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Home My WebLink About2007 10-29 500 CMWAGENDA CITY COUNCILIMANAGER WORKSHOP Monday, October 29 2007 Council Chambers, City Hall 5:00 p.m. I E. Call to Order Roll Call Approval of agenda New Business 1. Citizen Services Budget 2. IT Budget 3. Finance and Administration Budget Adjournment 0 2008 Budget Presentation October 29th, 2007 Program Summary Information Technology • - • • - - iii• Breakdown Personnel 40% 14% Depreciation S " 0 2"', 5!15 0 $ 2 8 3 3 2 3 -11 331° Contractual - $213'12 13% Commodities 14% Depreciation S " 0 2"', 5!15 0 Information Technology Notable 2007 Projects wireless Campus wide _ .. completed Campus Consolidation of City Sprint/Nextel phones City - signal . .. agreement Network upgrade to Gigabit speeds Printer repair Police mall office online Segmenting Police network Increased remote connectivity options Copier solutions implemented 2008 Initiatives Implementation of NetApp storage solution (2008 CIP) Website redesign Change in Microsoft licensing agreement Server virtualization Internal Instant Messaging implementation Increased IT training Server room security Increase user mobility Memorandum To: Greg Copeland, City Manager From: Bob Mittet, Finance and Administration Manager Date: October 24, 2007 Re: Finance Department Budget Attached is a summary of the budget request for the Finance Department. This budget seeks to hold spending at or below 2007 levels, Key points of the budget are as follows: • Personnel costs are maintained as per contracts. • Commodity costs are maintained at 2007 levels. • Contractual costs are maintained at 2007 levels except for inclusion of additional audit costs that were incurred in 2007 as well but were not originally budgeted for. • Other fees, internal investment management charges are maintained, 2007 In Review Personnel As you are well aware, change summarizes the Finance Department. The following table illustrates just how dramatic this change has been, Name Dan Faust Gayle Baumann Carole Anderson Alana Matheys Judy Tetzlaff Deb Schmidt Connie Kelsey Mary Jackson Title Finance Director Asst Fin Director Accountant , Payroll Accountant Acct Tech Admin Asst A/P Tech AIR Tech Action Retired 1012006 Resigned 112007 no change Retired 2006 Resigned 4/2007 Promoted now Payroll no change Replaced by Bob Mittet 312007 Roger Mehus (temp) 512007 Connie Kelsey Joy Thao (temp) 812007 Karen Formanek 10/2007 Judy Debilzan Considering all of this change, the fact that basic finance department functions have continued is admirable. Payroll, Vendor Payments and Billings have consistently been completed without interruption or error. October 24, 2007 =4 In spite of the staff turnover and considering that a new audit firm was employed, the annual audit should be viewed as a success. It was completed later than normal but the quality of the audit was improved from prior years. This is evidenced by the fact that most audit adjustments were new in that they were not adjustments identified in previous years but for which our staff had not learned lessons from the past. Rather, a critical point lies in the fact that the adjustments that were identified this year had a component relating to previous years that had not been previously identified. This indicates that staff maintained a level of quality and the new auditors did a more thorough job than their predecessors. Cash Management We have now set up separate accounts at the bank to hold the proceeds of each bond issue. When disbursements are made related to the bond issue, funds are transferred to the disbursements account. This is not a replacement for basic fund accounting but supplements that control by keeping the cash physically isolated from General Fund cash. Street Reconstruction The City of Maplewood has taken on an aggressive street reconstruction program. While this is more a function of the Public Works Department, the Finance Department has had a role in recognizing the value to the citizens in these important services and coordinating the financing required to do so. Debt Management The Finance Department coordinated the issuance of two bond issues totaling in excess of $15 million. The City has been the recipient of some very good timing on the sale of bonds. The series 20078 bonds realized a $150,000 savings in interest from the projected costs for the issue. The two issues are at 4.3% and 4.1 % net interest costs. Through two bond issues and reorganization of city staff, the city has maintained its Aa2 Moody's bond rating. i it V Through the combination of unfilled Finance Department positions, offset in part by the use of more expensive temporary employees, the Finance Department has an approximately $19,000 favorable variance from budget to actual. Fq 201 FINANCE ADMINISTRATION 000 -4010 WACESIFULL -TIME EMPLOYEES 118,877 120,305 114,640 63,182 110,959 110,959 000 -4011 OVERTIME PAY 150 0 165 000 -4030 LEAVE BENEFITS 23,256 23,436 18,160 13,617 16,079 16,079 000 -4040 RETIREMENT BENEFITS 20,928 20,652 21,770 16,326 21,072 21,072 0004050 INSURANCE BENEFITS 19,296 22,764 26,670 20,007 29,461 29,461 000-4110 SUPPLIES - OFFICE 3,449 3,283 5,910 2,859 5,910 5,910 000-4120 PROGRAM SUPPLIES 58 47 0 100 0 0 000 -4160 SUPPLIES - EQUIPMENT 2,339 820 2,620 2,112 2620 2,620 000 -4965 SMALL EQUIPMENT 1,140 000 -4170 BOOKS 206 118 220 0 220 220 000 -4310 TELEPHONE 713 502 740 183 740 740 000 -4315 INTERNAL PHONE CHARGES 264 204 80 0 80 80 000 -4330 POSTAGE 2,070 2,243 2,370 1,582 2,370 2,370 000 -4360 PUBLISHING 1,285 0 1,350 0 1,350 1,350 000 -4370 INSURANCE 1,564 2,083 2,670 5,171 2,670 2,670 0004380 SUBSCRIPTIONS & MEMBERSHIPS 388 403 400 955 400 400 000 -4390 TRAVEL &TRAINING 3,594 2,007 2,500 188 2,500 2,500 000-4400 VEHICLE ALLOWANCE 1,543 1,250 1,740 174 1.740 1,740 000 4430 REPAIRS & MTNCE, /EQUIPMENT 89 142 570 275 570 570 000 -4480 FEES FOR SERVICE 44,591 37,556 32,240 55,939 32,240 55,000 000 -4490 FEES - CONSULTING 5,190 000 -4550 [DUPLICATING COSTS 1,573 1,162 1,920 840 1,920 1,920 000 4580 INTERNAL 1, T. CHARGES 42,344 44,533 39,150 0 39,150 89,150 0004940 CASH OVER & SHORT _ (20) (4) 0 (2) 0 0 Total 293,596 284,795 275,720 183,673 272 951 294,811 202 FINANCE SERVICES 000 -4010 WAGESIFULL -TIME EMPLOYEES 158,433 167,597 166,470 63,832 122,835 122,935 000 4011 OVERTIME PAY 111 0 4,886 000 -4020 WAGESIPART TIME 44,497 44,108 49,790 37,462 84,620 844,620 000 -4025 WAGESITEMPORARY 3,960 0 69,846 000 -4030 LEAVE BENEFITS 39,852 41,784 46,610 35,109 35,470 35,470 000 -4040 RETIREMENT BENEFITS 36,576 35,724 41,450 31,086 39,417 39,417 000 -4050 INSURANCE BENEFITS 25,392 30,160 39,200 29,403 32,641 32,641 000 -4160 SUPPLIES - EQUIPMENT 0 10 40 0 40 40 000 -4310 TELEPHONE 1,008 479 1,050 360 1,050 1 000 -4315 INTERNAL PHONE CHARGES 1,054 409 150 0 150 150 000 -4370 INSURANCE 1,026 1,461 1,670 1,698 1,670 1,670 0004380 SUBSCRIPTIONS & MEMBERSHIPS 693 698 760 560 760 760 000 -4390 TRAVEL & TRAINING 2,288 622 4,090 0 4,080 4,090 000 -4391 EDUCATION REIMBURSEMENTS 6,282 5,301 000 -4400 VEHICLE ALLOWANCE 147 151 160 0 160 160 000 -4430 REPAIRS & MTNCE.IEQUIPMENT 80 0 80 0 80 80 000-4480 FEES FOR SERVICE 1,364 1,044 1,190 1,018 1,190 1,190 000 -4930 INVESTMENT MANAGEMENT FEES 30,371 28,003 30,370 25,377 30,370 30,370 Total 351,062 361,651 365,280 300,661 954 643 354,643 000 -4010 WAGEaSIFULL -TIME EMPLOYEES 000 -4011 OVERTIME PAY 000 -4030 LEAVE BENEFITS 0004040 RETIREMENT BENEFITS 000 -4050 INSURANCE BENEFITS 000 -4110 SUPPLIES - OFFICE 000 -4160 SUPPLIES - EQUIPMENT 000 -4310 TELEPHONE 000-4315 INTERNAL PHONE CHARGES 000 -4330 POSTAGE 000 -4370 INSURANCE 000 -4394 TRAVEL & TRAINING 0004400 VEHICLE ALLOWANCE 0004480 FEES FOR SERVICE 000 -4580 INTERNAL I. T. CHARGES AMBULANCE SERVICE BILLING 41,048 39,864 41,990 32,893 42,513 42,513 0 0 2,330 6,648 6,396 7,600 5,697 7,834 7,834 7,368 6,936 7,970 5,976 8,074 8,074 6,756 7.656 8,770 7,326 11,288 11,288 663 1,020 690 383 690 690 0 852 90 0 90 90 159 80 180 94 180 180 68 30 0 30 30 3,147 3,067 3,220 2,263 3,220 3,220 166 316 390 373 390 390 1 0 520 74 520 520 8 0 50 154 50 50 8,715 6,881 10,230 266 10,230 10,230 5,544 5,838 5,130 0 51130 5,130 80,244 78,994 87,860 57,828 90,239 90 239 606-243 AMBULANCE SERVICE BILLING 1m _ mmll� i� • U C (0 C r � V i r�1 U 1 cn 0 -6--o 0 C, > 4-a CN 1 0. 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