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A Charlottesville Employee NewsletterVolume 3 • April/May/June 2015

The City of Charlottesville has em-barked on an ambitious project to re-place several data management soft-ware systems with one integrated revenue management system for tax billings, cashiering, and collections. This project is a cooperative effort between several City departments, including the Treasurer, Commis-sioner of the Revenue, Department of Finance, Real Estate Assessor, and Information Technology. It will be comprehensive and time-consuming, but when completed, it will provide many benefits for our City depart-ments, including more timely rev-enue collections, improved internal efficiency, improved self-service for taxpayers and customers, and less duplication of work.

The myRevenueSystem, from PCI, LLC, will replace the City’s current systems for processing bills and tax-es, and will serve as the City’s central cashiering system. It will also incor-porate several other taxes and fees that are now handled manually. The cashiering system will integrate with several other City systems, such as SAP for utility billing, in-house sys-tems for parking tickets and dog li-censes, and Vision Appraisal for real property valuation.

City Treasurer Jason Vandever says the benefits expected once this sys-tem is fully implemented included combined customer records for multiple systems, simpler data entry across tax types, faster billing and collection of revenue streams, and eventually online customer access to

file and pay taxes.

“We are looking forward to many ef-ficiency improvements with the PCI system, both for us internally and for our external customers,” says Com-missioner of the Revenue Todd Div-ers.

The City’s project manager, Chief Deputy Treasurer Chad Thorne, says this project will create improvements

for the City and supports our Strate-gic Plan Goal 4: “Be a well-managed and successful organization”. Over time, the City will realize measure-able improvements in revenue and cash management, employee perfor-

City Departments Collaborate on New Revenue System

See Revenue • Page 3

VALUE: LEADERSHIP

On April 14, City Council formally approved the Fiscal Year 2015-2016 budget of $156,391,435. This budget took the hard work of staff and coun-cil and reflects Charlottesville’s com-mitment to high quality services and support for our staff. Included in this budget is a 2% pay increase for all regular, full and part time employees.

There are a few other things of note that will impact employees in this budget. Firstly, there will be a slight 3% increase for both the City and em-ployees enrolled in one of the City’s health care plans. More information about this will be provided by Human Resources.

This budget continues to fully fund our career development and training programs. I encourage you all to take advantage of these opportunities when they arise.

We will continue to fund our core services while providing additional resources in critical service areas such as schools and the police department.

I want to thank all of you for your hard work and commitment in bring-ing this budget together and for your dedication to the City of Charlottes-ville. All the Best, Maurice Jones - City Manager

Jason Vandever & Todd Divers

A Message from the City Manager...

LESLIE’S CORNER A message from Leslie Beauregard, Director of Budget and Performance Management

How the 2015/16 Budget Aligns With the Strategic Plan ... It is very exciting to see that the FY 2016 Budget illustrates the alignment between the allocation of resources and the Strategic Plan goals, objectives and initiatives, both for new funding initiatives and existing ones. Throughout the budget document “Goal” icons indicate alignment between Strategic Plan goals and departments/programs. A key at the bottom of

each functional area’s first page informs the reader on which goal the icons represent. Finally, a report of all strategic initiatives will be provided as a separate document from the annual budget and will be posted on the City’s Strategic Plan website at www.charlottesville.org/strategicplan.

There is new funding included in the General Fund operating budget that aligns directly with strategic plan initiatives:

Goal 1: Enhance the self-sufficiency of our residents1.5 Improve college/career readiness of students• The FY 2016 Budget fully supports the City of Promise Director’s position which was supported through grant funds for the past four years.

Goal 2: Be a safe, equitable, thriving and beautiful community2.1: Provide an effective and equitable public safety system• The FY 2016 Budget includes $481K to continue funding eight new Police Officers that were approved during FY 15 as “over hires” in order to ensure that positions were filled while new officers completed their academy service and necessary training.

• Fill the gap left in rescue squad services provided to the City of CharlottesvilleIn 2015 the City of Charlottesville and the Charlottesville-Albemarle Requests Squad (CARS) entered into an agreement that includes the funding by CARS of two City Fire Department EMS Medic positions at a cost of $130,000.

2.4: Ensure families and individuals are safe and stable• The FY 2016 Budget includes the local match requirement, $90,000, to continue funding two long term temporary Family Services Specialist positions.

Goal 5: Foster Strong Connections5.3: Promote community engagement• Included in the budget is $15,000 allocated towards the City’s engagement activities, such as Our Town Meetings, community work sessions and others as the City’s overall strategy is finalized and implemented.

In addition, over $2.9 million in capital improvement programs align directly with various strategic plan initiatives. For more information on the City’s budget, and for lots of great financial history and information, visit www.charlottesville.org/budget.

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Over several months in the fall of 2014, Information Technology (IT) and Office of Economic Development (OED) staff collaborated to develop and launch a new platform to display Charlottesville’s business data and demographic information. The new website, which went live on December 11th, allows users to access OED’s extensive business and community-based information to create and download customized reports with user-friendly technology. “The Office of Economic Development is always looking for ways to improve

its service delivery,” said Chris Engel, Director of Economic Development. “This new tool enhances access for prospective and existing businesses seeking information about the City.” The new platform was created through collaboration between OED, led by Business Development Manager Jason Ness, and the City’s IT Department. “This project opens the door to how different departments could work as a team, not as a client and provider. As City employees, we are sharing a common goal, which provides the best

service to the citizens. Without this project, we wouldn’t have been able to make that connection”, said Jason.

City Departments Collaborate on New Online Data Tool

www.oeddatatool.charlottesville.org

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VALUE: EXCELLENCE

EMPLOYEE SPOTLIGHT

Steve Knick

Energize!Charlottesville Vying for $5 Million Grand PrizeVALUE: LEADERSHIP

The City of Charlottesville is one of fifty communities nationwide who have advanced to the semifinals in the Georgetown University Energy Prize! The $5million grand prize will be awarded to the community that con-sumes the least residential and municipal energy in a two year period (2015-2016). Not only would the prize money help support Charlottesville’s long term energy and emission reduc-tion efforts, but it would give a huge boost to the objectives out-lined in Strategic Plan Goal 2: “Be a safe, equitable, thriving and beautiful community.”

The City is also working with many local partners on the Energize!Charlottesville campaign, which aligns with Strategic Plan Goal 5: “Foster Strong Connections”. Neighborhood outreach will provide many fun and accessible ways for our residents to find, fix, and eliminate energy waste, improve home comfort, and save money along the way.

The City’s involvement in this nationwide competition

reflects leadership at many levels, from our elected officials and management to the folks installing the energy efficient measures, the staff who act on energy

saving opportunities in the workplace, and

the people and partners involved in education and outreach on this impor-tant issue.Stay tuned for further information about this effort and ways you can par-ticipate. If you have specific ideas or questions, please send them to energy@charlottesville.org. For more information about the competition and Energize!Charlottesville, check out www.energizecharlottesville.org.

Revenue • Continuedmance, and service levels for custom-ers.

This project relies on the cooperative efforts of multiple city departments, and employees engaged in this proj-ect will embody the City’s values as they implement this new system. Cre-ativity will be key to redesigning the business processes and envisioning a new way of doing business. We will use leadership as we help each other learn and adapt. We will test the sys-tem and prepare our data to make the transition, so that we can trust our information. We will respect our citi-zens and ensure that they can trust us with their information. As we build this new system, we will work togeth-er to reflect excellence in all aspects of revenue management.

Since 2011, Stephen Knick has been the driving force behind the Police Department’s charitable and public outreach events. His enthusiasm and compassion extend far beyond what is expected of him, and he has devoted countless hours of his own time to coordinating events such as the Special Olympics Torch Run, Cops 4 Kids, Cover the Cruiser, Torch Bowl Flag-Football, and Ashton’s Coat Drive.

Stephen has served the community as a police officer for over fourteen years and took on the added responsibilities of a supervisor in 2009 when he was promoted to Sergeant. In late 2010, he suffered a

debilitating injury but refused to let it hinder him. He instead redoubled his commitment, and on top of his myriad police duties took it upon himself to passionately and consistently give

back to the community.

In operating outside his normal area of responsibility, Stephen has built an invaluable bridge between the Police Department and the citizens of Charlottesville. Police officers are often the first and only direct contact that citizens have with their city government, and Stephen has gone out of his way

to ensure that this contact is one that reflects the wholesome, selfless, and community-oriented characteristics that the Police Department aspires to, and that he so naturally embodies.

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Thank you for reading! If you would like to submit content for a future edition of The P3 Edge, please email p3@charlottesville.org.

Budget OfficeAssessor

City AttorneyCity Council

City ManagerCity Schools

TreasurerRevenue

Community AttentionCACVBFinance

Economic DevelopmentFire

Housing AuthorityHuman Resources

Human RightsJMRLNDS

Parks and RecPolice

ProcurementPublic Works

SheriffSocial Services

TreasurerUtility Billing

Voter Registration

THE P3 EDGE EMPLOYEE NEWSLETTER ©2015Editor: Joe Rice Content Editors: Leslie Beauregard, Miriam Dickler, Caitlin Blessing, Maya KumazawaAuthors: Rosalind Collins, Gretchen Ellis, Bri Warner, Cheryl Sandridge, Jason NessCopy Editor: Paige Rice

“City Departments” Word Search

Strategic Plan Goals & ValuesInfoSheets!

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Helpful one-page information sheets covering the ‘goals’ and ‘values’ of the strategic plan are available for

your convenience! Contact Joe Rice at x3707 to request copies for yourself

or for your department.

MISSION-FOCUSED: Meaghan Gordon

Meaghan Gordon, Family Services Specialist on the Child Protective Services team at DSS, recently received the Child Welfare Certificate of Appreciation Award from the Family & Children’s Trust Fund of Virginia. The award recognizes exceptional merit in the prevention, intervention, and treatment of child abuse and neglect.

Rob Hull, Adult Protective Services worker, submitted the nomination with letters of support from Maggie Cullinan (Victim/Witness Program); Scott Godfrey (Senior Detective, Charlottesville Police Department); and Judge Edward Berry, Juvenile and Domestic Relations District Court. These colleagues speak for all of us at DSS in recognizing Meaghan’s unwavering commitment to the safety and well-being of children and families and her dedication to innovative and promising practices in child welfare.

Strategic Plan Mission: To provide services and facilities that promote an

excellent quality of life for everyone in our community.

MAY 06 - Employee Field Day 1pm–5pm/Various Locations 12 - Employee Field Day 1pm–5pm/Various Locations 13 - OnSite Nurse 9:30am-11am/City Hall 2fCR 11:30am-1pm/Public Works - Coventry Representative 9am-11am/City Hall 21 - Employee Field Day 1pm–5pm/Various Locations 25 - Memorial Day Holiday 27 - OnSite Nurse 1:30pm–3:15pm/CAT Building JUNE 10 - OnSite Nurse 9:30am-11am/City Hall 2fCR 11:30am-1pm/Public Works CR - Coventry Representative 9am-11am/City Hall 24 - OnSite Nurse 1:30pm–3:30pm/CAT Building RECURRING CITYFIT EVENTS:

Every Wednesday:

Lunchtime Zumba 11:15am–12pm/Key Rec Center

Every Thursday:

Lunchtime Yoga 12:10pm–12:50pm/JMRL

Weight Watchers 12pm–12:30pm/Carver

SAVE THE DATE!

Weight Watchers Open House

This course allows participants to safely explore the “real world” of management and supervision through discussions, exercises, and feedback by addressing questions such as: “How do I go from being a peer to being a supervisor in my work group?” and “What are the unique challenges that supervisors face?”

Spring 2015 Training Opportunities!THE FUTURE SUPERVISOR

HR EXTRA!

Thursday, April 30th • 12pm–12:30pm • Carver Rec Center

APRIL/MAY/JUNE 2015

For More Info Call HR at x3490

A P3 EDGE NEWSLETTER INSERT

When: Monday, May 18 and Wednesday, May 27 from 8:30am–3:30pm Where: PVCC - Stultz Center

Learn more and sign up for classes on the City’s intranet. Go to Human Resources>Training Courses and Events and click on the course title. NOTE: Supervisory approval is required. For more information contact Flora Kelly-Bertsche at x3493.

Stop by to learn how Weight Watchers can help you reach your health goals! It’s not just about losing weight, but teaching you about foods, such as what foods can curb your appetite and what foods can make you hungrier. It’s about finding ways to eat healthier, plus how to enjoy your favorite foods. It’s friends laughing and sharing stories, ups and downs, and good advice on what works and what doesn’t. PLUS! If you join by May 8 you’ll receive a FREE STARTER KIT full of tools tp help you get started right away and stay on track!

For more information contact Missy Creasy (creasym) at x3182.

ACI’s EAP benefits are available to employees and family members, out-of-state or abroad. ACI’s services are built for a global, 24/7 market. Instantly access your ACI benefits with mobile apps on iOS and Android. Download these free apps today!

ACI Mobile Apps Now Available!

myACI App: myACConline features easy-to-use tools, resources, referrals, and immediate access to assistance with travel, entertainment, gifts, and plenty of other perks.

HealthyU Student Assistance: The HealthyU Student Assistance app is a component of your Student Assistance Program and provides instant mobile access to resources and services including clinical referrals, job search assistance, low-cost housing, time management coaching, affordable legal services, child care and more.

Do you know that there is a limit to the vacation hours you can have on June 30? It’s time to look at your vacation balance and plan your time off.

This chart shows the total vacation hours limit you can carry forward to July 1, 2015. Any vacation hours over that limit will be converted into sick leave. The adjusted sick leave and vacation leave balances will be on the July 24, 2015 remuneration statement. If you have questions about your vacation balance, please contact Michele Hogan at 970-3396.

Check Your Vacation Hours!

If you pass by the Human Resources Department, soon you will see the benefits staff hard at work assembling 1,100 per-sonalized open enrollment folders. Help us make open enrollment successful by taking fifteen or twenty minutes to look through your folder and review your personalized benefits confirmation statement.

This is a once-a-year opportunity to understand the significant value of the benefits the City offers and the specifics of the benefits in which you are enrolled. There will be voluntary meet-

ings and opportunities to ask questions. It is important to remember that you have to re-enroll each year in health care and dependent care flexible spending plans, pre-tax parking, and the bicycle

reimbursement plan.

Finally, help us help you by completing your forms thoroughly, neatly, and on time while also giving a big thanks to the HR liaison in your department who distributes and collects the folders. More details on open

enrollment coming soon!

Annual Benefits Open Enrollment

Rosanna Bencoach RegistrarMeesha Canteen Social ServicesJessica Cummings Public WorksDanielle Dooms TreasurerDanielle Dunning FinanceChristopher Harper RevenueRafael Holland Social ServicesGregory McGowan Public WorksLydell Payne Public Works Krista Riggleson Social ServicesMichelle Shifflett Social Services Sara Simoneau HRGerald Soriano NDSElizabeth Williams Social ServicesJames Watson Human ServicesBetsy Ulrope Human ServicesRonda Lewis Human Services

Annie Sechrist Human ServicesJames Newman, Jr. Public WorksJessie Dodson Social ServicesRahshod Walton Parks & RecMatthew Williams Parks & RecMartin Silman NDS

Britt Grimm FireSandra Small Social Services Jim Tolbert NDSJeanette Willis Social ServicesGarrett Whiting FireMichael Heny FinanceBernard Wray Finance

PROMOTIONS!

RETIREMENTS!

NEW HIRES!

RegularCity Employee

Jan–March 2015

GOLF! SWIMMING! HIKING! BASKETBALL! AND

SO MUCH MORE!!

The Wellness Committee invites you to enjoy an afternoon of fun and

fitness with your fellow City employees!

May 6th, 12th, and 21stfrom 1pm–5pm

Pre-registration is required for some activities. Contact Sara Simoneau at

x3526 for more information.

Employee FIELD DAYS!