Mecklenburg County – Assessor’s Office
August 2014
Monthly Report
Department Overview
Major department initiatives during the month of September 2014:
 County appraisers will begin new construction inspections in September on properties that have
acquired a 2014 building permit.
 The 2014 regular Board of Equalization& Review (BER) appeals will be completed in September.
This is the first time the regular appeals were completed during the same calendar year of the
request since 2010.
Key Performance Indicators
Monthly Performance Indicators:
Measures
Property Tax Commission (PTC) appeals closed
SL-362 appeals received, awaiting BER hearing
SL-362 appeals heard by the BER in 2014
Parcels reviewed with no changes
Parcels reviewed with value decreases
Parcels reviewed with value increases
Value of real property appraisals
Number of refunds processed
Amount of refunds
Demand bills
Field visits generated by PAS reviews
Commercial canvassing
Residential canvassing
Revaluation review calls
Annual
2,140
2,501
852
168,703
26,078
10,377
3,431,965,196
55,993
6,485,592
9,346
27,363
16,934
31,037
19,723
Monthly
49
175
350
20,953
4,386
1,619
(35,492,393)
13,933
1,074,138
1,600
629
2,168
4,364
2,558
% Y-T-D
2.3%
1
5.2%
41%
2
82%
2
13%
2
5%
3
(1.0%)
4
7%
17%
5
15%
2.3%
6
31%
7
10%
13%
1
Based on the total BER appeals received of 3,353 (175/3,353=5.2%)
Annual reviews performed divided by total parcels reviewed by PAS (205,158)
3
Assessment value decreased (1.0%) from 3,467,457,589 to 3,431,965,196
4
Refunds issued were 7% of the 250,158 total parcels reviewed (13,933/250,158=7%)
5
Monthly demand bills are divided by the total expected demand bills as of August, 2014 (1,600/11,682=15%)
6
Commercial canvassing for this month (16,934/54,480=31%)
7
Residential canvassing for this month (31,037/310,975=10%) This process involves inspecting every home in the designated
neighborhood, measuring the exterior walls, identifying building elements, and verifying the interior of the home if possible.
2
Context for Key Performance Indicators






There are 2,140 closed PTC appeals and 176 waiting for a resolution. There are a total of 2,316
since the 2011 revaluation. There were 49 PTC appeals closed in August.
The department has received a total of 3,353 appeals related to SL 362 this year. The BER has
heard appeals on 852 parcels. Some parcels had value appeals for 2013, 2012, & 2011.
Notices mailed to customers that have appealed their parcel are used to calculate potential
refunds and demand bills. Notices mailed with No Changes are used to evaluate the efficiency
of the 2011 appraisals.
PAS has performed 198,294 field visits throughout the county since the project started.
There were 13,933 refunds processed during this month with refund amount plus interest of
$1,074,138.
The average phone call length generated by the revaluation reviews was 3 minutes.
Mecklenburg County – Board of Elections
August 2014
Monthly Report
Department Overview
The Mecklenburg County Board of Elections is gearing up for the November 4, 2014 General Election.
Changes of note in the 2014 election are as follows:
• Straight party voting will no longer be available
• Absentee requests must be made on a State Absentee Request Form
• Absentees must be witnessed and signed by two (2) witnesses or notarized by one (1) notary
• Early Voting begins the 2nd Thursday before the election
• Voters must be registered 25 days before the election (no same day registration)
Listed below are important dates to remember:
• Absentee Voting By-Mail Begins
• Voter Registration Deadline for General Election
• One-Stop Voting Begins
• Last Day to Request an Absentee Ballot by Mail
• One-Stop Voting Ends (1:00 pm)
9/05/14
10/10/14
10/23/14
10/28/14
11/01/14
Context for Key Performance Indicators
When voting in person this year, voters will be asked to show a picture identification. By law in 2016, voters
will be required to show a picture identification.
Mecklenburg County – Business Support Services Agency
August 2014
Monthly Report
Department Overview
Business Support Services Agency (BSSA) comprises Asset and Facility Management (AFM), Business and
Financial Management (BFM), Business Improvement Services (BIS), Geospatial Information Services (GIS),
Information Technology (IT) and Procurement Services (PRO).

A Request for Proposals (RFP) was issued on August 14, 2014 for managed print services (print shop)
and multifunction machines (print/copy/scan/fax) in partnership with the City of Charlotte, City of Rock
Hill (SC) and the Charlotte-Mecklenburg Public Library. County departments and agencies currently
have 355 multifunction machines and receive print shop services from the Charlotte-Mecklenburg
Government Center. A consent item to authorize the County Manager to award and execute a contract
with the selected vendor will be on the Board’s November 5 agenda.

BSSA-GIS released a new application and website that helps the County Fire Marshall Office assist
insurers with calls about residential proximity to fire hydrants and volunteer fire station response
distances.

BSSA-IT launched “AP (Arrest Processing) Web,” a mobile application that enables law enforcement
agencies to immediately capture and submit arrest information from the car or remote location. The
application reduces wait time for officers when dropping defendants at jail and swearing the affidavit to
the Magistrate.
Key Performance Indicators

In August, the County’s real estate lookup system Polaris managed by BSSA-GIS had an application
uptime of 100%.

In May, BSSA-IT resolved 94% of tickets (i.e., service requests that come into BSSA through
MeckSupport, a call to 2HELP, or service record entered by staff) within the agreed upon service level
agreement.

BSSA-AFM has completed 98% of construction and Capital Reserve projects on schedule over the past
12 months.
Context for Key Performance Indicators

BSSA-IT resolved 3,364 service request tickets.

BSSA-AFM has completed 49 construction and Capital Reserve projects over the past 12 months.
Projects completed in August included the Torrence Creek Greenway Phase III and the roof replacement
at the West Charlotte Recreation Center.
Mecklenburg County – Charlotte Mecklenburg Library
August 2014
Monthly Report
Department Overview
July began the new fiscal year, and with that expanded access for the community building on positive momentum
from FY 2014.
• Summer Reading, the library’s largest literacy initiative of the year, continued with events and reading across the
community. As of July 29, 105 children, teens and adults had registered and logged over 26 million minutes of
reading. The community-wide goal is 24 million minutes. More at cmlibrary.org/summerread
•
In partnership with Charlotte Mecklenburg Schools, and to help ensure children enter school ready to learn, the
Library began two months of Get Set for Kindergarten programs across the County. 458 children and 147 adults
participated in approximately 19 Get Set for Kindergarten programs. These programs use stories and activities
that build pre-reading skills and help prepare children for success.
•
The Library introduced nearly 100 teens across the County to new career possibilities through Teen Fashion
Apprentice, a workforce development program focusing on fashion photography with the opportunity for a
weeklong apprenticeship in the industry.
•
The Library and Charlotte Center City Partners continued their collaborative effort, funded by the Knight
Foundation, to provide free outdoor activities in the area. Highlights included live performances and the
extension of Library services out into Arequipa Park (adjacent to the Main Public Library) to increase awareness
and access.
•
On July 8, Library leadership and managers were trained on new market segmentation and analytics tools that
track key metrics such as market penetration rate, usage and cardholder retention. This initiative is part of the FY
2015 Program of Work and will help move the Library toward its Strategic Plan outcomes.
Key Performance Indicators
Patron Activity
# of Active Cardholders
Total Digital Circulation
Total Circulation
Program Attendance 0-8 years
Program Attendance Pre-teens and Teens
Total Gifts and Grants Raised
Current
(FYTD)
254,284
77,366
1,131,994
42,574
4,313
$ 538,794
Prior
(FYTD)
256,096
47,238
1,154,066
29,657
6,649
$ 333,913
Change From
(%)
-1%
64%
-1.91%
43.55%
-35.13%
64%
Context for Key Performance Indicators
•
•
•
•
Digital Circulation - Digital Circulation counts are rapidly increasing as the library builds out capacity in this area.
Over the past year, the library has added additional service offerings and the users are continuing to consume
more through this channel. Specifically, the library added a music download service in the past year.
Program Attendance 0-8 Years - Emphasis on and marketing of summer reading increased the demand for
programs for this age. Additionally, the library launched the new PNC Financial Literacy program in 2014.
Program Attendance Pre-teens and Teens - Shift in staff focus as well as timing of data collection has resulted in
an apparent decrease in programming for this age.
Total Gifts and Grants – The library has increased its investment in the Library Foundation leading to increased
fundraising activities and a return on investment.
Mecklenburg County – Child Support Enforcement
August 2014
Monthly Report
Department Overview – August 2014
• Celebrated Child Support Awareness Month in August, first proclaimed by President Clinton in 1995. The
Child Support Enforcement (CSE) Program was celebrated at the Federal, State and local levels for being
instrumental in giving hope and support to children while fostering strong families and responsible
parenting.
• CSE hosted a Non-Custodial Parent Orientation on August 14th as part of the Responsible Fatherhood
Initiative that promotes family self-sufficiency. This orientation provided a supportive environment for
men to receive answers and support from CSE case managers, supervisors, and community partners.
• Staff represented Mecklenburg County at both the National and State Child Support Conferences.
o The National Child Support Enforcement Association Annual Conference was held August 11-14,
2014 in Portland, Oregon.
o The North Carolina Child Support Council and Attorneys Annual Conference was held August 2729, 2014 in Concord, North Carolina. Joan Kennedy and Tana Calloway were elected to the
Council’s Board of Directors.
Key Performance Indicators – FYTD 2015
Actual FYTD 2015
82.20%
91.21%
Paternity Establishment
65.34%
66.73%
Cases Under Order
60.69%
60.89%
Current Support Collected
Cases w/Payments to Arrears
Total Collections*
Target FY 2015
33.86%
62.04%
16.22%
100.00%
*Total Collections FYTD $7,736,977/divided by/State mandated annual target $47,690,616
Context for Key Performance Indicators
• Paternity Establishment is the # of children born out of wedlock with established paternity for the
current fiscal year divided by # of children born out of wedlock open during the preceding fiscal year.
• Cases under Order is the # of cases in a caseload w/support orders divided by # of cases. This measure
shows how much of the agency’s caseload is enforceable.
• Current Support Collections is the $ collected divided by $ owed that is not past-due. This measure
provides the basic outcome for CSE which is regular and dependable support payments to families.
• Cases with Payments to Arrears is the # of cases in which at least one payment on arrearages occurred
divided by the # of arrearages cases.
• Total Collections is the sum of current support and arrears collected FYTD/divided by/ State mandated
annual target $47,690,616.
Mecklenburg County – Community Support Services
August 2014
Monthly Report
Department Overview



On August 19, the Mecklenburg County Women's Advisory Board celebrated Women's Equality Day (WED), a national
celebration of women's right to vote. The WED event was at the Levine Museum of the New South, and the theme was
Women in the Workplace. Over 125 guests attended including County Commissioners Pat Cotham and Matthew
Ridenhour. Former Board Chair Jennifer Roberts served as the panel’s moderator, which included Dena Diorio,
Mecklenburg County Manager, Kirsten Sikkelee, Chief Executive Officer of the YWCA, Raquel Lynch, Director of Strategic
Initiatives at Crisis Assistance Ministry, and Claire Blocker, Founder and President of the Heartbright Foundation. Panel
members discussed successes and challenges affecting women in the workforce and responded to issues of childcare,
healthcare, wages, and the gender-poverty gap.
On August 23, the Community Support Services Department, UNC Charlotte’s Social Work Department, the Graduate of
Social Work Association, Time Out Youth, and other community agencies partnered for YouthSpeakOut, a youth summit.
Discussions included healthy relationships, teen dating abuse and examples of youth leading social change. Youth learned
how to engage other young men; create PSAs and posters; host tabling events and develop plans for creating change in
their schools.
The Veterans Services Division partnered with the North Carolina Division of Veteran Affairs to assist veterans with claim
processing as part of the American Legion's National Convention. Over three days, staff served 283 veterans and family
members and helped award $300,885 in retroactive benefits on the spot. For example, one homeless veteran was
awarded a full Pension of $1,154 per month and received his first payment this week! Another disabled veteran was
frustrated with the process of periodic future exams to maintain his benefit; this veteran was awarded "Permanent & Total"
disability status, negating any future exams. (See The American Legion article for details.)
Key Performance Indicators
Homeless Services Division (HSS):
Number of meals provided at the Homeless Resource Center = 2,900
Number of households served with rental subsidy as part of the Shelter Plus Care Program = 239
Veterans Services Division (VSO):
Number of claims filed = 284
Women’s Commission Division (WOC): The graph includes Domestic Violence program service data.
New Clients Served in August
60.00
52.00
52.00
45.00
51.00
40.00
27.00
34.00
20.00
NOVA (Perpetrator Services)
Adult Victims
August 31, 2014
Child Witnesses
August 31, 2013
Context for Key Performance Indicators
Performance is consistent and stable for all CSS divisions at this time.
Mecklenburg County – Criminal Justice Services
August 2014
Monthly Report
Department Overview
•
Criminal Justice Planning and Pretrial Services launched the Public Safety Assessment – Court risk
assessment tool in June and has since provided more than 3,150 standardized, objective risk
assessment data on misdemeanor and felony defendants to the courts. Pretrial Services has
increased the number of releases from 40 defendants a month to over 100 defendants a month
as a result of the implementation of this assessment tool, helping to maintain the jail population.
•
Criminal Justice Planning held a 3-day training for the Correctional Programs Checklist assessment
tool, which will allow trainees to conduct rigorous assessments of treatment providers servicing
justice-involved populations. The assessment tool was created by Dr. Edward Latessa at the
University of Cincinnati and the training was conducted by Dr. Shelley Listwan.
•
On August 7, the Forensic Evaluations Unit held an open house to commemorate the completion
of their transition from MeckLINK to Criminal Justice Services. More than 150 people from across
the criminal justice system attended the event.
•
The Department completed its FY15 Strategic Focus. This planning document outlines objectives
for the coming year in each service area.
Key Performance Indicators
Monthly Performance Indicators:
Department Unit
Pretrial Services
Fine Collection
Drug Treatment Court Programs
ASSET Re-entry Services
Planning
•
Measure
Re-arrest Rate
Fine Collection Rate
Graduation Rate
Successful Program Completions
Avg. Daily Population at Jail
Annual Target
10%
87%
49%
Baseline
Output
Monthly
Performance
13%
85%
56%
5
1,654
All measures with a set target fell close to or within their target, thus keeping department units
on track for meeting their annual target.
Context for Key Performance Indicators
•
•
Monthly data is reported on a lag due to data collection/analysis needs. The numbers presented
represent CJS’ final performance numbers for the month of July.
The Drug Court Graduation Rate is a cumulative year-to-date rate that reflects the month’s
performance, but also tempers the impact of graduates entering and leaving the program on a
rolling basis since there is not a defined cohort graduating each month.
Mecklenburg County – Economic Development Office
August 2014
Monthly Report
Department Overview
Major Initiatives:
•
EDO Staff are proceeding with efforts to improve the County’s overall Economic Development efforts. Based on feedback
from the June 26 Economic Development Strategic Planning Retreat, staff are in the process of identifying policy and
programmatic efforts to align with the goals and priorities identified at the retreat. EDO Staff will provide a proposed action
plan at the October Economic Development Committee meeting.
•
EDO Staff hosted a County staff presentation with Regional Economic Models, Inc. (REMI) representative to understand the
additional utility of the REMI Tool for other departments, including Finance, OMB, and IT (a session was also hosted to
provide an update to City Staff on September 3). EDO staff are in the process of checking references and ensuring that due
diligence has been met before providing a recommendation on next steps to consider to the Economic Development
Committee in October.
•
EDO staff attended the following meetings to encourage the inclusion of Minority, Women and Small Business Enterprise
subcontractors and certification of new M/W/SBE vendors:
o
Walkers Ferry Water main Phase III Pre-Bid Meeting on August 7: The purpose of this meeting was to share the
County’s policy on inclusion and answer questions pertaining to the policy and completion of bid documents.
o
Commissioners Leake’s Small Business consortium bi-monthly meeting on August 12: The purpose of this meeting
was to assist small business owners looking for business opportunities with local government entities. EDO staff
also shared information on upcoming bid opportunities, certifications needed to acquire contracts with the County
and how to search for proposals using the Interactive purchasing (IPS) web site (www.ips.state.nc.us/ips/).
Key Performance Indicators
MWSBE
•
Persons reached via community outreach: 137 via two events
o Walkers Ferry Water - 12 participants
o Commissioner Leake’s Small Business Consortium - 125 participants
•
Customers contacted via phone/email/in person: 44
Economic Development
• Meetings with prospective new/expanding businesses: 2
• BIP grants taken to the BOCC for approval in public session: 1
• EDO Request for Information/Assistance: 7
Unemployment Rate Comparison
7.5
7
6.5
6.8
7
6.8
6.4
6.3
6.5
6.4
6.1
6
6.2
5.5
While Mecklenburg County’s unemployment rate
currently lags slightly behind the state and national
average, there has been a 1.6 percentage point
decrease in the unemployment rate compared to
July of last year (July 2013 Unemployment rate was
8.6%).
5
May
Meckenburg County
June
North Carolina
Note: August data unavailable until September 18
July
U.S.
Source: U.S. Bureau of Labor Statistics & NC Department of Commerce
Mecklenburg County – Financial Services
August 2014
Monthly Report
Department Overview
The overall goal of Financial Services is to provide fiscal stewardship and accountability of public funds. Finance
manages the signature process for contracts for the County. For the new fiscal year, an electronic signature process
was implemented and has resulted in improved processing time. Finance continues to process taxpayer refund
checks for the SL-362 revaluation reviews. The County recently began processing taxpayer refunds for the City along
with the County refund, resulting in a single check to the taxpayer.
Key Performance Indicators
August 2014:




Number of Compliance Reviews completed: 0
Number of Financial Stability Reviews completed: 7
Number of checks vs. EFTs, compared to last year:
2014
2013
Checks:
12,044
2,900
EFTs:
1,861
2,692
Percent of Financial Reports Issued by due date: 100%
FY2015 Contract Compliance and Financial
Statement Reviews (Year to Date)
8
7
6
5
4
3
2
1
0
July
August
Compliance Reviews Completed
Financial Statement Reviews Completed
Context for Key Performance Indicators

As of August 2014, a total of six Compliance Reviews and nine Financial Statement Reviews have been completed
in FY15. Fluctuations in chart data are due to seasonal nature of workload demands.

Payments by EFT are more economical for the County and provide funds to the vendors more quickly; however,
refunds are paid by check. Tax refunds continue to account for the increase in number of checks.Of the August
checks written, 9,585 were for SL362 refunds.

Financial reports comprise reports issued to external sources, such as the state or grantors. As of August 2015, a
total of nine Financial Reports were completed in FY2015. 90% of those reports were issued by the due date.
Mecklenburg County – Human Resources
August 2014
Monthly Report
Department Overview

Major department initiatives include the following:
o Executed one-time benefits cash-out option to help employees cover the three week period in
September when the pay cycle is being adjusted to accommodate the myTime rollout. This
benefit cash out option was available from August 20 to August 29.
o myTime project team conducted several information and discussion meetings with key
customers to educate them about how the system will impact employees. The project team
developed the implementation schedule for making new myTime access badges for all County
employees. The time clocks that employees will be using have begun being installed in County
facilities.
o Learning and Development Services has launched Supervising 4 Success, a 6-day program to
develop new supervisors. This new talent development initiative is an integral part of the County
Succession Planning strategy.
Key Performance Indicators


The Employee Services Center sends out customer satisfaction surveys as requests are resolved. For the
month of August, the survey results indicate a 93% satisfaction rate.
In FY14, County HR staff hired 1,110 new staff.
o 922 were hired into regular positions
 368 were part of the Health Department Transition (effective 7/1/13)
 The largest hiring departments included: 114 in Park & Rec, 91 in Department of Social
Services, 78 in the Health Dept. and 61 in the Sheriff’s Office
o 188 were hired into temporary/seasonal staff, with the majority being Park & Rec. positions
County Turnover
Total Turnover
7.5%
Voluntary
0.0%
9.4%
5.2%
4.2%
6.2%
2.0%
Retirement
Involuntary
8.7%
2.0%
2.2%
1.5%
1.0%
1.0%
1.2%
2.0%
3.0%
4.0%
FY12
FY13
5.0%
6.0%
7.0%
8.0%
9.0%
10.0%
FY14
(Turnover data excludes the Library)
Context for Key Performance Indicators

Turnover data excludes instances when County employees transfer to work for a different department
and MeckLINK staff.
Mecklenburg County – Internal Audit
August 2014
Monthly Report
Department Overview
Major department initiatives:
• Presented FY2015 Risk Assessment Results and Audit Plan to Audit Review Committee
• Updated FY2015 Fraud Awareness Training for County employees (January 2015 training date)
• Collaborating with MeckEdu, Public Information, and County Legal to create an annual countywide employee
ethics training module (January 2015 expected training date)
• Publishing monthly internal control tips to enhance employee awareness of various internal control activities
• Director serving as chairperson and audit manager serving as member of subcommittee for the Enterprise Risk
Management (ERM) Committee to make recommendations and develop procedures for a more vigorous risk
management process
• Updated the Investigation Protocol for clarity and to reflect changes in the Report Line name (now Fraud Hotline)
Key Performance Indicators
1. August 2014 Audit Hours by Risk Level & Department
FY15 Risk
Ranking
Department
High
FIN
High
HLT
High
DSS
Medium OTC
Medium OTA
Medium SHF
Medium PRK
Medium CSS
Low
REG
Low
BSSA-IT
Low
HR
Low
PSO
Low
ELE
Low
MED
N/A
IT Support
Assurance Sub-total
N/A
Investigation
N/A
CA/CM
N/A
Consulting
Total
August
Hours
0
112
111
0
0
0
0
0
0
135
15
0
315
0
27
715
0
1
0
716
% of
Total
YTD
Hours
0%
16%
16%
0%
0%
0%
0%
0%
0%
19%
2%
0%
44%
0%
4%
69%
0%
0%
0%
69%
0
214
190
0
8
0
21
0
0
272
48
0
669
0
47
1468
54
20
0
1542
2. Report Line Activity
% of
Total
Report Line
Category
August
YTD
0%
Reports
Fraud
0
0
14%
Received
Non-Fraud
1
1
18%
Fraud
0
0
0% Open
0%
Non-Fraud
1
1
0% Close-Unsub
Fraud
0
0
1%
Non-Fraud
0
0
0%
Close-Sub
Fraud
0
0
0%
Non-Fraud
0
0
12%
3% Close-Unsub: Allegation was investigated and
0% unconfirmed
44% Close-Sub: Allegation was investigated and
0% confirmed
3% 3. New Investigations: None
95% 4. Productivity:
Productivity*
4%
Var.
Var.
1%
Target
Aug.
YTD
Aug.
YTD
0%
100% Direct
68%
70%
70%
2%
2%
Indirect
32%
30%
30%
-2%
*Net of benefit time
Context for Key Performance Indicators
*BSSA FY2015 was a collective risk assessment and resulting risk ranking; individual departments were not
separately assessed and ranked.
-2%
Mecklenburg County – Land Use and Environmental Services Agency
August 2014
Monthly Report
Department Overview
Land Use and Environmental Services Agency (LUESA) continues to see an increase in customer numbers and
is continuously working to meet customer demand. Gartner, Inc has initiated the Code Enforcement Review
project and has conducted staff interviews. The project is on schedule and Gartner is working on
completing the audit by the end of the calendar year. LUESA has installed digital signage monitors within
the Hal Marshall building to disseminate educational and applicable information to both staff and the
visiting public. The digital signage project was completed in July and the signage was activated in August.
Key Performance Indicators
Air Quality
• In August, there were 30 National Emission Standards for Hazardous Air Pollutants (NESHAP)
•
notifications received and reviewed. (2014 Monthly Average: 40)
In August, there were 531 active operating permits for sources of air pollution in Mecklenburg County.
(2014 Monthly Average: 529)
Code Enforcement
• Inspection Response Times (July):
July Inspection Response Times (from scheduled time of inspection)
% Performed Within 3 Days of Request
July
FY14
99.3%
99.8%
24,513
235,250
•
Average Response in Days
July
FY14
1.35
1.4
24,967
238,068
Plan Review (July):
o
203 commercial projects (medium- and large-sized) were reviewed for the first time. Of these
projects, 90.4% were reviewed at or before the scheduled review time. For the Building, Electrical,
Mechanical, and Plumbing (BEMP) trades that are under Code Enforcement’s direct control, 96%
were reviewed at or before the scheduled review time.
Note: The plan review process includes: LUESA Code Enforcement, Land Development, Air Quality, and Environmental Health; County GIS
Addressing; Charlotte-Mecklenburg Utilities Department; City of Charlotte Land Development and Engineering, Urban Forestry, and Zoning
Departments; City of Charlotte Planning Commission and Zoning Historic Commission; Town Planning Departments; Town, County, and StateFire
Marshal’s Offices; State Departments of Insurance, Public Instruction, Facility Services, Child Day Cares, and Environment and Natural Resources.
Mecklenburg County – Land Use and Environmental Services Agency
August 2014
Wait Times (in days) to Schedule Commercial Plan Review
Medium and Large Projects
Building Trade
Electrical Trade
Mechanical/Plumbing Trade
July
FY14
July
FY14
July
FY14
7
6.54
9.5
5.83
5.5
10.8
Small Projects
Building Trade
Electrical Trade
Mechanical/Plumbing Trade
July
FY14
July
FY14
July
FY14
3
3
6
3.33
5
5.17
Express Review (premium service)
Small Projects - All Trades
Large Projects - All Trades
July
FY14
July
FY14
10
8.4
16
10.75
o Contractor ready permit applications (projects under 10,000 square feet) turnaround times
(from time permit application received):
• Building, Electrical, Mechanical and Plumbing trades at 5 work days
• All other trades at 1 work day
Solid Waste
Measure
# of customers received at the four full service recycling centers.
Measure
Recycling tons processed at Metrolina facility
(includes private haulers)
August
42,381
July
YTD
84,916
YTD
Change over prior FY
3.4%
Change over prior FY
6,644
6,644
-8.0%
Water & Land Resources
• In August, 35 land development plans were reviewed.
• 100% of submitted plans were reviewed within 21 calendar days
(the balanced scorecard target is 85% reviews completed within 21 calendar days).
Land Development - Plan Review Activity
Plan Review Activity
Linear (Plan Review Activity)
Aug-14
Jul-14
Jun-14
May-14
Apr-14
Mar-14
Feb-14
Jan-14
Dec-13
Oct-13
Nov-13
Sep-13
Aug-13
Jul-13
Jun-13
May-13
Apr-13
Mar-13
Feb-13
Jan-13
Dec-12
Nov-12
Oct-12
Sep-12
Aug-12
Jul-12
Jun-12
May-12
70
60
50
40
30
20
10
0
Mecklenburg County – Medical Examiners Office
August 2014
Monthly Report
Department Overview
Recruitment for Pathologist:
• Recruitment continues for the vacant Forensic Pathologist/Medical Examiner position. Several
applicants have interviewed in the past months, but none had the qualifications and attributes that
were required for this position. A more aggressive search approach is being spearheaded by Human
Resources to bring a higher level of competency into the selection pool.
MED Hosts Public Defenders:
•
The MED hosted the local area Public Defenders for a presentation, discussion, and tour of the ME
office. This afforded an opportunity to foster better understanding of the ME system and the Mecklenburg
County ME Office, as well as demonstrated a willingness to assist both the District Attorneys and the Public
Defenders in understanding of the specifics related to criminal cases under the jurisdiction of the ME
system/office.
Contract Finalized between MED and OCME/ State
•
The contract for FY2014-15 between MED and OCME/State has been finalized. MED will continue to serve as
a regional forensic center under a fee for service contract.
Key Performance Indicators
August Totals
200
167
150
Mecklenburg Autopsies
Regional Autopsies
100
Death Investigations
63
50
20
External Exams
20
0
Context for Key Performance Indicators
Six Month Overview
200
150
100
50
0
Feb 14
Mar 14
Mecklenburg Autopsies
Apr 14
Regional Autopsies
May 14
Jun 14
Death Investigations
Jul 14
External Exams
Mecklenburg County – Mecklenburg EMS Agency (Medic)
August 2014
Monthly Report
Department Overview
County Swim/CPR Education Initiative
From the early summer months of 2014 (May 1-July 1), Medic experienced over a 200% increase in the number of
drowning response calls compared to the same time period the previous year; most of these calls were for pediatric
patients. In response, the Agency’s Community Relations team has collaborated with the Mecklenburg County Park &
Recreation team to develop a coordinated program that now offers free CPR training to parents with children
participating in the County’s free swim lessons program. The initiative launched August 9.
Medic Night of Honor
On September 2 & 3, the Agency held its annual employee recognition event. The evening honored the 580 years of
active service from Medic’s men and women, not including this year’s retirees. The highlight of the event is the
celebration of the responding crews that helped give 282 Sudden Cardiac Arrest patients an opportunity to return to
their family and friends in 2013 by establishing Return of Spontaneous Circulation (ROSC).
Agency Project Update
Medic is currently engaged in two projects designed to help strengthen the foundation of the Agency’s work and
support strategic planning.
Purpose Project: Upon review of Medic’s current purpose statement during the 2014 planning process, it was
determined improvement was necessary to better articulate and focus Medic’s purpose. The development of a
purpose statement that is relevant and clear to our employees, patients, and partners and is utilized in the planning
process for next fiscal year (2014-15) is the goal. The work also involves engagement from all stakeholder groups and
is slated for completion mid-September.
Funding Project: With a focus on sustainability and acknowledgment of a changing healthcare landscape, this
project was initiated to evaluate strategies, then select and present a sustainable funding model to Mecklenburg
County partners by the end of October 2014 in an effort to implement the selected funding model for FY ‘16. This
work also engages our healthcare system partners and other relevant stakeholders.
Context for Key Performance Indicators
•
•
•
•
•
The following data are presented in control charts with each dot representing a monthly average, count
or proportion. The middle green line is the average performance for the displayed periods while the top
and bottom red lines are the upper and lower control limits.
Response time compliance performance goal is 90%.
Cardiac arrest survival is measured for patients that meet a nationally standardized case definition.
Patient satisfaction is determined using a random telephone survey of up to 200 transported patients
per month and presents the proportion which rated their overall quality of care as excellent.
County cost per transport is based off of the total number of transports in a month divided by the
monthly subsidy provided to Medic.
Mecklenburg County – Mecklenburg EMS Agency (Medic)
August 2014
Key Performance Indicators
Response Time Compliance
Patient Satisfaction: Excellent Rated Overall Quality of Care
0.985
0.85
1
UCL=0.8196
0.80
0.975
0.75
_
P=0.97068
0.970
Proportion
Proportion
UCL=0.98241
0.980
2
0.965
_
P=0.7053
0.70
0.65
2
0.960
0.60
LCL=0.95895
8 -12 10-12 12-12 2 -13 4 -13 6 -13 8 -13 10-13 12-13 2 -14
4-14
8-14
6-14
LCL=0.5909
8 -12 10-12 12-12 2 -13 4 -13 6 -13 8 -13 10-13 12-13 2 -14 4-14
6-14
8-14
Data through 9/4/14
County Cost Per Transport FY13-FY14
Monthly 911 Incident Count
160
1
9000
UCL=154.89
UCL=8958
8500
140
_
X=136.81
130
120
Incident Count
Cost Per Transport
150
10-12
1 -13
4 -13
7 -13
10-13
1 -14
4 -14
_
X=7878
7500
7000
LCL=118.74
7 -12
8000
LCL=6799
7-14
Month
8 -12 10-12 12-12 2 -13 4 -13 6 -13 8 -13 10-13 12-13 2 -14 4-14
Monthly Non-Emergency Incident Count
8-14
Cardiac Arrest: Survival
1500
1.0
UCL=1474.9
UCL=0.948
0.8
_
X=1297.7
1300
Proportion
1400
Incident Count
6-14
0.6
_
P=0.474
0.4
0.2
1200
LCL=1120.5
1100
LCL=0.001
0.0
7-12
8 -12 10-12 12-12 2 -13 4 -13 6 -13 8 -13 10-13 12-13 2 -14 4-14 6-14
8-14
9-12 11-12 1-13
Data through 9/4/14
3-13
5-13
7-13
9-13 11-13 1-14
3-14
5-14
7-14
Mecklenburg County – Office of the Tax Collector
August 2014
Monthly Report
Department Overview
The Office of the Tax Collector (OTC) completed Fiscal Year 2014 with the highest collection percentages
achieved in the past 19 years. As indicated on the annual settlement, a collection percentage of 99.54% was
achieved for real estate and personal property taxes and 93.50% for registered motor vehicle taxes. The
OTC is currently focused on collecting prior year ad valorem tax and current year gross receipt tax
delinquencies.
The OTC mailed 387,919 real estate and personal property bills on August 25, 2014. These bills were due on
September 1, 2014 and payable without interest through January 5, 2015. The key performance indicators
and contextual information provided in this report reflect collection activity to date in fiscal year 2015.
Collections will increase significantly over the next five months as payments are processed for the taxes
billed in August.
Key Performance Indicators
The collections indicators through August 2014 for Mecklenburg County taxes are the following:

Current Year Real Estate/Personal Property Tax Collection Rate:
0.14%

Current Year Registered Motor Vehicle Tax Collection Rate:
45.21%

Current Year Privilege License Tax Collection Rate:
63.05%

Prior Year Real Estate/Personal Property Tax Collection Rate:
6.07%*

Prior Year Registered Motor Vehicle Tax Collection Rate:
6.49%*
*The prior year collection rates reflect the percentage of the total due for all prior years that has been
collected in FY 2015.
Context for Key Performance Indicators

The OTC has collected $1,302,637.49 in real estate, personal property, and registered motor vehicle
taxes for the current year county net levy with $852,448,059.21 remaining to collect.

For the prior year county net levy, $3,525,627.06 has been collected in FY 2015.

The grand total of collections in FY 2015 for all years and all jurisdictions is $6,710,713.16 through
August 26, 2014.

The OTC has collected 88.27% of all Mecklenburg County taxes levied since September 1, 2005. This
amounts to $7,636,185,661.28 collected and $895,486,349.33 uncollected.
Mecklenburg County – Park & Recreation
August 2014
Monthly Report
Department Overview








Directly served over 1.2 MILLION visitors, special event attendees, and program participants in August.
And, this does not include greenway users or daily walk-in park users at venues such as Romare
Bearden.*
Concluded a full summer of 50 different weekly day camps. These low cost, high quality camps provided
healthy and educational opportunities for over 4,000 youth.
Every Child Can Swim (Free Swim Lesson) Program: The goal is simple – every child between the ages of
3-12 knows how to swim by 5th grade. Between the months of May - August 6,000+ lessons
completed! Featured in National Recreation & Park Magazine, WBTV, My Fox News, and talk radio WBT
1110 AM.
500 teams and 12,000 players and spectators participated in the Dick’s Sporting Goods Youth
Invitational Soccer Tourney on August 16-17 & 23-24 at the Sportsplex, Elon, Flat Branch, & Davie
Parks. Persons traveled from NC, SC, GA, FL, TN, VA and London, England.
Providence Invitational Cross Country Meet at McAlpine Creek Park attracted 65 high and middle
schools from NC and SC. Runners & spectators totaled 4,300.
Grady Cole Center & Memorial Stadium: Over 13,600 spectators attended events in the month of
August including professional lacrosse, roller derby, high school football and band competitions.
Youth Sports League: 450 children registered in August for the fall Youth Soccer & Flag Football
Leagues.
The department moved forward with transition plans to merge the Senior Centers Inc. three centers,
staff, and operations into the Park and Recreation Department.
Key Performance Indicators
In August, the department received 2,002 customer satisfaction surveys related to facilities and programs
with an overall 94% satisfaction rate.
The department offered 642 recreation, education, nature-based, and therapeutic programs for 12,732
participants in August. Athletics & Aquatics hosted another 770 programs and special events for 95,600
participants and spectators. Romare Bearden events attracted 9,300, and the Hummingbird Festival at
Reedy Creek attracted 1,267 spectators.
Community & Regional Park Visitation @ 20 parks = 992,578 (# of cars*2.3 persons.
Does not include Greenways)
Nature Preserves Visitation @ 5 of 20 nature preserves = 81,121 (# of cars*2.3 persons.)
Nature Centers Visitation = 9,296 (three centers)
Recreation Centers Visitation = 70,108 (eighteen centers)
Rounds of Golf = 12,300 (five courses)
July Volunteerism = 31 volunteers / 450 hours / value of $9,963
Context for Key Performance Indicators
*Total users far exceeded 1.2 million in August, as currently the department does not have the means to
track or measure daily Greenway usage or walk-in usage for venues such as Romare Bearden Park.
Mecklenburg County – Public Information
August 2014
MonthlyReport
Department Overview
Major department initiatives in August 2014:
• Ebola Outbreak: PI coordinated with Department of Health and Human Service’s Division of Public Health,
the Mecklenburg County Health Department and SIM USA to share information with returning
missionaries, staff and their families from West African countries affected by the Ebola outbreak.
• Proposed Smoking Ordinance Awareness: On August 11, residents attended a community forum on
proposed ordinances to make all Mecklenburg County and municipal government grounds smoke-free, and
the County park system tobacco-free. Residents unable to attend the community forum were asked to join
the conversation online via the County website or during pop-up forums scheduled throughout the
community in August.
• Web Redesign update: The contract with BrightStarr (design firm) to redesign the website was approved
on June 30, and the design phase of the new website is underway. BrightStarr representatives held
workshops with County web-masters and content contributors throughout the month.
• Twitter #meckbocc: PI Webmasters have added a live Twitter hashtag #meckbocc “feed” that will stream
alongside the live BOCC meetings broadcast online. This new feature debuted during the BOCC meeting on
Sept. 2, 2014.
• Mecklenburg County’s online photo-sharing site continues to be the focus of many interested viewers. In
August, the County’s Flickr site passed one million total views. There are about 8,000 photos to view.
• County Facebook Enhancement: PI produced short videos for the County Facebook page to promote the
proposed smoking ordinance, recycling program, the Hummingbird Festival, and the Bearden Birthday Bash.
The videos received nearly 6,000 views by Facebook users in August.
KeyMonthlyPerformanceIndicators
Department Unit
Direct Communications
Measure
Twitter, Facebook followers
WebServices
MCNC UniqueVisitors
Monthly Performance
16,716Twitter followers
1,894Facebook likes
253,235
Direct Communications
Numberof GovDeliverysubscribers (Board Bulletin)
1,626
CitizenInvolvementEvents
Unique CitizenInvolvement Events
6
CitizensEngaged
Number ofcitizenparticipants
10,143
Context for Key Monthly Performance Indicators
• PI measures Twitter and Facebook followers as a measure of how many residents are actively engaged in PI’s
social media presence.
• Pi tracks visits to MecklenburgCountyNC.gov; unique page visits are a measure of how many residents
visit our main website.
• Direct Communications tracks how many residents, employees, elected officials and other stakeholders
have subscribed to the Board Bulletin newsletter.
• Citizen Involvement indices gauge the number of citizens who attend CI events. It does not include BOCC
meetings and hearings.
• Other monthly measurements are under development.
Mecklenburg County – Provided Services Organization
August 2014
Monthly Report
Department Overview
CHILDREN’S DEVELOPMENTAL SERVICES AGENCY - CDSA staff help children from birth to age 3 who are at risk
due to developmental problems.
• Referrals – 154 children, Enrollment – 1149 children
• The first cohort graduated from the “Coaching as an Interaction Style” training. A combination of staff from CSDA
and others totaling 12 received designation as Master Coaches in Early Childhood Intervention, an evidence based practice.
TRAUMA & JUSTICE PARTNERSHIPS - TJP staff coordinate with criminal justice partners to intervene and reduce
the effects of violent and traumatic events, ultimately reducing cost by diversion to treatment rather than jail.
• Child Development – Community Policing (CD-CP) received referrals for 286 families in August for acute trauma
intervention; 97% of those referred in May received a trauma specific intervention.
SUBSTANCE ABUSE SERVICES - SAS staff treat adults with substance abuse and co-occurring mental health disorders.
• Substance Abuse Services Center admitted 281 to Detoxification and 35 to Residential Treatment.
• Jail Central Program screened 137 consumers and admitted 75 in Primary Care Treatment.
• Men’s and Women’s Homeless Shelter Programs admitted 16 for Substance Abuse Treatment.
• Carolina Alcohol & Drug Resources (CADRE) program admitted 6 new consumers with HIV/AIDS for substance
abuse treatment. Currently there are a total of 62 consumers enrolled in the program.
Key Performance Indicators
# Consumers Treated in Substance
Abuse Services
600
1150
CDSA Monthly Enrollment
1100
400
1050
200
0
Jly Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
FY13
FY14
1000
Jly Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
FY13
FY14
Context for Key Performance Indicators
• Substance Abuse Services consumers admitted for treatment during the month is shown in Graph A.
• Children’s Developmental Servicesconsumers enrolled month to month is shown in Graph B.
• Unless otherwise noted, department data lags by one monthdue to event close-out requirements and availability
of data from the State of NC. Websitecharmeck.org/Mecklenburg/County/PSO.
Mecklenburg County – Register of Deeds
August2014
Monthly Report
Department Overview
•
•
•
The Office of Register of Deeds has installed digital signage, and content is being tested.
Register of Deeds has begun a preservation project, which entails archival preservation of several record
volumes, scanning volumes to replace older microfilm and digital images, and enhancing the records
available on the website (http://meckrodindex.com). Vendors have submitted scan samples, and staff is
logging the size and type of each volume to be scanned.
Register of Deeds has closed out FY2014 and reported annual performance measures to the Office of
Management & Budget.
Key Performance Indicators
Indicator
Total Real Estate Documents Filed
Deeds Filed
Deeds Trust / Mortgages Filed
Maps / Map Revisions Filed
Condominium Docs Filed
Foreclosure Notice Filed
Sub. Trustee Docs Filed
Index, % docs indexed in 24 hours
Total Receipt Count/Transactions
August
13,310
2,646
3,172
41
1
169
333
100%
10,629
July
14,080
2,721
3,277
59
0
183
280*
98.15%
10,777
Change
-5.47%
-2.76%
-3.20%
-30.51%
+1
-7.65%
18.93%
1.88%
-1.37%
*Lowest number since 2001
Context for Key Performance Indicators
•
•
Number of foreclosure filings was down compared to last month. Overall, foreclosures have been declining.
Documents that indicate new foreclosures – “Substitution of Trustee”- were 280 for July 2014, the lowest
level since December 2001. There were only 169 Foreclosure Notices filed in August, the lowest number
since December 2006. Volume was slightly lower in August than in July.
Revenue for August was $1,436,000 compared to $1,079,000 for July primary due to several large excise tax
receipts.
Mecklenburg County – Sheriff’s Office
August 2014
Monthly Report
Agency Overview
•
The Mecklenburg County Sheriff’s Office (MCSO) Arrest Processing Center (APC) continues to process
arrestees in a professional and efficient manner. An analysis was recently conducted examining various
arrest processing times in the APC. Processing times have decreased significantly by approximately 3.5 hours
since the 2012-2013 renovations of the APC. The newly renovated APC provides more efficient space to
process inmates through the various stages of arrest processing. MCSO is proud of this decrease in median
processing time and thanks the deputies and other MCSO staff who facilitate this process 24 hours a day.
•
MCSO has completed implementation of the new Request Manager Application (RMA) across the agency. All
inmate requests and grievances are now being made via electronic kiosks located within each housing unit.
MCSO staff and contractors have successfully responded to approximately 52,000 inmate requests within the
first 3 months since RMAs implementation. Eliminating the paper process will significantly decrease the
amount of paper MCSO uses and provides staff with a tool to respond to inmate requests more efficiently.
Key Performance Indicators (July)*
MCSO Court Security
• Number of contraband items recovered: 1,015
Detention
• Average daily population: 1,657
• Number of inmates booked: 3,445
Filed Operations/Civil Process
• Number of civil papers served: 6,339
Registration
• Number of hand gun purchase permit applications processed: 1,576
Inmate Programs
• Number of inmate program class participations: 630
Context for Key Performance Indicators
•
* July data was reported for the Key Performance Indicators. In order to provide accurate data
within the deadline for the report, one month lag time will be used.
Mecklenburg County – Social Services
August 2014
Monthly Report
Department Overview
•
The Department of Social Services (DSS) has been recognized by the State of North Carolina as a leader in the
effort to reduce Medical Assistance application backlogs. Backlogs increased significantly across the nation
following implementation of the Affordable Care Act. North Carolina subsequently issued an August 31
deadline to reduce the majority of the state’s backlog. Through the use of overtime and a dedicated staff, the
Economic Services division met the deadline. During this effort, staff processed over 36,000 applications and
48,000 redetermination reviews, enabling Mecklenburg County residents to receive much needed
services. DSS has hosted a number of county and state leaders to share the best practices.
•
Services for Adults continue to receive positive feedback for its work. Via its FY14 customer satisfaction
survey:
94 percent of home-delivered meal program participants indicated they were less hungry because of the
program. Similarly, 94 percent of respondents stated the program helped them remain in their homes. The
Senior Citizens Nutrition Program delivered 135,503 meals to 2,485 individuals in FY14.
•
In September and October, YFS will conduct meetings with community partners as a critical part of the
implementation of the Reaching for Excellence and Accountability in Practice (REAP) Continuous Quality
Improvement (CQI) Model.The REAP Initiative is designed to support improved outcomes for children involved
in child welfare cases by educating community partners about DSS/YFS and the four-step CQI model.The
model engages and motivates participants to self-evaluate and monitor outcomes for children and families on
an ongoing basis.
Key Performance Indicators
July
2014
12-Month
Average
July
2013
213,454
203,631
196,238
132,135
123,131
117,339
77,773
76,505
74,519
3,546
3,995
4,380
36,060
32,669
33,113
32,095
28,222
28,278
Just 1 Call
2,832
3,254
3,650
Child Protective Services Hotline
1,133
1,193
1,185
879
909
918
Child
789
831
825
Adult
90
78
93
Indicator
# of Public Assistance Cases
Medicaid Cases
Food and Nutrition Services Cases
Work First Cases
# of Calls Answered by DSS Call Centers
Benefit (ESD) Call Center
# of Protective Service Calls Accepted for Service
Mecklenburg County – Social Services
August 2014
Key Performance Indicators (cont’d)
Indicator
July
2014
12-Month
Average
July
2013
# of Individuals under County Responsibility
1,042
990
936
Children in Custody
741
704
649
Adult (Guardianship)
301
286
287
6,460
6,163
6,043
# of Intervention Services for At-Risk Customers
Transportation
3,607
3,398
3,508
Adult In-Home Aide Customers Served
674
387
350
Adult Day Care Customers Served
270
174
153
Homebound Customers Who Receive Meals
540
650
597
1,074
1,234
1,124
295
320
311
# of Completed Fraud Investigations
271
180
162
Completed Investigations
271
180
162
# of Individuals on Waiting List
Pending
5,433
4,903
Child Care Wait List (CCRI)
4,367
4,702
4,264
Congregate Customers Who Receive Meals
Family In-Home Services
Homebound Nutrition
Pending
64
N/A
In-Home Aide Waiting List
674
546
440
Adult Day Care Waiting List
270
222
199
Pending
Pending
2,169
Crisis Assistance Ministry
210
3,199
79
Crisis Intervention Program
846
465
872
Low Income Energy Assistance Program (LIEAP)
N/A
911
NA
Pending
Pending
1,218
# Emergency Assistance Referrals
Food
Context for Key Performance Indicators
•
Department data runs on a one month lag. Performance data recorded in this report is for July 2014.
•
On July 1, the Community Resource Division launched a new management information system (Core). The division is
assessing the accuracy of August food referral data.