Spring 2018 Session / Class 2March 15, 2018

Alexandria City Academy

Office of Voter Registration & Elections

Anna LeiderGeneral Registrar

Office Organization

Voter Registration Activity

Data Source* 2017 2016 2015

DMV Transactions 47,357 28,061 10,301

In-Person (at office, polls) 2,331 5,704 1,738

Online Applications 3,446 22,556 4,191

By Mail-State Form 590 2,732 1,609

By Mail-Fed/Nat’l Form 1,078 3,102 699

USPS-Confirmations 2,493 2,772 5,233

Voter Registration Drive 1,302 9,632 507

Total 58,597 74,559 24,278

Total Active Registered Voters: 92,599 (as of 2.8.18)

*These numbers include duplicate registrations, for example, voters who submit a new registration form that contains no new information.

Voter Registration ActivityRegistration Transactions* 2017 2016 2015New Virginia Registrations 6,499 15,494 4,684Moves within Alexandria 3,468 4,543 2,552Transfers w/in VA into Alex. 5,810 8,969 3,296

Total 15,777 29,006 10,532Transfers w/in VA out of Alex. 5,938 9,370 3,703Out-of-State Cancellations 3,885 2,268 2,691NVRA Purge of “Inactives” 4,459 0 4,204Death Cancellations 611 417 530Felony Cancellations 35 134 46Registration Denials 1,511 1,695 662

Total 16,439 13,884 11,836

*These numbers do not include duplicate registrations, for example, voters who submit a new registration form that contains no new information.

Voter Registration List Maintenance

Precincts and Polling Places

• Twenty-Eight Voting Precincts • Three School Board Districts

• Three State Senate and Two House of Delegates Districts

• Legal Requirements• Public Buildings

When “Practicable”

• Between 500 and 5000Registered Voters

• Fully ADA Accessible

Voting Equipment and Ballots

• Design Ballot and Submit for Approval

• Conduct “Logic and Accuracy” Test on all Equipment to be Used in Election

• Keep Voting Equipment Secure

• Order Ballots

Election Officer Recruitment and Training

• Recruit Election Officers

• Assign to Precincts• 180 EOs for Primary Election

• 300 EOs for General Election

• 480 EOs for Presidential Election

• Update Training Manual

• Conduct Training Sessions

Election Officers Wear Many Hats

• Voter Information Officer

• Pollbook Officer

• Ballot Officer

• Booth Monitor

• Voting Machine Monitor

• Help Desk/FormsSpecialist

• Equipment Specialist

• Chief Election Officer

Absentee Voting

• Begins 45 Days Prior to Election

• May Vote Absentee In Person or By Mail

• Must Have a Qualifying Reason• Away on Election Day due to

personal business, work, school or vacation

• Unable to go to the polls due to illness or disability

• First Responder

• Active Duty Military

• Reside Overseas

Election Day

Election Day• Open Office at 4:30 a.m.• Answer Calls from Voters and

Election Officers• Resolve complicated voter eligibility questions• Assist with equipment issues

• Close Polls at 7:00 p.m.• Post Election Results• Receive Equipment from Chiefs

Other Activities

• Create Voter Photo IDs (and Temporary IDs)

• Verify Candidate Paperwork and Petitions

• Review Campaign Finance Reports for Local Candidates

Performance Measures

Presidential Election vs. June Primary

Pre-election pizza consumption isour most accurate measure of

performance and accountability

alexandriava.gov/Elections

• Register to Vote (or Update Your Information)

• Check Your Voter Registration Status

• Apply for an Absentee Ballot

• Check Your Absentee Ballot Status

• View Election-Specific Information• Sample Ballots

• Voter Registration Deadlines

• Absentee Voting Deadlines

alexandriava.gov/Elections

• Find Your Polling Place

• View Election Results(Dating Back to 1963)

• View Campaign Finance Reports

• Sign Up to Become an Alexandria Election Officer

Questions?

Office of Voter Registration & Elections132 North Royal Street, #100

Alexandria, VA 22314703.746.4050

Anna Leider, General Registraranna.leider@alexandriava.gov

alexandriava.gov/Elections

Department of General Services

Jeremy McPikeDirector

What doesGeneral Services do?

General Services manages, maintains and operates City assets, and provides logistical support to

other City departments and agencies.

We operate so they can operate.

Vision Statement

“General Services leadership is committed to excellence in customer

service, quality management, innovative solutions, and effective

teamwork.”

Mission Statement

The Department of General Services provides exceptional

management for the City’s Real Estate, Property, Fleet and Support

Services.

General Services: We are …

• Facilities managers• Construction managers• Fleet managers• Energy managers• Post office/Copy shop operators• Landlords• Event logistics specialists• Farmers’ Market managers

Department FY 2018General Fund

Operating Budget: $14.33M

FY 2018 Department Staffing: 72

At a Glance: Facilities Management

• The Department manages & operates 2.3 million ft of City-owned space:• Libraries• Public Health, Social Services

Facilities• Recreation Centers• Historical, Cultural Facilities • General Use Facilities• Public Safety, Judicial Facilities

Building Assessments• In FY 2015, General Services began utilizing technical

experts to assess facilities and their components.

• This assessment provides a framework for long term planning, decision making and budgeting for capital replacement based on each building’s Facility Condition Index (FCI).

• The Department plans acquisition, maintains, and provides fueling for over 950 vehicles and equipment:• Police/Sheriff Vehicles & Motorcycles;• Sedans (incl. hybrids);• Pick-ups, Vans, & SUV’s (incl. hybrids);• Large Trucks & Buses;• Refuse/Recycling Trucks; and• Public Works Equipment & Trailers

At a Glance: Vehicle Operations & Maintenance

• Energy acquisition• Process/audit/pay 7K+ City util. bills/yr.• Advanced analytics & reporting to track, identify, and

measure energy performance & savings opportunities• Implement energy efficiency & renewable energy capital

projects• Engineering, technical support, & green building solutions to

City depts. • Energy assurance for critical infrastructure & community

well-being• Community energy programs & education to benefit your

home & Alexandria businesses

At a Glance: Energy Management

At a Glance: Additional Services

• Print & Mail Services• Support Services & Event Logistics• Lease Management & Real Estate Disposition

• Old Town Farmers’ Market

Current Major Capital Improvement Projects

• City Hall- extensive renovation beginning with structural repairs.

• Market Square Plaza Feasibility Study -long range plan to repair and repurpose Market Square

Current Major Capital Improvement Projects

• New Patrick Henry School and Recreation Center - Early site development in progress.

Current Major Capital Improvement Projects

• Fire Station 203- design and construction of new Fire Station. Currently in Design.

Completed Capital Improvement Projects

• Chinquapin Recreation Center-newroof and HVAC equipment

Questions?Department of General Services

421 King St., Suite 220Alexandria, VA 22314

703.746.4770

alexandriava.gov/GeneralServices

Information Technology Services

Vanetta PledgerCIO / Director

Information Technology Services

Administration

EBBS(Applications/ Databases)

Emerging Technologies

(Websites/ GIS)

CyberSecurity

Service Desk

Network Management

Enterprise Project

& Portfolio Management

EnterpriseIT

Services

What do we do?

Support & maintain City staff PC’s &

mobile technologies

Support & maintain the

City’s applications, websites, and

associated databases

Support & maintain the City’s I-NET and Data Centers

Assist City departments in deploying

new technologies and product

lifecycle management

Use IT Security Best Practices to protect the City’s data

AdministrationITS strategic planning, financial management, procurement, and employee engagement

Enterprise Project & Portfolio Management Projects

begin and end

here

Collaboration

Enterprise Project Management

Portfolio ManagementExecutives &

Portfolio Managers

Project Team Members

PMO, Resource & Project Managers

o Demand Managemento Portfolio Selectiono Capacity Planningo Portfolio Reporting

o Time Reportingo Team Collaboration

o Resource Managemento Financial Managemento Project Reportingo Project Schedulingo Program Management

Processes and Tools

Network Management

• State-of-the-Art Data Center• Network Connectivity• Remote Access Technology• Wireless Access• Municipal Fiber

Makes it all happen in the background

Over 400 Servers across the entire enterprise (production and testing)

204 Network Nodes (switches, routers, firewalls)

Over 3,800 Desk Phones Over 1 Petabyte of storage (1 Petabyte

equals 1,000 Terabytes)

Service Desk Operations• Adheres to Information Technology Infrastructure Library (ITIL)

framework• Align IT services with the needs of the business, and to demonstrate

compliance and improvement• Provide technical hardware/software support for the City’s internal

staff• Provide continued IT service improvement

IT Security

• Security Awareness• Risk Management• Compliance• Defense-in-depth• Continuous Monitoring and

Alerting• Incident Response • Endpoint Protection• Mobile Device Management• Business Continuity

Improve Efficiency of Government Processes

• Enterprise Computerized Maintenance Management System (CMMS)

• Enterprise Resource Planning (ERP) • Tax Billing and Collection Systems• Recreation Management Software• City’s Website and Call.Click.Connect• Land Management System (Permitting)• Geographic Information Systems (GIS)

IT Commission

alexandriava.gov/19638

Meetings held 5 times per year, open to the public

Questions?

Information Technology Services421 King St., Suite 205Alexandria, VA 22314

703.746.3001

alexandriava.gov/Technology

Finance Department

Kendel TaylorDirector of Finance

Who We Are

• Real Estate Assessments• More about this in the next section

• Revenue• Treasury• Procurement• Accounting• Risk Management• Pension

Revenue

• Assessment of taxes• Car tax,

business tax, meals, hotels, etc…

• Delinquent tax collection • Enforcement and Audit

• Ensure everyone is assessed fairly and equitably

• Outreach and assistance

Treasury

• Accepts payments

• Maintains cash management and investment policies

• Manages investments of City revenues• Maximize return on investment, while

minimizing risk• Manages cash flow

Procurement (Purchasing)

• Procures goods and services needed to operate the government

• Fairness• Ensure that businesses have equal

opportunity to do business with the City• Fiscal Stewardship

• Ensures the City is purchasing the needed goods and services at the best available price

Accounting

• Timely and accurate payments• Vendors and

employees• Financial reporting

• To educate investors, City Council and the public

• Demonstrates sound financial management• Independent auditor

• Ensures effective internal controls are in place

Risk Management

• Safety• Are employees

operating in a safe environment?

• Minimizing risk to person and property

• Educating employees about Life After Work• Prevention

• Are we protecting our assets (taxpayer investments) through preventative maintenance?

• Are we insuring our properties appropriately?

Pension• Balancing Act

• Ensuring that employees are treated fairly when they are done working for the City

• Fair treatment of our taxpayers

• Achieved through:• sharing of the costs of an adequately funded

pension that is fair• Managing our investments wisely to minimize

risk and cost• Counseling employees on options and financial

responsibilities

Why Our Work Matters

• Fairness and Equity• Fiscal stewardship of taxpayer dollars• Competition benefits businesses and

taxpayers alike• The cost of services and infrastructure is

shared fairly by all

Why Our Work Matters (cont.)

• Customer Service• Every resident, business, and car owner

interacts with the Finance Department • We are responsible for ensuring that this

interaction is positive and productive• Balance often

competing demands of residential and commercial properties

Why Our Work Matters (cont.)

• Quality of Life• Maintain the services and infrastructure

that make Alexandria a desirable place to live, work, and play

CY 2018Real Estate Assessments

Annwyn B. MilnesAppraiser Supervisor

Clare KnaussSenior Appraiser

Office of Real Estate Assessments

• Assesses every property in the City of Alexandria each year, effective January 1. (46,070 parcels for 2018).

• Manages the assessment Review and Appeal process

• Maintains the official assessment records for all properties in the City

2018 Assessment Calendar

January 1, 2018:Effective Date of Assessment

Jan Feb Mar Apr May Jun July Aug Sept Oct Nov Dec

February 14:Notices Mailed

March 15:Review RequestDeadline

May 3:Tax

Rate set by City Council

June 1:Appeal

Deadline

January 1, 2019:Effective Date of

Assessment

End of August:2019 Valuation

begins

Number of Reviews(by parcel as of June 22, 2017)

2014 2015 2016 2017

461 428 386 414

2014 2015 2016 2017

121 125 135 131

Number of Appeals(by case, as of July 18, 2017, including withdrawn cases)

alexandriava.gov/realestate

Questions?

Department of Finance301 King St., Room 1600

Alexandria, VA 22314703.746.3900

alexandriava.gov/Finance

Office of Management& Budget

Morgan RouttDirector

Office of Management& Budget

• Budget Development

• Monitoring & Adjustments

• Management & Financial Analysis

City Budget Includes

• Annual Operating Budget

• Ten Year Capital Improvement Program

• Five Year Financial Planning Model

Annual Operating Budget

• Required to be Balanced

• Financial Plan

• Statement of Policies & Priorities

Capital Improvement Program (CIP)

• Construction, Maintenance & IT Projects

• Examples• Schools• Fire Stations• Recreation Centers• Transportation Systems• Sewers

• One Year Balanced Capital Budget

• Ten Year Capital Plan

Five Year Financial Planning Model

• Five Year Revenue & Expenditure Estimates

• Balanced in Year One

• Projection of Future Surpluses & Shortfalls

Budget ProcessStrategic Planning

Civic Engagement

CouncilRetreat

Council Guidance

Public Deliberation

Add/Delete

Adoption

Implement

Proposal

PerformanceReview

Annual Operating Budget

General Fund Revenue

Real Estate Assessed Values

$-

$5.0

$10.0

$15.0

$20.0

$25.0

Pro

per

ty V

aule

in

Bill

ion

s

Calendar Year

Residential

Commercial

Real Estate Tax Rate

General Fund Expenditures

City AttorneyCity Clerk and Clerk of Council

City CouncilCity Manager

Communications/Public InformationFinance

General ServicesHuman Resources

Information Technology ServicesInternal Audit

Performance and AccountabilityNon-Departmental

Management and BudgetRegistrar of Voters

Community and Human ServicesHealth

Other Health Activities Library

Recreation and Cultural Activities (RPCA)Alexandria City Public Schools (ACPS)

ACCOUNTABLE, EFFECTIVE& WELL-MANAGED GOVERNMENT

HEALTHY & THRIVING RESIDENTS

LIVABLE, GREEN & PROSPERING CITY SAFE, SECURE & JUST COMMUNITY

Code AdministrationEconomic Development

HousingHistoric AlexandriaPlanning & Zoning

Project ImplementationParks (RPCA)

Transportation/Environmental ServicesTransit Subsidies

18th Circuit Court18th General District Court

Clerk of Circuit CourtCommonwealth’s Attorney

Court Services UnitEmergency Communications

FireHuman Rights

Juvenile and Domestic Relations District CourtOther Public Safety and Justice Programs

PoliceSheriff

Focus Areas

City Government Expenditures

CIP Funding Policies

• The following slides illustrate the impact of the Approved CIP on the City’s Adopted Debt and Capital Ratios

Five Year FinancialPlanning Model

Revenues FY 2018 FY 2019 FY 2020 FY 2021 FY 2022Real Estate Tax 436,008,919 443,186,814 450,609,609 458,164,218 465,853,315 Personal Property 49,339,000 49,920,313 50,563,220 51,218,984 51,887,864 Sales Tax 28,044,982 28,756,978 29,487,049 30,235,655 31,003,267 Utility Tax 12,700,000 12,890,500 13,083,858 13,280,115 13,479,317 Business License Tax 33,460,000 33,703,112 33,947,990 34,194,647 34,443,097 Recordation Tax 4,800,000 4,800,000 4,800,000 4,800,000 4,800,000 Transient Lodging 12,500,000 12,800,000 13,107,200 13,421,773 13,743,895 Restaurant Food 19,000,000 19,209,000 19,420,299 19,633,922 19,849,895 Communications Sales Tax 10,153,000 9,980,769 9,858,006 9,759,426 9,710,628 Other Local Taxes 11,822,502 11,808,850 11,831,658 11,862,001 11,899,872 Federal Revenue 9,071,382 8,876,382 8,876,382 8,876,382 8,876,382 State Revenue 47,376,189 47,376,189 47,376,189 47,376,189 47,376,189 Other Revenue 53,862,055 52,135,400 55,059,888 59,432,606 65,771,487 Total Revenue 728,138,029 735,444,308 748,021,347 762,255,918 778,695,209

Expenditures FY 2018 FY 2019 FY 2020 FY 2021 FY 2022City Personnel 228,517,732 236,870,834 244,682,952 252,778,853 255,803,037 City Non-Personnel 148,820,293 151,409,841 154,612,331 157,902,582 161,283,417 Debt Service 71,690,030 78,270,695 81,649,053 90,866,450 93,825,414 Cash Capital 37,866,696 37,294,073 38,294,531 39,331,784 40,387,128 Transit Subsidies 27,181,806 28,943,665 30,855,533 32,931,522 35,187,128 Schools 214,061,472 225,948,271 231,206,866 236,926,102 242,612,328 Total Expenditures 728,138,029 758,737,379 781,301,266 810,737,293 829,098,452 Operating Impact from CIP - 2,969,696 4,444,094 8,201,019 8,606,931 Total Expenditures 728,138,029 761,707,075 785,745,360 818,938,312 837,705,383

Shortfall/Surplus $ (Millions) FY 2018 FY 2019 FY 2020 FY 2021 FY 2022Revenues $728.1 $735.4 $748.0 $762.3 $778.7Expenditures $728.1 $761.7 $785.7 $818.9 $837.7Annual Deficit $0.0 ($26.3) ($37.7) ($56.7) ($59.0)

Five Year FinancialPlanning Model

Budget Calendar

Questions?

Office of Management and Budget301 King St., Room 3400

Alexandria, VA 22314703.746.3737

alexandriava.gov/Budget