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Memo - City Council
<br />2014 Proposed Preliminary Budget Personnel Headcount Changes
<br />2
<br />Our department has a number of tasks that it would like to accomplish; setting up vendor EFT
<br />payments, ACH utility billing payments, Fixed Asset Systems, scanning old files into laserfiche,
<br />updating policies, cleaning out old files in the basement, an Employee On-Line portal, and other
<br />goals that we are still working on as directed by the City Council.
<br />It is proposed that this position do the initial running of the utility bills so that the Accounting
<br />Clerk can then do the analysis and other tasks assigned to them. Another task would be to
<br />weekly code and input all the Accounts Payable, and bi-weekly input the payroll from timesheets
<br />which would leave the Accounting Analyst time to do the analysis on these items and also work
<br />on other tasks. This position could also backup at the front desk, do cash receipts, help with
<br />agenda packets/copying, scanning, website updates and other clerical tasks freeing up the Deputy
<br />Clerk's time to work on HR items,records, and other tasks.
<br />PAST PRACTICE
<br />In the 2008 budget, we did a temporary permanent position with the Recreation Programmer and
<br />in 2009 made this position permanent. In 2007, we hired a permanent Assistant Planner (or
<br />Planner I) guaranteeing at least one-year employment as we were anticipating TCAAP
<br />development at that time. As the past by, personnel changes were made and this position was
<br />eliminated as it was determined it was not needed at that time. In both cases, we did make a
<br />commitment to try it for one year and we reviewed during the next year's budget cycle.
<br />FINANCIAL IMPLICATIONS
<br />Since the primary tasks of this position would be Utility Billing, Accounts Payable, and Payroll—
<br />I would propose this position be split between the General Fund, Water Fund, Sewer Fund, and
<br />Surface Water Management. This would be a fair allocation considering the amount of invoices
<br />and headcount allocated to Public Works which is all four funds. Currently, the intern positions
<br />were allocated out with the overhead charge and charged to all funds based on the Finance and
<br />Administrative Services Department allocation charge. Below is a chart of the impact on this
<br />proposal to each fund, including the net effect on the General Fund when taking into account the
<br />revenue received from the overhead charges.
<br />Dept Budget Allocated Final 2013 Proposed Incr Cost/
<br />Finance&Administrative Services 2013 Out 2013 Budget Costs 2014 Savings)
<br />Part-time Employee 0.00 FTE 0.5 FTE
<br />Temporary Employees 0.85 FTE 0.0 FTE
<br />Impact on Budget
<br />General Fund 17,224.00', $(10,483.00) $ 6,741.00 $ 6,671.00 $ (70.00)
<br />Cable 1,049.00 $ 1,049.00 1,049.00)
<br />Water Fund 2,890.00 $ 2,890.00 6,671.00 3,781.00
<br />Sewer Fund 2,890.00 $ 2,890.00 6,671.00 3,781.00
<br />Recycling 296.00 $ 296.00 296.00)
<br />Surface Water Mgmt 2,890.00 $ 2,890.00 6,671.00 3,781.00
<br />EDA 215.00 $ 215.00 215.00)
<br />Engineering 91.00 $ 91.00 91.00)
<br />Risk Management 71.00 $ 71.00 71.00)
<br />Central Garage 91.00 $ 91.00 91.00)
<br />Total 17,224.00 $17,224.00 $26,684.00 $ 9,460.00
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