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COUNTY BOARD OFFICE
DEPARTMENT BUDGET SUMMARY
MISSION STATEMENT: The mission of the County Board Office is to provide high
quality administrative support services to the County Board for efficient and
effective service delivery to the public.
The Office is responsible for
receiving and resolving citizen concerns; managing incoming and outgoing Board
correspondence; recording and maintaining official records of Board actions at
meetings; publishing legal notices of public hearings; codification of County
Code and Zoning Ordinance; and working proactively with County departments
under the County Manager's charge to carry out the policies, goals and
initiatives of the County Board.
FY 2004 PRIORITIES: The FY 2004 priorities of the County Board Office are
as follows:
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To continue researching and implementing new technology
to better support the County Board in its mission to provide responsive, high
quality service to the citizens of Arlington County.
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To improve service delivery to citizens, organizations,
media and others by increasing accessibility of information through webpage and
publications, including but not limited to a website for advisory group
information and opportunities.
- To
work with contractor in use of technology for the reprinting/updating of both
the Arlington County Code and Zoning Ordinance so that information is provided
more frequently to staff and outside subscribers.
SIGNIFICANT BUDGET CHANGES: The
FY 2004 proposed budget for the County Board Office is $602,493, a 3%
percent increase over the FY 2003 budget.
Expenditures reflect:
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An increase in personnel costs due to normal staffing
and salary adjustments.
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DEPARTMENT FINANCIAL
SUMMARY
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FY 2002
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FY 2003
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FY 2004
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% Change:
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Actual
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Adopted
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Proposed
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'03 to '04
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Personnel
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$463,331
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$517,391
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$532,889
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3%
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Non-Personnel
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111,142
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69,576
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69,604
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-
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Total Expenditures
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574,473
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586,967
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602,493
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3%
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Fees
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-
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-
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-
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-
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Grants
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-
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-
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-
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-
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Total Revenues
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-
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-
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-
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-
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Net Tax Support
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$574,473
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$586,967
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$602,493
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3%
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Authorized FTEs
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6.0
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6.0
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6.0
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Frozen FTEs
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-
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-
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-
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Funded FTEs
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6.0
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6.0
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6.0
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PERFORMANCE MEASURES:
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FY
2001
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FY 2002
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FY 2003
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FY
2004
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FY
2004
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Actual
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Actual
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Estimate
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Estimate
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Target
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Mission Outcome Measures
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Grams received on time
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NA
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71%
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80%
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85%
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85%
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Responses sent from Board
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NA
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Avg. 9 days
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Avg. 6 days
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Avg. 5 days
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Avg. 5 days
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The FY 2002 data for grams received on time runs from
January to June. Entire fiscal year
data is not available; process of including a new field for recording gram delivery
dates began in October 2001. The
percentage rate is anticipated to improve significantly this year due to the
Constituent Services team established in the County Manager's Office and full
staffing in the County Board Office.
(It is important to note that out of the 71% figure above, 52% of the
grams were received before due dates.)
Some factors leading to the percentage rate include gram extensions at
staff's requests due to complex issues and Board member requests for more
information, as well as a small percentage of grams forwarded for staff's
information purposes only.
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The FY 2002 data for responses sent from the Board runs
from January to June to coincide with the "Grams received on time"
calculation. Factors to take into
consideration: gram receipt date,
correspondence is not signed everyday as Board members are part-time, redrafts
per Board comments, Board requests for more information, heavy workloads during
budget season, shortage in staffing.
The average days calculated do not include weekends, only County
business days.
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The Citizen Satisfaction Survey to be undertaken in FY
2003 may result in additional mission outcome measures beginning in the FY 2005
budget cycle.
Objective: To provide high quality administrative
support to members of the County Board for effective and efficient service
delivery to the citizens of Arlington County.
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FY 2001
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FY 2002
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FY 2003
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FY 2004
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FY 2004
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Actual
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Actual
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Estimate
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Estimate
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Target
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Workload Measures
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Legal advertisements placed
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75
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71
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75
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75
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65
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Grams
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1,421
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1,490
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1,600
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1,600
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1,600
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Appointments scheduled
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750
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2,580
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2,500
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2,500
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2,500
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Incoming correspondence
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8,283
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8,891
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9,500
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9,500
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9,500
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Outgoing correspondence
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4,675
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5,139
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5,500
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5,500
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5,500
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Telephone/walk-in inquiries
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-
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8,104
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8,100
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8,100
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8,100
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Financial disclosure forms
processed
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483
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485
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485
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485
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485
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FUTURE BUDGET CONSIDERATIONS:
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An invitation to bid is being issued for the County's
legal advertising, with contract award anticipated in late February 2003
(includes all County departments/offices/agencies, constitutional offices, and
schools). This could result in savings
in both the current and proposed fiscal years.
This process will promote a competitive opportunity for all local
newspapers which meet the Virginia Code requirement for public notices to bid.
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Since FY 1995, the workload of the County Board Office
has increased by 50 percent. From FY 2002
to FY 2003, the workload increased by approximately 10 percent. The staffing level of the office has not
changed for over 30 years, but the face of Arlington has changed
significantly, including population growth (with the highest educational
attainment in the region at 60.2% of adult County residents having a Bachelor's
degree or higher), and the continuous increase in households gaining access to
computers and the internet. Current
staffing levels are insufficient to continue to meet the mission of responding
to Arlington's ever growing and active constituency in a timely manner, and as
the Board's initiative to increase civic participation is implemented. Staffing needs should be addressed at the
earliest possible opportunity as funding becomes available.
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