BUSINESS SERVICES MISSION STATEMENT

Transcription

1 City of San Mateo BUSINESS SERVICES MISSION STATEMENT To provide the City with sound fiscal management and facilitate the operation of all City departments by providing appropriate financial data and support through a variety of business services. STRUCTURE AND SERVICES Structure: The Business Services Department has authorized merit system positions. Services are grouped into three programs: Accounting Services, Treasury/Cash Management/Budget, and Central Services. Accounting Services: The objectives are: To maintain a governmental accounting system that presents accurately, and with full disclosure, the financial operations of the funds and account groups of the City in conformity with Generally Accepted Accounting Principles. To process payroll and accounts payable on a biweekly basis. To administer bonded debt of the City and the Redevelopment Agency. Treasury/Cash Management/Budget: The objectives are: To receive and safely keep all revenues coming in to the Treasury. To comply with all laws governing the depositing and securing of public funds. To pay money only on requests signed by legally designated persons. To collect all money due to the City and manage it prudently so as to ensure at all times liquidity, safety and optimum yield. To pursue effective revenue enhancement programs. To plan, coordinate and prepare the City Budget for submission to City Council. Central Services: The objectives are: To ensure a high level of administrative support services in the areas of Purchasing, Central Stores, Courier Service and City Hall Operations, that are reliable and responsive to the needs of all City departments. 7-1

2 Two Year Business Plan 2006 ~ 2008 BUSINESS SERVICES Performance Measurements Listed under each program heading are a few of the measurements used to determine if a program is meeting its goals and to use as comparison to previous years performance and/or performance levels of other agencies. Accounting Services 1. Receive national and state award for clean audit and outstanding reporting (CAFR) GOAL ACTUAL GOAL GOAL GOAL FY04/05 FY04/05 FY05/06 FY06/07 FY07/08 100% 100% 100% 100% 100% 2. Average cost per paycheck. * $7.49 * * * 3. Average cost per vendor payment. * $7.24 * * * Treasury/Cash Management/Budget 1. Receive national or state award for comprehensive, readable and outstanding budget report. 2. Deliver proposed budget to City Council 30 days before the fiscal year ends. FY04/05 FY04/05 FY05/06 FY06/07 FY07/08 100% 100% NA 100% NA 100% 100% 100% 100% 100% 3. Average cost per Accounts Receivable invoice. * $11.59 * * * 4. Average cost per business license (includes phone and counter coverage). Central Services 1. Average cost per Purchase Order processed 2. Percent of Purchase Orders processed within one day. 3. Percent of goods delivered within 2 days of receipt of request from the Central Stores Warehouse. 4. Cost per piece of outgoing U.S. mail to process. * $9.00 * * * FY04/05 FY04/05 FY05/06 FY06/07 FY07/08 * $11.82 * * * 90% 99.3% 90% 95% 95% 90% 100% 90% 95% 95% * 8.25 cents * * * * Maintain or reduce cost 7-2

3 Business Services Department Performance Measurement Results City of San Mateo Number of Bills Paid FY03/04 FY04/05 FY05/06 Payroll Accounts Payable Assessment The City pays employees on a bi-weekly basis and vendors on a weekly basis. The number of payroll disbursements, that include direct deposits, is affected by both regular as well as part time, per diem, and seasonal employees. In the accounts payable area, while the number of payments do not show a significant change, the processing of some payments such as those for large contracts and credit cards have become more time consuming. Next Steps We continue to explore ways to simplify the disbursement process mosty through the use of technology. Most of our employees are on direct deposit. Our vendors are paid primarily by check. No. of Businesses/Revenue in $'000 Business Tax Data Number of Businesses FY03/04 FY04/05 FY05/06 Annual Revenue Assessment The chnage in revenue is a function of both number of businesses and their gross receitps. The number of businesses does not fluctuate significantly from year to year. So the growth in revenue from Business Tax is mostly a function of the gross receipts of businesses. Next Steps We thrive on being a business friendly city. Business Tax is a significant component of the General Fund revenue. Periodic audits are conducted to ensure compliance with the Code. With the recently implemented new Development Review software system that will also be used to administer this program, we expect to provide a higher level of service to the business community. 100% 95% 90% 85% 80% 75% Percent of Customers Rating Service as Good or Better FY02/03 FY03/04 FY04/05 FY05/06 Assessment The City has a customer service goal of a 90% rating of good or better. The Finance Department conducts an annual survey of our internal customers and analyzes the results. In the past three years, we have exceeded our goal by a significant margin. Next Steps The goal for FY05/06 has been set once again at 90%. Staff receives customer service training and it is incorporated in the employee evaluation process. We will continue to improve customer satisfaction, follow up as necessary regarding concerns raised, seek improvement, and provide ongoing training to staff. Goal Actual 7-3

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5 City of San Mateo BUSINESS SERVICES DEPARTMENT SUMMARY Actual Budget Revised Est. Adopted Projected FTE's (As amended) EXPENDITURES By Program ACCOUNTING SERVICES 877,935 1,104, ,683 1,104,442 1,137, TREASURY/CASH MANAGEMENT 691, , , , , CENTRAL SERVICES 626, , , , , Total $2,195,298 $2,558,424 $2,384,522 $2,603,440 $2,683, By Category Salaries and Benefits 1,565,895 1,809,821 1,690,159 1,859,263 1,933,634 Operating Expenses 478, , , , ,557 Capital Outlay 151, , , , ,887 Total $2,195,298 $2,558,424 $2,384,522 $2,603,440 $2,683,077 REVENUE General Fund 2,384,200 2,603,440 2,683,077 Total $2,384,522 $2,603,440 $2,683,077 Merit Part Time 0.00 Over Time 0.27 Total

6 Two Year Business Plan 2006 ~ 2008 PROGRAM: ACCOUNTING SERVICES Program Manager: Hossein Golestan, Provide financial planning leadership and maintain accurate and adequate records to support transactions and to meet obligations and regulatory requirements. Ongoing Responsibilities Maintain the appropriate accounting funds in order to properly record, account for and report all the financial transactions of the City and the Redevelopment Agency. Update the General Ledger within 15 working days after end of each month. Meet all Federal, State and County deadlines for filing the required financial and tax reports. Monitor the financial status of all Capital Improvement Projects relative to fund transfers, expenditures, and other charges to ensure current and accurate status, monthly. Process all debt service obligations on time and in an efficient manner. Process weekly disbursements of funds and maintain related records. Participate in the preparation of the budget. Provide professional accounting support to the Redevelopment Agency to ensure timely submission of indebtedness statement and State Controller's Report. Process biweekly payroll for up to 750 employees, interpret and implement government regulations, reconcile all employee deductions and tax deposits. Conduct periodic capital project financial status reviews with affected departments. Objectives Continue to complete the Comprehensive Annual Financial Report (CAFR) and submit to the City Council by the month of December following the end of each fiscal year. Continue to apply for and receive GFOA and CSMFO awards for the CAFR. Provide necessary support and assistance for implementation of employee self-service component of the human resource and payroll software (Infinium), including but not limited to Cognos reporting. 7-6

7 City of San Mateo ACCOUNTING SERVICES PROGRAM SUMMARY Actual Budget Revised Est. Adopted Projected FTE's (As amended) EXPENDITURES By Sub Program DEBT ADMINISTRATION 38,746 43,889 34,368 42,248 43, ACCOUNTING & REPORTING 486, , , , , PAYROLL SERVICES 200, , , , , ACCTS PAYABLE SERVICES 152, , , , , Total $877,935 $1,104,738 $974,683 $1,104,442 $1,137, By Category Salaries and Benefits 638, , , , ,157 Operating Expenses 102, , , , ,138 Capital Outlay 137, , , , ,961 Total $877,935 $1,104,738 $974,683 $1,104,442 $1,137,256 REVENUE General Fund 974,683 1,104,442 1,137,256 Total $974,683 $1,104,442 $1,137,256 Merit 7.30 Part Time 0.00 Over Time 0.12 Total

8 Two Year Business Plan 2006 ~ 2008 PROGRAM: TREASURY/CASH MANAGEMENT/BUDGET Program Manager: Doris Koo, This program is responsible for ensuring that all revenues due to the City are collected and are safely deposited, or prudently invested, in a timely manner; that cash flow adequate to meet City needs is available at all times; and that disbursements of City funds are properly authorized. In addition the program is responsible for planning, coordinating, and preparing the City Budget for submission to City Council and for preparing periodic financial updates and analysis. Ongoing Responsibilities Provide centralized cashiering and safe deposit of funds. Administer Business Tax Ordinance and enforce compliance. Monitor the timely receipt of all revenues from Federal, State and Local Agencies. Ensure the timely generation of billings, the collection of charges for services and the recovery of reimbursable costs. Manage City's $100 million investment portfolio to ensure safety, liquidity and optimum yield. Monitor short term and long term cash requirements and ensure availability of adequate cash flow. Convene and staff the Investment Advisory Committee. Maintain reliable records to support all transactions and prepare and submit required reports in a timely manner. Provide administrative support and analysis as needed. Analyze and project revenues for budget purposes. Plan, coordinate and prepare City Budget for submission to City Council. Objectives Closely monitor the newly implemented CityView Business License system and the adequacy of staff training. Monitor the Fire Prevention Fund s revenue billing and collection on a quarterly basis. Review and improve the Eden/ Infinium budget interface set up. Explore and evaluate the lock box services. Review and monitor the compliance, performance and reporting of the portfolio managed by outside investment advisor. 7-8

9 City of San Mateo TREASURY AND CASH MANAGEMENT PROGRAM SUMMARY Actual Budget Revised Est. Adopted Projected FTE's (As amended) EXPENDITURES By Sub Program INVESTMENTS & BANKING 83,122 99, , , , REV & ACCTS RECEIVABLE 349, , , , , BUDGET,ANALYSIS & ADMIN. 258, , , , , Total $691,358 $777,504 $742,848 $806,251 $834, By Category Salaries and Benefits 608, , , , ,738 Operating Expenses 83, ,054 85, , ,733 Capital Outlay , Total $691,358 $777,504 $742,848 $806,251 $834,471 REVENUE General Fund 742, , ,471 Total $742,848 $806,251 $834,471 Merit 6.25 Part Time 0.00 Over Time 0.15 Total

10 Two Year Business Plan 2006 ~ 2008 PROGRAM: CENTRAL SERVICES Program Manager: Rick Santino, Provide City departments with an efficient, effective procurement system while ensuring that regulatory and budgetary provisions are observed. Provide timely and reliable mail and courier service to all departments. Ensure that the City Hall facility is clean and functional. Ongoing Responsibilities Continue to provide to City departments procurement expertise and purchasing options, together with improved assistance in the area of specification and contract development. Ensure that the City obtains the best quality at the best price. Review all Purchase Orders for compliance with budgetary provisions and regulatory requirements. Provide resources to support the Eden Requisition/Purchase Order system. Provide consultant services for the administration of Fleet Services and fleet procurement. Maintain and monitor procurement card program. Process and monitor all service contracts for maintenance of office equipment city-wide. Maintain and control warehouse inventory. Respond within two days to city-wide requests for supplies. Provide timely and reliable mail and courier service city-wide. Ensure that the lighting, heating and air conditioning of City Hall meets users' needs with due concern for economies. Objectives Evaluate the Warehouse Inventory Control software and determine whether replacement is appropriate. Evaluate and make recommendation for the inter-office and outgoing U.S. mail function in conjunction with Public Works. Identify, evaluate and competitively bid all vehicles and equipment due for replacement. 7-10

11 City of San Mateo CENTRAL SERVICES PROGRAM SUMMARY Actual Budget Revised Est. Adopted Projected FTE's (As amended) EXPENDITURES By Sub Program PURCHASING & WAREHOUSEIN 194, , , , , MAIL ROOM 130, , , , , CITY HALL OPERATIONS 301, , , , , Total $626,005 $676,182 $666,991 $692,747 $711, By Category Salaries and Benefits 319, , , , ,739 Operating Expenses 292, , , , ,686 Capital Outlay 13,926 13,926 13,926 13,925 13,925 Total $626,005 $676,182 $666,991 $692,747 $711,350 REVENUE General Fund 666, , ,350 Total $666,991 $692,747 $711,350 Merit 3.15 Part Time 0.00 Over Time 0.01 Total

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