Internal Service Funds

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1 Internal Service Funds Overview There are two types of internal service funds. The first type of fund provides support to the City s daily operations. These funds include: Risk Management, Information Technology, Reprographics, and Maintenance Services. The second type of fund, the Consolidated Service Center Fund, is used as a fuel account that tracks the amount of fuel used by Adams 12 Five Star Schools. The City and school district completed a joint construction project in 2012, the Consolidated Service Center, where both entities can fuel and wash their vehicles and equipment. Revenues for Risk Management, Information Technology, Reprographics, and Maintenance Services come from charges for service from the City s operating divisions that utilize the services provided by each internal service fund. Consolidated Service Center revenue comes from Adams 12 Five Star Schools reimbursing the City for their fuel use. Functional Responsibilities City Insurance Coverage and Risk Management Computer and Technological Support Mailing and Copying Administering and Maintaining the City s Buildings and Fleet Custodial Services School District Fuel Organizational Structure The Information Technology, Risk Management, and Maintenance Service funds report to the Management Services Department. Organizational charts can be found in the Management Services Department section. The Consolidated Service Center Fund does not have any employees budgeted in the fund, but is managed by the Management Services Department. The fund is only used for the purposes of tracking fuel consumed by the School District. The Reprographics Fund is a division under the management of the Utility Billing division. There are no City of Thornton employees budgeted in the Reprographics Fund; rather, these services are provided through a contract with an outside vendor Budget

2 Internal Service Funds Revenue Summary Description Actual Budget Budget Risk Management Charges for Services $2,987,647 $3,771,610 $4,165,216 Interest 56,083 38,000 - Miscellaneous 16, Reappropriated Fund Balance 766, Total $3,826,601 $3,809,610 $4,165,216 Information Technology Charges for Services $5,379,488 $6,317,989 $6,642,805 Interest 16, Reappropriated Fund Balance 683, Total $6,079,956 $6,317,989 $6,642,805 Reprographics Charges for Services $713,825 $787,911 $664,563 Interest 7, Reappropriated Fund Balance 610, Total $1,330,927 $787,911 $664,563 Consolidated Service Center Charges for Services $697,210 $783,970 $658,642 Interest 1, Total $698,607 $783,970 $658,642 Maintenance Services Charges for Services $4,998,842 $6,050,525 $5,106,813 Interest 15, Reappropriated Fund Balance 20, Total $5,035,132 $6,050,525 $5,106,813 City of Thornton 230

3 Internal Service Funds Expenditure Summary Internal Service Funds Actual Budget Budget Risk Management $3,826,601 $3,809,610 $3,915,216 Information Technology 6,079,956 6,317,989 6,642,805 Reprographics 1,330, , ,563 Consolidated Service Center 697, , ,642 Maintenance Services 5,035,132 5,338,170 5,106,813 Building Maintenance 3,502,164 3,742,237 3,515,384 Fleet Administration 334, , ,914 Custodial Maintenance 1,198,165 1,303,671 1,247, Internal Service Funds By Fund Maintenance Services 30% Risk Management 23% Consolidated Service Center 4% Reprographics 4% Information Technology 39% Budget

4 Risk Management Risk Management is responsible for evaluating risk exposures throughout the City and coordinating ways to transfer and manage the exposures via contractual agreements or through insurance coverage via various insurance carriers for property casualty, workers compensation, and general professional and public official liability. Risk Management manages insurance claims through partners and works directly with the City Attorney s Office on lawsuits against the City. Risk Management is responsible for general employee safety programs including managing the City-wide Safety Committee. Finally, Risk Management is responsible for emergency management working with all City departments to help create, manage, and maintain emergency management procedures, guidelines, and programs. Goals and Objectives Goal 1: Goal 2: Objective 3: Goal 3: Goal 4: Goal 5: Manage workers compensation. Reduce the number and severity of injuries through the implementation of safety training, safety audits, and Personal Protective Equipment. Continue to evaluate excess insurance threshold. Manage the City s property/casualty insurance program. Reduce the number and severity of third-party claims through implementation of safety training of employees and use of Loss Control Standards. Continue to evaluate the feasibility of self-insurance. Complete Property/Casualty study evaluating the feasibility of self-insuring through traditional insurance markets. Manage the City s Safety Program Reduce number of employee injuries and accidents by the implementation of employee safety programs. Maintain appropriate insurance for the City. Ensure the City is adequately insured for all potential losses through compliance with applicable state laws and requirements. Create and maintain emergency management procedures, guidelines, and programs for the City. Create, maintain, and test emergency preparedness programs including the Emergency Operations Center. Create and maintain emergency response and recovery programs including those involving City of Thornton 232

5 Risk Management Risk Management Actual Budget Budget % Chng Personnel Services $304,240 $446,862 $438, % Contractual Services 3,078,908 3,327,040 3,433, % Commodities 3,259 4,000 38, % Charges For Internal Services 18,763 31, % Capital Outlay - - 5,000 n/a Miscellaneous Expenses 421, % Total $3,826,601 $3,809,610 $3,915, % Regular Full-Time Positions # of Positions Director of Risk Management 1 Emergency and Safety Administrator 1 Risk Management Administrator 1 Risk Management Analyst 1 Total Risk Management Capital Outlay 2016 capital outlay items include upfit for an emergency management vehicle Budget

6 Information Technology Information Technology provides voice and data services to City employees. Responsibilities include the acquisition, implementation, support and ongoing maintenance for computer and telephone systems for all City departments. From a strategic perspective, Information Technology works closely with City departments to match technology tools to business needs in order to improve the efficiency and effectiveness of day-to-day operations under the management of the Management Services Department. Goals and Objectives Goal 1: Goal 2: Objective 3: Goal 3: Goal 4: Protect the City s information assets. Continue the implementation of industry-accepted best practices to ensure that City information assets are retained, maintained and protected appropriately. Continue to take necessary precautions to secure personally identifiable information of our employees and citizens by focusing on security as a primary requirement of all systems. Provide voice and data services to the City. Support and manage existing network, phone and computer infrastructure and hardware. Handle incoming Service Requests to resolve issues in a timely manner. Manage incoming communications to filter for suspicious messages and scan for virus and spam. Implement and maintain technology for efficient, reliable, and cost-effective service delivery. Match application technology tools to departmental business needs. Implement, support and maintain software applications that meet the business unit needs. Provide citizen access to City services via the Internet. Work with City departments to provide necessary egovernment applications while maintaining the privacy of our citizen s personal information. City of Thornton 234

7 Information Technology Information Technology Actual Budget Budget % Chng Personnel Services $3,074,457 $3,234,438 $3,365, % Contractual Services 1,841,070 2,065,998 2,350, % Commodities 43,266 36,669 39, % Charges for Internal Services 159, , % Capital Outlay 591, , , % Miscellaneous Expenses 370, % Total $6,079,956 $6,317,989 $6,642, % Regular Full-Time Positions # of Positions Information Technology Director 1 Business Systems Analyst 1 Applications Services Manager 1 Technical Projects Manager 1 Network Services Manager 1 Database Administrator 1 Systems Analyst 3 Systems Engineer 1 Programmer Analyst 3 Financial Application Analyst 1 Network Engineer 1 Network Administrator 2 IT Support Specialist 2 Systems Administrator 4 Technical Support Specialist 4 Total Information Technology Capital Outlay Capital outlay items include network switches, routers and voice switches, internet security, telephones and telephone components, servers, uninterrupted power supply (UPS), computers and monitors, printer and desktop UPS, printers and scanners, and communication replacement Budget

8 Reprographics The Reprographics division processes all interdepartmental mail and incoming and outgoing mail. It also handles large copy jobs, packets, books, and special mailings, including utility bills under the management of the Utility Billing division. Goals and Objectives Goal 1: Provide timely and accurate mail and copy services to all City employees. Process all incoming mail according to schedule. Process all outgoing mail in the most costefficient and timely manner possible. Process all copy jobs in an efficient, timely, and high-quality manner. Reprographics Actual Budget Budget % Chng Contractual Services $497,552 $527,662 $529, % Commodities 97, , , % Charges For Internal Services 122, , % Capital Outlay ,639 n/a Miscellaneous Expenses 612, % Total $1,330,927 $787,911 $664, % 2016 Reporgraphics Capital Outlay Capital outlay items include an inserting machine and laminator. City of Thornton 236

9 Consolidated Service Center The Consolidated Service Center is responsible for accurately tracking the fuel consumed by Adams 12 Five Star Schools, making sure the school district is billed in an appropriate time period, and balancing the accounts payable against the accounts receivable. Goals and Objectives Goal 1: Ensure the fuel consumed by Adams 12 Five Star Schools is accurately tracked, billed, and payments are received in a timely manner. Accurately track and record all fuel consumed by the school district separately from the fuel consumed by the City. Process all bills and payments received between the City and the school district in an efficient, timely, and high-quality manner. Actual Budget Budget % Chng Consolidated Service Center Contractual Services $697,210 $783,970 $658, % Total $697,210 $783,970 $658, % Budget

10 Building Maintenance The Building Maintenance division is responsible for budgeting, coordinating, and evaluating building and infrastructure maintenance operations. Operationally, the division coordinates and performs general maintenance for all of the City s facilities under the management of the Support Services division. Goals and Objectives Goal 1: Goal 2: Objective 3: Objective 4: Protect and enhance the integrity of the City s building assets. Efficiently administer daily maintenance schedules, the Preventative Maintenance Inspection Program, and all work orders. Provide a safe and comfortable physical environment for employees and citizens through the provision of high quality maintenance services. Satisfactorily perform all building component replacement projects and any necessary major repairs designed to increase the life expectancy of City facilities. Complete within assigned project deadlines all major new building component installations and remodeling projects. Manage multiple building automation and security access systems at City buildings. Includes maintenance and repair of the hardware and software associated with these devices. Adequately meet regulations related to facility operations to include, but not limited to, fire system and inspection, lift mechanisms, and proper disposal of waste. City of Thornton 238

11 Building Maintenance Building Maintenance Actual Budget Budget % Chng Personnel Services $870,941 $895,662 $915, % Contractual Services 2,254,162 2,607,099 2,359, % Commodities 141, , , % Charges for Internal Services 72,789 91, % Capital Outlay 44,886-87,816 n/a Miscellaneous Expenses 117, % Total $3,502,164 $3,742,232 $3,515, % Regular Full-Time Positions # of Positions Maintenance Services Manager 1 Building Maintenance Supervisor 1 Building Maintenance Technician 1 Building Maintenance Specialist 7 Total Building Maintenance Capital Outlay Capital outlay items include the replacement of three replacement vehicles and a replacement fuel tank that is used for delivering fuel to generators at City facilities Budget

12 Fleet Administration The Fleet Administration division administers the City s fleet maintenance program, which coordinates, evaluates and supervises the operations of the City s outside fleet maintenance contractor (First Vehicle Services) and assists with the procurement and disposition of vehicles under the management of the Support Services division. Goals and Objectives Goal 1: Goal 2: Objective 3: Objective 4: Maintain the integrity of the City s fleet assets. Efficiently administer the fleet services contract to ensure the City s fleet assets are wellmaintained. Provide safe and dependable vehicles for all employees who use them. Perform all repairs and maintenance work at or above industry standards to ensure the dependability and safety of all equipment deployed throughout the City. Prepare analyses of replacement cycles, replacement costs, and operational costs to provide information for the decision process. Assist with development of specifications for new vehicle procurement. Ensure the proper maintenance of the City s fueling locations and supply of fuel for City operated vehicles. Fleet Administration Actual Budget Budget % Chng Personnel Services $91,896 $96,872 $98, % Contractual Services 50,518 57,043 53, % Commodities 54,482 59,043 59, % Charges for Internal Services 28,672 32, % Capital Outlay 109,235 46, , % Total $334,803 $292,262 $343, % Regular Full-Time Positions # of Positions Fleet Services Administrator 1 Total Fleet Administration Capital Outlay Capital outlay items include the replacement of two vehicles, a GPS unit, a ventilation system, two tire machines, a John Deere diagnostic package, and a portable mid-rise lift. City of Thornton 240

13 Custodial Maintenance The Custodial Maintenance division maintains the cleanliness and appearance of the City s physical structures under the management of the Support Services division. Goals and Objectives Goal 1: Goal 2: Objective 3: Maintain and enhance the integrity and appearance of the City s building assets. Efficiently administer daily custodial schedule. Provide a clean physical environment for employees and citizens. Perform high quality custodial services for all City facilities. Use products and techniques associated with best practices to ensure the cleanliness of City buildings to include environmentally safe methods. Proactively address facility cleanliness and maintenance needs through effective methods and schedules. Custodial Maintenance Actual Budget Budget % Chng Personnel Services $1,013,504 $1,076,624 $1,079, % Contractual Services 30,369 33,272 34, % Commodities 110, , , % Charges for Internal Services 44,065 54, % Total $1,198,165 $1,303,671 $1,247, % Regular Full-Time Positions # of Positions Custodial Service Superintendant 1 Custodial Supervisor 1 Senior Custodian 3 Custodian 15 Total 20 Total, Part-Time Positions (FTE) Budget

14 City of Thornton 242

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