of sewer infrastructure.
Under Development
Jarrod Greenwood
Sewer Services
Contract Management
817-490- 5717
5/19/10
Utility Fund Public Works
12
Utility Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 1.28%28,022$
Objective
Program Measure
Activity Information
Name Activity Cost 0.64%14,011$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
To provide residents a means to dispose of household waste.
The Town contracted with Allied Waste (formerly Trinity Waste) in 2001 to provide solid
waste and recycling services for the Town in 2001. The current contract expires in
December 2011 and has a provision for 5 year extensions. The Town and Allied
automated solid waste and recycling pick up in 2008 to provide more efficient services
for Westlake residents. This resulted in the distribution of 96 gallons trash carts and 65
gallon recycling carts.
Jarrod Greenwood, Public Works Director
None
Schedule dumpsters for Westlake residents to drop off large debris; handle customer
complaints related to missed collection or loose debris; provide information about
service interruptions due to holidays.
Recycling
Solid Waste
Jarrod Greenwood
817-490- 5717
Solid Waste & Recycling
To regulate the storage, collection, processing, recovery and disposal of solid waste and
provide recycling services in order to protect the public safety, health and welfare, and to
enhance the environment of the citizens of Westlake.
Under Development
5/19/10
Utility Fund Public Works
13
Utility Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 1.28%28,022$
Objective
Program Measure
Activity Information
Name Activity Cost 0.64%14,011$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
To provide citizens a safe and environmentally sensitive alternative to dispose of
household waste.
The Town contracted with Allied Waste (formerly Trinity Waste) in 2001 to provide solid
waste and recycling services for the Town in 2001. The current contract expires in
December 2011 and has a provision for 5 year extensions. The Town and Allied
automated solid waste and recycling pick up in 2008 to provide more efficient services for
Westlake residents. This resulted in the distribution of 96 gallons trash carts and 65
gallon recycling carts. We have a contract with the City of Fort Worth for the collection of
household hazardous materials and conduct one collection day each year at the Academy
for Westlake residents
Jarrod Greenwood, Public Works Director
None
Schedule and host hazardous waste collection day at the Academy; handle customer
complaints, assist Academy with recycling efforts and education; promote and encourage
community recycling efforts.
Solid Waste
Recycling
Jarrod Greenwood
817-490- 5717
Solid Waste & Recycling
To regulate the storage, collection, processing, recovery and disposal of solid waste and
provide recycling services in order to protect the public safety, health and welfare, and to
enhance the environment of the citizens of Westlake.
Under Development
5/19/10
Utility Fund Public Works
14
Utility Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 2.63%57,419$
Objective
Program Measure Under Development
Activity Information
Name Activity Cost 2.63%57,419$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Jarrod Greenwood
817-490- 5717
Utility Billing Services
Finance Department - Utility Billing and Processing
Jarrod Greenwood, Public Works Director
To provide for the accurate and timely billing of the Town's water, sewer, and solid waste
services. The program assists customers in establishing and disconnecting utility services,
by responding to customer inquiries and disputes.
Ensure the accuracy of water meters to provide accountability of water and legitimacy of
billing services
The Town's contract with Aquasource in 2001 included utility billing, payment process
sing, meter testing and replacement services on an as needed basis. The Town
terminated the contract with AquaSource in July 2004 and assumed meter testing,
repairs, and replacement concurrent with the acquisition of a utility billing system in
order to provide customers with a more responsive and efficient service.
None
Staff read meters and generate work orders for repair and maintenance of damaged
meters; Meters are reread or tested when customers dispute a water bill or if staff feels
there is a discrepancy; Staff must repair the electronic transmitters on meters
periodically due to damage from contractors and rodents.
Utility Billing
5/19/10
Utility Fund Public Works
15
Utility Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 1.54%33,626$
Objective
Activity Information
Name Activity Cost 1.54%33,626$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measure FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Introduce ordinances, resolutions, and policies or issues, transacting Town business in
an publicly open forum, and provide an opportunity for the public to address Town
Council members.
Jarrod Greenwood
817-490- 5717
Municipal Governance
To provide executive level support to the Town Council on governance issues as it
pertains to ordinances, resolutions and policy decisions specific to the Utility Fund.
Town Council
Meetings/Workshops
The Town's residential population has grown from approximately to 200 to 800 in the
span of 10 years. With this growth there has been an increased demand for municipal
services which requires more workshop items, policies, ordinances, and contracts to
support the requested services resulting in an increased number of agenda items
brought before the Town Council.
None
Attend regularly scheduled workshops, planning retreats and Council meetings.
Consistent review of existing policies, ordinances and resolutions for necessary
amendments/updates. Prepare agenda memos, handouts, and presentations for
workshops and meetings for Council consideration.
Jarrod Greenwood, Public Works Director
5/19/10
Utility Fund Public Works
16
Utility Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 0.17%3,736$
Objective
Program Measure
Activity Information
Name Activity Cost 0.17%3,736$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Jarrod Greenwood
817-490- 5717
Citizen Engagement &
Communication
Enhance and expand public information training, educational and outreach programs
to engage efforts of various organizations and community members to improve
Westlake’s neighborhoods. Promote citizen participation and involvement. Utilize
technology to effectively communicate with public and for timely dissemination of
information.
Under Development
Jarrod Greenwood, Public Works Director
Neighborhood Gatherings &
Outreach
Conduct neighborhood meetings to provide an informal environment for residents to
gather and discuss issues pertaining to their specific neighborhood, local government
activities and Westlake Academy.
For the current year, meetings have been held in each of the following neighborhood
locations, Glenwyck Farms, Vaquero, and Stagecoach Hills. Subsequent gatherings are
planned in the future which are non-neighborhood specific and broadly based to
promote the inclusion of all of our residents.
None
Prepare literature for informational folder distributed at neighborhood meetings.
Speaking with citizens at neighborhood meetings about their concerns or questions
related to Public Works operations and determining what assistance is needed to
provide a resolution.
5/19/10
Utility Fund Public Works
17
Utility Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 2.85%62,305$
Objective
Program Measure
Activity Information
Name Activity Cost 0.23%5,091$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Under Development
Accounts Payable
Jarrod Greenwood
817-490-5717
Develop and provide administrative and accounting policies and procedures for Town-
wide use. Also, to insure the integrity of the Town's accounting system and provide
financial, management, and accounting services support to the Town Manager's Office.
Accounting Services - Municipal
To provide payment processing services associated with the Utility Fund in order to
ensure timely vendor payments for goods and services.
The revenue associated with the Utility Fund is derived primarily from water and
wastewater services. A small percentage is received from tap fees and interest
associated with the account. The Duct Bank leasing revenue is also accounted for in the
Open/close accounts; Maintenance of Utility STW computer billing module; Review the
meter reading report for accuracy and subsequent uploading of the information to the
billing system; Process billing, prepare and receipt payments; Handle customer concerns
regarding billing/payment; Prepare and submit quarterly impact fees reports to the City
of Fort Worth.
None
Assistance to departments
Sherry Whigham, Finance Clerk
5/19/10
Utility Fund Public Works
18
Utility Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 2.85%62,305$
Objective
Program Measure
Activity Information
Name Activity Cost 0.27%5,787$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Under Development
Accounts Receivable
Jarrod Greenwood
817-490-5717
Develop and provide administrative and accounting policies and procedures for Town-
wide use. Also, to insure the integrity of the Town's accounting system and provide
financial, management, and accounting services support to the Town Manager's Office.
Accounting Services - Municipal
To process and deposit all payments, including utilities, etc. in a timely and accurate
manner.
The revenue associated with the Utility Fund is derived primarily from water and
wastewater services. A small percentage is received from tap fees and interest
associated with the account. The Duct Bank leasing revenue is also accounted for in
Open/close accounts; Maintenance of Utility STW computer billing module; Review the
meter reading report for accuracy and subsequent uploading of the information to the
billing system; Process billing, prepare and receipt payments; Handle customer
concerns regarding billing/payment; Prepare and submit quarterly impact fees reports
to the City of Fort Worth.
None
Assistance to departments
Sherry Whigham, Finance Clerk
5/19/10
Utility Fund Public Works
19
Utility Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 2.85%62,305$
Objective
Program Measure
Activity Information
Name Activity Cost 0.26%5,668$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Under Development
Payroll
Jarrod Greenwood
817-490-5717
Purpose is to develop and provide administrative and accounting policies and procedures
for Town-wide use. Also, to insure the integrity of the Town's accounting system and
provide financial, management, and accounting services support to the Town Manager's
Office.
Accounting Services - Municipal
To provide timely and accurate payroll services for individuals who have a portion of their
salary allocated to the Utility Fund due to their specific tasks that are interrelated.
Required by federal and state law to maintain reliable auditable records.
Schedule, review, and generate the Town's bi-weekly payroll; Withhold, remit, and report
employment taxes, court-ordered deductions, and other employee deductions to the
necessary agencies; Prepare and file biweekly, quarterly, and annual tax information
returns (Form 941 and Form W-2); Provide payroll data, database backup and recovery,
and support to Town departments and management; Support the budget process through
None
Jaymi Ford, Finance Assistant
5/19/10
Utility Fund Public Works
20
Utility Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 2.85%62,305$
Objective
Program Measure
Activity Information
Name Activity Cost 0.86%18,706$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Under Development
Financial Reporting
Jarrod Greenwood
817-490-5717
Purpose is to develop and provide administrative and accounting policies and
procedures for Town-wide use. Also, to insure the integrity of the Town's accounting
system and provide financial, management, and accounting services support to the
Town Manager's Office.
Accounting Services - Municipal
To provide financial information to the public. Also, to provide internal controls and
financial information to management and departments so they may manage their
business and meet their financial reporting needs
Financial reporting and analysis for Town management and departments, including the
Comprehensive Annual Financial Report (CAFR); preparation of quarterly financial
reports; maintenance of the accounting system and internal controls
None
Support Town management and departments in accessing and interpreting financial
data; prepare special reports and analysis
Debbie Piper, Finance Director
5/19/10
Utility Fund Public Works
21
Utility Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 2.85%62,305$
Objective
Program Measure
Activity Information
Name Activity Cost 0.09%1,933$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Under Development
817-490-5717
Jarrod Greenwood
Accounting Services - Municipal
Purpose is to develop and provide administrative and accounting policies and
procedures for Town-wide use. Also, to insure the integrity of the Town's accounting
system and provide financial, management, and accounting services support to the
Town Manager's Office.
In previous years, the Town has only invested in TexPool, a local government
investment pool. With the decline in interest rates, staff has researched various
options and are now purchasing Certificates of Deposits to increase our rate of return.
To effectively and efficiently manage the investment of available funds in accordance
with the Public Funds Investment Act and the Town's Investment Policy.
Cash & Investment Management
None
Debbie Piper, Finance Director
Portfolio management; Compliance with Public Funds Investment Act and Town's
investment policy
5/19/10
Utility Fund Public Works
22
Utility Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 2.85%62,305$
Objective
Program Measure
Activity Information
Name Activity Cost 1.15%25,120$
Objective
History
Changes
Core Services
Related Activities
Activity Leader
Activity Measures FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Debbie Piper, Finance Director
Annual Budget
Coordinate the development and ongoing monitoring of the operating budget relative to
the revenue and expenditures in the fund. As well as to provide accurate analysis and
documentation of the annual financial plan to departments, management informed
decisions may be made.
None
Proposed and Approved Budget Documents; Draft Policy Budget; Five Year Forecast;
Council Presentations; Revenue and Expenditure Forecasting; Council Budget Q&A
Jarrod Greenwood
817-490-5717
Accounting Services
To develop and provide administrative and accounting policies and procedures for
organization wide use. Also, to ensure the integrity of the Town's accounting system and
provide financial, management, and accounting services support to the Town Manager's
office for each fund.
Under Development
5/19/10
Utility Fund Public Works
23
Utility Fund
Department Director:
Department Phone:
Program Information
Name Program Cost 0.80%17,430$
Objective
Program Measure
Activity Information
Name Activity Cost 0.80%17,430$
Objective
History
Changes
Core Services
Related Services
Activity Leader
Activity Measure FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Actual
FY 2010
Proposed
Under Development
Under Development
Support Services - Human
Resources
Deliver safe and reliable utility services to Town customers through the distribution
system by providing operation, maintenance, repair, and installation of our
infrastructure.
Jarrod Greenwood
817-490-5717
Municipal Administration
Under Development
Todd Wood, Director of HR & Administrative Services
To handle and process human resources based tasks relative to the Utility Fund.
None
Process payroll for individuals associated with this fund.
5/19/10
Utility Fund Public Works
24
3 Village Circle, Suite 202 ~Westlake, Texas 76262
Metro: 817-430-0941 ~ Fax: 817-430-1812 ~ www.westlake-tx.org
MEMORANDUM
Date: May 24, 2010
TO: Honorable Mayor and Town Council
FROM: Tom Brymer, Town Manager/CEO Westlake Academy
SUBJECT: Town Programs Prioritized by Guiding Principles
In October, the staff developed a list of guiding principles (which are attached for your
perusal) and asked the Council to rank the concepts in order of importance according to
each individual’s input. The exercise was designed to assist the Council in prioritizing the
principles as well as provide staff with feedback as to the preferential ranking given to the
service. In preparation for the meeting, the identified budget programs were then
assigned to each corresponding principle in an effort to determine the allocation of
resources for Town services. I have also attached the survey results to this
correspondence.
We have a unique service delivery configuration. As you will see when you review this
program budget format, many of our programs are designed to cross-utilize our employees
to provide for an economy of scale to either stretch our municipal dollar and/or offer a
broad range of services which are not specific to one department. In addition, our services
often span from the municipal to the academic side of the organization as well.
Key Point. Thus, as we begin to review the budget and look for ways to either trim our
expenditures or increase our efficiency output, a particular program may not allow for an
overall reduction without affecting another service provided by a staff member. Our
leadership and organizational philosophy is to facilitate this type of cross-departmental
cooperation so we can reduce the need to hire additional staff and to increase our capacity
to handle multiple projects with limited funds.
As the Council reviews the budget programs, I caution you to be mindful that a reduction in
a particular program, which may result in the elimination of a position, will most likely also
reduce a program or activity in another area as most all staff members have this type of
job-sharing based approach to service provision.
A program budgeting approach remains a valid method of determining the priorities and
results we produce for the services provided. And as you will see, our programs are
complex and efficiently managed for a small municipality with limited resources and high
service level expectations.
Section 6-1
FY 2009-2010 BUDGET
TOWN OF WESTLAKE
EXPENDITURES BASED ON GUIDING PRINCIPLES
GENERAL FUND, VISITORS ASSOCIATION FUND, & UTILITY FUND
$0.00 $500,000.00 $1,000,000.00 $1,500,000.00 $2,000,000.00 $2,500,000.00
Arts & Culture
Citizen Engagement
Transportation
Service Excellence & Effectiveness
Environmental Sustainability
Active Lifestyles
Economic Sustainability
Community Development
Infrastructure
Education
Financial Stewardship & Sustainability
Safety
$0
$214,216
$35,550
$793,788
$0
$84,404
$0
$668,256
$2,120,154
$715,360
$295,907
$2,255,940
Section 6-2
Priority
Ranking
2,255,940$
Programs
Operations Support 22,089$
Fire Prevention 54,934
Emergency Operations 839,484
Billing Services 12,000
Support Services 203,707
Police Services 753,550
Case Processing 80,513
Docketing 84,573
Warrant and Jail Services 118,190
Collection Services 23,653
Judiciary & Administration 63,247
2,255,940$
Affected Departments
Planning & Development
Fire/EMS
Municipal Court
295,907$
Programs
Financial Management 99,229$
Municipal - Accounting Services 196,678
295,907$
Affected Departments
Administration
Finance
715,360$
Programs
Academic Governance 102,794$
Academic Administration 453,216
Texas Student Housing 25,929
Academic - Support Services 121,079
Foundation - Support Services 11,362
Foundation - Support 980
715,360$
Affected Departments
Administration
Town Secretary
Municipal Court
Facilities & Grounds Maintenance
Finance
Parks & Recreation
Information Technology
Human Resources
Safety
Education
Financial Stewardship and Sustainability
Program Prioritization by Guiding Principles
1
2
3
Section 6-3
Priority
Ranking
Program Prioritization by Guiding Principles
2,120,154$
Programs
ROW Management 139,600$
Water Services 1,639,233
Sewer Services 341,321
2,120,154$
Affected Departments
Public Works
668,256$
Programs
Comprehensive Planning & ED 545,210$
Building Inspections 30,520
Plan Review & Inspections 36,334
Gas Well Permit Administration 7,680
Code Enforcement 8,252
Planning & Zoning 40,260
668,256$
Affected Departments
Administration
Planning & Development
Public Works
Programs
Affected Departments
84,404$
Programs
Open Space Services 84,404$
Affected Departments
Parks & Recreation
Programs
Affected Departments
Active Lifestyles
Infrastructure Maintenance
Community Development
Economic Sustainability
4
5
6
7
8 Environmental Sustainability
Section 6-4
Priority
Ranking
Program Prioritization by Guiding Principles
793,788$
Programs
Municipal Governance 143,702$
Municipal Administration 475,516
Election Administration 15,572
Records Management 25,113
Utility Processing 58,964
IT Operations - Municipal 18,800
Network Operations - Municipal 3,200
Human Resources Administration 10,195
Total Compensation 3,137
Risk Management 6,603
Employment Services 4,964
Solid Waste & Recycling 28,022
793,788$
Affected Departments
Administration
Planning & Development
Town Secretary
Municipal Court
Public Works
Facilities & Grounds Maintenance
Finance
Parks & Recreation
Information Technology
Human Resources
Visitor's Fund
Utility Fund
35,550$
Programs
Transportation Services 35,550$
Affected Departments
Public Works
Service Excellence and Effectiveness
Transportation
9
10
Section 6-5
Priority
Ranking
Program Prioritization by Guiding Principles
Programs
Citizen Engagement and Communication 214,216$
Affected Departments
Administration
Public Works
Parks & Recreation
Programs
Affected Departments
Arts & Culture12
Citizen Engagement11
Section 6-6
Guiding Principles
Safety - the community is viewed as safe by our citizens.
Education - first rate public education facilities and programs are available to all residents and their
children.
Citizen Engagement - citizens have adequate means, both in person via technology, to engage their
municipal government, participate in it, and be properly informed about it.
Infrastructure Maintenance - existing municipal infrastructure (streets, roads, drainage ways, sidewalks,
trails, parks, water and sewer utilities, and public buildings) are properly invested in and maintained for
the long term.
Community Development - the community’s growth is properly planned for and implemented through
clear comprehensive planning and development standards that maintain the community’s appearance
and quality of life.
Financial Stewardship and Sustainability - the municipal government sets transparent standards and
high accountability for uses of its funding and has adequate financial resources to provide basic service
priorities as defined by the governing body.
Environmental Sustainability - the municipal government has standards and programs in place, as well
as enforces them, to ensure environmental quality for its citizens.
Arts and Culture - citizens have adequate local opportunities to be involved in, experience, and access
visual and performing arts and cultural amenities.
Service Excellence and Effectiveness - municipal services and programs are provided with high quality
customer service as well as high service quality within the resources provided.
Transportation - the municipality’s pedestrian and vehicular transportation system in the community
provides for adequate citizen mobility and connectivity.
Active Lifestyles - adequate facilities exist and are maintained to provide our citizens with a healthy
lifestyle through parks, trails, recreation programs, outdoor community events, and other fitness related
activities.
Economic Sustainability - the municipal government, through clear economic development policies, is
pursuing land uses that provide for economic growth and a strong economic base for the community.
Section 6-7
Ranking Category 1 2 3 4 5 6 7 8 9 10 11 12
1 Safety 1 1 1 2
2 Financial Stewardship & Sustainability 3 1 1
3 Education 1 1 2 1
4 Infrastructure 2 1 1 1
5 Community Development 1 1 1 2
6 Economic Sustainability 1 1 1 1 1
7 Active Lifestyles 1 2 1 1
8 Environmental Sustainability 1 2 2
9 Service Excellence & Effectiveness 1 2 1 1
10 Transportation 1 1 1 1 1
11 Citizen Engagement 2 2 1
12 Arts & Culture 3 1 1
Least Important Important Most Important
SURVEY RESULTS OF COUNCIL'S PROGRAM PRIORITIZATION
Section 6-8
Town of Westlake - Guiding Principles
Exit this survey
1. Ranking of Importance
Safety - the community is viewed as safe by our citizens.
Education - first rate public education facilities and programs are
available to all residents and their children.
Citizen Engagement - citizens have adequate means, both in
person via technology, to engage their municipal government,
participate in it, and be properly informed about it.
Infrastructure Maintenance - existing municipal infrastructure
(streets, roads, drainage ways, sidewalks, trails, parks, water and
sewer utilities, and public buildings) are properly invested in and
maintained for the long term.
Community Development - the community’s growth is properly
planned for and implemented through clear comprehensive planning
and development standards that maintain the community’s
appearance and quality of life.
Financial Stewardship and Sustainability - the municipal
government sets transparent standards and high accountability for
uses of its funding and has adequate financial resources to provide
basic service priorities as defined by the governing body.
Environmental Sustainability - the municipal government has
standards and programs in place, as well as enforces them, to
ensure environmental quality for its citizens.
Arts and Culture - citizens have adequate local opportunities to be
involved in, experience, and access visual and performing arts and
cultural amenities.
Section 6-9
Service Excellence and Effectiveness - municipal services and
programs are provided with high quality customer service as well as
high service quality within the resources provided.
Transportation- the municipality’s pedestrian and vehicular
transportation system in the community provides for adequate
citizen mobility and connectivity.
Active Lifestyles - adequate facilities exist and are maintained to
provide our citizens with a healthy lifestyle through parks, trails,
recreation programs, outdoor community events, and other fitness
related activities.
Economic Sustainability - the municipal government, through
clear economic development policies, is pursuing land uses that
provide for economic growth and a strong economic base for the
community.
*
1. Please rank the following Guiding Principles in order of
importance, 1 being the least important and 12 being the most
important. (You will not be allowed to select two items as equally
important)
1 2 3 4 5 6 7 8 9 10 11 12
Community
Development
( ) 1 ( )2 ( )3 ( )4 ( )5 ( )6 ( )7 ( )8 ( )9 ( )10 ( )11 ( )12
Economic
Sustainability
( ) 1
( )2
( )3
( )4
( )5
( )6
( )7
( )8
( )9
( )10
( )11
( )12
Environmental
Sustainability
( ) 1
( )2
( )3
( )4
( )5
( )6
( )7
( )8
( )9
( )10
( )11
( )12
Arts & Culture
( ) 1
( )2
( )3
( )4
( )5
( )6
( )7
( )8
( )9
( )10
( )11
( )12
Active
Lifestyles
( ) 1
( )2
( )3
( )4
( )5
( )6
( )7
( )8
( )9
( )10
( )11
( )12
Section 6-10
1 2 3 4 5 6 7 8 9 10 11 12
Service
Excellence &
Effectiveness
( ) 1
( )2
( )3
( )4
( )5
( ) 6
( )7
( )8
( )9
( )10
( )11
( )12
Education
( ) 1
( )2
( )3
( )4
( )5
( )6
( )7
( )8
( )9
( )10
( )11
( )12
Transportation
( ) 1 ( )2 ( )3 ( )4 ( )5 ( )6 ( )7 ( )8 ( )9 ( )10 ( )11 ( )12
Citizen
Engagement
( ) 1
( )2
( )3
( )4
( )5
( )6
( )7
( )8
( )9
( )10
( )11
( )12
Financial
Stewardship &
Sustainability
( ) 1 ( )2 ( )3 ( )4 ( )5 ( )6 ( )7 ( )8 ( )9 ( )10 ( )11 ( )12
Safety
( ) 1
( )2
( )3
( )4
( )5
( )6
( )7
( )8
( )9
( )10
( )11
( )12
Infrastructure
( ) 1
( )2
( )3
( )4
( )5
( )6
( )7
( )8
( )9
( )10
( )11
( )12
[Done]
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Section 6-11
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Municipality Tax Rate O & M I & S
Bedford 0.463348 0.299096 0.164252
Burleson 0.694 0.5318 0.1622
Colleyville 0.3559 0.298638 0.057262
Euless 0.4700 0.36079 0.109209
Flower Mound 0.4497 0.330885 0.118815
Fort Worth 0.855 0.7109 0.1441
Grapevine 0.35 0.13643 0.21357
Haslet 0.267197 0.213393 0.053804
Hurst 0.535 0.409791 0.125209
Keller 0.44219 0.31059 0.1316
Roanoak 0.37512 0.17902 0.1961
Southlake 0.462 0.332 0.13
Trophy Club 0.47 0.38838 0.08162
Median 0.462 0.330885 0.13
Mean 0.476111923 0.346285615 0.035852059
Min 0.267197 0.13643 0.053804
Max 0.855 0.7109 0.21357
TAX RATES OF NEIGHBORING MUNICIPALITIES
(Alphabetically)
Section 7-1
The chart above reflects the current total property tax rates for neighboring municipalities.
The RED portion of each column represents the portion of the property tax that is I&S, the
BLUE represents the M&O portion. The taxes are arranged smallest to largest. Currently,
Haslet has the lowest property tax rate at .26 and Fort Worth has the highest at .85. The
median rate is .44 with the average being .46.
TAX RATES OF NEIGHBORING MUNICIPALITIES
(Smallest to Largest Rate)
0
0.1
0.2
0.3
0.4
0.5
0.6
0.7
0.8
0.9
.21
.14
.30
.18
.31 .33 .33 .39 .35
.71
.05 .21
.06
.20
.13 .12 .13 .08 .22
.14
I & S Rates
M & O Rates
Section 7-2
2009 Tax Rates per $100 Valuation for Tarrant County
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TDCJurisdiction NameTax Rate
State MandatedLocal Option
M&O* RateI&S** Rate Vet1 Vet2 Vet3 Vet4Fpt ABCeilGITHSO65DPHSO65DP
001Azle0.631 150000.49150.1395500075001000012000Yes
002Bedford0.463348 500000.2990960.164252500075001000012000YesYes
003Benbrook0.6575 1%3000050000.6151650.042335500075001000012000Yes
004Blue Mound0.638 12000120000.6380500075001000012000YesYes
005Colleyville 0.3559 65000650000.2986380.057262500075001000012000Yes
006Crowley 0.5755 40000400000.3410150.234485500075001000012000Yes
007Dalworthington Gardens0.262739 60000600000.2109310.051808500075001000012000YesYes
008Edgecliff Village 0.294112 0.2941120500075001000012000 Yes
009Everman 0.904127 35000350000.7383090.165818500075001000012000 Yes
010Forest Hill 1.06 400000.8830980.176902500075001000012000
011Grapevine 0.35 20%60000100000.136430.21357500075001000012000Yes
013Keller 0.44219 1%40000100000.310590.1316500075001000012000YesYes
014Kennedale 0.7225 50000500000.5727290.149771500075001000012000YesYes
015Lakeside 0.323516 50000500000.3235160500075001000012000Yes
016Lake Worth 0.42859 500000.1159380.312652500075001000012000 Yes
017Mansfield 0.71 50000100000.443690.26631500075001000012000YesYesYes
018N Richland Hills 0.57 15%36000360000.3541160.215884500075001000012000YesYesYes
019Pantego 0.37327 20%50000100000.3172080.056062500075001000012000
020Richland Hills 0.473042 300000.4237070.049335500075001000012000YesYes
021Saginaw 0.449115 50000300000.2639060.185209500075001000012000YesYes
022Southlake 0.462 75000750000.3320.13500075001000012000YesYes
023Westover Hills 0.366739 0.3667390500075001000012000YesYes
024Arlington 0.648 20%60000600000.44670.2013500075001000012000YesYesYes
025Euless 0.47 20%350000.3607910.109209500075001000012000YesYes
026Fort Worth 0.855 20%40000400000.71090.1441500075001000012000YesYesYes
027Haltom City 0.5983 10%50000400000.39780.2005500075001000012000YesYesYes
028Hurst0.535 20%35000350000.4097910.125209500075001000012000Yes
029River Oaks0.82 150000.820500075001000012000Yes
030White Settlement0.686037 20%37000100000.5171040.168933500075001000012000YesYes
031Watauga 0.580763 40000 0.419540.161223500075001000012000Yes
032Westworth Village 0.5 20%50000300000.19430.3057500075001000012000 Yes
033Burleson 0.694 0.53180.1622500075001000012000Yes
034Haslet 0.267197 20%500000.2133930.053804500075001000012000YesYesYes
036Pelican Bay 0.898499 9000 0.04430.854199500075001000012000YesYesYes
038Grand Prairie 0.669998 1%45000300000.4848920.185106500075001000012000YesYes
039Sansom Park 0.571627 1%20000100000.5716270500075001000012000YesYesYes
041Reno 0.42 15%10000100000.410.01500075001000012000 Yes
042Flower Mound 0.4497 1000001000000.3308850.118815500075001000012000Yes
043Roanoke 0.37512 20%4000045000.179020.1961500075001000012000YesYes
044Town Of Trophy Club 0.47 35000 0.388380.08162500075001000012000YesYes
091Tarrant County Hospital0.227897 50000100000.2262550.001642500075001000012000YesYes
092Tarrant County College0.13767 5000030000.131260.00641500075001000012000YesYesYes
099Regional Water District 0.02 50000100000.020500075001000012000Yes
220Tarrant County 0.264 50000100000.2348230.029177500075001000012000YesYesYes
222Emergency Services Dist 0.064 0.0640500075001000012000Yes
606Trophy Club Mud #1 0.205 25000 0.136280.06872500075001000012000Yes
619Live Oak Creek MUD 0.99
901Arlington ISD 1.272150001000010000 1.040.232500075001000012000YesYesYes
902Birdville ISD 1.405150001000010000 1.040.365500075001000012000YesYes
Page 1of 2Tarrant County - 2009 Tax Rates
4/1/2010http://www.tad.org/WebPages/2009_tax_rates.htm
Section 7-3
* Maintenance and Operations rate ** Interest and Sinking Fund rate
Tarrant Appraisal District / Page Modified: 10/05/2009
904Everman ISD 1.36150001000010000 1.170.19500075001000012000YesYes
905Fort Worth ISD 1.322150001000010000 1.040.282500075001000012000YesYesYes
906Grapevine-Colleyville ISD 1.2915000100001000029600 1.040.25500075001000012000YesYes
907Keller ISD 1.486315000100001000010000 1.040.4463500075001000012000YesYes
908Mansfield ISD 1.45150001000010000 1.040.41500075001000012000YesYes
910Lake Worth ISD 1.6715000100001000050000500001.170.5500075001000012000Yes
911Northwest ISD 1.355150001000010000 1.020.335500075001000012000YesYes
912Crowley ISD 1.53515000100001000010%1.040.495500075001000012000YesYes
914Kennedale ISD 1.4886115000100001000025000250001.170.31861500075001000012000YesYes
915Azle ISD 1.19150001000010000 1.040.15500075001000012000Yes
916H-E-B ISD 1.2954531500010000100001%500050001.040.255453500075001000012000YesYes
917Castleberry ISD 1.2133150001000010000 1.040.1733500075001000012000Yes
918Eagle Mtn-Saginaw ISD 1.465815000100001000015000150000.99580.47500075001000012000YesYes
919Carroll ISD 1.41515000100001000035000 1.040.375500075001000012000Yes
920White Settlement ISD 1.5415000100001000020000 1.040.5500075001000012000Yes
921Aledo ISD 1.4252150001000010000 1.170.2552500075001000012000YesYes
922Burleson ISD 1.5415000100001000025000250001.040.5500075001000012000Yes
923Godley ISD 1.071481150001000010000 0.92150.149981500075001000012000YesYes
924Lewisville ISD 1.4087150001000010000 1.040.3687500075001000012000YesYes
HS= Homestead exemption value
O65= Over 65 exemption value
DP= Disabled Person exemption value
Fpt= Freeport exemption recognized
AB= Abatements in effect
GIT= Goods In Transit
Ceil= Grant Ceilings
Page 2of 2Tarrant County - 2009 Tax Rates
4/1/2010http://www.tad.org/WebPages/2009_tax_rates.htm
Section 7-4
EXEMPTION DETAIL AND EXPLANATION
Schools Can have both
Homestead exemption $15,000 mandated
65 or older exemption $10,000 mandated
Cities
Homestead exemption up to 20% of value; but no matter what % cannot be less than $5K
65 or older exemption at least $3K (Colleyville $65K; Grapevine $60K
Euless $35K; Hurst $35K; Trophy Club $35K)
Explanation of 65 or older exemption:
65 or older exemption Taxes are frozen the year they turn 65 or disabled
UNLESS improve property; then they take that amount
and calculate that addition to the original tax amount
Ordinance No 443 approved on 10-13-03
Implementation of a tax limitation for disabled and over 65 homestead owners in the
Town of Westlake will make homestead tax law for the Town of Westlake the same
as the homestead tax policy for independent school districts.
Section 7-5
Note: This is an excerpt from a document produced by the Texas Municipal League’s legal counsel
called “Top Ten Questions”. This question is about instituting a property tax.
Can citizens vote on property taxes (Bennett Sandlin)?
City officials considering imposing a property tax often ask if citizen approval of property taxes
is necessary. In addition, officials sometimes ask if they can go to the voters anyway for
political “cover,” because property taxes tend to be very controversial.
The answer to both questions is no. Citizen approval of the adoption of property taxes is neither
required, nor is it permitted. According to the Texas Tax Code: “The governing body of each
taxing unit…shall adopt a tax rate for the current tax year and shall notify the assessor for the
unit of the rate adopted.” TEX. TAX CODE ANN. § 26.05 (Vernon 2001). Nothing in Chapter 25
of the Tax Code speaks to voter approval of tax rates. As such, none is required.
Even if a city wants to submit property taxes to the voters, it is prohibited from doing so. When
a state statute comprehensively covers an area of the law, as the Tax Code does for property
taxes, local governments are preempted from changing the law on their own. Because the Tax
Code speaks in detail about the procedures for adoption of city property tax rates, a court would
likely find that voter referenda on property tax adoption are preempted by the Tax Code.
Of course, cities are not prohibited from gauging the will of the public when it comes to property
taxes or any other issue. A city could conduct a non-binding poll or survey to find out whether
the public supports imposition of property taxes. Some cities conduct such polls through inserts
in utility bills, for instance.
On a related note, citizens are allowed to vote on subsequent property tax increases (after the
initial adoption of the tax) that exceed the effective property tax rate by more than eight percent.
This threshold rate—108 percent of the effective rate—is known as the “rollback rate.” Any
adopted rate that exceeds the rollback rate allows the citizens 90 days to acquire a certain number
of signatures to force a rollback election. TEX. TAX CODE ANN. § 26.07 (Vernon 2001). If a
proper petition is received by the city, an election must be held on the issue of whether to
“rollback” the tax increase to 108 percent of the effective rate. Somewhere in the neighborhood
of half a dozen rollback elections are held around the state each year, and 64 percent have been
historically successful in rolling back the tax rate to the rollback rate.
Finally, it is sometimes asked whether home rule cities with the power of initiative and
referendum may have their tax rates challenged by those processes. The answer is likely not.
Texas cases have held that ordinances that rely on careful application of facts and figures are
generally not subject to home rule voter initiative or referendum. 116 S.W.2d 783, (Tex. Civ.
App. DATE, error ref’d).
ABOUT THE AUTHOR: BENNETT SANDLIN, General Counsel
Bennett Sandlin is General Counsel for the Texas Municipal League, where he helps cities primarily in the fields of
tax, economic development, budget, and finance issues, including the municipal hotel occupancy tax and the
economic development sales tax. Bennett is an instructor in Public Funds Investment Act training, and has served on
the Comptroller’s E-Commerce and Technology Advisory Group. Bennett is a 1993 graduate of the University of
Texas School of Law and has previously worked at the Municipal Affairs Division of the Texas Attorney General’s
Office.
Section 7-6
FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15 FY 15/16
1 Real Estate Residential Property Totals 532,546,856$ 553,848,730$ 576,002,679$ 599,042,787$ 623,004,498$ 647,924,678$
2 Real Estate Commercial Property Totals 363,770,018 601,045,418 713,066,327 727,327,653 741,874,206 756,711,690
3 Personal Property Commercial 68,781,693 145,157,327 148,060,473 151,021,683 154,042,117 157,122,959
4 Agriculture Taxable Property Total 258,223 268,552 279,294 290,466 302,084 314,168
5 Denton County Taxable Property Total 19,616,481 20,008,811 20,408,987 20,817,167 21,233,510 21,658,180
6 Arbitration Cases 10,403,168 10,819,295 11,252,066 11,702,149 12,170,235 12,657,044
Total Taxable Value 995,376,439 1,331,148,133 1,469,069,827 1,510,201,904 1,552,626,650 1,596,388,720
7 Fidelity Phase 1 tax abatement/rebate (21,114,677) - - - - -
8 Fidelity Phase 2 tax abatement/rebate - (72,000,000) (73,440,000) (74,908,800) (76,406,976) (77,935,116)
9 Fidelity Phase I commercial personal property (5,728,860) - - - - -
10 Fidelity Phase II commercial personal property - (22,500,000) (22,950,000) (23,409,000) (23,877,180) (24,354,724)
11 Deloitte tax abatement/rebate - (112,500,000) (187,500,000) (191,250,000) (195,075,000) (198,976,500)
12 Deloitte commercial personal property - (37,500,000) (38,250,000) (39,015,000) (39,795,300) (40,591,206)
Total Net Taxable Value 968,532,902 1,086,648,133 1,146,929,827 1,181,619,104 1,217,472,194 1,254,531,174
Tax Revenue from one cent property tax 96,853$ 108,665$ 114,693$ 118,162$ 121,747$ 125,453$
Assumptions:
1. Current residential valuations increase 4% annually (inflation plus new improvements)
2. Current commercial valuations increase 2% annually, plus estimated improved value of ongoing projects
3. Commercial personal property valuations increase at 2% annually, plus estimated increases from new development at Deloitte and Fidelity Phase II.
4. Agriculture valuations increase 4% annually
5. Denton County Taxable Property is assumed to be 2% higher than the previous year, and is appreciated 2% annually
6. 95% of incomplete or contested property is assumed to be taxable upon resolution, and values are appreciated 4% annually
7. 90% Fidelity Phase I tax abatement/rebate until mid-2011 under 2000 economic development agreement
8. 90% tax abatement for 10 years; assumes taxable value of $80M as of Jan. 2011, with 2% annual appreciation.
9. Assumes $20M in taxable commercial personal property, abated at same schedule as #6.
10. Assumes $25M in taxable commercial personal property in FY 11/12, abated at same schedule as #7 with 2% annual appreciation.
11. 75% tax abatement for 10 years; assumes CO in-mid 10/11, with taxable value of $150M on tax rolls as of Jan. 2010, $250M as of Jan. 2011
12. Assumes $50M in taxable commercial personal property in FY 11/12, abated at same schedule as #7 with 2% annual appreciation.
The Town of Westlake
Taxable Values
FIVE YEAR FORECAST
Abatements and rebates
Section 7-7
FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15 FY 15/16
Tax Revenue from one cent property tax 96,853$ 108,665$ 114,693$ 118,162$ 121,747$ 125,453$
Tax rate of:
0.10 968,533 1,086,648 1,146,930 1,181,619 1,217,472 1,254,531
0.15 1,452,799 1,629,972 1,720,395 1,772,429 1,826,208 1,881,797
0.20 1,937,066 2,173,296 2,293,860 2,363,238 2,434,944 2,509,062
0.25 2,421,332 2,716,620 2,867,325 2,954,048 3,043,680 3,136,328
0.30 2,905,599 3,259,944 3,440,789 3,544,857 3,652,417 3,763,594
0.35 3,389,865 3,803,268 4,014,254 4,135,667 4,261,153 4,390,859
0.40 3,874,132 4,346,593 4,587,719 4,726,476 4,869,889 5,018,125
0.45 4,358,398 4,889,917 5,161,184 5,317,286 5,478,625 5,645,390
0.50 4,842,665 5,433,241 5,734,649 5,908,096 6,087,361 6,272,656
0.55 5,326,931 5,976,565 6,308,114 6,498,905 6,696,097 6,899,921
WHAT A PENNY WILL GENERATE
The Town of Westlake
Section 7-8
Annual Tax Rate
Component Requirement Required
T1 Average Annual Westlake Academy Debt Service Payment 1,500,000$ 0.1517$
T2 Rebuild Reserves over next 5 Years to $3.5M 1,575,000$ 0.1593$
T3 Stabilize Sales Tax Fluctuations 1,160,000$ 0.1173$
(40% - one-time sales tax of our annual payment
based on FY 09-10 Budget of $2.9M)
T4 Public Safety (Police, Fire, EMS)1,865,000$ 0.1887$
T5 GO Bond Debt Service for Streets & Drainage 167,000$ 0.0169$
(Issue Amount - $2,250,000)
T6 GO Bond Debt Service for Trail Improvements/Streetscaping/Parks 265,000$ 0.0268$
(Issue Amount - $3,560,000)
T7 GO Bond Debt Service for Fire Station 400,000$ 0.0405$
(Issue Amount - $5,383,000)
NOTES:
A Tax Rate Required is based per $100 of assessed valuation
B Annual GO Bond Debt Service for T5, T6, and T7 are based on 4.25% for 20 years
POSSIBLE TAX RATE SCENARIOS
(Not prioritized)
May 24, 2010
Components for Scenarios
Section 7-9
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Fire & EMS Department
Service Delivery Options
May 24, 2010
The purpose of this evaluation is to present Service Delivery Options for providing Fire
and Emergency Medical Services to the Town of Westlake. This report identifies two
outsourcing options from surrounding cities and compares them to the current services being
provided by the Town of Westlake Fire & EMS Department. This item supports the municipal
Strategic Plan as follows:
I. INTRODUCTION
Vision Point Two: We Are Leaders
o Key Result Area: High Quality Services Delivery Coupled With Financial
Stewardship
Outcome Strategy 3: Explore public safety service delivery options and
funding
This report is organized as follows:
I. Introduction………………..………………………………. 1
Page Nos.
II. Background………………………………………………… 2
III. Evaluation Process………………………………………… 2
IV. Response Time from Stations…………………………….. 2-7
V. Staffing Levels…………………………………………….. 8
VI. Call Volumes……………………………………………..... 9
VII. Analysis of Keller Proposal………………………………. 9-10
VIII. Analysis of Southlake Proposal………………………….. 10-12
IX. Analysis of Westlake Fire Department Service………… 12-13
X. Cost Per Call……………………………………………… 13-14
XI. Multi-Jurisdictional Outsourcing……………………….. 14-15
XII. Discussion & Evaluation…………………………………. 16-18
XIII. Summary and Recommendations……………………….. 18-20
Section 8-1
The Town of Westlake received two proposals for alternative service delivery o ptions utilizing
outsourcing from t he City of Keller and the City of Southlake. This evaluation includes those
proposals and details of the current services being provided by the Town of Westlake Fire
Department.
II. BACKGROUND
What is outsourcing? It is the use of a third-party agent (versus direct service delivery) to
provide a necessary service on behalf of the Town for which the Town is ultimately responsible.
Outsourcing is a tool that has long been used by cities to address service needs. In most cases
cities and towns consider outsourcing as a means of reducing cost. Outsourcing typically takes
advantage of economies of scale whereby a larger service provider may spread out the associated
service delivery costs over several cities or towns. Waste management is the most common
example of the use of economies of scale among municipalities. Cities have had a variety of
experiences, both good and bad using outsourcing as a delivery tool.
The Westlake Fire & EMS Department is the second largest Town operating department second
only to Westlake Academy in terms of staff and budget size. To date, of these two departments,
only proposals for outsourcing Fire/EMS have been received by the Town.
There were four (4) criteria that were considered in the evaluation process. Those criteria were:
III. EVALUATION PROCESS
A. Response from Primary Station - the station that would primarily respond to
Westlake
B. Response from Secondary Station - the station that would most likely respond to
Westlake if the primary station was unavailable
C. Staffing Levels - how many personnel are assigned to the responding units?
D. Call Volume - the number of calls that the station runs during the year
The first and second category, Response from Primary and Secondary Stations were evaluated to
determine where the responding units would originate from, once a call for service has been
received. In evaluating the Response from the Primary and Secondary Fire Stations, there were
nine (9) key variables used that would provide a general idea of response times to different areas
of the Town.
IV. RESPONSE FROM STATIONS
1. Solana Blvd. and Sam School Road
A. Evaluation Addresses
Section 8-2
2. 1 Destiny Way (Fidelity)
3. 2050 Roanoke Road (Chrysler Financial)
4. 2600 J. T. Ottinger (The Academy)
5. Roanoke Road and Stage Coach
6. Dove Road and Fair Oaks
7. Vaquero entrance
8. Hwy 170 at Roanoke Road
9. Hwy 114 at Trophy Lake Drive
Response times are the single most important factor to consider. According to the
National Fire Protection Association (NFPA), the standard response time should be four
minutes or less ninety percent of the time. Other times to consider are Alarm Processing
Times, and Turn-out Times. The NFPA 1710 Standards for Fire a nd EMS response
times are used nationwide to gauge Fire and EMS efficiency.
B. Response Times
Response Time - the travel time that it takes for the unit to respond and arrive on
the scene of the incident
Alarm Processing Time - the time from receiving a call to dispatching the units.
Turn-Out Time - the elapsed time from when a unit is dispatched until the time
the unit(s) responds
Another factor to consider when assessing response times is Patient Contact Time.
Patient contact time is the time it takes after arriving on scene to actually making physical
contact with the patient. Patient contact time is tracked as a separate unit of measure. On
a majority of Westlake EMS incident calls to corporate offices, such as First American
and Wells Fargo, several minutes may elapse be fore the responding crew makes contact
with a patient once they arrive on the scene. This is due to the time that is takes to get
from the units, travel through the long office corridors, access security doors, and load
onto the elevators. It can take from three to five minutes to access patients in these types
of situations. The patient contact time is a component of response time but is not part of
the response time figures. In 2009 , seventy-eight percent (78%) of medical emergency
responses in Westlake were to businesses in our corporate office complexes. The
challenges of dealing with these types of emergency responses are different than
responding to a residential call.
1. NFPA Standard
As mentioned previously, one of the key Fire/EMS benchmarks for municipal and career
fire departments are the NFPA 1710 (National Fire Protection Association) Standards
which include: the “Organization and Deployment of Fire Suppression Operations,
Section 8-3
Emergency Medical Operations, and Special Operations to the Public by Career Fire
Departments”.
The NFPA 1710 standards are based upon a combination of accepted practices and more
than 30 years of study, research, testing and validation. Members of the NFPA 1710
committee that developed these standards include representatives from various fire
agencies and the International Association of City/County Managers (ICMA). Those key
benchmarks are:
a) Turn-out time for fire response of 80 seconds or less, 90% of the time
b) Turn-out time for EMS response of 60 seconds or less, 90% of the time
c) 4 minutes or less for the arrival of the first unit, 90% of the time
Response time standards are a vital part of the mission of any Fire/EMS agency. Key to
the mission is the level of service provided and the time required to deliver that service.
2. Cardiac Care
Another standard that affects EMS deals with cardiac arrest. This is one of the most
relevant standards affecting response times.
Most adults, who can be saved from cardiac arrest, are in ventricular fibrillation (VF) or
pulseless ventricular tachycardia. Electrical defibrillation with advanced life support
(ALS) intervention provides the single most important therapy for the treatment of these
patients. Resuscitation science, therefore, places great emphasis on early defibrillation
and ALS intervention. The greatest chances of survival result when the interval between
the start of VF and the delivery of defibrillation is as brief as possible.
The American Heart Association's s cientific position is that brain death and permanent
death start to occur in 4 - 6 minutes after someone experiences cardiac arrest. Cardiac
arrest can be reversible if treated within a few minutes with an electric shock and ALS
intervention to restore a normal heartbeat. Verifying this standard are studies showing
that a victim's chances of survival are reduced by 7% - 10% with every minute that
passes without defibrillation and advanced life support intervention. Few attempts at
resuscitation succeed after 10 minutes. In 2009 , eight percent (8%) of Westlake EMS
responses were cardiac related.
There are several other medical related problems that can affect the heart and brain. If
treatment or intervention is delayed, this could result in respiratory or cardiac arrest. A
diabetic, respiratory, choking, unconscious person, seizure, or stroke emergency are
serious medical emergencies that require a rapid response to facilitate a positive outcome.
In 2009, fifty-five percent (55%) of Westlake medical emergency responses were for
incidents of this nature.
Section 8-4
3. Response Time Comparisons
(Response Time in Minutes)
The chart above was created using Google Maps. In order to put all three departments on
equal comparison fields, it was determined that by utilizing Google Maps it would
provide the best comparable drive times for response data comparisons. Several factors
can determine and effect average response times. “Average Response Times” has been
used for years in the fire and EMS service; this is what the general public is familiar with
and relates to. The “Average Response Time” is not an accurate matrix of measure for
emergency response and this has led the fire service to begin using the “4 minutes or less,
90% of the time” matrix. It provides a more accurate account of response times. Units
are not always at the stations and responds from various locations and this effects
response times as well. The chart is only used to provide an example of one scenario if
units are in their station and no other factors are affecting that response. This was used as
a general idea of a response to one area of an address and not an average response to t he
entire town.
The above response times are from Keller FD Station 2 (737 Keller Smithfield Road),
Southlake FD North Station (White Chapel and Dove Road; Opening in 2011-2012), and
Westlake FD (2900 Dove Road)
0 2 4 6 8 10 12 14
Solana/Sam Sch Rd
Fidelity
Diamler
Academy
Stage Coach
Fair Oaks
Vaquero
170/Roanoke Rd
114/Trophy Lake Dr
Keller FD
Southlake FD
Westlake FD
Section 8-5
Westlake Fire Department would provide the best overall response times. WFD provided
the following response times in 2009. The majority of Westlake incidents are at the First
American complex, the Solana complex and Fidelity.
a) Fire/Emergency Incidents
i. Overall Avg. Response Time – 6:04
ii. 6 minutes or less – 61%
iii. 4 minutes or less – 25%
b) Emergency Medical Incidents
i. Overall Avg. Response Time – 5:53
ii. 6 minutes or less – 77%
iii. 4 minutes or less – 31%
4. Insurance Premiums
Insurance premiums are determined using several factors and vary from company to
company. The most common method used, is the Insurance Services Office (ISO) Public
Protection Classification (PPCTM) Program. This system replaced the Key Rating
System previously used to set premium rates.
The PPC helps establish appropriate fire insurance premiums for residential and
commercial properties. Insurance companies need reliable, up-to-date information about
a community's fire-protection services. ISO provides that information through the
(PPCTM) program.
ISO collects information on municipal fire-protection efforts in communities throughout
the United States. In each of those communities, ISO analyzes the relevant data using a
Fire Suppression Rating Schedule (FSRS). ISO then assigns a Public Protection
Classification from 1 to 10. Class 1 represents exemplary public protection, and Class 10
indicates that the area's fire-suppression program does not meet ISO's minimum criteria.
A change from one class to the next can increase or decrease premiums by 1.5% to 9%.
By classifying a communities' ability to suppress fires, ISO helps the communities
evaluate their public fire-protection services. This program provides an objective,
nationwide standard that helps fire departments in planning and budgeting for facilities,
equipment, and training.
Such features as listed below are used in this scoring system:
a) water distribution system (including elevated storage, hydrant access,
system redundancy and feeds)
b) fire department equipment
Section 8-6
c) fire department manpower
d) fire alarm/dispatch facilities
ISO field representatives use this schedule when surveying a community's fire protection
capability. The score is determined by the Fire Suppression Rating Schedule and is
translated into a public protection classification. A perfect score of 106.5 consists of:
50 points for fire department capabilities
40 points for water supply and distribution
10 points for receiving and handling fire alarms
6.5 points for a "Texas Addendum" that grades fire safety education,
building code enforcement, fire prevention code enforcement and fire
investigation capabilities
Westlake has a current ISO rating of 4/9. The first number is the PPC for buildings
within 1,000 feet of a fire hydrant and five road miles of a fire station. The second
number is for buildings more than 1,000 feet from a fire hydrant, but within five road
miles of a fire station. Westlake has a split rating due to the amount of undeveloped land
that it has. There is a vast amount of land that is not within that 1,000 foot mark of a fire
hydrant. Any building that would be built or is within that area would be rated with a 9.
Otherwise all other buildings within Westlake would have the rating of 4.
As mentioned previously, not all insurance agencies rely on ISO ratings to determine
insurance premiums, s ome insurance companies determine fire insurance premium costs
based on a property's distance from a fire station and water supply. In either instance
whether using the PPC rating provided by ISO or proximity measures, t he distance that
one’s residence or business is from a fire station will have an impact on the insurance
rates.
There are several variables to consider in determining what impact, if any, a residence or
business would have by outsourcing fire suppression service. Businesses typically
compare insurance premiums when considering where to locate. Thus, any changes to
the current Fire and EMS service can be expected to impact the Town’s economic
development efforts in terms of attracting new businesses as well as r etaining businesses
in Westlake.
Outsourcing to another agency is likely to increase the insurance premiums for
some businesses and residences due to the wide variation of station locations from
the proposing cities (Keller and Southlake).
V. STAFFING LEVELS
Section 8-7
The third category in the evaluation process concerns Staffing Levels, which considers how the
units responding to Westlake would be staffed in terms of average number of employees per unit.
Both, Keller and Southlake propose to cover the Town of Westlake using their existing staff.
According to NFPA 1710 standards, Fire Company staffing should be based on the minimum
levels necessary for safe, effective and efficient emergency operations. These engine companies
should be staffed with a minimum of four on-duty personnel.
NFPA 1710 further states that all personnel dispatched to an ALS emergency should include a
minimum of two people trained at the P aramedic level and two people trained at the EMT level
or higher, all arriving within the established times.
The standard staffing levels for fire departments has be en to provide Engine Companies with
four personnel and Ambulance Companies with two personnel. This staffing level provides
adequate personnel for most incidents that fire departments encounter on a routine basis. Some
Advanced Life Support (ALS) medical emergencies require additional personnel in order to
provide a higher level of treatment; b y having additional personnel on an Engine Company, one
or two are able to assist with that treatment and maintain it during the transport.
This level of staffing further provides the needed personnel on a fire/emergency scene. The
Texas Commission on Fire Protection (TCFP) mandates that a mi nimum of four (4) fire fighters
must be on the scene before they can enter a hazardous environment, such as a smoke filled
home/business or environments with a gas leak that requires wearing a breathing apparatus. The
only exception allowed is the immediate rescue of a known victim.
A. Keller - provides 3-4 personnel on an engine company and 2 on an ambulance
company
B. Southlake - provides 3-4 personnel on an engine company and 2 on an ambulance
company
C. Westlake - provides 1-2 personnel on an engine company and 2 on an ambulance
company
Westlake Fire Department provides two (2) personnel assigned to the ambulance and one to two
personnel assigned to the fire engine, WFD has been able to provide three to four personnel on
EMS incidents. During a fire or non-EMS related incident, WFD will re-assign the two personnel
from the ambulance to the engine and respond the engine with a crew of three to four personnel.
The majority of non -EMS related incidents have been handled in this manner to meet the NFPA
1710 standard.
VI. CALL VOLUME AND IMPACT ON COVERAGE AVAILABILITY
Section 8-8
The fourth evaluation category Call Volume, was used to determine the average activity level of
the primary station assigned to Westlake. This also provides an idea of the impact a busy station
could have on our Town. The following shows the call volumes for each department’s
ambulance crew:
1. Primary Station (Sta. 2) – 2.5 EMS calls per 24 hour shift (avg.)
A. Keller
2. Secondary Station (Sta. 3) – 2 EMS calls per 24 hour shift (avg.)
1. Primary Station (future North Sta.) – 0.5 EMS calls per 24 hour shift (avg.)
B. Southlake
2. Secondary Station (East Sta.) – 1.5 EMS calls per 24 hour shift (avg.)
C. Westlake
If a primary station is unavailable due to a higher call volume, the Secondary Station would need
to respond to Westlake and would result in longer response times for Westlake. It would be
beneficial to the Town to be covered by a station that ran fewer calls. Based on the average call
volume per shift, if Westlake outsourced to Keller or Southlake, their units would not be
available to respond to our residents as often as the WFD units.
– 0.65 EMS calls per 24 hour shift (avg.)
VII. ANALYSIS OF KELLER PROPOSAL
A. Response from Primary Station
1. Solana Blvd and Sam School Road - 6 miles / 12 minutes
(737 Keller Smithfield Road)
2. 1 Destiny Way (Fidelity) - 5 miles / 11 minutes
3. 2050 Roanoke Road (Chrysler Financial) - 3 miles / 6 minutes
4. 2600 J. T. Ottinger (Academy) - 3 miles / 7 minutes
5. Roanoke Road and Stage Coach - 2 miles / 5 minutes
6. Dove Road and Fair Oaks - 5 miles / 10 minutes
7. Vaquero South Entrance (Keller) - 3 miles / 7 minutes
8. Hwy 170 and Roanoke Road - 3 miles / 8 minutes
9. Hwy 114 and Trophy Lake Drive - 5 miles / 12 minutes
B. Response from Secondary Station
1. Solana Blvd and Sam School Road – 6 miles / 12 minutes
(455 Keller Smithfield Road)
2. 1 Destiny Way (Fidelity) – 6 miles / 12 minutes
3. 2050 Roanoke Road (Chrysler Financial) – 4 miles / 11 minutes
4. 2600 J. T. Ottinger (Academy) – 4 miles / 11 minutes
Section 8-9
5. Roanoke Road and Stage Coach – 3 miles / 8 minutes
6. Dove Road and Fair Oaks – 6 miles / 12 minutes
7. Vaquero South Entrance (Keller) – 4 miles / 8 minutes
8. Hwy 170 and Roanoke Road - 6 miles / 10 minutes
9. Hwy 114 and Trophy Lake Drive - 8 miles / 13 minutes
1. Primary Station - 1 Engine Company with 3 personnel; 1 Ambulance Company
with 2 personnel ( Total - 5 personnel)
C. Staffing Levels
2. Secondary Station - 1 Engine Company with 3 personnel; 1 Ambulance Company
with 2 personnel ( Total - 5 personnel)
1. Keller did not provide any individual unit call data. The only call volume data
provided was for EMS responses only as indicated above in the ambulance crew
Call Volume.
D. Call Volume
The term of the Keller proposal is a period of five (5) years in which they would provide fire and
emergency medical services. They would respond to all fires, medical calls, hazardous materials
incidents, rescues and other emergencies within Westlake. The proposal did not guarantee
paramedic level medical (ALS) emergency responses, although, their ambulances are staffed
with paramedics. Keller would provide emergency management functions (i.e. for natural and
manmade disasters and catastrophic events).
They would also provide Fire Marshal services for the purpose of fire investigation only. This
would not include fire inspections and fire prevention functions. Keller would not use current
Westlake Firefighters or utilize the current Westlake Fire Station.
The proposal amount is Four Hundred Thousand Dollars ($400,000.00). All ambulance revenues
would be retained by Keller. Payment increases will be adjusted annually by the percentage
increase of the Keller Fire Department annual budget from the previous year. Keller would
provide to Westlake by June 1 st of each year the anticipated percentage increase, if any, in
writing as well as any direct expenditure increase(s) necessary to serve only Westlake.
VIII. ANALYSIS OF SOUTHLAKE PROPOSAL
A. Response from Primary Station
1. Solana Blvd and Sam School Road - 2 miles / 3 minutes
(White Chapel and Dove Road-Opening 2011/2012)
2. 1 Destiny Way (Fidelity) - 3 miles / 5 minutes
3. 2050 Roanoke Road (Chrysler Financial) - 6.5 miles / 7 minutes
4. 2600 J. T. Ottinger (Academy) - 6 miles / 7 minutes
Section 8-10
5. Roanoke Road and Stage Coach - 7 miles / 8 minutes
6. Dove Road and Fair Oaks - 2 miles / 4 minutes
7. Vaquero Entrance - 3 miles / 5 minutes
8. Hwy 170 and Roanoke Road - 6 miles / 6 minutes
9. Hwy 114 and Trophy Lake Drive - 4 miles / 4 minutes
B. Response from Secondary Station
1. Solana Blvd and Sam School Road - 4 miles / 5 minutes
(667 North Carroll-Current)
2. 1 Destiny Way (Fidelity) - 5 miles / 6 minutes
3. 2050 Roanoke Road (Chrysler Financial) - 8 miles / 8 minutes
4. 2600 J. T. Ottinger (Academy) - 8 miles / 8 minutes
5. Roanoke Road and Stage Coach - 9 miles / 10 minutes
6. Dove Road and Fair Oaks - 4 miles / 6 minutes
7. Vaquero Entrance - 5 miles / 8 minutes
8. Hwy 170 and Roanoke Road - 7 miles / 7 minutes
9. Hwy 114 and Trophy Lake Drive - 6 miles / 6 minutes
1. Primary Station - 1 Engine Company with 3 personnel; 1 Ambulance Company
with 2 personnel ( Total - 5 personnel)
C. Staffing Levels
2. Secondary Station - 1 Engine Company with 3 personnel; 1 Ambulance Company
with 2 personnel ( Total - 5 personnel)
1. Primary Station - 144 calls (2009)
D. Call Volume
2. Secondary Station - 478 calls (2009)
The term of the Southlake proposal is also for a period of five (5) years where they would
provide fire and emergency medical services. They would respond to all fires, medical calls,
hazardous materials incidents, rescues and other emergencies within Westlake. The proposal did
not guarantee paramedic level (ALS) medical emergency responses, although their ambulances
are staffed with paramedics.
They would also provide Fire Marshal services for the purpose of fire investigation only.
Services not covered in the proposal are fire inspections, fire prevention activities and emergency
management functions. Southlake would not use current Westlake Firefighters or utilize the
current Westlake Fire Station.
The proposal amount is Four Hundred Seventy-Four Thousand, Four Hundred Fifty-Five Dollars
($474,455.00). All ambulance revenues would be retained by Southlake. Payment increases will
be adjusted annually by the percentage increase of the Southlake Fire Departments annual budget
Section 8-11
from the previous year. Southlake would provide to Westlake by June 1 st, of each year the
anticipated percentage increase, if any, in writing as well as any direct expenditure increase(s)
necessary to serve only Westlake.
IX. ANALYSIS OF WESTLAKE FIRE DEPARTMENT SERVICE
A. Response from Primary Station
1. Solana Blvd and Sam School Road - 3 miles / 5 minutes
(2900 Dove Road)
2. 1 Destiny Way (Fidelity) - 2 miles / 4 minutes
3. 2050 Roanoke Road (Chrysler Financial) - 3 miles / 5 minutes
4. 2600 J. T. Ottinger (Academy) - 1 mile / 2 minutes
5. Roanoke Road and Stage Coach - 2 miles / 5 minutes
6. Dove Road and Fair Oaks - 2 miles / 3 minutes
7. Vaquero Entrance - 1 mile / 2 minutes
8. Hwy 170 and Roanoke Road - 3 miles / 5 minutes
9. Hwy 114 and Trophy Lake Drive - 3 miles / 5 minutes
Westlake Fire Department utilizes mutual aid on second unit responses. It is
WFD’s procedure to call the closest available unit for mutual aid.
B. Response from Secondary Station
1. Primary Station - 1 Engine Company with 1 to 4 personnel; 1 Ambulance
Company with 2 personnel (Total - 3 to 4 personnel)
C. Staffing Levels
4 personnel between 8:00 a.m. - 10:00 p.m.
3 personnel between 10:00 p.m. - 8:00 a.m.
1. Primary Station - 310 calls (2009)
D. Call Volume
Westlake Fire Department provides a full range of fire and emergency medical services, as well
as all fire marshal services, and emergency management functions. These services include fire
suppression, rescue, medical emergencies, hazardous materials responses, fire inspections and
fire investigations. WFD assists other departments within the Town on an as needed basis, such
as Facilities Maintenance and Public Works. Some examples are clearing roadways of fallen
trees, blocking off roads due to severe weather conditions and assistance to the Public Works
staff in mitigating water waste during waterline breaks which occur in the middle of the night.
Testing fire hydrants is another task performed by WFD.
Section 8-12
The Westlake Fire Department has developed a strong working relationship with the local
businesses and participates in various activities such as teaching free CPR classes, evacuation
drills and other hazard safety awareness classes. WFD is currently planning a network program
to further include some combined training drills and classes with those businesses.
In addition, WFD has been involved in educational programs with Westlake Academy and is
planning to further develop those programs. WFD has been involved in community events and
activities such as Arbor Days, Bandana Bonanza, and Decoration Day. Further community
outreach programs are being planned such as a Home Hazard Awareness Program.
Westlake Fire Department's FY 09 -19 B udget is $1,109,399. The Town of Westlake retains all
ambulance revenues, which are estimated to offset the departmental expenditures by an
estimated $100,000 in revenue fees for ambulance transportation services. Other revenues
generated from F ire Department services total an estimated $2,000.00 annually from fire alarm
and sprinkler permit fees.
Cost per call, while used to evaluate fire and emergency medical services, must be acknowledged
to have its limitations. First, a “Southlake apples to apples” comparison for these services is
difficult. Second, there are issues related to cost calculation methodology. Some argue that cost
per call should only include the actual cost to respond and not “all in” costs such as facilities and
overhead. These costs per call calculations utilize “all in costs” with the exception of debt
service for fire stations of Keller and (
X. COST PER CALL
note
Utilizing the submitted proposals and the current budget of the Westlake Fire Department, based
on 310 calls per year, the cost per call is summarized as shown below:
: Westlake does not have debt service associated with
its current fire station).
A. Keller - $1,290.00 per call ($400,000 per year)
Less EMS revenues of approximately $100,000.00 per year
$500,000.00 / year $1,612.00 / call
B. Southlake - $1,530 per call ($474,455 per year)
Less EMS revenues of approximately $100,000.00 per year
$574,000.00 / year $1,851.00 / call
C. Westlake - $3,578 per call ($1,109,324 per year)
Plus EMS revenues of $100,000.00
Section 8-13
$1,005,924 / year $3,244 / call
Keller and Southlake will be providing fewer services than the current services be provided by
the Westlake Fire Department. In addition to the Keller or Southlake proposal, there would need
to be the cost of an Administrator for contract oversight, fire inspections, and emergency
management. The funding of Westlake Fire Department includes the oversight and performance
of fire inspections, and emergency management. WFD also provides fire prevention activities,
interaction with Westlake Academy and corporate businesses, hydrant testing and maintenance,
and other value added assistance provided to Town departments.
What would happen if different parts of Westlake were covered by different fire and EMS
departments? For example, a multi-jurisdictional system as a service delivery option to provide
service for Westlake could have T rophy Club Fire Department covering all of Solana for fire
service and possibly EMS service or Southlake covering Solana for EMS service and other
sections of Westlake while using Keller to cover the west side of Westlake for fire and EMS
services. There could be a few different hybrid models using this system. The only benefit to
providing such a service configuration could be possible cost savings. This would be a very
difficult concept for citizens to understand and navigate. A complex system of this nature would
create several practical logistical issues that would likely cause further delays in response times.
XI. MULTI-JURISDICTIONAL OUTSOURCING
1. Resident confusion
A. Public Awareness
Residents could become very confused as to which department would cover their
needs in an emergency. The City of Keller has been providing police services to
Westlake for over six years and residents still experience confusion as to which
agency provides them with police services.
2. Worker confusion
Persons who work in Westlake would not be a s familiar with what agency would
respond to them as a resident would. They would have the same problem that a
resident would and it could perhaps be even worse.
3. Visitor confusion
Visitors may know that they are in Westlake, but they are not likely to know what
street they are on when an accident occurs. A caller on a cell phone will not know
what 911 agency to be connected to for their needs. This will cause severe delays
in response times.
B. Dispatch Delays
Section 8-14
1. Dispatch confusion
This would be very confusing to the dispatchers. The 911 system can only tell
where the call is coming from if the call is received on a land line. 911 cannot
determine the address from a cell phone. People are using their cell phones every
day instead of the traditional home phone numbers. If a call is received from a
cell phone - and the caller reports the address – it further complicates the process
as it becomes very difficult and time consuming for the dispatcher to determine
which agency should respond and then place the call for service. Dispatchers rely
on the computer data from 911 to determine jurisdictions.
2. Keller / Denton County / Roanoke
WFD currently experience a 5 to 10 minute delay when mutual aid is called for
from Roanoke and/or Trophy Club. These delays have been consistent in
lengthening our response times. If Roanoke or Trophy Club calls WFD for mutual
aid, the same delay has been experienced. A multi-jurisdictional outsourcing
arrangement would contribute to these issues.
1. NETCO vs. Denton County
C. Communication Interoperability Issues
Roanoke and Trophy Club operate on the Denton County radio system. Keller,
Westlake and Southlake operate on the NETCO radio system. There could be two
to three different dispatch/911 centers that would dispatch for the Town of
Westlake within a multi-jurisdictional system configuration.
2. Incident operational issues
Due to the different systems, units cannot scan the radio channels used by the
surrounding jurisdictions. Scanning across different radio systems is not possible
and this creates operational issues when working with different agencies on single
incidents.
Each agency has set different EMS fees. If more than one agency services
Westlake, some residents will pay higher fees for an ambulance than other
residents.
D. EMS Fee Differences
XII. DISCUSSION & EVALUATION
Keller’s and Southlake’s Proposals Compared - Keller and Southlake submitted similar
proposals in regards to the types of service they would provide to the Town. Southlake was
Section 8-15
approximately seventy-five thousand dollars ($75,000) higher, but could provide better response
times tha n the Keller proposal. Southlake does not run as many calls as Keller and would
therefore be more likely to be available to respond to Westlake. Southlake could also provide
overall better response times than Keller, however, neither proposal offered improved response
times over our in-house response times.
Their cost per call is less than Westlake’s, but it does not include the same array of services and
again, does not meet current response times. It could be argued that Keller’s and Southlake’s
proposals offer deeper staffing resources than Westlake currently experiences. However, as
indicated above, this has been dealt with effectively in the past by our in-house staff.
Neither outsourcing proposal offered to use – even on a part-time basis - the current fire station
location within our Town limits, nor hire any of Westlake’s firefighter/paramedics, or buy or
lease any of Westlake’s current equipment (note
The decision to outsource fire suppression and emergency medical services depends ultimately
on what the Town’s goal is relative to the type of Fire/EMS presence it wants to provide for its
residents and businesses. If the goal is to simply reduce costs, outsourcing will achieve that end
based on the proposals received.
: another issue to deal with if Westlake
outsources these services will be how, if at all, we can dispose of our equipment since some of it
was acquired through grants. This would require some time to locate all of the grants and
determine what stipulations each grant has).
However, these cost savings will come at a price in terms of safety and service levels which
could affect the quality of life experienced by residents and workers in Westlake. This does not
take into account all the value added services WFD provides, but only considers the basic
services they deliver. The analysis indicates that outsourcing will degrade the quality of service
Westlake residents and businesses now receive in three (3) ways:
• Increased fire and emergency medical response times from primary and secondary
outsourced fire stations
• Lack of uniform coverage for Westlake based on station locations from outsource
proposals
• Lessening of units available for a call from proposed outsourced stations
The current Westlake Fire & EMS annual budget is $1,109,399 which is substantially more than
the outsourced proposals of $400,000 and $475,000 per year for contracted services. This leads
to very difficult governance questions that forces consideration of criteria beyond cost. Such as:
• What is the cost reduction worth versus the impact on people’s daily lives and quality of
life that a longer fire and EMS response time creates?
Section 8-16
• Is the cost reduction worth the off-setting risk of the longer fire/EMS response times
based on current call volumes?
Multi-Jurisdictional Outsourcing - This option would not be as feasible as outsourcing to only
one agency, and may not provide a lower cost per call ratio. It would create several additional
issues that should be avoided if possible, since the task in emergency responses to potential life
threatening situations is to streamline response logistics, not complicate them.
Outsourcing: General Considerations
Neither proposal from Southlake or Keller would utilize the existing Westlake fire
station and/or firefighters – hence, no agency would maintain a physical presence
within our Town limits and respond from this location
- If outsourcing were to be the end result, the following
concerns must factor into the decision making process:
These increased response times will result in a gap for fire and EMS service coverage
for our residents and businesses = longer arrival time for emergency services
Potential insurance rate increases based on the distance from their fire stations for
some of our home owners/businesses and/or the increased ISO rating
Value Added Services - Outsourcing w ill create a void in services that are currently being
provided by the Westlake Fire Department. These value added services are not contained in
either Keller’s or Southlake’s proposal and it could be argued, wouldn’t be provided to the same
level of service as our in-house staff. These types of services include interaction with the
Academy staff and students (which would all but disappear), public safety e ducation,
involvement at community events such as Decoration Day, Bandana Bonanza, Christmas Tree
Lighting ceremonies and Arbor Day, fire prevention and inspection activities, assistance to other
Town staff members, and free CPR classes, etc. None of these services now provided by the
WFD are included in the outsourcing proposals we received. In addition, t he contracting agency
would not provide the interaction with the corporate businesses (each of which has a
safety/facilities director) that is currently being provided by the Westlake Fire Department.
Storm Response - Another issue to consider with outsourcing our services is the fact that during
severe weather, fire departments tend to become very busy running storm related calls. By
outsourcing to another agency, Westlake would see extended response times due to the other
agency n ot having units available to respond to our emergencies. During these times, it is not
uncommon for calls to be on hold, waiting for a unit to become available. With these types of
calls, Westlake could potentially be moved to the bottom of the list as th e contract provider
assists their residents.
XIII. SUMMARY AND RECOMMENDATIONS
Section 8-17
Fire and EMS service customers want quick and dependable emergency response performance
with well-trained and equipped personnel at a reasonable cost. This is a true statement whether
there is a solid or shaky economy. In most places in North America, current revenue resources
are shrinking, demand for services are increasing, and accountability for quality service with
fiscal restraint is the norm.
The Town of Westlake has already set a standard for providing Fire and EMS services to the
resident and business community of Westlake. There are only three options to consider:
Outsource to Keller for $400,000 per year. Keller would provide an average response time of
10 to 12 minutes or greater to more than 60% of emergency responses within Westlake. This
will approximately double the current response times. At what cost would allowing response
times to double on most fire and medical calls be acceptable?
In reality, Westlake will only save about $400,000 per year by outsourcing to another agency.
After the loss of EMS revenue of $100,000; hiring a Fire Marshal/Inspector for another $80,000
to $100,000 for salary and benefits. There will also be office and administration expenses and
vehicle expenses as well.
Would it be acceptable for Westlake to increase their current response time standards for a
$400,000 savings a year? Would Westlake be providing the most effective and efficient life and
property saving capabilities for their community? How would you measure the impact that
doubling response times would have on human life? The community would have to be informed
of the increased risk in the Town due to the degradation of emergency response times. How
would we plan to inform the community of these changes and the potential consequences of that
decision?
Outsource to Southlake for $475,000 per year. Southlake would provide an average response
time of 6 to 8 minutes to at least 50% of Westlake emergency responses. This would be
increasing the current Westlake response time standard by about 2 minutes. Would the residents
be willing to have their current response times of 4 - 6 minutes increase to 6 - 8 minutes to save
$325,000 per year? Some of the residents will see their response times double with this option.
Response times to the Academy will triple.
Irreversible brain damage occurs within 6 to 8 minutes in a non-breathing patient as a result of a
heart attack, stroke, asthma, drowning, diabetic, etc. Do we believe that it would be acceptable
to decrease the current response standards to save $325,000 per year? What is the impact on one
life worth?
According to the American Heart Association, Cardiovascular Disease is the leading cause of
deaths in the United States. This includes heart attacks, strokes, hypertension, congenital heart
defects (as in kids playing sports and collapsing from an unknown heart condition), and
congestive heart failure. Fire and EMS units respond to well over 60% of these cases.
Section 8-18
Decreasing current response time standards will at some point have a life altering impact on
someone's life in Westlake. It is likely to happen more than one time a year. What are the odds
that it could be someone you know and/or love? No age group or class of person is exempt from
requiring the services of fire and EMS.
It is true that most Fire and EMS calls are not life threatening. But, the ones that are, are the
ones where precious minutes and even seconds can make a difference. We do not know which
calls those are until we get to the scene. This is where the little bit of response time difference
has a huge impact on the positive outcome of someone's life. This is when the "4 minutes or
less, 90% of the time" matters the most.
This is why having an Effective Response Force that each risk demands is vital in order to be
mission successful. Emergency response to all hazards must be considered when assuring that
an appropriate infrastructure is in place for adequate response, regardless of the nature of the
emergency. Further, this response infrastructure is driven by the geography to be covered,
population density, and building and occupancy type, among other variables that drive call
volume and type of call. The infrastructure cannot be compromised even in times of low volume
without SUBSTANCIAL risk.
National Standards, like the National Fire Protection Association (NFPA) standards, are
established to identify necessary resources and to regulate the safety of communities and the
levels of fire and EMS department's safety. NFPA 1710 standards are four (4) man engine
companies and two (2) man ambulances and for response times of "4 minutes or less, 90% of the
time". These standards are designed around the types of life threatening emergencies most
frequently encountered by fire departments, not worst case scenarios or rare events.
Regarding the different response times, one must consider that for every response, one must take
into account the time it takes to call for that help, the time it takes for the emergency dispatcher
to dispatch the fire and EMS units, the time that it takes to get into the fire and EMS vehicles, the
response time (drive time), and the time that it takes to get to the patient or emergency. There
can easily be an additional 5 to 10 minutes added to each call besides the response time. Relate
back on the critical 6-8 minutes of someone not breathing or having chest pains, or drowning.
Add those 5 to 10 minutes to Keller's 10 to 12 minute response time, or Southlake's 6 to 8 minute
response time. Someone can easily be waiting 20 to 25 minutes before help arrives for them.
Keep in mind that a 6 or 10 minute response time is not the time that a person has to wait to get
help, it is only the actual time that it takes to drive to that emergency.
This brings us to the third option, keeping the Westlake Fire Department. Westlake
promotes itself on having high standards. Is there a line where those high standards stop and
begin? Do those high standards apply to everything about Westlake, including emergency
services? Are these the standards we want for Westlake? Keep in mind that a standard (i.e.
Section 8-19
service level expectation) has already been set for emergency response in Westlake. WFD
consistently provides 4 - 6 minute response times.
Do we accept the increased response times from outsourcing, which will lower the current
standard? Do we want to provide a community fire and EMS service that can be second to none
and has the same high standards that the Town desires for all its services? There is no doubt that
the most effective and efficient fire and EMS services would be investing in our own Westlake
Fire Department. Would we rather rent a firehouse and have less input into its standards or
would we rather buy a firehouse and have a true investment for your community?
For the additional difference that it costs to have our own fire department, there is a return on
investment. Westlake is getting a deeper service than outsourcing would provide. Westlake
would receive response times unmatched by outsourced agencies. In addition, only the WFD is
dedicated to working with organizations, such as our corporate customers and the Academy,
within this community and building those relationships which enhances efficiency during
emergencies.
The Westlake Fire Department is committed to providing that community education that is
critical in the overall reduction of death, injury, and property loss in the community. The
mission of a fire department is to provide the most effective and efficient fire and EMS based
services to our citizens by providing the best possible response times with the resources
provided. This can only be provided from a fire station strategically located within the Town
limits and dedicated to serving those citizens.
Section 8-20
WORKING DRAFT
Strategic Communication Plan
“Why Did You Move to Westlake?”
Westlake, Texas
May 24, 2010
PLAN OBJECTIVE
• Create a positive political climate in the midst of a difficult economy that
supports creating a limited, but sustainable revenue source that preserves the
community’s special and unique nature and quality of life and allows it to
move forward.
:
• Create public acceptance and understanding that such an action is the
responsible thing to do because:
o The Town/Westlake Academy is unique and top-notch in what
it offers residents in the way of services within available
resources
o We must grow responsibly
o We must fulfill Westlake’s vision, not only for today, but the
next 50 years
To attain this objective, the following strategies and their attendant tactics will be
used (note
: strategies are not presented in any prioritized order as all of them will
have to be utilized to attain the objective):
STRATEGY
Gauge public support and sentiment
:
Knowing community priorities is critical to making sure they are being met.
Tactics
-Use this situation to show funding for services now received, plus other
services not currently received.
:
-Explain that possibility of a retail mall is remote and that development of the
Circle T Ranch, while planned, it is intermittent at best.
-Utilize annual citizens’ survey (i.e. Direction Finders) to assess community
priorities, support and key issues.
-Create or ensure a feedback mechanism to allow residents to share thoughts,
ideas or suggestions about the town.
-Build understanding and support for the idea that if “we are a Town, then we
must be a Town”, i.e. that we cannot be a Town in name only effectively not
providing services that preserve and protect the Town and its quality of life.
STRATEGY
Showcase need and create understanding
:
The current fiscal challenge is complicated and complex, yet it is important that it be
simply, clearly and concisely explained to have public support, or minimize opposition.
Tactics:
Section 9-1
-Develop community “road show” for series of neighborhood meetings.
Westlake residents are very engaged with impressive turnout at community
meetings. This presents a tremendous opportunity to educate a captive audience
by telling a story. In addition, it allows for third party champions to emerge, or
showcase their support to other residents.
-Develop Message Points (Attached):
The budget situation presents a very real threat to the very special and unique
nature and quality of life of Westlake. The community is too savvy to respond to
direct threat, but messages should allow for residents to connect the dots (i.e. self
discover). The messages should showcase the challenge as well as value a
sustainable revenue source brings to preserving the community’s nature.
-All Town services are undergoing extensive evaluation as to efficiency,
effectiveness, and cost.
It is important that residents recognize the Town is examining all the services it
provides, why they are provided, their service levels, and cost. Need to
communicate and highlight which services have undergone reductions, improved
efficiencies and other practices that have undergone change.
STRATEGY
Capitalize on “common bond” to unify all residents
:
Nearly all residents moved to Westlake for a reason. That reason may vary to a degree,
but there is one clear and unmistakable theme. All or nearly all residents, whether living
in Stagecoach or Vaquero, came to Westlake for the truly unique quality of life and
community’s special and unique nature. Essential to preserving that uniqueness is
ensuring the community can sustain itself financially.
-Create a “Why did you come to Westlake?” theme
Tactics:
• Create understanding that one of the things that draw residents and
businesses to Westlake is its sparse development pattern. However, this
comes at a cost (i.e. a more dense development pattern could be more cost
effective for provision of Town services, but this is not why they chose
Westlake. While the current land use pattern of Westlake comes with a
cost, we have a higher standard that residents have clearly supported over
the years.
• Whatever happens, they will at least control the community’s destiny
STRATEGY
Create Opportunity to for residents to “self-discover” and have ownership in solution
:
-Implement theme “Why did you come?” to Westlake in communications and
messages
Tactics:
-Introduce theme during meetings by engaging residents to share their personal
stories
Section 9-2
-Clearly and concisely explain budget situation using graphs to show revenue
projections vs. current
-Introduce the concept of the “new normal”
-Subtly contrast Westlake with neighboring cities.
• Use slides outlining revenue sources and/or budget issues impacting each
community. Work in photos capturing “essence” of each community
• Tell financial story in a clear and concise way in terms of early forecasts
versus today’s economic realities
STRATEGY
Show value/ROI (return on investment) for creating sustainable revenue source
:
Creating a sustainable revenue source will not only fill the financial gap facing the town,
but also provide tangible economic benefits safeguarding the community’s way of life and
residents investment.
Tactics
-Showcase tools that preserve quality of unique character that sustainable revenue
source will allow
:
• Comprehensive Plan: Allows Town of Westlake to preserve its
uniqueness (low density housing, corporate campuses, high aesthetic
standards, controlling type of growth to retain our small town feel) by
following Town’s comprehensive plan and development standards.
Nearly 50% of the town is not developed. Controlling how that
develops is essential, but that when fully developed, approximately
70% of the Town will office land use, which does help build a
favorable tax base for residences.
• Design Standards and other tools the Town uses to preserve the
community
• Capital Improvements Plan: Allows community to assess costs of
maintaining public infrastructure and plan preserve it…no revenue
source for that
• Public Safety: Allows community to not only pay for expected level
of public safety, but have those services delivered in a manner the
community deems best.
STRATEGY
Use third party ambassadors to create and showcase community support
:
In a community comprised largely of very successful individuals, it is important to give
them ownership of major decisions impacting them. Many times, these individuals tend
to “push back” in the face of being told what to do by government. When ideas come
from them or their friends and neighbors, they will have ownership of decisions
Tactics
-Council to identify and engage community/neighborhood opinion leaders and
personally educate them on the challenges they face. Work with them to develop
ownership and solutions. They, in turn, will become advocates and champions
that not only influence, but balance those opposed.
:
Section 9-3
-Assist in creating community testimonials to be disseminated from sources other
than the City
STRATEGY
Use existing communications tools to educate, only after third parties have been educated
and engaged and residents receive information in person.
:
It is important that advocates and champions feel exclusive. Sharing information with
them first before taking it to all residents can be helpful in giving them ownership and
engaging them to take a supportive position.
-Council Members should begin third party recruitment shortly before public roll
out of theme and messages
Tactics:
-Neighborhood meetings should be held next, so residents can hear the concept in
person rather than read about it
• Leave behind information should be included that makes it easy for
residents to access information, staff and the elected representatives
• It is critical that staff is completely open and accessible if the expectation
is established
-Use newsletter and emails to begin public campaign to introduce theme “Why
did you come to Westlake”
• Seek thoughts and resident feedback by creating a feedback mechanism
• Put all information relative to the issue in a prominent place on the
website
o Budget graphs
o List of unavoidable financial liabilities including school debt
service
o List of benefits from developing sustainable revenue source
STRATEGY
Identify and proactively address issues that can divide community
:
Westlake is recovering from issues that divided the community, including the school and
professionalizing the government. It is important that those wounds are not reopened for
current and long-term community health.
-Develop information that highlights on-going financial obligations (including
debt service for Westlake Academy). Break out other services that would be on
the table.
Tactics:
-Highlight fact that a Westlake government is the only way residents have to
control what will happen to their community including:
• Comprehensive planning
• Zoning and high quality design standards
• Planning for infrastructure needs through CIP
• Public safety quality and response times
STRATEGY:
Proactively engage local media
Section 9-4
Though Westlake does not have dedicated media coverage and media’s overall impact on
local issues is marginal, there is still value in proactively working with the media on this
issue. Having reporters/editors armed with the facts can provide a valuable third party
refute to misinformation being circulated by opposed residents.
-Schedule desk side visit with local reporter and editor covering Westlake
community issues
Tactics:
-Work with local reporter to write a history story that led to the position the Town
faces:
o Dynamics leading to constructing Academy
o Reinforce fact that Town is obligated to pay bonds
KEY MESSAGES
:
• We moved to Westlake for a reason
o It is the most special and unique place in Texas
o WA as a tool that positively affects economic development and its
economic base
• It’s all of our responsibility to make sure it stays that way
o Looking for solutions for a sustainable revenue source
o This is an “investment in us”, the residents of Westlake
• What is the responsible thing to do to keep Westlake the special and unique
place it is today?
o Identifying a sustainable source of revenue is critical to our future
o Tangible benefits of having that sustainable revenue source, including
services or improvements not currently offered
• Westlake is only about 50% developed
o We have opportunity to ensure it develops in a way that keeps our
community the special and unique place it is
• We have an obligation for today, but also for our community’s future
o Steps today are important to what our community becomes in 5, 10 or 50
years
Reactive:
• Good, bad or indifferent, we have financial obligations we must honor
o Including debt service on the school
• That is beyond our control, but we must look forward and do what is responsible
o Preserve our community
• We are living in a new normal, and there are steps we must decide to take if we
want to address it
Section 9-5
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