COBI 2014 - Administration

Compendium of Budget Information for the 2014 General Session

Business, Economic Development, and Labor
Appropriations Subcommittee

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Agency: Heritage and Arts

Line Item: Administration

Function

The Administration Program provides Department divisions with professional support and administrative services. Administration includes: governance, finance, budgeting, research, planning, auditing, communication and digitization functions.

Intent Language

Under Section 63J-1-603 of the Utah Code, the Legislature intends that any remaining amount of the $254,100 ongoing General Funds and $30,000 Dedicated Credits provide by item 66, Chapter 417 Laws of Utah 2012 for the Department of Community and Culture (Heritage and Arts) - Multicultural Commission not lapse at the close of Fiscal Year 2013

Under Section 63J-1-603 of the Utah Code, the Legislature intends that up to $537,800 of any remaining amount of the $2,861,600 ongoing General Fund appropriation provided by Item 1, Chapter 10, Laws of Utah 2012 for the Department of Community and Culture (Heritage and Arts) - Administration not lapse at the close of Fiscal Year 2013. These funds will be used for digitization projects and maintenance.

Under Section 63J-1-603 of the Utah Code, the Legislature intends that up to $116,900 of any remaining amount of the $2,861,600 ongoing General Fund appropriation provided by Item 1, Chapter 10, Laws of Utah 2012 for the Department of Community and Culture (Heritage and Arts) - Administration not lapse at the close of Fiscal Year 2013. These funds will be used for application development payments to DTS.

Performance

Heritage and Arts Administration uses the following performance measures: site records digitized, digitization per unit cost, and volunteer hours provided through national service contracts.

Funding Detail

Operational funding for the Administration Program is appropriated from the General Fund and dedicated credits from fee revenue.

Sources of Finance (click linked fund name for more info)
General Fund
General Fund, One-time
Federal Funds
American Recovery and Reinvestment Act
Dedicated Credits Revenue
Beginning Nonlapsing
Closing Nonlapsing
Lapsing Balance
Total

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
$4,238,600	$3,895,200	$3,265,300	$2,960,600	$3,620,200	$0	$3,620,200	$67,800	$3,688,000
($219,400)	$0	$0	$738,000	$25,000	$4,800	$29,800	($18,500)	$11,300
$1,840,700	$3,566,900	$3,716,200	$1,824,200	$3,287,500	($70,500)	$3,217,000	$1,118,500	$4,335,500
$589,900	$0	$0	$0	$0	$0	$0	$0	$0
$81,700	$76,800	$37,400	$44,900	$307,000	($120,500)	$186,500	$0	$186,500
$2,048,800	$760,200	$608,700	$735,500	$0	$756,100	$756,100	($756,100)	$0
($760,200)	($608,700)	($735,500)	($756,100)	$0	$0	$0	$0	$0
($2,100)	($116,300)	($196,100)	($389,000)	$0	$0	$0	$0	$0
$7,818,000	$7,574,100	$6,696,000	$5,158,100	$7,239,700	$569,900	$7,809,600	$411,700	$8,221,300

Programs: (click linked program name to drill-down)
Executive Director's Office
Information Technology
Administrative Services
Utah Multicultural Affairs Office
Commission on Service and Volunteerism
Total

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
$639,600	$591,600	$636,300	$473,800	$522,900	$1,000	$523,900	$6,500	$530,400
$2,599,800	$883,900	$916,500	$818,900	$1,055,700	$263,100	$1,318,800	($227,000)	$1,091,800
$1,194,500	$1,646,500	$1,072,600	$1,617,400	$1,660,200	$394,600	$2,054,800	($394,500)	$1,660,300
$721,300	$720,700	$169,200	$255,500	$292,800	$101,700	$394,500	($97,000)	$297,500
$2,662,800	$3,731,400	$3,901,400	$1,992,500	$3,708,100	($190,500)	$3,517,600	$1,123,700	$4,641,300
$7,818,000	$7,574,100	$6,696,000	$5,158,100	$7,239,700	$569,900	$7,809,600	$411,700	$8,221,300

Categories of Expenditure (mouse-over category name for definition)
Personnel Services
In-state Travel
Out-of-state Travel
Current Expense
DP Current Expense
DP Capital Outlay
Other Charges/Pass Thru
Total

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
$1,841,600	$1,621,400	$1,199,700	$1,733,300	$1,996,400	$36,900	$2,033,300	$82,900	$2,116,200
$8,000	$4,200	$6,300	$4,400	$17,000	($6,100)	$10,900	$0	$10,900
$20,600	$22,200	$15,300	$20,400	$14,000	$7,300	$21,300	$0	$21,300
$2,117,100	$1,356,700	$1,164,600	$865,000	$791,900	$204,800	$996,700	($447,800)	$548,900
$1,680,100	$1,308,500	$995,800	$785,800	$1,194,800	$463,400	$1,658,200	($337,000)	$1,321,200
$0	$80,600	$58,500	$182,800	$55,000	$5,000	$60,000	$0	$60,000
$2,150,600	$3,180,500	$3,255,800	$1,566,400	$3,170,600	($141,400)	$3,029,200	$1,113,600	$4,142,800
$7,818,000	$7,574,100	$6,696,000	$5,158,100	$7,239,700	$569,900	$7,809,600	$411,700	$8,221,300

Other Indicators
Budgeted FTE
Actual FTE
Vehicles

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
25.8	24.7	15.0	16.0	15.0	6.3	21.3	(6.3)	15.0
21.3	24.7	13.7	15.2	0.0	0.0	0.0	0.0	0.0
4	4	0	1	1	0	1	0	1

Subcommittee Table of Contents

Program: Executive Director's Office

Function

The Executive Director and staff lead and coordinate the Department's work with the Governor and other state agencies. The Executive Section coordinates the efforts of the various divisions of the Department in communicating established goals.

The Internal Auditor, who works directly for the Executive Director, is also part of this section. The Internal Auditor ensures effectiveness of controls and reliability of data. The Auditor also evaluates department adherence to plans, policies, procedures and laws, and coordinates with outside auditors conducting audits of divisions.

Responsibility for the Administration division is divided between the Executive Director and the Deputy Director. They are responsible for governance, policy, communications, operations, strategic planning, enterprise project oversight, digitization and administration.

Funding Detail

A five year history of program funding is presented in the following table.

Sources of Finance (click linked fund name for more info)
General Fund
General Fund, One-time
Beginning Nonlapsing
Closing Nonlapsing
Lapsing Balance
Total

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
$685,400	$689,200	$680,600	$519,800	$522,900	$0	$522,900	$5,500	$528,400
($3,700)	$0	$0	$0	$0	$1,000	$1,000	$1,000	$2,000
$0	$40,000	$97,400	$0	$0	$0	$0	$0	$0
($40,000)	($97,400)	$0	$0	$0	$0	$0	$0	$0
($2,100)	($40,200)	($141,700)	($46,000)	$0	$0	$0	$0	$0
$639,600	$591,600	$636,300	$473,800	$522,900	$1,000	$523,900	$6,500	$530,400

Categories of Expenditure (mouse-over category name for definition)
Personnel Services
In-state Travel
Out-of-state Travel
Current Expense
DP Current Expense
DP Capital Outlay
Total

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
$472,300	$261,600	$428,400	$444,600	$505,500	($22,600)	$482,900	$12,300	$495,200
$2,100	$600	$200	$1,000	$2,000	($600)	$1,400	$0	$1,400
$0	$400	$0	$2,500	$3,000	$300	$3,300	$0	$3,300
$164,100	$327,900	$202,800	$18,900	$7,500	$21,900	$29,400	($5,800)	$23,600
$1,100	$1,100	$0	$6,800	$4,900	$2,000	$6,900	$0	$6,900
$0	$0	$4,900	$0	$0	$0	$0	$0	$0
$639,600	$591,600	$636,300	$473,800	$522,900	$1,000	$523,900	$6,500	$530,400

Other Indicators
Budgeted FTE
Actual FTE

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
6.3	6.0	5.0	6.0	4.0	0.0	4.0	0.0	4.0
6.5	6.0	4.6	3.5	0.0	0.0	0.0	0.0	0.0

Subcommittee Table of Contents

Program: Information Technology

Function

The Information Technology section is responsible for information technology systems and programs within the Department. The section is divided into two functions, operations and e-solutions. Resources provided to the Department include: network services; application and web development, design and delivery; internet and web services; and customer desktop support.

Responsibilities include: maintenance and support of all computer room backend services, LAN and WAN connectivity; web services and delivery; database support and maintenance; application development; and support and email services.

The Department has developed a multi-year plan to digitize a prioritized list of collections, documents, grant management databases and enterprise-level data optimization to make resources available to the public in a more efficient and accessible manner.

Funding Detail

Funding for Information Technology is appropriated from the General Fund. Funds are used to support DTS staff and data processing costs.

Sources of Finance (click linked fund name for more info)
General Fund
General Fund, One-time
Dedicated Credits Revenue
Beginning Nonlapsing
Closing Nonlapsing
Lapsing Balance
Total

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
$1,253,600	$1,023,100	$1,016,600	$961,600	$1,003,700	$0	$1,003,700	$35,400	$1,039,100
($142,100)	$0	$0	$0	$0	$300	$300	$400	$700
$0	$0	$5,900	$8,900	$52,000	$0	$52,000	$0	$52,000
$1,548,800	$60,500	$199,700	$262,800	$0	$262,800	$262,800	($262,800)	$0
($60,500)	($199,700)	($262,800)	($262,800)	$0	$0	$0	$0	$0
$0	$0	($42,900)	($151,600)	$0	$0	$0	$0	$0
$2,599,800	$883,900	$916,500	$818,900	$1,055,700	$263,100	$1,318,800	($227,000)	$1,091,800

Categories of Expenditure (mouse-over category name for definition)
Personnel Services
Current Expense
DP Current Expense
DP Capital Outlay
Total

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
$0	$0	$0	$68,800	$101,600	$8,500	$110,100	$3,200	$113,300
$1,140,400	$88,800	$61,200	$60,000	$88,900	($31,300)	$57,600	($200)	$57,400
$1,459,400	$789,200	$845,600	$657,900	$865,200	$245,900	$1,111,100	($230,000)	$881,100
$0	$5,900	$9,700	$32,200	$0	$40,000	$40,000	$0	$40,000
$2,599,800	$883,900	$916,500	$818,900	$1,055,700	$263,100	$1,318,800	($227,000)	$1,091,800

Other Indicators
Budgeted FTE
Actual FTE

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
0.0	0.0	0.0	0.0	1.0	0.0	1.0	0.0	1.0
0.0	0.0	0.0	0.7	0.0	0.0	0.0	0.0	0.0

Subcommittee Table of Contents

Program: Administrative Services

Function

Administrative Services coordinates and facilitates the business functions of the Department. The Administrative team provides the Department's public relations, budgeting, accounting, and planning services.

The Chief Financial Officer and finance team are responsible for all budgeting and accounting for the Department. The DHA Public Information Officer provides the public relations function for the Department by working closely with the Governor's Office and division directors to ensure the Department maximizes media opportunities.

Funding Detail

A five year history of Administrative Service funding is presented in the following table. Funding is used mainly for staff costs and current expense.

Sources of Finance (click linked fund name for more info)
General Fund
General Fund, One-time
Beginning Nonlapsing
Closing Nonlapsing
Lapsing Balance
Total

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
$1,386,700	$1,303,700	$1,164,400	$1,070,800	$1,635,200	$0	$1,635,200	$18,300	$1,653,500
($37,800)	$0	$0	$738,000	$25,000	$2,700	$27,700	($20,900)	$6,800
$500,000	$654,400	$311,600	$391,900	$0	$391,900	$391,900	($391,900)	$0
($654,400)	($311,600)	($391,900)	($391,900)	$0	$0	$0	$0	$0
$0	$0	($11,500)	($191,400)	$0	$0	$0	$0	$0
$1,194,500	$1,646,500	$1,072,600	$1,617,400	$1,660,200	$394,600	$2,054,800	($394,500)	$1,660,300

Categories of Expenditure (mouse-over category name for definition)
Personnel Services
In-state Travel
Out-of-state Travel
Current Expense
DP Current Expense
DP Capital Outlay
Other Charges/Pass Thru
Total

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
$324,700	$337,000	$303,000	$754,400	$881,100	($13,000)	$868,100	$52,600	$920,700
$0	$300	$0	$400	$2,000	($1,000)	$1,000	$0	$1,000
$1,300	$600	$0	$100	$0	$1,500	$1,500	$0	$1,500
$655,800	$725,000	$590,700	$607,100	$410,300	$230,200	$640,500	($340,100)	$300,400
$210,200	$508,900	$135,000	$104,800	$316,800	$206,900	$523,700	($107,000)	$416,700
$0	$74,700	$43,900	$150,600	$50,000	($30,000)	$20,000	$0	$20,000
$2,500	$0	$0	$0	$0	$0	$0	$0	$0
$1,194,500	$1,646,500	$1,072,600	$1,617,400	$1,660,200	$394,600	$2,054,800	($394,500)	$1,660,300

Other Indicators
Budgeted FTE
Actual FTE
Vehicles

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
4.5	3.3	4.0	3.0	4.0	4.8	8.8	(4.8)	4.0
3.2	3.3	3.1	5.0	0.0	0.0	0.0	0.0	0.0
4	4	0	1	1	0	1	0	1

Subcommittee Table of Contents

Program: Utah Multicultural Affairs Office

Function

Utah Multicultural Affairs and the Utah Multicultural Commission were established by executive order of the Governor in 2012, superseding the Executive Orders 2005/0019, 2005/0020 and any other Executive Order directly referencing the State Office of Ethnic Affairs and/or State Ethnic Advisory Councils. The Multicultural Affairs Office has been restructured with two FTE's

The 2012 Executive Order mandates the following:

Partner with State agencies to assure equity and access to culturally competent programs and services; to discuss policies, practices and procedures; and to make recommendations to ensure proper delivery of State services and resources to the ethnic community;
Partner with State agencies to ensure proper outreach and response to the ethnic community about State government's programs and resources;
Develop a strategic plan to identify needs, goals, and deliverables that will directly impact the most significant needs of the ethnic community; and
Report to the Governor's Office as needed about State government's responsiveness to the ethnic community of Utah and other issues impacting these constituents.

The Multicultural Commission consists of members appointed by the Governor. Members represent State agencies and leadership within the ethnic community. The Lieutenant Governor serves as chair of the Commission with a co-chair, a representative of the ethnic community.

Funding Detail

Funding for the Multicultural Affairs is appropriated from the General Fund and dedicated credit revenues. Dedicated credit revenues for this program are generated by outside contributions that support outreach programs to the multicultural community.

Sources of Finance (click linked fund name for more info)
General Fund
General Fund, One-time
Dedicated Credits Revenue
Beginning Nonlapsing
Closing Nonlapsing
Lapsing Balance
Total

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
$758,900	$725,500	$250,000	$254,100	$258,300	$0	$258,300	$4,000	$262,300
($34,700)	$0	$0	$0	$0	$300	$300	$400	$700
$2,400	$66,000	$0	$22,000	$34,500	$0	$34,500	$0	$34,500
$0	$5,300	$0	$80,800	$0	$101,400	$101,400	($101,400)	$0
($5,300)	$0	($80,800)	($101,400)	$0	$0	$0	$0	$0
$0	($76,100)	$0	$0	$0	$0	$0	$0	$0
$721,300	$720,700	$169,200	$255,500	$292,800	$101,700	$394,500	($97,000)	$297,500

Categories of Expenditure (mouse-over category name for definition)
Personnel Services
In-state Travel
Out-of-state Travel
Current Expense
DP Current Expense
DP Capital Outlay
Other Charges/Pass Thru
Total

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
$676,300	$659,700	$150,000	$179,600	$173,100	$12,600	$185,700	$4,500	$190,200
$1,300	$500	$0	$700	$8,000	($6,500)	$1,500	$0	$1,500
$300	$400	$0	$6,000	$3,000	$4,500	$7,500	$0	$7,500
$40,100	$49,000	$8,000	$67,800	$97,300	$95,500	$192,800	($101,500)	$91,300
$600	$600	$6,200	$900	$6,400	($5,400)	$1,000	$0	$1,000
$0	$0	$0	$0	$5,000	($5,000)	$0	$0	$0
$2,700	$10,500	$5,000	$500	$0	$6,000	$6,000	$0	$6,000
$721,300	$720,700	$169,200	$255,500	$292,800	$101,700	$394,500	($97,000)	$297,500

Other Indicators
Budgeted FTE
Actual FTE

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
10.0	10.0	2.0	2.0	2.0	0.5	2.5	(0.5)	2.0
6.9	10.0	2.0	2.3	0.0	0.0	0.0	0.0	0.0

Subcommittee Table of Contents

Program: Commission on Service and Volunteerism

Function

The Utah Commission on Service and Volunteerism's mission is to mobilize people and resources to deliver creative solutions to community problems. The Commission does this through: (1) promoting service and volunteerism across the state, (2) connecting people with opportunities to serve, (3) building the infrastructure and capacity of community organizations for effective local service, and (4) participating in strategic initiatives that mobilize volunteers to meet local needs.

Statutory Authority

Statutory authority for the Utah Commission on Service and Volunteerism is provided in UCA 9-1-803. The Commission is charged with finding innovative and creative ways to increase volunteerism in the state.

Funding Detail

Funding for the Commission on Service and Volunteerism is mainly federal funds with a small portion attributable to the General Fund and dedicated credits revenue for the required federal match. Dedicated credits from this program come from outside contracts and donations.

Sources of Finance (click linked fund name for more info)
General Fund
General Fund, One-time
Federal Funds
American Recovery and Reinvestment Act
Dedicated Credits Revenue
Total

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
$154,000	$153,700	$153,700	$154,300	$200,100	$0	$200,100	$4,600	$204,700
($1,100)	$0	$0	$0	$0	$500	$500	$600	$1,100
$1,840,700	$3,566,900	$3,716,200	$1,824,200	$3,287,500	($70,500)	$3,217,000	$1,118,500	$4,335,500
$589,900	$0	$0	$0	$0	$0	$0	$0	$0
$79,300	$10,800	$31,500	$14,000	$220,500	($120,500)	$100,000	$0	$100,000
$2,662,800	$3,731,400	$3,901,400	$1,992,500	$3,708,100	($190,500)	$3,517,600	$1,123,700	$4,641,300

Categories of Expenditure (mouse-over category name for definition)
Personnel Services
In-state Travel
Out-of-state Travel
Current Expense
DP Current Expense
Other Charges/Pass Thru
Total

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
$368,300	$363,100	$318,300	$285,900	$335,100	$51,400	$386,500	$10,300	$396,800
$4,600	$2,800	$6,100	$2,300	$5,000	$2,000	$7,000	$0	$7,000
$19,000	$20,800	$15,300	$11,800	$8,000	$1,000	$9,000	$0	$9,000
$116,700	$166,000	$301,900	$111,200	$187,900	($111,500)	$76,400	($200)	$76,200
$8,800	$8,700	$9,000	$15,400	$1,500	$14,000	$15,500	$0	$15,500
$2,145,400	$3,170,000	$3,250,800	$1,565,900	$3,170,600	($147,400)	$3,023,200	$1,113,600	$4,136,800
$2,662,800	$3,731,400	$3,901,400	$1,992,500	$3,708,100	($190,500)	$3,517,600	$1,123,700	$4,641,300

Other Indicators
Budgeted FTE
Actual FTE

2010 Actual	2011 Actual	2012 Actual	2013 Actual	2014 Approp	2014 Change	2014 Revised	2015 Change	2015 Approp
5.0	5.4	4.0	5.0	4.0	1.0	5.0	(1.0)	4.0
4.7	5.4	4.0	3.7	0.0	0.0	0.0	0.0	0.0

Subcommittee Table of Contents

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COBI contains unaudited data as presented to the Legislature by state agencies at the time of publication. For audited financial data see the State of Utah's Comprehensive Annual Financial Reports.