EDMONTON POLICE SERVICE
REPORT TO THE EDMONTON POLICE COMMISSION
DATE:
2014-November-03
SUBJECT:
Monthly Report for the Period Ending September 30, 2014
RECOMMENDATION:
That the monthly report for the period ending September 30, 2014 be received for
information.
INTRODUCTION:
This report provides current and projected year end financial performance information for
the Edmonton Police Service (EPS) for the period ending September 30, 2014.
COMMENTS / DISCUSSION:
Operating Results
The operating results for the period ending September 30, 2014 indicate a net surplus
position of $3,853 million or 1.9% mainly due to under spends in personnel of $2,320
million and non-personnel of $2,709 million, offset by a shortfall in revenue of $1,176
million.
The under budget position in personnel costs is primarily due to the timing of vacation
earned versus vacation taken and lower benefit and court costs. It is expected that
these under spends will be reduced by year end or will be used to cover the shortfall in
revenue.
The main cause of the under budget position in non-personnel costs is due to the timing
of purchases. It is expected that these budgets will be utilized during the year, or will be
used to cover the shortfall in revenue.
The shortfall in Traffic Safety Act (TSA) fines is the major cause for the revenue deficit
despite seeing an improvement from 2013. This is partly due to an increase in the
volume of calls for service and the increased focus on violent crimes.
The TSA
revenues have continued to improve and as a result the projection has been adjusted
by an additional $0,400 million.
Capital Results
2014 is the third and final year of the Capital budget and the results indicate a
significant under spend primarily due to the Northwest Campus (land and construction)
and Radio Life Cycle (equipment purchases) projects. The purchases are expected to
occur later in 2014 or 2015 and unused budget will be carried forward to 2015.
CONCLUSION:
Based on the operating results to the end of September and the explanations attached,
the year-end forecast indicates that the EPS may be $1,474 million or 0.5% over
budget.
ADDITIONAL INFORMATION ATTACHED:
Operating:
I
Budget Variance by Major Category of Revenue & Expenditures
II
Overtime by Bureau
III
Capital Budget Performance
Capital:
Written by:
Kathryn REYNOLDS, T/A Director, Finance Management Branch
Reviewed by: Robert DAVIDSON, T/A Executive Director, Finance Division /C,
Approved by: Darren EASTCOTT, T/A Deputy Chief, Corporate Services B
Chief of Police*
Date.
NOV 0oM
Attachment I
Edmonton Police Service
Budget Variance by Major Category of Revenues & Expenditures
For the Period Ending September 30,2014
($000's)
Actual
Variance
Budget
%
Actual
Year End Forecast
2014 Year to Date
2013 Year to Date
Current Period
Budget
Variance
Budget
%
Actual
Variance
Budget
%
Projected
Variance
%
Revenue
Traffic Safety Act Fines (Note 1)
S
1407
S
1237
S
(170)
-12.1%
S
12 296
S
9 391
$
(2 905)
-23.6%
S
12179
S
10 517
S (1662)
-13.6%
S
16158
S
14158
$ (2 000)
-12.4%
Transfer to COE General Revenues
Provincial Grants (Note 2)
Other Revenue (Notes 3 and 11)
Total Revenue
441
23580
23 580
20 334
20 727
58 210
53698
-0.6%
199 723
-9.6%
7 473
197 121
7 692
19.4%
441
2 534
2 512
(22)
3 941
4190
249
22 570
22 712
897
983
29
(142)
(86)
-0.9%
63%
393
(2512)
0.0%
1.9%
-4.5%
23 580
20174
24 021
441
20 219
45
55 933
54757
2451
1.9%
0.2%
-2.1%
23 580
24 680
1100
27 067
26 835
66805
65 673
(232)
(1 132)
274 024
273 807
10119
10 339
(220)
432
481
284 575
264 627
(49)
(52)
-11.3%
2 320
1.2%
-1.4%
-7.1%
1.1%
(1156)
-10.4%
(1176)
4.7%
-0.9%
-1.7%
Expenditures
Personnel
Salary and benefits (Note 4)
EPS Overtime (Note 5a)
External Overtime (Note 5b)
1.3%
205 026
(219)
•2.9%
7 561
(337)
-104.0%
324
1.0%
212 911
202 675
7 669
347
210 S91
-4.1%
9 763
9 556
207
2.1%
11098
12 252
2 602
661
(108)
(23)
217
0.1%
•2.2%
(221)
•0.9%
324
207 520
205 474
611
152
19.9%
9 079
9 454
1429
679
132
8.5%
14 566
13 404
1 162
8.0%
13 486
12110
19160
11
5710
5 590
120
6 049
1.3%
8167
19125
8 049
118
1228
214
11617
10688
929
2.1%
8.0%
6 130
1442
1.6%
14.8%
1376
81
10.2%
690
12 080
11256
824
16 049
718
4.3%
239
-9.6%
3 205
96
3.0%
3 288
3 087
221
6.8%
6.7%
16 767
218
5 240
60 715
(5)
(290)
-0.1%
36
23 503
23724
763
1581
7
2 046
0.0%
Non-Personnel
Furniture,equipment, IT, materials and
supplies (Note 6)
Contracts and services (Note 7)
Vehicles (Note 8)
Facilities (Note 9)
Other Expenditures (Note 10)
(375)
35
0.2%
1.4%
4 674
4186
488
10.4%
44177
3109
42 245
1932
4.4%
44 747
42 038
2 709
6.1%
5235
60425
Total Expenditures (Note 11)
28177
27 910
267
0.9%
251697
247719
3 978
1.6%
257 658
252 629
5 029
2.0%
345000
345 342
(342)
•0.1%
Position before Adjustments
24 238
23720
516
2.1%
195 487
194 021
1466
0.7%
201725
197 872
3 853
1.9%
278195
279 669
(1 474)
-0.5%
7115
7115
1.9% $ 285 310
$ 286784
(21)
Tangible Capital Assets Budget adjustment
Net Position
$ 24 236
$ 23 720
S
516
2.1% $ 195487
S 194021
$
1466
0.7% $ 201 725
$ 197872
$
3853
-0.5%
0.0%
S (1 474)
•0.5%
Forecast - Same as for the year to date.
higher hourly costs, particularly in Police Communications Branch.
Year to date - Under budget primarily due to the timing of vacation earned versus vacation taken (this variance will balance out by year end), lower
court costs, and lower benefits (primarily due to Workers Compensation Board (WCB) Partners In Rebate (PIR) and Dividends distribution), offset by
4. Salary and Benefits
Forecast- Under budget due to adecrease in Extra Duty policing revenue ($675K) that is balanced out by adecrease in payments to members
(Contracts and Services). This is offset by the increase in tow lot revenues due to a$3.0 tow fee increase ($480K).
Year to Date - Slightly over budget.
3. Other Revenue
Forecast- Same as for theyear todatewith additional offset in Furniture and Equipment.
Yearto Date - Over budget dueto the E911 Grant (offset inSalary and Benefits).
2. Provincial Grants
Forecast - Same asfor the year to date. The proposed budget for 2015 has been reduced by $1.75 million to account for this reduction in revenue.
under budget position.
(STAT) are operational, however an increase in the volume of calls for service and the increased focus on violent crimes are the main causes of the
Year to Date - Under budget despite an increase of 13% in revenues compared to 2013. All four of the Specialized Traffic Apprehension Teams
1. Traffic Safety Act (TSA) Fines Revenue
For the Period Ended September 30th 2014
Explanation ofVariances by Major Category of Expenditures and Revenues - Notes
Edmonton Police Service
ATTACHMENT la
13
6
September
38
68
YTD
September
64
80
Full Year
Forecast - Slightly under budget.
related to the timing of purchases also contribute to the under budget position.
Budgets being held to offset over spends in other areas (Overtime, Furniture and Equipment, Facilities, Other), and various other minor variances
Year to date - Under budget due to lower payments to members working Extra Duty (offset by lower revenue) as a result of a change in policy.
7. Contracts & Services
one-time purchases offset by under spendsin other areas (Contracts &Services).
Forecast - Over budget due to infrastructure improvements to enhance 911 services (will be funded by the Provincial E911 Grant), and a number of
Year to date - Under budget mainly due to the timing of ITpurchases.
6. Furniture, Equipment, IT, Materials and Supplies
Forecast - Same as for the year to date.
Year to date - Slightly over budget.
5b. External Overtime
Forecast - Same as for the year to date.
Community Safety Initiative (CSI) shifts (offset byContracts and Services).
Year to date - Over budget primarily due toincreased operational and investigative projects in the Community Policing Bureau, as well as the summer
5a. EPS Overtime
away, and two have been dismissed for an attrition total of seventy-five. Of these, sixty eight were no longer on the payroll asof September 30, 2014.
As of October 16,2014, twenty-nine sworn members have tendered their resignation, forty-three announced their retirement, one member passed
Original Projection
Actual & Updated Projection
Attrition
The sworn member attrition position for the first nine months of the year is:
4. Salary and Benefits (continued)
ATTACHMENT la
Thetotal Operating non-personnel accruals for September amounted to $1.5 million (rounded).
12. Accruals
Other Revenue includes revenue received from other City of Edmonton departments for Extra Duty policing.
11. Other Revenue
specific training that will occur in thefall (offset in Contracts andServices and by theWCB PIR).
Forecast - Slightly over budget primarily due to anapproved leadership development program, officer essential training requirements and other area
Year to Date - Under budget primarily as a result of lower insurance premiums.
10. Other Expenditures
Forecast - Same as for the year to date.
Year to Date - Under budget mainly due to lower telephone and data charges, custodial, maintenance, and spacerent partially offset by utility costs.
9. Facilities
Forecast - Same as for the year to date.
Year to date - Under budget due to less kilometers driven, resulting in lower recharges from the City's Fleet Services Branch.
8. Vehicle Costs
ATTACHMENT la
Attachment
Edmonton Police Service
Overtime by Bureau
For tho Period Ending September 30, 2014
(000's)
Year End Forecast
Year to Date
Annual
2013
Bureau
Budget
Actual
Variance
14%
233
(23)
-4%
3 331
(595)
S
3 577
7 561
S
7 669
324
S
347
7 885
$
8 016
19
32
180
S
Corporate Services Bureau (Note 2)
194
565
Community Policing Bureau (Note 3)
895
1 095
Office of the Chief (Note 1)
Investigative Support Bureau (Note 4)
ITotal EPS Expenditures
S
External Overtime (Note 5)
Total Overtime Expenditures
6
2 222
S
105
S
2 327
$
S
248
(15)
-6%
754
778
(24)
-3%
-22%
3744
4 415
(671)
-18%
486
12%
5 366
4 876
490
9%
(108)
-1%
(220)
-2%
(23)
-7%
(49)
-11%
(131)
-2%
(269)
-3%
154
26
S
588
2 736
S
4 063
$
S
10119
S
432
S
10 551
10 339
S
Var%
0%
-12%
S
Variance
-
(2)
S
Projection
22
S
S
Budget
Var%
22
17
Police Commission
S
Actual
S
481
$
10 820
$
ATTACHMENT Ha
Edmonton Police Service
Explanation of Overtime Variances by Responsibility Area - Notes
Forthe Period Ended September 30m 2014
1 Office of the Chief
Year to date -Slightly under budget.
Forecast - Slightly over budget.
2 Corporate Services Bureau
Year to date - Slightly over budget.
Forecast - Same as for the year to date.
3 Community Policing Bureau
Year to Date - Over budget due to increased operational and investigative projects primarily in Downtown and Northeast Divisions as well as the
summer Community Safety Initiative (CSI) shifts.
Forecast - Same as for the year to date.
4 Investigative Support Bureau
Year to Date - Under budget due to a number of variances in multiple areas.
Forecast - Same as for the year to date.
5 Secondments/Recoverable
Year to date - Slightly over budget.
Forecast - Same as for the year to date.
Edmonton Police Service
ATTACHMENT
Capital Budget Position
For the Period Ending September 30, 2014
(OOP's)
2014 Budget
(including Carry
Projects
2014 Actual
2014 Funds
% Substantial
Expenditures
Available
Completion
Forwards and
Supplemental Budget
Adjustments)
Police IT Systems (see Note 1)
3,852
2,120
1,732
Note 11
Telecommunications Life Cycle (see Note 2)
1,477
135
1,342
Note 11
Radio Life Cycle (see Note 3)
9,724
2,812
6,912
28%
Facilities Infrastructure Rehabilitation (see Note 4)
2,466
534
1,932
Note 11
44,215
181
44,034
Northwest Campus (see Note 5)
0%
South West Division Station (see Note 6)
152
(6)
158
95%
Police Seized Vehicle Storage Lot Expansion (see Note 7)
197
1
196
75%
6,429
4,171
2,258
Closed Circuit Television (see Note 9)
367
163
204
90%
Specialized Equipment (see Note 10)
1,022
264
758
Note 11
69,901
10,375
59,526
Vehicles (see Note 8)
TOTAL
Note 11
ATTACHMENT Ilia
Edmonton Police Service
Explanation of Variances by Capital Project - Notes
For the Period Ended September 30, 2014
1 Police IT Systems
Year to Date
The following projects are in progress:
Projects
• The Edmonton Police Reporting and Occurrence System
(EPROS) Gateway Enhancements
• Human Resources Information Management/Technology (HRIM/T)
- Computer-Aided Resource Management (CARM) and Learning
Management System (LMS)
• 911 Software Replacement
Infrastructure
Mobile Workstations (MWS) Lifecycle 2014
Southeast Disaster Recovery (SE DR) Enhancements
Backup Replacement
Server Lifecycle 2014
Switch Lifecycle 2014
Virtual Private Network (VPN) Lifecycle 2014
New Generation 911 Network
Forecast
Infrastructure
•
50 MWS units were ordered and received in Quarter 1. The installation will be completed by the end of Quarter 4 of 2014.
•
Backup Replacement and SE DR plan development will be completed by the end of Quarter 4 of 2014
•
•
•
Switch, Server and VPN hardware are ordered and the projects will be completed in Quarter 4 of 2014
Windows/VDI project was completed in Quarter 3
New Generation 911 equipment will be ordered in Quarter 4, but the project won't be completed until 2015 (funded from the E911
Grant).
Current forecasts indicate the remaining budget will be expended by year end.
Projects
•
•
•
EPROS will continue working on the Property, Niche Upgrade and changes relating to Interim Northwest Division projects in Quarter 4.
CARM will be implemented for Senior Officers Association members, including the executive office administrative team, and the City of
Edmonton Management Association (CEMA) members in Quarter 4 of 2014. The Learning Management System (LMS) will implement
TRACCESS replacement and Employee Training Database, and implement additional functionalities in Quarter 4.
The 911 Software Replacement project won't be completed until 2015.
Current forecasts indicate the remaining budget will be expended by year end.
10
ATTACHMENT Ilia
Edmonton Police Service
Explanation of Variances by Capital Project - Notes
For the Period Ended September 30, 2014
2 Telecommunications Lifecycle Replacement
Year to Date
The following projects started in 2014:
• Perimeter Upgrade
• Interactive Voice Response (IVR) Implementation
• Private Branch Exchange (PBX) System replacement
Forecast
•
•
Perimeter Upgrade project and IVR Implementation projects were completed in Quarter 3
PBX System project is still in the RFP Stage. The remaining budget of $1,300K will likely be carried forward to 2015.
3 Radio Lifecycle Replacement
Year to Date
At the end of Quarter 2, the City (including EPS) issued a Letter of Intent to operate on the Alberta First Responder Radio Communications System
(AFRRCS) network. Based on this direction, radio replacement equipment which is compatible with both the current Harris Enhanced Digital Access
Communication System (EDACS) system and the future Provincial system will be purchased. 480 mobile phones were purchased and charged in
Quarter 3.
Forecast
In Quarter 4,174 portable radios ($332K) will be received and the mobile radios purchased in Quarter 3 will be installed into vehicles. The major
procurement of portable radio equipment is expected to occur in 2015, so a budget carry forward of $6,700K is required.
11
ATTACHMENT Ilia
Edmonton Police Service
Explanation of Variances by Capital Project - Notes
For the Period Ended September 30, 2014
4 Facilities Infrastructure Rehabilitation
Year to Date
The following projects are still in progress in 2014:
PHQ - Basement Level 1 air conditioning replacement - Arrest Processing Area
PHQ - Investigation and Upgrade of Ventilation/Filtration System - Range
William Nixon - Parking Lot
William Nixon - Armory Storage
Vallevand Kennels
PHQ - Boilers Replacement
Forecast
All of Facility Rehabilitation projects above are expected to be complete by Quarter 4. Current forecasts indicate the remaining budget will be
expended by year end.
5 Northwest Campus
Year to Date
The final EPS space programming requirements have been forwarded to the City of Edmonton (COE). The minor cost to date include the consultant
costs, Program Management and Maintenance Services (PMMS) administrative charges, and other minor charges required to continue with the
tender process to engage a design consultant to complete specifications and drawings for an eventual construction tender. The project is in its initial
stage.
An additional $8,200K budget adjustment was approved by City Council on July 16 to provide the additional funding required for this stage of the
project.
Forecast
The COE has advised that the land will not be available for purchase until Quarter 3 of 2015. COE project management charges, space
programming consultant fees, topographical survey fees, and geotechnical investigation costs will continue to occur in 2014. It is expected that
$2,892K will be expended in 2014. These estimates and charges are provided by the consultants and staff of PMMS of COE.
12
ATTACHMENT Ilia
Edmonton Police Service
Explanation of Variances by Capital Project - Notes
For the Period Ended September 30, 2014
6 South West Division Station
Year to Date
The 2013 budget carry forward was for external (outside) deficiencies and fit ups. The year-to-date negative costs are the result of actual
construction costs in 2014, being less than was estimated in 2013.
Forecast
The majority of these deficiencies are expected to be completed in Quarter 4. If they can't be completed in Q4, due to the schedule of the
contractors, the $152K will be carried over to 2015.
7 Police Seized Vehicle Storage Lot Expansion (PSVSL)
Year to Date
The Quarter 1 costs include minor expenditures related to analyst costs. There were no costs in Quarter 2 and 3 due to the major data conversion
issue.
Forecast
In Quarter 4, $54K will be spent on fee configuration, audit process, disposal and release process, data conversion, etc. The remaining budget
($142K) will be carried over to 2015 to complete and finalize this project.
8 Vehicles
Year to Date
The expenditures are related to projects carried forward from 2013 and started in 2014, including the Check Stop vehicle, 16 unmarked vehicles, 24
marked vehicles, 6 covert vehicles, 1 trailer, and computers and equipment installed in new vehicles are complete.
Forecast
An additional 21 marked vehicles, 8 unmarked vehicles, and 1 trailer will be purchased by year end. Only the fit up costs will be carried over to 2015
($300K) due to the lack of capacity in the garage to complete in 2014.
13
ATTACHMENT Ilia
Edmonton Police Service
Explanation of Variances by Capital Project - Notes
For the Period Ended September 30, 2014
9 Closed Circuit Television (CCTV)
Year to Date
90% of the project has been completed..
Forecast
$50K needs to carry over to pay the contractor finishing work and tasks such as labeling, cable consolidation, completing removal of old hardware,
documentation, etc.
10 Specialized Police Equipment
Year to Date
The budget has been transferred from the operating budgetfor the purchase of items that meet the Tangible Capital Asset (TCA) definition. The
purchases this year include:
Heavy Duty UAV Platform and Search Light
AFIS Workflow Modifications (joint project with Calgary Police Service)
LTI 20/20 Ultralyte Laser Speed Gun LR B Model
VMware Enterprise Plus Upgrade
Robotex Robot system
Replacement of helicopter Engine
New microwave connection
Fitness Equipment for Interim Northwest Division location
Forecast
The budget is projected to be expended by year end.
11 Composite Projects - Completion Status
Police IT Systems, Telecommunications Equipment, Facilities Infrastructure/Rehabilitation, Vehicles and Specialized Equipment contain multiple
sub-projects within the total project, and each sub-project is at different stages of completion.
14