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85 SECTION 5: FINANCE DEPARTMENT The mission of the Finance Department is to support the financial and fiscal sustainability of the City, its agencies and corporations; and to ensure their activities are performed, recorded and presented in compliance with professional and ethical standards. DEPARTMENT OVERVIEW The Finance Department administers the financial affairs of the City, with particular focus on the following functions and activities: Budget and Treasury • Compiles data and statistics, and develops financial analysis and revenue forecasts • Leads the City’s budgeting and financial planning activities • Manages cash flow, investments and the issuance and maintenance of outstanding debt • Ensures that the City’s various assessments and taxes are appropriately placed on the County’s property tax bill • Manages the annual update of the City’s Master Fee Schedule • Records and accounts for all receipts and disbursements of cash in all City bank accounts • Administers fiscal controls and policies • Compiles and produces external documents, e.g. the Annual Budget, the Annual Capital Improvement Budget, and the Annual Financial Report Accounting • Manages general accounting, payroll preparation and reporting, accounts payable and receivable functions, financial analysis, special grants and funds accounting • Administers and controls the City's on-line financial management information systems • Administers internal and external financial information reporting • Prepares periodic and annual comprehensive financial reports for the City, its agencies and corporations, and the annual State Controller Reports • Responsible for the internal control auditing functions of the City, its agencies and corporations Municipal Services • Administers the Business License Program • Responds to requests for financial information from state and local agencies and provides general customer service support ---PAGE BREAK--- 86 • Manages, and assists departments that manage, the purchase, lease, or disposition and development of real property assets of the City, its agencies and corporations to maximize both ongoing and one-time revenue • Provides staff support to the City’s Financial Advisory Board (FAB) • Administers the El Cerrito Redevelopment Agency Successor Agency, providing staff support to its governing board and its Oversight Board, managing its Recognized Obligation Payment Schedule process, and implementing its Long-Range Property Management Plan • Serves as the fiduciary agent for the El Cerrito Municipal Services Corporation, including revenue collection; disbursements for its projects, programs, and grant making; property management; and performance of its obligations under the Cooperation Agreement with the former Redevelopment Agency and performance deeds of trust on properties acquired from the former Redevelopment Agency • Manages special projects such as tax elections, SB90 reimbursements, legislative review, sales tax audits, and internal control/agreed upon procedures audits, and cost allocation and fee studies Organizational Structure The Finance Department’s organizational structure is shown on Chart 5-1: Position Listing Table 5-1 shows the position listing for the Department. Table 5-1 Finance Department Position Listing FINANCE DEPARTMENT FY 2010-11 FY 2011-12 FY 2012-13 FY 2013-14 Account Clerk Technician 3 3 3 3 Finance Director/City Treasurer (formerly Admininstrative Services Director) 1 1 1 1 Senior Program Manager 1 1 1 1 Successor Agency/Special Projects Manager 1 1 1 1 FINANCE DEPARTMENT TOTAL 6 6 6 6 In FY 2012-13, the Administrative Services Director classification was eliminated and replaced with the Finance Director classification. Additionally, now that the dissolution of the Redevelopment Agency is winding down, the Economic Development/Redevelopment Manager has been assigned to the Finance Department as the Successor Agency/Special Projects Manager. Finance Director/ City Treasurer Accounting Manager Accounting & Budget Account Clerk Technician Payroll Processing Account Clerk Technician Revenue Collection Account Clerk Technician Accounts Payable Manager Successor Agency & Special Projects ---PAGE BREAK--- 87 FY 2012-13 ACCOMPLISHMENTS Received the award for Excellence in Financial Reporting from the Governmental Finance Officers Association Received the award for Excellence in Operational Budgeting from the California Society of Municipal Finance Officers and the Distinguished Budget Award from the Governmental Finance Officers Association for the third time Issued Tax Revenue Anticipation Notes in response to cash shortfall Refinanced storm drain, recycling center, equipment and swim center bonds, resulting in significant interest savings over the life of the bonds Prevailed in the Successor Agency’s challenge of the State’s July True Up Payment Demand and the Housing Funds Due Diligence Review In coordination with the Human Resource and Information Services Divisions, assisted in the upgrade of the HR/Payroll software module and the implementation of position control and position budgeting Table 5-2 shows the services performed by the Finance Department as aligned to the Strategic Plan. Dark blue indicates the primary goal the program/service is aligned to; light blue indicates secondary goal(s). Table 5-2 Finance Strategic Plan Alignment Program or Service Deliver Exemplary Government Services Achieve Long- Term Financial Sustainab ility Deepen a Sense of Place and Community Identity Develop and rehabilitate public facilities as community focal points Ensure the public’s health and safety. Foster environmental sustainability citywide Develop revised financial policies for consideration by the City Council Develop, improve and implement procedures and systems supporting Council-adopted financial polices Implement quarterly financial monitoring, reporting, analysis, and projections, in coordination with departments, to ensure adequate resources and reserves Review purchasing policies, systems and procedures to identify opportunities for improvements and efficiencies Regularly train City staff on financial, purchasing and contracting procedures and processes Improve internal controls through cross-training of staff, monitoring of processes and resources, following appropriate accounting procedures, and implementing process improvements where needed Improve customer services levels through staff training, process changes, and collaboration with other departments Provide timely and accurate payroll, accounts payable and accounts receivable services Assist Business License applicants with information needed and services available to open and/or operate a business in El Cerrito ---PAGE BREAK--- 88 Lead a review of revenue collection to identify opportunities for improvements Manage cash flow to ensure adequate current resources Evaluate the real property assets of the City, its agencies and corporations for cost savings and revenue opportunities, both one-time and ongoing Lead an update of the City's cost allocation and fee study Continue the administration of the El Cerrito Redevelopment Agency Successor Agency, and staffing of its Oversight Board, to ensure the prompt payment of its Enforceable Obligations Upon receipt of the Finding of Completion by the Department of Finance, develop the Successor Agency's Long-Range Property Management Plan, as required under the Dissolution Act, for consideration by the Oversight Board Collaborate on the development of the Economic Development Action Plan through analytical support Assist land use planning efforts through the real estate economic analysis to ensure financial feasibility of development standards and infrastructure plans Collaborate in indentifying resources for investment in and maintenance of public facilities and infrastructure ---PAGE BREAK--- 89 FINANCE DEPARTMENT BUDGET SUMMARY Finance Department Expenditures All Funds FY 2010-11 Actual FY 2011-12 Actual FY 2012-13 Amended FY 2013-14 Proposed Personnel Services $ 614,698 $ 632,896 $ 403,766 $ 710,332 Purchased Professional & Technical Services 223,324 232,944 223,500 238,200 Other Purchased Services 13,225 14,717 12,800 20,900 Supplies 11,012 9,980 10,000 10,000 Property & Capital 1,980 18,993 1,000 1,000 Other Objects 2,405,222 3,423,534 2,371,427 2,486,449 Other Financing Uses 3,183,828 3,103,323 3,398,805 3,498,778 Total Expenditures $ 6,453,290 $ 7,436,388 $ 6,421,298 $ 6,965,659 General Fund (101) FY 2010-11 Actual FY 2011-12 Actual FY 2012-13 Amended FY 2013-14 Proposed Personnel Services $ 614,454 $ 632,621 $ 403,766 $ 710,332 Purchased Professional & Technical Services 195,133 195,446 196,000 211,000 Other Purchased Services 13,225 14,717 12,800 20,900 Supplies 11,012 9,980 10,000 10,000 Property & Capital 1,980 17,006 1,000 1,000 Other Objects 41,146 53,835 37,000 166,473 Other Financing Uses 745,608 739,137 711,500 708,808 Total Expenditures $ 1,622,558 $ 1,662,743 $ 1,372,066 $ 1,828,513 Gas Tax Fund (201) FY 2010-11 Actual FY 2011-12 Actual FY 2012-13 Amended FY 2013-14 Proposed Property & Capital $ - $ 1,987 $ - $ - Other Financing Uses 410,000 395,000 595,000 545,000 Total Expenditures $ 410,000 $ 396,987 $ 595,000 $ 545,000 Measure J-Return to Source Fund (204) FY 2010-11 Actual FY 2011-12 Actual FY 2012-13 Amended FY 2013-14 Proposed Other Financing Uses $ 395,000 $ 249,000 $ 313,000 $ 309,000 Total Expenditures $ 395,000 $ 249,000 $ 313,000 $ 309,000 Storm Drain Fund (205) FY 2010-11 Actual FY 2011-12 Actual FY 2012-13 Amended FY 2013-14 Proposed Other Financing Uses $ 520,607 $ 617,550 $ 492,000 $ 786,000 Total Expenditures $ 520,607 $ 617,550 $ 492,000 $ 786,000 Measure A Parcel Tax Fund (206) FY 2010-11 Actual FY 2011-12 Actual FY 2012-13 Amended FY 2013-14 Proposed Purchased Professional & Technical Services $ 13,996 $ 14,088 $ 15,000 $ 15,000 Other Financing Uses 363,578 365,053 362,305 409,970 Total Expenditures $ 377,574 $ 379,141 $ 377,305 $ 424,970 Park In Lieu Fund (210) FY 2010-11 Actual FY 2011-12 Actual FY 2012-13 Amended FY 2013-14 Proposed Other Financing Uses $ 5,000 Total Expenditures $ 5,000 $0 $0 $0 Street Improvement Fund (211) FY 2010-11 Actual FY 2011-12 Actual FY 2012-13 Amended FY 2013-14 Proposed ---PAGE BREAK--- 90 Other Financing Uses $ 744,036 $ 737,583 $ 740,000 $ 740,000 Total Expenditures $ 744,036 $ 737,583 $ 740,000 $ 740,000 Federal, State & Local Grants Fund (221) FY 2010-11 Actual FY 2011-12 Actual FY 2012-13 Amended FY 2013-14 Proposed Personnel Services $ 244 $ 275 Total Expenditures $ 244 $ 275 $0 $0 Storm Drain Debt Service Fund (401) FY 2010-11 Actual FY 2011-12 Actual FY 2012-13 Amended FY 2013-14 Proposed Purchased Professional & Technical Services $ 2,650 $ 16,780 $ 3,000 $ 2,700 Other Objects $ 515,613 $ 1,528,638 $ 520,974 $ 518,830 Total Expenditures $ 518,263 $ 1,545,418 $ 523,974 $ 521,530 Pension Fund (701) FY 2010-11 Actual FY 2011-12 Actual FY 2012-13 Amended FY 2013-14 Proposed Purchased Professional & Technical Services $ 1,040 $ 823 $ 1,500 $ 1,500 Other Objects 148,426 140,947 111,000 111,000 Total Expenditures $ 149,466 $ 141,769 $ 112,500 $ 112,500 Finance Authority Debt Service Fund (834) FY 2010-11 Actual FY 2011-12 Actual FY 2012-13 Amended FY 2013-14 Proposed Purchased Professional & Technical Services $ 6,655 $ 2,148 $ 6,000 $ 6,000 Other Objects 363,578 365,055 365,800 359,058 Other Financing Uses - - 185,000 - Total Expenditures $ 370,233 $ 367,203 $ 556,800 $ 365,058 City Hall Debt Service Fund (835) FY 2010-11 Actual FY 2011-12 Actual FY 2012-13 Amended FY 2013-14 Proposed Purchased Professional & Technical Services $ 750 $ 2,580 $ 1,000 $ 1,000 Other Objects 595,408 597,408 599,000 595,308 Total Expenditures $ 596,158 $ 599,988 $ 600,000 $ 596,308 Street Improvement Bond Debt Service Fund (836) FY 2010-11 Actual FY 2011-12 Actual FY 2012-13 Amended FY 2013-14 Proposed Purchased Professional & Technical Services $ 3,100 $ 1,080 $ 1,000 $ 1,000 Other Objects 741,053 737,653 737,653 735,780 Total Expenditures $ 744,153 $ 738,733 $ 738,653 $ 736,780 Finance Department Revenues General Fund (101) FY 2010-11 Actual FY 2011-12 Actual FY 2012-13 Amended FY 2013-14 Proposed Charges for Services $ 75,354 $ 69,552 $ 75,000 $ 75,000 Other Revenue - - - 25,000 Total Revenues $ 75,354 $ 69,552 $ 75,000 $ 100,000