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04 Administrative Services
ADMINISTRATIVE SERVICES Finance Purchasing Printing Services Business License Human Resources-Personnel Services Human Resources-Risk Management Information Technology Community Facilities District Debt Service Azusa Public Financing Authority Citywide 91 THIS PAGE INTENTIONALLY LEFT BLANK 92 ADMINISTRATIVE SERVICES FINANCE DIVISION PROGRAM COMMENTARY PROGRAM DESCRIPTION: The Finance division of the Administrative Services Department is responsible for maintaining the financial system and records of the City consistent with highest professional standards in accordance with legal requirements and generally accepted accounting principles. Major services include financial reporting, budgeting, accounting, payroll, and control of City expenditures consistent with the annual budget and the direction of the City Council. In addition, the Finance division provides staff support to the City Treasurer, maintains the accounting records of all grants funded through various federal, state and local agencies, acts as trustee for all special assessment and bond transactions and provides centralized accounts payable and receivable processing and control. STRATEGIC GOALS: • Assure completion and adoption of balanced annual City Budget by June 30. • Prepare Comprehensive Annual Financial Report (CAFR) in compliance with audit standards. FY 09-10 PROGRAM HIGHLIGHTS: • Provide financial support for Redevelopment Agency projects. • Update City-wide fee analysis and cost allocation system in conjunction with annual budget. • Continue successful accounting student (volunteer) intern program inaugurated in spring 2008. 93 Budget Division: ADMINISTRATIVE SERVICES - FINANCE FY 08-09 FY 09-10 FY 08-09 FY 09-10 FY 08-09 FY 09-10 FY 08-09 FY 09-10 Revised Adopted Revised Adopted Revised Adopted Revised Adopted Position Title Allocation Allocation Salary Salary Position Title Hours Hours Wages Wages Admin Services Director/CFO (a)0.80 0.65 $123,765 $100,560 Dept Intern 1,040 1,040 $10,720 $10,720 Controller(b)0.90 0.90 98,550 101,260 Executive Assistant to Admin Srvcs Dir(c)0.70 0.70 42,150 43,790 Senior Accountant(d)1.50 1.50 120,960 125,500 Budget Analyst(e)0.80 0.60 59,160 48,365 Accountant 1.00 1.00 68,265 70,715 Junior Accountant/Payroll Specialist 1.00 1.00 60,335 62,560 Accounts Payable Specialist 1.00 1.00 59,315 61,540 Account Specialist II(f)1.00 0.60 47,545 31,055 (a) .20 FTE RDA Administration, .15 FTE Admin Serv-Rosedale (b) .10 FTE RDA Administration (c) .20 FTE Information Technology, .10 FTE Risk Management (d) .25 FTE Prop A, .25 FTE Prop C (e) FY 08/09: .20 FTE Sr Nutrition; FY 09/10: .10 FTE Sr Nutrition, .30 FTE Admin Serv-Rosedale (f) .40 FTE Business License TOTAL 8.70 7.95 $680,045 $645,345 TOTAL 1,040 1,040 $10,720 $10,720 Full Time Positions Part Time Positions 94 BUDGET UNIT:1045810000 ADMIN SERVICES - FINANCE DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #06-07 07-08 08-09 09-10 VARIANCE PERSONNEL 6003 Salaries/Regular 460,615 580,165 680,045 645,345 (34,700) 6006 Salaries/Temp & Part-Time - - 10,720 10,720 - 6012 Salaries/Comp-Time 2,430 2,215 - - - 6015 Salaries/Vacation 31,515 33,620 - - - 6024 Salaries/Sick Leave 17,765 21,290 - - - 6027 Salaries/Bereavement 2,180 1,120 - - - 6033 Overtime Pay/Premium 8,860 4,875 10,000 6,000 (4,000) 6045 Salaries/Education Incentive 140 1,270 2,280 1,305 (975) 6048 Salaries/Language Pay 6,245 5,330 5,640 5,640 - 6063 Salaries/Jury Duty 105 605 - - - 6069 Allowances/Vehicle 4,335 4,340 4,320 3,510 (810) 6101 PERS/Employee Contribution 36,650 45,555 47,785 45,950 (1,835) 6105 PERS/Employer Contribution 63,210 81,250 81,910 76,710 (5,200) 6109 PARS/Employer Contribution - 5,385 10,420 10,915 495 6125 FICA/Employer Contrib/Med 8,700 10,705 11,555 11,410 (145) 6133 Retiree Health Premium Reimb 1,780 1,165 1,180 1,180 - 6140 Life Insurance Allocation 2,975 3,440 2,475 1,850 (625) 6155 Workers' Comp Allocation 21,075 26,040 27,365 26,820 (545) 6160 LTD Insurance Allocation 5,405 6,725 6,945 5,020 (1,925) 6165 Unemployment Allocation 560 675 790 785 (5) 6175 Benefits/Flex Plan 88,805 109,735 120,030 114,560 (5,470) 6180 Deferred Comp/Employer Paid 4,880 6,470 7,075 6,480 (595) PERSONNEL SUBTOTAL 768,230 951,975 1,030,535 974,200 (56,335) 95 Cost 1045810000 6220 $1,200 6230 $1,500 6235 $2,400 6315 $55,820 6493 $20,000 6539 $1,900 6850 $4,000 ADMINISTRATIVE SERVICES- FINANCE ACTIVITY DETAIL Account Number Description Training - Staff attendance at CSMFO local chapter meetings and Liebert Cassidy labor consortium HR related offerings. Dues/Subscriptions -Membership in the Government Finance Officers Assoc.(GFOA) and the California Society of Municipal Finance Officers (CSMFO). Meeting/Conferences - Budget has been reduced by $6,000 due to cutbacks requested. 2010 CSMFO conference is in L. A. and local training will be focus, thus increase in mileage reimbursement account. Auditing/ Accounting Services - Contract audit service increase from CPA firm required to perform independent review of financial information; HDL statistical packet for annual audit. Outside Services & Repairs - Provides for Maximus SB-90 State mandated claims reimbursement, Iron Mountain document storage. Lease Payments - Slight increase reflected for the copy machine lease at the Light and Water location based on full year of actual invoices. Also pays for Neopost mailing machine costs shared equally with business license. Printing, Binding & Duplicating - Due to the availability of the budget and financial report (CAFR) on the City's website and on CD-ROM, this account has been reduced by $900. 96 BUDGET UNIT:1045810000 ADMIN SERVICES - FINANCE DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #06-07 07-08 08-09 09-10 VARIANCE OPERATIONS 6215 Tuition Reimbursement - - - 1,200 1,200 6220 Training Schools 1,790 4,435 1,400 1,200 (200) 6230 Dues & Subscriptions 1,680 1,370 2,000 1,500 (500) 6235 Meetings & Conferences 2,630 7,240 8,400 2,400 (6,000) 6240 Mileage Reimbursement - 525 350 550 200 6315 Accounting/Auditing Services 101,035 33,290 53,820 55,820 2,000 6340 Special Studies 480 - - - - 6399 Professional Services/Other 10,000 9,915 3,000 2,000 (1,000) 6415 Computer Software Support - 1,440 - - - 6493 Outside Services & Repairs 14,630 13,465 20,670 20,000 (670) 6503 Books 105 315 250 250 - 6518 Postage 35 15 100 100 - 6521 Messenger Service 165 105 150 150 - 6530 Office Supplies 5,140 8,735 8,500 8,500 - 6539 Printing, Binding & Duplicating 2,805 - 2,800 1,900 (900) 6554 Supplies/Custodial & Cleaning - 25 - - - 6563 Supplies/Special 225 725 500 - (500) 6569 Small Equipment - 660 - - - 6572 Office Furniture & Equipment - 705 - - - 6845 Maintenance/Office Furniture & Equip - 100 - - - 6850 Lease Payments - 2,135 3,500 4,000 500 6915 Utilities/Telephone 615 705 620 700 80 OPERATIONS SUBTOTAL 141,335 85,905 106,060 100,270 (5,790) GENERAL FUND TOTAL: 909,565 1,037,880 1,136,595 1,074,470 (62,125) 97 THIS PAGE INTENTIONALLY LEFT BLANK 98 ADMINISTRATIVE SERVICES PURCHASING DIVISION PROGRAM COMMENTARY PROGRAM DESCRIPTION: The Purchasing division of the Administrative Services Department is responsible for providing centralized City-wide purchasing and warehousing. This division coordinates the procurement of all equipment, supplies and services in accordance with the Municipal Code, using integrity and prudence in obtaining the lowest cost commensurate with the quality required. STRATEGIC GOALS: • Overhaul and simplification of the City’s purchasing and payment processes. FY 09-10 PROGRAM HIGHLIGHTS: • Expand and administer the City’s purchasing card program to improve operating efficiency and reduce costs. • Evaluation of City’s warehousing operations and review of alternatives. • Adopt revised Purchasing Policies and Procedures in accordance with Amended Ordinance 99 Budget Division: ADMINISTRATIVE SERVICES - PURCHASING FY 08-09 FY 09-10 FY 08-09 FY 09-10 FY 08-09 FY 09-10 FY 08-09 FY 09-10 Revised Adopted Revised Adopted Revised Adopted Revised Adopted Position Title Allocation Allocation Salary Salary Position Title Hours Hours Wages Wages Purchasing Officer 1.00 1.00 $64,850 $64,850 Stores Yard Asst 1,560 1,560 $26,940 $26,940 Account Specialist III 1.00 1.00 59,580 61,700 Store Keeper 1.00 1.00 55,055 55,055 TOTAL 3.00 3.00 $179,485 $181,605 TOTAL 1,560 1,560 $26,940 $26,940 Full Time Positions Part Time Positions 100 BUDGET UNIT:1045830000 ADMIN SERVICES - PURCHASING DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #06-07 07-08 08-09 09-10 VARIANCE PERSONNEL 6003 Salaries/Regular 140,975 140,305 179,485 181,605 2,120 6004 Salaries/Final PERS Compensation 3,900 - - - - 6006 Salaries/Temp & Part Time 19,075 29,180 26,940 26,940 - 6012 Salaries/Comp-Time 1,390 2,645 - - - 6015 Salaries/Vacation 12,790 15,010 - - - 6024 Salaries/Sick Leave 6,630 8,125 - - - 6027 Salaries/Bereavement - 815 - - - 6033 Overtime Pay/Premium 140 590 500 500 - 6063 Salaries/Jury Duty - 3,590 - - - 6101 PERS/Employee Contribution 13,045 14,200 14,360 14,715 355 6105 PERS/Employer Contribution 22,500 25,315 24,590 24,550 (40) 6109 PARS/Employer Contribution 1,565 2,495 2,690 2,710 20 6125 FICA/Employer Contrib/Med 2,130 2,495 2,590 2,630 40 6133 Retiree Health Premium Reimb 910 1,095 1,190 1,190 - 6140 Life Insurance Allocation 615 640 660 515 (145) 6155 Workers' Comp Allocation 7,395 8,065 8,155 8,355 200 6160 LTD Insurance Allocation 1,670 1,735 1,870 1,415 (455) 6165 Unemployment Allocation 190 225 245 255 10 6175 Benefits/Flex Plan 37,265 41,110 46,230 48,285 2,055 6180 Deferred Comp/Employer Paid 1,410 540 540 540 - PERSONNEL SUBTOTAL 273,595 298,175 310,045 314,205 4,160 101 Cost 1045830000 6230 $350 6235 $1,000 6493 $1,000 6551 $2,400 6569 $500 Dues/Subscriptions - Membership dues to professional purchasing organizations: California Association of Public Purchasing Officers (CAPPO) and Los Angeles Metro Public Purchasing Agents Cooperative (LAMPPAC) Meeting/Conferences - Registration and attendance of annual CAPPO conference to be held locally Outside Services & Repairs - Equipment repairs and services Fuel & Oil - Gasoline and oil for Central Stores delivery vehicle Small Equipment - Cell phone replacements ADMINISTRATIVE SERVICES - PURCHASING ACTIVITY DETAIL Account Number Description 102 BUDGET UNIT:1045830000 ADMIN SERVICES - PURCHASING DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #06-07 07-08 08-09 09-10 VARIANCE OPERATIONS 6201 Uniforms & Laundry 880 880 1,200 1,200 - 6220 Training Schools 380 320 500 500 - 6230 Dues & Subscriptions 340 810 350 350 - 6235 Meetings & Conferences 1,820 - 2,500 1,000 (1,500) 6240 Mileage Reimbursement - - 100 100 - 6493 Outside Services & Repairs 195 1,990 1,500 1,000 (500) 6521 Messenger Service - 25 - - - 6530 Office Supplies 1,280 785 1,500 1,500 - 6536 Supplies/Reprographics - 430 500 500 - 6539 Printing, Binding & Duplicating 310 130 300 300 - 6551 Fuel and Oil 1,070 1,740 2,400 2,400 - 6554 Supplies/Custodial & Cleaning - 265 500 500 - 6563 Supplies/Special 1,770 1,160 1,000 1,000 - 6569 Small Equipment - 460 750 500 (250) 6572 Office Furniture & Equipment 65 - 1,000 1,000 - 6825 Maint & Repair / Vehicle 385 10 1,500 1,500 - 6835 Maint & Repair/Equipment 4,970 4,595 2,500 2,000 (500) 6845 Maint/Office Furniture & Equip 1,965 495 250 250 - 6915 Utilities/Telephone 1,055 1,185 1,000 1,000 - OPERATIONS SUBTOTAL 16,485 15,280 19,350 16,600 (2,750) GENERAL FUND TOTAL: 290,080 313,455 329,395 330,805 1,410 103 Cost 1045950000 6530 $100 6536 $8,000 6539 $2,000 6835 $4,000Maintenance & Repair/Equipment - Maintenance agreements on various copy machines throughout the City, and minor repairs on machines without maintenance agreements. ADMINISTRATIVE SERVICES - PRINTING SERVICES ACTIVITY DETAIL Account Number Description Office Supplies - Staples for copiers in City Hall Printing, Binding & Duplicating - Meter charges from Konica and Lanier copiers Supplies/Reprographics - Paper for copiers and printers in City Hall and Finance 104 BUDGET UNIT: 1045950000 ADMIN SERVICES - PRINTING DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #06-07 07-08 08-09 09-10 VARIANCE OPERATIONS 6530 Office Supplies 110 - 200 100 (100) 6536 Supplies/Reprographics 2,165 9,475 7,000 8,000 1,000 6539 Printing, Binding & Duplicating 2,245 735 4,500 2,000 (2,500) 6563 Supplies/Special 4,380 - - - - 6835 Maint & Repair/Equipment 3,100 3,100 5,415 4,000 (1,415) OPERATIONS SUBTOTAL 12,000 13,310 17,115 14,100 (3,015) GENERAL FUND TOTAL: 12,000 13,310 17,115 14,100 (3,015) 105 THIS PAGE INTENTIONALLY LEFT BLANK 106 ADMINISTRATIVE SERVICES BUSINESS LICENSE DIVISION PROGRAM COMMENTARY PROGRAM DESCRIPTION: The Business License Division implements and enforces the licensing and taxation provisions of the Azusa Municipal Code and deals with approximately 4,600 businesses annually. Permits and regulates the annual Fireworks Stands operated by Azusa non-profits, and is responsible for the collection of unpaid civil fines. The Division collects approximately $3.3 Million annually in monthly, quarterly, and annual General Fund tax payments. All personnel, operational costs, and administrative support costs are almost entirely paid for under a “fee for service” structure with funds deposited to the City General Fund. STRATEGIC GOALS: • Commence work on a comprehensive update of the business license ordinance. • Move all enforcement and civil fine case data from MS Access to HDL software. FY 09-10 PROGRAM HIGHLIGHTS: • The Business License Division will be seeking undiscovered sources of revenue in order to avoid raising taxes on existing license holders 107 Budget Division: ADMINISTRATIVE SERVICES - BUSINESS LICENSE FY 08-09 FY 09-10 FY 08-09 FY 09-10 FY 08-09 FY 09-10 FY 08-09 FY 09-10 Revised Adopted Revised Adopted Revised Adopted Revised Adopted Position Title Allocation Allocation Salary Salary Position Title Hours Hours Wages Wages Revenue Supervisor 1.00 1.00 $71,900 $74,515 Field Enf. Officer 0 832 $0 $21,130 Account Specialist III(a)0.50 0.50 28,535 29,595 Account Specialist II(b)0.00 0.40 0 20,705 Account Specialist I(a)0.50 0.50 20,935 22,775 (a) Jobshare positions (b) .60 FTE Finance TOTAL 2.00 2.40 $121,370 $147,590 TOTAL 0 832 $0 $21,130 Full Time Positions Part Time Positions 108 BUDGET UNIT:1045630000 ADMIN SERVICES - BUSINESS LICENSE DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #06-07 07-08 08-09 09-10 VARIANCE PERSONNEL 6003 Salaries/Regular 96,962 109,240 121,370 147,590 26,220 6006 Salaries/Temp & Part Time - - - 21,130 21,130 6012 Salaries/Comp-Time 378 - - - - 6015 Salaries/Vacation 10,246 7,329 - - - 6024 Salaries/Sick Leave 1,566 1,987 - - - 6033 Overtime Pay/Premium - 561 - - - 6048 Salaries/Language Pay 602 603 600 600 - 6101 PERS/Employee Contribution 7,755 8,414 9,575 10,490 915 6105 PERS/Employer Contribution 13,361 14,993 15,485 17,480 1,995 6109 PARS/Employer - - - 790 790 6125 FICA/Employer Contrib/Med 1,814 1,965 1,985 2,950 965 6133 Retiree Health Premium Reimb - 1,082 1,180 1,180 - 6140 Life Insurance Allocation 409 444 410 420 10 6155 Workers' Comp Allocation 4,390 4,781 5,240 6,775 1,535 6160 LTD Insurance Allocation 1,128 1,228 1,155 1,150 (5) 6165 Unemployment Allocation 117 126 135 200 65 6175 Benefits/Flex Plan 23,130 25,339 27,180 34,245 7,065 6180 Deferred Comp/Employer Paid 996 1,080 1,080 1,295 215 PERSONNEL SUBTOTAL 162,854 179,169 185,395 246,295 60,900 109 Cost 1035630000 6230 $150 6235 $750 6315 $7,500 6415 $1,000 6493 $1,500 6518 $200 6521 $500 6530 Office Supplies - Toner cartridges, envelopes and misc stationery $2,000 6539 Printing, Binding & Duplicating - Business license forms and shared cost of citation books $1,000 6551 Fuel & Oil - Operating expenses for city vehicle; previously funded with Community Development funds $600 6563 Supplies/Special - Misc expenses $250 6572 Office Furniture - Purchase of office furniture $200 6825 Maint Repair Veh - Maintenance and repair of city vehicle $850 6850 Lease Payments - Lease payments for Bizhub and Neopost machines $3,500 (continued) ADMINISTRATIVE SERVICES - BUSINESS LICENSE ACTIVITY DETAIL Account Number Description Dues & Subscriptions - California Municipal Revenue & Tax Association Dues Meetings & Conferences - California Municipal Revenue & Tax Association annual conference and meetings Accounting/Auditing Services - Outside audit services Outside Services & Repairs - Misc outside services, including credit card processing costs Messenger Service - Small claims processor and Fedex services as necessary Postage - Registered mail for fines as necessary Computer Software Services - HdL Business License Software maintenance 110 CostAccount Number Description 6915 $600 7009 $1,800 7080 $2,500 Bank Charges - Online payment costs Refund - Audit refunds Utilities/Telephone - Utilities and telephone costs 111 BUDGET UNIT:1045630000 ADMIN SERVICES - BUSINESS LICENSE DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #06-07 07-08 08-09 09-10 VARIANCE OPERATIONS 6220 Training Schools - 164 - - - 6230 Dues & Subscriptions 50 794 150 150 - 6235 Meetings & Conferences 879 677 1,300 750 (550) 6301 Legal Fees (500) - 1,000 - (1,000) 6315 Accounting/Auditing Services 16 - 13,530 7,500 (6,030) 6415 Computer Software Support 3,870 4,469 1,000 1,000 - 6493 Outside Services & Repairs 8,502 2,556 2,500 1,500 (1,000) 6518 Postage - - 200 200 - 6521 Messenger Service 169 315 250 500 250 6530 Office Supplies 1,065 2,902 400 2,000 1,600 6539 Printing, Binding & Duplicating 414 97 500 1,000 500 6551 Fuel and Oil - - - 600 600 6563 Supplies/Special 325 - 250 250 - 6572 Office Furniture & Equipment - 14 300 200 (100) 6605 Filing Costs - - - 50 50 6815 Maintenance & Repair/Building - - - 100 100 6825 Maint & Repair / Vehicle 761 117 1,000 850 (150) 6835 Maint & Repair/Equipment 38 32 - - - 6850 Lease Payments - 2,137 3,500 3,500 - 6915 Utilities/Telephone 478 318 600 600 - 7009 Bank Service Charge - - - 1,800 1,800 7080 Refund - - 2,100 2,500 400 OPERATIONS SUBTOTAL 16,067 14,592 28,580 25,050 (3,530) GENERAL FUND TOTAL: 178,921 193,761 213,975 271,345 57,370 112 ADMINISTRATIVE SERVICES HUMAN RESOURCES - PERSONNEL SERVICES DIVISION PROGRAM COMMENTARY PROGRAM DESCRIPTION: As part of Administrative Services, the Human Resources Department strives to provide assistance to all departments in developing a high- quality and diverse workforce that supports and sustains a productive customer oriented, safe and stable work environment. Personnel Services is a division of Human Resources responsible for a variety of support functions, including but not limited to benefits administration, employment records management, recruitment/testing, employer/employee relations, training, employee development, contract negotiations, and new employee orientation. STRATEGIC GOALS: • Implement new and continue existing training programs (ethics, performance evaluation, employee relations, driver training, Executive and Supervisory development). • Streamline & modernize personnel processes to reduce expenses and improve efficiency. • Establish central policy file and update. • Automate Human Resource functions. • Establish online classification program. • Review and update compensation matrix. FY 09-10 PROGRAM HIGHLIGHTS: • Improve employee evaluation system and tracking • Work with City departments and third party administrators (benefits and brokers) to ensure effective, efficient and fiscally responsible management of insurance, benefit programs, and employer-employee agreements. • Work with IT, Finance and Administration to automate Human Resource functions, including recruitment, benefits administration (including implementation of a self-service function), employment records management, workers compensation, liability, and training. • Work with City administration and bargaining groups to ensure effective, efficient and fiscally responsible agreements. 113 Budget Division: ADMINISTRATIVE SERVICES - HUMAN RESOURCES (PERSONNEL) FY 08-09 FY 09-10 FY 08-09 FY 09-10 FY 08-09 FY 09-10 FY 08-09 FY 09-10 Revised Adopted Revised Adopted Revised Adopted Revised Adopted Position Title Allocation Allocation Salary Salary Position Title Hours Hours Wages Wages Director of Human Resources 1.00 1.00 $109,700 $109,700 Human Resources Technician 1.00 1.00 56,555 58,675 TOTAL 2.00 2.00 $166,255 $168,375 TOTAL 0 0 $0 $0 Full Time Positions Part Time Positions 114 BUDGET UNIT:1050921000 ADM SRVCS - HUMAN RESOURCES PERS SRV DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #06-07 07-08 08-09 09-10 VARIANCE PERSONNEL 6003 Salaries/Regular 159,541 171,182 166,255 168,375 2,120 6015 Salaries/Vacation 1,958 2,087 - - - 6024 Salaries/Sick Leave 2,653 3,154 - - - 6027 Salaries/Bereavement - 505 - - - 6033 Overtime Pay/Premium 1,699 1,042 1,000 2,500 1,500 6045 Salaries/Education Incentive 674 - - - - 6069 Allowances/Vehicle 5,400 623 5,400 5,400 - 6101 PERS/Employee Contribution 11,586 4,611 11,415 11,845 430 6105 PERS/Employer Contribution 19,994 8,217 19,565 19,785 220 6109 PARS/Employer Contribution - - 4,390 4,390 - 6125 FICA/Employer Contrib/Med 2,879 1,211 2,850 2,995 145 6133 Retiree Health Premium Reimb 2,697 2,674 2,375 2,375 - 6140 Life Insurance Allocation 889 267 625 490 (135) 6155 Workers' Comp Allocation 6,638 2,647 6,730 7,015 285 6160 LTD Insurance Allocation 1,738 694 1,715 1,310 (405) 6165 Unemployment Allocation 174 76 195 210 15 6175 Benefits/Flex Plan 25,876 14,941 28,830 30,270 1,440 6180 Deferred Comp/Employer Paid 2,575 900 2,700 2,700 - PERSONNEL SUBTOTAL 246,971 214,829 254,045 259,660 5,615 115 Cost 1050921000 6220 $11,250 6230 $1,500 6235 $1,050 6301 $7,000 6350 $8,000 6399 $6,580 6563 $800 6601 $16,000 6850 $3,800Lease Payments - Konica-Minolta (copier lease) ADMINISTRATIVE SERVICES - HUMAN RESOURCES PERSONNEL SERVICES ACTIVITY DETAIL Account Number Description Supplies/Special - Annual Health Benefits Fair, lunch and supplies Training Programs - Liebert Cassidy workshops; SCPLRC training; CPS Training; SCPMA training; BBK Sexual Harassment Training; Cal Poly Executive Leadership Training; misc. programs Dues/Subscriptions - SCPMA Memberships; MMASC membership; Jobs Available Subscriptions; CALPELRA Membership; Business & Legal OSHA Compliance; Lexis Nexis; SHRM Memberships Meeting/Conferences - CALPELRA Conference, CalPERS Annual Conference; Liebert Cassidy Conferences Legal Fees - BBK (over and above retainer) & Liebert Cassidy legal Medical Service - Pre-placement physicals; fitness for duty, random drug tests, DOT DL renewal Professional Service - Cooperative Personnel (tests) Advertising Expense - Los Angeles Times; San Gabriel Valley Tribune; Brown & Caldwell; Western City; Jobs Available; L & W trade Magazines 116 BUDGET UNIT:1050921000 ADM SRVCS - HUMAN RESOURCES PERS SRV DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #06-07 07-08 08-09 09-10 VARIANCE OPERATIONS 6220 Training Schools 32 702 11,640 11,250 (390) 6230 Dues & Subscriptions 270 580 1,500 1,500 - 6235 Meetings & Conferences 200 250 849 1,050 201 6240 Mileage Reimbursement 22 165 500 500 - 6301 Legal Fees 20,560 - 15,000 7,000 (8,000) 6350 Medical Services 9,401 7,240 7,000 8,000 1,000 6399 Professional Services/Other 32,951 45,552 12,000 6,580 (5,420) 6405 Commission Meetings Expense 2,350 2,375 3,000 3,000 - 6493 Outside Services & Repairs 433 206 300 300 - 6509 Publications/Other - 39 400 200 (200) 6515 Films & Video Recordings 42 40 30 30 - 6518 Postage 513 230 800 500 (300) 6521 Messenger Service 160 - - - - 6527 Supplies/Computer/Small Equip - - 100 100 - 6530 Office Supplies 3,829 3,777 3,500 2,500 (1,000) 6539 Printing, Binding & Duplicating 448 - 400 400 - 6540 Digitized Records - 128 - - - 6545 Fingerprinting 4,484 3,860 6,000 5,000 (1,000) 6563 Supplies/Special - - - 800 800 6572 Office Furniture & Equipment - 3,236 8,651 1,000 (7,651) 6601 Advertising Expense 18,540 16,943 18,000 16,000 (2,000) 6635 Oral Board Costs 1,685 1,368 2,500 2,000 (500) 6736 Employee Assistant Program 6,990 7,227 7,200 7,000 (200) 6740 Claims Expense/Liability 763 - - - - 6835 Maint & Repair/Equipment 311 - 150 150 - 6850 Lease Payments 2,650 3,145 4,000 3,800 (200) 6915 Utilities/Telephone 1,601 793 1,900 240 (1,660) OPERATIONS SUBTOTAL 108,235 97,856 105,420 78,900 (26,520) GENERAL FUND TOTAL: 355,206 312,685 359,465 338,560 (20,905) 117 THIS PAGE INTENTIONALLY LEFT BLANK 118 ADMINISTRATIVE SERVICES HUMAN RESOURCES - RISK MANAGEMENT DIVISION PROGRAM COMMENTARY PROGRAM DESCRIPTION: Risk Management is a division of Human Resources responsible for a variety of support functions, including special projects as directed by the Director of Administrative Services and/or City Manager. The Division’s ongoing responsibilities include: workers compensation, liability, City and special event insurance, safety, including compliance with OSHA guidelines and employee wellness programs. Risk Management also provides support in other Human Resource functions including re-classifications, recruitment, employee relations and research on a variety of Human Resource related issues. STRATEGIC GOALS: • Continue to develop and implement required training (safety, emergency preparedness, defensive driving, etc.). • Evaluate and improve the subrogation and reinsurance claims process. • Implement Injury Illness Prevention Program. • Establish 5-year tracking comparison of workers compensation and liability data base. FY 09-10 PROGRAM HIGHLIGHTS: • Work with City Departments and Third Party Administrators (ICA and Carl Warren) to ensure effective, efficient and fiscally responsible management of workers compensation and liability claims. • Develop and implement training programs in areas to include, but not limited to, safety, workers comp management, claims processes, etc. • Provide staff support and representation for the City’s membership in ICRMA, CalTIP and PRIMA. • Work with IT, Finance and Administration to automate workers compensation, liability and safety programs. • Monitor and coordinate all risk, liability and special event insurance programs. 119 Budget Division: ADMINISTRATIVE SERVICES - RISK MANAGEMENT FY 08-09 FY 09-10 FY 08-09 FY 09-10 FY 08-09 FY 09-10 FY 08-09 FY 09-10 Revised Adopted Revised Adopted Revised Adopted Revised Adopted Position Title Allocation Allocation Salary Salary Position Title Hours Hours Wages Wages Risk Management Analyst 1.00 0.00 $67,170 $0 Human Resources Technician 1.00 1.00 56,010 58,675 Executive Assistant to Admin Srvcs Dir(a)0.10 0.10 6,020 6,255 Senior Risk Management Analyst 0.00 1.00 0 75,390 (a) .70 FTE Administrative Services-Finance, .20 FTE Information Technology TOTAL 2.10 2.10 $129,200 $140,320 TOTAL 0 0 $0 $0 Full Time Positions Part Time Positions 120 BUDGET UNIT:4250923000 ADMIN SERVICES - HUMAN RESOURCES RISK MGT DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #06-07 07-08 08-09 09-10 VARIANCE PERSONNEL 6003 Salaries/Regular 77,081 93,226 129,200 140,320 11,120 6012 Salaries/Comp-Time 45 795 - - - 6015 Salaries/Vacation 3,070 4,552 - - - 6024 Salaries/Sick Leave 1,449 11,029 - - - 6033 Overtime Pay/Premium 2,573 2,590 - - - 6048 Salaries/Language Pay 120 118 120 120 - 6063 Salaries/Jury Duty 299 27 - - - 6091 Leave Liability Adjustments 2,316 (1,056) - - - 6101 PERS/Employee Contribution 5,778 7,847 8,670 9,920 1,250 6105 PERS/Employer Contribution 9,957 13,959 15,645 16,540 895 6109 PARS/Employer Contribution - - - 4,830 4,830 6125 FICA/Employer Contrib/Med 1,413 1,981 2,190 2,470 280 6140 Life Insurance Allocation 306 415 455 400 (55) 6155 Workers' Comp Allocation 3,351 4,525 4,905 5,620 715 6160 LTD Insurance Allocation 868 1,151 1,295 1,090 (205) 6165 Unemployment Allocation 92 129 150 170 20 6175 Benefits/Flex Plan 15,870 25,440 28,540 29,965 1,425 6180 Deferred Comp/Employer Paid 683 1,089 1,135 2,395 1,260 PERSONNEL SUBTOTAL 125,271 167,816 192,305 213,840 21,535 121 Cost 4250923000 6220 $1,000 6230 $1,000 6235 $1,800 6480 $28,400 6563 $1,400 6710 $290,830 6715 $463,650 6720 $218,820 6740 $100,000 6745 $600,000 6755 $27,500Claims Expense/Unemployment - State mandated expenses for unemployment insurance ADMINISTRATIVE SERVICES - HUMAN RESOURCES RISK MANAGEMENT ACTIVITY DETAIL Account Number Description Training Schools - Risk Management training in areas including safety/OSHA, workers compensation, risk management, employment liability and changes in current laws/regulations Dues/Subscriptions - Membership fees for various Human Resource organizations including PRIMA, and SHRM; Subscription costs for Risk Management including publications, i.e. Quinlan Publishing, Lexis Nexis, State workers compensation and labor code updates Meeting/Conferences - Human Resource/Risk Management meeting and conference expenses including PRIMA, ICRMA, SHRM and Safety Committee Insurance Claims Administration - Third Party Administration fees for workers' compensation (ICA), Liability (Carl Warren) and Unemployment (TALX) Insurance /General Liability Premiums - ICRMA (Liability and Storage Tanks), CalTIP (vehicle), and Municipality (Special Events) Claims Expense/Workers Compensation - Funds utilized by our Third Party Administrator - ICA in the administration of workers compensation expenses (payments made to Irwindale Industrial Clinic, employees and various hospitals and doctors); Legal and investigation expenses in the litigation/management of claims (Kegel, Tobin & Truce; Ken Meyer); First Aid Workers Compensation, medical utilization review, medical billing review. Insurance/Fire and Casualty Premiums - ICRMA (Property/Earthquake and Auto Physical Damage) Insurance /Workers Compensation Premiums - ICRMA Claims Expense/Liability - Funds utilized in the litigation/management (Carl Warren, BBK, ) and settlement (payments made to claimants) of liability claims Supplies/Special - Safety Committee expenses for the implementation and/or purchase of safety related items (emergency evacuation placards for each building, drop box for anonymous reporting, etc.) 122 BUDGET UNIT:4250923000 ADMIN SERVICES - HUMAN RESOURCES RISK MGT DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #06-07 07-08 08-09 09-10 VARIANCE OPERATIONS 6220 Training Schools 559 - 1,500 1,000 (500) 6225 Training Materials - 598 10,000 - (10,000) 6230 Dues & Subscriptions 320 160 1,500 1,000 (500) 6235 Meetings & Conferences - - - 1,800 1,800 6480 Ins Claims Administration 26,372 26,156 45,000 28,400 (16,600) 6493 Outside Services and Repairs 2,975 2,894 3,000 1,000 (2,000) 6509 Publications/Other 356 137 500 400 (100) 6521 Messenger Service 42 - 200 200 - 6539 Printing, Binding & Duplicating 227 241 400 400 - 6563 Supplies/Special 1,140 679 400 1,400 1,000 6701 Fidelity Bonds 5,611 1,045 5,500 5,200 (300) 6710 Ins/General Liability Premiums 276,707 270,989 270,180 290,830 20,650 6715 Ins/Fire & Casualty Premiums 395,602 492,826 538,470 463,650 (74,820) 6720 Ins/Workers Comp Premiums 217,063 177,688 186,575 218,820 32,245 6740 Claims Expense/Liability 99,837 (58,521) 135,000 100,000 (35,000) 6740 Claims Expense/Liability - Utility Liability 25,674 12,299 60,000 50,000 (10,000) 6745 Claims Expense/Workers Comp 875,241 1,321,359 600,000 600,000 - 6755 Claims Expense/Unemployment 18,165 5,939 15,000 27,500 12,500 OPERATIONS SUBTOTAL 1,945,891 2,254,487 1,873,225 1,791,600 (81,625) RISK MGMT. FUND TOTAL 2,071,162 2,422,304 2,065,530 2,005,440 (60,090) 123 THIS PAGE INTENTIONALLY LEFT BLANK 124 ADMINISTRATIVE SERVICES INFORMATION TECHNOLOGY PROGRAM COMMENTARY PROGRAM DESCRIPTION: The Department of Information Technology provides leadership in the development of powerful, cost-effective technical services and business solutions for City staff and policy makers. Services include the management and support of the technology infrastructure and network administration, providing City-wide systems and solutions. Ongoing responsibilities include: Strategic planning related to technology and the City’s networking infrastructure; Software and hardware support of all systems including but not limited to: Software licensing, Financial Software systems, Business Licensing systems, Building permit systems, Land management systems, Geographic Information Systems (GIS), Library systems, Utility billing and integrated systems, all Police computer systems including wireless mobile units in cars, and all phone and telecom systems. Also, ongoing equipment replacement, helpdesk function, internet, e-mail, and web sites, wireless, the fiber backbone and network infrastructure on which all systems reside. STRATEGIC GOALS: • Maintain computer network uptime at 99% • Ensure the integrity of the network, security, traffic and segmentation FY 09-10 PROGRAM HIGHLIGHTS: • Increase 24/7 WEB resources • Manage bandwidth issues and increase network speed 125 Budget Division: ADMINISTRATIVE SERVICES - INFORMATION TECHNOLOGY FY 08-09 FY 09-10 FY 08-09 FY 09-10 FY 08-09 FY 09-10 FY 08-09 FY 09-10 Revised Adopted Revised Adopted Revised Adopted Revised Adopted Position Title Allocation Allocation Salary Salary Position Title Hours Hours Wages Wages Director of Information Technology 1.00 1.00 $122,500 $122,500 GIS Intern 780 780 $8,040 $8,040 Information Systems Manager 2.00 2.00 198,365 203,650 Senior Information Technology Analyst 3.00 3.00 242,775 255,795 Information Technology Analyst 3.00 3.00 191,510 204,670 Executive Assistant to Admin Srvcs Dir (a)0.20 0.20 12,045 12,515 (a) .70 FTE Administrative Services-Finance, .10 FTE Risk Management TOTAL 9.20 9.20 $767,195 $799,130 TOTAL 780 780 $8,040 $8,040 Full Time Positions Part Time Positions 126 BUDGET UNIT:Fund 48 ADMIN SERVICES - INFORMATION TECH DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #06-07 07-08 08-09 09-10 VARIANCE PERSONNEL CITY COMPUTER SERVICES 6003 Salaries/Regular 246,506 264,290 320,325 285,915 (34,410) 6006 Salaries/Temp & Part-Time - - 8,040 5,895 (2,145) 6012 Salaries/Comp-Time 65 211 - - - 6015 Salaries/Vacation 14,916 15,689 - - - 6024 Salaries/Sick Leave 12,721 9,388 - - - 6027 Salaries/Bereavement 1,747 - - - - 6033 Overtime Pay/Premium 468 2,469 - - - 6039 Standby Pay/Premium 3,630 886 8,000 8,000 - 6048 Salaries/Language Pay 2,407 2,406 2,850 2,100 (750) 6063 Salaries/Jury Duty - 1,145 - - - 6069 Allowance/Vehicle - - - 2,700 2,700 6091 Leave Liability Adjustments 10,507 7,908 - - - 6101 PERS/Employee Contribution 19,581 20,614 21,725 20,395 (1,330) 6105 PERS/Employer Contribution 33,780 36,764 37,205 33,980 (3,225) 6109 PARS/Employer Contribution - 356 1,655 4,305 2,650 6125 FICA/Employer Contrib/Med 3,673 3,891 4,200 4,140 (60) 6140 Life Insurance Allocation 1,264 1,323 1,115 815 (300) 6155 Workers' Comp Allocation 11,244 11,814 12,550 12,080 (470) 6160 LTD Insurance Allocation 2,879 3,035 3,155 2,225 (930) 6165 Unemployment Allocation 296 316 370 355 (15) 6175 Benefits/Flex Plan 48,716 50,499 54,295 47,950 (6,345) 6180 Deferred Comp/Employer Paid 2,423 2,619 2,620 2,905 285 SUBTOTAL 416,823 435,622 478,105 433,760 (44,345) 127 BUDGET UNIT:Fund 48 ADMIN SERVICES - INFORMATION TECH DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #06-07 07-08 08-09 09-10 VARIANCE POLICE INFORMATION SYSTEMS 6003 Salaries/Regular 174,692 172,654 194,385 247,425 53,040 6006 Salaries/Temp & Part-Time 2,560 6,032 - 2,145 2,145 6012 Salaries/Comp-Time 2,560 6,032 - - - 6015 Salaries/Vacation 4,345 6,795 - - - 6024 Salaries/Sick Leave 1,912 3,447 - - - 6027 Salaries/Bereavement 188 1,206 - - - 6033 Overtime Pay/Premium - 564 - - - 6039 Standby Pay/Premium 10,855 8,454 13,000 13,000 - 6048 Salaries/Language Pay 2,647 2,653 2,640 2,940 300 6063 Salaries/Jury Duty - 119 - - - 6066 Allowances/Uniform 1,520 1,520 1,520 - (1,520) 6069 Allowances/Vehicle - - - 1,350 1,350 6091 Leave Liability Adjustments 7,355 5,536 - - - 6101 PERS/Employee Contribution 13,206 13,665 13,605 17,900 4,295 6105 PERS/Employer Contribution 22,789 24,375 23,275 29,785 6,510 6109 PARS/Employer Contribution - 1,558 5,975 7,180 1,205 6125 FICA/Employer Contrib/Med 3,411 3,429 3,255 4,255 1,000 6140 Life Insurance Allocation 727 752 710 715 5 6155 Workers' Comp Allocation 7,743 7,956 7,685 10,500 2,815 6160 LTD Insurance Allocation 1,909 1,978 2,005 1,925 (80) 6165 Unemployment Allocation 213 205 225 310 85 6175 Benefits/Flex Plan 27,821 29,731 32,000 41,810 9,810 6180 Deferred Comp/Employer Paid 1,742 1,890 2,620 3,105 485 SUBTOTAL 288,195 300,550 302,900 384,345 81,445 128 BUDGET UNIT:Fund 48 ADMIN SERVICES - INFORMATION TECH DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #06-07 07-08 08-09 09-10 VARIANCE LW INFORMATION SYSTEMS 6003 Salaries/Regular 205,717 221,387 252,485 265,790 13,305 6012 Salaries/Comp-Time 722 1,288 - - - 6015 Salaries/Vacation 14,281 13,011 - - - 6024 Salaries/Sick Leave 8,411 7,025 - - - 6027 Salaries/Bereavement 188 - - - - 6033 Standby Pay/Premium 611 687 - - - 6039 Overtime Pay/Premium 1,275 241 3,000 3,000 - 6048 Salaries/Language Pay 1,203 1,206 1,200 1,200 - 6063 Salaries/Jury Duty - 324 - - - 6069 Allowances/Vehicle - - - 1,350 1,350 6091 Leave Liability Adjustments 8,406 6,327 - - - 6101 PERS/Employee Contribution 16,209 17,169 17,220 18,950 1,730 6105 PERS/Employer Contribution 27,969 30,624 30,180 31,580 1,400 6109 PARS/Employer Contribution - 925 3,530 6,775 3,245 6125 FICA/Employer Contrib/Med 3,908 4,189 4,130 4,575 445 6140 Life Insurance Allocation 924 976 905 760 (145) 6155 Workers' Comp Allocation 9,271 9,794 9,735 10,815 1,080 6160 LTD Insurance Allocation 2,382 2,527 2,570 2,070 (500) 6165 Unemployment Allocation 250 262 290 315 25 6175 Benefits/Flex Plan 34,376 38,489 41,450 43,240 1,790 6180 Deferred Comp/Employer Paid 1,912 2,079 2,075 3,095 1,020 SUBTOTAL 338,015 358,529 368,770 393,515 24,745 PERSONNEL SUBTOTAL 1,043,033 1,094,701 1,149,775 1,211,620 61,845 129 Cost 4849930000 6220 $11,000 6235 $1,500 6415 $164,050 6493 $10,800 6499 Contract Services - Matrix Consulting, Bi-Tech, SAS Access Control, Novell $19,500 6504 $35,825 6846 $26,450 Cost 4849940000 6835 $75,100 6915 Utilities-Telephone - City phone expense, Verizon T1, Cingular Wireless, PDA Communications $164,400 Cost 4849941000 6220 $2,000 6415 $80,800 6493 $10,000 6504 $30,475 6846 $12,000 Computer Hardware Maintenance - Laser printer services, Premio, Watchguard, Hewlett Packard, Cisco Training Schools - Bi-tech Software National Users Group, Novell Brainshare, Microsoft TechMentor, ESRI Meetings/Conferences - Governor's Conference, Liebert Cassidy sessions Computer Software Services - HP, SunGard Bi-Tech, Symantec Ghost, SIRSI, ESRI, HDL, Civicplus Computer Software Licensing - Firewall, MS Office, Diskeeper, PC Anywhere, Netware Remote, Win Srv Remote, Netware servers, McAfee, Adobe Create, Novell Patch Management, Zenworks, GroupWise, MGR, Orion network mgt, miscellaneous software Outside Services & Repairs - JD Briggs, Iron Mountain, DSL services, Pkorp Account Number Account Number Communications Services Description Maintenance & Repair/Equipment - Avaya support, Spenser Communications, Music on Hold ADMINISTRATIVE SERVICES - INFORMATION TECHNOLOGY ACTIVITY DETAIL Account Number Description City Description Training Schools - Microsoft TechMentor Police Information Systems Computer Software Services - CAD/RMS Support, Motorola MDC Support, Crimeview, Capture Outside Services & Repairs - JD Briggs, PKORP & Associates Computer Software Licensing - Adobe Professional, GroupWise, I-Fit, Netware, Microsoft SQL, MS Office Computer Hardware Maintenance - Carltock Cabling, CDCE MDC and car wiring repair, MDC Laptop repair, Printer repair, Cisco Routers 130 Cost 4849942000 6220 $2,000 6235 $4,000 6415 $17,600 6493 $5,800 6504 $25,050 6570 $18,000 6846 $10,000Computer Hardware Maintenance - Cisco Routers Maintenance, Watchguard Firebox700, wireless Soho's maintenance renewals, Laser printer service Computer Software Licensing - MS Office, Verisign, Veritas, Gotomypc, McAfee, GroupWise Computer Software Services - Software support for Bi-Tech, HP, GUAVA Outside Services & Repairs - JD Briggs, Iron Mountain Meetings/Conferences - S&S Conference, Techmentor Account Number Description Light and Water Information Systems Training Schools - Microsoft Training Computer Hardware Peripherals - GovConnection, Premio, CDW-G 131 BUDGET UNIT:Fund 48 ADMIN SERVICES - INFORMATION TECH DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #06-07 07-08 08-09 09-10 VARIANCE OPERATIONS CITY COMPUTER SERVICES 6215 Tuition Reimbursement - - 3,000 - (3,000) 6220 Training Schools 6,259 9,542 11,000 11,000 - 6230 Dues & Subscriptions 925 1,363 1,185 1,185 - 6235 Meetings & Conferences 315 1,081 1,500 1,500 - 6240 Mileage Reimbursement - 282 400 400 - 6415 Computer Software Support 16,748 92,419 164,050 164,050 - 6493 Outside Services & Repairs 11,121 2,705 15,800 10,800 (5,000) 6499 Contract Services & Fees/Other 4,500 8,893 23,500 19,500 (4,000) 6504 Computer Software/Licensing 77,647 55,782 35,825 35,825 - 6521 Messenger Service 25 89 100 - (100) 6527 Supplies/Computer/Small Equip 5,113 3,833 6,000 3,000 (3,000) 6530 Office Supplies 472 329 490 490 - 6563 Supplies/Special 688 2,523 1,600 1,500 (100) 6569 Small Equipment 2,740 1,345 4,800 3,300 (1,500) 6827 Garage Allocation - 648 - - - 6835 Maint & Repair/Equipment 81,452 1,795 - - - 6846 Computer Hardware Maint/Repair - 4,859 26,450 26,450 - 6915 Utilities/Telephone 82 - - - - SUBTOTAL 208,087 187,486 295,700 279,000 (16,700) COMMUNICATION SERVICES 6569 Small Equipment - 1,204 1,200 - (1,200) 6835 Maint & Repair/Equipment 66,402 51,793 80,100 75,100 (5,000) 6915 Utilities/Telephone 161,363 169,031 164,400 164,400 - SUBTOTAL 227,765 222,028 245,700 239,500 (6,200) 132 BUDGET UNIT:Fund 48 ADMIN SERVICES - INFORMATION TECH DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #06-07 07-08 08-09 09-10 VARIANCE POLICE INFORMATION SYSTEMS 6215 Tuition Reimbursement 3,708 238 2,000 - (2,000) 6220 Training Schools - - 4,000 2,000 (2,000) 6230 Dues & Subscriptions - 40 80 80 - 6240 Mileage Reimbursement - - 200 200 - 6415 Computer Software Support 52,030 63,125 80,800 80,800 - 6493 Outside Services & Repairs 2,026 2,049 15,000 10,000 (5,000) 6499 Contract Services & Fees/Other - - 2,500 2,500 - 6504 Computer Software/Licensing 23,137 24,573 30,475 30,475 - 6521 Messenger Service - - 100 100 - 6527 Supplies/Computer/Small Equip 2,937 6,103 9,000 7,000 (2,000) 6530 Office Supplies 427 246 450 450 - 6539 Printing, Binding & Duplicating 10 23 - - - 6563 Supplies/Special 124 32 500 250 (250) 6569 Small Equipment 1,564 816 2,500 1,500 (1,000) 6570 Computer Peripherals/Misc - 17,830 18,000 10,000 (8,000) 6572 Office Furniture & Equipment 24,212 - - - - 6835 Maint & Repair/Equipment 497 - - - - 6845 Maint/Office Furniture & Equip 5,458 - - - - 6846 Computer Hardware Maint/Repair - 4,861 15,000 12,000 (3,000) SUBTOTAL 116,130 119,936 180,605 157,355 (23,250) LW INFORMATION SYSTEMS 6220 Training Schools 3,050 3,122 2,000 2,000 - 6230 Dues & Subscriptions 495 495 500 500 - 6235 Meetings & Conferences 150 1,154 4,000 4,000 - 6240 Mileage Reimbursement 168 - 200 200 - 6415 Computer Software Support 30,216 19,146 17,600 17,600 - 6493 Outside Services & Repairs 7,011 4,307 5,800 5,800 - 6499 Contract Services & Fees/Other - - 8,000 8,000 - 6504 Computer Software/Licensing - 38,164 25,050 25,050 - 6521 Messenger Service 36 - 100 100 - 6527 Supplies/Computer/Small Equip 6,996 8,199 8,700 8,700 - 6530 Office Supplies 26 - 200 200 - 6563 Supplies/Special - - 500 500 - 6569 Small Equipment 2,832 3,140 3,000 3,000 - 133 BUDGET UNIT:Fund 48 ADMIN SERVICES - INFORMATION TECH DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #06-07 07-08 08-09 09-10 VARIANCE 6570 Computer Peripherals/Misc - - 18,000 18,000 - 6835 Maint & Repair/Equipment 16,045 - - - - 6846 Computer Hardware Maint/Repair - 20,811 10,000 10,000 - 6915 Utilities/Telephone 14,976 - - - - SUBTOTAL 82,001 98,541 103,650 103,650 - LW TECHNOLOGY FUND 6527 Supplies/Computer/Small Equip - - 3,000 3,000 - 6569 Small Equipment - - - 15,000 15,000 7142 Computer Equipment - - 15,000 - (15,000) SUBTOTAL - - 18,000 18,000 - OPERATIONS SUBTOTAL 633,983 627,991 843,655 797,505 (46,150) INFORMATION TECH FUND TOTAL: 1,677,016 1,722,692 1,993,430 2,009,125 15,695 Funding: ALLOCATION FROM L&W FUND (420,016) (457,069) (490,420) (515,165) (24,745) ALLOCATION FROM GENERAL FUND (1,257,000) (1,265,623) (1,503,010) (1,493,960) 9,050 Total Funding (1,677,016) (1,722,692) (1,993,430) (2,009,125) 15,695 134 ADMINISTRATIVE SERVICES CITYWIDE PROGRAM COMMENTARY PROGRAM DESCRIPTION: The citywide budget division of the Administrative Services Department is utilized to provide for General Fund expenditures that apply to all Departments. The following expenses are funded through this program: retirement medical, early retirement programs, insurance premiums, central garage services, information technology services, and other administrative expenses that are levied on the City as a whole. STRATEGIC GOALS: Prepare Update to Actuarial Analysis of Retiree Medical Program costs (GASB 45) Prepare Updates to Actuarial Analysis of PARS program costs for SEIU, AMMA and Executive Mgmt. PROGRAM HIGHLIGHTS: • The costs of Citywide programs are offset from the Enterprise funds in proportion to the benefits received by the related Enterprise. 135 Cost 1090000000 6108 $42,000 6133 $288,410 6399 $45,000 6670 $1,527,250 6760 $500,000 6827 $129,575 7070 $130,000 Retiree Health Premium - Annual premium paid for retiree health benefits through CALPERS. IT Allocation - General Fund contribution for costs of Citywide information technology program. Balance paid by Light and Water Funds. Insurance Allocation - General Fund portion of Citywide property and liability insurance costs. Garage Allocation - General Fund portion of citywide vehicle maintenance performed by Central Garage. Property Tax Administration - Annual payment to County of LA for property Tax administration. PARS Administration Fees - Administration costs for four Public Agency Retirement System (PARS) programs offered by the City Professional Services/ Other - Cost for bi-annual actuarial analysis of PARS program funding for SEIU,AMMA and Exec Mgmt ($20,000) and actuarial analysis of retiree medical ($25,000). ADMINISTRATIVE SERVICES - CITYWIDE ACTIVITY DETAIL Account Number Description 136 BUDGET UNIT:1090000000 ADMIN SERVICES - CITYWIDE DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #06-07 07-08 08-09 09-10 VARIANCE PERSONNEL 6108 PARS Administration Fees - 11,750 42,000 42,000 - 6133 Retiree Health Premium Reimb 188,336 215,573 288,410 288,410 - 6199 Benefits/Other (Early Retirement Programs) 190,267 - 190,265 - (190,265) PERSONNEL SUBTOTAL 378,603 227,323 520,675 330,410 (190,265) OPERATIONS 6301 Legal Fees - 4,669 - - - 6399 Professional Services/Other - - 10,000 45,000 35,000 6670 IT Allocation 1,358,380 1,466,447 1,503,010 1,527,250 24,240 6760 Insurance Allocation 500,000 700,000 500,000 500,000 - 6827 Garage Allocation 34,207 128,863 141,350 129,575 (11,775) 7001 Interest Expense 174,660 21,360 19,860 18,360 (1,500) 7055 Uncollectible Accounts - - 1,500 - (1,500) 7070 Property Tax Administration 105,418 123,487 130,000 130,000 - 7099 Miscellaneous - 24 - - - OPERATIONS SUBTOTAL 2,172,665 2,444,849 2,305,720 2,350,185 44,465 TRANSFERS OUT 5950 Transfer To Other Funds 3,240,866 3,901,342 3,922,190 3,838,420 (83,770) 5951 Transfer To APFA 331,630 350,715 365,750 360,590 (5,160) TRANSFERS OUT SUBTOTAL 3,572,496 4,252,057 4,287,940 4,199,010 (88,930) CITY-WIDE TOTAL 6,123,764 6,924,229 7,114,335 6,879,605 (234,730) Funding: TRANSFER IN - SEWER FUND - - (6,000) (11,500) 5,500 TRANSFER IN - L&W FUND - (60,000) (79,590) (101,660) 22,070 GENERAL FUND TOTAL (6,123,764) (6,864,229) (7,028,745) (6,766,445) (262,300) Total Funding (6,123,764) (6,924,229) (7,114,335) (6,879,605) (234,730) 137 THIS PAGE INTENTIONALLY LEFT BLANK 138 ADMINISTRATIVE SERVICES CFD/APFA DEBT SERVICE PROGRAM COMMENTARY PROGRAM DESCRIPTION: The CFD/APFA budget division of the Administrative Services Department reflects the special district and debt management responsibilities of the Department. The annual budget for the administrative activities of the established Mountain Cove and the Rosedale Community Facilities Districts, as well as the administrative and debt service requirements of the Azusa Public Financing Authority, are included in this division. For the Rosedale CFD, the annual costs of the maintenance portion of the CFD are included as well. Maintenance costs for the Rosedale CFD will grow to include several contracts required to maintain various aspects of the Rosedale development, such as park and landscape maintenance. STRATEGIC GOALS: • Utilize staff to prepare and administer contracts for CFD maintenance services • Utilize staff to ensure compliance with Rosedale Development Agreement and CFD requirements • Develop cost accounting/recovery processes for Rosedale related activities • Prepare and disseminate all required disclosure reports in a timely manner 139 Budget Division: ADMINISTRATIVE SERVICES - CFD MAINTENANCE FY 08-09 FY 09-10 FY 08-09 FY 09-10 FY 08-09 FY 09-10 FY 08-09 FY 09-10 Revised Adopted Revised Adopted Revised Adopted Revised Adopted Position Title Allocation Allocation Salary Salary Position Title Hours Hours Wages Wages Senior Management Analyst 1.00 0.00 $74,060 $0 Parks Maint Wrkr I 677 562 $11,015 $8,460 Admin Services Director/CFO (a)0.00 0.15 0 23,205 Budget Analyst(b)0.00 0.30 0 24,180 (a) .20 FTE RDA Administration, .65 FTE Admin Serv-Finance (b) .10 FTE Sr Nutrition, .60 FTE Admin Serv-Finance TOTAL 1.00 0.45 $74,060 $47,385 TOTAL 677 562 $11,015 $8,460 Full Time Positions Part Time Positions 140 BUDGET UNIT:VARIOUS ADMIN SERVICES - CFD MAINT-ROSEDALE DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #06-07 07-08 08-09 09-10 VARIANCE PERSONNEL ROSEDALE CFD - ADMINISTRATION 6003 Salaries/Regular - 68,827 74,060 47,385 (26,675) 6015 Salaries/Vacation - 338 - - - 6024 Salaries/Sick Leave - 1,600 - - - 6045 Salaries/Education Incentive - 1,459 - - - 6063 Salaries/Jury Duty - 338 - - - 6069 Car Allowance - - - 810 810 6091 Leave Liability Adjustment - 5,088 - - - 6101 PERS/Employee Contribution - 5,104 5,290 3,375 (1,915) 6105 PERS/Employer Contribution - 9,102 9,065 5,610 (3,455) 6109 PARS/Employer Contribution - 1,023 4,055 930 (3,125) 6125 FICA/Employer Contrib/Med - 1,174 1,295 795 (500) 6140 Life Insurance Allocation - 270 280 140 (140) 6155 Workers' Comp Allocation - 2,902 3,005 1,930 (1,075) 6160 LTD Insurance Allocation - 753 785 370 (415) 6165 Unemployment Allocation - 73 90 55 (35) 6175 Benefits/Flex Plan - 12,071 14,115 6,680 (7,435) 6180 Deferred Comp/Employer Paid - 990 1,740 485 (1,255) SUBTOTAL - 111,113 113,780 68,565 (45,215) ROSEDALE CFD - PARKS MAINTENANCE 6006 Salaries/Temp & Part-Time - - 11,015 8,460 (2,555) 6101 PERS/Employee Contribution - - 1,075 620 (455) 6105 PERS/Employer Contribution - - 1,770 1,020 (750) 6125 FICA/Employer Contrib/Med - - 215 125 (90) 6155 Workers' Comp Allocation - - 590 340 (250) 6165 Unemployment Allocation - - 15 10 (5) SUBTOTAL - - 14,680 10,575 (4,105) PERSONNEL SUBTOTAL - 111,113 128,460 79,140 (49,320) 141 Cost 68xxxxxxx 6345 $5,000 6399 $20,000 6423 $35,000 6493 $44,775 6554 $4,490 6625 $168,000 6560 $9,720 Program Expense - Provides for equivalent of one Police officer salary and overhead Program Consultants - Provides for consulting services relating to calculation and collection of annual maintenance taxes. Services provided under contract by Special District Financing& Administration Professional Services/Other - Provides for the services of appraisors, attorney's financial and operational consultants as necessary to manage CFD related matters Administrative Allocation - Provides for general administrative overhead related to CFD programs and operations. Funds are transferred to General Fund Outside Services & Repairs - Provides for contract maintenance of Rosedale CFD parks and grounds Supplies/Custodial & Cleaning - Provides for contract maintenance of buildings and restrooms Repair Parts - Provides for cost of replacement parts and materials for CFD parks, facilities and grounds ADMINISTRATIVE SERVICES - CFD MAINTENANCE ACTIVITY DETAIL Account Number Description 142 BUDGET UNIT:VARIOUS ADMIN SERVICES - CFD MAINT-ROSEDALE DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #06-07 07-08 08-09 09-10 VARIANCE OPERATIONS ROSEDALE CFD - ADMINISTRATION 6345 Program Consultants - - 20,000 5,000 (15,000) 6399 Professional Services/Other - - 4,500 20,000 15,500 6423 Administrative Allocation 35,000 35,000 35,000 35,000 - 6625 Program Expense - - 91,725 168,000 76,275 SUBTOTAL 35,000 35,000 151,225 228,000 76,775 ROSEDALE CFD - PARKS MAINTENANCE 6493 Outside Services & Repairs - - 22,775 44,775 22,000 6554 Supplies/Custodial & Cleaning - - 4,490 4,490 - 6560 Repair Parts - - 9,720 9,720 - 6563 Supplies/Special - - - 500 500 SUBTOTAL - - 36,985 59,485 22,500 OPERATIONS SUBTOTAL 35,000 35,000 188,210 287,485 99,275 ROSEDALE CFD-2005-1 FUND TOTAL: 35,000 146,113 316,670 366,625 49,955 143 Cost 6315 $4,100 6320 $10,000 6345 $23,500 6399 $8,500 6423 $70,000 7001 $4,036,760 7005 $230,000 ADMINISTRATIVE SERVICES - CFD DEBT SERVICE ACTIVITY DETAIL Account Number Description Accounting/Auditing Service - Provides for annual audited financial reports for each CFD by outside independent auditor. Fiscal Agent Fees - Provides for annual charges from Wells Fargo for Ficscal Agent services per bond indentures. Program Consultants - Provides for the services of Special District Financing & Administration and David Taussig to assist staff in administering district , calculating and collecting special taxes Professional Services/Other - Provides for legal and financial assistance and continuing disclosure services provided by Urban Futures under contract Administrative Allocation - Allocated cost for staff time necessary to administer CFD's, transferred to General Fund Principal Payment - Principle payments on the two CFD Bond issues 6370000000 / 65000000xx Interest Expense - Interest payments on the two CFD Bond issues 144 BUDGET UNIT:VARIOUS ADMIN SERVICES - CFD DEBT SERVICE DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #06-07 07-08 08-09 09-10 VARIANCE OPERATIONS ROSEDALE CFD 6315 Accounting/Auditing Service - - 2,000 2,000 - 6320 Fiscal Agent Fees - - 8,000 8,000 - 6345 Program Consultants - - 20,000 20,000 - 6399 Professional Services/Other - - 4,500 4,500 - 6423 Administrative Allocation 35,000 35,000 35,000 35,000 - 7001 Interest Expense - 3,522,495 3,522,495 3,522,495 - 7005 Principal Payment - - 165,000 165,000 - SUBTOTAL 35,000 3,557,495 3,756,995 3,756,995 - MOUNTAIN COVE CFD 6315 Accounting/Auditing Services - 5,833 2,500 2,100 (400) 6320 Fiscal Agent Fees - - 1,500 2,000 500 6345 Program Consultants 949 - 3,500 3,500 - 6399 Professional Services/Other - 3,275 4,000 4,000 - 6423 Administrative Allocation 35,000 35,000 35,000 35,000 - 7009 Bank Service Charge 6,621 2,000 2,000 2,000 - 7001 Interest Expense 519,825 518,620 516,795 514,265 (2,530) 7005 Principal Payment 30,000 40,000 55,000 65,000 10,000 SUBTOTAL 592,395 604,728 620,295 627,865 7,570 CFD DEBT SERVICE TOTAL:627,395 4,162,223 4,377,290 4,384,860 7,570 145 Cost 6610 $22,000 7001 $3,418,940 7005 $1,080,000 ADMINISTRATIVE SERVICES - APFA DEBT SERVICE ACTIVITY DETAIL Account Number Description Bond Administration - Cost of Trustee services and continuing disclosure services for four bond issues Interest Expense - Interest payments on four City Bond issues Principal Payments - Principle payments on four City Bond issues 7130000000/ 7150000000/ 7160000000/ 7170000000 146 BUDGET UNIT:VARIOUS ADMIN SERVICES - DEBT SERVICE DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #06-07 07-08 08-09 09-10 VARIANCE OPERATIONS APFA-DEBT SERVICE/1994 SEWER COPs 6610 Bond Administration 2,750 2,750 4,500 4,500 - 7001 Interest Expense 128,556 123,547 118,065 112,360 (5,705) 7005 Principal Payments 85,000 95,000 100,000 105,000 5,000 SUBTOTAL 216,306 221,297 222,565 221,860 (705) APFA-DEBT SERVICE/2003 CIP COPS 6610 Bond Administration 3,250 3,250 5,000 4,500 (500) 7001 Interest Expense 154,364 150,214 145,750 140,590 (5,160) 7005 Principal Payments 205,000 210,000 215,000 215,000 - SUBTOTAL 362,614 363,464 365,750 360,090 (5,660) APFA-DEBT SERVICE/2006 WATER CIP BONDS 6610 Bond Administration - 1,500 8,000 8,000 - 6611 Bond Issuance Expense 367,760 - - - - 7001 Interest Expense - 2,774,449 2,692,190 2,686,590 (5,600) 7005 Principal Payments - - - 280,000 280,000 7099 Miscellaneous 160,236 - - - - SUBTOTAL 527,996 2,775,949 2,700,190 2,974,590 274,400 CITY-DEBT SERVICE/ 2008 POBs 6610 Bond Administration - - - 5,000 5,000 7001 Interest Expense - - - 479,400 479,400 7005 Principal Payments - - - 480,000 480,000 964,400 964,400 OPERATIONS SUBTOTAL 1,106,916 3,360,709 3,288,505 4,520,940 1,232,435 APFA DEBT SERVICE FUND TOTAL: 1,106,916 3,360,709 3,288,505 4,520,940 1,232,435 Funding: Transfer From General Fund (362,614) (363,464) (365,750) (1,324,490) (958,740) Transfer From Sewer Fund (216,306) (221,297) (222,565) (221,860) 705 Transfer From Light and Water (527,996) (2,775,949) (2,700,190) (2,974,590) (274,400) Total Funding (1,106,916) (3,360,709) (3,288,505) (4,520,940) (1,232,435) 147 THIS PAGE INTENTIONALLY LEFT BLANK 148